HomeMy WebLinkAboutPACKET Community Development Community Services 2012-09-27Preparation date: September 14, 2012
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NOTE: The Community Development / Community Services Committee reserves the right to consider
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AGENDA
TOWN OF ESTES PARK
COMMUNITY DEVELOPMENT / COMMUNITY SERVICES COMMITTEE
September 27, 2012
8:00 a.m.
Board Room, Town Hall
1. PUBLIC COMMENT
2. COMMUNITY SERVICES
a) RECOMMENDATIONS TO THE TOWN BOARD
i) Halloween Road Closure. Coordinator Winslow.
b) REPORTS
i) Senior Center Quarterly Report. Manager Mitchell.
ii) Fairgrounds and Event Quarterly Report. Coordinator Winslow.
iii) October Events Report. Coordinator Winslow.
iv) Verbal Updates and Committee Questions.
• Museum/Senior Center RFP.
• Shuttle/CVB Ridership.
• Stall Barn/Sewer/MPEC RFP Schedule.
3. COMMUNITY DEVELOPMENT
a) RECOMMENDATIONS TO THE TOWN BOARD
i) Estes Park Sanitation District Fee Waiver Request for Amended Plat and
Location and Extent Review. Director Chilcott.
b) REPORTS
i) Community Development Monthly Report. Director Chilcott.
ii) Verbal Updates and Committee Questions.
4. ADMINISTRATION
a) REPORTS
i) Verbal Updates and Committee Questions.
• Policy Development Prioritization.
• IGA and MOU Inventory.
Town of Estes Park, Larimer County, Colorado, August 23, 2012
Minutes of a Regular meeting of the COMMUNITY DEVELOPMENT /
COMMUNITY SERVICES COMMITTEE of the Town of Estes Park, Larimer
County, Colorado. Meeting held in Town Hall in said Town of Estes Park on
the 23rd day of August, 2012.
Committee: Chair Ericson, Trustees Elrod and Norris
Attending: Chair Ericson, Trustees Elrod and Norris
Also Attending: Town Administrator Lancaster, Assistant Town Administrator
Richardson, Director Chilcott, Managers Winslow, Fortini
and Salerno, and Deputy Town Clerk Deats
Absent: None
Chair Ericson called the meeting to order at 8:00 a.m.
PUBLIC COMMENT.
None
COMMUNITY SERVICES DEPARTMENT.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
• September Events Report – Manager Winslow reported that the BioBlitz
sponsored by National Geographic and the National Park Service is scheduled
for the final weekend of August and that the Scottish Festival will be held
September 6-9, 2012. Upcoming fall events include: John Denver Tribute
Concert, the Labor Day Arts and Crafts Show, Elk Fest, and the Snow and Ice
Conference. In addition, the fairgrounds will be utilized to accommodate events
originally scheduled at the Ranch in Loveland that now cannot be held at that
venue due to renovations at the facility. Staff is looking into two new events for
2013: a chuck wagon cook-off and a combination dressage, cross-country and
jumping event. The Committee encouraged staff to look into events that can be
added to the shoulder season schedule.
• Verbal Updates –
o Museum/Senior Center Request for Proposal (RFP) – Manager Fortini
said that three proposals have been received which are currently being
reviewed at the staff level. Following staff review and discussions with the
Senior Center and Museum Boards a report and recommendation will be
brought forward to the CDCS Committee.
o Visitor Center Activity Report – Manager Salerno reported that both the TV
screen and the public-use computer that were installed at the CVB have
been well-received. She noted that visitor numbers for July were down
23.5%, August numbers to date were 20.5% lower than 2011 visitor totals,
and cited the fires that occurred earlier this summer as a possible cause
for the downturn. The Committee thanked Manager Salerno for her
participation in the recent visit with Grand Lake town officials.
o Shuttle Report – Brian Wells, Shuttle Coordinator, said that, to date,
shuttle ridership is down 1.5% from last year. He said positive feedback
has been received from users of the shuttle which includes both visitors
and locals who have been taking advantage of the service. Stop-by-stop
data comparisons for 2011 and 2012 will be compiled and shared with the
Trustees to provide information for decision-making related to future
shuttle service.
o Pro-Cycling Events – Manager Winslow reported that enthusiasm for
Community Development / Community Services – August 23, 2012 – Page 2
bringing the Pro Cycle Challenge to Estes Park in 2013 is high and said
that three launch parties have been held. He said next steps include
determining what type of contribution the Town of Estes Park and Visit
Estes Park can make to the event and submitting a bid, with the results of
the bid to be made public in December 2012. Trustee Norris suggested
that the Trustees and Mayor write individual letters of support to include
with the bid package.
o Event Oversight – Manager Winslow said that in regard to downtown
special events, staff utilizes guidelines to select vendors who do not
compete with established downtown merchants. Sales tax compliance
among special event vendors is the responsibility of the special event
organizer, however, Finance Officer McFarland does conduct random
reviews of the events.
COMMUNITY DEVELOPMENT DEPARTMENT.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
• Community Development Monthly Report – Director Chilcott highlighted activities
within the Community Development Department including: community meetings
to address enhancing planning and building division services to be held in
October; hiring of Karlin Goggin as the Senior Building Permit Technician; year-
to-date building permit totals remain approximately the same as 2011; building
officials are performing approximately 16 building inspections per day; life and
safety code compliance concerns continue to be addressed including issues
related to the Courtyard building; and staff met with a potential buyer of Mary’s
Lake Lodge regarding open permits. Planning staff has received numerous pre-
applications over the past month with a variety of new projects underway, and is
continuing to work with the Estes Valley Planning Commission (EVPC) on the
Comprehensive Plan. Director Chilcott noted that the transportation section of
the plan will be reviewed by the Planning Commission to determine if changes to
remove obsolete references and bring the code up to date are necessary. She
said that an opening exists on the Planning Commission due to the resignation of
Commissioner Rex Poggenpohl.
