HomeMy WebLinkAboutMINUTES Town Board Budget Study Session Morning 2024-10-09RECORD OF PROCEEDINGS
Town ofEstes Park, Larimer County, Colorado, October 9, 2024
Minutes of a budget study session meeting of the TOWN BOARD of the
Town of Estes Park, Larimer County, Colorado. Meeting held at Town Hall in
said Town of Estes Park on the 9th day of October, 2024, Morning Session.
Board: Mayor Hall, Mayor Pro Tem Cenac, Trustees Brown, Igel,
Hazelton, Lancaster, and Younglund
Also Attending: Town Administrator Machalek, Deputy Town Administrator
Damweber, Finance Director Hudson, Directors Fortini, Hinkle,
and Williamson, Managers Bucci, Garcia and Schlichtemier,
and Deputy Town Clerk Beers
Absent: None
Mayor Hall called the meeting to order at 9:03 a.m.
2024 BUDGET PRESENTATION
Finance Director Hudson stated the proposed budget would be structurally balanced with
expenditures not exceeding conservative revenue projections, meets the 25% General
Fund reserve, projected an ending fund balance of 25.4% in 2025, and addresses Town
Board Strategic Plan Objectives. He reviewed the annual budget process, timelines for
presentation to the Board, provided an overview of the budget decision packages and
highlighted additional funding sources allocated within the budget, and the index and
composite for recommended funding. He stated a number of decision packages for one-
time expenditures were funded this year, however, many were not funded due to lack of
available funding or due to the fact they required ongoing funding such as new positions.
He highlighted the Parking Garage Maintenance Reserve at $26,000 and Capital
Improvement Reserve at $1,500,000. In 2025, a significant change to the structure of the
budget includes the establishment of a Facilities Internal Service Fund that impacts all
department and division budgets with a new charge for facility use. He reviewed the 2025
sales tax allocation including a breakdown of the percentage allocations of the 1A funds.
Board comment was heard regarding obtaining a detailed summary of 1A spending on
mitigation and impacts of current sales tax projections. He reviewed reserves and
restrictions included discretionary equipment replacement for Power and Communications,
Water and vehicle replacement.
CAPITAL IMPROVEMENT PLAN 2025 - 2029
Director Hudson reviewed the Capital Improvement Plan (CIP) which was developed with
projects submitted by departments, the Town Board completing and setting the 2025
Strategic Plan, development of the operating budget, and project prioritization. The Town
Board would consider the adoption of the updated CIP at the November 12, 2024 meeting.
The CIP annual summary for 2025 was presented at $8.4 million in new projects and a
total of $180.8 million over the next five years. Director Hudson stated future years are
provided in the summaries in the packet for reference and may shift depending on need
and availability of funding over the next several years. The Community Reinvestment Fund
included a single project for the Town Hall restroom remodel. Fall River Trail funding has
been secured provided through grants.
COMPENSATION & BENEFITS
Director Williamson stated the annual compensation survey was conducted by Graves
Consulting LLC. The 2024 market study proposes adjustments to the pay families as
follows: 2% increase for Labor & Trade, Technical & Professional, and Public Safety, 5%
increase for Lineworkers, and a 1% increase for Management. The budget also includes a
2% merit pool to move employees through the pay range.
Staff worked with the Town's insurance broker Brown and Brown to review the Town's
benefit package for 2025. She stated the budget proposal reflected a 2% increase for
medical in 2025 for both the Town and employee premiums. Spousal medical coverage
would remain the same for 2025 with the inclusion of spouses that do not have access to
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Town Board Budget Study Session - October 9, 2024 - Morning Session - Page 2
employer coverage. Dental insurance premiums would increase 16% in 2025. All other
benefits remaining unchanged at the time of the meeting.
GENERAL FUND
Legislative: The division estimates revenues of $14,000 for 2025 and $472,901 in
expenses.
Judicial: The division estimates revenues of $2,000 for 2025 and $35,102 in expenses.
Staff stated the personnel cost was not included due to staffing changes with the Municipal
Court Clerk position being reallocated to the Town Clerk budget as it is a function of that
department.
