HomeMy WebLinkAboutPACKET Town Board Study Session 2015-08-25Tuesday,August25,2015$TOWNBOARD4:30p.m.-6:40p.m.STUDYSESSIONRooms2021203AGENDA4:30p.m.FallRiverTrailAlignmentandDesign(DirectorMuhonen)4:50p.m.DinnerServed5:00p.m.ReviewofDraftRecommendationforVacationRentals.(PlannerKleisler)6:00p.m.AuditCommitteeStructure.(AdministratorLancaster)6:15p.m.Trustee&AdministratorComments&Questions.•BoardSalaryReview.6:25p.m.FutureStudySessionAgendaItems.(BoardDiscussion)6:40p.m.AdjournforTownBoardMeeting.“InformaldiscussionamongTrusteesconcerningagendaitemsorotherTownmattersmayoccurbeforethismeetingatapproximately4:15pm.”
MemoTo:HonorableMayorPinkhamBoardofTrusteesTownAdministratorLancasterFrom:Date:August25,2015RE:TOWNOFESTESPARKENGINEERINGKevinAsh,PE,PublicWorksEngineeringManagerGregMuhonen,PE,PublicWorksDirectorFallRiverTrailExtensionAlignmentOptionsBackground:InSeptemberof2012,PublicWorksstaffsubmittedanapplicationforaPaulS.SarbanesTransitinParksProgramgranttofundthedesignandenvironmentalassessmentworkneededtoextendtheFallRiverTrailtoRockyMountainNationalPark.Agrantintheamountof$337,000wasapprovedbytheFederalTransitAdministration.ThePublicWorksDepartmenthiredLorisandAssociates,Inc.inApril2015toperformthiswork.Thegrantapplicationandagreementstates“Thetrailwouldprovideexpandedaccessbyconstructingpedestrianandbicycleenhancementsfor2.5milesadjacenttoUS34.”StaffhasconfirmedthatFTAisreceptivetoconsiderationofalternativeroutesifsupportedbythecategoricalexclusionenvironmentalevaluation.ProposalandPublicOutreach:Lorishaspreparedtwoalternativetrailalignmentsforthewesterly1.5milesofthetrail.OneroutefollowsthesouthedgeofUS34andterminatesattheFallRivervisitorcenter.TheotherfollowsthesouthsideofFishHatcheryRoadandagravelserviceroadwhichterminatesattheRMNPboundaryneartheAspenGlencampground.PleaserefertotheattachedFallRiverTrailAlignmentmap.Thesealternativeshavebeenpresentedinthreeseparatepublicoutreachmeetings.Citizencommentsreceivedthusfarsupportbothalternatives.Asummaryofallthecommentsisattached.CurrentFunding:$330,000ofexpectedrevenuefromthegrantisreflectedinthe2015CommunityReinvestmentFundbudget.Nolocalmatchisrequired.Thefundingisexpectedtobesufficientforthisdesigneffort.StaffDirection:Toguidetherouteselectiondecision,LorispreparedtheattachedFallRiverTrailExtensionAlternativeEvaluationMatrix.Thematrixincludessixcategoriesofkeyconsiderationsthatwereevaluatedforeachroutealternative.Staffrecommends
selectionoftheFishHatcheryRoadalignmentforthefinaldesigneffort,andrequestsconfirmingdirectionfromtheBoard.Attachments:1.FallRiverTrailAlignmentMap2.PublicOutreachSummary3.FallRiverTrailExtensionAlternativeEvaluationMatrix
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FallRiverTrailExtensionPublicCommentSummaryAugust20,2015PublicCommentPeriodTocollectmeaningfulpublicfeedbackontheFallRiverTrailExtension,apubliccommentperiodwasheldfromJuly-August,2015.Duringthecommentperiodtwopubliceventswereheld.Thefollowingsummarizesthepublicmeetings,projectoverviewandthecommentsreceivedduringthepubliccommentperiod.ThecommentperiodandpubliceventswerepublicizedontheCity’swebsiteatwww.estes.org/FallRiverTrail;throughemailnotificationstoresidentsandinterestedstakeholders;andapostcardmailedtopropertyownersintheFallRivercorridor.Theprojectoverviewandmaterialsfromthestakeholdermeetingswerepostedonlinetobereviewedbyinterestedparties.Thesematerialsincludedmapsandillustratedgraphicsdisplayedtheguidingprinciples,theinitialroutealternatives,andtypicalcross-sectionsforthethreetypesoftrails.Commentswerecollectedatthepublicmeetings;throughemailviatheTown’sPublicWorksDepartment;andtheconsultantteam.Thecommentshavebeenrecordedonamasterlistthatwascreatedfortheproject.AdditionalpublicoutreachwasconductedattheEstesValleyTrailsMasterPlanMeetingonAugust12th.ThisseparateplanningprocesslooksattheentiresystemoftrailsthroughouttheEstesValley.TheFallRiverTrailconnectstothissystem.PublicMeetingsDescriptionandPurposeTwopubliceventswereheldonJuly22and23,2015.Thefirstwasapublicopenhouseheldfrom5:30to7:30pmattheEstesParkUnitedMethodistChurch.ThesecondwasaboothinBondParkfrom4:30to7:00pm.TheintentwastokickofftheplanninganddesignprocessoftheFallRiverTrailExtensionProjectandreceiveinputoninitialroutealternatives.Commentsformswerecollected.July22StakeholderMeetingOverviewThepublicmeetingonJuly22beganwithawelcomegivenbytheTownEngineerKevinAsh,followedbyashortoverviewofrecreationtrendsbyJanaMcKenzie,andathoroughpresentationontheprocessandpreliminaryanalysisbyScottBelonger.Followingthepresentation,agroupdiscussionandquestionandanswersessiontookplacefortheremainderofthemeeting.Participantswerethenaskedtorespondtotheinitialroutealternativesandexpressconcernsorsupportfortheprojectandpreferredalignment.Participantswereencouragedtoprovidewrittencommentsanddenoteiftheywouldliketomeetpersonallywiththeconsultantsandstaff.July22,2015attendees:KevinAsh,GregMuhonen,KateRusch,FrankLancaster(TOE);ScottBelonger(Loris);JanaMcKenzie,KristinaKachur(LoganSimpson);andapproximately35membersofthepublic.1
