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Home My WebLink AboutPACKET Town Board Study Session 2014-12-09 Tuesday, December 9, 2014 TOWN BOARD 4:30 p.m. – 6:30 p.m. STUDY SESSION Rooms 202/203 4:30 p.m. Trustee Comments & Questions. 4:45 p.m. Future Study Session Agenda Items. (Board Discussion) 5:00 p.m. - Discuss Board Policy 1.4.7.2 and Trustee Participation in Community Committees and Groups. - Consistency in Interviewing for Appointments. (Board Discussion) 5:30 p.m. Dinner Served. 5:45 p.m. 2014 Objectives Update. (Town Administrator Lancaster) 6:00 p.m. 2015 Funding for Scottish/Irish Highland Festival and Visit Estes Park. (Town Administrator Lancaster) 6:20 p.m. Discuss Use of Funds from Housing Authority Loan Repayment. (Board Discussion) 6:30 p.m. Meeting Adjourn. “Informal discussion among Trustees concerning agenda items or other Town matters may occur before this meeting at approximately 4:15 p.m.” AGENDA December 23, 2014  CANCELLED January 13, 2015  Downtown Visioning Process  Discussion of Community Service Grants January 27, 2015  Discussion of enforcement of vacation home regulations  Int’l Property Maintenance (Dangerous Buildings Code) First Draft Review – First Step in Consideration. Draft will be Presented to the Board Prior to Taking Out to the Public and Stakeholders. This will be included as part of the adoption of the new building codes in late 2015 February 10, 2015  Possibility of Joining the RTD Items Approved – Not Scheduled (Items are not in order of priority)  Discussion of Town Owned Fish Hatchery Property  Review of the Accelerated Development and Design Process Used for Parking Structure  Review of Draft Policy on Public Forums  Int’l Property Maintenance (Dangerous Buildings Code) Final Review – Final Draft to be Presented to the Board After Public Input has been Completed and Incorporated. This will be included as part of the adoption of the new building codes in late 2015 Study Session Items for Board Consideration:  Discussion of procedures for the Board on Liquor License agenda items – Pinkham  Town Financial Policy – Ericson  Discussion of 5 year plans for infrastructure projects -- CRF; Street Fund; Community Rec Center; Emergency communication; Trails – Ericson  Update on status of Museum and Collection Storage Facility – Winslow  Monthly Town Financial Reports – Ericson  Discussion of Proposed Bear (wildlife) Ordinance Changes – Police Dept.  Discussion of How to Better Involve and Reach Out to the Hispanic Members of the Community  Sign Code 101 – Chilcott  Urban Land Institute Report Discussion - Norris Future Town Board Study Session Agenda Items December 9, 2014 TOWN ADMINISTRATOR Memo To: Honorable Mayor Pinkham Board of Trustees From: Frank Lancaster, Town Administrator Date: December 9th, 2014 RE: Discuss Board Policy 1.4.7.2 & Consistency in Interviewing for Appointments. Objective: Clarify the procedure and policies surrounding Trustees serving on outside committees, either as official representatives of the Board or as individual board members. Present Situation: see attached description Proposal: none Advantages:  Consistency of how appointments and the role of trustees on outside groups when performing in their official capacity will help to avoid misunderstandings between trustees and with the public Disadvantages:  Formal limitations set by the board may limit the activities of individual trustess Action Recommended: nothing recommend Budget: n/a Level of Public Interest moderate TRUSTEE ASSIGNMENTS Liaison Assignments - Policy 1.7 The Board of Trustees may appoint an individual Trustee to serve as the official liaison of the Board to Town committees. The Board of Trustees may appoint an individual Trustee to serve as the official liaison to other community groups. 1.7.1 Appointment - Any Trustee serving as a liaison to any group, either internal or external, shall be appointed by the Town Board. 1.7.2 Term – A Trustee shall serve as the Town Board Liaison solely at the pleasure of the Town Board, with no specific term limit. 1.7.3 Duties of a Liaison 1.7.3.1 Communicate with the committee when Board of Trustees communication is needed and to serve as the primary two-way communication channel between the Town Board and the committee or community group. 1.7.3.2 Review applications, interview candidates and make recommendations to the Town Board for final approval. 1.7.3.3 Serve as the primary Trustees’ contact for the committee or community group. 1.7.3.4 Attend assigned committee or community group meetings when requested or whenever appropriate, in the opinion of the Trustee liaison. Trustee liaisons are not expected to attend every meeting of the committee or group. 1.7.3.5 The liaison is not a member of the committee and when in attendance at a meeting is there as an observer for the Board of Trustees and a resource for the committee. Participation in board discussions should be minimal and restricted to clarification of Town Board positions or collection of information to bring back to the full Town Board. Procedure Liaisons are not members of a committee. As such, a liaison should not participate in discussion, except at outlined in 1.7.2.5. Liaisons should not vote nor participate in any decisions or actions of the body to which they are serving as the liaison for the Board of Trustees. SPECIAL ASSIGNMENTS, BOARD REPRESENTATION ON A COMMITTEE OR OTHER BODY Policy 1.4.7.2 Special Assignments – The Mayor may appoint other trustees to serve on temporary committees, community groups, interview panels 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 inform the entire board of any special assignments and will make every effort to distribute special assignments equitably among the members of the Board. 