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Home My WebLink AboutPACKET Town Board Study Session 2007-07-10~/1 L.E.- - TOWN BOARD 2008 BUDGET STUDY SESSION Tuesday, July 10, 2007 1:30 p.m. - 5:30 p.m. Rooms 201/202/203 1. Draft 2008 Budget a. General Fund b. Community Reinvestment Fund c. Light & Power d. Water 2. Fund Balance Targets a. General Fund b. Community Reinvestment c. Utilities 3. Capital Improvement Plan 4. Vehicle Replacement Fund a. Funding and Use 5. Budget Priorities a. Departments b. Community Services Grants c. Other 6. Personnel Additions/Deletions a. Variables 7. Miscellaneous (as time permits) a. Fairgrounds at Stanley Park new barns b. EPURA c. Condo purchase d. Training hp LaserJet 3015 HP LASERJET FAX inv Jul-6-2007 2:11PM Fax Call Report Job Date Time Type Identification Duration Pages Result 431 7/ 6/2007 2:05:51PM Send 6672527 0:37 1 OK 432 7/ 6/2007 2:06:33PM Send 5869561 0:34 1 OK 433 7/ 6/2007 2:07:13PM Send 5869532 0:33 1 OK 434 7/ 6/2007 2:07:51PM Send 5866336 0:35 1 OK 435 7/ 6/2007 2:08:31PM Send 5861691 0:00 0 No Answer 436 7/ 6/2007 2:09:37PM Send 6353677 0:34 1 OK 437 7/ 6/2007 2:10:16PM Send 2247899 0:32 1 OK 438 7/ 6/2007 2:10:53PM Send 5771590 0:42 1 OK <OWN-Ok \4"02$714/ VISION STATEMENT 5/13/96 (Revised 5/19/04) The vision statement is a description of the organization's most desired future state. It is a statement describing the way things could be. The statement will normally include two things: a description of the organization's most desirable future, and a declaration of what the organization needs to care about most In order to reach that future. The Town of Estes Park will continue to be one of the premier mountain resort communities in the United States. This vision includes: â€¢ Being a caring organization sensitive to the needs of our citizens, visitors and employees. â€¢ Having an employee team that takes pride in being recognized as a model of innovation and performance. â€¢ Providing services which are responsive and reliable. MISSION STATEMENT 5/13/96 The mission statement is defined as the organization's "core purpose for being." The mission statement should clearly state why the organization exists, for whom it performs its function, and how it fulfills its functions. 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 our natural setting. 2006 - 2008 GOALS: Progress Report (April 11.2007) - Take action necessary to continue Urban Renewal beyond 2008. â€¢ Mayor provided letter of support â€¢ Potential areas identified 1. Hwy 7 from intersection with Hwy 36 to approximately Graves Ave 2. Retain portions of current district (West Riverside Drive and Virginia Drive) â€¢ Blight study currently underway â€¢ Committee: Public Works Committee 1. Staff support: Wil Smith - Establish an area wide Marketing District approved by the voters. â€¢ Passed by both the House and Senate â€¢ Awaiting arrival in Governor's office â€¢ Draft timeline calls for November 2008 election â€¢ Committee: Community Development Committee 1. Staff support: Tom Pickering - Develop an educational tool to promote the establishment of the rural Fire District. â€¢ November 2006 election failed â€¢ Working with County to develop new IGA for response outside of Town â€¢ Committee: Public Safety Committee 1. Staff support: Scott Dorman - Further implementation of improvements to the Stanley Park Fairgrounds to an eventual 10 to 12 month venue. â€¢ Working on phasing options for new barns â€¢ Expect to break ground fall 2007 â€¢ Use proceeds (1.2 million) from the sale of Lot 4, Stanley Historic District to complete new barn stalls and prep Theater site â€¢ Committee: Community Development Committee 1. Staff support: Tom Pickering - Update the Comprehensive Plan. â€¢ Update Chapter 7 and Appendix One 1. Chapter 7: Action steps 2. Appendix One: Economic profile and demographic data â€¢ Committee: Utilities Committee 1. Staff Support: Bob Joseph - Build a performing arts theatre. â€¢ Theater Advisory Committee (SOPA) currently raising funds for capital â€¢ Naming Rights Analysis completed by The Bonham Group 1. Valued at between $67K and $101 K â€¢ Committee: Public Safety Committee 1. Staff support: Randy Repola Administration Memo To: Mayor Baudek and Town Trustees From: Randy Repola #j- Date: July 6,2007 Subject: 2008 Draft Budget Overview This material is solely for background as we talk through the objectives for the updated 2008 budget The 2008 budgets were drafted last year as part of a two-year budget for 2007-2008. The attached spreadsheets contain summary information from the General, Community Reinvestment and Utility Funds. There are other funds with sizable expenses; however they are reliant on one of these four funds for operating expenditures (e.g. the CVB Fund receives about 66% of its revenue by way of a General Fund transfer). The Community Reinvestment Fund (CRF) was originally created to receive any TABOR excess revenues. However, there have been no excess revenues for quite some time. The Town has been using the CRF as a capital improvement fund for projects that would otherwise come out of the General Fund (GF) or one of the various special revenue funds (e.g., CVB, Museum or Senior Center). The Town Board has continued to transfer funds to the CRF from the GF at its discretion. The spreadsheets contain data from the published 2007 budget detail. Consequently, the fund balances for 2006 do not contain the audited values. However, Finance Officer McFarland has produced a summary of the ending fund balances for these funds (documents are part of agenda item #2). In general, revenue projections for 2007 and 2008 budgets were conservative. In the GF, the compounded rate of growth from 2006 to 2008 was estimated at 4.2%. Over that same period, expenses (prior to transfers) are projected to grow approximately 3.44%. CRF revenue is sporadic because income is either a GF transfer-I,n or proceeds from the anticipated sale of Lot 4, Stanley Historic District. Future CRF expenditures are based upon the Town's Capital Improvement Plan (CIP) which will be discussed further under item #3. The Utility Funds show substantial revenue increases in 2008. This is due to the issuance of bonds for major capital projects in both Light & Power (L&P) and Water in 2008. Expenses for L&P will increase due to an unanticipated increase from Platter River Power Authority. This is the cascading effect of anticipated cost increases from rail and coal contracts. We are hopeful that discussions surrounding renewable energy do not cause additional increases in the near term. Either way, the Town will have to re-visit electric rates for 2008. General Fund 2006 2007 2008 Revenue (excluding transfers in) $ 9,489,254 $ 9,587,255 $ 9,865,615 % change from previous year 1.03% 2.90% Expenses (excluding transfers out) $ (7,508,225) $ (8,048,566) $ (7,766,817) % change from previous year 7.20% -3.50% Income $ 1,981,029 $ 1,538,689 $ 2,098,798 Transfers in $ 967,733 $ 1,003,776 $ 1,024,616 Transfers out $ (3,998,126) $ (2,723,539) $ (3,450,878) Net increase (decrease) to fund balance $ (1,049,364) $ (181,074) $ (327,464) Community Reinvestment Fund 2006 2007 2008 Revenue (excluding transfers in) . $ 529,400 $ 435,000 $ 885,000 % change from previous year -17.83% 103.45% Expenses $ (2,353,645) $ (959,766) $ (1,467,125) % change from previous year -59.22% 52.86% -37.67% Income $ (1,824,245) $ . (524,766) $ (582,124) Transfers in $ 1,350,000 $ - $ 650,000 Net increase (decrease) to fund balance $ (474,245) $ (524,766) $ 67,876 Light & Power Fund 2006 2007 2008 Revenue (excluding transfers in) $ 10,178,175 $ 10,745,592 $ 16,953,516 % change from previous year 5.57% 57.77% Expenses (excluding transfers out) $ (9,504,618) $ (10,156,693) $ (15,553,145) % change from previous year 6.86% 53.13% Income $ 673,557 $ 588,899 $ 1,400,372 Transfers in $ - $ -$ - Transfers out $ (939,133) $ (974,662) $ (994,993) Net increase (decrease) to fund balance $ (265,576) $ (385,763) $ 405,379 Water 2006 2007 2008 Revenue (excluding transfers in) $ 3,087,196 $ 2,943,248 $ 7,627,887 % change from previous year -4.66% 159.17% Expenses (excluding transfers out) $ (2,975,180) $ (3,253,323) $ (7,021,697) % change from previous year 9.35% 115.83% 136.01% Income $ 112,016 $ (310,075) $ 606,192 Transfersin $ - $ -$ - Transfers out $ (97,309) $ (100,081) $ (102,923) Net increase (decrease) to fund balance $ 14,707 $ (410,156) $ 503,269 Administration Memo To: Mayor Baudek and Town Trustees From: Randy Repola g#- Date: July 6,2007 Subject: Fund Balance Targets The Town Board in years past has adopted fund balance targets for the General Fund (GF) and both utility funds (Light & Power and Water). These targets vary from 30% of operations and maintenance (O&M) expense in the GF to 25% of O&M plus a fraction of depreciation in the utility Funds. The utility fund balance targets are based upon industry standards and recommendations from consultants that have provided our financial studies over the years. In addition to fund balance targets in these enterprise funds, we also have target debt coverage ratios. These ratios are based upon minimum requirements in bond covenants for existing debt. However the General Fund does not have the same requirements. The Town intentionally began spending down GF reserves several years ago. The funds were used on various projects including trails, a new visitor center and parking improvements. However, we are now quite close to the target fund balance of 30% and have reached the point where investments of this sort are no longer possible. There are no target fund balances for the special revenue funds. This is due in large part to the fact that these funds rely on the GF for a substantial portion of their revenues and they are relatively small funds when compared to the GF and utilities. We carry small fund balances of up to 5% of 0&M in the special revenue funds so as to avoid potential deficit spending. Staff is seeking affirmation from the Town Board on the target fund balances for the General and Utility funds. FUND BALANCES, MAJOR FUNDS 2006 2006 Estimated Actual Variance General $3,059,866 $2,849,038 ($210,828) Community Reinvestmen 1,557,423 1,515,682 (41,741) Light & Power 2,466,586 4,005,510 1,538,924 Water $2,946,418 $3,186,942 $240,524 SUMMARY OF TOWN FUND BALANCES Beg bal End bat End bal 2007 2007 2008 General $2,849,038 $2,506,090 $3,078,626 Community Reinvestment 1,515,682 963,808 1,031,683 Museum 66,899 52,047 26,456 Conservation Trust 87,680 78,080 104,480 Senior Center 22,401 2,242 (5,239) 1 Open Space 605,727 156,586 215,586 CVB 260,714 54,743 27,873 Building Authority 0 0 0 Light & Power 4,005,510 3,361,360 3,766,738 Water 3,186,942 2,601,798 3,105,065 Catastrophic Loss 2,211,983 2,265,983 2,319,983 Medical 350,387 348,857 347,076 Fleet 250,477 273,364 295,568 Information Technology 31,732 30,000 30,000 Vehicle Replacement 866,051 1,143,318 1,442,278 Fire Pension 1,112,086 1,179,443 1,252,295 Police Pension 7,727 5,492 3,227 Theater $439,514 $395,514 $410,514 'Original Senior Center budget calls for 2008 EOY fund balance of $1,679. 2006 CAFR data will necessitate adjustments to 2007/2008 to correct deficit balance. Projected Statement of Revenues, Expenditures, and Fund Balance General Fund Town of Estes Park 2008 Budget Budget Budget 2005 2006 2007 2008 Revenues $9,207,008 $9,743,340 $9,587,255 $9,865,615 EPHA loan . 