HomeMy WebLinkAboutPACKET Town Board 2004-07-271 · . Prepared 07/22/04 422 849 4 - The Miesion of the Town of Estes Fark is to plan and provide reliable, hi®-value eervices for our citizens, visitors, and < N.f),~A~f tkN \ employees. We take Great ptide eneurin0 and enharicir10 the quality of life in our community by being 0ood etewarde of public resources and natural eettinG. BOARD OF TRUSTEES - TOWN OF ESTES PARK Tuesday, July 27,2004 7:00 p.m. AGENDA PLEDGE OF ALLEGIANCE PRESENTATION "TAKE PRIDE IN AMERICA" Plague and Project Report. Assistant Town Administrator Repola. PUBLIC COMMENT TOWN BOARD COMMENTS 1. CONSENT AGENDA (Approval of): 1. Town Board Minutes dated July 13, 2004. 2. Bills. 3. Committee Minutes: A. Public Works, July 14, 2004: 1. Annexation Engineering Services, Van Horn Engineering, $16,890. 2. Municipal Building Remodeling Project Change Orders, Westover Construction, $5,796. 3. Model Traffic Code, 2003 Edition: Amend Appendix dated 7/22/03 by posting "sharp curve" signs and a 20 mph speed limit sign at the "S" curve, 0.1 miles north of Far View Dr./W. Elkhorn Ave. Intersection. 4. Community Reinvestment Fund General Financial Scope of Services, Black & Veatch $9,800. 4. Estes Valley Board of Adjustment, July 13, 2004 (acknowledgement only). 5. Estes Valley Planning Commission, July 20,2004 (acknowledgement only). 6. Hiring James A. Windholz as Special Counsel for the Town of Estes Park pertaining to the pending Initiated Ordinance and Chamber matters. 1 Continued on reverse side
I i lA. PLANNING COMMISSION AGENDA (Approval of): Mayor Baudek: Open the Public Hearing for all Consent Agenda Items. If the Applicant, Public or Town Board wish to speak to any of these consent items, they will be moved to the "Action Item" Section. 1. CONSENT ITEMS: 1. SUPPLEMENTAL CONDOMINIUM MAPS: A. Solitude Condominiums V, Supplemental Condominium Map #2, Lot 5, Solitude Subdivision. Applicant: Crystal Creek Development, Inc. B. Solitude Condominiums IV, Supplemental Condominium Map #3, Lot 4, Solitude Subdivision. Applicant: Crystal Creek Development, Inc. C. Overlook Condominiums, Supplemental Map #1, Lot 2, Stanley Historic District. Applicant: Overlook Developers, Inc. D. Ranch Meadow 11 Condominiums, Supplemental Map, Phase 11, Lot 16, Ranch Meadow Subdivision. Applicant: Richard H. Wille Trust. E. Park River West Condominiums, Supplemental Condominium Map, Phase XIII, Lots 1 and 2, Park River West Subdivision. Applicant: Richard H. Wille Trust. 2. ACTION ITEMS: 1. APPOINTMENT: COMMISSIONER, ESTES PARK URBAN RENEWAL AUTHORITY, COMPLETING 5-YR. TERM VACATED BY DICK PUTNEY, TERM EXPIRING 9/14/06. Mayor Baudek. 2. STANLEY PARK MASTER PLAN REQUEST FOR PROPOSAL (RFP) - CONSULTANT RECOMMENDATION. Assistant Town Administrator Repola. 3. RESOLUTION #11-04 - PROPOSED FIRE DISTRICT - COMMERCIAL PROPERTY TAX REFUND. Town Attorney White. 4. TOWN ADMINISTRATOR'S REPORT. NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was prepared. 2
. Town of Estes Park, Larimer County, Colorado, July 13, 2004 Minutes of a Regular meeting of the Board of Trustees of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Municipal Building in said Town of Estes Park on the 13th day of July, 2004. Meeting called to order by Mayor John Baudek. Present: John Baudek, Mayor Susan L. Doylen, Mayor ProTem Trustees David Habecker Lori Jeffrey-Clark Chuck Levine Wayne Newsom Also Present: Rich Widmer, Town Administrator Vickie O'Connor, Town Clerk Gregory A. White, Town Attorney Absent: Bill Pinkham, Trustee Mayor Baudek called the meeting to order at 7:00 p.m. and all recited the Pledge of Allegiance. PUBLIC COMMENT Alice Schwartz received the Fire District Questionnaire, and questioned what would become to the money in escrow when the District comes into being? Town Attorney White responded that the Town Board had not yet made a decision on this issue and the subject will be considered by the Town Board 7/27/04. Town funding budgeted in 2004 and 2005 will be paid out, and in discussions, the Town has agreed to continue funding until such time as the District has collected significant funds in which to operate. Ms. Schwartz was urged to attend the meeting 7/27. Trustee Habecker urged the Town Board to schedule a meeting to discuss options should the ballot question on the Fire District fail. TOWN BOARD COMMENTS Trustee Jeffrey-Clark expressed her appreciation to the Chamber of Commerce and Business Owners for the July 4~h Fireworks Display. Mayor Baudek commented on the78th Annual Rooftop Rodeo that begins this evening through Sunday at Stanley Park; 7:30 p.m.; all were encouraged to attend. Mayor Baudek also mentioned the passing of Bob Burgess, who was a former longstanding Trustee and, among many other things, co-owner of Estes Park's icon- the Plantation Restaurant. Mr. Burgess will be missed and condolences were expressed to his wife and family. 1. CONSENT AGENDA (Approval of): 1. Town Board Minutes dated June 22,2004, and Town Board Study Session dated June 17, 2004. 2. Bills.
