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Home My WebLink AboutPACKET Town Board Study Session 2014-03-11 Tuesday, March 11, 2014 TOWN BOARD 4:30 p.m. – 6:30 p.m. STUDY SESSION Rooms 202/203 4:30 p.m. Trustee Comments & Questions. 4:35 p.m. Future Study Session Agenda Items. (Board Discussion) 4:45 p.m. Review Progress of 2014 Objectives. (Administrator Lancaster) 5:15 p.m. Break for Dinner 5:30 p.m. Committee Appointments/Definitions. (Administrator Lancaster) 6:15p.m. Town Administrator Review Update. (Town Clerk Williamson) 6:30p.m. Meeting Adjourn. “Informal discussion among Trustees concerning agenda items or other Town matters may occur before this meeting at approximately 4:15 p.m.” AGENDA March 11, 2014 March 25, 2014  Discussion of Issues with Seasonal Tour Businesses April 8, 2014 (Tentative)  Senior Center / Museum Master Plan June 13, 2014 (Board Retreat)  Review Strategic Plan – Goals & Objectives October 14, 2014  Review Citizen’s Survey Results New Board Discussion  Town’s Role in Events  Policy Governance Briefing and Town of Estes Park Policy Governance Model Items to be Scheduled (Items are not in order of priority)  Update on Community Center Feasibility Study  Review of the Accelerated Development and Design Process Used for Parking Structure  Review Capital Investment Plan Future Town Board Study Session Agenda Items TOWN ADMINISTRATOR Memo To: Honorable Mayor Pinkham Board of Trustees From: Frank Lancaster, Town Administrator Date: March 11th, 2014 RE: Review Progress of 2014 Board Objectives Objective: To give the Board and update on the current status of the Board’s adopted 2014 objectives Present Situation: As part of the Board’s strategic planning process, the Trustees adopted a set of objectives for 2014. These were originally adopted prior to the September flood event. Due to the impacts of the flood, the Board revised these objectives in the fall. Staff has these objectives integrated into the work plans of Town departments. Staff has committed to updating the Board on the status of the objectives quarterly. Proposal: None – update only Advantages:  Keeps the Board informed on the current progress of the 2014 objectives.  Provides an opportunity for staff to discuss the progress and any challenges associated with the 2014 objectives. Disadvantages:  none Action Recommended:  n/a Budget: n/a Level of Public Interest moderate 2014 Strategic Plan Revised November 26th, 2013 2014 Board Objectives (1 year time frame) STATUS UPDATE 3/11/2014 Robust Economy  Begin revising regulations and codes, making them easier to understand and use, including making it easier for citizens to find all the codes, regulations and rules that are applicable to their particular projects IN PROGRESS  Continue to participate in local, regional, and state economic development. ONGOING Infrastructure  Finalize design of the visitor’s center parking structure. IN PROGRESS  Complete the construction of the Multi Purpose Events Center and Stall Barn. IN PROGRESS  Complete the environmental studies required for the extension of the Fall River Trail using the Paul Sarbanes Grant PLANNED; NOT YET STARTED  Develop options for the improvements or replacement of Glacier Creek Water Treatment Plant IN PROGRESS  Develop a sustainable funding plan for facility maintenance PLANNED; NOT YET STARTED  Identify best options for capitalizing on the PRPA fiber infrastructure for residents and businesses IN PROGRESS  Complete repairs to utilities due to flood damage. IN PROGRESS Exceptional Guest Services  Implement the operating and marketing plans for the MPEC IN PROGRESS  Develop a strategy for evaluating, retaining and recruiting special events in the Town, including a strategy for events management. IN PROGRESS Public Safety, Health and Environment  Finalize an agreement with the Colorado Department of Public Health and Environment on a remediation plan for the Elm Road Landfill IN PROGRESS  Pursue emergency public advisory radio services IN DISCUSSIONS PENDING SALES TAX OUTCOME  Evaluate and address potential required changes in radio frequencies ON HOLD  Work to restore the streams damaged by the flood and to redefine the flood plains within Town boundaries. IN PROGRESS Outstanding Community Services  Update the comprehensive plan IN PROGRESS  Define the Town’s role in community housing issues PLANNED; NOT STARTED  Develop and adopt a policy for accepting public art, memorials and donations INITIAL DISCUSSIONS HELD WITH BOARD  Consider the recommendations of the Community Recreation and Wellness Center Feasibility Study PENDING COMPLETION OF STUDY  Participate with Rocky Mountain National Park in their 100th Anniversary in 2015 IN PROGRESS Governmental Services and Internal Support  Complete a Citizen Survey IN PROGRESS  Increase compliance with business licenses/ permits of vacation home rentals, including tax collection. ??  