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Home My WebLink AboutPACKET Town Board Study Session 2026-02-24Informal discussion among Trustees and staff concerning agenda items or other Town matters may occur before this meeting at approximately 3:45 p.m. Town Board of Trustees Study Session February 24, 2026 from 4:00 p.m. – 6:45 p.m. Town Hall Board Room, 170 MacGregor Ave, Estes Park Accessibility Statement The Town of Estes Park is committed to providing equitable access to our services. Contact us if you need any assistance accessing material at 970-577-4777 or townclerk@estes.org. Meeting Participation This meeting will be streamed live and available on the Town YouTube page. Click on the following link for more information on Digital Accessibility. Public comment Public comments are not typically heard at Study Sessions, but may be allowed by the Mayor with agreement of a majority of the Board. Agenda 4:00 p.m. 2026 Street Improvement Program Overview Presented by Engineer Rucker 4:20 p.m. Commercial Loading Permit Post-Season Assessment Presented by Manager Klein 4:50 p.m. Break for Dinner 5:05 p.m. Whimsadoodle/Big Horn Parking Lot Update Presented by Walter Dietrich/Whimsadoodle President 5:35 p.m. Public Comment Policy Presented by Director Williamson 6:20 p.m. Semi-Annual Compliance Review with Board Governing Policies – Policy 1.9 Self-Monitoring of the Board Presented by Mayor Hall 6:30 p.m. Trustee and Administrator Comments and Questions 6:40 p.m. Future Study Session Agenda Items 6:45 p.m. Adjourn for Town Board Meeting The Town of Estes Park is committed to providing equitable access to our services. Contact us if you need any assistance accessing material at 970-577-4777 or townclerk@estes.org. Report To: Honorable Mayor Hall & Board of Trustees Through: Town Administrator Machalek From: Jamin Rucker, Civil Engineer David Greear, PE, Public Works Director Department: Public Works Date: February 24, 2026 Subject: 2026 Street Improvement Program Overview Purpose of Study Session Item: Provide the Town Board an update on the 2025 and 2026 Street Improvement, Trail Expansion and Maintenance, Stormwater Expansion and Maintenance Programs funded by the 2024 1A Tax Initiative. Town Board Direction Requested: No Direction Requested Present Situation: • In 2024 the citizens of Estes Park voted to renew the 1% sales tax with 46% of the increase going toward Street Improvements, 28% going toward Stormwater Management, and 12.5% going toward Trails Expansion in the Town of Estes Park. • The Public Works Department has continued to maintain, improve, and expand our street, trail and stormwater systems. A Trails Maintenance Program was developed in 2025. Proposal: None – Information Only Advantages: None – Information Only Disadvantages: None – Information Only Finance/Resource Impact: None – Information Only Level of Public Interest: Public Interest in street improvements, trail networks, and stormwater infrastructure is moderate Attachments: 1. 2026 1% Sales Tax Update Presentation 2/18/2026 1 Town of Estes Park 2026 1% Sales Tax Update Street Improvement Program Trails Expansion & Maintenance Program Stormwater Expansion & Management Street Improvement Overview Town of Estes Park Street Improvement Program Goal Implement a street improvement program to maintain the average Pavement Condition Index (PCI) of the Town of Estes Park at a value of 80 LEGEND Town Maintained Streets Non Town Maintained Streets Streams Lakes Parks Town Boundary 1 2 2/18/2026 2 Pavement Condition Index (PCI) 2016 PCI rating = 65Program PCI goal = 80 Current PCI rating = 81.2 PCI Examples 100 85 72 5363 35 3 4 2/18/2026 3 Maintain System-Wide PCI of 80 *Large inventory inspection (69%) in 2022 resulted in higher PCI rating than previous years 64 66 68 70 72 74 76 78 80 82 84 2015 2017 2019 2021 2023 2025 2027 2029 2031 2033 2035 PC I We i g h t e d Av e r a g e Year Annual Condition Plot (Area Weighted Average) Actual PCI Unfunded $300k Annually Maintain PCI ‐ Approx $1.1M Annually 2025 Street and Parking Lot Projects Overlaid 1.4 miles of roadway and performed asphalt patching at 17 locations Overlay Steamer Drive West Elkhorn Avenue Big Boulder Drive Reconstruct Matthew Circle Cleave Street Town Hall/Library Lot Crack Sealing East Riverside Lot Full Reconstruct 5 6 2/18/2026 4 2026 Street and Parking Lot Projects Overlay and Patching – 1.2 centerline miles Overlay – 2nd Street, Old Ranger Drive, Old Man Mountain Lane, Grand Estates Patching – 15 locations identified for asphalt patch repairs Reclamite Application – MacGregor Avenue and Scott Avenue Visitor Center Parking Lot – SB 267 Parking lot reconfiguration – awarded $1.03M grant with 20% local match of $257k Consultant will complete design by May 2026 Brownfield’s Parking Lot STIP Production Summary CL Miles Locations CL Miles Locations CL Miles Locations CL Miles Locations CL Miles Locations Overlay 11.1 43 0.7 3 1.6 6 2.3 9 1.4 6 Chip Seal 37.7 135 0 0 4.2 23 4.2 15 3.1 15 Crack Seal 78.5 ‐0 0 7.2 14 7.2 14 5.4 10 Asphalt Patching ‐135 ‐17 ‐13 ‐30 ‐15 Spray Patching ‐9,051 ‐1,036 ‐188 ‐1,224 ‐TBD Reclamite ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐0.9 2 Parking Lot *‐5 Street Miles Surfaced 127.3 ‐0.7 13 13.7 10.8 Trail Miles Surfaced 3.8 7 0.05 1 3.85 8 0.7 3 *Parking Lots treated 2014‐2023 include Riverside, Spruce, Town Hall, Davis, Performance Park, East 2025 E Riverside, Town Hall Treatment Totals 2024 ‐ 20252024 ‐ 2026 Proposed Brownfield's Totals 2014‐2023 ‐ 7 8 2/18/2026 5 Streets Improved – 1% Sales Tax Approximately 93% of roadway segments have been crack sealed, chip sealed, patched, or overlaid through STIP since 2015. Pothole repair spray patcher performs hundreds of additional minor patching repairs each year. Achieved 2014 goal of a PCI of 70 in 2018. New goal to maintain PCI of 80 through 2034. Pavement degradation is perpetual. Revenue from 1A tax is critical for maintaining PCI over the entire life of the roadway. Estes Valley Master Trails Plan Project Priority Table Top priority Fall River Trail has been focus of grant applications Congestion Mitigation and Air Quality grant (CMAQ) Community Drive and Stanley Park joint project with EVRPD In-house construction of Community Drive Trail CPW grants for construction and maintenance Moraine Avenue is the next big trail project (Dry Gulch / Devils Gulch Connection) Trail # Project Name Trails Expansion & Maintenance Overview 9 10 2/18/2026 6 2025 Trail Expansion Design of trails along US34 and CO 7 Consultant finalized design of both trail sections in February 2026 Concrete trails, minimum of 8’ wide, updated street/driveway crossings, ADA access Construction of both trails will be phased out over 10 years as funding becomes available and grant opportunities arise Streets crew replaced 300’ of aging asphalt with concrete along Community Drive between Brodie Avenue and Graves Avenue 2026 Trail Expansion Community Drive between US 36 and Manford Avenue CO 7 Trail Reconstruction between Graves Avenue and Community Drive Fall River Trail Final Segment Anticipated construction to start in Q4 of 2026 11 12 2/18/2026 7 Trails Maintenance Program In 2025 PW staff created a Trail Maintenance Policy and inspection criteria that guide the determination of a Trail Condition Index rating for each trail segment. The 2025 TCI rating for all Estes Parks trails is 88 of a possible 100 points Plan repairs and maintenance activities Identify capital projects Implement a reporting tool for citizen input Budget appropriately based on quantifiable maintenance needs Stormwater Expansion & Management Overview 13 14 2/18/2026 8 Stormwater Expansion & Management Priorities Estes Valley Stormwater Management Plan Project Priority Table The Federally funded BRIC grant program for the design and construction of flood mitigation projects has been discontinued. No major drainage projects are on the short-term horizon. PW stormwater efforts are currently focused on addressing known localized drainage problems and confirming the scope and condition of our stormwater infrastructure assets. 2025 Stormwater Projects Workload planning was guided by the 2025 Strategic Plan Goals 4.A. Continue implementing the Stormwater Master Plan. 4.B. Upgrade and maintain our stormwater collection system to reduce the risk of flooding and damage to public and private property. 4.C. Pursue flood mitigation initiatives to reduce flood risk and increase public safety. 4.D. Pursue grant funding for private and/ or public flood mitigation and stormwater projects. 4.E. Implement a Stormwater Program for Estes Park that funds the administration, operation, maintenance, and capital expansion of stormwater infrastructure over a 30 year or greater time period. 4.F. Explore the Community Rating System (CRS) program as a way to minimize flood insurance costs to the community. Objectives 4.B.2 - Complete at least one stormwater CIP project from the list included in the Stormwater Drainage System Maintenance Policy. 