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Home My WebLink AboutPACKET Town Board Budget Study Session 2023-09-28TOWN BOARD 2024 BUDGET STUDY SESSION Thursday, September 28, 2023 Meeting #1: 1:30 p.m. to 5:00 p.m. In Person Meeting – Town Hall Board Room No public comment will be heard This study session will be streamed live and available on the Town YouTube page at www.estes.org/videos 1. Budget Overview 2. Compensation and Benefits 3. Capital Improvement Plan Presentation of the following funds/departments/functions: 4. General Government Functions Legislative Town Attorney’s Office Judicial Town Administrator’s Office Town Clerk’s Office Finance Human Resources Workforce Housing 5. Community Reinvestment Fund* 6. Community Center Fund* 7. Vehicle Replacement Fund* Break 8. Outside Entity Funding 9. Information System Technology Fund* 10. Risk Management Fund* 11. Museum 12. Visitor Services 13. Events Denotes Special Revenue or Internal Service Fund 9/28/2023 2024 Operating Budget Overview Revenue = $77,149,298 Transfers In (Out) = $0 Use of Fund Balance = $7,201,364 Expenses = $84,350,662 Key Takeaways Proposed budget is structurally balanced Used conservative revenue projections for 2024 Proposed expenditures do not exceed revenues and available fund balance Proposed ongoing expenditures do not exceed ongoing revenues Meets the General Fund targeted 25% fund balance Demonstrates connection between Town Board Strategic Plan and Budget Focused on use of base budget and discretionary resources to implement Town Board Strategic Objectives 1 2 2024 Budget Overview Page 1 9/28/2023 Strategic Plan ‐Resourced Items funded: New items that require additional funding Most of the requested Decision Packages for one‐time expenditures were funded this year Items resourced within base budget: New items where time/money comes from existing resources These do not require significant additional appropriations Staff will attempt to complete these in between regular day‐to‐day activities and tasks Strategic Plan –Not Resourced Items not resourced: •2024 Strategic Plan Objectives / Decision Packages not included in the proposed budget •Staff time will not be allocated to the objective •No additional funding provided •Many of the items not funded were usually due to lack of available ongoing funding 3 4 2024 Budget Overview Page 2 9/28/2023 2024 Budget Process •Budget development is a 7 to 8 month process •March / April 2023‐Town Board Strategic Planning Meeting •May 2023 –Begin CIP project development •June 2023 – Departments complete budget requests •July‐Aug 2023 –Executive Leadership Team reviews draft requests •Sept 2023 –Proposed budget due to Town Administrator 2024 Budget Process (continued) •Sept 2023 – Recommended budget to Town Board •Oct 15 Statutory Deadline •Sept 28 & Oct 5, 2023 –Town Board budget worksessions •Oct 24, 2023 – Public hearing on the proposed budget at regular Town Board meeting •Nov 14, 2023 – Public hearing and resolution approval at regular Town Board meeting 5 6 2024 Budget Overview Page 3 9/28/2023 2024 Budget Process (continued) •Dec 15, 2023 – Deadline to certify property tax levy to County Commissioners •Jan 31, 2024 – Deadline to submit adopted budget to the State •Jan 2024 – Distribute bound budget documents 2024 Budget Comments & Objectives •Projected budget is balanced by Fund •General Fund projected ending fund balance is 26.4% •After other increases to reserves have been set aside •Parking Garage Maintenance Reserve ‐$26,000 •Facility and Employee Housing Reserve ‐$750,000 •Major Accounting Changes •2023 –Two new significant accounting changes made •Set up Fund # 505 for the Workforce Housing short term rental fee •Set up Fund # 270 for the Housing / Childcare lodging tax component •2024 –No new significant accounting changes 7 8 2024 Budget Overview Page 4 9/28/2023 2024 Budget Presentation ORDER OF PRESENTATION •Budget Overview •Compensation and Benefits •Capital Improvement Plan •Governmental Functions by Department, including: •General Fund •Internal Service Funds •Special Revenue Funds •Utility Funds •Budget Wrap ‐up Summary 2024 Sales Tax Allocation 57.47% 33.33% 9.20% 8.7% Sales Tax Town 5% State 2.9% Larimer County .8% 57 cents of every dollar of sales tax goes to the Town. The Town’s “1A (1%) sales tax” sunsets June 2024. The remaining 4 cent per $1 sales tax does not have an expiration. 