July23BondParkBoothOverviewTheboothinBondParkwasstructuredforindividualconversationswithpeopleregardingthethreetypesoftrailsections.Alargemapwasavailable,aswellasboardsthatshowedthevarioustraildesignoptions.Approximately12peoplestoppedbythebooth;somehadattendedthemeetingtheeveningbeforeandwantedadditionalinformation,ormaterialstotakebacktootherresidentsintheirneighborhoods.Commentswererecordedoncommentforms.July23,2015attendees:KevinAsh,GregMuhonen(TOE);ScottBelonger(Loris);JanaMcKenzie(LoganSimpson);andapproximately12membersofthepublic.ProjectOverview/PresentationTheTownofEstesParkproposestoconstructaneighttotenfootwide,twoandonehalfmile(approximately),concreteextensionofthemulti-useFallRiverTrailthatwillconnecttheexistingtrailfromEstesPark,whichcurrentlyendsnearCastleMountainLodge,totheFallRiverEntranceofRockyMountainNationalPark.Asegmentofthetrailsystemhasbeencompleted,andthisplannedtrailextensionwillencountersimilartypesofdesignchallenges.Consideringpublicinput,apreferredalignmentwillbeselectedinlatesummerof2015.Preliminarydesignoftheselectedalignmentwillbecompletedbytheendof2015andfinaldesignwillbecompletedin2016.ThecurrentstudyanddesignprocessarefundedbyagrantawardedtotheTownofEstesPark,afteracompetitiveprocess,throughthePaulS.SarbanesTransitinParksProgramoftheU.S.DepartmentofTransportation.Thereisnobudgetandnoscheduleforconstructionatthistime.Schedule•June,2015-DataCollection&AlternativeAnalysis•July,2015-PublicMeetings1And2•Aug.2015-IndividualPropertyOwners•Aug.2015-SelectionOfPreferredAlternative•Oct.2015-PreliminaryDesign•Nov.2015-PublicMeeting#3•Apr.2016-FinalDesign•SearchForFunding•TBD-ConstructionGuidingPrinciples•BuildTheTrailWithinExistingRightsOfWayOrWorkWithWillingPropertyOwners•FollowApplicableDesignStandards(AASHTO/ADA)•MaximizeSafetyForTrailUsers•ConsiderProjectCosts•MinimizeGradingandImpactsToExistingTrees—BestFitWiththeNaturalSurroundings2
TypicalTrailSectionsType1:IdealTrail/EasyConstruction•GreaterThan10’ofSeparationfromRoadway•10’orGreaterTrailWidth•MinimalStructures/Cost$Type2:LessthanidealTrail/ModerateConstruction•5’tolO’ofSeparationfromRoadway•Lessthan10’TrailWidth•ModerateStructures/Cost$Type3:MinimizedTrail/DifficultConstruction•0to5’ofSeparationfromRoadway•Lessthan10’TrailWidth•SignificantStructures/Cost$$$SummaryofCommentsThefollowingisasummaryofcommentscollectedduringthecommentperiodanddiscussionsthatoccurredduringtheJuly22publicmeeting.Responseswereansweredbytownstaff,theTownAdministratorandconsultants.Ofthecommentscollected,themajorityofrespondentspreferredtheFishHatcheryRoadalternative.ThosethatpreferredtheFishHatcheryRoadalignmentdescribedreasonssuchaslesstraffic,closertotheriver,morescenicandquieter.AnadditionalbenefittothisalignmentistheconnectiontotheHydroPlantMuseumandtheAspenglenCampground.IfthetrailisonFishHatcheryRoad,thereneedstobeconnectivityandsignagefromtheVisitorCentertoFishHatcheryRoad.However,thereareconcernsabouttheadditionalaccesspointintotheNationalPark.Itisaresidentialroadwhichprovidesbothanopportunityandaconcern.Intheopinionofsomeresidents,thereisnoreasonforatrailbecauseitiscurrentlysafetobikeandwalkalong.Analternativecouldbetoaddanextendedbikelane/shoulderalongFishHatcheryroadsincesafetyisnotmuchofaconcern.AhandfulofrespondentspreferredtheFallRiverRoadbecauseU534isacommercialroad,ismorescenic,andhasmoredirectroutetotheNationalParkandVisitorsCenterandwilllikelybeusedbyavidbikers,whichalreadyoccurs.Thetrailwouldneedabarrierorseparationfromtrafficforsafetyreasons.ResidentsexpressedadesiretokeeppotentialtrespassingissuestoaminimumbynotplacingthetrailalongFishHatcheryRoad.3
