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HomeMy WebLinkAboutMINUTES Town Board 2025-12-09Town ofEstes Park, Larimer County, Colorado, December 9, 2025 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 9th day of December, 2025. Present: Gary Hall, Mayor Mayor Pro Tem Marie Cenac Trustees Bill Brown Mark Igel Kirby Hazelton Frank Lancaster CindyYounglund Also Present: Travis Machalek, Town Administrator Jason Damweber, Deputy Town Administrator Greg White, Special Counsel Bunny Beers, Deputy Town Clerk Absent: Dan Kramer, Town Attorney 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/Hazelton) to approve the Agenda, and it passed unanimously. PUBLIC COMMENTS. None. TRUSTEE COMMENTS. Board comments were heard and have been summarized: Sarah LeonardA/isit Estes Park (VEP) CEO started December 1st; the first draft of the VEP Marketing Advisory Committee guidelines were reviewed, a final draft review of the guidelines and the 2026 Budget would be forthcoming and public input was encouraged; VEP sponsored Sleigh the Games event would occur in December with different activities for each day with a local's discount; Deborah Gibson, VEP Board member had reached her term as a member and would be transitioning onto the Marketing Advisory Committee and was thanked for her service on the Board; the Restorative Justice Better to Go dinner fundraiser would take place on December 11th; the Region 2 Opioid Abatement Council 2025 Report was distributed and would be included in the meeting packet; at the VEP Board meeting Kyle Patterson/RMNP Public Affairs Officer presented information related to the Department of Interior information release on a fee increase for non-residents of the United States, the Moraine campground would be open to winter campers, and she promoted RMNP's wetland preservation efforts which are highlighted on a webinar available on their website; Breanne Edwards was identified as the new Estes Park Chamber of Commerce President; the Chamber would provide assistance to businesses as it relates to the Enterprise Zone Tax Credit; the Power and Communications crew's efforts in addressing impacts from the recent high wind event was recognized; appreciation was heard for the Post Office employees and the need for a new facility was mentioned; a ribbon cutting was held to celebrate the Creative Arts District designation; and support was heard on holding a study session on liaison responsibilities. Trustee Brown spoke to an email sent to Director Moulton/Estes Park Housing Authority (EPHA) related to scheduling an executive session on Ballot Question 300. The exchange, available for review on the public email, gathered public input and concern related to Trustee Brown's role as a Trustee or Liaison to EPHA. He stated his concerns were focused on the impacts to the community and the Town's possible exposure to a lawsuit, and noted he would recuse himself from any EPHA discussions on Ballot Question 300. Board of Trustees - December 9,2025 - Page 2 TOWN ADMINISTRATOR REPORT. Town Administrator Machalek also recognized the Power and Communications crew for their response to the wind outages. He thanked the Events staff and other Town staff for a great Catch the Glow parade and highlighted the amount of coordination it takes to produce this type of event. CONSENT AGENDA: 1. Expenditure Approval Lists - Bills 2. Town Board Meeting and Study Session Minutes dated November 25,2025 3. Resolution 101-25 Grant Agreement with the Colorado Department of Local Affairs for the Housing Planning Grant 4. Resolution 102-25 Grant Agreement with the Department of Local Affairs for the Child Care Planning Grant It was moved and seconded (Cenac/Younglund) to approve the Consent Agenda, and it passed unanimously. ACTION ITEMS: 1. ORDINANCE 19-25 AMENDING ESTES PARK MUNICIPAL CODE SECTION 13.24.120 REGARDING EXTRATERRITORIAL WATER SERVICE. Mayor Hall opened the public hearing. Staff stated the ordinance included minor amendments to the extraterritorial requirements in the code. Ordinance 19-25 would amend the Estes Park Municipal Code requiring annexation forextraterritorial water service and assigns the Town Board as the decision maker to waive the annexation requirement. Staff recommended approval. Mayor Hall closed the public hearing and it was moved and seconded (Igel/Cenac) to approve Ordinance 19-25, and it passed unanimously. 