HomeMy WebLinkAboutMINUTES Town Board Study Session 2008-07-08 Town of Estes Park, Larimer County, Colorado, July 8, 2008
Minutes of a Regular meeting of the TOWN BOARD STUDY SESSION of
the Town of Estes Park, Larimer County, Colorado. Meeting held at Town
Hall in the Board Room in said Town of Estes Park on the 8th day of July,
2008.
Board: Mayor Pinkham, Trustees Blackhurst, Eisenlauer, Ericson,
Homeier, Levine and Miller
Attending: All
Also Attending: Town Administrator Halburnt, Deputy Town Administrator
Richardson, Town Attorney White and Town Clerk
Williamson
Absent: None
Mayor Pinkham called the meeting to order at 4:03 p.m.
LOCAL MARKETING DISTRICT INTERGOVERNMENTAL AGREEMENT.
Attorney White reviewed the changes to draft #3 of the IGA between the Town and the
County including clarification that Board members may serve up to two consecutive four
year terms. Discussion followed on the use of term limits and the need for an
exemption to be added to the IGA to allow the reappointment of a term limited member
if a qualified candidate was not available.
Lynette Lott/Vallaha Resort and President of the Estes Area Lodging Association
requested the IGA be amended to eliminate the residency requirement for Town and
County appointments and appoint the most qualified individuals to the Board.
Administrator Halburnt stated the Town would promote the LMD prior to setting the
ballot language, at which time the Town could no longer spend municipal funds. Other
groups such as EALA and the Town Board can promote the LMD during the election
process.
LOCAL MARKETING DISTRICT BOARD OF DIRECTORS.
The Board discussed the pros and cons of appointing the LMD Board prior to the
election.
Pros
Provide voters with clear representation and structure for the LMD Board.
There would not be adequate time to appoint a Board after the election.
Provide assurance to the voters.
Remove an unknown.
Cons
Voter could vote for or against a potential Board member and not for the
issue.
Attorney White stated a Board could not be appointed until the LMD is passed. Trustee
Homeier suggested an advisory council with seven members be appointed to market
the issue and fill Board seats if the LMD passes.
The Board requested a timeline for the LMD and for the appointment of an advisory
council with a list of qualifications, screening process and who would review the
applications. The interview group should include others entities including the Chamber,
Town Board Study Session – July 8, 2008 – Page 2
EALA and other business groups. The interview group could provide the two Boards
with a ranking of candidates for consideration and approval.
The majority of the Board agreed to proceed with an advisory committee of seven to be
appointed by mid September. Trustee Ericson stated the LMD Board should remain
conceptual and not appoint members to a Board or advisory committee.
TOWN BOARD/STAFF RELATIONSHIP.
Mark Collins provided the Board with an overview of city council/management
government. He discussed the roles of the Board as policy makers and the
Administration overseeing management and operations and maintenance; however,
there tends to be shifting boundaries in government today. An effective council is one
that possesses the ability to work as a team, willingness to address difficult issues and
successful relationship with professional staff. Mr. Collins reviewed the constraints of
council and staff and obstacles in developing a successful council-staff partnership. A
successful council/staff partnership has the council clearly defining policy goals and
outcomes to be achieved and staff defining the means for achieving these outcomes.
COMMITTEE STRUCTURE.
Mark Collins questioned the role of the elected officials in the Committee system.
Trustees responded:
To gather information on an issue.
To review policies the Board has within the individual departments.
Develop issues.
Ask questions of staff in an informal setting.
Opportunity to hear from different departments and staff members.
Individual Board members become more versed in specific departments and
issues.
The Committee can send items back for additional work or refinement by staff
prior to coming to the full Board for consideration.
The Committee system moves items forward in an efficient manor.
Without Committees there would be more discussion and longer meetings.
Mr. Collins questioned if there had been times when members of the Board, not on the
Committee in which an issue was discussed, felt they need more information to make a
decision. The Board stated the item is removed from the consent agenda if a member
of the Board would like further discussion.
Mr. Collins questioned if the Committee system delayed projects or purchases. The
Board stated an item can move forward directly to the Board if there is a time constraint
and does not have to be reviewed by the Committee first.
Mr. Collins suggested the Board consider work sessions in lieu of the Committee
system. He stated the entire Board could be present for presentations and discussions
with staff. The Committee system does not provide staff with the collective ideas and
concerns of the entire Board.
The Board is unclear as to staff’s concerns with the Committee system. Administrator
Halburnt stated the Committee should not have to approve items previously approved
during the budget process. Mr. Collins concurred and stated only items that are a
change to the budget should be addressed by the Committees.
Trustee Homeier voiced concern that many issues including purchases are not
reviewed in detail during the budget process. The Committee process allows the Board
the opportunity to review projects and purchases in detail.
Town Board Study Session – July 8, 2008 – Page 3
Trustee Miller stated polices need to be developed for purchasing, RFPs and RFQs
before continuing the discussion of the Committee structure. Mayor Pinkham agreed
that sound policies and procedures could aid in preventing the Board from engaging in
operations of the Town.
MISCELLANEOUS.
Administrator Halburnt stated a spreadsheet was prepared by Mayor Pinkham for the
2008/2009 Town Board goals. She requested the Board review and send comments
that will be discussed further during the Town Board Study Session on July 25th.
There being no further business, Mayor Pinkham adjourned the meeting at 6:50 p.m.
Jackie Williamson, Town Clerk