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HomeMy WebLinkAboutPACKET Town Board Study Session 2018-05-01 Tuesday, May 1, 2018 TOWN BOARD 4:00 p.m. – 6:30 p.m. STUDY SESSION Board Room  Organizational Chart Administrator Lancaster  Policy Governance 101 Administrator Lancaster  Policy 103 Board Code of Conduct Administrator Lancaster  Statutory/Legal Issues Attorney White o Open Meetings Requirements o Open Records Requirements  Social Media Guidelines Administrator Lancaster o Deliberative Work Product from Staff o E-mail/Correspondence o Amendment 41 Limitations o Quasi-Judicial Role and Ex-Parte Communications o Conflict of Interest – Recusal  Key Policies Administrator Lancaster o Meeting Procedures  Policy 105 Agenda Setting  Policy 103 Motions Informal discussion among Trustees concerning agenda items or other Town matters may occur before this meeting at approximately 3:45 p.m. AGENDA 1       2 January 1, 2018    Organizational Plan  CITIZENS MAYOR AND TRUSTEES Municipal Judge Town Attorney Utilities Police Finance Community Services Light &Power Water IT Planning Building Town Clerk HR Engineering Parks Streets Facilities Fleet Asst. Town Administrator Public Information Town Administrator Community Development Administrative Services Public Works Cultural Services Museum Fairgrounds and Events  Visitor Services Risk Management 3       4 1 Policy Governance 101 Board Study Session May 1st, 2018 Frank Lancaster Town Administrator Purpose: To have a high achievement Board serving the community in the most effective and efficient manner possible. 2 www.goodlocalgovernment.org Attributes of the High Performance Governing Body Addresses difficult policy problems Builds capacity to work effectively together Develops productive relationship with staff www.goodlocalgovernment.org Obstacles • Conflicting values that drive policymaking • Conditions that make public policymaking difficult • Perspectives of elected officials and staff 3 www.goodlocalgovernment.org Governing Body Working Conditions Vague Task Definition No Hierarchy No Specialization Little Feedback Open Meetings www.goodlocalgovernment.org Adopted Policies for Governance Reduces uncertainty Know policymaking role Goals setting Problem solving techniques Develop norms of behavior Team building Partnership with staff 4 www.goodlocalgovernment.org Administrator’s Role Translate politics and administration Align – Staff priorities with governing body goals – Governing body and staff expectations and contributions – Passion and data Policy Governance based on the work of Dr. John Carver Boards That Make a Difference (Jossey- Bass, 1990) 5 Definitions Board – Any Governing Board, Commission, Council or Committee This does not apply to advisory boards, working boards, or quasi-judicial boards. CEO – Chief Executive Official. Executive Director, Manager, President, Administrator, Director, etc What Policy Governance Is Not: Strategic Planning Model Financial Planning Model Management Technique Goal Setting Objective Setting Criticism of Past Actions Structural Change A way to take power away from the Board. 6 Policy Governance: Empowers the Board Makes staff more accountable Improves the use of Board time. Improves the effectiveness of the Organization. What Others Have Said about Board Functionality . “Effective governance by a board of trustees is a relatively rare and unnatural act . . . . trustees are often little more than high-powered, well- intentioned people engaged in low-level activities” (Chait, Holland, and Taylor, 1996) 7 What Others Have Said about Board Functionality “There is one thing all boards have in common . . . . They do not function” (Peter Drucker, 1974) What Others Have Said about Board Functionality “Ninety-five percent (of boards) are not fully doing what they are legally, morally, and ethically supposed to do” (Harold Geneen CEO IT&T, 1984) 8 What Others Have Said about Board Functionality “Boards have been largely irrelevant throughout most of the twentieth century” (James Gillies, Economist, Member of Canadian House of Commons, 1992) What Others Have Said about Board Functionality Boards tend to be, in fact, incompetent groups of competent individuals (John Carver) 9 Policy Governance is a Paradigm Shift on how to look at the role of a governing board 3 Basic Assumptions 1. The Governing Body “Owns” the business. *May own on behalf of others *Board is NOT there to help staff *What do the owners need from the Board *ALL authority comes from the Board 10 3 Basic Assumptions 2. The Board only has authority when acting as a group. 3 Basic Assumptions 3. The Board’s Only official link to the organization is with the CEO. * Doesn’t mean board members can’t talk to other members of staff. *Instructions, evaluation, monitoring, are done ONLY with the CEO. *CEO performance is synonymous with Organizational performance. *The board is accountable for what the CEO’s job is and that the CEO does the job well. The CEO is not accountable for what the board’s job is and that the board do its job well. 11 1. The Governing Body “Owns” the business. 2. The Board only has authority when acting as a group. 3. The Board’s Only official link to the organization is with the CEO. 3 Basic Assumptions Accountability in Leadership Requires the Board to : be definite about its performance expectations to assign these expectations clearly to check to see that the expectations are being met 12 Nested Bowl Concept The Board of Trustee’s official link to the operation of departments and staff is the Town Administrator Nested Bowl Concept The Board’s job is generally confined to establishing the broadest vision and policies. Implementation and subsidiary decision making is delegated to the Town Administrator 13 Nested Bowl Concept With the exception of the Town Attorney and Municipal Judge, the Town Administrator shall have line authority over all Town Departments... Nested Bowl Concept The Town Administrator delegates authority for the management of the Utilities Department to the Director of Utilities. 14 Policy Governance - Making it Work Four Categories •Governance Process •Board-Staff Linkages •Staff Limitations •Ends Governance Process 15 Governance Process How does the Board do its Job? How does the Board work together? Governance Process Topics •Who does the Board represent? •How will the Board maintain contact with “owners”? •What products does the board exist to produce? •What is the role of the Chair? •Code of Conduct •How is the agenda formulated? •What is the role of board committees? 