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Home My WebLink AboutPACKET Community Development Community Services 2016-03-24 Thursday, March 24, 2016 Community Development & 8:00 a.m. Community Services Committee Town Hall Board Room *Revised: 1. PUBLIC COMMENT 2. CULTURAL SERVICES a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS i. 2016 Senior Services Quarterly Report. Mitchell ii. Verbal Updates and Committee Questions.  Community Center Update. 3. COMMUNITY SERVICES a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS i. Special Events Report. Jacobson ii. Sales Report. Lynch iii. Verbal Updates and Committee Questions.  2016 Rooftop Rodeo Update.  2016 Performance Park Plans. 4. COMMUNITY DEVELOPMENT a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS i. Community Development Report. Chilcott ii. Verbal Updates and Committee Questions. 5. ADJOURN AGENDA Town of Estes Park, Larimer County, Colorado, February 25, 2016 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 25th day of February, 2016. Committee: Chair Ericson, Trustees Holcomb and Phipps Attending: Chair Ericson, Trustees Holcomb and Phipps Also Attending: Assistant Town Administrator Machalek, Director Hinkle, Interim Director Cumbo, Manager Mitchell, Coordinator Jacobson, Manager Lynch, Director Fortini, and Deputy Town Clerk Deats Absent: Town Administrator Lancaster Chair Ericson called the meeting to order at 8:00 a.m. PUBLIC COMMENT. None. CULTURAL SERVICES. REPORTS. Reports provided for informational purposes and made a part of the proceedings.  2015 Senior Services Annual Report – Manager Mitchell reported an increase in overall attendance for 2015. Services and programs were well-attended indicating a good response to high-quality programming. She thanked Senior Services staff for their ideas and planning efforts, volunteers for their service overall and for the assistance they provide at the front desk, and Meals on Wheels drivers for their commitment to the members of the community who rely on this service either full- time or temporarily to address special circumstances or needs. She noted that she and Jon Landkamer continue to work with the Estes Valley Recreation and Park District (EVRPD) as members of the community center design advisory group to fine tune conceptual plans and discuss program content and needs. A public meeting will be held on February 29th to present recent renditions to floor plans. All bonds have been sold and it is possible that construction of the community center may begin in late summer 2016.  2016 Senior Services 1st Quarter Programs Update – Manager Mitchell provided the Committee with a listing of programs scheduled for January through March 2016. A variety of programs are planned including fitness, informational, cultural and social events.  2015 Museum Annual Report – Director Fortini highlighted goals that were met in 2015 which included a change to the Museum’s vision and mission statement; revisions to the collections management policy; increasing public program offerings; the development of a strategic planning process; and deaccessioning of artifacts. He said staff continues to brainstorm new ideas, stays apprised of what other museums are offering to the public and monitors trends in the industry. He noted that the Museum Friends group continues to be very active in their support of the museum and is working to increase their membership numbers.  Verbal Updates – o Senior Services and Estes Valley Community Center – The design has changed significantly as costs and a variety of other factors have resulted in changes to the previous floor plans. Final plans will be presented to the public as well as brought forward to the Town Board prior to moving forward. The February 29th public meeting will reveal the current changes as part of the public education process. Discussion with the partners will continue related to program offerings and the best use of space. o Senior Services – Strategy for 2016 – Assistant Town Administrator Community Development / Community Services – February 25, 2016 – Page 2 Machalek reported that staff is prioritizing the Senior Services offerings for 2016 to maintain high quality programs, determine where to spend time and money to obtain the best bang for the buck, and reduce the possibility of staff burnout. COMMUNITY SERVICES. NEW EVENT BOND PARK – HANDMADE IN COLORADO. Director Hinkle requested the Committee consider scheduling a new event in Bond Park for the weekend of August 26-28, 2016. The event, Handmade in Colorado Expo, was held last year at the Event Center; attendance at last year’s event was low. The organizer of the expo noted that the event had previously been held in Bond Park in 2014 under the name of Rocky Mountain Bazaar. She noted that since that time the quality of the event has been raised and said the event would be more successful if held at an outdoor venue where more visitors are drawn to the event. The event showcases Colorado made arts and crafts including hand blown glass items, wooden bowls, metal sculptures, jewelry and paintings. The Committee recommended that the new event, Handmade in Colorado, be brought before the Board as an action item at the March 8, 2016, Town Board meeting. REPORTS. Reports provided for informational purposes and made a part of the proceedings.  