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HomeMy WebLinkAboutREPORT 2024 Strategic Plan Progress16/29/2024 2024 Town of Estes Park Strategic Plan Progress Report June KEY OUTCOME AREAS Party Responsible On Track Behind Schedule Hold/ Tabled Done*% Complete Comments EXCEPTIONAL GUEST SERVICES - We are a preferred Colorado mountain destination providing an exceptional guest experience. Produce a new event in January of 2024 (First People's Festival).Rob Hinkle 100%First Peoples Festival was held January 12-14, 2024. Implement a new user-friendly and robust ticketing system for events.Rob Hinkle 100%FareHarbor Ticketing is being used presently for all of our events in 2024. Design a new user friendly Events Division website using a different website platform.Rob Hinkle 50%Staff are training on how to build the website on Creative Cloud. On track to be completed this Fall. Develop and implement a more robust social media program.Rob Hinkle 60%Looking into other social media platforms to expand our reach. Staff will be launching an Instagram account in June. Visitor Services will implement a plan to cross promote Town signature events.Rob Hinkle 100%Visitor Services staff will work with the Events Department on promoting each signature event. These events will be promoted on the TV screen along with displays in the Visitor Center. Continue to work with the Fine Arts Guild to evaluate the feasibility of a performing arts center in Stanley Park.Rob Hinkle 70% Working with Design Concepts to review the Master Plan and the feasibilitiy of a performing arts center. Initial costs for relocation were presented to the Town Board on April 9 and the Town Board directed staff to continue. Encore will be meeting with the Museum about the possiblity of partnering with the Museum on their possible future expansion. Enhance the visitor experience in the Visitor Center through Estes Park imagery and artifacts.Rob Hinkle 50% Met with Rebecca from Visit Estes Park and with Mikaela from EP Museum. Both are enthusiastic and supportive of the project. Discussed potential "Then and Now" style imagery & the process for obtaining permission to use images from Museum library. Discussions also held with the Rocky Mountain Conservancy about potential projects to enhance the visitor experience. Update the conceptual design and cost estimates for the Stall Barns and develop a plan to fund the improvement. (2022 CARRYOVER)Rob Hinkle 50%Study to update the conceptional design with cost estimates of the stall barns is in the 2024 budget. Putting together an RFP. GOVERNMENTAL SERVICES AND INTERNAL SUPPORT - We provide high quality support for all municipal services. Implement supervisor training for all Town employees with direct reports.Jackie Williamson 10%Managers provided direction to HR to hold the training this fall. Complete 2024 Organizational Culture Survey and develop an action plan based on the findings.Jackie Williamson 75%The 2024 Organizational Culture Survey completed by staff and report completed by Graves Consulting has been shared with all employees. Work on an action plan has begun. Refresh the Human Resources Strategic Plan and share next steps with the Town Board.Jackie Williamson 0%New HR Tech has begun and is being onboarded. This work will begin shortly. Complete a benchmark study of employee benefit packages.Jackie Williamson 15%New HR Tech has begun and is being onboarded. This work will begin shortly. A number of resources have been identified to support the project. Create a public-facing dashboard to share performance measurement data.Kate Miller 30%Research phase is almost complete. Staff expect to complete a draft with all departments by early fall and a final draft by the end of 2024. Posting will take place in early 2025. INFRASTRUCTURE - We have reliable, efficient, and up-to-date infrastructure serving our community and customers. Complete a draft Big-Thompson raw water supply line route analysis.Reuben Bergsten 20%Request for Qualifications (RFQ) developed for preliminary design with an implementation plan and route considerations, the RFQ will be issued in July of 2024. Establish a baseline water loss record using our new Water Audits and Loss Control Program.Reuben Bergsten 100%Baseline AWWA M36 Audit is completed. Submit funding application(s) for the federal Infrastructure Investment and Jobs Act program and determine if in-house labor will be an eligible expense.Reuben Bergsten 90%Application submitted to the State Drinking Water Revolving