15 16 2/18/2026 9 2025 Stormwater Projects This FEMA-funded scoping study provided the conceptual design and preliminary Benefit-Cost Ratio to establish project eligibility for federal grant funding for the design and construction of future river channel improvements on Fall River and Big Thompson River. 2025 Stormwater Projects Purchase of the Combination Sewer Cleaner (Vac Truck) added a tremendously efficient tool for hydro-excavating (potholing) to verify locations of buried utilities and water jet cleaning of stormwater inlets, manholes and pipes. 17 18 2/18/2026 10 2025 Stormwater Projects Extension of 24” storm sewer along EPHA property at Graves Avenue and Community Drive, completed by Street & Stormwater crew. 2025 Stormwater Projects CCTV Pipe Inspection Pilot Project near the Events Complex Videoed approximately 3500 LF of stormwater pipe in one day Discovered 2 previously unknown stormwater inlets, 8 manholes, and 8 obstructions (sediment, roots, or roof drain taps) that prevented passage of the inspection camera. Our existing stormwater facility inventory is not fully accurate or complete. 19 20 2/18/2026 11 2025 Stormwater Projects Our PW Streets & Stormwater crew teamed with a local concrete contractor to install new concrete curb and gutter, two inlets and 110 feet of 24” storm sewer pipe on Old Ranger Road. 2026 Stormwater Projects Workload planning is guided by the 2026 Strategic Plan Goals (same as 2025) Objectives 3.A.1 - Replace the structurally deficient Performance Park Bridge 3.B.1 - Complete at least one stormwater CIP project from the list included in the Stormwater Drainage System Maintenance Policy. 21 22 2/18/2026 12 2026 Stormwater Projects Replacement of the Performance Park bridge remains on schedule for completion by the end of May. 2026 Stormwater Projects Evaluate Fall River slope protection restoration downstream of the Performance Park Bridge 23 24 2/18/2026 13 2026 Stormwater Projects IT Pipes web-based software has been procured to manage and link CCTV pipe inspection videos and reports into our ArcMap program for efficient, point-and-click retrievability. A Request for Proposals is published to hire a contractor to perform stormwater pipe camera inspections and remove known penetrations. This information will confirm our stormwater asset inventory and condition that will guide future maintenance workload planning. Our currently-known stormwater asset inventory consists of: Active Private QuantityActive Public QuantityFacility Description 160389Stormwater Inlets None logged109Stormwater Manholes 146566 (46,486’)Stormwater Main Pipes 114273 (9,520’)Stormwater Culvert Pipes 40 (17,238)36 (10,802’)Stormwater Ditches 2210Stormwater Detention Ponds 26 (12 NBI qualifying)Roadway Bridges 24Pedestrian Bridges 2026 Stormwater Projects Annual maintenance includes cleaning culverts, inlets, manholes, and ditches using the vac truck. Collecting GPS coordinates for discovered stormwater infrastructure and forwarding to our GIS consultant for addition to the ArcMap database Bridge and wall scour evaluations and repairs on Fall River 25 26 2/18/2026 14 2026 Stormwater Projects 2026 local drainage project selection remains under evaluation. Top consideration is for the Manford Ave culvert and ditch grading Thank You! 27 28 The Town of Estes Park is committed to providing equitable access to our services. Contact us if you need any assistance accessing material at 970-577-4777 or townclerk@estes.org. Report To: Honorable Mayor Hall & Board of Trustees Through: Town Administrator Machalek From: Dana Klein, CPP, CCTM, Parking and Transit Manager David Greear, PE, Public Works Director Department: Public Works Date: February 24, 2026 Subject: Amendments to Public Works Policy 842 – Parking Permits Purpose of Study Session Item: Provide an overview of the proposed change to Public Works Policy 842 – Parking Permits. Town Board Direction Requested: Does the Board support staff bringing this parking policy update back in a Resolution for consideration by the Town Board in April for implementation in May 2026? Present Situation: The current Policy 842 contains a business permit titled “Business Permit: Commercial Loading”. This permit allows the holder to load and unload their business vehicle from a parking stall located in a downtown parking lot. Item 6 of the Rules & Regulations for this permit also allows the permitted vehicle to park overnight in a specific area. It states: • From May 1 to October 31, between the hours of 5 p.m. and 10 a.m. parking shall be permitted only in the Museum Annex Parking Lot (220 4th Street). From November 1 to April 30, between the hours of 5 p.m. to 10 a.m. overnight parking is permitted in the permit’s assigned lot. One space per permit; multiple vehicles sharing a single permit may not park overnight at the same Prior to the 2025 season, vehicles with this type of permit could park in any of the downtown lots and were occupying parking stalls in these downtown lots during both daytime and overnight hours. Additionally, in some cases, a personal vehicle is driven to the parking lot and then the marked business vehicle is put into service. This essentially occupies two parking stalls during the daytime hours if the marked business vehicle is loading at the same location. The resulting impact is a reduction in the available spaces for visitors in the high-demand downtown parking lots during the summer paid parking season. During a Town Board Study Session on October 28, 2025, the Town Board heard feedback from permit holders regarding the challenges with the Museum Annex location related to proximity to downtown business location, among others. As a result of that discussion, the Board asked for options to consider in the 2026 season. After some discussion with the 2025 permit holders, an alternative has been identified to designate the Davis Parking Lot as the location for Business Permit: Commercial Loading overnight parking. This lot is in proximity to most of the businesses that have purchased Commercial Loading permits in the past. In 2025, the Davis Lot had an average Peak occupancy of 74.8% for the season and was one of the least utilized town-owned parking lots in the Downtown area. Proposal: Staff proposes the Town Board consider changing Rules and Regulations item (6) for Commercial Loading Permits, to the following: • From May 1 to October 31, between the hours of 5 p.m. and 10 a.m. parking shall be permitted only in the Museum Annex Parking Lot (220 4th Street) Davis Parking Lot (270 Moraine Ave). From November 1 to April 30, between the hours of 5 p.m. to 10 a.m. overnight parking is permitted in the permit’s assigned lot. One space per permit; multiple vehicles sharing a single permit may not park overnight at the same • If supported, staff will bring an Ordinance for consideration at a future Town Board Meeting. The change would take effect 30 days after the approval at a Town Board Meeting. Advantages: • The revised language adds clarifying details which reduce ambiguity regarding potential violations the parking enforcement team encounters during the peak guest season. This simplifies and clarifies enforcement expectations. • The revised language allows permit holders to park closer to the downtown area than the current location at the Museum Annex. Disadvantages: • Some permittees may oppose the change as they will now be required to retrieve their business vehicle from the Davis Lot at the beginning of their workday if they wish to park it overnight in a closer public parking lot. • The proposed change does not eliminate one permittee filling two downtown parking spaces during the day which affects availability of these parking spaces for the general public during the busy guest season. Finance/Resource Impact: None Identified Level of Public Interest: Public Interest in parking-related items tends to be high Attachments: 1. Proposed change to Policy 842 Document Title Policy 842 Parking Permits 11/12/2025 Revisions: 6 Town of Estes Park, Public Works Page 1 of 6 Effective Period: Until Superseded Review Schedule: Annually Effective Date: 11/12/2025 Proposed Revision for TBSS 2-24-2026 References: EP Municipal Code Title 10 Vehicles & Traffic PUBLIC WORKS 842 Parking Permits 1.PURPOSE The Town of Estes Park provides several options for permits that confer special parking privileges to those who live, work and/or own a business in the downtown area (as defined by the Town of Estes Park’s Commercial Downtown (CD) zoning district). 2.POLICY As described in section 10.04.040 of the Estes Park Municipal Code, no person shall park a vehicle in any Town-owned parking area overnight or longer than 18 hours except where authorized by one of the permits described in this policy (Parking Permits) or Revocable Encroachment Permit issued by the Town’s Public Works Department (or designated representative or contractor). Furthermore, fees are required to park in several Town parking spaces, except where an individual holds a permit in lieu of paid parking under section 10.06.040. Violating vehicles will be subject to a parking citation or removal of the vehicle pursuant to Colorado statutes. 