HomeMy WebLinkAboutTBSS 10-20-17 - Budget Town of Estes Park, Larimer County, Colorado, October 20, 2017
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 20th day of October,
2017.
Board: Mayor Jirsa, Trustees Holcomb, Koenig, Martchink, Nelson,
Norris and Walker
Attending: All
Also Attending: Town Administrator Lancaster, Assistant Town Administrator
Machalek, Directors Bergsten, Fortini, Hinkle, Hudson and
Muhonen, and Director/Town Clerk Williamson
Absent: None
Mayor Jirsa called the meeting to order at 8:30 a.m.
Director Hudson presented a summary of the official debt and obligations. The Town’s
current debt consists of the 2013 Certificates of Occupancy for the Event Center with a
payoff date in 2027, 2014 Radio Equipment Lease Purchase to be paid in fully in 2019,
and 2017 Lease Purchase for the parking garage with a payoff in 2032. The total
General fund obligation stands at $8.886 million at the end of 2017. There are 2
obligations in Utilities for the 2007 Light and Power Revenue Bond with a payoff in 2027
and 2008 Series A CWRPDA Water Loan with a payoff in 2028. The total obligation
from the perspective funds is $7.157 million.
CULTURAL SERVICES
Assistant Town Administrator Machalek presented the 2018 funding for outside entities.
In past budgets, the Town has funded Community Service grants in which a committee
of Trustees would make recommendations to the full Board. Staff developed a policy to
address the grant process and identified funding types: base funding for organizations,
community initiatives, and in-kind projects. The proposed expenses for the fund have
been budgeted at $1.059 million and include funding for the Fire District, the Larimer
County Road and Bridge fund, and the food tax refund. Base funding would include the
following:
Entity 2017 Funded 2018 Funded 2018 Recommendation
Crossroads Ministry of EP $20,000 $20,000 $20,000
EP Economic Development Corp $44,250 $60,000 $51,500
EP Housing Authority $50,000 $32,000 $32,000
EP Nonprofit Resource Center $4,000 $10,000 $5,000
Estes Valley Crisis Advocates $13,000 $15,000 $15,000
Estes Valley Investment in Childhood Success $25,000 $25,000 $25,000
Saud Family Health Centers $20,000 $20,000 $20,000
Via Mobility Services $30,000 $31,800 $31,800
TOTAL $206,250 $215,000 $200,300
The overall funding for 2018 contains expenses that have been reclassified from other
departments and within the fund based on the new policy approved by the Town Board.
The community initiative funding was ranked by the entire Board and based on the
ranking a percentage of the requested funding was provided and allocated as indicated
in the chart:
Town Board Budget Study Session – October 20, 2017 – Page 2
Entity Program 2017 Funding 2018 Request Avg.
Ranking
Avg. Funding
Recommendation
Crossroads Meals on Wheels ‐$ 14,000.00$ 1 10,400.00$
Estes Valley Watershed Coalition 2018 Operations ‐$ 10,000.00$ 5 5,400.00$
Estes Valley Watershed Coalition Maintenance Fund ‐$ 5,000.00$ 5 3,200.00$
Estes Park Learning Place GED Program 1,000.00$ 2,880.00$ 6 1,576.00$
Habitat for Humanity of Estes Park Affordable Housing Initiative ‐$ 10,000.00$ 6 2,600.00$
Estes Valley Crisis Advocates Victim Advocate Stipend and Training ‐$ 7,000.00$ 7 1,500.00$
Estes Park Veterans Monument Committee Estes Park Veterans Monument/Park Plaque ‐$ 5,100.00$ 8 1,800.00$
Partners Mentoring Youth Mentoring Programs 2,000.00$ 5,000.00$ 8 1,700.00$
Estes Park Gun and Archery Club Port‐a‐Let Rental for Indoor Range ‐$ 500.00$ 9 300.00$
United Way of Larimer County 2‐1‐1 Information & Resource Referral ‐$ 10,000.00$ 9 2,000.00$
Partnership for Age‐Friendly Communities Livable Larimer County ‐$ 5,000.00$ 10 500.00$
KREV Real‐Time Emergency Information ‐$ 2,500.00$ 11 ‐$
Oratorio Society Auditorium Rental for 2 Performances ‐$ 818.25$ 12 ‐$
Total 77,798.25$ 30,976.00$
The approximately $31,000 recommended if funded would be over the budgeted
$25,000 for outside entities. Staff stated an additional $6,000 could be added to the
budget to fund the requests identified by the ranking. The Board agreed the funding for
the Gun Club should be increased from $300 to the full amount requested of $500
because the Police department utilizes the club.
SENIOR SERVICES
The Senior Center contains funds to operate the current Senior Center for limited hours
in January 2018. In February, the staff and programming would be relocated to the
Community Center and operated by the Estes Valley Recreation and Park District.
