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HomeMy WebLinkAboutPACKET Town Board 2012-08-14The Mission of the Town of Estes Park is to plan and provide reliable, high-value services for our citizens, visitors, and employees. We take great pride ensuring and enhancing the quality of life in our community by being good stewards of public resources and natural setting. BOARD OF TRUSTEES -TOWN OF ESTES PARK Tuesday,August 14,2012 7:00 p.m. AGENDA PLEDGE OF ALLEGIANCE. (Any person desiring to participate, please join the Board in the Pledge of Allegiance). SWEARING IN OF OFFICER GREGG FILSINGER JR.Chief Kufeld/Town Clerk Williamson. PRESENTATION –COLORADO ASSOCIATION CHIEF OF POLICE ACCREDITATION (CACP). Chief Gary Barbour. PUBLIC COMMENT.(Please state your name and address). TOWN BOARD COMMENTS / LIAISON REPORTS. TOWN ADMINISTRATOR REPORT. 1.CONSENT AGENDA: 1.Town Board Minutes dated July 24, 2012 and Town Board Study Session Minutes dated July 24, 2012. 2.Bills. 3.Committee Minutes: A.Community Development/Community Services,July 26, 2012. 4.Estes Valley Board of Adjustment Minutes dated June 5, 2012 (acknowledgement only). 2.ACTION ITEMS: 1.MUSEUM COLLECTION INVENTORY TEMPORARY POSITION.Manager Fortini. 2.TREE BOARD APPOINTMENTS.Director Zurn.Item Tabled to August 28, 2012. 3.ADJOURN. Prepared 8/6/12 *Revised 8/10/12 * Town of Estes Park, Larimer County, Colorado,July 24,2012 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 s aid Town of Estes Park on the 24th day of July,2012. Meeting called to order by Mayor Pinkham. Present:William C. Pinkham, Mayor Eric Blackhurst, Mayor Pro Tem Trustees Mark Elrod John Ericson Wendy Koenig Ron Norris John Phipps Also Present:Frank Lancaster, Town Administrator Lowell Richardson,Assistant Town Administrator Jackie Williamson,Town Clerk Absent:Greg White, Town Attorney Mayor Pinkham called the meeting to order at 7:00 p.m. and all desiring to do so, recited the Pledge of Allegiance. PROCLAMATION –ESTES PARK UNITED WAY CAMPAIGN. Mayor Pinkham read a proclamation designating July 9 –October 1, 2012, as the Estes Park United Campaign in Estes Valley. PUBLIC COMMENTS. Those speaking in favor of bear management in the valley to address the needless killing of bears making their way into Town limits included Johanna Darden/Town citizen, Susan Wolf/Allenspark citizen, Diane Hunt/Town citizen, Patsy Graves/County citizen, John Spanley/Town citizen, Eli R oehl/County citizen, Jules Caring/Town citizen, Heather Stone/Town citizen, Rich Johnson/Town citizen, Barb Sellers/Town citizen, Johann Van Vliet/Town citizen. It was suggested a citizen committee be formed to address bear management issues and/or a town hall meeting to discuss what can be done to change management practices. Conce rns were raised over the illegal firing of firearms inside town limits by those managing the Elkhorn property and the killing of animals on the property. It was noted the Town’s image to the tourist community is important, and therefore, Estes Park should send a message that it cares about the wildlife in the valley.Additional suggestions included requiring lids on dumpsters, dumpster enclosures,timeframe for when trash can be set out for pick up,pick up of trash downtown in the evenings as well as the morning,and bearproof trash cans. Bearproofing has been shown to reduce the bear and human contact in other areas and National Parks. Julie Phares/Estes Valley Partners for Commerce provided an update on activities of the group including reaching a membership of over 50 with 73 to date, the election of new board members, and the continued effort to develop strong relationships with the Town and other business groups. TOWN BOARD COMMENTS / LIAISON REPORTS. The Board thanked those in attendance for their comments and requested Administration hold a public meeting, review the Town ordinances,review the cost of bearproof trash cans,and outline options that may be appropriate for the Board to consider. Trustee Ericson thanked the community for the outpour ing and caring actions that have taken place since the Woodland Heights fire. Board of Trustees –July 24, 2012 –Page 2 Trustee Phipps stated he attended the recent Open Lands Advisory Board meeting and requested they consider increasing the grants and grant amounts for local projects. Trustee Koenig stated the Fairgrounds are preparing for the Bio Blitz on August 25 and 26. She informed the Board that this year’s rode o had the largest attendance, up 5% from last year, the Saturday show was sold out, and contestant numbers up and more world campaign contestants than ever before. Western Heritage increase d the sponsorships this year. She thanked everyone involved for their efforts, including staff, Western Heritage, the local restaurants for the donations and the YMCA. Trustee Norris requested