Issuesidentifiedasconcernstoeitheralignmentinclude:DesignGeneralcommentsonthedesignofthetrailwererelatedtosafetyandtypeofthetrail.Thedesignofthetraildoesnotplantohavelighting.Thetrail,whichisan8-10concretemultiusepath,isbeingdesigntobeusedbybikesandbeADAcompliant.Thetargetgradeforthetrailis5%,whichmeetsADAguidelines.Thereareallowancesforanincreasedgradeifexcessiveimpactstoenvironment,cultural,orcostsoccur.Althoughanon-concretematerialmayfitinbetterwiththesetting,aconcretetrai!provideseasiermaintenance,senseofsafety,andalonger-lifespan.Theintensityofrainfalltheregionhasbeengettingcreatessignificantmaintenancecosts.Thereareoptionsforcoloredconcrete,whichisusedonthecurrenttrail.CDOTwillhavetoapproveplansalongstatehighwayandtheywillputintheguardrails,ifnecessary.TrailSectionType3withnobufferbetweenthetrailandroadposesignificantsafetyconcernstoparticipantsofthemeeting.Thepossibilityofincludingasoftsurfacetrailwiththedesignwasmentionedasitisbetterforhorsesandrunners.LocationThetrailcouldbe100%withintheright-of-way(Row)ifsomeType3sectionsareincludedinthefinaldesignbutthiswillbemorecostly.SleepyHollowDrive,whichistheOldFallRiverRoadalignment,wassuggestedaspossiblealternative.AccordingtoaresidentSleepyHallowisapre-existingroadbedbutisnow,atleastpartially,onprivateproperty.ThereisaValley-wideTrailPlanbeingcompletedbyEVRPDthatwilldevelopacomprehensiveplanfortheentiretrailnetwork.NaturalresourcesTheprimaryconcernregardingnaturalresourcesistheremovaloftreeswhichactasavisualbufferbetweentheroadandresidentsandlodges.Lodgeownerswereconcernedaboutpotentialimpactstotheirbusinesses,bothcurrentconstructionandthefinaltraildesign.Replacingoldgrowthponderosapineswillbedifficult.Theteamensuresthateveryeffortwillbemadetoavoidtheremovaloftreesbydesigningthetrailintheappropriatelocation,andplantingnewtreestoscreenthetrailwherepossible.Thefinaldesignneedstotakeintoconsiderationthenaturalhabitatandworktonotdestroythehillsidewiththefinaldesignorduringconstruction.Additionalconcernsincludeimpactstowildlife,especiallyElk.Anenvironmentalimpactprocessisoccurringinconjunctionwiththisprocess.Theanalysiswilltakeplaceoverthenextcoupleofmonths.UseofthecurrenttrailTheexistingFallRiverTrailwasbeganconstruction20yearsagowithmostofthetrailbuiltwithinthelast10-15years.Concernswereraisedabouttheneedanddesireforthistrailaswellasfrequencyofuseandanypotentialaccidentsonthetrail.Anumberofparticipantscommentedontheuseofthetrailandhowmuchtheyusethetrail.AccordingtotheCastleLodgeowner,whohastheexistingtrailadjacenttohisproperty,onaSundayafternoonin1.5hourstherewere47peopleusingthetrail.Touristsliketobikeorwalkintotown,usethetrailtoaccesstheshuttle,andthisresultsinlesstrafficandlessparkingintown.Oneoutcomeofcompletingthetrailwouldbethatiftheremoreconnection/destinationstheremaybeevenmoreusers.4
ConstructionThemainconcernwithconstruction,apartfromremovaloftrees,areimpactsduringthebusytouristsseason.Thetrailwilllikelybebuiltincontinuoussegmentsfromeasttowestandnotbepiecemealed.Lodgeownersdesirethatconstructiondoesnotoccurduringsummermonthsbecausethiswillhurtlodgingbusinessesasguestswon’twanttostaythere.Constructioncouldpossibleclose1/2ofUS34inareas,withalternatingone-waydirections.Theteamshouldmitigateconstructionimpactssuchasnoise,andlocationoftheequipmentandkepttoaminimumtimeline.Anopportunitysuggestedbyaparticipantwastoincludeaconduitforhigh-speedandbroadbandintheconstructionplans.SupportGeneralsupportfortheprojectwasgivenbymanyoftheattendees.Oneresidentexpressedthattheydon’twanttobeknownastheplacewithatrailtoknowwhere,whichitisnow.HefeltthatthistrailisapartofwhatEstesParkisdoingforthecommunityandanamenitythatmakesEstesParkauniqueplace.Itisgreattoseefamilieswalkingalongthetrails.OtherConcernsTherewasaquestionregardingwhoisresponsibleforcosts,littering,liability,andtrespassingissues.SincethetrailwillbewithintheROWoraneasement,theliabilitywillbeontheTown.Easementsthatlandownersarewillingtograntwillbeaccompaniedbyaliabilitywaiverforthepropertyowner.Lowrailsorothertreatmentscanbeusedtoseparateprivateandpublicrealmwhilealsobeingvisuallyappropriate.Thecostforconstructingthetrailhasnotbeendetermined,butpotentialcostsbasedonthepastprojectsinsimilarenvironmentscouldbeinthefollowingranges:Type1:$100-200linearfoot,Type2:$200-500linearfoot,Type3:$500-1,000linearfoot.Whatarethecriteriafordeterminingbestroute?-FishHatcherywillcomeupmorefavorableintermsofcosts.-Experienceshouldbeapartofthetrailcriteria.-TheTownBoardwillmakethefinaldecision.