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HomeMy WebLinkAboutPACKET Town Board Special Meeting 2012-04-04NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was prepared. The Mission of the Town of Estes Park is to provide high-quality, reliable services for the benefit of our citizens, visitors, and employees, while being good stewards of public resources and natural setting. BOARD OF TRUSTEES - TOWN OF ESTES PARK SPECIAL MEETING Wednesday, April 4, 2012 1:00 p.m. AGENDA 1. ACTION ITEMS: 1. TOWN ADMINISTRATOR CONTRACT. ADJOURN. Prepared 3/28/12 * Revised Page 1 Town Attorney Memo To: Honorable Mayor Pinkham Board of Trustees From: Gregory A. White, Town Attorney Date: March 29, 2012 RE: Town Administrator Employment Agreement Background: This proposed Employment Agreement employs Frank T. Lancaster (Employee) as Town Administrator. The term of the Agreement is three years beginning from its date of approval. The compensation for the Employee is $135,000 per year plus benefits. The Agreement contains a severance clause of six month’s salary plus health benefits in the event the Employee is terminated without cause, is not reappointed as Town Administrator in April of even numbered years, or is not offered a new Agreement at the end of the three year period. Employee may be terminated for cause for the reasons set forth in the Agreement with no severance payment or benefits. The Agreement provides for reimbursement for up to $5,000 for moving expenses for Employee and requires establishment of residency within the 80517 zip code area within one year from the date of the Agreement. The Agreement addresses vacation, sick leave and deferred compensation. The Agreement contains other provisions relating to disability, professional development, civic involvement, outside employment and performance evaluation. Budget: The adopted 2012 Budget includes sufficient appropriations to pay the salary and benefits of the Employee in the Employment Agreement. Staff Recommendation: None. This is a policy decision of the Town Board. Sample Motion: I move to approve/deny the Employment Agreement as presented. EMPLOYMENT AGREEMENT    THIS AGREEMENT (hereinafter called the “Agreement”) is made and entered into this  4th day of April 2012, by and between the Town of Estes Park, Colorado, a municipal  corporation (hereinafter called “TOWN”) and Frank T. Lancaster (hereinafter called  “Employee”), both parties agreeing as follows:    WHEREAS, the TOWN desires to employ the services of the Employee as Town  Administrator as provided in the Municipal Code, as amended from time to time; and    WHEREAS, the Employee desires to accept employment as Town Administrator of the  Town of Estes park; and    NOW, THEREFORE, in consideration of the mutual covenants herein contained, the  parties agree as follows:    Section 1. Duties    The TOWN hereby employs the Employee as Town Administrator of the TOWN to  perform the functions and duties of the position in accordance with all the applicable provisions  of the Municipal Code as they may be amended from time to time, and to perform other duties  and functions as the Town Board shall from time to time assign.  Employee shall begin his duties  on or before May 21, 2012; and his salary and benefits shall begin at that time.    Section 2. Term    The term of this Agreement shall be for three (3) years beginning on the date of this  Agreement, subject to Sections 8, 9 and 10.    Section 3. Compensation    The TOWN agrees to pay the Employee for his services an annual base salary of  $135,000.00 payable in installments as other administrative employees of the TOWN are paid.   The Employee’s total compensation consists of base salary and other benefits described in this  Agreement.    2 Section 4. Vacation    The Employee shall be entitled to sixteen (16) hours per month of annual paid vacation  subject to the Annual Leave provisions of the Personnel Policy Manual, including a maximum  allowable carryover of 312 hours.     The Employee shall be entitled to all of the days off for holidays enjoyed by all Town  employees as set forth in the Personnel Policy Manual.    Section 5. Benefits    The TOWN shall provide for the Employee the benefits as set forth on Exhibit A, as  amended from time to time for all employees.    Section 6. Other Benefits    a. In addition to the benefits stated in this Agreement, the Employee shall also be  allowed other fringe benefits as may be adopted or have been adopted by the  TOWN as part of the fringe benefit package given to all other management  employees of the TOWN.  Employee shall not receive an automobile allowance.  