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HomeMy WebLinkAboutPACKET Parks Advisory Board 2021-1-20 Parks Advisory Board Agenda Current Members: January 21, 2021 Geoffrey Elliot (12/31/22) Vicki Papineau (12/31/21) 8:30 AM – 10:00 AM Kirby Nelson Hazelton (12/31/23) Rex Poggenpohl (12/31/22) *Virtual Meeting Ron Wilcocks (12/31/21) Vacant (12/31/23) Vacant (12/31/23) The Parks Advisory Board will participate in the meeting remotely due to the Declaration of Emergency signed by Town Administrator Machalek on March 19, 2020 related to COVID-19 and provided for with the adoption of Ordinance 04-20 on March 18, 2020 Options for the Public to Participate Remotely and Provide Public Input: 1. By Electronic Mail: Members of the public may provide public comment or comment on a specific agenda item by sending an email to publicworks@estes.org. The email must be received by 5:00 p.m., Wednesday, January 20, 2021. All emails will be provided to the Parks Advisory Board and incorporated into the minutes. 2. By Telephone Message: Members of the public may provide public comment or comment on a specific agenda item by calling (970) 577-3587. The calls must be received by 5:00 p.m., Wednesday, January 20, 2021. All call-in information will be provided to the Parks Advisory Board and incorporated into the minutes. 3. No public attendance at this meeting. PUBLIC PARTICIPATION DURING MEETING Options for participation in the meeting will be available by call-in telephone option or online via Zoom Webinar which will be moderated by the Parks Advisory Board Chairperson. CALL-IN (TELEPHONE OPTION): Dial public participation phone number, 1-833-548-0276 Enter the Meeting ID for the January 21, 2021 meeting: 984 8870 0122 followed by the pound sign (#). The meeting will be available beginning at 11:50 a.m. the day of the meeting. Please call into the meeting prior to 12:00 p.m., if possible. Request to Speak: For public comment, the Chairperson will ask attendees to indicate if they would like to speak – phone participants will need to press *9 to “raise hand”. The Chairperson will be moderating the Zoom session to ensure all participants have an opportunity to address the Parks Advisory Board. Once you are announced by phone please state your name and address for the record. PUBLIC PARTICIPATION (ONLINE): Individuals who wish to address the Board via virtual public participation can do so through Zoom Webinar at https//zoom.us/w/98488700122 – Zoom Webinar ID: 984 8870 0122. Start Time: The Zoom Webinar will be available beginning at 11:50 a.m. on the day of the meeting. Participants wanting to ensure their equipment setup is working should join prior to the start of the meeting at 12:00 p.m. Request to Speak: For public comments, the Chairperson will ask attendees to click the “Raise Hand” button to indicate you would like to speak at that time. The Chairperson will moderate the Zoom session to ensure all participants have an opportunity to address the Parks Advisory Board. • You will experience a short delay prior to re-connecting with the ability to speak. • State your name and address for the record. In order to participate, you must: • Have an internet-enabled smartphone, laptop or computer. o Using earphones with a microphone will greatly improve your audio experience. • Join the Zoom Webinar. o The link can be found above. • Click “Participate Virtually in the Transportation Advisory Board Meeting”. • DO NOT watch/stream the meeting via the website at the same time due to delays and possible feedback issues. Documents to Share: If individuals wish to present a document to the Parks Advisory Board, material must be emailed by Wednesday, January 20, 2021 by 12:00 p.m. to the Public Works Office at publicworks@estes.org. AGENDA NEXT PAGE AGENDA Parks Advisory Board Wednesday, January 21, 2021 12:00 p.m. Public Comment Co-Chair Rex Poggenpohl Approval of December Meeting Minutes Co-Chair Rex Poggenpohl 2021 Officer Elections Co-Chair Rex Poggenpohl Arts Master Plan – University Assistance Co-Chair Rex Poggenpohl Parks Division Update Parks Supervisor, Brian Berg Other Business Adjourn Marie Cenac, Town Board Trustee Liaison Brian Berg, Estes Park Public Works Staff Liaison Town of Estes Park, Larimer County, Colorado, December 17, 2020 Minutes of a Regular meeting of the PARKS ADVISORY BOARD of the Town of Estes Park, Larimer County, Colorado. Meeting held virtually in said Town of Estes Park on the 17th day of December, 2020. Committee: Merle Moore, Chair, Rex Poggenpohl Vice Chair, Geoffrey Elliot, Dewain Lockwood, Vicki Papineau, Ron