HomeMy WebLinkAboutPACKET Community Development 2004-05-06AGENDA TOWN OF ESTES PARK COMMUNITY DEVELOPMENT COMMITTEE May 6,2004 8:00 a.m. Preparation date: 5/03/04 1) COMMUNITY DEVELOPMENT DEPARTMENT a) REPORTS: i) Building Permit Summary 2) MUSEUM/SENIOR CENTER SERVICES DEPARTMENT: a) ACTION ITEMS: i) Photocopier - request authorization to seek bids b) REPORTS: i) Museum staffing. ii) Museum bi-monthly report iii) Senior Center bi-monthly report 3) SPECIAL EVENTS DEPARTMENT: a) ACTION ITEMS: i) Stanley Park Master Plan RFP - request approval NOTE: The Community Development Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared.
. : P/8 01 81 1 . 1 E 6 ~ ae 32 32 0 ~ 2 32 0 32 0 3, 32~ 84 3 2 5 3 .7 17 1 9 4 % 0 :S '~ZE :8 k W 4 141 0 /10 (p 4 4 2 5*0 4- r C€ 0 4 h Ef~Effiffi5$6. 22 - , 8 52 2 25 CO 1 1 4 2 1 &3 §g:ff§4mmim%E£ iii E 6 eE 0...3232 32 32 f $ W CO 0, R R "2 g 35 o . 32 T 01 P - h 0, @61%*% mat m-BgRM-KI-*12 - 5 w if1i;i5*;i1iif 458,603 2,298,873 1,017,096 595,875 -41% 2,070,690 3,012,609 832,024 4,767,948 217% % E *9/'961'9 %9 r 8€£'89*'91 922'998'EE 892' Lt,C tz L69'899'6k 2003 2004 1,120,941 2,463,063 1,635,614 932,341 2,183,869 118% 1,315,220 1,758,377 1,530,578 1,451,357 3,835,466 2,158,597 337 4,050,002 91996 1,548,023 1,760,044 1,700,703 9,£'E Le'k 864'£96 902'6 &8' L 6£9'E &*7 TOWN OF ESTES PARK 1,887,234 1,910,750 2,494,578 1,783,738 1,161,817 1,826,924 98£'0£9 9£6'*&4 Monthly Building %Change %19 J
<6953* Town of Estes Park Museum/Senior Center Services 200 Fourth Street PO Box 1691 Estes Park, CO 80517 970-577-3760, bkilsdonk@estes.org Memo To: Community Development Committee From: Betty Kilsdonk, Director, Museum/Senior Center Services Dept. Lori Mitchell, Director, Estes Park Senior Center Date: May 6,2004 Re: Request authorization to seek bids to replace Museum and Senior Center copiers BACKGROUND: The Senior Center and Museum copiers were each acquired in 1995. The Senior Center copier is a Ricoh FT3313. The Museum copier is a Canon NP6016. Each copier's maintenance agreement and repairs total approximately $2500 a year. Starting mid-2004, a maintenance agreement will no longer be available for the Museum copier. These machines are obsolete and parts are difficult or impossible to obtain. The Senior Center has made 130,000 copies on these machines and the Museum has made over 205,000 copies. The Senior Center currently makes approximately 15,000 copies a year. The Museum makes about 26,000 copies a year. The Senior Center produces press releases, table announcements, monthly activity calendars and fliers for public distribution, training materials for volunteers in the Senior Center and Meals on Wheels programs, board packets, materials for CIA Community Development Committee and other Town programs. The Senior Center Board uses the copier for financial reporting and board communication. The Museum produces press releases, flyers for school distribution, program schedules for the newsletter, program handouts, informational mailings, instructions for volunteers, documentation for receipts, exhibit visitor guides and interactives, Advisory and Friends Board packets, grants and materials for Town projects such as CIA Sister City, and Community Development Committee. Copier need at both facilities is expected to increase with new event programming. (Background continued - page 2) BUDGET/COST: The Senior Center copier budget is $13,500. The Museum copier budget is $1500. In addition, there is a $300 scanner budgeted in the Senior Center budget We recommend combining the three figures ($15,300) to obtain one large-volume quality copier and one desktop quality multi-function model which would include a scanner and fax. RECOMMENDATION: We have done initial research on basic product choices available to us and seek permission to obtain bids for a large- volume copier and a desktop mula-function model, not to exceed the budgeted total of $15,300. Copier maintenance would be shared between the two facilities. We will present the bids and staff recommendation to the Community Development Committee for final approval.
