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HomeMy WebLinkAboutMINUTES Town Board Study Session 2001-06-12BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, June 6, 2001 Minutes of a Regular meeting of the TOWN BOARD STUDY SESSION of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Municipal Building in said Town of Estes Park on the 12th day of June, 2001. Board: Attending: Also Attending: Absent: Mayor Baudek, Trustees Barker, Doylen, Gillette, Habecker, Jeffrey, Newsom: Mayor Baudek, Trustees Barker, Doylen, Habecker, Jeffrey, Newsom Town Administrator Widmer, Assistant Town Administrator Repola, Clerk O’Connor, Directors Brandjord, Joseph, Kilsdonk, Marsh Trustee Gillette Mayor Baudek called the meeting to order at 8:32 a.m. ESTES PARK HOUSING AUTHORITY lEPHA) - DISCUSSION. Sam Betters, Ex. Dir./Loveland Housing Authority, reported that the EPHA has completed its first year of operation, and accomplishments include: Establishment of the organizational structure, including a re-write of its Bylaws, and creation of its mission and purpose to guide activities. Presentations to over 30 local organizations introducing the EPHA and its mission. Acquired 20, Section 8 Housing vouchers that provide rental assistance to very low income Estes Park residents living in private sector housing. Reviewed and inspected 15 properties for potential acquisition. Acquired and renovated their first property, a 10-unit apartment building on Cleave St. Obtained a $100,000 grant fro the Colorado Division of Housing for the Cleave St. property. Obtained a $475,000 commitment from the USDA Rural Housing Development Agency to provide low-interest loans for home ownership. The 2001 Budget, in the amount of $241,358 was also reviewed (water and sewer taps, pre-development activities, HACOL Staff Contract, and land acquisition). The EPHA is requesting: 1. With the exception of the $70,625 for water & sewer taps, (1) transfer the fund balance to EPHA Operating Account, and (2) transfer monetary control to the EPHA Board of Commissioners. The current system provides that EPHA submit monthly draw requests to the Town for their review and approval. In the event EPHA is unable to utilize water & sewer tap fee funds, EPHA requests authority to carry-over the funds to the following budget year. 2. Allow the EPHA to retain any unspent funds at the end of each fiscal year as a means of rewarding its efficiency and capitalizing the organization. 3. Approve a $10,000 increase in the HACOL Staff Contract to accommodate the increased staff hours necessitated by the current efforts and activities of the % BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Town Board Study Session - June 12, 2001 - Page 2 EPHA. A summary of the question and answer period follows: confirmation that the Finance Dept, is able to administer transferring budget authority directly to EPHA subject to audits; the additional $10,000 funding request is needed this budget year; end-of-year budget balances are transferred to the General Fund; the sewer and water tap budget line items totaling $70,625 are being funded by the Town’s General and Water Funds, and the Town Board could restrict this funding for this purpose; and concern that if all or a portion of the budgeted funds are not utilized in 2001, they will be retained and available in 2002. Consensus: The Town authorizes (1) with the exception of the $70,625 for water and sewer taps, the 2001 fund balance be transferred to the EPHA Operating Account; (2) monetary control be transferred to the EPHA Board of Commissioners; (3), approval of the additional $10,000 in the HACOL Staff Contract; (4) EPHA provide monthly reports to the Board of Trustees; and (5) Director Betters and Town Attorney White prepare and submit a revised IGA between HACOL and the Town to reflect the Board’s action. Additionally, the EPHA will continue to submit yearly budget requests to the Town. In closing. Dir. Betters distributed a “Home Ownership Forum” flyer that is scheduled June 19th. Dir. Betters responded that the EPHA received 20 Federal Section 8 Vouchers, 3 remain outstanding, and the EPHA is applying for additional vouchers. These vouchers are portable and travel with the applicant. VEHICLE REPLACEMENT FUND - EXPLANATION & DISCUSSION. At the Mayor’s request. Finance Officer Brandjord provided an extended long-range plan to fund the replacement of vehicles. Such a plan would provide more-consistent budgeting and management of the Town’s vehicle fleet. A reserve account could be established and funded to offset annual depreciation expense as determined by the existing General Vehicle Replacement Policy Guidelines. An annual charge would be made for each qualifying vehicle, and accumulated in the reserve account. When the balance in this reserve is sufficient, and a vehicle is due to be replaced pursuant to the Vehicle Replacement Policy Guidelines, the reserved funds would be used to make planned purchases. Fleet Maintenance Division provides detailed reports on the fleet, including the acquisition date and price, anticipated life of the vehicle, and expected replacement costs for an extended time period. This information provides the basis for the annual charges to build and maintain a reserve account. The vehicle information would be updated at least annually for budgetary review and action. The advantages of this means of funding vehicle replacements include: 1. Providing a rational basis for long-range planning of equipment replacement. 2. Establishing a funding mechanism for purchases and leveling budgetary requirements for capital asset acquisitions. Discussion followed relative to various scenarios (wreckage—Plan adjustments, a 6-yr. timeframe to assemble the fund, trade-ins, and lack of control). Consensus: Staff prepare options relative to utilizing a portion of the current Reserve Fund to establish the Vehicle Replacement Fund. No further action was taken pending receipt of the requested information. BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Town Board Study Session - June 12, 2001 - Page 3 Mayor Baudek declared a recess at 10:00 a.m. Mayor Baudek reconvened the meeting at 10:10 a.m. Pursuant to time constraints, Trustee Habecker requested, and Mayor Baudek granted, the delay of the Sister City Item to allow discussion of Items 4 through 6. HIGHWAY CORRIDORS DESIGN STANDARDS - DISCUSSION. At the Town Board Study Session 7/18/00, discussion was held on creating design standards for the highway entrances and downtown area. Consensus was reached to direct Staff to review options that would address metal buildings, second story smooth planes, incentive programs, and the like. Community Development Director Joseph stated there are two types of visual impacts that can occur along the highway corridors: (1) the appearance of the buildings themselves (this may be the highest priority), and (2) the potential for view obstruction by the buildings themselves. Approaches that could avoid a commercial building that is designed to attract attention in such a way that the community would find objectionable include: 1. Provide appropriate restrictions on corporate architecture (e.g. fast food). 