3.PERMIT TYPES The rules and regulations of each specific permit type are detailed below. Section 4 then provides general rules for all permit types. a.Overnight Permit: Downtown Resident i. Eligibility: 1.This permit type is only available to those who can demonstrate proof of residency in the downtown core, as defined by the Town of Estes Park’s Commercial Downtown (CD) zoning district. ii.Rules & Regulations: 1.Permits are valid for an entire calendar year. 2.Each permit must be registered to a specific license plate. 3.Permits are valid only in one assigned parking area (lot), on a first-come, first- served basis. 4.Permits are not valid in time-limited or reserved spaces. 5.There are no time restrictions for this permit; permit holders are allowed access to their assigned parking area 24 hours per day, seven (7) days per week. b.Overnight Permit: Downtown Rental Unit / Commercial Lodging Attachment 1 Document Title Policy 842 Parking Permits 11/12/2025 Revisions: 6 Town of Estes Park, Public Works Page 2 of 6 i. Eligibility: 1. This permit type is only available to those who own, operate or manage a licensed rental unit/hotel room/lodging property in the downtown core, as defined by the Town of Estes Park’s Commercial Downtown (CD) zoning district. ii. Rules & Regulations: 1. Permits are valid for an entire calendar year. 2. A valid hangtag issued by the Town must always be displayed on the vehicle’s rearview mirror. 3. Permits are valid only in one assigned parking area (lot). This assignment will be indicated on the permit. 4. Permits are not valid in time-limited or reserved spaces. 5. There are no time restrictions for this permit; permit holders are allowed access to their assigned parking lot/area 24 hours per day, seven (7) days per week. 6. A $20 replacement fee will apply for lost or damaged hangtags. c. Overnight Permit: General Use i. Eligibility: General use overnight parking is only allowed in the following circumstances: 1. An individual is taking the Hiker Shuttle into Rocky Mountain National Park to camp overnight in the park; 2. An individual is participating in an extended hike in the Estes Park Valley (either on their own or as part of a commercially-run tour) and does not have a private location for their vehicle to park overnight; 3. An individual has an extraordinary/emergency need for overnight parking (e.g., vehicle is broken down). In this instance, the reason must be deemed appropriate by Parking & Transit Division staff; or 4. An individual is staying with a local lodging establishment and/or staying at a licensed vacation rental (e.g., VRBO, Airbnb) and the main lodging location does not have sufficient parking to accommodate all guests. ii. Rules & Regulations: 1. Not valid for use on a recreational vehicle as defined by Chapter 13 of the Estes Park Development Code. 2. Permit holders may not sleep in their vehicle at any time. 3. Valid for up to seven (7) nights. 4. Must be registered to a specific license plate. Vehicles that take up multiple spaces (e.g., truck pulling a trailer) will be required to pay per vehicle, per night, for each occupied space. 5. Must be purchased at the time of parking. 6. Only valid in the designated area of the Events Complex Park-n-Ride lot (1125 Rooftop Way) as indicated on the following map: Document Title Policy 842 Parking Permits 11/12/2025 Revisions: 6 Town of Estes Park, Public Works Page 3 of 6 d. Overnight Permit: Temporary Guest Permit i. Eligibility: 1. This permit is available to those who are guests of a valid Downtown Resident Permit holder. 2. The Downtown Resident Permit holder must apply for the Temporary Guest Pass on behalf of their guests. ii. Rules & Regulations: 1. Not valid for use on a recreational vehicle as defined by Chapter 13 of the Estes Park Development Code. 2. Permit holders may not sleep in their vehicle at any time. 3. Valid for up to seven (7) nights. 4. Must be registered to a specific license plate. A valid hangtag issued by the Town must always be displayed on the vehicle’s rearview mirror. 5. Permits are valid only in one assigned parking area (lot). This assignment will be indicated on the permit. 6. Permits are not valid in time-limited or reserved spaces. There are no time restrictions for this permit; permit holders are allowed access to their assigned parking lot/area 24 hours per day, seven (7) days per week. e. Employee Permit: Convenience Permit i. Eligibility: 1. Anyone who works in the downtown core is eligible to purchase this permit. 2. Applicant must provide proof of employment or that they conduct business in the downtown core, as defined by the Town of Estes Park’s Commercial Downtown (CD) zoning district. Document Title Policy 842 Parking Permits 11/12/2025 Revisions: 6 Town of Estes Park, Public Works Page 4 of 6 ii. Rules & Regulations: 1. Permits are valid in any seasonal paid parking area. 2. Permits are valid for an entire annual paid parking season. 3. Permits are not valid in time-limited or reserved spaces. 4. Permit is not valid for overnight parking. 5. Only valid for non-marked personal vehicles (marked commercial vehicles are not eligible for this permit). 6. Each permit must be registered to a specific license plate. 7. There is no limit to the number of vehicles that can share one permit; however, permit holders who use a shared permit will be responsible for managing the shared use of their permits. The Town is not responsible for shared permit holders who receive a citation for attempting to use the same permit on more than one vehicle at one time. f. Business Permit: Commercial Loading i. Eligibility: 1. Anyone who works or conducts business in the downtown core (as defined by the Town of Estes Park’s Commercial Downtown (CD) zoning district) is eligible to purchase this permit. 2. Applicant must provide proof of employment or that they conduct business in the downtown core. 3. Subject to proof of current business license. ii. Rules & Regulations: 1. Only valid for marked commercial or business vehicles (not for use on unmarked personal vehicles). 2. Permits are valid only in assigned parking areas (lots) and are available on a first-come, first-served basis. 3. Vehicles displaying this permit must be actively loading or unloading people and/or goods. 4. Each permit must be registered to a specific license plate or plates, in the case of a shared permit. 5. There is no limit to the number of vehicles that can share one permit; however, permit holders who use a shared permit will be responsible for managing the shared use of their permits. The Town is not responsible for shared permit holders who receive a citation for attempting to use the same permit on more than one vehicle at one time. 6. From May 1 to October 31, between the hours of 5 p.m. and 10 a.m. parking shall be permitted only in the Museum Annex Parking Lot (220 4th Street) Davis Parking Lot (270 Moraine Ave). From November 1 to April 30, between the hours of 5 p.m. to 10 a.m. overnight parking is permitted in the permit’s assigned lot. One space per permit; multiple vehicles sharing a single permit may not park overnight at the same time. g. Local 120 Minutes Free i. Eligibility: 1. Anyone who resides within the Estes Park R3 School District. 2. Applicant must provide proof of residency. Document Title Policy 842 Parking Permits 11/12/2025 Revisions: 6 Town of Estes Park, Public Works Page 5 of 6 ii. Rules & Regulations: 1. Permits are valid in any seasonal paid parking area, for up to 120 minutes of free parking per day. 2. Permits are valid for an entire annual paid parking season. 3. Permits are not valid in time-limited or reserved spaces. 4. Permit is not valid for overnight parking. 5. Only valid for non-marked personal vehicles (marked commercial vehicles are not eligible for this permit). 6. Each permit must be registered to a specific license plate. h. Volunteer Permit i. Eligibility: 1. This permit is available to any business, organization or governmental entity offering uncompensated employment or volunteer opportunities in the downtown core (as defined by the Town of Estes Park’s Commercial Downtown (CD) zoning district). 2. Applicant must provide proof that those who will be receiving a volunteer permit are not being compensated, financially or otherwise. ii. Rules and Regulations: 1. Applicant must provide a specific time frame during which the permit(s) will be active. 2. This permit type can only be used while the vehicle’s driver is actively volunteering without compensation. The permit is not valid while the vehicle’s driver is conducting personal business. 3. Permits are issued as physical hangtags for temporary display in a volunteer’s vehicle. 4. The hangtag must be clearly visible in the dash of the vehicle. 5. During the time that the permit is active, it is the organization’s sole responsibility to distribute, manage and account for all permits, and ensure they are being used appropriately. 6. A $20 replacement fee will apply for lost or damaged hangtags. 