HomeMy WebLinkAboutPACKET Administrative Committee 1992-04-28ADMINISTRATIVE COMMITTEE
April 28, 1992 - 9:00 A.M.
AGENDA
1. Larimer County Department of Human Development - Request for
funding.
2. Safety Manual - Request to adopt Town's safety manual for
CIRSA.
3. Credit Card Application - Request to obtain Town credit card.
4. Use Tax - Recommendation from staff:
A. Eliminate use tax on building materials.
B. Adopt Table 3A of the Uniform Building Code for
building permit fees.
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April 21, 1992
MEMORANDUM
TO: Mayor Dannels
Board of Trustees
FROM: Richard D. Widmer, Assistant Town Administrato
SUBJECT: Administrative Committee Agenda Discussion
LARIMER COUNTY DEPARTMENT OF HUMAN DEVELOPMENT FUNDING REQUEST.
Included in the packet is a letter from the Larimer County Human
Development Department explaining that, due to an oversight, a
formal request for funding was not made during the 1992 budget
preparation process. The program has been funded by the Town in
the past, beginning in 1983. The amount funded in 1991 was $8,400.
Loveland and Fort Collins both fund County human development
programs. In Estes Park, the department functions as a "clearing
house" of information on available programs for help with rent,
food, housing, old age pensions, social security, transportation,
and unemployment. The local office estimates they deal with
between 20-30 telephone calls/day for help, interview between 7-14
people, and speak with another 20-30 people in person. Money to
fund this program at the 1992 level was included in the budget
contingency.
Recommendation: Recommend that the Larimer County Department of
Human Development request for $8,400 in funding for 1992 be
approved.
SAFETY MANUAL - REQUEST TO ADOPT FOR CIRSA.
Our insurance carrier, CIRSA, has required the Town to collect, in
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Memorandum
Mayor Dannels, Board of Trustees
April 21, 1992
Page two
one document, all applicable safety procedures and policies
followed by Town departments. Our insurance premium is based to
some extent on the quality of this manual. Enclosed is a
memorandum from Monte Vavra explaining the request in more detail.
Mr. Vavra will present this item to the Committee.
Recommendation: Recommend that the Town adopt the CIRSA Safety
Manual, and appoint Monte Vavra as Safety Officer for the Town.
CREDIT CARD APPLICATION - REQUEST TO OBTAIN TOWN CREDIT CARD.
An employee suggestion was made for the Town to obtain a credit
card to be used only to guarantee reservations for Town travel
accommodations. A memorandum from Town Clerk O'Connor is included
explaining this item in more detail. Ms. O'Connor will present
this item to the Committee.
Recommendation: Recommend authorization be granted to apply for a
Town credit card to be used by the Town Clerk for authorized,
budgeted Town travel accommodations.
USE TAX - REQUEST TO ELIMINATE TAX ON BUILDING MATERIALS:
Included in the packet is a memorandum from Assistant Town
Administrator Widmer recommending the use tax on building materials
be eliminated, and Table 3A of the Uniform Building Code be adopted
for calculation of building permit fees. Staff believes this
change will eliminate a significant administrative burden on those
responsible to administer the existing tax, as well as those who
must pay it. The lost revenue can be recovered with the
recommended change adopting Table 3A.
Recommendation: Recommend that the use tax on building materials
be eliminated, and that Table 3A of the Uniform Building Code be
adopted as the calculation basis for building permit fees.
A Commitment To Progress
LARIMER COUNTY COLORADO
February 14, 1992
H. Bernerd Dannels, Mayor
Town of Estes Park
Box 1200
Estes Park, CO 80517
Dear Mayor Dannels:
FE[ x s
Department of Human Development
rf?l Rena Mackrill, Executive Director
1525 Blue Spruce Drive
Fort Collins, Colorado 80524
(303) 498-6800
Just recently it came to my attention that the Larirner County Department of
Human Development neglected to make formal application to the Town of Estes
Park for the annual allocation of funds to assist with our community based
program. After Hary Neely's sudden death last year, our attention was drawn to
a number of tasks related to evaluation and re -development of the program.
We were concerned about how best to staff the office to meet the true needs of
the community, and in general how to re-establish the community's trust in our
ability to provide critical services.
