HomeMy WebLinkAboutPACKET Town Board 2024-05-28The Mission of the Town of Estes Park is to provide high‐quality, reliable services
for the benefit of our citizens, guests, and employees, while being good stewards
of public resources and our natural setting.
BOARD OF TRUSTEES - TOWN OF ESTES PARK
Tuesday, May 28, 2024
7:00 p.m.
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ADVANCED PUBLIC COMMENT
By Public Comment Form: Members of the public may provide written public comment on a specific
agenda item by completing the form found at https://dms.estes.org/forms/TownBoardPublicComment.
The form must be submitted by 12:00 p.m. the day of the meeting in order to be provided to the Town
Board prior to the meeting. All comments will be provided to the Board for consideration during the
agenda item and added to the final packet.
PLEDGE OF ALLEGIANCE.
(Any person desiring to participate, please join the Board in the Pledge of Allegiance).
AGENDA APPROVAL.
PUBLIC COMMENT. (Please state your name and address).
TOWN BOARD COMMENTS / LIAISON REPORTS.
TOWN ADMINISTRATOR REPORT.
CONSENT AGENDA:
1.Bills - https://dms.estes.org/WebLink/Browse.aspx?id=253208.
2.Town Board and Study Session Minutes dated May 14, 2024.
3.Estes Park Planning Commission Minutes dated March 19, 2024 (acknowledgment
only).
4.Endorsing Town Attorney Dan Kramer for the Colorado Municipal League Executive
Board.
Prepared 05-17-2024
*Revised
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NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was
prepared.
5. Resolution 48-24 First Amendment to the Intergovernmental Agreement with Platte
River Power Authority, Fort Collins, Loveland, and Longmont for Fiber Management
$0.
6.Revised Policy 601 Purchasing Policy - Spending Authority & Limits.
7.Appointments to the Transportation Advisory Board:
•Joan Hooper to complete the term of Mark Igel expiring March 31, 2025.
•Wallace Wood to complete the term of Ann Finley expiring March 31, 2026.
•Misti Marcantonio to a term expiring March 31, 2027.
•Kristen Ekeren to a term expiring March 31, 2027.
REPORTS AND DISCUSSION ITEMS: (Outside Entities).
1.BASE FUNDING REPORT - SALUD FAMILY HEALTH. Vice President Morse.
ACTION ITEMS:
1.6E FUNDING EXPENDITURE FOR CHILDCARE TUITION ASSISTANCE. Manager
Bangs.
Consider the funding request received from EVICS Family Resource Center to support
tuition assistance.
2.INTERVIEW COMMITTEE FOR THE ESTES PARK HOUSING AUTHORITY BOARD
OF COMMISSIONERS. Town Clerk Williamson.
REPORTS AND DISCUSSION ITEMS:
1.STATE REVOLVING FUND LOAN FOR WATER MAIN REPLACEMENTS. Director
Bergsten.
Report on the proposed use of a loan to finance water main replacements in Carriage
Hills and along Joel Estes Drive with Spruce Knob Water Company.
2.GOVERNANCE ORIENTATION. Town Administrator Machalek.
REQUEST TO ENTER EXECUTIVE SESSION:
For discussion of specialized details of security arrangements or investigations Section 24-6-
402(4}(d), C.RS. – Regarding Board Security.
ADJOURN.
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Town of Estes Park, Larimer County, Colorado, May 14, 2024
Minutes of a Regular meeting of the Board of Trustees of the Town of Estes
Park, Larimer County, Colorado. Meeting held in the Town Hall in said Town of
Estes Park on the 14th day of May, 2024.
Present: Gary Hall, Mayor
Marie Cenac, Mayor Pro Tem
Trustees Bill Brown
Kirby Hazelton
Mark Igel
Frank Lancaster
Cindy Younglund
Also Present: Travis Machalek, Town Administrator
Jason Damweber, Deputy Town Administrator
Dan Kramer, Town Attorney
Kimberly Disney, Recording Secretary
Absent: None
Mayor Hall called the meeting to order at 7:00 p.m. and all desiring to do so recited the
Pledge of Allegiance.
AGENDA APPROVAL.
Board discussion was heard on whether to add Governance Orientation to the end of the
meeting, reschedule the item for an upcoming study session, or schedule multiple
orientation session with no more than two Town Board members at a time. It was
determined to reschedule Governance Orientation for a future meeting.
It was moved (Brown) to approve the Agenda with the addition of a discussion to
allow public comment at study sessions, and the motion died for lack of a second.
It was moved and seconded (Cenac/Younglund) to approve the Agenda, and it passed
unanimously.
PUBLIC COMMENTS.
John Meissner/Town citizen inquired what the Town and citizens could do to support
searches for missing persons in Rocky Mountain National Park.
TRUSTEE COMMENTS.
Board comments were heard and have been summarized: The April Trustee Talk was
held with discussion on 6E Funds; the Regional Elected Officials meeting was held with
discussions on emergency responses; Rooftop Rodeo would be held July 6 through July
10, 2024; the Sister Cities Board met and discussed the upcoming reconnaissance trip
with Vice Mayor Gonzalez of Monteverde, Costa Rica; increased community engagement
for one-on-one meetings with Town Board members; Visit Estes Park met and discussed
public access to Board minutes and packets, approved the CEO contract, the Estes
Experiences event would be held to allow local workers to experience visitor activities,
and Frozen Dead Guy Days fundraising opportunities for local non-profits; Estes Park
Chamber of Commerce Economic Development and Workforce Council continues to
provide entrepreneur trainings and programs and increasing investor development; and
Estes Park Housing Authority Board of Commissioners would meet to discuss the
implications of CHAFA potentially purchasing Fall River Village for workforce housing.
TOWN ADMINISTRATOR REPORT.
Town Administrator Machalek stated the Community Meet and Greet for Police Chief
finalists would be held May 16, 2024. He also thanked Power & Communications for their
response to recent weather events including snow and wind storms.
CONSENT AGENDA:
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Board of Trustees – May 14, 2024 – Page 2
1.Bills.
2.Town Board Minutes dated April 23, 2024.
3.Transportation Advisory Board Minutes dated February 21, 2024
(acknowledgment only).
4. Resolution 38-24 Contract with Wagner Construction Inc. for the Reclamation
Neighborhood Improvements, $3,531,040 – Budgeted.
5. Resolution 39-24 Third Amendment to the Intergovernmental Agreement with
Platte River Power Authority, Fort Collins, Loveland, and Longmont for the Funding
and Coordination of a Joint Compensation Study, $1,136.62 – Budgeted.
6. Resolution 40-24 United States Department of Agriculture Grant Application for
Trailblazer Broadband.
7.Reappointment of Guy ‘Wayne’ Newsom to the Estes Park Board of Adjustment
for a term expiring March 31, 2027.
It was moved and seconded (Brown/Cenac) to approve the Consent Agenda with the
removal of Consent Agenda Item #4 for discussion, and it passed unanimously.
Consent Agenda Item #4 Resolution 38-24 Contract with Wagner Construction Inc.
for the Reclamation Neighborhood Improvements, $3,531,040 – Budgeted. Trustee
Igel inquired whether items of this magnitude should be presented as Action Items for
further discussion. Town Administrator Machalek provided background on the budgetary
approval process which included budgeting for this project. Director Bergsten outlined
additional background on the project to improve the roadways and water main in the
Reclamation Neighborhood which was originally constructed as temporary housing. He
highlighted public outreach, the outdated infrastructure of the neighborhood, impacts on
the neighborhood and other entities, private service line replacements, project timelines,
and roadway improvements included in the project. It was moved and seconded
(Igel/Hazelton) to approve Resolution 38-24, and it passed unanimously.
Dick Spielman/Town citizen expressed his concern that the Consent Agenda was not
displayed during the meeting for the public to view as opposed to using personal
electronic devices.
REPORTS AND DISCUSSION ITEMS: (Outside Entities).
1.2023 BASE FUNDING REPORT – CROSSROADS MINISTRY. Executive
Director Schaffer provided a report on the base and annual funding for Crossroads
Ministry. He highlighted the history, mission, and principles of Crossroads,
program services, community partnerships, the level of impact on the community,
continued support for individuals, philanthropy opportunities, and fundraising
events.
2.2024 NORTHERN COLORADO INTERSECTIONS REPORT. Community
Foundation of Northern Colorado Director Bouchard and Program Officer
Riesenberger presented the 2024 Northern Colorado Intersections report for
regional well-being. They provided an overview of the Foundation, and highlighted
the purpose of the report, pressures on the community including housing, water
availability, and access to childcare and healthcare, the structure of the report, and
key intersections identified in the report consisting of: nourishing, sheltering and
caring, transacting, beautifying, connecting, and renewing. They further discussed
how the report could provide insight for the future and what initiatives entities were
currently reviewing and implementing. The Board discussed the availability of the
report to other entities and the Community Foundations services in Estes Park.
3.TUITION ASSISTANCE IN THE ESTES VALLEY. Manager Bangs provided an
overview of the tuition assistance resources available to the valley. The 2024
Annual Workforce Housing and Childcare Funding Plan calls for the use of 6E
funds to support tuition assistance. She highlighted the cost of childcare versus
tuition charged, and affordability of childcare for citizens. Options for tuition
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Board of Trustees – May 14, 2024 – Page 3
assistance include: EVICS Family Resource Center Childcare Scholarship,
Larimer County Childcare Fund, Colorado Childcare Assistance Program (CCAP),
and Universal Preschool. As of February 2024, the Larimer County Department of
Human Services implemented an enrollment freeze for CCAP due to budget
constraints. Utilizing the number of families receiving assistance through the
EVICS Childcare Scholarship at the time of the CCAP freeze, and the influx of
families who need assistance in the summer, staff estimates $200,000 of 6E funds
would be needed to address the need. Staff proposed bringing forward a funding
request from EVICS Family Resource Center.
EVICS President Boatman and Interim Executive Director Miller provided the 2023
EVICS Family Resource Center Tuition Assistance Report. They highlighted the
history of EVICS, qualifications for tuition assistance, the importance of consistent
quality childcare, and impacts a family can encounter if childcare costs are not
supported. The Board discussed impacts should EVICS not employ a childcare
resource manager, current staffing at EVICS, whether the upcoming 6E funding
request would solely support tuition assistance, if 6E funds were negatively
impacting the ability to obtain tuition funding through other means, how additional
funds were obtained to support tuition assistance in 2023, the number of children
under the age of five in Estes Park, estimated 6E funds for 2024, and the allocation
process of 6E funds for childcare.
ACTION ITEMS:
1.RESOLUTION 41-24 SUPPLEMENTAL BUDGET APPROPRIATIONS #3 TO
THE 2024 BUDGET. Director Creamean provided an overview of the third
amendment to the 2024 budget which included appropriations for 1A Sales Tax
extension funds to the Wildfire Mitigation Fund, the Trails Improvement and
Extension Funds, Street Improvement Fund, and Stormwater Fund. He outlined
the appropriation for the Enterprise Resource Planning (ERP) project would be
funded by the Community Reinvestment Fund, Power and Communications Fund,
and Water Fund. An increase to the General Fund due to receiving the
Revitalizing Main Street grant from the State. Several errors were identified in the
budget as follows: due to system errors some purchase orders and projects were
rolled over and included incorrectly in budget amendment #2, certain items were
recorded in 2023 accounts payable which were no longer needed and resulted in
a net reduction of $800,533, and an error in the budgeting software calculated the
2024 payroll incorrectly for some employees; this was previously discussed with
the Town Board during policy governance reporting on April 9, 2024 and April 23,
2024. The Board discussed the estimated amount to fully fund the Trolley Barn
project, clarifications on the process for fund balances and appropriations, the use
of the workforce housing regulatory linkage fee, staff actions to reduce future
errors, and whether the new ERP system would address communication and
calculation issues which have occurred. It was moved and seconded
(Hazelton/Cenac) to approve Resolution 41-24, and it passed unanimously.
John Meissner/Town citizen stated his appreciation that the errors were identified
but questioned if there may be additional errors not discovered by staff.
2.RESOLUTION 42-24 CONTRACT WITH TYLER TECHNOLOGIES FOR
ACCOUNTING SOFTWARE ACQUISITION AND IMPLEMENTATION. ERP
Manager Hudson presented a resolution to contract with Tyler Technologies for
implementation of the core accounting software. The 2023 Needs Assessment
Report identified the need to replace the accounting software and in December
2023, a Request for Proposals was issued with nine proposals submitted and
reviewed by staff. Software demonstrations were provided to several Town
departments and it was recommended to contract with Tyler Technologies for
core accounting, fleet management, purchasing, accounts payable,
miscellaneous accounts receivable, inventory, general ledger, and reporting
software. He highlighted the advantages, disadvantages, and financial
implications of the contract. The Board questioned if the software was new, what
was included with the implementation services , the annual costs, ongoing
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customer service support, previous experiences with Tyler Technologies, and
risks of cloud-based services opposed to server based. It was moved and
seconded (Igel/Cenac) to approve Resolution 42-24, and it passed
unanimously.
It was moved and seconded (Hazelton/Brown) to extend the meeting past 10:00 p.m.,
and it passed with Mayor Pro Tem Cenac voting “No”.
3.RESOLUTION 43-24 CONTRACT WITH SPRYPOINT SERVICE, INC. FOR
UTILITY BILLING SOFTWARE ACQUISITION AND IMPLEMENTATION. ERP
Manager Hudson presented a resolution to contract with SpryPoint Service Inc.
for implementation of utility billing software. The 2023 Needs Assessment Report
identified the need to replace the accounting software and in December 2023, a
Request for Proposals was issued with nine proposals submitted and reviewed
by staff. Software demonstrations were provided to a number of Town
departments and it was recommended to contract with SpryPoint Service Inc. for
utility billing and customer online payment portal software. He highlighted the
advantages of the SpryPoint software and it was moved and seconded
(Igel/Lancaster) to approve Resolution 43-24, and it passed unanimously.
4.RESOLUTION 44-24 CONTRACT WITH RATP DEV USA, INC. FOR 2024
OPERATION OF THE PEAK’S RED ROUTE. Manager Klein presented a
resolution to contract with RATP Dev USA, Inc. for the 2024 operation of the
Peak’s Red Route from May 24, 2024 through October 20, 2024. The Town
utilizes the same third-party transit provider as Rocky Mountain National Park
(RMNP) and RMNP has continued their contract with RATP Dev through 2028.
As allowed by the adopted Finance Policies and Procedures Manual, section
3.7.3, staff intends to dovetail with RMNP’s contract for 2024 services. He stated
a separate contract with RATP Dev would be presented to the Town Board
following receipt of the grant agreement with CDOT for the Federal Transit
Administration 5311 grant funds. He provided 2023 ridership and detailed the
adjustment to hours of operation for the route due to a lack of ridership during the
early morning hours. The Board discussed anticipated costs of the remaining
routes to come before the Board, cost adjustments from 2023, and the operating
hours of the express route. It was moved and seconded (Hazelton/Cenac) to
approve Resolution 44-24, and it passed unanimously.
5.RESOLUTION 45-24 INTERGOVERNMENTAL AGREEMENT WITH CDOT
FOR 2024 THE “BUSTANG TO ESTES” TRANSIT SERVICE. Manager Klein
presented a resolution to contract with CDOT for the 2024 operation of “Bustang
to Estes” transit service. Bustang, the interregional express bus service, connects
commuters along the I-25 and I-70 corridors. Since 2019, and expanded in 2021,
the Town, CDOT, and RMNP have partnered for Bustang operations from
Denver’s Union Station to Estes Park. Bustang would begin service to Estes Park
on May 27, 2024 ending October 1, 2024 and comes at no cost to the Town. The
Board discussed the 2023 ridership and increases from previous years, access to
RMNP, and Park admission fees. It was moved and seconded (Igel/Cenac) to
approve Resolution 45-24, and it passed unanimously.
6.RESOLUTION 46-24 CONTRACT WITH COULSON EXCAVATING COMPANY
INC FOR THE 2024 OVERLAY & PATCHING PROGRAM. Engineer Wittwer
presented a resolution to contract with Coulson Excavating Company Inc. for the
2024 Overlay & Patching Program. At the February 27, 2024 Study Session, staff
presented plans to maintain the condition of Town roads at an overall system-
wide Pavement Condition Index of 80. A Request for Proposals was published on
March 21, 2024 and four bids were received. Martin Marietta submitted the low
bid for the 2024 project year, however, due to previous dissatisfaction with Martin
Marietta’s performance and management during 2023, staff recommended the
contract be awarded to the next lowest bid from Coulson Excavating. He
highlighted the scope of work, reconstruction of Pine Knoll Drive, and minimal
construction impacts. The Board requested clarifications on the timeline for West
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Elkhorn Avenue construction and discussed review of the previous contractor’s
performance and the Town’s experience with Coulson Excavating.
Ken Carter/Chief Estimator for Martin Marietta spoke to the Town’s dissatisfaction
of work performed during 2023 and the delay in receiving notification until the
2024 bid process and acknowledged the issues were addressed, noted other
work the company has completed in the Town, and inquired whether their bid
would have been dismissed if the next lowest bid was excessively higher.
The Board further discussed the letter sent by Martin Marietta, additional scrutiny
the Board conducted in reviewing the contract, and providing review of contracted
work to contractors on a timelier basis. It was moved and seconded
(Lancaster/Hazelton) to approve Resolution 46-24, and it passed with Trustee
Brown voting “No”.
7.RESOLUTION 47-24 CONTRACT WITH DIETZLER CONSTRUCTION
CORPORATION FOR GRAVES AVENUE SAFE ROUTES TO SCHOOL
IMPROVEMENTS PROJECT. Engineer Wittwer presented a resolution to
contract with Dietzler Construction Corporation for the Graves Avenue Safe
Routes to School Improvements Project. Currently, Graves Avenue does not have
sidewalks or trails along its entirety to connect Colorado Highway 7 and
Community Drive. Graves Avenue has a central location to provide safe routes
for pedestrians to travel from CO 7 to public amenities including the Estes Park
Schools and Estes Valley Community Center. A Request for Proposals was
published and after three weeks of advertising, two bids were received. Staff has
confirmed the production capabilities and experience of the contractor. He
highlighted federal funds received in 2019 and the difference of staff cost
estimates from the proposed amount. The Board discussed what constitutes a
trail versus a sidewalk and the use of 1A Sales Tax Revenue. It was moved and
seconded (Igel/Younglund) to approve Resolution 47-24, and it passed
unanimously.
8.INTERVIEW COMMITTEE FOR THE ESTES PARK PLANNING COMMISSION.
Town Clerk Williamson presented the Interview Committee for the Estes Park
Planning Commission (EPPC). To address vacancies on a Board or Commission,
per Policy 101, the Town Board may appoint members of the Board to an interview
committee. The EPPC consists of five-members with two vacancies currently. The
Clerk’s Office has advertised the vacancies and has received three applications.
It was moved and seconded (Younglund/Cenac) to appoint Mayor Hall and
Trustee Lancaster to the Estes Park Planning Commission Interview
Committee, and it passed unanimously.
REQUEST TO ENTER EXECUTIVE SESSION:
Trustee Lancaster inquired whether the executive session could be continued to May
28, 2024 and after discussion of the importance of the executive session, it was moved
and seconded (Lancaster/Cenac) to continue the Executive Session to May 28,
2024, and it passed with Trustees Hazelton and Younglund voting “No”.
Whereupon Mayor Hall adjourned the meeting at 10:35 p.m.
Gary Hall, Mayor
Kimberly Disney, Recording Secretary
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Town of Estes Park, Larimer County, Colorado May 14, 2024
Minutes of a Study Session meeting of the TOWN BOARD of the Town of
Estes Park, Larimer County, Colorado. Meeting held at Town Hall in the
Board Room in said Town of Estes Park on the 14th day of May , 2024.
Board: Mayor Hall, Trustees Brown, Cenac, Hazelton, Igel,
Lancaster, and Younglund
Attending: All
Also Attending: Town Administrator Machalek, Deputy Town Administrator
Damweber, Town Attorney Kramer, and Town Clerk
Williamson
Absent: None.
Mayor Hall called the meeting to order at 4:30 p.m.
BIG HORN PARKING STRUCTURE DESIGN CONSIDERATIONS FOR 3RD AND 4TH
LEVEL. Director Muhonen presented three options for the construction of a parking
structure at the corner of Cleave Street and Big Horn Avenue. Option 1 proposed a two-
level microstructure consisting of ground level parking accessed from Cleave Street, an
additional level accessible from Big Horn Drive with an estimated 40-45 new parking
spaces and $2 million to construct. Option 2 would create a three-level structure with an
additional level accessible from Big Horn Drive, an additional 40-45 spaces on the third
level and an estimated $4 million to construct. Option 3 would consist of design only for
a future fourth level to accommodate residential housing units with no additional
parking, elevator design, foundation and structural elements for housing, and a
construction cost element of $8 million. Increased flexibility would allow staff to
implement construction in phases and adapt to changing needs for parking and/or
housing. Financing for the project would be dependent on the option supported;
however, Town parking revenues consist of $190,000 that could be used for design.
Additional funding would be needed to pay for the design of Options 2 and 3. The
annual operational costs would increase by $15,000 for Facilities to maintain the
structure. Staff requested input on a preferred option to be incorporated into a Request
for Proposal for the design of the parking structure and future budget requests.
Board discussion was heard and has been summarized: questioned if the number of
housing units had been identified; the need for ADA accessible parking located on the
first level of the parking structure due to the slope of Big Horn Drive; use of the parking
garage by residents and businesses; questioned the clearance for ADA vans in the
lower-level; structural design capable of converting into future housing; neighborhood
impact concerns; and interest in an RFP with additional alternates to provide information
on other costs associated with Option 3.
Staff would issue an RFP for Option 2 with an additional alternate to consider design
costs for Option 3.
RELIEF FOR DOWNTOWN BUSINESS IMPACTS FROM CONSTRUCTION.
Town Administrator Machalek provided a brief review of the $42 million “Downtown
Estes Loop” project which leverages a Town investment of $5.71 million to improve
access to Rocky Mountain National Park by reducing traffic congestion in downtown
Estes Park. Construction by partner agencies, Central Federal Lands Highway Division
and the Colorado Department of Transportation, began in the spring of 2023 with
completion estimated by January 2025. With construction at its most impactful phase
and with widespread disruption to traffic, businesses in the downtown core have
reported financial losses attributed to the construction activities. Sales tax receipts for
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the first two months of the year have been down 8.71% from the same period in 2023.
Staff presented options for the Board’s consideration to provide relief to downtown
businesses, including direct financial aid payments similar to relief provided during
COVID-19, sales tax rebate program, Town utility assistance, marketing match, and a
one-time moratorium on paid parking in 2024. It was noted that any program developed
would not fully compensate businesses for losses during the construction.
Board discussion followed and has been summarized: the impacts to the local
businesses are greater than the downtown businesses due to the totality of the
construction within and around Estes Park; questioned if businesses downtown pay
utilities; could relief be provided by other partner agencies such as CDOT; concern was
raised on the loss of future year visitation and how to encourage return visits; marketing
the community through VEP and reminding visitors the construction would be
temporary; utilizing criteria to evaluate the business loss was successful during COVID
and could be developed for the construction impact; marketing that the Town remains
open would benefit the entire community; a moratorium on paid parking for 2024 may
have the opposite impact with employees rather than visitors using the parking spaces;
a moratorium on parking would increase frustration of visitors circling for open spaces;
questioned what the threshold should be for providing support to businesses in the
current circumstances and future situations; the Town created the impact and negative
situation and should consider a one-year moratorium on paid parking for 2024 as a
good will offer to the visitors; would support the development of talking points for
businesses and staff to assist in addressing the issue in a positive manner; potential
sales tax relief with a cap for individual businesses would be the fiduciarily responsible
option; validating parking could assist with the paid parking element; marketing takes
time and may not be impactful for the 2024 season;
Public comment was heard from Chuck Scott/Coffee on the Rocks, Colleen
DePasquale/Estes Park Chamber of Commerce, John Meissner/Town citizen, and Val
Thompson/You Need Pie stating concern with the lack of urgency to complete
construction especially the Moraine Avenue wall; daily comments have been received
by the Chamber regarding the impact to revenues; efforts to identify grant funding for
additional marketing continue; the impacts to businesses are significant and well exceed
what the Town could support; commented the Town should have had the forethought to
set aside funds to support the businesses during construction; and visitors to the
community state Estes Park has become unfriendly due to paid parking, the Park
reservation system, construction, etc.
Additional comments included the need to encourage use of the trolley and other
outlying parking options versus parking downtown; request the support of the Estes
Park Chamber of Commerce for any distribution of the direct payments to businesses;
requested a review of the sales tax numbers for the Colorado Association of Ski Towns
(CAST) communities to determine how the current economy and construction are
impacting similar communities; a moratorium on paid parking would make a large news
impact; and service industry businesses do not collect sales tax.
Board conversation was heard to provide the staff direction on next steps and included
a consensus against a moratorium on paid parking, support for additional marketing of
the community, provide relief funding to businesses similar to the efforts used during
COVID, continue outreach with partner agencies to complete necessary construction
before Memorial Day and support the Mayor in writing a letter to Governor Polis.
GOVERNANCE ORIENTATION.
The Board requested the item be moved to the regular session.
TRUSTEE & ADMINISTRATOR COMMENTS & QUESTIONS
Trustee Lancaster requested a future discussion on licensing arborist within town limits
and requiring certification and worker’s compensation. With insurance companies
requiring the removal of trees within 30 feet of homes, it would benefit the community to
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have trained, certified, and skilled individuals performing the work. He stated other
communities in Colorado require certification for licensing.
Mayor Hall requested a discussion on reorganizing Trustee Talks to include the Mayor
attending each with one other Trustee in lieu of a separate Mayor Talk.
FUTURE STUDY SESSION AGENDA ITEMS.
It was determined to add Mayor/Trustee Talk and Bed & Breakfast and Vacation Home
Cap discussions for May 28, 2024, Guiding Policy for the Implementation of the Electric
Vehicle Infrastructure and Readiness Plan and Occupancy Limit Code Changes to
Comply with New State Law on June 11, 2024, next steps for the Town-owned parcel at
Elm Rd and Moraine Ave on June 25, 2024, Capacity Improvements along the Big
Thompson and Fall River for September 10, 2024, and Arborist Licensing, Liquor
Licensing Process and Curb and Gutter Philosophy to Approved/Unscheduled.
There being no further business, Mayor Hall adjourned the meeting at 6:49 p.m.
Jackie Williamson, Town Clerk
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Town of Estes Park, Larimer County, Colorado, March 19, 2024
Minutes of a Regular meeting of the ESTES PARK PLANNING COMMISSION of the
Town of Estes Park, Larimer County, Colorado. Meeting held in said Town of Estes Park
on March 19, 2024.
Commission: Chair Matt Comstock, Vice-Chair Matthew Heiser, Charles
Cooper, Chris Pawson, David Shirk
Attending: Chair Comstock, Vice-Chair Heiser, Commissioners Cooper,
Shirk, Community Development Steve Careccia, Senior
Planner Paul Hornbeck, Recording Secretary Karin
Swanlund, Town Attorney Dan Kramer, Town Board Liaison
Barbara MacAlpine
Absent: Pawson, Shirk
Chair Comstock called the meeting to order at 1:30 p.m. There were eight people in
attendance.
AGENDA APPROVAL
It was moved and seconded (Heiser/Cooper) to approve the agenda. The motion
passed 3-0.
INTRODUCTIONS
PUBLIC COMMENT: none
CONSENT AGENDA APPROVAL
It was moved and seconded (Cooper/Heiser) to approve the consent agenda. The
motion passed 3-0.
ACTION ITEMS
Election of Officers:
It was moved and seconded (Heiser/Cooper) to table the item to the next scheduled
Planning Commission meeting. The motion passed 3-0.
Development Plan Dream View Inn on Fall River Senior Planner Hornbeck
Hansen/Dale LLC, owner/applicant
The proposed development includes 11 new accommodation units in four buildings and
one existing cabin. Also proposed is a swimming pool, laundry facility, and guest parking.
On-site development is limited to Lot 1, where topography, while considerable, is less
steep than that of Lot 2, where no development is proposed. Off-site improvements
include replacing the private access drive and bridge on the property to the east. Staff
recommended approval of the Dream View Development Plan and Minor Modification
requests, subject to the following conditions:
1.All staff and outside agency comments shall be addressed prior to issuance of the
first building permit;
2.Applicant shall have a Traffic Impact Analysis (TIA) or Traffic Letter accepted by
CDOT prior to issuance of a building permit;
3.A CDOT State Highway Access Permit must be issued prior to beginning any work
in the Fall River Road ROW and prior to issuance of a building permit. A Town
ROW permit is also required based on the CDOT Access Permit;
4.Floodplain Development Permit (FDP) shall be provided and approved before
Construction Plans are submitted;
Page 11
Planning Commission – March 19, 2024 – Page 2
5.The Floodplain Development Permit (FDP) and bridge design submittal shall be
approved prior to the Town Engineer signing the Development Plan;
6.Construction plans shall be approved prior to issuance of first building permit;
7.No Certificates of Occupancy (COs) will be approved until the off-site bridge is
constructed and the FDP is closed out;
8.An erosion control plan sheet shall be required with the construction plans for the
development, in accordance with the Mile High Flood District Urban Storm
Drainage Criteria Manual and other current standards. The erosion control
measures must be installed prior to beginning any grading or work on the site;
9.A Colorado Department of Public Health and Environment COR400000
Construction Stormwater Discharge Permit is required and must be in place prior
to beginning any grading or work on the site;
10. Density Agreement shall be recorded prior to issuance of first building permit;
11. Landscape Plan shall be finalized with the Development Plan in accordance with
staff comments prior to the Development Plan being signed by the Planning
Commission Chair;
12. Reciprocal parking license shall be amended to guarantee the use of off-site
parking for a minimum of 10 years in accordance with EPDC §7.11.G.1.d and be
recorded prior to issuance of the first building permit;
13. All exterior light fixtures shall be dark sky compliant in accordance with EPDC §7.9;
and
14. Trees and vegetation shall be protected in accordance with EPDC §7.3 and as
depicted on the Landscape Plan.
Vice-Chair Hieser stated that he has a business relationship with the applicant and that
no discussion of this project has occurred.
Discussion:
David Bangs, Trail Ridge Consulting Engineers, was available to answer questions.
Stormwater drainage will collect on the northeast end of the parking areas. Most flow is
captured in curb and gutter and rock bed and dispersed through vegetation before
discharge into the river.
Attorney Kramer explained that the number of conditions included was to speed up the
approval. The Commission can continue the project; however, if the review criteria are
met, moving forward with the conditions is okay. A suggestion was made that a Planning
Commission Resolution could help simplify this type of situation in the future.
Chair Comstock had concerns with the removal of trees. Code states that if you remove
one, you need to replace it with two. It was explained that an exception to this is for
expressly approved construction activity (7.3.d.5 of the Development Code).
Borrowing parking and dumpster use from the adjacent property, which the same owner
owns, was discussed. The Development Code requires use of off-site parking which must
be guaranteed for a minimum of 10 years.. The density agreement will run with the land.
Public Comment: none
Heiser spoke on future developments like this, stating that challenges should not restrict
owners from utilizing their property. This plan works well with the land.
Page 12
Planning Commission – March 19, 2024 – Page 3
Bob Choat, legal counsel for the applicant, explained the exception of the tree
replacement to the Commission, stating that it encourages good planning and doesn’t
swallow the rule.
It was moved and seconded (Heiser/Cooper) to approve the Development Plan and
Minor Modifications, according to findings recommended by Staff, including the findings
listed throughout the Staff Report and with the conditions recommended by Staff.
The motion passed 3-0.
REPORTS:
Development Code rewrites will be discussed with the Town Board on March 26,
emphasizing the RFP. A complete rewrite would be preferred.
With two open positions and only one applicant, filling the positions for the Planning
Commission is actively being discussed.
There being no further business, Chair Comstock adjourned the meeting at 2:40 p.m.
_______________________________
Chair Comstock
Karin Swanlund, Recording Secretary
Page 13
Page 14
TOWN ATTORNEY Memo
To: Honorable Mayor Hall
Board of Trustees
From: Town Attorney Dan Kramer
Date: May 28, 2024
RE: Endorsing Town Attorney Dan Kramer for the Colorado Municipal League
Executive Board
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER Letter
QUASI-JUDICIAL YES NO
Objective:
Endorse Town Attorney Dan Kramer to serve on the Colorado Municipal League
Executive Board.
Present Situation:
The Colorado Municipal League (CML) is governed by its Executive Board, which
develops its goals and strategic direction, determines its positions, and generally
oversees the organization. The Executive Board is composed of 21 municipal officials
representing different categories of cities and towns based on size. Estes Park qualifies
as a small municipality, and three seats representing small municipalities are up for
election of the CML membership at the CML Annual Conference next month. To apply
for a position, a municipal official must be endorsed for it by their municipal board.