2. POLICY 403 ANNEXATION. The Estes Forward Comprehensive Plan and the Strategic Plan identify adoption of an annexation policy as a recommended action and objective. The policy establishes priorities for considering annexations and would ensure annexation decisions align with the Town's comprehensive plan vision and themes for resiliency. Additionally, the policy outlines areas to guide decision making. The Board provided direction to staff at the September 30, 2025 and October 28, 2025 study sessions to draft an annexation policy for the Town. Policy 403 would provide high level guidance to the Town Board, staff, property owners, and community members regarding annexation factors to consider. Staff stated individual annexations could be considered for consistency with the policy, although the policy would not mandate the application meet any or all criteria in the policy or replace Town Board discretion. Senior Planner Hornbeck reviewed the goals and policy statements for natural environment, economy, housing, transportation and infrastructure. He reviewed enclave annexations and annexation of properties subject to pre-annexation agreements. The proposed policy addresses the possibility of the dissolution of a joint comprehensive plan with Larimer County, and notes the Town should initiate discussions on an intergovernmental agreement with Larimer County to ensure continued cooperation on development and annexation. Staff recommended approval of the policy. Frank Theis/Town resident noted there was no mention on the assignment of zoning when annexations occur. Kristine Poppitz/County resident agreed with the previous comment and highlighted annexation and rezoning are separate processes. Board comments have been summarized: questioned how zoning would be applied to annexed properties and it was suggested mentioning it in the policy; benefits of a growth management area and whether the Town should begin conversations with Larimer County; and the benefits of addressing zoning through the Development Code Board of Trustees - December 9, 2025 - Page 3 re-write. Staff confirmed, the Board would have the responsible, at their discretion, to assign zoning to an annexed parcel within 90 days of annexation. It was moved and seconded to approve Policy 403 with an amendment to section b. Built Environment to include: To the effect that zoning of annexed properties should (where feasible) either take the Town zoning closest to the existing County zoning or a zoning consistent with the Future Land Use map in the Comprehensive Plan, and no vote was cast as a substitute motion passed. A substitute motion was made (Brown/Hazelton) to approve Policy 403 as written, and it passed with Trustee Igel voting "No". 3. RESOLUTION 103-25 COYOTE RUN SUBDIVISION 2ND FILING FINAL PLAT. Mayor Hall opened the public hearing. Staff presented Resolution 103-25, an application for a proposed final subdivision plat to create twelve lots in the R (Residential) zoning district. The Coyote Run Subdivision was approved by the Town Board in 2024 and created four lots. The presented application proposed subdividing Lot 4 into 12 lots. In June 2025, the Board approved the rezoning of Lot 4 from E-1 (Estate) to R (Residential) and on September 23, 2025 approved the preliminary plat. Staff stated the final plat was consistent with the preliminary plat, including density, open space and lot size. The application complied with the relevant standards and criteria and other applicable provisions of the code. Staff stated a traffic study was prepared and reviewed by staff with no adverse findings. Numerous public comments were received and the application was noticed according to Town requirements. Staff recommended approval of the final plat subject to the following conditions: lots 1-2 and 7-12 shall be subject to an amended deed restriction recorded with the final subdivision plat; and prior to recording, the plat shall be amended to add notes on lots 1-2 and 7-12 as follows: Lot Subject to Master Deed Restriction; See Surveyor's Note #4. Frank Theis/applicant stated interest in changing the street name identified in the plat from Twin Ln as recommended by the Fire District to assist when responding to emergency calls. He referenced a public comment letter and a neighborhood meeting occurring the year prior where he confirmed his willingness to put in workforce house deed restriction on certain parcels; however, without any request to do so, the application proceeded as presented. Public comments against the application were heard from Larry Bader/Town resident, Kristine Poppitz/County resident and Tom Kaszynski/County resident which have been summarized: questioned if the Town should continue down the path of sustainable eco-tourism or affordable tax subsidized deed restriction housing while striving to duplicate services already available along the front range; have not heard a resident or visitor talk about lack of services and a majority expressed interest to preserve Estes Park through the passing of Ballot Question 300; the importance in protecting