HomeMy WebLinkAboutTB Study Session 2012-11-13
Town of Estes Park, Larimer County, Colorado, November 13,
2012
Minutes of a Study Session meeting of the TOWN BOARD of the Town
of Estes Park, Larimer County, Colorado. Meeting held at Town Hall in
Rooms 202 & 203 in said Town of Estes Park on the 13th day of
November, 2012.
Board: Mayor Pinkham, Mayor Pro Tem Blackhurst, Trustees, Elrod,
Ericson, Koenig, Norris and Phipps
Attending: All
Also Attending: Town Administrator Lancaster, Assistant Town Administrator
Richardson, Attorney White, and Town Clerk Williamson
Absent: None
Mayor Pinkham called the meeting to order at 4:30 p.m.
POLICY GOVERNANCE
Policy 1.8 – Board Standing Committee
The Board discussed standing committees and the possibility of adding additional
committees such as a Strategic Planning committee and a Finance committee. After
discussion, the Board consensus was both of the items mentioned should be
discussioned by the fully Board and not a separate committee.
1.10 Annual Planning and Agendas
Section 1.10.1 would be updated to reflect the completion of the annual planning cycle
in May or June in order to prepare the following year’s budget. Milestones will be added
to the section to meet the July 1st deadline outlined in the policy.
Section 1.10.2 would be reviewed by Administration and the Town Clerk’s Office to
ensure the timelines for agenda review and preparation are accurately stated. An
additional policy statement would be added to identify how an agenda item is added by
a Board member.
STRATEGIC PLANNING.
Town Administrator Lancaster reviewed the strategic planning process for the Town.
The purpose of a strategic plan is to work with the Board and citizens to develop
medium and long range goals for the Town to be used for capital planning and
budgeting. Once the goals are identified, an analysis of where the Town is now and
where it wants to go will be developed to assess resources needed to meet the goals,
and develop specific objectives to reach the goals.
Strategic planning must be completed at the community level, organizational level and
departmental level with an outlook of 10, 15 or 30 years to identify items and assess
how to move them forward in a single direction. The planning would be broken down
into five phases including: Phase I – Community Engagement – discuss key questions,
garner ideas and dream through facilitated community meetings (complete by the end of
February), Phase II – Design and Compile Input – tell the community what was heard
and draw a picture of the future through follow up workshops to prioritize the results
(March-April), Phase III – The Plan – describe how to complete and report back to the
community and receive comments (May-June), Phase IV – Community Action – (June-
November), and Phase V – Implementation – align organizational and departmental
strategic plans, budget and resource allocation and tactical plans (ongoing).
The Board discussed the process with the following comments: concern raised on the
use of strategic planning for a municipality which changes direction with every election;
the need to look out only 5 years versus 20 or 30 years; there is a need to communicate
the vision clearly with a yearly presentation for the community and the Board; the Board
and the community needs to understand the Town must be prepared to serve 40,000-
50,000 even though there are only 6,500 full-time residents; need to develop an
outreach program that would reach different segments of the community that are not
reached through current processes; and define community and the communities needs
with the understanding the Town can only affect change within Town limits. The Board
reached consensus to move forward with the strategic planning process.
FUTURE AGENDA ITEMS.
The distribution of FOSH funds scheduled for December 11th would be added to the
November 27th Study Session. Trustee Elrod requested the Board discuss the use of
the Mayor’s contingency fund on November 27th. Trustee Phipps suggested the Board
review the items being discussed at Study Sessions and whether not certain items
should be discussed at the Town Board meetings. He also raised concern on what
constitutes a decision at a Study Session, i.e. voting, consensus, etc.
There being no further business, Mayor Pinkham adjourned the meeting at 6:45 p.m.
Jackie Williamson, Town Clerk