HomeMy WebLinkAboutMINUTES Town Board 2012-11-13Town of Estes Park, Larimer County, Colorado, November 13, 2012
Minutes of a Regular meeting of the Board of Trustees of the Town of
Estes Park' Larirner County, Colorado. Meeting held in the Town Hall in
said Town of Estes Park on the 13m day of November, 2012. Meeting
called tnorder by MayurPinkhann.
Present:
Also Present:
William C. Pinkhenn' Mayor
Erio8|aokhurnt' Mayor Pro Tono
Trustees Mark Elrod
John Ericson
Wendy Koenig
Ron Norris
John Phipps
Frank Lancaster, Town Administrator
LuvvaU Richardson, Assistant Town Administrator
Greg White, Town Attorney
Jackie Williamson, Town Clerk
Absent: None
Mayor Pinkham called the meeting to order at 7:00 p.m. and all desiring to du so,
recited the Pledge of Allegiance.
Mayor PinWhom presented the following Proclamations: National Philanthropy Day on
November 15, 2012, Restorative Juohum 10m Anniversary on November 15, 2012.
November as National Family Caregiver PWonth, America R*oyo|on Day and Estes Park
Museum's 5O"'Anniversary onOctober 27.2O12.
PUBLIC COMMENTS.
Kay Norton Haughey/Town Citizen recognized Jean Weaver for her support of
recycling in Estes Park.
TOWN BOARD COMMENTS / LIAISON REPORTS.
Trustee Ericson stated the Community Development department held an open meeting
on November 121h and would hold on additional meeting on December 4mVo acquire
public input onways toimprove service inthe department.
Trustee Phipps commented the Board continues to reach out to the public inorder to
get the citizens involved in making decisions for Estes Park. He urged the community
to be involved intheir local government.
Mayor Pro Tom 8|aokhurst stated the Estes Park Housing Authority would meet on
Wednesday, November 14, 2012 at 8:30 a.m. in the Administration Conference Room.
Trustee Koenig informed the public the Sister Cities organization would hold its annual
meeting at the Museum on November 18. 2012. and in conjunction Nick Moll* has
released a You Tube video on the bird program in Monte Verde, Costa Rica.
Trustee Norris provided anupdate onVisit Estes Park (VEP)activities including the
approval of the |QA between the Town and the LW1D, signed contract for the new
wmbahe, and preparation to launch new Association Forum on November 151^ He
stated the bear education tank force has over2O members which have agreed on a
mission and target audienoo, agreed on key messages and identified a number of
materials already exist.
Board of Trustees — November 13, 2012 — Page 2
Trustee Elrod reminded the public of the joint meeting between the Town Board and the
Estes Valley Planning Commission to discuss the Estes Valley Comprehensive Plan on
November 15, 2012 at 3:30 p.m. in Rooms 202 and 203.
Mayor Pinkham recognized Wendell Amos who recently passed, stating he was a
friend to many in the Estes Park community and contributed to Estes Park in numerous
capacity such as the Estes Park Land Trust, Estes Valley Planning Commission,
Larimer County Open Space Advisory Board, Estes Park Tree Board, and Habitat for
Humanity, to name a few.
TOWN ADMINISTRATOR REPORT.
Administrator Lancaster stated Administration met with the League of Women Voters to
discuss recycling containers and wildlife resistant containers. The Town has been
examining dual containers (trash/recycling) to limit the number of containers around
town as well as reviewing the needs in town, size of containers, fit, safety, difficulty of
use, care and area of incident. The League's grant is for recycling containers only,
therefore, the Town would have to pay the additional cost for a dual container at a cost
of approximately $25,000. As the Town replaces containers, they would be replaced
with wildlife resistant containers.
The temporary ice rink has begun to freeze ice in anticipation of its opening before the
Thanksgiving holiday.
The Town is working with the Local Marketing District (LMD) to market Estes Park as
an art destination with the formation of a Creative Arts District.
Town Attorney White stated with the passage of Amendment 64 there will be period of
time in which the regulatory system would be formed and the Amendment tested in the
court system. CML has been developing a document to outline the Amendment to be
released to municipalities in the near future.
1. CONSENT AGENDA:
1. Town Board Minutes dated October 23, 2012, Town Board Study Session
Minutes dated October 23, 2012 and Town Board Budget Study Session
Minutes dated October 12 and 19, 2012.
2. Bills.
3. Committee Minutes:
A. Community Development/Community Services Committee, October 18,
2012.
B. Public Safety, Utilities and Public Works, November 8, 2012.
4. Estes Valley Board of Adjustment Minutes dated September 4, 2012 and
October 2, 2012 (acknowledgement only).
It was moved and seconded (Blackhurst/Koenig) to approve the Consent Agenda
Items and it passed unanimously.
