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Home My WebLink AboutMINUTES Town Board Budget Study Session 2021-09-30RECORD OF PROCEEDINGS Town of Estes Park,Larimer County,Colorado,September 30,2021 Minutes of a Regular meeting of the TOWN BOARD BUDGET STUDY SESSION of the Town of Estes Park,Larimer County,Colorado.Meeting held at Town Hall and Virtually in said Town of Estes Park on the 3Qth day of September,2021. Board:Mayor Koenig,Trustees Bangs,Cenac,MacAlpine, Martchink,Weberme jet and Younglund Attending:Mayor Koenig,Trustees Cenac,MacAlpine,Martchink, Webermeier and Younglund Also Attending:Town Administrator Machalek,Assistant Town Administrator Damweber,Finance Director Hudson,Directors Fortini, Garner,Hinkle,and Muhonen,Managers Salerno and Schlichtemier and Director/Town Clerk Williamson Absent:Trustee Bangs Mayor Koenig called the meeting to order at 2:37 p.m. 2020 BUDGET PRESENTATION Town Administrator Machalek stated the Town finances are healthier this year versus last year at this time.The proposed budget includes long term infrastructure improvements and maintenance of the Town’s infrastructure. Finance Director Hudson stated the proposed budget would be balanced with expenditures not exceeding conservative revenue projections,meet the 25%General fund reserve,projected an ending fund balance of 34%in 2022,address Town Board Strategic Plan Objectives,added a number of one-time funded items,ongoing revenues from restricted De-bruced revenues,and limited ability to add ongoing costs for cost centers not eligible for the restricted De-bruced revenues.Sales tax projections for 2022 have been budgeted at 24.5%above 2019 with internet sales increasing returns. The use of one-time funds for ongoing expenses due to the impact of COVID-19 would not be requited in 2022.The proposed budget does not include a number of requested positions and projects,including a Police Officer,Fleet Mechanic,reinstatement of a Planner 1,expansion of the transit services,retirement of the 2013 Event Center COPs, increased funding for home ownership program,and the transfer of pavement marking program from the IA Streets fund to the General fund.The proposed budget provides funding for a 2%merit pool,stormwater maintenance crew,Street shop remodel,Town Hall phase 2 air conditioning replacement,Tregent restroom remodel,downtown wayfinding phase 2,Graves Avenue improvements scope expansion,Event complex paving,Performance Park refurbishment,capital project reserves,and various other projects and changes totaling $1 .5 million.Proposed staffing changes included in the proposed budget are 2.9 FTE positions to restore seasonal Parks positions and a Visitor Center Information Specialist,6.0 FTE for new positions including HR Generalist,Police Sergeant,Emergency Services Dispatcher,and Stormwater Maintenance Crew,and 1.0 FTE fixed limited term Engineering position.Utility transfers are based on a fixed amount to be transferred each year with the intent to reduce the transfer over time to 7- 8%from Power and Communication and 2-3%for Water.Future budget constraints were reviewed due to the TABOR De-brucing limitations.Director Hudson stated the lABOR base revenues can only be increased by the local growth in property tax valuations (new construction)and CPI for inflation,with an average growth of 3 —4% annually.Additional revenues are limited to infrastructure and maintenance of infrastructure which limits the Town’s ability to address other Town functions such as Police services,Dispatch services,Community Development,Transit and other general government functions. RECORD OF PROCEEDINGS Town Board Budget Study Session —September 30,2021—Page 2 COMMUNITY IMPROVEMENT PLAN 2022 —2026 The Community Improvement Plan (CIP)was developed by the departments submitting projects,the Town Board completing and setting a Strategic Plan,development of operating budget,project prioritization,and the final adoption of the CIP by the Town Board on November 26,2019.The CIP annual summary for 2022 has been presented with $5.3 million in projects and a total of $77.7 million over the next five years. COMMUNITY REINVESTMENT FUND The fund contains the transfer of excess lABOR revenues.The fund includes seven projects for 2022 at a cost of $1.37 million.The 2022 Strategic Plan Initiatives resourced include arena footing renovation,downtown wayfinding phase 2,land acquisition opportunity sites,security camera system phase 3,Street shop remodel, Town Hall air conditioner replacement phase 2,and Tregent restroom remodel. OPEN SPACE FUND No new projects are budgeted for 2022.Several projects would rollover from 2021, including the uncompleted portion of the $1.62 million Fall River Trail Extension project. TRAIL EXPANSION FUND The IA sales tax funds are accumulated and used to expand trails.One new project totaling $400,000 for the extension of the Fall River Trail Extension Project. PARKING SERVICES FUND No new projects are budgeted for 2022.Public input on the paid parking program would be sought before proposing use of parking revenues. STREET IMPROVEMENT FUND The 1A sales tax funds are accumulated and two new projects totaling $1.82 million for the overlay program and parking lot