HomeMy WebLinkAboutMINUTES Town Board 2014-03-11Town nfEstes Park, LahnnerCounty, Colorado, March 11.2O14
Minutes of Regular meeting of the Board of Trustees of the Town of Estes
Park, Lahmar Cuunb/, Colorado. Meeting held in the Town Hall in said Town
ofEstes Park onthe 11mday ofMarch, 2O14.
Also Present:
William C.Finkharn.Mayor
Eric Blaokhurst, Mayor Pro Tern
Trustees Mark Elrod
John Ericson
Wendy Koenig
Ron Norris
John Phipps
Frank Lancaster, Town Administrator
Greg White, Town Attorney
Jackie Williamson, Town Clerk
Absent: None
Mayor Pinkham omUod the meeting to order at 7:00 p.m. and all desiring to do so,
recited the Pledge of Allegiance.
PUBLIC COMMENTS.
TRUSTEE COMMENTS.
Trustee Norris stated the Visit Estes Park Board (LMD) continues their search for a new
CEO. Their next meeting would beheld onTuesday, March 18.2O14.
Trustee Koenig commented Sister Cities would hold a meeting on Wednesday, March
12, 2014 at Coffee on the Rocks.
Mayor Pm Tom Blaok unst stated the Estes Park Housing Authority would hold its
monthly meeting on Wednesday, March 12. 2014 at 8:30 a.m. in Room 202. The
Public Safety, Utilities and Public Works Committee would meet on Thumday. March
13.2O14at8:UOa.m.inthe Board Room.
Trustee Ericson stated the Transportation AdvismryCommKteewomld meet on March
10. 2014 at 12:00 p.m. in Rooms 202/203. The Visitor Center would hold an open
TOWN ADMINISTRATOR REPORT.
The FOSH funds are held by the Town in a fiduciary fund and would continue to be held
until ufinal decision has been made onEP|C'operforming arts theater in2O17.
Town Clerk Williamson provided an update onthe election stating the Clerk's office
would reookm absentee ballots on VVedneaday. March 12. 2014 and ballots would be
sent toall voters that requested mabsentee ballot. Absentee ballots would beavailable
through o|oo* of business on Friday. K4mroh 28, 2014. Registered voters could vote
early through the absentee process inTown Hall.
1. CONSENT AGENDA:
1. Town Bound Minutes dated February 25. 2014. and Town Board Study
Session Minutes dated February 25, 2014.
2. Bills.
Board of Trustees — March 11, 2014 — Page 2
3. Committee Minutes:
a. Community Development/Community Services Committee. February 27,
2014.
It was moved and seconded (Blackhurst/Koenig) to approve the Consent Agenda,
and it passed unanimously.
2. REPORTS AND DISCUSSION ITEMS (Outside Entities):
1. ESTES PARK HOUSING AUTHORITY UPDATE. EPHA Director Kurelja
provided the Board with a review of the Housing Authorities latest project
Falcon Ridge located on Lot 4, Good Samaritan, 5.55 acres, zoned RM — multi-
family residential, approved for 66 units assuming the units are affordable (one,
two and three bedroom units), and build out in two phases. A market study
found the need for 1 and 2 bedroom units, low vacancy rates exacerbated by
the flood, and very long waiting lists with approximately twice as many
applicants as units proposed. The new development would serve income
levels between 30% - 60% of the area median income. To provide funding for
the development the Authority would sell tax credits if awarded by CHAFA in
late May to early June ($8.7 million), acquire a mortgage (1.8 million), and
apply for CDBG-DR grant ($900,000) and Federal Home Loan Bank grant
($675,000). The funding identified would leave the project with a funding gap
of $565,894. The Authority would request the Board approve fee waivers for
building permits and water tap fees at a cost of approximately $417,000 to
assist in building the development. The Housing Authority would need a
commitment by the Board late spring/early summer.
3. ACTION ITEMS:
1. ORDINANCE #08-14 — AMENDING ESTES VALLEY DEVELOPMENT CODE
SECTION 3.1.E CONCURRENT REVIEW AND SECTION 3.1.F
APPLICATION PROCESSING SCHEDULE. Item continued to the Town
Board meeting scheduled for March 25, 2014.
2. RESOLUTION #08-14 — SUPPORTING BALLOT ISSUE 1A INCREASING
SALES TAX BY 1% FOR 10 YEARS FOR SPECIFIC PROJECTS. It was
moved and seconded (Norris/Blackhurst) to approve Resolution #08-14,
and it passed unanimously.
3. EVENT CENTER & PAVILION FEE SCHEDULE. Director Winslow presented
a rental fee schedule for equipment used in the new Event Center and Pavilion.
Staff has researched many facilities around the state and has reviewed the
Johnson report recommendations to develop the schedule: 1) Event Center
$2,000 — commercial, private, and other, $1,500 — non-profit and local, and
$3,000 — public event with ticket sales, and 2) Pavilion $1,500 — commercial,
private, other and $1,000 — non-profit and local. All room rentals are a per day
fee. Additional fees would be charged for rental equipment such as tables,
chairs, AN, Internet, etc. The fee schedule would be negotiable to address
time of year, labor intensive events, and include an all-inclusive price
arrangement. Staff would purchase the day-to-day equipment and rent other
items as needed. Items such as tables and chairs should recoup costs during
the first year of operations. The fee schedule would be reviewed annually to
ensure the rental prices remain competitive.
Charley Dickey/Town citizen thanked the Town for considering a non-
profit/local rate for use of the facilities. He would encourage the Town to
review the use of the shuttle system from the fairgrounds to downtown during
events, even on the shoulder seasons.