March Event Report – Events recently held at the Events Complex include a Quinceanera and the Estes Park Wedding Association Bridal Show. The Bridal Show was described as successful and well-attended, with 345 brides participating. Staff will evaluate social events such as the Quinceanera, wedding receptions, and other private events related to number of attendees, condition of the facility, staffing needs, etc. Coordinator Jacobson reported that the Whiskey Warm-Up will be held in mid-March and that the 2016 Ride the Rockies route will be passing through Estes Park in June with approximately 2,000 riders participating. Activities for the riders, their families and fans will be scheduled.  Visitor Services Annual Report – Manager Salerno said 2015 was a banner year for the Visitor Center with over 414,441 visits counted. She spoke to the stakeholder documents and guides including Dining, Shopping, Things to Do, Services, Rentals, Camping, and Happenings that are distributed to visitors in support of local businesses. She noted that installation of kiosks in the Visitor Center would likely occur in 2017 as research continues to find the model and technology that is best suited to the situation and need. Manager Salerno reported that restroom construction at the Visitor Center is expected to be complete by mid-March.  Shuttle Report – Coordinator Wells noted that logo and color recognition were utilized during 2015, ridership was similar to the previous two years, and positive feedback about the program was received. It was noted that local residents as well as visitors use the shuttle service.  Estes Park Event Complex Annual Report – The Committee requested that Coordinator Jacobson and Manager Lynch present this report at an upcoming Town Board Study Session for the benefit of the full Board. Staff will work on scheduling the report for an upcoming study session.  Verbal Updates – o Staffing – Director Hinkle commended Special Event staff and said that two positions, administrative assistant and special events coordinator are currently vacant and being advertised, as well as approximately 15 positions for seasonal workers. He also noted that a strategic plan to include marketing, staffing, fee structure, services, etc., is needed for the event center to move forward into the future. COMMUNITY SERVICES DEPARTMENT. REPORTS. Reports provided for informational purposes and made a part of the proceedings. Community Development / Community Services – February 25, 2016 – Page 3  Verbal Updates – o Interim Director for Community Development Department – Karen Cumbo completed her third week as Interim Director and noted that the department has a large number of projects, both large and routine, currently ongoing. Examples include, but are not limited to: the Downtown Plan, Downtown Plan Advisory Committee, the performing arts project, revised fee structures for building services and development review, building code adoption, code amendments, and a record number of new application submittals for projects such as decks, rezoning, boundary line adjustment, development plans, and employee housing. Director Cumbo said she is looking at what can be handled internally and what can be contracted out, and strategies and timetables to keep things manageable. There being no further business, Chair Ericson adjourned the meeting at 9:48 a.m. Cynthia Deats, Deputy Town Clerk Cultural Services Memo To: Community Development / Community Services Committee From: Lori Mitchell, Senior Services Manager Date: March 24, 2016 RE: Senior Services Quarterly Report Quarterly report: Attendance: Overall, how do 2016 numbers look year-to-date? Staff continues to see upward trends in attendance in the first two months of this year. Program Coordinators Kelly Claypool and Beth Headley continue to develop partnerships with instructors and agencies who offer relevant subject matter. For example, the long-standing collaboration with the Park School District’s Outreach program continues to be productive. The recent American Civil War class was part of a continuous series developed by instructor Jeff Arnold. This is the sixth year Jeff has taught Civil War classes for us; each one filling to capacity. The Outreach program staff develops the content in collaboration with Senior Services staff and hosts the classes at the Middle School; Senior Services staff promote and manage registration and payment to instructors and the net revenue is shared between Outreach and Senior Services. This is just one example of local partnerships; it works really well and citizens respond favorably. January through February – all visits to the Senior Center and Senior Services programs:  6,664 as compared to 5,645 in the same period in 2015, an 18% increase. January through February – attendance at drop-in and planned programs:  Planned programs operating at 89% capacity;  3,416 program visits as compared to 3,381 in the same period in 2015, a 1% increase. January through February meal programs:  Meals on Wheels: 1,129 meals as compared to 737 for the same period in 2015, a 53% increase;  Dining room: 1,019 meals as compared to 971 for the same period in 2015, a 5% increase. Strategic Planning, Mission and Vision Assistant Town Administrator Machalek is working with Senior Services staff to develop revised Vision and Mission statements. Once complete, a key outcome will be an organized and effective strategic plan for the Division that addresses priorities and services. 