HomeMy WebLinkAboutPACKET Town Board Study Session 2022-05-24
May 24, 2022
5:15 p.m. – 6:45 p.m.
Board Room
5:00 p.m. Dinner
In Person Meeting – Mayor, Trustees, Staff and Public
To view or listen to the Study Session by Zoom Webinar
ONLINE (Zoom Webinar): https://zoom.us/j/91077906778 Webinar ID: 910 7790 6778
CALL-IN (Telephone Option): 877-853-5257 (toll-free) Meeting ID: 910 7790 6778
If you are joining the Zoom meeting and are experiencing technical difficulties, staff will be
available by phone for assistance 30 minutes prior to the start of the meeting at 970-577-4777.
5:15 p.m. Review of Policy 671 – Town Funding of Outside Entities.
(Assistant Town Administrator Damweber)
5:45 p.m. Downtown Estes Loop Update.
(Director Muhonen)
6:25 p.m. Trustee Talks and Mayor’s Chats.
(Town Administrator Machalek)
6:35 p.m. Trustee & Administrator Comments & Questions.
6:40 p.m. Future Study Session Agenda Items.
(Board Discussion)
6:45 p.m. Adjourn for Town Board Meeting.
Informal discussion among Trustees concerning agenda items or other Town matters may occur before this
meeting at approximately 4:45 p.m.
AGENDA
TOWN BOARD
STUDY SESSION
Page 1
Page 2
TOWN ADMINISTRATOR’S OFFICE Report
To: Honorable Mayor Koenig
Board of Trustees
Through: Town Administrator Machalek
From: Jason Damweber, Assistant Town Administrator
Date: May 24, 2022
RE: Review of Policy 671 – Town Funding of Outside Entities
Purpose of Study Session Item:
Receive direction from the Town Board regarding potential revisions to Policy 671 –
Town Funding of Outside Entities.
Town Board Direction Requested:
Staff requests direction from the Town Board regarding possible revisions to Policy 671.
Present Situation:
During last year’s budget deliberations, the Town Board expressed interest in revisiting
Policy 671 prior to the 2022 process in order to review and possibly firm up what is
required of outside entities that receive funding from the Town, particularly those
receiving Base Funding as outlined in the policy.
Base Funding was initially established as part of the Community Initiative Funding
philosophy as a way to provide funding to key partners that provide critical services in
the community to assist with general operations and overhead with minimal “strings
attached.” In other words, the funding was not intended to be used for a particular
project or initiative.
Currently, Policy 671 states that entities receiving Base Funding “must submit an annual
report to the Assistant Town Administrator by May 30th of the year following the year in
which funding was received…This report must be no more than 350 words and should
be structured as a press release on what programs and services the entity used the
Town funding to support.” While these reports have been helpful in providing a very
high-level overview of the work Base Funded entities are doing, they do not generally
speak to how Town funds were used or how the work of the entity utilizing
Town funds furthers the goals of the Town Board. The Town Board expressed interest
in receiving more information along these lines, which was the impetus for revisiting
Policy 671.
Proposal:
In light of the Town Board’s expressed interests, it was proposed that Policy 671 be
updated to clarify expectations regarding the content of the annual report and provide
Page 3
an opportunity for an in-person exchange with each Base Funded entity on an annual
basis. In addition to providing more specific information, an in-person exchange would
allow for Town Board members to engage in dialogue and ask questions of
representatives of Base Funded entities.
Staff also proposes that the Town Board use this Study Session as an opportunity to
discuss any other desired revisions to the policy, including whether or not to amend the
list of the entities eligible for Base Funding.
Based on guidance provided by the Town Board this evening, staff will prepare a
revised version of Policy 671 for consideration and approval at a future meeting. If there
is clear agreement regarding the proposed revisions, staff will place the action item on a
Consent Agenda.
Advantages:
• If Policy 671 is revised as proposed, the Town Board would receive more specific
information about how Town funds are being used by entities receiving Base
Funding and have an opportunity on an annual basis to engage in dialogue with
representatives of the entities.
Disadvantages:
• None.
Finance/Resource Impact:
None.
Level of Public Interest:
Medium.
Attachments.
1. Presentation
2. Policy 671
Page 4
5/18/2022
Policy 671: Town Funding of Outside Entities
MAY 24, 2022 TOWN BOARD STUDY SESSION
Purpose
•During last year’s budget deliberations, the Town Board expressed interest in
revisiting Policy 671 prior to the 2022 process in order to review and possibly
firm up what is required of outside entities that receive funding from the Town,
particularly those receiving Base Funding as outlined in the policy.
