HomeMy WebLinkAboutPACKET Town Board 2014-03-11
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.
BOARD OF TRUSTEES - TOWN OF ESTES PARK
Tuesday, March 11, 2014
7:00 p.m.
PLEDGE OF ALLEGIANCE.
(Any person desiring to participate, please join the Board in the Pledge of Allegiance).
PUBLIC COMMENT. (Please state your name and address).
TOWN BOARD COMMENTS / LIAISON REPORTS.
TOWN ADMINISTRATOR REPORT.
1. CONSENT AGENDA:
1. Town Board Minutes dated February 25, 2014, and Town Board Study Session
Minutes dated February 25, 2014.
2. Bills.
3. Committee Minutes:
A. Community Development/Community Services Committee. February 27,
2014.
2. REPORTS AND DISCUSSION ITEMS (Outside Entities):
1. ESTES PARK HOUSING AUTHORITY UPDATE. Director Kurelja.
3. ACTION ITEMS:
1. ORDINANCE #08-14 – AMENDING ESTES VALLEY DEVELOPMENT CODE
SECTION 3.1.E CONCURRENT REVIEW AND SECTION 3.1.F APPLICATION
PROCESSING SCHEDULE. Director Chilcott. Item continued to the Town Board
meeting scheduled for March 25, 2014.
2. RESOLUTION #08-14 – RESOLUTION SUPPORTING ISSUE 1A, STAND
TOGETHER FOR A STRONG TOMORROW ON THE APRIL 1ST MUNICIPAL
ELECTION. Mayor Pinkham.
Prepared 3/2/14
*Revised: 3/7/14
NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was
prepared.
3. EVENT CENTER & PAVILION FEE SCHEDULE. Director Winslow.
4. CONTRACT WITH ROCKY MOUNTAIN DATA AVAILABILITY SYSTEM FOR IT &
WIRELESS EQUIPMENT AT THE EVENT CENTER AND PAVILION. Director
Winslow.
5. PURCHASE FURNITURE, FIXTURES AND EQUIPMENT FOR THE EVENT
CENTER AND PAVILION. Director Winslow.
6. ROCKY MOUNTAIN PARK INN AGREEMENTS. Director Winslow.
7. ECONOMIC DEVELOPMENT AGENCY GRANT APPLICATION TO SUPPORT
THE ESTES PARK ECONOMIC DEVELOPMENT COUNCIL. Administrator
Lancaster.
8. 2014 ORGANIZATIONAL PLAN. Administrator Lancaster.
4. REPORTS AND DISCUSSION ITEMS:
1. EVENT CENTER & PAVILION CONSTRUCTION UPDATE. Director Zurn.
5. ADJOURN.
*
Town of Estes Park, Larimer County, Colorado, February 25, 2014
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 25th day of February, 2014.
Present: William C. Pinkham, Mayor
Eric Blackhurst, Mayor Pro Tem
Trustees Mark Elrod
John Ericson
Wendy Koenig
Ron Norris
John Phipps
Also Present: Finance Officer McFarland
Greg White, Town Attorney
Jackie Williamson, Town Clerk
Absent: Frank Lancaster, Town Administrator
Mayor Pinkham called the meeting to order at 7:00 p.m. and all desiring to do so,
recited the Pledge of Allegiance.
PROCLAMATION.
Mayor Pinkham presented a proclamation to Marshall Phares recognizing the newly
formed Middle School Interact Club.
PROCLAMATION.
Mayor Pinkham proclaimed February 24th – 28th, 2014 as Future Farmers of America
week.
PUBLIC COMMENTS.
Gary Coleman/Ride-A-Kart updated the Board on his application to excavate flood
materials from his property without a building permit, stating the application would be
heard at the March Planning Commission meeting.
TRUSTEE COMMENTS.
Trustee Ericson commented the Community Development/Community Services meeting
would be held on Thursday, February 27, 2014 at 8:00 a.m. in the Board Room. The
Transportation Advisory Committee has three positions expiring at the end of March and
the positions would be advertised. The Tree Board approved new bylaws that would
expand the scope of the Board to a Parks Advisory Committee. He reminded the
community of the upcoming Municipal Election on April 1st and stated his support for
Ballot Issue 1A.
Trustee Koenig informed the community the Sister Cities Committee would present the
film “Birds Without Borders” at the Reel Mountain theater on March 5th at 7:00 p.m. She
announced the Lions Club has decided to not run the concession stand at the
fairgrounds after running the stand for 50 years.
Trustee Norris stated the Local Marketing District continues its search for a new
CEO/President for Visit Estes Park with an appointment to be announced in May.
Mayor Pinkham commented negotiations have begun with Monte Verde Costa Rica on
continuing the Sister Cities relationship and the benefits to each of the communities.
STATE OF THE TOWN REPORT.
Mayor Pinkham provided a summary of the year that focused on the positive year the
Town was having in relation to the sales tax up to the September 12th flood; discussed
the flood event, the damage, the limited access through Trail Ridge Road, and limited
communications; during the flood event public meetings were held daily and damage
Board of Trustees – February 25, 2014 – Page 2
assessment developed; neighboring communities of Drake and Glen Haven were
devastated; destruction along the Fish Creek corridor left 350 people stranded and over
2500 homes without sewer; 50% of homes and businesses in Estes Valley were
damaged or destroyed; temporary power was brought in to homes in the Glen
Haven/Retreat area; clean up took place with the aid of volunteers locally, from along
Northern Colorado, west slope and the National Park; roads reopened in early
November bringing visitors back to Estes Park; moving forward into 2014 the Town
needs to address the future through improvements to infrastructure and funding of the
improvements from a 1% sales tax increase for 10 years.
TOWN ADMINISTRATOR REPORT.
There are currently 7 official candidates for the three open trustee seats. Bios and
candidate statements can be reviewed on the Town's website.
Candidate nomination petitions can be filed up to 5:00 p.m. Friday, February 28th.
Absentee ballots to be mailed the week of March 10, 2014.
The League of Women Voters Issue forum would be held on Wednesday, February
26th at 10:00 a.m. in the Board Room and would be streamed and placed on the
Town’s website for later viewing.
The League of Women Voters Trustee forum would be held on March 6th at 7:00
p.m. in the Board Room and would be streamed and placed on the Town's website
for later viewing.
Town Clerk Williamson stated HB 1164 passed and was signed by Governor
Hickenlooper updating the state statutes related to municipal elections, including a
simplified mail ballot process, reduction in residency from 30 days to 22 days, and voter
registration up to and through the day of the election. The Town would continue to
move forward with a poll election due to the late approval of the House Bill.
1. CONSENT AGENDA:
1. Town Board Minutes dated February 11, 2014 and Town Board Study
Session Minutes dated February 11, 2014.
2. Bills.
3. Committee Minutes – None.
4. Estes Valley Planning Commission Minutes dated January 21, 2014.
(acknowledgement only).
5. Transportation Advisory Committee Minutes dated January 15, 2014
(acknowledgement only).
6. Tree Board Minutes dated January 16, 2014 (acknowledgement only).
It was moved and seconded (Blackhurst/Koenig) to approve the Consent Agenda,
and it passed unanimously.
2. PLANNING COMMISSION ITEMS. Items reviewed by Planning Commission or
staff for Town Board Final Action.
