HomeMy Public PortalAboutTBR 2021-02-03Board of Trustees
Retreat Agenda
Fraser Town Hall, 153 Fraser Avenue and Virtually
Wednesday February 3, 2020
12:30 PM - 5:30 PM
Members of the Board may have lunch together at 12:00 p.m.
NOTE: Times are approximate and agenda subject to change
Due to COVID -19 social distancing requirements the Fraser Board Room will only allow for
participation of 4 people (not including Board and Staff). People with items scheduled on the
agenda will be admitted before any public, not on the agenda, until capacity is reached. All others
will have the opportunity to digitally attend the meeting with the information provided below.
Virtual Meeting Information
https://us02web.zoom.us/j/85257818367
Meeting ID: 852 5781 8367
Phone 1 -253 -215 -8782
Cirsa Training Governance, Ethics And Liability
Training
10 Minute Break
Process For Town Manager Recruitment
Town Manager Recruitment.pdf
10 Minute Break
Process For Town Board Recruitment
Trustee Vacancy.pdf
10 Minute Break
Committee Structure, Roles And Purpose
Committee Responsibilities Eligibility Term And Compensation, Staff.pdf
Board And PC Meeting Posting.pdf
Community Engagement
Update On Initiatives And Goals
1.12:30 P.M.
2.1:30 P.M.
3.2:45 P.M.
Documents:
4.3:00 P.M.
5.3:10 P.M.
Documents:
6.4:00 P.M.
7.4:10 P.M.
Documents:
8.5:00 P.M.
9.5:15 P.M.
Board of TrusteesRetreat AgendaFraser Town Hall, 153 Fraser Avenue and VirtuallyWednesday February 3, 202012:30 PM - 5:30 PMMembers of the Board may have lunch together at 12:00 p.m.NOTE: Times are approximate and agenda subject to change Due to COVID -19 social distancing requirements the Fraser Board Room will only allow for participation of 4 people (not including Board and Staff). People with items scheduled on the agenda will be admitted before any public, not on the agenda, until capacity is reached. All others will have the opportunity to digitally attend the meeting with the information provided below.Virtual Meeting Information https://us02web.zoom.us/j/85257818367Meeting ID: 852 5781 8367Phone 1 -253 -215 -8782Cirsa Training Governance, Ethics And Liability Training 10 Minute BreakProcess For Town Manager Recruitment Town Manager Recruitment.pdf10 Minute BreakProcess For Town Board Recruitment Trustee Vacancy.pdf10 Minute BreakCommittee Structure, Roles And PurposeCommittee Responsibilities Eligibility Term And Compensation, Staff.pdf
Board And PC Meeting Posting.pdf
Community Engagement
Update On Initiatives And Goals
1.12:30 P.M.2.1:30 P.M.3.2:45 P.M.Documents:4.3:00 P.M.5.3:10 P.M.Documents:6.4:00 P.M.7.4:10 P.M.Documents:
8.5:00 P.M.
9.5:15 P.M.
Town of Fraser
PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518
www.frasercolorado.com
MEMO TO:Mayor Vandernail and the Board of Trustees
FROM:Wesley LaVanchy, Interim Town Manager
DATE:January 28, 2021
SUBJECT:Town Manager Recruitment
MATTER BEFORE BOARD:
T o s e c u r e a p e r m a n e n t T o w n M a n a g e r f o r t h e T o w n o f F r a s e r .
ACTION REQUESTED:
Define the process for selecting a permanent Town Manager.
BACKGROUND:
The Town Board has wide discretion in this matter as the appointment and the contractual
authority reside with the Board of Trustees. In December, the Town Board contracted for an
interim town manager with the assistance of the N.W.CoG who was instrumental in the
recruitment process. In preparation for the permanent recruitment, the Board set aside $40,000
in the 2021 budget.
DISCUSSION & DIRECTION:
I.Generally speaking, there are two broad options for the Board to consider in its
recruitment process:
1.Hire a recruiter: Under this scenario, the Board would contract with a professional
recruiting firm to manage the overall process. The advantage is that these firms have
established processes, procedures, and extensive networks and contacts that can aid
the overall process and alleviate the responsibility and tasks that would otherwise fall to
staff.
2.Direct staff to manage the process: Under this scenario, the Board would direct the
interim town manager to manage the overall process with the assistance of the clerk and
assistant town manager. We would use existing resources to post the announcement,
collect applications, compile packets and initiate background examinations. Staff would
provide a schedule and manage the communication. This effort would closely model the
process utilized for the recently completed interim town manager search.
Once the Board decides the recruitment process, staff will develop a schedule for your
consideration.
Town of Fraser
PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518
www.frasercolorado.com
II.Some Initial Decision Points:
1.Salary Range: New state anti-discrimination laws require that entities post the salary.