Wilcocks Attending: Merle Moore, Geoffrey Elliot, Dewain Lockwood, Vicki Papineau, Rex Poggenpohl, Ron Wilcocks, Kevin McEachern, Greg Muhonen, Megan Van Hoozer Absent: Chair Moore called the meeting to order at 8:30 a.m. PUBLIC COMMENT No public comment. APPROVAL OF MINUTES A motion was made and seconded (Hazelton/Lockwood) to approve the November meeting minutes and all were in favor. MRS. WALSH’S GARDEN COMMITTEE UPDATE Chair Moore and Supervisor Berg shared expenses to date for the operation and upkeep Mrs. Walsh’s Garden. Annual expenses are consistently around $30K. With the funds remaining available, the Request for Proposal (RFP) can begin being drafted for the work needing performed. Berg stated the contractor is excited to secure a contract and begin the work. The RFP should be issued in the very near future. PLAQUE INVENTORY – EVLT BENCHES Chair Moore requested feedback from the PAB regarding creation of a recommend template for future recognition plaques listing allowed content. This stems from the situation where a picture was requested be added to the text on a plaque, resulting in coming before the PAB to determine what is allowable. Member Papineau walked around to each of the plaques installed to see what has already been logged and fill any gaps. Papineau captured the wording and location of each plaque. Over the past couple years, there has been discussion about removing plaques from the stantions and adhering them to large rocks near the bench. Doing so would soften the look of the Riverwalk. Supervisor Berg recently met with the Estes Valley Land Trust (EVLT) to have their final bench installed near Kind Coffee. Two EVLT benches were added over summer, but the dealer sent the benches four inches shorter than standard. Berg is working with a concrete contractor to lift the benches to standard height. Those purchasing the bench with the plaque in question used the Dick Orleans plaque as a template, and only in conjunction with the EVLT. The issue is the picture of the angel being proposed on the plaque. Upon receipt of the proposed plaque Berg questioned the content due to standards regarding Town property. Papineau stated the language is much more emotional than is typically added. The PAB needs to determine what limitations need put in place. Member Wilcocks shared his support of softening the look of the Riverwalk, as stated by Berg. Wilcocks further stated that there are already established guidelines regarding displays of a specific nature. Director Muhonen suggested that once feedback is received on a proposed template with structure, that Berg touch base with Town Attorney Kramer to determine lawfulness of expressed limitations. It was stated that it would be beneficial to limit the number of words or lines on the plaque. Multiple suggestions were made concluding that for Line 1 would be “In Memory Of. . . .”; Parks Advisory Board – December 17, 2020 – Page 2 Line 2 would include a date of some sort and lines three and four would have any added text (no images/logos, etc.) Member Hazelton agreed to the importance of following a structure similar to the others. Attorney Kramer can provide guidance on language regarding limitations. Chair Moore stated that it may be a good idea to pull samples based on Member Papineau’s research to provide as recommended styles. Muhonen recommended that the size of the plaque also be identified. Berg reminded the group that moving forward the EVLT will no longer be selling dedication benches. The Town has never facilitated a dedication bench, although there are a few that were donated for placement at the Visitor Center. Due to the unsure nature of future bench dedications, Berg requested the PAB finalize what’s being discussed understanding that the plaques fall under the Arts in Public Places (AIPP) program. Berg also stated that there’s not much room for more benches within the downtown core. Moore stated that some people are going to want bench dedications. The standard green benches the Town purchases would also work. Muhonen stated this will be a request moving forward, most likely, and is not anticipating support for this effort going away. While Trustee Liaison Cenac doesn’t have a sense for the demand, she does feel it should be discussed. AIPP GUIDELINES REVIEW PAB members performed their annual review of the Arts in Public Places (AIPP) Guidelines and came prepared with any suggestions for change. Member Pap ineau feels that the guidelines look good and has no recommended changes. Member Elliot stated it is important to incorporate these guidelines into the bench