El Paso County Volunteer Boards & Commissions Handbook

Welcome

On behalf of the Board of County Commissioners, the County Administrator, and the staff, welcome to your Board, and thank you for volunteering Every citizen board or commission serves an important role in our organization, and we look forward to you sharing your experience, insight, and opinions on the topics you will address.

How to Use this Handbook

Please use this handbook as a companion to the more detailed materials you will receive from the department that works with your volunteer board or commission. This will serve as a reference for you in your interactions with staff and the organization and outline what you can expect during your service. It will also serve as a guide for what Colorado laws, El Paso County policies, and other best practices you must follow.

Where to Begin

Each volunteer serving on a board or commission (hereafter referred to as “volunteers”) must complete the video orientation and read this handbook before you attend your first meeting. The videos will cover much of the information in this handbook, but this will serve as a permanent reference for questions you may have.

The topics of those videos include an in-depth examination of how the County is structured, the role of various elected officials, the services the County offers, and how the organization is funded.

Another video discusses the County’s strategic plan in greater detail.

And the County’s attorneys explain more about the laws and regulations you need to know before you begin your service.

The department that supports your board or commission will have additional materials for you, including discussing your specific role, bylaws, and other helpful job aids

Key Concepts

This handbook and the orientation videos will help you understand how the organization is structured, the Strategic Plan, and what laws and regulations will be important to your volunteer service.

The staff that works with your volunteer board or commission will have additional details and materials for you. Contact them if you have questions or need assistance

e c t i o n 1 . T h e B a s i c s

El Paso County Structure

El Paso is the most populous county in the State of Colorado It also covers a large geographic area roughly the size of the State of Rhode Island

As a government entity, El Paso County exists to provide services to citizens and residents. Some of those services – such as running elections for President, administering assistance programs, seeking justice for victims of crimes, or running the jail – are provided to people who live in the County regardless of whether they live in a city or an unincorporated area. Other services – such as road maintenance or planning for future development – are provided only to people who live outside of the boundaries of a city (normally referred to as “unincorporated areas”).

Citizens elect five County Commissioners to provide strategic guidance to the organization and represent voters’ interests regardless of whether someone lives in a city or an unincorporated area. The Board of County Commissioners (“the BOCC” or “the Board”) appoints two executive-level staff members: a county administrator and a county attorney. The county administrator is responsible for implementing the direction received by the Board, including running the day-to-day operations of the organization. The county attorney provides the Board with legal advice and legal services to departments and elected offices.

Directing Staff

Due to this structure, the department that works with your board or commission is accountable only to the county administrator. It is important that staff and volunteers alike understand the role your volunteer board or commission plays within the broader organization. Do not give staff members assignments or directives without proper coordination with the county administrator or their designee.

Contact the county administrator or the department executive director if you observe any unethical or inappropriate behavior on the part of any staff member that works with your volunteer board or commission

Key Concepts

El Paso County provides crucial services to citizens and residents whether they live within a city or in the unincorporated areas of the jurisdiction.

The Board of County Commissioners hires a county administrator to carry out the Board’s direction and run day-to-day operations

The staff that supports your volunteer board or commission reports only to the county administrator. You are not permitted to give staff members assignments or directives.

El Paso County Organization Chart

CITIZENS

ELECTEDOFFICIALS

COMMUNICATIONS

DIGITALSTRATEGY &TECHNOLOGY

ECONOMICDEVELOPMENT

FINANCIALSERVICES

HUMANRESOURCES

HUMANSERVICES

GOVERNMENTAFFAIRS

OFFICEOFTHE

TREASURER&PUBLICTRUSTEE

BOARDOFCOUNTY COMMISSIONERS

ELPASOCOUNTY ATTORNEY

ELPASOCOUNTY ADMINISTRATOR

PLANNING& COMMUNITYDEVELOPMENT

PUBLICWORKS

COMMUNITYSERVICES

ECONOMICDEVELOPMENT

FACILITES&

STRATEGICINFRASTRUCTURE MANAGEMENT

JUSTICESERVICES

PIKESPEAKREGIONALOFFICE OFEMERGENCYMANAGEMENT

PIKESPEAK WORKFORCECENTER

ASSISTANTCOUNTY ADMINISTRATOR

OFFICEOFTHE ASSESSOR

OFFICEOFTHE DISTRICTATTORNEY

OFFICEOFTHE CLERK&RECORDER

OFFICEOFTHE SHERIFF

OFFICEOFTHE CORONER

OFFICEOFTHE SURVEYOR

DOING WHAT'S RIGHT

ToptenservicesprovidedbyElPasoCounty thatnootherentityprovidestotheregion.