Our failure to formally request the $8,400 in funds for 1992 was a major
oversight. These funds have been a part of our overall program budget since
1985 and are critical to the continuation of Estes Park services.
As you are likely aware, Lois Muehlbauer, a longtime County employee in Estes
Park, is now in the position of Program Specialist for Human Development. We
are in the process of making significant and far-reaching changes to the
program, including the development of a trained, para-professional volunteer
work force to assist with the overwhelming demand for services.
I would be pleased to meet with you and the Town Board to discuss our request
and this program at any time. I look forward to hearing from you, and thank
you for your kind attention to this matter.
Sincerely,
Carol S. Gillespie, Director
Community Programming
498-6825
cc: Gary Klaphake, Estes Park Town Manager
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Courtlyn W. Hotchkiss
BOARD OF COUNTY COMMISSIONERS
M.J. "Moe" Mekelburg Daryle W. Klassen
MEMORANDUM
TO: Administrative Committee
FROM: Monte L. Vavra, Finance Officer
DATE: April 23, 1992
SUBJECT: Safety Manual
✓ As a member of the C.I.R.S.A. Insurance Pool, the Town of Estes
Park has been requested to adopt a safety manual. This safety
manual will become the guide to perform functions, duties, and
programs in a safe and effective manner.
/The safety manual covers topics such as accident reporting, safety
inspections, defensive driving, police procedures, public works
procedures, etc. These safety topics will establish guidelines
that should help reduce or eliminate situations that could result
in an insurance loss.
✓Why should the Town adopt a safety manual? The Town's annual
insurance premium is based upon our loss history and related loss
expenses. The lower loss history translates to lower premiums.
Points are also given for the number of topics that are addressed
in the safety manual. These points are translat�ed into dollar
credits towards the next years -insurance premier In 1990, the
Town received a safety audit score of .77 out of 1.00. In 1991, we
improved the score to .87.
VAt the Town Board level, a Safety Policy will need to be adopted
(see attached), and a Safety Committee/Coordinator needs to be
appointed. It is my recommendation that the Finance Officer be
appointed as the Safety Officer.
TOWN OP ESTES PARK
SAFETY PROGRAM STATEMENT OF POLICY
The Town of Estes Park believes the safety of our employees is a
vital consideration in the operation of our shops, offices,
vehicles, and facilities. Maintenance of safe and healthful
working conditions and the development of safe operation
procedures, including the organization and execution of a
continuing accident prevention program, is the responsibility of
management at all levels.
The Town of Estes Park will implement and administer a safety
program. In all of our assignments, the health and safety of all
will be the first consideration. Department heads and supervisory
personnel at all levels of the Town work force are directed to make
safety a matter of continuing concern, equal in importance to all
other operational considerations. This program is an integral part
of management procedures designed to fully utilize the Town's
capital and personnel.
The Finance Officer shall be appointed Safety Officer for the town.
April 21, 1992
MEMORANDUM
TO: Administrative Committee
FROM: Vickie O'Connor
SUBJECT: Credit Card Application
The Town Clerk processes all conference/training travel for
Trustees and employees. Managing registration deadlines and the
Town's cut-off date for writing vouchers is very difficult.
Processing of registrations and reservations could be greatly
expedited if I had the use of a credit card. We would obtain one
(1) credit card to be held by me used strictly to confirm
registrations and guarantee accommodations.
I respectfully request approval of my request to obtain a credit
card.
April 20, 1992
MEMORANDUM
TO: Administrative Committee
FROM: Richard D. Widmer, Assistant Town Administrator
SUBJECT: Proposed Change in Use Tax
In late 1986, the Town adopted a 2% Use Tax on building materials
and motor vehicles purchased outside the Town limits of Estes Park.
The building materials portion is refundable if documentation is
provided showing the amount of local sales tax paid on the
materials. For example, if a person purchased all the materials
for a house in Fort Collins and paid a 3% local sales tax, all of
the use tax paid would be refunded, providing receipts were
furnished verifying the purchases and tax paid. This has proven to
be a significant administrative burden for Town staff, owners, and
contractors involved, due to large amounts of paperwork and
recordkeeping requirements.