16 Governing Category 1. Governance Process Policy 1.0 Governance Commitment Policy 1.1 Governing Style Policy 1.2 Operating Principles Policy 1.3 Board Job Description Policy 1.4 Mayor’s Responsibility Policy 1.5 Board Members' Code of Conduct Policy 1.6 Board Appointed Committee Principles Policy 1.7 Board Liaison Roles Policy 1.8 Board Committee Principles Policy 1.9 Annual Planning And Agendas Code of Conduct 17 Code of Conduct for the Estes Park Board of Trustees This Policy prescribes guidelines for behaviors of Town Trustees and appointed officials in the performance of their official duties and interaction with both the Public and Town Administration. Some ethical requirements are enforced by Federal, State or local laws. Others rely on training or on an individual’s desire to do the right thing. It’s important the Board own its Governing Policies and Code of Conduct Study session to review Board Code of Conduct and Operating Principles on July 24th 18 Board/Staff Linkages Board/Staff Linkages Delegation to the CEO CEO Job Description Monitoring of CEO Performance 19 Board/Staff Linkages Delegation to the CEO •Defines scope of authority of CEO •Defines scope of activity of the Board •CEO can make all decision, take all actions, as long as they are consistent with any reasonable interpretation of the policies of the Board •Defines consequences and circumstances for stepping outside of this delegation Board/Staff Linkages Defines consequences and circumstances for stepping outside of this delegation Should the Town Administrator deem it necessary to, or inadvertently, violate a Board policy, he or she shall promptly inform the Board of Trustees. Informing is simply to guarantee no violation may be intentionally kept from the Board, not to request approval. Board response, either approving or disapproving, does not exempt the Town Administrator from subsequent Board judgment of the action. 20 Board/Staff Linkages Monitoring Performance Monitoring CEO performance is synonymous with monitoring organizational performance against Board policies and Staff Limitations. Board/Staff Linkages Monitoring Performance The purpose of monitoring is simply to determine the degree to which Board policies are being met. Information which does not do this will not be considered to be monitoring. Monitoring will be as automatic as possible, using a minimum of Board time. 21 Board/Staff Linkages Monitoring Performance Internal Report - Disclosure of info from the CEO External Report - Discovery of info from disinterested 3rd party reporting directly to the Board. Direct Board Inspection 22   Changes for future reports? 23 Staff Limitations ALL means are justified by the ends... 24 Use any means necessary EXCEPT those articulated by the Board as unacceptable. STAFF LIMITATIONS Nested Staff Limitations The Town Administrator shall not cause or allow any practice that is unlawful, imprudent or unethical. 25 Nested Staff Limitations With respect to the treatment of staff, the Town Administrator may not cause or allow conditions which are unsafe, unfair or undignified. Nested Staff Limitations The Town Administrator shall not operate without written personnel policies that clarify personnel rules for employees 26 Staff Limitations •Encourages creativity and flexibility •Lets the experts do their job •Reduces miscommunication between staff and board. •Can be as loose or restrictive as the Board desires. •Creates clear performance standards. •Can be changed by the Board at any time. Ends 27 Decision MakingA B •Designation of Consumer Results. What Good? •Designation of Recipient. For Whom? •Designation of Worth of the Results. At What Cost? Everything Else •Methods and Practices •Technology •Conduct •Staffing •Programs Decision MakingA B •Designation of Consumer Results. What Good? •Designation of Recipient. For Whom? •Designation of Worth of the Results. At What Cost? Everything Else •Methods and Practices •Technology •Conduct •Staffing •Programs 28 •Designation of Consumer Results. What Good? •Designation of Recipient. For Whom? •Designation of Worth of the Results. At What Cost? 29 30 31 Pulling it all together 32 Time line Town Board asked to consider Policy Governance in Spring of 2012 First study session June 18th, 2012 Follow up Study Sessions Sept, October, November 2012 Feb, March 2013 Staff limitation adopted April 2013 Board/Staff Linkages adopted June 2013 Governance adopted March 2013 Spring 2017 Board assigned the Mayor and Mayor Pro-tem to review and update. July of 2017 Board approved updates to all sections of Policy Governance Sept 2016 – Town Administrator Compliance reports modified to include interpretation, achievement compliance and evidence sections, as requested by the Mayor. Other minor revisions have occurred since adoption in 2012 33       Effective Period: Until Superseded Review Schedule: Biannually-Following Town Elections Effective Date: July 26th, 2017 References: Governing Policy 1.2 TOWN BOARD GOVERNANCE POLICY 103 g .____,@ Town Board Code Of Conduct And Operating Principles 1.PURPOSE: The Board of Trustees shall operate in an ethical and businesslike manner. As leaders of our community, it is important that the members of the Town Board hold themselves to the highest standard of conduct, setting an example for other Town officials and Town employees, and ensuring that the public has confidence in the integrity of its government and Town Officials. Adherence to these standards will protect and maintain the Town of Estes Park's reputation and integrity. 2.SCOPE: This Policy and Procedure applies to the Board of Trustees. 3.RESPONSIBILITY: It is the responsibility of each Trustee to comply with this policy. It is further the responsibility of the Board of Trustees to address any perceived non-compliance with the specific items within this policy. 4.PROCEDURES: i)CONDUCT WITH ONE ANOTHER -The Board of Trustees is composed of individuals with a wide variety of backgrounds, personalities, values, opinions, and goals. Embracing this diversity, all have chosen to serve in public office in order to preserve and protect the present and the future of the community. In all cases, this common goal should be acknowledged even as Trustees may "agree to disagree" on contentious issues. We will conduct business in a manner consistent with this code of conduct (1)We accept and respect each other's individuality, supporting each other by capitalizing on our individual strengths, working together, as a team, utilizing each other's' expertise, to accomplish our goals and the goals of the Town of Estes Park. (2)We take others' concerns seriously. ii)CONDUCT IN PUBLIC MEETINGS: Code of Conduct & Operating Principles Revisions: 1 Town of Estes Park, Town Board Governance Policies 7/26/17 23 (1)Practice civility, professionalism and decorum in discussions and debate - Trustees should conduct themselves in a professional manner at all times. Trustees will not make comments that are belligerent, personal attacks, impertinent, slanderous, threatening, abusive, or disparaging. (2)Demonstrate support for Board decisions - A member of the Board of Trustees who votes in the minority is free to express his/her dissent but will respect the