HomeMy WebLinkAboutMINUTES Town Board 2019-02-12Town of Estes Park,Larimer County,Colorado,February 12,2019
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 121h day of February,2019.
Present:Todd Jirsa,Mayor
Cody Rex Walker,Mayor Pro Tem
Trustees Marie Cenac
Patrick Martchink
Ron Norris
Ken Zornes
Also Present:Frank Lancaster,Town Administrator
Travis Machalek,Assistant Town Administrator
Greg White,Town Attorney
Bunny Victoria Beers,Recording Secretary
Absent:Carlie Bangs,Trustee
Mayor Jirsa 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 (Norris/Walker)to approve the Agenda,and it passed
unanimously.
PUBLIC COMMENTS.
John Meissnerrrown citizen stated concern for the loss of Friends of Stanley Hall (FOSH)
funds which were awarded to Estes Performance Inc.(EPIC)to build the performing arts
center.
Tom Dority/EPIC Board Chair confirmed to the Board EPIC’s inability to move forward
building a performing arts center which was due to lack of donor interest.
TOWN BOARD COMMENTS
Trustee Norris stated the Family Advisory Board (FAB)continues increased public
outreach for input on family needs.The FAR seeks applications for four open positions.
He added Michael Moon/FAR member has established a Facility Advisory Team to further
efforts for childcare facility design concepts and would bring forward more information to
the Board at a future meeting.The EDC held a meeting to discuss educational successes
and challenges and workforce housing and childcare.Progress would be provided to the
Board at a future meeting.The Estes Valley Planning Commission meeting would be held
on February 19,2019.
Trustee Zornes attended the Larimer County Behavior Health Policy Council comprised
of eight elected officials,six community members and a Ladmer County Commissioner
liaison.Additionally,he would attend the CML Legislative Workshop held on February 14,
2019.
TOWN ADMINISTRATOR REPORT.
Town Administrator Lancaster stated staff are in the process of developing a customer
service program for all employees to increase standards.A presentation would be
provided to the Board at the February 26,2019 meeting.
CONSENT AGENDA:
1.Bills.
2.Town Board Minutes dated January 22,2019 and Town Board Study Session
Minutes dated January 22,2019.
Board of Trustees —February 12,2019—Page 2
3.Board of Adjustment Minutes dated December 4,2018 (acknowledgment only).
4.Family Advisory Board Minutes dated January 3,2019 (acknowledgment only).
5.Intergovernmental Agreement with Platte River Power Authority for Fiber
Management.
6.Resolution 03-19 Continuing the Family Advisory Board.
7.Revised Policy 306 —Leave.
8.Water Tap Fee Amortization,1660 Fall River Road,Inn of Fall River.
9.Appointments to the Parks Advisory Board.
•Dewain Lockwood,Reappointment,3-year term expiring December31,2021.
•Vicki Papineau,Reappointment,3-year term expiring December31,2021.
•J.Rex Poggenpohl,to complete the term of Rona Boles expiring December
31,2019.
•Ronald Wilcocks,Appointment,3-year term expiring December31,2021.
It was moved and seconded (Cenac/Martchink)to approve the Consent Agenda
Items,and it passed unanimously.
LIQUOR ITEMS:
1.NEW BEER &WINE LIQUOR LICENSE APPLICATION FOR HIGH WEST
INVESTMENTS,LLC,DBA VINO GIU,207 PARK LANE,ESTES PARK,CO
80517.Mayor Jirsa opened the public hearing.Town Clerk Williamson reviewed
the application for a new Beer &Wine liquor license at 207 Park Lane with
concurrent review.She stated all necessary paperwork had been submitted and
the state has already approved the application pending approval from the Board.