1.4.7.3 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. (EP Municipal Code 2.08.020) The Board of Trustees may appoint an individual Trustee to serve as the official liaison of the Board to Town committees. The Board of Trustees may appoint an individual Trustee to serve as the official liaison to other community groups. Procedure The Mayor may appoint a trustee to serve on any committee, community group or other body representing the Town as a participating member of the group. This does not take Board approval. The Mayor does have to inform the rest of the board of this appointment. If the Board of Trustees forms a special committee for a specific purpose, then the Mayor makes the Board appointments to the committee, subject to Board approval. (IE. Interview Teams) All Liaison assignments are subject to Board approval. Nothing prohibits or limits any Board member from serving on any committee or other body in a personal capacity or in their capacity as a Trustee individually without appointment by the Mayor or approval of the Board of Trustees, however they could not present themselves or their opinions as representative of the Town. If the Board of Trustees has taken an official position on any matter, any Trustee (or staff) may express that position and represent that position as the official position of the Town of Estes Park. INTERVIEW COMMITTEE ASSIGNMENTS Policy Governing Policy 1.7.3.2 >>Board liaisons shall<< Review applications, interview candidates and make recommendations to the Town Board for final approval. Policy 102 VII. SELECTION PROCESS: The Town Board will seek the most qualified diverse applicants with applicable special interest and expertise. In general, only the Town Board will select appointments to a Town committee. Existing committee members may assist with the recruitment of new members, but should not screen, interview or make recommendations for appointments, unless specifically requested to do so by the Town Board. A. Selection to the committees will be carried out as follows: 1. The Town Board or its designee will review the applications. 2. The Trustees or their designee may screen applicants to select a pool for interviewing. 3. The Trustees or their designee may conduct reference checks or background checks on applicants when, in the opinion of the Town Board or its designee, it is in the best interest of the citizens of the Town of Estes Park. No such checks will be completed without the informed consent of the applicant. 4. Applicants for all committees will be interviewed by the Town Board, or its designees. Any designees will be appointed by the full Town Board. 5. The Trustees may request assistance from the staff liaison and other committee members. 6. Recommendations from the interview team will be made to the Town Board, which will make the appointment(s). Procedure The Board of Trustees designates the interview committee for all town boards, committees or commissions. Any designees to the committee must be appointed by the full board. If a designated Trustee Liaison exists for the board in question, the liaison is automatically a member of the interview commitee. TOWN ADMINISTRATOR Memo To: Honorable Mayor Pinkham Board of Trustees From: Frank Lancaster, Town Administrator Date: December 9th, 2014 RE: 2014 Objectives Update. Objective: Update the Board on the progress on the Board of Trustee's 2014 objectives Present Situation: The Board of Trustees annually adopts one year objectives as part of the ongoing strategic plan. The Town Administrator reports quarterly on the status of each of these objectives Proposal: n/a report only Advantages:  Clearly state objectives provides direction to staff for Town programs and activities  Reporting on the objectives provides accountability and transparency to the Board and the public Disadvantages:  none Action Recommended: no action requested Budget: n/a Level of Public Interest high 2014 Objectives Report 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. 2014 Board Objectives (1 year time frame) Robust Economy  Begin revising regulations and codes, making them easier to understand and use, including making it easier for citizens to find all the codes, regulations and rules that are applicable to their particular projects Ongoing as staffing and time allows. Good progress made this year, however workload due to flood recovery did result in less progress than anticipated.  Continue to participate in local, regional, and state economic development. The Town participated actively in the Estes Park Economic Development Corporation. The Mayor and Town Administrator serve on their Board of Directors. The Town Administrator serves on the Executive Board and staff participated in the EDC Broadband Committee. The Town participates actively in the Northern Colorado Economic Development Corporation. The Town Administrator serves as an ex‐officio member of the NCEDC Board of Directors. Infrastructure  Finalize design of the visitor’s center parking structure. Final design was completed and the structure was put out to bid. Based on costs and new traffic information, the project is currently being revised, per Board direction.  