(Background - continued from page 1) Currently. most of the high density copying is not done at either machine. Neither machine can produce high-quality documents. Neither machine can be left unattended because of malfunctions. Special print jobs for brochures, exhibit materials are outsourced. Special print jobs such as Senior Center brochures are outsourced. Museum newsletter inserts (400 copies) can take 4-5 hours per job given time forjams, repairs, etc. Labor issues o Staff now travels to other departments at the municipal building orthe fire station when high density, better quality and larger products are needed. This work must be done on the lunch hours of other departments when machines are free. o Current machines do not duplex or collate - this is all done by hand for both SC and Museum. o Complex jobs require continuous attention by a staff person. Features needed and desired to meet our obiectives for larne and small proiects: We would like to house the larger copier at the Museum, to be used by Senior Center and Museum. Features Black and white or color if budget allows Quality dpi and speed to handle large projects and public presentations Three-hole punch Regular stapler Saddle stitch stapler Folding Collating Useable from any desktop on the network Duplexing 814 x 11, 814 x 14, 11 x 17 (paper sizes) Multi-media trays for card stock and regular paper Ability to add features later Maintenance agreement and service support staff available We recommend purchasing a smaller tabletop multi-fundion model to be housed at the Senior Center. Features Black and white Easier size for office space Multi-function copier forsmall daily jobs Scanning Faxing Printing 00000 000000 0000000000000
<OWN-Ok Town of Estes Park Museum/Senior Center Services -1~ - , 200 Fourth Street, PO Box 1691 Estes Park, CO 80517 970-577-3760, bkilsdonk@estes.org Memo To: Community Development Committee From: Betty Kilsdonk, Director, Museum/Senior Center Services Dept. Date: May 6,2004 Re: Museum Staffing Report The museum staffing level has been at 2.75 FTEs since 2001, when it was increased from 2.5 FTEs to accommodate the addition of the Fall River Hydroplant to the museum's responsibilities. For the past 2 1/2 years, benefits have been paid on only 1.75 FTE positions. The other FTE was a job share between two employees, at an average 16:24 hours/week ratio. Each of the job share employees has given notice. One employee's last day of work was April 1. The other, who has been on leave since 11/26/03, will return to work for perhaps 50 hours total between May 1 and July 2 to help us ready the museum for reopening. The employees' departures provide the opportunity to rethink curatorial staffing at the museum. The job share position was an FTE museum curator at grade 41. The .75 FTE is an assistant museum curator at grade 31, whose responsibilities have been at the museum curator level. Currently there are two staffing issues at the museum. 1) It is unlikely that a no-benefits job share, which was a unique situation, would work again in the future. 2) We need to address the disparity between curatorial positions. To resolve both issues, we would like to retain the same curatorial staffing level of 1.75 FTEs but adjust pay grades and offer benefits. Specifically, we plan to do the following: •Offer one FTE museum curator position with benefits at grade 33. •Adjust the grade 31 assistant curator position, which has benefits, to a grade 33 museum curator position. •Start the employee currently in that position at her current salary plus 5% to avoid grade compaction and acknowledge her three years of service at the curatorial level. No additional appropriations are required to the current budget to effect this change.
