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HomeMy WebLinkAboutPACKET Town Board Study Session 2018-05-08Tuesday, May 8, 2018 TOWN BOARD 4:00 p.m. – 6:30 p.m. STUDY SESSION Rooms 202/203 5:15 p.m. - Dinner 4:00 p.m. Board Orientation Strategic Plan and Strategic Planning Lancaster o Legacy Issues vs in the Weeds Minutia Lancaster Roles and Relationships with Other Entities Lancaster o Internal Committees and Boards o Outside Entities 5:00 p.m. Break for Photo 5:15 p.m. Dinner Board Orientation Cont. Land Use Roles White Budgeting and Capital Improvement Plan Machalek/Hudson 6:20 p.m. Trustee & Administrator Comments & Questions. 6:25 p.m. Future Study Session Agenda Items. (Board Discussion) 6:30 p.m. Adjourn for Town Board Meeting Informal discussion among Trustees concerning agenda items or other Town matters may occur before this meeting at approximately 3:45 p.m. AGENDA 1       2 TownofEstesPark2018StrategicPlan:Vision,MissionandGoaIs*a.WewillworktomakeTowncodesandregulationsmoreuser-friendlyandeasiertounderstandanduse,whileensuringtheyareeffectiveandenforceableandsupportdevelopment.b.Wewillconstructandmaintainahigh-speedbroadbandnetworkforbusinessesandresidents.c.Wewillcreateandsustainfavorablebusinessclimateandattituded.TheTownwillencourageevents,activitiesanddevelopmentthatenhanceayearroundeconomy.e.TheTownwillparticipateasapartnerinlocal,regionalandstateeconomicdevelopmentefforts.a.Wewilldevelopplansandbuildthefinancialstrengthforredundantrawwatersourcestoourwatertreatmentplants.b.WewillcontinuetoaddressparkingoptionsthroughouttheTown.c.UseresultsfromPRPATechnicalandfinancialstudiestoestablishlongtermenergygoalsd.Wewillpursuefloodmitigationmeasurestoreducetherisktolivesandpropertiesandminimizecoststothecommunity.2.DecideonacourseofactionanddeliverymodelforBroadbandintheEstesValley3.Whereappropriate,theTownwillplayasupportiverolewithspecificlocaland/orregionaleconomicdevelopmentprojects,includingbutnotlimitedtothoseoutlinedintheEDCEconomicStrategyPlan4.CompleteDowntownNeighborhoodPlananddevelopimplementationoptionsinpartnershipwiththedowntownresidentsandbusinesses.6.Continuetoparticipateinlocal,regional,andstateeconomicdevelopment.2018Draft1StrategicPlan1RobustEconomy-Weyear-roundeconomy.haveadiverse,healthy‘Outcomeareas,GoalsandOb)ectivesarenotlistedinanypriorityorderVISION:TheTownofEstesParkwillenhanceourpositionasapremiermountaincommunity.MISSION:TheMissionoftheTownofEstesParkistoprovidehigh-quality,reliableservicesforthebenefitofourcitizens,guestsandemployees,whilebeinggoodstewardsofpublicresourcesandournaturalsetting.KEYOUTCOMEAREASGOALS(5-7YEARS)2018BOARDOBJECTIVES(1yeartimeframe)AcceleratecodeupdatesandimprocmenIs2Infrastructure-Wehavereliable,efficientandup-to-dateinfrastructureservingourresidents,businessesandguests.1.EngagetheCommunityindiscussionsoftheroleofrenewableenergyinEstesPark2.Developanoverallparkingstrategyplanwithinputfromresidents,businessesandguests3.ImplementationofParkingPlanrecommendations,includingfundingoption54.PursuefundingforfloodmitigationprojectsPage1 