50,000 900,000 Expenditures Personnel Services 3,637,732 3,935,820 4,305,886 4,520,355 Operations and Maintenance 2,376,187 3,379,012 2,869,558 2,843,462 Total Current Expenses 6,013,919 7,314,832 7,175,444 7,363,817 Capital 325,830 742,991 873,122 403,000 Rollovers 0 0 211,874 0 Total Expenses $6,339,749 $8,057,823 $8,260,440 $7,766,817 Excess (deficiency) ofrevenues over expenditures 2,867,259 1,685,517 1,376,815 2,998,798 Other financing uses (cont/transfers out) 5,315,088 3,935,498 2,723,539 3,450,878 Other financing sources (transfers in) 930,152 989,789 1,003,776 1,024,616 Excess (deficiency) of revenues over expenditures and other financing uses (1,517,677) (1,260,192) (342,948) 572,536 (Estimated) beginning fund balance 5,626,907 4,109,230 2,849,038 2,506,090 (Estimated) ending fund balance $4,109,230 $2,849,038 $2,506,090 $3,078,626 Gen fund bal/I'otal expenses 35% 30% 40% Community Reinvestment Fund Special Revenue Fund, #204-5400 Town of Estes Park 2008 Budget _Purpose: In 1994, the voters of the Town of Estes Park approved that the Town and the Urban Renewal Authority could keep excess TABOR revenues to be usedfor the purpose of the acquisition, maintenance, repair and replacement of capital projects, including events/recreation facilities, open space, sidewatks, trails, landscaping, street and parking \lot construction, storm drainage, and municipal buildings and facilities. In 2000, this practice was made permanent. Budget Budget 2006 2007 2008 Total Revenues $548,308 $435,000 $885,000 Expenses , Personnel Services 0 0 0 Operations & Maintenance 23,882 264,766 267,125 Total Current Expenses 23,882 264,766 267,125 ,Capital 2,175,528 695,000 1,200,000 Debt service (lease payment) 214,884 0 0 Rollovers O 27,108 0 Total Expenses 2,414,294 986,874 1,467,125 % change from prior year -7% -59% 49% Excess (deficiency) of revenues over (1,865,986) (551,874) (582,125) expenditures Other financing sources (transfers in) 1,350,000 0 650,000 Excess (deficiency) of revenues over expenditures and other financing uses (515,986) (551,874) 67,875 Beginning Fund balance 2,031,668 1,515,682 963,808 Ending Fund balance $1,515,682 $963,808 $1,031,683 Budget comments 2006 2007 2008 Revenue5 Federal Grant (Fish Creek Trail) 506,400 0 0 Interest income 28,408 35,000 35,000 Lot 4 sale 0 400,000 850,000 Contribution/donation 13,500 0 0 Operations & Maintenance Engineering 12,391 50,000 50,000 Conference center lease 214,884 214,766 217,125 Rotary project . 11,491 0 0 Mtc/trees/plants 0 0 0 Capital Buildings & Buildings remodel Stanley Park Phase I[** 750,000 600,000 600,000 Parks/Streets Sen Facility 182,921 0 0 L Compaction/Concrete Testing 1,901 0 0 Museum Fund Summary Special Revenue Fund, #207-5700, 5701 Town of Estes Park 2008 Budget Scopes of service See museum Budget , Budget 2006 2007 2008 Revenues Federal Grant $1,489 $999 $0 Charges for services 1,401 1,200 1,200 Miscellaneous (interest, buildings, donations) 1,599 6,925 7,250 Contributions from "Friends", etc. 28,046 25,259 26,000 Hydro 1,128 0 0 Total Revenues 33,663 34,383 34,450 Expenditures Personnel 154,447 171,306 179,598 Operations & Maintenance 111,885 107,624 106,221 Capital 0 4,000 12,871 Total Expenditures 266,332 282,930 298,690 inc/dec over prior year 4% .6% 6% Excess of revenues over (under) expenditures (232,669) (248,547) (264,240) Other financing sources (transfers in) 231,044 235,895 240,849 Other financing uses (transfers out) 2,200 2,200 2,200 Increase (decrease) in Fund balance (3,825) (14,852) (25,591) Beginning Fund balance 70,724 66,899 52,047 Ending Fund balance $66,899 $52,047 -Â· $26,456 Budget details 2006 2007 2008 Revenues/Personnel/O&M/Capital See details *items to be returned to committee for further discussion and action **items to be returned to committee for authorization to release calls for bids *** computer hardware or software to be reviewed by computer committee - Conservation Trust Fund Special Revenue Fund, #211 Town of Estes Park 2008 Budget Scope of services: To collect and distribute the proceeds of State lottery revenues for the purpose of acquiring, constructing and maintaining parks and facilities. Budget Budget 2006 2007 2008 Revenues Intergovernmental $31,448 $32,000 $32,000 Investment income 3,058 2,900 2,900 Total Revenues 34,506 34,900 34,900 Expenses Personnel Services 0 0 0 Operations & Maintenance 0 0 0 Total Current Expenses 0 0 0 Capital 0 44,500 8,500 Total Expenses 0 44,500 8,500 % change from prior year -100% NA -81% Tncrease (decrease) in Fund balance 34,506 (9,600) 26,400 Beginning Fund balance 53,174 87,680 78,080 Ending Fund balance $87,680 $78,080 $104,480 Budget comments 2006 2007 2008 Operations & Maintenance 0 0 0 Capital Confluence Pk tree replace ph2 0 0 0 Bond Park and Tregent Park improvement 0 33,500 0 Arbor Day/tree replacement (3rd/4th year) 0 11:000 8,500 0 44,500 8,500 *items to be returned to committee for further discussion and action ** items to be returned to committee for authorization to release calls for bids *** computer hardware or software to be reviewed by computer committee Senior Center Fund (217-5304) Town of Estes Park 2008 Budget Scope of Services: * Visitor Services: customer interaction, fitness classes, ofT-site cultural activities, public relations, web site management * Nutrition Services: congregate dining, take-out meals, meals on wheels * Education: education programs, newsletter * Miscellaneous: facility rental/public meeting space, SCInc.fundraising support Budget Budget 2006 2007 2008 Revenues Intergovernmental (county) $2,475 $2,475 $2,475 Programs 100,914 41,415 43,865 Total Revenues 103,389 43,890 46,340 Expenses Personnel Services 87,365 90,224 94,342 Operations & Maintenance 88,885 115,269 106,548 Total Current Expenses 176,250 205,493 200,890 Capital 69,823 2,600 0 Total Expenses 246,073 208,093 200,890 inc/dec over prior year 41% -15% -3% Excess (deficiency) of revenues over (142,684) (164,203) (154,550) expenditures Other financing sources (transfers in) 141,082 144,044 147,069 Other financing uses (transfers out) 0 Excess (deficiency of revenues over (1,602) (20,159) (7,481) expenditures and other financing sources Beginning Fund balance 24,003 22,401 2,242 Ending Fund balance $22,401 $2,242 ($5,239) Budget comments 2006 2007 2008 Revenues (totals) 103,389 43,890 46,340 Services 9,240 13,595 13,795 Fundraisers 2,500 3,000 2,500 SC Inc Van 69,823 0 0 SC Inc projects 7,220 11,720 14,470 Personnel Services 0.10 - Museum Director 0.10 1.00 - Senior Center Manager 0.50 Larimer County Open Space Fund Special Revenue Fund, #220 Town of Estes Park 2008 Budget Purpose: In 1996. Larimer County voters approvd a one-quarter of one percent sales tax increase to be used for trails and open space purchases through 2018. Thisfund accounts for the Town's portion ofthe tax. Budget Budget 2006 2007 2008 Revenues Intergovernmental $251,562 $235,000 $240,000 Investment 30,695 19,000 Â·19,000 Total Revenues $282,257 $254,000 $259,000 Expenses Personnel Services 0 0 0 Operations & Maintenance 0 78,400 0 Total Current Expenses o 78,400 Capital 223,362 580,000 200,000 Rollovers O 44,741 0 Total Expenses 223,362 703,141 200,000 Excess (deficiency) of revenues over 58,895 (449,141) 59,000 expenditures Other financing sources (transfers in) 0 0 0 Other financing uses (transfers out) 0 0 0 Excess (deficiency) of revenues over 58,895 (449,141) 59,000 expenditures and other financing sources Beginning Fund balance 546,832 605,727 156,586 Ending Fund balance $605,727 $156,586 $215,586 Budget comments: 2006 2007 2008 Operations & Maintenance Fall River Trail - Design and CM* 0 70,000 0 Dry gulch/devils gulch trail' 0 8,400 0 Capital Fish Creek Trail Phase 3 39,695 0 0 Pine Knoll Viewing Platform 9,800 0 0 Hydro/Museum projects 225,000 0 0 to bal to completed cap projects number (51,133) Fall River Trail o 150,000 200,000 Lake Estes Trails in partnership with EVRPD 0 5,000 0 Dam repair required by State dam engineer* 0 25,000 0 (Scott Ave. ponds - phase II) Hermit Park 0 400,000 0 Total 223â€ž362 580,000 200,000 *items to be returned to committee for further discussion and action **items to be returned to committee for authorization to release calls for bids computer hardware or software to be reviewed by computer committee CVB Fund (222) Special Revenue Fund, #222 SUMMARY Town of Estes Park 2008 Budget Scope o f services: , See individual depprtments ** Account 101-5820 is merged into Fund 222 (largely Dept, 5500) in 2007 and 2008. See 101-5820for further details. Budget Budget 2006 2007 2008 Revenues Charges for services $585,653 $638,851 $678,208 Investment income 2,177 1,850 1,850 Miscellaneous 65,594 98,500 78,500 Total Revenues 653,424 739,201 758,558 Expenditures . Personnel ' 745,034 890,581 930,836 Operations & Maintenance 1,618,331 1,742,041 1,739,592 Capital 10,547 155,000 15,000 Rollovers 0 7,550 0 Total Expenditures 2,373,912 2,795,172 2.685,428 inc/dec over prior year 8% 18% -4% Excess (deficiency) of revenues over (1,720,488) (2,055,971) (1,926,870) expenditures Other financing sources (transfers in) 1,800,000 1,850,000 1,900,000 Other financing uses (transfers out) 0 0 0 Excefs (deficiency) of revenues over 79,512 (205,971) (26,870) expenditures and other financing sources Beginning Fund balance 181,202 260,714 54,743 Ending Fund balance $260,714 $54,743 $27,873 Budget comments 2006 2007 2008 Personnel see detail Operations & Maintenance see detail Capital see detail Building Authority Fund Debt Service Fund, #419 Town of Estes Park 2008 Budget Purpose: To administer Certificate of Participations issued for golfcourse improvements by the Town of Estes Park and the Recreation District, due to mature in 2009. Budget Budget 2006 2007 2008 Revenues Total Revenues $92,930 $92,805 $93,460 Expenses Personnel Services 0 0 0 Operations & Maintenance 0 0 0 rotal Current Expenses 0 0 0 Capital 0 0 0 Debt service 92,930 92,805 93,460 Total Expenses 92,930 92,805 93,460 Excess (deficiency) of revenues over 0 0 0 expenditures Other financing sources (transfers in) 0 0 0 Other financing uses (transfers out) 0 0 0 Excess (deficiency) of revenues over 0 0 0 expenditures and other financing sources Beginning Fund balance 0 0 0 Ending Fund balance $0 So So Budget comments 2006 2007 2008 *items to be returned to committee for further discussion and action ** items to be returned to committee for authorization to release calls for bids *** computer hardware or software to be reviewed by computer committee Light & Power Fund Enterprise Fund, #502 Town ofEstes Park 2008 Budget Scope of services: ~ervices: multi-agency switching, maintain 2 substations and 300 miles ofdistribution system, construct electrical infrastrucnve fornew development, promote en;rgy emciency, promote renewable energy through Plaue River Power Author~9, wheeting power to RMNP, read both electric and water meters, maintain street lights, special event: (flags, banners, Christmas decorations), lightning protection ~ecords management integrated reiourceplan, energy information administration. consumer usage/ billing information, load shedding plan fRequired personneD journeyman tineman, certijied meter technician, certified energy manger, ~ cert0ed public buyer Member: Platte River Power Authority, serving 9,500+ customers in the Estes Valley Budget Budget Revenues Charges for Services $10,097,231 $10,303,317 $10,508,437 Investment income 131,452 150,000 150,000 Bond proceeds 295,079 0 0 6,000,000 Other 550,694 292,275 Total Revenues 10,779,377 _ 10,745,592 16,953,5 16= Expenditures Source of Supply 4,619,186 4,785,000 4,989,680 Distribution Personnel 1,038,934 1,072,047 1,124,434 Operations and Maintenance 440,709 508,237 504,676 Customer Accounts Personnel 496,254 577,20i 581,706 Operations and Maintenance 83,701 101,583 107,508 Administration/General K Personnel 169,843 282,667 295,314 Operations and Maintenance 988,676 1,397,668 1,061,952 Debt (2006 = interest) 107,290 300,940 301,140 Rollovers 0 258,387 Total Current Expenses 7,944,593 9,283,730 8,966,410 Capital incl above 1,131,350 6,586.735 Total Expenditures 7 944.593 10,415,080 15,553,145 inc/dec over prior year -6% 31% 49% Excess (deficiency) of revenues overÂ· 2,834,784 330,512 1,400,371 expenditures Other financing sources (transfers in) 0 0 0 Other financing uses (transfers out) 951,632 974,662 994,993 Excess (deficiency) of revenues over expenditures and other financing sources 1,883,152 (644,150) 405,378 Depreciation (545,601) Other uses of funds (depreciation) (64,203) Beginning Fund balance 2.732,162 4,005,510 3,361,360 Ending Fund balance $4,005.510 33,361,360 $3,766,738 *Fund balances are calculated as "net current assets less inventories", (source: audited financial statements, page 6, for the fiscal year ended Dec. 31,2005). Amounts for 2005 ending balance are