b. Employee will begin employment with a bank of 80 hours of sick leave, and will  accrue sick leave at the same rate and terms as all other management employees.    Section 7. Deferred Compensation    The TOWN agrees to contribute an amount equal to 13.7% of the Employee’s base  salary to a deferred compensation plan.    Section 8. Termination and Severance Pay    a. In the event this Agreement is not renewed due to non‐appropriation of funds,  in the event the Employee is not re‐appointed as Town Administrator in April of each even  numbered year, pursuant to C.R.S. § 31‐4‐304 and the Municipal Code, or in the event the  employment of the Employee is terminated by the TOWN, except for cause, the TOWN agrees  to pay the Employee a lump sum severance payment equal to six (6) month’s base salary, plus  cash compensation for any annual leave, sick leave, and other benefits that have been accrued  through the date of termination, but have not been used by the Employee, as well as any other  pro‐rated benefits, reimbursements and the like. If the Employee receives severance, the  TOWN shall keep in force and pay the full required premiums for health, vision and dental  benefits as provided for in Section 5 for the same length of time. In consideration for, and as a  condition precedent to, provision of all benefits payable under this Section 8, the Employee  shall be required to execute a general release form releasing the TOWN from any and all causes  3 of action, claims and demands which the Employee may have against the TOWN.     b. The TOWN agrees to provide the Employee at least thirty (30) days’ notice prior  to the end of the term of this Agreement that it does not intend or desire to extend or offer a  new agreement to the Employee.  In this event, failure to extend or offer to renew Agreement  to Employee shall be deemed a termination without cause and subject to the severance  provisions of sub‐paragraph a. above.     c. In the event that the TOWN decides to terminate the services of the Employee  during the term of this Agreement, except for cause, the effective date of such termination  shall be at least 30 days following notification by the TOWN in writing to the Employee of such  termination.    d. In the event TOWN at any time during the term of this Agreement reduces the  financial benefits of Employee in a greater percentage than an applicable across‐the‐board  reduction for all employees of Employer, or Employee resigns following an offer by the TOWN  to accept resignation, whether formal or informal, the Employee may, at his option, be deemed  to be “terminated” at the date of such reduction or the offer to accept resignation.  In either  case the termination shall be subject to the severance provisions in sub‐paragraph a. above.    e. Termination for cause shall mean:    a) Conduct by Employee that is fraudulent or dishonest,     b) Employee’s conviction of a felony or crime involving moral turpitude under federal or  state law, or     c) Failure by Employee in a material way to fulfill or comply with his obligations under  this Agreement.  By way of example and not by limitation, should Employee not comply with  the residency requirement set forth in Section 19, and     d) Gross neglect of his duties.      Termination for cause shall not entitle the Employee to any severance pay or benefits set forth  in sub‐paragraph (a) above.    Section 9. Disability.    Should the Employee be permanently disabled and unable to fulfill his duties because of  sickness, accident, injury, health, or mental incapacity for a period of sixteen (16) weeks beyond  any accrued leave or other leave as may be lawfully required or granted to the Employee by the  TOWN, then the TOWN shall have the right to terminate this Agreement subject to the  4 payment of the severance provisions provided for in Section 8 (a).    Section 10. Resignation    The Employee may resign by giving a minimum of 30 days’ written notice to the TOWN.  The Employee shall be entitled to all salary and fringe benefits that accrue to the Employee to  the effective date of his resignation, including annual leave and sick leave to which he is  entitled.  Employee is not entitled to severance pay and benefits set forth in Section 8 (a)  above.    Section 11. Dues and Subscriptions    TOWN agrees to budget for and pay the reasonable professional dues and subscriptions  of the Employee necessary for his continuation and full participation in national, regional, state,  and local associations and organizations necessary or desirable for his continued professional  participation, growth, and advancement, and for the good of the TOWN.    