process and legitimacy of the majority decision. (3)Be punctual and keep comments relative to topics discussed -Trustees have made a commitment to attend meetings and partake in discussions. Therefore, it is important that Trustees be punctual and that meetings start on time, while being respectful of other people's time. ( 4)Be prepared for Board meetings -Trustees will be prepared for meetings in advance, and be familiar with issues on the agenda. (5)Avoid expressing opinions during Public Hearings -Trustees should not express opinions during the public hearing portion of the meeting except to ask pertinent questions of the speaker or staff. Trustees should refrain from arguing or debating with the public during a public hearing and shall always show respect for different points of view. (6)Respect the role of the Mayor or Committee Chairpersons in maintaining order - It is the responsibility of the Mayor to keep the comments of Trustees on track during public meetings. Trustees should honor efforts by the Mayor to focus discussion on current agenda items. If there is disagreement about the agenda or the Mayor's actions, those objections should be voiced politely and with reason. iii)CONDUCT IN PRIVATE COMMUNICATIONS: ( 1)Respectful behavior in private -The same level of respect and consideration of differing points of view that is deemed appropriate for public discussions should be maintained in private conversations. (2)Written notes, voicemail messages, and e-mail -Written notes, voicemail messages and e-mail should be treated as "public" communication and may be subject to disclosure pursuant to the Colorado Open Meetings Act. The tone and wording of all communication should be respectful and similar in decorum as public discourse. iv)TRUSTEE CONDUCT WITH TOWN STAFF: (1)Board prioritization of Staff projects -It is the responsibility of the Town Board as a whole and not individual Trustees to identify and prioritize projects for the Town Staff. Individual Trustees shall refrain from instructing Staff as to the prioritization of projects identified by the Board. It is the responsibility of the Town Code of Conduct & Operating Principles Revisions: 1 Town of Estes Park, Town Board Governance Policies 7/26/17 24 Administrator to communicate and direct the prioritization of Town activities with the staff. (2)Treat all staff as professionals -Clear, honest communication that respects the abilities, experience, and dignity of each individual is expected. Poor behavior towards staff is not acceptable. (3)Limit contact with specific Town staff -Questions of Town staff and/or requests for additional background information may be addressed directly with the appropriate town staff member, however individual trustees should not direct staff to take any specific action or direct them to produce any work product. The Town Administrator should be copied on or informed of any request. Requests for follow-up or directions to staff should be made only through the Town Administrator. When in doubt about what staff contact is appropriate, Trustees should ask the Town Administrator or Mayor for direction. Materials supplied to Trustees in response to a request may be made available to all Trustees, so that all have equal access to information. (4)Do not disrupt Town staff from their jobs -Trustees should not disrupt Town staff while they are in meetings, on the phone, or engrossed in performing their job functions, in order to have their individual needs met. (5)Never publicly criticize an individual employee -Trustees should never express concerns about the performance of a Town employee in public, to the employee directly, or to the employee's supervisor. Comments about staff performance should only be made to the Town Administrator through private correspondence or conversation. (6)Do not get involved in administrative functions -Trustees must not attempt to influence Town staff on making appointments, selecting consultants, processing of development applications, or granting of Town licenses and permits unless the Trustee has been invited to participate in the process. (7)Check with Town staff on correspondence before taking action -Before sending correspondence, Trustees should check with Town staff to see if an official Town response has already been sent or is in progress. When responding to correspondence always clarify if the opinion expressed is a personal opinion or position, or if it is the official position as adopted by the Board of Trustees. (8)Requests for staff support -Requests should be made to the Town Administrator. The office of the Town Clerk, in the Administrative Services Department provides routine clerical and support services for the Board. Routine requests for items such as meeting registrations, benefits, reimbursements, scheduling questions can be addressed directly to the Town Clerk. As the Town Attorney reports directly to the Town Board and not the Town Administrator, requests for information or legal advice may be made directly to the Town Attorney. Code of Conduct & Operating Principles Revisions: 1 Town of Estes Park, Town Board Governance Policies 7/26/17 25 (9)Do not solicit political support from staff -Trustees should not solicit any type of political support (financial contributions, display of posters or lawn signs, name on support list, etc.) from Town staff. (10)Evaluation of Staff -Individual Board members will not formally evaluate the performance of the Town Administrator, his/her staff or the Town Attorney except as that performance is assessed in accordance with explicit Board of Trustees' policies. v)TRUSTEES CONDUCT WITH THE PUBLIC IN PUBLIC MEETINGS -Making the public feel welcome is an important part of the democratic process. No signs of partiality, prejudice or disrespect should be evident on the part of individual Trustees toward an individual participating in a public forum. Every effort should be made to be fair and impartial in listening to public testimony. ( 1)Be welcoming to speakers and treat them with care and respect. (2)Active listening -Board members should practice active listening when members of the public are speaking before the board. Be aware of facial expressions, especially those that could be misinterpreted as disrespectful. vi)CONDUCT IN UNOFFICAL SETTINGS: (1)Make no promises on behalf of the Board -Individual Board members can represent the Board on Town matters only when delegated those responsibilities by the Board. Board members should refrain from overtly or implicitly promising Board action, or to promise that Town staff will do something specific (fix a pothole, waive a fee, plant new flowers in the median, etc.). (2)Make no personal comments about other Trustees -Board members will refrain from making derogatory comments about other Trustees, their opinions and actions. vii)BOARD CONDUCT WITH OTHER PUBLIC AGENCIES: (1)Be