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Home My WebLink AboutPACKET Town Board Study Session 2021-04-13 April 13, 2021 4:30p.m. – 6:30p.m. TOWN BOARD Board Room/Virtual STUDY SESSION AGENDA The Town Board of Trustees will participate in the meeting remotely due to the Declaration of Emergency signed by Town Administrator Machalek on March 19, 2020 related to COVID-19 and provided for with the adoption of Ordinance 04-20 on March 18, 2020. To view or listen to the Study Session by Zoom Webinar ONLINE (Zoom Webinar): https://zoom.us/j/91077906778 Webinar ID: 9107790 6778 CALL-IN(Telephone Option): 877-853-5257(toll-free) Meeting ID:9107790 6778 If you are joining the Zoom meeting and are experiencing technicaldifficulties, staff will be availableby phone for assistance 30 minutes prior to the startof the meeting at970-577-4777. 4:30p.m.Seasonal Paid Parking Implementation Update. (Manager Solesbee) 5:00p.m. Facilities Master PlanUpdate. (Manager Landkamer) 5:45p.m.Environmental Sustainability Advisory Board. (Administrator Machalek) 6:15 p.m.Trustee & Administrator Comments &Questions. 6:25p.m.Future Study Session Agenda Items. (Board Discussion) 6:30p.m.Adjourn for Town Board Meeting. Informal discussion among Trusteesconcerning agenda items or other Townmatters mayoccur before this meeting at approximately4:00p.m. Page 1 Page 2 PUBLIC WORKS Report To: Honorable Mayor Koenig Board of Trustees Through: Town Administrator Machalek From: Vanessa Solesbee, CAPP, Parking & Transit Manager Greg Muhonen, PE, Public Works Director Date: April 13, 2021 RE: Seasonal Paid Parking Implementation Update Objective: Report on progress towards the implementation of seasonal paid parking. Present Situation: The Town Board adopted the Downtown Parking Management Plan (DPMP) in January 2018 which identified a phased approach to parking management. DPMP Phase I was completed in 2019. Implementation results were shared with the Town Board in a series of Study Sessions in Fall 2019 (Sept. 24, Oct. 8 and Oct. 22). On November 12, 2019, the Town Board approved Ordinance 30-19 Authorizing Seasonal Paid Parking and Resolution 37-19 Establishing 2020 Parking Fees. However, in response to the COVID-19 pandemic, implementation of seasonal paid parking for 2020 was paused (via Resolution 27-20 on April 23). At a Town Board Study Session on October 27, 2020, Public Works staff reported on Parking Division activities in 2020 and the proposed plan to resume seasonal paid parking in 2021. On November 24, 2020, the Town Board authorized resume implementation of the Downtown Parking Management Plan (DPMP) Phase II (seasonal paid parking) for the 143-day summer guest season in 2021. On January 26, 2021, the Town Board authorized a budget supplement to fund the start-up costs for the seasonal paid parking program. On February 23, 2021, the Town Board amended the Estes Park Municipal Code to strengthen parking enforcement actions to include immobilization and impoundment, and also to provide free parking for disabled persons, veterans, and motorcycles. Page 3 Since late January, Public Works (PW) staff have been working closelywith the Town’s professional parking operator, The Car Park, on implementation of seasonal paid parking which will begin on Friday, May 28, 2021. While there are countless activities underway, this report and the attached presentation are focused on the following five key progress reports: 1. Community Outreach, Communication and Education o To date, the main focus has been on educating and engaging the local community. On Feb. 3, staff launched a new webpage dedicated to paid parking implementation and sent out a press release with program details, Frequently Asked Questions (FAQs) and permit information. This webpage (estes.org/paidparking) and the FAQ are regularly updated. Since early February, PW staff and The Car Park have given 11 presentations to the following groups: Estes Valley Public Library Board of Trustees, Estes Chamber Board of Directors, EDC Board of Directors, Sunrise Rotary, Noon Rotary, Newcomer’s Club, Women’s Club, Estes Chamber Paid Parking Focus Group, Estes Chamber Lodging Focus Group, Town Manager’s and Directors Meeting and Town