plaque discussions to ensure consistency. Member Wilcocks stated the guidelines look good and stated that the work Poggenpohl is doing could be added to the guidelines as an Appendix when completed. Moore stated he found no specific items needing changed during his review. Moore reaffirmed the current guidelines continue to be adequate and all agreed. Poggenpohl stated that the work done on the guidelines has been quite significant. If the Town moves forward with an Art Master Plan, it will realize these guidelines contain two- thirds of what is needed. Chair Moore stated that, regarding a potential Arts Advisory Committee (AAC), Poggenpohl captured a majority of the information necessary to define the committee’s purpose. Assistant Town Administrator (ATA) Jason Damweber composed, with assistance from Poggenpohl, a document requesting academic support in the creation of an Art Master Plan which was sent to a few universities. No responses have yet been received. Poggenpohl stated the Town would need an Art Master Plan to move forward with grant applications. Moore stated the master plan critically needs to identify and define art maintenance needs. Additional discussion is needed to determine appropriate timing for an Art Master Plan and identify where the committee should reside. Director Muhonen shared his concern about art expertise and staff time for added committees. There is no longer a Cultural Services group in the Town divisions but there are still functions in the town that may be softer, but more technical . An example is the Museum. Museum staff understand the care and maintenance of delicate artifacts. Without further discussion, their staff time may not allow this endeavor either. The bronzes maintained by the Parks Division. Estes Park is growing in many ways and an AAC would depict growth and expansion of art in the community. PAB was originally tree board, took AIPP under wing due to the bronze outdoor statues and benches. It seems it is time to make a change in how the whole art package is handled. Muhonen reached out Parks Advisory Board – December 17, 2020 – Page 3 to the ATA and Town Administrator (TA) Machalek sharing that Public Works is not specifically astute with art items. Public Works either needs staffed accordingly or a different area should manage the art program. This would include AIPP, the Decorating Utility Box (DUB) program, etc. If PAB agrees, discussions need to continue to determine next steps. Muhonen feels that the AAC should be treated the same as the PAB, advisory to the Town Board. The visions are big, and the time demands could be great. Trustee Cenac agreed, stating that the AAC would collaborate with PAB as needed. Chair Moore determined it would be best to wait for university inquiry responses prior to more discussions at this time. Moore thanked Rex for all the work done putting this information together. Member Wilcocks also shared agreement that the AAC should be managed under a different area. ESTES PARK WOMEN’S MONUMENT COMMITTEE UPDATE Member Wilcocks shared that the Women’s Monument Project is moving along well. The committee is embarking on formal fundraising and are already seeing money come in. The two competing artist teams are high caliber, with national and international recognition. One artist team was just commissioned by Congress for Women’s Suffrage Monument in Washington D.C. Wilcocks negotiated partnerships with both local newspapers who will be contributing significant in-kind work and advertising. This enables 100% of funding to go to the monument. Wilcocks further stated that final proposals are due to the committee February 28, 2021, with full models, pricing, and all other information. At that time, the information will be disseminated to the PAB. PROJECT UPDATES (Parks Supervisor Brian Berg) Supervisor Berg stated that staff is near completion of the 2021 flower order. The Parks Division has a solid budget while still maintaining cuts made in 2020, which includes seasonal staff cuts. All rocks/boulders have been delivered for the Wonderview (US-34)/MacGregor Ave. roundabout. Work to continue with hardscape and plantings in the Spring. Parks staff will then look to recreation and picnic area near the parking structure. Visit Estes Park (VEP) donated $30K to the Town to add a climbing boulder in that area. Berg is in communication with the Downtown Estes Loop design team about a few items allowing more workable irrigation, plowing, trees, and plantings. The Town can almost see a light at the end of the tunnel on the Thumb Open Space purchase. The Conservation