HomeMy WebLinkAboutPACKET Town Board Study Session 2012-10-23* Revised
NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the
agenda was prepared.
STUDY SESSION
TOWN BOARD
Tuesday, October 23, 2012
4:30 p.m.
Rooms 202/203
170 MacGregor Ave.
AGENDA
4:30 p.m. Visit Estes Park (LMD) Branding.
Fairgrounds – Stall Barn, MPEC & Sewer Line.
Policy Governance I
Future Study Session Agenda Items
6:30 p.m. Meeting Adjourn – Prepare for Board Meeting.
PUBLIC WORKS Memo
To: Honorable Mayor Pinkham
Board of Trustees
Town Administrator Lancaster
From: Scott A. Zurn, PE CFM, Public Works Director
Date: October 23, 2012
RE: Fairgrounds – Stall Barn, MPEC & Sewer Line
Schedule Update for Stanley Fairgrounds Stall Barn and Multi-Purpose Event
Center (MPEC)
This memo outlines the proposed schedule and next steps for the development of new
stall barns at the North West quadrant of the Stanley Fairgrounds. This schedule is
based on the most current information that the consultant team has reviewed with Town
of Estes Park Staff, and if there are any updates to the schedule the consultant team
will send an updated memo.
The last meeting with the Town Board was held on September 11th, 2012. The
consultant team reviewed cost estimates for the Multi-Use Stall Barn including potential
add alternates to consider during the construction bid process for the Multi-Use Stall
Barn. At this meeting the Town Board directed Staff and the consultant team to continue
pursuing construction of both the Multi-Use Stall Barn and the Multi-Purpose Event
Center (MPEC).
The first step in the construction bidding process is to prepare site infrastructure and
earthwork to support the facilities, including extension of the Upper Thompson
Sanitation District (UTSD) sanitary sewer line from the manhole located along
Community Drive through the Fairgrounds site to the North West quadrant of the site.
This portion of work will result in Civil Bid Documents that will be bid and construction
starting on site in November, 2012. The design team is concurrently working with Town
Staff and the Community Development department on approvals for the Stall Barn and
MPEC. The Location and Extents Review plans and documents were submitted to the
Town on August 22nd, 2012. Hearing dates are listed below in the outlined schedule.
Construction drawings and bid documents for the Stall Barn and updates to the MPEC
site civil package are also being completed.
Proposed Schedule (subject to change)
October 12, 2012 – Civil bid documents will be available for contractor bidding
and are posted on the Town’s website
October 29, 2012 – Bid Opening for civil bid documents
November 2, 2012 – Stall Barn and MPEC bid documents available for contractor
bidding and posted on the Town’s website
November 2, 2012 – Board of Adjustment Hearing, height variance requests for
the Stall Barn and MPEC
November 12, 2012 – Anticipated contract award for Civil site work at the Town
Board meeting
November 20, 2012 – Planning Commission Hearing, Location and Extent Review,
Stall Barn and MPEC
November 27, 2012 – Town Board Hearing, Location and Extent Review, Stall
Barn and MPEC
November 30, 2012 – Bid Opening for Stall Barn and MPEC
December 11, 2012 – Anticipated contract award for either Stall Barn or MPEC or
both buildings
December 15, 2012 - Multi-Purpose Event Center draft Performa
Mid-January 2013 – Targeted construction completion date for the sanitary sewer
extension and earthwork at the North West quadrant
January 22, 2013 - Final MPEC Performa to Town Board
June-July 2012 – Targeted construction completion date for the Stall Barn
(MPEC construction may lag behind Stall Barn)
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Governing
Policies of the
Town of
Estes Park
Board of
Trustees
Draft5 9/30/2012 – Introduction and
Governing Policies
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Introduction
These Governing Policies, as adopted by the Board of Trustees, incorporate four categories of
policy. The first category is the Governance Process, which clarifies the board's own job and rules,
how they work together and how the Board relates to the citizens of Town of Estes Park. Category
two is Board/ Staff Linkages which outlines the delegation and accountability through the Town
Administrator. The third Category is Executive Limitations which describes the prudence and ethics,
and limitations of the authority and responsibilities of the Town Administrator in his/her role as the
Chief Appointed Official for the board directing the staff of the Board of Trustees. The first three all
work together to efficiently and effectively implement the fourth Category, which is the vision,
direction, and policy of the Board of Trustees. These describe what benefits will occur, for which
people, at what cost.
To further its accountability to the citizens and taxpayers of the Town of Estes Park, the Board
of Trustees adheres to the following principles of governance:
1. Ownership: The Board connects its authority and accountability to its “owners” – the citizens
and taxpayers of the Town – seeing its task as servant leader to and for them.
2. Governance Position: With the ownership above it and operational matters below it,
governance forms a distinct link in the chain of command and authority. The Board’s role is that of
commander, not advisor. It exists to exercise that authority and properly empower others rather
than to be management’s consultant, or adversary. The Trustees—not the staff—bears full and
direct responsibility for the process and products of governance, just as it bears accountability for
any authority and performance expectations delegated to others.
3. Board Holism: The Board of Trustees makes authoritative decisions directed toward
management and toward itself, its individual Trustees, and committees only as a total group. That
is, Town Board authority is a group authority rather than a summation of individual authorities.
4. Goals Policies: The Town Board defines, in writing, the (a) results, changes, or benefits that
should come about for specified goals (b) recipients, beneficiaries, or otherwise defined impacted
groups, and (c) at what cost or relative priority for the various benefits or various beneficiaries.