valuable and fragile resources; interest in the deed restrictions being included as promised at the neighborhood meeting and quotes were read from said meeting; questioned how the application can be approved without the applicant doing what was promised; if everyone lived close to where they work, they would not have the traffic jams other large cities have; spoke regarding affordability; noted young people move more frequently; and comments were heard related to people who may not want to live in the community. Public comments in support of the application were heard from Judi Smith/Town resident and Claire Molle/County resident which have been summarized: communities need young families and the project may accommodate those needs; the application appears to be a perfectly reasonable project; the Town depends on tourism and hospitality and the majority of those industry workers cannot afford the majority of available housing; in order for the Town to continue to thrive, they need to support the people who need or want to live here; a full robust community needs young and diverse families; to do anything which stops people from living here would be a disservice to the economy, the people who live and work here, and the businesses who thrive here; affordable housing supports those who work in the shops, restaurants, people who keep lights on, work at the rec center or keep the streets Board of Trustees - December 9, 2025 - Page 4 clean; and projects that meet code requirements related to housing should be approved. Board comments have been summarized: Value in standards for road names and the importance for safety and emergency services when seconds matter; through the failed passing of Ballot Question 301, the community voiced they want more workforce housing through density bonuses and the application appeared to be consistent with this effort; concerns the zoning may not be consistent with the neighborhood; and the importance in maintaining a balance with the demand of the community while providing affordable housing. Following Board comments, staff stated conversations can occur between the Town and the Estes Valley Fire Protection District regarding alternative options on the street name. Town Clerk staff noted, public comment was received by email which was not placed at the dais prior to the meeting. Mayor Hall closed the public hearing. After the motion but prior to the vote, Trustee Brown requested the public comment be read into the record. It was moved and seconded (Lancaster/Hazelton) to approve Resolution 103-25, and it passed unanimously. 4. RESOLUTION 104-25 SUPPLEMENTAL BUDGET APPROPRIATIONS #2 TO THE 2025 BUDGET. Director Zimmerman presented the resolution to appropriate funding for grant awards, fleet welding tent, utility project closeouts, additional childcare subsidy grants, additional Prospect Mountain construction loan interest, Mrs. Walsh's Garden Pond project, other final year-end adjustments and to increase the full-time equivalent (FTE) count for a donation-funded Museum position. The total revised expenditures were identified at $148,381 ,75. She reviewed the summary per fund for significant changes including: Mrs. Walsh's Garden Pond project funded entirely through restricted donations totaling $98,626; the Workforce Housing and Childcare Fund totaling $360,000 related to Consent Agenda approved DOLA grant funding, an increase to childcare assistance funds due to demand and $10,000 in a donation from the Frozen Dead Guy Days event going towards ADA improvements at the Mountain Top Childcare facility; the Power and Communications fund reflected a decrease in expenditures due to lower than anticipated purchasing power supply costs at $500,000; a decrease to the Water Fund totaling $109,712 comprised of a decrease in purchasing of water, savings on personnel costs, and capital project closeouts; and the Fleet Maintenance Fund totaling $53,000 toward the purchase of a welding tent and fume exhaustion hood. One full-time equivalent change was proposed for a museum position and would be funded, $90,000, through restricted donations from the Hondius Estate received in 2025, has no fiscal impact in 2025 and would be a future amendment to the 2026 budget. Due to USDA delays and the government shutdown, the Town does not have the refinancing into the USDA Direct Loan Program for the Prospect Mountain Waterline project. The Town can extend to December 2026 with no payment penalties. Staff requested the Mali Road project of $4 million remain appropriated, with actual construction being delayed until funding has been secured. Staff stated the proposed budget amendment would maintain fund balance. It was moved and seconded (Younglund/lgel) to approve Resolution 104- 25, and it passed unanimously. 