Complete the construction of the Multi Purpose Events Center and Stall Barn. Final completion is anticipated mid December.  Complete the environmental studies required for the extension of the Fall River Trail using the Paul Sarbanes Grant Postponed due to flood activities along Fall River.  Develop options for the improvements or replacement of Glacier Creek Water Treatment Plant  Develop a sustainable funding plan for facility maintenance Will be included in the Water Master plan.  Identify best options for capitalizing on the PRPA fiber infrastructure for residents and businesses. Town has been participating in the EDC Broadband committee. Funds have been secured through an EDA grant for a consultant to review and make recommendations on broadband options for the Estes Valley. An election has been scheduled to exempt the Town from the provisions of SB‐152  Complete repairs to utilities due to flood damage. ‐Just about all utilities have been repaired. Some work on Fish Creek Road will extend into 2015 Exceptional Guest Services  Implement the operating and marketing plans for the MPEC ‐Done ‐ ongoing  Develop a strategy for evaluating, retaining and recruiting special events in the Town, including a strategy for events management. ‐ done ‐ ongoing. Public Safety, Health and Environment  Finalize an agreement with the Colorado Department of Public Health and Environment on a remediation plan for the Elm Road Landfill ‐ Mitigation plan 95% complete. Construction to be completed first quarter of 2015  Pursue emergency public advisory radio services ‐ Done  Evaluate and address potential required changes in radio frequencies ‐  Work to restore the streams damaged by the flood and to redefine the flood plains within Town boundaries. ‐ongoing Outstanding Community Services  Update the comprehensive plan ‐ ongoing, however workload due to flood recovery did result in less progress than anticipated.  Define the Town’s role in community housing issues ‐ This project has started with a Board study session. Town staff made arrangements for assistance from CAST which is scheduled for January of 2015. Next steps will be evaluated after that point.  Develop and adopt a policy for accepting public art, memorials and donations ‐ Parks advisory board has started on this project. It should be coming to the Board for consideration in the first half of 2015  Consider the recommendations of the Community Recreation and Wellness Center Feasibility Study ‐ Ongoing partnership with the Rec District  Participate with Rocky Mountain National Park in their 100th Anniversary in 2015 ‐ Ongoing Governmental Services and Internal Support  Complete a Citizen Survey Done  Increase compliance with business licenses/ permits of vacation home rentals, including tax collection. Compliance increased in 2014. Staff will be bringing back code change recommendations in January for consideration.  Implement the capital planning process. Not completed  Present to the citizens a sales tax proposal on the April municipal election for funding specifically to support streets, infrastructure and other community improvements. Done  Complete the revision and updating of Board and Administrative town policies. Ongoing, however workload due to flood recovery did result in less progress than anticipated. Transportation  Evaluate and prioritize implementation of Transportation Visioning Committee signage recommendations ‐ Not Done  Take any steps required for the FLAP Grant project. Ongoing  Complete the flood damage repairs to the Fish Creek corridor. Ongoing  Complete the flood damage repairs to other Town roads. Ongoing, mostly complete.  Complete preventative maintenance activities on Town roads, as adequate funds become available. Done TOWN ADMINISTRATOR Memo To: Honorable Mayor Pinkham Board of Trustees From: Frank Lancaster, Town Administrator Date: December 9th, 2014 RE: 2015 Funding for Scottish/Irish Highland Festival and Visit Estes Park. Objective: Discuss requests for funding from the Scottish/Irish Highland Festival and Visit Estes Park Present Situation: Both the Scottish/Irish Highland Festival and Visit Estes Park requested additional funding from the Town after the 2015 budget had been prepared and presented to the board and the public. Funding could be considered by the Board and included by a supplemental appropriation to the 2015 budget. Proposal: request letters are attached Advantages:  Provide additional support for marketing activities of Visit Estes Park which could generate additional visitation and economic impacts to the community.  Provide additional support for marketing activities of Visit Estes Park which could generate additional visitation and economic impacts to the community. Disadvantages:  The Town budget is very tight this year with flood recovery costs and as staff works to reduce the reliance on fund balance to balance the budget. Additional expenditures will reduce the existing fund balance of the Town. Action Recommended: no action requested Budget: VEP is requesting $25,000 Scottish Festival is requesting to raise support level from $35,000 to $55,000 Level of Public Interest high