9 10 2024 Budget Overview Page 5 9/28/2023 2024 Sales Tax Allocation Town Funds Receiving Sales Tax: #101 – General Fund –4 cent per $1 73% of total General Fund Revenues “1A (1%) Sales Tax” Funds – sunsets June 2024 #236 –Emergency Response Fund –2.5% of 1A rate #238 – Community Center Fund – 25% of 1A rate #244 – Trails Fund – 12.5% of 1A rate #260 – Streets Improvement Fund – 60% of 1A rate The proposed use of these revenues will be reviewed in more detail by the appropriate department 2024 Sales Tax Projections Projected increase of 2.39% from current revised projection for 2023 – General Fund Only 2022 Actuals ‐$18,109,049 2023 Estimate ‐$17,809,485 2024 Budget – $18,235,054 Used a conservative projection of 2.39% from 2023 estimate at time of draft budget projection Collections of sales tax have gotten slightly stronger since projection was made Projection is based on taxable sales for 2022 and first part of 2023, not the monthly cash collections which included timing differences Conservative approach provides additional security 11 12 2024 Budget Overview Page 6 9/28/2023 2024 Reserves & Restrictions Policy 660 creates town‐wide operating reserves General Fund reserve is set at 25% of non‐capital expenditures Provides guidance for other funds as well Policy 660 reserves can generally be used at Town Board discretion Discretionary Equipment Replacement Reserves $2,364,243 Power and Communications Fund $ 463,340 Water Fund $1,423,798 Vehicle Replacement Fund 2024 Reserves & Restrictions Fund Reserve Description 12/31/23 Beg Bal 2024 Additions 2024 Usage 12/31/2024 End Bal General Fund #101 Parking Garage Maint Reserve 49,000 26,000 ‐ 75,000 Facility and Employee Housing Reserve 500,000 750,000 ‐ 1,250,000 Workforce Housing Reserve 882,186 ‐ ‐ 882,186 Restricted Revenues / Donations 88,090 ‐ ‐ 88,090 25% Operating Reserve 6,634,171 ‐ 205,252 6,428,919 8,153,447 776,000 205,252 8,724,195 Community Reinvestment Fund # 204 Capital Outlay 819,900 ‐ 819,900 ‐ Power and Communications Fund # 502 Equipment Reserve 1,960,593 433,650 30,000 2,364,243 Operating Reserve 4,842,134 126,477 ‐ 4,968,611 6,802,727 560,127 30,000 7,332,854 ‐ Water Fund # 503 ‐ Equipment Reserve 497,310 116,030 150,000 463,340 Operating Reserve 1,501,222 55,076 ‐ 1,556,298 1,998,532 171,106 150,000 2,019,638 Vehicle Replacement Fund # 635 Equipment Reserve 1685290 627508 889000 1,423,798 13 14 2024 Budget Overview Page 7 9/28/2023 2024 Ongoing Vs. One‐Time Budget Guiding Principal •One‐time money should only be used for one‐time expenses, not for ongoing expenses •Fund Balance is considered one‐time money •This was considered during development of the proposed General Fund budget for 2024 Consider General Fund and Community Reinvestment Fund together •Community Reinvestment Fund gets majority of revenues as a transfer from the General Fund •Transfer varies depending on the budgeted expenditures in CRF •Must eliminate transfers between these two funds in net ongoing calculation 2024 Ongoing Vs. One‐Time Combined General Fund and Community Reinvestment Fund •Ongoing Revenues $25,071,952 •Ongoing Expenditures $25,010,104 •Net Ongoing Revenues (Deficit) $ 61,848 •Net Ongoing Revenues are projected to be positive at 12‐31‐2024 15 16 2024 Budget Overview Page 8 9/28/2023 2024 Proposed Position Changes •1.25 FTE –Two fixed term FT positions were added in the proposed 2024 budget •General Fund –1 FTE – $181,554 –2 Year Fixed Term Public Works Project Manager •Water Fund ‐.25 FTE ‐$17,187 –1 Year Fixed Term Lead Service Line Inventory Project 2024 Transfers Between Funds •Fixed amount is set during budget process •Intent is to maintain transfers within the target rate •Power and Communications Target –7 to 8% of revenues –Met •Water Target –2 to 3 % of revenues –Met Amount2024 Transfers Out (Expense) 2024 Transfers In (Revenue) 1,384,157Power & Communications General Fund 127,000Water FundGeneral Fund 1,860,440General FundCommunity Reinvestment 17 18 2024 Budget Overview Page 9 9/28/2023 2024 Operating Budget Overview Revenue = $77,149,298 Transfers In (Out) = $0 Use of Fund Balance = $7,201,364 Expenses = $84,350,662 19 2024 Budget Overview Page 10 9/28/2023 Compensation and Benefits ‐2024 Compensation Conducted annual compensation survey –completed by consultant Graves Consulting LLC Town uses market based job evaluation method (Revised 2022). 5 market pay families: Lineworker, LTSC, T&P, MGMT & PS Market Range Adjustments. ‐LTSC increase by 3.0%‐Lineworker 3.0% ‐T & P increase by 3.0%‐MGMT increase by 3.0% ‐PS increases by 3.0% Recommend moving ranges and providing a market adjustment equal to the market shift. Included a 2% Merit Pool to move Employees through the Pay Range. 