HomeMy WebLinkAboutPACKET Town Board 1994-10-25BOARD OF TRUSTEES - TOWN OF ESTES PARK Tuesday, October 25, 1994 7:30 P.M. AGENDA PUBLIC INPUT. To conduct an orderly, efficient meeting, individuals will be given a maximum of up to three (3) minutes to speak on topics which are pertinent to Town affairs. Any exceptions will be given at the discretion of the Mayor. CONSENT CALENDAR: 1. Town Board minutes dated October 11, 1994. 2. Bills. 3. Committee Minutes: A. Administrative Committee, October 13, 1994. B. Planning Commission, October 18, 1994 (acknowledgement only). C. Public Safety, October 20, 1994. ACTION ITEMS: 1. Administrative Committee: A. 1995 Organizational Chart. 2. Public Safety: A. Fire Station Study - Presentation. 3. Lake Estes Hike/Bike Trail - Award Bid. 4. Town Administrator's Report: A. None.
lown of Estes Park, Larimer County, Colorado, . October 11. . ., 19.94 . Minutes of a . Regular. . . meeting of the Board of Trustees of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Municipal Building in said Town of Estes Park on the . jlth . day of ... .Optolper .., A.D., 19.94. at regular meeting hour. H. Bernerd Dannels Meeting called to order by Mayor ................. .-. ...... Present: Mayor Trustees: H. B. Dannels Susan L. Doylen, Stephen W. Gillette, William J. Marshall, Michael E. Miller, Gary F. Klaphake, J. Donald Pauley Also Present: Town Administrator Gregory A. White, Town Attorney Vickie O'Connor, Town Clerk Absent: Robert L. Dekker, Mayor ProTem Mayor Dannels called the meeting to order at 7:30 P.M. PUBLIC INPUT. Lou Canaiy stated he had not yet received his housing survey, and he had an article read which was published by Tom Cushman/San Diego Union Tribune (October 4, 1994 issue) speaking very favorably of the Golf Course. Dick Pratt questioned how long the Board would continue to allow the "illegal franchise tax" collected on the Cable TV bill. CONSENT CALENDAR: 1. Town Board minutes dated September 27, 1994. 2. Bills. 3. Committee Minutes: A. Public Safety, September 29, 1994. B. Community Development, October 6, 1994. C. Board of Adjustment, October 4, 1994 (acknowledgement only). It was moved and seconded (Doylen/Gillette) the consent calendar be approved, and it passed unanimously. ACTION ITEMS: 1. American Red Cross - Presentation of Plague. Local Representative Berneice Roby/American Red Cross Volunteers presented a plague acknowledging the Town's 20-years of "touching people's lives" by contributing blood. 2. Park School District - Recruest Support of Ballot Issues. Bob Jones, "Vote Yes for our Kids" Comittee, addressed the Trustees seeking support of two School Ballot Issues on the upcoming November 8 General Election. The Park School District has experienced unprecedented growth and the elementary school is 35% over capacity, the middle school exceeded capacity this year, and the high school has reached capacity. To ensure adequate education for the youth, additional facilities and staff are necessary. Stating that a sound public education system is necessary, it was moved and
> Board of Trustees - October 11, 1994 - Page 2 seconded (Gillette/Pauley) the Board of Trustees formally support the School Ballot Issues, and it passed unanimously. 3.A. Lot 6. Little Prospect Mountain Addition. Geraldine Kappely/Applicant. It was moved and seconded (Doylen/Gillette) this - Subdivision Plat be continued to November 8, 1994, and it passed unanimously. B. Amended Plat of Lots 15-17. Block 2. Town of Estes Park. Elizabeth Bowers/Applicant. It was moved and seconded (Doylen/Gillette) the Amended Plat be continued to November 8, 1994, and it passed unanimously. C. Amended Plat of Lots 11 and 12. Craas Addition. C. Franklin Hix/Applicant. It was moved and seconded (Doylen/Gillette) the Amended Plat be continued to November 8, 1994, and it passed unanimously. D. Replat Of Lot 131. Al Fresco Place Addition. John Grace/Applicant. It was moved and seconded (Doylen/Gillette) the Replat be continued to November 8, 1994, and it passed unanimously. 4. Amended Intergovernmental Agreement (IGA) with the Estes Park Urban Renewal Authoritv. Administrator Klaphake presented the IGA which amends the current Agreement by: including language for the Authority to transfer to the Town, $447,000 which will be made available to the Authority should the Town/EPURA November 8, 1994 ballot issue be passed; addition of Paragraph 24 that provides that the Town and EPURA meet jointly during the budget process to achieve mutual goals; and Paragraph 25 ' stating that nothing in the Amendment shall in any way affect the security for the Tax Increment Refunding Revenue Bonds, Series 1993. It was moved and seconded (Gillette/Miller) the Amended Intergovernmental Agreement be approved contingent upon execution by EPURA, and it passed unanimously. 