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Home My WebLink AboutPACKET Town Board 2007-09-25Prepared 9/17/07 *Revised 9/25/07 'Ti'.1, 4,1-'~kÂ¢' 1''~~ ~rÂ·~4 f TAÂ· Â· .te 'I ,- Ti,4 11@ TOWNP-0-REST{$ PARI< tiiÂ« Â· The Mission of the Town of Estes Park is to plan and provide reliable, high-value services for our citizens, visitors, and employees. We take great pride ensuring and enhancing the quality of life in our community by being good stewards of public resources and natural setting. BOARD OF TRUSTEES - TOWN OF ESTES PARK Tuesday, September 25,2007 7:00 p.m. AGENDA PLEDGE OF ALLEGIANCE. PUBLIC COMMENT (Please state your name and address). TOWN BOARD COMMENTS 1. CONSENT AGENDA (Approval of): 1. Town Board Minutes dated September 11,2007 and Study Session Minutes dated September 11,2007. 2. Bills. 3. Committee Minutes: A. Public Works, September 13,2007: 1. 2007 Elgin Road Wizard Street Sweeper - $187,475, Budgeted. 2. Salt and Sand Storage Tent - $32,525. 3. Big Thompson R:ver Bank Stabilization North of CVB - $10,000, Budgeted. B. Utilities, September 20,2007. * 1. Dry Gulch Direct Bury Replacement Phase I - Selcon Utility & Light & Power, $124,767 - Budgeted * 2. 2007 Christmas Decoration Installation & Maintenance - T.A. Enterprises, $43,000 - Budgeted. 4. Agreement with RRC Associates to provide a Housing Assessment Study. 5. Qwest ISDN PRS/DSS Autumn's Colorful Offer Agreement. 6. Estes Valley Planning Commission, August 21, 2007 (acknowledgement only). 7. Estes Valley Board of Adjustment, September 11, 2007 (acknowledgement only). lA. PLANNING COMMISSION AGENDA (Approval of): Mayor Baudek: Open the Public Hearing for all Consent Agenda Items. If the Applicant, Public or Town Board wish to speak to any of these consent items, they will be moved to the "Action Item" Section. 1. CONSENT ITEMS: A. AMENDED PLAT 1. Lot 46A of the Amended Plat of Tracts 42, 43 & 46, Fall River Addition, Van Horn Engineering/Applicant. B. PRELIMINARY CONDOMINIUM MAP 1. The Timbers of Estes, Lot 3, Schroeder Subdivision, Mark Theiss/Applicant. 2. ACTION ITEM: Mayor Baudek: Open the Public Hearing (A). The formal public hearing will be conducted as follows: A. Mayor - Open Public Hearing B. Staff Report C. Public Testimony D. Mayor - Close Public Hearing E. Motion to Approve/Deny. A. SPECIAL REVIEW 07-03, Tract 19, Beaver Point Addition 2nd Filing, H & C Properties/Applicant. 2. ACTION ITEMS: 1. B-READY. Community Services Manager Nagl. 2. AUDIT SERVICES. Finance Officer McFarland. 3. RESOLUTION #10-07 - RENAMING THE MONTH OF OCTOBER TO "ELK- TOBER". Administrator Repola. 4. TOWN ADMINISTRATOR REPORT. 5. REQUEST TO ENTER EXECUTIVE SESSION: 24-6-402(4)(E), C.R.S. - For the purpose of determining positions relative to matters that may be subject to negotiations, developing strategy for negotiations, and/or instructing negotiators regarding Lot 4, Stanley Historic District. Motion: I move the Town Board go into Executive Session- For the purpose of determining positions relative to matters that may be subject to negotiations, developing strategy for negotiations, and/or instructing negotiators regarding Lot 4, Stanley Historic District, under C.R.S. Section 24-6-402(4)(E). 6. ADJOURN. NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was prepared. F i L.E. Prepared 9/17/07 *Revised ' liÂ· %6:;843 ; P.t . 10 15 -' 6. . 4 '. U 1, UN TOWN OR EEPARK 41-- I The Mission of the Town of Estes Park is to plan and provide reliable, high-value services for our citizens, visitors, and employees. We take great pride ensuring and enhancing the quality of life in our community by being good stewards of public resources and natural setting. BOARD OF TRUSTEES - TOWN OF ESTES PARK Tuesday, September 25,2007 7:00 p.m. AGENDA PLEDGE OF ALLEGIANCE. PUBLIC COMMENT (Please state your name and address). TOWN BOARD COMMENTS 1. CONSENT AGENDA (Approval of): 1. Town Board Minutes dated September 11, 2007 and Study Session Minutes dated September 11, 2007. 2. Bills. 3. Committee Minutes: A. Public Works, September 13,2007: 1. 2007 Elgin Road Wizard Street Sweeper - $187,475, Budgeted. 2. Salt and Sand Storage Tent - $32,525. 3. Big Thompson River Bank Stabilization North of CVB - $10,000, Budgeted. B. Utilities, September 20,2007. 4. Agreement with RRC Associates to provide a Housing Assessment Study. 5. Qwest ISDN PRS/DSS Autumn's Colorful Offer Agreement. 6. Estes Valley Planning Commission, August 21, 2007 (acknowledgement only). 7. Estes Valley Board of Adjustment, September 11, 2007 (acknowledgement only). lA. PLANNING COMMISSION AGENDA (Approval of): Mayor Baudek: Open the Public Hearing for all Consent Agenda Items. If the Applicant, Public or Town Board wish to speak to any of these consent items, they will be moved to the "Action Item" Section. 1. CONSENT ITEMS: A. AMENDED PLAT 1. Lot 46A of the Amended Plat of Tracts 42, 43 & 46, Fall River Addition, Van Horn Engineering/Applicant. B. Preliminary Condominium Map 1. The Timbers of Estes, Lot 3, Schroeder Subdivision, Mark Theiss/Applicant. 2. ACTION ITEM: Mayor Baudek: Open the Public Hearing (A). The formal public hearing will be conducted as follows: A. Mayor - Open Public Hearing B. Staff Report C. Public Testimony D. Mayor - Close Public Hearing E. Motion to Approve/Deny. A. SPECIAL REVIEW 07-03, Tract 19, Beaver Point Addition 2nd Filing, H & C Properties/Applicant. 2. ACTION ITEMS: 1. B-READY. Community Services Manager Nagl. 2. AUDIT SERVICES. Finance Officer McFarland. 3. RESOLUTION #10-07 - RENAMING THE MONTH OF OCTOBER TO "ELK- TOBER". Administrator Repola. 4. TOWN ADMINISTRATOR REPORT. 5. REQUEST TO ENTER EXECUTIVE SESSION: 24-6-402(4)(E), C.R.S. - For the purpose of determining positions relative to matters that may be subject to negotiations, developing strategy for negotiations, and/or instructing negotiators regarding Lot 4, Stanley Historic District. Motion: I move the Town Board go into Executive Session- For the purpose of determining positions relative to matters that may be subject to negotiations, developing strategy for negotiations, and/or instructing negotiators regarding Lot 4, Stanley Historic District, under C.R.S. Section 24-6-402(4)(E). 6. ADJOURN. NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was prepared. hp LaserJet 3015 'UP HP LASERJET FAX invent Sep-21-2007 12:51PM Fax Call Report Job Date Time Type Identification Duration Pages Result 812 9/21/2007 12:43:00PM Send 6672527 1:05 2 OK 813 9/21/2007 12:44:10PM Send 5869561 1:03 2 OK 814 9/21/2007 12:45:18PM Send 5869532 1:02 2 OK 815 9/21/2007 12:46:25PM Send 5866336 0:00 0 No Answer 816 9/21/2007 12:47:31PM Send 5861691 1:19 2 OK 817 9/21/2007 12:48:55PM Send 6353677 0:48 2 OK 818 9/21/2007 12:49:49PM Send 2247899 0:49 2 OK 819 9/21/2007 12:50:43PM Send 5771590 1:10 2 OK Town of Estes Park, Larimer County, Colorado, September 11, 2007 Minutes of a Regular meeting of the Board of Trustees of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Town Hall in said Town of Estes Park on the 11th day of September, 2007. Meeting called to order by Mayor Baudek. Present: John Baudek, Mayor Bill Pinkham, Mayor ProTem Trustees Eric Blackhurst Dorla Eisenlauer Richard Homeier Chuck Levine Wayne Newsom Also Present: Town Attorney White Randy Repola, Town Administrator Jacquie Halbumt, Deputy Town Administrator Jackie Williamson, Town Clerk Absent: None Mayor Baudek called the meeting to order at 7:00 p.m. and invited any person desiring to participate to stand and recite the Pledge of Allegiance. PUBLIC COMMENT. David Habecker/1100 Big Thompson stated although he did not stand during the Pledge, he considers himself an American, a patriot and a defender of the Constitution. He stated it is not proper for the Town to begin the Town Board meetings with the Pledge of Allegiance. Mayor Baudek responded stating the Board has not entered into a tacit agreement, i.e. unspoken approval, by not responding or commenting on the views or comments made by Mr. Habecker. TOWN BOARD COMMENTS. Trustee Blackhurst reminded the public that the Public Works Committee would meet Thursday at 8:00 a.m. in the Town Board Room. Mayor Baudek thanked Dr. Durward and his staff for an exceptional effort during the 31 s annual Longs Peak Scottish/Irish Highland Festival. 1. CONSENT AGENDA (Approval of): 1. Town Board Minutes dated August 28,2007. 2. Bills. 3. Committee Minutes: A. Community Development, September 6,2007. CVB a. Catch the Glow Parade Letter of Understanding. b. Resolution #09-07 - Surprise Sale Days, October 6 & 7,2007. c. Policy Manual Update - 2008 CVB Stakeholder Rates. 4. Motion to set a public hearing date of October 9, 2007 on proposed rate changes for Water customers. 5. Motion to set a public hearing date of October 23, 2007 on proposed rate changes for Light and Power customers. 4 Board of Trustees - September 11, 2007 - Page 2 It was moved and seconded (Newsom/Pinkham) the Consent Agenda be approved, and it passed unanimously. 2. ACTION ITEMS: 1. RE-APPOINTMENT OF JOHN ERICSON TO THE ESTES PARK URBAN RENEWAL BOARD, 5-YR. TERM, SEPTEMBER 2012. Director Smith and Chairman Swank requested the re-appointment of John Ericson to the Estes Park Urban Renewal Authority for an additional 5-year term expiring September 2012. It was moved and seconded (Levine/Eisenlauer) to approve the re-appointment of John Ericson to the Estes Park Urban Renewal Authority. Mayor Baudek thanked Mr. Ericson for serving the community. 2. CONVENTION AND VISITOR BUREAU LANDSCAPING. Supt. Mahany informed the Board this item was to be done in-house; however, with current staffing levels the work could not have been completed until late October or November. Therefore, staff contacted several landscape companies for bids with the understanding that the Town would provide the soil, mulch, boulders, and irrigation drip parts for a cost of $14,500. Staff recommends accepting the bid from M. Atkins Inc. at a cost of $36,110 for plant material, labor and a 1 -year warranty. This proposal does not include the additional grass and perennials that would be planted during the spring in 2008. Slight modifications have been made to the initial plan including the elimination of some plant material to increase sight visibility and the removal of all cottonwoods. The project will commence upon completion of the curb and gutter and is scheduled to be complete within 30 days. David Habecker/1100 Big Thompson stated it is difficult to complete landscaping in Estes Park and the developer is required to have an improvement guarantee with the Town during the entire process. It was moved and seconded (Pinkham/Levine) to approve a contract with M. Atkins Inc. for the completion of the CVB landscaping at a cost of $36,110 and to purchase in-house materials at a cost of $14,500 from account #204-5400-544-35-60, and it passed unanimously. 3. SHEPHERD OF THE MOUNTAINS LUTHERAN CHURCH -DEVELOPMENT & BUILDING FEE WAIVER REQUEST. Dir. Joseph stated the request is for development and building fee waiver in the amount of $10,362. The Town has a policy to allow non-profits to request a fee waiver. Staff recommended denial for the request as the Town has not approved a waiver for a church in the past and could establish an open-ended precedent. Staff completed an informal survey of other municipalities' policy on granting fee waivers and six of the ten communities that responded do provide fee waivers for non-profits. However, most municipalities do not have a formal written policy and have a history of waiving fees for affordable housing. None of the municipalities that responded have granted waivers to churches. Dir. Joseph reviewed a policy statement presented to the Community Development Committee in 2002 that states the following entities may be exempt from building department fees: 1) public funded government construction (federal, state, county, local); including 2) tax districts / special districts (hospital, library, parks and rec., etc.); 3) certain private non-profit organizations (Health care providers, assisted living centers, low income housing, etc.). Dan Mangler/Pastor of the Shepherd of the Mountains Lutheran Church stated the church is a worthy non-profit eligible for the waiver of the fees. The church is an asset to the community as it supports many non-profits with the Board of Trustees - September 11, 2007 - Page 3 congregation providing over 10,902 volunteer hours per year. The church looks forward to doing more for the community once they have their own building. Paul Richard/Congregation President encouraged the Board to adopt a policy that would be unambiguous for the decision-making body. He asked the Board to consider the request stating the fee waiver would impact the mortgage of the building. David Habecker/1100 stated the Constitution states government should neither hinder nor help the free exercise of religion. Mayor ProTem Pinkham commented the agencies the Town has provided waivers for in the past have served all sectors of the population regardless of age, race or religion. He would encourage the Board to maintain the current policy. Trustee Blackhurst agreed the fee waivers should be considered for nondenominational community based organizations. After further discussion, it was moved and seconded (Pinkham/Blackhurst) to deny the fee waiver request for the Shepherd of the Mountain Lutheran Church, and it passed unanimously. The Board requested staff clarify the entities eligible for a fee waiver and present the policy to the Community Development Committee for consideration. 4. FIRE DEPARTMENT SERVICE AREA OUTSIDE TOWN LIMITS - LARIMER COUNTY INTERGOVERMENTAL AGREEMENT (IGA) & FEE SCHEDULE. Administrator Repola provided background on the two fire district elections held in 2004 and 2006 and the Fire Department's expenses and budget. Staff has been researching other methods to offset the cost of providing emergency services throughout the Estes Valley. An Intergovernmental Agreement (IGA) between the Town of Estes Park, Larimer County and the Larimer County Sheriff was approved by the County Commissioners on August 28,2007 for fire services in the unincorporated portions of Larimer County within the Estes Valley. The Agreement provides authority to the Town to enter into agreements for fire service or to charge the actual costs associated with services provided by the Estes Park Volunteer Fire Department. In addition, the IGA combines all agreements between the Town and County for wildland, structural and other emergency services to areas outside town limits. An overview of Fire Department services and fee structure for properties outside town limits was reviewed and summarized: â€¢ Fire Department Expenses vs. Revenues o Expenses have Increased the Past 8 Years o Rate of Sales Tax Growth Slower with an Increase in the Cost of Public Safety â€¢ Intergovernmental Agreement with Larimer County Wildland Fires Structure Fires Other Emergency Services Estes Park Volunteer Fire Dept. will Continue to Respond to all Calls for Service in the Response Area â€¢ Charges Applied to Properties Outside Town Limits o Property Owner Charged per Call without Subscription Fee Paid â€¢ Apparatus Charge â€¢ Personnel Charge o Subscription Fee of $130 per Dwelling Unit or Business Address â€¢ Implementation o Subscription Fee Paid Annually o Recommend Start Date of January 1, 2008 â€¢ Fire Department Budget 0000 Board of Trustees - September 11, 2007 - Page 4 o Accounting/Tracking of Fees o Subscription Fees to be Attributed to Fire Dept. Budget o Adoption of a "Special Review" Fund Separate from General Fund - Separate Restricted Fund Balance Trustee Eisenlauer questioned if the Town would decrease funding of the Fire Department if the proposed fee schedule is approved. Administrator Repola stated the Town is requesting an increase in the Fire Department budget for 2008 to purchase a new fire engine. He does not anticipate the Town decreasing funding as the Department is in need of replacing infrastructure. Public Comment Those speaking in favor of the IGA and fee proposal included Fred Day/3738 Aspen Valley Rd., David Habecker/1100 Big Thompson Ave. and Bud Duryea/3417 Eagle Cliff Dr. There is no justification for the Town to provide fire protection to the property owners outside town limits. Suggestions were made that the Board consider a fee structure that would account for commercial properties, condominiums and apartment structures. The Town should codify their contribution to the Fire Department at 5% of sales tax revenues. The subscription provides a reliable funding source for the Fire Department Those speaking in opposition to the IGA and the fee proposal included Alan Miller/2700 Eagle Rock Dr. and Linda McCreery/2725 Devils Gulch Rd. Those living outside town limits support the Fire Department through sales tax. The fee should be equal to the Town's mill levy. The plan should be tabled until an equitable solution can be found with a guarantee that all funds go directly to the Fire Department. Dorothy Dorman appreciates the efforts of staff and the Board for addressing the issue. Administrator.-Repola address@d questions/concerns raised: recommend each dwelling unit would be charged a base fee on the existing structures on a lot and multi-family and condominium developments would be assessed $130 per unit; volunteer firefighters living within the county would not be charged the subscription fee or fee for service; dive rescue services would not be charged a separate fee for service; the past fire district election was organized by homeowners in the county not the Town; the approval of the IGA does not implement a fee schedule; the IGA provides a mechanism for the Town to develop a fee schedule. Discussion by the Board followed and is summarized: each in-town homeowner pays taxes to support the hospital, schools and the Larimer County Sheriff without necessarily receiving direct benefit; Estes Park and Glen Haven are the only Fire Departments within Larimer County not supported by a fire district; sales tax does not pay for all services; the proposed fee structure needs further review and discussion with public input; the Town has supplied fire protection to the county because no other entity could provide the service; county properties are remote with longer response time and limited water supply; volunteers should focus their time and energy on training not fundraising; it is becoming harder to enlist volunteer fire personnel, therefore, the Department will have to hire additional paid staff in the future; Town infrastructure adds value to the properties outside Town limits. After further discussion, it was moved and seconded (BlackhursVNewsom) to approve the Intergovernmental Agreement with Larimer County and Larimer County Sheriff Department for fire services outside town limits, and it passed unanimously. The Board requested Administrator Repola Board of Trustees - September 11, 2007 - Page 5 develop a scope of work for the development and review of the fee schedule with the inclusion of a separate work session for public comment. 