I serve as the Town’s representative on CML’s Policy Committee, which I have found to
be a fruitful way to advocate for the Town’s positions and, in a small way, influence the
formation of state law. Based on my participation on that committee, CML staff and
board members have encouraged me to apply for the Executive Board. They have
noted in particular the current need for more attorneys to participate. Trustee Lancaster
formerly served on the Executive Board when he was Town Administrator, and he and I
have discussed this. The role involves a monthly meeting, and I do not expect it to be a
significant demand on my time.
Unfortunately, I will be unable to attend the Annual Conference this year, when the
board members are selected. If enough officials apply to require a contested election, I
may ultimately withdraw for this year due to my absence.
Proposal:
Approve a letter endorsing Town Attorney Dan Kramer for the CML Executive Board.
Advantages:
Page 15
My participation on the Policy Committee very quickly integrated me into CML’s
decision-making and fostered connections with municipal leaders across the state. This
relationship building has helped me gather information on the Town’s behalf and has
positioned the Town to influence state policy when we decide to assert our interests. I
expect serving on the Executive Board would bring these benefits to a new level. I also
see value in strengthening the connections between CML and the membership of the
Colorado Association of Ski Towns, working together to advocate for useful laws for
mountain towns. More generally, I believe the Town improves its ability to serve its
residents when we work in collaboration with other local governments to give us more
options and tools to meet our needs, and when we collectively question potential state
policies that would be unworkable or unpractical for us to implement.
Disadvantages:
Expense of attorney time; however, the time commitment would be manageable and
would be kept to a reasonable level commensurate with the value brought to the Town.
Action Recommended:
Approve and authorize the Mayor to sign the letter of endorsement of Town Attorney
Dan Kramer to the CML Executive Board in substantially the form now before the
Board.
Finance/Resource Impact:
None.
Level of Public Interest
Low.
Sample Motion:
I move to approve and authorize the Mayor to sign the letter of endorsement of Town
Attorney Dan Kramer to the CML Executive Board in substantially the form now before
the Board.
Attachments:
1.Letter of Endorsement of Town Attorney Dan Kramer to the CML Executive
Board.
Page 16
May 28, 2024
CML Nominating Committee
1144 Sherman Street
Denver, Colorado 80203
VIA EMAIL
Dear Committee Members:
The Board of Trustees for the Town of Estes Park endorses the application of Town
Attorney Dan Kramer for nomination to the Colorado Municipal League’s Executive
Board for the slate of nominees who are to be voted on by the membership at the 2024
CML Annual Business Meeting.
Sincerely,
Mayor Gary Hall
Town of Estes Park
DR
A
F
T
Attachment 1
Page 17
Page 18
UTILITIES Memo
To: Honorable Mayor Hall
Board of Trustees
Through: Town Administrator Machalek
From: Reuben Bergsten, Utilities Director
Date: May 28, 2024
RE: Resolution 48-24 First Amendment to the Intergovernmental Agreement
with Platte River Power Authority, Fort Collins, Loveland, and Longmont
for Fiber Management, $0
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER______________
QUASI-JUDICIAL YES NO
Objective:
To ensure proper accounting of PRPA (Platte River Power Authority) fiber asset
revenues generated from PRPA owned long-haul fiber.
Present Situation:
PRPA owns miles of fiber optic cable connecting Estes Park, Fort Collins, Loveland,
and Longmont. Though primarily used for electric operations, the excess fiber is leased
to monetize the asset.
In 2019, an Intergovernmental Agreement was established to set operational
procedures and organizational oversight for the joint use of fiber. Additionally, an
account was set up for PRPA to hold long-haul lease revenues while the PRPA owner
communities considered how they could convey ownership of long-haul fiber to the
municipalities and distribute the lease revenues in an equitable manner.
With no clear need to convey ownership of long-haul fiber, no equitable disbursement
long-haul fiber ownership was ever established.
Since municipalities had no need to own long-haul fiber, they never developed a fair
method for conveying ownership or lease revenues.
Proposal:
This first Amendment allows PRPA to properly record the proceeds of their excess
leased fiber as revenues.
Advantages:
•Allows PRPA to correctly record revenues generated from PRPA assets
Page 19
•Creates revenue from excess fiber and the revenue helps cover PRPA’s
operations and maintenance costs
Disadvantages:
•None
Action Recommended:
Staff recommends approval of this agreement.
Finance/Resource Impact:
$0, No impact to the Town’s budget. This agreement releases PRPA revenues for
PRPA expenditures.
Level of Public Interest
Low
Sample Motion:
I move for the approval/denial of Resolution 48-24.
Attachments:
1. Resolution 48-24
2.First Amendment to the IGA
Page 20
RESOLUTION 48-24
A RESOLUTION APPROVING THE FIRST AMENDMENT TO THE
INTERGOVERNMENTAL AGREEMENT FOR FIBER MANAGEMENT
WHEREAS, Platte River Power Authority (PRPA) and the PRPA owner
municipalities entered into an Intergovernmental Agreement for Fiber Management in
2019 (“Fiber IGA”); and
WHEREAS, the owner municipalities and Platte River pondered an equitable
conveyance of PRPA’s ownership of the excess fiber long-haul to the owner
municipalities; and
WHEREAS, the Fiber IGA defines a process for collecting and holding lease
revenue from the lease of excess long-haul fiber in a Long-Haul Fiber Account, which
PRPA would equitably distribute with a future equitable conveyance of excess long-haul
fiber; and
WHEREAS, no equitable ownership distribution of the excess long-haul fiber has
been developed; and
WHEREAS, the current method of recording the revenues and expenses lacks
proper accounting transparency and clarity; and
WHEREAS, no municipal need exists requiring ownership conveyance from PRPA
to the municipalities; and
WHEREAS, PRPA continues to own, operate, maintain, and perform capital
replacement of the long-haul fiber; and
WHEREAS, it is righteous for revenues generated from PRPA assets to be
recorded as PRPA revenues; and
WHEREAS, the revision to the Fiber IGA allows for revenues generated from
PRPA long-haul fiber assets to be recorded as PRPA revenues.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
THE TOWN OF ESTES PARK, COLORADO:
The Board approves and authorizes the Mayor to sign the agreement referenced in
the title of this resolution in substantially the form now before the Board.
DATED this day of , 2024.
TOWN OF ESTES PARK
Mayor
ATTEST:
Town Clerk
APPROVED AS TO FORM:
Town Attorney
Attachment 1
Page 21
April 18, 2024
BY EMAIL:
The Town of Estes Park Dan Kramer (dkramer@estes.org)
City of Fort Collins Cyril Vidergar (cvidergar@fcgov.com)
City of Longmont Jaime Roth (Jaime.Roth@longmontcolorado.gov)
City of Loveland Laurie Wilson (Laurie.Wilson@cityofloveland.org)
Re: First Amendment to Intergovernmental Agreement for Fiber Management between the
Town of Estes Park, City of Fort Collins, City of Longmont, City of Loveland and Platte
River Power Authority
Dear Representatives,
The owner communities and Platte River entered into an Intergovernmental Agreement for Fiber
The Fiber IGA defines the process for collecting lease revenue from the long-haul fiber assets. At the time
the Fiber IGA was signed, the owner communities took ownership of their local fiber rings. The owner
communities and Platte River discussed the possibility of conveying ownership of the excess fiber within the
long-haul to the owner communities. As a temporary solution, the Fiber IGA created a separate account
(Long-
Long-haul expenses approved by the Fiber Optic Executive Committee outside of the Fiber
Optic Accounting Policy were offset to this account.
An equitable distribution of the excess fiber within the long-haul has not occurred and Platte River continues
to own, operate, and maintain the long-haul fiber assets. As a result, revenues must be retained by Platte
River to maintain the assets and to comply with accounting practices. The revenues collected from leasing
these assets must be recorded as income, and the cost for new fiber assets, upgrades or replacements,
must be p
The manner of recording the revenues and expenses today does not provide proper accounting and
transparency. The Platte River board-approved Fiber Optic Accounting Policy requires Platte River to
maintain these assets as part of its bulk electric system for reliability. The corresponding revenues from the
leases on the long-haul must remain with Platte River. Platte River continues to invest and ensure a robust
and reliable fiber optic network system and bulk electric system.
At the Committee meeting on Monday, April 8, 2024, the Committee recommended approval of an
Amendment to the Fiber IGA. The Amendment removes the requirement for Platte River to maintain long-
haul license revenues in a separate Long-Haul Fiber Account.
The Amendment is attached for your governing body to review and approve as appropriate. After all parties
have approved the Amendment, Platte River will send the Amendment through DocuSign for signatures.
Attachment 2
Page 22
Thank you,
Caroline B. Schmiedt
Senior Counsel
Platte River Power Authority
Enclosure
Copies Only:
Town of Estes Park
Reuben Bergsten
rbergsten@estes.org
Karla Sterling
ksterling@estes.org
Monica Mecca
mmecca@estes.org
City of Fort Collins
Chad Crager
ccrager@fcgov.com
Carrie Daggett
cdaggett@fcgove.com
Brad Yatabe
byatabe@fcgov.com
City of Longmont
Dennis Pappas
Dennis.Pappas@longmontcolorado.gov
City of Loveland
Kevin Gertig
Kevin.Gertig@cityofloveland.org
Vincent Junglas
Vincent.Junglas@cityofloveland.org
Noah Cecil
Noah.Cecil@cityofloveland.org
Brieana Reed-Harmel
Brieana.Reed-Harmel@cityofloveland.org
Page 23
Platte River Power Authority
Jason Frisbie
frisbiej@prpa.org
Sarah Leonard
leonards@prpa.org
Dave Smalley
smalleyd@prpa.org
Shelley Nywall
nywalls@prpa.org
Jeff Grant
grantj@prpa.org
Esther Velasquez
velasqueze@prpa.org
Contract Administration
contractadmin@prpa.org
Page 24
First Amendment to IGA for Fiber Management
Page 1 of 4
FIRST AMENDMENT TO
INTERGOVERNMENTAL AGREEMENT FOR FIBER MANAGEMENT
This First Amendment to the Intergovernmental Agreement for Fiber Management
(Amendment) is made and entered into , (the Effective Date) by
and between The Town of Estes Park (Estes Park), the City of Fort Collins (Fort Collins), the
City of Longmont (Longmont), the City of Loveland (Loveland), collectively the
Municipalities, individually a Municipality, and Platte River Power Authority (Platte River),
sometimes individually referred to in this Amendment as a Party and collectively as the
Parties.
RECITALS
A.The Parties entered into an Intergovernmental Agreement for Fiber Management, dated
May 15, 2019, (Fiber IGA).
B.To conform with standard accounting practices the Parties desire to amend the Fiber IGA
to remove the Long-Haul Fiber Account as a separate account maintained by Platte River.
AGREEMENT
1. Section 4.B of the Fiber IGA is amended to delete the language shown in strikeout below:
4.B The Executive Committee consists of the utility or broadband directors of each of
the four Municipalities and Platte Rivers General Manager, each of whom shall
have one vote. Provided, however, that Platte River shall have the final decision-
making authority with respect to decisions of the Executive Committee that impact
the reliability of Platte Rivers electric system. The Executive Committee will meet
as necessary or as requested by members of the Executive Committee. The
Executive Committee will evaluate Platte Rivers fiber management, provide policy
direction to Platte River relating to the leasing of Excess Fiber on the Long-Haul
and operation of the Long-Haul Fiber Account, resolve any disputes that arise in
the management of the Fiber Optic Network and address any other policy issues
that require executive decision-making authority.
2.The first paragraph of Section 9 of the Fiber IGA is amended to delete the language
shown in strikeout below and add the new language shown in underlined, contrasting font:
9.Excess Fiber Leasing.
In October 1998, the Platte River Board of Directors adopted Resolution 17-98
which authorized the General Manager to negotiate dark fiber leases on behalf of
the Municipalities. Since that time, Platte River has been leasing dark fiber within
the Local Loops in Fort Collins, Loveland and Estes Park to third parties and
returning the revenue associated therewith to the Municipality within whose electric
service area the leased dark fiber is located. Platte Riverhas retained revenue from
leases maintains ownership ofdark fiber the Excess Fiber within the Long-Haulto
cover its operating expenses. and will retain revenues from Long-Haul leases.
Page 25
First Amendment to IGA for Fiber Management
Page 2 of 4
3. Section 9.d of the Fiber IGA is deleted.
9.d So long as Platte River retains ownership of the Excess Fiber within the Long-
Haul, net revenues (gross revenues less administrative expenses deducted in
accordance with Section 6 of this Agreement) from Long-Haul Leases shall be
maintained in an account to be managed by Platte River for the benefit of the
Municipalities (the Long-Haul Fiber Account). The Long-Haul Fiber Account shall
be used by Platte River, in a manner consistent with the policy direction provided
by the Executive Committee, to pay for expenses associated with the Long-Haul
which are not covered in the Fiber Optic Network Accounting Policy, including, but
not limited to easement acquisition and technology upgrades to, or expansion of,
the Long-Haul. Expenses shall not exceed the balance in the account. In the event
that ownership of the Excess Fiber within the Long-Haul is transferred to the
Municipalities, funds remaining in the Long-Haul Fiber Account shall be transferred
with such ownership in the same proportion (i.e., if ownership is transferred to each
Municipality equally, the account balance shall be distributed equally); and
SIGNATURE PAGES FOLLOW
Page 26
First Amendment to IGA for Fiber Management
Page 3 of 4
SIGNATURES
PLATTE RIVER POWER AUTHORITY ATTEST:
By: By:
General Manager/CEO Secretary
APPROVED AS TO FORM:
By:
Senior Counsel
TOWN OF ESTES PARK, COLORADO ATTEST:
By: By:
Mayor Town Clerk
Date:________________
CITY OF FORT COLLINS, COLORADO ATTEST:
By: By:
City Manager City Clerk
Date:_________________
APPROVED AS TO FORM:
By:
Deputy City Attorney
APPROVED AS TO FORM:
By: _
Town Attorney
Page 27
First Amendment to IGA for Fiber Management
Page 4 of 4
CITY OF LOVELAND, COLORADO ATTEST:
By: By:
City Manager City Clerk
Date:_________________
APPROVED AS TO FORM:
By:
Assistant City Attorney
CITY OF LONGMONT, COLORADO ATTEST:
By: By:
Mayor City Clerk
Date:_________________
APPROVED AS TO FORM AND SUBSTANCE:
By:
Director of Longmont Power & Communications
APPROVED AS TO FORM:
By:
Assistant City Attorney
PROOFREAD:
By:
Page 28
FINANCE Memo
To: Honorable Mayor Hall
Board of Trustees
Through: Town Administrator Machalek
From: Jeremy Creamean, Finance Director
Date: 5/28/2024
RE: Revised Policy 601 Purchasing Policy – Spending Authority & Limits
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER Policy
QUASI-JUDICIAL YES NO
Objective:
Finance staff is seeking Town Board approval to amend Finance Policy 601 to reflect
the recent Internal Services reorganization, including creating spending authority for the
new Internal Services Director position at the $30,000 level. Furthermore, we are
seeking approval to remove the spending authority from the Mobility Services Manager
position, which no longer exists. While some other positions moved, there are no
changes to those positions spending authority.
Present Situation:
As currently written, Policy 601 does not give the new Internal Services Director any
spending authority. Policy 601 also allows spending authority for a position that no
longer exists. Positions under the Internal Services Director are still in the original
department.
Proposal:
Staff is seeking to create a proper level of spending authority for the new Internal
Services Director position of $30,000. Staff is seeking to remove spending authority
from a position that no longer exists. Staff is also seeking to move positions (without
changing their spending authority) under the new Internal Services department.
Advantages:
The new Internal Services Director will have the ability to authorize expenditures of up
to $30,000 in accordance with Policy 601’s provisions. As state in policy 601, the
spending authority limit applies to the formal contract/purchase order level, not the
individual partial payment level. Certain exceptions apply to the spending authority limit,
such as expenditures approved by the Board through the annual budget process for
insurance claims and premiums, debt obligations, utility payments, continuing
Page 29
purchased power and water rights payments, payroll tax and withholding payments, and
other specific Board approved expenditures.
Finally, the policy will reflect the department to which several positions were reassigned.
Disadvantages:
If this policy change is not made, the Internal Services Director may not be able to
approve purchases. Positions will still appear under their old departments as well.
Action Recommended:
Finance staff recommend Town Board approve the revisions to Policy 601.
Finance/Resource Impact:
This will ensure that the Internal Services Director can perform their duties efficiently.
No further specific finance or resource impacted noted.
Level of Public Interest
Limited – no comments received.
Sample Motion:
I move for the approval/denial of the revisions to Finance Policy 601.
Attachments:
1.Revised Policy 601
2.Revised Policy 601 redline
Page 30
Document Spending Authority & Limits 05/28/2024
Revisions: 4 Town of Estes Park, Finance Page 1 of 3
Effective Period: Until superceded
Review Schedule: Annually
Effective Date: 05/28/2024
References: Financial Policies Manual 601
FINANCE
601
Purchasing Policy – Spending Authority & Limits
1.PURPOSE
a.To ensure that the best values for goods and services are obtained when using
Town Funds.
b.To efficiently delegate spending authority/responsibilities to Town Staff so that
Purpose “a” can be achieved.
2. POLICY
The Town of Estes Park Board of Trustees authorizes the Town Administrator,
Department Directors, Managers and Supervisors with purchasing limits as set forth in
this policy (Table 1). Exceptions to spending limits include expenditures approved by the
Board through the annual budget process for insurance claims and premiums, debt
obligations, utility payments, continuing purchased power and water right payments,
payroll tax and withholding payments, and other specific Board approved expenditures.
3.PROCEDURE
Administrative procedural guides have been developed to outline processes for Town
purchases. These are outlined under the Purchasing Policies, which are approved under
the authority of the Town Administrator.
The following purchasing limits apply at the formal contract / purchase order level, not the
individual partial payment level. If a formal contract or purchase order is executed, the
purchasing authority limit applies at that level. Subsequent partial payment invoices on
these properly approved contracts or purchase orders can be approved for payment by
the appropriate manager or department director level, regardless of the amount of the
partial payment invoice.
Attachment 1
Page 31
Document Spending Authority & Limits 05/28/2024
Revisions: 4 Town of Estes Park, Finance Page 2 of 3
Table 1: Purchasing Authority by Title & Amounts
Department Town Job Title/Role Purchasing Limit
Town Admin Office
Town Admin Office
Town Admin Office
Town Admin Office
Town Admin Office
Town Administrator
Deputy Town Administrator
Public Information Officer
Management Analyst
Museum Director
$100,000
$50,000
$5,000
$5,000
$10,000
Town Attorney
Town Attorney
Town Attorney
Executive Legal Assistant
$100,000
$5,000
Town Clerk
Town Clerk
Town Clerk
Town Clerk
Deputy Town Clerk
Human Resources Manager
$50,000
$10,000
$10,000
Internal Services
Internal Services
Internal Services
Internal Services
Internal Services
Internal Services
Internal Services Director
IT Manager
IT System Administrator I
Facilities Supervisor
Fleet Asset Specialist
Fleet Supervisor
$50,000
$30,000
$10,000
$5,000
$5,000
$5,000
Comm Dev Community Development Director $50,000
Special Events Community Services Director $50,000
Special Events Visitor Services Manager $5,000
Special Events Event Coordinator $5,000
Special Events Events Maintenance Supervisor $5,000
Special Events Sales & Marketing Manager $5,000
Finance Finance Director $50,000
Finance Accounting Manager $5,000
Finance Utility Billing Supervisor $5,000
Police Chief of Police $50,000
Page 32
Document Spending Authority & Limits 05/28/2024
Revisions: 4 Town of Estes Park, Finance Page 3 of 3
Approved:
Mayor, Town of Estes Park
Date
Police Deputy Chief of Police $30,000
Police Police Captain $30,000
Police Police Executive Assistant $10,000
Public Works Public Works Director $50,000
Public Works Town Engineer $30,000
Public Works Parking & Transit Manager $30,000
Public Works Civil Engineer I (EIT) $5,000
Public Works Civil Engineer II (PE) $10,000
Public Works Parks Supervisor $5,000
Public Works Streets & Stormwater Supervisor $10,000
Utilities Utilities Director $50,000
Utilities Business Manager $30,000
Utilities Project Manager $30,000
Utilities Line Superintendent $30,000
Utilities Water Superintendent $30,000
Utilities Laboratory & Water Quality Supervisor $10,000
Utilities Line Crew Supervisor $10,000
Utilities Water Distribution Supervisor $10,000
Utilities Water Plant Supervisor $10,000
Utilities Utilities Engineer $5,000
Page 33
Document Spending Authority & Limits 02/28/202305/28/2024
Revisions: 45 Town of Estes Park, Finance Page 1 of 4
Effective Period: Until superceded
Review Schedule: Annually
Effective Date: 02/28/202305/28/2024
References: Financial Policies Manual 601
FINANCE
601
Purchasing Policy – Spending Authority & Limits
1. PURPOSE
a.To ensure that the best values for goods and services are obtained when using
Town Funds.
b.To efficiently delegate spending authority/responsibilities to Town Staff so that
Purpose “a” can be achieved.
2. POLICY
The Town of Estes Park Board of Trustees authorizes the Town Administrator,
Department Directors, Managers and Supervisors with purchasing limits as set forth in
this policy (Table 1). Exceptions to spending limits include expenditures approved by the
Board through the annual budget process for insurance claims and premiums, debt
obligations, utility payments, continuing purchased power and water right payments,
payroll tax and withholding payments, and other specific Board approved expenditures.
3. PROCEDURE
Administrative procedural guides have been developed to outline processes for Town
purchases. These are outlined under the Purchasing Policies, which are approved under
the authority of the Town Administrator.
The following purchasing limits apply at the formal contract / purchase order level, not the
individual partial payment level. If a formal contract or purchase order is executed, the
purchasing authority limit applies at that level. Subsequent partial payment invoices on
these properly approved contracts or purchase orders can be approved for payment by
the appropriate manager or department director level, regardless of the amount of the
partial payment invoice.
Attachment 2
Page 34
Document Spending Authority & Limits 02/28/202305/28/2024
Revisions: 45 Town of Estes Park, Finance Page 2 of 4
Table 1: Purchasing Authority by Title & Amounts
Department Town Job Title/Role Purchasing Limit
Town Admin Office
Town Admin Office
Town Admin Office
Town Admin Office
Town Admin Office
Town Admin Office
Town Admin Office
Town Administrator
Deputy Town Administrator
Public Information Officer
Management Analyst
Museum Director
IT Manager
IT System Administrator I
$100,000
$50,000
$5,000
$5,000
$10,000
$30,000
$10,000
Town Attorney
Town Attorney
Town Attorney
Executive Legal Assistant
$100,000
$5,000
Town Clerk
Town Clerk
Town Clerk
Town Clerk
Deputy Town Clerk
Human Resources Manager
$50,000
$10,000
$10,000
Internal Services
Internal Services
Internal Services
Internal Services
Internal Services
Internal Services
Internal Services Director
IT Manager
IT System Administrator I
Facilities Supervisor
Fleet Asset Specialist
Fleet Supervisor
$50,000
$30,000
$10,000
$5,000
$5,000
$5,000
Comm Dev Community Development Director $50,000
Special Events Community Services Director $50,000
Special Events Visitor Services Manager $5,000
Special Events Event Coordinator $5,000
Special Events Events Maintenance Supervisor $5,000
Special Events Sales & Marketing Manager $5,000
Finance Finance Director $50,000
Finance Accounting Manager $5,000
Finance Utility Billing Supervisor $5,000
Page 35
Document Spending Authority & Limits 02/28/202305/28/2024
Revisions: 45 Town of Estes Park, Finance Page 3 of 4
Police Chief of Police $50,000
Police Deputy Chief of Police $30,000
Police Police Captain $30,000
Police Police Executive Assistant $10,000
Public Works Public Works Director $50,000
Public Works Facilities and Parks Manager $30,000
Public Works Town Engineer $30,000
Public WorksPublic Works Parking & Transit ManagerSupervisorFleet
Asset Specialist
$30,000$5,000$5,00
0
Public WorksPublic Works Civil Engineer I (EIT)Mobility Services Manager $5,000$30,000
Public WorksPublic Works Civil Engineer II (PE)Parking & Transit
Supervisor $10,000 $5,000
Public Works Civil Engineer I (EIT) $5,000
Public WorksPublic Works Parks SupervisorCivil Engineer II (PE) $5,000 $10,000
Public WorksPublic Works Streets & Stormwater SupervisorFleet
Supervisor $10,000 $5,000
UtilitiesPublic Works Utilities DirectorParks Supervisor $50,000 $5,000
UtilitiesPublic Works Business ManagerStreets & Stormwater
Supervisor $30,000$10,000
UtilitiesUtilities Project ManagerUtilities Director $30,000 $50,000
UtilitiesUtilities Line SuperintendentBusiness Manager $30,000 $30,000
UtilitiesUtilities Water SuperintendentProject Manager $30,000 $30,000
UtilitiesUtilities Laboratory & Water Quality SupervisorLine
Superintendent $10,000 $30,000
UtilitiesUtilities Line Crew SupervisorWater Superintendent $10,000 $30,000
UtilitiesUtilities Water Distribution SupervisorLaboratory &
Water Quality Supervisor $10,000 $10,000
UtilitiesUtilities Water Plant SupervisorLine Crew Supervisor $10,000 $10,000
UtilitiesUtilities Utilities EngineerWater Distribution Supervisor $5,000$10,000
Utilities Water Plant Supervisor $10,000
Utilities Utilities Engineer $5,000
Page 36
Document Spending Authority & Limits 02/28/202305/28/2024
Revisions: 45 Town of Estes Park, Finance Page 4 of 4
Approved:
Mayor, Town of Estes Park
Date
Page 37
Page 38
TOWN CLERK’S OFFICE Memo
To: Honorable Mayor Hall
Board of Trustees
Through: Town Administrator Machalek
From: Jackie Williamson, Town Clerk
Date: May 28, 2024
RE: Appointments to the Transportation Advisory Board: Joan Hooper to
complete the term of Mark Igel expiring March 31, 2025, Wallace Wood to
complete the term of Ann Finley expiring March 31, 2026, Misti
Marcantonio to a term expiring March 31, 2027, and the reappointment of
Kristen Ekeren to a term expiring March 31, 2027
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER Appointments
QUASI-JUDICIAL YES NO
Objective:
To consider the recommended appointments of Joan Hooper, Wallace Wood, and Misti
Marcantonio, and the reappointment of Kristen Ekeren to the Transportation Advisory
Board.
Present Situation:
The terms of Javier Bernal, Kristen Ekeren, and John “Gordon” Slack expired March 31,
2024. Additional vacancies occurred due to the resignation of Ann Finley and newly
elected Trustee Mark Igel.
The Town Clerk’s Office advertised for vacant positions on the advisory board. Six
applications were received, with one applicant withdrawing. The interview committee,
consisting of Trustees Hazelton and Igel, conducted interviews on May 16 and May 20,
2024.
Proposal:
The interview committee recommends the appointments of Joan Hooper to complete
the term of Mark Igel expiring March 31, 2025, Wallace Wood to complete the term of
Ann Finley expiring March 31, 2026, Misti Marcantonio to a three-year term expiring
March 31, 2027, and the reappointment of Kristen Ekeren to a three-year term expiring
March 31, 2027.
Page 39
Advantages:
Filling the positions would bring the membership to eight, with one remaining vacancy,
and assist in completing the nine-member advisory board.
Disadvantages:
If the appointments are not made, the positions would remain vacant until additional
applications are received and interviews conducted.
Action Recommended:
Appoint Joan Hooper to complete the term of Mark Igel expiring March 31, 2025,
Wallace Wood to complete the term of Ann Finley expiring March 31, 2026, Misti
Marcantonio to a three-year term expiring March 31, 2027, and reappoint Kristen
Ekeren to a three-year term expiring March 31, 2027.
Finance/Resource Impact:
None.
Level of Public Interest
Low.
Sample Motion:
I move to approve/deny the Transportation Advisory Board appointments of Joan
Hooper to a term expiring March 31, 2025, Wallace Wood to a term expiring March 31,
2026, and Misti Marcantonio to a term expiring March 31, 2027, and the reappointment
of Kristen Ekeren to a term expiring March 31, 2027.
Attachments:
None.
Page 40
Our Mission
To provide a quality,
integrated health
care home
to the communities
we serve.
Page 41
Salud’s History
We were founded in 1970 in response to the health care
needs of the migrant, farmworker population working in
the agricultural area surrounding Fort Lupton, Colorado.
Salud Family Health Service Area
Page 42
Estes Park Clinic
1950 Redtail Hawk Drive
Estes Park Salud
First clinic opened in 1992, Current clinic in 2007
2023 : 2,109 patients and 6,582 visits
Staffing:
Tanya Trujillo, Center Director (started 5/21/2024)
Physician Assistant (expected start date, June 2024)
Timothy Nagel, MD- 0.5 FTE
Albert Hong, DDS, 1.0 FTE (just transferred from Longmont)
1.0 FTE Dental Hygienist
MeeMee Lahman,
Medical Assistants, 4.0 FTE
Customer Service Assistants- 2.0 FTE
Dental Assistants – 2.0 FTE
Dental Front Desk – 1.0 FTE
Enrollment Specialist – 2 days/ week
We accept Medicaid, Medicare, CHP+ and Private Insurance. A sliding fee scale is
offered based on family size and income. Insurance enrollment assistance is also
available.
Hours of Operation, Monday – Friday 7:30 am – 5:00 pm
Page 43
2023 : 2,109 patients and 6,582 visits
Poverty Level Income Amount EP Salud Patients
100% FPL below $15,060/ individual
or $31,200/ family
of four
1,185 (56%)
101-200% FPL $15,060- $30,120/
individual or
$31,300-$62,400
for a family of four
636 (30%)
Over 200% FPL Over $30,120 for
an individual or
$62,400 for a
family of four
288 (14%)
Payor Source EP Salud patients
Medicaid 983 (47%)
Medicare 104 (5%)
CHP+ 22 (1%)
Dental CHP+ 46 (2%)
Uninsured 954 (45%)
Community Health Centers
Founded in 1965, operate as private 501 c3
51% of Board is required to be patient consumers.
HRSA funds approximately 1,400 health centers and
approximately 100 Health Center Program look-alike
organizations, collectively operating more than 14,000
service delivery sites in communities across the
country.
In 2023, health centers achieved a historic milestone
of serving more than 36 million people.
Salud is one of Colorado's 20 Community Health
Centers (CHCs) that together are the backbone of the
primary health care safety-net in Colorado.
Page 44
Salud Family Health Today
13 clinics in 11 communities in 11 counties in
Northeastern, North Central and Southern
Colorado
2023: 67,400 patients, 279,420 visits
Salud Family Health Core Values
Page 45
Salud Challenges and Estes Park clinic
Challenges
Salud’s current challenges:
Federal funding hasn’t increased in # years, to keep up
with inflation
Medicaid unwinding, due to end of PHE
Compounding impacts of health inflation
Workforce recruitment/ retention (primary care
workforce shortages)
Estes Park Salud Clinic challenges:
Difficulty recruiting/ retaining professional staff
Cost of living for staff
Changing patient demographics
Estes Park Salud Foundation
Committed individuals who fundraise and provide
community outreach to ensure access to services
in Estes Park.
Unique programs funded:
Possibility to cover 50% of your co-pay for Salud services.
Pay for services outside of Salud, including labs, specialty visits, & medicines
Receive free dental care if you’re pregnant or for children ages 0-17.
Receive a free eye exam.
Receive a free continuous glucose monitoring device.
Page 46
Salud Services- a system of care
Family Medicine
Pediatrics
Family Planning
Prenatal Care and Delivery
Health Education
Laboratory, x-ray and ultrasound
Immunizations
Pharmacy
Family and Pediatric Dentistry
Same-day care and walk-ins
After-hours nurse line
Hospitalization
Cross cultural, bilingual staff
Enrollment
13
Patient-Centered Medical Home
Salud provides a AAAHC Accredited “Medical Home” where
medical, dental, behavioral health and pharmacy services
are integrated to provide quality patient care.
Page 47
Salud Dental Services
Services are provided to all ages,
from little ones who have yet to develop teeth to Seniors!
General dental services including regular cleanings and exams
Children’s dental services including cleanings, fluoride varnishes,
sealants
Diagnostic services, including x-rays
Fillings of all types
Prosthetic services (partials & dentures)
Crowns and bridges
Treatment of gums & supporting tissues
Root canal therapy
Oral surgery procedures
Salud Behavioral Health Services
Routine screening of all patients for psychosocial stressors and
mental health conditions
Brief Intervention, referral, and follow-up for positive screens
Provides Consultation: PCP requests evaluation and/or
intervention by Behavioral Health Provider
Psychotherapy
Psychological assessments
Supports Shared Medical Appointments
Medication Assisted Treatment (MAT)
Page 48
Contact Information
(303) MYSALUD (697-2583)
(970) 484-0999
saludclinic.org
Page 49
Page 50
ADMINISTRATION Memo
To: Honorable Mayor Hall
Board of Trustees
Through: Town Administrator Machalek
From: Carlie Bangs, Housing & Childcare Manager
Date: May 28, 2024
RE: 6E Funding Expenditure for Childcare Tuition Assistance
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER Funding Request
QUASI-JUDICIAL YES NO
Objective:
Consider the application from EVICS Family Resource Center for tuition assistance in
2024.
