HomeMy WebLinkAboutTB Study Session 2013-05-28 Town of Estes Park, Larimer County, Colorado, May 28, 2013
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 28th day of May,
2013.
Board: Mayor Pinkham, Mayor Pro Tem Blackhurst, Trustees Elrod,
Ericson, Koenig, Norris and Phipps
Attending: All
Also Attending: Town Administrator Lancaster, Assistant Town
Administrator Richardson, Town Attorney White and Town
Clerk Williamson
Absent: None
Mayor Pinkham called the meeting to order at 5:30 p.m.
FUTURE AGENDA ITEMS.
Updates on projects such as the MPEC and stall barn would be provided at Town Board
meetings as a staff report.
REVIEW OF STAFF PRESENTATIONS PROVIDED TO THE BOARD.
Administrator Lancaster requested feedback from the Board on the staff reports and
presentation given to the Town Board.
Board comments included the following: more detail on planning items presented by
Community Development, i.e. costs, codes being met or not, more detail on how staff
reached a recommendation, and impact to the Town, departments, other entities and
applicant; consistency with the reporting format; more detail on why a matter has been
brought forward, what are the expected outcomes, and implications of information being
reported; provide a flow in order to have a better understanding of the decision being
requested; make sure the technical equipment works; identify the funding sources;
attach relevant Planning Commission minutes to the staff report; Administration should
report on the Mayor chat and other meetings Administration and the Mayor are having
with other entities; appropriate financial information should be provided on projects
brought forward for Board consideration; explain the alternatives or other items delayed
due to the project; and continue to provide details such as contracts.
TOWN ADMINISTRATOR REVIEW PROCESS.
Trustee Norris and Koenig presented the procedures for the Town Administrator
evaluation. Trustee Norris stated the process was kept simple and focuses on
observable items. The evaluation process would focus on five key areas of leadership,
planning and organizing, decision-making, communication, and community
relations/interpersonal. He stated Administrator Lancaster requested Community
Relations/Interpersonal be added to the evaluation and include relations with the Board
of Trustees, staff and the community. The Board discussed the value of adding this
item and stated concern with evaluating the relationship between the Administrator and
staff. A 360 review was suggested as a tool to evaluate the relationship. The Board
stated they do not have the expertise to perform such a review. The Board also
discussed the proposed evaluation instrument and questioned whether or not this could
be used by future Boards, and discussed the benefits of an outside entity to develop a
review process. After further discussion, it was concluded to use the proposed
evaluation process for 2013 and review the procedures for 2014, add the process to the
Town Board Study Session – May 28, 2013 – Page 2
policy governance, hire a consultant to review the process, and remove the staff
component. The evaluations would be completed and returned to the Mayor and Mayor
Pro Tem by June 10th and hold the Administrator’s review in an Executive Session at
the June 25, 2013 Board meeting.
MISCELLANEOUS
Mayor Pro Tem Blackhurst requested the Town explore the use of the grey (silver)
shuttle line for Memorial Day 2014 due to the traffic volumes experienced this past
holiday weekend.
There being no further business, Mayor Pinkham adjourned the meeting at 6:30 p.m.
Jackie Williamson, Town Clerk