5. Change of Class/Ownershin - From Beer and Wine to Hotel and Restaurant License/From Steven Barlow to John and Donna Sinnott. dba MAMA ROSE'S. 338 E. Elkhorn Ave. Mayor Dannels opened the public hearing, and Town Attorney White reviewed the application. There being no public testimony, Mayor Dannels declared the public hearing closed. Stating that the Board of Trustees finds that the reasonable requirements of the neighborhood are not met by the present liquor outlets in the neighborhood and that the desires of the adult inhabitants are for the granting of this liquor license, it was moved and seconded (Gillette/Marshall) the Change of Class/Ownership license be granted, and it passed unanimously. 6. 1995 Budget - Resolution Appropriatina Sums Of Monev (Preliminary). As required by law, Finance Officer Vavra presented the preliminary Resolution Appropriating Sums of Money for the 1995 Budget. The proposed 1995 Budget will be thoroughly reviewed at the Administrative Committee meetings scheduled November 3 and 17. 7. Town Administrator's Report: A. Status of Litigation/Town's Ballot Issue. Town Attorney White briefed the Trustees on the "Motion to Dismiss" action he filed with the Larimer County District Court (Case No. 94-CV-545-3). B. Budget Calendar. Staff noted that public input on the 1995 Budget will be heard at the above-referenced Administrative Committee meetings November 3 and 17. C. Housing Site Survey. Clerk O'Connor reported on polling
Board of Trustees - October 11, 1994 - Page 3 results: those voting "Yes" ............. 726 those voting "No" ... ......... .. 537 those voting "Other" ........... 8 1,271 Deducting 317 envelopes that were "undeliverable", the return was 42%, surpassing total votes cast in the April, 1994 regular Municipal Election (26%). The Board noted that the response on affordable.housing matches those statistics contained in the Talmey-Drake Survey. D. Sales Tax Update. Third quarter collections indicate that August is 9.4% ahead of the same period in 1993 and that year-to-date figures have increased 10.44% from 1994. It is apparent that, pursuant to TABOR, the Town must either refund or re-invest excess revenues. There being no further business, Mayor Dannels adjourned the meeting at 8:15 P.M. Mayor Town Clerk
BRAOFORIPUILISHINGCO· RECORD OF PROCEEDINGS Administrative Committee October 13, 1994 Committee of the Whole: Mayor H. B. Dannels, Chairman Board of Trustees Attending: Chairman Dannels, Trustees Doylen, Gillette, Marshall, Miller and Pauley Also Attending: Town Administrator Klaphake, Clerk O'Connor Absent: Mayor ProTem Dekker Trustee Gillette called the meeting to order at 8:10 A.M. pending Mayor Dannels' arrival. POLICY AGENDA 1994 - 1996. The Board of Trustees held a formal goal-setting retreat on May 19, 1994. The Trustees and Town Administrator identified impending issues, reviewed the level of service and set future goals. From the information presented, the group prioritized the goals into a Policy Agenda 1994 - 1996. Staff has been preparing an Action Plan for the implementation o f the "A" priority goals, and these priorities as identified below: Goal lA Begin a "Total Quality Management (TQM)" Program for Town Employees. Goal lB Establish a Mission and Value Statement for the Police Department. Goal 2 Establish financial policies explaining the Town's budget and financial management objectives for revenues, operating budgets, and reserves. Goal 3 Continue the Town/EPURA Joint Budget Committee with emphasis on improving communications of EPURA projects to the public. Goal 4 Continue and expand the Park and Ride Program, improve quality, and identify a location for a fringe intercept parking lot. Update: As the final decision on this subsidy has not been determined, the proposed 1995 Budget does not contain funding for this subsidy. Goal 5 Define the affordable housing market and proceed with the Community Drive housing project. and Goal 15C Affordable Housing, Phase I. Goal 6A Support private recycling efforts. Goal 6B Establish environmental performance standards for new developments as part of Phase 3 of the Comprehensive Plan. and Goal 11B Implement Phase 3 of the Comprehensive Plan. Goal 7A Promote/expand Town/EVRPD intergovernmental activities with emphasis on communicating these activities to the public.
. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Administrative Committee - October 13, 1994 - Page 2 Goal 7B Work with Larimer County to - create an Intergovernmental Planning Agreement which ensures local review of development within the planning area and results in developments which are consistent with Town standards. Goal 8A Review the Museum Strategic Plan for consistency with the Town's Strategic Plan. Goal 8B Support CACEP activities and develop a plan for the Stanley Historic District Cultural Arts Facility. Goal 9A Support projects of the Estes Valley Land Trust that serve the Town's mutual interests. Goal 9B Purchase land on East Riverside as available for parks/open space. Goal 10 Take a proactive approach on commercial annexations and a reactive approach on residential annexations. Goal 11A Initiate the strategic planning process for the Town. Goal 12 Over the long term, transition the Advertising Program from public funding to public/private funding. Goal 13 Clarify Special Events/Stanley Park Department mission and make appropriate adjustments in programs. The Committee received the final tabulation on the Special Event Decision Model: "A" Priority Christmas Parade Rooftop Rodeo Scottish Festival Wool Market "B" Priority Hunter-Jumper Show Rally N' the Rockies Art Walk/Jazz Festival Arabian Horse Show Arabian Horse Show Valentine Weekend Folk Festival Surprise Sale Shriners Ride The Rockies/Courage Quarter Horse Show Classic October Gold Weekend "C" Priority Westernaires Scandinavian Festival Miniature Horse Show Teddy Bear Picnic Riverside Plaza Paint Horse Show Entertainment RV Rally Goal 14 Perform the second community survey. Major Capital Improvements Goal 15A Street Overlay Program. Goal 15B Elkhorn Avenue Rehabilitation. Goal 15D Fire Station. Goal 15F Police Department Remodel. Following discussion, the Committee recommends approval the Action
I 3/ A D /0/0 lillis HINGCO. RECORD OF PROCEEDINGS Administrative Committee - October 13, 1994 - Page 3 Plans for the 1994 - 1996 Policy Agenda, as presented. 1995 ORGANIZATIONAL CHART. The Committee reviewed the proposed Organizational Chart for 1995 which contains four amendments: 1. Personnel administration responsibilities Will be formally managed by the Assistant Town Administrator. 2. Traffic Engineer responsibilities will be deleted from the Police Chief and added to the Public Works Director. 3. The Special Events Committee will be discontinued and staff will present their monthly agenda items and reports to the Community Development Committee. (Staff confirmed that this change does not diminish Special Events in any way.) The Committee recommends approval of the 1995 organizational Chart, which will become effective January 1, 1995. 1995 COMMITTEE MEETING SCHEDULE. Staff presented a proposed Committee Meeting Schedule for 1995 which includes a Summer (June through September) schedule. The Special Events Committee would be deleted and staff would report to the Community Development Committee, as does the Museum. Administrative Committee meetings would become Town Board Study Sessions. The Committee recommends approval of the 1995 Committee Meeting Schedule, as presented. REPORTS. . Administrator Klaphake reported that he is reviewing the Community Breakfast invitation approach. The Clerk's Office processes approximately 40 invitations and response is less than desired. The Committee suggested: (1) staff substitute Town letterhead with less formal stationery; (2) each Trustee be given a few names of those being invited and each will personally extend the invitation to the citizen; and (3) the invitation include the spouse. The suggestions will be taken into consideration. There being no further business, Chairman Dannels adjourned the meeting at 9:00 A.M. A '' Vickie O'Connor, CMC, Town Clerk
BRADFORDPUBLISHING CO. RECORD OF PROCEEDINGS Planning Commission October 18, 1994 Commission: Chairman Al Sager, Commissioners Mark Brown, Harriet Burgess, Gary Cooper, Alma Hix, Edward Pohl and David Thomas Attending: Vice Chairman A. Hix, Commissioners Brown, Pohl, and Thomas Also Attending: Community Development Director Stamey, Clerk O'Connor Absent: Chairman Sager, Commissioners Burgess and Cooper Vice Chairman A. Hix called the meeting to order at 1:30 P.M. 1. MINUTES. Minutes of the September 20, 1994 meeting were approved as submitted. Community Development Director Stamey reported that Gary Cooper had submitted his resignation to the Mayor, and the resignation was effective immediately. The Commission expressed their regret to Mr. Cooper and are hopeful the Mayor will appoint a replacement as soon as possible. 2. DEVELOPMENT PLANS. 2.A. Development Plan #94-7. Lot 2. Block 5. Fall River Estates. Darold and Lois Rohrbaugh/Applicant. At the Applicant's request, it was moved and seconded (Brown/Pohl) Development Plan #94-7 be continued to the November 15, 1994 meeting, and it passed unanimously. 