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HomeMy WebLinkAboutPACKET Town Board Study Session 2016-09-13Tuesday, September 13, 2016 TOWN BOARD 4:30 p.m. – 6:40 p.m. STUDY SESSION Rooms 202/203 4:30 p.m. Agenda setting Process (Town Administrator Lancaster) 5:00 p.m. Dinner. 5:15 p.m. Policy Governance Monitoring Report Forms and Board Policies Monitoring Process. (Town Administrator Lancaster) 6:00 p.m. Off Cycle Requests for Funding from Outside Organizations. (Board Discussion) 6:20 p.m. Trustee & Administrator Comments & Questions. 6:30 p.m. Future Study Session Agenda Items. (Board Discussion) 6:40 p.m. Adjourn for Town Board Meeting. Informal discussion among Trustees concerning agenda items or other Town matters may occur before this meeting at approximately 4:15 p.m. AGENDA 1 2 TOWN ADMINISTRATOR Memo To: Honorable Mayor Jirsa Board of Trustees From: Frank Lancaster, Town Administrator Date: September 13th, 2016 RE: Board Agenda Setting Process Objective: Board discussion on how agendas are prepared and set for Town Board meetings Present Situation: Currently how agendas are developed is prescribed in a general way in Policy Governance Policy 1.9. (Attached) More specific direction of agenda development is spelled out in the Board policy adopted on 1/12/15, Policy 105 (attached.) Proposal: None – Discussion item only Advantages: n/a Disadvantages: n/a Action Recommended: No recommendation – Discussion item only Budget: n/a Level of Public Interest low 3 4 Document Title Draft 1 9/9/16 Revisions: 0 Town of Estes Park, Town Board Governance Policies Effective Period: Ongoing Review Schedule: Annually - January Effective Date: 1/12/16 References: Policy Governanc 1.9.2 TOWN BOARD GOVERNANCE POLICIES 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 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 and 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. 5 Document Title Draft 1 9/9/16 Revisions: 0 Town of Estes Park, Town Board Governance Policies 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. 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. 6 Document Title Draft 1 9/9/16 Revisions: 0 Town of Estes Park, Town Board Governance Policies 4. BOARD STANDING COMMITTEES (PUP, CD/CS, AUDIT) a. The Town Clerk shall prepare the agendas for the Board Standing Committees in consultation with the committee chair and appropriate staff. b. Items on the agenda should be limited to the scope of the specific committee. c. 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. d. 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. e. 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. Approved: _____________________________ William Pinkham, Mayor __1/12/2016___________ Date 7 8 POLICY TYPE: GOVERNANCE PROCESS POLICY 1.9 POLICY TITLE: ANNUAL PLANNING AND AGENDAS 1.9 The Town Board will prepare and follow an annual agenda plan that includes (1) a complete re‐exploration of Goals policies and (2) opportunity for continuous improvement in Town Board performance through Town Board education, enriched input, and deliberation. Accordingly: 1.9.1 The Town Board annual planning cycle will conclude each year on July 1, so that administrative planning and budgeting can be based on accomplishing a one‐year segment of long‐term Goals. 1.9.1.1 The cycle will start with the Town Board development of its agenda for the next year. In April-May of each year, the Board will adopt its key objectives for the following year. 1.9.1.2 The Town Board will identify its priorities for Goals, objectives and other issues to be resolved in the coming year, and will identify the information‐gathering necessary to fulfill its role. This may include consultations with selected groups in the ownership, other methods of gaining ownership input, governance education, and other education related to Goals issues (e.g. presentations by advocacy groups, demographers, other providers, and staff). 1.9.1.3 The Board of Trustees, with the assistance of the Town Administrator at the commencement of the Town Board annual planning cycle, prepare a tentative agenda plan for the following year’s meetings. 1.9.2 AGENDAS 1.9.2.1 Regular Board Meetings - The Town Clerk will prepare the agenda for any regular meeting of the board, in consultation with the Town Administrator and staff. A draft agenda will be distributed to the Board of Trustees for comment prior to the publication of the agenda. Individual trustees may request agenda matters for Town Board consideration at least two weeks prior to the regular board meeting. If any Trustee objects to an item on the draft agenda when distributed, the Town Administrator will only place items on the agenda with the direction of a majority of the Board. The Town Administrator may add routine administrative and consent items to any Board agenda. 