current assets ($4,803,333) less current liabilities ($1,665,099) less inventories ($406,072) for a fund balance of $2,732,163. *Fund balances are calculated as "net current assets less inventories", (source: audited financial statements, page 6, for the fiscal year ended Dec. 31,2006). Amounts for 2006 ending balance are Water Fund Enterprise Fund, #503 Town of Estes Park 2008 Budget Scope of Services: Services: Order/purchase/lease water, contract review, easements, planning forecasting, augmencation plan, watershed management, report to River Commissioner, produce water for public, water plant and distribution system maintenance, maintain water mains and fire hydrants, customer billing, meter maintenance, maintain bacidlow prevention program, troubteshoot customer PSI and volume problents, locate water mains and service lines, maintain system maps Â·Records management: CDOH reports, EPA repom, operations and historical data State required personnel: Class A water operators, Class 3 distribution system operators. Certified bacldlow prevention technician Budget Budget 2006 2007 2008 Revenues Charges for Services $2,476,467 $2,816,572 $3,001,211 Investment income 80,061 115,000 115,000 Bood proceeds 0 0 4,500,000 Miscellaneous 85,264 11.676 11,676 Total Revenues 2,641,792 2.943,248 7,627,887 Erpenditures Source of Supply Source of Supply 138,055 146,531 146,531 Puri6cation Personnel 227,709 266,319 278,437 Operations and Maintenance 279,238 275,329 401,530 Distribution Personnel 507,447 536,826 563,883 Operations and Maintenance 153,764 304,930 199,085 Customer Accounts Personnel 91,568 130,563 135,684 Operations and Maintenance 187,083 187,358 188,736 Administration/General Personnel 210,339 119,664 121,904 Operations and Maintenance 309,504 641,348 612,219 Debt (2006 = interest) 80,785 306,410 299,293 Rollovers 0 174,988 0 Total Current Expenses 2,185,492 3,090,266 2,947,302 Capital inc] above 338,045 4,074,395 Total Expenditures 2,185,492 3.428.311 7,021,697 inc/dec over prior year -9% 57% 105% Ercess (deficiency) of revenues over 456,300 (485,063) 606,190 expenditures Other financing sources (transfers in) 609,468 0 0 Other financing uses (transfers out) 92,156 too,081 102,923 Ercess (deficiency) of revenues over expenditures and other financing sources 973,612 (585,144) 503,267 Depreciation (475,325) Other uses of funds (243,056) 0 0 Beginning Fund balance 2,931,711 3,186,942 2,601,798 Ending Fund balance 33,186,942 $2,601,798 $3,105,065 Catastrophic Loss Fund Internal Service Fund, #605 Town of Estes Park 2008 Budget Purpose: 4, To provide a reserve account in the event that an unforeseen loss would not be covered by the Town's insurance coverages. The Fund also inc!udes the 3% emergency reserve required by the Tabor ammendment. Budget Budget 2006 2007 2008 Revenues Investment income $87,024 $54,000 $54,000 Total Revenues 87,024 54,000 54,000 Expenses Personnel Services 0 0 0 Operations & Maintenance 0 0 0 Total Current Expenses 0 0 0 Capital 0 0 0 Total Expenses 0 0 0 Increase (decrease) in Fund balance 87,024 54,000 54,000 Beginning Fund balance 2,124,959 2,211,983 2,265,983 Ending Fund balance $2,211,983 $2,265,983 $2,319,983 Budget comments 2006 2007 2008 Booked value on 12/31/06 CAFR 581,316 551,199 551,199 Calculation value: Expenditures from all governmental funds + transfers out - Enterprise funds x 3% = $551,199 (decision made to select more conservative calculation) *items to be returned to committee for further discussion and action **iitems to be returned to committee for authorization to release calls for bids *** computer hardware or software to be reviewed by computer committee Medical Insurance Fund Internal Service Fund, #606 Town of Estes Park 2008 Budget Purpose: To provide a partially self-funded Medical Insurance Fund, which was created for the portion of the medical insurance risk that is borne by the Town. Budget Budget 2006 2007 2008 Revenueo Charges for senices $363,477 $388,190 $407,600 Investment income 20,386 15,600 15,600 Miscellaneous 3,099 2,500 2,500 Total Revenues 386,962 406,290 425,700 Expenses Personnel Services 0 0 0 Operations & Maintenance 363,246 400,455 427,481 Total Current Expenses 363,246 400,455 427,481 Capital 0 0 0 Rollovers 0 7,365 0 Total Expenses 363,246 407,820 427,481 in/dec over prior year: 23% 12% 5% Increase (decrease) in Fund balance 23,716 (1,530) (1,781) Beginning Fund balance 326,671 350,387 348,857 Ending Fund balance $350,387 $348.857 $347,076 Budget comments 2006 2007 2008 E,penres include: Post employment insurance benefit 23,085 37,519 47,928 Benefit consultant fee for bidding coverage 30,000 30,000 30,000 Actuarial study (required by GASB 45 for 135 0 0 post-employment benefits) Health benefits payments 309,426 332,336 348,953 *items to be returned to committee for further discussion and action **items to be returned to committee for authorization to release calls for bids *** computer hardware or software to be reviewed by computer committee Fleet Maintenance Fund Internal Service Fund, #612 Town of Estes Park 2008 Budget Scope of Services: * Services: vehicle/equipment repair/mtc, aeriaUfireinspections, DOT regulations/inspections, equipmentspecifcations and acquisitions, equipment cost tracking, communication equipment, fire extinguisher/lst aid kit inspections, licensing, fueling. equipment purchase/maintehance budgets, warranty/recal! management, billing re: vehicles, ASE certified mechanics '* Records management: w/o tracking, equipment costs, fuel tracking, DOT records, replacement recommendations * specidlprojects: equippolice vehicles, equipment training *' miscellaneous: L&Pspecial const. weldbrackets, build transformer mounts/cable, puller clamps/guide wheels, Stanley Park bleachers/stalls/doors, banner mounts, Water Dept. shut 05 keys, Parks Dept. sign brackets, bridge repair, trash can repai'r * Inspections: PM inspections Budget Budget 2006 2007 2008 Revenues Charges for services $213,075 $265,000 $270,000 Investment income 5,052 6,500 6,500 Miscellaneous 822 0 0 Total Revenues 218,949 271,500 276,500 Eipenses Personnel Services 141,698 190,439 199,889 Operations & Maintenance 52,865 54,321 51,807 Total Current Expenses 194,563 244,760 251,696 Capital 0 0 0 Rollovers 0 1,253 0 Total Expenses 194,563 246,013 251,696 increase/decrease from prior year -23% 26% 2% Excess (deficiency) of revenues over 24,386 25,487 24,804 expenditures Other financing sources (transfers in) 0 0 0 Other financing uses (transfers out) 2,600 2,600 2,600 Excess (deficiency) of revenues over expenditures and other financing sources 21,786 22,887 22,204 Beginning Fund balance 228,691 250,477 273,364 Ending Fund balance $250,477 $273,364 $295,568 Budget comments 2006 2007 2008 Personnel Public Works Director 0.11 Public Works Superintendent 0.34 Lead Mechanic 100 Mechanic I 1.00 Information Systems Technology Fund Internal Service Fund, #625 Town of Estes Park 2008 Budget Scope of Services: Services: PC support, replacement, installation, managementandsofn,are maintenance Printer, copier, fax, scanner, multifunction support PDA, Black Berry, cell phone, phone handsets support A/V - boardroom, jirehouse, training rooms, museum User training, network plandequipment, facility security, light & power/water SCADA support, AS400 Records management: software licenses, external connectivity, network security, maintenance contracts, database management Budget Budget 2006 2007 2008 Revenues $303,220 $305,470 $319,265 Expenses Personnel Services 163,096 161,010 169,185 Operations & Maintenance 108,392 144,460 150,080 Total Current Expenses 271,488 305,470 319,265 Capital 0 0 0 Rollovers 0 1,732 0 Total Expenses 271,488 307,202 319,265 inc/dec over prior year 13% 4% Increase (decrease) in Fund balance 31,732 (1,732) 0 Beginning Fund balance 0 31,732 30,000 Ending Fund balance $31,732 $30,000 $30,000 Budget comments 2006 2007 2008 Personnel Services 1.00 - IT Manager 1.00 - Support Analyst 0.05 - Utility Director Operations & Maintenance includes: Software maintenance contracts 79,168 96,100 96,100 Data processing software 0 0 5,457 Data processing equipment 8,717 16,920 16,920 Data processing 0 14,000 14,000 Office equipment 0 0 0 Communication equipment 2,579 10,000 10,000 *items to be returned to committee for further discussion and action ** items to be returned to committee for authorization to release calls for bids *** computer hardware or software to be reviewed by computer committee Vehicle Replacement Fund Internal Service Fund, #635 Town of Estes Park 2008 Budget Purpose: Tofund depreciation of vehicles and accumulatefun,Is for the scheduled replacement of vehicles. Budget Budget 2006 2007 2008 Revenues Interest income $11,918 $7,900 $7,900 Total Revenues ' 11,918 7,900 7,900 Expenses Personnel Services O 0 0 Operations & Maintenance 0 0 0 Total Current Expenses 0 0 0 Capital 0 0 0 Total Expenses 0 0 0 Ercess (deficiency) of revenues over 11,918 7,900 7,900 expenditures Other financing sources (transfers in) 249,509 269,367 291,060 Other financing uses (transfers out) 0 0 0 Excess (deficiency) of revenues over expenditures and other financing sources 261,427 277,267 298,960 Beginning Fund balance 604,624 866,051 1,143,318 Ending Fund balance $866,051 $1,143,318 $1,442,278 Budget comments 2006 2007 2008 The target balance of the fund is to gather funds up to 125% of depreciation of vehicles. Other financing sources (transfers in) General 176,000 193,600 212,960 Museum 2,200 2,200 2,200 Light and Power 54,000 55,890 57,846 Water 14,709 15,077 15,454 Fleet 2,600 2,600 2,600 249,509 269,367 291,060 *items to be returned to committee for further discussion and action **items to be returned to committee for authorization to release calls for bids *** computer hardware or software to be reviewed by computer committee Theater Fund (formerly known as Friends of Stanley Hall Fund) Fiduciary Fund, #716 Town of Estes Park 2007-2008 Budget Purpose: The Friends of Stanley Hall donated funds to the Town of Estes Parkfor the purpose ofconstruction of a performingarts facility. Theagreement requires tthat thefeasability of the facilityÂ·willbedeterminedby 2006. U thefacility isnot feasible. by 2009 thefunds are tobedonatedto a non-profit organization dedicated to the support of the performing arts. Budget Budget 2006 2007 2008 Revenues Investment income $24,918 .$19,500 $15,000 Total Revenues $24,918 $19,500 $15,000 E fpenses Personnel Services 0 0 0 Operations & Maintenance 13,474 63,500 0 Total Current Expenses 13,474 63,500 0 Capital 0 0 Total Expenses 13,474 63,500 0 in/dec over prior year: 509% 371% -100% Increase (decrease) in Fund balance 11,444 (44,000) 15,000 Beginning Fund balance 428,070 439,514 395,514 Ending Fund balance $439,514 $395,514 $410,514 Budget comments 2006 2007 2008 Operations & Maintenance Feasability Study - Fairgrounds 13,474 0 0 Legal 0 1,500 0 Other professional fees 0 20,000 0 Publication fees 0 7,000 0 Materials & supplies 0 35,000 0 *items to be returned to committee for further discussion and action ** items to be returned to committee for authorization to release calls for bids *** computer hardware or software to be reviewed by computer committee Administration Memo To: Mayor Baudek and Town Trustees From: Randy Repola 41# Date: July 6,2007 Subject: Capital Improvement Plan The Town adopted a Capital Improvement Plan (CIP) in 2004. The CIP is limited to certain General Fund (GF) and most special revenue fund capital projects. Staff updates the plan each year to reflect actual revenues and expenses and projects (per Board priorities). These inputs then allow us to project the impact of future projects based upon certain assumptions (inflation, investment return, etc.). The benefit of a CIP is that it allows us a hypothetical look at various scenarios based upon past experience. The accompanying spreadsheet provides data on past and future revenues, expenditures and fund balances for the GF and Community Reinvestment Fund (CRF). You will note declining levels of capital investment. Furthermore, even with reduced spending, GF fund balance will drop below our current target of 30% in 2011. If the assumptions behind revenues and expenses in the GF hold true, we will have to modify our capital project strategy. Capital improvement projects paid for out of CRF for the foreseeable future are limited to completion of the Stanley Park Fairgrounds master plan. Other projects, like additions to our trail system, will have to come from other funds, such as the Open Space fund. However, there are other options to consider for the Fairgrounds improvements such as the use of private debt (i.e., bank loan) with a potential repayment schedule of about 10 years. Depending on interest rates, this could provide one manner in which we can reduce the impact on the GF. As mentioned above, the CIP is hypothetical and certainly changes over time. The benefit of this exercise is that we can see the impact of current spending habits into the future. Of course expense trends and projects are subject to change based upon the Board's preferences and we will make changes based upon your input. 