HomeMy WebLinkAboutPACKET Town Board Study Session 2025-11-25Informal discussion among Trustees and staff concerning agenda items or other Town
matters may occur before this meeting at approximately 4:45 p.m.
Town Board of Trustees Study Session
November 25, 2025 from 5:00 p.m. – 6:45 p.m.
Town Hall Board Room, 170 MacGregor Ave, Estes Park
Accessibility Statement
The Town of Estes Park is committed to providing equitable access to our services.
Contact us if you need any assistance accessing material at 970-577-4777 or
townclerk@estes.org.
Meeting Participation
This meeting will be streamed live and available on the Town YouTube page. Click on
the following link for more information on Digital Accessibility.
Public comment
Public comments are not typically heard at Study Sessions, but may be allowed by the
Mayor with agreement of a majority of the Board.
Agenda
5:00 p.m. Guiding Philosophy for Events
Presented by Management Analyst Simpson
5:45 p.m. Break for Dinner
6:00 p.m. Town Focus Groups
Presented by Town Administrator Machalek
6:30 p.m. Trustee and Administrator Comments and Questions
6:40 p.m. Future Study Session Agenda Items
6:45 p.m. Adjourn for Town Board Meeting
The Town of Estes Park is committed to providing equitable access to our services. Contact us
if you need any assistance accessing material at 970-577-4777 or townclerk@estes.org.
Report
To: Honorable Mayor Hall & Board of Trustees
Through: Town Administrator Machalek
From: Suzanna Simpson, Management Analyst
Department: Town Administrator’s Office
Date: November 25, 2025
Subject: Guiding Philosophy for Events
Purpose of Study Session Item:
The 2025 Town Board Strategic Plan includes an objective to “Develop a guiding
philosophy for events that includes consideration of impact on businesses and the
community.” The purpose of this Study Session item is to share results of feedback
gathered on events, discuss the elements of a guiding philosophy for events, and
review a draft of an Events Philosophy created by staff for discussion purposes.
Town Board Direction Requested:
Staff is seeking direction from the Board on what elements should be included in the
guiding philosophy and how the philosophy should be incorporated into the operations
of the Events & Visitor Services Department.
Specific feedback from the Board is needed on the following:
• Should Bond Park be reserved only for civic uses, publicly-owned events, or
events that support nonprofits?
• Should the prominence of alcohol at events be addressed?
As a starting point to this conversation, staff has drafted an Events Philosophy based on
the feedback received from the community and stakeholders.
Present Situation:
To help develop a guiding philosophy, research was conducted on how other
municipalities across the state handle events; stakeholder interviews were conducted
with the Events & Visitor Services Department, the Estes Chamber of Commerce, Visit
Estes Park; and a survey was conducted with the intent to gauge the resident and
business sentiment on events in Estes Park.
The research gathered demonstrates that Estes Park is unique in many ways with
regards to events, including the number and size of events, and variety of event venues.
Collaboration was identified as a key component to success from all stakeholders, as
well as ensuring events have a benefit to the town, whether that is cultural, economic, or
recreational. Overall sentiment on events was mostly positive, while the impact to
businesses was neutral.
Proposal:
A draft Events Philosophy based is attached for Town Board consideration. The draft is
based on resident and business feedback, as well as discussions with key stakeholders.
Advantages:
Adoption of a guiding philosophy will demonstrate that the work of the Events & Visitors
Services Department takes into consideration the overall impact of events on the
community.
Disadvantages:
Sentiments may change based on events or extenuating circumstances, so if the
guiding philosophy is too narrow, it may need to be revisited often
Finance/Resource Impact:
None
Level of Public Interest:
Medium
Attachments:
1. Draft Events Philosophy
2. Guiding Philosophy for Events Report
3. Guiding Philosophy for Events Presentation
Draft Guiding Philosophy for Events
The Town of Estes Park produces and supports events that showcase the unique community of
Estes Park and support our local economy and nonprofits. Events are designed to celebrate
local culture, arts, and recreation, while providing a safe and positive experience for residents
and visitors alike. Events & Visitor Services staff will prioritize collaboration at all stages of the
event process - planning, execution, and evaluation, environmental sustainability and work to
mitigate any adverse impact of events on neighborhoods, businesses, and public services.