Present Situation:
In August 2023, EVICS Family Resource Center was awarded $100,000 to support the
existing tuition assistance program they offer. $50,000 was provided to directly support
families in the Estes Valley with tuition assistance awards, while the other $50,000 was
to fund the administration of the program with a full-time “Tuition Assistance Navigator”
position. The position of Tuition Assistance Navigator as described in the original
funding application is currently vacant and EVICS has posted an advertisement for a
new position to carry over the responsibilities. EVICS has paused the use of 6E grant
funds for this position while it is vacant.
The EVICS Childcare Scholarship program provides temporary childcare and preschool
tuition assistance to Estes Park families who demonstrate financial need and for whom
other funding sources are not available. Applicants are first reviewed to see if they may
qualify for the Colorado Childcare Assistance Program (CCAP). If they do not qualify for
CCAP, EVICS then considers applications for scholarships.
Per the EVICS tuition assistance report, in 2023:
•57 tuition assistance applications were received
•36 families were supported through the program
•12 families applied and were declined tuition assistance because income was too
high
•$110,000 in tuition assistance funds distributed
•23 families were enrolled in the program as of January 2024
Page 51
EVICS Childcare Scholarship program is one of just a few assistance programs
available to parents of children in childcare. Others include the Larimer County
Childcare Fund, Colorado Childcare Assistance Program, and Universal Preschool. As
of February 2024, due to budget constraints, the Larimer County Department of Human
Services implemented an immediate enrollment freeze for CCAP. Current CCAP
families can remain on the program, provided that they continue to meet eligibility
criteria. Prospective applicants are still encouraged to apply, but a full eligibility review is
postponed until the freeze is lifted. Exceptions are made for families in child welfare or
the Colorado Works program, ensuring their eligibility determination and potential
inclusion in the program if qualified.
Proposal:
While CCAP enrollment is frozen, we expect to see an increase in dependency on local
assistance. To that end, EVICS Family Resource Center is requesting $200,000 to fund
tuition assistance for all of 2024. These funds, which would go directly to families in
need (rather than towards administration of the program), will allow EVICS to provide
stable assistance to families who are currently enrolled in the EVICS Childcare
Scholarship program, as well as serve new families seeking assistance that may or may
not be eligible for CCAP during the freeze. Of the $200,000, $51,928.90 covers the
distribution of tuition assistance from January through April of this year, providing
$148,072 in available funds until December 31, 2024.
Financial need for the program was projected by EVICS Family Resource Center based
on experience over the past several months. More information is included in an
amendment to their original application. Both the original application and the
amendment are attached to this memorandum. The projection is based on the following
factors:
•Summer program increases including school-age children.
o In a typical summer, EVICS sees a 15% increase in assistance.
o When including school-age children due to the CCAP freeze, EVICS
expects an even higher increase in need.
o Children who were enrolled in Universal Preschool need assistance in the
summer.
•A new provider is expected to open in the late summer providing care to infants,
toddlers, and preschool age children.
Town and EVICS Family Resource Center staff have been in close and frequent
discussions about the tuition assistance program as it currently exists. Moving forward,
learning from our experience navigating the changing funding landscape and needs of
families, we will be working together and with other partners to develop strategies to:
1.Stabilize the families that currently need tuition assistance and would normally
rely upon CCAP.
2.Increase efficiency in the application process and develop a more streamlined
process for administering assistance.
Page 52
3.Increase collaboration and communication with CCAP/LCCF.
4.Decrease administrative costs for local assistance.
5.Pursue the utilization of the existing online platform, Bridgecare, that ECCLC
uses to administer the LCCF assistance program.
Advantages:
•Provides stability to families currently receiving assistance through EVICS and
unable to access CCAP during the freeze.
•Efficient disbursement of 6E funds to support tuition assistance for working
families in the Estes Valley.
Disadvantages:
•None.
Action Recommended:
Approval of the 6E Expenditure to EVICS Family Resource Center for distribution of
tuition assistance through the EVICS Childcare Scholarship program.
Finance/Resource Impact:
Up to $200,000 from the 6E Childcare Assistance fund 270-1948-419.29-75
Level of Public Interest
None.
Sample Motion:
I move for the approval/denial of the funding request from EVICS Family Resource
Center up to $200,000, and to authorize the Town Administrator to approve a contract
for that purpose.
Attachments:
1.Funding Application
2.Application Amendment
3.EVICS 2023 Tuition Assistance report
Page 53
Attachment 1
Page 54
Page 55
Page 56
Page 57
Page 58
Page 59
Estes Valley Investment in Childhood Success
PO Box 3373
Estes Park, CO 80517
Estes Valley Investment in Childhood Success:
Enclosed is the organization's 2022 Exempt Organization return.
Specific filing instructions are as follows.
FORM 990 RETURN:
This return has qualified for electronic filing. After you have reviewed the return for completeness and
accuracy, please sign, date and return Form 8879-TE to our office. We will transmit the return
electronically to the IRS and no further action is required. Return Form 8879-TE to us by November 15,
2023.
Kind regards,
MUELLER PYE & ASSOCIATES CPA LLC
Page 60
OMB No. 1545-0047
Form
For calendar year 2022, or fiscal year beginning , 2022, and ending , 20
Department of the Treasury
Internal Revenue Service
Signature of officer or person subject to tax
202521 12-16-22
EIN or SSN
Enter five numbers, butdo not enter all zerosERO firm name
Do not enter all zeros
Do not send to the IRS. Keep for your records.
Go to www.irs.gov/Form8879TE for the latest information.
1a, 2a, 3a, 4a, 5a, 6a, 7a, 8a, 9a,
10a 1b, 2b, 3b, 4b, 5b, 6b, 7b, 8b, 9b, 10b,
Do not
1a
2a
3a
4a
5a
6a
7a
8a
9a
10a
Form 990
Form 990-EZ
Form 1120-POL
b Total revenue, 1b
2b
3b
4b
5b
6b
7b
8b
9b
10b
b Total revenue,
b Total tax
Form 990-PF
Form 8868
b Tax based on investment income
b Balance due
Form 990-T b Total tax
Form 4720 b Total tax
Form 5227 b FMV of assets at end of tax year
Form 5330 b Tax due
Form 8038-CP b Amount of credit payment requested
(a) (b)(c)
PIN: check one box only
ERO's EFIN/PIN.
Pub. 4163,
For Privacy Act and Paperwork Reduction Act Notice, see instructions.
e-file
Name of filer
Name and title of officer or person subject to tax
~~~~
~~~~~~~~~~~~~~~~~~~~
Date
ERO's signature Date
Form (2022)
Check the box for the return for which you are using this Form 8879-TE and enter the applicable amount, if any, from the return. Form 8038-CP and
Form 5330 filers may enter dollars and cents. For all other forms, enter whole dollars only. If you check the box on line
or below, and the amount on that line for the return being filed with this form was blank, then leave line or
whichever is applicable, blank (do not enter -0-). But, if you entered -0- on the return, then enter -0- on the applicable line below. complete more
than one line in Part I.
check here
check here
check here
~~~if any (Form 990, Part VIII, column (A), line 12) ~~~~~~
~if any (Form 990-EZ, line 9) ~~~~~~~~~~~~~~~
(Form 1120-POL, line 22) ~~~~~~~~~~~~~~~~~~~
check here
check here
~(Form 990-PF, Part V, line 5)
~~(Form 8868, line 3c)
check here~~(Form 990-T, Part III, line 4) ~~~~~~~~~~~~~~~~~~
check here ~~(Form 4720, Part III, line 1)~
check here ~~ (Form 5227, Item D)
check here ~~ (Form 5330, Part II, line 19)
check here (Form 8038-CP, Part III, line 22)
Under penalties of perjury, I declare that I am an officer of the above entity or I am a person subject to tax with respect to (name
of entity), (EIN)and that I have examined a copy of the
2022 electronic return and accompanying schedules and statements, and, to the best of my knowledge and belief, they are true, correct, andcomplete. I further declare that the amount in Part I above is the amount shown on the copy of the electronic return. I consent to allow myintermediate service provider, transmitter, or electronic return originator (ERO) to send the return to the IRS and to receive from the IRS anacknowledgement of receipt or reason for rejection of the transmission, the reason for any delay in processing the return or refund, and the dateof any refund. If applicable, I authorize the U.S. Treasury and its designated Financial Agent to initiate an electronic funds withdrawal (direct debit)entry to the financial institution account indicated in the tax preparation software for payment of the federal taxes owed on this return, and thefinancial institution to debit the entry to this account. To revoke a payment, I must contact the U.S. Treasury Financial Agent at 1-888-353-4537 nolater than 2 business days prior to the payment (settlement) date. I also authorize the financial institutions involved in the processing of the electronicpayment of taxes to receive confidential information necessary to answer inquiries and resolve issues related to the payment. I have selected apersonal identification number (PIN) as my signature for the electronic return and, if applicable, the consent to electronic funds withdrawal.
I authorize to enter my PIN
as my signature on the tax year 2022 electronically filed return. If I have indicated within this return that a copy of the return is being filed
with a state agency(ies) regulating charities as part of the IRS Fed/State program, I also authorize the aforementioned ERO to enter my PIN
on the return's disclosure consent screen.
As an officer or person subject to tax with respect to the entity, I will enter my PIN as my signature on the tax year 2022 electronically filed
return. If I have indicated within this return that a copy of the return is being filed with a state agency(ies) regulating charities as part of the
IRS Fed/State program, I will enter my PIN on the return's disclosure consent screen.
Enter your six-digit electronic filing identification
number (EFIN) followed by your five-digit self-selected PIN.
I certify that the above numeric entry is my PIN, which is my signature on the 2022 electronically filed return indicated above. I confirm that I am
submitting this return in accordance with the requirements of Modernized e-File (MeF) Information for Authorized IRS Providers for
Business Returns.
LHA
Part I Type of Return and Return Information
Part II Declaration and Signature Authorization of Officer or Person Subject to Tax
Part III Certification and Authentication
ERO Must Retain This Form - See Instructions
Do Not Submit This Form to the IRS Unless Requested To Do So
8879-TE
IRS e-file Signature Authorizationfor a Tax Exempt Entity8879-TE
2022
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
288,302.X
X MUELLER PYE & ASSOCIATES CPA LLC 12345
EXECUTIVE DIRECTOR
84555882077
08/23/23
LAURIE A DALE MARSHALL
PAUL MUELLER
X
Page 61
Check
if
self-employed
Department of the TreasuryInternal Revenue Service
Check ifapplicable:
Addresschange
Namechange
Initialreturn
Finalreturn/termin-ated Gross receipts $
Amendedreturn
Applica-tionpending
Are all subordinates included?
232001 12-13-22
OMB No. 1545-0047
Beginning of Current Year
Paid
Preparer
Use Only
Under section 501(c), 527, or 4947(a)(1) of the Internal Revenue Code (except private foundations)
Do not enter social security numbers on this form as it may be made public.Open to Public InspectionGo to www.irs.gov/Form990 for instructions and the latest information.
A For the 2022 calendar year, or tax year beginning and ending
B C D Employer identification number
E
G
H(a)
H(b)
H(c)
F Yes No
Yes No
I
J
K
Website:
L M
1
2
3
4
5
6
7
3
4
5
6
7a
7b
a
b
Ac
t
i
v
i
t
i
e
s
&
G
o
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e
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Prior Year Current Year
8
9
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15
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Re
v
e
n
u
e
a
bEx
p
e
n
s
e
s
End of Year
20
21
22
Sign
Here
Yes No
For Paperwork Reduction Act Notice, see the separate instructions.
(or P.O. box if mail is not delivered to street address) Room/suite
)501(c)(3) 501(c) ((insert no.) 4947(a)(1) or 527
Corporation Trust Association Other
Form of organization:Year of formation:State of legal domicile:
Ne
t
A
s
s
e
t
s
o
r
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d
B
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Under penalties of perjury, I declare that I have examined this return, including accompanying schedules and statements, and to the best of my knowledge and belief, it is
true, correct, and complete. Declaration of preparer (other than officer) is based on all information of which preparer has any knowledge.
Signature of officer Date
Type or print name and title
Date PTINPrint/Type preparer's name Preparer's signature
Firm's name Firm's EIN
Firm's address
Phone no.
Form
Name of organization
Doing business as
Number and street Telephone number
City or town, state or province, country, and ZIP or foreign postal code
Is this a group return
for subordinates?Name and address of principal officer:~~
If "No," attach a list. See instructions
Group exemption number
Tax-exempt status:
Briefly describe the organization's mission or most significant activities:
Check this box if the organization discontinued its operations or disposed of more than 25% of its net assets.
Number of voting members of the governing body (Part VI, line 1a)
Number of independent voting members of the governing body (Part VI, line 1b)
Total number of individuals employed in calendar year 2022 (Part V, line 2a)
~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~
Total number of volunteers (estimate if necessary)
Total unrelated business revenue from Part VIII, column (C), line 12
Net unrelated business taxable income from Form 990-T, Part I, line 11
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~
Contributions and grants (Part VIII, line 1h) ~~~~~~~~~~~~~~~~~~~~~
Program service revenue (Part VIII, line 2g) ~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~Investment income (Part VIII, column (A), lines 3, 4, and 7d)
Other revenue (Part VIII, column (A), lines 5, 6d, 8c, 9c, 10c, and 11e)~~~~~~~~
Total revenue - add lines 8 through 11 (must equal Part VIII, column (A), line 12)
Grants and similar amounts paid (Part IX, column (A), lines 1-3)
Benefits paid to or for members (Part IX, column (A), line 4)
Salaries, other compensation, employee benefits (Part IX, column (A), lines 5-10)
~~~~~~~~~~~
~~~~~~~~~~~~~
~~~
Professional fundraising fees (Part IX, column (A), line 11e)
Total fundraising expenses (Part IX, column (D), line 25)
~~~~~~~~~~~~~~
Other expenses (Part IX, column (A), lines 11a-11d, 11f-24e)
Total expenses. Add lines 13-17 (must equal Part IX, column (A), line 25)
Revenue less expenses. Subtract line 18 from line 12
~~~~~~~~~~~~~
~~~~~~~
Total assets (Part X, line 16)
Total liabilities (Part X, line 26)
Net assets or fund balances. Subtract line 21 from line 20
~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~
May the IRS discuss this return with the preparer shown above? See instructions
LHA Form (2022)
Part I Summary
Signature BlockPart II
990
Return of Organization Exempt From Income Tax990 2022
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC
84-1552138
970-586-3055PO BOX 3373
288,302.
ESTES PARK, CO 80517
XLAURIE DALE MARSHALL
EVICS
WWW.EVICS.ORG
X 2000 CO
TO PROVIDE SERVICES TO
10
10
9
0
0.
0.
285,866.
1,175.
1,261.
0.
269,478. 288,302.
0.
0.
200,210.
0.
5,309.
143,256.
346,427. 343,466.
-76,949. -55,164.
315,107. 252,987.
1,175.1,129.
313,932. 251,858.
LAURIE DALE MARSHALL, EXECUTIVE DIRECTOR
P00004177PAUL F MUELLER
26-3325369MUELLER PYE & ASSOCIATES CPA LLC
2802 MADISON SQUARE DRIVE #120
LOVELAND, CO 80538 970-667-1070
X
1182 GRAVES AVE UNIT A, ESTES PARK, CO 8051
STRENGTHEN & SUPPORT CHILDREN & FAMILIES IN THE EARLY YEARS OF LIFE.
X
269,282.
0.
196.
0.
0.
0.
196,873.
0.
149,554.
PAUL F MUELLER 08/23/23
Page 62
Code:Expenses $including grants of $Revenue $
Code:Expenses $including grants of $Revenue $
Code:Expenses $including grants of $Revenue $
Expenses $including grants of $Revenue $
232002 12-13-22
1
2
3
4
Yes No
Yes No
4a
4b
4c
4d
4e
Form 990 (2022)Page
Check if Schedule O contains a response or note to any line in this Part III
Briefly describe the organization's mission:
Did the organization undertake any significant program services during the year which were not listed on the
prior Form 990 or 990-EZ?
If "Yes," describe these new services on Schedule O.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization cease conducting, or make significant changes in how it conducts, any program services?
If "Yes," describe these changes on Schedule O.
~~~~~~
Describe the organization's program service accomplishments for each of its three largest program services, as measured by expenses.
Section 501(c)(3) and 501(c)(4) organizations are required to report the amount of grants and allocations to others, the total expenses, and
revenue, if any, for each program service reported.
() () ()
() () ()
() () ()
Other program services (Describe on Schedule O.)
() ()
Total program service expenses
Form (2022)
2
Statement of Program Service AccomplishmentsPart III
990
TO PROVIDE SERVICES TO STRENGTHEN AND SUPPORT CHILDREN AND FAMILIES IN
X
X
THE EARLY YEARS OF LIFE.
231,576.112,110.45,721.
(HOUSEHOLDS) - 13 FAMILIES ACCOMPLISHED DEVELOPMENT GOALS - 213
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
FAMILY STRENGTHENIG PROGRAM AXXOMPLISHMENTS: 47 ACTIVE INTAKES
DIFFERENT SERVICES PROVIDED (INDIVIDUAL OR FAMILY) - INCLUSIVE OF
WEEKLY & MONTHLY PLAYGROUPS, PROGRAMS, CLASSES; SPECIALPROGRAMS, EVICS
SERVED 750 PEOPLE OF THE ESTES VALLEY IN 2022.
49,749.27,022.1,980.
CHILDCARE TUITION ASSISTANCE: MORE THAN $44,000 IN TUITION ASSISTANCE
ENGLISH AS A SECOND LANGUAGE: STARTED WITH 1 TEACHER AND 8 STUDENTS -
GROWN TO 6 VOLUNTEER TEACHERS, OVER 75 ATTENDEES, 3 LEVELS OF CLASSES
PLUS TUTORING GROUPS - LARGE WAITLIST - ADDITIONAL LANGUAGES (RUSSIAN &
UKRAINIAN)
- 7 PROVIDERS REGISTERED - 37 FAMILIES APPLIED FOR TUITION ASSISTANCE -
SUPPORTED APPLICATIONS FOR CCAP AND LCCF
THE FAMILY DEVELOPMENT PROGRAM FOCUSES ON FAMILIES OR INDIVIDUALS
ESTABLISHING A PARTNERSHIP WITH A TRAINED FAMILY ADVOCATE TO SET GOALS
USING A STRENGTHS-BASED FAMILY-CENTERED APPROACH TO IMPROVE HEALTH AND
WELL-BEING.
281,325.
Page 63
232003 12-13-22
Yes No
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
1
2
3
4
5
6
7
8
9
10
Section 501(c)(3) organizations.
a
b
c
d
e
f
a
b
11a
11b
11c
11d
11e
11f
12a
12b
13
14a
14b
15
16
17
18
19
20a
20b
21
a
b
20
21
a
b
If "Yes," complete Schedule A
Schedule B, Schedule of Contributors
If "Yes," complete Schedule C, Part I
If "Yes," complete Schedule C, Part II
If "Yes," complete Schedule C, Part III
If "Yes," complete Schedule D, Part I
If "Yes," complete Schedule D, Part II
If "Yes," complete
Schedule D, Part III
If "Yes," complete Schedule D, Part IV
If "Yes," complete Schedule D, Part V
If "Yes," complete Schedule D,
Part VI
If "Yes," complete Schedule D, Part VII
If "Yes," complete Schedule D, Part VIII
If "Yes," complete Schedule D, Part IX
If "Yes," complete Schedule D, Part X
If "Yes," complete Schedule D, Part X
If "Yes," complete
Schedule D, Parts XI and XII
If "Yes," and if the organization answered "No" to line 12a, then completing Schedule D, Parts XI and XII is optional
If "Yes," complete Schedule E
If "Yes," complete Schedule F, Parts I and IV
If "Yes," complete Schedule F, Parts II and IV
If "Yes," complete Schedule F, Parts III and IV
If "Yes," complete Schedule G, Part I.
If "Yes," complete Schedule G, Part II
If "Yes,"
complete Schedule G, Part III
If "Yes," complete Schedule H
If "Yes," complete Schedule I, Parts I and II
Form 990 (2022)Page
Is the organization described in section 501(c)(3) or 4947(a)(1) (other than a private foundation)?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Is the organization required to complete ? See instructions
Did the organization engage in direct or indirect political campaign activities on behalf of or in opposition to candidates for
public office?
~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization engage in lobbying activities, or have a section 501(h) election in effect
during the tax year?
Is the organization a section 501(c)(4), 501(c)(5), or 501(c)(6) organization that receives membership dues, assessments, or
similar amounts as defined in Rev. Proc. 98-19?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~
Did the organization maintain any donor advised funds or any similar funds or accounts for which donors have the right to
provide advice on the distribution or investment of amounts in such funds or accounts?
Did the organization receive or hold a conservation easement, including easements to preserve open space,
the environment, historic land areas, or historic structures?
Did the organization maintain collections of works of art, historical treasures, or other similar assets?
~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization report an amount in Part X, line 21, for escrow or custodial account liability, serve as a custodian for
amounts not listed in Part X; or provide credit counseling, debt management, credit repair, or debt negotiation services?
Did the organization, directly or through a related organization, hold assets in donor-restricted endowments
or in quasi endowments?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If the organization's answer to any of the following questions is "Yes," then complete Schedule D, Parts VI, VII, VIII, IX, or X,
as applicable.
Did the organization report an amount for land, buildings, and equipment in Part X, line 10?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization report an amount for investments - other securities in Part X, line 12, that is 5% or more of its total
assets reported in Part X, line 16?
Did the organization report an amount for investments - program related in Part X, line 13, that is 5% or more of its total
assets reported in Part X, line 16?
~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization report an amount for other assets in Part X, line 15, that is 5% or more of its total assets reported in
Part X, line 16?
Did the organization report an amount for other liabilities in Part X, line 25?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~
Did the organization's separate or consolidated financial statements for the tax year include a footnote that addresses
the organization's liability for uncertain tax positions under FIN 48 (ASC 740)?
Did the organization obtain separate, independent audited financial statements for the tax year?
~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Was the organization included in consolidated, independent audited financial statements for the tax year?
~~~~~
Is the organization a school described in section 170(b)(1)(A)(ii)?
Did the organization maintain an office, employees, or agents outside of the United States?
~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~
Did the organization have aggregate revenues or expenses of more than $10,000 from grantmaking, fundraising, business,
investment, and program service activities outside the United States, or aggregate foreign investments valued at $100,000
or more? ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization report on Part IX, column (A), line 3, more than $5,000 of grants or other assistance to or for any
foreign organization?
Did the organization report on Part IX, column (A), line 3, more than $5,000 of aggregate grants or other assistance to
or for foreign individuals?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization report a total of more than $15,000 of expenses for professional fundraising services on Part IX,
column (A), lines 6 and 11e? See instructions ~~~~~~~~~~~~~~~~~~~~
Did the organization report more than $15,000 total of fundraising event gross income and contributions on Part VIII, lines
1c and 8a? ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization report more than $15,000 of gross income from gaming activities on Part VIII, line 9a?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization operate one or more hospital facilities? ~~~~~~~~~~~~~~~~~
If "Yes" to line 20a, did the organization attach a copy of its audited financial statements to this return?~~~~~~~~~~
Did the organization report more than $5,000 of grants or other assistance to any domestic organization or
domestic government on Part IX, column (A), line 1? ~~~~~~~~~~~~~~
Form (2022)
3
Part IV Checklist of Required Schedules
990
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
Page 64
232004 12-13-22
Yes No
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
22
23
24a
24b
24c
24d
25a
25b
26
27
28a
28b
28c
29
30
31
32
33
34
35a
35b
36
37
38
a
b
c
d
a
b
Section 501(c)(3), 501(c)(4), and 501(c)(29) organizations.
a
b
c
a
b
Section 501(c)(3) organizations.
Note:
Yes No
1a
b
c
1a
1b
1c
(continued)
If "Yes," complete Schedule I, Parts I and III
If "Yes," complete
Schedule J
If "Yes," answer lines 24b through 24d and complete
Schedule K. If "No," go to line 25a
If "Yes," complete Schedule L, Part I
If "Yes," complete
Schedule L, Part I
If "Yes," complete Schedule L, Part II
If "Yes," complete Schedule L, Part III
If
"Yes," complete Schedule L, Part IV
If "Yes," complete Schedule L, Part IV
If
"Yes," complete Schedule L, Part IV
If "Yes," complete Schedule M
If "Yes," complete Schedule M
If "Yes," complete Schedule N, Part I
If "Yes," complete
Schedule N, Part II
If "Yes," complete Schedule R, Part I
If "Yes," complete Schedule R, Part II, III, or IV, and
Part V, line 1
If "Yes," complete Schedule R, Part V, line 2
If "Yes," complete Schedule R, Part V, line 2
If "Yes," complete Schedule R, Part VI
Form 990 (2022)Page
Did the organization report more than $5,000 of grants or other assistance to or for domestic individuals on
Part IX, column (A), line 2? ~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization answer "Yes" to Part VII, Section A, line 3, 4, or 5, about compensation of the organization's current
and former officers, directors, trustees, key employees, and highest compensated employees?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization have a tax-exempt bond issue with an outstanding principal amount of more than $100,000 as of the
last day of the year, that was issued after December 31, 2002?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization invest any proceeds of tax-exempt bonds beyond a temporary period exception?
Did the organization maintain an escrow account other than a refunding escrow at any time during the year to defease
any tax-exempt bonds?
Did the organization act as an "on behalf of" issuer for bonds outstanding at any time during the year?
~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~
Did the organization engage in an excess benefit
transaction with a disqualified person during the year?
Is the organization aware that it engaged in an excess benefit transaction with a disqualified person in a prior year, and
that the transaction has not been reported on any of the organization's prior Forms 990 or 990-EZ?
~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization report any amount on Part X, line 5 or 22, for receivables from or payables to any current
or former officer, director, trustee, key employee, creator or founder, substantial contributor, or 35%
controlled entity or family member of any of these persons?~~~~~~~~~~~~~
Did the organization provide a grant or other assistance to any current or former officer, director, trustee, key employee,
creator or founder, substantial contributor or employee thereof, a grant selection committee member, or to a 35% controlled
entity (including an employee thereof) or family member of any of these persons? ~~~
Was the organization a party to a business transaction with one of the following parties (see the Schedule L, Part IV,
instructions for applicable filing thresholds, conditions, and exceptions):
A current or former officer, director, trustee, key employee, creator or founder, or substantial contributor?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
A family member of any individual described in line 28a?
A 35% controlled entity of one or more individuals and/or organizations described in line 28a or 28b?
~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization receive more than $25,000 in non-cash contributions?
Did the organization receive contributions of art, historical treasures, or other similar assets, or qualified conservation
contributions?
~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization liquidate, terminate, or dissolve and cease operations?
Did the organization sell, exchange, dispose of, or transfer more than 25% of its net assets?
~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization own 100% of an entity disregarded as separate from the organization under Regulations
sections 301.7701-2 and 301.7701-3?
Was the organization related to any tax-exempt or taxable entity?
~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization have a controlled entity within the meaning of section 512(b)(13)?
If "Yes" to line 35a, did the organization receive any payment from or engage in any transaction with a controlled entity
within the meaning of section 512(b)(13)?
~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~
Did the organization make any transfers to an exempt non-charitable related organization?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization conduct more than 5% of its activities through an entity that is not a related organization
and that is treated as a partnership for federal income tax purposes? ~~~~~~~~
Did the organization complete Schedule O and provide explanations on Schedule O for Part VI, lines 11b and 19?
All Form 990 filers are required to complete Schedule O
Check if Schedule O contains a response or note to any line in this Part V
Enter the number reported in box 3 of Form 1096. Enter -0- if not applicable ~~~~~~~~~~~
Enter the number of Forms W-2G included on line 1a. Enter -0- if not applicable ~~~~~~~~~~
Did the organization comply with backup withholding rules for reportable payments to vendors and reportable gaming
(gambling) winnings to prize winners?
Form (2022)
4
Part IV Checklist of Required Schedules
Part V Statements Regarding Other IRS Filings and Tax Compliance
990
X
X
X
X
X
X
X
X
X
X
X
X
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
1
0
X
X
X
X
X
X
X
X
Page 65
232005 12-13-22
Yes No
2
3
4
5
6
7
a
b
2a
2b
3a
3b
4a
5a
5b
5c
6a
6b
7a
7b
7c
7e
7f
7g
7h
8
9a
9b
a
b
a
b
a
b
c
a
b
Organizations that may receive deductible contributions under section 170(c).
a
b
c
d
e
f
g
h
7d
8
9
10
11
12
13
14
15
16
17
Sponsoring organizations maintaining donor advised funds.
Sponsoring organizations maintaining donor advised funds.
a
b
Section 501(c)(7) organizations.
a
b
10a
10b
Section 501(c)(12) organizations.
a
b
11a
11b
a
b
Section 4947(a)(1) non-exempt charitable trusts. 12a
12b
Section 501(c)(29) qualified nonprofit health insurance issuers.
Note:
a
b
c
a
b
13a
13b
13c
14a
14b
15
16
17
Section 501(c)(21) organizations.
~~~~~~~~~~~~~~~~~~~
(continued)
If "No" to line 3b, provide an explanation on Schedule O
If "No," provide an explanation on Schedule O
Did the organization receive a payment in excess of $75 made partly as a contribution and partly for goods and services provided to the payor?
Form (2022)
Form 990 (2022)Page
Enter the number of employees reported on Form W-3, Transmittal of Wage and Tax Statements,
filed for the calendar year ending with or within the year covered by this return ~~~~~~~~~~
If at least one is reported on line 2a, did the organization file all required federal employment tax returns?~~~~~~~~~~
Did the organization have unrelated business gross income of $1,000 or more during the year?
If "Yes," has it filed a Form 990-T for this year?
~~~~~~~~~~~~~~
~~~~~~~~~~
At any time during the calendar year, did the organization have an interest in, or a signature or other authority over, a
financial account in a foreign country (such as a bank account, securities account, or other financial account)?~~~~~~~
If "Yes," enter the name of the foreign country
See instructions for filing requirements for FinCEN Form 114, Report of Foreign Bank and Financial Accounts (FBAR).
Was the organization a party to a prohibited tax shelter transaction at any time during the tax year?
Did any taxable party notify the organization that it was or is a party to a prohibited tax shelter transaction?
~~~~~~~~~~~~
~~~~~~~~~
If "Yes" to line 5a or 5b, did the organization file Form 8886-T?~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Does the organization have annual gross receipts that are normally greater than $100,000, and did the organization solicit
any contributions that were not tax deductible as charitable contributions?
If "Yes," did the organization include with every solicitation an express statement that such contributions or gifts
were not tax deductible?
~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If "Yes," did the organization notify the donor of the value of the goods or services provided?
Did the organization sell, exchange, or otherwise dispose of tangible personal property for which it was required
to file Form 8282?
~~~~~~~~~~~~~~~
If "Yes," indicate the number of Forms 8282 filed during the year
Did the organization receive any funds, directly or indirectly, to pay premiums on a personal benefit contract?
~~~~~~~~~~~~~~~~
~~~~~~~
~~~~~~~~~Did the organization, during the year, pay premiums, directly or indirectly, on a personal benefit contract?
If the organization received a contribution of qualified intellectual property, did the organization file Form 8899 as required?
If the organization received a contribution of cars, boats, airplanes, or other vehicles, did the organization file a Form 1098-C?
~
Did a donor advised fund maintained by the
sponsoring organization have excess business holdings at any time during the year?~~~~~~~~~~~~~~~~~~~
Did the sponsoring organization make any taxable distributions under section 4966?
Did the sponsoring organization make a distribution to a donor, donor advisor, or related person?
~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~
Enter:
Initiation fees and capital contributions included on Part VIII, line 12
Gross receipts, included on Form 990, Part VIII, line 12, for public use of club facilities
~~~~~~~~~~~~~~~
~~~~~~
Enter:
Gross income from members or shareholders
Gross income from other sources. (Do not net amounts due or paid to other sources against
amounts due or received from them.)
~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Is the organization filing Form 990 in lieu of Form 1041?
If "Yes," enter the amount of tax-exempt interest received or accrued during the year
Is the organization licensed to issue qualified health plans in more than one state?
See the instructions for additional information the organization must report on Schedule O.
