HomeMy WebLinkAboutMINUTES Town Board 2003-10-28Town of Estes Park,Larimer County,Colorado,October 28,2003
Minutes of a Regular meeting of the Board of Trustees of the Town of
Estes Park,Larimer County,Colorado.Meeting held in the Municipal
Building in said Town of Estes Park on the 28th day of October,2003.
Meeting called to order by Mayor John Baudek.
Present:John Baudek,Mayor
Susan L.Doylen,Mayor ProTem
Trustees Jeff Barker
Stephen W.Gillette
David Habecker
Lori Jeffrey-Clark
G.Wayne Newsom
Also Present:Rich Widmer,Town Administrator
Vickie O’Connor,Town Clerk
Gregory A.White,Town Attorney
Absent:None
Mayor Baudek called the meeting to order at 7:00 p.m.
PUBLIC COMMENT
Sylvia Vrabeck offered her support of Performing Arts Center;however,the site is the
#1 priority.In summary,due to limited space on the Wiest site,traffic,potential
excavation of the affected mountain,Ms.Vrabeck’s site preference is the Town-owned
property behind Safeway (Lot 4,Stanley Historic District).
TOWN BOARD COMMENTS
Mayor Baudek commented on:(1)the 6th Grade Class who placed red ribbons in the
Board Room,calling attention for citizens to take a visible stance against drugs;(2)
Offered best wishes to Southern CA residents affected by the devastating fire;and (3)
the December 23tU Town Board mtg.will most likely be cancelled.
1.CONSENT AGENDA (Approval of):
1.Town Board Minutes dated October 14,2003.
2.Bills.
3.Committee Minutes:
A.Public Works,16,2003:
1.Municipal Building Remodeling Project:(a)Preliminary Maximum
Price,(b)Final Design/Build Scope of Services.
B.Public Safety,October 23,2003:
Police Department
1.Elkhorn Ave.Street Closure for Halloween Activities,October 31,
2003.
Fire Department
1.Slash”Disposal Site (Pilot Program)—Fairgrounds.
Board of Trustees —October 28,2003 —Page 2
It was moved and seconded (Doylen/Gillette)the consent agenda be approved,and
it passed unanimously.
2.ACTION ITEMS:
1.A.HIGH PERFORMANCE:CULTURE’S CONTRIBUTION TO
DOWNTOWN —PRESENTATION.EPURA Commissioner Al Wasson
commented on the success of Performance Park --the first year of
construction and subsequent operation,and its contribution (performers,
audience demographics,traffic,induced impact to the neighboring area;and
sustainable community).Trustee Jeffrey-Clark noted the positive comments
she had received from area visitors.Mayor Baudek expressed the Board’s
appreciation for the presentation.
B.ESTES PARK CULTURAL CENTER (Wiest Theatre)—
PRESENTATION OF CONCEPTUAL DESIGN.Roger ThorpfThorp &
Associates.Roger Thorp gave a presentation on the conceptual design of
the Wiest Theatre,and introduced Design Team Member Chris
Wineman/Semple Brown,Design Architects.The Town requested the Team
investigate specific issues for a cultural center:evaluate the Wiest location
as a potential site,the range of capital costs for this type of facility,and
potential design ideas.The Team toured various venues and met with the
arts group community.
Mr.Wineman commented on two siting plans to address various
considerations and solicit responses and reaction.When the preferred
alternative was determined,the design was returned for community reaction.
The current design proposal includes a 525 seating area;visual arts gallery,
activity all along the Riverwalk,and the key,which is space for rehearsal.
The design takes into account varied uses—social and civic programming,
special events,daytime and evening events.
Mr.Thorp presented a “floating model”that allows the audience to view the
Wiest site that does not include excavation.Success is dependent upon
density in terms of people and the facility to work in a dense,compact
environment.The Wiest site provides for multiple routes of approaching the
facility and there are two significant seasons for programming that offer a
diverse and pro-active approach.Approximately 200-250 vehicles could be
housed in a parking structure and options with and without excavation were
reviewed.In discussions with two contractors,preliminary cost estimates are
$40.00/sq.ft.($8-b Million),and it is important to solicit input from a
qualified consultant for management operations.Construction on the parking
garage could begin during the fall season and utilized by the summer
season.