1 2 2024 Compensation and Benefits Page 11 9/28/2023 Benefits •Brown & Brown has been working closely with staff to review all benefits for the Town. Moved to an unbundled partially self‐insured medical plan in 2017 –UMR. Maintaining Stop Loss Coverage with a $60,000. Budgeted 15% increase for medical insurance (still in negotiations). Spousal coverage to remain the same in 2024. Spouses with no access to other employer coverage. Benefits UMR/Symetra (Medical) – 15% Due to claims history & medical fund balance. Standard (Dental) –5%. VSP (Vision) –No increase. Lincoln Life (Life & AD&D) –Nominal change. Mines (Employee Assistance Plan) ‐No increase. MASA (Air & Ground) –No change. Teladoc –No change. 3 4 2024 Compensation and Benefits Page 12 9/28/2023 Capital Improvement Plan 2024‐2028 2024 Projects CRF Projects = $1,919,943 Utility Projects = $6,491,000 OF Projects = $3,083,400 CIP Function The CIP is a companion to the actual annual budget. The actual annual budget has the power of law and authorizes actual operations through appropriating funding. A CIP is simply a formal planning tool to help identify upcoming financial needs. It does not authorize any spending. A CIP facilitates a longer term planning perspective than year to year annual budgets. 1 2 Capital Improvement Plan (CIP)Page 13 9/28/2023 CIP Function CIP projects are prioritized based on current circumstances and financial feasibility. It is not just a “wish list”. As with all budgets and planning documents, the CIP remains flexible and project prioritization may change in the future. CIP Function Operational budget constraints considered for future years: General Fund is limited to $1,500,000 per year, net of any grants or external financing. Based on historical trends for “one‐time funding” available from carryover fund balances. CIP process highlights the most significant projects and the future funding needs for these projects as currently estimated. 3 4 Capital Improvement Plan (CIP)Page 14 9/28/2023 CIP Process March 2023 –Town Board set Strategic Plan May 2023 –Project development by Dept’s begun June – August 2023 –Projects are coordinated with operating budget development Sept 2023 – Final project prioritization completed Nov 14, 2023 – Final CIP adopted by Town Board CIP Annual Summary FUND 2024 2025 2026 2027 2028 5 Yr Total Comm Reinvest $1,919,943 $5,066,032 $1,663,750 $1,469,926 $680,000 $10,799,651 Open Space $250,000 $825,000 $0 $600,000 $0 $1,675,000 Trails $0 $0 $0 $0 $0 $0 Parking $2,002,000 $140,000 $0 $0 $0 $2,142,000 Street Improve $831,400 $0 $0 $0 $0 $831,400 Power & Comm $121,000 $179,000 $171,000 $685,000 $0 $1,156,000 Water $6,370,000 $10,223,700 $7,463,500 $4,810,500 $15,606,200 $44,473,900 Stormwater $0 $0 $0 $0 $0 $0 Total $11,494,343 $16,433,732 $9,298,250 $7,565,426 $16,286,200 $61,077,951 5 6 Capital Improvement Plan (CIP)Page 15 9/28/2023 CIP Annual Summary FUND 5 Yr Total Out Years Total CIP Comm Reinvest $10,799,651 $147,605,429 $158,405,080 Open Space $1,675,000 $4,595,000 $6,270,000 Trails $0 $0 $0 Parking $2,142,000 $43,842,500 $45,984,500 Street Improve $831,400 $0 $831,400 Power & Comm $1,156,000 $239,000 $1,395,000 Water $44,473,900 $58,676,531 $103,150,431 Stormwater $0 $177,000,000 $177,000,000 Total $61,077,951 $431,958,460 $493,036,411 Community Reinvestment Fund – 204 Community Reinvestment Fund monies primarily come from a General Fund transfer. Must consider both funds together when evaluating budget considerations. 7 8 Capital Improvement Plan (CIP)Page 16 9/28/2023 Community Reinvestment Fund ‐204 2024 Projects 6 Projects totaling $1,919,943 $600,000 ‐Museum Annex Addition $ 20,000 ‐Visitor Center Main Door Replacement additional funds needed $479,943 –Events Complex Storage Building $300,000 – Downtown Wayfinding Phase 3 $250,000 –Fall River Trail – Final Segment 2024 $270,000 – Remodel Finance Department for Centralized Reception Desk Community Reinvestment Fund ‐204 2024 Projects Remaining balances on uncompleted 2023 projects will roll forward. 