2.B. Development Plan #94-9. Community Drive/Brodie Avenue. Martin Exploration-Mountain Golf Villas/Applicant. Applicant's Representative Paul Kochevar reported that the Applicant is requesting approval to change Buildings 1, 3, 7, 8, 13, 14, and 15 from two-level buildings to one-level buildings with a larger footprint. Finished floor elevations have been provided in the Grading Plan which provides more accurate and detailed information for development of the site. Seven detention ponds will be constructed; one pond will be completed this year in the northwest corner; and the dates for completion of each pond have been added to the plat. Original approval dealt with vacation of certain roadways and deeding of other portions of roadways to various entities (portion of Community Drive). In a letter from Martin Exploration, the Applicant confirmed that they will accept ownership of the land, and that ownership will be transferred to the Homeowners Association by a Quit Claim Deed. Regarding the comments expressed by the Estes Park Sanitation District (EPSD), alteration of the manhole bases will be completed next week. The current Improvement Guarantee will be released and new Guarantee for additional landscaping, sewer manhole and detention pond (northwest corner) improvements in the amount of $20, 5001 is to be provided by the Applicant prior to the issuance of a building permit. Commissioner comments were: relative to the Improvement Guarantee, will the balance of the detention system be installed; confirmation that the transfer of land to the Homeowners Association reserves the land for utilities and access and is not a building site; confirmation that "as-
BRADFORDPUB¢.'SHING CO. RECORD OF PROCEEDINGS Planning Commission - October 18, 1994 - Page 2 built" drawings and Warranty Deed will be offered to EPSD; bulk of development relative to the possibility of the Applicant proceeding with a two-story building on the larger footprint and potential authority to restrict same. Concerning development, Mr. Kochevar stated that the intent of the Owner is to keep development in a low profile while expanding footprint. There were no comments from the audience, therefore, it Was moved and seconded (Brown/Pohl) the Request to amend the building type, as identified above, be approved contingent upon the following, and it passed unanimously: 1. The right-of-way vacation along the east property line be finalized prior to any further approvals of this development. 2. The Improvement Guarantee include all improvements on the property. 3. Approval be granted to construct a one story building with an enlarged footprint or a two story building on the original footprint. 2.C. Development Plan #94-8. 450 Moraine Ave.. Twisted Pine Fur and Leather-Henry Glover/Applicant. As there were a number of staff issues to be resolved, Vice Chairman A. Hix offered the Applicant an opportunity to continue the Plan until November. Applicant's Representative Bill Van Horn stated staff comments have been addressed, the project is in compliance, and he would like to proceed. The Applicant is proposing the redevelopment of existing commercial business by removing three existing cabins and a portion of the existing commercial building; expanding the existing commercial building with ground level retail and two second story apartments, plus storage space; elimination of existing parking accessed directly off Highway 36 right-of-way; constructing new paved parking lot on the west side of building and defining street access; and landscaping and improving the street frontage. The Applicant has received the following variances from the Board of Adjustment: 1. Street setback for new building = 17.9'. 2. River setback for new building = 12.0'. 3. Building bulk 5,262 sq. ft. commercial and 1600 sq. ft. dwelling units. 4. Parking minimum = 27 spaces. 5. Highway Buffer = 5'. Director Stamey reviewed the staff report commenting on parking, surfacing, access, utilities/sewer, water and electric, drainage, landscaping, and miscellaneous information that must be added to the plan. Representative Van Horn displayed a revised drawing that identified the current structure (that will remain), the new addition, the three cabins that will be removed, and the proposed 5'-wide deck plus handicapped space and ramp adjacent to the building. Parking: there are 27 parking spaces, the 2 end spaces can exit by backing-up and pulling to the east-- these two spaces will be designated as employee parking. Access: the loading zone is now configured as a "drive through", an island/barrier along the road will be installed, and the Owner will apply for an Access Permit from the