Town Clerk: The division estimates revenues of $325,800 for 2025 and $397,474 in
expenses. Items not funded in 2025 included digitizing Community Development planning
and zoning records. Discussion ensued regarding future plans to develop a map for Town
property record searching utilizing the Town's Laserfiche electronic records portal.
Human Resources: The division estimates revenues of $24,000 for 2025 and $410,080 in
expenses. New employee files will be digital in 2025. Discussion ensued regarding the
amount of Town staff time it takes to provide administrative services for benefit
management to the outside agencies and whether the 3% contracted fee on medical
premiums covers the cost.
Mayor Pro Tem Cenac left the meeting at 10:10 a.m.
The Mayor called a break at 10:31 a.m. and returned to session at 10:42 a.m.
Town Administrator's Office: There are no division revenues for 2025 and $570,059 in
expenses. The training budget and other items were reduced in 2025, which was offset
through the new facilities allocation. Items resourced included the development of a digital
accessibility transition plan required by state law and the evaluation of creating a Climate
Action Plan specific to Estes Park.
Town Attorney's Office: There are no division revenues for 2025 and $454,088 in
expenses. Discussion ensued regarding in house legal counsel and if it was common
among other municipalities.
Finance: There are no division revenues for 2025 and $860,240 in expenses.
Implementation of the Enterprise Resource Planning (ERP) system would continue
through 2025.
COMMUNITY REINVESTMENT FUND
The fund includes the remodel of the public restrooms at Town Hall in 2025 with a total
expense in the fund at $1.2 million. It was recommended to consider changing the name
of the fund because the Town recently Debruced.
COMMUNITY CENTEFmJND
The 1A Sales Tax Funds are accumulated and remitted to the Estes Valley Recreation and
Parks District to fund the construction of the Community Center. This fund would sunset at
the end of 2024 as the 1A renewal did not include future funding for the Community
Center.
EMERGENCY RESPONSE FUND
This fund was not included in the 1A renewal and would not receive revenues in future
years. Staff projected approximately $200,000 in fund balance with $46,836 expended in
2025.
WILDFIRE MITIGATION ESTES VALLEY FIRE PROTECTION DISTRICT FUND
This new fund was formed with the passing of the 1A sales tax renewal in April 2024 with a
balance of $411,401 in revenues.
Mayor Pro Tem Cenac returned at 11:11 a.m.
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Town Board Budget Study Session - October 9, 2024 - Morning Session - Page 3
INTERNAL SERVICES
The newly formed division comprised of Facilities, Fleet, IT, and Risk Management.
Vehicle Replacement Fund: The fund has proposed revenues of $804,473 and expenses
of $552,600 to maintain 89 units in 2025 including four purchases.
Fleet Maintenance Fund: The fund has proposed revenues of $978,153 and expenses of
$928,821 in 2025. Staff would continue to evaluate the feasibility of plug-in hybrid vehicles
for use in the Police Department as identified in the strategic plan. Comments were heard
regarding fleet partnership service costs and benefits.
Facilities: The division estimates revenues of $1,683,377 for 2025 and $1,673,811 in
expenses. The division maintains 96 Town-owned buildings. Staff would continue
implementing recommendations identified in the ADA Transition Plan, the parking structure
joint repair sealant, and Riverside restroom improvements, building repair audits for Town
Hall and the Visitor Center, and explore the feasibility of solar panels and battery storage
on the proposed new Police Department building. Discussion ensued regarding the Town
Administrator's office mitigation due to water drainage complications. Additional repairs
may be needed to replace the Administration conference room window as a result of the
water damage. Discussion ensued regarding recycling and trash collection downtown,
frequency of downtown businesses using Town waste receptacles and how to address the
use. The Board requested the estimated completion of the relocation of the Riverside
restrooms which was anticipated after the Big Thompson River restorations.
IT: The internal services fund charges fees to each of the departments and has projected
$1,213,483 in revenues and $1,304,233 in expenses for 2025. Decision packages
comprised of Boardroom and media upgrades, switch replacements, public Wi-Fi updates,
service/network, phone system and access control updates. The Board questioned
whether parking fees reimburse IT for expenses to update and provide reliable internet for
visitors. Discussion ensued on phishing exercises and training to help protect the Town
network from risks.
