HomeMy WebLinkAboutPACKET Town Board Study Session 2016-12-13Tuesday, December 13, 2016
TOWN BOARD 4:45 p.m. – 6:40 p.m.
STUDY SESSION Rooms 202/203
4:45 p.m. Visit from Sam Mamet, CML Executive Director.
5:15 p.m. Dinner.
5:30 p.m. Final Review of Town Board’s 2016 Strategic Plan.
(Town Administrator Lancaster)
5:50 p.m. Proposed EVPC Vacation Rentals Regulations
(Director Hunt)
6:20 p.m. Trustee & Administrator Comments & Questions.
6:30 p.m. Future Study Session Agenda Items.
(Board Discussion)
6:40 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
TOWN ADMINISTRATOR Memo
To: Honorable Mayor Jirsa
Board of Trustees
From: Frank Lancaster, Town Administrator
Date: December 13th, 2016
RE: Final 2016 Strategic Plan Progress report
Objective:
Review the progress and accomplishments on the Town Board 2016 Strategic Plan
Present Situation:
Each year the Board of Trustees updates its strategic plan, including the strategic
outcomes, goals and one year objectives. The Town Board developed this years
plan in a board retreat in 2015, with follow up revisions at several points throughout the
year. Staff uses the Board’s strategic plan in budget preparation and throughout the
year to guide allocation of capital, staff and physical resources.
Proposal:
That the Board review the accomplishments and progress to date of the 2016 Board
Strategic Plan
Advantages:
Having an adopted strategic plan focuses the Towns efforts on the priority Ends
of the governing body.
Provides guidance to staff to prioritize implementation and program efforts
Communicates to the public the priorities of the Elected Board of Trustees.
Provides accountability for staff and the Board for stated outcomes, goals and
objectives.
Disadvantages:
none
Requested Action and Sample Motion:
n/a – discussion only
Level of Public Interest
Moderate
*Outcome areas, Goals and Objectives are not listed in any priority order
KEY OUTCOME AREAS GOALS (5-7 YEARS)2016 BOARD OBJECTIVES (1 year time frame)
a. We will work to make Town codes and regulations more user-friendly
and easier to understand and use, while ensuring they are effective and
enforceable and support development.
1. Complete Downtown Neighborhood Plan and develop implementation options in
partnership with the downtown residents and businesses. (e.g. BID, DDA, URA, etc.)
b. We will encourage optimal use of the PRPA/Town fiber infrastructure.2. Research and possible implementation of options to provide increased broadband
access within the Estes Park Light & Power service area.
c. We will review the potential for redevelopment of areas of town where
appropriate.
3. Define the role of Town government in economic development as it relates to the
Estes Park EDC and other organizations.
d. The Town will encourage events, activities and development that
enhance a year round economy.
4.Revise the sign code to be simpler and easier to understand while retaining the
basic intent.
5. Serve a supportive role in the formation and operation of a Creative Arts District.
6. Continue to participate in local, regional, and state economic development.
a. We will continue to address parking options throughout the Town.1. Complete construction of phase 1 of the Visitor Center Transit Facility Parking
Structure.
b. We will provide safe access for users to the trail system.2. Pursue funding for future phases of the Visitor Center Transit Facility Parking
Structure.
c. We will continue to pursue grants and utilize available open space
funding to develop connectivity of trails in the Estes Valley in partnership
with other local entities as described in the Estes Valley Trails Master
Plan.
3. Explore the need for a stormwater master plan and the feasibility of a stormwater
utility (including floodplain considerations).
d. We will develop plans and build the financial strength for redundant
raw water sources to our water treatment plants.
4. Develop a facilities needs assessment for equipment and other storage, including
the museum collections and police evidence.
5. Complete the environmental studies required for the extension of the Fall River Trail
using the Paul S. Sarbanes Transit in Parks grant.
2 Infrastructure - We have
reliable, efficient and up-to-
date infrastructure serving
our residents, businesses
and guests.
Town of Estes Park 2016 Strategic Plan: Vision, Mission and Goals*
VISION: The Town of Estes Park will enhance our position as a premier mountain community.