BRADFOROPUBLISHING co. RECORD OF PROCEEDINGS Planning Commission - October 18, 1994 - Page 3 Colorado Department of Transportation (CDOT) following Planning Commission approval. Water Service: the Applicant cannot obtain an easement from adjacent property owners, therefore, the Applicant is proposing to connect to the Town main by installing a water line on the eastern portion of the property, adjacent to the sewer easement, continue across the river, going between the lots on Pine River Lane. The Owner prefers a service line connection rather than a water main extension. Discussion followed, whereby additional land area would be required for the two dwelling units should they not be connected to the Town's water system; Mr. Van Horn confirmed that the Applicant desires the housing units and Town water--such should be encouraged. Concerning landscaping, the proposal includes seven trees and 75 shrubs. The Aspen trees will be protected by a berm (the Commission suggested (they did not require), Aspen trees not be utilized due to the wildlife). Drainage: a manhole and culvert will be installed to facilitate the drainage, and the grade will be increased from the manhole to the river which should speed-up the velocity and prevent the water over the highway. Highway right-of-way: the right-of-way, as found on the Beaver Point annexation drawing is 60' wide. The right-of-way traverses within the Owner's property, however, it has never been ' dedicated. Exterior Lighting: lighting will be provided by a 15' pole located at the entryway to the parking lot at the westerly end. The walkway will be lighted by building lighting. Improvement Guarantee: the Applicant will submit the Improvement Guarantee prior to issuance of a Certificate of Occupancy. Landscaping: there is insufficient room to install plantings along the west side, plus, the adjacent property owner has developed up to the property line--the adjacent property cannot be buffered from the parking lot. Phasing: the Applicant's intent is to begin immediately with completion by next Spring. Public Works Director Linnane requested the water service line be installed subject to Town standards, and that it be connected to a water main stub across the river for future development. Installation will require a formal easement. It was moved and seconded (Brown/Thomas) Development Plan #94- 8 be approved, contingent upon the following, and it passed unanimously: 1. An island and signage be installed for the loading zone, and the loading zone be delineated by means of a "Hollywood"-type curb. 2. The development be connected to the Town's water system along the easterly portion of the property to the water main stub across the river, to include a formal easement- -all to be installed at the Owner's expense. 3. Clarify highway frontage planting. Obtain Access Permit prior to issuance of a building permit. 4. Site improvements to be completed prior to issuance of a Certificate of Occupancy. 2.D. North Ridge Meadow Condominiums - Presentation of Landscape Plan. It was moved and seconded (Brown/Thomas) the Landscape Plan be referred to staff for finalization, and it passed unanimously. Vice Chairman A. Hix authorized a 5-minute recess, and Commissioner Brown was excused from the meeting.
BRADFORDPUBLISHINGCO. RECORD OF PROCEEDINGS Planning Commission - October 18, 1994 - Page 4 The meeting was reconvened at 2:48 P.M. 3. COMPREHENSIVE PLAN. Alan Aspinall/Task Force Member, presented the draft copy of the Comprehensive Plan--"Estes Park Directions, Gateway To The Future." Mr. Aspinall discussed the process: desires/concerns of the residents, trends and the Estes Park Vision Statement. Thirty-four public workshops were held with 1,300 citizens attending. The consulting firm, DSW, was charged with facilitating the meetings and documenting views and comments. Regional trends, Vision Statement, and strategies were reviewed. Task Force Member Richard Barlow stated that change and growth are inevitable; we need to start planning now to bridge the gap in orderly fashion. Three sub- consultants will be making a presentation on October 24: Dr. Tucker Hart Adams speaking on Economic Future, Robert D. Reish speaking on Traffic Planning, and Dr. Evan Vlachos/Futurist. Mr. Barlow reported on implementation--the Task Force and the residents will support and assist in the implem.:it:ation process of the Comprehensive Plan - the Planning Commission must serve as leaders in this effort. The Commission expressed their appreciation to Messrs. Aspinall and Barlow for their reports. There being no further business, Vice Chairman a. Hix adjourned the meeting at 3:15 P.M. Vickie O'Connor, CMC, Town Clerk
