Loading...
HomeMy WebLinkAboutPACKET Town Board 1996-08-13The 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 our natural setting. BOARD OF TRUSTEES - TOWN OF ESTES PARK Tuesday, August 13, 1996 7:30 P.M. AGENDA PUBLIC COMMENT. 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 July 23, 1996. 2. Bills. 3. Committee Minutes: A. Public Works, July 25, 1996. B. Community Development, August 1, 1996. C. Light and Power, August 8, 1996. D. Board of Adjustment, August 6, 1996 (acknowledgement only). 4. Continue Public Hearing of the Final Plat of The Reserve, First Filing, Nordic Construction and Development, Inc./Applicant, to August 27, 1996. ACTION ITEMS: 1. Public Works Committee, July 25, 1996: A. Rocky Mountain Consultants Scope of Services for High Drive Main Extension and Glacier Plant Rehab - Approval of Budget Expenditure. B. Western Waterproofing Bid for Municipal Building - Approval of Budget Expenditure. 2. Light and Power Committee, August 8, 1996: A. Chief' s Landscaping Bid - Approval of Budget Expenditure. B. Policy Changes Concerning Shutoff of Electric Service for Non-Payment. 3. Town Administrator's Report: A. 1 Town of Estes Park, Larimer county, colorado, 0 .July.23 ...., 8#i.. regular Minute, of a........ meeting of the Board of Truitee, of the Town of Este, Park, Larimer County, Colorado. Meeting held in the Municipal Building in said Town of Estes Park on the . 13]54 . day of ...July ...., A.D., 1#.6. . at regular meeting hour. Robert L. Dekker Meeting called to order by Mayor ......................... Present: Mayor Dekker Trustees: .Susan L. Doylen, Mayor Pro Tem Jeff Barker John Baudek George J. Hix William J. Marshall Also Pre,enteary Klaphake, Town Administrator Tina Kuehl, Deputy Town Clerk Absent: J. Donald Pauley, Trustee Gregory A. White, Town Attorney Mayor Dekker called the meeting to order at 7:30 p.m. PUBLIC INPUT. Austin Condon, 1849 Ranch Circle, requested that citizen concerns I regarding the activation of the Fall River Hydro Plant be revisited when the Division of Wildlife studies are released in August. David Floyd, Sales Manager at KRKI, extended an invitation to the Lakefront Arts Fest, August 3 and 4, sponsored by KRKI and the Cultural Arts Council. CONSENT CALENDAR: 1. Town Board Minutes dated July 9, 1996. 2. Bills. 3. Committee Minutes: A. Public Safety, July 18, 1996. B. Planning Commission, July 16, 1996 (acknowledgement only). It was moved and seconded (Doylen-Hix) the consent calendar be approved, and it passed unanimously. ACTION ITEMS: 1. "No Left Turn" Sign at Highway 36/Stanley Avenue - Removal. Chief Repola reported that the Public Safety Committee heard concerns relating to the necessity of maintaining the "No Left Turn" sign at the Highway 36/Stanley Avenue intersection. CDOT recommended that, given the site distances of 400 ft.+ in both directions, the sign could be removed following the trimming of nearby trees. Accidents in the areas where traffic had been rerouted was inconclusive because of other concurrent changes, including the construction of Moccasin Bypass. Administrator Klaphake noted that the sign was originally placed because of a major bus accident, with the intent that the projected changes on Highway 7, including the addition of traffic signals, would alleviate any hardship at Board of Trustees, July 23. 1996 - Page 2 those intersecting areas. Trustee Doylen suggested that the decision to remove the sign be delayed until the impact of the Fire Station and the installation of the traffic signals on Highway 7 is analyzed. David Czapp, KRKI, reported witnessing many "close calls", and suggested that the sign be effective in the summer and removed in the winter. Administrator Klaphake noted that a seasonal sign could result in legal ramifications. It was requested that Chief Repola analyze accident statistics before and after the sign was placed and report to the Public Safety Committee. It was moved and seconded (Baudek-Marshall) that this be referred back to the Public Safety Committee for further review, and it passed unanimously. 2.A. Final Plat of Ranch Meadow Subdivision ( formerlv Mountain Park Subdivision). Richard H. Willa Trust/Applicant. Mayor Dekker declared the Public Hearing opened. Community Development Director Stamey noted this is a 35-acre site divided into 30 lots, 18 zoned R-S, 8 zoned R-M, and 4 zoned commercial. Planning Commission discussed three major concerns. First, as Lot 16, zoned C-0, abuts Lot 4 of Lone Pine Acres, a note was added to the Plat stating that Lot 16 would be subject to Development Plan review and no outside storage. Second, because the Raven Court Cul-De-Sac is designed to serve no more than 12 units but has the potential for 36 dwelling units, Raven Court will be designated a private street, with a 30' wide emergency access easement provided from the north to the center of the cul-de-sac. Trustee Doylen expressed concern that the emergency access is located to the north rather than south of the cul-de-sac, which appears to be the most direct route. Applicant Representative Van Horn noted that drainage easements and detention ponds exist to the south, making it impossible for emergency access. Austin Condon, 1849 Ranch Circle, and Ralph Nicholas, 1660 North Ridge Lane, requested the cul-de-sac be changed to a public through street. Trustee Doylen suggested that a street connection be made from the west following the lot lines. Third, Lots·17 and 30, which are at the entrance of the cul- de-sac, also have frontage on Raven Cir.; however, the Planning Commission believed that access to these lots should be on Raven Ct. rather than Raven Cir., which is a through street. The Developer has complied with the following Planning Commission conditions: provision for an emergency access easement, a note added to the Plat regarding maintenance of the private street (Raven Ct.), an Improvement Guarantee and Letter of Credit, submittal Of revised construction drawings, and a requirement that all drainage facilities be constructed prior to issuance of the first Certificate of Occupancy and privately maintained (note added to Plat). Hearing no further comments, Mayor Dekker declared the Public Hearing closed. It was moved and seconded (Marshall-Barker) the Final Plat of Ranch Meadow Subdivision be approved including Planning Commission recommendations, and it passed unanimously. 