clear about representing the Town or personal interests -If a Trustee appears before another governmental agency or organization to give a statement on an issue, the Trustee must clearly state: 1) if his or her statement reflects personal opinion or is the official stance of the Town; 2) whether this is the majority or minority opinion of the Board. Even if the Trustee is representing his or her own personal opinions, remember that this still may reflect upon the Town as an organization. (2)Decision Making -If a Trustee serves in a decision making capacity for another organization and a matter which the Town has taken an official position is discussed by the organization, the Trustee should not maintain a position that Code of Conduct & Operating Principles Revisions: 1 Town of Estes Park, Town Board Governance Policies 7/26/17 26 significantly impacts or is detrimental to the Town's official position. In the event the Town has not taken an official position with regard to a matter, and in the Trustee's judgment, the Trustee believes that the Town would take a position substantially different than that proposed to be taken by the organization, the Trustee should consult with the Mayor regarding the Town's possible position. (3)Correspondence expressing official Town positions -All official Town correspondence shall be signed by the Mayor or Mayor Pro T em unless a specific Trustee is authorized by the Town Board to individually respond to a matter and express the Town's official position. A copy of official correspondence should be given to the Town Clerk to be filed as part of the permanent public record. (4)Trustee correspondence concerning town matters -Trustees may correspond with individuals or organizations on any matter involving the Town. In the event that the Trustee's personal correspondence expresses a personal opinion that differs from the Town's official position, the Trustee should make clear that the Trustee's personal opinion differs from the Town's official position. ii)TOWN TRUSTEE CONDUCT WITH OTHER BOARDS AND COMMISSIONS: (1)If attending a Board or Commission meeting, be careful to only express personal opinions unless you are authorized to represent the Town Board -Trustees may attend any Board or Commission meeting open to the public, but should be sensitive to the way their participation -especially if it is on behalf of an individual, business or developer -could be viewed as unfairly affecting the process. Any public comments by a Trustee at a Board or Commission meeting should be clearly indicate if it is an individual opinion or a representation of the official opinion of the Town Board. iii)CONDUCT WITH THE MEDIA: (1)Trustees may be contacted by the media for background information and quotes. All media contacts should be referred to the PIO. (2)The Mayor is the official spokesperson for the Board of Trustees. The Mayor is the designated representative of the Board of Trustees to present and speak on the official Town position. If the media contacts an individual Trustee, the Trustee should be clear about whether her/his comments represent the official Town position or a personal viewpoint. In most cases, any media requests should be referred to the Town Public Information Officer. iv)CONFLICT OF INTEREST: ( 1)Section 31-4-404 (2) C.R.S -"Any member of the governing body of any city or town who has a personal or private interest in any matter proposed or pending before the governing body shall disclose such interest to the governing body, shall not vote thereon, and shall refrain from the attempt to influence the Code of Conduct & Operating Principles 7 /26/17 Revisions: 1 Town of Estes Park, Town Board Governance Policies 27 decisions of the other members of the governing body in voting on the matter." (2)Disclosure - A Trustee having a conflict of interest in any matter before the Town Board shall disclose the interest to the Town Board. The Trustee shall not vote or otherwise take any formal action or discussion concerning the matter, shall not participate in any executive session concerning the matter, and shall refrain from attempting to influence any other member of the Board of Trustees either in public or private discussion of the matter. (3)Exception - A member of the Board of Trustees may vote notwithstanding a conflict of interest if the Trustee's participation is necessary to obtain a quorum or otherwise enable the Board to act if the Trustee complies with the volunteer disclosure provisions of Section 24-18-110 C.R.S. (4)Appearance of Impropriety - A Trustee should consider, but is not required to, excuse themselves from those matters which due to the specific circumstances concerning the matter may appear to members of the public to be a potential conflict of interest thus avoiding the appearance of impropriety. v)SANCTIONS: (1)Inappropriate Staff Behavior -Trustees should refer to the Town Administrator any Town staff that does not follow proper conduct in their dealings with Trustees, other Town staff, or the public. These employees may be disciplined in accordance with standard Town procedures for such actions. (2)Trustees Behavior and Conduct -Trustees who intentionally and repeatedly do not follow proper conduct may be reprimanded or formally censured by the Town Board. Serious infractions of the Code of Conduct may lead to other sanctions as deemed appropriate by the Town Board. Code of Conduct & Operating Principles Revisions: 1 Town of Estes Park, Town Board Governance Policies 7/26/17 28 Motions: Basic Motion: Quasi-judicial Motions: Amend a Motion: Substitute Motion: Table Motion: or Continue Motion: Motion to Reconsider: Point of Order: Second a Motion: Call the Question A. Tool box for: Meeting Procedure Options Purpose, Properties Purpose: Places an action item on the floor for discussion The motion is stated in the positive. "Yes" vote supports motion. "No" vote opposes the motion. Divide complex issues into individual motions. Second is required. Quasi-judicial: A motion in the positive includes findings of fact for approval. Quasi-judicial: A failed motion in the positive is followed by a motion in the negative, stating findings of fact for denial Divide complex issues into individual motions. Second is required. Purpose: To change a portion of the Basic Motion. The amendment uses the original basic motion wording with a change in wording. The motion is stated in the positive. Second is reauired. Purpose: To completely remove/replace the Basic Motion. The substitute motion is a new motion with new wording. The motion is stated in the positive. The Mayor determines if motion qualifies as Substitute Motion. Second is required. Purpose: Stops an action item discussion for more information. The Mayor generally states a new meeting date to discuss item. The Mayor may send item back to committee/staff for revising. The Mayor will recommend