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PACKET Town Board 2009-02-10
Prepared2/2/09*Revised2/5/09TOWNoiESTESPARIçTheMissionoftheTownofEstesParkistoplanandprovidereliable,high-valueservicesforourcitizens,visitors,andemployees.Wetakegreatprideensuringandenhancingthequalityoflifeinourcommunitybybeinggoodstewardsofpublicresourcesandnaturalsetting.BOARDOFTRUSTEES-TOWNOFESTESPARKTuesday,February10,20097:00p.m.AGENDAPLEDGEOFALLEGIANCE.(Anypersondesiringtoparticipate,pleasejointheBoardinthePledgeofAllegiance).PUBLICCOMMENT.(Pleasestateyournameandaddress).TOWNBOARDCOMMENTS.CONSENTAGENDA:1.TownBoardMinutesdatedJanuary27,2009andStudySessionMinutesdatedJanuary27,2009.2.Bills.3.CommitteeMinutes:A.PublicWorks,January22,2009:1.Lots16-19,LakeViewTracts(LadyoftheMountainCatholicChurch)-DrainageandElectricalEasements.2.Lot3,StoneBridgeEstates—DrainageEasement.2.ACTIONITEMS:*1RESOLUTION#03-09RE-APPROPRIATIONOF2008ENCUMBEREDFUNDSTO2009BUDGET&RESOLUTION#04-09-2009SUPPLEMENTALBUDGETRESOLUTION.FinanceOfficerMcFarland.2.4thQUARTERFINANCIALREPORT.FinanceOfficerMcFarland.3.FIRESERVICESFEESTRUCTURE.TownAdministratorHalburnt.4.TOWNLOGOUSEPOLICY.TownAdministratorHalburnt.5.ADOPTIONOF2009ORGANIZATIONALCHART.AdministratorHalburnt.6.TOWNADMINISTRATORREPORT.7.ADJOURN.NOTE.TheToiiBoardreservestherighttoconsiderotherappropriateitemsnotavailableatthetimetheagendawasnrenflrell Prepared2/2/09TOWNOfESTESPARIçTheMissionoftheTownofEstesParkistoplanandprovidereliable,high-valueservicesforourcitizens,visitors,andemployees.Wetakegreatprideensuringandenhancingthequalityoflifeinourcommunitybybeinggoodstewardsofpublicresourcesandnaturalsetting.BOARDOFTRUSTEES-TOWNOFESTESPARKTuesday,February10,20097:00p.m.AGENDAPLEDGEOFALLEGIANCE.(Anypersondesiringtoparticipate,pleasejointheBoardinthePledgeofAllegiance).PUBLICCOMMENT.(Pleasestateyournameandaddress).TOWNBOARDCOMMENTS.CONSENTAGENDA:1.TownBoardMinutesdatedJanuary27,2009andStudySessionMinutesdatedJanuary27,2009.2.Bills.3.CommitteeMinutes:A.PublicWorks,January22,2009:1.Lots16-19,LakeViewTracts(LadyoftheMountainCatholicChurch)-DrainageandElectricalEasements.2.Lot3,StoneBridgeEstates—DrainageEasement.2.ACTIONITEMS:1.RESOLUTION#03-09RE-APPROPRIATIONOF2008ENCUMBEREDFUNDSTOTHE2009BUDGET.FinanceOfficerMcFarland.2.4thQUARTERFINANCIALREPORT.FinanceOfficerMcFarland.3.FIRESERVICESFEESTRUCTURE.TownAdministratorHalburnt.4.TOWNLOGOUSEPOLICY.TownAdministratorHalburnt.5.ADOPTIONOF2009ORGANIZATIONALCHART.AdministratorHalburnt.6.TOWNADMINISTRATORREPORT.7.ADJOURN.NOTE.TheTossiiBoardreservesthetighttoconsiderotherappropriateitemsnotasailableatthetimetheagendaasnrpnnred 02/05/2009THU16:52FAX9705862816EPAdministration************************************FAXACTIVITYREPORTTX/RE************************************ST.TIMEDESTINATIONADDRESSNO.MODEPGS.RESULTAUTOREAUTOREAUTORESEQ.BROADCASTSEQ.BROADCASTSEQ.BROADCASTSEQ.BROADCASTSEQ.BROADCASTSEQ.BROADCASTSEQ.BROADCASTAUTOREAUTOREAUTOREAUTOREAUTORE01/2713:02416638786501/2808:23UNKNOWN01/2910:00970586236601/2914:36GregWhite667252701/2914:37KEPL586956101/2914:37TrailGazette586953201/2914:38Channel8586169101/2914:39ReporterHerald635367701/2914:40Coloradoan224789901/2914:44El’News577159001/2917:14801796739801/3012:02UNKNOWN02/0116:02206350829502/0205:26001035852302/0209:04UNKNOWN02/0212:48UNKNOWN02/0214:36KEPL586956102/0214:37TrailGazette586953202/0214:38Channel8586169102/0214:39ReporterHerald635367702/0214:40EPNews577159002/0222:05UNKNOWN02/0315:331303442570602/0321:406503648740GregWhite667252702/0415:53KEPL586956102/0415:54TrailGazette586953202/0415:55Channel8586169102/0415:57ReporterHeraldI,_.635367702/0415:58Coloradoan2247899T!39El’News577159002/0510:53568399202/0515:25UNKNOWNii2f638JregWhite667252702/0516:39KEPL586956102/0516:40TrailGazette586953202/0516:41Channel802/0516:42ReporterHerald‘6353677p02/0516:43Coloradoan2247899...02/05-16:44r1EPNews57715905384538553861107110711071107110711071107538753885389539053915392111911191119111911195393112353941131113111311131113111311131113253951133113311331133113311331133ECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECMECM1111111111111101111113232222222111111111OK00’31OK01’10OK00’17OK00’18OK00’28OK00’29OK00’33OK00’17OK00’19OK00’30OK00’38OK00’29OK00’31OK00’35NG00’430#005OK00’25OK00’31OK00’34OK00’42OK00’19OK00’35OK01’16OK00’39OK01’17OK00’27OK00’44OK00’53OK01’06OK00’29OK00’32OK00’52OK00’24OK00’55OK00’20OK00’34OK00’39OK00’47OK00’21OK00’22OK00’39AUTOSEQ.SEQ.SEQ.SEQ.SEQ.AUTOTXAUTOSEQ.SEQ.SEQ.SEQ.SEQ.SEQ.SEQ.TXAUTOSEQ.SEQ.SEQ.SEQ.SEQ.SEQ.SEQ.REBROADCASTBROADCASTBROADCASTBROADCASTBROADCASTREREBROADCASTBROADCASTBROADCASTBROADCASTBROADCASTBROADCASTBROADCASTREBROADCASTBROADCASTBROADCASTBROADCASTBROADCASTBROADCASTBROADCAST TownofEstesPark,LarimerCounty,Colorado,January27,2009MinutesofaRegularmeetingoftheBoardofTrusteesoftheTownofEstesPark,LarimerCounty,Colorado.MeetingheldintheTownHallinsaidTownofEstesParkonthe27thdayofJanuary,2009.MeetingcalledtoorderbyMayorPinkham.Present:WilliamC.Pinkham,MayorChuckLevine,MayorProTernTrusteesEricBlackhurstDoriaEisenlauerJohnEricsonRichardHomeierJerryMillerAlsoPresent:GregWhite,TownAttorneyJacquieHalburnt,TownAdministratorLowellRichardson,DeputyTownAdministratorJackieWilliamson,TownClerkAbsent:NoneMayorPinkhamcalledthemeetingtoorderat7:00p.m.andalldesiringtodoso,recitedthePledgeofAllegiance.PUBLICCOMMENT.DavidHabecker/TownResidentencouragedtheBoardtostimulatethelocaleconomybyspendingreservesonprojectsthatwouldbenefitEstesParkinthefuture.HerequestedtheTownBoardstoprecitingthePledgeofAllegiance.TOWNBOARDCOMMENTS.None.1.CONSENTAGENDA:1.TownBoardMeetingMinutesdatedJanuary13,2009andTownBoardStudySessiondatedJanuary13,2009.2.Bills.3.CommitteeMinutes:A.Utilities,January8,2009.B.PublicSafety,January15,2009.1.EstesValleyVictimAdvocates2009Contract.2.CommunityWildfireProtectionPlan.4.EstesValleyPlanningCommission,December16,2008(acknowledgementonly).5.EstesParkUrbanRenewalAuthority,December15,2008(acknowledgementonly).Itwasmovedandseconded(Levine/Eisenlauer)theConsentAgendabeapproved,anditpassedunanimously. BoardofTrustees—January27,2009—Page22.REPORTSANDDISCUSSIONITEMS:1.RockyMountainNationalParkUpdate.SuperintendentBakerprovidedanupdateontheWildernessBill,statingthebillhadpassedthroughtheSenateandwassenttotheHouseforaction.TheParkcontinuestoimplementtheelkandvegetationmanagementplanthatincludesthecullingofapproximately100elk.3.LIQUORITEMS.1.PUBLICHEARING:NEWTAVERNLIQUORLICENSEAPPLICATIONFILEDBYDELLATERRALLCdbaDELLATERRAMOUNTAINCHATEAU,3501FALLRIVERROAD.MayorPinkhamopenedthePublicHearingandreviewedtheprocedures.TownClerkWilliamsonpresentedtheapplicationandconfirmedtheTownhasnotreceivedanycommunicationsorevidenceinsupportoroppositiontotheapplication,andrequiredT.I.P.S.hasnotbeenscheduled.CommentswereheardfromAudreyMiller/Applicant.ShestatedthebusinessisfamilyownedandagrandopeningwouldbescheduledforMaywithaweddingscheduledforJune.MayorProTemLevinestatedtheBoardtakesallliquorlicensinglawsseriouslyandtheBoardreliesuponthelicenseestobevigilantwhenservingandsellingalcohol.Therebeingnofurthertestimony,MayorPinkhamclosedthePublicHearing.StatingtheBoardofTrusteesfindsthatthereasonablerequirementsoftheneighborhoodatenotmetbythepresentliquoroutletsintheneighborhoodandthatthedesiresoftheadultinhabitantsareforthegrantingofthisliquorlicense,itwasmovedandseconded(BlackhursUMiller)theTavernLiquorLicenseapplicationfiledbyDellaTerraLLCUbaDELLATERRAMOUNTAINCHATEAUbeapproved,anditpassedunanimously.4PLANNINGCOMMISSIONAGENDA:MayorPinkhamopenedaPublicHearingfortheConsentAgendaItem.1.CONSENTITEMS:A.AMENDEDPLAT1.AmendedPlatofLots29&30,Block7,CountryClubManor,TownofEstesPark,SarkisianProperties,LLC/Applicant.Astherewerenocomments,MayorPinkhamclosedthepublichearinganditwasmovedandsecondedfHomeier/Levine)theConsentAgendabeapprovedwithstaffconditionsofapproval,anditpassedunanimously.4.ACTIONITEMS:1.DISTRIBUTIONSYSTEMENGINEERINGSERVICES.AssistantUtilitiesDirectorMangelsonstatedattheUtilitiesCommitteemeetingonJanuary8,2009acontractfortheengineeringofthedistributionsystemwasreviewed,andtheCommitteerecommendedtheTowncontractwiththeCityofLovelandthroughthecurrentIGAonatimeandmaterialsbasisatacostof$200,000.ThepreviousRFPprocessonlygeneratedonebidfromESC,Inc.atacostof$263,460.TheTownwouldrealizeasubstantialsavingsbycontractingwiththeCityofLovelandaswellascontinuethepartnershipwithalocalmunicipality.Theupgradeddistributionsystemwouldprovideredundancyintheelectricalsystem,allowingtheMary’sLakesubstationtoprovidepowertotheentirevalleyiftheEstessubstationwentoutofservice.Itwasmovedandseconded(Homeier/Ericson)toapprovethecontractwithLovelandforthedesignandconstructionmanagementofthedistributionsystemforacostof$200,000,anditpassedunanimously. BoardofTrustees—January27,2009—Page32.2009ORGANIZATIONALCHART.TheMunicipalCodedirectstheTownAdministratortopresentanadministrativeorganizationalcharttotheTownBoardannually.Inadditiontotownemployees,thechartincludesstandingcommittees,advisoryboardsandcommissions.The2009organizationalchartreflectsoverallsupervisoryauthoritybytheTownAdministratoroveralldepartments;however,theTownAdministratorfocusesonCommunityDevelopment,Police,PublicWorks,UtilitiesandTownClerk.TheDeputyTownAdministratorfocusesonCVB,Finance,Fire,MuseumandtheSeniorCenter,andwouldcontinuetodealwithalldepartmentsonadailybasis.TheBoarddiscussedtheappropriatenessofincludingEPURAandtheVolunteerFireDepartmentandwhetherornottheEstesParkHousingAuthorityandEstesParkLocalMarketingDistrictshouldbeincluded.Discussionwasalsoheardonthevalidityofsegregatingthedepartmentsbysupervisoryauthority.Itwasmovedandseconded(Levine/Ericson)the2009OrganizationalChartbeamendedtoremoveEPURAandtheVolunteerFireDepartmentandtodistinguishsupervisoryauthoritybycolorcodingthechart,anditpassedunanimously.3.TOWNADMINISTRATORREPORT.TheMary’sLakeBridgewillbeclosedfromFebruary2ndthroughMemorialDaybyLarimerCountyinordertoreplacethebridge.WhereuponMayorPinkhamadjournedthemeetingat7:44p.m.WilliamPinkham,MayorJackieWilliamson,TownClerk RECORDOFPROCEEDINGSTownofEstesPark,LarimerCounty,Colorado,January27,2009MinutesofaRegularmeetingoftheTOWNBOARDSTUDYSESSIONoftheTownofEstesPark,LarimerCounty,Colorado.MeetingheldatTownHallinRooms202&203insaidTownofEstesParkonthe27thdayofJanuary,2009.Board:MayorPinkham,MayorProTernLevine,TrusteesBlackhurst,Eisenlauer,Ericson,HomeierandMillerAttending:AllAlsoAttending:TownAdministratorHalburnt,DeputyTownAdministratorRichardson,TownAttorneyWhite,Mgr.WinslowandTownClerkWilliamsonAbsent:NoneMayorPinkhamcalledthemeetingtoorderat5:00p.m.BONDPARKUSEFEESANDVENDORFEE.TownAdministratorHalburntreviewedtheissuesrelatedtotheBondParkusagefeeandthespecialeventvendorfees.AttheOctober14,2008meeting,theTownBoardrequestedstaffreviewtheusagefeesforBondParkwiththenonprofitcommunity.Mgr.Winslowcontactedeventorganizersandfoundtheusagefeewasacceptable;however,theyrequestedtheelectricfeebecombinedwiththeusagefeetosimplifythefeestructure.Staffagreeswiththerecommendationtochargeaflatfee.Theusagefeewouldoffsetstafftimeandrepairs,includingelectricaloutlets,brokensprinklersandrepairstotheturf.Discussionfollowedontheintentofthefeeandthepossibilityofchargingadamagedepositinlieuoftheusagefee.Mgr.Winslowstatedtheusagefeewouldgenerateapproximately$1,000andrecoveraportionofthemaintenancecosts.Afterfurtherdiscussion,theBoardrequestedstaffestablishausefeefortheparkstobepresentedtotheCommunityDevelopmentCommittee.PARKINGLOTSMgr.Winslowpresentedaproposedfeeperparkingspacewithaminimumchargeof$25perday.ThefairgroundparkinglotiscurrentlyusedbytheFarmersMarketduringthesummerandpays$50perday.Thefeewouldoffsetmaintenanceandrepair.TheBoardagreedwithafeeforparkingspacesatthefairgrounds;however,theyrequestedstaffreexaminethefeeschedulebecausethefeesappeartobelow.Itwassuggestedapersquarefootcostmaybemoreappropriate.StaffwouldpresentannewscheduletotheCommunityDevelopmentCommittee.VENDORFEESTownAdministratorHalburntprovidedbackgroundontheordinancepassedbytheBoardin2007toaddressdowntownbusinessownersconcernswithspecialeventvendors.Afteroneseason,twoorganizationsthatutilizeBondParkforspecialeventshavecomeforwardtorequesttheCommunityDevelopmentCommitteeretractthevendorfeeandtheaffidavitoflawfulpresencethatmustbecompletedbyallsoleproprietorsasrequiredbystatelaw.StatementswereheardfromtheArtCenterandfromtheCulturalArtsCouncil.BothstatedthevendorscollectandpaysalestaxtotheTownandspendmoneyonaccommodationsandfoodduringtheirstay.Thenewfeeandlawfulpresenceaffidavit RECORDOFPROCEEDINGSTownBoardStudySession—January27,2009—Page2hasmadetheprocessforvendorsmoredifficult.Therehasbeenadditionalcosttothenonprofitssponsoringtheshow.TheBoarddiscussedthelicensingprocess,theneedtoaddressthedowntownbusinessesconcerns,theabilitytoensurevendorsarecollectingandremittingsalestaxandthetriggerforthelawfulpresenceaffidavit.TheBoardrequestedstaffinvestigateoptionstoeliminatetheneedfortheaffidavitandstillretaintheabilitytotracksalestax:1)chargingtheeventcoordinatoranadditionalfeepervendor;2)eventcoordinatortocollectsalestaxinformationfromvendor;3)stafftoestablishabestpracticesguidelinesforeventcoordinators.MISCELLANEOUSTrusteeBlackhurstprovidedanoverviewoftherecentstrategicmeetingheldbytheEstesParkHousingAuthority.Therebeingnofurtherbusiness,MayorPinkhamadjournedthemeetingat6:30p.m.JackieWilliamson,TownClerk0 RECORDOFPROCEEDINGSTownofEstesPark,LarimerCounty,Colorado,January22,2009MinutesofaSpecialmeetingofthePUBLICWORKSCOMMITTEEoftheTownofEstesPark,LarimerCounty,Colorado.MeetingheldatTownHallinsaidTownofEstesParkonthe22rdayofJanuary2009.Committee:ChairmanBlackhurst,TrusteesLevineandMillerAttending:AllAlsoAttending:DeputyTownAdministratorRichardson,DirectorZurn,TownClerkWilliamsonAbsent:TownAdministratorHalburntChairmanBlackhurstcalledthemeetingtoorderat8:00a.m.PUBLICCOMMENT.None.OurLadyoftheMountainCatholicChurchEasements.Dir.Zurnstatedduringthedevelopmentprocessadrainagemasterplanwascompletedforallthepropertiesownedbythechurch.Drainageeasementswereidentifiedandarebeingformallyrequestedbythechurch.Twoutilityeasementswereneededtoaddressnewdevelopment.Staffrequestsapprovaloftheeasements.Afterfurtherdiscussion,theCommitteerecommendedapprovalofthedrainageandutilityeasementsforLots16,17,18and19,LakeViewTractsSubdivision(OurLadyoftheMountainCatholicChurch).StoneBridgeEstatesEasements.Dir.ZurnrequestedapprovalofadrainageeasementfortheStoneBridgedevelopment.Theeasementwouldaddressdrainageoffthepropertyandincludethewaterqualityponds.Afterfurtherdiscussion,theCommitteerecommendedapprovaloftheeasementforLot3,StoneBridgeSubdivision.REPORTS.1.AnnualStreetSystem—Mgr.SieversprovidedahistoricalreviewofthenumberofHighwayUserTrustFund(HUTF)centerlanemilesreportedtoCDOT:1986—33.85milesversus2008-55.38.Theannualbudgetformaintenanceoftheroadshasremainedrelativelyconstantwhilethecostofasphalthasincreasedby330%.TheCommitteerequestedstaffprovideamaporlistingofthetypesofstreets;i.e.arterials,local,collectors,etc.Dir.ZurnstatedtheStreetsDept.hadfouremployeesin1987andcurrentlyhasthreeemployeescompletingtheworkwithhalfagainthenumberoflanemiles.StreetstaffisresponsibleforsweepingTownroadways,snowremoval,signreplacement/install/maintenance,trafficcontrol-SpecialEvents,potholes,barkbeetle/burner,painting,parkinglotmaintenanceandstrippingandmiscellaneousprojects.Supt.Mahanystatedprojectsarenotcompletedbecauseoftheday-to-daytasksandmostprojectsrequireallthreeemployees.TheCommitteeexpressedconcernwiththelackoffundingforstreetimprovements/maintenanceandrequestedthe2010budgetincludeappropriatefundingtomaintaintheasset.TheCommitteerecommendsstaffperformafullcomprehensivestaffinganalysis/workloadanalysisfortheadditionofaFTEfortheStreetsDept.2.FinalReportonRiversideDriveIntersection—Mgr.Sieversstatedthe$200,000budgetedprojectwascompletedontimebyCornerstoneConstructionConceptatacostof$126,116.40.Additionalworkwascompletedincludingsidewalkandplanterconstructionforapproximately$28,500.Finallandscapingwouldbe