Board of Trustees - July 13, 2004 - Page 2 3. Committee Minutes: A. Public Safety, June 24,2004: Fire Dept.: 1. Memorandum of Understand with RMNP - Extension. B. Community Development, July 1, 2004: Museum Dept.: 1. Building Expansion Change Order, $29,556, Westover Construction. Community Development Dept. 1. Farmers Market Regulation Policy - Addition to Community Development Policy Manual. Special Events Dept.: 1. Street Closure: MacGregor Ave. between Elkhorn Ave.-Park Ave., October 1 through October 3,2004 - Elk Fest Activities. Business Development Dept. 1. Official Logo for Convention & Visitors Bureau, Conference Center, Visitors Center, Fairgrounds, Special Events, Economic Development and Public Parks. 4. Estes Park Housing Authority, June 9,2004 (acknowledgment only). Trustee Jeffrey-Clark requested Item 3.B.1. be removed from the consent agenda for discussion. Trustee Habecker commented on his concern expressed during the Community Development Committee Meeting July 1St regarding the change orders for the Museum Expansion Project; he has met with Public Works Director Linnane and staff is working on a comprehensive list of maintenance projects. It was moved and seconded (Doylen/Habecker) that with the exception of Item 3.B.1, the consent agenda be approved, and it passed unanimously. Item 3.B.1. Trustee Jeffrey-Clark expressed her first impressions and opposition to the proposed logo. Business Development Director Pickering provided specific background information on how the professional graphic design program was initiated by EPURA and how the design is easily applied in diverse advertising media. Concluding discussion, it was moved and seconded (Newsom/Levine) the Official Logo, as presented to the Community Development Committee July 1, 2004 for the Convention & Visitors Bureau, Conference Center, Visitors Center, Fairgrounds, Special Events, Economic Development and Public Parks be approved, and it passed by the following votes: Those voting "Yes" Trustees Doylen, Habecker, Levine and Newsom. Those voting "No" Trustee Jeffrey-Clark. 2. ACTION ITEMS: 1. TOWN BOARD 2004-2006 GOALS - PRESENTATION OF ACTION PLANS. Town Administrator Widmer reported that at their 2004 Retreat, the Town Board adopted 7 goals for 2004-2006. Staff was charged with preparation of "Action Plans" for each goal that included specific action and timelines. Action Team members and Timelines were also listed and all plans were presented for approval. Goals are as follows: 1. Team Leader: Assistant Town Administrator Repola. DEVELOP AN ECONOMIC VISION WHICH RECOGNIZES AND SUPPORTS THE EXISTING ECONOMIC COMPONENT OF TOURISM; LOOKS AT FUTURE OPPORTUNITIES FOR DIVERSITY; AND CREATES
Board of Trustees - July 13, 2004 - Page 3 AN OVERRIDING PLAN OR STRATEGY FOR FUTURE ECONOMIC DEVELOPMENT. 2. Team Leader: Public Works Director Linnane. CREATE A MASTER FACILITY & LAND USE PLAN (short and long-term). a. Develop a set of criteria for use of community reinvestment funds. 3. Team Leader: Business Development Director Pickering. SUCCESSFUL EVOLUTION OF CVB, AND REINVESTMENT IN REHABILITATION AND RENOVATION OF VISITOR FACILITY. 4. Team Leader: Town Administrator Widmer. CONTINUE THE EPURA FOR A NEW TERM BEGINNING IN 2008 AS A PLANNING AND PLAN IMPLEMENTATION TOOL FOR COMMUNITY IMPROVEMENT AND ECONOMIC ENHANCEMENT. 5. Team Leader: Public Works Director Linnane. PRIORITIZE IMPLEMENTATION PLANS FOR TRANSPORTATION & PARKING IMPROVEMENTS. 6. Team Leader: Assistant Town Administrator Repola. CREATE A STANLEY PARK IMPLEMENTATION PLAN. 7. Team Leader: Town Administrator Widmer. FINALIZE FEASIBILITY OPTIONS FOR BUILDING A PERFORMING AND VISUAL ARTS CENTER. It was moved and seconded (Newsom/Doylen) the Action Plans for the 2004- 2006 Town Board Goals be approved, and it passed unanimously. 2. PERFORMING ARTS THEATER - PRESENTATION OF FEASIBILITY STUDY BY AMS PLANNING & RESEARCH CORP. Arthur Greenberg/AMS gave a PowerPoint presentation, and the study consisted of (summary): • A series of interviews with community leadership • An analysis of the market area and competitive facilities • A survey of prospective user organizations • Planning workshops with Town staff and local cultural groups • An exploration of comparable venues in other markets • Development of an operating pro forma and estimates of economic impact. Conclusions: 4 The Town has an opportunity to provide a venue for its local performing and visual arts institutions and to extend its offerings for its sizable summer visitor population. The local arts groups have an admirable programming track record utilizing a variety of venues that are either not consistently available or have serious technical shortcomings. These groups have reported a strong interest in utilizing and bearing some of the costs of a new performance venue. 4 As it relates to the largely summer visitor base, many in the community have pointed out the ample supply of free programs in the market, and have questioned the tourist population's interest in attending. While there are no firm market research studies indicating a proclivity to attend paid performing arts events, experience in other markets suggests that an indoor performing arts venue can serve both family and empty nester visitor segments, and may even offer the opportunity for an extended engagement of a commercial theatrical show. It is important to note that while the proposed Center is not envisioned to, in and of itself, actually attract more visitors to the Town, it is likely to be an extension of the Town's array of visitor activities, and may be the cause for an extended stay, or, at the very least, an extra night's venture to downtown Estes Park and a dining and/or shopping expedition.
Board of Trustees - July 13, 2004 - Page 4 4 Costs for operating the Center would be in line with other venues nationally in the range of approximately $530,000. The level of activity (utilizing conservative estimates), with some 222 event days, would be some $31,000 to the downtown area and impact the local economy within the range of $1 - $1.5 million, generating some $40-60,000 in local sales taxes. While the consultants strongly caution any decision-making based on these estimates, the Town can clearly expect that the Cultural Arts Center would be an important addition to its downtown area, and an important attraction for residents and visitors alike. The Study was based on a 500-seat theater; rental fee of $1.00/seaVperformance; a non-profit performance rate; revenue/expense operational costs of $530,000; a net loss of $380,000 prior to any fund raising, grants, sponsorships and the like. The economic impact scenarios could be $1.3-1.8 million in local sales tax-$50-70,000 additional income, and $1-1.5 million in local sales, with $40-60,000 sales tax generation. Audience comments were heard from Greg Steiner (Community Member of the Design Team that also included Thorn Associates and Semple Brown Architects), who reported on the understanding of non-profit organizations on the rental fees, construction materials, fund raising work and performance spaces. Peter Lucking/Semple Brown commented on their fair construction estimate of $10 Million that does not contain superfluous amenities and will be long-lasting. Concluding all discussion, the Town Board acknowledged receipt of the study, commending Mr. Greenberg for his presentation and requesting the Board receive a hard copy of the PowerPoint presentation. 3. BUSINESS DEVELOPMENT DEPT. - AWARD CONTRACT FOR DEVELOPMENT OF CVB WEBSITE. Business Development Dir. Pickering reported that the EPCVB Marketing Board conducted a thorough needs analysis and RFP process to select the most qualified vendor to produce the new CVB website. Resort Technology Partners (RTP), Avon, CO was unanimously recommended and staff is requesting authorization to enter into negotiations and contract with RTP for the CVB website. CVB Member Bruce Grant provided additional information on the development of websites, adding that, in a 2-day process with an expert in the field-Don Widrig, the CVB is unanimously recommending RTP. RTP's credentials are excellent, they maintain an extensive list of clients, and they have met time/budget constraints. Should contractual changes occur in the future, the CVB owns what was built---content and engine. The goal for implementation of the website remains October 1, 2004. Mayor Baudek commented on the CVB's knowledge and professionalism. It was moved and seconded (Habecker/Newsom) the contract, in the amount of $40,000, to produce and host the CVB website be awarded to RTP, authorizing staff to enter into negotiations, and it passed unanimously. 4. LIQUOR LICENSING: TRANSFER OF OWNERSHIP FROM ESTES VALLEY RECREATION & PARK DISTRICT TO: ESTES VALLEY RECREATION & PARK DISTRICT AND BHM2, HOTEL & RESTAURANT LICENSE WITH OPTIONAL PREMISES, ESTES PARK GOLF COURSE. 1080 S. ST. VRAIN AVE. Town Clerk O'Connor reported that the EVRPD previously held their Hotel & Restaurant liquor license for the Estes Park Golf Course as a sole proprietor, and a manager was employed for operation of the restaurant. The EVRPD is now applying for a Transfer of Ownership as they have officially entered into a Management Agreement with BHM2; a change of this nature requires a formal transfer of ownership. It was moved and seconded (Doylen/Levine) the Transfer of Ownership Application filed by the EVRPD and BHM2 be approved, and it passed unanimously.
