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HomeMy WebLinkAboutMINUTES Town Board 2026-03-24Town ofEstes Park, Larimer County, Colorado, March 24, 2026 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 24th day of March, 2026. Present: Gary Hall, Mayor Marie Cenac, Mayor Pro Tem Trustees Bill Brown Kirby Hazelton Mark Igel Frank Lancaster CindyYounglund Also Present: Travis Machalek, Town Administrator Jason Damweber, Deputy Town Administrator Dan Kramer, Town Attorney Sarah Stoddard Cameron, Recording Secretary Absent: None Mayor Hall called the meeting to order at 6:00 p.m. REQUEST TO ENTER EXECUTIVE SESSION It was moved and seconded (Younglund/Brown) to enter executive session for discussion of a personnel matter - Section 24-6-402(4)(f), C.R.S. and not involving: any specific employees who have requested discussion of the matter in open session; any member of the Town Board; the appointment of any person to fill an office of the Town Board; or personnel policies that do not require discussion of matters personal to particular employees - to conduct Town Administrator Machalek's annual review, and it passed unanimously. Mayor Hall adjourned the meeting at 6:04 p.m. to enter executive session. The Board concluded the executive session at 6:57 p.m. Mayor Hall called the meeting back to order at 7:04 p.m. and all desiring to do so, recited the Pledge of Allegiance. PROCLAMATION -VOLUNTEER MONTH Mayor Hall proclaimed April as Volunteer month and encouraged the citizens to join in recognizing those that serve the community. AGENDA APPROVAL. It was moved and seconded (Hazelton/Cenac) to approve the Agenda and remove Item #5 from the Consent Agenda for discussion, and it passed unanimously. PUBLIC COMMENTS. John Guffy/Town Resident expressed gratitude for the Town's sacred location; commended the Town's Police Auxiliary Volunteers; brought attention to the catastrophic humanitarian crisis in the cities of Gaza and Tehran; reported the Park R-3 School District seeks a new superintendent; and noted the importance of a superintendent in the development of curriculum and the educational system. TRUSTEE COMMENTS. Board comments were heard and have been summarized: Encouraged the public to attend board and committee meetings; urged constituents to vote in the Municipal Election; encouraged the public to support the Restorative Justice Program by purchasing rubber ducks for the annual Duck Race; welcomed new Visit Estes Park (VEP) staff Sarah Leonard, Chief Executive Officer, and Amanda Scherlin, Vice President of Brand Board of Trustees - March 24,2026 - Page 2 Experience; Fifteen (15) business owners and community members have been appointed to the VEP Marketing Advisory Board; attended a presentation on the 9.8 million dollcir Protecting the Gateway to the Rockies Defense Grant by the Larimer County Office of Emergency Management and Fire Protection District; commended Trustee Younglund for her leadership during her time on the Board and institutional knowledge about business and industry; praised Preserve Estes Park (PEP) for the candidate forum; Rooftop Rodeo's 2026 Mutton Bustin event opened for registration April 1st, tickets for the rodeo to be available soon; Mayor Pro Tem Cenac attended the March 12 Colorado Association of Ski Towns (CAST), her notes are available to view in the Trustee email; encouraged the public to attend Trustee Talks; attended the Estes Park Police Department (EPPD) Awards Banquet; and commended Police Auxiliary volunteers David White, Bill Bradford, Steve Furhman, Dennis Hosiko, Julie Lee, Larry Strong, and Doris Ratch for ther outstanding dedication and commitment, and noted their service represents nearly on3 million dollars in labor. TOWN ADMINISTRATOR REPORT. Policy Governance Monitorinci Report- Policies 3.1, 3.2. 3.4, 3.5, 3.6, 3.9, 3JO, ami 3.11. Town Administrator Machalek reported compliance with the exception of Policies 3.5.3, 3.5.6, and 3.9.5, in which partial compliance was reported, and 3.4.5, in which non- compliance was reported. Non-compliance with Policy 3.4.5 was attributed to two contract renewals executed in early 2025, that were never brought to the Board for approva . Partial compliance to Policy 3.5.3 was reported to be due to a "significant deficiency" in internal controls related to financial statement preparation in the 2024 Audit. Staff did net concur with this assessment. In 2025, the Police Department signed a one year lease agreement for a storage unit, disobeying Policies 3.5.6 and 1101 (Delegation of Signature Authority), which