RECORDOFPROCEEDINGSPublicWorksCommittee—January22,2009—Page2completedinMayof2009bytheParkDept.withtheremaining$45000.AribboncullingwillbeheldonFebruary13,2009attheintersection.3.FallRiverTrailPhase4—Mgr.Sieversprovidedastatusreportforthemulti-yearprojectfundedbytheLarimerCountyOpenSpacefund.CornerstoneConcreteCompanywasawardedtheprojectatacostof$350,000andtheprojectwassubstantiallycompleteonDecember22,2008.Inthespringof2009,thetrailwouldbeseededwithanapproximatefinalcostof$301,000.Theremainingfundingwouldbeusedforanadditionalphaseofthetrail,Phase4B,orotheropenspaceprojectsin2009.LaFargeConcretepartneredwiththeTowntoprovide$20,000worthofcoloredconcreteatnoextracost.Mgr.SieversstatedacoloredconcretethroughtheaccommodationsandalongtheriverwouldsoftentheappearanceofthetrailleadingtotheRMNP.TheTownwouldacknowledgeLaFarge’scontributionwithaplaquealongthetrail.4.TreeBoardAnnualTreeSymposium—Dir.ZurnstatedtheTreeBoardhasscheduledthisyear’sTreeSymposiumforMay6,2009attheHolidayInn.Theeventwouldbefreetothepublic;however,vendorboothswouldbeavailableatacostof$100perbooth.TheboothfeeswouldoffsetmostofthecostsassociatedwithholdingtheeventattheHolidayInn.TheeventwouldbepostedontheTownwebsiteaswelltheColoradoForestServiceandCSU.Staffpresentedacurrentmapoftheconfirmedsightingofthebeetlewithinthevalley.Staffplanstoincludethemapwithamediareleasediscussingthebeetleordinance.5.AlternativeTransportationintheParkandPublicLandsGrants—Dir.ZurnstatedtheTownappliedinpartnershipwithRMNPfora$200,000grantfromtheUSDept.ofTransportation/FederalTransitAdministrationtoconductanassessmentandneedsstudyonamasstransit/parkingsystemencompassingboththeTownandRMNP.FundswereinitialawardedtotheRMNPandhavebeentransferredtotheTown.Thefundingwouldinclude$10,000fromtheParkand$40,000fromtheTown,foratotalfundingof$250,000.Thestudywouldtakeapproximately12to18monthsandwouldrequiresubstantialpublicinput.TheTownhasreceivedapprovalfromUSDOTtoactasprojectmanagerfortheNEPAstudy.Oncethestudyhasbeencompleted,theTownandRMNPwouldbeinpositiontoapplyformasstransitfundingincluding:vehicles,hubsandsystemimprovements.Therebeingnofurtherbusiness,ChairmanBlackhurstadjournedthemeetingat9:26am.JackieWilliamson,TownClerk FinanceDepartmentMemoTo:HonorableMayorBaudekBoardofTrusteesTownAdministratorHalburntFrom:SteveMcFarland,FinanceOfficerDate:February10,2009Subject:Resolutiontore-appropriatefundsencumberedinthe2008budgettothe2009budgetBackgroundCertainTowndepartmentshaveenteredintocontractsforgoodsand/orservicesthatwerenotfulfilledbyyear-endDecember31,2008.Whenthisoccurs,itbecomesnecessaryto“rollover”expendituresfromoneyeartothenext,becauseingovernmentalaccounting,expendituresarenotrecognizeduntiltheyareincurred/received.Inessence,thebudgetedamountsoftherolloversareliftedfromthecurrentbudgetyearandplacedintothenextbudgetyear.Fundbalanceisnotaffected—theexpendituresaremerelymoved.Itisstaffsintentiontokeeprolloverstoaminimum,butprojectsareoftenaffectedbyweather,andbyavailabilityofproduct/contractor.Documentation200$wasaverysuccessfulyearincontrollingexpenditures.Forexample,staffanticipatesGeneralFundbeingunderspentbyover$500,000.Staffrecognizestheeconomicsituationfacingourcommunity,StateandNation,andseekstoincreasefundbalanceswhereprudent.Atthesametime,staffendeavorstoutilizefundstothelong-termstrategicadvantageoftheTown.Attachedisthelistofthoseencumbrancesthatremainoutstandingattheendof2008.Thereare55rolloveritemstotaling$5,802,400.Asaframeofreference,therewere61rolloversfor2007-08,totaling$1,320,590.Althoughrolloversfor2008-09are$4,481,810greaterthan2007-08,thebulkoftheincreaseisconcentratedin5purchaseorders:#24086(engineeringforthenewwaterplant),#24435(firetruck),#24438/24440(watertreatmentplantconstruction),and#24452(substationupgrade).Thesefivepurchasesordersaccountfor94%($5,473,106)ofthetotalamountoftheproposed2008-09rollovers.Additionally,staffwasunabletochooseaspecificcontractorfortheremainderofthe200$STIPprogram(reconstructionofProspectAvenue)andofficeremodelforthePublicInformationOfficer,bothduetotimeconstraints.Therefore,staffrequeststouse$75,000oftheremaining2008STIP (StreetDepartment)balanceof$94,000,and$48,000oftheremaining$48,623balancefromBuildingsDepartment,fortheseprojects.Becausespecificvendorswerenotchosenby12/31/08,thisrequestispresentedseparatelyasasupplementalappropriationtothe2009budget.Pleasenotethatbothitemsaremoniesthatwereoriginallypartofthe2008Budget,andarenotadditionalexpenditures.Fundbalancewillstillexceed2008Budget.ActionstepsrequestedStaffrequeststhatthelistedencumbrancesbecarriedforwardintothecurrentbudgetyear,perattachedResolution.Staffalsorequestsapprovalforthesupplementalappropriationtothe2009budget,perattachedResolution.0•Page2 RESOLUTIONNO.03-09ARESOLUTIONRE-APPROPRIATINGFUNDSENCUMBEREDINTHETOWNOFESTESPARK’S2008BUDGETTOTHE2009BUDGETYEARWHEREAS,theTownofEstesPark’saccountingsystemincorporatesapurchaseordersystemthatencumbersthebudgetappropriationwhencommitmentsforthepurchaseofgoodsorservicesaremade;andWHEREAS,encumbrancesthatwerenotliquidatedinthefiscalyearendedDecember31,2008arereservedfromtheendingfundbalances;andWHEREAS,theTownofEstesParkintendstoappropriatefundsinthebudgetforthefiscalyearendingDecember31,2009,tosatisfythecommitmentsfortheoutstandingencumbrances.NOW,THEREFORE,BEITRESOLVEDBYTHEBOARDOFTRUSTEESOFTHETOWNOFESTESPARK,COLORADO,THAT:FUNDCommunityReinvestmentLatimerCtyOpenSpaceCVBFireServicesLight&PowerWaterFleetIT2008ENCUMBRANCEP0Rollovers)$99,956.0724,510.45118,666.0918,935.00359,431.00526,383.504,644,563.18663.0020090&MEXPENSES$8,240,367.000.00211,371.003,012,443.00712,819.0012,921,875.004,196,068.00334,337.002009TRANSFERSOUT0.000.000.000.00982,161.00110,099.000.002009REVISEDBUDGET24,510.45330,037.093,031,378.001,072,250.0014,430,419.508,950,730.18335,000.00II.TheendingfundbalancefromthefiscalyearendedDecember31,2008willbethesourceoffundsforthebudgetamendments.ADOPTEDthislOt”dayofFebruary,2009.TOWNOFESTESPARKC,ATTEST:MayorI.Thefollowing2009budgetsareincreasedforappropriationsforoutstanding2008budgetencumbrances.General$3,405,754.00$11,746,077.079,291.53498,837.000.00508,128.53$5,802,399.82$30,128,117.00$4,498,014.00$40,428,530.82TownClerk RESOLUTIONNO.04-09ARESOLUTIONAPPROPRIATINGSUPPLEMENTALSUMSOFMONEYTOFUNDSANDSPENDINGAGENCIESINTHEAMOUNTSANDFORTHEPURPOSESASSETFORTHBELOWFORTHETOWNOFESTESPARK,COLORADO,FORTHEBUDGETINGYEARBEGINNINGJANUARY2009ANDENDINGTHELASTDAYOFDECEMBER2009.WHEREAS,theBoardofTrusteesoftheTownofEstesParkhasadoptedtheannualbudgetinaccordancewiththeLocalGovernmentBudgetLawonNovember25,2008;andWHEREAS,additionalappropriationsfromthefollowingfundinthefollowingamountisnecessary:1.$123,000fromtheunappropriatedsurplusoftheGeneralFundWHEREAS,itisnotonlyrequiredbylaw,butalsonecessarytoappropriatethesurplusesprovidedinthebudgetfromthefundlistedabove,soasnottoimpairtheoperationsoftheTown.NOW,THEREFORE,BEITRESOLVEDBYTHEBOARDOFTRUSTEESOF(JTHETOWNOFESTESPARK,COLORADO:ThattheaboveamountisherebyappropriatedfromtheunappropriatedsurplusoftheGeneralFund.ADOPTEDthis10thdayofFebruary,2009.MayorATTEST:TownClerk 8o00I-.,U,wzzU,C—C8Fr0 i000c_-zU—UzQQO0rUQ000iWz000 Finance,light&Power,WaterDepartmentsMemoTo:HonorableMayorPinkhamBoardofTrusteesTownAdministratorHalburntFrom:SteveMcFarland,FinanceOfficerDate:February10,2009Subject:4thQuarterFinancialReportBackgroundAttachedpleasefindthedraftfourthquarter2002“dashboard”financialreport.Documentation/explanationTheexpenditurecategoriesusedintheGeneralFundboxarenotidenticaltothewayitemsarereportedinthebudget.ThecategoriesinthisreportareinlinewithGFOArecommendations,butitisusefultounderstandhowtheGeneralFunddepartmentscorrespondtotheattachedreport:GeneralGovernment:Legislative(1100),Judicial(1200),Executive(1300),Elections(1400),Finance/Admin(1500),CommunityDevelopment(1600),Buildings(1700),EmployeeBenefits(1200),Subsidies/Grants(1900),Transportation(5600).PublicSafety:Police(2100,2155,2175),Fire(2200),ProtectiveInspections(2300).EngineeringJPublicWorks:Engineering(2400),Streets(3100).Culture/Recreation:Parks(5200).Otherrevenuesincludeallofnon-salestaxrevenuesintheGeneralFund,thelargestofwhichincludepropertytax,usetax,franchisefees,interest,PILOTs,andbusinessandliquorlicenses.TheDashboardReportnowreflectstherevisedbudgetsasadoptedwiththeSupplementalAppropriationResolutioninNovember2008. TheGeneralFundboxreportsrevenuesat97.2%ofbudgetedlevels.December08salestaxfiguresarenotincludedinthetotalsbecausethefinancialreportsareissuedbeforewereceivetheDecember08numbers.WithDecemberincluded,revenueswouldbeabout100.5%ofbudget,whichisaccuratewithin34of1%oftheforecastedamount.Expendituresfinished2008at95%ofbudget.Generalgovernmentexpenditurecategories(generalgovernment,publicsafety,engineering,andculture/recreation)allfinishedslightlylowerthanrevisedbudgets.Theexpenditureinformationisslightlymisleadingbecausethereareapproximately$100,000inGeneralFundproposedrolloversthatdonotappearintheGeneralFundexpenditures.Evenaddingintheproposedrollovers,GeneralFundexpenditureswerelessthan96%ofbudget.Thistranslatesintonearly$500,000inunrealizedexpendituresthatwilladdtoourfundbalance.TheSalesTaxboxreports4thquarternumbersinitalics,asDecemberisanestimatebasedontheprintedbudget.WithactualdataavailableonlythroughNovember,thefirst11monthsisapproximately0.57%aheadoftherevisedbudget.Thisputsthebudgetvsactualratioatitshigh-watermarkYTD.Itisfortunatethatwehavedoneaswellaswehavetodate—EstesParkhasperformedaswellasanytowninColoradowhencomparing2007to2008.Furtherdetailson2008salestaxdatawillbereviewedintheFebruary24th2009,TownBoardMeeting,schedulepermitting.TheEnterpriseFundsbox(seesupportingpagesforLight&PowerandWaterFundbreakdowns)showsthatEnterpriseFundsrevenuesareat74.6%ofbudget.ThebudgetedWaterloan($5,465,000)isskewingtheoverallrevenuepercentagestothedownside,anditshouldbenotedthatthe103.4%utilitysalesfigureisbeyondexpectations.TheWaterloanisnotgoingtobereported-realizedinthebudgetedformat,butwillbenotedintheCAFR.Whenthebudgetwascreated,itwasassumedthattheWaterloanwouldbeissuedinthesameformatattheL&Pbonds,ietheTownwouldreceivefunds.Thisisnotthecase.TheTownwillsubmitinvoicestotheCWRPDAwhowillinturnpaytheinvoicesanddrawdownuponouravailableloan.Operationalexpensesareuniformlyunderbudget.TheInvestmentsboxhasbeenretooledtoshowinvestmentsbytypeoffund.Thepensionfundsaremanagedbyathirdpartyfactually,onlytheFirePensionismanagedbyathirdparty,butaccountsfor99.4%ofthePensionFunds’assets).EPURAinvestmentsresideinaColoTrustmoneymarketaccountandarenotmingledwithTowninvestments.EPURAhasanadditional$900,000residingatAmericanBankthatwasbeingheldinreserveinlieuoffinalbondpaymentreconciliations—thisamountwillbetransferredtoColoTrustwhenreconciled.Thebondissuanceislistedseparatelyduetoitssize.Ascanbeseen,therehavebeensignificantdrawsmadeontheBondmoneyastheprojectmatures.Benchmarkindicatorsaswellastheprevailingmoneymarketfundratehavebeenaddedforreference.Wehavebeenfortunatethisyeartohaveourinvestmentsshelteredinconservativemodes.Theinvestmentworldhascertainlybeenrockedsincethelastquarterlyreport.Majorindicatorsweredown33-40%for2008.January2009wastheworstJanuaryin80years,withthemarket•Paqe2 declininganother8.6%.Evenourconservativeinvestmentstance,whichisgovernedandprotectedbystatute,hasnotbeenimmunefromtheeffectsoftheworld-widefinancialsituation.ItisworthstatingthatourholdingswithColoTrust,withwhom90%ofourinvestmentslie,havebeenguaranteedbybothMBIAfouradvisor)andbytheFeds(TreasuryDepartment).Federalactionsarestilldeveloping,mostlydesignedtobackcommercialpaperandtopromoteliquidity.Thedailyyielddeclinedtoanall-timelowof0.93%forourpooledinvestmentsbyDecember31,2008,butthatisstillinfinitelypreferabletothescenarioofhavinghadourinvestmentsinequities.Wecontinuetomanageourreservesinthefollowingpriorityorder:safety—liquidity—yield.ActionstepsrequestedNone.•Page3 REVENUESUtilitySalesFees/servicesOther*EXPENSESSourceofSupplyPurificationDistributionCustomerAccountsAdmin/GeneralInterestlnterfundTransfersOutDebtServiceCapitalTOTALEXPENSESFINANCIALINDICATORSTOWNOFESTESPARK4THQUARTER2008(**DRAFT**)GENERALFUND2008Revised2008%ofYear-to-DateBudgetBudgetREVENUESSalestaxes*$6,807,937$7,233,70794.1%Other4,031,9233,974,574101.4%TransfersfromEnterprise1,037,9271,007,611103.0%TOTALREVENUES11,877,78712,215,89297.2%EXPENSESGeneralGovernment2,334,4792,516,66992.8%PublicSafety2,946,2643,058,32796.3%Engineering1,380,0201,571,41887.8%Culture-Recreation918,0191,030,68989.1%Contingencies31,75750,00063.5%InterfundTransfersOut3,836,4453,836,445100.0%TransferOut-EPURA200,000200,000100.0%TOTALEXPENSES11,646,98412,263,54895.0%NETINCREASE/DECREASE$230,803($47,656)484.3%*includesJan-Nov08ENTERPRISEFUNDS(L&P/WATER)2008Revised2008%ofYear-to-DateBudgetBudget$13,789,745$13,339,715103.4%455,899444,680102.5%952,8476,602,44114.4%15,198,49120,386,83674.6%5,004,7565,332,10993.9%564,838640,24988.2%2,542,5292,647,80396.0%951,8701,009,83494.3%2,339,8272,859,89281.8%00N/A1,037,9271,007,611103.0%1,101,9251,269,35786.8%6,752,82811,805,83057.2%20,296,50026,572,68576.4%($5,098,009)($6,185,849)82.4%NETINCREASE/DECREASE*includesS5.465.000bond/loanissuanceSALESTAX1st3Qs4thQ08YTD2008RevisedBudget5,854,2021,379,5067,233,70820085,854,2021,353,8047,208,00620075,937,3001,296,4077,233,70720065,479,3281,287,7926,767,1204thQ08includesactualNovemberandestimateforDecemberof$400,276(2009Budgetpg29)INVESTMENTS(Fairvalue)Oct-08Nov-08Dec-08PensionFunds972,843949,350981,699EPURA416,030390,535350,910L&PBonds5,851,5935,859,0071,964,249TownFunds20,321,62920,918,39921,133,589Total27,562,09528,117,29124,430,448Datathru12/31/08:DJIA-32.7%,S&P500-38.5%,NASDAQ-39.6%annualpooledinvestmentrate,12/31/07:+4.89%;12/31/08:+0.93% TOWNOFESTESPARK4THQUARTER2008(**DRAFT**)GENERALFUNDREVENUESRevised2008Budget2008%ofYear-to-Datebudget2007Year-to-DateGeneralGovernmentPublicSafetyEngineering-PublicWorksCulture-RecreationContingenciesInterfundTransfersOutTransferOut-EPURATOTALEXPENSES2,516,6693,058,3271,571,4181,030,68950,0003,836,445200,00012,263,5482,334,47992.8%2,946,26496.3%1,380,02087.8%918,01989.1%31,75763.5%3,836,445100.0%200,000100.0%11,646,98495.0%$230,8032,197,1173,258,8551,271,016785,60272,9532,423,539200,00010,209,082Salestaxes$7,233,707$6,807,93794.1%$6,857,775Other3,974,5744,031,923101.4%3,039,220TransfersfromEnterpriseFunds1,007,6111,037,927103.0%1,030,101TOTALREVENUES12,215,89211,877,78797.2%10,927,096EXPENSESNETINCREASE/DECREASE($47,656)$718,014 TOWNOFESTESPARK4THQUARTER2008(**DRAFT**)ENTERPRISEFUNDS11,491,43511,866,909103.3%5,171,5494,863,28594.0%1,760,5281,647,74993.6%682,207656,21496.2%1,688,9371,426,61484.5%747,676747,751100.0%908,390932,250102.6%5,714,6805,073,99988.8%00N/A16,673,96715,347,86292.0%8,895,4013,331,58237.5%160,560141,47188.1%640,249564,83888.2%887,275894,780100.8%327,627295,65690.2%1,170,955913,21378.0%521,681354,17467.9%99,221105,677106.5%6,091,1501,678,82927.6%9,898,7184,948,63850.0%LIGHTANDPOWERRevised2008BudgetREVENUESUtilitySalesChargesforServicesCurrent2008%ofYear-to-DatebudgetMisc2007Year-to-Date$10,694,161113,680306,548377,046$10,984,761132,283376,912372,953102.7%116.4%123.0%98.9%$10,364,892139,150267,757153,29010,925,089EXPENSESSourceofSupplyDistributionCustomerAccountsAdmin/GeneralDebtServiceOperatingTransfersOutCapitalInterestTOTALEXPENSESNETINCREASE/DECREASE4,657,0401,461,936656,9071,275,583441,159988,730770,909010,252,264($5,182,532)($3,480,953)67.2%WATER$672,825Revised2008BudgetREVENUESUtilitySalesChargesforServicesCurrentMiscellaneous(includesloanproceeds)2008%ofYear-to-Datebudget2007Year-to-Date$2,645,554331,000121,0505,797,797$2,804,984323,616162,91240,070106.0%97.8%134.6%0.7%$2,586,838722,516216,08733,2723,558,713EXPENSESSourceofSupplyPurificationDistributionCustomerAccountsAdmin/GeneralDebtServiceOperatingTransfersOutCapitalTOTALEXPENSES123,362489,031745,946322,059498,761306,410112,338313,4182,911,325NETINCREASE/DECREASE($1,003,317)($1,617,056)161.2%$647,388 AdministrationMemoTo:HonorableMayorBillPinkhamandBoardofTrusteesFrom:JacquieHalburnt,TownAdministratorDate:February5,2009Subject:ChargesforfireservicesBACKGROUND:Townstaff(JacquieHalburnt,LowellRichardsonandSteveMcFarland)metwithrepresentativesoftheNorthEndPropertyOwners’Association(BillVanHorn,DonWidrig,JimHughes,SuzanneMiller,PhilEdwardsandDebEdwards)todiscussarecentbillforfireservices.JackFenelonwasbilled$12,563forabarnfirethatoccurredonhisproperty.TheNEPOAassertedtherewasaflawinthelogicfortheresponsehourcalculationandaskedforittobechanged.Thisitemhasbeenplacedontheagendafordiscussionwiththeboardtomakethedeterminationifyouwouldlikestafftorevisittheresponsehourcalculation.In2008,thegeneralfundtransferforfireserviceswas$921,000.Therefore,thetown’sportionofthefirebudgetwas$921,000.Feesandbillscollectedfromcountyincidentswas$167,000.In2009,thegeneralfundtransferforfireservicesis$435,000.Therefore,thetown’sportionofthefirebudgetis$435,000.Feesandbillscollectedfromcountyincidentsarebudgetedat$175,000.Asyoucansee,wearefallingshortofrecouping50%ofthefiredepartmentbudget.In2009,weareprojectingtorecouponly28%withthecurrentbillingprocessinplace.RECOMMENDATION:Wedonotrecommendmakingachangetotheadoptedprocess.Iftheboardwantstoconsiderchanges,werecommendtheyareimplementedintheyear2010. 