Board of Trustees - July 13, 2004 - Page 5 5. RESOLUTION #10-04 - TRANSFER OF ONE UNIT OF CBT WATER FROM GLACIER VIEW WATER SYSTEMS, INC. TO THE TOWN OF ESTES PARK. Town Attorney White updated the Trustees on the 12/02/03 Agreement with Glacier View Water Systems, Inc. whereby Glacier View agreed to transfer one unit of CBT water to the Town in exchange for well water used by Glacier View. The Northern Colorado Water Conservancy District requires the Town Board to adopt a resolution to accept the one unit of CBT water. It was moved and seconded (Doylen/Newsom) Resolution #10-04 (Temporary Use Permit) be approved, and it passed unanimously. 6. TOWN ADMINISTRATOR'S REPORT. A. Construction Project Update: The Municipal Building Remodel Project is on- schedule and within budget; the anticipated completion date remains 7/23/04. Air-conditioning units in the Training Room, and Meeting Rooms 201, 202 and 203 have been installed and are in-service. The Museum Expansion grand re-opening was held July 3rd as scheduled. Trustee Habecker commented on a recent vehicular accident on Far View Ln. where a vehicle left the roadway, endangering residents. The accident was brought to Town attention and within a short period of time a guardrail was installed. Public Works Director Linnane was praised for his response to this incident. 7. REQUEST TO ENTER EXECUTIVE SESSION: Upon completion of all agenda items, Mayor Baudek requested an Executive Session under State Statute 24-6-402(4)(B), C.R.S. to confer with Town Attorney White for the purpose of receiving legal advice on a specific legal question: Initiated Ordinance Petition received July 6,2004. Motion: It was moved and seconded (Doylen/Levine) the Town Board go into Executive Session for a conference with Town Attorney White for the purpose of receiving legal advice on the item listed above, under C.R.S. Section 24-6-402(4)(B), and it passed unanimously. Whereupon, Mayor Baudek adjourned the meeting to Executive Session at 8:45 p.m., announcing that the Town Board will return to Open Session. A 5-Minute recess was declared at 8:46. 8. RETURN TO OPEN SESSION - ADJOURN. Returning to open session at 9:07 p.m., Mayor Baudek adjourned the meeting at 9:15 p.m. John Baudek, Mayor Vickie O'Connor, Town Clerk
RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, July 14, 2004 Minutes of a Regular meeting of the PUBLIC WORKS COMMITTEE of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Municipal Building in said Town of Estes Park on the 14th day of July, 2004. Committee: Chairman Habecker, Trustees Jeffrey-Clark and Levine Attending: All Also Attending: Town Administrator Widmer, Public Works Director Linnane, Const. Mgr. Sievers, and Deputy Clerk van Deutekom Absent: None Chairman Habecker called the meeting to order at 8:00 a.m. ANNEXATION ENGINEERING SERVICES - REQUEST TO PROCEED. The following bids were received from local engineering/surveying firms for engineering services, sub-consultant fees for title research, and management to produce the required documents for the Beaver Point and Fall River Annexation Projects: Van Horn Engineering $ 9,890 Frederich Land Surveying $ 14,950 The base bids listed above do not include sub-consultant fees and application fees for the inclusion into the Northern Colorado Water Conservancy District (NCWCD), which is required upon annexation. Listed below are the total annexation fees for the Beaver Point and Fall River Annexation Projects: Van Horn Engineering base bid $ 9,890 NCWCD application cost estimate $ 7,000 Total: $ 16,890 The Committee recommends awarding the bid to Van Horn Engineering, to include the NCWCD application fees, for the Beaver Point and Fall River Annexation Projects at a cost of $16,890 to be funded from the Community Reinvestment Fund. MUNICIPAL BUILDING REMODEL PROJECT CHANGE ORDERS - APPROVAL REQUEST. The contract agreement and Guaranteed Maximum Price (GMP) for this project is $478,000 (to include a 3% contingency amount of $15,650). Staff is requesting approval to process work orders for the following changes: 1. add tall mirrors to restrooms (existing could not be salvaged) $ 410 2. add vertical support to urinal screens (staff request) $ 400 3. fur out files storage room wall (staff request) $ 260 4. architectural fee 1_400 TOTAL Change Order #3 $ 1,470 5. frame/finish uneven tiled walls of old restroom for new office $ 1,120 6. Add privacy lock to ladies executive restroom $ 194 7. level concrete floor where epoxy grout would not come off $ 1,656 8. delete window kits from existing wood entry doors <$672> 9. architectural fee -255 TOTAL Change Order #4 $ 2.553 10. Add counter top for mail sorter area (staff request) $ 685 11. architectural fee i_1QQ TOTAL Change Order #5 -785
RECORD OF PROCEEDINGS , Public Works Committee - July 14, 2004 - Page 2 12. replace carpet in Finance Director office $ 896 13. patch wall tile following staff requested electrical changes L_92 TOTAL Change Order #6 _988 The total cost for these Change Orders is $5,796 and the remaining balance of the contingency amount for the project is $5,656. The Committee recommends approval of Change Orders as presented. FAR VIEW DR. 20 MPH SPEED LIMIT POSTING - APPROVAL REQUEST. On June 23rd, a speeding vehicle ran off the road at the curve behind the Willows Condominiums on Far View Dr. and landed approximately 5' from the back window of Condo Unit #2. Chip-seal aggregate had recently been applied to the street, thus staff reviewed the accident report and visited the site to inspect road conditions. Director Linnane noted that the Police Department's Accident Investigator did not consider the chip-seal aggregate to be the cause of the accident; however, as a result of this incident staff presented the following recommendations to enhance street safety: ~ Installation of a 150' guardrail uphill of the condos and adjacent to Far View Dr. (completed) * Posting 20 mph speed limit signs in the curved sections of Far View Dr. > Inclusion of a clause in future chip-seal project specifications concerning reduced speed and construction gravel signage. Director Linnane reported that staff was extremely fortunate to locate a contractor that was able to provide and install the guardrail within days of the accident. The cost of the guardrail ($5,000) was funded from the Street Department's Maintenance/Repair budget ($70,000). The Committee recommends approval of the funding for the guardrail installation as presented and modification to the Model Traffic Code, 2003 Edition as indicated above. COMMUNITY REINVESTMENT FUND GENERAL FINANCIAL SCOPE OF SERVICES - APPROVAL REQUEST. Director Linnane briefed the Committee on Town Board Goal #2 (Create a Master Facility & Land Use Plan) and reported that the Goal Team solicited a Scope of Services from John Gallagher of Black and Veatch to perform a Community Reinvestment Fund financial review. Items discussed include Scope of Services specifications/expectations and Tabor guidelines. Concluding all discussion, the Committee recommends approval to proceed with the Community Reinvestment Fund General Financial Scope of Service to be performed by Black and Veatch at a cost of $9,800 and funded from the Community Reinvestment Fund/Professional Services and Fees. REPORTS. Miscellaneous Projects. 1) Town Buildings: 10-year maintenance plan update - Const. Mgr. Sievers presented the facilities maintenance plan, outlining the maintenance projections by structure. 2) Municipal Building Remodel - A/C Proiect - Const. Mgr. Sievers reported that all air conditioner units have been installed and the project is substantially complete. He noted minor punch list items that are currently being addressed. 3) MacGreaor Ave. Trail Prolect update - This project is behind schedule due to modifications made as the work was underway. Project completion is anticipated by the end of July. 4) Fish Creek/Fall River Trail Proiect update - Director Linnane reported that staff, representatives from CDOT and EVRPD, and approximately 20 residents attended neighborhood meetings held the evening of July 130. A final staff review will be scheduled in August.