staff provide information on the code enforcement issues related to the discharging of guns within town limits. Trustee Elrod reviewed the discussion items from the recent Planning Commission meeting including a continued review of the Comprehensive Plan and what should be addressed,items to be updated,and how an update may be funded by both the Town and the County.Trustee Ericson provided an overview of the TVC report and discussed next steps of the TVC. T he Planning Commission suggested the committe e become a formal committee to address transportation and mobility within Estes Park. TOWN ADMINISTRATOR REPORT. In the past,the Town has had a representative on the CML Policy Committee, which can be either an elected official or one of the senior staff members to address legislative issues. After discussion, the Board requested Town Administrator Lancaster represent the Town. 1.CONSENT AGENDA: 1.Town Board Pre-Budget Study Session Minutes dated June 29, 2012, Town Board Minutes dated July 10, 2012 and Town Board Study Session Minutes dated July 10, 2012. 2.Bills. 3.Committee Minutes: a.Public Safety, Utilities, Public Works -July meeting cancelled. 4.Estes Valley Planning Commission Minutes dated June 19, 2012 (acknowledgement only). 5.Resolution #07-12 Extension of Cable Franchise Agreement with Baja Broadband. Trustee Elrod requested Item 5 be removed from the Consent Agenda to be discussed as an Action Item.It was moved and seconded (Blackhurst/Koenig)to approve the Consent Agenda Items 1, 2, 3 and 4, and it passed unanimously. ACTION ITEM -Resolution # 07-12 Extension of Cable Franchise Agreement with Baja Broadband.Trustee Elrod commented per the contract Baja was obligated to provide 120 days notice on March 25th of its intent to renew the agreement for an additional 10 years. The Town did not receive notice until May 9 th. The 120 days would have allowed the Town to review the terms of the agreement prior to the expiration and that Baja has met all obligations under the agreement. He stated concern with waiving the 120 notice may diminish the Town’s ability to uphold other contract requirements. He requested the proposed Ordinance and Amendment document Baja’s failure to send proper notice;in exchange for the Town waiving the notice requirement Baja would perform a compliance review within 30 days;a certification by Baja that all other legal and financial terms of the agreement have been fulfilled within 30 days;Baja provide current subscribers a notice of their request to renew the agreement;current subscribers interested in providing comments on Baja’s service be provided 30 days to Board of Trustees –July 24, 2012 –Page 3 do so;and an additional 30 days to allow for public comment. The agreement could be extended 120 days from July 27th through November 24th to allow Baja to complete and provide the Town with a final report.This information should be provided to the Town at no cost due to Baja’s error in providing timely notice. Discussion followed on the affects of not extending the timeframe including the cutting of cable service to the citizens of Estes Park,and limiting the ability to use the emergency override system during major events. Attorney White noted the Board would not be waiving any agreements or terms of conditions with the extension of the agreement.The 90 days would allow the Town to fully review the agreement prior to any action by the Board and address any changes needed to the next term. Johanna Darden/Town citizen questioned why the agreement would be extended for 10 years. She stated if she was not given the opportunity publicly comment on the agreement she would drop her subscription. It was moved and second (Koenig/Ericson)to approve Resolution #07-12, and it was approve with Trustee Elrod voting “No”. 2.REPORTS AND DISCUSSION ITEMS: 1.WOODLAND HEIGHTS FIRE: REBUILDING PROGRAM. Director Chilcott stated staff has taken an active role in developing information for the owners of the 27 dwelling units and structures destroyed by the fire. Staff has proposed a rebuilding program similar to the one developed by Larimer County for the High Park fire. Staff would review the proposed County Resolution to ensure local issues are addressed. As many of these structures were non-conforming and within setbacks, the Development Code allows homeowners to pull a permit within one year of a disaster and complete rebuild within 3 years with the same footprint without a variance. Staff has proposed an extension for this area to allow property owners 2 years to pull a permit, and allow temporary housing, such as an RV, on a vacant lot while rebuilding. She stated a timeframe would need to be developed for the temporary housing and suggested the issue be vetted through the Planning Commission to gather public input on the definition of temporary. 