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Home My WebLink AboutMINUTES Community Development & Community Services Committee 2012-03-22RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, March 22, 2012 Minutes of a Regular meeting of the COMMUNITY DEVELOPMENT / COMMUNITY SERVICES COMMITTEE of the Town of Estes Park, Larimer County, Colorado. Meeting held in Town Hall in said Town of Estes Park on the 22nd day of March, 2012. Committee: Attending: Also Attending: Absent: Chair Levine, Trustees Elrod and Miller All Interim Town Administrator Richardson, Directors Chilcott and Kilsdonk, Managers Winslow and Mitchell, and Recording Secretary Bailey None Chair Levine called the meeting to order at 7:59 a.m. PUBLIC COMMENT. None COMMUNITY SERVICES DEPARTMENT. RepPo0rtf^ovided for informational purposes and made a partofPraace®^^n9vSariety of on Aging’s Visioning sess.on in Febrf ^l^.tranTllilew of^ nutrition board to discuss the future of senio (the services. Manager Mitchell confirmed that Staff tries to tracK tree wi Senior Center. . or..i.i .'..nr. Qiiarterlv Repofl - in the year, th^ Sw'are cling back this time period. All of the 2un snows, ga h _rhedule in 2012. The new with an additional three events J0,n'n9 thha^TUX^^^ Bio Blitz. Staff is events include Ride the Rock'es Mar cke^ed on>ne permitting process, working on implementation of the pits and researching a fee based researching online tickets sales IC discussion on the possibility of wireless access at the Fairgrounds. attendees. Foreman Lindeman advertising supported free wir®'® q . . = janUary to expand knowledge on attended Arena/Dirt Managem Manager Winslow confirmed that the preparing arenas for the ev®n| . Park?0 the Fairgrounds, still provided shuttle, which had high usage, ran back and forth from the event to downtown. . Fvptnts Financial Report - Man®ger Ig^orlnts facilities to. M received many events that the Town produces, supp - revenues and“ 1^Set^^'?hS- producing exa. and RECORD OF PROCEEDINGS Community Development / Community Services - March 22, 2012 - Page 2 accurate amounts due to maintenance expenses that are divided amongst all applicable events. Total revenues for 2011 events were $553,786. Total expenses for 2011 events included personnel expenses of $289,973 and O&M expense of $549,225 for a total of $839,198. The 2011 events had 224,993 attendees and were supported with 13,084 volunteer hours. Staff is working with Finance to better track costs through the system. The Committee noted that there are benefits to the Town in terms of sales tax and lodging that are not recognized on this report. COMMUNITY DEVELOPMENT DEPARTMENT. REPORTS. Reports provided for informational purposes and made a part of the proceedings. • Monthly Report - Director Chilcott reported on the following topics: - Outreach/Communication — External Customers: Staff created a new handout about code compliance, began work on a census/trends report, and offered a free day of International Code Council (ICC) training to local engineers, architects, and contactors and a local architecture firm attended wind bracing training. - Outreach/Communication - Internal Customers: Staff began using the intranet for internal communication and posted the Community Development’s policy manual, the Zucker audit and implementation plan, and development review schedules to the intranet. Staff will post the draft Code Compliance Policy Manual on the intranet for review and comment by other departments. - Staff Develooment/Training: Secretary Thompson attended a Building Permit Technician class offered by the ICC. Building Inspector Traufield attended ICC training focusing on plumbing and mechanical systems and was also cross-trained to issue over-the-counter permits. Chief Building Official Birchfield attended training on wind provisions. Director Chilcott attended training on adult education and management conflict. - Addressing: Former addressing coordinator for Larimer County, Karlin Goggin, is working to correct data entry in the PTWin permit data. This will enable records to transfer to Sungard OneSolution. - Building Codes. Permits, and Inspections: Seventy-three permits were issued and paid for in January and February, 2012, comparable to 2011 permit activity. Fifty-eight of those were turned around in one day. Building Division staff monitored for compliance with their strict performance standards. Staff created a spreadsheet of permit information to determine compliance, starting with permits that typically do not require review by other departments. Staff will create a report of the permits that do require review by others in the coming months. - Code Compliance: Staff created a new handout, drafted policies, closed old cases, and continued to improve case management. - Current Planning: Staff is reviewing an Estes Park Medical Center plan to expand parking, and two horse and carriage ride applications, all of which are special reviews that will be forwarded to the Planning Commission and Town Board in April. - Long-Range Planning: Staff continued to participate in ongoing Planning Commission discussion about updating the Estes Valley Comprehensive Plan. - Boards and Commissions: Interviews were held for the Estes Valley Board of Adjustment and the Creative Sign Review Board open positions on March 14, 2012 and recommendations will be forwarded to the Town Board on March 27th. The February Planning Commission study session discussed how to create a vision statement of the Estes Valley and a draft public engagement plan will be brought to elected officials to determine whether to proceed with developing a vision RECORD OF PROCEEDINGS Community Development / Community Services - March 22, 2012 - Page 3 statement. There may be potential for significant turnover on the Planning Commission as Commissioner Fraundorf resigned after accepting a position with the Town and Commissioners Norris and Klink are running for positions on the Town Board of Trustees and the Fire District Board, respectively, and expect to resign their positions if elected. The March 20th Planning Commission Meeting was rescheduled to March 22nd to accommodate Town Administrator interviews. This meeting will discuss accessory dwelling unit code amendments. Office Orqanization/Records Management: Building Division staff was assisted by Shelly Tressell, Simplicity Organizing Services, with file organization due to lack of space for storage. The filing space issue is being addressed by file digitization, eliminating paper when possible, and replacing the existing traditional filing cabinets with a high-capacity filing system. Technology - Permitting Software. Geographic Information Systems (GIS): With Utilities Superintendent Fraundorf leadership, staff is “restarting” the Sungard implementation, and will inyolye widespread inyolyement of Town staff, rather than being limited to Community Deyelopment staff. Preparation continues by Staff for the transition to new software. A fiye-year Xerox DocuShare contract was cancelled by Staff because it neyer worked properly. Policies and Procedures: Staff drafted code compliance policies and will hire Karlin Goggin to draft addressing policy/procedures. Ms. Goggin led a successful multi-year addressing project for Larimer County. MISCELLANEOUS. Chair Leyine commented how thankful he was to haye seryed on this Committee for the past eight years. Director Kilsdonk and Manager Winslow thanked Chair Leyine for his years of seryice. Trustees Miller and Elrod thanked Chair Leyine for making it a pleasure to serye on this Committee with him. There being no further business. Chair Leyine adjourned the meeting at 8:58 a.m. Rebecca Bailey, Recording.Secretary APPROVED APR 1 0 2012 TOWN OF ESTES PARK BOARD OF TRUSTEES