•The purpose of this evening’s Study Session is to receive direction from the
Town Board regarding potential revisions to Policy 671 – Town Funding of
Outside Entities.
Attachment 1
Page 5
5/18/2022
Current Situation
•Base Funding was initially established as part of the Community Initiative Funding philosophyas a way to provide funding to key partners that provide critical services in the community toassist with general operations and overhead. In other words, the funding was not intended tobe used for a particular project or initiative.
•Policy 671 states that entities receiving Base Funding…
“…must submit an annual report to the Assistant Town Administrator by May 30th of the yearfollowing the year in which funding was received…This report must be no more than 350words and should be structured as a press release on what programs and services the entityused the Town funding to support.”
•While these reports have been helpful in providing a very high-level overview of the work BaseFunded entities are doing, they do not generally speak to how Town funds were used or howthe work of the entity utilizing Town funds furthers the goals of the Town Board. The TownBoard expressed interest in receiving more information along these lines.
Proposed Revisions
Annual Reporting
1.Written Report: Any entity receiving Base Ffunding must submit an annual report to the Assistant
Town Administrator’s Office by May 30th of the year following the year in which funding was
received (i.e. May 30th, 2019 2022 for funding received for the 2018 2021 calendar year). This
report must be no more than 350 words and should be structured as a press release on what
programs and services the entity used the Town funding to support. The report should specify how
the organization used Town funds to benefit the community and/or advance the Town’s Strategic
Plan for the funding year.
2.Town Board Presentation: Any entity receiving Base Funding is expected to present to the Town
Board once per year. Similar to the written report, the presentation should specify how the
organization used Town funds to benefit the community and/or advance the Town’s Strategic Plan
for the funding year. In addition to providing information about community benefits in a public
setting, another reason for requiring a presentation is to provide the Town Board with an opportunity
to directly engage with representatives of Base Funding entities.
(Application would also be revised to reflect the policy revision and seek affirmation that the applicant understands the new reporting requirements.)
Page 6
5/18/2022
Additional Revisions?
•Does the Town Board desire any additional revisions?
•Revisions to entities eligible for Base Funding, which currently includes:
1.Crossroads Ministry of Estes Park
2.Estes Park Economic Development Corporation
3.Estes Park Housing Authority
4.Estes Park Nonprofit Resource Center
5.Estes Valley Crisis Advocates
6.Estes Valley Investment in Childhood Success
7.Salud Family Health Centers (Estes Park)
8.Via Mobility Services
9.Estes Valley Watershed Coalition
Page 7
Effective Period: Until superseded
Review Schedule: Triennially
Effective Date: 01/12/2021
References: Governing Policies Manual 3.12
FINANCE
671
Town Funding of Outside Entities
1.PURPOSE
To provide a process by which the Town of Estes Park allocates and distributes funding
to outside entities.
2.POLICY
The Town of Estes Park recognizes the important role that outside entities play in meeting
the needs of the residents of the Estes Valley. Accordingly, when adequate funds are
available, the Town may make financial contributions to these entities in accordance with
the procedure below.
3.PROCEDURE
a.Base Funding
i.Purpose
Base funding from the Town is intended to support the general operations and
overhead of nonprofit entities that play a critical role in supporting the Town's
Strategic Plan.
ii.Eligibility
The following entities are eligible to apply for Base funding from the Town of Estes
Park:
1)Crossroads Ministry of Estes Park
2)Estes Park Economic Development Corporation
3)Estes Park Housing Authority
4)Estes Park Nonprofit Resource Center
5)Estes Valley Crisis Advocates
6)Estes Valley Investment in Childhood Success
7)Salud Family Health Centers (Estes Park)
Document Title Policy 671 -Town Funding of Outside Agencies
Revisions: 3 Town of Estes Park, Finance Page 1 of 5
Attachment 2
Page 8
8)Via Mobility Services
9)Estes Valley Watershed Coalition
iii.Review of Eligible Entities
The Town Board will review the list of entities eligible to apply for Base funding at
every scheduled review of this policy. This review will also include opportunity for
public comment.
iv.Application
Eligible entities seeking Base funding from the Town shall submit a completed
"Base Funding Application" (Exhibit A) to the Assistant Town Administrator by July
1st of each calendar year for the next year's budget (i.e. by 07/01/2017 for the 2018
budget year).
