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HomeMy WebLinkAboutPACKET Town Board Study Session 2026-08-11Informal 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 Tuesday, August 11, 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. Visit Estes Park Dark Sky Ordinance Presented by Manager Paiement 4:30 p.m. FEMA Floodplain Map Adoption Process Presented by Engineer Waters 5:00 p.m. Break for Dinner 5:15 p.m. Policy 102 (Town Committees) Liaison Review Presented by Town Administrator Machalek 5:45 p.m. Policy 102 (Town Committees) Focus Groups Draft Presented by Town Administrator Machalek 6:25 p.m. Semi-Annual Compliance Review with Board Governing Policies – Policy 1.9 Self-Monitoring of the Board Presented by Mayor Hall 6:35 p.m. Trustee and Administrator Comments and Questions 6:40 p.m. Future Study Session Agenda Items 6:45 p.m. Adjourn for the Town Board Meeting International DarkSky Certification: Town of Estes Park Study Session August 11, 2026 •The big travel names now call it a top trend. Forbes called dark-sky travel “the next big thing,” and Condé Nast Traveler and BBC reported it as the biggest travel trend of 2025. •In a 2025 Booking.com survey, about 6 in 10 travelers said they would plan a trip around a dark, starry sky. •Major tour companies like G Adventures and Intrepid added stargazing trips in just the last two years. Stargazing has gone mainstream •In national park visitor surveys going back to the 1980s, about 65% of visitors said a dark, starry sky was a very or extremely important part of their trip. •In Utah, 62% of park visitors took part in some kind of night-sky activity during their visit. •This is not a passing fad. People have been asking for dark skies for decades, and the interest keeps growing. People really want dark skies $5.8 billion Expectedspendingbyout-of-townstargazers over 10 years across the Colorado Plateau—parts of Colorado, Utah, Arizona, and New Mexico. and more than 10,000 jobs a year. Peer-reviewed projection. Mitchell & Gallaway, Tourism Review, 2019. Dark skies are worth •The stars come out after dark, so people stay the night instead of driving home. •A day visitor spends about $90. An overnight visitor spends $270 to $390 — roughly three times as much. •That overnight money lands in small towns, and often during the slow off-season when rooms would sit empty. Dark skies fill hotel rooms •Bryce Canyon, Utah: attendance at the park’s star programs nearly doubled, and their economic value grew from $1.1 to $1.7 million. •Galloway Forest, Scotland: about $2 came back for every $1 spent on dark-sky-friendly lighting. •Lake Tekapo, New Zealand: regional visitor spending roughly tripled over a decade, and one stargazing company now hosts more than 40,000 guests a year. It’s already working elsewhere •Colorado already has about 8 certified Dark Sky communities, 13 certified Dark Sky parks, and 1 Dark Sky Approved Lodging (Kosmos Resort in Alamosa) •30 more locations, including twelve state parks are working toward certification right now throughout the state. •The state’s mentor program are how we help destinations get there. •CTO recently launched a First-of-Its-Kind Trail Connecting Travelers to Colorado’s Stunning Night Skies, Dark Sky Parks and Star-Filled Communitie Colorado is set up to lead in Dark Skies Tourism 1.) Could you provide examples of how other communities have handled the proposed 10-year compliance period for non-town (private) properties? Code enforcement officers A notice of non-compliant fixtures Community feedback method (City responds accordingly) DarkSky doesn’t require a community to enforce lighting code a certain way. Encourages similar enforcement of other existing codes. 2.) Do you have examples of incentive programs that communities have used to encourage private property owners to voluntarily retrofit or replace non-compliant lighting? Breckenridge has done a fantastic job of this using mailers and online resources for residents. https://www.townofbreckenridge.com/Departments/Community-Development/Exterior-Lighting-Information Compliance and Incentive Programs Incentive Program: Breckenridge Example Based on Breckenridge's published Exterior Lighting Information and FAQ pages, the Town is not offering direct financial incentives such as rebates or grants. Instead, it offers the following assistance to help property owners voluntarily comply: Extended compliance period: The Town originally adopted a 15-year compliance period and later extended the deadline by an additional two years to July 1, 2025, giving property owners ample time to replace nonconforming lighting. Six-month enforcement grace period: Although the compliance deadline was July 1, 2025, the Town is providing a six-month grace period, with enforcement beginning January 2, 2026, allowing additional time for property owners to complete upgrades. Free site visits: Town staff will visit properties at no cost to help owners identify noncompliant fixtures and recommend the easiest and most cost-effective path to compliance. Free fixture review before purchase: Property owners can email photos, links, or manufacturer cut sheets to Town staff, who will review proposed fixtures and confirm whether they comply with the Town's lighting code before they are purchased. Retrofit guidance: Rather than requiring complete fixture replacement, the Town provides information on acceptable permanent retrofit solutions, such as retrofit shields and sheet metal shields, that can bring existing fixtures into compliance. Incentive Program: Breckenridge Example Continued Approved fixture database: The Town maintains a database of compliant light fixtures and retrofit options and directs property owners to additional approved fixtures through DarkSky International. Individual compliance assistance: Staff are available by phone and email to answer questions, explain code requirements, verify a property's compliance status, and work with owners who have a compliance plan that may extend beyond the deadline. Educational resources: The Town provides lighting zone brochures, retrofit information, fixture examples, compliance letters, FAQs, and guidance on compliant bulbs and fixtures to make it easier for property owners to understand the requirements. Lighting recycling event: During June 2025, the Town hosted a free exterior lighting recycling collection program, collecting 164 outdated light fixtures from the public. While there are currently no plans for another event, it was offered to help residents dispose of noncompliant fixtures responsibly. In summary, Breckenridge's incentives are service-based rather than financial. The Town focuses on extended timelines, technical assistance, free compliance reviews, retrofit options, and educational resources to reduce the cost and complexity of complying with the lighting ordinance. Incentive Programs Continued 1. Sisters, Oregon (Municipal Rebate Program) The City of Sisters launched a residential Dark Skies Lighting Rebate Program in January 2026. The program offers: Up to $50 per outdoor light fixture Maximum reimbursement of $200 per property owner Homeowners must: Apply and receive City approval before purchasing fixtures. Install compliant fixtures. Submit receipts and photos to receive reimbursement. 2. Custer County, Colorado (Nonprofit Reimbursement Program) The nonprofit Dark Skies of the Wet Mountain Valley offers a reimbursement program for homeowners in Custer County. The program provides: Up to $200 reimbursement for replacing non-dark-sky-compliant outdoor fixtures. A volunteer "Fixture Coach" visits the property to review existing lighting and confirm eligibility before replacement. 3.) Are you aware of any grant opportunities or funding sources municipalities have used to help retrofit publicly owned lighting? Potential green/renewable energy themed grants Sustainable Tourism grant opportunities Colorado Tourism Office Destination Management Grants 4.) Could you share examples of the lighting shields you mentioned? Visit Estes Park is exploring whether sponsoring shields for residents and businesses could be a good interim solution until fixtures need replacement. From Breck's website: https://www.townofbreckenridge.com/departments/community-development/exterior-lighting- information/lighting-database#shields Grants & Lighting Shields Examples Lighting Shields Examples Breckenridge has developed a practical approach to retrofitting existing fixtures by using permanent opaque shields that block glare and direct light downward. Rather than requiring immediate fixture replacement, the Town allows existing fixtures to remain in service if they are retrofitted with an approved permanent shield or other modification that brings them into compliance. Examples of shield products included in Breckenridge's Lighting Database include: Nightsaver Textured Black Dark Sky Shield – Available in multiple sizes for wall-mounted fixtures. Westover Matte Black Dark Sky Shield Outdoor Accessory – Designed to retrofit compatible wall lanterns. Kichler Dark Sky Adapter for Outdoor Post Lighting – An adapter that converts certain post-top fixtures into fully shielded fixtures. Newhouse Lighting Outdoor Shroud (Floodlight Shield) – An angled aluminum hood that reduces glare from floodlights. Parshield PAR-38 Floodlight Shield – A shield specifically designed for PAR-38 floodlights. Kichler Accent Long Cowl and Snap-on Cowl – Retrofit cowls that attach to landscape and accent lighting to reduce light spill. Metal shades for bistro/string lights – Several cone and bowl-style shades that fully cover the bulb, reducing uplight while allowing existing string lights to remain in use when compatible. 5.) What are the non-negotiable ordinance requirements that must be included to meet DarkSky certification standards? If possible, could you distinguish between the required elements and those that are considered best practices or recommended enhancements? The Dark Sky Place committee reviews each requirement, which include efforts for limits on lumens from unshielded fixtures, color temperature, lumen density, sports lighting, and illuminated signage. Dark Sky looks to applicants to describe how they intend to meet the requirements. **The exception: the amortization piece. The Dark Sky Place committee will want to see a compelling reason for the town not implementing one. For example, if state government doesn’t allow municipalities to enact amortizations, so legally it isn't allowed. Local governments have a method to ensure private and commercial lighting are brought into compliance at some point in the future - through strong voluntary actions (rather than retroactive enforcement). Non-Negotiable Ordinance Requirements 6.) What would you consider the minimum ordinance language needed to satisfy the certification requirements? I've attached it for reference and would appreciate any recommendations for simplifying it while maintaining compliance. Minimum 10-15 pages, around 20 is normal when considering purpose statements, definitions, diagrams and images, plus all the formatting. This link is to Breckenridge's lighting policy: https://breckenridge.town.codes/Code/9-12-11 Non-Negotiable Ordinance Requirements 7.) We’re concerned about residential and privately owned properties, specifically the requirement for property owners to replace still-functioning lighting fixtures and the associated costs. Do you have examples of how other communities have successfully addressed these concerns while still achieving certification? Lighting shields are a very feasible solution and cover most modern LED bulbs without needing to replace an entire fixture. Anything under1,000 lamp lumens must be fully shielded - under that amount may be left unshielded. (provided that a given area does not surpass a certain number of total unshielded lumens to prevent over lighting). EXAMPLE: If the typical home has four light fixtures, and each one emits 850 lumens, then nothing needs to be done according to the ordinance. If the ordinance says no more than 20,000 unshielded lumens per net acre are allowed, then you could technically allow 20 unshielded fixtures at 1,000 lumens each in a net acre. Residential and Private Properties Dark Sky Lighting and Safety Dark Sky Lighting and Safety DarkSky International Certifications in Colorado DarkSky Communities Crestone, Colorado Norwood, Colorado Nucla/Naturita, Colorado Ridgway, Colorado Westcliffe/Silver Cliff, Colorado Paonia, Colorado Breckenridge, Colorado DarkSky Parks Black Canyon of the Gunnison National Park Curecanti National Recreation Area Dinosaur National Monument Florissant Fossil Beds National Monument Great Sand Dunes National Park and Preserve Hovenweep National Monument Jackson Lake State Park Mesa Verde National Park Slumgullion Center Top of the Pines Over 30 applicants from Colorado are in the certification pipeline! That's more than anywhere else in the world!    !  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(       ###                  ###               0**#!#%      1      % 0**#%    % 0**2%   . %    ,.3-  /                                               !     " #            $%#                 IN REPLY REFER TO: A3815 (ROMO) Sent via email, no hardcopy to follow Travis Machalek Town Administrator Town of Estes Park 170 MacGregor Avenue Estes Park, CO 80517 RE: Dark Skies Proposal Dear Mr. Machalek: I am writing to support the Visit Estes Park initiative to pursue an International Dark Sky certification. The Town of Grand Lake has been working on their certification and received technical assistance through a State of Colorado mentorship program. They passed a night sky ordinance in 2024. These steps from Rocky Mountain National Park’s gateway communities mean the park itself will be protected. Here in the park, we have been converting our light fixtures to meet dark sky guidance though fixture replacement, use of more appropriate color temperature, and shielding. Our park project specifications only allow for fixtures that meet these standards. Our staff carefully consider lighting as part of design review, with an emphasis on minimizing both the amount and duration of lighting. Where appropriate, we use timers and consider the seasonal need for lights. We understand and appreciate the economic benefits, dark night skies also benefit nocturnal wildlife, migratory birds, and insects. Done appropriately, they can also increase public safety and meet visitor expectations for a dark setting in natural areas. Dark night skies connect humans across generations and geographies. We encourage the Town of Estes Park to take steps to keep night skies over the park dark. Sincerely, Caleb Waters Deputy Superintendent NATIONAL PARK SERVICE Rocky Mountain National Park Estes Park, Colorado 80517 Public Comment Received 2026-08-07 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: Jennifer Waters, Floodplain Administrator Department: Public Works Date: August 11, 2026 Subject: FEMA Floodplain Map Adoption Process Purpose of Study Session Item: To inform the Town Board about the multi-year process to update the Town’s Flood Insurance Rate Maps (FIRMs) and the final step required by FEMA for adopting the new maps. Town Board Direction Requested: Confirmation that the Town Board is willing to consider adopting the maps by updating a section of the Municipal Code in Title 18 – Flood Damage Prevention. Present Situation: After the 2013 flood, the Colorado Hazard Mapping Project (CHAMP) was established by the state legislature to rework floodplain data and maps. Draft CHAMP results for an updated Special Flood Hazard Area (SFHA) in Larimer County were incorporated in Estes Park Municipal Code Floodplain Regulations in 2019. On January 26, 2021, the Colorado Water Conservation Board (CWCB) submitted FEMA’s Preliminary FIRM and Flood Insurance Study (FIS) based on the CHAMP results. During 2021 and 2022, Estes Park fulfilled the Adoption Timeline process required by FEMA which included meetings, public outreach, publication of notices, and the 90-Day Appeal Period. Over the last four years, complex flood mapping issues elsewhere in Larimer County were resolved. At last, on May 27, 2026, FEMA issued the Letter of Final Determination which triggers the 6-Month Adoption Period for jurisdictions in the Larimer County FIS. The Town of Estes Park may now recognize the finalized status of the SFHA established in 2019 by updating the Floodplain Regulations. Proposal: The Letter of Final Determination received from FEMA on May 27, 2026, instructs the Town to amend its regulations by the effective date, November 27, 2026, of the FIS report and FIRMs. Advantages: The CHAMP data on which the new Effective FIS and FIRMs are based more accurately reflects flood risk in Estes Park (current Effective FIRMs for Estes Park are dated December 19, 2006). Disadvantages: Communities that fail to enact the necessary floodplain management regulation will be suspended from participation in the National Flood Insurance Program (NFIP). Finance/Resource Impact: Floodplain map layers in the Town’s ArcGIS platform will require updates using files submitted to the Town by CWCB. Level of Public Interest: Level of public interest varies based on perceived risk of flooding or land use impacts. Attachments: 1. Presentation FEMA Floodplain Map Adoption Process EFFECTIVE FIRMS & FIS –FINAL STEP REQUIRED FOR ADOPTION Town Board Study Session August 11, 2026 Attachment 1 Floodplain Management Maps: 1970s – present •Estes Park joins the National Flood Insurance Program (NFIP) September 19, 1975 •Initial Flood Insurance Rate Map (FIRM) January 17, 1979 •Current effective FIRMs December 19, 2006 9 FIRMs – Big Thompson River, Fall River, Fish Creek, Black Canyon Creek, and Dry Gulch •Current effective Flood Insurance Study (FIS) January 15, 2021 1 FIRM includes 35 acres in Town of Estes Park (no SFHA) Floodplain Management Defining events: •1976 Big Thompson Flood July 31, 1976 Emergency management and warning systems ~7.5 inches rain/hr 2-yr to 10,000-yr event •Lawn Lake Dam Failure July 15, 1982 Estes Park Urban Renewal Authority (1983 – 2010) 30,000,000 cf water 18,000 cfs •2013 Flood September 12, 2013 Colorado Hazard Mapping Program (CHAMP) 0.5-1.1 inches rain/hr 2-yr to 500-yr event Floodplain Management CHAMP –Estes Park SFHA (now 1D and 2D): Draft floodplain May 16, 2018 Draft floodway May 14, 2019 Preliminary Base Flood Elevation (BFEs) Special Flood Hazard Area (SFHA) EPMC Chapter 18.04.040 – Basis for September 24, 2019 Establishing the Special Flood Hazard Area FEMA Preliminary/Revised Preliminary January 26, 2021 FIS December 20, 2021 FIRMs October 16, 2023 FEMA Effective November 27, 2026 FIS FIRMs 18.04.040 - Basis for establishing the Special Flood Hazard Area. The Special Flood Hazard Areas are identified by the scientific and engineering report entitled "Flood Insurance Study for Larimer County and Incorporated Areas" (Flood Insurance Study, or FIS) dated January 15, 2021, including its accompanying Flood Insurance Rate Maps (FIRMs) and any revisions thereto. These Special Flood Hazard Areas identified by the Flood Insurance Study and attendant mapping are the minimum area of applicability of this Chapter and will be supplemented by the study entitled "Colorado Hazard Mapping Program, Hydraulic Analysis — Volume 2, Technical Support Data Notebook for the Big Thompson Watershed (HUC-8 10190006)" ("Big Thompson Watershed Technical Support Data Notebook"), dated March 23, 2018, including its Summary Addendum, wherever it is more restrictive than the Flood Insurance Study. Floodplain Management Floodplain Regulations – Estes Park Municipal Code: •Chapter 17.28—Floodplain Regulations 1986, 1987, 1990, 1997, 2007, 2013, 2016 •Chapter 18.04—Floodplain Regulations September 24, 2019 Floodplain Management Colorado Hazard Mapping Program Hydraulic Analysis – Volume 2 Technical Support Data Notebook for the Big Thompson Watershed (HUC-8 10190006) Floodplain Management Flood Study and Adoption Timeline (Multi-Year Process) Preliminary FIRM and FIS Issued January 26, 2021 Final Consultation Coordination Officer (CCO) Meeting March 4, 2021 Preliminary FIRM Open House April 1, 2021 (two identical virtual meetings at 4:00pm and 5:00pm) Proposed Federal Register Publication April 1, 2022 Public Notice Published Twice in Local Newspaper Estes Park Trail Gazette May 11 & May 18, 2022 90-Day Appeal Period May 18 – August 16, 2022 Estes Park Hydrology Appeal Discussion March 13, 2023 Floodplain Management Flood Study and Adoption Timeline (Multi-Year Process) Resolve complex mapping issues elsewhere in 2022 – 2026 Larimer County Letter of Final Determination (LFD) Issued May 27, 2026 6-Month Adoption Period June – November 2026 Date of Effective FIS and FIRMs November 27, 2026 Floodplain Management Current f loodplain administration: NFIP Policies in Force (PIF) in Town of Estes Park o 147 PIFs ($42,240,000 in coverage) as of June 30, 2023 o 121 PIFs ($33,016,000 in coverage) as of July 31, 2026 Floodplain permits issued: o 2021 – 3 o 2022 – 9 o 2023 – 7 o 2024 – 4 o 2025 – 5 o 2026 – 3 so far Letter of Map Revision (LOMR) requests o Current: Downtown Estes Loop (June 25, 2026) o Future: Elkhorn Lodge, 1630 Fall River Rd, and Performance Park bridge Floodplain ManagementIn case you are interested . . . Understanding and Managing Flood Risk: A Guide for Elected Officials Association of State Floodplain Managers Floodplain Management Questions and discussion 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: August 11, 2026 Subject: Policy 102 (Town Committees) Liaison Review Purpose of Study Session Item: Review the role of Board-appointed liaisons and gather feedback on any desired changes. Town Board Direction Requested: • Does the Town Board want to make changes to the current role definition for Board-appointed liaisons? • Does the Town Board agree with staff’s recommendation to move the description of the liaison role from Policy 102 into Policy 101? Present Situation: Town Board appointments of official liaisons of the Board, and the role of those liaisons, are governed by Policy Governance Section 1.6, Policy 101 (Board of Trustees Division of Responsibilities), and Policy 102 (Town Committees). The Town Board currently appoints liaisons for the following groups: • Estes Park Planning Commission • Estes Park Board of Adjustment • Police Auxiliary • Estes Valley Restorative Justice • Estes Park Board of Appeals • Sister Cities • Estes Park Housing Authority Board of Commissioners Policy Governance Section 1.6.3 and Policy 102 describe the duties of a Town Board liaison in substantially the same way (there are slight variations in wording): • 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. • Review applications, interview candidates, and make recommendations to the Town Board for final approval. • Serve as the primary Trustee contact for the committee or community group. • 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. • The liaison is not a member of the committee and, when in attendance at a meeting, is there as an observer for the Board of Trustees and a resource for the committee. Participation in board discussions