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Home My WebLink AboutMINUTES Town Board Budget Study Session 2022-10-06RECORD {)FPROCEEDINGS Town of Estes Park, Larimer County, Colorado, October 6, 2022 Minutes ofaRegular meeting of the TOWN BOARD BUDGET STUDY SESSION ofthe Town of Estes Park. LahrnerCountv. Colorado. Meeting held at TnVvO HG|| in said Town Of Estes Park on the 8m day of {}[tObe[' 2022. Board: Mayor Koenig, Mayor Pro Tom VVebermoier, Trustees Attending: All Also Attending: Town Administrator MachalekAssistant Town Administrator Damwebar, Finance Director Huduon, Directors Bergstan. Hinkle, and yNuhonon. yNanagem&1oEuchem. andGo|eobee. Supervisor Berg and Deputy Town Clerk Beers Absent None Mayor Koenig called the meeting 10order at1:UUp.m. COMMUNITY SERVICES Events: The proposed budget includes replacement of a water hmok valued at approximately $150.000. Event Center acoustical panels at$75.0UU and travel stipends valued at $7.500. The Town would orgonioa, p|an, and execute the Rooftop Roden which was reflected in the revenues and expenses. Items rusouumd within the base budget included implementing a plan to hold Bond Park events in different locations tu help spread the audience throughout Town and explore broader economic impact analysis for all events the Town produces and hosts. Board questions have been summarized: Whether staff knew what the budget was prior to assuming the Rooftop Rodeo and ifthe Town would outaourcethe acoustical panel installation. COMMUNITY DEVELOPMENT Planning: The Planning division revenues are estimated at$4O.00Oand expenditures of$0O1.1O4. The division would complete the new Comprehensive P|en, evaluate and improve the development review pmcoss, implement the Downtown P|an, phohdoy code amendmento, and complete the Community Planning Assistance for Wildfire pm000a and begin implementation of recommendations. The budget included the development code rewrite at $15U.O0Oand the Community Development office remodel atS22O.000. Updates to the remodel included digitizing voluminous paper records and improve ouetomer/etaffintenecdone and service. Town Administrator [Nmuha|ek stated an additional $50.000vvou|d be allocated in 2023for document management and the digitization of paper records organization wide. Board discussion ensued regarding opportunities to utilize the staff vacancy to address digitization needs. Director Garner stated filling the vacant position was not budgeted in 2023. and highlighted the importance of the position meeting the greatest needs in the department while secondarily addressing other administrative needs. Building: The division has budgeted $564.000 in :avenues with expenditures at $672.840. Staff would continue the contract with Smfe8uilt to provide building inspection services in 2023. Staff would modify the building codes and regulations to support alternatives and distributed energy, and adopt the 2O21 International Codes. PUBLIC WORKS Director Muhonen reviewed the Public VVodm department which completed a reorganization in2O22 and consists ofEngineering (Streets and Stonmwatar). Facilities and Parks, and Mobility Services (Parking/Transit/Fleet). Public Works estimated 2023 revenues of$11.222.3O8and expenditures of$2O.807.S24 The budget consists uf28 full time amp|uyooa, seven of which are vacant and 17 seasonal employees. He reviewed grant funded projects and ammndu including: Community Drive/US36 RECORD OF PROCEEDINGS Town Board Budget Study Session — October 6, 2022— Page 2 Roundabout (CMAQ) $710,000 and (CDOT) $550,000: Fall River Trail $1.4 million and Big Thompson/Fall River Planning $410,000. Facilities & Parks: Facilities budgeted $52,528 in revenues with expenditures at $1,786,957. Decision packages included employee housing reserve, Museum roof/wall modifications to fix a leaking roof, land purchase options, and the design for a Town Hall central reception area. Facilities continues to work on completing the ADA transition plan and developing and implementing an annual budget for facility expansion needs as identified in the Facilities Master Plan. Discussion ensued regarding updating the elevator to meet ADA compliance. Staff stated the cost could be higher than anticipated at over a million dollars and the future of services remaining downtown would need to be considered. The Parks budget estimates revenues at $25,000 and expenses of $1,544,801. Decision packages included trail maintenance equipment, compost and soil screen, a second green house, Walker riding mower, and replacing a vehicle through the vehicle replacement fund. The Parks Master Plan would not be resourced in 2023. Discussion ensued regarding the greenhouse roof, compost, and grant opportunities for converting equipment to electric when replaced. Streets & Stormwater: The divisions estimate revenues at $367,106 and expenses of $2,043,140. The divisions are comprised of seven employees reflecting three from both Streets and Stormwater, a single employee shared between both departments and a single seasonal employee. The budget included reclassifying and increasing paving striping contract, street sweeper lease purchase, and replacing a 2012 GMC 3500 4x4 vehicle. Discussion ensued regarding street maintenance responsibilities, equipment costs, delays in manufacturing and limited availability of equipment. Mobility Services: Revenues are estimated at $60,000 for sponsorships on buses