1.9.2.2 Study Sessions – The Town Board will approve the schedule for upcoming Study Sessions. The Mayor, Trustees or staff may request or recommend any appropriate 9 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. 1.9.2.3 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. 1.9.3 The Town Board will attend to Consent Agenda items (those items delegated to the Town Administrator yet required by law or contract to be Town Board‐approved, or minor non- controversial or routine matters) as expeditiously as possible. 1.9.4 Monitoring reports due and/or submitted to the Town Board will be on the Town Board Meeting agenda for acceptance. Discussion of the reports will be only for indication of policy violations or if the Town Board does not consider the Interpretation to be reasonable. Potential, extensive policy revisions under consideration will be scheduled during a Town Board Work Session or future Town Board Meeting. ‐ 10 TOWN ADMINISTRATOR Memo To: Honorable Mayor Jirsa Board of Trustees From: Frank Lancaster, Town Administrator Date: September 13th, 2016 RE: Format for Policy Governance Compliance Reports Objective: Receive direction from the Board regarding the desired format of the Town Administrator policy compliance reports under Policy Governance. Present Situation: The Board of Trustees originally adopted a Policy Governance manual in 2013. Per policy 2.3 of the adopted policies, the Town Administrator is required to report back to the Board his compliance with the staff limitations outlined and adopted by the Town Board. The schedule for these reports is specified in Policy 2.3. At a recent Town Board meeting, the Mayor expressed concern that the format of the reports as currently prepared is inadequate and recommended that the full Board revisit the format for these reports. Proposal: There are many examples of different formats of monitoring reports used by organizations who have adopted some form of Policy Governance. Some are more extensive than others. Some common inclusions are: Statement of the policy Statement of the CEO’s interpretation of the policy – If this interpretation is not congruous with the interpretation of the governing body, this should generate discussion between to the two in order to come to some agreed upon interpretation. Data/Evidence supporting the CEO’s statement of compliance – This varies depending on the specific limitation policy. Some are more data driven and can be very specific, such as some financial data. Others require more subjective evidence or evidence show a lack of non-compliance. Report from the CEO explaining the reasons for the report of compliance/ non- compliance Attached are two versions of the CEO monitoring report that is due to the Board this month. One is the format currently used and one is an expanded format for discussion. 11 Currently the Monitoring reports are provided as per Policy 2.3 at a regularly scheduled Board meeting and the Board has the opportunity to discuss the report, but has not taken any formal action accepting the report. Although not specifically called for in Policy 2.3, Board policy 1.9.4 states that “Monitoring reports due and/or submitted to the Town Board will be on the Town Board Meeting agenda for acceptance.” It has been suggested that the Board formally accept (or not accept) each monitoring report on the Consent Agenda or as an action item. Advantages: The Board must be comfortable and satisfied with the level of reporting provided by the Town Administrator. Disadvantages: None – Reporting is required by Policy Governance as adopted by the Town Board. Action Recommended: No recommendation – Discussion item only Budget: n/a Level of Public Interest low 12 TOWN ADMINISTRATOR Frank Lancaster Town Administrator 970.577.3705 flancaster@estes.org MEMORANDUM DATE: September 27, 2016 TO: Board of Trustees FROM: Frank Lancaster, Town Administrator SUBJECT: INTERNAL MONITORING REPORT - EXECUTIVE LIMITATIONS (QUARTERLY MONITORING REPORT POLICY 3.3 AND 3.8) Board Policy 2.3 designates specific reporting requirements for me to provide information to the Board. Reporting on Policy 3.8 Compensation and Benefits is required in September of each year. Policy 3.8 states: “With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity.” This report constitutes my assurance that, as reasonably interpreted, these conditions have not occurred and further, that the data submitted below are accurate as of this date. ________________________ Frank Lancaster Town Administrator 13 3.8.1. With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity of the Town. Accordingly, pertaining to paid workers, he or she may not change his or her own compensation and benefits. REPORT: I have not changed my own compensation or benefits. I am therefore reporting compliance. 