should be minimal and restricted to clarification of Town Board positions or collection of information to bring back to the full Town Board. Policy 102 adds one additional provision: • Any Trustee may attend the meeting of any committee; however they should notify the official Town Board liaison in advance of attending. This notification will allow the liaison to know when a quorum of the Town Board may be attending the committee meeting and to notify the Town Clerk so the appropriate public notifications can be made, in compliance with the Colorado Open Meetings Act The process for appointing liaisons is described in Policy Governance Section 1.6.1 and in Policy 101, Section 3.a and g. Proposal: Staff recommend moving the description of the liaison role, subject to any changes recommended by the Town Board, to Policy 101 (Division of Responsibilities) to enhance the clarity and accessibility of the information. Policy 101 is already used to memorialize liaison assignments and is a natural place for this information. Policy 102 needs to be updated and may need to be replaced given changes in the Town’s committee structure since its most recent edit in 2018. Finance/Resource Impact: N/A Level of Public Interest: Medium Attachments: 1. Town Board Governing Policies 2. Policy 101 (Board of Trustees Division of Responsibilities) 3. Policy 102 (Town Committees) 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 1.9.6 prior to the scheduled study session. C.Any Board member who has a concern about compliance with any of the policies listed in 1.9.6, 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 Effective Period: Until Superseded Review Schedule: After each Municipal Election Effective Date: June 9, 2026 References: Governing Policies Manual; Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE Policy 101 Board of Trustees Division of Responsibilities 1. PURPOSE The Board of Trustees has many varied responsibilities. In order to effectively use their time, the Board finds it necessary to divide duties and responsibilities among the Board members. 2. POLICY The following outlines the assignments for various Committees, Boards, Interview Panels, and Liaisons. 3. PROCEDURE a. Assignments To Ongoing Committees At the first regular meeting following the certification of the results of each biennial election, the Board of Trustees determines each Board and Commission Primary Liaison assignments and responsibilities for the remainder of the term of the current standing Town Board. i. Interim Assignments Should the Board deem it necessary to create a new liaison assignment or to modify assignments at some time other than as described in 2, the Board may do so at any regular meeting of the Board. b. Assignment To Committees of The Board of Trustees Committees comprised solely of members of the Board of Trustees Assignments to 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. Ord. 26-88 §1 (part), 1988; Ord. 7-03 §1, 2003; Ord. 10-10 §1, 2010; Ord. 10-14 1, 2014; Ord. 13-15, § 1, 9-22-2015) Division of Responsibilities 6/9/2026 Revisions: 21 Town of Estes Park, Town Board Governance Policies Page 1 of 3 Attachment 2 ii. Assignment to Special Committees Special committees may be established by the Board of Trustees. The Mayor shall appoint all members of any special committee subject to the approval of the Board of Trustees. (Estes Park Municipal Code 2.08.020) c. Appointment of Mayor Pro-Tem At its first meeting following the certification of the results of each biennial election, the Board of Trustees shall choose one (1) of the Trustees as Mayor Pro Temwho, in the absence of the Mayor from any meeting of the Board of Trustees, or during the Mayor's absence from the Town or his or her inability to act, shall perform his or her duties." (Estes Park Municipal Code 2.16.010) d. Special Assignments to Ad-Hoc and Temporary Committees The Mayor may nominate trustees to serve on committees, community groups, or in some other capacities as a representative of the Town, except in cases where a Board Liaison has been approved by the Board of Trustees (Policy 1.7.) 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. e. Interview Panels for Town Committees In accordance with Section IV A 6 of Policy 102, Town Committees, "Applicants for all committees will be interviewed by the Town Board, or its designees. Any designees will be appointed by the full Town Board". f. Outside Committees Outside committees are committees or boards where the Town is represented by a member of the Board of Trustees and/or staff. These are not committees of the Town of Estes Park and therefore the rules and guidelines for membership are those of the outside entity not the Town. At times, they may request that the Trustees assign an individual(s) to represent the Town, however they may also request a specific individual or position as the Town's representative to the committee. g. Liaison Assignments 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. h. Special Consideration for Platte River Power Authority (PRPA) Board The Mayor or the Mayor's designee serves on the PRPA Board ex officio. The second PRPA Board appointment shall be approved by the Town Board, with preference for the Town Administrator or the Utilities Director per PRPA Resolution 07-19. Division of Responsibilities 6/9/2026 Revisions: 21 Town of Estes Park, Town Board Governance Policies Page 2 of 3 Board Assignments Mayor Pro-Tem - Trustee Kirby Hazelton Soarcfand Commission and Community Representation Board, Commission or Task Force Liaison Mayor/Trustee) Staff Liaison Type of Committee Estes Park Planning Commission Estes Park Board of Adjustment Police Auxiliary Estes Valley Restorative Justice Estes Park Board of Appeals Sister Cities Estes Park Housing Authority Board of Commissioners Bill Brown Frank Lancaster Jamie Mieras Mark Igel Chris Eshelman Jamie Mieras Frank Lancaster Steve Careccia Steve Careccia lan Stewart Jay Shields Steve Careccia n/a n/a Advisory/ Decision Making Decision Making Working Group Working Group Advisory/ Decision Making Working Group Outside Committee or Board Appointed Member(s) Staff Liaison Type of Committee Audit Committee Colorado Association of Ski Towns (CAST) Platte River Power Authority Board of Directors Estes Chamber of Commerce Economic Development and Workforce Council Estes Park Arts District Larimer County Regional Opioid Abatement Council Local Marketing District (Visit Estes Park) Larimer County Behavioral Health Policy Council Gary Hall, Kirby Hazelton and Chris Eshelman Voting Designee - Kirby Hazelton Alt Designee - Frank Lancaster Gary Hall Travis Machalek Bill Brown Jason Damweber Bill Brown Gary Hall Gary Hall Kirby Hazelton Gary Hall Travis Machalek n/a n/a n/a n/a n/a n/a n/a Advisory Outside Outside Outside Outside Outside Outside Outside Approved: Gary R-all, J... {\KLl: x-^'-^- e Date Division of Responsibilities Revisions: 21 Town of Estes Park, Town Board Governance Policies 6/9/2026 Page 3 of 3 Effective Period:Until Superseded Review Schedule:Annual -January Effective Date:October 24th,2018 References:Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD GOVERNANCE POLICIES 102 Town Committees 1.PURPOSE To establish a uniform Policy and Procedure process for Town of Estes Park committees and to provide reference for cross training and training new personnel. 2.SCOPE This Policy and Procedure applies to all Town citizen volunteer boards,commissions and task forces,herein collectively referred to as “committees”and the appropriate staff who support the functions of these entities.This Policy and Procedure does not apply to internal staff committees,committees not appointed by the Town Board or outside independent committees. 3.RESPONSIBILITY The Town Administrator and Town staff shall be responsible for the implementation of this Policy and Procedure. Town Committees 102 Revisions:10/2312018 Town of Estes Park,Town Board Policies Page 1 of 13 Attachment 3 TABLE OF CONTENTS PURPOSE .1 2.SCOPE 1 3.RESPONSIBILITY 1 4.PROCEDURE 4 a.Definitions 4 i.Committee Types 4 ii.Town Board Liaison S iii.StaffLiaison S b.Terms 6 c.Recruitment 6 i.Recruitment 6 H.Applications 6 Hi.Eligibility 7 d.Selection Process 7 e.Notification 8 f.Vacancies 8 g.Committee Alternatives a h.Staff Support 8 i.Trustees Liaison 9 j.Orientation and Training 9 k.Bylaws 9 I.Recognition 10 m.Ownership of Intellectual Property 10 n.Open Meetings 10 o.Decision Making 10 p.Compensation and Reimbursement 11 i.Compensation 11 ii.Mileage 11 Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 2 of 13 iii.Meals .11 iv.Expenses .11 q.Insurance Coverage .11 r.Conilictofinterest 12 s.Gifts 12 t.Minutes 12 u.Agendas 12 v.Waivers 12 Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 3 of 13 4.PROCEDURE NOTE:In instances where federal or state regulations and laws differ from this policy/procedure,the federal and state laws and regulations will be followed. a.Definitions i.Committee Types Committees serve many different roles within the Town.It is important that staff and committee members fully understand the role of each committee and the authority and responsibility for the committee and its members.To help define these roles,each committee will be designated as to type,as defined below: 1)Advisory Committees An advisory committee serves a forum of citizens to advise and assist the Town Board and/or a requesting Town department,providing them with technical and non-technical advice on issues.Advisory committees are not authorized to make decisions on behalf of the Town.The Town Board will consider the input of advisory committees,as well as other community members,in making decisions on issues.The Town Board may or may not take action that is in agreement with the advice of a Town advisory committee.Advisory committees may not speak for the Town or take independent positions on issues with the public or the press.Its purpose is to advise the Town Board or the requesting department only. Constituent Advisory Committee:This type of advisory committee is used as a polling type committee used to develop a sampling of community reaction and opinion on an issue or program(s).The membership on this type of committee should be broad based and accurately reflect the total diversity of the larger public.Example:The Transportation Advisory Board Content —Advice-giving Committee:This type of advisory committee is created to give advice to the Town Board or appropriate department to aid with decision making processes.Varied interests and opinions are encouraged,and the advisory committee may be asked to develop specific proposals and products for Town Board or department consideration.Membership is selected to encourage a wide variety of input from respected individuals from the community with specialized expertise.This advisory committee may or may not be a demographic reflection of the community as a whole.Example —The Parks Advisory Board Working Group:This type of advisory committee may reflect both the content or advisory type of committee,but is further charged with implementation of a project or program.Example —The Police Auxiliary 2)Quasi-judicial Committees Some committees and commissions are defined in state statute and have certain statutory responsibilities and authorities,as designated by statute. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 4 of 13 Often these committees have the authority to hold formal hearings,accept testimony,and make decisions which have some level of legal standing.These decisions may or may not be subject to review by the Town Board.Members of these committees must be cognizant of protecting the unbiased quasi-judicial nature of the committee and its formal hearings.Activities of these committees are limited to those authorities granted in statute or specifically by the Town Board.Example —The Planning Commission 3)Decision-Making Committees Decision-making committees are bodies that either statutorily or as granted by the Town Board have authority to make decisions which may include some of the following:approving citizen requests and applications,allocating resources, hiring or firing employees or adopting regulations.The specific authority of each decision-making committee is defined in statute or in the bylaws as approved by the Town Board.Examples—The Board of Adjustment,Board of Appeals 4)Ad-Hoc Task Forces Task forces are special ad-hoc panels created by the Town Board for a specific project or task.Task forces are limited in duration and are not ongoing entities. The responsibilities of the task force shall be designated by resolution by the Town Board at the time the Town Board authorizes the formation of the task force.The Town Board will consider the input of task forces,as well as other community members,in making decisions on issues.The Town Board may or may not take action that is in agreement with the advice of a Town task force. Task forces may not speak for the Town,and are to advise the Town Board or the appropriate department only,and are not to take independent positions on issues with the public or the press.Examples —Bond Park Committee, Transportation Visioning Committee 5)Outside and Independent Committees These are committees that may or may not be appointed wholly or partially by the Town Board,but are independent autonomous committees,often serving a governance role for another entity.This includes,but is not limited to the Estes Valley Library Board,the Local Marketing District,the Estes Park Housing Authority,and Western Heritage Inc. ii.Town Board Liaison The Town Trustee assigned to the committee pursuant to Governing Policy 1.7 iii.Staff Liaison A staff position responsible for the coordination and communication with the assigned committee and the day-to-day support for the committee. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 5 of 13 b.Terms The term for committee membership shall be defined in the bylaws of each committee. Terms for outside committees are the responsibility of the specific committee and not the Town of Estes Park. Terms for all committee members will be staggered with the exception of ad-hoc or temporary committees,which may have a finite sunset. Mid-term appointments to positions that become vacant may be made at any time or may be postponed to the regular term period,at the discretion of the Town Board. Unless otherwise specified by statute,members of a committee serve at the pleasure of the Town Board,have no property interest or entitlement in their membership or office and may be removed at any time for any reason by the Town Board. c.Recruitment The Town Clerk will publicize and advertise committee vacancies each year,and on an as-needed basis throughout the year,utilizing paid advertising,press releases to electronic and print media,the Town website,and other produced materials that might engage interested residents.Applications shall be available on the Town website,at Town Hall and at the Estes Valley Library. i.Recruitment Current committee members are encouraged to help recruit potential committee members,especially when specific targeted populations or expertise is required. Staff and Trustees may encourage individuals to apply for any open committee position,however they must be clear that the authority to appoint to a committee is solely the responsibility of the Board of Trustees,and there is no implied promise or guarantee of appointment. ii.Applications All citizens interested in serving on a committee shall complete an official Town application.These applications will be available from the Town Clerk’s office and on the Town website.Applications must be returned by the deadline to the Town Clerk’s office.Online applications are accepted from the Town website. Citizens may apply for up to three committees at a time.When applying for more than one committee,applicants should prioritize their requests on the committee application form. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 6 of 13 iii.Eligibility Eligibility for any committee shall be defined in the bylaws of each committee. However,except by special circumstance as approved by the Town Board,all members of any Town committee shall be residents of the Town of Estes Park. No individual who is currently serving a sentence after being convicted of a felony may serve on any Town board.Due to the time commitment involved,and to allow as many citizens the chance to participate in Town committees,serving on more than one Town committee at a time is discouraged.However,the Town Board reserves the right to appoint individuals to multiple committees when,in the opinion of the Town Board,it is in the best interest of the Town. d.Selection Process The Town Board will seek the most qualified diverse applicants with applicable special interest and expertise.In general,only the Town Board will select appointments to a Town committee.Existing committee members may assist with the recruitment of new members,but should not screen,interview or make recommendations for appointments,unless specifically requested to do so by the Town Board. Selection to the committees will be carried out as follows: 1.The Town Board or its designee(s)will review the applications. 2.The Trustees or their designee(s)may screen applicants to select a pool for interviewing. 3.The Trustees or their designee may conduct reference checks or background checks on applicants when,in the opinion of the Town Board or its designee(s), it is in the best interest of the citizens of the Town of Estes Park.No such checks will be completed without the informed consent of the applicant. 4.Applicants for all committees will be interviewed by the Town Board,or its designees.Any designees will be appointed by the full Town Board. a.Personal interviews shall be conducted prior to any appointment to a Town committee,unless specifically waived by the Town Board,or as excepted below. b.Prior to candidate interviews,the Town Board or its designee(s) assigned to conduct the interviews shall develop selection and evaluation criteria for review of the candidates. 5.The Trustees may request assistance from the staff liaison and other committee members. 6.Recommendations from the interview team will be made to the Town Board, which will make the appointment(s). Incumbent committee members who are eligible for reappointment will be contacted by the Town Clerk’s office to assess their interest in being reappointed.Members who desire reappointment will be considered along with all other applicants.Incumbents may be interviewed by the Town Board or its designee,at the discretion of the Town Board. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 7 of 13 By agreeing to serve on a Town committee,the member agrees to abide by this policy of the Town Board.Any committee member who violates the terms of this Policy and Procedure or the bylaws of the committee may be asked to resign or be removed from the committee by the Town Board. e.Notification The Town Clerk’s office will notify applicants of scheduled interviews.The Town Clerk’s office will promptly notify applicants and incumbents requesting reappointment,of appointments and the status of their applications. f.Vacancies The Town Clerk’s office will keep all applications on file for one year.If vacancies occur during the year,the position may be filled from the current list of applicants using the selection process delineated or through advertising for interested volunteers.For difficult to recruit committees,applications may be kept on file for two years. Resignations from any committee should be addressed in writing to the Town Board or Town Administrator. g.Committee Alternatives No Town committee will have members designated as alternates.All members,other than those designated as ex-officio or associate,shall have full membership and voting privileges on all Town committees. Where federal or state laws or municipal ordinances require alternates Section 102.3.7.1 is waived. Alternate/non-voting members who wish to become regular members must complete an application for the appropriate committee. h.Staff Support Staff support is available to committees through the staff liaison assigned to support each committee. It is the responsibility of the Town Board,in coordination with the staff liaison to provide the necessary budget and other resources for any committee to perform its assigned duties. It is the responsibility of the staff liaison to ensure the committee has adequate and reasonable staff support within budgeted resources. Staff support and staff liaisons will not be members of the committee to which they are assigned. It is the responsibility of the staff liaison to make requests for the Trustees'liaison to attend assigned committee meetings through the Town Clerk. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 8 of 1 3 i.Trustees Liaison Individual Trustees may be assigned as liaisons to a committee by the Town Board. The role of the Trustee liaison is: To serve as the primary two-way communication channel between the Town Board and the committee. If so designated by the Town Board,to review applications,interview candidates and make recommendations to the Town Board for approval. Serve as the primary Town Board contact with the committee. Attend assigned committee 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. Any Trustee may attend the meeting of any committee;however they should notify the official Town Board liaison in advance of attending.This notification will allow the liaison to know when a quorum of the Town Board may be attending the committee meeting and to notify the Town Clerk so the appropriate public notifications can be made,in compliance with the Colorado Open Meetings Act. The liaison is not a member of the committee and when in attendance at a committee meeting,shall be there as an observer for the Town Board. Participation in committee discussions should be minimal and restricted to clarification of Town Board positions or collection of information to bring back to the full Town Board. j.Orientation and Training Staff liaisons should provide new committee members with pertinent materials that will assist new members in becoming fully functioning members of the committee, including a copy of the bylaws and a copy of this policy.Staff liaisons should clearly inform all new members of the role of the committee and the responsibilities and authority of the committee.Established committee members are encouraged to share their experience and knowledge with new members.New members are encouraged to attend meetings before their term begins.All new committee members shall receive and acknowledge the receipt of the Town of Estes Park Volunteer Manual. k.Bylaws Each committee shall adopt bylaws that are consistent with these policies.A copy of the bylaws shall be sent to the Clerk’s office prior to adoption,for staff and Town Board review.This Policy and Procedure shall be incorporated,by reference,into the bylaws of all Town committees,The bylaws shall include a description of the objectives and duties or tasks of the committee,as set by the Town Board or the appropriate department. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 9 of 13 I.Recognition The Town Board shall recognize the Town’s volunteers annually,in a manner determined by the Town Board. The Town Board will send a letter of appreciation to all outgoing committee members in good standing. m.Ownership of Intellectual Property Any documents,articles,reports or correspondence,recommendations or other products produced by a Town committee shall be the sole property of the Town of Estes Park. No committee or member of a committee may copyright or in any other way take ownership for any documents,articles,recommendations or other products produced as a function of the Town committee. All documents and correspondence produced as part of the regular business of any committee shall be subject to the same open records policies applicable to all Town documents and correspondence. All documents and publications of any Town committee must be clearly identified as belonging to or originating from the Town of Estes Park. n.Open Meetings All meetings and actions of any committee shall be in full compliance with state statutes governing open meetings.It is the responsibility of the staff liaison to be familiar with these statutes and regulations. o.Decision Making Any actions,recommendations or discussions of any committee shall be limited to the defined objectives of the body as described in the approved bylaws. A common point of misunderstanding with committees and citizens is the role of the committee in decision making and the type of decision making to be employed by the committee for a particular issue.The Town Board realizes that not one method of decision making fits all situations;however it is important that the type of decision be declared early in the process of public discourse.The type of decision process is dependent on the issue involved,the time frame available and the amount of public participation desired. It is the responsibility of the staff liaison to assist the committee in its decision-making process and to train new and existing members in the appropriate responsibilities and authorities of the committee and its members.Staff liaisons are not to exert undue influence during the decision-making process,but only to keep the decision making of the committee in agreement with the objectives set by the Town Board. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 10 of 13 p.Compensation and Reimbursement i.Compensation Citizens who serve on Town committees do so as volunteers.There will be no financial compensation or reimbursement of expenses,except as noted below,for any volunteers on any committee. ii.Mileage Committee members may request reimbursement for mileage to attend any committee function if the member must travel greater than 10 miles from their residence.Mileage will be reimbursed at the rate currently adopted for Town travel by the Town Board.The staff liaison is responsible for approving mileage reimbursements for committees within the budget provided by the Town Board. iii.Meals Meals may be provided by the Town as part of regular meetings of the committee, as budgeted. iv.Expenses Members of committees may be reimbursed for out-of-pocket costs associated with the business of the committee provided the expenditures have been previously budgeted by the Town Board and authorized in advance by the assigned staff liaison or Town Administrator.(For example,office supplies,copies, printing,etc.)Other expenses may be reimbursed if,in the judgment of the staff liaison,such reimbursement is in the best interest of the Town. q.Insurance Coverage General liability (liability other than auto,including general,law enforcement and professional)is provided to all volunteers. Volunteers are not covered by the Town’s workers’compensation coverage.Any injuries incurred while volunteering is the responsibility of the individual volunteer. Specific to automobile insurance,both physical damage and legal liability for bodily injury or death is covered for all volunteers driving town vehicles,subject to coverage limits pursuant to the Town’s coverage.In addition,liability is covered for all volunteers driving their personal vehicles on Town business;however the following claims are excluded from coverage. Bodily injury or death to passengers (including friends and family)who are not on official town business. Physical damage to non-Town owned vehicles used on Town business. Property insurance is not provided to any personal property of the volunteer. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 11 of 13 r.Conflict of Interest A conflict of interest occurs when a person’s private,personal relationships or interests conflict so that an independent observer may reasonably question whether the person’s actions or decisions are determined by personal benefit,gain,or advantage. Members of committees shall not use their membership for private gain,and shall act impartially and not give preferential treatment to any private organization or individual. A member of any committee who has a personal or private interest in a matter proposed or pending shall disclose such interest to the committee;shall not vote on the item;and shall not attempt to influence the decisions of other members voting on the matter. s.Gifts Acceptance of or giving of any gifts by a committee member,which could lead to a conflict of interest,is prohibited.In particular,no member of any committee may accept or give a gift in excess of the value specified in Article XXIX of the Colorado State Constitution,from any individual,organization,contractor,or any other entity which does business with the Town or has any control of or interest in Town business related to the activities of his or her particular committee. t.Minutes Minutes shall be recorded of all meetings of any Town committee that are subject to the Colorado Open Meetings Act.Approved or draft minutes should be posted as soon as practicable after the meeting in question.Committees are strongly encouraged to post draft minutes prior to the final approval of the minutes at the next meeting of the committee.At a minimum,minutes shall be published on the Town website within seven days of approval by the committee. Minutes should record any formal actions taken by the committee.Minutes are not intended to be verbatim transcripts of the meeting.The amount of detail included in the minutes beyond the recording of actions is left to the discretion of each committee. u.Agendas Agendas for all public committee meetings will be posted on the Town website a minimum of six days prior to the meeting,whenever possible. v.Waivers Any section of this policy can be waived by a majority vote of the Town Board. w.Sunset Review In accordance with Governing Policy 1.6.1.6,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.This applies only to non-statutorily required boards/commissions. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 12 of 13 Approved: Todd Jirsa,Payor Date Town Committees 102 Parks Advisory Board BoardlCommittee Initial Sunset review (then every five years thereafter) I Transportation Advisory Board October 2017 Family Advisory Board April 2019 October 2017 Audit Committee October2018 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 13 of 13 We are committed to providing equitable access to our services. If you need any assistance, please email digitalaccessibility@estes.org. Policy 102 (Town Committees) Liaison Review 08/11/2026 Town Board Study Session We are committed to providing equitable access to our services. If you need any assistance, please email digitalaccessibility@estes.org. Presentation Provided at Meeting 2026-08-11 Agenda •Purpose •Direction Requested •Role of Board-appointed Liaisons •Recommendation 2 Purpose •Study Session requested by the Town Board •Review role of Board-appointed liaisons •Gather feedback on any desired changes 3 Direction Requested •Does the Town Board want to make changes to the current role definition for Board-appointed liaisons? •Does the Town Board agree with staff’s recommendation to move the description of the liaison role from Policy 102 into Policy 101? 4 Role of Board-appointed Liaisons •Role defined in Policy Governance Section 1.6 and Policy 102 (Town Committees) •Substantially the same definitions with slight variations of wording •Six elements of the role described in policy 5 Role of Board-appointed Liaisons (cont.) •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. •Review applications, interview candidates, and make recommendations to the Town Board for final approval. 6 Role of Board-appointed Liaisons (cont.) •Serve as the primary Trustee contact for the committee or community group. •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. 7 Role of Board-appointed Liaisons (cont.) •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. 8 Role of Board-appointed Liaisons (cont.) •Any Trustee may attend the meeting of any committee; however they should notify the official Town Board liaison in advance of attending. This notification will allow the liaison to know when a quorum of the Town Board may be attending the committee meeting and to notify the Town Clerk so the appropriate public notifications can be made, in compliance with the Colorado Open Meetings Act. (Only in Policy 102) 9 Recommendation •Move the description of the liaison role to Policy 101 (Division of Responsibilities) •Policy 101 is where liaison assignments are approved and listed. •Policy 102 needs to be streamlined and simplified given the changes in the Town’s committee structure since 2018. 10 Direction Requested •Does the Town Board want to make changes to the current role definition for Board-appointed liaisons? •Does the Town Board agree with staff’s recommendation to move the description of the liaison role from Policy 102 into Policy 101? 11 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: August 11, 2026 Subject: Policy 102 (Town Committees) Focus Groups Draft Purpose of Study Session Item: Review draft proposed policy language to enable the use of ad hoc focus groups for projects of significant community interest. Town Board Direction Requested: • Does the proposed policy language enabling the creation of ad hoc focus groups meet the Town Board’s needs? • Does the Board want to incorporate this engagement approach into Policy 102 (Town Committees)? Or would the Board prefer to see this as a standalone policy? Present Situation: The Town Board voted to sunset the Transportation Advisory Board (TAB), the Town’s only remaining advisory board, last year. During the discussion about sunsetting TAB, the Board expressed interest in discussing the concept of project-by-project focus groups. The Town Board previously discussed the format and guidelines for ad hoc focus groups in late 2025. The attached draft policy language is reflective of those conversations. Staff’s initial intent was to amend Policy 102 to incorporate this method of public engagement. However, upon closer review of Policy 102 it is clear to staff that a major update or replacement is needed given the significant changes in the Town’s committee structure. Given the need to significantly update or replace Policy 102, creating a standalone policy enabling as hoc focus groups may be the simplest option. Proposal: The proposed policy language enabling ad hoc focus groups is attached. Advantages: • Ability to gather resident/stakeholder feedback on specific projects • Ad hoc nature of focus groups likely to reduce risk of scope creep when compared to standing committees Disadvantages: • Time and resources spent on the creation and facilitation of ad hoc focus groups will not be available for other Town Board priorities. Given the high importance of public engagement, this disadvantage is outweighed by the advantages listed above. Finance/Resource Impact: The primary financial impacts are from staff time and facilitation costs. These costs will vary based on the scope of the focus group’s project and should be considered during the ad hoc focus group chartering process. Level of Public Interest: Medium Attachments: 1. Policy 102 (Town Committees) 2. Ad Hoc Focus Group Draft Policy Language Effective Period:Until Superseded Review Schedule:Annual -January Effective Date:October 24th,2018 References:Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD GOVERNANCE POLICIES 102 Town Committees 1.PURPOSE To establish a uniform Policy and Procedure process for Town of Estes Park committees and to provide reference for cross training and training new personnel. 