2.B. Rezoning Request for Ranch Meadow Subdivision from C-O Outlving Commercial to R-S Residential for Lots 4-15. 23-29; and from C-O to R-M for Lots 17-22. 26. and 30. Richard H. Wille Trust/Applicant. Mayor Dekker declared the Public Hearing opened. Director Stamey presented the proposed zoning map, which is compatible with the surrounding areas. Total area is 35 acres, 8 acres commercial and 27 acres residential. Applicant Representative Bill Van Horn noted that all the traffic studies and required background information was gathered based on this proposed zoning. Two homeowners' associations will be established, one commercial and one residential, which will include maintenance of all common features, including streets, landscaping, drainage, etc. Hearing no further comments, Mayor Dekker declared the Public F Board of Trustees. July 23, 1996 - Page 3 Hearing closed. It was moved and seconded (Hix-Baudek) the Rezoning of Ranch Meadow Subdivision from C-0 to R-S Residential for Lots 4-15, 23-29, and from C-0 to R-M for Lots 17-22, 26 and 30 be approved, and it passed unanimously. ! 3.A. Special Events Liquor Application Filed bv Longs Peak Scottish Highland Festival. Inc.. for event scheduled September 7 and 8. 1996 at Stanley Park Baseball Fields. Administrator ~ Klaphake explained that the application is in order. It was moved and seconded (Hix-Marshall) the Special Event Liquor I Application filed by the Longs Peak Scottish Highland Festival, Inc. be approved, and it passed unanimously. 3.B. Special Events Liquor Application Field bv the Lions Club for event scheduled August 17, 1996. 470 Prospect Village Drive (Estes Park Brewerv). Administrator Klaphake explained that the application is in order. It was moved and seconded (Hix- Doylen) the Special Event Liquor Application for the Lions i Club be approved, and it passed unanimously. 4. Town Administrator Report. Administrator Klaphake presented a 16-year comparison of the Town financial statistics. Following completion of all agenda items, Mayor Dekker adjourned the meeting at 8:45 p.m. ................. Mayor ................ Deputy Town Clerk BRADFORD PUBLISHINGCO RECORD OF PROCEEDINGS Public Works Committee July 25, 1996 Committee: Chairman Doylen, Trustees Barker and Hix Attending: Trustees Barker and Hix Also Attending: Town Administrator Klaphake, Public Works Director Linnane, Construction and Public Facilities Manager Sievers, Deputy Clerk Kuehl Absent: Chairman Doylen Trustee Hix called the meeting to order at 8:05 a.m. HIGHWAY 7 UTILITY STUDY, HIGH DRIVE MAIN EXTENSION. GLACIER PLANT REHAB - REOUEST APPROVAL OF SCOPE OF SERVICES Rocky Mountain Consultants has submitted the following proposals: 1. Highway 7 Corridor Utility Study to evaluate the effects of the Highway 7 reconstruction on the existing town water and electric utilities at a cost of $11,030. Director Linnane explained a similar study was done for the Highway 34 project which was reimbursed by the State, and it is anticipated this project cost Will also be reimbursed. The Committee recommends approval of this Scope of Services in the amount of $11,030. 2. High Drive Heights Water Looping Project field survey, design and easement preparation for installation of an 8" main to replace the existing undersized water main at a cost of $11,500 for design and construction management (9+% Of estimated construction cost) and $1,300 for easement preparation for a total of $12,800. Director Linnane explained that this project was planned for 1997 but rescheduled because of the High Drive Water Agreement. The Committee recammends approval of this Scope of Services in the amount of $12,800. 3. Glacier Creek Water Treatment Rehabilitation Scope of Services at a cost of $15,100. Director Linnane explained that the 1996 budget is adequate to cover these expenses and that this proposal includes inlet structure design modifications, chemical rapid mix installation, chemical reaction retrofit into the sedimentation basin, piping revision, appurtenant chemical feeders, mechanical piping and electrical, bid and contract preparation, and construction observation. Construction is anticipated for October 1996 at a cost of $95,000. The existing 1996 budget contains $75,000, with the possibility of the additional $20,000 being financed through a budget amendment at the end of 1996 if the approved 1996 budget is not adequate. The Cammittee recommends approval of this Scope of Services in the amount of $15,100. MEMORIAL GARDENS - REQUEST FOR LAND DONATION t Administrator Klaphake explained that the Town sold Parcels 1-5 to the Estes Valley Memorial Gardens. The cemetery was scheduled to purchase Parcel 6 in December 1996 for a cost of $11,603. The Town has been asked to donate that Parcel in exchange for the guarantee that land will