2. REPORT AND DISCUSSION ITEMS:
1. ANNUAL COMPREHENSIVE PLAN REPORT. Director Chilcott provided an
annual report on the action plan outlined in the Comprehensive Plan, which
was intended to be reviewed and updated on an annual basis. The Planning
Commission would be presenting recommendations on updating the Plan at
the upcoming joint meeting on November 15`h ranging from no update to a
comprehensive update. The Planning Commission is recommending in 2013
that facts are reviewed and updated, and obsolete references and information
Board nfTrustees — November 13.2V12—Page 3
that ianolonger relevant be removed. Staff would draft updates with public
input solicited at regular public meetings. Them would be no additional
outreach or public meotinge because there would be no change in vision or
concepts for the Plan.
3. ACTION ITEMS:
1PUBLIC HEARING —2013BUDGET. Finance Officer McFarland stated that
the proposed 2013 budget is the result of staff preparation and Board input at
three budget study sessions held in October. The 2013 budget would consist
of 12 funds with approximately $44 million worth of activity among the funds.
The 2013 budget highlights consist of revenues estimated at $117 million;
General Fund expenditures nf%13 million; addition of Transportation budget to
the Visitor Center budget; additional full-time positions including Code
Compliance Officor, Shuttle System Connjinator, Community Services
Secretary, reinstate Museum staff mennber, re -instate vacant Police Officer
pooihon, addition of Communications Supeminor, funding half of Restorative
Justice position which has been grant funded in the post, and no'instatofourth
Community Services Officer to work downtown in the summer; replace street
lights on Hwy 7 with LED lights; water and o|ootrio rate study; replace Big
Horn waterline replacement; addition of Conference Center marketing and
sales from Community Services to the Executive budget; perform u
compensation/classification study in 2013; major capital projects include Elm
Rood mitigation, Bond Pork Master Plan uonstructiun, transportation hub
irrigation, and ST|P� minor capital pro/eotoindude Performance park overlay,
bleacher replacement, Birch ruin mitigation. and Museum Master Plan, ongoing
capital opportunities include stall barn. PNPEC. Museum storage facility and
Community Center. The proposed budget includes a2%market adjustment to
employee salaries, 2% merit, and u 5% increase to medical benefits. The
General Fund would maintain a25%fund balance in2013.
Public comment has been summarized: Kay Norton Haughey/Town citizen
requested the Bound address the paving of an alley in the Reclamation
subdivision which has caused a drainage issue, and funding to move the water
filling station from Fourth Street to Community Drive or yWonfond due to the
noise. Mayor Pinkham requested staff determine if the drainage issue is the
Town or Estes Pork Sanitation responsibility. Pat Washburn/Chair of the
Friends of the Museum thanked the Board for the additional staff member in
2013. the retention of the $200.000 net aside for the future museum storage
tmoi|ity, and requested the Board consider the funding of a temporary staff
member in2013tocomplete the assessment ofthe museum's collection. Tom
Goutz/\ssociation of Responsible Development Director requested the Board
add funding for boar proof containers in Town, and suggested the Town work
with the YyWCA, which has extensive experience with dual containers and can
attest to the efficiency atexcluding bears from trash and the convenient and
safe use by people. SharryVVhito6Aauooiation of Responsible Development
Director urged the Town to include adequate staffing to address compliance of
Tovvn's Ordinance with regard to trash containment. Jerry Miller/Shuffle
Committee Chair reviewed the summary of recommendations for the 2013
shuttle system including additional downtown route with u trn||oy, approval of
year contract with vendor selected by the RN1NP, addition of full-time Shuttle
Coordinutor, start shuttle earlier in June and run later in Septomber, review
additional sources of revonua, and review advertising options. Wayne
Gmomo/County resident suggested a bathroom be located at the
transportation hub. Greg Rosener/Tovvn citizen requested the Town consider
fully funding the Library Foundation grant request for economic gardening.
Jon Nicholas/Library Foundation thanked the Board for the partial funding of
the grant to provide support of businesses in Estes Park with the support of the
LarimarCounty Small Business Development Council, which provides access
to statewide networks and resources.
Board of Trustees — November 13, 2012 — Page 4
Board comments were summarized: Trustee Elrod questioned the removal of
funding for the Museum Master Plan from and an increase from $25,000 to
$85,000. Staff would place the funding in 2012 and rollover the project to
2013. Trustee Ericson stated a reduction of the General Fund reserve from
30% to 25% would increase funding of the Community Reinvestment fund.
The Board would determine the use of the funds in the next 2 to 3 months, i.e.