Executive Leadership Team. Additionally, The Car Park has been hosting weekly “Parking Office Hours” in partnership with the Estes Valley Public Library since Feb. 4. To date, ten presentations have been given and sessions will continue to be held each Thursday from 11 a.m. to Noon through May 27. PW staff is working to offer resources in Spanish, including the FAQ, instructional videos for technology, messaging on the Dynamic Messaging signs and via radio spots. A weekly social media series was launched the week of March 15 called “The Parking Space” to answer questions and provide a regular public reminder about the new program. o While engagement with the local community will continue to be a top priority, staff are shifting their focus to include guests and visitors as the busy summer season approaches. Strategies that are currently underway include: Coordination with Visit Estes Park regarding messaging on their website and email blasts (for locals and visitors); Coordination with Estes Chamber and EALA to provide information and materials to lodging establishments and their guests; Door to door material distribution (maps, informational cards) planned for early May; Informational radio spots planned for the AM station in both English and Spanish; and, Increased field support provided by The Car Park corporate teams on program launch weekend (Memorial Day weekend) and on th major event weekends (e.g., 4 of July, Scot Fest and Elk Fest). o Signage Page 4 Since 2019, PW Engineering has been leading a larger wayfinding project that was an action item from the Downtown Plan. A field installation pilot specific for parkingsignage will be presented at the Board’s Regular Meeting this evening. 2. Permit registration o Permit registration for 2021 opened in early February. Those interested in permits can register online, by phone or by email. To date, The Car Park has registered the following number of permits: Local 30 Minute Permit: 298 Employer/Employee Permit: 74 Downtown Residential Permit: 21 Downtown Rental Unit Permit: 50 Commercial Loading Permit: 0 3. Technology o Three payment technologies have been selected: Pay stations: Pay stations will be installed this week (week of April 12). All pay stations are solar-powered and offer five languages (English, Spanish, French, Chinese and German). Mobile payment: Two mobile payment options will be available – one via smart phone application (Apple and Android) and one via text (no smart phone needed). Both mobile payment options offer a call-to-pay option. o Instructional videos for the pay stations and mobile payment application are available on the Town’s website (estes.org/paidparking). o The Car Park will continue to use the Town’s existing mobile License Plate Recognition (LPR) technology to collect data, monitor permits and identify violations. The Car Park will continue to use its existing ticket-writing software, Sidekick, to manage citation issuance. o The Estes Parking app was launched in 2019 and will continue to be promoted as the location for the latest parking availability information. The app is currently in “off-season” mode but will be reactivated before the start of paid parking on May 28. Staff are working to ensure that the Estes Parking app is up to date with the latest lot-specific information and that it offers the ability for users to connect directly with the Town’s mobile payment options. 4. Staffing and training o The Car Park will be hiring and training all seasonal Parking Ambassadors in 2021. Hiring is nearly complete and training will begin in May. In addition to rigorous internal training provided by The Car Park, all Parking Ambassadors will cross-train with the Estes Park Police Department and participate in training provided by the Town’s Visitor Services Ambassadors. 