COUNTY ASSESSOR HELPSFUNDSCHOOLS

EL PASO

COUNTY JAIL

PROTECTS CITIZENS

PUBLIC HEALTH

KEEPSOUR

COMMUNITYHEALTHY

HUMAN SERVICES

PROVIDESBASICNEEDS

PRETRIAL SERVICES

PROMOTES

COMMUNITYSAFETY

COUNTY WIDE

ELECTIONS

FOSTERS

TRANSPARENCY&TRUST

DISTRICT ATTORNEY

PROTECTSVICTIMS

COUNTY CORONER INVESTIGATES& CERTIFIESDEATHS

VETERAN SERVICES

ADVOCATESFOR LOCALVETERANS

CLERK & RECORDER

MAINTAINSACCURATE CITIZENRECORDS

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S e c t i o n 2 . S t r a t e

El Paso County works off a regularly updated and detailed Strategic Plan. That plan outlines the organization’s core values, mission statement, and expectations for all employees.

It also includes annual objectives, key results, action plans, monthly monitoring, and department plans

Your volunteer experience is driven by the strategic plan. Every action, activity, or endeavor your group undertakes must fulfill one of the plan’s objectives. Your conduct should also be compatible with the guiding value, principles, vision, and purpose of the plan. Please review and familiarize yourself with the Strategic Plan and let it guide you through your service. Contact County staff immediately if you have concerns about upholding the Strategic Plan. Below are some critical highlights from that plan.

Core Values

Wemakeadifferenceinour communitybyservingthe residentsofElPasoCounty.

Weareresponsiveto communityneeds Wearegood stewardsofCountyresources.

Weareopen,honest,and respectfulinourworkand communication.

COLLABORATIVE

Wefosteracountygovernmentthat worksforall Weinspireemployeesto passionatelygivetheirbestwhile leveragingcommunitypartnershipsfor themeaningfulbenefitofourresidents

TRUSTWORTHY

Welistentoourcommunityandact withhonestyandrespectinour interactionswithco-workersandthose weserve. Weadheretolaws,policies, procedures,andprofessionalstandards

To learn more about the El Paso County Strategic Plan, please visit: www.elpasoco.com/strategic-plan/

Key Concepts

The work you do on your volunteer board or commission must focus on achieving the specific goals and directives of the Strategic Plan.

The organization expects all employees and volunteers to know and understand our core values, core principles, vision, and purpose.

Contact County staff immediately if you have concerns about upholding the Strategic Plan.

LOW TAXES - LOW COSTS

Our community prefers low taxes and limited government that focuses on providing essential and cost-effective public services.

WHAT WE STAND FOR

QUALITY PUBLIC SERVICES

To consistently deliver highquality services, we standardize, innovate, measure, remove waste, continually improve, collaborate, and tell our story.

PURPOSE VISION

El Paso County will be a trusted regional leader known for excellence in county service delivery.

TRUST THROUGH TRANSPARENCY

We build trust by transparently publishing data and analytics on our finances, the condition of our infrastructure, and our progress towards our strategic objectives.

We provide essential public services to the Pikes Peak Region in support of our residents, businesses, and communities, enhancing the freedom for all to thrive.

t i o n 3 . B o a r d S e r v i c e

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Roles & Responsibilities

Each board or commission may have their own unique structure, but they are all going to have some similarities Those include the roles of Chair, Vice-Chair, members, and County support staff.

Chair: A Chair is another volunteer serving on the same board or commission and is selected by the other members to serve in that role for a period of time as determined by the bylaws. The responsibility of the Chair is to convene meetings, manage any votes taken in meetings, and ensure that any debate is fair and equitable. They may have other duties as outlined in the bylaws.

Vice-Chair: A Vice-Chair is another volunteer serving on the same board or commission and is selected by the other members to serve in that role for a period of time as determined by the bylaws. The responsibility of the Vice-Chair is to serve as the Chair when the Chair is unavailable. They may have other duties as outlined in the bylaws.

Members: The term “members” refers to all other appointees on the same volunteer board or commission. Members are responsible for carrying out the mission of the board or commission as described in the bylaws. Members are permitted to make motions, ask questions, and volunteer for assignments. All members are expected to actively participate in meetings and read all documents supplied by staff ahead of any votes

Staff Liaison: Staff liaisons are people employed by El Paso County who are assigned to manage certain logistics associated with your volunteer board or committee. Those logistics include creating and disseminating agendas, meeting minutes, and sunshine notices. They will also give you bylaws and more detailed orientation documents that will assist you in your role.

