HomeMy WebLinkAboutPACKET Town Board 2018-04-24The Mission of the Town of Estes Park is to provide high‐quality, reliable
services for the benefit of our citizens, guests, and employees, while
being good stewards of public resources and our natural setting.
The Town of Estes Park will make reasonable accommodations for access to Town
services, programs, and activities and special communication arrangements for persons
with disabilities. Please call (970) 577-4777. TDD available.
BOARD OF TRUSTEES - TOWN OF ESTES PARK
Tuesday, April 24, 2018
7:00 p.m.
----------- CURRENT BOARD OF TRUSTEES ----------
PLEDGE OF ALLEGIANCE.
(Any person desiring to participate, please join the Board in the Pledge of Allegiance).
AGENDA APPROVAL.
PUBLIC COMMENT. (Please state your name and address).
TOWN BOARD COMMENTS / LIAISON REPORTS.
TOWN ADMINISTRATOR REPORT.
Organizational Plan.
1.CONSENT AGENDA:
1.Town Board Minutes dated April 10, 2018.
2.Bills.
3.Committee Minutes:
A. None.
4.Transportation Advisory Board Minutes dated March 21, 2018 (acknowledgement
only).
5.Parks Advisory Board Minutes dated March 15, 2018 (acknowledgement only).
6.Estes Valley Planning Commission Minutes dated March 20, 2018
(acknowledgement only).
7.Dynamic Message Signs Construction Contract, Sturgeon Electric Company, Inc.,
$153,250, Budgeted.
8.Appointments to the Family Advisory Board:
Nancy Almond, Reappointment, 3-year term expiring April, 30, 2021.
Rachel Balduzzi, Reappointment, 3-year term expiring April 30, 2021.
Jodi Roman, Reappointment, 3-year term expiring April 30, 2021.
Prepared 4/13/18
1
NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was
prepared.
ACKNOWLEDGEMENT OF MAYOR PRO TEM KOENIG, TRUSTEE HOLCOMB AND
TRUSTEE NELSON.
2. ACTION ITEMS:
1.SWEARING-IN CEREMONY FOR NEWLY-ELECTED TRUSTEES. Municipal
Judge Brown.
Trustees: Carlie Bangs, Marie Cenac & Ken Zornes.
2.APPOINT MAYOR PRO TEM.
3.TOWN BOARD POLICY 101 – BOARD ASSIGNMENTS.
4.STAFF APPOINTMENTS.
1. Town Officers:
-Town Clerk
- Town Treasurer/Town Clerk Pro Tem
-Town Attorney
-Assistant Town Attorney
-Municipal Judge
-Assistant Municipal Judges
2.Town Administrator
3. ADJOURN.
10-MINUTE RECESS
NEW SLATE – BOARD OF TRUSTEES
2
TOWN ADMINISTRATOR Memo
To: Honorable Mayor Jirsa
Board of Trustees
From: Frank Lancaster, Town Administrator
Date: April 24th, 2018
RE: Town Organizational Plan
Objective: To present the Town Board the 2018 organizational plan and possible
changes to the plan, as required by Policy 3.13
Present Situation:
Policy 3.13 states:
With respect to internal organizational structure of the Town, the Town
Administrator will maintain a current organizational plan (organizational chart) of
the Town, in a graphical format including through the division level. The Town
Administrator will update the plan annually. The current plan shall be included in
the Comprehensive Annual Financial Report each year and presented to the
Board of Trustees at the first regular meeting following the certification of the
results of each biennial election.
Proposal:
Currently no changes are proposed to the Town structure and the current plan is
attached.
With several new services pending, I am considering several changes to the structure,
but I am not proposing any changes at this time. Several of these services are still
under consideration by the Town Board and any structural changes would follow Board
action on these services. (Parking Management, Stormwater Utility, Broadband Utility)
Advantages:
• Provides formal organizational structure for the efficient and effective operation of
Town government.
Disadvantages:
• none
3
Action Recommended:
None required. The organizational plan is the responsibility of the Town Administrator
and is presented to the Town Board biennial for information only.
Level of Public Interest
Low
Attachments:
a) Current organizational Plan
4
January 1, 2018
Organizational Plan
CITIZENS
MAYOR AND TRUSTEES
Municipal Judge Town Attorney
Utilities Police Finance Community
Services
Light &Power
Water
IT
Planning
Building
Town Clerk
HR
Engineering
Parks
Streets
Facilities
Fleet
Asst. Town Administrator Public
Information
Town Administrator
Community
Development
Administrative
Services
Public
Works
Cultural
Services
Museum
Fairgrounds and Events
Visitor Services
Risk Management
5
6
Town of Estes Park, Larimer County, Colorado, April 10, 2018
Minutes of a Regular meeting of the Board of Trustees of the Town of Estes
Park, Larimer County, Colorado. Meeting held in the Town Hall in said
Town of Estes Park on the 10th day April, 2018.
Present: Todd Jirsa, Mayor
Wendy Koenig, Mayor Pro Tem
Trustees Bob Holcomb
Patrick Martchink
Ward Nelson
Ron Norris
Cody Rex Walker
Also Present: Frank Lancaster, Town Administrator
Travis Machalek, Assistant Town Administrator
Greg White, Town Attorney
Jackie Williamson, Town Clerk
Absent: None
Mayor Jirsa called the regular meeting to order at 7:00 p.m. and all desiring to do so,
recited the Pledge of Allegiance.
AGENDA APPROVAL.
It was moved and seconded (Holcomb/Koenig)to approve the Agenda with the
removal of Planning Commission Item 2.2.C,and it passed unanimously.
PUBLIC COMMENTS.
Gordon Peterson/ County citizen stated the Town Board should write a letter to WAPA to
request a comprehensive study of the cost to underground the Lake Estes power lines in
conjunction with the replacement of wooden posts with steel poles currently under review
by WAPA.
Gordon Slack/Town citizen stated the individuals speaking out against the workforce
housing development off Grand Estates were voicing their concerns regarding issues
related to the plan and not workforce housing.
Johanna Darden/Town citizen supported the comments of Mr. Slack and stated the
development contained deviations from the Estes Valley Development Code.
Charley Dickey/Town citizen stated support for the job performance of Town
Administrator Frank Lancaster. The Estes Valley Partners for Commerce appreciate the
support he has shown in key issues that come before the Town and his contributions to
the community.
Pat Newsom/Town citizen stated concern with the development of a commercial cultural
facility in the Stanley home located at 415 W. Wonderview and zoned E-1 Single-Family
Estate. She also stated concern with allowing schools in all zoning districts, including
residential.
TOWN BOARD COMMENTS
Mayor Jirsa recognized National Public Safety Telecommunicator Week and thanked the
dispatch staff for their service to the community. He stated the 2017-2018 Community
Spotlight has been delivered.
Trustee Norris stated the Family Advisory Board met last week. The Estes Valley
Planning Commission held a meeting earlier in the day to discuss allowing schools in all DRAFT7
Board of Trustees – April 10, 2018 – Page 2
zoning districts, discussed the number of non-compliant properties in the valley, and how
the Development Code addresses workforce housing and daycare services.
Trustee Walker thanked the Ambassadors for their service to the community.
Mayor Pro Tem Koenig congratulated those unofficially elected to the Town Board during
the April 3, 2018 election, including Carlie Bangs, Marie Cenac and Ken Zornes. She
also thanked Trustees Holcomb and Nelson for their service to the community.
TOWN ADMINISTRATOR REPORT.
Governance Policy Report – 3.3 Strategic Planning and 3.7 Emergency Management.
Administrator Lancaster reported noncompliance with 3.3.5. because of the late flood
recovery reimbursement from FEMA which dropped the ending fund balance in 2017 to
15%. He reported partial compliance with 3.3.8.
Administrator Lancaster recognized the graduation of Captain Rose and Captain Pass
from the School of Police Staff and Command (SPSC) at Northwestern University.
1. CONSENT AGENDA:
1. Town Board Minutes dated March 27, 2018.
2. Bills.
3.Committee Minutes – None.
4. Family Advisory Board Minutes dated March 1, 2018 (acknowledgement only).
5. Estes Park Board of Adjustments Minutes dated March 6, 2018
(acknowledgement only).
6. Events Complex Arenas 1-3 Footing Renovation, Left Hand Excavating,
$124,991.50 - Budgeted.
7. Town Administrator Policy Governance Report Acceptance.
It was moved and seconded (Walker/Norris)to approve the Consent Agenda,and
it passed unanimously.
2. PLANNING COMMISSION ITEMS:
1. CONSENT ITEMS:
A. FINAL TOWNHOME PLAT, RAVEN ROCK TOWNHOMES,
PROMONTORY DRIVE AT MARYS LAKE ROAD, JAMES R. MACKEY
AND SUSAN M. MACKEY.Request continuance to May 8, 2018. It was
moved and seconded (Koenig/Holcomb)to approve the Planning
Commission Consent Agenda, and it passed unanimously.
