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HomeMy WebLinkAboutTB Study Session 2014-02-25 Town of Estes Park, Larimer County, Colorado February 25, 2014 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 the Rooms 202/203 in said Town of Estes Park on the 25th day of February, 2014. Board: Mayor Pinkham, Mayor Pro Tem Blackhurst, Trustees Elrod, Ericson, Koenig, Norris and Phipps Attending: All Also Attending: Finance Officer McFarland, Town Attorney White and Town Clerk Williamson Absent: Town Administrator Lancaster Mayor Pinkham called the meeting to order at 4:30 p.m. MULTI RATER EVALUATION TOOL. After the evaluation process conducted in 2013, the Town Board requested staff find an outside consultant to assist the Board in conducting the annual review for the Town Administrator, Town Attorney and the Municipal Judge. Staff contacted three consultants referred by Alliance for Innovation, Gary Suiter, ESM Consulting, and Mountain States Employers Council to obtain a letter of interest in assisting the Board with the review process. Two letters were received one from ESM Consulting and one from MSEC, both utilize a multi-rater evaluation tool. The letters of interest were sent to the Board via email to review and the general consensus was to continue with the MSEC tool. The tool would allow the Board to choose questions from a database of close to 300 questions covering multiple competencies as well as the creation of narrative questions. Once questions are established for the tool, staff could send the questionnaire to the Board for completion, the evaluation results would be tabulated by MSEC, a review of the results by the Board at the March 25th meeting, and a final review held with Town Administrator Lancaster at the April 8th meeting in Executive Session. Board discussion followed: Trustee Ericson preferred the process used last year, and requested an updated job description for the Town Administrator. Trustee Norris questioned if the multi-rater tool was appropriate for the situation, and suggested an evaluation with written comments on how to improve. Trustee Koenig stated the job description should drive the evaluation, and suggest the survey used by Town Administrator Lancaster for review of the department heads could be used. Mayor Pro Tem Blackhurst commented there is value in using the tool. Trustee Phipps stated he would prefer using the tool from the previous year. Mayor Pinkham suggested the Board use the MSEC tool for the Town Administrator prior to the new board being seated and evaluate its effectiveness for the other positions to be reviewed. Trustee Elrod questioned the need to complete the review so quickly as Town Administrator Lancaster has a three-year contract with no salary increase possible. After further discussion it was agreed staff would send the Board the MSEC question database, each Trustee would select 2 questions from the 11 competency and develop 2 narrative questions, send Town Administrator job description, and the 2013 goals/objectives. Town Board Study Session – February 25, 2014 – Page 2 LIQUOR VIOLATION POLICY Staff received direction from the Town Board at the October 22, 2013 meeting to revise the 1999 liquor violation guidelines to more closely align with the State guidelines, best practices and procedures and review the possibility of utilizing the Restorative Justice program. Town Clerk Williamson reviewed the draft guidelines noting the most significant changes include a written warning for the first offense if applicable, a fine in lieu of a suspension, Restorative Justice in lieu of a suspension, and addition of mitigating and aggravating factors in determining time served. Discussion followed on how the Restorative Justice process would be implemented. Staff noted Restorative Justice would be an option for the licensee to consider during the stipulation agreement. The option if accepted and approved by the Board through the stipulation agreement would require the licensee to complete a contract to repair the harm to the community. The Board consensus was to move forward with the proposed guidelines that provide staff with the flexibility to negotiate the stipulation. Provide more details on the Restorative Justice process and provide a definition or examples of “right tools” under recommended practices. Staff would update the guidelines and bring it forward for the Board’s consideration at the March 25th meeting. In the meantime the licensees would be noticed of the upcoming meeting and provided a copy of the guidelines. TRUSTEE COMPENSATION. Staff reviewed the data provided to the Board in 2012 and found only two communities had updated Board salaries, Steamboat Springs decreased and Blackhawk increased slightly. Staff also reviewed Board salaries to ensure the current salaries, $5,500 for Trustee, $6,500 for Mayor Pro Tem and $7,500 for Mayor, would cover current and future increases to medical, dental and vision insurance premiums. After final review, staff recommended the salaries for the newly elected officials remain at the current rate. Trustee Elrod commented the salaries of the Board should be reviewed with each election. He stated the Board of Trustees deserves an increase; however, in light of the upcoming election questions he suggested the increase not occur with this election cycle. Staff would include the Town Board in the next compensation study for the employees. The Board consensus was to continue with the current salaries for the newly elected officials in 2014. UPDATE ON THE NEIGHBORHOOD COVENANTS. Attorney White informed the Board that staff met with Paul Kochevar/developer to discuss changes to the covenants. Mr. Kochevar would allow the covenants for the affordable units to increase to 125% of the median income; however, he would not agree to the additional counseling for potential buyers as it may discourage buyers. Attorney White stated Community Development and the Housing Authority may alter their agreements to address the counseling. It is staff’s opinion that if the Board requires the counseling the covenants would not be amended; therefore, staff recommends moving forward with changing the median income limit. The Board agreed to bring forward an amended covenant to increase the median income to 125%. TRUSTEE COMMENTS & QUESTIONS. None. FUTURE STUDY SESSION AGENDA ITEMS. Trustee Phipps stated the review of commercial properties needs to be added to the future study session list. Town Board Study Session – February 25, 2014 – Page 3 Trustee Ericson questioned what items would be discussed at the March 25th study session meeting. He requested staff send out a draft study session memo with the draft agendas for review by the Board. There being no further business, Mayor Pinkham adjourned the meeting at 6:25 p.m. Jackie Williamson, Town Clerk