These are not all the possible “side benefits” that may occur, but those that form the purpose of the
organization, the achievement of which constitutes organizational success. Policy documents
containing solely these decisions are categorized as “Goals” in the policies that follow.
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5. Board Means Policies: The Board of Trustees defines, in writing, those behaviors, values
added, practices, disciplines, and conduct of the Board itself and of the Board’s
delegation/accountability relationship with its own subcomponents and with the management part of
the organization. Because these are not decisions relating to Goals, they are called “Board Means”
to distinguish them from “Ends” and “Staff Means”. These decisions are categorized as
“Governance Process” and “Board Management Delegation”.
6. Management Limitations Policies: The Board makes decisions with respect to its staff’s means
decisions and actions only in a proscriptive way in order simultaneously (a) to avoid prescribing
means and (b) to put off limits those means that would be unacceptable even if they work. These
decisions are categorized as “Management Limitations” in the policies that follow.
7. Self-Enforcing – These policies are collectivily adopted by the Estes Park Board of Trustees
and as such only the board and individual trustees are responsible for compliance both individually
and collectively.
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TOWN OF ESTES PARK BOARD OF TRUSTEES
GOVERNING POLICIES MANUAL
Table of Contents
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 Boards and Commissions Principles
Policy 1.7 Boards and Commissions
Policy 1.8 Board Liaison Roles
Policy 1.9 Board Committee Principles
Policy 1.10 Agenda Planning
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.0 POLICY TITLE: GOVERNANCE COMMITMENT
Within the authority granted to it by Colorado Revised Statutes, the purpose of the Town of
Estes Park Board of Trustees (the “Board”), on behalf of the citizens of Town of Estes Park, is
to see to it that the Town of Estes Park government 1) achieves results for citizens at an
acceptable cost and 2) avoids unacceptable actions and situations.
1.1 The Board of Trustees will approach its task with a style which emphasizes
outward vision rather than an internal preoccupation, strategic leadership more
than administrative detail, clear distinction of Board and staff roles, collective rather
than individual decisions, future rather than past or present, and proactively rather
than reactively.
1.2 The operating principles and commitments of the Board of Trustees, as it relates to
the working relationship between the Trustees, staff and citizens of theTown of
Estes Park, are to emphasize fairness; responsibilities as elected officials; respect;
honesty and integrity; and communication.
1.3 The job of the Board of Trustees is to make contributions which lead the Town
Government toward the desired performance and to assure that it occurs. The
Board’s specific contributions are unique to its trusteeship role and necessary for
proper governance and management.
1.4 The responsibility of the Mayor is, primarily, to establish procedural integrity and
representation of the Board of Trustees and the Town to outside parties (as
delegated by the Board).
1.5 The Board expects of its members ethical and businesslike conduct.
1.6 The Board of Trustees may establish committees to advise the Board in carrying
out its responsibilities
1.7 Other than those statutorily required, all boards and commissions appointed by the
Town of Estes Park Board of Trustees exist so that Board decisions (a) will be
made from an informed position, and (b) will be made in a public forum consistent
with Board policy.
1.8 The Board of Trustees may appoint an individual Trustee to serve as the official liaison
of the Board to Town Boards and Commissions. The Board of Trustees may appoint an
individual Trustee to serve as the official liaison to other community groups.
1.9 Board Committees, when used, will be assigned so as to reinforce the wholeness of the
Board’s job and so as never to interfere with delegation from the Board to Town
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Administrator. The purpose of Board Committee’s shall be to provide more indepth
discussion and information on the specific areas assigned to the Committee.
Committee’s may not vote or adopt policy, but may make recommendations to the Town
Board for action.
1.10 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.
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.1 POLICY TITLE: GOVERNING STYLE
The Board of Trustees will approach its task with a style which emphasizes outward vision
rather than an internal preoccupation, strategic leadership more than administrative detail,
clear distinction of Board and staff roles, collective rather than individual decisions, future
rather than past or present, and proactive rather than reactive.
In this spirit:
1.1.1. The Board of Trustees will operate fully aware of its trusteeship and
stewardship obligation to its constituents.
1.1.2. The Board of Trustees will conduct itself individually and collectively with
whatever discipline is needed to govern with excellence through:
A. Being committed to matters such as policy making principles, role
clarification, speaking with one voice and self-policing of any tendency to
stray from governance adopted in Board policies.
B. Individual Board members’ thorough preparation for meetings and regular
attendance.
C. Continuation of Board development including orientation of new members
in the Board’s governance process, participation in relevant continuing
education, and periodic Board discussion of process improvement.
1.1.3. The Board of Trustees will direct, control and motivate the organization
through the careful establishment of broad written policies reflecting the
Board’s values and perspectives. The Board’s emphasis will be on impacts
on the Town outside the organization, not on the administrative means.
1.1.4. The Board of Trustees, as trustee for and working with the citizens of the
Town of Estes Park, will be the primary initiator of policy, and will also be
receptive to other policy initiatives from citizens and staff. The Board, not the
staff, will be responsible for Board performance as specified in the policy
entitled Board Job Products.
1.1.5. The Board of Trustees will be accountable to the Citizens of the Town of
Estes Park for competent, conscientious and effective accomplishment of its
obligations as a body. It will allow no individual, committee or entity to usurp
this role or hinder this commitment.
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1.1.6. The Board of Trustees will monitor and discuss the Board’s own process and
performance, and ensure the continuity of its governance capability through
continuing education and training.
1.1.7. 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.
1.1.8 All Town Trustees will respect legitimacy of the opinions and reasoning of
other Trustees when and after making board decisions.
