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HomeMy WebLinkAboutPACKET Town Board 2024-09-10The Mission of the Town of Estes Park is to provide high-quality, reliable services for the benefit of our citizens, guests, and employees, while being good stewards of public resources and our natural setting. BOARD OF TRUSTEES - TOWN OF ESTES PARK Tuesday, September 10, 2024 7:00 p.m. ACCESSING MEETING TRANSLATIONS (Accediendo a las Traducciones de la Reunión) To access written translation during the meeting, please scan the QR Code or click this link for up to 48 other languages (Para acceder a la traducción durante la reunión, par favor escanee el código QR o haga clic en el enlace para hasta 48 idiomas más): https://attend.wordly.ai/join/UOFH-5928 Choose Language and Click Attend (Seleccione su lenguaje y haga clic en asistir) Use a headset on your phone for audio or read the transcript can assist those having difficulty hearing (Use un auricular en su teléfono para audio o lea la transcripción puede ayudar a aquellos que tienen dificultades para escuchar). The Town of Estes Park will make reasonable accommodations for access to Town services, programs, and activities and special communication arrangements for persons with disabilities. Please call (970) 577-4777. TDD available or use the link above to access audio or read the transcript. ADVANCED PUBLIC COMMENT By Public Comment Form: Members of the public may provide written public comment on a specific agenda item by completing the form found at https://dms.estes.org/forms/TownBoardPublicComment. The form must be submitted by 12:00 p.m. the day of the meeting in order to be provided to the Town Board prior to the meeting. All comments will be provided to the Board for consideration during the agenda item and added to the final packet. PLEDGE OF ALLEGIANCE. (Any person desiring to participate, please join the Board in the Pledge of Allegiance). AGENDA APPROVAL. PUBLIC COMMENT. (Please state your name and address). TOWN BOARD COMMENTS / LIAISON REPORTS. TOWN ADMINISTRATOR REPORT. 1. POLICY GOVERNANCE MONITORING REPORT - POLICY 3.8. Board Policy 2.3 establishing reporting requirements for the Town Administrator under Policy Governance. Policy 3.8 is reported on each September. CONSENT AGENDA: 1. Bills - https://dms.estes.org/WebLink/browse.aspx?id=253208. 2. Town Board Meeting and Study Session Minutes dated August 27, 2024. 3. Transportation Advisory Board Minutes dated July 17, 2024 (acknowledgment only). Prepared 2024-08-30 *Revised NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was prepared. 4.Resolution 74-24 Grant Agreement with Front Range Waste Diversion to Purchase Four (4) Water Refill Stations, Three (3) Recycling Stations and One (1) Storage Container. 5.Appointment of Carissa Streib to the Transportation Advisory Board for a term expiring March 31, 2027. 6.Appointment of Jeffrey Robbins to the Estes Park Planning Commission to complete the term of Matt Comstock expiring March 31, 2026. 7.Acceptance of Town Administrator Policy Governance Monitoring Report. ACTION ITEMS: 1. RESOLUTION 75-24 CONTRACT WITH RATP DEV USA, INC FOR 2024 OPERATION OF THE PEAK’S SILVER, GOLD, BROWN AND BLUE ROUTES. Manager Klein. To extend service for routes from July 1, 2024 through September 2, 2024, and weekend-only operation September 7, 2024 through September 29, 2024 in the amount of $412,703.82 - Budgeted. 2.ORDINANCE 13-24 TO REFER CAMPAIGN FINANCE COMPLAINTS TO THE COLORADO SECRETARY OF STATE. Town Attorney Kramer. Establish a procedure for resolving any future complaints under the Fair Campaign Practices Act for municipal elections. REPORTS AND DISCUSSION ITEMS: 1. CARRIAGE HILLS/SPRUCE KNOB WATER PROJECT. Director Bergsten and Project Manager Wesley. ADJOURN. Town Administrator’s Office Memo To: Honorable Mayor Hall Board of Trustees From: Town Administrator Machalek Date: September 10, 2024 RE: Policy Governance Monitoring Report – Policy 3.8 (Mark all that apply) PUBLIC HEARING ORDINANCE LAND USE CONTRACT/AGREEMENT RESOLUTION OTHER: Policy QUASI-JUDICIAL YES NO Board Policy 2.3 designates specific reporting requirements for the Town Administrator to provide information on policy compliance to the Board. Reporting on Policy 3.8 – Compensation and Benefits is required in September of each year. Policy 3.8 states: “With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity.” This report constitutes my assurance that, as reasonable interpreted, these conditions have not occurred and further, that the data submitted below are accurate as of this date. Travis Machalek Town Administrator Policy 3.8: With respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the Town Administrator shall not cause or allow jeopardy to fiscal integrity of the Town. Accordingly, pertaining to paid workers, he or she may not: 3.8.1: Change his or her own compensation and benefits Status: Compliance Interpretation: I interpret this to mean that I cannot take any action that would result in a personal financial benefit, including modifying my benefits, leave provisions, or compensation in any way that is not defined in my employment agreement or specifically approved by the Town Board. Compliance with the policy will be achieved when: All of my compensation and benefits remain as approved by the Board through either my employment agreement or by specific action of the Town Board. Evidence: 1. The adopted budget and Annual Comprehensive Financial Report document that I have not taken any action to change my own compensation or benefits. Report: I report compliance. 3.8.2: Promise or imply permanent or guaranteed employment Status: Compliance Interpretation: I interpret this to mean that I cannot make any statements to current or potential employees that they can be assured of guaranteed employment with the Town of Estes Park. Compliance with the policy will be achieved when: I did not make any comments, verbally or in writing to any employee that can be construed as implying permanent or guaranteed employment. Evidence: 1. Since this is a requirement NOT to do something, the evidence would be for non-compliance (a substantiated allegation that such a promise or implication was made). No such allegations have been raised with myself, Human Resources, or with the Town Board. Report: I report compliance 3.8.3: Establish current compensation and benefits which deviate materially for the regional or professional market for the skills employed Status: Compliance Interpretation: I interpret this to mean we regularly compare our compensation and benefits to the regional market. That market has been defined in Policy 303 as adopted by the Board. The specifics of the market comparison process are defined in Policy 303. Compliance with the policy will be achieved when: I ensure we fully comply the procedures and steps outlined in the Board adopted Policy 303 regarding Classification and Compensation Evidence: 1. The compensation study, as prepared by the Town Compensation Consultant under the supervision of Human Resources staff. 2. Published Compensation schedules and Classification plan which is congruent with the results of the annual Compensation Study. 3.Specifics of the compensation model and most recent study are available for inspection upon request. Report: I report compliance. 3.8.4: Establish deferred or long-term compensation and benefits, without approval of the Town Board. Status: Compliance Interpretation: I interpret this to mean that I cannot take any action that would create or change any deferred or other long-term compensation for any employees without specific Board approval. Compliance with the policy will be achieved when: There have been no changes to anyone’s deferred or other long-term compensation or benefits without Board approval. Evidence: 1. The adopted budget and the Annual Comprehensive Financial Report document that I have not taken any action to change any long-term compensation or benefits without the prior approval of the Board. Report: I report compliance. Town of Estes Park, Larimer County, Colorado, August 27, 2024 Minutes of a Regular meeting of the Board of Trustees of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Town Hall in said Town of Estes Park on the 27th day of August, 2024. Present: Gary Hall, Mayor Marie Cenac, Mayor Pro Tem Trustees Bill Brown Kirby Hazelton Mark Igel Frank Lancaster Cindy Younglund Also Present: Travis Machalek, Town Administrator Jason Damweber, Deputy Town Administrator Dan Kramer, Town Attorney Rachel Richards, Recording Secretary Absent: None Mayor Hall called the meeting to order at 7:00 p.m. and all desiring to do so recited the Pledge of Allegiance. AGENDA APPROVAL. It was moved and seconded (Cenac/Younglund) to approve the Agenda, and it passed unanimously. PUBLIC COMMENTS. John Meissner/Town resident spoke regarding an upcoming Discovery Channel filming opportunity in Estes Park and suggested a resource outlining filming procedures to attract similar projects. John Guffey/Town resident spoke regarding loud vehicles in town over the weekend and encouraged increased enforcement for vehicle noise. TRUSTEE COMMENTS. Board comments were heard and have been summarized: the Transportation Advisory Board (TAB) continues to work on projects at the request of the Board; the August Trustee Talk topics included the purchases of Fall River Village and the property that houses Mountaintop Childcare; request for an economic update from Estes Park Health at a future meeting; discussion at Colorado Association of Ski Towns recent meeting in Durango included cultural acceptance training for businesses, hotel conversion to provide affordable housing, workforce transportation, and mental health partnership with law enforcement; EVICS Family Resource Center’s Annual Gala would be held September 14, 2024; Restorative Justice Community Conversation discussed cell phones in schools; Visit Estes Park met to appoint an Interim Director and would hold a Community Roundtable conversation on September 17, 2024; and newly assembled QUO Ecology Committee would promote local ecological awareness. TOWN ADMINISTRATOR REPORT. Town Administrator Machalek reported that an emergency purchase regarding a water main break on Highway 34 was not made and that replacement options would be incorporated into a future Capital Improvement Plan. He stated the Town Administrator’s Office had temporarily relocated to the upstairs meeting rooms while drainage issues beneath the office were mitigated and encouraged making an appointment to meet with staff in the meantime. CONSENT AGENDA: 1.Bills. DR A F T Board of Trustees – August 27, 2024 – Page 2 2.Town Board and Study Session Minutes dated August 13, 2024. 3.Estes Park Planning Commission and Study Session Minutes dated July 16, 2024 (acknowledgment only). 