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HomeMy WebLinkAboutPACKET Town Board 2012-05-08 The Mission of the Town of Estes Park is to plan and provide reliable, high-value services for our citizens, visitors, and employees. We take great pride ensuring and enhancing the quality of life in our community by being good stewards of public resources and natural setting. BOARD OF TRUSTEES - TOWN OF ESTES PARK Tuesday, May 8, 2012 7:00 p.m. AGENDA PLEDGE OF ALLEGIANCE. (Any person desiring to participate, please join the Board in the Pledge of Allegiance). PROCLAMATION: MONTH OF THE TREE. PUBLIC COMMENT. (Please state your name and address). TOWN BOARD COMMENTS / LIAISON REPORTS. TOWN ADMINISTRATOR REPORT. 1. CONSENT AGENDA: 1. Town Board Minutes dated April 24, 2012. 2. Bills. 3. Committee Minutes: A. Community Development/Community Services, April 26, 2012. 4. Estes Park Tree Board minutes dated March 30, 2012 (acknowledgement only). 5. Model Traffic Code, Revised 2010 – Introduce Ordinance and set Public Hearing for June 12, 2012. 2. REPORTS AND DISCUSSION ITEMS. 1. STATE OF THE TOWN. Mayor Pinkham. 2. 2012 REVISED IT CAPITAL EXPENDITURES. Superintendent Fraundorf. 3. LIQUOR ITEMS. Prepared 4/27/12 *Revised 5/4/12 NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was prepared. 1. APPLICATION FILED BY C-ZAK, INC., DBA RODEWAY INN OF ESTES PARK, 1701 N. LAKE AVENUE FOR A NEW TAVERN LICENSE (CHANGE OF CLASS). Town Clerk Williamson. 4. PLANNING COMMISSION ITEMS: Items reviewed by Planning Commission or staff for Town Board Final Action. 1. ACTION ITEMS: a. SPECIAL REVIEW 2012-02. COLORADO CARRIAGE & WAGON, Jim Rice/Owner – Provide carriage rides in downtown area. Planner Shirk. b. SPECIAL REVIEW 2012-03. HEARTS & TAILS CARRIAGE COMPANY, Jerry Higgason/Owner – Provide carriage rides in downtown area. Planner Shirk. 5. ACTION ITEMS: 1. ORDINANCE 05-12 – AMENDING THE LEASE AGREEMENT WITH THE ESTES PARK LIONS CLUB FOR THE CONCESSION STAND AT STANLEY PARK FAIRGROUNDS. Manager Winslow. 2. ESTES PARK MIDSUMMER FESTIVAL IN BOND PARK. Manager Winslow. 3. ESTES PARK HOUSING AUTHORITY BOARD APPOINTMENTS. Director Kurelja. 4. WIEST RETAINING WALL CONTRACT. Director Zurn. 5. KIOWA RIDGE LAND PURCHASE (WATER TANK & OPEN SPACE). Interim Town Administrator Richardson. 6. AGREEMENT FOR VIRGINIA DRIVE, PARK LANE AND MACGREGOR AVENUE REHABILITATION PROJECT - WIDAWSKI PROPERTY. Director Zurn. 6. ADJOURN. * Town of Estes Park, Larimer County, Colorado, April 24, 2012 Minutes of a Regular meeting of the Board of Trustees of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Town Hall in said Town of Estes Park on the 24th day of April, 2012. Meeting called to order by Mayor Pinkham. Present: William C. Pinkham, Mayor Chuck Levine, Mayor Pro Tem Trustees Eric Blackhurst Mark Elrod John Ericson Wendy Koenig Jerry Miller Trustee Elect Ron Norris Trustee Elect John Phipps Also Present: Greg White, Town Attorney Lowell Richardson, Interim Town Administrator Jackie Williamson, Town Clerk Absent: None Mayor Pinkham called the meeting to order at 7:00 p.m. and all desiring to do so, recited the Pledge of Allegiance. PUBLIC COMMENTS Tony Schetzsle/Town citizen and Longs Peak Rotary member thanked the sponsors of the After Prom program including the Estes Valley Sunrise Rotary, Bank of Colorado, US Bank, Poppy’s and Mama Roses and the Town of Estes Park. He thanked the Trustees for their service to the community. Charley Dickey/Town citizen and Estes Valley Partners for Commerce (EVPC) Board member requested EVPC be placed on the first Town Board meeting of each month in order to provide an update on their efforts and to allow a discussion with the Town Board. He stated the Estes Valley job fair was a success and a number of businesses hired employees during the event. He said the Economic Development Council of Colorado’s Spring Conference will be held at the Stanley Hotel April 25-27, 2012. Lindsay Lamson/Estes Area Lodging Association member stated he attended the recent public hearing for the RTA applications and thanked the Town and other local citizens for attending the hearing. Joanna Darden/Town citizen thanked the outgoing Trustees Levine and Miller for their service to the community. Mrs. Darden read a prepared letter in opposition to the Elkhorn Project, stating the project is risky and speculative. She requested the Board not take action on the item should the RTA application be approved. TOWN BOARD COMMENTS / LIAISON REPORTS. Trustee Blackhurst stated the Estes Park Housing Authority has received four applications for two openings on the Board and would be holding interviews within the week. Trustee Ericson commented the Open Lands Small Program grants are available for small community projects to be funded in 2013, and he encouraged community groups including HOAs to apply. The county would hold a public open house on Friday, May 4th from 5:00 to 8:00 p.m. to discuss the proposed hunting management plan at Hermit Park. Board of Trustees – April 24, 2012 – Page 2 Trustee Koenig stated the Town and the Western Heritage Inc. (Rooftop Rodeo Committee) continue to work on an MOU. She thanked both Trustees Levine and Miller for their service, passion and hard work during their terms. Trustee Miller stated the Visit Estes Park (LMD) has begun work on their 2013 marketing plan. Mayor Pinkham commented on the group of Estes Park school students that addressed the commission in Denver stating support for the Town’s RTA application. He stated a question and answer session with the commission would be held on May 3rd. TOWN ADMINISTRATOR REPORT. None. 1. CONSENT AGENDA: 1. Town Board Minutes dated April 10, 2012 and Study Session Minutes dated April 10, 2012. 2. Bills. 3. Committee Minutes: a. Public Safety, Utilities and Public Works, April 12, 2012: 1. Allenspark Circuit Upgrade, Selcon Utility, $418,002.50 – Budgeted. 2. Water Conservation Plan. 3. GIS Consulting Contract with InVision GIS, LLC. 4. Estes Valley Planning Commission Minutes, March 22, 2012 (acknowledgement only). It was moved and seconded (Levine/Miller) to approve the Consent Agenda, and it passed unanimously. 2. ACTION ITEMS: 1. VOLUNTEER MANUAL. Director Kilsdonk stated at the March 27, 2012 the Board requested staff solicit comments from the volunteer groups impacted by the manual. Staff received feedback from a number of the groups including volunteer groups with formal agreements with the Town, standing committees and boards, and a few Town staff members. The following is a summary of the concerns: the applicability of the manual to Town Board appointed volunteers on standing committees and boards such as independent districts, LMD and the Housing Authority; Waiver and Indemnification should not be required of every volunteer and many do not want to release the Town from liability if they are injured performing their volunteer function, and should not be required of groups that carry their own insurance; Volunteers for Affiliated Agencies versus Town Volunteers – should volunteers who work for a non-profit be included and what terms, conditions and rules should apply to a non-profit; Background checks should not be required of all volunteers, perhaps sensitive positions; Town Employee as Volunteers do the requirements allow for employees to volunteer for organizations receiving community service grants, run for special district board positions, can volunteers work seasonal positions in another department, and the manual does not allow Town employees to provide a valuable service to the Town and the community through volunteering; and document length was an issue for a number of the volunteer groups. Board comments were heard and are summarized: Trustee Koenig thanked staff for providing a detailed report of the input and she questioned the Town’s exposure. Trustee Miller requested the policy be tabled for 12 months to allow Board of Trustees – April 24, 2012 – Page 3 the new Town Administrator to provided input and receive additional input from the volunteer groups. He expressed concern the Town may lose volunteers if they are required to sign the liability and indemnification document. He also stated private non-profits that benefit from Town funding should not be included in the manual. Trustee Elrod agrees the document needs additional work to address concerns, should be reviewed by the new Town Administrator, and requested the liability and indemnification document be reworded and reviewed with CIRSA to confirm the document would be required. Trustee Blackhurst requested staff meet with concerned Board members to address issues and bring the policy back for consideration this summer. Attorney White stated the policy manual would protect the volunteers and the Town. A Town employee volunteering creates the greatest risk to the Town due to FSLA regulations as it relates to the Town’s exposure. Staff would begin an extensive training process with each of the groups affect once the policy has been approved with an implementation date of July 1st. Trustee Blackhurst requested a report on the affects of the policy 12 months from implementation in order for the Board to review the impact and effectiveness of the policy. After further discussion, it was moved and seconded (Blackhurst/Levine) to table the volunteer manual for 60 days to allow staff to review the concerns and report back to the Town Board on the progress in July, the motion passed with Trustee Miller voting “No”. 