MUSEUM
Director Fortini presented the Museum budget and stated no service proposals were
requested for 2018. The revenues would remain flat with the Museum Friends group
providing additional funding for programs at no charge to the attendees. The expenses
increase with the museum fully staffed in 2018. The remodel of the museum has been
allocated to the facilities budget.
PUBLIC WORKS
Facilities – The 2018 budget contained a number of service proposals for the
Board’s consideration with the following included in the proposed budget:
Facilities Maintenance Worker, ADA compliance projects, vehicle and computer
for new position, and Town Hall windows on 2nd floor. Other items considered by
staff and not included in the budget: funding set aside for future parking garage
maintenance, increase R&M to address deferred maintenance, Parking Service
Manager, and Parking Services software and equipment. Revenues and
expenses remain flat in 2018; however, O&M increases with the service
proposals, electricity for the parking garage and new equipment for new position.
Capital decreases with the completion of the parking garage in 2017. Discussion
was heard on the need to develop a maintenance fund for the parking garage.
Engineering – The fund contains a service proposal for a Development Review
Engineer/Floodplain Administrator. This would move floodplain administration
from Community Development to Public Work, allowing the position already
reviewing development for drainage concerns to review the deveopment for
compliance with the floodplain. Trustee Norris stated the review of floodplain
issues has been a full-time position since the 2013 flood. He stated concern with
coupling the development review with the floodplain because development
review from Public Works has slown down the development process currently
and in the past. Director Muhonen stated the current level of service being
provided in Community Development remains higher than needed moving
forward. Other service proposals were requested and not funded, including a
transportation master plan, parking lot resurfacing, stormwater capital
improvement program, intersection improvements at US36 and Community
Drive. Director Muhonen stated the Town has an obligation to CDOT to make
the intersection improvements as agreed to during the development of the Event
Town Board Budget Study Session – October 20, 2017 – Page 3
Complex and Community Center. The division would not have grant funded
revenues in 2018, nor would there be associated expenditures. The overall O&M
budget decreases with the completion of studies in 2017. Mayor Pro Tem
Koenig questioned if there was grant funding for a shuttle from the fairgrounds to
downtown in a separate lane. Trustee Martchink stated the funding of $510,000
for a turn lane does not seem realistic and requested staff review funding
estimates for the project.
Streets – The division has estimated revenues at $400,567, a significant
decrease with the completion of grant funded projects, and $1.125 million in
expenses. The division requested a service proposal for the completion of
asphalt crushing within the proposed budget. A number of service proposals
were not included: roadway striping, traffic signs, fuel for snow plowing,
pedestrian bridge maintenance, contract with CDOT for striping and painting
highways through town (unknown if the contract would be revenue and expense
neutral), and a laptop for the Street Supervisor. Overall expenses for the division
decrease with the completion of grant funds; however, O&M increases with the
reinstatement of the full funding for the vehicle replacement fund. No capital has
been budgeted for 2018. Trustee Nelson stated maintaining streets makes a big
impact visually and to be a premier mountain community image has to be
considered. Administrator Lancaster commented the Board could add items if
other items are cut from the budget or the Board choses to decrease overall
General fund balance. The division would find funding in 2017 to pay for the
laptop identified for the Street Supervisor.
1A Streets Fund – The revenues for the fund have been estimated at $1.686
million for 2018 and expenses are budgeted at $1.080 million. The major
projects budgeted would include Brodie Avenue improvements, street overlays,
crack sealing, seal coats, spray patcher emulsion and aggregate, parking lot
resurfacing, spray patcher replacement reserve and personnel costs.
1A Trail Fund – The revenues are estimated at $352,100 and expenses of
$400,000. Staff has identified 2 grant opportunities to build a portion of the Fall
River trail extension, with 1 grant requiring 100% match of $400,000. The
EVRPD would provide $200,000 and the Town to allocate the additional
$200,000 for a total of $800,000 to complete Phase III of the project. A second
smaller grant could help to fund the remainder of the phase.
Parks – The division requested service proposals for the purchase of an ATV
and weed sprayer and GIS services to map irrigation, trees, ROWs and open
space. Additional service proposals were requested and not funded, including
concrete trail repairs, parking structure irrigation maintenance, parking structure
flowers, plants and materials, and a greenhouse expansion. With the Town
taking ownership of Mrs. Walsh’s garden in 2017, the Town would receive
$35,000 in endowment funding in 2018 for the maintenance. Overall expenses
would increase in 2018 for both Personnel and O&M. Mayor Pro Tem Koenig
suggested staff consider implementing an adopt a plant program until a new
greenhouse can be built. Trustee Martchink questioned if the planting and care
of the flower beds outside businesses could be done by the perspective
business.
Mayor Jirsa called a 10-minute break at 10:05 a.m. and reconvened the meeting at
10:15 a.m.
OPEN SPACE
The fund contains revenues of $368,250 in 2018 from the Larimer County voter
approved one-quarter of one percent sales tax increase to be used for trails and open
Town Board Budget Study Session – October 20, 2017 – Page 4
space purchases. In 2018, $255,000 would be allocated to the trail underpass
improvements at the Moraine Avenue bridge.