2. Restrict the use of large areas of primary colors on buildings (e.g. bright red roofs). 3. Restrict the inappropriate use of some building materials (e.g. metal buildings). 4. Prevent the construction of large expanses of blank walls in unbroken planes. Director Joseph noted that if the four Issues above are the Board’s first priority (in lieu of view corridors), and if the four issues remain relatively fundamental, the ordinance could be prepared in-house. The restrictions must be apparent and understandable. Trustee Barker noted his dissatisfaction with additional regulations and how they add costs to homeowners, and he cautioned against giving credence to the vocal minority. Consensus (minus Trustee Barker): Staff work on the four items identified above, with submittal of a basic draft to the Planning Commission within 3 months from this date. No further action was taken on the view corridor issue at this time. ACCOMMODATIONS ZONING: CONSTRUCTION. CONVERSION - EROSION OF ECONOMIC BASE? In a joint memo dated June 7, 2001 with Attorney White, Community Development Director Joseph reported that there has been a marked trend over the last few years, to convert commercial accommodations into condominium ownership. In most cases these units are used as second homes, however, units may be used as primary residences as well. A list of conversions was presented with Staff adding that this trend can be expected to continue. The traveling public desires larger accommodation units with at least some kitchen facilities - this trend can also be expected to continue, and this makes most new accommodations prime candidates for condo-conversion. Compounding this trend is the current allowance of multi-family development as a “use by right” within the Commercial Accommodations zoning district. Nearly all of the RM- BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Town Board Study Session - June 12, 2001 - Page 4 zoned land is built-out, thus developers are turning to the vacant land zoned “A” to satisfy the demand for residential condominiums. This general trend may be offset to the extent that condo owners take advantage of the Town’s Short-Term Rental Ordinance. Since its inception, a total of 41 units have been licensed within the Town. Outside Town limits, a total of 14 short-term rental registrations have been received. The situation described above is further complicated by distinctions between pure residential use and pure commercial accommodation use that the Zoning Code attempts to make. These distinctions include different density formulas and floor area allowances. A key element in the density formula is the presence of a full kitchen vs. a limited kitchen as defined by the Code. One question that has been raised is whether or not motel-type units with limited or no kitchens should be converted into condo units. It is certain that this has led to the retrofitting of kitchens in violation of the Zoning Code, posing a difficult enforcement problem. Other considerations related to condominium conversions include adequate public facilities, non-conforming densities, and reservation of future development rights. Director Joseph requested a decision on whether the Code should be amended to require adequate kitchen facilities for condominium conversions. Trustee comments/questions included: concern with the eroding economic base, assessment of accommodations is three times that of residential, and condominiums are assessed at the residential rate, density formula, fire safety, and enforcement issues. Consensus: Staff be authorized to prepare regulations requiring adequate public facilities for condominium conversion (treat as though subdividing). The Board will address tax concerns relative to erosion of the economic base by this Fall. CHAMBER RESORT ASSOCIATION fCRA) & MARKETING ADVISORY COUNCIL (MAC) - DISCUSSION. The Town and CRA created the Marketing Advertising Council to develop long-term marketing direction and to give advice on expenditures. MAC has met regularly to accomplish its stated mission. MAC meetings are now infrequent, however, the MAC Advertising Subcommittee continues to meet on a regular basis. It has become apparent to Trustee Liaisons and Staff that MAC is no longer serving the purpose for which it was created and believes it should be dissolved. An Advertising Policy Advisory Committee should be maintained, and persons with advertising experience and background should be so appointed. Discussion followed on the Estes Park Improvement Contribution (EPIC) funds, the intent of which was that these funds would be part of the Town program—a partnership between the CRA and Town. However, CRA has stated EPIC funds were utilized for other projects. Additional comments were made on the telephone answering service, vacation planner, and communication. Consensus: (1) The Town will take a pro-active role by dissolving the Marketing Advertising Council; (2) maintaining the Advertising Policy Advisory Committee, appointing skilled persons with advertising experience (the Town will publicly seek candidates); and (3) staff determine the total EPIC contribution by both the Town and BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Town Board Study Session - June 12, 2001 - Page 5 CRA. The aforementioned is based on the Town’s fiduciary responsibility, and not intended as an attempt toward destroying the Chamber. SISTER CITIES PROGRAM - DESCRIPTION AND DISCUSSION. In his memo dated June 7, 2001, Town Administrator Widmer reviewed the Sister Cities Program, advising that the Town has again been approached to consider starting a Sister Cities International Program. There are no immediate budget impacts, however, future funding could be budgeted when appropriate. Staff believes the value of a Sister Cities Program is significant if a compatible match can be established, and is requesting the Town Board consider establishing an ad hoc group to explore establishing a Sister Cities Program. A 501C3 tax-exempt designation and Committee must be established, then the Committee would assume administration responsibilities (with municipal support). Consensus: Staff assemble an ad hoc committee to possibly include Town Board representation. There being no further business. Chairman adjourned the meeting at 11:46 a.m. Vickie O’Connor, CMC, Town Clerk