Loading...
HomeMy Public PortalAboutTBP 2011-12-07   BOARD OF TRUSTEES REGULAR MEETING AGENDA WEDNESDAY, DECEMBER 7, 2011 FRASER TOWN HALL Members of the Board may have dinner together @ 5:30 p.m. - Fraser Town Hall 1. Regular Meeting - 6:00Roll Call 2. Approval of Agenda 3. Executive Session: 7:00For a conference with the Town’s Special Counsel for the purpose of receiving legal advice on specific legal questions under C.R.S. Section 24-6-402(4)(b) and for the purpose of determining positions relative to matters that may be subject to negotiations, developing strategy for negotiations, and/or instructing negotiators, under C.R.S. Section 24-6-402(4)(e) regarding water matters. 4. Consent Agenda a) Minutes – November 16 & 23, 2011 b) Directing the Town Manager to execute contracts/agreements with the following agencies and entities as provided with the 2010 Budget: 1) Resolution 2011-12-08 First Transit, Inc. (The Lift Bus service) 2) Resolution 2011-12-09 NWCCOG GIS Services Agreement 3) Resolution 2011-12-10 Double Diamond Data contract for services 4) Resolution 2011-12-11 JRS Engineering, Town Engineering Services 5) Resolution 2011-12-17 McLaughlin Water Engineers Ltd. c) Directing the Town Manager to execute leases for Town property with the following individuals and/or entities: 1) Resolution 2011-12-12 Dale Booth, 105 Fraser Avenue 2) Resolution 2011-12-13 400 Doc Susie 3) Resolution 2011-12-14 Fraser Valley Metropolitan Recreation District, Fraser Historic Church 4) Resolution 2011-12-15 Sharky’s sign agreement 5) Resolution 2011-12-16 Rendezvous License Agreement d) Naming the following Town Officials: 1) Town Attorney: Rod McGowan, Cazier & McGowan 2) Water Attorney: Chris Thorne, Holland & Hart 3) Fire Chief: Todd Holzwarth, East Grand Fire Protection District #4 4) Designate Chief of Police Glen Trainor as Emergency Response Authority 5) Town Engineer: Jim Swanson, JRS Engineering 6) Town Water Rights & Supply Engineer: HRS Water Consultants 7) Town Manager: Jeffrey L. Durbin 8) Town Treasurer: Nathaniel Havens e) Designating the Fraser Town Hall foyer as the Town's official posting location. f) Resolution No. 2011-12-01, renewing the Town’s Three Mile Plan, as recommended by the Fraser Planning Commission and as authorized and required by Colorado State Statutes. g) Resolution 2011-12-18Adopting the 2012 Town of Fraser Personnel Handbook h) Authorizing the Mayor to enter into an employment agreement with Jeffrey L. Durbin as Town Manager 5. Open Forum a) Business not on the agenda 6. Updates 7. Public Hearing a) 2012 Budget Hearing 8. Discussion and Possible Action Regarding a) Resolution No. 2011-12-02 Adopting the Police Budget for 2012. b) Resolution No. 2011-12-03 Adopting the Winter Park/ Fraser Building Department Budget for 2012. c) Approval of 2012 Budget. d) Resolution No. 2011-12-04, Summarizing Revenues and Expenditures for Each Fund and Adopting the 2012 Budget. e) Resolution No. 2011-12-05, Levying Property Taxes for the Year 2011 to Help Defray the Costs of Government for Fraser for the Budget Year 2012. f) Resolution No. 2011-12-06, Appropriating Sums of Money to Various Funds and Spending Agencies, in the Amount and for the Purpose as Set Forth Below for Fraser for the Budget Year 2012. g) Resolution No. 2011-12-07, Adopting Fees for Water and Sewer Service in Fraser. 9. Community Reports 10. Staff Reports 11. Other Business ÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞÞ Upcoming Meetings: Wed. January 4, 2012 Board of Trustees Wed. January 18, 2012 Board of Trustees Wed. January 25, 2012 Planning Commission Posted November , 2011 Lu Berger  Lu Berger, Town Clerk FRASER BOARD OF TRUSTEES MINUTES DATE: Wednesday, November 16, 2011 MEETING: Board of Trustees Regular Meeting PLACE: Fraser Town Hall Board Room PRESENT Board: Mayor Fran Cook; Mayor Pro-Tem Steve Sumrall; Trustees: Peggy Smith, Vesta Shapiro, Scotty Brent, Philip Naill and Eric Hoyhtya Staff: Town Manager Jeff Durbin; Town Clerk, Lu Berger; Finance Manager Nat Havens; Public Works Director Allen Nordin; Town Planner, Catherine Trotter; Police Chief, Glen Trainor Others: See attached list Mayor Cook called the meeting to order at 7:07 p.m. 1.Workshop: 2012Budget 2.Regular Meeting: Roll Call 3.Approval of Agenda: motion Trustee Brent moved, and Trustee Hoyhtya seconded the to approve the Motion carried: 7-0. Agenda. 4.Consent Agenda: a) Minutes – November 2, 2011 b) Resolution 2011-11-04 Wapiti Drainage Swale project- Final Acceptance motion Trustee Shapiro moved, and Trustee Brent seconded the to approve the Motion carried: 7-0. consent agenda. 5.Open Forum: 6.Updates: 7.Public Hearings: a) Zoning Code Amendments motion Trustee Naill moved, and Trustee Hoyhtya seconded the to open the public Motion carried: 7-0 hearing on the Zoning Code Amendments. Proof of publication was entered into the record. Page 2 of 3 The Planning Commission held a public hearing on the proposed amendments to the Fraser Zoning Code on September 28, 2011 and recommended approval with a few final edits. The sign code is a complete revision. The proposed amendments to the Business Zone regulations attempt to delete the flexible nature of the zoning regulations by eliminating any reference to the absolute and relative policies and the point analysis for a proposed project. It is also our intent to have the exterior lighting and landscaping design standards in the Business Zone Regulations mirror the design standards in the Subdivision Regulations. Per the discussion at the last Town Board meeting, these standards will be incorporated into the new Chapter 14 of the Fraser Municipal Code, entitled Minimum Design Criteria and Construction Standards and the reader will be referred to Chapter 14 in both the Business Zone Regulations and the Subdivision Regulations. Fred Moore addressed the Board regarding the proposed building height increase. Mr. Moore also voiced his opinion on temporary/permanent banners, and electronic message signs. Trustee Smith voiced her objection to electronic message signs and the proposed sign to building ratio. motion Trustee moved, and Trustee seconded the to continue the public hearing on the Motion carried: 7-0 Zoning Code Amendments until January 18, 2012. b) 2012 Budget Hearing Proof of publication was entered into the record. motion Trustee Hoyhtya moved, and Trustee Shapiro seconded the to open the public Motion carried: 7-0 hearing on the 2012 Budget Hearing. FM Havens outlined the budget for the Board. motion Trustee Hoyhtya moved, and Trustee Naill seconded the to continue the public Motion carried: 7-0 hearing on the 2012 Budget Hearing. 8.Discussion and Possible Action Regarding: a) Resolution 2011-11-03 Fourth amendment to SIA Cozens Pointe & surety reduction. The final paving improvements at Cozens Pointe have been completed. Staff requested th approval of a 4 Subdivision Improvement Agreement (SIA) and reduction in surety to cover the one-year warranty for the final paving improvements at the November 16, 2011 TB meeting. The current letter of credit will be reduced from $194,139.26 to $11,410.25. Page 3 of 3 motion Trustee Sumrall moved, and Trustee Shapiro seconded the to approve Resolution 2011-11-03 Fourth amendment to SIA Cozens Pointe & surety reduction. Motion carried: 7-0. b) Personnel handbook updates TM Durbin briefed the Board on the changes made to the handbook. This will be brought th for adoption. back on December 7 9.Community Reports: 10.Other Business: motionMotion Trustee Naill moved, and Trustee Brent seconded the to adjourn. carried: 7-0. Meeting adjourned at 9:55 p.m. Lu Berger, Town Clerk FRASER BOARD OF TRUSTEES MINUTES DATE: Wednesday, November 23, 2011 MEETING: Board of Trustees Special Meeting PLACE: Fraser Town Hall Board Room PRESENT Board: Mayor Fran Cook; Mayor Pro-Tem Steve Sumrall; Trustees: Peggy Smith, Vesta Shapiro, Philip Naill and Eric Hoyhtya Staff: Town Manager Jeff Durbin; Town Planner, Catherine Trotter Others: See attached list Mayor Cook called the meeting to order at 4:40 p.m. 1. Executive Session: For the purpose of determining positions relative to matters that may be subject to negotiations, developing strategy for negotiations, and/or instructing negotiators, under C.R.S. Section 24-6-402(4)(e). motion Trustee Naill moved, and Trustee Hoyhtya seconded the to open the Executive Session for the purpose of determining positions relative to matters that may be subject to negotiations, developing strategy for negotiations, and/or instructing negotiators, Motion under C.R.S. Section 24-6-402(4)(e) regarding an annexation agreement. carried: 6-0. In: 4:41 p.m. Out: 5:30 p.m. motion Trustee Naill moved, and Trustee Shapiro seconded the to close the Executive Motion carried: 6-0. Session. 2. Executive Session; Town Manager Evaluation: For discussion of a personnel matter under C.R.S. Section 24-6-402(4)(f)(I) and not involving any specific employees who have requested discussion of the matter in open session. motion Trustee Hoyhtya moved, and Trustee Shapiro seconded the to open the Executive Session for discussion of a personnel matter under C.R.S. Section 24-6- 402(4)(f)(I) and not involving any specific employees who have requested discussion of Motion carried: 6-0. the matter in open session. In: 5:31 p.m. Out: 6:39 p.m. motion Trustee Hoyhtya moved, and Trustee Naill seconded the to close the Executive Motion carried: 6-0. Session. motionMotion Trustee Shapiro moved, and Trustee Hoyhtya seconded the to adjourn. carried: 6-0. Meeting adjourned at 6:40 p.m. Lu Berger, Town Clerk TOWN OF FRASER RESOLUTION NO. 2011 -12 -08 A RESOLUTION AUTHORIZING ENTERING INTO A CONTRACT WITH FIRST TRANSIT, INC. FOR TRANSPORTATION SERVICES BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: 1. That the Town Manager is hereby authorized to execute a contract with First Transit, Inc. for transportation services with a term to expire April 29, 2012. DULY MOVED, SECONDED, AND ADOPTED THIS 7 th DAY OF DECEMBER, 2011. ATTEST: Lu Berger, Town Clerk TOWN OF FRASER Fran Cook, Mayor This Agreement, entered into this 1st day of November 2011, by and between the Town of Fraser, Colorado, whose address for notices is Post Office Box 120, Fraser, Colorado 80442 "Customer and First Transit, Inc., a Delaware corporation, whose address for notices is PO Box 166, Winter Park, CO 80482, ATTN.: Operations Manager "First Transit SECTION 1. SERVICES AND TERM 1.1 TRANSPORTATION SERVICES AGREEMENT Town of Fraser First Transit hereby agrees to provide transportation services as described in Exhibit A during the terns of this Agreement. All such services provided by First Transit shall comply with and be in accord with all requirements of any applicable municipal, state, and federal laws, ordinances, rules and regulations and the terms and conditions of this Agreement. 1.2 This Agreement shall commence and take effect on November 15, 2011, and end on or about April 22, 2012. The Agreement may be extended by mutual written approval by both parties. SECTION 2. ROUTES AND SCHEDULES 2.1 The schedules, routes and stops for the shuttle service as well as the period of time that the service will operate, shall be determined by the Customer and First Transit through mutual written agreement prior to the commencement of the ski season and may thereafter be revised from time to time through their prior written agreement. The schedules, routes and stops shall be established to provide service to the Town of Fraser and surrounding properties and attractions. SECTION 3. INSURANCE 3.1 First Transit agrees to maintain in full force and effect during the term of this Agreement, insurance policies providing the following minimum coverage amounts: a. Worker's Compensation statutory required level b. Automobile liability $15,000,000. (Combined Single Limit) The Customer shall be named as an additional insured and such coverage shall be evidenced by a certificate of insurance. SECTION 4. DISCLAIMER OF AGENCY AND INDEMNIFICATION 4.1 First Transit acknowledges that it is an independent contractor, and as such, is not and shall not be construed to be an agent or employee of Customer. First Transit further agrees to indemnify, hold harmless and defend Customer from and against any and all liability for loss, damage or expense which Customer suffers or for which Customer is held liable by reason of injury, including death, to any person or damage to any property arising out of First Transit's negligent or willful act or omissions in performing this Agreement. Nothing in this indemnity shall require First Transit to indemnify, hold harmless and defend Customer from any liability for loss, damage or expense that arises out of any negligence, willful acts or omissions of Customer, its agents, servants or employees. SECTION 5. VEHICLES 5.1 All vehicles shall be maintained in good repair and working order, and in a clean and sanitary condition. All vehicles shall be adequately heated and ventilated and shall be equipped with a first -aid kit, one bus will be equipped with an "ADA" lift. SECTION 6. CHARGES 6.1 The schedule of charges for the transportation services described in Exhibit A, are set forth in Exhibit B. 6.2 Any extra work perfonned during the holiday season (Thanksgiving, Christmas Week, New Year Eve, MLK Day, Presidents weekend and Spring Break) periods will be billed separate from the contract on a monthly basis. 6.3 The payment schedule based upon the anticipated service level of 1033.5 hours shall be as follows: Base Service January 1, 2012 February 1, 2012 March 1, 2012 April 1, 2012 May 1,2012. May 1, 2012 10,000.00 10,000.00 10,000.00 10,000.00 10,000.00 2,000.00 contingency TOTAL 52,000.00 SECTION 7. MISCELLANEOUS PROVISIONS 7.1 Force Majeure. First Transit will incur no liability to Customer for failure to perform any obligation under this Agreement if prevented by a national emergency, wars, riots, fires, labor disputes, strikes, loss of transportation facility, federal, state or local laws, rules, regulations, shortages (local or national), or fuel allocation programs, or any other cause beyond First Transit's control whether existing now or hereafter. <16 7.2 Notices. All notices required or permitted by this Agreement shall be in writing and sent to the appropriate address shown on page 1 hereof or to such other address as either party may be furnished to the other in writing. Such notices shall be either deposited, postage prepaid, in the registered or certified United States mail, return receipt requested, or sent prepaid via air courier service and shall be effective upon receipt. 7.3 Modification. No waivers, alterations, or modifications of this Agreement or any agreement in connection with it shall be valid unless in writing and duly executed by both First Transit and Customer or to such other address as either party may be furnished to the other in writing: First Transit, PO Box 166, Winter Park, CO 80482, ATTN.: Operations Manager with a copy to General Counsel, First Group America, 600 Vine Street, Suite 1400, Cincinnati, Ohio 45202. 7.4 Entire Agreement. This Agreement, including the Exhibits, constitutes the entire agreement between the parties and will supersede all previous negotiations and commitments whether written or oral. 7.5 Savings Clause. The form of this Agreement is intended for general use in the United States of America and in the event that any of the terms and provisions are in violation of any Federal, State or Local law shall be of no force and effect to the extent of such violation or prohibition, without invaliding the remaining terms and provisions of this Agreement. IN WITNESS WHEREOF, Customer and First Transit have caused this Agreement to be executed by their duly authorized representatives as of the day and year first above written. Witnessed: TOWN OF FRASER, a Colorado Municipal Corporation By: Title: Date: First Transit, Inc. By:/471 fj Title: Region Vice President Date: I -2 2-VI EXHIBIT 'A' TO TRANSPORTATION SERVICES AGREEMENT Dated November 1, 2011 between the Town of Fraser (Customer), and First Transit, Inc. DESCRIPTION OF SERVICES First Transit will furnish transportation services for the guests and residents of the Meadow Ridge/Fraser area as desired by Customer. The defined service area shall be the existing, Purple /Red routes combined to be known as the Meadow Ridge Purple and Night Purple routes and all areas within three- fourths (3/4) of a mile on either side of the route. Such service will be performed with the authority of the Town of Fraser and in accordance with the laws and regulations of the United States Department of Transportation, the State of Colorado and all political subdivisions thereof. In order to provide the subject service, First Transit will provide and furnish all proposed regular service and spare buses, drivers, management, administration, insurance, maintenance, and payment of all applicable taxes and fees. In connection with its provision of transportation of services of the kind desired by the Customer, First Transit shall provide an adequate number of buses to perfolin the agreed upon routes with one bus being Lift Equipped. First Transit will run the school type bus for the operation of routes and schedules as mutually agreed upon by Customer and First Transit. One additional bus to service a route to be split with the Town of Winter Park will be provided also. Additional buses will be provided during holiday and busy seasons as directed by the Customer. All buses shall be equipped with such safety appliances and features as are required by the Colorado Public Utilities Commission, as well as with two -way radios which are compatible with, and of the same frequency as Channel transportation prim of the Winter Park Recreational Association's radio communication system. EXHIBIT 'B' TO TRANSPORTATION SERVICES AGREEMENT Dated November 15, 2011 between the Town of Fraser (Customer), and First Transit Inc. RATES The day /night shuttle transportation service shall be provided to the Town Of Fraser at the following rate: Flat rate charge per month listed in section 6.3: minimum of 1033.50 hours per season. TOWN OF FRASER RESOLUTION NO. 2011-12-09 NORTHWEST COLORADO A RESOLUTION ENTERING INTO A CONTRACT WITH COUNCIL OF GOVERNMENTS (NWCCOG) FOR GIS SERVICES BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: Northwest Colorado 1. That the Town Manager is hereby authorized to execute contract with Council of Governments (NWCCOG ) for GIS Serviceswith a term to expire December 31, 2012. th DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. TOWN OF FRASER Fran Cook, Mayor ATTEST: Lu Berger, Town Clerk TOWN OF FRASER RESOLUTION NO. 2011-12-10 A RESOLUTION ENTERING INTO A CONTRACT WITH DOUBLE DIAMOND DATA, LLC. FOR COMPUTER SUPPORT BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: 1. That the Town Manager is hereby authorized to execute a contract with Double Diamond Data, LLC. for computer support with a term to expire December 31, 2012. th DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2012. TOWN OF FRASER Fran Cook, Mayor ATTEST: Lu Berger, Town Clerk TOWN OF FRASER RESOLUTION NO. 2011-12-11 A RESOLUTION ENTERING INTO A CONTRACT WITH JRS ENGINEERING CONSULTANT, LLC. FOR ENGINEERING SERVICES BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: 1. That the Town Manager is hereby authorized to execute a contract with JRS Engineering Consultant LLC. for engineering services with a term to expire December 31, 2012. th DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. TOWN OF FRASER Fran Cook, Mayor ATTEST: Lu Berger, Town Clerk TOWN OF FRASER RESOLUTION NO. 2011-12-17 A RESOLUTION ENTERING INTO A CONTRACT WITH McLAUGHLIN WATER ENGINEERS LTD. FOR ENGINEERING SERVICES BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: 1. That the Town Manager is hereby authorized to execute a contract with McLaughlin Water Engineers for engineering services with a term to expire December 31, 2012. th DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. TOWN OF FRASER Fran Cook, Mayor ATTEST: Lu Berger, Town Clerk TOWN OF FRASER RESOLUTION NO. 2011-12-12 A RESOLUTION APPROVING A LEASE AGREEMENT WITH DALE BOOTH FOR THE PROPERTY LOCATED AT 105 FRASER AVENUE IN FRASER. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: 1. That the Town Board of Fraser, Colorado hereby approves the attached lease agreement and authorizes the Town Manager to execute the lease agreement. 2. All documents must be executed within sixty days of the date of this Resolution or this approval shall no longer be effective. th DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. TOWN OF FRASER Fran Cook, Mayor ATTEST: Lu Berger, Town Clerk  TOWN OF FRASER RESOLUTION NO. 2011-12-13 A RESOLUTION AUTHORIZING THE TOWN MANAGER TO LEASE AGREEMENT THE PROPERTY LOCATED AT 400 DOC SUSIE AVENUE IN FRASER. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: 1. That the Town Board of Fraser, Colorado hereby authorizes the Town Manager to execute a lease agreement for 400 Doc Susie. th DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. TOWN OF FRASER Fran Cook, Mayor ATTEST: Lu Berger, Town Clerk  TOWN OF FRASER RESOLUTION NO. 2011-12-14 A RESOLUTION APPROVING A LEASE AGREEMENT WITH FRASER VALLEY METROPOLITAN RECREATION DISTRICT FOR THE PROPERTY LOCATED AT 117 EISENHOWER IN FRASER. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: 1. That the Town Board of Fraser, Colorado hereby approves the attached lease agreement and authorizes the Town Manager to execute the lease agreement. 