2. ACTION ITEMS:
A. AMENDED PUD, AMENDED DEVELOPMENT PLAN, DP 2017-09, AND
AMENDED PRELIMINARY CONDOMINIUM MAP, FALL RIVER VILLAGE
II, 200 BLOCK OF SUNNY ACRES COURT.Mayor Jirsa opened the public
hearing. Planner Becker stated the amended Development Plan, DP 2017-
09 was added in error. She reviewed the requested waiver to density to allow
a previously approved two-three-bedroom rental duplex unit and approve the
unit as a one bedroom-eight-unit building. The open space approved in Outlot
B approved through the PUD process would increase by 20% with the
proposed change. A secondary access would enhance emergency access
to the lower Fall River Village. All previously approved modifications and
approved waivers would not change. Mayor Jirsa closed the public hearing.
It was moved and seconded (Koenig/Holcomb)to approve the Amended
Fall River Village II PUD and Amended Preliminary Condominium Map,
and it passed unanimously.DRAFT8
Board of Trustees – April 10, 2018 – Page 3
B. ORDINANCE #05-18 AMENDING THE ESTES VALLEY DEVELOPMENT
CODE ADDING SCHOOLS TO CERTAIN RESIDENTIAL AND NON-
RESIDENTIAL ZONING DISTRICTS, MODIFYING “SCHOOL”
DEFINITIONS, AND ADJUSTING PROCEDURES FOR SCHOOL
REVIEWS.Mayor Jirsa opened the public hearing. Planner Woeber
provided a review of the amendments to the Estes Valley Development Code
(EVDC) to allow schools in all zoning districts with an S2 Special Review, to
clarify definitions of various public schools (public and non-public), and to
remove procedures for reviewing public school development that are contrary
to Colorado Revised Statutes. He stated currently the code allows schools
in only four zoning districts. The review of the code regulations was prompted
by the potential expansion project at the Eagle Rock school, zoned RE-1
Residential Estate, to include employee housing and other facilities on the
campus. The amendment would allow Eagle Rock to move forward with their
proposed expansion project in 2018. The revision supports the concept of
neighborhood schools in a residential setting and considered a best practice
in education and planning and zoning. The change would provide Eagle Rock
School the ability to become legally conforming. The Estes Valley Planning
Commission recommended approval of the code changes with Commissioner
Baker and White voting “No” stating schools should not be located in
residential zoning districts.
Jeff Little/Eagle Rock Head of School stated the code change would allow the
school to create housing on the property to aid in recruiting employees. The
proposal would house 14 staff on campus. The school has funding to build a
triplex this summer, however, if delayed the project would not move forward
until next year.
Gordon Slack/Town citizen questioned if the proposed code change would
allow an auto repair school to go into a residential district. Attorney White
stated the school would have to be approved by Special Review.
Johann Darden/Town citizen stated reservation regarding the proposal to
allow schools in residential zoning district because of issues such as parking,
the need to widen roads, etc.
Kent Smith/Town citizen stated there has been an initiative in the state to
have residential schools.
Carlie Bangs/Town citizen stated the Roots Community School, which had to
close, included 1st grade and was considered a school. One of the main
reasons the school closed was due to the difficulty in finding a location.
Mayor Jirsa closed the public hearing. Attorney White read Ordinance #05-
18. It was moved and seconded (Norris/Holcomb)to approve Ordinance
#05-18 with the addition of a traffic study,and it passed unanimously.
C. ORDINANCE #06-18 AMENDING THE ESTES VALLEY DEVELOPMENT
CODE CHAPTER 6 ADDING PROVISIONS FOR EXTENSION,
EXPANSION, OR ENLARGEMENT OF NON-CONFORMING USES.Item
removed from the agenda.
3. ACTION ITEMS:
1. MEMORANDUM OF UNDERSTANDING (MOU) WITH PLATTE RIVER
POWER AUTHORITY (PRPA) FOR FIBER CONSTRUCTION TO GLEN
HAVEN. Director Bergsten presented the MOU to allow Light and Power to
construct a fiber optic route from Town Hall to Glen Haven for PRPA to create a
redundant fiber optic route between Loveland and Estes Park. The segment
between Drake and Glen Haven was completed in 2016 in conjunction with the
CR 43 flood recovery construction. Light and Power to install a product whichDRAFT 9
Board of Trustees – April 10, 2018 – Page 4
would lower the cost of installing additional fiber optics in the future, thereby
decreasing the cost of future smart grid and broadband construction costs. The
division would absorb the $60,000 cost of using the product. PRPA would
reimburse Light and Power for the construction cost of $649,000. Attorney White
stated a contract outlining the work to be completed would come forward for the
Board’s consideration at an upcoming meeting. It was moved and seconded
(Holcomb/Koenig)to approve the Memorandum of Understanding with
Platte River Power Authority and the Town of Estes Park for fiber
construction to Glen Haven, and it passed unanimously.
2. FEE WAIVER REQUEST – GRAY HAWK COURT/CRABAPPLE LANE,
HABITAT FOR HUMANITY OF THE SAINT VRAIN VALLEY INC.Planner
Woeber presented a request for a fee waiver for building permit fees to facilitate
the construction of two attainable housing units to be built by Habitat for
Humanity. The fees include permit and plan review fees estimated at a cost of
$6,316.05. Staff recommended the Board consider the approval of a fee waiver
not to exceed $6,950.00. The request complies with Policy 402.
Board discussion was heard on the need to consider a line item in the 2019
budget for fee waivers instead of decreasing the revenues to the Building division
or other departments of the Town. The Board further stated support for Habitat
for Humanity and for the work they do in the community. It was moved and
seconded (Walker/Martchink)to approve the Fee Waiver Request for Gray
Hawk Court/Crabapple Lane by Habitat for Humanity of the Saint Vrain
Valley Inc. as recommended by staff, and it passed unanimously.
3. FEE WAIVER REQUEST – 260 STANLEY AVENUE, KINGSWOOD HOMES.
Planner Woeber presented a request to waive building permit fees and plan
review fees for a seven-unit workforce housing development to be constructed
by contractor Mike Kingswood of Kingswood Homes. Staff recommends the
approval of $4,125 in fee waivers because the development complies with Policy
402.
Trustee Martchink stated concern with the approval of a fee waiver for a private
development versus a nonprofit, Habitat for Humanity. He stated there are
additional and larger developments being proposed that contain workforce
housing through the density bonus. He stated Policy 402 provides for a fee
waiver request and not a fee waiver guarantee.
After further discussion, it was moved and seconded (Koenig/Walker)to
approve the Fee Waiver Request for 260 Stanley Avenue by Kingswood
Homes as recommended by staff, and it passed unanimously.
Mayor Pro Tem Koenig requested staff review the policy to address larger
developments, review other items besides fee waiver to assist the development
of workforce housing, and developing fee waiver criteria for workforce housing.
4. ORDINANCE #07-18 AMENDING THE ESTES PARK MUNICIPAL CODE
CHAPTER 5.20 BUSINESS LICENSES.Mayor Jirsa opened the public hearing.
Town Attorney White provided a review of the amendments to the Municipal
Code to address and clarify a number of issues regarding the types of
businesses, occupations, and professions required to obtain and maintain a
business license, and address the administration of business licenses. The
amendments would provide updated definitions, clarify the need for
accommodation units individually owned and operated as vacation homes to
obtain a license/registration, establish a bed and breakfast fee in line with
vacation homes, establish a $25 fee for outdoor mobile food vending and
individual service contractor license, clarify all businesses are required to have a
sales tax license must provide a copy of the current sales tax license before
obtaining a business license, and provide exception for businesses operating
solely on Town owned property, the Estes Valley Recreation and Park DistrictDRAFT
10
Board of Trustees – April 10, 2018 – Page 5
and the Park School District, professional performing artists, and any
organization/entity having tax exempt status.
Board discussion followed and has been summarized: the individual service
contractor language does not provide clear understandable language; the
business license fee protects the local businesses from individuals that come to
Estes Park for a one-day event; discussion on the need to review the entire
business license fee structure as the current fees are substantially higher than
other surrounding communities; a reduced fee for short term vendors should be
considered; and concern raised on the budgetary impact lowering the fees would
have on revenues.
Kent Smith/Town citizen stated the business license provides compliance and
the fee charged is irrelevant. The Town needs to ensure businesses are
collecting and remitting sales tax.
Charley Dickey/Town citizen stated the Town should gather business and citizen
input before making a decision.
Craig Ellsworth/County citizen stated the Town should consider a higher initial
fee and a lower renewal fee if paid on time. A late fee commensurate to the initial
fee could be established to encourage timely payment of the renewal fee.
Mayor Jirsa closed the public hearing. Attorney White read the Ordinance. It
was moved and seconded (Walker/Koenig)to table Ordinance #07-18 and
hold a study session meeting in June to discuss the item further, and it
passed with Trustee Holcomb voting “No”.
4. REQUEST TO ENTER EXECUTIVE SESSION:
It was moved and seconded (Koenig/Holcomb) to discuss a personnel matter
under Section 24-6-402(4)(f), C.R.S. and not involving: any specific employees
who have requested discussion of the matter in open session; any member of
the Town Board (or body); the appointment of any person to fill an office of
the Town Board (or body); or personnel policies that do not require discussion
of matters personal to particular employees – Town Administrator Annual
Review, and it passed unanimously.
The Board entered Executive Session at 9:17 p.m. and concluded at 10:47 p.m.
Whereupon Mayor Jirsa adjourned the meeting at 10:47 p.m.
