Loading...
HomeMy WebLinkAboutPACKET Town Board Study Session 2018-07-10 Tuesday, July 10, 2018 TOWN BOARD 5:00 p.m. – 6:40 p.m. STUDY SESSION Rooms 202/203 4:45 p.m. - Dinner 5:00 p.m. Housing Authority Project on Highway 7. (Executive Director Hawf) 5:35 p.m. Annexation of Fawn Valley and Other Enclaves. (Town Administrator Lancaster) 6:05 p.m. Review of Policy 671 – Town Funding of Outside Entities. (Assistant Town Administrator Machalek) 6:35 p.m. Trustee & Administrator Comments & Questions. 6:40 p.m. Future Study Session Agenda Items. (Board Discussion) 6:45 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 4:30 p.m. AGENDA 1       2 EstesParki_I!i_•c_:.LfrP?,:HousingAuthorityJuly10,2018TownofEstesParkTrustees,TheEstesParkHousingAuthority(EPHA)isseekingsupportinbuildingadevelopmentwehaveplannedat1551S.St.VramAye,PeakViewApartments.Weareaskingforaloanofupto$550,000fromtheTownofEstesParktotheclosethegapona26-unitdevelopment.100%workforcehousing.Thisloanwouldberepaidin5yearswithanegotiableinterestrate.Whileweareaskingforyoursupportonthistoday,loanfundsi1lnotbeneededuntil2019.Inaddition.EPHAwillalsopursuearequesttotheTownBoardforwatertapandotherfeewaivers(approximately$240,000).ThePeakViewDevelopmentCostsandSourcesEstimatedDevelopmentCost:$7,500,000Estimated1Mortgage:-$4,500,000EPHACash:-$1,000,000EquityfromanEPHAproperty:-$610,000WaivedDeveloperFees(EPI-IA):-$225.000$1,165,000GapIfapproved,watertapandotherfeewaivers:-$250,000Ifapproved,loanfunds:-$550.000$365,000FundsloanedorusedtosupportEPHAdevelopmentsarereturnedtothiscommunitythroughitshousingneeds.Wearenrnfor-profitandintendtobeinthecommunityforyearstocome.Previous,loanshavebeendisbursedtoEPHAandhavebeenrepaid.Ourcommunityfindrequestshavedeceasedbynearly20%yearoveryear.Anotheroptionfortheaboverequestedfundswouldbetobeusedtopurchaseormasterleaseunitsatthisproperty.Welookforwardtoadditionalconversationandquestionsonthisrequest.Thankyouforyourconsideration,EstesParkHousingAuthority EXISTING(4-UNIT)BUILDINGTOBEREMOVEDiWOSTORY1,1I,I,UV—7/VKy’NN.THREESTORYI,CDCD0CInus°C‘UO-IDt‘I‘II////III:/I,//////////////I’/I//I,(13)2-BDRM:+1-950sf(6)l-BDRM:/-800sf73-SDRM:+1-1,100sf56PARKINGSPACES20*2=40970.586.9140BftSlSmii©aasisNth€flnvPCIssue:ConceptualDate:711012017‘I.—h.CPt‘4a)‘0>0I——CoSheetTitle:SitePlanSheelNo:A4bSitePlan1”=40’N 74TEcJ4-tncI£p-—‘g!E;.4IC’1—“——II-.——-—•—-%J___I-4--,:----,\---4‘1--——trt::1/•ttitt1-eWI-rif;i-I—n4-—51SC‘C,-1I•--—-----—r—In:-!L;,:.ErYr—---;•I_-•j.r:.r--,—--f‘—÷.rr---—Li1r½!‘•‘LtjjC-,-NrI‘•IS‘II;—-—LJ1ct:—-j---       ADMINISTRATION Report To: Honorable Mayor Jirsa Board of Trustees Through: Town Administrator Lancaster From: Travis Machalek, Assistant Town Administrator Date: July 10, 2018 RE: Review of Policy 671 – Town Funding of Outside Entities Objective: Complete scheduled review of Policy 671 – Town Funding of Outside Entities. Present Situation: The Town Board adopted Policy 671 in 2017 to establish a uniform process for distributing funding to outside entities. The policy is now up for its first review. Proposal: Staff is recommending three significant changes to the policy: (1) clarifying reporting requirements so that the required annual reports are more readily usable by the Town, (2) making Base-funding organizations ineligible for Community Initiative funding, and (3) eliminating the in-kind request option for Community Initiative funding and Event Sponsorship funding. Staff is proposing more detailed language for the reporting requirements for Base funding and Community Initiative funding. At present, there is no guidance in the policy regarding either length or level of detail for these reports. Accordingly, the end product delivered by each agency varies greatly. The proposed change provides clarity and would result in press-release style annual reports that would be more readily usable by the Town in communicating the impact that the funding has on both the receiving entities and the community. In 2017, multiple Base funding organizations applied for both Base funding and Community Initiative funding. Staff believes that it is more appropriate for organizations that are eligible for Base funding to apply for their total funding request through that process, and not dip into Community Initiative funds (which are intended to be more widely accessible). The proposed edit would require organizations eligible for Base funding to request their full funding amount through the Base-funding process. The final significant change that staff is recommending is to remove the ability to apply for in-kind funding through the Community Initiative funding and Event Sponsorship funding processes. The