4.Appointments to the Estes Valley Public Library District Board of Julie Abel completing Anne Dewey's term expiring December 31, 2025 and J'Ann Wright for a four year term beginning January 1, 2025 and expiring December 31, 2028. It was moved and seconded (Brown/Hazelton) to approve the Consent Agenda with the removal of Consent Agenda Item 4, and it passed unanimously. Consent Agenda Item #4: Appointments to the Estes Valley Public Library District Board of Julie Abel completing Anne Dewey’s term expiring December 31, 2025 and J’Ann Wright for a four year term beginning January 1, 2025 and expiring December 31, 2028. Trustee Brown questioned if the current appointment process for the Library board, a separate governmental entity, should be reviewed. Trustee Igel stated the Library board manages tax revenues, therefore, the Town Board should review and appointment the board members. It was moved and seconded (Younglund/Cenac) to approve Consent Agenda Item 4, and it passed with Trustee Hazelton abstaining as an employee of the Estes Valley Public Library. REPORTS AND DISCUSSION ITEMS: (Outside Entities). 1.SISTER CITIES ASSOCIATION UPDATE. Estes Park Sister Cities Association Board Vice President Thomas provided an update on the 2024 Community Impact Funding received which supported a trip to Monteverde, Costa Rica in July 2024. The trip provided delegates with various opportunities to re-establish a relationship with Monteverde residents and culminated with the signing of a letter of intent to formally establish a Sister Cities relationship. A Monteverde delegation intends to visit Estes Park in October, and the Sister Cities Association would hold their annual meeting on October 2, 2024. PLANNING COMMISSION ITEMS: Items reviewed by Planning Commission or staff for Town Board Final Action. 1.ACTION ITEMS: A. RESOLUTION 72-24 242 VIRGINIA DRIVE PRELIMINARY SUBDIVISION PLAT, CD INVESTMENTS, LLC, OWNER/APPLICANT. Mayor Hall opened the public hearing. Planner Hornbeck presented the request to subdivide 242 Virginia Drive into six residential townhome lots in the RM (Multifamily Residential) zoning district. The proposed subdivision has met all review criteria including alignment with the Estes Forward Comprehensive Plan, lot size, open space, grading, geologic and wildfire hazards, stormwater, and landscaping. Comments regarding fire protection and utilites were to be addressed by the applicant. A neighborhood meeting held in November 2023 produced one statement of support and inquiries regarding density, building height, and drainage. Charles Bailey/applicant presented an overview of the proposed land use and stated that drainage currently routed to the north would be redirected to the south end of the property in addition to curb and gutter installation to accommodate excess flow from the detention pond. A sidewalk located east of egress totaling 90 feet would be installed to improve access to downtown.Town residents Lisa Voelker, Dan Timbrell, and William Noll spoke in opposition of the subdivision, citing concern for the proposed drainage plan; neighboring multi-story homes being built against hills to reduce perceived height; loss of natural light leading to increased heating costs; general detriment to neighborhood; and concern for wildlife. Town residents John Guffey and John Meissner questioned the future maintenance of a wildlife corridor and whether soil sample testing had been completed. Applicant Bailey restated the proposed plans met Estes Park Development Code height, drainage, and wildlife accomodation requirements and that two of the three buildings would be built into an existing slope. DR A F T Board of Trustees – August 27, 2024 – Page 3 Board discussion ensued and has been summarized: questioned density of neighboring Willowstone Court development; requested confirmation that only the subdivision of the property was under consideration; and requested to replace Juniper trees with a less flammable plant. Planner Hornbeck stated Willowstone Court density was nearly identical to the proposed project density; no zoning changes to the property have occurred since the applicant purchased the property in 2016, and clarified the final development plan will be reveiwed separately. Mayor Hall closed the public hearing and it was moved and seconded (Younglund/Cenac) to approve Resolution 72-24, and it passed with Mayor Hall voting “No”. ACTION ITEMS: 1.RESOLUTION 73-24 SUPPLEMENTAL BUDGET APPROPRIATIONS #5 TO THE 2024 BUDGET. Interim Finance Director Hudson provided an overview of the schedule of budgeted appropriation changes. The fifth amendment to the 2024 budget included increases to the General Fund, Community Reinvestment Fund, Power and Communication Fund, Water Fund, Fleet Maintenance Fund, and Workforce Housing Linkage Impact Fee balance. Discussion ensued regarding $1,250,000 toward redevelopment of 179 Stanley Circle Drive and $4,500,000 toward the Spruce Knob / Carriage Hill water line replacement project. Clarification was requested on budgetary procedures related to appropriating funds from capital improvement projects. There being no further comments, it was moved and seconded (Hazelton/Younglund) to approve Resolution 73-24, and it passed unanimously. Whereupon Mayor Hall adjourned the meeting at 9:08 p.m. Gary Hall, Mayor Rachel Richards, Recording Secretary DR A F T Town of Estes Park, Larimer County, Colorado August 27, 2024 Minutes of a Study Session meeting of the TOWN BOARD of the Town of Estes Park, Larimer County, Colorado. Meeting held at Town Hall in the Board Room in said Town of Estes Park on the 27th day of August, 2024. Board: Mayor Hall, Trustees Brown, Cenac, Hazelton, Igel, Lancaster, and Younglund Attending: Mayor Hall, Trustees Brown, Cenac, Hazelton, Igel, Lancaster, and Younglund Also Attending: Town Administrator Machalek, Deputy Town Administrator Damweber, Town Attorney Kramer, Town Clerk Williamson and Deputy Town Clerk Beers Absent: None Mayor Hall called the meeting to order at 4:30 p.m. WILDLIFE SAFETY EFFORTS. Chief Stewart provided an overview of the Police Department’s (PD) approach to wildlife safety efforts which consist of proactive and reactive public outreach. He stated wildlife calls are seasonal with calving in the spring and the rut in the fall. Proactive engagement may include social media, Coffee and Tea sessions and other opportunities to relay safety information to the public; 48”x36” educational signs to be placed around Town where needed. Mitigation efforts are also relayed through Code Enforcement interactions. Reactive efforts may include using police auxiliary, community service officers, code enforcement officer and patrol officers to create a buffer between the animals and the public to include taping off areas to help create a barrier. Citations for wildlife violations are primarily issued through Colorado Parks and Wildlife; however, the PD can issue citations if there are violations. He spoke to other national marketing efforts to help inform the public of safety measures when observing the local wildlife and welcomed Board feedback or alternate options to increase public safety as it relates to wildlife. Board comments have been summarized: The value in raising awareness during peak seasons and officer availability; the PD were encouraged to engage with a local group through the wildlife coalition called the “elk brigade”, volunteers who are trained in safety engagement; questioned the threshold of when an Estes Park officer would issue a ticket; opportunities for interactive digital proximity displays which are already used in other jurisdictions or National Parks; if Visit Estes Park (VEP) has messaging and opportunities for coordination; and video, audio or print options in/on public transportation. Town Administrator Machalek stated VEP markets wildlife safety messaging through their “Do Estes Right” promotion. Staff would research Board feedback and provide more information when available. SEMI-ANNUAL COMPLIANCE REVIEW WITH BOARD GOVERNING POLICIES – POLICY 1.10 SELF-MONITORING OF THE BOARD. Mayor Hall requested comments from the Board and hearing none, closed the discussion. HOSTED SHORT TERM RENTALS. Town Clerk Williamson stated the initial discussion would provide the Town Board with an overview of “hosted” short-term rentals, provide staff with direction on the use, provide guidance on use regulations, and if applicable, what public process the Board may consider. Through the approval of Ordinance 11-24, amending the Estes Park Municipal Code regulations for bed and breakfasts (B&B), the Board discussed how to classify currently licenses B&Bs that may not be able to meet the new regulations. These properties operate in alignment with the vacation home regulations; however, those regulations do not allow the homeowner to be present on the property while DR A F T Town Board Study Session – August 27, 2024 – Page 2 rented short-term. It was further noted through public comment, the renting of a room, or portion of the home as a separate dwelling unit allowed homeowners to afford to live and work or be retired in Estes Park. At the Board’s direction, staff reviewed communities (25) and counties (2) with short-term rental use and regulations to determine if they allow “hosted” rentals, and if so, what limitations or caps may be utilized to regulate the use. Staff’s review determined 16 communities do not allow “hosted” rentals, six communities allow the use, and Larimer and Summit County allow the use. Some key elements regulating the use include the home must be owner occupied, the use is not subject to a cap, some limit the number of bedrooms to be rented, most do not limit the number of bookings per year, and a number of them limit the use by zoning district. Staff stated any new use would require a development code review to identify allowed use, definition, zoning, accessory dwelling unit (ADU) tenancy, accessory kitchen, and the creation of separate dwelling units. Public comment was heard from Jim Doctor/Town resident, South Cox/Town resident, Kyrie Cox/Town resident, Dick Mulhern/Town resident, Becky Robbins/Town resident, Steve Ferrante/Town resident, and Liz Mulhern/Town resident and has been summarized: spoke to the breakfast requirements for bed and breakfast inns; dietary restrictions/allergies and varying customer interaction preferences with hosts; operating as a B&B with no neighbor complaints; the concept of hosted would be a great solution for people in the Town; B&B rentals operating as a separate unit in the basement allows individual’s to live and retire in Estes Park; short-term rental use provides services, brings guests into the community, and generates sales tax revenue; and a cap on hosted short term rentals would not be needed due to the unique market. Board comments and questions have been summarized: Whether health and safety standards differ between vacation homes, B&Bs and ADUs; if Larimer County would apply commercial property tax rates on hosted short-term rentals similar to B&Bs; if hosted short-term rentals are resident occupied, are there agreements which exist with the owner; should