2.SCOPE This Policy and Procedure applies to all Town citizen volunteer boards,commissions and task forces,herein collectively referred to as “committees”and the appropriate staff who support the functions of these entities.This Policy and Procedure does not apply to internal staff committees,committees not appointed by the Town Board or outside independent committees. 3.RESPONSIBILITY The Town Administrator and Town staff shall be responsible for the implementation of this Policy and Procedure. Town Committees 102 Revisions:10/2312018 Town of Estes Park,Town Board Policies Page 1 of 13 Attachment 1 TABLE OF CONTENTS PURPOSE .1 2.SCOPE 1 3.RESPONSIBILITY 1 4.PROCEDURE 4 a.Definitions 4 i.Committee Types 4 ii.Town Board Liaison S iii.StaffLiaison S b.Terms 6 c.Recruitment 6 i.Recruitment 6 H.Applications 6 Hi.Eligibility 7 d.Selection Process 7 e.Notification 8 f.Vacancies 8 g.Committee Alternatives a h.Staff Support 8 i.Trustees Liaison 9 j.Orientation and Training 9 k.Bylaws 9 I.Recognition 10 m.Ownership of Intellectual Property 10 n.Open Meetings 10 o.Decision Making 10 p.Compensation and Reimbursement 11 i.Compensation 11 ii.Mileage 11 Town Committees 102 Revisions:10/ 23/2018 Town of Estes Park,Town Board Policies Page 2 of 13 iii.Meals .11 iv.Expenses .11 q.Insurance Coverage .11 r.Conilictofinterest 12 s.Gifts 12 t.Minutes 12 u.Agendas 12 v.Waivers 12 Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 3 of 13 4.PROCEDURE NOTE:In instances where federal or state regulations and laws differ from this policy/procedure,the federal and state laws and regulations will be followed. a.Definitions i.Committee Types Committees serve many different roles within the Town.It is important that staff and committee members fully understand the role of each committee and the authority and responsibility for the committee and its members.To help define these roles,each committee will be designated as to type,as defined below: 1)Advisory Committees An advisory committee serves a forum of citizens to advise and assist the Town Board and/or a requesting Town department,providing them with technical and non-technical advice on issues.Advisory committees are not authorized to make decisions on behalf of the Town.The Town Board will consider the input of advisory committees,as well as other community members,in making decisions on issues.The Town Board may or may not take action that is in agreement with the advice of a Town advisory committee.Advisory committees may not speak for the Town or take independent positions on issues with the public or the press.Its purpose is to advise the Town Board or the requesting department only. Constituent Advisory Committee:This type of advisory committee is used as a polling type committee used to develop a sampling of community reaction and opinion on an issue or program(s).The membership on this type of committee should be broad based and accurately reflect the total diversity of the larger public.Example:The Transportation Advisory Board Content —Advice-giving Committee:This type of advisory committee is created to give advice to the Town Board or appropriate department to aid with decision making processes.Varied interests and opinions are encouraged,and the advisory committee may be asked to develop specific proposals and products for Town Board or department consideration.Membership is selected to encourage a wide variety of input from respected individuals from the community with specialized expertise.This advisory committee may or may not be a demographic reflection of the community as a whole.Example —The Parks Advisory Board Working Group:This type of advisory committee may reflect both the content or advisory type of committee,but is further charged with implementation of a project or program.Example —The Police Auxiliary 2)Quasi-judicial Committees Some committees and commissions are defined in state statute and have certain statutory responsibilities and authorities,as designated by statute. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 4 of 13 Often these committees have the authority to hold formal hearings,accept testimony,and make decisions which have some level of legal standing.These decisions may or may not be subject to review by the Town Board.Members of these committees must be cognizant of protecting the unbiased quasi-judicial nature of the committee and its formal hearings.Activities of these committees are limited to those authorities granted in statute or specifically by the Town Board.Example —The Planning Commission 3)Decision-Making Committees Decision-making committees are bodies that either statutorily or as granted by the Town Board have authority to make decisions which may include some of the following:approving citizen requests and applications,allocating resources, hiring or firing employees or adopting regulations.The specific authority of each decision-making committee is defined in statute or in the bylaws as approved by the Town Board.Examples—The Board of Adjustment,Board of Appeals 4)Ad-Hoc Task Forces Task forces are special ad-hoc panels created by the Town Board for a specific project or task.Task forces are limited in duration and are not ongoing entities. The responsibilities of the task force shall be designated by resolution by the Town Board at the time the Town Board authorizes the formation of the task force.The Town Board will consider the input of task forces,as well as other community members,in making decisions on issues.The Town Board may or may not take action that is in agreement with the advice of a Town task force. Task forces may not speak for the Town,and are to advise the Town Board or the appropriate department only,and are not to take independent positions on issues with the public or the press.Examples —Bond Park Committee, Transportation Visioning Committee 5)Outside and Independent Committees These are committees that may or may not be appointed wholly or partially by the Town Board,but are independent autonomous committees,often serving a governance role for another entity.This includes,but is not limited to the Estes Valley Library Board,the Local Marketing District,the Estes Park Housing Authority,and Western Heritage Inc. ii.Town Board Liaison The Town Trustee assigned to the committee pursuant to Governing Policy 1.7 iii.Staff Liaison A staff position responsible for the coordination and communication with the assigned committee and the day-to-day support for the committee. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 5 of 13 b.Terms The term for committee membership shall be defined in the bylaws of each committee. Terms for outside committees are the responsibility of the specific committee and not the Town of Estes Park. Terms for all committee members will be staggered with the exception of ad-hoc or temporary committees,which may have a finite sunset. Mid-term appointments to positions that become vacant may be made at any time or may be postponed to the regular term period,at the discretion of the Town Board. Unless otherwise specified by statute,members of a committee serve at the pleasure of the Town Board,have no property interest or entitlement in their membership or office and may be removed at any time for any reason by the Town Board. c.Recruitment The Town Clerk will publicize and advertise committee vacancies each year,and on an as-needed basis throughout the year,utilizing paid advertising,press releases to electronic and print media,the Town website,and other produced materials that might engage interested residents.Applications shall be available on the Town website,at Town Hall and at the Estes Valley Library. i.Recruitment Current committee members are encouraged to help recruit potential committee members,especially when specific targeted populations or expertise is required. Staff and Trustees may encourage individuals to apply for any open committee position,however they must be clear that the authority to appoint to a committee is solely the responsibility of the Board of Trustees,and there is no implied promise or guarantee of appointment. ii.Applications All citizens interested in serving on a committee shall complete an official Town application.These applications will be available from the Town Clerk’s office and on the Town website.Applications must be returned by the deadline to the Town Clerk’s office.Online applications are accepted from the Town website. Citizens may apply for up to three committees at a time.When applying for more than one committee,applicants should prioritize their requests on the committee application form. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 6 of 13 iii.Eligibility Eligibility for any committee shall be defined in the bylaws of each committee. However,except by special circumstance as approved by the Town Board,all members of any Town committee shall be residents of the Town of Estes Park. No individual who is currently serving a sentence after being convicted of a felony may serve on any Town board.Due to the time commitment involved,and to allow as many citizens the chance to participate in Town committees,serving on more than one Town committee at a time is discouraged.However,the Town Board reserves the right to appoint individuals to multiple committees when,in the opinion of the Town Board,it is in the best interest of the Town. d.Selection Process The Town Board will seek the most qualified diverse applicants with applicable special interest and expertise.In general,only the Town Board will select appointments to a Town committee.Existing committee members may assist with the recruitment of new members,but should not screen,interview or make recommendations for appointments,unless specifically requested to do so by the Town Board. Selection to the committees will be carried out as follows: 1.The Town Board or its designee(s)will review the applications. 2.The Trustees or their designee(s)may screen applicants to select a pool for interviewing. 3.The Trustees or their designee may conduct reference checks or background checks on applicants when,in the opinion of the Town Board or its designee(s), it is in the best interest of the citizens of the Town of Estes Park.No such checks will be completed without the informed consent of the applicant. 4.Applicants for all committees will be interviewed by the Town Board,or its designees.Any designees will be appointed by the full Town Board. a.Personal interviews shall be conducted prior to any appointment to a Town committee,unless specifically waived by the Town Board,or as excepted below. b.Prior to candidate interviews,the Town Board or its designee(s) assigned to conduct the interviews shall develop selection and evaluation criteria for review of the candidates. 