~~~~~~~~~~~~~~~~~~~~~
Enter the amount of reserves the organization is required to maintain by the states in which the
organization is licensed to issue qualified health plans
Enter the amount of reserves on hand
~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization receive any payments for indoor tanning services during the tax year?
If "Yes," has it filed a Form 720 to report these payments?
~~~~~~~~~~~~~~~~
~~~~~~~~~
Is the organization subject to the section 4960 tax on payment(s) of more than $1,000,000 in remuneration or
excess parachute payment(s) during the year?
If "Yes," see the instructions and file Form 4720, Schedule N.
Is the organization an educational institution subject to the section 4968 excise tax on net investment income?
If "Yes," complete Form 4720, Schedule O.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~
Did the trust, or any disqualified or other person engage in any activities
that would result in the imposition of an excise tax under section 4951, 4952 or 4953?
If "Yes," complete Form 6069.
5
Part V Statements Regarding Other IRS Filings and Tax Compliance
990
X
X
X
X
X
X
X
X
X
X
9
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
X
Page 66
232006 12-13-22
Yes No
1a
1b
1
2
3
4
5
6
7
8
9
a
b
2
3
4
5
6
7a
7b
8a
8b
9
a
b
a
b
Yes No
10
11
a
b
10a
10b
11a
12a
12b
12c
13
14
15a
15b
16a
16b
a
b
12a
b
c
13
14
15
a
b
16a
b
17
18
19
20
For each "Yes" response to lines 2 through 7b below, and for a "No" response
to line 8a, 8b, or 10b below, describe the circumstances, processes, or changes on Schedule O. See instructions.
If "Yes," provide the names and addresses on Schedule O
(This Section B requests information about policies not required by the Internal Revenue Code.)
If "No," go to line 13
If "Yes," describe
on Schedule O how this was done
(explain on Schedule O)
If there are material differences in voting rights among members of the governing body, or if the governing
body delegated broad authority to an executive committee or similar committee, explain on Schedule O.
Did the organization contemporaneously document the meetings held or written actions undertaken during the year by the following:
Were officers, directors, or trustees, and key employees required to disclose annually interests that could give rise to conflicts?
Form (2022)
Form 990 (2022)Page
Check if Schedule O contains a response or note to any line in this Part VI
Enter the number of voting members of the governing body at the end of the tax year
Enter the number of voting members included on line 1a, above, who are independent
~~~~~~
~~~~~~
Did any officer, director, trustee, or key employee have a family relationship or a business relationship with any other
officer, director, trustee, or key employee?~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization delegate control over management duties customarily performed by or under the direct supervision
of officers, directors, trustees, or key employees to a management company or other person?~~~~~~~~~~~~~~~
Did the organization make any significant changes to its governing documents since the prior Form 990 was filed?
Did the organization become aware during the year of a significant diversion of the organization's assets?
Did the organization have members or stockholders?
~~~~~
~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization have members, stockholders, or other persons who had the power to elect or appoint one or
more members of the governing body?
Are any governance decisions of the organization reserved to (or subject to approval by) members, stockholders, or
persons other than the governing body?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
The governing body?
Each committee with authority to act on behalf of the governing body?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~
Is there any officer, director, trustee, or key employee listed in Part VII, Section A, who cannot be reached at the
organization's mailing address?
Did the organization have local chapters, branches, or affiliates?
If "Yes," did the organization have written policies and procedures governing the activities of such chapters, affiliates,
and branches to ensure their operations are consistent with the organization's exempt purposes?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~
Has the organization provided a complete copy of this Form 990 to all members of its governing body before filing the form?
Describe on Schedule O the process, if any, used by the organization to review this Form 990.
Did the organization have a written conflict of interest policy? ~~~~~~~~~~~~~~~~~~~~~
~~~~~~
Did the organization regularly and consistently monitor and enforce compliance with the policy?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization have a written whistleblower policy?
Did the organization have a written document retention and destruction policy?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~
Did the process for determining compensation of the following persons include a review and approval by independent
persons, comparability data, and contemporaneous substantiation of the deliberation and decision?
The organization's CEO, Executive Director, or top management official
Other officers or key employees of the organization
If "Yes" to line 15a or 15b, describe the process on Schedule O. See instructions.
~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization invest in, contribute assets to, or participate in a joint venture or similar arrangement with a
taxable entity during the year? ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If "Yes," did the organization follow a written policy or procedure requiring the organization to evaluate its participation
in joint venture arrangements under applicable federal tax law, and take steps to safeguard the organization's
exempt status with respect to such arrangements?
List the states with which a copy of this Form 990 is required to be filed
Section 6104 requires an organization to make its Forms 1023 (1024 or 1024-A, if applicable), 990, and 990-T (section 501(c)(3)s only) available
for public inspection. Indicate how you made these available. Check all that apply.
Own website Another's website Upon request Other
Describe on Schedule O whether (and if so, how) the organization made its governing documents, conflict of interest policy, and financial
statements available to the public during the tax year.
State the name, address, and telephone number of the person who possesses the organization's books and records
6
Part VI Governance, Management, and Disclosure.
Section A. Governing Body and Management
Section B. Policies
Section C. Disclosure
990
10
10
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
EVICS - 970.856.3055
1182 GRAVES AVE UNIT A, ESTES PARK, CO 80517
NONE
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
X
X
Page 67
In
d
i
v
i
d
u
a
l
t
r
u
s
t
e
e
o
r
d
i
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e
c
t
o
r
In
s
t
i
t
u
t
i
o
n
a
l
t
r
u
s
t
e
e
Of
f
i
c
e
r
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y
e
m
p
l
o
y
e
e
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g
h
e
s
t
c
o
m
p
e
n
s
a
t
e
d
em
p
l
o
y
e
e
Fo
r
m
e
r
(do not check more than one
box, unless person is both an
officer and a director/trustee)
232007 12-13-22
current
Section A. Officers, Directors, Trustees, Key Employees, and Highest Compensated Employees
1a
current
current
former
former directors or trustees
(A)(B)(C)(D)(E)(F)
Form 990 (2022)Page
Check if Schedule O contains a response or note to any line in this Part VII
Complete this table for all persons required to be listed. Report compensation for the calendar year ending with or within the organization's tax year.
¥ List all of the organization's officers, directors, trustees (whether individuals or organizations), regardless of amount of compensation.
Enter -0- in columns (D), (E), and (F) if no compensation was paid.
¥ List all of the organization's key employees, if any. See the instructions for definition of "key employee."
¥ List the organization's five highest compensated employees (other than an officer, director, trustee, or key employee)
who received reportable compensation (box 5 of Form W-2, box 6 of Form 1099-MISC, and/or box 1 of Form 1099-NEC) of more than
$100,000 from the organization and any related organizations.
¥ List all of the organization's officers, key employees, and highest compensated employees who received more than $100,000 ofreportable compensation from the organization and any related organizations.
¥ List all of the organization's that received, in the capacity as a former director or trustee of the organization,
more than $10,000 of reportable compensation from the organization and any related organizations.
See the instructions for the order in which to list the persons above.
Check this box if neither the organization nor any related organization compensated any current officer, director, or trustee.
PositionName and title Average
hours per
week
(list any
hours for
related
organizations
below
line)
Reportable
compensation
from
the
organization
(W-2/1099-MISC/
1099-NEC)
Reportable
compensation
from related
organizations
(W-2/1099-MISC/
1099-NEC)
Estimated
amount of
other
compensation
from the
organization
and related
organizations
Form (2022)
7
Part VII Compensation of Officers, Directors, Trustees, Key Employees, Highest Compensated
Employees, and Independent Contractors
990
(1) JAN BOATMAN
CHAIR
(2) ERIN MILLER
(3) ANASTACIA GALLOWAY REED
(4) LESTA JOHNSON
(5) CHRISTINA KRAFT
(6) JEFF MABRY
(7) KYLE PATTERSON
(8) KATHLEEN HURSH
(9) PATRICIA ROUNTREE
(10) JANE STUART
(11) HEATHER BLANCO
SCHOOL DIST REP
DIRECTOR
DIRECTOR
TREASURER
DIRECTOR
DIRECTOR
DIRECTOR
DIRECTOR
SECRETARY
EX-OFFICIO
5.00
1.00
1.00
1.00
3.00
1.00
1.00
1.00
1.00
3.00
1.00
X
X
X
X
X
X
X
X
X
X
X
X
X
X
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
0.
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
Page 68
Fo
r
m
e
r
In
d
i
v
i
d
u
a
l
t
r
u
s
t
e
e
o
r
d
i
r
e
c
t
o
r
In
s
t
i
t
u
t
i
o
n
a
l
t
r
u
s
t
e
e
Of
f
i
c
e
r
Hi
g
h
e
s
t
c
o
m
p
e
n
s
a
t
e
d
em
p
l
o
y
e
e
Ke
y
e
m
p
l
o
y
e
e
(do not check more than one
box, unless person is both an
officer and a director/trustee)
232008 12-13-22
Section A. Officers, Directors, Trustees, Key Employees, and Highest Compensated Employees
(B)(C)(A)(D)(E)(F)
1b
c
d
Subtotal
Total from continuation sheets to Part VII, Section A
Total (add lines 1b and 1c)
2
Yes No
3
4
5
former
3
4
5
Section B. Independent Contractors
1
(A)(B)(C)
2
(continued)
If "Yes," complete Schedule J for such individual
If "Yes," complete Schedule J for such individual
If "Yes," complete Schedule J for such person
Page Form 990 (2022)
PositionAverage
hours per
week
(list any
hours for
related
organizations
below
line)
Name and title Reportable
compensation
from
the
organization
(W-2/1099-MISC/
1099-NEC)
Reportable
compensation
from related
organizations
(W-2/1099-MISC/
1099-NEC)
Estimated
amount of
other
compensation
from the
organization
and related
organizations
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~
~
Total number of individuals (including but not limited to those listed above) who received more than $100,000 of reportable
compensation from the organization
Did the organization list any officer, director, trustee, key employee, or highest compensated employee on
line 1a? ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
For any individual listed on line 1a, is the sum of reportable compensation and other compensation from the organization
and related organizations greater than $150,000? ~~~~~~~~~~~~~
Did any person listed on line 1a receive or accrue compensation from any unrelated organization or individual for services
rendered to the organization?
Complete this table for your five highest compensated independent contractors that received more than $100,000 of compensation from
the organization. Report compensation for the calendar year ending with or within the organization's tax year.
Name and business address Description of services Compensation
Total number of independent contractors (including but not limited to those listed above) who received more than
$100,000 of compensation from the organization
Form (2022)
8
Part VII
990
0.0.0.
0.0.0.
0
0
NONE
0.0.0.
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC
X
X
X
84-1552138
Page 69
Noncash contributions included in lines 1a-1f
232009 12-13-22
Business Code
Business Code
Total revenue.
(A)(B)(C)(D)
1 a
b
c
d
e
f
1
1
1
1
1
1
1
a
b
c
d
e
f
ggCo
n
t
r
i
b
u
t
i
o
n
s
,
G
i
f
t
s
,
G
r
a
n
t
s
an
d
O
t
h
e
r
S
i
m
i
l
a
r
A
m
o
u
n
t
s
h Total.
a
b
c
d
e
f
g
2
Pr
o
g
r
a
m
S
e
r
v
i
c
e
Re
v
e
n
u
e
Total.
3
4
5
6 a
b
c
d
6a
6b
6c
7 a
7a
7b
7c
b
c
d
a
b
c
8
8a
8b
9 a
b
c
9a
9b
10 a
b
c
10a
10b
Ot
h
e
r
R
e
v
e
n
u
e
11 a
b
c
d
e
Mi
s
c
e
l
l
a
n
e
o
u
s
Re
v
e
n
u
e
Total.
12
Revenue excluded
from tax undersections 512 - 514
All other contributions, gifts, grants, and
similar amounts not included above
Gross amount from sales of
assets other than inventory
cost or other basis
and sales expenses
Gross income from fundraising events
See instructions
Form (2022)
Page Form 990 (2022)
Check if Schedule O contains a response or note to any line in this Part VIII
Total revenue Related or exempt
function revenue
Unrelated
business revenue
Federated campaigns
Membership dues
~~~~~
~~~~~~~
Fundraising events
Related organizations
~~~~~~~
~~~~~
Government grants (contributions)
~
$
Add lines 1a-1f
All other program service revenue ~~~~~
Add lines 2a-2f
Investment income (including dividends, interest, and
other similar amounts)
Income from investment of tax-exempt bond proceeds
~~~~~~~~~~~~~~~~~~
Royalties
(i) Real (ii) Personal
Gross rents
Less: rental expenses
Rental income or (loss)
Net rental income or (loss)
~~~~~
~
(i) Securities (ii) Other
Less:
Gain or (loss)
~~~
~~~~~
Net gain or (loss)
(not
including $of
contributions reported on line 1c). See
Part IV, line 18 ~~~~~~~~~~~~
Less: direct expenses ~~~~~~~~
Net income or (loss) from fundraising events
Gross income from gaming activities. See
Part IV, line 19 ~~~~~~~~~~~~
Less: direct expenses
Net income or (loss) from gaming activities
~~~~~~~~
Gross sales of inventory, less returns
and allowances ~~~~~~~~~~~~
Less: cost of goods sold
Net income or (loss) from sales of inventory
~~~~~~~
All other revenue ~~~~~~~~~~~~~
Add lines 11a-11d
9
Part VIII Statement of Revenue
990
10,487.
30,000.
245,379.
285,866.
1,175.
1,175.
288,302. 2,436.0.0.
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
864. 864.
397.
0.
397.
397. 397.
1,175.
Page 70
if following SOP 98-2 (ASC 958-720)
232010 12-13-22
Total functional expenses.
Joint costs.
(A)(B)(C)(D)
1
2
3
4
5
6
7
8
9
10
11
a
b
c
d
e
f
g
12
13
14
15
16
17
18
19
20
21
22
23
24
a
b
c
d
e
25
26
Section 501(c)(3) and 501(c)(4) organizations must complete all columns. All other organizations must complete column (A).
Grants and other assistance to domestic organizations
and domestic governments. See Part IV, line 21
Compensation not included above to disqualified
persons (as defined under section 4958(f)(1)) and
persons described in section 4958(c)(3)(B)
Pension plan accruals and contributions (include
section 401(k) and 403(b) employer contributions)
Professional fundraising services. See Part IV, line 17
(If line 11g amount exceeds 10% of line 25,
column (A), amount, list line 11g expenses on Sch O.)
Other expenses. Itemize expenses not covered above. (List miscellaneous expenses on line 24e. Ifline 24e amount exceeds 10% of line 25, column (A),amount, list line 24e expenses on Schedule O.)
Add lines 1 through 24e
Complete this line only if the organization
reported in column (B) joint costs from a combined
educational campaign and fundraising solicitation.
Check here
Form 990 (2022)Page
Check if Schedule O contains a response or note to any line in this Part IX
Total expenses Program service
expenses Management andgeneral expenses Fundraisingexpenses
~
Grants and other assistance to domestic
individuals. See Part IV, line 22 ~~~~~~~
Grants and other assistance to foreign
organizations, foreign governments, and foreign
individuals. See Part IV, lines 15 and 16 ~~~
Benefits paid to or for members ~~~~~~~
Compensation of current officers, directors,
trustees, and key employees ~~~~~~~~
~~~
Other salaries and wages ~~~~~~~~~~
Other employee benefits ~~~~~~~~~~
Payroll taxes ~~~~~~~~~~~~~~~~
Fees for services (nonemployees):
Management
Legal
Accounting
Lobbying
~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~
Investment management fees
Other.
~~~~~~~~
Advertising and promotion
Office expenses
Information technology
Royalties
~~~~~~~~~
~~~~~~~~~~~~~~~
~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~
Occupancy ~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~Travel
Payments of travel or entertainment expenses
for any federal, state, or local public officials ~
Conferences, conventions, and meetings ~~
Interest
Payments to affiliates
~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~
Depreciation, depletion, and amortization
Insurance
~~
~~~~~~~~~~~~~~~~~
All other expenses
Form (2022)
Do not include amounts reported on lines 6b,
7b, 8b, 9b, and 10b of Part VIII.
10
Statement of Functional ExpensesPart IX
990
65,609.
119,423.
15,178.
1,556.
3,154.
7,012.
28,932.
327.
1,315.
40,936.
16,093.
8,838.
7,860.
27,233.
343,466.
53,262. 9,754. 2,593.
119,423.
14,234.746.198.
1,556.
3,154.
292. 6,720.
22,010. 6,922.
21.306.
1,315.
40,936.
12,738. 3,355.
8,838.
7,860.
9,571. 15,144. 2,518.
281,325. 56,832. 5,309.
CHILD CARE
PROGRAM MATERIALS
FRCA MEMBERSHIP
OFFICE CLEANING FEES
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
Page 71
232011 12-13-22
(A)(B)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
1
2
3
4
5
6
7
8
9
10c
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
a
b
10a
10b
As
s
e
t
s
Total assets.
Li
a
b
i
l
i
t
i
e
s
Total liabilities.
Organizations that follow FASB ASC 958, check here
and complete lines 27, 28, 32, and 33.
27
28
Organizations that do not follow FASB ASC 958, check here
and complete lines 29 through 33.
29
30
31
32
33
Ne
t
A
s
s
e
t
s
o
r
F
u
n
d
B
a
l
a
n
c
e
s
Form 990 (2022)Page
Check if Schedule O contains a response or note to any line in this Part X
Beginning of year End of year
Cash - non-interest-bearing
Savings and temporary cash investments
Pledges and grants receivable, net
~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~
Accounts receivable, net ~~~~~~~~~~~~~~~~~~~~~~~~~~
Loans and other receivables from any current or former officer, director,
trustee, key employee, creator or founder, substantial contributor, or 35%
controlled entity or family member of any of these persons ~~~~~~~~~
Loans and other receivables from other disqualified persons (as defined
under section 4958(f)(1)), and persons described in section 4958(c)(3)(B)~~
Notes and loans receivable, net
Inventories for sale or use
Prepaid expenses and deferred charges
~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~
Land, buildings, and equipment: cost or other
basis. Complete Part VI of Schedule D
Less: accumulated depreciation
~~~
~~~~~~
Investments - publicly traded securities
Investments - other securities. See Part IV, line 11
Investments - program-related. See Part IV, line 11
Intangible assets
~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~
~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Other assets. See Part IV, line 11 ~~~~~~~~~~~~~~~~~~~~~~
Add lines 1 through 15 (must equal line 33)
Accounts payable and accrued expenses
Grants payable
Deferred revenue
~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Tax-exempt bond liabilities
Escrow or custodial account liability. Complete Part IV of Schedule D
~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~
Loans and other payables to any current or former officer, director,
trustee, key employee, creator or founder, substantial contributor, or 35%
controlled entity or family member of any of these persons ~~~~~~~~~
Secured mortgages and notes payable to unrelated third parties ~~~~~~
Unsecured notes and loans payable to unrelated third parties ~~~~~~~~
Other liabilities (including federal income tax, payables to related third
parties, and other liabilities not included on lines 17-24). Complete Part X
of Schedule D ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Add lines 17 through 25
Net assets without donor restrictions
Net assets with donor restrictions
~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~
Capital stock or trust principal, or current funds
Paid-in or capital surplus, or land, building, or equipment fund
Retained earnings, endowment, accumulated income, or other funds
~~~~~~~~~~~~~~~
~~~~~~~~
~~~~
Total net assets or fund balances ~~~~~~~~~~~~~~~~~~~~~~
Total liabilities and net assets/fund balances
Form (2022)
11
Balance SheetPart X
990
238,197.137,669.
38,293.
300.300.
315,107.252,987.
76,610.76,725.
1,129.
1,175.
1,175.1,129.
X
253,932.191,453.
60,000.60,000.
313,932.251,858.
315,107.252,987.
84-1552138ESTES VALLEY INVESTMENT IN CHILDHOOD SUC
Page 72
232012 12-13-22
1
2
3
4
5
6
7
8
9
10
1
2
3
4
5
6
7
8
9
10
Yes No
1
2
3
a
b
c
2a
2b
2c
a
b
3a
3b
Form 990 (2022)Page
Check if Schedule O contains a response or note to any line in this Part XI
Total revenue (must equal Part VIII, column (A), line 12)
Total expenses (must equal Part IX, column (A), line 25)
Revenue less expenses. Subtract line 2 from line 1
Net assets or fund balances at beginning of year (must equal Part X, line 32, column (A))
~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~
Net unrealized gains (losses) on investments
Donated services and use of facilities
Investment expenses
Prior period adjustments
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Other changes in net assets or fund balances (explain on Schedule O)
Net assets or fund balances at end of year. Combine lines 3 through 9 (must equal Part X, line 32,
column (B))
~~~~~~~~~~~~~~~~~~
Check if Schedule O contains a response or note to any line in this Part XII
Accounting method used to prepare the Form 990: Cash Accrual Other
If the organization changed its method of accounting from a prior year or checked "Other," explain on Schedule O.
Were the organization's financial statements compiled or reviewed by an independent accountant?~~~~~~~~~~~~
If "Yes," check a box below to indicate whether the financial statements for the year were compiled or reviewed on a
separate basis, consolidated basis, or both:
Separate basis Consolidated basis Both consolidated and separate basis
Were the organization's financial statements audited by an independent accountant?~~~~~~~~~~~~~~~~~~~
If "Yes," check a box below to indicate whether the financial statements for the year were audited on a separate basis,
consolidated basis, or both:
Separate basis Consolidated basis Both consolidated and separate basis
If "Yes" to line 2a or 2b, does the organization have a committee that assumes responsibility for oversight of the audit,
review, or compilation of its financial statements and selection of an independent accountant?~~~~~~~~~~~~~~~
If the organization changed either its oversight process or selection process during the tax year, explain on Schedule O.
As a result of a federal award, was the organization required to undergo an audit or audits as set forth in the
Uniform Guidance, 2 C.F.R. Part 200, Subpart F? ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If "Yes," did the organization undergo the required audit or audits? If the organization did not undergo the required audit
or audits, explain why on Schedule O and describe any steps taken to undergo such audits
Form (2022)
12
Part XI Reconciliation of Net Assets
Part XII Financial Statements and Reporting
990
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
288,302.
343,466.
-55,164.
313,932.
0.
251,858.
-6,910.
X
X
X
X
Page 73
(iv) Is the organization listedin your governing document?
OMB No. 1545-0047
Department of the Treasury
Internal Revenue Service
232021 12-09-22
(i)(iii)(v)(vi)(ii) Name of supported
organization
Type of organization
(described on lines 1-10
above (see instructions))
Amount of monetary
support (see instructions)
Amount of other
support (see instructions)
EIN
(Form 990)Complete if the organization is a section 501(c)(3) organization or a section
4947(a)(1) nonexempt charitable trust.
Attach to Form 990 or Form 990-EZ.
Go to www.irs.gov/Form990 for instructions and the latest information.
Open to Public
Inspection
Name of the organization Employer identification number
1
2
3
4
5
6
7
8
9
10
11
12
section 170(b)(1)(A)(i).
section 170(b)(1)(A)(ii).
section 170(b)(1)(A)(iii).
section 170(b)(1)(A)(iii).
section 170(b)(1)(A)(iv).
section 170(b)(1)(A)(v).
section 170(b)(1)(A)(vi).
section 170(b)(1)(A)(vi).
section 170(b)(1)(A)(ix)
section 509(a)(2).
section 509(a)(4).
section 509(a)(1) section 509(a)(2) section 509(a)(3).
a
b
c
d
e
f
g
Type I.
You must complete Part IV, Sections A and B.
Type II.
You must complete Part IV, Sections A and C.
Type III functionally integrated.
You must complete Part IV, Sections A, D, and E.
Type III non-functionally integrated.
You must complete Part IV, Sections A and D, and Part V.
Yes No
Total
For Paperwork Reduction Act Notice, see the Instructions for Form 990 or 990-EZ.Schedule A (Form 990) 2022
(All organizations must complete this part.) See instructions.
The organization is not a private foundation because it is: (For lines 1 through 12, check only one box.)
A church, convention of churches, or association of churches described in
A school described in (Attach Schedule E (Form 990).)
A hospital or a cooperative hospital service organization described in
A medical research organization operated in conjunction with a hospital described in Enter the hospital's name,
city, and state:
An organization operated for the benefit of a college or university owned or operated by a governmental unit described in
(Complete Part II.)
A federal, state, or local government or governmental unit described in
An organization that normally receives a substantial part of its support from a governmental unit or from the general public described in
(Complete Part II.)
A community trust described in (Complete Part II.)
An agricultural research organization described in operated in conjunction with a land-grant college
or university or a non-land-grant college of agriculture (see instructions). Enter the name, city, and state of the college or
university:
An organization that normally receives (1) more than 33 1/3% of its support from contributions, membership fees, and gross receipts from
activities related to its exempt functions, subject to certain exceptions; and (2) no more than 33 1/3% of its support from gross investment
income and unrelated business taxable income (less section 511 tax) from businesses acquired by the organization after June 30, 1975.
See (Complete Part III.)
An organization organized and operated exclusively to test for public safety. See
An organization organized and operated exclusively for the benefit of, to perform the functions of, or to carry out the purposes of one or
more publicly supported organizations described in or . See Check the box on
lines 12a through 12d that describes the type of supporting organization and complete lines 12e, 12f, and 12g.
A supporting organization operated, supervised, or controlled by its supported organization(s), typically by giving
the supported organization(s) the power to regularly appoint or elect a majority of the directors or trustees of the supporting
organization.
A supporting organization supervised or controlled in connection with its supported organization(s), by having
control or management of the supporting organization vested in the same persons that control or manage the supported
organization(s).
A supporting organization operated in connection with, and functionally integrated with,
its supported organization(s) (see instructions).
A supporting organization operated in connection with its supported organization(s)
that is not functionally integrated. The organization generally must satisfy a distribution requirement and an attentiveness
requirement (see instructions).
Check this box if the organization received a written determination from the IRS that it is a Type I, Type II, Type III
functionally integrated, or Type III non-functionally integrated supporting organization.
Enter the number of supported organizations ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Provide the following information about the supported organization(s).
LHA
SCHEDULE A
Part I Reason for Public Charity Status.
Public Charity Status and Public Support 2022
X
84-1552138ESTES VALLEY INVESTMENT IN CHILDHOOD SUC
Page 74
Subtract line 5 from line 4.
232022 12-09-22
Calendar year (or fiscal year beginning in)
Calendar year (or fiscal year beginning in)
2
(a) (b) (c) (d) (e) (f)
1
2
3
4
5
Total.
6 Public support.
(a) (b) (c) (d) (e) (f)
7
8
9
10
11
12
13
Total support.
12
First 5 years.
stop here
14
15
14
15
16
17
18
a
b
a
b
33 1/3% support test - 2022.
stop here.
33 1/3% support test - 2021.
stop here.
10% -facts-and-circumstances test - 2022.
stop here.
10% -facts-and-circumstances test - 2021.
stop here.
Private foundation.
Schedule A (Form 990) 2022
Add lines 7 through 10
Schedule A (Form 990) 2022 Page
(Complete only if you checked the box on line 5, 7, or 8 of Part I or if the organization failed to qualify under Part III. If the organization
fails to qualify under the tests listed below, please complete Part III.)
2018 2019 2020 2021 2022 Total
Gifts, grants, contributions, and
membership fees received. (Do not
include any "unusual grants.")~~
Tax revenues levied for the organ-
ization's benefit and either paid to
or expended on its behalf ~~~~
The value of services or facilities
furnished by a governmental unit to
the organization without charge ~
Add lines 1 through 3 ~~~
The portion of total contributions
by each person (other than a
governmental unit or publicly
supported organization) included
on line 1 that exceeds 2% of the
amount shown on line 11,
column (f)~~~~~~~~~~~~
2018 2019 2020 2021 2022 Total
Amounts from line 4 ~~~~~~~
Gross income from interest,
dividends, payments received on
securities loans, rents, royalties,
and income from similar sources ~
Net income from unrelated business
activities, whether or not the
business is regularly carried on ~
Other income. Do not include gain
or loss from the sale of capital
assets (Explain in Part VI.) ~~~~
Gross receipts from related activities, etc. (see instructions) ~~~~~~~~~~~~~~~~~~~~~~~
If the Form 990 is for the organization's first, second, third, fourth, or fifth tax year as a section 501(c)(3)
organization, check this box and
~~~~~~~~~~~Public support percentage for 2022 (line 6, column (f), divided by line 11, column (f))
Public support percentage from 2021 Schedule A, Part II, line 14
%
%~~~~~~~~~~~~~~~~~~~~~
If the organization did not check the box on line 13, and line 14 is 33 1/3% or more, check this box and
The organization qualifies as a publicly supported organization ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If the organization did not check a box on line 13 or 16a, and line 15 is 33 1/3% or more, check this box
and The organization qualifies as a publicly supported organization ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If the organization did not check a box on line 13, 16a, or 16b, and line 14 is 10% or more,
and if the organization meets the facts-and-circumstances test, check this box and Explain in Part VI how the organization
meets the facts-and-circumstances test. The organization qualifies as a publicly supported organization ~~~~~~~~~~~~~~~~~
If the organization did not check a box on line 13, 16a, 16b, or 17a, and line 15 is 10% or
more, and if the organization meets the facts-and-circumstances test, check this box and Explain in Part VI how the
organization meets the facts-and-circumstances test. The organization qualifies as a publicly supported organization ~~~~~~~~~~~
If the organization did not check a box on line 13, 16a, 16b, 17a, or 17b, check this box and see instructions
Part II Support Schedule for Organizations Described in Sections 170(b)(1)(A)(iv) and 170(b)(1)(A)(vi)
Section A. Public Support
Section B. Total Support
Section C. Computation of Public Support Percentage
207,889.
207,889.
262,867.
262,867.
461,943. 269,281. 285,866. 1487846.
461,943. 269,281. 285,866. 1487846.
1487846.
207,889. 262,867. 461,943. 269,281. 285,866. 1487846.
773. 640. 196. 2,039. 3,648.
1491494.
99.76
99.88
X
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
Page 75
(Subtract line 7c from line 6.)
Amounts included on lines 2 and 3 received
from other than disqualified persons that
exceed the greater of $5,000 or 1% of the
amount on line 13 for the year
(Add lines 9, 10c, 11, and 12.)
232023 12-09-22
Calendar year (or fiscal year beginning in)
Calendar year (or fiscal year beginning in)
Total support.
3
(a) (b) (c) (d) (e) (f)
1
2
3
4
5
6
7
Total.
a
b
c
8 Public support.
(a) (b) (c) (d) (e) (f)
9
10a
b
c
11
12
13
14 First 5 years.
stop here
15
16
15
16
17
18
19
20
2022
2021
17
18
a
b
33 1/3% support tests - 2022.
stop here.
33 1/3% support tests - 2021.
stop here.
Private foundation.
Schedule A (Form 990) 2022
Unrelated business taxable income
(less section 511 taxes) from businesses
acquired after June 30, 1975
Schedule A (Form 990) 2022 Page
(Complete only if you checked the box on line 10 of Part I or if the organization failed to qualify under Part II. If the organization fails to
qualify under the tests listed below, please complete Part II.)
2018 2019 2020 2021 2022 Total
Gifts, grants, contributions, and
membership fees received. (Do not
include any "unusual grants.")~~
Gross receipts from admissions,
merchandise sold or services per-
formed, or facilities furnished in
any activity that is related to the
organization's tax-exempt purpose
Gross receipts from activities that
are not an unrelated trade or bus-
iness under section 513 ~~~~~
Tax revenues levied for the organ-
ization's benefit and either paid to
or expended on its behalf ~~~~
The value of services or facilities
furnished by a governmental unit to
the organization without charge ~
~~~ Add lines 1 through 5
Amounts included on lines 1, 2, and
3 received from disqualified persons
~~~~~~
Add lines 7a and 7b ~~~~~~~
2018 2019 2020 2021 2022 Total
Amounts from line 6 ~~~~~~~
Gross income from interest, dividends, payments received on
securities loans, rents, royalties, and income from similar sources ~
~~~~
Add lines 10a and 10b ~~~~~~
Net income from unrelated businessactivities not included on line 10b,
whether or not the business is regularly carried on ~~~~~~~
Other income. Do not include gainor loss from the sale of capital
assets (Explain in Part VI.)~~~~
If the Form 990 is for the organization's first, second, third, fourth, or fifth tax year as a section 501(c)(3) organization,
check this box and
Public support percentage for 2022 (line 8, column (f), divided by line 13, column (f))
Public support percentage from 2021 Schedule A, Part III, line 15
~~~~~~~~~~~%
%
Investment income percentage for (line 10c, column (f), divided by line 13, column (f))
Investment income percentage from Schedule A, Part III, line 17
~~~~~~~~%
%~~~~~~~~~~~~~~~~~~
If the organization did not check the box on line 14, and line 15 is more than 33 1/3%, and line 17 is not
more than 33 1/3%, check this box and The organization qualifies as a publicly supported organization ~~~~~~~~~~~~
If the organization did not check a box on line 14 or line 19a, and line 16 is more than 33 1/3%, and
line 18 is not more than 33 1/3%, check this box and The organization qualifies as a publicly supported organization ~~~~~~
If the organization did not check a box on line 14, 19a, or 19b, check this box and see instructions
Part III Support Schedule for Organizations Described in Section 509(a)(2)
Section A. Public Support
Section B. Total Support
Section C. Computation of Public Support Percentage
Section D. Computation of Investment Income Percentage
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
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232024 12-09-22
4
Yes No
1
2
3
4
5
6
7
8
9
10
Part VI
1
2
3a
3b
3c
4a
4b
4c
5a
5b
5c
6
7
8
9a
9b
9c
10a
10b
Part VI
a
b
c
a
b
c
a
b
c
a
b
c
a
b
Part VI
Part VI
Part VI
Part VI
Part VI,
Type I or Type II only.