Implement the capital planning process. PLANNED; CURRENTLY ON HOLD  Present to the citizens a sales tax proposal on the April municipal election for funding specifically to support streets, infrastructure and other community improvements. IN PROGRESS  Complete the revision and updating of Board and Administrative town policies. IN PROGRESS; HR AND FINANCE POLICIES PLANNED BY END OF 2ND QUARTER Transportation  Evaluate and prioritize implementation of Transportation Visioning Committee signage recommendations IN PROGRESS  Take any steps required for the FLAP Grant project. IN PROGRESS  Complete the flood damage repairs to the Fish Creek corridor. IN PROGRESS  Complete the flood damage repairs to other Town roads. IN PROGRESS  Complete preventative maintenance activities on Town roads, as adequate funds become available. IN PROGRESS. PENDING OUTCOME OF SALES TAX MEASURE TOWN ADMINISTRATOR Memo To: Honorable Mayor Pinkham Board of Trustees From: Frank Lancaster, Town Administrator Date: March 11th, 2014 RE: Committee Appointments and Definitions Objective: The Board of Trustees has many varied responsibilities. In order to effectively use their time, the Board finds it necessary to divide duties and responsibilities among the Board members. This is an opportunity for the Board to review suggested changes to the Board Committee Appointment policy. Present Situation: At the August 13th Study Session, the Board discussed possible changes to Policy 101 regarding the appointment of Trustee’s to committees and other assignments. The Board felt some more clarification of how appointments are made and with what Board input, was needed. Proposal: Attached is a redlined version of Policy 101 with the following changes.  Numbering has been revised  Added definition of appointments to interview committees  Added definition of Outside committee appointments.  Updated list of Committees and Boards  Updated staff assignments (Board assignments will be updated after the new Town Board is seated) Advantages:  Keeps the Board informed on the current progress of the 2014 objectives.  Provides an opportunity for staff to discuss the progress and any challenges associated with the 2014 objectives. Disadvantages:  none Action Recommended:  n/a Budget: n/a Level of Public Interest moderate Effective Period: Until Superseded Review Schedule: After each municipal election Effective Date: February 13, 2013 References: Governing Policies Manual; Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE BOARD OF TRUSTEES DIVISION OF RESPONSIBILITIES 101 Revisions: Draft 4/10/133/11/14 1. 101.1 Purpose The Board of Trustees has many varied responsibilities. In order to effectively use their time, the Board finds it necessary to divide duties and responsibilities among the Board members. 2. 101.2 Assignments To Ongoing Committees: At their second meeting following the Board election, the Board of Trustees determines each Board and Commission Primary Liaison assignments and responsibilities for the remainder of the term of the current standing Town Board. a. 101.2.1 Interim Assignments: Should the Board deem it necessary to create a new liaison assignment or to modify assignments at some time other than as described in 101.2, the Board may do so at any regular meeting of the Board. 3. 101.3 Assignment To Committees Of The Board Of Trustees (committees comprised solely of members of the Board of Trustees) a. 101.3.1 Assignments to Standing Committees: “At the first regular meeting following the certification of the results of each biennial election, the Mayor shall appoint three (3) Trustees to the following standing committees: community development, public safety, public works and utilities.” (Estes Park Municipal Code 2.08.010) 101.3.2 Assignment to Special Committees: Special committees may be established by the Board of Trustees. The Mayor shall appoint all members of any special committee subject to the approval of the Board of Trustees. (Estes Park Municipal Code 2.08.020) 4. 