HomeMy WebLinkAboutTB Study Session PreBudget 2013-06-26
Town of Estes Park, Larimer County, Colorado, June 26, 2013
Minutes of a Study Session Meeting of the TOWN BOARD of the Town
of Estes Park, Larimer County, Colorado. Meeting held at the Museum
Meeting Room in said Town of Estes Park on the 26th 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, Norris, and Phipps. Trustee Koenig joined the
meeting at 1:05 p.m.
Also Attending: Town Administrator Lancaster, Assistant Town Administrator
Richardson, Director Bergsten, Chief Kufeld, Director
Williamson, Director Winslow, Director Zurn, PIO Rusch, and
Deputy Town Clerk Deats
Absent: Director Chilcott
Mayor Pinkham called the meeting to order at 11:00 a.m.
1. Budget policies and other information
a. Balance Budget – Good financial management over the past years has allowed
the Town to move forward with projects such as the stall barn and multi-purpose
event center (MPEC). To date, sales tax is coming in higher than projected
resulting in a stronger fund balance so far this year; the objective is to maintain
25% of operating expenses in the General Fund. The fund balance has been
utilized over the past couple years to balance the budget. However, Town
Administrator Lancaster said that cannot happen again and said staff will be
asked to produce a balanced budget where expenditures and revenues match,
with fewer variances in the budget and end of year rollovers.
b. Budgeting for Outcomes – Look at return on investment and match investments
to outcomes and goals. Determine what areas of investment and involvement
are appropriate for municipal government and at what level.
c. Strategic Planning – Mind Mapping
• Goals
• 2014 Objectives
Town Administrator Lancaster provided a list of outcomes, goals, and objectives
that was drafted based on discussion at a recently held Town Board retreat. The
Board reviewed and discussed the list focusing on 5-7 Year Goals. Topics of
discussion are summarized:
• Add utilizing the fiber ring under infrastructure.
• Water and electric rates stable and utilities reliable and above average
within five years time.
• Plan for a redundant water system that is realistic and affordable.
• Plan for redundant water treatment at Glacier Treatment Plant.
• Reduce number of bleeders, as a 12% leakage rate does not fit with
Water Conservation Plan.
• Adopt a ten-year master plan for water department.
• Encourage Board of Appeals to focus on the development code, building
code, and fire codes to see how they all connect and suggest changes
that may be necessary.
• Trail Development.
• Develop operational and marketing plans for the MPEC.
• MPEC will generate income and become self-sufficient and pay debt by
constantly evaluating the market place and innovative thinking.
Town Board Study Session – June 26, 2013 – Page 2
• Identify a strategy for expanding the variety of events.
• Potential redevelopment of properties affected by FLAP grant project;
streetscape and improvements to extended downtown area. The Federal
Highway Administration has expressed interest in partnering with CDOT
and the Town on this project by managing and engineering the project,
hiring contractors and essentially producing a turnkey operation.
• Have housing available within Estes Park for all segments of the
community and for all income levels in five years time.
• $1.25 million annually needed for streets and the cost is going up.
• Go to the voters in April 2014 with a proposed sales tax increase to
support streets and other infrastructure – put package together for specific
uses and timeframe. Look at financing options such as revenue bonds for
1% sales tax.
• Evaluate Transportation Visioning Committee (TVC) signage
recommendations. Evaluate cost vs. convenience.
• Groundwater – agree on remediation plan by end of 2014.
• Increase capacity for senior center and museum considering
recommendations of the Senior Center / Museum Master Plan.
• Consider the results of the Estes Valley Recreation and Parks District
(EVRPD) feasibility study of a community center.
• Participate in county, regional, and state economic planning.
• Simplify codes and regulations.
• Complete next phase of Bond Park improvements.
• Evaluate and address required changes in radio frequencies and
implement changes necessary to stay current with communications
technology.
• Survey the community every two years. Have continuity between surveys
in order to determine if services are degrading or improving; survey can be
used as a cost/benefit analysis.
• Gear up for the Town’s centennial celebration.
2. 2013 Review
Sales tax continues to come in higher than projections, however, there is some
evidence that it may be leveling out. Through April, sales tax is 3% ahead of 2012, with
lodging, food, retail and construction sectors increasing. Traffic counts for May 2013
were high and are used as a main indicator for forecasting sales tax, therefore, sales
tax for May could potentially be higher than last year. The Comprehensive Annual
Financial Report (CAFR) forecasts a fund balance of 32% for 2013 primarily as a result
of rollovers from 2012 to 2013.
3. 2014 Budget Development
a. General Fund
• Community Service Grants – traditionally 5% to 3% of sales tax. Non-profit
organizations apply for funding and applications are reviewed by a committee
which in turn makes recommendations for funding to the Board during the
budgeting process. Staff recommends this remain flat at around 3%.
• Financial Relationships with other Districts – In addition, funds for
intergovernmental support to other agencies such as the Estes Park Housing
Authority, are included in this fund. Staff recommends separating the funds for
community amenities (organizations providing a variety of social and cultural
services) vs. community services (entities/partners providing services
imminently tied with specific Board goals) into separate cost centers to be
budgeted separately. The Board discussed the amount of support given to the
Fire District that is defined within an intergovernmental agreement (IGA) as 7%
of sales tax annually. The Board recommended the IGA be reviewed and
proposed discussions with the Fire District Board related to the District’s
financial situation occur during the budgeting process. The Economic
Town Board Study Session – June 26, 2013 – Page 3
Development Council does not fit into either of the categories discussed and
funding should not be automatic, but rather dependent upon performance.
• Transfers Out – Funds transferred to the Community Reinvestment Fund
which essentially is the Town’s Capital Fund which will be used for COPS
payments and smaller miscellaneous projects that arise. A proposed sales tax
increase could be utilized for street and infrastructure maintenance. In
addition, transfers are made to the Community Service Fund (CSF) to keep
the fund solvent. The main programs of the CSF are the museum, senior
center, events, and the visitors center. The transfer is expected to increase
with the addition of the MPEC in 2014. The operating figures contained in the
MPEC pro forma can be used as a starting point during the budget process.
• Capital Improvement Plan – The draft Capital Improvement Plan (CIP) will be
provided to the Board on July 9th.
• New Revenue Sources – A sales tax increase to take to the voters in April
2014 is being proposed. Also the creation of a Stormwater Utility was briefly
discussed in 2012 and will be researched further. Other revenue sources may
include a Downtown Development Authority (DDA), Public Improvement Fee
(PIF), or an Urban Renewal Authority.
The Board discussed the possibility of renting the ice skating rink from the City of Fort
Collins for a second season. Town Administrator Lancaster said a decision will be
made by the end of July. A discussion of options available to the Town related to the
new marijuana laws is scheduled for the July 9th Town Board Study Session. A study
session pertaining to Town-owned property will be scheduled to discuss property
retention, acquisition, or disposal.
There being no further business, Mayor Pinkham adjourned the meeting at 2:05 p.m.
Cynthia Deats, Deputy Town Clerk