HomeMy Public PortalAbout5b Resolution 2016-11-03 Town Board Governance PoliciesTOWN OF FRASER
RESOLUTION 2016-11-03
A RESOLUTION ADOPTING TOWN BOARD GOVERNANCE POLICIES
WHEREAS, the Fraser Town Board is committed to serving the organization and community
effectively; and
WHEREAS, the Town Board participated in four Board Retreats during the course of 2016 to
develop new governance policies.
NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE BOARD OF TRUSTEES OF THE
TOWN OF FRASER, COLORADO THAT:
The Town Board hereby adopts the attached governance policies, commits to adherence to the
principles established within the policies, and commits to regularly ensuring adherence to the
polices as provided within the attached document.
DULY MOVED, SECONDED AND ADOPTED THIS 7th DAY OF December, 2016.
BOARD OF TRUSTEES OF THE
ATTEST: TOWN OF FRASER, COLORADO
BY:
Town Clerk Mayor
(S E A L)
Town of Fraser Governance Policy
1
Direct Policy
The Town of Fraser provides its residents, property owners, businesses and visitors
from around the world with a unique mountain experience and lifestyle while providing
21st century services, security and business opportunities.
This policy statement will be implemented through the following strategic values:
Sustainability: All decisions and services will strive to reflect the Fraser’s commitment
to social, economic and environmental sustainability.
Quality of Life: Fraser will always maintain a unique mountain town environment and
lifestyle.
Affordability: People who work in Fraser and its surrounding attractions will be able to
live in Fraser.
Quality of Services: Residents and visitors will enjoy high-quality services from the
Town of Fraser.
Visually Beautiful: Fraser will reflect the beauty that surrounds it.
Safety: The safety of our residents and visitors will be a priority of the Town of Fraser.
Economic Development: Fraser will encourage entrepreneurism, establishment and
expansion of local business and development of local economic leadership.
Town of Fraser Governance Policy
2
Protect Policy
1. The Town Manager shall not cause or allow any practice, activity or decision that is illegal or
unethical.
Treatment of Public
1.1. With respect to those who are served by the organization, the Town Manager shall not
cause or allow conditions, procedures, or decisions that are inconsistent, unsafe,
insecure, unclear, provide for inadequate confidentiality or lack procedural clarity for
recourse or escalation.
1.1.1. The Town Manager shall not elicit information for which there is no clear
necessity.
1.1.2. The Town Manager shall not use methods of collecting, reviewing, transmitting,
or storing client information that fail to provide proper security and confidentiality.
1.1.3. The Town Manager shall not maintain facilities that fail to provide a reasonable
level of safety, security and privacy.
1.1.4. The Town Manager shall not fail to establish clear expectations of services
provided by the organization.
Treatment of Staff and Volunteers
1.2. With respect to the treatment of paid or volunteer staff, the Town Manager shall not
cause or allow conditions that are inconsistent, unsafe, insecure, and unclear, provide
for inadequate confidentiality or lack procedural clarity for recourse or escalation.
1.2.1. The Town Manager shall not operate without written personnel policies that
clarify personnel rules and procedures for staff.
1.2.2. The Town Manager shall not inappropriately discriminate against any staff
member.
Town of Fraser Governance Policy
3
1.2.3. The Town Manager shall not use methods of collecting, reviewing, transmitting,
or storing employee information that fail to provide proper security and
confidentiality.
1.2.4. The Town Manager shall not maintain facilities that fail to provide a reasonable
level of safety, security and confidentiality.
Financial Planning and Budgeting
1.3. The Town Manager shall not allow financial planning that does not materially support
the direction for the organization established by the Board in this policy, risk financial
jeopardy, or is not derived from a multiyear plan.
1.3.1. The Town Manager shall not allow financial planning that contains incomplete
information to enable credible projection of revenues and expenses, separation of
capital and operational items, cash flow, and disclosure of planning assumptions.
1.3.2. The Town Manager shall not allow financial planning that projects the
expenditure in any fiscal year of more funds than are conservatively predicted to be
received in that period, unless the Town Board approves utilization of unassigned
fund balance.
1.3.3. The Town Manager shall not allow the organization to operate outside of the
adopted Financial Policies.
Financial Conditions and Activities
1.4. With respect to the actual, ongoing financial conditions and activities, the Town
Manager shall not cause or allow the development of fiscal jeopardy or a material
deviation of actual expenditures from alignment with the direction for the organization
established by the Board in this policy.
1.4.1. The Town Manager shall not make a single purchase or commitment greater
than $40,000.