101.4 Special Assignments to Ad‐Hoc and Temporary Committees: The Mayor may appoint trustees to serve on temporary committees, community groups, and interview panels or in some other capacities as a representative of the Town, except in cases where a Board Liaison has been approved by the Board of Trustees (Policy 1.7.) The Mayor shall inform the entire board of any special assignments and will make every effort to distribute special assignments equitably among the members of the Board. Formatted: Font: 12 pt Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.31" + Indent at: 0.56" Formatted: Font: 12 pt, Not Bold Formatted: Font: 12 pt Formatted: Font: 12 pt, Not Bold Formatted: Font: 12 pt Formatted: Indent: Left: 0.06", Hanging: 0.31" Formatted: Font: 12 pt Formatted: List Paragraph, Numbered + Level: 2 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.81" + Indent at: 1.06" Formatted: Indent: Left: 0.06", Hanging: 0.31" Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.31" + Indent at: 0.56" Formatted: Indent: Left: 0.06", Hanging: 0.31" Formatted: Numbered + Level: 2 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.81" + Indent at: 1.06" Formatted: Indent: Left: 0.06", Hanging: 0.31" Formatted: Numbered + Level: 2 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.81" + Indent at: 1.06" Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.31" + Indent at: 0.56" Formatted: Font: 12 pt Formatted: Normal, Indent: Left: 0.06", First line: 0" Effective Period: Until Superseded Review Schedule: After each municipal election Effective Date: February 13, 2013 References: Governing Policies Manual; Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE BOARD OF TRUSTEES DIVISION OF RESPONSIBILITIES 101 Revisions: Draft 4/10/133/11/14 5. Interview panels for Town Committees – In accordance with Section IV A 6 of Policy 102, Town Committees, “Applicants for all committees will be interviewed by the Town Board, or its designees. Any designees will be appointed by the full Town Board.” 6. Outside Committees – Outside committees are committees or boards where the Town is represented by a member of the Board of Trustees and/or staff. These are not committees of the Town of Estes Park and therefore the rules and guidelines for membership are those of the outside entity not the Town. At times, they may request that the Trustees assign an individual(s) to represent the Town, however they may also request a specific individual or position as the Town’s representative to the committee. Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.31" + Indent at: 0.56" Formatted Formatted: Font: 12 pt Formatted: Normal, Indent: Left: 0", First line: 0" Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.31" + Indent at: 0.56" Effective Period: Until Superseded Review Schedule: After each municipal election Effective Date: February 13, 2013 References: Governing Policies Manual; Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE BOARD OF TRUSTEES DIVISION OF RESPONSIBILITIES 101 Revisions: Draft 4/10/133/11/14 Board Assignments Board and Commission and Community Representation Board, Commission or Task Force LiaisonStaff LiaisonType of CommitteeCreative Sign Design Review Board Alison Chilcott Decision Making Estes Valley Planning Commission Trustee Elrod Alison Chilcott Advisory/ Decision MakingEstes Valley Board of Adjustment Alison Chilcott Decision making Western Heritage Inc Trustee Koenig Bo Winslow Outside Estes Park Museum Friends and Foundation Inc.Derek FortiniOutsideAmbassadors Teri Salerno Outside Police Auxiliary Wes Kufeld Working Group Tree Parks Board Trustee Ericson Advisory Shuttle Committee Brian Wells Advisory Transportation Advisory Committee Trustee EricsonScott ZurnAdvisorySenior Center Inc Lori Mitchell Outside Estes Valley Restorative Justice Melissa Westover Working Group Local Marketing District (Visit Estes Park) Trustee Norris Outside Estes Park Housing Authority Trustee Blackhurst Outside Estes Park Board of Appeals Alison Chilcott Advisory/Decision Making Formatted: Strikethrough Effective Period: Until Superseded Review Schedule: After each municipal election Effective Date: February 13, 2013 References: Governing Policies Manual; Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE BOARD OF TRUSTEES DIVISION OF RESPONSIBILITIES 101 Revisions: Draft 4/10/133/11/14 Larimer County Open Lands Board Trustee Phipps Outside Sister Cities Trustee Koenig Working Group Economic Development Ad Hoc Task Force Trustee Norris Lowell Richardson Outside Committee or Board Appointed Member(s)Staff Liaison Type of Committee Audit Committee Mayor Pinkham, Trustee Ericson Steve McFarland Advisory Estes Park Housing Authority Trustee Blackhurst Outside Platte River Power Authority Board of Directors Mayor Pinkham Reuben Bergsten Outside Public Works/Public Safety Committee Trustees Blackhurst, Koenig and Phipps Board Committee Community Development/ Community Services Committee Trustees Ericson, Norris, Elrod Board Committee Larimer County Open Lands Board Trustee Phipps Outside Community Grant Review Committee Trustee Ericson, Trustee Koenig, Jackie Williamson Board Committee Estes Park Economic Development Corporation Board of Directors Mayor