HomeMy WebLinkAboutPACKET Town Board Study Session 2021-07-27July 27, 2021
5:35 p.m. – 6:45 p.m.
Board Room
5:15 p.m. -Dinner
In Person Meeting – Mayor, Trustees, Staff and Public
To view or listen to the Study Session by Zoom Webinar
ONLINE (Zoom Webinar): https://zoom.us/j/91077906778 Webinar ID: 910 7790 6778
CALL-IN (Telephone Option): 877-853-5257 (toll-free) Meeting ID: 910 7790 6778
If you are joining the Zoom meeting and are experiencing technical difficulties, staff will be
available by phone for assistance 30 minutes prior to the start of the meeting at 970-577-4777.
5:35 p.m. Facilities Master Plan Opportunity Sites. (Manager Landkamer)
6:05 p.m. Oral History Program Discussion. (Director Fortini)
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 5:00 p.m.
AGENDA
TOWN BOARD
STUDY SESSION
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PUBLIC WORKS Report
To: Honorable Mayor Koenig
Board of Trustees
Through: Town Administrator Machalek
From:Jon Landkamer, Facilities Manager
Greg Muhonen, Public Works Director
Date:July 27, 2021
RE:Facilities Master Plan Opportunity Sites
Purpose of Study Session Item:
Update the Mayor and Board of Trustees on the progress being made on the Facilities
Master Plan, and specifically address opportunity sites for future civic operations.
What do you hope to do/accomplish? Why is this coming to a Town Board Study
Session?
Town Board Direction Requested:
Review and provide feedback on the work that has been accomplished to date, as well
as provide confirmation of the direction suggested by the Facilities Master Plan team.
Present Situation:
The goal of the Facilities Master Plan (FMP) is to address both the immediate, short-term,
and 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 planning
horizon of the FMP is the next twenty years, with a special emphasis on the next five to
ten years. To this end, the FMP will:
•Provide a comprehensive document that identifies the building and employee space
needs to aid the TOEP in budgeting, scheduling and administering all major building
renovations and new building construction capital projects.
•Ensure 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.
The FMP Team has been recently working through the concepts and operational
impacts related to concept of moving the Police Department operations out of Town
Hall. The FMP Team has met with the Executive Leadership Team (ELT) as a group,
and are now in the process of meeting with ELT members in smaller work groups to
gather direct feedback on their future space needs. The FMP Team has also invited
Estes Valley Library (“Library”) representatives to participate in relevant stakeholder
discussions, recognizing that decisions regarding Town Hall will likely impact Library
operations. The FMP team is prepared to discuss the concept of “right of first refusal”
for parcels that are in or near the Downtown corridor. The FMP Team is actively working
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on Phase 3 of the FMP (Implementation Strategies and Conceptual Vision) which will
lead into Phase 4 (Facilities Master Plan Production).
Proposal:
The FMP Team has identified opportunity sites and suggests the Town consider
acquiring a “right of first refusal” for the identified sites. There are both pros and cons of
these sites. Alternative concepts for future civic operations will be presented. As the
FMP Team gets further into this project, more stakeholders will be brought into the
discussion which will include the public outreach process. The proposal to pursue
opportunity sites for civic uses supports the Town Board strategic key outcome area of
Outstanding Community Services in the draft 2022 Strategic Plan which states, “8. We
will pursue land-banking opportunities as they align with the Strategic Plan.” And,
Strategic Goal “8.A. Develop a strategy and funding source for Town facility site
acquisitions as identified in the Facilities Master Plan.”
Advantages:
•The FMP identifies future properties that may enable Town operations some flexibility
and provide better customer service to our residents and visitors.
•The FMP identifies deferred maintenance issues and helps align those with future
budgeting processes.
•The document considers Town customer service goals and workflow improvement
opportunities.
•The FMP highlights work place consolidation opportunities to more effectively deliver
Town services.
•It surveys building security and recommends improvements for the safety of our
employees and customers.
•The FMP encourages collaboration and public interaction through enhanced space
utilization.
•The energy audit components of this project will assist in identifying tangible ways to
conserve energy and reduce building maintenance demands.
•Accessibility to the Town’s facilities and programs will be evaluated and the subsequent
recommendations for improvement will inform the Town’s ADA transition planning.
•Identifies funding opportunities and strategies for future implementation
Disadvantages:
•This project will take considerable staff time, commitment, and financial resources for a
successful outcome
Finance/Resource Impact:
While the FMP project is already budgeted, funding for acquiring land parcels or rights
of first refusal has not been budgeted. Such funding will be considered during the
development and approval of the 2022 budget.
Level of Public Interest
The public interest is expected to be low to moderate.