Easement has been the most cumbersome item of the purchase. The Town is also working through title works, etc. Once the purchase is complete the master planning phase can begin. Berg will continue to inform the PAB on progress. Poggenpohl offered any assistance since he lives in that area. Berg has reached out to the area HOAs but agreed that individual citizen feedback would also be beneficial. Berg stated that the grant closing dates will not come until 2021. Berg plans to bring concept ideas that were put together in the 1990s, back to the PAB in the near future. Member Papineau shared that there is still a need for volunteers to perform trash pickup and other tasks for the Duck Race. If anyone on the PAB is interested, please contact Berg via phone or email. Berg also shared that Larimer County tilled a reseeded the area around Scott Ponds last week adding its rough country to get the seeding to take hold. Parks Advisory Board – December 17, 2020 – Page 4 OTHER BUSINESS Wilcocks, understanding that this is Chair Moore’s last meeting, thanked him for his excellent service and fantastic leadership. Asking what Moore would do next, Moore replied he had to set aside two major trips. Once he and his wife have received the vaccine, they will get back on schedule. Moore stated he has three kids, with two living on either coast. He just want to get out and catch up with family and friends and do some traveling. Moore thanked all PAB members, stating that b eing Chair is easy with all that volunteer to help. He futher stated that it has been his privilege to work with all the members and Town staff. Poggenpohl stated that all members appreciate your volunteer leadership and the efforts put into the PAB. Regarding electing new officers, Neither Poggenpohl nor Papineau will have the time needed for an officer role. Both are hoping Member Elliot will accept a nomination or volunteer as Chair. Moore confirmed this would be his last meeting as PAB Chair, but would continue to liaise between MWGAC and PAB as needed. Muhonen spoke to the deep, deep thanks for the work Moore has done on the PAB. Many successes and much work to get many foundational items for the arts program, Mrs. Walsh’s Garden, recommended plant listing for land use projects, and other investments in Estes Park. Member Lockwood shared that this would be his last meeting as well. Lockwood was awarded for planting over 20K trees in Nebraska. Muhonen shared many thanks for his volunteer service and camaraderie. Trustee Cenac stated the information received from the advisory boards is invaluable. The Town Board cannot make informed decisions without the recommendations received. Both Moore and Lockwood will be missed. There being no further business, a motion was made and seconded (Papineau/Poggenpohl) to adjourn the meeting and all were in favor. Chair Moore adjourned the meeting at 9:56 a.m. Megan Van Hoozer, Recording Secretary 1/15/2021 Town of Estes Park Mail - CSU, Arts Master Plan discussion, update. https://mail.google.com/mail/u/0?ik=778bd29806&view=pt&search=all&permthid=thread-f%3A1688978796067841517&simpl=msg-f%3A16889787960…1/1 Megan Van Hoozer <mvanhoozer@estes.org> CSU, Arts Master Plan discussion, update. 1 message J Rex Poggenpohl <poggenpohl@mac.com>Fri, Jan 15, 2021 at 11:34 AM To: Megan Van Hoozer <mvanhoozer@estes.org> Cc: Merle & Patricia Moore <m3psm@estesvalley.net>, Greg Muhonen <gmuhonen@estes.org>, Brian Berg <bberg@estes.org>, Jason Damweber <jdamweber@estes.org>, Travis Machalek <tmachalek@estes.org> Please include this below in the packet for the Parks Advisory Board meeting next week: In looking for inexpensive assistance to develop a Public Art Master Plan, Town Admin sent letters of inquiry to 3 local Universities with graduate departments in or similar to Arts Management. After the Holidays CSU responded with interest and a virtual meeting was scheduled and accomplished earlier this week. Jason Damweber, our Asst. Town Mgr lead the meeting, with myself and two reps from CSU: the Chair of the Art History Dept., and the head of the small graduate program in Arts Management. After introductions and us outlining our need for a Plan and possible other recommendations to situate the Town as attractive for Arts grants, the discussion covered the following: - they are interested in helping us as it credits them for their university Land Grant obligations to do outreach assistance to the Larimer County community, and would be good experience for students interested in the government or commercial sectors. - they see an opportunity for a multidisciplinary