majority of these requests have been for waivers of Events 3 Division fees (e.g. Bond Park rental fees, Performance Park set-up fees, etc.). Staff believes that these requests can be more appropriately handled by having organizations request cash event sponsorships from the Town that they can use to pay these fees. This enables the Town to support the event without decreasing Event Division revenue. One-off requests for Town staff time (for example, the staff time that was used to assist in the construction of the Community Garden) would be handled on a case-by-case basis by staff. The Board may also wish to evaluate the list of entities that are eligible to apply for Base funding (Section 3.a.ii). Advantages: • Provides clarity on annual reporting requirements; • Maintains distinct funding pools for Base funding, Community Initiative funding, and Event Sponsorship funding; and • Continues to refine and streamline the Town’s process for funding outside entities. Disadvantages: • Limits diversity of funding opportunities for Base-funding eligible entities; and • Eliminates ability of groups to ask for fee-waivers for Events Division activities. Finance/Resource Impact: The Town granted $198,800 in Base funding and $31,176 in Community Initiative funding in 2018 ($229,976 total). Event Sponsorships were budgeted at $7,000. Level of Public Interest Medium. All organizations that have requested grant funding from the Town of Estes Park over the past two (2) years were notified of this study session. 4 Document Title Policy 671 – Town Funding of Outside Agencies 7/5/18 Revisions: 0 Town of Estes Park, Finance Page 1 of 5 Effective Period: Until superseded Review Schedule: Triennially Effective Date: 0908/01/20172018 References: Governing Policies Manual 3.11 FINANCE 671 Town Funding of Outside Entities 1. PURPOSE To provide a process by which the Town of Estes Park allocates and distributes funding to outside entities. 2. POLICY The Town of Estes Park recognizes the important role that outside entities play in meeting the needs of the residents of the Estes Valley. Accordingly, when adequate funds are available, the Town may make financial contributions to these entities in accordance with the procedure below. 3. PROCEDURE a. Base Funding i. Purpose Base funding from the Town is intended to support the general operations and overhead of nonprofit entities that play a critical role in supporting the Town’s Strategic Plan. ii. Eligibility The following entities are eligible to apply for Base funding from the Town of Estes Park: 1) Crossroads Ministry of Estes Park 2) Estes Park Economic Development Corporation 3) Estes Park Housing Authority 4) Estes Park Nonprofit Resource Center 5) Estes Valley Crisis Advocates 6) Estes Valley Investment in Childhood Success 7) Salud Family Health Centers (Estes Park) 5 Document Title Policy 671 – Town Funding of Outside Agencies 7/5/18 Revisions: 0 Town of Estes Park, Finance Page 2 of 5 8) Via Mobility Services iii. Review of Eligible Entities The Town Board will review the list of entities eligible to apply for Base funding every three (3) years in June (first review date June 2018)at every scheduled review of this policy. This review will also include opportunity for public comment. iv. Application Eligible entities seeking Base funding from the Town shall submit a completed “Base Funding Application” (Exhibit A) to the Assistant Town Administrator by July 1st of each calendar year for the next year’s budget (i.e. by 07/01/2017 for the 2018 budget year). v. Process Applications for Base funding will be processed as a departmental budget request by Town staff and presented to the Town Board as such. The following information will be presented by staff to the Town Board during the public budget hearings: 1) The Base funding request from each entity; and 2) The Base funding support recommended by the Town Administrator. vi. Annual Report Any entity receiving Base funding must submit an annual report to the Assistant Town Administrator by May 30th of the year following the year in which funding was received (i.e. May 30th, 2019 for funding received for the 2018 calendar year). This report must be no more than 350 words and should be structured as a press release on what programs and services the entity used the Town funding to support. b. Community Initiative Funding i. Purpose Community Initiative funding is intended to support specific projects and programs that advance one or more Outcome Areas in the Town’s Strategic Plan. ii. Eligibility Any entity or group serving the Estes Valley is eligible to apply for Community Initiative funding, except those groups receiving Base funding under Section 3.a of this policy. Base funding recipients must ask for all desired funds through the Base funding process. 