HomeMy WebLinkAboutMINUTES Town Board 2009-07-14Town of Estes Park, Larimer County, Colorado, July 14, 2009
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 14t' day of July, 2009. Meeting called to
order by Mayor Pinkham.
Present:
Also Present:
Mayor William C. Pinkham
Mayor Pro Tem Chuck Levine
Trustees Eric Blackhurst
Dorla Eisenlauer
John Ericson
Richard Homeier
Jerry Miller
Greg White, Town Attorney
Jacquie Halburnt, Town Administrator
Lowell Richardson, Deputy Town Administrator
Jackie Williamson, Town Clerk
Absent: None
Mayor Pinkham called the meeting to order at 7:00 p.m. and all desiring to do so,
recited the Pledge of Allegiance.
PROCLAMATION
Mayor Pinkham proclaimed July 27 — August 1, 2009 as "Estes Park Relay for Life
Days" and encouraged all citizens to wear purple to promote awareness of cancer.
PUBLIC COMMENT
Irene Little/League of Women Voters Recycling Committee informed the Board that
over 10,000 bags were saved in the month of June during the recycle bag challenge.
She reminded the Board of the Leagues interest in a joint meeting with the Town Board,
County Commissioners and Waste Management to discuss recycling options in Estes
Park, including a safer location and additional locations.
David Habecker/Town citizen requested the Town provide the registered electorate
with the proper numbers as it relates to the upcoming elections on the Fire District and
possibly EPURA to facilitate analysis and discussion on the issues. He questions the
fairness of increasing his property tax by $1,200 a year as an in town property owner
versus the optional $130 subscription fee currently paid by county residents. He stated
there are out of town properties within the LMD district that are advertising the tax
difference between in town and out of town properties; i.e. 4% Town sales tax. He
requested the CVB contact these businesses to stop the practice. He also requested
the Town Board refrain from reciting the 'under God' Pledge of Allegiance at Board
meetings.
Jim Tawney/Town citizen questioned the hiring of the new Public Information Officer
position and the need to improve the grandstands during the current economic times.
He stated the LMD marketing report from Hannah Marketing used very little data for the
assessment completed and questioned some of the report. He commented those
collecting the LMD tax do not want to see the same individuals conducting the same
advertising and marketing plan.
TOWN BOARD COMMENTS.
Board of Trustees — July 14, 2009— Page 2
Mayor Pinkham commended the Rodeo Committee on their efforts during this year's
rodeo. He also stated the event was well attended and has received positive feedback.
1. CONSENT AGENDA:
1. Town Board Meeting Minutes dated June 23, 2009, Special Town Board
Meeting Minutes dated June 15, 2009, Town Board Study Session dated
June 23, 2009 and June 30, 2009.
2. Bills.
3. Committee Minutes:
A. Public Safety, June 18, 2009.
B. Community Development, July 2, 2009:
1. Habitat for Humanity sidewalk improvement waiver for Kundtz
Subdivision. Cash in -lieu of constructed improvements for curb and
gutter.
It was moved and seconded (Levine/Miller) to approve the consent agenda, and it
passed unanimously.
2. ACTION ITEMS:
1. AWARD ARCHITECT AND ENGINEERING SERVICES CONTRACT FOR
MULTI -PURPOSE EVENT CENTER AND INDOOR ARENA.
Dir. Zurn stated Public Works solicited proposals for architectural and
engineering services for the design of the Multi -Purpose Event Center (MPEC)
and indoor arena and ten proposals were received. The "Stakeholder" group
rated the proposals on responsiveness, responsibility, team members, costs,
the overall proposal and timeline for completion. The top five were invited to
present their proposal to the group on July 10, 2009:
Firm Name Bid Amount
Leo A. Daly, Denver $493,516*
TW Beck Architects, PC, Estes Park $235,749*
Kenney Associates, Inc., Loveland $255,400*
McMenamin Design Assoc. Architecture and Planning, Louisville $298,280*
Estes Architects Collaborative Joint Venture, Estes Park $435,622*
*excludes some services, final fee to be negotiated
The "Stakeholders" group unanimously recommended Kenney Associates, Inc.
Trustee Eisenlauer, a member of the group, stated the rationale for the
decision included Kenney Associates experience, education, equestrian
knowledge, multi -use event center experience (The Ranch in Loveland) and
suggested cost saving measures not considered by others. The group took
into consideration the local preference and stated the local contractors would
have the opportunity to bid on the construction of the building. Trustee Ericson
concurred and reiterated the qualifications of Kenney Associates and their
enthusiasm for the project.
Director Zurn stated the cost estimate from Kenney Associates does not
include civil site work. Kenney Associates has added Van Horn Engineering
as a consultant to complete the work at an estimated cost of $15,500. The
timeframe for the project is dependent on finalizing programming, budget
Board ofTrustees — July 14.2OOg—Page 3
allocation and/or financing ifrequired. The project could begin eaearly aothis
fall with buildings under construction this winter.
Trustee B|mokhunst expressed his disappointment with the mdaoUon of non -
local firm. He stated the project could be completed by the local community
and that avast number ofdollars would leave the community onthis project.
After further diocuosion, it was moved and seconded (NU|ler/Boenouor) to
award the architect and engineering service contract for the Multi -
Purpose Event Center (K0PEC) and indoor arena at the Stanley
Fairgrounds to Kenney Associates, Inc. at s coot nf$270,3OO with a 1096
contingency from #204'5400-544-22-02. and it passed with Trustee
B|aokhurstvoting ^Nu.