5. TOWN ADMINISTRATOR REPORT. â€¢ No Report. Whereupon Mayor Baudek adjourned the meeting at 9:12 p.m. John Baudek, Mayor Jackie Williamson, Town Clerk RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, September 11, 2007 Minutes of a Regular meeting of the TOWN BOARD STUDY SESSION of the Town of Estes Park, Larimer County, Colorado. Meeting held at Town Hall in said Town of Estes Park on the 11 th day of September, 2007. Committee: Mayor Baudek, Trustees Blackhurst, Eisenlauer, Homeier, Levine, Newsom and Pinkham Attending: All Also Attending: Administrator Repola, Deputy Administrator Halburnt, Director Pickering, Mgr. Winslow, Group Sales Nikolai, Town Clerk Williamson Absent: None Mayor Baudek called the meeting to order at 5:30 p.m. TRANSIENT VENDOR LICENSING OF COMMUNITY SPECIAL EVENT VENDORS IN COMMERCIAL DOWNTOWN "CD" DISTRICT AND BOND PARK USAGE. Staff began researching the licensing of community special event vendors in response to past complaints about the impact of craft fairs in Bond Park. At the June Community Development Committee meeting, staff was directed to research and draft a proposal for licensing community special event vendors. The proposal was presented to Committee at the August meeting. At that meeting a discussion ensued regarding the licensing requirements for events and vendors renting the fairgrounds and concern was expressed that the proposed policy could have a negative impact for the Fairgrounds. Staff was directed to investigate the issue further. Director Pickering stated most events in Bond Park are fundraisers for Service Clubs and the Fire Department. He commented the events are a part of the atmosphere downtown and moving the events from Bond Park to the Fairgrounds could take away business from the downtown area. Questions and comments were heard and are summarized: How valid is the problem and can it be quantified; the 2017 Committee suggested there be more events in the downtown area to increase foot traffic; what uses should be considered and encouraged for Bond Park; vendors operating within the Commercial Downtown "CD" zoning district should be required to obtain a business license which addresses the concern of equity within the downtown corridor; development of a Master Plan for Bond Park to identify the types of uses for the park; the event coordinator would be responsible for collecting fees, remitting fees and sales tax information to the Clerk's office and ensuring licenses are posted. Administrator Repola stated Dir. Zurn will develop a rough draft of the process, including public input, for a Bond Park Master Plan to be present to the Community Development Committee in October for discussion with possible implementation in 2009/2010. Staff will prepare a new proposal and code language for the licensing of community special event vendors in the Commercial Downtown "CD" zoning district with the fee structure to begin with a 1-3 day range at $20.00 and present it at an upcoming Town Board meeting. Administrator Repola requested the Special Events staff notify all affect events of the proposed licensing requirements. Trustee Homeier stated the fairground vendors should be required to pay a fee and register that same information, i.e. sales tax, as all other vendors. Discussion followed regarding the inclusion of fees within the rental agreement. Special Events staff will collect the same information through the rental agreement without collecting additional fees. There being no further business, Mayor Baudek adjourned the meeting at 6:40 p.m. Jackie Williamson, Town Clerk RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, September 13, 2007 Minutes of a Regular meeting of the PUBLIC WORKS COMMITTEE of the Town of Estes Park, Larimer County, Colorado. Meeting held at Town Hall in said Town of Estes Park on the 13th day of September, 2007. Committee: Chairman Levine, Trustees Blackhurst and Homeier Attending: All Also Attending: Town Administrator Repola, Public Works Director Zurn, Supt. Mahany, Facilities Manager Sievers, Deputy Town Clerk Deats Absent None Chairman Levine called the meeting to order at 8:00 a.m. PUBLIC COMMENT. None STREET SWEEPER REPLACEMENT - REQUEST APPROVAL. The 2007 Streets Department budget includes $220,000 for the replacement of Street Sweeper Gl 16, a 1993 Elgin Whirlwind. This piece of equipment is 14 years old with 6,438 hours, and within replacement parameters (Replacement Type 12, 6,000 hours or 10 years.) This vehicle is not currently included in the vehicle replacement fund. Bids were solicited with the following results: Faris Machinery Company - Commerce City, Colorado (State Bid Award Vehicle) 2007 Elgin Road Wizard, 2007 Sterling Chassis Cab-Over................$194,975 Trade-In - Gl 16,1993 Elgin Whirlwind $ 7,500 Bid Price $187,475 lSpecs not met: No Stainless Steel Hopper) MacDonald Equipment Company - Commerce City, Colorado 2007 Allianz Johnson MT350,2007 Freightliner M2, FC80...................$193,734 Trade-In-G116,1993 Elgin Whirlwind........................................$ 10,000 Bid Price $183,734 (Specs not met: Conventional Cab vs Cab-Over, Fuel Capacity, Small amp altemator, Brooms air operated vs hyd, No main broom stall provision, Piston hyd pump vs gear pump, Safety-hopper not disabled on un-level ground, No Stainless Steel Hopper) MacDonald Equipment - Commerce City, Colorado 2007 Allianz Johnson MT350,2008 GMC Cab-Over..........................$216,734 Trade-In - G116,1993 Elgin Whirlwind ..$ 10,000 Bid Price $206,734 (Specs not met: Brooms air operated vs hyd, No main broom stall provision, Piston hyd pump vs gear pump, Safety-hopper not disabled on un-level ground, No Stainless Steel Hopper) Intermountain Sweeper Company -Denver, Colorado..................No Response Staff recommends trading-in Gl 16 and purchasing a 2007 Elgin Road Wizard Street Sweeper on a 2007 Sterling Chassis from Faris Machinery Company, Commerce City, Colorado at a cost of $187,475. RECORD OF PROCEEDINGS Public Works Committee - September 13, 2007 - Page 2 Chair Levine noted that none of the bids received met all the Town's specifications. Supt. Mahany stated that street crews had the opportunity to demo seven street sweepers, rank desirable features in each vehicle, and create specifications to be used when soliciting bids for the new equipment. He indicated that hydraulic brooms were necessary on the street sweeper in order to operate at temperatures below 35 degrees, and that only Faris Machinery Company quoted the equipment with the hydraulic brooms. A stainless steel hopper was not quoted on any of the machinery, but Supt. Mahany stated a coating could be applied to the steel hopper at a cost of approximately $4,500, to extend the life of the hopper. The Committee commented that the high trade- in value received for Gl 16 is a reflection on Street Department crews and the high standards the Town has set for maintaining machinery and vehicles. After discussion, the Committee recommends approval of the purchase of a 2007 Elgin Road Wizard as outlined above from Faris Machinery Company at a cost of $187,475, and authorizes the expenditure of additional funds of approximately $4,500 to coat the steel hopper, from account #101-3100-413-34-43 budgeted. SALT AND SAND STORAGE TENT - REQUEST APPROVAL TO OBTAIN QUOTES. Over the past three years, the Street Department has paid CDOT approximately $38,000 per year for a salt/sand mixture used during winter months on area roadways, some of which is collected and reused by town street crews. Mixing salt and sand in-house would save approximately $20,000 per year and allow the Town to reduce the amount of salt in the mixture from CDOT's interstate specification of 20% to 10%. Staff requests approval to seek three quotes for construction of a salt and sand storage tent at the laydown yard on Elm Road. The tent would allow for protection of the sand and salt, provide an environmental benefit of reducing the amount of product leaching into the soil due to precipitation, and provide a covered location to prepare the'sand/salt mixture. The Committee recommends approval to obtain three quotes for the salt and sand storage tent and, due to the approaching cold weather season, authorizes the expenditure to fund the project not to exceed $32,525 from account #101-3100-431- 32-21. Chair Levine requested that Dir. Zum report back to the Committee on the project's progress. BIG THOMPSON RIVER BANK STABILIZATION - REQUEST APPROVAL. In order to address erosion conditions on the north bank of the Big Thompson River, Dir. Zurn proposes two hard points, or rock jetties, be built to manage the stream flow and create natural sediment deposition areas. The hard points would be built approximately 25' to 30' apart along the river bank behind the CVB using materials from Public Works stock piles. River bank conditions will be re-evaluated after two to three years with necessary adjustments made at that time. The U.S. Bureau of Reclamation has maintenance construction in this area planned for later this month on the flume structure and river channel, to be performed by low bid contractor Meza Construction. Staff requests approval to negotiate the construction of these hard points with Meza Construction, on a time and material basis at a cost of up to $8,000. The work would be done in conjunction with the Bureau of Reclamation maintenance while Meza Construction is on site with heavy equipment and in possession of the proper river access permits. Work would begin as soon as possible and be completed by mid-October. The 2007 budget contains $20,000 for river bank stabilization, with $10,000 previously being re-allocated for highway curbing at the CVB at the August Public Works Committee meeting. After discussion, the Committee recommends approval to negotiate with Meza Construction to construct two hard points along the north bank of the Big Thompson River at a cost not to exceed $10,000 from account 204-5400-544-35-60 budgeted. RECORD OF PROCEEDINGS Public Works Committee - September 13, 2007 - Page 3 REPORTS. 1. IT Office Air Conditioner Purchase - Mgr. Sievers reported that the air conditioning unit was installed by Advantage Mechanical and operational in the two week period following the August Public Works Committee meeting. The new unit is much larger than the old unit and capable of cooling both IT offices as well as the computer server area. The smaller AC unit remains in place to be used in the case of an emergency. 2. CDOT Chipseal Project - Mgr. Sievers contacted CDOT's Loveland District Maintenance Foreman who reported that the chipseal project experienced scheduling problems due to delays in procuring materials and weather conditions. Mgr. Sievers anticipates highway painting to begin at the end of the week. 3. Highway 34 Curbing at CVB - Staff completed the design and request for price quotes were mailed to four local concrete contractors in August. Two responses were received: Cornerstone Construction Concepts (Kerry Prochaska).........$21,625.00 Cornerstone Concrete (Bob Pavlish) $ 17,137.50 Mountain Concrete (Scott Miller)..........................................No Reply Bryson Concrete (Jon Bryson).............................................No Reply Spending authorization of $18,000 was approved at the August Public Works Committee meeting from account #204-5400-544-35-60 budgeted. Staff has accepted the price quote of $17,137.50 from Cornerstone Concrete to install one catch basin and 525 linear feet of curb along Highway 34 creating a barrier of maintainable green space between the highway and the sidewalk. CDOT has allowed the Town to continue to use the same utility permit from the 2005 CVB project. Cornerstone Concrete is prepared to begin work next week with completion by mid October. There being no further business, Chairman Levine adjourned the meeting at 8:47 a.m. Cynthia Deats, Deputy Town Clerk RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, September 20,2007. Minutes of a Regular meeting of the UTILITIES COMMITTEE of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Town Hall in said Town of Estes Park on the 20th day of September 2007. Committee: Chairman Homeier, Trustees Newsom and Pinkham Attending: All Also Attending: Town Administrator Repola, Deputy Town Administrator Halburnt, Director Goehring, Finance Officer McFarland, Asst. Utilities Dir. Mangelsen, Town Clerk Williamson Absent None Chairman Homeier called the meeting to order at 8:00 a.m. PUBLIC COMMENT Mark Curtis/Platte River Power Authority (PRPA) provided the Committee with an update on the Mary's Lake Substation improvements including the construction schedule, engineering plan view and cost estimate. The project is on schedule with construction to begin in May 2008 and be complete by mid September 2008. The entire electrical load from the Mary's Lake facility will be transferred to the downtown substation during the construction to save an estimated $50,000 to $60,000 on the rental of a portable substation. The cost estimate for the entire project is $3.5 to $4 million with $2.5 million for the two transformers. LIGHT & POWER DEPARTMENT Drv Gulch Direct Burv Replacement Phase 1 - Request Approval To Accept Bid. The Light and Power Fund budgeted $150,000 for Phase I for the undergrounding of the power line from Good Samaritan north to about the end of Dry Gulch. Project plans and specifications were compiled and the job was advertised in the local papers. In addition, invitations to bid were sent to nine contractors. Two bids were received: Selcon Utility Contractors $43,924 Duell Excavating, Inc. $98,450 Kearney & Sons Excavating Inc. No bid A-1 Excavating No bid Tom Childers No bid Fairbanks Excavation No bid Kitchen & Company Excavators No bid Atkins Electric No bid GE Construction No bid All materials are being supplied by the Light and Power Department, i.e. conduit, fiber duet, conductors, and cubicles at a cost of $80,843. Staff recommends contracting with the low bid provided by Selcon Utilities Contractors at a cost of $43,924. The Department will also be placing an additional pipe in the ground for future fiber needs. Light & Power has budgeted an additional $150,000 in 2007 for Phase Il of the project and may request approval to complete the project with the same contractor this year. Following discussion, the Committee recommends approval of the contract with Selcon Utilities Contractors for Phase I of the undergrounding of the power line as described above with material supplied by the Light and Power Department for a total project cost of $124,767.00 from #502-7001-580-35-58 as budgeted. Christmas Display Installation and Maintenance for 2007 & 2008 - Request Approval To Accept Proposal. Light and Power budgeted $58,500/year for the annual installation and maintenance of the Christmas lights & displays. The low bid for 2007 is a reduction of $8,400 from last year's RECORD OF PROCEEDINGS Utilities Committee - September 20,2007 - Page 2 contract amount of $ 51,400. 2007 2008 Budget T.A. Enterprises $43,000 $44,000 $58,500 M. Atkins, Inc $45,436 $47,936 Energy efficient string lights (LED) will be placed in the trees of Rams Island as a test pilot area for leaving the lights on throughout the year. The lights cost five-times more than a normal string of lights; however, they last longer and use less energy. In addition, the light bulbs on a few of the rebar trees will be replaced with the LED bulbs. Staff recommends contracting with T.A. Enterprises. The Town has worked successfully with this contractor on past lighting. The Committee recommends contracting with T.A. Enterprise for the Installation and Maintenance of the Christmas Display for $43,000/2007 as budgeted and $44,000/2008 pending budget approval and contractor performance from #502-6501-560-26-15. Reports Light and Power 1. Light and Power Dept. Financial Report - Dir. Goehring and Finance Officer McFarland reviewed the financial reports. 2. Platte River Compact Fluorescent Light Program - Asst. to Utilities Dir. Mangelsen stated the program "Light with a Twist" was developed by PRPA in conjunction with its power partners to encourage individuals to switch to compact fluorescent lights (CFL) that use less energy and last longer than the traditional light bulb. Participating retailers, Ace Hardware and True Value, will provide the bulbs at a discount from September 15~h though December 15~h or while supplies last with PRPA subsidizing the discount. Staff will participate in a promotional activity at participating stores on October em. PRPA anticipates 166,000 bulbs will be purchased. Water 1. Water Financial Report - Dir. Goehring and Finance Officer McFarland reviewed the financial reports. IT 1. IT/GIS Personnel - Dir. Goehring stated staff requests consideration of a new position to be funded half time by Community Development and half time by IT. The position would provide GIS mapping to update and maintain the Town base maps and provide additional assistance to the IT Department for day-to-day maintenance of the computer system. Utility mapping is being updated by current staff; however, any additional mapping is being performed by Dir. Goehring or Dir. Joseph. The Committee recommends the item to the Town Board for discussion at the upcoming Budget Study Sessions and requested a memo to describe the needs and gaps in the current service level the position would fulfill. MISCELLANEOUS Finance Officer McFarland reviewed the borrowing capabilities of the Town as it relates to bonds, loans and Certificates of Participation (COPs) for the upcoming projects for water, electric and the fairgrounds. A Reimbursement Resolution will likely be presented to the Committee in the near future to request advance water project expenditures be funded by the Water Fund with reimbursement at a later date from a loan. Administrator Repola requested staff develop a timeline for projects to determine the total capital investment costs over time. There being no further business, Chairman Homeier adjourned the meeting at 9:09 a.m. Jackie Williamson, Town Clerk Estes Park -'' liTI IUMJ11â„¢Fâ€¢=1111Tll WÂ·u lIT~,*e.