HomeMy WebLinkAboutPACKET Town Board Study Session 2020-03-10March 10, 2020
5:10 p.m. – 6:45 p.m.
Rooms 202/203
4:55 p.m. - Dinner
5:10 p.m. Downtown Estes Loop Quarterly Update.
(Director Muhonen)
5:25 p.m. Consideration of 2020 Unfunded Project Requests.
(Director Hudson)
5:55 p.m. Presentation of Original Fish Hatchery Proposals.
(Assistant Town Administrator Damweber)
6:35 p.m. Trustee & Administrator Comments & Questions.
6:40 p.m. Future Study Session Agenda Items.
(Board Discussion)
6:45 p.m. Adjourn for Town Board Meeting.
Informal discussion among Trustees concerning agenda items or other Town matters may occur before this
meeting at approximately 4:40 p.m.
AGENDA
TOWN BOARD
STUDY SESSION
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PUBLIC WORKS Report
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Machalek
From: Greg Muhonen, PE, Public Works Director
Project Technical Advisory Committee (TAC)
Date: March 10, 2020
RE: Quarterly Update on Downtown Estes Loop Project (DEL)
Objective:
Update the Town Board on the activities that have taken place on the Downtown Estes
Loop (DEL) project since the January 14, 2020 Town Board Study Session.
Present Situation:
Right of Way: Purchase of five parcels is complete. Agreements for Possession
& Use are in place for the remaining two parcels, and the property owners have
been paid the appraised value for their parcels. The district court will determine if
additional compensation is warranted if ongoing negotiations stall. Central
Federal Lands Highway Division (CFLHD) is exploring adding FLAP program
funds to the project in order to acquire approximately 29 easements and right of
way slivers in 2020. Demolition of acquired buildings has been bid by CDOT and
is expected to be completed by April 30, 2020.
Budget: Central Federal Lands Highway Division (CFLHD) is working on an
update to the project budget to reflect the estimated additional costs to complete
the preliminary engineering (design, right of way acquisitions, easement
acquisitions, and building demolition) in 2020 and the construction in 2021/2022.
This estimate will be shared with the Town after completion of internal legal
review at CFLHD.
Schedule: The project schedule anticipates completion of the construction
documents in the fall of 2020. Right of way and easement acquisitions are
expected to extend into 2020 as well. Project construction is expected to begin in
the fall of 2021, while demolition of acquired buildings is expected to occur in the
first quarter of 2020. The Town has commenced water system upgrades under
Moraine Ave, Rockwell Street, the post office parking lot, and W Riverside Ave.
Proposal:
The TAC proposes to continue the design and right-of-way acquisition efforts in 2020
and bid the construction work in early 2021. A future amendment to both the
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Reimbursable Agreement and the Memorandum of Agreement is proposed in order to
complete the preliminary engineering in 2020. These are under legal review by CFLHD.
The US Dept of Transportation has issued a call for grant applications for funding from
the 2020 Better Utilizing Investments to Leverage Development (BUILD) program.
Applications are due May 18, 2020. Staff intends to edit and resubmit our 2019 BUILD
grant application for funding of the Riverside and Rockwell Bridges and Big Thompson
River channel widening downstream to US36. This work was environmentally cleared
in 2016 as Phase 2 of the DEL project.
Advantages:
The project benefits are numerous and include relief to the Town’s downtown traffic
congestion problems, improved downtown mobility for bicyclists, reduction in downtown
flood risk from the Big Thompson River, improved fire protection, and closure to
property owner uncertainty surrounding the DEL.
Disadvantages:
Some community members do not support the partner agencies building the DEL.
Action Recommended:
n/a
Finance/Resource Impact:
The 2014 Memorandum of Agreement between the Town, CDOT, CFLHD, and RMNP
estimated this project would cost $17.2 million with construction occurring in 2016. In
2019 CFLHD dedicated more than $2 million of additional Federal Lands Access
Program (FLAP) funds to cover increased right of way acquisition costs. The Town
remains obligated to pay a local match of $4.2 million (CDOT devolution funds) for the
Phase 1 project. The Town has spent $3,383,530 to-date. A total of $5.98 million has
been spent on the project through 2019. CDOT has committed to provide an additional
$580k to cover the costs of the ROW acquisition and structure demolition efforts.