0ATTACHMENTS:A—RequestfromNEPOAB—FireservicebudgetwithresponsehourcalculationC—SubscriptionfeeletterD—WebsiteFAQsE—WebsiteHistoryF—AreasinLarConotcoveredbyafiredistrictG—FireChiefScoffDorman’sresponsetoNEPOAconcerns Machmen43February2009To:EstesParkBoardofTrusteesFrom:NorthEndPropertyOwnersAssociation(NEPOA)BoardofDirectorsSubject:ReconsiderationoftheSubscriptionFeeforFireandEmergencyServicesOnthemorningofNovember30th,2008,oneofourassociationfamilies,Jack&HollyFenelon,of2451DryGulchRoadsufferedasignificantstructuralfiretooneoftheiroutbuildings.Intheend,thebuildingwascompletelyrazedinspiteoftheeffortsofthemajorityoftheEstesParkVolunteerFirefighters.ThefenelonshadoptednottoparticipateintheTown’sSubscriptionAgreementandwere,therefore,expectingabillfromtheTownfortheemergencyservicesprovidedonthatday.InlateJanuary,thebillarrivedfromtheTown(copyattached).Toputitmildly,thebillwasacompleteshock.Thetotalbillingforthefirefightingservicesamountedto$12,562.85.Thebillincludedadetailedaccountingoftheservicesrenderedandthecostsassociatedwiththeservices.TheFenelonsfeltthattheremustbesomethingwrongwiththebill,particularlywithrespecttothebillingof$96perhourforeachofthevolunteerfirefighters.AftersomepreliminaryclarificationswithvariousTownrepresentatives,theFenelonsbroughtthebillingissuetotheattentionoftheBoardofDirectorsoftheNorthEndPropertyOwnersAssociation(NEPOA).TheNEPOABoardconvenedaspecialBoardmeetingtoconsidertheissue.Afterconsiderablediscussion,theBoarddecidedtodiscussthematterfurtherinameetingwithvariousTownofficials.ThatmeetingtookplaceonthemorningofJanuary28th,2008.Presentatthemeetingwere:Town:•LowellRichardson•SteveMcFarland•JacquieHalburntNEPOA:•SuzanneMiller,NEPOAPresident•JimHughes,NEPOABoardDirector•Phil&DebbieEdwards,NEPOATreasurer•BillVanHorn,NEPOAVice-president•DonWidrig,NEPOAMemberPriortothemeeting,theNEPOABoarddeterminedthattherewasabasicflawintheformulausedtocomputethechargesforfireandemergencyservices.IntheNEPOABoard’sview,theflawrapidlypositionstheTowninasituationthatcanbewidelyperceivedasunfairandnotequitable.SinceseveraloftheNEPOAmembershadrecentlycompletedserviceaspartoftheFireServicesTaskForce(andwerejustbeginningtoofferserviceinthenewly-formedFireServicesInitiativeCommittee),therewasconsiderable0Page1.of5 concerniftheTownwasnotperceivedasbeing‘fairandequitable”.AstheNEPOABoardviewedthemailer,theexistingformulaisbasedonthefollowingpremises:•TheTownwantstorecovercostsincurred.oTheequipmentcostsweredeterminedbyreferencetotheColoradoStateForestServicerates(copyattached).TheNEPOABoardacceptedthesecostsasbeingfairandreasonable.oThepersonnelcostsweredeterminedbyreferencingtheTown’s2008financialrecordsthatrecordedtheactualcostsforthefirefighters’pensions,benefits,etc.However,detailswerelackingonhowthesecostsweredeterminedandtheNEPOABoardremainsunsatisfiedwiththesecostexplanations.Furtherinvestigationandresolutionwilllikelyberequiredbeforeafullunderstandingisaccomplished.•Todeterminethehourlyrateforafirefighter,theabove-mentionedpersonnelcostsweredividedbythenumberof“responsehours”providedforqualifyingfireandemergencyservicesin2008.•SincethereisgeneralagreementthatapproximatelyhalfofthefireandemergencyservicecallsareoutsidetheTownlimits,theabovecalculationisdividedbytwotodeterminethecountyresidents’shareofthecostperfirefighterhour.•Roundingofftheresultingcalculation,theTowndeterminedthattherateforfirefighterbillingin2009(basedonthe2008actualdata)shouldbe$96perhour.AtthemeetingwithTownofficials,theabove-mentionedformulawasconfirmed.Atfirstglance,theaboveformulaseemsveryreasonableandlogical(although,asmentionedabove,certaindetailsneedexplanation).However,therearesomeseriousproblemshiddeninthelogicthatwebroughttothemeeting’sattention.Considerthefollowing:•Ifthefirefightingeffortwasabusiness,nobusinessintheworldwouldbewillingtoofferitsemployeesabenefitspackagethatworkedoutto$96(x2=$192)perhouroftheemployee’slabor.RememberthatweareonlytalkingaboutbenefitssincenoneoftheVFDdrawsasalary.•Althoughtherewasacounter-argumentofferedbytheTownstaff,theFireServicesTaskForceandtheTownBoardofTrusteeshaveearlierdiscussedtheportionoftheTownresidents’propertytaxthatgoestosupportingfireandemergencyserviceswithintheTownlimits.Thisnumberworksoutthatabout$25,000ofthetotalTownpropertytaxisallocatedtofireandemergencyservices.Toputthisinourpresentview,thefenelon’sbillamountstoalmosthalfofthetotalamountallocatedfromallTownresidents’propertytaxbill.•Toconsideranextreme(andimprobable)case,supposethatfireandemergencycallsforacalendaryeardroppedprecipitately.Alittleconsiderationoftheaboveformularevealsthatthefirefighterrateperhourwouldactuallygoup!Inotherwords,agoodyearofminimalincidentswillincreasetherateforserviceswhileabadyearwithmanyincidentswilldecreasetherateforservices.This0Page2of5 leadstotheridiculoussituationinwhichvalley-wideactionstominimizeincidentswillincreasethecostforthoseincidentsthatdooccur!Speakingofridiculous,considerthis.TheFenelon’sbillallocatedslightlyovertwohoursforcleanupandrestoringequipment.Attheproposedbillingrateof$96perhour,thismeansthattheFenelonswerebilledabout$4,400forcleanup.Atthesametime,theywerebilledabout$1,500fortheuseoftheequipment.So,cleaningtheequipmentcostaboutthreetimesasmuchassimplyusingtheequipment.TheNEPOABoardisespeciallydisturbedbytheperceptionthattheTownissimplyoutto“getthecountyresidentsincetheyshouldn’tbegettingthefireandemergencyservicesforfree”.Let’sstaterightupfrontthatalloftheNEPOAmembersreadilyagreethattheyshouldnotbegettingtheservicesforfree.Indeed,atthelastNEPOAGeneralMeeting,themembersallagreedthatafairandequitablechargeforservicesshouldbeimplementedbytheTown.Thisperceptionof“fairandequitable”iscrucialtotheTownformanyreasons.ItisvitalthattheTownbeperceivedgloballyastreatingitsresidentsandvisitorsfairlyandrespectfully.Theseissueswerepresentedforthestaff’sconsiderationattheafore-mentionedmeeting.ThestaffresponsewastooffertobringthesematterstoyourBoard’sattention.Weareofferingthisletterasbackupandelaborationofourconcernsinthismatter,amatterthatwebelieveis1tomovingforwardwiththefireandemergencyservicesplanforthefuture.TheNEPOABoardfeelsstronglythatthecurrentformulaisneitherfairnorequitable.Ontheotherhand,werecognizethatthedeterminationofafairandequitableformulaisnotaneasytaskbutitmustbedone.WewouldliketoofferourservicestotheTowntohelpdetermineanewformulathatiswidelyperceivedasbeinganimprovementoverthepresentpunitiveformula.WehaveseveralqualifiedmemberswhohaveworkedcloselyandhappilywiththeTownstaffonearliermatters.Forexample,severalofourmembersservedasmembersoftheFireServicesTaskForceandenjoyedahappyandeffectiverelationshipinbringingforthanexcellentplanforthefutureofthefireandemergencyservices.Asyouarewellaware,thatplanwaswidelypraisedbytheValleyresidents,thetownspeople,andyourownBoardofTrustees.It’stimetofixtheformulaforchargesforservice.Welookforwardtohelpingyouwiththismatter.Regards,NorthEndPropertyOwnersAssociationBoardofDirectors0Page3of5 TOWNOFESTESPARKP0BOX1747IESTESPARK,CO80517InvoiceDateInvoice41/19(200908419DueDateTerms2/18/2009Net30DescriptionQuantityRateAmount•***THISBILLISFORANINCIDENTLOCATEDOUTSIDEESTESPARKTOWNLIMITSREQUIRINGTHEASSISTANCEOFTHEESTESPARKFIREDEPAR1MENP*DATEOFOCCURRENCE:I1/30/2008LOCATION:2451DRYGULCHRI),ESTESPARK,COSITUATIONFOUND:BUILDINGFIRERESPONSEHOURCHARGES:21FIREFIGHTERSFOR5.55HOURSEACh114.5596.0010,996.80EQUIPMENTCHARGES0.000.00BRUSH-092.9545.00132.75CHIEFOFFICERCARJCOMMANDVEHICLE3.5235,00123.20ENGINE-Oh3.5121.00423.50ENGINE-hO3.42100.00342.00FIRE2PERSONALOWNEDVEHICLE3.550.000.00FIRE3PERSONALOWNEDVEfIICLE3.50.000.00FIREFIGHTERPERSONALVEHICLE3.550.000.00SAFETYOFFICERI-POV3.550.000MGSAFETYOFFICER2-POV3.550.000MGSQUAD-033.3795.00320.15TENOER-043.3567.00224.45DATEPDRECEIPT#CHECK1/PLEASENOTEINVOICENUMBERONPAYMENT.THANKYou!Total512,562.85BillToJACKFENELON2451DRYGULCHRDESTESPARK,CO80517Phone#E-mail970-577-3569scoIesonaestes.orgPage4of5 CRRFRESOURCELISTINGPage3of3Equipmentworkratesdonotincludepersonnel.EquipmentOperatorsandSingleResourcePersonnelwillbedocumentedandreimbursedseparately(seePage2).9.It).II.12.13.EquipmentDescriptionKindTypeWorkRate*Minimum(includeequipmentidentitier,make.Dailymodel.year.VIN.licensenumber)GuaranteeSa.Rate$b.Unita)EngineIEngineI$121Hour$968SpartanGeneral.1983VIN#S29RT6FO3DC42359t)Municipalnolicenserequiredh)Engine2Engine2$86Hour$688Mack.1976yIN#R61lFl049Municipal.nolicenserequiredc)EngineSEngine6f4X4)$43Hour$344E-OneGMC,1976VIN4TCF536V581890Municipalnolicenserequiredd)Engine10EnginetTendcr2J3$100Flour$8002tXX)FreightlinerFLSO/l800galWIftamVIN41fV6SLEB41HG92292Municipalnolicenserequirede)Brush9Engine6(4X4)$45Hour$360FordF-550.FRFAW/foamyIN#IFI)AX57P54ED02100Municipalnolicenserequiredf)Tcnder4Tender3$67Hour$536fordF-800.I20()GALVINNSOVCG7S%0Municipalnolicenserequiredg)Ii)*Workratesarcbasedonalloperatingsuppliesbeingfurnishedbythebenefitingagencyidry).eCooperatorInitials:__________Approvedby:CSFSFireDivisionDateCO9OFOt&f.STSERVICECooperatorName:EstesParkVolunteerfireDepartmentUnitIdentifier:CO-ESPXResourcesonthispageparticipateinresponsesto(checkone):ØCountyLocalStatewideRegionalNationalPageSof5 