HomeMy WebLinkAboutPACKET Town Board Study Session 2023-01-10
January 10, 2023
6:05 p.m. – 6:45 p.m.
Board Room
5:45 p.m. Dinner
In Person Meeting – Mayor, Trustees, Staff and Public
No public comment will be heard
This study session will be streamed live and available on the
Town YouTube page at www.estes.org/videos
6:05 p.m. Parks Advisory Board Sunset Review.
(Town Administrator Machalek)
6:20 p.m. Transportation Advisory Board Sunset Review.
(Town Administrator Machalek)
6:35 p.m. Trustee & Administrator Comments & Questions.
6:40 p.m. Future Study Session Agenda Items.
(Board Discussion)
6:45 p.m. Adjourn for Dinner & Town Board Meeting.
Informal discussion among Trustees concerning agenda items or other Town matters may occur before this
meeting at approximately 5:45 p.m.
AGENDA
TOWN BOARD
STUDY SESSION
TOWN ADMINISTRATOR’S
OFFICE
Report
To: Honorable Mayor Koenig
Board of Trustees
From: Town Administrator Machalek
Date: January 10, 2023
RE: Parks Advisory Board Sunset Review
Purpose of Study Session Item:
Conduct sunset review for Parks Advisory Board.
Present Situation:
Town Board Governing Policy 1.6.1.8 states that committees will undergo a regular
sunset review at least once every five years. The last sunset review for the Parks
Advisory Board took place in 2017.
Per Town Board Governing Policy 1.6.1.9, a committee sunset review shall include a
review of the Board and Commission’s Mission Statement, and of the Board of
Trustees’ Charge to the Committee of their role, responsibility, and authority. The
adopted bylaws for the Parks Advisory Board are attached to aid the Town Board’s
review of the aforementioned items.
Finance/Resource Impact:
N/A
Level of Public Interest
Medium
Attachments
1.Parks Advisory Board Bylaws (Adopted 01/2022)
ATTACHMENT 1
TOWN ADMINISTRATOR’S
OFFICE
Report
To: Honorable Mayor Koenig
Board of Trustees
From: Town Administrator Machalek
Date: January 10, 2023
RE: Transportation Advisory Board Sunset Review
Purpose of Study Session Item:
Conduct sunset review for Transportation Advisory Board.
Present Situation:
Town Board Governing Policy 1.6.1.8 states that committees will undergo a regular
sunset review at least once every five years. The last sunset review for the
Transportation Advisory Board took place in 2017.
Per Town Board Governing Policy 1.6.1.9, a committee sunset review shall include a
review of the Board and Commission’s Mission Statement, and of the Board of
Trustees’ Charge to the Committee of their role, responsibility, and authority. The
adopted bylaws for the Transportation Advisory Board are attached to aid the Town
Board’s review of the aforementioned items.
Finance/Resource Impact:
N/A
Level of Public Interest
Medium
Attachments
1.Transportation Advisory Board Bylaws (Adopted 01/2022)
TRANSPORTATION ADVISORY BOARD
BYLAWS
ADOPTED 01/2022]
I.ROLE
The mission of the Town of Estes Park Transportation Advisory Board (TAB)is to
advise the Town Board and the Public Works staff on:
1.Local and Regional Comprehensive Transportation Planning Policies that protect
air quality,diminish congestion,and enhance the safety and quality of life for the
citizens,businesses,and visitors to the Estes Valley,including but not limited to
pedestrian,bicycle,automobile,and transit modes;and
2.Maintenance,Operation,and Expansion Programs for all modes of the Town’s
transportation system;and
3.Transportation Capital Projects to ensure the Town’s transportation goals and
policies for roads,trails,parking,signage,and transit are implemented.
Chair”in the remainder of this document will refer to the Chair of TAB.
II.MEETINGS
A.Regular Meetings.Shall be held at least one time per month,with additional
meetings scheduled as needed.Regular meetings shall occur at 12:00 p.m.on
the third Wednesday of each month.Any item on the agenda which cannot be
heard and considered by the conclusion of the meeting may be continued until
and heard at the next regularly scheduled meeting or a specially scheduled
meeting and shall have priority over any other matters to be heard and
considered.
B.Special Meetings.May be held at any time upon call by the Chair or the Public
Works Director.Notice of at least three (3)calendar days shall be given to each
member of the TAB.The time,place,and purpose of the special meeting shall be
specified in the notice to the committee members.Should a special meeting be
scheduled,notification must be provided to the Public Works Director in an effort
to adequately notify the public in accordance with the State of Colorado Open
Meetings Law Section 24-6-402(2)(c)C.R.S.
C.Cancellation of Meetings.Regularly scheduled meetings of the TAB may be
cancelled or rescheduled upon determination by the Chair.Any cancelled
meeting requires notification to the Public Works Director in an effort to
adequately notify the public.
D.Meeting Procedures.Chair shall preside in accordance with generally accepted
norms for the conduct of parliamentary procedure.The TAB may overturn a
ATTACHMENT 1
parliamentary determination of the Chair by majority vote.Robert’s Rules of
Order may be considered as a parliamentary guide.