(PubliccangototheTownBoardtoexpressopinions)-MasterPlandocumentswillbelookedatbyBoardtoguidedecisions.FrankLancasterprovidedthefollowingcommentsattheJuly22publicmeeting:-TheprimaryfundingwouldbeTownTax(1A),inwhichaportionisallocatedfortrails,andismeanttobematchingmoneyforgrants.TheLCHelpPreserveOpenSpaceTaxandgrantfunding(GOCO,Federal,somestate)willalsobeused.TheTownhasbeenverysuccessfulincreatingpartnershipsandobtainingGOCOfunding.Withoutadesign/shovelreadyprojectwillnotbeaabletocompeteforfunding.Therewillbenobondsissued.WillingpropertyownersisarequirementofHPOS.-FishCreekTrailwasthemostpopulartrailintownandwasusedbyresidents,schoolkids,andtourists.Peoplereallymissthattrail-Thepresenceofatrailnexttolodgesisamenitythatotherlodgesmaynothavebutagreesthattreesneedtobekept.-RMNPisworkingonaplanforamulti-usepathwithinthepark.Thistrailcouldconnecttothatinthefuture.5
ESTESPARKCOLORADOFIghtrightatcayatthecootetodtotpithHatcheryfloodwillionremroodwaotoheminimloed.La,,du.ctcomlactiontavtiitorCenterIertrodocetnewitnpacetinao.eadatonetoiohli,otaocorridor.r1LORISFallRiverTrailExtensionAlternativeEvaluationAugust20,2015Ia—IHighlyFavorableFavorableNeutralunfavorableHighlyUnfavorable:f.Jt’c;0)rGreatestteyrfitSUMMARYcrocidenmoredieteraccot.toPallRicerVltjtorCenter.Providcii..tryironoyomctttoatre’teatIvinacceotihletoGreatestConcern5i;nlhcanlcostindttchtjcalchaPlin,,doetootetoeyrdwayoldedoproO!rectlyodlocetttohi;hyolome.hI;h10rJk.tfw.Lroe.ppe.bnptotamI.e.Mo,tpIeaiintdoetoloweroolvmetratf!oMoreappealingaflariliet.tignifcoilpla,seoprntrsedtechoccollyehalleroin;dottoccdotedsideolepetcorrayedtoFallRIvettoad.letterconnectiontoAtpetolenCampiroordandHydraPuttMoteomF_____—/Ov./UDTUrhtownb.cverylift301.Poised3Dtwit.Ayoa.Expowoelovehidetv.2-••o.rtoItsnn.hir,ntdi,inioopatatotttsot2itghnoireaodoxtcotttotedothokmoyere,tiaithe--....w.y,iron.ryoiooiiSAFETY.;-‘...-.—improvesSafetyCompared;oExhihig2;ZatflAcopsnateoradwoodprst:dom,reooedcomPorttsrtamp1Condition.vvctaereebytometob.aoat.oje/redrontpdcto,-vostt2i-ivodomehndtoafhcpsdenon.btom,tiaiiiConRthHato’vExwandiwbestedUSEREXPERIENCEProitidnaPleasantRecontlonatDoporiercet2.tveeotionatropermoe.Presidesgoodonedelta-i2-cc-ctnosednarotepieaostttetreot;onateopetesceF_______ENVIRONMENTAL.s[idsadditionaloiogetothtcorr.ntiylightlysledTownIMPACTtmpactotoWddlifeHabItat2rosoigolticaotoemin,pactstowe[dAleiiiotoperty________a......—,NeedhrSigh;ofWayAcquisition2iieedtoeriftofwayKtos.iiotDoepsrcmlreqsaretothretmotHbebetefititibooretitiarltOttot2homesVeredcoarajoeth.l.•,la°oethorat.sto.&.ecliL4aPo%ednec..’wtimpadsiorrivacy2--oeovrmpnv.twentardadptb:&ttg..iH::t:.;t0%°°”°tPetarawlRESIflENTI—reonoiocoutoc130tihetn.icsm,oc.xnioowtcbenoore—C-.cCPHIHth01oo-eoseso°tnorolootaro.h.bs,00.npaortoPRIVACYPttyoicai/VlwaiimpoctooftheTroiemitdyeUthoy.tenoor0mm;atcootU—,00wodoremtars00haq...o.CONCERNS—ceatersertrd.ecaral.ttbettt.eqhomthetna:i.iDI.ttfithHatoMtytondhnenlostyeontnledComodorRedden;canviteetsRecoivodIotraillucreflooditreteetomatedro,trodorPatRwerRoadoratcootthesoothideolnihbatoperrRoad.°teartyalla!thecoenmentscroonedtot,Iregeoe’4nobleGgnniPyb&CoenmontoRgcgdnda2irsrendre:ttitadpcettstrot:ootiooeirenterred*etOt,oiitobeioratedooFHfl.cZIE-Z.ConoectioninViolin,Center21liiUlettoViniiorCentetPsi-lll,lenilmnt0V[titntCONNECTIVITY/EFFICIENCYContectientoAopongienCampgrootd,Deervicecectioo,aooidValisetenetparhit;lotProoideeaRidge,FigaroNflTrollSystematdPower—1Cvttectinnitetoir.nitRatethtpoehItret,totcrtiit2viiivderecto000ecttontotheAopetglenCompgrtondPhi,PlantM1ti,drnplontUooesrr,OP.DeerMoortaitliiilhead105rTotaleopectedconotuctioncootCOST2100MItI
FALL RIVER ROAD TRAIL EXTENSION
FALL RIVER ROAD VERSUS FISH HATCHERY ROAD TRAIL ALIGNMENT OPTIONS
CATEGORIZED PUBLIC COMMENT SUMMARY
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Ri AVOIDS NEW USERS TO FHR (PRIVACY)3 Hi LESS TRAFFIC /MORE SEPARATION FROM ROAD 10
R2 AVOIDS NEW PHYSICAL/VISUAL IMPACTS TO FHR 1 H2 BETTER USER EXPERIENCE 12
R3 CONNECTION TO VISITOR CENTER 4 H3 REDUCED COST!DESIGN OBSTCALES 3
R4 IMPROVES FALL RIVER ROAD SHOULDERS 2 H4 BETTER GRADES 3
R5 SIGNIFICANT SAFETY IMPR.COMPARED TO FHR 2 H5 APPEALING TO FAMILIES 2
R6 TRAIL ON FHR UNNESSESARY 3 H6 CONNECTION TO ASPENGLEN CAMPGROUND 6
R7 IMPACTS TO CAMPGROUND 1 H7 CONNECTION TO HYDROPLANT MUSEUM 2
R8 IMPACTS TO WILDLIFE 1 H8 CONNECTION TO DEER MOUNTAIN TRAILHEAD 3
R9 PROVIDES GOOD LONG-DISTANCE VIEWS 2
Note:Of these 9 commenters,7 have adjacent property interests on Fr Note:Of these 19 commenters,2 have adjacent property interests on Fish
Hatchery Road,1 on Fall River Road,1 unknown Hatchery Road.
