HomeMy WebLinkAboutTB Budget Study Session 2014-10-17 Town of Estes Park, Larimer County, Colorado, October 17, 2014
Minutes of a Regular meeting of the TOWN BOARD BUDGET STUDY
SESSION of the Town of Estes Park, Larimer County, Colorado. Meeting
held at Town Hall in said Town of Estes Park on the 17th day of October,
2014.
Board: Mayor Pinkham, Trustees Ericson, Holcomb, Koenig,
Nelson, Norris and Phipps
Attending: All
Also Attending: Town Administrator Lancaster, Finance Officer McFarland,
Directors Bergsten, Chilcott, and Winslow and Town Clerk
Williamson
Absent: None
Mayor Pinkham called the meeting to order at 8:30 a.m.
COMMUNITY DEVELOPMENT
The department provides planning services for the entire Estes Valley and building
safety services for properties within Town limits. Planning received a Department of
Local Affairs (DOLA) grant to add an Environmental Planner position for 2-years to
address flood recovery efforts. The grant fully funds the position including all benefits.
The department would implement the up to date software Energov for development
review, permitting and code compliance. The new software would streamline the review
processes, provide quicker access to information, and provide a new citizen portal to
allow citizens the ability to review status of permits and development reviews online.
Staff anticipates the software would be implemented by late 2015 after the County has
implemented the software. In 2015, staff would review the development fee schedule to
ensure the appropriate fees are being charged.
Protective Inspection (Building) has seen an increase in permit activity; however, it does
not reflect an increase in revenues. Funds have been budgeted to implement Energov
for the building division as well and would include permitting and code compliance
software. Funds have been budgeted for continued floodplain management efforts and
are estimated to cost $60,000 in 2015. A re-write of the sign code to improve its
usability has been budgeted at an estimated cost of $35,000.
The Board had a number of questions related to floodplain management, the possible
reclassification of properties, staffing needs to complete flood recovery efforts, and the
office space to properly house staff. Staff stated the implementation of the master plans
would reduce risk to properties along the river corridors and lessen the need for
reclassification. The Environmental Planner would provide needed staff support to
address flood recovery; however, staff may need the assistance of temporary staffing to
complete workload. The department would complete a small remodel to address office
space needs.
COMMUNITY SERVICES
The Special Revenue Funds of the Community Services department encompass the
Visitor Services, Transportation, Senior Center, Fairgrounds/Events, Event
Center/Pavilion and Museum. The department would increase expenses in 2015 with
the addition of the full operation of the Event Center and Pavilion facilities with the total
expense for the department budgeted at approximately $3.15 million and revenues
estimated at $1.18 million
Town Board Budget Study Session – October 17, 2014 – Page 2
Visitor Services – The Visitor Center operates with 6.35 FTEs and 50 volunteers.
The Center would purchase new touch screen information kiosk with the financial
support of the Local Marketing District. A part-time position left unfilled since
June 2013 would be filled to alleviate the need for volunteers to cover the hours.
Staff would hold its second annual open house in April for the community to learn
more about the Visitor Services division. Trustee Ericson questioned the need to
expand the restroom facilities in the Visitor Center due to the removal of the
restroom facilities in the parking garage. Staff continues to monitor the use of the
facilities to understand the need.
Event Center/Pavilion – As the new facilities reach full completion this year, staff
continues to market the facilities to develop a year round economy through trade
shows, exhibitions, and other similar indoor events. Staff has successfully
booked in 2015 an Irish gathering, car show, Colorado Wind Ensemble, Simply
Bluegrass, Colorado Festivals and Events Conference, and USA Gymnastics to
name a few. Revenues are estimated at $490,000 for 2015 with O&M costs of
approximately $660,000.
Senior Center – The Senior Center staff continues to work with the Estes Valley
Recreation and Park District to establish a new Senior Center in a future
Community Center. The division proposes the addition of a part-time Program
Coordinator to provide assistance with operations and programming.
Management of rentals would be dispersed to the individual divisions of the
department such as the Museum meeting room shifting to the Museum staff to
manage. Staff would develop and implement a sponsorship program to generate
a new revenue stream for programs and operational support. The expansion of
programming is limited due to the lack of space in the current facility. Revenues
decrease with the move of the hydro plant picnic area fees moved to Special
Events. O&M remains flat.
Fairgrounds and Events – The division plans and executes a number of Town
events and assists with local events throughout the year. In 2015 revenues are
anticipated to increase with new shows and event and an increase in expenses
related to new events and judging stands for equestrian events. A decrease in
personnel costs is associated with the transfer of personnel to the Event
Center/Pavilion division. The division would add a new Event Coordinator in
November of 2014, continue to work with the Event Advisory team, develop new
events, manage the rental of the hydro plant picnic grounds and move to the new
offices in the Event Center. Mayor Pinkham questioned the need for signage at
the Event Center for upcoming events. Director Winslow stated staff continues to
review options with a sign most likely located on the corner to the property. Staff
continues to investigate naming rights for the facility.