Town of Fraser Governance Policy
4
1.4.1.1. The Town Manager shall not fail to inform the Board of emergency
expenditures over $40,000 at the next available meeting.
Emergency Succession
1.5. In order to protect the organization from sudden loss of staff leadership, the Town
Manager may not operate without a reasonable emergency succession plan.
1.5.1. The Town Manager shall not fail to include key staff leadership positions in the
emergency succession plan.
Protection of Assets
1.6. The Town Manager shall not allow the assets of the organization to be unprotected,
inadequately maintained or unnecessarily risked.
1.6.1. The Town Manager shall not subject plant and equipment to improper wear or
tear or insufficient maintenance.
1.6.2. The Town Manager shall not unnecessarily expose the organization, its board or
its staff to claims of liability.
1.6.3. The Town Manager shall not fail to insure the organization’s assets against loss
or liability claims.
1.6.3.1. The Town Manager shall not fail to insure board members, staff and the
organization against claims of liability.
1.6.4. The Town Manager shall not fail to establish a document destruction and
retention policy.
1.6.5. The Town Manager shall not fail to protect organizational information and the
technology on which it is stored as an asset of the organization.
1.6.6. The Town Manager shall not invest or hold operating capital in any instruments
not authorized by the Financial Policies, the State of Colorado, and/or the Federal
Government of the United States.
Town of Fraser Governance Policy
5
1.6.7. The Town Manager shall not fail to furnish each employee and volunteer with a
work site reasonably free from recognized hazards that may cause death or
physical harm.
1.6.7.1. The Town Manager shall not fail to provide the motivating force and the
resources necessary to create a work site reasonably free from hazards that
may cause death or physical harm.
1.6.7.2. The Town Manager shall not fail to examine work sites for existing
conditions and operations or proposed changes to conditions and operations
in order to identify hazards that may cause death or harm.
1.6.7.3. When hazards are identified, the Town Manager shall not fail to adjust the
work sites so as to eliminate or control the identified hazard.
1.6.7.4. The Town Manager shall not fail to provide appropriate safety and health
training to all employees and volunteers.
Compensation and Benefits
1.7. With respect to employment, compensation and benefits to employees, the Town
Manager shall not cause or allow decisions that are inconsistent, unequitable or risk
fiscal integrity or public image.
1.7.1. The Town Manager shall not change his or her own compensation and benefits.
1.7.2. The Town Manager shall not promise or imply permanent or guaranteed
employment.
1.7.3. The Town Manager shall not establish current compensation and benefits that
deviate materially from the geographic or professional market for the skills
employed.
1.7.4. The Town Manager shall not create compensation obligations over a longer term
than revenues can be safely projected, in no event longer than one year and in all
events subject to losses in revenue.
Town of Fraser Governance Policy
6
1.7.5. The Town Manager shall not establish or change benefits so as to cause
unpredictable or inequitable situations.
1.7.6. The Town Manager shall not incur unfunded liabilities for the organization.
1.7.7. The Town Manager shall not provide less than some basic level of benefits to all
full-time employees, though differential benefits to encourage longevity are not
prohibited.
Escalation Process
1.8. The Town Manager shall not fail to provide an escalation process to those who believe
that they have witnessed inappropriate treatment of clients, staff or volunteers or
management of finances or assets without retaliation.
Communication and Support
1.9. The Town Manager shall not permit the Board to be uninformed or unsupported in its
work.
1.9.1. The Town Manager shall not neglect to submit monitoring data required by the
board in a timely, accurate, and understandable fashion, directly addressing
compliance with Board policies being monitored.
1.9.2. The Town Manager shall not let the board be unaware of relevant trends,
anticipated media coverage and material operational changes.
1.9.3. The Town Manager shall not fail to advise the board if, in their opinion, the board
is not in compliance with its own commitment to enable the organization through
advocacy, resource development and role discipline.
1.9.4. The Town Manager shall not fail to marshal for the board as many staff and
external points of view and options as needed for fully informed board choices.
1.9.5. The Town Manager shall not fail to provide a mechanism for official board, office,
or committee communications.
Town of Fraser Governance Policy
7
1.9.6. The Town Manager shall not fail to deal with the board as a whole through
communication with the Mayor except when fulfilling individual requests for
committees duly charged by the board.
1.9.7. The Town Manager shall not fail to report in a timely manner an actual or
anticipated noncompliance with any policy of the board.
1.9.8. The Town Manager shall not fail to supply requested content for board and board
committee meeting agendas.
Contracts and Grants
1.10. The Town Manager may not enter into any grant or contract arrangement that
fails to be in alignment with the direction of the board or fails to be in compliance with
the operational boundaries established in this policy.
