HomeMy WebLinkAboutPACKET Town Board Study Session 2024-07-09
July 9, 2024
5:00p.m. 6:45p.m.
Board Room
4:45p.m. Dinner
TOWN BOARD
STUDY SESSION
AGENDA
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Use a headset on your phone for audio or read the transcript can assist those
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transcripción puede ayudar a aquellos que tienen dificultades para escuchar).
Public commentis not typically heard at Study Sessions, but may be allowed by the Mayor with agreement of a
majority of the Board.
This study session will be streamed live and available at www.estes.org/videos
5:00 p.m.Public Comment During Study Sessions.
(Town Administrator Machalek)
5:25 p.m.Agenda Policy Review.
(Town Administrator Machalek)
5:50p.m.Governing Policies Update.
(Town Administrator Machalek)
6:35p.m.Trustee & Administrator Comments & Questions.
6:40p.m.Future Study Session Agenda Items.
(Board Discussion)
6:45p.m.Adjourn for Town Board Meeting.
Informal discussion among Trustees concerning agenda items or other Town matters may occur before this
meeting at approximately 4:30p.m.
TOWN ADMINISTRATOR’S
Report
OFFICE
To: H
onorable Mayor Hall
Board of Trustees
From: Town Administrator Machalek
Date:July 9, 2024
RE: Public Comment During Study Sessions
Purpose of Study Session Item:
Review the Town Board’scurrent policy about public comment during Study Sessions
(Policy 105 – Agendas) and discuss any desired changes.
Town Board Direction Requested:
Does the Board want to amend the existing policy to add public comment as a
regular part of Study Sessions?
Present Situation:
Section 3.c of Town Board Policy 105 (Agendas) states that “\[p\]ublic 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.” Prior Boards have not used this policy
provision often. Consequently, Town Board Study Sessions rarely involve public
comment.
Proposal:
The Board asked for a Study Session to discuss the concept of regularly allowing public
comment during Study Sessions.
Advantages:
Regularly allowing public comment during Study Sessions would provide another
opportunity formembers of the public to provide feedback on matters that come
before the Town Board. This would provide an earlier opportunity for members of
the public to provide feedback on matters under discussion by the Board and
may increase public engagement.
Disadvantages:
Study sessions have traditionally been a time for conversation between Town
Board members. Regularly allowing public comment during these sessions may
reduce the amount of time available for Town Board discussion.
Finance/Resource Impact:
No direct financial impact.
Level of Public Interest
Medium.
Attachments
1.Town Board Policy 105 Agendas
TOWN ADMINISTRATOR’S
Report
OFFICE
To: Honor
able Mayor Hall
Board of Trustees
From: Town Administrator Machalek
Date:July 9, 2024
RE: Agenda Policy Review
Purpose of Study Session Item:
Review the Town Board’scurrent policy on how members of the Town Board are
permitted to add items to a Town Board agenda.
Town Board Direction Requested:
Does the Board want to amend Town Board Policy 105 to change the way
Trusteesmay add items to a Town Board agenda?
Present Situation:
Section 2.b(v) of Town Board Policy 105 (Agendas) provides for the ways that a Trustee
may add an item to the Town Board agenda. 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.
Proposal:
The Board requesteda Study Session to discuss the ways a Trustee is allowed to add
items to a Town Board agenda.
Advantages:
N/A (no proposal)
Disadvantages:
N/A (no proposal)
Finance/Resource Impact:
N/A (no proposal)
Level of Public Interest
Low.
Attachments
1. Town Board Policy 105 Agendas
TOWN ADMINISTRATOR’S
Report
OFFICE
To: H
onorable Mayor Hall
Board of Trustees
From: Town Administrator Machalek
Date:July 9, 2024
RE: Governing Policies Update
Purpose of Study Session Item:
Review updates to Town Board Governing Policies Category 1 (Governance Process).
This is the first in a series of four sessions to review updates to the Board’s Governing
Policies.
Town Board Direction Requested:
Do the proposed edits meet the needs of the Board?
Are there additional edits or clarifications desired?
Present Situation:
Category 1 of the Town Board Governing Policies details the Town Board’s governance
process. Sections include Governance Commitment, Governing Style, Operating
Principles, Board Job Description, Mayor’s Responsibility, Board Appointed Committee
Principles,Board Liaison Roles, Board Committee Principles, Annual Planning and
Agendas, and Self-Monitoring of the Board.