Prioritize Collaboration: The Events & Visitor Services team works with both internal and
external partners on event planning, execution, and evaluation. This collaboration helps ensure
that adverse impacts are mitigated and that all stakeholders have an opportunity to engage in
each stage of the process.
Focus on Events that Showcase our Unique Community and Celebrate Local Culture,
Arts, and Recreation: The Town’s signature events are popular and appreciated by locals and
visitors alike. These events should showcase the unique and diverse aspects of our community,
from Bigfoot Days, to the Rooftop Rodeo, to Catch the Glow, each signature event highlights a
fun and unique aspect of Estes Park. Events are intended to celebrate our local culture, arts,
and recreation. The Town will prioritize local vendors when possible and will encourage all
attendees at the Town’s signature events to visit and patronize local businesses.
Reserve Bond Park for Civic Uses/Support: Bond Park should only be used for civic uses,
publicly-owned events, or events that support local nonprofits. Efforts should be made to ensure
that Bond Park events are not repetitive or generic.
Exercise Good Stewardship for the Community: Our events should invite visitors to engage
responsibly with our mountain community and balance celebration with stewardship. Events &
Visitor Services staff will prioritize efforts to reduce waste, and work with internal and external
partners to manage traffic, parking, and transportation, as well as mitigate adverse impacts on
neighborhoods, businesses, and overall public services. The Town will not financially
support new private events with either cash or in-kind considerations. Town financial resources
will be focused on Town signature events.
Assist Outside Event Organizers in Producing Successful Events: Events & Visitor
Services staff will help outside event organizers produce successful events by serving as a
resource for planning, permitting, and execution, keeping all elements of the guiding philosophy
in mind throughout the process.
Prioritize Public Safety: Events & Visitor Services will work closely with the Estes Park Police
Department to ensure that all attendees have a safe and positive event experience. The police
department will always respond to public safety incidents, but they do not have the resources to
Attachment 1
provide continuous security at events. Event organizers that request this level of security for
their events will be required to fund these resources. The overall safety and security of the town
will not be compromised based on the individual needs of a specific event.
Additional elements that could potentially be included:
Reduce the number of arts & crafts festivals in Bond Park
Not producing new alcohol-centered events or reducing the number of current such events
Town of Estes Park Guiding Philosophy for Events
Purpose
The 2025 Town Board Strategic Plan includes an objective to “Develop a guiding philosophy for
events that includes consideration of impact on businesses and the community.” This document
is intended to facilitate the discussion around developing the guiding philosophy.
Stakeholders and Resources
Stakeholder interviews were conducted with Town of Estes Park Events & Visitor Services
Director Rob Hinkle, Estes Chamber of Commerce Director Colleen DePasquale, and Visit
Estes Park Operations Director Rebecca Domenico-Gelsinger. Research was conducted on
several municipalities across the state to get a better understanding of their approach to events
in the community. Those municipalities were Aspen, Avon, Boulder, Breckenridge, Brighton,
Broomfield, Fort Collins, Frisco, Glenwood Springs, Longmont, Loveland, Lyons, Pagosa
Springs, Snowmass Village, Vail, and Windsor. Public feedback was sought through a survey
conducted by Polco.
Public Feedback - Survey Results
The survey was open for 18 days and had 198 responses, which were categorized by resident,
business owner or manager, and both resident and business owner or manager. Of those, 79%
(156)were residents, 1% (2) were business owners or managers, 16% (32) were both residents
and business owners or managers and 4% (8) were categorized as “other,” self-identifying as
former residents, second-home owners, and employees.
The purpose of the survey was to get a sense of resident/business sentiment, current barriers to
participation, what types of events people would like to see more/fewer of, and gain an
understanding of the impact that events have on the business community. We did not include
every event that takes place in town, but focused on Town signature events, larger private
events held at Town event spaces, and events that take place in the downtown corridor.
