HomeMy WebLinkAboutMINUTES Town Board Study Session Budget Meeting 10-26-2007 Town of Estes Park, Larimer County, Colorado, October 26, 2007
Minutes of a Regular meeting of the TOWN BOARD BUDGET STUDY
SESSION of the Town of Estes Park, Larimer County, Colorado. Meeting
held at Town Hall in said Town of Estes Park on the 26th day of October,
2007.
Committee: Mayor Baudek, Trustees Blackhurst, Eisenlauer, Homeier
Levine, Newsom and Pinkham
Attending: All
Also Attending: Town Administrator Repola, Deputy Town Administrator
Halburnt, Finance Officer McFarland, Town Clerk Williamson
Absent: None
Mayor Baudek called the meeting to order at 8:30 a.m.
2008 BUDGET PRESENTATION
Each fund was reviewed and requests for additional information are noted below:
FIRE
Administrator Repola reviewed the expense components of the department stating the
expenses are trending upward as a percentage of the General Fund. Chief Dorman
stated the revenues are grants awarded to the department for a mobile data terminal,
thermal imaging camera, WUI Education Coordinator and the National Fire Academy.
Personnel costs are increasing with the proposed addition of an Administrative/Training
Captain and the inclusion of the fire pension contributions. O&M includes funds to
upgrade the fire station’s alarm system, first payment into the vehicle replacement fund
and addition of a computer and related IT service charges. Engine 2, a structural
engine, will be replaced in 2008 at an estimated cost of $270,000 in order to maintain
the Town’s current ISO rating. The engine will be retained as a reserve engine housed
at the RMNP fire station on Mills Drive. Additional equipment for the engine will be
budgeted and ordered in 2009 after the new engine arrives. Remove the note next to
the Wildland Coordinator that states there is no grant in 2008.
Chief Dorman reviewed the last ISO survey performed in October 2002. The
department received 27.9% credit out of 50% and noted that an improved training
program would increase the ISO and insurance ratings and result in less property loss.
Therefore, staff is requesting consideration of an Administrative/Training Captain for the
Fire Department. This position would be an exempt position performing
administrative/training duties including the development of preplans for emergency
response on all commercial property, write incident reports, perform fire inspections,
research, plan and implement training programs, and provide backup to the Fire Chief
as it relates to administrative duties and on call duties. This position would also allow
the Fire Chief to perform other tasks including the development of a Master Plan for the
department, recruitment and retention of volunteers, officer development and
succession planning.
Trustee Blackhurst questioned hiring staff to perform training that could be outsourced
for $25,000 to $35,000 per year. Chief Dorman replied outsourcing the training would
limit training opportunities, no pre-planning would be completed, no back-up to the Fire
Chief and staff would be required to maintain the training records.
Discussion followed and is summarized: questioned what personnel the position would
oversee, inquired if other staff such as an executive secretary could perform tasks;
hiring from within the volunteers may not provide the Town with the most qualified
Town Board Budget Study Session – October 26, 2007 – Page 2
individual; concerned that the addition of the position may appear as though the
department is in good financial condition; the fee for service in the county should be
established prior to funding a new position; the position is critical for the department and
ISO ratings.
Administrator Repola stated this position is an investment in the future sustainability of
the department, provides training opportunities locally and establishes an environment
that attracts future volunteers.
Mayor Baudek and Trustees Eisenlauer, Levine, Newsom and Pinkham support the
position. Trustee Homeier understands the Fire Chief is over worked; however, the
addition of a Training Officer may not be the solution to a management/staffing issue at
the Fire Department. Trustee Blackhurst stated he could not support the position and
contended there are other avenues that could be explored to address the issues. He
expressed concern that training issues have not been addressed in the past five years
since the ISO rating.
Mayor Baudek announced a recess at 9:54 a.m., and the meeting was reconvened at
10:00 a.m.
COMMUNITY DEVELOPMENT
Administrator Repola reviewed the expense components of the department and stated
personnel costs are the largest component. In 2005, the department began collecting
higher development fees for 50% cost recovery.
Community Development - Director Joseph stated personnel allocations for the
Community Development Director and Secretary III have been adjusted with 25%
reflected in the Protective Inspection budget. Revenues are projected higher
with the approval of an increase in development plan fees. O&M increases
reflect an increase in education/training and an upgrade to the maintenance
contract for the copier.
Protective Inspection– Revenues are projected to remain at the 2007 level.
Future vehicle purchases will be updated to read future vehicle
replacement for consistency throughout the budget documents.
PUBLIC WORKS
Administrator Repola reviewed the department’s expense components that include
Streets, Parks, Buildings and Engineering.
Government Buildings – O&M includes an increase for the roof replacement over
the engineering portion of Town Hall and the addition of the 2008 restroom
refurbishment program ($10,000). No rent adjustments have been suggested for
employee housing. Janitorial expenses decreased with the over purchase of
supplies in 2007. A discussion on recycling followed with regard to the Board’s
desires, cost impact, an incremental approach and outsourcing.
Engineering – O&M is decreasing with the completion of projects and the ability
to complete small engineering tasks in house; however, funds are budgeted for
gas monitoring and annexations.
Streets – Minor changes in personnel include a .25 FTE Secretary III position
and .40 FTE Seasonal Technician to evaluate the current pavement conditions
and update the pavement index software. The Executive Secretary position to
be renamed a Secretary III. O&M is increasing due to the vehicle replacement
costs. The storm water master plan has been moved to Community
Reinvestment; however, future projects would be funded by Streets. The street
sign replacement project is 60% complete and will take an additional year. Staff
will footnote the street sign replacement project by phase, year and dollar
amount spent. The overlay funds are budgeted at $302,000 including overlays
Town Board Budget Study Session – October 26, 2007 – Page 3
for the Virginia and Wiest parking lots. These funds were previously in
Community Reinvestment and have been moved back into Streets. Staff will
notify the public and coordinate with downtown businesses prior to lot closures.
Discussion was heard regarding the funding of potential transportation
alternatives that may be funded partially by CDOT. Trustees would like to see
multiple alternatives and requested the item return to the Committee and the
Board for approval. Add $100,000 to the Community Reinvestment fund for
transportation improvements with an asterisk.
Parks – Staff is requesting the addition of two seasonal positions to care for the
new landscaping along Wiest and the CVB. The Museum and Senior Center
landscaping will be moved in house as of 2008. Staff allocations need to be
adjusted to 6 FTEs to reflect the addition of the seasonal positions. O&M
has increased with the rental of a grinder twice a year to mitigate slash and bark
beetle material. Discussion followed on whether enough is being done to
address the bark beetle and if additional rentals should be allocated. Staff
suggests spending more funds on education at this time. A wood planer will be
purchased to rehab the benches along Elkhorn and Bond Park. The Bond Park
Master Plan will be funded from the Conservation Trust Fund at $20,000.
Materials and Supplies will be increased by $5,000 to $127,550 for the
additional plantings at the CVB.
Contingency & Transfers – The contingencies fund is being scaled back to
$50,000 based on past trends. Transfers to the Vehicle Replacement fund have
been moved into the O&M expenses for each department that has vehicles.
The next Budget Study Session is scheduled November 2nd, 8:30 a.m. – 11:30 a.m.
There being no further business, Mayor Baudek adjourned the meeting at 11:43 a.m.
Jackie Williamson, Town Clerk