v.Process
Applications for Base funding will be processed as a departmental budget request
by Town staff and presented to the Town Board as such. The following information
will be presented by staff to the Town Board during the public budget hearings:
1)The Base funding request from each entity; and
2)The Base funding support recommended by the Town Administrator.
vi.Annual Report
Any entity receiving Base funding must submit an annual report to the Assistant
Town Administrator by May 30th of the year following the year in which funding was
received (i.e. May 30th, 2019 for funding received for the 2018 calendar year). This
report must be no more than 350 words and should be structured as a press
release on what programs and services the entity used the Town funding to
support.
b.Community Initiative Funding
i.Purpose
Community Initiative funding is intended to support specific projects and programs
that advance one or more Outcome Areas in the Town's Strategic Plan.
ii.Eligibility
Document Title
Revisions: 3
Any entity or group serving the Estes Valley is eligible to apply for Community
Initiative funding, except those groups receiving Base funding under Section 3.a
of this policy, other taxing districts, and organizations that exist for the purpose of
providing financial support and/or fundraising for other taxing districts. Base
funding recipients must ask for all desired funds through the Base funding process.
Policy 671 -Town Funding of Outside Agencies
Town of Estes Park, Finance Page 2 of 5
Page 9
iii.Application
Eligible entities seeking Community Initiative funding shall submit a completed
"Community Initiative Funding Application" (Exhibit B) to the Executive Assistant
in Administration on or before August 3P1 of every year.
iv.Process
Applications for Community Initiative funding will be reviewed and ranked by each
Board member individually in advance of the annual public budget hearings.
Funding decisions will be made by the Board as a whole and will be adopted along
with the budget.
v.Criteria
The following criteria will be used in the evaluation of Community Initiative funding
applications:
1)Application Quality -is the application complete and does it adequately
describe the proposed project or program?
2)Strategic Plan Advancement -how well, or to what degree, does the
proposed project/program advance the Town's Strategic Plan?
3)Initiative Reach -how many residents of the Estes Valley will benefit from
the proposed project or program?
vi.Project Report
Any recipient of Community Initiative funding must submit a project/program report
to the Assistant Town Administrator upon completion of the project/program that
received funding from the Community Initiative funding process. The report must
be no more than 350 words and should be structured as a press release that the
Town may use to tell the story of the project.
c.Event Sponsorship Funding
i.Purpose
Event Sponsorship funding is intended to demonstrate the Town's support for
community events.
ii.Eligibility
Any nonprofit organization that is organizing a local event (serving the Estes
Valley) that is open to the public may request Event Sponsorship funding from the
Town.
iii.Application
Document Title
Revisions: 3
Eligible entities seeking event sponsorship funding shall submit a completed
"Event Sponsorship Funding Application" (Exhibit C) to the Executive Assistant in
Administration.
Policy 671 -Town Funding of Outside Agencies
Town of Estes Park, Finance Page 3 of 5
Page 10
iv.Process
All Event Sponsorship funding applications will be reviewed and awarded by the
Leadership Team. No sponsorship shall exceed $1,000 and an organization may
only receive one (1) sponsorship per calendar year (no in-kind funding requests
will be considered). A budget for event sponsorships will be adopted annually and
will be distributed on a first-come, first-served basis.
v.Criteria
The Leadership Team will evaluate Event Sponsorship funding applications using
the following criteria:
1)Vision Alignment -does the event align with the Town's Vision?
2)Cost of Event Attendance -is the event free or affordable for the general
public?
3)Reach of Event -how many people does the event expect to attract?
4)Other Funding -have the organizers of the event received any other
funding?
vi.Exclusions
Promotional sponsorships funded by Trailblazer Broadband are excluded from
subsection (c), including the Event Sponsorship Funding criteria and processes.
d.Limitations on Off-Cycle Funding Requests
i.Definitions
For the purposes of this policy, an "Off-Cycle Funding Request" is any request for
financial support from an eligible outside entity that occurs outside of the
procedures established in Sections 3.a, 3.b, and 3.c of this policy.
ii.Purpose
The Town of Estes Park strives to consider all funding requests from eligible
outside agencies in a holistic manner in order to best prioritize these requests. To
this end, the Town does not accept or grant off-cycle funding requests with the
exception of those described in Section 3.d.iii.
iii.Exceptions
Document Title
Revisions: 3
The Town will only consider off-cycle funding requests from entities that are eligible
for Community Initiative funding, and only in the following circumstances:
1)The Town is being asked to fund the final gap of a fundraising effort for a
time-sensitive project or program, and the Town's contribution represents
twenty-five percent (25%) or less of the total amount fundraised; or
2)There is a time-limited opportunity to leverage a significant amount of
outside funding (at least a 1 :1 match of the funding requested from the
Town).
