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HomeMy WebLinkAboutMINUTES Town Board Budget Study Session 2019-10-25RECORD OF PROCEEDINGS Town of Estes Park,Larimer County,Colorado,October 25,2019 Minutes of a Regular meeting of the TOWN BOARD BUDGET STUDY SESSION of the Town of Estes Park,Larimer County,Colorado.Meeting held at Town Hall in said Town of Estes Park on the 25°’day of October, 2019. Board:Mayor Jirsa,Mayor Pro Tern Norris,Trustees Bangs, Blackhurst,Cenac,Martchink,and Zornes Attending:All Also Attending:Town Administrator Machalek,Directors Bergsten,Hudson, Hunt and Muhonen,Managers Fraundorf,Hook,Landkamer, and Solesbee,Superintendent Lockhart,Supervisor Berg and Director/Town Clerk Williamson Absent:None Mayor Jirsa called the meeting to order at 8:30 a.m. OUTSIDE ENTITY FUNDING REQUESTS Town Administrator Machalek presented the 2020 funding for outside entities including base funding and community initiative funding.Event sponsorships,intergovernmental transfers,and food tax refund are included in the fund for a total projected expense of $1.36 million in 2020 with the bulk of the funding to the Fire District with 7%of the Town’s sales tax remitted,excluding the 1A sales tax.The Estes Park Housing Authority increased their funding request due to operational expenses increasing with the recent move out of the Visitor Center.Staff recommended $249,500 in base funding.The Community Initiative funding has increased by $80,000 for 2020 to fund the larger requests the Town receive in 2019. Entity 2019 Funded 2020 Request 2020 Recommendation crossroads Ministry of EP $30,400 $35,000 $32,500 EP Economic Development Corp $51 500 $55,000 $51 500 EP Housing Authority $26,000 $50,000 $30,000 EP Nonprofit Resource center $7,000 $10,000 $10,000 Estes valley Crisis Advocates $15,000 $20,000 $16,000 Estes valley Investment in Childhood Success $29,100 $50,000 $35,000 Estes valley watershed coalition si 5,000 $20,000 $18,000 Saud Family Health Centers $20,000 $22,000 $22,000 via Mobility Services $32,436 $37,000 $35,000 TOTAL $224,336 $299,000 $249,500 Entity Program 2020 2020 2020 Final Request Proposed Recommended Estes Arts District Friends of Folk Festival &Dick Orleans $1,000 $750 $750 Memorial Scholarship Estes chamber of commerce Chamber of Commerce Startup Funds $75,000 $21,667 $21,667 Estes Land Stewardship Monitored weed Drop-offs,weed $6,000 $2,783 $2,783 Assoc.Roundup,and weed Booklet Estes Park Learning Place Need-Based Scholarships for All Ages $4,997 $4,616 $4,618 Estes Park School District R-3 Career &Technical Education (CTE)$62,757 $33,333 $33,333 Building_EPHS Estes Park Sister Cities Assoc.Sister Cities Youth Exchanges $10,475 $5,833 $5,833 Estes valley Library Friends &Storage at Cliffhanger Used Books $2,800 $1,267 $1 ,267 Foundation Habitat for Humanity Habitat for Humanity Affordable $5,000 $4,500 $4,500 Housing Initiative League of women voters Residential Glass Recycling $4,500 $2,708 $2,708 Partners Mentodng Youth Community Based and School Based $5,000 $4,333 $4,333 Mentoring Programs United way of Larimer County 2-1-1 Information and Resource $10,000 $4,333 $4,333 Referral Program Total $187,529 $81,791 $81,790 Total Funding Remaining (out of $lOOk budget)$18,210 RECORD OF PROCEEDINGS Town Board Budget Study Session —October 25,2019—Page 2 Administrator Machalek stated the Town has received other requests outside of the grant process including funding requests from Estes Early Childhood Education for $125,000,Stanley Home request,and League of Women Voters Community Recycling Committee has requested funding be added to the Town’s operating budget rather than grant funding. Board discussion followed and has been summarized:The Town’s funds should be used to leverage additional funding by the entities.Trustee Blackhurst stated the $100,000 allocated for 2020 should be assigned to the entities based on percentages identified by the Board member’s ratings.Trustee Norris suggested fully funding the glass recycling.Mayor Jirsa stated support for the full funding of the $100,000 to the entities.Trustee Zornes stated support for allocating the funds and fully funding the School District request.Trustee Cenac agreed with Trustee Zornes’comment regarding funding the School District.The Board consensus was to make a final decision on the item at the end of the budget process. Trustee Norris stated the