not be resold but used as a buffer and that no trees will be cut. It was explained that this request should have been routed to Light & Power, as the actual sale of the land was through the Light & Power fund, but that a recommendation from the Public Works Committee is acceptable. Ron Harvey, Director of the Estes BRADFORD PUBLISHING CO· RECORD OF PROCEEDINGS Public Works Committee, July 25, 1996 - Page 2 valley Memorial Gardens, reported on the financial condition of the cemetery which includes a perpetual maintenance fund, and the donation of Parcel 6 will increase the funds available to invest in property improvement. Administrator Klaphake noted that the Town r Attorney has reviewed this request and reported this request is well within the rights of the Town to grant. The Committee recommends approval of the donation of Parcel 6 to the Estes Valley Memorial Gardens. MUNICIPAL BUILDING EXTERIOR IMPROVEMENT PROJECT The 1996 budget contains a $35,000 line item for repair and refinishing to the stucco finish and wood trim of the Municipal Building. Manager Sievers reported that one bid was received from Western Waterproofing of Aurora, Colorado, in the amount of $44,942.00. This includes placement of an elastomeric and acrylic material which will provide an ultraviolet and waterproof finish, resistant to extreme temperature fluctuations with a 10 year warranty. This project should not warrant the blockage of any parking/access area surrounding the building. The bid is $9,942 over budget; however, a contingency in the second floor remodeling budget is expected and would be sufficient to cover this amount. This would not affect the overall budget or ability to complete the other work required. Manager Sievers explained that repair to the plywood panels is needed, and will be financed through normal maintenance accounts. The Committee recommends approval of the bid for $44,942.00 from Western Waterproofing for repair and refinish of the Municipal Building. The project will start immediately following Town Board approval, with anticipated completion within 40 days. REPORTS The Committee reviewed the Customer Service Response Report for June. Highway 34 Project Update: Curbing is being installed along Highway 34. The project completion is expected within three weeks. Director Linnane stated that the Town will be working with the contractor on a separate project involving the Bike Path. Lake Estes Causeway Trail Grant Application Update: Director Linnane reported the State is preparing a contract to delegate funds totaling $163,560 to the Town for this project. The money may be available following a proposed amendment change to the State Transportation Plan. This is tentatively expected by October 1, so that construction can possibly start this year. US West Citizen Complain Hotline: U.S. West is finalizing-their construction in the Estes Valley and has supplied a hotline number for citizens needing further assistance for repairs/cleanup, including damage to utility lines, driveways, landscaping, culverts, signs, sidewalks. The number is 1-800-883-6187. All calls will be forwarded directly to the construction management office for attention. Trustee Hix adjourned the meeting at 8:35 a.m. 74.# K aQ Tina Kuehl, Deputy Town Clerk BRADFOROPUBLISHING CO. RECORD OF PROCEEDINGS Community Development Committee August 1, 1996 Committee: Chairman Doylen, Trustees Barker and Marshall Attending: All Also Attending: Administrator Klaphake, Directors Stamey, Kilsdonk and Hinze, Clerk O'Connor Absent: None Chairman Doylen called the meeting to order at 8:00 a.m. COMMUNITY DEVELOPMENT. 1996 Advertising Report. Several articles on Estes Park, printed in the Northern Colorado Business Report, were reviewed. Three separate articles were included in one issue, and Stamey, Marsh, Chamber of Commerce, and various merchants provided information. Second quarter statistics: requests for information are down 9.7% year-to-date June 30, as compared to the same period in 1995. The Policy Committee adjusted for an 8% shift in national magazine dollars from spring to fall advertising, and the Policy Committee believes the adjustment results in a 5% decrease in year-to-date responses. Telephone inquiries are up by .3% as compared to 1995. Discussion followed on the USA Weekend conversion, and the Ad Committee believes this advertising expenditure in return for the number of visitors is not justified at this time. For perspective purposes, staff reported that Telluride, Boulder, and Branson have also been off earlier this season, and tourism statistics are very much like those in 1995. Also, a prominent research firm has indicated that the Colorado market share has dropped 30% since 1993, which relates to the demise of the Colorado Tourism Board. In the short term, the Ad Committee will shift dollars into fall advertising to expand the off season. In the long term, staff is working with the Policy Committee to find a balance between efficiency and effectiveness to maintain the Estes Park's presence and impact, which is difficult when the cost of advertising has risen from 7% to 12% per year since 1993. The August Insert is in the works, as well as the fall color ad, Scottish Festival ad, and the 1997 program. Manager Marsh confirmed that advertising does not target seniors specifically for fall travel as senior media tends to be very costly, and he believes seniors do not stop reading certain standard publications in lieu of senior-oriented magazines. Discussion also included advertising for bus tours, the significant impact of fall (particularly