Pinkham, Frank Lancaster Outside Formatted: StrikethroughFormatted: Strikethrough Effective Period: Until Superseded Review Schedule: Annual ‐ January Effective Date: February 13, 2012 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE TOWN COMMITTEES 102 1 I PURPOSE: To establish a uniform Policy and Procedure process for Town of Estes Park committees and to provide reference for cross training and training new personnel. II SCOPE: This Policy and Procedure applies to all Town citizen volunteer boards, commissions and task forces, herein collectively referred to as “committees” and the appropriate staff who support the functions of these entities. This Policy and Procedure does not apply to internal staff committees, committees not appointed by the Town Board or outside independent committees. III RESPONSIBILITY: The Town Administrator and Town staff shall be responsible for the implementation of this Policy and Procedure. PROCEDURES NOTE: In instances where federal or state regulations and laws differ from this policy/procedure, the federal and state laws and regulations will be followed. IV. DEFINITIONS: A. COMMITTEE TYPES: Committees serve many different roles within the Town. It is important that staff and committee members fully understand the role of each committee and the authority and responsibility for the committee and its members. To help define these roles, each committee will be designated as to type, as defined below: 1. Advisory Committees: An advisory committee serves a forum of citizens to advise and assist the Town Board and/or a requesting Town department, providing them with technical and non‐technical advice on issues. Advisory committees are not authorized to make decisions on behalf of the Town. The Town Board will consider the input of advisory committees, as well as other community members, in making decisions on issues. The Town Board may or may not take action that is in agreement with the advice of a Town advisory committee. Advisory committees may not speak for the Town or take independent positions on issues with the public or the press. Its purpose is to advise the Town Board or the requesting department only. Effective Period: Until Superseded Review Schedule: Annual ‐ January Effective Date: February 13, 2012 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE TOWN COMMITTEES 102 2 a. Constituent Advisory Committee: This type of advisory committee is used as a polling type committee used to develop a sampling of community reaction and opinion on an issue or program(s). The membership on this type of committee should be broad based and accurately reflect the total diversity of the larger public. Example: The Transportation Advisory Committee b. Content –Advice‐giving Committee: This type of advisory committee is created to give advice to the Town Board or appropriate department to aid with decision making processes. Varied interests and opinions are encouraged, and the advisory committee may be asked to develop specific proposals and products for Town Board or department consideration. Membership is selected to encourage a wide variety of input from respected individuals from the community with specialized expertise. This advisory committee may or may not be a demographic reflection of the community as a whole. Example – The Tree Board c. Working Group: This type of advisory committee may reflect both the content or advisory type of committee, but is further charged with implementation of a project or program. Example – The Police Auxiliary 2. Quasi‐judicial Committees: Some committees and commissions are defined in state statute and have certain statutory responsibilities and authorities, as designated by statute. Often these committees have the authority to hold formal hearings, accept testimony, and make decisions which have some level of legal standing. These decisions may or may not be subject to review by the Town Board. Members of these committees must be cognizant of protecting the unbiased quasi‐judicial nature of the committee and its formal hearings. Activities of these committees are limited to those authorities granted in statute or specifically by the Town Board. Example – The Planning Commission 3. Decision‐making Committees: Decision‐making committees are bodies that either statutorily or as granted by the Town Board have authority to make decisions which may include some of the following: approving citizen requests and applications, allocating resources, hiring or firing employees or adopting regulations. The specific Effective Period: Until Superseded Review Schedule: Annual ‐ January Effective Date: February 13, 2012 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE TOWN COMMITTEES 