HomeMy WebLinkAboutMINUTES Town Board Study Session 2024-11-26
Town of Estes Park, Larimer County, Colorado November 26, 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 26th day of November,
2024.
Board: Mayor Hall, Mayor Pro Tem Cenac, Trustees Brown,
Hazelton, Igel, Lancaster, and Younglund
Attending: Mayor Hall, Trustees Brown, Hazelton, Igel, Lancaster, and
Younglund
Also Attending: Town Administrator Machalek and Recording Secretary
Richards
Absent: Deputy Town Administrator Damweber and Town Attorney
Kramer
Mayor Hall called the meeting to order at 4:45 p.m.
PURCHASING: PROJECT DELIVERY TOOLS.
Director Fetherston presented information on three procurement methods to support the
delivery of maintenance, repair and construction projects for Facilities to complement
the Request for Proposals (RFP) and Invitation to Bid (ITB) methods which were
presently utilized. The incorporation of these methods would strengthen the Town’s
capacity to maintain its facilities, which totaled 150,000 square feet of occupiable space.
He stated that challenges of the current project delivery system include allocation of
staff resources, availability of interested vendors, and vendor response times. On-Call
General Contracting Services would use an RFP to generate a list of contractors to
enter into an on-call contract with outlining labor costs upfront. A bid would occur once
every five years with room for a yearly cost update. A recent RFP was issued to begin
building an on-call list with two vendor responses. Job Order Contracting (JOC) would
offer fixed prices per job type, emphasizing alignment on scope and pricing to minimize
contract changes throughout a project. Contractors associated with Sourcewell, a
government entity, would be selected to establish multi-year JOC contracts. Project
Manager Pastor presented the Construction Manager General Contractor (CM/GC)
method which would shorten the duration of a project by allowing a contractor to begin
once 90% of a design was set and provide an accurate cost estimate in the early stages
of a project by utilizing the profit factor and establishing a guaranteed maximum price.
Staff noted that contracts and projects with a value greater than $100,000 would
continue to require Board approval.
2024 PAID PARKING SEASON RESULTS.
Manager Klein presented an overview of the current parking program during 2024 which
consisted of 150 days from May 24 to October 20 mirroring the RMNP timed entry
season. As with 2023, 2024 was a season of change with several lots impacted and
unavailable due to construction in the downtown corridor. Operational improvements
focused on increased visibility of non-enforcement parking ambassadors in the field to
greet and assist customers. The average occupancy for paid parking was 93.3% and
74% for free parking in 2024. Turnover data demonstrated an increase in the purchase
of one extra hour of parking to extend an initial purchase of two hours. Utilization of the
ParkMobile app surpassed 50% in 2024, compared to past years averaging a 65% use
rate of the payment kiosks. Board discussion ensued and has been summarized:
statistics on length of time to complete a transaction; are ambassadors sustainable; how
customer feedback gets recorded; and quantified and do other organizations’ visitor
surveys include a paid parking question. Manager Klein clarified that a recently issued
Town Board Study Session – November 26, 2024 – Page 2
parking RFP required at least two full time ambassadors throughout the season; a
parking survey would be conducted next year to gather increased customer feedback;
staff would connect with Visit Estes Park (VEP) regarding future surveys, and a survey
posted inside shuttles would be considered. Staff would return in March 2025 to present
planned parking rates for the 2025 season.
FUTURE FUNDING FOR THE BIGHORN PARKING STRUCTURE.
Manager Klein provided an update on the progress of a parking structure located on Big
Horn Drive, stating that five responses were received from an RFP issued for design of
the structure. With parking revenue down due to several lots being unavailable during
construction throughout the 2024 paid parking season, Board direction was requested
on whether to pursue the project in 2025, delay to 2026, or take no action. Board
discussion ensued and has been summarized: questioned if the design brings the best
value to the community; an opportunity to better serve visitors and residents on the
West side of town; what can the top-selected designer provide for the price; future
potential for Cleave Street to become a destination; concern was raised on allocating
money from the General Fund due to recent lower sales tax collections; and the
importance of considering how the structure may be repurposed in the future should it
no longer be needed for parking. Director Muhonen stated that the project would
support the downtown parking management plan by replacing 40 spaces lost to the
Cleave Street Improvement project and referenced Board support for increased parking
inventory with the possible addition of workforce housing at the May 14 study session.
Project Manager Pastor explained that the RFP was based on qualifications with prices
provided after selection and that consideration for future use and height limitations was
included in the RFP. Town Administrator Machalek highlighted that guidance on next
steps was needed for staff to begin planning and that additional milestones were
necessary prior to staff seeking Board approval on the project. The Board was in favor
of staff returning in February 2025 to present a broader package with opportunities for
community engagement.
FUTURE STUDY SESSION AGENDA ITEMS.
Town Administrator Machalek proposed a presentation on Law Enforcement Event
Security MOUs at the January 14, 2025 study session.
COMMENTS & QUESTIONS.
None.
There being no further business, Mayor Hall adjourned the meeting at 6:30 p.m.
/s/Rachel Richards, Recording Secretary