5. Program metrics o Beginning in summer 2020, The Car Park began providing a detailed weekly report of Key Performance Indicators (KPIs). This report included parking occupancy, permit sales, citation issuance and collections, and engagement with the Town’s Estes Parking app. The Car Park continued Page 5 to provide this report on a monthly basis during the 2020-2021 winter off- season. o PW staff and The Car Park have worked to refine and enhance the KPI report for 2021, including the addition of a few new metrics. For 2021, the KPI report will be shared weekly during the parking season and monthly during the offseason. It will include: Average and peak parking occupancy Permit sales Turnover Citation issuance and collection rate App usage (Estes Parking) Electric Vehicle charging station usage Revenue o Additionally, Town staff will be monitoring guest visitation (provided by the Visitor Center), traffic counts and sales tax data. Proposal: PW staff propose to continue implementation of seasonal paid parking as authorized by the Town Board at the Regular Board meeting on November 24, 2020. Advantages: Implementation of paid parking and new parking permits continues the Town’s data-driven approach to management of a limited public resource as recommended in theBoard-adopted Downtown Parking Management Plan. Implementation is designed to accommodate diverse user groups (locals, visitors and employees), is phased/incremental, and is in line with other Colorado communities that are supported by tourism-driven economies. Paid parking fees are a new source of revenue that will likely reduce future reliance on the General Fund for parking management and the heavily subsidized Town’s free shuttle service (Estes Transit). Disadvantages: There is a risk that the implementation will not go as planned (e.g., revenues will fall short of expectation, costs will exceed estimates, technology issues, unforeseen disasters, etc.); however, staff has gone through a rigorous process to vet the assumptions included in the current proposal and have experience successfully managing implementation of paid parking technologies. Action Recommended: N/A. This is a progress report only. Finance/Resource Impact: At the January 26, 2021 Town Board meeting, the Board approved a budget supplement of $529,516 for the implementation of paid parking in 2021 as approved December 7, 2020. Page 6 This budget supplement will cover both a one-time capital investment of $127,000, $373,719 in annual operating funds, and $48,000 in annual management fees totaling $548,719 in new program-related costs for 2021. The Parking Services Fund appropriations, including the additional paid parking implementation costs, are projected to be fully paid for by the resulting new parking revenues (gross revenue estimated at $792,000). This program on track with regard to the expense projections and it is too early to define progress with regard to projected revenue goals. Level of Public Interest Public interest in the implementation of seasonal paid parking has been and will continue to be high. The extensive public outreach and communication efforts undertaken by PW staff are detailed in this report and in the attached presentation. Attachments: 1. Seasonal Paid Parking Implementation Update presentation Page 7 Seasonal Paid Parking 2021 Implementation Update th April 13, 2021 Developed by: Public Works Department & The Car Park Off-Season Data Outreach, Education & Communication Agenda Permit Registration Technology Staffing & Training Page 8 Key Performance Indicators 2021 Permit Sales tĻğƉ hĭĭǒƦğƓĭǤ ΏağƩĭŷ ЊЉЉіВЌі БАі БЎі Local 30 Min ВЉі 327 АЏі БЉі АЊі ЏЎі АЉі Residential 17 ЏЉі ЏЉі ЎВі ЎЌі ЏЉі ЍЌі ЎЉі Rental 65 ЍЉі ЌЉі ЋЊі ЊВі ЊБі Employee 80 ЊЌі ЋЉі Аі ЊЉі 050100150200250300350 Љі hŅŅƭĻğƭƚƓ hĭĭǒƦğƓĭǤ ĬǤ aƚƓƷŷ ΏБ YĻǤ \[ƚƷƭ ЊЉЉі ВЌі БАі ВЉі ağƩĭŷ\[ƚƷ Cǒƌƌ АЏі БЉі АЊі ЏЎі АЉі ЏЉі ЏЉі ЏЉіЎЌі ĻĻƉķğǤ ǝƭ ĻĻƉĻƓķ ΏağƩĭŷ ЎЉі ЊЋЉі ЊЉЉіЊЉЉіЊЉЉі ВЏі ЍЉі ВЊі БВі ЊЉЉі БЎі БЍі ААі ЌЉі АЋі ЏАіЏАі БЉі ЎАі ЎЍіЋЉі ЎЋі ЎЉі ЏЉі ЊЉі ЍЉі Љі ЋЉі .ƚƓķ tğƩƉ9ğƭƷtƚƭƷ hŅŅźĭĻwźǝĻƩƭźķĻƚǞƓƩĻŭĻƓƷźƩŭźƓźğźĻƭƷ Љі wźǝĻƩƭźķĻIğƌƌΉ\[źĬƩğƩǤ .