102 3 authority of each decision‐making committee is defined in statute or in the bylaws as approved by the Town Board. Examples – The Board of Adjustment, Board of Appeals 4. Ad‐Hoc Task Forces: Task forces are special ad‐hoc panels created by the Town Board for a specific project or task. Task forces are limited in duration and are not ongoing entities. The responsibilities of the task force shall be designated by resolution by the Town Board at the time the Town Board authorizes the formation of the task force. The Town Board will consider the input of task forces, as well as other community members, in making decisions on issues. The Town Board may or may not take action that is in agreement with the advice of a Town task force. Task forces may not speak for the Town, and are to advise the Town Board or the appropriate department only, and are not to take independent positions on issues with the public or the press. Examples – Bond Park Committee, Transportation Visioning Committee 5. Outside and Independent Committees– These are committees that may or may not be appointed wholly or partially by the Town Board, but are independent autonomous committees, often serving a governance role for another entity. This includes, but is not limited to the Estes Valley Library Board, the Local Marketing District, the Estes Park Housing Authority, and Western Heritage Inc. B. TOWN BOARD LIAISON: The Town Trustee assigned to the committee pursuant to Governing Policy 1.7 C. STAFF LIAISON: A staff position responsible for the coordination and communication with the assigned committee and the day‐to‐day support for the committee. V. TERMS: The term for committee membership shall be defined in the bylaws of each committee. Terms for outside committees are the responsibility of the specific committee and not the Town of Estes Park. A. Terms for all committee members will be staggered with the exception of ad‐hoc or temporary committees, which may have a finite sunset. Effective Period: Until Superseded Review Schedule: Annual ‐ January Effective Date: February 13, 2012 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE TOWN COMMITTEES 102 4 B. Mid‐term appointments to positions that become vacant may be made at any time or may be postponed to the regular term period, at the discretion of the Town Board. C. Unless otherwise specified by statute, members of a committee serve at the pleasure of the Town Board, have no property interest or entitlement in their membership or office and may be removed at any time for any reason by the Town Board. VI. RECRUITMENT: A. The Town Clerk will publicize and advertise committee vacancies each year, and on an as‐ needed basis throughout the year, utilizing paid advertising, press releases to electronic and print media, the Town website, and other produced materials that might engage interested residents. Applications shall be available on the Town website, at Town Hall and at the Estes Valley Library. B. Departments and current committee members are encouraged to help recruit potential committee members, especially when specific targeted populations or expertise is required. C. APPLICATIONS: All citizens interested in serving on a committee shall complete an official Town application. These applications will be available from the Town Clerk’s office and on the Town website. Applications must be returned by the deadline to the Town Clerk’s office. Online applications are accepted from the Town website. Citizens may apply for up to three committees at a time. When applying for more than one committee, applicants should prioritize their requests on the committee application form. D. ELIGIBILITY: Eligibility for any committee shall be defined in the bylaws of each committee. However, except by special circumstance as approved by the Town Board, all members of any Town committee shall be legal residents of the Town of Estes Park and at least 18 years of age. No individual who is currently serving a sentence after being convicted of a felony may serve on any Town board. Due to the time commitment involved, and to allow as many citizens the chance to participate in Town committees, serving on more than one Town committee at a time is discouraged. However, the Town Board reserves the right to Effective Period: Until Superseded Review Schedule: Annual ‐ January Effective Date: February 13, 2012 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE TOWN COMMITTEES 102 5 appoint individuals to multiple committees when, in the opinion of the Town Board, it is in the best interest of the Town. VII. SELECTION PROCESS: The Town Board will seek the most qualified diverse applicants with applicable special interest and expertise. In general, only the Town Board will select appointments to a Town committee. Existing committee members may assist with the recruitment of new members, but should not screen, interview or make recommendations for appointments, unless specifically requested to do so by the Town Board. A. Selection to the committees will be carried out as follows: 1. The Town Board or its designee will review the applications. 