Level of Public Interest
The known level of public interest in this item is high.
Attachments:
Preliminary copy of consultant presentation slides for the Phase 1 project
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3/4/2020
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Draft Presentation subject to change.
Downtown Estes Loop Project
Estes Park Town Board Study
Session
March 10, 2020
Draft Presentation subject to change.
Today’s Agenda
• Progress Update
•Right of Way
•Town-CDOT IGA
•MOU Amendment/
Budget Update
• Project Schedule
• Next Steps
•Q&A
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Draft Presentation subject to change.
Project Scope – Phase 1
• Phase 1:
– Reconstruction and realignment of
Riverside Drive
– Reconstruction of the Ivy Street Bridge
– New and Coordinated traffic signals with
Riverwalk
– Associated transportation improvements
along Elkhorn and Moraine
– New on street bike lane on Moraine and
Riverside
– Continuous sidewalks along entire Loop
– Channel Improvements between Ivy St
and Rockwell St
– Wayfinding signs, parklands
• Does not include:
– Rockwell and Riverside Bridges
– Relocation of Public Restroom
– Downstream Floodplain Improvements
Draft Presentation subject to change.
Right-of-Way Acquisitions Process
• CDOT is the lead agency for Right of Way (ROW) Acquisition on
the Project.
• Process follows Uniform Relocation Assistance and Real
Property Acquisition Policies Act of 1970 (Uniform Act).
• CDOT has purchased 5
of 7 properties, and has
possession agreements
with the remaining 2
owners.
• CDOT is assisting property
owners and tenants who require
Relocation. 2 residential owners,
2 tenants and 3 businesses
account for remaining relocations.
X
X
X
CDOT owned properties
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Draft Presentation subject to change.
Summary of Right-of-Way
Acquisition Process
Draft Presentation subject to change.
General Condemnation Process
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Draft Presentation subject to change.
Status of Right-of-Way
Acquisitions & Relocations
• CDOT is now in title to 5 of the 7 full property acquisitions.
• Possession and Use Agreements are in place for the remaining 2
properties.
- Negotiations are ongoing for settlement.
- Relocation of owners and tenants is continuing.
• CDOT will proceed with the second portion of the Right-of-Way
acquisitions once plans have been received and authorized.
- Additional 8 fee acquisitions, 1 permanent easement, 20 temporary
easements are estimated in the second portion of acquisition.
- No additional relocations are currently identified.
Draft Presentation subject to change.
Update on Properties in
Condemnation
• If settlements cannot be reached with the owners of the 2 properties
on Possession and Use Agreements within the prescribed time,
CDOT will proceed with condemnation for value.
• Each of the 2 properties on Possession and Use Agreements has
been authorized for condemnation.
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Draft Presentation subject to change.
Removal of Structures
• Required asbestos abatement
- Abatement is in process on the five properties containing asbestos
materials.
• Structure removal will occur after mitigation, to conclude April 30th.
Draft Presentation subject to change.
Town/CDOT IGA
Estes Park/CDOT IGA Outline
• Maintenance
– Snow Removal
– Striping/Pavement Markings
– Landscaping/
– Sidewalks
– Lighting
– Storm Sewer – Town of Estes Park
– Signage
– Traffic Signals and Rectangular Rapid Flash Beacons
– Enhanced concrete crosswalks/intersections—CDOT will maintain grey or colored concrete.
Stamped concrete will be maintained by Estes Park
• Right-of-way
– Ownership of parcels purchased along new Riverside Alignment will be transferred to Estes
Park at no cost
– CDOT will retain existing ownership along E. Elkhorn Ave, Moraine Ave. and the portions of
the acquired parcels needed to maintain the roundabout
• Maintaining US 36 Transportation Function
– Riverside (E. Elkhorn Ave. to Moraine Ave.) will be designated as a new segment of US36
and will maintain the lane capacity and usage of the facility as outlined in the final plans.