TownofEstesPark2018StrategicPlan:Vision,MissionandGoals*0utcomeareas,GoalsandObjectivesarenotlistedinanypriorityorderVISION:TheTownofEstesParkwillenhanceourpositionasapremiermountaincommunity.MISSION:TheMissionoftheTownofEstesParkistoprovidehigh-quality,reliableservicesforthebenefitofourcitizens,guestsandemployees,whilebeinggoodstewardsofpublicresourcesandournaturalsetting.KEYOUTCOMEAREASGOALS(5-7YEARS)2018BOARDOBJECTIVES(1yeartimeframe)e.WewillcompletestallreplacementsattheFairgroundsS.lmilementrecommendationsofstormwatermasterplan(tentative,basedonfutureboarddiscussions)6.Exploreoptionsforincentivesfordeveloperstoincluderenewableenergyinfrastructureinworkforceandattainablehousing7.Developafacilitiesneedsassessmentin20193ExceptionalGuestServices-Weareaa.Wewillexploreoptionsforthefutureownershipandoperationofthe1.PartnerwithotherentitiestoconductaVisitorNeedsSurveypreferredColoradomountaindestinationConferencecenterprovidinganexceptionalguestexperience.4PublicSafety,HealthandEnvironment-EstesParkisasafeplacetolive,work,andvisit...a.Wewillimproveandprotectthequalityoftheenvironment.1.ParticipateasapartnerintheCounty’sregionalwasteshedplanning.withinourextraordinarynaturalenvironment2.Wewillprioritizeandpursueprojectsandfundingtoreducefloodriskandfloodb.Wewillimplementprojectsandpolicieswhichpromotesustainability.insurancecostsforthepropertyownersandbusinessesoftheEstesValleyc.WewillmaintainsafeandhealthyenvironmentsonTown-ownedproperties.d.Wewillinvestigatealternativetechnologiesforrecyclingandwastemanagement.e.WewillworkinpartnershipwiththeEstesValleyWatershedCoalition,torestorestreamcorridorsdamagedbythe2013floodandtoimplementresiliencyprojectstoprotectstreamsandpropertyfromfutureflooding.2018Draft1Page2StrategicPlan TownofEstesPark2018StrategicPlan:Vision,MissionandGoaIs*‘Outcomeareas,CoalsandObjectivesarenotlistedinanypriorityorderVISION:TheTownofEstesParkwillenhanceourpositionasapremiermountaincommunity.MISSION:TheMissionoftheTownofEstesParkistoprovidehigh-quality,reliableservicesforthebenefitofourcitizens,guestsandemployees,whilebeinggoodstewardsofpublicresourcesandournaturalsetting.KEYOUTCOMEAREASGOALS(5-7YEARS)2018BOARDOBJECTIVES(1yeartimeframe)SOutstandingcommunityServices-EstesParka.Wewillserveasacatalysttodevelopavailablehousingsolutionsforisanexceptionallyvibrant,diverse,inclusiveunderservedsegmentsofourcommunityandactivemountaincommunityinwhichtob.Wewillserveasacatalysttoencourageinfantandchildcaresolutions1.Definehousingneedsandidentifypotentialplansforaction.Developastrategyforlive,workandplay,withhousingavailableforforourcommunity.addressingworkforcehousingdemands,reflectingthehousingneedsassessmentallsegmentsinourcommunity.implementationstrategies.c.WewillworktomakeTowncodesandregulationsmoreuser-friendlyandeasiertounderstand,whileensuringtheyareeffective,enforceableandsupportreasonabledevelopment.2.Developandadoptappropriatecodechangestoencouragehousingdevelopment3.BeginimplementationoftheDowntownPlan4.Explorecodechangesthatcouldencouragechildcareservices6GovernmentalServicesandInternalSupport-1.CompleteBiennialCtizenSurveyin2018Wewillprovidehigh-quality,reliablebasica.Wewillmaintainawell-trainedandeducatedtownstaff.municipalservicesforthebenefitofourcitizens,guests,andemployees,whilebeing2018Draft1Page3StrategicPlan