4. GENERAL RULES The following rules are generally applicable to all of the permit types listed above. Permit holders will be asked to review and agree via signature to the following terms prior to receiving any Parking Permit. a. Permits have no cash value and are non-transferable. b. Permit holders must be parked legally in a designated public parking area (e.g., no double-parking, parking in reserved areas, or parking in areas designated “No Parking”). Permits are not valid in spaces for persons with disabilities, in fire lanes, or in spaces marked “Reserved” for other uses (e.g., Police, Library). c. Permit holder must move their vehicle within 24 hours for parking lot maintenance (e.g., striping, sweeping, cleaning, snow removal). Written notice will be provided to permit holders by email at least 24 hours in advance. If the vehicle has not been moved after 24 hours of notice, the vehicle will be removed from the parking area at the owner’s expense pursuant to Colorado statutes. Document Title Policy 842 Parking Permits 11/12/2025 Revisions: 6 Town of Estes Park, Public Works Page 6 of 6 d. Permits are valid only for designated purposes as described in this Policy. Vehicles are not exempt from paying hourly fees for paid parking when vehicles are parked out of compliance with the rules and regulations of this Policy, and such noncompliant parking is subject to enforcement under the Estes Park Municipal Code. e. Any permit holder who does not abide by this Policy will risk loss of their permit. Upon first violation of the stated Rules and Regulations for their permit type, the permit owner will receive a written warning by email and USPS mail. A second violation will result in suspension of the permit for 30 days with the opportunity to appeal. Appeals must be submitted in writing to The Car Park, PO Box 2285, Estes Park, CO 80517, or in person at 363 East Elkhorn Ave, Suite 208. A third violation could result in an additional suspension of the permit of up to 180 days with similar opportunity to appeal, as well as immediate revocation of one’s ability to purchase any additional parking permit for one year. The Parking and Transit Manager or designee is authorized to make determinations on such warnings, suspensions, and revocations, in their reasonable discretion. The hearing officer for any appeal shall be designated by the Town Administrator. Notice of suspension of permit shall be given with no less than ten (10) days’ opportunity to appeal, in the form and manner specified by the Parking and Transit Manager, unless, in the Parking and Transit Manager’s determination, the circumstances amount to an emergency and immediate suspension is warranted. f. The Town of Estes Park assumes no responsibility or liability for all risks, losses, costs, and damages incurred during use of the Town-owned parking facilities. g. Inoperable or abandoned vehicles are subject to towing at the owner’s expense pursuant to Colorado statutes. h. Any vehicle parked in violation of these stated regulations may be removed at the owner’s expense pursuant to Colorado statutes. i. The Town reserves the right to limit the sale and distribution of any permit at the Town’s sole discretion. j. In the event of a conflict, the Estes Park Municipal Code controls over any provisions of this Policy. 5. COST OF PERMITS a. The Parking and Transit Manager shall propose parking rates for the upcoming season to the Town Board by March 15 of each year. b. Full payment must be made prior to receiving the permit. Approved: Gary Hall, Mayor Date The Town of Estes Park is committed to providing equitable access to our services. Contact us if you need any assistance accessing material at 970-577-4777 or townclerk@estes.org. Report To: Honorable Mayor Hall & Board of Trustees Through: Town Administrator Machalek From: Jason Damweber, Deputy Town Administrator Department: Town Administrator’s Office Date: February 24, 2026 Subject: Whimsadoodle/Big Horn Parking Lot Update Purpose of Study Session Item: The purpose of this Study Session is to provide the Town Board with an update on plans for continued improvements on Cleave Street, including the Big Horn Parking Lot. Town Board Direction Requested: Ask questions and provide feedback on the updates shared. Present Situation: For years, the Town has considered construction of a new parking garage on the Big Horn Parking Lot located at the intersection of Cleave Street and Big Horn Drive. More recently, adjacent property owners – including Whimsadoodle, a philanthropic foundation dedicated to supporting local arts and artists, and the Estes Park Housing Authority (EPHA), which is interested in potentially redeveloping an older property that sits between the Town’s parking lot and a Whimsadoodle-owned property – have expressed interest in a potential collaboration where the three properties could be redeveloped together as a mixed-use project that includes a new parking structure, new housing units, retail, and restaurants. Representatives from the Town, EPHA, and Whimsadoodle have engaged in initial discussions about how such a partnership could be structured to mutually benefit the three organizations and, more importantly, the downtown area and community as a whole. Based on high level feedback provided by the Town and EPHA, the Whimsadoodle team developed a new concept, which will be shared with the Town Board and public as part of this evening’s Study Session. Proposal: Receive information on the latest concept, as presented by Whimsadoodle President, Walter Dietrich. Advantages: Redevelopment of the subject parcels on Cleave Street as proposed could result in a significant increase in the number of parking spaces downtown, construction of new housing units, and opportunities for new businesses or business growth/expansion, all important facets of economic development. A joint endeavor could be desirable because of the potential for cost efficiencies, shared risk, and faster project delivery. Disadvantages: Construction on Cleave Street would temporarily impact existing downtown businesses and residents. Finance/Resource Impact: To be determined. Level of Public Interest: Medium. I N T E R N A T I O N A L A R C H I T E C T S A T E L I E R CLEAVE ST PARKING DEVELOPMENTDESIGN UPDATE FEBRUARY 24, 2026 // 2 FLOOR PL AN LEVEL 1 CLEAVE ST. BIG HORN DR. EN T R A N C E RETAIL 900 SF RETAIL 1,100 SF RETAIL 1,100 SF RETAIL 1,100 SF RETAIL 1,100 SF RETAIL 1,100 SF RETAIL 900 SF RETAIL (F&B) 1,650 SF CLEAVE PLAZA DELIVERYDELIVERY TRASH SPILL OUT F&B SEATING PROPERTY LINE SETBACK LINE EX I T FEBRUARY 24, 2026 // 3 FLOOR PL AN LEVEL 2 CLEAVE ST. BIG HORN DR. APPROACHABLE + UNIQUE CIRCULATION PROPERTY LINE SETBACK LINE ENT R A N C E EXI T MECH FEBRUARY 24, 2026 // 4 FLOOR PL AN LEVEL 3 2-BDRM 1,000 SF 2-BDRM 1,000 SF ARTIST 1,000 SF ARTIST 1,000 SF GALLERY 1,200 SF CLEAVE ST. BIG HORN DR. PRIVATE BALCONIES PROPERTY LINE SETBACK LINE EN T R A N C E EX I T STUDIO 500 SF STUDIO 500 SF STUDIO 500 SF STUDIO 500 SF STUDIO 500 SF STUDIO 500 SF STUDIO 500 SF STUDIO 500 SF 1-BDRM 650 SF 1-BDRM 650 SF 1-BDRM 650 SF APPROACHABLE + UNIQUE CIRCULATION MECH MECH TRASH FEBRUARY 24, 2026 // 5 FLOOR PL AN LEVEL 4 CLEAVE ST. BIG HORN DR. OBSERVATION DECK CORNER ICONRESIDENT GARDEN GREEN ROOF PARKING BARRIER PROPERTY LINE SETBACK LINE EN T R A N C E EX I T FEBRUARY 24, 2026 // 6 BUILDING SECTION CLEAVE ST PARKING BUFFERBALCONY / ROOFTOP ALTERNATES 1 FULL OVERHEAD COVER 2 PARTIAL OVERHEAD COVER 3 OPEN TO ABOVE Renoxxx - renovatio Connectxxx Additio Renoxxx - installatio RETAIL PARKING RESIDENCE RETAIL PARKING RESIDENCE RETA RESID GREEN BUFFER • Along the remainder of the Level 4 southern edge, a green buffer provides privacy for the residents below, while providing added greenery to Cleave St. • There is the option to provide solar panels in the buffer zone. 8’-0” MIN. Per Estes Park Zoning Code, “the highest floor shall include a step-back of no less than 8 ft. from the building facade.” RESIDENT GARDEN • At the southwest corner a private garden is provided for the Residents’ to have a shared outdoors space they can enjoy with expansive views of Estes Park. • A shallower green buffer is provided to separate the Resident Garden from the public parking. BALCONY / ROOFTOP ALTERNATES 1 FULL OVERHEAD COVER Renoxxx - installatio RETAIL PARKING RESIDENCE GREEN BUFFER GREEN BUFFER RESIDENT GARDEN FEBRUARY 24, 2026 // 7 FLOOR PL AN APARTMENT UNITS 1-BEDROOM 650 SF STUDIO 500 SF 2-BEDROOM 1,000 SF ARTIST 1,000 SF TERRACE TERRACE TERRACE TERRACE STUDIO SPACE W/D W/D W/D W/D FEBRUARY 24, 2026 // 8 PROGRAM SUMMARY LEVEL 2 PARKING: ADA PARKING SPOTS = 2 NON-ADA PARKING SPOTS = 52 TOTAL PARKING SPOTS 54 RETAIL: (2) SMALL UNITS @ 900 SF = 1,800 SF (5) MEDIUM UNITS @ 1,100 SF = 5,500 SF (1) LARGE UNIT @ 1,550 SF = 1,650 SF 8 TOTAL RETAIL UNITS 8,950 SF LEVEL 1 PARKING: ADA PARKING SPOTS = 4 NON-ADA PARKING SPOTS = 27 TOTAL PARKING SPOTS 31 +8,950 SF RETAIL RETAIL: (1) ART GALLERY @ 1,200 SF +1,200 SF RETAIL APARTMENTS: (8) STUDIO UNITS @ 500 SF = 4,000 SF (3) 1-BEDROOM UNITS @ 650 SF = 1,950 SF (2) 2-BEDROOM UNITS @ 1,000 SF = 2,000 SF (2) ARTIST UNITS @ 1,000 SF = 2,000 SF 15 TOTAL APARTMENTS 9,950 SF LEVEL 3 PARKING: ADA PARKING SPOTS = 2 NON-ADA PARKING SPOTS = 23 TOTAL PARKING SPOTS 25 +7 STUDIO UNITS - 5 1-BEDROOM UNITS +1 2-BEDROOM UNITS +2 ARTIST UNITS +5 APARTMENTS AMENTIES: (11) BALCONIES @ 1,850 SF +11 BALCONIES TOTAL PARKING ALL LEVELS 153 AMENTIES: (1) RESIDENT GARDEN @ 750 SF LEVEL 4 PARKING: ADA PARKING SPOTS = 4 NON-ADA PARKING SPOTS = 39 TOTAL PARKING SPOTS 43BONUS FEATURE: (1) GREEN ROOF @ 7,000 SF +7,000 SF GREEN ROOF +113 FROM EXISTING +31 FROM 5/30 PROPOSAL FEBRUARY 24, 2026 // 9 +7 STUDIO UNITS - 5 1-BEDROOM UNITS +1 2-BEDROOM UNITS +2 ARTIST UNITS +5 APARTMENTS PROGRAM SUMMARY R E T A I L H O U S I N G P A R K I N G EXISTING CONDITION 05/30/25 PARKING PROPOSAL 02/24/26 CLEAVE ST DEVELOPMENT PROPOSAL (1) EFFICIENCY UNIT (8) 1-BEDROOM UNITS (1) 2-BEDROOM UNIT 10 TOTAL APARTMENTS CHANGE DELTA FROM EXISTING/PROPOSED (40) PARKING SPOTS 40 TOTAL PARKING L1: (42) PARKING SPOTS L2: (40) PARKING SPOTS L3: (40) PARKING SPOTS 122 TOTAL PARKING (8) STUDIO UNITS @ 500 SF (3) 1-BEDROOM UNITS @ 650 SF (2) 2-BEDROOM UNITS @ 1,000 SF (2) ARTIST UNITS @ 1,000 SF 15 TOTAL APARTMENTS (2) SMALL UNITS @ 900 SF (5) MEDIUM UNITS @ 1,100 SF (1) LARGE UNIT @ 1,650 SF (1) ART GALLERY @ 1,200 SF 10,150 TOTAL RETAIL SF L1: (31) PARKING SPOTS L2: (54) PARKING SPOTS L3: (25) PARKING SPOTS L4: (43) PARKING SPOTS 153 TOTAL PARKING (1) GARDEN @ 750 SF 750 TOTAL AMENITY SF (11) PRIVATE BALCONIES @ 1,850 SF (1) RESIDENT GARDEN @ 750 SF 2,600 TOTAL AMENITY SF +11 PRIVATE BALCONIES NO CHANGE RESIDENT GARDEN +10,150 SF RETAIL +113 PARKING FROM EXISTING +31 PARKING FROM PROPOSAL +1,850 SF AMENITY AREA 7,000 SF GREEN ROOF +7,000 SF GREEN ROOF B O N U S FEBRUARY 24, 2026 // 10 CONCEPT ELEVATION CLEAVE ST COMMUNIT Y FEBRUARY 24, 2026 // 11 CONCEPT RENDER CLEAVE ST COMMUNIT Y FEBRUARY 24, 2026 // 12 CONCEPT ANCHORING AN ICONIC DOWNTOWN FEBRUARY 24, 2026 // 13 THE TREETOP OVERLOOK CLEAVE ST BEACON FEBRUARY 24, 2026 // 14 PARK THEATRE’S PARTNER CLEAVE ST BEACON FEBRUARY 24, 2026 // 15 THE TREEHOUSE CLEAVE ST BEACON FEBRUARY 24, 2026 // 16 THE LOOKOUT TOWER CLEAVE ST BEACON FEBRUARY 24, 2026 // 17 CLEAVE ST BEACON THE TREEHOUSE PARK THEATRE’S PARTNERTHE TREETOP OVERLOOK THE LOOKOUT TOWER FEBRUARY 24, 2026 // 18 PROJECT NARRATIVE • A new, mixed-use development in Downtown Estes Park that will provide nine new retail units, fifteen new apartments, and over a hundred-fifty parking spots that are concealed from the main downtown streets. • Create a vibrant social and commercial development along Cleave St. • Create an icon at the corner of Cleave St. and Big Horn Dr. to extend the activity on Elkorn up to Cleave St. • Provide accessible and welcoming public spaces for the Estes Park community. • Create an approachable and seamless circulation route that allows the experience of the development to start at both the Level 1 Plaza as well as the Levels 2, 3, and 4 parking areas. OVERALL • Create an open plaza on the corner of Cleave St. and Big Horn Dr. • Provide outdoor seating space for the adjacent potential F&B Retail Unit. • Provide an open space for pop-up activities, such as performances or makers fairs. • Provide eight prominent retail storefronts with necessary trash and delivery infrastructure within the parking structure. • Create approachable circulation at the prominent intersection for access to the parking garage. LEVEL 1 • Provide a concealed, but efficient parking level to allow for maximum, easily accessible parking to support the commercial activity in Downtown Estes Park. LEVEL 2 • Create a community, gallery space to showcase local artists, especially those living and working at the new development. • Provide fifteen new apartment units with two dedicated to artist live/work units with accompanying private terraces. • Provide convenient parking for residents. • Maximizing the southern views overlooking Cleave St. and Downtown Estes Park, as well as the western views overlooking a planned open courtyard to the west of the development for the apartment units. LEVEL 3 • Provide an Observation Deck at the corner of Cleave St. and Big Horn Dr. to provide a unique vantage point overlooking Downtown Estes Park, the Park Theatre Tower, and the scenery beyond to the south. • Provide a concealed, but efficient parking level to allow for maximum, easily accessible parking to support the commercial activity in Downtown Estes Park. • Provide a private garden for the residents. • Provide a vegetated and protected buffer at the southern edge of the concealed parking to add greenery to Cleave St as well as provide privacy for the resident balconies below. LEVEL 4 FEBRUARY 24, 2026 // 19 PROJECT TIMELINE 2026 2027 20292028 FE B R U A R Y SE P T E M B E R SE P T E M B E R SE P T E M B E R MA R C H OC T O B E R OC T O B E R OC T O B E R AP R I L NO V E M B E R NO V E M B E R NO V E M B E R DE C E M B E R DE C E M B E R DE C E M B E R JA N U A R Y JA N U A R Y JA N U A R Y FE B R U A R Y FE B R U A R Y FE B R U A R Y MA R C H MA R C H MA R C H AP R I L AP R I L AP R I L MA Y MA Y MA Y MA Y JU N E JU N E JU N E JU N E JU L Y JU L Y JU L Y AU G U S T AU G U S T AU G U S T CONCEPT COMMUNITY OUTREACH PRE-DESIGN SCHEMATIC DESIGN TOWN DESIGN UPDATE DESIGN DEVELOPMENT CONSTRUCTION DOCUMENTS PERMITTING BIDDING CONSTRUCTION COMMISSIONING & OPEN CONCEPT & PARTNERSHIP DEFINITION • Finalize high-level partnership terms (Town, EPHA, Whimsadoodle) • Conﬁ rm legal structure (ground leases, leaseback, no joint venture) • Verify Community Development will allow one structure across three ownerships/lot lines • Town staff (ﬁ nance, engineering) review ﬁ nancing and parking functionality • Feb 24 board study session: high- level concept + visuals + feedback 01 02 03 04 05 PRE-DESIGN & APPROVALS • Reﬁ ne program: exact unit count, parking allocation, retail square footage • “Mountainized” architectural concepts and options • Internal reviews with Town engineering/public works (functional parking layout) • Community/stakeholder outreach (Cleave St businesses, neighbors) • Formal land-use/entitlement process with Town (planning commission, board) DESIGN & FINANCING • Full architectural and engineering design • Costing and ﬁ nal contribution splits (Town/EPHA/Whimsadoodle) • Select and ﬁ nalize ﬁ nancing structure: o Whimsadoodle debt/other capital o Town: COPs and/or appropriations backed by paid parking revenues o EPHA: conﬁ rm their capital/debt strategy • Execute ground leases, leaseback and management/maintenance agreements DESIGN & FINANCING • Demolition/relocation plan for existing EPHA building • Phased construction of joint structure (parking + housing + retail) • Coordinate with Town on trafﬁ c, street closures, temporary parking COMMISSIONING & OPENING • COs for parking, then housing/retail • Transition to full paid-parking operations and residential leaseup • Postproject review among partners JU L Y SE P T E M B E R OC T O B E R NO V E M B E R DE C E M B E R JA N U A R Y FE B R U A R Y MA R C H AP R I L MA Y AU G U S T 2030 2 MOS. 4 MONTHS 5 MONTHS 5 MONTHS 6 MONTHS 1 2 MOS. 2 MOS. 1 1 22 MONTHS RI B B O N C U T T I N G FEBRUARY 24, 2026 // 20 THANK YOU! The Town of Estes Park is committed to providing equitable access to our services. Contact us if you need any assistance accessing material at 970-577-4777 or townclerk@estes.org. Report To: Honorable Mayor Hall & Board of Trustees Through: Town Administrator Machalek From: Jackie Williamson, Town Clerk Department: Town Clerk Date: February 24, 2026 Subject: Public Comment Policy Purpose of Study Session: Staff will review and receive direction from the Town Board on the development of a policy to outline how written public comment is received and added to packet material for Town Board meetings. Town Board Direction Requested: Staff requests direction on key elements to inform the development of a policy that would be brought forward for Board approval at a future meeting. Present Situation: The Town Clerk’s office manages the public comment received for each Town Board meeting and adds the comments to the packet material for the Board’s review. More specifically, public comments received are added to the packet at the following times: during the initial development of the packet on the Wednesday prior to the Town Board meeting, the Friday before, and noon on the day of the meeting. Any comments received after noon are printed and provided to the Town Board at the dais. Staff makes every effort to provide comments received after noon and up to when the study session starts. This varies however and is dependent on the staffing level on that day. The Town Clerk’s office has made additional updates to packet material on the Monday prior to the Town Board meeting if an item is receiving a large volume of public comment. It is important to note, staff are only monitoring the public comment received through the public comment form available on the Town’s website and through emails sent directly to the Town Clerk’s office email account. Staff does not monitor the