• Outdoor Sales, Storage, and Display Downtown (Court Decision) – Staff reported
on a 2011 municipal court decision related to a summons and complaint that was
issued to the Estes Park Sweatshirt Center last year. Staff had been directed to
strictly enforce the ‘containment provision’ of the Sign Code and the Estes Valley
Development Code in the downtown area. A summons was issued because the
outside alcove area was being utilized to display merchandise. Municipal Judge
Brown found that any ambiguity in the code language was to be construed in
favor of the property owner, and held that the display of merchandise inside the
alcove was a display or activity “within the interior of a building.” Based on this
decision, staff proposes a discussion concerning retail sales and displays
downtown is warranted.
• Verbal Updates –
o Sign Compliance – In the current sign code, an election sign is considered
a temporary sign. It is staff’s understanding that, according to a supreme
court decision, the amount of time an election sign can be displayed prior
to an election cannot be limited because the display is considered
freedom of speech, however, limits can be defined as to when the sign
must be removed after an election. Staff will follow-up on this matter with
Attorney White for confirmation.
o Staffing – The Community Development Department is currently fully
staffed at the 2012 authorized staffing level. Director Chilcott continues to
review processes related to building permits, the existing software system,
and the flow of work related to necessary comments and approvals.
Community Development / Community Services – August 23, 2012 – Page 3
ADMINISTRATION.
Reports provided for informational purposes and made a part of the proceedings.
• Verbal Updates –
o Policy Inventory – The review of Town policies is underway with an
inventory and prioritization process being utilized. Personnel policies are
currently being addressed and Assistant Town Administrator Richardson
said that the new personnel policy may be ready to bring forward to the
Board by the end of the year. The Committee commented that the
previous Board was confused by the personnel compensation policy
during the 2012 budgeting process and, in light of the upcoming budgeting
process for 2013, requested re-education on the existing policy related to
compensation. Town Administrator Lancaster said that discussion with
the Board about several topics related to compensation would be
beneficial including the Board’s philosophy on compensation, how
compensation is related to the market, identification of the market for
comparison purposes; the classification of jobs; and re-classification of
employees. The adoption of an interim policy position relative to
compensation to assist the Trustees with decisions through the budgeting
process was proposed. Chair Ericson said now is the time to be pro-
active and look to the leadership team and administration for
recommendations and input. Town Administrator Lancaster said it is
important to make sure policies are correct, meet the needs of the
organization, and add value to the product being provided to the citizens
of Estes Park.
o 2013 Budget Status – Finance Officer McFarland reported that data has
been entered into the preliminary budget for 2013 and adjustments have
been made to the 2012 budget. Meetings are being held with
administration and the department heads to justify large increases,
decreases, and changes to the budget. He discussed migrating capital
items into the Community Reinvestment Fund and moving expenses from
one department to another which would produce significant changes in the
budget.
o Western Area Power Administration (WAPA) – Chair Ericson said the
Town had previously submitted a resolution to WAPA related to the
Board’s position regarding the proposed transmission line rebuild. Trustee
Elrod asked that the County Commissioners be diligent in representing
their constituents since most of the rebuild is outside of the Estes Park
town limits.
There being no further business, Chair Ericson adjourned the meeting at 9:22 a.m.
Cynthia Deats, Deputy Town Clerk
To: Community Development/Community Services Committee
Administrator Lancaster
DTA Richardson
From: Bo Winslow, Community Services Coordinator
Date: September 27, 2012
RE: Halloween Road Closure
Background:
In 2011, Town Trustee Koenig asked staff to take a look at a new possible road closure
for the Downtown Halloween event on October 31. The reason for this was a safety
concern. Several Town departments worked together to offer a plan that me t the needs
of the safety concerns. This closure took place in 2011 with staff receiving positive
feedback.
Attached is a map of the proposed closure on Elkhorn Avenue. This closure would start
at 4 pm on Wednesday, October 31 and end approximately 9 pm the same day.
Budget:
Staff time to set up panels to block road off would be the only expense to this closure.
This takes Streets, PD, and Events staff approximately 2 hrs to set up and tear down
with 6 people.
Recommendation:
Staff recommends approval of the road closure for the Downtown Halloween Event to
the Town Board, to be included as an Action Item at the October 9, 2012 Town Board
meeting.
Memo
Community Services
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Halloween Event Traffic DiversionOption 3 - Eastbound Pedestrian Walkway
Explaination of Option 3:Spruce Dr. to Riverside Dr.is closed to traffic. Also, asingle lane of traffic is closedfrom riverside to the 34/36intersection for pedestrianonly traffic.
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Traffic Officers: 6Roaming Security Officers: 3Total Officers: 9
Community Services Memo
To: Community Development / Community Services Committee
From: Lori Mitchell, Senior Center Manager
Date: September 27, 2012
RE: Senior Center Quarterly Report
Background:
Programs, Events and Travel
The Senior Center offers a wide variety of monthly planned programs and daily drop-in
opportunities. Attendance at planned programs is running at 95% of capacity year-to-
date in 2012. Planned programs include free and fee-based programs such as adult
education series, large and small group one-time presentations and classes, medical
education programs, and day trips.
Drop-in events include art studios and craft groups, pool (billiards), Medicare
counseling, blood pressure clinics, card games, bridge lessons, coffee hours, Wii
games, public computer and Wi-Fi use, fitness programs such as Tri Fit, Tai Chi and
ZUMBA, and much more. Overall, attendance at drop-in opportunities is 7% or 580
lower than the same period in 2011.