TownofEstesPark2018StrategicPlan:Vision,MissionandGoals*b.Wewillprovideadequatefundingforstaffingneededtoprovidetheappropriatelevelofservicestoourcitizensandguests.c.Wewillconductacitizensurveybienniallytomeasureourperformanceandcitizenpreferences.b.Thestreetrehabilitationeffortswillresultinanaveragepavementconditionindexof70orabovefortheTownstreetnetworkby2024.c.CoordinatetransportationplanningwiththetransportationandtransitplansofRMNPd.WewillcontinuetodevelopconnectivityoftrailsintheEstesValleyinpartnershipwithotherlocalentitiesasdescribedintheEstesValleyTrailsMasterPlan.e.WewillIncludebike/pedestrianlaneswhereverpossiblealongwiththestreetimprovements.f.Wewillprovidesafeaccessforuserstothetrailsystema.Continuetoevaluatefinancialpoliciesthatprovideadequatefundbalancesandreserves.1.InstallationofleftturnlaneonUS36atCommunityDrive2.ExplorepotentialforSafeRoutestoSchoolFunding3.ContinuepreventativemaintenanceactivitiesonTownroads,asadequatefundsbecomeavailable.4.Pursueacquiringelectrictrolleysandsupportingchargingstations5.InvestigatethecostsandopportunitiestoexpandingtransitservicesincludingpossiblyapplyingforfundingfromFTAforJune2018fundingcycle6.Developawayfindingsignageplanforthedowntownneigborhood,coordinatedwiththeDowntownNeighborhoodPlan.7.FurtherinvestigatetheformationofaRuralTransitAuthority8.PursuefundingopportunitiesforconstructionoftheFallRiverTrailgooastewarasOTpuoiicresources‘OutcomeareasGoalsandObjectivesarenotlistedinanypriorityorderVISION:TheTownofEstesParkwillenhanceourpositionasapremiermountaincommunity.MISSION:TheMissionoftheTownofEstesParkistoprovidehigh-quality,reliableservicesforthebenefitofourcitizens,guestsandemployees,whilebeinggoodstewardsofpublicresourcesandournaturalsetting.KEYOUTCOMEAREASGOALS(5-7YEARS)2018BOARDOBJECTIVES(1yeartimeframe)7Transportation-Wehavesafe,efficientandwellmaintainedmulti-modaltransportationsystemsforpedestrians,cyclists,vehiclesandtransit.a.WewillcontinuetoreducetrafficcongestionthroughouttheTown.8TownFinancialHealth-Wemaintainastrongandsustainablefinancialcondition,balancing1.Developandadoptacomprehensivedebt/capitalfinancingpolicy2018Draft1StrategicPlanPage4 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TownBoardStudySessionRelationshipwithotherentitiesInternalCommittees*AdvisoryParksAdvisoryBoard•Adviseon:•ParkOperationswhenrequested•ServeastheTreeBoard•OverseeArtinPublicPlacesPru,amBoardLiaison-TrusteeMa,lchrnkLandBoard35/8/2018NATIONALLEAGUECflES.L’BR&•0E5TESPAPKEDCPrayB”.OI3LETASIIInternalCommitteesandBoard*AdvisoryTransportationAdvisoryBoard•Adviseon:•Transportationplannn•Parkint•Bike!PedestrianTrails•BoardLiaisonTrusteetanyaInternalCommitteesandBoard“Advisory3ShuttleCommittee•Adviseon:•Shuttleoperations•ShuttleSchedules•Shuttleroutes•TrusteeLiaisonnone•WayrollnmtheTransportationAdvisoryBoardinthetutuiel3 VnaVaCVI.V3itCVCaCititCC.VCS.C.3itnCCCC(0n03:Di(SQV-DDiDD(SQn0BBLi,U,0z(0-IDicm0BBrCt(0(0U,DiaDC0Di-,a•VVociitn—it.o9it3‘‘ma,.Di30Di>‘<cmaS.o1‘C00viaDiaDC0DiaFt;.•h.VT-oDi-1zaV-DDiVVVTa-4=3ad-itCVa2CitV3ait0-’tWDcm3:0Di3D—.(0(0viDiDaDC0DiaVCS.C.3itnC-CVit.3it0C.3*C(0nV0-J3:DiD(SoVDC0Di-ita0>ai-i.CU,IB(0DIU,V=itCC-itCCita3itit3C’(0-itDicm0BBC(0(0viDiDaDC0Di—itaU,00N)0I-s00 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LOutsideOrganizationswithTownEx-officioRelationshipSisterCitiesInternationalorganizationthatmatchesupmunicipalities•MonteVerde,CostaRica•BoardLiaison-TrusteeBangs9tXn,,ete$,StateAgenciesweinteractwithmostCDOTDepartmentofLocaLAffairs(DOLA)HomeLandSecurityandEmergencyMgmt.DeptofRevenueDeptofParksandWildlife5/8/2018FederalAgenciesweinteractwithmost‘VEsTCFBureauofRecLamation______•ControlstheReservoirandBigThompsonProject•Wateraccess•SpecialusePermitsParisingStructureandFireStationNationaLParkService•Transportationandshuttles•Wildtite•WildIandfires•Dispatch•Lawenforcement•PublicCommunicationsAFederalAgenciesweinteractwithFederalTransitAuthority(FA)FederaLHighwayAdministration(FHWA)CentralFederalLands(CFL)WesternAreaPowerAdministration(WAPA)ForestService(USFS)most\I,) Local