9 10 Capital Improvement Plan (CIP)Page 17 9/28/2023 Open Space Fund ‐220 2024 Projects 1 Project totaling $250,000 $250,000 –Trail Reconstruction (US 34 & CO 7) Phase 1 Remaining balances on uncompleted 2023 projects will roll forward. Parking Fund ‐256 2024 Projects 1 Project totaling $2,002,000 $2,002,000 –Big Horn Parking Structure (Construction) 11 12 Capital Improvement Plan (CIP)Page 18 9/28/2023 Street Improvement Fund ‐260 2024 Projects 3 Projects totaling $831,400 $405,000 ‐Major Street Rehabilitation 2024 West Elkhorn $312,000 ‐Overlay Program 2024 $114,400 ‐Parking Lot Rehabilitation 2024 Remaining balances on uncompleted 2023 projects will roll forward. Reduced by approximately 50% to account for expiration of 1A (1%) sales tax June 30, 2024. Power and Communications Fund ‐502 2024 Projects 3 Projects totaling $121,000 $34,000 ‐CR 90 Line Rebuild to Tree Cable $64,000 ‐Ski Rd Line Rebuild to Tree Cable $23,000 ‐Taylor Rd Line Rebuild to Tree Cable Remaining balances on uncompleted 2023 projects will roll forward. 13 14 Capital Improvement Plan (CIP)Page 19 9/28/2023 Water Fund ‐503 2024 Projects 12 Projects totaling $6,370,000 $ 100,000 ‐Communications at Glacier Creek Water Treatment Plant and Distribution System $ 325,000 ‐Crystal Storage Site Rehabilitation $ 330,000 –Electrical Upgrades and Grounding $3,800,000 –Glacier Creek Filter Rehabilitation/ Replacement $ 15,000 –Halogen Shutoff Valve $ 30,000 –Install additional iHydrants Water Fund ‐503 2024 Projects 12 Projects totaling $6,370,000 $ 90,000 –Lab Sampling Equipment $ 225,000 –MarysLake Roof Replacement $ 15,000 –Plant Metering Improvements $ 150,000 –Pothole Truck/Trailer $ 65,000 –Safety Improvements at Marys Lake $1,225,000 –Tank Rehabilitation Remaining balances on uncompleted 2023 projects will roll forward. 15 16 Capital Improvement Plan (CIP)Page 20 9/28/2023 CIP Summary In summary, the 2024 CIP includes $11,494,343 –in new projects for 2024 Included in the proposed annual operating budget $61,077,951 –in projects for 2025 to 2028 Does not include 2024 projects $431,958,460 –in total projects identified in outlying years (beyond 5 year horizon) Capital Improvement Plan 2024‐2028 2024 Projects CRF Projects = $1,919,943 Utility Projects = $6,491,000 OF Projects = $3,083,400 17 18 Capital Improvement Plan (CIP)Page 21 Page 22 9/28/2023 General Fund 2024 – General Govt Revenue = $349,250 Transfers In (Out) = $0 Expenses = $2,931,021 Scope of Services General Government Services include: FUND / DEPARTMENT NAME REVENUES EXPENDITURES 101‐1100 Legislative 14,000 367,746 101‐1190 Town Attorney's Office ‐ 399,522 101‐1200 Judicial 2,000 54,756 101‐1300 Town Administrator's Office ‐ 488,850 101‐1400 Town Clerk's Office 315,250 440,351 101‐1500 Finance ‐ 735,025 101‐1800 Human Resources 18,000 444,771 101‐1945 Workforce Housing ‐ ‐ TOTAL 349,250 2,931,021 1 2 General Government Page 23 9/28/2023 Decision Packages (Service Proposals) Included: Town Board Room Chair Replacement ‐Legislative: $12,000 (Governmental Services and Internal Support ) Document Management –Town Clerk’s Office: $50,000 (Governmental Services and Internal Support) Town Clerk Office Work Room Remodel –Town Clerk’s Office: $15,000 (Governmental Services and Internal Support) Revenue = $349,250 $334,163 $317,700 $315,250 $2,225 $2,000 $2,000 $48,450 $2,550 $0 $31,527 $22,500 $32,000 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Licenses and Permits Fines and Forfeitures Intergovernmental Miscellaneous 3 4 General Government Page 24 9/28/2023 Expenses = $2,931,021 $861,998 $1,237,384 $1,262,237 $1,490,841 $1,598,648 $1,668,784 $0 $432,194 $0 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Operations & Maintenance Personnel Capital Strategic Plan – Resourced Items Items funded Document Management: $50,000 (Governmental Services and Internal Support Goal 7.C) Implement new Enterprise Resource Planning (accounting) system (Town Financial Health Objective 1.A.1) Items resourced within base budget: Implement supervisor training for all Town employees with direct reports (Governmental Services and Internal Support Objective 1.A.1). 5 6 General Government Page 25 9/28/2023 Strategic Plan – Resourced Items Items resourced within base budget (continued): •Complete 2024 Organizational Culture Survey and develop an action plan based on the findings (Governmental Services and Internal Support Objective 1.A.2). •Refresh the Human Resources Strategic Plan and share next steps with the Town Board (Governmental Services and Internal Support Objective 1.A.3). •Complete a benchmark study of employee benefit packages (Governmental Services and Internal Support Objective 2.A.1). Strategic Plan – Resourced Items Items resourced within base budget (continued): •Create a public‐facing dashboard to share performance measurement data (Governmental Services and Internal Support Objective 7.A.1). •Hire consultants (or fixed term project manager) to assist in land acquisition and design to relocate the Police Department out of Town Hall (Infrastructure Objective 4.D.1). •Work with the Estes Chamber of Commerce and Downtown Businesses to evaluate implementation options for the Downtown Plan (Robust Economy Objective 4.A.1). 