/,<0*1Lok Town of Estes Park Museum/Senior Center Services 200 Fourth Street, PO Box 1691 Estes Park, CO 80517 970-577-3760, bkilsdonk@estes.org Memo To: Community Development Committee From: Betty Kilsdonk, Director, Museum/Senior Center Services Dept. Date: May 6,2004 Re: Museum Bi-Monthly Report Construction Update: Westover Construction is on schedule and on budget for the July 3 facility reopening. Currently they are finishing the drywall and will start next on painting. Staff is at work designing and ordering interior furnishings and exhibits. The reopening will take place from noon to 4:00 PM with refreshments sponsored by Estes Park Seniors Inc. and provided by Catering for All Occasions. Entertainment (Brad and Kathy Fitch) will be sponsored by the Museum Friends. Mav/June Activities: May 7 Preserving Sacred Indian Landscapes by Dr. Andrew Gulliford, Free, 7:00 PM in the Municipal Bldg. Board Room. Sponsored by the Colorado Historical Society as part of Archaeology and Historic Preservation Month. May 14 Dr. James Work of CSU, author of The Tobermory Manuscript, will detail his research on Isabella Bird and Rocky Mountain Jim Nugent. Free, 7:00 PM, Municipal Bldg. Board Room. Joint program with EP Library Foundation. May 23 Annual Parade of Years Car Show, 9:00-11 :00 AM, Senior Center parking lot. June 5 Historic Homes Tour 11:00 AM -3:00 PM. Includes six historic structures: Edgemont (1881) (Oja dental office), the Boyd House (1907), the Birch Cabin (1908), the Fall River Hydroplant (1909), the Presbyterian Manse (1912) and the Charles Hix home (1926). Tickets are $10 in advance, $12 day of event. Benefits the Friends of the Estes Park Museum. June 10 Museum Members Only YMCA historic buildings tour. June 18 La Gente: Hispano History and Life in Colorado, Free, 7:00 PM Municipal Bldg. Board Rm. Joint program with the Estes Park Library Foundation. June 24 Museum Members Only Centennial Village Tour in Greeley. Historic Fall River Hvdroplant: The Hydroplant will open for the season on Memorial Day. Bob Seifert will return as a part-time interpreter. Education coordinator JJ Rutherford will also staff the plant. In preparation for reopening we are repairing the visitor center desk fishpond interactive, fixing the energy cycle and moving the donation box to a more visible location. There is a hydroplant tour scheduled on May 24. Communitv Assistance: Cub scouts and Eagle Rock students will volunteer their assistance on May 8 and May 13.
Town of Estes Park Community Development Committee May 6,2004 Senior Center Report General Operations: The site use data attached provides a look at current operations of the Senior Center. Overall, we are ahead in all areas: meals on wheels, in-house dining and site use/activity functions. Carpets and floors have been cleaned for spring and several maintenance areas are being addressed around the building. Large kitchen equipment (hoods and ovens, etc) is being cleaned and general repairs made to the large cooler and freezer. I have joined Colorado Parks and Recreation Association to develop a network with other Senior Center Directors and facilities. I will attend the monthly local Community Services Coalition meetings to represent senior services interests. Senior Center Board Activitv: The Strategic Planning Committee is meeting monthly to examine, revise and develop the 3 to 5 year plan for the Senior Center. The Board established a By-Laws committee to examine existing documents. The Board is examining the wording of its mission statement. The Endowment Committee is actively managing the funds held by the Board, with good returns on all investments. The Senior Center Board and the Town of Estes Park are working together to complete landscaping and garden projects at the Center. The Board made the final payment of $8291 to the Town for the last phase of work. The Board has also budgeted funds for maintenance of the gazebo area and will be working with Eagle Rock students this month on the flower garden areas. The Board and I met with the United Way on April 15,2004 to review current operations. United Way funding should continue for the next 2 years, we await their decision with the exact amount awarded for food services programs. The Board continues to fundraise. They have sold Duck Tickets, continue to sell house signs ($20 each) and are now planning 4 buffet breakfasts to be held the second Saturday of June, July, August and September at the Center from 7 am to 11 am. Also, Senior Center memberships are encouraged and remain $15 a year. The Board has added a monthly reporting item called "Historical Perspectives" as a method to educate new board members. Don Tebow prepares and presents a short written report on Senior Center history. Programming The Senior Center board supports the wide expansion of programming at the Center. Suggestions and ideas are encouraged from the members. May is Older Americans Month, and several special events are planned. Fliers have been distributed and activities are open to the public. Public Relations efforts continue to bring in new visitors monthly. We are collaborating with the Estes Park Medical Center and the Aspen Club of the Poudre Valley Health Systems and Options for Healthy Living to co-sponsor new and expanded medical education programming at the Senior Center. Seniors from the community participate in Senior Focus Radio twice a month and I now participate in a regular radio spot the 3rd Monday of each month at 9:30 - focusing on the Senior Center.