Section  12. Professional Development    TOWN agrees to budget for and pay reasonable travel and subsistence expenses of  Employee for professional and official travel, meetings and occasions adequate to continue the  professional development of Employee and to adequately pursue necessary official functions  for TOWN, including, but not limited to, the ICMA Annual Conference, Colorado Municipal  League seminars, programs and annual meetings and attendance by the Employee at courses,  classes, seminars, meetings, and professional conferences that will mutually benefit the TOWN  and the Employee.      Section 13. Civic Involvement/Official Functions    The TOWN recognizes the desirability of representation in or before certain civic  organizations as part of the public relations obligations of the TOWN, or for the Employee to  pursue necessary official functions as a representative of the TOWN. Subject to the prior  approval of the TOWN, the TOWN agrees to pay for the reasonable costs of dues,  memberships, or attendance by the Employee at official functions and of certain civic  organizations.    Section 14. General Expenses    The TOWN recognizes that certain expenses of a non‐personal, job‐affiliated nature are  incurred by the Employee in the course of conducting business on behalf of the TOWN. The  TOWN hereby agrees to reimburse or to pay said general expenses of the Employee in  accordance with TOWN reimbursement procedures.  5   Section  15. Wireless Electronic Communication Equipment    The Employee’s duties require that he be reasonably accessible in order to properly  conduct TOWN business during his employment with the TOWN. Accordingly, the Employee  shall maintain a wireless electronic communication device.  The TOWN shall be responsible for  reimbursing the Employee for the monthly operating costs incurred for the use of said  equipment, at a rate mutually agreed upon by the Town and the Employee in April of each year.      Section 16. Performance Evaluations    The TOWN shall annually review the performance of the Employee subject to a process,  form, criteria, and format for the evaluation which shall be mutually agreed upon by the TOWN  and Employee.  The process, at a minimum, shall include the opportunity for both parties to:   (1) prepare a written evaluation, (2) meet and discuss the evaluation, and (3) present a written  summary of the evaluation results.  The final written evaluation should be completed and  delivered to the Employee within thirty (30) days of the evaluation meeting.     Section 17. Hours of Work    It is recognized the Employee must devote a certain amount of time outside of normal  office hours to business of the TOWN, and to that end the Employee will be allowed to take  compensatory time off as he shall deem appropriate during said normal business hours.    Section 18. Outside Employment    The primary obligation of the Employee is to the TOWN, and the Employee agrees not  to become employed by any other employer during the term of this Agreement that would  interfere with the proper execution of his duties. The term “employed” shall not be construed  to include occasional teaching, writing, speaking, consulting, or similar work performed by the  Employee on his own time that does not create a conflict of interest with the TOWN, even if  outside compensation is provided for such services. The Employee agrees not to perform work  for any other governmental body without prior approval of the TOWN.    6 Section 19. Residency    It is mutually agreed that the Employee shall be required to reside within the 80517 zip  code with the preference within the Town’s corporate limits.  Employee shall establish  residency within one (1) year from the date of this Agreement.    The TOWN shall reimburse Employee up to the sum of Five Thousand ($5,000) Dollars  for actual moving expenses.  Said sum shall be reimbursed to Employee upon Employee  establishing this residency.    Section 20. Personnel Policies    Unless otherwise provided for herein, the personnel policies and rules of the TOWN, as  stated in the Personnel Policy Manual and as in effect from time to time, shall apply to the  employment of the Employee.    Section  21. Other Terms and Conditions of Employment    The TOWN, in consultation with Employee, shall fix any such other terms and conditions  of employment, as it may determine from time to time, relating to the performance of the  Employee, provided such terms and conditions are not inconsistent with or in conflict with the  provisions of this Agreement, the Municipal Code, or any other law.    