(1)This is a tally of comments received through a public outreach effort and is NOT a statistically valid poll.
(2)The comment categories were derived from comments received.Please see the Public Comment Log to review the Public Comments as provided by
the commenters.
(3)Comment category numbers (#)appear in the Public Comment Log to show how the public comment was categorized and counted.
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HonorableMayorPinkhamBoardofTrusteesTownAdministratorLancasterAlisonChilcott,DirectorPhilipKleisler,PlannerIIAugust25,2015TOWNOFESTFJSPARKCOMMUNITYDEVELOPMENTReviewofDraftRecommendationforVacationRentals1.Provideanupdateontheprojectscopeandtimeline;2.ReviewtheresultsofthehousinganalysisrequestedbytheTrusteesonMay25todetermineiftheincreasingnumberofshort-termvacationrentalsintheEstesValleyiscausingadecreaseinavailablelong-termrentals;and3.ReviewandobtainguidanceforrefinedpublicpolicyoptionspriortohostingapublicforumanddraftinganordinancefortheBoard’sconsideration.PresentSituation:Aswithmanymountaincommunities,theTownofEstesParkisexperiencinghighdemandforvisitorsthatwanttostayinhomesduringtheirvacation.EarlierthisyearTownBoarddirectedstafftoinitiateapublicprocesstoamendregulationsforvacationhomerentals.TheTownhostedapublicforuminMay,2015tohearfromthecommunityonthisissue;over90peoplewereinattendance.Staffhassinceworkedtorefinethepublicpolicyoptionstoberesponsivetopublicinput;theseoptionsareanowbeingpresentedtotheTrusteesforcommentpriortotheupcomingpublicforumonSeptember11,2015.ProjectScopeandTimelineThetablebelowoutlinesthemajortasksandmilestonesassociatedwiththisproject.Asreportedinpreviousmeetings,staffintendstofinishmostoftheworkthisyear,barringanyunforeseenissues(e.g.differentpolicydirectionfromtheTrusteesorCommissioners).ReportTo:From:Date:RE:Objective:Proposal:
PhaseDateDescriptionAprilVProjectwebpagepublished.May14VPublicForum#1topresentprojectplanandreceiveinitialMay26VTownBoardWorkSessionupdateonfinalprojectscopeandtimekne..BJune16VPlanningCommissionupdateonfinalprojectscopeand-timeline.andtimeline.Aug25VTownBoardStudySessiontoreviewtherefinedpublicpolicyoptions.Aug31CountyCommissionerWorkSessiontoreviewtherefinedpublicpolicyoptions.Sept11PublicForum#2toreceivefeedbackonrefinedpublicpolicyoptions.IScomponentsofpublicpolicyoptionsforelectedofficials’consideration.3JointTownBoard/CountyCommissionerStudySessionandcommentondraftordinance.Oct20PlanningCommissionpublichearingandformalrecommendationforordinancepackage.Dec8TownBoardadoptsordinancepackageDec14CountyCommissionersadoptsordinancepackageHousingAnalysisDuringtheMay26studysession,TrusteesaskedstafftodetermineiftheincreasingnumberofvacationhomerentalsintheEstesValleyiscausingadecreaseinavailablelong-termrentals.Inresponsetothisquestion,staffanalyzedtwoscenariosthatarebrieflydescribedbelow.Theresultsofthetwoscenariosindicatethatvacationrentalsplayaroleindecreasingthelong-termrentalhousingstock;thoughquantifyingtheexactamountisdifficult.Staffisprovidingthisinitialanalysiswiththerecommendationthatother,furtherreachingmeasuresbeconsideredtoaddressworkforcehousing(listedbelow).Additionally,consultantsthatspecializeinthistypeofworkcouldlikelyprovideamorepreciseandstatisticallyvalidanalysis.
1.SummaryofSelectedHousingCharacteristicsForthepurposeofthisdiscussion,threetypesofhouseholdusesareconsidered:•HouseholdUnitsareconsideredbytheCensustobeahouse,apartment,orgroupofroomsintendedforoccupancy.•SeasonalUnitsareasubsetofHousingUnitsthatareonlyoccupiedduringaportionoftheyear(e.g.asummerlakehouseorwinterskilodge).TheCensusDefinitionforSeasonUnitsreadsinpartthat“Whilenotcurrentlyintendedforyear-rounduse,mostseasonalunitscouldbeusedyear-round.”•VacationHomesaregenerallyconsideredtobeasubsetofSeasonalUnits.Thesehomes,asdefinedintheEstesValleyDevelopmentCode,arerentedforlessthan30daysatonetime.Figure1belowillustratesthisrelationshipandshowsthatroughly1/3oftheHousingUnitsintheEstesValleyareSeasonal.VacationhomesarearelativelysmallportionofthetotalHousingUnits.BypermittingvacationhomesintheEstesValley,theTownisallowingwhatwouldotherwisebeavacantSeasonalUnittobeplacedonthevacationhomemarket.Theexceptiontothisstatementishomesthatarepurchasedwiththesoleintentofbeingayear-roundvacationhome.EstesValley334+Figure1:SelectedhomeusesintheEstesValley.‘2,1526,930