team from across 2 or 3 departments. - they have solid grant writing experience and talent. - they find an early semester followed by a summer internship program very attractive, knowing that we have flexibility in timing. - because of timing, they may not be able to organize something for this early semester. - they may not have faculty experienced in producing such Plan. - they will promptly talk to several faculty about the potential project after digesting info about our existing arts program and as soon as the rush of starting the semester next week allows. - we will promptly send them all pertinent info on our existing Arts program (done yesterday). My observations are: - CSU is interested and able to assist us. - our need is to have a Plan, it does not need to be an ideal one or one produced by a leading expensive consultant. - they have the ability to help us produce a Plan and any other items needed for us being an attractive grant candidate. - they may not be able to react in time to develop a Plan. before Town starts budgeting planning for next year. - our costs to use them could be small, possibly no more than some obvious incremental expenses. - it is likely that after some more discussions, they will respond with a proposal. - I am cautiously optimistic about this working out, mostly because it is so early in the discussions. Regards, ..... Rex Poggenpohl Co-Chair, Parks Advisory Board Revised 03/03/2020 1 | P a g e Parks Advisory Board BYLAWS I. ROLE The role of the Parks Advisory Board includes four primary responsibilities: A. Advise the Public Works Parks Division Staff on compliance with Tree City USA Standards. B. Advise the Board of Trustees regarding the establishment and implementation of a Public Art Policy that guides the acceptance and placement of public art memorials, donations, and purchases. C. Advise the Public Works Parks Division Staff and the Board of Trustees on content and implementation of technical standards for public and private parks, trails, plantings, invasive plants, noxious weeds, and pest control. D. Support the Community environmental/wetlands educational programs in the schools and community efforts on river restoration, clean up, bank revegetation, and water quality protection. E. Advise the Public Works Parks Division Staff and the Board of Trustees on content, implementation and compliance with any restrictive covenants that may govern the acceptance by the Town of any donated park lands. In addition to these bylaws, the Parks Advisory Board operates under the terms of the Town of Estes Park Volunteer Manual. A copy of that document, along with these bylaws, shall be provided to each member at the time of their appointment. II. MEETINGS A. Regular Meetings shall be held at least one time per month. Any item on the agenda which cannot be heard and considered by the conclusion of the meeting may be continued until and heard at the next regularly scheduled meeting or a specially scheduled meeting and shall have priority over any other matters to be heard and considered. B. Special Meetings may be held at any time upon call by the Chairperson. The Chairperson shall call a special meeting upon request by the Town Board or Town Administrator, or upon request by three of the members of the Parks Advisory Board. C. Cancellation of Meetings Regularly scheduled meetings of the Parks Advisory Board may be canceled or rescheduled upon: 1. Approval by two-thirds of the members of the Board. 2. By the Staff Liaison in the event that no agenda items are scheduled at the meeting to be cancelled, or if there would be no quorum. D. Meeting Procedures for matters requiring action by the Board, parliamentary procedure shall be followed in moving, discussion, and acting on such matters. Revised 03/03/2020 2 | P a g e E. Open Meetings All meetings and action of the Board shall be in full compliance with State Statutes governing open meetings as amended and incorporated herein by reference. It is the responsibility of the Staff Liaison to be familiar with these statutes and regulations. F. Attendance by Non-members Meetings may be attended by persons who are not members of the Parks Advisory Board. At the discretion of the Chairperson, nonmembers may be allowed to speak at meetings. However, in no event shall nonmembers be allowed to vote on matters for which a vote is required. III. MEMBERS AND QUORUM A. Membership shall consist of citizens living in the Estes Valley School District and have experience with trees, weeds, public art, trails or park design, and environmental education and