HomeMy WebLinkAboutTB Study Session 2016-10-11
Town of Estes Park, Larimer County, Colorado October 11, 2016
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 the
Board Room in said Town of Estes Park on the 11th day of October, 2016.
Board: Mayor Jirsa, Mayor Pro Tem Koenig, Trustees Holcomb,
Martchink, Nelson, Norris and Walker
Attending: Mayor Jirsa, Mayor Pro Tem Koenig, Trustees Holcomb,
Martchink, Norris and Walker
Also Attending: Town Administrator Lancaster, Assistant Town Administrator
Machalek, Town Attorney White, Manager Fraundorf, and
Town Clerk Williamson
Absent: Trustee Nelson
Mayor Jirsa called the meeting to order at 4:30 p.m.
PUBLIC ACCESS TO TRUSTEE E-MAILS.
Manager Fraundorf provided an overview of the process used by the City of Fort
Collins, City of Loveland and Larimer County for public access to Council and
Commissioner emails. Each entity has a different approach that ranges from no staff
involvement to an employee reviewing and releasing each email. Those using the
software only approach have identified filters, i.e. key words to filter out emails that are
not released for viewing; however, the subject line would be displayed regardless of the
nature of the email which could be confidential, deliberative, etc. The Loveland website
provides instructions to the public on how to keep their emails private to the Council,
which the Town may consider adding if the Board moves forward with public access to
the Board’s emails. He stated the pros to implementing the software include the
relatively short implementation timeframe, low cost of $2,000/year for up to ten email
accounts, and robust search capability. The cons would include the public contacting
Town staff for assistance on using the software, misspellings would allow inappropriate
emails to be viewed, time involved in removing inappropriate emails, public access to all
subject lines, and the public may have the expectation that an email would remain
private or confidential.
Discussion followed and has been summarized: Mayor Pro Tem Koenig questioned the
goal of the software, i.e. to free up staff time to complete open records requests and
stated concern the public would not communicate as readily with the Board; Mayor Jirsa
stated public access to Trustee email would send the message the Board wants an
open and transparent government and other governmental entities are currently
providing public access to Board emails; Trustee Walker stated no concern with
allowing public access to his emails, however, he stated concern that some constituents
may not be as willing to communicate if their emails would be public, thereby
decreasing communication with the Board; Trustee Norris requested additional
information on the other community’s experience with the software, impact on workload,
and if the entity has found it beneficial; and Trustee Martchink stated he supports the
message the public access would send; however, the emails are accessible through the
open records act and would not be supportive of expending funds on the software.
After further discussion, the Board consensus was to move forward with an in house
test of the software for a couple of months, review the software and determine the
continued use and release to the public.
Town Board Study Session – October 11, 2016 – Page 2
EVALUATE TOWN ATTORNEY AND THE MUNICIPAL JUDGE.
Mayor Jirsa commented he has been reviewing evaluation options provided by CML for
both the Town Attorney and the Municipal Judge. In discussing the evaluation process
with other Mayors from Loveland and Johnston, it was determined the process can be
valuable in goal setting, succession planning, etc., especially for the Town Attorney.
Discussions have been held with both Attorney White and Judge Brown who are both
supportive of the evaluations. He proposed the Town use Fort Morgan’s example for
the Town Attorney evaluation as a starting base. A proposed review would be brought
back to the Board for final acceptance.
Mayor Jirsa suggested the Board members attend the October 19, 2016 Municipal
Court to get a sense of how the Judge runs the court. He proposed the Board hold the
evaluation for the Judge in early 2017 after the Judge provides his annual report.
Trustee Norris stated he would be supportive of a structured approach to the evaluation,
and would suggest a simplified evaluation that addressed ethics, communication,
timeliness of recommendations and goal setting tied to the Town’s strategic plan.
TRUSTEE & ADMINISTRATOR COMMENTS & QUESTIONS.
Mayor Jirsa presented a revised Resolution to support the funding of improvements to
the countries National Parks. The Board consensus was to add the Resolution to the
October 25, 2016 Town Board meeting.
Trustee Norris stated the School District continues to work on addressing issues such
as suicide prevention and other mental health issues. A handout was developed by the
counselors of the schools, and he requested a copy be provided to each of the Trustees
and appropriate staff.
FUTURE STUDY SESSION AGENDA ITEMS.
Town Administrator Lancaster stated a final review of the 2016 strategic plan would be
added to the December 13, 2016 study session. The November 22, 2016 study session
would be cancelled.
There being no further business, Mayor Jirsa adjourned the meeting at 5:40 p.m.
Jackie Williamson, Town Clerk