September) tourism, family groups, and wildlife viewing. The Committee commended staff and the Policy Committee for their positive effort in the advertising market. The Internet is receiving 1,000 hits/week, and it is already approaching a total of 100,000 hits. MUSEUM. The Museum has hired Michael Lacome of Beatrice, Nebraska as the curator; Mike has a M.A. in museum studies and a B.A. in fine arts. He will begin August 19th. HADFORO PILISHING CO. RECORD OF PROCEEDINGS Community Development Committee - August 1, 1gg6 - Page 2 Upcoming events include: Survivors, Reporters and Rescuers/first-hand accounts of the Big Thompson Flood, which is the third program in the flood series. The overall news coverage was substantial, and the recent McComb Program was presented to a capacity crowd. The Estes Family Reunion, headquartering at the Museum begins today; the Museum has a booth in the Lakefront Arts Festival; the E.P.H.A.A.T.S. Car Club is taking a Grand Lake Tour; the History Camp, Session II takes place August 5-9; and the Museum will host the Chamber of Commerce Ambassadors Open House August 15. The Museum's third telephone line will soon be complete; they now have a Municipal Building extension, #3909, and staff is working on connecting the Museum to the Town's mainframe computer. In its first month of existence, the Museum home page has received over 150 hits. The Museum contributed a flower garden guilt to a regional t guilt display at the Rocky Mountain Quilt Museum in Golden. The exhibit will be on display until August 31. The Friends held their annual fundraiser, the Riverside/Darkhorse Dance on July 27 where 270 people attended. Their annual picnic will be at Kelly and Gary Brown residence (former Stanley home) on August 17. Staff is conducting a mail survey of former and current Friends members. Statistics verify a signi f icant increase in Museum attendance. SPECIAL EVENTS. Gary O'Connor, President/Rooftop Rodeo Committee, reported on the 1996 Rodeo and Western Heritage Days: rodeo statistics indicate a 4% growth rate, there was tremendous tourist support (not local) for both events. The changes made for the rodeo (liveryman and wild horse races) were very successful. The Western Heritage Entertainment Committee will be reviewing the event to help determine whether this is the best direction the Committee should follow. Community volunteer help was minimal, and President O'Connor commended Trustee/Liaison Marshall for attending all performances and assisting with security. Chairman Doylen commented on the positive effect of scheduling all evening rodeos and the potential of the Western Heritage Days. Trustee/Liaison Marshall commented on the superior rodeo stock and President O'Connor confirmed that Powder River Productions has one remaining year on their contract, and the Committee is in the process of negotiating another 3-year term. Concerning attendance, near record crowds attended Friday and Saturday nights. Special Event Director Hinze expressed her appreciation to the Rooftop Committee, and added that the ticket count statistics are actual ticket counts only, these figures do not include passes and the like; there were significantly more people attending the rodeos. The Arabian Horse Show was held July 2 - 6, 1996. This was the 43rd year in Estes Park, and participants at this show were down, possibly due to the Arabian Association having more shows this year. Copper Penny Hunter Jumper Youth Show 7/20 & 21. Their pre- show is generally held in the front range. This was a very successful show and they would like to return next year. BRADFOROPUBLISHINGCO. RECORD OF PROCEEDINGS Community Development Committee - August 1, 1996 - Page 3 This year's Silver Dollar Show was the largest ever to come to Estes Park. A "thank you" ice cream social was held July 31st, acknowledging the show's significant positive impact on the community. August events include the return of the Westernaires Horse Show the week of August 9th, and the Lakefront Arts Festival (new event) which will be held on the south side of Lake Estes August 3rd and 4th. A new event, mini boat races, will be held August 24th in the same area as the Arts Festival. The local 4-H group will be sponsoring a "fun day" on September 21st for the community, all ages are welcomed. There being no further business, Chairman Doylen adjourned the meeting at 8:35 a.m. 4~1.6 0 thna-A j Vickie O'Connor, CMC/AAE, Town Clerk $ BRADFORIPUBLISHINGCO RECORD OF PROCEEDINGS Light and Power Cammittee August 8, 1996 Committee: Chairman Hix, Trustees Baudek and Pauley Attending: All Also Attending: Light & Power Director Matzke, Assistant Town Administrator Widmer, Deputy Clerk Kuehl Absent: None Chairman Hix called the meeting to order at 8:00 a.m. HIGHWAY 34 UNDERGROUND PRIMARY PROJECT - RECOMMENDATION TO AWARD TRENCHING CONTRACT The 1996 budget contains $175,000 for construction of the Hwy. 34 Primary Underground Project which includes 5,300' of three phase underground cable from the Hobby Horse east to the Estes Ark. Five bids were requested for trenching, installation of conduit, junctions boxes, and asphalt patching, and one bid was received from Chief's Landscaping for $56,470. Administrator Klaphake requested that the contract include sections for erosion prevention, use of proper cuts across newly-constructed driveways, and coordination of digging and laying of wire to alleviate long stretches of open trench. The Committee recommends Chief's Landscaping be awarded the contract, with the inclusion of above concerns, to perform the work for the Hwy. 34 