E.Open Meetings.All meetings and action of the TAB shall be in full compliance
with state statutes governing open meetings,as amended and incorporated
herein by reference.It is the responsibility of the assigned staff member of the
Public Works Department to be familiar with these statutes and regulations.
F.Attendance by Non-members.Meetings may be attended by persons who are
not members of the TAB.At the discretion of the Chair,non-members may be
allowed to speak at meetings.However,in no event shall non-members be
allowed to vote on matters for which a vote is required.
III.MEMBERS AND QUORUM
A.Membership.The TAB consists of nine (9)voting members.Members must
reside within the Estes Park R-3 School District.Appointments of members shall
be made by the Town Board in accordance with Policy 102.
B.Terms.Members shall be appointed to a three (3)year term.The terms of the
members shall be staggered so that the terms of an equal number of the
members,or as equal a number as possible,expire on the last day of March
each year.There are no term limitations,and members may be reappointed by
the Town Board in accordance with Policy 102.
C.Vacancies.Vacant positions shall be filled by appointment by the Town Board
for the unexpired portion of the term of the position to be filled.
D.Quorum.A quorum for transaction of business of the TAB shall consist of a
majority of the appointed (voting)member positions that are filled at the time.
This is the minimum number of members required to be present to open a
meeting and conduct business.
E.Action.Any action by the TAB shall be by majority vote of the members
attending any regular or special meeting at which a quorum is present,unless
otherwise provided by law or ordinance.A tie vote shall constitute failure of the
motion on the floor.
F.Town Board Liaison.The Town Board may appoint one of its members as a
liaison to the TAB,who shall receive copies of all notices,documents,and
records of proceedings of the TAB which any member would also receive.
IV.OFFICERS
A.Officers.There shall be a Chair and a Vice-Chair as selected by the TAB.
B.Elections.Officers shall be elected by the members annually,at the first
regularly scheduled meeting of each year.Officers shall be members of the TAB.
Notification of who is elected Chair and Vice-Chair will be sent to the Town Clerk.
C.Chair Responsibilities:
1.Preside at all meetings
2.Ensure that all meetings are conducted with decorum and efficiency
3.Call special meetings in accordance with the bylaws
4.Authority to cancel a meeting
5.Sign any documents prepared by the TAB for submission to the Town Board
or Town departments
6.Represent the TAB in dealings with the Town Board or other organizations
7.The Chair has the same right as any other member of the Board to vote on
matters before the TAB,to move or second a motion,and to speak for or
against proposals.
D.Vice-Chair Responsibilities:
1.Assist the Chair as requested
2.Accept and undertake duties delegated by the Chair
3.Preside over meetings or perform other duties of the Chair in the event the
Chair is absent or unable to act.
E.Chair Pro Tern.In the absence of the Chair and Vice-Chair at a given meeting,
the TAB may elect a voting member to serve as Chair for the duration of that
meeting.
V.STAFF ROLE
An assigned staff member of the Public Works Department is responsible for proper
notification of meeting,preparation and distribution of agenda,assembly of packet and
minute taking for all meetings.
VI.ATTENDANCE
Regular attendance by the members of the TAB is expected.In the event any member
misses three (3)consecutive regular meetings or a total of four (4)regular meetings in a
calendar year,the Town Board may remove its appointed member for neglect of duty
and designate a new member to fill the vacancy.
VII.GENERAL PROVISIONS
Recommendations for amendments to these bylaws may be adopted at any regular or
special meeting of the TAB by a majority of the membership of the TAB provided that
notice of such possible amendments is given to all members at least five (5)days prior
to the meeting at which action is to be taken.Any amendments shall be subject to
approval by the Town Board.
VIII.COMPLIANCE WITH TOWN POLICIES
A.In addition to these bylaws,the TAB shall operate in compliance with the adopted
Town Board policy on Town Committees,Policy 102,as amended.The terms of
this policy are incorporated into these bylaws by this reference.A copy of the
policy,along with these bylaws,shall be provided to each member at the time of
their appointment.
B.Failure to comply with applicable Town policies may be grounds for an official
reprimand or censure by the TAB and/or a recommendation to the Town Board
for removal.
IX.CONFLICT OF INTEREST
All members of the TAB are subject to the standards of conduct under the State of
Colorado Code of Ethics,Sections 24-18-101 et seq.,C.R.S.,and Article XXIX of the
Colorado Constitution (Amendment 41).At the time of introduction of an individual item
on the TAB agenda in which the member has a conflict of interest,the member shall
state that a conflict of interest exists and then abstain from participating and voting on
the matter.A member having a conflict of interest on any matter shall not attempt to
influence other members of the TAB at any time with regard to said matter.
Adopted this ay ,2022.
ESTES PARK BOARD OF TRUSTESJ
By:______________
Mayor /1
January 24, 2023
• Building Code Discussion
February 14, 2023
• US34 Transportation Management
Organization
Items Approved – Unscheduled:
• Workforce/Affordable Housing and
Childcare Funding Policy Update
• 1A Renewal
• Governing Policies Updates
• Stanley Park Master Plan
Implementation
• Downtown Loop Updates as Necessary
Items for Town Board Consideration:
None
Future Town Board Study Session Agenda Items
January 10, 2023