2. The Trustees or their designee may screen applicants to select a pool for interviewing. 3. The Trustees or their designee may conduct reference checks or background checks on applicants when, in the opinion of the Town Board or its designee, it is in the best interest of the citizens of the Town of Estes Park. No such checks will be completed without the informed consent of the applicant. 4. Applicants for all committees will be interviewed by the Town Board, or its designees. Any designees will be appointed by the full Town Board. 5. The Trustees may request assistance from the staff liaison and other committee members. 6. Recommendations from the interview team will be made to the Town Board, which will make the appointment(s). B. Incumbent committee members who are eligible for reappointment will be contacted by the Town Clerk’s office to assess their interest in being reappointed. Members who desire reappointment will be considered along with all other applicants. Incumbents may be interviewed by the Town Board or its designee, at the discretion of the Town Board. C. By agreeing to serve on a Town committee, the member agrees to abide by this policy of the Town Board. Any committee member who violates the terms of this Policy and Effective Period: Until Superseded Review Schedule: Annual ‐ January Effective Date: February 13, 2012 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE TOWN COMMITTEES 102 6 Procedure or the bylaws of the committee may be asked to resign or be removed from the committee by the Town Board. VIII. NOTIFICATION: The Town Clerk’s office will notify applicants of scheduled interviews. The Town Clerk’s office will also notify applicants and incumbents requesting reappointment, of appointments and the status of their applications. IX. VACANCIES: A. The Town Clerk’s office will keep all applications on file for one year. If vacancies occur during the year, the position may be filled from the current list of applicants using the selection process delineated or through advertising for interested volunteers. For difficult to recruit committees, applications may be kept on file for two years. B. Resignations from any committee should be addressed in writing to the Town Board or Town Administrator. X. COMMITTEE ALTERNATES: A. No Town committee will have members designated as alternates. All members, other than those designated as ex‐officio or associate, shall have full membership and voting privileges on all Town committees. B. Where federal or state laws or municipal ordinances require alternates Section VII, A is waived. C. Alternate/non‐voting members who wish to become regular members must complete an application for the appropriate committee. XI . STAFF SUPPORT: Staff support is available to committees through the staff liaison assigned to support each committee. A. It is the responsibility of the Town Board, in coordination with the staff liaison to provide the necessary budget and other resources for any committee to perform its assigned duties. Effective Period: Until Superseded Review Schedule: Annual ‐ January Effective Date: February 13, 2012 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE TOWN COMMITTEES 102 7 B. It is the responsibility of the staff liaison to ensure the committee has adequate and reasonable staff support within budgeted resources. C. Staff support and staff liaisons will not be members of the committee to which they are assigned. D. It is the responsibility of the staff liaison to make requests for the Trustees' liaison to attend assigned committee meetings through the Town Clerk. XII. TRUSTEES’ LIAISON: Individual Trustees may be assigned as liaisons to a committee by the Town Board. The role of the Trustee liaison is: A. To serve as the primary two‐way communication channel between the Town Board and the committee. B. If so designated by the Town Board, to review applications, interview candidates and make recommendations to the Town Board for approval. C. Serve as the primary Town Board contact with the committee. D. Attend assigned committee meetings when requested or whenever appropriate, in the opinion of the Trustee liaison. Trustee liaisons are not expected to attend every meeting of the committee. E. Any Trustee may attend the meeting of any committee; however they