HomeMy WebLinkAboutMINUTES Town Board Study Session 2021-06-08RECORD OF PROCEEDINGS
Town of Estes Park,Larimer County,Colorado June 8,2021
Minutes of a Study Session meeting of the TOWN BOARD of the Town of
Estes Park,Larimer County,Colorado.Meeting held at Town Hall in the
Board Room and Virtually in said Town of Estes Park on the 8th day of
June,2021.
Board:Mayor Koenig,Mayor Pro Tern Martchink,Trustees Bangs,
Cenac,MacAlpine,Weberrneier,and Younglund
Attending:Mayor Koenig,Mayor Pro Tern Martchink,Trustees Bangs,
Cenac,MacAlpine,Webermeier,and Younglund
Also Attending:Town Adrninistrator Machalek,Assistant Town Administrator
Darnweber,Town Attorney Kramer,Town Clerk Williamson
and Deputy Town Clerk Beers
Absent:None.
Mayor Koenig called the meeting to order at 4:45 p.m.
DOWNTOWN LOOP QUARTERLY UPDATE.
Director Muhonen presented the Downtown Estes Loop quarterly update,and the
Technical Advisory Committee (TAC)provided progress updates on Right-of-Way
(ROW)acquisitions,the Conditional Letter of Map Revisions,budget,schedule,and the
Memorandum of Agreement with Central Federal Lands Highway Division.The Board
requested staff move the quarterly update to ‘Items Approved Unscheduled”allowing
the team to focus on project efforts.Staff recommended scheduling the next update for
January 25,2022,to which the Board was in agreement.
CAMERON PEAK AND EAST THOMPSON ZONE DEBRIEF.
Captain Rose and Grant Specialist Crosser presented issues and recommendations as
a result of the emergency response during the recent wildfire events.Staff outlined
improvements which can be applied toward the management of future disasters and
emergencies.The East Troublesome Fire resulted in a valley-wide evacuation order on
October 22,2020.Additionally,the Cameron Peak Fire impacted Estes Park,Town
employees,as well as the Power &Communication Division.Staff stated each event
would present different situations requiring unique responses,however,the report
would act as the first step in implementing recommendations and sharing lessons
learned.The report format included the issue summary,recommendation,responsible
department and implementation timeframe.Highlights of the report included:
communications,operations,emergency management,evacuation,education and
training.Staff utilized information from other agencies to develop proactive evacuation
plans which were utilized during the evacuation in 2020.
DEMONSTRATION OF LASERFICHE PROCESS AUTOMATION FOR MUNICIPAL
COURT.Deputy Town Clerk Beers reviewed process automation and updates to
municipal court records and court day operations.Updates were made using the Town’s
enterprise-wide document management software Laserfiche.In 2018,Municipal Court
was moved to the Clerk’s office supervised by the Town Clerk.Since 2018,updates
have been made to court operations by the current Court Clerk and staff.Staff reviewed
options for purchasing software to update the court process at a cost of approximately
$10,000,which was consider too high for the level of citations processed annually.The
Laserfiche Municipal Court process sources citation information stored in the Police
Department’s ticketing software and stores all the information digitally.A review of the
process was presented to the Board.The virtually paperless process has eliminated the
need to shuffle paper files from staff,the Prosecutor and the Municipal Judge.Staff
anticipated the automation would initially result in a material cost savings of $0.75 per
RECORD OF PROCEEDINGS
Town Board Study Session —June 8,2021 —Page 2
citation paid prior to court and $4.65 per citation which goes through the court process.
Staff anticipated staff time savings of 25 minutes per citation for citations paid prior to
court and 40 minutes per citation which go through court.Staff would update the return
on investment estimates throughout the year as the new process continues to be
utilized.Trustee Younglund questioned whether issues have occurred due to
defendants not having access to a cell phones or email,to which staff responded there
has been minimal to no impact on Municipal Court electronic operations.The Board
requested clarification on the security of citation records and requested an update from
staff on the Town’s cyber security protection measures.
TRUSTEE &ADMINSTRATOR COMMENTS &QUESTIONS.
Mayor Pro Tern Martchink questioned the Board’s interest in discussing vacation homes
in residential zoning districts,the cap on residential vacation homes,and the potential of
instituting a use tax or fee.After further discussion,the Board directed staff to research
and provide options to the Board at a future Study Session.
FUTURE STUDY SESSION AGENDA ITEMS.
Town Administrator Machalek requested and it was determined to schedule the
Vacation Home Philosophy in August,Quarterly C0mpPAC Updates to Items Approved
—Unscheduled,moving the Rooftop Rodeo Financial Overview to July 13,2021 and
scheduling the Facilities Master Plan Opportunity Sites and the Oral History Program
Discussion for July 27,2021.
There being no further business,Mayor Koenig adjourned the meeting at 6:05 p.m.