0 61 00 - 0 2 4 0 R 2 32 32 0 == 2 0 0 X= 0 2 0 0 OV en eN 0 2 2 W:G 0 1 en 01 C 32 2 G! g 2 2 W rn =* 2 2 0 E* [89,1 99$ [99' 1L9$ [89'I 6LS Â£89'1 16$ Â£89'1Â£0'15 908'Â£96$ Z89'51 5' 1 $ 899'lEo'ZS L88'869' 1 $ 0$ 0$ 00"0113[1 SuiumSoo 000'08* 000'08+ 000'081' 000'084 000'08t 000'5[5' 1 000'SE, 80Â£'868' 1 090'6Z6'Z 090'85[ 9t,6'5Â£ SOnUOA021 113101 000'009 000'009 000'009 000'009 000'009 000'OOZ' I 000'Â§69 SEd'CLE'Z LSZ'LiX'Z *CE'ZSZ'Z IL6'841'1 imideo Imol 000'009 000'009 000'009 000'009 000'009 fZ['L9V I W.8'986 tittlf'Z 6LE'965'Z 98Â§'IL9'Z 48['LZ9' 1 soinupllodxn Imol Beginning Balance $5,516,499 37,481,951 $5,626,906 $4,109,230 $2,849,034 $2,506,086 $3,078,622 $2,863,316 $2,554,715 $2,147,389 $1,612,533 Total Revenues 9,579,263 9,905,719 10,137,160 10,733,129 10,641,031 11,790,231 11,139,892 11,359,787 11,583,947 11,788,662 12,025,496 Total Expenditures 6,874,681 7,220,313 6,339,749 8,057,827 8,260,440 7,766,817 8,038,656 8,320,009 8,611,209 8,912,601 9,224,542 Total Transfers Out 739,130 4,540,451 5,313,828 3,935,498 2,723,539 3,450,878 3,316,542 3,348,380 3,380,064 3,410,917 3,442,811 Net cash flow for year 1,965,452 (1,855,045) 0,516,417) 0,260,196) (342,948) 572,536 (215,306) (308,601) (407,325) (534,857) (641,857) Ending fund balance $7,481,951 $5,626,906 $4, [09,230 $2,849,034 $2,506,086 $3,078,622 $2,863,316 $2,554,715 $2,147,389 $1,612,533 $970,676 (000'on) (000'OZI) (000'OZI) (000'OZI) (000'OZI) Â§LN'L9 (14.3'195) (986'919) ISL'ZE[ 0 MOU LISCO PN Actual Actual Actual Actual ~ Projected Statement of Revenue, Expenditures, and Fund Balance Â£89'1 EM [89' 155$ i:89'1/9$ Â£89'16LS [89' 1 16$ Â£89' 1 [0'1$ 808'Â£96$ 189'51 5'IS 899'1 Â£0'ES 0$ 0$ 00111!ing pund Suipuil 03uel,8 punri pue Â§3.,n)!puidnl 'antiokaN JO juoulowls aNn.,1 J.N3 W.LS3ANI3M A.LINAWWOO Â§ZI'L9Z W.8'16Z 99L'8EZ 166'89/ Egz't'lt Â£ 1 D'SLD sosuodxl WWO le}01 TOWN OF ESTES PARK GENERAL FUND Adjustments per CAFR 0 (1,259) ppuoululoooN 5 1 -g) sonuoAD-J~soouninq pun.1 C L 1 -8) sosuodxoisoo ucieq pun j Finance Department Memo To: Honorable Mayor Baudek Board of Trustees Town Administrator Repola From: Steve McFarland, Finance Officer Date: July 6,2007 Subject: Vehicle Replacement Fund Background The Vehicle Replacement Fund was started in 2002 with the purpose of "funding depreciation of vehicles and to accumulate funds for the scheduled replacement of vehicles." The fund balance has grown to $866,051 as ofDecember 31,2006. Body With the assistance of the Fleet department, the Finance Department has compiled a spreadsheet (see attached) that forecasts activities within the Vehicle Replacement Fund (VRF) through the year 2020. Highlights of the spreadsheet include: â€¢ Projected contributions at levels appropriate from each cost center to fully fund the level at which all vehicles are depreciating, so that necessary monies are available when a replacement vehicle is scheduled/required. â€¢ Projected expenditures by year, by cost center (fund), for all vehicles in the fleet. â€¢ Annual ending fund balances (low of $195,532 in 2012). Concerns At present, the VRF is not being funded at a level that would allow full utilization of the Fund. Contributions to the Fund are projected at $269,367 and $291,060 for 2007 and 2008, respectively. The contribution levels need to roughly double to $529,872 and $542,277 for 2007 and 2008, respectively, and need to stay at the increased level in order for the VRF to be able to have monies necessary to purchase all future vehicles. The concept of funding "doubling" is somewhat misleading in that we have vehicles budgeted to be purchased by individual funds over the same period of time. The practice of individual funds purchasing vehicles would cease, freeing up monies for increased contributions to the VRF. In fact, the Town will actually save signi/icant monies over the next 5 years by implementing the increased funding to the VRF and subsequently having the VRF purchase vehicles. From 2007-2011, fully funding the VRF will require $2,768,611. Under existing practice, the participating funds would provide roughly $1,595,427 in support to the VRF, but there is also $3,431,700 in scheduled vehicle replacement (based on the depreciation schedules) over the same period of time. It does not seem very logical to let the VRF grow to almost $2,500,000 while the participating funds also provide an additional $3,431,700 for purchasing their own vehicles. Action steps requested - Consideration of fully funding the VRF, and for purchasing all future vehicles out ofthe VRF, beginning in 2007. â€¢ Page 2 0 00 8 041 000 000 0 oro 00 00 % M * 69 8888 0 0 298 000 00 eN.q C} â‚¬9 00 9 8 :23 000000 0- 01 N ID t en 8 3 000 0 0- r. 3 00 0 0 000 3355 4 0000 O 0 0 0 0 4 0 0.0- 01 00 00 $ 00 R E-#.S-8-5-~-6- 000 0 2800 X 8 3 r.loog:5;G;elg 4 4 13 - r- 8 000 0 800 0- N. C\eN i m i = & 111 49& Al 21 6- 00 0 Chi 32.13 F Â£ S & S 2 2 E M BEG BAL $866,051 $1 $440,350 $23 I,201 $202,962 $195,532 $466,542 $ 1,023,823 $611,730 $733,579 $904,774 $977,665 $!,332,974 293,069 301,254 327,857 328,497 33 0 337,180 338,946 334,182 336,633 339,514 2,220 30:<2 31~ ~ 321,72 32 2,240 2,240 2,240 2,240 2,240 2,240 Senior 8,000 8,000 8,000 9,120 9,120 9,120 9,120 9,120 ial Events 41,930 42,767 44,250 45,392 45,392 45,392 45,392 45,445 45,584 45,584 45,584 47,771 131,577 139,366 140,931 141,136 141,673 140,222 140,222 144,622 146,414 140,059 142,837 144,054 144,866 Water 50,475 51,682 52,734 53,081 55,155 56,095 56,095 56,795 56,795 57,974 58,349 59,766 529,872 5 555,350 566,351 574,761 . 581,270 583,010 583,650 589,632 600,399 595,947 595,141 599,183 607,2 19 General (67,000) (100,000) (1,007,000) (463,000) (343,000) (348,500) (135,000) (26,369) (654,181) (250,404) (105,465) (113,624) (96,028) (266,193) (005'ZE) (Â§90'09) (OZZ'ZE[) (88L'080 (884'18) (tky'Lt,0 (000'Â£9) (000'Â») (000'92) (000,19) (000'882) (000'Ze (000'9LZ) (00Â§'LOI) (18L'Lg) (904'9L) (Â£99'G) (000'01 1) (000'PLI) (000'0,) (005'58) (000'LE) (000'24) (000'OL) (8[0'ZE) 0 (000'90 0 (OEL'Â§95) (t,LS'EN) (05/26) (EFL'vit,) (649'8Lk) (SEL'100'1) (69Â£'92) (000'z 1 0 (OOL'88Â§) (000'Â£09) (00Â§'gu) (OOZ'964'I) (000'481) (000' Â£ Ir) 881/14 60Â£'55Â£ 168'ZL 461'ILI 098'lEI ([60'ZIK) 18Z'LS OIO'ILZ (00/L) (6â‚¬Z'PZ) (641'60Z) (058'006) LLZ'85Â£ ZL8'9[1 Z9Â¢*LE'I $ *L6'ZEâ‚¬'1$ 599'LL6$ W.L t06$ 6L5'EEL$ OEL' I I 9$ Â£28'[to' 1$ 245'994$ ZÂ£Â§'Â§61$ Z96'ZOES 102'10 09Â£'0Â»$ 661'ID['IS [Z6'286$ 7!VEl 2008 2009 2010 2011 20!2 2013 2014 2015 2016 2017 2018 2019 2 600 2,600 2,600 3,204 3,204 3,204 3,204 3,204 3,204 3,941 (005'LZI) (00Â§'8[) (000'11) (000'561) (000'05 [) (002'*fi) 000'9Â£ 0 00Â»101 LIO'D 0Â£6' 1 t Sit,JAZZ le!,ads SIU01,3 Imo 0,1,81$ 000'Elf$ LIE' 1 <El 505'098 090'168 L9['698 INDN.nOOG liIDGOEI NI 8&MODE NOd NSVEI2IONI ailaanN SNOIJ.nORIJ.NOO iN321118O 000'9LZ d?yl ZE'9[ 86Â£'9Â£ 10,Um I LLO'g 1 764 000'OL 1018/A PolLI 009'Z 00Â§'6Z$ 001 2101 000'8 000'8 005'LE 0025-ZOI 8Â§9'9L L89'SL dÂ¥7 9M'Lf 068'55 (80,000) VEInCLE REPLACEMENT FUND PROJECTIONS (22,200) *6Z'88$ 694'66$ a 009'[6[$ PROJECTED/NECESSARY CONTRIBUTIONS FROM PARTICIPATING FUNDS PROJECTED EXPENDITURES (REPLACEMENT OF VE]IICLES) Administration Memo To: Mayor Baudek and Town Trustees From: Randy Repola ~-Â· Date: July 6,2007 Subject: Budget Priorities The accompanying documents are scope of services statements for each department. The statements also contain the performance metrics that each department is using to gauge the efficiency and effectiveness of their operations. The metrics are still evolving in many areas, but provide a year-over-year look at our operations. During the study session, the Board will be asked to identify about 3 priorities for each department. We will also aggregate the department priorities to create the Town Board's priority list for the 2008 budget. This will enable staff to tailor the draft 2008 budget to meet the Town Board's objectives for next year. Combined with target fund balances, this process is expected to aid in providing budget documents for the October study sessions that better fit the consensus expectations of the Board of Trustees. In addition, we will discuss community service grants for 2008. Staff has allocated up to 5% of estimated 2007 sales tax revenues for community service grants in 2008. It is not necessary to award the entire amount, but it was used as a space holder in the GF budget. During the study session we will attempt to establish priorities to guide the committee reviewing the grant requests in the fall. Detail on the current year plus the last 3 year's grant awards follow the scope documents. Scope of Services: Administration Department Administration Licensing Election Records Management Chief Administrative Officer Business Voter Registration Minutes HR Administration Liquor Election Coordination Contracts Risk Management Ordinances Budget Administration Legislative Support Resolutions Meeting minutes Miscellaneous Travel/training coordination 9 2007 Funding ' 06 Lic \ A)â‚¬:724Â£A*o ,3 Gen Fund 365,039 Price: $ 365,039 2004 2005 2006 2007 Town Population* 5707 5720 5731 5744 Business Licenses 2,118 1259 1388 Liquor Licenses 57 59 61 Voter Registration 4,367 4,252 4,284 4136 Meetings FTEs 110.5 112.5 112.5 116.2 Annualexpense $ 292,562 $ 329,354 $ 337,038 $ 365,039 Elections $ 6,389 $ 9,105 $ 6,486 $ 4,840 Total Admin Expense $ 298,951 $ 338,459 $ 343,524 $ 369,879 Workload Meeting hours Total hours Efficiency Licenses/FTE Effectiveness Expense per capita $ 52.38 $ 59.17 $ 59.94 $ 64.39 Election exp per capita $ 1.12 $ 1.59 $ 1.13 $ 0.84 Election exp/registered voter 1.46 2.14 1.51 1.17 Expense/FTE $ 2,705 $ 3,009 $ 3,054 $ 3,183 *Population data is estimated by the State Demographer for 2004 - 2006; 2007 & 2008 are estimates based upon that trend of 0.23% population growth. Welcome Center Act as a "front desk"for Town Hall - information requests, billing requests, phone answering Human Resources utilities Personnel activity Generate, process and manage utility bills Risk management 2006 Finance Price: Provide reports/direction to departments, management, and public Finance $189,715 Manage cashjlow, AP/AR functions L&P $579,955 Services for quasi-govt entities/special districts (EPURA, EVPRD, EPPL) Water $278,651 Total $ 1,048,321 2005 2006 Town Population* 5754 5822 REVENUES General $10,137,160 $10,713,872 General - finance (library/rec districts) $29,543 $31,396 LAP $10,209,792 $10,658,542 Water $3,222,522 $3,231,983 Total revenues $23,569,474 $24,604,397 TOTAL EXPENSES Finance $189,769 $189,715 L&P - customer accounts $596,246 $579,955 Water - customer accounts $189,917 $278,651 Total expenses $975,931 $1,048,321 PERSONNEL EXPENSES Finance $128,678 $143,539 L&P - customerÂ· accounts $476,903 $496,255 L&P - customer accounts - finance staffonly $225,430 Water - customer accounts $68,909 $91,567 Water - customer accounts - finance staffonly $78,695 Total personnel expense (finance only) $447,664 FrEs Finance 2.3 2.3 L&P - customer accounts 5.0 5.0 Water - customer accounts 1,7 1,7 Total 9.0 9.0 Workload (just Town) # of checks/yr 5,298 # ofphone calls/yr 44,872 # ofelectric accounts 9,888 # ofwater accounts 4,709 # of invoices/yr 11,707 12,017 # ofFTEs (company) 113 113 Turnover (hires + departures) 104 124 W-3 wages $5,596,658 $5,269,896 # ofW2s 174 189 Hours of operation/yr (9 hrs/day, 5days/week, 52 weeks/yr, less 7 holidays) 2,277 2,277 2006 Efficiency ULP Water Personnel Expense/Department Expense (finance personnel only) 39% 28% Invoices/FIE Phone calls/FTE Utility accounts/FIE 1,998 2,754 Total Expenses/Total revenues 5.44% 8.62% Effectiveness Dept Expense per capita $too $5,822 Dept Expense per capita (finance)/ account (utilities) $58.65 $59.17 Dept Expense per hour of operation $255 $122 Population data is estimated by the State Dernographer through 2004: 2005 and 2006 are est,mates based upon that trend. Scopc of Services: Filt,ince Dcpti:Â·Iment (SUMMARD Scope of Services: Planning Department Service area includes Unincorporated Larimer County Administer Estes Valley Development Code ( 8,200 parcels; 30 square miles; 18,850 acres) Long-Range Community Planning (as workload allows) Staffto Planning Commission and Board ofAdjustment Administer Improvement Agreements Records keeping: land-use approvals, annexations, rezonings, variances Code Compliance GIS: zoning, annexations, existing land-use inventory, parcel map, new subdivisions, hazards mappÂ· Public Information Services: mailings and public notices, publications Maintain Zoning Map Maintain Web Pages Code Maintenance Land-use Consultation (walk-in and by-appointment) TOTAL PLANNING COST 2006 (including 75% Admin.) $391,985 Staffing Level: (4 total) Director, Planner 11 (2), Admin.Assist. Gen@IGI li~icAT@Na/ Workldhd J \7' T'~.