Agencies - Library District •7 member board,jointly appointed LocaL Marketing District •Board appoints 5 members of their board •County appoints 1 members •Approves operating plan Fire Protection District •Town owns lire station •Separate Elected Board Local Agencies - Estes Valley Recreation and Park District •Town owns Stanley Park and the IS hole golF course •IA money collected and remitted for the Community Center •Separate elected board 5/8/2018 r.‘i&i I A J 1/ESTES VALLEY ‘-“a—.——— k 4’4 Local Agencies - Larimer County •Coordinated etections •Property tax cotlection and assessment •Jail!law enforcement mutual aid p Wildland fires •Courts •Human Services •Solid Waste!Transfer station •Health Department I LKNER Local Agencies - HospitaL District Park School District fr Upper Thompson Sanitation District Estes Park Sanitation District Numerous smalL water districts/systems L Mr4icsi Ce titer wizrn — ?°‘_- 4 4; I; 1LANDUSEISSUESSTUDYSESSIONMAY8,2018EstesValleyDevelopmentCode(EVDC)ReviewsEVDCAmendments(TextandZoningClassificationAmendments):•PlanningCommissionRecommendation—•TownBoardandBoardofCountyCommissionersapprovalSubdivisions-PreliminaryFlat•PlanningCommissionRecommendation•TownBoardapprovalSubdivision-FinalPlat•TownBoardapprovalDevelopmentPlans•PlanningCommissionApproval•TownBoardappealStaffDecision•TownBoardappealLocationExtentReview•PlanningCommissionApproval•ApplicantAppealIssuesthatdonotcometotheTownBoard•Variances—BoardofAdlustment•TemporaryUsePermits—StaffOnlyBoardofAdjustmentTheBoardofAdjustmentreviewsvarianceapplicationsbaseduponasetofrequirementsintheEVDC.TheBoardofAdjustmentmaynotgrantusevariances.ThereisnoappealofaBoardofAdjustmentdecisiontotheTownBoard.AnyappealistotheDistrictCourt,LarimerCounty.BoardofAppealsTheBoardofAppealsisconstitutedpursuanttotheInternationalBuildingCodesforthepurposeofreviewingdecisionsofbuildingofficialspursuanttothecodes.BoardofAppealsdecisionsarefinalandaresubjecttoappealtotheDistrictCourt. RoleofEstesValleyPlanningCommissionTheEstesValleyPlanningCommissionwasestablishedpursuanttotheGAbetweentheTownandLarimerCountyeffectiveFebruary1,2000.FourmembersareappointedbyLarimerCounty,andthreemembersareappointedbytheTownBoard.Membersserveforfouryearterms.ThePlanningCommissionreviewsandrecommendslandusematterstotheBoardsexceptforDevelopmentPlanswhichthePlanningCommissionisthedecision-makingbodywithappealtoeitherBoard.ComprehensivePlanTheEstesValleyComprehensivePlanwasapprovedin1997.TheadoptionofthejointEstesValleyDevelopmentCodeandLandUsedesignationswererecommendedbytheCompPlan.RevisionoftheComprehensivePlanThePlanningCommissionisresponsibleformakingandadoptingaComprehensivePlan.However,followingcertificationofanadoptedComprehensivePlantobothBoards,bothBoardshavetoapprovetheComprehensivePlan.AnnexationsAnnexationsarenotreviewedbythePlanningCommission.AnnexationsaresolelyatthediscretionoftheTownBoard.ThecurrentIGAwiththeCountyrequirestheTownBoardconsiderannexingpropertieswhichmeetcertaincriteriaincluding:•Eligibleforannexation,contiguitywithTownboundaries•Subdivisionoffiveormorelotsforresidentialuse•Rezoning•DevelopmentPlanforcommercialaccommodations,commercial,industrialandmulti-familyofdevelopmentsoftenormoreunitsCurrentLegalIssues•CompPlanvs.EVDCRequirements—DevelopmentPlans.CurrentlythePlanningCommissionhasdeniedtwoDevelopmentPlansbecausetheDevelopmentPlansdidnotmeetcertainrecommendationsoftheCompPlan.TheTownBoardhasoverruledthePlanningCommissiontoapprovetheDevelopmentPlansonthebasisthateachDevelopmentPlanmettherequirementsoftheEVDC.