public input on how properties are operating based on zoning or the creation of an additional dwelling unit be reviewed; review how short-term rentals impact commercial accommodations which pay commercial rates; there may be value in creating a distinction between a B&B and the term “Airbnb”; short-term rentals are expensive houses not typical of workforce housing; some issues or neighbor complaints can be mitigated with an owner present; recommended the removal of the B&B category, maintain traditional vacation home licenses, and allow hosted to simplify the categories; rentals change the character of the neighborhood when there are multiple rentals in residential areas regardless if they are hosted or traditional vacation homes; concern with enforcement for hosted short-term rentals; support was heard to review currently licensed B&B properties on an individual basis to determine if they are operating within the current vacation home regulations in order to be added to the residential cap; importance of attempting to identify unintended consequences and challenges of having short-term rentals in residential neighborhoods; impacts to property values and long term impact if the license would be transferable; implications if the owner occupied requirement were removed from the current vacation home definition; if the workforce housing regulatory linkage fee would applied to hosted short- term rentals; and the importance in creating a balance based on community needs. Town Administrator Machalek spoke regarding the duplex code regulations which are limited by zoning to Two-Family Residential - R-2 and Multi-Family Residential - RM. He spoke regarding the language in the codes and the allowed use of those type of properties. Attorney Kramer stated additional research would be needed to determine regulations for owner-occupied short-term rentals. Staff would further research a separate category for hosted short-term rentals, a combined category with no owner occupancy prohibition, and no changes to current regulations. Staff would further review the process for reviewing current B&B properties on a case-by-case basis for consideration as a vacation home license. Research would also include a consequence analysis and enforcement feasibility for all three options. DR A F T Town Board Study Session – August 27, 2024 – Page 3 Research would be provided at a future study session to include regulatory impacts and staff recommendations. FUTURE STUDY SESSION AGENDA ITEMS. Town Administrator Machalek stated Commercial/Residential Insurance and the Use of 6E Funds for Tuition Assistance would be heard on September 24, 2024. Utility Rates for Service Areas Outside of Town Limits and Annexation Overview would be added to the approved/unscheduled list. Staff would continues to research the new state legislation requiring municipalities to license massage therapists and massage facilities, and would add a discussion to approved/unscheduled list. The Board spoke regarding noise complaints from the past weekend and requested the Noise Ordinance discussion be scheduled. COMMENTS & QUESTIONS. None. There being no further business, Mayor Hall adjourned the meeting at 6:45 p.m. Bunny Victoria Beers, Deputy Town Clerk DR A F T Town of Estes Park, Larimer County, Colorado, July 17, 2024 Minutes of a Regular meeting of the TRANSPORTATION ADVISORY BOARD of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Municipal Building in said Town of Estes Park on the 17th day of July, 2024. Board: Chair Belle Morris; Vice-Chair Kristen Ekeren; Members Larry Gamble, Linda Hanick, Misti Marcantonio, Wallace Wood; Trustee Mark Igel; Staff Liaison Greg Muhonen Attending: Chair Morris; Members Gamble, Hanick, and Wood; Trustee Igel; Director Muhonen; Engineer Bailey; Manager Klein; Manager Pastor; Recording Secretary McDonald; Paul Hornbeck, Community Development Absent: Vice-Chair Ekeren, Member Hooper, Member Marcantonio Chair Morris called the meeting to order at 12:08 p.m. PUBLIC COMMENT None. TRUSTEE LIAISON UPDATE Trustee Igel did not have new information to present as a formal update but indicated that he would be glad to take back to the Town Board, at the TAB’s request, any communication that might result from today’s meeting. APPROVAL OF MINUTES DATED JUNE 26, 2024 It was moved and seconded (Gamble/Hanick) to approve the June 26, 2024, minutes with a minor amendment, and it passed unanimously. PARKING & TRANSIT UPDATES Manager Klein reported that the May 24–July 14 occupancy data shows near 100% capacity each weekend in all lots excluding the Events Center and Parking Structure (PS). Banners, sandwich board signs, and light pole advertising are promoting use of the free PS and Town transit, with the PS achieving capacity of 85% or higher six times since the May 24 season launch. Overall parking revenue is down due to temporarily free parking at the Riverside, East Riverside, and Post Office lots; however, the remaining paid lots are earning an increase of 6% over the average reported in previous years. Payment use is mostly balanced between the mobile app and kiosk options, and people are retaining their stalls for longer periods. Weekly parking data continues to be posted regularly on the Estes Transit webpage under Paid Parking Season Resources. Manager Klein will investigate whether the Mistall Platform will feature app accessibility. Transportation Advisory Board – July 17, 2024 – Page 2 Despite The Peak’s reduced daily operating hours this year (9am-9pm versus 7:30am- 9:30pm in 2023), Red Route ridership reached 11,859 in June, up 13.7% over 2023. During the special transit schedule offered for July 4 fireworks, ridership was at 525. Since May 25, Bustang to Estes weekend service has drawn 513 riders, with 137 disembarking at the Visitor Center (VC) and 376 bound for Rocky Mountain National Park RMNP). At the VC on August 4, 8:30am-noon, Manager Klein will help promote The Peak at a tabling event hosted by the Colorado Department of Transportation (CDOT) and the Regional Transportation District (RTD). The Peak’s updated maps and event transit service are available on the Town’s transit webpage. Manager Klein continues to represent Estes Park in the creation and organization of the GoNoCo34 Transportation Management Organization (TMO), which aims to promote sustainable, regional transit options. Steer Consulting is developing the business structure and the funding to support branding. Recruitment is underway for a part-time (24 hours per week) Executive Director. ENGINEERING UPDATES Engineer Bailey advised that concrete work on the north side of Graves Avenue will be completed by the end of this week, with asphalt patching to follow. This Safe Routes to School (SRTS) project, which is expected to conclude by mid-August, allows two-way traffic on Graves Avenue, with parking allowed only on the south side. The Cleave Street Improvements Project (CSI) is on pause until October 21, 2024, when the project will resume with six weeks of undergrounding work; if possible, the roadway contractor may also work during that period. Meanwhile, the Street Division will water the Cleave Street surface as needed. Staff is still working to ensure that Xcel Energy resolves the bollard issue at the rear of 119 West Elkhorn Avenue. Following public outreach efforts for the Transportation Management Plan (TMP) and Transit Development Plan (TDP), Consultant Kimley-Horn is refining data and the priorities list. The conceptual plans will be reviewed soon by staff and presented to the TAB on August 21. The final segment of the Fall River Trail Extension (FRT) may require slight adjustments to the project’s final design. Bidding will take place in the spring with the goal of construction in fall 2025. ADMINISTRATIVE UPDATES Director Muhonen referred TAB members to the project page links provided on the agenda for the Downtown Estes Loop (DEL) and CDOT US 34/36 Overlay projects, and invited questions. He also advised that asphalt milling on Moraine and Elkhorn Avenues is expected to begin July 29, followed by paving, sealing, and striping. Substantial completion of the DEL is expected before October. Transportation Advisory Board – July 17, 2024 – Page 3 Brief discussion points included a horse hitching post near Rockwell Bridge that has been missing since construction began in fall 2023, and Americans with Disabilities Act (ADA) compliance work at the intersection of Marys Lake Road and Moraine Avenue. UPDATE ON PAST PUBLIC COMMENT Regarding the June 2 TAB Public Comment Form about speeding on Fish Creek Road, which was discussed at the June 24 meeting, Director Muhonen reminded the TAB that Larimer County is responsible for signage and speed enforcement there. On roads that fall within Town and County jurisdictions, maintenance responsibilities are shared. Regarding Public Comment from the June 24 meeting, Engineer Bailey advised that the suggestion for year-round Town transit service to the northeast region of Estes Park could be considered in the TMP development. Public input on the TMP will be taken until the plan is adopted by the Town Board. OTHER BUSINESS Manager Pastor reported that two firms were selected to interview in early August for the Big Horn Parking Structure design. Public input will be invited once the selected consultant produces three conceptual designs. Director Muhonen advised that CDOT Engineer Gina Fox had received an internal application call for multimodal trail funding; he requested that she submit, on behalf of Estes Park, the application for a Moraine Avenue multimodal trail from Davis Street to Marys Lake Road. There was brief discussion regarding the sidewalk on Big Horn Drive; the planned polling of school parents this fall regarding Colorado Highway 7 (CO 7) crosswalk safety; regulations on school bus service on highways; and color guidelines for street marking. There being no further business, Chair Morris adjourned the meeting at 1:16 p.m. /s/Lani McDonald, Recording Secretary EVENTS & VISITOR SERVICES Memo To: Honorable Mayor Hall Board of Trustees Through: Town Administrator Machalek From: Rob Hinkle, Fairgrounds and Events Director Date: September 10, 2024 RE: Resolution 74-24 Grant agreement with Front Range Waste Diversion to Purchase (4) Water Refill Stations, (3) Recycling Stations and (1) Storage Container (Mark all that apply) PUBLIC HEARING ORDINANCE LAND USE CONTRACT/AGREEMENT RESOLUTION OTHER________ QUASI-JUDICIAL YES NO Objective: Staff at the Estes Park Events Complex seeks Town Board approval for a grant agreement with Front Range Waste Diversion (FRWD), an enterprise within the Colorado Department of Public Health and Environment, for grant funding to purchase (4) water refill stations, (3) recycling stations and (1) storage container for use at large- scale Town events. Present Situation: The Town of Estes Park owns and operates the Estes Park Events Complex which offers more than 55,000 square feet of flexible event space. In