Substitutions only.
Part VI.
Part VI.
Part VI.
Part VI.
Schedule A (Form 990) 2022
If "No," describe in how the supported organizations are designated. If designated by
class or purpose, describe the designation. If historic and continuing relationship, explain.
If "Yes," explain in how the organization determined that the supported
organization was described in section 509(a)(1) or (2).
If "Yes," answer
lines 3b and 3c below.
If "Yes," describe in when and how the
organization made the determination.
If "Yes," explain in what controls the organization put in place to ensure such use.
If
"Yes," and if you checked box 12a or 12b in Part I, answer lines 4b and 4c below.
If "Yes," describe in how the organization had such control and discretion
despite being controlled or supervised by or in connection with its supported organizations.
If "Yes," explain in what controls the organization used
to ensure that all support to the foreign supported organization was used exclusively for section 170(c)(2)(B)
purposes.
If "Yes,"
answer lines 5b and 5c below (if applicable). Also, provide detail in including (i) the names and EIN
numbers of the supported organizations added, substituted, or removed; (ii) the reasons for each such action;
(iii) the authority under the organization's organizing document authorizing such action; and (iv) how the action
was accomplished (such as by amendment to the organizing document).
If "Yes," provide detail in
If "Yes," complete Part I of Schedule L (Form 990).
If "Yes," complete Part I of Schedule L (Form 990).
If "Yes," provide detail in
If "Yes," provide detail in
If "Yes," provide detail in
If "Yes," answer line 10b below.
(Use Schedule C, Form 4720, to
determine whether the organization had excess business holdings.)
Schedule A (Form 990) 2022 Page
(Complete only if you checked a box on line 12 of Part I. If you checked box 12a, Part I, complete Sections A
and B. If you checked box 12b, Part I, complete Sections A and C. If you checked box 12c, Part I, complete
Sections A, D, and E. If you checked box 12d, Part I, complete Sections A and D, and complete Part V.)
Are all of the organization's supported organizations listed by name in the organization's governing
documents?
Did the organization have any supported organization that does not have an IRS determination of status
under section 509(a)(1) or (2)?
Did the organization have a supported organization described in section 501(c)(4), (5), or (6)?
Did the organization confirm that each supported organization qualified under section 501(c)(4), (5), or (6) and
satisfied the public support tests under section 509(a)(2)?
Did the organization ensure that all support to such organizations was used exclusively for section 170(c)(2)(B)
purposes?
Was any supported organization not organized in the United States ("foreign supported organization")?
Did the organization have ultimate control and discretion in deciding whether to make grants to the foreign
supported organization?
Did the organization support any foreign supported organization that does not have an IRS determination
under sections 501(c)(3) and 509(a)(1) or (2)?
Did the organization add, substitute, or remove any supported organizations during the tax year?
Was any added or substituted supported organization part of a class already
designated in the organization's organizing document?
Was the substitution the result of an event beyond the organization's control?
Did the organization provide support (whether in the form of grants or the provision of services or facilities) to
anyone other than (i) its supported organizations, (ii) individuals that are part of the charitable class
benefited by one or more of its supported organizations, or (iii) other supporting organizations that also
support or benefit one or more of the filing organization's supported organizations?
Did the organization provide a grant, loan, compensation, or other similar payment to a substantial contributor
(as defined in section 4958(c)(3)(C)), a family member of a substantial contributor, or a 35% controlled entity with
regard to a substantial contributor?
Did the organization make a loan to a disqualified person (as defined in section 4958) not described on line 7?
Was the organization controlled directly or indirectly at any time during the tax year by one or more
disqualified persons, as defined in section 4946 (other than foundation managers and organizations described
in section 509(a)(1) or (2))?
Did one or more disqualified persons (as defined on line 9a) hold a controlling interest in any entity in which
the supporting organization had an interest?
Did a disqualified person (as defined on line 9a) have an ownership interest in, or derive any personal benefit
from, assets in which the supporting organization also had an interest?
Was the organization subject to the excess business holdings rules of section 4943 because of section
4943(f) (regarding certain Type II supporting organizations, and all Type III non-functionally integrated
supporting organizations)?
Did the organization have any excess business holdings in the tax year?
Part IV Supporting Organizations
Section A. All Supporting Organizations
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
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232025 12-09-22
5
Yes No
11
a
b
c
11a
11b
11cPart VI.
Yes No
1
2
Part VI
1
2
Part VI
Yes No
1
Part VI
1
Yes No
1
2
3
1
2
3
Part VI
Part VI
1
2
3
(see instructions).
a
b
c
line 2
line 3
Part VI
Answer lines 2a and 2b below.Yes No
a
b
a
b
Part VI identify
those supported organizations and explain
2a
2b
3a
3b
Part VI
Answer lines 3a and 3b below.
Part VI.
Part VI
Schedule A (Form 990) 2022
If "Yes" to line 11a, 11b, or 11c, provide
detail in
If "No," describe in how the supported organization(s)
effectively operated, supervised, or controlled the organization's activities. If the organization had more than one supported
organization, describe how the powers to appoint and/or remove officers, directors, or trustees were allocated among the
supported organizations and what conditions or restrictions, if any, applied to such powers during the tax year.
If "Yes," explain in
how providing such benefit carried out the purposes of the supported organization(s) that operated,
supervised, or controlled the supporting organization.
If "No," describe in how control
or management of the supporting organization was vested in the same persons that controlled or managed
the supported organization(s).
If "No," explain in how
the organization maintained a close and continuous working relationship with the supported organization(s).
If "Yes," describe in the role the organization's
supported organizations played in this regard.
Check the box next to the method that the organization used to satisfy the Integral Part Test during the year
Complete below.
Complete below.
Describe in how you supported a governmental entity (see instructions).
If "Yes," then in
how these activities directly furthered their exempt purposes,
how the organization was responsive to those supported organizations, and how the organization determined
that these activities constituted substantially all of its activities.
If "Yes," explain in
the reasons for the organization's position that its supported organization(s) would have engaged in
these activities but for the organization's involvement.
If "Yes" or "No" provide details in
If "Yes," describe in the role played by the organization in this regard.
Schedule A (Form 990) 2022 Page
Has the organization accepted a gift or contribution from any of the following persons?
A person who directly or indirectly controls, either alone or together with persons described on lines 11b and
11c below, the governing body of a supported organization?
A family member of a person described on line 11a above?
A 35% controlled entity of a person described on line 11a or 11b above?
Did the governing body, members of the governing body, officers acting in their official capacity, or membership of one or
more supported organizations have the power to regularly appoint or elect at least a majority of the organization's officers,
directors, or trustees at all times during the tax year?
Did the organization operate for the benefit of any supported organization other than the supported
organization(s) that operated, supervised, or controlled the supporting organization?
Were a majority of the organization's directors or trustees during the tax year also a majority of the directors
or trustees of each of the organization's supported organization(s)?
Did the organization provide to each of its supported organizations, by the last day of the fifth month of the
organization's tax year, (i) a written notice describing the type and amount of support provided during the prior tax
year, (ii) a copy of the Form 990 that was most recently filed as of the date of notification, and (iii) copies of the
organization's governing documents in effect on the date of notification, to the extent not previously provided?
Were any of the organization's officers, directors, or trustees either (i) appointed or elected by the supported
organization(s) or (ii) serving on the governing body of a supported organization?
By reason of the relationship described on line 2, above, did the organization's supported organizations have a
significant voice in the organization's investment policies and in directing the use of the organization's
income or assets at all times during the tax year?
The organization satisfied the Activities Test.
The organization is the parent of each of its supported organizations.
The organization supported a governmental entity.
Activities Test.
Did substantially all of the organization's activities during the tax year directly further the exempt purposes of
the supported organization(s) to which the organization was responsive?
Did the activities described on line 2a, above, constitute activities that, but for the organization's involvement,
one or more of the organization's supported organization(s) would have been engaged in?
Parent of Supported Organizations.
Did the organization have the power to regularly appoint or elect a majority of the officers, directors, or
trustees of each of the supported organizations?
Did the organization exercise a substantial degree of direction over the policies, programs, and activities of each
of its supported organizations?
(continued)Part IV Supporting Organizations
Section B. Type I Supporting Organizations
Section C. Type II Supporting Organizations
Section D. All Type III Supporting Organizations
Section E. Type III Functionally Integrated Supporting Organizations
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
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232026 12-09-22
6
1 Part VI See instructions.
Section A - Adjusted Net Income
1
2
3
4
5
6
7
8
1
2
3
4
5
6
7
8Adjusted Net Income
Section B - Minimum Asset Amount
1
2
3
4
5
6
7
8
a
b
c
d
e
1a
1b
1c
1d
2
3
4
5
6
7
8
Total
Discount
Part VI
Minimum Asset Amount
Section C - Distributable Amount
1
2
3
4
5
6
7
1
2
3
4
5
6
Distributable Amount.
Schedule A (Form 990) 2022
explain in
explain in detail in
Schedule A (Form 990) 2022 Page
Check here if the organization satisfied the Integral Part Test as a qualifying trust on Nov. 20, 1970 ().
All other Type III non-functionally integrated supporting organizations must complete Sections A through E.
(B) Current Year
(optional)(A) Prior Year
Net short-term capital gain
Recoveries of prior-year distributions
Other gross income (see instructions)
Add lines 1 through 3.
Depreciation and depletion
Portion of operating expenses paid or incurred for production or
collection of gross income or for management, conservation, or
maintenance of property held for production of income (see instructions)
Other expenses (see instructions)
(subtract lines 5, 6, and 7 from line 4)
(B) Current Year
(optional)(A) Prior Year
Aggregate fair market value of all non-exempt-use assets (see
instructions for short tax year or assets held for part of year):
Average monthly value of securities
Average monthly cash balances
Fair market value of other non-exempt-use assets
(add lines 1a, 1b, and 1c)
claimed for blockage or other factors
( ):
Acquisition indebtedness applicable to non-exempt-use assets
Subtract line 2 from line 1d.
Cash deemed held for exempt use. Enter 0.015 of line 3 (for greater amount,
see instructions).
Net value of non-exempt-use assets (subtract line 4 from line 3)
Multiply line 5 by 0.035.
Recoveries of prior-year distributions
(add line 7 to line 6)
Current Year
Adjusted net income for prior year (from Section A, line 8, column A)
Enter 0.85 of line 1.
Minimum asset amount for prior year (from Section B, line 8, column A)
Enter greater of line 2 or line 3.
Income tax imposed in prior year
Subtract line 5 from line 4, unless subject to
emergency temporary reduction (see instructions).
Check here if the current year is the organization's first as a non-functionally integrated Type III supporting organization (see
instructions).
Part V Type III Non-Functionally Integrated 509(a)(3) Supporting Organizations
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
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7
Section D - Distributions Current Year
1
2
3
4
5
6
7
8
9
10
1
2
3
4
5
6
7
8
9
10
Part VI
Part VI
Total annual distributions.
Part VI
(i)
Excess Distributions
(ii)
Underdistributions
Pre-2022
(iii)
Distributable
Amount for 2022Section E - Distribution Allocations
1
2
3
4
5
6
7
8
Part VI
a
b
c
d
e
f
g
h
i
j
Total
a
b
c
Part VI.
Part VI
Excess distributions carryover to 2023.
a
b
c
d
e
Schedule A (Form 990) 2022
provide details in
describe in
provide details in
explain in
explain in
explain in
Schedule A (Form 990) 2022 Page
Amounts paid to supported organizations to accomplish exempt purposes
Amounts paid to perform activity that directly furthers exempt purposes of supported
organizations, in excess of income from activity
Administrative expenses paid to accomplish exempt purposes of supported organizations
Amounts paid to acquire exempt-use assets
Qualified set-aside amounts (prior IRS approval required - )
Other distributions ( ). See instructions.
Add lines 1 through 6.
Distributions to attentive supported organizations to which the organization is responsive
( ). See instructions.
Distributable amount for 2022 from Section C, line 6
Line 8 amount divided by line 9 amount
(see instructions)
Distributable amount for 2022 from Section C, line 6
Underdistributions, if any, for years prior to 2022 (reason-
able cause required - ). See instructions.
Excess distributions carryover, if any, to 2022
From 2017
From 2018
From 2019
From 2020
From 2021
of lines 3a through 3e
Applied to underdistributions of prior years
Applied to 2022 distributable amount
Carryover from 2017 not applied (see instructions)
Remainder. Subtract lines 3g, 3h, and 3i from line 3f.
Distributions for 2022 from Section D,
line 7:$
Applied to underdistributions of prior years
Applied to 2022 distributable amount
Remainder. Subtract lines 4a and 4b from line 4.
Remaining underdistributions for years prior to 2022, if
any. Subtract lines 3g and 4a from line 2. For result greater
than zero, See instructions.
Remaining underdistributions for 2022. Subtract lines 3h
and 4b from line 1. For result greater than zero,
. See instructions.
Add lines 3j
and 4c.
Breakdown of line 7:
Excess from 2018
Excess from 2019
Excess from 2020
Excess from 2021
Excess from 2022
(continued) Part V Type III Non-Functionally Integrated 509(a)(3) Supporting Organizations
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
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232028 12-09-22
8
Schedule A (Form 990) 2022
Schedule A (Form 990) 2022 Page
Provide the explanations required by Part II, line 10; Part II, line 17a or 17b; Part III, line 12;
Part IV, Section A, lines 1, 2, 3b, 3c, 4b, 4c, 5a, 6, 9a, 9b, 9c, 11a, 11b, and 11c; Part IV, Section B, lines 1 and 2; Part IV, Section C,
line 1; Part IV, Section D, lines 2 and 3; Part IV, Section E, lines 1c, 2a, 2b, 3a, and 3b; Part V, line 1; Part V, Section B, line 1e; Part V,
Section D, lines 5, 6, and 8; and Part V, Section E, lines 2, 5, and 6. Also complete this part for any additional information.
(See instructions.)
Part VI Supplemental Information.
INTEREST INCOME
2019 AMOUNT: $ 773.
2020 AMOUNT: $ 640.
2021 AMOUNT: $ 196.
2022 AMOUNT: $ 864.
OTHER INCOME
2022 AMOUNT: $ 1,175.
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC
SCHEDULE A, PART II, LINE 10, EXPLANATION FOR OTHER INCOME:
84-1552138
Page 81
Department of the Treasury
Internal Revenue Service
232051 09-01-22
OMB No. 1545-0047
Held at the End of the Tax Year
Complete if the organization answered "Yes" on Form 990,Part IV, line 6, 7, 8, 9, 10, 11a, 11b, 11c, 11d, 11e, 11f, 12a, or 12b.
Attach to Form 990.Go to www.irs.gov/Form990 for instructions and the latest information.
(Form 990)
Open to PublicInspection
Name of the organization Employer identification number
(a) (b)
1
2
3
4
5
6
Yes No
Yes No
1
2
3
4
5
6
7
8
9
a
b
c
d
2a
2b
2c
2d
Yes No
Yes No
1
2
a
b
(i)
(ii)
a
b
For Paperwork Reduction Act Notice, see the Instructions for Form 990.Schedule D (Form 990) 2022
Complete if the
organization answered "Yes" on Form 990, Part IV, line 6.
Donor advised funds Funds and other accounts
Total number at end of year
Aggregate value of contributions to (during year)
Aggregate value of grants from (during year)
Aggregate value at end of year
~~~~~~~~~~~~~~~
~~~~
~~~~~~
~~~~~~~~~~~~~
Did the organization inform all donors and donor advisors in writing that the assets held in donor advised funds
are the organization's property, subject to the organization's exclusive legal control?~~~~~~~~~~~~~~~~~~
Did the organization inform all grantees, donors, and donor advisors in writing that grant funds can be used only
for charitable purposes and not for the benefit of the donor or donor advisor, or for any other purpose conferring
impermissible private benefit?
Complete if the organization answered "Yes" on Form 990, Part IV, line 7.
Purpose(s) of conservation easements held by the organization (check all that apply).
Preservation of land for public use (for example, recreation or education)
Protection of natural habitat
Preservation of open space
Preservation of a historically important land area
Preservation of a certified historic structure
Complete lines 2a through 2d if the organization held a qualified conservation contribution in the form of a conservation easement on the last
day of the tax year.
Total number of conservation easements
Total acreage restricted by conservation easements
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~
Number of conservation easements on a certified historic structure included in (a)
Number of conservation easements included in (c) acquired after July 25,2006, and not on a
historic structure listed in the National Register
~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Number of conservation easements modified, transferred, released, extinguished, or terminated by the organization during the tax
year
Number of states where property subject to conservation easement is located
Does the organization have a written policy regarding the periodic monitoring, inspection, handling of
violations, and enforcement of the conservation easements it holds?~~~~~~~~~~~~~~~~~~~~~~~~~
Staff and volunteer hours devoted to monitoring, inspecting, handling of violations, and enforcing conservation easements during the year
Amount of expenses incurred in monitoring, inspecting, handling of violations, and enforcing conservation easements during the year
Does each conservation easement reported on line 2(d) above satisfy the requirements of section 170(h)(4)(B)(i)
and section 170(h)(4)(B)(ii)? ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
In Part XIII, describe how the organization reports conservation easements in its revenue and expense statement and
balance sheet, and include, if applicable, the text of the footnote to the organization's financial statements that describes the
organization's accounting for conservation easements.
Complete if the organization answered "Yes" on Form 990, Part IV, line 8.
If the organization elected, as permitted under FASB ASC 958, not to report in its revenue statement and balance sheet works
of art, historical treasures, or other similar assets held for public exhibition, education, or research in furtherance of public
service, provide in Part XIII the text of the footnote to its financial statements that describes these items.
If the organization elected, as permitted under FASB ASC 958, to report in its revenue statement and balance sheet works of
art, historical treasures, or other similar assets held for public exhibition, education, or research in furtherance of public service,
provide the following amounts relating to these items:
Revenue included on Form 990, Part VIII, line 1
Assets included in Form 990, Part X
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ $
$~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If the organization received or held works of art, historical treasures, or other similar assets for financial gain, provide
the following amounts required to be reported under FASB ASC 958 relating to these items:
Revenue included on Form 990, Part VIII, line 1
Assets included in Form 990, Part X
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ $
$
LHA
Part I Organizations Maintaining Donor Advised Funds or Other Similar Funds or Accounts.
Part II Conservation Easements.
Part III Organizations Maintaining Collections of Art, Historical Treasures, or Other Similar Assets.
SCHEDULE D Supplemental Financial Statements
2022
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
Page 82
232052 09-01-22
3
4
5
a
b
c
d
e
Yes No
1
2
a
b
c
d
e
f
a
b
Yes No
1c
1d
1e
1f
Yes No
(a) (b) (c) (d) (e)
1
2
3
4
a
b
c
d
e
f
g
a
b
c
a
b
Yes No
(i)
(ii)
3a(i)
3a(ii)
3b
(a) (b) (c) (d)
1a
b
c
d
e
Total.
Schedule D (Form 990) 2022
(continued)
(Column (d) must equal Form 990, Part X, column (B), line 10c.)
Two years back Three years back Four years back
Schedule D (Form 990) 2022 Page
Using the organization's acquisition, accession, and other records, check any of the following that make significant use of its
collection items (check all that apply):
Public exhibition
Scholarly research
Preservation for future generations
Loan or exchange program
Other
Provide a description of the organization's collections and explain how they further the organization's exempt purpose in Part XIII.
During the year, did the organization solicit or receive donations of art, historical treasures, or other similar assets
to be sold to raise funds rather than to be maintained as part of the organization's collection?
Complete if the organization answered "Yes" on Form 990, Part IV, line 9, or
reported an amount on Form 990, Part X, line 21.
Is the organization an agent, trustee, custodian or other intermediary for contributions or other assets not included
on Form 990, Part X?
If "Yes," explain the arrangement in Part XIII and complete the following table:
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Amount
Beginning balance
Additions during the year
Distributions during the year
Ending balance
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Did the organization include an amount on Form 990, Part X, line 21, for escrow or custodial account liability?
If "Yes," explain the arrangement in Part XIII. Check here if the explanation has been provided on Part XIII
~~~~~
Complete if the organization answered "Yes" on Form 990, Part IV, line 10.
Current year Prior year
Beginning of year balance
Contributions
Net investment earnings, gains, and losses
Grants or scholarships
~~~~~~~
~~~~~~~~~~~~~~
~~~~~~~~~
Other expenditures for facilities
and programs
Administrative expenses
End of year balance
~~~~~~~~~~~~~
~~~~~~~~
~~~~~~~~~~
Provide the estimated percentage of the current year end balance (line 1g, column (a)) held as:
Board designated or quasi-endowment
Permanent endowment
Term endowment
The percentages on lines 2a, 2b, and 2c should equal 100%.
%
%
%
Are there endowment funds not in the possession of the organization that are held and administered for the
organization by:
Unrelated organizations
Related organizations
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
If "Yes" on line 3a(ii), are the related organizations listed as required on Schedule R?
Describe in Part XIII the intended uses of the organization's endowment funds.
~~~~~~~~~~~~~~~~~~~~
Complete if the organization answered "Yes" on Form 990, Part IV, line 11a. See Form 990, Part X, line 10.
Description of property Cost or other
basis (investment)
Cost or other
basis (other)
Accumulated
depreciation
Book value
Land
Buildings
Leasehold improvements
~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~
~~~~~~~~~~
Equipment
Other
~~~~~~~~~~~~~~~~~
Add lines 1a through 1e.
2
Part III Organizations Maintaining Collections of Art, Historical Treasures, or Other Similar Assets
Part IV Escrow and Custodial Arrangements.
Part V Endowment Funds.
Part VI Land, Buildings, and Equipment.
0.
37,888.
1,009.
38,293.
X
X
604.
0.
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
0.
0.0.
0.0.
0.
0.
0.
Page 83
(including name of security)
232053 09-01-22
Total.
Total.
(a) (b) (c)
(1)
(2)
(3)
(a) (b) (c)
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(a) (b)
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
Total.
(a) (b) 1.
Total.
2.
Schedule D (Form 990) 2022
(Column (b) must equal Form 990, Part X, col. (B) line 15.)
(Column (b) must equal Form 990, Part X, col. (B) line 25.)
Description of security or category
(Col. (b) must equal Form 990, Part X, col. (B) line 12.)
(Col. (b) must equal Form 990, Part X, col. (B) line 13.)
Schedule D (Form 990) 2022 Page
Complete if the organization answered "Yes" on Form 990, Part IV, line 11b. See Form 990, Part X, line 12.
Book value Method of valuation: Cost or end-of-year market value
Financial derivatives
Closely held equity interests
Other
~~~~~~~~~~~~~~~
~~~~~~~~~~~
(A)
(B)
(C)
(D)
(E)
(F)
(G)
(H)
Complete if the organization answered "Yes" on Form 990, Part IV, line 11c. See Form 990, Part X, line 13.
Description of investment Book value Method of valuation: Cost or end-of-year market value
Complete if the organization answered "Yes" on Form 990, Part IV, line 11d. See Form 990, Part X, line 15.
Description Book value
Complete if the organization answered "Yes" on Form 990, Part IV, line 11e or 11f. See Form 990, Part X, line 25.
Description of liability Book value
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
Federal income taxes
Liability for uncertain tax positions. In Part XIII, provide the text of the footnote to the organization's financial statements that reports the
organization's liability for uncertain tax positions under FASB ASC 740. Check here if the text of the footnote has been provided in Part XIII
3
Part VII Investments - Other Securities.
Part VIII Investments - Program Related.
Part IX Other Assets.
Part X Other Liabilities.
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC
EVICS ENDOWMENT FUND -
SISTER FUND
EVICS ENDOWMENT FUND
84-1552138
26,081.
12,212.
38,293.
END-OF-YEAR MARKET VALUE
END-OF-YEAR MARKET VALUE
Page 84
232054 09-01-22
1
2
3
4
5
1
a
b
c
d
e
2a
2b
2c
2d
2a 2d 2e
32e 1
a
b
c
4a
4b
4a 4b
3 4c.
4c
5
1
2
3
4
5
1
a
b
c
d
e
2a
2b
2c
2d
2a 2d
2e 1
2e
3
a
b
c
4a
4b
4a 4b
3 4c.
4c
5
Schedule D (Form 990) 2022
(This must equal Form 990, Part I, line 12.)
(This must equal Form 990, Part I, line 18.)
Schedule D (Form 990) 2022 Page
Complete if the organization answered "Yes" on Form 990, Part IV, line 12a.
Total revenue, gains, and other support per audited financial statements
Amounts included on line 1 but not on Form 990, Part VIII, line 12:
~~~~~~~~~~~~~~~~~~~
Net unrealized gains (losses) on investments
Donated services and use of facilities
Recoveries of prior year grants
Other (Describe in Part XIII.)
~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~
Add lines through ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Subtract line from line ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Amounts included on Form 990, Part VIII, line 12, but not on line 1:
Investment expenses not included on Form 990, Part VIII, line 7b
Other (Describe in Part XIII.)
~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~
Add lines and
Total revenue. Add lines and
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Complete if the organization answered "Yes" on Form 990, Part IV, line 12a.
Total expenses and losses per audited financial statements
Amounts included on line 1 but not on Form 990, Part IX, line 25:
~~~~~~~~~~~~~~~~~~~~~~~~~~
Donated services and use of facilities
Prior year adjustments
Other losses
Other (Describe in Part XIII.)
~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~
Add lines through
Subtract line from line
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Amounts included on Form 990, Part IX, line 25, but not on line 1:
Investment expenses not included on Form 990, Part VIII, line 7b
Other (Describe in Part XIII.)
~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~
Add lines and
Total expenses. Add lines and
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Provide the descriptions required for Part II, lines 3, 5, and 9; Part III, lines 1a and 4; Part IV, lines 1b and 2b; Part V, line 4; Part X, line 2; Part XI,
lines 2d and 4b; and Part XII, lines 2d and 4b. Also complete this part to provide any additional information.
4
Part XI Reconciliation of Revenue per Audited Financial Statements With Revenue per Return.
Part XII Reconciliation of Expenses per Audited Financial Statements With Expenses per Return.
Part XIII Supplemental Information.
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
Page 85
OMB No. 1545-0047
Department of the Treasury
Internal Revenue Service
232211 10-28-22
Complete to provide information for responses to specific questions onForm 990 or 990-EZ or to provide any additional information.
Attach to Form 990 or Form 990-EZ.Go to www.irs.gov/Form990 for the latest information.
Open to Public
Inspection
Employer identification number
For Paperwork Reduction Act Notice, see the Instructions for Form 990 or 990-EZ.Schedule O (Form 990) 2022
Name of the organization
LHA
(Form 990)
SCHEDULE O Supplemental Information to Form 990 or 990-EZ
2022
FORM 990, PART VI, SECTION B, LINE 11B:
THE ANNUAL 990 IS PROVIDED TO BOARD MEMBERS FOR REVIEW PRIOR TO FILING.
FORM 990, PART VI, SECTION C, LINE 19:
UPON REQUEST, THE ORGANIZATION MAKES AVAILABLE ITS GOVERNING DOCUMENTS,
POLICIES AND FINANCIAL STATEMENTS TO THE PUBLIC.
ESTES VALLEY INVESTMENT IN CHILDHOOD SUC 84-1552138
Page 86
Addendum to Childcare Funding Application 2024
Dollar Amount Requested: $200,000.00
#4 How funds will be used:
EVICS is requesting $200,000 to fund Tuition Assistance for the fiscal year 2024 as follows:
# months Span Approx #Children Avg Cost/month Total
5 Jan – May 27 $550 $74,250
3 Jun – Aug 38 $550 $62,700
4 Sept – Dec 35 $550 $77,000
The total anticipated spending is $213,950. EVICS has obtained a grant in the amount of
$15,000 which will cover the amount over $200,000.
EVICS anticipates an increase in the number of children needing Tuition Assistance for the
balance of 2024 even after families have been directed to apply for CCAP and LCCF. CCAP is
currently frozen and there are no indications that it will be opened by the end of the year. EVICS
currently has 9 children on the waitlist and there are 5 children known to be receiving funding
from UPK, which will stop during the summer months, but they will need assistance for
childcare. In the fall some children will move to UPK which will decrease the number, but a
new childcare center is scheduled to open in August creating more available childcare spots. In
addition, it is hoped that this Tuition Assistance program will be able to expand to cover some
applications that are not being covered by LCCF. No new 6E funds will be used to support an
EVICS staff position.
EVICS will provide a report of the 1st 6 months of the year to the town staff by July 31, 2024 and
will provide a full year report to the town staff by January 31, 2025.
Attachment 2
Page 87
Page 88
Page 89
Page 90
Page 91
Page 92
Page 93
Page 94
Page 95
Page 96
Page 97
Page 98
In 2023, EVICS Family Resource Center experienced a year of significant growth in services and
support for our families in the Estes Valley. Staying true to our mission of supporting family prosperity
in the Estes Valley focus was set on strategic planning and setting actionable goals that fortified our
services and reaffirmed our organizational values. With the easing of pandemic restrictions in 2023, we
expanded our programming to meet the community's eagerness for engagement and adaptability to
ongoing changes. In collaboration with the Town of Estes Park and 6E funding, we enhanced our Tuition
Assistance program, providing increased financial support to working families seeking quality childcare.
With a total spend of $111,000 in Tuition Assistance it is clear we saw an increased need for monetary
assistance to secure childcare in the Estes Community.
The EVICS Tuition Assistance program, guided by qualifications and principles akin to CCAP and LCCF,
adopts a personalized approach, reflecting our commitment to comprehensive family services.
Understanding the dual need for affordability and quality in childcare, EVICS remains dedicated to
helping Estes Park families navigate these challenges and ensure the success of their children.
Our engagement with community partners, stakeholders, donors, board members, and the families we
serve reinforced EVICS as a cornerstone of trust within the Estes Valley. Our dedication to inclusivity,
support, and connection has further cemented EVICS as a trusted partner and advocate for children
and families.
6E IMPACT REPORT
2023
EVICS Tuition
Assistance
970-586-3055
EVICS EXECUTIVE SUMMARY
EVICS.org
Attachment 3
Page 99
In July 2023, EVICS Family Resource Center submitted a request to the Town of Estes Park for $100,000
in support, divided equally between supplementing tuition assistance for local families and funding a
Tuition Assistance Navigator position. With the town's approval, priority was given to direct tuition
assistance, addressing the increased demand evidenced by the $55,000 already distributed by EVICS
at the time of the application. This need was further amplified by the educational efforts and promotion
of the Tuition Assistance Program, particularly following the 6E approval and outreach to the workforce
and Spanish-speaking community.
The application process for EVICS Tuition Assistance serves as an interim solution while families are
supported in qualifying for other programs like CCAP and LCCF. However, in 2023, challenges such as
legal issues, documentation barriers, and seasonal employment fluctuations led to a high rate of CCAP
application denials. The Tuition Assistance Navigator played a crucial role in assisting families with these
hurdles, ensuring they had the necessary support and documentation to reapply when circumstances
allowed. With the additional 6E funds, EVICS was able to maintain assistance for families ineligible for
other funding sources, demonstrating the program's adaptability and commitment to the community's
needs.
EVICS Tuition
Assistance Funding
Summary
$750,000
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FINANCIAL SUMMARY
6E IMPACT REPORT
2023
EVICS Tuition
Assistance
Page 100
$750,000
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FINANCIAL SUMMARY
6E IMPACT REPORT
2023
EVICS Tuition
Assistance
See Data in Tuition Assistance 2023 PDF attached
Points to note:
Mountaintop Childcare serves largest number of families with Tuition Assistance support. EVICS
and Mountaintop work closely to complete follow up and follow through to help support
registered families on applying for additional tuition support.
A decline in dollars spent in September as we saw UPK begin. Due to the required holding of
UPK space at preschools a drop in enrollment was experienced. Now that the UPK program has
ongoing availability and enrollment we are able to get families signed up at the time their child
is elibible by age and enrollment.