to Table or Continue as appropriate. Occurs when information is lacking or no decision can be made on action item. Second is required. Purpose: Re-open discussion on a finalized action item. Only a Board Member voting in the majority for the motion that finalized the action item may request a reconsideration motion and only at the same meeting at which the original action was taken. Second is reauired. Purpose: To correct meeting proceedings and help the Mayor. State "point of order" and what procedure was missed by the Mayor. No Second is required. Purpose: To open discussion on an action item. Notes: The person providing the second does not need to agree with the motion. The originator of the motion or changed motion will need to repeat the motion for the benefit of the Town Clerk's record and Town Board clarity of motion. Purpose: To end discussion of an issue and bring the Board to a vote. Any Board member may Call the Question at any time during Board discussion of a motion that is on the floor. No second is required for a Call of the Question. After a Board member makes the motion to Call the Question, the board shall vote immediately to Call the Question and bring the item to a vote. If the Call the Question vote fails, discussion may continue. If the Call the Question vote passes, the Board shall vote on the motion on the table without any further discussion. Code of Conduct & Operating Principles 7/26/17 Revisions: 1 Town of Estes Park, Town Board Governance Policies 29 Public Comment - A.Rules and Procedures for Public Comment a.The purpose of Public Comment is to provide input to the Town Board on issues relevant to Town of Estes Park. It is not intended to be a general soapbox opportunity. b.Public comments and questions shall be: i.Limited to three minutes. ii.Directed to the Board as a whole and not to individual members. iii.Presented in a courteous and professional demeanor and not in a threatening, profane, vulgar, insulting or abusive manner. iv.Limited to topics pertaining to Town of Estes Park government and about which the Town Board has authority or responsibility. c.Speakers, when recognized by the chair, will provide their name to the Clerk prior to addressing the Board. d.Individuals who engage in repetitive comments or questions or who otherwise violate the provisions of Rule #2 above will be asked to refrain and/or yield the floor. e.Failure to abide by these requirements after a first warning may result in the Board requiring that the speaker, in lieu of speaking, submit his/her statements in writing during future public comment periods. f.The Mayor is responsible for administration and enforcement of these rules in his/her sole discretion. Code of Conduct & Operating Principles Revisions: 1 Town of Estes Park, Town Board Governance Policies 7/26/17 30 •Call meeting to order •Pledge of Allegiance B. Town Board Meeting Order of Business •Agenda Approval -Board requests for additions or deletions •Proclamations and Presentations •Public Comment •Town Board Comments •Liaison Reports •Town Administrator's Report and Public Comment Follow-up •Consent Agenda •Consider items pulled from the Consent Agenda (if any) •Reports and Discussion Items ( outside entities) •Liquor Items •Planning Commission Items o Consent Items o Action Items •Action Items (repeat process for each action item) •Staff Report •Town Board clarification of Staff Report -questions/discussion Formal Motion/Second (if Ordinance is present, Town Attorney/Town Clerk reads prior to motion) •Public Comment •Motion modifications/amendments if desired •Debate/Discuss motion •Mayor calls for vote •Vote •Staff Reports •Executive Session (if needed) •Adjournment Every Board meeting will end no later than 10:00 p.m., except that (1) any item of business commenced before 10:00 p.m., may be concluded before the meeting is adjourned and (2) the Town Board may, by majority vote, extend a meeting until no later than 11 :00 p.m. for the purpose of considering additional items of business. Any matter which has been commenced and is still pending at the conclusion of the Board meeting, and all matters scheduled for consideration at the meeting which have not yet been considered by the Board, will be continued to the next regular Town Board meeting and will be placed first on the agenda for such meeting. The Town Board reserves the right, by majority vote, to further extend the meeting to conclude any business the Board deems necessary. Code of Conduct & Operating Principles Revisions: 1 Town of Estes Park, Town Board Governance Policies 7/26/17 31 C Town Board Motions (Adopted March 2011) 1 The basic motion. The basic motion is the one that puts forward a decision for consideration. A basic motion might be: "I move that we create a five-member committee to plan and put on our annual fundraiser." 2 The motion to amend. If a member wants to change a basic motion that is under discussion, he or she would move to amend it. A motion to amend might be: "I move that we amend the motion to have a 10-member committee." A motion to amend takes the basic motion that is before the body and seeks to change it in some way. 3 The substitute motion: If a member wants to completely do away with the basic motion under discussion and put a new motion before the governing body, he or she would "move a substitute motion." A substitute motion might be: "I move a substitute motion that we cancel the annual fundraiser this year." Motions to amend and substitute motions are often confused. But they are quite different, and so is their effect, if passed. A motion to amend seeks to retain the basic motion on the floor, but to modify it in some way. A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it. .. Voting on motions when there are several on the floor. The first vote is on the last motion. In the example above, the substitute motion would be voted on first. If passed, the other two (Basic and Amend) would not require a vote because they become moot. If the substitute in the above example passes, it replaces both the Basic and the amendment to the Basic motion. lf the substitute fails, then a vote is needed on the amendment. If the amendment passes, the basic motion is moot because it was replaced by the amendment. However, if the amendment fails, the basic motion needs to be voted on. If it passes, it is final. If the basic fails, then the chair determines if a new motion is in order, or does the action item need to be tabled for more information, returned to committee, have staff gather more information, etc. A time for future review of the action item should be established. *Instructional scenario quoted verbatim from: Rosenberg's Rules of Order: Simple st Parliamentary Procedures for the 21 Century, 2003, League of California Cities. Code of Conduct & Operating Principles Revisions: 1 Town of Estes Park, Town Board Governance Policies 7/26/17 32 Approved: 01/n/11 Date Code of Conduct & Operating Principles Revisions: 1 Town of Estes Park, Town Board Governance Policies 7/26/17 33 34 TOWN BOARD OF TRUSTEES  MAY 1, 2018  OPEN MEETINGS  OPEN MEETINGS  The Colorado Supreme Court has described the Open Meetings law as “reflecting the  considered judgment of the Colorado electorate that democratic government best serves the  common welfare if its decisional processes are open to public scrutiny”.  