addition to this property, Town staff coordinate events at other locations such as Bond Park, Performance Park, Baldwin Park, and the George Hix Riverside Plaza. Each year, there are between 180- 200 events in Estes Park including festivals, concerts, trade shows, conferences, sporting events and weddings. In 2023, the Events Center Complex generated approximately 195,000 pounds of solid waste. Additionally, these venues produce approximately 25,000 pounds of recycling each year with much of that being single-use drink containers. Proposal: To reduce the amount of waste produced at these large events, Estes Park Events Complex staff applied for and was awarded a Front Range Waste Diversion Mini Contribution grant to purchase (4) water refill stations, (3) recycling stations and (1) storage container. Staff recommends approval of the Agreement with FRWD as presented in order to move forward with this grant project. Advantages: •This project is in line with the defined purpose of the Front Range Waste Diversion Enterprise which is “to drive sustainable waste diversion efforts across the Front Range region.” •This project is in line with the Town Board’s 2024 Strategic Plan objective to “support environmental stewardship and sustainability through our policies and actions.” •This project is in line with two of the Town’s Environmental Sustainability Implementation Plan: •Install additional water refill stations in Town facilities. •Provide more recycling bins in Town facilities, especially where there are larger gatherings of the public ( such as the Visitor Center and Event Center). Disadvantages: Acceptance of grant funding is accompanied with administrative burdens; however, Town staff has experience successfully managing grants of this nature. Action Recommended: Staff at the Estes Park Events Complex respectfully requests that the Board authorize execution of the proposed grant agreement with FRWD for grant funding for the purchase of (4) water refill stations, (3) recycling stations and (1) storage container. Finance/Resource Impact: The total cost of this project is as follows: (4) Water Refill Stations - $22,844.00 (3) Recycling Stations - $14,204.00 (1) Storage Container - $6,350.00 $45,398.00 This project is 100% grant funded. There is no local match commitment. Level of Public Interest Public interest in this item is low. Sample Motion: I move to approve/deny Resolution 74-24. Attachments: 1. Resolution 74-24 2.Executed PO 2025-2277. RESOLUTION 74-24 A RESOLUTION APPROVING A GRANT AGREEMENT WITH FRONT RANGE WASTE DIVERSION WHEREAS, the Town Board wishes to enter a grant agreement referenced in the title of this resolution for the purpose of grant funding to purchase four water refill stations, three recycling stations, and one storage container for use at large-scale Town events. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK, COLORADO: The Board approves the purchase order constituting the grant agreement referenced in the title of this resolution, in substantially the form now before the Board. DATED this day of , 2024. TOWN OF ESTES PARK Mayor ATTEST: Town Clerk APPROVED AS TO FORM: Town Attorney ATTACHMENT 1 STATE OF COLORADO Department of Public Health & Environment Page 1 of 1 ORDER *****IMPORTANT***** Number:PO,FEFA,202500002277 The order number and line number must appear on all invoices, packing slips, cartons, and correspondence.Date:7/11/24 Description: FEFA, FRWD, Town of Estes Park, Mini Grant BILL TO DEHS - A2 4300 CHERRY CREEK DRIVE SOUTH DENVER, CO 80246-1530 Effective Date:07/11/24 Expiration Date:01/31/25 BUYER SHIP TO Buyer:DEHS - A2 4300 CHERRY CREEK DRIVE SOUTH DENVER, CO 80246-1530 Email: VENDOR TOWN OF ESTES PARK PO BOX 1200 ESTES PARK, CO 80517-1200 SHIPPING INSTRUCTIONS Delivery/Install Date: FOB:FOB Dest, Freight PrepaidContact:EFT REMIT Phone:303-870-1361 VENDOR INSTRUCTIONS EXTENDED DESCRIPTION New PO FRWD - $45,398.00 Town of Estes Park Mini Grant Line Item Commodity/Item Code UOM QTY Unit Cost Total Cost MSDS Req. 1 0 0.00 $45,398.00 Description:FEFA, FRWD, Town of Estes Park, Mini Grant The FRWD Enterprise is and operates as a government-owned business within CDPHE for the purpose of collecting the fee charged to waste generators and using the fee to provide grants and technical assistance to promote waste diversion. The enterprise is overseen by the FRWD Board of Directors. The department administers the grant program on behalf of the enterprise. See 25-16.5-111(3), C.R.S. Service From:07/11/24 Service To:01/31/25 TERMS AND CONDITIONS https://www.colorado.gov/osc/purchase-order-terms-conditions DOCUMENT TOTAL =$45,398.00 ATTACHMENT 2 Page 1 of 4 Ver. 01.11.19 STATEMENT OF WORK I.Project Description: This project serves to protect the public health and environment in Colorado by increasing waste diversion from landfills in the Town of Estes Park. Town of Estes Park hosts between 180-200 events each year at the Estes Park Events Complex and at other locations in the Town. To align with the Town’s sustainability efforts, this project plans to support eliminating the purchasing of bottled water with Town funds, provide more opportunities for recycling and composting at events, and raise environmental awareness with event attendees. Grant funds will purchase four (4) 4-spigot water refill stations, three (3) triple-stream recycling stations, and a storage container to store the water refill stations and recycling stations when not in use. By offering these sustainable alternatives at events, Town of Estes Park anticipates reducing solid waste disposal to landfills by 20 percent in the first year. The Colorado Department of Public Health and Environment (CDPHE) is supporting this project because it meets the goals identified by legislation to increase waste diversion and circularity in Colorado. II.Definitions: 1.CDPHE:Colorado Department of Public Health and Environment 2.Triple-stream:Includes trash, recycling, and composting collection III.Work Plan: Goal #1: To protect Colorado’s environment and human health by implementing sustainable practices to achieve improvements in waste management through behavioral change in individuals. Objective #1: No later than the expiration date of this contract, increase sustainable waste diversion in Town of Estes Park. Primary Activity #1 Contractor shall attend a contract kick off meeting. Primary Activity #2 Contractor shall obtain four (4) water bottle refill stations. Sub-Activity #2 1.Contractor shall provide photos of each water bottle refill station on-site. Primary Activity #3 Contractor shall obtain three (3) triple-stream recycling stations. Sub-Activity #3 1.Contractor shall provide photos of each triple-stream recycling station on-site. Primary Activity #4 Contractor shall obtain a storage container. Sub-Activity #4 1.Contractor shall provide photos of storage container on-site. Standards and Requirements 1.CDPHE will schedule the contract kick off meeting via email no later than 15 business days of this contract’s execution. a.The contract kick off meeting will be conducted by phone or virtual meeting software. 2.Contractor shall submit all deliverables via email to the CDPHE Contract Monitor unless otherwise specified. 3.Contractor shall notify CDPHE via email within three (3) business days if there is an anticipated delay that exceeds a scheduled completion date by more than two (2) weeks. 4.Contractor shall respond to CDPHE inquiries via email within three (3) business days. 5.Contractor shall verify the appropriate language and use of logo with CDPHE when crediting CDPHE in marketing materials. Page 2 of 4 Ver. 01.11.19 6. Contractor shall allow no fewer than three (3) business days to comment on the draft language or logo from the date the CDPHE Contract Monitor receives the request. 7. Contractor shall be solely responsible for all costs associated with grant-funded equipment to include at a minimum: a. Repairs b. Maintenance c. Replacement Expected Results of Activity(s) 1. Increased waste diversion in Colorado. Measurement of Expected Results 1. Completion of the outlined project. Completion Date Deliverables 1. Contractor shall submit photos of each water bottle refill station on-site. No later than ten (10) calendar days after receiving the refill stations, not to exceed 01/15/2025. 2. Contractor shall submit photos of each recycling station on-site. No later than ten (10) calendar days after receiving the recycling stations, not to exceed 01/15/2025. 3. Contractor shall submit photos of the storage container on-site. No later than ten (10) calendar days after receiving the storage container, not to exceed 01/15/2025. IV. Budget: Equipment Awarded Amount Four (4) Water Bottle Refill Stations $24,844.00 Three (3) Recycling Stations 14,204.00 One (1) Storage Container 6,350.00 Total Project Cost $45,398.00 V. Budget Narrative: Equipment/Supplies: Water Bottle Refill Stations: Four (4), 4-spigot tabletop dispensers and water bottle filler spigots on backsplash to provide water bottle refills at events, including storage crates and shipping. Recycling Stations: Three (3) triple-stream waste stations to provide trash, recycling, and compost services at events, including shipping. Storage Container: One (1) 20-foot storage container including shipping for storage of water refill stations and recycling stations when not in use. VI. Additional Provisions: The following terms and conditions are in addition to the standard purchase order terms and conditions and are to be read and interpreted in conjunction with the provisions of the purchase order. Wherever used in the following provisions, “Contractor” and “Vendor” shall have the same meaning. Contractor and/or Vendor – any party to which a Purchase Order is issued. Page 3 of 4 Ver. 01.11.19 1.Invoicing To receive compensation under the Purchase Order, the Contractor shall submit a signed Reimbursement Form upon final deliverable completion. This form is titled Reimbursement Form and will be emailed to the Contractor by the Contract Monitor upon the Purchase Order execution. The form is incorporated and made part of this SOW by reference. The Reimbursement Form must be submitted no later than forty-five (45) calendar days after the end of the billing period for which services were rendered. Expenditures shall be in accordance with the Statement of Work and Budget. The Contractor shall submit the invoice using the method listed below. The Contractor shall submit the following documentation with the completed invoice; copies of timesheets\paystubs, credit card receipts, copies of cleared checks, invoices with zero balance shown, etc. Combine the completed and signed Reimbursement Form and supporting documentation into an electronic document. Email the combined invoice and supporting documentation to: CDPHE Waste Diversion Grants Program, cdphe_recycling_grants@state.co.us Final billings under the Purchase Order must be received by the State within a reasonable time after the expiration or termination of the Purchase Order; but in any event no later than forty-five (45) calendar days from the effective expiration or termination date of the Purchase Order. 