MISSION: The 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.
1 Robust Economy - We have a
diverse, healthy year-round
economy.
e. The Town will participate as a partner in local, regional and state
economic development efforts.
2016 Strategic Plan
*Outcome areas, Goals and Objectives are not listed in any priority order
KEY OUTCOME AREAS GOALS (5-7 YEARS)2016 BOARD OBJECTIVES (1 year time frame)
Town of Estes Park 2016 Strategic Plan: Vision, Mission and Goals*
VISION: The Town of Estes Park will enhance our position as a premier mountain community.
MISSION: The 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.
1 Robust Economy - We have a
diverse, healthy year-round
economy.
6. Pursue funding opportunities for construction of the Fall River Trail.
7. Start planning for the use of the Trails Special Revenue Fund formed by Ballot Issue
1A sales tax revenue.
8. Repair trails damaged during the flood utilizing available Larimer County Open Space
funds for the Town's required funding match.
9. Partner with the Estes Valley Recreation and Park District in updating the Estes
Valley Trails Master Plan.
10. Develop and adopt a policy on Town installation of empty conduit with other
Town projects.
a. The Events Complex meets the 2013 CH Johnson pro-forma financial
projections.
1. Complete a needs assessment and conceptual plan for improvements to the
Conference Center.
b. We will plan for future upgrades and expansion of the Conference
Center.
2. Investigate ways to improve signage for special events.
c. We will complete stall replacements at the Fairgrounds.
4 a. We will continue to pursue projects and funding to reduce flood risk
and flood insurance costs for the property owners and businesses of the
Estes Valley.
1. Work to restore the streams damaged by the flood and redefine the floodplains
within Town boundaries.
b. We will implement projects and policies which promote sustainability,
to improve the quality of the environment.2. Continue the program to provide wildlife-resistant trash and recycling receptacles.
c. We will maintain safe and healthy environments on Town-owned
properties. 3. Participate as a partner in the County's regional wasteshed planning.
d. We will investigate alternative technologies for recycling and waste
management.
2
Public Safety, Health and
Environment - Estes Park is a
safe place to live, work, and
visit within our
extraordinary natural
environment
Exceptional Guest Services -
We are a preferred Colorado
mountain destination
providing an exceptional
guest experience.
3
Infrastructure - We have
reliable, efficient and up-to-
date infrastructure serving
our residents, businesses
and guests.
2016 Strategic Plan
*Outcome areas, Goals and Objectives are not listed in any priority order
KEY OUTCOME AREAS GOALS (5-7 YEARS)2016 BOARD OBJECTIVES (1 year time frame)
Town of Estes Park 2016 Strategic Plan: Vision, Mission and Goals*
VISION: The Town of Estes Park will enhance our position as a premier mountain community.
MISSION: The 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.
1 Robust Economy - We have a
diverse, healthy year-round
economy.
a. We will serve as a catalyst to develop available housing solutions for all
segments of our community.
1 Define housing needs and identify potential plans for action.
b. We will continue to work with the Estes Valley Recreation and Parks
District and the other partners, to develop and build the multi-
generational Community Center, including the Senior Center.
2. Develop a strategy for addressing seasonal workforce housing demands.
c. We will increase the capacity of the Senior Center, considering the
recommendations of the Museum and Senior Center Master Plan, in
coordination with the Estes Valley Recreation and Park District's
Community Center.
3. As the Planning Commission finishes its current work on neighborhood plans and
after the conclusion of the Downtown Neighborhood plan, collaborate with the
Planning Commission to consider what specific action to take regarding any additional
neighborhood plans.
d. We will plan and implement the celebration of the 100th Anniversary
of the Town.
4. Revise the sign code to be simpler and easier to understand while retaining the
basic intent.
e. We will work to make Town codes and regulations more user-friendly
and easier to understand, while ensuring they are effective, enforceable
and support reasonable development.