However, staff liaisons are accountable to the County Administrator and not to your volunteer board or commission. Do not give staff liaisons assignments or directives without proper coordination with the county administrator or their designee

Eligibility Requirements for Service

Some volunteer boards or commissions may have eligibility requirements for service and others may not. It is the responsibility of County staff to ensure new volunteers meet any such requirements for service. It is also the County’s responsibility to communicate any requirements you must meet to continue your service. It is your responsibility to communicate any changes in your personal or professional life if those changes affect your eligibility to serve in a volunteer capacity based on the requirements your board or commission may have

For example, a board may require you to live within the boundaries of El Paso County. If you move to Douglas County, you may not be eligible to serve on that board.

Please discuss any eligibility requirements with your assigned staff liaison and communicate any changes related to those qualifications.

S e c t i o n 3 . B o a r d S e r v i c

Term Limits

Some volunteer boards or commissions may permit you to serve as many consecutive terms as you and the County would like Other boards and commissions limit volunteers to two consecutive terms.

Your staff liaison will provide you with bylaws for your volunteer board or commission that will outline whether term limits apply to your service. Please familiarize yourself with this section of the bylaws and ask your staff liaison if you have any questions.

Conclusion of Service

Whether through term limits, a change in personal circumstances, or a lack of reappointment, eventually your volunteer services will come to an end.

Such an inevitability can be bittersweet. Many volunteers become vested in the mission of El Paso County after countless hours of volunteering and have formed strong bonds with their fellow volunteers and staff liaisons.

The County has many other volunteer boards and commissions if you wish to continue your service. If not, please know that the County appreciates your service, nonetheless.

Should you need to conclude your service prior to the expiration of your term, please submit a letter of resignation to your board or commission chair and your staff liaison.

Key Concepts

Every volunteer board or commission will have its own purpose and structure, but all of them will have a Chair, Vice-Chair, members, and a staff liaison.

Your board or commission may have eligibility requirements for service. Please familiarize yourself with any such requirements and communicate any changes.

Eventually your volunteer service on a particular board will come to an end. However, there are many other volunteer opportunities if you wish to continue.

Notify your board or commission chair and staff liaison if you resign your position before the end of your term.

o n 4 . L a w s a n d P o l i c i e s Political Activity

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Volunteers are allowed to engage in regular lawful political activities, including, but not limited to, attending rallies, voting, donating to campaign or issue committees, or volunteering for a campaign. However, volunteers on a County board or commission are not permitted to seek County political office while serving. A volunteer must resign from any County volunteer boards or commissions if they publicly announce their intention to run for County Commissioner, Assessor, Clerk and Recorder, Coroner, District Attorney, Sheriff, Surveyor, or Treasurer.

Open Meeting Laws & Sunshine Notices

Open Meeting Laws and Sunshine Notices are in place to enhance transparency and accountability by giving residents access to meetings in which decisions are made. Colorado law requires volunteer boards and commissions to publicly notice all meetings where two or more members discuss business. This is an important concept to remember and one where you could easily violate the law unintentionally.

You cannot discuss your board or commission business with any other member –except for questions about scheduling – without going through the proper channels to notice that discussion to the public.

You must discuss any desire to discuss board business outside of your regularly scheduled meetings with the staff member who works with your board or commission. If the extra meeting is within the scope of the business of the board or commission and sanctioned by your chair, then staff will generate something called a “Sunshine Notice” which alerts the public to your intention to meet and invites them to attend. Never schedule meetings at a location the public cannot readily attend or where you or they are not comfortable. For instance, never schedule a public meeting at your private residence unless you are comfortable with the prospect of unfamiliar people entering your home. You also cannot schedule a meeting at a location where someone must pay a fee or maintain a membership to enter

Please consult your supporting staff members if you have questions.

CORA

Colorado also has laws that govern a person’s ability to retrieve documents and other records from governments. This portion of the law is known as the Colorado Open Records Act, or “CORA ” As a volunteer, documents, notes, e-mails, text messages, and other records related to your service is subject to CORA.

Residents must file a CORA request to county staff, who subsequently process the request in accordance with Colorado law and El Paso County policies. Contact your supporting staff members if a member of the public reaches out to you directly and asks for records under CORA. (Someone may also use the phrase “Freedom of Information Act” or “FOIA”).