C.ESTES PARK CULTURAL CENTER (Wiest Theatre)FEASIBILITY
STUDY PROPOSAL —REQUEST APPROVAL.Town Administrator Widmer
reviewed a proposal from AMS Planning &Research to perform a feasibility
study of the Wiest Theatre as discussed above.Phase I includes a Needs
Assessment that will review existing programs,and analyzing the local
market,review competitive facilities and provide a comparative study of other
relevant performing arts venues.Phase II will focus on management and
operations,including staffing needs,projected revenues,operating
expenses,and an analysis of net gain/loss.Phase Ill is an analysis of the
economic impact and benefits of the project,including expenditures,
employment,and other direct,indirect,and induced impact.The assessment
of economic impact will be performed for each of the three methods of
Board of Trustees —October 28,2003 —Page 3
phasing the Theatre.Completion of the study is expected in approximately 4
months.The fee is $29,000 plus up to $6,000 for expenses and funding is
available in the Friends of Stanley Hall Fund.
EPURA Commissioner Wasson stated that EPURA will be actively involved
with necessary parking;and EPURA Exec.Dir.Smith added that the West
Corridor Plan promised merchants that EPURA would not propose any
project that would reduce the number of existing parking spaces.
Approximately 40 spaces could be lost with the theatre project;however,with
the recent bond issue,funding was provided to improve the Wiest Parking
Lot and conduct an analysis to determine the number of spaces needed.
Audience comments in support of the theatre were heard from:Bennett
Penn,Ron Wilcox,Paul Saunders,Irene Little,Steve Little,Sue Spooner,
Chris Wood,Odd Lyngholm,Claudia Irwin,Linda Vogel,and Sue Pinkham.
Audience comments opposed to the theatre were heard from:Sue Wolf.
Audience comments neither for nor aciainst the theatre,but whose comments
pertained to the were heard from:Ken Coleman,Lois Weaver,Sarah
Holt,Ralph Nicholas,Byron Hall/ARD,and George Hockman.
Concluding all testimony and discussion,it was moved and seconded
(Newsom/Doylen)the AMS Planning Research proposal in the amount of
$29,000 plus up to $6,000 for expenses be accepted,and it passed
unanimously.Mayor Baudek expressed the Board’s appreciation to the
consultants and audience for their participation.
Mayor Baudek declared a recess at 9:10 p.m.
Mayor Baudek reconvened the meeting at 9:18 p.m.
2.BUSINESS DEVELOPMENT DEPARTMENT -REORGANIZATION.
Convention &Visitors Bureau.Assistant Town Administrator Repola
reviewed prior reorganization,and Business Development Director Picketing
stated that the Dept.is beginning to formalize the Fulfillment Task Force’s
recommendations for the formation of a Marketing Advisory Board.In Task
Force meetings,it became very evident that Estes Park has one of the larger
tourism economies in the state in terms of number of visitors,revenues and
seasonality.In meeting with tourism officials,each expressed the important
role their Chambers play in their community economic vitality;however,for
communities that are significant tourism destinations,the models have
changed.Denver,Colorado Springs,Grand Junction,Ft.Collins,Greeley
and Boulder have adopted a Convention and Visitors Bureau (CVB)model to
serve their guests and separate their Chamber of Commerce to serve the
local businesses.While core responsibilities may differ,both agencies work
together on many important projects.
As staff reviewed traditional CVB’s,they appear very similar to the Town’s
Business Development Dept.CVB’s are responsible for advertising,group
sales,public relations,and special events.CVB’s also traditionally manage
the answering of phones.Chambers of Commerce are responsible for
business programs,seminars on business services,cooperative programs
for lessening costs to members,employee education,etc.
Staff is requesting the following:
•Renaming the Business Development Dept.to the Estes Park
Convention &Visitors Bureau.
Board of Trustees —October 28,2003 —Page 4
Approval to begin implementation of the Marketing Advisory Board to
implement the Fulfillment Task Force’s recommendation for the
marketing of Estes Park.
