HomeMy WebLinkAboutMINUTES Administrative Committee 1990-03-290 0
BRADFORD PUBLISHING RECORD OF PROCEEDINGS
/Administrative Committee
March 29,1990
Committee:Chairman Hix,Mayor Dannels,Trustees
Aldrich,Barker,Dickinson,Garrett,and
Habecker
Attending:All
Also Attending:Town Administrator Kiaphake,Finance
Officer Vavra,Town Attorney White,
Department Supervisors Scott,Stamey,
Widmer,Clerk O’Connor
Absent:None
Chairman Hix called the meeting of the Administrative Committee
to order at 2:01 P.M.
SENIOR CENTER -LEASE RENEWAL.
The 10—year lease for the Senior Center expired March 15,1989.
The Committee reviewed a 5—year lease prepared by Town Attorney
White,and,as there were no substantive amendments,recommends
the lease he approved.
MUSEUM -REQUEST FUNDING TO REPRINT “THIS WAS ESTES PARK”HISTO
RIAL BOOK.
The Museum Board is requesting $4,000 to finance the costs of
reprinting the historical book entitled “This Was Estes Park.”
Reprinting includes 10,000 copies of the book,and it will retail
for $4.95.The historical book has proven to be a best seller
through two previous editions.Contingency funds from the
General Fund could be used for this expenditure.The Museum
Board will reimburse the Town on or before December 31,1990.
The Committee recommends approval of the request.
ESTES PARK CONFERENCE CENTER:
Design Services —Proposed Fee Change.Public Works Director
Widmer briefed the Committee on the status of the conference
center building,including the increase in the scale of the
project from 18,000 square feet to 20,827 square feet,driveways,
loading dock,and parking spaces.The original design service
fee was $198,100 plus expenses;the additional expense (payable
to C.W.Fentress and Associates)for the increase in scale is
$25,339.00,for a total design services cost of $226,259.00 plus
expenses,including all changes to date.Following discussion,
the Committee recommends approval of the additional design
services of $25,339.00,plus reimbursable expenses.
Service Agreement.Town Attorney White thoroughly reviewed the
5—year Conference Center Service Agreement between Rex Maughan,
dba Forever Resorts,and the Town.In summary,the Town will
build the structure,and the Holiday Inn will provide its ser
vices.The Committee recommends approval as to form of the
Service Agreement.
VACATED LIGHT AND POWER SERVICE FACILITY -STORAGE USES.
In a memorandum dated March 19,1990,Administrator Klaphake
reported the former Light and Power Service Facility has been
vacated,and he proposed the facility be used as cold storage for
various departments,as follows:
1.Light and Power miscellaneous supplies (west end).
2.Trolleys or future transportation vehicles.
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RECORD OF PROCEEDINGS
Administrative Committee -March 29,1990 -Page two
3.Special event supplies (parades,etc.)
4.Parks equipment.
5.Museum miscellaneous supplies (docks/east end).
6.Fire Department equipment.
The building will not be heated;however,ventilation fans will
continue to operate.Cost accounting for the facility will begin
January 1,1991.Staff requested flexibility in the aforestated
uses.The Committee recommends approval of the cold storage
proposal for the vacated service facility,authorizing staff to
utilize said facility as appropriate.
PURCHASING POLICY -PROPOSAL.
Staff is proposing to implement a comprehensive local purchasing
policy to address a recurring concern,as stated below:
The Town may provide a local purchasing
advantage for equipment,supplies,or service
not—to—exceed 2%for purchases less than
$25,000.
Staff also provided justification for this policy,including:(1)
“Buy Estes Park”has a multiplier effect on the local economy,
(2)local commercial operations pay a large share of the property
taxes for schools,etc.;(3)warranty and maintenance costs are
often reduced by less travel time,labor costs,etc.;and (4)the
advantage will not exceed $500.00.
At times when specific vehicles are required,specifications will
be written accordingly.When “generic vehicles”are adequate,
the specifications will so indicate.This policy will not affect
the “state bid”process,as local dealers will be given an
opportunity to bid.The Committee recommends approval of the
aforestated policy,placing special emphasis on the word “may.”
TOWN BOARD GOAL SETTING SESSION -DISCUSSION.
The Town Board last conducted a goal setting session in May,
1988.Administrator Klaphake is proposing such a session be
scheduled following each municipal election.The Committee
recommends Administrator Kiaphake be authorized to schedule the
session during the CML Conference held in June (6/19-22/90);the
Administrator will also serve as the facilitator.
REPORTS.
Concerning the advertising voluntary assessment to businesses
located in the Estes Valley,Town Clerk O’Connor reported that 89
letters were mailed.To date,27 businesses have responded,
resulting in a total of $2,175.Favorable comments were included
with various payments.
Town Administrator Klaphake reviewed a recent CML article enti
tled “53 Ideas:how governing body members can govern better.”
There being no further business,Chairman Hix adjourned the
meeting at 3:09 P.M.to Executive Session to discuss land ap
praisals/negotiations/open space,personnel,and an Intergovern—
ment Agreement.
Vickie O’Connor,Town Clerk
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