HomeMy WebLinkAboutMINUTES Town Board Study Session Budget Meeting 2008-10-17 Town of Estes Park, Larimer County, Colorado, October 17, 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 17th 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 8:03 a.m.
2009 BUDGET PRESENTATION
Each fund was reviewed and requests for additional information are noted below:
COMMUNITY DEVELOPMENT
Director Joseph stated expenses remain flat for 2009. O&M increases slightly because
of the increase in health insurance. Staff has decreased revenues for 2009 with the
anticipation of a significant slow down on development and issuance of building permits.
Development Code revisions would be completed in house during 2009. The Open
Space study in 2008 would be expensed to the Open Space Fund. The IGA between
the County and the Town for planning services requires the County to pay a portion of a
planner’s salary. This salary should be adjusted by the Denver CPI each year. The
Board questioned the decrease in salary and requested staff review the County’s
projected planner salary payment by the County for 2009. The Building Department
plans on updating the building codes in 2009 and anticipates holding workshops with
the contracting community during the process.
MUSEUM/SENIOR CENTER
Museum
O&M remains flat for 2009. Revenues and personnel are projected to increase due to a
large grant the department anticipates receiving to fund the digitization of the Museum’s
photographic collection. O&M includes the purchase of a new computer for the Friends
organization and replacement of the seven-passenger van. The Friends organization
would fund the capital projects including new carpet, painting of the NPS building and
replacement of path lights. Staff is working on a MOU between the Museum and the
Friends organization to clearly identify the relationship. Discussion was heard on the
decrease in fund balance of $30,000 in 2009, which raises concerns for the operation of
the department in 2010. The increase in operational costs were concerning to some
Board members.
Senior Center
Revenues are projected up slightly in 2009. Personnel cost remain at the same level as
2008. The Senior Center Coordinator would be changed in the detail from .6 FTE
to .5 FTE. A $2,300 grant would be used to provide improved packaging for the “Meals
On Wheels” program. Staff would provide detail for the items listed as “Base”
throughout the budget.
Town Board Budget Study Session – October 17, 2008 – Page 2
PUBLIC WORKS
Buildings
The fund maintains 23 buildings with total assets of $20 million. The 2009 budget
remains flat at $488,882. Director Zurn stated three percent of the assessed value
should be allocated for maintenance or $600,000. Personnel costs decrease with a
shift of salaries to the Open Space Fund. Property insurance through CIRSA increases
slightly in 2009. Maintenance of Town Hall contains funds for unexpected emergency
repairs and painting and caulking of the building. All work has been and continues to be
contracted to local contractors whenever possible. Materials and supplies decrease
because supplies were over purchased in 2008. Staff would provide further detail
for the items listed as “Additional” throughout the budget. “Additional” under
Maintenance Contracts are funds for miscellaneous supplies needed to complete
maintenance.
Engineering
A portion of personnel costs have been reallocated to the Open Space Fund. O&M
increase because of a 20% matching grant received from CDOT for the downtown
corridor. Trustee Blackhurst questioned the grant and whether or not the funds had
been received. Director Zurn stated CDOT would pay the bills directly, and therefore,
funds would not be transferred to the Town. Finance Officer McFarland confirmed the
grant funding would appear in the CAFR. A footnote would be added to recognize
the grant and requirement for the matching funds. Staff would provide further detail
at an upcoming Public Works Committee to review the improvements along Moraine
Avenue. Staff would review the revised 2008 budget for IT services because it has
been significantly decreased from the original budget. The detail for account #25-
01 should be reworded to clarify that the charges are for the Building and
Engineering phone maintenance fees.
Mayor Pinkham called a break at 9:30 a.m. and reconvened the meeting at 9:43 a.m.
