HomeMy WebLinkAboutTB Study Session 2012-11-27
Town of Estes Park, Larimer County, Colorado, November 27, 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
Rooms 202 & 203 in said Town of Estes Park on the 27th day of
November, 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, and Town Clerk Williamson
Absent: None
Mayor Pinkham called the meeting to order at 4:30 p.m.
FOSH FUNDING DISTRIBUTION
Assistant Town Administrator Richardson presented the background of the Friends of
Stanley Hall (FOSH) funds, stating the Town has served as the fiduciary for the funds
through a written agreement since May 14, 2002. The original agreement was amended
on May 6, 2006 and provided the Town with five years to determine feasibility of a
performing arts theater. If the Town determined a theater was not feasible, the funds
were to be disbursed to any Estes Valley non-profit organization whose purpose
involves the performing arts. In March of 2012, the Town of Estes Park received written
notice from the Supporters of the Performing Arts (SOPA) that a theater at Stanley Park
was not feasible and dissolved the MOU with the Town related to the property and
infrastructure improvements.
Town staff has been developing a method for which to distribute the FOSH funds with
the understanding a theater is not feasible. Staff presented an announcement letter and
application outline modeled after a standardized template used by the Federal
Government for developing grants. Staff would complete the development of a final
application with input from the Board for the distribution of the FOSH funds. Items to be
discussed include the timing of the announcement, cultural arts and performing arts
language contained within the original agreement versus the language contained in the
amended agreement related to performing arts only, composition of the selection
committee; and whether the Board would like a final report on those applications that
are funded.
Attorney White clarified the MOU between the Town and SOPA contained a
commitment of the FOSH funds for the construction of a performing arts theater at
Stanley Park. When the agreement was terminated in March, so to was the
commitment of the FOSH funds to SOPA.
Trustee Elrod stated when the agreement was terminated in March it was not clear at
that time there was another entity working on building the theater. He suggested the
Board should discuss the feasibility of the current entity Estes Performance
Incorporated (EPIC) in completing the construction of a performing arts theater.
Mayor Pro Tem Blackhurst stated the Town has determined multiple times, with a
number of locations, that the theater is not feasible. He commented the Town has not
received a request by EPIC for the FOSH funds.
Trustee Koenig voiced the Town should follow the processes outlined in the original
agreement, and would not favor rewriting the agreement because FOSH no longer
exists. She stated the announcement mentions both cultural arts and performing arts
while the agreement focuses on performing arts, and therefore, the Town should honor
the original intent of the agreement and remove cultural arts. There was consensus
amongst the Board the funds should be distributed to performing arts organizations.
Trustee Norris agrees with the process for distributing the funds; however, he requested
the process identify specific criteria for making the decision on how the funds are
distributed.
The Board stated a formal report on how the funds were distributed would not be
necessary; however, an overview on how the funds were used by the entities would be
useful. It was suggested the review committee may contain two Board members, two
community members and two members from outside the community with knowledge on
performing arts. The experience base component of the application would be
broadened to allow entities such as EPIC to apply.
The Board would discuss the feasibility of a performing arts theater and the distribution
of FOSH funds at the March 12, 2013 Board meeting.
TOWN COMMITTEES AND TOWN BOARD ASSIGNMENT.
Administrator Lancaster presented the policies for the Board’s review. Assignments are
made at the second meeting in April after on even years after the new Board is seated
and should be reflected in the policy. Trustee Ericson suggested members of the Town
Board Committees (CDCS and PUP) should be the liaison to the perspective groups
such as Planning Commission, Senior Center, etc.
Town Committees
The Board questioned if a recognition party should be included in the policy, and
suggested the text be changed to state volunteers shall be recognized. With regard to
recruitment, the Town Clerk should be changed to Administrative Services.
USE OF MAYOR CONTINGENCY FUND.
Trustee Elrod stated there should be a policy on how the funds should be used and who
has access to the funds. He suggested perhaps each Trustee should be given a
contingency fund. The Board discussed the need for a procedure for reviewing each
request to determine appropriateness. Town Administrator Lancaster would investigate
what polices other municipalities use locally and nationally and bring results forward for
the Board’s consideration in developing a policy.
FUTURE AGENDA ITEMS.
The Board requested training on development processes such as location and extent
review, quasi-judicial versus legislative, and the Board’s roles and processes related to
each.
Other items of interest include: Strategic planning, capital planning and management,
Open meeting law and communication, Town Board training, horse drawn carriages
downtown, and transportation committee role and mission.
MISCELLANEOUS
Attorney White reviewed the quasi-judicial versus legislative issues related to the
location and extent review process for the MPEC and stall barn, and items related to the
Performing Art Theater such as the land purchase – legislative and land use decisions –
quasi-judicial. He stated with the theater it is difficult to separate out the discussions,
therefore, he recommends the Board consider the project quasi-judicial for all matters
as it relates to exparte communication.
There being no further business, Mayor Pinkham adjourned the meeting at 6:42 p.m.
Jackie Williamson, Town Clerk