1.1.9 Agree not to hold grudges or bring disagreements from past actions into future
decisions.
1.1.10 A member of the Board of Trustees who, in their sole opinion, believes they
have a conflict of interest or for any other reason believes that they cannot
make a fair and impartial decision in a legislative or quasi-judicial decision,
will recuse themselves from the discussion and decision. Any recusal will be
made prior to any board discussion of the issue.
1.1.11 Any Trustee may choose to abstain from voting on any question, at their sole
discretion. If there is not conflict of interest or reason for recusal as outlined
in 1.1.10, the trustee may participate fully in Board discussions of the issue,
yet abstain from voting, should they so choose.
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.2 POLICY TITLE: OPERATING PRINCIPLES
The operating principles and commitments of the Board of Trustees, as it relates to the
working relationship between the Trustees, staff and citizens of Town of Estes Park, are to
emphasize fairness; responsibilities as elected officials; respect; honesty and integrity; and
communication.
1.2.1 FAIRNESS: We are committed to fairness in our day to day activities. To
ensure an atmosphere of fairness, we agree to the following principles:
A. We will listen to all sides of an issue.
B. We will be fair with each other.
C. Citizens will have opportunity to access the Board of Trustees, with the
exception of any contact that may be considered ex-parte communication
associated with a quasi-judicial decisions.
D. We have an obligation to listen to each other, citizens and staff with the
understanding that an obligation to listen does not necessarily equate to an
obligation to agree or to act as requested.
E. We will treat each other as equals.
1.2.2 RESPONSIBILITIES AS ELECTED OFFICIALS: We understand and agree
that we have certain responsibilities to the public and community beyond those
simply articulated in law.
A. We believe we are each responsible for our own actions as Trustees. We
will take responsibility for our own actions.
B. We agree to address issues and respond to each others requests in a
timely and open manner.
C. We will give equal weight to rights and responsibilities when making
decisions.
D. When giving staff responsibility we will grant the appropriate authority to
carry out that responsibility.
E. We have a fiduciary responsibility to uphold the Constitutions of the United
States and the State of Colorado, and all laws and regulations of the United
States, the State of Colorado and the Town of Estes Park.
1.2.3. RESPECT: Citizens’ trust in government is critically important. The key to
building and maintaining this trust is placing a high value on respecting each
other and those we work with and serve as public officials.
A. We agree to take others' concerns seriously.
B. We agree to accept and respect each other's individuality, supporting each
other by capitalizing on our individual strengths, working together, as a
team, utilizing each others' expertise, to accomplish our goals and the goals
of the Town of Estes Park.
C. We believe that information flow within the organization is important and
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that all affected parties should have all of the information that is important
to them, whenever possible.
D. We agree to respect each other's feelings and ideas and to treat everyone
with respect.
E. We will make every effort to not just listen but to understand the point from
others' perspective.
F. We understand that respect comes in many forms and we will make every
effort to show respect for others both in our verbal and non-verbal actions.
G. We treat those providing input at Town meetings with respect.
1.2.4. HONESTY AND INTEGRITY AND TRUST: As elected officials we will hold
ourselves to a high standard of honesty and integrity in the community.
A. We will deal with each other honestly.
B. We are committed to high standards of ethics in our dealings with each
other, employees, and citizens.
C. If an interpersonal conflict or problem develops, we will work with the
people involved only and strive to settle the conflict or problem in a
constructive basis.
D. We treat our office as a public trust. The Town’s resources and powers are to be
used for the benefit of the public. .
E. We refrain from decisions in which our financial or personal interests are
specifically affected by a decision and shall adhere to applicable Colorado Law
governing conflict of interest.
F. We do not accept personal gifts except as specifically allowed by Colorado Law.
G. We respect and adhere to our oath of office
H. We will abide by Article 29 of the Constitution of the State of Colorado regarding
ethical behavior.
1.2.5. COMMUNICATION: We believe that to be effective as elected officials, we must
communicate clearly and completely at all times.
A. We believe in full disclosure and “no surprises” in our internal operations and
in working together as a Board. We will strive for open and candid
communication among citizens, staff and each other.
B. We are committed to providing our citizens with relevant, accurate and
timely information about the Town goals, services, fiscal programs, services
provided, and the decisions that will affect the public.
C. We believe it is important to keep each other informed of our activities and
of issues facing us as a Board of Trustees.
1.2.6 ACCOUNTABILITY:
A. We will exercise our authority with open meetings and access to public records.
B. We will hold executive sessions only for reasons allowed by Colorado Revised
Statutes.
C. We are positive advocates for the Town and are accessible to the citizens of
Estes Park.
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.3 POLICY TITLE: BOARD JOB DESCRIPTION
The job of the Board of Trustees is to lead the Town Government toward the desired
performance and to assume a good faith effort toward those objectives. The Board’s
leadership is unique to its trusteeship role and necessary for proper governance and
management.
1.3.1 The products of the Board shall be:
1. Linkage: As the Town of Estes Park Board of Trustees places a high
value on open, participatory government, the board will produce the
linkage between Town of Estes Park government and the Citizens of
Town of Estes Park.
A. Needs Assessment: The Board of Trustees will strive to identify the
needs of the citizens as they relate to Town of Estes Park’s activities
and scope of influence, and shall translate such knowledge into the
articulation of Board Objectives policies (see definition below).
B. Advocacy and Ambassadorship: The Board of Trustees will act as
the representatives of the citizens to the Town of Estes Park
government, and shall take steps to inform and clarify:
i. the citizens relationship with government, and
ii. the organization’s focus on future results, and as well as present
accomplishments.