6 Document Title Policy 671 – Town Funding of Outside Agencies 7/5/18 Revisions: 0 Town of Estes Park, Finance Page 3 of 5 iii. Application Eligible entities seeking Community Initiative funding shall submit a completed “Community Initiative Funding Application” (Exhibit B) to the Executive Assistant in Administration on or before August 31st of every year. iv. Process Applications for Community Initiative funding will be reviewed and ranked by each Board member individually in advance of the annual public budget hearings. Funding decisions will be made by the Board as a whole and will be adopted along with the budget. v. Criteria The following criteria will be used in the evaluation of Community Initiative funding applications: 1) Application Quality – is the application complete and does it adequately describe the proposed project or program? 2) Strategic Plan Advancement – how well, or to what degree, does the proposed project/program advance the Town’s Strategic Plan? 3) Initiative Reach – how many residents of the Estes Valley will benefit from the proposed project or program? vi. In-Kind Requests Applicants for Community Initiative funding may request in-kind support from the Town. Town staff will evaluate the request and include a staff recommendation when forwarding the request to the Board. vii.vi. Project Report Any recipient of Community Initiative funding must submit a project/program report to the Assistant Town Administrator upon completion of the project/program that received funding from the Community Initiative funding process. The report must be no more than 350 words and should be structured as a press release that the Town may use to tell the story of the project. c. Event Sponsorship Funding i. Purpose Event Sponsorship funding is intended to demonstrate the Town’s support for community events. ii. Eligibility Any nonprofit organization that is organizing a local event (serving the Estes Valley) that is open to the public may request Event Sponsorship funding from the Town. 7 Document Title Policy 671 – Town Funding of Outside Agencies 7/5/18 Revisions: 0 Town of Estes Park, Finance Page 4 of 5 iii. Application Eligible entities seeking event sponsorship funding shall submit a completed “Event Sponsorship Funding Application” (Exhibit C) to the Executive Assistant in Administration. iv. Process All Event Sponsorship funding applications will be reviewed and awarded by the Leadership Team. No sponsorship shall exceed $1,000 and an organization may only receive one (1) sponsorship per calendar year (no in-kind funding requests will be considered). A budget for event sponsorships will be adopted annually and will be distributed on a first-come, first-served basis. v. Criteria The Leadership Team will evaluate Event Sponsorship funding applications using the following criteria: 1) Vision Alignment – does the event align with the Town’s Vision? 2) Cost of Event Attendance – is the event free or affordable for the general public? 3) Reach of Event – how many people does the event expect to attract? 4) Other Funding – have the organizers of the event received any other funding? d. Limitations on Off-Cycle Funding Requests i. Definitions For the purposes of this policy, an “Off-Cycle Funding Request” is any request for financial support from an eligible outside entity that occurs outside of the procedures established in Sections 3.a, 3.b, and 3.c of this policy. ii. Purpose The Town of Estes Park strives to consider all funding requests from eligible outside agencies in a holistic manner in order to best prioritize these requests. To this end, the Town does not accept or grant off-cycle funding requests with the exception of those described in Section 3.d.iii. iii. Exceptions The Town will only consider off-cycle funding requests from entities that are eligible for Community Initiative funding, and only in the following circumstances: 1) The Town is being asked to fund the final gap of a fundraising effort for a time-sensitive project or program, and the Town’s contribution represents twenty-five percent (25%) or less of the total amount fundraised; or 8 Document Title Policy 671 – Town Funding of Outside Agencies 7/5/18 Revisions: 0 Town of Estes Park, Finance Page 5 of 5 2) There is a time-limited opportunity to leverage a significant amount of outside funding (at least a 1:1 match of the funding requested from the Town). iv. Application Eligible entities seeking off-cycle funding