design. There shall be no more than 7 members. B. Terms Members shall be appointed to a 3 year term. The terms of the members shall be staggered so that the terms of an equal number of the members expire each year. C. Vacancies shall be filled by appointment by the Town Board for the unexpired portion of the term of the position to be filled. D. Recommendations for Appointment Upon request by the Town Board, the Parks Advisory Board shall make recommendations for appointments to the Town Board. E. Ex-officio members of the Board shall not vote on matters requiring a vote by the Board. F. Quorum A Quorum shall be a majority of the sitting Board. A quorum must be present in order to take a vote on any action items. G. Action by the Parks Advisory Board shall be by majority vote of the members attending any regular or special meeting at which a quorum is present, unless otherwise provided in these by- laws IV. OFFICERS A. Officers shall include a Chairperson and a Vice Chairperson as selected by the Board. B. Elections Officers shall be elected by the members annually, at the first regularly scheduled meeting of each year. Officers shall be members of the Board. Notification of who is elected Chair will be sent to the Town Clerk. C. Chairperson responsibilities: 1. Preside at all meetings. 2. Insure that all meetings are conducted with decorum and efficiency. 3. Call special meetings in accordance with the bylaws. 4. Sign any documents prepared by the Parks Advisory Board for submission to the Town Board or town departments. 5. See that decisions of the Board are implemented. Revised 03/03/2020 3 | P a g e 6. Represent the Board in dealings with the Town Board or other organizations. 7. The Chairperson has the same right as any other member of the Board to vote on matters before the Board and to speak for or against proposals, provided however, that if the Chairperson desires to speak for or against proposals, which have been formally moved and seconded at a public meeting, the Chairperson shall relinquish the chair to the Vice-Chairperson while he or she is speaking D. Vice-Chairperson responsibilities: 1. Assist the Chairperson as requested. 2. Accept and undertake duties delegated by the Chairperson. 3. Preside over meetings or perform other duties of the Chairperson in the event the Chairperson is absent or unable to act. E. Removal from Office Any officer may be removed from office by a majority vote of the members of the Parks Advisory Board in attendance at a meeting provided that at least thirty days notice has been given to all members that removal of the officer will be considered at such meeting. F. Officer Vacancies If any office is vacant, the members of the Board shall elect a member to fill the office for the remainder of the year. V. ATTENDANCE Regular attendance by the members of the Board is expected. VI. GENERAL PROVISIONS These bylaws may be amended at any regular or special meeting of the Parks Advisory Board by a majority of the membership of the Board provided that notice of such possible amendments is given to all members at least 20 days prior to the meeting at which action is to be taken: Any amendments shall be subject to review and approval by the Town Board. VII. COMPLIANCE WITH TOWN POLICIES A. The Board shall operate in compliance with the adopted Town Board policy on Town Committees, Policy 102 as amended. The terms of this policy are incorporated in these bylaws by this reference and are available upon request. B. Volunteer members of the board will act in accordance to the adopted Town Volunteer Manual. VIII. CONFLICT OF INTEREST A. A conflict of interest occurs when a person’s private, personal relationships or interests diverge so that an independent observer may reasonably question whether the person’s actions or decisions are determined by personal benefit, gain, or advantage. B. Members of the Board shall not use their membership for private gain, and shall act impartially and not give preferential treatment to any private organization or individual. Revised 03/03/2020 4 | P a g e C. A member of the Board who has a personal or private financial interest in a matter proposed or pending shall disclose such interest to the committee; shall not vote on the item; and shall not attempt to influence the decisions of other members voting on the matter. Adopted the ________ day of _____________, 2018 PARKS ADVISORY BOARD By: ________________________________ Chairperson Reviewed and approved the _____ day of __________________, 2018. ESTES PARK BOARD OF TRUSTEES By: ___________________________________ Mayor