< '~ "~ I .... I ..... 2005 2006 2007 ' ToWn Population:, 5..34-W: Â·.. & . Â·p. k ~,Â· i; 5720 5733 EVISCRBAGtiont,;4 -.: .....:y :4 - Â·Â·.Â·v ,..:â€ž y. 9700 10000 Total Planning Fees Collected $91,331 $115,587 Total Number of Building Permits Issued 546 Building Permits: County 50 Building Permits: Town 466 Land Use Approval Totals 146 135 EfficidA*lailicatorsT J,\<r,0 ".:If 1 .7533 %Â· Total Land-Use Approvals / FTE* 73 68 Total Planning Revenues $91,331 $115,586 Total Planning Costs $345,184 $391,985 Total Revenues / Planning Costs 26% 30% w Scope of Services:Government Buildings 4 --1--- - i t Maintain 23 Town owned Buildings and Public Facilities. SERVICES Records Management Exterior and Interior Maintenance Maintenance Records HVAC Maintenance As-built Utilities Maintenance Mechanical Equipment Records Elevator Maintenance Equipment Warranties Cleaning Contracts Revenue(RENTALS) $153,351 $157,660 Budget Expense $387,963 $398,883 Services Maintenance of 23 Buildings totalling (square feet) 73,364 74,364 HVAC UNITS 71 71 Building Repair $105,679 $117,883 Mechanical $40,289 $35,000 Janitorial $141,500 $143,500 Total Maintenance Service Contracts $181,789 $183,000 Utilities Electric, Water & Sewer, NG $100,495 $98,000 Expense per square foot per YEAR Building Repair $1.44 $1.59 Mechanical $0.55 $0.53 Janitorial $1.93 $1.90 Total Maintenance Service Contracts $2.48 $2.46 Utilities Electric, Water & Sewer, NG $1.37 $1.32 Total Expense per sq foot per year $7.77 $7.80 *11Â£217--ITZIjIml Scooe of Services: Police Denartment (Acct.: 2100) Patrol Investigations Police Administration Price: (2007 Budget) $1,776,070.00 2004 2005 2006 Town Population* 5707 5754 5822 2100 Budget $1,611,101.00 $1,758,463.00 $1,860,795.00 # of Employees 19 19 Workload Calls for Services 11930 11555 13159 Part I Crimes 314 365 323 Group 11 Crimes 638 399 340 Reported Traffic Accidents 334 315 Zone Initiatives 1 12 10 Efficiency Per Capita Expense Response Times Part I Crimes Clearence Rate Group 11 Crimes Clearence Rate Accidents Zone Initiatives Customer Service Survey Results Effectiveness (Measurable Goals) Expense per capita avg. $283.00 $306.00 $320.00 -Goal (Maintain Per Capita Costs) 1% or less of approved budget 1% or less of approved budget 1% or less of approved budget -Actual $283.07 $265.71 $316.92 Response 77mes avgs. -Goal (5 minutes or less) 5 minutes or less all calls 5 minutes 5 minutes -Actual data unavailable 5.46 minutes data pending Part I Crime Clearence Rates avgs. -Goal 58% 58% 58% -Actual 64% 67.00% 55% Group "B- Crimes Clearence Avgs. -Goals Na 35% 35% -Actual Wa 38% 33% Accidents Per Capita -Goal 1% range of annual averages 1% range of annual averages 1% range of annual averages -Actual -3% -10% 13.00% Zone Policing Initiatives -Goa/ 5 per year 5 per year 5 per year -Actual 1 Implementation year 12 10 Customer Service Survey Results -Goal 90% 85% 85% -Actual 84% 90% 87.50% - per capita budget rate not to exceed 1 % of approved budget - population data provided by state demographer office with incremental increases based or calculable trend data - part 1 crimes are (murder, aggravated assault forcible rape, robbery, larceny-theft, motor vehicle theft, and burglary) - part 11 crimes are all other crimes i.e. (misdemeanor assaults, harassments, vandalisms, DUI's etc...) - measuring accident rates is a new practice In 2007 and correlates enfrocement with accident rates 2â€¢.Â·imiâ€¢i.â€¢1.it; ..aiâ€¢i*.1 kâ€¢i, 14.â€¢1â€¢it,it:i,taitâ€¢en,iâ€¢i.kiehi,â€¢1â€¢I.1. *I-4.,Dwayirr#W* 55 Support Services 911 Services (Estes Valley) Radio Communications (EPPD, EPFD, LCSO, EPMC, GHFD, RMNP) Records Management Fingerprinting (government, child providers, day camps, schools, businesses) Document Photocopying (public, government agencies, etc...) Crime Data Entry CBI Monthly Reports Department Quarterly Reports Department Annual Report Receive Walk-In Customers Animal Control Price: $618,955.00 (2007 Budget) 11 1 2004 2005 2006 Town Population* 5707 5754 5822 Police Communication Expenses $555,969.00 $537,706.00 $615,406.00 # of Employees 8.5 8.5 8.5 Workload Received phone calls 119689 120319 101195 911 Call Management 3910 5577 6336 CAD Incident Management 20842 16991 15148 EMD Management 1413 1468 1482 Efficiency Per Capita Expense ADMIN Call Management 911 Call Management EMD Quality Assurance Processed Reports Effecuveness Expense per capita -Goal (per capita expense within = or - 1% of approved budget) $110.34 $92.13 $105.70 -Adual 97.41 (-12%) 93.38 (-2%) 98.43 (-7%) Phonme Answering (Admin) Goal (4 rings 90% of time) 90% 90% 90% -Actual 4.60 911 Calls Answering Standard -Goal 98% 98% 98% -Actual 1.5 EMD Quality Assurance -Goal 90% 90% 90% -Actual 93.06% 95.43% 95.10% Customer Satisfaction -Goal 85% 85% 85% -Actual 84% 90% 88% Legend - Population data is estimated by the State Demographer through 2004,2005, and 2006 are estimates based upon that trend. - LETA provides all funds for Director position using Town finance department for pass through management (finance receives 1 %-3% service fee for managing account) - per capita costs indude LETA Director salary and benefits SCOPE OF SERVICES: COMMUNITY SERVICES 2175 Community Service Core Competencies Restorative Justice Community Service Officer's (seasonal downtown program) lEhoolgesource-REceca_.3!m 2006 2007 2008 Town Population* 5822 5882 Community Service Expense $177,538.00 # of Employees (2 FTE's, 1 PTE, and 3 Seasonal Employees) 2.5 Workload 1 1 RJ Cases Managed 16 Re-Entry Cases Managed 2 SRO Program CSO Program 1Police Auxiliary 2915 Efficiency [ Per Capita Expense $22.84 30.18 + or - 1% RJ Case Load Maximums 49 annual w/1 FTE 49 annual w/1 FTE Re-entry Case Load Maxcimums 2.25 w/ 1 FTE 2.25 w/ 1 FTE CSO Activity (reports, parking enforcement, other enfrocement activity) Effectiveness 1 1 Expense per capita -Goal (maintain per capita expense within 1% or less of approved budget) -Actual RJ Cases -Goal (juvenile recidivism rates are 25% or less) -Actual Re-Entry -Goal (25% or less recidivism) -Actual Parking Enforcement -Goal (+ or - 5% of previous year) -Actual Auxiliary Donated Hours -Goal (+ or - 5% of previous years) 90% 90% 90% -Actual Customer Satisfaction -Goal n/a nia 90% -Actual 84% Vacation Checks Goal 1 per day 1 per day Acutal Special Events Worked Goal 5 per year 5 per year Actual - Community services is a new unit for 2007 All 2006 data is informational only to provide a limited amount of baseline data 2006 per capita expenses represent SRO and RJ Director salary 2007 Community Services has a grant funded part-time position from OJJDP i*Ijz Scope of Services: Fire Department Response Services Education/Outreach Records Management Fire Suppression Public fire safety Incidents Rescues Firefighter education Grants Hazardous material spills Child all-hazard ISO. EMS Wildland safety & mitigation Personnel/Training Town Employees Water Supplies Misc. Funding 2006 2007 Dry hydrants Assists to other agencies Gen Fund $ 407,471 $ 406,156 Cistems Standby events Volunteers $ 85,556 $ 122,817 Hydrant flow tests Plan Reviews Fire Safety inspections Price: $ 493,027 $ 528,973 2003 2004 2005 2006 2007 Town Population* 5576 5707 5625 5800 5974 EVDC Population 9700 10000 10300: Fire Dept. Expenses- Town $ 554,082 $ 420,432 $ 477,010 $ 407,471 $ 406,156 EPVFD Inc. $ 290,972 $ 309,256 $ 284,095 $ 85,556 $ 122,817 Total Expenses 845,054 729,688 761,105 493,027 528,973 FTE 1.75 1.75 1.75 1.75 2 Property Valuation- Town 145,187,100 147,021,660 153,326,340 102,576,810 110,372,648 Property Valuation- EVDC 96,534,398 97,706,880 101,778,000 161,164,800 173,413,325 Total Properly Valuation 241,721,498 244,728,540 255,104,340 263,741,610 283,785,972 (1) Adjusted Property Valuation 2,417 2,447 2,551 2,637 2,838 # of Volunteers 32 36 38 35 35 Workload Responses 441 461 424 422 437 Response hours 3106 3582 2986 3176 Education & Outreach hours 3072 2939 5535 4545 Total hours 6178 6521 8521 7721 Efficiency Expense/Response $ 1,916.22 $ 1,582.84 $ 1,795.06 $ 1,168.31 $ 1,210.46 Expense/capita (town) $ 151.55 $ 127.86 $ 135.31 $ 85.00 $ 88.55 Expense/capita (EVDC) $ 78.46 $ 49.30 $ 51.36 # Responses/FTE 252 263 242 241 219 Response hours/volunteer 97.1 99.5 78.6 90.7 0.0 Ed & outreach hours/volunteer 96.0 81.6 145.7 129.9 0.0 Effectiveness Expense/100K valuation (2) Goal $ 282.98 282.98 Actual 349.60 298.16 298.35 186.94 186.40 Total Hours/volunteer Goal 208 200 Actual 193.06 181.14 224.24 220.60 Response time (3) Goal 10m/80% 10m/80% 10m/80% Actual 10min/74% 10m/55% Responses/FTE (4) Goal 189 189 189 Actual 252 263 242 241 218.5 *Population data is estimated by the State Demographer through 2004, estimates based upon that trend. 2005 and 2006 are Planning Department numbers (1) Assessed property valuation / 100K (2) Based on four year average (3) Per NFPA 1720 table 4.3.2 (4) Based on survey of comparison dties Blue - estimated amounts 1 v6 Scope of Services: Building Department Administer Building Code inside Town Limits (5,018 parcels) Issue building permits Plan Reviews and Inspections Administer Flood Plain Ord. Records keeping: perniits, complaints, violations, code copies, addressing, variances Addressing (GIS) Code Compliance: Muni/Icode/EVDC Maintain Web page Coordinate with utility providers, sanitation districts, and health department TOTAL DEPARTMENT COST 2006 (including 25% Admin) $307,342 Staffing Level (4): Chief Building Official, Inspector, Plan Reviewer, Permit Technician . wi: 7-41:9 *4.8-At~1Â¢7'M,WM, *tfq Generalvindicatdrsi.:14 .f: 4 firz fetriti.Ji,226Â·4 2005 2006 Town Populationl 5720 5733 EVDC Population 9700 10000 Total Outsourcing Costs $0 $37,309 Total Department Revenues $437,480 $342,969 Total Department Costs $289,215 $307,342 A= Building Permit Valuations $39,552,494 $42,203,661 B= Building Permit Count , 442 466 C= Plan Reviews 249 237 D= Inspections 2237 2232 E= New and Renov. Bldg SF added 498,130 476,882 Efficiaricy Iridicatoral-::.7 .,.,: 1M l't; 2 I 139 .,} Goal Building Permit Valuations/FTE 9888124 10,550,915 Building Permit CounUFTE 110 116 Plan Reviews/FTE 125 119 Inspections/FTE 1119 1116 New and Renov. Bldg SF added/FTE 124533 119221 inspections/day/inspector2 15/day max. 4.4 4.4 % of next day inspections3 95% met met Ave. Permit Turn-around (Commercial)3 4 weeks max. met met Ave. Permit Tum-around (Residential)3 2 weeks max. met met Total Revenues/Total Costs 151.26% 111.59% *FTE is line level staff directly responsible for performing the work; this does not include admin. or supporl 1. Source: Div. Local Gov. State Demography Office 2. Annual Ave.