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HomeMy WebLinkAboutTB Study Session 2013-06-11Town of Estes Park, Larimer County, Colorado, June 11, 2013 Minutes of a Regular meeting of the TOWN BOARD STUDY SESSION of the Town of Estes Park, Larimer County, Colorado. Meeting held at Town Hall in Rooms 202/203 in said Town of Estes Park on the 11th day of June, 2013. Board: Mayor Pinkham, Mayor Pro Tem Blackhurst, Trustees Elrod, Ericson, Koenig, Norris, and Phipps Attending: Mayor Pinkham, Mayor Pro Tem Blackhurst, Trustees Elrod, Ericson, Koenig, Norris, and Phipps Also Attending: Town Administrator Lancaster, Assistant Town Administrator Richardson, Town Attorney White, and Deputy Town Clerk Deats Absent: None Mayor Pinkham called the meeting to order at 4:30 p.m. FUTURE STUDY SESSION AGENDA ITEMS. Trustee Phipps requested that staff provide the Board with a listing of all policies, both past and present, and a brief description of each. Attorney White recommended that a discussion of options available to the Board related to marijuana legislation be included on the July 9, 2013, study session agenda. Following discussion and direction, staff will prepare the necessary documents to bring back to the Board at a Town Board meeting. Attorney White will provide background materials to the Board related to Amendment 64 and the Town’s current Code. An evaluation of the self-insurance pool will be added to the agenda for the June 25, 2013, Town Board Study Session. At the Pre-Budget Study Session scheduled for Wednesday, June 26, 2013, the Board will discuss goals and 2014 objectives to be considered during the budget process. The June 25, 2013, Study Session will be held in the Board Room and an executive session will be scheduled to perform Town Administrator Lancaster’s annual evaluation/job review. MAYOR CONTINGENCY FUND. Mayor Pinkham provided the Board with a draft policy regarding the Mayor’s Contingency Fund for review. He said the intent of the policy is to define the acceptable practice governing the approval, expenditure and accounting of discretionary funds designed for the mayor. Board discussion focused on the following topics: the Board approves the amount of the fund each year during the budgeting process; concern about the public perception of the use of these funds; intention is not to buy votes from constituents; the funds must be used for a Town purpose; expenditures should benefit the Town; expenditures from the fund may include unbudgeted items not significant enough to require action by the full Board; individual with fund should be able to use their judgment about expenditures; suggested that the mayor, mayor pro tem, and town administrator have oversight and responsibility for the fund; sponsorships and contributions are good PR for the Town and should be considered as opportunities present themselves; organizations that repeatedly request monies from the mayor should apply for funds through the Community Service Grant program; organizations turned down for funds through the Community Service Grant process should not be eligible to request funds from the Mayor’s Contingency Fund; consider a name change for the fund to Town Contingency Fund; suggested abolishing the Mayor’s Fund and Town Board Study Session – June 11, 2013 – Page 2 disbursing funds, for example $500, to each department for discretionary use; an accounting of the fund expenditures is kept by finance department; and policy should show the public who has the authority to access the fund and for what purposes. Mayor Pro Tem Blackhurst stated that someone, either the mayor or town administrator, needs to have a pool of funds that is available for periodic, unbudgeted items. He stated a method for accounting for the expenditures is already in place through the Board’s review of the bills that are included in Town Board meeting packet materials, as well as expenditures being posted on the Town website and published in the newspaper. He agreed that if monies from the Mayor’s Contingency Fund are repeatedly going to a particular organization, the Community Service Grant procedure should be followed. He said it is not necessary to nitpick the details of accountability stating the fund is included in the budget and gets audited. Trustee Koenig concurred and spoke to the flexibility of being able to access the fund quickly for unexpected items. The discussion will be considered as modifications are made and the policy is revised. The Mayor asked that Town Attorney White review the document to weigh in on legal aspects of the policy. Mayor Pinkham called for a break for dinner at 5:08 pm. The meeting resumed at 5:20 p.m. FUNDING OF ECONOMIC DEVELOPMENT COUNCIL. Assistant Town Administrator Richardson said the activities of the Economic Development Task Force are winding down with a current focus on identifying community investors and requesting start-up capital for opening the Estes Valley Economic Development office. The Task Force is recommending that the Economic Development Council be created using an “Investor” model with various levels of investment. Task Force Chair, Greg