~ 11411~Eâ€¢Ell!HI WN19'* luu,1 1Â·Â·'111'wa~~#,sz#,1 IC=1 ill 113,sr.rT,Beffiee!,M,94 45,11,2:U iii IC:Ill 11 -=.~.â€ž.9,1 â€ž- 'â€¢ 011 Housing Authority September 18, 2007 Memo: To: The Town of Estes Park Trustees Regarding: The Contract between the Town and RRC Associates The Town of Estes Park, on behalf of the Estes Park Housing Authority has contracted with RRC to perform a community wide Housing Needs Assessment. The Estes Park Housing Authority applied for and was awarded a grant from the Colorado Division of Housing in the amount of $44,000 to cover the cost of this project. The grant funds came from Community Development Block Grant (CDBG) program which requires that the applicant and recipient of these grants be a municipality. Therefore the Town is the Contractee and the EPHA is the contract administrator. The state also requires that the consultant and the Town have a contract. This is the contract you will be requested to approve. Sincerelv, Rita Kurelj a Executive Director Estes' Park Housing Authority 1 70 MacGregor Avenue, RO. Box 1200 â€¢ Estes Park, CO 8051 7 â€¢ (970) 577-3730 â€¢ Fax (970) 586-0249 AGREEMENT THIS AGREEMENT, is made and entered into this 25th day of September, 2007, effective _uAugust 15, 2007 , by and between the TOWN OF ESTES PARK, with office located at 170 MacGregor Ave, Estes Park, CO 80517 hereinafter referred to as "Town," and RRC ASSOCIATES, a company licensed to conduct business in the State of Colorado, with offices located at 4940 Pearl East Circle, Boulder, Colorado, hereinafter referred to as "Consultant." RECITALS: WHEREAS, the Estes Park Housing Authority and the Town of Estes Park desires to understand the changes that have occurred since the last housing assessment study of 1999 and to assess the continuing need for affordable housing; WHEREAS, the Consultant has expertise in such areas; and WHEREAS, the Town desires to retain the Consultant to provide such services. NOW, THEREFORE, in consideration of the premises and the mutual covenant and agreements set forth herein, the parties agree as follows: 1. FORM OF AGREEMENT This agreement shall consist of the terms and conditions stated in the following numbered articles. No other documentation related to this Agreement or generated as a result of this Agreement shall form a part of this Agreement unless expressly referenced and incorporated herein. 2. TOWN REPRESENTATIVE The Town Administrator is the official Town Representative and along with the Executive Director of the Estes Park Housing Authority directs all services under this Agreement. Communications between the Town and the other parties to this Agreement shall be directed through the Administrator or his/her designee. 3. CONTRACT ADMINISTRATOR For purposes of administration of this contract, the Town designates Rita Kurelja, Executive Director of the Estes Park Housing Authority to perform the duties relevant to the administration and execution of this contract. 4. SERVICES TO BE PERFORMED The Consultant shall provide to the Town those professional services as described in Exhibit "A" and incorporated herein by reference. The Consultant's projection regarding the time necessary to complete the aforementioned items is outlined in Exhibit "A." 4. CONSULTANT'S PROFESSIONAL LEVEL OF CARE Consultant shall be responsible for the completeness and accuracy of the Consulting Services, including all supporting data and other documents prepared or compiled in performance of the Services, and shall correct, at its sole expense, all significant errors and omissions therein. The fact that the Town has accepted or approved the Consulting Services shall not relieve Consultant of any of its responsibilities. Consultant shall perform the Consulting Services in a skillful, professional and competent manner and in accordance with the standard of care, skill and diligence applicable to consultants, with respect to similar services, in this area at this time. 5. PAYMENT A. The Consultant shall submit an invoice for payment for goods and/or services rendered to the Estes Park Housing Authority Executive Director. The Estes Park Housing Authority will submit a request for payment to the Colorado State Division of Housing in accordance with CDBG Contract # H8CDB07053G. Funds will be then paid to the Town. Payment will then be made to the consultant in accordance with the above mentioned CDBG contract. The Town agrees to pay the Consultant for all professional services and reasonable reimbursable expenses performed in accordance with the provisions of services as described above for an amount not to exceed Forty Four Thousand Dollars ($44,000). Professional services shall be invoiced at the rates stated in Exhibit "A." B. The Consultant shall invoice the Town monthly during this assignment for charges incurred. Invoices shall be due and payable within thirty (30) days of receipt. Invoices not paid after thirty (30) days shall incur a finance charge of one and one half percent (1M %) per month. 6. TERM/TERMINATION The term of this Agreement shall commence upon execution of this Agreement by both parties and shall terminate on TBD . This Agreement may be terminated by either party without cause upon thirty (30) days written notice, and such termination shall in no way prejudice the payments due the Consultant for services rendered, nor the Town's right to services prior to the end of the period of notice. If the Consultant' s services are terminated, postponed or revised, it shall be paid only for that portion of the work satisfactorily completed at the time of such action. 7. ASSIGNMENT OR SUBCONTRACTING A. The Consultant and the Town agree not to assign, pledge, transfer, or subcontract their duties and rights in this Agreement, in whole or in part without first obtaining the written consent of the other party, the Town Representative or the representative of the Consultant. Any attempt by the Consultant or the Town to assign, transfer, or subcontract their rights hereunder without such prior written consent of the Town Representative or the representative of the Consultant, as the case may be, shall at the option of the non-defaulting party automatically terminate this Agreement and all rights of the defaulting party. Such consent may be granted or denied at the sole and absolute discretion of the representative of the Consultant if the Town is seeking consent or by the Town if the Consultant is seeking such consent. B. Prior to designating an outside professional consultant to perform any of these services, the contractor shall submit the name, together with a resume o f training and experience in work of like character being contemplated, to the Town Representative and receive written approval there from. Such approval shall be at the sole discretion of the Town. 8. PROHIBITIONS ON PUBLIC CONTRACT FOR SERVICES: A. The Contractor shall not knowingly employ or contract with an illegal alien to perform work under the public contract for services; or enter into a contract with a subcontractor that fails to certify to the contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under the public contract for services. B. The Contractor shall verify or attempt to verify through participation in the Basic Pilot Verification program, as administered by the United States Department of Homeland Security, that the Contractor does not employ any illegal aliens. If the Contractor is not accepted into the Basic Pilot Verification Program prior to entering into a public contract for services, the contractor shall apply to participate in the Program every three months until the contractor is accepted or the public contract for services has been completed, whichever is earlier. Information on applying for the Basic Pilot Verification Program can be found at: https://www.vis- dhs.com\emploverregistration C. The Contractor shall not use the Basic Pilot Verification Program procedures to undertake pre-employment screening of job applicants while the public contract for services is being performed. D. If the Contractor obtains actual knowledge that a Subcontractor performing work under the public contract for services knowingly employs or contracts with an illegal alien, the Contractor shall be required to: i. Notify the Subcontractor and the Town within three days that the Contractor has actual knowledge that the Subcontractor is employing or contracting with an illegal alien; and ii. Terminate the Subcontract with the Subcontractor if within three days of receiving the notice required pursuant to subparagraph (i) of the paragraph (d) the Subcontractor does not stop employing or contracting with the illegal alien; except that the Contractor shall not terminate the contract with the Subcontractor if during such three days the Subcontractor provides information to establish that the Subcontractor has not knowingly employed or contracted with an illegal alien. E. The Contractor shall comply with any reasonable request by the Department of Labor and Employment made in the course of an investigation that the department is undertaking pursuant to its authority. F. If a Contractor violates these prohibitions, the Town may terminate the contract for a breach of the contract. If the contract is so terminated, the Contractor shall be liable for actual and consequential damages to the Town. 9. STATUS OF CONSULTANT A. It is understood and agreed by and between the parties that the status of the Consultant shall be that of an Independent Contractor and is not intended, nor shall be construed, that the Consultant, its officers, directors, agents, subcontractors or employees under this Agreement are employees or officers of the Town. THE CONTRACTOR UNDERSTANDS THAT IT AND ITS EMPLOYEES ARE NOT ENTITLED TO WORKERS' COMPENSATION OR FRINGE BENEFITS FROM THE TOWN AND THAT IT IS OBLIGATED TO PAY FEDERAL, STATE, AND LOCAL TAXES ON ANY MONIES RECEIVED PURSUANT TO THIS AGREEMENT. B. The Consultant shall not have the authority to, and will not make any commitments or enter into any agreement with any party on behal f of Town without the written consent of a senior management representative ofTown. C. The Consultant will maintain liability, unemployment and workman's compensation insurance on his/her own behalf, as necessary. 11. VENUE. GOVERNING LAW This Agreement shall be construed and enforced in accordance with the laws of the State of Colorado and the parties hereby agree to submit to the jurisdiction of the courts thereof. Venue shall be in the eighth Judicial District for the State of Colorado. 12. LIABILITY The Consultant agrees to be responsible for any an all negligent or wrongful acts or omissions of its officers, employees and agents arising out of this Agreement. The parties acknowledge that the Town is covered under the Colorado Governmental Immunity Act, C.R.S. Â§24-10-101 et seq. The parties hereto understand and agree that the Town is relying upon, and has not waived, the monetary limitations ($150,000 per person, $600,000 per occurrence) and all other rights, immunities and protections provided by the Colorado Governmental Immunity Act. 13. EXECUTIONS OF AGREEMENT This Agreement is expressly subject to, and shall not be or become effective or binding on any party hereto until it has been fully executed by all parties hereto. 14. BINDING EFFECT This Agreement shall be binding on all parties, their successors and assigns. 15. NOTICES Notices concerning termination of this Agreement, notice of alleged or actual violation of the terms or provisions of this Agreement, and all other notices shall be provided to the parties at the following addresses. If to the Town: Town of Estes Park With a copy to: The Estes Park Housing Authority If to the Consultant: RCC Associates C. Christian Cares, Principal 4940 East Pearl Circle Boulder, CO 80301 Said notices shall be delivered by pre-paid U.S. Mail and shall be deemed effective three (3) days after deposit with the U.S. Postal Service. The parties may from time to time designate substitute addresses or persons where and to whom such notices are to be mailed or delivered but such substitutes shall not be effective until actual receipt o f written notification. 16. COUNTERPARTS OF AGREEMENT This Agreement reflects the entire Agreement of the parties with respect to the subject matter hereof and supersedes all prior or written statements, understandings or correspondence, if any, respect thereto. This Agreement may be amended only by one or more Amendatory Agreements executed in the same manner as this Agreement. 17. INDEMNIFICATION The Consultant shall defend, indemnify, and hold harmless the Town of Estes Park, The Estes Park Housing Authority and its elected officials, administrators, employees and agents from and against any and all claims, demands, causes of actions, proceedings, damages, losses and expenses resulting from the negligent or willful acts or omissions by the Consultant, including the Consultant's officers, principals, employees and agents. The Consultant need not indemnify or hold the Town harmless for damages or claims by the sole negligence of the Town or the Town's elected officials, administrators or employees. 18. SEVERABILITY In the event that any foregoing article, sub-article, term or provision is deemed illegal by adjudication, or in conflict with any law of the State of Colorado, the validity of the remaining articles of this Agreement shall remain in effect and enforceable as if this Agreement did not contain the invalid article, sub-article, term or provision. 19. BUDGET/APPROPRIATIONS The funds currently appropriated for this project are equal to or in excess of the contract amount. Notwithstanding anything to the contrary contained in this Agreement, no charges shall be made to Town nor shall any payment be made to Consultant in excess of the above amounts for any work done without the written approval of the Town in accordance with the provisions of the Colorado Revised Statutes. The parties recognize that the Town is a governmental entity and that all financial obligations beyond the current fiscal year are subject to funds being budgeted and appropriated. HITHE REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK/// IN WITNESS WHEREOF, the parties have caused this Agreement to be executed as of the day and year first above written. TOWN OF ESTES PARK, COLORADO, ATTEST: By: By: RRC ASSOCIATES, INC. By: C. 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This methodology compares median ome s ated Need in ,AL#f 'KI~ siep!Aoid Buisnow le:)01 speeu Suisnou Al,unulluoo Jeew 01 sweiBoid ieool siep{Aojd 80!Awles 5UISnoll leool sluef60Jd eoueisisse luell,Xed Umoa Siepuel levol le,!deo 86eOuoul cqeifeAV L 51-60%, 61-80%, and over 80% AMI. arratl scrib ng th ss p OpeJOIOO 'eung peise-13 oul 'Bumnsuoo seek:I :41!M lueel ul opeJoloo 'Jepinog oul 'sawpossÂ¥ OBM :Xq pewwqns LOOZ 'GE *evy lueulssessv speeN Bu!snoH AllkIOH1nV 9NISnOH >lkIVd $31$3 iesodoid Introduction Our team -- RRC Associates, Inc., and Rees Consulting, Inc. proposes to prepare a thorough, comprehensive and up-to-date Housing Needs Assessment for Estes Park, using the Park R3 School District as the geographic locus of the study. Together, we bring the expertise and capacity to produce a report that addresses the detailed specifications of the RFP. We propose to provide solid information to support the design and development of housing that is responsive to market demand and both the needs and preferences of county residents. The findings of the Needs Assessment would be used to draft a Strategic Plan that can be considered by your agency as well as Town officials, other policy makers, developers, employers and others when trying to provide affordable housing countywide for both owners and renters. This proposal describes our experience, the research methodology we propose, and a detailed budget and timeline to complete the study. Our approach involves extensive primary research to generate information not currently available coupled with the incorporation of data from existing resources. A. Company Background RRC Associates, Inc. will be the lead contractor and will organize the efforts of Rees Consulting, Inc., with Chris Cares as project manager. RRC Associates is a Boulder-based firm with 15 staff. Both firms are incorporated in Colorado and have worked together for over fifteen years. Our contact information is as follows: Chris Cares & Sarah Brown Melanie Rees RRC Associates, Inc. Rees Consulting, Inc. 4940 Pearl East Circle, Suite PO Box 3845 103 Crested Butte, CO 81224 Boulder, Co 80301 970/349-9845 303/449-6558 970/349-6458 FAX 303/449-6587 FAX melanier@interserv.com chris@rrcassoc.com B. Staff Assigned to Project Resumes of principals and staff who will work on the proposed needs assessment are included in the appendix. The three key persons who will be assigned to this project and their primary roles and responsibilities are as follows: â€¢ Chris Cares, Principal, RRC Associates: survey administration and action plan. â€¢ Sarah Brown, Research Analyst, RRC Associates: demographic and economic overview, AMI profiles, housing inventory overview and survey analysis. RRC Associates â€¢ Rees Consulting, Inc. 2 â€¢ David Becher, Research Analyst, RRC Associates: demographic and economic overview, AMI profiles, housing inventory overview and survey analysis, including comparisons to previous Needs Assessments. â€¢ Melanie Rees, Principal, Rees Consulting, Inc.: project coordination/administration, homeownership and rental markets, housing problems, special needs and action plan. Each will conduct key informant interviews, be involved in survey design and collect