Page 101
970-586-3055
QUICK STATISTICS
DETAILS
$111K
Families
supported
36
Tuition
Assistance
support given
2023 Tuition
Assistance
Total $ distributed
to to providers for
families in TA
program
Families approved
through EVICS
Application
process to receive
TA support
$50K in 6E funds
approved 7/2023
for extension of TA
support through
EVICS
Support was able
to be increased to
more families in
2023 over any
other year
Significant
increase in need
over 2021 and
2022.
23
Families
receiving TA
support
Current families
endrolled in TA
With additional 6E
funds EVICS was
able to increase
support to local
families
10 Families on TA
program 1/2023
compared to 23
12/2023
12
Families
applied but
declined TA
Families applied
but did not qualify
for Tuition
Assistion support
from EVICS
Families put on
follow up rotation
to reapply.
Income was too
great at time of
application to
qualify for the
program
57
Tuition
Applications
received
Application
collected and
processed for TA
support
Word of mouth
and community
connections have
increased trust in
EVICS
Applications
increased by
almost 2x because
of outreach for TA
program
OUTCOME
6E IMPACT REPORT
2023
EVICS Tuition
Assistance
EVICS.org
Page 102
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CHALLENGES AND INSIGHTS GAINED
Cost of Living: Expanding tuition assistance in Estes Park faces the challenge of incorporating the high
cost of living into eligibility assessments. The Family Advocacy Coalition (FAC) has highlighted
affordability as a critical obstacle for families, with childcare costs being a prominent example. The EVICS
program is vital for families affected by seasonal employment fluctuations, which often disqualify them
from other forms of support. Currently, there is no established method to factor in living expenses,
business ownership, or personal debts. Applicant income is verified by obtaining 30 days of current pay
stubs or the like and using the Federal Poverty Calculator with the gross income to determine eligibility
and parent copay amounts. This process requires significant management and follow up to ensure EVICS
is gaining a fair and accurate picture of the family’s total income. Collaborative efforts with partner
organizations are underway to understand how other debts and expenses are considered in similar
programs. The key takeaway is the necessity of developing a system that acknowledges the unique costs
associated with mountain community living which significantly impact family budgets.
Seasonality: With the known challenges of seasonal employment and income fluctuations capturing an
accurate income for those in the service industry required continuous ‘pulling’ of income verification. The
EVICS tuition assistance program is crucial for families to maintain employment amidst seasonal work and
fluctuating incomes.
Other Tuition Assistance sources:
CCCAP:
CCAP eligibility and application process presents significant challenges for many of our families that are
enrolled in Tuition Assistance. Factors include seasonal employment, legal issues that disqualify families
(i.e. separation/divorce in process, custody disputes, adoptions, guardianship, etc.), parental citizenship
and documentation (CCAP does not allow for undocumented parents/guardians to apply, nor those that
are in the citizenship process. Another barrier, is that if you are a citizen who is sponsoring a family
member in the citizenship process it is advised to not receive state, federal or county assistance). EVICS
currently has 23 families receiving tuition assistance only 10 of these current families are eligible for
CCAP. 6 of these families were in the application process when the Larimer County CCAP Freeze took
place. 4 were still in the first months of their EVICS Tuition Assistance Award and eligibility is unknown.
Our families that have been approved for CCAP in Larimer County have reported alarmingly high parent
copays compared to what they are currently approved for with EVICS. One family seeing an increase of
$500 of what they are currently paying. In some circumstances, EVICS agreed to help CCAP recipients
with the gap coverage to offset the cost.
6E IMPACT REPORT
2023
EVICS Tuition
Assistance
Page 103
6E IMPACT REPORT
MONTH AND YEAR
Tuition Assistance 2023
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CHALLENGES AND INSIGHTS GAINED CONTINUED
CCAP reports to assist families that fall below 185% of the Federal Poverty Level and under 85% of the
state median income. At EVICS our Tuition Assistance recipients for 2023 all fall under 65% of Average
Median Income (AMI). While 97% of 2023 recipients are 165% land below the Federal Poverty Level (FPL).
Despite all recipient families falling below 65% of the Average Median Income and 97% below 165% of the
Federal Poverty Level, complexities in eligibility criteria prevent many from qualifying for additional
funding through the CCAP program.
LCCF:
The Larimer County Childcare Fund (LCCF) intended to expand eligibility but fell short in supporting local
Estes Valley families, with issues in application follow-up and rapid expenditure of funds. Our office
guided families to apply for LCCF to at least be placed on their waitlist. Currently only 1 family receives
any funding from LCCF, they were extended from 2022. 2 Estes Park families are on the LCCF waiting list.
Other families that EVICS has assisted with LCCF applications have not reported any communication or
notification of movement on the waitlist orm aid availability.
UPK:
Universal Pre-Kindergarten was implemented with immense challenges and was ultimately underfunded
for some of the intended programming, such as coverage for eligible 3 year-olds. UPK also replaced and
altered the funding format for preschool slots. The payment system to providers was confusing. This
complicated the landscape of childcare and made fragile the availability of slots and planning by
providers. We work closely with providers approved for UPK funding to find places for these children (4-5
years old) to attend the UPK programs. A challenge has been that some parents have declined UPK due to
only being approved for ½ day UPK at 1 location and needing to find care for the other half of the day.
Transportation between two childcare facilities is unavailable and has led to keeping the child at the
original provider. EVICS tracks UPK spaces at Mountaintop Childcare, and the YMCA program and
continuously encourages parents to enroll.
Eligibility for Estes Valley Working Families:
EVICS had to turn away 12-15 families who were applying for Tuition Assistance support because they
qualified just at or over 185% of the FPL. Thus requiring they have pay a parent copay of 13-15% of their
monthly income. In many cases this amount would be equal to or exceed the cost of childcare they were
receiving. In follow up with these families it was learned that some were able to put together childcare
with adjusted parent schedules, favors from neighbors or friends, or some chose to have a parent leave or
alter employment to be home for their children.
Page 104
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CHALLENGES AND INSIGHTS GAINED CONTINUED
It’s New!:
The new 6E funding presents a challenge due to its novelty and the ongoing development of related
procedures, policies, and allocations. Ensuring that the funding's goals align with actual needs of our
working families requires diligent monitoring and follow-up. The T.A. Navigator role is key in maintaining
close connections with families, understanding their needs, and assessing the impact of support on their
wellbeing and participation. This role also facilitates communication with the Housing and Childcare
Manager, highlighting issues such as the increased parent fee for CCAP-approved families, and how the
6E funding can bridge affordability gaps, thereby contributing to sustainable tuition assistance.
Establishing clear direction and securing consistent funding are crucial for the strategic growth and
expansion of EVICS's tuition assistance services. Consistent funding ensures the ability to meet family
needs and adapt to the evolving childcare landscape, while the T.A. Navigator's data monitoring informs
the program's impact and guides future planning for efficient fund utilization and leveraging additional
support.
6E IMPACT REPORT
2023
EVICS Tuition
Assistance
Page 105
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In short, the future goal of the EVICS Tuition Assistance program should be to ensure that affordability of
childcare for our local workforce is never a barrier.
The EVICS Tuition Assistance program is committed to a future that ensures that childcare affordability is
never an obstacle for the local workforce. With the strategic use of 6E allocation funding, the program
aims to expand tuition assistance, anticipating an increase in demand as the community grows and other
funding sources are halted.
The T.A. Navigator's role in tracking data is crucial for guiding the program's future and ensuring funds are
used effectively. Efforts to streamline and create efficiency in the application and and the eligibility
process are ongoing, with the aim to serve more families without compromising the program's success.
Past challenges have underscored the importance of reliable funding to support families through various
crises, allowing the program to pivot and fill gaps in affordability when necessary.
EVICS Family Resource Centerwould love to see:
Increased eligibility for families seeking tuition assistance at our local level that is ongoing and
consistent
To be able to serve those working families that are right along the threshold of tuition assistance
eligibility and are expending 15% of their income
To see providers being able to bill a state average cost of care to families without worry of losing
business For providers to be able to bill for spaces held for the child versus on attendance to create a
more consistent income
Increased infant and toddler spots in facilities and home care
A renewed interest in the childcare profession here locally because it is a well compensated and
supported field
Thank you!
Please direct any inquiries or questions about this report to:
Garett Faillaci - Tuition Assistance Navigator
garrett@evics.org
970-586-3055
6E IMPACT REPORT
MONTH AND YEAR
Tuition Assistance 2023
THE FUTURE!
Page 106
5/29/2024
2024 Tuition Assistance
Carlie Bangs
Housing & Childcare Manager
Town of Estes Park
Town Board Meeting
May 28, 2024
6E Funding Expenditure for a Childcare Tuition
Assistance
Objective
1
2
Presentation
Page 107
5/29/2024
Present Situation
●In 2023, EVICS distributed over $100,000 in tuition assistance to local
families
●23 families were enrolled in the program at end of 2023
●Colorado Childcare Assistance Program (CCAP) froze in February
2024
●It is expected that the freeze will continue through the rest of the year
Request
●Funds for January through April,
2024
●Approximately $150,000 to support
families with children 0-13 years old
●Poised to react to community need
throughout the rest of the year
Image from EVICS Family Resource Center
3
4
Page 108
5/29/2024
Vision:
Estes Valley is a community where children thrive, and families prosper
Mission:
To provide services that strengthen and support children and families
5
6
Page 109
5/29/2024
1.Support families and childcare providers with access to quality
early childhood education, resources, and services.
2.Empower all families by providing resources, referrals, parent
education, and services that strengthen families and promote
optimal child growth and development.
3.Promote the Family Resource Center and maximize community
connections and resources.
4.Increase community awareness of and investment in early
childhood needs and family services.
5.Create a sustainable funding model to maintain mission
critical services and provide opportunities to grow.
OUR GOALS
RUT MILLER
MEET OUR TEAM
INTERIM EXECUTIVE
DIRECTOR
FAMILY ADVOCATE
BI-LINGUAL FAMILY ADVOCATE FAMILY HEALTH EDUCATOR
ANGELINA KIRKPATRICK
MICHELLE TAPIA LESTA JOHNSON
7
8
Page 110
5/29/2024
EVICS FAMILY PATHWAY
FRAMEWORK
GENERAL
SERVICES
1 2 3
CENTER
SERVICES
FAMILY
DEVELOPMENT
SERVICES
TUITION
ASSISTANCE
PROCESS
Client/Family comes
to EVICS seeking
Tuition Assistance for
Childcare.
EVICS staff meets with
family and support
them through filling
out the application,
obtaining income
verification, and
determining if they
need any other Family
Development Support
Services
Award Certificate
signed with
parent/guardians
and review timelines
of support. Provide
direction and support
to apply for other
assistance programs
if applicable.
Child(ren) begin at
Childcare.
EVICS Childcare
Resource Specialist
processes the
application within 48
hours and
determines the
parent fee. Confirms
enrollment with
childcare provider.
Prepare Award
Certificate
EVICS Family Resource
Center continues to
support family with
programs. If unable to
qualify for other
support programs a 3-
6 month follow up
schedule is established
to gain new updated
income statements to
ensure that the family
still qualifies for Tuition
Assistance support.
9
10
Page 111
5/29/2024
EVICS Tuition Assistance per year
Historical Financial Data
Number of Children Awarded
Tuition Assistance Comparison 2022-2024 YTD
11
12
Page 112
5/29/2024
TotalAvg. Cost/child/Month# ChildrenSpanPeriod/Months
$74,259$55027Jan-May5
$62,700$55038Jun-Aug3
$77,000$55035Sep-Dec4
EVICS is requesting $200,000 to fund Tuition Assistance for the fiscal year 2024 as follows:
The total anticipated spending is about $213,950. EVICS has received a
grant of $15,000 so far this year.
Future of Tuition Assistance
●Stabilize the families that currently need tuition assistance and
would normally rely upon CCAP
●Increase efficiency in the application process and develop a more
streamlined process for administering assistance
●Increase collaboration and communication with CCAP/LCCF
●Decrease administrative costs for local assistance
●Pursue the utilization of the existing online platform, Bridgecare,
that ECCLC uses to administer the LCCF assistance program
13
14
Page 113
5/29/2024
Proposal
Town staff proposes that the Town Board
approve the expenditure of 6E funds up
to $200,000 and authorize the Town
Administrator to approve a contract for
that purpose.
Finance Impact
Up to $200,000 from the 6E Childcare
Assistance fund 270-1948-419.29-75
15
Page 114
TOWN CLERK’S OFFICE Memo
To: Honorable Mayor Hall
Board of Trustees
Through: Town Administrator Machalek
From: Jackie Williamson, Town Clerk
Date: May 28, 2024
RE: Interview Committee for the Estes Park Housing Authority Board of
Commissioners
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER Committee
QUASI-JUDICIAL YES NO
Objective:
To appoint Town Board Members to the interview committee for the vacancy on the
Estes Park Housing Authority (EPHA) Board of Commissioners.
Present Situation:
Prior to the April 2, 2024 regular Municipal Election, Trustee Bill Brown served on the
EPHA Board for a term expiring April 30, 2028, creating a vacancy on the seven-
member board. The Town Clerk’s Office has advertised the opening and has received
two (2) applications as of the date of this memo.
Proposal:
Policy 101 Section 6 states all applicants for Town Committees/Boards are to be
interviewed by the Town Board, or its designee. Any designee will be appointed by the
Town Board. Therefore, two members of the Board would interview all interested
applicants for the board position.
Advantages:
To move the process forward and allow interviews to be conducted of interested
applicants.
Disadvantages:
None.
Action Recommended:
To appoint two Town Board members to the interview committee.
Page 115
Finance/Resource Impact:
None.
Level of Public Interest
Low.
Sample Motion:
I move to approve/deny the appointment of Trustees __________ and ___________ to
the Estes Park Housing Authority Board of Commissioners interview committee.
Attachments:
None.
Page 116
UTILITIES Report
To: Honorable Mayor Hall
Board of Trustees
Through: Town Administrator Machalek
From: Reuben Bergsten, Utilities Director
Jacqueline Wesley, P.E., Project Manager
Date: 5-28-2024
RE: State Revolving Fund Loan for Water Main Replacements
Objective:
Update Town Board regarding State Revolving Fund (SRF) financing for the Carriage
Hills and Spruce Knob Water Systems Improvement Project.
Present Situation:
The Crystal Water Company, purchased by the Town in 1988, built their Carriage Hills
water mains with brittle cast iron pipes prone to leaks due to cold water and our Rocky
Mountains. Today, the Carriage Hills area has the highest frequency of emergency leak
repairs on our system. Reactive leak repairs are costly and do not advance long-term
reliability. These leaks also create localized traffic disruptions as we excavate roadways
to repair the pipes.
The Spruce Knob Water Company serves properties along Joel Estes Drive. The State
issued a "Cease-and-desist use of the Spruce Knob well" because Spruce Knob did not
have an augmentation plan nor replacement water.
Resolution 102-22 approved a bulk water supply agreement with Spruce Knob Water
Company requiring Spruce Knob to replace their water mains to Town standards by
December of 2024. The Town would then take ownership of their system, and the
Spruce Knob Water Company Customers would become Town water customers.
Since 2022, shifting circumstances include the pressing need to complete the Mall Road
looping project (identified as the Lake Estes Loop in the 1985 Master Plan) and
influence from DOLA (Department Of Local Affairs) and CDPHE (Colorado Department
of Public Health and Environment).
Spruce Knob Water Company is a small entity that lacks the necessary experts to
handle the technical, managerial, and financial demands of its pipe replacement project.
The Colorado Department of Health and Environment (CDPHE) asked the Town to
support Spruce Knob, and the Department of Local Affairs endorsed CDPHE's request
with strong encouragement that combining our Carriage Hills and Spruce Knob projects
Page 117
would give the Town a competitive DOLA Tier II grant application. The Town Board
passed Resolution 25-24 supporting the DOLA grant application.
Project Manager Wesley identified an elegant distribution system solution. In
collaboration with the Spruce Knob Water Company project's pipe, the Mall Road
Looping project is to extend from the end of that project's pipe on Joel Estes Drive and
connect to the water main in front of the redeveloping Olympus Lodge. Doing so
eliminates a dreaded dead-end.
The federal Infrastructure Investment and Jobs Act (IIJA) added the potential for
additional grant funding. The IIJA program initially indicated qualifying projects financed
through the State Revolving Fund (SRF) program could get up to 50% principal loan
forgiveness, capped at five million dollars. Staff worked diligently to develop a $10M
project to maximize the 50%/$5M principal loan forgiveness. The State recently
informed us the maximum principal loan forgiveness has dropped to a maximum of $1M
in principal forgiveness.
The SRF application requires multiple steps. Our professional engineer, Wesley, has
completed a Project Needs Assessment (PNA), engineering design, and an opinion of
probable costs. The PNA provides the SRF program staff with information about the
project need, reasons for the project, and alternatives analysis.
With the unfortunate reduction in principal forgiveness, Wesley has re-evaluated and
reduced the scope of the Carriage Hills project to better match the available principal
forgiveness with the water system's needs and future financial demands. The current
project is estimated to be six to eight million dollars with up to $1M in principal
forgiveness and possibly the $1M DOLA grant.
SRF loan applications run in cycles, and the next due date is June 5, 2024. The loan
and principal forgiveness process is competitive, with final approval announced in fall
2024. At that time, we will know the loan and principal forgiveness terms. If favorable,
staff will bring the project financing package to the Town Board for consideration
acceptance or dismissal of the project financing.
On May 7th, Wesley held a public meeting which was advertised in the local paper. The
information can also be found on the Water Division web page,
www.estes.org/waterprojects
Proposal:
Staff proposes continued search for favorable capital project financing to stretch our
financial capacity to complete prioritized capital projects.
Advantages:
•Maximize the potential for principal forgiveness through SRF and obtaining a DOLA
grant by combining the Spruce Knob project with the Carriage Hills project.
•Reduces reactive maintenance and local traffic disruption in an area of highest
frequency leaks.
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•Collaborates with a private, distressed water company (Spruce Knob) while increasing
the water quality delivered to those Spruce Knob customers by eliminating a dead-end
pipe at the end of Joel Estes Drive.
Disadvantages:
•The water division has to execute prioritized capital projects on a financially constrained
budget. This often leads to staff disappointment when they realize that we can't
undertake all our high-priority projects at once; however, we have been managing that
disappointment for a long time. For instance, we are only now addressing the Mall Road
Looping project, which was listed as a priority in the 1985 master plan.
•Capital projects place increasing rate pressure on our water customers; however,
choosing to do nothing only postpones the problem instead of solving it.
Action Recommended:
Staff recommends we continue to pursue favorable financing to implement capital
improvement projects.
Finance/Resource Impact:
TBD, Water Fund, $6 to $8 million with terms TBD
Level of Public Interest
Moderate – Carriage Hills is a significant percentage of our water customers. The
Carriage Hills area also experiences a significant number of water main breaks or leaks.
Low interest rate loans and potential principal forgiveness offer opportunities to
complete a portion of this rehabilitation with reduced financial impact to our users.
Attachments:
1. Presentation
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Attachment 1
Page 120
Page 121
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Page 125
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TOWN BOARD STUDY SESSION
May 28, 2024
Governance Orientation.
1.Link to Presentation – Governance Orientation
2.Link to Policy Governance
3.Link to Policy 103 Town Board Code of
Conduct and Operating Principles
4.Link to Policy 105 Agendas
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Town Board Governance
May 28, 2024
Town Board Meeting
Agenda
X Policy Governance 101
X Board Code of Conduct (Policy 103)
X Meeting Procedures
X Agenda Setting (Policy 105)
X Motions (Policy 103)
X Strategic Planning
X Legacy Issues vs. In-the-Weeds
X Roles and Relationships with Other Entities
X Internal Committees and Advisory Boards
X Membership/Representation on Outside Entities
X Outside Organizations with Town Relationship
X State, Federal, and Local Agencies
Attachment 1
Page 130
Policy Governance 101
How to look at the role of a governing board
Purpose
X To facilitate a high-achieving Town Board that serves the community in the
most effective and efficient manner possible.
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Characteristics of a High-Performing
Governing Body (Town Board)
X Addresses difficult policy problems
X Builds capacity to work effectively as a group
X Develops and maintains a productive relationship
with staff
www.goodlocalgovernment.org
Obstacles
X Conflicting values that drive policymaking
X Conditions that make public policymaking difficult
X Perspectives of elected officials and staff
www.goodlocalgovernment.org
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Town Board Working Conditions
X Vague task definition
X No hierarchy
X No specialization
X Little feedback
X Open meetings
www.goodlocalgovernment.org
Adopted Governance Policies Reduces
Uncertainty
X Highlight policymaking role
X Enable goal-setting
X Provide problem-solving techniques
X Develop norms of behavior
X Build sense of team
X Strengthen partnership with staff
www.goodlocalgovernment.org
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Town Administrator’s Role
X Translate between politics and administration
X Align
X Town Board goals and staff priorities
X Town Board and staff expectations and
contributions
X Passion with data
Policy Governance
X Based on the work of Dr. John Carver
X Boards That Make a Difference (Jossey-Bass, 1990)
Page 134
What Policy Governance is Not
X A way to take power away from a governing body
X Strategic or Financial Planning Model
X Management Technique
X Structural Change
Benefits of Policy Governance
X Empowers the Board
X Ensures staff accountability
X Improves the use of the Board’s time
X Improves the effectiveness of the Town
organization
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Three Basic Assumptions
1.The Governing Body “owns” the business
2.The Governing Body only has authority when
acting as a group
3.The Governing Body’s only official link to the
organization is with the CEO
1. The Governing Body “Owns” the
Business
X The Town Board “owns” the business on behalf of
the citizens of Estes Park
X The Town Board is NOT there to help staff
X ALL authority comes from the Town Board
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2. The Governing Body only has authority
when acting as a group
X The Town Board may only take action with a
majority of a quorum
X Individual Board members do not have any
unilateral authority
3.The Governing Body’s only official link to the
organization is with the CEO
X Town’s CEO is the Town Administrator
X DOES NOT mean that Board members cannot talk to other members of staff
X Instructions, evaluation, monitoring are done ONLY with
the Town Administrator
X Town Administrator performance is synonymous with
organizational performance
X The Board is accountable for the Town Administrator’s job
and job performance. The Town Administrator is not
accountable for the Board’s job or job performance.
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Policy Governance in Action
Four Categories
1.Governance Process
2.Board-Staff Linkages
3.Staff Limitations
4.Ends
1. Governance Process
How does the Board work together and do its job?
Page 138
Governance Process Covers
X Policy 1.0 Governance Commitment
X Policy 1.1 Governing Style
X Policy 1.2 Operating Principles
X Policy 1.3 Board Job Description
X Policy 1.4 Mayor’s Responsibility
X Policy 1.5 Reserved
X Policy 1.6 Board Appointed Committee Principles
X Policy 1.7 Board Liaison Roles
X Policy 1.8 Board Committee Principles
X Policy 1.9 Annual Planning and Agenda
X Policy 1.10 Self-Monitoring of the Board
2. Board Staff Linkages
CEO job description, delegation to the CEO, and monitoring of CEO Performance
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Delegation to CEO
X Defines scope of authority for CEO (Town
Administrator) and the Board
X CEO can make all decisions and take any action,
as long as they are consistent with any reasonable
interpretation of the policies of the Board
X Defines consequences and circumstances for
stepping outside of this delegation
Monitoring Performance
X Monitoring CEO performance is synonymous with
monitoring organizational performance against Board
policies and Staff Limitations.
X Intended to be automatic with a minimum amount of Board
time unless there is an issue.
X Reporting
X Internal – Disclosure from CEO
X External - Discovery by disinterested 3
rd party direct to Board
X Direct Board Inspection
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3. Staff Limitations
Prescribed limitations on means
Page 142
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Nested Staff Limitations
X The Town Administrator shall not cause or allow
any practice that is unlawful, imprudent, or
unethical.
X With respect to the treatment of staff, the Town
Administrator may not cause or allow conditions
which are unsafe, unfair, or undignified.
X The Town Administrator shall not operate without
written personnel policies that clarify personnel
rules for employees.
Staff Limitations
X Encourages creativity and flexibility
X Lets the experts do their job
X Reduces miscommunication between staff and
Board
X Can be as loose or restrictive as the Board desires
X Creates clear performance standards
X Can be changed by Board at any time
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Ends vs. Means
X Ends (where do we want to go?)
X What product or service?
X For whom?
X At what cost?
X Means (how do we get there?)
X Methods and Practices
X Technology
X Conduct
X Staffing
X Program
Ends = Outcome Areas
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Board Code of Conduct
Policy 103
Code of Conduct – Policy 103
X Guidelines for behaviors of members of the Town
Board of Trustees and appointed officials in the
performance of their official duties and
interaction with the Public and Town
Administration.
X Some ethical requirements are enforced by
Federal, State, or local laws. Others rely on
training and self-governance.
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Meeting Procedures
Agenda Setting (Policy 105)
Motions (Policy 103)
Agenda Setting – Policy 105
X Board-adopted policy
X Establishes the process for preparing and
publishing the agendas for any meeting of the
Board of Trustees.
X Requirements to add an item to a Study Session
differ from those required to add an item to a
regular Town Board meeting.
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Motions– Policy 103
X Board-adopted policy
X Exhibit A of Policy 103 establishes a tool box for
meeting procedure options, purposes, and
properties.
X This toolbox contains information on motions used
in Town Board meetings.
Strategic Planning
Legacy Issues vs. “In-the-Weeds”
Page 148
Ends = Outcome Areas
Vision and Mission
X Vision: The Town of Estes Park will be an ever
more vibrant and welcoming mountain
community.
X Mission: The Mission of the Town of Estes Park is
to provide high-quality, reliable services for the
benefit of our residents, guests, and employees,
while being good stewards of public resources and
our natural setting.
Page 149
Strategic Policy Statements
X Further clarifications of the Town Board’s policy and philosophy that add additional context and detail to the Board’s position on each Outcome Area.
X Characteristics of an effective Strategic Policy Statement:
X Focused on ends, not means
X Has a long-term horizon
X Describes what success in an Outcome Area looks like to the Town Board
X Can be implemented through execution of one-year
objectives and multi-year goals
X Provides direction to staff in developing goals,
objectives, and the annual budget
Goals and Objectives
X Goals are multi-year targets that support the
Board’s Strategic Policy Statements and support
Outcome Areas
X Objectives are one-year initiatives that support
the Board’s Strategic Policy Statements and
Outcome Areas
X The bulk of the Town’s “new work” comes from
objectives in the Strategic Plan
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Example
Roles and Relationships with Other
Entities
Internal Committees and Advisory Boards
Membership/Representation on Outside Entities
Outside Organizations with Town Relationship
State, Federal, and Local Agencies
Page 151
Internal Committees and Advisory
Boards
Audit Committee
X Responsible for:
X Reviewing Audit Report/Findings with
Auditors
X Making Recommendations to Town Board
regarding the audit and auditors
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Transportation Advisory Board
X Advise on:
X Transportation planning
X Parking
X Bike/Pedestrian Trails
X Board Liaison – Trustee Martchink
Board of Adjustments
X Responsible for:
X Reviewing requests for variances
X Hear appeals of Zoning Administrator
interpretation
X Board Liaison – Trustee Brown
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Board of Appeals
X Responsible for:
X Hearing appeals on determinations of the
Building Official
X Review Building Code amendments
X Board Liaison – Trustee Younglund
Planning Commission
X Responsible for:
X Land Use Review
X Development Code Review
X Comprehensive Planning
X Board Liaison – Trustee Lancaster
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Membership/Representation on
Outside Entities
Platte River Power Authority
X Town is part owner
X Public authority
X Two positions on Board of Directors
X Mayor Hall
X Reuben Bergsten
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Estes Chamber of Commerce Economic
Development and Workforce Council
X Newly formed part of the Chamber of Commerce
X Town provides funding
X Two positions on Council
X Trustee Brown
X Town Administrator Machalek
Larimer Emergency Telephone Authority
(LETA)
X Public Entity
X Funded by surcharge on telephones
and cell phones
X Supports 911 services county-wide
X Town representative is Town Administrator or
Town Administrator Designee (currently Interim
Chief Stewart)
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Colorado Association of Ski Towns (CAST)
X Member
X Trustee Cenac is Voting Designee
X Trustee Hazelton is Alternate Designee
Colorado Municipal League (CML)
X Member
X Lobbies at the State level for
local governments
X Education and information
X Annual conference
X Workshops
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Larimer County Regional Opioid
Abatement Council
X Member
X Established via Intergovernmental Agreement in
2022
X Decides how opioid settlement funds will be
distributed in the region
X Trustee Younglund is Voting Member
Larimer County Solid Waste Policy
Council
X Member
X Established via Intergovernmental Agreement
X Council serves in an advisory capacity to the
Larimer County Board of County Commissioners on
solid waste management and planning matters
X Ongoing discussions about the role of this group
X Trustee Lancaster is the Town’s representative
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Larimer County Behavioral Health Policy
Council
X Member
X Purpose is to foster regional coordination and
cooperation in matters relating to the provision of
a continuum of behavioral health services in
Larimer County.
X Mayor Hall is the Town’s representative
Outside Organizations with Town
Relationship
Page 159
Sister Cities
X Estes Park Sister Cities Association, Inc.
X Monteverde, Costa Rica
X Board Liaison – Trustee Younglund
Estes Valley Restorative Justice
Partnership
X Partnership between the Town and a 501(c)(3)
(Estes Valley Restorative Justice Partnership, Inc.)
X Proactive and responsive programs for youth and
adults that bring the community together to
resolve issues and build solutions.
X Board Liaison – Trustee Hazelton
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State Agencies
State Agencies we Interact with the Most
X Colorado Department of Transportation (CDOT)
X Department of Local Affairs (DOLA)
X Department of Revenue (DOR)
X Colorado Parks and Wildlife (CPW)
)
Page 161
Federal Agencies
Federal Agencies we Interact with the
Most
X Bureau of Reclamation (BOR)
X Controls Lake Estes, Marys Lake, and Big Thompson
Project
X Special Use Permit for Parking Structure
X National Park Service
X Transportation and shuttles
X Wildlife
X Wildland fires
X Law enforcement and dispatch
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Local Agencies
Local Agencies
X Estes Park Housing Authority
X 5-member Board, appointed by Town Board
X Library District
X 7-member Board, appointed by Town and County
X Local Marketing District (Visit Estes Park)
X Town appoints 5 members of their Board
X County appoints 2 members
X Town and County both have to approve operating
plan
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Local Agencies
X Estes Valley Fire Protection District (EVFPD)
X Separate elected Board
X Town provides general sales tax funding and a
portion of the renewed 1A funds
X Estes Valley Recreation and Park District (EVRPD)
X Separate elected Board
X Town owns Stanley Park and 18-hole golf course
Local Agencies
X Larimer County
X Coordinated elections
X Property tax collection and assessment
X Jail/law enforcement mutual aid
X Wildland fires
X Courts
X Human Services
X Solid Waste/Transfer Station
X Health Department
Page 164
Local Agencies
X Other entities:
X Hospital District
X Park R3 School District
X Estes Park Sanitation District
X Upper Thompson Sanitation District
X Numerous small water districts/systems
Questions?
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1
Governing
Policies of the
Town of
Estes Park
Board of
Trustees
Attachment 2
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2
Introduction
These Governing Policies, as adopted by the Board of Trustees, incorporate four categories of
policy. The first category is the Governance Process, which clarifies the board's own job and rules,
how they work together and how the Board relates to the citizens of Town of Estes Park. Category
two is Board/ Staff Linkages which outlines the delegation and accountability through the Town
Administrator. The third Category is Executive Limitations which describes the prudence and ethics,
and limitations of the authority and responsibilities of the Town Administrator in his/her role as the
Chief Appointed Official for the board directing the staff of the Board of Trustees. The first three all
work together to efficiently and effectively implement the fourth Category, which is the vision,
direction, and policy of the Board of Trustees. These describe what benefits will occur, for which
people, at what cost.
To further its accountability to the citizens and taxpayers of the Town of Estes Park, the Board
of Trustees adheres to the following principles of governance:
1.Ownership: The Board connects its authority and accountability to its “owners” – the citizens
and taxpayers of the Town – seeing its task as servant leader to and for them.
2.Governance Position: With the ownership above it and operational matters below it,
governance forms a distinct link in the chain of command and authority. The Board’s role is that of
commander, not advisor. It exists to exercise that authority and properly empower others rather
than to be management’s consultant, or adversary. The Trustees—not the staff—bears full and
direct responsibility for the process and products of governance, just as it bears accountability for
any authority and performance expectations delegated to others.
3.Board Holism: The Board of Trustees makes authoritative decisions directed toward
management and toward itself, its individual Trustees, and committees only as a total group. That
is, Town Board authority is a group authority rather than a summation of individual authorities.
4.Goals Policies: The Town Board defines, in writing, the (a) results, changes, or benefits that
should come about for specified goals (b) recipients, beneficiaries, or otherwise defined impacted
groups, and (c) at what cost or relative priority for the various benefits or various beneficiaries.