ƚƓķ tğƩƉ9ğƭƷtƚƭƷ hŅŅźĭĻwźǝĻƩƭźķĻƚǞƓƩĻŭĻƓƷźƩŭźƓźğźĻƭƷ wźǝĻƩƭźķĻIğƌƌΉ\[źĬƩğƩǤ hĭƷƚĬĻƩbƚǝĻƒĬĻƩ5ĻĭĻƒĬĻƩWğƓǒğƩǤ ĻĻƉķğǤĻĻƉĻƓķ\[ƚƷ CǒƌƌCĻĬƩǒğƩǤağƩĭŷ\[ƚƷ Cǒƌƌ Community Outreach & Education ¤TAB (monthly updates) ¤Library Board of Trustees ¤Rotary Clubs (sunrise and noon) ¤WomenÓs Club Stakeholder ¤EDC Board of Directors ¤Estes Chamber Board of Directors Presentations ¤Town Executive Leadership Team ¤Town Employees ¤NewcomerÓs Club ¤ÐParking Office HoursÑ (weekly) Page 9 * Paid Parking page Regular/frequent * FAQs website updates * Instructional videos * Pay stations Support for multiple * Videos languages * Written materials Communication * Wayfinding * Destination Improved signage * In-lot instructions * Radio spots * Partner coordination Resources for visitors * Maps, key chains * Press releases Traditional and social * Email blasts media * Social media series Permits 50 21 Permit Permit Registration 74 Over 400 accounts registered to date. 298 Local 30-Min Free permits to be mailed in April. Local 30 MinuteEmployee Convenience Residential OvernightRental Overnight Page 10 *10 total pay stations Pay Stations *Installation in progress *Both ParkMobile Technology and Text2Pay Mobile Payment are ready and field tested. *Integration Estes Parking with ParkMobile App in progress. Parking Occupancy Permit Sales Parking App Usage Program Violation Issuance & Collections Metrics Î Turnover Key Performance Key Perfform Indicators EV Charging Station Usage Revenue (and Expenses) ¤Per Lot ¤Per Payment Method ¤Per Day of Week ¤Per Hour Page 11 * Hiring locally Two full-time * Will be Parking employees of The Car Ambassadors Staffing & Park Training Training will be coordinated with EPPD CSO program (mid-May). Questions? Page 12 PUBLIC WORKS Report To: Honorable Mayor Koenig Town Board of Trustees Through: Town Administrator Machalek From: Jon Landkamer, Facilities Manager Greg Muhonen, Public Works Director Date: April 13, 2021 RE: Facilities Master Plan Update Objective: The goal of the Facilities Master Plan (FMP) is to address both the immediate and short- term, as well as the long-term facility needs for the Town of Estes Park (TOEP). This plan will serve as a "road map" for the future development and operation of all TOEP facilities. The scope of the master plan is for the next twenty years, with a special emphasis on the next five and ten years. To this end, the master plan shall: Provide a comprehensive document that identifies the building and employee space needs to aid the TOEP in budgeting, scheduling and administering all major building renovation and new construction capital projects; Assure that all new near-term and mid-term capital building and major renovation projects are planned in conjunction with, and in support of, a long term (20-year) strategic vision. Today’s study session will update the Mayor, and Board of Trustees, on the progress being made on the Facilities Master Plan. Present Situation: Shortly after our first FMP Study Session in February of 2020, COVID-19 became a part of our lives, and the master planning process was put on hold. The FMP team continued to touch base monthly to evaluate when we should start the process back up. We started the planning process again late in 2020 and we are currently wrapping up Phase 2 – Analysis of Opportunities, Constraints, and Future Requirements and starting into Phase 3 – Implementation Strategies and Conceptual Vision. Surveys have been conducted by the FMP Team and all staff have had the opportunity to share their opinion. We have highlighted theprimary facilitiesinvolvedand have focused our attention on how efficiently, or inefficiently, these buildings are functioning. We feel this is an appropriate time to reach out to the Board of Trustees and update them on our progress as we move into Phase 3 and start the discussion for Phase 4 – Facilities Master Plan Production. Page 13 Proposal: Today’s study session will focus on the highlights of the key findings-to-date of our existing conditionsand the results of the follow-up staff survey at the beginning of this year. Topics today will include the methodology we have been using to gather our data, and the common themes from those results. We are focusing on where we are at now, after a year ofCOVID changes, so we can start to anticipate and develop the recommendations for the future. As we get further into this process, we will be bringing more stakeholders into the discussion and will also include public outreach in our process. Advantages: Identifies deferred maintenance issues and helps to align those with the budgeting process Considers customer service goals and work flow improvement opportunities Highlights work place consolidation