Todd Jirsa, Mayor
Jackie Williamson, Town ClerkDRAFT
11
12
Town of Estes Park, Larimer County, Colorado, March 21, 2018
Minutes of a regular meeting of the Transportation Advisory Board of the Town of Estes
Park, Larimer County, Colorado. Meeting held in the Room 203 of Town Hall on the 21st
day of March, 2018.
Present: Kimberly Campbell
Gordon Slack
Ken Zornes
Tom Street
Belle Morris
Stan Black
Amy Hamrick
Also Present: Bob Holcomb, Town Board Liaison
Greg Muhonen, Public Works Director
David Hook, Engineering Manager
Megan Van Hoozer, Public Works Administrative Assistant
Lochen Wood, RMNP
Absent: Ann Finley
Chair Morris called the meeting to order at 12:03 p.m.
PUBLIC COMMENT:
No public comment.
A motion was made and seconded (Slack/Zornes) to approve the February minutes with
minor edits and all were in favor.
DOWNTOWN ESTES LOOP UPDATE:
Corey Lang of AECOM was in attendance to review the updates on the plans for the
Downtown Estes Loop (LOOP) with the TAB.
CDOT is approaching 70% design for the LOOP project and are gathering additional
input from key stakeholder groups. Lang explained changes in the plan since presenting
in July 2017. Then accepted questions from TAB members.
Concerns and suggestions were noted although Lang would explain the background to
the existing decision-making.
13
Transportation Advisory Board – March 21, 2018 – Page 2
Some items noted are:
- Request for a visual barrier to separate bike lane from vehicular lane. Flexible
delineators seasonally placed were suggested.
- Suggested shared off-road trail in lieu of on-street bike lanes on Riverside
Avenue. Muhonen expressed concern about comingling bikes with Riverwalk
pedestrians.
- Concern was expressed about potential jaywalking near proposed Riverside
crosswalk near the public restrooms. Lang offered the suggestion of a potential
railing. Another suggestion was for planter boxes or bike racks be added to
prevent jaywalking. Must double-check if fire/emergency access is required.
Cannot completely block these areas.
- Evaluate shuttle stops while planning for future growth. TAB recommended
giving up some parking to ensure stops are available (out of the main lane) for
buses/shuttles/loading.
SHUTTLE UPDATE
Transit Program Manager Brian Wells provided this month’s shuttle update.
The existing Barlow Plaza shuttle stop will be dropped due to safety reasons.
Implementation of the Green Route servicing the Transit Facility Parking
Structure will not occur in 2018.
There will be a Town Board presentation by the transportation authority at the
June 12 Town Board Meeting. Wells offered to any interested parties, to provide
a one-hour special presentation on this information.
The shuttle sponsorship deadline is March 30. Wells requested that if any
members know a business or individual that would like to sponsor to please send
them his way.
Lochen Wood of Rocky Mountain National Park (RMNP) announced that RMNP is
removing the shuttle stop from Beaver Meadows Visitor Center. The shuttle parking
located there is causing those visitors wanting to patronize the Visitor Center to not find
any parking available. Member Campbell expressed strong opposition to taking out this
shuttle stop. The decision puts the responsibility on the Town of Estes Park to provide
parking for the RMNP hikers. If the Bear Lake corridor is shut down from 11A – 2P
during peak visitor season, all traffic will go back to Town rather than pushing them to
the Park-n-Ride. RMNP has already made the decision to remove the shuttle stop
official. The Dynamic Message Signs, once installed, will communicate to drivers when
14
Transportation Advisory Board – March 21, 2018 – Page 3
Bear Lake Road is closed and that Beaver Meadows shuttle parking is closed to help
alleviate traffic issues. Member Hamrick suggested that this hiker shuttle traffic get
pushed to the parking hub at the Events Complex.
Wood further stated that RMNP is moving forward with establishment of the Day Use
Visitation Plan. RMNP is working to define conditions and on identifying strategies to
customize for the best outcome for RMNP. Different areas of RMNP have different
needs while some strategies affect all paid entry stations. Wood is anticipating the
ability to provide more complete information to the TAB in June 2018.
PROJECT UPDATES, Greg Muhonen, Public Works Director
Downtown Parking Management Plan (DPMP):
Director Muhonen stated the intent to take the request for the transfer of Parking
Structure savings to the Town Board on 3/27 in order to proceed with Phase 1 of the
DPMP. However, the Town’s Finance Director will be unable to get this prepared for
presentation until May 2018. As a result, there will be no Green Route established and
there will be a delay in beginning Phase 1 of this program.
Vanessa Solesby of Kimley-Horn sent information on potential new technology. The
technology consists of a camera system that operates on solar energy and has other
benefits. The Town cannot dive into the details until the new Parking Manger is hired to
help ensure technology chosen is best for the Town.
Fall River Trail Extension
Muhonen shared that the Town received grant funding in the amount of $400K from the
Land and Water Conservation Fund through Colorado Parks & Wildlife (CPW). This will
be used for Phase 3 of this project and will extend from the intersection of Fish Hatchery
Road and David Drive out to RMNP’s Aspenglen Campground entrance.
PROJECT UPDATES, David Hook, Engineering Manager
2018 Street Improvement Program (STIP):
Regarding the Brodie Avenue Improvements project, all feedback received from the
TAB has been provided to the design consultant. Redesign is currently taking place and
the comments were well received.
The Town was awarded grant funding in the amount of $336K from Safe Routes to
School through CDOT. As the design continues additional work required is being
15
Transportation Advisory Board – March 21, 2018 – Page 4
discovered due to extreme cross-slopes. Some of the work defined are the removal and
replacement of the curb and gutter, and storm drainage work. This results in a much
larger scope of work than just street rehabilitation. The Town is currently anticipating
construction to begin in June.
The design for chip seal and patching is nearing final design. The Invitations to Bid will
be published late this week or early next week.
Moraine Avenue Improvements:
The project continues to progress. Soon the contractors will pour the top deck of the box
culvert. Most work taking place can be viewed from the established pedestrian bridge.
The river has been diverted into the structure now, freeing up workspace for the
contractors. Progress continues on the acceleration process with the goal of the road
opening by Memorial Day remaining.
US36 / Community Drive Turn Lane:
The design contract award to Cornerstone Engineering was approved by the Town
Board. The design kickoff meeting took place last week.
DMS – Dynamic Message Sign Installation:
Manager Hook reported that the Town has encountered a hurdle in the past month with
CDOT. The process requires CDOT sign off on the contract award, however the
selected vendor hasn’t met the Disadvantaged Business Enterprise (DBE) requirement .
At this time it is reflected the vendor has 0% DBE participation. Monday the Town found
out one of the subcontractors was, in fact, DBE qualified. Hook is back to discussing
with vendor how to get all the information updated for CDOT signature.
TAB INITIATIVES:
Chair Morris sent an email to the TAB members requesting ideas for board initiatives
moving forward. Morris collected responses from the members and recapped with the
group those ideas that were expressed most. Member Street requested Morris provide
this information to all members prior to the April meeting for review. The discussion and
final determination could then take place once all are informed.
Member Campbell suggested it would be a good idea for TAB to handle wayfinding
signage captured in the Downtown Plan. Campbell stated the TAB could help with
design consistency and the public process.
16
Transportation Advisory Board – March 21, 2018 – Page 5
Julie Pieper of the Shuttle Committee was in attendance to explore the option of
becoming a permanent member of the TAB. Other members of the Shuttle Committee
expressed constraints of the 2 hours per month required. The Shuttle Committee wants
to remain the same as they currently are, with the potential of inviting TAB to their
meeting.
Member Campbell suggested to the TAB that one very beneficial activity would be for
there to be a 1-day transportation symposium planned and initiated for residents and/or
visitors. This would incorporate all facets (STIP, Shuttles, etc.) of transportation at
different tables. This would give the residents/visitors a voice in what they feel should
happen related to transportation.
Member Hamrick stated she’d appreciate CDOT coming to the TAB meeting to provide
updates and status on the Highway 7 project. Director Muhonen will reach out to CDOT.
OTHER BUSINESS
With the resignation of Member Claudine Perrault, the vice-chair position is vacant.
Nominations were requested and Member Campbell nominated Member Tom Street as
new vice-chair. Member Black seconded the nomination and all were in favor.
There remain 2 member vacancies on the TAB, with 1 having been filled and Member
Gordon Slack being reappointed to a new 3-year term. Chair Morris asked that
members encourage folks they know, with the required experience, to apply. Director
Muhonen reminded the group that the entire area defined as the Estes Valley
(controlled by the Estes Valley Development Code) is where TAB applicants need to
reside in order to qualify for the TAB positions.
With no other business to discuss, Chair Morris adjourned the meeting at 1:59 p.m.
17
18
Town of Estes Park, Larimer County, Colorado, March 15, 2018
Minutes of a regular meeting of the Parks Advisory Board of the Town of Estes Park,
Larimer County, Colorado. Meeting held in the Conference Room of the Estes Park
Museum on the 15th day of March, 2018.
Present Carlie Bangs
Vicki Papineau
Merle Moore
Ronna Boles
Wade Johnston
Dewain Lockwood
Also
Present: Patrick Martchink, Town Board Liaison
Brian Berg, Parks Supervisor
Kevin McEachern, Public Works Operations Manager
Greg Muhonen, Public Works Director
Megan Van Hoozer, Public Works Administrative Assistant
Frank Lancaster, Town Administrator
Rob Hinkle, Fairgrounds & Events Director
Absent: Geoffrey Elliot
Chair Merle Moore called the meeting to order at 8:30 a.m.