1. CONSENT ITEMS:
A. PRELIMINARY SUBDIVISION PLAT, The Sanctuary on Fall River
Townhomes, Tract 59A, Amended Plat of Tracts 59, 61, 62, & 63, Fall
River Addition; TBD Fall River Road (behind 1260 Fall River Road); The
Sanctuary, LLC/Applicant. Planner Shirk.
B. FINAL PLAT, Stonebridge Estates Townhomes, Lot 3, Stone Bridge
Estates Subdivision; Stone Bridge Estates, LLC/Applicant. Planner
Kleisler.
Board of Trustees – February 25, 2014 – Page 3
C. SUPPLEMENTAL CONDOMINIUM MAP, Stonebridge Estates
Condominiums, Supplemental Condominium Map #5, Lot 3, Stone
Bridge Estates Subdivision; Stone Bridge Estates, Condominiumize Unit
1135; Hanson Holdings, LLC/Applicant. Planner Kleisler.
It was moved and seconded (Norris/Koenig) to approve the Consent Agenda with
the Planning Commission recommendations, and it passed unanimously.
2. ACTION ITEMS:
A. DEVELOPMENT APPLICATION PACKAGE – EPMC/ANSCHUTZ
WELLNESS TRAINING CENTER, Lot 4, Stanley Historic District, TBD
Steamer Parkway; Grand Heritage Hotel Group, LLC/Applicant. Planner
Shirk.
1. ORDINANCE #05-14 – Amending Estes Park Municipal Code
Section 17.44 Regarding Architectural Standards in the Stanley
Historic District.
2. ORDINANCE #06-14 – Rezone from CO-Commercial Outlying to A-
Accommodations.
3. AMENDED PLAT - Remove no-build line and dedicate easements.
4. SPECIAL REVIEW 2014-01 - Construct Accommodation Facility and
Wellness Center.
5. VESTING EXTENSION. Withdrawn by Applicant.
Planner Shirk reviewed the project for Lot 4, Stanley Historic District for the
proposed EPMC/Anschutz Wellness Center and additional hotel
accommodations requiring amendments to the Municipal Code to allow red
roofs and white walls, rezone to allow accommodation use on a portion of
the property, amend the plat to dedicate easements and remove the no-
build area, and approve a Special Review of the Development Plan. The
Estes Valley Planning Commission recommended unanimous approval of
all applications at their February 18th meeting with conditions of approval as
outlined in the Planning Commission meeting minutes.
Matthew Heiser/Town citizen stated the expedited process used for the
development application has not been offered to other developers leading to
an unfair or equal process. He commented the new Board of Trustees to be
seated after the April 1st election should be voting on the project and not the
current outgoing Board members. He stated concern with the completeness
of the application and the quick review by the Planning Commission of the
complicated application. As a nearby property owner and town citizen he
stated he has the right to expect the property to be developed per the
development code without white walls and red roofs. The voters will decide
on the development and not the conditions of approval decided by the Town
Board.
Attorney White read the ordinance. It was moved and seconded
(Blackhurst/Elrod) to approve Ordinance #05-14, and it passed unanimously.
Attorney White read the ordinance. It was moved and seconded
(Blackhurst/Koenig) to approve Ordinance #06-14 rezoning Lot 4 Stanley
Historic District from CO-Commercial Outlying to A-Accommodations
with the findings and conditions recommended by staff, and it passed
unanimously.
It was moved and seconded (Blackhurst/Koenig) to approve Amended Plat
of Lot 4 Stanley Historic District to remove the no-build line and dedicate
easements, subject to the findings and conditions recommended by staff,
and it passed unanimously.
Board of Trustees – February 25, 2014 – Page 4
It was moved and seconded (Blackhurst/Norris) to approve of Special
Review 2014-01 to construct an accommodation facility and wellness
center subject to the findings and conditions recommended by staff, and
it passed unanimously.
3. ACTION ITEMS:
1. ORDINANCE #07-14 – AMENDING ESTES VALLEY DEVELOPMENT CODE
SECTION 3.5.C SPECIAL REVIEW LAPSE, 3.3.E REZONING LAPSE, AND
3.6.D VARIANCE LAPSE. Special Review, rezoning and variance approvals
expire after one year from final approval date if a building permit or construction
has not begun. Failure to take such action within the year automatically
renders the approval null and void. If approved concurrently with a
development plan, code amendments become null and void within the same
year. Development Plan approval has a three year vesting period per state
statute. Applications for development often have a number of other concurrent
applications such as a variance which only has a one year vesting right. The
proposed code amendment would increase the vesting from one year to three
and align them with the state statute.
Trustee Ericson stated the one year vesting motivates the developer to move
the project forward and would not be in favor of extending the vesting period.
Attorney White read the Ordinance. It was moved and seconded
(Phipps/Blackhurst) to approve Ordinance #07-14, and it passed with Trustee
Ericson voting “No”.
2. ORDINANCE #08-14 – AMENDING ESTES VALLEY DEVELOPMENT CODE
SECTION 3.1.E CONCURRENT REVIEW AND SECTION 3.1.F
APPLICATION PROCESSING SCHEDULE. Item continued to the Town
Board meeting on March 11, 2014.
3. MEMORANDUM OF AGREEMENT BETWEEN CENTRAL FEDERAL LANDS,
ROCKY MOUNTAIN NATIONAL PARK, COLORADO DEPARTMENT OF
TRANSPORTATION AND TOWN OF ESTES PARK FOR ADMINISTRATION
OF THE FLAP GRANT. The MOA between Central Federal Lands, Rocky
Mountain National Park, Colorado Department of Transportation, and Town of
Estes Park outlines the roles and responsibilities for the design, NEPA study,
acquisition and construction of the relocation and realignment of Highway 34
downtown. The Town successfully received grant funding through the Federal
Lands Access Program (FLAP) and secured required matching funds through
the State of Colorado’s RAMP grant program to complete the one-way couplet
of the state and federal highways through downtown Estes Park to relieve
congestion. The MOA outlines the members of the Technical Advisory
Committee that will direct the project through completion. No Town funds
would be used to complete the project; however, the Town would assume the
devolution of West Elkhorn to Wonderview in exchange for the RAMP funding.
Micah Leadford/CFLHD Project Manager and Corey Steward/CDOT Program
Engineer were present to answer questions related to the MOA. Project
Manager Leadford stated CFLHD would complete the NEPA study and design
of the roadway; CDOT would provide ROW and utility information and procure
necessary ROW; the Town would provide support; and the Park would provide
support, possible staging area and material sources.
Trustee comments and concerns have been summarized: questioned the
management of ROW acquisition and how it would affect private properties;
would the Town have the ability to influence acquisitions; and suggested the
contact for all personnel in the MOA be included; and sometimes the best
engineering solutions are not best for the community.
Board of Trustees – February 25, 2014 – Page 5
Agency members stated the Town would take the lead on public outreach for
the project, including the acquisition phase. Acquisitions would not take place
until after the NEPA study has been completed, approximately 24 to 36 month
process. The Town and CDOT would have approval rights for the final design.
CDOT staff has been in flux since the flood, and therefore, staff identified in the
MOA may change as the project moves forward.
Charlie Dickey/Town citizen stated concern on the condition of the roadway the
Town would take ownership and maintain in the future.
It was moved and seconded (Blackhurst/Koenig) to approve the
Memorandum of Agreement between Central Federal Lands, the Town of
Estes Park and the Colorado Department of Transportation in order to
proceed with the execution of the One Way Couplet State Highways
reconfiguration in downtown Estes Park as outlined in the statement of
work, and it passed unanimously.