5.The Trustees may request assistance from the staff liaison and other committee members. 6.Recommendations from the interview team will be made to the Town Board, which will make the appointment(s). Incumbent committee members who are eligible for reappointment will be contacted by the Town Clerk’s office to assess their interest in being reappointed.Members who desire reappointment will be considered along with all other applicants.Incumbents may be interviewed by the Town Board or its designee,at the discretion of the Town Board. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 7 of 13 By agreeing to serve on a Town committee,the member agrees to abide by this policy of the Town Board.Any committee member who violates the terms of this Policy and Procedure or the bylaws of the committee may be asked to resign or be removed from the committee by the Town Board. e.Notification The Town Clerk’s office will notify applicants of scheduled interviews.The Town Clerk’s office will promptly notify applicants and incumbents requesting reappointment,of appointments and the status of their applications. f.Vacancies The Town Clerk’s office will keep all applications on file for one year.If vacancies occur during the year,the position may be filled from the current list of applicants using the selection process delineated or through advertising for interested volunteers.For difficult to recruit committees,applications may be kept on file for two years. Resignations from any committee should be addressed in writing to the Town Board or Town Administrator. g.Committee Alternatives No Town committee will have members designated as alternates.All members,other than those designated as ex-officio or associate,shall have full membership and voting privileges on all Town committees. Where federal or state laws or municipal ordinances require alternates Section 102.3.7.1 is waived. Alternate/non-voting members who wish to become regular members must complete an application for the appropriate committee. h.Staff Support Staff support is available to committees through the staff liaison assigned to support each committee. It is the responsibility of the Town Board,in coordination with the staff liaison to provide the necessary budget and other resources for any committee to perform its assigned duties. It is the responsibility of the staff liaison to ensure the committee has adequate and reasonable staff support within budgeted resources. Staff support and staff liaisons will not be members of the committee to which they are assigned. It is the responsibility of the staff liaison to make requests for the Trustees'liaison to attend assigned committee meetings through the Town Clerk. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 8 of 1 3 i.Trustees Liaison Individual Trustees may be assigned as liaisons to a committee by the Town Board. The role of the Trustee liaison is: To serve as the primary two-way communication channel between the Town Board and the committee. If so designated by the Town Board,to review applications,interview candidates and make recommendations to the Town Board for approval. Serve as the primary Town Board contact with the committee. Attend assigned committee 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. Any Trustee may attend the meeting of any committee;however they should notify the official Town Board liaison in advance of attending.This notification will allow the liaison to know when a quorum of the Town Board may be attending the committee meeting and to notify the Town Clerk so the appropriate public notifications can be made,in compliance with the Colorado Open Meetings Act. The liaison is not a member of the committee and when in attendance at a committee meeting,shall be there as an observer for the Town Board. Participation in committee discussions should be minimal and restricted to clarification of Town Board positions or collection of information to bring back to the full Town Board. j.Orientation and Training Staff liaisons should provide new committee members with pertinent materials that will assist new members in becoming fully functioning members of the committee, including a copy of the bylaws and a copy of this policy.Staff liaisons should clearly inform all new members of the role of the committee and the responsibilities and authority of the committee.Established committee members are encouraged to share their experience and knowledge with new members.New members are encouraged to attend meetings before their term begins.All new committee members shall receive and acknowledge the receipt of the Town of Estes Park Volunteer Manual. k.Bylaws Each committee shall adopt bylaws that are consistent with these policies.A copy of the bylaws shall be sent to the Clerk’s office prior to adoption,for staff and Town Board review.This Policy and Procedure shall be incorporated,by reference,into the bylaws of all Town committees,The bylaws shall include a description of the objectives and duties or tasks of the committee,as set by the Town Board or the appropriate department. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 9 of 13 I.Recognition The Town Board shall recognize the Town’s volunteers annually,in a manner determined by the Town Board. The Town Board will send a letter of appreciation to all outgoing committee members in good standing. m.Ownership of Intellectual Property Any documents,articles,reports or correspondence,recommendations or other products produced by a Town committee shall be the sole property of the Town of Estes Park. No committee or member of a committee may copyright or in any other way take ownership for any documents,articles,recommendations or other products produced as a function of the Town committee. All documents and correspondence produced as part of the regular business of any committee shall be subject to the same open records policies applicable to all Town documents and correspondence. All documents and publications of any Town committee must be clearly identified as belonging to or originating from the Town of Estes Park. n.Open Meetings All meetings and actions of any committee shall be in full compliance with state statutes governing open meetings.It is the responsibility of the staff liaison to be familiar with these statutes and regulations. o.Decision Making Any actions,recommendations or discussions of any committee shall be limited to the defined objectives of the body as described in the approved bylaws. A common point of misunderstanding with committees and citizens is the role of the committee in decision making and the type of decision making to be employed by the committee for a particular issue.The Town Board realizes that not one method of decision making fits all situations;however it is important that the type of decision be declared early in the process of public discourse.The type of decision process is dependent on the issue involved,the time frame available and the amount of public participation desired. It is the responsibility of the staff liaison to assist the committee in its decision-making process and to train new and existing members in the appropriate responsibilities and authorities of the committee and its members.Staff liaisons are not to exert undue influence during the decision-making process,but only to keep the decision making of the committee in agreement with the objectives set by the Town Board. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 10 of 13 p.Compensation and Reimbursement i.Compensation Citizens who serve on Town committees do so as volunteers.There will be no financial compensation or reimbursement of expenses,except as noted below,for any volunteers on any committee. ii.Mileage Committee members may request reimbursement for mileage to attend any committee function if the member must travel greater than 10 miles from their residence.Mileage will be reimbursed at the rate currently adopted for Town travel by the Town Board.The staff liaison is responsible for approving mileage reimbursements for committees within the budget provided by the Town Board. iii.Meals Meals may be provided by the Town as part of regular meetings of the committee, as budgeted. iv.Expenses Members of committees may be reimbursed for out-of-pocket costs associated with the business of the committee provided the expenditures have been previously budgeted by the Town Board and authorized in advance by the assigned staff liaison or Town Administrator.(For example,office supplies,copies, printing,etc.)Other expenses may be reimbursed if,in the judgment of the staff liaison,such reimbursement is in the best interest of the Town. q.Insurance Coverage General liability (liability other than auto,including general,law enforcement and professional)is provided to all volunteers. Volunteers are not covered by the Town’s workers’compensation coverage.Any injuries incurred while volunteering is the responsibility of the individual volunteer. Specific to automobile insurance,both physical damage and legal liability for bodily injury or death is covered for all volunteers driving town vehicles,subject to coverage limits pursuant to the Town’s coverage.In addition,liability is covered for all volunteers driving their personal vehicles on Town business;however the following claims are excluded from coverage. Bodily injury or death to passengers (including friends and family)who are not on official town business. Physical damage to non-Town owned vehicles used on Town business. Property insurance is not provided to any personal property of the volunteer. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 11 of 13 r.Conflict of Interest A conflict of interest occurs when a person’s private,personal relationships or interests conflict so that an independent observer may reasonably question whether the person’s actions or decisions are determined by personal benefit,gain,or advantage. Members of committees shall not use their membership for private gain,and shall act impartially and not give preferential treatment to any private organization or individual. A member of any committee who has a personal or private interest in a matter proposed or pending shall disclose such interest to the committee;shall not vote on the item;and shall not attempt to influence the decisions of other members voting on the matter. s.Gifts Acceptance of or giving of any gifts by a committee member,which could lead to a conflict of interest,is prohibited.In particular,no member of any committee may accept or give a gift in excess of the value specified in Article XXIX of the Colorado State Constitution,from any individual,organization,contractor,or any other entity which does business with the Town or has any control of or interest in Town business related to the activities of his or her particular committee. t.Minutes Minutes shall be recorded of all meetings of any Town committee that are subject to the Colorado Open Meetings Act.Approved or draft minutes should be posted as soon as practicable after the meeting in question.Committees are strongly encouraged to post draft minutes prior to the final approval of the minutes at the next meeting of the committee.At a minimum,minutes shall be published on the Town website within seven days of approval by the committee. Minutes should record any formal actions taken by the committee.Minutes are not intended to be verbatim transcripts of the meeting.The amount of detail included in the minutes beyond the recording of actions is left to the discretion of each committee. u.Agendas Agendas for all public