2. Written governing policies that, at the broadest levels, address each
category of organizational decision:
A. GOVERNANCE PROCESS: Specification of how the Board of
Trustees conceives carries out and monitors its own task
B. STAFF LIMITATIONS: Constraints on staff authority which establish
the prudence and ethics boundaries within which all Town
Administrator and staff activity and decisions must take place.
C. BOARD/STAFF LINKAGE: How power is delegated and its proper
use monitored; the role, authority and accountability of the Town
Administrator (and the Town Attorney)..
D. OUTCOMES: Organizational products, effects, benefits, to answer
the questions for (what good, for which recipients, and at what
cost?).
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3. The Board will produce assurance of:
A. Town Administrator performance (in accordance with policies in 2A
and 2B)
B. Town Attorney performance (in accordance with policies in 2A and
2B)
4. Adopted resolutions, regulations, ordinances, and fee schedules; legislative
positions; the Audit; the Budget; Boards and Commissions; and statutorily mandated
items.
1.3.2 Role of Town Trustees
1.3.2.1 Representation:
i. Providing leadership for the Town on behalf of the citizens of Estes Park.
ii. Representing and acting in the best interest of citizens of the Town of Estes
Park.
iii. Being knowledgeable of issues, researching background information,
attending regularly scheduled meetings, and acting as a resource for citizens’
concerns.
iv. Serving as a conduit for information from citizens to the Town Administrator
and the Mayor in responding to questions and individual problems.
v. Finding a balanced approach for addressing competing interests among
constituent groups to ensure the community is fairly represented.
vi. Representing the Board of Trustees on standing committees of the Town for
the purpose of monitoring major Town activities and policy implementation.
1.3.2.2 Legislative:
I. Serving as the governing body of the Town and holding all legislative and
corporate powers of the Town specifically granted or implied by statutory
provisions and the Municipal Code.
II. Enacting ordinances, resolutions and policies for the governance of the
Town of Estes Park and protecting the life, health and property of its
citizens and visitors.
III. Establishing policy for the direction of the Town Board and Town Staff.
IV. Establishing fiscal policy, financial targets, and budget goals for the Town
government.
V. Having final decision making responsibilities over pertinent land use
issues and application of development code requirements within the Town
of Estes Park.
1.3.2.3 Quasi-Judicial:
i. Acting in a quasi-judicial manner in matters brought before it that relate to
public hearings, appeals, land use, and liquor licensing.
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ii. Making decisions concerning quasi-judicial matters based upon testimony
presented at formal hearings which are normally conducted during regularly
scheduled Town Board meetings.
iii. Not accepting nor seeking outside input or lobbying that attempts to influence
their decision prior to the quasi-judicial Public Hearing. Any and all ex parte
communication shall be disclosed at the beginning of the hearing. Not doing
so may cause a Trustee to be disqualified from the proceedings.
1.3.2.4 Communications:
I. Following a formal decision, acting as a united body, not as individual
Trustees, and acknowledging the decision of the Town Board.
II. The Town Administrator is the sole point of contact between the Trustees, as
policy makers, and Town Staff.
III. Interacting with the media, governmental entities, the public or other bodies
as individual Trustee and not as a representative of the majority of Trustees
unless an official position or legislative action has been established or
authorized to do so.
IV. Communicating to the Mayor and other Trustees items of importance from
their respective committees and providing information that may be necessary
to keep other members aware of important Town activities or critical
functions.
V. In times of community emergency it is important that the Town Board speak
with one voice. The Mayor, or the Mayor Pro-Tem, if the Mayor is not
available, shall speak for the Board during an emergency. Other trustees will
refer all requests for information to the Mayor or Mayor Pro-Tem. The Mayor
will coordinate all communication with the incident commander and the Town
Administrator. The purpose of this policy is not to restrict the communication
of the trustees or the Mayor, but to insure all communication is timely and
accurate and is in concert with the incident response plan.
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.4 POLICY TITLE: MAYOR’S RESPONSIBILITY
The responsibility of the Mayor is, primarily, to establish procedural integrity and
representation of the Board of Trustees and the Town to outside parties (as delegated by
the Board). Accordingly:
1.4.1. The responsibility of the Mayor is to consistently guide the behavior of the
Board with its own rules and those legitimately imposed upon it from outside
the organization.
1.4.1.1. Meeting agendas and discussion content will be only those issues
which, according to Board policy, clearly belong to the Board to
decide, not the Town Administrator.
1.4.1.2. Deliberation will be fair, open, orderly and thorough, but also efficient,
limited to time, and kept to the point.
a. 1.4.2. The authority of the Mayor is to preside over meetings and to sign documents as
authorized by the Board of Trustees and to preside over the evaluation of the Town
Administrator by the Town Board.
1.4.3. The Mayor shall not act on behalf of the Town in any unilateral manner, except
as approved by the Board of Trustees. This shall include any appointment of
committee or board positions, making any financial or other binding obligations
on behalf of the town, or expressing the official position of the Town on any
matter.
1.4.4 Representation:
1.4.4.1 Provide leadership for the Town of Estes Park.
1.4.4.2 Serve as the primary representative of the Town of Estes Park in official
and ceremonial functions.
1.4.4.3 Represent the Town in interaction with other government agencies.
1.4.4.4 Be the spokesperson for the Town unless the Town Board has decided
otherwise.
1.4.4.5 Represent the Town Board as a liaison with the Town Administrator to
promote the timely flow of information between the Town Board, Town Staff
and other governmental organizations.
