Loading...
HomeMy WebLinkAboutMINUTES Town Board Budget Study Session 2023-10-05RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, October 5, 2023 Minutes of a Regular meeting of the TOWN BOARD BUDGET STUDY SESSION of the Town of Estes Park, Larimer County, Colorado. Meeting held at Town Hall in said Town of Estes Park on the 5th day of October, 2023. Board: Mayor Koenig, Mayor Pro Tem Cenac, Trustees Hazelton, Lancaster, MacAlpine, Martchink, and Younglund Attending: All Also Attending: Town Administrator Machalek, Finance Director Hudson, Police Chief Hayes, Director Bergsten, Manager Solesbee, Engineer Bailey, Supervisor Berg and Deputy Town Clerk Beers Absent: Deputy Town Administrator Damweber Mayor Koenig called the meeting to order at 1:00 p.m. POLICE The department has four divisions, including patrol, dispatch, support services and code enforcement. Revenues are estimated at $234,716 and expenditures of $7,830,431. In 2023, the department reorganized with the creation of the Deputy Police Chief position and the elimination of the Lieutenant position. Staff requested an uninterruptible power supply (UPS) back up system for the communications center, TruNarc narcotics analyzer device funding, radio hardware updates as mandated by the State, and holiday overtime for sworn police personnel and dispatch personnel to align compensation with all other Town employees. COMMUNITY DEVELOPMENT Planning: The Planning division revenues are estimated at $41,000 and expenditures of $871,692. The division would complete a rewrite of the Estes Park Development Code in 2024. Trustee MacAlpine questioned whether staff anticipated additional cost to complete the rewrite. Staff stated any additional cost would come forward to the Board for consideration. Building: The division has budgeted $637,000 in revenues with expenditures at $749,481. Staff would continue the contract with SafeBuilt to provide building inspection services in 2024. Mayor Koenig requested clarification on fee subsidy requests for workforce housing development projects. PUBLIC WORKS Manager Solesbee introduced the Public Works department overview. Public Works estimated 2024 revenues of $487,382 and expenditures of $7,484,782. The department has three divisions consisting of eight service delivery teams. She reviewed grant funded projects and awards including six 2024 Strategic Plan objectives. Engineering: The division has revenues of $150 and $610,128 in expenses. Projects to be addressed in the upcoming year included Phase 3 of the Downtown Wayfinding Signage Plan and the final segment of the Fall River Trail. A two-year fixed term position for a Project Manager was requested and would be funded between Engineering and Facilities divisions. Resourced items included pursuing grant funding for private and/or public flood mitigation and stormwater projects, CDOT Safe Routes to School funding to design a segment of Community Drive to create a multi -use trail between Brodie Avenue and Graves Avenue, and to deliver technical support and public communication assistance for construction of the Downtown Estes Loop. Items not funded included the complete design and construction of the multi -use path on the east side of Community Drive between Manford Avenue and US Hwy 36. RECORD OF PROCEEDINGS Town Board Budget Study Session — October 5, 2023— Page 2 Mayor Koenig called a 10-minute break at 1:25 p.m. and reconvened the meeting at 1:30 p.m. Street Improvement - 1A Fund: The fund anticipates $1,122,011 in revenues and $1,160,429 in expenses for 2024. The 1A sales tax sunsets June 30, 2024. The budget reflected six months of revenue for major street rehabilitation of West Elkhorn Avenue, overlay and patching, parking lot rehabilitation, and Cleave Street improvements which roll overed from 2023. Trustee Lancaster requested clarification on the condition of utility infrastructure underneath West Elkhorn Avenue and future improvement plans. Mayor Pro Tem Cenac questioned whether engineering costs were included in the overlay and patch program off Pine Knoll. Discussion ensued regarding the Downtown Estes Loop construction impacts to the businesses surrounding the Post Office parking lot and whether any considerations have been made for the businesses. Trails Expansion - 1A Fund: The fund has $231,585 in revenues, primarily comprised of grants, and $70,316 in expenses. Revenues from the 1A sales tax sunsets June 30, 2024. Staff would continue to complete the design and construction of the Fall River Trail extension in 2024. Trustee Lancaster questions if staff has developed programs if the 1A sales tax renewal moves forward to the voters and passes. Streets: The division estimates revenues at $377,504 and expenses of $1,407,999. There were no decision packages or items resourced for this fund. Mayor Pro Tem Cenac requested clarification on road maintenance coordination between the Town and the Colorado Department of Transportation. Stormwater: The fund budgeted $52,528 in revenues with expenditures at $1,786,957. Staff would complete at least one stormwater project from the list included in the Stormwater Drainage System Maintenance Plan. The current 1A sales tax revenues do not include stormwater. The 1A sales tax renewal proposal includes stormwater to fund projects if the Board approves the ballot question and approved by the voters in April 2024. Facilities: The division estimates revenues at $68,728 and expenses of $2,247,087. Decision packages included the shared Parking Manager to support and manage capital improvement projects, increase to the employee housing reserve, and the Finance remodel for centralized reception. Staff would establish a timeline and funding strategy to implement recommendations identified in the American with Disabilities Act (ADA) Transition Plan in 2024. Trustee MacAlpine requested clarification on the intended use for the facilities and employee housing reserve. Staff stated the funds were intended to be flexible to address Town staff housing outside of the dedicated workforce housing funds which are intended to address broader community needs. Parks: Facilities budgeted $25,000 in revenues with expenditures at $1,848,809. Decision packages included flower bed concrete repairs, increase walkways and bikeways, and repair and maintenance of park infrastructure. CONSERVATION TRUST FUND The lottery funds are used to address