Stanley Home would request $70,000 over three years to support the project. COMMUNITY DEVELOPMENT Planning:Director Hunt reviewed the budget for the Planning division stating the revenue decreases with vacation home registration revenue remaining in the Clerk’s office as they have taken on the full duties of the registration process.The budget also removes County planning application revenues and revenue the County paid the Town through the Intergovernmental Agreement (IGA)to conduct planning services for county properties.The expenses reduce slightly in 2020 with the anticipation of a new IGA with the County and the County staff completing reviews for county properties.Staff would absorb revisions to the Comprehensive Plan,update 2007 Wildlife Impact Study, accelerate updates to the Development Code,review landscape requirements in the Development Code,and develop and adopt an annexation policy.An environmental design and planning for wildfire mitigation and safety would not be completed in 2020. Building:Director Hunt stated the Town would consider a contract with SafeBuilt to complete building inspection services in 2020.The Town would complete the SafeBuilt recommended process improvements. POLICE Chief Kufeld reviewed the scope of services and stated the Police department has struggled to fill vacancies because it is not as prestigious and sought after profession as in it was in the past.The Town continues to compete with other local agencies to attract officers due to competitive wages and signing bonuses.Code enforcement was moved back to the Police department in June of 2019 and has also taken over vacation home inspections.Revenues are budgeted to decrease in 2020 with fewer grant funds and the move of parking tickets to Public Works.Expenses remain fIat for patrol and dispatch.Expenses for Support Services and Code Enforcement increase in 2020. Items not funded in 2020 include a Police Officer/Sergeant promotion,an Emergency Services Dispatcher and Lexipol (policy and training solution). Discussion followed and has been summarized:Trustee Blackhurst stated concern with not funding the additional Police Officer and Dispatcher.He stated he would rather reduce fund balance to fund these needed positions.Trustee Norris asked if grant funding could support additional positions.Mayor Jirsa stated public safety is one of the largest responsibilities of the Board.A general discussion continued on the difficulties to attract and maintain staffing. Emergency Services 1A Funding:Captain Rose stated the fund would realize approximately $83,733 in revenue.The Town had to fully fund the lease purchase of the 800 mhz radios in 2019.The expense would fund the lease purchase in 2020. RECORD OF PROCEEDINGS Town Board Budget Study Session —October 25,2019—Page 3 PUBLIC WORKS Director Muhonen provided an overview of the department’s revenues and expenses with a projection of approximately $5 million in revenues and $5.8 million in expenses. The department has $26.8 million in pending grant funding,which includes $25 million in a BUILD grant.Items proposed and not resourced in 2020 include an additional Public Works Administrative Assistant I. Facilities:Manager Landkamer presented the 2020 budget which includes $172,441 in revenues and $1.1 million in expenses.The division would develop and adopt a Facilities Master Plan,complete ADA transition plan,and complete a portion of the building condition assessments.A proposal not funded in 2020 was the replacement of janitorial contractors with new town staffing. Parks:Supervisor Berg presented the division budget with a slight increase in revenues and an increase in expenses.The division would adopt a policy landscape intensity on Town properties and pursue grant funding for the expansion of the greenhouse.Not resourced in the 2020 budget included the replacement of the gravel path in Bond Park with a hard surface and the installation of concrete anchors to secure the temporary stage.Trustee Blackhurst stated the Bond Park Master Plan called for a stage in the park.Staff has not been directed to resource the stage. Open Space:Revenues for the fund in 2020 are estimated at $660,500 with expenses budgeted at $596,027.The division proposes to extend the Fall River Trail expansion and funds to purchase the Thumb Open Space. Conservation Trust:Lottery proceeds are estimated at $32,300 for 