Should Estes park change the usage or reduce lane capacity, CDOT retains the right to
convert E. Elkhorn Ave and Moraine Ave back into two-way configurations
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Draft Presentation subject to change.
MOA Amendment
• Draft completed by CFLHD and under review
by FLH Legal Counsel
• Items Updated / Amended:
– Language for local match requirement to be consistent with
current FLAP Project Agreements
– Update the Project Funding Table to reflect the additional FLAP
and CDOT funding that was provided to cover increased ROW
costs
– Update the Project Budget Table to reflect current costs and CN
cost projections
– Formally include the West Elkhorn (Option X) work, as it
currently is outside of the project extent per the original Project
Agreement
• Anticipated delivery following CFLHD Review
Draft Presentation subject to change.
Budget & Expenditure Update
• Given timing of meeting related to ROW
closings, an updated slide shall be
provided in advance of the March 10th
Board Meeting
• Budget update slide shall include
– Overall Budget by phase (PE, CE, CN)
– Expenditures to date by phase (PE, CE, CN)
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Draft Presentation subject to change.
Project Schedule
Draft Presentation subject to change.
Construction Schedule Scenarios
Major Factor Driving Schedule:
– Timing of FLAP funding reinstatement
– Potential delay in Congress approving FLAP
funding / Long-term highway bill
Contingency Planning:
• Plan A- Current CN Schedule
– Advertise Spring 2021
– Construction 2021/22
• Plan B- Alternative CN Schedule
– Advertise Fall 2021
– Construction 2022/23
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Draft Presentation subject to change.
Next Steps
•Upcoming Milestone: 95% submittal of plans in
Summer 2020
– Ongoing Design Refinements
– Continue Right of Way Acquisition (Full and Partial)
• Develop schedule for Building Removals, Winter/Spring 2020
– Finalize Utility Relocation Plans and Schedule
• Initial relocations in 2020
• Monthly Technical Advisory Committee (TAC) Meetings
– Members include representatives from CFLHD, CDOT, Estes
Park
• Town Board Quarterly Updates
– next presentation on June 9, 2020
Draft Presentation subject to change.
Questions and Answers
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FINANCE Report
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Machalek
From: Duane Hudson, Finance Director
Date: March 10, 2020
RE: Consideration of 2020 Unfunded Project Requests
Objective:
Review 2020 budget requests not included within the original 2020 budget and provide
staff guidance on which ones to include in an upcoming budget amendment.
Present Situation:
During the 2020 budget development process in the fall of 2019, several needs and
projects were not funded due to 2020 funding limitations and uncertainties. During the
budget work sessions and public hearings, staff was directed to bring these back once
actual sales tax revenues for 2019 were available. With the receipt of the Dec 2019
sales tax revenues, we now have higher confidence in the projections of the funding
available and are bringing these projects back for consideration, along with new projects
identified by the Board in recent months.
We are still closely monitoring ongoing revenues vs. expenditures. With the latest
budget amendments and projections, this is still projected to be very tight. Therefore,
we are focusing on one time projects such as capital projects and big ticket items such
as large infrequent repairs or remodels.
The latest projections for the General Fund indicate that we will have approximately
$1,965,000 for these onetime projects. The original General Fund budget had
unobligated funds of $870,000 and current projections indicate an additional $1,095,000
in budgetary savings in the General Fund. This leaves a significant amount of onetime
funding for implementation of onetime projects at the direction of the Board.
Proposal:
The Executive Leadership Team met Wednesday, Feb 21 to review the pending
onetime projects and came to a consensus to recommend the following:
1) Tregent Restroom Remodel $192,000
See attached
2) Event Center Security Camera System 137,500
See attached
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3) Parking Garage Access Control Gates 61,000
See attached
4) Cobb-MacDonald Cabin Re-roofing 15,000
See attached
5) Additional Comprehensive Plan Funding * 75,000
Staff will seek additional participation from
outside sources if the scope of the project is
expanded. Currently, $75,000 is expected to
meet Town planning needs.