RECORD OF PROCEEDINGS Public Works Committee - July 14, 2004 - Page 3 5) Bond Park Fountain Proiect update - Staff was unable to locate a freeze-resistant fountain to accommodate small children, thus a compromise was reached and a double fountain (wheelchair accessible) has been ordered. Delivery is anticipated by mid-August. 6) Town Board Goals #2 (Community Reinvestment Fund) and #5 (Parking/ Transportation) Prolects update - Director Linnane noted that Public Works is actively involved in the above goals. Discussions continue with representatives from RMNP regarding a viable transportation system between the Town and Park. 7) Street and Parks Dept. Landscaping Projects update - Director Linnane reported that landscaping projects have been completed at the Sr. Center, Hwy. 34 Gateway Sign, and Performance Park. Irrigation and sod issues at Performance Park have been identified and will be corrected under Contractor warranties (fall 2004). There being no further business, Chairman Habecker adjourned the meeting at 9:00 a.m. Rebecca van Deutekom, CMC, Deputy Town Clerk
RECORD OF PROCEEDINGS Regular Meeting of the Estes Valley Board of Adjustment July 13, 2004, 8:00 a.m. Board Room, Estes Park Municipal Building Board: Chair Bill Horton, Members Chuck Levine, Wayne Newsom, Al Sager, Cliff Dill, and Alternate Jeff Barker Attending: Vice Chair Sager, Members Levine, Sager, and Barker Also Attending: Director Joseph, Planner Chilcott, and Recording Secretary Williamson Absent: Chair Horton, Member Dill, Planner Shirk Vice Chair Sager called the meeting to order at 8:05 a.m. The following minutes reflect the order of the agenda and not necessarily the chronological sequence. 1. CONSENT AGENDA a. The minutes of the June 1, 2004 meeting. 2. LOT 8, PROSPECT VILLAGE, 430 PROSPECT VILLAGE DRIVE, APPLICANT: LUIS RUIZ - VARIANCE REQUEST FROM PLATTED SETBACK AND SECTION 4, TABLE 4-5 OF THE ESTES VALLEY DEVELOPMENT CODE. Planner Chilcott stated the applicant requests a continuance to next month's meeting. The applicant was present. It was moved and seconded (Newsom/Levine) to continue this item to the August 3,2004 meeting and the motion passed unanimously with one absent. 3. LOT 1, EPOC SUBDIVISION, A REPLAT OF A PORTION OF LOT 31, MANFORD ADDITION TO THE TOWN OF ESTES PARK, 1300 GRAVES AVENUE, APPLICANT: CHRIS & KAREN STEADMAN - VARIANCE REQUEST FROM SECTION 4, TABLE 4-5 OF THE ESTES VALLEY DEVELOPMENT CODE. Planner Chilcott reviewed the staff report. This is a request for a 9.5 foot variance from the twenty-five foot side yard setback to build an addition to Karen's Flowers 15.5 feet from the western lot line. The existing building is 600 square feet according to the site plan prepared by Van Horn Engineering. The proposed 240 square foot addition (ten by twenty-four feet) will increase the building square footage to 840 square feet. The existing building encroaches into the southern (rear) fifteen foot setback by 2.4 feet. The building is also 25.4 feet from the western (side) property line. Expansion to the north and/or east would require redesign of the adjacent parking lot. A same sized addition to the rear would also require a variance. The proposed addition will not substantially alter the essential character of the neighborhood. With the adoption of the Estes Valley Development Code, the setback increased from fifteen feet to twenty-five feet when the adjacent property to the west was rezoned from "CO" to "RM". Board Member Newsom questioned if the temporary building to the east of the current building would create any problems. Lonnie Sheldon of Van Horn Engineering was present to represent the applicants. He stated the building, placed on site yesterday, is a temporary 6 foot by 8 foot cooler that will be removed once the addition is completed. He also stated the applicants are in agreement with the conditions of approval. Board Member Barker questioned why the addition could not be placed within the setbacks on the lot without reconstruction of the lot. Planner Chilcott stated the development plan for this lot provided shared parking for Karen's Flowers and Allnut Funeral Home; therefore, adding to the north would remove some of the shared parking.
RECORD OF PROCEEDINGS Estes Valley Board of Adjustment 2 July 13, 2004 Mr. Sheldon advised that reconstruction of the lot would be difficult. They could amend the plat to shift the lot line to the west. He stated there would not be an issue if the adjacent property had compatible zoning. He feels a contributing factor is the current placement of the historic cabin on the lot. Based of the existing layout of the building on the lot and the shared parking with Allnut Funeral Home it was moved and seconded (Barker/Levine) to approve a nine foot six inch (9'6") variance from the twenty-five foot (25") western side yard setback to build an addition to Karen's Flower fifteen feet six inches (15'6") from the western side yard setback and the motion passed unanimously with one absent. 4. REPORTS None. There being no further business, Vice Chair Sager adjourned the meeting at 8:27 a.m. Al Sager, Vice Chair Jacquelyn Williamson, Recording Secretary
Town of Estes Park Community Development Department Memo To: Honorable Mayor Baudek Board of Trustees Town Administrator Widmer From: Bob Joseph, Director and Alison Chilcott, Planner 11 Date: July 22,2004 Subject: Supplemental Map No. 2 of Solitude V Condominiums Background. The applicant, Crystal Creek Development, Inc., has submitted a final condominium map application for Supplemental Map No. 2 of Solitude V Condominiums. This consists of two units, Units 1 and 3 on Lot 5, Solitude Subdivision, addressed 1801 Sketch Box Lane. The lot is zoned "A" Accommodations/Highway Corridor and the use is accommodations. Residential uses are not permitted. This map and declaration do not reserve the right to develop additional units beyond those approved with Development Plan No. 02-12, expand units, or withdraw property from the association. Development Plan No. 02-12 has been approved for six resort lodge/cabins on this lot. This condominium map is consistent with the approved development plan with the exception of revisions to deck design. An as-built plan is required once construction of improvements is completed which will reflect the revised deck design. The Town Board approved Supplemental Map No. 1 of Solitude V Condominiums at the April 27, 2004 Town Board meeting. The applicant should discuss business licenses for individually owned condominium units with the Town Clerk's Office and the applicant should notify future owners of condominium units of business licensing requirements. / 1 Budget None. / 4 1 Action. Er--Zil,/ Approval of Supplemental Condominium Map No. 2 »4 C=, ¥VF'IL A of Solitude V Condominiums ?*\PE f EN-- 1 2 1 1 44- _»13 VICINITY MAP WK /12
Town of Estes Park Community Development Department Memo To: Honorable Mayor Baudek Board of Trustees Town Administrator Widmer From: Bob Joseph, Director and Alison Chilcott, Planner 11 Date: July 22,2004 Subject: Supplemental Map No. 3 of Solitude IV Condominiums Background. The applicant, Crystal Creek Development, Inc. has submitted a final condominium map application for Supplemental Map No. 3 of Solitude IV Condominiums. This consists of two units, Units 5 and 6, on Lot 4, Solitude Subdivision, addressed 1855 Sketch Box Lane. The lot is zoned "A" Accommodations/Highway Corridor and the use is accommodations. Residential uses are not permitted. This map and declaration do not reserve the right to develop additional units beyond those approved with Development Plan No. 02-11, expand units, or withdraw property from the association. Development Plan No. 02-11 has been approved for seven resort lodge/cabins on this lot. This condominium map is consistent with the approved development plan with the exception of revisions to deck design. An as-built plan is required once construction of improvements is completed which will reflect the revised deck design. The Town Board approved Supplemental Map No. 2 of Solitude IV Condominiums at the October 14, 2003 meeting. The applicant should discuss business licenses for individually owned condominium units with the Town Clerk's Office and the applicant should notify future owners of condominium units of business licensing requirements. 1 21 Budget ~-W. None. PARK F. I Action. M•»F,/ V Approval of Supplemental Condominium Map No. 3 of ~.rSITE 30•4»3 Solitude IV Condominiums conditioned on calling out .... C.I. Ppoolf Al. Eli right-of-way widths. D il , \-se« 1 r--T~ VICINITY MAP fh 1 1. - 1,0000 +6
Community Development Department Memo To: Honorable Mayor Baudek Board of Trustees Town Administrator Widmer From: Bob Joseph, Director Date: July 27,2004 Subject: Overlook Condominiums, 1St Supplemental Map Background. This is the first 2--t I .9-T-1 11 \ 2 k-1 , 4---2-49-1--ill R.-1 supplemental condominium map for 7. j E- I j i A---#- the Overlook development, located --9/1 0 -1 1 north of the Stanley Hotel. The , // 1 -1 t= 1 Town Board approved the - .. j / ~/ preliminary condominium map in .< February 2004. The proposed --~ 1 ~, ,/ supplemental map finalizes 10 units, j~247-44''' '' Stanley Hotel with 20 units of the 46 approved m 1 14 (3~·oiuids units remaining to be finalized. (.' ft- P k % 4.-LA \ \1, Budget. N/A , ~) 9-22,\ R ki Action. Staff recolnmends 5 1 2 -.-3-----·-1,~,„.ni- 145,21 /// ,__-7-ri . Cla f A 1-$ ./ -r APPROVAL of the proposed condominium map for the Overlook Condominium project, CONDITIONAL TO: 1. Compliance with memo from Town Attorney Greg White to Community Development dated July 12, 2004, concerning minor revisions to the condominium map. 2. The conditions imposed by the Town Board on February 24,2004.
