The URL can be used to link to this page

Home My WebLink AboutMINUTES Town Board 2024-05-14Town of Estes Park, Larimer County, Colorado, May 14, 2024 Minutes ofoRegular meeting of the Board ofTrustees nfthe Town ofEstes Park' LahnnerCounh/. Colorado. Meeting held in the Town Hall in said Town of Estes Park on the 14th day of May, 2024. Also Present: Gary Hall, Mayor MahaCenac, Mayor Pro Tern Trustees Bill Brown Kirby HazeUon Mark |ge| Frank Lancaster CindyYoun0|und Travis Mooha|eh, Town Administrator Jason Oamwxyber, Deputy Town Administrator Dan Knanner, Town Attorney Kimberly Oisney, Recording Secretary Absent: None Mayor Hall oa||od the meeting to order at7:OO p.m. and ail desiring to du so recited the Pledge of Allegiance. AGENDA APPROVAL. Board discussion was heard on whether to add Governance Orientation to the end of the meeting, naeohedu|o the hem for on upcoming study nesaion, or nohadu|o multiple orientation session with no more than two Town Board members at a time. It was determined tureschedule Governance Orientation for afuture meeting. Itwas moved (Brown) toapprove the Agenda with the addition ofodiscussion bz allow public comment at study sessions, and the motion died for lack of a second. It was moved and seconded (CenacNounglund) to approve the Agenda, and it passed unanimously. PUBLIC COMMENTS. John K8eissnen[Town citizen inquired what the Town and citizens could do to support searches for missing persons in Rocky Mountain National Park. TRUSTEE COMMENTS. Board comments were heard and have been summarized: The April Trustee Talk was held with discussion on GE Funds; the Regional Elected Officials meeting was held with discussions on emergency responses; Rooftop Rodeo would be held July 6 through July 10. 2024; the Sister Cities Board met and discussed the upcoming reconnaissance trip with Vice Mayor Gonzalez of Monteverde, Costa Rica; increased community engagement for one-on-one meetings with Town Board members; Visit Estes Park met and discussed public a000eo to Board minutes and paoketo, approved the CEO contract, the Estes Experiences event would be held to allow local workers to experience visitor activities, and Frozen Dead Guy Days fundraising opportunities for local non -profits- Estes Park Chamber ofCommerce Economic Development and Workforce Council continues to provide entrepenaurtroiningo and programs and increasing investor development; and Estes Park Housing Authority Board of Commissioners would meet to discuss the implications of CHAFA potentially purchasing Fall River Village for workforce housing. TOWN ADMINISTRATOR REPORT. Town Administrator Maoha|ekstated the Community Meet and Greet for Police Chief finalists would be held May 16, 2024. He also thanked Power & Communications for their response torecent weather events including snow and wind storms. CONSENT AGENDA: Board of Trustees — May 14, 2024 — Page 2 1. Bills. 2. Town Board Minutes dated April 23, 2024. 3. Transportation Advisory Board Minutes dated February 21, 2024 (acknowledgment only). 4. Resolution 38-24 Contract with Wagner Construction Inc. for the Reclamation Neighborhood Improvements, $3,531,040 — Budgeted. 5. Resolution 39-24 Third Amendment to the Intergovernmental Agreement with Platte River Power Authority, Fort Collins, Loveland, and Longmont for the Funding and Coordination of a Joint Compensation Study, $1,136.62 — Budgeted. 6. Resolution 40-24 United States Department of Agriculture Grant Application for Trailblazer Broadband. 7. Reappointment of Guy 'Wayne' Newsom to the Estes Park Board of Adjustment for a term expiring March 31, 2027. It was moved and seconded (Brown/Cenac) to approve the Consent Agenda with the removal of Consent Agenda Item #4 for discussion, and it passed unanimously. Consent Agenda Item #4 Resolution 38-24 Contract with Wagner Construction Inc. for the Reclamation Neighborhood Improvements, $3,531,040 — Budgeted. Trustee Igel inquired whether items of this magnitude should be presented as Action Items for further discussion. Town Administrator Machalek provided background on the budgetary approval process which included budgeting for this project. Director Bergsten outlined additional background on the project to improve the roadways and water main in the Reclamation Neighborhood which was originally constructed as temporary housing. He highlighted public outreach, the outdated infrastructure of the neighborhood, impacts on the neighborhood and other entities, private service line replacements, project timelines, and roadway improvements included in the project. It was moved and seconded (Igel/Hazelton) to approve Resolution 38-24, and it passed unanimously. Dick SpielmanlTown citizen expressed his concern that the Consent Agenda was not displayed during the meeting for the public to view as opposed to using personal electronic devices. REPORTS AND DISCUSSION ITEMS: (Outside Entities). 