Use tax has produced the following revenue since it was adopted:
YEAR BUILDING'MATERIALS VEHICLES TOTAL
1986 $ 1,189 0 $ 1,189
1987 43,405 $32,655 76,060
1988 31,631 51,381 83,012
1989 29,150 56,037 85,187
1990 52,718 53,786 106,504
1991 56,833 61,539 118,372
It is obvious from the above data that even though theoretically
all use tax on building materials is refundable, in actual
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Memorandum
Administrative Committee
April 20, 1992
Page two
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practice, this does not occur. Although it is impossible to
calculate, it is believed the base amount of building materials tax
(the amount that does not qualify for refunds) is somewhere in the
$10-20,000 range.
It has been suggested that the use tax on building materials be
removed. State law allows towns to levy a use tax on motor
vehicles alone (see attached memo from Town Attorney White).
Several other municipalities, such as Cherry Hills Village,
Georgetown, and Alamosa use this approach.
One way that the revenue lost from this change could be made up is
by changing the way building permit fees are calculated. The Town
has adopted the Uniform Building Code for many years. In adopting
the Code every three years as it is updated, the Town has always
modified the way building permit fees are collected. The Code uses
Table 3A to calculate building permit fees based upon valuation.
Our modification has always been to collect commercial fees
according to Table 3A but to collect residential building permit
fees based upon $ 0. 10 /square foot plus $ 0. 05 /square foot for a plan
check fee.
The example below indicates the fee differences for various -sized
residential projects:
EXISTING BLDG. EXISTING
VALUATION PERMIT FEE USE TAX TABLE 3A
1. $ 29,877 $ 142.20 $ 298.77 $ 469.43
2. 59,694 202.50 596.95 758.18
3. 73,988 243.60 739.88 862.13
4. 103,396 435.00 1,033.00 1,078.28
5. 171,389 646.50 1,713.89 1,470.98
6. 254,558 1,108.20 2,545.51 1,950.30
Staff has calculated that if the Table 3A fee had been used in
1991, the Town would have collected $38,300 more in building permit
fees. This would offset what we believe to be the non-refundable
portion of the building materials use tax.
Using example #3 above, a builder or homeowner under the existing
system would have paid $243.60 for a building permit and $739.88
for use tax. Assuming that a majority of the use tax was
Town ot Fst es 11':),:.:111.1 Estes Park, CoIt:gado 80,EA7
Memorandum
Administrative Committee
April 20, 1992
Page three
refundable, the proposed fee based upon Table 3A at $862.13 will be
viewed by the development community as a very substantial increase.
However, since it is calculated by the UBC and used by many other
jurisdictions, it is a very defensible fee.
RECOMMENDATION
Recommend that the use tax on building materials be eliminated, and
that Table 3A of the UBC be adopted as the calculation basis for
building permit fees.
Attachment
LYNN A. HAMMOND
ROGER E. CLARK
GREGORY A. WHITE
HAMMOND, CLARK AND WHITE
LAW OFFICES
FIRST NATIONAL BANK BUILDING, SUITE 418
200 EAST SEVENTH STREET
LOVELAND, COLORADO 80537
303-667-1023
TELEFAX
303-669-9380
April 2, 1992
Mr. Richard Widmer
Assistant Town Administrator
Town of Estes Park
P.O. Box 1200
Estes Park, CO 80517
Dear Rich:
ALFRED P. DAVIS
OF COUNSEL
This letter is written pursuant to your request that I
provide the Town with a written opinion on the issue of whether
or not the Town may repeal the use tax currently imposed on the
privilege of using or consuming any construction and building
materials. This opinion also addresses other related issues.
Section 29-2-109(1) C.R.S., provides that a use tax
ordinance may be adopted by the Town for the privilege of using
or consuming any construction and building materials purchased at
retail or for the privilege of storing, using or consuming any
motor or other vehicles, or both. It is my opinion that the Town
may repeal the portion of the use tax on the privilege of using
or consuming any construction and building materials purchased at
retail. The procedure for repealing said use tax would be by the
adoption by the Town Board of an ordinance repealing that portion
of the use tax.
If there are any further questigns, please do not hesitate
to give me a call.
