HomeMy WebLinkAboutMINUTES Town Board Study Session Budget Meeting 2008-10-10 Town of Estes Park, Larimer County, Colorado, October 10, 2008
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 10th day of October,
2008.
Committee: Mayor Pinkham, Trustees Blackhurst, Eisenlauer, Ericson,
Homeier, Levine and Miller
Attending: All
Also Attending: Town Administrator Halburnt, Deputy Town Administrator
Richardson, Finance Officer McFarland, Town Clerk
Williamson
Absent: None
Mayor Pinkham called the meeting to order at 8:17 a.m.
2009 BUDGET PRESENTATION
Mayor Pinkham stated the current changes to the U.S. economy and the global
economy have changed the Town’s budget process. The economic recovery is
estimated to start in 2009 and take several years.
FIRE
Chief Dorman reviewed the department’s scope of services. Revenue for 2009 includes
a fund balance of $482,396, $175,000 in subscription fees, $75,000 General Fund
transfer, grant funding and interest for a total of $750,896. The General Fund transfer
would be significantly less in 2009 if the new fire truck is purchased from the Vehicle
Replacement Fund (VRF). In 2009, O&M costs are down, capital increases to purchase
equipment for the new fire truck and personnel costs increase with the addition of a full-
time training officer. Trustee Blackhurst questioned the need to replace an air
conditioning unit in 2009. Trustee Homeier stated the 2009 proposed General Fund
transfer to the Fire Department does not accurately reflect the actual cost of the Fire
Department. The $70,000 capital purchase will be redefined from the purchase of
a Mack G-80 to equipment purchase for the new fire truck.
CVB
Director Pickering stated the CVB has budgeted $1.9 million in expenditures for 2009,
$1.1 million in proposed revenue and 17 FTEs. The department continues to increase
revenues at events, visitor center, visitor guide, group sales and conference center.
Communications – O&M remains flat for 2009 with digital advertising increasing
and national magazine ads down slightly.
Visitor Center – O&M increases in 2009 because of additional IT costs. The
capital line item would account for unforeseen improvements to the building. The
Board discussed the furniture and fixture detail, capital line item, phone, data
processing and IT cost. The Visitor Center operates on a separate phone
system with its own maintenance and replacement costs; however, Special
Events uses the Town’s phone system. Discussion was heard regarding the
possible formation of a computer replacement fund for the entire Town. IT
charges for the center include software licensing, door security, premise security,
alarm system, computers, copiers, printers, phone system, etc. Computers
purchased by the Town include a five-year warranty and the software through a
government contract, and therefore, cost more than an off the shelve computer.
Visitor Guide –In the past the guide was produced by Second Wind, Ltd. This
year the production was brought in house. All costs of production are offset by
Town Board Budget Study Session – October 10, 2008 – Page 2
the revenue generated from advertisement. This change requires a
supplemental budget appropriation for this account in 2008. The guide continues
to grow, and therefore, staff would like to discuss increasing advertising fees in
the future.
Group Sales – O&M decreases slightly from 2008 with personnel up by $4,000.
Staff continues to work on increasing group sales in the off-season.
Special Events – O&M increases to $608,304 in 2009. The department has
reviewed attendance at Riverside Plaza, Bond Park and Performance Park, and
recommends discontinuing the afternoon performances at Riverside Plaza.
Discussion was heard on the sales tax impact of special events. Staff stated the
impact methods used to evaluate events on the local economy are somewhat
subjective.
Conference Center – O&M remains unchanged from 2008. In 2009, the past
bond payment would be paid; however, the 50 year cooperative agreement with
the Holiday Inn would continue for an additional 30 years. Through the
agreement the Holiday Inn maintains the daily maintenance of the facility and the
Town maintains the larger infrastructure maintenance. The description under
capital would be updated from carpet/upholstery to banquet chair
replacement.
Mayor Pinkham thanked the CVB staff for their efforts during the past year and stated
the comments received from visitors has been complimentary. The Board reiterated the
comments.
Mayor Pinkham called a break at 10:10 a.m. and reconvened the meeting at 10:22 a.m.
TRANSPORTATION
Deputy Town Administrator Richardson reviewed the history of the shuttle system that
began as a three year test pilot in 2006. In 2008, the system was modified to include
two shopper shuttles, one camper shuttle with a small gasoline bus to address a noise
complaint, shopper shuttle included an additional stop at the Stanley Hotel, the camper
shuttle added a stop at the YMCA and hours of operation were decreased by six hours
per day. Ridership on the shopper shuttle was down 14%, while the camper shuttle was
up 44%. The overall ridership in 2008 was up 1% from the previous year and a 73.7%
increase in ridership over the three year period. The cost per rider increased in 2008
because of increased fuel costs, the use of bio-diesel and the cost to lease a gasoline
bus. Future considerations include the leasing versus purchasing of buses. Leasing
buses would cost $4,000 per bus per month and would decrease to $3,000 per bus per
month with a three year contract. Purchase of a standard bus would cost approximately
$75,000 and increase 10% to 20% with alternative fuel options. The Town has applied
for grant funding to perform a Comprehensive Transportation study. The Town would
pursue other grant funding opportunities as they become available. Alternative fuels are
available and should be reviewed. Unleaded gasoline continues to the cheapest fuel
with diesel the next least expensive and bio-diesel would double fuel costs. CNG and
propane cost less; however, there would be special leasing requirements and fuel sites
are not available locally. The 2009 budget contains a leasing cost of $28,000 - $32,000
for buses. McDonald Transit has recommended a three year lease with a smaller
gasoline bus for the shopper shuttle and a larger gasoline bus for the camper route.
Discussion was heard on the possibility of starting the system earlier in June on the
weekends, including Memorial Day weekend.
POLICE
Chief Kufeld reviewed current projects and programs including zone policing, School
Resource Officer program, mitigation to 800 Mhz digital radio system, police auxiliary,
Restorative Justice, Community Emergency Response Team, emergency operations
plan update, Citizens Police Academy, 3N – Notification System, wireless project,
Master Police Officer downtown, safety fair and Blue Santa program. Mayor Pinkham
requested a presentation of the emergency operations plan at an upcoming Board
Town Board Budget Study Session – October 10, 2008 – Page 3
meeting. Personnel costs for 2009 decreases for the Police Operations (2100),
increases for Support Services (2155) and remains at 2008 level for Community
Services (2175). O&M increases by $45,000 in 2009 for Police Operations because of
equipment replacement. The department received a Public Safety Interoperable
Communications Grant for $64,904 for the purchase of 800 Mhz handheld radios,
mobile radios, dispatch console upgrades and consoletes. A Homeland Security grant
was received for communication interoperability for $54,400 and personal protective
gear for emergency response team for $32,000. The grants require a total of $9,000 in
matching funds. Each department’s grants would be footnoted at the bottom of
each summary page. Discussion was heard on the replacement of four laptops when
new laptops were purchased two years prior. An accurate list of computers in each
division of the department would be compiled. Cell phone hardware versus
service charges would be clarified.
The next Budget Study Session is scheduled October 17th, 8:00 a.m. – 12:00 p.m.
There being no further business, Mayor Pinkham adjourned the meeting at 11:45 a.m.
Jackie Williamson, Town Clerk