secondary data relevant to the sections of the report for which they have primary responsibility. RRC Associates will provide survey support services (printing, distribution, data entry, survey setup and statistical tabulations). C. Experience We have completed numerous city, countywide and regional housing needs assessments in urban, rural and resort areas throughout the mountain west. We completed the first housing needs assessments covering Colorado mountain counties in 1990 and have worked in many of these counties over the years as their needs have changed. The scope of our work has evolved from analysis of needs to development of solutions. We are proud of our ability to serve so many repeat clients and to adapt to their changing needs over the years. A list of the housing needs assessments we have conducted over the past 15 years is in the appendix to this report. The list includes needs assessments in Estes Park in 1991 and 1999. We are currently working on housing studies in Summit County and Eagle County, which will be completed in June. Some of the studies we have completed with components that are particularly relevant to Estes Park include: â€¢ City of Steamboat Springs - 2006 and 2007 Completed a countywide needs assessment in 2003, which led to the adoption in 2004 of a community plan with 18 strategies for community housing. Conducted three work sessions with the Steamboat City Council to establish quantitative goals and objectives for housing develobment, and draft commercial and linkage requirements. Facilitated discussions between the City Council and the Regional Housing Authority on roles, responsibilities and financing. Contact: Tom Leeson Planning Director, City of Steamboat Springs 970/871-8244 â€¢ Summit County - 2007 This current housing needs assessment (still ongoing) builds upon past studies conducted by our team for Summit County. The Needs Assessment involves surveys designed to not only measure needs, but also to identify next steps in terms of actions or programs that the County might pursue. RRC Associates . Rees Consulting, Inc. 3 â€¢ Blaine County/Sun Valley - 2005 and 2006 Completed a countywide housing needs assessment in which the county was divided into three sub-areas, as proposed for Estes Park. Included the demand for housing generated by employees needed to replace retiring workers in the gap analysis. Presented a Power Point presentation of the results at a regional conference. Facilitated the City of Sun Valley's drafting and adoption of inclusionary zoning and linkage requirements. Contact: Virginia Egger City of Sun Valley Administrator 208/627-4438 â€¢ Mammoth Lakes Housing - 2005 and 2006 Completed the housing needs assessment for the Eastern Sierra Council of Governments. This effort spanned two counties and the results are being used to educate residents, formulate new housing policies, support funding requests and identify areas for regional cooperation. Contact: Andrea Clarke Vice President Special Projects (formerly Housing Authority Director in Mammoth Lakes) 208/939-6193 You will note that we have frequently been asked to return to communities to update needs assessments or to apply the results of studies to action plans. These repeat engagements are a testament to ongoing client satisfaction. Our long history in housing is complemented by education and experience in economic development, land-use planning and transportation. We build upon the strengths of each organization to deliver a complete and accurate assessment of housing conditions in an area. Among our strengths is the ability to work with local agencies, individuals and other organizations to identify housing approaches that are customized to meet each community's specific needs and goals, while also recognizing and addressing the constraints within each community. It should also be noted that Rees Consulting has extensive experience in the preparation of project-specific market studies for LIHTC applications, entry-level homeownership and senior housing developments including assisted living. Through this experience, we have a strong understanding of what developers and financing agencies need to know. This insight will further contribute to the usability of the proposed needs assessment. D. Project Narrative Our proposed scope of work relies heavily upon primary research including surveys and interviews. These research methods will provide more detailed information on local housing problems, employment patterns, preferences and perceptions than is available through existing data sources. In our experience, surveys are the best and most complete source for quantitative up-to-date information on incomes, housing affordability, public opinions and desires, housing product preferences and the impacts of housing on private businesses and public-sector employers. RRC Associates . Rees Consulting, Inc. 4 Household and Employee/Commuter Survey We propose a household survey to fully understand housing needs and demand generated at all income levels within the school district area. The survey will be designed specifically to meet the needs of Estes Park and can include questions regarding any specific strategies that could potentially comprise the Strategic Plan. The household survey will also probe demographics of residents, their respective current housing conditions (affordability, satisfaction levels, overcrowding, substandard conditions, distance from work, etc.), and housing preferences for future development (renters that want to buy, owners searching for a new home, senior programs, etc.) Surveys will provide information on types of housing in demand, price points, locations, amenities and trade-offs required to design and develop housing projects that are responsive to needs. We propose to distribute the household survey through a combination of methods including randomly by mail, by hanging on the doors at apartment properties to increase response rates among renters, and through einployers. Surveys distributed through employers will reach in-commuting employees who would not otherwise be reached through the random mailing. We will create both a paper and online version of the survey. We suggest that a meaningful incentive be offered to survey participants, such as gift certificates for groceries, to encourage participation from all types of households. Incentives have proven to be very effective when offered in other areas., We anticipate a resbonse rate of between 15 and 25 percent and potentially higher dependifig on the amount of publicity about the stlidy. Please note that we have previously conducted surveys in Estes Park as part of past housing studies and visitor surveys. Employer Survey The employer survey will quantify housing-related problems with employee recruitment and retention(unfilled jobs, tardiness, absenteeism, unqualified workers, and language barriers) and plans to increase or decrease positions in the future. The types of positions and types of employars most affected will We analyzed. The survey will also be used to collect information on housing units or assistance now provided to employees and willingness to help employees in the future find and acquire housing. Quantitative information on how housing costs and availability are impacting efnployers is powerful when trying to get solutions implemented. We propose to offer the employer survey as both a web-based version distributed through email to private, public and non-profit employers in Estes Park and as a written version mailed or faxed to employers who have limited access to or interest in the web version. We propose to distribute surveys to at least 300 employers and to 100% of those for which email addresses are r6adily available. Interviews on Special Needs Housing We are proposing to conduct interviews with representatives of agencies that serve special needs populations. Residents experiencing hardships and seeking assistance from service agencies are not likely to respond to a survey received in the mail. For this reason, we are proposing to supplement the household survey data with interviews with agency representatives to discuss the number of clients they serve, the characteristics of these clients, and housing need, along with their observations of the housing available for these RRC Associates . Rees Consulting, Inc. 5 households. The focus will be on the number and type of housing units needed now and in the next five years. We will supplement our interviews with information from the Colorado Coalition for the Homeless. We also propose to include a question on the household survey to estimate the number of employees who are homeless but staying with friends or family members since they are unable to find housing they can afford. Key Informant Interviews We also propose the following interviews: â€¢ Property managers to obtain information on the rental market including current rents, recent trends, occupancy patterns, availability and what households are seeking when looking to rent a unit. These interviews will help define housing preferences in the area, including unit type, number of bedrooms, location and amenities. â€¢ Real estate agents for their insight into trends - pricing, inventory relative to inquiries, underserved market segments, days on the market, etc. We will also use these interviews to understand the characteristics and influence of second-home buyers. â€¢ Housing developers for their perceptions about housing demand and market response and their plans to develop housing in the future. â€¢ Municipal and county planners and community development personnel to obtain information on planned development that will be used to forecast changes in housing demand in the next five years. â€¢ Representatives of the Town of Estes Park and other economic development representatives about employer perceptions concerning employee housing needs, job growth, workforce housing issues and solutions. Secondary Data Our report would also utilize information published by multiple sources in our analysis including: â€¢ County Assessor records for our examination of price trends, ownership patterns and the influence of second homes. â€¢ Employment information from the Bureau of Economic Analysis, the Colorado Department of Labor and the Bureau of Labor Statistics - Quarterly Census of Employment and Wages. â€¢ Rents and vacancy rates from the Colorado Division of Housing survey. â€¢ Building permit records. RRC Associates . Rees Consulting, Inc. 6 â€¢ Information on home sales and listings from the Larimer County Board of Realtors. â€¢ Population estimates from the US Census and estimates and forecasts from the Colorado Demography Section. Site Visits At least four trips to Estes Park are planned: â€¢ 1 visit to launch data collection, organize survey distribution and generally familiarize ourselves with recent development in the county. â€¢ 2 visits to conduct key informant interviews and distribute surveys to rental units. â€¢ 1 presentation of the report. The budget for. the site visits includes transportation, lodging, meals and travel time; the cost of most of the hours that will be spent in Estes Park is included within the budgets for specific items, like key informant interviews. Client Involvement and Support We request that the Estes Park Housing Authority provide the following services: â€¢ Generate publicity about the study in order to obtain cooperation and maximize survey response rates. â€¢ Compile information on housing assistance and units provided to date. â€¢ Help identifying contacts for key informant interviews. Report Format and Backup Materials The format of our report will conform to the Colorado Division of Housing guidelines for housing needs assessments, including the special requirements that the Estes Park Housing Authority has added to the overall outline. It is assumed that the general outline will follow the template recommended by the Blue Ribbon Panel. We will provide the report in hard copy and electronic versions suitable for reproduction, posting on a web site, and inserting into reports for submission to HUD and other funding agencies. Spreadsheets created to compile locally generated data, like Assessor records and MLS listings, will also be provided as will our statistical tabulations. E. Ploject Schedule Following authorization of the commencement of work, we would spend September collecting baseline data (population, employment, housing units, etc.), designing the surveys and questionnaires, identifying contacts, organizing survey distribution and conducting a reconnaissance visit. Because employment is at its peak in August, surveys RRC Associates . Rees Consulting, Inc. 7 could be fielded during this period. We recognize that the RFP contemplates beginning the study in September. As we note, it would be ideal to field any surveys in August to take advantage of "peak season" conditions in the evaluation. Key informant interviews will be conducted when the surveys are in the field. Data entry would be completed by mid- September, followed by a four-week analysis and report-drafting period. The initial draft of the report could then be ready for review by mid-October, with a final report available in November. Proposed Timeline Aug Jst September October November Week23412341 2341234 1 st site visit x Secondary data collection x x x Identify employers x Survey design X X Survey distribution and collection X X Key informant interviews XXX Analysis and initial report draft XXXX Final report and presentations x RRC Associates â€¢ Rees Consulting, Inc. 8 F. Costs We propose a fee not to exceed $44,000 based on the scope of services as proposed. There is some flexibility on our part with regard to budget and approach, but the $44,000 figure represents an estimate of project costs with the survey component included. We understand that the scope may be modified to conform to guidelines on Housing Needs Assessments that are expected from the Colorado Division of Housing. We have provided separate line items to identify our research tasks and for each major section of the report so that the scope and methodology may be modified as needed in response to priorities and resource availability. Research Household Survey - design, set up, printing, distribution, data entry, and statistical tabulations for 3,500 written mail-back surveys, and door hanging on rentals Â· Employer Survey -- design, set up, data entry, and statistical tabulations for web-based surveys. Key /nfonnant /nterWews - 10 interviews averaging 1.5 hours per interview w/ follow up , Secondary Data Purchase/Collection Analysis and Report Writing introduction - purpose, sponsors, participants, terms/definitions, maps, explanation of methodology and margins of error, instructions to users Demographic and Economic Framework -key demographic & economic characteristics AMI Profiles - characteristics and housing preferences summarized for each income category between 30% and 200% AMI Housing Inventory - number of units by type, age, condition, occupancy/use, trends in ownership, affordable/deed restricted units Homeownership Market Analysis -ownership trends, sales prices, listings, pipeliAe projects Rental Market Analysis - current market-rate rents and vacancy rates by number of bedrooms, LIHTC inventory, units at risk Housing Problems - cost burden, overcrowding, substandard conditions by own/rent Special Needs - homeless, elderly, disabled and employees with limited English skills Housing Gaps and Estimate of Need - estimates of net demand by AMI, present and forecasted. Key Findings and Conclusions - also functions as an executive summary of the report Action Plan - public opinions about strategies, next steps, public process Site Visits - 4 trips. Includes presentations, travel time, mileage, meals & lodging Total $44,000 RRC Associates . Rees Consulting, Inc. 9 We propose to invoice monthly based on a percentage of work completed. We would appreciate payment within thirty days of the invoice. We would request reimbursement for direct expenses at cost. We would charge our non-profit rates for this project, which are as follows: Non-Profit Hourly Rate Melanie Rees $125 Sarah Brown $65 Chris Cares, RRC Principal $150 RRC Data Entry/Tabulations $55 RRC Support Staff $35 G. Statement of Product Interests Neither RRC Associates nor Rees Consulting have any conflicts of interest or concerns that might impact our objectivity. H. References Virginia Egger City Administrator City of Sun Valley 208/627-4438 Tom Leeson Planning Director City of Steamboat Springs 970/871-8244 Bonnie Osborn Executive Director Summit County Housing Authority 970/453-3557 RRC Associates . Rees Consulting, Inc. 10 Appendix Experience -- Housing Needs Assessments Firm Descriptions Resumes RRC Associates . Rees Consulting, Inc. 11 RRC ASSOCIATES RESEARCH â€¢ PLANNING â€¢ DESIGN 4940 Pearl East Circle I Boulder, Colorado 80301 I 303.449.6558 I www.rrcassoc.com Housing Needs Assessment Needs assessments comprehensively examine market conditions and quantity housing problems faced by communities or regions. While each is customized to address our client's unique needs, they typically consider housing costs relative to income, various housing problems including overcrowding and substandard conditions, the relationship between jobs and workforce housing, existing rental and ownership market conditions, demographics and the impacts of commuting and regional influences on housing demand. Our needs assessments often also consider the housing needs of seniors and special populations. Our reports identify opportunities and provide the framework for developing solutions to address quantified needs. Needs assessments cover a distinct market area, often an entire county or region, and are usually sponsored by municipal and county governments with participation by economic development and community groups, major employers 2005 Garfield County Housing Needs Assessment and state agencies. In the past 15 years, RRC has completed needs assessments and Nexus/Proportionality Analysis for Emptoyee Housing Mitigation Programs for the following clients, many of which have utilized our services multiple times to assess needs as they have changed over the years. ApM12006 Colorado Mountains Eagle County and Vail, Avon, Edwards, Eagle and Gypsum U--mr/,3 21Â¢ 1 .J.pl Gunnison County with Crested Butte, Mt. Crested Butte and Gunnison 30.