2 Programs, events In February, staff presented a report featuring planned programs for January through March. This report features planned programs for April. March 22 - April 26 Living Well with Cancer - by Timberline Medical; March 31 - May 26 N’ Balance Fall Prevention – by Kelly Claypool / Diana Laughlin; April 1, 8, 15 Polymer Clay Beads – by Gayle Stringer, clay artist; in collaboration with the Park School District Outreach program; April 5: Seed Starting – by CSU Extension; April 4 - May 9: Chair Yoga class series; April 6: Life Reimagined - by AARP and CSU Extension; April 7: First Thursday Meditation – by Mary Jo Heyen; April 12: Art Spa: Watercolor Book Art – by Beth Headley; April 13: EPMC Wellness program – by Estes Park Medical Center; April 13: EPMC free luncheon for seniors; April 14 and 21: iPad and iPhone tutoring – by Blake Robertson; April 16: Families and Seniors Together (FAST) – intergenerational spring social and puppet show with Bob and Kerry Aiken; April 18: EPMC blood pressure clinic with Home Health nurses; April 19: Nine Health Signs and Symptoms Not to Ignore – by UCHealth April 27: Medicare counseling; April 27 - May 25: Senior Improv – by actor and director Jenn Bass in collaboration with the Park School District Outreach program. Special luncheons In addition to weekday noon lunches at the Senior Center and home-delivered Meals on Wheels, Senior Services offers approximately 16 themed noon luncheons annually. These are social events with great food, a lively atmosphere and a chance to celebrate events. Special menus are designed and prepared by Catering for All Occasions, the Town’s independent food service contractor. Staff promotes, conducts and supports the luncheons; volunteers decorate the dining room with themed décor and volunteers from various service organizations provide table service for these events. January 13: 54 attended a free luncheon sponsored by EPMC; with servers from various departments of the Estes Park Medical Center; February 12: 64 attended the annual Valentine’s luncheon with table service by Sunrise Rotarians; February 16: 40 attended the Mardi gras luncheon; March 17: 60 attended the annual St. Patrick’s Day luncheon with table service by Estes Valley Library staff. Budget: N/A Recommendation: N/A 0 100 200 300 400 500 600 700 800 900 J F M A M J J A S O N D 2015 2014 2016 2012 2013 + 5% or 48 more meals as compared to last year, same 2 month period Jan. & Feb. 2015 = 971 Jan. & Feb. 2016 = 1,019 Senior Services 2.29.16 page 1 Meals on Wheels, dining room and take-out meals Meals on Wheels Current month = February = 584 2016 YTD = 1,129 2015 Total = 6,742 2014 Total = 5,095 2013 Total = 5,166 2012 Total = 5,551 Dining room meals Previous month, January = 484 = 50% capacity Current month, February = 535 = 53% capacity Includes take-out meals (20), member (496) & non-member meals (19) 2016 YTD = 1,019 2015 Total = 7,184 2014 Total = 6,518 2013 Total = 6,412 2012 Total = 7,164 0 100 200 300 400 500 600 700 800 900 J F M A M J J A S O N D 2015 2014 2016 2012 2013 Month to month comparison February 2016 584 2015 376 2014 277 2013 435 2012 441 Month to month comparison February 2016 535 2015 556 2014 498 2013 561 2012 550 + 53% or 392 more meals as compared to last year, same 2 month period Jan. & Feb. 2015 = 737 Jan. & Feb. 2016 = 1,129 Annual meal totals Meals on Wheels and Fourth Street Café (dining room) -combined Senior Services 2.29.16 page 2 Meals on Wheels, dining room and take-out meals Month to month comparison February 2016 1119 2015 932 2014 775 2013 996 2012 991 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 11,356 13,937 14,730 13,926 16,644 13,001 12,555 12,429 12,832 12,715 11,578 11,613 2015 2016 2017 13,926 2,148 0 200 400 600 800 1000 1200 1400 1600 1800 J F M A M J J A S O N D 2015 2014 2016 2012 2013 Combined meal totals –monthly comparison + 26% or 440 more meals as compared to last year, same 2 month period Jan. & Feb. 2015 = 1,708 Jan. & Feb. 2016 = 2,148 0 500 1000 1500 2000 2500 J F M A M J J A S O N D Attendance at activities and programs Current month = February = 1,705 (number of visits, drop-in and planned programs combined) 2016 YTD = 3,416 2015 Total = 20,913 2014 Total = 17,413 2013 Total = 14,553 2012 Total = 15,927 + 1% or 35 more visits as compared to last year, same 2 month period Jan. & Feb. 2015 = 3,381 Jan. & Feb. 2016 = 3,416 Senior Services / program attendance 2.29.16 page 3 Current month –February “Planned programs” potential or ideal capacity 702 “Planned programs/% utilization” *636 or 