3.PLANNING COMMISSION ITEMS.Items reviewed by Planning Commission or staff for Town Board Final Action. 1.CONSENT ITEMS: A.AMENDED SPECIAL REVIEW 06-01C,Estes Park Medical Center, Rob Austin/Applicant.Request to enclose portion of south side of building to accommodate permanent MRI facility.Trustee Koenig requested the item be removed from Consent and moved to an Action Item. 2.ACTION ITEM: A.AMENDED SPECIAL REVIEW 06-01C, Estes Park Medical Center, Rob Austin/Applicant.Trustee Koenig questioned the need for the expansion as it was her understanding the radiology room was expanded to include an MRI machine when the Emergency Room was expanded.Chuck Jordan/builders rep stated the MRI room as it exists today does not accommodate an MRI control room and it is not a reasonable location. Ideally you wanted to place an MRI on an outside wall in order to move the machine in and out of the building to eliminate the need to crane the equipment into the space in the future. It was moved and seconded (Koenig/Norris)to approve the Action Item subject to the findings and conditions recommended by the Board of Trustees –July 24, 2012 –Page 4 Estes Valley Planning Commission, and it passed with Trustee Elrod abstaining. 4.ACTION ITEMS: 1.PHASE V BOND PARK DESIGN APPROVAL. Director Zurn briefly reviewed the Phase V Bond Park design previously presented to the Board and public.The improvements would focus on completing sidewalk and seat wall elements, landscaping along Elkhorn Avenue, and an add alternate for a shelter at the Virginia Drive/Elkhorn Avenue intersection. Staff would proceed with advertising for construction bids once the final design is approved, with construction scheduled to begin in the fall and conclude in the spring of 2013. The base cost of the phase would be $340,000 with an additional $135,000 for the completion of the structure. Board discussion followed on specific design elements including areas for tents, the removal of the kids climbing structure,lighting along the seating wall, and lighting and electrical outlets in the structure. Johanna Darden/Town citizen opposed the spending of Open Space funds to fund the improvements, and voiced concern with the health of the trees in the area during and after the construction. After further discussion, it was moved and seconded (Blackhurst/Ericson)to approve the Bond Park Phase V design as presented and proceed with the construction bid process, and it passed unanimously. 2.STATUS OF THE TRANSPORTATION VISIONING AND SHUTTLE COMMITTEES.Administrator Lancaster requested direction from the Boar d on whether or not to continue the two committees, and if continued what would be the role, how would the members be appointed, and what would be the scope of each committee. He recommended bylaws be created for each of the committees if continued. Trustee Norris stated the Board needs to develop a policy on the formation of committees.Trustee Blackhurst stated the TVC has completed its task with the report recently presented to the Board. He suggested a new advisory committee be developed to work with Public Works staff on future transportation projects.Trustee Elrod suggested a new committee form to address mobility and circulation to include other forms of transportation including bikes, trails, etc.Board discussion followed with a consensus to continue each committee as separate advisory committees with clear guidelines and bylaws through 2013. Public comments in support of continuing the committees were heard from Sandy Osterman/Town citizen, Joe Walsh/General Manager of Rocky Mountain Transit, Corey LaBianca/Town citizen, Fred Mares/Town citizen and Wayne Groome/County citizen. The changes to the shuttle system have improved service this year and were a morale boost to the shuttle drivers. The TVC committee should continue with a formal structure and have a tactical approach to review short and mid term items. Mayor Pinkham whereupon he adjourned the meeting at 9:09 p.m. William C. Pinkham,Mayor Jackie Williamson, Town Clerk Town of Estes Park, Larimer County, Colorado,July 24, 2012 Minutes of a Regular meeting of the TOWN BOARD STUDY SESSION of the Town of Estes Park, Larimer County, Colorado. Meeting held at Town Hall in Rooms 202/203 in said Town of Estes Park on the 24th day of July, 2012. Board:Mayor Pinkham,Mayor Pro Tem Blackhurst,Trustees Elrod, Ericson,Koenig,Norris,and Phipps Attending:Mayor Pinkham, Mayor Pro Tem Blackhurst, Trustees Elrod, Ericson,Koenig, Norris, and Phipps Also Attending:Town Administrator Lancaster, Assistant Town Administrator Richardson,Dir. Zurn, Manager Winslow,Town Attorney White,and Deputy Town Clerk Deats Absent:None Mayor Pinkham called the meeting to order at 5:00 p.m. STALL BARN MASTER PLAN OVERVIEW. Manager W inslow introduced the design team from Norris Design that includes