Additionally,the 2004 Budget will include capital investment funds to
organize the CVB operation in the Visitor Center.A proposed list of
operating expenses was also presented:
Start-up Costs (one-time)$53,000
Annual Operating Expenses $142,700
Staff confirmed that most CVBs do have convention centers;however,staff
does not anticipate any changes in advertising support of tourism v.
convention business.
Dir.Pickering introduced Advertising Mgr.Marsh,and Julie Nikolai,newly
hired as the Town’s Group Sales and Marketing Mgr.Additionally,it was
announced that the Chamber Resort Assn.has changed their name to the
Estes Park Chamber of Commerce.
Audience comments generally in opposition of the CVB were heard from:
David Crockett,EPCRA Exec.Dir.Boleman,Rhonda Sharp,Ken Coleman,
and Karl Snyder.
Audience comments generally in support of the CVB were heard from:Harry
Graham and Odd Lyngholm.
Audience comments generally in support with associated questions were
heard from:Lois Smith,Sue Spooner/Ambassadors and Warren Clinton.
Concluding all testimony and discussion,it was moved and seconded
(Habecker/Jeffrey-Clark)(1)the Business Development Dept.be renamed
to the Estes Park Convention &Visitors Bureau,and (2)staff be
authorized to begin implementation of the Marketing Advisory Board to
execute the Fulfillment Task Force’s recommendation for the marketing
of Estes Park,and it passed unanimously.
Marketing Advisory Board.Dir.Pickering read his preliminary criteria and
recommendations for the Marketing Advisory Board as follows:
•Resident of Estes Park (within Town Limits)
•Own a tax collecting business within Town Limits
•Resident for a minimum of five years
•Served on a Town or Chamber Committee.
In addition,staff requested board appointment include one member of the
Ambassadors.
It was moved and seconded (Habecker/Newsom)staff be authorized to
begin implementation of the Marketing Advisory Board,based on the
criteria listed above,and it passed unanimously.
3.ESTES PARK CHAMBER RESORT ASSOCIATION —FULFILLMENT
EXTENSION CONTRACT.Assistant Town Administrator Repola reviewed a
historical account of the telephone traffic and associated costs as well as an
estimate of the costs under the proposed fulfillment agreement.The new fee
would be $4,000/mo.less a deduction for the AT&T phone bill.The
Board of Trustees —October 28,2003 —Page 5
Agreement was presented and a determination of the term must be provided.
The most current contract was expired and automatic quarterly renewals
were extended.The contract elements include:compensation,term,certain
other use of the Town’s 800 telephone number,and presence in the Vacation
Planner.A review of the negotiation process followed,and EPCRA Exec.
Dir.Boleman recalled the Task Force’s recommendation that the contract
should be extended through 2003,with a time period for negotiation of a new
contract in 2004.
REQUEST TO ENTER EXECUTIVE SESSION:
24-6-402(4)(e),CR5.—For the purpose of determining positions relative to
matters that may be subject to negotiations,developing strategy for
negotiations,and/or instructing negotiators,under C.R.S.Section 24-6-
402(4)fe).
Motion:It was moved and seconded (BarkerlHabecker)the Town
Board go into Executive Session for the purpose listed above,
under C.R.S.Section 24-6-402(4)(e),and it passed unanimously.
Whereupon Mayor Baudek adjourned the meeting to Executive Session at 11:01p.m.
Mayor Baudek reconvened the meeting to Open Session at 11:33 p.m.
It was moved and seconded (Habecker/Newsom)the contract,as
presented by Assistant Town Administrator Repola be approved with
the term of the agreement under Item #4 being October 1,2003 through
October 1,2004 to include occupancy of the building.Trustee Habecker
stated that the Town will meet all fulfillment commitments made by EPCRA
for their membership through the end of the year;the transition period is to
begin as soon as possible;a seamless transition is expected so as not to
harm any business;and the Town fully anticipates the cooperation of
EPCRA.The motion passed unanimously.
3.TOWN ADMINISTRATOR’S REPORT.
Reports deferred to the next meeting.
Following completion of all agenda items,Mayor Baudek adjourned the meeting at
11:38 p.m.
0
Vickie O’Connor,Town Clerk
Baudek,Mayor