These are not all the possible “side benefits” that may occur, but those that form the purpose of the
organization, the achievement of which constitutes organizational success. Policy documents
containing solely these decisions are categorized as “Goals” in the policies that follow.
5.Board Means Policies: The Board of Trustees defines, in writing, those behaviors, values
added, practices, disciplines, and conduct of the Board itself and of the Board’s
delegation/accountability relationship with its own subcomponents and with the management part of
the organization. Because these are not decisions relating to Goals, they are called “Board Means”
to distinguish them from “Ends” and “Staff Means”. These decisions are categorized as
“Governance Process” and “Board Management Delegation”.
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6.Management Limitations Policies: The Board makes decisions with respect to its staff’s means
decisions and actions only in a proscriptive way in order simultaneously (a) to avoid prescribing
means and (b) to put off limits those means that would be unacceptable even if they work. These
decisions are categorized as “Management Limitations” in the policies that follow.
7.Self-Enforcing – These policies are collectively adopted by the Estes Park Board of Trustees
and as such only the board and individual trustees are responsible for compliance both individually
and collectively.
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4
TOWN OF ESTES PARK BOARD OF TRUSTEES
GOVERNING POLICIES MANU AL
Table of Contents
Category 1. Governance Process
Policy 1.0 Governance Commitment
Policy 1.1 Governing Style
Policy 1.2 Operating Principles
Policy 1.3 Board Job Description
Policy 1.4 Mayor’s Responsibility
Policy 1.5 Reserved
Policy 1.6 Board Appointed Committee Principles
Policy 1.7 Board Liaison Roles
Policy 1.8 Board Committee Principles
Policy 1.9 Annual Planning and Agendas
Policy 1.10 Self-Monitoring of the Board
Category 2. Board/Staff Linkage
Policy 2.0 Governance - Management Connection
Policy 2.1 Delegation to the Town Administrator
Policy 2.2 Town Administrator Job Description
Policy 2.3 Monitoring Town Administrator Performance
Policy 2.4 Town Attorney
Category 3. Staff Limitations
Policy 3.0 General Town Administrator Constraint
Policy 3.1 Customer Service
Policy 3.2 Treatment of Staff
Policy 3.3 Financial Planning
Policy 3.4 Financial Condition and Activities
Policy 3.5 Asset Protection
Policy 3.6 Emergency Town Administrator Backup and Replacement
Policy 3.7 Emergency Preparedness
Policy 3.8 Compensation and Benefits
Policy 3.9 Communication and Support to the Board
Policy 3.10 Capital Equipment and Improvements Programming
Policy 3.11 General Town Administrator Constraint – Quality of Life
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Policy 3.12 General Town Administrator – Internal Operating Procedures
Policy 3.13 Town Organizational Plan
Category 4. Ends Statements
Policy 3.0 Ends Statements and Key Outcome Areas of the Board of
Trustees
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.0 POLICY TITLE: GOVER NANCE COMMI TMENT
Within the authority granted to it by Colorado Revised Statutes, the purpose of the Town of
Estes Park Board of Trustees (the “Board”), on behalf of the citizens of Town of Estes Park, is
to see to it that the Town of Estes Park government 1) achieves results for citizens at an
acceptable cost and 2) avoids unacceptable actions and situations.
1.1 The Board of Trustees will approach its task with a style which emphasizes
outward vision rather than an internal preoccupation, strategic leadership more
than administrative detail, clear distinction of Board and staff roles, collective rather
than individual decisions, future rather than past or present, and proactively rather
than reactively.
1.2 The operating principles and commitments of the Board of Trustees, as it relates to
the working relationship between the Trustees, staff and citizens of the Town of
Estes Park, are to emphasize fairness; responsibilities as elected officials; respect;
honesty and integrity; and communication.
1.3 The job of the Board of Trustees is to make contributions which lead the Town
Government toward the desired performance and to assure that it occurs. The
Board’s specific contributions are unique to its trusteeship role and necessary for
proper governance and management.
1.4 The responsibility of the Mayor is, primarily, to establish procedural integrity and
representation of the Board of Trustees and the Town to outside parties (as
delegated by the Board).
1.5 The Board expects of its members ethical and businesslike conduct.
1.6 The Board of Trustees may establish committees to advise the Board in carrying
out its responsibilities. Other than those statutorily required, all committees
appointed by the Town of Estes Park Board of Trustees exist so that Board
decisions (a) will be made from an informed position, and (b) will be made in a
public forum consistent with Board policy.
1.7 The Board of Trustees may appoint an individual Trustee to serve as the official liaison
of the Board to Town Boards and Commissions. The Board of Trustees may appoint an
individual Trustee to serve as the official liaison to other community groups.
1.8 Board Committees, when used, will be assigned so as to reinforce the wholeness of the
Board’s job and so as never to interfere with delegation from the Board to Town
Administrator. The purpose of Board Committee’s shall be to provide more indepth
discussion and information on the specific areas assigned to the Committee.
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Committee’s may not vote or adopt policy, but may make recommendations to the Town
Board for action.
1.9 The Town Board will prepare and follow an annual agenda plan that includes (1) a
complete re-exploration of Goals policies and (2) opportunity for continuous improvement
in Town Board performance through Town Board education, enriched input, and
deliberation.
1.10 The Board of Trustees will systematically and rigorously monitor compliance with these
adopted policies, both individual and collectively, to determine the extent to which
policies are being followed.
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.1
Rev 7-25-17 POLICY TITLE: GOVER NI NG STYL E
The Board of Trustees will approach its task with a style which emphasizes outward vision
rather than an internal preoccupation, strategic leadership more than administrative detail,
clear distinction of Board and staff roles, collective rather than individual decisions, future
rather than past or present, and proactive rather than reactive.
In this spirit:
(1)The Board of Trustees will operate fully aware of its trusteeship and
stewardship obligation to its constituents.
(2)The Board of Trustees will conduct itself individually and collectively with
whatever discipline is needed to govern with excellence through:
1.Being committed to matters such as policy making principles, role
clarification, speaking with one voice and self-policing of any
tendency to stray from governance adopted in Board policies.
2.Individual Board members’ thorough preparation for meetings and
regular attendance.
3.Continuation of Board development including orientation of new
members in the Board’s governance process, participation in
relevant continuing education, and periodic Board discussion of
process improvement.
(3)The Board of Trustees will direct, the organization through the careful
establishment of broad written policies reflecting the Board’s values and
perspectives. The Board’s emphasis will be on impacts on the Town outside
the organization, not on the administrative means.
(4)The Board of Trustees, as trustee for and working with the citizens of the Town
of Estes Park, will be the primary initiator of policy, and will also be receptive to
other policy initiatives from citizens and staff. The Board, not the staff, will be
responsible for Board performance as specified in the policy entitled Board Job
Products.
(5)The Board of Trustees will be accountable to the Citizens of the Town of Estes
Park for competent, conscientious and effective accomplishment of its
obligations as a body. It will allow no individual, committee or entity to usurp
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this role or hinder this commitment.
(6)The Board of Trustees will monitor and discuss the Board’s own process and
performance, and ensure the continuity of its governance capability through
continuing education and training.
(7)A member of the Board of Trustees who votes in the minority is free to express
his/her dissent but will respect the process and legitimacy of the majority
decision.
(8)All Town Trustees will respect legitimacy of the opinions and reasoning of other
Trustees when and after making board decisions.
(9)Agree not to hold grudges or bring disagreements from past actions into future
decisions.
(10) A member of the Board of Trustees who, in their sole opinion, believes they
have a conflict of interest or for any other reason believes that they cannot
make a fair and impartial decision in a legislative or quasi-judicial decision, will
recuse themselves from the discussion and decision. Any recusal will be
made prior to any board discussion of the issue.
(11)Any Trustee may choose to abstain from voting on any question, at their sole
discretion. If there is not conflict of interest or reason for recusal as outlined
in 1.1(10), the trustee may participate fully in Board discussions of the issue,
yet abstain from voting, should they so choose.
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.2 POLICY TITLE: OPERATI NG PRI NCI PLES
Rev 7-25-17
The operating principles and commitments of the Board of Trustees, as it relates to the
working relationship between the Trustees, staff and citizens of Town of Estes Park, are to
emphasize fairness; responsibilities as elected officials; respect; honesty and integrity; and
communication. As such, the Board shall adopt and comply with a Board Code of Conduct
and associated Operating Principles
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.3 POLICY TITLE: BOARD J OB DESCRI P TI ON
The job of the Board of Trustees is to lead the Town Government toward the desired
performance and to assume a good faith effort toward those objectives. The Board’s
leadership is unique to its trusteeship role and necessary for proper governance and
management.
1.3.1 The products of the Board shall be:
1. Linkage: As the Town of Estes Park Board of Trustees places a high
value on open, participatory government, the board will produce the
linkage between Town of Estes Park go vernment and the Citizens of
Town of Estes Park.
A.Needs Assessment: The Board of Trustees will strive to identify the
needs of the citizens as they relate to Town of Estes Park’s activities
and scope of influence, and shall translate such knowledge into the
articulation of Board Objectives policies (see definition below).
B. Advocacy and Ambassadorship: The Board of Trustees will act as
the representatives of the citizens to the Town of Estes Park
government, and shall take steps to inform and clarify:
i. the citizens relationship with government, and
ii. the organization’s focus on future results, and as well as present
accomplishments.
C. Communication:
i.Any Board member expressing a personal point of view on a
matter of Town business must include language which states
the views expressed do not represent the view of the Town,
rather they are the official’s personal opinions, unless
previously authorized to speak on behalf of the Board of
Trustees, or when articulating a position official adopted by
the Board of Trustees.
ii.ii. Board members should recognize that they may be legally
liable for anything they write, present online or say.
2. Written governing policies that, at the broadest levels, address each
category of organizational decision:
A.GOVERNANCE PROCESS: Specification of how the Board of
Trustees conceives carries out and monitors its own task
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B.STAFF LIMITATIONS: Constraints on staff authority which establish
the prudence and ethics boundaries within which all Town
Administrator and staff activity and decisions must take place.
C.BOARD/STAFF LINKAGE: How power is delegated and its proper
use monitored; the role, authority and accountability of the Town
Administrator (and the Town Attorney)..
D.OUTCOMES: Organizational products, effects, benefits, to answer
the questions for (what good, for which recipients, and at what
cost?).
3. The Board will produce assurance of:
A.Town Administrator performance (in accordance with policies in 2A
and 2B)
B.Town Attorney performance (in accordance with policies in 2A and
2B)
4.Adopted resolutions, regulations, ordinances, and fee schedules; legislative
positions; the Audit; the Budget; Boards and Commissions; and statutorily mandated
items.
1.3.2 Role of Town Trustees
1.3.2.1 Representation:
i.Providing leadership for the Town on behalf of the citizens of Estes Park.
ii.Representing and acting in the best interest of citizens of the Town of Estes
Park.
iii.Being knowledgeable of issues, researching background information,
attending regularly scheduled meetings, and acting as a resource for citizens’
concerns.
iv.Serving as a conduit for information from citizens to the Town Administrator
and the Mayor in responding to questions and individual problems.
v.Finding a balanced approach for addressing competing interests among
constituent groups to ensure the community is fairly represented.
vi. Representing the Board of Trustees on standing committees of the Town for
the purpose of monitoring major Town activities and policy implementation.
1.3.2.2 Legislative:
I.Serving as the governing body of the Town and holding all legislative and
corporate powers of the Town specifically granted or implied by statutory
provisions and the Municipal Code.
II.Enacting ordinances, resolutions and policies for the governance of the
Town of Estes Park and protecting the life, health and property of its
citizens and visitors.
III.Establishing policy for the direction of the Town Board and Town Staff.
IV.Establishing fiscal policy, financial targets, and budget goals for the Town
government.
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V.Having final decision making responsibilities over pertinent land use
issues and application of development code requirements within the Town
of Estes Park.
1.3.2.3 Quasi-Judicial:
i.Acting in a quasi-judicial manner in matters brought before it that relate to
public hearings, appeals, land use, and liquor licensing.
ii.Making decisions concerning quasi-judicial matters based upon testimony
presented at formal hearings which are normally conducted during regularly
scheduled Town Board meetings.
iii.Not accepting nor seeking outside input or lobbying that attempts to influence
their decision prior to the quasi-judicial Public Hearing. Any and all ex parte
communication shall be disclosed at the beginning of the hearing. Not doing
so may cause a Trustee to be disqualified from the proceedings.
1.3.2.4 Communications:
I.Following a formal decision, acting as a united body, not as individual
Trustees, and acknowledging the decision of the Town Board.
II.The Town Administrator is the sole point of contact between the Trustees, as
policy makers, and Town Staff.
III.Interacting with the media, governmental entities, the public or other bodies
as individual Trustee and not as a representative of the majority of Trustees
unless an official position or legislative action has been established or
authorized to do so.
IV.Communicating to the Mayor and other Trustees items of importance from
their respective committees and providing information that may be necessary
to keep other members aware of important Town activities or critical
functions.
V.In times of community emergency, it is important that the Town Board speak
with one voice. The Mayor, or the Mayor Pro-Tem, if the Mayor is not
available, shall speak for the Board during an emergency. Other trustees will
refer all requests for information to the Mayor or Mayor Pro-Tem. The Mayor
will coordinate all communication with the incident commander and the Town
Administrator. The purpose of this policy is not to restrict the communication
of the trustees or the Mayor, but to insure all communication is timely and
accurate and is in concert with the incident response plan.
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.4 POLICY TITLE: MAYOR ’S RESP ONSI BI LI TY
REV 2/2016
The responsibility of the Mayor is, primarily, to establish procedural integrity and
representation of the Board of Trustees and the Town to outside parties (as delegated by
the Board). Accordingly:
1.4.1. The responsibility of the Mayor is to consistently guide the behavior of the
Board with its own rules and those legitimately imposed upon it from outside
the organization.
1.4.1.1. Meeting agendas and discussion content will be only those issues
which, according to Board policy, clearly belong to the Board to
decide, not the Town Administrator.
1.4.1.2. Deliberation will be fair, open, orderly and thorough, but also efficient,
limited to time, and kept to the point.
a.1.4.2. The authority of the Mayor is to preside over meetings and to sign documents
as authorized by the Board of Trustees and to preside over the evaluation of the
Town Administrator by the Town Board.
1.4.3. The Mayor shall not act on behalf of the Town in any unilateral manner, except
as approved by the Board of Trustees. This shall include any appointment of
committee or board positions, making any financial or other binding obligations
on behalf of the town, or expressing the official position of the Town on any
matter.
1.4.4 Representation:
1.4.4.1 Provide leadership for the Town of Estes Park.
1.4.4.2 Serve as the primary representative of the Town of Estes Park in official
and ceremonial functions.
1.4.4.3 Represent the Town in interaction with other government agencies.
1.4.4.4 Be the spokesperson for the Town unless the Town Board has decided
otherwise.
1.4.4.5 Represent the Town Board as a liaison with the Town Administrator to
promote the timely flow of information between the Town Board, Town Staff
and other governmental organizations.
1.4.4.6 Represent the Town on the Platte River Power Authority Board.
1.4.5 Enactment:
1.4.5.1 Mayor in conjunction with the Town Board and Town Administrator
enforces the ordinances and laws of the Town.
1.4.5.2 Signs all warrants (see section 2.12.020 of the Municipal Code).
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1.4.5.3 Executes all ordinances and resolutions authorizing expenditure of money
or the entering into a contract before they become valid.
1.4.5.4 Mayor with, Town Board approval, appoints members of committees, and
other entities that may be necessary from time to time for the effective
governance of the Town.
1.4.5.5 Facilitating policies and procedures for the effective management of the
Board, establishing Town goals in conjunction with the Town Board,
promoting consensus and enhancing Board performance.
1.4.6 Mayor Pro Tem – Mayor Pro Tem shall assume all duties of the Mayor in the Mayor’s
absence in accordance with Section 2.16.010 of the Municipal Code.
1.4.7 – Mayoral Appointments
1.4.7.1 – Board Standing Committees – “At the first regular meeting following the
certification of the results of each biennial election, the Mayor shall appoint
three (3) Trustees to the following standing committees: Community
Development/Community Service and Public Safety/ Utilities/Public Works;
and the Mayor shall appoint two (2) Trustees to the Audit committee with the
Mayor serving as the third member.
(Ord. 26-88 §1(part), 1988; Ord. 7-03 §1, 2003; Ord. 10-10 §1, 2010; Ord.
10-14 §1, 2014; Ord. 13-15, § 1, 9-22-2015)
1.4.7.2 Special Assignments –
The Mayor may nominate trustees to serve on committees, community
groups, or in some other capacities as a representative of the Town. The
Mayor shall present the nomination of any such appointments to the Board
for approval at a regular town board meeting. The Mayor will make every
effort to distribute special assignments equitably among the members of the
Board.
1.4.7.3 Special committees. - Special committees may be established by the Board
of Trustees. The Mayor shall appoint all members of any special committee
subject to the approval of the Board of Trustees. (EP Municipal Code
2.08.020)
1.4.8 Voting Privileges – The Mayor has full voting privileges for items coming before the
Board of Trustees. (Ord. 04-16)
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.5
Rev 7-25-17 POLICY TITLE: Reserved
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17
POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.6 POLICY TITLE: BOARD COMMITTEE
REV 4/15/15 PRI NCI PLES
For simplicity and clarity in this policy, the term “Committee” shall refer to any board, commission, task
force, council, committee or any other volunteer group of citizens.
The Board of Trustees may establish committees to advise the Board in carrying out its
responsibilities. Other than those statutorily required, all committees appointed by the Town
of Estes Park Board of Trustees exist so that Board decisions (a) will be made from an
informed position, and (b) will be made in a public forum consistent with Board policy.
Accordingly:
1.6.1 Committees which are appointed by the Board of Trustees.
1.6.1.1 - It is the policy of the Board of Trustees to encourage citizen
involvement in town affairs, as well as to avoid conflicts involving trustees who
serve on committees, boards, commissions and organizations. For these
reasons, the trustees have agreed that a trustee shall serve only as a liaison to
town committees, commissions and boards.
1.6.1.2 -Other than those legislatively directed, committees may not speak or act
for the Board of Trustees except when formally given such authority for specific
and time-limited purposes. Expectations and authority will be carefully stated in
order not to conflict with authority delegated to the staff.
1.6.1.3 - Committees appointed by the board are to help the Board of Trustees
do its job, not to help the staff do its job. Committees ordinarily will assist the
Board by preparing policy alternatives and implications for Board deliberation.
Committees are not created by the Board to advise staff. The Board
understands that at times the Town Administrator or Town Staff may convene ad-
hoc or ongoing advisory boards to serve as advisors for operational issues.
These advisory groups are subject to the same limitations as Board appointed
committees.
1.6.1.4 - In keeping with the Board of Trustees’ broader focus, committees
normally will not have direct dealings with current staff operations. Committees
cannot exercise authority over staff.
1.6.1.5 - Because the staff works for the Board, they will not be expected to
obtain approval of a committee before taking action unless otherwise authorized
by state statute, Board policy, or federal regulation.
1.6.1.6 -Because of the differing nature of committees, some of which are
defined by state statute, the Board shall have and keep current an operating
policy defining the role of different committees and setting forth rules and
procedures for Town of Estes Park committees (Operating Policy 102).
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1.6.1.7 -The authority and responsibility of any committee will not duplicate the
authority or responsibility of:
a)The Board of Trustees
b)Town Staff
c)Any other committee
d)Town Auditor
e)Town Attorney
1.6.1.8 - All committees will undergo a regular sunset review, at least once every
five years, unless otherwise provided for more frequently and according to a
staggered schedule to be adopted separately by the Board of Trustees.
1.6.1.9 - Said sunset review shall include a review of the Board and
Commission’s Mission Statement, and of the Board of Trustees’ charge to the
Committee of their role, responsibility and authority.
1.6.2 - Outside Committees
At times a Trustee may seek to serve or be asked to serve on an outside
committee not appointed by the Board of Trustees. A Trustee may seek or be
asked to serve on an outside committee in an official capacity representing the
Board and the Town of Estes Park, or as an individual Board member, not as the
official representative of the Town or the Board.
1.6.2.1 - Official Representation
a)No Trustee may represent the Town or the Board of Trustees or represent
themselves as being an official representative or speak for the Town or the
Board without have first been officially designated as the Town’s
representative by the Board of Trustees at a regular meeting of the Board.
b)The Mayor may nominate trustees to serve on committees, community groups,
or in some other capacities as a representative of the Town . The Mayor shall
present the nomination of any such appointments to the Board for approval at a
regular town board meeting. The Mayor will make every effort to distribute
special assignments equitably among the members of the Board.
c)A trustee serving on an outside committee shall not chair the outside
committee, board, commission or organization (with the existing exceptions
of the Platte River Power Authority Board or the County Open Lands
Board) without prior approval of the full Board of Trustees.
1.6.2.2 - Individual Representation
a)Individual trustees have the right to participate as an individual in any
outside group or committee.
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b)When participating as an individual trustee, the trustee should clearly
express to the committee membership that he/she is there as an
individual and do not speak for nor represent the Town of Estes Park or
the Board of Trustees.
c)When participating on any outside committee, trustees should be cautious to
avoid any real or perceived conflict of interest and any involvement that
could compromise the role of the trustee in any quasi-judicial actions or other
decisions.
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.7 POLICY TITLE: BOARD LIAISON ROLES
REV 4/15/15
Trustees may serve as the official liaison of the Board to Town committees. The Board of
Trustees may appoint an individual Trustee to serve as the official liaison to other community
groups.
1.7.1 Appointment - The Mayor may nominate trustees to serve as a Board Liaison. The Mayor
shall present the nomination of any such appointments to the Board for approval at a
regular town board meeting. The Mayor will make every effort to distribute special
assignments equitably among the members of the Board.
1.7.2 Term – A Trustee shall serve as the Town Board Liaison solely at the pleasure of the
Town Board, with no specific term limit.
1.7.3 Duties of a Liaison
1.7.3.1 Communicate with the committee when Board of Trustees communication is
needed and to serve as the primary two-way communication channel
between the Town Board and the committee or community group.
1.7.3.2 Review applications, interview candidates and make recommendations to the
Town Board for final approval.
1.7.3.3 Serve as the primary Trustees’ contact for the committee or community
group.
1.7.3.4 Attend assigned committee or community group meetings when requested or
whenever appropriate, in the opinion of the Trustee liaison. Trustee liaisons
are not expected to attend every meeting of the committee or group.
1.7.3.5 The liaison is not a member of the committee and when in attendance at a
meeting is there as an observer for the Board of Trustees and a resource for
the committee. Participation in board discussions should be minimal and
restricted to clarification of Town Board positions or collection of information
to bring back to the full Town Board.
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.8
Rev 7-25-17 POLICY TITLE: BOARD STANDING COMMITTEES
For the purpose of this policy, Board Committee is defined as a sub-committee of the Board of
Trustees and membership is composed solely of Town Trustees.
1.8.1 Board Committees – The Board shall have the following Board Committees (EP Municipal Code
2.08.010)
1.8.1.1 Community Development and Community Services Committee – Responsible for
discussions of issues and policy associated with Community Planning, Building
and Code Compliance, Fairgrounds and Events, Museum, Senior Center, Visitors
Center, Finance and Administration
1.8.1.2 Public Works, Utilities and Public Safety Committee – Responsible for
discussions of issues and policy associated with Police, Engineering, Facilities,
Parks, Streets, and Utilities.
1.8.1.3 Audit Committee – Responsible for supervising and working with the Town
Auditors in the preparation of the Comprehensive Annual Financial Report and any
other formal audits, as required.
1.8.2. Board Committees, when used, will be assigned so as to reinforce the wholeness of the
Board’s job and so as never to interfere with delegation from the Board to Town Administrator.
The purpose of Board Committee’s shall be to provide more indepth discussion and information
on the specific areas assigned to the Committee. Committee’s may not adopt policy, but shall
make recommendations to the Town Board for action.
1.8.3 The following principles shall guide the appointment and operation of all Town Board
Committees:
1.8.3.1 Board Committees may not speak or act for the Board except when formally given
such authority for specific and time limited purposes. Expectations and authority will
be carefully stated in order not to conflict with authority delegated to the Town
Administrator.
1.8.3.2 Board Committees cannot exercise authority over staff. Because the Town
Administrator works for the full board, he or she will not be required to obtain
approval of a Board, Committee or Commission before an executive action.
1.8.3.3 Board committees shall consist of no more than 3 trustees so that the committee is
never a quorum of the Town Board.
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.9 POLICY TITLE: ANNUAL PLANNING AND AGENDAS
1.9 The Town Board will prepare and follow an annual agenda plan that includes (1) a complete
re‐exploration of Goals policies and (2) opportunity for continuous improvement in Town Board
performance through Town Board education, enriched input, and deliberation.
Accordingly:
1.9.1 The Town Board annual planning cycle will conclude each year on July 1, so that
administrative planning and budgeting can be based on accomplishing a one‐year segment of
long‐term Goals.
1.9.1.1 The cycle will start with the Town Board development of its agenda for the next
year. In April-May of each year, the Board will adopt its key objectives for the
following year.
1.9.1.2 The Town Board will identify its priorities for Goals, objectives and other issues to
be resolved in the coming year, and will identify the information‐gathering
necessary to fulfill its role. This may include consultations with selected groups in
the ownership, other methods of gaining ownership input, governance education,
and other education related to Goals issues (e.g. presentations by advocacy
groups, demographers, other providers, and staff).
1.9.1.3 The Board of Trustees, with the assistance of the Town Administrator at the
commencement of the Town Board annual planning cycle, prepare a tentative
agenda plan for the following year’s meetings.
1.9.2 AGENDAS
1.9.2.1 Regular Board Meetings - The Town Clerk will prepare the agenda for any regular
meeting of the board, in consultation with the Town Administrator and staff. A draft
agenda will be distributed to the Board of Trustees for comment prior to the
publication of the agenda.
Individual trustees may request agenda matters for Town Board consideration at
least two weeks prior to the regular board meeting. If any Trustee objects to an
item on the draft agenda when distributed, the Town Administrator will only place
items on the agenda with the direction of a majority of the Board.
The Town Administrator may add routine administrative and consent items to any
Board agenda.
1.9.2.2 Study Sessions – The Town Board will approve the schedule for upcoming Study
Sessions. The Mayor, Trustees or staff may request or recommend any appropriate
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matters for Town Board consideration; however the Town Administrator will only
place items on a Study Session agenda with the direction of a majority of the Board.
1.9.2.3 By an affirmative vote of a majority of the Trustees present at a meeting,
additional matters may be added to the agenda of any such meeting, as long as it is
allowed by statute.
1.9.3 The Town Board will attend to Consent Agenda items (those items delegated to the Town
Administrator yet required by law or contract to be Town Board‐approved, or minor non-
controversial or routine matters) as expeditiously as possible.
1.9.4 Monitoring reports due and/or submitted to the Town Board will be on the Town Board
Meeting agenda for acceptance. Discussion of the reports will be only for indication of policy
violations or if the Town Board does not consider the Interpretation to be reasonable. Potential,
extensive policy revisions under consideration will be scheduled during a Town Board Work
Session or future Town Board Meeting.
‐
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.10 POLICY TITLE: SELF - MONI TORI NG OF THE BOARD
The Board of Trustees will systematically and rigorously monitor compliance with these adopted
policies, both individual and collectively, to determine the extent to which policies are being
followed. Accordingly:
1.10.1. The purpose of monitoring is simply to determine the degree to which Board
policies are being met. Monitoring will be as automatic as possible, using a
minimum of Board time so that meetings can focus on creating the future.
1.10.2 Self-monitoring of compliance with these policies will be completed by the Town
Board twice a year, in August and February at a regularly scheduled Board Study
Session. Monitoring shall be on an exception basis.
(a)The Town Administrator will notify the Board of the scheduled self-monitoring
session a minimum of two weeks prior to the meeting.
(b) Each Board member should review the policy list in section 1.10.6 prior to the
scheduled study session
(c)Any Board member who has a concern about compliance with any of the policies
listed in 1.10.6, or who wishes to discuss the content or interpretation of any of
the policies, should notify the Mayor at least one week prior to the meeting.
(d)Discussion at the Study Session will be limited to those polices brought to the
attention of the Mayor by a member of the Board. All other policies shall be
deemed in compliance.
1.10.3 In every case, the Board of Trustees will judge whether (a) the interpretation is
reasonable, and (b) whether data demonstrate accomplishment of, or compliance with,
the Town Board’s interpretation.
1.10.4 In every case, the standard for compliance shall be “any reasonable Town Trustee’s
individual interpretation” of the Board of Trustees’ policy being monitored however, the
Board of Trustees is the final judge of reasonableness, and will always judge with a
“reasonable person” test (what a reasonably prudent person would do in that context).
Interpretations favored by individual board members do not constitute a “reasonable
person” test.
1.10.5 Actions determined to be not compliant with a reasonable interpretation of Board
of Trustees’ policies will be subject to a process agreed to by the Town Board.
1.10.6. Town Board Compliance Review Schedule
P Method
GOVERNING POLICY REVIEW DATE
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1.1 Governance Style Aug & Feb
(2)(5)-(11) Aug & Feb
1.3 Board Job Description
1.3.1.1.C.i Board Communication Aug & Feb
1.3.1.3 Performance review of Town Administrator and Town
Attorney
Aug & Feb
1.3.2.3 Quasi-Judicial Actions Aug & Feb
1.3.2.4 Trustee Communications Aug & Feb
1.4 Mayor’s Responsibility
1.4.1 Meeting Leadership Aug & Feb
1.4.3 Refraining from Unauthorized Unilateral Actions Aug & Feb
1.4.4 Representation Aug & Feb
1.4.7.2 Special Assignments Aug & Feb
1.6 Board Committee Principles
1.6.1 Committees Appointed by the Board
1.6.1.1
Aug & Feb
1.6.1.2 Aug & Feb
1.6.1.4
Aug & Feb
1.6.1.6 Aug & Feb
1.6.1.7 Aug & Feb
1.6.2 Outside Committees
1.6.2.1 – Official Representation Aug & Feb
1.6.2.2 b&c Individual Representation Aug & Feb
1.7 Board Liaison Roles
1.7.1 Mayoral Appointments Aug & Feb
1.7.3 Duties of A Liaison Aug & Feb
1.8 Board Standing Committees
1.8.2 Use of Board Committees Aug & Feb
1.8.3 Principles for Board Committees Aug & Feb
1.9 Annual Planning and Agendas
1.9.1 Annual Planning Aug & Feb
Adopted Town Policies
103 Town Board Code of Conduct and Operating Principles Biannually –
following Town
Board Elections
107 Board E-mails Annually March
Adopted 7/9/2019
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Page 191
Revised 7-8-2014
1
TOWN OF ESTES PARK
GOVERNING POLICIES MANUAL
Table of Contents
Category 2. Board/Staff Linkage
Policy 2.0 Governance - Management Connection
Policy 2.1 Delegation to the Town Administrator
Policy 2.2 Town Administrator Job Description
Policy 2.3 Monitoring Town Administrator Performance
Policy 2.4 Town Attorney
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Revised 7-8-2014
2
POLICY TYPE: BOARD/STAFF LINKAGE
POLICY 2.0 POLICY TITLE: GOVERNANCE - MANAGEMENT CONNECTION
The Board of Trustees’ official link to the operation of departments of Town Government and
staff is the Town Administrator.
2.1 The Board of Trustees’ job is generally confined to establishing the broadest
policies; implementation and subsidiary decision making is delegated to the
Town Administrator.
2.2 As the Board’s primary link to the operations of Town government, the Town
Administrator’s performance will be considered to be synonymous with
organizational performance (within the scope of the Town Administrator’s
authority).
2.3 Monitoring Town Administrator performance is synonymous with monitoring
organizational performance against Board policies and Staff Limitations. Any
evaluation of Town Administrator performance, formal or informal, may be
derived only from these monitoring criteria.
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Revised 7-8-2014
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POLICY TYPE: BOARD/STAFF LINKAGE
POLICY 2.1 POLICY TITLE: DELEGATION TO THE TOWN
Revised 7/8/2014 ADMINISTRATOR
The Board of Trustees’ job is generally confined to establishing the broadest vision and
policies. Implementation and subsidiary decision making is delegated to the Town
Administrator as specified in the Estes Park Municipal Code 2.28.
2.1.1 Only decisions of the Board of Trustees, by majority vote, are binding on the Town
Administrator.
2.1.2 With the exception of the Town Attorney and the Municipal Judge, the Town
Administrator shall have line authority over all Town departments. This authority shall include
supervision and control over day to day functions and management decisions required to carry
out the objectives of the Board of Trustees.
2.1.3 The policies, goals and objectives of the Board of Trustees direct the Town Administrator
to achieve certain results; the policies permit the Town Administrator to act within acceptable
boundaries of prudence and ethics. With respect to the policies, the Town Administrator is
authorized to make all decisions, take all actions and develop all activities as long as they are
consistent with any reasonable interpretation of the policies of the Board of Trustees.