Community Development Department Memo To: Honorable Mayor Baudek Board of Trustees Town Administrator Widmer From: Bob Joseph, Director Date: July 16, 2004 Subject: Ranch M e ad ow 11 C o n d o m i n i u m s Background. The Town Board / approved the preliminary and final -1- condominium maps of Ranch ,~-1 <r =- . Meadow Phase Il on February 10 2004. 5 ,~ff 4 a= This supplemental map finalizes -« four units, and complies with the /07-12-\L - approved plans. There are four 44 / -1·rE-Eli Are. 1 It v--17<4 /0\-7/ f additional units yet to be finalized. N<3- h .\ 97\\3441 \61 /30»02« Budget. N/A + e / / //F\, Action. Staff recommends APPROVAL of the requested supplemental condominium map subject to the conditions of the preliminary condominium map.
Town of Estes Park Community Development Department Memo To: Honorable Mayor Baudek Board of Trustees Town Administrator Widmer From: Bob Joseph, Director and Alison Chilcott, Planner 11 Date: July 22,2004 Subject: Supplemental (Final) Condominium Map for Park River West, Phase XIII Background. Richard H. Wille Trust has submitted a supplemental condominium map application for Park River West Phase XIII. Phase XIII consists of two units, Units 643 and 645, Building 23, located on Lot 1, Park River West Subdivision. The site is adjacent to River Rock Condominiums on Moraine Avenue (CO Highway 36). Lots 1 and 2 of the Park River West Subdivision are zoned "RM" multi-family residential. The condominium map is consistent with the approved development plan with the exception of the proposed finished fioor elevations. An as-built development plan is required once construction of improvements is completed. Location Map The Town Board approved the Supplemental Condominium Map for k--1 'f j : __~_ 7 --1 Park River West Phase XII at the January 13, 2004 meeting. Rwer Rock Condominium Rldg Budget None. Action. g> Approval of the Supplemental Park River We ;t Condominium Map for Park River West Phase XIII. I lili// 1
Memorandum July 16, 2004 To: Mayor John Baudek From: EPURA Chairman Al Wasson and EPURA Director Wil Smith Re: Appointment of EPURA Commissioner Pursuant to our earlier discussion, we have had conversations with our two top choices for a new EPURA Commissioner to replace retiring Coinmissioner Dick Putney. We are pleased to report that Ron Wilcocks has responded, with great enthusiasm, that he is willing to accept this challenge. Ron is a bright young downtown businessman who has demonstrated his interest in our community in a number of ways, including having served on the Knoll-Willows Planning Committee. We heartily recommend that you appoint him to fill the remaining term vacated by Dick Putney, which expires 09/14/06. Let us know if you have questions or desire to discuss anything. Thank you for your favorable consideration. Copy: Vickie O'Connor
MEMORANDUM To: Honorable Mayor Baudek and Board of Trustees CC: Town Administrator Widmer From: Randy Repola ~~· Date: July 21, 2004 Subject: Stanley Park Master Plan Contract Award Background: The Town Board's 2004-2006 goals include development of an implementation plan for improvements to the Fairgrounds at Stanley Park (Goal #6). In order to develop an implementation plan, the Community Development Committee directed staff to seek a consultant to develop a master plan that would provide a vision and plan for future improvements on the site. Therefore, staff drafted and distributed a request for proposals (RFP) from qualified design consultants to provide a master plan for the Fairgrounds at Stanley Park. Staff met with several interested vendors and ultimately received proposals from three of those entities. Interviews were conducted and proposals refined. Ultimately, the following final proposals were received: Vendor Cost DHM $107,032 DSW/Thorp Associates $ 40,000 THK $ 50,000-60,000 All proposals are acceptable and would meet the requirements of the RFP. Budget/Cost: The 2004 Community Reinvestment Budget contains $320,000 for Stanley Park improvements. Recommendation: Sta# recommends awarding the contract for the Stanley Park Master Plan to the team of DSW and Thorp Associates in the amount of $40,000.
DSW r 1.Sk - N 6- n. H '14.14 1. 1·1 -T, 1 '< i ... July 20,2004 Mr. Bob Joseph, AICP, ASLA Community Development Director Town of Estes Park P. O. Box 1200 170 Macgregor Avenue Estes Park, Colorado 80517 RE: MASTER PLANNING SERVICES AGREEMENT FOR STANLEY PARK MASTER PLAN ESTES PARK, COLORADO Dear Mr. Joseph: On behalf of Design Studios West, Inc. (DSW) I am pleased to submit the following proposal for your review and consideration. We are honored to have been selected to assist you and the Town's Steering Committee in the master planning for the revitalization of the Stanley Park Fairgrounds. This proposal is based on our interview on June 23,2004, the addendum to our original proposal, and our previous conversations regarding Stanley Park. Within this agreement for master planning services we are including an updated and already agreed-upon Approach and Scope of Services, along with Assigned Personnel and Roles and Appendices. APPROACH AND SCOPE OF SERVICES Our approach for this scope of work will be to efficiently and effectively prepare a Master Plan that is appropriate for the site conditions and that honors the 2003 "Stanley Park Revitalization Plan" (Plan) stipulated at the pre-proposal meeting. The Plan states that the final master plan "shall include development of multi-use facilities that provide the maximum utilization of the entire grounds while retaining the ability to accommodate and compliment existing uses and customers." The DSW/Thorp team understands both community needs as well as multi-use design, and our proposed work effort is outlined below. Where team" is mentioned throughout this agreement, this group shall include Les H. Smith, our team's equestrian planner. Mr. Smith will be highly involved throughout the project, and participating in person at three to five meetings, as listed later in this Scope. Based on our site visit and meeting with your team on June 2,2004, we have prepared a brief outline of our capabilities and approach. It is our intent for this work effort to occur in three (3) stages, namely:
Stanley Park Master Plan July 20,2004 Page 2 of 8 1. Evaluation of the current Preliminary Master Plan and confirmation of development program; 2. Draft Master Plan, including preliminary design details; and 3. Final Master Plan 1. EVALUATION OF CURRENT PRELIMINARY MASTER PLAN The team will begin by gathering site data and existing planning information for the 42-acre property. Existing uses and event needs will be included in this research effort. As the business plan and preliminary master plan have already been provided, we will compile, collate, review and re-format existing survey data, the storm drainage study, soon to be completed by Van Horn Civil Engineers, and aerial photography into base maps and a general site analysis. The team will also confirm the overall development program with additional concentration on equestrian events. The site analysis may include: surrounding site land use patterns, topographic conditions, vegetative cover and condition, environmental conditions, internal/external views, probable roadway alignments, buildable areas, amenity locations/activities, utility network and access, and other site opportunities and constraints. With such parameters in place, the team will begin to evaluate the current preliminary master plan. Various components of the current plan will be analyzed, including such issues as storm drainage, "Stanley Line" deed restriction, multi-use flexibility, events center location, equestrian arenas & facilities, storage, architectural character, curb appeal, auto/pedestrian/equestrian circulation, auto and RV parking, controlled access, links to trails and adjacent properties, signage & identity, waste dump, utilities, lighting, dust control, and office & amenity locations. Any program-related issues not listed above will also be identified during this phase. Specifically regarding the equestrian event and facility spaces, the following tasks will be performed in finalizing related program elements: A. The team will confer with the fairgrounds staff to identify and understand the full range of current and anticipated Equestrian Events (revenue generating events, as well as, public/social service-based events). Additionally, the team will confer with fairgrounds staff to identify and understand general and long-range goals and objectives for equestrian events to contribute to overall "health and vitality" of the fairgrounds facility and public image. B. The team will confer with the fairgrounds staff to identify and understand current and anticipated issues including: • Equestrian events staging (equestrian event organizer's needs and expectations; equestrian competitor/user arrival, stay, and departure needs and expectations: seasonal equestrian events scheduling)