6. REPORTS AND DISCUSSION ITEMS:
1. MULTI-PURPOSE EVENT CENTER & STALL BARN CONSTRUCTION
UPDATE. Director Zurn stated the stall barn project continues to progress with
mechanical, electrical, and fire protection systems are nearing rough-in
completion. The lobby areas and bathrooms are painted and the tile installed.
The MPEC continues to move forward; however, the weather conditions
continue to hamper the progress. The high wind conditions have prevented the
roof panels from being placed, and therefore, the exterior metal progress has
be hampered. The masonry has been completed and the steel structure on the
front of the building has begun. Interior finishes such as metal panels and
insulation have been completed. The truck dock flatwork has been completed
and underground utilities are nearing completion.
Director Winslow stated several events are in process such as a Home and
Garden show; however, the events would be finalized once a contract and fees
can be established.
2. 2013 YEAR END FINANCIAL REPORT. Finance Officer McFarland presented
the year-end report stating both revenues and expenditures were significantly
better than expected due to the flood in September. This in turn would allow
the Town to carry forward a stronger fund balance into 2014. The Utility Funds
(Enterprise Funds) were dramatically affected by the flood, therefore, staff has
brought projects in-house to save money and delayed capital projects.
Revenues were down 4.1% over 2012 and 1.9% ahead of 2011. Town
investments are being held mostly in money market funds in order to remain as
solvent as possible due to the uncertain needs during the flood recovery. To
date 14 project worksheets totaling approximately $5.9 million have been
submitted to FEMA with 11 worksheets approved. The Town has submitted for
reimbursement for one large project and has receive $76,800 for small projects.
Mayor Pinkham reconvened the meeting into regular session at 10:05 p.m. whereupon
he adjourned the meeting.
William C. Pinkham, Mayor
Jackie Williamson, Town Clerk
Town of Estes Park, Larimer County, Colorado February 25, 2014
Minutes of a Study Session meeting of the TOWN BOARD of the Town of
Estes Park, Larimer County, Colorado. Meeting held at Town Hall in the
Rooms 202/203 in said Town of Estes Park on the 25th day of February,
2014.
Board: Mayor Pinkham, Mayor Pro Tem Blackhurst, Trustees Elrod,
Ericson, Koenig, Norris and Phipps
Attending: All
Also Attending: Finance Officer McFarland, Town Attorney White and Town
Clerk Williamson
Absent: Town Administrator Lancaster
Mayor Pinkham called the meeting to order at 4:30 p.m.
MULTI RATER EVALUATION TOOL.
After the evaluation process conducted in 2013, the Town Board requested staff find an
outside consultant to assist the Board in conducting the annual review for the Town
Administrator, Town Attorney and the Municipal Judge. Staff contacted three
consultants referred by Alliance for Innovation, Gary Suiter, ESM Consulting, and
Mountain States Employers Council to obtain a letter of interest in assisting the Board
with the review process. Two letters were received one from ESM Consulting and one
from MSEC, both utilize a multi-rater evaluation tool. The letters of interest were sent to
the Board via email to review and the general consensus was to continue with the
MSEC tool. The tool would allow the Board to choose questions from a database of
close to 300 questions covering multiple competencies as well as the creation of
narrative questions. Once questions are established for the tool, staff could send the
questionnaire to the Board for completion, the evaluation results would be tabulated by
MSEC, a review of the results by the Board at the March 25th meeting, and a final
review held with Town Administrator Lancaster at the April 8th meeting in Executive
Session.
Board discussion followed: Trustee Ericson preferred the process used last year, and
requested an updated job description for the Town Administrator. Trustee Norris
questioned if the multi-rater tool was appropriate for the situation, and suggested an
evaluation with written comments on how to improve. Trustee Koenig stated the job
description should drive the evaluation, and suggest the survey used by Town
Administrator Lancaster for review of the department heads could be used. Mayor Pro
Tem Blackhurst commented there is value in using the tool. Trustee Phipps stated he
would prefer using the tool from the previous year. Mayor Pinkham suggested the
Board use the MSEC tool for the Town Administrator prior to the new board being
seated and evaluate its effectiveness for the other positions to be reviewed. Trustee
Elrod questioned the need to complete the review so quickly as Town Administrator
Lancaster has a three-year contract with no salary increase possible.
After further discussion it was agreed staff would send the Board the MSEC question
database, each Trustee would select 2 questions from the 11 competency and develop
2 narrative questions, send Town Administrator job description, and the 2013
goals/objectives.
Town Board Study Session – February 25, 2014 – Page 2
LIQUOR VIOLATION POLICY
Staff received direction from the Town Board at the October 22, 2013 meeting to revise
the 1999 liquor violation guidelines to more closely align with the State guidelines, best
practices and procedures and review the possibility of utilizing the Restorative Justice
program. Town Clerk Williamson reviewed the draft guidelines noting the most
significant changes include a written warning for the first offense if applicable, a fine in
lieu of a suspension, Restorative Justice in lieu of a suspension, and addition of
mitigating and aggravating factors in determining time served.
Discussion followed on how the Restorative Justice process would be implemented.
Staff noted Restorative Justice would be an option for the licensee to consider during
the stipulation agreement. The option if accepted and approved by the Board through
the stipulation agreement would require the licensee to complete a contract to repair the
harm to the community.
The Board consensus was to move forward with the proposed guidelines that provide
staff with the flexibility to negotiate the stipulation. Provide more details on the
Restorative Justice process and provide a definition or examples of “right tools” under
recommended practices. Staff would update the guidelines and bring it forward for the
Board’s consideration at the March 25th meeting. In the meantime the licensees would
be noticed of the upcoming meeting and provided a copy of the guidelines.
TRUSTEE COMPENSATION.
Staff reviewed the data provided to the Board in 2012 and found only two communities
had updated Board salaries, Steamboat Springs decreased and Blackhawk increased
slightly. Staff also reviewed Board salaries to ensure the current salaries, $5,500 for
Trustee, $6,500 for Mayor Pro Tem and $7,500 for Mayor, would cover current and
future increases to medical, dental and vision insurance premiums. After final review,
staff recommended the salaries for the newly elected officials remain at the current rate.
Trustee Elrod commented the salaries of the Board should be reviewed with each
election. He stated the Board of Trustees deserves an increase; however, in light of the
upcoming election questions he suggested the increase not occur with this election
cycle. Staff would include the Town Board in the next compensation study for the
employees.
The Board consensus was to continue with the current salaries for the newly elected
officials in 2014.
UPDATE ON THE NEIGHBORHOOD COVENANTS.
Attorney White informed the Board that staff met with Paul Kochevar/developer to
discuss changes to the covenants. Mr. Kochevar would allow the covenants for the
affordable units to increase to 125% of the median income; however, he would not
agree to the additional counseling for potential buyers as it may discourage buyers.
Attorney White stated Community Development and the Housing Authority may alter
their agreements to address the counseling. It is staff’s opinion that if the Board
requires the counseling the covenants would not be amended; therefore, staff
recommends moving forward with changing the median income limit. The Board agreed
to bring forward an amended covenant to increase the median income to 125%.
TRUSTEE COMMENTS & QUESTIONS.
None.
FUTURE STUDY SESSION AGENDA ITEMS.
Trustee Phipps stated the review of commercial properties needs to be added to the
future study session list.
