The URL can be used to link to this page

Home My WebLink AboutMINUTES Town Board Study Session 2019-01-22RECORDOFPROCEEDINGSTownofEstesPark,LarimerCounty,ColoradoJanuary22,2019MinutesofaStudySessionmeetingoftheTOWNBOARDoftheTownofEstesPark,LarimerCounty,Colorado.MeetingheldatTownHallintheBoardRoominsaidTownofEstesParkonthe22nddayofJanuary,2019.Board:MayorJirsa,MayorProTernWalker,TrusteesBangs,Cenac,Martchink,NorrisandZornesAttending:AllAlsoAttending:TownAdministratorLancaster,AssistantTownAdministratorMachalek,TownAttorneyWhiteandRecordingSecretaryBeers.Absent:NoneMayorJirsacalledthemeetingtoorderat5:15p.m.SOCIALMEDIAASAPUBLICRECORD.PlORuschprovidedanoverviewofsocialmediaasapublicrecord.ShestatedtheTownhastwelveaccountsmanagedbyvariousdepartmentsusedasacommunicationtoolforemergencyupdates,conversationsforansweringquestionsandpaidpromotionsforevents.Allaccountsgenerateapproximately5,300recordsayearStaffhasresearchedothercommunitiesandbegundiscussionsonhowsocialrnediarecordsrelatetotheColoradoOpenRecordsAct(CORA)andrecordretentionpolicies.AfinaldecisionwasmadeinDecember2018tomoveforwardwitharchivingsocialmediarecords.ArchivingwouldallowtheTowntomaintaintherecordsforacalendaryearandbeinlinewiththeTown’semailretentionschedule.Thosepostingtosocialmediaareresponsibleformaintainingrecordsandbecomethecustodiansofthoserecords.PlORuschprovidednationalexamplesofsocialmediacontroversies,includingviolationoffreespeechrights,falsereporting,andmajorsocialconflicts.Boardquestionswereheardandhavebeensummarized:WhetherTowncornrnitteesandboardsaresubjecttoarchivingsocialmediarecords;ifanetworkexistswhereproblemsandsolutionsaremonitoredandsharedwithstaffforeducationalpurposes;andwhethersocialmediaconversationscouldpotentiallyviolatetheSunshineLaw.BUILDINGDIVISIONOPERATIONS.DirectorHuntandAssistantTownAdministratorMachalekstatedconcernoverprocessdelayshasledstafftodevelopaplanofactioninathree-partprocessincluding:performancestandards,thedevelopmentofmetricstomonitorprogressreportedbacktotheBoard,andthehiringofathirdpartytomonitorprogress.Duetostaffingchanges,datahasnotbeencollectedoverthepastmonths;however,staffhasdatapreviouslycollectedwhenfullystaffedinwhichathird-partyconsultantcouldusetocomparewithotherbuildingdepartments/divisions.StaffintendstopursuetheformationofaBuildingAdvisoryGroupconsistingofmembersofthedevelopmentcommunitytoevaluatethedivisionsprocessesandprovidefeedbackandinputtotheTown.DirectorHuntstatedthedivisionisdedicatedtoimprovingperformanceandcommittedtoseeingthedivisionsucceed.Boardcommentshavebeensummarized:TheBoardacknowledgeddissatisfactioninthecommunityandshowedstronginterestanadvisorygroup’sinput;questionedwherethedataforthestandardswassourced;statedaneedexistsforprocessimprovement;theBoarddirectedstafftoreviewothermunicipalitiestosetthosegoalsandstandards;andquestionedwhatthedefectsintheprocessareincluding,errors,turnaround,poorcustomerservice,etc. RECORDOFPROCEEDINGSTownBoardStudySession—January22,2019—Page2MayorJirsarequestedstaffpresentrecommendedgoalsatthenextregularBoardmeetingtoincludetheexpectationsfromtheadvisorygroup.TheBoardwasinagreementtoreviewgoalsandexpectationsfromtheadvisorygroupattheregularmeetingonFebruary12,2019asanactionitemandwelcomedpubliccomment.DISCUSSIONOFLEGALSERVICES.AttorneyWhitestatedhisintentiontoretireasTownAttorneyonJune1,2019.Optionsforreplacementincludedhiringanin-houseattorneyorcontractanattorneymostlikelythroughafirm.StaffgatheredinformationfromothercommunitiesregardingeitheroptionandprovidedcostestimatestotheBoard.Itwasstatedacontractfirmattorneywouldlikelynotbefoundlocally.AtimelineforreplacingtheattorneywaspresentedtotheBoard.TheBoardquestionedwhetherAttorneyWhitewasacontractattorneyandwhodeterminesavailabilityforcontractedattorneys.TheBoardwasinagreementtostarttheprocessforhiringanin-houseattorney.ReviewofcandidateswouldoccurbytheendofFebruary2019andinterviewswouldbescheduledinMarch2019.TRUSTEE&ADMINSTRATORCOMMENTS&QUESTIONS.TownAdministratorLancasterreceivedinputregardingaresolutionofsupportforfederalworkersandoraresolutionurgingcongresstomoveforwardwithcorrectingthegovernmentshutdown.TheBoardconsensuswastomoveforwardwiththeresolutionandtorecognizethelocalcommunityandbusinesseswhichhaveprovidedsupport.TheBoardwasinagreementtoscheduletwohalfdayretreatsfacilitatedbyTownAdministratorLancastertobeginthe2020strategicplanningprocess.TheBoardwouldreviewphilosophystatements,goalsandobjectivesandperformancemeasures.TheConferenceCentergroundleaseexpiresNovember1,2019.TownAdministratorLancasterstatedDelawareNorthCompaniesownsthelandandtheTownownsthebuilding.TheTownhasanoptiontolettheleaseexpireorrenewtheleasefor20years.TheBoarddiscussedtheannualcostformaintainingtheConferenceCenterandwasinagreementtoprovidealetterofintenttoDelawareNorthCompaniesstatingtheTownwouldnotberenewingtheleaseanddiscussthepotentialofearlypossession.TownAdministratorLancasterstatedhiscontractexpiresJune7,2019andrequiresa60-daynoticeifthecontractwouldnotberenewed.Aperformanceevaluationwouldbecompletedtoprovidefeedbackforthedecisiontorenewthecontract.MayorJirsaandTrusteeMartchinkwouldmeetwiththeTownAdministratorandTownClerkWilliamsontodeveloptheevaluationcriteriaanda360review.TheBoardagreedtodeveloptheprocess,a360-reviewobtainingfeedbackfromstaffwhoreporttotheTownAdministratorandcriteriafortheevaluation.TheevaluationwouldbecompletedbyMarch26,2019andadecisiontorenewthecontractwouldberequiredbytheApril9,2019regularTownBoardmeeting.FUTURESTUDYSESSIONAGENDAITEMS.MayorProTemWalkerrequestedclarificationfortopicsqualifyingforacitizen’sinitiative.AttorneyWhiteprovideareviewofthecitizeninitiatedordinanceprocessandtimeline.TownAdministratorLancasterstatedthesunsetreviewfortheFamilyAdvisoryBoardwouldoccurinAprilof2019.TheBoardwasinagreementtocontinuetheFamilyAdvisoryBoard.Therebeingnofurtherbusiness,MayorJirsaadjournedthemeetingat6:43p.m.---Y,LZ4cByifriaBeers,Recd?dingSecretary