Policy 671 -Town Funding of Outside Agencies
Town of Estes Park, Finance Page 4 of 5
Page 11
iv.Application
Eligible entities seeking off-cycle funding must submit the following to the Town
Administrator:
1)A completed "Community Initiative Funding Application" (Exhibit B); and
2)A letter (no more than 500 words) explaining why the request qualifies under
one of the exceptions listed in Section 3.d.iii of this policy.
v.Process
If the off-cycle funding request application falls under one of the two exceptions
listed in Section 3.d.iii of this policy, the Town Administrator will schedule the
consideration of said request as an action item for a Town Board meeting.
Approved:
Date
Document Title
Revisions: 3
Policy 671 -Town Funding of Outside Agencies
Town of Estes Park, Finance Page 5 of 5
Page 12
POLICY 671 – EXHIBIT A
Page 1 of 1
Base Funding Application
Funding Year: ______
Entity Name:___________________________________________________________
Contact Person:__________________________ Title:__________________________
Phone: ____________________________ E-mail:_____________________________
Address:_______________________________________________________________
Base Funding requested: $_________________
1.If your Base Funding request has increased by more than $5,000 from the
previous year, please explain what the additional funding would support.
2.Please attach the most recent fiscal year-end financial statements reflecting your
entity’s beginning and ending balances for the year. This requirement can be met
by submitting one or more of the following:
a.Financial statements as approved by your board
b.Audited statement or review by an outside expert
c.Most recently filed IRS Form 990
3.Please list all anticipated funding sources for the current and coming year. Be
sure to highlight any opportunities to leverage Town funds with external funds.
4.Please attach a list of your Board of Directors with names, Board titles, and
contact information (email, phone, and/or address).
I swear and affirm that all of the information included in this application, its
attachments, and its supplemental documents is true and correct to the best
of my knowledge.
_______________________________ _______________________________
Entity Director Board President/Chair
Page 13
POLICY 671 – EXHIBIT B
Page 1 of 2
Community Initiative Funding Application
Funding Year: ______
Project or Program Title:__________________________________________________
Entity: ________________________________________________________________
When was your entity established?:_________________________________________
Contact Person:__________________________ Title:__________________________
Phone:___________________________ E-mail:_______________________________
Address_______________________________________________________________
Dollar amount requested: $_________________
Please provide the following information to help us assess your entity’s eligibility:
Is your entity currently serving the Estes Valley? Y___ N___
1. What is the mission of your organization (100 words max)?
2. Describe the project or program that will be supported with the assistance to the
Town of Estes Park funding if granted (500 words max).
a. Please attach your anticipated detail budget for this project or program.
3. How does this project or program advance the Town’s Strategic Plan
(www.estes.org/strategicplan) (500 words max)?
4. What population and geographic area will be targeted for service through this
project or program (200 words max)?
5. How many people in the Estes Valley (total and unduplicated) do you expect to
serve with this project or program?
6. How will you measure the success of the project or program for which funding is
requested (200 words max)?
Page 14
POLICY 671 – EXHIBIT B
Page 2 of 2
7. Who will be responsible for the administration of the project or program for which
you are requesting funding (name, title, and entity only)?
8. Are there currently any other entities or organizations providing similar projects or
programs in the Estes Valley? If so, please identify them and describe any
cooperation (250 words max).
9. Please attach the most recent fiscal year-end financial statements reflecting your
entity’s beginning and ending balances for the year. This requirement can be met
by submitting one or more of the following:
a. Most recent financial statements as approved by your board
b. Most recent audited statement or review by an outside expert
c. Most recently filed IRS Form 990
10. Please list all anticipated funding sources for this project or program. Be sure to
highlight any opportunities to leverage Town funds with external funds.
11. Please attach a list of your Board of Directors with names, Board titles, and
contact information (email, phone, and/or address).
12. Please indicate the percentage of your Board Members who have contributed
funds to your project or program during the past year (please note that we are
not interested in the amounts given by individual Board Members, but instead in
the percentage of the Board Members who have financially supported the
organization).