1. 2023 BASE FUNDING REPORT — CROSSROADS MINISTRY. Executive Director Schaffer provided a report on the base and annual funding for Crossroads Ministry. He highlighted the history, mission, and principles of Crossroads, program services, community partnerships, the level of impact on the community, continued support for individuals, philanthropy opportunities, and fundraising events. 2. 2024 NORTHERN COLORADO INTERSECTIONS REPORT. Community Foundation of Northern Colorado Director Bouchard and Program Officer Riesenberger presented the 2024 Northern Colorado Intersections report for regional well-being. They provided an overview of the Foundation, and highlighted the purpose of the report, pressures on the community including housing, water availability, and access to childcare and healthcare, the structure of the report, and key intersections identified in the report consisting of: nourishing, sheltering and caring, transacting, beautifying, connecting, and renewing. They further discussed how the report could provide insight for the future and what initiatives entities were currently reviewing and implementing. The Board discussed the availability of the report to other entities and the Community Foundations services in Estes Park. 3. TUITION ASSISTANCE IN THE ESTES VALLEY. Manager Bangs provided an overview of the tuition assistance resources available to the valley. The 2024 Annual Workforce Housing and Childcare Funding Plan calls for the use of 6E funds to support tuition assistance. She highlighted the cost of childcare versus tuition charged, and affordability of childcare for citizens. Options for tuition Board of Trustees — May 14, 2024 — Page 3 assistance include: EVICS Family Resource Center Childcare Scholarship, Larimer County Childcare Fund, Colorado Childcare Assistance Program (CCAP), and Universal Preschool. As of February 2024, the Larimer County Department of Human Services implemented an enrollment freeze for CCAP due to budget constraints. Utilizing the number of families receiving assistance through the EVICS Childcare Scholarship at the time of the CCAP freeze, and the influx of families who need assistance in the summer, staff estimates $200,000 of 6E funds would be needed to address the need. Staff proposed bringing forward a funding request from EVICS Family Resource Center. EVICS President Boatman and Interim Executive Director Miller provided the 2023 EVICS Family Resource Center Tuition Assistance Report. They highlighted the history of EVICS, qualifications for tuition assistance, the importance of consistent quality childcare, and impacts a family can encounter if childcare costs are not supported. The Board discussed impacts should EVICS not employ a childcare resource manager, current staffing at EVICS, whether the upcoming 6E funding request would solely support tuition assistance, if 6E funds were negatively impacting the ability to obtain tuition funding through other means, how additional funds were obtained to support tuition assistance in 2023, the number of children under the age of five in Estes Park, estimated 6E funds for 2024, and the allocation process of 6E funds for childcare. ACTION ITEMS: 1. RESOLUTION 41-24 SUPPLEMENTAL BUDGET APPROPRIATIONS #3 TO THE 2024 BUDGET. Director Creamean provided an overview of the third amendment to the 2024 budget which included appropriations for 1A Sales Tax extension funds to the Wildfire Mitigation Fund, the Trails Improvement and Extension Funds, Street Improvement Fund, and Stormwater Fund. He outlined the appropriation for the Enterprise Resource Planning (ERP) project would be funded by the Community Reinvestment Fund, Power and Communications Fund, and Water Fund. An increase to the General Fund due to receiving the Revitalizing Main Street grant from the State. Several errors were identified in the budget as follows: due to system errors some purchase orders and projects were rolled over and included incorrectly in budget amendment #2, certain items