IRADFORDPUBLISHINGCO RECORD OF PROCEEDINGS Public Safety Committee October 20, 1994 Committee: Chairman Gillette, Trustees Dekker and Marshall Attending: Chairman Gillette, Trustee Marshall Also Attending: Town Administrator Klaphake, Lt. Filsinger, Fire Chief Rumley, 1st Ass't. Chief Ford, Clerk o'Connor Absent: Trustee Dekker Chairman Gillette called the meeting to order at 8:07 A.M. FIRE STATION STUDY - PRESENTATION. Administrator Klaphake stated that the Study was prepared by Thorp Associates, and that with Mr. Thorp's excused absence, he and Chief Rumley would present the plan as follows: * The Fire Department was consolidated into new facilities over twenty-two years ago when the Town remodeled the former high school building. • The need for care and safety around a fire station is a documented fact, since large pieces of equipment must move at high rates of speed in response to emergencies. Exhibit A of the Study graphically illustrates the locations where the majority of the Department's calls originated from 1989 through 1993. Insurance service officials suggest that a fire station should not be required to cover more than a two-mile radius around the facility in order to maintain a reasonable response time. Exhibit B shows the Town with two-mile circles indicated around the proposed fire station, the existing RMNP Station, and two-potential future substation sites which would be necessary to establish full coverage of emergencies within the community. * Dick Minor/Loveland Chief, Colorado Fire Department, Thorp Associates, Chief Rumley and Town staff investigated several potential sites for a relocated fire station. Four sites were examined: 1. Town-owned property at Beaver Point. 2. R-M zoned property beyond Pine Knoll Subdivision (Highway 7). 3. Commercially-zoned property generally near the bowling alley (Highway 7). 4. Town-owned property at Stanley Park. The Stanley Park site is being recommended. An aspect utilized to narrow the field of potential sites was the stated need to provide easy access to the facility for the fire fighters, as well as the ability to provide quick and safe access to main traffic arterials. In addition, sites receiving serious consideration need to have proper zoning for the facility, sufficient acreage to allow maneuvering of fire fighting equipment, and the availability of utility infrastructure to minimize start-up costs. With the addition of an emergency traffic control signal at the realigned intersection of Manford Ave. and Highway 7,
BRADFOROPUBLISHING Co. RECORD OF PROCEEDINGS Public Safety Committee - October 20, 1994 - Page 2 safe access can be afforded the fire equipment, allowing quick response to emergency situations. An "opticom" will be installed on Highway 7 which allows the firemen to override the signal and proceed safely on the Highway. Police Department Relocation. The study has determined that new office and administrative facilities for the Police Department could cost from $75-80.00/sq. ft., whereas renovated and expanded facilities within the existing Municipal Building could be accomplished for $42-45.00/sq. ft. As the existing dispatch facility can be maintained in its present Municipal Building location, it appears likely that the most prudent direction for the Town is to pursue a relocation for the fire station only, and an expansion of the Police facility into at least a portion of the present Fire Department space. * Exhibit D illustrates the apparatus room (room which houses the main pieces of equipment for fire fighting and rescue) which is the most common element in a fire facility design. The room must be placed to allow easy entrance/exit of equipment, and must be closely related to additional storage facilities, office and training rooms for the fire personnel, as well as additional mechanical and emergency power generating stations. Chief Rumley reviewed schematic building plans as follows: Floor Plan. The facility will include: 1. Five drive-through bays. 2. The floor will be engineered to withstand the heavy loads. generated by fire trucks, will include trench drains, and be well-sealed to minimize absorption of dirt and motor oils. 3. Minimum door width is 10' and height will be 14'. 4. The computer printout station, which gives the firemen the most expedient route to take to a fire, will be located next to the apparatus room. 5. Hose washing equipment. 6. Washing equipment relative to blood-born pathogens. 7. Storage areas. 8. Training area. 9. Lounge with restrooms and one restroom plus shower. 10. Chief's office. 11. Receptionist area. 12. A second floor (63.4'x36') with four individual sleeping quarters, restrooms and showers. This section is being provided for the future (potential paid firemen) (in the meanwhile, this space will be utilized as meeting rooms). * Exterior Building Character: 1. Goal is to make the facility as compatible with the surrounding community as possible. 2. In view of the considerable bulk of the building, a hip roof structure is included to minimize the overall visual scale of the facility. Fire apparatus doors are recessed away from the public way to minimize their visual impact and allow the roof to come down to pedestrian scale at the entry facing the street.