must submit the following to the Town Administrator: 1) A completed “Community Initiative Funding Application” (Exhibit B); and 2) A letter (no more than 500 words) explaining why the request qualifies under one of the exceptions listed in Section 3.d.iii of this policy. v. Process If the off-cycle funding request application falls under one of the two exceptions listed in Section 3.d.iii of this policy, the Town Administrator will schedule the consideration of said request as an action item for a Town Board meeting. Approved: _____________________________ Todd Jirsa, Mayor _____________ Date 9 POLICY 671 – EXHIBIT A Page 1 of 1 Base Funding Application 2018 Funding Year: ______ Entity Name:___________________________________________________________ Contact Person:__________________________ Title:__________________________ Phone: ____________________________ E-mail:_____________________________ Address:_______________________________________________________________ Base Funding requested: $_________________ 1. If your Base Funding request has increased by more than $5,000 from the previous year, please explain what the additional funding would support. 2. Please attach the most recent fiscal year-end financial statements reflecting your entity’s beginning and ending balances for the year. This requirement can be met by submitting one or more of the following: a. Financial statements as approved by your board b. Audited statement or review by an outside expert c. Most recently filed IRS Form 990 3. Please list all anticipated funding sources for the current and coming year. Be sure to highlight any opportunities to leverage Town funds with external funds. 4. Please attach a list of your Board of Directors with names, Board titles, and contact information (email, phone, and/or address). I swear and affirm that all of the information included in this application, its attachments, and its supplemental documents is true and correct to the best of my knowledge. _______________________________ _______________________________ Entity Director Board President/Chair 10 POLICY 671 – EXHIBIT B Page 1 of 2 Community Initiative Funding Application 2018Funding Year: ______ Project or Program Title:__________________________________________________ Entity: ________________________________________________________________ When was your entity established?:_________________________________________ Contact Person:__________________________ Title:__________________________ Phone:___________________________ E-mail:_______________________________ Address_______________________________________________________________ Dollar amount requested for 2018: $_________________ Description of in-kind service requested (if applicable): _________________________ ______________________________________________________________________ ______________________________________________________________________ Please provide the following information to help us assess your entity’s eligibility: Is your entity currently serving the Estes Valley? Y___ N___ 1. What is the mission of your organization (100 words max)? 2. Describe the project or program that will be supported with the assistance to the Town of Estes Park funding if granted (500 words max). a. Please attach your anticipated detail budget for this project or program. 3. How does this project or program advance the Town’s Strategic Plan (https://www.colorado.gov/pacific/townofestespark/strategicplan) (500 words max)? 4. What population and geographic area will be targeted for service through this project or program (200 words max)? 11 POLICY 671 – EXHIBIT B Page 2 of 2 5. How many people in the Estes Valley (total and unduplicated) do you expect to serve with this project or program? 6. How will you measure the success of the project or program for which funding is requested (200 words max)? 7. Who will be responsible for the administration of the project or program for which you are requesting funding (name, title, and entity only)? 8. Are there currently any other entities or organizations providing similar projects or programs in the Estes Valley? If so, please identify them and describe any cooperation (250 words max). 9. Please attach the most recent fiscal year-end financial statements reflecting your entity’s beginning and ending balances for the year. This requirement can be met by submitting one or more of the following: a. Most recent financial statements as approved by your board b. Most recent audited statement or review by an outside expert c. Most recently filed IRS Form 990 10. Please list all anticipated funding sources for this project or program. Be sure to highlight any opportunities to leverage Town funds with external funds. 