2. APRIL 3, 2012 ELECTION REPORT. Town Clerk Williamson reviewed the Official April 3rd Election Report: FOR MAYOR: Total Votes Cast BILL PINKHAM* 1181 RICHARD HOMEIER 643 FOR TRUSTEE: Total Votes Cast MIKE WILLIAMS 575 JERRY MILLER 785 JOHN PHIPPS * 798 CHARLEY DICKEY 576 RON NORRIS* 1035 JOHN ERICSON* 923 TOTAL BALLOTS CAST = 1,894 *Elected to 4-yr. terms Total Active Registered Voters = 3,495 Total Registered Voters = 4,495 Percentage Turnout = 54.2% for active = 42.1% for all voters The two ballot questions failed and therefore the Town would continue to publish ordinances, bills and contracts in a local paper. As all invoices have not yet been received, the Election Expense Report will be distributed to the Town Board in the near future. Board of Trustees – April 24, 2012 – Page 4 ACKNOWLEDGEMENT OF MAYOR PRO TEM LEVINE & TRUSTEE MILLER. Mayor Pinkham presented Mayor Pro Tem Levine and Trustee Miller with a Town Plaque commemorating their service to the community, and “Resolutions of Respect” honoring their active participation on the goals and achievements of the Board of Trustees during their terms of office as Trustee. Concluding the presentation, Mayor Pinkham announced a recess at 8:09 p.m. for a reception. Mayor Pinkham reconvened the meeting at 8:29 p.m. 3. SWEARING-IN CEREMONY FOR NEWLY-ELECTED MAYOR AND TRUSTEES. Municipal Judge Brown conducted a Swearing-In Ceremony for newly elected Mayor William (Bill) Pinkham and Trustees John Ericson, Ron Norris and John Phipps. 4. MAYOR PRO TEM. Mayor Pinkham reviewed the Municipal Code which states at the Board’s first meeting following the certification of the results of each biennial election, the Board of Trustees shall choose one of the Trustees as Mayor Pro Tem. He stated traditionally the Mayor has made a recommendation to the Board for their consideration. The Mayor apologized to the Town Board for a recent error in proving Trustee Blackhurst name to the Economic Development Council as the Mayor Pro Tem and stated it was not an attempt to preempt the Board’s decision. Trustee Elrod thanked the Mayor for pointing out the error and stated he communicated his concern to the Mayor on naming a Mayor Pro Tem to an outside entity prior to the Board taking action. Trustee Elrod requested all interested in serving as the Mayor Pro Tem to come forward, and both Trustee Blackhurst and Ericson expressed an interest. A discussion ensued regarding the both Trustee Blackhurst and Ericson’s interest, ability to serve and time commitment required. Both expressed an interest and ability to serve; however, Trustee Blackhurst stated the time commitment may be an issue because of his need to work 40 to 60 hours a week. He has communicated to the Mayor that he would make himself available to the best of his ability. Trustee Ericson did not foresee and issue with the time commitment. Attorney White confirmed the Mayor Pro Tem would fulfill the Mayoral role when the Mayor was not available; however, he would continue to be a part of the quorum. The Mayor Pro Tem would not vote when acting as Mayor as has been the practice of the Town. If the Mayoral seat was vacated the Mayor Pro Tem would not automatically fill the position. It was moved (Elrod) to elect Trustee Ericson as Mayor Pro Tem, and the motion failed due to a lack of a second. Public comment included Charley Dickey/Town citizen thanking the Board for the discussion. Johanna Darden/Town citizen stated concern with the discussion and disturbed the Mayor would decide on a Mayor Pro Tem when the Board should make the decision. Bob Winslow/Town citizen stated Trustee Blackhurst would serve the Town Board well and stated the Mayor should have a say in who he works with. It was moved and seconded (Koenig/Phipps) to elect Trustee Blackhurst as Mayor Pro Tem, and it passed with Trustee Blackhurst abstaining. 5. APPOINTMENTS. Mayor Pinkham. 1. Standing Committees Community Development/Community Services Committee Trustee Ericson, Chair Trustee Elrod Board of Trustees – April 24, 2012 – Page 5 Trustee Norris Utilities, Public Works & Public Safety Committee Trustee Blackhurst, Chair Trustee Koenig Trustee Phipps The Town Board acknowledged the appointments made by Mayor Pinkham to the Town’s standing committees. 2. Special Committees Audit Committee Mayor Pinkham Trustee Ericson Town Administrator Lancaster Assistant Town Administrator Richardson Town Treasurer/Finance Officer McFarland It was moved and seconded (Blackhurst/Norris) to approve the appointments to the Audit Committee as listed, and it passed unanimously. Tree Board Trustee Ericson, 4/16 It was moved and seconded (Blackhurst/Elrod) to approve the appointment of Trustee Ericson to the Tree Board, and it passed unanimously. 3. Town Officers Lowell Richardson, Assistant Town Administrator Jackie Williamson, Town Clerk Cynthia Deats, Deputy Town Clerk Gregory A. White, Town Attorney John P. Frey, Assistant Town Attorney Steve McFarland, Town Treasurer/Town Clerk Pro Tem Gary R. Brown, Municipal Judge John W. Easley, Jr., Assistant Municipal Judge Trustee Ericson requested the Assistant Attorney attend any meetings in which Attorney White would not be available. It was moved and seconded (Koenig/Norris) to approve the appointments of Town Officers as listed, and it passed unanimously. 4. Town Administrator Frank Lancaster, Town Administrator It was moved and seconded (Koenig/Blackhurst) to approve the appointment of Frank Lancaster as Town Administrator, and it passed unanimously. 5. Liaison Positions Estes Park Western Heritage, Inc. (Rooftop Rodeo) Liaison – Trustee Koenig Estes Valley Planning Commission Liaison, Trustee Elrod Local Marketing District Committee Liaison, Trustee Norris Sister Cities Liaison, Trustee Koenig It was moved and seconded (Blackhurst/Ericson) to approve the liaison appointments as listed, and it passed with Trustee Koenig abstaining. Board of Trustees – April 24, 2012 – Page 6 6. Miscellaneous Appointments North Front Range Water Quality Planning Association Superintendent Boles Platte River Power Authority Board of Directors Mayor Pinkham, 4/16 Director Bergsten, 12/15 Windy Gap Attorney White Superintendent Boles, Alternate Larimer County Open Lands Advisory Board Trustee Phipps, 4/16 Larimer Emergency Telephone Authority Board Chief Kufeld, 12/14 It was moved and seconded (Koenig/Blackhurst) to approve the miscellaneous appointments as listed, and it passed with Trustee Phipps abstaining. Pursuant to the provisions of Section 2.4.030 of the Municipal Code, the Town Attorney shall be compensated in accordance with a Fee Schedule approved by the Board of Trustees. Attorney White stated he bills at a rate of $160/hour and does not bill for travel time to the Town for meetings, consultations, or other related business matters. He does bill for travel time for Town business where the destination is not the Town. It was moved and seconded (Elrod/Phipps) to approve Town Attorney fee schedule as outlined, and it passed unanimously. 3. REPORTS AND DISCUSSION ITEMS. 1. TRANSPORTATION VISIONING COMMITTEE FINAL REPORT. Jerry Miller/Co-Chair and Trustee John Ericson/Co-Chair presented the Town Board with the final report developed by a 17 member committee appointed by the Board in October 2010. The committee was tasked with developing a vision for the Estes Park’s transportation system 20 years in the future. Trustee Ericson provided a presentation outlining the goals, vision, methodology and findings of the committee including: 1) The goal is to provide a better experience for visitors and provide a roadmap of realistic, cost-effective actions for the Town to address traffic and parking concerns. 2) The vision is to provide a comprehensive plan that incorporates a way for the people to be able to safely navigate the Estes Valley with adequate parking and minimal congestion, provide a convenient shuttle system, reduce year-round pollution, preserve the character and natural beauty of the community. 3) Methodology included the creation of a knowledge base, a public process and form work groups (Information Distribution, Parking, Shuttles and Public Transportation, and Roads) to review information in-depth. 