1.4.4.6 Represent the Town on the Platte River Power Authority Board.
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1.4.5 Enactment:
1.4.5.1 Mayor in conjunction with the Town Board and Town Administrator
enforces the ordinances and laws of the Town.
1.4.5.2 Signs all warrants (see section 2.12.020 of the Municipal Code).
1.4.5.3 Executes all ordinances and resolutions authorizing expenditure of money
or the entering into a contract before they become valid. The Mayor has the
authority to disapprove such ordinances or resolutions in writing, subject to
Board of Trustees override.
1.4.5.4 Mayor with, Town Board approval, appoints members of committees, and
other entities that may be necessary from time to time for the effective
governance of the Town.
1.4.5.5 Facilitating policies and procedures for the effective management of the
Board, establishing Town goals in conjunction with the Town Board,
promoting consensus and enhancing Board performance.
1.4.6 Mayor Pro Tem - Mayor Pro Tem shall assume all duties of the Mayor in the Mayor’s
absence in accordance with Section 2.16.010 of the Municipal Code.
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.5 POLICY TITLE: BOARD MEMBERS’ CODE OF CONDUCT
The Board of Trustees shall operate in an ethical and businesslike manner.
Accordingly:
1.5.1. Members of the Board of Trustees must represent unconflicted loyalty to the
interests of the citizens of the entire Town. This accountability supersedes any
conflicting loyalty such as that to any advocacy or interest groups, or
membership on other Boards or staffs. This accountability also supersedes the
personal interest of any Board member acting as an individual consumer of the
Town government’s services.
1.5.2. Members of the Board of Trustees must avoid any fiduciary conflict of interest,
ex-parte communication involving quasi-judicial matters or nepotism conflicts.
1.5.3. Members of the Board of Trustees will act in accordance with the Colorado
Revised Statutes and the Code of the Town of Estes Park, as they relate to the
Board’s responsibilities and authorities.
1.5.4. Individual Board members can represent the Board on Town matters when
delegated those responsibilities by the Board
1.5.5. Members of the Board of Trustees may not attempt to exercise individual
authority over the Town government except as explicitly set forth in Board
policies.
1.5.5.1. Board of Trustees’ interaction with the Town Administrator or with staff
must recognize the lack of authority in any individual Board member or
group of Board members except when explicitly authorized by the
Board in a public meeting.
1.5.5.2. Individual Board members’ interaction with public, press or other
entities must recognize the same limitation except when explicitly
authorized by the Board of Trustees in a public meeting.
1.5.5.3. 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.
1.5.5.4. Individual members of the Board of Trustees may not intentionally
coerce or intimidate Town employees, interfere with Town employees’
duties or authority.
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.6 POLICY TITLE: COMMITTEE PRINCIPLES
>>This was the stopping point for board review on 9/25<<<
For simplicity and clarity in this policy, the term “Committee” shall refer to any board, commission, task
force, council, committee or any other volunteer group of citizens serving the Town of Estes Park.
The Board of Trustees may establish committees to advise the Board in carrying out its
responsibilities. Accordingly:
1.6.1. This policy applies only to committees which are appointed by the Board of
Trustees.
1.6.2. Other than those legislatively directed, committees may not speak or act for the
Board of Trustees except when formally given such authority for specific and
time-limited purposes. Expectations and authority will be carefully stated in
order not to conflict with authority delegated to the staff.
1.6.3. Committees appointed by the board are to help the Board of Trustees do its
job, not to help the staff do its job. Committees ordinarily will assist the Board
by preparing policy alternatives and implications for Board deliberation.
Committees are not created by the Board to advise staff. The Board
understands that at times the Town Administrator or Town Staff may convene
ad-hoc or ongoing advisory boards to serve as advisors for operational issues.
These advisory groups are subject to the same limitations as Board appointed
committees.
1.6.4. In keeping with the Board of Trustees’ broader focus, committees normally will
not have direct dealings with current staff operations. Committees cannot
exercise authority over staff.
1.6.5. Because the staff works for the Board, they will not be expected to obtain
approval of a committee before taking action unless otherwise authorized by
state statute, Board policy, or federal regulation.
1.6.6. Because of the differing nature of committees, some of which are defined by
state statute, the Board shall have and keep current an operating policy
defining the role of different committees and setting forth rules and procedures
for Town of Estes Park committees (OPS xxx).
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.7 POLICY TITLE: BOARDS AND COMMISSIONS
Other than those statutorily required, all committees appointed by the Town of Estes Park
Board of Trustees exist so that Board decisions (a) will be made from an informed position,
and (b) will be made in a public forum consistent with Board policy.
Accordingly, the following principles shall guide the appointment and operation of all Board of
Trustees appointed committees:
1.7.1. The authority and responsibility of any committee will not duplicate the authority
or responsibility of:
A. The Board of Trustees
B. Town Staff
C. Any other committee
D. Town Auditor
E. Town Attorney
1.7.2. All committees will undergo a regular sunset review, at least once every five
years, unless otherwise provided for more frequently and according to a
staggered schedule to be adopted separately by the Board of Trustees.
1.7.3. Said sunset review shall include a review of the Board and Commission’s
MissionStatement, and of the Board of Trustees’ charge to the Committee of
their role, responsibility and authority.
1.7.4. Appointments to all committees by the Board of Trustees shall be limited to
maximum service of two consecutive terms or six consecutive years, on any
particular committee, unless waived by the Board of Trustees for the following
reasons:
1.7.4.1. Lack of applicants to fill positions on the committee
1.7.4.2. Lack of applicants with specific required knowledge or skill to fill the
position.
