HomeMy WebLinkAboutMINUTES Town Board 2020-10-13 Town of Estes Park, Larimer County, Colorado, October 13, 2020
Minutes of a Regular meeting of the Board of Trustees of the Town of Estes
Park, Larimer County, Colorado. Meeting held in the Town Hall and Virtually in
said Town of Estes Park on the 13th day of October, 2020.
Present: Wendy Koenig, Mayor
Patrick Martchink, Mayor Pro Tem
Trustees Carlie Bangs
Marie Cenac
Barbara MacAlpine
Scott Webermeier
Cindy Younglund
Also Present: Travis Machalek, Town Administrator
Jason Damweber, Assistant Town Administrator
Dan Kramer, Town Attorney
Bunny Victoria Beers, Recording Secretary
Absent: None
Mayor Koenig called the meeting to order at 7:00 p.m. and all desiring to do so, recited
the Pledge of Allegiance.
AGENDA APPROVAL.
It was moved and seconded (Webermeier/Cenac) to approve the Agenda as
presented, and it passed unanimously.
PUBLIC COMMENTS.
None.
TRUSTEE COMMENTS.
Trustee Bangs attended the Restorative Justice Board meeting on October 7, 2020. She
stated October is Conflict Resolution month where a number of programs and discussions
can be found on the Town or the Estes Valley Library websites. The Transportation
Advisory Board meeting would be held on October 21, 2020
Trustee Younglund stated Blue Santa donation jars and boxes would be delivered to local
businesses. Due to COVID-19 there is a greater need for items such as gift cards,
personal hygiene and household items. She attended the Family Advisory Board (FAB)
meeting on October 1, 2020 where the Board was notified individual parties have shown
interest in a senior daytime care center. FAB would contact local experts related to senior
care needs in the community to provide input to determine direction.
Trustee Webermeier attended the Visit Estes Park (VEP) Board meeting on October 6,
2020.
Mayor Pro Tem Martchink stated he would be unable to attend the Economic
Development Corporation meeting on October 15, 2020 due to the scheduled Town
budget meeting.
Trustee MacAlpine stated she attended the Trustee Talk with Trustee Cenac. She stated
a discussion ensued regarding the Town's role in providing information to residents and
visitors on emergency response in the area and encouraged the public to attend future
Trustee Talks.
Trustee Cenac echoed Trustee MacAlpine's comments related to attendance at the
Trustee Talks. She stated VEP would consider an annual winter marketing event unique
to the area and options for collaboration with other local Districts or entities. A public
meeting would be held in November to discuss the VEP budget with a date to be
determined.
Board of Trustees— October 13, 2020 — Page 2
Mayor Koenig attended the Solid Waste Policy Council meeting where the new facility
was discussed. She stated this facility would be a commercial transfer station only and
the location would include the behavioral health center.
TOWN ADMINISTRATOR REPORT.
Town Administrator Machalek provided a policy governance monitoring report for Policy
3.3 Financial Planning and reported compliance in all areas. He stated there are
uncertainties associated with COVID-19 impacts which are reflected in the report. 2020
revenue projections are down by more than 5%.
He reported COVID-19 cases are on the rise in Larimer County. He stated contact tracers
have determined recent cases have occurred as a result of small gatherings without face
coverings. He encouraged the public continue physical distancing and the use of face
coverings.
1. CONSENT AGENDA:
1. Bills.
2. Town Board Minutes dated September 22, 2020 and Town Board Study Session
Minutes dated September 22, 2020.
3. Audit Committee Meeting Minutes dated September 17, 2020.
4. Board of Adjustment Minutes dated September 1, 2020 (Acknowledgement only).
5. Estes Park Board of Appeals Appointment of Richard Dowling, term expiring May
1, 2023.
6. Purchase Approval for Altec Bucket Truck for Trailblazer Broadband $125,560,
Budgeted.
7. Appointments to the Estes Valley Public Library District Board of Trustees:
• Reappoint David Hemphill for a 4-year term beginning January 1, 2021 and
expiring December 31, 2024
• Appoint Peter Johnson for a 4-year term beginning January 1, 2021 and
expiring December 31, 2024.
• Appoint Lynn Lawson to complete the term of Liz Zornes beginning January
1, 2020 and expiring December 31, 2022.