Attachments:
1.FMP Team – Slide Presentation
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Administration - Museum Report
To: Honorable Mayor Koenig
Board of Trustees
Through: Town Administrator Machalek
From: Derek Fortini, Estes Park Museum Director
Date: July 27, 2021
RE: Oral History Interview Program
Purpose of Study Session Item:
To update and inform the Town Board and answer any questions about the Museum’s
new Oral History Interview Program.
Town Board Direction Requested:
No direction needed.
Present Situation:
Over the past several decades, the Estes Park Museum and the Estes Valley Library
District facilitated the production of over 150 oral history recordings of interviews with
local individuals. With some dating back to the mid-1960s, interviews started to become
more consistent in the 1970s and 1980s, but infrequent throughout the 1990s.
Beginning around 2005, the Museum resumed oral histories and began to film all
interviews so that they could be watched in addition to being listened to. These
recordings have been used for public programs, exhibit installations, as well as making
them available online to watch at your own leisure. With advances in technology and the
influx of digital-born materials, it is a fairly common practice for museums to actively
collect and distribute local individuals’ stories in addition to collecting and displaying
artifacts.
There have been two recent projects to collect oral histories. The first took place in
2012-2013 as a privately funded collaborative with the Estes Valley Library District.
Paralleling the temporary exhibit Climb On!, Museum staff were able to gather 18
interviews of Estes Park individuals influential within the professional climbing
community. The second was in 2016 and included six recordings of a number of
individuals involved in different capacities with the 2013 flood. Since 2016, all of these
recordings are housed at the Museum and the pursuit of future interviews has been
turned over to the Museum.
With the 2018 decision to allow the Museum to expand into what is now the Museum
Annex building, staff consulted a videographer to identify the most ideal space for a
permanent recording studio. The idea of this studio was to allow the possibility of
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creating a consistent annual oral history recording program. There was even discussion
about possibly bringing on a trained media specialist to professionally capture
interviews. After some investigation, staff determined that grants would not be a
sustainable solution for a consistent oral history interview program for several reasons:
most grants are temporary, they are not guaranteed, and they require a large amount of
structure, oversight and accountability, and reporting to the grantor.
The Estes Park Museum Friends & Foundation, Inc. restricted funds ($8,000) to be able
to modify a space in the Museum Annex to provide a sufficient professional filming
studio if the Town was able to staff it. They currently still have the funds. The 2021
budget included $2,500 to contract with a media specialist. This funding will allow staff
to capture at least five oral histories (roughly $400/interview) conducted by the Estes
Park Museum Director and filmed by a professional videographer. The number of
interviews is limited because of the time involved per oral history. The remainder of the
funds will be used to work with a videographer to create video content for the Museum
website such as promotional videos (that could include the main Museum buildings, the
Birch Ruins and Cabin located on the Centennial Open Space at Knoll-Willows, and/or
the seasonally operated Historic Fall River Hydroplant) or recordings of in-person
programs.
Many people who hear of the oral history interview program taking place are asking how
individuals are chosen to be interviewed. Museum staff have a running list of potential
local interviewees gathered through their research, suggestions by local history
enthusiasts, and comments from Estes Park residents. Unfortunately, roughly 20 names
have been removed from the list as potential interviewees have passed away, which is
why a service like this is so valuable. Currently there are over 60 viable names on the
list which could grow exponentially with public engagement. In the future, staff would
like to pursue an accessible process for the public to nominate local individuals to be
interviewed. While interviews cannot be guaranteed and are limited by resources, it is
important to capture all the names of people who community members believe have
important stories to share.
The 2021 interviews began in July and will continue intermittently throughout the year.
A montage of highlights solely gathered in 2021 will be presented to the Town Board at
the completion of the interviews.
To see a sample of Estes Park oral history interviews, please visit:
https://vimeo.com/361691134
Proposal:
N/A
Advantages:
People are living histories and capturing their stories and perspectives will help us and
future generations gain a better understanding of our heritage and learn from the
experiences of those who came before us. This is an opportunity to let those who
experienced the history tell their story.
Disadvantages:
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N/A
Finance/Resource Impact:
$2,500 from 101-5700-457.22-98 in the current fiscal year.
Level of Public Interest
Medium
Attachments:
None
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August 10, 2021
•Mid-Season Update on Paid
Parking
August 24, 2021
•Policy 671 – Town Funding of
Outside Entities
•Sidewalk Maintenance Code
Compliance Discussion
September 14, 2021
•Pre-Election Town Board
Compensation
September 28, 2021
•Trustee Talks and Mayor’s Chat
Meetings
Items Approved – Unscheduled:
•Quarterly CompPAC Update
•Park Planning and Pocket Parks
•Distributed Energy Discussion
•Vacation Home Philosophy
•Downtown Loop Updates as
Necessary
Items for Town Board Consideration:
None.
Future Town Board Study Session Agenda Items
July 27, 2021
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