2020. Approximately $70,000 would be used to purchase the Thumb Open Space purchase. The Mayor called a break at 9:55 a.m.and reconvened at 10:10 a.m. Streets:The revenues for 2020 are estimated at $404,894 and expenses at $1.3 million.The division proposed the addition of a Street Equipment Operator II which was not funded. Engineering:Manager Hook stated the division has estimated $6,000 in right-of-way permit revenue and $402,211 in expenses.The division would pursue funding for flood mitigation projects,develop a funding strategy to complete a multimodal Transportation Master Plan,pursue funding for Fall River Trail construction,and pursue funding for Moraine Avenue multimodal improvement.The downtown wayfinding would be completed in 2020 at $50,000.Items proposed and not resourced included a new Civil Engineer II and a Transportation Plan for US 34 at Wonderview to Steamer. 1A Streets Fund:The 1A tax revenues and expenditures are estimated at $2 million each.The division would complete the STIP major street rehabilitation of Cleave Street, overlay program,and parking lot rehabilitation. 1A Trail Fund:The revenues are estimated at $921,263 with $500,000 in funding coming from a Safe Routes to School grant for Graves Avenue.Expenses of $930,419 would include funding to complete the grant funded project and the Fall River Trail extension.The staff would update the Estes Valley Master Trails plan to address missing gaps and new trails on Town maintained network. Transit:Manager Solesbee reviewed the budget stating the revenues would include sponsorships on the buses and the expenses would decrease due to the 2019 capital purchase of the electric trolley with grant funds.Staff would collaborate with RMNP on a new variable message signs,and would explore interest in the concept of a Rural Transportation Authority (RTA).There were several Strategic Plan objectives not resourced in 2020,including the extension of the transit service season to align with RECORD OF PROCEEDINGS Town Board Budget Study Session —October 25,2019—Page 4 RMNP Hiker Shuffle,implementation of the Green route,and the addition of an access control gate for the Green route. Parking:The fund has proposed revenues of approximately $26,400 in parking permits and tickets and expenses of $212,109.The staff would identify options for implementation of DPMP Phase III and improve and enhance parking and transportation information.The division did not resource in the proposed budget Phase II of the Downtown Parking Management Plan and a Parking and Transit Specialist. The position has been included in the ongoing expenses in the proposed Phase II to be presented by staff in an upcoming Town Board meeting. POWER &COMMUNICATIONS Superintendent Lockhart provide an overview of the 2020 budget with $17.7 million in revenue and $20.8 million in expenses.The enterprise fund would begin the buildout of the Broadband service throughout the valley.The fund would implement automated meter reading improvements and pole replacement and reconductoring. WATER Utilities Director Bergsten stated the enterprise fund has proposed revenues of $7.2 million and expenses of $7.4 million in 2020.Parks Entrance Mutual Pipeline continues to move forward with USDA funding and bonding for the project.The fund would support the hiring of a Cross Connection Control Operator,two additional Water Operator I,the remodel of Brook Drive,new Water shop FFE,Glacier Creek Water Treatment Plan sediment basins as mandated by the State,leak correlator,Bureau of Reclamation Phase 3,Carriage Drive,Hwy 34 to Vista Main replacement, Rockwell/Riverside main replacement,and risk assessment and emergency response plan update. IT Manager Fraundorf stated the internal service fund revenues charged to each department fund the expenses for 2020 of approximately $879,656. BUDGET SUMMARY Director Hudson reviewed the budget summary with a fund balance of 25.2%and the sales tax projection for 2019 may increase.Additional one-time expenses may be possible once the 2019 projects are adjusted.There are several projects which are expected to rollover from 2019,including the Fall River Trail project,Community Drive intersection,electric trolley acquisitions,and others.The proposed budget does not include additional personnel for the General fund.The budget does include three new personnel in the Water enterprise fund.Positions not