2. All documents must be executed within sixty days of the date of this Resolution or this approval shall no longer be effective. th DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. TOWN OF FRASER Fran Cook, Mayor ATTEST: Lu Berger, Town Clerk  L E A S E Historic Church and Program Building Lessor: The Town of Fraser Board of Trustees 153 Fraser Avenue P.O. Box 120 Fraser, Colorado 80442 Referred to as the “Town” or “Fraser” throughout this document. Lessee: Fraser Valley Metropolitan Recreation District P.O. Box 3348 Winter Park, CO 80482 726-8968 Referred to as FVMRD or “tenant” throughout this document. Premise: This lease provides for the exclusive use of that portion of the building located at 117 Eisenhower Ave commonly referred to as the modular addition. Collectively, the premise description is referred to as “the facility” or “the premise” in this document. Uses: FVMRD activities and classes. Terms: The initial term of the Lease commences January 1, 2012 and shall terminate on December 31, 2012. No Lease shall be valid for more than one (1) year unless approved by Town Ordinance. Rent of $0 monthly in accordance with the terms of the Intergovernmental Agreement between the Town of Fraser and the Fraser Valley Metropolitan Recreation District. This rent will be evaluated annually concurrent with annual updates to the Intergovernmental Agreement. FVMRD shall be responsible for its proportionate share of utility and cleaning costs for the building. Provisions: FVMRD shall be responsible for all damages to the facility and/or persons that are the result of FVMRD sponsored programs. Failure to keep the facility in a clean, orderly, and safe fashion may result in the Town initiating corrective actions (cleaning, repair, etc.) that will be charged against the lessee’s damage deposit. Fraser shall be responsible for replacement or repair of all permanent fixtures in the building, including electrical, heating, landscaping, the roof structure, and plumbing. IN CONSIDERATION of the mutual promises contained herein and of the rents and other payments to be made by Tenant to the Town of Fraser, the parties hereto agree as follows: 1. The Town of Fraser hereby specifically states that this Lease is in the best interests of the municipality and this Lease is being made pursuant to the provisions of Title 31-15-713, Colorado Revised Statutes, 1973, as amended, and is subject to the provisions contained therein. 2. The Town of Fraser, by and through its Board of Trustees, hereby leases to designated Tenant the premises (being a certain described area located in the building on Lots 26 and 27, Block 8 First Addition to the Town of Fraser, County of Grand, State of Colorado), on the terms, conditions and provisions contained herein. 3. Subsequent to the initial term of the Lease as set forth herein, if Tenant shall remain in possession of the premises, without a written agreement for any extension, then such holding over shall be deemed and taken to be a holding upon a tenancy at will at a rental amount as herein provided, payable in advance on the same day of each month as herein provided, all other terms and conditions of this Lease remaining the same. Such tenancy at will may be terminated by either party having given five (5) days notice in writing of such termination notwithstanding that neither party may be in violation of any terms, provisions, conditions or rent payments provided herein. 5. Town’s Warranties. A. Town warrants peaceful possession and uses set forth herein unto the Tenant of the premises. B. Town shall provide and pay for water, sewer, trash removal and snow plowing. C. Town shall make all repairs it deems necessary to the roof, structural portion of the building, exterior walls, parking lots, hallways, plumbing, electrical and heating systems, and other repairs not caused by Tenant’s acts nor the acts of any of Tenant’s guests, invitees, customers, employees or associates. 6. Tenant’s Obligations. A. Tenant shall pay all rents provided for herein when due. B. Tenant has full legal right to enter into this Lease and to make the rental payments provided for in this Lease. C. Unless Tenant is specifically described as a corporation in this Lease, then the individuals signing hereby agree to be personally obligated under this Lease. Town shall not object to substitution of individuals, if Tenant is not a corporation, so as to release the original persons from individual liability as described herein. D. Not to sublease nor allow any other persons or organizations to use the premises, either temporarily or permanently. E. To hold Town harmless and free of any liability resulting from any personal injury or property damage which may result from any failure of plumbing, sewers, water line, theft of any of Tenant’s property or valuable papers, damages caused by other Tenants or their guests, invitees, employees, associates or customers. F. To immediately repair or replace, without cost to Town, any damages caused by any of Tenant’s guest, customers, invitees, employees, associates or others on the property, in the building or at the premises because of Tenant’ use of the premises. G. To order no repairs or improvements to the expense of Fraser without first obtaining approval from the Town for any such repairs, replacements, improvements or alterations (including painting, wallpapering, carpeting, laying linoleum, installing curtain rods and curtains, drapery rods or drapes). All repairs and remodeling shall be to Town standards and approved by the Town. H. At the expiration and termination of this Lease, to surrender and deliver up said premises in as good order and condition as when the same were entered upon, ordinary wear and tear excepted. I. To use said premises for no purpose prohibited by the laws of the United States, State of Colorado, and the ordinances and regulations of the Town of Fraser. J. To neither permit nor suffer any disorderly conduct, noise, odors or nuisance whatsoever about said premises having a tendency to annoy or disturb any persons occupying adjacent premises. K. To neither permit nor suffer said premises, or the walls or floors thereof, to be endangered by overloading. L. No safe or article, the weight of which may constitute a hazard or danger to the building or its equipment, shall be moved onto the premises. M. Water closets, showers, sinks, tubs, and other water fixtures shall not be used for any purpose other than that for which the same are normally intended, and any damage resulting to the same from misuse on the part of the Tenant, its agents, employees, guests or invitees, shall be paid for by the Tenant. The tenant, its agents, employees, guests, or invitees shall not waste water by tying back or wedging the faucets, or in any other manner, except where posted to prevent freezing. N. To permit Town, or its designated agents, at any time, to enter upon and go through and view said premises. O. Not to use, store, carry or allow on the premises any oil, gas, inflammable liquids or other hazardous articles, nor any goods or do anything in or about said premises which will in any way tend to increase the insurance rates on said building. P. To pay all sales taxes, personal property taxes and all other taxes levied on the property or business of Tenants that are due from time to time. Q. To surrender and deliver up the possession of said premises promptly at the termination or expiration of this Lease. R. Not to mark upon, paint signs upon, cut, drill into, drive or use pneumatic or explosive devises to drive nails or screws into, or in any way deface the walls, ceilings, partitions or floors of the premises or property, including common areas of the building; and any defacement, damage or injury caused by the Tenant, guests, agents, employees or trespassers shall be paid for by Tenant. This clause shall not restrict Tenant from installing reasonable shelves or wall hangings required as ancillary to any lawful business of Tenant to the extent that such markings are reasonable and necessary. S. Not use any public or Town telephone for regular business usage nor for leaving of any messages for Tenant. If Tenant desires installation of its own telephone, such expense, including installation and regular charges, shall be paid by Tenant. T. Town will not be carrying insurance for, nor will it be responsible for, any loss, theft, damage, destruction or misuse of any of Tenant’s personal property. U. Tenant shall carry its own insurance and indemnify the Town pursuant to C.R.S. 24- 10, as well as listing the Town as an “additionally insured” party on Tenant’s policy. A certificate of insurance showing the same shall be provided to the Town upon signing this lease. V. To comply with any additional Rules and Regulations that the Town may adopt to facilitate the public safety, health and welfare in the management of said Community Building. W. Tenant shall make reasonable cleaning and organizing of the area as a courtesy to those who will also use the building. X. General janitorial maintenance of floors, walls, windows and doors in the building areas utilized by FVMRD shall be provided by FVMRD. Y. Tenant shall allow use of facility by Town as needed for meeting space and as long as the Town’s use does not conflict with FVMRD scheduling. 7.Building Security Fraser and FVMRD recognize their responsibility and the importance of providing a safe, secure environment for their respective programs and missions. To this end, keeping the building safe and secure is a mutual goal of both parties and each agree to the following: A. FVMRD shall not install any different or additional locks on any doors or windows without first obtaining written consent of Town and delivery to the Town of a key for each such different of additional locks. The Town will not access the property without first providing reasonable notice, if possible. 8.Signs. Tenant shall be allowed to install appropriate signage to identify the location of Tenant’s premises. However, such sign, and any exterior sign that the Town might permit, shall comply with Sign Ordinance and be approved by the Town prior to installation. Such approval may be withdrawn at a later date in order to make uniform the size, style, design, lettering or content of any signs that all Tenants in the building will be permitted to utilize. 9.Parking. A. Tenant, together with Tenant’s employees, guests, and agents, may use the parking areas provided adjacent to the building. However, if town designates certain areas for other uses or for parking by town, Tenant or other Tenants, then Tenant hereby agrees to comply with such designation. B. No cars, trucks, materials or other articles or vehicles, shall be parked or stored on the property unless the Tenant is physically present in the building. No parking shall be permitted overnight nor on weekends. No Tenant shall store any equipment or other articles on any part of the property except for the designated premises. 9.Advertising. If Tenant does any advertising, then the Tenant shall designate the location of its premises as being in the Fraser Municipal Complex. . 10. Assignment A. Tenant shall not assign or transfer this Lease, or any part thereof. B. Tenant shall not sublease the premises or any part thereof. 11.Mechanics’ Liens. Tenant shall not do or suffer anything to be done whereby the premises or any part of the property described in this Lease may be encumbered by a mechanic’s or similar lien; and if, whenever, and as often as any mechanic’s or any similar lien is created against the said premises or property, purporting to be for or on account of labor done or materials or services furnished in connection with any work in or about the premises or property, done by, for or under the authority of the Tenant, or anyone claiming by, through or under him, Tenant shall discharge the same and cause it to be released of record within ten (10) days after the date of filing. 12. Default and Attorney’s Fees. A. If Tenant be in default of any provision or obligation contained herein, and such default is not corrected within five (5) days after receipt of written notice of default from Town at the address set forth herein, then Town shall have the right to terminate this Lease. Such termination shall be effectuated by Town sending a Notice to Vacate to Tenant at the address set forth herein, which termination shall be effective three (3) days after mailing of such Notice to Vacate. Upon such termination, Town may retake possession of the premises, change locks and retain possession of any of Tenant’s personal property pursuant to its lien rights described herein. No such termination shall prevent Town from pursuing any legal remedies for collection of any sums due from Tenant under any provisions of this Lease. B. If any sums of money are due to Town or if Town is obligated to pay any debts of Tenant, then Town shall have a lien on any personal property of Tenant located on such premises, whether or not this Lease has been terminated. In such case, Town shall have the right to retain exclusive possession of the personal property and to sell the same at public auction after sixty (60) days subsequent to date of possession, if such sums due from Tenant are not paid within sixty (60) days. C. Tenant shall pay all reasonable attorney’s fees and court costs of Town if Town hires an attorney on account of breach by Tenant of any terms of this Lease, whether or not this Lease is terminated as a result of such breach, or if Town institutes litigation against Tenant for unlawful detainer, or if Town is made a party to any litigation instituted by a third person, relating to these premises leased to Tenant, wherein Town is not at fault. Such reasonable attorney’s fees and costs incurred by Tenant shall be paid by Tenant whether or not any such litigation is prosecuted to judgment or is settled. Dated: December 1, 2011. TOWN OF FRASER TENANT A Municipal Corporation By: _________________________ By: ___________________________ Town Manager Scott Ledin ATTEST: _____________________________ Town Clerk TOWN OF FRASER RESOLUTION NO. 2011-12-15 A RESOLUTION APPROVING A LICENSE AGREEMENT WHICH PERMITS AN OFF- PREMISE SIGN, WITH CONDITIONS, WITH THE OWNERS OF SHARKY’S EATERY, LOCATED AT 221 DOC SUSIE AVENUE IN FRASER. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: 1. That the Town Board of Fraser, Colorado hereby approves the attached license agreement and authorizes the Town Manager to execute the license agreement. 2. All documents must be executed within sixty days of the date of this Resolution or this approval shall no longer be effective. th READ, PASSED AND ADOPTED BY THE BOARD OF TRUSTEES THIS 7 DAY OF DECEMBER, 2011. BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO BY: Mayor ATTEST: (S E A L) Town Clerk LICENSE AGREEMENT THIS LICENSE AGREEMENT (“Agreement”) is made and entered into on December 1, 2011, by and between THE TOWN OF FRASER, COLORADO, a municipal corporation of the State of Colorado (the “TOWN”) and Kaydee Fisher and Veronica Callinan, owners of Sharky’s Eatery (“LICENSEE”), located at 221 Doc Susie Avenue in Fraser. This agreement is effective upon execution of the LICENSEE and following execution by the Mayor of the Town of Fraser on the date indicated below. ARTICLE 1.0 – RECITALS AND PURPOSE. 1.1 The TOWN is the owner of certain property, commonly known as the Mustang property; more legally described as Lots 17-19, Block 5, Town of Eastom AKA Town of Fraser (“TOWN property”). 1.2 LICENSEE has requested permission to place an off-premises sign on said TOWN property. 1.3 In accordance with the Fraser Municipal Code Section 16-10-330, “Off- premises signs may be permitted if the business street frontage is not on US 40. Property owner permission is required and off-premises signs must be approved by the Board of Trustees on a case-by-case basis.” 1.4 The TOWN is willing to grant a revocable license to the LICENSEE under the terms and conditions as hereinafter specified in this Agreement. ARTICLE 2.0 – TERMS AND CONDITIONS. In consideration of the TOWN’S agreement to permit the LICENSEE to place an off-premises sign upon the TOWN’S property, and in consideration of the Fraser Municipal Code, TOWN and LICENSEE agree as follows: 2.1 TOWN hereby grants to the LICENSEE a revocable license to place an off-premises sign on said TOWN property with such limitations as are set forth herein, including, but not limited to: a. The one sign allowed by this Agreement shall be constructed, installed, placed, kept and repaired at LICENSEE’S sole expense and LICENSEE agrees to maintain said sign in good repair during the period of this Agreement. In addition, the location of the one sign shall conform to the attached site plan on Exhibit A. The sign shall be centered between the back of the bus stop sign post and edge of parking lot asphalt. Town of Fraser PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518 www.frasercolorado.com b. LICENSEE understands and agrees that the TOWN shall not be liable or responsible for any costs related to any damage, maintenance, repair, or removal of the one sign pursuant to this Agreement. c. LICENSEE shall apply for a sign permit and pay the applicable fee. d. LICENSEE shall remove the existing freestanding “restaurant” sign within 45 days of execution of this AGREEMENT. 2.2 The license as granted in paragraph 2.1 above shall continue from the date of this Agreement to the time that this Agreement is terminated. The TOWN may terminate this Agreement at any time by giving forty-eight (48) hours notice in advance of the effective date of termination and specifying the date of termination therein and, in the event the TOWN exercises said right to terminate, LICENSEE expressly agrees to remove the sign from the TOWN’S property by the effective date of termination and return such property to its original condition as promptly thereafter as is reasonably possible. This license shall automatically renew each calendar year unless there is a change in ownership. 2.3 LICENSEE expressly agrees to indemnify and hold harmless the TOWN and any of its officers or employees from any and all claims, damages, liability, or court awards, including costs and attorney’s fees that are or may be awarded as a result of any loss, injury or damage sustained or claimed to have been sustained by anyone, including, but not limited to, any person, firm, partnership, or corporation, in connection with, arising out of, or relating to the issuance of this license. 2.4 LICENSEE agrees to name the TOWN as an additional insured on their insurance policy and provide written verification of same to the TOWN. 2.5 The TOWN does not waive, nor shall anything herein be construed as a waiver of, any of the rights, privileges, or immunities granted to it under the Colorado Governmental Immunity Act, Section 24-10-101 et seq., C.R.S., as amended. 2.6 LICENSEE agrees to repair and reconstruct any damage to the TOWN”S property prior to or immediately upon termination of this Agreement for any reason and return such property to its original condition at the expense of LICENSEE and at no expense to the TOWN. ARTICLE 3.0 – ASSIGNMENT . This Agreement shall not be assigned by LICENSEE without the prior written consent of the TOWN which may withhold its consent for any reason. ARTICLE 4.0 – EXHIBITS . All exhibits referred to in this Agreement are, by reference, incorporated herein for all purposes. Town of Fraser PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518 www.frasercolorado.com ARTICLE 5.0 – INTEGRATION AND AMENDMENT. This Agreement represents the entire Agreement between the parties and there are no oral or collateral agreements or understandings. This Agreement may be amended only by an instrument in writing signed by the parties. If any other provision of this Agreement is held invalid or unenforceable, no other provision shall be affected by such holding, and all of the remaining provisions of this Agreement shall continue in full force and effect. ARTICLE 6.0 – NO THIRD PARTY BENEFICIARIES. It is expressly understood and agreed that enforcement of the terms and conditions of this Agreement , and all rights of action relating to such enforcement, shall be strictly reserved to the TOWN and the LICENSEE, and nothing contained in this Agreement shall give or allow any such claim or right of action by any third party on such Agreement. TOWN OF FRASER LICENSEE A Municipal Corporation By: BY: Town Manager Kaydee Fisher ATTEST: ATTEST: Town Clerk By: Veronica Callinan ATTEST: Town of Fraser PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518 www.frasercolorado.com TOWN OF FRASER RESOLUTION NO. 2011-12-16 A RESOLUTION APPROVING A REVOCABLE LICENSE AGREEMENT WITH RENDEZVOUS COLORADO, LLC. PERMITING 2 SHEDS OWNED BY RENDEZVOUS COLORADO, LLC. TO REMAIN ON TOWN PROPERTY AND ALLOWING THE TOWN TO CONDUCT RANDOM INSPECTIONS OF THE CONTENT OF THE SHEDS NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: 1. That the Town Board of Fraser, Colorado hereby approves the attached license agreement and authorizes the Town Manager to execute the license agreement. 2. All documents must be executed within sixty days of the date of this Resolution or this approval shall no longer be effective. READ, PASSED ON ROLL CALL VOTE, AND ADOPTED BY THE BOARD OF TRUSTEES th THIS 7 DAY OF DECEMBER, 2011. BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO BY: Mayor ATTEST: (S E A L) Town Clerk LICENSE AGREEMENT THIS LICENSE AGREEMENT (“Agreement”) is made and entered into on December 1, 2011, by and between THE TOWN OF FRASER, COLORADO, a municipal corporation, P.O. Box 370, Fraser, CO. 80442 (the “TOWN”) and Rendezvous Colorado, LLC, P.O. Box 149, Winter Park, CO. 80482 (“LICENSEE”). This agreement is effective upon execution of the LICENSEE and following execution by the Manager of the Town of Fraser on the date indicated below. ARTICLE 1.0 – RECITALS AND PURPOSE. 1.1 The TOWN is the owner of a certain 15,989 square foot parcel of property known as Well Site No.5 and legally described in Exhibit A (“TOWN property”). 1.2 LICENSEE has inadvertently erected 2 (two) storage sheds with concrete pads on said TOWN property. 1.3 LICENSEE has requested, and the Town has agreed to grant a revocable license to the LICENSEE under the terms and conditions as hereinafter specified in this Agreement. ARTICLE 2.0 – TERMS AND CONDITIONS. In consideration of the TOWN’S agreement to permit the LICENSEE to leave the two (2) existing storage sheds with concrete pads on said TOWN property, TOWN and LICENSEE agree as follows: 2.1 TOWN hereby grants to the LICENSEE a revocable license to leave inplace the two (2) existing storage sheds with concrete pads on said TOWN property with such limitations as are set forth herein, including, but not limited to: a. LICENSEE shall perform best management practices so as not to engage in any activity which creates a foreseeable risk of damage or injury to the Town’s drinking water supply as outlined in the Town of Fraser Municipal Code, Article 3; Water Supply Protection District, Sections 13-3-10 through 13-3-90. b. The maintenance and repair of the 2 (two) existing storage sheds allowed by this Agreement shall be at LICENSEE’S sole expense and LICENSEE agrees to maintain said storage sheds in good repair during the period of this Agreement. In addition, the location of the two (2) storage sheds shall remain in the existing locations as depicted on the attached Exhibit B. Town of Fraser PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518 www.frasercolorado.com c. LICENSEE understands and agrees that the TOWN shall not be liable or responsible for any costs related to any damage, maintenance and/or repair of the two (2) storage sheds pursuant to this Agreement. 