Proposal:
An updated and redlined copy of Town Board Governing Policies Category 1 is
attached. In addition to numerous typographical edits, significant recommendations
include:
Deletion of the “Reserved” section (previously Policy 1.5) left over from when the
Board’s Code of Conduct was included in Policy Governance;
Updating “citizen” with “resident” throughout given prior actions broadening this
language in the Strategic Plan;
Updating the “Annual Planning and Agendas” section to better reflect the Town’s
current strategic planning process;
Clarifying that Trustees are permitted to have contact with staff other than the
Town Administrator, but that they shall not direct staff actions except through
direction from a majority of the Board to the Town Administrator; and
Removing antiquated references to the “Community Development and
Community Services Committee” and the “Public Works, Utilities, and Public
Safety Committee”.
Advantages:
Continuing to update the Town Board’s Governing Policies will help to ensure
that these policies stay relevant and are well-suited to aid the Board with its
governing responsibilities.
Disadvantages:
None.
Finance/Resource Impact:
No direct financial impact.
Level of Public Interest
Low.
Attachments
1.Town Board Governing Policies Category 1 Governance Process
TOWN OF ESTES PARK
GOVERNING POLICIES MANUAL
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 MayorÓs Responsibility
Policy 1.5 Reserved
Policy 1.65 Board Appointed Committee Principles
Policy 1.76 Board Liaison Roles
Policy 1.87 Board Committee Principles
Policy 1.98 Annual Strategic Planning and Agendas
Policy 1.109 Self-Monitoring of the Board
Policy Type: Governance Process
Policy: 1.0
Policy Title: Governance Commitment
Revised:
Within the authority granted to it by Colorado Revised Statutes, the purpose of the Town of Estes
Park Board of Trustees (the ÐBoardÑ), on behalf of the citizens residents of Town of Estes Park,
is to see to it that the Town of Estes Park government 1) achieves results for citizens residents 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 residents 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
BoardÓs 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.
1.61.5The 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.
1.71.6The 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.
1.81.7Board Committees, when used, will be assigned so as to reinforce the wholeness
of the BoardÓs job and so as to never to interfere with delegation from the Board
to Town Administrator. The purpose of Board CommitteeÓs shall be to provide
more in-depth discussion and information on the specific areas assigned to the
Committee. CommitteeÓs may not vote on or adopt policy, but may make
recommendations to the Town Board for action.
1.91.8The Town Board will prepare and follow an annual agenda Strategic pPlan that
includes (1) a complete re-exploration of Goals policiesreview of the TownÓs
Vision, Mission, Strategic Policy Statements, Goals, and Objectives and (2)
opportunity for continuous improvement in Town Board performance through
Town Board education, enriched input, and deliberation.
1.101.9The 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.
Policy Type: Governance Process
Policy: 1.1
Policy Title: Governing Style
Revised:
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:
1.1.1 The Board of Trustees will operate fully aware of its trusteeship and stewardship
obligation to its constituents.
1.1.2 The Board of Trustees will conduct itself individually and collectively with
whatever discipline is needed to govern with excellence through:
1.1.2.1 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.
1.1.2.2 Individual Board membersÓ thorough preparation for meetings and regular
attendance.
1.1.2.3 Continuation of Board development including orientation of new members
in the BoardÓs governance process, participation in relevant continuing
education, and periodic Board discussion of process improvement.
1.1.3 The Board of Trustees will direct, the organization through the careful
establishment of broad written policies reflecting the BoardÓs values and
perspectives. The BoardÓs emphasis will be on impacts on the Town outside the
organization, not on the administrative means.
1.1.4 The Board of Trustees, as trustee for and working with the citizens residents of
the Town of Estes Park, will be the primary initiator of policy, and will also be
receptive to other policy initiatives from citizens residents and staff. The Board,
not the staff, will be responsible for Board performance as specified in the policy
entitled Board Job ProductsDescription.
1.1.5 The Board of Trustees will be accountable to the Citizens residents 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
this role or hinder this commitment.
1.1.6 The Board of Trustees will monitor and discuss the BoardÓs own process and
performance, and ensure the continuity of its governance capability through
continuing education and training.
1.1.7 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.
1.1.8 All Town Trustees will respect legitimacy of the opinions and reasoning of other
Trustees when and after making board decisions.