Elena Scott, Ken O’Bryan,and Glen Calvert.The team has been working on a design for a stall barn that is proposed to be located in the northwest quadrant of the Stanley Park Fairgrounds to replace barns currently at the southeast corner of the property .In addition, the scope of work also included taking a look at existing buildings and infrastructure throughout the entire property to develop a master plan design that would be functional, flexible, and provide safe flow throughout the property for animals, spectators, users of the facility, and operations personnel. Ms. Scott reviewed a three-phase process the design team will be following,which includes gathering stakeholder input and meeting with residents in the surrounding neighborhoods,and the objectives to be met during each phase. She stated the design team is looking for direction from the Board in regard to a definite location for the structure and its intended use. She emphasized that the location of the stall barn will affect the functionality of the entire property and future cons truction projects on the site. Four concepts were presented with options ranging from a U-type occupancy for the stall barn which is strictly agricultural to an A3-Assemly occupancy for a mixed-use facility with heat, restrooms, and offices. An A3 use would be necessary in order to hold events such as Winterfest, the Heritage Festival, and other functions such as car shows and art shows in the facility.The concepts include landscaping and buffers between the facility and adjacent residential properties to help in addressing neighborhood concerns. Ms. Scott said that consideration was also given to the Senior Center and the Museum and ways those organizations might utilize a multi-use facility. She noted that aspects from any of the concept designs could be combined to refine the design into one master plan. She said certain characteristics are common to all four concepts: 1. Reaching a goal of having a total of 500 stalls on the property; 2. A northwest quadrant location for the stall barn; 3. Warm-up arena adjacent to the stall barn; 4. Location of the feed barn; and 5. Ring-type access to ease deliveries and operations. Concept A included a 30,000 sq. ft. stall barn, and connected buildings housing a multi- purpose event center (MPEC), stall barn and Indoor arena/stall barn. Concept B included a 21,300 sq. ft. stall barn, but no MPEC. Concept C included a 21,300 sq. ft. stall barn,and an attached MPEC and stall barn. Concept D included a 21,300 sq. ft. stall barn, a separate MPEC, additional stall barns, and an indoor arena. Each concept design showed several phases of construction with Phase One being the construction of the stall barn. The designers noted that the best Town Board Study Session –July 24, 2012 –Page 2 functionality will be realized by having the stall barns located close to each other which will concentrate livestock in one area of the site. This will aid in operations,distribution of hay,and clean up;as well as address safety concerns by keeping the public away from the animals.For a strictly agricultural use bathrooms would not be required to be built and the building may or may not need to be sprinkled.Plumbing could be roughed- in to accommodate conversion to a mixed-use building in the future. An A3 use would require the construction of restrooms with 11 toilets for women and six for men , a sprinkling system, more extensive lighting and ventilation systems, and higher level finishes.Costs associated with building the basic barn with 10’ x 12’ stalls would be approximately $75 per square foot for a total of $1.7 million; to upgrade to a mixed -use structure would increase the building square footage and raise the price to approximately $95 per square foot for a total of approximately $2.5 million. These figures include a 10% contingency. Discussion is summarized: the 2005 master plan utilized the southeast corner of the property for stall barns; structures on the SE corner can be financed differentl y than those located on other areas of the property where deed restrictions exist;financing options exist including Certificates of Participation, revenue bonds, and collateralizing with Town-owned property;the design team was asked to concentrate on the northwest quadrant of the property as a location for the stall barn;future planning for the Senior Center and Museum need to be considered;the concepts being presented allow the Town to have flexibility in using the remainder of the site;a large indoor arena would require a height variance;be aware of view corridors in designing structures;user groups would like to see a versatile barn with removable stalls to provide space for a variety of events;and neighborhood concerns include traffic on 4th Street. Trustee Koenig said that people using the facilities