COMMUNITY REINVESTMENT
The fund provides funding for specific capital projects utilizing General fund, grants and
Tabor excess when applicable. The only identified project for the fund in 2018 would be
the intersection improvements at Hwy 36 and Community Drive, which was not included
in the budget. The only revenue would come from interest income of approximately
$18,000. Expenses in 2018 would consist of the debt payments for the Event Center
and the parking garage at a cost of $916,760.
CONSERVATION TRUST
The fund contains the Town’s share of the state lottery proceeds which are restricted to
acquiring, constructing, and maintaining park and open space facilities. The fund has
been managed by the Parks division throughout the years. For 2018 the staff would
complete noxious weed removal, tree purchases for Arbor Day celebration and work on
the picnic shelter at the parking garage.
COMMUNITY CENTER FUND
The funds from the 1A sales tax revenues are collected in the fund an remitted to the
EVRPD on a monthly basis for the funding of the Community Center financing.
LIGHT AND POWER
The 2018 budget includes the following service proposals: a snow plow, project trailer,
skid steer trailer, snow outage equipment, Dandie Way line rebuild, Hwy 34 and Big
Thompson line rebuild, automated meter reading improvements, Goblin Castle line
rebuild, and Longs Peak area line rebuild. The revenues and expense are estimated to
decrease in 2018 because the broadband project drove up the revenues and expenses
in 2017. Personnel costs increase with the market adjustments and merit increases.
The underground service, meters and work orders have been moved to capital for 2018
which reduced O&M costs. The budget also contains a reduction in GIS inventory labor
in 2018. Capital would include the projects outlined and Phase I for web-based utility
billing. The bond payment for the Mary’s Lake substation and various distribution
improvements and the transfer to the General fund has been estimated at $2.178
million.
WATER
The fund includes a number of service proposals for 2018, including two limited-term
meter employees, replace purification and selected lab equipment, replace pressure
testing equipment, new trench boxes and other safety equipment, Glacier Creek Water
Treatment Plant land acquisition, replace walk-behind asphalt saw, new tandem axle
dump trucks, Rockwell/West Riverside project, Phase II of the water main replacement
in Reclamation area, Big Thompson Avenue water main repair, USA water rights
contract, and Aspen Avenue water main replacement. Revenues decrease slightly in
2018 while expenses increase for personnel cost and O&M remains flat. Bond
payments for the Mary’s Lake Treatment Plan and transfers to the General fund are
estimated at $548,860.
BUDGET SUMMARY
Director Hudson provided a 2018 budget summary stating the ending fund balance
would be 23% with sales tax growth projected at 3%. There are a number of projects
that are estimated to roll over from 2017, including Moraine Avenue bridge, Fish Creek
Road repairs, broadband project, and several other projects. The proposed budget
contains a number of new positions, including a Police Officer, Development/Floodplain
Engineer, Municipal Court/HR Assistant, Facilities Maintenance Worker, and 2 Meter
Maintenance Workers. The proposed budget also includes 44 service proposals at a
cost of $6.131 million and 37 service proposals not included at a cost of $4.877 million.
The net zero-sum budget would require any additions to be offset with reductions to
maintain the stability of the funds. He stated there would be approximately $35,000
Town Board Budget Study Session – October 20, 2017 – Page 5
available for one-time expenses if the Board identifies service proposals to be added to
the budget. The next Town Board Study Session would include a discussion by the
Board on any changes to the proposed budget. Staff proposed 23% fund balance, 3%
above the limit set by policy, to allow for unknown items that may come up during the
year. Administrator Lancaster stated there are additional revenue sources staff
continues to investigate such as annexations and sales tax collection.
CAPITAL IMPROVEMENT PLAN (CIP)
Assistant Town Administrator Machalek provide the draft 2018-2022 CIP for the Board’s
review. He stated the document would be updated to reflect the changes in the service
proposals included in the proposed 2018 budget. The document would be a significant
first step in addressing the Town’s overall capital planning needs. Staff has identified
four opportunities to help improve the process moving forward; including prioritization
process, five-year financial plan, deferred maintenance, and project inclusion criteria.
He stated prioritizing over multiple years becomes difficult because priorities change
from year-to-year and with changes in Board priorities. Staff has tried to align the
projects with the Strategic Plan, however, staff cannot prioritize the Board’s objectives.
Staff would provide the Board a mechanism for prioritizing the Board’s objectives to
provide staff with clear direction on the priorities for 2018. The CIP would be adopted
with the 2018 budget as a guiding document.
MISCELLANEOUS
Trustee Norris commented on the need to address staffing levels for the Police, IT and
Community Development. He stated concern with cyber security and the need to
address preventative maintenance. He further commented on the increase cost of
construction and the need to re-evaluate the estimated construction costs for 2018
projects.
There being no further business, Mayor Jirsa adjourned the meeting at 11:17 a.m.
Jackie Williamson, Town Clerk