3.8.2. With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity of the Town. Accordingly, pertaining to paid workers, he or she may not promise or imply permanent or guaranteed employment. REPORT: I have not promised or implied permanent or guaranteed employment. I am therefore reporting compliance. 3.8.3. With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity of the Town. Accordingly, pertaining to paid workers, he or she may not establish current compensation and benefits which deviate materially for the regional or professional market for the skills employed: REPORT: We have recently completed a full compensation and classification study to insure that our current compensation and benefits do not deviate materially for the regional or professional market for the skills employed. These adjustments were made with the adoption of the 2015 budget. The only exception is our lack of provision of spousal health insurance I am therefore reporting partial compliance. 3.8.4. With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity of the Town. Accordingly, pertaining to paid workers, he or she may not establish deferred or long-term compensation and benefits. REPORT: I have not established deferred or long-term compensation and benefits. I am therefore reporting compliance. 14 TOWN ADMINISTRATOR Frank Lancaster Town Administrator 970.577.3705 flancaster@estes.org MEMORANDUM DATE: September 27, 2016 TO: Board of Trustees FROM: Frank Lancaster, Town Administrator SUBJECT: INTERNAL MONITORING REPORT - EXECUTIVE LIMITATIONS (QUARTERLY MONITORING REPORT POLICY 3.3 AND 3.8) Board Policy 2.3 designates specific reporting requirements for me to provide information to the Board. Reporting on Policy 3.8 Compensation and Benefits is required in September of each year. Policy 3.8 states: “With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity.” This report constitutes my assurance that, as reasonably interpreted, these conditions have not occurred and further, that the data submitted below are accurate as of this date. ________________________ Frank Lancaster Town Administrator 15 3.8.1. With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity of the Town. Accordingly, pertaining to paid workers, he or she may not change his or her own compensation and benefits. Interpretation – I interpret this to mean that I cannot take any action that will result in a financial benefit to me personally, including modifying my benefits, leave provisions or compensation in any way that is not defined in my employment agreement or specifically approved by the Board. Compliance with the policy will be achieved when: All my compensation and benefits remain as approved by the Board either in my employment agreement or by specific action of the Board. Evidence: 1.The adopted budget and the CAFR document that I have not taken any action to change my compensation or benefits. Report: I report compliance 3.8.2. With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity of the Town. Accordingly, pertaining to paid workers, he or she may not promise or imply permanent or guaranteed employment. Interpretation – I interpret this to mean that I cannot may any statements to current or potential employees that they can be assured of guaranteed employment with the Town of Estes Park. Compliance with the policy will be achieved when: I did not make any comments, verbally or in writing to any employee that can be construed as implying permanent or guaranteed employment. Evidence: 1.Since this is a requirement NOT to do something, the evidence would be for non- compliance, or when an employee alleges such a promise was made, or during the disciplinary process, an employee alleges that such a promise has been made. No such allegations have been raised with myself, HR or with the Board. 16 Report: I report compliance 3.8.3. With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity of the Town. Accordingly, pertaining to paid workers, he or she may not establish current compensation and benefits which deviate materially for the regional or professional market for the skills employed: Interpretation – I interpret this to mean we regularly compare our compensation and benefits to the regional market. That market has been defined in Policy 301 as adopted by the Board. The specifics of the market comparison process is defined in Policy 301. Compliance with the policy will be achieved when: I insure we fully comply the procedures and steps outlined in the Board adopted Policy 301 regarding Classification and Compensation Evidence: 1.The compensation study, as prepared by the Town Compensation Consultant under the supervision of the HR staff. 