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HomeMy WebLinkAboutTB Study Session 2012-08-02 Town of Estes Park, Larimer County, Colorado, August 2, 2012 Minutes of a Study Session meeting of the TOWN BOARD of the Town of Estes Park, Larimer County, Colorado. Meeting held at Museum Meeting Room in said Town of Estes Park on the 2nd day of August, 2012. Board: Mayor Pinkham, Mayor Pro Tem Blackhurst, Trustees, Elrod, Ericson, Koenig, Norris and Phipps Attending: All Also Attending: Town Administrator Lancaster, Assistant Town Administrator Richardson, Directors Bergsten, Chilcott, Kufeld, McFarland and Zurn, Manager Winslow, Public Information Officer Rusch and Town Clerk Williamson Absent: None Mayor Pinkham called the meeting to order at 8:30 a.m. Definition of Goals A goal should be a general guideline that explains what you want to achieve, long term, or a global vision that has an end statement. Goals should be attainable, measurable and specific, with a clear objective and have a definable end date. A clearly defined goal allows the Board and staff to know when it has been completed. Goal Setting Process The Board discussed the timing of setting goals including the need to develop goals and evaluate the previous year’s goals and objectives as a part of the budget process starting in May/June of each year. It was determined 4 to 6 ongoing long range goals that fund improvements should be developed with definable objectives set annually. The Board would like to have a five year outlook when developing goals and objectives. The policy governance document would address the goal setting process. Review of 2012 Goals Staff prepared a document to outline the five goals and objectives of each. The document established goal teams headed by two department heads to help coordinate the effort. It is the responsibility of the co-chairs to direct, lead and manage the assigned goal team efforts in achieving the goal. Once the goals have been established by the Board, it is the responsibility of Town Administration and staff to fulfill the goals. Staff will continue to utilize the process of identifying lead staff, objectives for each goal and an action plan based on issues from the citizen survey. Develop Economic Strategy Assistant Town Administrator Richardson has been attending economic development meetings as a representative of the Town. He stated the group has identified the most successful economic offices are those not associated directly with the local government, but who’s efforts are supported financially. The next steps include a State economic assessment of Estes Park to review the options for new business and how to retain the current tourism base. The group has also agreed there is a need for all local taxing entities to be involved and at the table. Improve Transportation The Board stated the Town is on track with improvement and the community has been positive regarding the progress made to date. The Transportation Visioning Committee and the Shuttle Committee need to be formalized and goals set for these two committees. The transit/parking structure financing needs to be identified and Town Board Study Session – August 2, 2012 – Page 2 construction to begin in 2013. The construction would begin in the fall of 2013 with completion by the end of spring 2014. The Board expressed concern with the design of the structure and the need for both Board and community input. Sustain Infrastructure Staff has been moving forward with improving the roadways with the additional funding made available in 2012. The utilities staff would be providing additional information on the status of the water system and the line replacement needs. The Board questioned what financing options would be available to complete road improvements such as a sales tax paid by citizens and visitors, the creation of a new road utility paid by the citizens of Estes Park, COPs or bonding. Town Administrator Lancaster discussed the option of creating a strategic plan and through the process developing a community improvement package that addresses needs of the community, thereby building support and buy in from a number of constituents. This scenario would have the Town bringing forward one sales tax request in 2013 rather than a number of potential increases for future projects. Fort Collins used this approach and was successful; therefore, staff suggested meeting with Fort Collins staff to discuss how the sales tax increase was marketed to the community. He stated a plan could address what the community might look like in 2025 and emphasize the needs (street improvements, expand economy to year-round, create other business opportunities, affordable housing for middle income, community center, transportation/shuttle system, etc.) and results rather than the sales tax. The Board would adopt the vision/strategy with the effort of the community and other districts. The Board discussed the need to address other financing options such as engaging the county to fund improvements, outside businesses and residents, what could be borrowed and the interest rates, and the need to understand the pros and cons of the different funding options. It was stated that construction costs are down and the Town should take advantage of the current construction environment. Concern was raised on increasing the sales tax could have a negative affect on lodging owners in town, and would positively affect the Fire District which receives 7% of annual sales tax collections. Staff would bring forward a facilities manager position during the 2013 budget because the Town does not have a maintenance plan to review maintenance of the Town owned physical capital. Staff has been working with a consult to develop a scope of work addressing the current groundwater issues. Once the State approves the scope of work an RFP would be developed to complete the improvements. Staff would recommend phasing the improvements; however, the State may require the improvements be completed immediately. Stanley Park Redevelopment The Board discussed the need to review timelines for the design, bid and build for both the stall barns and the MPEC. This multi prong approach would allow the Board to review the updated pro forma for the MPEC and determine if it is feasible to move forward with both projects. Concern was raised with how the MPEC would be financed and if waiting would delay the construction of needed stall barns for next year. The Board consensus was to move forward with an A-3 design for the stall barn that would accommodate human use. Staff would develop pert charts for review with the Board at an upcoming meeting to provide staff with direction. Staff would develop an RFP this fall to address how the FOSH funds would be distributed. The Board requested staff research the original committee’s intent for the distribution of the funds. Town Board Study Session – August 2, 2012 – Page 3 Bond Park The Board discussed whether the item should remain as a goal because the Master Plan has been developed and a number of the phases will be completed by next spring. The item would remain as a short term goal due to financial and budgetary requirements. It was suggested pert charts be developed outlying the projects to illustrate the flow and funding needed. 2013 GOALS Develop Economic Strategy • Complete an internal audit of town services and information to support business expansion and new businesses. • Review the Municipal Code and Estes Valley Development Code outlining barriers to business development. • Continue to participate in county, regional and state economic planning. • Develop and adopt a policy defining the Town’s role in economic development. Improve Transportation • Complete financing and begin the construction of the transit facility in 2013. Sustain Infrastructure • Continue the street maintenance /improvement program. • Address groundwater issues with the closed landfill on Elm Road. • Address maintenance and management of Town owned buildings. Stanley Park Redevelopment • Develop and implement a process for the use of the FOSH funding by the end of first quarter, 2013. • Develop an RFP and financing mechanism for a new stall barn and possible MPEC at the Fairgrounds with completion of the barns prior to the 2013 season. Bond Park Redevelopment • Continue development and construction of the Bond Park Master Plan phasing. Other • Adopt a policy and plan to address ongoing capital needs comprehensive capital improvement plan, including financing alternatives. • Adopt governing policies for the Board by June 1, 2013. • Development and adoption of a strategic plan by June 1, 2013, to be used in the development of the 2014 budget and in subsequent years. • Development and adoption of a Community Grant policy. There being no further business, Mayor Pinkham adjourned the meeting at 12:08 p.m. Jackie Williamson, Town Clerk