•Takings.Therearetimesduringlandusehearingswhenpropertyownersandapplicantsclaimthatapprovalofthedevelopmentisatakingofprivatepropertyrights.Therehavebeenmanycourtcaseswhichdefinewhatandwhatisnotataking.Thegeneralruleisthatthediminutionofmarketvalueisnotrecognizedasataking.DevelopersalsomayclaimthatrequirementsoftheEVDCresultinatakingoftheirprivatepropertyrights.Thecourtcaseshavealsoruledthatsolongasthereisanexus(aconnectionbetweentheregulationandpurposeofthedevelopment),thereisnotaking. 5/4/2018 Budget Development Process Objectives of Budget Process The Town’s budget process is designed to meet the relevant legal requirements, such as: State Statutes require the Town to adopt an annual budget (CRS 29-1-103) Bond Ordinances also require adoption and submission of a budget Town code requires the Town Administrator to present an annual budget to the Board (2.28.020(3)) Budget process must meet the various deadlines within State Statutes If not adopted by deadline, 90% of current year O&M budget is re-appropriated for the new year (CRS 29-1-108(2) and (3)) 3 5/4/2018 Objectives of Budget Process Operationalize Town Board strategic plan Present a balanced budget meeting fund balance reserve requirements General Fund net fund balance >= 20% of expenditures Integrate Capital Improvement Plan into budget process Include projected revenue and resource limitations beginning in 2019 Use a multi-level budget to track the development and revision process Track changes to amounts budgeted as well as changes to the level of services, personnel or new services proposed Track wage-rate changes separate from level of service changes Evaluate level of service changes prior to entry into budget Provide for public input and feedback prior to adoption 2019 Budget Calendar The following is a summary of the 2019 Budget Development Calendar. As with all plans, the specific dates on this calendar may change as conditions warrant. May 2018 - Departments begin to work on CIP requests June 8, 2018 – Town Board Strategic Planning Meeting June 18, 2018 – Departments begin work on Operating Budget Base Budget Requests Reflect Strategic Plan within Request as Applicable Service Proposal Change Forms & Personnel Position Change Forms Aug 27, 2018 – Leadership Team meets and compiles Leadership Team Budget Sept 24, 2018 – TA Proposed Budget compiled and sent to Town Board 4 5/4/2018 2019 Budget Calendar (Continued) Oct 12, 2018 - First Budget Review Worksession with Town Board Oct 19, 2018 - Second Budget Review Worksession with Town Board Nov 13, 2018 – First Public Hearing – New Budget and CIP at regular Town Board meeting Nov 27, 2018 – Public Hearing – Highway User Trust Fund planned used Nov 27, 2018 – Public Hearing – Final proposed budget Nov 27, 2018 – Final Adoption of 2019 CIP and Operating Budgets Dec 15, 2018 – Certify property tax mill levy to County (statutory deadline) Jan 31, 2019 – Distribute bound CIP and Operating Budgets Multi-Level Budget Process Town will use