should notify the official Town Board liaison in advance of attending. This notification will allow the liaison to know when a quorum of the Town Board may be attending the committee meeting and to notify the Town Clerk so the appropriate public notifications can be made, in compliance with the Colorado Open Meetings Act. F. The liaison is not a member of the committee and when in attendance at a committee meeting, shall be there as an observer for the Town Board. Participation in committee discussions should be minimal and restricted to clarification of Town Board positions or collection of information to bring back to the full Town Board. Effective Period: Until Superseded Review Schedule: Annual ‐ January Effective Date: February 13, 2012 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE TOWN COMMITTEES 102 8 XIII. ORIENTATION AND TRAINING: Staff liaisons should provide new committee members with pertinent materials that will assist new members in becoming fully functioning members of the committee, including a copy of the bylaws and a copy of this policy. Staff liaisons should clearly inform all new members of the role of the committee and the responsibilities and authority of the committee. Established committee members are encouraged to share their experience and knowledge with new members. New members are encouraged to attend meetings before their term begins. All new committee members shall receive and acknowledge the receipt of the Town of Estes Park Volunteer Manual. XIV. BYLAWS: Each committee shall adopt bylaws that are consistent with these policies. A copy of the bylaws shall be sent to the Clerk’s office prior to adoption, for staff and Town Board review. This Policy and Procedure shall be incorporated, by reference, into the bylaws of all Town committees, The bylaws shall include a description of the objectives and duties or tasks of the committee, as set by the Town Board or the appropriate department. XV. RECOGNITION: The Town Board shall recognize the Town’s volunteers annually, in a manner determined by the Town Board. A. The Town Board will send a letter of appreciation to all outgoing committee members in good standing. XVI. OWNERSHIP OF INTELLECTUAL PROPERTY: A. Any documents, articles, reports or correspondence, recommendations or other products produced by a Town committee shall be the sole property of the Town of Estes Park. B. No committee or member of a committee may copyright or in any other way take ownership for any documents, articles, recommendations or other products produced as a function of the Town committee. C. All documents and correspondence produced as part of the regular business of any committee shall be subject to the same open records policies applicable to all Town documents and correspondence. Effective Period: Until Superseded Review Schedule: Annual ‐ January Effective Date: February 13, 2012 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE TOWN COMMITTEES 102 9 D. All documents and publications of any Town committee must be clearly identified as belonging to or originating from the Town of Estes Park. XVII. OPEN MEETINGS: All meetings and actions of any committee shall be in full compliance with state statutes governing open meetings. It is the responsibility of the staff liaison to be familiar with these statutes and regulations. XVIII. DECISION MAKING: A. Any actions, recommendations or discussions of any committee shall be limited to the defined objectives of the body as described in the approved bylaws. B. A common point of misunderstanding with committees and citizens is the role of the committee in decision making and the type of decision making to be employed by the committee for a particular issue. The Town Board realizes that not one method of decision making fits all situations; however it is important that the type of decision be declared early in the process of public discourse. The type of decision process is dependent on the issue involved, the time frame available and the amount of public participation desired. D. It is the responsibility of the staff liaison to assist the committee in its decision‐making process and to train new and existing members in the appropriate responsibilities and authorities of the committee and its members. Staff liaisons are not to exert undue influence during the decision‐making process, but only to keep the decision making of the committee in agreement with the objectives set by the Town Board. XIX. COMPENSATION AND REIMBURSEMENT: A. COMPENSATION: Citizens who serve on Town committees do so as volunteers. There will be no financial compensation or reimbursement of expenses, except as noted below, for any volunteers on any committee. B. MILEAGE: Committee members may request reimbursement for mileage to attend any committee function if the member must travel greater than 10 miles from their residence. Mileage will be reimbursed at the rate currently adopted for Town travel by the Town Effective Period: Until Superseded Review Schedule: Annual ‐ January Effective Date: February 13, 2012 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE TOWN COMMITTEES 102 10 Board. The staff liaison is responsible for approving mileage reimbursements for committees within the budget provided by the Town Board. C. MEALS: Meals may be provided by the Town as part of regular meetings of the committee, as budgeted. D. EXPENSES: Members of committees may be reimbursed for out‐of‐pocket costs associated with the business of the committee provided the expenditures have been previously budgeted by the Town Board and authorized in advance by the assigned staff liaison or Town Administrator. (For example, office supplies, copies, printing, etc.) Other expenses may be reimbursed if, in the judgment of the staff liaison, such reimbursement is in the best interest of the Town. XX. INSURANCE COVERAGE: A. General liability (liability other than auto, including general, law enforcement and professional) is provided to all volunteers. B. Volunteers are not covered by the Town’s workers’ compensation coverage. Any injuries incurred while volunteering is the responsibility of the individual volunteer. C. Specific to automobile insurance, both physical damage and legal liability for bodily injury or death is covered for all volunteers driving town vehicles, subject to coverage limits pursuant to the Town’s coverage. In addition, liability is covered for all volunteers driving their personal vehicles on Town business; however the following claims are excluded from coverage. 1. Bodily injury or death to passengers (including friends and family) who are not on official town business. 2. Physical damage to non‐Town owned vehicles used on Town business. D. Property insurance is not provided to any personal property of the volunteer. XXI. CONFLICT OF INTEREST: Effective Period: Until Superseded Review Schedule: Annual ‐ January Effective Date: February 13, 2012 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE TOWN COMMITTEES 102 11 A. A conflict of interest occurs when a person’s private, personal relationships or interests diverge so that an independent observer may reasonably question whether the person’s actions or decisions are determined by personal benefit, gain, or advantage. B. Members of committees shall not use their membership for private gain, and shall act impartially and not give preferential treatment to any private organization or individual. C. A member of any committee who has a personal or private interest in a matter proposed or pending shall disclose such interest to the committee; shall not vote on the item; and shall not attempt to influence the decisions of other members voting on the matter. XXII. GIFTS: A. Acceptance of or giving of any gifts by a committee member, which could lead to a conflict of interest, is prohibited. In particular, no member of any committee may accept or give a gift in excess of a value of $53from any individual, organization, contractor, or any other entity which does business with the Town or has any control of or interest in Town business related to the activities of his or her particular committee. XXIII. MINUTES: A. Minutes shall be recorded of all meetings of any Town committee that are subject to the Colorado Open Meetings Act. Approved or draft minutes should be posted as soon as practicable after the meeting in question. Committees are strongly encouraged to post draft minutes prior to the final approval of the minutes at the next meeting of the committee. At a minimum, minutes shall be published on the Town website within seven days of approval by the committee. B. Minutes should record any formal actions taken by the committee. Minutes are not intended to be verbatim transcripts of the meeting. The amount of detail included in the minutes beyond the recording of actions is left to the discretion of each committee. XXIV. AGENDAS: A. Agendas for all public committee meetings will be posted on the Town website a minimum of six days prior to the meeting, whenever possible. Effective Period: Until Superseded Review Schedule: Annual ‐ January Effective Date: February 13, 2012 References: Governance Policy Manual 1.6 Board Appointed Committee Principles TOWN BOARD POLICY GOVERNANCE TOWN COMMITTEES 102 12 XXV. WAIVERS: A. Any section of this policy can be waived by a majority vote of the Town Board. ___________________________________ William C. Pinkham Mayor