underground project at a cost not to exceed $56,470. Chief's Landscaping submitted a bid of $7,390 for installation of conduits in the Municipal Building Parking Lot. This project will extend an underground three phase circuit tie from the existing underground along the Riverwalk, north under Elkhorn to the existing line along the north boundary of the parking lot and will include undergrounding of an existing line. The Committee recommends Chief's Landscaping perform the work for the Municipal Building Parking Lot project at a cost not to exceed $7,390. ELECTRIC SERVICE SHUTOFF - RECOMMENDATION OF POLICY CHANGE Director Matzke explained that electric bills are mailed to each customer allowing 15 days for on-time payment. Electric service is discontinued when this amount exceeds $40.00 and 30 days in arrears. A notice of discontinuance of service is mailed 10 days prior to shutoff, and door hangers are posted at the entrance of the residence or business 24 hours prior to shutoff. In July, 570 10-day notices were mailed and 187 door hangers were placed. Up to 90% of these notices were habitual late payers. One Finance Department employee spends approximately six hours monthly printing the mailed notices and door hangers, and one Meter Department employee spends at least two days placing the door hangers. The following policy changes are recommended: 1. Raise the minimum to $50.00 before shutoff requiring Town Board approval. 2. Implement a $10 charge for each door hanger placed requiring Town Board approval. 3. Implement a 1% late charge for unpaid balances, which may require a change to the Town's electric rates. Trustee Pauley expressed concern for those customers on extended leave from Estes Park who would be unaware of a shutoff. Finance Director Vavra explained that the Finance Office needs to be notified by the customer of that situation, and alternatives, such as advance payment, will be offered. Direct electric payment is BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Light and Power Committee - August 8, 1996 - Page 2 being investigated and will be offered to the customer by the end of the year. Administrator Klaphake questioned whether shutoffs are conducted before verifying that the customer received the bill. Director Vavra added that before shutoff, Finance attempts to contact the customer by phone. Assistant to the Light & Power Director Mangelsen noted that during extreme weather conditions, shutoffs are not a common practice. Trustee Baudek questioned the use of initiating a discount for early payers. Director Vavra will research the possibility of such a program. The Committee recommends approval of the proposed policy changes as presented. LONG RANGE SYSTEM PLAN FINAL IMPACT STUDY - AUTHORIZATION TO EXECUTE CONSULTING SERVICE CONTRACT The final presentation of the Long Range System Plan was made at the June 13 meeting which included capital improvements of $8,124,000 over a 10-year period. A financial impact study is needed to determine the effect of this expense on cash flow, fund balance, electric rates, and long-term financing. The 1996 budget includes $23,000 for completion of the Long Range Study. As M.E. Kiburz has performed the Town's light and power rate studies since 1990, the required information for this study is presently in their computer system. The Committee recommends M.E. Kiburz perform the financial impact study at a cost not to exceed $4,000. METER DEPARTMENT VEHICLE - REQUEST TO RETAIN IN FLEET The previously-approved purchase of a Jeep Wrangler included a trade-in allowance of $6,500 for the current Jeep. The Line Department has requested this Jeep remain in the fleet to be used by the Materials Management Specialist for delivery and pickup of materials and as a replacement for other vehicles being serviced. The vehicle which was used for this purpose is being used for underground locates. The Committee recommends the Jeep previously specified for trade-in remain in the fleet. Director Matzke noted that this Jeep will be replaced in the 1997 budget process. REPORTS Director Matzke presented the Financial Reports for June. Platte River Power Authority: Assistant Administrator Widmer reporte'd that the following items were discussed at the July Board Meeting: the proposed 1997 capital budget includes the Marys Lake Substation upgrade and SCADA equipment; negotiation of a large user rate and undergrounding of service to a new pharmaceutical firm in Longmont; proposed study to determine the acceptance of "green sources" (wind/solar) as primary source of power; and possible funding of an electric rail project along the Front Range. A tour of the Rawhide Power Plant and dispatch center is scheduled for August 15. Project Updates: Staff is requesting proposals for renovation of the Fall River Hydro Plant, including cost estimates. A recommendation is anticipated at the September Light and Power Committee meeting. The Hwy. 34 street light project and the Marys Lake/Spur 66 undergrounding project are nearing completion. The automatic meter reading equipment will be installed and software tested this month. There being no further business, Chairman Hix adjourned the meeting at 9:10 a.m. YALk./ >Eu/(1 1260 Tina Kuehl, Deptity Town Clerk ....FOR' PUBLISHING CO. RECORD OF PROCEEDINGS Board of Adjustment August 6, 1996 Board: Acting Chairman Pauley, Members Barker, Baudek, Newsom, Sager Attending: All Also Attending: Public Works Director Linnane, Building Official Allman and Secretary Botic Absent: None Acting Chairman Pauley called the meeting to order at 8:00 a.m. 1. MINUTES It was moved and seconded (Newsom-Sager) the minutes of the July 2, 1996 meeting be approved, and it passed unanimously. 