The Senior Center offers six drop-in fitness classes weekly and had 2,713 visits to those
classes in the first eight months of 2012. This is comparable to the same period in 2011
– customers continue to seek fitness opportunities. Classes feature professional
instruction by local fitness professionals.
Third / Fourth Quarter 2012 Planned Programs and Events
• The Great Courses: A History of Impressionism – 12-week summer series
facilitated by Betty Dutton
• Recreational Group Drumming – this originated as a summer-long monthly class
taught by music therapist Nancy Bell. The class is now extended as a monthly
regular offering due to popular response.
• Beginner Line Dancing – a summer-long weekly class taught by Gib Mattson
• Supreme Court Discussion Group – a weekly discussion group facilitated by Eric
Waples resumes in September.
• Inn to Inn Hiking – a one-time program by Phoebe Novic and sponsored by the
Aspen Club of the Poudre Valley Health System
• Tapestry Weaving demonstration – a one-time demonstration by artist Karen
Crislip
• Preserving the Harvest – a one-time program by CSU/Larimer County Extension
on preserving summer garden foods
• National Geographic Expeditions – Antarctica – a one-time program presented
by Senior Center member Anita Tannuzzo, based on personal travels
• Preserving the Harvest – a one-time program presented by Edie McSherry, Food
Safety Educator, CSU Extension
• Moose, Elk and Big Horns – a one-time program presented by Joann Thomas,
Rocky Mountain Nature Association and the Aspen Club of the Poudre Valley
Health System
• Caring Together: a way to support community – a one-time program presented
by Lynette McGowan, Office on Aging and Emmalie Connor, Alzheimers
Association
• The Fun History of Elitch Gardens – a one-time program by Elitch Park historian,
Betty Hull
• Flu shot clinic – an annual one-day clinic sponsored by the Family Medical Clinic
• Behavior or Just Communication – a one-time program by Emmalie Connor,
Alzheimer’s Association
• 2013 Medicare Overview – an annual program presented by the Aspen Club of
the Poudre Valley Health System
• Medicare Prescription Drug Plan counseling – offered two months in the fall by
the Aspen Club of the Poudre Valley Health System
• A Glimpse into the World of Ancient Rome – a four-week class presented by the
Park School District Outreach Program
• You Are the Author of Your Own Life Story – a four-week class presented by the
Park School District Outreach Program
• Microsoft Office 2010 Applications – a six-week class presented by the Park
School District Outreach Program
• Paper Magic! – a three-part class taught by Senior Center members
• AARP Safe Driving Class – Staff recently added this monthly class to the roster
of programs at the Senior Center. The class will be held Nov. 1 this year and in
2013, the class will occur on the fourth Thursday of each month.
Other 2012 Events
• Summer Breakfast Buffets – staff assisted Estes Park Senior Citizens Center,
Inc. with their four fundraising breakfasts. EPSCC, Inc. netted approximately
$6200 with these four events.
• Senior Center volunteer fall appreciation event – an annual appreciation coffee
for all Senior Center volunteers.
• Veteran’s Day luncheon – Nov. 12 - an annual luncheon sponsored by Catering
for All Occasions featuring free lunch for veterans and a reduced price of $3 for
all others. Veterans are encouraged to bring memorabilia and photos to share.
Over 125 are typically served at this event.
• Thanksgiving Feast and pie auction – Nov. 20 – an annual festive luncheon with
traditional foods and a silent auction of baked goods. This event always sells out
quickly. Tickets go on sale November 1.
• Holiday Feast – Dec. 18 – an annual holiday luncheon with a traditional menu.
This event always sells out quickly. Tickets go on sale December 1.
2012 Day Trips
The Senior Center offered 33 day trips in 2012. Of the 29 trips in the first nine months,
59% or 17 trips were completed at 92% capacity with 231 participants. All trips require
a minimum number of riders; of the 12 trips cancelled, four were Rockies baseball –
normally, we always fill those trips in winning seasons. The four trips yet to complete
this year are predicted to fill to capacity.
• Stock Show and ProRodeo – Denver, Colorado
• Candlelight Dinner Playhouse – Anything Goes – Johnstown, Colorado
• The Lincoln Center – 100 Years of Broadway – Fort Collins, Colorado
• Butterfly Pavilion – Westminster, Colorado
• Rustic Ranch and the Blue Parrot – Broomfield and Louisville, Colorado
• Candlelight Dinner Playhouse – Oklahoma – Johnstown, Colorado
• Kirkland Museum – Denver, Colorado
• Boulder’s Dinner Theatre - Cinderella – Boulder, Colorado
• Colorado Rockies baseball – Denver, Colorado (six trips)
• Colorado Chocolate Festival – Denver, Colorado
• Black Hawk and Central City – (three trips)
• Eaton Grove and the Olde Wash Museum
• Gold Hill Inn – Nederland area
• Central City Opera – LaBoheme - Central City, Colorado
• Buell Theatre - Jersey Boys– Denver, Colorado (two trips)
• History Colorado Center – Denver, Colorado
• Denver Zoo – Elephant Passage – Denver, Colorado
• White Fence Farm – Lakewood, Colorado
• Candlelight Dinner Playhouse – Fiddler on the Roof – Johnstown, Colorado
• Boulder’s Dinner Theatre – 42nd Street – Boulder, Colorado
• Buell Theatre – White Christmas – Denver, Colorado
Overall Attendance
Through the first eight months of 2012, the Senior Center had 18,023 visits, which is
eight percent or 1,676 down from the same six-month period in 2011.