were recorded in 2023 accounts payable which were no longer needed and resulted in a net reduction of $800,533, and an error in the budgeting software calculated the 2024 payroll incorrectly for some employees; this was previously discussed with the Town Board during policy governance reporting on April 9, 2024 and April 23, 2024. The Board discussed the estimated amount to fully fund the Trolley Barn project, clarifications on the process for fund balances and appropriations, the use of the workforce housing regulatory linkage fee, staff actions to reduce future errors, and whether the new ERP system would address communication and calculation issues which have occurred. It was moved and seconded (Hazelton/Cenac) to approve Resolution 41-24, and it passed unanimously. John Meissner/Town citizen stated his appreciation that the errors were identified but questioned if there may be additional errors not discovered by staff. 2. RESOLUTION 42-24 CONTRACT WITH TYLER TECHNOLOGIES FOR ACCOUNTING SOFTWARE ACQUISITION AND IMPLEMENTATION. ERP Manager Hudson presented a resolution to contract with Tyler Technologies for implementation of the core accounting software. The 2023 Needs Assessment Report identified the need to replace the accounting software and in December 2023, a Request for Proposals was issued with nine proposals submitted and reviewed by staff. Software demonstrations were provided to several Town departments and it was recommended to contract with Tyler Technologies for core accounting, fleet management, purchasing, accounts payable, miscellaneous accounts receivable, inventory, general ledger, and reporting software. He highlighted the advantages, disadvantages, and financial implications of the contract. The Board questioned if the software was new, what was included with the implementation services , the annual costs, ongoing Board ufTrustees — May 14`2034—Page 4 customer service support, previous experiences with Tyler Technologies, and risks of cloud -based oomi000 opposed to server based. It was moved and seconded (IgoNCenoo) to approve Resolution 42-24, and it passed unanimously. Itwas moved and seconded (Haze Ito n/Brown toextend the meeting past 1O:DDp.m, and itpassed with Mayor Pro Tern Coneuvoting ^No^ I RESOLUTION 43-24CONTRACT WITH SPRYPO|NTSERVICE, INC. FOR UTILITY BILLING SOFTWARE ACQUISITION AND IMPLEMENTATION. ERP Manager Hudson presented a resolution to contract with SpryPoint3emice Inc. for implementation of utility billing software. The 2023 Needs Assessment Report identified the need to replace the accounting software and in December2U23. o Request for Proposals was issued with nine proposals submitted and reviewed by staff. Software demonstrations were provided to a number of Town departments and it was recommended to contract with SpryPoint Service Inc. for utility billing and customer online payment portal software. He highlighted the advantages of the SpryPoint software and it was moved and seconded (|ge|/Lunoaoter)toapprove Resolution 43'24.and itpassed unanimously. 4, RESOLUTION 44-24 CONTRACT WITH RATP DEVUSA, INC. FOR 2024 OPERATION OF THE PEAK'S RED ROUTE. Manager Klein presented a resolution to contract with FAOlz Dev USA. Inc. for the 2024 operation of the PoaKn Rod Route from May 24. 2024thmugh Octobor2O. 2024 The Town utilizes the same third'partytnunsit provider as Rocky Mountain National Park (RMNP) and RMNP has continued their contract with RATP Dev through 2028. As o||nvved by the adopted Finance Policies and Procedures yWanum|. section 3.7.3, staff intends to dovetail with RMNP's contract for 2024 services. He stated a separate contract with RATP Dev would be presented to the Town Board following receipt of the grant agreement with CDOT for the Federal Transit Administration 5311 grant funds. He provided 2023 ridership and detailed the adjustment to hours of operation for the route due to a lack of ridership during the early morning hours. The Board discussed anticipated costs of the remaining routes to come before the Board, cost adjustments from 2023. and the operating hours of the express route. It was moved and seconded (Haze|ton/Conac) to approve Resolution 44'24,and itpassed unanimously. 