Section 22. No Reduction of Benefits      The TOWN shall not at any time during the term of this Agreement reduce the salary,  compensation, annual leave or financial benefits of the Employee, except to the degree of such  a reduction across‐the‐board for all employees of the TOWN.    Section  23.       Notices      Notices pursuant to this Agreement shall be given by deposit in the custody of the  United States Postal Service, postage prepaid, addressed as follows:    TOWN: Town of Estes Park   Attn:  Mayor   P O Box 1200   Estes Park, CO  80517     EMPLOYEE: Frank T. Lancaster      7 Alternately, notices required pursuant to this Agreement may be personally served in  the same manner as is applicable to civil judicial practice. Notice shall be deemed given as of  the date of personal service or as of the date of deposit of such written notice in the course of  transmission in the United States Postal Service.  Employee shall notify the TOWN in writing of  any change in address.    Section 24. General Provisions    a. This Agreement constitutes the entire Agreement between the parties, and it  shall be binding upon and inure to the benefit of the heirs, executors, successors, and assigns of  the parties. This Agreement may only be amended by written instrument executed by both  parties, and each provision hereof shall be construed under the laws of the State of Colorado.    b. In the event of conflict between the terms of policy provisions, regulations,  codes and ordinances of the TOWN and terms of this Agreement, this Agreement shall take  precedence and govern.    Section 25. Severability    To the extent any provision herein is prohibited by applicable Federal, State, or local  law, or is impossible to perform, such provision will be deemed deleted from this Agreement  and the remainder of the Agreement will survive.    IN WITNESS WHEREOF, this Agreement is executed on this ____ day of ______, 2012.        TOWN OF ESTES PARK      By___________________________        William C. Pinkham, Mayor        ATTEST:      _____________________________    Town Clerk      EMPLOYEE      _________________________   Frank T. Lancaster       8 EXHIBIT A    Town of Estes Park Benefits offered Management Employees January 1, 2012 Retirement: Social Security (Mandatory) 4.20% Social Security Medicare (Mandatory) 1.45% International City Management Association (ICMA) Mandatory Employee % of Gross 8.00% Employer Match of Gross Pay 13.70% Insurance: Medical, Dental, and Vision Insurance is offered to all full-time permanent employees. An employee who works 24 to 30 hours per week are eligible to join the insurance plans, but are required to pay the entire premium for the coverage. The Town of Estes Park offers Flexible benefits for Premiums, Child Care and Medical Expenses. Coverage begins the first of the month following the employee’s employment date. The Town of Estes Park pays 90% of a Single plan and 75% of a Family Plan selected. Deductions are taken from 24 of the 26 paychecks each year per the following schedule. Single EE/Town EE+Spouse/Town EE+Children/Town Family/Town Medical Insurance 28.71 / 258.39 150.51 / 451.52 136.19 / 408.57 214.92 / 644.76 Dental Insurance 1.98 / 17.82 14.36 / 43.08 14.36 / 43.08 14.36 / 43.08 Vision Insurance 0.51 / 4.53 2.71 / 8.13 2.71 / 8.13 2.71 / 8.13 Flexible Spending Plan The Town of Estes Park offers Flexible benefits for Premiums, Child Care and Medical Expenses. Group Life Insurance: All full-time permanent employees are covered by the Town of Estes Park for Life and Accidental death and dismemberment insurance. The employees are insurance at one times annual salary up to a $50,000.00 maximum. The Town pays entire premium each month. Employee Assistance Program The Town pays and participates in an Employee Assistance program for all full-time employees. This program helps employees that can be affected by personal problems at some time in their lives. The EAP program provides confidential assessment, referral and focused therapy for the employee and household members and assists the employee in obtaining the most effective treatment while ensuring quality of service. Leave: Sick and vacation leave will be accrued by all full-time permanent and part-time permanent employees. Sick leave is 8 hours per month. Holidays: The Town of Estes Park observes 7 holidays and accrues 24 floating holiday hours each year. Other Programs available on a voluntary basis: Accident Insurance, Life Insurance, 401A Voluntary after tax retirement, 457 Retirement, 529 College Bound deductions Athletic Club Memberships: Athletic club memberships are available from MedX or Rocky Mountain Athletic Club at a business rate. The initial fee is the employee’s responsibility. Monthly memberships can be deducted from the employee’s paychecks.