3FireServicesSpecialRevenueFund,#229TownofEstesPark-2009BudgetScopeofservices:Responseser.’ices-firesuppression,rescues,hazmatspills,EMS,motorvehicleaccidents,odorinvestigationsWatersupplies-dryhydrants,cisterns,hydrantflowtestsEducation/outreach-publicfiresafetyfirefightereducation,childall-hazard,wildlandsafety/mftlgotlon,townemployees-Recordsmanagement-incidents,grants,ISO,personnel/training(((çJI,iL(IIIDJh‘.i’Misc-assiststootheragencies,standbyevents,planreviews,firesafetyinsPections,,5OggOriginalBudgetRevisedBudgetBudget2007200820082009RevenuesmciinGeneralFundndinGeneralFund$207,917$187,500TotalRevenues00207,917187,500Expensesg)tJ3PersonnelServicesmdinGeneralFund342,459315A91354,176Operations&MaintenancemciInGeneralFund298,568312,696288,643TotalCurrentExpensesmciinGeneralFund641,027628,187642,819CapitalmdInGeneralFund280,000367,91870,000Subtotal0921,027996,105712,819RolloversmdInGeneralFund000TotalExpenses0921,02799,105712,819XchangefromprioryearN/AN/A8%-28%Otherfinancingsources(transfersIn)0921,027435,000Otherfinancinguses(transfersout)000increase(decrease)inFundbalance0(921,027)132,839(90,319)BeginningFundbalance000132,839Rolloveradjustment0EndingFundbalance$0($921,027)$132,839‘$42,520Revenues(totals)16,36352,066207,917187,50095%matchfromFEMAgrantformobiledataterminalmciabove50,46600WUIEducCoordinatorseasonalpositiongrantmciabove00050%matchforthermalImagingcameraFD/Grantmciabove000Fireservicesfees167,000175,000Emergencyrepsonsefees3,5170FederalGrant10,0000Investmentincome10,8002,500Miscellaneous(WildIand-$10,000)16,60010,000Nationalfireacademyreimbursementmdabove1,60000PersonnelI.eveisFireChIef1.001.001.001.00Secretary1.001.001.001.00AdmlnTrainingCaptain0.001.001.001.00125 ijvvritJ.UU\,VILLiXkKO’1CTION?OBOXr200,170MACGREGORAVEESTESPARK,CO20517—1200PHONE:970—586—5331OR1—800—742—1717PARCELNUMBER<PARCELNOPERTYADDRESSruntDuejj$130.00f<<FirstName>>.xLastName>>ORCURRENTOWNER<<MAILADD2>><MAILCITY>,<MAILSTATE><MAILZIP>DETACHANDRETURNABOVESTUBWIThPAYMENTMADETO:TOWNOFESTESPARK.RETAINBOTTOMPORTIONFORYOURRECORDS.Enclosedisanoptional$130subscriptionfeebillforfireserviceswithintheEstesValleyFireProtectionResponseArea.Youhave2options:1.Payingthe$130feewillensureyouwillnotbebilledifthefiredepartmentrespondstoyouremergency.2.Ifyouchoosenottopaythe$130fee,thefiredepartmentwillstillrespondtoyouremergencybutyouwillbebilledforthefullcostofservicesprovided.Invoicesarebasedupontwovariables:theamountofequipmentneededandhoursspentatyourincident.TheequipmenthourtyratewiltbebasedupontheColoradoStateforestServiceCooperatorAgreement.Thehoursspentatyourincidentwillbedeterminedonanannualbasis.for2009,dependinguponthetypeofequipmentneededtorespondtoyouremergency,thehourlyequipmentratewillrangefrom$65-$121perhour.Thechargeforhoursspentattheincidentwillbe$113perhour.Ifyouarepartofahomeowners’association(10unitsormore),and100%oftheunitsparticipate,thefeewillbereducedto$120perunit.Pleasehaveyourhomeowners’associationpresidentcontacttheTown’sFinanceDepartmenttodiscusseligibilitybeforesendingyourpayment.The$130optionalsubscriptionfeeisdepositedintoaspecialrevenueaccountseparatefromtheTown’sgeneralfund.andisusedexclusivelyforFireDepartmentoperations.ThemajorityoftheFireDepartment’sfundingstillcomesfromtheTownofEstesPark’sgeneralfund.In2008,thetown’sgeneralfundtransferred$921,027tothespecialrevenueaccount,whichincludedthecostofanewfiretruck.In2009,thetown’sgeneralfundwilltransfer$435,000tothisaccount.ThecoveredperiodforthisfeeisfromJanuary1,2009untilDecember31,2009.AgraceperiodwillallowfeestobereceiveduntilJanuary31,2009beforechargeswillbegin.Shouldyouhaveanyquestionsconcerningthissubscriptionfeebitt,pleasecontacttheTownofEstesParkfinanceDepartmentat(970)586-5331orvisitourwebsiteatwww.estes.orgSincerely,CJ0cMtk/LLv?q-IJacquelineHalbumt A&imentJFreciuentlyAskedQuestions1.Howistheresponsehourlyratedetermined?Theresponsehourlyrateisbasedupontheprioryear’spersonnelbudgetdividedbytheprioryear’sresponsehours.For2009,itwillbe$113/perhour($315,491personnelbudget/2797responsehours)2.Thefirefightersvolunteertheirtime,whyisthereapersonnelbudget?Thepersonnelbudgetcontainsfull-timestaffandbenefits,plusthepensionpaymentforvolunteers.Innowayarewechargingforvolunteer’stime.Weareonlyrecoupingactualpersonnelcoststhatthetownincurs.Thesearerealcostsforthetowntobeabletoprovideafiredepartmentthatisreadyandabletorespondtoemergencycalls.3.ForwhattypeofincidentscanIbebilled?TheTownofEstesParkenteredintoanintergovernmentalagreement(IGA)withLarimerCountyandtheSheriffsdepartmenttoallowthetowntorecoupcostsassociatedwithrespondingtoemergenciesoutsideofthetownlimits.Theseemergenciesinclude:1.FireSuppression2.MotorVehicleAccidents3.GasandOdorInvestigations4.Whatifthefiredepartmentrespondstoafalsealarm?Billingwillonlyoccurifactualservicesareprovidedandthefeehasnotbeenpaid.Wewillonlybillforservicesinthecountyandifthecountyresidenthasnotpaidthefee.Ifacountyresidenthasanaccidentintown,theywillnotbebillediftheyhavenotpaidthefee.5.Isthesubscriptionfeepro-rated?Wearenotpro-ratingthe$130subscriptionfee.Sincethefeeisoptional,itdoesn’tmatterifsomeonepaysthefeeinMarchorNovember,itisforthecalendaryearonly.Wedonotthinkitisfairforsomeonetowaitseveralmonthstopayandthenaskforadiscount. 06.Whoisresponsibletopaythesubscriptionfee?Thepropertyownerisresponsibleforthefee.Allrentersintheunitwouldbecoveredbythefee.Iftheperson’saddresshasbeenpaidfor,itdoesn’tmatteriftheyaretheownerortherenter.7.Isthefeetaxdeductible?Thefeeisnottaxdeductible.Itisnotadonation.Itisafeeforservices. 74acbinnTheHistory-Twoproposedfiredistrictsfailedatelectionsin2004and2006,atwhichtimethetownsaiditwouldhavetoimplementa“chargeforfireservices”tocountyresidentstorecoupsomeofthecostsassociatedwithrespondingtoemergenciesinthecounty.-January15,2008,apublicmeetingwasheldtodiscusschargesforfireserviceswiththecountyresidents.Countyresidentssaidtheywanteda“FairandEquitable”systemforbothtownandcountyresidents.Thissessionwasheldbecausecountyresidentsfelttheydidnotgetachancetovoicetheiropinionsatpreviousmeetings.-January23,2008,Thepublicsafetycommittee(theentireboardattendedthemeeting)discussed:1.AppointapaneltoresearchafiredistrictthatwouldoperateindependentlyoftheTown,removingoperationsfromtheTown’sbudget,andchargethesamemulevyratetoeveryoneinthedistrict.2.Intheinterim,countyresidentswouldbechargedanoptionalannualsubscriptionfeeof$130forfireservice.Ifafireoccursandthesubscriptionfeehasnotbeenpaid,thehomeownerorbusinessownerwillbechargedbasedupontheColoradoStateForestServices’CooperatorRateAgreementforapparatusandforpersonnelbaseduponthepersonnelbudget/numberofresponsehours.-AttheFebruary12,2008boardmeeting,Thetownboarddiscussed:1.AproposedfeewouldnotbebasedonthenumberoffiresintheEstesValleyPlanningArea,butrathertooffsetthecostofthefiredepartment’sabilitytobepreparedtofightafireifitwouldoccur.Thisincludespersonnel,training,equipment,andin2008atotaloperatingbudgetof$921,027.2.FiftypercentofthevolunteerFireDepartment’scallsareoutsideofthetownlimits.LarimerCountyandtheSheriff’sDepartmententeredintoanIGAwiththeTowntoallowustochargetheirresidentsforfire.Thetownboardapprovedthefollowingrecommendations:RECOMMENDATIONS:1.Thetownboardshouldappointapaneltoresearchafiredistrictthatoperatesindependentlyofthetownandchargesthesamemillevyratetoeveryoneinthedistrict.Thecountyresidentswantafairandequitablesolutionandthisistheonlywaytoreachtheirdesiredsolution.Italsotakestheoperationoutofthetown’sbudget,addressingaconcernexpressedbysomecountyresidentsthattheywereunabletotrustthetown.Iwillalsopointoutthatwe’veonlyheard