HomeMy WebLinkAboutMINUTES Town Board Study Session 2025-11-25RECORD OF PROCEEDINGS
Town ofEstes Park, Larimer County, Colorado November 25, 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 25th day of September,
2025.
Board: Mayor Hall, Mayor Pro Tem Cenac, Trustees Brown,
Hazelton, Igel, Lancaster, and Younglund
Attending: All
Also Attending: Town Administrator Machalek, Attorney Kramer,
Management Analyst Simpson, and Town Clerk Williamson
Absent: Deputy Town Administrator Damweber
Mayor Hall called the meeting to order at 5:00 p.m.
GUIDING PHILOSOPHY FOR EVENTS.
Management Analyst Simpson conducted research on how other municipalities across
the state handle events; conducted stakeholder interviews with the Events and Visitor
Services Department, the Estes Chamber of Commerce, Visit Estes Park; and
conducted a survey with the intent to gauge the resident and business sentiment on
events in Estes Park to assist with developing a guiding philosophy for events that
includes consideration of the impact on businesses and the community as outlined in
the Town Board's 2025 Strategic Plan. The research demonstrated that Estes Park
remains unique, specifically the type of events, the number and size of events, and
variety of event venues. A key component to the success of events continues to be
collaboration and ensuring a benefit to the town, whether through cultural, economic, or
recreational experiences. Key public feedback from the survey outlined mostly
excellent to good ratings for events, with 50% of respondents satisfied with the number
of current events, while 40% stated there should be fewer, and 10% would like more
events. Top concerns related to events included traffic, parking, alcohol, and crowds.
The overall impact of downtown events on businesses was rated at 38% neutral, 22%
positive, and 19% negative, and the overall impact of events on the local business
community was rated 58% positive, 15% extremely positive, 12% neutral and 6%
negative. She noted the overall sentiment on events remains positive, while the impact
to businesses was neutral. A guiding principal document was provided with elements
including collaboration, showcasing the town's unique community, celebrating local
culture, arts and recreation, being a good steward to the environment, prioritize local
vendors and encourage visitation to local businesses, provide a safe and positive
experience, reserve Bond Park for civic uses/support, assist organizers in producing
successful events, minimize adverse impacts on neighborhoods, businesses and public
services, Police support, reduce the number of arts and crafts festivals in Bond Park,
and no new alcohol-centered events or reduce the number of current such events.
Board discussion and questions were heard and summarized: questioned how other
communities manage events; whether new events would require Town Board approval
if the philosophy was adopted through policy, and it was noted by staff that a master
plan approach with guidelines for staff rather than a regulatory document may be the
best approach and review the plan every two years; noted a need to limit the number of
new alcohol festivals but retain the current successful events; stated a need for events
that create a higher value for the community; concern was heard on limiting the number
of arts and crafts festivals because they bring people to town, however, it was noted the
quality of the events should be considered; the guidelines should take a case-by-case
RECORD OF PROCEEDINGS
Town Board Study Session - November 25, 2025 - Page 2
approach to private events and events the Town may want to partner in; political and
fee speech events should be addressed in the guidelines; questioned the Town's
philosophy with road events and a need to permit such events; questioned if alcohol
events could be moved to the Event Center, and it was noted that events are date
specific and the Event Center may already be booked; the Town should encourage
family-friendly events; requested clarification on limiting religious and political protests;
commented on the need to quantify success of an event rather than focusing on the
number of attendees; and supported the survey comments requesting additional winter
events.
Staff would bring forward a master plan for events for Board consideration at the
December 9, 2025 meeting.
TOWN FOCUS GROUPS.
Town Administrator Machalek stated the Town Board has suggested the utilization of
ad-hoc focus groups to gather feedback on major projects. If established, the 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.
Staff requested direction on how the groups should be established, the appointment
process, Town Board representation, bylaws/charter, and facilitation of the groups
should the Board reach consensus to establish ad-hoc committees with a revision to
Policy 102.
Board discussion and questions were heard and summarized: noted that ad-hoc focus
groups would be one tool that could be used by the Board to solicit feedback; the
appointment process should be flexible and driven by the topic to ensure proper
representation or expertise; in lieu of a Board liaison, it was suggested a facilitator from
Restorative Justice could be present along with a staff member; bylaws or a charter for
each focus group would assist with scope creep; the structure of the focus group should
be considered as it may limit participation; there remains a need for longer term
engagement through community conversations rather than ad-hoc focus groups which
would also allow for a broader community voice; and concern was raised on the amount
of staff time ad-hoc committees may entail.
Staff would bring the item to a study session in early 2026 for further discussion.
FUTURE STUDY SESSION AGENDA ITEMS.
Trustee Lancaster requested a discussion on the difference between a mural and a
sign.
COMMENTS & QUESTIONS.
None.
There being no further business, Mayor Hall adjourned the meeting at 6:43 p.m.
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Jac1>sje Williamson, Town Clerk