2.Time Limit for Acceptance Of Deliverables. a.Evaluation Period. The State shall have thirty (30) calendar days from the date a deliverable is delivered to the State by the Contractor to evaluate that deliverable, except for those deliverables that have a different time negotiated by the State and the Contractor. b.Notice of Defect. If the State believes in good faith that a deliverable fails to meet the design specifications for that particular deliverable, or is otherwise deficient, then the State shall notify the Contractor of the failure or deficiencies, in writing, within seven (7) calendar days of: 1) the date the deliverable is delivered to the State by the Contractor if the State is aware of the failure or deficiency at the time of delivery; or 2) the date the State becomes aware of the failure or deficiency. The above time frame shall apply to all deliverables except for those deliverables that have a different time negotiated by the State and the Contractor in writing pursuant to the State’s fiscal rules. c.Time to Correct Defect. Upon receipt of timely written notice of an objection to a completed deliverable, the Contractor shall have a reasonable period of time, not to exceed thirty (30) calendar days, to correct the noted deficiencies. 3.The State has determined that this Contract does not constitute a Business Associate relationship under HIPAA. 4.This award does not include funds for Research and Development. 5.Contractor shall not sell, transfer, abandon, dispose of equipment, or otherwise allow equipment to become unavailable for use during the term of the contract. 6.Contractor shall notify CDPHE via email if the project goals change or if the Contractor is unable to utilize the expenses outlined in Section IV, Budget due to a change of business status. 7.Contractor acknowledges and agrees that CDPHE may, at its sole discretion, execute a security lien against any piece of equipment purchased by Contractor pursuant to this contract. Any such lien shall remain in place until CDPHE determines that Contractor has satisfied all obligations of the contract, and CDPHE acknowledges and releases Contractor by written notice. Page 4 of 4 Ver. 01.11.19 8.Entire Agreement. These Provisions together with the Purchase Order constitute the entire agreement between the parties, and supersedes all prior proposals, agreements or other communications between the parties. VII. Monitoring: CDPHE’s monitoring of the purchase order for compliance with performance requirements will be conducted throughout the purchase order period by CDPHE. Methods used will include a review of documentation determined by CDPHE to be reflective of performance to include progress reports and other fiscal and programmatic documentation as applicable. The Contractor’s performance will be evaluated at set intervals and communicated to the Contractor. VIII.Resolution of Non-Compliance: The Contractor will be notified in writing within 15 calendar days of discovery of a compliance issue. Within 30 calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to determine the action(s) necessary to rectify the compliance issue and determine when the action(s) must be completed. The action(s) and time line for completion will be documented in writing and agreed to by both parties. If extenuating circumstances arise that requires an extension to the time line, the Contractor must email a request to CDPHE and receive approval for a new due date. The State will oversee the completion/implementation of the action(s) to ensure time lines are met and the issue(s) is resolved. If the Contractor demonstrates inaction or disregard for the agreed upon compliance resolution plan, the State may exercise its rights under the Terms and Conditions of this Purchase Order. Start date Agenda_Item_Title Stance_on_item Name Comments_for_the_Board_of_Trustees_File_Upload 9/6/2024 6:39 PM Resolution 74‐24. For Yvonne Salfinger see attached 962024 I fully support Resolution 74 Salfinger.pdf 9/6/2024 7:34 PM Resolution 74‐24. For Joy Bryant I want to voice my opinion that I am very much in favor of practices that help move Estes Park towards sustainability, including  this resolution which would help us in that direction. There are many things that the town and individuals can do and I would  appreciate you considering this and or other other ways. 9/6/2024 7:39 PM Resolution 74‐24. For Carla Spreng This is about sustainability and waste control. The grant seems like a good option. 9/6/2024 8:14 PM Resolution 74‐24. For Marina Connors I would like the board to approve Resolution 74‐24 Grant Agreement with Front Range Waste Diversion to Purchase Four (4)  Water Refill Stations, Three (3) Recycling Stations and One (1) Storage Container to reduce solid waste generated at the Event  Center.  Any actions the town takes to reduce solid waste generated in Estes Park is of high importance to me. 9/7/2024 2:37 PM Resolution 74‐24. For Darra McCown Please support this item; environmental impacts need to be a priority today no matter where we live and frankly Estes is far  behind other communities. I'm disappointed at the lack of basic recycling services around town for our visitors and residents.  I've  been using Allenspark recycling for years because they are so much easier to deal with,  accept more items and have more  accessible hours. Unfortunately,  they are now turning Larimer county residents away due to the significant increase from our  county using their services.  I've taken to driving to Boulder to recycle items Estes won't take.  Any progress we can make in town  to reduce the environmental impact we have will benefit us all. 9/8/2024 10:58 AM Resolution 74‐24. For joan hooper Thank you to Fairgrounds and Events Director Hinkle for identifying a funding source to help Estes Park reduce waste and promote  recycling. These water refill and recycling stations are a small step towards improving the sustainability of our tourist economy.  Yet their visibility will have an outsized influence, making a public statement that we value our environment and take our  stewardship role seriously. 9/8/2024 5:43 PM Resolution 74‐24. For Lisa Hutchins First, a question: who decides that public interest in this issue is low? (Referencing page two of the attached materials for the  agenda.) I would really like to know how that designation is made. On to the resolution. This is such a no‐brainer! Why would we  *not* want to have water refill stations, recycling stations, and a large container to reduce the amount of waste generated at  large events? And accept a grant to help? Honestly, we need to get going on being a more environmentally‐friendly and  environmentally‐aware community. The progress seems to run at a snail's pace. So frustrating when the planet is burning up and it's practically too late to do anything. Please, board of trustees: Vote yes on this resolution! Thank you! 9/8/2024 5:54 PM Resolution 74‐24. For Cathy Alper I support Rob Hinkel's efforts to secure a grant that would help deal with waste from large events in a more sustainable way.  This is an important move for our town in increasing efforts towards sustainability.  and showcasing for visitors that Estes Park  supports the environment. 9/8/2024 6:01 PM Resolution 74‐24. For JoAnn Batey I support Rob Hinkel's efforts to secure a grant that would help deal with waste from large events in a more sustainable way. 9/8/2024 6:50 PM Resolution 74‐24. For Elizabeth Marshall I have heard tourists complain more than once that EP does not have a recycle option for their trash; we need to get with the  times.  We live in a beautiful place and our town policies regarding recycle do not match the environment we are so fortunate to  participate in as a community.  This is an excellent step in the right direction.  It's good for EP, the community, and the planet. 9/8/2024 7:59 PM Resolution 74‐24. For Amy Plummer Please reduce waste from large events by accepting this grant which fully funds your staff’s request except for administrative  costs. Thank you! 9/9/2024 8:31 AM Resolution 74‐24. For Judith Beechy As a resident of Estes Park I strongly support Town Board actions that improve the environment and climate of this community,  including this resolution! 9/9/2024 10:03 AM Resolution 74‐24. For Douglas Sacarto GET IT DONE!  With or without a grant, the Town should years ago have taken the steps to reduce single use of plastics and to  recycle wastes from Events Center programs, specifically substitution of water filling stations for the pallets of bottled water  currently being consumed, and sufficient recycling stations, with good user signage, to collect wastes for recycling‐‐which means  that consumables supplied in the Events Center should be recyclable to the maximum extent.   Now you have outside money to pay for the purchases! GET IT DONE! PUBLIC COMMENT ON RESOLUTION 74-24 RECEIVED BY NOON 2024-09-09 I fully support Resolution 74-24, A RESOLUTION APPROVING A GRANT AGREEMENT WITH FRONT RANGE WASTE DIVERSION I support the Town Board entering a grant agreement for the purpose of grant funding to purchase four water refill stations, three recycling stations, and one storage container for use at large-scale Town events. With the number of events held in Estes Park (180-200; 25,000 pounds of recycling each year, much of that being single-use containers), and the amount of waste generated at the Events Center Complex alone (195,000 pounds of solid waste), these items will help to reduce the amount of waste produced at these large events. This project is in line with the defined purpose of the Front Range Waste Diversion Enterprise which is “to drive sustainable waste diversion efforts across the Front Range region”, the Town Board’s 2024 Strategic Plan objective to “support environmental stewardship and sustainability through our policies and actions,” and importantly, in line with t wo of the Town’s Environmental Sustainability Implementation Plan: Install additional water refill stations in Town facilities and to provide more recycling bins in Town facilities, especially where there are larger gatherings of the public ( such as the Visitor Center and Event Center). The disadvantages, including administrative burden, should not be an obstacle, since this is part of the business of the Town staff, who have experience successfully managing grants of this nature. Sincerely, Yvonne Salfinger 1441 Matthew Circle Estes Park, CO 80517 TOWN CLERK’S OFFICE Memo To: Honorable Mayor Hall Board of Trustees Through: Town Administrator Machalek From: Jackie Williamson, Town Clerk Date: September 10, 2024 RE: Appointment of Carissa Streib to the Transportation Advisory Board for a term expiring March 31, 2027 (Mark all that apply) PUBLIC HEARING ORDINANCE LAND USE CONTRACT/AGREEMENT RESOLUTION