Meetings Definition.  Any meeting of three or more members of the Town Board at which  public business is discussed is a meeting subject to the Open Meetings law.  This includes in  person, by telephone, electronic – email or social media.  Discussions between two Trustees or  a Trustee and the Staff regarding a Town matter is not a meeting.  A Trustee who engages in  discussion of public business with another Trustee by email and copies one or more other  Trustees on the email creates a public meeting subject to the requirements of the Open  Meetings Law.  If a Trustee wishes to communicate by email with more than one member of  the Town Board, that correspondence should be sent to the Staff for forwarding to the other  Trustees.  Also, this enables the Staff to keep a complete record of discussion of any public  matter.   Notice of the Meeting.  Prior notice of all meetings, including an agenda, is required.  The notice  shall be posted no less than 24 hours prior to the holding of the meeting.  Minutes.  Minutes shall be kept of all meetings.  Public.  The meeting shall be open to the public.  35 36 TOWN BOARD OF TRUSTEES  MAY 1, 2018  OPEN RECORDS  OPEN RECORDS  All records of the Town are open for inspection by any person upon request.  Open records  include all communications, including emails, texts, written correspondence, tweets, and social  media.  Exceptions to Open Records.    Communications which are not considered public records  include communications subject to the attorney‐client privilege, work product, personnel files,  trade secrets, and communications from a constituent to a Trustee that clearly implies by its  nature and context that the constituent expects the communication to be confidential.  The  Trustee’s response is also confidential.  EMAIL CORRESPONDENCE – WEB SITE  The Town maintains individual Trustee email accounts on its website.  The purpose of the email  account is to provide access to email communications of Trustees by the public in real time.   The Town’s email system deletes certain types of communication involving attorney‐client  privilege, confidential or private emails that contain confidential information, or work product.   Trustees are encouraged to use their personal email accounts for all matters not related to  Town activities.  WORK PRODUCT  Work product is not considered public records.  Work product means all intra‐Town advisory or  deliberative materials assembled for the benefit of the Trustees which express an opinion or  are deliberative in nature and are communicated for the purpose of assisting Trustees in  reaching a decision within the scope of their authority.  Work product does not include any final  version of the document that expresses a final decision by the Trustees nor any materials that  would otherwise constitute work product to distribute to the Trustees for their use or  consideration in a public meeting or recited and identified in the text of a final version of a  document approved by the Town Board.  37 38 SocialMediaandTextingGuidelinesElectedandappointedofficialsoftheTownofEstesParkmaywishtousetextingorsocialmedia,suchasFacebookandTwitter,tocommunicatewiththeirconstituentsabouttownbusiness.Pleasekeeptheseguidelinesinmind:1.Socialmediaisapublicforum.Youarelegallyliableforanythingyouwriteorpresentonlineorviatext.a.CommunicationaboutTownbusinessamongthreeormoreelectedorappointedofficialsonsocialmedia(outsideofanofficiallypostedmeeting)isprohibitedbytheColoradoOpenMeetingsLaw.b.YouarealsorequiredtodisclosesocialmediacommunicationsaboutTownissuesinresponsetoarequestpursuanttotheColoradoOpenRecordsAct.c.Uponreceivinganyopenrecordsrequestthatcouldincludeinformationexchangedoversocialmediaortext,theTownClerk’sofficewillaskyoutoprovideallapplicableinformationinyourcustody.2.Quasi-judicialmattersshouldnotbediscussedwithconstituentsoversocialmedia,textorinanyotherforum.3.Aswithanyformofcommunication,itisimportanttoincludelanguagethatstatesyourviewsdonotrepresentthoseoftheTownortheTownBoard,rathertheyareyourownpersonalopinion.4/30/2018       TOWN BOARD OF TRUSTEES  MAY 1, 2018  AMENDMENT 41  Amendment 41 to the Colorado Constitution was adopted by the voters in November 2006.  1.Applicability.  Amendment 41 applies to the Town of Estes Park as a Local Government. Amendment 41 does not apply to special districts such as the Hospital District, Rec District nor the School District.  Amendment 41 applies to employees of the Town of Estes Park, elected officials of the Town of Estes Park, and appointed officials of the Town of Estes Park (members of the Estes Valley Planning Commission, Board of Adjustment).  Volunteers of the Town of Estes Park are not subject to the provisions of Amendment 41. 2.Senate Bill 07‐210.  In 2007, the General Assembly passed Senate Bill 07‐210 which established the Independent Ethics Commission and clarified certain provisions of Amendment 41.  Amendment 41 provides that those individuals covered by Amendment 41 shall not receive any gift having a fair market value greater than $59 in any calendar year from any person with limited exceptions.  SB‐210 clarified that private or personal financial gain means any money, forebearance, forgiveness of indebtedness, gift or other thing of value given or offered by a person seeking to influence an official act that is performed in the course and scope of public duties by a public officer, member of the general assembly, local government official, or government employee. Official act is defined as any vote, decision, recommendation, approval, disapproval, or other action, including inaction, which involves the use of discretionary authority. Gift Examples:  Conferences – Banquets – Receptions  Sporting Events  Free Passes – Local Events  Discounts  Travel Expenses  Exceptions to Gifts:  Campaign contributions Unsolicited items of trivial value (pen, desk set, notepad, calendar, etc.) Unsolicited tokens of appreciation (plaque, trophy, etc.) 39 Admission to and the cost of food and beverages at a reception, meal or meeting when the individual is participating as a speaker or presenter Travel to conventions or meetings when the offer is made ex officio, is related to the person’s official duties, is of benefit to the Town, and the individual is representing the Town, or the Town pays dues to the sponsoring organization (other exceptions may apply depending on circumstances) Gifts from relatives and friends Enforcement:  The Colorado Independent Ethics Commission (IEC) is the enforcement entity for Amendment  41. IEC maintains a website www.colorado.gov/iec that provides information concerning Amendment 41. 