Stanley Park Master Plan July 20,2004 Page 3 of 8 • Equestrian facility support systems (stable and arena management and maintenance; current and potential additional arenas - sizes, conditions, drainage and dust control, and composition of footing: fencing, barriers, and related facility sub-space separation elements) • Convenience characteristics (current state of and potential improvements to relationships between parking, stabling, and equestrian event facilities/arenas: current state of and potential improvements to equestrian event preparation/warm-up facilities) • Safety features (conflict resolution between vehicular and pedestrians/equestrians during events, conflict resolution between spectators and competitors, overall park/facility security). C. The team will identify equestrian-related Opportunities and Constraints (C)&C) presented by the proposed expansion of multiple-use (Equestrian and Non- equestrian) capabilities of the fairgrounds, and in expansion of the range of hosted equestrian events. One team orientation meeting is expected at project initiation, and another presentation meeting with Steering Committee will be held towards the end of this phase. One meeting will include presence and participation of Les Smith, preferably during a public equestrian event at Stanley Park. 2. DRAFT MASTER PLAN It is our intent to use the Phase Two time period to verify and better understand existing site conditions and to illustrate various land planning concepts that may be appropriate. During this phase the DSW team would prepare one to three concept development plans that conceptually illustrate land use, access, amenity and utility relationships. Preliminary design details and sketch vignettes will be created to define character, and technical details and general specifications for architecture, equestrian areas, parking and pedestrian areas will also be considered at this time. This work effort needs to be accomplished with and reviewed by the steering committee. The various issues listed in Phase One will continue to be studied, and re-conceptualized as necessary with recommendations provided. Specifically regarding the equestrian event and facility needs, the following tasks will be performed in creating the preliminary plans and design details: A. The team will generate and review programmatic and physical design alternatives that mitigate the constraints and capitalize on the opportunities identified in the first phase, with special attention to: • Equestrian Events Programming/Capacities • Facility Physical Design requirements maximizing facilitation of equestrian events • General Daily Equestrian (resident and visitor) Staging, Operations and Maintenance • Special Equestrian Event Staging, Operations and Maintenance
Stanley Park Master Plan July 20.2004 Page 4 of 8 • Aiding Design Team in maximizing the facility's equestrian "imagery" and equestrian event marketability. B. The team will provide "case study" alternative solution examples to O&C issues from related facilities and/or related events venues/promoters. C. The team, along with Staff participation, will evaluate Draft Master Plan Alternatives to arrive at a preferred direction for the Final Master Plan. One Steering Committee meeting will be held mid-phase, and a presentation meeting with the Steering Committee will be held at the end of this phase to establish direction of the Final Master Plan. Two meetings will include presence and participation of Les Smith, preferably during a public event at Stanley Park. 3. FINAL MASTER PLAN With a good understanding of existing site conditions and with the input and direction of the Town steering committee DSW will then prepare the Final Master Plan. This Plan is intended to accomplish several objectives and products with associated costing: • Existing structures to remain and proposed changes • "Character" designs for stall/pavilion structures, restrooms, grandstand expansion, arenas, offices, storage barn, and multi-use building • Master Plan recommendations and required "character" details for landscape, entry plaza, parking layout, RV parking, site circulation for pedestrians, auto & horses/livestock, controlled access for security & ticketing, outdoor lighting, sports field layout & lighting, utilities, fencing and signage. • Arena design concepts with technical recommendations • Preliminary Traffic Study • Rendered illustrative Master Plan with phasing and associated cost estimates per phase Specifically regarding the equestrian event and facility needs, the following tasks will be performed by the team in creating the Final Master Plan: • Recommendations for adjustment of physical facilities proposed in the Final Master Plan • Typical design details and/or catalog systems, addressing specific equestrian issues • Preliminary Cost Estimating (unit cost) assistance and oversight. As mentioned previously the final Master Plan product would be provided in two forms: a printed color booklet created by DSW's Director of Graphic Design for marketing purposes, and a technical binder for staff to use organize and plan construction phases. One coordination meeting will be held mid-phase with the Steering Committee, and the core team is also available to present twice to Town Trustees on project status and the final Master Plan documents. One to two meetings during this phase may involve the presence and participation of Les Smith as needed, and as schedules and budget allow.
Stanley Park Master Plan July 20.2004 Page 5 of 8 ASSIGNED PERSONNEL AND ROLES DESIGN STUDIOS WEST, INC.: MASTER PLANNING, URBAN DESIGN & LANDSCAPE ARCHITECTURE DSW will serve as the prime consultant for the Stanley Park Master Plan project. Some of our primary strengths involve urban design, site planning for community facilities and community identity and design continuity, all of which are important to this project. Our talent and experience define our future success and reputation. We at DSW are very proud to have a senior staff of planners, landscape architects and graphic designers that has been with the firm for several years with loyalty and dedication. For this work effort we have made the following project team assignments: Robert C. Eck, Principal-in-Charge Bob will attend all project work sessions and will make all project presentations to The Town and steering committee. Bob has over 20 years of land use planning and community design experience, and serves as the Vice President of DSW. Bob will assist Terry in managing the project for DSW, providing assignment oversight and will actively assist the project team with planning activities. Donald H. Brandes, Consulting Principal Don is President of DSW, and has an extensive background and practical experience in land planning, regulatory and compliance, site development and construction management. He has a long history with the Town of Estes Park, and will be available as needed for design and planning involvement and consultation. Terry Stone, Senior Associate and Project Manager Terry is a registered Landscape Architect with over 10 years of professional experience, and has been with DSW for over 5 years. Experienced with design work from master planning to construction, Terry will serve as project manager and day-to-day contact for the project. He has been working with EPURA for the past few years, and recently helped design and oversee construction on Performance Park and the Kayak Course. Chad Herd, Director of Design Chad has been with DSW for over 6 years and has over 15 years of professional experience. Chad has several years of experience working with EPURA, and will assist with the design details and illustrations throughout the project. Chris Peterson, Staff Landscape Architect A Landscape Architect with two years of experience, Chris will assist Terry in the planning and design effort. THORP ASSOCIATES, P.C. ARCHITECTS AND PLANNERS. ARCHITECTURAL DESIGN AND PLANNING Roger M. Thorp, AIA, NCARB and his partners at Thorp Associates P.C. will be working with the DSW Master Planning Team, filling the vital role of local architectural design and aesthetic consultant based on direct and personal observation at the site over the twenty-
Stanley Park Master Plan July 20,2004 Page 6 of 8 eight year period of Thorp Associates' involvement in the Town of Estes Park. The ftrm will provide direct knowledge and experience for the team concerning background-programming review of previous master planning studies accomplished for the site, as well as firsthand observation concerning drainage issues, pedestrian access and utilization, and general organization of the overall site. Thorp Associates will assist the design team in developing an appropriate, integrated architectural character in order to accomplish a new and unified identify for Stanley Park. This evaluation will include combinations of renovation and reconstruction to existing buildings, as well as establishing an ambience to the overall site that is in character with its Estes Park mountain setting and heritage. Studies will include evaluation with Town staff members of potential fiexible building assemblies that are available for use on the site. A thorough code review will be accomplished to address alllife safety issues concerning occupancy types, building separations, and such other issues as tying down the number of restrooms necessary per code. Working in tandem with Design Studios West on the overall concept plan for the site, as well as traffic, lighting and other engineering consultants, Thorp Associates will perform a major role in developing the final presentation plans to illustrate the new identity for Stanley Park through renderings and "fly- around" CAD models. LES H. SMITH, ASLA: EQUESTRIAN FACILITIES DESIGN AND PLANNING With his professional practice in site design, specializing in master planning and designing private and public equestrian facilities, Les Smith consults around the country and often in the front-range communities of Colorado. Recently, Les has been working on more multi- use facilities, similar to the goals of Stanley Park. He developed a staged five-year master plan for the Penrose Stadium and Equestrian Facility in Colorado Springs. That planning design and process included design workshops with a full array of Penrose users (Western, English, therapeutic, and breed-specific equestrian users, as well as, hikers, bicyclists, naturalists, etc.). Les has been key in guiding the Penrose facility to developing a broader revenue base by adding non-equestrian year-round income generating uses, such as cultural, exposition, and convention events. Les's 20-year-plus involvement in cross country course design for the sport of -eventing" has brought him extensive knowledge of successful and not-so-successful equestrian facilities. This broad exposure to so many different facilities across the nation has afforded Les an intense review and education in facility attributes (equestrian facility arenas, equestrian facility support systems, facility convenience characteristics, and facility safety features). Unique to Les Smith's qualifications is his participation in equestrian events as a competitor and horse owner (1980s to present). This has amplified his ability to provide design consultation with a clear and pragmatic 'user perspective'... 