4) Findings included the need to inform people where to park and what parking spaces are available, inform people about the shuttle system, and direct people to their specific destinations; to keep traffic moving, parking must be easy to locate, readily available, and convenient to desired amenities; short term (1-5 years) considerations could include physical sign changes, convert to electronic means when possible, upgrade shuttle vehicles, consider a downtown trolley, enhance shuttle routes to focus on attractions, specific destinations (RMNP/YMCA) and enhance schedules, improve signage to parking, support Transportation Hub at Visitor Center, implement “Smart Technology”, provide incentives for employees to use shuttles, seasonally close Big Horn between Cleave and Elkhorn, redirect US 36 traffic to West Riverside, modify traffic signal times where appropriate, Board of Trustees – April 24, 2012 – Page 7 redirect US 34 onto Wonderview, install bicycle racks at public facilities, expand bicycle/walk paths and consider seasonal one-way option; mid term (5-15 years) considerations could include change US 34 to Wonderview only, consider roundabout at Moraine/Crags/West Riverside intersection, continue implementing improvements, continue to upgrade using new technologies; long term (15-30 years) considerations could include US 34 and US 36 re- designation, make downtown more pedestrian and bicycle-friendly, provide additional parking as needed, continue shuttle enhancements, and continue implementing new technologies. The report provides a multi-faceted roadmap for future capital expenditures, recommends best solutions, suggests implementation of ideas that reduce congestion and pollution without impacting our natural beauty and character, and the report should be a working document for Town and County staffs and future Boards. The Committee would recommend the establishment of an ongoing Citizen Advisory Committee to work with the Town and Larimer County staffs, continue to implement new concepts and technologies, and keep an eye focused on a continual, cost- effective improvement process. Trustee Elrod questioned if the Committee discussed the selling of Town parking lots to a private entrepreneur to build parking garages. Mr. Miller stated paid parking was discussed to incentivize the use of the transportation hub and future parking garage, and therefore increasing the use of the shuttle system. Mayor Pinkham presented Certificates of Appreciation to each of the Committee members and thanked them all for their service to the community. It was moved and seconded (Norris/Blackhurst) to extend the meeting to no later than 10:30 p.m. 2. ROTARY READING AREA REPORT. Interim Town Administrator Richardson stated the noon Rotary has been developing a community service project in conjunction with the National Rotary Conference to be held at the YMCA in June of 2012. Staff has been working with the committee to develop an outdoor reading area to be utilized by the Library. The area to be developed is located behind Town Hall outside the Engineering offices next to the Library and would not require a development plan or building permits. The area would be maintained by the Town once completed. Tom Anderson/Rotary Committee member stated the project has been named the “No Child Left Inside”. He reviewed the concept drawing stating the current landscaping and irrigation would remain; however, the area would be leveled, new landscaping rock, concrete wall, perennials and sod would be added. The work would be completed by a local contractor as well as Rotarians with the project to start immediately and completed on June 8th. The area would primarily be used by the Librarians but could be utilized by anyone. Johanna Darden/Town citizen stated concern with children running into the parking lot. Mr. Anderson stated the area would have two entrances/exits with landscaping and retaining walls to keep children contained within the area. 4. PLANNING COMMISSION ITEMS: Items reviewed by Planning Commission or staff for Town Board Final Action. 1. ACTION ITEMS: a. SPECIAL REVIEW 2012-01, HOSPITAL ADDITION, 555 PROSPECT AVENUE, ESTES PARK MEDICAL CENTER, Rob Austin, CEO/Applicant. Director Chilcott stated the request is to build a new 23-space employee parking lot west of the Estes Park Medical Center. This would free up parking spaces closer to the Medical Center for customer use. Construction requires the demolition of a small housing Board of Trustees – April 24, 2012 – Page 8 unit. Trustee Blackhurst stated concern with the loss of a housing unit for a parking lot, and stated the hospital should consider its own housing needs. It was moved and seconded (Elrod/Norris) to approved Special Review 2012-11 subject to the findings and conditions recommended by the Estes Valley Planning Commission, and it passed unanimously. b. SPECIAL REVIEW 2012-02, COLORADO CARRIAGE & WAGON/Jim Rice, Owner – Provide carriages rides in downtown area. Continued to May 8, 2012. c. SPECIAL REVIEW 2012-03, HEARTS & TAILS CARRIAGE COMPANY/Jerry Higgason, Owner – Provide carriages rides in downtown area. Continue to May 8, 2012. It was moved and seconded (Koenig/Elrod) to continue Items 4.1.b and 4.1.c, to the May 8, 2012 Town Board meeting, and it passed unanimously. Whereupon Mayor Pinkham adjourned the meeting at 10:08 p.m. William C. Pinkham, Mayor Jackie Williamson, Town Clerk Town of Estes Park, Larimer County, Colorado, April 26, 2012 Minutes of a Regular meeting of the COMMUNITY DEVELOPMENT / COMMUNITY SERVICES COMMITTEE of the Town of Estes Park, Larimer County, Colorado. Meeting held in Town Hall in said Town of Estes Park on the 26th day of April, 2012. Committee: Chair Ericson, Trustees Elrod and Norris Attending: All Also Attending: Interim Town Administrator Richardson, Directors Chilcott and Kilsdonk, Managers Winslow, Salerno, and Fortini, and Recording Secretary Bailey Absent: Public Information Officer Rusch Chair Ericson called the meeting to order at 8:00 a.m. PUBLIC COMMENT. Nick Molle/county resident requested his DVDs of the documentaries he produces about the Estes Park area be eligible for sale in the Visitor’s Center retail area. The Committee suggested revisiting the retail sales policy at the CVB to determine if the sale of DVDs and other products that might be appropriate. COMMUNITY SERVICES DEPARTMENT. ESTES PARK MIDSUMMER FESTIVAL – BOND PARK EVENT APPROVAL. Manager Winslow presented a new Event Application for Bond Park requested by the Longs Peak Rotary Club to conduct a Midsummer Festival, July 20-22, 2012. The organizing group is requesting the following activities to take place in Bond Park: local music and bands, variety of food vendors, beverage including alcohol, local arts and crafts vendors, and activities including dunk tank, summer games for children, jumping castle, watermelon and other associated “kid” activities. The purpose of this festival is to help the Rotary Club with their fund raising efforts in order to support local organizations in the community. The club has emphasized a local theme to this event, offering local businesses the opportunity to participate as much as possible. The Longs Peak Rotary Club would complete TIPS training, comply with Larimer County Health Department regulations, and obtain appropriate insurance. The event would encompass all of Bond Park, MacGregor Avenue and the bus pullout. This event is new and therefore was not budgeted for in 2012. It is anticipated the event would require staff time of 15 man hours for set up, revenues generated of $200 per day park rental and vendor fees of $20 per vendor from those vendors without a Town business license. Manager Winslow confirmed the application has gone through the proper Event Application process. Nick Molle/county citizen commented that the Midsummer Festival seems like a great event. The Committee recommended the Longs Peak Rotary Club’s Estes Park Midsummer Festival event in Bond Park on July 20-22, 2012 to the Town Board as an action item for the May 8, 2012 Town Board meeting. EXTENSION OF CONCESSION STAND LEASE WITH LIONS CLUB. Manager Winslow presented an extension to the current concession stand lease for the Estes Park Lions Club expiring December 31, 2012. Due to Colorado liquor laws, the Lions Club must have possession of the property through a lease agreement ending no earlier than the liquor license is valid. The Club’s 3.2% On-Premise liquor license would expire on June 19, 2013. The extension would require the approval of an Ordinance because the initial lease was approved through by Ordinance. The Committee recommended the extension of the lease agreement with the Estes Park Lion’s Club for the concession stand to the Town Board as an action item