BRADFOROPUBLISHINGCO RECORD OF PROCEEDINGS Public Safety Committee - October 20, 1994 - Page 3 3. Dormers are included to break-up the roof line most closely associated with the residential district to the west of the property.. 4. Native moss rock wainscoting around the building will help tie it to the surrounding site. 5. Metal wall panels and standing seam roofing will be finished in green and gray to further enhance the natural character of the building. * Construction Cost Estimate: 1. Using "Construction Specifications Institute" formats, scheduled values were determined. 2. A Project Management Fee of 10% has been assumed, with a 5% contingency. 3. The estimated sq. ft. cost is $75.76 and it is imperative to accomplish the project as quickly as possible to minimize the effects of further inflation in the building industry. 4. The project square footage is 8,828 and estimated values were given for general conditions, sitework, concrete, masonry, metals, carpentry, insulation/moisture protection, doors and windows, finishes, specialties, equipment, special construction, mechanical, and electrical, with a total project cost estimate of $668,788.89. 0 Site plan: The facility would be constructed at the western corner of Stanley Park in an area currently used for parking (193 spaces). The Plan indicates an additional 147 parking spaces beyond the fire station. On occasions when Special Events requires the additional parking spaces, the Fire Department will designate a certain number for their use. Public safety concerns relative to school vehicular and pedestrian traffic were expressed by Park School Supt. Fears. Dr. Fears was advised that the site includes access to Fourth Street and.with the realignment and signalization of Highway 7, such concerns are being addressed; with this clarification, Dr. Fears supported the relocation proposal. The Committee suggested Chief Rumley and School representatives meet to further discuss public safety issues after the facility is constructed. There being no further discussion, the Committee recommends approval of the Stanley Park site for the relocation of the Fire Station. All in attendance were invited on a Field Trip to view the site which had been staked to identify the building footprint. There being no further business, Chairman Gillette adjourned the meting at 8:48 A.M. 7 7-- / € A /Lkt· ' C ' If C//Kli t./ Vickie o'connor, CMC, Town Clerk
80 •OFOR OPUBLISHING.0 RECORD OF PROCEEDINGS Administrative Committee - October 13, 1994 - Page 3 Plans for the 1994 - 1996 Policy Agenda, as presented. 1995 ORGANIZATIONAL CHART. The Committee reviewed the proposed Organizational chart for 1995 ~ which contains four amendments: 1. Personnel administration responsibilities Will be formally managed by the Assistant Town Administrator. 2. Traffic Engineer responsibilities will be deleted from the Police Chief and added to the Public Works Director. 3. The Special Events Committee will be discontinued and staff will present their monthly agenda items and reports to the Community Development Committee. (Staff confirmed that this change does not diminish Special Events in any way.) The Committee recommends approval of the 1995 Organizational Chart, which will become effective January 1, 1995. 7 1995 COMMITTEE MEETING SCHEDULE. Staff presented a proposed Committee Meeting Schedule for 129;0000 which includes a Summer (June through September) schedule./-The Special Events Committee would be deleted and staff woul-d-€-Dort to the Community Development Committee, as doe@/f|Tb Museum. ' Administrative Committee meetings would beco,'Town Board Study Sessions. The Committee recommends appr~,pff the 1995 Committee Meeting Schedule, as presented. REPORTS. Administrator Klaphake re¢ed that he is reviewing the Community Breakfast invitation .,p%roach. The Clerk's Office processes approximately 40 imp€Eations and response is less than desired. The Committee sl*ged@ted: (1) staff substitute Town letterhead with less formal »dtionery; (2) each Trustee be given a few names of those being/invited and each will personally extend the invitation to the~citizen ; and (3) the invitation include the spouse. The su-ggehtions will be taken into consideration. There being no further business, Chairman Dannels adjourned the meeting at 9:00 A.M. 71 'l r. 7, Vickie O'Connor, CMC, Town Clerk