She added the applicant is aware of the Town Board’s Training for Intervention
Procedures (TIPS)requirement and had recently completed the training.Owners
Shawn &Brandon Thompson stated the name Vino Giu translates to Wine
down”in Italian adding their intention would be to create an experience for
customers serving wine,chocolate,cheese and chartreuse.Mayor Jirsa closed
the public hearing.It was moved and seconded (Norris/Cenac)to approve the
application for a new Beer &Wine liquor license filed by High West
Investments Inc.,dba Vino Giu,and it passed unanimously.
PLANNING COMMISSION ITEMS:Items reviewed by Planning Commission or staff for
Town Board Final Action.
1.ACTION ITEMS:
A.VARIANCE TO SIGN CODE,CINNAMONS BAKERY,920 WEST ELKHORN
AVENUE,BOB &CAROLE FIXTER/OWNERS.Code Compliance Officer
Hardin presented the variance to the sign code to install a second freestanding
sign on the east frontage of the business located at 920 West Elkhorn Avenue.
Municipal Code,Title 17.66 regulates the number of freestanding signs
allowed on a property to a single sign.Officer Hardin stated the owner would
remove the existing single sign and install two freestanding signs which would
face oncoming traffic in each direction.If approved the new signs would
measure 15 sq.ft.in size and meet all requirements outlined in the Municipal
Code.
Kent Smith/Town citizen spoke in support of the sign variance.
It was moved and seconded (Cenac/Martchink)to approve the sign code
variance allowing the installation of a second freestanding sign in
accordance with the application herewith at 920 W.Elkhorn Ave.,and it
passed unanimously.
Board of Trustees —February 12,2019—Page 3
ACTION ITEMS:
BUILDING DIVISION:ADOPTION OF OUTCOMES.
Mayor Jirsa stated at the Mayor’s chat held in February contractors
recommended a special meeting with the Board be held to discuss ongoing
issues in the Building Division.The Mayor invited Director Hunt to provide an
overview of the current issues and proposed solutions.Director Hunt stated at
the January 22,2019 Town Board Study Session,staff received direction to
develop outcomes for the Building Division in collaboration with the development
community.He stated staff met with the Building Advisory subcommittee of the
Contractor’s Association on January 30,2019 to develop outcome
recommendations.Specifically,staff has contracted with SAFEBuiIt Colorado,
LLC for Plan Review services while negotiations continue for a Performance
Process Improvement Study not to exceed $12,000.He added Laserflche
implementation is in progress and updates would be available in March 2019.
Staff requested approval of the proposed benchmark standards and outcome
targets with an interim review date no later than April 23,2019.
Board comments have been summarized:Whether the division has adequate
staffing to meet the outcome timeframes;whether person-to-person interactions
need to be evaluated;polling customer service for every customer interaction;
requiring any third party inspectors follow the same standards and levels of
customer service as staff;the importance of feedback from the Contractor’s
Association;utilizing telephone software as a method for measuring quality
assurance on phone conversations;and interest in monthly reports being
provided to the Board on progress.
Mike Kingswood/Kingswood Homes,represented the Building Advisory
Committee stated the meeting and outcomes were reasonable and questioned
how to get there.He recommended moving forward and adopting the outcomes
with changes requested by the Board.
Kent Smith/Town citizen was in support of adopting the standard and outcomes
presented by staff.
Andy Human/Sd Construction stated the proposed solutions are inadequate
and would not address issues and concerns.He added the core issues are not
customer service and are a culture of policing.He was in support of a special
meeting with additional contractors to provide the Board with additional feedback.
Frank Theis/President of the Contractors Association stated his support of the
outcomes and commended direction provided by Director Hunt and Assistant
Town Administrator Machalek.
Kevin Mark/Westover Construction provided the Board an overview of issues
experienced with the Division including delays,unavailability of staff,staff
changeover and improper review of certain projects causing further delay.
Additionally,he stated he was not in support of third-party application review.
Chris Eshelmen/Town citizen stated a special meeting would be beneficial to
express experiences with the Division.
It was moved and seconded (Norris/Zornes)to approve the outcome areas,
and it passed unanimously.