2.2 The license as granted in paragraph 2.1 above shall continue from the date of this Agreement to the time that this Agreement is terminated. The TOWN may terminate this Agreement at any time by giving thirty (30) days written notice in advance of the effective date of termination and specifying the date of termination therein and, in the event the TOWN exercises said right to terminate, LICENSEE expressly agrees to remove the storage sheds from the TOWN’S property by the effective date of termination and return such property to its original condition as promptly thereafter as is reasonably possible. This license shall automatically renew each calendar year unless there is a change in ownership. 2.3 LICENSEE expressly agrees to indemnify and hold harmless the TOWN and any of its officers or employees from any and all claims, damages, liability, or court awards, including costs and attorney’s fees that are or may be awarded as a result of any loss, injury or damage sustained or claimed to have been sustained by anyone, including, but not limited to, any person, firm, partnership, or corporation, in connection with, arising out of, or relating to the issuance of this license. 2.4 LICENSEE agrees to name the TOWN as an additional insured on their insurance policy and provide written verification of same to the TOWN. 2.5 The TOWN does not waive, nor shall anything herein be construed as a waiver of, any of the rights, privileges, or immunities granted to it under the Colorado Governmental Immunity Act, Section 24-10-101 et seq., C.R.S., as amended. 2.6 LICENSEE agrees to repair and reconstruct any damage to the TOWN”S property prior to or immediately upon termination of this Agreement for any reason and return such property to its original condition at the expense of LICENSEE and at no expense to the TOWN. ARTICLE 3.0 – ASSIGNMENT . This Agreement shall not be assigned by LICENSEE without the prior written consent of the TOWN which may withhold its consent for any reason. ARTICLE 4.0 – EXHIBITS . All exhibits referred to in this Agreement are, by reference, incorporated herein for all purposes. ARTICLE 5.0 – INTEGRATION AND AMENDMENT. This Agreement represents the entire Agreement between the parties and there are no oral or collateral agreements or understandings. This Agreement may be amended only by an instrument in writing signed by the parties. If any other provision of this Agreement is held invalid or unenforceable, no other provision shall be affected by such holding, and all of the remaining provisions of this Agreement shall continue in full force and effect. Town of Fraser PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518 www.frasercolorado.com ARTICLE 6.0 – NO THIRD PARTY BENEFICIARIES. It is expressly understood and agreed that enforcement of the terms and conditions of this Agreement , and all rights of action relating to such enforcement, shall be strictly reserved to the TOWN and the LICENSEE, and nothing contained in this Agreement shall give or allow any such claim or right of action by any third party on such Agreement. TOWN OF FRASER LICENSEE A Municipal Corporation By: BY: Town Manager Terry Stanford, Rendezvous Colorado, LLC. ATTEST: ATTEST: Town Clerk Town of Fraser PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518 www.frasercolorado.com TOWN OF FRASER RESOLUTION NO. 2011-12-01 RENEWING THE TOWN OF FRASER’S THREE MILE PLAN, AS RECOMMENDED BY THE FRASER PLANNING COMMISSION AND AS AUTHORIZED AND REQUIRED BY COLORADO REVISED STATUTES WHEREAS, the Town of Fraser is required by C.R.S. 31-12-105(1)(e) to have in place a plan that is updated annually to apply to all territory within the boundaries of the Town of Fraser and to those areas outside the Town as provided by C.R.S. 31-12-105(1)(e); WHEREAS, the Three Mile Plan is incorporated within the Town of Fraser Comprehensive Plan; WHEREAS, areas within the Three Mile Planning Area have been considered regarding general land description, land use, utilities, transportation, community services, open space, parks, and recreational amenities; and WHEREAS, the Fraser Planning Commission extensively reviewed the Three Mile Plan as included within the 2010 Comprehensive Plan and recommends no changes at this time and recommends its adoption for the health, safety, and welfare of current and future residents of the Town of Fraser. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT the Three Mile Plan as approved by the Fraser Planning Commission beupdated as included within the 2010 Town of Fraser Comprehensive Plan. th DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. TOWN OF FRASER Fran Cook, Mayor ATTEST: Lu Berger, Town Clerk TOWN OF FRASER RESOLUTION NO. 2011-12-18 A RESOLUTION APPROVING AMENDMENTS TO THE TOWN OF FRASER PERSONNEL HANDBOOK BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: 1. The Town Board of Fraser, Colorado hereby approves the attached Amendment to the Personnel Handbook. th DULY MOVED, SECONDED AND ADOPTED THIS 7 DAY OF December, 2011. BOARD TRUSTEES OF THE TOWN OF FRASER, COLORADO BY: Mayor (S E A L) ATTEST: Town Clerk Personnel Handbook 2012 Effective 2012 Page 1 Table of Contents Introduction ................................................................................................................................................... 3 Welcome from the Town Manager ............................................................................................................... 4 The Town of Fraser ....................................................................................................................................... 5 Management Authority ................................................................................................................................. 8 Equal Employment Opportunity and Unlawful Harassment ...................................................................... 9 Employment Status and Benefits .............................................................................................................. 10 Statement of At-Will Employment ......................................................................................................... 10 Employee Status .................................................................................................................................... 10 Residency Requirement ........................................................................................................................ 11 Nepotism ................................................................................................................................................. 11 New Employee Orientation .................................................................................................................... 11 Workweek and Payroll Period Defined ................................................................................................. 12 Timesheets and Time Accounting ........................................................................................................ 12 Deductions from all Employees’ Pay .................................................................................................... 14 Benefits ........................................................................................................................................................ 15 CCOERA 401(a) Retirement Plan .......................................................................................................... 15 CCOERA 457 Deferred Compensation ................................................................................................. 15 Paid Time Off .......................................................................................................................................... 16 Comp Time .............................................................................................................................................. 17 Holidays .................................................................................................................................................. 18 Medical/ Dental/Life Insurance .............................................................................................................. 18 Workers Compensation Insurance ....................................................................................................... 19 Leave Without Pay for Temporary Disability ....................................................................................... 20 Section 125 Flexible Spending Accounts ............................................................................................ 20 Clothing Allowance ................................................................................................................................ 20 Annual Performance Bonus .................................................................................................................. 21 Seasonal and Part Time Employee Benefits ........................................................................................ 22 General Provisions ..................................................................................................................................... 24 Ethics and the General Standard of Conduct ...................................................................................... 24 Jury Duty ................................................................................................................................................. 24 Family and Medical Leave (FMLA) ........................................................................................................ 24 Military Leave ......................................................................................................................................... 25 Political Activity ..................................................................................................................................... 25 Voting ...................................................................................................................................................... 25 Professional Development/Training ..................................................................................................... 25 Business Expense Reimbursements ................................................................................................... 26 Gifts or Gratuity ...................................................................................................................................... 26 Smoking .................................................................................................................................................. 26 Vehicle Fueling Policy ........................................................................................................................... 26 Use of Town Property ............................................................................................................................ 27 Vehicle Use ............................................................................................................................................. 28 Telephone Use ........................................................................................................................................ 29 E-mail and Internet Use ......................................................................................................................... 29 Computer Systems and Network File Server ....................................................................................... 30 Children at Work .................................................................................................................................... 31 Pets at Work ........................................................................................................................................... 31 Dress Code ............................................................................................................................................. 31 Public Information Officer ..................................................................................................................... 31 Personnel Records ................................................................................................................................ 31 Town Records Management .................................................................................................................. 32 Outside Employment ............................................................................................................................. 32 Employee Evaluations ........................................................................................................................... 32 Disciplinary Action ................................................................................................................................. 33 Safety ...................................................................................................................................................... 34 Workplace Violence ............................................................................................................................... 34 Drugs and Alcohol ................................................................................................................................. 35 Effective 2012 Page 2 Introduction This personnel handbook is designed to acquaint all employees with the Town of Fraser and provide useful information about working conditions, employee benefits, and regulations affecting employment. It describes many responsibilities as an employee and outlines the programs developed by the Town to benefit employees. Employees should read, understand, and comply with all provisions of this handbook. No employee personnel handbook can anticipate every circumstance or question. If you have any un-answered questions or concerns after reading this handbook (or at anytime during your employment), please speak with your immediate supervisor, Department Head, or the Personnel Manager at your earliest convenience. As the Town of Fraser continues to grow and change and as the need may arise, the Town reserves the right to revise, supplement and delete any personnel policies or portions of this handbook from time to time as it deems necessary. The fundamental objectives of these personnel policies are: 1) To establish and maintain an equitable and uniform environment to promote high morale among Town employees by providing a good working environment, uniform personnel regulations and procedures, and an attractive, efficient and safe working environment; 2) To promote and increase efficiencies, responsiveness to the public, and economy in the service of the Town; 3) To provide a work environment that is conducive to both personal and professional growth; 4) To comply with all state and federal statutes and regulations. Effective 2012 Page 3 Welcome from the Town Manager I welcome you as a new employee to the Town of Fraser. I am pleased to have you join our team of dedicated employees. During your time with us, you will have the opportunity to work with a talented and diverse group of employees and to create lasting impressions of our Town among citizens and visitors alike. The services and facilities the Town provides are vital to the local economy and our quality of life. The team that you are joining is committed to excellence, and we have a great deal of pride in our achievements and in the manner in which we perform our job duties. Town employees are agents of public purpose and are expected to observe the highest standards of integrity. Conduct of Town employees must be above reproach so that the public shall have confidence in the integrity of its local municipal government. It is my expectation that all Town employees work in a fashion that earns the trust and respect of our residents. Unethical activities, political motivations, abuse of power, and other inappropriate behavior will not be tolerated. Employees should strive to establish productive communication and relationships with our residents and business owners. Further, each employee is expected to contribute to positive relations with other governmental jurisdictions and organizations. Equity, consistency, and good communication are essential values of this organization. In work, as well as in your recreational and personal pursuits, it is my sincere hope that you experience the special sense of community that defines Fraser. I hope that you find your employment with the Town exciting, challenging, and most of all enjoyable. Thank you for your commitment to the Town of Fraser and welcome aboard! Sincerely, Jeffrey L. Durbin Town Manager Effective 2012 Page 4 The Town of Fraser As a public official, a general understanding of the community history may be helpful. Fraser was originally established as a post office on the William Cozens ranch in 1876. Today, the Cozens ranch house remains on the property. While many of the ranch buildings no longer exist, the Grand County Historical Association uses the ranch house to educate and interpret this period of history. In addition to the ranch house, other historic features remain. The historic Cozens Cemetery and Cozens Meadow will be protected from development as will much of the Fraser River corridor through the Town of Fraser. Unlike many other mountain communities, the railway through the Fraser Valley does not closely follow the river corridor. Billy Cozens reportedly shot at railway surveyors and their stakes in his efforts to protect the Cozens Ranch, resulting in the railway alignment still in use today. The railroad played an important role in the history of the Fraser Valley providing jobs, access, and a means of transporting lumber out of the valley. History tells fascinating tales of the struggle to move people and materials via rail over the Continental Divide and through extremely difficult environments. The railroad continues to play an important role in the community as a means of transportation. In 1905 George Eastom acquired the Town site land and recorded a plat of the Town. Eastom came to the area to set up a lumbering operation in conjunction with the development of the Moffat Line Railroad. The Town of Fraser was incorporated as a municipality in 1953. Few pioneering souls made the Fraser Valley home prior to the lumbering industry. In 1890 the population of the area was about 157. The development of the lumber industry resulted in a short population boom as the population grew to 597 in 1920. The community prospered via the lumbering industry through the 1920s, but with the depression, the Town’s population dropped to 218 in 1930. The population remained small through 1960 at 253, 1970 at 221, and 1980 at 470. The US Census in 2000 counted over 900 year-round residents. The population is expected to continue to grow at moderate rates into the future. The growth in recent decades has been fueled primarily by increased tourism focused on ski and resort areas. The lumber industry no longer plays a significant role in the local economy. While year-round population figures remain rather low, the influx of second home owners, tourists, and visitors greatly increase the peak demands on services within the Fraser Valley. Recent trends and development patterns indicate that the second home market in Fraser will play an increased role in the community. Effective 2012 Page 5 The Town of Fraser was host to a prisoner of war camp during World War II. The camp housed German prisoners, mostly captured on the Italian front at Anzio. The prisoners were employed in timber and sawmill operations. Ironically, ex-German POWs still visit the area and fondly reminisce about their time in Fraser. Later, Fraser became known as the “Western White House” as President Eisenhower spent many summer months fly fishing the local waters while serving in office. Most recently, the growth increases correspond to pressures related to the growth of the recreation industry. The Winter Park Ski Area has had tremendous impact on growth in the Fraser Valley. In addition to recreation based employment, people have located within the Fraser Valley for a recreation oriented lifestyle. The Fraser Valley continues to see growth in the second home market. Additionally, with ever increasing metropolitan sprawl, more people move to the area while maintaining Front Range employment. The local environment is extreme. Located very near the Continental Divide at an elevation of over 8,500 feet, the Town of Fraser has been called the “Icebox of the Nation.” Daily temperature variations typically result in a 40 degree shift from high to low. Manufacturers recognized the opportunity to conduct product research and development, along with field applications in this challenging environment. Vehicular anti-freeze, batteries, and snow tires were presented to residents for testing for many years following World War II. Manufacturers continue to bring new vehicles to the area for high altitude/ cold weather testing. The climate that provides the ski area with an annual average of over 362 inches of snow also provides for a rich and diverse wildlife habitat. Recognizing this, the Rocky Mountain Research Station was established with the Fraser Experimental Forest over 70 years ago. The Experimental Forest has provided a wealth of ongoing scientific research. Future generations will benefit from the recent establishment of the James Peak Protection Area. This wilderness area supplements other areas around the Fraser Valley and within the Arapaho National Forest including the Indian Peaks Wilderness Area, the Vasquez Wilderness Area, the Byers Peak Wilderness Area, and Rocky Mountain National Park. Visitors have come to the area to enjoy the scenic beauty since the late 1800s. Effective 2012 Page 6 The Town of Fraser is a Statutory Municipality with a Town Board-Manager form of government. The Town’s legislative authority is vested in an elected seven member Town Board, which includes the Mayor. These elected officials act as our citizens’ representatives to watch over and determine the direction of the organization. Town services are provided through various departments, including Administration, Building, Finance, Public Works, Law Enforcement, Community Development and the Wastewater Treatment Plant. Each department is expected to provide high-quality customer service to the public and to all other departments within the Town. The public includes our permanent and seasonal residents, property owners, business owners and our community’s guests. Generally speaking, the Town Manager reports directly to the Town Board and all employees (either directly or via their