40 TOWN BOARD OF TRUSTEES  MAY 1, 2018  QUASI‐JUDICIAL/LEGISLATIVE  QUASI‐JUDICIAL HEARINGS  Official action taken by the Town Board on certain matters are quasi‐judicial decisions.  As such,  the applicant and all persons concerned have a right to expect that the Town Board will make  an impartial decision based upon the information presented to the Town Board concerning the  matter at the public hearing.  Quasi‐Judicial Hearing Requirements:  1.Notice 2.Public Hearing 3.Decision be based on an established set of standards a.Estes Valley Development Code requirements b.Liquor Licenses – state requirements Ex‐parte Communications.  Since a Trustee’s decision on the application is to be made upon the  information presented by the applicant, the staff, letters/emails that are part of the Board  packet, and input at the public hearings, a Trustee should not have ex‐parte contact  (discussions with applicants, the public, or other Trustees outside of the public meeting)  concerning a quasi‐judicial matter.  If an ex‐parte communication does occur, the Trustee  should reveal the essence of that communication at the time of review of the application.  If a  citizen wishes to discuss general policy matters with a Trustee and there is no pending  application, the Trustee may discuss general policy matters with a citizen.  LEGISLATIVE MATTERS  If matter before the Town Board is not a quasi‐judicial matter, it is a legislative matter.   Examples of legislative matters are as follows:  1.Municipal Code amendments 2.Estes Valley Development Code amendments 3.Utility Rate adjustments 4.Contract approvals 41 Certain legislative decisions have the same type of formality as a quasi‐judicial decisions ‐ public  notice, public hearings.  However, these are legislative decisions of the Town Board.  The Town  Board is free to have ex‐parte communications concerning legislative matters.  However, good  public policy dictates that any information relied on by a Trustee in making a decision should be  made available to all Trustees, Staff, and the public.  42 TOWN BOARD OF TRUSTEES  MAY 1, 2018  CONFLICT OF INTEREST  A Trustee having a personal or private interest in a matter proposed or pending before the  Town Board shall disclose the interest to the Town Board and not vote on the matter.  The term  personal or private interest is not defined.  The standard of conduct for a Trustee is found in Section 24‐18‐101 et seq. C.R.S.    FINANCIAL INTEREST  1.Accept a gift of substantial value which; a.Would improperly influence a reasonable person in making an official decision or b.Which a reasonable person would assume is or is intended as a reward for the Trustee’s official action on a particular item. 2.Take an official action which substantially benefits the Trustee’s business or is substantially to the economic detriment of a competing business.  Trustee’s business includes: a.Ownership in a business (director or officer) b.Employment or prospective employment – consultant, agent c.A loan or debtor interest d.A creditor interest in an insolvent business 3.What if the financial benefit would be to a spouse or a member of the family? a.If a conflict of interest concerns a spouse, it is also a Trustee’s conflict of interest because it is assumed that spouses would share financial benefits in their normal daily living. b.Close family members – sons, daughters.  If the children are emancipated then there is no financial conflict of interest. 43 4.If a neighboring piece of property or one in the same general area of the Trustee’s property is being reviewed, should the Trustee declare a conflict of interest?  If the action of the Town Board will substantially benefit or reduce the value of the Trustee’s property, a conflict of interest should be declared. Appearance of Impropriety or Conflict of Interest.  A Trustee should consider declaring a  conflict of interest and abstaining from discussion and action on an official action, if under the  circumstances of the matter, there is an appearance of impropriety.  For example, a Trustee is a  member of the Board of Directors of local non‐profit organization.  The non‐profit organization  is asking for an official action of the Town Board.  The participation of the Trustee in the vote on  the matter would not be a violation of the State Code of Ethics since there is no substantial  financial interest involved but rather an appearance of impropriety in the discussion and vote  on the matter.    Perception of Bias.  If the Trustee feels that due to certain circumstances surrounding the  matter, for example, application by a close personal friend, business associate, or neighbor,  would create a perception that the Trustee could be biased, it is my opinion that the Trustee  should declare a conflict of interest and not participate.  Procedure Declaring a Conflict of Interest.  At the time of introduction of an individual item on  the Town Board Agenda in which the Trustee feels that he or she has a conflict of interest, the  Trustee shall state that he or she has a conflict of interest and then abstain from participating  and/or voting on the matter. The Trustee does not have to specifically state what is the conflict  of interest.   A Trustee having a conflict of interest on any matter should not in any way  influence other members of the Town Board at any time with regard to said matter.  It has been  the practice of some Trustees to leave the room during discussion and voting on an individual  item.  That is an individual Trustee’s decision.  There is no requirement to leave the room.  Questions regarding Conflict of Interest.  If an individual Trustee is unsure as to whether or not  a conflict of interest exists, please contact the Town Administrator or Town Attorney and  discuss the matter.  The Trustee’s request will be kept confidential.  