1.11. The Town Manager shall not operate without a snow management policy.
1.12. The Town Manager shall not fail to consistently enforce town codes.
Town of Fraser Governance Policy
8
Enable Policy
2. Under the leadership of the Mayor, the purpose of the board is to direct, protect and enable
the organization and act as the primary connection between the organization and its key
stakeholders which are defined as residents, business owners, developers and property
owners.
2.1. The board will direct the organization by identifying the service, product or value to be
delivered by the organization and the population to whom those are delivered.
2.1.1. The service, product or value and population to whom those are delivered will be
defined by the board in the context of input gathered from key stakeholders.
2.2. The board will protect the organization by creating operational boundaries to be
respected by the staff and monitored by the board.
2.2.1. The operational boundaries will include treatment of both employees and those
who are served by the organization, asset protection, financial planning and
management, communication and any other area(s) deemed necessary by the
board to adequately protect the integrity of the organization.
2.3. The board will enable the organization through advocacy, resource development and
role discipline.
2.3.1. The board will advocate for the organization through their personal, professional
and civic contacts.
2.3.2. The board will assist in resource development for the organization by extending
their advocacy relationships through constant awareness of the alignment between
the needs of the organization and the resources and/or talents of those to whom
they advocate.
2.3.3. The board will maintain discipline to their role of directing, protecting and
enabling the organization and avoiding involvement in the leading, managing and
accomplishing role of the Town Manager and staff of the organization.
Town of Fraser Governance Policy
9
2.3.3.1. The board will govern with an emphasis on 1)outward vision rather than
inward preoccupation; 2)encouragement of diversity in viewpoints; 3)strategic
direction more than administrative detail; 4)clear distinction of board and Town
Manager roles; 5)collective rather than individual decisions; 6)future rather
that past or present; and 7)proactivity rather than reactivity.
2.3.3.2. The board will cultivate a sense of group responsibility. The board, not the
staff, will be responsible for excellence in governing. The board will be the
initiator of policy, not merely a reactor to staff initiatives. The board will use the
expertise of individual members to enhance the ability of the board as a body
rather than to substitute individual judgments for the board’s values. The
board will allow no officer, individual, or committee of the board to hinder or be
an excuse for not fulfilling board commitments.
2.3.3.3. The board will enforce upon itself whatever discipline is needed to govern
with excellence. Discipline will apply to matters such as attendance,
preparation, policy-making principles, respect of roles, and ensuring
continuance of governance capability. Continual board development will
include orientation of new board members in the board’s governance process
and periodic board discussion of process improvement.
2.3.3.4. The board will monitor the board’s performance and adherence to role
discipline.
2.4. The board will document its direct, protect and enable roles in a policy structure that
includes a section for each role.
2.4.1. The direct policy will define the product, service or value to be delivered by the
organization and the population to whom it is delivered.
2.4.2. The protect policy will define the operational boundaries to be respected by the
staff and monitored by the board.
Town of Fraser Governance Policy
10
2.4.3. The enable policy will document that advocacy and resource development roles
of the board and the procedures and behaviors that the board commits to in order
to maintain discipline to its role.
2.5. The board will direct, protect and enable the organization through an annual calendar of
structured meetings.
2.5.1. The annual calendar will include 1)review of statutes; 2)review of direct, protect
and enable policies for currency and clarity; 3)compliance monitoring of direct and
protect policies; 4)strategic engagement of key stakeholders and 5)management of
the board’s own operational issues such as succession planning, education of
board members and evaluation and remuneration of the Town Manager.
2.5.1.1. Training and retraining will be used to orient new members as well as to
maintain and increase existing member skills and understandings.
2.5.1.2. Compliance with direct and protect policies will be monitored at a
frequency and by a method chosen by the board. The board can monitor any
policy at any time by any method, but will ordinarily depend on a routine
schedule.
Town of Fraser Governance Policy
11
Policy Method Frequency Month
1.1 Treatment of the Public Internal Annually February
1.2 Treatment of Staff and
Volunteers
Internal Annually March
1.3 Financial Planning and
Budgeting
Internal Annually November
1.4 Financial Condition and
Activities
Internal Monthly
External Annually May
1.5 Emergency Succession Internal Annually April
1.6 Protection of Assets Internal Annually September
External Annually September
1.7 Compensation and
Benefits
Internal Annually October
External Biannually October
1.8 Escalation Process Internal Annually March
1.9 Communication and
Support
Internal Annually May
1.10 Contracts and Grants Internal Annually June
1.11 Snow Management Internal Annually August
1.12 Town Codes Internal Annually January
2.5.1.2.1. The board will acquire monitoring data by one or more of three
methods: (a) by internal report, in which the Town Manager discloses
compliance information to the board, (b) by external report, in which an
external, disinterested third party selected by the board assesses
compliance with the board policies, and (c) by direct board inspection, in
which a designated member or members of the board assess
compliance with the appropriate policy criteria.