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< .Ro6KY MOUNTAIN CONSULTANTS. INC. 9mc 437 South St. Vraln Estes Park, CO 80517 (303) 586-2458 Metro (303) 825-8233 Fax (303) 825-8912 October 20. 1994 Bill Linnane Public Works Director Town of Estes Park P.O. BOX 1200 Estes Park. CO 80517 RE: Lake Estes Bike and Pedestrian Trail Phase I and II Dear Bill: On Mondav. October 17, 1994 bids for the Lake Estes Bike and Pedestrian Trail Phase I and Phase II were opened. A total of six bids were received. The bids were then verified through unit price extensions and corrected as necessary. The original and corrected bids are shown in the following Table and the bid tabs for all the contractors are attached. CONTRACTOR ORIGINAL BID ~ CORRECTED BID 1. Dimension Builders $398,138.00 $410,456.60 2. Mountain Constructors $425,942.00 No Change 3. L&M Enterprises $439.046.00 No Change 4. R.C. Heath Const. Co. $488,156.00 *488,178.80 5. New Design Const. Co. $525,549.67 No Change 6. Concrete Express S659,080.10 No Change Rocky Mountain Consultants engineering estimate was $390,000, the Colorado Department of Transportation estimate was $325,000. Funds available for construction of the project are $442,000. In addition to the unit price corrections to the apparent low bid of Dimension Builders there were additional problems, associated with their bid. The problems were as follows: * The bid was not on the original bid forms as required by the contract documents. * The bid bond was not for the correct amount. * The Non-Collusion affidavit was not submitted with the bid. CIVIL AND ENVIRONMENTAL ENGINEERING · PLANNING
gmc The Town of Estes Park has the right to waive any irregularities during the bid review and award process. However, due to the nature of this contract with Federal Funding involved, if the Town were to waive the irregularities, the Federal Funding in the amount of $180,000 could be jeopardized and withdrawn. With this in mind, Rocky Mountain Consultants, Inc. recommends awarding the contract 0 to Mountain Constructors for the price of $425,942.00. If you have any questions, please do not hesitate to call. S interA# f Rogin~~N~AIN CONSULTANTS, INC. f Ell- / i~~ry M. Prochaska. P.E. Project Manager KMP/mas .
STATE OF COLORADO DEPARTMENT oF TRANSPORTATION /4-•ma 4201 lEast Arkansas Avenue Denver, Colorado 80222 (303) 767-9011 STE M405-001 Lake Estes Bike Path 10517 October 21, 1994 Mr. Bill Linnane Town of Estes Park P.O. Box 1200 Estes Park, CO 80517 As we've discussed on the phone, CDOT and the Federal Highway Administration (FHWA) cannot concur in award of the construction contract on the above-named project to Dimension Builders due to irregularities in the bidding process and documents. More specifically, CDOT would have rejected the bid at the bid opening table as unresponsive. The issues are: 1. The proposal submitted by Dimension did not contain the Anti-Collusion Affidavit. Though the contractor produced the Affidavit within 30 minutes of the bid delivery time, rejection should have been made at opening. 2. The bid bond did not equal 5% of the total bid amount. Again, this is a bidding requirement which must be met at the time of bid opening. Adjustments after the fact are not allowed. 3. Dimension Builders prices were on a "spreadsheet" rather than the bid forms provided. The bid could be rejected for this, but I can tell you that CDOT has accepted contractor-produced forms if they are very similar to our forms. 4. The fact that the total bid written on the proposal was approximately $12,000 less than the total bid verified by the Town is not a problem. All bids are subject to verification and the contract would be written for the amount based on the unit prices. That is why we announce "the apparent low bidder" at the bid opening table. 5. As I understand it, Dimension FAX'd their bid to the bid opening and it was then placed in an envelope. Again, this is an area which increases the risk of problems and raises questions we would want to investigate further if it was the only issue, but it may not be a "fatal error".
Page 2 STE M405-001 While CDOT and Federal guidelines allow for some judgment or waiving irregularities during review of bids, it is critical to protect the integrity of the bidding process. While it may appear that our Rules are serving to increase the cost of the project, the interests of the general public are best served by trying to ensure a fair, competitive process for all contractors. Attached are copies of the relevant sections of CDOT Bidding Rules. These reflect my above comments concerning which areaa allow judgment and which areas do not- The Town options are: 1. Award to the second bidder, Mountain Constructors. 2. Reject all bids and readvertise the project. 3. Award to Dimension Builders with no federal participation in the construction contract. I have--also attached copies of CDOT Form 605 Contractors Performance Capability Statement and CDOT Form 621 Assignment of Antitrust Claims. These are the forms the contractor needs to submit to the Town prior to award of the construction contract. If you, your consultant, or anyone from,the Town needs more information, feel free to contact me at (303) 757-9354. Sineerel I.,364 9-" T.O. HARAPS Agreements Engineer cc: Sadighian - Staff Design Veinberg - Staff Design Harris CENTRAL FILE