1.7.4.3. Lack of applicants who meet specific qualifications as required by
legislation to fill the position.
Draft5 9-30-12
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.8 POLICY TITLE: BOARD LIAISON ROLES
The Board of Trustees shall 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.
1.8.1 Appointment - Any Trustee serving as a liaison to any group, either internal or
external, shall be appointed by the Town Board.
1.8.2 Term – A Trustee shall serve as the Town Board Liaison soley at the pleasure of the
Town Board, with no specific term limit.
1.8.3 Duties of a Liaison
1.8.3.1 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.
1.8.3.2 Review applications, interview candidates and make recommendations to the
Town Board for final approval.
1.8.3.3 Serve as the primary Trustees’ contact for the committee or community
group.
1.8.3.4 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.
1.8.3.5 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.
Draft5 9-30-12
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.9 POLICY TITLE: BOARD COMMITTEE
PRINCIPLES
For the purpose of this policy, Board Committee is defined as a sub-committee of the Board of
Trustees and membership is composed solely of Town Trustees.
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. (Ord. 26-88 §1(part), 1988; Ord. 7-03 §1,
2003; Ord. 10-10 §1, 2010)
1.9.1 Board Committees – The Board shall have the following Board Committees (Ord. 26‐88
§1(part), 1988; Ord. 7‐03 §1, 2003; Ord. 10‐10 §1, 2010)
1.9.1.1 Community Development and Community Services Committee – Responsible for
discussions of issues and policy associated with Community Planning, Building
and Code Compliance, Fairgrounds and Events, Museum, Senior Center, Visitors
Center, Finance and Administration
1.9.1.2 Public Works and Public Safety Committee – Responsible for discussions of
issues and policy associated with Police, Engineering, Facilities, Parks, Streets,
and Utilities.
1.9.2. Board Committees, when used, will be assigned so as to reinforce the wholeness of the
Board’s job and so as never to interfere with delegation from the Board to Town Administrator.
The purpose of Board Committee’s shall be to provide more indepth discussion and information
on the specific areas assigned to the Committee. Committee’s may not vote or adopt policy, but
shall make recommendations to the Town Board for action.
1.9.3 The following principles shall guide the appointment and operation of all Town Board
Committees:
1.9.3.1 Board Committees may not speak or act for the Board except when formally given
such authority for specific and time limited purposes. Expectations and authority will
be carefully stated in order not to conflict with authority delegated to the Town
Administrator.
1.9.3.2 Board Committees cannot exercise authority over staff. Because the Town
Administrator works for the full board, he or she will not be required to obtain
approval of a Board, Committee or Commission before an executive action.
1.9.3.3 Board committees shall consist of no more than 3 trustees so that the committee is
never a quorum of the Town Board.
>>NOTE: A change to muncipal code is needed to be in compliance<<
Draft5 9-30-12
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POLICY TYPE: GOVERNANCE PROCESS
POLICY 1.10 POLICY TITLE: Annual Planning and Agendas
1.10 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:
1.10.1 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.
1.10.1.1 The cycle will start with the Town Board development of its agenda for the next
year.
1.10.1.2 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).
1.10.1.3 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.
1.10.2 AGENDAS
1.10.2.1 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 the
study session two weeks prior to the regular board meeting. The Town Board may
then, at the study session, direct the Town Clerk to add the requested matter to a
future regular town board meeting agenda.
1.10.2.2 Study Sessions – The Town Board will approve the schedule for upcoming Study
Sessions. The Mayor, Trustees or staff may request or recommend any appropriate
matters for Town Board consideration; however the Town Administrator will only
place items on a Study Session agenda with the agreement of a majority of the
Board.
Draft5 9-30-12
22
1.10.2.3 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.
1.10.3 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.
1.10.4 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.
‐
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POLICIES AND PROCEDURES
ADMINISTRATIVE POLICY AND PROCEDURE xxxx
SUBJECT: BOARD OF TRUSTEES DIVISION OF RESPONSIBILITIES
REVISION DATE: ___
REVIEW: Annually - May
CANCELLATION: none
CONTACT: Town Administrator
ATTACHMENTS: None
REFERENCE:
A. Governing Policies Manual; Governance Policy Manual 1.6 Boards and Commissions
Principles
REVISION LOCATOR:
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.
POLICY:
I. ASSIGNMENTS: At their first meeting in May of each year, the Board of Trustees
determine each Board and Commission Primary Liaison assignments and responsibilities
for the year.
II. Other special task force or committee assignments: Note: Other special task force or
committee assignments will be made by the Board as needed.
P01032012P001; page 2 Draft 1 9-18-12 2012 Board Assignments Board and Commission and Community Representation Board, Commission or Task Force Liaison Staff Liaison Responsible Official Creative Sign Design Review Board Alison Chilcott Alison Chilcott Estes Valley Planning Commission Trustee Elrod Alison Chilcott Alison Chilcott Estes Valley Board of Adjustments Alison Chilcott Alison Chilcott Western Heritage Inc Trustee Koenig n/a n/a Estes Park Museum Friends and Foundation Inc. Derek Fortini Bo Winslow Ambassadors Teri Salerno Bo Winslow Police Auxilary Wes Kufeld Wes Kufeld Tree Board Trustee Ericson Scott Zurn Shuttle Committee Brian Wells Bo Winslow Transportation Advisory Board Scott Zurn Scott Zurn Senior Center Inc Lori Mitchell Lori Mitchell Estes Valley Restorative Justice Amanda Nagl Wes Kufeld Local Marketing District (Visit Estes Park) Trustee Norris Estes Park Library District Estes Park Housing Authority Trustee Blackhurst Platte River Power Authority Larimer County Open Lands Board Mayor PInkham Sister Cities Trustee Koenig
Draft 2 9-21-12
Adopted this day of ______________
_________________________________
William C. Pinkham, Mayor
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POLICIES AND PROCEDURES
ADMINISTRATIVE POLICY AND PROCEDURE xxxx
SUBJECT: TOWN COMMITTEES
DATE: XXXX
EFFECTIVE PERIOD: Until Superseded
REVIEW SCHEDULE: Annual
CANCELLATION: NONE
ENCLOSURE:
REFERENCE: Governance Policy Manual 1.6 Boards and Commissions Principles
PURPOSE: To establish a uniform Policy and Procedure process for the Town of Estes Park
committees and to provide reference for cross training and training new personnel.