2. FIRE SERVICES FEE SCHEDULE.
Chief Dorman stated the Public Safety Committee reviewed the new fee
structure for fire namioe at their June meeting. The recommendation was
based on u onat per hour for the apparatus using the Colorado State Forest
Service Fee Schedule and includes the personnel cost associated with the
apparatus. The personnel costs are based onthe actual costs the Town pays
per volunteer for works compensation, training and pension contributions. The
Committee recommended a minimum charge ($300 - $500) be uasonsad for
any billable incident in order to create an incentive to pay the optional $130
subscription fee. The Committee also discussed applying the new fee
schedule retroactive to bills already assessed. The information was presented
to the Volunteer Fine Department at e recent meeting for their input. The
Volunteers agreed with the proposed charges, the minimum charge and the
need to apply the hmo schedule ntrouoiiva|y, excluding the one incident that
has been paid and would be higher under the new fee schedule. They
expressed concern on the proposed minimum amount and suggested a$250
Discussion was heard from the Board: the proposed schedule iasimple and
fair; the $38/hr for volunteer time should not be adjusted each year; the
refunded charges were not budgeted revenues and would not affect the Fire
Department budget.
After further discussion, it was moved and seconded (Boen|muor/Levno)to
1) adopt the new fire services fee schedule as presented; 2) service time
to be charged on mtmw» tenths of an hour; 3)$250 minimum charge for
service with the one acceptation mmmentioned above; and 4)all previous
billings to be nece|cu|mhod with the new fee sohedu|e, and it passed
unanimously.
3. AGREEMENT BETWEEN THE TOWN OFESTES PARK AND ESTES PARK
URBAN RENEWAL AUTHORITY FOR THE GRANDSTAND
CONSTRUCTION.
Attorney White stated he prepared the agreement to address the cooperation
between the Town and EPURA and to approve any EPURA project over
$100.000. The agreement was reviewed byEPURAattorney and EPURAprior
to recent discussions between the Grandstand Commi#ee, and therefore, the
agreement presented is not in final form and could be amended to include the
scope ofthe project anenexhibit.
Board nfTrustees — July 14,2UU9—Page 4
The Town Board and staff toured the current grandstands to assess the scope
and to deUannna if upgrades could be completed in lieu of building a new
facility. After review itwas determine a new facility was needed. A small
committee was formed including two EPURACommissioners and two Trustees
to work with staff and Thorp Associates on developing a functional yet cost
effective grandstand design.
Committee members Miller and Boen|auermquoohed the Board provide them
with the authority tobring forward adesign and cost estimate for the full Board
to consider in August. Trustee yWiUor stated the grandstands have been
revised including the concession stand and the number of oouto and
rontronms. He stated the committee in working on a list nfadd alternates for
the project.
After discussion, the Board provided the committee members the authority to
work with the EPUHA committee members to reach consensus. Trustee
B|aokhurst expressed concern on where the extra funding may come from.
Administrator Ha|burnt stated the funding would come from the Community
Reinvestment fund.
4. CONVENTION AND VISITORS BUREAU PERSONNEL TRANSITION TO
LOCAL MARKETING DISTRICT.
Trustee B|aokhurst reouued himself from the discussion and took u seat in the
audience. Administrator Ho|bumtstated the Town Board and the LyND held a
joint mooting on June 30. 2000todiscuss the transition of select Convention
and Visitors Bureau (CVB)personnel tothe LMO. Staff requests direction from
the Board at a policy level on how the CVB staff would transfer as it relates to
management. An |GA could be approved to allow the CVB staff to remain
Town employees with their current benefits while the LK4O oversees the
positions onitrelates tomanagement.
Trustee Humeiorstated the CVB group has been successful and should not bo
separated. The LK8O should hire the CVB staff to implement their advertising
and marketing plan. Management of staff should remain with the Town for the
first year oftransition and discuss options next year.
The consensus of the Board was to allow the four members of the CVB staff
(ndverUoement, public va|aUono, group sales and stakeholder services) to be
managed bythe LPWOthrough un|GAwith the Town toensure current benefits.
The Town would also request guarantee ofone year employment with the
LyWO unless aTown policy was violated. The Board expressed concern with
the one year guarantee.
Attorney White stated the state statute requires the Town Board and the
County Commissioners approve an operating plan yearly; therefore, an |GA
could also be renewed annually. The same protection in the Town'oamp|oyoo
manual would follow the current CVB employees and the management of the
employees would bnoutlined inthe |GA.
After further discussion, it was moved and seconded (Levi no/Eioen|uuer) to
allow the four CVB employees performing mdvertising, public no|udionm,
group sales and stakeholder services tnbamanaged bythe LK8Dthrough
an Intergovernmental Agreement that would include the Town employee
manual as an exhibit and a guarantee ofone year employment, and it
passed with Trustee Homeiar voting ^No" and Trustee B|aokhurot reouaing
himself.
Board pfTrustees — July 14,2nVg—Page 5
5. TOWN ADMINISTRATOR REPORT.
° The Fire Services Initiative Committee has a website at
v*vw.uvfireuenioe.onlfor those that would like to find out more information
onthe proposed fire district.
Whereupon Mayor pinkhamadjourned the p.
William Pinkham, Mayor