for the May 8, 2012 Town Board Meeting. Community Development / Community Services – April 26, 2012 – Page 2 REPORTS. Reports provided for informational purposes and made a part of the proceedings. • Museum Quarterly Report – Manager Fortini reported the Museum’s 1st Quarter attendance of 2,435 visits, which included visits to the museum, programs and tours, as well as facility rental and group meetings. Highlights of the quarter include a new joint program with the Rocky Mountain Nature Association, a History of Bond Park Panel Discussion, and Dessert & Discovery: Women’s Club program. There are two ongoing temporary exhibits, A Sweet Past Time and Stanley: An Estes Park Legacy. There are several upcoming programs and tours planned. The annual Memorandum of Understanding (MOU) between Estes Park Museum and the Estes Park Museum Friends & Foundation, Inc. was recently approved and signed by both parties after a delay to revise verbiage and review by the Town Attorney to make the document concise. Staff is preparing for the opening of the Historic Fall River Hydroplant. • Visitor Services Quarterly Report – Manager Salerno reported that the Visitor Center had a decrease in foot traffic in the 1st Quarter of 2012 of 4.54% compared to 2011 numbers, despite Rocky Mountain National Park seeing a 2012 1st quarter increase of 9.69% over 2011 for the same time frame, which may be contributed to local regional usage. The decreasing phone call trend continued in the 1st quarter with 24.5% fewer phone calls compared to 2011 1st quarter numbers, most likely due to information being accessed electronically. An opportunity to close the communication gap might be a live chat on the Visit Estes Park website. Approximately 10 new volunteer Ambassadors are currently in training to join the 65 Ambassadors as the busy season begins. • Verbal Updates and Committee Question. Chair Ericson would like to see a simple report of upcoming events to familiarize the new committee members with what is coming up from Special Events and requested an update on the Ride the Rockies event. Event Coordinator Jacobson advised that planning is in full swing for this event and Staff is working with local organizations for awareness and support of the event. Manager Winslow advised on various upcoming events in May and would prepare a report for the next meeting. The Committee requested status updates on the capital improvement projects that have recently been approved for future meetings, and detailed financial report of spending and revenues. COMMUNITY DEVELOPMENT DEPARTMENT. REPORTS. Reports provided for informational purposes and made a part of the proceedings. • Monthly Report – Director Chilcott reported on the following topics: - Outreach/Communication – External Customers: Staff continues outreach through multiple avenues such as providing discussion on building safety at the middle school Construction Technology class, creating a department-wide agreement notebook including IGAs, bylaws, etc., update website with core services, and draft additional 20 handouts for the public. - Staff Development/Training: Staff continues to attend trainings to improve skill sets, and the department would address customer service through additional training opportunities. Karlin Goggin/contractor has been assisting the Building Division with office organization and assisting customers with over- the-counter permits. Staff is updating job descriptions and assessing departmental staffing needs. - Addressing: The permit database has been updated and approximated 150 address corrections have been forwarded to Larimer County Tax Assessor. - Building Codes, Permits, and Inspections: A total of 43 permits were issued in March, with 24 issued same day. Staff completed 980 inspections through March, averaging 15 per day. Community Development / Community Services – April 26, 2012 – Page 3 - Code Compliance: Community Development and Parks staff met with Larimer County Weed District and Colorado Department of Agriculture State Weed Coordinator to discuss building inter-agency cooperation on weed management. A joint brochure describing weeds and the mitigation of noxious weeds is being produced by Town staff and the Weed District. - Boards and Commissions: Current Board openings include one position on the Creative Sign Design Review Board, two on the Estes Valley Planning Commission, and one alternate-member on the Estes Valley Board of Adjustment. - Office Organization/Records Management: Building staff continues to improve office organization and create a more welcoming environment for customers and staff. - Policies and Procedures: Staff has begun reviewing customer service core values. • Verbal Updates and Committee Question. Interim Town Administrator Richardson commended Director Chilcott on the tremendous efforts she has done in taking over the Community Development Department. The Committee requested an economic development section be added to the report for the future. ADMINISTRATION. REPORTS. Reports provided for informational purposes and made a part of the proceedings. • Public Information Quarterly Report. Following is a summarization of PIO Rusch’s report on the various responsibilities of the PIO and special projects completed in the 1st quarter, including employee survey facilitation, 2012 shuttle map coordination, participating in the video for the 75th Anniversary of the Colorado-Big Thompson Project, compilation of article “We plan the flowers” for the June issue of Colorado Municipalities, coordination of Town staff presentations to the Estes Park High School senior civics class, redesign of channel 12 slides, researching email subscription services, providing support for the Volunteer Recognition Luncheon, and the 2012 Citizens Information Academy. PIO Rusch noted that 18 individuals, including 4 staff members, completed the 2012 Citizens Information Academy. • Verbal Updates and Committee Question. Interim Town Administrator Richardson would send the Town Board a draft of the updated financial policy for review. The Committee suggested the formation of a Finance Committee. MISCELLANEOUS. The Committee thanked Director Kilsdonk for her service to the Town. Managers Winslow, Salerno, Fortini, and Mitchell thanked Director Kilsdonk for her leadership and wished her well in her future endeavors. Director Kilsdonk thanked Assistant Town Administrator Richardson for his leadership and the leadership of the Board. There being no further business, Chair Ericson adjourned the meeting at 9:46 a.m. Rebecca Bailey, Recording Secretary Tree Board Minutes March 30, 2012 Members Present: Sandy Burns Barbara Williams Mike Richardson Rex Poggenpohl Members Absent: Scott Roederer Chuck Levine Others Present: Russ Franklin, Brian Berg, Scott Zurn, Dave Mahany, Jen Imber Quorum: Yes General Discussion The terms of several Tree Board members will expire in April 2012. Jen Imber will find out from Human Resources the policy/process for term renewal/reappointment. An interview will be set up with the applicant for the current open position. Meeting Minutes Rex Poggenpohl motioned to approve meeting minutes from February 24, 2012. Barbara Williams seconded the motion and the rest of the Tree Board members unanimously approved. Arbor Day Sandy Burns and Barbara Williams met again with the elementary school principal regarding Arbor Day events. The school will be promoting a tree-related curriculum approaching the Arbor Day celebration on May 18th. Russ Franklin will meet with Dave Coulson to discuss the location/planting of trees on the school grounds. The indoor tree will be placed in the school library on May 1st. All prizes have been ordered, including stickers, pins, water bottles, t-shirts and pencils. A “Trees Rock!” logo will be featured on some of the prizes. Seedlings for giveaway will be picked up on May 7th by Mike Richardson, and they will be stored at the Parks Division building until May 18th. Tree Symposium The board decided on the times/presentation slots of the speakers, which are as follows: 7:45 am Doors Open 8:00 am Dave Leatherman 9:00-9:15 am Break 9:15 am Panel 10:15-10:30am Break 10:30 am Merle Moore 11:30-11:45 am Break 11:45 am Diana Selby It was suggested that a banner announcing the Tree Symposium be placed at the Hwy 34 and Hwy 36 intersection. Rex Poggenpohl will research the cost of the banner. Vendors will set up information on the counter space in the board room lobby, while a table will be available inside the board room for speaker information. Mike Richardson will contact area vendors to let them know they can participate by providing information. The seedlings for giveaway will be brought out at the end of the Symposium and given to attendees as they exit the Board Room. The next Tree Board meeting is scheduled for Friday, April 20th, 2012. •STATE OF THE TOWNSTATE OF THE TOWN Bill PinkhamBill Pinkham April 24, 2012April 24, 2012 O gani ation UpdateO gani ation UpdateOrganization UpdateOrganization Update „„New facesNew faces………… Organization UpdateOrganization UpdateOrganization UpdateOrganization Update Responsive. Effective. Ready to manage the Town’s Business. Prudent management has Town in good Prudent management has Town in good fi i l itifi i l itifinancial positionfinancial position Cost Management… Staffing: + 3 employees since 2005 Go e nment Finance Office s Association A a d $ $14,000 (000$) Government Finance Officers Association Award $8,000 $10,000 $12,000 $4,000 $6,000 $, Revenues Expenses $0 $2,000 2005 2006 2007 2008 2009 2010 2011 2012 Expenses budget Town in good fiscal condition,Town in good fiscal condition,g,g, but… Not keeping up with inflationbut… Not keeping up with inflation Revenue (000$) Expenditures (000$) 2011 $11,494 $10,847 Same Buying power as 2005 $9,980 $9,417 2005 % loss 13% 13% „„2012 Budget = 13% less than 20052012 Budget = 13% less than 2005 Where do my taxes go?Where do my taxes go?