SCOPE: This Policy and Procedure applies to all Town citizen volunteer boards, commissions
and task forces and the appropriate staff who support the functions of these entities. This Policy
and Procedure does not apply to internal staff committees or committees not appointed by the
Town Board
RESPONSIBILITY: The Town Administrator and Town Staff shall be responsible for the
implementation of this Policy and Procedure.
SPECIFIC REQUIREMENTS: (For the purpose of this Policy and Procedure, the term
“Committee” shall refer to any board, commission, task force, council, committee or any other
volunteer group of citizens serving the Town of Estes Park.)
1. The Town Clerk’s Office will publicize committee vacancies each year (Section III, A).
2. The Town Board will make appointments to committees before the beginning of terms
starting ____ of each year. See ‘Terms’ in Section II, B.
3. The Town Board will conduct a periodic review of committees as outlined in Governing
Policy 1.7.2
4. The Town Board recognizes the contributions of the committee members and shall host a
recognition activity each year (Section XII).
POLICY AND PROCEDURE:
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NOTE: In instances where Federal or State regulations and laws differ from this
policy/procedure, the Federal and State laws and regulations will be supported.
I. 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 board
and the authority and responsibility for the committee and its members (reference B).
To help define these roles, each committee will be designated as to type, as defined
below:
1. Advisory Committees: An advisory committee serves as an ongoing 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 Committee s are not authorized to make decisions on behalf of the
Town. The Town Board will consider the input of Advisory Committee s, 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 Committee s 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.
a. Constituent Advice Advisory Committee: This type of advisory committee
is used as a polling or referendum 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.
b. Content - Advice giving Committee: This type of advisory committee is
created to give substantive 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.
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.
2. Quasi Judicial Committees: Some committee s 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
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hearings, accept testimony, and issue decisions. These decisions may or may not
be subject to review by the Board of Trustees. 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 Board of Trustees.
3. Decision Making committees : Decision making committees are bodies that
either statutorily or as granted by the Town Board have authority to make
decisions such as, but not limited to, approving citizen requests and application,
allocating resources, hiring or firing employees or adopt regulations. The specific
authority of each decision making committee is defined in statute or in the by-
laws as approved by the Board of Trustees.
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 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 Boardor the
appropriate department only, and are not to take independent positions on issues
with the public or the press.
B. TOWN BOARD LIAISON: The Town Trustee assigned to the committee
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.
D. RESPONSIBLE OFFICIAL: Every committee shall have a responsible town official
assigned to the committee. The Responsible Official will be responsible for the
committee budget and activities of the committee. The Staff Liaison will coordinate
efforts with the responsible official. The responsible official may be an elected
official or appointed department head. In the case where the committee advises a
wide variety of town departments, one affected official shall serve as the responsible
official for coordination and communication purposes, however the committee may
or may not be officially connected to any one particular department.
II. TERMS: The following limitations are applied to committeemembership.
A. Unless otherwise mandated by State Statutes, no member of Town sponsored
committees shall serve on any one committee for more than two consecutive terms or
six consecutive years, whichever is longer.
1. Exceptions to this rule include those members serving as “ex officio”
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2. In the event that an individual fills the unexpired term of a committee member,
that unexpired term shall not be counted as a complete term.
B. Terms for all committee members will be staggered with the exception of ad-hoc or
temporary committees, which may have a finite sunset.
C. 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 Board of
Trustees.
D. Staff assigned to supporting any committees and Town Board Liaisons are not subject
to any term limitation.
E. Unless otherwise specified by statute, any 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.
III. 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 web page, and other produced materials that
might engage interested residents . Applications shall be available in the Town
Clerk’s Office, on the town web page, at Town Hall and at the Estes Park Library.
B. Departments and current committee members are encouraged to help recruit,
especially when specific targeted populations or expertise is required.
C. APPLICATIONS: All citizens interested in serving on a committee must complete an
official town board, application. These applications will be available from the Town
Clerks Office and on the town web page. Applications must be returned by the
deadline to the Clerk’s Office. Online applications are accepted from the town web
page.
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 by-laws of each
committee. Except by special circumstance as approved by the Board of Trustees, all
members of any town committee shall be legal residents of the Town of Estes Park.
No individual who is currently serving a sentence after being convicted of a felony
may serve on any Town board. Because of the time commitment involved, and to
allow as many citizens the chance to participate in Town committees serving on more
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than one town committee at a time is discouraged. The Town Board reserves the
right to appoint individuals to multiple committees when, in the opinion of the Board
of Trustees, it is in the best interest of the Town.
IV. SELECTION PROCESS: The Town Board will seek the most qualified diverse with
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 Board of Trustees.
A. Selection to the committees will be carried out as follows:
1. The Town Board or their designee will review the applications.
2. The Trustees or their designee may screen applicants to select a pool for
interviewing, at the sole discretion of the Board of Trustees.