GAW:jc
Very truly yours,
Gregory A. White
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COLORADO
INTERGOVERNMENTAL
RISK SHARING AGENCY
April 1, 1992
Monte Vavra
Town of Estes Park
Box 1200
Estes Park, CO 80517
Dear Monte:
Pit 0 3199?
This letter is a follow-up to my visit on March 11, 1992, to conduct your annual loss analysis and to review
the Loss Control Standards.
Ii.
Annual Loss Analysis
During 1991 claims severity decreased 72% and claim frequency fell 27%. No unusual loss
trends were identified.
Audit of Applicable 1991 Loss Control Standards
Per the loss control standards audit criteria, we reviewed all applicable standards and
assigned either a (1), (2) or (3) point value. A (1) indicates non-compliance with a particular
standard; (2) indicates compliance with the CIRSA or CIRSA W\C standard; and a (3)
indicates that additional effort was put forth to achieve an optional or bonus point.
Audit rating scores are computed by dividing total points received by total points possible.
A separate score is computed for CIRSA and CIRSA W\C to account for some differing
standards. Possible audit rating scores range from a low of 0.33 to a maximum of 1.0.
Based upon our review of all applicable standards, the 1991 scores for the Town of Estes
Park are as follows:
CIRSA .87
Your 1990 audit score was .77, so there has been an improvement! Monte I appreciate the
work you have put into the Town Safety Manual.
Attached is a copy of the Loss Control Standards Audit Evaluation form which summarizes
audit points for each applicable standard. Your municipality received a score of either (2)
or (3) on most of the standards and we commend and appreciate your efforts.
1
950 South Cherry Street, Suite 800, Denver, Colorado 80222 (303) 757-5475 (800) 228-7136 FAX (303) 757-8950
There were six standards which received a score of (1) and they are as follows:
II.E.
VI.F.
VI.G.
VII.C.
XI. E.
XI.G.
Safety Rules and Procedures
Trenching and Excavating
Confined Space Entry- Public Works
Confined Space Entry- Water\Wastewater
Electric- Tree Trimming Program
Electric- Distribution Lines
As we discussed, if you are able to complete any of the above mentioned standards
verification, records, procedures, etc. by May 1, 1992, we will adjust your score acc
and send me written
ordingly.
Our audit reports are based upon observations or information available at the time of
warrant safety, health or compliance with any rule or regulation. We are only able to
your responsibility for controlling accidents.
Sincerely,
Marc Bonsignore, ARM
Senior Loss Control Representative
2
our audit. We cannot
assist you in fulfilling
A Commitment To Progress
LARIMER COUNTY COLORADO
LARIMER COUNTY HUMAN DEVELOPMENT
OFFICE OF COMMUNITY DEVELOPMENT
ESTES PARK PROGRAM
PURPOSE
Department of Human Development
Rena Mackrill, Executive Director
1525 Blue Spruce Drive
Fort Collins, Colorado 80524
(303) 498-6800
The purpose of the program is to provide coordinated information,
referral and intervention to those in need of short-term assistance in
the Estes Valley community. The aim is get people linked -up with the
most effective mix and match of services that will move them toward
self -sufficiency --to give them a "hand -up" not just a "hand-out".
HOW THE PROGRAM WORKS (statistics are for six months, Nov -Apr)
*Information and referral assistance: 3000 (1500 new contacts)
(phone calls and walk-ins)
*Face-to-face intervention assistance: 180
(assistance averaged 20 hours per client)
Sampling of clients:
74% families residing Estes Park 1-30 years
26% reside in Estes Park 1 month-1 year
55% currently employed
7% seniors of Old Age Pension
10% disabled
6% teens
* Kinds of requests for assistance: food, shelter, medical care,
day care, legal assistance, utility bills, counseling,
transportation, etc.
BUDGET
Community Development total budget: $147,565
Estes Park Program:
Staff salary and benefits: $30,612
Office, secretary, phones: 13,930
Staff mileage, misc. exp.: 550
TOTAL: $45,092
Funding request from Estes Park: $8400
Courtlyn W. Hotchkiss
District I
BOARD OF COUNTY COMMISSIONERS
M.J. "Moe" Mekelburg
District II
Daryle W. Klassen
District III