- 1,IS d Clear Creek County with Georgetown and Idaho Springs ~' ~14911& Grand County with Winter Park, Tabernash, Granby and Grand Lake city of Boulder Garfield County and Glenwood Springs Â· LiA San Miguel County with Telluride and Mountain Village /'Ak Routt County with Steamboat Springs, Hayden and Oak Creek '0*Pte Teller County and Cripple Creek, Victor and Woodland Park . Colorado Urban Areas %1 City of Boulder Boulder County and Broomfield region with cities of Boulder, Louisville, Longmont, Lafayette, Eric and Superior City of Longmont 644, Y O. ..te- ~3*StÂ» Elbert County City of Westminster /2/n ~,&.11 City of Broomfield Weld County and the City of Greeley - 1 %Â·.~.*4Â·9Â¢Svis:-0-7 Coto"90 Mountain West States - 4 .2.2 .3 ., .... ~ 5-â€¢ = -i* 1 * '. Valley County and Adams County, Idaho with Cascade, Middle Creek at Vail I Vail, Colorado McCall, Tamarack/Donnelly, New Meadows and Council Central Oregon Region covering counties ot Deschutes, Crook and Jefferson with LIAN MUGUIEL QUAJNNY Bend, Redmond, Sisters, Madras, Prineville and the Warm Springs Reservation Blaine County, Idaho, including Sun Valley, Ketchum, Hailey, Bellevue and Carey Eastern Sierra Region covering Mono and Inyo Counties and cities 616- ........ of Mammoth Lakes and Bishop, California ,%:F@4 ~W~- =,~ Teton County and Jackson, Wyoming \ C,4,7/ B:..7..fl : it ~li~.~1.2&4 :4 - " \(the In J. -vL ..â€¢4 UN'--1 5 Â·Â·* ria ./ :6.4 1.. M 14:4*: 49 40*13% ak, 0 :* i. f- //dp.EATi~ - . ' Â·~.-1- 7~~~F2U-*:22..~,~a ....:.-_c6unty f~, 1/ 14* 1. ::4>2~ ~ -76 4 . '1 11 1-/4*.1-1 4%0-1 11/ :. *51 ////64//kdr.if"*1~ 5-7-.-7.37/"Amiwi-di-. 1.Aft#' i COUNTY 41/~.Hip :I-- - .,1,~~ STRATEGIC/MASTER PLANNING, AFFORDABLE HOUSING, TRANSPORTATION, AND RECREATION NEEDS ASSESSMENT STUDIES Blaine County Housing Studies Sun Valley/Ketchum, Idaho Broomfield Connection Broomfield, Colorado Carson City Housing Master Plan Carson City, Nevada Central Oregon Regional Housing Agency Redmond, OR Chaffee County Housing Study Salida, Colorado City o f Boulder (numerous studies) Boulder, Colorado City o f Brighton Parks and Recreation Brighton, Colorado City of Castle Rock Community Survey Castle Rock, Colorado City o f Evans Parks and Recreation Evans, Colorado City of Girdwood Girdwood, Alaska City of Grand Junction Parks and Recreation Grand Junction, Colorado City of Grass Valley Housing Study Grass Valley, California City of Lafayette Housing Study Lafayette, Colorado City of Pueblo Community Survey Pueblo, Colorado City of Rio Rancho Parks and Recreation Study Rio Rancho, New Mexico City of Santa Fe Housing Study Santa Fe, New Mexico City of Steamboat/Routt County Housing Studies Steamboat Springs, Colorado Denver Urban Renewal Authority Denver, Colorado Douglas County Housing/Growth Mgt Elements Douglas County, Nevada Eagle County Housing Studies Vail/Avon, Colorado Fraser Valley Metropolitan Recreation District Fraser/Winter Park, Colorado Grand County Housing Study Winter Park/I-Iot Sulphur Springs, Colorado Gunnison County Housing Studies Gunnison, Colorado Healthy Mountain Communities Carbondale, Colorado Homeowner Nexus Studies Lee County, Monroe County, Collier County, Boca Raton, and Palm Beach City, Florida Park County Master Plan Survey Park County Colorado Pitkin/Garfield County Housing Studies Aspen, Colorado Town of Telluride/San Miguel Co. Community Surveys Telluride, Colorado Town of Avon Avon, Colorado Town of Frisco Frisco, Colorado Town o f Breckenridge/Summit Co. Community Surveys Breckenridge, Colorado Town of Estes Park Estes Park, Colorado Town of Vail (numerous studies) Vail, Colorado Limon Housing Project Limon, Colorado Roaring Fork Transit Agency (RFTA) Aspen, Colorado Weld County Housing Study Weld County, Colorado RRC ASSOCIATES RESEARCH â€¢ PLANNING â€¢ DESIGN 4940 PEARL EAST CIRCLE â€¢ BOULDER, CO 80301 â€¢ 303/449-6558 â€¢ www .rreassoc.com RRC offers services in research, planning, and design importance of local procedures and requirements, to local governments, public agencies and private and experience in assisting and coordinating public developers and corporations. The company is made policy makers and staff members at all levels up of a small group of professionals with extensive of government allows RRC to work effectively experience and qualifications in the problems in communities representing both developers and and needs of communities. Our firm's small size public agencies. The firm emphasizes management permits RRC to offer a very personal level of services techniques which assist the community and its to our clients. leaders in finding unique solutions to carefully defined problems. The firm's principals have experience as staff to municipalities and counties, and through extensive RRC strives for a pragmatic approach which balances consulting work with a variety of communities, have innovation with working at the lowest possible cost. learned the importance of seeking solutions to The firm takes pride in our demonstrated ability problems which are sensitive to local conditions and to meet our client's time and budget requirements. tailored to local needs. This understanding of the SERVICES OFFERED Survey and Market Research Regulation and Ordinance Evaluation Market Analysis Zoning and Subdivision Ordinances Site Selection Research Historic Preservation Ordinances User Needs Surveys Growth Management Ordinances Demographic Research Impact Assessment Land and Development Planning/ Design Analysis of Development Plans Site Analysis and Development Suitability Cost-Revenue Analysis Program Development and Optimization Environmental Impact Assessment Coordination Project Feasibility Analysis Master Development Plans Special Client Services Planned Unit Developments General Consultation Implementation and Phasing Strategies Project Team Coordination and Management Public Processing and Approvals Financial Presentation Packages Design/Development Guidelines Public Participation Workshops Goals and Policy Formulation Strategic Project Positioning Housing Studies Workouts and Repositioning Strategies Capital Improvement Programming Population and Employment Research/Analysis Contacts: Nolan Rosall, nolan@rrcassoc.com Chris Cares, chris@rrcassoc.com REES CONSULTING, INC. MELANIE REES PO BOX 3845 â€¢ CRESTED BUTTE, COLORADO 81224 â€¢ 970/349-9845 Melanie Rees has headed her own consulting firm in evaluating various housing programs, such for the past 10 years, specializing in the preparation as commercial linkage and inclusionary zoning. of housing market studies and needs assessments. She is assisting the these entities in addressing She is a recognized expert in the problems of various policy issues, defining thresholds to which affordable housing, particularly in high cost the programs would be applied, subsidy cost needs communities. She has focused her skills on urban and mitigation levels that are appropriate for these redevelopment projects and housing for seniors. communities. Generating recommendations for mixed-use projects, public/private partnerships and innova- Prior to forming her own business, she was an tive housing design is one of her strong interests. economist for the State of Colorado (five years) and worked in the City of Flagstaff Community Ms. Rees participated, as a member of The Housing Development Department where she administered Collaborative, in the recently completed Housing a housing rehabilitation program and coordinated Strategy for the City of Lafayette. She was both Section 8 new construction and HUD 202 responsible for conducting the surveys of residents congregate care projects. and businesses and analyzing this information so that the City of Lafayette gained greater insights She has a Masters in Business Administration and into the needs of residents and employers. This led undergraduate degrees in economics and political to an understanding of the importance of a science. Ms. Rees is often a featured speaker at state comprehensive housing strategy that would and national conferences including Colorado support the community's goals for economic Housing NOW, APP and NAHRO. She got her sustainability. Currently, she is working with the start in the housing industry through her father, Town of Crested Butte and Gunnison County a residential contractor. C. CHRIS CARES AICP RRC ASSOCIATES â€¢ 4940 PEARL EAST CIRCLE â€¢ BOULDER, CO 80301 â€¢ 303.449.6558 â€¢ FAx 303.449.6587 â€¢ chris@rrcassoc.com Chris possesses a diverse background in public and private planning, with a specialization in housing issues. A founding partner of RRC Associates, he often focuses on practical applications of research techniques including survey research, and statistical analysis for problem solving in city planning, housing policy development and a variety of business applications. His research and recommendations have helped to shape both the design and marketing strategies of affordable housing developments, towns and resorts. He has coordinated the evaluation and planning of numerous housing and mixed-use developments, and research and policy evaluation related to housing needs assessments and market studies are a particular area of specialization. Chris has also drafted comprehensive plans, zoning and housing ordinances, growth management plans, and related regulations for towns and cities of various sizes. PROFESSIONAL ExpERIENCE AND RRC Associates, Inc. REPRESENTATIVE PROJECTS Principal-in-charge of: A series of County Needs Assessments 1983 to PRINCIPAL addressing housing and transportation present RRC ASSOCIATES, INC. issues. Studies for Eagle, Grand, (ROSALL REMMEN CARES) Gunnison, Routt, Summit, San Miguel, Pitkin, Garfield (CO), and Blaine (ID) counties; City of Carson City, NV; City PROFESSIONAL HISTORY of Pueblo, CO; Town of Avon, CO. In addition, participated as a team 1981 ASSOCIATE member on similar studies in: Weld Gage Davis Associates - Boulder, CO County, Adams County, Elbert Associate County, Lafayette, Longmont, Westminster and Boulder. All studies 1979 PLANNER involved survey research as well as Gage Davis Associates - Boulder, CO policy analysis. Project manager Eagle County Housing Needs Assessment 1976 PLANNER Draft Ordinance and Guidelines (2001) City of Boulder - Boulder, CO Eagle County Department of Community Development 1975 PLANNER City of Westminster Housing Lincoln-Uinta Counties Planning Needs Assessment Office City of Westminster Department Kemmerer, WY of Conununity Development Elbert County Housing Needs Assessment 1974 RESEARCH ASSISTANT (2002) Harvard University (continued) C. CHRIS CARES AICP RRC ASSOCIATES â€¢ 4940 PEARL EAST CIRCLE â€¢ BOULDER, CO 80301 â€¢ 303.449.6558 â€¢ FAx 303.449.6587 â€¢ chris@rrcassoc.com Colorado Indicators Project - Produced EDUCATION "The Colorado Index - Understanding and Tracking Quality of Life" for the Master of City Planning Colorado Center for Healthy Harvard University, 1975 Communities Bachelor of Arts, Political Science "Pop-ups and Scrape-offs" Evaluation University of Rochester, 1972 (a qualitative research study of the University of Michigan, 1971 impacts of large homes and major renovations on neighborhood scale and character - Boulder, CO PROFESSIONAL/ OTHER ORGANIZATIONS Public participation processes for a variety of communities and situations including American Planning Association Broomfield, Avon, Vail, Breckenridge, AICP certified PuebIo, and Frisco, CO Travel and Tourism Research Association Vail Commons (City Market) Public Private Breckenridge Outdoor Education Center - Partnerships, Middle Creek Market Study, Board Menaber Timber Ridge Market Evaluation (Multiple studies for Vail concerning affordable housing issues and opportunities) Town of Vail/Vail Associates Joint Task Force Facilitation (A community task force effort designed to examine and monitor a variety of issues impacting the Town) - Vail, CO Girdwood, Alaska Land Use Regulations Update Boulder Economic Base Study (City of Boulder/Boulder Chamber of Commerce Joint Effort) Telluride Growth Study Telluride Master Plan Upper Blue River Master Plan Breckenridge, CO Pueblo Tourism Base Study and Affordable Housing Studies MELANIE REES REES CONSULTING, INC. â€¢ PO BOX 3845 â€¢ CRESTED BUTTE, COLORADO 81224 â€¢ 970/349-9845 During the past 15 years, Melanie Rees has become an expert in affordable housing in high-cost areas. Her firm is recognized as an industry leader in housing market studies and needs assessments. Her clients have included private and non-profit developers, public housing authorities and local governments. Rees Consulting, Inc. is a small, woman-owned enterprise. EDUCATION Master of Business Administration 1981 to ASSISTANT DIRECTOR, COMMUNITY University of Colorado at Denver, 1991 1984 DEVELOPMENT City of Flagstaff Bachelor of Arts, Economics & Political Science Georgia State University, 1979 Coordinated multi-department projects; directed planners, accountants and PROFESSIONAL EXPERIENCE engineers. Administered a neighboring revitalization program involving 1993 to PRINCIPAL housing rehabilitation and infrastruc- present Rees Consulting, Inc. ture improvements. Secured $23 million in grants and loans. Was responsible for 1991 to FINANCIAL/MARKET ANALYST compliance with federal grant regulations 1993 RRC Associates, Inc. which included the preparation of Boulder, CO environmental assessments. Prepared and managed budgets, approved cash 1984 to ECONOMIC DEVELOPMENT SPECIALIST disbursements, directed asset allocations. 1989 Colorado Office of Economic Development 1979 to FEDERAL PROGRAM SPECIALIST Initiated and operated a statewide econo- 1981 International Systems, Inc. mic development program through which incentives were provided to private Analyzed financing needs of consulting businesses for start-up, expansion and firm clients. Prepared project plans and relocation. Designed and administered budgets. Wrote grant applications and a small business finance program. Wrote project proposals. an economic development strategy for rural Colorado. SARAH BROWN RRC ASSOCIATES â€¢ 4940 PEARL EAST CIRCLE â€¢ BOULDER, COLORADO 80301 â€¢ 303.449.6558 â€¢ www.rrcassoc.com Sarah brings to RRC a broad range of skills, including physical planning, community planning and survey research. With an educational background in urban and regional planning, she has an understanding of how to measure growth's effect on fiscal and environmental capacities, and to manage social benefits, mitigate negative consequences, and shape growth's imprint on the physical landscape. Sarah's employ- ment with the Colorado Center for Community Development has provided her with valuable survey resea rch and planning experience with many small communities across the state. As a native of Telluride, Colorado, Sarah offers a unique perspective of resort conununities and the ski industry. EDUCATION 2005 to PLANNER Master of Urban and Regional Planning 2006 Colorado Center for Community Focus: Economic & Community Develpment Development University of Colorado at Denver, 2006 Denver, CO Bachelor of Arts, Environmental Studies Performed long and short term rural Focus: Environmental Policy planning; prepared and presented University of Colorado, 1999 planning documents. Specific research projects included: comprehensive'plan review, comprehensive trends analysis, PROFESSIONAL ExPERIENCE AND recreation survey and building study, REPRESENTATIVE PROJECTS Scenic Byway survey development program, tourism intercept surveys. 2006 to PLANNER ANALYST present RRC Associates Boulder, CO 2000 to EXECUTIVE DIRECrOR, City of Bridgeport, CT present FOUNDING MEMBER Housing Needs Assessment Telluride Technology Festival Town of Avon, CO Telluride, CO Housing Needs Assessment Work directly with the President and Town of Breckenridge, CO the Board of Directors to plan, schedule, Housing Study advertise and run the festival. City of Boulder, CO UNIHILL Buildout Analysis DAVID E. BECHER RRC ASSOCIATES â€¢ 4940 PEARL EAST CIRCLE â€¢ BOULDER, COLORADO 80301 â€¢ 303/449-6558 â€¢ FAX 303/449-6587 A Senior Research Analyst at RRC Associates, David has a variety of experience in planning and market research for public- and private-sector clients. With an educational background in urban and regional planning, public administration, and business administration, David has experience in economic and demographic research, survey research, affordable housing planning, growth management planning, and related fields. EDUCATION 1993 PARALEGAL to '94 French & Stone P.C. - Boulder, CO Master of Business Administration Provided research and organizational University of Colorado - Boulder, support in smalllaw office. 