7 8 General Government Page 26 9/28/2023 Strategic Plan –Not Resourced Items not funded Strongly consider funding to hire a full‐time Environmental Sustainability Manager at the administrative level (Public Safety, Health and Environment Objective 1.A.1). General Fund 2024 – General Govt Revenue = $349,250 Transfers In (Out) = $0 Expenses = $2,931,021 9 10 General Government Page 27 Page 28 9/28/2023 2024 Community Reinvestment Fund 204 Revenue = $0 Transfers In (Out) = $1,860,440 Expenses = $2,868,791 Scope of Services The Community Reinvestment Fund provides funds for specifically targeted capital projects. Funding primarily comes from transfers from the General Fund as periodically supplemented by grants. Past project examples include the Events Center debt service, the Transit Facility Parking Garage debt service, museum improvements, downtown wayfinding signage project, Cleave Street major rehabilitation, etc. 1 2 Community Reinvestment Fund Page 29 9/28/2023 Decision Packages (Service Proposals) Included: CIP ‐Visitor Center Main Door Replacement: $20,000 (Exceptional Guest Services) Plate Compactor Attachment for the Mini Excavator: $10,000 (Infrastructure) CIP – Remodel Finance Dept for Centralized Reception: $270,000 (Infrastructure) CIP –Fall River Trail Additional Funding: $250,000 (Infrastructure) Hybrid Dump Utility Trailer: $18,500 (Exceptional Guest Services) Decision Packages Included: CIP ‐Phase 3 of Downtown Wayfinding Signage Program: $300,000 (Exceptional Guest Services) CIP –Museum Annex Add‐on: $600,000 (Outstanding Community Services) CIP –Events Complex Storage Building: $479,973 (Infrastructure) 3 4 Community Reinvestment Fund Page 30 9/28/2023 Revenue = $1,860,440 $0 $2 , 7 4 4 , 1 1 6 $0$2 5 $3 8 9 , 5 0 0 $0$0 $3 1 3 , 3 7 6 $0 $6 , 2 9 6 , 3 0 0 $5 , 8 3 3 , 7 5 3 $1 , 8 6 0 , 4 4 0 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Intergovernmental Miscellaneous Financing Proceeds Transfers In Expenses = $2,868,791 $23,015 $587,490 $0$0 $0 $0 $9 2 2 , 4 3 0 $9 2 1 , 4 9 7 $9 2 0 , 3 1 8 $1 , 9 4 0 , 6 9 4 $1 1 , 2 8 8 , 1 3 4 $1 , 9 4 8 , 4 7 3 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Operations & Maintenance Personnel Debt Service Capital 5 6 Community Reinvestment Fund Page 31 9/28/2023 Strategic Plan – Resourced Items Items funded Complete the Fall River Trail: $250,000 (Transportation Objective 7.B.1) Items resourced within base budget: Implement New ERP System: (Town Financial Health Objective 1.A.1) Strategic Plan –Not Resourced Items not funded Complete the street rehabilitation of 1st, 2nd, 3rd Streets, etc: $1,930,000 (Transportation 1.A.2) 7 8 Community Reinvestment Fund Page 32 9/28/2023 2024 Community Reinvestment Fund 204 Revenue = $0 Transfers In (Out) = $1,860,440 Expenses = $2,868,791 9 Community Reinvestment Fund Page 33 Page 34 9/28/2023 Community Center Fund 2024 238‐3800 Revenue = $459,171 Transfers In (Out) = $0 Expenses = $459,171 Scope of Services Services include: Accumulation of the 1A (1%) sales tax for construction of the Community Center by the Estes Valley Recreation and Park District (EVRPD) Remittance of the 1A (1%) sales tax revenues collected for this purpose on a monthly basis to EVRPD 1A (1%) sales tax expires June 2024 1 2 Community Center Fund Page 35 9/28/2023 Decision Packages (Service Proposals) Included: No additions Revenue = $459,171 $1,131,816 $1,113,093 $459,171 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Taxes 3 4 Community Center Fund Page 36 9/28/2023 Expenses = $459,171 $1,131,816 $1,113,093 $459,171 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Operations & Maintenance Strategic Plan – Resourced Items Items funded No additions Items resourced within base budget: No additions 5 6 Community Center Fund Page 37 9/28/2023 Strategic Plan –Not Resourced Items not funded No additions Community Center Fund 2024 238‐3800 Revenue = $459,171 Transfers In (Out) = $ Expenses = $459,171 7 8 Community Center Fund Page 38 9/28/2023 Vehicle Replacement Fund 2024 635‐3500 Revenue = $627,508 Transfers In (Out) = $0 Expenses = $889,000 Scope of Services The Vehicle Replacement Fund (VRF) serves as the Town’s mechanism to