OTHER Appointment QUASI-JUDICIAL YES NO Objective: To consider the recommended appointment of Carissa Streib to the Transportation Advisory Board (TAB). Present Situation: Jessica Ferko resigned from her position on the Board June 27, 2024, additionally a vacancy for a full term has existed since March 31, 2024. The Town Clerk’s Office advertised for vacant positions on the Board and three applications were received. The interview committee, consisting of Trustees Hazelton and Igel, conducted interviews on August 23, 2024. Proposal: The interview committee recommends the appointment of Carissa Streib to complete the term expiring March 31, 2027. Advantages: Filling the position would bring the membership to eight, with one remaining partial term vacancy, and assist in completing the nine-member advisory board. Disadvantages: If the appointment is not made, the position will remain vacant until additional applications are received and interviews conducted. Action Recommended: Appoint Carissa Streib to a term expiring March 31, 2027. Finance/Resource Impact: None. Level of Public Interest Low. Sample Motion: I move to approve/deny the appointment of Carissa Streib to the Transportation Advisory Board for a term expiring March 31, 2027 Attachments: None. TOWN CLERK’S OFFICE Memo To: Honorable Mayor Hall Board of Trustees Through: Town Administrator Machalek From: Jackie Williamson, Town Clerk Date: September 10, 2024 RE: Appointment of Jeffrey Robbins to the Estes Park Planning Commission to complete the term of Matthew Comstock expiring March 31, 2026 (Mark all that apply) PUBLIC HEARING ORDINANCE LAND USE CONTRACT/AGREEMENT RESOLUTION OTHER Appointment QUASI-JUDICIAL YES NO Objective: To consider the recommended appointment of Jeffrey Robbins to the Estes Park Planning Commission (EPPC) to complete the term of Matthew Comstock. Present Situation: Matthew Comstock resigned from his position on the Commission July 8, 2024. The Town Clerk’s Office advertised for the vacant position on the EPPC and two applications were received, one of which was withdrawn prior to interview. The interview committee, consisting of Trustees Brown and Lancaster, conducted interviews on August 28, 2024. Proposal: The interview committee recommends the appointment of Jeffrey Robbins to complete the term of Matthew Comstock expiring March 31, 2026. Advantages: Filling the position would complete the five-member commission. Disadvantages: If the appointment is not made, the position would remain vacant until additional applications are received, and interviews conducted. Action Recommended: Appoint Jeffrey Robbins to a term expiring March 31, 2026. Finance/Resource Impact: None. Level of Public Interest Low. Sample Motion: I move to approve/deny the appointment of Jeffrey Robbins to the Estes Park Planning Commission to complete the term of Matthew Comstock expiring March 31, 2026. Attachments: None. PUBLIC WORKS Memo To: Honorable Mayor Hall Board of Trustees Through: Town Administrator Machalek From: Dana Klein, CPP, CCTM, Parking & Transit Manager Greg Muhonen, PE, Public Works Director Date: September 10, 2024 RE: Resolution 75-24 Contract with RATP Dev USA, Inc. for 2024 Operation of The Peak’s Silver, Gold, Brown and Blue Routes (Mark all that apply) PUBLIC HEARING ORDINANCE LAND USE CONTRACT/AGREEMENT RESOLUTION OTHER______________ QUASI-JUDICIAL YES NO Objective: Public Works (PW) staff seek Town Board approval of Resolution 75-24, the 2024 services contract with RATP Dev USA, Inc. for daily operation of The Peak transit’s Silver, Gold, Brown and Blue Routes July 1–September 2, and weekend-only operation September 7–29. Present Situation: The Town of Estes Park utilizes the same third-party transit service provider as Rocky Mountain National Park (RMNP), RATP Dev USA (formerly MacDonald Transit dba Rocky Mountain Transit). RATP Dev USA was selected by RMNP to continue in their role as its transit service provider from 2023 through 2028, with the option for five additional years through 2033. As allowed by the Town of Estes Park's adopted Finance Policies and Procedures Manual, Section 3.7.3 (Exemptions from the Public Bidding Process, Use of State Bid Awards), Public Works (PW) intends to piggyback off RMNP's Federal contract with RATP Dev USA for the Town's 2024 services contract for operation of The Peak’s Silver, Gold, Brown and Blue Route transit service. The Town Board approved a contract with RATP Dev for the Red Route (downtown trolley) service at the May 14, 2024 meeting. At that same meeting staff informed the Town Board that we would be returning for approval of the remainder of the Transit routes at a later date, following receipt of the grant agreement with CDOT for the Federal Transit Administration 5311 funds. The Town Board approved Resolution 51-24, Intergovernmental Agreement with the Colorado Department of Transportation for FY 2024 Federal Transit Administration 5311 Rural Area Formula Funds to Support Estes Transit (The Peak) – CDOT PO 491003538 at a July 23, 2024 meeting. Due to the timing of grant approval and funding, this item is coming to you for payment approval at the end of The Peak’s 2024 transit season. This item is an outlier, and future years will seek approval at the beginning of the transit season with contingencies for expected grant funding. The Finance/Resource Impact section details the General Fund and Grant revenue sources for the payments. Proposal: Details of the Town's 2024 services contract (Silver, Gold, Brown and Blue Routes July 1–September 2, and weekend-only operation September 7–29) include: •Rental of four vehicles; the Town of Estes Park will reimburse 100% of vehicle rental costs with no mark up. Vehicle rental rate will be $17.71 per hour of service. These costs will align with the hours of operation for each route and are estimated at $61,790.19 for the season. •RATP Dev USA's 2024 hourly service rate will be $82.50, which includes routine maintenance, shuttle drivers, drug and alcohol testing, training, insurance, and gasoline/diesel fuel costs up to $2.75 per gallon for the four full-service routes and additional special event services as detailed in Appendix A. •To elevate the service level provided to The Peak’s customers, the RMNP Hiker Shuttle, Bustang to Estes, the Town, and RMNP are partnering again in 2024 to jointly fund a dispatcher who will work outside the Estes Park Visitor Center. This position will be managed by RATP Dev USA. Advantages: •Reduce the reliance on personal vehicles for locals and guests during the Town's busy summer season. •Provide a free public transportation option that is available to riders of all ages and abilities. •Encourage use of the Town's free parking structure, with the goal of reducing traffic congestion in the downtown core. Disadvantages: •The Peak is a significant General Fund investment; however, PW staff have worked diligently since 2019 to diversify transit funding, and now the General Fund contribution is supplemented by paid parking revenues and Federal grants. Action Recommended: PW staff recommend approval of the 2024 Contract with RATP Dev USA, Inc. for daily operation of The Peak transit’s Silver, Gold, Brown and Blue Routes July 1–September 2, and weekend-only operation September 7–29. Finance/Resource Impact: Current Impact: Total expenditure $412,703.82 (budgeted) to be drawn from 101-5600- 456.22- 60 (Transportation Fees). It is important to note that this line item was originally budgeted for $389,281 in 2024; however, per recommendation from the Downtown Parking Revenue Task Force and PW staff, $98,074.00 in paid parking revenues was transferred to the line item, bringing the available total to $487,355.00. Additionally, funding from the Town's Fiscal Year (FY) 2024 Federal Transit Administration (FTA) 5311 grant awards (totaling $100,000, after match) and 2024 Ozone Season Transit Grant (totaling $42,629.50) will supplement what is currently available in 101-5600- 456.22-60 to cover the cost to operate The Peak in 2024. Of the $629,984.50 available, $177,870 has been contracted for the Red Route, leaving an available balance of $452,114.50. This balance will support the request of $412,703.82. Future Ongoing Impacts: The budget for The Peak annual service is set during the regular Town budget process. This contract is through October 20, 2024, only. Future One-Time Impacts: This item is not expected to significantly impact future one- time costs. Level of Public Interest Public interest in this item is moderate. Sample Motion: I move for the approval/denial of Resolution 75-24. Attachments: 1.Resolution 75-24 2.2024 Contract with RATP Dev USA for All Routes •Email - Proposed Contract Mods •Email - Town of Estes Park Email – Bus Lease 3.All Routes Budget Estimate RESOLUTION 75-24 SERVICES CONTRACT WITH RATP DEV USA, INC. FOR OPERATION OF THE PEAK TRANSIT’S SILVER, GOLD, BROWN AND BLUE ROUTES IN 2024 WHEREAS, the Town desires to renew its contract with RATP Dev USA, Inc. to continue operating the Town’s Silver, Gold, Brown and Blue Routes’ free daily transit service July 1-September 2 and weekends only September 7-29 for The Peak’s 2024 summer season; and WHEREAS, the Town’s annual contract is a piggyback off the 2023 Federal Services Contract between Rocky Mountain National Park and RATP Dev USA, Inc. as allowed by the Town of Estes Park’s adopted procurement policy; and WHEREAS, the proposed contract extension for the 2024 Silver, Gold, Brown and Blue Routes is for $412,703.82, which is budgeted. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK, COLORADO: The Board approves, and authorizes the Mayor to sign, the services contract extension referenced in the title of this resolution in substantially the form now before the Board. DATED this day of , 2024 TOWN OF ESTES PARK Mayor ATTEST: Town Clerk APPROVED AS TO FORM: Town Attorney ATTACHMENT 1 SERVICES CONTRACT EXTENSION NO. 1B Contract with RATP Dev USA, Inc. for Operation of The Peak Transit’s Silver, Gold, Brown, and Blue Routes The parties, the Town of Estes Park, Colorado (Town), a municipal corporation, and RATP Dev USA, Inc. (Contractor), a Texas corporation, whose address is 300 Throckmorton Street, Suite 670, Fort Worth, Texas 76137, make this Contract Extension this __________ day of ____________________, 2024, at the Town of Estes Park, Colorado, considering the following facts and circumstances: 1 RECITALS: 1.1 Town and Contractor entered into a Services Contract on May 23, 2023, for Operation of Estes Transit (Contract). 1.2 Section 21 of the Contract originally provided that the term would continue through December 31, 2023, and provided for up to five (5) renewals for a period of one year each, upon mutual agreement of the parties. 1.3 The Contract has been renewed in part, for one year. Town and Contractor extended the Contract as it related to the Red Route via Services Contract Extension No. 1A dated May 16, 2024. 