Town Board Study Session – February 25, 2014 – Page 3
Trustee Ericson questioned what items would be discussed at the March 25th study
session meeting. He requested staff send out a draft study session memo with the draft
agendas for review by the Board.
There being no further business, Mayor Pinkham adjourned the meeting at 6:25 p.m.
Jackie Williamson, Town Clerk
Town of Estes Park, Larimer County, Colorado, February 27, 2013
Minutes of a Regular meeting of the COMMUNITY DEVELOPMENT /
COMMUNITY SERVICES COMMITTEE of the Town of Estes Park, Larimer
County, Colorado. Meeting held in Town Hall in said Town of Estes Park on the
27th day of February, 2014.
Committee: Chair Ericson, Trustees Elrod and Norris
Attending: Trustees Elrod and Norris
Also Attending: Town Administrator Lancaster, Directors Winslow and
Fortini, Managers Mitchell and Manager Salerno, Planner
Shirk and Recording Secretary Limmiatis
Absent: Chair Ericson
Trustee Elrod called the meeting to order at 8:02 a.m.
PUBLIC COMMENT.
None.
COMMUNITY SERVICES DEPARTMENT.
MULTI-PURPOSE EVENT CENTER & STALL BARN FEE SCHEDULE.
Director Winslow presented the proposed rental fees and additional rental items for the
Estes Park Event Center and Pavilion. Staff researched several comparable facilities
throughout the state to arrive at the proposed fee structure which provides flexibility to
staff and event planners, promotion through Visit Estes Park, and the ability to cover
operating costs. Premiere event season will cost more than the shoulder and winter
seasons to entice promoters to bring in year round events. The Estes Park Event
Center is a larger space with high end amenities and the Pavilion is slightly smaller,
which acts as the support center to the Event Center. There will not be a master liquor
license for the facility, but staff is working with Rocky Mountain Park Inn to provide
catering and liquor sales for the Event Center. The Committee expressed concerns of
being held captive to the vendor and how staff will maintain quality control. Director
Winslow would discuss adding an evaluation clause to the contract with Town Attorney
White. The committee suggested soliciting feedback from staff and vendors to ensure
our first impression is a positive one. The Committee recommends the Rental Fees
for the Estes Park Event Center and Pavilion be included as an action item on the
March 11, 2014 Town Board meeting agenda.
SOLE SOURCE AGREEMENT.
Director Winslow presented the contract with Rocky Mountain Data Availability Services
(RMDAS), a local supplier who has knowledge of the property, is available to respond
within 30 minutes, and is currently providing wireless service to the Town. RMDAS will
design, install and perform all maintenance on the wireless system at the Event Center
and Pavilion. The contract price is within the construction budget. The Committee
recommends the contract with RMDAS for $74,760.00 be included as an action
item on the March 11, 2014 Town Board meeting agenda.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
Community Services 2013 Annual Report – The Community Services Department
had another busy and productive year, despite the floods of September 2013, in
which staff overcame many adversities to meet Department goals and objectives.
o Fairgrounds and Special Events Division – Director Winslow described
multiple goals that the division was able to achieve – bring in more activities
during the shoulder seasons, offer multiple events simultaneously, maximize
use of facilities, provide support for a wide variety of events, look at new
activities that would be a good fit for the community, and work with
Community Development / Community Services – February 27, 2014 – Page 2
entertainers and event planners to schedule events that will enhance tourism,
as well as offer local residents a variety of opportunities. 2013 highlights
included some new and some continuing traditions such as: September Elk
Fest, Cowboy Sing-a-longs with Brad Fitch, the Fall Back Beer Festival, the
November Tree Lighting Ceremony, musical and theatrical performances
throughout the summer at Performance Park, the Wool Market, the
Westernaires, Rooftop Rodeo, the USA Pro-Cycle Challenge, Ranch Horse
Versatility, and multiple events converged for the “Wild West Weekend”.
o Estes Park Senior Center - Manager Mitchell thanked the Committee for
support of increasing the hours for the Program Coordinator from 20 to 32
and adding a seasonal employee. Direct results were an increased number of
planned programs from 49 to 70, being able to better answer, inform, and
refer seniors to services, and additional time devoted to the rental program.
Key highlights were increased social connection as seen through 3,500 visits,
high participation in fitness classes and engaging seniors to use their talents
as instructors and volunteers in the community.
o Estes Park Museum – Director Fortini covered a few of the highlights of 2013.
The Hydro Plant had the highest recorded attendance due to having more
programs at the location and inviting the Stanley Hotel Historic Fire Engine
Tours to make a stop to speak with the docents. The Sandzén in Estes Park
temporary exhibit was a great offering to the community during the flood as
reprieve, as well as an impressive accomplishment for staff. With the addition
of a Curator of Collections to staff in 2013, the Curator of Education was able
to add 11 additional programs. Significant progress was made on the
Collections Refinement process with the help of a Temporary Deaccession
Assistant. Staff was able to respond to 47 research questions, which required
an increase of nearly 23 hours of staff time from 2012.
o Estes Park Visitor Center – Manager Salerno reported several highlights of
2013 including: visitation was up almost 8% prior to the flood of September,
the smallest decrease in calls received since 2009/2010, and tracking of
various inquiries from callers. In April 2014, Visitor Services will host the first
open house to showcase what is done for the community and how local
businesses are supported. The Committee suggested the Visitor Center
provide a fact sheet to visitors regarding the regulations of recreational
marijuana in Estes Park and Rocky Mountain National Park.
o Estes Park Free Shuttle System – Director Winslow presented data on the
52.3% increase in ridership of the Free Shuttle System. 89,637 passengers
took advantage of the system in 2013. The Town will maintain the parking
restrictions on Elkhorn Avenue to allow shuttles to load and unload quickly
during the 2014 summer season. The addition of the Elkhorn Express has
been a huge success. The Committee suggested the Shuttle System provide
information to the press to minimize confusion between the Elkhorn Express
and the new for-profit trolley that will be operating in Town.
Verbal Updates – Director Winslow went over the various logistic duties the
Community Services Department assisted with during the September flood
including: lodging and meals for responders, equipment, resources, support
transportation, communication needs for the community, maintaining food, fuel,
hardware, housing and construction resources, shelters and assisting over 200
guests and residents with leaving Town in three days, and establishing the Disaster
Recovery and Disaster Assistance Centers at the Conference Center.
PUBLIC COMMENT.
Paul Fishman, Town Resident, requested clarification on the no parking designation of
the shuttle pullovers downtown, in regards to deliveries and owner drop offs of
inventory. Trustee Ericson stated loading and unloading will continue to be allowed in
these locations.
Community Development / Community Services – February 27, 2014 – Page 3
COMMUNITY DEVELOPMENT DEPARTMENT.
RECOMMENDATIONS TO THE TOWN BOARD.
