HomeMy WebLinkAboutTB Study Session 2015-03-24
Town of Estes Park, Larimer County, Colorado, March 24, 2015
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 24th day of
March, 2015.
Board: Mayor Pinkham, Mayor Pro Tem Koenig, Trustees Ericson,
Holcomb, Nelson, Norris and Phipps
Attending: Mayor Pinkham, Mayor Pro Tem Koenig, Trustees Holcomb,
Nelson, Norris and Phipps
Also Attending: Town Administrator Lancaster, Town Attorney White and
Deputy Town Clerk Deats
Absent: Trustee Ericson
Mayor Pinkham called the meeting to order at 4:30 p.m.
TRUSTEE COMMENTS & QUESTIONS.
Trustee Norris reported that approximately 70 people attended the Destination Product
meeting which included representatives of the Town of Estes Park, the Economic
Development Corporation (EDC), and Visit Estes Park.
In response to a question by Trustee Holcomb regarding codes, Town Administrator
Lancaster reported that the EDC has a study group reviewing Town codes that may be
inhibiting growth and development. Senior Planner Shirk is an ex officio member of the
study group.
Town Administrator Lancaster reported that approximately 55 applications were
received for the position of Facilities Manager. Interviews are scheduled to take place
on Thursday, March 26, 2015.
FUTURE STUDY SESSION AGENDA ITEMS.
The discussion about the possibility of joining RTD scheduled to be held on Tuesday,
April 14, 2015, will be postponed and replaced with a discussion about downtown
improvement districts and/or downtown development authorities. The RTD discussion
will be rescheduled. The discussion of the Fish Hatchery property will be held on
Tuesday, April 28, 2015, and will include an update on the Elkhorn Lodge property.
URBAN LAND INSTITUTE REPORT.
Town Administrator Lancaster summarized the Urban Land Institute (ULI) Flood
Resiliency Report and Recommendations. The report was funded by the Town of Estes
Park, the City of Loveland, the City of Fort Collins, the Kresge Foundation, and the
Northern Colorado Community Foundation. The ULI Northern Colorado Advisory Panel
focused on long-term recovery and community resiliency after an event, not on initial
emergency responses. The recommendations in the report are general and include, but
are not limited to, aggressive flood plain management, designing with nature, resilient
water infrastructure, and financing infrastructure, as well as topics such as affordable
housing, regional economic development, and financial tools. A staff level meeting of
the three partner communities is scheduled for Thursday, April 2, 2015, to discuss the
recommendations and follow-up efforts.
Mayor Pinkham recessed the meeting at 5:20 p.m. for a dinner break. The meeting
resumed at 5:40 p.m.
Town Board Study Session – March 24, 2015 – Page 2
COMMUNITY SERVICE GRANTS.
Mayor Pro Tem Koenig provided the Board with background on the Community
Services Grants (CSG). She stated that initially the areas of focus were Arts and
Education, Human Services, and youth; and the funding was based on a percentage of
the Town’s tax revenue. In 2013, the amount budgeted for grants was lowered due to
the flood and the CSGs have been funded at a flat amount for the last several years.
She noted that over the years, the categories have expanded and the requests for funds
have increased. She said the grants were not intended to be the sole source of funds
for organizations, but rather a starting point and a means for organizations to become
independent and find other funding sources. She added that there is no clear selection
criteria or policy to follow in reviewing the requests. She proposed the Board engage in
a policy discussion related to the grants in general, whether tax monies should be spent
in this manner, whether the CSGs categories should support the Boards goals and
outcomes, funding levels, and a basis and criteria for making grants. Mayor Pro Tem
Koenig noted that a timely discussion is necessary so that organizations can be notified
of changes to the program that may be proposed and/or considered by the Board.
A philosophical discussion on the CSGs will be scheduled for an upcoming study
session. Based on the outcome of that discussion, a subcommittee may be formed to
research whether other communities and organizations have similar programs and how
they are structured.
PRIDE AWARDS.
The Estes Park High School Student Pride Scholarship will be awarded this year to a
graduating high school senior at the high school’s Scholarship Award Ceremony in May.
The selection criteria for the scholarship is based on community service. Trustee
Phipps initiated a discussion with the Board related to the remaining Pride Awards
which are the Teacher of the Year, Business Person of the Year, Volunteer of the Year,
and Volunteer Group of the Year. These awards are given based on nominations
received from the community. Over the past years, interest in the program has
diminished and few nominations were received. In 2014, the program was suspended
and Estes Park Pride Award recognition was given to the entire community for its
contributions and efforts focused on recovery from the 2013 flood. The Board’s
discussion is summarized: interest in the program is low; limited number of nominations
results in same people receiving recognition; consider giving the program a rest and
award every three or four years, or re-defining the program; other organizations in town
are now handling these types of awards; this is a duplication of effort; the Non-Profit
Resource Center hosts Philanthropy Day each year; continue to provide an event for
Town volunteers; and revisit the various awards again next year. It was determined that
only the Student Pride Scholarship will be awarded in 2015, however, an event to
recognize and thank all Town volunteers will continue to be held. The Town will support
the Non-Profit Resource Center in their recognition efforts by helping to promote the
Philanthropy Day event.
AMENDING POLICY GOVERNANCE 1.4, 1.6 & POLICY 101.
Town Administrator Lancaster said proposed changes to the policy are being made to
clarify the procedure and policies surrounding Town Board members serving on outside
committees, either as official representatives of the Board or as individuals.
Section 1.4.7.2 Special Assignments – was accepted as presented except that the word
“full” will be removed when referring to the Board of Trustees.
Section 1.6. Board Committee Principles – Section 1.6.1.1 refers specifically to
appointments by the Board of Trustees to Town boards or committees and defines the
role of a trustee as liaison only; 1.6.2 Outside Committees is all new and contains an
introduction and a breakdown addressing official representation and individual
representation. The Trustees voiced concern with legislating and limiting the roles
trustees can hold on committees; trustees have the right to participate as individuals as
they see fit; propose keeping “shall not chair” but remove “leadership position”; propose
removing 1.6.2.2 c. Town Administrator will make changes per the discussion. All
Town Board Study Session – March 24, 2015 – Page 3
references to the “full” Board, the “majority” of the Board, or “regular” meeting of the
Board will be removed for consistency throughout the document. In addition, changes
to Policy 101 will be made so that consistency exists throughout the policy as it relates
to the revisions to Policy Governance Sections 1.4 and 1.6. The revised document will
be presented at the next Town Board meeting for approval.
MISCELLANEOUS.
A policy related to public art will be placed on the Public Safety/Utilities/Public
Works (PUP) Committee April meeting agenda.
Staff from the Town of Buena Vista have requested a meeting with Town of
Estes Park staff to discuss policy governance. The meeting will be held on either
April 16th or April 23rd. The Trustees are welcome to attend if they are available.
There being no further business, Mayor Pinkham adjourned the meeting at 6:15
p.m.
Cynthia Deats, Deputy Town Clerk