DOWNTOWN ESTES LOOP UPDATE, James Herlyck, Corey Lang - AECOM
Corey Lang of AECOM provided updated plans for the Downtown Estes Loop, with
Director Muhonen clarifying changes from the last update of July 2017.
The PAB shared concerns about the current layout and asked for clarification on
specific items. Lang shared that the splash pad that was originally considered has now
been cut due to increasing design costs.
Lang also shared that the Downtown Plan is being utilized as an overall guide related to
gateway and wayfinding signage and confirmed ADA compliance. There will be a
lighting plan for the entire portion of updates being made.
19
Parks Advisory Board – March 15, 2018 – Page 2
AECOM anticipates that the landscape concepts will be brought back to the PAB in
May. Once PAB sees the concept design, ideas can be shared on what type of
decorative fence panels they’d like to see along the new sidewalks.
PUBLIC COMMENT
No public comments
GENERAL BUSINESS
It was moved and seconded (Johnston/Moore) to approve the February meeting
minutes and the motion passed unanimously.
PAB BY-LAW MODIFICATIONS – Roles and Responsibilities
Town Administrator Frank Lancaster attended this meeting to provide clarification on
roles and responsibilities of the different types of Boards. There are constituent
committees; content advice-giving Boards (i.e., PAB, TAB, etc.), working groups (i.e.,
Rodeo Committee, etc.); quasi-judicial committees (i.e. Planning Commission); and
decision-making Board (i.e. Board of Appeals, etc.).
For Advisory Boards, there is no supervision over staff. The Town Board will consider
input but may or may not take advice. Advisory boards are not to speak for the Town
and cannot direct staff. Staff does not need to get all work approved through an
advisory board, as it would be inappropriate, with AIPP being an exception.
Co-Chair Bangs stated that it is appropriate to give advice on items such as Mrs.
Walsh’s Garden (MWG) and its usage for the Town to take or leave. The Mrs. Walsh’s
Garden Advisory Committee (MWGAC) is not a governing board and does not dictate
what takes place in MWG. An example of another specialized area fitting the same
criteria is Veterans Monument Park.
Bangs expressed her concern that MWG is a scientific garden with native plants which
is what created the strong reaction to it being a proposed wedding venue. The PAB and
MWGAC are just trying to protect the garden. It has a mission and is open to the public.
Chair Moore stated that there are two separate budgets for the PAB to monitor: one for
MWG and one for Tree City USA. Lancaster disagreed stating that it is not the role of
the PAB to enforce compliance but is the Town’s role. The PAB can however, make a
request to see these budgets and can provide comments.
20
Parks Advisory Board – March 15, 2018 – Page 3
Lancaster discussed the endowment. He clarified that the Town does not have the
MWG funds but that all money is held by the Community Foundation of Northern
Colorado. This entity holds all funds and only distributes as requested. The Town
answers to the Foundation for any and all expenditures.
The PAB By-Law modifications are as follows:
I.A. Advise the Public Works Parks Division Staff on compliance with Tree City
USA Standards. through the development of a tree care ordinance, a community
forestry program with an annual budget of at least $2 per Capita, and an annual
Arbor Day observance and proclamation.
I.C. Advise the Public Works Parks Division Staff and the Board of Trustees on
content and implementation of technical standards for public and private parks,
open lands, conservation easements, trails, plantings, invasive plants, noxious
weed, and pest control.
A motion was made and seconded (Bangs/Johnston) and all were in favor. The PAB
extended their appreciation to Town Administrator Lancaster and Director Hinkle for
their attendance and clarifying the roles and responsibilities of the PAB.
PARKS DIVISION UPDATE
Due to the number of items on the agenda, Parks Division Updates were skipped this
month.
MRS WALSH’S GARDEN ADVISORY COMMITTEE:
Chair Merle Moore shared that Mrs. Walsh’s Garden Advisory Committee met yesterday
and are planning attendance with a booth at the Mountain Heritage Festival.
MRS WALSH’S GARDEN – EVENTS USAGE:
Karen Lynch of the Events Center went to the February MWGAC meeting as a courtesy
to provide information to the group. Member Boles expressed frustration that MWG was
advertised as a wedding venue when the MWGAC and PAB asked Lynch to hold off on
this action. Lancaster stated that he wasn’t sure who agreed to hold off, but they didn’t
have the authority to make that decision.
21
Parks Advisory Board – March 15, 2018 – Page 4
Moore asked if any Town employees would remain at the site during the wedding
events. He stated his concern is that if attendees have children some may step on the
scientific plants. Fairgrounds and Events Director Rob Hinkle stated the charge of $500
doesn’t cover staff support per event and pointed out that children could step on the
plants at any time, not just wedding events.
Hinkle further stated that the number of weddings hasn’t increased and only 2 or 3 are
booked at this time. Lancaster stated the wedding events should be small (20-50).
When Lynch presented to the MWGAC she stated that the $500 charge will be going to
the Town’s Parks Division for event cleanup and that there’d be 150+ people able to
attend. Hinkle stated that the Special Events staff will be performing the clean-up. No
General Fund dollars are used to help with events. They earn their own money through
charges/fees to pay for administrative work and cleaning, etc.
Hinkle requested PAB guidance when looking at limitations. He only wants wedding
events scheduled on certain days of the week and no more than two events per week.
Hinkle also expressed the desire to include a write-up on the importance and specialties
of MWG. Special Events does not want to over-abuse the garden. He also clarified that
the $500 is for three hours of use. Lancaster stated the MWG was donated to town for
exposure to the residents and guests for enjoyment. Member Bangs stated she feels
that exposure to MWG and the enjoyment to be had far outweighs the risk in her mind.
Moore requested that Special Events come back to the April PAB meeting to show the
contract packet to be put out to interested parties and get PAB member thoughts.
Moore suggested that we take a look at how things go the first year and book no more
than one wedding event per week.
DECORATING UTILITY BOXES (DUB) UPDATE
Member Boles updated the PAB on the DUB process. Boles provided the same RFP as
last year with updated verbiage. One of the changes is for electronic submissions rather
than actual boxes. Each picture should be labeled with where, on the utility box each
will be painted.
Artists have discretion on how presented as long as they ensure they’re meeting the
requirements. The deadline for submissions is 4/12/18. Once all information is compiled
it will be sent to the PAB for review prior to the 4/18/18 meeting.
22
Parks Advisory Board – March 15, 2018 – Page 5
During review and discussion of the RFP, Town Administrator Lancaster questioned the
requirement for the artists to have a business license and stated they should be exempt.
Lancaster further stated there is an existing clause exempting the business license
requirement if work performed is on Town property. The Town will still need to require
an invoice for payment.
The Light and Power Division will be invited to the April meeting to participate in the
vote of the art selected for 2018. One other thing changing this year is the need for Light
& Power to place their stickers prior to painting. Artists will need to incorporate their
designs around these stickers. A motion was made and seconded (Boles/Johnston) to
proceed with the RFP as modified and all were in favor.
The PAB then discussed the utility box options for 2018 at various locations. The utility
boxes ultimately selected were:
Post Office Lot (multiple)
Performance Park
Behind Kirk’s Fly Shop on Riverwalk
Behind Ed’s Cantina on Riverwalk
A motion was made and seconded (Boles/Bangs) to approve utility box selection and all
were in favor.
OTHER BUSINESS
No other business.
With no further business to discuss, the meeting was adjourned at 11:16 a.m.
23
24
RECORD OF PROCEEDINGS
Estes Valley Planning Commission
March 20, 2018
Board Room, Estes Park Town Hall
1
Commission: Chair Bob Leavitt, Vice-Chair Sharry White, Commissioners Betty Hull,
Russ Schneider, Robert Foster, Doyle Baker, Steve Murphree
Attending: Chair Leavitt, Vice-Chair White, Commissioners Hull, Schneider, Foster,
and Baker
Also Attending: Director Randy Hunt, Town Attorney Greg White, Senior Planner Jeff
Woeber, Code Compliance Officer Linda Hardin, Town Board Liaison Ron
Norris, County Staff Liaison Michael Whitley, Recording Secretary Karin
Swanlund
Absent: Steve Murphree
Chair Leavitt called the meeting to order at 1:30 p.m. There were approximately 10 people in
attendance.
1. OPEN MEETING
Planning Commissioner Introductions
2. APPROVAL OF AGENDA
It was moved and seconded (White/Hull) to approve the agenda as presented and the
motion passed 6-0.
3. PUBLIC COMMENT
Dick Speilman/ Town Citizen, questioned why the town can’t find money to redo the
comprehensive plan.
Pat Newsom/Town Citizen, shared thoughts and concerns about town and revision of the
comprehensive plan taking into account single family housing.
Johanna Darden/Town Citizen, spoke in regard to the EVCP and questioned how it may
relate to the Larimer County plan.
4. CONSENT AGENDA
A. Approval of January 16, 2018 Planning Commission meeting minutes.
B. Approval of February 20, 2018 Planning Commission meeting minutes.
C. Large Vacation Home Review: 2745 Eaglecliff Drive, 6-bedroom, 14-person
occupancy; Owner: Talsma
It was moved and seconded (Hull/Baker) to approve the consent agenda as
presented and the motion passed 6-0.