(per $1,000)(per $1,000)Where do my taxes go? Where do my taxes go? (per $1,000)(per $1,000) Fire Protection Town of Estes Park, $26 N CO Water Cons Library District, $54 Rec & Park District, $33 Fire Protection District, $27 District, $14 Park R-3 General Fund, $362 Hospital, $105 y Park R-3 Bond Payment, $66 Larimer County, $314 2012 General Fund Revenue Sources2012 General Fund Revenue Sources2012 General Fund Revenue Sources2012 General Fund Revenue Sources (000$)(000$) property tax, $365 Franchise, $488 interest, $26 rentals, $12 Transfers, Intergovernment al, $38 Transfers, $1,233 Sales Tax, $7,496 2012 General Fund2012 General Fund ExpendituresExpenditures2012 General Fund 2012 General Fund ExpendituresExpenditures (000$) Capital P ojectsCapital P ojects 20112011Capital Projects Capital Projects --20112011 „„Street & Road maintenance & upgradesStreet & Road maintenance & upgrades „„Transportation HubTransportation HubTransportation HubTransportation Hub „„CDOT enhancementsCDOT enhancements „„Parking GarageParking Garage„„Parking GarageParking Garage „„McGregor AveMcGregor Ave „„Bond ParkBond Park„„Bond ParkBond Park 2011 Capital Imp o ements2011 Capital Imp o ements2011 Capital Improvements2011 Capital Improvements Over $4 million to bolster infrastructureOver $4 million to bolster infrastructureOver $4 million to bolster infrastructureOver $4 million to bolster infrastructure „„Light & PowerLight & Power „„Fish Creek circuit upgrades and partial underFish Creek circuit upgrades and partial under-- grounding of the grounding of the lineslines „„inin--house project to upgrade the Glen Haven house project to upgrade the Glen Haven circuitcircuit „„Bond Bond Park Park redevelopment redevelopment „„Peacock ParkPeacock Park faceliftfaceliftPeacock Park Peacock Park facelift facelift 2011 Capital Imp o ements2011 Capital Imp o ements2011 Capital Improvements2011 Capital Improvements „„Road MaintenanceRoad Maintenance„„Road MaintenanceRoad Maintenance „„ManfordManford Avenue resurfacedAvenue resurfaced „„ProspectProspect Avenue reconstructionAvenue reconstruction„„Prospect Prospect Avenue reconstructionAvenue reconstruction „„Parking/TransitParking/Transit bl hbl h fh d kfh d k dd ll„„Establishment Establishment of the Fairgrounds Parkof the Fairgrounds Park--nn--Ride Ride lotlot „„over over $1.2 $1.2 million in state million in state and federal and federal grants to improve grants to improve transittransittransittransit „„More than shuttle 12,000 riders 1More than shuttle 12,000 riders 1stst yearyear Comm nit In ol ementComm nit In ol ementCommunity InvolvementCommunity Involvement Citizens Involvement makes a differenceCitizens Involvement makes a difference „„563 volunteers = 563 volunteers = 53,000 53,000 hourshours „„Ambassadors, Police, Museum, Senior CenterAmbassadors, Police, Museum, Senior Center „„Citizen's Police Academy Citizen's Police Academy „„Citizens Information Academy Citizens Information Academy yy „„Mayor’s Coffee and ChatMayor’s Coffee and Chat 2012 Goals2012 Goals2012 Goals2012 Goals „„RedevelopmentRedevelopment at Stanleyat Stanley ParkPark„„Redevelopment Redevelopment at Stanley at Stanley ParkPark „„Stall BarnsStall Barns Mlti E t C tMlti E t C t„„Multipurpose Events CenterMultipurpose Events Center „„Bond ParkBond Park „„Address Address the Town’s transportation and the Town’s transportation and parking parking needsneeds „„Visitor Center parking structureVisitor Center parking structure „„$3 million Federal Grant$3 million Federal Grant 2012 Goals (Contin ed)2012 Goals (Contin ed)2012 Goals (Continued)2012 Goals (Continued) „„Implement roadsImplement roads maintenance mastermaintenance master„„Implement roads Implement roads maintenance master maintenance master planplan Vi gini A en e e on t tionVi gini A en e e on t tion„„Virginia Avenue reconstructionVirginia Avenue reconstruction „„Park Lane, MacGregor Ave and Steamer Drive Park Lane, MacGregor Ave and Steamer Drive resurfacingresurfacingresurfacingresurfacing „„Evaluate options Evaluate options to address to address seasonal seasonal economy economy Managing Our Future Median age among oldest in ColoradoMedian age among oldest in Colorado 30% Median age: Estes Park = 51.5 (44.3% over 55) Colorado =36.1 27% 25% 30% Estes Park Colorado Colorado 36.1 19% 15% 19% 14% 21% 15%15% 20% Colorado 9% 14%15% 14% 8% 14%15% 12% 10% 15% 4% 6% 3% 1% 0% 5% 0% Ft eConcensFt eConcensFuture ConcernsFuture Concerns „„NationalNational, state and county financial , state and county financial quagmire quagmire qgqg „„Disposable Income Disposable Income -- Tourism dependenceTourism dependence Cost of LivingCost of Living Workforce affordabilityWorkforce affordability„„Cost of Living Cost of Living ––Workforce affordabilityWorkforce affordability „„Managing Growth issues/opportunitiesManaging Growth issues/opportunities „„Preserving DNAPreserving DNA „„Maintaining our InfrastructureMaintaining our Infrastructure „„Managing Managing Our DestinyOur Destiny Nth Cl dNth Cl dRidtilRidtilLdULdUNorthern Colorado Northern Colorado ResidentialResidential Land UseLand Use „„1.1 1.1 to 1.4 Million to 1.4 Million People ProjectedPeople Projected In In Northern Northern Colorado by 2050Colorado by 2050yy urbanurban residential development neededresidential development needed forfor„„urban urban residential development needed residential development needed for for projected growth will projected growth will consume 122 square consume 122 square miles of agricultural landmiles of agricultural landmiles of agricultural landmiles of agricultural land 1960 -20401960 2040 Source: Dr. David Theobald, CSU Northern Colorado Northern Colorado NonNon--ResidentialResidentialoooadooooadooodada Land Land ConsumptionConsumption „„Urban nonUrban non--residential development could residential development could consume an additional 50 square miles by consume an additional 50 square miles by qyqy 20502050 „„Equivalent to an area larger than 2 times Equivalent to an area larger than 2 times the current land area of Fort Collinsthe current land area of Fort Collinsthe current land area of Fort Collins, the current land area of Fort Collins, Greeley, and Loveland combinedGreeley, and Loveland combined Potential GrowthPotential Growth In Housing Growth In g Commercial & Industrial IMPLICATIONS TO ESTES PARKIMPLICATIONS TO ESTES PARKIMPLICATIONS TO ESTES PARKIMPLICATIONS TO ESTES PARK ???????????????????????????????????????????????????????????????????????? We need to work together We need to work together to to ensure our ensure our sustainabilitysustainability Report Utilities Department To: Honorable Mayor Pinkham Board of Trustees Interim Town Administrator Richardson From: Alan Fraundorf, Utilities Superintendent Date: May 8, 2012 RE: 2012 Revised IT Capital Expenditures Background: In late 2011, the 2012 capital budget plan for the Information Technology (IT) Department was approved by the Town Board. The plan was to spend up to $20,000 to improve or replace audio-visual components in the Board Room. The information below was presented to the Public Safety, Utilities, and Public Works Committee on April 12, 2012. The recommendation was to report this information to the Town Board. Staff Suggested Recommendations: In order to increase services for the benefit of our citizens, visitors and employees, we recommend the following reallocation of the 2012 IT Capital funds: • Spend up to $6000 on improvements to the Board Room A/V system. • Spend approximately $7500 to provide free, public wireless internet service in Town Hall, and if feasible, extend the wireless signal into Bond Park. For Town Hall, this would include: wireless signal