Current Meal Program Data
In addition to noon dining room meals and Meals on Wheels, the Senior Center offers a
special themed luncheon monthly. Themed luncheons for the third and fourth quarter of
this year include: Rodeo, Scottish-Irish, Oktoberfest, Halloween, Veterans Day and the
Holiday feasts.
After the eight months of 2012, the Meals on Wheels program is running 309 meals or
9% ahead of the same period in 2011. After the first eight months of 2012, dining room
meals are down 6% or 320 meals as compared to the same period in 2011; additionally,
the use of the convenient take-out meal program continues to increase – year-to-date,
there have been 150 take-out meals served compared to 166 total take-out meals in
2011.
Meal quality surveys and customer demographics
Staff has conducted meal quality surveys annually since 2007 as part of the operating
agreement with United Way of Larimer County. We obtain customer satisfaction data
on the dining room meals and Meals on Wheels. At the onset, Town and United Way
staff identified a goal of 80% for overall satisfaction.
For the last seven surveys, the overall satisfaction rate has been between 95% and
99% satisfied. For 2012, the overall satisfaction rate with the dining room program for is
99%, and the overall satisfaction rate for the Meals on Wheels program is 100%. The
combined overall satisfaction rate in the 2012 survey is 99.5%.
This year, staff provided meal quality surveys to 540 people on the email list and to 98
unduplicated people served in the dining room during the survey period; and to 19
Meals on Wheels customers who could respond.
Customers often provide narrative feedback on our survey forms. The most effective
way we can describe the effect of the meal programs on clients is to provide some of
the comments from meal customers. We feel strongly this represents the value of the
program and know that seniors find a great social benefit to eating together and being at
the Senior Center.
• I like that the food is warm. The amount of food for the price is great. I also
really like the service because they are always willing to refill our cups.
• It is conviviality in Shangri-La
• Pretty perfect all the way around.
• Thank you for the Senior Center!
• Nice setting, great food!
• Good management and quality food
• Still the best bargain in town
• Excellent in every way
• I appreciate the dedication of the staff and caterer
• Very accommodating, we appreciate that
Survey comments in the past indicated a desire for improvement to the nutritional
content and health appeal of the meals served at the Senior Center. This was done by
adding some new entrees and the satisfaction rate improved as a result.
We believe the meal programs are extremely effective based on the survey responses.
More importantly, staff observes on a daily basis, evidence of the value of the programs.
Relationships are formed and maintained. People are restoring their health and
spending less time alone or in health care environments. The meal programs remain a
catalyst for connecting isolated seniors with services. For example, we do a
tremendous amount of information and referral for people seeking aging services,
agencies, caregivers, counseling, insurance, housing, transportation and more.
The combined meal programs served 849 people in the annual reporting period
compared to our projected 845 people. Of those, approximately 70% are Estes Park
residents and the rest are from Front Range communities or visiting summer residents.
Of the 849 people in our meal programs, 806 used the dining room, 63 used the Meals
on Wheels program and of those, there were 20 that used both programs.
We estimated we would serve 15.3% of the serviceable population and we actually
served approximately 16% percent of the estimated population of those over the age of
45 in the Estes Park area.
Blizzard Boxes
The Senior Center will distribute approximately 200 blizzard boxes to local seniors this
fall and winter. Boxes contain 9 shelf stable meals to assist seniors in times of bad
weather when they cannot get to the store or to the Senior Center, etc. This project is
funded by a $4400 grant from the Larimer County Office on Aging.
Budget: N/A Recommendation: N/A
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J F M A M J J A S O N D
2010 2009 2011 2012 2008
Senior Center 8.31.12 page 1
Meals on Wheels, dining room and take-out meals
Meals on Wheels Current month = August = 506
2008 Total = 4,736
2009 Total = 4,430
2010 Total = 4,493
2011 Total = 5,158
2012 YTD = 3,846
Dining room meals
Previous month, July = 665 = 66% capacity
Current month, August = 715 = 65% capacity
Includes take-out meals ( 18 ), member ( 661) and non-member meals ( 36 )
2008 Total = 8,265
2009 Total = 8,125
2010 Total = 7,936
2011 Total = 7,674
2012 YTD = 4,701
0
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600
J F M A M J J A S O N D
2010 2009 2011 2012 2008
Month to
month
comparison
August
2008
428
2009
337
2010
407
2011
444
2012
506
Month to
month
comparison
August
2008
821
2009
754
2010
859
2011
850
2012
715
Annual meal totals
Meals on Wheels and Senior Center dining room - combined
Senior Center 8.31.12 page 2
Meals on Wheels, dining room and take-out meals
Month to
month
comparison
August
2008
1,249
2009
1,091
2010
1,266
2011
1,294
2012
1,221
2003 2004 2005 2006 2007 2008 2009 2010 2011 2012
11,356 13,937 14,730 13,926 16,644 13,001 12,555 12,429 12,832 8,547
YTD
0
200
400
600
800
1000
1200
1400
J F M A M J J A S O N D
2010 2009 2011 2012 2008
Combined meal totals – monthly comparison
0
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2500
J F M A M J J A S O N D
Attendance at activities and programs
Current month August = 1,971
(number of visits, drop-in and planned programs combined)
2008 Total = 14,441
2009 Total = 15,981
2010 Total = 16,722
2011 Total = 17,653
2012 YTD = 11,004
Senior Center / program attendance 8.31.12 page 3
Current month – August
“Planned programs” potential or ideal capacity 774
“Planned programs/% utilization” * 684 or 88% capacity