5. LARGE VACATION HOME REVIEW – 1060 Otis Lane. 6-bedroom, 14-person
occupancy. Owners: Leslie Peng/Eric Neeb, Lotis LLC
25
RECORD OF PROCEEDINGS
Estes Valley Planning Commission
March 20, 2018
Board Room, Estes Park Town Hall
2
Code Compliance Office Hardin stated that the home sits on a lot size of .96-acre, Large
Vacation Home use requires 1-acre lot size. There have been no public comments
received.
It was moved and seconded (White/Hull) to approve the vacation home at 1060 Otis
Lane and to allow a maximum of fourteen (14) occupants. The motion passed 6-0.
6. LARGE VACATION HOME REVIEW - 1004 Rambling Drive. 4-bedroom, 10-person
occupancy. Owner: Gordon Coakley
CCO Hardin stated that the home sits on a lot size of .45-acre, Large Vacation Home use
requires 1-acre lot size. Setback on one side is 9 feet, which is less than the 25-foot
requirement. There have been no public comments received.
Public Comment:
Johanna Darden/town citizen, stated that the property should not be allowed to be a Large
Vacation Home and should adhere to the codes that are in place.
Commission Discussion:
Commission asked if the neighbors were notified, and if new property owners would be
able to object to the Large Vacation Home. CCO Hardin answered in the negative to both
questions.
It was moved and seconded (Hull/White) to approve the vacation home at 1004
Rambling Drive and to allow a maximum of ten (10) occupants. The motion passed
4-1 with Commissioner Baker voting against and Commissioner Leavitt recusing
himself.
7. LARGE VACATION HOME REVIEW - 1901 Silversage Court. 5-bedroom, 12-person
occupancy. Owner: Jim Rasmuson
CCO Hardin stated that the home sits on a lot size of .34-acre, Large Vacation Home use
requires 1-acre lot size; setback on three sides is 15 feet, which is less than the 25-foot
requirement. There have been no public comments received.
It was moved and seconded (Foster/Hull) to approve the vacation home at 1901
Silversage Court and to allow a maximum of twelve (12) occupants. The motion
passed 6-0.
8. AMENDMENT TO THE ESTES VALLEY DEVELOPMENT CODE TO ADD “PUBLIC
SCHOOLS” AND “NON-PUBLIC SCHOOLS” AS USES ALLOWABLE IN ALL ZONING
DISTRICTS AND REVISE THE DEFINITIONS OF SCHOOLS.
Continued from 2/20/18 meeting
Senior Planner Woeber discussed that due to Colorado liquor licensing laws there were
potential issues regarding allowing schools in certain areas. Staff is now not proposing
26
RECORD OF PROCEEDINGS
Estes Valley Planning Commission
March 20, 2018
Board Room, Estes Park Town Hall
3
allowing any non-public school use in the CD, Downtown Commercial Zoning District.
The Town is also exploring eliminating the 500-foot separation distance requirement
partially or entirely, within the Estes Park Town limits. Staff is also adding “Parochial
Schools” to be included within the “Non-Public Schools” use. Staff recommended
approval of this Amendment.
Staff and Commission Discussion
Commissioner Foster questioned the definition of public schools in this amendment
compared to the Colorado Revised Statute definition; what standards would be used if a
S2 Special Review would come before the Planning Commission, since the EVDC,
Section 5 doesn’t reflect standards for schools, making this premature; what attempt has
staff made to tailor this amendment to Eagle Rock, rather than applying to all schools; and
what evidence is there for a need of this amendment. Planner Woeber answered that the
standards are more general in nature and it was staff’s decision to broaden the
amendment. Director Hunt explained the history of pedagogical school sites and noted
that we are rectifying a mistake made years ago by passing this amendment. Attorney
White stated that there is no effect on existing public schools in the Estes Valley.
Commissioner Baker questioned the necessity of the amendment, relating to changes and
conditions, noting that owners in all Residential Zoning areas are potentially affected,
taking away some people’s rights while giving rights to others. Hunt stated that the
changing condition is that there was a poorly written Development Code in 2000 which
now needs to be rectified in a more rational approach to this matter. Commissioner Hull
stated that she does not see that the amendment is taking away rights from other
residential areas. Commissioner White expressed her concern that a couple of small non-
public schools have sprung up in the past and given that they could be placed in
residential areas, under this proposal, we need standards for review. The Commission is
in agreement that they want to help Eagle Rock.
Public Comment:
Johanna Darden/Town Citizen, objects to zone changes that will affect her and her
neighborhood, recommending that the Planning Commission should vote this amendment
down and come up with a new amendment that helps Eagle Rock.
Commission Discussion:
Commissioner Foster gave four reasons for voting against this amendment: 1) it is not
adequately (narrowly) tailored to Eagle Rock, 2) there hasn’t been an adequate analysis
of consequences, 3) the amendment doesn’t meet the Development Code standards, and
4) there is no existing standard of review in Section 5. Table’s 5.1 and 5.2 of the
Development Code need to be reviewed regarding Accessory Uses.
Commissioner Baker agreed with Foster adding that schools are already allowed by
special review in R2 and RM, and by right in CO and A. He stated that for him it’s an
issue of putting them in single family neighborhoods, pushing them everywhere in the
Valley, when there are plenty of other opportunities for private schools within the Estes
Valley.
27
RECORD OF PROCEEDINGS
Estes Valley Planning Commission
March 20, 2018
Board Room, Estes Park Town Hall
4
Commissioner Schneider stated that we are in a situation of trying to create code revision
for just one specific site and that the amendment needs greater review and questioned if
there might be an easier way of doing this, perhaps by amending the specific site use or a
Special Review. Director Hunt answered that a “spot zone”, or a Code Amendment
Alternative for dealing with nonconforming uses and how they can expand are the only
available options.
Commissioner Hull asked how Eagle Rock can become legally conforming - what would
be the fastest way for Eagle Rock to be allowed to continue with their expansion plan.
Michael Whitley explained that Larimer County has a special review procedure of
nonconforming use done on a case by case basis, up to a fifty percent (50%) expansion.
This procedure is called an Expansion of Nonconforming Use.
Trustee Norris expressed his personal concern with moving ahead and not delaying Eagle
Rock, asking how quickly could staff look at the Larimer County process, and plan a
special meeting. It was noted that a 15 day published legal notice is needed.
It was moved and seconded (Foster/Hull) to continue the EVDC Amendment relating
to Schools, pending a Special Meeting in April. The motion was approved 6-0.
9. AMENDMENT TO THE ESTES VALLEY DEVELOPMENT CODE, SECTION 3.15
GENERAL NOTICE PROVISIONS.
Director Hunt explained the objective of the proposed Code Amendment is to change the
format in which mailed public notifications are sent, expand the property perimeter within
which mailed public notices are sent, and require posting of “Development Under Review”
public-notice signage for applicable properties. A fee increase would have to be built into
this Amendment.
Staff and Commission Discussion
Commissioner Foster thanked Community Development staff for coming up with this
proposal with Commissioner White agreeing.
Commissioner Leavitt questioned the sentence regarding failure to give appropriate
notice. Attorney White stated that is a standard legal disclaimer. Commissioner
Schneider suggested changing the words “meeting” to “hearing”.
It was moved and seconded (White/Foster) to approve the Text Amendment to the
Estes Valley Development Code as presented in Exhibit A with changed verbiage.
The motion passed 6-0
10. RECOMMENDATION FOR APPROVAL OF MOUNTAIN VIEW TOWNHOME
SUBDIVISION PRELIMINARY PLAT.
Proposed four townhome lots in Windcliff Estates on 0.574 acre lot, each with single
family residence. The current Subdivision/PUD is a recorded plat, with E-1 Zoning, which
allows this proposal to be applied. Staff recommended approval with the following
28
RECORD OF PROCEEDINGS
Estes Valley Planning Commission
March 20, 2018
Board Room, Estes Park Town Hall
5
condition: Owner shall submit an Improvement Guarantee which will be reviewed by town
and Larimer County staff.
Staff and Commission Discussion
Questions were raised on whether or not there were other waivers besides those relating
to access and if the drainage plan is in final plat. Both were answered in the affirmative
by Planner Woeber.
Applicant Discussion:
David Bangs from Van Horn Engineering was available for questions.
It was moved and seconded (Baker/Foster) to approve the Mountain View
Townhome Subdivision Plat according to findings of fact, including findings and
conditions recommend by staff and the motion passed 6-0.
11. REPORTS
A) Planner II interviews going along well, with a lead candidate identified.
B) Staff asked the Commission to think about the following changes: Increase Planning
Commission Meetings to twice a month and change meeting time to 4:30.
C) Study Session’s will need to be held in the Board Room for the next few months due to
the sound system in Room 202/203.
Study Sessions will possibly be recorded going forward.
