HomeMy WebLinkAboutMINUTES Town Board Special Meeting 2008-11-17Town of Estes Park, Larimer County, Colorado, November 17, 2008
Minutes of a Special meeting of the Board of Trustees of the Town of
Estes Park, Larimer County, Colorado. Meeting held in the Town Hall in
said Town of Estes Park on the 17th day of November, 2008. Meeting
called to order by Mayor Pinkham.
Present:
Also Present:
William C. Pinkham, Mayor
Mayor Pro Tem Chuck Levine
Trustees Eric Blackhurst
Dorla Eisenlauer
John Ericson
Richard Homeier
Jerry Miller
Greg White, Town Attorney
Jacquie Halburnt, Town Administrator
Lowell Richardson, Deputy Town Administrator
Jackie Williamson, Town Clerk
Absent: None
1. ACTION ITEMS:
1. LOCAL MARKETING DISTRICT.
Mayor Pinkham stated this meeting should clarify the Town's role as it relates
to the Local Marketing District (LMD). The LMD will be officially sworn in on
November 18, 2008 during their first official meeting. He reminded the Board
that the Town Board and the LMD are two distinct boards and it is imperative
the members act as Boards and not as individuals.
Attorney White stated the LMD is a separate political body with members
appointed by the Town Board and the Board of County Commissioners. The
LMD Board has the obligation to fulfill their duties as outlined in the state
statutes. The LMD must develop an Operating Plan and budget in order to
levy the 2% lodging tax by January 1, 2009. The tax collected would remain
with the LMD to fund marketing and advertising of Estes Park. The district is
operating under the assumption the tax has passed; however, official results
are not expected until November 21, 2008. If the tax fails, an additional
election would be held in November 2009.
Administrator Halburnt reviewed the Intergovernmental Agreement (IGA)
regarding the transition period, which states the Town shall provide a staff
member to act as administrator of the District. The Town has appointed Town
Administrator Halburnt and Director Pickering to act in this role. The IGA also
stated the Town Attorney would provide legal services to the LMD Board.
Town Clerk Williamson would create agendas, packets and maintain official
records. A member of the CVB will act as the recording secretary. Finance
Officer McFarland would provide support related to budget, audit and banking.
Town staff would aid the LMD Board in creating by-laws. Director Pickering
has created a draft transition plan that would allow the LMD Board to review
the CVB operations over the next year prior to developing an Operating Plan
for 2010. Staff proposes allowing the LMD Board to develop and operated with
Board of Trustees — November 17, 2008 — Page 2
no predetermined boundaries. The Town Board has agreed to fund CVB
salaries for the initial term of the IGA.
Trustee Blackhurst stated there are three key issues that have not be
addressed: 1) Will the LMD manage the Visitor Center or other CVB functions
other than marketing and advertising; 2) LMD would have access to funds
other than the 2% lodging tax, i.e. stakeholder fees; 3) What CVB staff
members would work with the LMD? He stated these issues have not been
resolved and are necessary for the LMD to develop an Operating Plan. He
commented the approved IGA between the Town and the County does not
include payment of the CVB salaries for the initial five year term. He voice
concern with transferring stakeholder fees of approximately $250,000 to the
LMD, because it would increase the transfer from the General Fund to the CVB
for operations and negate a portion of the $850,000 for infrastructure
improvements.
Board discussion followed: LMD should focus on marketing and advertising
over the next five years and leave sales, customer service and the visitor
services with the CVB; LMD should take over the functions of the current
Marketing Committee; the Board should not over define the functions of the
LMD Board and provide the LMD with latitude to develop a plan to include the
functions and staff needed to complete the task; LMD Board should not be
burdened with employees; and current operations at the CVB should be
discussed during the review of the Operating Plan.
Ken Larson/LMD Member commented the Board does not have a point of view
or a direction. The Board would like to have the opportunity to develop a plan
to market the Town. The Board has expressed no interest in managing staff.
The newly established Board's main goal in 2009 would be the establishment
of an operating plan, budget and determining the resources needed to
complete the plan in 2010. He stated it is too earlier in the process for the
Board to determine if additional funds would be needed and what significant
steps could be accomplished with additional funding. Mr. Larson
recommended the two Boards meet during the development of the Operating
Plan to ensure the LMD has buy in from the Town Board prior to November.
Trustee Blackhurst stated the Board never approved transferring the
approximately $250,000 in stakeholder fees to the LMD. He commented the
visitors guide continues to be a self supporting document that should not be an
expense of the LMD. The Town should reinvest the approximately $850,000
spent on marketing on infrastructure.
The Board agreed to allow the LMD Board to develop an Operating Plan and a
budget with out overburdening the Board with restrictions and providing them a
broad scope to work within. The Town would continue to provide support for
the first year and perhaps longer if needed and pay the salaries of the CVB
staff.
Administrator Halburnt questioned whether or not the LMD Board would retain
revenues from services rendered. The Board stated the question was
premature and should be discussed later.
2. ADJOURN.
Whereupon Mayor Pinkham adjourned the meeting at 6:25 p.m.
Board of Trustees — November 17, 2008 — Page
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Ja6kie Williamson, Town Clerk