6) Peak View Housing Authority Request *800,000
7) Fund Balance Reserve – Floodplain Mitigation
Improvement BUILD grant * 500,000
__________
Total $ 1,780,500
* Request did not go through standard budget process so
there is no additional budget documentation to attach.
There were some projects that were not recommended for funding as follows:
8) US 34 Transportation Plan $ 75,000
Project is not critical for 2020 – will be
considered during 2021 budget process.
9)Town Hall Elevator Modernization Project 645,750
Project will be considered after completion of
the Facilities Master Plan as part of the
transition plan.
10) Stanley Historic Home funding request*75,000
This operational funding request should be
considered through the outside entity funding
process.
11) LOOP West Elkhorn Option 562,000
Project will be considered during the 2021
budget process.
12) Electric Vehicle Charging Stations 110,000
Request was withdrawn. Developer is funding
full project costs so local contribution other
than location is not necessary at this time.
13) Bond Park Walkway 22,148
Request was withdrawn. Anchors for the stage
will be installed this year as part of the
operating budget and staff are currently re-
evaluating options to manage park damage
when transporting the stage on and off Bond
Park.
__________
Total $ 1,489,898
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After funding the recommended items above, approximately $184,500 of funding will be
available for any new items or if revenue projections are overly optimistic. This still
preserves the 25% General Fund reserve requirement as well.
Advantages:
These projects are expected to be high priority items for the 2021 budget process and
would probably be recommended for funding in 2021. Funding these projects in the
2020 budget will allow these needs to be met in the current year instead of waiting for
2021.
Disadvantages:
Onetime funding is available for these projects so disadvantages are limited. However,
by funding these projects, other competing projects are not being funded.
Action Recommended:
Provide guidance on which projects to include in the upcoming budget amendment
expected to be presented at the March 24th Town Board meeting.
Finance/Resource Impact:
Various expense accounts increased a total of $1,780,500 from carryforward fund
balance.
Level of Public Interest
Some of the public facing projects, such as Tregent Park restroom remodel and the
Cobb-MacDonald Cabin re-roofing, may generate some public interest. No comments
pro or con have been received for the recommended projects at this time.
Attachments
Attachment A – Project Schedule
Attachment B – Project Details
Attachment C – Oct 18, 2019 Service Change Form Summary
15 15
TOWN OF ESTES PARK
CIP & SVC PROPOSAL CHANGES
GENERAL & COMMUNITY REINVESTMENT FUNDS
Available 1,965,000
Subtotals 1,780,500
Left To Allocate 184,500
Description Type One Time
Comments
CIP ‐ Tregent Restroom Remodel One Time 192,000
CIP ‐ Security Camera System Phase 3 Event Center One Time 137,500
Access Control Gates‐Capital One Time 61,000
Museum ‐ Cobb‐MacDonald Cabin Re‐roof One Time 15,000
Comp Plan Extra Funding One Time 75,000
Will seek additional
participation from outside
sources as needed to meet
increased scope.
Housing Authority Request ‐ Peak View One Time 800,000
BUILD Grant Reserve ‐ Floodplain Mitigation
Improvements One Time 500,000
Total 1,780,500
Transportation Plan ‐ US 34 (Wonderview to
Steamer)One Time 75,000
Consider during 2021 budget
process
CIP ‐ Town Hall Elevator Modernization One Time 645,750
Consider after Facilities
Master Plan completion as
part of the transition plan.
Stanley Historic Home Request One Time 75,000
Consider through outside
entity funding process
LOOP West Elkhorn Option One Time 562,000
Consider during 2021 budget
process
Bond Park Walkway One Time 22,148 Withdrew
Electric Vehicle Charging Station One Time 110,000 Withdrew
Projects Not Funded
Projects Proposed for Funding
Attachment A 16 16
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Page 4 of 4
HR Review and Comments on Personnel Proposals
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Attachment B 26 26
TOWN OF ESTES PARK
CIP & SVC PROPOSAL CHANGES
GENERAL & COMMUNITY REINVESTMENT FUNDS
Requests highlighted in green are included in the recommended budget. The other requests not highlighted were not included.