D) Application reviews
1. Wind River Development Plan (no longer pre-app as of 3/14, now ex parte)
2. Jimmy John’s/Donuts/Urgent Care/Housing: Steamer Drive
3. Habitat for Humanity pre-app
4. Stanley Historic Home Museum
5. Amended Plats, Supplemental Condo Maps
6. McDonalds: subdivision of property pre app
7. 920 Dunraven Street: Rezone from CH to CO for Microbrewery with back-in
diagonal parking (no longer pre-app as of 3/14, now ex parte)
8. Cheley Camp High Ropes Course: height variance and amended plat
9. Twin Owls Development Plan: Rezone and Amended Plat (no longer pre-app as of
3/14, now ex parte).
E) Plans of posting “current project spreadsheet” on Town web site.
There being no further business, Chair Leavitt adjourned the meeting at 3:25 p.m.
_________________________________
Bob Leavitt, Chair
__________________________________
Karin Swanlund, Recording Secretary
29
30
1
ENGINEERING
Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Lancaster
From: David Hook, PE, Public Works Engineering Manager
Greg Muhonen, PE, Public Works Director
Date: April 24, 2018
RE: Dynamic Message Signs Construction Contract
Objective:
Public Works (PW) seeks approval of a construction contract with Sturgeon Electric
Company, Inc. (Sturgeon) for the installation of the dynamic message signs (DMS).
Present Situation:
In February 2018, the Board of Trustees (Board) authorized a contract with DaVinci Sign
Systems, Inc. (DaVinci) to install the four previously purchased DMS, contingent upon
CDOT’s concurrence in award for this CMAQ grant funded project. Although DaVinci was
the low bidder in the second round of bids in 2017, they were disqualified by CDOT
because they were not able to meet the Disadvantaged Business Enterprise (DBE) goal of
5% as set by CDOT. Given the disqualification, the Town was clear to consider awarding
the project to the #2 low bidder (Sturgeon). CDOT has provided their concurrence of award
to Sturgeon.
As with DaVinci, Sturgeon’s bid value is larger than the budgeted funds available for this
project. Also as with DaVinci, staff has taken the same negotiation approach with Sturgeon
to identify portions of the work that the Town can self-perform, thus reducing Sturgeon’s
scope sufficient to get the project cost within budget. Most of the cost savings has been
achieved using in-house labor (PW/Streets, PW/Parks, Utilities/IT, Utilities/P&L) to
accomplish a few select tasks (sign relocation, landscape restoration, conduit & pull box
installation; installation of communications equipment).
Because of the unique situation involving this post-bid negotiation, staff is simultaneously
presenting a contract for the as-bid value and a deductive change order to reduce the
contract value to within the available budget for an outside contractor.
Proposal:
PW proposes to expend up to $174,394 to install the DMS. This includes three
components of expenditures: (1) Contract and Change Order #1 with Sturgeon for the net
31
2
amount of $153,250; estimated costs of $10,000 for materials related to the self-perform
work by Town crews; and a construction contingency of $11,144 (6.8%).
Advantages:
• This project advances several objectives identified in the Town Board’s Strategic Plan:
o Transportation: We will continue to reduce traffic congestion throughout the Town.
o Infrastructure: We will continue to address parking options throughout the Town.
o Public Safety, Health and Environment: We will improve and protect the quality of the
environment.
• The DMS will provide pertinent messages regarding parking, closures or any other traffic
messages needing conveyed to the visitors. This is critical to overall traffic congestion
mitigation during our busy visitor season.
• The ability and willingness of Town crews to adjust their spring work schedules and take on
some in-house construction tasks allows the Town to partner with the contractor so that the
DMS can be put into service within approved budget and prior to the onset of the 2018 visitor
season.
Disadvantages:
• A perpetual increase in electronic sign operation and maintenance costs will be incurred.
• Large electronic signs are considered unsightly by some folks.
• The spring workload of the PW/Streets and PW/Parks crews will be adversely affected.
Action Recommended:
PW staff recommends the mayor sign the construction contract and the deductive change
order for installation of the DMS with the understanding that some project related work will
be self-performed by Town crews.
Finance/Resource Impact:
No new budget impact is created through this award and change order contracting
sequence. The total project budget is $234,000. Funding resources include $136,000 from
two CMAQ grant awards, $98,000 in local matching funds ($50,000 from CRF and $48,000
reallocated from surplus parking garage funds). Expenses are allocated to design
($11,200), DMS purchase ($48,406), installation ($163,250), and contingency ($11,144) if
needed for unanticipated changes encountered during construction.
Level of Public Interest
The level of public interest in this item is expected to be low.
Sample Motion:
I move to approve authorization of the PW staff to spend up to $174,394 for the
installation of the DMS through a combination of outside contracting and in-house self-
performed work.
Attachments:
1. Click here for Construction Contract
2. Change Order #1
3. Aerial Sign Location Map
32
CONTRACT CHANGE ORDER NO. 1
Date 4/25/2018 Contractor Sturgeon Electric Company, Inc.
Submitted by Town of Estes Park Address 12150 East 112th Avenue
Project name Digital Message Signs Install 2017 Project City State Zip Henderson, CO 80640
Project #-
Instructions: Complete all sections with sufficient details. If not applicable insert "NA". Expand narrative space or attach additional pages as needed.
1 Reason for change (narrative)
Initial Scope of Work (SOW) caused bid value to fall outside the Town's available funded budget for this project.
2a Description of change (narrative)
Representatives of Public Works and the Contractor have negotiated an adjusted SOW such that the adjusted contract amount is within budget parameters.
2b NO.ITEM NO.ITEM DESCRIPTION
CURRENT
CONTRACT
QTY UNIT
BID UNIT
COST
CURRENT
ITEM COST
CHANGE
ORDER
QTY
CHANGE
ORDER AMT
ADJUSTED
ITEM COST
COSTS Original contract amount 257,020$
Change in contract costs previous change order/s #-$
Change in contract costs this change order (103,770)$
Adjusted contract amount 153,250$
Percent change to contract costs (informational only)-40.4%
TIME Original contract time N/A working days
Change in contract time previous change order/s #N/A working days
Change in contract time this change order N/A working days
Adjusted contract time N/A working days
Original substantial completion date 5/21/2018 date
Adjusted substantial completion date 5/21/2018 date
Final completion date 5/24/2018 date
APPROVAL: This Change Order is accepted and the Contract is amended to conform thereto.
TOWN OF ESTES PARK CONTRACTOR
Approved by Project Manager Contractor signature
Approved by Engineering Manager Contractor title
Approved by Public Works Director TOWN SIGNATORY AUTHORITY THRESHOLDS
ENGINEERING MGR $30,000
DIRECTOR $50,000
Approved by Town Administrator TOWN ADMINISTRATOR $100,000
Copies to: project file, Finance Dept, Town Clerk
Approved by Mayor
<-------------------------------------------SEE ATTACHED PW PREPARED SPREADSHEET FOR DETAILS--------------------------------------------------->
33
Dynamic Messaging Signs (DMS)Adjustments to Scope of Work and Contract Value Ver1 draft2 - 4/17/2018
Sturgeon + Town self-perform
ESTIMATED
PROPOSED
CHANGE ESTIMATED COST
UNIT UNIT ORDER #1 ASSIGNED MATERIAL TOWN +
REF ITEM NO.DESCRIPTION UNITS QUANTITY PRICE VALUE QUANTITY PRICE VALUE VALUES STAFF COST STURGEON REMARKS
005 202-00810 Removal of Ground Sign EA 1 185.00$ 185$ 0 185.00$ -$ (185)$ Streets -$ -$ all by Town crews
010 203-01597 Potholing HR 15 385.00$ 5,775$ 8 385.00$ 3,080$ (2,695)$ Streets -$ 3,080$
some by SEC/subcontractor; some by
Town crews
015 208-00045 Concrete Washout Structure EA 3 1,240.00$ 3,720$ 3 1,240.00$ 3,720$ -$ 3,720$ all by SEC/subcontractor
020 208-00002 Erosion Log (12")LF 425 30.00$ 12,750$ 0 30.00$ -$ (12,750)$ Parks 500$ 500$ all by Town crews
025 210-00810 Reset Ground Sign EA 1 500.00$ 500$ 0 500.00$ -$ (500)$ Streets 500$ 500$ all by Town crews
030 212-00006 Seeding (Native)AC 0.3 8,600.00$ 2,580$ 0 8,600.00$ -$ (2,580)$ Parks -$ -$
substitute hydroseed & hydromulch
by Town crews
035 212-00032 Soil Conditioning AC 0.3 8,600.00$ 2,580$ 0 8,600.00$ -$ (2,580)$ Parks -$ -$
substitute hydroseed & hydromulch
by Town crews