None.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
o Verbal Updates and Committee Questions – Planner Shirk briefly discussed four
topics: the upcoming joint work session between the Town Board, Planning
Commission and County Commissioners, current planning issues, long range
planning issues, and stream restoration. Attainable housing, code revisions to
allow for brew pubs and distilleries, allowing wedding facilities as a principal use,
and an update on the comprehensive plan will be covered at the first joint work
session. Current planning issues include the finalization of land use for the
Stanley Hotel on Lot 4, the Visitor Center Parking Structure will be presented to
the Planning Commission on March 18, 2014, O’Reilly Autoparts resubmitted a
development plan application, a formal pre-application from the Housing
Authority to develop Lot 4 in the Good Samaritan Village, a pre-application
meeting to discuss partial redevelopment of a hotel site on Big Thompson
Avenue, the construction plan approval of the Mountain River Townhomes, and
staff recently met with the Larimer County Recreation and Parks District to
discuss the review requirements and processes for the Community Center. Long
range planning issues include the continuing with the Comprehensive Plan and
Modernization, near completion of The Neighborhood plans, a presentation by Jill
Fischer on the GIS project completed for the Town, and staff reviewing the
LIDAR (Light Detection and Ranging) data post-flood. Stream restoration focus is
currently on Fish Creek and Fall River in preparing for spring runoff. Also, the Fall
River Coalition has chosen Walsh Consulting to prepare the Master Plan for the
Fall River Corridor. Planner Shirk recognized Kim Slininger for the quality work
completed on flood plain restoration issues. The Committee suggested providing
a certificate of appreciation to Mr. Slininger.
There being no further business, Trustee Elrod adjourned the meeting at 9:39 a.m.
Barbara Jo Limmiatis, Recording Secretary
Town Board of Trustees3-11-2014
Legal Description: Lot 4, Good SamaritanSubdivision 5.55 Acres EPHA purchased from Evangelical Good Samaritan Society in 2002Zoned RM, Multi Family ResidentialApproved density of 66 units assuming they are ‘affordable’. Falcon Ridge Property
Found a clear need for 1 and 2 BedroomsVERY low vacancy rates exacerbated since the floods. Very long wait lists. Twice as many applicants as units proposed. Market Study
•Minor Subdivision•Phase 1: 4.21 Acres, 45 Units•Phase 2: 1.34 Acres, 21 UnitsPhasing
45 Rental Units- Phase 11, 2 and 3 BedroomsBoth Apartment and Townhome styleWill serve income levels between 30% -60% of the Area Median Income Falcon Ridge
Colorado Housing & Finance AuthorityIncome Tables for 30% - 120% ofMedian Income for Larimer County 2014% of Median Income 1 Person 2 Person 3 Person 4 Person 5 Person 6 Person 7 Person 8 Person100 51,500 58,800 66,200 73,500 79,400 85,300 91,200 97,10060 30,900 35,280 39,720 44,100 47,640 51,180 54,720 58,26050 25,750 29,400 33,100 36,750 39,700 42,650 45,600 48,55040 20,600 23,520 26,480 29,400 31,760 34,120 36,480 38,84030 15,450 17,650 19,850 22,050 23,850 25,600 27,350 29,150
•16 One Bedrooms•23 Two Bedrooms•6 Three BedroomsUnit Breakdown
•Section 42 of the IRS Code•We apply to Colorado Housing and Finance Authority (CHFA) on competitive basis•If successful, we are awarded x number of ‘TaxCredits’. •We are a tax exempt organization so we sell the tax credits to an investor.•Current Tax Credit price is between .90-.98 cents •That investor then becomes our partner for the next15 years. Low Income Housing Tax Credit Program
We have applied to CHFA for the first round ofTax CreditsBe notified late May or Early June Preliminary contract with Aller, Lingle, MasseyArchitects Preliminary contract with Dohn ConstructionBeginning the Development processthrough Community Development Development Information
CHFA Tax Credit award June 1Construction Start December 1Substantial Completion October 2015Lease Up complete May 2015Estimated Time Line
•Land and Site Work $2,539,894•Structures $6,570,675•Professional Fees $ 512,645•Soft Costs $1,330,077 •Loan, title, closing $ 673,277•Syndication costs $ 153,319•Building Permits $ 45,000•Water Taps $ 372,600•Sewer Taps $ 414,000TOTAL PROJECT COST $ 12,611, 487Estimated Budget
FinancingTax Credit Equity $ 8,670,593 Mortgage $ 1,800,000CDBG-DR Grant $ 900,000Federal Home Loan Bank Grant $ 675,000Total Sources $ 12,045,593Project Cost $ 12,611,487Gap $ 565,894
•Building Permits (estimated) $ 45,000•Water Tap fees $372,600•Sewer Taps fees $414,000Total $831,600This equates to about 7% of the cost of developmentFEES
Past ProjectsTalons Pointe: Building Permit fees were waived by the Town of Estes Park: Approximately $41,126.94The Town paid/waived the Water Taps on the behalf of the EPHA : Approximately $ 60,750The Town paid half of the Sewer taps on our behalfApproximately $91,125
•Vista Ridge•Town paid/waived water taps fees in the amount of $91,760.00•Town paid on behalf of the EPHA sewer taps fees inthe amount of $47,894 •All Building Permits fees waived for the AffordableUnitsPast Projects
•Falcon Ridge will be an Asset to the Town•The Estes Park Housing Authority respectfully request the Town waive the following.•Building Permit fees associated with this project•Water Taps in the amount of $372,324Request
•Affordable Housing increases a businesses chances of retaining a stable workforce. •Housing issues have been magnified since the September 2013 flooding•‘ Housing plays an important role in economic development. Without adequate housing for employees, businesses suffer’. EPEDC•‘ As an employer in the Estes Valley, I can attest to the well-documented fact that there is still a limited labor force in Estes Park. Affordable Housing is an essential part of the solution to this need’. Good SamaritanGood for Business
Questions/Comments
RESOLUTION #08-14
RESOLUTION SUPPORTING ISSUE 1A, STAND TOGETHER FOR A STRONG
TOMORROW ON THE APRIL 1ST MUNICIPAL ELECTION
WHEREAS, The Citizens of Estes Park have expressed in a Community Visioning Process,
Community Citizen Surveys and the Senior Center/Museum Master plan that they want
additional investment in the Town’s infrastructure, and
WHEREAS, of all the needs expressed by the citizens, the highest priorities were for expanded
road maintenance, a Community Recreation Center, incorporating the Senior Center, new trails
and connections and enhancements to emergency services, and;
WHEREAS, it is estimated that there currently is a funding shortfall of $1.2 million dollars a
year for road repairs to prevent the further degradation of our road system, and;
WHEREAS, meeting these needs will help to fulfill the community’s vision of Estes Park for its
second century and will enhance the quality of life for all Estes Park residents, and:
WHEREAS, the stability of Estes Park’s economic future and competitive position with other
mountain destinations is tied to the quality of our infrastructure and;
WHEREAS, road infrastructure needs extend beyond our normal funding capacity of $438,000
per budget cycle, without the 1 % incremental sales tax increase, the Town will need to
restructure its budget to meet growing road infrastructure requirements. and;
WHEREAS, ballot issue 1A is a limited term, ten year increase in the Town’s sales tax of 1 cent
for every $1 dollar of sales, and;
WHEREAS, ballot issue 1A provides strict accountability of the Town by specifying that the
revenues must be spent 60% for Road maintenance, 25% for a /Community Recreations Center,
including the Senior Center, 12.5% for Trails and connections and 2.5% for emergency response
infrastructure.
NOW THEREFORE BE IT RESOLVED, that the Trustees of the Town of Estes Park
encourages all Estes Park Voters to Stand Together for a Strong Tomorrow and vote yes on Issue
1A to protect and enhance our quality of life now and into the future.