STIP, stall barn, MPEC. Mayor Pro Tem Blackhurst stated the Town's budget
contains funding to provide service to 40,000-50,000 even though the
community consists of approximately 6,000 permanent residents. Trustee
Koenig commented the funding for the Library Foundation was to provide seed
money for economic gardening. Trustee Norris confirmed all Shuttle
Committee recommendations have been included in the budget. He requested
staff follow up on enforcement with regard to trash.
It was moved and seconded (Norris/Koenig) to continue the budget hearing
to November 27, 2012, and it passed unanimously.
2. FAIRGROUNDS SANITARY SEWER AND CIVIL SITE WORK CONTRACT.
Bids for the project were solicited mid October with the bid opening held on
October 29th and six bids were received:
Coulsen Excavating $338,515
Duran Excavating $369,193
American West $339,579
Connell Resources $390,813
Bob Ames Construction $317,550
Heath Construction $520,800
The civil site work would complete the necessary earthwork for both the stall
barn and the MPEC prior to frost to ensure the site is ready to build once a
decision is made on which building to move forward with for 2013. The
sanitary sewer line is over 1,400 ft and would serve the entire site at a cost of
$135,000. Public Works and Norris Design developed the most economical
method to complete the site work for both projects, which include the cut for the
MPEC and utilizing the cut material for the fill needed for the stall barn.
The Board understood the project to include a sewer line only and was
unaware the project included the preparation of both the stall barn and MPEC
site work. Mayor Pro Tem Blackhurst stated a decision to move forward
solidifies the Board's decision to move forward with both the stall barn and the
MPEC in the next couple of years.
Kay Norton Haughey/Town citizen requested the Board consider placing the
new stall barn where the current stall barns stand on the corner of Community
and Manford in order to move the smell away from the residential area on
Fourth Street.
After further discussion, it was moved and seconded (Ericson/Koenig) to
award the Fairground civil site work (grading) and sanitary sewer to Bob
Ames Construction Inc. for an amount not to exceed $350,000 with a 10%
contingency, and it passed with Trustee Phipps voting "No".
3. MUSEUM SENIOR CENTER MASTER PLAN CONTRACT. Item moved to
November 27, 2012 Town Board meeting.
4. WESTERN HERITAGE MEMORANDUM OF UNDERSTANDING. Coordinator
Winslow stated the Town and Western Heritage have worked since March to
define the relationship between the two entities through an MOU, which would
be approved annually. The MOU identifies, clarifies and defines the
responsibilities for the expenses and revenues for the Town and Western
Board ofTrustees — November 13.2V12—Page 5
Heritage as krelates tothe Rooftop Rodeo. Changes to revenue collection
include: the Town would no longer receive revenues from sponsorships;
Western Heritage would receive revenues from purking, merchandise sales,
sponsorships and behind the chute tours; Town would retain revenues from
rodeo admission, vendor fees, online ticket fees, and the Queen's dance. With
the change in navonu*a. Western Heritage would incur the expenses related to
the pamde, specialty nights, Mutton Buatin, hospitality tent, behind the chute
touro, call catch, ocuraboard, travel and training for members, royalty pmgnym,
rodeo tickets for sponsors would be purchased from the Tmwn, and other
miscellaneous items. The Town would maintain ownership of the Rooftop
Rodeo and the recent trademark and patent nfthe cowboy and name would be
transferred tothe Town. Any improvements made byWestern Heritage would
become the property ofthe Town and maintained bythe Town.
The Board stated concern with the 30 day termination clause which could
occur during the Rodeo and requested the agreement be reworded to allow
termination ofthe agreement anytime after the Rooftop Rodeo each year.
It was moved and seconded(Brod/B|ackhurst) to extend the Town Board
meeting tm11:O0p.m,and hpassed unanimously.
Board comments have been summarized: Board requested the opportunity to
review the P&L and bylaws for Western Heritage; stated oonoom with the level
of participation in strategic planning of the Town; concern with the Town
providing liability insurance to Western Heritage members; commented the
hiring of the stock contractor should be the decision of the Town only; and the
royalty program has been contentious and requested the PWOU contain
clarifying statements with regard to responsibility by Western Heritage.
Several changes were requested to section 2.14and the addition of section
2.17to section 2.15.
Kay Norton Haughey/Town citizen commented any changes that would impact
the area around the Reclamation area should be the sole decision of the Town.
After further disounsion, it was moved and seconded (8|aokhurst8Koenk]) to
approve the K8OU between the Town and the Western Heritage with
suggested changes, and itpassed unanimously.
5. EMPLOYEE PERFORMANCE REVIEW T|K8EFR8ME. Item moved to
November 27, 2012 Town Board meeting.
Mayor Pinkhamwhereupon headjourned dhe 11:O3/��m. \
/x
VViUiomC. Pinkham. Mayor
' - -
Williamson, Town Clerk