Fund. Proposed project combines Spruce Knob Water Company with Carriage Hills. The $5M principle forgivness has shrunk to $1M. Explore joint funding options for storage and intermittent renewables with PRPA.Reuben Bergsten 90%GRIP grant proposal was invited to move to the application stage. An ongoing effort. A DOLA application for Grid Resiliency was submitted. Complete a Zero-Emission Fleet Transition Plan.Jason Damweber (PF)5%CDOT grant received and scheduled for Town Board action. Start design efforts and pursue land acquisition necessary to relocate the Police Department out of Town Hall.Greg Muhonen (DP)15% Design cannot start until land location/acquisition contract is established. PW is in dialogue with owners of a pair of land parcels, and have ceased negotions with two other parcel owners. Inquiry has been sent to the Bureau of Reclamation regarding potential use of BOR land for a multi-jurisdictional emergency operations center. An application for CDS grant funding for project design was submitted to Senators Bennet and Hickenlooper on March 29. This Objective will need to be carried over to the 2025 Strategic Plan. 26/29/2024 Pursue grant funding for private and/or public flood mitigation and stormwater projects.Greg Muhonen (JB)Ongoing PW continues to monitor grant announcements for potential stormwater project funding. GEI Consultants started work in August 2023 on the Project Scoping for Capacity Improvements on the Big Thompson River and Fall River. Scoping completion is expected by the end of 2024 with a final report expected in early 2025. This effort will establish a solution concept for use in applying for future stormwater infrastructure design and construction grant funding. An initial public meeting regarding river design concepts was held on May. The second public meeting is scheduled for June 12. Complete at least one stormwater CIP project from the list included in the Stormwater Drainage System Maintenance Policy.Greg Muhonen (JB)0%Progress on this objective is paused until the Stormwater Maintenance Policy is completed and the Stormwater Engineer is hired. The advertisement for the Stormwater Engineer is currently posted. Complete construction of Trailblazer Broadband system for customers in the electric service area.Reuben Bergsten 90% No further buildout progress without additional funding. Larimer County has offered to help with a BEAD application for Highway 34 and possibly Pinewood Springs. Future construction is dependent on funding sources. Construction is complete to 90% of our electric customers. The remaining 10% is our highest-cost construction with few customers. We have been encoraged by our IGA partners to apply for a BEAD grant. Conduct a feasibility study and take-rate report on a Trailblazer Broadband program to help provide access at a reduced or free rate to economically challenged families within the Trailblazer service area. Reuben Bergsten 10%The Affordable Connectivity Program (ACP) has officially announced funding depletion by the end of April, with no replacement. We are working to gather updates from our IGA partners to see what they are offering in lieu of the ACP. Develop, fund, and implement a stormwater drainage system maintenance program. (2023 CARRYOVER)Greg Muhonen (JB)65% PW staff met on April 24 to review the draft Stormwater Maintenance policy and project list. A Town Board study session is proposed to discuss options for resolving drainage issues along roadways (ie retrofitting streets with concrete curb and gutter, eliminating or upsizing driveway culverts, etc). Staff will focus on hiring a new Stormwater Engineer to lead this planning effort. The advertisement for the Stormwater Engineer is currently posted. Update the Water Master Plan. (2023 CARRYOVER)Reuben Bergsten 65%Added an excercise to detirme the recommended number of future plants. Consultants completed six of eleven technical memos (TM) that feed into the master plan. Make funding and staffing plan for a capital construction projects crew. (2023 CARRYOVER)Reuben Bergsten 50% Several capital construction projects are being supported by the project crew Supervisor. The Federal Bipartisan Infrastructure Law (a.k.a. the Infrastructure Investment and Jobs Act) requires contractors, not forced account (staff) labor. This may change our approach on developing a capital construction projects crew. Assist the Town Board with determination of a guiding policy regarding the Town and private-sector roles in implementing the Electric Vehicle Infrastructure & Readiness Plan. (2023 CARRYOVER) Travis Machalek 95% A Study Session was held on June 11th to discuss the Board's guiding policy regarding the relative roles of the Town and the private sector in implementing the Electric Vehicle Infrastructure & Readiness Plan. The Town Board indicated a preference for the Town to provide the parking infrastructure and access to electric infrastructure necessary for a private provider to own and operate the charging stations. A private provider will be selected through a Request for Proposal (RFP) process when the Town's charging data indicates that more electric vehicle charging infrastructure is needed. Management Analyst Simpson will record this direction in an implementation document for future reference. Install Phase 1 & 2 Town Hall Variable Refrigerant Flow cooling units. (2022 CARRYOVER)Greg Muhonen (DP)10% The Invitation to Bid package was advertized on BidNet on May 30, 2024. The Prebid meeting was held June , and the Bid Opening was conducted on June 27, 2024. A contract will be coming before the Town Board for consideration shortly. OUTSTANDING COMMUNITY SERVICES - Estes Park is an exceptionally vibrant, diverse, inclusive, and active mountain community in which to live, work, and play, with housing avaialble for all segments in our community. Review data on needs of senior community in Estes Park and evaluate actions that the Town could take to address these needs.Travis Machalek 10% Staff are reviewing data from the Larimer County Community Health Survey (2022), the Larimer County Office on Aging Report on Community Conversations (2022), and the Larimer County Office on Aging Community Assessment Survey for Older Adults (2023). Establish a timeline and funding strategy for a Parks and Open Space Master Plan.Greg Muhonen (BB)100% PW estimates this plan will cost 150k. Staff will research grant funding opportunities in 2024 and submit a 2025 budget Decision Package as needed for funding. Pending approval of this funding in the 2025 budget, PW will develop an RFP to hire a consultant and start the Master Plan process in Q1 2025. Continue rewriting the Estes Park Development Code. (Multi-Year Objective)Steve Careccia 5%The RFP was issued June 14. Proposals are due July 15. Establish a timeline and funding strategy to implement the recommendations identified in the ADA Transition Plan.Jason Damweber (PF)5% The updated ADA Transition plan was adopted by the Town Board February 13, 2024. Facilities staff intend to address the high priority / low-cost facility items in 2024 using operational funding. Impacted Town Divisions will annually review the deficiencies lists and submit proposed budget Decision Packages for corrective action funding commencing in 2025. Expand the greenhouse footprint and production capacity to service expanding planting demands on public properties. (2023 CARRYOVER)Greg Muhonen (BB)15%The building design is complete. Derek Pastor completed ITB and the Pre-bid meeting was held on June 27, 2024. Explore an annexation policy with Larimer County after the adoption of the Comprehensive Plan. (2023 CARRYOVER)Steve Careccia 5%Town and County executive leadership will meet to discuss policy objectives. Formal discussion should start late summer/early fall of 2024. PUBLIC SAFETY, HEALTH, AND ENVIRONMENT - Estes Park is a safe place to live, work, and visit within our extraordinary natural environment. Continue to enact the Implementation Plan developed from the Environmental Sustainability Task Force recommendations. (Multi-Year Objective)Jason Damweber Ongoing See ESTF Implementation tracking sheet. Explore collaboration on sustainability management with partner entities and evaluate what sustainability actions the Town Board wants to accomplish.Jason Damweber Ongoing Town and VEP staff have met to discuss opportunities to collaborate, especially in light of their Sustainability position and approach to marketing sustainable tourism. Larimer County Climate Smart and Future Ready Plan implementation phase started, with an interactive dashboard available here. We are exploring grant opportunities with the County to assist with the CSFR implementation locally. The Town Board adopted a muliti-year goal to "Establish the Town's role in environmental stewardship and sustainable practices" in the 2025 Provisional Strategic Plan." 36/29/2024 Complete updates to the Intergovernmental Agreement for Solid Waste Programming and Infrastructure Improvements.Travis Machalek 20% 4 out of the 5 original parties