040 213-00002 Mulching (weed free hay)AC 0.3 8,600.00$ 2,580$ 0 8,600.00$ -$ (2,580)$ Parks -$ -$
substitute hydroseed & hydromulch
by Town crews
x x Hydroseed & Hydromulch x x x x x x x x Parks 1,500$ 1,500$
substitute hydroseed & hydromulch
by Town crews
045 613-00200 2" Electrical Conduit LF 1125 18.00$ 20,250$ 100 18.00$ 1,800$ (18,450)$ Streets 1,500$ 3,300$
some by SEC/subcontractor; some by
Town crews
046 613-00209 2" Electrical Conduit (Special)HR x x x 40 120.00$ 4,800$ 4,800$ 4,800$
SEC to supervise Town crews
installing conduit & pullboxes under
Sturgeon's permit
050 613-00206 2" Electrical Conduit (Bored)LF 65 105.00$ 6,825$ 65 105.00$ 6,825$ -$ 6,825$ all by SEC/subcontractor
055 613-07000 Pull Box (Special)EA 6 1,175.00$ 7,050$ 3 1,175.00$ 3,525$ (3,525)$ Streets 1,000$ 4,525$
some by SEC/subcontractor; some by
Town crews
060 613-10001 Wiring EA 1 25,350.00$ 25,350$ 1 25,350.00$ 25,350$ -$ 25,350$ all by SEC/subcontractor
065 614-00041 Sign Panel (Special) (Install only)EA 4 4,325.00$ 17,300$ 4 4,325.00$ 17,300$ -$ 17,300$ all by SEC/subcontractor
070 614-01026 Steel Sign Post (W10x26)EA 6 2,475.00$ 14,850$ 6 2,475.00$ 14,850$ -$ 14,850$ all by SEC/subcontractor
075 614-03006 Concrete Footing (Type 6) (30")EA 6 6,800.00$ 40,800$ 6 6,800.00$ 40,800$ -$ 40,800$ all by SEC/subcontractor
080 614-10119 DMS Equipment Cabinet (Special)EA 3 8,425.00$ 25,275$ 0 8,425.00$ -$ (25,275)$ IT 1,500$ 1,500$ all by Town crews
085 614-86105 Wireless Device Router (Cellular)EA 2 2,400.00$ 4,800$ 0 2,400.00$ -$ (4,800)$ IT 1,500$ 1,500$ all by Town crews
090 614-87402 Fiber Optic Cable (2 Strands)LF 550 25.00$ 13,750$ 0 25.00$ -$ (13,750)$ IT/P&L 2,000$ 2,000$ all by SEC/subcontractor
095 620-00016 Computer EA 1 18,900.00$ 18,900$ 0 18,900.00$ -$ (18,900)$ IT -$ -$
per ToEP IT staff & sign vendor, a
separate computer is not required
since the sign software can be placed
on an existing Town server
100 626-00000 Mobilization LS 1 10,550.00$ 10,550$ 1 10,550.00$ 10,550$ -$ 10,550$ all by SEC/subcontractor
105 630-00007 Traffic Control Inspection DAY 10 265.00$ 2,650$ 10 265.00$ 2,650$ -$ 2,650$ all by SEC/subcontractor
110 630-00012 Traffic Control Mgmt DAY 10 800.00$ 8,000$ 10 800.00$ 8,000$ -$ 8,000$ all by SEC/subcontractor
115 630-10005 Traffic Control LS 1 10,000.00$ 10,000$ 1 10,000.00$ 10,000$ -$ 10,000$ all by SEC/subcontractor
257,020$ 153,250$ (103,770)$ 10,000$ 163,250$
103,770$ 163,250$
Sturgeon Electric Company, Inc. (SEC)TOWN OF ESTES PARK
BID JULY 2017 & proposed CONTRACT
Apr2018 CONTRACT AS REVISED BY PCO #1
Note1:
Town to self-perform work for line items as indicated above. Other line items will involve both Town and Sturgeon or only Sturgeon. Generally, Sturgeon will install all bored conduit, some conduit, all wire, all meters, some pullboxes,
all power assessories, all power final connnections; install foundations, support structure, and DMS; provide traffic control. Generally, the Town will install erosion control; relocate existing ground signs; install most conduit, all FO
cable, some pullboxes, equipment cabinet, all communications assessories, all communications final connnections; install landscape restoration.
Regarding electrical work:
Sturgeon to (1) pull a state electrical permit; (2) supervise the Town crew installing the conduit under Sturgeon's permit; (3) install conduit, wire, power assessories & components, etc. as noted above (including wire within the conduit
installed by the Town); (4)coordinate Sturgeon permit inspections & permit close-out. See plan sheet markup.
Town will install: (i) conduit and pullboxes under Sturgeon's permit (Town installed conduit to terminate in pullboxes about 5' from each power source and about 5' from each DMS post; (b) FO cable (including withing conduit installed
by Sturgeon); (c) DMS equipment cabinet on sign posts installed by Sturgeon; (d) communication equipment and accessories within the equiment cabinet; (g) final communication connections. See plan sheet markup.34
DMS#1
DMS#2
DMS#3
PTARMIGAN TRLRAVE
N
A
V
EOTIS LNFIR AVEGRAVES AVESUMMITEWO
N
D
ERVIEWAVE
DRIFTWOOD AVEBIGTHOMPSONAVE
4THSTHIGH PINE DR
N SAINT VRAIN AVE
NORTH LN
COLUMBINE AVEWHIGHWAY3 4
WILDFIRE RD
S W S T E AMERP K WY
STEAMERDRLONEPI
NEDRLAND E R S AVE
PROSPECT AVE DRY GULCH RDNORTH RIDGE LNMANF
O
R
D
A
V
EHILLSIDELN
P
E
C
K
LNFAWN LN3RDSTRAVEN CT
ELMAVEB E A C H L N
NORT
H
C
T1STSTVISTALN
5THSTSOUTH LN
GRAY HAWK CT
G R A N D E
S
T
ATESDR2NDSTH I G H L A N D L N OLYMPUSLNEDUNRAVEN S T
HOM E S T E A D E R L N
P R O S P E C T O R L N
COMANCHE S T
P I O N E E R L N
PINE LN
W OODSTOCK DRNORTHLAKEAVEELKTRAILCT
COMMUNITY DRM AC CRACKEN
L
N
STANLEYAVE
POND E ROSA DRBIRCH AVEBEL L E VUE DR
FISHCREEKRDFINDLE
Y
CTMALL R
DLAKEFRONTST
ASPEN AVEJO
E
LESTESDRBLACKCANYONDR
RAVEN
C
I
R
RED TAIL HAWK DR
RO
OFTOPWAY DEERP A T H CT
OLYMPIAN LN
OURAYD
RWESTLNEAST LNPANO RAMAC IR
S T A N L E Y CIRCLEDRFi
s
h
C
r
e
e
k
Big Thompson River
Big Thompson RiverLAKEESTES
£¤34
£¤36
35
36
Town Clerk Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through:Town Administrator Lancaster
From:Jackie Williamson, Town Clerk
Date:April 24, 2018
RE:Family Advisory Board Appointments
Objective:
To appoint members to the Family Advisory Board to fill terms that expired on April 15, 2018 for
Nancy Almond, Rachel Balduzzi and Jodi Roman.
Present Situation:
The Town Board approved the formation of the Family Advisory Board at their February 14,
2017 Town Board meeting and appointed 12 members to the Board. The FAB bylaws provide
for the FAB to consist of no fewer than 10 and no more the 15 members. The Town advertised
the positions and received applications from the current members by the closing date of March
26, 2018.
Proposal:
Staff recommends foregoing the interview process and to reappoint the current members of the
Board. Each member was appointed to and initial term of one year. The reappointment would
provide continuity on this new Board.
Staff continues to advertise for three additional positions on the Board due to resignations
through the end of the April. An interview team will be selected at the May 8, 2018 Town Board
meeting.
Advantages:
To fill the open positions on the Board.
Disadvantages:
If the appointments are not made, the positions would remain vacant until the position can be
re-advertised and interviews conducted.
Action Recommended:
To appoint the Board members as listed above.
Budget: None.
Level of Public Interest: Medium.
Sample Motion:
I move to approve/deny the reappointment of Nancy Almond, Rachel Balduzzi and Jodi Roman
to three-year terms expiring April 30, 2021.
37
38
TOWN ADMINISTRATOR Memo
To: Honorable Mayor Jirsa
Board of Trustees
From: Frank Lancaster, Town Administrator
Date: April 24th, 2018
RE: Policy 101 – Board of Trustees Division of Responsibilities
Objective: To adopt Board of Trustee committee and liaison assignments for the next
two years
Present Situation:
Board policy specifies that at the first regular meeting following the certification of the
results of each biennial election, the Board of Trustees determines each Board and
Commission Primary Liaison assignments and responsibilities for the remainder of the
term of the current standing Town Board.
Proposal:
The proposed assignments, as recommended by the Mayor are attached. All proposed
changes and new assignments are indicated in red.
Advantages:
• Distributes the workload of the Trustees equitably
• Trustees with interest in a specific area are able to provide service in that area
• Liasons serve an important role in facilitating communication between the
board/commission to which they serve and the Board of Trustees
Disadvantages:
• Liaison and Board representatives may have more information regarding their assigned
board than other Trustees.
Action Recommended:
Review the proposed board assignments, make any changes deemed necessary and
adopt Policy 101.
Finance/Resource Impact:
none
39
Level of Public Interest
Moderate
Recommended Motion:
I move to approve Policy 101, Board of Trustees Division of Responsibilities, (as
presented/ as amended.)
Attachments:
a) Draft Policy 101
40
Effective Period: Until Superseded
Review Schedule: After each municipal election
Effective Date: April 24th, 2018
References: Governing Policies Manual; Governance Policy Manual 1.6 Board
Appointed Committee Principles
TOWN BOARD POLICY GOVERNANCE
BOARD OF TRUSTEES DIVISION OF RESPONSIBILITIES
101
Revisions: 4/24/2018
1. Purpose The Board of Trustees has many varied responsibilities. In order to effectively use
their time, the Board finds it necessary to divide duties and responsibilities among the Board
members.