accumulate monies for systematic replacement of General Fund vehicles and equipment. Services include: Approximately 83 units in the replacement fund Replacement costs vary from $6,200 to $525,000 Depreciation tables between 6‐20 years $889,000 13 units up for purchase in 2024 1 2 Vehicle Replacement Fund Page 39 9/28/2023 Decision Packages (Service Proposals) Included: Replace Events Unit # G115C ‐2011 Bobcat 3400: $16,000 (Exceptional Guest Services) Replace Events Unit # G123B – 2017 Bobcat 3400: $16,000 (Exceptional Guest Services) Replace Events Unit # G137A – 2011 EZ Club Golf Cart: $16,000 (Exceptional Guest Services) Replace Events Unit #G127A ‐F350 Truck: $70,000 (Exceptional Guest Services) Replace Streets Unit #G81A – 2005 International Single Axel Dump Truck: $240,000 (Exceptional Guest Services) Decision Packages Included: Replace Streets Unit #G87A – 2006 International Single Axel Dump Truck: $240,000 (Exceptional Guest Services) Replace Parks Unit #G42A – 2014 John Deere Gator: $16,000 (Exceptional Guest Services) Replace Parks Unit #56 – 2011 Bobcat 3400: $16,000 (Exceptional Guest Services) Replace Parks Unit #G93A – 2005 John Deere Small Tractor: $25,000 (Exceptional Guest Services) Replace Parks Unit #G94C –2012 Walker Mower: $24,000 (Exceptional Guest Services) 3 4 Vehicle Replacement Fund Page 40 9/28/2023 Decision Packages Included: Replace Police Unit G147 – 2015 Police Interceptor: $70,000 (Public Safety, Health and Environment) Replace Police Unit G143 – 2015 Unmarked Police Interceptor: $70,000 (Public Safety, Health and Environment) Replace Police Unit G144 – 2015 Police Interceptor: $70,000 (Public Safety, Health and Environment) Transfer Parks Unit G45B to be shared by three new Depts Facilities – 50% Parking – 25% Transit – 25% Revenue = $627,508 $646,558 $675,677 $627,508 $45,923 $0 $0 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Transfers for Future Vehicle Purchase Miscellaneous 5 6 Vehicle Replacement Fund Page 41 9/28/2023 Expenses = $889,000 $0 $0 $0 $618,945 $485,053 $889,000 $17,381 $0 $0 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Operations & Maintenance Capital Transfers Out Strategic Plan – Resourced Items Items funded No additions Items resourced within base budget: No additions 7 8 Vehicle Replacement Fund Page 42 9/28/2023 Strategic Plan –Not Resourced Items not funded No additions Vehicle Replacement Fund 2024 635‐3500 Revenue = $627,508 Transfers In (Out) = $0 Expenses = $889,000 9 10 Vehicle Replacement Fund Page 43 Page 44 9/28/2023 General Fund 2024 – Outside Entity Funding 101‐1900 Revenue = $0 Transfers In (Out) = $0 Expenses = $1,699,176 Scope of Services Services include: Town assistance to various community organizations Base Funding Community Initiative Funding Event Sponsorship funds Town contribution to Fire District General Fund Food tax refund Sister Cities dues Fixed term grant writer 1 2 Outside Entity Funding Page 45 9/28/2023 Decision Packages (Service Proposals) Included: No additions Outside Entity Funding Base Funding Identify organizations to support Process request as a Departmental budget request Community Initiative Funding Determine allocation Call for projects Projects rated and ranked by full Board (we will be going through this exercise in a moment!) Event Sponsorship Funding Discretionary line‐item (with a per‐event $ cap) Leadership team decision with criteria in place 3 4 Outside Entity Funding Page 46 9/28/2023 Outside Entity Funding 2019 2020 2021 2022 2023 2024 Base Funding 226,436$ 249,500$ 244,500$ 244,500$ 332,000$ 287,000$ Community Initiative Funding 17,900$ 99,999$ 33,700$ 27,875$ 23,000$ 35,000$ Events Sponsorships 7,000$ 7,000$ 5,500$ 5,500$ 7,000$ 7,000$ Total 251,336$ 356,499$ 283,700$ 277,875$ 362,000$ 329,000$ Outside Entity Funding Over Time ‐ Policy 671 Items Base Funding Summary 2024 Staff Recs 2024 Request 2023 Funding Entity $ 35,000 $ 35,000 $ 35,000 Crossroads Ministry of Estes Park $ 65,000 $ 100,000 $ 65,000 Estes Park EDC $ 25,000 $ 31,000 $ 21,000 Estes Park NonprofitResource Center $ 24,000 $ 24,000 $ 20,000 Estes Valley Crisis Advocates $ 30,000 $ 30,000 $ 40,000 Estes Valley Investment in Childhood Success $ 24,000 $ 25,000 $ 20,000 Estes Valley Watershed Coalition $ 50,000 Estes Park Housing Authority $ 26,000 $ 26,000 $ 24,000 Estes Park Salud Foundation $ 37,000 $ 37,000 $ 36,000 Via Mobility Services $ 21,000 $ 29,000 $ 21,000 Estes Arts District $ 287,000 $ 337,000 $ 332,000 Total 5 6 Outside Entity Funding Page 