to the IGA for Solid Waste Programming and Infrastructure Improvements have placed the IGA into abeyance (Fort Collins is the only member of the original IGA who has not). Renewed IGA conversations are expected to start soon. The Town and County will continue meeting to discuss Estes Park's specific solid waste needs. Review and update the Town's Emergency Management function.Travis Machalek 5%Chief Steward and TA Machalek have begun discussing potential approaches to Emergency Management. Implement Phase 4 of the Security Camera project to address the needs of the Event Center and the associated parking area. (2022 CARRYOVER)Jason Damweber (PF)15% Facilities has teamed with IT to bring their expertise on digital image data storage, servers, and other technology into the selection process. We are searching for another provider that can connect to our existing system and supply service and cameras for the Event Center and Fairgrounds.The timeline for procurement and implementation will be established in Q3. I.T. has taken the lead on this and will refer to Facilities if any structural issues arise. ROBUST ECONOMY - We have a diverse, healthy, year-round economy. Work with the Estes Chamber of Commerce and Downtown businesses to evaluate implementation options for the Downtown Plan. Travis Machalek 5% Town Administrator Machalek had an initial meeting with Chamber Executive Director DePasquale to begin these conversations. The first step in this process will be working through how to best engage all of the downtown businesses in the discussion. No additional progress to report at this time. TOWN FINANCIAL HEALTH - We will maintain a strong and sustainable financial condition, balancing expenditures with available revenues, including adequate cash reserves for future needs and unanticipated emergencies. Implement a new Enterprise Resource Planning system. (Multi-Year Objective)Duane Hudson 25% ERP and Utility Billing system contracts have been finalized. Beginning to develop the implementation calendar with Tyler and then will loop back with SpryPoint to plan out their implementation. The draft RFP for HRIS/Payroll system was reviewed with changes requested still in process. Implementation may slow down as ERP Manager Hudson resumes Interim Finance Director duties. TRANSPORTATION - We have safe, efficient, and well-maintained multi-modal transportation systems for pedestrians, cyclists, motorists, and transit riders. Complete the construction of the Cleave Street Improvements.Greg Muhonen (JB)35% The construction contract with ABC Asphalt, Inc, was approved by the Town Board at their June 11th meeting. Construction is now projected to begin in late October 2024 which will push project completion into spring 2025. Utility relocations continue with Power crews undergrounding the electric lines at the east end of the corridor. They are also installing conduit for the TDS Telecom utility, who will be relocating their overhead lines soon. Removal of the TDS lines from the utility poles will now occur in the fall in order to avoid impactful outages to the businesses when the services are switched over to the new infrastructure. After this, the poles can be removed. In late June or early July, PW Streets crews will move in to mill the roadway surface and place 4"-5" of recycled asphalt pavement (RAP) to provide an all weather surface until roadway construction begins in late October. Complete the street rehabilitation of 1st Street, 2nd Street, 3rd Street, North Court, and South Court and provide ADA compliant pedestrian facilities following the water main and service installation project. Greg Muhonen (JB)20% Phase 1 construction (3rd Street, North & South Courts) has been awarded to Wagner Construction and construction has begun. Milestone completion for paving is October 15th. Due to funding constraints, roadway and sidewalk work on 1st and 2nd Streets will be delayed until 2025.. Complete rehabilitation of West Elkhorn Avenue from Moraine Avenue to Far View Drive.Greg Muhonen (JB)25% This project is included in the 2024 STIP. This work has been paused until after October 20, 2024 at the request of W Elkhorn business owners and direction from the Town Administrator. This Objective may need to be carried over to the 2025 Strategic Plan. Deliver technical support and public communication assistance for construction of the Downtown Estes Loop by FHWA. (Multi-Year Objective)Greg Muhonen Ongoing Town staff continue to work with Central Federal Lands, the Federal Highway