Estes Park Senior Center - Directors Report Senior Center Board Meeting / CDC Meeting May 2004 MEAL COUNTS: 2004 Meals on Wheels 2003 Meals on Wheels overall change 2003 MOW total Jan 313 Jan 314 -1 Feb 285 Feb 297 -12 Mar 357 Mar 261 +96 Apr 314 Apr 244 +70 2004 YTD 1269 2003 YTD 1116 +153 3188 In -House Meals Prepared (SC Meals): 2004 SC Meals 2003 SC Meals overall change 2003 in house total Jan 585 Jan 672 -87 Feb 732 Feb 515 +217 Mar 739 Mar 429 +310 Apr 751 Apr 565 +186 2004 YTD 2807 2003 YTD 2181 +626 8168 Combined Meal Totals (In House and MOW): 2004 2003 overall change 2003 total meals Jan 898 Jan 986 -88 Feb 1017 Feb 812 +205 Mar 1096 Mar 690 +406 Apr 1065 Apr 809 +256 2004 YTD 4076 2003 YTD 3297 +779 11,356 SITE USE / VISITATION: SIGN IN / WALK IN - VISITOR NUMBERS 2004 YTD 4499 2003 3544 2003 Year totaled Month 12,510 to Date 2004 Activities/functions attendance Jan 394 Feb 729 Mar 620 Apr 533 YTD 2276 First Otr: Approximately 53% of sign in visitors are coming for activities Approximately 62% of sign in visitors have come for meals. Second Otr:
Request for Qualifications and Proposals STANLEY PARK MASTER PLAN Town of Estes Park The Town of Estes Park is seeking professional land planning services to complete a master plan for the revitalization of The Stanley Park Fairgrounds. Stanley Park is a forty-two acre event facility located on Highway 36 at the east entry to Estes Park. The property contains an open arena with grandstands and related multi-use barns. The facility serves residents and visitors alike providing cultural, historical, recreation and entertainment events and opportunities. At the northwest corner of the Fairgrounds are the Town-operated Senior Citizens' Center and Estes Park Museum. Stanley Park now hosts a variety of events during the months of June through mid- September: • Wool Market • June Rodeo series • Miniature Horse show • Arabian Horse show • Antique Show • Hunter/Jumper Horse show • Rooftop Rodeo • Longs Peak Scottish/Irish Festival The Town has recently completed a business plan to guide the renovation of the facility to be completed in phases over the next ten to fifteen years. The goal of the plan is to maintain and enhance the existing uses, and to expand the use of the facility in the following areas: • Festivals • Vehicle expos/shows • Concerts • Trade shows • Field sports • Picnic facilities and passive use
The completed Master Plan will incorporate the following elements: Architectural Design • Character studies of building architecture for proposed Multi-Use structures • Existing and proposed buildings: recommendations for dressing up existing buildings consistent with overall architectural theme • Preliminary Arch. Design and cost estimates for new buildings: typical stall/pavilion • Three rendered photo-simulations from various perspectives (presentation/marketing quality graphic products) • Typical free-standing restroom design with cost estimate; also minimum building code requirements as they relate to spacing / capacity requirements Landscape / Hardscape Design • Master Landscape Concept Plan at 1: 50 • Entry Plaza Character Plan at 1: 20 • Character study of central corridor / axis • Final Parking layout • RV Lot final layout and grading plan at 1:20, • Final RV hookup design ( multi-purpose design for use as parking area for over size vehicles) • Master Site Circulation Plan identifying various zones of access for vehicles, pedestrians and horses/animals at 1: 50 • Outdoor Lighting study for various multi-use spaces • Fencing: locations and materials • Entry Sign preliminary design Outdoor Arenas • Preliminary Plans for renovation and expansion of existing grandstands • Circulation options/recommendations for pedestrians, vehicles, horses, etc. • Surfacing recommendations, address dust control and horse injury problems with existing infields Sports Fields • Sports fields Layout at 1: 50 • Lighting Plan • Turf Recommendations Other Deliverables • Rendered Final Concept plan at 1:50 • Costs estimates (and level of confidence) buildings, restrooms, rv hook ups • Traffic Impact Study • Build out Phasing Plan with identification of related physical constraints 2
• Digital Copies of all deliverables A public input/visioning process was completed last fall, and a preliminary master plan schematic has been produced to guide completion of the Master Plan. The scope of work will include meetings with Town staff as required and two formal presentations of the completed plan to the Town Trustees. The Town will furnish complete survey of existing conditions, and a completed storm drainage study for the site. A five to six month time frame is expected for this work, with final presentations targeted for late fall of 2004. Please provide a summary of firm qualifications and examples of similar planning / design products with references. Also, please identify key responsible staff, with experience/qualifications and related billing rates. 3