Streets
Director Zurn stated personnel costs decrease for 2009 with the elimination of a
seasonal technician. Total expenditures for 2009 are just over $1.4 million. The
Highway Users Tax Fund provides revenue to the Town based on the number of lane
miles and is estimated at $210,699 for 2009. This revenue may be in jeopardy in the
next couple of years; therefore, the Town would lose a significant portion of its revenues
for street maintenance. Staff would review the IT budget numbers for 2008 and
2009 and make adjustments if necessary. Discussion was heard on the increase of
the annual STIP overlay from $250,000 to $395,000 and the consequences of deferring
the improvements. Director Zurn stated staff recommended $1.2 million to maintain the
current $100 million in assets. Deferring the improvements would cost the Town
additional funds in the future as roadways deteriorate to a point were expensive
redesigns would be needed. Additional discussion followed on balancing the needs of
improving the infrastructure, barns and funding needs of other departments. Capital
also includes a jet patcher for cleaning out culverts, pothole patcher and annual funds
for concrete rehab. Update justification for account #28-09 to state street light
electricity charge. Street Department would complete the fifth year of a five year
project to update the Town’s street signs to the new reflective standard. To comply with
the MUTCD a sign reflective meter would be purchased to assure all signs meet the
new standards. Update justification for account #25-04 to state vehicle
maintenance throughout the budget.
Parks
Total expenses increase slightly for 2009 with the addition of seasonal park personnel
to maintain increasing infrastructure. Improvements to the Elkhorn/Riverside
intersection and planters would begin next week and continue into 2009. Maintenance
costs have been transferred to the Conservation Trust Fund for trees and plants
reducing the overall maintenance in the Park budget. The 2009 budget does not
Town Board Budget Study Session – October 17, 2008 – Page 3
contain funding for the slash removal program conducted in the past. Town
Administrator Halburnt stated Fire Chief Dorman would ask the volunteer firefighters if
they would man the collection site. Update justification for account #24-02 to reflect
the cost of renting space in the L&P shop.
CONSERVATION TRUST
Revenues for this account are from the State lottery. Total revenues for the 2009
budget are estimated at $35,600. The Bond Park Master Plan would be funded from
this account with $20,000 in 2008 and $30,000 in 2009. Arbor Day tree replacement
budget contains $2 per citizen for at total of $13,500 to maintain the Town’s Tree City
designation. The bark beetle management ($15,000) and weed control ($17,500) have
been moved from Public Works. The bark beetle, weed control and Bond Park
Master Plan should be moved from capital to O&M. The Arbor Day footnote
would be updated to read the 4th and final year. Administrator Halburnt stated a
letter was received requesting the Town’s interest in continuing with the Arbor Day Tree
City designation. Discussion was heard on the funding of education related to weed
control. Funding for education has not been included in the proposed budget. Mayor
Pinkham stated a meeting has been planned in November with interested parties
including Estes Land Stewart Association (ELSA) to discuss a comprehensive plan for
weed control.
OPEN SPACE
The .25% sales tax share from Larimer County is estimated at $230,000 for 2009. A
portion of the Public Works Director (10%) and Public Works Project Manager (20%)
salaries have been allocated to the Open Space Fund for a portion of 2008 and all of
2009; therefore, a supplemental budget appropriation would be completed to reflect the
change for the 2008 budget. The Town applied for an 80/20 matching GOCO grant for
the Fall River Trail that was not granted. Staff requests the budgeted 20% remain for
2009 in the event the Town receives a grant or for other uses. Director Zurn
would provide detail for the final budget.
FLEET
This internal service fund charges each department for services related to vehicles and
related equipment. The budget includes the purchase of a columnar lift for the larger
pieces of equipment the employees must maintain.
MISCELLANEOUS
The Board requested staff review the budget and delay purchases of larger ticket items
until the 3rd and 4th quarter of 2009, and if sales tax is down, the items may need to be
delayed a year. The Board discussed the option of holding back community service
grant funding or providing quarterly funding.
Discussion followed on the petitions the Board received for a recycling program and are
summarized: the issue is important to the community and discussion should occur
between the Town, County and private industry; recycling was low on the CIP; private
industry should address the issue; current recycling options exist within town and
recycling is a valley wide issue that should be addressed.
The next Budget Study Session is scheduled October 24th, 8:00 a.m. – 12:00 p.m.
There being no further business, Mayor Pinkham adjourned the meeting at 11:30 a.m.
Jackie Williamson, Town Clerk