2. ELECTION OF OFFICERS Don Pauley was nominated Chairman and it passed unanimously. Al Sager was nominated Vice Chairman and it passed unanimously. 3. TOWN OF ESTES PARK. SECOND AMENDED PLAT. LOT 8. BLOCK 10. 311 BIG HORN DRIVE. BRUCE MEISINGER/APPLICANT - REOUEST FOR VARIANCE FROM SECTION 17.20.040 B.1.a. AND b. OF THE MUNICIPAL SIGN CODE. Applicant is proposing to erect an attached garage to a single family dwelling. Building Official Allman reviewed his staff report and recommended approval. Members Barker and Pauley expressed concerns for safety and the right- of-way issues. Public Works Director Linnane noted the following concerns· the setbacks with or without the garage; the house encroachment into Public right-of-way, the proximity of the proposed garage to the right-of-way and drainage issues at the north west corner and across the property line. The drainage enters the site and pools at the existing garage which may be converted to finished space. He requested the setback be increased to at least 5 feet, which may change the garage to 21 feet from the proposed 24 feet to allow for a culvert or other drainage facility to be installed. He also requested to review the drainage detail proposal and stated a drainage easement would be needed along the west property line. He noted that 4 of the guard rail would need to be removed, the driveway slope should not exceed 13% and less would be better. He favors the relocation of the driveway only.because it would improve site distance from 50' to 100'. Before construction, the right-of-way needs to be staked as well as the proposed garage and Linnane recommends no less than a 1' setback. He noted that if and when the house is sold, there may be financing problems due to right-of-way issues. He offered his help with ideas on drainage details. In response to Member Newsom's suggestion to have the Town vacate the right-of-way, Mr. Linnane noted this is an expensive process which would involve a legal survey, ordinance, approval by Public Works Committee and Town Board and financed by the lot owner, not the Town, since the right-of-way existed before the house was constructed. Applicant Meisinger stated the house was constructed at the time the Lewiston Hotel was built. He came before this Board seeking approval to build a garage, if approval is given he will consider if he has finances to proceed with the request and conditions which may be added. Artistry Homes will be building in the adjacent lot and have assured him they will proceed with their plans to have drainage on the other side of BRADFOROPUBLISHING.O. RECORD OF PROCEEDINGS Board of Adjustment Page 2 August 6, 1996 a wall they will install. He plans to turn the existing garage into living space and dig a ditch around it and add flashing to help with the water flow. Dan Gallager, President of Artistry Homes, stated he had purchased the adjacent property and had identified the historic water drainage problems and due to being a 'good neighbor', he wants to work with Mr. Meisinger and would be willing to add a culvert or swale on his property to solve the problem. Member Sager noted the water service line's existence needs to be recognized. Public Works Director Linnane requested: 1) he be authorized to approve drainage plans prior to issuance of a building permit, 2) if needed, obtain a drainage easement, 3) the right-of-way be vacated in conjunction with the building permit, 4) guard rail detail to be approved, 5) adjusting proposed setback to accommodate drainage, 6) have the driveway slopes on the plan. Mr. Meisinger stated he had no objection to these conditions. Emerson Hazlett, President of Lewiston Condo Association, stated the Association applauds Mr. Meisinger's efforts to improve the neighborhood and endorses his efforts. It was moved and seconded (Sager-Newsom) the setback variance be granted for 311 Big Horn Drive, Lot 8, Block 10, Town of Estes Park, Second Amended Plat, and it passed unanimously based on the following conditions. 1. Drainage approval by Public Works prior to issuance of a building permit. 2. If needed, obtain a drainage easement. 3. Right-of-way be vacated in conjunction with the building permit. 4. Guard rail detail approved by Public Works. 5. Adjust proposed setback if necessary to accommodate drainage. 6. Steep driveway will be at applicant's risk, but not to exceed 13%. 7. Recognize the existence of water service line and shut off valve. 4. 1211 WOODSTOCK DRIVE. LOT 16A. DEVILLE SUBDIVISION. WILSON AND RAMONA RAINS/APPLICANT - REOUEST FOR VARIANCE FROM SECTION 17.66.300#2 OF THE MUNICIPAL SIGN CODE. Applicant is proposing to erect a sign that is taller than the allowed twenty five feet in place of the existing sign. Building Official Allman gave the Board copies of current Rains Ford Motor existing Sign Permits and information from the Sign Company for their review. Mr. Allman received one telephone call from Glen Manske stating he would not support a sign exceeding the code. Mr. Allman reviewed his staff report recommending denial of the proposed sign. Applicant Rains stated the existing sign has been up for 16 years and currently exceeds Town code by 3' as it is 28' tall, and the request is for an additional 3'. He stated the sign was damaged in January and he has tried to resolve this issue for several months. He does not own the sign, it is owned by Ford Motor Company. He has no control over Ford. He discussed with Ford the option of cutting the