5. Develop plans for the Town's 100th Anniversary Celebration in 2017.
f. We encourage the Board of Appeals to look at our regulations and
codes and give suggestions.
a. We will ensure town finances are strong with adequate fund balances
and sustainable reserves.
1. Continue to evaluate financial policies that provide adequate fund balances and
sustainable reserves.
b. We will provide adequate funding for staffing needed to provide the
appropriate level of services to our citizens and guests.
2. Implement the capital planning process.
Outstanding Community
Services - Estes Park will
continu to be an
exceptionally vibrant,
diverse, inclusive and active
mountain community in
which to live, work and play,
with housing available for all
segments in our community.
5
Governmental Services and
Internal Support - We will
provide high-quality, reliable
basic municipal services for
the benefit of our citizens,
guests, and employees,
while being good stewards
of public resources
6
2016 Strategic Plan
*Outcome areas, Goals and Objectives are not listed in any priority order
KEY OUTCOME AREAS GOALS (5-7 YEARS)2016 BOARD OBJECTIVES (1 year time frame)
Town of Estes Park 2016 Strategic Plan: Vision, Mission and Goals*
VISION: The Town of Estes Park will enhance our position as a premier mountain community.
MISSION: The 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.
1 Robust Economy - We have a
diverse, healthy year-round
economy.
c. We will conduct a citizen survey biennially to measure our
performance and citizen preferences.
3. Conduct the biennial Citizen Survey.
d. We will maintain a well-trained and educated town staff.4. Complete a needs assessment and recommendation for an enterprise-wide
document management system.
e. We will implement an enterprise-wide document management system.5. Develop a standard set of contracts for Town Activities.
a. We will continue to address downtown traffic issues.1. Proceed with the next steps in the Loop Project, (to be determined after the
completion of the NEPA Environmental Assessment).
2. Complete the reconstruction of Dry Gulch Road.
3. Continue preventative maintenance activities on Town roads, as adequate funds
become available.
4. Adopt and implement a plan for utilization of the new sales tax funds for street
improvements.
5. Include bike/pedestrian lanes wherever possible along with the street
improvements.
6. Develop a wayfinding signage plan for the downtown neigborhood, coordinated
with the Downtown Neighborhood Plan.
7. Coordinate with CDOT for improved signage on S.H. 7, U.S. 34 and U.S. 36.
8. Investigate the costs and opportunities of expanding transit services year round.
Transportation - We have
safe, efficient and well
maintained multi-modal
transportation systems for
pedestrians, vehicles and
transit.
7
b.The street rehabilitation efforts will result in an average pavement
condition index of 70 or above for the Town street network by 2024.
Governmental Services and
Internal Support - We will
provide high-quality, reliable
basic municipal services for
the benefit of our citizens,
guests, and employees,
while being good stewards
of public resources
6
2016 Strategic Plan
2016 Strategic Plan Progress Summary
Responsible %
KEY OUTCOME AREAS Depts. Complete Comments
I.ROBUST ECONOMY - Diverse, healthy year-round economy
A
Complete Downtown Neighborhood Plan and develop implementation options in
partnership with downtown residents and businesses Com Dev 5%
DOLA approved grant extension through Dec. 2017. Contract with Winter & Co. approved by Town Board Sep. 27. Monthly
meetings with Steering Committee resumed & will continue.
B Broadband access - increase, coordinate with EDC Admin/Utilities 50%
Neofiber report complete, redundant path options under construction, WAPA legal opinion from Feldman under review by PRPA.
Take rate survey completed. Detailed engineering design is underway. Project on schedule
C Define role of Town in economic development in relation to EDC and other organizations Admin 0%Scheduled for Town Board discussion February 14th, 2017
D Revise sign code to be simpler and easier to understand Com Dev 75%
Sign Code revisions will proceed in-house; staff discussion under way. Tentative targets are Planning Commission review in
February and Town Board in March / April 2017. (County review is not required.)
E Serve a supportive role in the formation and operation of the Creative Arts District Admin Ongoing EAD no longer pursuing State Creative District certification. ATA Machalek continues to work with the EAD.