included in the budget include Public Works Administrative Assistant,Police Officer,Dispatcher,Street Equipment Operator II,Civil Engineer,and Museum Media Specialist.He restated the budget has been developed as a zero-sum point in most funds.Any additions to the budget would need a corresponding offset in the budget. Board discussed the Community Service fund and if and how the additional $18,000 should be allocated.There was concern raised on how tight the proposed budget is in 2020,therefore,the funds should be returned to the General fund. Board discussion was summarized:Trustee Blackhurst stated he would support the use of the funds and stated concern there was little allocated to housing and childcare. He heard clearly from staff the priority to recruit and retain staff.Mayor Jirsa stated the Town would need to cut back on operations to provided additional funds for projects. Trustee Blackhurst stated the Town Board would consider at an upcoming meeting the reduction in business license fees which could be used for projects related to housing and childcare.Trustee Martchink,Cenac and Bangs stated support for funding the CTE building with the additional $18,000.Trustee Cenac would also support an even distribution of the additional funds to each of the entities.Trustee Zornes would support most of the additional funds be used to support the CTE building.The Board RECORD OF PROCEEDINGS Town Board Budget Study Session —October 25,2019—Page 5 consensus was to add the additional $18,000 to each of the entities as a percentage of funding. Entity Program 2020 2020 2020 Final Request Proposed Recommended Esles Arts District Friends of Folk Festival &Dick Orleans $1000 $750 S 871 Memorial_Scholarship Estes Chamber of commerce Chamber of Commerce Startup Funds $75,000 $21667 $25,158 Estes Land Stewardship Monitored Weed Drop-offs,weed $6,000 $2,783 $3,231 Assoc.Roundup,and Weed Booklet Estes Park Learning Place Need-Based Scholarships for All Ages $$4616 $5,360 Estes Park School District H-3 career &Technical Education (CTE)$62,757 $32233 $38,704 Building_EPHS Estes Park Sister Cities Assoc.Sister Cities Youth Exchanges $10,475 $5,833 $6,773 Estes Valley Library Friends &Storage at Cliffhanger Used Books $2,800 $1,267 $1,471 Foundation Habitat for Humanity Habitat for Humanity Affordable $5,000 $4,500 $5,225 Housing_Initiative League of Women Voters Residential Glass Recycling $4,500 $2,708 $3,144 Partners Mentoring Youth community Based and School Based $5,000 $4,333 $5,031 Mentoring Programs United Way of Larimer County 2-1-1 Information and Resource $10,000 $4.233 $5,031 Referral_Program Total $187,529 S81,791 $100,000 Mayor Pro Tern Norris question if the Town has additional information on the Wayfair decision related to online sales tax collection and rernittance.Staff has been reviewing and addressing the increase in sales tax,and has included the projected online sales tax collection in the 2020 budget.The Town could slow down the implementation of the paid parking program.Administrator Machalek stated a slow down on the implementation would have a negative impact on the budget because there would not be offsetting revenue for the General fund.He requested the Board discuss further the issues of childcare and housing if the Board reduced the fund balance for the General fund from 25%to 20%. Director Hudson reminded the Board the Town has approved the completion of a Facilities Master Plan which would require financial discipline to afford improvements in the future.The Town cannot grow operations and rneet the needs of capital projects. Mayor Pro Tern Norris questioned what Water funds could be used without jeopardizing their operations to provide water tap fees for workforce housing projects.Director Bergsten stated the enterprise funds operate as businesses and the current rates do not support water tap fees.A new rate study could be completed with the addition of water tap fee subsidies paid for by rate payers.Discussion continued amongst the Board on water tap fees and the Town’s ability to subsidize the fees. The Board discussed the need to address the recruitment and retention.A staff level task force would be reviewing the issue and bring back suggestions for the Town Board to consider during the 2021 budget process. There being no further business,Mayor Jirsa adjourned the meeting at 11:44 a.m. kie Williamson,Town Clerk