*programs as a % of ideal capacity/actual
“Drop-in” programs utilization 1,287
Average programs capacity YTD 2012 = 95%
Previous month - July
“Planned programs” potential or ideal capacity 644
“Planned programs/% utilization” * 577 or 90% capacity
*programs as a % of ideal capacity/actual
“Drop-in” programs utilization 1,210
Month to
month
comparison
August
2008
1,549
2009
1,765
2010
2,103
2011
2,264
2012
1,971
Average programs capacity 2011 = 108%
Average programs capacity 2010 = 104%
Average programs capacity 2009 = 102%
Average programs capacity 2008 = 95%
January
TOEP meetings (40)
County commissioners (13 )
NARFE (4)
Mayor (30 )
Sister Cities ( 6)
February
February
TOEP meetings (14)
County commissioners (8 )
NARFE (4)
Mayor (32 )
Sister Cities ( 8)
SCINC (6)
March
TOEP meetings (38)
County commissioners (14)
NARFE (4)
Mayor (30 )
April
Special Transit (20)
County commissioners (19 )
NARFE (4)
Mayor (34 )
Sister Cities ( 7)
SCINC (3)
Museum Friends (5)
May
County commissioners (9 )
NARFE (7)
Mayor (34 )
Sister Cities ( 8)
SCINC (3)
TOEP meetings (8)
June
County commissioners (10)
Mayor (30 )
Sister Cities ( 9)
SCINC (3)
TOEP meetings (22)
Low Vision support group (2)
July
County commissioners (6)
Sister Cities ( 5)
TOEP meetings (20)
August
County commissioners (10)
Mayor (27 )
Sister Cities ( 8)
TOEP meetings (4)
2012 non-rental users =
549
2008 non-rental users = 270
2009 non-rental users = 888
2010 non-rental users = 1040
2011 non-rental users = 939
0
500
1000
1500
2000
2500
3000
3500
4000
2009
2010
2011
2012
2008
Year to date
= 14,986
Aug. = 3,037
Year total =
29,070
Aug. = 3,654
Year total =
25,283
Aug. = 3,105
Senior Center / overall attendance 8.31.12 page 4
2012 Senior Center rental users
January thru June (0)
July (120)
August (35)
2012 Senior Center rental users = 155
2008 rental users = 599
2009 rental users = 191
2010 rental users = 374
2011 rental users= 308
----------------------------------------------------
2012 Hydroplant picnic grounds
rental users
June 4 events = 278 users
July 7 events = 399 users
August 10 events = 694 users
2012 Hydroplant rentals/ users = 1,371
2008 = 23 events / 1,642 users
2009 = 21 events / 1,451 users
2010 = 17 events / 1,036 users
2011 = 20 events / 1,514 users
---------------------------------------------------
2012 Museum meeting room users
are reported in Museum quarterly
report
Year total =
17,562
Aug. = 2,111
Year total =
18,661
Aug. = 2,146
2012 Senior Center non-rental users
To: Community Development/Community Services Committee
Administrator Lancaster
DTA Richardson
From: Bo Winslow, Community Services Coordinator
Date: September 27, 2012
RE: Fairgrounds and Events - Quarterly Report
Report:
The third quarter is a busy quarter for the Fairgrounds and Events Department. Careful
planning throughout the year comes together during this time. Staff worked on 4 new
events this year as well as all of the same events from 2011. Staff feels as though this
quarter is almost full with events and looks to focus new events throughout other times
of the year.
Rooftop Rodeo was another great success. Attendance was up 5% from 2011. Staff
noticed an increase in World Champions at the event this year with 7 of the top 15 team
ropers in the world in attendance. Feedback from both contestants and guests was
very positive. PRCA announced just last week that the Estes Park Rooftop Rodeo was
once again nominated as one of the top 5 medium size rodeos in the n ation. The
honors of top rodeo will be announced in Las Vegas at the PRCA Awards Banquet in
late November.
Hunter Jumper Show numbers were up slightly from last year. The show continues to
pull horses and riders from around the world. This show takes full advantage of the
entire facility and provides staff the opportunity to see what the facility can handle.
The Dressage Show was a strong show this year. Last year the show qualified a rider
for the London Olympics. In 2013 the show will be an international show and will again
have participants from all over the world. This caliber of an event helps keep the facility
in the spotlight and is great advertising for the Town. Competitors continue to talk about
the great condition of the arenas and enjoy riding here. Everyone is also excited about
Memo
Community Services
the new improvements in the future. Again, this will be one of the top 5 dressage shows
in the nation.
Bio Blitz was the big new event for this year and over 5500 people attended this event.
This was a great opportunity to partner with Rocky Mountain National Park on an event.
RMNP and National Geographic were great to work with and conducted a very
professional event. Feedback from RMNP in regards to the facility and staff was very
positive.
Downtown events had a great year. Festival organizers are enjoying the improvements
in Bond Park with layout of events being easier and more efficient for both staff and
organizers. Mid Summer Festival was a new event this year and for a first year event
did a good job. It usually takes about 3 years for an event to become established , the
organizers feel as though they are on track.
Elk Fest, Tree Lighting Ceremony, Catch the Glow Parade and Catch the Glow
Fireworks are events staff are currently working on. Elk Fest is September 29-30 in
Bond Park, Tree Lighting Ceremony is going to be in Riverside Plaza on November 17th,
Catch the Glow Parade will be the day after Thanksgiving (November 23 rd), and the
Catch the Glow Fireworks will be Saturday, November 24 th at 8:30 pm over Lake Estes.
To: Community Development/Community Services Committee
Administrator Lancaster
DTA Richardson
From: Bo Winslow, Community Services Coordinator
Date: September 27, 2012
RE: Event Report
Report:
Staff is moving into the fall season for events. This time of the year staff is working on
finishing the horse show season and moving into preparing for the fall event season.
Elk Fest, Tree Lighting Ceremony, Catch the Glow Parade and the Catch the Glow
Fireworks are all Town sponsored events that take place in next quarter.