The overall sentiment on events was positive, with a few fair and poor ratings for each event,
but primarily the responses were “excellent” or “good.” The business respondents were more
likely to give “fair” ratings.
The majority of respondents are satisfied with the current number of events at 50% (81), with
40% (65) stating they would like to see fewer events, and 10% (16) stating they would like to
see more events.
Attachment 2
Residents are motivated to attend events in large part for entertainment purposes or to enjoy a
unique experience.
Of the choices offered, cost was the largest prohibitive factor for attending events, but many,
25% (71) wrote in other reasons.
● Crowds
● Traffic
● Parking
● Alcohol
Of these, crowds was noted as the largest deterrent for residents attending events, followed by
traffic, parking, and alcohol. For the business respondents, crowds was noted as the largest
deterrent, followed by scheduling, parking, and cost.
The types of events that residents feel should be considered for the future include winter events,
nature/wildlife-themed events, musical performances, family-friendly events, and food-focused
events.
The types of events that the business respondents feel should be considered for the future
include winter events, educational events, cultural events, and family-friendly events.
The types of events that residents would like to see fewer of are alcohol-centric events, those
that take place downtown, and repetitive events that are similar in nature (such as arts & crafts
shows).
The types of events that business respondents would like to see fewer of are arts & crafts
shows, alcohol-centric events, those that require both entry fees and additional charges by
vendors at the event.
The overall impact of downtown events on business was rated as neutral by 38% (12) of
respondents, followed by positive at 22% (7), and negative at 19% (6).
The majority of respondents at 58% (19) feel that the overall impact of events on the local
business community is positive, followed by 15% (5) who feel it’s extremely positive, 12% (4)
who feel it’s neutral, and 6% (2) who feel it’s negative.
The top concerns identified across all of the text responses are as follows:
● Traffic (50 mentions) - the most common logistical complaint, especially regarding
downtown congestion during busy weekends.
● Parking (48 mentions) - lack of parking, suggestions of improved signage and more
coordination being needed during large events.
● Alcohol (47 mentions) - most often raised as a request for fewer alcohol-centric events.
● Crowds (19 mentions) - the large crowds at many downtown events are a barrier to
resident attendance.
Opportunities
Collaboration
A high level of collaboration is a key component to success in all facets of the event process.
Both internal and external partners play a significant role in mitigating issues around business
impact and participation, traffic, parking challenges, and resident sentiment. Currently, staff from
the Events & Visitor Services Department meet with both Visit Estes Park and the Estes
Chamber of Commerce. Internally, the Events & Visitor Services Department meets with the
Police Department and Public Works Department. This could expand to include Parking &
Transit Division staff, which generally participates in discussions through the permitting process.
Programs that encourage business participation in events, such as the Beyond Program, should
be highlighted and promoted. Through this program, business owners can create specials or
products based on events, and a poster is created with a QR code. The Chamber and Visit
Estes Park primarily manage the program, which was created during the 2022 Elk Fest. The
main vision was to help drive traffic into town for local businesses before or after large events,
especially those at the Events Complex. From January 2025 through August 2025 the program
generated 139 coupons and 16,428 clicks.
Bond Park Events
Events that take place in Bond Park have the biggest impact on traffic and downtown
businesses. These events are initially approved by the Town Board, but then follow the
permitting process in subsequent years. There are currently 11 events that take place in Bond
Park:
● Big Foot Days (Town event)
● Estes Park Art Market (nonprofit event)
● Cowboy Brad Concerts (Town event)
● Estes Park Wine Festival (private event)
● Handmade in Colorado (private event)
● Labor Day Arts & Crafts Show (nonprofit)
● Fine Arts & Crafts Show (nonprofit)
● Autumn Gold (nonprofit)
● Elk Fest (Town event)
● Pumpkins & Pilsners (nonprofit)
● Tree Lighting Ceremony (Town event)
Out of these 11 events, 2 are private, for-profit events with no nonprofit connection or
component. From the business perspective, sentiment is mixed on these events. While they
were not noted to have a negative impact on business, respondents noted frustration that many
of these events felt repetitive, sold products that were perceived to compete with downtown
businesses, and created the most congestion in town.