The Town received a letter from Dr. Durward requesting an increase in funding
for the Scottish/Irish Festival from $35,000 to $55,000. The Board requested the
item be discussed at an upcoming Town Board study session with a staff
recommendation and an outline of in-kind services provided for the event.
Transportation – The budget funds the shuttle services providing 5 routes and 63
stops throughout the valley, operates 12 weeks during late June through early
September, and provides services from 8-9 a.m. to 10 p.m. daily. The shuttle
system would celebrate 10 years of service in 2015. The budget includes minor
shuttle stop modification to improve service, use of clean diesel buses to address
increase in ridership and ADA accessibility, and design modification of shuttle
route shapes/symbols to enhance user recognition. Mayor Pro Tem Koenig
questioned if staff has discussed a cost sharing of the Brown route with
the YMCA. This could help the Town extend the service into and through
Town Board Budget Study Session – October 17, 2014 – Page 3
October. Staff has not approached the YMCA; however, staff continues to look
at funding sources and grants to provide year-round services.
The Board discussed the lack of use of the transportation hub, methods for
increasing the use by visitors to decrease traffic downtown, and the use of the
hub by downtown employees. Staff continues to investigate methods for
directing visitors to the hub through signage, the new emergency radio system,
variable message boards, etc. The Transportation Advisory Committee and staff
would review options.
Museum – The Museum staffing levels have been returned to previous staffing
levels with the addition of a Curator of Collections last year; however, the
Museum Director continues to double as the Curator of Exhibits. Staff added this
position to the 2015 requests and has since removed to assist with budget
shortfalls. Revenues and expenses in 2015 would remain flat. Staff would
continue to develop programs including coordinating events with the National
Park’s Centennial, refine the collection through deaccession, evaluate museum
environment through data collectors, install new security cameras and fire alarm,
and take on rental of the meeting room. Staff continues to assess the lack of
adequate climate controlled storage and have looked at offsite storage.
Mayor Pinkham called for a five minute break at 10:07 a.m. and resumed the meeting at
10:25 a.m.
UTILITIES
Light & Power – The projected revenues and ending balance for 2015 would
meet debt service. The personnel costs increase slightly and expense increase
with flood recovery projects being completed in house. The personnel costs do
not include the grant funded position awarded the Town by DOLA for a Project
Manager. Staff would underground the service along Hwy 43, repair and replace
service in Fox Creek, North Fork, and long Fish Creek and Windcliff. The
division would extend the useful life of larger vehicles, replace a one ton pickup,
and improve automated meter reading. Platte River would take over the
management of the SCADA system at the substation. The Light and Power shop
on Elm Road would be remodeled and a back-up generator would be installed.
The division would purchase an underground vault detector to increase the
reliability of service. The Utilities department has hired a consultant to review
insurance coverage for both utilities with CIRSA dropping coverage for poles and
overhead lines in 2014. Director Bergsten stated the rate study would be
completed and a rate increase would not be substantial; however, discussions
have been heard on increasing the current 90 day O&M to 200 days to improve
the utilities bond rating to AA.
Water – The division would increase expenses over revenues in 2015 to
complete project work, which would decrease the overall fund balance. The
division has been building its reserves over the past three years to complete
capital projects. The goal would be to increase revenues in order to complete $1
million in capital projects annually. The division is financially constrained. The
division would replace the Fish Creek corridor waterline, replace analyzer,
complete automated meter reading installation, water tap fee study, phase I of
pipeline replacement on North Court and 3rd and 4th Streets, and continue to
review/design of treatment processes at Glacier Creek water treatment plant.
THEATER FUND
The funds were to be dispersed in 2013; however, the distribution was delayed and the
funds continue to be held until such time a final decision has been made on how to
Town Board Budget Study Session – October 17, 2014 – Page 4
disperse the funds in 2017 if EPIC has not raised the required funding to build the
theater.
MISCELLANEOUS
Finance Officer McFarland stated the Town could fund the flood recovery projects and
have reserves in the General fund. He suggested the TABOR funds be moved to the
Vehicle Replacement fund to provide the Town with additional flexibility in the General
fund. He recommended the Board approve a contingent transfer from the Light and
Power fund to the General fund in 2014 to cover flood recovery projects and the delay in
reimbursements. The funds would be transferred back to Light and Power as
reimbursements are received. This would be a conservative move. The Board
consensus was not to transfer funds at this time.
Administrator Lancaster stated the Town received a letter from Visit Estes Park for
$25,000 in funding for 2015. The Board discussed the request and suggest the item be
added to the same study session to discuss funding of the Scottish/Irish festival.
There being no further business, Mayor Pinkham adjourned the meeting at 11:50 a.m.
Jackie Williamson, Town Clerk