F Continue to participate in local, regional, and state economic development Admin Ongoing
II.INFRASTRUCTURE - Reliable, efficient, up-to-date
A Complete construction of phase 1 of Visitor Center Transit Facility Parking Structure Public Works 60%
Project delayed by BoR and FTA NEPA processes. Final design and construction concurrently underway. Tentative completion of Ph
1 and Ph 2 work is summer 2017.
B Pursue funding for future phases of Visitor Center Transit Facility Parking Structure Public Works 100% Ph 2 loan application from Salsbury Financial goes to Town Board 12/13/16. Closing January 2017.
C Explore need for a stormwater master plan & feasibility of stormwater utility Public Works/Utilities 100% $300k grant approved for master plan. Consultant hired Sep 2016. SWMP scheduled for completion fall 2017.
D Develop facilities needs assessment for storage and equipment Public Works 20%
Managing a high volume of facilities maintenance work and special projects demands (Community Rec Ctr, museum remodel, Town
Hall security cameras, etc ) requires this objective to be delayed to 2017.
E Fall River Trail - complete grant-funded environmental studies required for extension Public Works 95% Design work by Loris & Assoc is underway. Public outreach completed. This work will be completed in early 2017.
F Pursue funding for construction of Fall River Trail Public Works ongoing
Town established a verbal agreement to share local match funding with EVRPD for a 3 phased construction project. Each entity to
set aside $200k per year for 2017, 18,19 to fund three future $2m phases of construction.
G Trails Fund - start planning for use/Partner with EVRPD to update Master Plan Public Works 100
EVRPD trail masterplan released July 2016. Approved by Planning Commission Nov 2016. Presented to Town Board Dec 2016.
EVRPD Trails Committee partnering with PW to build MacGregor trail to Lumpy Ridge trail head in 2017.
H
Repair trails damaged during flood utilizing Larimer County Open Space funds for Town's
required funding match Public Works 60% Box culvert & wall construction is underway. Trail and roadway repairs scheduled for completion fall 2017.
J Develop and adopt policy on Town installation of empty conduit with other Town projects Utilities 10% Delayed to 2017.
III.EXCEPTIONAL GUEST SERVICES - preferred CO mtn destination,
exceptional guest service
A
Complete needs assessment and conceptual plan for improvements to Conference Center Com Svcs/Public Works 0%
The property now has a new owner, Delaware North Corp. This was put on hold until the new owner was on board.
They plan extensive remodelling to the hotel and we will be meeting with them sometime this about the future of the
Conference Center
B Improve signage for special events Community Services 5%
CDOT receptive to electronic sign. No funding identified for an electronic message sign. Project on hold. Need for
additional directional signage at the Events Complex as well. No funding identified for this at this time. We will
consider doing a signing plan for the whole complex in 2017.
IV.PUBLIC SAFETY, HEALTH AND ENVIRONMENT - safe place to
live, work, and visit
A Restore streams damaged by flood Public Works/Com Dev 100%
The Estes Valley Watereshed Coalition is taking the lead on most areas, other than Town owned property. Tina Kurtz,
Planner continues to coodinate closely with the Estes Valley Watershed Coaliton, including providing input into project
prioritization. Staff anticpates that the majority of state and federal funded permanent restoration work will occur in
2017 and 2018. The two current projects being managed by the Town are the hyrdoplant and Scott Ponds. Scott Ponds
project completed. Hydroplant completed.
B Continue program to provide wildlife-resistant trash and recycling receptacles Public Works/Admin 100%New containers have arrived and installed. Bases and anchor bolts to be installed this fall/winter.
