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HomeMy WebLinkAboutMINUTES Parks Advisory Board 2018-03-15 Town of Estes Park, Larimer County, Colorado, March 15, 2018 Minutes of a regular meeting of the Parks Advisory Board of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Conference Room of the Estes Park Museum on the 15th day of March, 2018. Present Carlie Bangs Vicki Papineau Merle Moore Ronna Boles Wade Johnston Dewain Lockwood Also Present: Patrick Martchink, Town Board Liaison Brian Berg, Parks Supervisor Kevin McEachern, Public Works Operations Manager Greg Muhonen, Public Works Director Megan Van Hoozer, Public Works Administrative Assistant Frank Lancaster, Town Administrator Rob Hinkle, Fairgrounds & Events Director Absent: Geoffrey Elliot Chair Merle Moore called the meeting to order at 8:30 a.m. DOWNTOWN ESTES LOOP UPDATE, James Herlyck, Corey Lang - AECOM Corey Lang of AECOM provided updated plans for the Downtown Estes Loop, with Director Muhonen clarifying changes from the last update of July 2017. The PAB shared concerns about the current layout and asked for clarification on specific items. Lang shared that the splash pad that was originally considered has now been cut due to increasing design costs. Lang also shared that the Downtown Plan is being utilized as an overall guide related to gateway and wayfinding signage and confirmed ADA compliance. There will be a lighting plan for the entire portion of updates being made. AECOM anticipates that the landscape concepts will be brought back to the PAB in May. Once PAB sees the concept design, ideas can be shared on what type of decorative fence panels they’d like to see along the new sidewalks. PUBLIC COMMENT No public comments GENERAL BUSINESS It was moved and seconded (Johnston/Moore) to approve the February meeting minutes and the motion passed unanimously. PAB BY-LAW MODIFICATIONS – Roles and Responsibilities Town Administrator Frank Lancaster attended this meeting to provide clarification on roles and responsibilities of the different types of Boards. There are constituent Parks Advisory Board – March 15, 2018 – Page 2 committees; content advice-giving Boards (i.e., PAB, TAB, etc.), working groups (i.e., Rodeo Committee, etc.); quasi-judicial committees (i.e. Planning Commission); and decision-making Board (i.e. Board of Appeals, etc.). For Advisory Boards, there is no supervision over staff. The Town Board will consider input but may or may not take advice. Advisory boards are not to speak for the Town and cannot direct staff. Staff does not need to get all work approved through an advisory board, as it would be inappropriate, with AIPP being an exception. Co-Chair Bangs stated that it is appropriate to give advice on items such as Mrs. Walsh’s Garden (MWG) and its usage for the Town to take or leave. The Mrs. Walsh’s Garden Advisory Committee (MWGAC) is not a governing board and does not dictate what takes place in MWG. An example of another specialized area fitting the same criteria is Veterans Monument Park. Bangs expressed her concern that MWG is a scientific garden with native plants which is what created the strong reaction to it being a proposed wedding venue. The PAB and MWGAC are just trying to protect the garden. It has a mission and is open to the public. Chair Moore stated that there are two separate budgets for the PAB to monitor: one for MWG and one for Tree City USA. Lancaster disagreed stating that it is not the role of the PAB to enforce compliance but is the Town’s role. The PAB can however, make a request to see these budgets and can provide comments. Lancaster discussed the endowment. He clarified that the Town does not have the MWG funds but that all money is held by the Community Foundation of Northern Colorado. This entity holds all funds and only distributes as requested. The Town answers to the Foundation for any and all expenditures. The PAB By-Law modifications are as follows:  I.A. Advise the Public Works Parks Division Staff on compliance with Tree City USA Standards. through the development of a tree care ordinance, a community forestry program with an annual budget of at least $2 per Capita, and an annual Arbor Day observance and proclamation.  