into the Board Room lobby, Board Room, and conference rooms 202/203, two public access computers located in the Board Room lobby, furniture if required, and the associated wiring of such. We would enter into an internet provider service with a local provider and assume ongoing internet fees. This service would not be attached to the Town’s network. • Spend approximately $6500 to provide free, public wireless internet service in the Visitors Center. This would include: wireless signal into the lobby, two public access computers, furniture if required, and the associated wiring of such. We would enter into an internet provider service with a local provider and assume ongoing internet fees. This infrastructure would be crafted as to be consistent with future renovation plans at the Visitors Center. We believe these enhancements will benefit thousands of citizens and visitors yearly and is an expectation of a premier mountain resort community. Budget: No Change, 625-2500-425.33-98 OTHER EQUIPMENT $20,000 Staff Recommendation: I support the revised IT spend for 2012 as indicated in this report. Town Hall & Bond Park Internet Access & Wireless Access CAMP APPLICATION Department:Information Technology Title_Project:Town Hall & Bond Park Internet  Access & Wireless Access Other Departments Or Entities: N/A Useful Life:5 Capital Program: Yes Justification:Increase services fro the benefit  of our citizens, visitors &  employees Community Participation:No Project Manager:A. Fraundorf Est. Const. Start:5/7/2012 Est. Completion Date:11/19/2012 Project Description: Provide much needed service to visitors and residents PROJECT INFORMATION CURRENT PROJECT COSTS Planning, Design, Engineering: $0 Land Purchase: $0 Labor and Materials: $7,500 Project Management: $0 Legal: $0 PLANNED FUNDING Other: $0 Fund Source Information Technology Future OM Expense: $1,000 Total Funding: $7,500 TotalCost: $7,500 Contingency Percentage:0 $7,500 FirstYrCosts:2ndYrCosts:3rdYrCosts:4thYrCosts:5thYrCosts:6thYrCosts:7thYrCosts:8thYrCosts:9thYrCosts:10thYrCosts: This table shows expenditures that will reoccur annually OR multiyear projects.  If there are varying annual costs, funding and/or OM expenes additional   applications will exist for each year Visitor's Center Internet Access & Wireless Access CAMP APPLICATION Department:Information Technology Title_Project:Visitor's Center Internet Access  & Wireless Access Other Departments Or Entities: N/A Useful Life:5 Capital Program: Yes Justification:Increase services fro the benefit  of our citizens, visitors &  employees Community Participation:No Project Manager:A. Fraundorf Est. Const. Start:5/7/2012 Est. Completion Date:11/19/2012 Project Description: Provide much needed service to visitors and residents PROJECT INFORMATION CURRENT PROJECT COSTS Planning, Design, Engineering: $0 Land Purchase: $0 Labor and Materials: $6,500 Project Management: $0 Legal: $0 PLANNED FUNDING Other: $0 Fund Source Information Technology Future OM Expense: $1,000 Total Funding: $6,500 TotalCost: $6,500 Contingency Percentage:0 $6,500 FirstYrCosts:2ndYrCosts:3rdYrCosts:4thYrCosts:5thYrCosts:6thYrCosts:7thYrCosts:8thYrCosts:9thYrCosts:10thYrCosts: This table shows expenditures that will reoccur annually OR multiyear projects.  If there are varying annual costs, funding and/or OM expenes additional   applications will exist for each year Town Board A/V upgrades (2012 ‐ 14) CAMP APPLICATION Department:Information Technology Title_Project:Town Board A/V upgrades  (2012 ‐ 14) Other Departments Or Entities: N/A Useful Life:5 Capital Program: Yes Justification:Upgrade to existing equipment Community Participation:No Project Manager:A. Fraundorf Est. Const. Start:6/7/2012 Est. Completion Date:11/19/2012 Project Description: Upgrade to existing equipment Annual and ongoing expenditure to upgrade the town board room PROJECT INFORMATION CURRENT PROJECT COSTS Planning, Design, Engineering: $0 Land Purchase: $0 Labor and Materials: $6,000 Project Management: $0 Legal: $0 PLANNED FUNDING Other: $0 Fund Source Information Technology Future OM Expense: $0 Total Funding: $6,000 TotalCost: $6,000 Contingency Percentage:0 $6,000 FirstYrCosts: $6,000 2ndYrCosts: $20,000 3rdYrCosts: $20,000 4thYrCosts:5thYrCosts:6thYrCosts:7thYrCosts:8thYrCosts:9thYrCosts:10thYrCosts: This table shows expenditures that will reoccur annually OR multiyear projects.  If there are varying annual costs, funding and/or OM expenes additional   applications will exist for each year Page 1 TOWN CLERK Memo To: Honorable Mayor Pinkham Board of Trustees Interim Town Administrator Richardson From: Jackie Williamson, Town Clerk Date: May 8, 2012 RE: Change of Class – New Tavern Liquor License Application C-Zak, Inc., dba Rodeway Inn of Estes Park, 1701 N. Lake Avenue Background: An application for a Tavern Liquor license was filed with the Town Clerk’s office on April 4, 2012, by C-Zak, Inc., dba Rodeway Inn of Estes Park. This application is for a Change of Class from a Hotel and Restaurant (H&R) License to a Tavern License, and is necessary because the establishment no longer meets the food sales requirements of an H&R Liquor License. All necessary paperwork and fees were submitted. Please see the attached Hearing Procedure for more information. The Police report is also included for your review. Budget: None. Staff Recommendation: None. Sample Motion: Finding. The Board of Trustees finds that the reasonable requirements of the neighborhood are/are not met by the present liquor outlets in the neighborhood and that the desires of the adult inhabitants are/are not for the granting of this liquor license. Motion. Based upon the above findings, I move that this license be granted/denied. 1 July 2002 PROCEDURE FOR HEARING ON APPLICATION NEW LIQUOR LICENSE 1. MAYOR. The next order of business will be the public hearing on the application of C-ZAK, Inc., dba RODEWAY INN OF ESTES PARK, for a New Tavern License located at 1701 N. Lake Avenue. At this hearing, the Board of Trustees shall consider the facts and evidence determined as a result of its investigation, as well as any other facts, the reasonable requirements of the neighborhood for the type of license for which application has been made, the desires of the adult inhabitants, the number, type and availability of liquor outlets located in or near the neighborhood under consideration, and any other pertinent matters affecting the qualifications of the applicant for the conduct of the type of business proposed. OPEN PUBLIC HEARING 2. TOWN CLERK. Will present the application and confirm the following: The application was filed April 4, 2012. At a meeting of the Board of Trustees on April 10, 2012, the public hearing was set for 7:00 p.m. on Tuesday, May 8, 2012. The neighborhood boundaries for the purpose of this application and hearing were established to be 4.0 miles. The Town has received all necessary fees and hearing costs. The applicant is filing as a Corporation The property is zoned A – Accommodations – Highway Corridor which allows this type of business as a permitted use. The notice of hearing was published on Friday, April 27, 2012 . The premise was posted on Thursday, April 26, 2012. 2 There is a police report with regard to the investigation of the applicant. Status of T.I.P.S. Training: X Unscheduled ____ Scheduled Completed (Date: ) There is a map indicating all liquor outlets presently in the Town of Estes Park available upon request. 3. APPLICANT. The applicant will be allowed to state his case and present any evidence he wishes to support his application. 4. OPPONENTS. The opponents will be given an opportunity to state their case and present any evidence in opposition to the application. The applicant will be allowed a rebuttal limited to the evidence presented by the opponents. No new evidence may be submitted. 5. MAYOR. Ask the Town Clerk whether any communications have been received in regard to the application, and if so, to read all communication. Indicate that all evidence presented will be accepted as part of the record. Ask the Board of Trustees if there are any questions of any person speaking at any time during the course of this hearing. Declare the public hearing closed. 