pole, digging a deeper hole and neither was acceptable to Ford. He noted his site is an industrial area, no view is blocked, there are existing telephone poles, high wires, and fairgrounds obstructions. He also emphasized his business input to the community with tax dollars and employment opportunities. I.A.FORD......ING CO. RECORD OF PROCEEDINGS Board of Adjustment Page 3 August 6, 1996 Member Sager noted the sign has been in existence 15 years and should have been changed 7 years ago to conform with the Sign Code and that Ford's consideration should be with Mr. Rains' compliance with Municipal Code. Mr. Sager read from the Sign Code and noted that three conditions must exist to approve a variance. Mr. Rains responded he believes the request does contain all conditions. In response to Member Barker's question of concerning the existing sign, Mr. Rains stated this sign is no longer made and he is not allowed to make any alterations to it. Member Newsom acknowledged the difficulty of this issue and asked if the sign company could send a representative to the Board of Adjustment. Mr. Rains noted the problem is with Ford Motor Company; they have guidelines in the franchise agreements which are acceptable in most communities. Member Barker noted the current sign is 28' and the location is isolated and the proposed sign would not be obtrusive and that the sign should be visible. Chairman Pauley requested Mr. Allman speak to conformance issues. Mr. Allman noted that other businesses have worked with their headquarter company and approved signage has been installed. Member Sager moved the variance be denied. Motion died for lack of a second. A discussion followed with Member Barker expressing concerns whether all opportunities have been explored, setting a precedent, and noting this unique situation. Chairman Pauley also expressed concern wit« precedent and rules. Member Baudek pointed out this is why there is a Board of Adjustment. Member Newsom noted each situation is to be considered separately. Chairman Sager reiterated his objection. Member Baudek asked Mr. Rains if he had officially spoken with Ford. Mr. Rains stated he spoke with Denver staff and would be willing to have the information put into writing. Member Barker regretted that Ford could not understand the situation in Estes Park. It was moved and seconded (Baudek-Newsom) the variance be approved for 1211 Woodstock Drive, Lot 16A, Deville Subdivision and it failed by the following votes: Those voting "No": Sager, Barker, Pauley. Those voting "Yes": Newsom and Baudek. 5. REPORTS Member Newsom expressed concern regarding the lights at NATIONAL PARK VILLAGE SOUTH. 900 MORAINE AVENUE. LOT 7. BEAVER POINT SECOND ADDITION. Building Inspector Allman noted he has spoken with Mr. Webermeier. Mr. Webermeier believes the lights are identical to B&B which was requested at the last Board of Adjustment Meeting and Mr. Allman would like direction from the Board. After a discussion, Chairman Pauley suggested Mr. Webermeier conform to the 'shielding understanding' noted in the minutes of July 2, 1996 and that there be no direct light from the canopy, to be resolved within 30 days. There will be follow- up at the next Board of Adjustment meeting. 6. ADJOURNMENT There being no further business, Chairman Pauley ad journed the meeting 9:35 a.m. 31*ilic/*t/'-/.):AV*6,e_) Roxanne S. Botic, Recording Secretary -80-'0 -'Ul'll' CO. RECORD OF PROCEEDINGS Public Works Cammittee July 25, 1996 Committee: Chairman Daylen, Trustees Barker and Hix Attending: Trustees Barker and Hix Also Attending: Town Administrator Klaphake, Public Works Director Linnane, Construction and Public Facilities Manager Sievers, Deputy Clerk Kuehl Absent: Chairman Doylen Trustee Hix called the meeting to order at 8:05 a.m. HIGHWAY 7 UTILITY STUDY. HIGH DRIVE MAIN EXTENSION. GLACIER PLANT REHAB - REQUEST APPROVAL OF SCOPE OF SERVICES l.A. Rocky Mountain Consultants has submitted the following proposals: 1. Highway 7 Corridor Utility Study to evaluate the effects of the Highway 7 reconstruction on the existing town water and electric utilities at a cost of $11,030. Director Linnane explained a similar study was done for the Highway 34 project which was reimbursed by the State, and it is anticipated this project cost will also be reimbursed. The Committee recommends approval of this Scope of Services in the amount of $11.030. 2. High Drive Heights Water Looping Project field surveY. design and easement preparation for installation of an 8" main to replace the existing undersized water main at a cost of $11,500 for. design and construction management (9+% of estimated construction cost) and $1,300 for easement preparation for a total of $12,800. Director Linnane explained that this project was planned for 1997 but rescheduled because of the High Drive Water Agreement. The Committee recommends approval of this Scope of Services in the amount of $12,800. 