2.Published Compensation schedules and Classification plan which is congruent with the results of the annual Compensation Study. 3.Specifics of the compensation model and most recent study are available for inspection upon request. Report: The only exception is our lack of provision of spousal health insurance I am therefore reporting partial compliance. 3.8.4. With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity of the Town. Accordingly, pertaining to paid workers, he or she may not establish deferred or long-term compensation and benefits. Interpretation – I interpret this to mean I cannot take any actions that would change any deferred or other long-term compensation for any employees without Board approval. Compliance with the policy will be achieved when: There have been no changes to anyone’s differed or long-term compensation or benefits without Board approval. Evidence: 17 1.The adopted budget and the CAFR document that I have not taken any action to change my compensation or benefits. Report: I report compliance 18 TOWN ADMINISTRATOR Memo To: Honorable Mayor Jirsa Board of Trustees From: Frank Lancaster, Town Administrator Date: September 13th, 2016 RE: Handling off cycle requests for funding Objective: Develop some policy direction for how the Board would like to handle requests for funding support from outside entities that come up outside of the normal budget cycle. Present Situation: Most outside funding support given by the Town goes through review in the normal budget process each year. These can be divided into two distinct requests: Requests from groups through the Community Service Grant program and budgeted support for outside entities, such as the Fire District or EDC. In addition the Mayor has a discretionary fund that is sometimes used for minor funding requests throughout the year. At times a group or entity will approach the Town for financial support without going through the budget process or without formally applying through the Community Service Grant process. Sometimes these are the result of opportunities or issues that were not apparent at the time the budget was prepared in the previous year. The Board has no policy or process for responding to these requests and they are currently handled on a case by case basis. The Board had previously requested that this be a discussion item at an upcoming study session. Proposal: None – Discussion item only Advantages: n/a Disadvantages: n/a Action Recommended: No recommendation – Discussion item only Budget: 19 No specific amount, but some off cycle request do have budgetary impacts. Level of Public Interest low 20 Fixed Expenses Variable Expense Total Expense Revenue Net Income 2016 $220,678.50 $177,962.09 $398,640.59 $210,229.80 -$188,410.79 2017 $236,816.50 $144,921.89 $381,738.39 $270,195.00 -$111,543.39 Change $16,138.00 -$33,040.20 -$16,902.20 $59,965.20 $76,867.40 Pct 7.31%-18.57% -4.24% 28.52% -40.80% Fixed Expenses Variable Expense Expenses Revenue Net Income 2016 $119,450.07 $53,842.87 $173,292.94 $102,870.00 -$70,422.94 2017 $131,078.90 $53,688.49 $184,767.39 $144,810.00 -$39,957.39 Change $11,628.83 -$154.37 $11,474.46 $41,940.00 $30,465.54 Pct 9.74%-0.29% 6.62% 40.77% -43.26% ALL EVENT CENTER EVENTS EVENT CENTER RENTALS Event Center Rentals - this includes just Event Center Rentals and nothing that we produce as a Town 21 22 September 27, 2016 Development of Annexation philosophy and policy. Final review of 2017 Strategic Plan and Map. October 11, 2016 How to do evaluations of the Town Attorney and the Municipal Judge. October 25, 2016 Discussion of Regional Hydrology Study. Items Approved - Unscheduled: (Items are not in order of priority) Discussion of Town policy prohibiting marijuana dispensaries. Review the proposed draft of the revised Sign Code. Short update on the Downtown Neighborhood plan. Discussion of Home Rule. Discuss the role of Town Government in economic development as it relates to the Estes Valley EDC and other organizations. Briefing on storm drainage and flood management issues and management options. Discussion of Storm Water Utility. Broad Band issues. Discussion of how to better involve and reach out to the Hispanic members of the community. Revision of Stanley Historic District Agreement. Study Session Items for Board Consideration: Future Town Board Study Session Agenda Items September 13, 2016 23