Alcohol-Centric Events
There are currently 8 events that advertise alcohol:
● Wine & Chocolate Festival
● Whiskey Warmup
● Frozen Dead Guy Days
● Estes Park Wine Festival
● Autumn Gold
● Pumpkins & Pilsners
● Rocky Mountain Craft Spirits Festival
● Holiday Wine & Craft Show
These events are popular among attendees, though overall resident sentiment from the survey
was not favorable for these types of events. While eliminating current, successful events is not
recommended, the Events & Visitor Services Department could carefully weigh the benefits of
adding any new events that advertise alcohol. The Police Department has noted that there is
not an increase in public safety issues or incidents during these events.
The Town should ensure that public transportation options are available, contracted, and
promoted for each of these events.
Family-Friendly Events
In general, an event would be considered family-friendly if it is affordable and appropriate for all
ages. Many of the Town’s current events can be considered family-friendly in that regard and
could be advertised as such.
Lessons/Ideas from Other Communities
Estes Park is fairly unique in its approach to events, in large part because of the variety of
venues and well-established signature events. Of the communities researched, only a few
produce a large number of municipal events, and most serve as a resource for outside events to
guide them through the permitting process. The Events & Visitor Services Department’s website
for the Events Complex stands out as a resource for event information, planning, and
promotion.
The Town of Frisco emphasizes a neighborhood-feel approach to the events they produce,
holding several seasonal events that are designed for participants to engage with local
businesses. All third party events are reviewed through a committee, led by the Town.
Telluride is one community that shares many of the same challenges as Estes Park in terms of
managing large events in a small town. Over a 22 week period, while their gondola is operating,
they have 45 events on Town property alone. They have a series of policies intended to mitigate
some of the impacts. The criteria they have established includes:
● Length of time in existence on the requested date or weekend.
● Longevity of event in Town.
● Longevity of organization in Town.
● Value to community (cultural, economic, environmental, and social).
● Impact on community (infrastructure, environment, and economy).
● Change to existing events or new events (proximity to other events; impact on other
events with regards to economics, infrastructure, and available venues; similar events;
and crowd size).
● Fulfills requirements of Town contracts and Special Event Policies.
These policies are updated every year and they try to incorporate lessons learned. Overall,
despite the policies and established criteria, they do not feel they have found a clear solution to
managing the impact on infrastructure or resident and business sentiment on the large number
of people visiting their town during the high season. The Town is not currently adding a large
number of events, rather, the focus has been on maintaining a slate of largely historical events.
A set of criteria like that of Telluride could be valuable if the Town was in a position to review
new events on a more frequent basis.
The City of Aspen has evolved their event philosophy over the years, narrowing their focus to
signature events that create a community connection. As part of this transition, athletic events
that were once produced by the City are now privately managed. Today, the City of Aspen
Events Department is guided by a new mandate: to produce events that are free or low-cost,
community-driven, environmentally responsible, and designed with locals in mind — the people
who live, work, and play here every day. Inevitably, visitors are folded into the mix, especially
during free community gatherings like the Community Picnic and July 4th celebrations.
Successes & Current Philosophy
The Events & Visitor Services Department’s mission is to: “provide residents and guests with
resources, extraordinary events and venues to enhance the quality of life in Estes Park and to
ensure that Estes Park remains a vibrant mountain community and premier destination.” The
amount of positive feedback from those who attend events, as well as the results of Economic
Impact Surveys, demonstrates that the department is thoughtful in their approach to events and
prioritizes measuring their impact.
Timing of Events
The Events & Visitor Services Department takes a thoughtful approach to balancing events
across the year and throughout the week, utilizing performance measurements to help establish
targets and track metrics. This is an attempt to boost the shoulder season and help bring people
to businesses during times that normally have lower visitation, as well as spread events out
throughout the week instead of concentrating them on the weekends, adding to congestion. The
economic impact survey for the Whiskey Warmup shows that direct spending in 2024 was
$204,781 and Bigfoot Days shows $472,779.