8. Acceptance of Town Administrator Policy Governance Monitoring Report.
It was moved and seconded (Webermeier/MacAlpine) to approve the Consent
Agenda, and it passed unanimously.
ACTION ITEMS:
1. ORDINANCE 12-20 ADMINISTRATIVE APPROVAL OF SPECIAL EVENTS. Mayor
Koenig open the public hearing. Staff stated the ordinance would establish an
administrative process to approve permits on public and private property for special
events, including sidewalk sales. Additionally, the ordinance would require Board
approval for new events held in Bond Park. Clarification was provided on the following
items: The history for review of special events in Bond Park; Board review for new
events versus annual review of all Bond Park events and promotional value of Board
review; how sales tax is collected during special events; and the distinction between
vendor permitting and business licensing requirements. Mayor Koenig closed the
public hearing and it was moved and seconded (Webermeier/Martchink) to approve
Ordinance 12-20, and it passed unanimously.
2. ACCEPT DELIVERY OF THE AUDITED FINANCIAL STATEMENTS FOR THE
YEAR ENDING DECEMBER 31, 2019. The Town received the annual audit of its
financial statemens, Comprehensive Annual Financial Report (CAFR), as required by
Board of Trustees — October 13, 2020— Page 3
the State. The audit includes both the Town's operations and Visit Estes Park (VEP)
as a required component unit. To comply with state statute filing deadlines as well as
grant and bond filing deadlines, the CAFR was been filed with the appropriate
agencies. Approval would formally acknowledge the receipt of the audit by the Town
Board, as recommended by the Audit Committee. Randy Watkins, Audit Partners with
BDO USA, LLP (formally ACM LLP) presented the results of the Audit on September
17, 2020 to the Audit Committee, normally presented in June/July of each year.
Director Hudson reviewed the CAFR, highlighting the composition of the report,
organization and process for development and the audit opinion. Clarificiation was
provided related to appropriations and rollovers. There being no further discussion, it
was moved and seconded (Webermeier/MacAlpine) to accept the delivery of the
Audited Financial Statements for the year ending December 31, 2019, and it
passed unanimously.
3. REQUEST FOR PROPOSALS FOR AUDIT SERVICES. The Audit Committee
recommended the Board consider a request for proposals for audit services.
Concerns and delays in the delivery as well as quality led to the consideration of
alternate audit service providers. Audit services are typically bid for a one year
contract with four additional optional renewals. There being no further discussion, it
was moved and seconded (Cenac/Younglund) to approve the issuance of an RFP
for Audit Services for the year ending December 31, 2020 with four optional
renewals, and it passed unanimously.
4. POLICY 225 — CHILDCARE FUNDING GUIDELINES. The Board reviewed Policy
225 — Childcare Funding Guidelines at the September 8, 2020 study session.
Feedback provided to the Board included removal of a limited award amount to
unlicensed providers, removal of preference for non-profit entities, and the addition of
evaluation criteria that demonstrates prioritization of funding awards to applicants
whom are actively pursuing State licensure or can demonstrate intent to pursue as
such.The policy was reviewed with an additional item identified regarding incentivising
childcare capacity for those who are able to provide care for four or more children
which are unrelated to the caregiver and in home providers who care for at least three
children. Staff wanted to ensure applicants were legitimate care givers and as a way
to maximize capacity for Town funding for childcare spaces. Staff recommended
alternate language under Evaluation Criteria for Capital Funds to replace "Have
capacity and ability to provide year-round care for at least four unrelated children" to
"Can demonstrate ability to provide greatest number of new childcare spaces". Staff
requested direction on the recommended alternate language and approval of Policy
225. It was moved and seconded (Martchink/Webermeier) to approve Policy 225
with the alternative language as presented, and it passed unanimously.
5. 2021 STRATEGIC PLAN ADOPTION. Mayor Koenig read a statement stressing the
importance of the Strategic Plan and the policies it represents. The Strategic Plan
adoption was continued at the September 22, 2020 meeting to incorporate changes
requested by the Board and to allow additional public comment opportunity. The Board
discussed clarifying language under Community Services and the gathering of guest
data, Transportation and the Master Trails Plan. It was moved and seconded
(MacAlpine/Webermeier) to adopt the 2021 Strategic Plan, and it passed
unanimously.
Whereupon Mayor Koenig adjourned the meeting at 8:42 p.m.
Wendy-K ni , Mayo
ctoria Beers, Recording Secretary