'using' facility stabling, 'using' facility arenas and structures, 'using' facility support systems, 'using' facility convenience characteristics, and 'using' facility safety features. Les's competitions and competition research has helped him develop a full understanding of needs and expectations related to rodeos, contesting, and other types of "Western" horse sporting. Finally, Les has a full understanding of the complex issues related to arena footing styles and arena material composition. Each equestrian sport has distinctive and different needs and expectations for the 'ideal' arena footing Oumping, barrel racing, dressage, rodeos, etc.). Les has had
Stanley Park Master Plan july 20,2004 Page 7 of 8 extensive experience in developing arena footing specifications and maintenance strategies that adequately resolve this dilemma that is common to all equestrian facilities in developing multi-use/multi-sport equestrian arenas. Les will work regularly with the DSW team via phone and email, and plans to attend a minimum of three team/Steering Committee meetings throughout the process, and possibly two additional meetings as needed. In order to avoid expensive travel costs, the team will attempt to schedule at least three of these meetings when Les is already in Colorado working on other projects. FELSBURG HOLT & ULLEVIG: TRANSPORTATION PLANNING Felsburg Holt & Ullevig is a consulting firm that specializes in transportation planning, traffic engineering, and civil engineering design. The philosophy of the firm is to provide high quality professional services on complex transportation and design problems with emphasis on developing creative and results-oriented solutions. Each Principal of Felsburg Holt & Ullevig, with many years of technical and management expertise, is actively involved in both the technical and community involvement aspects of company projects. The company adheres to the multi-disciplinary team concept and has extensive experience in both managing multi-disciplinary professional teams as well as serving as a subconsultant on major projects. Felsburg Holt & Ullevig (FHU) has the transportation planning capabilities and knowledge of Estes Park traffic conditions to assist the Town in identifying and resolving transportation- related issues as part of the Stanley Park Fairgrounds Master Plan. As the steering committee deems appropriate, FHU is available to perform an Inventory and Review of Existing Conditions, Inventory and Review of Existing Conditions, Coordination with CDOT on Highway 36, and create a report to detail the findings of the inventory, review, and analyses. SCHEDULE OF COMPLETION Upon authorization to proceed, our team anticipates needing 5-6 months to complete the work items described above, including final approval by the Town Board. FEES AND EXPENSES Our -best estimate" of Professional Fees for the work described above is: Base Services: DSW Thorp Assoc L.H.Smith* TOTAL Evaluation of Exstg.Plan: $4,000.00 $2,500.00 $2,500.00 $9,000.00 Draft Master Plan: $7,500.00 $4,000.00 $4,200.00 $ 15,700.00 Final Master Plan: $8,500.00 $3,500.00 $3,300.00 $15,300.00 Total: $20,000.00 $10,000.00 $10,000.00 $40,000.00
Stanley Park Master Plan July 20.2004 Page 8 of 8 Add Alternate: Preliminary Traffic Impact Study by FHU: $4,000.00 Total Please refer to the following pages for more specific scope options provided by FHU. Direct Expenses. such as printing, outside reprographics, and travel/mileage will be invoiced separate and in addition to the Professional Fee, and are generally estimated to be 10% of the total fee, or $4,000.00. *Any/all travel expenses for Les Smith are estimated to be an additional $2,000.00. Please refer to attached Appendices A, B and C for standard detailed agreement information such as method of compensation, hourly rates and additional services. In summary, we are hopeful that the proposed scope of work, staff assignments, schedule and fee meet your needs and expectations for the Stanley Park Master Plan project. This letter and its attached Appendices comprise our complete Letter of Agreement. Appendix A is the Method of Compensation, Appendix B is our Standard Hourly Rates and Appendix C is our standard Work Release Form for authorization of work beyond this scope. Bob, we are very pleased to be included on this impressive project and look forward to working with you, the Stanley Park Operations staff and the entire Estes Park team. If this Letter of Proposal is satisfactory, please sign below and return a copy as our authorization to proceed. Feel free to contact me at your earliest convenience if you have any questions regarding this proposal. We look forward to the initial orientation meeting with you and the Steering Committee soon. Very truly yours, DESIGN STUDIOS WEST, INC. APPROVED AND ACCEPTED: TOWN OF ESTES PARK Robert C. Eck, ASLA John Baudek Vice- President Mayor, Town o f Estes Park Date Attachments: Appendix A: Method of Compensation Appendix B: Hourly Rates Appendix C: Work Release
APPENDIX A - METHOD OF COMPENSATION A. Consultant shall be compensated on an hourly basis, plus expenses. B. Client shall be responsible for and pay all direct expenses of Consultant, separate and in addition to the professional fee. C. Consultant shall submit to the Client a detailed invoice for all time and direct expenses spent in the performance of services by Consultant for the preceding month. Such invoice shall itemize all Consultant's time and expenses for that project. The Client reserves the right to require additional information from Consultant substantiating any and all such compensation sought by Consultant before accepting the invoice. The Client shall compensate Consultant within ten (10) days upon receipt of an invoice or its acceptance if additional information is required. When additional information is required, the Client shall so advise Consultant in writing giving its reasons, following the same procedure if it objects to the payment of any item on an accepted invoice as being outside the scope of this Agreement. Payments not made within thirty (30) days of the receipt of acceptance of an invoice shall bear interest at the rate of two percent (2%) per month. Failure of Client to pay Consultant within forty-five (45) days after receipt and acceptance of Consultant's invoice shall allow Consultant, after giving seven (7) days written notice to Client, to suspend services under this Agreement until his outstanding invoices which have been received and accepted by the Client have been paid in full. Payments made by the Client shall not constitute a waiver of the Client's right to object to and seek relief for any error, omissions, or corrections to which the Client is entitled. D. In contracting with Consultant for professional services, the Client warrants that funds are available to compensate Consultant for the total amount of service and expenses contracted for, and that these funds are neither encumbered nor contingent upon subsequent granting of approvals, permits, or financing commitments by lending institutions or other third parties. E. The Client shall reimburse the Consultant for all direct expenses listed below at cost, plus 10% for administration and handling. 1. Transportation. The Client shall reimburse Consultant for reasonable expenses actually incurred by Consultant in transportation and travel in the performance of Services for the Client. Travel expenses shall include coach airfare, meals, lodging, and vehicle expenses in connection with trips requested and authorized by the Client. Mileage shall be reimbursed at the rate of $0.35/mile. 2. Long distance telephone calls, telegrams, special delivery, messenger services, facsimile transmissions, postage and shipping costs. 3. Fees paid for securing approval of governmental agencies having jurisdiction over the Project(s). Design Studios West, Inc. Appendix A - Method of Compensation Page ·A - 1