I swear and affirm that all of the information included in this application, its
attachments, and its supplemental documents is true and correct to the best
of my knowledge.
_______________________________ _______________________________
Entity Director Board President/Chair
Page 15
POLICY 671 – EXHIBIT C
Page 1 of 2
Updated 09/2020
Event Sponsorship Funding Application
Applicant/Entity Name:___________________________________________________
Contact Person:__________________________ Title:__________________________
Phone:___________________________ E-mail:_______________________________
Address:_______________________________________________________________
Dollar amount requested (maximum funding $1,000): $_________________
Please provide the following information to help us assess your entity’s current non-
profit status:
Current Federal Employer Identification Number:_________________________
Registered with Colorado Secretary of State as non-profit?: Yes _____ No _____
Filed for 501(c)(3) with IRS?: Yes _____ No _____
Received non-profit status from the IRS?: Yes _____ No _____
Is another agency serving as your fiscal agent?: Yes _____ No _____
(If “yes,” list the agency’s name, address, and contact person)
__________________________________________________
Respond to the following in an attachment to this application form:
1. Please provide the name, date, and location of the event. (Event Sponsorship
applications must be received at least two weeks prior to the event in order to be
considered.)
2. Please describe the event, specifically noting how the event will benefit the
Town/community (no more than 250 words).
3. How many people are projected to attend the event?
4. If awarded, how would Town sponsorship funds be used?
Page 16
POLICY 671 – EXHIBIT C
Page 2 of 2
Updated 09/2020
5. How would the Town be recognized as a sponsor for the event (i.e. in
promotional materials or at the event)?
6. Is there an event admission fee? If so, how much?
7. Please list all other committed sponsors.
8. Please list any event partners.
Town of Estes Park Event Sponsorship Applicant
Declaration and Acceptance of Conditions
1. In the event that any funds allocated are not used for the event as described in
this application, or if there are misrepresentations in the application, the amount
of the funds allocated will be re-payable immediately to the Town of Estes Park.
2. The applicant will make or continue to make attempts to secure funding from
sources other than the Town of Estes Park.
3. The applicant agrees that the event shall not be represented as a Town service,
event, or program in any way (the only relationship being that the Town has
approved and granted financial assistance to the applicant).
4. Any sponsorship recipient shall indemnify and hold harmless the Town of Estes
Park and its employees and officers against any claims, costs, fines, or any other
losses or penalties related to the event for which a sponsorship has been
awarded.
5. The Town will be listed at the appropriate sponsorship level on all event
materials.
We swear and affirm that all of the information included in this application, its
attachments, and its supplemental documents is true and correct to the best
of our knowledge and is endorsed by the Entity which we represent.
_______________________________ _______________________________
Applicant Board President/Chair
_______________________________ ______________________________
Date Date
Page 17
Page 18
PUBLIC WORKS Report
To: Honorable Mayor Koenig
Board of Trustees
Through: Town Administrator Machalek
From: Greg Muhonen, PE, Public Works Director
Project Technical Advisory Committee (TAC)
Date: May 24, 2022
RE: Quarterly Update on Downtown Estes Loop (DEL) Project
Purpose of Study Session Item:
Update the Town Board on the activities that have taken place on the Downtown Estes
Loop (DEL) project since the June 8, 2021 Town Board Study Session.
Town Board Direction Requested:
Is the Town Board receptive to considering an ordinance that would allow nighttime
construction under certain conditions specified in a new ordinance? Such a change in
the municipal code could allow construction activities to occur during the night in order
to encourage expedited completion of the project.
Is the Town Board receptive to considering a future request for an amendment to the
Memorandum of Agreement with Central Federal Lands Highway Division (CFL) that
appropriates not more than $501k of additional local match funds so the project may
move forward to bidding the construction work?
Present Situation:
• Right of Way: The Phase 1 full acquisition of 8 parcels is complete. The Phase
2 right of way negotiations for the partial acquisition of easements and rights-of-
way slivers from 23 property owners are complete and agreements are signed.
The final four (out of 42 total) acquisitions are expected to close by the end of
June.
• CLOMR: the application to FEMA for the Conditional Letter of Map Revision was
submitted April 30, 2021. The FEMA review and approval process is expected to
take 9 to 12 months. FEMA reviewers again requested additional information in
their communication of March 24, 2022. AECOM responded April 12, 2022 and
May 4, 2022. The team is waiting for further direction from FEMA.
