HomeMy WebLinkAboutTB Study Session 2016-03-22
Town of Estes Park, Larimer County, Colorado, March 22, 2016
Minutes of a Regular meeting of the TOWN BOARD STUDY SESSION of
the Town of Estes Park, Larimer County, Colorado. Meeting held at the
Town Hall in Rooms 202/203 in said Town of Estes Park on the 22nd day of
March, 2016.
Board: Mayor Pinkham, Mayor Pro Tem Koenig, Trustees Ericson,
Holcomb, Nelson, Norris and Phipps
Attending: Mayor Pinkham, Mayor Pro Tem Koenig, Trustees Ericson,
Holcomb, Nelson, Norris and Phipps
Also Attending: Town Administrator Lancaster, Assistant Town Administrator
Machalek, Attorney White, Deputy Town Clerk Deats
Absent: None
Mayor Pinkham called the meeting to order at 4:00 p.m.
COMMUNITY CENTER UPDATE AND DISCUSSION.
Kathy Asche, President of the Estes Valley Recreation and Park District (EVRPD) Board,
introduced Ken Czarnowski and Dave Kiser of the EVRPD Board, Tom Carosello, EVRPD
Executive Director, and Chuck Jordan project manager for the Community Center.
Additionally, she thanked the members of the design advisory group including Jon
Landkamer and Lori Mitchell from the Town of Estes Park; Jill Schladweiler from the
Aquatic Center; Dave Coleson from the Estes Park School District; and community
member David Batey. Mr. Jordan presented the Trustees with the most recent version of
the site and floor plan for the Community Center. He stated that the design phase is
approximately 1/3 complete and indicated that it is a work in progress and that revisions
will be made as the design process continues. He noted that efforts have been made to
reduce the size of the center due to budgetary constraints, but still accommodate all the
programs originally included. The site plan has been adjusted to better fit the grade,
elevation, and drainage of the lot and to provide more efficient and safer access to and
from the school campuses and the community center as well as to minimize excavation
on the site. He pointed out that the entrance to the senior center would be from the lower
level of the building and the upper entry would provide access to the recreation portion of
the structure. The Trustees voiced concern over the reduction in size of the Senior
Center. The original plan included a 15000 square foot space that has now been reduced
to 10000 square feet which is only approximately 3500 square feet larger than the existing
senior center facility. The Trustees also questioned how the area for licensed childcare
would be configured. EVRPD staff said that, although there has been some interest
expressed by daycare providers, nothing is definite as the daycare facility must make
financial sense and said that the design of the floor space cannot be appropriately
captured until a viable provider is found. EVRPD staff also stated that it is not the intention
of the Recreation District to be in the childcare business and noted that they are working
with Estes Valley Investment in Childhood Success (EVICS) on this matter. Additionally,
the Board voiced concern that the plan, as presented, contained only one gymnasium
when two were originally planned for the facility.
Discussion continued related to the budget required for construction of the facility. Mr.
Carosello noted that in addition to escalating construction costs, the dollar amount stated
in the ballot language did not include design costs, utility costs, nor expenses related to
furnishing the building. He stated that it is EVRPD’s intent to provide all programs
originally presented to the voters but in a smaller space, and stated that the pool area
and the proposed addition of a golf simulator, which would be funded by the Junior Golf
Program, would generate revenue for the center.
Additional discussion is summarized: total square footage with redesigned plan is
approximately 79000 square feet, down from the original of 85000 square feet; it appears
the square footage is being subtracted from the senior center; concerns about inadequate
Town Board Study Session – March 22, 2016 – Page 2
space in the senior center; 25% of sales tax initiative funds, which is estimated at
approximately $6.1 million, were intended for construction of the senior center; 1A funds
were not intended to pay down EVRPD loan; serious concerns about what the EVRPD
Board and staff are doing; experiencing a cash flow issue; EVRPD staff stated 25% of 1A
funds were intended for the construction of the community center including senior
services, not only the senior center; senior center will have use of additional adjacent
community center space and shared and flexed space of approximately 3600 square feet;
two gymnasiums within the facility are cost prohibitive; a second gymnasium is needed in
order to bring tournaments to the facility; there is no budget for expansion; questions
arose about whether the other entities involved are satisfied with the space allocated to
their programs; some entities are re-evaluating their financial contributions; high
percentage of square footage is devoted to water activities because aquatic areas
generate revenue; and an IGA with EVRPD must be finalized.
Executive Director Carosello stated that EVRPD must look out for itself and provide a
good balance of activities to encourage use of the community center facility. There need
to be enough amenities offered to make residents want to join and utilize the center as
well as activities to attract visitors. Pre-application, development plan meetings, and
interviews for a general contractor are scheduled with the project tentatively coming
forward to Town Board in July.
Mayor Pinkham recessed the meeting at 5:15 p.m. for a dinner break and resumed the
meeting at 5:35 p.m.
CAPITAL IMPROVEMENT PLAN PROCESS UPDATE.
Assistant Town Administrator Machalek reported on the benefits of capital planning. He
stated that a Capital Improvement Plan (CIP) will assist in maintaining the Town’s assets,
managing major capital projects, and long-term planning. He said, for purposes of the
CIP, capital is defined as over $50,000 and a useful life of more than one year. He
proposed adopting the CIP annually at the same time the budget is adopted. The
Assistant Town Administrator and the Chief Financial Officer will request input from staff
to be used in developing the plan and the process will be repeated each year to adjust
for changing conditions and needs. He added that projects will be categorized and
prioritized from low to high and noted that priorities can change overnight when faced with
catastrophic events. The CIP will also be tied directly to the Town Board’s strategic plan
key outcome areas, goals and objectives.
FUTURE STUDY SESSION AGENDA ITEMS.
Agenda items include:
Update on the NEPA study for the Downtown Loop tentative for May 24, 2016, or
June 14, 2016.
Electric Rate and Hydrology Study – Tentative for June 14, 2016, or May 24, 2016,
depending on availability of Downtown Loop NEPA study.
Three projects related to a new FLAP grant application will be brought before the Board
for consideration on April 12th. The Board would consider the option of making application
or not, and what project to select.
There being no further business, Mayor Pinkham adjourned the meeting at 5:59 p.m.
Cynthia Deats, Deputy Town Clerk