Sustainability Efforts
The Events & Visitor Services Department has partnered with the League of Women Voters to
volunteer at events to assist with recycling and overall sustainability efforts. The League is
putting together a report to highlight this work over the last year.
Additionally, the department received a grant for two water fill stations and trash/recycling bins
for events.
Elements of a Guiding Philosophy
A guiding philosophy that deals with events should contain a set of principles or values that
helps maintain consistency in operations, is rooted in purpose (the department’s mission), and
provides a framework for making decisions. Based on the research conducted, as well as the
current status of events, a guiding philosophy for the Town of Estes Park’s Events & Visitor
Services Department could contain the following elements:
● Prioritizing collaboration (internal and external partners)
● A focus on events that showcase our unique community
● Celebrating local culture, arts, and recreation
● Being good stewards of the environment and sustainability initiatives
● Considering local priority for vendors, as well as encouraging attendees of Signature
events to visit local businesses
● Providing a safe and positive experience for residents and visitors alike
● Reserving Bond Park for civic uses/support
● Assisting outside event organizers in producing successful events
● Minimizing adverse impacts on neighborhoods, businesses, and public services
● The mission of the department
● Police support for security at public and private events (cost, etc)
● Non-PD support for private/public events (event subsidies)
Additional elements that could potentially be included:
● Reducing the number of arts & crafts festivals in Bond Park
● Not producing new alcohol-centered events or reducing the number of current such
events
11/26/2025
1
Guiding Philosophy for Events
We are committed to providing equitable access to our services. If you need any assistance, please
email digitalaccessibility@estes.org.
Suzanna Simpson, Management Analyst
Purpose
2025 Town Board Strategic Plan includes an objective to “Develop
a guiding philosophy for events that includes consideration of
impact on businesses and the community.”
The purpose of this report is to share results of feedback gathered
on events, discuss the elements of a guiding philosophy for events,
and review a draft of an Events Philosophy created by staff for
discussion purposes.
1
2
Attachment 3
11/26/2025
2
Direction Requested
•What elements should be included in the guiding philosophy?
•How should the philosophy be incorporated into operations?
•Should Bond Park be reserved only for civic uses, publicly-owned
events, or events that support nonprofits?
•Should the prominence of alcohol at events be addressed?
Stakeholders & Resources
Stakeholder interviews were conducted with:
Town of Estes Park Events & Visitor Services Director Rob Hinkle
Estes Chamber of Commerce Director Colleen DePasquale
Visit Estes Park Operations Director Rebecca Domenico-Gelsinger
Estes Park Police Chief Ian Stewart
Municipal Research:
Mountain communities: Aspen, Avon, Breckenridge, Frisco, Glenwood
Springs, Pagosa Springs, Snowmass Village, Vail
Neighboring communities: Boulder, Brighton, Broomfield, Fort Collins,
Longmont, Loveland, Lyons, Windsor
3
4
11/26/2025
3
Public Feedback - Survey
The purpose of the survey was to gauge resident and business sentiment,
understand barriers to participation, the types of events people want to see
more/fewer of, and understand the impact that events have on the business
community.
Every event was not included in the survey, the focus was on Town signature
events, larger private events held at Town event spaces, and events that
take place in the downtown corridor.
Public Feedback - Survey
•Survey was open for 18 days and had 198 responses
•Categorized by resident, business owner or manager, and both resident
and business owner or manager
•79% (156) were residents
•1% (2) were business owners or managers
•16% (32) were both residents and business owners or managers
•4% (8) were categorized as “other,” self-identifying as:
•Former residents
•Second-home owners
•Employees
•Events were mostly rated as “excellent” or “good.”
•50% of respondents are satisfied with the current number of events, while
40% stated they would like to see fewer events, and 10% would like to see
more events.
5
6
11/26/2025
4
Public Feedback - Survey
Of the choices offered, cost was the largest prohibitive factor for attending
events, but 25% of respondents wrote in other reasons:
•Crowds
•Traffic
•Parking
•Alcohol
The top concerns identified across all text responses:
•Traffic (50 mentions)
•Parking (48 mentions)
•Alcohol (47 mentions)
•Crowds (19 mentions)
Public Feedback - Survey
Residents want more winter events, nature/wildlife-themed events, musical
performances, family-friendly events, and food-focused events. They want
fewer alcohol-centric events, downtown events, and repetitive events.