supervisor) report to the Town Manager. Each employee should clearly understand their reporting relationships and their roles and expectations within the organization. See your supervisor or the Town Manager if you have any questions in this regard. As a Town of Fraser employee, it is important to understand the jurisdictional limits of the Town. Boundary maps are maintained at Town Hall to accurately depict the current boundaries of the Town. Properties outside these boundaries are outside the jurisdiction of the Town of Fraser and generally do not receive benefit of any services from the Town. This simple concept is complicated in the Fraser Valley due to the multitude of overlapping governmental jurisdictions and intergovernmental agreements. Currently, the Town of Fraser participates in over a dozen intergovernmental agreements that provide a variety of services to our residents. Employees must understand the intergovernmental relationships applicable to their specific role within the organization. Furthermore, employees are expected to behave in a manner that maintains and/or improves our intergovernmental relations. Effective 2012 Page 7 The Town of Fraser Board of Trustees has adopted an overall mission and values statement as a guide for all elected officials, appointed officials, and employees: Mission Statement In order to preserve the health, safety, and welfare of Fraser residents and businesses, the Fraser Town Board and staff will work to ensure environmental security, economic stability, and social well being. Values Statement In our goal to ensure a sustainable Town, the Fraser Town Board and staff will emphasize our values of communication, fairness, privacy, patience, health, safety, humor, and trust. Management Authority The Town Board appoints a professional manager to run the day-to-day operations of the organization. The manager is the chief executive and administrative officer of the Town. The Town Manager is given the direction to implement and manage programs which carry out the Town Board’s policies and goals. The Town Manager is vested by the Town of Fraser’s Codes with the power and duty to hire, suspend, transfer, and remove Town employees on the basis of ability, training, and experience of such employees in the work which they are to perform, and to exercise supervision and control over all executive and administrative departments. Under this authority, the Town Manager establishes and implements these personnel policies and procedures, and retains all rights to administer matters pertaining to employees of the Town including, but not limited to: 1) Hire, promote, demote, discipline, discharge, classify, reclassify, transfer, retire, assign, layoff and recall employees; 2) Evaluate each employee’s skill, ability, efficiency, and general performance; 3) Reduce or expand the operation of any facility, department or division; 4) Privatize or contract for services; 5) Introduce new, improved, or modified services, methods, techniques and equipment, and otherwise generally manage and direct the operation of the work force; 6) Perform such other duties as prescribed by the Town Board which are not inconsistent with the Town’s Codes. The office of the Town Manager maintains an open door policy for employees. Any concerns that cannot be resolved with your supervisor may be discussed with the Town Manager. Furthermore, the success of the organization relies on the success of each employee. Toward that end, training and professional development opportunities are provided and it is expected that each employee strives toward individual growth and success. Above average performance is both encouraged and rewarded. Effective 2012 Page 8 Equal Employment Opportunity and Unlawful Harassment The Town of Fraser is dedicated to the principles of equal employment opportunity in any term, condition or privilege of employment. The Town does not discriminate against applicants or employees on the basis of age, race, sex, color, religion, national origin, disability, sexual orientation or any other status protected by federal, state or local law. This prohibition includes unlawful harassment based on any of these protected classes. Unlawful harassment includes verbal or physical conduct which has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment. This policy applies to all employees including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, independent contractors, elected officials and others. Sexual harassment is prohibited. Such harassment is defined as, but is not limited to, unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when submission to such conduct is made, either explicitly or implicitly, a term or condition of employment; submission to, or rejection of such conduct is used as a basis for personnel actions affecting the employee; or the result of conduct unreasonably interferes with an employee’s work performance or creates an intimidating, hostile, or offensive work environment. To carry out this policy, the Town of Fraser will commit to: Recruiting, hiring, training, and promoting for all jobs without discrimination on any of the bases outlined above; Making placement decisions solely on an individual’s qualifications for the positions being filled; Administering other human resource actions, such as pay, training, layoffs, etc and other actions without discrimination on any of the bases outlined above. The Town of Fraser prohibits retaliation against any employee for filing a complaint under this policy or for assisting in a complaint investigation. If you believe there has been a violation of our EEO/UH policies or retaliation standard, it must be reported to the supervisor, Department, or Town Manager immediately. Effective 2012 Page 9 Employment Status and Benefits Statement of At-Will Employment Employment with the Town of Fraser is on an at-will basis. The employee may quit and/or the Town may terminate the employee at any time for any non-discriminatory reason or for no reason. The policies within this handbook are not intended to create a contract of employment, and no agreement or promise regarding an employee’s terms or conditions of employment are binding on the Town. To be considered to have resigned in good standing and to be eligible for re-hire on the basis of satisfactory performance record an employee must give two weeks notice of resignation. The department head may waive this requirement if the determination is made that the circumstances causing the resignation constitute a personal emergency. Upon notification of a resignation, a department head may choose, with Town Manager approval, to relieve the employee of their job duties and grant two weeks of severance pay. An employee absent for two consecutive days without authorization may be considered to have resigned without notice effective the end of the second day, and will be so notified. Final paychecks for employees who resign will be available on the next regular payday upon completion of an exit interview and return of all Town property in possession of the employee. The purpose of the exit interview is twofold: a. To provide information to the employee regarding benefit options upon separation; b. To offer the opportunity for the employee to provide comments or suggestions regarding employment with the Town. Employee Status Full-Time Employee – an employee who is normally scheduled to work at least 32 hours per week. Full-time employees who normally work less than 40 hours per week shall receive only pro-rata benefits as defined in this handbook. Part-Time Employee – an employee who is normally scheduled to work less than 32 hours per week. Seasonal Employee – an employee who is hired in a job established for a temporary period or for a specific assignment or group of assignments. Exempt Employee – an employee who is not eligible for overtime pay or compensatory time, as outlined in this handbook. Non-Exempt Employee – an employee eligible for overtime pay or compensatory time accrual. Non-exempt employees are eligible for paid overtime or accrued compensatory time at one and one-half times their regular rate of pay for all hours worked in excess of 40 hours per workweek. Effective 2012 Page 10 Residency Requirement Employees are encouraged, but not required, to live within the corporate limits of the Town of Fraser. Nepotism A relative, defined as a person connected with another by blood or affinity, of an employee will not be considered for employment by the Town in circumstances where: One relative would directly exercise supervisory, appointment, or dismissal authority or disciplinary action over the other relative; One relative would audit, verify, receive, or be entrusted with moneys received or handled by the other relative; or One relative has access to the Town’s confidential information, including personnel records. If Town employees become relatives after employment by the Town, and any of the circumstances exist or would exist as described above, one of the related employees may be transferred, reassigned, or separated from employment. Eligibility for Employment Elected and appointed officials of the Town of Fraser are not eligible for employment with the Town of Fraser. This does not apply to compensation that may be received for service in such elected or appointed positions. New Employee Orientation A new employee’s orientation will typically include: Town Department tour and introductions Job description review Organizational structure review Department procedures review Performance expectations review Benefits review Probationary Period All regular full or part-time employees hired by the Town, whether as a new employee, a former employee rehired, an employee promoted to a new position, or an employee transferred to a lateral position shall start on probation. The probationary employment period is six (6) months. A shorter probationary period may be authorized by the Town Manager. A longer probationary period may be established as agreed upon by the Town Manager and the employee. While an employee is on probation, the Town may elect to terminate the employee at the convenience of the Town and without regard to the provisions contained in this manual except for reasons that violate the Town’s Equal Employment Opportunity and Unlawful Effective 2012 Page 11 Harassment Policies. At the end of the probation, the employee shall receive a performance evaluation from the employee’s supervisor or department head. As a result of the evaluation, an employee will either: Be granted regular employee status; Be terminated from employment; Be granted a one-time three month extension of their probationary period. The employee will again be evaluated and either become a regular employee or be terminated from employment. Full-time employees accrue paid leave during the probationary period; however, paid leave is not available for use until the probationary period is satisfactorily completed. For Seasonal Employees, there is no probationary period since the position normally terminates after a specified time. The Town may elect to terminate a Seasonal Employee at any time at the convenience of the Town. Workweek and Payroll Period Defined The workweek begins at 12:01am on each Saturday and ends at midnight on each Friday. Full-time employees are expected to work forty (40) hours per workweek. Work schedules within departments will differ, based on organizational needs and may be established and altered at the discretion of the supervisor or department head. Work schedules for both non-exempt (hourly) and exempt (salaried) employees may be extended, or amended in any way, based on organizational needs. The Town of Fraser pays its employees on a biweekly basis, with 26 pay periods per year. Paychecks are distributed to employees on Friday. If the regular pay day occurs on a Holiday, the pay day is usually the last working day prior to the Holiday. Your pay stub will show gross pay, deductions, matching 401(a) information, and net pay. Automatic deductions such as additional tax withholdings, contributions to voluntary benefit plans (457 and 125 cafeteria plans) may be arranged through the Finance Manager. Please contact the Finance Manager immediately if you find any discrepancies with or have any questions about your paycheck. Paychecks are distributed only to the employee. Alternative arrangements can be discussed with the Finance Manager. Timesheets and Time Accounting All employees must record time worked on a daily basis on a timesheet as provided by the Town. Timesheets are used for calculating your pay. Falsifying timesheets is prohibited and will not be tolerated. All hours worked (even hours worked at home) must be shown on your timesheet. Unlike non-exempt (hourly) employees who are compensated specifically for hours worked, exempt (salaried) employees are compensated on a biweekly basis for completing their job functions. Exempt employees are generally expected to do the work assigned during a forty hour week; however, it should be expected that the job duties may require time in addition to forty hours per week. Exempt employees’ timesheets Effective 2012 Page 12 must reflect 80 hours worked per pay period, unless the employee has taken paid time off. Time taken for lunch and other personal tasks (phone calls, visitors, personal email and internet usage) shall not be included as time worked, unless actual business is conducted during such time. You are responsible for submitting your timesheets to your supervisor or to the Town Manager on a bi-weekly basis for approval and submittal to payroll; this timesheet will be considered the official timesheet. Timesheets are due to your supervisor or the Town Manager by 10:00am on the Monday following5:00pm Friday at the end of a pay period, unless otherwise notified. Failure to submit a timesheet within the proper deadlines may result in withholding of compensation until the following pay period. Types of Pay Regular Pay: For non-exempt employees regular pay is compensation for hours worked in the standard workweek. For exempt employees regular pay is compensation for time worked in a bi-weekly pay period. Overtime Pay: The Town will pay overtime wages to non-exempt employees who work more than 40 hours during a workweek, excluding meals, and for all hours worked over 12 hours on any single workday. Vacation days, floating Holidays, sick time and compensatory time used will not be considered when computing accrued compensatory time during any given workweek. All overtime accrued must be authorized in advance by your supervisor, department head or the Town Manager. Compensatory time off may be accrued in lieu of Overtime Pay – see below. Holiday Pay: Holiday pay or compensation refers to the eight (8) hours of Holiday pay provided to all “regular” employees on dates that the Town designates as an official Holiday. Holiday Pay is paid at the regular rate of pay for the employee. Premium Pay: In some instances, and at the Town’s discretion, a premium rate of pay may be authorized for some work. Such pay is generally higher than the regular rate of pay and is usually associated with hours worked on a Holiday or other designated date. Employees should contact their department head to determine whether premium pay is applicable. Compensatory Time: Also referred to as Comp Time. Non-exempt employees working more than 40 hours in any workweek or more than 12 hours on any given day may be compensated for those excess hours either by overtime pay or compensatory time – both accrue at 1.5 times the employee’s normal rate of pay. Comp time can be banked and used at a later date with supervisor approval. The Town allows non-exempt employees to bank up to 40 hours of comp time. Once an employee has banked 40 hours of comp time all additional hours worked in excess of 40 hours in a workweek will be paid as overtime pay. At the end of the year all accrued comp time in an employee’s “bank” will be paid out with the last check of the payroll year. An employee may choose to request a payout of banked comp time at any time. The requested comp time payout check will be processed on the next regularly scheduled pay day. Upon separation from employment, all accrued, unused compensatory time is paid to the employee. Effective 2012 Page 13 Paid Time Off: Also referred to as PTO. Any full or part time employee who is eligible for PTO may utilize this time to achieve a normal forty hour workweek. See the section on PTO under the benefits section of this handbook for more detail. On-Call Pay: Water and wastewater facility operators are required to be on- call on a rotating schedule amongst operators. On-Call Pay is earned on a daily basis. Deductions from all Employees’ Pay The following are mandatory deductions required by federal and state law, as well as the Town’s personnel codes and are withheld from each paycheck: Federal Income Tax Social Security (FICA) Medicare State Income Tax Court or IRS ordered Garnishments 401(a) Retirement contributions (upon an employee’s 1 year anniversary) The amounts withheld for federal and state income tax withholding is determined by the information provided by the employee on the Form W-4. An employee may change the information by submitting another Form W-4 at any time. A new Form W-4 must be submitted with any marital status change. All employees are required to fill out a new W-4 at the start of each payroll year. The following are employee elected deductions and are withheld from all appropriate paychecks: Additional 401(a) Retirement contributions after tax (after 1 year of service). 457 Deferred Compensation Retirement contributions pre-tax (all full and part- time employees are eligible upon hire). IRS Section 125 Flexible Spending Account deductions for employee-paid health insurance premiums, dependent care spending accounts, or medical expense spending account (all full and part-time employees are eligible upon hire). Additional Federal Income Tax withholding as elected by an employee. Effective 2012 Page 14 Benefits The Town of Fraser provides a variety of benefit incentives to employees. Eligibility for the various benefits depends on your employee status. This section describes the different benefits offered to full-time, part-time and seasonal employees. For further information, please see the Finance Manager. Full-Time Employee Benefits: Full-time employees are currently eligible for the following benefits as provided below: CCOERA 401(a) Retirement Plan CCOERA 457 Deferred Compensation Plan Paid Time Off Personal Sick Leave Bank (PSLB) Comp Time Holidays Medical/Dental/Life Insurance Workers Compensation Insurance Leave Without Pay for Temporary Disabilities Section 125 Flexible Spending Plan Clothing Allowance Annual Performance Bonus CCOERA 401(a) Retirement Plan The CCOERA Retirement Plan is a qualified pension plan adopted by the Colorado County Officials and Employees Retirement Association (CCOERA) to provide income after retirement for eligible employees of Member Municipalities. The Retirement Plan was adopted according to section 401(a) of the Internal Revenue Code, and is also referred to as a Defined Contribution Money Purchase Pension Plan. Retirement benefits through the Retirement Plan are usually in addition to these provided under Federal Social Security. All full and part-time employees are required to participate in the Retirement Plan after one full year of service. Upon eligibility an employee is required to participate at the rate of 4% of gross wages (pre-tax) and the Town matches at the same rate. The Town’s match has a vesting period of 5 years. Please see the Finance Manager for additional details. CCOERA 457 Deferred Compensation The 457 Deferred Compensation Plan is an employer-sponsored retirement plan that allows public employees to defer (postpone) receiving a portion of their current compensation until retirement or separation from service. The concept behind deferring some of your current compensation until the future is that during your peak earning years you’ll most likely be in the highest income tax bracket of your lifetime. By deferring receipt of a portion of your current compensation, you’ll pay taxes on this income in retirement when you may be in a lower tax bracket. Even though you may be participating in the Town’s mandatory retirement plan, at some point in your lifetime you may need to begin saving additional money for retirement to supplement your primary plan. Remember, the mandatory 401(a) plan is meant to Effective 2012 Page 15 provide a foundation for your retirement – just one of the sources that will fund your retirement years. As a full or part-time Town employee you are eligible upon hire to participate in the 457 Deferred Compensation Plan. The plan provides an employee with all of the key elements for a successful savings program: Automatic, regular contributions through payroll deductions Tax-deferred contributions Tax-deferred growth Please see the Finance Manager for additional information and enrollment procedures for participation. Paid Time Off The Town of Fraser provides Paid Time Off (PTO) for regular full-time and part-time employees. This paid time off is for employees to do with as they desire or need. For example, PTO may be used to take time off for vacations, sickness, family illness, personal matters, or for any other reason. Employees should use good judgment when utilizing PTO. Obviously, if an employee uses all of their accrued PTO for vacation and leisure time and an illness strikes, nothing will be left to protect your income against an unexpected unpaid absence. Employees are urged to use PTO to ensure a good personal balance between leisure time-off and for those unexpected absences that affect us all. After the successful completion of an employee’s probationary period, eligible employees may begin to utilize PTO as earned according to the schedule below. Annual and bi-weekly accruals are shown in hours. AnniversaryPTO Annual Biweekly 01044.00 1-31445.54 4-61847.08 7-92047.85 10+2248.62 PTO accrual is adjusted annually as provided by the above schedule on the employee’s employment start date anniversary. PTO accrues on a bi-weekly basis pro-rated based upon the annual allocation as identified in the above table. PTO must be scheduled with your immediate supervisor. Employees may take PTO increments of thirty (30) minutes or greater. PTO should be scheduled to interfere as little as possible with normal Town operations and also to avoid excessive workloads for other employees during peak periods. Employees who have an unexpected need to be absent from work should notify their direct supervisor before the scheduled start of their