at the Fairgrounds need to have access to restrooms. At this point the closest bathrooms to the proposed barn are located in the grandstands. She noted that restroom facilities should also be provided for people utilizing the transportation hub parking lot. Mayor Pro Tem Blackhurst asked if it makes sense to build a $2.5 million dollar mixed- use stall barn when the Town is in the process of drafting a Request for Proposal (RFP ) for a pro forma for a 33,000 square foot,plumbed, heated, insulated MPEC with stall barns, offices, a catering kitchen, parking and landscaping. The Trustees concurred that information related to the pro forma is critical to the decision-making process. The Board expressed a need for a long-term capital program that will provide continuity through changes in the composition of the Board, and suggested discussion continue at the August 2nd meeting of the Board.Trustees Ericson and Elrod voiced support for the construction of a basic stall barn to remove the liability issues that may arise by continuing to utilize the barns located at the SE corner of the property. Town Administrator Lancaster said the evening’s presentation and discussion emphasized flexibility and noted that a single purpose building will result in a single stream of revenue coming back to the Town. He said due to time constraints, he will conduct a poll of the Trustees related to their thoughts on location of the stall barn and whether to pursue moving forward with a basic stall barn or a mixed-use building with discussion to continue on August 2 nd if necessary.Also, Town Administrator Lancaster agreed that permanent restrooms for users of the transportation hub are needed and should be addressed as a separate matter. FUTURE AGENDA ITEMS. This item was not discussed due to a shortage of time. There being no further business, Mayor Pinkham adjourned the meeting at 6:50 p.m. Cynthia Deats, Deputy Town Clerk Town of Estes Park, Larimer County, Colorado,July 26, 2012 Minutes of a 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 26th day of July 2012. Committee:Chair Ericson,Trustees Elrod and Norris Attending:All Also Attending:Town Administrator Lancaster,Assistant Town Administrator Richardson,Director Chilcott,Managers Fortini,Mitchell, Salerno and Winslow, Public Information Officer Rusch and Town Clerk Williamson Absent:None Chair Ericson called the meeting to order at 8:00 a.m. PUBLIC COMMENT. None. COMMUNITY SERVICES DEPARTMENT. Museum Collection Inventory Temporary Position. Museum staff began the inventorying of approximately 24,194 objects, with an annual increase of 500 items, in January 2012 to assure the inventory database is up to date and accurate. This is important in light of the recent master planning and Collection and Research Center discussions, and allows staff to speak to the collections current and future storage needs.To date staff and volunteers have completed an inventory of 3,211 objects in 84 hours. In order to complete the inventory by the end of the year, it is estimated 445 hours are needed. A staff analysis was recently completed and determined the inventorying would not be completed due to the other duties required of the Curator of Education and Collections. It is estimated the cost of a temporary position would be $8,113 at $15/hour including taxes and retirement benefits . Once the inventory is complete, the Museum would have an accurate accounting of the objects, and it will be able to refine the collection to meet the Museum’s mission. This expenditure was not budgeted; however, the Community Services fund has a current fund balance of approximately $306,887. After discussion ,the Committee recommended the Museum hire a temporary position as outlined above due to the importance of creating a complete inventory to ensure emergency preparedness and for insurance coverage,and requested the item be placed as an Action Item on August 14,2012. Reports. Reports provided for informational purposes and made a part of the proceedings. Senior Center Quarterly Report. Museum Quarterly Report. Visitor Center Quarterly Report. Upcoming Event Report. Manager Mitchell commented a meal survey would be completed in the near future; a program evaluation survey had been discusse d, however, 75% of the program suggestions come from attendees; and the Master Planning RFP would be sent out tomorrow. Manager Fortini stated that the Museum loaned a number of items to The Stanley Hotel Community Development –July 26, 2012 –Page 2 through a signed contract at no cost; History on Call has been established again t his year at select shuttle stops; and the Museum continues to explore programs to reach different audiences in 2013. Manager Salerno informed the Committee that visitor counts are down slightly .65%; phone calls continue to decrease in the