necessitated the partial compliance report. Policy 1101 had been amended so that staff have the ability to sign leases up to one year. Partial compliance was also reported in regards to Policy 3.9.5, as a two-week notfication about the Policy Governance Monitoring Report was not provided to the Board and the item was; continued. Trustee Lancaster questioned whether any adjustments had been made to address the significant deficiency reported by the auditors. Town Administrator Machalek then extended his gratitude to the Police Auxiliary Volunteers and acknowledged their commitment and dedication. Town Clerk Williamson provided an update on the election. Four thousand two hundred and fifty-four (4254) domestic ballots had been sent out. About four hundred (400) ballots; had been received. It was noted that ballots cannot be forwarded, and that the public; should contact the Town Clerk's Office with questions about the election or to reissue si ballot. TRUSTEE YOUNGLUND ACKNOWLEDGEMENT Mayor Pro Tem Cenac read Trustee Younglund's Resolution of Respect and presentec the Town's years of service gifts. CONSENT AGENDA: 1. Expenditure Approval List - Bills 2. Town Board Meeting and Study Session Minutes dated March 10,2026 3. Town Board Strategic Planning Session #1 Minutes dated March 9,2026 4. Estes Park Board of Adjustment Reappointment of Jeff Moreau for a three (3) year term expiring March 31, 2029 5. Estes Park Planning Commission Reappointment ofJulie Phares for a five (5) year term expiring March 31, 2031 6. Police Department Motorola Radio Purchase, $263,697, Budgeted 7. Resolution 27-26 Amendments to a Professional Service Agreement with Executive Partnering to Invest in Children for a Childcare Facility Master Plan Board of Trustees - March 24,2026 - Page 3 8. Resolution 28-26 Services Contract with RATP Dev USA, Inc. for 2026 Operation of The Peak, $583,486.09, Budgeted 9. Resolution 29-26 Contracts for On-Call General Contracting Services with Growling Bear Co, TCC Corp and Whitestone Construction, Budgeted 10. Resolution 30-26 Efficiency Works Incentives and Request for Payment Terms and Conditions to Secure a Rebate of $9,975 for LED Lighting Replacement Completed at Town Hall 11. Resolution 31-26 Setting the Public Hearing for a New Hotel and Restaurant Liquor License for Estes Rooftop Hub Inc. dba Sole Rooftop Cantina and Tequila Bar, 165 Virginia Drive, Estes Park, Colorado 12. Letters of Support for Community Project Funding through the Congressionally Directed Spending process for the Estes Park Stanley Park Complex Economic Development and Community Infrastructure Project (Funding for Replacement of the Stanley Park Event Center Stall Barns) 13.Acceptance of Town Administrator Policy Governance Monitoring Report It was moved and seconded (Cenac/Hazelton) to approve Consent Agenda Items 1- 4 and 6-13, and it passed unanimously. CONSENT ITEM REMOVED FOR DISCUSSION: Item 5: Estes Park Planning Commission Reappointment of Julie Phares fora five (5) year term expiring March 31, 2031. Town Clerk Williamson reported that the term should have been listed as a six (6) year term, rather than a five (5) year term, and requested the Board consider the revised term to expire March 31, 2032. It was moved and seconded (Cenac /Igel) to approve Consent Agenda Item 5, and it passed unanimously. REPORT AND DISCUSSION ITEMS (OUTSIDE ENTITIES): 1. 2025 Base Funding Report: Estes Valley Watershed Coalition. Estes Valley Watershed Coalition President (EVWC), Bob Leavitt, presented the 2025 Base Funding Report. 2025 projects addressed flood and wildfire mitigation, and included planting willows, the restoration of riparian areas, water quality monitoring, and the removal of flammable debris and brushes from forests. The Town provided $25,000 in funding for the year 2025. It was reported this was primarily used to cover operating and capacity costs, as well as to apply for grants and secure additional funding. Board comment ensued and has been summarized: Commended the EVWC for their organization, mission, protection of the future of the community, and spirited hard work; and questioned how community members could apply for 30-yard roll-off waste receptacles through the Estes Valley Community Fire Mitigation Project. LIQUOR ITEMS: 1. Resolution 32-26 New Hotel and Restaurant Liquor License Filed by Sky Peak Grpyp LLC dba Estes Perk, 145 E. Elkhorn Avenue Units 98 and 105. Estes Park, CO 80517. Mayor Hall opened the public hearing. Town Clerk Williamson presented Resolution 32-26 for a new Hotel and Restaurant