fromthecountyresidentsregardingthisissue.Wehavenotaskedthetownresidentstheirpoints-of-view.DonWidrigmadeasuggestiontoformacommitteechargedwithdevelopingaplanuponwhichtheEstesValleyresidentswouldvote.HesuggestedacommitteecomprisedofaseniormemberoftheTownstaff,aTownTrustee,thefirechiefandfiveEstesValleyresidentsappointedbytheboard,threeofwhichwouldbefromthecounty.Wewouldalsorecommendincludingavolunteerfirefighter,foratotalof9members.2.Intheinterim,theboardshouldchargecountyresidentsforfireservice.Weareprovidingaservicetocountyresidentswithoutafundingsource.WhileIthinkweallwouldwanttoprovidethisserviceforfree,therealityiswecan’twithoutaffectinglevelsofserviceinthefireandalltowndepartments.Thecountyhassaiditisnotinthefireservicebusiness.Thecountyfullysupportsachargefortheserviceandwe’vemadethesubscriptionfeeoptional.Forthefirstyear,staffrecommendschargingresidentialandcommercialpropertiesaflatfeeof$130.Ifahomeowners’associationof10unitsormoresubscribes,werecommendareducedrateof$120petunitIfafireoccursandthesubscriptionfeehasnotbeenpaid,wewillchargethehomeownerorbusinessownerbasedupontheColoradoStateForestService’sCooperatorRateAgreementforapparatus.Therewillalsobeachargeforresponsehoursbaseduponthepersonnelbudget/numberofresponsehoursfortheprioryear. EmailresponsefromLarimerCountywhenaskedwhatareasofLarimerCountyarenotcovetedbyafiredistrict:Thereareotherareasthatarenotcoveredbyfireprotectiondistricts,RistCanyon,GlenHavenandBigElkatecovetedbyvolunteerfiredepartments.TheseVFDareasdonotcollecttaxesandrelyondonationsfromtheresidents.TheareasofcoveragehavebeenadaptedbytheVFDsandtypicallyhavealwaysjustbuttedupagainstotherfiredistrictsordepartments.TheareasaroundEstesPark,PingreePark,upperCherokeePark/SandCreekandLaramieRiverValleyhavenoorganizedcoverageandrelyontheSheriffsresponseand/ormutualaidresponsesfromotheragencies. Aachmntfebruary2,2009ToJacquieHalbumt,TownAdministratorDearJacquie:InresponsetothestatementthattwofirefighterswithagardenhosecouldhaveextinguishedthefireIhavethefollowingcomments:firstofallagardenhoseonlyproducesapprox.6GPMofwater.Itwasestimatedthat10,000gallonsofwaterwereusedtoextinguishthisfire,given10,000gallons/6gpml6ominperhour27.77hoursitwouldhavetakentoextinguishthefirewithagardenhose.However,becausetheamountofBTU’sthatweregeneratedfromthefire,thewaterfromagardenhosewouldhavejustturnedintosteamandwouldneverhaveextinguishedthefire.Industrystandard“ruleofthumb”fortheamountofwaterneededtoextinguishafireisbasedonthesquarefootagedividedby3GPMofwaterneeded.Thebuildingwasestimatedtobe900squarefeetinsize-900/3=300GPMataminimum.Nowinresponsetotheconcernraisedaboutthefirehydrantnotproducinganadequateamountofwater.Iperformedafireflowtestonthehydrant,pertherequestoftheNorthEndPropertyOwnersAssoc.Thehydrantthatwasusedinthefireproduced914GPMaresidualpressureof68psiatthetimeofthetest.UsingtheHazen-Williamsformulaitwasestimatedthatthishydrantwouldproduce1297GPMataresidualpressureof20psi(theminimumrequiredtopreventsystemcontamination).ISORECOMMENDSthat500GPMofwaterisneededfromhydrantsinaresidentialarea.Therefore,thishydrantproducesmorethanwhatisrecommendedforthistypeofarea.Sowhydidapumpertruckneedtoboostthewaterpressure?Accordingtotheinitialestimatethehoselayfromthehydranttothefirewasapprox.$00ftwitha40ftelevationgain.Afterafurtherevaluationitwasestimatedtobeapproximatelya500fthoselaywitha20ftelevationgain.Asingle2/1/2”hosehasa15psifrictionlossforevery100ftoflength-5X15=75psifrictionloss.Addlossfromtheelevationgainof5psiperIOftofelevation—5X2=10psiloss.Calculatingthetotalfrictionlossyouhave75psi+10psi=85psilossfromthehydranttothefireenginelocatedinthedriveway.Thehydranthad68psiavailableat914GPM;however,becauseofthefrictionloss,lesswaterwasavailableatthefireenginethanatthehydrant.Itwasestimatedthateachhoselaywasonlyproducingaround100GPM(adoublehoselaywasused),thereforetheavailableGPMatthefireengineinthedrivewaydirectlyfromthehydrantwasapprox200GPM.Rememberperthe“ruleofthumb”calculation,300GPMwasneededtoovercometheBTU’sgeneratedbythefire.Consequently,afireengine(pumper)wasneededtoboostthehydrantpressuretoovercomethefrictionlossinordertoproducetherequiredfireflowatthefire. Nowconcerningthenumberoffirefightersrequiredatthefirescene.NfPAstandardsrequireaminimumoffour(4)firefightersbeonscenebeforestructuralfirefightingoperationsshouldoccur.Theyalsostatethatataminimumtwo(2)fireenginesshouldrespond.TheEPVFDStandardOperatingProcedures(SOP’s)statethattwoclassA(structural)fireengineswillrespondtoastructurefire,withotherapparatusasrequired.Additionally,ISOstates,thatinordertoreceivemaximumcredit,threetimesasmanyvolunteersareneededtorespondascareerfirefighters.Therefore,ifeight(8)firefightersarerequiredbyNfPAforinitialresponse,thenonaverage,24volunteerswouldneedtorespondtoreceivethemaximumISOcredit.Wehad22respondtothisfire.InresponsetothecommentthatinthefuturetheNorthEndPropertyOwnersAssoc.willhavethepropertyowner(s)waitatthegateandonlyallowtwo(2)firefighterstoentertheproperty-FirstofallrememberthatNFPArequiresaminimumoffour(4)firefightersbeforeanystructuraloperationscanbegin.Secondly,thepropertyowner(s)wouldbeobstructingafirefighter(s)fromperformingtheirduties,whichisagainstlocalandstatestatutes,sothepropertyownercouldbearrested.Theamountofpersonnelandapparatustorespondtoafirehasbeendeterminedbyyearsofexperience,trainingandindustrystandards.Therefore,toassumeapropertyowner(s)wouldhavetheknowledgetodeterminewhatpersonnelandapparatuswouldberequiredatagivenfireisnotreasonableandwouldgreatlyendangerlivesandproperty.Itisalsoimportanttonotethatthepropertyownerdidattempttoextinguishthefirewithagardenhoseandwasunsuccessful.Additionally,thewindswereblowingover50mphwhichendangeredthepropertyowner’shomeandneighboringproperties.IhopeIhaveansweredtheconcernsthathavebeenraised.ScottDorman,FireChiefTownofEstespark AdministrationMemoTo:HonorableMayorBillPinkhamandBoardofTrusteesFrom:JacquieHalburnt,TownAdministratorDate:February5,2009Subject:LogoUsageBackgroundTheLocalMarketingDistrictBoardisaskingforpermissiontoadoptthetowntreelogoforitsfuturemarketingandadvertisingprogramsin2010andperhapsbeyond.Theywouldalsolikepermissiontousethelogofortheirbusinessstationery.TheLMBBoardwillconsideratalaterdateifaseparateLMDlogoshouldbedeveloped,butforthetimebeingwouldliketousethetown’slogo.PeterMarshinformedmeEPURApaidforthedesignwithinputfromourMarketingDepartment.Wewentthroughanumberofdesignsandstressedthatforittohavevalueforus,ithadtobeusableinaverysmallsize.Italsohadtohavetypographicflexibilitytoidentifydifferententitiesofthesameorganization.Whatwecurrentlyuseiswhatthedesignerscamebackwith.Italsocamewithstrictuseandcolorstandards.OncetheCVBwasestablishedin2004,EPURAassignedresponsibilityforthelogoanditsusetotheConvention&VisitorsBureau.RecommendationStaffhasnoissueswiththeLMDusingourlogointheirprograms.UsingthesamelogowillreinforcethebrandingofourtownstartedbytheCVB.WhenaPublicInformationOfficerishired,alogousagepolicywillbedevelopedfortownboardapprovalandwillincorporateyourdecision.Ataminimumtheyneedtoadheretothecolorstandardsinplace.Asimplemotiontoapproveordenythisrequestisallthatisneededatthistime. AdministrationMemoTo:TheHonorableMayorPinkhamandBoardofTrusteesFrom:JacquieHalburnt,TownAdministratorDate:February4,2009Subject:2009OrganizationalChartBACKGROUND:TheEstesParkMunicipalCoded(2.68.040)directsthatthe“TownAdministratorshallpresentanadministrativeorganizationalcharttotheBoardofTrusteesforapproval.”Theaccompanyingchartistheproposedstructurefor2009.TheTownAdministratorhasoverallsupervisoryauthorityforalldepartments,butspecificallyfocusesonthefollowingdepartments:CommunityDevelopment,Police,PublicWorks,UtilitiesandTownClerk.DeputyTownAdministratoralsodealswithalldepartmentsonadailybasis,buthassupervisoryauthorityforthefollowingdepartments:CVB,Finance,Fire,MuseumandSeniorCenter.BUDGET:NobudgetimplicationsACTION:Staffrequestsapprovaloftheproposed2009OrganizationalChart a)aECD CNG)ciEU) C)EU) I-a)a)LCD00ii00CCa)CD--J EXPENSES General Government Public Safety Engineering Culture-Recreation Contingencies Interfund Transfers Out Transfer Out -EPURA 4th QUARTER 200$ FINANCIAL INDICATORS REVENUES Sales taxes* Other Transfers from Enterprise TOTAL REVENUES GENERAL FUND 2008 Revised 2008 %of Year-to-Date Budget Budget $6,807,937 $7,233,707 94.1% 4,031,923 3,974,574 101.4% 1,037,927 1,007,611 103.0% 11,877,787 12,215,892 97.2% 2,334,479 2,516,669 92.8% 2,946,264 3,058,327 96.3% 1,380,020 1,571,418 87.8% 918,019 1,030,689 89.1% 31,757 50,000 63.5% 3,836,445 3,836,445 100.0% 200,000 200,000 100.0% 11,646,984 12,263,548 95.0% $230,803 ($47,656)484.3% ENTERPRISE FUNDS (L&P/WATER) 2008 Revised 2008 ¾of Year-to-Date Budget Budget REVENUES Utility Sales $13,789,745 $13,339,715 103.4% Fees/services 455,899 444,680 102.5% Other*952,847 6,602,441 14.4% 15,198,491 20,386,836 74.6% EXPENSES 5,004,756 5,332,109 93.9% 564,838 640,249 88.2% 2,542,529 2,647,803 96.0% 951,870 1,009,834 94.3% 2,339,827 2,859,892 81.8% 0 0 N/A 1,037,927 1,007,611 103.0% Debt Service 1,101,925 1,269,357 86.8% Capital 6,752,828 11,805,830 57.2% TOTAL EXPENSES 20,296,500 26,572,685 76.4% NET INCREASE/DECREASE ($5,098,009)($6,185,849)82.4% TOTAL EXPENSES NET IN CREASE/DECREASE *includes Jan -Nov08 Source of Supply Purification Distribution Customer Accounts Admin/General Interest Interfund Transfers Out SALES TAX 1st 3 Qs 4th Q 08 YTD 2008 Revised Budget 5,854,202 1,379,506 7,233,708 2008 5,854,202 1,353,804 7,208,006 2007 5,937,300 1,296,407 7,233,707 2006 5,479,328 1,287,792 6,767,120 4th 0 08 includes actual November and estimate far December of $400,2 76 (2009 Budget pg 29) *includes S5.465.000 bond/loan issuance INVESTMENTS (Fair value)Oct-08 Nov-08 Dec-08 Pension Funds 972,843 949,350 981,699 EPURA 