2003 1992 RESEARCH ASSISTANT Master of Urban and Regional Planning Colorado International Trade Office Master of Public Administration University of Colorado - Denver, 1997 Denver, CO Researched a directory of Colorado Bachelor of Arts, businesses that provide air pollution Philosophy/Environmental Studies, control products and services. Williams College, MA, 1990 PROFESSIONAL EXPERIENCE AND 1992 INTERN REPRESENTATIVE PROJECTS Office of Governor Roy Romer Denver, CO 1992 to SENIOR RESEARCH ANALYST Wrote letters and briefs on present RRC Associates-Boulder, CO environmental topics for the Governor's North Lake Tahoe Visitor Profile Study, CA/NV Office of Policy and Initiatives. Downtown Boulder User Surveys, CO Westminster Housing Study, CO 1992 INTERN Breckenridge Visitor Research, CO Colorado Division of Local Government NSAA National Demographic Skier Research, US Jackson Hole Skier Research, WY Denver, CO Profile of the Colorado Skier (incl. Economic Assisted Planning Program Manager Impact), Colorado Ski Country USA with the implementation of a state- Colorado Indicators Pilot Project, CO wide planning survey. Boulder Regional Economic Analysis, CO Tahoe Basin Recreation Resource Allocation & 1991 RESEARCH ASSISTANT Capacity Study, CA/NV Boulder County Land Use Department Gross Reservoir Recreation Plan - Fiscal Issues, Boulder, CO C0 Douglas County Housing and Population Master Conducted research in support of planning initiatives and permit reviews. Plan Elements, NV Projects included research on gravel Aspen/Roaring Fork Valley Housing Survey, CO mining, mobile home parks, and camps Estes Park Housing Needs Assessment, CO and retreats. Erie Community Survey, CO CYNTHIA L. BROWN CO-EXECUTIVE DIRECTOR, DEVELOPMENT BOULDER HOUSING PARTNERS Cindy has been involved with the financing and development of affordable housing in Boulder, Colorado for the last 15 years. Since 1999, she has served as Co-Executive Director for Development at the City Housing Authority, now known as Boulder Housing Partners (BHP). Between 1997 and 1999, Cindy served as the Director of Planning and Development for BHP. Prior to that time, she oversaw the City of Boulder's affordable housing trust called the Community Housing Assistance Program (CHAP), which provides more than $1 million each year to not-for-profit and for-profit organizations to support efforts to create affordable housing. Cindy has been involved in the construction and acquisition of more than 300 units of permanently affordable housing in this very high cost community housing. Currently, she is the project manager for the redevelopment of the Holiday Neighborhood site, which will include 330 units of housing at both affordable and market rates, as well as neighborhood businesses. Cindy's almost twenty years of experience in the city of Boulder includes work developing major transportation and neighborhood improvement projects. In addition to her work in housing, Cindy teaches a class at the University of Colorado's College of Architecture and Planning, called "Real World Planning." BETSEY MARTENS CO-EXECUTIVE DIRECTOR, OPERATIONS BOULDER HOUSING PARTNERS Betsey has been involved in housing and community development for twenty years. She affiliated with Boulder Housing Partners in 1985 as a member of the Board of Commissioners. She left the Board to help create what is now Boulder's largest non-profit housing provider, Thistle Community Housing. She has also worked as the Executive Director of Boulder County Community Action Programs; Executive Director of a Boulder County economic development program; Regional Service Officer for NAHRO; Deputy Director of the Boulder County Housing Authority; and, in 1997 she went back "home" to Boulder's housing authority. As the Co-Executive Director, she manages the operations of the authority. Betsey is a member of NAHRO's Housing Committee and currently chairs the Public Housing Subcommittee. Betsey is a 1978 graduate of Middlebury College in Vermont. She received the National Development Council certification in housing and economic development in 1988. MEMO TO: Board of Trustees From: Mark Pallissard, IT/LAN Manager Bruce Walters, IT/LAN Support Specialist Date: September 21, 2007 Subject: Qwest ISDN PRS/DSS Autumn's Colorful Offer Agreement Background We are asking for approval for a New QWEST phone contract to provide redundant and primary service, to be installed at the Dannel's Fire Station for the new phone system. This service was negotiated with Level-3 and QWEST. Qwest was the only provider meeting the performance requirements. The contract has been reviewed by Greg White. Budget Utilities-Telephone 502-6501-560-.28-01 $50,000.00 Contract Qwest $565.00/mnth $ 6,780.00/yr for 5 years Recommendations The IT/Telecom Department recommends this five year contract for the monthly fee of $565.00/mnth. The line cost will be distributed to all departments on the new phone system. RECORD OF PROCEEDINGS DRAFT Regular Meeting of the Estes Valley Planning Commission August 21, 2007, 1:30 p.m. Board Room, Estes Park Town Hall Commission: Chair ,Betty Hull; Commissioners Wendell Amos, Ike Eisenlauer, Bruce Grant, Joyce Kitchen, Doug Klink, and John Tucker Attending: Vice-Chair Eisenlauer; Commissioners Amos, Grant, Kitchen, Klink, and Tucker Also Attending: Town Attorney White, Director Joseph, Planner Shirk, Town Board Liaison Homeier, and Recording Secretary Roederer Absent: Chair Hull, Planner Chilcott Vice-Chair Eisenlauer called the meeting to order at 1:30 p.m. The following minutes reflect the order of the agenda and not necessarily the chronological sequence of the meeting. 1. PUBLIC COMMENT None. 2. CONSENT AGENDA a. Estes Valley Planning Commission minutes dated July 17, 2007. b. DEVELOPMENT PLAN 07-10 and PRELIMINARY CONDOMINIUM MAP, The Timbers of Estes, Lot 3, Schroder Subdivision, Mark Theiss/Applicant-Request by planning staff for continuance to September 18, 2007 Estes Valley Planning Commission meeting c. AMENDED PLAT, Lots 5 & 6, Division 7 of High Drive Heights, Denise R. Panthen/Applicant-Request to combine two lots into one lot It was moved and seconded (KlinldAmos) that the consent agenda be accepted, and the motion passed unanimously with one absent. 3. SPECIAL REVIEW 07-03, Tract 19, Beaver Point Addition 2nd Filing, 701 Elm Road, Applicant: H&C Properties Planner Shirk summarized the staff report. This is a request to allow a "U-Haul" truck- rental operation, which is currently being operated under a temporary use permit, to continue at the I-1-/ndustria/-zoned property located at 701 Elm Road. The use is classified as Vehicle/Equipment Sales and Rentals and is allowed in the I-1 zoning district by special review. The applicant proposes to construct additional parking, drainage structures, and landscaping in a single phase (Phase 11) if demand for vehicle rentals increases beyond the current numbers allowed by the temporary use permit (four trucks and eight trailers). There will be a maximum of eleven trucks and seventeen trailers on the site at any one time. RECORD OF PROCEEDINGS Estes Valley Planning Commission 2 August 21, 2007 Planner Shirk briefly reviewed Estes Valley Development Code (EVDC) sections as they apply to this application, specifically regarding outdoor display/sales and storage, vehicle/equipment sales and rentals, grading and site disturbance, landscaping and buffers, and exterior lighting. The proposal complies with applicable code sections with the exception of landscape buffering; the site plan will be revised to show the addition of three evergreen trees. This request was routed to all applicable reviewing agency staff and to neighboring property owners for consideration and comment. Comments were received from the Town of Estes Park Public Works Department, Town Attorney Greg White, and Upper Thompson Sanitation District. Pertinent and unresolvod comments from the Public Works Department and Town Attorney White are included as recommended conditions ,of approval. Uliper Thompson Sanitation District had expressed concern regarding the depth of coverage of the sewer line under the detention pond but a letter from UTSD was received by planning staff on August 20, 2007 stating there will be enough coverage to prevent freezing during cold weather. No comments were received from neighboring property owners. If the approved use is abandoned or discontinued for a p~riod of one consecutive year or more, the approval shall automatically lapse and become null and void. The submitted plans comply with all applicable standards set forth in the EVDC and mitigate, to the maximum extent feasible, potential adverse impacts on nearby land uses, public facilities and services, and the environment. Planning staff recommends approval of this special review. Public Comment: Amy Plummer/Van Horn Engineering and Surveying was present to represent Neil & Maryann Casey/applicants. She stated the applicants are agreeable to the recommended conditions of approval. It was moved and seconded (Klink/Kitchen) to recommend approval of Special Review 07-03, Tract 19, Beaver Point Heights Addition 2nd Filing, to the Town Board of Trustees, with the findings and conditions recommended by staff, and the motion passed unanim6usly with one absent. CONDITIONS: 1. Phase Il activity shall require a Development Agreement and form of guarantee (per EVDC Section 10.5.K.2) prior to issuance of a permit. 2. Phase 11 activity shall require the drive entry to be reconfigured to provide a 20-foot corner radii and curbing, the design of which shall be subject to revjew and approval of the Public Works Department. 3. The following note shall be placed on the developrhent plan: "Vehicle storage shall be restricted to paved areas. The applicant shall obtain a grading permit prior to commencement of Phase 11 of the project." 4. AMENDED PLAT, Lot 46A of the Amended Plat of Tracts 42, 43, & 46, Fall River Addition, 505 Big Horn Drive, Applicant: Van Horn Engineering Planner Shirk reviewed the staff report. This is a request to amend a platted building envelope to allow construction of an outdoor entertainment area and an entry staircase. It is also a request for a minor modification to the re-quired 25-foot building setback to allow the addition of the new staircase/entry to the existing residence to be placed 17.5 feet from the property line. This property was part of an amended plat recorded in 2000; the building envelope was designated to keep development out of a mapped rockfall hazard area to the north and to maintain the minimum setback requirement along the eastern , property line. Outdoor Entertainment Area: The applicant has submitted a new geologic report which indicates that expanding the building envelope to the north as shown in the submitted plans would not increase the potential rock fall hazard. The outdoor entertainment area -Tr-- - --1 r-rrl RECORD OF PROCEEDINGS Estes Valley Planning Commission 3 August 21, 2007 would consist of a bar/grill, hot tub, and open fire pit. Fire Chief Scott Dorman has stated that open fire pits are allowed on private property, provided they meet a number of conditions. The property owner should familiarize himself with these conditions, which are delineated in the staff report. Based on the geologic report, planning staff finds that the amendment to the northern line of the building envelope will not be in violation of any code provision, nor would it negate the intent of the geologic hazard or setback regulations. Staff recommends approval of amending the northern portion of the building envelope. Minor Modification to Setback for Staircase: The applicant's statement of intent states there is currently no staircase leading to the front door, which is located on the upper-floor deck. However, a set of stairs has been built in this location to provide access for an interior remodeling project. The contractor, Westover Construction, has stated the stairs are temporary and will be removed upon completion of the project. Planning staff has reviewed the building plans submitted for the existing residence, which was built in 2002. The building plans show an exterior stairway that provides access to the upper main living level; the stairway shown on the original plans is code-compliant without the requested minor modification. Estes Valley Development Code (EVDC) Section 3.7 authorizes the Planning Commission to grant minor modifications up to a maximum of 25% from building setback requirements, provided the Commission finds that such modification advances the goals and purposes of the code and either results in less visual impact or more effective environmental or open-space preservation, or relieves practical difficulties in developing a site. Planning staff believes the requested minor modification meets none of these requirements and recommends denial based on the following: â€¢ No advancement of the goals and purposes of the Estes Valley Development Code. â€¢ Would not result in less visual impact or more effective environmental or open- space preservation. â€¢ No practical difficulty exists. A compliant set of stairs could be built, per the original building plans. â€¢ The lot was finalized in 2000, after adoption of the Estes Valley Development Code. â€¢ The existing dwelling was built in 2002, while the 25-foot setback and building envelope were in place. Therefore, any potential hardship or practical difficulty is "self imposed." â€¢ The applicant purchased the property with the existing regulations in place. The amended plat request was routed to all applicable reviewing agency staff and to neighboring property owners for consideration and comment. No significant issues or concerns were expressed by reviewing staff relative to code compliance or the provision of services. Comments were received from the Town of Estes Park Building Department, Fire Chief Scott Dorman, and Town Attorney Greg White. Three neighboring property owners contacted planning staff-two were in favor of the amended plat, the third questioned why the statement of intent stated there were no entry stairs when there are. Public Comment: Lonnie Sheldon/Van Horn Engineering and Surveying was present to represent the applicant. He clarified that the original geologic hazard report had been submitted by Michael West from Boulder; the new report was completed by TerraCon. He stated although the recently constructed stairway looks permanent it is only for use during the remodel. The applicant wishes to have a stone stairway built in that location. He cited sections of the development code to support the applicant's request and noted that the driveway leads to the proposed location for the stairway and that the neighboring residence is approximately 300 feet away. The applicant's residence was not built where planned-it was moved by twelve feet. He encouraged the Commissioners to help the applicant and allow him to build a nice set of stairs into his house. AUT RECORD OF PROCEEDINGS Estes Valley Planning Commission 4 August 21, 2007 In response to questions from Commissioner Tucker, Planner Shirk stated no comment was received from the neighboring property owner to the east. The proposed stairway would not be in the direct line of sight of that neighbor. It was moved and seconded (Klink/Tucker) to recommend approval of the Amended Plat of Lot 46A of the Amended Plat of Tracts 42, 43, and 46, Fall River Addition to the Town Board of Trustees, with the findings and conditions recommended by staff, with the exception that the minor modification shall be approved as shown in revised Condition #1 due to lack of comments received from neighbors or other parties, and the motion passed unanimously with one absent. CONDITIONS: 1. The approved Minor Modification to allow an eastern side-yard setback of 17.5 feet in lieu of the required 25 feet shall be restricted to the location of the proposed entry staircase and shall not extehd the length of the eastern property line. 2. Compliance with Chief Dorman's comments dated July 2,2007 regarding outdoor fire 3 pit requirements (as delineated in the staff report). 3. Reformat the plat for recording (remove improvements). 5. DEVELOPMENT PLAN 07-09, Stone Bridge Condominiums, Proposed Lots 2 & 3, Stone Bridge Estates Subdivision, currently a Metes and Bounds property located at 1043 Fish Creek Road, Applicant: Rock Castle Development Co., Owner: Van Horn Trust Planner Shirk provided an in-depth review of the staff report. This is a request to develop 4.3 acres zoned RM-Multi-FamilÂ¢ Residential with twenty-four detached multi-family dwelling units, which is an allowed land use within the RM zoning district. The applicant intends to subdivide these units into condominium ownership. The applicant's property is in the process of being subdivided into three lots; proposed Lots 2 and 3 are included in this development plan proposal. The portion of the property on which the Van Horn Engineering office is located (proposed Lot 1) is not part of this development plan. The applicant has applied for rezoning of proposed Lot 1 from RM to 0-O#ice; this rezoning would match the use of the property and prohibit additional residential development on Lot 1. The preliminary subdivision plat and rezoning request were reviewed by the Planning Commission on January 16, 2007 and were recommended for approval. The Tbwn Board is the decision-making body for the subdivision plat and rezoning request; planning staff anticipates both the preliminary and final plat applications, as well as the rezoning request, will be heard by the .Town Board in late October. The applicant will also request an extension of the vesting period from 2010 to 2012. .: One recommended condition of approval of the preliminary plat application was that Larimer County grant a waiver to the required Fish Creek Road right-of-way width. The waiver to allow the applicant to maintain a sixty-foot right-of-way width on the west side of the road was conditionally approved by the Larimer County Board of County Commissioners on May 21, 2007. The development plan encompasses two lots. Each lot was reviewed individually for compliance with density, floor area ratio (FAR), parking, setback, landscaping, open space, and impervious coverage requirements. The proposal meets the density requirements of the Estes Valley Development Code (EVDC)-six units per acre are proposed (24 units on 3.989 net acres) and eight units per acre are allowed. Ten units are proposed for Lot 2; 11.4 are allowed. Fourteen units are broposed for Lot 3; 20.5 are allowed. The total number of proposed units on th& two lots is twenty-four; where thirty- two are allowed. The dpplicant is not proposing to maximize density. The applicant has applied for a correction Â· to the Federal Emergency Management Agency's (FEMA) floodplain maps. Completion of FEMA review is anticipated by mid- October. If the proposed corrected floodplain is approved by FEMA, it will not extend beyond the creek's main channel. Approval of this development plan must be contingent upon FEMA approval of the proposed map correction. RECORD OF PROCEEDINGS Estes Valley Planning Commission 5 August 21, 2007 The maximum impervious coverage allowed in the RM zoning district is 50%. Proposed impervious coverage on Lot 2 is 42.3% and on Lot 3 is 37.3%, yielding an overall total impervious coverage of 39.1%. This proposal also complies with the maximum floor area ratio (FAR) in the RM district, which is 0.30. Proposed FAR for Lot 2 is 0.27; proposed FAR for Lot 3 is 0.22. Sidewalks will be provided to each unit. The applicant should provide a pedestrian trail from the proposed development to proposed bridge over Fish Creek and then on to the hike/bike path. The proposed development must meet wetlands and stream-corridor protection