Liquor License and reviewed the application, stating all fees and paperwork had been submitted. It was reported that the application was being processed concurrently with concurrent review by the state to expedite the process. Responsible vendor training had been scheduled by the applicant. The applicants were present and provided a brief description of the vision and necessity of acquiring a liquor license for the establishment. Board of Trustees - March 24,2026 - Page 4 Public comment ensued: John Guffy/Town Resident expressed concern regarding the number of establishments with liquor licenses within town. He argued the addition of new licenses might increase rates of overconsumption, alcoholism, and domestic violence, and encouraged the public to find other hobbies. Board discussion ensued and has been summarized: Questioned whether the need for an additional liquor license existed; debated how to determine need and the intention of language used in the code; acknowledged the creativity of the idea presented and noted the absence of comparable businesses in town; Trustee lgial concluded that he could not vote in favor of license approval as insufficient evidence of need was provided; and requested a discussion on liquor license hearing policy 1o develop more consistent standards for approval. Mayor Hall closed the public hearing. It was then moved and seconded (Younglund/Lancaster) to approve Resolution 32-26, and it passed with Trustee Igcl voting "No." 2. ResoLvtioji33-26 New Beer andJ/VineL License Filed by Snow Dragon LLC dba Mary Jane's, 358 E. Elkhorn Avenue, Estes Park, CO 80517. Mayor Hall opened the public hearing. Town Clerk Williamson introduced Resolution 33-26 for a new Beer and Wine Liquor License and confirmed that all required application paperwork and fees had been successfully submitted. It was reported that th 3 application was being processed concurrently with concurrent review by the state t3 expedite the process. Responsible vendor training was unscheduled, but on s applicant planned on pursuing instructor certification from the state. The applicants were present and provided descriptions of the vision of the business and operating procedures given the separation of the liquor licensed premises and the retail store, t was noted that the applicant previously held a retail establishment permit which was surrendered at the time of application. Board comments were heard and have bee i summarized: Questioned the size of events including capacity; what signage and physical barriers would be used to block patrons from leaving the licensed ares; advised the applicants to manage the outdoor patio area carefully; and formally requested a study session to discuss approval criteria for future liquor license. After further discussion, Mayor Hall closed the public hearing. It was then moved and seconded (Cenac/Brown) to approve Resolution 33-26, and it passed unanimously. ACTION ITEMS: 1. Resolution 34-26 Freelan Heights Subdivision Final Plat. Stanley Lot 2A LLC^ Brad O'Neil Owner/Applicant. Mayor Hall opened the public hearing. Senior Planner Hornbeck reviewed an application for a proposed final subdivision plat to create ten (10) single family lots and eliminate the six (6) existing duplex lots. The property, governed by the Stanley Historic District Master Plan, was assigned c» Technical Review Committee (TRC) to review and approve new development for thii; property. Approval was granted by the TRC this year. Additionally, the Architectural Review Committee (ARC) has reviewed and approved submitted designs. He reviewed attributes of the subdivision, including slopes on the property averaginci fifteen (15) to thirty (30) percent, necessitating grading; no flood or geologic hazards. exist, although the property lies inside a wildfire hazard area; twenty-five (251 significant trees to be removed with twenty-five saplings planted as replacement; emergency access provided via two (2) private shared driveways, to be maintained by lot owners; a Shared Driveway Agreement would be recorded with the final plat; and the application complied with all relevant standards and had been approved by relevant service providers. The applicant, Brad O'Neil, was present, and provided insight into a pending lawsuit against the development. Public comment ensued: Gerald Mayo/Town Resident requested the item be' continued until the current litigation related to the development was resolved questioned whether a density analysis study had been performed, and claimec requirements for setbacks had not