4. Volume reproduction and handling of drawings and specifications, reports, or other work-related items produced by Consultant. 5. Outside consultants and sub-consultants. The Client shall reimburse Consultant for all actual costs and expenses plus 15% for outside consultants and sub-consultant services. Such special consultants which may be required would include: geotechnical, surveying, legal, economic, electrical, irrigation, structural, and other specialty engineering. 6. Photo supplies and development, drawing enlargement, duplication and offset work. 7. If the contract required Consultant to incur specific costs not detailed in Items 1 through 6 above, then Consultant will be reimbursed for those costs plus 10% for administration and handling. F. All other costs and expenses incurred by Consultant not otherwise specifically compensated for above shall be deemed non-reimbursable costs and shall be borne by Consultant. G. No overtime rates shall be charged to the Client by the Consultant in the performance of any services called for in this Agreement. In addition, Consultant shall obtain the same covenant from outside consultants and sub-consultants hired by Consultant for which Consultant is entitled to reimbursement of services. If the Project is suspended or abandoned in whole or in part for more than two (2) months, the Consultant shall be compensated for all services performed prior to receipt of written notice from the Client of such suspension or abandonment, together with Reimbursable Expenses and all termination expenses. If the Project is resumed after being suspended for more than two (2) months, the Consultant's compensation shall be equitably adjusted. Design Studios West, Inc. Appendix A - Method of Compensation Page A-2
APPENDIX B - HOURLY RATES The Client shall compensate Consultant for the Scope of Services in the following manner: On a monthly basis the Client shall compensate consultant on an hourly basis, plus expenses. These hourly rates shall be considered as fixed for one calendar year from the date of the Agreement. The following hourly rates include overhead and profit. These rates reflect the varied expertise levels that we feel will be required for your project. Category Typical Tasks Hourly Rate Principal/Director Project Administration, Management and $ 125.00 Control Senior Associate Communications and Team Management, 100.00 Master Planning, and Design Senior Landscape Architect Project Planning and Design, Technical Review 85.00 Landscape Architect Design, Site Analysis and Inventory, 60.00 Construction Documentation, Graphics, and Specifications Staff Landscape Architect Base Mapping, Design Detailing, Computer 45.00 Technical Graphics, Construction Detailing, and Systems Operator Administration/Clerical Word Processing, Report and Specification 35.00 Preparation, and Invoice Documentation Design Studios West, Inc. Appendix B - Hourly Rates Page B-1
APPENDIX C - ADDITIONAL SERVICES/WORK RELEASE Date: Client: Project: Work Description: Schedule of Completion: Estimate of Professional Fees: This work release has been reviewed and accepted by: DESIGN STUDIOS WEST, INC. TOWN OF ESTES PARK By: By: Title: Title: Date: Date: Design Studios West. Inc. Appendix C - Work Release Page C-1
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.. Memo Date: July 23,2004 TO: Board of Trustees From: Gregory A. White, Town Attorney Randy Repola, Assistant Town Administrator Scott Dorman, Fire Chief Subject: Reimbursement of Commercial Property Taxes - Fire District The Town of Estes Park and the Estes Park Volunteer Fire Department have been involved over the past two years in the formation of the Estes Park Fire Protection District (the "Fire District"). The Service Plan for the proposed Fire District was approved by the Larimer County Board of Commissioners on June 1, 2004. A Petition requesting formation of the Fire District was filed on June 24,2004 in the District Court, Larimer County, Colorado. A Hearing on said Petition is set for August 2, 2004 in the District Court, Larimer County, Colorado. It is anticipated the District Court will order the question of the formation of the Fire District along with the request for the Fire District to impose a 3.5 mill levy on all real and personal property located within the Fire District be placed on the general election ballot of November 2,2004. Accompanying this ballot question will be the election of the first Board of Directors of the Fire District. If the eligible electors of the Fire District approve the formation of the Fire District and the accompanying 3.5 mill levy, the operations, including capital expenditures, of the Estes Park Volunteer Fire Department will be funded through property taxes beginning in January of 2005. The Gallagher Amendment to the Colorado Constitution requires that commercial property be assessed at 29% of its actual fair market value and residential property to be assessed at 7.96% of its actual fair market value (2003 rates). As such, commercial properties pay a disproportionate share of real property tax than residentially assessed property of equal market value. The Resolution accompanying this Memo will equalize this inequity by instituting a reimbursement to commercial property owners paying ad valorem property tax on real and personal property located within the Town limits.
9. The attached summary is an example of the effect of the 3.5 Fire District mill levy on commercial property in the Town and residential property. BUDGET The effect of the reimbursement on the Town's General Fund is a yearly outlay of approximately $198,062 in General Fund monies to fund the reimbursement program. See attached summary. ACTION It is the recommendation of Community Development Committee and Staff that this Resolution be approved by the Board of Trustees. 2
RESOLUTION NO. 11-04 WHEREAS, the Service Plan for the proposed Estes Park Fire Protection District was filed in Larimer County, Colorado, on April 1, 2004; and WHEREAS, the Service Plan was approved by the Larimer County Board of Commissioners on June 1, 2004; and WHEREAS, a Petition has been filed in the District Court, Larimer County, Colorado, requesting formation of the Estes Park Fire Protection District; and WHEREAS, a Hearing on said Petition has been set for August 2,2004; and WHEREAS, it is anticipated that the District Court will refer the formation of the Estes Park Fire Protection District to the eligible electors of the District at the general election of November 2,2004; and WHEREAS, as a part of the formation of the Estes Park Fire Protection District, the eligible electors will be asked to approve a mill levy of 3.5 mills to fund the operation, including capital expenditures, of the Estes Park Fire Protection District; and WHEREAS, if the Estes Park Fire Protection District is approved by the eligible electors of the District, a disproportionate share of the real property taxes will be paid by owners of commercial properties due to the provisions of the Gallagher Amendment to the Colorado Constitution (residential property is assessed at 7.96% of market value and commercial property is assessed at 29% of market value); and WHEREAS, it is the opinion of the Board of Trustees of the Town of Estes Park that the Town should lessen the impact of the disproportionate payment of real property taxes for the funding of the Estes Park Fire Protection District by commercial property owners in the Town; and WHEREAS, it is the opinion of the Board of Trustees that the Town enact a policy to reimburse owners of taxable commercial real and personal property lying within the boundaries of the Town of Estes Park in an amount equal to the difference between the assessed rate of residential and commercial property; and WHEREAS, it is the opinion of the Board of Trustees that said reimbursement shall continue for a period of three (3) years. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK as follows: 1
1. If the Estes Park Fire Protection District is approved by a vote of the eligible electors of the District and a mill levy of 3.5 mills is imposed upon all real and personal property located within the Estes Park Fire Protection District for payment in the calendar years of 2005, 2006 and 2007, the Town shall reimburse any owner of commercially assessed real and/or personal property paying said property tax located within the boundaries of the Town of Estes Park an amount equal to the difference between the property tax paid on a commercially assessed property and property assessed at the residential rate. 2. The appropriate officials and staff of the Town of Estes Park are herby authorized to take all administrative actions necessary to carry out the terms and conditions of this Resolution including, but not limited to, development of a program for reimbursement of taxes paid for the calendar years of 2005, 2006 and 2007, and making appropriate adjustment in the Town's Budget for the years 2005,2006 and 2007. Dated this day of ,2004. Mayor ATTEST: Town Clerk 2
FIRE DISTRICT MILL LEVY . Prepared by: Town Attorney White July 21, 2004 3.5 MILLS COMMERCIAL PROPERTY $300,000 Real and Personal Property Actual Fair Market Value X 29% $ 87,000 Assessed Value x .0035 3.5 mills $304.50 Tax RESIDENTIAL PROPERTY $300,000 Actual Fair Market Value X 7.96% $23,880 Assessed Value x .0035 3.5 mills $83.58 Tax REIMBURSEMENT PERCENTAGE CALCULATION $304.50 Commercial Property Tax -83.58 Residential Property Tax $220.92 220.92 divided by 304.50 = 72.55% $273,000 x 72.55% = $198,062 Total Commercial Tax Reimbursement Fire District Assessed Valuation $241,000,000 Town of Estes Park Assessed Valuation $145,187,000 Percentage in Town 60.2% Percentage out of Town 39.8% In Town Percentage Residential 66,000,000 45.5% Commercial 79,000,000 54.5% (Including vacant land) Based on the above: Commercial property in Town would pay approximately $273,000 of the total taxes for the Fire District.
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