Trustee email account for public comment. At a recent Town Board meeting a public comment was received through the Town Clerk’s email account just prior to the beginning of the study session, and was noted by staff at the Town Board meeting. This particular comment was not made available to the Town Board at the dais due to minimal staffing on that day. This caused staff to question the current process for public comment and the need to bring forward the proposal of a policy to ensure consistency on how public comment is handled. Proposal: The development of a policy for written public comment would provide clear guidelines for both the public and staff. The policy could include the following items: • Deadline for inclusion in the packet material such as noon on the day of the meeting. • Public comment received after the deadline will not be included in the packet. The individual would have to attend the meeting to present their comment. • Public comment received at the meeting would be included in the final packet material. • Limiting or excluding the reading of public comment by staff into the record. • Other items the Board would like to consider. In considering a policy for written public comment, staff would suggest the inclusion of current policy language outlining in-person public comment at Town Board meetings in order to capture both in one policy. Advantages: A policy would provide clear guidelines and ensure consistent practices in the Town Clerk’s office as it relates to public comment. Disadvantages: The cut off time would limit last minute written public comment on Town Board agenda items. Financial/Resource Impact: None Level of Public Interest: Medium. Attachments: None. The Town of Estes Park is committed to providing equitable access to our services. Contact us if you need any assistance accessing material at 970-577-4777 or townclerk@estes.org. Report To: Honorable Mayor Hall & Board of Trustees From: Town Administrator Machalek Department: Town Administrator’s Office Date: February 24, 2026 Subject: Semi-Annual Compliance Review with Board Governing Policies – Policy 1.9 Self-Monitoring of the Board Purpose of Study Session Item: Conduct semi-annual self-monitoring of compliance with Town Board Governing Policies per Governing Policy 1.9. Town Board Direction Requested: None Present Situation: Policy 1.9 (Self-Monitoring of the Board) establishes a semi-annual review process to ensure that the Town Board is systematically and rigorously monitoring its compliance, both individually and collectively, with the Board’s adopted Governing Policies. Monitoring is on an exception basis, which means that discussion at the Study Session will be limited to Town Board member concerns about compliance with the policies listed in section 1.9.6. Finance/Resource Impact: N/A Level of Public Interest: Low Attachments: 1. Town Board Governing Policies Attachment 1 Introduction These Governing Policies, as adopted by the Board of Trustees, incorporate four categories of policy: 1.Governance Process: This section describes the Town Board’s governance commitment and style, operating principles, roles and responsibilities, and how the Board relates to the residents of the Town of Estes Park. 2. Board/Staff Linkage: This section outlines the Town Board’s connection to management, delegation to the Town Administrator, and accountability for the Town Administrator and Town Attorney. 3.Staff Limitations: This section describes the expectations and limitations for the Town Administrator in his/her capacity as the Town’s Chief Administrative Officer within the scope of authority delegated to him/her by the Town Board. 4.Ends Statements and Key Outcome Areas: This section describes the vision, direction, and key outcomes established by the Town Board. The first three sections all work together to implement the ends and key outcome areas established in this section. To further its accountability to the residents and taxpayers of the Town of Estes Park, the Board of Trustees adheres to the following principles of governance: 1.Ownership: The Board derives its authority from, and is accountable to, the “owners” of the Town – the residents and taxpayers of the Town – seeing its task as a servant leader to and for them. 2. Governance Position: With the ownership above it and operational matters below it, governance from the Town Board 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 Town Board 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.Board Means Policies: The Town Board 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 of the organization. These decisions are categorized as “Governance Process” and “Board /Staff Linkage” in the policies that follow. 2 5. Staff Limitations Policies: The Town Board makes decisions with respect to its staff’s means only in a proscriptive way (prohibiting those means that would be unacceptable, even if they work) in order to avoid prescribing. These decisions are categorized as “Staff Limitations” in the policies that follow. 6. Board Ends Policies: The Town Board defines, in writing, the ends statements and key outcome areas through its annual strategic planning process. This document describes the outcomes that the Town Board expects the organization to produce. These decisions are categorized as “Ends Statements and Key Outcome Areas” in the policies that follow. 7. Self-Enforcing: These policies are collectively adopted by Town Board and, as such, only the Board and individual members of the Board are responsible for compliance, both individually and collectively. 3 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 Mayor’s Responsibility Policy 1.5 Board Appointed Committee Principles Policy 1.6 Board Liaison Roles Policy 1.7 Board Committee Principles Policy 1.8 Strategic Planning and Agendas Policy 1.9 Self-Monitoring of the Board 4 Policy Type: Governance Process Policy: 1.0 Policy Title: Governance Commitment Revised: 10/08/2024 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 residents of Town of Estes Park, is to see to it that the Town of Estes Park government 1) achieves results for 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 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 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 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. 1.6 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. 5 1.7 Board Committees, when used, will be assigned so as to reinforce the wholeness of the Board’s job and so as to never to interfere with delegation from the Board to Town Administrator. The purpose of Board Committees shall be to provide more in-depth discussion and information on the specific areas assigned to the Committee. Committees may not vote on or adopt policy, but may make recommendations to the Town Board for action. 1.8 The Town Board will prepare and follow an annual Strategic Plan that includes (1) a complete review of the Town’s 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. 1.9 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. 6 Policy Type: Governance Process Policy: 1.1 Policy Title: Governing Style Revised: 10/08/2024 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 members’ thorough preparation for meetings and regular attendance. 1.1.2.3 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. 1.1.3 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. 1.1.4 The Board of Trustees, as trustee for and working with the residents of the Town of Estes Park, will be the primary initiator of policy, and will also be receptive to other policy initiatives from residents and staff. The Board, not the staff, will be responsible for Board performance as specified in the policy entitled Board Job Description. 1.1.5 The Board of Trustees will be accountable to the 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. 7 1.1.6 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. 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 agree 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 Board 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 Trustee may participate fully in Board discussions of the issue, yet abstain from voting, should they so choose. 8 Policy Type: Governance Process Policy: 1.2 Policy Title: Operating Principles Revised: 10/08/2024 The operating principles and commitments of the Board of Trustees, as it relates to the working relationship between the Trustees, staff, and 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. 9 Policy Type: Governance Process Policy: 1.3 Policy Title: Board Job Description Revised: 10/08/2024 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: 1.3.1.1 Linkage: As the 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 residents of the town of Estes Park. A. Needs Assessment: The Board of Trustees will strive to identify the needs of the residents as they relate to Town of Estes Park’s activities and scope of influence, and shall translate such knowledge into written governing policies. B. Advocacy and Ambassadorship: The Board of Trustees will act as the representatives of the residents to the Town of Estes Park government, and shall take steps to inform and clarify: o the residents’ relationship with government, and o the organization’s 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 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. 