Requests are listed in priorty order. If funding becomes available, the unfunded requests will be considered
in this order by the Town Administrator in light of the priorites at that time.
Subtotals 183,523 432,800
Ranking Fund Index #Description Type Amount
Recom
Funding Ongoing One Time
1 101 1 2% Merit Raise Ongoing 104,023 X 104,023 -
2 101 5 Business License Fee Reduction Ongoing 79,500 x 79,500 -
3 101 9 Infant/Toddler Childcare Capital Grant Pool One Time 10,000 x - 10,000
4 101 13 Painting/Staining of Visitor Center Exterior One Time 33,000 x - 33,000
5 101 17 Additional Community Initiative Funding (base is $20,000)One Time 80,000 x - 80,000
6 204 105 CIP - Downtown Wayfinding 2020 One Time 50,000 x - 50,000
7 204 106 CIP - Town Hall VRF Phase 1 (Air Conditioners)One Time 198,000 x - 198,000
8 204 107 CIP - Events Center Stall Leveling One Time 61,800 x - 61,800
9 101 21 CIP - Tregent Restroom Remodel One Time 192,000
10 204 22 Transportation Plan - US 34 (Wonderview to Steamer)One Time 75,000
11 101 26 CIP - Security Camera System Phase 3 Event Center One Time 137,500
12 101 27 CIP - EV Charging Station One Time 110,000
13 101 28 Bond Park Walkway One Time 22,148
14 101 32 CIP - Town Hall Elevator Modernization One Time 645,750
15 101 33 Add Green Routes and Access Control Gates-Capital One Time 61,000
16 101 37 PW Admin Assistant I Ongoing 60,628
17 101 41 Reallocate Conf Ctr Utility to Bldgs Base Budget for R&M Ongoing 72,000
18 101 45 Lexipol Police Training & Policy Subscription Ongoing 16,704
19 101 49 Emergency Services Dispatcher Ongoing 87,112
20 101 58
Online Community Engagement, Budget Development, &
Operational Performance Platform Ongoing 30,000
21 101 62 Police Officer / Sergeant Promotion - Sal & Ben Ongoing 123,557
21 101 62 Police Officer / Sergeant Promotion - Car
One Time -
Linked 64,500
22 101 77 Replace Janitorial Contractors w/Internal Staff Ongoing 1,786
23 101 81 New Streets Equip Operator II Ongoing 70,360
24 101 85 Civil Engineer II Ongoing 36,960
25 101 89 Increase Ongoing Support for Utility Tap Subsidies Ongoing 21,000
26 101 93 Extend Transit Svc Season (79 to 117 days)Ongoing 186,496
27 101 97 Extend Transit Oper Hrs by 2 (8AM to 10 PM)Ongoing 51,508
28 101 33 Add Green Routes and Access Control Gates-Operating Ongoing 68,350
29 101 101 1/2 FTE Museum Media Specialist Ongoing 30,000
30 101 182 Museum - Cobb-MacDonald Cabin Re-roof One Time 15,000
27 27
28 28
TOWN BOARD STUDY SESSION
MEETING
March 10, 2020
Presentation of Original Fish Hatchery
Proposals.
A memo will not be provided for this item.
29 29
J·h'O � 0 Pt.A f\J T Ml} $ t::J) t"\ F'-t>-.L L--tic. lV r::..:.
FISH HATCHERY PROPERTY
Phase 1 Development Concept
36 ¼-acre Lots with Small Houses
, )
' ------.
\-J;L U 1£ LI t0£. 1 30
THE ENC;1\MPMENT
ESTES PARK, COLORADO
31
32
� '---'®
2017 WORKFORCE HOUSING
THE ENC�MPMENT
ESTES PARK. COLORADO
Proposal for Planning+ Development Services
33
A team of Builders, Developers, Engineers and Architects
Our partnerships are fully incorpot'Oled as team members:
Development 8. Team lead
Mark lhe1ss
Theiss Cons1ruclion, Inc.