5. RESOLUTION 105-25 EXPEDITED REVIEW PROCESS FOR AFFORDABLE HOUSING PROJECTS. Resolution 105-25 would allow an expedited review process for affordable housing projects in the Estes Valley to ensure compliance with Proposition 123. The Town affirmed its commitment to expanding affordable housing by opting into Proposition 123 following its approval in 2022. As a condition of participation, all enrolled communities are required to implement an expedited review process for qualified affordable housing projects formally adopted no later than December 31, 2026. Communities which finalize and adopt their process by the end of 2025 would be eligible to receive a $50,000 incentive. Manager Bangs reviewed the definition of "affordable housing", application types and identified 50% of the total units in a project must be designated as affordable to qualify for the expedited review process. The Community Development Director or designee would review and determine which applications would be eligible. The policy would not create a right of approval for any development application, and only ensures timely review of the Board of Trustees - December 9, 2025 - Page 5 affordable housing project. It was moved and seconded (Cenac/Brown) to approve Resolution 105-25, and it passed unanimously. 6. GUIDING PHILOSOPHY FOR EVENTS. At the November 25, 2025 study session, staff presented a draft guiding philosophy and received feedback from the Board which was incorporated in the master plan presented. The guiding philosophy would guide any policies which address events, as well as overall event operations based on community feedback and Board input. She reviewed the guide and the principles and requested Board direction. Board comments were heard and have been summarized: The Board commended the guide overall; clarity was requested on alcohol at events held in Bond Park and interest in limiting impacts to existing events; opportunity for'bi-annual review with each newly seated Board; how events are currently planned and the impacts if the guiding philosophy was approved; and the possibility for staff to encourage alternate space at the time an applicant seeks to use Bond Park for alcohol related events. It was moved and seconded (Hazelton/Brown) to approve the Guiding Philosophy for Events, amending Reserve Bond Park for Civic Uses/Support to include "Existing private events at Bond Park may remain at Town Board discretion, but may be offered or encouraged to pursue alternate Town locations", and it passed unanimously. 7. 2026 STRATEGIC PLAN ADOPTION. The Town Board held two strategic planning sessions on March 13, 2025 and April 18, 2025. The 2026 provisional strategic plan was approved on May 27, 2025 and guided Town departments in the development of the 2026 budget. The plan prioritizes objectives to ensure adequate staff capacity and reduce potential engagement overload for residents. This results in a 25% reduction in the number of planned objectives in 2026 compared to 2025. Proposed changes from the provisional strategic plan included: Government Services and Internal Support Outcome Area, Objective 7.C.1 was updated to reflect staff would "Continue" to Digitize Community Development Planning and Zoning Records as records are voluminous and staff do not want to give any perception the digitization would be completed in 2026; Outstanding Guest Services Object 5 was removed since it did not receive funding through the budget process, and Objective 1.A.1 under Transportation was removed since there was no funding identified for this project though staff would be pursuing funding in 2026. It was moved and seconded (Cenac/Younglund) to adopt the 2026 Strategic Plan, and it passed unanimously. 8. CLOSURE OF TOWN QFFICES ON DECEM^B^^ Town Administrator Machalek stated a one-day gap exists in 2025 between December 24th and 25th Town holiday closures and the weekend of December 27th and 28th. He stated Fridays following major holidays are typically slow and he anticipated a low-demand day for non-emergencyTown services. He requested the Board consider closing Town offices on December 26th to recognize employees for their efforts in 2025. Town Administrator Machalek was asked what the cost for providing the holiday would be, and he noted there was no direct cost, however, a productivity loss cost was estimated at $62,400 or approximately $343 per employee. Emergency services would operate normally and employees required to work on December 26th would receive one floating holiday to be used prior to December 31, 2026. Board comments have been summarized: The day between holidays may not be as productive as a non-holiday date; the approval of the item