HomeMy Public PortalAbout5c Resolution 2016-11-03 Town Board Governance Policies practiceTOWN 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 18 JANUARY 2017.
BOARD OF TRUSTEES OF THE
ATTEST: TOWN OF FRASER, COLORADO
BY:
Town Clerk Mayor
(S E A L)
Town Board Governance Policies
Direct Lead
Protect Manage
Enable Accomplish
January 2017
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
1.0 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 Manage 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.
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.
Town of Fraser Governance Policy
3
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.
1.4.2 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.
Town of Fraser Governance Policy
4
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.
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
Town of Fraser Governance Policy
5
than one year and in all events subject to losses in revenue.
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.
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.
Town of Fraser Governance Policy
6
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.
Enable Policy
2.0 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.
2.3.3.1 The board will govern with an emphasis on
Town of Fraser Governance Policy
7
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.
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.
Town of Fraser Governance Policy
8
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.
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 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
9
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 by 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 result of the Mayor is that the board behaves consistently with
its own rules and those legitimately imposed up on 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 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
Town of Fraser Governance Policy
10
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.
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.
Town of Fraser Governance Policy
11
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).
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
12
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
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
13
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
July
Board Responsibilities
Review of Progress on Annual Tactical Plan from Town Manager
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
14
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 Town Manager
Review of Annual Tactical Plan from Town Manager
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
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