3. The Trustees or their designee may conduct reference checks or background
checks on applicants when, in the opinion of the Board of Trustees, 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 the
Board liaison
5. The Trustees may request assistance from the Staff Liaison and other
committeemembers.
6. Recommendations from the interview team will be made to the Board of Trustees,
who will make the appointment(s).
B. Incumbent committee members who are eligible for reappointment will be contacted
by the Clerk’s office to assess their interest in being reappointed. Members who
desire re-appointment will be considered along with all other applicants. Incumbents
may be interviewed by the Board of Trustees or their designee, at the discretion of the
Board of Trustees.
C. By agreeing to serve on a town committee, the member agrees to abide by this
policy of the Board of Trustees. Any committee member who violates the terms of
this Policy and Procedure or the bylaws of the committee may be asked to resign or
be removed from the committee by the Board of Trustees.
V. NOTIFICATION: The Clerk’s Office will notify applicants of scheduled interviews. The
Clerk’s Office will also notify applicants and incumbents requesting reappointment, of
appointments and the status of their applications.
VI. VACANCIES:
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A. The 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 Board of
Trustees.
VII. COMMITTEE ALTERNATES: >>would require code change, this needs board
discussion<<
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, State regulations or Municipal Ordinance 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.
VIII. STAFF SUPPORT: Staff support is available to committees through the responsible
official and staff liaison assigned to support each committee.
A. It is the responsibility of the Board of Trustees, in coordination with the Responsible
Official and the Staff Liaison to provide the necessary budget and other resources for
any committee to perform their assigned duties.
B. It is the responsibility of the Staff Liaison to insure 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.
IX. TRUSTEES’ LIAISON: Individual Trustees are assigned as liaisons to each committee
The role of the Trustee Liaison is:
A. Communicate with the committeeand to serve as the primary two-way communication
channel between the Town Board and the committee.
B. Review applications, interview candidates and make recommendations to the Town
Boardfor final approval.
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C. Serve as the primary Trustees’ contact for 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. 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 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.
X. 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 acknowlge the receipt of the Town of Estes Park Volunteer
Manual.
XI. BYLAWS: Each committee is to adopt bylaws that are consistent with these set policies.
A copy of the bylaws must be sent to the Clerk’s Office prior to adoption for staff review.
Bylaws are adopted upon approval by the Board of Trustees. This Policy and Procedure
shall be incorporated, by reference, into the by-laws of all Town committees, The by-
laws shall include a description of the goals, objectives, duties or tasks of the committee,
as defined by the Town Board or the appropriate department.
XII. RECOGNITION: The Town Board recognizes the contributions of the committee
members and shall host a recognition activity annually to acknowledge all members and
their contribution to the Town of Estes Park.
A. The Town Board will send a letter of appreciation to all outgoing committee and
members.
XIII. 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.
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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.
D. All documents and publications of any town committee must be clearly identified as
belonging to or originating from the Town of Estes Park.
XIV. 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.
XV. DECISION MAKING:
A. Any actions, recommendations or discussions of any committee shall be limited to
the mission and defined tasks of the body as described in the approved by-laws.
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. It is important that the committee,
the staff liaison and the Town Board agree on the type of decision making process
that will be employed. The type of decision process is dependent on the issue
involved, the time frame available and the amount of public participation required.
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 charge issued and approved
by the Board of Trustees.
XVII. 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 ten miles from their
residence. Mileage will be reimbursed at the rate currently adopted for Town travel
by the Board of Trustees. The Responsible Official is responsible for approving
mileage reimbursements for committees within the budget provided by the Board of
Trustees.
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C. MEALS: Meals may be provided 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 Boardand authorized by the Responsible Official.
(For example, office supplies, copies, printing, etc.) Other expenses may be
reimbursed if, in the judgment of the responsible official, such reimbursement is in
the best interest of the Town.
XVIII. 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 self-insured 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. In addition,
liability is covered for all volunteers driving their personal vehicle 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 county 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.
XIX. CONFLICT OF INTEREST:
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
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item and shall not attempt to influence the decisions of other members voting on the
matter.
XX. GIFTS:
A. Acceptance or giving of any personal gifts, which could lead to a conflict of interest,
is prohibited. In particular, no member of any committee may accept or give a
personal gift in excess of $50 from any individual, organization, contractor, or any
other entity which does business with the Town or has any control of Town business
related to the activities of their particular committee.
XXI. 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
webpage 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.
XXII. AGENDAS:
A. Agendas for all public meetings shall be posted on the Town web page a minimum of
6 days prior to the meeting.
XXIII. WAIVERS:
A. Any section of this policy can be waived by a majority vote of the Town Board
___________________________________
William C. Pinkham
Mayor
To: Honorable Mayor Pinkham
Board of Trustees
Town Administrator Lancaster
From: Jackie Williamson, Town Clerk
Date: October 19, 2012
RE: Future Town Board Study Session Items
November 13th
Strategic Plan Initiative
Policy Governance II – Board/Staff
Linkage
November 15th
Comprehensive Plan – Joint PC/TB
November 27th
Policy Governance II- Board/Staff
Linkage
Policy Governance III- Staff Limitations
December 11th
Policy Governance III- Staff Limitations
Use of FOSH Funds
Other Items Not Currently Scheduled
for Town Board Study Sessions
• Economic Development – Town Role
• Town Real Property Assets Policy
• Logo Policy – Town Brand
• Town Administrator Job Description
• Finance Options for Town Projects
Town Clerk’s Office Memo