3. Glacier Creek Water Treatment Rehabilitation Scope of Services at a cost of $15,100. Director Linnane explained that the 1996 budget is adequate to cover these expenses and that this proposal includes inlet structure design modifications, chemical rapid mix installation, chemical reaction retrofit into the sedimentation basin, piping revision, appurtenant chemical feeders, mechanical piping and electrical, bid and contract preparation, and construction observation. Construction is anticipated for October 1996 at a cost of $95,000. The existing 1996 budget contains $75,000, with the possibility of the additional $20,000 being financed through a budget amendment at the end of 1996 if the approved 1996 budget is not adequate. The Committee recammends approval of this Scope of Services in the amount of $15,100. MUNICIPAL BUILDING EXTERIOR IMPROVEMENT PROJECT ~ ~. The 1996 budget contains a $35,000 line item for repair and refinishing to the stucco finish and wood trim of the Municipal Building. Manager Sievers reported that one bid was received from Western Waterproofing of Aurora. Colorado, in the amount of $44,942.00. This includes placement of an elastomeric and acrylic material which will provide an ultraviolet and waterproof finish. resistant to extreme temperature fluctuations with a 10 year warranty. This project should not warrant the blockage of any parking/access area surrounding the building. The bid is $9,942 over budget; however, a contingency in the second floor remodeling budget is expected and would be sufficient to cover this amount. This would not affect the overall budget or ability to complete the other work required. Manager Sievers explained that repair to the plywood panels is needed, and will be financed through normal maintenance accounts. The Committee recammends approval of the bid for $44,942.00 from Western Waterproofing for repair and refinish of the Municipal Building. The project will start immediately following Town Board approval, with anticipated completion within 40 days. ....Folopul.1......0. RECORD OF PROCEEDINGS · Light and Power Committee HIGHWAY 34 UNDERGROUND PRIMARY PROJECT - RECOMMENDATION TO AWARD TRENCHING CONTRACT 2. A. The 1996 budget contains $175,000 for construction of the Hwy. 34 v Primary Underground Project which includes 5,300' of three phase underground cable from the Hobby Horse east to the Estes Ark. Five bids were requested for trenching, installation of conduit, junctions boxes, and asphalt patching, and one bid was received from Chief's Landscaping for $56,470. Administrator Klaphake requested that the contract include sections for erosion prevention, use of proper cuts across newly-constructed driveways, and coordination of digging and laying of wire to alleviate long stretches of open trench. The Committee recommends Chief's Landscaping be awarded the contract, with the inclusion of above concerns, to perform the work for the Hwy. 34 underground project at a cost not to exceed $56,470. chief's Landscaping submitted a bid of $7,390 for installation of conduits in the Municipal Building Parking Lot. This project will extend an underground three phase circuit tie from the existing underground along the Riverwalk, north under Elkhorn to the existing line along the north boundary of the parking lot and will include undergrounding of an existing line. The Committee recommends Chief's Landscaping perform the work for the Municipal Building Parking Lot project at a cost not to exceed $7,390. ELECTRIC SERVICE SHUTOFF - RECOMMENDATION OF POLICY CHANGE Director Matzke explained that electric bills are mailed to each customer allowing 15 days for on-time payment. Electric service is discontinued when this amount exceeds $40.00 and 30 days in arrears. A notice of discontinuance of service is mailed 10 days prior to shutoff, and door hangers are posted at the entrance of the residence or business 24 hours prior to shutoff. In July, 570 10-day notices were mailed and 187 door hangers were placed. Up to 90% of these notices were habitual late payers. One Finance Department employee spends approximately six hours monthly printing the mailed notices and door hangers, and one Meter Department employee spends at least two days placing the door hangers. The following policy changes are recommended: 1. Raise the minimum to $50.00 before shutoff requiring Town Board approval. 2. Implement a $10 charge for each door hanger placed requiring Town Board approval. 3. Implement a 1% late charge for unpaid balances, which may require a change to the Town's electric rates. Trustee Pauley expressed concern for those customers on extended leave from Estes Park who would be unaware of a shutoff. Finance Director Vavra explained that the Finance Office needs to be notified by the customer of that situation, and alternatives, such as advance payment, will be offered. Direct electric payment is being investigated and will be offered to the customer by the end of the year. Administrator Klaphake questioned whether shutoffs are conducted before verifying that the customer received the bill. Director Vavra added that before shutoff, Finance attempts to contact the customer by phone. Assistant to the Light & Power Director Mangelsen-noted that during extreme weather conditions, shutoffs are not a common practice. Trustee Baudek questioned the use of initiating a discount for early payers. Director Vavra will research the possibility of such a program. The Cammittee recommends approval of the proposed policy changes as presented. LONG RANGE SYSTEM PLAN FINAL IMPACT STUDY - AUTHORIZATION TO EXECUTE CONSULTING SERVICE CONTRACT The final presentation of the Long Range System Plan was made at the June 13 meeting which included capital improvements of $8,124,000 over a 10-year period. A financial impact study is needed to determine the effect of this expense on cash flow, fund balance, electric rates, and long-term financing. The 1996 budget includes $23,000 for completion of the Long Range Study. As M.E. Kiburz has performed the Town's light and power rate studies since 1990, the required information for this study is presently in their computer system. The Committee recommends M.E. Kiburz perform the financial impact study at a cost not to exceed $4,000.