Rosener, said that research indicates that local government participation is key to successful economic development and submitted a letter requesting $60,000 in funding annually from the Town. He said the Task Force intends to make a formal request for one-half that amount, $30,000, for 2013 at the June 25th Town Board meeting. Mr. Rosener stated that Larimer County is considering a funding request, however, a commitment has not been received at this time. To date, investment pledges total $61,000, in addition to a local bank providing office space for the Council in lieu of a cash investment. Mr. Rosener spoke to the proposed structure of the Council and Board of Directors. He stated that initial investors at any level will be voting members of the Council with one vote each, with the exception of the Town which will have two votes. The Council will select a Board of Directors Executive Committee and an Executive Director will be hired. Mr. Rosener said he is hopeful that the office will be up and running by August. Discussion is summarized: the Council will file for 501(c)3 status; unaware that the Town would be asked for funding since investors are being sought; research shows local government must take financial role in successful economic development; bylaws for the Board of Directors have been drafted; an interim director will be selected to serve as a point of contact for the Council; funding must be budgeted annually as the Town cannot enter into multi-fiscal year obligations; should the funds be requested through the Community Service Grant process?; this is an investment in the community, not an investment in an organization; and make approval of funding contingent on all financial commitments being fully funded to help ensure that the Council is a feasible organization going forward and not an underfunded project. Mr. Rosener thanked the Board for their comments and the support of the Town. DEVELOPMENT PLAN REVIEW PROCESS. Town Board Study Session – June 11, 2013 – Page 3 Dir. Chilcott provided the Board with an overview of the Development Review Process including: • Who reviews what? • What are staff’s and the Planning Commission’s roles? • What is considered when reviewing a proposed development? • What about public comment? • What are the review steps? • What is working well and what can be improved. She stated that the review process is followed to ensure that the community is developed as envisioned by the Estes Valley Land Use Vision which is contained within the Estes Valley Comprehensive Plan and Estes Valley Development Code (EVDC). She said that small project applications are reviewed by staff for compliance with the Development Code; for larger projects the Estes Valley Planning Commission (EVPC) is the decision-making body; and large projects, land use issues, and special reviews are taken to the Town Board as the decision-making body. Staff and the Planning Commission act in an advisory capacity to the Town Board with ultimate authority residing with the Board for projects within the Town limits. The Standard Development Review Process is outlined in the EVDC and includes a Pre-application Conference, Application/Completeness Certification, Staff Review and Report, EVPC Action or Recommendation, and Board of Trustees/Board of County Commissioners Review and Action. Dir. Chilcott said that staff recommends development applications be submitted as a complete package, including any modifications or variances to standards. The Board proposed that staff consider a change of procedure that would mandate the applicant submit a complete application to ensure a more clear and logical process is followed during development review. The Board cited the example of the performing arts center project having received a variance from the Board of Adjustments prior to a complete development plan application being submitted to the Community Development Department, calling the order of review upside down and backwards. In addition, a recent rezoning request was discussed in which the application was changed by the applicant after EVPC review and denial, and prior to Town Board review. The Trustees stated that the EVPC should be reviewing final application packages and moving items forward to Town Board with their recommendations. Dir. Chilcott reported that based on feedback received during community meetings, the public sees the Department as a competent resource center offering assistance and education to the public, and providing a much quicker review of development applications than most communities. She said the Department continues to work with the EVPC to provide training, orientation, and improve communication. Attorney White stated that the Board should provide very specific direction to the EVPC on matters being reviewed, and used the PUD review as an example of a topic where more specific direction could have been provided to the Commissioners. The Board said they would like to see more County involvement in the Planning Commission meetings. There being no further business, Mayor Pinkham adjourned the meeting at 6:51 p.m. Cynthia Deats, Deputy Town Clerk