6. SUGGESTED MOTION: Finding. The Board of Trustees finds that the reasonable requirements of the neighborhood are/are not met by the present liquor outlets in the neighborhood and that the desires of the adult inhabitants are/are not for the granting of this liquor license. Motion. Based upon the above findings, I move that this license be granted/denied. Page 1 To: Honorable Mayor Pinkham Board of Trustees Interim Town Administrator Richardson From: Alison Chilcott, Director Dave Shirk, Planner Date: May 8, 2012 RE: SPECIAL REVIEW 2012-02. COLORADO CARRIAGE & WAGON/Jim Rice, Owner – Provide carriage rides in downtown area. Planner Shirk. Background: This is a request to operate horse-drawn carriage rides in and around the downtown business district. Carriage rides are a common request in the Town, averaging one request every two years over the last twelve years. To date, none have displayed operational problems. Because of this past history, the recommended conditions of approval are similar to those in the past. This request has been submitted to the Police Department, who did not express any concerns. In accordance with §3.5 Special Review Uses of the Estes Valley Development Code, “the application for the proposed special review use mitigates, to the maximum extent feasible, potential adverse impacts on nearby land uses, public facilities and services, and the environment.” Budget: N/A Planning Commission Recommendation: On Tuesday April 17 2012, the Estes Valley Planning Commission held a public hearing to discuss Special Review 2012-02 “Colorado Carriage & Wagon”. At that time, the Planning Commission found: 1. The application mitigates, to the maximum extent feasible, potential adverse impacts on nearby land uses, public facilities and services, and the environment. 2. This request has been submitted to reviewing agency staff for consideration and comment. No significant issues or concerns were expressed by reviewing staff relative to code compliance or the provision of public services. Community Development Memo Page 2 3. This is a Planning Commission recommendation the Town Board. The Planning Commission voted unanimously to recommend APPROVAL of the proposed Special Review 2012-02 “Colorado Carriage & Wagon” CONDITIONAL TO: 1. Prior to operation, applicant shall obtain a business permit from the Town Clerk. Such application shall include a copy of a Certificate of Insurance for $1,000,000 to the Town, with the Town to be named as an additional insured. 2. Obtain written permission from property owners for specified stops on private property. 3. The route map shall include the following notes (may be on the back side of the map): • APPROVAL: Approved by the Town of Estes Park Board of Trustees this ______ day of _______, 2012. ___________________ Bill Pinkham, Mayor • Conditions: 1. Revisions to the route and/or stops depicted on this map shall be subject to review and approval of Town Staff. 2. No signage shall be allowed on public property. 3. If traffic conflicts or other use conflicts occur on the streets or at the public stop locations, Town Staff is authorized to restrict operations until the problem is corrected. This is intended to account for accidents, parade routes, periods of heavy traffic, or other instances of traffic hazards or congestion. 4. All horses shall be diapered during times of service. 5. A copy of the business license and Special Review permit shall kept with the carriage. Sample Motion: I move to approve/disapprove the proposed Special Review 2012-02 “Colorado Carriage & Wagon” subject to the findings and conditions recommended by the Estes Valley Planning Commission Page 1 To: Honorable Mayor Pinkham Board of Trustees Interim Town Administrator Richardson From: Alison Chilcott, Director Dave Shirk, Planner Date: May 8, 2012 RE: SPECIAL REVIEW 2012-03. HEARTS & TAILS CARRIAGE COMPANY/Jerry Higgason, Owner – Provide carriage rides in downtown area. Planner Shirk. Background: This is a request to operate horse-drawn carriage rides in and around the downtown business district. Carriage rides are a common request in the Town, averaging one request every two years over the last twelve years. To date, none have displayed operational problems. Because of this past history, the recommended conditions of approval are similar to those approved in the past. This request has been submitted to the Police Department, who did not express any concerns. In accordance with §3.5 Special Review Uses of the Estes Valley Development Code, “the application for the proposed special review use mitigates, to the maximum extent feasible, potential adverse impacts on nearby land uses, public facilities and services, and the environment.” Budget: N/A Planning Commission Recommendation: On Tuesday April 17, 2012, the Estes Valley Planning Commission held a public hearing to discuss the Special Review 2012-03 “Hearts & Tails Carriage Company”. At that time, the Planning Commission found: Community Development Memo Page 2 1. The application mitigates, to the maximum extent feasible, potential adverse impacts on nearby land uses, public facilities and services, and the environment. 2. This request has been submitted to reviewing agency staff for consideration and comment. No significant issues or concerns were expressed by reviewing staff relative to code compliance or the provision of public services. 3. This is a Planning Commission recommendation the Town Board; The Planning Commission voted unanimously to recommend APPROVAL of the proposed Special Review 2012-03 “Hearts & Tails Carriage Company” CONDITIONAL TO: 1. Prior to operation, applicant shall obtain a business permit from the Town Clerk. Such application shall include a copy of a Certificate of Insurance for $1,000,000 to the Town, with the Town to be named as an additional insured. 2. Obtain written permission from property owners for specified stops on private property. 3. Route map shall be revised to exclude the Big Thompson Avenue route. 4. The route map shall include the following notes (may be on the back side of the map): • APPROVAL: Approved by the Town of Estes Park Board of Trustees this ______ day of _______, 2012. ___________________ Bill Pinkham, Mayor • Conditions: 1. Revisions to the route and/or stops depicted on this map shall be subject to review and approval of Town Staff. 2. No signage shall be allowed on public property. 3. If traffic conflicts or other use conflicts occur on the streets or at the public stop locations, Town Staff is authorized to restrict operations until the problem is corrected. This is intended to account for accidents, parade routes, periods of heavy traffic, or other instances of traffic hazards or congestion. 4. All horses shall be diapered during times of service. 5. A copy of the business license and Special Review permit shall kept with the carriage. Sample Motion: I move to approve/disapprove the proposed Special Review 2012-03 “Hearts & Tails Carriage Company” subject to the findings and conditions recommended by the Estes Valley Planning Commission To: Honorable Mayor Pinkham Town Board of Trustees Interim Administrator Richardson From: Bo Winslow, Fairgrounds and Events Manager Date: May 8, 2012 RE: Extension of Concession Stand Lease with Lions Club Background: The Estes Park Lions Club is requesting an extension to their current lease. Due to Colorado liquor laws, the Lions Club must have a lease that dates through June 2013 in order to have the license they are requesting. Their current lease terminates on December 31, 2012. This extension needs to be done by ordinance, as the original lease is by ordinance. Attached is the current lease agreement, the new ordinance, and the lease amendment. 2012 Budget: No changes to budget; see attached lease agreement . Staff Recommendation: Staff recommends approval of Ordinance #____-12 to the Town Board. Sample Motion: I move for the approval/denial of Ordinance #____-12, to extend the lease of the concession stand at the fairgrounds with the Lions Club. Community Services Memo 1 EXHIBIT A LEASE THIS AMENDMENT TO LEASE, made and entered into this _____ date of _________, 2012, between the TOWN OF ESTES PARK, municipal corporation, hereinafter referred to as Lessor, and the LIONS CLUB OF ESTES PARK, COLORADO, a Colorado Nonprofit Corporation, hereinafter referred to as Lessee. RECITALS: The parties entered into a Lease dated April 26, 2011. Section 15 of the Lease provided that upon satisfactory review of each operating season the parties agree to renew the Lease for 2012 under the existing terms and conditions of the Lease. The satisfactory review was completed and the Lease was renewed for 2012. As part of the operations of the Concession Stand by Lessee, it is necessary to obtain a 3.2 beer license. In order to obtain said license for 2012, it is necessary for Lessee to prove to the licensing authority that Lessee has possession of the licensed premises for at least a one year period. The parties have determined to amend this Lease through June 30, 2013 , in order to enable Lessee to apply for and receive a 3.2 beer license. IN CONSIDERATION OF THE RECITALS SET FORTH ABOVE, the parties hereby agree to amend the Lease dated April 26, 2011 between the parties as follows: 1. Paragraph 14 of the Lease shall be amended to read as follows: “The term of this Lease shall be from April 26, 2011 through June 30, 2013.” 