1.4 Town and Contractor intend to renew the remainder of the Contract as well, for 2024, by this extension. 1.5 Town and Contractor desire to extend the Contract for an additional year, for all routes other than the Red Route, as described (i) in an attachment, entitled “AC1 _gold slvr blu brwn routes budget estimate” and consisting of one page, to an email from the Contractor to the Town entitled “Proposed Contract Mods”, dated August 13, 2024, as well as (ii) an email entitled “Town of Estes Park – Bus Lease”, dated May 22, 2024, from the Contractor to the Town, consisting of one page (collectively, 2024 Other Routes Proposal). 2 EXTENSION: The term of the Contract is hereby extended for one additional year as it relates to the 2024 Other Routes Proposal. Prices in the Contract are hereby updated to reflect the 2024 Other Routes Proposal, with a total price of $412,703.82 for 2024, exclusive of the additional price as described in Services Contract Extension No. 1A. 3 PROVISIONS CONTINUE IN EFFECT: All other provisions of the Contract remain in full force and effect. All provisions of the Contract relating to the interpretation or application of the Contract shall apply equally to this Contract Extension as though fully set forth ATTACHMENT 2 Page 2 of 4 herein. This instrument forms a contract only when executed in writing by duly authorized representatives of Town and Contractor. By their signatures on this document, the signatories represent that they have actual authority to enter this Contract for the respective parties. Signature pages follow. Page 3 of 4 CONTRACTOR By: Title: _______________________________ STATE OF ) ) ss: COUNTY OF ) The foregoing instrument was acknowledged before me this __________ day of ____________________, 2024, by ______________________________, as _____________________________ of ______________________________, Contractor. (If by natural person or persons, insert name or names; if by person acting in representative or official capacity or as attorney-in-fact, insert name of person as an executor, attorney-in-fact, or other capacity or description; if by officer of corporation, insert name of such officer or officers as the President or other officers of such corporation, naming it.) Witness my hand and official seal. My Commission Expires . Notary Public Page 4 of 4 TOWN OF ESTES PARK By: Title: _______________________________ State of ) ) ss: County of ) The foregoing instrument was acknowledged before me by , as of the Town of Estes Park, a Colorado municipal corporation, on behalf of the corporation, this day of , 2024. Witness my hand and official Seal. My Commission expires . Notary Public APPROVED AS TO FORM: Town Attorney Dana Klein <dklein@estes.org> Proposed Contract Mods COTTRELL Andrew <andrew.cottrell@ratpdev.com>Tue, Aug 13, 2024 at 9:02 AM To: Dana Klein <dklein@estes.org> Removed the Red line on July 4th extra service. Please see the proposed service estimates for the 2024 season. This spreadsheet captures the town routes service estimates for the season, including the new rate and the rate for vehicle lease. Andrew Cottrell General Manager M (719) 447-5376 andrew.cottrell@ratpdev.com RATP Dev USA 1050 Kenwood Ln Unit 1 Estes Park, CO 80517 ratpdevusa.com LIMITED SHARING From: Dana Klein <dklein@estes.org> Sent: Sunday, August 11, 2024 1:40 PM [Quoted text hidden] [Quoted text hidden] AC1_ gold slvr blu brwn routes budget estimate.xlsx 15K 8/15/24, 10:43 AM Town of Estes Park Mail - Proposed Contract Mods https://mail.google.com/mail/u/0/?ik=3724d51f6b&view=pt&search=all&permmsgid=msg-f:1807285079798266491&simpl=msg-f:1807285079798266491 1/1 Dana Klein <dklein@estes.org> Bus Lease COTTRELL Andrew <andrew.cottrell@ratpdev.com>Wed, May 22, 2024 at 11:25 AM To: Dana Klein <dklein@estes.org> We will have 3 cutaways and the bus. We will also have 1 cutaway to use as a spare. I have the approval for $17.71 per hour totaling $61, 790.19 for the season. Andrew Cottrell General Manager M (719) 447-5376 andrew.cottrell@ratpdev.com RATP Dev USA 1050 Kenwood Ln Unit 1 Estes Park, CO 80517 ratpdevusa.com LIMITED SHARING [Quoted text hidden] 6/13/24, 11:12 AM Town of Estes Park Mail - Bus Lease https://mail.google.com/mail/u/0/?ik=3724d51f6b&view=pt&search=all&permmsgid=msg-f:1799774538475193803&simpl=msg-f:1799774538475193803 1/1 APPENDIX A Town of Estes Park Estes Transit 2024 Schedule Silver Gold Blue Brown Routes and dispatch Summer Route Name Hour per day May June July Aug Sept (red each day and others weekend only) Oct (red each day and others weekend only)Total Hours Rolling Grand Totals Notes or updates Number of days (May 24 - Oct 20)7 30 31 31 30 20 149 Number of days weekend only 10 6 16 26feb - changed number of days for weekend 9am - 9pm Blue (9a - 9p)12 372 372 120 72 948 Gold (9a - 9p)12 372 372 120 72 948 change from 0900-2100 (12hrs) to 0900-1900 (10hrs), back to 12 hours for Ozone Grant Silver (9a - 9p)12 372 372 120 72 948 change from 0900-2100 (12hrs) to 0900-1900 (10hrs), back to 12 hours for Ozone Grant Brown (9a -9p)12 372 372 120 72 948 TOTAL HRS Summer Hrs Total 3792 Rate 82.50$ Total 312,840.00$ TOTAL SUMMER 312,840.00$ 312,840.00$ Extra July 4 hours (estimated) Blue 2 2 Gold 2 2 Silver 2 2 Brown 2 2 Extra Bus 5 5 Total Extra July 4 Hrs 13 Rate 82.50$ Total July 4 1,072.50$ 313,912.50$ Extra Scot Fest Hrs (estimated) Sat Parade and Event hrs 10 10 Sat Event hrs 5 5 Fri & Sun Event 10 10 Total Extra Scotfest Hrs 25 Rate 82.50$ Total Scotfest 2,062.50$ 315,975.00$ Additional Service Hours Nov- Catch the Glow Parade 13 13 # LIMITED SHARING ATTACHMENT 3 Total Extra CTG Hrs 13 Rate 82.50$ Total CTG 1,072.50$ 317,047.50$ Estimated Shuttle Lease Rate per Hour Total Hours (from above) 22 Passenger ADA Gold 17.71$ 948 16,789.08$ 22 Passenger ADA Slver 17.71$ 948 16,789.08$ 22 Passenger ADA Blue 17.71$ 948 16,789.08$ 33 Passenger ADA Brown 17.71$ 948 16,789.08$ Total Shuttle Lease 67,156.32$ 384,203.82$ EP Visitor Center Dispatch (estimated)16,500.00$ 400,703.82$ Fuel Overage (estimate)12,000.00$ 412,703.82$ GRAND TOTAL for 2024 412,703.82$ # LIMITED SHARING PROCEDURE FOR PUBLIC HEARING Applicable items include: Rate Hearings, Code Adoption, Budget Adoption 1.MAYOR. The next order of business will be the public hearing on ACTION ITEM 2 – Ordinance 13-24 To Refer Campaign Finance Complaints to the Colorado Secretary of State. At this hearing, the Board of Trustees shall consider the information presented during the public hearing, from the Town staff, public comment, and written comments received on the item. Any member of the Board may ask questions at any stage of the public hearing which may be responded to at that time. Mayor declares the Public Hearing open. 2.STAFF REPORT. Review the staff report. 3.PUBLIC COMMENT. Any person will be given an opportunity to address the Board concerning the item. All individuals must state their name and address for the record. Comments from the public are requested to be limited to three minutes per person. 4.MAYOR. Ask the Town Clerk whether any communications have been received in regard to the item which are not in the Board packet. Ask the Board of Trustees if there are any further questions concerning the item. Indicate that all reports, statements, exhibits, and written communications presented will be accepted as part of the record. Declare the public hearing closed. Request Board consider a motion. 7.SUGGESTED MOTION. Suggested motion(s) are set forth in the staff report. 8.DISCUSSION ON THE MOTION. Discussion by the Board on the motion. 9.VOTE ON THE MOTION. Vote on the motion or consideration of another action. *NOTE: Ordinances are read into record at the discretion of the Mayor as it is not required to do so by State Statute. TOWN ATTORNEY’S OFFICE Memo To: Honorable Mayor Hall Board of Trustees From: Dan Kramer, Town Attorney Date: September 10, 2024 RE: Ordinance 13-24 to Refer Campaign Finance Complaints to the Colorado Secretary of State (Mark all that apply) PUBLIC HEARING ORDINANCE LAND USE CONTRACT/AGREEMENT RESOLUTION OTHER______________ QUASI-JUDICIAL YES NO Objective: Establish a procedure for resolving any future complaints under the Fair Campaign Practices Act for Town elections, by referring complaints to the Colorado Secretary of State for investigation and decision. Present Situation: The Colorado Fair Campaign Practices Act regulates campaign finance in state and local elections, including those of statutory towns, and including both candidate and issue elections. The Colorado Constitution gives the Secretary of State’s office the responsibility for administering the provisions of the Act when a member of the public complains that it has been violated. They have historically performed that role, but the arrangement has undergone some flux in recent years. In 2019, despite the constitutional language, the legislature passed a law requiring campaign finance complaints arising from municipal campaigns to be filed exclusively with the town clerk. 2019 Colo. Sess. Laws ch. 330 (S.B. 19-232). As a result, some municipalities undertook to review and adjudicate campaign finance matters themselves. The Secretary of State’s office declined to review some complaints that were referred to them, although the issue then got mired in litigation. It was never entirely clear whether it would be possible for a statutory municipality to refer complaints to the Secretary despite the 2019 law, under the constitution and statute. In any case, this year the legislature cleaned up the matter by reaffirming our ability to refer complaints to the Secretary. To do so, the Board would need to pass an ordinance to that effect and containing certain language. Proposal: Approve an ordinance to refer municipal campaign finance complaints to the Secretary of State, containing the language required by statute. Advantages: •Establishes a clear process for the review of campaign finance complaints. •Conserves Town resources by making use of another agency’s investigatory and adjudicatory capacity. •Places decisions with important political consequences in the hands of a third- party neutral arbiter. Disadvantages: •The main alternative would be to set up a new process for the Town to resolve campaign finance complaints itself, which would have the advantage of allowing the Town to design its own process and retain more control. Action Recommended: Approve Ordinance 13-24. Finance/Resource Impact: None; conserves resources by relying on another entity to perform a function, but also disclaims any interest in fines collected in connection with complaints. Level of Public Interest The Town Clerk’s Office has received no communications from Town residents on these matters in recent years. However, public interest could easily spike if a campaign finance complaint were to be lodged with the Clerk’s Office. Sample Motion: I move for the approval/denial of Ordinance 13-24. Attachments: 1. Ordinance 13-24. ORDINANCE NO. 13-24 AN ORDINANCE TO REFER CAMPAIGN FINANCE COMPLAINTS TO THE COLORADO SECRETARY OF