47 9/28/2023 Expenses = $1,699,176 $1,267,633 $1,246,664 $1,276,454 $0 $96,954 $82,722 $292,675 $473,000 $340,000 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Intergovernmental Support:Personnel & Other:Outside Entity Funding: Intergovernmental Support $1,267,633 $1,246,664 $1,276,454 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Intergovernmental Support 7 8 Outside Entity Funding Page 48 9/28/2023 Outside Entity Funding $292,675 $473,000 $340,000 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Outside Entity Funding: Strategic Plan – Resourced Items Items funded No additions Items resourced within base budget: None 9 10 Outside Entity Funding Page 49 9/28/2023 Strategic Plan –Not Resourced Items not funded None General Fund 2024 – Outside Entity Funding 101‐1900 Expenses = $1,699,176 11 12 Outside Entity Funding Page 50 9/28/2023 Internal Service Fund 2024‐ Information Systems Technology 625‐2500 Revenue = $973,608 Transfers In (Out) = $0 Expenses = $1,134,443 Scope of Services Services include: PC and server administration and support Network management Phone system management Licenses, external connectivity, network security, maintenance contracts Cyber security Inventory management Staff training and development 1 2 Information Systems Technology (IT)Page 51 9/28/2023 Decision Packages (Service Proposals) Included: Backup Appliance $30,000 (Government Services and Internal Support) Increased Security Footprint $50,000 (Government Services and Internal Support) Network Upgrades $15,000 (Government Services and Internal Support) Phone System Upgrades $15,000 (Government Services and Internal Support) Server Upgrades $25,000 (Government Services and Internal Support) Revenue = $973,608 $938,274 $937,753 $958,608 $0 $0 $0$0 $15,000 $15,000 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Charges for Services Intergovernmental Interest Income 3 4 Information Systems Technology (IT)Page 52 9/28/2023 Expenses = $1,134,443 $224,671 $364,460 $352,226 $514,753 $720,305 $647,217 $6,942 $198,558 $135,000 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Operations & Maintenance Personnel Capital Strategic Plan – Resourced Items Items funded Backup Appliance $30,000 (Government Services and Internal Support Goal 9.A) Increased Security Footprint $50,000 (Government Services and Internal Support Goal 9.A) Items resourced within base budget: No additions 5 6 Information Systems Technology (IT)Page 53 9/28/2023 Strategic Plan –Not Resourced Items not funded None Internal Service Fund 2024‐ Information Systems Technology 625‐2500 Revenue = $973,608 Transfers In (Out) = $0 Expenses = $1,134,443 7 8 Information Systems Technology (IT)Page 54 9/28/2023 Risk Management 2024 – 645‐4100 Revenue = $530,518 Transfers In (Out) = $0 Expenses = $550,108 Scope of Services Services include: The Risk Management Fund is an internal service fund created in 2019 to accumulate funds to pay for property and liability coverages, including building a reserve to help cover unanticipated claims and deductibles. Currently, the fund includes estimated CIRSA renewal premiums and $30,000 amount for small claims and deductibles. 1 2 Risk Management Page 55 9/28/2023 Decision Packages (Service Proposals) Included: No additions Revenue = $530,518 $385,000 $426,450 $530,518 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Risk Management Charges 3 4 Risk Management Page 56 9/28/2023 Expenses = $550,108 $366,267 $411,100 $550,108 $0 $0 $0$0 $0 $0 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Operations & Maintenance Personnel Capital Strategic Plan – Resourced Items Items funded No additions Items resourced within base budget: No additions 5 6 Risk Management Page 57 9/28/2023 Strategic Plan –Not Resourced Items not funded N/A Risk Management 2024 – 645‐4100 Revenue = $530,518 Transfers In (Out) = $0 Expenses = $550,108 7 8 Risk Management Page 58 9/28/2023 General Fund 2024 – Museum 101‐5700 Revenue = $29,200 Transfers In (Out) = $0 Expenses = $514,308 Scope of Services Services include: Collections management and research assistance Permanent, temporary, and off‐site exhibits Education programs, tours, and website management 20 volunteers (includes Museum Friends & Foundation Board) Museum includes: Main Museum with Cobb‐Macdonald Cabin and Historic Boyd Building Museum Annex Historic Fall River Hydroplant (Seasonal Museum) Birch Ruins and Birch Cabin located on the Centennial Open Space at Knoll‐Willows 1 2 Museum Page 59 9/28/2023 Decision