• Budget: CFL previously updated the project budget from $17.2 million (2014) to
$22.58 million (2021) to reflect the estimated additional costs to complete the
preliminary engineering (design, right of way acquisitions, easement acquisitions,
Page 19
and building demolition). The CDOT donated $580k of cost for the right of way
acquisition work, and CFL covered the balance with additional FLAP funds. No
additional local match funds were requested from the Town for this amendment.
The estimated construction cost in 2021 was $12.6 million. The current
anticipated total project cost is $30.7 million (exclusive of any overlay work on
West Elkhorn Avenue). Today the construction cost is estimated to be $19.5
million which reflects significant construction and fuel cost escalation
documented in recent bids received by CDOT and CFL. The true cost increase
remains unknown until actual bids are received. Additional funding is likely
needed to build this project.
• Schedule: This project was initiated with a Federal Lands Access Program
(FLAP) grant application submitted in 2013. The final design drawings are
expected to be completed by May 2022. The current anticipated completion date
for the constructed project is June 2024.
• Memorandum of Agreement (MoA). The MoA and Reimburseable Agreement
amendments were approved and signed by all parties in 2021. A second
amendment is needed in order to solidify funding by the partner agencies before
the project can be released for competitive bidding of the construction.
Proposal:
The project cannot progress to bidding until sufficient funding is documented to pay for
the construction. CFL is proposing to continue funding 82.79% of the project cost thru
the FLAP funds, contingent upon a 17.21% contribution from the local agency partners.
This would require an additional $501k in local match funds from the Town to secure a
total FLAP grant contribution of $25.4 million. Bidding is targeted for September 2022
with construction potentially starting in January 2023. The project construction activity
is expected to increase when warmer temperature return (April 2023) and extend thru
June 2024 due to Town limitations on downtown lane closures during the busy summer
visitation season. The construction potentially could be expedited if Town would allow
nighttime construction during warm weather summer months in 2023. If bids exceed
the current revised project budget, another discussion among the project partners will
be necessary to determine next steps pertaining to funding and scheduling.
Advantages:
• The project benefits are numerous and include relief to the Town’s downtown
traffic congestion problems, improved downtown mobility for bicyclists, reduction
in downtown flood risk from the Big Thompson River, improved water delivery for
fire protection, and closure to property owner uncertainty surrounding the DEL.
• Delaying bidding is expected to deliver more competitive bids for work starting in
2023.
Disadvantages:
• Some community members do not support the partner agencies building the
DEL.
• The construction activity in the heart of town is disruptive.
Page 20
Finance/Resource Impact:
The Town has expended no additional funds for this project since the previous quarterly
update. The Town remains obligated to pay a local match of $4.2 million (CDOT
devolution funds) for the Phase 1 project. An additional contribution from the Town of up
to $501k is necessary due to a variety of contributing factors discussed in the slide
presentation. The additional funds are available in the unallocated General Fund (101)
balance. The Town has spent $3,823,977 to-date. A total of $10.1 million has been
obligated by CFL to-date for this project.
PROJECT FUNDING SUMMARY
Year Project Cost FLAP Share CDOT Share Town Share
2014 $17.2 million $13 million $4.2 million $9,070 (scoping)
2021 $22.58 million $22 million $4.78 million $9,070 (scoping)
2022 $30.74 million $25.4 million $4.78 million $510,070*
* The Town has the option to spend an additional estimated $950k for the milling, overlay, & restriping of W Elkhorn by this project.
Level of Public Interest
The known level of public interest in this item is high.
Attachments:
1. Presentation slides
Page 21
5/25/2022
Draft Presentation subject to change.
Downtown Estes Loop Project
Estes Park Town Board Study
Session
May 24, 2022
Draft Presentation subject to change.
Today’s Agenda
• Progress Update
• Right of Way
• Permitting – CLOMR, 404
• Budget Update
• Agreements – MOU, IGA
• Project Schedule
• Construction Sequencing
• Next Steps
• Q&A
Attachment 2
Page 22
5/25/2022
Draft Presentation subject to change.
Project Scope
Draft Presentation subject to change.
Project Scope
• Project Scope:
– New intersection geometry, traffic signal, and stormwater pipes & inlets Elkhorn at Riverside
– New traffic signal and markings on Elkhorn at Moraine
– New on-street bike lanes and diagonal parking on Moraine.