= total inspections/ 510 days (subject to spot check verification) 3. Will begin tracking missed turn-around times beginning in 2007. 1. 1 1 , -Jigil~'3-.'2.AvNA/1'3dt7â€¢ 9.-â€¢,Aâ€¢.--53.,,4*,,â€¢, lf,lie~~.1. g. r â€žâ€ž 14.-F.'.2... .:.binÂ»'0 210:MI 11 1 Services (55 1/2 Center Line Miles) Misc. May 15, 2007 Snow Removal - Streets/Trails/Sidewalks Assists to other Departments Street Sweeping Museum Street Signs Senior Center-Parking Lot/Drainage Parking Lots / Maint. & Striping Parks Patching (Pot Holes) Police-Parking/Sign. Crack Sealing Special Events-Tents/Parades/level Grounds Drainage Fire-Barricades/Sending/Clean-up Special Projects Water-Sanding Misc(Curbs - Special Events- Special Projects Screening, etc) Misc Construction: Seasonal Trash Cans(placemenUmaint.) Culverts Curbs-Drainage Price: $643,807 2004 2005 2006 O & M Services $629,297 $597,447 $643,807 # of Employees FTE (indudes seasonals) 4.70 4.70 Work/084 - I -11 Il 1 4-1 - r '-1 -4 7- -1- - -4 - 1 r'-r - It 41 -lf' - 4 -1 7-11 -1 6 ~ 1 Center Line Lane Miles Street Maint. 55.5 55.5 Parking Lots/ 1923 spaces / Sq. Yds. 78,448 Parking Spaces 1,923 Parking Lot Lane miles equivalency 4.92 4.92 Lane Mile Equivalency (StreeU Parking Lots) 60.42 60.42 Expense per lane Mile (Streets/Parking Lots) $9,888 $10,656 Expense per FTE (W/Benefits) $68,624 $77,815 El*tivenenes:t-r=4 32 *T-'_ I.1 -<-1 : f'Â®1186.-1:.-11XASE:1**~%41:*66:9Fi ,:..::â€žt: 4*49'*r'.tl# Expense Streets (exdudes parking) $548,797 $591,382 Expense Parking Lots $48,650 $52,425 Pavement Condition Index Goal: XX% 2*~94@09*ts&22,9*1~ it U . -1* Â· i ' p 1 + Scope of Services: Parks Depa,tment ' , Â· + Â· ' + -+ +, , 1 '~ i , , I L . Services Contract Management May 15, 2007 Flower Planting Sidewalk Cleaning Irrigation (SCADA/installation/maint.) Bureau of Recreation Grounds Maint. Grounds Maint. & Landscaping Weed Control (Larimer Co.) Irrigation Sculpture Maintenance/Cleaning Flower Beds-Repair/Maintenance Annual Backflow Maintenance/Testing Turf (Mowing/Maint./Installation) Bark Beetle Management Downtown Cleanup New Construction Misc Tree Care & Maintenance Maintenance of Benches/Tables/Trash Cans Assist Other Dept's Parks/Bridges/Picnic Grounds Police Walkways/Riverwalk/Sidewalks/Trails Special Events Playground Inspection & Maintenance Library Christmas Tree Drop Museum Tree Board Minor Construction Price: $594,433 Maintenance Expenses 2004 2005 2006 # of Employees 9.25 11.65 11.65 Flowers & Material / Season Turf & Irrigation Material Expense Total Expense $560,792 $594,433 Workload r - 52 Flower Beds Total Sq. Yd. 1139 1139 Irrigation: Total Miles 10 10 31 Systems / All on SCADA 20-Parks Areas (Includes Turf/Shrub Area) Sq.Yds. 33,745 33,745 Trails and Sidewalks: Total Miles 13 15 Sq yards of Trails/Sidewalks 185,856 211,200 Total sq. yds. (flower beds, parks, trails) 220,740 246,084 ' 94 1 Expense per FTE (Includes Benefits) $28,501 $34,082 Flower Beds (Material cosUper Sq yd) $37 $35 52 Flower Beds (average material cosUper bed) $816 $761 Turf & Irrigation Materials per sq. yd. $0.77 $0.45 Wall<ways/Trail Maintenance $19,000 $20,000 (12 mi Trails + 3-mi Sidewalks) / per mile $1,439 $1,333 Effectiveness - .-- -- Total Parks cost/sq yd $2.54 $2.42 Eamm GOAL: To provide our customers with Electricity per National Energy Safety Code Standards. Services Required Records Management Multi Agency Switching Integrated Resource Plan Load Shedding Plan NERC Promote Energy Efficiency Personnel Promote Renewable Energy thru Platte River Power Authority Journeyman Lineman Wheeling Power To Rocky Mountain National Park Certified Meter Technician Read both Electric and Water Meters Certified Energy Manager Maintain Street Lights Certified Public Buyer Special Events; Flags, Banners, Christmas Decorations. Member Platte River Authority Lightning Protection (at customer request /expense) Green Energy Certified Thru PRPA Total Expense 9,032,972 Total Revenue 9,117,643 10,303,444 10,658,542 Metered Sales 8,688,408 9,384,819 9,973,691 Light and Power Department Total Expense Budget 7,891,644 8,361,022 9,032,972 Customer Base 9,713 9,841 10,035 Employees 26.3 26.4 26.7 Budget Source of Supply $ 4,291,364 $ 4,613,129 $ 4,619,186 Budget Distribution $ 1,717,358 $ 1,474,888 $ 1,475,389 Budget Customer Accounts $ 639,102 $ 639,105 $ 579,955 Administration and General $ 1,118,116 $ 1,329,905 $ 1,101,031 Transfer To General Fund 9% of Utility Sales $ 825,399 $ 898,600 $ 951,632 Services Source of Supply Purchased Power KwH 124,841,660 126,207,880 128,284,187 Distribution Miles of Distribution System 262 268 274 Customer Accounts KwH Sold 119756414 120644976 124,414,948 Efficiency Distribution Customer per Mile 37 37 37 O&M cost per mile $ 6,554.80 $ 5,503.31 $ 5,384.63 Customer Accounts KwH per Customer 12,329 12,259 12,398 Effectiveness Dept Service Coverage Ratio >1.2 4.31 3.26 Source of Supply % of Budget Expenses (Purchased Power) 54.4% 55.2% 51.1 % Administration and General % of Budget Expence 14% 16% 12% CAMU Rate Comparison % of Average @ Residential 700Kw 91% 95% 99% Cost of Purchased Power per Kw 0.0344 0.0366 0.0360 Expence per Customer $ 812.48 $ 849.61 $ 900.15 Net Revenue per KwH Metered $ 0.0726 $ 0.0778 $ 0.0802 Net Revenue per KwH Purchased $ 0.0730 $ 0.0790 $ 0.0830 GOAL: To provide our customers with Drinking water that meets all CDOH and EPA Regulations. Services Required Records Management Order/Purchase/ Lease Water CDOH Reports Contract Review & Easements EPA Reports Water Order, Delivery, Accounting Operations and Historical Data Augmentation Plan, Report NCWCD Watershed Management Report to River Commissioner Produce Water for Public Distribution Water Plant and Distribution System Maintenance Maintain Water Mains and Fire Hydrants Customer Billing State Required Personnel Meter Maintenance Class A Water Operators Maintain Backflow Prevention Program Class 3 Distribution System Operators Troubleshoot Customer PSI and Volume Problems Certified Backflow Prevention Technician Locate Water Mains and Service Lines Maintain Systems Maps Total Expense $ 2,497,649 Total Revenue . $ 2,698,743 $ 2,636,711 $ 3,231,983 Water Sales Revenue $ 2,137,906 $ 2,253,491 $ 2,457,189 Water Department Total Expense Budget $ 1,865,515 $ 2,281,814 $ 2,497,649 Customer Base 4579 4630 4838 Employees 12.2 12.2 14.3 Budget Source of Supply $ 127,172 $ 133,900 $ 138,055 Budget Purification $ 439,517 $ 461,313 $ 506,947 Budget Distribution $ 477,253 $ 631,190 $ 661,211 Administration and General $ 502,660 $ 534,642 $ 505,134 Transfer To General Fund 4% of water sales $ 81,271 $ 99,868 $ 106,865 SERVICES 2004 2005 2006 Purification Total Produced MG 478,258,600 555,912,600 539,851,000 Distribution Total Miles of Distribution * 103.73 105.65 106.58 Total Gallons Delivered (metered) 425,650,154 455,848,332 415,608,000 2004 2005 2006 Efficiency Source Of Supply Revenue per Acre Foot $ 2,255 $ 2,930 $ 3,015 Expense per Acre Foot $ 134 $ 174 $ 169 Purification Expense Per 1000 Gal $ 0.84 $ 0.64 $ 0.89 Distribution Distribution Cost Per Mile $ 4,601 $ 5,974 $ 6,318 Effectiveness Dept Service Coverage Ratio >1.2 1.63 2.07 Goal Use/Lease 70% of Water Rights % Used Efficiency 62% 50% 57% Peak Day % of Plant Capacity 4.5 MGD 75% 86% 78% Leakage Index Goal 85% for Accounted Water 89% 82% 82% Average Expense per Customer $ 407 $ 493 $ 516 Net Revenue per 1000 gal delivered (metered) $ 5.02 $ 4.94 $ 5.91 Net Revenue per 1000 gal produced / Plus Tap Fees $ 5.64 $ 4.74 $ 5.99 iillilillillillililillillillillideelieram5i:91:2991:82901&66&66;1,11$'-9,,Alic.i,WEilMperil:2.5,14.11*bilgi.&~,I,blitillillillill"llillimill'llill".t Operate and maintain the Town's computer network and associated equipment. Records Management SERVICES Software Licenses PC Support, replacement, installation, management, and software maintenance Laptop Support, replacement, installation, management, and software maintenance External Connectivity Printer, Copier, Fax, Scanner, Multifunction Support Network Security PDA, Blackberry, Cell phone, Phone handsets SUppOft Maintenance Contracts A/V - Boardroom, Firehouse, Training Rooms, Museum Database maintenance User Training Network PlanVEquipment Facility Security Light & Power, Water SCADA support AS400 (mainframe computer) Budget Expense $300,029 Revenue $253,496 $303,221 Budget Expense $294,221 $300,029 Staffing (FTEs) 2 2 Maintenance Services Total # of network equipment 110 135 # of Workstations 120 156 Effectiveness # of Workstations/FTE 60 78 Expense per Workstation $2,451.84 $1,923.26 2/tf.thT ~~~~~--F-3~~.6,u'*ea:* Services Records Management Vehicle & Equipment Repair/Maint. Misc. W/0 Tracking Aerial / Fire Inspections Misc. Construction: Equipment Costs DOT Regulations / Annual Inspections Mounts/Cable Fuel Tracking Equipment Specifications / Acquisition Puller Clamps/Guide Wheels DOT Records Equipment Cost Tracking Bleachers/Stalls/Doors Communication Equipment (2-way radios) Banner Mounts Fire Extingusher/1 st Aid Kit Inspections Water Dept. Shutoff Keys Equipment Licensing Parks Dept. Sign Brackets Equipment Fueling Bridge Repair/Trash Can Repair Equip. Warranty / Recall Management Dept. Monthly Billing - Vehicle Expense Special Projects ASE Certified Mechanics Equip Police Vehicles Preventative Maint. Inspections Equipment Training Total Expense $192,480 111*17,1,1*b*,111?;7'i?'~!-tlt:;1,1,lE ,$12~1' 10'1E'~'K '1~'tr~~, 1 . D.i ..01 1,7,41 *.1,~.:ii,4,11" 1:4 1,11 1,1. 'i't:cr:='irtor,r.Â· 07'Pr i ,-:,, '2'*"'-.3,3 0 ~f,~~~"'i t,;"*,ty''V'Ct,'ft;t~;~ f'*1~4,1, 4*t' Income Statement 2004 2005 2006 Parts / Fuel $36,260 $43,459 $44,450 Labor $217,515 $221,743 $168,624 Other $370 $1,441 $5,875 Total Revenues $254,145 $266,643 $218,949 Total Expenses . $246,738 $192,481 Net Income (Loss) $19,905 $26,468 # of Employees FTE 3.05 3.05 2 24 -77,-1 2% 9-1 &2-1-"0'435: 63; ~1'70:17- 1 ~3)*t; 'u':&':3 29*Ot'el,2. ,277~ - # of Mechanics 21/2 21/2 2114 Total # of Equipment 375 376 380 Ratio Mechanic/Equipment - per FTE 150 150 169 Staff Hours Available 5,200 5,200 4,680 Service Hours Billed 5,000 5,000 4,500 Work Orders (# per year) 1,218 1,240 1,315 *1 || , r.. 1 . 14 .42, 1.4 4, 't-'"0....--/":4,3 -"* 3 .+ 4. . 1,1. . Iâ€¢ Expense per FTE $68,137 $47,113 Charges / Mechanic Labor Hour $45.00 $45.00 $45.00 Actual Shop Revenue (2080) Per Hour $48.87 $51.28 $46.78 Actual Shop Expense (2080) Per Hour $0.00 $0.00 $0.00 Response Time/ (per request) 2 - day 2 - day 4 - day Average Labor Hours/Work Order 4.1 4.0 3.4 44**I#*aa-<* .- t -*-- - 7.