The current range that was established in the last compensation survey for the Town
for this position is $144,917 to $176,934. Is this your preference?
2.Housing Allowance: The Board may want to consider providing language in the
advertisement that creates flexibility to negotiate on this issue depending on
qualifications. Is this something you wish to address and/or negotiate?
3.Residency Requirement: The Board will need to provide some initial feedback on its
thoughts on this matter. Should this be defined as the “Fraser Valley” or within so
many miles or minutes?
4.Interview Process: During the interim interviews, there was both a staff and Board
component. This seemed to serve the selection process well. In addition, the Board
may want to consider a meet-n-greet with the pubic for its finalists.
Please contact me with questions/concerns. wlavanchy@town.fraser.co.us
Vacancy of Trustee Summary:
The Board has two options to fill the vacancy: appointment or call a special election
With in the 60 days after the resignation the vacancy must be filled by appointment or
If a vacancy in the board is not filled by appointment or an election is not ordered within
sixty days after the vacancy occurs, the board shall order an election, subject to the
municipal election code, to be held as soon as practicable to fill the vacancy
An election takes approximately 100 days to conduct.
31-10-108. Special elections
Special elections shall be held on any Tuesday designated by ordinance or resolution of the
governing body. No special election shall be held within the ninety days preceding a regular
election. No special election shall be called within sixty days before the date thereof, nor shall
any special election be held within the thirty-two days before or after the date of a primary,
general, or congressional vacancy election. A special election may be held at the same time
and place as a primary, congressional vacancy, or general election as a coordinated election
pursuant to section 1-7-116, C.R.S., or may be conducted at the same time as a mail ballot
election pursuant to article 7.5 of title 1, C.R.S. Special elections shall be conducted as nearly
as practicable in the same manner as regular elections.
31-4-303. Trustees to fill vacancy - mayor pro tem - clerk
pro tem
The board of trustees has the power, by appointment, to fill all vacancies in the board or any
other office, and the person so appointed shall hold his office until the next regular election and
until his successor is elected and has complied with section 31-4-401. The board also has the
power to fill a vacancy in the board or in any other elective office of the town by ordering an
election to fill the vacancy until the next regular election and until a successor has been elected
and has complied with section 31-4-401. If a vacancy in the board or in such other elective
office is not filled by appointment or an election is not ordered within sixty days after the
vacancy occurs, the board shall order an election, subject to the municipal election code, to be
held as soon as practicable to fill the vacancy until the next regular election and until a
successor has been elected and has complied with section 31-4-401. At its first meeting, the
board shall choose one of the trustees as mayor pro tem who, in the absence of the mayor from
any meeting of said board or during the mayor's absence from the town or his inability to act,
shall perform the mayor's duties. The board also has the power to elect a clerk pro tem to
perform the duties of the clerk during his absence or inability to act.
Committee Responsibilities, Eligibility, Term and Compensation
Economic Development Advisory Committee
Staff: Sarah Wieck
Responsibilities:
The Committee shall act in an advisory capacity to the Board of Trustees as requested by the
Board of Trustees and Town Manager.
The Committee is authorized to explore matters related to economic development in Fraser
and make recommendations to the Board of Trustees and Town Manager.
The Committee shall hold at least one (1) regular meeting each quarter. A quorum is not
required to hold a meeting. No vote or recommendation to the Town Board shall take place
without a quorum.
Eligibility:
All members of the Committee shall be bona fide residents of the Town, or own property within
the Town, or have at least ten percent (10%) ownership interest in a business that owns
property within the Town, or hold a management position with a business located in Fraser.
Committee members should provide a broad representation from the community and have an
interest in promoting the best interests of the Town and the surrounding community; be
objective and thoughtful.
Committee members shall have expertise or experience in one (1) or more of the following or
related areas:
o Legal, sales, marketing, finance and capital fundraising.
o Strategic planning, community development and engineering.
o Entrepreneurial, business development and job creation.
o Telecommunications/internet, resort/tourism, retail, service/transportation,
lodging/hospitality, energy/utilities, or commercial/office real estate.
Term:
T h e t e r m o f C o m m i t t e e m e m b e r s s h a l l b e t w o ( 2 ) y e a r s . C o m m i t t e e m e m b e r s m a y b e r e -
a p p o i n t e d t o t h e C o m m i t t e e f o r c o n s e c u t i v e t e r m s .
