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Home My WebLink AboutPACKET Town Board Study Session 2013-08-13 Tuesday, August 13, 2013 TOWN BOARD 4:30 p.m. – 6:30 p.m. STUDY SESSION Town Hall 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. Role of Town Board Liaisons. (Administrator Lancaster) 5:15 p.m. Break for Dinner. 5:25 p.m. Compensation Policy Discussion. (Eric Marburger, Consultant) 6:15 p.m. Ice Rink Discussion. (Administrator Lancaster, Directors Winslow & Zurn) 6:30 p.m. Meeting Adjourn. AGENDA To: Honorable Mayor Pinkham Board of Trustees Town Administrator Lancaster From: Jackie Williamson, Town Clerk Date: August 7, 2013 RE: Future Town Board Study Session Items August 27, 2013  Comprehensive Plan Modernization  Code Amendments to Support Affordable Housing September 10, 2013  Infrastructure and Capital Improvements Financing Discussion  Review of Capital Investment Plan Future Items  Sign Code Revisions  Town’s Role in Events  Strategic Planning  Compensation/Classification Study – Policy Decisions  Capital Plan for 2014  Senior Center/Museum Master Plan  Revise Stanley Historic District Agreement  Community Survey  Neighborhood Subdivision Issues  Review of Town Property Inventory  Acceptance of Art, Gifts, Naming of Parks, etc. Town Clerk’s Office Memo Town Administrator Memo To: Honorable Mayor Pinkham Board of Trustees From: Frank Lancaster, Town Administrator Date: July 13th, 2013 RE: Role of Town Board Liaisons. Objective: Board discussion on the role and purpose of Town Board Liaisons to board committees. Present Situation: Currently the Board annually assigns trustees to serve as liaisons to specific groups, advisory boards and committees. This practice has existed for several years. The role of a liaison is defined in the Board’s Policy Governance Governance policy 1.7.3.1, included below. There has been some question arise from individual Trustees about the need for having liaisons and what the scope of the role of liaisons should be. One concern raised is if liaisons sometimes become more of an advocate for the group they are attached to and not just an impartial representative from the Board of Trustees. Proposal: Item is for discussion only. Nothing is being proposed Advantages:  Clarify the role of the board liaison will help both the Trustees and the board committees Disadvantages:  This has been an accepted practice for several years and may not need to be re- examined. Action Recommended: n/a. Budget: n/a Level of Public Interest low POLICY TYPE: GOVERNANCE PROCESS POLICY 1.7 POLICY TITLE: BOARD LIAISON ROLES The Board of Trustees may appoint an individual Trustee to serve as the official liaison of the Board to Town committees. The Board of Trustees may appoint an individual Trustee to serve as the official liaison to other community groups. 1.7.1 Appointment - Any Trustee serving as a liaison to any group, either internal or external, shall be appointed by the Town Board. 1.7.2 Term – A Trustee shall serve as the Town Board Liaison solely at the pleasure of the Town Board, with no specific term limit. 1.7.3 Duties of a Liaison 1.7.3.1 Communicate with the committee when Board of Trustees communication is needed and to serve as the primary two-way communication channel between the Town Board and the committee or community group. 1.7.3.2 Review applications, interview candidates and make recommendations to the Town Board for final approval. 1.7.3.3 Serve as the primary Trustees’ contact for the committee or community group. 1.7.3.4 Attend assigned committee or community group 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 or group. 1.7.3.5 The liaison is not a member of the committee and when in attendance at a meeting is there as an observer for the Board of Trustees and a resource for the committee. Participation in board 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: 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: 4/10/13 101.1 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. 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. 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. 101.3 Assignment To Committees Of The Board Of Trustees (committees comprised solely of members of the Board of Trustees) 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) 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. 