committee meetings will be posted on the Town website a minimum of six days prior to the meeting,whenever possible. v.Waivers Any section of this policy can be waived by a majority vote of the Town Board. w.Sunset Review In accordance with Governing Policy 1.6.1.6,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.This applies only to non-statutorily required boards/commissions. Town Committees 102 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 12 of 13 Approved: Todd Jirsa,Payor Date Town Committees 102 Parks Advisory Board BoardlCommittee Initial Sunset review (then every five years thereafter) I Transportation Advisory Board October 2017 Family Advisory Board April 2019 October 2017 Audit Committee October2018 Revisions:10/23/2018 Town of Estes Park,Town Board Policies Page 13 of 13 Policy XXX – Ad Hoc Focus Group Draft 8/5/26 Revisions: 0 Town of Estes Park, Town Board Page 1 of 4 Ad Hoc Focus Group Draft Policy Language a.Definition An ad hoc focus group is an advisory body appointed by the Town Board for a specific purpose and/or project, and for a limited duration. b.Establishment i.Authority to Establish an Ad Hoc Focus Group Ad hoc focus groups may only be created by an affirmative vote of a majority of the Board of Trustees. Requests to consider the creation of an ad hoc focus group may come from any Town Board member or the Town Administrator. ii.Established Through Approval of a Charter In order to create an ad hoc focus group, the Town Board will vote on an Ad Hoc Focus Group Charter (Charter) that stipulates the purpose of the group, the appointment process to be used, the Town Board liaison (if any), the primary staff liaison, the duration of the group, the frequency of meetings, the facilitation plan, and the deliverable expected by the Town Board. iii.Standard Charter Any ad hoc focus group constituted under this section will use the standard Charter outline (Exhibit A). c.Types of Appointment Processes i.Application Process The Town will invite residents to apply to serve on the focus group. The Town Board will designate an interview committee, which will review the applications and make recommendations to the Town Board. The Town Board will vote to appoint the members of the focus group. ii.Randomized Selection of Community Members The Town will send invites to participate in the focus group to a random subset of utility billing customers. Focus group members will be selected at random from those customers responding to the invitation. iii.Appointment of Specific Stakeholders The Town Board will directly appoint relevant interested and impacted parties to the focus group. iv.Selection from a Pre-approved Applicant List The Town Board may solicit applications from residents and stakeholders interested in participating in future focus groups at any time, even if there is not currently a project for which a focus group is being formed. The Town Board will designate an interview committee, which will review the applications and make Attachment 2 Policy XXX – Ad Hoc Focus Group Draft 8/5/26 Revisions: 0 Town of Estes Park, Town Board Page 2 of 4 recommendations to the Town Board. The Town Board will vote to create a list of participants pre-approved for future focus groups. d. Town Board Liaison i. Liaison Not Required The Town Board may or may not appoint a liaison to an ad hoc focus group. If a liaison is appointed, the appointment will be included in the Charter. The duties of any liaison under this section are set forth in Policy Governance Section 1.6.3 (Duties of a Liaison). ii. Updates to the Town Board When No Liaison Appointed In the absence of a Town Board liaison, the focus group facilitator will provide the Board with periodic updates. e. Facilitation Required All ad hoc focus groups will be facilitated by an impartial party in order to allow the focus group to focus on the subject matter at hand. As part of the consideration of establishing an ad hoc focus group, staff will evaluate different facilitation options and provide the Town Board with a recommendation and estimated price. Policy XXX – Ad Hoc Focus Group Draft 8/5/26 Revisions: 0 Town of Estes Park, Town Board Page 3 of 4 Exhibit A – Standard Charter Town of Estes Park [Name of Ad Hoc Focus Group] Purpose of Focus Group • This section should describe the reason that the Town Board is forming the ad hoc focus group. Appointment Process • This section should detail which appointment process from Section 3.c will be used to select the membership of the ad hoc focus group. Town Board Liaison • This section should assign a Town Board liaison or describe expectations for updates to the Board from the facilitator. A Town Board liaison is not required. Staff Liaison • This section should assign a primary staff liaison to the focus group. The Staff Liaison will be the primary connection between the focus group and staff. The Staff Liaison is responsible for the proper notification of meetings, the preparation and distribution of the agenda in coordination with the facilitator, the assembly of the packet, and for arranging minute taking. Duration of Focus Group • This section should set the duration of the ad hoc focus group’s work. The duration may be set with either a specific deadline or for the completion of the subject project. If the duration is set as the completion of the subject project, the conditions for considering the project complete should be listed. Meetings A. Meeting Frequency. Meeting frequency will be determined by the assigned facilitator in consultation with the members of the focus group. B. Special Meetings. The facilitator may call a special meeting with at least three (3) calendar days of notice to each member of the focus group. The time, place, and purpose of the special meeting shall be specified in the notice to the focus group members. Policy XXX – Ad Hoc Focus Group Draft 8/5/26 Revisions: 0 Town of Estes Park, Town Board Page 4 of 4 C. Cancellation of Meetings. Scheduled meetings of the focus group may be cancelled or rescheduled at the sole discretion of the facilitator. Any cancelled meeting requires notification to the focus group and to the Staff Liaison to ensure adequate notice to the public. D. Meeting Procedures. The facilitator will preside over the meeting in accordance with generally accepted norms for the conduct of parliamentary procedure. Robert’s Rules of Order may be considered as a parliamentary guide. E. Meeting Recordings. Focus group meetings shall be recorded, but will not be live streamed. F. Open Meetings. All meetings and actions of the focus group shall be in full compliance with state statutes governing open meetings, as amended and incorporated herein by reference. It is the responsibility of the Staff Liaison to be familiar with these statutes and regulations. Facilitation Plan • This section should identify the facilitator, detail the expected facilitation costs, and provide a broad summary of the facilitation plan for the life of the ad hoc focus group. Expected Deliverable to Town Board • This section should clearly detail the expected final product of the ad hoc task force. This may consist of, but is not limited to, the following: final report with recommendations, final report with summary of participant feedback, final presentation from facilitator with recommendations, and final presentation from facilitator with summary of participant feedback. Decision Making Process • This section should establish the expected decision-making process to be used by the focus group in agreeing upon the final expected deliverable to the Town Board. Examples include voting, consensus, or a presentation of all feedback collected through the focus group meetings. We are committed to providing equitable access to our services. If you need any assistance, please email digitalaccessibility@estes.org. Policy 102 (Town Committees) Focus Groups Draft 08/11/2026 Town Board Study Session We are committed to providing equitable access to our services. If you need any assistance, please email digitalaccessibility@estes.org. Presentation Provided at Meeting 2026-08-11 Agenda •Background •Purpose •Direction Requested •Ad Hoc Focus Group Draft Policy Language 2 Background •Study Session originally requested by the Town Board during Transportation Advisory Board sunset discussion •Study Session held on November 25, 202, to consider whether to further explore idea •Today’s Study Session is to review specific policy language 3 Purpose •Review draft proposed policy language to enable use of ad hoc focus groups for projects of significant community interest •Gather feedback from Town Board to inform final policy draft to be considered as an action item at a subsequent Town Board meeting 4 Direction Requested •Does the proposed policy language enabling the creation of ad hoc focus groups meet the Town Board’s needs? •Does the Board want to incorporate this engagement approach into Policy 102 (Town Committees)? Or would the Board prefer to see this as a standalone policy? 5 Ad Hoc Focus Group Draft Policy Language Definition •An ad hoc focus group is an advisory body appointed by the Town Board for a specific purpose and/or project, and for a limited duration. 7 Establishment •Formed by majority vote of Town Board •Requests to form an ad hoc focus group can come from any member of the Board or the Town Administrator •Standard Charter used (Exhibit A) 8 Appointment Process •Members of an ad hoc focus group may be appointed using one of, or a combination of, four methods: •Application Process •Randomized Selection of Community Members •Appointment of Specific Stakeholders •Selection from a Pre-approved Applicant List 9 Town Board Liaison •Not required •If appointed, duties set forth in Town policy •If no Town Board liaison is appointed, the group’s facilitator will provide the Town Board with periodic updates. 10 Facilitation Required •Facilitation by an impartial party required •Staff responsible for evaluating different facilitation options •Staff will provide recommendation to Town Board along with an estimated price 11 Direction Requested •Does the proposed policy language enabling the creation of ad hoc focus groups meet the Town Board’s needs? •Does the Board want to incorporate this engagement approach into Policy 102 (Town Committees)? Or would the Board prefer to see this as a standalone policy? 12 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: August 11, 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 – Section 1.9 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 1.9.6 prior to the scheduled study session. C.Any Board member who has a concern about compliance with any of the policies listed in 1.9.6, 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 Attachment 1 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 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 August 25, 2026 •Parks and Open Space Master Plan •Micromobility Overview •Parking License Plate Recognition Policy September 8, 2026 •Housing Issues – Seasonal Workforce and Seniors •Administrative Regulations Enforcement Process •Downtown Plan Approach September 22, 2026 •Annexation of Enclaves Follow Up •Black Canyon Treatment Plant Property •Winter Event Strategy Proposal October 6, 2026 •Growth Management Areas Overview Items Approved - Unscheduled •Overview of Fish Hatchery Project to Date •Façade and Sidewalk Improvement Program Proposal •Structure of Potential Development Agreement with Whimsadoodle and the Estes Park Housing Authority for Cleave Street Development •Liquor License Process Items for Town Board Consideration •None