2.5.1.2.2. In every case, the standard for compliance shall be any
reasonable Town Manager interpretation of the board policy being
monitored.
2.5.1.3. Outreach mechanisms will be used as needed to ensure the board’s
ability to listen to the viewpoints and values of key stakeholders.
Town of Fraser Governance Policy
12
2.5.2. The cycle of the annual calendar will be planned in alignment with the
organization’s fiscal calendar.
2.5.3. Meeting agendas will be structured to ensure efficient use of time and the
discipline of the board to focus on its role of directing, protecting and enabling the
organization.
2.5.3.1. Meeting agendas will be constructed the Town Manager and Mayor
2.5.3.2. Any monitoring item that shows non-compliance with direct, protect or
enable policies will result in that item appearing on subsequent agendas until
compliance is achieved.
2.5.3.3. Deliberation will be fair, open, and thorough but also timely, orderly, and
to the point.
2.6. The Mayor will assure the integrity and fulfillment of the board’s role and
responsibilities.
2.6.1. The job result of the Mayor is that the board behaves consistently with its own
rules and those legitimately imposed upon it from outside the organization.
2.6.2. The Mayor is empowered to lead board meetings with all the commonly accepted
power of that position (for example, ruling, recognizing)
2.6.3. The Mayor has no authority to make decisions about policies created by the
board.
2.6.4. The Mayor may represent the board to outside parties in communicating and
interpreting board-stated positions.
2.6.5. The Mayor may delegate this authority but remains accountable for its use.
2.7. Board members will commit to ethical, businesslike, and lawful conduct, including
proper use of authority and appropriate decorum.
2.7.1. Board members must represent unconflicted loyalty to the organization. This
accountability supersedes any conflicting loyalty such as that to advocacy or
Town of Fraser Governance Policy
13
interest groups and membership on other boards or staffs. It also supersedes the
personal interest of any board member acting as a consumer of the organization’s
services.
2.7.2. Board members must avoid conflict of interest with respect to their fiduciary
responsibility.
2.7.2.1. There must be no self-dealing or any conduct of private business or
personal services between any board member and the organization, except as
procedurally controlled, to assure openness and access to inside information.
2.7.2.2. When the board is to decide upon an issue about which a member has an
unavoidable conflict of interest, that member shall absent herself or himself
without comment from not only the vote but also from the deliberation.
2.7.2.3. Board members must not use their positions to obtain employment in the
organization for themselves, family members, or close associates. Should a
member desire employment with the organization, he or she must resign
from the board.
2.7.3. Board members may not attempt to exercise individual authority over the
organization.
2.7.3.1. Board members’ may not individually speak for the board except to repeat
explicitly stated board decisions.
2.7.3.2. Board members may not individually direct, correct or evaluate the
performance of the Town Manager.
2.7.4. Board members will respect the confidentiality of issues of a sensitive nature.
2.8. Board committees, when used, will be assigned to assist the board in directing,
protecting and enabling the organization and never to interfere with Town Manager’s
work of leading managing and accomplishing the work of the organization.
Town of Fraser Governance Policy
14
2.8.1. Board committees are to help the board direct, protect and enable the
organization, never to assist or advise the staff.
2.8.2. Board committees may not speak or act for the board except when formally given
such authority for specific and time-limited purposes.
2.8.3. Board committees cannot exercise authority over staff but may be required to
interact with the Town Manager and the staff.
2.8.4. Board committees will be used only when necessary.
2.8.5. This policy applies to any group that is formed by board action, whether or not it
is called a committee and regardless of whether the group includes board
members. It does not apply to staff committees formed under the authority of the
Town Manager.
2.9. The Board’s sole official connection to the operating organization, its achievement,
and conduct will be through the Town Manager.
2.9.1. Only decisions of the board acting as a body are binding on the Town Manager.
2.9.1.1. Decisions or instructions of individual board members, officers, or
committees are not binding on the Town Manager except in rare instances
when the board has specifically authorized such exercise of authority.
2.9.2. The Town Manager is the board’s only official link to organizational achievement.
2.9.2.1. The board will not give instructions to persons who report directly or
indirectly to the Town Manager.
2.9.2.2. The board will refrain from evaluating, either formally or informally, any
staff other than the Town Manager.