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: 4/10/13 Board Assignments Board and Commission and Community Representation Board, Commission or Task Force Liaison Staff Liaison Type of Committee Creative Sign Design Review Board Alison Chilcott Decision Making Estes Valley Planning Commission Trustee Elrod Alison Chilcott Advisory/ Decision Making Estes Valley Board of Adjustment Alison Chilcott Decision making Western Heritage Inc Trustee Koenig Bo Winslow Outside Estes Park Museum Friends and Foundation Inc. Derek Fortini Outside Ambassadors Teri Salerno Outside Police Auxiliary Wes Kufeld Working Group Tree Board Trustee Ericson Advisory Shuttle Committee Brian Wells Advisory Transportation Advisory Committee Scott Zurn Advisory Senior Center Inc Lori Mitchell Outside Estes Valley Restorative Justice Amanda Nagl 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 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: 4/10/13 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 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 ESM Consulting Services, Inc.Centennial, COAugust 2013 Questionnaires were collected from Town employees.Questionnaires were collected from Town employees.Market data was collected for as many Town positions as possible.Market data was collected for as many Town positions as possible.Town positions were organized into job families.Town positions were organized into job families.Pay scales were developed for each job family and based on the market data collected.Pay scales were developed for each job family and based on the market data collected.Job descriptions are being significantly consolidated and rewritten.Job descriptions are being significantly consolidated and rewritten. Each Town employee received a questionnaire so that job descriptions could be updated with current duties and jobs matched correctly with the surveys used• 95 questionnaires were received from employees• Reviewed by departmental management for overall accuracy Data was collected from:• Public Sector Resort Communities• Public Sector Local Communities• Private Sector data for appropriate positions• Denver/Boulder Market• Northern Colorado Market• Resort Area MarketData was blended to average the markets whenever possible Five job families were created to assist in the organization of Town jobsAdministrativeLabor, Trades, Skilled and CraftsManagementPublic SafetyTechnical and ProfessionalFamilies can be adjusted differently based on market factors in the future Simple, open pay ranges have been developed• (some minor changes may be made as things are finalized and reviewed)Midpoints of pay ranges are designed to be near the average market wageEach job will be assigned to a pay rangeJobs can be moved between ranges as market changesEntire pay scale can be updated as needed based on market changes Pay GradeGrade MinimumGradeMidpointGrade MaximumADMIN 1 $ 21,736 $ 25,540 $ 29,344 ADMIN 2 $ 24,898 $ 29,255 $ 33,612 ADMIN 3 $ 28,060 $ 32,970 $ 37,880 ADMIN 4 $ 31,221 $ 36,685 $ 42,149 ADMIN 5 $ 34,383 $ 40,400 $ 46,417 ADMIN 6 $ 37,545 $ 44,115 $ 50,685 ADMIN 7 $ 40,707 $ 47,831 $ 54,955 Pay GradeGrade MinimumGrade MidpointGrade MaximumMGMT 1 $ 43,353 $ 53,108 $ 62,863 MGMT 2 $ 51,192 $ 62,710 $ 74,228 MGMT 3 $ 59,030 $ 72,312 $ 85,594 MGMT 4 $ 66,869 $ 81,914 $ 96,959 MGMT 5 $ 74,707 $ 91,516 $ 108,325 MGMT 6 $ 82,545 $ 101,118 $ 119,691 MGMT 7 $ 90,384 $ 110,720 $ 131,056 Pay GradeGrade MinimumGrade MidpointGrade MaximumT & P 1 $ 21,703 $ 25,501 $ 29,299 T & P 2 $ 27,724 $ 32,576 $ 37,428 T & P 3 $ 33,746 $ 39,651 $ 45,556 T & P 4 $ 39,767 $ 46,726 $ 53,685 T & P 5 $ 45,788 $ 53,801 $ 61,814 T & P 6 $ 49,695 $ 60,876 $ 72,057 T & P 7 $ 55,470 $ 67,951 $ 80,432 T & P 8 $ 61,246 $ 75,026 $ 88,806 T & P 9 $ 67,021 $ 82,101 $ 97,181 Pay GradeGrade MinimumGrade MidpointGrade MaximumPS 1 $ 40,074 $ 47,087 $ 54,100 PS 2 $ 42,078 $ 49,441 $ 56,805 PS 3 $ 44,182 $ 51,913 $ 59,645 PS 4 $ 46,366 $ 51,002 $ 55,639 PS 5 $ 48,229 $ 56,669 $ 65,109 PS 6 $ 53,052 $ 62,336 $ 71,620 PS 7 $ 55,704 $ 65,453 $ 75,201 PS 8 $ 61,193 $ 73,431 $ 85,670 Pay GradeGrade MinimumGrade MidpointGrade MaximumLTSC 1 $ 29,108 $ 34,202 $ 39,296 LTSC 2 $ 32,019 $ 37,622 $ 43,225 LTSC 3 $ 35,221 $ 41,384 $ 47,548 LTSC 4 $ 38,743 $ 45,523 $ 52,303 LTSC 5 $ 42,617 $ 50,075 $ 57,533 LTSC 6 $ 46,879 $ 55,082 $ 63,286 LTSC 7 $ 51,566 $ 60,591 $ 69,615 LTSC 8 $ 56,723 $ 66,650 $ 76,576 LTSC 9 $ 59,559 $ 69,982 $ 80,405 LTSC 10 $ 62,537 $ 73,481 $ 84,425 