5. RESOLUTION 45-24 INTERGOVERNMENTAL AGREEMENT WITH COOT FOR 2D24THE "BUSTANGTOESTES"TRANSIT SERVICE. Manager Klein presented a resolution to contract with CDOT for the 2024 operation of "Bustang to Estes" transit service. Bustang, the interregional express bus service, connects commuters along the |-25and |'7Ocorridors. Since 2O1Q.and expanded in2O21. the Tmwn. CD0T. and RK8NP have partnered for Buotang operations from Denver's Union Station to Estes Park. Bustang would begin service to Estes Park onMay 27.2024ending October 1.2O24and comes atnocost tothe Town. The Board discussed the 2023 ridership and increases from previous years, access to RW1NP. and Park admission fees. It was moved and seconded (|ge|/Cenao) to approve Resolution 45-24,and itpassed unanimously. 6. RESOLUTION 4G-24CONTRACT WITH COULSONEXCAVATING COMPANY INC FOR THE 2024 OVERLAY & PATCHING PROGRAM. EngineerVVittwor presented a resolution to contract with Coulson Excavating Company Inc. for the 2024 Overlay & Patching Program. At the February 27, 2024 Study Session, staff presented plans to maintain the condition of Town roads at an overall system- wide Pavement Condition Index of 80. A Request for Proposals was published on March 21. 2024and four bids were received. Martin Marietta submitted the low bid for the 2024 project year, however, due to previous dissatisfaction with Martin Marietta's performance and management during 2023. staff recommended the contract be awarded to the next lowest bid from Coulson Excavating. He highlighted the scope of work, reconstruction of Pine Knoll Dhve, and minimal construction impacts. The Board requested clarifications on the timeline for West Board ofTrustees — May 14.2034—Page 5 Elkhorn Avenue construction and discussed review ofthe previous contractor's performance and the Town'aexperience with Coulson Excavating. Ken Carter/Chief Estimator for Martin Marietta spoke tothe Town'sdissatisfaction ofwork performed during 2023and the delay in receiving notification until the 2024 bid process and acknowledged the issues were addnaoeed, noted other work the company has completed in the Tmwn, and inquired whether their bid would have been dismissed ifthe next lowest bid was excessively higher. The Board further discussed the letter sent by Martin Marietta, additional scrutiny the Board conducted in reviewing the contract, and providing review of contracted work to contractors on a timelier basis. It was moved and seconded (Lmnoanbar/Hmze|ton)bmapprove Resolution 46-24. and itpassed with Trustee Brown voting "No". 7. RESOLUTION 47-24 CONTRACT WITH D|ET2LER CONSTRUCTION CORPORATION FOR GRAVES AVENUE SAFE ROUTES TO SCHOOL IMPROVEMENTS PROJECT. Engineer VVbtwar presented o resolution to contract with Dietz|er Construction Corporation for the Graves Avenue Safe Routes to School Improvements Project. Currently, Graves Avenue does not have sidewalks or tnoi|o along its entirety to connect Colorado Highway 7 and Community Drive. Graves Avenue has central location to provide safe routes for pedestrians totravel from CO7to public amenities including the Estes Pork Schools and Estes Valley Community Center. A Request for Pmponu|n was published and after three weeks of advertising, two bids were received. Staff has confirmed the production capabilities and experience of the contractor. He highlighted federal funds received in 2019 and the difference of staff cost estimates from the proposed amount. The Board discussed what constitutes a trail versus asidewalk and the use of1ASales Tax Revenue. |twas moved and seconded (|ge|/Young|und) to approve Resolution 47'24' and it passed unanimously. EL INTERVIEW COMMITTEE FOR THE ESTE3PARK PLANNING COMMISSION. Town Clerk Williamson presented the Interview Committee for the Estes Park Planning Commission (EPPC). To address vacancies on a Board or Commission, per Policy 101, the Town Board may appoint members of the Board to an interview committee. The EPPC consists of five -members with two vacancies currently. The Clerk's Office has advertised the vacancies and has received three applications. It was moved and seconded (Young|und/Cenao) to appoint Mayor Hall and Trustee Lancaster to the Estes Park Planning Commission Interview Committee, and itpassed unanimously. REQUEST TOENTER EXECUTIVE SESSION: Trustee Lancaster inquired whether the executive session could be continued to May 28, 2024 and after discussion of the importance of the executive session, it was moved and seconded (Lancaster/Cenac) to continue the Executive Session to May 28, 2O24.and itpassed with Trustees Haze|tonand Young|undvoting ^No" Whereupon Mayor Hall adjourned the meeting at10:3Sp.m. Kimberly Disney, Recording Secretary