standards. The minimum setback from the stream (Fish Creek) is thirty feet; the locations of the proposed units meet this standard. The applicant has received a permit from the Army Corps of Engineers to remove a small, disconnected portion of wetlands. The applicant has provided a Wetland Creation Plan, which proposes significant riparian corridor enhancement through bank stabilization and wetland enhancement along Fish Creek, including replacement of the small area of wetlands to be removed. The applicant's landscape plan does not include specific district-buffer landscaping. However, the proposed "typical unit" landscaping shown in the architectural concept drawings accomplishes this objective. Provided each unit is so landscaped, the required quantity of plantings will be met. District buffer guidelines require evergreen plantings within twenty-five feet of the property line. The applicant has requested a modification to allow the plantings to be placed closer to the units, which will better screen the units and allow the placement of more appropriate riparian plantings beside Fish Creek. The applicant has met with the Colorado Division of Wildlife (CDOW) to determine a corridor for elk crossing through the property. Items such as retaining walls, building locations, and fencing have been designed to allow the passage of elk. The CDOW will need to approve the fence design to ensure it will not pose a hazard to wildlife. No dumpster is proposed for the units; instead, curbside pickup is proposed. Future condominium declarations should specify that trash should be kept inside until the ~ morning of pickup. Exterior lighting will be subject to lighting standards in EVDC Section 7.9 and must be shielded, downcast, and no higher than fifteen feet above the ground. The Light and Power Department originally required that street lights be placed at each entry point onto Fish Creek Road but after discussion with planning staff, who conveyed neighborhood concerns about street lights in these locations, agreed to waive that requirement. .The access points are considered driveway entrances rather than street intersections. The proposed development requires fifty-three parking spaces; sixty-six will be provided. Of these, forty-eight will be in garages and eighteen will be guest parking spaces. Units 1075, 1095, 1105, 1107, 1157, and 1185 do not have adequate driveway depth to accommodate parking outside the units' garages and parking at these units should be restricted to in-garage parking only. This restriction should be addressed with the condominium covenants and declarations. The proposal provides adequate guest parking near these units to accommodate visitors. Two small hammerhead turning areas are proposed for this development. On the afternoon of August 20, 2007, the Fire Chief requested that a thirty-foot-wide turnaround be provided for fire trucks; it may be possible to alter one of the proposed hammerheads to provide fire access to address this concern. Adequate public facilities are available to serve this development. The water main along Fish Creek Road will be extended. The existing sewer main is not deep enough and a new sewer main will be installed, which will run parallel to the existing main for a distance, although at a lower depth. A twenty-foot-wide easement will be provided for an existing private water line that crosses this property and serves homes on the east side of Fish Creek Road. The submitted ISO calculations indicate adequate fire flow is available; three new fire hydrants are proposed. DRAFT RECORD OF PROCEEDINGS Estes Valley Planning Commission 6 August 21, 2007 Numerous concerns have been expressed by neighboring property owners. Most comments received were written between January and May and were directed toward the subdivision and right-of-way waiver requests. The overwhelming themes of these comments were concerns about traffic safety, density (multi-family development adjacent to single-family residences), preservati6n of wildlife habitat, and floodplain issues. Comments were received from Dale and Diane Beck, 1635 Powelly Lane; Raymond and Sally Allen, 820 Fish Creek Road; Matt and Ruby Lynett, 894 Fish Creek Road; Paula Edwards, 1020 Acacia Drive; John Poulos, 1805 Powelly Lane; Robert and Myla Bernhard and their son, Fred Bernhard, 1650 Powelly Lane; David Diggs and Mari Hirata, 1770 Powelly Lane; Karin Edwards, 1020 Acacia Drive; Enda Mills Kiley, 1901 Ptarmigan Trail; Kathleen Cannon and Henry Cannon, 1110 Fish Creek Road; Bob and Laura Trump, 830 Fish Creek Road; John and Patti Watson, 1740 Powelly Lane;.Judith Saurino, 890 Fish Creek Road; William and Marguerite Paynter, 810 Fish Creek Road; and Fred Held, 1710 Powelly Lane. Â·The Town and applicant are in the process of formalizing an agreement regaiding the "Creek Enhancement and Wetland Creation Plan" submitted by the applicant. This agreement will outline Fish CreeK restoration responsibilities, the proposed bridge, and associated easements. As part of this agreement, the applicant will do some.work on Town property to provide bank stabilization. The agreement will be reviewed by the Town's Public Works Committee prior to final review by the Town Board. Planner Shirk read the nine staff findings and recommendation shoWn in the staff report. Planning staff recommends approval of the proposed Stone Bridge Estates development plan 07-09. In response to questions from the Commissioners, Planner Shirk stated staff believes FEMA approval of the floddplain map correction is likely. EVDC Section 7.10 woultl allow the Planning Commission to require the ap*licant to provide bear-proof trash containers. The additional sidewalk and potential tumiaround for emergency vehicle access would not push the impervious coverage on the site over the allowed limits. Public Comment: Frank Theis/CMS Planning and Development/Consultant for applicant Rock Castle Development stated project planning began over fifteen months ago. There have been many issues due to the creek, adjacent county road, and inside-town-limits status of the property. The applicant has tried to address concerns from the Town, County, opponents, and neighbors and provide a sensitive design. Darcy Tiglas, wetlands expert, provided a wetlands report. The applicant will stabilize the creek, revegetate banks,Â· and recover wetlands. The traffic impact analysis found no detrimental safety issues. Recent expansion of County road right-of-way standards from sixty feet to 100 feet was aimed at flat lands where that right-of-way widtti is needed. The applicant has repeatedly offered to meet with neighboring property owners and hosted Â·a meeting where only two neighbors came. Units have beerf designed to have a single-story profile at Fish Creek Road; all buildings have been pushed as far from the road as possible. An evergreen hedge is proposed along the road rather than a concrete wall like that f6und at the nearby Creekside Subdivision. There will be stone columns and a small section of fence, which will be designed for safety of elk, at the entrance. Decks of the units will be no closer than thirty feet to Fish Creek. The revised flood plain is within the existing banks of the creek. Landscape plantings will be four to five times what is required. The homeowners' association will maintain their side of Fish Creek after the restoration work and planting is completed; the Town will be responsible for maintenance of the creek where it runs on Town property. If the Town does not provide satisfactory maintenance, the homeowners' association will assume responsibility for repairs. Bill Van Horn/Van Horn Family Trust stated there have been concerns regarding the proposed changes to the floodplain. In 1950 Lily Lake' flooded Fish Creek, depositing material that made the creek channel ill-defined. In the thirty years since the FEMA floodplain mapping was done in 1979, significant erosion has occurred and the location and depth of the stream has changed. The modification of the FEMA flood map is based r - A JET RECORD OF PROCEEDINGS Estes Valley Planning Commission 7 August 21, 2007 on analysis of changed conditions of the creek as they exist today. The proposed development requires that something be done about the continued erosion of the stream. John Spooner/Van Horn Engineering confirmed what Mr. Van Horn stated. The letter of map revision prepared by Mr. Spooner was sent to FEMA because conditions have changed. For instance, in a location where the existing flood map showed the stream channel at a depth of 0.5 feet, the channel is currently 5.5 feet deep. Beaver dams shown in the area no longer exist. FEMA does not rubber stamp map revisions; there is an extremely thorough review process. Mr. Spooner's credentials include a PhD in hydraulic engineering, teaching experience at Purdue University, and work as a trainer of consultants in flood-insurance evaluations. Randy Willard/Attorney representing Fish Creek Water Association raised opposition to the proposed development plan and urged the Commissioners to continue the application based on unresolved issues, including pending FEMA review of the floodplain adjustment and concerns regarding the right-of-way waiver granted by the Larimer County Commissioners. FEMA may not approve the flood map revision; their decision will not be made until October at the earliest. The potential for another 100-year flood still exists. The area around the proposed development was under water when the Lily Lake flood occurred in the 1950s. The decision to approve the right-of-way waiver has been appealed and is before a court for review. If FEMA denies the flood map revision, the proposed development would become moot. If the court decides the right-of-way waiver was granted in error, the sixty-foot right-of-way will be incorrect. Mr. Willard also contended the fifteen-foot setback from the front property line required by the EVDC has been applied incorrectly. In the case of a conflict between Larimer County standards and EVDC standards, County standards should prevail; therefore, the fifty-foot setback required by the County should apply to this development. Town Attorney White stated the fifteen-foot setback applies to this property because it is within Estes Park town limits. Construction is not allowed in the floodway but is allowed in the flood fringe if the habitable portion of a structure is two feet higher than the flood fringe. Planner Shirk confirmed that construction and/or grading on the site cannot begin until the subdivision plat is approved. Ken Czarnowski/Attorney representing Fish Creek Water Association stated the application for the revised flood map is in the ninety-day review period with FEMA; the public is allowed to comment and the Water Association will submit comments. He urged the Commissioners to table the application until the FEMA decision is made, as it will affect where structures may be located. A six-foot earthen embankment contains 100 acrd-feet of water at Lily Lake, which could flood Fish Creek again. Director Joseph stated no building permit will be issued until FEMA approves the revised flood map; if the revision is not approved, the development plan (if approved) would never be fully enacted. Bob Trump/830 Fish Creek Road/President of Fish Creek Water Association stated all members of the Water Association are opposed to the condominium subdivision because it is completely out of character with the area. Neighboring properties are all larger parcels of land; property owned by the sixteen Water Association members totals approximately 200 acres. He read aloud his letter to the Planning Commission dated August 21, 2007 and submitted a copy for the record as well as a letter for the Planning Commission from Karin Edwards dated August 20, 2007. He expressed concern about high density of the proposed development, loss of uncluttered appearance of area, impact on visitors to area, increased traffic volume, difficulty obtaining information on the proposal and accuracy of that information, and bending rules for developers who propose tax-generating developments. He encouraged the Commissioners to vote to preserve the beauty of the valley for future generations. Fred Bernhard/1650 Powelly Lane expressed opposition to the proposed development and stated nothing is being done to preserve the valley. DRAFT RECORD OF PROCEEDINGS Estes Valley Planning Commission 8 August 21, 2007 Town Attorney White stated the U.S. constitution provides that government shall not take private property rights without due process of law. An owner has the right to develop their property. The applicant's property was zoned as commercial in 1961 and downgraded to RM zoning in 2000. Zoning changes are decided upon by the Town Board or County Commissioners, not the Planning Commission. Director Joseph and Commissioner Amos referenced the adoption of the EVDC and valley-wide rezoning in 2000; if residents have concerns about development and/or wish to change zoning in the valley, the community must act together to request code changes-an individual parcel or project cannot be singled out. Jan Verschuu#Association for Responsible Development (ARD) spoke on behalf of himself, his wife, and ARD and stated he is not a neighboring property owner. The consensus of ARD is the proposed development is not a good project. He expressed concern about change in traffic patterns and danger to school children who use the Fish Creek corridor; high-density development of 23 units on 4.3 acres adjacent to hike/bike trail; impact on visual appeal of Fish Creek corridor; the development is not in keeping with surrounding properties; and impact on wildlife and the riparian nature of Fish Creek, which could be rehabilitated by the Town without a development of such great density. Frank Theis stated the applicant never received ihput from ARD and is proposing much less dense development than is allowed. The applicant offered to hook up Fish Creek Water Association 'to the new water main at no cost, which would have relieved the association of one-third of their infrastructure. The Water Association chose to retain their line and use their position to delay the development. Only two homes on the opposite side of Fish Creek Road will have a direct view of the development. Enhancement of the riparian corridor along Fish Creek will bring elk back to the area. Bill Van Horn stated there will be a different FEMA map because the erroneous map in place now will not continue to be used. There is no risk to the public if the development plan is approved because no permits can be issued until conditions of approval are met. The applicant has allowed enough room from the floodplain that the development plan won't be changed. The lawsuit was filed against the County, and any legal request for project delay should be heard by the District court. The' Planning Commission has no grounds to delay the application. Planner Shirk stated no units are proposed to be located in the existing floodway. Â¢ 1 It was moved and seconded (Amos/Kitchen) to approve Development Plan 07-09, Stone Bridge Condominiums, a Metes and Bounds property located in Portions of Northeast Section 31, Northwest Section 32, and Southwest Section 29, T5N, R72W of the 6~11 p.M., with the findings and conditions recommended by staff with Condition #13 to state "...application for first building permit" rather than "...issuance of first building permit," and the motion passed unanimously with one absent CONDITIONS: 1. Approval and recordation of Stone Bridge subdivision. 2. Approval of this development plan shall be contingent upon FEMA approval of the proposed map correction. 3. Access and right-of-way permits from Larimer County shall be required prior to issuance of the first building permit for each lot. 4. Final construction plans shall be approved by the Town of Estes Park, UTSD, and Larimer County Engineering prior to issuance of the grading permit and/or first building permit. 5. Full implementation of the "Creek Enhancement and Wetland Creation Plan for the Stone Bridge Property (Tiglas Feb. 2007)." Final version of this plan shall be subject to review and approval of Town staff and shall include details regarding specific plant species and location. 6. A registered land surveyor shall provide a stamped certificate verifying location and height for each structure. The form of this certificate shall be determined by the Chief Building Official or designee. RECORD OF PROCEEDINGS Estes Valley Planning Commission 9 August 21, 2007 7. Each unit shall be landscaped in accordance with the typical unit landscaping delineated in the staff report. Staff shall be authorized to grant minor changes to unit landscaping in terms of plant type to encourage species mix. 8. Compliance with memo from Upper Thompson Sanitation District dated June 21, 2007, regarding this project. 9. Compliance with memo from Larimer County Engineering dated August 8, 2007, regarding this project. 10. Neither the Town of Estes Park or the Estes Valley Recreation and Park District shall be liable for any damage or risk associated with the golf course. Future condo- miniumization shall require the standard waiver of liability for errant golf balls be included in the condominium declarations. 11. Future condominium declarations shall include provisions to keep trash inside until the morning of pick up and shall prohibit parking in front of units 1075, 1095, 1105, 1107, 1157, and 1185. 12.The Division of Wildlife shall approve the fence design prior to construction of such fence. 13. A development agreement between the Developer and the Town regarding "Creek Enhancement and Wetland Creation Plan" shall be finalized prior to application for first building permit. 14. Streetlights shall be removed from plan. 15. The following note shall be placed on the development plan: "Any future expansion or change of use of the Van Horn Engineering office building (1043 Fish Creek Road) shall require construction of a parking lot that satisfies requirements of the Estes Valley Development Code, and shall require removal of and revegetation of the existing parking area located on the east side of Fish Creek Road." 16.A pedestrian trail shall be designed from the Fish Creek trail to serve both lots of this proposal. Design shall be subject to review and approval of staff. 