91% capacity *programs as a % of ideal capacity/actual “Drop-in” programs utilization 1069 Average programs capacity 2016 YTD = 89% Average programs capacity 2015 = 95% Average programs capacity 2014 = 97% Average programs capacity 2013 = 89% Average programs capacity 2012 = 99% Previous month -January “Planned programs” potential or ideal capacity 722 “Planned programs/% utilization” *620 or 86% capacity *programs as a % of ideal capacity/actual “Drop-in” programs utilization 1091 Month to month comparison February 2016 1705 2015 1790 2014 1368 2013 1392 2012 1255 0 500 1000 1500 2000 2500 3000 3500 4000 4500 5000 2014 2015 2016 2012 2013 +0% or 0 more visits as compared to last year, same 2 month period Jan. & Feb. 2015 = 5,645 Jan. & Feb. 2016 = 6,664 Year total = 31,590 Feb. = 2,093 YTD = 6,664 Feb. = 3,332 Year total = 42,585 Feb. = 2,682 Senior Services / overall attendance 2.29.16 page 4 Year total = 29,668 Feb. = 2,123 Year total = 34,272 Feb. = 2,566 Overall attendance reflects all visits to the Senior Center and to Senior Services programs and services 29776 34228 31590 29668 34272 42585 6664 0 5000 10000 15000 20000 25000 30000 35000 40000 45000 Overall annual attendance trends 2010 2011 2012 2013 2014 2015 2016 2016 Senior Center rental users January Latter Day Saints (313) The Fellowship (50) February Latter Day Saints (238) The Fellowship (59) 2016 YTD:13 events / 660 users 2008 rental users = 599 2009 rental users = 191 2010 rental users = 374 2011 rental users = 308 2012 rental users = 254 2013 rental users = 290 2014 rental users = 1,639 2015 rental users = 4,191 January Mayor (50) County Comm. (27) February Mayor (48) County Comm. (30) TOEP meetings (4) EVCC meetings (137) Land Stewardship (4) Rodeo (40) 2016 Senior Center non-rentals 2016 YTD: 12 events/ 340 users 2008 non-rental users = 270 2009 non-rental users = 888 2010 non-rental users = 1,040 2011 non-rental users = 939 2012 non-rental users = 864 2013 non-rental users = 1,009 2014 non-rental users = 1,178 2015 non-renal users = 917 Senior Services / overall attendance 2.29.16 page 5 Community Services Memo To: Community Development/ Community Services Committee Town Administrator Lancaster From: Lexy Jacobson, Event Coordinator Date: March 24, 2016 RE: Events Division- April Event Update Report: Highlight of Past Events: Whiskey Warm Up- March 12, 2016  Overall successful event! Based on our post event surveys, the distilleries and vendors were very pleased with the event. We had several of them ask if we would consider hosting a fall tasting event; October 2016.  Through our guest surveys, we collected over 50 responses, with the emphasis being on guest satisfaction and overall value in the event. We received a lot of great feedback on how to grow the event and add key features that the guests want to see.  See below for more information on ticket sales and revenues (before expenses) from 2014, 2015 and 2016: Year Presale Tickets Day of Tickets In Kind Attendance Total Attendance Total Revenue 2014 42 34 29 105 $3,770 2015 124 65 62 251 $7,749 2016 179 48 94 321 $10,776 Upcoming Events: Event Date Location Sunrise Service March 27, 2016 Grandstands Larimer County Workforce Center Job Fair April 6, 2016 Event Center Longs Peak Scottish Irish Highland Festival Scottish Celtic Concert April 23, 2016 Event Center Longs Peak Scottish Irish Highland Festival Scottish Celtic Concert- April 23, 2016  One day concert produced by the organizers of the annual Longs Peak Scottish - Irish Highland Festival to promote their 40th Anniversary of the festival  Five different entertainers throughout the day; starting at 12 p.m. till 11 p.m.  Will feature entertainment, food trucks, whiskey tastings and more! Additional Updates:  Planning is underway for the 26th Annual Jazz Fest and Art Walk. Coordinator Max Wagner has confirmed the performance line up featuring Headliner Vanessa Rubin, World Class New York Jazz Vocalist. Staff continues to work with the Cultural Arts Council and other offsite locations to feature jazz and art throughout the weekend celebration.  Staff is pleased to announce the high volume of bookings at Performance Park for the 2016 season. To date we have six weekly series starting in June and continuing through August. In total, we have 43 events booked thus far with still more interest in future dates.  George Hix Riverside Plaza will welcome a new, weekly event featuring local artisans on Monday’s starting in June and continuing through August. The group’s mission statement is listed below. We are excited to be featuring our local talent and offering weekday entertainment for our community and guests. “The mission of the the Monday Artisans Market is to provide a space for Estes Park's artisans to sell and exhibit their goods while providing consumers an opportunity to buy products directly from local artisans. The Monday Artisans Market strengthens and creates community partnerships between art, artists and the Estes Park community. The Artisans Market gives back to the community by supporting local commerce and conscious creative lifestyles”. To: Community Development/Community