IF YOU FEEL YOU HAVE A CONFLICT OF INTEREST, YOU PROBABLY DO.  44 Effective Period: Ongoing Review Schedule: Annually -January Effective Date: 7/26/2017 References: Policy Governance 1.9.2 TOWN BOARD GOVERNANCE POLICY 105 Agendas 1.PURPOSE The Town Clerk is responsible for the preparation and publication of the agendas for any meeting of the Board of Trustees. The Town Clerk shall establish deadlines for items to be added to the agenda in order to provide adequate public notice of Board meetings and to fully meet the requirements of the Colorado Open Meetings Act. 2.REGULAR BOARD MEETINGS a.Agendas for regular board meetings shall follow the format approved by the Board in Policy 103 -Town Board Procedures b.Adding items to the Agenda Agendas Revisions: 1 i.Routine Administrative Issues -Routine administrative issues, including renewal of ongoing contracts, approval of bills, approval of minutes, issuance, renewal and transfer of liquor licenses, land use issues requiring quasi-judicial action ahd proclamations or other ceremonial actions may be placed on the agenda by the Town Clerk without any further approval. ii.Items requested by Town Staff -Any items, other than routine administrative items, must be approved by the Town Administrator before being placed on the agenda. The Town Administrator may place these items on the Regular Board agenda without any further approval of the Board. iii.Reports or requests from outside entities -the Town Administrator has the authority to approve any requests from outside or partner agencies wishing to present before the Town Board. This includes update reports (i.e. updates from the Superintendent of Rocky Mountain National Park) and requests requiring action (i.e. requests for letters of support, requests for board participation on community projects). iv.Legal issues -Legal issues requiring Board discussion or action may be placed on the agenda by either the Town Administrator or the Town Attorney. Town of Estes Park, Town Board Governance Policies 7/26/17 45 v.Trustee requested items -Any trustee may request that an item be added to the regular board agenda by one of the following methods: (1)Request that the item be added to the agenda of an upcoming Regular meeting during the Trustee comment period at a study session. If any other Trustee objects to the item being placed on the agenda, the request must be made at a Regular Board meeting. (2)Request that an item be added to an upcoming agenda during Trustee comment period at a regular board meeting. The Board may approve the addition of the item to a future board meeting by consensus or may call for a vote. If a vote is called for, a majority affirmative vote of the Board is required to add the item to a future agenda. (3)By an affirmative vote of a majority of the Trustees present at a meeting, additional matters may be added to the agenda of any such meeting, as long as it is allowed by statute. (4)By referral from a Board Standing Committee. (5)Emergency items -At times it may be necessary to add items to an agenda on short notice to protect the immediate health, safety and well-being of the community or the organization. The Mayor, Town Administrator or Town Attorney may add emergency items to any agenda at any time, at their sole discretion. (6)Issues raised during Public Comment -For any issue raised during public comment that requires additional Board discussion or an action, any Board member may request that the item be placed on an upcoming agenda. Taking action on any item raised during public comment but not previously listed on the agenda is discouraged in order to give adequate notice for opportunity for public participation. 3.STUDY SESSIONS a.The Town Board will review the schedule for upcoming Study Sessions. The Mayor, Trustees or staff may request or recommend any appropriate matters for Town Board consideration; however, the Town Administrator will only place items on a Study Session agenda with the direction of a majority of the Board. Agendas Revisions: 1 Town of Estes Park, Town Board Governance Policies 7/26/17 46 b.By an affirmative vote of a majority of the Trustees present at a meeting, additional matters may be added to the agenda of any such meeting as long as it is allowed by statute. c.Public comment and/or participation in subject matter discussions may be allowed by the chair at a study session by agreement by majority of the Board. 4.BOARD STANDING COMMITTEES (PUP, CD/CS, AUDIT) a.The purpose of Board Committees shall be to vet items prior to being presented for action to the full Board of Trustees and to serve as a sounding board for issues prior to presenting at a regular Town Board meeting b.The Town Clerk shall prepare the agendas for the Board Standing Committees in consultation with the committee chair and appropriate staff. c.Items on the agenda should be limited to the scope of the specific committee. d.Any items requiring Board approval or further action must be referred by the Committee to the full board including a recommendation as to whether the item should be considered on the Consent Agenda or as an Action Item. e.By an affirmative vote of a majority of the Trustees present at a meeting, additional matters may be added to the agenda of any such meeting, as long as it is allowed by statute. f.All Actions of Standing Committees are to be considered recommendations and not final actions representing the Board of Trustees, unless otherwise authorized by Board policy. Agendas Revisions: 1 Town of Estes Park, Town Board Governance Policies 7/26/17 47 g.Checklist for Board Committee Agenda Items. Cover at Take Present to Town Comments Committee Directly Board in Report meeting to the Form Board Items approved as project in the X adopted budget but amount requires TB aooroval Items requiring budget X amendment Periodic department/division X X Routine updates should be done by updates and stats memo. Major updates may be presented at committee meeting by exception and approval of the Town Administrator Items requiring Board approval X and staff unsure of whether the item should be on the consent agenda Items requiring Board approval X X Either but staff needs some Trustee feedback prior to presenting for a decision All items presented must be accompanied by a standard briefing memo in the meeting packet 5.CONSENT AGENDAS The Consent Agenda may include items that do not need discussion or debate either because they are routine procedures or are already have unanimous consent. Items of high public interest or any items that would benefit from increased public visibility or publicity should not be included on the consent agenda. A consent agenda allows the board to approve all these items together without discussion or individual motions. Examples of items to include on the consent agenda: •Approval of the minutes; •Final approval of proposals or reports that the board has been dealing with for some time and all members are familiar with the implications; •Routine matters such as appointments to committees; •Staff appointments requiring board confirmation; •Reports provided for information only; •Correspondence requiring no action.•Approval of the routine bills and payments Prior to approval of the Consent Agenda the Mayor shall ask if any members of the Board of Trustees, Public or Staff would like to pull any items from the consent agenda. If requested, Agendas Revisions: 1 Town of Estes Park, Town Board Governance Policies 7/26/17 48 the item shall be pulled from the consent agenda and considered as an action item immediately following the consideration of the consent agenda. Approved: Date Agendas Revisions: 1 .....,_ Town of Estes Park, Town Board Governance Policies 7/26/17 49 50