HomeMy WebLinkAboutMINUTES Public Safety, Utilities, and Public Works Committee 2013-04-11RECORD OF PROCEEDINGS
Town of Estes Park, Larimer County, Colorado, April 11, 2013
Minutes of a Regular Meeting of the PUBLIC SAFETY/UTILITIES/PUBLIC
WORKS COMMITTEE of the Town of Estes Park, Larimer County,
Colorado. Meeting held in the Town Hall in said Town of Estes Park on
the 1 1 th day of April, 2013.
Committee: Chair Blackhurst, Trustees Koenig and Phipps
Attending: Chair Blackhurst, Trustees Koenig and Phipps
Also Attending: Town Administrator Lancaster, Commander Rose, Dir.
Bergsten, Dir. Zurn, Supt. Fraundorf, and Deputy Town Clerk
Deats
Absent: Chief Kufeld and Assistant Town Administrator Richardson
Chair Blackhurst called the meeting to order at 8:00 a.m.
PUBLIC COMMENT.
None.
PUBLIC SAFETY.
INTERGOVERNMENTAL AGREEMENT WITH LARIMER COUNTY DEPARTMENT
OF HUMAN SERVICES — HUB JUVENILE ASSESSMENT CENTER.
When the Police Department refers a juvenile for services or takes a juvenile into
custody for a serious violent felony or misdemeanor crime, the individual must be
processed through the Larimer County Human Services Department Juvenile
Assessment Center, commonly known as The Hub. A screening process is performed
by Hub staff and a disposition is reached related to services to be provided to the
juvenile or, in some cases, the juvenile is placed in a detention center. When placed
into a detention facility certain costs are affixed to the juvenile arrestee, such as
transportation to the detention facility, and transportation to and from juvenile court. It is
the desire of the Estes Park Police Department to continue a relationship with The Hub
by renewing an intergovernmental agreement (IGA) for a five-year term. The
agreement will automatically renew each year until December 31, 2017, unless modified
or terminated by either party. Fees for services provided by The Hub are based on prior
agency history as it relates to juvenile cases. Estimated costs for 2013 are $1771, and
are budgeted in account #101-2100-421-22-98. The Committee recommends
approval of a five-year IGA with the Larimer County Department of Human
Services — Hub Juvenile Assessment Center at an estimated cost of $1771 for
2013 budgeted in account #101-2100-421-22-98 to the April 23rd Town Board
meeting consent agenda.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
1. Verbal Updates —
o Parking Permits — Commander Rose reported that approximately 50
parking permits are issued annual for downtown residential overnight
parking.
UTILITIES.
PURCHASE MINI -EXCAVATOR FOR WATER.
The Water Department currently utilizes a 15-year old backhoe that has reached the
end of its useful life. Replacement of the backhoe was fully funded in 2012, however
the monies to purchase new equipment were not allocated in the 2013 vehicle
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Public Safety/Utilities/Public Works Committee — April 11, 2013 — Page 2
replacement budget. Dir. Bergsten said it was the department's intention to include the
backhoe replacement in the 2013 budget, but due to changes in staff, it was not.
Staff has identified the need to replace the backhoe and is requesting approval to
purchase a smaller, mini -excavator that will allow crews to be less intrusive when
working near traffic and private property. Bids for the equipment were solicited with the
following results:
Wagner Equipment "Caterpillar" — Windsor, Colorado
Model #308ECR SB $79,056
Colorado Machinery "John Deere" — Fort Collins, Colorado
Model #85D $79,402
Power Motive "Komatsu" — Denver, Colorado
No Bid
Staff recommends the purchase of a mini -excavator from Wagner Equipment at a cost
of $79,056. Approval of this purchase will require appropriating additional funds during
the supplemental appropriation in December. Chair Blackhurst expressed reluctance to
approve the purchase outside of the 2013 budget which causes monies to be shifted or
taken from other areas of the budget, and asked if this type of equipment could be
shared between Town departments. Dir. Bergsten said that sharing of equipment does
occur between departments. The Committee recommends approval of the
purchase of a mini -excavator (Caterpillar 308ECR SB) from Wagner Equipment at
a cost of $79,056, from the Vehicle Replacement Fund #635-700-435-34-42,
unbudgeted, as a consent item on the April 23, 2013, Town Board agenda.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
1. Payport Update — Testing of the Payport system which will allow the Town to
take credit and debit card payments for various Town fees and services is
underway. Staff has been training on the system and developing business
processes for the credit card payments. The availability of this service will be
made available to the public soon and advertised through newspaper articles and
email notifications.