WhencomparingCensuscountsfrom2000and2010,theincreaseinSeasonalUnitsdoesnotexceedtheincreaseinHousingUnits(Figure2).However,whenconsideringthepercentageincreaseduringthatsametimeitisclearthatSeasonalUnitsareincreasingatamuchfasterrate(Figure3).2.Scenario1:InvestorModelThereportreleasedthisyearbytheColoradoAssociationofSkiTowns(CAST)statedthatwhileconcernsovertheimpactsoftheproliferationofVHR’shashadonhousingfortheworkforce,fewattemptshavebeenmadetoquantifytheimpacts.Evidenceisanecdotalbutmanycommunitiesfeellossofunitsissignificant...”TheCityandCountyofSanFranciscorecentlyconductedananalysisonhowshort-termrentalsimpactthehousingmarketinSanFrancisco.1Amajorimpetuousforthestudyappearstobearecentincreaseinevictionsforthepurposeofconvertinghomesintovacationrentals.StaffrecreatedacomponentoftheSanFranciscoreportbyusingsimilarmethodsandassumptions(morethoroughlyoutlinedinAttachment1).Thislimitedanalysissuggeststhatthecurrentpoolofvacationhomerentalstakes26units(or9%)ofwhattheCensusclassifiesasVacant,ForRentproperties(2010).3.Scenario2:WorkforceHousingModelThesecondscenariowasanattempttomodelcommentsTownstaffhearthroughoutthecommunity:smallervacationhomesaretakinglong-termrentalsoffthemarket.Staffassumesthatthesetypesofcommentsrefertosmaller,affordablehomes.Therefore,byconsideringtheMedianHouseholdIncomeofEstesPark,anaffordablemonthlyrentisroughly$1,495.Stafffurtherassumes:•That$1,495couldreasonablyrentuptoathreebedroomhome.•Thatabsentofbeingrentedasavacationhome,theone-,two-andthree-bedroomrentalswouldbesuitable,andthereforelikelyusedas,along-termrental.UsingthemappingdatagatheredinScenario1,thismodelsuggeststhatupwardsof242potentiallong-termrentalsaretakenoffthemarketasaresultofshort-termrentals,or83%ofwhattheCensusclassifiedasVacant,ForRentproperties(2010).Thisfinalresultreflectsthenumberofone-,two-andthree-bedroomrentalsmappedearlierthisyearfromthewebsitewww.VRBO.com.-Themostimportantcaveattobothmodelspresentedinthisreportisthatsomevacationhomerentalswouldneverbeusedasalong-termrental,eitherbecauseofpersonalpreferenceortheowner’sdesiretovisitthehomewhileonvacation.IThisreport,titled“Analysisoftheimpactofshort-termrentalsonhousing”isavailablehere:http//1usa.gov/1J81ONC
4.NextStepsGiventhewiderangingresultssummarizedabove,staffrecommendsthattheTrusteesdiscuss,atafuturedate,specificwaystomorefullyaddressthelackofworkforcehousing.Somelandusetopicstodiscusscouldinclude:•IdentifyandconsiderrezoningareasinthecommunitythatarewellsuitedtoworkforcehousingtoR-1Residential.Thiszonedistrictwasspecificallyestablishedtobuildworkforcehousing,butrepresentslessthan1%ofcurrentzoning;•AffordableHousingImpactFeefordevelopment;and•Permitthelong-termrentalofAccessoryDwellingUnits.RefinedPublicPolicyOptionsTownstaffhasrefinedmanyoftheinitialpolicyoptionstoreflectpublicinputreceivedthroughouttheprojectuptothispoint.ThetopicspresentedinAttachment2havebeendevelopedtoapointthatrequiresfurtherconsiderationbytheTrustees.Othertopicsdiscussedinthewhitepaper,suchaslicensemanagement,isnotyetcomplete.1.FeeStructureStaffhasconcludedafeestructureanalysisandisrecommendingatieredfeestructure,bothwithintownandtheunincorporatedValley.TheanalysisincludedareviewoftheCASTReportandspecificbenchmarkingagainstSteamboatSpringsandBreckenridge,whohadahighlicensecompliancerate.Thefeewouldbestructuredasfollows:•$150:BaseFee•$50:EachAdditionalRoom•$50:RentingaSingleRoomWhileOwnerisPresent(iftheBoardpursuesthe‘AirBnbOption”below)2.OccupancyLimitAcommonthemeinthepublicforumwastopreserveresidentialneighborhoodcharacter,yetanotherpopular(yetcompeting)conceptwasincreasingtheoccupancylimitinrentals.Inanattempttoachieveabalancedapproach,staffrecommendsthattheTrusteesconsiderrequiringaConditionalUsePermitwhentheoccupancyisabovethecurrentlimitofeight(8)people.ThisconceptallowsthePlanningCommissiontoreviewandneighborstocommentonsomerentaloperations,whilestillleavingthewindowopenforownerstopotentiallyrenttheirhome.3.ResidentialCharacterConcernswereexpressedduringthepublicforumabouttheneedtoensurevacationrentalsdonoteroderesidentialneighborhoodcharacter.Somecommunitieshave
limitedthenumberofrentalsinagivenarea.InDurangoforexample,onlyone(1)vacationrentalispermittedonastreetsegment.AdditionalhomesthatwishtooperateonthatstreetmustobtainaConditionalUsePermit.StaffisbringinganoptiontotheTrusteestoestablishalimitonthenumberofvacationrentalsperstreetsegmentorwithinagivenradius,withadditionalrentalswithinthatarearequiringaConditionalUsePermit.ConditionalUsePermitshavesimilarreviewstandardstothatofaSpecialReview,butareareviewedsolelybythePlanningCommission.4“AirBnbOption”Thewebsitewww.AirBnb.comhasriseninpopularityovertheyearsinpartbyfacilitatingtherentalofsingleroomsonashort-termbasiswhiletheownerremainsinthehouse.Thecurrentregulationsprohibitthisuse,whichhascreatedasmallundergroundmarket.StaffisbringingforwardanoptiontotheTrusteestopermitthistypeofuseinsmallerhomes,inessencecreatinga“mini-bedandbreakfast”use.5.NoticesandLocalContactAnotherpopularthemeduringthepublicforumwasbettercommunicationwithneighboringproperties.Tothatend,staffisbringinganoptiontotheTrusteestoestablishsomelevelofcommunicationthroughmailingsandaTown-maintainedwebmap.Advantages:•Seetheattachedtablesforadvantagesofeachoption.Disadvantages:•Seeattachedtablesfordisadvantages.ActionRecommended:StaffisrequestingdirectionfromTrusteesregardingtheattachedrecommendations.Budget:N/ALevelofPublicInterestHigh.ThepublicmeetingonMay14attractedmanymorepeoplethananticipated.Staffisalsoreceivingconsistentwrittenandverbalcommentsonthetopic.Attachments:1.InvestorModelMethodsandAssumptions2.PublicPolicyOptions
Figure2:ChangeinHousingUnitsandSeasonalUnitCounts(Census)HousingCharactoristics:2000vs.20107,0828,0007,000600050004,0003,0002,0001,00006,0802,152•TotalHousingUnits•SeasonalHousingUnits20002010Figure3:Change50%40%30%inhomeuseinthetownandunincorporatedEstesValley(Census)%ChangeinHousingUse:2000vs.201019%V22%20%I__-10°/2%0%--—---
-RentalMLj—-________•Town•ValleyTotalHousingUnitsSeasonalUse
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AttachmentZ:PublicPolicyOptionsResidentialCharacterAttimes,thenumberofvacationhomerentalsinagivenareaerodestheresidentialneighborhoodcharacter.5PACINGADDITIONALHOMESEstablishalimitonthenumberofAdditionalvacationrentalhomesmayrentalsperstreetsegmentorwithinabeallowedwithaConditionalUsegivenradiusofexistingrentals.Permit,reviewedandapprovedbythePlanningCommission-ThesepermitsarealsorevocablethroughthePlanningCommission-iNON-CONFORMINGPROS-CONSHelpspreserveresidentialcharacterbylimitingvacationrentalsinestablishedresidentialneighborhoods.•AilowsimpactedneighborsavoiceInthedecision-makingprocess.•ConditionalUsePe,mitsarerevocable,shouldtheapplicantnotcomplywithpermitconditionsofapproval.RECOMMENDEDOPTIONSCommunityInput•Preserveandprotectthecharacterofresidentialneighborhoods(highestweightedresponsetothistopic).•Morecodeenforcement•HavecapsandlottetiesfornewlicensesLimitvacationrentalhomesinspecificareasOTHEROPTIONSHomesthatwerelegallyestablishedpriortothisregulationbecomingeffectivemaycontinueinaccordancewithEVDCChapter6NonconformingUses,SrrucfuresondLola,CONSIDERATIONSWillultimatelyimpacttheabilityofsomerentalstobecomeestahlishedHowever,thisrequirementwilllikelyencouragesuchrentalstorelocatetoareasmoreapproptiateforaccommodationusesleg.A-IAccommodorionsdistrict).Staffhasreceivednumerouscommentsabouttoomanyvacationhomerentalsinagivenareaimpactingtheresidentialcharacter.Thecurrentregulationsallowforanunlimitednumberofentalsinresidentialdistricts,Nochangealternative
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HonorableMayorPinkhamBoardofTrusteesTownAdministratorLancasterSteveMcFarland,FinanceOfficerAugust25,2015TOWNol:FSTESPARKFINANCEDEPARTMENTStudySession—AuditCommitteeStructureToproposestructuralchangestotheAuditCommittee.TheAuditCommittee(AC)wasformedbyaPolicyDirectivefromformerMayorJohnBaudekinFebruary2003(seeattachment).ThePolicyDirective1-03states:“TheAuditCommitteewillbeappointedbytheMayorandbecomposedoftworepresentativesfromtheTownBoard,andtheFinanceOfficer,AssistantTownAdministrator,andTownAdministrator.”TheAuditorsandCommitteeMembersareinunanimousagreement(seeexcerptfromJune26,2015ACminutes)thathavingStaffserveasCommitteeMembersisinappropriate,inthatpartoftheAuditors’chargeinessenceistoauditTownStaffforcompliancewithestablishedregulationsandprocedures.Therefore,MembercompositionshouldbechangedtoremoveStaff(staffwillcontinuetoattendandreportduringACmeetings).RemovingStaffwouldleavetheACwithtworepresentativesfromTownBoard.AddingathirdBoardmemberwouldchangetheACfromaSpecialCommitteetoaStandingCommittee.ThequestionthenbecomeswhethertheBoardchoosestorestructuretheACandcodifyitviapolicy,ortocodifyviamunicipalcodeandadoptthenewstructurebyordinance.Proposal:RemovalofstaffasvotingmembersoftheCommittee.ThiscanbedoneatthenextconvenientTownBoardmeetingasanActionItem.Staffrecommends:MemoTo:From:Date:RE:Objective:PresentSituation:
•AddathirdBoardmembertotheAC,thuschangingtheACfromaSpecialCommitteetoaStandingCommittee.•ClarifytermsforMemberstobe2years,inkeepingwithallotherCommitteesappointedbytheMayor.•DeterminewhethertorestructuretheACandcodifyitviapolicy,ortocodifyviamunicipalcodeandadoptthenewstructurebyordinance.Advantages:AdvantagestoremovingStaffasvotingCommitteeMemberswillallowtheCommitteetoavoidpotentialconflictsofinterestarisingwhenCommitteerecommendationsunfavorabletoStaffmayarise.Disadvantages:None.ActionRecommended:N/ABudget:N/ALevelofPublicInterestLow.SampleMotion:N/AAttachments:•TownofEstesPark—PolicyDirective1-03(AuditCommitteeformation)•ExcerptfromAuditCommitteeminutes,June26,2015