1.1.9 All Town Trustees Aagree not to hold grudges or bring disagreements from past
actions into future decisions.
1.1.10 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 Bboard discussion of the issue.
1.1.11 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 Ttrustee may participate fully in Board discussions of the issue, yet
abstain from voting, should they so choose.
Policy Type: Governance Process
Policy: 1.2
Policy Title: Operating Principles
Revised:
The operating principles and commitments of the Board of Trustees, as it relates to the working
relationship between the Trustees, staff, and citizens residents 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.
Policy Type: Governance Process
Policy: 1.3
Policy Title: Board Job Description
Revised:
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 BoardÓs leadership
is unique to its trusteeship role and necessary for proper governance and management.
1.3.1 The products of the Board shall be:
1.3.1.1 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 government and the Citizens residents of the
Ttown of Estes Park.
A. Needs Assessment: The Board of Trustees will strive to identify the
needs of the citizens residents as they relate to Town of Estes
ParkÓs activities and scope of influence, and shall translate such
knowledge into the articulation of Board Objectives policies (see
definition belowwritten governing policies).
B. Advocacy and Ambassadorship: The Board of Trustees will act as
the representatives of the citizens residents to the Town of Estes
Park government, and shall take steps to inform and clarify:
o the citizens residentsÓ relationship with government, and
o the organizationÓs focus on future results, and as well as
present accomplishments.
C. Communication:
o 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 officialÓs 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.
o Board members should recognize that they may be legally
liable for anything they write, present online, or say.
1.3.1.2 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.
B. Staff Limitations: Constraints on staff authority which establish the
prudentce and ethicals 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?).
1.3.1.3 The Board will produce aAssurance 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).
1.3.1.4 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:
A. Providing leadership for the Town on behalf of the citizens
residents of Estes Park.
B.Representing and acting in the best interest of citizens residents of
the Town of Estes Park.
C. Being knowledgeable of issues, researching background
information, attending regularly scheduled meetings, and acting as
a resource for citizensÓ residentsÓ concerns.
D. Serving as a conduit for information from citizens residents to the
Town Administrator and the Mayor in responding to questions and
individual problems.
E.Finding a balanced approach for addressing competing interests
among constituent groups to ensure the community is fairly
represented.
F. 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
A. 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.
B. 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.
C. Establishing policy for the direction of the Town Board and Town
Staff.
D. Establishing fiscal policy, financial targets, and budget goals for
the Town government.
E. 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
A. Acting in a quasi-judicial manner in matters brought before it that
relate to public hearings, appeals, land use, and liquor licensing.
B. Making decisions concerning quasi-judicial matters based upon
testimony presented at formal hearings which are normally
conducted during regularly scheduled Town Board meetings.
C. 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
A.Following a formal decision, acting as a united body, not as
individual Trustees, and acknowledging the decision of the Town
Board.
B.The Town Administrator is the sole point of contact between thefor
directions from Trustees, as policy makers, and to Town Staff.
Trustees may ask questions and request information from Town
Staff, but shall not direct staff actions except through direction
from a majority of the Board to the Town Administrator.
C.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.
D.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.
E.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 Ttrustees 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 tTrustees or the Mayor, but to einsure all
communication is timely, and accurate, and is in concert with the
incident response plan.
Policy Type: Governance Process
Policy: 1.4
Policy Title: MayorÓs Responsibility
Revised:
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.
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 Ttown, 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 sectionEstes Park Municipal Code Section
2.12.020 of the Municipal Code).
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 ÎThe Mayor Pro Tem shall assume all duties of the Mayor in the
MayorÓs absence in accordance with(Estes Park Municipal Code Section
2.16.010) of the Municipal Code.
1.4.7 Mayoral Appointments
1.4.7.1 Board StandingAudit Committees Î ÐAt 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.Ñ (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)At the first
regular meeting following the certification of the results of each biennial election,
the Mayor shall appoint two (2) Trustees to the Audit Committee with the Mayor
serving as the third member. In the event it is necessary to establish a specialist
committee to review a matter between regularly scheduled Town Board meetings,
the Mayor shall establish and appoint the members of the special committee
(Estes Park Municipal Code Section 2.08.010).
1.4.7.2 Special Assignments Î The Mayor may nominate Ttrustees 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 Î 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. (Estes Park Municipal Code
Section 2.08.020).