rehabilitation. POWER AND COMMUNICATION FUND The proposed budget would fund improvements to the automated meter reading,pole replacement and reconductoring,and Highway 7 trip savers.The remaining balance for the broadband buildout and other projects would rollover from 2021. WATER STREET IMPROVEMENT FUND The proposed budget would fund abandonment of a 4”line on Acacia,completing the Bureau of Reclamation phase 4 waterline replacement,and the parking garage water line replacement.The remaining fund balance would rollover for the Glacier Creek Water Treatment Plant disinfection outreach and verification effort,Prospect Mountain Water District waterline project,and various other projects. GENERAL FUND. The general governmental service funds (Legislative,Town Attorney’s Office,Judicial, Town Administrator’s Office,Town Clerk’s Office,Finance,Human Resources,and Workforce Housing)have proposed 2022 revenues of $331,950 and expenses of $3,103,234.The 2022 budget includes Strategic Plan objectives resourced with new funds to scan and archive existing invoices split with utilities,develop a plan to replace the current financial software,and add a new HR Generalist.The budget does not include requests to increase the employee home ownership assistance program and the implementation of an employee recruitment and retention task force recommendation to establish a position wage re-grade pool. COMMUNITY CENTER FUND The IA sales tax funds are accumulated and remitted to the Estes Valley Recreation and Parks District to fund the construction of the Community Center. VEHICLE REPLACEMENT FUND The fund has proposed revenues of $635,438 and expenses of $240,000 to replace four vehicles in 2022. RECORD OF PROCEEDINGS Town Board Budget Study Session —September 30,2021—Page 3 Mayor called a 10-minute break at 3:55 p.m.and reconvened the meeting at 4:05 p.m. OUTSIDE ENTITY FUNDING REQUESTS Assistant Town Administrator Damweber presented the 2022 funding for outside entities including base funding and community initiative funding.Event sponsorships, intergovernmental transfers,and food tax refund are included in the fund for a total projected expense of $1.44 million in 2022 with the bulk of the funding to the Fire District with 7%of the Town’s sales tax remitted,excluding the IA sales tax. Entity 2022 Request 2022 Recommendation Boys and Girls club $5,000 $5,000 chamber of Commerce $10,000 $1,500 EP Gun and Archery Club $2,500 $2,500 Estes Land Stewardship Association $3,000 $1,875 Habitat for Humanity of the St.Vram Valley $5,000 $5,000 Larimer County Partners $5,000 $5,000 Shepherd of the Mountain $1,000 $1,000 The Learning Place $6,000 $6,000 The Old Gallery $1,250 $0 TOTAL $38,750 $28,875 IT The internal services fund charges fees to each of the department and has projected $939,672 in revenues and $959,691 in expenses for 2022. RISK MANAGEMENT The fund established in 2019 accumulate funds to pay for property and liability coverages,including building a reserve to cover unanticipated claims and deductibles. The fund includes the estimated CIRSA renewal premiums and $30,000 for small claims and deductibles for a total of $385,000 in 2022. MUSEUM The Museum estimates revenues of $27,675 and expenditures of $440,469 in 2022. COMMUNITY SERVICES Visitor Services:The proposed budget contains revenues approaching normal operating levels following the pandemic with expenses increasing due to the addition of personnel to operate the facility.Staff would explore ways to use the Visitor Center to promote current events and develop a web page in cooperation with Visit Estes Park to access Visitor Services Guest Information and Guides. Events:The division has budgeted expenses at $2,261,791 and revenues of $630,400. In 2022,the division anticipates restoring events which were not able to occur due to COVID-1 9 in 2020 and 2021.Staff anticipates the development of new events in 2022 to attract a new audience,develop an arena maintenance plan/fund,and develop and implement a plan to have the Rooftop Rodeo concessions and hospitality function at zero-waste. COMMUNITY DEVELOPMENT Planning:The Planning division revenues are estimated at $40,000 and expenditures of $978,535.The budget contains funds to engage consultants such as Ens and Associates to address specific development issues and to provide additional support due to staffing vacancies.The division would complete the new Comprehensive Plan, evaluate and improve the Development Review process,implement the Downtown Plan,incentivize downtown housing,prioritize code amendments,and complete the Community Planning Assistance for Wildfire process and begin implementation of recommendations. Building:The division has budgeted $398,000 in revenues with expenditures at $649,350.Staff intends to bring forward a contract with SafeBuilt to provide building inspection services in 2022.Staff would modify the codes and regulations to support alternatives and distributed energy,and adopt the 2021 International Codes. RECORD OF PROCEEDINGS Town Board Budget Study Session —September 30,2021—Page 4 The next Budget Study Session is scheduled October 7,2021 1:30 p.m. There being no further business,Mayor Koenig adjourned the meeting at 5:00 p.m. WilliamownClerr