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. 10 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 prudent and ethical 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 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). C. Municipal Judge performance. 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 residents of Estes Park. B. Representing and acting in the best interest of 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 residents’ concerns. D. Serving as a conduit for information from residents to the Town Administrator and the Mayor in responding to questions and individual problems. 11 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 12 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 for directions from Trustees, as policy makers, 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 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 ensure all communication is timely, accurate, and is in concert with the incident response plan. 13 Policy Type: Governance Process Policy: 1.4 Policy Title: Mayor’s Responsibility Revised: 10/08/2024 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 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. 14 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 (Estes Park Municipal Code Section 2.12.020). 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 The Mayor Pro Tem shall assume all duties of the Mayor in the Mayor’s absence (Estes Park Municipal Code Section 2.16.010). 1.4.7 Mayoral Appointments 1.4.7.1 Audit Committee – 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 – 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 15 subject to the approval of the Board of Trustees (Estes Park Municipal Code Section 2.08.020). 1.4.8 Voting Privileges – The Mayor has full voting privileges for items coming before the Board of Trustees (Ordinance 04-16). 16 Policy Type: Governance Process Policy: 1.5 Policy Title: Board Appointed Committee Principles Revised: 10/08/2024 The Board of Trustees may establish committees to advise the Board in carrying out its responsibilities. For the purposes of this policy, the term “Committee” shall refer to any board, commission, task force, council, committee or any other volunteer group of residents. 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 resident involvement in Town affairs, as well as to avoid conflicts involving Trustees who serve on committees, boards, commissions and organizations. For these reasons, the Board has agreed that a Trustee shall serve only as a liaison to Town 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 Trustees’ 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. 17 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 Committee’s Mission Statement, and of the Board of Trustees’ 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 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 18 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 exception of the Platte River Power Authority 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 Trustee, the Trustee 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, 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. 19 Policy Type: Governance Process Policy: 1.6 Policy Title: Board Liaison Roles Revised: 10/08/2024 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 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. 1.6.2 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 Trustee 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. 20 Policy Type: Governance Process Policy: 1.7 Policy Title: Board Committee Principles Revised: 10/08/2024 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) 1.7.1.1Audit 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 Board’s job and so as to never to interfere with delegation from the Board to Town Administrator. The purpose of Board Committee’s shall be to provide more in-depth discussion and information on the specific areas assigned to the Committee. Committees 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 Trustees so that the committee is never a quorum of the Town Board. 21 Policy Type: Governance Process Policy: 1.8 Policy Title: Strategic Planning and Agendas Revised: 10/08/2024 The Town Board will prepare and follow an annual Strategic Plan that includes (1) a complete review of the Town’s 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. Accordingly: 1.8.1 The Town Board annual strategic planning cycle will produce a Provisional Strategic Plan each year before July 1 so that administrative planning and budgeting can be based on the priorities articulated in that plan. 1.8.1.1 The cycle will start with the Town Board development of its strategic priorities for the next year. In April-May of each year, the Board will begin the strategic planning process by reviewing the Town’s Vision, Mission, and Strategic Policy Statements. 1.8.1.2 The Town Board will identify its strategic priorities to be addressed 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). 1.8.1.3 Town Staff will prepare recommended Goals and Objectives based on the Board’s stated priorities. Individual Board Members may also submit Goals and Objectives for consideration by the full Board. 1.8.2 Agendas shall be governed by Town Board Policy 105 (Agendas). 22 Policy Type: Governance Process Policy: 1.9 Policy Title: Self-Monitoring of the Board Revised: 10/08/2024 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 Board’s interpretation. 1.9.4 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. 23 1.9.5 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. 1.9.6 Town Board Compliance Review Schedule Governing Policy Review Date Adopted Town Policies Review Date following Town 24 TOWN OF ESTES PARK GOVERNING POLICIES MANUAL Table of Contents Category 2. Boad/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 25 Policy Type: Board/Staff Linkage Policy: 2.0 Policy Title: Governance – Management Connection Revised: 10/08/2024 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 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. 2.4 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. 26 Policy Type: Board/Staff Linkage Policy: 2.1 Policy Title: Delegation to the Town Administrator Revised: 10/08/2024 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 established priorities, 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. 27 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. 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 excess of 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 and Policy 1101 (Delegation of Contract Signature Authority). 10. Approval of any substantive change to the scope, design, development, or construction of any capital project. 28 Policy Type: Board/Staff Linkage Policy: 2.2 Policy Title: Town Administrator Job Description Revised: 10/08/2024 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 official job description for the Town Administrator shall be adopted by the Town Board and incorporated by reference in the Employment Agreement between the Town and the Town Administrator. 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 operates within the boundaries established in Governing Policies Category Three – Staff Limitations. 29 Policy Type: Board/Staff Linkage Policy: 2.3 Policy Title: Monitoring Town Administrator Performance Revised: 10/08/2024 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. 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. 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 30 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. 2.3.6 The Board of Trustees will conduct an annual formal evaluation of the Town Administrator which will include a summary examination of the monitoring data acquired during that period. 2.3.7 Town Administrator Performance Expectations Review Schedule Governing Policy Type Frequency Date 31 Policy Type: Board/Staff Linkage Policy: 2.4 Policy Title: Town Attorney Revised: 10/08/2024 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 32 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 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 and/or pending or actual acts or omissions of any Trustee, Board, Committee, Commission, the Town Administrator, or any other Town employee or official. 2.4.3.4 Oversight of the Town Prosecutor. 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: A. Advice regarding avoidance of litigation or settlement of potential litigation. B. Timely provision to the Board and the Town Administrator on the status of settlement negotiations and all threatened/actual litigation. C. Settlement of litigation, with authority as set forth in Policy 1101 – Delegation of Contract Signature Authority. 