Approved this 11th Day of March, 2014
______________________________
Bill Pinkham, Mayor
ATTEST:
_______________________________
Jackie Williamson, Town Clerk
Approved as to form:
_______________________________
Greg White, Town Attorney
To: Honorable Mayor Pinkham
Board of Trustees
Town Administrator Lancaster
From: Bo Winslow, Director
Date: March 11, 2014
RE: Estes Park Event Center – Pavilion Fee Schedule
Objective:
-Obtain approval of rental fees for the new Estes Park Event Center and Pavilion.
- Obtain approval of rental fees for equipment associated with the Estes Park
Event Center and Pavilion.
Present Situation:
Staff is currently marketing and selling these two venues and need to have Town Board
approval for fees in order to finalize bookings.
Proposal:
Staff has researched many facilities around the state and have looked at numbers that
the Johnson report recommended and have outlined the following recommendations:
Estes Park Event Center
o $2,000 Commercial, private, other
o $1,500 non-profit and local
o $3,000 Public Event with Ticket Sales – Rental includes marketing on our
event calendar and ticket sales via Thunder Tix ticket sales
o Standard set up is included in the rental fee. Standard set up choices are
conference, theater, banquet, u-shape and classroom style. Trade Shows
are subject to extra set up charges of $40 per booth. Equestrian events
will be charged on a per-stall basis. Additional set up charges may apply
if a setup is changed within five days of the event.
o Room rental includes use of the entire building, including Executive
Boardroom, VIP View Meeting Room, Business Office and
Memo
Community Services Department
Ticket/Registration Booth. However, should excessive set up be
required, then extra charges may apply.
Pavilion
o $1,500 Commercial, Private, other
o $1,000 non-profit and local
o Standard set up is included in the rental fee. Standard set up choices are
conference, theater, banquet, u-shape and classroom style. Trade Shows
are subject to extra set up charges of $40 per booth. Equestrian events
will be charged on a per-stall basis. Additional set up charges may apply
if a setup is changed within five days of the event.
Note: Room rental is per day and all fees can be negotiated.
Equipment Rental
o Stage (4x8) section $25 per section
o Stanchion (8’) $8
o Podium $20
o Easel $8
o Pipe and Drape 8’tall $2 per ft or $20 per booth
o Bleachers
3 row $25
300 person $300
o Padded Banquet Chair $3
o A/V
Microphone and Speaker $30
Projector and Cart $20 per hour $80 per day
Screen 9x16 $80
Event Lighting 2-8’stands $150
o Wireless Internet $200
Note: Equipment rental fees are per 2 day event. Attachment A are fees already
approved by Town Board for existing facility and would be applied to new facilities.
Advantages:
Staff feels it best to have fees that can be flexible with the time of the year and type of
event. Some events are going to be labor intensive and the event would need to pay for
that. Staff would also like to work with the event and have an all-inclusive price. There
will be times this is advantageous to each party involved. When not advantageous,
equipment rental fees are in place to assist with pricing.
These fees are very competitive industry wide. Staff has researched other facilities,
looked at recommendations from the Johnson Consulting team and is confident these
prices will work best for the venue.
Disadvantages:
It will be important staff treats all events fairly when it comes to pricing. It could be
confusing if due diligence is not done.
Action Recommended:
Approve fees as presented.
Budget:
2014 Budget is based on numbers from this fee schedule
Level of Public Interest:
Staff has not received any negative pushback on fees.
Sample Motion:
I move to approve/deny the proposed fee structure for the Estes Park Event Center,
Pavilion and equipment rental
To: Honorable Mayor Pinkham
Board of Trustees
Town Administrator Lancaster
From: Bo Winslow, Director of Community Services
Date: March 11, 2014
RE: Contract RMDAS for IT
Objective:
To have contract with RMDAS (Rocky Mountain Data Availability System) approved.
Present Situation:
Staff needs to have the design and install of the IT and wireless equipment for the Estes
Park Event Center and Pavilion completed. Staff is requesting to sole source this
contract with RMDAS, the company the Town is currently working with on wireless and
IT at the Fairgrounds.
Proposal:
RMDAS is a local company the Town has worked with in the past and is the only local
supplier of such needs.
Large band width that is symmetrical
Local Tech able to respond within 30 minutes
Knowledge of the property and what is currently in place
Local service provider that will have redundancy
Ability to design the system/run the conduit/pull wire/install as well as continue on
with the maintenance
Currently providing the wireless service
Memo
Community Services Department
RMDAS will operate the system after it is installed, so it is imperative to have them be
the contractor to do the install work. This will eliminate potential problems and save the
Town money as they will have complete knowledge of the system. Since RMDAS is our
local business that we have under contract to handle all wireless needs and issues on
the property, it is economically beneficial to the Town to have them perform the work.
Not only will RMDAS be installing the wireless internet access, they will also be
providing the public internet feed, and installing the infrastructure for the offices so the
facility is connected to the Towns system.
Advantages:
RMDAS installed the wireless internet portion of the Grandstand project and has
installed all the wireless internet throughout the property. This is a complex system and
will need to be tied into the new buildings. RMDAS’ knowledge of what the entire
property currently has in place which makes continuing to work with RMDAS imperative.
Currently there is no other business in the community that can deliver the vast services
of RMDAS.
Staff will also be bringing RMDAS on as a maintenance contractor, year around, to help
with any needs our customers might have. We currently have a contract with RMDAS
to provide wireless access to the internet for a fee. This new proposal will have the
Town own the equipment and RMDAS will provide the access for free. This will provide
the customer service the industry is accustom to.
Disadvantages:
Unknown
Action Recommended:
Approve contract.
Budget:
This money is included in the construction budget and is within what was budgeted.
Level of Public Interest:
This is a local contractor, it seems as though most of our public comment comes from
the Town needing to use local contracting as much as possible. While this is a sole
source contract, there is no one contractor locally able to perform all that is required in
the contract.
Sample Motion:
I recommend approval/denial of the the contract with RMDAS for $74,760.00.
Community Services Memo
To: Honorable Mayor Pinkham
Board of Trustees
Town Administrator Lancaster
From: Bo Winslow, Director
Date: March 11, 2014
RE: Purchase of Equipment
Objective:
Purchase equipment necessary to operate Estes Park Event Center and Pavilion.
Present Situation:
The Town currently does not have the equipment available to operate the new
buildings. This equipment is key to the operation and rental of the new facility. Owning
this equipment is also important as it is part of the revenues projected for the facility.
Proposal:
Staff requested Price quotes from several companies with the following results:
Company Product
#
Needed Size/Description Price Per
Total Low
Bid
Mity‐Lite
Rect.
Tables 150 30x96 Aluminum $339.00
Southern
Aluminum
Rect.
Tables 150 30x96 Aluminum $314.00 $47,100.00
KI
Rect.
Tables 150 30x96 Aluminum $415.00
Company Product
#
Needed Size/Description Price Per
Mity‐Lite
Round
Tables 30 6 ft Aluminum N/A
Southern
Aluminum
Round
Tables 30 6 ft Aluminum $472.00 $14,160.00
KI
Round
Tables 30 6 ft Aluminum $675.00
Advantages:
Owning allows for rental of equipment which in turns generates revenues
Equipment on site and can set up in advance and do not have to pay longer rental fees
Disadvantages:
Cost
Action Recommended:
Authorize expenditures
Budget:
This money is included in the construction budget and is well within what was budgeted.