workday. The employee’s direct supervisor must be contacted on each additional day of unexpected absence. Effective 2012 Page 16 We strongly encourage employees to retain a bank of PTO at all times to ensure adequate leave in case of illness or other emergency. PTO cannot be used on a Holiday. PTO will not be counted in the computation of overtime for any work day or workweek. All unused, accrued PTO will be paid out at time of separation from employment at the employee’s hourly rate at the time of separation. Up to 80 hours of PTO accrued, but not used at the end of the fiscal year, will be carried over to the following fiscal year for use as PTO by the employee. The Town Manager may authorize additional carryover in special circumstances. Requests for additional carryover must be provided in writing, specify the purpose of the carryover, and detail when the PTO will be utilized. All unused PTO in excess of 80 hours will be converted on a 1:1 basis to Personal Sick Leave Bank hours. In cases where the employee is unable to utilize adequate PTO during the year due to the nature of the job requirements, special job responsibilities, the need to fulfill certain critical Town functions, or other related circumstances, the Town Manager may authorize pay-out at the employee’s current hourly rate. Employees must take at least one vacation with a duration of at least 5 business days to be eligible for consideration. Whenever possible, PTO shall be scheduled at least 30 days in advance of such leave with your supervisor or the Town Manager. Approvals for annual leave scheduled first will have priority over others. Personal Sick Leave Bank (PSLB) The Personal Sick Leave Bank is provided for long-term illness or disability. An employee’s PSLB can be drawn upon for paid leave under the following circumstances: If an employee experiences an illness, disability, or other health concern that exceeds 3 days in duration, or if an employee needs to care for a member of rd the employee’s immediate family, after the 3 day of utilizing PTO an employee may utilize PSLB for further leave. The employee may be required to provide documentation of the health concern. As medical leave, PSLB is utilized at a ratio of 1:1. An employee may at any time request a complete or partial pay-out of his/her PSLB at a ratio of 4:1. Requests will be processed within 30 days. PSLB hours, if not used, are payable upon separation from employment at a ratio of 4:1. Comp Time Non-Exempt employees are eligible to receive Comp Time in lieu of overtime pay at the same ratio as overtime pay would have otherwise been provided (generally one hour overtime equals one and a half hours of Comp Time). No more than 40 hours may be accrued in an employee’s Comp Bank. Comp Time Banks are paid out at payroll year end. Effective 2012 Page 17 Holidays The Town of Fraser recognizes the following nine Holidays, each of which are equivalent to eight hours of pay: st New Years Day - January 1 rd Dr. Martin Luther King Jr. Day – the 3 Monday in January rd President’s Day - the 3 Monday in February Memorial Day - the last Monday in May th Independence Day – July 4 st Labor Day - 1 Monday in September th Thanksgiving Day - the 4 Thursday of November th Day after Thanksgiving – the 4 Friday of November Christmas Day – December 25th Exempt employees and employees with a regular Monday through Friday schedule: When an observed Holiday falls on a Saturday, the preceding Friday is the paid Holiday. When the Holiday falls on a Sunday, the following Monday is the paid Holiday. Non-exempt employees with a regular work schedule that includes Saturday and/or Sunday: When an observed Holiday falls on a day that would not normally be worked by the employee, the employee may observe that Holiday on the day that would normally be worked most closest to the Holiday as approved by the supervisor. When an observed Holiday falls on a day that the employee is required to work for operational requirements as required by the supervisor, the employee will be paid two times their normal rate of pay for the hours worked on the Holiday and will be also be paid the Holiday pay unless the employee elects to observe the Holiday on the day nearest to the Holiday within the pay period as approved by the supervisor. If less than a full day of work is required for operational purposes, the remaining Holiday Leave may be observed in the same manner as approved by the supervisor. Any full time non-exempt employees whose regular schedule includes Sunday are provided with the additional Holiday of Easter Sunday. If the employee is required to work for operational purposes by the supervisor, he or she may observe this Holiday on another day within the pay period nearest to the Holiday as approved by the supervisor. Non-exempt employees who are required to work on a Holiday will receive two times their normal rate of pay for the hours worked on the Holiday in addition to the Holiday pay. Medical/ Dental/Life Insurance The Town of Fraser currently carries medical, dental, and life insurance on all employees plus any dependents if coverage is requested. Employee premiums are Effective 2012 Page 18 currently paid in full by the Town with the employee paying for 50% of the dependent premiums. A summary of insurance coverages and enrollment will be provided upon hire. Coverage begins for an employee on the first day of the month following thirty days of employment. Selection of medical, dental and life insurance policies are determined solely by the employer and are subject to change without notice. Workers Compensation The Town provides coverage for employees in accordance with the Colorado Workers Compensation Act which provides compensation and medical benefits to an employee who has an injury as a result of an accident, injury or occupational disease on-the-job. Workers compensation is designed to protect workers and their dependents against the hardships from injury or death arising out of the work environment. The Town provides Workers Compensation coverage for all employees. Employees must comply with all applicable safety programs and requirements. The Town fosters a safe work environment via training and awareness programs and encourages all employees to report any unsafe conditions to their supervisor. All accidents and injuries must be reported immediately to your supervisor. Your supervisor will provide you with the appropriate attention and/or medical care. It is your responsibility if you are injured to complete an Employees Written Notice of Injury form (available from your supervisor) as soon as possible. Failure to properly report an injury may jeopardize your benefits. Delay in reporting any work-related injury or illness may result in a loss of benefits under the Act. Employees who are involved in any work-related accident may be subject to drug and alcohol testing. Delay or failure to report a work-related accident which resulted in injury to an employee or damage to Town property, or refusal to submit to drug and alcohol testing, may result in disciplinary action up to and including discharge. While an employee is on leave due to an injury, all employee benefits will cease other than health insurance premiums and those provided and/or required by Workers Compensation. An employee may arrange for the payment for continuation of his/her group insurance premiums, flex plan, and other employee elected benefits while on disability leave. To the extent practicable, an employee will be reinstated to the employee’s former position upon return from leave for an employment related injury or illness. Where the Department’s operations permit, and with a medical release, upon approval by the supervisor and Town Manager, an employee may, if qualified and capable, be placed in a modified duty position to facilitate an employee’s return to work. Modified duty may also be used for an employee whose temporary medical condition prohibits the employee from fulfilling his or her regular duties. A modified duty position may be an existing position within the department or one that combines various duties from several Effective 2012 Page 19 positions. An employee shall receive his/her regular pay for the first six weeks of modified duty. After the first six weeks, an employee’s pay shall be based upon the qualifications and responsibilities of the modified duty. Unless approved by the Town Manager, a modified duty assignment shall not exceed twelve weeks. Modified duty positions may, at the discretion of the Town Manager, be eliminated at any time. If a modified duty position is not available, an employee shall either be placed upon or remain on the applicable leave. A safe working environment is our priority. Please report any concerns immediately to your supervisor or the Town Manager. Leave Without Pay for Temporary Disability Temporary Disability Leave is available to an employee for medical reasons only. An employee must provide his/her supervisor with a doctor’s written statement outlining the reason for the leave. All other leave must first be exhausted before leave without pay will be granted. Only 60 calendar days of leave without pay may be granted During a leave without pay, all employee benefits will cease. An employee may arrange for the payment for continuation of his/her group insurance, flex plan, and other employee elected benefits. Section 125 Flexible Spending Accounts All full and part-time employees are eligible upon hire to participate in an IRS Section 125 Flexible Spending Account as authorized by the Internal Revenue Code. These accounts allow you to pay for benefits with tax-free dollars. Upon hire you will be eligible for enrollment in the applicable plan components. The Town currently offers the following cafeteria plans; Premium Plan - all employee-paid health insurance premiums are deducted on a pre-tax basis. For employees not enrolled in the 125 Plan these premiums will be deducted after tax. Dependent Care Spending Account - allows an employee to pay for his/her dependent care with tax-free dollars. Medical Expense Spending Account – allows an employee to pay for out-of- pocket medical, dental and vision care expenses with tax-free dollars. Reimbursement requests will be processed promptly in accordance with the routine processing of accounts payable. Clothing Allowance Due to the nature of their work, and the need for safety-specific clothing, full-time operations employees are eligible for annual reimbursement of up to $250 for purchase of job-specific clothing items. Reimbursements must be approved by the supervisor and must relate specifically to the job. Reimbursement requests may be made concurrent Effective 2012 Page 20 with submission of the employee’s timesheet for the final pay period of the year. Requests must include the nature of clothing purchased and proof of purchase. Employees that have not completed their probationary period, but are demonstrating satisfactory performance may be provided reimbursement upon approval of the Public Works Director. Safety Program To encourage the pursuit of excellence in government and to foster an environment where safety is an important goal, newly elected officials and employees who successfully complete their probationary period are eligible for a credit towards purchase of a Town of Fraser jacket. When funding is available from time to time, the Town Manager may make provisions for credits for all employees and officials. Annual Performance Bonus Upon conclusion of an annual performance review that demonstrates exceptional job performance, the Town Manager may authorize Bonus Pay. Effective 2012 Page 21 Seasonal and Part Time Employee Benefits Seasonal and part time employees are eligible for the following benefits: Holiday Pay Seasonal and part-time employees are eligible for Holiday Pay as defined in this handbook provided that the Holiday occurs on a day that the employee would otherwise be expected to work. Overtime Pay Seasonal and part-time employees that are required to work more than 40 hours in a pay period are shall receive overtime pay as defined in this handbook. Workers Compensation The Town provides coverage for employees in accordance with the Colorado Workers Compensation Act which provides compensation and medical benefits to an employee who has an injury as a result of an accident, injury or occupational disease on-the-job. Workers' compensation is designed to protect workers and their dependents against the hardships from injury or death arising out of the work environment. The Town provides Workers Compensation coverage for all employees. Employees must comply with all applicable safety programs and requirements. The Town fosters a safe work environment via training and awareness programs and encourages all employees to report any unsafe conditions to their supervisor. All accidents and injuries must be reported immediately to your supervisor. Your supervisor will provide you with the appropriate attention and/or medical care. It is your responsibility if you are injured to complete an Employees Written Notice of Injury form (available from your supervisor) as soon as possible. Failure to properly report an injury may jeopardize your benefits. Delay in reporting any work-related injury or illness may result in a loss of benefits under the Act. Employees who are involved in any work-related accident may be subject to drug and alcohol testing. Delay or failure to report a work-related accident which resulted in injury to an employee or damage to Town property, or refusal to submit to drug and alcohol testing, may result in disciplinary action up to and including discharge. While an employee is on leave due to an injury, all employee benefits will cease other than those provided and/or required by Workers Compensation. Effective 2012 Page 22 To the extent practicable, an employee will be reinstated to the employee’s former position upon return from leave for an employment related injury or illness. Where the Department’s operations permit, and with a medical release, upon approval by the supervisor and Town Manager, an employee may, if qualified and capable, be placed in a modified duty position to facilitate an employee’s return to work. Modified duty may also be used for an employee whose temporary medical condition prohibits the employee from fulfilling his or her regular duties. A modified duty position may be an existing position within the department or one that combines various duties from several positions. An employee shall receive his/her regular pay for the first six weeks of modified duty. After the first six weeks, an employee’s pay shall be based upon the qualifications and responsibilities of the modified duty. Unless approved by the Town Manager, a modified duty assignment shall not exceed twelve weeks. Modified duty positions may, at the discretion of the Town Manager, be eliminated at any time. If a modified duty position is not available, an employee shall either be placed upon or remain on the applicable leave. A safe working environment is our priority. Please report any concerns immediately to your supervisor or the Town Manager. Seasonal Longevity Pay All Full Time Seasonal employees (scheduled a minimum of 32 hours per week) that work through an entire season (as defined in the employment agreement based upon the position) with a prior uninterrupted seasonal employment history (full time and complete season) willare eligible to receive an end-of-season longevity pay bonus. At the end of the seasonal employee’s second complete season of full time employment (and each complete full time season thereafter) he/she will be eligible to receive a payment of $250 per season for each concurrent season which the employee worked (at the end of the second season of employment an employee would receive a payment of $500 at the end of the third concurrent season of employment $750 and so forth). The maximum Seasonal Longevity Pay benefit is $1,000 (four concurrent seasons). Longevity Pay is paid through payroll and is subject to the mandatory deductions listed above. Effective 2012 Page 23 General Provisions Ethics and the General Standard of Conduct All employees are expected to carry out their responsibilities in the best interest of the Town of Fraser, to represent the Town in a positive manner, and to behave courteously and respectfully to members of the public and each other. Conflicts of interest and/or the appearance of impropriety shall be avoided. Any conflicts, even potential conflicts, shall be disclosed immediately with your supervisor and/or the Town Manager. Employees shall not use their official position to solicit or secure special privileges for themselves or others. Employees shall not use or disclose any information gained by virtue of their position for personal gain or benefit. Employees shall not engage in any activities that may impair their judgment in the performance of their duties and responsibilities to the Town of Fraser. The nature of government employment is such that occasionally you may be directed to perform tasks that you may disagree with philosophically or that may be a change from prior direction. Occasionally, changes in elected officers, changes of policy by the Town Board, and other political events lead to changes in the direction of your responsibilities. Even in such cases, you will be expected to perform these directed tasks and/or responsibilities to the best of your abilities. No employee will ever be expected to perform unethical or illegal tasks during the course of their employment. If you are ever directed to perform such activity, report your concern to the Town Manager or Town Attorney. Jury Duty An employee who is called for jury duty during scheduled working hours shall be granted “Jury Duty Pay”. The following applies to Jury Duty Pay: An employee will receive regular pay for normally scheduled work hours, up to three days (24 hours) of paid leave when Jury Duty Pay is approved. An employee must relinquish to the Town any compensations received from the court, excluding mileage and parking reimbursements. An employee willnotreceive Jury Duty Pay for leave where the employee is a party to, or a witness in, a court action unless his/her involvement arises out of performance of his/her job duties for the Town. An employee who needs time off for personal legal matters may be granted other leave or unpaid time off, per Town leave policies. An employee is required to return to work if he/she is dismissed from Jury Duty during a normally scheduled shift. Family and Medical Leave (FMLA) The Town of Fraser as a Public Employer is subject to the Federal Family and Medical Leave Act (the Act), yet because the Town does not employee 50 or more individuals, Effective 2012 Page 24 you as an employee of the Town are not eligible under the Act. The FMLA of 1993 applies to employers with 50 or more employees at a work site. The Town recognizes that some employees may desire to request a leave of absence under the outlines of FMLA. When an employee faces life circumstances relating to Medical or Family Leave, a meeting with the employee’s department head and Town Manager should be requested immediately. The Town will attempt to facilitate the leave request, considering length of leave, benefits during leave, return to work or the possibility of a reduced/intermittent work schedule. Military Leave Employees granted a military leave of absence are re-employed and paid in accordance with the laws governing veteran’s re-employment rights and pursuant to Section 28-3- 601 et. seq. of the Colorado Revised Statutes. See the Finance Manager for more information. Political Activity The protection of Town employees from political pressures in the discharge of their official duties necessitates limitations on the employee’s participation in Town political activities, campaigns and issues. No employee shall use or permit others to use the authority vested in his or her position to actively support or oppose a candidate for Mayor or for the Town Board of Trustees, nor shall an employee actively campaign for or against any candidate for Mayor or Trustee either on or off the job. Each employee enjoys the right to express his or her opinion as a citizen regarding local issues and to vote, attend political meetings, and join political clubs and organizations. Voting Voting is an important responsibility we all assume as citizens. The Town of Fraser encourages you to exercise your voting rights in all municipal, state and federal elections. Under most circumstances, it is possible for employees to vote either before or after work. If it is necessary for you to arrive late or leave work early to vote in any election, you must make prior arrangements with your supervisor. Professional Development/Training The Town of Fraser strongly encourages employees to take appropriate opportunity to participate in training which will be of benefit to the employee’s job performance and professional development. To the extent funded by the annual budget, the Town will provide training programs for employees that will promote efficiency, economy, and safety in the operation of the Town and assist employees in improving job-related abilities. Supervisors will make employees periodically aware of the training opportunities available to them and Effective 2012 Page 25 employees are encouraged to identify to their supervisors seminars, courses and meetings which in the employee’s estimation will further their job education and professional abilities. The Town will pay for the training and testing costs for all certifications, re-certifications and licenses that are required for the employee to continue in his/her official capacity with the Town. Business Expense Reimbursements The Town will bear all reasonable expenses while an employee is on Town business and will pay or reimburse the employee for other necessary business expenses or purchases; however, Town employees are expected to keep business-related costs within reason and be able to substantiate the costs. All expenses shall be subject to the reasonableness test as defined as follows: “Would a prudent person assume that the expense was reasonable, necessary and related to the stated purpose?” Alcohol expenses are not reimbursable. Receipts are required for all Town-incurred expenses; indicate on the receipt the purpose of the expense and attendees (i.e. discussion of new water lines, employee and water engineer names). Gifts or Gratuity Employees must be aware of CRS 24-18-104 which establishes rules of conduct for public officials and employees. This statute essentially provides that no employee shall accept any gift or economic benefit from any person or entity which gift or economic benefit might reasonably tend to influence such employee in the discharge of official duties, or grant in the discharge of official duties any improper gift, economic benefit, or other thing of value. Employees may accept promotional materials (pens, pencils, note pads, calendars) or other things of nominal value that have not been solicited by the employee, so long as such materials do not have substantial value. Smoking Smoking is prohibited in public facilities, including Town vehicles. Vehicle Fueling Policy The motor vehicle fuel stored in the tanks at the Public Works Shop is Town property and should be used by Town employees only for Town business, or by an outside agency with an IGA with the Town where the Town Manager has given authorization. Unauthorized use or theft of Town property will be dealt with in accordance with Town policy and could result in discipline up to and including termination for Town employees, or criminal charges brought against the outside agency. Effective 2012 Page 26 When dispensing fuel the following procedures must be followed: 1) The vehicle’s engine must be turned off, the vehicle placed in gear or park, with the emergency brake set. 2) Dispense only the correct type of fuel into the vehicle or equipment for which it is designed to operate. If you have a questions as to what type of fuel is needed for a Town vehicle or equipment, ask your supervisor. 