2. IT Staffing — Staff has entered into discussions with local vendors regarding
options for providing overall IT support to the Town. Initial topics of discussion
include providing historical information about Town operations, information about
the software and hardware used by the Town, and areas of responsibility. Staff
is researching a model in which the Town would employ one IT staff person, with
a vendor providing on -site personnel several days per week. Support could
potentially be provided remotely, referred to Town IT staff, or provided by the
vendor's on -site employee. This model would eliminate two full-time Town IT
employees. A formal Request for Proposals (RFP) will be issued to get a sense
of what costs would be incurred by the Town for this type of service. Chair
Blackhurst said he will be interested to see the cost analysis, stating he is
skeptical that the Town can get the same level of service from an outside vendor
that it gets from Town employees who know the system. Trustee Koenig
suggested utilizing students in internship -type programs to assist with IT tasks.
3. Verbal Updates —
o Water Department RFP — An RFP is being issued for on -call general
engineering services to pre -approve companies to work with the Town
based on cost and experience.
PUBLIC WORKS.
INSTALLATION OF FLOWER SCULPTURE AT PEACOCK PARK.
In 2012, the Estes Valley Sunrise Rotary donated a 10' tall bronze columbine sculpture
to the Town of Estes Park. Staff considered several locations for the placement of the
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Public Safety/Utilities/Public Works Committee — April 11, 2013 — Page 3
sculpture and is proposing that it be installed in Peacock Park. A post and bronze
plaque recognizing the Estes Valley Sunrise Rotary's donation will also be installed.
Weather permitting, the installation will take place within the next several weeks. Dir.
Zurn noted that the sculpture will be entered into the maintenance program currently in
place for the Town's bronze sculptures. Trustee Phipps asked why the Town does not
have a policy regarding accepting donations of this type. Dir. Zurn said staff is working
on a policy, however even with a policy, due to the various types of public art, it is likely
these proposals will be brought to the Board for consideration. Chair Blackhurst noted
that the Town receives requests for the donation of other items including memorial
plaques, benches, and trees and said a policy should address a process for considering
all types of donations. Town Administrator Lancaster said donations should fit the
character of the community and said staff is researching policies of neighboring
communities. The Committee recommends approval of the installation of the
flower sculpture at Peacock Park to the consent agenda for the April 23, 2013,
Town Board meeting.
Trustee Koenig suggested that staff consider repairing and refurbishing the Buell Porter
Christmas decorations during the summer prior to them being displayed again during
the holidays. She said that Lynda Vogel has guidelines and materials available for the
historic renovation of these pieces.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
1. America in Bloom — Municipal Worker Keri Kelly provided the Committee with
information about the America in Bloom program. For the first time, Estes Park will
be participating in this non-profit, nationwide program that began in 2001 to
promote beautification through education and community involvement while utilizing
flowers, plants, and trees. Locally known as Estes Park in Bloom, the project is a
community -wide effort involving businesses, residents, and Town government and
is a great way to celebrate pride in the community. A team of expert judges will be
in Estes Park on July 11th and 12th to evaluate the local displays based on six
criteria: floral displays, urban forestry, landscaped areas, heritage preservation,
environmental efforts, and the overall impression/cleanliness of the community. A
detailed, written evaluation will be provided to the Estes in Bloom committee
following the judges' visit. The Committee requested that Municipal Worker Kelly
provide information on the program to the Board of Trustees at the April 23rd Town
Board meeting.
There being no further business, Chair Blackhurst adjourned the meeting at 8:54 a.m.
Cynthia Deats, Deputy Town Clerk
APPROVED
APR 2 3 2013
TOWN OF ESTES PARK
BOARD OF TRUSTEES