1.4.8 Voting Privileges Î The Mayor has full voting privileges for items coming before
the Board of Trustees. (Ordinance. 04-16).
Policy Type: Governance Process
Policy: 1.5
Policy Title: Board Appointed Committee Principles
Revised:
The Board of Trustees may establish committees to advise the Board in carrying out its
responsibilities. For the purposes of this policy, the term ÐCommitteeÑ shall refer to any board,
commission, task force, council, committee or any other volunteer group of citizensresidents.
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:
1.5.1 Committees which are appointed by the Board of Trustees.
1.5.1.1 It is the policy of the Board of Trustees to encourage citizen resident
involvement in Ttown affairs, as well as to avoid conflicts involving
Ttrustees who serve on committees, boards, commissions and
organizations. For these reasons, the Board hastrustees have agreed that a
Ttrustee shall serve only as a liaison to Ttown committees, commissions,
and boards.
1.5.1.2 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.
1.5.1.3 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.
1.5.1.4 In keeping with the Board of TrusteesÓ broader focus, committees
normally will not have direct dealings with current staff operations.
Committees cannot exercise authority over staff.
1.5.1.5 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.
1.5.1.6 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).
1.5.1.7 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
1.5.1.8 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.
1.5.1.9 Said sunset review shall include a review of the Board and
CommissionCommitteeÓs Mission Statement, and of the Board of
TrusteesÓ charge to the Committee of their role, responsibility and
authority.
1.5.2 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.
1.5.2.1 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 TownÓs representative by the Board of Trustees at
a regular meeting of the Board.
B. The Mayor may nominate Ttrustees 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 Ttown bBoard
meeting. The Mayor will make every effort to distribute special
assignments equitably among the members of the Board.
C. A Ttrustee 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.
1.5.2.2 Individual Representation
A. Individual trustees have the right to participate as an individual in
any outside group or committee.
B. When participating as an individual Ttrustee, the tTrustee should
clearly express to the committee membership that he/she is there as
an individual and does not speak for nor represent the Town of
Estes Park or the Board of Trustees.
C. When participating on any outside committee, Ttrustees 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.
Policy Type: Governance Process
Policy: 1.6
Policy Title: Board Liaison Roles
Revised:
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.
1.6.1 Appointment: The Mayor may nominate Ttrustees to serve as a Board Liaison.
The Mayor shall present the nomination of any such appointments to the Board
for approval at a regular Ttown bBoard meeting. The Mayor will make every
effort to distribute special assignments equitably among the members of the
Board.
1.6.2 Term: A Trustee shall serve as the Town Board Liaison solely at the pleasure of
the Town Board, with no specific term limit.
1.6.3 Duties of a Liaison
1.6.3.1 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.
1.6.3.2 Review applications, interview candidates, and make recommendations to
the Town Board for final approval.
1.6.3.3 Serve as the primary TrusteesÓ contact for the committee or community
group.
1.6.3.4 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.
1.6.3.5 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.
Policy Type: Governance Process
Policy: 1.7
Policy Title: Board Standing Committees Principles
Revised:
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.
1.7.1 Board Committees: The Board shall have the following Board Committees (Estes
Park Municipal Code 2.08.010)
1.8.1.1 Community Development and Community Services Committee Î
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 Î Responsible for
discussions of issues and policy associated with Police, Engineering,
Facilities, Parks, Streets, and Utilities.
1.7.1.13Audit 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.
1.7.2 Board Committees, when used, will be assigned so as to reinforce the wholeness
of the BoardÓs job and so as to never to interfere with delegation from the Board
to Town Administrator. The purpose of Board CommitteeÓs shall be to provide
more in-depth discussion and information on the specific areas assigned to the
Committee. CommitteeÓs may not adopt policy, but shall make recommendations
to the Town Board for action.
1.7.3 The following principles shall guide the appointment and operation of all Town
Board Committees:
1.7.3.1 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.
1.7.3.2 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.
1.7.3.3 Board committees shall consist of no more than 3 tTrustees so that the
committee is never a quorum of the Town Board.
