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Eastern Rio Blanco Metropolitan Recreation & Park District
Public Concern Resolution Process

As part of our commitment to provide excellent service to the community, the District has established a Public Concern Resolution Process, described below. There are four levels to the process; however most concerns are easily and quickly resolved at Level 1. Levels must be completed sequentially in the order presented until the concern is resolved. 

 

If you have a concern about the Executive Director, you may skip to Level 4 - Board Review.

 

Level 1 – Informal Resolution

 

Most concerns can be resolved quickly by an appropriate supervisor. If your concern involves a specific District employee (other than the Executive Director), the appropriate person to speak with is that employee's immediate supervisor. If you do not know which supervisor to talk to, please contact Executive Director at 970-878-3403, who will direct you to the appropriate person. 

 

You will have an opportunity to discuss your concern with the supervisor. Often, the supervisor will be able to resolve your concern at that time; however, the supervisor may need some time to look into your concern, as well as a possible resolution. Although the time may vary depending on the concern, typically the supervisor will follow up with you by telephone, email, or letter within 5 business days to discuss the matter further, including a proposed resolution when appropriate.

 

Level 2 – Formal Resolution

 

If you feel your concern was not satisfactorily resolved at the informal resolution level, you may seek formal resolution through the following process.

 

  1. Submitting Your Concern: Please submit your concern to the District in writing, using the District's Public Concern Form. You must sign the form and mail or hand-deliver it to initiate a formal review.

 

ERBM Recreation & Park District

Attn: Public Concerns

101 Ute Road

Meeker, Colorado 81641

 

  1. Administrator Review: An administrator will be assigned to address your concern. Typically, the administrator will call or meet with you within 2 business days to discuss your concern in more detail and explore a possible resolution, where appropriate. Depending on the nature of your concern, the administrator may need to look into the matter further. In most cases, the administrator will complete the investigation within 5 business days after your initial conference. The administrator will prepare a written response to your concern, which will include a proposed resolution, when appropriate. A copy of your Public Concern Form and the administrator's response will be provided to you. A copy of the administrator's response and your original Public Concern Form also will be filed in the Executive Director’s Office.  

Important: Please do not submit a Formal Concern if you have not completed

the Level 1 - Informal Resolution steps.

 

Level 3 – Executive Director Review

 

If you feel your concern was not satisfactorily resolved at the formal resolution level, you may request an Executive Director review through the following process.

 

  1. Requesting Executive Director Review: You must mail or hand-deliver a copy of your Public Concern Form and the administrator's response in a sealed envelope marked "Public Concern - Executive Director Review" to:

 

ERBM Recreation & Park District

Attn: Executive Director

101 Ute Road

Meeker, Colorado 81641

 

THE DISTRICT MUST RECEIVE YOUR REQUEST FOR AN EXECUTIVE DIRECTOR REVIEW WITHIN FIVE BUSINESS DAYS AFTER YOU RECEIVE THE ADMINISTRATOR'S RESPONSE. If the District does not receive your request within this time, the Executive Director will decline to review your concern and the administrator's response will be final.

 

  1. Executive Director Review and Decision: The Executive Director will review your concern and the administrator's response, and may conduct an investigation if he/she deems appropriate. Following his/her review, the Executive Director will prepare a written decision on the resolution of your concern. A copy of the Executive Director's decision will be provided to you and the administrator. A copy of the Executive Director's decision also will be filed with your original Public Concern Form and the administrator's response in the Executive Director’s Office. Typically, the Executive Director will provide his/her decision within 5 business days after receiving your request.

 

Level 4 – Board Review

 

If you feel the Executive Director's decision did not satisfactorily resolve your concern, or if your concern is about the Executive Director, you may seek Board review through the following process. 

 

  1. Criteria for Board Review: The Board will decide, in its sole discretion, whether to review your concern based on the following criteria and the best interests of the District. 

 

The Board may review your concern if it involves:

 

  1. Significant issues of District governance or policy;

  2. Political questions or issues;

  3. Issues of federal, state, or local law; or

  4. Specific conduct of the Executive Director.

The Board will not review your concern if it involves:

 

  1. District personnel matters; or

  2. Matters solely related to the District's operations.

 

  1. Requesting Board Review: If your concern satisfies the criteria above, you may submit a written request to the Executive Director that your concern be placed on the agenda for an upcoming Board meeting. The Executive Director will forward your request to the Board President, who will make an initial decision as to whether your concern satisfies the above criteria and should be placed on the agenda.  The President's decision is subject to review by the whole Board, and may be reversed by an affirmative majority vote of the Board.

 

  1. Board Review and Decision: You will be notified if your concern is placed on the agenda for an upcoming Board meeting, and the date, time, and place of the meeting. While you are not required to attend the meeting, your presence is encouraged, so that you can present your concern and proposed resolution to the Board, and answer any questions the Board may have.  The Board may seek input from others, including the Executive Director or other District employees, in its discretion.  While the Board may take final action on your concern at that meeting, typically the Board will take some time to consider your concern and possible resolutions.  If your concern is about the Executive Director, the Executive Director will be given an opportunity to provide a response to the Board.  After the Board has made a decision regarding resolution of your concern, the Board President will notify you in writing of the Board's decision.  

 

General Rules Regarding the Public Concern Resolution Process

 

  • The Executive Director or his/her designee may, at any time, investigate any public concern brought to the Executive Director's attention, at the Executive Director's discretion. 

  • All documentation associated with the resolution of a public concern may be deemed a public record and subject to disclosure under the Colorado Public (Open) Records Act, C.R.S. § 24-72-201, et seq.  Upon a proper request, documents will be disclosed, or withheld from disclosure, pursuant to the requirements of that Act.

  • Individual members of the Board of Directors have no power or authority to take any action or make any statement on behalf of the Board or the District, or to direct any District employee, including the Executive Director, to take any action.  In order to ensure the orderly and efficient resolution of public concerns, individual Board members will refer a member of the public with a concern to this public concern resolution process.

  • This public concern resolution process is not intended, and shall not be used, to make or resolve employee complaints or disputes.  Employee complaints and disputes must be made, and will be resolved, pursuant to the procedures set forth in the District's Employee Handbook.

 

Please direct any questions you have regarding the public concern resolution process to the District's Executive Director.

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