TOWNOFESTESPARKPOLICYDIRECTIVE1-03SUBJECT:EstablishmentofAuditCommitteeACTION:Theauditorofalocalgovernment’sfinancialstatementsmustbeindependent,bothinfactandinppearance.EstablishingadirectlinkbetweentheauditorandtheGoverningBodycanenhancetheauditor’srealandperceivedndependbnce.ByimprovingcommunicationbetweentheauditorandtheGoverningBody,thereliabilityandrelevanceofthefinancialstatementauditisimproved.Itshall,therefore,bethePolicyoftheTownofEstesParkthatanAuditCommitteebeestablishedbyformalactionoftheTownBoard.TheAuditCommitteewiltbeappointedbytheMayorandbecomposedoftworepresentativesfromtheTownBoard,andtheFinanceOfficer,AssistantTownAdministrator,andTownAdministrator.TheprimaryresponsibilityoftheAuditCommitteeshallbetooverseetheindependentauditoftheTown’sfinancialstatements,andtopubliclypresenttotheGoverningBody,anannualwrittenreportdescribingthemeansbywhichtheAuditCommitteedischargeditsdutiesandmetitsresponsibilities.ThereportshallalsoincludetheAuditCommittee’scommentsonanyfindings,anyauditmaterialweaknesses,andauditmanagementlettercomments.TheCommitteewillalsoconductperiodicreviewofotheron-goingfinancialinformationasappropriate.EFFECTIVEDATE:/February3,2003APPROVEDBY:JohnBaudek,MaYor/i.DISTRIBUTEDTO:TownAdministratorTownAttorneyAssistantTownAdministratorTownClerkFinanceOfficer
RECORDOFPROCEEDINGSAuditCommittee—June26,2015—Page2authorized(Lancaster,Pinkham—MSP)FinanceOfficerMcFarlandtosubmittheCAFRtotheGFOApriortothepresentationoftheCAFRtoTownBoardonJuly14,2015.ThiswouldallowtheTowntomeettheJune30,2015,GFOAdeadline.2.2014CAFRa.CLAwillbeissuingaclean,unmodifiedopiniononthe2014CAFR.b.EricMiller,CPA(projectmanagerforCLA)reviewedthefinancialportiontheCAFRwiththeAuditCommittee.Theimpactofthe2013Floodresultedinfinancialcomplexitiescausedbymultiplegrantsandreimbursementprocessesfromrepairwork.DeficienciesininternalcontrolprocesseswerenotedintheManagementLetterintheareasofAuditEntries,JournalEntryProcesses,PurchasingProcesses,UserAccessRights,ControlProcedures,VearendFinancialReporting,AccountsPayableandLiabilityAccounts,andVisitEstesPark(GrantReporting).Theseareaswerediscussed,andcontrols/procedureswillbeimplementedtocorrectthenotedareas.c.EricMillerandFinanceOfficerMcFarlanddiscussedseveralitemsintheCAFR,andthereadJrisencouragedtoreviewthevariouscomponentsoftheCAFR(transmittalletter,managementdiscussionandanalysis,financialstatements,notestothefinancialstatements,andthestatisticaltables).d.EricMillerwillbepresentingCLA’sreportontheCAFRtotheTownBoardattheJuly14,20157:00pmmeeting.3.AuditCommitteeCompositiona.TheAuditCommitteewascreatedbyaPolicyDirectiveonFebruary3,2003.Itscompositionanddirectiveshaveremainedunchanged.ChairmanEricson,ataTownBoardStudySessioninthenearfuture,wouldlikefortheTownBoardtodiscussmodificationofmembershipoftheCommittee.ThegistofthemodificationinvolvesremovalofStaffasCommitteemembers,sincetheCAFRisinpartareportontheactivitiesofStaff.TheCommitteeagreedwiththesuggestion.
RECORDOFPROCEEDINGSAuditCommittee—June26,2015—Page34.ExtensionofCliftonLarsonAllencontracta.CLAiscompletingyear3ofaseriesof5one-yearcontacts.TheAuditCommitteerecommendscontinuingourrelationshipwithCLAforFiscalYear2015.OTHERNEWBUSINESSTherewasnoothernewbusiness.Therebeingnofurtherbusiness,ChairmanEricsonadjournedthemeetingat11:00a.m.SteveMcFarland,FinanceOfficer(*)Secretary’snote,July8,2015:TheTownrequestedandwasgrantedaone-monthextension(fromJune30toJuly31,2015)byGFOAtosubmittheCAFR.TheCAFRwassubmittedJuly8,2015.
TOWNOFFJSTESPARIFutureTownBoardStudySessionAgendaItemsAugust25,2015September8,2015DiscussionofPossibleCommunityDevelopmentFeeScheduleRevisions(RequestedbyDirectorChilcott)September22,2015•InternationalPropertyMaintenanceCode(DangerousBuildingsCode)andAdoptionofNewInternationalBuildingCodeDraftReviewsOctober19,2015•FinalAvalancheEconomicDevelopmentStrategyReportNovember10,2015•DiscussionofNoiseOrdinanceItemsApproved—Unscheduled:(Itemsarenotinorderofpriority)•UpdateontheStatusoftheEventsCenterFinances(OnHoldUntilNewDirectorisinPlace)•UpdateonUpcomingConstructionSchedulesforMajorProjectsThrough2018(RequestedbyTrusteeNorris)•FishHatcheryPropertyDiscussion•LocalPreferencePurchasingPolicy•BriefingonStormDrainageandFloodManagementIssuesandManagementOptions•UpdateonEnvironmentalAssessmentNEPAProcessDraftConcerningtheLoop•FollowUponBroadbandIssuesStudySessionItemsforBoardConsideration:•FinalReviewof2016StrategicPlan•ProcessforInterviewingforBoardsandCommissions