second quarter by 14%; and staff has added a retail sales report. Manager Winslow reported on the upcoming events in August stating staff is finalizing the rodeo and preparing for the Hunter Jumper show. The Pro Bike Challenge, including riders from the Tour de Franc e, would hold informational meetings in August to discuss bringing the race to Estes Park. Information on the meeting dates and times would be forwarded to the Board.Trustee Ericson requested a review of the overall Community Services budget during the 2013 budget process to understand the investment in programming and events. Brian Wells/Temporary Transportation Coordinator stated shuttle use is up 5.9%; additional antennas have been added to three of the four buses to aid connectivity and improve information on bus location and arrival time; the shuttle system has been made available on Google transit; and the shuttle system continues to be used by visitors, residents and the local work force. It was suggested to place bus identification on both sides of the busses to help riders identify the routes easier. COMMUNITY DEVELOPMENT. Estes Park Housing Authority Fee Waiver Request for the Pines Condominiums. The Estes Park Housing Authority has requested a fee waiver of $4,670 in development application fees for a minor subdivision application to subdivide Lot 2, Pine Knolls Subdivision into two lots; preliminary and final condominium map applications to condominiumize proposed Lot 2A; and preliminary and final condominium map applications to condominiumize proposed Lot 2B. If approved, The Pines Condominium Association would not be dissolved; however, 24 of the units would be removed from the original HOA and added to the newly formed HOA. The subdivision would improve the sale and financing options for the units.EPHA Director Kurelja stated there are 8 units to be sold with 5 of the 8 rented month -to-month. Community Development Director Chilcott commented the fee waivers requested have been approved in the past to help provide affordable housing. This request is consistent with past requests.The Committee recommends the Estes Park Housing Authority Fee Waiver for the Pines Condominiums development application fees as outlined above to the Town Board as an Action Item on August 28, 2012. Reports. Reports provided for informational purposes and made a part of the proceedings. Community Development Monthly Report. Director Chilcott highlighted staff activities the past month, including efforts on the Woodland Heights fire aftermath and assistance in pre paring documents for victims of the fire; contracting with Pollard Consulting to hold community meetings in September on enhancing Planning and Building services; and code enforcement ef forts continue to focus on life-safety concerns. The Courtyard Shops are an example of a property undergoing a change in ownership; therefore, staff has completed a walk through with the potential owner to address potential life -safety issues. ADMINISTRATION. Reports. Reports provided for informational purposes and made a part of the proceedings. Public Information Quarterly Report. PIO Rusch stated staff continues to work on special projects including the coordination Community Development –July 26, 2012 –Page 3 of the 2012 shuttle map, web page, signage design and fabrication, and local promotion of the shuttle system. Staff completed the 2012 Community Profile, implementation of Constant Contact for news subscribers, and Woodland Heights fire communications and future improvements during an event. She presented a Google analytics report which demonstrates website usage with over 77,000 visits in the second quarter. There being no further business,Chair Ericson adjourned the meeting at 9:10 a.m. Jackie Williamson, Town Clerk Community Services Memo To: Honorable Mayor Pinkham Board of Trustees Town Administrator Lancaster From: Derek Fortini, Museum Manager and Curator of Exhibits Date: August 7, 2012 RE: Collection Inventory Temporary Employee Background: In light of recent discussion about the Collections and Research Center and Master Plan for the Estes Park Museum, staff has taken the initiative to conduct a complete inventory of objects within its collection by the end of 2012. The PastPerfect database that the Museum has been using since 2004 references 24,194 objects within the collection (with an average annual growth of 500 objects). It is known that after fifty years of collecting (first by a volunteer staff and in more recent years a professional museum curator), turn over in staff, conversion from paper records to the current database, moving many objects from on-site storage to the Light and Power warehouse (initial move in 1992), changes in mission statements, and changes in collection practices, that this number may or may not be correct. In order