New Event planning is taking place with 3 new events in the works already for 2013, an
equestrian show with cross country, dressage and jumping, a chuck wagon cook-off
competition and the Colorado Pro Cycle Challenge. Staff is working hard on the
Colorado Pro Cycle Challenge event. This event will go out to bid shortly and staff has
been working with Loveland and Fort Collins on a bid package. This is a very unique
bid, with three communities joining together to submit a proposal. Staff should know
more about the results of the bid in December.
Memo
Community Services
Page 1
To: Community Development/Community Services Committee
Town Administrator Lancaster
From: Alison Chilcott, Community Development Director
Date: September 27, 2012
RE: Estes Park Sanitation District Fee Waiver Request for Amended Plat and
Location and Extent Review
Background:
The Estes Park Sanitation District is requesting waiver of $3,080 in development
applications fees for:
▪ An amended plat application to combine two lots into one ($580) are part of the
Stanley Meadows Addition and are located at 610 Big Thompson Avenue next to the
Estes Park Visitor Center. This is scheduled for review at the October 16th Estes
Valley Planning Commission meeting and November 27th Town Board meeting. The
application is online at www.estes.org/currentapplications.
▪ A special review/location and extent review application to construct a building to
upgrade the sewage treatment facility. ($500 pre-application fee and $2,000
application fee). This application has not been submitted or scheduled for review.
The attached September 4th letter further describes the request. Staff recommends the
fee waiver be listed as an Action Item at the November 27th Town Board meeting, the
same meeting the amended plat application will be reviewed. Since this request is in
excess of $3,000 Town Board is the decision-making body.
Budget:
General Fund Revenue: Charges for Services — Application Fees - Inside
Account #: 101-1600-341.30-00
$3,080 in reduced revenue.
Recommendation
I recommend approval/denial of the requested fee waiver to be included as an Action
Item at the November 27th Town Board meeting.
Community Development
Memo
FEEWAIVERREQUESTFortheAmendedPlatandPublicFacilityUseLocation&ExtentReviewofLotsIAandICoftheReplatofaPortionofLot4andAllofLot1,StanleyMeadowsAdditionLocatedintheSW114ofSection19-5-72andtheNW1/4ofSection30-5-72TownofEstesPark,ColoradoTheEstesParkSanitationDistrict(EPSD)isrequestingawaiverofthepublicreviewfeesassociatedwiththeAmendedPlatandPublicUseLocation&ExtentReviewoftheirsewagetreatmentplantpropertyasreferencedaboveforthefollowingreasons:•PertheCommunityDevelopmentFeeWaiverPolicy,“publicFundedGovernmentConstruction,includingspecialdistricts”maybeexemptedfromdevelopmentreviewfees.•TheamendedplatisasimpleprojectwhichcombinestwolotsandwillrequirefewerthanthetypicalnumberofEstesParkstaffhourstoreview.•ThePublicUseLocation&ExtentReviewoftheproposeddevelopmentisnotcomplicated-onlyonenewbuildingapproximately56’X65’insizewillbeconstructedtowardsthesoutheastportionoftheircombinedlotandwillbetuckedbetweenotherexistingbuildings.ThisproposedupgradetotheirtreatmentfacilityisinresponsetoaStatemandaterequiringgreaterqualitystandardsoftheplanteffluent.•TheEPSDBoardofDirectorsstrivestominimizecoststotheirconstituentswhileprovidingavitalpublicservice.TheincreasingwaterqualitystandardsrequiredbytheStatecontinuetochallengetheBoardtocomplywiththeStatewhilekeepingthecostoftheirservicereasonable.NothavingtopaytheTownofEstesParkpublicreviewfeeswillhelpwiththatchallengeandbegreatlyappreciated.09-04-2012SEP-522
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To: Community Development/Community Services Committee
Town Administrator Lancaster
From: Alison Chilcott, Community Development Director
Date: September 27, 2012
RE: Community Development Monthly Report
Background:
Staff has prepared a plan describing Community Development’s core services and
related strategic goals and objectives (currently in rough draft form). The monthly report
is re-structured to align with the draft plan.
BUILDING SAFETY: Promote a safe built environment to (1) minimize loss of life and injury to the
general public and emergency responders; and (2) reduce property damage and destruction.
Building permit reports are attached. More permits were issued year-to-date this
year than last; valuation and fee collection was down slightly.
Daily inspection workload remains high averaging 16 per day through the end of
August.
Community Development is continuing to focus on building life-safety concerns. For
the Courtyard Shops, a bank-owned property, staff has requested and the property
owner agreed, to submit a change of use permit application by November 1st.
Installation of smoke/carbon monoxide detectors will be installed by the September
21st at the latest.
Later this week, staff will meet with the new owner of Marys Lake Lodge Unit 1 (main
lodge) and the HOA manager to inspect work related to open permits. We will jointly
assess the status of work to help the property owner determine how to proceed.
For the approximately 750 open permits due to expire on December 31st 2012, staff
is initiating contact with property owners and contractors to ensure construction has
been completed in accordance with the submitted plans and applicable building
codes. Permits are typically valid for 18 months from date of issuance. In 2009,
Town Board extended the expiration date to December 31st 2012 due to economic
downturn.
Consultant Don Widrig was instrumental in extracting data from our obsolete
permitting system last week. Staff can now easily identify open permits. As property
Community Development
Memo
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owners receive notices about open permits, staff will confirm construction was
completed according to minimum building codes and permits are closed out in a
timely manner. As requested, staff will update Town Board prior to the December
31st expiration.
ADDRESSING: Enhance public safety through the easy and rapid location of properties by law
enforcement, fire, rescue, and emergency medical personnel within the Town of Estes Park.