C o m p e n s a t i o n :
M e m b e r i s c o m p e n s a t e d $ 7 5 p e r m e e t i n g a t t e n d e d
Planning Commission
Staff: Catherine Trotter and Antoinette McVeigh
Responsibilities:
T h e P l a n n i n g C o m m i s s i o n m a y p r e p a r e s u c h p l a n s a n d r e g u l a t i o n s f o r a d o p t i o n b y i t a n d t h e
B o a r d o f T r u s t e e s a s m a y n o w o r h e r e i n a f t e r b e a u t h o r i z e d b y t h e l a w s o f t h e S t a t e o r
r e q u e s t e d b y t h e B o a r d o f T r u s t e e s , a n d s h a l l a c t i n a n a d v i s o r y c a p a c i t y t o t h e B o a r d o f
T r u s t e e s w h e n r e q u e s t e d b y t h e B o a r d o f T r u s t e e s o r r e q u i r e d b y t h e s t a t e s t a t u t e s o r t h e
o r d i n a n c e s o f t h e T o w n .
E l i g i b i l i t y :
All members of the Planning Commission shall be bona fide residents of the Town, and, if any
member ceases to reside in the Town, his or her membership on the Planning Commission
shall immediately terminate.
Term:
The terms of the ex officio members shall correspond to their respective official tenure. The
terms of each of the appointed members shall continue until the second regular municipal
election following the appointment or until his or her successor takes office, except as provided
by Paragraphs 2 - 6 - 2 0 (2) and (3). Selections or appointments to fill any vacancies caused by
the expiration of a member's term shall be made within thirty (30) days following the regular
municipal election at which the member's term expires. In case of a vacancy caused by the
resignation or removal of a member, the selection or appointment of a replacement shall be
made by the Mayor or Board of Trustees, as the case may be, within thirty (30) days from the
date the vacancy occurs unless a longer time is needed to find a suitable replacement.
Compensation:
M e m b e r i s c o m p e n s a t e d $ 7 5 p e r m e e t i n g a t t e n d e d
Public Arts Committee
Staff: Sarah Wieck
Responsibilities:
T h e C o m m i t t e e s h a l l a c t i n a n a d v i s o r y c a p a c i t y t o t h e B o a r d o f T r u s t e e s a s r e q u e s t e d b y
t h e B o a r d o f T r u s t e e s a n d T o w n M a n a g e r .
T h e C o m m i t t e e i s a u t h o r i z e d t o e x p l o r e m a t t e r s r e l a t e d t o a l l a s p e c t s o f p l a n n i n g ,
p r o g r a m m i n g , p r o c u r e m e n t , i n s t a l l a t i o n , o p e r a t i o n s , a n d m a i n t e n a n c e o f p u b l i c a r t p r o j e c t s
a n d a r t w o r k s i n t h e T o w n o f F r a s e r a n d m a k e r e c o m m e n d a t i o n s t o t h e B o a r d o f T r u s t e e s
a n d T o w n M a n a g e r .
T h e C o m m i t t e e s h a l l h o l d a t l e a s t o n e ( 1 ) r e g u l a r m e e t i n g e a c h q u a r t e r . A q u o r u m i s n o t
r e q u i r e d t o h o l d a m e e t i n g . N o v o t e o r r e c o m m e n d a t i o n t o t h e T o w n B o a r d s h a l l t a k e p l a c e
w i t h o u t a q u o r u m .
E l i g i b i l i t y :
A l l m e m b e r s o f t h e C o m m i t t e e s h a l l b e b o n a f i d e r e s i d e n t s w i t h i n t h e F r a s e r R e c r e a t i o n
D i s t r i c t b o u n d a r i e s , o r o w n p r o p e r t y w i t h i n t h e T o w n , o r h a v e a t l e a s t t e n p e r c e n t ( 1 0 % )
o w n e r s h i p i n t e r e s t i n a b u s i n e s s t h a t o w n s p r o p e r t y w i t h i n t h e T o w n , o r h o l d a m a n a g e m e n t
p o s i t i o n w i t h a b u s i n e s s l o c a t e d i n F r a s e r . C o m m i t t e e m e m b e r s s h o u l d p r o v i d e a b r o a d
r e p r e s e n t a t i o n f r o m t h e c o m m u n i t y a n d i n t e r e s t i n p r o m o t i n g t h e b e s t i n t e r e s t s o f t h e T o w n
a n d t h e s u r r o u n d i n g c o m m u n i t y ; b e o b j e c t i v e a n d t h o u g h t f u l .
C o m m i t t e e m e m b e r s s h a l l h a v e h i g h e r e d u c a t i o n , e x p e r t i s e o r e x p e r i e n c e i n v i s u a l a n d
p e r f o r m i n g a r t s o r i n r e l a t e d a r e a s .
T e r m :
T h e t e r m o f C o m m i t t e e m e m b e r s s h a l l b e t w o ( 2 ) y e a r s . C o m m i t t e e m e m b e r s m a y b e r e -
a p p o i n t e d t o t h e C o m m i t t e e f o r c o n s e c u t i v e t e r m s .
