HomeMy WebLinkAboutTB Study Session 2013-05-14 Town of Estes Park, Larimer County, Colorado, May 14, 2013
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
Rooms 202/203 in said Town of Estes Park on the 9th day of April,
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, and Norris
Also Attending: Town Administrator Lancaster, Assistant Town
Administrator Richardson, Town Attorney White and Town
Clerk Williamson
Absent: Trustee Phipps
Mayor Pinkham called the meeting to order at 4:30 p.m.
FUTURE AGENDA ITEMS
Trustee Koenig stated the Board would discuss the process for reviewing Town
Administrator Lancaster at the May 28th study session and conduct the evaluation later
in June. She also requested the Governance policy on the agenda be postponed as the
current processes do not match the proposed language.
The June 25th study session would include a discussion on insurance coverage for
property and liability. Mayor Pro Tem Blackhurst requested the Board discuss
reinstating a catastrophic loss fund to address items not covered by insurance and the
increase limits to governmental immunity coverage.
CAPITAL PLANNING AND MANAGEMENT POLICY.
Assistant Town Administrator Richardson stated in June 2010 staff presented to the
Board a Capital Asset Management Plan (CAMP) as a first attempt at tracking
management practices related to capital assets. Through the process it was
determined a capital planning process was needed for the planning of capital
expenditures for improvement projects, acquisitions of capital assets and new
construction of capital assets. A Capital Improvement Plan (CIP) policy would identify
the critical components necessary to develop a CIP including: purpose of the policy,
policy statement, procedures outlining the components of the CIP, CIP community
participation, CIP management/monitoring and reporting, and terms and definitions. The
policy defines which capital purchases, improvement and construction projects become
part of the CIP. The plan once developed would be a five-year plan to prioritize projects
and be reviewed, updated and approved during the budget process each year.
Trustee comments have been summarized: Trustee Koenig stated concern with the
Board determining operational projects such as the replacement or repair of routine
items which should be done by the department heads who possess the knowledge and
expertise. Mayor Pro Tem Blackhurst stated a CAMP was prepared and reviewed by
the Board previously and has not be used. Trustee Norris stated the Town Board goals,
strategic plan, and CAMP need to be clearly identified in order for the Town to prioritize
projects and decisions. Mayor Pinkham commented the Board should set policies and
procedures and Administration should direct the process for completing projects.
Trustee Ericson reiterated the three levels involved including the identification of
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projects, quantification and prioritization, and stated the Board should make the decision
on what projects get completed and when.
Mayor Pro Tem Blackhurst stated the addition of all capital projects in the Community
Reinvestment Fund (CRF) has made it difficult to understand which items are project
based rather than a capital purchase such as portable grandstands. Trustee Ericson
and Norris expressed the need to have all capital items in one fund rather than
throughout individual department budgets.
Policy Review/Changes were noted and including the following:
- The policy should be for a minimum of 5 years and no more than 8 years to
coincide with election cycles.
- Suggested the definitions should be at the front of the document for future boards
to understand the terminology before attempting to read the policy.
- 103.3.2 – Support of town goals and strategic plans should be added.
- 103.3.4. – Define essential improvements and add a clause stating the items are
not in a hierarchy.
- 103.3.5.1 – Place in alphabetic order and add a clause stating the items are not
in a hierarchy.
- 103.6.2 – Updated to state a useful life of at least 3 years.
The Board requested staff provide an update on projects quarterly at a Town Board
meeting. The Board requested the policy be updated and brought forward to an
upcoming Town Board meeting for final consideration.
DRAFT ECONOMIC DEVELOPMENT REPORT BY DOWNTOWN COLORADO, INC.
The draft report from the Downtown Colorado, Inc. (DCI) has been submitted to the
Town and the Estes Valley Economic Development Task Force for review. The Task
Force has submitted recommended changes to DCI, including organizational changes
to the document, spelling, grammatical errors and factual errors. The final report should
be delivered by DCI within the next week. Findings of DCI included the need to retain
current businesses and attract new businesses to increase economic vitality, develop
an economic vision, develop an economic strategic plan, lack of a year-round economy,
economic competition, lack of sustainable economic support and the need to create an
Office of Economic Development. The recommended action plan for the Task Force
consists of adopting an investor model, hiring an Executive Director, developing a
budget, identifying funding sources, pursuing funding sources, establishing an
Economic Development Council, and creating an Office of Economic Development.
The Task Force would begin the next steps of convening the first Economic
Development Board of Directors by August 2013 and formation of the Estes Valley
Economic Development Council comprised of public/private members. The Task Force
would request the Board consider the appointment of Mayor Pinkham and Town
Administrator Lancaster to the Council. The Task Force would also request the
investors contribute funds to this year’s budget for the formation of the Office of
Economic Development. The Task Force has also discussed funding with Larimer
County and has received favorable comments. The items would come forward to the
Board for consideration.
EVALUATION OF SPECIAL EVENTS
Director Winslow reviewed the evaluation process for events conducted in Town. He
stated the process focuses on a cost/benefit evaluation for each event the Town either
manages or supports. The events are rated on criteria identified by staff including local
attendance, promotes overnight stays, unique to the visitor, historical/tradition, good fit
for Estes Park, takes place in shoulder seasons, length of the event, attendance and
profit/loss. Staff continually reviews events and their locations to determine fit, and staff
works to pair events together to provide synergy. Many events are still in the startup
phase and stated most events take three to five years to become a successful event.
Some events may never generate a profit for the Town; however, the economic impact
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for the community justifies the continuation of the event. Staff has developed a survey
form to determine the benefit of an event to the community.
Trustee Elrod emphasized the need to satisfy the needs of not only the visitors but also
the residents of Estes Park when offering special event to maintain and enhance the
quality of life for those living in the valley.
SUPPORT OF HIGHLAND FESTIVAL
Mayor Pinkham stated he and Finance Officer McFarland have met with Dr. Durward to
better understand the financial support requested for the festival. Financial data has
been provided to the Town for review; however, the data tends to be high level and has
not been useful. The Town would like to set up a reporting format that would be helpful
in understanding the economic impact of the event on the local economy. Staff has had
discussions with the Lodging Association to gain their view on the effects of the event
on their membership. The Board stated the festival should be held to the same
standards as all others and would request the festival apply for a community grant
during the budget process.
There being no further business, Mayor Pinkham adjourned the meeting at 6:40 p.m.
Jackie Williamson, Town Clerk