A draft addressing policy manual is under review.
FLOODPLAIN MANAGEMENT: Minimize death, injury, and losses to public and private property
due to flooding.
No update.
SIGNAGE: Protect the health, safety, and welfare of the public by (1) ensuring the signage is safe and
(2) is compatible with adjacent land uses and the total visual environment of the Estes Valley.
Building Inspector Traufield continues to pro-actively identify unpermitted banners
and signs and is contacting property/business owners to obtain sign code
compliance.
STRATEGIC/COMPREHENSIVE PLANNING: Create more convenient, equitable, healthful,
efficient, and attractive places for present and future generations. Articulate a desired future to inform
decision-making today.
On October 23rd, staff will present a status report to the Town Board on the Estes
Valley Comprehensive Plan - Action Plan. This may assist with strategic planning.
The Planning Commission is continuing to struggle with how to update the Estes
Valley Comprehensive Plan. Planning Commission will finalize their
recommendation at the October Planning Commission meeting in preparation for the
November 15th joint work session with Town Board.
CURRENT PLANNING: Provide for the coordinated and harmonious development of the Estes
Valley, which will, in accordance with present and future needs, best promote health, safety, order,
convenience, prosperity and general welfare, as well as efficiency and economy in the process of
development.
Development activity has increased significantly over the past few months. Planner
Dave Shirk is busy reviewing applications for compliance with the adopted
development code.
NUISANCES: Eliminate nuisances detrimental to the health, safety, convenience, and general welfare
of the citizens, on private property within the Estes Valley, such as waste accumulation, unsanitary
conditions, and noxious weeds.
Staff are continuing to reduce the number of unresolved nuisance complaints;
however, our primary focus is on life-safety concerns.
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ENHANCING PLANNING AND BUILDING SERVICES
The community meetings about Enhancing Planning and Building Services are
scheduled for November 5th from 3:00 pm – 5:00 pm and November 8th from 5:30
pm to 7:30 pm. Both meetings will be held at the Museum. Trustees are encouraged
to attend and participate.
ECONOMIC DEVELOPMENT
No update. At this point in time, this is not a core service provided by Community
Development.
ADDITIONAL UPDATES
Board and Commissions
The closing date for the open Planning Commission position has been extended to
September 24th to encourage more applicants. This is a County Commission
appointed position.
Woodlands Heights Fire
Rebuilding after the Woodland Heights fire is beginning. Staff are beginning to see
permit applications for new homes and rehabilitation of damaged structures.
Staff Development/Training to Support Core Services
On September 17th, Charlie Phillips started work as the Senior Building Permit
Technician. He has been a home designer in the Estes Valley for 18+ years and has
strong customer service and communication skills along with a solid construction
background! Karlin Goggin is assisting with training Charlie Phillips before she
leaves to work for the City of Boulder. Staff are grateful for the assistance she has
provided since May. Staff are continuing to review and implement her
recommendations to streamline provision of services.
Technology - Permitting Software and Geographic Information Systems GIS) to
Support Core Services
Discussions about conversion to a new Enterprise Resource Planning (ERP) system
are ongoing.
Office Organizations/Records Management
Address files were at capacity with addressing files and permits being stored on top
of file cabinets. Simplicity Organizing has reorganized the file cabinets and files.
Almost all address files are now in the file cabinets. Files will be easier to find and
the file room is neater.
Old EPURA records primarily related to streetscape improvements have been
transferred to the Town Clerk’s Office and Public Works for review.
Finances
There are no significant expenditure or revenue changes since last month’s report.
The proposed 2012 budget revisions and 2013 proposed budget are intended to
align and support the draft Community Development strategic goals and objectives.
MONTHPERMITS ISSUED 2011VALUATION2011FEES COLLECTED 2011FEES WAIVED 2011PROJECT NAMEFOR WAIVED FEESMONTHPERMITS ISSUED 2012VALUATION2012FEES COLLECTED 2012FEES WAIVED 2012PROJECT NAMEFOR WAIVED FEESJanuary42 $818,537 $10,659 $11,203Habitat for HumanityJanuary41 $595,132 $9,857 $125EP Library DistrictFebruary22 $861,828 $10,483 $0February32 $653,004 $6,981 $3,124The NeighborhoodBlack Canyon Inn-permit delayMarch37 $1,119,002 $12,736 $1,530Transit Hub March43 $977,106 $17,008 $0April40 $651,230 $6,799 $783Transit Hub & Community Non-ProfitApril35 $895,145 $12,058 $2,338The NeighborhoodMay55 $1,128,365 $18,033 $5,839Town Hall RemodelMay47 $1,115,163 $15,582 $727Moraine Ave Parking LotJune44 $780,550 $14,059 $50EPMCJune34 $1,446,563 $16,779 $0July37 $2,164,558 $27,292 $72Habitat for HumanityJuly42 $1,210,534 $11,294 $7,082The Neighborhood (2) ($5998)Light & Power Bldg. Roof ($624)Police Dept A/C ($125)Library A/C ($335)August42 $1,085,383 $16,782 $3,066The Neighborhood Attainable Housing ($2,936) & Homeowner Waiver of Expired Permit FeeAugust52 $1,619,191 $22,040 $0September39 $845,076 $12,022 $1,233UTSD ProjectSenior Center Cherokee Draw SeptemberOctober56 $938,862 $14,741 $0OctoberNovember32 $389,465 $6,642 $0NovemberDecember53 $1,121,422 $14,451 $0DecemberTHROUGH THIS MONTH LAST YEAR 319 $8,609,453 $116,843 $22,543 YEAR TO DATE 326 $8,511,838 $111,599 $13,396% Change from 20112% -1% -4%2011 TOTALS 499 $11,904,278 $164,699 $23,7762012TOWN OF ESTES PARK BUILDING PERMIT SUMMARY2011Note‐ Permit fees are not always paid in the same month the permits are issued.Fees Reported: Plan review, building permitPermit total does not include Grading or Floodplain permits.