Business respondents want more winter events, educational events, cultural
events, and family-friendly events. They want fewer arts & crafts shows,
alcohol-centric events, and those that charge a fee for entry with additional
vendor charges.
7
8
11/26/2025
5
Public Feedback - Survey
The overall impact of downtown events on business was rated:
•38%: Neutral
•22%: Positive
•19%: Negative
The overall impact of events on the local business community was rated:
•58%: Positive
•15%: Extremely Positive
•12%: Neutral
•6%: Negative
Opportunities
•Collaboration
•Bond Park Events
•Alcohol-Centric Events
•Family-Friendly Events
•Lessons/Ideas from Other Communities
9
10
11/26/2025
6
Successes & Current Philosophy
•Events & Visitor Services Mission: Provide residents and guests with
resources, extraordinary events and venues to enhance the quality of life
in Estes Park and to ensure that Estes Park remains a vibrant mountain
community and premier destination
•Timing of Events
•Sustainability Efforts
Elements of Guiding Philosophy
•Prioritizing collaboration
•A focus on events that showcase our unique community
•Celebrating local culture, arts, and recreation
•Being good stewards of the environment
•Considering local priority for vendors, and encouraging attendees of
Signature events to visit local businesses
•Providing a safe and positive experience for residents and visitors
•Reserving Bond Park for civic uses/support
•Assisting outside event organizers in producing successful events
•Minimizing adverse impacts on neighborhoods, businesses, and public services
•The mission of the department
•Police support for security at public and private events
•Non-police support for public and private events
11
12
11/26/2025
7
Elements of Guiding Philosophy
Additional elements that could potentially be included:
•Reducing the number of arts & crafts festivals in Bond Park
•Not producing new alcohol-centered events or reducing the number of
current such events
Draft Guiding Philosophy
Review Draft Guiding Philosophy
13
14
11/26/2025
8
Guiding Philosophy for Events
15
The Town of Estes Park is committed to providing equitable access to our services. Contact us
if you need any assistance accessing material at 970-577-4777 or townclerk@estes.org.
Report
To: Honorable Mayor Hall & Board of Trustees
From: Town Administrator Machalek
Department: Town Administrator’s Office
Date: November 25, 2025
Subject: Town Focus Groups
Purpose of Study Session Item:
Town Board discussion of the use of ad-hoc focus groups for projects of significant
community interest.
Town Board Direction Requested:
The primary direction requested is whether the Board would like to utilize ad-hoc focus
groups to gather feedback on major projects. Ad-hoc focus groups would be advisory
bodies appointed by the Town Board for a specific purpose/project and a limited time-
period, typically through the completion of a project.
If the Board is interested in considering the use of ad-hoc focus groups, feedback on the
following will provide staff with the information necessary to create a draft for
consideration:
• Establishment
o What should trigger the creation of an ad-hoc focus group?
Mayor/Trustee/staff initiation (with full Board approval)
Dollar threshold
Other
• Appointment process
o Should each ad-hoc focus group be created through an application
process or some other method (e.g. randomized selection of community
members, appointment of specific stakeholders, selection from a pre-
approved applicant list, etc.)?
o If ad-hoc groups are created through an application process, should the
full Board or a subset of the Board interview applicants?
• Town Board representation
o Should the Town Board appoint a liaison to each ad-hoc focus group? Or
should staff or a facilitator provide the Board with periodic updates?
• Bylaws/charter
o Should every ad-hoc focus group use a standard set of bylaws/standard
charter? Or should each ad-hoc focus group be allowed to craft their own
bylaws/standards?
• Facilitation
o Should ad-hoc focus groups be facilitated or should they be led by a Chair
and Vice Chair chosen by the members of the group?