PO Bo-.:456.3
Estes Pork, CO 8051 7
970.215.9(:/)6 n,er-,sc:oo�•ws; !JmOl];;ltw�ir corn
Archiloclurat Load
Steve lane, AIA, LEED AP BASl S Architecture-+ Design
1 692 B19 Tlr.>mpson Aveune,
Sv1to 100
E\les Pcu �. CO 80517
970.586.9140
steve@tos1 s com
WNYY bas) s com
Engineering lead
Dave Bongs, PE
VanHom Engineenng, Inc
1043 Fish CrePk Rd
Estes Par!:, CO 80517
970.646.�6
d9Y!d'4J�Pot02!U,CWO
Construction Load
Nathan 1�1nley
Kinley Built. LLC t/XJ South SL Vra1n A venu�
E�to, Park, CO 8051 7
970.227..l865
oolhgn@klnleybullt cnm
vww kin eybu,11.com
34
G reatcom m un.t::es am
c:r:eated when peopl::!
have a ieeJhg of
connect::bn ; to each
other,w ih the nab.nal
envmnm ent, and w ih
the comm unzyatl:uge.
W ih this :h m :hd, w e
have the v:e:bn ofa
devebpm ent :htegiated
w ih ne:ghboIS and
nab.ue, w ih opponuni:::es
to rociilize and connect
as w eil.as the ab:il:cy to
fhd :r:eEp iE :h one 'Sow n
pem::malhaven. This
un:que devebpm entcan
create a des:irabl::!
ne:ghbolhood thatnot
on¥ atppo:d:s the
popuJatbn that is oo
essental to the
atsta:hab :il:cy of the tow n ,
butthatalD adds
l±hness to the Estes
Valey.
35
Preliminary Concept Plan
205 TOTAL UNITS
60 Slngle �!'Illy Home1
1.200-1.SOO sf
36
Pl:mn:hg
Comm uni:y-Oub:each
C onceptM asterPl3n
Phased D evebpm ent Pl3ns
D evebpm ent+ C onstn.ict:bn
Phased 11.fi:astmctu:te
Hom e C onstrucmn -buft: bca]y
Fhanc:hg
IDcalBanks
Pri,ate 11.vestom
Purchase Comm im entE;M asterLeases
Town RO I
Management+ O pe:tat:bn
Silgle Fam J1ySa1es
'lbw nhom e Sales + Rental
Apamn entRenta:h devebperc:teated m anagem ent
company
37
Project Schedule
CONCEPT PlANNING
DEVELOPMENT PlANNING
c::> SUBMITTAi/ PlAnlNG/ PERMITTING
PHASE #1 GROUNDBREAKING/ INFRASTRUCTURE
PHASE #1 CONSTRUCTION
PHASE #2 GROUNDBREAKING/ INFRASTRUCTURE
PHASE #2 CONSTRUCTION
PHASE 113 GROUNDBREAKING INFRASTRUCTURE
PHASE #3 CONSTRUCTION
FISH HATCHERY DEVELOPMENT Tl MELINE
' l I I l _I
38
THE ENC�MPMENT
ESTES PARK, COLORADO
39
40
March 24, 2020
Seasonal Paid Parking Update
May 12, 2020
CIRSA Training – Board Liability
Seasonal Paid Parking Update
Items Approved – Unscheduled:
Vacation Home Regulation in
Planned Unit Developments
Discussion with County Assessor
regarding Assessment of Vacation
Rentals
Future of Human Resources
Management – HR Strategic Plan
Distributed Energy Discussion
ADUs and Sue Ballou, Partnership
for Age Friendly Communities
Reverse Decriminalization of
Municipal Code
Vacation Home Cap and
Transferability of Licenses
Items for Town Board Consideration:
Cancellation of April 28th Study
Session for Reception and
Recognition
Future Town Board Study Session Agenda Items
March 10, 2020
31 41
32 42