2007 2008 2009 2010 2011Number Issued562 593 372 419 499% change from previous year21% 6% -37% 13% 19%Valuation$31,086,880 $35,473,383 $15,255,616 $11,233,978$11,904,278% change from previous year-26% 14% -57% -26% 6%Fees Collected$345,545 $287,648 $149,877 $155,535$164,699% change from previous year4% -17% -48% 4% 6%Fees Waived$11,916 $42,972 $26,909 $8,599 $23,7762007$02008 $6,030,8552008 $7,527,9062009 $3,026,7162009 $2,829,3972010 $2,223,2562010 $1,936,9362011 $250,0002012 $828,156Estes Park Medical Center - MRI AdditionSafeway RemodelSafeway Fueling Facility & Hail Damage RoofingSafeway Pharmacy RemodelFIVE-YEAR TRENDPROJECTS WITH SIGNIFICANT VALUATION OR COMMUNITY IMPORTANCENoneOur Lady of the Mountains Catholic ChurchEstes Park Medical CenterMarys Lake Road Bridge (county project)Stanley Park Grandstands
2012 BUILDING PERMITS - DETAILED REPORTJANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST YEAR TO DATERESIDENTIAL PERMITS(101) New Single Family DetachedAttached12 2324216 Square-footage 5,495 5,742 6,782 7,949 13,353 9,905 7,17856,404 Valuation $368,500 $537,940 $498,660 $711,109 $1,099,495 $916,546 $518,679$4,650,929(103) New Duplex11 Square-footage 1929 Valuation $202,962$202,962(104) New 3-4 Family11 Square-footage 3714 Valuation $302,438$302,438(438) Add/Alt/Conv Garages/Carports11 24 Square-footage - if applicable 315 440 2881043 Valuation $8,808 $14,973 $12,699$36,480(434) Add/Alt/Conv267252126192642192 Square-footage - if applicable 1,097 798 9,697 504 1,044 580 4,379 87618,975 Valuation $122,417 $52,462 $258,627 $192,085 $134,548 $178,553 $175,945 $228,921$1,343,557Total New Square Footage5495 5742 5643 6782 7949 13353 9905 717862047Total Remodel/Add Square Footage1097 798 10012 504 1484 580 4379 116420018 # PERMITS 27 9 28 23 30 21 30 46 214VALUATION$490 917$590 402$772 835$690 745$860 630$1 278 048$1 092 491$760 299$6 536 366Single‐Family Dwellings, 16, 5%Commercial Additions, Alterations, Misc. Permits, 100, 31%Residential Additions, Alterations, Misc. Permits, 192, 59%Demolition, 13, 4%New 3‐4 Family, 1, 0%New Duplex, 1, 0%Garage/Carport Additions, Alterations, 4, 1%New Commercial Retail, 1, 0%Building Permits Year to Date VALUATION$490,917 $590,402 $772,835 $690,745 $860,630 $1,278,048 $1,092,491 $760,299 $6,536,366COMMERCIAL PERMITS(213) New Hotels, Motels, Cabins Square-footage ValuationMinor Repair/Remodel 4 16(318) New Rec. Bldg.Boiler/Furnace/Heater 2 11(319) New Religious Bldg.Stove/Fireplace 1 6(322) New Service & RepairRoof851(324) New Offices, Banks, ProfWater Heater 3 10(327) New Retail11AC/Cooler410 Square-footage296296Water/Service Line/Plumbing 5 9 Valuation$31,729$31,729Gas Line/Propane 1 5(437) Add/Alt/Conv9191411 18 11 12 6100Sewer Line Square-footage 5981 1380 3656 4,804 408 322 0 427820,829Window/Siding 5 18 Valuation $89,915 $56,152 $200,671 $189,400 $222,804 $68,015 $118,044 $858,892$1,803,893SolarTOTAL33 136Total New Square FootageTotal Remodel/Add Square Footage5981 1380 3656 4804 70416525# PERMITS 9 19 14 11 19 1112 6101Minor Repair/Remodel 1 11VALUATION $89,915 $56,152 $200,671 $189,400 $254,533 $68,015 $118,044 $858,892 $1,835,622Boiler/Furnace8Oven Hood/FireplaceDEMOLITION PERMITSRoof9# PERMITS 5411020013Water Heater2VALUATION $14,300 6,450 3,600 15,000 $0 $100,500 $139,850AC/Cooler19Water/Service Line/Plumbing/Backflow 1 6Gas Pipe/Line4(434) Residential Add/Alt/Conv also includes the Misc permits belowCurrent Month Year to Date(437) Commercial Add/Alt/Conv also includes the Misc Permits below Current Month Year to DateTOTAL # PERMITS 41 32 43 35 49 34 42 52 328Construction TrailerTOTAL VALUATION $595,132 $653,004 $977,106 $895,145 $1,115,163 $1,446,563 $1,210,534 $1,619,190.67 $8,511,838SolarAntennaOTHER PERMITS NOT INCLUDED IN VALUATIONWindow/Siding2FLOODPLAIN DEV. PERMITS000TOTAL261**Note: 50.00 charge for FPDPsVALUATION$0$0NOTES: New square footage = new construction (example: new home, new detached garage, etc)GRADING PERMITS01102Remodel/Alt/Add square footage = remodel of existing structure or addition to an existing structureVALUATION$0$3,000.00$0.00$3,000Add/Alt/Conv = additions, remodels, misc permits