Services Committee Town Administrator Lancaster From: Alison Chilcott, Community Development Director Date: March 24, 2016 RE: Community Development Report Community Development provides seven core governmental services: Building Safety; Addressing; Floodplain Management; Signage; Long-Range Planning; Current Planning/Development Review; and Code Compliance. Our mission is to provide outstanding services to protect and enhance the quality and safety of our community. And our vision is to work collaboratively and use innovative practices to achieve the community’s goals. At the January 2016 Community Development/Community Services meeting, Community Development provided an annual report; a report looking back on 2015. This report looks forward through December 2016 and is intended to provide elected officials and the general public with an overview of the department’s work plan. The work plan was developed collaboratively by Community Development staff with a focus on adding value for our customers. The work plan is one of the outcomes of the Community Development strategic planning processes. This work plan is intended to:  Align with and support the Town Board’s strategic plan;  Strategically focus and prioritize Community Development efforts; and  Be reviewed and revised as necessary throughout the year. Each project has a team leader and team leaders are tasked with developing work plans specific to their projects. An overview of the work plan is provided below and is organized by core service. Community Development Community Page 2 of 5 BUILDING SAFETY Promoting 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. Project Completion Date Comprehensive Review and Update of Building Safety Policies and Procedures December 2016 2015 I-Code Adoption with Local Amendments May 2016 International Property Maintenance Code – Implementation and Public Outreach May 2016 Develop and Implement Valuation Audit Policies and Procedures June 2016 Develop Plan Review and Inspection Checklists to Align with 2015 I-Codes and Conduct Public Outreach Prior to Effective Date of Codes May 2016 Develop Plan Review Checklists to Align with 2015 I-Codes May 2016 “Audit” of plan review and inspection services June 2016 Web Page with Real Time Information on Application Status TBD Staffing – Advertise and Hire Plans Examiner April 2016 ADDRESSING Enhancing 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. Project Completion Date Complete Scanning of Addressing plats/plans and “importing” into GIS May 2016 Update Addressing Policies and Procedures to Reflect Conversion to GIS Addressing June 2016 Community Page 3 of 5 FLOODPLAIN MANAGEMENT Minimizing death, injury, and losses to public and private property due to flooding. Project Completion Date Complete In-House Comprehensive Re-Write of Floodplain Regulations December 2016 Develop Permitting Process and Records Management System April 2016 Convert Temporary Permits to Permanent September 2016 Fall River Hydroplant and Upper Fish Hatchery Reaches Stabilization Project March 2016 Complete Hydrology Study May 2016 Prepare to Join FEMA National Flood Insurance Program Community Rating System (CRS) Community Assistance Visit December 2016 Application to Join 2016 Propose Extension of Interim Floodplain Regulations October 2016 Complete Silver Jackets Study December 2016 SIGNAGE Protecting 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. Project Completion Date Re-Write Sign Code May 2016 Plan for possible Sign Inventory December 2016 Sign Code Handouts May 2016 Community Page 4 of 5 ESTES VALLEY LONG RANGE MASTER PLANNING Planning for the future of the Estes Valley to inform decision-making today. Project Completion Date Comprehensive Plan Modernization May 2016 Downtown Plan December 2016 Apply for Grant Funding For Another Neighborhood Plan, if approved by Town Board December 2016 Begin Downtown Plan Implementation (2017 budgeting) May – October 2016 CURRENT PLANNING/DEVELOPMENT REVIEW Reviewing development applications, permits applications, and license applications for compliance with adopted codes and the comprehensive plan. Project Completion Date Implement Revised Fee Schedules and associated Billing System May/June 2016 Develop Prioritized List of Possible EVDC Code Amendments March 2016 Develop Code Amendments for Adoption TBD Draft Employee Housing Code Amendment June 2016 CODE COMPLIANCE Contributing to the safety, aesthetics, and quality of life by attaining compliance with adopted land sue, building, sign, and floodplain codes. Project Completion Date Develop and Implement Policies and Procedures for Vacation Rental Code Compliance April 2016 Develop and implement on-line vacation rental mapping system May 2016 Improve Code Compliance Reporting September 2016 Develop Fine Schedule October 2016 Staffing – Hire Code Compliance Assistant May 2016 Community Page 5 of 5 Project Completion Date Prepare for Software Implementation, i.e. Map Work Flows Departmental and Staffing Assessment May 2016 Challenges of Development - Qualitative and Quantitative (best practices) TBD Strategic Planning Meetings Quarterly