2.1.4 The Board of Trustees may change its policies, thereby shifting the boundary between
Board and Town Administrator domains. Consequently, the Board may change the latitude of
choice given to the Town Administrator, but so long as any particular delegation is in place, the
Board will respect and support the Town Administrator’s choices. The Board will not allow the
impression that the Town Administrator has violated policy when the Town Administrator
supports an existing policy.
2.1.5 No individual member of the Board of Trustees has authority over the Town
Administrator. Information may be requested by individual Board members, but if such
request, in the Town Administrator’s judgment, requires a material amount of resources or is
detrimental to other necessities, the Town Administrator may ask for majority Board action on
such a request.
2.1.6 It is understood that at times it may be in the best interest of the Town to waive or grant
exceptions to adopted Board policy. The Town Administrator shall request Board approval for
any policy waiver or exception prior to its implementation.
2.1.7 Should the Town Administrator deem it necessary to, or inadvertently, violate a Board
policy, he or she shall promptly inform the Board of Trustees. Informing is simply to guarantee
no violation may be intentionally kept from the Board, not to request approval. Board
response, either approving or disapproving, does not exempt the Town Administrator from
subsequent Board judgment of the action.
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Revised 7-8-2014
4
2.1.8 The following decisions shall be the responsibility of the Board of Trustees.
Implementation and subsidiary decision making for all other items is delegated to the Town
Administrator.
1.Establishment and approval of all Utility Rates
2.Establishment and approval of Community Development Fees
3.Establishment of purchasing approval limitations contained in the Town Procurement Policy.
4.Approval of any increase to staffing levels The Town Administrator may approve positions
funded by grants, which would not impose additional costs to the Town in addition to the
grant funds and any temporary positions for which existing budgeted funds are allocated.
5.All changes to the Town Budget as allocated and adopted by the Board of Trustees.
6.Any sale, purchase or lease of real property
7.Any changes to employee benefits
8.Any issue that, in the opinion of the majority of the Board of Trustees, concerns a
substantial policy determination and/or is of a controversial nature with the public that
warrants Board involvement.
9.Approval of Intergovernmental Agreements, subject to the provisions of the Town
Procurement Policy.
10. Approval of any substantive change to the scope, design, development or construction of
any capital project.
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Revised 7-8-2014
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POLICY TYPE: BOARD/STAFF LINKAGE
POLICY 2.2 POLICY TITLE: TOWN ADMINISTRATOR JOB DESCRIPTION
As the Board’s primary link to the operations of Town government, the Town Administrator’s
performance will be considered to be synonymous with organizational performance (within the
scope of the Town Administrator’s authority).
The Town Administrator’s job contributions can be stated as performance in two areas:
2.2.1 Board outcomes are met and policies are followed.
2.2.2 Town government operation within the boundaries established in Board policies on STAFF
LIMITATIONS.
2.2.3 The official job description for the Town Administrator shall be the as adopted by the Town
Board and as incorporated by reference in the Employment Agreement between the Town and the
Town Administrator.
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POLICY TYPE: BOARD/STAFF LINKAGE
POLICY 2.3 POLICY TITLE: MONITORING TOWN ADMINISTRATOR PERFORMANCE
The Board of Trustees will systematically and rigorously monitor Town Administrator job
performance to determine the extent to which goals are being achieved and whether operational
activities fall within boundaries established in management limitations policies. Accordingly:
2.3.1. The purpose of monitoring is simply to determine the degree to which Board policies
are being met. Information which does not do this will not be considered to be
monitoring. Monitoring will be as automatic as possible, using a minimum of Board
time so that meetings can focus on creating the future.
2.3.2. A given policy may be monitored in one or more of three ways:
(a) Internal Report: Disclosure of compliance information to the Board of Trustees
from the Town Administrator.
(b) External Report: Discovery of compliance information by a disinterested party
who is selected by and reports directly to the Board of Trustees. Such reports
must assess executive performance only against policies of the Board, not
those of the external party unless the Board has previously indicated that
party’s opinion to be the standard.
(c) Direct Board Inspection: Discovery of compliance information by a Board
member or the Board of Trustees as a whole. This is a Board inspection of
documents, activities or circumstances directed by the Board which allows a
“prudent person” test of policy compliance.
2.3.3 In every case, the Board of Trustees will judge whether (a) the Town Administrator’s
interpretation is reasonable, and (b) whether data demonstrate accomplishment of, or
compliance with, the Town Administrator’s interpretation.
2.3.4 In every case, the standard for compliance shall be “any reasonable Town Administrator
interpretation” of the Board of Trustees’ policy being monitored however, the Board of
Trustees is the final judge of reasonableness, and will always judge with a “reasonable
person” test (what a reasonably prudent person would do in that context). Interpretations
favored by individual board members or by the Board of Trustees as a whole do not
constitute a “reasonable person” test.
2.3.5 Actions determined to be not compliant with a reasonable interpretation of Board of
Trustees’ policies will be subject to a remedial process agreed to by the Town Board.
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2.3.6. The Board of Trustees will conduct an annual formal evaluation of the Town
Administrator which will include a summation examination of the monitoring data
acquired during that period.
Town Administrator Performance Expectations Review Schedule
Policy Metho
d
Frequen
cy
Schedule
3.0 General Executive Constraint Internal Annually March
3.1 Customer Service Internal Annually March
3.2 Treatment of Staff Internal Annually March
3.3 Financial Planning/Budgeting Internal Quarterly Apr., July,
Oct., Jan.
3.4 Financial Condition & Activities Internal Annually March
External Annually June
3.5 Asset Protection Internal Annually March
3.6 Emergency Town Administrator Backup
and replacement
Replacement And Back Up
Internal Annually March
3.7 Emergency Preparedness Internal Annually April
3.8 Compensation and Benefits Internal Annually September
3.9 Communication and Support to the Board Internal Annually March
3.10 Capital Equipment and Impro vements
Programming
Internal Annually March
3.11 Quality of Life Internal Annually March
3.12 Internal Procedures Internal Annually July
3.13 Town Organizational Plan Internal Annually July
Revised 3-25-2014
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Revised 7-8-2014
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POLICY TYPE: BOARD/STAFF LINKAGE
POLICY 2.4 POLICY TITLE: TOWN ATTORNEY
The Town Attorney represents the Board of Trustees as specified in the Estes Park Municipal Code
2.24.020 (3) and anyone acting on its behalf so long as they are not acting in conflict with the Board of
Trustee or its policies.
2.4.1 Ethical Obligation of Town Attorney
2.4.1.1 The Town Attorney at all times will be guided by, and subject to, the Colorado Rules
of Professional Conduct for Attorneys and specifically Rule 1.13 Organization as Client
2.4.2 Accountability of the Town Attorney -
2.4.2.1 The Town Attorney shall report directly to the Town Board. The purpose of the
Town Attorney is to ensure that the Board’s actions take place with competent and
prudent legal counsel and representation.
2.4.2.2 The Town Attorney is accountable to the Board acting as a body, never to any
individual Board member or group of members, nor to the Town Administrator.
2.4.2.3 If individual Board members request information or assistance without Board
authorization, the Town Attorney may refuse such requests that require, in his/her
opinion, an inappropriate amount of staff time or funds or is disruptive. In such a
case, the requesting member may choose to bring the request to the Board.
2.4.2.4 Town Attorney accountability is for all resources, including personnel, under his or
her control. Therefore, any accomplishments or violations due to actions of a
subordinate of the Town Attorney are considered to be accomplishments or
violations by the Town Attorney.
2.4.2.5 The Town Attorney may accomplish the “Job Products” of the position in any
manner not imprudent, unethical, or in violation of the prohibitions listed below
under “Limitations on Town Attorney Authority.”
2.4.2.6 The Town Attorney may use any reasonable interpretation of Board policies as
they pertain to his/her authority and accountability. The Town Attorney is
authorized to establish all further policies, make all decisions, take all actions and
develop all activities as long as they are consistent with any reasonable
interpretation of the Board’s policies.
2.4.3 Job Products of the Town Attorney
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Revised 7-8-2014
9
2.4.3.1 Timely opinion on documents and contemplated decisions or actions of the Board,
the Town Administrator or other Town Officials holding the authority to make such
decisions. Requests to the Town Attorney to provide opinions about the wisdom of
policy of decisions shall be discouraged.
2.4.3.2 Timely opinion on the legal ramifications of pending or actual laws, regulations,
court decisions, and pending or threatened litigation.
2.4.3.3 Timely opinion on the legality or propriety under the law of the Board’s processes.
2.4.2.4 Timely opinion on the legality or propriety under the law of pending or actual acts
or omissions of any Trustee, Board, Committee, Commission, the Town
Administrator or other Town employee or official.
2.4.3.5 When requested or appropriate, alternate language or action to achieve Board or
Town Administrator intentions in a lawful manner.
2.4.3.6 Timely and thoughtful advice and recommendations on the range of legal options
available.
2.4.3.7 The Town Attorney shall endeavor to provide professional advice based upon the law
as determined by the Town Attorney and also other considerations as may be
appropriate to the decision. The Town Attorney should refrain from influencing
policy based upon the personal belief of the attorney.
2.4.3.8 Litigation:
(i) Advice regarding avoidance of litigation or settlement of potential litigation.
(ii) Timely provision to the Board and the Town Administrator on the status of
settlement negotiations and all threatened/actual litigation.
(iii) Settlement of litigation, with authority as obtained from the Board.
(iv) Diligent and competent representation of the Board, the Town, and the Town’s
officer’s agents and employees in litigation.
(v.) The Town may carry out its obligation to defend Town officials and employees
from third party claims by using the services of the Town Attorney’s office. The
Town Attorney will be responsible for determining conflicts of interest in such
defense and advise the Board and individuals involved. The Town Attorney may
advise the Board to retain separate counsel to represent the Town, its individual
officials, and/or employees.
2.4.3.9 Adequately brief the board on emerging legal issues and trends affecting the Town.
2.4.4 Limitations on Town Attorney Authority. The Town Attorney shall not:
2.4.4.1 Exercise authority over Town Administrator or staff.
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2.4.4.2 Violate applicable codes of professional ethics and conduct.
2.4.4.3 Treat the public or staff in a disrespectful or unfair manner.
2.4.4.4 Incur expenditures or fiscal encumbrances beyond those authorized under Board
Policy.
2.4.4.5 Unreasonably withhold information from the Town Administrator, nor shall the Town
Attorney fail to cooperate with the Town Administrator in the performance of his/her
official functions.
2.4.5 Evaluation of Town Attorney performance.
2.4.5.1 Town Attorney accountability is only for job expectations explicitly stated by the Board
in this document. Consequently, the provisions herein are the sole basis of any
subsequent evaluation of Town Attorney performance, though he or she may use any
reasonable interpretation of the Board’s words.
2.4.5.2 The Board of Trustees will monitor the Town Attorney’s performance with respect to
these expectations on a routine basis.
2.4.5.3 Any modification to the compensation paid the Town Attorney shall be as specified in
the Estes Park Municipal Code, section 2.24.030.
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1
TOWN OF ESTES PARK
GOVERNING POLICIES MANUAL
Table of Contents
Category 3. Staff Limitations
Policy 3.0 General Town Administrator Constraint
Policy 3.1 Customer Service
Policy 3.2 Treatment of Staff
Policy 3.3 Financial Planning
Policy 3.4 Financial Condition and Activities
Policy 3.5 Asset Protection
Policy 3.6 Emergency Town Administrator Backup and Replacement
Policy 3.7 Emergency Preparedness
Policy 3.8 Compensation and Benefits
Policy 3.9 Communication and Support to the Board
Policy 3.10 Capital Equipment and Improvements Programming
Policy 3.11 General Town Administrator Constraint – Quality of Life
Policy 3.12 General Town Administrator – Internal Operating Procedures
Policy 3.13 Town Organizational Plan
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2
POLICY TYPE: STAFF LIMITATIONS
POLICY 3.0 POLICY TITLE: GENERAL TOWN ADMINISTRATOR
CONSTRAINT
Within the scope of authority delegated to him/her by the Board of Town Trustees, the
Town Administrator shall not cause nor allow any practice, activity, decision or
organizational circumstance that is either unlawful, imprudent, or in violation of commonly
accepted business and professional ethics.
3.1 The quality of life in the Town of Estes Park depends upon the partnership
between citizens, elected officials and Town employees. Therefore, within the
scope of his/her authority, the Town Administrator shall not fail to ensure high
standards regarding the treatment of our citizens.
3.2 With respect to the treatment of paid and volunteer staff, the Town
Administrator may not cause or allow conditions that are unsafe, unfair or
undignified.
3.3 With respect for strategic planning for projects, services and activities with a
fiscal impact, the Town Administrator may not jeopardize either the
operational or fiscal integrity of Town government.
3.4 With respect to the actual, ongoing condition of the Town government’s
financial health, the Town Administrator may not cause or allow the
development of fiscal jeopardy or loss of budgeting integrity in accordance
with Board Objectives.
3.5 Within the scope of his/her authority and given available resources, the Town
Administrator shall not allow the Town’s assets to be unprotected,
inadequately maintained or unnecessarily risked.
3.6 In order to protect the Board from sudden loss of Town Administrator
services, the Town Administrator may have no less than two other member(s)
of the Town management team familiar with Board and Town Administrator
issues and processes.
3.7 The Town Administrator shall have an Emergency Preparedness Process in place for
the coordination of all emergency management partners – Federal, State, and local
governments, voluntary disaster relief organizations, and the private sector to meet
basic human needs and restore essential government services following a disaster.
3.8 With respect to employment, compensation, and benefits to employees,
consultants, contract workers and volunteers, the Town Administrator shall
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3
not cause or allow jeopardy to fiscal integrity.
3.9 The Town Administrator shall not permit the Board of Town Trustees to be
uninformed or unsupported in its work.
3.10 With respect to planning for and reporting on Capital Equipment and
Improvements Programs, the Town Administrator may not jeopardize either
operational or fiscal integrity of the organization.
3.11 With respect to Town government's quality of life for the community the
Town Administrator shall not fail to plan for implementing policies of the
Board regarding economic health, environmental responsibility and
community interests.
3.12 With respect to internal operating procedures, the Town Administrator will
insure that the Town may not fail to have internal procedures for the well
being of the Town to promote effective and efficient Town operations.
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4
POLICY TYPE: STAFF LIMITATIONS
POLICY 3.1 POLICY TITLE: CUSTOMER SERVICE
Rev 7-25-17
3.1 The quality of life in The Town of Estes Park depends upon the partnership
between citizens, elected officials and Town employees. Therefore, within the
scope of his/her authority, the Town Administrator shall not fail to ensure high
standards regarding the treatment of our citizens.
3.1.1 The Town Administrator shall not fail to encourage the following basic attitudes
in employees:
3.1.1.1 The Citizens of The Town of Estes Park deserve the best possible
services and facilities given available resources.
3.1.1.2 Prompt action is provided to resolve problems or issues.
3.1.1.2.1 – “Prompt Action” shall be interpreted as:
Citizens receive initial responses at a minimum acknowledging the
receipt of the contact, within two business days
The appropriate process required to resolve the problem is
initiated within three business days, whenever possible.
3.1.1.3 Attention is paid to detail and quality service is provided that
demonstrates a high level of professionalism.
3.1.1.4 Each employee represents excellence in public service.
3.1.1.5 Each employee is “the Town” in the eyes of the public.
3.1.2 The success of Estes Park Town Government depends upon the partnership between
citizens, , elected officials and Town employees. Accordingly, regarding the treatment of
citizens and customers, the Town Administrator shall not:
3.1.2.1 Fail to inform citizens of their rights, including their right to due process, as
they relate to the operations and responsibilities of the Town.
3.1.2.2 Ignore community opinion on relevant issues or make material decisions
affecting the community in the absence of appropriate community input.
3.1.2.3 Allow the community to be uninformed (or informed in an untimely basis)
about relevant decision making processes and decisions.
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5
3.1.2.4 Ignore problems or issues raised by the community or fail to address them in
a timely manner, where the Town Administrator has been delegated the
authority to act, or to fail to inform the Board of issues where he/she may not
have the authority to act.
3.1.2.5 Allow incompetent, disrespectful or ineffective treatment from Town
employees.
3.1.2.6 Unduly breach or disclose confidential information.
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POLICY TYPE: STAFF LIMITATIONS
POLICY 3.2
Rev 7-25-17 POLICY TITLE: TREATMENT OF STAFF
AND VOLUNTEERS
With respect to the treatment of paid and volunteer staff, the Town Administrator may not
cause or allow conditions which are unsafe, unfair or undignified.
Accordingly, pertaining to paid staff within the scope of his/her authority, the
administrator shall not:
3.2.1 Operate without written personnel policies that clarify personnel rules
for employees.
3.2.2 Fail to acquaint staff with their rights under the adopted personnel rules
upon employment.
3.2.3 Fail to commit and adhere to the policies of Equal Employment
Opportunity and Fair Labor Standards Act.
3.2.4 Fail to make reasonable efforts to provide a safe working environment
for employees, volunteers and citizens utilizing Town services
3.2.5 Operate without written volunteer policies that clarify the
responsibilities of volunteers and of the Town for all volunteers.
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POLICY TYPE: STAFF LIMITATIONS
POLICY 3.3
Rev 7-25-17 POLICY TITLE: FINANCIAL PLANNING
With respect for strategic planning for projects, services and activities with a fiscal impact,
the Town Administrator may not jeopardize either the operational or fiscal integrity of Town
government. Accordingly, the Town Administrator shall not allow budgeting which:
3.3.1. Deviates from statutory requirements.
3.3.2. Deviates materially from Board-stated priorities in its allocation among
competing budgetary needs.
3.3.3. Contains inadequate information to enable credible projection of
revenues and expenses, separation of capital and operational items,
cash flow and subsequent audit trails, and disclosure of planning
assumptions.
3.3.4. Plans the expenditure in any fiscal year of more funds than are
conservatively projected to be received in that period, or which are
otherwise available.
3.3.5. Reduces fund balances or reserves in any fund to a level below that
established by the Board of Town Trustees by adopted policy
3.3.6. Fails to maintain a Budget Contingency Plan capable of responding to
significant shortfalls within the Town’s budget.
3.3.7. Fails to provide for an annual audit.
3.3.8. Fails to protect, within his or her ability to do so, the integrity of the
current or future bond ratings of the Town.
3.3.9. Results in new positions to staffing levels without specific approval of
the Board of Town Trustees. The Town Administrator may approve
positions funded by grants, which would not impose additional costs to
the Town in addition to the grant funds and any temporary positions for
which existing budgeted funds are allocated.
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POLICY TYPE: STAFF LIMITATIONS
POLICY 3.4 POLICY TITLE: FINANCIAL CONDITION AND ACTIVITIES
Rev 7-25-17
With respect to the actual, ongoing condition of the Town government’s financial health, the Town
Administrator may not cause or allow the development of fiscal jeopardy or loss of budgeting
integrity in accordance with Board Objectives. Accordingly, the Town Administrator may not:
3.4.1. Expend more funds than are available.
3.4.2. Allow the general fund and other fund balances to decline to a level
below that established by the Board of Town Trustees by adopted policy, ,
unless otherwise authorized by the Board.
3.4.3. Allow cash to drop to a level below that established by the Board of Town
Trustees by adopted policy, unless otherwise authorized by the Board.
3.4.4. Allow payments or filings to be overdue or inaccurately filed.
3.4.5. Engage in any purchases wherein normally prudent protection has not
been given against conflict of interest and may not engage in purchasing
practices in violation of state law or Town purchasing procedures.
3.4.6. Use any fund for a purpose other than for which the fund was established
, unless otherwise authorized by the Board.
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POLICY TYPE: STAFF LIMITATIONS
POLICY 3.5 POLICY TITLE: ASSET PROTECTION
Within the scope of his/her authority and given available resources, the Town Administrator
shall not allow the Town’s assets to be unprotected, inadequately maintained or unnecessarily
risked.
Accordingly, he or she may not:
3.5.1. Fail to have in place a Risk Management program which insures against
property losses and against liability losses to Board members, staff and the
Town of Estes Park to the amount legally obligated to pay, or allow the
organization to be uninsured:
3.5.1.1 Against theft and casualty losses,
3.5.1.2 Against liability losses to Board members, staff and the town itself in
an amount equal to or greater than the average for comparable
organizations.
3.5.1.3 Against employee theft and dishonesty.
3.5.2. Subject plant, facilities and equipment to improper wear and tear or
insufficient maintenance (except normal deterioration and financial
conditions beyond Town Administrator control).
3.5.3. Receive, process or disburse funds under controls insufficient to meet
the Board-appointed auditor’s standards.
3.5.4. Unnecessarily expose Town government, its Board of Town Trustees or
staff to claims of liability.
3.5.5 Fail to protect intellectual property, information and files from loss or
significant damage.
3.5.6 Acquire, encumber, dispose or contract for real property except as
expressly permitted in Town policy.
3.5.7 Allow internal control standards to be less than that necessary to satisfy
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10
generally accepted accounting/auditing standards recognizing that the
cost of internal control should not exceed the benefits expected to be
derived.
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11
POLICY TYPE: STAFF LIMITATIONS
POLICY 3.6 POLICY TITLE: EMERGENCY TOWN ADMINISTRATOR REPLACEMENT AND BACK UP
In order to protect the Board from sudden loss of Town Administrator services, the Town
Administrator may have no fewer than two (2) other members of the Town management team
familiar with Board of Town Trustees and Town Administrator issues and processes.
3.6.1. The Assistant Town Administrator shall act in the capacity of Town
Administrator in his/her absence. In the absence of the Town
Administrator and Assistant Town Administrator a Town Department Head
previously designated by the Town Administrator will act in the capacity
of Town Administrator.
3.6.2. The Town Administrator shall provide the necessary training needed to
enable successful emergency replacement.
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POLICY TYPE: STAFF LIMITATIONS
POLICY 3.7 POLICY TITLE: EMERGENCY PREPAREDNESS
The Town Administrator shall have an Emergency Preparedness Process in place for coordination
of all emergency management partners – Federal, State, and local governments, voluntary disaster
relief organizations, and the private sector to meet basic human needs and restore essential
government services following a disaster.
3.7.1 The Town Administrator shall be responsible for the assigned
responsibilities identified in the Town of Estes Park Emergency
Operations Plan
3.7.2 The Town Administrator shall not fail to have a business continuity plan for
the Town.
3.7.3 In the event of an emergency, the Town Administrator shall not fail to take
appropriate action immediately to ensure the safety of the public and public
and private assets, including authorizing specific actions by Town staff and
declaring an emergency on behalf of the Board of Town Trustees
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POLICY TYPE: STAFF LIMITATIONS
POLICY 3.8
Rev 7-25-17 POLICY TITLE: COMPENSATION AND BENEFITS
With respect to employment, compensation, and benefits to employees, consultants, contract
workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity
of the Town. Accordingly, pertaining to paid workers, he or she may not:
3.8.1. Change his or her own compensation and benefits.
3.8.2. Promise or imply permanent or guaranteed employment.
3.8.3. Establish current compensation and benefits which deviate materially
for the regional or professional market for the skills employed:
3.8.4. Establish deferred or long-term compensation and benefits, without approval
of the Town Board.
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POLICY TYPE: STAFF LIMITATIONS
POLICY 3.9 POLICY TITLE: COMMUNICATION AND SUPPORT TO THE BOARD
The Town Administrator shall not permit the Board of Town Trustees to be uninformed or unsupported in its
work.
Accordingly, he or she may not:
3.9.1 Let the Board of Town Trustees be unaware of relevant trends, anticipated adverse
media coverage, material external and internal changes, and particularly changes in
the assumptions upon which any Board policy has been previously established.
3.9.2 Fail to submit monitoring data required by the Board (see policy on Monitoring Town
Administrator Performance in Board/Staff Linkage) in a timely, accurate and
understandable fashion, directly addressing provisions of Board policies being
monitored.
3.9.3 Fail to establish a process that brings to the Board of Town Trustees as many staff
and external points of view, issues and options as needed for informed Board choices
on major policy issues.
3.9.4 Present information in unnecessarily complex or lengthy form.
3.9.5 Fail to provide support for official Board of Town Trustees activities or
communications.
3.9.6 Fail to deal with the Board of Town Trustees as a whole except when fulfilling
individual requests for information.
3.9.7 Fail to report in a timely manner any actual or anticipated noncompliance with any
policy of the Board of Town Trustees.
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POLICY TYPE: STAFF LIMITATIONS
POLICY 3.10 POLICY TITLE: CAPITAL EQUIPMENT AND IMPROVEMENTS PROGRAMMING
With respect to planning for and reporting on capital equipment and improvements programs, the
Town Administrator may not jeopardize either operational or fiscal integrity of the organization.
Accordingly, he or she may not allow the development of a capital program which:
3.10.1 Deviates materially from the Board of Town Trustees’ stated priorities.
3.10.2 Plans the expenditure in any fiscal period of more funds than are conservatively
projected to be available during that period.
3.10.3 Contains too little detail to enable accurate separation of capital and operational
start-up items, cash flow requirements and subsequent audit trail.
3.10.4 Fails to project on-going operating, maintenance, and replacement/perpetuation
expenses.
3.10.5 Fails to provide regular reporting on the status of the budget and on the progress
of each active project, including data such as changes and the financial status of
each project, including expenditures to date.
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POLICY TYPE: STAFF LIMITATIONS
POLICY 3.11 POLICY TITLE: GENERAL TOWN ADMINISTRATOR CONSTRAINT-QUALITY OF LIFE
With respect to Town government's quality of life for the community, the Town Administrator shall not
fail to plan for implementing policies of the Board regarding economic health, environmental
responsibility, and community interests.
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POLICY 3.12 POLICY TITLE: GENERAL TOWN ADMINISTRATOR CONSTRAINT –INTERNAL PROCEDURES
With respect to internal operating procedures, the Town Administrator will ensure that the Town has
internal procedures to promote effective and efficient Town operations.
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POLICY 3.13 POLICY TITLE: Town Organizational Plan
With respect to internal organizational structure of the Town, the Town Administrator will maintain a
current organizational plan (organizational chart) of the Town, in a graphical format including through
the division level. The Town Administrator will update the plan annually. The current plan shall be
included in the Comprehensive Annual Financial Report each year, and presented to the Board of
Trustees at the first regular meeting following the certification of the results of each biennial election.
Revised 3-25-2014
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TOWN OF ESTES PARK
GOVERNING POLICIES MANUAL
Table of Contents
Category 4. Ends Statements
Policy 3.0 Ends Statements and Key Outcome Areas of the Board of Trustees
Page 220
2
POLICY TYPE: BOARD ENDS STATEMENTS
POLICY 4.0
Rev 10/11/2016 POLICY TITLE: Ends Statements and Key Outcome Areas of the
Board of Trustees
1.Robust Economy - We have a diverse, healthy year round economy
2.Infrastructure- We have reliable, efficient and up to date infrastructure serving our residents, businesses and guests
3.Exceptional Guest Services - We are the preferred Colorado mountain destination providing an exceptional guest
experience.
4.Public Safety, Health and Environment - Estes Park is a safe place to live, work, and visit within our extraordinary
natural environment
5.Outstanding Community Services- Estes Park is an exceptionally vibrant, diverse, inclusive and active mountain
community in which to live, work and play, with housing available for all segments in our community.
6.Governmental Services and Internal Support - We provide high-quality, reliable basic municipal services for the
benefit of our citizens, guests, and employees, while being good stewards of public resources
7.Transportation - We have safe, efficient and well maintained multi-modal transportation systems for pedestrians,
vehicles and transit.
8.Town Financial Health - We maintain a strong and sustainable financial condition, balancing expenditures with
available revenues, including adequate cash reserves for future needs and unanticipated emergencies.
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Attachment 3
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Effective Period:Ongoing
Review Schedule:Annually -January
Effective Date:7/1412020
References:Policy Governance 1.9.2
______
TOWN BOARD POLICY
105
Agendas
1.PURPOSE
The Town Clerk is responsible for the preparation and publication of the agendas for any
meeting of the Board of Trustees.The Town Clerk shall establish deadlines for items to
be added to the agenda in order to provide adequate public notice of Board meetings and
to fully meet the requirements of the Colorado Open Meetings Act.
2.REGULAR BOARD MEETINGS
a.Agendas for regular board meetings shall follow the format approved by the Board in
Policy 103—Town Board Procedures
b.Adding items to the Agenda
i.Routine Administrative Issues —Routine administrative issues,including renewal
of ongoing contracts,approval of bills,approval of minutes,issuance,renewal
and transfer of liquor licenses,land use issues requiring quasi-judicial action and
proclamations or other ceremonial actions may be placed on the agenda by the
Town Clerk without any further approval.
ii.Items requested by Town Staff —Any items,other than routine administrative
items,must be approved by the Town Administrator before being placed on the
agenda.The Town Administrator may place these items on the Regular Board
agenda without any further approval of the Board.
iii.Reports or requests from outside entities —the Town Administrator has the
authority to approve any requests from outside or partner agencies wishing to
present before the Town Board.This includes update reports (i.e.updates from
the Superintendent of Rocky Mountain National Park)and requests requiring
action (i.e.requests for letters of support,requests for board participation on
community projects).
iv.Legal issues —Legal issues requiring Board discussion or action may be placed
on the agenda by either the Town Administrator or the Town Attorney.
Rev 7-14-2020
Town of Estes Park, Town Board Policies Page 1 of 4
Attachment 4
Page 233
v.Trustee requested items —Any trustee may request that an item be added to the
regular board agenda by one of the following methods:
(1)Request that the item be added to the agenda of an upcoming Regular
meeting during the Trustee comment period at a study session.If any other
Trustee objects to the item being placed on the agenda,the request must be
made at a Regular Board meeting.
(2)Request that an item be added to an upcoming agenda during Trustee
comment period at a regular board meeting. The Board may approve the
addition of the item to a future board meeting by consensus or may call for a
vote.If a vote is called for,a majority affirmative vote of the Board is required
to add the item to a future agenda.
(3)By an affirmative vote of a majority of the Trustees present at a meeting,
additional matters may be added to the agenda of any such meeting,as long
as it is allowed by statute.
(4) By referral from a Board Standing Committee.
(5)Emergency items —At times it may be necessary to add items to an agenda
on short notice to protect the immediate health,safety and well-being of the
community or the organization.The Mayor,Town Administrator or Town
Attorney may add emergency items to any agenda at any time,at their sole
discretion.
3.STUDY SESSIONS
a.The Town Board will review the schedule for upcoming Study Sessions.The Mayor,
Trustees or staff may request or recommend any appropriate matters for Town
Board consideration; however,the Town Administrator will only place items on a
Study Session agenda with the direction of a majority of the Board.
b. By an affirmative vote of a majority of the Trustees present at a meeting, additional
matters may be added to the agenda of any such meeting as long as it is allowed by
statute.
c.Public comment and/or participation in subject matter discussions may be allowed
by the chair at a study session by agreement by majority of the Board.
4.BOARD COMMITTEES (SPECIAL COMMITTEES,AUDIT)MUNICIPAL CODE 2.08.010 AND
2.08.020
Rev 7-1 4-2020
Town of Estes Park,Town Board Policies Page 2 of 4
Page 234
a.The Town Clerk shall prepare the agendas for the Board Standing Committees in
consultation with the committee chair and appropriate staff.
b.Items on the agenda should be limited to the scope of the specific committee.
c.Any items requiring Board approval or further action must be referred by the
Committee to the full board including a recommendation as to whether the item
should be considered on the Consent Agenda or as an Action Item.
d.By an affirmative vote of a majority of the Trustees present at a meeting, additional
mailers may be added to the agenda of any such meeting,as long as it is allowed by
statute.
e.All Actions of Board Committees are to be considered recommendations and not
final actions representing the Board of Trustees,unless otherwise authorized by
Board policy.
Rev 7-14-2020
Town of Estes Park,Town Board Policies Page 3 of 4
Page 235
5.CONSENT AGENDAS
The Consent Agenda may include items that do not need discussion or debate either because
they are routine procedures or are already have unanimous consent.Items of high public
interest or any items that would benefit from increased public visibility or publicity should not be
included on the consent agenda.A consent agenda allows the board to approve all these
items together without discussion or individual motions.
Examples of items to include on the consent agenda:
Approval of the minutes;
• Final approval of proposals or reports that the board has been dealing with for some time
and all members are familiar with the implications;
•Routine matters such as appointments to committees;
•Staff appointments requiring board confirmation;
•Reports provided for information only;
•Correspondence requiring no action.
•Approval of the routine bills and payments
Prior to approval of the Consent Agenda the Mayor shall ask if any members of the Board of
Trustees,Public or Staff would like to pull any items from the consent agenda.If requested,
the item shall be pulled from the consent agenda and considered as an action item
immediately following the consideration of the consent agenda.
Rev 7-1 4-2020
Approved:
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