STATE WHEREAS, the Town of Estes Park does not have a campaign finance complaint and hearing process; and WHEREAS, the Town desires to refer all future campaign finance complaints it may receive to the Colorado Secretary of State. NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK, COLORADO AS FOLLOWS: Section 1: The Estes Park Municipal Code is hereby amended by the addition of section 2.04.080, to read as follows: 2.04.080 - Referral of Campaign Finance Complaints to the Colorado Secretary of State (a)The Town Clerk is authorized and directed to refer campaign finance complaints to the Colorado Secretary of State or their designee (“Secretary”, for the purposes of this section) because the Town does not have a campaign finance complaint and hearing process. See § 1-45-111.7(10)(c)(II), C.R.S. (2024). (b)The Secretary is authorized to use the provisions of section 1-45-111.7(3)-(7), C.R.S., and any other applicable statutory provisions, to process, investigate, and resolve each campaign finance complaint. The Town has not set a different time for filing a complaint under local law, but defaults to statutory requirements. (c)A campaign finance complaint may be filed no more than one hundred eighty days after the date on which the complainant either knew or should have known, by the exercise of reasonable diligence, of the alleged violation. (d)A campaign finance complaint must be filed in writing and signed by the complainant on a form provided by the Secretary, including identification of one or more respondents and including the information required to be provided on the form. (e)Town staff are directed to cooperate with the Secretary in the processing and investigation of each campaign finance complaint. (f)The Town disclaims any interest in fines collected in connection with a referred campaign finance complaint. Section 2: This Ordinance shall take effect and be enforced thirty (30) days after its adoption and publication. PASSED AND ADOPTED by the Board of Trustees of the Town of Estes Park, Colorado this ____ day of _______________, 2024. TOWN OF ESTES PARK, COLORADO By: Mayor ATTEST: Town Clerk ATTACHMENT 2 I hereby certify that the above Ordinance was introduced at a regular meeting of the Board of Trustees on the day of , 2024 and published by title in a newspaper of general circulation in the Town of Estes Park, Colorado, on the day of , 2024, all as required by the Statutes of the State of Colorado. Town Clerk APPROVED AS TO FORM: Town Attorney UTILITIES Report To: Honorable Mayor Hall Board of Trustees Through: Town Administrator Machalek From: Reuben Bergsten, Utilities Director; Jacqui Wesley, Utilities Project Manager Date: 9-10-2024 RE: Carriage Hills/Spruce Knob Water Project Objective: The Water Division will give a status report on the Carriage Hills/Spruce Knob Project and take feedback and thoughts from the Board. Present Situation: Carriage Hills water mains are prone to emergency leaks because the pipe installed by the Crystall Water Company is brittle cast iron in shallow trenches without adequate trench bedding. Town Board Resolution 91-23 approved the Carriage Hills Water system improvements design work. The Spruce Knob Water Company serves homes along Joel Estes Drive. The State revoked their well permit, requiring them to purchase water from the Town. Additionally, Spruce Knob Water Company will voluntarily transfer ownership of their system to the Town. DOLA indicated our $1M project grant application would be more competitive if the Town agreed to combine the reconstruction of both Carriage Hills and Spruce Knob water mains into one project. Town Board agreed and passed resolution 25-24. DOLA awarded the project the $1M grant. An additional ~$1.5M in principal forgiveness was awarded to the project under an SRF loan (State Revolving Fund). Proposal: Staff proposes the Town Board considers and take future action on the pending: 1.Voluntary Water System Transfer Agreement between Spruce Knob and the Town 2.Acceptance of the $1M DOLA grant 3.DWRF (Drinking Water Revolving Fund) loan plus principal forgiveness agreement a.$5,000,000 (*$2,661,922.98 of Base direct loan to be repaid, *$838,077.02 of BIL General Supplemental loan to be re-paid, and *$1,500,000 of BIL (Bipartisan Infrastructure Bill) General Supplemental principal forgiveness, for a total of $5,000,000 DWRF term of 20 years at an interest rate of 3.25% *estimates 4.Approval of a future construction agreement Advantages: •Increased conservation of water associated with emergency leaks •Reduction in reactive emergency leak workload •Reduction in O&M costs associated with repairing emergency leaks •The grant helps limit water rate increases Disadvantages: •Increased workload for the Water Division and Finance; however, obtaining ~$2,500,000 in grants for the benefit of our water customers and guests improves staff morale and keeps us motivated to complete this extra work Action Recommended: Staff requests feedback and thoughts from the Board. Finance/Resource Impact: 502-7000-580.35-54; $6 to $7 M depending on bids, comprised of: $2.5M in “grants”, $3.5M loan and the remaining from the Water Division’s fund balance Level of Public Interest Medium, the interest is isolated to Carriage Hills and home owners along Joel Estes Drive Attachments: 1. Presentation Water Division Carriage Hills and Spruce Knob Water System Improvements Sept 10, 2024 Outline ▪Project Introduction ▪Carriage Hills ▪Spruce Knob ▪Funding ‐Grants and Loans ▪Construction and Environmental Considerations ▪Next Steps 1 2 ATTACHMENT 1 Updated by Staff 2024-09-05 Town Water System ▪Purchased in the 1930's ▪Customer Accounts: +5,000 ▪Over 120 Miles of Pipe ▪Two Treatment Plants ▪Two Raw Water Sources ▪Glacier Creek ▪Western Slope via C‐BT (Colorado‐Big Thompson Project) Perspective of the Project cost/benefit ideological change in value of conservation Let’s use this spreadsheet to list the major timeline events https://docs.google.com/spreadsheets/d/1eqB-oIgnNp_nrp- KLBTSWoHkqRIYZS5Cz62N5de2RsA/edit?usp=sharing And then insert the list into Chat gpt to auto generate a timeline Example timeline 2020: CIP added Carriage Hills Nov 2021: BIL/IIJA Money Nov 2021: Passed BIL/IIJA Funding Dec 2022: Design Dec 2022: add Spruce Knob, Res. 102-22 1989: Voluntary Transfer, Carriage Hills/Crystal Water Co. to the Town Historical Values: Defer CIP using bleeders 2013: Values Changing May State Water Plan Aug. Trustee emphasis on conservation Mar. 2024: Grant, Res. 25-24 May 2024: Public Meeting Aug 2024: DOLA Grant Award, $1M Aug 2024: $1.5M grant plus $3.5M Loan from SRF (State Revolving Fund) 3 4 Project Approval Workflow  Construction  Summer 2025 Loan Application  June 2024 Infrastructure Design  2024 Public BID Process  Late 2024/Early 2025 Advertise for Bids through BidNet and Town Review bids for lowest qualified bidder Recommendation for base bid and/or additive alternates Board authorization of contract with lowest qualified bidder Issue Notice of Award and Notice to Proceed Manage construction process, pay applications, and funding Board updates Financing Agreements Fall 2024 Infrastructure Design 2024 Loan Application  June 2024 Complete loan and grant paperwork Board approval Project Locations General Location – Carriage Hills General Location – Spruce Knob 5 6 Carriage Hills Water System Overview ▪Serves over 1,000 people ▪540 properties ▪A private water system transferred to the Town in 1988/89 ▪Not constructed to Town standards ▪Most frequent area of emergency leaks leading to high‐cost repairs (50 breaks since 1995) ▪Limited looping ▪Limited fire protection Carriage Hills Water System Improvements Project  Phasing Plan ▪Planned in four phases ▪Priority is based on the frequency of breaks and improvements to the overall system ▪Phasing is subject to change depending on funding availability 7 8 Carriage Hills ‐Phase 1 Base Bid:  −Carriage Dr. from Highway 7 to Ramshorn Dr. −Whispering Pines Dr. from Ponderosa Ave. to the existing PRV near Pine Meadow Dr. −Connections to Grey Fox Dr. and Pawnee Dr. Bid Alternatives,ranked order (potential increase scope if bids have good cost/benefit):  −Whispering Pines Dr. from Pine Meadow Dr. including Sunrise Ct. −Ponderosa Ave. with Sunset Ln. and Ridge Ln. −Dunraven Ln. −Spruce Ave. and/or Larkspur Ave. −Ponderosa Ln. RAMSHORN DR GR E Y F O X D R CO N N E C T I O N Project Goals  ▪Mitigate/prevalent breaks ▪Bring systems to current standards ▪Improve water quality ▪Balance system pressures ▪Ensure compliant fire flows ▪Reduce service interruptions ▪Complete the “trunk” to set up for future phases 9 10 Project Location – Spruce Knob (Joel Estes) General Location – Spruce Knob Spruce Knob Water System Overview ▪Serves 12 properties ▪Private water system formed in 1938 for the Park Hill Subdivision ▪Not constructed to Town standards ▪No fire protection ▪In 2021, Department of Natural Resources ordered ceasing use of their well (no augmentation plan) ▪Town agreed to provide water until December 2024, when they must connect their upgraded system to the Town and become customers. 11 12 Spruce Knob Water System Overview ▪Spruce Knob not eligible for SRF or BIL funding ▪Limited technical/managerial/financial capacity ▪Combine Spruce Knob with Carriage Hills ▪Supports grant & principal forgiveness ▪First segment of a critical looping project CDPHE approached the Town in January requesting support for  Spruce Knob. Funding and Financial Strategy ▪Project Costs ($6M)     Carriage Hills Phase 1 ‐$5.4M Spruce Knob ‐$0.6M ▪Funding $2,660,454Drinking Water Revolving Fund Base Loan (State Revolving Fund or SRF) $1,500,000BIL Principal Forgiveness (administered through SRF) $838,087Drinking Water BIL Loan (administered through SRF) $1,000,0002024 EIAF (DOLA) Grant $5,998,541Subtotal (reserves for the remainder of project funding, contingency, and required match) $3,498,541Requested Loan (BIL and SRF) 20SRF Loan Duration, years 3.25%Interest Rate $239,263Debt Service, annual 13 14 Construction and Environmental Impacts ▪Temporary Construction Impacts −Noise, dust, and increased construction traffic −Detours and temporary road closures The contractor will mitigate as much as  possible.  ▪Environmental Impacts −Completed an Environmental Assessment −Consultation with state/federal historical, wildlife, and environmental agencies −Finding of No Significant Impact (FONSI) expected from State Public Outreach January 12, March 6, and May 29 meetings with Spruce Knob July 9, 2024, Carriage Hills POA meeting presentation August 30, 2024 meeting with Spruce Knob October 15, 2024, Carriage Hills meeting Public meeting(s) prior to construction (Spring 2025) Website updates 15 16 Public Outreach January 12, March 6, and May 29 meetings with Spruce Knob July 9, 2024, Carriage Hills POA meeting presentation August 30, 2024 meeting with Spruce Knob October 15, 2024, Carriage Hills meeting Public meeting(s) prior to construction (Spring 2025) Website updates Questions 17 18