Company Product
#
Needed Size/Description Price Per
Mity‐Lite Staging 16 4x8 section $1,610.00
Southern
Aluminum Staging 16 4x8 section $740.00 $11,840.00
KI Staging 16 4x8 section N/A
Company Product
#
Needed Size/Description Price Per
The Rubber Man
Rubber
Mats 800 4x6 Vulcanized
$39.00
Delivered $31,200.00
Tractor Supply
Rubber
Mats 800 4x6 Vulcanized
$29.99*
Farm Tech
Rubber
Mats 800 4x6 Vulcanized $69.95
* not vulcanized
Company Product
#
Needed Size/Description Price Per
Mity‐Lite
Banquet
Chair 300
Padded &
Ganged $75.00
Worthington
Direct
Banquet
Chair 300
Padded &
Ganged $50.95 $15,285.00
ATD American
Banquet
Chair 300
Padded &
Ganged $54.00
Total $119,585.00
Level of Public Interest
Staff feels as though there is minimal public interest in the purchase of these items.
None of these items are available locally and are mostly purchased from the
manufacture.
Sample Motion:
I move to approve/deny the purchase of the above described equipment for the
purchase price identified and to include necessary shipping costs.
TOWN ADMINISTRATOR Memo
To: Honorable Mayor Pinkham
Board of Trustees
From: Frank Lancaster, Town Administrator
Date: March 11, 2014
RE: U.S. Economic Development Administration Grant Application
Objective:
To obtain approval to file an application for an $80,000 grant from U.S. Economic
Development Administration to support the Estes Valley Economic Development
Corporation.
Present Situation:
Prior to last September’s floods, the EVPC Economic Development Task Force
identified diversification and economic resiliency in the face of potential disasters as
elements of improving the local economy. The recent floods highlighted our
community’s dependence on a single economic sector to drive local employment.
The USEDA is interested in providing technical assistance to communities that have
suffered adverse economic impact due to the Colorado floods. Due to our status as a
disaster area, we are eligible for a federal technical assistance grant for up to 80% of
project costs.
Strategic planning is a key area of USEDA interest. We have a unique opportunity to
take advantage of best practices and innovations through the use of an experienced
consulting firm. This application was prepared with substantial pro bono assistance from
a consultant experienced in filing successful applications with USEDA.
Proposal:
Assuming the $80,000 grant is obtained, an economic development consulting firm with
recognized experience in assisting communities’ economic recovery from natural
disasters, will be retained. Once a qualified firm is retained through a competitive
bidding process, the program will consist of three phases.
Phase One Research and Outreach: The consulting firm will conduct research of local
conditions, gather and benchmark existing data, conduct interviews with key regional
stakeholders, and seek public input through local meetings. Estes Park Economic
Development Corporation (Estes Park EDC), its board member organizations and the
Town of Estes Park will contribute research and information, and help identify key
regional stakeholders to include in the evaluation. This process is expected to take 60 to
90 days.
Phase Two Development of Recovery Strategy: The consultants will analyze the
information and data gathered and develop a long-term recovery strategy that takes
account of local conditions while drawing upon experiences in other communities
adversely impacted by natural disasters. This phase will include prioritizing
recommended recovery strategies and identifying suitable partners to implement such
strategies. Phase two should be completed within 60 to 120 days.
Phase Three Implementation and Monitoring of Job Recovery Strategy:
Assuming the USEDA grant application is approved, there will be sufficient funding to
include material assistance during the early implementation of the recovery strategy.
Such assistance will include establishing suitable benchmarks, metrics and monitoring
systems.
What is the Role of the Town of Estes Park and why are we proposing we partner
with the EDC on this grant?
The Estes Park EDC was formed last September just prior to the flooding. Because
the EDC is such a new organization, they have no history of operation to rely on and the
U.S. Economic Development Administration (USEDA) is more likely to fund the grant if
the Town assumes the compliance and application role. This will be a relatively minor
role for the Town. The overall management and guidance of the project will be
managed by the Estes Park EDC.
Estes Park EDC will primarily provide the support necessary for the success of this
consulting project. Estes Park EDC is well positioned to foster collaboration and
participation on the process, with a 30-member board drawn from business, business
associations, and key taxing districts and nonprofits invested in the business recovery.
The Town of Estes Park will provide support for grant compliance requirements and
disburse funds.
This is a partnership that will derive benefit for both the Town and the EDC and
ultimately the Estes Park business community as a whole.
Advantages:
A strategic plan with specific goals for implementation will greatly enhance the
long-term business recovery. In general, federal agencies forecast a five-year
time horizon for full recovery from a major disaster.
A business-focused plan can foster greater employment opportunities in Estes
Park.
By using outside expertise, our community can benefit from best practices and
lessons learned in other communities struck by disaster.
Strategic planning combined with community outreach will help us identify
potential targets for business attraction efforts and help ensure that such
businesses are compatible with our community.
Long-term business diversification can improve the business climate for existing
businesses and enhance our community’s resilience in the future.
The grant application leverages $20,000 in funding from local sources other than
the Town of Estes Park.
The strategic planning process can also lead to future federal grant opportunities.
Disadvantages:
We will need to comply with the requirements of the USEDA; however, minimal
use of such staff time and expertise will be necessary to ensure the program’s
success.
The $20,000 obtained in local matching money is specific to this project.
However such funds would not otherwise be available.
Action Recommended:
Staff recommends approval to file a formal application with the USEDA for the $80,000
grant. .
Budget:
Budget account number, fund name and amount if applicable
$10,000 from Community Foundation of Northern Colorado grant, already obtained.
$10,000 commitment from Larimer County.
(no Town of Estes Park funds are involved)
Level of Public Interest
Medium. The local grant application to the Community Foundation of Northern
Colorado included letters of support from Visit Estes Park, Estes Valley Partners for
Commerce, the Estes Area Lodging Association and Estes Park Medical Center.
Sample Motion:
I move to approve the USEDA grant application.
Attachments:
USEDA Scope of Work
USEDA Grant Application Package
March 6, 2014
1
Estes Valley Economic Recovery and Job Cluster Diversity Strategy
Scope of Work
Purpose
With the assistance of professional economic consulting services, develop a strategy for regional
economic diversification and industry cluster job retention and recovery and put in place a collaborative
action plan in response to the economic damage from the Federally Declared flood disaster. The
Disaster continues to impact the economy of the Estes Valley and surrounding rural areas. Consultant(s)
will execute the Scope of Work and provide critical economic recovery services to the Estes Valley to
help stabilize existing businesses, help restore economy and explore opportunities for greater economic
diversification and resiliency.
A. Phase 1 Data Collection and Stakeholder Engagement ($37,500): Through competitive bid
process, select professional consultant(s). Begin project kick‐off, research and initial data collection
process, benchmarking, stakeholder interviews, public input. (Estimated time frame: 45‐75 days)
The project consultant(s) will:
1. Work in collaboration with the Estes Park Economic Development Corporation (“Estes Park
EDC”), Estes Valley Partners for Commerce, local government, FEMA/EDA, not‐for‐profits, insurance
providers, private business employers, economic development agencies, local/regional banks, University
and other partners, to identify and communicate project parameters and stakeholder goals,
data/research methods and the time table for developing job recovery and diversification strategy.
2. With support and assistance from local economic development personnel, determine
representative groups/individuals and key sample groups to participate in data review and interviews
using local, county, state, national and other data sources.