3) If the wrong type of fuel is dispensed into a Town vehicle or equipment: Stop, do not start or operate the vehicle or equipment, and contact your supervisor immediately. 4) The person fueling the vehicle must remain with the vehicle at all times while fuel is being dispensed. 5) Do not lock the nozzle in the open position or use the vehicle gas cap or other device to wedge the nozzle trigger in the open position. This can lead to a fuel spill. 6) Do not re-enter the vehicle while fuel is being dispensed. This can lead to a static electric spark, which could result in a fire. 7) The person dispensing fuel must not smoke, use equipment (including a cell phone) that could discharge a spark, or perform activities that could result in a static spark while fueling the vehicle. 8) If a person is dispensing fuel into a container other than the fuel tank of a vehicle or equipment, the container must be an approved container for fuel storage with spark-arresting screen and self-closing lid. 9) Fuel containers must be placed on the ground while fuel is being dispensed. 10) Fuel containers must not be transported in the passenger compartment of a vehicle and must be secured in the vehicle during transport. 11) Fuel containers must be clearly labeled as to their contents. 12) Do not dispense more fuel into a container than can be used that day. 13) In the event of damage to the pump, dispensing hose or nozzle, and an uncontrolled spill of fuel takes place, the emergency shut-off located on the side of the building should be activated. 14) A fire extinguisher is located near the emergency shut-off for use in the event of an incipient fire. 15) If the fire is at the nozzle while fuel is being dispensed, leave the nozzle in the vehicle and activate the emergency shut-off. 16) Contain and clean up all fuel spills in accordance with Town policy/procedure and make appropriate notification of the spill to the proper authorities. 17) Notify your supervisor or a Town Manager if any damage or problems exists with the fueling station. 18) Properly secure the fueling station (turn off pump, lock nozzle, etc.) when dispensing of fuel is completed. 19) The person fueling the vehicle must account immediately for all fuel dispensed in accordance with Town policy/procedure prior to leaving the Public Works Shop. Use of Town Property During the course of your employment you will be entrusted with keys, tools, and other equipment the Town provides to enable you to accomplish your tasks and responsibilities. As a public servant, you are being entrusted with the welfare of the community and you will be expected to take proper care of all such keys,tools and Effective 2012 Page 27 equipment. Failure to do so will result in disciplinary action, including monetary reimbursements. Town facilities, equipment, and supplies may not be utilized for personal benefit, including any activities associated with outside employment, unless authorized by an established departmental use policy. Removal of Town supplies, tools, or equipment from Town premises for personal use is not permitted. Occasional personal use of the fax and copier are permitted. Employees are expected to reimburse the Town for costs associated with the personal use of cell phones, copiers and printers. Motor Vehicles All employees that operate Town equipment must have a valid Colorado driver’s license of the appropriate class required for the position. The Town will evaluate a prospective employee’s Motor Vehicle Record (MVR) prior to hiring and will annually obtain a copy of the MVR for each employee. MVRs for current employees may also be requested in the following situations: After an on-the-job accident that is determined to have been preventable. If a complaint is received regarding the employee’s driving while on the job. If an employee transfers to a position requiring a different class of license. Violations are classified as follows: Major Violations Driving under the influence of alcohol or drugs or while ability is impaired Reckless driving Racing or speed contests Speeding over 20 mph over the speed limit Leaving the scene of an accident Failure to report an accident Making a false accident report Vehicular homicide or manslaughter Attempting to elude a police officer Driving while license is suspended, revoked, or restricted Minor Violations Speeding less than 20 mph over the speed limit Running a stop light or stop sign Improper turn Passing across a double yellow line Failure to yield Following too close Failure to wear a seat belt Careless driving Failure to provide proof of insurance Effective 2012 Page 28 Motor vehicle equipment violations Operating an unsafe or defective vehicle Failure to stop for a school bus with its red flashers activated Speeding in a school zone Failure to yield to pedestrians in a crosswalk Any employee who has 3 or more minor violations or preventable accidents during the last 2 years will be subject to corrective action including defensive driving coursework, participation in a ride-along evaluation, or other actions as may be deemed appropriate. Any employee who has 1 or more major violations in the last two years, or 4 or more minor violations in the last two years will be subject to corrective action up to and including termination of employment as may be deemed appropriate. It is the employee’s responsibility to notify their supervisor immediately if the employee’s license is suspended, revoked, or restricted for any reason. Failure to do so may be grounds for corrective action, up to and including termination of employment. While operating Town vehicles, all safety precautions will be followed (vehicle safety checks, wearing seat belts, etc), and employees must exercise strict compliance with all traffic regulations. Employees are expected to be positive roles models for other drivers and exercise extreme courtesy and respect for other drivers and pedestrians. Any on the job accident must be reported to your supervisor immediately and will be subject to review pursuant to the Towns Vehicle Accident Review Policy. Accidents that are preventable may be subject to corrective action including, but not limited to, counseling, enrollment in defensive driving coursework, suspension of driving activities, or termination.Employees involved in preventable accidents may be required to pass a field evaluation as a result of the finding of the Vehicle Accident Review Policy, or may be subject to other disciplinary action. Telephone Use Staff is expected to return telephone calls, including those from other staff, in the same business day and no later than 24 hours after a message is received. Personal calls should be limited so as not to interfere with an employee’s job responsibilities or distract other employees in the performance of their duties. Employees must reduce their reported work hours each day for time spent on personal phone calls or personal business. Employees are responsible for any costs incurred for personal phone use. E-mail and Internet Use E-mail and internet access is intended to be used for business purposes. Personal use that is minimal or minimal use outside work hours is allowed. Time spent on these matters must be removed from an employee’s reported work hours for that day. Abuse of e-mail use or internet access, including but not limited to inappropriate or excessive use for private purposes, sending offensive, obscene or illegal messages, or downloading and installing unauthorized programs or software is subject to disciplinary action up to and including termination. Effective 2012 Page 29 Town personnel have no expectation of privacy in Town property and equipment. Such property and equipment includes, but is not limited to, the Town Computer System, and all messages, data files and programs stored in or transmitted via the Computer System ("Electronic Communications"). Town reserves the right to monitor, access, use, and disclose all messages, data files and programs sent over or stored in its Computer System for any purpose. Town management reserves the right to monitor, inspect, and examine any portion of the Computer System at any time and without notice. The Town may monitor or access an employee’s e-mail, with or without notice, for any business-related purpose, including any situation in which a supervisor has reason to believe that an employee is misusing or abusing e-mail privileges or is violating any other Town policy. Further, correspondence of an employee in the form of e-mail may be a public record under the public records law and may be subject to public inspection under C.R.S. Section 24-72-203, unless an exception provided by law applies. The Town may monitor or access an employee’s e-mail, with or without notice, for any business-related purpose, including any situation in which a supervisor has reason to believe that an employee is misusing or abusing e-mail privileges or is violating any other Town policy. Portions of the Town Computer System may be accessible by password only. The purpose of a password is not to provide privacy, but to control and prevent unauthorized access. Every password issued for the use of any part of the Town’s Computer System is the responsibility of the person in whose name it is issued. That individual must keep the account secure from unauthorized access by keeping the password secret, by changing the password often, and by reporting to the Town when anyone else is using the password without permission. Passwords not provided by the Town but generated by the user must be provided to the Town’s IT staff. Passwords are intended to help prevent unauthorized access and may not be shared with unauthorized persons. The contents of all password-protected data files and programs belong to the Town and are subject to access and disclosure by the Town as set forth in this policy. Computer Systems and Network File Server All employees shall utilize computers, including the network file server and other electronic equipment, as directed by their supervisor. The file server is structured to provide file storage in an organized fashion and to provide for regular backup of all data on the server. Failure to make use of this structure can lead to lost data and prevent other employees from locating important documents. Generally, each employee will have access to a personal directory on the server for working documents. Final documents shall be located on the appropriate directory. All property-related files shall be located within the address file in the property directory; all Board-related documents shall be located within the Board directory; all applications within the application directory, etc. Effective 2012 Page 30 In some cases, employees may be directed to utilize certain software packages to ensure consistency between employees or other organizational goals. Employees shall follow such direction for business applications. No unlicensed and/or illegal software applications shall be installed on any Town computer system. The Town will lawfully acquire software packages that the Town Manager and/or your supervisor determine further Town programs or your specific job duties. If you desire additional software programs and/or hardware, you should relay this directly to your supervisor. Every effort to provide the most effective tools to each employee will be made within budgetary and other constraints. Children at Work Children of employees are welcome to visit the workplace on occasion, provided the particular work environment is not potentially hazardous and the child’s presence is not distracting or disruptive to the parent, co-worker, or the public. Pets at Work Employees shall leave their pets at home during hours of employment unless other arrangements are agreed to by the supervisor or Town Manager. On the occasion that pets visit, they must not be disruptive or distracting to other employees or the public and must comply with Chapter 7 Article 6 of the Town Code. Dress Code Although attire is casual in keeping with the customs of the community, staff is expected to dress in a manner that conveys professionalism and respect appropriate to their position and department. Casual is not synonymous with unkempt; clothing should be clean, un-torn, un-patched and well cared for. Tee shirts with drug, alcohol, smoking, sexual or firearms related logos are not allowed, along with any other message which could be construed as inappropriate to the sensibilities of the public and/or co-workers. Public Information Officer The Town Manager shall serve as the Town of Fraser’s Public Information Officer unless otherwise appointed. All Town employees are encouraged to clearly differentiate their personal opinions from official Town positions when communicating with the public. Personnel Records The Town maintains an employee’s records in an official personnel file; these files are maintained by the Finance Manager. No documents will be released from a personnel file, except as required by the Open Records Act or other federal law, without a written request from the employee designating the documents to be released and the person or entity to which the release is to be made, while holding harmless the Town from any Effective 2012 Page 31 liability resulting from such release. An employee’s personnel file is a permanent record and is the property of the Town. Employees have the right to review and/or make copies of documents contained within their own personnel file. Town Records Management As a local government entity, the majority of Town records are public records, many of which are retained permanently. All employees should be cognizant of this fact and act accordingly in the preparation of documents and correspondence. Certain working documents may not be public records; see the Town Manager or Town Attorney for clarification if necessary. All employees are expected to organize their work in such a way that contributes to overall records management. Efficient organization and retention of permanent records is a fundamental expectation of government. Falsification of records, inappropriate destruction of records, or failure to properly file and/or maintain records is contrary to the public interest and may be subject to disciplinary action. Some employees may also be aware of or privy to certain information that is confidential. Confidentiality must be respected and inappropriate sharing of information will not be tolerated. Disclosure of information deemed confidential by law will not be tolerated and, in addition to disciplinary action, may carry additional penalties as provided by law. Outside Employment Outside employment for regular full-time employees is discouraged although not prohibited. The employee may accept other employment or become employed by any other employer as long as the other employment does not interfere with the demands of the employee’s position with Fraser. The term “employment” shall include employment by another legal entity or self employment; however, it shall not be construed as occasional teaching, writing, or consulting performed on employee’s time off or vacation. Employees must notify their supervisors and department heads of outside employment. If it is determined that the outside employment creates a conflict of interest, or interferes in any way with the employee’s ability to perform their job duties, the employee may be required to modify or discontinue the outside employment as a condition of continued employment with the Town. Employee Evaluations The Town is dedicated to the principals of encouraging, recognizing and rewarding superior performance of its employees. Performance evaluations are intended to let each employee know how she or he stands and to assist in the improvement of performance and/or preparation for advancement. All probationary employees’ performance will be evaluated prior to receiving status as a regular employee. All regular employees shall have a minimum of one performance evaluation on a yearly basis prior to the extension of their employment contract. Effective 2012 Page 32 Employees are encouraged to seek more frequent employment evaluations from their supervisor and to conduct periodic self evaluations of their job performance. Contact your supervisor if you feel that an evaluation or additional feedback is merited. Disciplinary Action Good working relationships make demands on everyone, and employees have responsibilities to the Town, themselves and their coworkers. Occasionally, performance or other problems fall short of the Town’s standards and/or expectations. When this occurs, management takes action to formally correct the performance or conduct of individuals and, in some cases, to terminate the employment relationship. In addition to other conduct described elsewhere in this manual, the following conduct is cause for disciplinary action: Unsatisfactory job performance; Insubordination, including refusal to follow a supervisory directive; Conduct or demeanor that discredits the Town; Violation of any lawful rule, regulation, policy or order; Soliciting or taking a fee, gratuity, or gift of an object or service that is given in the hope or expectation of receiving favorable treatment; Falsification or material omissions from an employment application, payroll records, timesheets, benefit enrollment forms, or other Town documents; Theft, negligent or willful damage, waste, or misuse as well as unauthorized personal use of Town or public property, including vehicles and equipment; Use of or attempting to use political influence in securing a position, leave of absence, transfer, change of pay, or character of work; Violation of safety rules or practices; Unauthorized or excessive absences including abuse of paid leave, habitual tardiness, absence from assigned work area without permission; Possession of firearms or dangerous weapons during scheduled work time, other than as required or permitted in the performance of official duties; Release of confidential information except as required or authorized by law; Violation of the Town’s harassment or workplace violence policy; Loss of any license, certificate, or other credential required for the performance of a job responsibility; Failure of a non-exempt employee to obtain advance authorization for overtime work; Violation of any of these personnel policies or any other applicable Town policies and procedures; Other acts or omissions that adversely affect the welfare of citizens, other employees, or the effective operations of the department and the Town. Disciplinary actions could include, but are not limited to, administrative leave without pay, administrative leave with pay, deductions from pay to reimburse Town, counseling and/or training programs, or termination. Effective 2012 Page 33 Safety The safety of all employees and the public in general is of primary importance. Each department must maintain a safety-conscious attitude throughout its operations. Employees are encouraged to communicate ideas on improving safety to their supervisors. Safety is a fundamental supervisory and employee performance measurement standard. General Safety Guidelines: Employees are responsible to read, understand, and follow all Town safety rules and procedures. Required personal protective gear must be utilized. Employees will not operate equipment, use tools, or perform actions for which appropriate training has not been received. Department heads are responsible to ensure that proper training has been conducted, appropriate protective gear is utilized at all times, and applicable safety rules and proper procedures have been promulgated and distributed. Recordkeeping of safety training and periodic training updates is required to be maintained. Defective safety-related equipment, and unsafe conditions or practices, must be reported immediately to a supervisor. Material Safety Data Sheets (MSDS) will be made available to employees handling materials to which such MSDS pertain. Workplace Violence The Town of Fraser will not tolerate threatening, intimidating, or hostile behavior; verbal or physical abuse; weapons possession or use while on duty or on Town property by any employee who is not a sworn police officer or otherwise authorized by the employee's department head to possess such weapons; vandalism; arson; or any other act against person or property which management believes is inappropriate in the workplace. Employees are entitled to work in an environment free of harassment, intimidation, stalking, threats of violence, or violence. Prohibited violent behavior includes but is not limited to: intimidating, threatening or hostile behaviors, physical/verbal abuse, vandalism, arson, sabotage, use of weapons, carrying of weapons onto our premises (not including law enforcement officials authorized to carry weapons), or any other act which in management’s opinion is inappropriate to the workplace. In addition, offensive comments regarding violent events and/or behaviors are not tolerated. Any employee who experiences or witnesses any of the foregoing by a co-worker, supervisor, service provider, or member of the general public will report the behavior to their supervisor, department head, Personnel Director or Town Manager. If an employee believes a threat poses an imminent danger, such as a situation where a violent act is about to occur or is in progress, the police department should be called immediately. Effective 2012 Page 34 Retaliation against a complainant is strictly prohibited. All claims will be investigated promptly, with confidentiality maintained to the extent possible under the circumstances, and corrective action will be taken, up to and including termination in the case of an employee, when determined to be warranted. The complainant will be notified of the results of the investigation. Drugs and Alcohol Alert and rational behavior is required for the safe and successful performance of job duties; therefore, the possession, use, sale or reporting to work after the use of alcoholic beverages or drugs on Town premises or during Town time is strictly prohibited. Employees found to be under the influence of drugs or alcohol while on the job are subject to disciplinary action, up to and including immediate discharge. Employees in positions that require a Commercial Drivers License (CDL) must comply with all requirements of the license that may include drug and alcohol testing. Effective 2012 Page 35 TOWN OF FRASER RESOLUTION NO. 2011 -12 -02 APPROVING 2012 LAW ENFORCEMENT BUDGET WHEREAS, the Towns of Fraser and Winter Park established a joint Fraser /Winter Park Police Department by intergovernmental agreement as amended on September 20, 2006; and WHEREAS, The Police Chief has submitted a proposed budget to said governing body for its consideration; and WHEREAS, the proposed budget remains in balance, as required by law; and WHEREAS, Fraser shall pay its apportioned share of the annual budget on a monthly basis to Winter Park. WHEREAS, Winter Park shall provide Fraser with an accounting of all expenditures for the prior year no later than March 1s Winter Park shall provide Actual expenditures versus budgeted expenditures shall be reconciled by adjusting Fraser's monthly payments for the remainder of that year. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. ATTEST: 1. The attached 2012 budget for the Fraser/WP Police Department is approved. Lu Berger, Town Clerk TOWN OF FRASER Fran Cook, Mayor 2013 2014 Estimate Estimate 446,565 453,594 23,000 23,000 57,500 57,500 719,490 730,052 1,246,555 1,264,146 682,771 695,829 209,510 218,137 212,693 214,407 60,606 50,798 975 975 80,000 84,000 1,246,555 1,264,146 2012 Budget CO CO 0 0 V CO O l.0 CO CO CO N LO V N LO NI" N- CO •(0 N N- N- 0 C M W 0 0 n CO 0 d 0 O CO 0) e s— N 1,242,508 (5,483) ER ER to 2010 2011 2011 Actual Budget Estimate 419,983 455,862 394,166 24,559 24,000 28,000 52,124 55,000 61,500 594,539 657,793 616,979 1,091,205 1,192,655 1,100,645 599,206 648,471 588,296 149,092 184,044 169,785 230,104 217,413 220,172 46,098 70,250 82,917 1,082 977 975 71,106 71,500 38,500 1,096,688 1,192,655 1,100,645 5,483 (5,483) al a) X a) H a LAW ENFORCEMENT FUND Supplies/Non-Capital Equipment Less Reserves/Designations: Change In Fund Balance Beginning Fund Balance Unreserved Fund Balance Ending Fund Balance Annual Gainl(Loss) Investment Earnings Total Expenditures Fund Summary User Charges/Fees Intergovernmental Cumulative Balance Debt Financing SalariesNVages Purchased Services 3% TABOR Reserve Licenses Permits Capital Outlay Benefits Taxes Total Revenue Other Revenue Fines Forfeits Transfers Out Transfers In TOWN OF FRASER RESOLUTION NO. 2011 -12 -03 APPROVING 2012 BUILDING DEPARTMENT BUDGET WHEREAS, the Towns of Fraser and Winter Park established a joint Winter Park/Fraser Building Department by intergovernmental agreement on December 20, 2006; and WHEREAS, The Building Department has submitted a proposed budget to said governing body for its consideration; and ATTEST: WHEREAS, the proposed budget remains in balance, as required by law; and NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: 1. The attached 2012 budget for the Winter Park/Fraser Building Department is approved. DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. Lu Berger, Town Clerk TOWN OF FRASER Fran Cook, Mayor 2013 2014 Estimate Estimate 72,000 72,000 180,166 186,207 252,166 258,207 162,094 165,311 48,439 50,502 24,639 25,072 16,794 17,122 200 200 L0Z`89Z 996`ZSZ 2012 Budget o W N CO r N ER OD O) CO 0 a V O o CCi CO CO V W N V N ER ER 248,480 fie ER ER ER 2010 2011 2011 Actual Budget Estimate 130,245 47,000 160,000 107,416 187,956 73,175 237,661 234,956 233,175 146,564 151,431 151,431 34,997 36,915 39,416 42,447 28,687 26,149 13,400 17,758 16,014 253 165 165 237,661 234,956 233,175 N C O tts C O) a) a) a) N (.0 a) a) O) Ul C N i a) N Q O O BUILDING SERVICES FUND SUMMARY Supplies/Non-Capital Equipment Less Reserves/Designations: Change In Fund Balance Beginning Fund Balance Unreserved Fund Balance Ending Fund Balance Annual Gainl(Loss) Investment Earnings Total Expenditures Fund Summary User Charges/Fees Intergovernmental Cumulative Balance Debt Financing Purchased Services 3% TABOR Reserve Licenses Permits Capital Outlay Benefits Taxes Total Revenue Fines Forfeits Other Revenue Transfer Out 2012 Budget Overview and Budget Message Introduction This Overview and Budget Message is provided as part of the Town of Fraser 2012 Budget. Like most resort municipalities in Colorado, the recession has challenged our ability to continue to provide essential services given the dramatic revenue declines we have experienced. However, we were positioned well for the recession because of the financial strategies that were adopted after experiencing similar declines beginning in 2004 after City Market opened in Granby (reducing sales in our community). Additionally, our focus since 2005 has been to seek ways to improve our levels of service and/or provide services via the most cost effective means possible, thus re-tooling the organization began well in advance of the recession. The current revenue declines highlight the long term challenges facing this community. In Colorado most municipalities rely heavily on sales tax revenues. Fraser is no different in that regard, but the number of sales tax generators in Fraser is very small. The loss of any one of these businesses in Fraser would have dramatic impacts to our ability to provide basic services. Retaining our businesses and attracting additional businesses must remain a priority for this community. Development is not always a popular topic in mountain communities. However, the dramatic decline in construction activity underscores the fact that use tax revenues are not a long term source of revenue. This is a one time revenue stream that cannot be relied for long term financial planning. Additionally, customer growth in our water and sewer utilities (that provided for revenue growth in our Water and Wastewater Funds) does not occur without construction of new units. Our water and sewer systems have surplus capacity and the most effective way to limit growth in service rates is by adding additional customers. Budgeting in times of an uncertain economic future is challenging. Our approach has been based upon the assumption that revenues would not decline any further (barring loss of one of our more significant retailers) and that we will not see any real revenue growth for several more years. Our budget model suggests that while we are currently deficit spending, we can sustain this approach for another several years. However, if things do not begin changing during that time the Town Board will be faced with the very difficult decision of eliminating programs, changing levels of service, implementing new taxes, or other decisions. Ù»²»®¿´Ú«²¼Î»ª»²«» üíôëððôððð üíôðððôððð üîôëððôððð üîôðððôððð üïôëððôððð üïôðððôððð üëððôððð ü îððîîððíîððìîððëîððêîððéîððèîððçîðïðîðïïîðïî Ѭ¸»®Î»ª»²«»­Ð®±°»®¬§Ì¿¨Í¿´»­Ì¿¨Ë­»Ì¿¨ Total revenues have declined below 2002 levels, and while sales tax revenues have declined, the most notable reductions are the revenues related to development and construction activity The baseline services provided for in the 2012 budget include: Public Works, including maintenance of streets, trails, and parks; Water production and distribution to Fraser residents and guests; Wastewater collections; Operation of the Upper Fraser Valley Wastewater Treatment Facility on behalf of the Town of Fraser, Winter Park Ranch Water and Sanitation District, and Grand County Water and Sanitation District #1; Administrative services including financial and records management, and general municipal administration; Community Development, including planning review of new development, long range strategic planning, and other planning and building services; and finally Provision of Law Enforcement (including animal control) and Building Inspection Services via intergovernmental agreements with the Town of Winter Park. Additionally, the 2012 Budget includes the following: The Budget provides for the same staffing levels as 2011 budget with the addition of two seasonal laborer positions to assist with operations and maintenance of our water and sewer systems. Once again, expenditures to maintain our street improvements are provided for within the Budget ($250,000). Before and after some of the ongoing street improvements The Capital Equipment Replacement Fund provides for the potential purchase of another piece of heavy equipment pending progress within our new developments. We will be re-evaluating proposed future CERF purchases in 2012. The Petersen Trust provides for expenditures to complete a trail linkage to the Fraser Valley Ball Fields. Budget Process The budgeting process is continuous throughout the year, as we continually monitor revenues and expenses against the current adopted budget. Budget development begins mid year in the offices of the Town Manager and Finance Director as trends are identified and work plans for the current year are evaluated. Around this time budget requests and proposals for the following year start to be identified and are submitted by department heads, the Town Board, and other outside entities. Formal discussions with the Town Board are typically initiated in October (or sooner). The Town Board appoints a Budget Committee, which acts as a sub-committee of the Town Board composed of four of the elected officials. These are public meetings and posted accordingly, and the entire Town Board is encouraged to attend if possible. In 2011, the Budget Committee ththththst met on September 20, October 4, October 18, October 25, November 1, and November th 8. After the Budget Committee feels satisfied with development of a preliminary budget, it is brought to the entire Town Board via a series of Budget Workshops. These were held on thndth October 19, November 2, and November 16 during workshop sessions immediately prior to regular Town Board meetings at 6pm. While only one public hearing is required, the Town of Fraser hosts three public hearings to ensure that the community has ample opportunity to engage in this process. In 2011 these ndth were scheduled for November 2, November 16 and December 7 during the regular Town Board meetings at 7pm. Despite discussing the budget during numerous public meetings and encouraging the community to attend these meetings, turnout at these meetings is typically minimal. This year was no different. The lack of public participation is always disappointing as we believe the Town Budget is one of the most important matters considered by the Town Board that directly affects every resident, guest, business, and property owner within the community. Nonetheless, we are proud of the dedication and effort committed to this document of behalf of the community and its future. Budget Basis The 2012 budget is presented and submitted in accordance with the laws of the State of Colorado and has been prepared using the Modified Accrual basis of accounting. Under this method, the focus is on current financial resources measurement whereby revenues are recognized when they become both measurable and available (except for unmarred interest on long-term debt which is recognized when due). Measurable means the amount of the transaction that can be determined and available means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. The budgets for the enterprise funds are prepared using the accrual basis of accounting, meaning that revenues and expenses are recognized when they are earned or incurred. Funds The Town’s Budget includes the following funds: the General Fund, Conservation Trust Fund. Debt Service Fund, the Capital Asset Fund. Capital Equipment Replacement Fund, the Petersen Trust Fund, the FREP Fund, the Water Fund, the Wastewater Fund, the Joint Facilities Fund O&M, and the Joint Facilities Fund CRR. îðïîЮ±¶»½¬»¼Î»ª»²«»­Þ§Ú«²¼­ ݱ²­»®ª¿¬·±² Ý¿°·¬¿´ß­­»¬ Ý¿°·¬¿´Û¯«·° Ì®«­¬Ú«²¼ Ú«²¼ λ°´¿½»³»²¬ ðòïíû ëòëìû Ú«²¼ 묻®­»²Ì®«­¬ íòëðû Ü»¾¬Í»®ª·½» ðòððû Ú«²¼ éòíîû Ö±·²¬ Ù»²»®¿´Ú«²¼ Ú¿½·´·¬·»­ ììòîêû Ú«²¼ ïïòîëû É¿¬»®Ú«²¼ ïíòéëû É¿­¬»©¿¬»® Ú«²¼ ïìòîìû îðïîЮ±¶»½¬»¼Î»ª»²«»­Þ§Ì§°» ß´´Ú«²¼­ Í¿´»­Ì¿¨ ìêòîïû É¿­¬»©¿¬»®Í»®ª·½» Ú»»­ ïèòðïû Ю±°»®¬§Ì¿¨ çòíîû É¿¬»®Í»®ª·½»Ú»»­ ïèòðìû Ѭ¸»®Î»ª»²«»­ íòïêû Ë­»Ì¿¨ ïòêìû Ú®¿²½¸·­» Ý·¹¿®»¬¬»Ì¿¨ Ú»»­ Ø·¹¸©¿§Ë­»Ì¿¨ ðòïëû ïòïçû ïòîèû ÖÚÑÝÓ¹³¬Ú»» Ô±¬¬»®§Ð®±½»»¼­ ðòèëû ðòïèû General Fund As provided by the 2012 Budget, expenditures total $2,759,781 with $1,997,000 new revenues. These expenditure continue to provide all baseline health, safety and welfare services required by the Statutes and as directed by the Town Board. The proposed budget includes lease/purchase agreements as outlined in the attached supplemental lease/purchase information. The decreased revenues and conservative expenditures provided within the 2012 Budget position the Town to remain fiscally sound through the near term despite economic conditions. Staff and the Budget Committee expect to continue to monitor revenues and are prepared to reconvene throughout 2012 as needed. îðïîЮ±¶»½¬»¼Ù»²»®¿´Ú«²¼Î»ª»²«»­ Ô·½»²­»­ú ݸ¿®¹»­º±®Í»®ª·½»­ л®³·¬­ Ѭ¸»®Ì¿¨»­ ðòîëû ðòëíû îòîëû Ë­»Ì¿¨ îòéëû Ó·­½»´´¿²»±«­ ëòïêû Ю±°»®¬§Ì¿¨ ïïòìçû Í¿´»­Ì¿¨ ééòëèû Conservation Trust Fund Thewill be accumulate revenues of $32,683 by year end. No expenditures are proposed from this fund in 2012. Capital Equipment Replacement Fund The(CERF) is funded through the Highway User Trust Fund, a State fund that pays a pro-rata share of the State's petroleum sales tax to counties and municipalities based on the specific number of road miles within the State and the receiving jurisdiction. This fund also receives revenues from interfund transfers. This fund's revenues for 2012 will be $566,763. The CERF 2012 proposed budget does not include any lease/purchase agreements as outlined in the attached supplemental lease/purchase information and proposes $245,000 in new vehicle purchases (though these purchases are rather unlikely and are pending further review). Capital Asset Fund Thewas created to provide for capital expenditures related to the Towns property assets including parks, buildings, and streets. Revenues of $311,811 are expected within this fund that would accommodate expenditures of $250,000 from this Fund in 2012 for street improvements. FREP Fund The (Fraser River Enhancement Project) was established for the administration of this complex project. Accurate tracking for project partners and to ensure reimbursement of grant expenses from Great Outdoors Colorado was important and provided by this fund. No new revenues or expenses are proposed within this fund. Debt Service Fund Thetracks all revenues and expenditures related to Fraser's long- term debt, all of which paid for capital improvements throughout Town. New revenues in the fund are $330,650. Planned expenditures are $330,650 which leaves an estimated fund balance of $0. Despite fiscal challenges faced by both the Water and Wastewater funds, the Town Board has elected to keep rates at 2011 levels given the fiscal challenges faced by our customers. Water Fund New revenues in the in 2012 are $620,500. Proposed expenditures for 2012 total $1,007,815. Wastewater Fund Theprovides for revenues and expenditures related to collection and treatment of wastewater. New revenues of $642,920 accommodate expenditures of $627,420. The 2012 Budget for the General Fund, Water Fund, and Wastewater Fund all include significant carry forward balances. This translates to deficit spending when new revenues are not sufficient to cover current expenditures. Petersen Trust Fund The was established to administer $50.000 provided to the Town of Fraser by the estate of Larry Petersen. Those funds have been dedicated to restoration of an historic fire engine (funded), flag poles at the ball fields (complete), dugouts at the Aksel Nielson Ball field (completed in 2006), a trail extension to connect a regional trail into Town, and improvements at the Historic Church (completed in 2007). The carryover balance of $12,282 is appropriated toward $12,282 of expenditures to complete the trail extension in 2012. As a result of our work with the Joint Facilities Fund in 2010, we have established two additional new funds, the Joint Facilities Fund – O&M and the Joint Facilities Fund – CRR. These funds replace the Joint Facility Fund and allow the Town (acting as Manager of the Joint Facilities, operating the Upper Fraser Valley Wastewater Treatment Facility on behalf of the members of the Joint Facilities Agreement) to account for the revenues and expenditures in a manner that provides for effective tracking and cost sharing among the partners. îðïîЮ±¶»½¬»¼Û¨°»²¼·¬«®»­ É¿´µÌ¸®«Ø·­¬±®§ Ý¿°·¬¿´Û¯«·° п®µ λ°´¿½»³»²¬Ý¿°·¬¿´ß­­»¬­ 묻®­»²Ì®«­¬ ðòìïû ìòíìû ìòîêû ðòîïû Ü»¾¬Í»®ª·½» ëòéìû É¿¬»® ïéòëïû É¿­¬»©¿¬»® ïðòçðû Ö±·²¬Ú¿½·´·¬·»­ ïêòíìû ݱ³³«²·¬§Í»®ª·½»­ ïïòêéû Ы¾´·½É±®µ­ ß¼³·²·­¬®¿¬·±² ïëòèíû ïîòéèû îðïîЮ±¶»½¬»¼Û¨°»²¼·¬«®»­Þ§Ý¿¬»¹±®§ ß´´Ú«²¼­ Ю±°»®¬§ Ñ°»®¿¬·²¹Ó¿¬»®·¿´­ ˬ·´·¬·»­ Ó¿²¿¹»³»²¬ ëòêçû íòçîû ïòçêû Ü»¾¬Í»®ª·½»­ ëòçèû Í¿´¿®·»­úÞ»²»º·¬­ Ñ«¬­·¼» îìòçìû Ю±º»­­·±²¿´ Í»®ª·½»­ éòîëû Ý¿°·¬¿´Û¨°»²¼·¬«®»­ îïòèëû Ó·­½Ñ°»®¿¬·²¹ Ô±½¿´ Û¨°»²¼·¬«®»­ Ù±ª»®²³»²¬ ïçòððû ͸¿®»¼Í»®ª·½»­ çòìðû Acknowledgements We thank all those who have been engaged in this process and those who will engage in 2012. Town Staff has worked hard to prepare a thorough budget document and will continue to work diligently toward a better future for this community. The Budget Committee included Mayor Fran Cook, Steve Sumrall, Peggy Smith, and Eric Hoyhtya. Special thanks to Peggy and Steve who spent countless hours at Town Hall. The Town Board remains committed to its work toward providing the highest level of service practical within a cost effective organization. Supplemental Lease/Purchase Information General Fund Capital Equipment Replacement Fund Principal Interest Purchase Price ÖÑ×ÒÌ ÚßÝ×Ô×Ì×ÛÍ ÚËÒÜîððçîðïðîðïðîðïïîðïïîðïî Ú×ÒßÔÞ«¼¹»¬ß½¬«¿´Þ«¼¹»¬ÇÛÛÞ«¼¹»¬ ÎÛÊÛÒËÛÍ Ó×ÍÝÛÔÔßÒÛÑËÍÎÛÊÛÒËÛ ìðóíðóïððײ¬»®»­¬ Û¿®²·²¹­ ó ÑúÓêèìëððïôíìíëððïôðëðêðð ìðóíðóîððÑúÓ Î»·³¾ò ó ÉÐÎçêôìíîîìðôîíçïìíôèìîîïíôêíîïèïôðððîïìôëðð ìðóíðóîðëÝ¿°·¬¿´ λ·³¾ò ó ÉÐÎíèôêëéçêôìçíîìôèéééíôíèïîðð ìðóíðóîïðÑúÓ Î»·³¾ò ó ÙÝýïïëíôìïçíééôêèìîîçôïìîííëôíçêîèèôðððíìïôêðð ìðóíðóîïëÝ¿°·¬¿´ λ·³¾ò ó ÙÝýïìçôëêîïîíôéïìíïôèçëçìôðèîîëð ìðóíðóîîðÑúÓ Î»·³¾ò ó ÌÑÚèïôçëîîðêôêééïîîôçèçïèíôèççïëëôðððïèíôëðð ìðóíðóîîëÝ¿°·¬¿´ λ·³¾ò ó ÌÑÚìêôíðíïïíôéçìîçôííèèêôëíèîíð ìðóíðóîíð窻® ͬ«¼§ λ·³¾ò ó ÉÐíððéìððð ìðóíðóîíë窻® ͬ«¼§ λ·³¾ò ó Ù®¿²¾§ððéìððð ìðóíðóëððÍ¿´» ±º Ù»²ò Ú·¨»¼ ß­­»¬­ððððïéëôðððð ìðóíðóèððײ¬»®»­¬ Û¿®²·²¹­ ó Ý¿° λ­çôðêîçôðððîçôíëëîðôðððîîôíëìð ìðóíðóçððÓ·­½»´´¿²»±«­ 못²«»ððîôçîïðíôëððð Âk®¼£†± 476,1011,168,101615,8501,007,428825,972740,200 ÑÌØÛÎ ÍÑËÎÝÛÍ ßÒÜ ÌÎßÒÍÚÛÎÍ ìðóíðóçççÝ¿®®§±ª»® Þ¿´¿²½»îîèôðïéîíéôéêíîïìôïëðîîëôèîéîîëôèîéîëìôíéç Âk®¼£†±-40Ë33,3Ë04/Ë,.0,14Ë4443Ë211Ë2//3Ë4/3Ë-++++0Ë/-+ îððçîðïðîðïðîðïïîðïïîðïî ÛÈÐÛÒÜ×ÌËÎÛÍÚ×ÒßÔÞ«¼¹»¬ß½¬«¿´Þ«¼¹»¬ÇÛÛÞ«¼¹»¬ ìðóèëóïïðÍ¿´¿®·»­ðïêðôðððïëéôïîëïêèôðððïêëôðððïèðôððð ìðóèëóîïðØ»¿´¬¸ ײ­«®¿²½»ðíèôëçðîìôçéðìíôîîïíîôðððìèôìðé ìðóèëóîîðÚ×Ýß Ì¿¨ðïîôîìðïïôééíïîôèëîïîôîîëïíôééð ìðóèëóîíðλ¬·®»³»²¬ðêôìïðëôêðéêôéîðêôðððéôîðð ìðóèëóîëð˲»³°´±§³»²¬ Ì¿¨ðîôéêðíïìëðììçëëìð ìðóèëóîêðɱ®µ»®­ ݱ³° Ý´¿·³­ðððððð ìðóèëóîèðÌ®¿·²·²¹ Ю±¹®¿³­ïôççíìôîððêïëîôðððîôëððìôððð ìðóèëóîçðÌ®¿ª»´ô Ó»¿´­ ¿²¼ Ô±¼¹·²¹ððêîìîôðððîôðððíôððð ìðóèëóîçëÓ»¿´­ ¿²¼ Û²¬»®¬¿·²³»²¬îçðîçîððïððîðð ìðóèëóíïðÔ»¹¿´ Ú»»­ìôéðëïîôðððëôðððêôðððëôðððëôððð ìðóèëóíîðß«¼·¬ Ú»»íôëëïéôëððíôéëðéôëððìôëððêôððð ìðóèëóííðÛ²¹·²»»®·²¹ Ú»»­ïîêíðôðððïôéíîíðôðððïðôðððïëôððð ìðóèëóíìðÚ·²¿²½·¿´ Í»®ª·½»­ðððððð ìðóèëóíëðÍ´«¼¹» λ³±ª¿´ìîôìèíëðôðððíêôíëéêëôðððëðôðððêëôððð ìðóèëóíéðѬ¸»® Ю±º»­­·±²¿´ Í»®ª·½»­îôîîéíêôëððëôëëîíêôëððïëôðððíêôëðð ìðóèëóíéëλ·³¾ò Ю±º Í»®ª·½»­ððïìéðïôðððïôððð ìðóèëóìïðÞ¿²µ ݸ¿®¹»­ðïððíïïððïððïðð ìðóèëóìíðײ­«®¿²½» ó д¿²¬îðôéìíîëôðððïðôíïçîëôðððîëôðððîèôððð ìðóèëóììðß¼ª»®¬·­·²¹ðððððð ìðóèëóìêðд¿²¬ Ó¿·²¬ ¿²¼ λ°¿·®ïçôíìéìðôðððîêôèëëìðôðððíðôðððìðôððð ìðóèëóìéëÙ®±«²¼­ Ó¿·²¬»²¿²½»ïôèçêîôðððïôêêëîôðððïôðððîôððð ìðóèëóìèðÛ¯«·°³»²¬ 벬¿´ðëðððëððëððëðð ìðóèëóìçðЮ±º»­­·±²¿´ Ó»³¾»®­¸·°­ððéîëððëððëðð ìðóèëóëððÑ°»®¿¬·²¹ Í«°°´·»­éôëééïéôëððëôëèïîðôðððïðôðððîðôððð ìðóèëóëðêÑ°»®¿¬·²¹ Í«°°´·»­ ó ݸ»³·½¿´­êîôíêïèìôðððììôëíéêëôðððêëôðððéëôððð ìðóèëóëïðÛ¯«·°³»²¬ Ы®½¸¿­» ¿²¼ λ°¿·®ëôïçïèðôðððêôèéîîðôðððïëôðððîðôððð ìðóèëóëîðÌ»­¬·²¹îìôîéèíéôðððííôçèëíéôðððíëôðððìðôððð ìðóèëóëîëл®³·¬­êôðçðîëôðððïíôèîíîëôðððîëôðððïèôððð ìðóèëóëëðб­¬¿¹» ðððððð ìðóèëóëêðˬ·´·¬·»­ ó Ì»´»°¸±²»íôíêèìôëððíôîííëôëððíôëððëôëðð ìðóèëóëêîˬ·´·¬·»­ ó Û´»½¬®·½·¬§ïïïôèêðïîðôðððèíôëèïçðôðððèëôðððçðôððð ìðóèëóëêëˬ·´·¬·»­ ó Ò¿¬«®¿´ Ù¿­ìôîíêçôðððìôéëîçôðððêôðððçôððð ìðóèëóëêéˬ·´·¬·»­ ó д¿²¬ Ù»²»®¿¬±®èêììôëððïôïïïîôëððïôëððîôëðð ìðóèëóëêçˬ·´·¬·»­ ó Ì®¿­¸ λ³±ª¿´ïôêéîëôðððïôêéîíôëððîôëððíôëðð ìðóèëóêëðÊ»¸·½´» Û¨°»²­»­ëôèîçéôëððìôïíéêôðððëôðððêôððð ìðóèëóêçðÓ·­½»´´¿²»±«­ Û¨°»²­»ðïôíððëèëïôðððïôðððïôððð ìðóèëóéíðÝ¿°·¬¿´ Ю±¶»½¬­ïíëôçíðííìôðððêðôîêîííðôðððïëðôðððð ìðóèëóéìðÝ¿°·¬¿´ Ы®½¸¿­»­ððîëôëêððëôðððð ìðóèëóéëðݱ²¬·²¹»²½§ðïðôððððððð ìðóèëóçíðÝ¿°·¬¿´ λ­»®ª» Ю±¶»½¬­ðîðôðððîïôçìëîðôðððîðôðððð Âk®¼£†±0..