-1,-r. 71 -* 3;7" .23;97'tr.jJ:~24 + .34.r.ki L,Lic 5.,1?.,ANS* 4*f,K b:G Depriciation of Fixed Assets/yr (5 yr Average) $10,573 $9,395 Depriciation of Fixed Assets Cost /Hr $5.08 $4.52 Revenue/Labor Hour $50.83 $53.33 $48.66 CosULabor Hour $0.00 $49.35 $42.77 CosULador Hr w/Depriciation $54.43 $47.29 Net Income(loss) Goal: 0=<$2.50 hr after depreciation -$1.10 $1.36 Service hrs/staff hrs 96.2% 96.2% . Visitor Services Misc Education Customer interaction SC INC Fundraising projects Education programs Fitness classes Newsletter Off-site cultural activities Capital Nutrition Services Public relations 2006 Van $69,823 (SC INC) Dining Room meals Web site management 2006 Carpet $10,576 (SC INC) Take-out meals Facility rental/publicmeeting space Meals on Wheels Town Population 5,707 5,754 5,822 Senior Center Meal Expenses $ 38,170 $ 39,309 $ 43,388 . SC Program Expenses $ 2,185 $ 4,412 $ 5,463 O & M Expenses $ 84,945 $ 92,556 $ 88,795 Total Expenses $ 146,422 $ 174,317 $ 176,250 Number of Employees 1.5 1.5 1.5 Senior Center Inc. Membership 297 494 498 Volunteer Hours 4,551 6,385 6,877 SC INC Contribution $ 8,291.00 $ 12,914.00 $ 1,849.00 Other Revenue $ 15,726.00 $ 23,137.00 $ 31,717.00 General Fund Subsidy $ 120,730.00 $ 116,314.00 $ 141,082.00 Customers 16,768 17,857 17,471 Total Meals Served (Dining room and MOW) 13,937 14,730 13,926 Dining Room Meal Capacity 12,144 12,144 11,712 Dining Room meals served 9,920 9,854 9,275 Dining room meals as % of capacity 82% 81% 79% Meals on Wheels Served 4,017 4,876 4,651 Number of Planned Programs Wa nia 140 Number of Drop-in Programs n/a rda 944 Total Programs (planned/drop-in) 890 1,061 1,084 . Total Program Attendance (planned/drop-in) 8,643 10,411 12,411 Total Ideal Planned Program Capacity nia nia 7,287 Planned Progr Attendance as % of Ideal Capacity n/a nia 67% Number of Rentals 11 12 9 Hours of Operation 1,923 2,429 2,429 O/M Expense/Customer $ 5.07 $ 5.18 $ 5.08 O/M Expense/Capita $ 14.88 $ 16.09 $ 15.25 Gen Fund Subsidy/Capita $ 21.15 $ 20.21 $ 24.23 Cost/Hour of Operation $ 76.14 $ 71.76 $ 72.56 GF Subsidy/Hour of Operation $ 62.78 $ 47.89 $ 58.08 Expense/Meal $ 2.74 $ 2.67 $ 3.11 Facility Rental Total Revenue $ 2,449.00 $ 3,164.00 $ 2,291.00 Revenue/Rental $ 222.64 $ 263.67 $ 254.56 Total Program Revenue $ 168.00 $ 7,354.00 $ 9,005.00 Expense / Program $ 2.46 $ 4.16 $ 5.04 Total Attendance / Planned Programs Wa nia 4854 Avg. Attendance / Planned Progams Wa nia 34.7 Total Attendance / Drop in Programs n/a nia 7557 Avg. Attendance / Drop in Programs nia Wa 8 Avg. Overall Program Attendance 9.7 9.81 11.45 CosUFTE $ 97,614.66 $ 116,211.00 $ 117,500.00 IGoal #1: General fund annual subsidy growth will be equal to or less than the Denver/Boulder CPI (3.4 % in 2006). Goal #1 Actual: 3.6% reduction in subsidy 2004 to 2005 ; 21% increase in subsidy from 2005 to 2006 Goal #2: TOEP per meal expense will be equal to or less than prior year's cost + Denver/Boulder CPI. (3.4% in 2006) ~ Goal #2 Actual: .44 cents = 16% increase 2005-2006 .....~..... 4 ---2.352Pe offÂ¢,99: i#Â£99~te ?n1 Hydroph~~~ . all,i -,t L--~ Exhibit and Education Services Capital Collections Management Visitor orientation & book sales $15,204 in 2004 Collections processing Permanent & temporary exhibits Object care & conservation Education programs & tours Collections database management Researcher assistance & photo orders Misc. Web site management Facility rental & public meeting space Oral histories Community case Newsletter Friends fundraising support Town Population 5707 5754 5822 Hydroplant Expenses $ 21,155 $ 24,121 $ 22,945 Program Expenses $ 2,256 $ 1,111 $ 1,544 Collections Expenses $ 116 $ 633.00 $ 723 O&M Expenses (Museum + Hydro) $ 96,379 $ 83,422 $ 112,373.00 Total Expenses (Museum + Hydro) $ 253,906 $ 255,109 $ 268,532 Number of Employees 2.75 2.75 2.75i Museum Friends Membership 360 343 384 Volunteer Hours 1737 4463 4280 Friends Contribution $ 14,780 $ 16,988 $ 21,879 Other Revenue $ 8,683 $ 26,910 $ 11,970 Total Revenues $ 23,686 $ 43,898 $ 33,849 General Fund Subsidy $ 192,094 $ 228,796 $ 231,044 Customers 9,151 16,175 19,219 Collections Objects 21,500 21,700 22,273 Number of Programs 60 67 69 Total Program/Special Event Attendance 6001 6508 8568 Total Program Attendance N/A N/A 2648 Total Program Ideal Capacity N/A N/A 2395 Program Attend. as % of Ideal Capacity N/A N/A 111% Number of Rentals-Museum N/A 6 8 Number of Rentals-Picnic Grounds N/A N/A 5 Number of Researchers 37 60 21 Hours of Operation 3290 3290 3290 ' O/M Expense/Customer $ 10.53 $ 536 $ 5.85 O/M Expense/Capita $ 16.89 $ 14.50 $ 19.30 Gen Fund Subsidy/Capita $ 33.66 $ 39.76 $ 39.68 CosVHour of Operation $ 77.84 $ 82.15 $ 80.92 GF Subsidy/Hour of Operation $ 58.39 $ 69.54 $ 70.23 . Expense/Object $ 0.01 $ 0.03 $ 0.03 Facilities Rental Total Revenue N/A $ 811.00 $ 1,873.00 . Revenue/Rental N/A $ 135.17 $ 144.08 Expense/Program $ 37.60 $ 16.58 $ 22.38 Customers/Program 100.02 97.13 124.17 CosUFTE $ 92,329 $ 92,767 $ 97,648 Goal #1: General fund subsidy annual growth will be equal to or les~th~n th~ Denver/Bould~ CPI (3.4% in 2006). Goal #1 Actual 2004-2005: 19% increase; 2005-2006: 1% increase. Goal #2: Museum revenues will increase at a rate equal to or greater than the Denver/Boulder CPI (3.4% in 2006). Goal #2 Actual 2004-2005: 85.3% increase; 2005-2006: 22.9% decrease. Goal #3 O/M Expense per customer will increase less than the Denver/Boulder CPI (3.4% in 2006). Goal #3 Actual 2004-2005: 51% decrease; 2005-2006: 13.4% increase. 1/'ll'll"I'llina<Jar..Aq: ~?tt.t'Â·~â€ž/.,~:*#50~FOW'll'Im:Z'. . R 9.~Â·Scopp 9(Serviges -'Â·,Â· .: .Â·.Â·- c Â·fw,m--.:0~Â·:rr,:rÂ·7Â·,~.~.9.Â·*Â·Â·. i?;...Â· Â·.:A.:..47~.f.3.fi:1'~39,mv*-9*' ,--- .-:.... Â·. visiTousERi,cim , 5:-;346'~j:.,:..Â·3Â·4 - Answet walk-in visitor ~est~ow andinquiries ' Â· ;i '....~~;,w'."Â·h.i' I.Â·, ~I ,, tfAnswer telept;ooe inquides from visitors/potential visitors . 21-.Â·'Â· 'Â·.?Â· 4243}tli~;'t Â·Â·i - S'Â·~-Â·: - 4 Promotc EP businesses via website. brochurc racks, etc. . Â· - 'j~ ''- Â· Â·-r-~~' f Â·5' .. kiÂ· .v .....Â·....0... .~Â·, . .y C Pmvidebusinessreferrals'..1 18-0. TI Di#bum EP Vititors Guide 'Â·0- .I:*... . :R.9..(i'egli@Â· Â·Â·.Â·:;.'1'.t<410Â·.4*; I. Â·. Â·r-Â·./ ..1..... . Â·'Â£* '.Â·Â· Â· ., ~Â·~'Â·' Ptomot; EP Evpnts and Activities ' - ijairw:: ~~ .~ i :-FESM.1,-Â·-: .: ~: . ~â‚¬FY:- M -: i.. -:.Aft-~Â·i:) ~j'...A~ f Dist;ibute EPpoIBGonal matelials . Provide after hours I.odging Availability Reports to public Visitor Savices Staff Budget $127,911 1 1 Retail Sales . L . . Â· ..visito Senices Bu*t $476,243 Proj Expi' VisitoiSe:vices t $239,746 'Revt Workload 2005 2006 1001 Estimates based on 2006 Telephone Calls 20,236 22,318 23,000 Visitors in the Center 131,254 {C-.rs operoli.1. Ap. 24 -Dec '03) 231169 250,000+ Retail Sales $ 16,409 $39,300 $40,000 Visitor Guides Distributed 35,000 44,000 50,000 Event Brochures Distributed 60,000 60,000 60,000 Efficiency 2005 2006 2007 â€¢Total Hours VC is Open per year 3,314 3,314 3,314 Year-round staff 3 full-time 3 full-time 3 full-time + 2 part-time (,0 be ,#Hed in June) Seasonal staff: May - Oct 2.5 full-time 3.5 full-time 2.5 - 3 f-t staff (flex hours, depending on need) Volunteers: 60 Ambassadors 75 Ambassadors 75 Ambassadors Total hours volunteers worked 5,952 5,784 6,000 $ Value of Volunteers FTE: 3 employees = $97,602 w/ benefits FrE: 2.9 employees = $94,349 w/ benefits FIE: 3 employees = $97.602 w/ benefits Effectiveness/Cost of Services 2005 2006 2007 Cost of phone calls (35%) $2.08 per call $1.98 per call 1.98 per call Cost to assist walk-in Witors (35%) $0.31 per visitor $0.22 per visitor 0.22 per visitor Cost of retail sales (5%) $0.37 per dollar earned $0.17 per dollar earned 0.17 per dollar earned *Visitor Center open 361 days a year; 219 days .from 9A - SP and 142 days Fom 9A - 8P Calculations of cost for 2007 are based on the projected estimates for phone calls, visitors, and retail sales. Visitor Services Personnel costs for 2005 = $ 120,000 ($ 101,000 for year-round staE, w/ benâ‚¬jits + $ 19,000 for seasonal staf Visitor Services Personnel costs for 2006 = $ 130,000 ($ 103,000 for year-round staff, w/ benefits + $27,000 for seasonal staff Time spent providing these services computes to approximately 35% payroll cost on telephone Calls, 35% on walk-in visitor services, 5% on retail sales, 25% on Administrative tasks (cost not calculated). 7,3'2'2 ,. 2007 Advertising Frogram Scope of Services~ 71 .-,~-:Â·Â·~ 3.~~1, ~,944~~ :,T~ity=;00 Â· ,; National AdvertigIng ' S.~~-F~.~M'., State/Regional Advertising ., ;, ,Â· . . Internet =.. - }3';f@~Â·t~~!*~,' ~:.~Â· :..4Â· i,1.~ ., Regional and National Â· ~:f*f.i-:fi.Â·~# Print Ads Placed .Â·.t:,<24;;~1.:~'<Â· 2â‚¬'S,kÂ· Â·Â·,yÂ· 'i,Â·'Â·Â·Â·Â·Â·Â·Â·: p,f Google Ad Words ,-:fÂ· 90.~Â·e'-Â·Â·~ thÂ·Â·.4k a:Magazine Adver~sing 'rt*flt' #Television three quarters",iC Â¢. j,3~Â·fi?fâ‚¬R ,/A.:,2- 'Â·Â· colorado.com ,-Â·.-Â·(fir 'kb~+I'-t-'>i~Â· g Placements in 15 - 18 magazines 'f # Insetts fourquarters j:3,42...,'.2,5.; .' 1'1'Â· ~' %0 9news.com ,.gek:,afyâ€¢Â»Â·>,Â·'Â·,- ik.March. May, September 5:13'44 #Radio 4Â¢2144.11.f.170)2.r.4.. 1Â·~..;rr,...4.:1 ..t . .'.62. "4#'2:i~'C'31 ~8~ '~ t -1 ~<:~~. .~'.. denverpost.com :t'.253* 49 2,; 363 J .Web-Based Media 4..6,:*46-77- Web Based Media Â· "- :2 .1 ;19,Â·.-,4Â¢ i '85.4/lf'frockymountainnews.com '2 .,43ill ~Ad Words - Google. ~.$*.i Â· News & Post Web Site event advertisink' 4.11:Litf:..14-k.2{cbs4denver.com 1~~ colorado.combanner ad&'2'0~(Al:. , Channel 4 Web Siteeventadvertising â€ž.fs'33Â·F': Workload: 2005 2006 2007 National Advertising - Magazine # of Ads Placed 45 45 42 Total Circulation 70,543,000 76,876,000 63,871,000 National Advertising -Web # Google Keyword Impressions 4,495,961 15,790,952 4,850,111 07 Estimated # colorado.com Impressions N/A NA 320,000 07 Estimated Regional Advertising - Broadcast # of Television Commercials 120 129 128 1 st Quarter example Ave. Total Audience per spot 3,206,522 3,127,208 2,533,366 Varies by demo, program, reach, Regional Advertising - Newspaper frequency # of Ads Placed 53 52 35 Varying sizes, Post & News, Post only Total Circulation per ad @ 80% 440,000 422,400 409,240 Varying Circ by Section and day Regional Advertising - Web DNA** Web Sites Impressions N/A 813,099 815,000 Event advertising, 07 Estimated Channel 4 Web Site Impressions N/A N/A 450,000 Event advertising, 07 Estimated Channel 9 Web Site Impressions N/A N/A 960,000 Event advertising, 07 Estimated Efficiency: National Advertising - Magazine # of Inquiries from coded ads 40,535 43,261 TBD Cost Per Inquiry $6.86 $6.58 TBD National Advertising -Web # Google Keyword C-T* 89,020 21,580 110,142 07 Estimated Google Cost Per Click $0.33 $1.68 $0.35 07 Estimated # colorado.com C-T* N/A N/A 4,800 07 Estimated colorado.com Cost per Click N/A N/A $1.67 07 Estimated Regional Advertising - Broadcast Television |Cost per Thousand Impressions | $5.52| $5.66| $9.07 Regional Advertising - Newspaper .Cost per Thousand Impressions | $6.22| $6.24| $8.66 Regional Advertising - Web DNA** Web Sites C-Ts* N/A 1,032 1,060 Event advertising, 07 Estimated DNA** Web Cost per Click N/A $9.69 $9.43 Channel 4 Web Site C-Ts* N/A N/A 585 Event advertising, 07 Estimated Channel 4 Web Cost per Click N/A N/A $16.56 Channel 9 Web Site C-Ts* N/A N/A 1,248 Event advertising, 07 Estimated Channel 9 Web Cost per Click N/A N/A $6.41 Effectiveness: National Advertising - Magazine Conversion Ratio 58.25% 63.00% TBD Return on Investment $82.87 $178.78 TBD National Advertising -Web # Google Keyword CTR* 1.56% .46% 1.56% # colorado.com CIR* N/A N/A 1.5% Regional Advertising - Broadcast Television Original Test resulted in significant increases in 800 calls, Park Counts Regional Advertising - Newspaper Measured attendance at Events such as Wool Market, Scotsfest Jazz Fest, Christmas Parade, etc. Regional Advertising - Web DNA** Web Sites CrR* N/A .13% .13% 27 Estimated Channel 4 Web Site CrR* N/A N/A .13% 07 Estimated Channel 9 Web Site CTR* N/A N/A .13% 07 Estimated * C-T = Click Through, CIR =Click Through Rate ** DNA = Denver Newspaper Agency Note that Google is national, regional, and local -.c2*..-,Scope of Sarvices:761=N sal=-& M a~ZI,ni~~ EQÂ»43%15 Refâ‚¬r,Is~ Services 33 - y Â·Â·Â·, p~,Im . .,3 1 0 41':Immai. *iyrade Sho4 7.7:,r:'A- 227-34.; .- Trade ShowsÂ·Â·-H/-Â·.- v.'.1~if.... 9--1--7/1.Â·<'4.â‚¬,1. :Snow & Ice " Â·43:.D 5~ ./ - ''.':14'4A'~43Ul'Ns.'.Â·-&Â·rat~. ,Â· . .1 , 1-*'. .. .. .... 4.Â¥..., EAdtertisingÂ·-Â·'Â·. Â· 1-~,-0#E*Â©Â·49'50Â·.iÂ©*-4 Advertising 0- .- .-.2 -430*08Â·-11*ftÂ¢4 '2Â·4~--94 :./Quilt 0>-Â·Â· - ~~f.ft{..?8!-~ **d,dcation , . , }i '44*151"-1'4 ' Familianzation Tours ?3,5â€ž9Â¥FuÂ·'RAL-t,-5 ':" '. Â·- Red Hats '. -4~ VE-SalasicallÂ¥,..-Â·it~f-1(:1~/Mad:-~Leads,,- 4Â·}9 1-' , .....i:~.~tÂ£97*-~ji',1.i' , J ./. .4 1 : .Transportation ,.12%~ ~ 02 ReferralsÂ·:9"Â» 4Â£&~~#*. , ~ 2 1 .. Group Support .Iii{El~ 59#Total.Budget, 2005: $73,772 -t"-'' 2006: $85,973 -.'Dr,?Et. 2007: $91,296 . .:,-~ . ..ffEE~ .. . ,. %.. 1 8,9., 2005 2006 2007 Workload Total Conferences in EPCC 84 75 Total City Wides in the year 10 14 Total of Group Referrals 492 540 Total of Group Leads 357 333 Efficiency Cost of Booking City Wides $38,450 $42,986 Cost of Booking per City Wide $3,845 $3,070 Cost of Servicing City Wides $6,700 $8,598 Cost of Servicing per City Wide $670 $614 Cost of Leads & Referrals $20,600 $34,389 Cost per Lead & Referral $42 $64 Effectiveness Annual Goal for city wide bookings 15 10 Number of city wides booked 10 14 Value of all groups in EPCC $4,041,505 $4,041,623 Value of City wide groups in EPCC $1,224,564 $1,296,929 .. -- -Stopeoervk~.007'EViilNNGESia@Fimig'lii;ii;mi;'F;;i*iim~m;'XEmmirR@NRibi;F'3.