33 D. Diligent and competent representation of the Board, the Town, and the Town’s officer’s agents and employees in litigation. E. 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 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. 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. 34 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 and Volunteers 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 Quality of Life Policy 3.12 Internal Operating Procedures Policy 3.13 Town Organizational Plan 35 Policy Type: Staff Limitations Policy: 3.0 Policy Title: General Town Administrator Constraint Revised: 10/08/2024 Within the scope of authority delegated to him/her by the Board of 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 residents, 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 residents. 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. 36 3.8 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. 3.9 The Town Administrator shall not permit the Town Board 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 efforts to improve the 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 The Town Administrator will ensure that the Town has internal operating procedures to promote effective and efficient Town operations. 37 Policy Type: Staff Limitations Policy: 3.1 Policy Title: Customer Service Revised: 10/08/2024 The quality of life in The Town of Estes Park depends upon the partnership between residents, 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 residents. 3.1.1 The Town Administrator shall not fail to encourage the following basic attitudes in employees: 3.1.1.1 The residents 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. “Prompt Action” shall be interpreted as: • Residents receive initial responses to a reported problem or issue, at a minimum acknowledging the receipt of the contact, within two business days of receipt. • The appropriate process required to resolve the problem is initiated within three business days of receipt, 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 Town government depends upon the partnership between residents, elected officials, and Town employees. Accordingly, regarding the treatment of residents and customers, the Town Administrator shall not: 3.1.2.1 Fail to inform residents 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. 38 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. 39 Policy Type: Staff Limitations Policy: 3.2 Policy Title: Treatment of Staff and Volunteers Revised: 10/08/2024 With respect to the treatment of paid staff and volunteers, 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 Town 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 residents utilizing Town services. 3.2.5 Operate without written volunteer policies that clarify the responsibilities of volunteers and of the Town for all volunteers. 40 Policy Type: Staff Limitations Policy: 3.3 Policy Title: Financial Planning Revised: 10/08/2024 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 Town Board 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 Town Board. 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. 41 Policy Type: Staff Limitations Policy: 3.4 Policy Title: Financial Condition and Activities Revised: 10/08/2024 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 Town Board by adopted policy, unless otherwise authorized by the Board. 3.4.3 Allow cash to drop to a level below that established by the Town Board 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/or 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 Town Board. 42 Policy Type: Staff Limitations Policy: 3.5 Policy Title: Asset Protection Revised: 10/08/2024 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; or 3.5.1.3 Against employee theft and dishonesty. 3.5.2 Subject plant, facilities, and/or 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, the Town Board, 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 those necessary to satisfy generally accepted accounting/auditing standards, recognizing that the cost of internal control should not exceed the benefits expected to be derived. 43 Policy Type: Staff Limitations Policy: 3.6 Policy Title: Emergency Town Administrator Backup and Replacement Revised: 10/08/2024 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 Deputy Town Administrator shall act in the capacity of Town Administrator in his/her absence. In the absence of the Town Administrator and Deputy Town Administrator a Town Department Director 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. 44 Policy Type: Staff Limitations Policy: 3.7 Policy Title: Emergency Preparedness Revised: 10/08/2024 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 in accordance with the Estes Park Municipal Code. 45 Policy Type: Staff Limitations Policy: 3.8 Policy Title: Compensation and Benefits Revised: 10/08/2024 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. 46 Policy Type: Staff Limitations Policy: 3.9 Policy Title: Communication and Support to the Board Revised: 10/08/2024 The Town Administrator shall not permit the Town Board to be uninformed or unsupported in its work. Accordingly, he or she may not: 3.9.1 Let the Town Board 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 2.3 – Monitoring Town Administrator Performance) 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 Town Board 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 Town Board activities or communications. 3.9.6 Fail to deal with the Town Board 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 Town Board. 47 Policy Type: Staff Limitations Policy: 3.10 Policy Title: Capital Equipment and Improvements Programming Revised: 10/08/2024 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 Town Board’s 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. 48 Policy Type: Staff Limitations Policy: 3.11 Policy Title: Quality of Life Revised: 10/08/2024 With respect to Town government's efforts to improve the 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. 49 Policy Type: Staff Limitations Policy: 3.12 Policy Title: Internal Operating Procedures Revised: 10/08/2024 The Town Administrator will ensure that the Town has internal operating procedures to promote effective and efficient Town operations. 50 Policy Type: Staff Limitations Policy: 3.13 Policy Title: Town Organizational Plan Revised: 10/08/2024 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 through the division level. The Town Administrator will update the plan annually. The current plan shall be included in the Annual Comprehensive Financial Report each year and presented to the Town Board at the first regular meeting following the certification of the results of each biennial election. 51 TOWN OF ESTES PARK GOVERNING POLICIES MANUAL Table of Contents Category 4. Ends Statements Policy 4.0 Ends Statements and Key Outcome Areas 52 Policy Type: Board Ends Statements Policy: 4.0 Policy Title: Ends Statements and Key Outcome Areas Revised: 10/08/2024 The Town Board agrees on its Ends Statements and Key Outcome Areas through the annual strategic planning process. The Board will review its Ends Statements and Key Outcome Areas annually. The Board’s Ends Statements and Key Outcome Areas are: 4.1 Exceptional 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. 4.2 Governmental Services and Internal Support: We provide high-quality support for all municipal services. 4.3 Outstanding Guest Services: We are a preferred Colorado mountain destination providing an exceptional guest experience. 4.4 Public Safety, Health, and Environment: Estes Park is a safe place to live, work, and visit within our extraordinary natural environment. 4.5 Robust Economy: We have a diverse, healthy, year-round economy. 4.6 Town Financial Health: We will maintain a strong and sustainable financial condition, balancing expenditures with available revenues, including adequate cash reserves for future needs and unanticipated emergencies. 4.7 Transportation: We have safe, efficient, and well-maintained multimodal transportation systems for pedestrians, cyclists, motorists, and transit riders. 4.8 Utility Infrastructure: We have reliable, efficient, and up-to-date utility infrastructure serving our community and customers. 53 The Town of Estes Park is committed to providing equitable access to our services. Contact us if you need any assistance accessing material at 970-577-4777 or townclerk@estes.org. Future Study Session Items March 10, 2026 • Plaque Honoring Civic Service/Art in Public Places March 24, 2026 • Annexation of Enclaves • Exemption of Certain Products from Sales Tax • Vendor Fee Rate for Sales Tax Collection April 14, 2026 • Murals and Sign Code • Growth Management Areas Overview May 26, 2026 • Policy 102 (Town Committees) Liaison Review • Policy 102 (Town Committees) Focus Groups Draft Items Approved - Unscheduled • Police Department Facility Financing • Code Amendment to Allow Small Visitor-Serving Autocycle Operations with Special Review • Administrative Regulations Enforcement Process • Liquor License Process Items for Town Board Consideration • None