2.9.3. The board will instruct the Town Manager through these written policies that
prescribe what the organization is to accomplish (Direct) and operational
boundaries to be respected allowing the Town Manager to use any reasonable
interpretation of these policies (Protect).
Town of Fraser Governance Policy
15
2.9.3.1. As long as the Town Manager uses a reasonable interpretation of the
Board’s policies, the Town Manager is authorized to establish operational
policies, take actions, establish practices, and develop activities.
2.9.4. Evaluation of Town Manager job performance will be against organizational
accomplishment of the work, compliance with the boundaries defined in board
policies and any board defined goals for leadership and management.
Town of Fraser
Board of Trustees
Annual Calendar
1
January
Board Responsibilities
Review of Annual Calendar
Monitoring Responsibilities
Protect Policy – Financial Conditions and Activities/Internal
Protect Policy – Town Codes
Town Manager Updates Board
Committee Updates Board
Advocacy Responsibilities
February
Board Responsibilities
Review of Signature Authority
Review of Statutory Charter Documents
Strategic Engagement with Community Representatives
Monitoring Responsibilities
Protect Policy – Financial Conditions and Activities/Internal
Protect Policy - Treatment of the Public
Town Manager Updates
Board Committee Updates
Board Advocacy Responsibilities
Town of Fraser
Board of Trustees
Annual Calendar
2
March
Board Responsibilities
Review of Governance Policy – Direct
Monitoring Responsibilities
Protect Policy – Financial Conditions and Activities/Internal
Protect Policy – Treatment of Staff and Volunteers
Protect Policy – Escalation Process
Town Manager Updates
Board Committee Updates
Board Advocacy Responsibilities
April
Board Responsibilities
Nomination of New Board Officers
Town Manager Responsibilities
Orientation and Training of New Board Members
Monitoring Responsibilities
Protect Policy – Financial Conditions and Activities/Internal
Protect Policy – Emergency Succession
Town Manager Updates Board
Committee Updates Board
Advocacy Responsibilities
Town of Fraser
Board of Trustees
Annual Calendar
3
May
Board Responsibilities
Affirmation/Election of Officers
Monitoring Responsibilities
Protect Policy – Financial Conditions and Activities/Internal
Protect Policy – Financial Conditions and Activities/External
Protect Policy – Communication and Support
Town Manager Updates
Board Committee Updates
Board Advocacy Responsibilities
June
Board Responsibilities
Monitoring Responsibilities
Protect Policy – Financial Conditions and Activities/Internal
Protect Policy – Contracts and Grants
Town Manager Updates
Board Committee Updates
Board Advocacy Responsibilities
Town of Fraser
Board of Trustees
Annual Calendar
4
July
Board Responsibilities
Review of Progress on Annual Tactical Plan from Executive Director
Monitoring Responsibilities
Protect Policy – Financial Conditions and Activities/Internal
Town Manager Updates
Board Committee Updates
Board Advocacy Responsibilities
August
Board Responsibilities
Monitoring Responsibilities
Protect Policy – Financial Conditions and Activities/Internal
Protect Polity – Snow Management
Town Manager Updates
Board Committee Updates
Board Advocacy Responsibilities
Town of Fraser
Board of Trustees
Annual Calendar
5
September
Board Responsibilities
Review of Governance Policy – Protect
Monitoring Responsibilities
Protect Policy – Financial Conditions and Activities/Internal
Protect Policy – Protection of Assets/Internal
Protect Policy – Protection of Assets/External
Town Manager Updates
Board Committee Updates
Board Advocacy Responsibilities
October
Board Responsibilities
Review of Completion of Tactical Plans from Executive Director
Review of Annual Tactical Plan from Executive Director
Monitoring Responsibilities
Protect Policy – Financial Conditions and Activities/Internal
Protect Policy – Compensation and Benefits/Internal
Protect Policy – Compensation and Benefits/External (Odd Years)
Town Manager Updates
Board Committee Updates
Board Advocacy Responsibilities
Town of Fraser
Board of Trustees
Annual Calendar
6
November
Board Responsibilities
Initiate External Review of Financial Conditions and Activities
Monitoring Responsibilities
Protect Policy – Financial Conditions and Activities/Internal
Protect Policy – Financial Planning and Budgeting
Town Manager Updates
Board Committee Updates
Board Advocacy Responsibilities
December
Board Responsibilities
Review of Governance Policy – Enable
Monitoring Responsibilities
Protect Policy – Financial Conditions and Activities/Internal
Enable Policy
Town Manager Updates
Board Committee Updates
Board Advocacy Responsibilities