and expenses are proposed at $700,291. The division would begin work on a 2043 Multimodal Transportation Plan and Fleet Zero Emission Vehicle Transition Plan. Staff has pursued grant funding for the Fleet Zero Emission Vehicle Transition Plan which has not been awarded. The proposal would not include the Transit Development Plan although staff anticipate grant funding opportunities in 2023. Parking: Revenues exceed the expenses in 2023 with an estimated $838,875 in revenues and $811,215 in expenses. Staff would prepare recommendations to guide implementing the Electric Vehicle Infrastructure & Readiness Plan and utilize Senate Bill 267 grant funds to design transit & parking improvements in the Visitor Center Parking Lot. Discussion ensued regarding the use of the barnacle for parking enforcement in 2022 and what would trigger an hourly increase in parking fees. Staff stated at the end of each season staff would evaluate and determine which changes may be best for users taking into consideration factors such as downtown changes or construction. Fleet: Revenues are estimated at $850,300 and expenses are proposed at $855,131. Mayor Koenig called a 10-minute break at 2:30 p.m. and reconvened the meeting at 2:45 p.m. CONSERVATION TRUST FUND The lottery funds are used to address noxious weed maintenance on Town owned properties. A one-time expenditure of $40,000 would be completed for landscaping improvements in 2023. A pathway at the Women's Monument would be made to incorporate ADA compliance for inclusive viewing improvements. OPEN SPACE The county tax revenues are proposed at $476,000 and estimates expenditures of $302,674. These funds are expended for program management and administration for trail expansion and grants, noxious weed management and capital projects through 2043. The budget includes funds for a one-time parks landscaping replacement $68,900 along with budgeted conservation trust funds. RECORD OF PROCEEDINGS Town Board Budget Study Session — October 6, 2022— Page 3 Engineering (Street & Stormwater): The division has no revenues identified for 2023 and $623,413 in expenses. Projects to be addressed in the upcoming year include Downtown Wayfinding Phase 3 $200,000 and Wonderview Village Townhome sidewalk $120,000. Staff would establish a task force consisting of representatives from Public Works, TAB, RMNP, CDOT and FHWA to identify opportunities, challenges, and timing for inclusion in a FLAP grant application in 2024. The grant would be utilized to fund the design, environmental clearance, public outreach, and construction of the Moraine Ave Multimodal Improvements and a roundabout at the intersection of Moraine Ave and Mary's Lake Road. Street Improvement - 1A Fund: The fund has $2,845,123 in revenues and $5,075,409 in expenses budgeted for 2023. Staff would complete major street rehabilitation in 2023 for Cleave Street. Trails Expansion - 1A Fund: The fund has $2,592,651 in revenues and $3,133,717 in expenses. Staff would continue to complete the design and construction of the Fall River Trail extension in 2023 and 2024. Items not resourced include design and construction of the multiuse path on the west side of Community Drive between Manford Ave and US36. UTILITIES FUND The Utilities fund contains Power and Communications and Water funds. Power and Communications (P&C): The division estimated revenues of $21,658,400 million and $21,414,212 million in expenditures. The division would complete the 2023 Strategic Plan objectives with partial funding of the ERP Accounting system replacement, reduce P&C transfers to the general fund, expand the P&C shop, wildfire mitigation efforts, Beaver Point circuit rebuild and automated meter reading improvements. Water: The division has estimated revenues of $6,483,360 million and $3,187,230 million in expenditures. The division would complete 2022 Strategic Plan objectives with the partial funding of the new ERP Accounting system replacement, Reclamation Neighborhood, Carriage Hills design, Glacier Storage Tank Modifications and Mary's Water Treatment Plan pre-treatment design. The budget does not reflect the recently approved United States Department of Agriculture (USDA) grant funding to support the reconstruction of the Prospect Mountain Water Distribution System which was approved at the September 29, 2022 meeting. MISCELLANEOUS Finance Director Hudson provided a review of the 2023 proposed budget stating a 26.5% fund balance has been forecasted for 2023, well above the 25% required by policy. The sales tax revenues are projected at 1.1% increase over 2022 estimates. Several projects are expected to roll over from 2022 to 2023, including: Fall River Trail Project, Community Drive intersection, second Electric Trolley acquisition, numerous utility projects, including broadband construction. The General fund would have a capital reserve of $2.2 million which could be used for one-time costs. The budget consists of two new full-time positions and three full-time fixed term positions. The budget would be presented at the October 25, 2022 and November 8, 2022 Town Board meetings. Comments were heard from the Board related to the resources used to produce packets and reducing the use of black ink and printed copies of the budget documents to lessen consumption of resources. There being no further business, Mayor Koenig adjourned the meeting at 3:41 p.m. Bunhy Victoria Beers, Deputy Town Clerk