C o m p e n s a t i o n :
M e m b e r i s c o m p e n s a t e d $ 7 5 p e r m e e t i n g a t t e n d e d
Water Wastewater Committee
Staff: Russell Pennington, Adam Cwiklin and Beth Williams
Responsibilities:
T h e W a t e r a n d W a s t e w a t e r C o m m i t t e e s h a l l a c t i n a n a d v i s o r y c a p a c i t y t o t h e B o a r d o f
T r u s t e e s a s r e q u e s t e d b y t h e B o a r d o f T r u s t e e s a n d / o r t h e T o w n M a n a g e r .
T h e W a t e r a n d W a s t e w a t e r C o m m i t t e e i s a u t h o r i z e d t o e x p l o r e m a t t e r s r e l a t e d t o w a t e r a n d
w a s t e w a t e r a n d m a k e r e c o m m e n d a t i o n s t o t h e B o a r d o f T r u s t e e s a n d / o r t h e T o w n M a n a g e r .
T h e W a t e r a n d W a s t e w a t e r C o m m i t t e e s h a l l h o l d a t l e a s t o n e ( 1 ) r e g u l a r m e e t i n g q u a r t e r l y .
A q u o r u m i s n o t r e q u i r e d i n o r d e r t o h o l d a m e e t i n g .
E l i g i b i l i t y :
A l l m e m b e r s o f t h e W a t e r a n d W a s t e w a t e r C o m m i t t e e s h a l l b e b o n a f i d e r e s i d e n t s o f t h e
T o w n , o w n p r o p e r t y w i t h i n t h e T o w n o r h a v e a t l e a s t t e n - p e r c e n t o w n e r s h i p i n t e r e s t i n a
b u s i n e s s t h a t o w n s p r o p e r t y w i t h i n t h e T o w n . I f a n y m e m b e r c e a s e s t o m e e t t h e s e e l i g i b i l i t y
r e q u i r e m e n t s , h i s o r h e r m e m b e r s h i p o n t h e W a t e r a n d W a s t e w a t e r C o m m i t t e e s h a l l
i m m e d i a t e l y t e r m i n a t e .
T e r m :
T h e t e r m s o f t h e e x o f f i c i o m e m b e r s s h a l l c o r r e s p o n d t o t h e i r r e s p e c t i v e o f f i c i a l t e n u r e . T h e
t e r m s o f e a c h o f t h e a p p o i n t e d m e m b e r s s h a l l b e t w o ( 2 ) y e a r s , o r u n t i l h i s o r h e r s u c c e s s o r
t a k e s o f f i c e . T e r m s o f t h e a p p o i n t e d m e m b e r s s h a l l b e c o n c u r r e n t w i t h t h e t w o - y e a r
m u n i c i p a l e l e c t i o n c y c l e .
C o m p e n s a t i o n :
M e m b e r i s c o m p e n s a t e d $ 7 5 p e r m e e t i n g a t t e n d e d .
Town of Fraser
PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518
www.frasercolorado.com
REGULAR MEETINGS - FRASER TOWN HALL
MAYOR OFFICE HOURS
EVERY TUESDAY FROM 11:00-12:00
BOARD OF TRUSTEES
1st AND 3rd WEDNESDAY OF EACH MONTH - 6:00 PM WORKSHOP, 7:00 PM MEETING
PHILIP VANDERNAIL - MAYOR KATIE SOLES
EILEEN WALDOW - MAYOR PRO-TEM PARNELL QUINN
ANDY MILLER RYAN BARWICK
BRIAN CERKVENIK
PLANNING COMMISSION
4th WEDNESDAY OF EACH MONTH - 6:30 PM
JEAN WOLTER – CHAIRPERSON PARNELL QUINN
BOB GNUSE PHILIP VANDERNAIL
KATIE SOLES SAM BREWER
MARGARET BOWLES
WATER/WASTEWATER COMMITTEE
2nd TUESDAY OF EACH MONTH - 9:00 AM
RON ANDERSON – CHAIRPERSON EILEEN WALDOW
BOB WOLF PARNELL QUINN
BRIAN CERKVENIK PHILIP VANDERNAIL
DENNIS SOLES
PUBLIC ARTS COMMITTEE
3RD FRIDAY OF ECH MONTH- 9:00 AM
STEVE FITGERALD - CHAIRPERSON JERILYN SUSTER
CALLIE MCDERMOTT LISA BAIRD
DEBBE KNUTSON TARA ROSE HENDRICKS
ERIC VANDERNAIL
ECONOMIC DEVELOPMENT ADVISORY COMMITTEE
4TH TUESDAY OF EACH MONTH- 9:00 AM
BARRY YOUNG – CHAIRPERSON PAULA METCALF STUART
BRIAN NICHOLS TARA ROSE HENDRICKS
DEBORAH BUHAYAR