Present Situation:
The Town Board voted to sunset the Transportation Advisory Board (TAB), the Town’s
only remaining advisory board, at the July 22 Town Board meeting. During the
discussion about sunsetting TAB, the Board expressed interest in discussing the
concept of project-by-project focus groups.
Proposal:
If the Town Board wants to consider the use of ad-hoc focus groups for specific
projects, the details requested above will enable staff to draft a modification to Town
Board Policy 102 (Town Committees) for consideration.
Advantages:
• Ability to gather resident/stakeholder feedback on specific projects
• Ad-hoc nature of focus groups likely to reduce risk of scope creep
Disadvantages:
• Time and resources spent on the creation and facilitation of ad-hoc focus groups
will not be available for other Town Board priorities. Given the high-importance of
public engagement, this disadvantage is outweighed by the advantages listed
above.
Finance/Resource Impact:
No direct financial impact.
Level of Public Interest:
Medium.
Attachments: None.
11/26/2025
1
Town Focus Groups
Town Board Study Session
11/25/2025
We are committed to providing equitable access to our services. If you need any assistance, please email
digitalaccessibility@estes.org.
Agenda
•How We Got Here
•Town Board Direction Requested
•Ad-Hoc Focus Groups
•Definition
•Establishment
•Appointment Process
•Town Board Representation
•Bylaws/charters
•Facilitation
1
2
11/26/2025
2
How We Got Here
Town Board sunset TAB on July 22
Board expressed interest in considering ad-hoc focus
groups during the TAB discussion
Town Board Direction Requested
Does the Board want to consider the use of ad-hoc
focus groups for projects of significant community
interest?
What should trigger the creation of a focus group?
What should the appointment process look like?
Should each focus group have a Town Board liaison?
Should each focus group have a standard charter?
Should focus groups be facilitated?
3
4
11/26/2025
3
Definition
An ad-hoc focus group is an advisory body appointed
by the Town Board for a specific purpose/project and for
a limited duration.
Establishment
Ad-hoc focus groups would need to be established by
the Town Board.
Triggers for the consideration of a focus group could
include:
Mayor/Trustee initiation
Staff initiation
Dollar threshold
Other
5
6
11/26/2025
4
Appointment Process
Focus group membership could be determined through:
Application process
Randomized selection of community members (invitation)
Appointment of specific stakeholders
Selection from a pre-approved applicant list
If an application process is used, additional discussion of
the interview process will be necessary.
Town Board Representation
Focus groups may or may not require a Town Board
liaison.
In the absence of a liaison, a representative of the focus
group, staff, or a facilitator could provide the Board with
periodic updates.
7
8
11/26/2025
5
Bylaws/Charter
Focus groups could each develop a unique set of
bylaws or a charter, or a standard set of bylaws could be
used for each group.
Allowing each focus group to develop its own set of
bylaws or a charter could provide more group-by-group
flexibility and buy-in, but is likely to be time consuming
and lead to different processes across groups.
Facilitation
Focus groups could be facilitated by a third party or led
by a Chair and Vice Chair chosen by the members of
the group.
Facilitation would likely allow the group to focus more
heavily on the subject matter at hand, rather than on
group dynamics.
9
10
11/26/2025
6
Town Board Direction Requested
Does the Board want to consider the use of ad-hoc
focus groups for projects of significant community
interest?
What should trigger the creation of a focus group?
What should the appointment process look like?
Should each focus group have a Town Board liaison?
Should each focus group have a standard charter?
Should focus groups be facilitated?
11
The Town of Estes Park is committed to providing equitable access to our services. Contact us
if you need any assistance accessing material at 970-577-4777 or townclerk@estes.org.
Future Study Session Items
December 9, 2025
• Parking and Transit Year-End Review
• Development Code Update: Residential Housing Typologies
Items Approved - Unscheduled
• Police Department Facility Financing
• Plaque Honoring Civic Service/Art in Public Places
• Liquor License Process
• Addressing Housing Needs for Town Employees
• Vendor Fee Rate for Sales Tax Collection
Items for Town Board Consideration
• Development Code Emergency Update Engagement Summary
• Joint Session with Fire District – Wildfire Resiliency Code