C Participate as partner in County's regional wasteshed planning Admin/Mayor Pro-Tem ongoing We continue to participate in the county wide waste management planning
V.OUTSTANDING COMMUNITY SERVICES - safe place to live,
work, and visit, with housing available for all
A Housing needs - define/identify potential action plans. Admin 50%
The Housing Authority Report was released in January. In March we met with the HA board and developed a plan to
partner on moving forward with responding to the 11 recommendations in the Housing report. A small implementation
planning group met to develop an implementation strategy the week of May 23rd. We discussed strategies for Town,
including proposed code changes, at a study session August 9th. Code changes are moving forward. Code changes
regarding ADU's were presented to the Planning Commission in August. Planning Commission recommended denial of
ADU changes Oct. 18, 2016. Town Board to consider the amendment Dec 13th, 2016. Code changes addressing density
bonuses for workforce housing approved by the Planning Commission , and will be considered by the Town Board
December 13th, 2016.
B Develop strategy to address seasonal workforce housing Admin 50%
Code changes adopted in February to remove employee housing restrictions in the code. Further changes will be part
of the project above.
C Collaborate with Planning Commission to consider action needed on additional
neighborhood plans following conclusion of Downtown Plan Admin 0%Waiting on the completion of the Downtown Plan
D Centennial Celebration Committee - develop plans for celebration in 2017 Com Svcs/Admin 100%
Celebration team is working with Public Works to develop ideas for the Legacy Project to improve Knoll-Willows, team
is soliciting community involvement through donations, events and logo products, Town is pursuing ideas for promotion
with staff giveaways, Events staff is planning the kickoff event (Winter Fest) and the April birthday celebration. Ready
for implimentation in 2017
VI.GOVERNMENTAL SERVICES AND INTERNAL SUPPORT - high-
quality, reliable, basic muni services for citizens, guest and
employees, which being good stewards of public resources
A
Continue to evaluate financial policies that provide adequate fund balances and
sustainable reserves Finance 75%
Fund balance, Purchasing Limits, Local Preference Policies adopted Jan 2016. Investment policy adopted June 2015.
Internal purchasing policies under review. Minimum cash balance policy in beginning stage. Other Board-level policies
(debt, capital) maybe brought forward as needed.
B Capital planning process - implement Finance/PW/Util 100% Prototype 2017-2021 CIP completed.Full implementation in 2017 in coordination with 2018 budget.
C Conduct biennial Citizen Survey Admin 100% Complete
D Develop a standard set of contracts for Town activities Town Attorney 75%
TRANSPORTATION - safe, efficient, well-maintained multi-
modal systems for peds, vehicles and transit
A Proceed with next steps in Loop project, determined by completion of NEPA Admin/Public Works 100%
NEPA EA released July 5 2016. Public hearing completed. All work planned for 2016 is complete. Property acquisitions
and final design work to proceed in 2017. Construction currently scheduled to start fall 2021.
B Dry Gulch Road - complete reconstruction Public Works 100%Project complete
C
Town Roads - preventative mtc activities, create plan for new Street Fund $$ use. Include
bike/ped lanes whenever possible Public Works 100%
Updated pavement condition summary and draft 2024 Street Improvement Plan presented to Board Feb 2016. Web
page created.
D
Develop wayfinding signage plan for downtown neighborhood, coordinate with
Downtown Plan
Admin/Com Dev/Public
Works 10%TAB selected other priority projects for 2017 budget proposal. Downtown Plan delayed.
E Coordinate with CDOT for improved signage on SH 7, US 34 and US 36 Public Works 100%Complete
F Investigate costs and options for expanding transit services year round Admin/Com Svcs 100%
Have presented the best option to the Town Board Study Session. Pursuing grant funding from the Feds. We don't
expect to hear where we are with the grant until the fall
Status Legend:Objective complete
On Schedule
Behind Schedule
On Hold/Tabled/Suspended
January 10, 2017
Discussion of Hydrology Study Results
January 24, 2017
Making Board emails available to the
Public
February 14, 2017
Review of 2017 Street Improvement
Plan (SIP)
Discuss the role of Town Government
in economic development as it relates
to the Estes Valley EDC and other
organizations.
Items Approved - Unscheduled:
(Items are not in order of priority)
Short update on the Downtown
Neighborhood plan.
Discussion of Rural Transportation
Authority.
Study Session Items for Board
Consideration:
Discussion and review of Fish
Hatchery RFP
Future Town Board Study Session Agenda Items
December 13, 2016