opportunities to more effectively deliver our services Surveys building security and recommends improvements for the safety of our employees and customers Encourages collaboration and public interaction through space utilization Energy audit components of this project will assist us with tangible ways to conserve energy and reduce maintenance demands Accessibility to our primary facilities and programs will be evaluated and recommendations for improvement will assist us with our ADA transition planning Identifies funding opportunities and strategies for future implementation Disadvantages: This project will take considerable staff time and commitment for a successful outcome Action Recommended: Review the work that has been accomplished to date, and give feedback through the Facilities Manager on this effort Finance/Resource Impact: No additional financial impact. This project is already budgeted. Level of Public Interest Moderate public interest. Attachments: 1. FMP Team – Slide Presentation Page 14 Page 15 Page 16 Page 17 Page 18 Page 19 Page 20 Page 21 Page 22 Page 23 Page 24 Page 25 Page 26 Page 27 Page 28 TOWN ADMINISTRATOR’S Study Session OFFICE To: Honorable Mayor Koenig Board of Trustees From: Town Administrator Machalek Date:April 13, 2021 RE: Environmental Sustainability Advisory Board Purpose of Study Session Item: Discuss the possibility of creating an Environmental Sustainability Advisory Board per the Town Board Strategic Plan. Town Board Direction Requested: Direction on bringing forward an action item to create an Environmental Sustainability Advisory Board (ESAB) for the Town of Estes Park. If the Board is interested in considering the creation of an ESAB, staff requests direction on the following: Feedback on purpose/scope for the “WHEREAS” clauses; Role of ESAB; Inclusion of focus area requirement; and Membership numbers and considerations. Present Situation: The Town Board’s 2021 Strategic Plan includes an objective to “\[e\]xamine possibility of creating an Environmental Sustainability Advisory Board.” The Board indicated that evaluating organizational capacity and the need for an ESAB was an important step to take prior to forming another advisory board. Specifically, the Board expressed interest in understanding staff capacity to take on the support of another advisory board. Proposal: Staff has confirmed the ability to resource an ESAB by providing both a Recording Secretary (from the Town Clerk’s Office) and a staff liaison (Assistant Town Administrator Damweber). If the Board would like to move forward with the creation of an ESAB, staff will formulate draft bylaws using the direction requested above and the new bylaws template currently being refined by the Town Attorney and Town Clerk’s Office. The bylaws for the Community and Family Advisory are included for reference. Advantages: Provides an advisory body made up of community members to advise the Town Board and staff on important environmental issues. Page 29 Disadvantages: As with any advisory board, the primary disadvantage is that the time and resources allotted cannot be used for other Town Board priorities. Finance/Resource Impact: No direct costs. Resources impacted include staff time and potential future resource allocations recommended by an ESAB if it is established. All allocation of future resources would be subject to the Town’s budget process. Level of Public Interest High.The Board has received a letter of support signed by 100 members of the community. Attachments 1. Community and Family Advisory Board Bylaws (for reference) Page 30 Page 31 Page 32 Page 33 Page 34 Future Town Board Study Session Agenda Items April 13, 2021 April 27, 2021 Items Approved – Unscheduled: Reverse Decriminalization of Park Planning and Pocket Parks Municipal Code Distributed Energy Discussion Vacation Home Rental Regulations Oral History Program Discussion Move to Municipal Code and Enforcement/Life Safety Survey Items for Town Board Consideration: Changes None. May 11, 2021 Cameron Peak and East Thompson Zone Debrief Highway 34 Corridor Plan Revisit May 25, 2021 Revisit Fee Waiver/Subsidy Policies June 8, 2021 Downtown Loop Quarterly Update Rooftop Rodeo Financial Overview Page 35