11. Please attach a list of your Board of Directors with names, Board titles, and contact information (email, phone, and/or address). 12. Please indicate the percentage of your Board Members who have contributed funds to your project or program during the past year (please note that we are not interested in the amounts given by individual Board Members, but instead in the percentage of the Board Members who have financially supported the organization). I swear and affirm that all of the information included in this application, its attachments, and its supplemental documents is true and correct to the best of my knowledge. _______________________________ _______________________________ Entity Director Board President/Chair 12 POLICY 671 – EXHIBIT C Page 1 of 2 Event Sponsorship Funding Application Applicant/Entity Name:___________________________________________________ Contact Person:__________________________ Title:__________________________ Phone:___________________________ E-mail:_______________________________ Address:_______________________________________________________________ Dollar amount requested (maximum funding $1,000): $_________________ In-Kind Service Requested (maximum financial equivalent of $1,000): ______________ ______________________________________________________________________ ______________________________________________________________________ Please provide the following information to help us assess your entity’s current non- profit status: Current Federal Employer Identification Number:_________________________ Registered with Colorado Secretary of State as non-profit?: Yes _____ No _____ Filed for 501(c)(3) with IRS?: Yes _____ No _____ Received non-profit status from the IRS?: Yes _____ No _____ Is another agency serving as your fiscal agent?: Yes _____ No _____ (If “yes,” list the agency’s name, address, and contact person) __________________________________________________ 1. Please provide the name, date, and location of the event. 2. Please describe the event (no more than 500 words). 3. How many people are projected to attend the event? 13 POLICY 671 – EXHIBIT C Page 2 of 2 4. Is there an event admission fee? If so, how much? 5. Please list all other committed sponsors. 6. Please list any event partners. Town of Estes Park Event Sponsorship Applicant Declaration and Acceptance of Conditions 1. In the event that any funds allocated are not used for the event as described in this application, or if there are misrepresentations in the application, the amount of the funds allocated will be re-payable immediately to the Town of Estes Park. 2. The applicant will make or continue to make attempts to secure funding from sources other than the Town of Estes Park. 3. The applicant agrees that the event shall not be represented as a Town service, event, or program in any way (the only relationship being that the Town has approved and granted financial assistance to the applicant). 4. Any sponsorship recipient shall indemnify and hold harmless the Town of Estes Park and its employees and officers against any claims, costs, fines, or any other losses or penalties related to the event for which a sponsorship has been awarded. 4.5. The Town will be listed at the appropriate sponsorship level on all event materials. We swear and affirm that all of the information included in this application, its attachments, and its supplemental documents is true and correct to the best of our knowledge and is endorsed by the Entity which we represent. _______________________________ _______________________________ Applicant Board President/Chair _______________________________ ______________________________ Date Date Formatted: Font: (Default) Arial Formatted: Indent: Left: 0.5", No bullets or numbering 14 July 24 , 2018 • Update on Dry Gulch Workforce Housing Project • Discussion of Stormwater Utility September 11, 2018 • Quarterly Update on Downtown Estes Loop Project September 25, 2018–No Study Session October 9, 2018 • Review of VEP Operating Plan December 11, 2018 • Quarterly Update on Downtown Estes Loop Project • Final Review of Strategic Plan Items Approved – Unscheduled: • Building Code Changes to Facilitate Redevelopment • Revisit Policy 402 Regarding Fee Waiver Requests • Discussion of Modification of Flood Plain Ordinance to Utilize Best Available Flood Zone Data • Discussion of Removing 500 Foot Limit for Liquor Licenses • Benefits of Roundabouts Items for Town Board Consideration: • None Future Town Board Study Session Agenda Items July 10, 2018 15 16