416,030 390,535 350,910 L&P Bonds 5,851,593 5,859,007 1,964,249 Town Funds 20,321,629 20,918,399 21,133,589 Total 27,562,095 28,117,291 24,430,448 Data thru 12/31/08:DJIA -32.7%,S&P500 -38.5%,NASDAQ -39.6% annual pooled investment rate,12/31/07:+4.89%;12/31/08:+0.93% 4th QUARTER 200$ Revised 2008 Budget 2008 Year-to-Date %of budget 2007 Year-to-Date REVENUES 2,516,669 3,058,327 1,571,418 1,030,689 50,000 3,836,445 200,000 12,263,548 2,334,479 2,946,264 1,380,020 918,019 31,757 3,836,445 200,000 11,646,984 92.8% 96.3% 87.2% 89.1% 63.5% 100.0% 100.0% 95.0% 2,197,117 3,258,855 1,271,016 785,602 72,953 2,423,539 200,000 10,209,082 GENERAL FUND $7,233,707 3,974,574 1,007,611 12,215,892 $6,807,937 4,031,923 1,037,927 11,877,787 94.1% 101.4% 103.0% 97.2% Sales taxes Other Transfers from Enterprise Funds TOTAL REVENUES EXPENSES General Government Public Safety Engineering -Public Works Cultu re-Recreation Contingencies Interfund Transfers Out Transfer Out -EPURA TOTAL EXPENSES $6,857,775 3,039,220 1,030,101 10,927,096 NET INCREASE/DECREASE ($47,656)$230,803 $718,014 EXPENSES 4th QUARTER 2008 LIGHT AND POWER 5,163,444 1,785,607 716,341 1,865,008 760,000 908,390 7,107,759 0 18,306,549 3,603,925 1,176,515 469,636 1,060,420 137,444 711,855 802,415 0 7,962,210 69.8% 65.9% 65.6% 56.9% 18.1% 78.4% 11.3% N/A 43.5% 3,764,241 1,076,904 479,780 908,539 50,470 764,759 403,963 0 7,448,656 I ENTERPRISE FUNDS 2008 2008 %of 2007 Budget Year-to-Date budget Year-to-Date REVENUES Utility Sales $10,686,947 $8,374,767 78.4%$7,876,320 Charges for Services 113,680 64,677 56.9%83,058 Current 181,548 248,007 136.6%161,330 Misc 377,046 230,276 61.1%124,895 11,359,221 8,917,727 Source of Supply Distribution Customer Accounts Admin/General Debt Service Operating Transfers Out Capital Interest TOTAL EXPENSES 78.5%8,245,603 NET INCREASE/DECREASE ($6,947,328)$955,517 -13.8%$796,947 4th QUARTER 2008 WATER Revised 2008 Budget 2008 Year-to-Date %of budget 2007 Year-to-Date REVENUES Utility Sales Charges for Services Current Miscellaneous (includes loan proceeds) EXPENSES 160,560 640,249 887,275 327,627 1,170,955 521,681 99,221 6,091,150 9,898,718 141,471 564,838 894,780 295,656 913,213 354,174 105,677 1,678,829 4,948,638 88.1% 88.2% 100.8% 90.2% 78.0% 67.9% 106.5% 27.6% 50.0% 123,362 489,031 745,946 322,059 498,761 306,410 112,338 313,418 2,911,325 ENTERPRISE FUNDS $2,645,554 $2,804,984 106.0%$2,586,838 331,000 323,616 97.8%722,516 121,050 162,912 134.6%216,087 5,797,797 40,070 0.7%33,272 8,895,401 3,331,582 37.5% Source of Supply Purification Distribution Customer Accounts Admin/General Debt Service Operating Transfers Out Capital TOTAL EXPENSES 3,558,713 NET INCREASE/DECREASE ($1,003,317)($1,617,056)161.2%$647,388 DATEOFENTRY:ENTRYMADEBY:FUND/FUNDS:DESCRIPTIONOFTHEENTRY:Feb-09PERAContributionWire.PERA401KContributionWire.DEBITSACCOUNT970-0000-216-3004970-0000-216-2007999-0000-100-0000970-0000-216-3005970-0000-216-3004999-0000-100-0000970-0000-101-0000502-6301-540-1432502-0000-101-0000970-0000-216-3004TOTALENTRYAMOUNT32,572.590.0032,572.591,218.491,218.490.000.000.040.0467,582.24CREDITSACCOUNT970-0000-101-0000999-0000-101-1005970-0000-101-0000999-0000-101-1005970-0000-216-3004502-0000-101-0000502-6301-540-1432970-0000-101-0000AMOUNT32,572.5932,572.591,218.491,218.490.000.000.040.0467,582.24GROUPNUMBERIIApprovedDateACCOUNTPERIOD02/09TOWNOFESTESPARKJOURNALENTRYPOSTINGSHEET2/10/2009AmySpallinger TownofEstesParkBoardofTrusteesTuesday,February10,2009Comment-MarkElrod675SummersetCourtEstesPark,CO80517PleaseconsidermakingavailabletoourTowncitizensdraftcopiesofyourpriormeetingminutesassoonastheybecomeavailabletoyou.IdeallywhentheAgendatothismeetingispublishedinadvanceofthismeeting,whynotmakethedraftminutesavailableatthesametime?BetteryetwouldbehavingtheBoardpacketavailabletothepublicatthesametimeasitbecomesavailabletoyou.ThisinformationcouldbemadeavailableelectronicallyontheTown’swebsiteorhardcopythroughtheTownClerk’soffice.CurrentlyBoardpackets,includingtheminutesfromyourpreviousmeeting,areonlymadeavailabletothepubliconthenightofyourmeeting.Theregularmethodusedishavingonlytwopacketsavailabletothepublicforthismeeting.Itisdifficulttodeterminewithanydegreeofcertaintyhowmanypacketsthepublicwillneed,orhowmanyofthepublicwillbeinattendance.Byhavingpackets,oratleastdraftminutes,availablepriortoyourmeeting,andadvisingthepublicaccordinglyitwouldseemtoeliminatetheguessinggameofhowmanypacketstohaveavailableforthesemeeting.Itisveryfrustratingtoattendyourmeetingsandnothaveanyideawhatyouarereadingandapprovingwhenwedon’thavecopieswithwhichtorefer.Thesamebeingtrueforotheritemsyoureviewanddiscusswithoutthebenefitofprojectiononthescreen.Andevenwithprojectionstheyaresecondbesttohavingthehardcopyoftheiteminfrontofyou.Tomyknowledgethereisnolegalreasonthatdraftcopiesofyourminutescouldnotbemadeavailabletothepublicinadvanceofyourformalapprovalofthem.Inyourownhistoricalperspectivehowmanytimeshavethedraftminutesyoureceivepriortoyourmeetingsnotbeenapprovedassubmitted?Byhavingdraftminutesavailabletothepublicyouallowthecitizenstheopportunitytoseewhathashappenedatthelastmeeting.YouallowthecitizenstobebetterinformedabouttheworkingsoftheirTowngovernment.YouallowyourcitizenstobebetterpreparedtoparticipateintheTownBoardmeeting.YoupermittheworkingsofTowngovernmenttobecomemoretransparent.Iwouldencourageyoutobeprogressiveandsetthestandardformunicipalgovernments.However,itisprobablyhumannaturetowonderifothersaredoingthis.Thereare271municipalitiesintheStateofColorado.Itappearsthat169ofthemhavewebsites,andthedegreeofinformationandvalueofthosewebsitesvariesdramaticallyamongthem.Howeverbaseduponmyinformalresearchthereareatleast21municipalitieshavingwebsitesthat“publish”draftcopiesoftheirgoverningbodiesminutespriortotheirformalapproval.Thesedraftminutesareeitherfreestandingitems,orareincludedinBoardPacketmaterialmadeavailabletothepublicpriortoformalmeetings.Soyouwouldnotbealoneshouldyouimplementsuchprocedure. TheTownVisionsatesinpartthatwebesensitivetotheneedsofourcitizensandberecognizedasamodelofinnovation.Pleaseembracethevisionbymakingyourdraftminutes,ifnotyourentireBoardPacket,availabletothepublicatthesametimeitbecomesavailabletoyouall.Thankyouforyourconsiderationofthisrequest. TownBoardMeeting,february10,2009(#19)Goodevening,fortherecord;InthenameoftoleranceandfreedomIagainaskthatyoubeontherightsideofhistoryandstoprecitingthe‘underGod’Pledgeatourtownboardmeetings.Toputmyfollowingstatementinperspective,pleaseunderstandwhereI’mcomingfrom:MywifeandIownandoperatetheAppenzellInnonBigThompsonAvenue.Wehaveputourlife’seffortintothatproperty;itisourlivelihood,itisourretirement,itpaysourtaxesandouremployee’swages,andit’souronlyhome.Ourwellbeingaswellasmanyothers,toagreatdegree,isinyourhands,andassuchIimploreyoutoheedmywords.WearefacedwithapossibleeconomictsunamithatcouldmaketheLawnLakeFloodlooklikeacarwash.Or,PresidentObama’sstimulusplancouldworksowellthatweseeanincreaseintourism.Myguessisthatwe’llendupseeingsomethingin-betweenbutI’drathernotleaveanythingtochancewhenwecandosomethingpositivenow.SupposingPresidentObamacalledthismorningandinformedyouthataspartofhisstimuluspackage,theTownofEstesParkwastoreceiveonemilliondollarstouseforanimmediatestimulustoourlocaleconomy.Whatwouldyoudo?Thereareendlesschoicesbuthereareafew:1.Say;“Thanks,butnothanks.”2.Putitinthebankalongwiththetwentyfivemilliondollarswehavealreadysquirreledawayforarainyday.3.Buymoreopenspaceinsomeremotearea.OR4.Useitasmatchingfundstowardthenewperformingartsfacility.5.Spenditallonadditionaladvertising.6.KickstartthenextseveralphasesoftheStanleyParkMasterPlan,andespeciallyanewindoorfacility.7.AddseveralmoremillionsofTownmoneyanddothelastthreeitems;andthentelltheworld.Ofcourse,wearen’tgoingtoseethemoneyfromWashingtonbuttheopportunityforimprovingoursituationisstillthere.AsImentionedabove,theTownhasmorethanenoughmoneytoprovidetheneededstimulus,butthepresentthinkingofthisBoardisthatweshouldn’tspendanyofitincasethingsgetbad.ImaginetheEstesParkeconomyislikeUSAirflight1549overNewYorkCity.We’reflyingalongnicelywhenaflockofMadoffbirdsaresuckedintoourenginesandnowwe’reheadedforthePlatteRiver.Unlikeflight1549,weareabletorestarttheenginesandrunthemlongenoughtogettoanairfieldforasoftlanding,butthepilotsays,“No,we’regoingtosavetheenginesforatimewhentheyarereallyneeded.” HowareyougoingtofeelnextOctober,watchingyourneighborsoryourselfturningthekeysovertothebank,knowingthatyouhadanopportunitytodosomethingbutinstead,outoffear,didnothing?Thankyou,