noxious weed maintenance on Town owned properties. Decision packages included additional funding for Open Space maintenance. OPEN SPACE FUND The county tax revenues are proposed at $480,000 and expenditures at $582,037. These funds are expended for program management and administration for trail expansion and grants, noxious weed management and capital projects through 2043. Decision packages included bridge maintenance, trail reconstruction, and park and Thumb trail improvements to provide ADA accessible with all terrain mobility devices in the future. Staff would establish a timeline and funding for a Parks and Open Space Master Plan in 2024. Mayor Koenig question if any discussions have occurred to expand the Scott Pond open space. Staff stated restoration of the larger pond washed out during the 2013 flood has not been considered. Mayor Pro Tem Cenac questioned RECORD OF PROCEEDINGS Town Board Budget Study Session — October 5, 2023— Page 3 the maintenance of the Town owned bronze statues. The budget contains funds to maintain the bronzes by a contractor. Town Administrator Machalek left the meeting at 2:10 p.m. Transit: Revenues are estimated at $16,000 in sponsorships for shuttle buses and expenses are proposed at $758,896. Staff would prepare recommendations for budgeting and implementation of the Mufti -modal Transportation Plan in 2025, seek funding and create an implementation timeline for the year -one recommendations from the Transit Development Plan, identify funding to construct the Visitor Center Parking Lot improvements and first phase of the US Hwy 34 corridor improvements, and actively participate in the US Hwy 34 Coalition and Transportation Management Organization planning and project implementation. Mayor Koenig questioned whether staff have researched software or applications to determine the approximate arrival time of a shuttle. Staff responded shuttle arrival times for users remains a high priority. Parking Services Fund: Revenues are estimated at $2,739,250 and expenses are proposed at $2,778,714. Decision packages included constructing a single -deck parking structure above the Big Horn parking lot. Staff would evaluate implementation of paid parking in all downtown public lots and the associated timing and funding impacts for a new downtown parking structure. Fleet Maintenance Fund: Revenues exceed the expenses in 2024 with an estimated $760,117 in revenues and $752,937 in expenses. Decision packages include the acquisition of a fleet pickup truck. Staff would complete a zero -emission fleet transition plan in 2024. Trustee MacAlpine questioned if other jurisdictions maintain a fleet maintenance team. UTILITIES FUND The Utilities fund contains Power and Communications and Water funds. Power and Communications (P&C): The division estimated revenues of $24,354,567 and $22,406,748 in expenditures. Decision packages include vehicle costs and line rebuild. The division would explore joint funding options for storage and intermittent renewables with the Platte River Power Authority (PRPA), and conduct a feasibility and take -rate study on a Trailblazer Broadband access to economically challenged customers. Mayor Koenig questioned the percentage of the Estes Valley which has been outfitted with Trailblazer Broadband infrastructure. Staff stated service has extended to Glen Haven and Allenspark. Staff applied for grant funding to expand the service to Pinewood Springs. The utility was awarded grant funding for the Allenspark build out, and the formal contract with FEMA would be developed in the Fall of 2023. Mayor Pro Tem Cenac stressed the importance of identifying a plan for wildfire mitigation. Staff would have more information at the October 10, 2023 study session discussion on Powerlines and Fire Mitigation. Water: Revenues exceed the expenses in 2024 with an estimated $10,424,618 in revenues and $6,676,652 in expenses. The division requested a fixed term lead service line inventory position, a communications system for computer automation, Crystal Storage site rehabilitation, electrical upgrades and grounding, installation of additional iHydrants, lab sampling equipment, halogen shutoff valve, Mary's Lake roof replacement and safety improvements, plant metering improvements, tank rehabilitation, pothole truck/trailer, vehicle request and a Glacier Creek filter. Staff would complete a draft Big -Thompson raw water supply line route analysis, establish a baseline water loss record using new water audits and loss control program, submit funding applications for the Federal Infrastructure Investment and Jobs Act program, and determine if in-house labor will be an eligible expense. BUDGET WRAP UP Finance Director Hudson provided a review of the 2024 proposed budget stating a 26.4% fund balance has been forecasted by the end of 2024, well above the 25% required by policy. The sales tax revenues are projected at 2.39% increase over 2023 RECORD OF PROCEEDINGS Town Board Budget Study Session — October 5, 2023— Page 4 estimates. Several projects are expected to roll over from 2023 to 2024, including: Fall River Trail Project and a number of utility projects, including broadband construction and others. The General fund would have a capital reserve of $8.7 million which included the 25% reserve, Workforce Housing for $882,186 and other General Fund reserves. The proposed 2024 budget consists of two full-time fixed term positions. The budget would be presented at the October 24, 2023 and November 14, 2023 Town Board meetings. Discussion ensued regarding the creation of an Environmental Sustainability Manager and has been summarized: the feasibility of creating a full-time or fixed position and its benefits, whether the position would be considered in 2024 for the 2025 budget considerations, concerns were heard regarding the difficulties filling a fixed -term position, and the option of hiring a consultant. Discussion ensued regarding property tax mill levy credit to offset increases anticipated home valuations. Staff stated there are limitations for tax dollars being used for public services. Manager Garcia stated gratitude for Director Hudson's service to the Town who would continue to present the budget through public hearings before transitioning to the ERP Implementation Manager. There being no further business, Mayor Koenig adjourned the meeting at 4:00 p.m. y Victoria Beers, -Deputy Town Clerk