~ Â§tal#holderSales&Supportâ‚¬-. =:l<' ': 3 ~2~ ~Â·, Â·:.;'~f: 7.'fifi .5..,u:,Stakeholder Order Eiitry/FulfillmenVInvoicing '2>~4io~~ ~0tespond to Daily Idquiri&s fromEstes Valley Businesses:,f,A- C. Enter CVB Service Order Detaiis in System Â·Â·Â·tilitu. **ducate StakehQIders on CVB Value Prop/Web Updating '"6:,4.2 Balance Order Entry System Receivables . Â· - h.4 I ~Sell CVB Advertising Produlcts to Area Businesses Â·, . '' 6 Fulfill CVB Services Purchasdil ,,Â· .: 201, . f:%::R~,n' ~Eell CVB Membership to Out of Town Businesses i ' 4 4.14 7 - Conduct Periodic Fulfillment Audit ' 0 Â·34, :3 Enter all New Stakeholder Businesses on Website I i *Â· B@d.St*Â¢Nolder Relationships .,,-42,9 :~ . ,r .~*~2-r :79944;ifk.i.~#.Â¢ .i, ti + . ~ ...: - Â· .1/79 Process Invoices and Payments Received '~ , c. , ;1'j:: +â€¢ 32VB Website Maintenance' ' - 37,/c". Â· Â· , Â· ~Enkure Ustings are Accurate, Current, Complete .~Â·Â·,' ~~~':+'477/1.-I. ..i:*.sk/,3,.. . t. f. . 1 ~,1 .:~,1,Â· ...,.i- ~~Â·Â·l f-j-E.Â·i,1P~~~fi~ giAdd/DeletdModify Busindssfustings as Needed }-4 jkidk@%4%7Â·~ififiÂ·~ - ; :Â·~ flmviv'k *1Â·'i~Â·.~f ~t;f-, 0%*3Â·*22 Efhlodify/Add Website Categories as Needed - . ......Â·,1.* ..1,11' . â€¢.1~~.~. ::~0,~:~~2'~,,=.. ..:,Total Expenses: $63,372 . gÂ·#. -,8Â£.*232 ji ~Â·Â· Â·. ~:Â·tÂ·t.I,-~.~.- ~4 ~rf~~~~~~ ; Â·Â· 'l>Â·(-Â·~:}tÂ·:*Â¢3'2f f ~ -. ~pÂ·t *~~4,~'.-~ '.r:.Jti*~~Â·Â·.1/,~ Workload 2005 2006 2007 YTD # of Stakeholders Supported Not Available 919 873 # of Stakeholder Web Listings Supported Not Available 1363 1562 # of Brochure Racks Fulfilled 151 207 214 # of Enhanced Web Listings Fulfilled 153 190 250 # of Book Now Web Listing Fulfilled N/A 67 77 # Web General Leads/Group Leads Fulfilled 54 62 63 # Web Group Listings Fulfilled 102 240 335 # Shuttle Ads Sold Not Applicable Not Applicable 10 # of Total Fee Based CVB Services Fulfilled 460 766 949 Efficiency 2005 2006 2007 YTD $ Amount of Website Services Fulfilled $62,576 $78,070 $97,950 $ Amount of Brochure Rack Services Fulfilled $19,425 $27,925 $33,375 $ Amount of Group Leads Fulfilled (by Julie) $6,500 $8,250 $8,875 $ Amount of Shuttle Ads Sold Not Applicable Not Applicable $5,855 $ Total Amount of CVB Services Sold $88,500 $114,245 $146,055 $ Amount of Out of Town Stakeholder Fees N/A $42,072 $67,665 $ Grand Total CVB Services/Stakeholder Fees Sold $88,500 $156,317 $213,720 # Out of Town CVB Memberships Sold 16 44 58 # Stakeholders Who Purchased CVB Services 171 229 237 Effectiveness/ROI 2005 2006 2007 YTD % Revenue Growth - CVB Services/Membership Fees Not Applicable 77% 37% % Increase Customer Acquisition Not Applicable 33% 5% % Renewal Rate - Membership Not Applicable 97% 98% % Renewal Rate - CVB Services Not Applicable 95% 99% Return on Investment (ROD Ratio Not Applicable 400% 337% Expenses (for 12 months - includes annual total comp plus benefits) Not Applicable $38,400 $63,372 * Revenue Generated Not Applicable $156,317 $213,720 Net Profit Not Applicable $117,917 $150,348 * While all other statistics are expressed as year-to-date actual, expenses are stated as 2007 annual Hut Evt,44 K.,1 51.061 P.4 F.as-'44 H., 21,2007 56.0 4 5,w<a, â€¢ Provide destination event management - IE: Wool Market ..H.trkA.P,.. â€¢ Plan and execute one-clay Town events - IE: "Catch the Glow" Christmas Celebration and Parade â€¢ Provide event and facility support for destination shows - IE: Hunter-Jumper Horse Show ~ ~ â€¢ Provide assistance to local event organization - IE: Longs Peak Scottish-Irish Highland Festival â€¢ Provide rental of public facilities - IE: Stanley Park Fairgrounds and Performance Park â€¢ Actively solicit new shows, events and rental of facilities - IE: Sheriff's Posse Rodeo in 2007 â€¢ Actively book performances and events at the Town's facilities â€¢ 2 Cost Per Event - $15,505.34 Budget: $860,558 P.. 3-9..., C Transfers: $407,392 Workload 2005 2006 2007 Number of events 52 117 Number of fulltime employees 4 4.5 Number of volunteer hours 2,948 4,604 Efficiency 2005 2006 2007 ~ Revenues earned $432,278 $453,165 Transfers $374,000 $407,392 Effectiveness/Cost of Services 2005 2006 2007 Cost per event $15,505.34 $3,873 â€¢ Destination events involve multiple-day stays In the future, attendance and traffic counts will be calculated using the same formulas and as a result will provide a more accurate representation of the actual numbers. Ec*rof~~61225 -16*9* Â° -4 yISITORSERY[CES p ~ i T ' -A.netr Â¥ralk-ill ilsitor queallom ind Inqumell 4. rArbwerfeiephone mquiner ititnt vi=ilurs#puttimall-LI lon ~Promnle EPbuineirel-+InwebnÂ® hruchuratat-tr ati Propid#buwn=ti rEGrrati - D,itnbule Vil:11-, lAi Guide : EProoluteE,-cnm and Atltv_'116 bijr#yul-Â¥pp~4tionalmaltriatz = i PtiÂ·*linetst , $ 2 2 239,441:~ rfor,de'*r-bc'd/Â£044AiratIEI-,ilth Peporta GtaffEmerpe ' ' H~- I 3278 I ll Limittd- rtiail =alen Serâ€¢ Ines Erpenst i 47t_243 Le '. # - I.~ .Ulk.._. . Workload 2005 2006 2007* Telephone Calls 20,236 22,318 23,000 Visitors in the Center 137204 (approx 7 mos) 232,169 250,000+ Retail Sales $16,409 $39,300 $40,000 Visitor Guides Distributed 35,000 44,000 50,000 Event Brochures Distributed 60,000 60,000 60,000 Emciency 2005 2006 2007 **Total hrs VC Open/year 3,314 3,314 3,314 Year-round staff 3 full-time 3 full-time 3 full-time + 2 part-time Seasonal staff: May - Oct 2.5 full-time 3.5 full-time 2.5 -3 f-t staff Volunteers: 60 Ambassadors 75 Ambassadors 75 Ambassadors Total hours volunteers worke< 5,952 5,784 6,000 Volunteer FTE 3 2.78 2.88 $ Value of Volunteers $ 93,097 $ 90,470 $ 93,848 Effectiveness/Cost of Servic, 2005 2006 2007 Cost of phone calls (35%) $2.08 per call $ 1.98 per call 1.98 per call Cost to assist walk-in visitors $0.31 per visitor $0.22 per visitor 0.22 per visitor Cost of retail sales (5%) $0.37 per dollar earned $0.17 per dollar earned 0.17 per dollar earned *Estimates based on 2006 **Visitor Center open 361 days ayear; 219 days from 9A - 5P and 142 days from 9A - BP Calculations ofcostfor 2007 are based on the projected estimatesfor phone calls, visitors, and retail sales. Time spent providing these services computes to approximately 35% payroll cost on telephone calls, 35% on walk-in visitor services, 5% on retail sales, 25% on Administrative tasks (cost not calculated). Scope of Services: Media & Public Relations -~- ---: External MediA Relations = ' Internal Pablic Relations Event Press :Releases . CatendArs of Events Local Distribution -r Calendar Press Releases _ - - CVB Adyisories Press Contacts - -- - PBW Advisories Special Requests I Workers Compensation Notices Photography- 1 -1 - - - Web-Based Media Calendar Postings J Estellailff#entent - - e-Newsletter. Town Operations Support - - 1 Visitors CenteÂ¢ Operations Support Total Budget Amount 2007: $64,497 - Updated May 17. 2007 2005 2006 2007 Workload (Thru 3/31) Total # ofPress Releases Issued 37 42 22 # of Special Request Responses 40 71 26 # of Local Calendars Distributed N/A 31 13 # o f CVB Advisories Issued 8 12 3 # of PBIP Advisories Issued 2 24 3 # of Web Pages of Content Developed 10 10 2 Efficiency # Column Inches Press 7,496 8573 1555 # of Story Placements 1,212 1296 245 Return on Investment External Media Relations in Colorado Newspapers Only : Cost of Program** $27,534 $28,275 $7,249 Value of Column Inches-Press $612,795 $716,596 $189,762 Return on Investment* 1:22.26 01:25.3 01:26.18 *For every dollar spent on Colorado Newspaper PR in 2005, the town received $26.18 in free publicity * * 2007 program cost calculated on quarterly basis Effectiveness Advertising Equivalency $612,795 $716,596 $189,762 Average Return per Column Inch $83 84 122 # of Press Room Downloads 8,999 10,725 1615 e-Newsletter launched 4/2/07 # of Subscribers rda n/a 3710 Unique Click thru Rate* * * rda n/a 25.74% *** Standard unique click-thru's 5-15% (ave) above 20% - excellent Definitions: Advertising Equivalency: A means of converting editorial space in the media into advertising costs by measuring the amount of editorial coverage and then calculating what it would have cost to buy that space, if it had been advertising. General Fund Expenditures ICommunity Services | 2004 Funding | 2005 Funding | 2006 Funding | 2007 Funding | Total 101-1900.419-91-20 Arts & Education Oratorio Society of Estes Park $ 750 $ 1,250 $ 1,250 $ 1,188 $ 4,438 Est,8,#dalk jazÂ£Blb 8Â£0*.1. ' "- ,' * - ' i - A ,' : ' * 1000 s 'i '2,000 -$ Estes Park Village Band $ 1,250 $ 1,250 $ 1,250 $ 1,188 $ 4,938 tu#Bkit'Aititoukil 61,tstes Park .4 + : " *S-"~ - - 700+1 $ ''+ 1,8064$ 1 1,500 *$' 0 '1 1,42)"-$.,- * '*-5:1hi *Estes Park Music Festival $ 1,250 $ Medater 616166 PA ' E 10Â® *S Chamber Music Society of Estes Park $ 1,250 $ 2,500 $ 2,500 $ 2,375 $ 8,625 | $ 9,250 | $ 13,500 | $ 11,000 ~$ 10,451 $ 44,201 101-1900-419.91-38 Human Services CT=readr Minl;Uy gt E,le: Part, Inc 22,500, $ 22,500 $ 22,500 21,375 $ + . - ,.. 48,874 Estes Park Salud Foundation $ 20,500 $ 20,500 $ 20,500 $ 19,475 $ 80,975 Radio Readin6 tati!~ce-4-the Fociles Inc S 250 $ ' 500 I $ _500 $ 500 $ --:i*tsk Estes Valley Multicultural Connections $ 3,500 $ 6,020 $ 4,670 $ -$ 14,190 *OptionE For HA111Â¥v-Uvlf@, Inc NEW PEQOEST $ 2,500 ' S 2,500 $ 2,375 3 , | $ 46,750|$ 52,020 | $ 50,670 | $ 43,725 $ 193,165 101-1900-419.91-25 Transportation Special Transit $ 20,800 $ 21,800 $ 26,800 $ 27,500 | $ 20,800 | $ 21,800 | $ 26,800 | $ 27,500 $ 96,900 101-1900-419.91-28 Housing Habitat for Humanity of Estes Valley, Inc. $ 7,500 $ 7,500 $ 7,500 $ 7,125 $ 29,625 EEIes Pati, blodgIng Authont, - $ 278&21 $ 214,700 $ 234,TOO $ 187,256 $ .' 7 j :7 '143Â£169; $ 284,033 | $ 242,200 | $ 242,200 | $ 194,381 $ 962,814 101-1900-419.91-33 Youth *reative KIdEr Day Kemp $ 5,000 $ 10,1)00 $ . $ r , 4 - i ji,{100 j *Partners Mentoring of Larimer County $ 5,000 $ 5,000 $ 5,000 $ 4,750 $ 19,750 Longs peak' am;wil; tilt *cly SdWita ot Amelld#*W,REQUEST $'' ,-5;000 I $ i,000 " $ ' 2,4 4 -. . 10.850 Estes Park Learning Place, Inc. NEW REQUEST $ 3,000 $ 3,000 $ 2,850 $ 8,850 Tclmle ot-Fridnds Monlessort'School, ' NEW-REQUEisT $ 5,000 -$ . 1 1./T .f . ........... 1 - Partnership of EP Nonprofit Research NEW REQUEST $ 3,000 $ 3,000 $ 2,850 $ 8,850 PKCK" T -1 --I 2- ' - I - - I $ 3,060 -5 -_- Moo $ 7300 - s 7Tf5 $ 1 1535 *Estes Valley Investment in Childhood Success NEW REQUEST $ 32,000 $ 28,500 $ 60,500 | $ 13,000 | $ 38,500 | $ 53,500 | $ 48,925 $ 153,925 101-1900-419.91-27 School District *Park*choot DIstrict R-3 - $ 6,000 $ 6.000-$ 3,000 4 - 2350 $ 6,000 ~$ 6,000 ~$ 3,000 ~ $ 2,850 $ 17,850 101-1900-419.91-39 Sister City Programl EsteR Park 5,stertilleS As@ocla60,1 NEW REQUEST $ - -' i1725- $ 9,900 $ 9Â®6 1 $ -|$ 15,725|$ 9,900 ~ $ 9,405 $ 35,030 | 101-1900-419.91-30 Library District Library District | $ 27,600 | $ 27,600 | $ 27,600 | $ 27,600 $ 110,400 Totals $ 407,433 $ 417,345 $ 424,670 $ 364,837 $ 1,614,285 DETAIL Administration Memo To: Mayor Baudek and Town Trustees From: Randy Repola Date: July 6,2007 Subject: Staffing Additions/Deletions As the Town grows, so does demand for services. Staffing additions are more the norm than deletions, but an occasional reduction does occur for one reason or another. Rather than limit the study session discussion to a specific position, staff requests a broader dialogue on the Board's perspective of staff additions in general. In general, what information does the Board want to see when considering a new position? Some department metrics contain ratios based on number of full time employees. However, this does not always justify a change in staff levels. Should the staffing change be solely based upon the relevant fund's ability to absorb the additional expense (both now and into the future)? If the position will generate additional income, how should that be considered? If the marginal revenue exceeds marginal expense is that enough? The foregoing questions are not exhaustive of the subject, but simply intended to stimulate ideas and a discussion that will ultimately establish both an operational approach as well as policy guidance for staffing additions. ..