multi-level budget process for 2019 Department Base Budget Request No service level changes Leadership Team Budget Request Includes Leadership Team recommended service level changes Town Administrator Proposed Budget Includes final TA changes Proposed budget presented to Town Board Final Board Approved Budget Includes final Town Board changes 5 5/4/2018 Personnel Compensation Philosophy Board adopted Policy # 301 Classification and Compensation in Aug 2013 Established a “market based pay for performance” compensation philosophy “Market” is defined to include organizations in the immediate area and other Colorado resort communities Includes both public and private sectors Annual wage surveys are obtained for comparison to Town jobs Mountain States Employers Council Colorado Municipal League Other validated wage surveys Personnel Compensation Philosophy Annual pay scale “market” adjustments are made Midpoint of pay scale (50th percentile) is set for the market average for similar jobs Employees have received a “market adjustment” each year per their pay scale Maintains employee’s relative position on the pay scale Goal is to have majority of workforce at or slightly above midpoint of the pay scale Considered to be a competitive wage for a trained, experienced, and well performing employee 6 5/4/2018 Personnel Compensation Philosophy Merit increases are based upon performance and move an employee along the pay scale Merit increases are only planned and budgeted for years when funding is available 2017 was first merit increase in years 2018 included a small merit increase as well Personnel Budgeting Process Personnel Costs Finance will calculate and enter the personnel costs based on actuals from a mid-year payroll (June) Pay scale market adjustments are factored into calculation Merit increases are only included as funding permits New Positions or Personnel Allocation Changes Use Personnel Position Change Form Will go through review process Personnel Pay Increases/Planned Promotions Pay increase obligations for employees Probationary Increases Certification increases – i.e. WTP Operator 1 to WTP Operator 2 Evaluated for reasonableness by Finance / HR 7 5/4/2018 2019 Budget - Forms Service Proposal Change Form Personnel Position Change Form Wage Increase Worksheet 2018 Budget Process Wrap Up Budget development is over a 9 month process, beginning in April and concluding in Dec-Jan. Primary Dates for Town Board Involvement: June 8, 2018 – Strategic Planning Meeting Oct 12, 2018 – First Budget Review Worksession Oct 19, 2019 – Second Budget Review Worksession Nov 13, 2018 – Public Hearing at Town Board Meeting Nov 27, 2018 – Public Hearing and Final Adoption at Town Board Meeting 8 May 22, 2018 Board Orientation with CIRSA Abilene Paradox June 8, 2018 Strategic Planning Session June 12, 2018 Quarterly Update on Downtown Estes Loop Project Discussion of RTA & Next Steps Review of Town Board Email Policy June 26, 2018 Discussion of Business License Fees Items Approved – Unscheduled: Building Code Changes to Facilitate Redevelopment 3rd Party Building Inspections Revist Policy 402 Regarding Fee Waiver Requests Items for Town Board Consideration: Update on Dry Gulch Workforce Housing Project Review of Policy 103 Discussion of Stormwater Utility Review of VEP Operating Plan Future Town Board Study Session Agenda Items May 8, 2018 9 10