Board of Directors Meetings

Citizens may provide comments on any given agenda item during the meeting. These comments may be at the invitation of the Board or staff because the citizen has been involved in helping work a specific issue or project, or a citizen may just offer comments because of general interest. Citizens are encouraged to be concise with these comments, and keep them to a maximum of 5 minutes each. Citizens are asked to not reiterate comments already made by other citizens.

Preferred Method: The process for a Citizen Initiated New Business Item is for the citizen to submit the issue or topic in writing to the Executive Director. The Executive Director and staff will conduct any necessary research concerning the subject matter. If the staff determines the matter should be presented to the Board, staff will provide the Board with a recommendation placement of the item on a future Board meeting agenda. Once the Board has determined to add the matter to a future agenda, an agenda item will be assigned. Staff will advise the Citizen and request hard copies of the presentation materials for distribution to Board Members and District staff. The Citizen presenting the matter at the Board meeting will be allotted 15 minutes on the agenda.

If a citizen desires to initiate a new business Item directly at a board meeting without prior notice, the following stipulations will be made:

   •    Presentation must be made during the Public Comment portion of the agenda.

   •    Presentation is restricted to a maximum of 10 minutes.

   •    Only one speaker is allowed on the matter.

   •    If the citizen has items to present (i.e. handouts, maps, survey data), he/she must provide the recording secretary with a clean copy. The preferred method of 
        presentation material is paper form in order to be distributed to the Board Members and District staff.

The Board regularly reserves time on the agenda for Citizens' comments of a general nature (the Public Comment Section of meeting agenda). Citizens are encouraged to be concise with these comments and keep them to a maximum of five minutes each. Citizens are asked to not reiterate comments already made by other citizens.

Regardless of the types of comments offered by citizens as discussed above, the Chair always reserves the right to limit time and discussion in order to expeditiously move through the agenda during the evening to fulfill the business needs of the District.

There are certain matters that the Board discusses in Executive Sessions. The matters are specified in the laws applicable to Special Districts and in general include the following:

   •     Under C.R.S. Section 24-6-402(4)(b) for a conference with the Estes Valley Recreation and Park District Attorney for the purpose of receiving legal advice on specific legal questions;

   •     Under C.R.S. Section 24-6-402(4)(e) for the purposes 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)(a) to discuss the purchase, acquisition, lease, transfer, or sale of real, personal, or other property interest;

   •     Under C.R.S. Section 24-6-402(4)(f)(I)&(II) for discussion of a personnel matter and not involving: any specific employees who have requested discussion of the matter in open session; any member of this body or any elected official; the appointment of any person to fill an office of this body or of an elected official; or personnel policies that do not require the discussion of matters personal to particular employees;

   •     Under C.R.S. Section 24-6-402(4)(c) for discussion of a matter required to be kept confidential by the following federal or state law, rule, or regulation;

   •     Under C.R.S. Section 24-6-402(4)(d) for discussion of specialized details of security arrangements or investigations;

   •     Under C.R.S. Section 24-6-402(4)(g) for consideration of documents protected by the mandatory nondisclosure provisions of the Open Records Act;

Executive Sessions are closed to the public. However, all formal votes of the Board on any such matters must be made in open session.