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A County employee who works with CORA will contact you if your volunteer board or commission is the subject of a CORA request. They will discuss the scope of the request with you to determine if you have any records that may be subject to public inspection. The CORA specialist will vet any records you give them and consult with the County’s attorneys before anything is released You must never conceal any records you have that may be responsive to a CORA request, though you may freely discuss any concerns about privacy or other sensitivities you have about any records you supply to County staff. Never respond directly to the individual that filed the CORA request.

El Paso County believes in transparency at every level of government. It is your responsibility to make a reasonable effort to keep records associated with your volunteer experience with the County.

Bylaws

Every volunteer board or commission has a governing document called “bylaws” that is specific to your board. This document discusses how board leadership is elected, how meetings are conducted, term limits, and other responsibilities you must fulfill. Please reach out to the supporting department’s staff if you do not receive a copy of your board or commission’s bylaws.

Gift Rules

Colorado voters passed a constitutional amendment in 2006 called “Amendment 41”. This amendment serves the public interest by limiting, among other things, the amount of money or gifts a government official can receive from people other than close friends and family. As a volunteer, you are not permitted to accept gifts such as free meals or tickets to events valued above $65. Additionally, you cannot accept gifts from vendors that provide contract services to the County or who may have business before your volunteer board or commission.

Accepting a gift may be inadvisable even if it complies with Amendment 41 if it erodes the public’s trust or casts suspicion on your work

The dollar valuation limit outlined by Amendment 41 is adjusted for inflation each year. The limit is a cumulative total over the course of a calendar year from either an organization or an individual. For instance, you could accept a water bottle valued at $20 dollars and a lunch valued at $44 dollars from the same entity in a single year. However, you would violate Amendment 41 if you subsequently accepted a keychain from the same entity valued at $5 dollars during the same calendar year.

Amendment 41 restrictions do not apply to gifts, tickets, food, or other items supplied to you by El Paso County in connection with your volunteer service.

There are certain exceptions to these rules based on narrow circumstances. Please contact the staff of your supporting department if you have questions about accepting a gift from anyone in connection with your volunteer service to El Paso County.

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Attendance

Regular attendance at your board or commission meetings is imperative Many boards and commissions cannot hold a meeting unless more than 50% of members are in attendance. Inconsistent attendance means boards cannot conduct their business and staff and taxpayer resources are wasted. Please consult your board or commission bylaws for meeting attendance options and the process you are required to follow if you cannot attend a meeting.

In some circumstances, poor attendance may result in the removal of a volunteer board or commission member.

Anti-Discrimination & Anti-Harassment

Every volunteer board or commission has a governing document called “bylaws” that is specific to your board This document discusses how board leadership is elected, how meetings are conducted, term limits, and other responsibilities you must fulfill. Please reach out to the supporting department’s staff if you do not receive a copy of your board or commission’s bylaws.

Conflict of Interest

No volunteer board or commission member is immune from a potential conflict of interest. Considering the trust the public must have in El Paso County, it is imperative that you understand and follow guidelines related to conflicts of interest. The community cannot afford otherwise.

A conflict of interest is defined as an action taken in a person’s official capacity that may result in a direct or indirect financial benefit to you, your family, or your partner. You may also have a conflict of interest if you are a corporate officer in certain companies, own a business regulated by the County, or are the owner of property impacted by County policies

Please contact the executive director of the department you work with if you believe you have a conflict of interest related to your volunteer service. The executive director will work with legal counsel to determine whether a conflict exists and what steps you should take to protect yourself and the organization.

Examples of a conflict of interest may include:

A member of the planning commission that has a financial holding in a development company seeking a zoning change from the commission. A member of a parks advisory board pushing an organization to acquire land owned by a relative

A member of the fairgrounds corporation approving a special use contract for a business owned by a business partner.

Public trust is eroded when any volunteer or employee uses county-owned property for improper personal gain It is inappropriate for you to use equipment or supplies for improper purposes. Additionally, you may not direct or use county staff for your personal benefit or to advance your individual objectives.

Emergency Contact Information

Bret Waters, El Paso County Administrator

BretWaters@ElPasoCo.com 719.520.6454

Kenny Hodges, El Paso County Attorney

KennyHodges@ElPasoCo.com 719.520.7428

Xavier Frost, Chief Human Resource Officer

XavierFrost@ElPasoCo.com 719.444.5769

o n 4 . L a w s a n d P o l i c i e s Using County Resources

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Key Concepts

Understanding and adhering to the laws and policies above are crucial to maintaining public trust and having a rewarding volunteer experience.

Contact the appropriate staff immediately if you see a colleague or staff member violate one of these policies.