– New RRFB & crosswalk on Moraine at Davis parking lot and sidewalk extension south to Picadilly
Square
– New roundabout on Moraine at Crags/Riverside with multiuse path extension on south side of
Moraine to about Davis Street
– Reconstruction and realignment of Riverside Drive with sidewalk on both sides and new bike lane &
parallel parking on one side
– Realignment and flood flow capacity expansion of the Ivy Street Bridge
– Expanded parking on E Riverside Dr new Misty Mtn
– Big Thompson River channel Improvements between Ivy St and Rockwell St with new water access
terraces on west bank
– Resurfacing and traffic flow reversal in the Post Office parking lot
– New concrete bus stop pullout on Riverside Dr north of Rockwell
– New traffic signals at Riverwalk crossings of Riverside and Moraine. Synchronized with Elkhornsignals.
• Does not include:
– Rockwell and Riverside Bridges
– Relocation of Public Restroom
– Downstream Floodplain Improvement
Page 23
5/25/2022
Draft Presentation subject to change.
Right-of-Way Acquisition
• CDOT is the lead agency for Right of Way (ROW) Acquisition on the Project.
• Process follows Uniform Relocation Assistance and Real Property Acquisition Policies
Act of 1970 (Uniform Act).
• 42 ROW parcels needed for the
project construction are either
under contract or closed.
• The last three ownerships are
under contract and should close
by the end of June.
CDOT owned properties
Draft Presentation subject to change.
Permits
Conditional Letter of Map Revision (CLOMR)
• Required for any changes to FEMA regulated floodplain
mapping for Big Thompson River Crossing
• CLOMR application submitted April 30, 2021.
• Three rounds of review comments/RFI from FEMA
(consultant)
• Public Notice sent to impacted property owners January
31, 2022
• Met with FEMA (consultant) on March 31, 2022
• Waiver request sent to FEMA on April 12, 2022
• Currently awaiting response from FEMA
Page 24
5/25/2022
Draft Presentation subject to change.
Permits
United States Army Corp of Engineers 404 Permit
• Required to perform work in the regulated waters of the US
• A Nationwide permit was secured in 2021
• A new rule change went into effect in February 2022 which
nullified the 2021 permit and imposed new stream bank
mitigation requirements
• CFLHD is currently exploring options to purchase stream
bank mitigation credits in lieu of adding more project delay
to learn and implement the new stream bank mitigation
process
Draft Presentation subject to change.
Budget Update
Work Phase Current Estimated Costs $1M Contingency on CN
Design $3,480,000 $3,480,000
R/W $6,920,000 $6,920,000
Stream Bank Mitigation $900,000 $900,000
Total PE $11,300,000 $11,300,000
Total CE $2,500,000 $2,500,000
Total CN for Schedule A*$16,000,000 $17,000,000
Total Costs $29,800,000 $30,800,000
Needed Match 17.21%$5,128,600 $5,289,000
Current Match $4,789,000 $4,789,000
Match Shortfall $339,600 $500,000
Option X $950,000
*CFL Adjusted CN from AECOM Estimate
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Draft Presentation subject to change.
Cost Factors
Major factors affecting cost:
– Increases in Right-of-Way Costs
– Stream bank credit purchase
– Unprecedented construction cost index
– Workforce and Supply chain/availability of materials
– Required (FEMA) flood and (USCOE) stream mitigation
– Escalating utility relocation costs
– Summer season construction restrictions on downtown roadways
Cost mitigation efforts:
– Value engineering to reduce project costs
– Early fall advertisement date – more competitive construction bids
– Potential elimination of Option X work on West Elkhorn Avenue
– Reevaluating construction restrictions to allow contractors more
flexibility in scheduling construction activities
Draft Presentation subject to change.
Agreements (MoA)
PROJECT FUNDING SUMMARY
Year Project Cost FLAP Share CDOT Share Town Share
2014 $17.2 million $13 million $4.2 million $9,070 (scoping)
2021 $22.6 million $17.8 million $4.8 million $9,070 (scoping)
2022 (proposed)$30.8 million $25.4 million $4.8 million $500,000*
*The Townhasthe optionto spendanadditionalestimated$950k for themilling, overlay,& restripingof W Elkhornby this project.
− The MoA and Reimburseable Agreement amendments were
approved and signed by all parties in 2021. CDOT contributed
an additional $580k at this time (in addition to the $4.2M in 2014)
− A second amendment is needed in order to solidify funding by
the partner agencies before the project can be released for
competitive bidding of the construction.