been met and no drainage plan had beer prepared. Board of Trustees - March 24,2026 - Page 5 Board comments were heard and have been summarized Questioned the number and density of vacation home licenses allowed in the Stanley Historic District Master Plan; confirmed that the planned development complied with density requirements; clarified that five (5) of the homes were intended to become licensed vacation homes, and five (5) were intended to remain residential; requested guidance from the Town Attorney on whether to continue the item; Trustee Lancaster disclosed that he lived in the neighborhood, but was unaffected by the development; and acknowledged that only one public comment had been received in opposition of the development. Mayor Hall closed the public hearing. After further discussion, it was moved and seconded (Hazelton/Younglund) to approve Resolution 34-26, and it passed unanimously. 2. Request to Rename - Monteverde Park (Parqye MpnteverdeL Town Administrator Machalek explained that the Estes Park Sister Cities Association submitted an application to rename a space south of Snowy Peaks Winery and northeast of the Moraine Avenue roundabout "Monteverde Park (Parque Monteverde)." The property was obtained through a quick claim deed from the Colorado Department of Transportation (CDOT). All naming criteria had been met. Board comments were heard and have been summarized: Expressed concern regarding renaming and naming procedures; acknowledged the application met naming criteria; questioned whether the name should include both English and Spanish and whether signage had been planned; and questioned whether there were other examples of sister city parks in which both languages, or the sister language, were used as names. It was then moved and seconded (HazeltonA'ounglund) to approve the request to rename, and it passed with Trustee Igel "No". It was then moved and seconded (Hazelton/Younglund) to continue the meeting past 10:00 p.m., and the motion passed with Trustee Brown voting "No." 3. Bylaws for the Estes Park Local Marketing District. Town Administrator Machalek reported that a restated Intergovernmental Agreement approved by the Town Board and Larimer County Commissioners required the local marketing district, Visit Estes Park (VEP), Board of Directors present approved bylaws to the Town and County by March 2, 2026. Bylaws approved by the VEP Board of Directors on February 19, 2026, were received by the Town on February 19, 2026. Sarah Leonard/VEP Chief Executive Officer introduced herself to the Board and noted that many changes made to the bylaws were to inconsequential, administrative processes in effort to modernize outdated operational procedures. After further conversation, it was moved and seconded (Cenac/lgel) to approve the bylaws for the Estes Park Local Marketing District (Visit Estes Park), and it passed unanimously. REPORT AND DISCUSSION ITEMS: Annual Review of Vacation Home Resident[al Ca&. Town Clerk Williamson provided a summary of vacation home license trends since the last review. During the 2026 renewal process, nine (9) residential vacation home licenses became available, which prompted the opening of the Waitlist Lottery to fill vacancies. An estimated seventy (70) applications had been received for the Waitlist Lottery, thirty (30) of which would be randomly selected for the waitlist. Direction was requested on whether or not to alter the residential cap. It was noted that since the implementation of the residential zoning cap, the number of commercially zoned licenses had increased. Of eleven (11) 2025 bed and breakfast licenses, eight (8) intended on converting to a hosted vacation home license, and one (1) expired. Two (2) bed and breakfast licenses remained. Board comments were heard and have been summarized: Acknowledged that vacation home rentals affect the character of residential neighborhoods; noted that reductions in total licenses could affect tourism, although current trends indicated an increase in accommodation stock; questioned how the current cap was determined; consensus was reached to maintain the residential zone cap of 322 licenses for 2026, and the bed and breakfast licenses converting to Board of Trustees - March 24, 2026 - Page 6 vacation home licenses would be incorporated reducing the available residentia ly zoned vacation home licenses by eight (8); and requested more data to determine if the cap should be reduced further. Whereupon Mayor Hall adjourned the meeting at 10:22 p. Gary Hall, Mayor irah ^todd^rd Qameron, Recording Secretary