2. Paragraph 16 of the Lease shall be deleted. 3. Paragraph 17 of the Lease shall be renumbered to Paragraph 16. 4. All other terms and conditions of the Lease shall remain in full force and effect. IN WITNESS WHEREOF, the parties have set their hands the day and year first above written. LESSOR TOWN of ESTES PARK, COLORADO By:____________________________ Mayor 2 ATTEST: __________________________ Town Clerk LESSEE LIONS CLUB OF ESTES PARK, COLORADO By:__________________________________ President ATTEST: ____________________________ Secretary ORDINANCE NO. __- 12 AN ORDINANCE APPROVING AN AMENDMENT TO THE LEASE AGREEMENT FOR THE CONCESSION STAND AT THE FAIRGROUNDS AT STANLEY PARK TOWN OF ESTES PARK WHEREAS, the Board of Trustees of the Town of Estes Park adopted Ordinance No. 14-11 on April 26, 2011 approving the Lease Agreement with the Lions Club of Estes Park, Colorado for the concession stand at the Fairgrounds at Stanley Park; and WHEREAS, the parties have determined to amend the Lease to extend the term of the Lease through June 30, 2013. NOW THEREFORE, BE IT ORDAINED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK, COLORADO: Section 1. The Amendment to the Lease Agreement for the Concession Stand at the Fairgrounds at Stanley Park between the Town of Estes Park and the Lions Club of Estes Park, Colorado, a copy of which is attached hereto as Exhibit A and incorporated herein by this reference, is hereby approved. The officials of the Town of Estes Park are hereby authorized to execute the Amendment to the Lease. Section 2. This Ordinance shall take effect and be enforced thirty (30) days after its adoption and publication. INTRODUCED, READ, AND PASSED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK on this _______ day of ______________, 2012. TOWN OF ESTES PARK Mayor ATTEST: Town Clerk I hereby certify that the above Ordinance was introduced and read at the meeting of the Board of Trustees on the _______ day of ___________, 2012, and published in a newspaper of general circulation in the Town of Estes Park, Colorado, on the _______ day of _____________________, 2012. _____________________________ Town Clerk To: Honorable Mayor Pinkham Town Board of Trustees Interim Administrator Richardson From: Bo Winslow, Fairgrounds and Events Manager Date: May 8, 2012 RE: Estes Park Midsummer Festival Background: Longs Peak Rotary Club has applied through the Event Application Process to conduct a Midsummer Festival in Bond Park, July 20-22, 2012. Per Town policy, pg 27 of the Community Services Policy Manual: 3.7 BOND PARK REGULATIONS All regulations listed in the "Park Use Regulations" and the "Park Use Procedures" shall apply to park use forms, boundaries, sound level control, signs, trash/litter, literature distribution, damages, sales & licenses, irrigation, traffic control requests, and insurance requirements. 1. A use fee of $200 per day will be charged for all events in Bond Park. Event Organizers shall pay the Town a fee of $20 per vendor for any event that has vendors. This is a one-time fee per event or activity. 2. No new activities/events will be given use of the Park without approval from the Community Development/Community Services Committee and Town Board. The organizing group is requesting the following activities to take place in Bond Park: 1. Local music and bands 2. Variety of food vendors 3. Beverages – including alcohol 4. Local arts and crafts vendors 5. Activities – including dunk tank, summer games for children, jumping castle, watermelon and other associated “kid” related activities. Community Services Memo The festival schedule is as follows: Setup: July 20, 8 am Activities: July 20, 5 pm-10 pm July 21, 10 am-10 pm July 22, 10 am-5 pm The purpose of this festival is to help the Rotary Club with their fund raising efforts in order to support local organizations in the community. This club has also emphasized a local theme to their event, offering local business the opportunity to participate as much as possible. The Longs Peak Rotary Club will go through necessary TIPS training, fill out Larimer County Health Dept. paperwork, and have Town required insurance. This event will use all of Bond Park, MacGregor Avenue and the bus pullout as shown in the attached map. 2012 Budget: This is a new event and is unbudgeted. Staff anticipates having staff time of 15 man hours to help with set up. Revenues will be generated from park rental of $200 per day, account number 222-5500-363.30-00, and vendor fees of $20 per vendor, account number 222-5500-322.55-00, from those vendors without a Town business license. Staff Recommendation: Staff recommends approval of the Longs Peak Rotary Midsum mer Festival in Bond Park to the Town Board. Sample Motion: I move for the approval/denial of the Longs Peak Rotary Midsummer Festival in Bond Park on July 20-22, 2012. May 3, 2012 Mayor Pinkham & Board of Trustees, The Estes Park Housing Authority has completed interviewing candidates for the 2 open positions on the Board. These positions were advertised in both local newspapers for several weeks and press releases were issued. The positions were noticed on our website and included in Kate Rusch’s email blasts. The Board received 4 applications for the 2 positions. Each applicant was interviewed by a committee of the Board of Directors. The interviews were conducted by Eric Blackhurst and Matthew Heiser. Each lasted approximately 1 hour. The EPHA Board is recommending that Mr. Jack Dinsmoor and Ms. Sandy Good be appointed to five year terms on the EPHA Board of Commissioners expiring on April 30, 2017. We respectfully request that the Town Trustees approve this recommendation. Mr. Jack Dinsmoor is a 15 year resident of Estes Park. He has 30 years experience in consulting to International Business and government in loss prevention. He is currently a part time ranger at Rocky Mountain National Park and the treasurer of Rotary Club of Estes Park. Ms. Sandy Good is a 38 year resident of Estes Park. She is currently employed by Bank of Colorado and has been for the last 13 years. Prior to that she was a lodge and restaurant owner.                    Rita Kurelja  Executive Director  970‐577‐3730  rkurelja@estes.org  www.esteshousing.org  ENGINEERING Memo To: Honorable Mayor Pinkham Board of Trustees Interim Town Administrator Richardson From: Scott A. Zurn, PE, CFPM, Public Works Director Kevin Ash, Public Works Civil Engineer Date: May 8, 2012 RE: Weist Parking Lot Restroom Retaining Wall Repair Background: The Town of Estes Park Public Works Department has determined the retaining wall located on Town property north of the Weist restroom has become unstable. The wall has bowed and started to fail, leaning onto the private commercial building at 157 Moraine Ave. The condition of this wall is viewed as a potential risk to the adjacent property. The need for replacement of this retaining wall was presented to Public Safety, Utilities & Public Works Committee at the January 12th meeting. It was recommended to initiate a contract with Van Horn Engineering to provide field survey, engineering design and specifications to allow contractors to bid on the improvements Several meetings with Van Horn Engineering produced a design that will increase safety and functionality, and produce an aesthetically inviting look. The major improvements include: a Keystone Block stepped retaining wall with planters, a 6.5’ wide concrete sidewalk, black vinyl coated fencing and modification to the parking lot stalls. Once final construction plans and specifications were complete, a Request for Bid was then published in mid April, and three firms responded. The following chart contains the bids for each of the responding firms: Firm Name City Fee Cornerstone Concrete Inc. Estes Park $61,751 Mountain Concrete Construction Estes Park $86,685 Cornerstone Engineering & Survey Estes Park $86,885 After review and evaluation of the bids was complete, it was determined that Cornerstone Concrete Inc. submitted the most responsible bid. If we then include a 15% contingency to cover contractor additions, construction management services and geotechnical testing services, a price for a total project cost not to exceed $71,014 is determined. Schedule: It is estimated that construction will take approximately one month: Town Board Approval May 8 Notice of Award May 9 Pre-Construction Meeting May 11 Construction May 11 – June 10 Substantial Completion June 11 Budget: This project was not identified prior to completion of the 2012 budget. It is to be funded through the Community Reinvestment Fund. Sample Motion: I move to recommend/not recommend awarding the construction contract for Weist Parking Lot Restroom Retaining Wall Repair to Cornerstone Concrete Inc. of Estes Park, for a cost not to exceed $61,751.