It was moved and seconded (Cenac/Martchink)to schedule a special
meeting with contractors and the public for comment on Building Division
issues,and it passed unanimously.
1.FEE SUBSIDY REQUEST,WATER TAPS,444 STANLEY AVENUE,LONG
LUNCH ENTERPRISES,LLC.Val Thomson daughter of the property owner at
Board of Trustees —February 12,2019—Page 4
444 Stanley Avenue requested a subsidy toward water tap fees for a new
workforce housing project estimated at $37,796.The project would result in eight
multi-family dwelling units doubling the existing four units one of which was a
burned unit.Val Thompson spoke on behalf of the owner stating she spends
approximately 20%of her time finding housing for staff.The re-development of
the existing units would be for workforce housing only.The 2019 budget contains
$28,700 for Town Board fee subsidy.Director Bergsten stated the fee subsidy
funds are limited.Staff recommended the approval of a percentage of the total
request.
Board comments have been summarized:A policy should be developed to add
distribution of funds;the budget of $28,700 may be inadequate;whether staff
recommended a percentage of the budget to apply to the request;the number of
requests the Town typically receives annually;and whether the Board would
determine percentages on a case by case basis.
It was moved and seconded (Walker/Norris)to approve 20%of the fee
subsidy request for a total subsidy of $7,559,and it passed unanimously.
2.TOWN ADMINISTRATOR EVALUATION PROCESS.During the January 22,
2019 study session,Town Administrator Lancaster stated,per his employment
contract,he has to agree to the evaluation process utilized,and requested a
decision be made to establish the process for 2019.Mayor Jirsa,Trustee
Martchink,Town Administrator Lancaster and Director Williamson met on
January 28,2019 to discuss the process to be utilized,including a survey
completed by the Town Board,individual questions to be completed by the
Leadership Team1 and an employee survey.Director Williamson presented three
evaluation processes to the Board for approval.If approved staff would launch
each review through a Laserfiche form to be completed by March 4,2019.She
added the Leadership Team and all employee responses would be anonymous
to elicit open and honest feedback.A Special Town Board meeting would be held
on March 13,2019 to enter Executive Session for the Board to complete Town
Administrator Lancaster’s review with the assistance of a facilitator,Eric
Marburger,ESM Consulting Services.A final report would be draffed and
provided to Town Administrator Lancaster and reviewed during the March 26,
2019 meeting.Director Williamson requested feedback from the Board on
surveys and reporting results.
The Board was in consensus to provide Town Administrator Lancaster with
individual responses from the Board for review.Additionally,they requested the
following be added to each survey:the addition of a not applicable selection for
the performance questions on all surveys;including a department drop down
selection on the all employees survey,and allowing more than one response for
questions one and four of the Leadership survey.Additionally,the Board
requested staff take into account sensitivity to color when producing results in
graphs or charts.
Town Administrator Lancaster stated as part of the evaluation he would provide
a compilation of year end policy governance reports over the last year on staff
limitations,highlighting those reports which were not in compliance.
The Board was in agreement to review results on March 13,2019 and present
the Boards final review at the March 26,2019 meeting.
It was moved and seconded (Norris/Zornes)to approve the annual review
process for the Town Administrator,and it passed unanimously.
REPORTS AND DISCUSSION ITEMS:
1.DISCUSSION OF THE JOINT MEETING WITH LARIMER COUNTY
COMMISSIONERS ON FEBRUARY 19,2019.The Board discussed next steps
Board of Trustees —February 12,2019 —Page 5
in the revision of the Estes Valley Comprehensive Plan,the intergovernmental
agreement on land use development and fee options for the proposed storm
water utility.Staff continues to develop a flow chart for the meeting to illustrate
outcome areas.The Boards would discuss a rewrite of the Estes Valley
Comprehensive Plan and impacts of doing so jointly or independently.
Whereupon Mayor Jirsa adjourned the meeting at 8:58 .m.
Todd Jirsa,May
äyQEtoria Beers,Re’ëording Secretary