17. Man-made slopes exceeding 25% shall be graphically delineated on the plan, and specific reseeding plans noted (i.e., vegetation, erosion control mats). 18. A note shall be placed on the development plan stating "This site is within an identified wildlife habitat. All development shall comply with Wildlife Protection Standards outlined in the Estes Valley Development Code. This includes future buildings and/or fences." 19. A "hammerhead" shall be designed for Units 1125 and 1117 and shall be marked with a "no parking" sign. The "hammerhead" turn-around near units 1067 and 1075 shall be marked with a "no parking" sign. 20. The required landscaping shall be graphically delineated in the landscaping legend. 6. PROPOSED BLOCK 10 AMENDMENTS TO THE ESTES VALLEY DEVELOPMENT CODE This is a request to make additions and a correction to the Estes Valley Development Code. The complete text of the proposed changes was provided to the Planning Commissioners via a staff report. Section 3.1.D, Required Times for Action and Inaction, addition of proposed subsection 5, Extension of Times, regarding timeframes for action on all land- use applications Director Joseph stated this proposed addition to the EVDC provides procedural steps for land-use approvals of all types. Item D.5 allows the Community Development Director some discretion to extend the period of time necessary for the department to review land-use proposals. Any extension would be provided in writing and posted in the Community Development office and on the Town website. Staff received the suggestion that the timeframe not be open-ended. An additional sixty days would provide an adequate time extension under all but the most extreme circumstances. DRAFT RECORD OF PROCEEDINGS Estes Valley Planning Commission 10 August 21, 2007 Section 3.2, Standard Review Procedure, addition of proposed subsection H, Alternative Review Procedure, regarding provision of optional alternative review procedure The planning department processes submittals as they come in; sometimes there are very intense periods of activity. There is nothing to prevent the department from receiving so many properly prepared and complete submittals that the work cannot be processed with the in-house workforce. This proposed addition to the EVDC gives applicants a choice of waiting until the peak in the workload has passed or choosing an outside consultant to process the plan review from a list of consultants approved by the Community Development Department. If the applicant chose to use an outside consultant, the applicant would be responsible for payment of all fees'charged by the consultant for the review. Staff doesÂ· not anticipate using this code provision routinely but believes it prudent to codify this option in the event there is an extended illness or other prolonged absence of planners in the office or if faced with so much activity that the staff can't process the entire workload in the timeframes mandated by the EVDC. Commissioner Tucker requested staff identify a trigger dr threshold for application of the proposed additions. Section 4.3, Table 4-2, Base Density and Dimensional Standards, Residential Zoning Districts, regarding required setbacks from interior drives in the RM- Mu/ti-Fami/y Residentia/ zoning district This proposed change was not discussed at today's meeting. It was moved and seconded (Tucker/Amos) to continue discussion of the proposed amendments to Section 3.1.D, 3.2, and 4.3, Table 4-2 of the Estes Valley Development Code to the September 18, 2007 Estes Valley Planning Commission meeting, and the motion passed unanimously with one absent. 7. REPORTS None. General discussioh between Commissioners and staff followed regarding their concerns about the public's misconceptions about their role and decision-making authority in reviewing proposed developments. The Commissioners make every effort to be fair and reasonable in enforcing the development code. Also discussed was the ways in which the public could influence future development in the Estes Valley. It is difficult to get public involvement unless there is a proposal that directly affects neighboring property owners. Two unidentified members of the audience questioned whether Development Plan 07-10 and the Pteliminary Condominium Map for The Timbers of Estes would be reviewed at today's meeting. Director Joseph stated the items had been continued to the September 18, 2007 Estes Valley Planning Commission meeting as part of the action on the consent agenda at the start of the meeting. He encouraged them to contact planning 'staff with their questions or comments and/or attend the September Planning Commission meeting. There being' no further business, Vice-Chair Eisenlauer adjourned the meeting at 4:20 P.m. Richard "Ike" Eisenlauer, Vice-Chair Julie Roederer, Recording Secretary DRAFT RECORD OF PROCEEDINGS DRAFT Regular Meeting of the Estes Valley Board of Adjustment September 11, 2007, 9:00 a.m. Board Room, Estes Park Town Hall Board: Chair Wayne Newsom; Members Cliff Dill, Chuck Levine, John Lynch, and Al Sager; Alternate Member Bruce Grant Attending: Chair Newsom; Members Levine and Sager; Alternate Member Grant Also Attending: Director Joseph, Planner Shirk, Recording Secretary Roederer Absent: Members Dill and Lynch Chair Newsom called the meeting to order at 9:00 a.m. 1. PUBLIC COMMENT None. 2. CONSENT AGENDA a. Approval of the minutes of the July 10, 2007 meeting. b. Metes and Bounds property located immediately north of 1895 Big Thompson Avenue, Yakutat Land Corporation/Applicant-Request for continuance to November 6,2007 Estes Valley Board of Adjustment meeting There being no changes or corrections, the consent agenda was approved as submitted. 3. METES AND BOUNDS PROPERTY LOCATED AT 2760 FALL RIVER ROAD, Applicant: Inn Owners' Association, Inc. - Request for a one-year time extension for setback variances approved August 1, 2006. Planner Shirk stated the Inn Owners' Association for Fawn Valley Inn is requesting a time extension for variances granted in August 2006. Variance approvals typically expire after one year. The variance approved in 2006 included three requests for setbacks to property lines and was a "blanket" variance for all decks. The applicant has been in the process of replacing and expanding the decks, although construction was halted for the summer tourist season before all the work was completed. Planning staff recommends approval of the requested time extension. Public Comment: None. It was moved and seconded (Levine/Sager) to approve a one-year time extension for the variance approved on August 1, 2006 for the Metes and Bounds Property located at 2760 Fall River Road, and the motion passed unanimously with one absent. 4. REPORTS None. There being no further business, Chair Newsom adjourned the meeting at 8:05 a.m. Wayne Newsom, Chair Julie Roederer, Recording Secretary 1 Community 1 Development ~ Department Memo To: Honorable Mayor Baudek Board of Trustees Town Administrator Repola From: David Shirk, Planner 1~ Date: September 25,2007 Subject: Lot 46A of the Amended Plat of Lots 42,43, and 46 Fall River Addition Background. This is a request to amend E--ri rplf a building envelope that was platted with a -Â·T-1 1.--Â·4 /Â« \ i i ri v I..: formally amended plat in 2000. The ,\~...+4....4,\i ~j ~1 ~%44--7 purpose of this amendment is to allow an ~ ~ outdoor entertainment area and a new s iTE ~~~--, 1 ~~1Â·Â·Â·rl->~i staircase/entry feature. The building envelope was platted to keep ~ ~~~21 r--1\ 1 1 -1~1 16-Â« development out of a mapped rockfall 1 4 /4 ~ Â»Â»Uff>Â·A hazard area to the north, and to maintain -r-- -rÂ· the minimum setback requirement for Â«j i 1 ----1-_~1 1 u____._-ar 4,0 6229 properties to the east. The more specific 4 v i-Â·: M A ,4 1 4$ 1 geologic report has been submitted, which I--2 [ -7-T- -rÂ» â€ž- --~Â« L_,4.~-31--- uâ€žÂ·-0- mt,4,1,/* Mil Wi 3 0â‚¬22-Â·rÂ·--.-- fl ': i I -2 7 ---1-z<Uf}571940 1 indicates the proposed site disturbance be W --Â·Â·'.Â·Â·Â·Â·*Â·Â·'Â·Â¥Â·rw --LÂ·.-.4-......_U_ ...A : . -L---.,---- in geologic hazard (rockfall). The outdoor entertainment area would consist of bar/grill, hot tub, and open fire pit. The entry staircase would extend into the required 25-foot setback, per zoning district requirement. The Planning Commission granted a Minor Modification for a modification to this required setback. Budget. N/A Action. At their regularly scheduled August 21 meeting, the Estes Valley Planning Commission voted to recommend APPROVAL of check agenda for title Amended Plat CONDITIONAL TO: 1. The approved Minor Modification to allow an eastern side-yard setback of 17.5 feet in lieu of the required 25 feet shall be restricted to the location of the proposed entry staircase and shall not extend the length of the eastern property line. 2. Compliance with Chief Dorman's comments dated July 2,2007 regarding outdoor fire pit requirements (as delineated in the staff report). 3. Reformat plat for recording (remove improvements). â€¢ Page 2 Community Development Department Memo To: Honorable Mayor Baudek Board of Trustees Town Administrator Repola From: David Shirk, Planner-~, Date: September 25,2007 Subject: The Timbers Preliminary Condominium Map Background. This proposed ~---$*#JL---- ~ ~------- --L ' /fat condominium subdivision is to ---77_-_ ---_-- -\V<1944 7- allow individual sale of thirteen /Â«3 -- -- proposed residential units on a 2- 4-- -F Traveli f / -----Clt/~ acre 'A" Accommodations zoned . m Lodge lot. The property is located on the,1--t- - F -~ 1 ~ 1 i . east side of Grand Estates Drive, 1 1 L. h immediately south of the Travel / ,/ Lodge. The development plan allowing - construction of these units has -- I i been approved by the Estes Valley , Planning Commission; this request is only for the condominium map to allow individual sale. Budget. N/A Action. At their regularly scheduled September 18, 2007 meeting, the Estes Valley Planning Commission voted to recommend APPROVAL of The Timbers Preliminary Condominium Map. Community Development Department Memo To: Honorable Mayor Baudek Board of Trustees Town Administrator Repola From: David Shirk, Planner Date: September 25,2007 Subject: Casey Truck Rental Special Review Background. This is a request for a "U-Haul" 1 1 11, , truck/trailer rental business to be located at konvÂ·k ~~-- SITE -- 701 Elm Road. The applicants are currently * Â£1-0.l/I~'~__~~~~ -~~~ operating under a temporary use permit which Â·--r*#ilf-71 - B / STATION is set to expire later this fall. This request is to 44.44* allow this business to continue. The use is ij/ -1 ' classified as 'Vehicle/Equipment Sales and k./ NI_ Rentals," which is an allowed use in the "I-1" 1327 -1 district, but includes the "special review" 330.-8:ar21~- requirement of review by the Planning / 0 9H0PPIN# // ~~41ERYre- --~V~~~~~~ Commission and Town Board. Budget. N/A Â»ti 11 11 1 It I Action. At their regularly scheduled August 21 meeting, the Estes Valley Planning Commission voted to recommend APPROVAL of the Casey Truck Rental Special Reivew (SR 07-03) CONDITIONAL TO: 1. Phase Il activity shall require a Development Agreement and form of guarantee (per Section 10.5.K2) prior issuance of a permit. 2. Phase 11 activity shall require the drive entry to be reconfigured to provide 20-foot corner radii and curbing, the design of which shall be subjgct to review and approval of the Public Works Department. 3. The following note shall be placed on the development plan: Vehicle storage shall be restricted to paved areas. The applicant shall obtain a grading permit prior to commencement of Phase 11 of the project. I Estes Park Police Department Memo To: Mayor John Baudek and Estes Park Town Trustees From: Amanda Nagl, Community Services Manager; Pamela Becker, Police Auxiliary Member; Stan Becker, Police Auxiliary Member CC: Randy Repola, Town Administrator; Jacqueline Halburnt, Assistant Town Administrator; Lowell Richardson, Chief of Police Date: September 19, 2007 Re: Report on September as Emergency Preparedness Month Background The United States Department of Homeland Security is sponsoring the fourth annual National Preparedness Month this September. President Bush issued a proclamation on this effort earlier in the month. Estes Park has been the sight of two major disasters in the last twenty-five years: the Lawn Lake Flood and the Big Elk Fire. Due to this fact as well as to our mountainous, remote location and predominant senior population, it has become a priority of the Estes Park Police Auxiliary to make sure that Estes Park citizens are prepared for an emergency. As a result, the Auxiliary have become a part of the local and national volunteer organization sponsored by FEMA: Citizen Corp. This is a national volunteer organization dedicated to helping citizens embrace their personal responsibility to be prepared; to get training in first aid and emergency skills; and to volunteer to support local emergency responders, disaster relief, and community safety. In addition, this group has partnered with Ready Colorado and become a part of their current B. Ready campaign. The 14 inch tall B. Ready cutout has traveled to and from businesses and homes, promoting those he visits to do something to prepare for an emergency and to record what they did. Citizens of Estes Park have recorded these activities in written journals as well as through the blog created just for B. Ready at www.readvcolorado.com. Over fifteen public service announcements have been released directly or indirectly through the Community Services division of the Estes Park Police Department. A presentation on emergency preparedness was done at the Estes Park Senior Center where seniors were able to ask questions about how to prepare for an emergency as well as be shown examples of items that should be in their 72 hour survival kits. Brochures were distributed that would assist them in 1) making a plan; 2) packing a kit; and 3) making a difference. Impact The following is a list of some of the local sites and events B. Ready has attended; many of which have resulted in a public service announcement: 1 j. Larimer County Search and Rescue Training 2. Estes Park Volunteer Fire Department Fundraiser during Labor Day Arts and Crafts Fair 3. Estes Park Ambulance 4. Park R-3 School System First Day of School 5. Animal Medical Center of Estes Park 6. YMCA of the Rockies 7. Scottish Irish Highland Festival 8. Quota Club 9. Estes Park News 10. Estes Park Senior Center 11. Estes Park Museum 12. Estes Park Convention and Visitofs Bureau 13. Appearance Plus 14. Arts and Crafts Festival 15. Middle and High School Open Houses 16. Pandemic Flu Preparation 17. Autumn Gold Festival 18. Dunraven Downtown 19. Snow and Ice Conference 20. Girl Scouts 21. Fire Prevention with Wildfire Specialist 22. Elkfest â€¢ Page 2 Audit Committee Memo To: Honorable Mayor Baudek Board ofTrustees Town Administrator Repola From: Steve McFarland, Finance Officer Date: For Tuesday September 25th, 2007 Subject: 2007-11 Engagement with Independent Financial Auditor Background The Town has engaged Swanhorst & Company as its independent auditor since 2002. With the expiration of the current contract in 2006, the Audit Committee undertook an RFP process to solicit bids for a 5-yr contract for the audit period 2007-11. The process began in July 2007, and concluded in early September 2007. Three firms responded with the following bids for the requested period. Each firm responded comprehensively to the RFP and as such the Audit Committee is confident that it received "apples to apples" proposals. Each bid represents total cost for the 5-yr period: 1. Swanhorst & Company LLC. $104,000 2. Hirsatsuka & Schmitt. LLP. $144,980 3. Bondi & Company, LLC. $147,000 Swanhorst has delivered a product that, combined with the work of the Finance Department, has won the GFOA Certificate of Achievement for Excellence in Financial Reporting regularly. Further, both parties reap the benefits (economy/efficiency) of an existing relationship. The question was raised about the advantages/disadvantages of switching auditors on a regular basis. This practice is addressed in GFOA's Government Accounting, Auditing and Financial Reporting, pp 410-11. To summarize, it is recommended that an RFP process be undertaken periodically to allow for consideration of alternatives, but that the GFOA recognizes the fairly limited options available of public auditing entities. The passage labels mandatory auditor rotation as potentially "counterproductive". To further investigate both the above concern as well as satisfaction from fellow municipalities, Swanhorst's references were checked. The Cities of Lakewood, Loveland and Golden are each very happy with Swanhorst and in fact, have each renewed their contracts with Swanhorst. One municipality didn't even undergo an RFP process and have been using Swanhorst for 9 years. Budget Audit fees are budgeted (revised 2008) between the General, L&P and Water Funds in the following format: 101-1500-415-22-01 $ 7,818 502-6501-560-22-01 9,200 503-6500-560-22-01 4,590 Total: $21,608 The 2008 portion ofthe audit bid is $20,000, so an 8% savings will be realized immediately. Action The Audit Committee requests consideration from the Town Board for extension of Swanhorst & Company's contract as Independent Financial Auditor for the Town for the period 2007-11. â€¢ Page 2 RESOLUTION NO. 10-07 WHEREAS, the majestic elk, called Wapiti by Native Americans, are nearly as numerous as residents in the Estes Valley; and WHEREAS, October is the height of the elk mating season, also known as the rut; and WHEREAS, Elk Fest (September 29-30,2007) highlights this beautiful animal and its presence throughout the Estes Valley; and WHEREAS, October holds numerous opportunities to view and enjoy elk throughout the Estes Valley; and WHEREAS, the Board of Trustees wishes to acknowledge the importance of elk to the Estes Park community. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK as follows: 1. That the month of October shall be renamed "Elk-tober" in Estes Park. 2. Furthermore, elk and people are invited to enjoy "Indian Summer" in Estes Park! Dated this day of ,2007. Mayor ATTEST: Town Clerk