I.C. Advise the Public Works Parks Division Staff and the Board of Trustees on content and implementation of technical standards for public and private parks, open lands, conservation easements, trails, plantings, invasive plants, noxious weed, and pest control. A motion was made and seconded (Bangs/Johnston) and all were in favor. The PAB extended their appreciation to Town Administrator Lancaster and Director Hinkle for their attendance and clarifying the roles and responsibilities of the PAB. PARKS DIVISION UPDATE Due to the number of items on the agenda, Parks Division Updates were skipped this month. MRS WALSH’S GARDEN ADVISORY COMMITTEE: Chair Merle Moore shared that Mrs. Walsh’s Garden Advisory Committee met yesterday and are planning attendance with a booth at the Mountain Heritage Festival. Parks Advisory Board – March 15, 2018 – Page 3 MRS WALSH’S GARDEN – EVENTS USAGE: Karen Lynch of the Events Center went to the February MWGAC meeting as a courtesy to provide information to the group. Member Boles expressed frustration that MWG was advertised as a wedding venue when the MWGAC and PAB asked Lynch to hold off on this action. Lancaster stated that he wasn’t sure who agreed to hold off, but they didn’t have the authority to make that decision. Moore asked if any Town employees would remain at the site during the wedding events. He stated his concern is that if attendees have children some may step on the scientific plants. Fairgrounds and Events Director Rob Hinkle stated the charge of $500 doesn’t cover staff support per event and pointed out that children could step on the plants at any time, not just wedding events. Hinkle further stated that the number of weddings hasn’t increased and only 2 or 3 are booked at this time. Lancaster stated the wedding events should be small (20 -50). When Lynch presented to the MWGAC she stated that the $500 charge will be going to the Town’s Parks Division for event cleanup and that there’d be 150+ people able to attend. Hinkle stated that the Special Events staff will be performing the clean -up. No General Fund dollars are used to help with events. They earn their own money through charges/fees to pay for administrative work and cleaning, etc. Hinkle requested PAB guidance when looking at limitations. He only wants wedding events scheduled on certain days of the week and no more than two events per week. Hinkle also expressed the desire to include a write-up on the importance and specialties of MWG. Special Events does not want to over-abuse the garden. He also clarified that the $500 is for three hours of use. Lancaster stated the MWG was donated to town for exposure to the residents and guests for enjoyment. Member Bangs stated she feels that exposure to MWG and the enjoyment to be had far outweighs the risk in her mind. Moore requested that Special Events come back to the April PAB meeting to show the contract packet to be put out to interested parties and get PAB member thoughts. Moore suggested that we take a look at how things go the first year and book no more than one wedding event per week. DECORATING UTILITY BOXES (DUB) UPDATE Member Boles updated the PAB on the DUB process. Boles provided the same RFP as last year with updated verbiage. One of the changes is for electronic submissions rather than actual boxes. Each picture should be labeled with where, on the utility box each will be painted. Artists have discretion on how presented as long as they ensure they’re meeting the requirements. The deadline for submissions is 4/12/18. Once all information is compiled it will be sent to the PAB for review prior to the 4/18/18 meeting. During review and discussion of the RFP, Town Administrator Lancaster questioned the requirement for the artists to have a business license and stated they should be exempt. Lancaster further stated there is an existing clause exempting the business license requirement if work performed is on Town property. The Town will still need to require an invoice for payment. Parks Advisory Board – March 15, 2018 – Page 4 The Light and Power Division will be invited to the April meeting to participate in the vote of the art selected for 2018. One other thing changing this year is the need for Light & Power to place their stickers prior to painting. Artists will need to incorporate their designs around these stickers. A motion was made and seconded (Boles/Johnston) to proceed with the RFP as modified and all were in favor. The PAB then discussed the utility box options for 2018 at various locations. The utility boxes ultimately selected were:  Post Office Lot (multiple)  Performance Park  Behind Kirk’s Fly Shop on Riverwalk  Behind Ed’s Cantina on Riverwalk A motion was made and seconded (Boles/Bangs) to approve utility box selection and all were in favor. OTHER BUSINESS No other business. With no further business to discuss, the meeting was adjourned at 11:16 a.m.