was a rare opportunity as a Board to show appreciation and recognition outside of the annual budget process; productivity cost as an element to consider may not be equivalent to the real designation of organizational health and wellbeing or seeing the benefits of offering the day off to staff; the day off may increase production and improve employee moral which cannot be measured; the money loss does matter as well as productivity in town government; and dates between holidays may not see as much customer traffic for services as other dates of the year. It was moved and seconded (HazeltonA'ounglund) to approve the closure of Town offices on December 26, 2025, and it passed with Trustee Igel voting "No". REPORTS & DISCUSSION 1. QUALIFIED EXEMPT CHILDCARE PROVIDER GUIDELINES. Manager Bangs presented proposed guidelines which license-exemptchildcare providers must adhere Board of Trustees - December 9, 2025 - Page 6 to in order to be considered as a "qualified exempt" provider eligible for 6E Lodging Tax funds and requested Board input. The Town retains a percentage of6E Lodging Tax revenue to address childcare initiatives through tuition assistance, provider grants, direct subsidies, and investment in childcare facilities and capital projects. This revenue would be available to unlicensed providers, license-exempt, who are seeking licensure through the Childcare Assistance application, Exhibit B in Town Policy 225: Childcare Funding Guidelines. Staff stated when reviewing the proposed policy updates in July 2025, the Town Board requested licensed-exempt childcare providers, or Family, Friend, and Neighbor (FFN) providers, be eligible for "Childcare Stability Initiative" funding. The guielines do mirror existing framework under the Colorado Department of Early Childcare Education, Childcare Assistance Program (CCAP). Staff stated CCAP funding remains frozen, with no known unfreeze anticipated. The proposal would create a localized pathway for licensed-exempt providers in the Estes Valley, enhances efficiency and clarity in local funding administration, establishes accountability through verified safety and training, supports equity by expanding access to informal care funding opportunities and supports families and caregivers. Manager Bangs outlined the application process which was similar to the CCAP process and includes a completed Qualified Exempt Provider application, successful completion of all required background checks, and the applicant must demonstrate compliance with required safety standards. It was clarified the applicant would go through the qualification process every two years, if family dynamics change, the provider moves or there are additional individuals added to the home. She provided additional details related to required background checks and childcare abuse and neglect records check. She stated Estes Valley Investment in Childhood Success (EVICS) and other organizations provide opportunities to meet the safety standards requirements. She reviewed stakeholder feedback and mentioned EVICS stated interest in being the organization which handles the application process though they preferred not to conduct home inspections due to liability concerns and recommended maintaining a similar process as CCAP should funding ever be unfrozen. It was mentioned the term Qualified Exempt Provider was similar to the state's term which may cause confusion on which level someone meets requirements. The Board requested more detail on the home inspection, what it would entail, who would conduct the inspection, and who would pay for staff time. The Board spoke regarding the pros and cons of the Town managing the process or conducting the inspection, avoiding any confusion for provider qualifications, and highlighted children safety as of the upmost importance. Staff would take the input received in the meeting and bring forward a final draft at a future meeting. REQUEST TO ENTER EXECUTIVE SESSION: It was moved and seconded (Hazelton/Brown) to enter into executive session to discuss purchase, acquisition, lease, transfer or sale of any real, personal, or other property interest - Section 24-6-402(4)(a), C.R.S., and for a conference with an attorney for the Board for the purposes of receiving legal advice on specific legal questions - Section 24-6-402(4)(b), C.R.S. - Potential Locations and Real Property Transactions Alternatives for Relocation of the Police Department, and it passed unanimously. Mayor Hall adjourned the meeting at 9:47 p.m. to enter into Executive Session. The Board concluded Executive Session at 10:31 p.m. Whereupon Mayor Hall adjourned the meeting at 10:31 p.m, -'•'\\ ,- -^- -<y3 •\.-LS»J-^-.:'.- Gary Hall, Mayor/ u^. ictoria Beers, Deplrty Town Clerk