Policy Type: Governance Process
Policy: 1.8
Policy Title: Annual Strategic Planning and Agendas
Revised:
The Town Board will prepare and follow an annual agenda Strategic pPlan that includes (1) a
complete review of the TownÓs Vision, Mission, Strategic Policy Statements, Goals, and
Objectives reexploration of Goals policies and (2) opportunity for continuous improvement in
Town Board performance through Town Board education, enriched input, and deliberation.
Accordingly:
1.8.1 The Town Board annual strategic planning cycle will produce a Provisional
Strategic Planconclude each year on before July 1, so that administrative planning
and budgeting can be based on accomplishing a oneyear segment of longterm
Goalsthe priorities articulated in that plan.
1.8.1.1 The cycle will start with the Town Board development of its agenda
strategic priorities for the next year. In April-May of each year, the Board
will adopt its key objectives for the following yearbegin the strategic
planning process by reviewing the TownÓs Vision, Mission, and Strategic
Policy Statements.
1.8.1.2 The Town Board will identify its strategic priorities for Goals, objectives
and other issues to be resolvedto be addressed in the coming year, and will
identify the informationgathering 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).
1.8.1.3 Town Staff will prepare recommended Goals and Objectives based on the
BoardÓs stated priorities. Individual Board Members may also submit
Goals and Objectives for consideration by the full Board. 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 yearÓs meetings.
1.8.2 Agendas
1.8.2.1 Regular Board Meetings
A. 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.
B. 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.
C. The Town Administrator may add routine administrative and
consent items to any Board agenda.
1.8.2.2 Study Sessions: The Town Board will approve the schedule for upcoming
Study Sessions. The Mayor, Trustees or staff may request or recommend
any appropriate 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.
1.8.2.3 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.
1.8.3 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.
1.8.4 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.
Policy Type: Governance Process
Policy: 1.9
Policy Title: Self-Monitoring of the Board
Revised:
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:
1.9.1 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.
1.9.2 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.
1.9.3 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 BoardÓs interpretation.
1.9.4 In every case, the standard for compliance shall be Ðany reasonable Town
TrusteeÓs individual interpretationÑ of the Board of TrusteesÓ policy being
monitored however, the Board of Trustees is the final judge of reasonableness,
and will always judge with a Ðreasonable personÑ test (what a reasonably prudent
person would do in that context). Interpretations favored by individual board
members do not constitute a Ðreasonable personÑ test.
1.9.5 Actions determined to be not compliant with a reasonable interpretation of Board
of TrusteesÓ policies will be subject to a process agreed to by the Town Board.
1.9.6 Town Board Compliance Review Schedule
Governing Policy Review Date
1.1 Governance Style
(2)(5)-(11) Aug & Feb
1.3 Board Job Description
1.3.1.1.C Aug & Feb
1.3.1.3 Aug & Feb
1.3.2.3 Aug & Feb
1.3.2.4 Aug & Feb
1.4 MayorÓs Responsibility
1.4.1 Aug & Feb
1.4.3 Aug & Feb
1.4.4 Aug & Feb
1.4.7.2 Aug & Feb
1.5 Board Committee Principles
1.5.1 Aug & Feb
1.5.1.1 Aug & Feb
1.5.1.2 Aug & Feb
1.5.1.4 Aug & Feb
1.5.1.6 Aug & Feb
1.5.1.7 Aug & Feb
1.5.2 Aug & Feb
1.5.2.1 Aug & Feb
1.5.2.2(B)(C) Aug & Feb
1.6 Board Liaison Roles
1.6.1 Aug & Feb
1.6.3 Aug & Feb
1.7 Board Standing Committees
1.7.2 Aug & Feb
1.7.3 Aug & Feb
1.8 Annual Planning and Agendas
1.8.1 Aug & Feb
Adopted Town Policies Review Date
103 Town Board Code of Conduct and Operating Principles Biannually Î
following Town
Board Elections
107 Board Emails Annually March
Future Town Board Study Session Agenda Items
July 9, 2024
July 23, 2024 Items Approved – Unscheduled:
Commercial/Residential InsuranceParking Enforcement Ordinance Updates
Overview
Liquor License Process
Arborist Licensing
Curb and Gutter Philosophy
Use of Town Property for Vendors
Hosted Short Term Rentals
Stanley Park Master Plan Implementation
August 13, 2024
Trailblazer Broadband Construction
Items for Town Board Consideration:
Update
None
September 10, 2024
Project Scoping for Capacity
Improvements on the Big Thompson River
& Fall River