HomeMy WebLinkAboutPACKET Town Board Study Session 2016-06-14
Tuesday, June 14, 2016
TOWN BOARD 5:00 p.m. – 6:30 p.m.
STUDY SESSION Rooms 202/203
5:00 p.m. Dinner Served.
5:15 p.m. Community Center Update.
(Executive Director Carosello & Assistant Town Administrator Machalek)
6:00 p.m. Discussion of Items to be Presented to Committee Prior to
Town Board Review.
(Town Board)
6:15 p.m. Trustee & Administrator Comments & Questions.
6:25 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 4:45 p.m.
AGENDA
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ADMINISTRATION Memo
To: Honorable Mayor Jirsa
Board of Trustees
Frank Lancaster, Town Administrator
From: Travis Machalek, Assistant Town Administrator
Date: June 14, 2016
RE: Senior Services Space at the Estes Valley Community Center
Objective:
To provide the Board with the current status of the Estes Valley Community Center
(EVCC) project and seek direction on the Town’s involvement in the project.
Project Context:
The Town of Estes Park’s involvement in the design process for the EVCC is driven by
the Town’s 2013 “Master Plan for the Estes Park Museum and Senior Center”. This plan
was developed with extensive public involvement and was accepted by the Town Board
on June 25, 2013. To meet the growing customer demand for Senior Services, in
accordance with public input, the Master Plan recommended a 15,000 square foot
Senior Center, with the preferred concept being a combined Senior Center/Community
Center.
The EVCC Design Advisory Group has met weekly over the last four months to work
through an iterative design process. Using this process, Senior Services space at the
EVCC was refined to approximately 9,600 square feet of dedicated space, with access
to 3,000 square feet of shared space throughout the EVCC facility (12,600 square feet
total). While less than the Master Plan recommendation, Town staff was comfortable
with this space based on the ability to utilize shared spaces and the need to bring the
EVCC project into alignment with the existing budget (this was discussed with the Town
Board at the 03/22/2016 Study Session and the Board concurred).
Present Situation:
The Town was recently informed by the project owner (the Estes Valley Recreation and
Park District), that the construction budget for the EVCC is facing a large shortfall
(approximately $7 million). Significant changes to the facility’s design are needed to
bring the project into alignment with available funding.
At its June 1st study session, the Estes Valley Recreation and Park District (EVRPD)
Board of Directors discussed options to close this budget gap. RLH Engineering (the
Project Managers and Owner’s Representatives), discussed the need to develop and
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prioritize a list of “alternates” for the project. Alternates are elements of a construction
project that are removed from the initial construction budget but can potentially be
restored at the discretion and approval of the project owner if funds become available.
Though no action was taken at the June 1st study session, the guidance from the
EVRPD Board was to place the Senior Services kitchen and three adjoining
multipurpose rooms (previously dedicated space) on the list of alternates.
From Town staff’s perspective, this reduction would result in a facility that would not
meet either the current or future needs of the Town’s Senior Services Division. Placing
the kitchen and the multipurpose rooms on the alternates list would effectively reduce
Senior Services space by 4,100 square feet, guaranteeing only 5,500 square feet of
dedicated Senior Services space. This would be 1,000 square feet less than the existing
Senior Center, which the Master Plan public process determined does not meet the
current or future customer needs for Senior Services. There is no guarantee that any
alternates would be added back into the project. It is important to note that the Town will
also be paying a lease rate for this space in addition to the contribution of approximately
$5 million in 1A sales tax money for construction.
Additionally, EVRPD has reduced or eliminated the square footage of the shared
multipurpose rooms throughout the EVCC. These shared rooms are crucial to Senior
Services programming needs. One shared multipurpose room has been eliminated
while the two remaining fitness rooms have been downsized to approximately 1,650
square feet total.
If the kitchen/multipurpose rooms alternate is not brought back into the project, Senior
Services would be left with a combined 7,150 square feet of space (dedicated and
shared), just 650 square feet more than the existing Senior Center.
Please see the table below for a simplified progression of Senior Services square
footage.
Senior Services Square Footage
Existing
Senior Center
Master Plan
recommendation
EVCC (03/22/16)
draft design
EVCC (Alternate)
EVRPD discussion
6/1/16
6,500 15,000 9,600 (+3,000 shared) 5,500 (+1,650 shared)
Staff’s opinion is that this new direction does not reflect the policy guidance of the Town
Board calling for no further reductions in space from the 3/22/16 design draft. While the
ultimate fate of the Senior Services food program (and, by proxy, the kitchen) is yet to
be decided, the remaining Senior Services space in the 03/22/2016 EVCC design draft
is absolutely essential to meeting the demands of the community, the recommendations
of the Master Plan, and the policy direction from the Town Board to date.
Level of Public Interest:
Staff expects a high level of public interest in this issue from the general community.
June 16, 2016 – Conference Center
Board Strategic Planning Retreat
June 28, 2016
Vacation Home Task Force Update
Broadband Take Rate Study
July 12, 2016
Fish Hatchery Property Discussion
Update on Environmental Assessment
NEPA process – Loop.
July 26, 2016
Update on SCFD
August 9, 2016
Update on Housing Needs and
Response – Impact Fees & Other
Funding Options to Support Housing
Goals
August 23, 2016
Discussion of Town Hydrology Study
and Implications
August 30, 2016
Tentative Town/County meeting on
Vacation Rentals 9 & More
September 13, 2016
Development of Annexation
Philosophy and Policy
Items Approved – Unscheduled:
(Items are not in order of priority)
Review Revised Sign Code Draft
Briefing and Discussion of US 34
Rebuild Project with CDOT
Discuss the Role of Town Government
in Economic Development as it
Relates to the Estes Valley EDC and
Other Organizations
Briefing on Storm Drainage and Flood
Management Issues and Management
Options. Discussion of Storm Water
Utility.
How to Handle Off Cycle Requests for
Funding for Outside Organizations
Follow Up on Broadband Issues
Study Session Items for Board
Consideration:
Future Town Board Study Session Agenda Items
June 14, 2016