Ë1/.3Ë3,-Ë344.40Ë3-13Ë4,1Ë4+--+2Ë024-0-Ë23- Ö±·²¬ Ú¿½·´·¬·»­ Ú«²¼ 못²«»­éðìôïïèïôìðëôèêìèíðôðððïôîííôîëëïôðëïôéççççìôëéç Ö±·²¬ Ú¿½·´·¬·»­ Ú«²¼ Û¨°»²¼·¬«®»­ìêêôíëêïôïèéôïððêðìôïéíïôðèíôðçééçîôìîðéìéôîïé Ö±·²¬ Ú¿½·´·¬·»­ Ú«²¼ 못²«»­ ±ª»® Û¨°»²¼·¬«®»­îíéôéêîîïèôéêìîîëôèîéïëðôïëèîëçôíéçîìéôíêî îððçîðïðîðïðîðïïîðïïîðïî Ú×ÒßÔÞ«¼¹»¬ß½¬«¿´Þ«¼¹»¬ÇÛÛÞ«¼¹»¬ ÖÑ×ÒÌ ÚßÝ×Ô×Ì×ÛÍ ÚËÒÜ ó ÝÎÎ ÎÛÊÛÒËÛÍ ÝÎÎ Ü»°±­·¬ ó ÙÝýïð ÝÎÎ Ü»°±­·¬ ó ÉÐÎ ð ÝÎÎ Ü»°±­·¬ ó ÌÑÚð ײ¬»®»­¬ Û¿®²·²¹­ ó Ý¿° λ­ïëôððð Ý¿®®§±ª»® Þ¿´¿²½»îôêëíôððð Âk®†£†±2Ë..,Ë444 ÛÈÐÛÒÜ×ÌËÎÛÍ Ý¿°·¬¿´ Ы®½¸¿­»îðôððð ÝÎÎóÝ×РЮ±¶»½¬­ïéíôëðð Âk®†£†±3+1Ë/44 Ö±·²¬ Ú¿½·´·¬·»­ Ú«²¼ ÝÎΠ못²«»­îôêêèôððð Ö±·²¬ Ú¿½·´·¬·»­ Ú«²¼ ÝÎÎ Û¨°»²¼·¬«®»­ïçíôëðð Ö±·²¬ Ú¿½·´·¬·»­ Ú«²¼ ÝÎΠ못²«»­ ±ª»® Û¨°»²¼·¬«®»­îôìéìôëðð TOWN OF FRASER RESOLUTION NO. 2011-12-04 SUMMARIZING EXPENDITURES AND REVENUES FOR EACH FUND AND ADOPTING THE BUDGET FOR THE TOWN OF FRASER, COLORADO FOR THE CALENDAR AND FISCAL YEAR 2012 WHEREAS, The Board of Trustees of the Town of Fraser has appointed the Town Manager to prepare and submit a proposed budget to said governing body at the proper time; WHEREAS, the Town Manager has submitted a proposed budget to said governing body for its consideration; WHEREAS, upon due notice and published in accordance with Colorado Statutes, the budget was available at the Fraser Town Hall and a public hearing was held on Nov. 2; Nov. 16, and December 7, 2011 giving interested taxpayers the opportunity to file or register any objections to said budget; and WHEREAS, the proposed budget remains in balance, as required by law. NOW THEREFORE, BE IT RESOLVED by the Board of Trustees of the Town of Fraser, Colorado: SECTION 1. That expenditures for each fund are set as follows: General Fund $ 2,759,781 Conservation Trust Fund (A Special Revenue Fund) $ 0 Capital Equipment Replacement Fund $ 245,000 Capital Asset Fund $ 250,000 FREP Fund (a Special Revenue Fund) $ 0 Debt Service Fund $ 330,650 Water Fund $ 1,007,815 Wastewater Fund $ 627,420 Petersen Trust (An Expendable Trust Fund) $ 12,282 Joint Facilities Fund - O&M $ 747,217 Joint Facilities Fund - CRR $193,500 SECTION 2. That revenues for each fund are estimated as follows: General Fund $ 4,052,383 Conservation Trust Fund (A Special Revenue Fund) $ 32,683 Capital Equipment Replacement Fund $ 566,763 Capital Asset Fund $ 311,811 FREP Fund (a Special Revenue Fund) $0 Debt Service Fund $ 330,650 Water Fund $ 1,013,520 Wastewater Fund $ 2,720,153 Petersen Trust (An Expendable Trust Fund) $ 12,282 Joint Facilities Fund - O&M $ 994,579 Joint Facilities Fund - CRR $ 2,668,000 SECTION 3. Any and all year-end fund balances shall be considered a "reserve increase" and therefore part of the 2010 fiscal year spending, within the meaning of article X, section 20(2)(e) of the Colorado Constitution. That the Budget, as submitted, amended and herein above submitted by fund, hereby is adopted and approved as the Budget for the Town of Fraser for the calendar and fiscal year 2012. That said Budget hereby approved, shall be signed by the Mayor of the Town of Fraser and made part of the public records of the Town. th DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. TOWN OF FRASER Fran Cook, Mayor ATTEST: Lu Berger, Town Clerk TOWN OF FRASER RESOLUTION NO. 2011-12-05 LEVYING PROPERTY TAXES FOR THE YEAR 2011 TO HELP DEFRAY THE COSTS OF GOVERNMENT FOR FRASER, COLORADO, FOR THE BUDGET YEAR 2012 WHEREAS, the Board of Trustees of the Town of Fraser has adopted the annual budget in accordance with all Local Government Laws, on December 7, 2011; and WHEREAS, the 2011 final valuation for Fraser, as certified by the County Assessor on November 23,2011, is $36,804,400. NOW, THEREFORE, BE IT RESOLVED by the Board of Trustees of the Town of Fraser, Colorado: SECTION 1. That for the purpose of meeting all general operation expenses of the Town during the 2012 Budget year, there is hereby levied a tax of 5.883mills upon each and every dollar of valuation for assessment of all properties within the Town of Fraser for the year 2011. Based upon the November 23,2011 final assessed valuation certification as provided by the County Assessor, this would result in an amount of $216,520. SECTION 2. That for the purpose of meeting all general obligation bond debt of the Town during the 2012 Budget year, there is hereby levied a tax in an amount appropriate to raise $ 80,000, currently 2.174mills, based upon the November 23,2011 final assessed valuation certification as provided by the County Assessor, upon each and every dollar of valuation for assessment of all properties within the Town of Fraser for the year 2011. SECTION 3. That for the purpose of collecting abated taxes in the amount of $ 368 during the 2012 Budget year, there is hereby levied a tax in an amount appropriate to raise $ 368 currently .010 mills, based upon the November 23, 2011 final assessed valuation certification as provided by the County Assessor, upon each and every dollar of valuation for assessment of all properties within the Town of Fraser for the year 2011. SECTION 4. That the Town Clerk is hereby authorized and directed to immediately certify to the County Commissioners of the County of Grand, the mill levies for the Town of Fraser as herein above described and fixed. th DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. TOWN OF FRASER ATTEST: Fran Cook, Mayor Lu Berger, Town Clerk TOWN OF FRASER RESOLUTION NO. 2011-12-06 APPROPRIATING SUMS OF MONEY TO VARIOUS FUNDS AND SPENDING AGENCIES, IN THE AMOUNT AND FOR THE PURPOSE AS SET FORTH BELOW, FOR THE TOWN OF FRASER, COLORADO FOR THE BUDGET YEAR 2012 WHEREAS, the Board of Trustees of the Town of Fraser has adopted the annual budget in accordance with Colorado's Revised Statutes on December 7, 2011; WHEREAS, the Board of Trustees has made provisions therein for the revenues in an equal amount or greater than the total expenditures as set forth in said budget; and WHEREAS, it is not only required by law, but necessary to appropriate the revenues provided in the budget to and for the purposes described below, so as not to impair the operations of the Town of Fraser, Colorado. NOW, THEREFORE, BE IT RESOLVED by the Board of Trustees of the Town of Fraser, Colorado as follows: SECTION 1. The following sums of money are appropriated from the revenues provided of each fund, for the purposes stated: General Fund $ 2,759,781 Conservation Trust Fund (A Special Revenue Fund) $ 0 Capital Equipment Replacement Fund $ 245,000 Capital Asset Fund $ 250,000 FREP Fund (a Special Revenue Fund) $ 0 Debt Service Fund $ 330,650 Water Fund $ 1,007,815 Wastewater Fund $ 627,420 Petersen Trust (An Expendable Trust Fund) $ 12,282 Joint Facilities Fund - O&M $ 747,217 Joint Facilities Fund - CRR $193,500 SECTION 2. Any and all year-end fund balances shall be considered a "reserve increase" and therefore part of the 2010 fiscal year spending, within the meaning of article X, section 20(2)(e) of the Colorado Constitution. th DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. TOWN OF FRASER Fran Cook, Mayor ATTEST: Lu Berger, Town Clerk TOWN OF FRASER RESOLUTION NO. 2011-12-07 ADOPTING FEES FOR WATER AND SEWER SERVICE IN THE TOWN OF FRASER, COLORADO WHEREAS, pursuant to the Town Code, the Board of Trustees may adjust fees as necessary for the operation of municipal services; WHEREAS, the Town of Fraser last raised water and sewer rates January 1, 2011; WHEREAS, costs associated with utilities and equipment necessary to operate and maintain the systems continue to increase. WHEREAS, the Town Board recognizes the financial challenges faced by our customers NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT the 2012 rates shall be the same as the 2011 rates and the following rates are effective January 1, 2012 1. Rates for water service shall include a base rate and a consumption rate as follows: a. The Water Base Rate shall be $115.00per quarter per Single Family Equivalent (SFE), billed quarterly. b. The Water Consumption Rate shall be: 1. Tier 1 - $1.50 per 1,000 gallons 2. Tier 2 - $1.50 per 1,000 gallons 3. Tier 3 - $1.50 per 1,000 gallons 2. The Water Base Rate for a Water Using Unit with un-metered water service shall be determined by using the water service line size in lieu of the water meter size. The Water Consumption Rate for a Water Using Unit with un-metered water service shall be $250.00 per SFE per quarter. 3. Rates for sewer service shall be $129.00 per quarter per Single Family Equivalent (SFE), billed quarterly. 4. Tampering with a water meter shall be subject to the General Penalty provisions of the Town Code Section 1-4-10 (up to $1,000 per violation). 5. On and off charges pursuant to Section 13-2-260 shall be $50.00 6. A property owner that requests a water meter calibration certification will be responsible for all costs associated with the calibration unless the meter is determined to be faulty. 7. Bulk Water Permit water rates shall be $10.00 per 1,000 gallons. th DULY MOVED, SECONDED, AND ADOPTED THIS 7 DAY OF DECEMBER, 2011. TOWN OF FRASER Fran Cook, Mayor ATTEST: Lu Berger, Town Clerk Clerks Update December 7, 2011 As 2011 comes to a close I’d like to express my appreciation to you for allowing me to serve you and our community for another year. As a Town, we have managed to do more with less and I’m very proud of my fellow staff members for their dedication and accomplishments this year. The Clerk’s department has had the pleasure of working with our business community, discussing topics of interest, which I found enlightening. I enjoyed meeting this resilient group of individuals both at our business forums, lunches and the business appreciation mixer. My office has processed many special event permits throughout the year. Streamlining this process has been extremely beneficial both from the applicant’s and my perspective. Thanks for allowing that change to take place. We have three new liquor licensed/businesses that have joined our community this year, Grand Park Bowl & Cinema, Elevation Pizza and Los Nopales. I’ve had the pleasure of working with these business owners and count them as great additions to our community. The website continues to be a blessing with the ability to get our packets to you on a timely and cost effective manner. Lastly I would like to thank you for your contribution to the Board dinners this year. Your willingness to jump in and help us out is greatly appreciated. We all enjoyed some great food and conversation over our dinners and I count them as a great asset to our group dynamic. I want to wish everyone a Merry Christmas, Happy Hanukah and a very Happy New Year! I look forward to 2012! If you have any questions, please give me a call. Lu Finance Update: 12/07/2011 Prepared: 11/30/2011 The last regularly scheduled meeting of the year – WHAT? I know you all feel just like I do – where has the time gone? And gosh is global warming responsible for speeding up time too? Wow what a fast and furious year it’s been. With employee reviews occurring presently, I have been reviewing my accomplishments this year and would like to review the Finance Departments successes and identify the area’s the department has more to address – those will be our next year’s goals. It took two years, and the very final change is currently staring me in the face (from my other monitor), but I have migrated all of the JFF to the Town’s format for budgeting and accounting. The “Nat” Plan: the research, understanding, projecting and in the end recommending a new course of action for the JFF’s Capital Replacement Reserve Study (CRRS) was accepted by all three entities. We will need to be vigilante in our future analysis of the CRRS and its reserved dollars, making sure we are on top of the projection for revenues (currently suspended as an annual payment to reserves) and projects requiring funding. I know the Managers of the three districts are glad to have survived this migration and look forward to many future successful years utilizing our new models and formats. When I accepted my position as a Trustee of COLOTRUST, I knew both the Town and I would benefit from this position. However I was not at all prepared for the “big-boy” lessons I have learned this year. The Board of Trustees of COLOTRUST has announced that we have selected st , 2012. I am still a new Fund Manager to replace Cutwater Asset Management as of January 1 worried about the possible issues that may arise in the last thirty days of Cutwater’s management, but we as a Board are dealing with them on a day to day basis. If the Board pulls this off without a hitch it will be an unbelievable success (based upon the process over the past year). The new managers, Public Trust Advisors (PTA) is comprised of our most trusted and passionate employees whom have left (and will continue to leave over the next four weeks) Cutwater. The Board looks forward to a long and prosperous relationship with our new administrator, all the while re-energizing our position as Colorado’s number one State investment option for all qualifying government entities. Like I said earlier, the life lessons learned were tremendous in this transition process, the stress of being responsible for over five billion dollars in deposits has not been such a treat! Hopefully in four weeks I will be able to exhale a big sigh of relief. The continued progress of the Water and Wastewater Committee has been great, the re- structured water rates seem to be doing just what we wanted them to do and seem to be Town of Fraser PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518 www.frasercolorado.com generally accepted as a good model by our customers. There are many more big topics to handle next year so we are all counting on the committees continued enthusiasm. Nancy has made great strides on the Utility Management software side of the business. Getting all of the meter reading routines in place and improved. She is moving forward on a proposal to use the State’s payment processing (at no cost to the Town) web site for our customers who want to use credit cards to pay their bills – the WWW Committee will be reviewing her proposal soon. I came up short on imparting my knowledge of the town’s utility customers onto Nancy, but again this will be an ongoing project. I also ran out of time this year to do a complete makeover of our Sales Tax Collection process. The State switched to a new web-site for dispersal of sales tax information to its municipalities which signified to me as a great time to analyze our current practices and to root out some enhancements to this process. We moved our annual Audit up to the third week of February and really noticed some operational efficiency related to this move – this year will go much smoother with last year under our belts. And to top off all of my accomplishments this year – NO CHARBRIQUET BURGERS! Hopefully you all enjoyed my Paleo Nutrition Meals, oh; perhaps it was your sweet tooth’s that got burned by me this year? Happy Holidays and let’s make 2012 our most successful year yet. As always please contact me with any questions or concerns you might have: 726-5491 X206 or . atnhavens@town.fraser.co.us Nat Town of Fraser PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518 www.frasercolorado.com 2011 YEAR END PLANNING UPDATE (December 7, 2011) Planning Commission: We have 2 vacancies on the Planning Commission. Veronica Callinan joined the PC in January 2011 and has recently moved out of Fraser. Philip Naill was PC chairman this past year and has taken a seat on the Town Board. Thanks to the Planning Commission for their 2011 planning efforts: Revised Final Plat Phasing Plan, The Village at Grand Park – Filing 2 Medical Marijuana research Sign Code Amendments Byers Peak Ranch PDD The Village at Grand Park, Lot 12A, GP Bowl & Cinema Business Zone Amendments Subdivision Regulation Amendments Amendments to the Fraser Town Code: We are in the final process of consolidating the construction standards and adding a new section to the Municipal Town Code, Chapter 14 entitled Minimum Design Criteria and Construction Standards. Building Permits: To date in 2011, we have issued 7 new Single Family Dwelling (SFD) permits in Fraser: 1 SFD custom home in RendezVous and 2 triplex units in East Mountain Filing 7 (RendezVous). Safeway pharmacy remodel is almost complete. This expansion allows for a new waiting room, consulting room and bathroom. The Fraser Creative Learning Center turned their existing office space into a gross motor room and a new office was added above the new gross motor room. Business Community: We have continued our goals and efforts to improve and expand our communication and relationship with the Fraser business community. The Business Forums and the Business Appreciation Mixer were well attended in 2011. The individual business lunches have also been productive. The final report on the downtown assessment Community Revitalization Partnership Program was completed in early 2011. Town of Fraser PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518 www.frasercolorado.com Temporium, Fraser’s first pop-up store at 200 Eisenhower was a success. This pop-up store was a short-lived, creative business incubator and fit into our efforts to energize Fraser and connect with the business community. Fraser Hair Company has entered into a long term lease at 200 Eisenhower. The Town established the Business Enhancement Grant program. This funding can be utilized by local businesses to enhance the character of their property and/or business, help improve the economic vitality of the Fraser business community and to encourage investment and pride in the community. The Town completed a business locator map to further assist in marketing Fraser businesses. Welcome 4 new businesses to Fraser: Fraser Hair Company, Elevation Pizza, Trestle Tool and The Ditch on US40. Other: Cozens Pointe site improvements have been completed. Comprehensive Plan Goals & Visions: Together, we (the Fraser TEAM, operation GO Fraser!) are making strides in working towards and achieving many of the 2010 Comprehensive Plan goals & visions; including (& not in any particular order): Support economic development. Support development and retention of local businesses. Provide efficient and cost-effective local government services. Maintain small town character & sense of community. Foster relationship with CDOT. Manage and maintain street & drainage improvements throughout Town. Address parking & snow management challenges throughout Town. Seek ways to effectively improve transit services in the Fraser Valley. Expand & link the trail network system. Reflect on local history. Update development codes, policies and procedures regularly. Ensure that local land use decisions are made in the context of providing adequate water supply. Manage & operate the Town’s water resources to provide for a safe and reliable supply of quality drinking water at a reasonable cost to customers. Manage & operate the Town’s sanitary sewer system to provide for a safe and effective treatment of wastewater at a reasonable cost to customers. Manage & maintain public streets and trails to provide for transportation within, through and beyond Fraser. Review and update street, water, wastewater and other capital asset improvements plans annually in order to budget the necessary funds for system improvements Maintain a high level of emergency preparedness & awareness. 2011 was a good year for Fraser. We have accomplished a lot with limited resources! Let’s continue to energize Fraser and work together to build an even better community! Town of Fraser PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518 www.frasercolorado.com  PUBLIC WORKS BRIEFING - Year End Summary (As of 12/02 for 12/7/2011 meeting) A look at 2011 in the rearview mirror while looking forward at 2012 through the windshield! This year was filled with several accomplishments from the PW team as outlined below, just to highlight some of the projects. WATER~ The Town Board and W-WW Committee were provided a virtual tour of the Town’s water production and distribution systems. Successful combining of our two individual water systems into one Public Water System Identification Number following the interconnection of the systems via the Willows Waterline connector. Implementation of the Adopt-An-Open-Space program allowing property owners to maintain areas of Town owned property. Adoption of the Utility Service line Replacement Incentive Program. Hillery Lyen successfully completed her water operator’s certification exam in November. We now have four certified Class D water operators and one certified Class C operator. These same operators also hold Class 1 Distribution certifications. SANITARY SEWER~ Completion of the slip lining project (CIPP) that began in late 2010 and wrapped up in early 2011. Locating and raising of many missing manholes. Physical inspections and photo documentation of manholes in the older sections of the collection system to identify necessary repairs as well as I & I. Initiated an annual video and cleaning program of the sanitary sewer collection system. STREETS~ Flooding issues kept PW busy! St. Louis Creek Breach: Staff’s attempt to minimize flows from this breach provided some relief to property owners downstream. With the assistance of GC R&B crews, this work helped to minimize flooding in some areas of town. Chip and Seal project: Though we did not complete this initial project due to issues with materials and weather, we have postponed the completion of the phase 1 until summer of 2012. We will be putting phase 2 of the chip and seal out to bid in early 2012. Wapiti Drive Drainage Swale Project: Phase 1 of this work was a great success. Phase 2 will be put out to bid in the first quarter of 2012. Leonard Lane Drainage Swale: Completed the installation of this necessary improvement in an effort to minimize flooding along the west side of the UPRR tracks in the future. Town of Fraser PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518 www.frasercolorado.com STREETSCAPES / GARDENING~ Collaboration with Fraser Valley Ace Hardware to install seasonal lighting on the iconic pine tree north of their store. Participation and completion of the construction of the Community Gardens at the Sports Complex. Continued upgrades to our seasonal decorations while replacing worn out incandescent light strings with LED’s. Collaborated with FVMRD (existing IGA) for maintenance of the Quail open space area for grass cutting and trimming. Completion of the Fraser-Winter Park Trail Connector project including earthen trail construction and wooden boardwalk installation. Revamping of the Minimum Design Criteria and Construction Standards has taken many hours over a period of a year to complete converting both the text and drawings into one document that will be a new chapter in the Fraser Municipal Code. Jill Jacobson, equipment operator, completed her employment with the Town last week and has moved on to new adventures working for the Town of WP. We wish her great success! That being said, Dale and I have been mulling through copious quantities of perspective applications for a replacement equipment operator. Our goal is to be able to offer the position to someone by the end of next week. Public Works goal is to strive to make 2012 more successful than 2011, operating in a similar manner that we have been operating under in the past: ‘Doing more with less’, utilizing new and innovative thinking to our approaches. Questions or Concerns? Email me: anordin@town.fraser.co.us or 970-531-1844. Town of Fraser PO Box 370, Fraser, CO 80442 office 970-726-5491 fax 970-726-5518 www.frasercolorado.com