to accurately speak about the collection and any future planning, it is necessary to complete an inventory. Inventorying began to take place with the grant funded Digitization Technician position that lasted from October 2010 until May of 2011. The Technician digitized 5,611 photographs over 1,100 hours as well as update d their physical location in the database. From that process, the Technician was able to identify how many photographs were truly missing, discovered many photographs that were thought to be missing and are now accounted for, discovered unaccessioned photographs, and also found duplicate/non-original photographs which some, upon completion of the inventory, will be deaccessioned and disposed of. The Curator of Education and Collections has been diligently working on inventorying the remaining collection with eight volunteers beginning in January of 2012. This daunting task involves scheduling, supervising and training volunteers. Working as a team, volunteers are assigned to a section of the collection (usually a cabinet or shelf), they systematically remove objects, check the physical location to the “home location” in the database (and revise the appropriate one), take a photograph of the object, re place the object to its proper location, and download the photograph into the database (along with some editing such as cropping). Any discrepancy is noted by the volunteer, addressed with the Curator at the end of their shift, and followed up on by the Curator as quickly as possible. Each object is unique, so all discrepancies must be addressed with knowledge of the collection policy and with current museum practice and professionalism. To date, volunteers have completed an inventory of 3,211 objects in 84 hours. Combined with the photographs inventoried and compared to the estimated 24,194 objects, about 36% of the inventory is complete. The Museum has also recentl y completed a staff analysis. Based on the results of the analysis, the remaining 15,400 objects to be inventoried will not be completed this year because of the amount of time the Curator of Education and Collections can afford towards collections care. With the importance of having a comprehension of the current number of objects in the collection, staff has analyzed the time and money it would take to hire a contracted position to complete the inventory by the end of 2012. It is estimated that it would take 445 hours to complete the inventory. If a position was contracted for an appea ling rate of $15 per hour, the total cost to the Town would be $8,113.01. Once the inventory is complete, not only will the Museum be able to confidently know the exact number of objects within the collection, but it will also be able to take the next steps to refine its collection to meet its mission. Whereas the original museum formed to preserve and interpret the pioneer history of the Estes area, the Museum now collects, interprets and preserves local history. It is known for a fact that there are a number of objects that do not fit our mission and are taking up space in a collection that has reached maximum capacity, although to what extent is not known. While the next step of deaccessioning will take an incredible amount of attention, it is first necessary to account for what we currently have through a successful inventory project. In order to be more proactive, staff now vigilantly practices taking proper consideration of any potential donation making sure it meets the mission of the institution. Once accepted, objects are properly accessioned into the collection and recorded into the database with provenance and background reports, recorded home locations, and multiple (if necessary) photographs. Current staff has devised a suitable method to adhere to this important process so that the collection, from this point forward, is coherent and accounted for. Once the inventory and future deaccessioning process take place, it would be a long time before either of these projects (inventorying and deaccessioning) would need to be completed again and probably never to the same extent. It is a common duty of curators of collections to conduct intermittent inventories, so upon completion of the overall inventory, this can be a task absorbed by the Museum’s Curator. Budget: $15.00/hr. for 445 hrs. 222-5700-457.11-03 $6,675.00 Gross Salary $413.85 FICA 6.20% $96.79 FICA/Medicare 1.45% $914.48 PERA $12.90 Work Comp $8,113.01 Total Cost In review with Finance Director McFarland the Community Service’s Fund is carrying a fund balance of approximately $315,000. The cost of this position is an unbudgeted amount, but it can be funded by drawing down the current Community Service’s fund balance to $306,887. Recommendation: I move for the approval for the Museum to hire a Collection Inventory Temporary Employee.