LTSC 11 $ 65,664 $ 77,155 $ 88,647 LTSC 12 $ 68,947 $ 81,013 $ 93,079 All are being rewritten and updatedAdvancement opportunities are being “built-in” to the classification system• Employees will be able to advance pending strong performance and management approval and Town needsAll outdated descriptions will be archivedMany employees will have new job titles Finalize pay scalesFinalize pay scalesConfirm placement of each position into a pay rangeConfirm placement of each position into a pay rangeDetermine overall costs and include in 2014 budgetDetermine overall costs and include in 2014 budgetDevelop pay methodology for placement of employees in their new pay rangeDevelop pay methodology for placement of employees in their new pay rangeFinalize job descriptionsFinalize job descriptionsImplement robust communications to employeesImplement robust communications to employeesSystems/IT work to implement Systems/IT work to implement • No employee will have salary reduced• No employee will have salary reduced• Employees below the new minimum should receive pay increase to at least the minimum• Employees below the new minimum should receive pay increase to at least the minimum• Employees over maximum should be “red-circled” or frozen at that pay rate• Employees over maximum should be “red-circled” or frozen at that pay rate• Some individual adjustments likely to address pay compression issues and any inequities that arise• Some individual adjustments likely to address pay compression issues and any inequities that arise Classification and Pay plans are updated, simpler and easy to maintainPay plans are market basedMarket addresses some concerns over cost of living in TownSome related issues raised during this process• Response time• Housing and Day Care Town Administrator Memo To: Honorable Mayor Pinkham Board of Trustees From: Frank Lancaster, Town Administrator Date: August 13th, 2013 RE: Ice Rink for 2013/14 season Objective: To obtain direction from the board whether to proceed with installing the ice rink in downtown Estes Park this coming winter season Present Situation: Last year the Town leased a temporary ice rink from the City of Fort Collins as a pilot project to see if a small recreational rink in downtown would be successful. The intent of the rink was twofold: First to provide the amenity for residents, families and guests for a winter activity in town, second to provide an amenity close to the core downtown area to attract visitors to town during the winter season. We believe it was a success on both counts. Feedback from residents especially was positive. The overall cost of the rink was higher than expected at a net cost of about $101,935.91. Much of this cost was due to the initial learning curve of installing the rink and the infrastructure to support it. Operationally, it was about a wash, with the rental fees covering the costs to operate the rink by the Estes Valley Recreation and Parks District. Ice Rink Final Costs Lease from City of Fort Collins $ 20,000.00 Office lease $ 3,975.31 Installation/Transport/deinstallation $ 90,724.05 Operational Costs (Rec District) $ 2,039.55 Total Expenses $ 116,738.91 Revenues $ 14,803.00 Net Cost $ 101,935.91 Number of skaters $ 3,911.00 We’ve been notified by the City of Fort Collins that they are willing to lease us the rink again for the 2013/14 season. Based on the possibility of using it again in the coming season, we stored the rink here in Estes Park over the summer, to avoid the costs of shipping it back to Fort Collins and the back up to Estes Park. Proposal (including budget if applicable): Based on the success of the rink last winter, staff proposes that we again install the ice skating rink at the same location this coming winter season. Without the initial infrastructure and transit costs, we believe we can operate the rink at a cost of $70,000 for the season. The budgeted funds we set aside in 2013 for the rink are adequate to cover this cost and we suggest budgeting the remainder in the 2014 budget. Advantages:  Provides a recreational opportunity for local residents and in particular for area youth.  Serves as an attraction for out of town guests to visit Estes Park during the winter season  Attracts guests to the core downtown area, close to shopping and retail stores Disadvantages:  Cost  The rink does displace some parking in the downtown area Level of Public Interest  Very high