Packages (Service Proposals) CIP (204) –Museum Annex Add On: $600,000 (Infrastructure) Revenue = $29,200 $1,243 $1,250 $200 $12,680 $4,000 $4,000 $123,685 $24,125 $25,000 $19,491 $0 $0 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Charges for services Monetrary Donations Museum Friends Support Grants 3 4 Museum Page 60 9/28/2023 Expenses = $514,308 $126,662 $141,233 $147,003 $302,509 $349,351 $367,305 $135,658 $15,000 $0 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Operations & Maintenance Personnel Capital Strategic Plan – Resourced Items Items funded No additions Items resourced within base budget: No additions 5 6 Museum Page 61 9/28/2023 Strategic Plan –Not Resourced Items not funded No Additions General Fund 2024 – Museum 101‐5700 Revenue = $29,200 Transfers In (Out) = $0 Expenses = $514,308 7 8 Museum Page 62 9/28/2023 General Fund 2024 – Visitor Services 101‐2600 Revenue = $16,000 Transfers In (Out) = $0 Expenses = $563,830 Scope of Services Services include: Provide visitors with information about the Estes Park area, local businesses, & Rocky Mountain National Park Distribute local business directories & display promotional materials Promote local area events & activities Cross promote Town events through themed displays Collect & Organize Visitor Center Statistics Manage approximately 30 Volunteers 1 2 Visitor Services Page 63 9/28/2023 Decision Packages (Service Proposals) CIP (204) – Visitor Center Main Door Replacement additional funds: $20,000 (Infrastructure) Revenue = $16,000 $1,300 $15,000 $15,000 $3,849 $1,000 $1,000 $31,301 $0 $0 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Rocky Mountain Conservancy Aid Award Other (ATM fees, postage stamps)VC Retail 3 4 Visitor Services Page 64 9/28/2023 Expenses = $563,830 $129,794 $197,032 $179,833 $296,287 $392,156 $383,997 $55,000 $0 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Operations & Maintenance Personnel Capital Strategic Plan – Resourced Items Items resourced within base budget: Implement a plan to cross promote Town signature events.(Exceptional Guest Services Objective 4.A.3) Enhance the visitor experience in the Visitor Center through Estes Park imagery and artifacts.(Exceptional Guest Service Objective 6.B.1) 5 6 Visitor Services Page 65 9/28/2023 Strategic Plan –Not Resourced Items not funded None General Fund 2024 –Visitor Center 101‐2600 Revenue = $16,000 Transfers In (Out) = $0 Expenses = $563,830 7 8 Visitor Services Page 66 9/28/2023 General Fund 2024 –Events 101‐5500 Revenue = $880,000 Transfers In (Out) = $0 Expenses = $2,977,176 Scope of Services Services include: Marketing and Sales of the Events Complex and other Town event facilities Maintain and coordinate the use of the Events Complex and other Town event facilities Plan and produce Town events (Wine & Chocolate, Big Foot Days, Wool Market, July 4th Fireworks, Rooftop Rodeo, Elk Fest, Rocky Mountain Craft Spirits Festival, Tree Lighting, Catch the Glow Parade) 1 2 Events Page 67 9/28/2023 Decision Packages (Service Proposals) Included: Conceptual Design and Cost Estimates for the Stall Barns: $45,000 (Exceptional Guest Services) CIP (204) ‐Events Complex Storage Building: $479,973 (Exceptional Guest Services) Revenue = $880,000 $536,861 $556,000 $562,000 $200,025 $223,000 $228,000 $53,797 $90,000 $90,000 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Services Rentals Other 3 4 Events Page 68 9/28/2023 Expenses = $2,977,176 $1,146,683 $1,490,515 $1,617,521 $865,157 $1,293,940 $1,359,655 $0 $0 $0 2022 ACTUAL 2023 REVISED EST 2024 PROPOSED Operations & Maintenance Personnel Capital Strategic Plan – Resourced Items Items funded No additions Items resourced within base budget: Produce a new event in January of 2024 (Exceptional Guest Services Objective 2.A.1) Implement a new user‐friendly and robust ticketing system for events (Exceptional Guest Services Objective 4.1) Design a new user friendly Events Department website using a different website platform (Exceptional Guest Services Objective 4.A.1) 5 6 Events Page 69 9/28/2023 Strategic Plan – Resourced Items cont. Items resourced within base budget: Develop and implement a more robust social media program (Exceptional Guest Services Objective 4.A.2) Continue to work with the Fine Arts Guild to evaluate the feasibility of a performing arts center in Stanley Park (Exceptional Guest Services Objective 5.A.1) General Fund 2024 –Events 101‐5500 Revenue = $880,000 Transfers In (Out) = $0 Expenses = $2,977,176 7 8 Events Page 70