− CFL is proposing to continue funding 82.79% of the project cost
thru the FLAP funds
− A 17.21% contribution from the local agency partners is
necessary to secure the additional FLAP contribution
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Draft Presentation subject to change.
Agreements (MoA)
− This would require an additional $500k in local match funds from
the Town to secure a total FLAP grant contribution of $25.5
million. CDOT prefers the Town cover this cost in consideration
of their previous financial contributions to the project.
− If the bid prices exceed the budget and terms of the amended
MoA, the partner agencies will have to identify a funding solution
to the shortfall.
− Additional FLAP funding and local agency match contributions
would be discussed.
− A narrow window (typically within 60 days of bid opening) exists
to get the funding and award the contract.
− The alternative is to cancel the solicitation and readvertise at a
later date after making changes to the bid documents.
− There are numerous issues associated with cancelling a
solicitation. It is generally preferable to identify an increased
funding solution instead.
−
Draft Presentation subject to change.
Agreements (IGA)
Intergovernmental Agreement between the Town and
CDOT:
– Purpose is to clarify jurisdictional responsibility for the permitting,
operation, and maintenance of infrastructure improvements on both
Town and CDOT roadways
– IGA will be completed prior to construction completion.
Key Considerations:
– Riverside Ave still owned and maintained by the Town, but will
function as eastbound US36 route
– CDOT will transfer ownership of acquired parcels to the Town for
West & East Riverside.
– CDOT retains Elkhorn and Moraine as westbound US 36 route
– CDOT & IGA jointly approved access & work permits on these routes
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Draft Presentation subject to change.
Project Schedule
Draft Presentation subject to change.
Project Schedule
Major factors driving schedule:
– Final construction bid documents – August 2022
– Permitting (FEMA and USCOE) – Summer 2022
– ROW/Easement Acquisition – June 2022
Construction Schedule:
– Advertise September 2022
– Anticipated construction start January 2023
– Construction 2023/2024
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Draft Presentation subject to change.
Construction Phasing Considerations
• Seasonal Traffic Restrictions: Restrictions on daytime lane
closures from May 1 thru September 30
• Asphalt Pavement Availability: Not available from November 1 thru
April 15
• Maintain Full Movement Traffic: Detours during offseason periods
• Potential Night-Time Work: Expedite Construction Schedule
• Maintain Access to Residences and Businesses
• Seasonal Work in Big Thompson River: Requires
construction during low runoff season (November thru April)
• Significant Utility Relocation Effort
Draft Presentation subject to change.
Next Steps
•Upcoming Milestone:
– 100% Design Submittal – May 2022
– Complete Right of Way Acquisition - June 2022
– CLOMR application approval - June 2022
– USCOE 404 Permit - Summer 2022
– Utility Relocations:
• Private Utilities (Xcel, CenturyLink, TDS) – commence summer 2022 where possible
• Public Utilities (Town of EP Water/Power/Fiber, Sanitation Districts) – To be completed in conjunctionwith DEL Project construction
• Town Board Actions
– Would the Town Board like PW staff to bring them a new ordinance to allow nighttime
construction?
– Is the Town Board receptive to considering a future request for an amendment to the
Memorandum of Agreement with CFLHD that appropriates not more than $500k of additional
local match funds so the project may move forward to bidding the construction work? This
could be increased by an additional $950k if the Town wishes to have the West Elkhorn Ave resurfacing work completed by the project (Option X)
– Next update is tentatively scheduled for October 2022 after bids are opened
– Does the Town Board wish to receive study session updates during construction?
• Public Outreach by the contractor during construction
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Draft Presentation subject to change.
Questions and Answers
Page 30
TOWN BOARD STUDY SESSION
MEETING
May 24, 2022
Trustee Talks and Mayor’s Chats.
No packet material will be provided for
this item.
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June 14, 2022
• Visitor Center – Rocky Mountain
Conservancy Partnership
• Workforce and Attainable Housing
Philosophy
June 28, 2022
• Larimer County Regional Transportation
Planning
• Environmental Sustainability Task Force
Implementation Plan – Staff
Recommendations
Items Approved – Unscheduled:
• Air Quality and Woodsmoke
• Sidewalk Maintenance Ordinance
• Governing Policies Updates
• Stanley Park Master Plan
Implementation
• Quarterly CompPAC Update
• Downtown Loop Updates as Necessary
Items for Town Board Consideration:
• Quarterly CompPAC Update – July 12
Future Town Board Study Session Agenda Items
May 24, 2022
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