3. Establish baseline demographics, economic data, workforce information, resource identification,
disaster assessments and reference point (benchmark) data for comparisons, outcome projections and
project performance evaluation.
4. Analyze Location Quotients for regional industries and consider local conditions to identify
potential industry clusters for local economic diversification.
5. With assistance from local and county leaders, establish initial contacts and schedule intake‐
assessment interviews with key economic stakeholders and groups.
6. Conduct and document interviews (approximately 25 initial stakeholder input interviews) and
public participation. Include key industry leaders, elected officials, local leadership and other
stakeholders.
7. Conduct follow‐up contacts, interviews and meetings as necessary.
March 6, 2014
2
B. Phase 2 Job Cluster and Diversification Strategy Development ($37,500): Economic job
recovery and diversification strategy development, economic growth impediments/opportunities.
Formulate the economic strategy with collaboration partners. (Time frame: 60‐120 days)
1. With project partners, review research on relevant economic development and demographic
analysis/studies and relevant economic data for this disaster impacted region. Analyze information on
existing regional and local economic composition (primary and support industries), demographic
trending and wage rates, occupational and employment projections, skill sets and education, micro‐
clusters and regional economic linkages.
2. Perform preliminary SWOT analysis of recovery potential, and expansion of emerging regional
cluster businesses.
3. Review industry and occupational growth projections for region’s clusters (micro‐clusters).
4. Identify strategic partnerships, policy implications, innovative solutions, resource allocation and
public/private investment opportunities.
5. Provide recommendations for potential collaboration with existing Colorado business
incubators, business accelerators or co‐working spaces that will foster greater entrepreneurship and
diversification in this region.
6. Provide recommendations concerning a business model (private, non‐profit or municipal) that
will utilize the existing Estes Park fiber optic ring and/or wireless or WiMAX technologies as a an
economic development and diversification tool in a mountain region.
7. Develop strategies and recommendations for implementation consistent with analysis and
stakeholder input. Actively solicit stakeholder comments and buy‐in for strategy formulation and
implementation, including identifying roles of key partners and stakeholders.
8. Develop strategic implementation plan based on phase 1 data and collaborative partner input
and commitments. Make assignments for implementation responsibilities, communication and ongoing
reporting requirements.
9. Prepare implementation plan for area job recovery and diversification strategy with partners
and stakeholders.
C. Phase 3 Implementation and Monitoring ($25,000): Implement and monitor job recovery and
diversification strategy. Make recommendations for improvements and adjustments to strategic plan.
Continue performance monitoring, economic development consulting. (Time frame: 120‐180 days)
1. Collaboratively monitor progress during implementation.
2. Prioritize job recovery and diversification strategies and action plans to stimulate likelihood of
greatest achievable recovery potential.
3. Through the local partnerships such as Estes Park EDC, assist region’s small business employers
and project partners to initiate series of recommended actions to support ongoing economic recovery,
March 6, 2014
3
employment diversification, private investment and economic resiliency within identified strategic
opportunities.
4. Provide guidance for local work performed directly with existing small businesses to support
recovery potential and provide technical assistance to stabilize losses and support a process of
rebuilding.
5. Leverage FEMA, insurance, State and local resources and incentives available to aide in
economic recovery efforts.
6. Provide guidance for implementation of a strategy to recruit compatible, complimentary
companies to the region. Provide technical assistance to new firms.
7. Address job creation barriers/impediments for individual companies and micro‐clusters.
8. Provide real–time economic consulting support to adjust and strengthen implementation
strategy actions.
9. Continue strategy implementation and monitor initial implementation performance (number of
jobs created, improvement in unemployment rate, increases in average‐wage, etc.). Compile and assist
with EDA reporting, strategic action plan, financial status report (SF‐425) and draft/final report for
submission to EDA using the final report guidelines.
Economic Development Consulting
The Estes Valley region will benefit from the availability of professional economic recovery consulting
services during this project. Since the summer of 2013, the region has implemented a strong
collaborative model through formation of the Estes Park EDC, but requires expert guidance to design
and implement a program that will produce greater positive impacts. There are additional economic
concerns that will be identified as part of the assessment, analysis, strategic development and
implementation process. This will lead to open discussion, recommendations and active support for
strategy revisions and additional initiatives that can foster economic recovery and a broadening of the
area economy. These additional opportunities may suggest other projects and funding sources that will
further increase the region’s economic capacity across a wider range of possibilities.
TOWN ADMINISTRATOR Memo
To: Honorable Mayor Pinkham
Board of Trustees
From: Frank Lancaster, Town Administrator
Date: March 13th, 2014
RE: Town Organizational Plan
Objective:
To have the Board of Trustees consider and adopt the Town Administrator’s
Organizational plan for 2014, as required by municipal code.
Present Situation:
The Municipal Code requires the Town Administrator to submit an organizational plan to
the Board of Trustees annually. The code does not describe what should be included in
the plan and traditionally this has been an organizational chart of the structure of Town
government.
2.28.020(6) The Town Administrator shall propose an administrative organization plan of the Town,
which shall be presented to the Board of Trustees for approval. When the plan is approved by the
Board, it shall become the administrative organization plan of the Town, and all Town
administrative procedures and functions shall be carried on in accordance with such plan. (Ord.
21-75 §1(part), 1975; Ord. 15-97, 1997; Ord. 10-10 §1, 2010)
Proposal (including budget if applicable):
That the Board approve the administrative organization plan as submitted by the Town
Administrator
Advantages:
Provides staff, the Trustees and the Public an updated organizational plan for the
Town
Complies with a mandate in the Municipal Code
Disadvantages:
none
Requested Action and Sample Motion:
I move to approve/not approve the administrative organization plan as submitted by the
Town Administrator
Level of Public Interest
low
Submitted March 11, 2014 Organizational Plan CITIZENSMAYOR AND TRUSTEESMunicipal JudgeTown AttorneyUtilities PoliceFinance Community Services Light &Power Water IT Planning Building Town Clerk HR Risk Management Engineering Parks Streets Facilities Fleet Fairgrounds and Events Senior Services Museum Visitor’s ServicesAsst. Town Administrator To remain vacant due to flood impact budget reductions until budget will allow refilling of the position Public Information Town AdministratorCommunity Development Administrative Services Public Works
PUBLIC WORKS Report
To: Honorable Mayor Pinkham
Board of Trustees
Town Administrator Lancaster
From: Scott Zurn, PE, Public Works Director
Date: March 10, 2014
RE: Event Center & Pavilion Construction Update
Objective:
To update the Town Board and public on the progress of the MPEC and Stall Barn
project at the Stanley Fairgrounds.
Present Situation:
More favorable weather conditions have produced improved progress on the project.
The main event space on the MPEC is now fully sheeted on the wall and roof panel
systems. Masonry elements are substantially complete and the emergency generator
building masonry is complete. The truck dock concrete work is also complete. The steel
portions of the front of the building are now underway. Interior metal panels and
insulation are being completed as windy conditions prevent outside work. The
underground water mains are being flushed and put into service.
The delivery date for occupancy of the Stall Barn is scheduled for mid-April and the
MPEC is scheduled for mid-May.
The Stall Barn mechanical, electrical and fire protection systems continue to progress
and are nearing completion. The concrete floor preparation is underway and concrete
placement will occur within two weeks.
Budget:
Community Reinvestment Fund - $5,682,050. The project remains within budget.
Level of Public Interest
This project has a very high level of public interest.