Risk Management: The fund has proposed revenues of $675,192 and expenses of
$673,749. Premiums were estimated to increase by 5%. Staff would continue minimizing
risk of becoming a victim of cybersecurity threats including the use of multi-factor
authentication which can lower premium rates. Staff stated police liability continues to be
the highest risk to the Town.
POLICE
The department has four divisions, including patrol, dispatch, support services and code
enforcement. Revenues are estimated at $201,518 and expenditures of $8,151,263. The
purchase of a system to manage internal affairs records, Blue Team/IA Pro Software, was
a decision package included in the proposed budget. Staff spoke regarding Access
Granted, a program for senior community members and Reachwell instant translations.
Staff would research opportunities to build the program into the budget allowing for more
channels for interagency public safety partners on radio channel sharing authorizations.
Efforts would begin to pursue land acquisition necessary to relocate the Police Department
out of Town Hall. Staff noted congressional directed spending may support design costs.
At a previous Town Board meeting, discussion ensued on Denver's special forces unit
whom handle noise concerns. Staff would do research on the cost to develop a team
including devices, training and certification for decibel measurement. The Board asked
staff if it would be a strain on the Department to implement a noise ordinance which
includes decibel measurement which would be further discussed at a future meeting.
OUTSIDE ENTITY FUNDING REQUESTS
Analyst Simpson presented the 2025 funding for outside entities including base funding
and community initiative funding at a total cost of $1,623,916. Funded items included an
increase to base funding (chart provided below) and childcare reserve contributions.
Entities are required to provide reports to the Town in May of each year to identify how
Town funds were used. Board discussion ensued and has been summarized: The increase
in funding requests, amounts and the benefits of partnering with these organizations to
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Town Board Budget Study Session - October 9, 2024 - Morning Session - Page 4
provide services to the community; reconsideration requests received from entities; efforts
to keep pace with inflationary expenses; the importance of the resources for seniors and
organizations who provide life services to the community; and the benefits of annual
reports from entities on how funds were utilized. There were no changes to the 2025
recommendation for Base funding allocations.
Base Funding Allocations
Entity
Crossroads Ministry of Estes Park
Estes Park Chamber of Commerce/EDWC
Estes Park Nonprofit Network
Estes Valley Crisis Advocates
Estes Valley Investment in Childhood Success
Estes Valley Watershed Coalition
Estes Park Salud Foundation
Via Mobility Services
Estes Arts District
TOTAL
2025 Request
$40,000
$65,000
$65,000
$29,000
$40,000
$25,000
$50,000
$45,000
$46,000
$405,000
2025 Recommendation
$40,000
$65,000
$25,000
$29,000
$30,000
$25,000
$30,000
$37,000
$15,000
$296,000
Discussion ensued on the increased number of Community Initiative Funding applications
received and the allocated amount. After further discussion, it was determined the Bobcat
Athletic Club/Bobcat Booster Club, Boulder Climbing Community, Crawford Child
Advocacy Center and the Friends of Colorado Avalanche Information Center would not
receive funding. The remaining funds were then equally distribution to the remaining
entities as identified in the chart below.
Community Initiative Funding Allocations
Entity
Bobcat Athletic Club/Bobcat Booster Club
Boulder Climbing Community
Crawford Child Advocacy Center
Estes Land Stewardship Association
Estes Park Education Foundation
Estes Park Learning Place
Estes Park Museum Friends & Foundation, Inc
Estes Park Senior Citizens Center Inc
Estes Park Sister Cities Association
Estes Park Village Band and Jazz Big Band
Friends of Colorado Avalanche Information Center
Habitat for Humanity of the St. Vrain Valley
Larimer County Partners Inc
League of Women Voters of Estes Park: Community
Recycling Committee
TOTAL
2025 Request
$17,082
$2,500
$5,000
$3,500
$1,500
$10,080
$1,198
$15,000
$4,000
$4,000
$5,365
$10,000
$5,000
$9,000
$93,225
2025 Recommendation
$0
$0
$0
$3,104
$1,500
$6,641
$1,018
$3,889
$2,561
$2,746
$0
$1,775
$3,132
$3,632
$29,998
Mayor Hall recessed the morning session at 1:15 p.m., and the afternoon session would
resume at approximately 1:45 p.m.
i6toria Beers, DepUTy'Town Clerk