HomeMy WebLinkAboutTB Study Session 2012-09-11
Town of Estes Park, Larimer County, Colorado, September 11,
2012
Minutes of a Study Session meeting of the TOWN BOARD of the Town
of Estes Park, Larimer County, Colorado. Meeting held at Town Hall in
Meeting Rooms 202 & 203 in said Town of Estes Park on the 11th day
of September, 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, Attorney White, Directors McFarland and Zurn,
Superintendent Fraundorf and Town Clerk Williamson
Absent: None
Mayor Pinkham called the meeting to order at 4:30 p.m.
STREAMING AUDIO AND VIDEO OF MEETINGS.
Superintendent Fraundorf informed the Board the Town meetings could be streamed
live on the internet with the purchase of $5,500 in equipment and $1,800 annual service
fee. The equipment would be purchased from the AV budget for Board room
improvements. Live streaming would begin in 2012. The Board consensus was to
move ahead with the live streaming and requested the new service is promoted to the
public.
STALL BARN/MPEC BIDDING DIRECTION.
Elena Scott/Norris Design stated plans for the A3 stall barn structure had been
submitted to Community Development on August 22nd for review by the Planning
Commission and final consideration by the Town Board in October. Construction
documents are being prepared with a separate bid package for the civil site work in
order to complete site preparations prior to the frost, i.e. earthwork and sanitary line.
The construction would begin in November 2012 with completion of the project by May
15, 2013.
The baseline A3 building was reviewed and would include bathrooms and insulation in
order for the building to function as stall barns and a multi-use facility. The structure has
been decreased by approximately 900 square feet from the preliminary plan with a
decrease in the restroom and lobby facilities. The base building would have fewer
aesthetics and include minimal elements to meet the architectural guidelines for the site
at a base cost of $1,769,418.
The add-alternates were reviewed and included cupolas (recommended design
guideline), masonry wainscot to match MPEC and Grandstand (recommended design
guideline), landscaping and irrigation (code requirement), east side “porch” liner panel,
stalls and mats, office, PA system, upgraded interior finishes and electrical upgrades
(add’l plugs). Ms. Scott estimated cost of the additional items at approximately
$352,628 with the total cost for the project including construction fee of 15% and
contingency of 10% at $2.684 million. Additional costs of the project would be the
sanitary sewer line of $150,000 - $165,000, water tap fees of $87,395 and Upper
Thompson Sanitation District tap fee currently being negotiated due to the seasonal use
of the restrooms.
The add-alternates were reviewed and discussed with the following outcome: the base
bid to include masonry wainscot, office, electric upgrades and walkway from parking lot
to restroom entrance; bid as add-alternates cupolas, entryway timber accent; interior
finish upgrade, and PA system; and eliminate from the bid stall and mats; landscaping
and walkway to Senior Center.
Board comments included the cupolas are more decorative than functional; consider
how signage would be installed inside the barn; stall and mats are FFE and should not
be considered in the construction costs; landscaping and irrigation should be
considered as a separate project and integrated into the overall landscaping plan for the
fairgrounds; and the walkway to the Senior Center could be added at a later date.
The Board consensus was to move forward with three separate bid packages for the
civil site work, stall barn and MPEC. The Board requested additional information on
funding options including the process for Certificates of Participation and the timing for
the different funding options.
COMMUNITY REINVESTMENT FUND UPDATE
Finance Officer McFarland informed the Board the Community Reinvestment fund
would contain all capital projects moving forward. He reviewed revenue sources for
2012 and 2013 ranging from Intergovernmental grants for the transportation hub, NEPA
study, transportation enhancement grant and parking structure to transfers from the
General fund including the annual distribution, Police lobby remodel and street
improvement. It is anticipated additional grant funding may be available for the parking
structure from FASTER grant funds; however, the current Town cost is estimated at
$1.12 million. The funds reserved for the anticipated completion of the infrastructure for
the performing arts theater have been released to fund balance with the dissolution of
the SOPA MOU agreement.
Items identified and approved for 2012 included the construction of stall barns, re-roof
Barn W, Police lobby remodel and replacement of structural beams in the Visitor
Center. The proposed 2012 revised budget contains the removal of the stall barns and
Barn W re-roof and the addition of the following projects: transportation hub - $147,985,
Bond Park - $28,505, stall barns - $2.6 million, PD lobby - $140,000 (additional funding
from staff savings in 2012), stall barn master plan - $155,000, Wiest retaining wall -
$69,500, Museum master plan - $25,000, MPEC pro forma - $60,000, and Elm Road
landfill mitigation - $110,000.
The 2013 budget contains funding for the Elm Road landfill mitigation - $175,000,
parking structure - $4.46 million, Performance Park overlay - $20,000, STIP - $435, 000,
bleacher replacement - $42,000, Birch Ruin fencing - $18,000, Public Works/Utility
office remodel - $30,000, transportation hub irrigation - $150,000 and a number of
unfunded items including the MPEC, stall barns, Riverwalk, Visitor Center remodel,
Museum storage facility, Community Center and Conference Center upgrades. The
CRF fund contains $200,000 set aside for the Museum storage facility and would
continue to fund the project at $250,000 for the next three years.
Mayor Pro Tem Blackhurst questioned the need for fencing around the Birch Ruins and
requested staff determine repair costs in lieu of the fencing. He stated the structure
may be too costly to maintain and may need to be removed. He recommended the
Town set aside funds to build the MPEC and move forward with completing the Stanley
Park master plan.
Trustee Koenig recommended the Town postpone the funding of the Museum storage
facility until a master plan is completed. She stated there is grant funding for the
building of Museums and not storage facilities, therefore, the current Museum may be
converted to a storage facility and a new building constructed for the Museum.
A discussion followed on the inclusion of all capital items in the CRF fund. Members of
the Board questioned the intent, and stated the fund has been used for new projects
that enhance the community in the past; thereby keeping those projects separate from
maintenance projects such as the annual STIP. Staff stated the addition of the capital
items aids in reviewing the overall needs of the community. It was proposed a capital
improvement fund could be established in which the CRF would be a portion of that
fund. This fund would not include the capital items for the Enterprise funds (Electric and
Water).
Town Administrator Lancaster outlined the need to review additional funding options for
projects as the Town does not have the funding to complete the projects identified.
Staff continues to review Certificates of Participation, real property policy and how the
Town might use property to fund projects, and the use of collateral. Staff would bring
forward a financial plan outlining funding options.
REVIEW 2013 BOARD OBJECTIVES.
Item was postponed to the September 25th meeting.
There being no further business, Mayor Pinkham adjourned the meeting at 6:50 p.m.
Jackie Williamson, Town Clerk