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Home My WebLink AboutMINUTES Town Board Study Session 2025-01-14RECORD OF PROCEEDINGS Town ofEstes Park, Larimer County, Colorado January 14, 2025 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 14th day of January, 2025. Board: Mayor Hall, Mayor Pro Tem Cenac, Trustees Brown, Hazelton, Igel, Lancaster, and Younglund Attending: All Also Attending: Town Administrator Machalek, Deputy Town Administrator Damweber, Attorney Kramer, Director Fetherston, Police Chief Stewart, Deputy Town Clerk Beers Absent: None Mayor Hall called the meeting to order at 5:15 p.m. LAW ENFORCEMENT EVENT SECURITY MEMORANDUM OF UNDERSTANING (MOU). Police Chief Stewart provided a presentation on the Estes Park Police Department (EPPD) participation in northern Colorado event security with the Larimer County Sherriff's Office (LCSO). He stated the EPPD continue to explore ways to remain competitive in the northern Colorado law enforcement employment market and the department has standardized procedures, training, and practices to be consistent with other public safety partners. Northern Colorado hosts a variety of special events which can require multi-jurisdictional coverage to ensure public safety. Estes Park events often require support from neighboring agencies to handle the increased visitation and safety needs. Upon completion of The Ranch events complex, LCSO recognized the need to build a more formal staffing arrangement for county-wide special event security. Police Chief Stewart reviewed local benefits in Larimer County security participation including: Exposure to various Incident Action Plans and regional public safety philosophies for different types of special events; increased experience base for officers; build a sense of department pride; relationship building and strengthening; and opportunity to breakdown "siloed" or stagnate planning and response across agencies. Unlike previous years, this MOU would not be specific to LCSO, would not require annual review, includes officer and supervisor pay rates negotiated with LCSO, and incorporates consideration of the EPPD's average overtime rate, FICA, Medicare, employer and employee retirement rates. Staff requested direction on the Board's interest in a multi-year MOD to provide security for events in northern Colorado. Board discussion ensued and has been summarized: Whether staff have an understanding of the composition of additional MOD'S with other jurisdictions and any coordinating discussions; how the department would ensure all staff benefit from participation in event security; the importance of maintaining adequate staffing in Estes Park while officers are participating in event security; how staff would manage a local emergency with officers participating in event security; the evaluation process to make sure the multi-year engagement provides value and stays within the scope; and department costs for assistance from other agencies. The Board supported staff drafting a law enforcement event security MOD to be considered at a future meeting. POLICE DEPARTMENT FACILITY UPDATE. Staff provided an update on the status of the strategic goal to start design efforts and potential land acquisition for a new Police Department (PD) building. The 2022 Facilities Master Plan identified the current PD offices located in Town Hall as inadequate and jeopardizes the ability to respond to emergencies as well as keep offices, staff and residents safe. Chief Stewart reviewed inadequacies of the current space including: Pedestrian and vehicular safety concerns while responding to events especially during RECORD OF PROCEEDINGS Town Board Study Session - January 14, 2025 - Page 2 the high visitation seasons; downtown parking for various PD equipment and offsite storage; records management limitations; repurposing space to meet staffing needs and no available room for growth; space limitations for proper evidence processing, arrest processing, and interview requirements; difficulties in creating a cohesive department and team when operations are spread across a building in different areas; and lack of a multi-purpose use room for training, roll call, and Emergency Operations Center (EOC) integration. He spoke regarding the value of a secure, controlled entry way for transferring individuals while maintaining controlled access and having a secure and integrated evidence facility. Director Fetherson stated in the spring of 2024 following Board direction at a study session staff pursued securing a long-term lease with the Bureau of Reclamation (BOR) for property adjacent to the Dannels Fire Station at 901 North Saint Vrain Avenue. Due to challenges anticipated in securing the lease, the focus shifted to evaluating other potential locations including those centrally located along Big Thompson Avenue, both east and west of North Saint Vrain Avenue, and in the vicinity of South Saint Vrain Avenue. A pre-design assessment would help identify the most suitable properties. The Town has begun the pre-design study aimed at identifying space needs and evaluate potential sites utilizing the following key steps: space needs analysis, bubble adjacency diagrams for up to five sites, conceptual floor and site plans, and initial cost projections. Project Manager Pastor stated site visits would be conducted in February with more information provided to the Board and public when available. Director Fetherston reviewed funding and general financing concepts and options and construction timelines with an anticipated occupation in 2029 or 2030, and the communication plan. Improvements to the current PD office space may be forthcoming to meet current needs. Board discussion ensued on the limitations for utilizing the BOR property. The Board requested clarification on the project timeline, anticipated results of the assessment, and how long the assessment would remain relevant. Staff would provide additional information on the assessment when available. FUTURE STUDY SESSION AGENDA ITEMS. The Board was in support of scheduling an Estes Non-Profit Network Update to occur at a regular meeting rather than during a study session. It was requested and determined to schedule the Big Horn Parking Structure Construction Funding on February 11, 2025, 2025 Public Works 1A Sales Tax Update on February 25, 2025, and Policy 842 Parking Permits Revisions on March 25, 2025. COMMENTS & QUESTIONS. Trustee Igel spoke regarding the need for public input and the value of an objective outside review of Town processes due to the speed at which some high-impact projects have moved through the approval process. He suggested coordinating with Deputy Town Administrator Damweber to provide a constructive perspective on how processes and projects are brought before the Board for consideration. After staff clarification on the content of the discussion, Trustee Igel requested Board interest in a study session to review the processes on how projects are brought forward and approved by the Board. Board discussion ensued and has been summarized: The need to identify the scope of the discussion for clear staff direction; strategic planning and budget review processes; and the importance to focus on the role of the Board and limiting involvement on internal processes which are overseen by the Town Administrator. Staff would schedule a review the Town's process for approving high-impact projects at a future study session. It was requested and determined to add a re-evaluation of the Downtown Parking Management Plan and a proposed resolution supporting immigrants to a future study session. There being no further business, Mayor Hall adjourned the meeting at 6:44 p.m. -^ .^_2v Bunny Victoria Beers, Depu'fyTown Clerk