Board of Trustees — March 11, 2014 — Page 3
It was moved and seconded (Ericson/Phipps) to approve the proposed fee
structure for the Estes Park Event Center, Pavilion and equipment rental,
and it passed unanimously.
4. CONTRACT WITH ROCKY MOUNTAIN DATA AVAILABILITY SYSTEM
(RMDAS) FOR IT & WIRELESS EQUIPMENT AT THE EVENT CENTER AND
PAVILION. Director Winslow presented a contract with RMDAS to provide the
design and installation of the IT and wireless equipment for the new Event
Center and Pavilion. Staff requests approval to sole source the work with
RMDAS because the company has already performed similar work at the
fairgrounds. The local company provides the services needed at the
fairgrounds including a large bandwidth that is symmetrical, local technicians
able to respond within 30 minutes, knowledge of the property and the current
infrastructure, redundancy, and provide continued maintenance and operate
the system after installation. RMDAS currently provides wireless access on the
fairgrounds property for a fee. In the new agreement the Town would own the
equipment/infrastructure and would provide Internet access for free.
The Board commented on the need to ensure brand new equipment and
technology would be used in the facilities; as built drawings for the system
should be submitted for future use by staff or other contractors; the systems
should be compatible with current systems; and questioned the depth of the
company and its ability to be around for more than a couple of years.
Mark Repine/RMDAS Managing Partner stated the company has been in
business for three years, and has two IT professionals and two individuals in
college. The company has a long term lease with the hospital, leases fiber
from the Town, and has begun working on agreements with Airbits. The
company has every intention of being in business for the foreseeable future.
After further discussion, it was moved and seconded (Koenig/Norris) to
approve the contract with RMDAS at a contract amount of $74,760 and a
5% contingency, and it passed unanimously.
5. PURCHASE FURNITURE, FIXTURES AND EQUIPMENT FOR THE EVENT
CENTER AND PAVILION. The Town does not own the necessary equipment
to operate the new Event Center and Pavilion, therefore, staff requests the
approval to purchase equipment that would be rented and provide revenue for
the facilities. A number of quotes were received and staff recommended the
following: 150 — 8 ft. aluminum tables from Southern Aluminum at $314/table,
30 — 6 ft. round tables at $472/table, 16 — 4x8 section staging from Southern
Aluminum at $740/section, 800 — 4x6 vulcanized rubber mats from The Rubber
Man - $39/matt, and 300 banquet chairs padded and ganged form Worthington
Direct at $50.95/chair. The total cost of the items before deliver fees would be
$119,585. Staff continues to work on a grant for trash and recycling
receptacles at the facilities. It was moved and seconded (Blackhurst/Phipps)
to approve the purchase of equipment for the purchase price identified to
include necessary shipping cost, and it passed unanimously.
6. ECONOMIC DEVELOPMENT AGENCY GRANT APPLICATION TO
SUPPORT THE ESTES PARK ECONOMIC DEVELOPMENT COUNCIL. The
recently formed Economic Development Council identified diversification and
economic resiliency as elements to improve the local economy. The recent
flood highlighted the Town's dependency on tourism. The USEDA would
provide technical assistance to communities that have suffered adverse
economic impact due to the Colorado floods through grant assistance. The
USEDA has a strong interest in strategic planning; therefore, the Town has a
unique opportunity to take advantage of best practices and innovation through
the use of an experienced consulting firm. As the EDC has no history of
operation to rely on, the Town would apply for and assume compliance for the
$80,000 grant if awarded. The partnership between the Town and the ECD
Board of Trustees — March 11, 2014 — Page 4
would benefit the entire business community. The grant would require $20,000
in matching funds, which would come from Community Foundation of Northern
Colorado and Larimer County. No matching funds would be required by the
Town.
Jon Nicholas/EDC Director stated the outreach would be similar to the process
used by Downtown Development Inc. and involve all segments of the
community. The grant application does not have a deadline; however, the
sooner the application can be submitted the sooner the EDC can move forward
with the process.
Charlie Dickey/Town citizen stated the support by the Town aids the
advancement in developing a strategic plan.
It was moved and seconded (Norris/Koenig) to approve the grant
application contingent on the review and comment by the Board. All
comments to be sent to Administrator Lancaster by close of business
Friday, March 14, 2014, and it passed unanimously.
7. 2014 ORGANIZATIONAL PLAN. Administrator Lancaster presented the Town
Board with the 2014 Organizational plan, as required by the Municipal Code.
Trustee Elrod questioned the need for the plan to be reviewed and adopted,
and suggested the requirement be removed from the Municipal Code. Further
discussion ensued with the Board recognizing the adopted Policy Governance
and the need to simply review the organizational plan through the Administrator
updates annually. Administrator Lancaster stated the policy governing staff
limitations would be amended to require the Administrator to update an
organizational chart and report regularly to the Board any changes. An
amendment would also come forward to remove the requirement from the
Municipal Code.
It was moved and seconded (Norris/) to approve the administrative
organization plan for 2014 as submitted by the Town Administrator, and
the motion died for lack of a second.
4. REPORTS AND DISCUSSION ITEMS:
1. MULTI -PURPOSE EVENT CENTER & STALL BARN CONSTRUCTION
UPDATE. Director Zurn updated the Board on the construction progress
stating the Pavilion (stall barn) would be delivered by mid -April and the
concrete floor would be poured in two weeks. Work on the event center
(MPEC) has been favorable due to improved weather conditions. The building
has been closed up and a number of items are moving toward completion. The
construction schedule has slipped 10 days with an estimated deliver in mid -
May.
Whereupon Mayor Pinkham adjourned the megfing t"8:55 p.m.
L._
William C. Pinkham, Mayor
ki Williamson, Town Clerk