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HomeMy WebLinkAboutTB Study Session 2010-10-12 Town of Estes Park, Larimer County, Colorado, October 12, 2010 Minutes of a Study Session meeting of the TOWN BOARD of the Town of Estes Park, Larimer County, Colorado. Meeting held at Town Hall in Rooms 202 & 203 in said Town of Estes Park on the 12th day of October, 2010. Board: Mayor Pinkham, Mayor Pro Tem Levine, Trustees Blackhurst, Elrod, Ericson, Koenig and Miller Also Attending: Town Administrator Halburnt, Town Attorney White, Directors Kilsdonk and Town Clerk Williamson Absent: Deputy Town Administrator Richardson, Mayor Pro Tem Levine Mayor Pinkham called the meeting to order at 5:00 p.m. LOCAL MARKETING DISTRICT (LMD) 2011 OPERATING PLAN. Ken Larson/LMD Chair presented the draft LMD Operating Plan including the 2011 budget. The plan was developed by Scott Webermeier/LMD Treasurer and Peggy Campbell/LMD Director. He stated the 2011 budget includes items currently paid for by the Town, including employee salaries, rent, payroll processing and IT support in an effort to improve transparency. The budget also includes the Stakeholder revenues of approximately $250,000 currently collected by the Town and creates an emergency reserve fund of $500,000. The LMD would have a shortfall of approximately $192,000 in 2011, and it was suggested the Town could fund the shortfall to support the marketing efforts and grown the Town’s 4% sales tax. The Board discussed the plan and comments are summarized: direct mailing is mentioned however it is not included in the budget; questioned if the LMD would focus on ecotourism; core values, accountability and transparency are necessary and would request quarterly financial reports be included in the operating plan to provide accountability; and questioned if Town reserve funds could be used to help fund marketing during a disaster to allow the LMD to fund the 2011 shortfall. Director Campbell stated the direct mailing is a future consideration that has not been budgeted for in 2011. Ecotourism and heritage tourism are items the LMD would like to focus on in the near future. Chairman Larson stated monthly financial data provided to the LMD Board could also be distributed to the Town Board in the future. Administrator Halburnt stated the Town has been funding four LMD employee salaries, office space and utilities for the past 2 years and retained the Stakeholder revenues. The net calculation for 2011 is $83,000. Staff would review the LMD numbers in preparation for the Town Board Budget study session on Friday, October 15, 2010. VOLUNTEER BACKGROUND CHECKS. Trustee Miller stated the issue of background checks for volunteers has been a topic in the past, and the requirement of a check may be an issue for recruiting candidates for volunteer positions. He also questioned the validity of a background check when it is only conducted through the Colorado Bureau of Investigations (CBI) and not nationally. Trustee Koenig stated the purpose of the background check for volunteer position would be to deter those with background issue from applying, and she stated support for the checks. Discussion followed: who determines if someone is not qualified based on background check; questioned if the information provided on the application is checked; an Town Board Study Session – October 12, 2010 – Page 2 individual dealing with sensitive matters such as children or money should have a background check and not members of the Planning Commission or Ambassadors; and define sensitive and what positions would be considered sensitive, i.e. youth, seniors, financial. Administrator Halburnt stated the background check is used by the interview panel as additional information when recommending appointments and there are no automatic disqualifiers. Appointees/volunteers are employees of the Town that interact with staff on a day-to-day basis; therefore, it is important to have the background check completed. Attorney White commented state statute does not allow unemployment based on a felony conviction; however, the statute may not apply to volunteers. The Board requested staff review the statutes and bring forward additional information, including Breckenridge’s policy, seen as the industry standard, regarding background checks. RETREAT DISCUSSION. Trustee Koenig suggested the retreat be moved to the spring of 2011. The Mayor recommended the retreat be held in January in order to move the 2011 goals forward. The Board consensus was to move forward with a retreat in January. Discussion followed on the need for a facilitator. Administrator Halburnt stated a facilitator can help the Board and staff work together and build on communication. Staff has been included in passed retreats to be a resource to the board as it discusses goals. The Board consensus was to hold a retreat without a facilitator; however, the Board would like Administrator Halburnt to bring a proposal forward regarding the use of a facilitator. WEEKEND EMAIL Mayor Pinkham opened the discussion on weekend email. He recommended the Board only send emails to staff during the week. Several Board members stated they review and respond to emails during the weekend and do not expect a response from staff immediately. There being no further business, Mayor Pinkham adjourned the meeting at 6:50 p.m. Jackie Williamson, Town Clerk