2. Assignments To Ongoing Committees: At the first regular meeting following the certification of
the results of each biennial election, the Board of Trustees determines each Board and
Commission Primary Liaison assignments and responsibilities for the remainder of the term of
the current standing Town Board.
a. Interim Assignments: Should the Board deem it necessary to create a new liaison
assignment or to modify assignments at some time other than as described in 101.2,
the Board may do so at any regular meeting of the Board.
3. Assignment To Committees Of The Board Of Trustees (committees comprised solely of
members of the Board of Trustees)
a) Assignments to Audit Committee:
At the first regular meeting following the certification of the results of each biennial
election, the Mayor shall appoint two (2) Trustees to the Audit committee with the
Mayor serving as the third member.
(Ord. 26-88 §1(part), 1988; Ord. 7-03 §1, 2003; Ord. 10-10 §1, 2010; Ord. 10-14 §1,
2014; Ord. 13-15, § 1, 9-22-2015)
b) Assignment to Special Committees:
Special committees may be established by the Board of Trustees. The Mayor shall
appoint all members of any special committee subject to the approval of the Board of
Trustees. (Estes Park Municipal Code 2.08.020)
4. Appointment of Mayor Pro- Tem: “At its first meeting following the certification of the
results of each biennial election, the Board of Trustees shall choose one (1) of the Trustees as
Mayor Pro Tem who, in the absence of the Mayor from any meeting of the Board of Trustees,
or during the Mayor's absence from the Town or his or her inability to act, shall perform his or
her duties.” (Estes Park Municipal Code 2.16.010)
41
Effective Period: Until Superseded
Review Schedule: After each municipal election
Effective Date: April 24th, 2018
References: Governing Policies Manual; Governance Policy Manual 1.6 Board
Appointed Committee Principles
TOWN BOARD POLICY GOVERNANCE
BOARD OF TRUSTEES DIVISION OF RESPONSIBILITIES
101
Revisions: 4/24/2018
5. Special Assignments to Ad-Hoc and Temporary Committees: The Mayor may nominate
trustees to serve on committees, community groups, or in some other capacities as a
representative of the Town, except in cases where a Board Liaison has been approved by the
Board of Trustees (Policy 1.7.) The Mayor shall present the nomination of any such
appointments to the Board for approval at a regular town board meeting. The Mayor will
make every effort to distribute special assignments equitably among the members of the
Board.
6. Interview panels for Town Committees – In accordance with Section IV A 6 of Policy 102,
Town Committees, “Applicants for all committees will be interviewed by the Town Board, or
its designees. Any designees will be appointed by the full Town Board.”
7. Outside Committees – Outside committees are committees or boards where the Town is
represented by a member of the Board of Trustees and/or staff. These are not committees of
the Town of Estes Park and therefore the rules and guidelines for membership are those of
the outside entity not the Town. At times, they may request that the Trustees assign an
individual(s) to represent the Town, however they may also request a specific individual or
position as the Town’s representative to the committee.
8. Liaison Assignments - The Mayor may nominate trustees to serve as a Board Liaison. The
Mayor shall present the nomination of any such appointments to the Board for approval at a
regular town board meeting. The Mayor will make every effort to distribute special
assignments equitably among the members of the Board.
42
Effective Period: Until Superseded
Review Schedule: After each municipal election
Effective Date: April 24th, 2018
References: Governing Policies Manual; Governance Policy Manual 1.6 Board
Appointed Committee Principles
TOWN BOARD POLICY GOVERNANCE
BOARD OF TRUSTEES DIVISION OF RESPONSIBILITIES
101
Revisions: 4/24/2018
Board Assignments
Mayor Pro-Tem - __ Trustee Walker______________
Board and Commission and Community Representation
Board, Commission or Task Force Liaison Staff Liaison Type of Committee
Estes Valley Planning Commission Trustee Norris Randy Hunt Advisory/ Decision
Making
Estes Valley Board of Adjustment Randy Hunt Decision making
Western Heritage Inc Trustee Cenac n/a Outside
Estes Park Museum Friends and Foundation Inc. Derek Fortini Outside
Ambassadors Teri Salerno Outside
Police Auxiliary Wes Kufeld Working Group
Parks Advisory Board Trustee Martchink Brian Berg Advisory
Transportation Advisory Board Trustee Bangs Greg Muhonen Advisory
Estes Valley Restorative Justice Melissa Westover Working Group
Local Marketing District (Visit Estes Park) Trustee Zornes n/a Outside
Estes Park Board of Appeals Randy Hunt Advisory/Decision
Making
Sister Cities Trustee Bangs n/a Working Group
Family Advisory Board Trustee Norris Travis Machalek Advisory
Proposed changes shown in
Red
43
Effective Period: Until Superseded
Review Schedule: After each municipal election
Effective Date: April 24th, 2018
References: Governing Policies Manual; Governance Policy Manual 1.6 Board
Appointed Committee Principles
TOWN BOARD POLICY GOVERNANCE
BOARD OF TRUSTEES DIVISION OF RESPONSIBILITIES
101
Revisions: 4/24/2018
Committee or Board Appointed
Member(s)
Staff Liaison Type of Committee
Audit Committee Mayor Jirsa
Trustee Walker,
Trustee Cenac
Frank Lancaster
Duane Hudson
Advisory
Colorado Association of Ski Towns (CAST) Voting Designee –
Mayor Jirsa
Alt Designee
TArLancaster
n/a Outside
Platte River Power Authority Board of Directors Mayor Jirsa Reuben Bergsten Outside
Larimer County Open Lands Board Trustee Zornes n/a Outside
Estes Park Economic Development Corporation Board
of Directors
Trustee Walker n/a Outside
Larimer County Wasteshed Policy Group Trustee Zornes
___________________________________
Todd Jirsa
Mayor
44
Town Clerk Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Lancaster
From: Jackie Williamson, Town Clerk
Date: April 24, 2018
RE: Appointments – Town Officers & Town Administrator
Objective:
To appoint Town Officers per Municipal Code 2.24 & 2.28
Present Situation:
The Town held the regular Municipal Election on April 3, 2018. Per the Municipal Code
Section 2.24.010, at the first regular meeting following certification of the results of each
biennial election, the Board of Trustees shall appoint a qualified person as Town Clerk,
Town Treasurer, Town Attorney, Municipal Judge and Assistant Municipal Judge, and
any other officers the Board of Trustees deems necessary for the good governance of
the Town.
Municipal Code section 2.28.10 Town Administrator; appointment states at the first
regular meeting following certification of the results of each biennial election, the Board
of Trustees shall appoint a qualified person as Town Administrator.
Proposal:
To appoint the following officers:
• Jackie Williamson – Town Clerk
• Duane Hudson – Town Treasurer/Town Clerk Pro Tem
• Greg White – Town Attorney
• Roger Clark - Assistant Town Attorney
• Randy Williams - Assistant Town Attorney
• David Thrower – Municipal Judge
• Teresa Albao – Assistant Municipal Judge
• Gary Brown – Second Assistant Municipal Judge
• Frank Lancaster – Town Administrator
Advantages:
To comply with the Municipal Code and State Statute requirements.
45
Disadvantages:
None.
Action Recommended:
Approve the appointments outlined above through separate motions.
Budget:
None.
Level of Public Interest:
Low
Sample Motion:
I move to approve/deny the appointment of Jackie Williamson as Town Clerk.
I move to approve/deny the appointment of Duane Hudson as Town Treasurer/Town
Clerk Pro Tem.
I move to approve/deny the appointment of Greg White as Town Attorney.
I move to approve/deny the appointment of Roger Clark as Assistant Town Attorney.
I move to approve/deny the appointment of Randy Williams as Assistant Town Attorney.
I move to approve/deny the appointment of David Thrower as Municipal Judge.
I move to approve/deny the appointment of Teresa Albao as Assistant Municipal Judge.
I move to approve/deny the appointment of Gary Brown as Second Assistant Municipal
Judge.
I move to approve/deny the appointment of Frank Lancaster as Town Administrator.
Attachments:
•Letter from Greg White related to his services/fees.
•Memo from Greg White regarding the appointment of Roger Clark and Randy
Williams as Assistant Town Attorney.
46
47
Town Attorney Memo
To: Honorable Mayor Jirsa
Board of Trustees
Town Administrator Lancaster
From:Gregory A. White, Town Attorney
Date:April 20, 2018
RE:Assistant Town Attorney
I am recommending that the Town Board appoint Roger Clark and Randy Williams of
Loveland, Colorado, to the position of Assistant Town Attorney. I have worked with Mr.
Clark and Mr. Williams for the past thirty-nine years and feel that they will bring a high
degree of integrity, competence, and legal experience to this appointment. Mr. Clark
and I were partners from 1980 to 1997, and Mr. Clark served as Assistant Town
Attorney during that period of time. Mr. Williams has maintained a private practice in
the City of Loveland for approximately thirty-nine years and also was Assistant City
Attorney for the City of Loveland. They are currently partners in the firm of Clark
Williams & Matsunaka in Loveland. The purpose of appointing both of them to the
Assistant Town Attorney position is to provide legal services in the event of potential
conflict of interest and/or unavailability of either one.
48