Administration, and CDOT on the construction of the Downtown Estes Loop. Project weekly updates can be viewed at downtownestesloop.com. Seek funding and create an implementation timeline for the year-one recommendations from the Transit Development Plan.Greg Muhonen (DK)60% The consultant team presented results of community engagement efforts, existing conditions assessment and preliminary recommendations to the public at an open house on May 21, 2024 in coordination with the 2045 Transportation Plan. The Transit Development Plan is expected to be completed by the end of 2024. This is too late to seek grant funding and establish an implementation timeline to inform the 2025 budget. This Objective will need to be carried over to the 2025 Strategic Plan. Select specific recommendations from the Multimodal Transportation Plan for budgeting and implementation in 2025.Greg Muhonen (JB)25% An open house was held on May 21st to collect public feedback on the list of potential projects proposed by the initial online outreach efforts. Although lightly attended, Staff is confident that the secound round of online outreach will yield equally successful results as did the first round. The Mutimodal Transportation Plan is expected to be completed by the end of 2024. This is too late to inform the 2025 budget. Implementation of recommedations will need to be delayed to the 2026 budget. Construct a single-deck parking structure above the Big Horn parking lot.Greg Muhonen (DP)6% The design was delayed by staff changes and the need to discuss expanded scope with the Town Board. Three level parking structure is estimated to cost $5M. Funding is not budgeted. Construction will not be completed in 2024. The RFP for design services will be advertised June 14, 2024. The Preproposal Meeting is scheduled for June 20, and written fee proposals are due July 10. Proposed completion date on the design is February 2025. Bidding could commence shortly thereafter if construction funding is in place. Seek funding to construct the Visitor Center Parking Lot Improvements and the first phase of the US 34 Corridor Improvements.Greg Muhonen (JB)90% Due to funding shortfalls, it was necessary to eliminate the US34 Corridor study from the project. Approximately $1.1 million has been appropriated for the parking lot construction through CDOT grants and Town matching funds. Currently awaiting the Intergovernmental Agreement (IGA) from CDOT. 46/29/2024 Actively participate in the US34 Coalition and Transportation Management Organization planning and project implementation.Greg Muhonen (DK)ongoing P&T Manager Klein attended the monthly US34 Coalition meetings and GoNoCo Board meetings on June 6, 2024. Pursue CDOT Safe Routes to School grant funding for the design of the segment of the Community Drive Multi-Use Trail between Brodie Ave and Graves Ave.Greg Muhonen (JB)0% A call for proposed SRTS Grant projects is expected in August of 2024. However, with current staff capabilities, we believe that this relatively short segment of trail can be designed in-house and built using 1A funds. Staff feels that the segment from Manford to US 36 will be a better, more attractive project for SRTS funding. Complete the design of the Fall River Trail.Greg Muhonen (JB)25% Staff was successful in acquiring a $45K design grant from CPW for this project. The $203,539 design contract with Otak, Inc. was approved by the Town Board on March 26th. Notice to Proceed was issued on March 28th and design is expected to be complete by December 2024. Develop, fund, and implement a public trail maintenance program. (2022 CARRYOVER)Greg Muhonen (JB)10%Staff is evaluating whether to develop this plan in-house or make it a part of the overall design of the US34 and Hwy 7 trails redesign. Further discussions are forthcoming.1A funds are expected to be the revenue source for this effort. Complete the construction of the roundabout improvements on US 36 at Community Drive. (2022 CARRYOVER)Greg Muhonen 95% The new intersection opened to unrestricted traffic flow on October 5. The new street light poles are installed and guard rail corrections completed. Landscaping of the central island and north side of US 36 has begun and will be completed by our PW Parks team soon. Utilize SB267 grant funds to design transit & parking improvements in the Visitor Center Parking Lot. (2023 CARRYOVER)Greg Muhonen (JB)25%The design Consultant, Kimley-Horn, presented several design alternatives to PW staff and TAB in May, and is currently in the process of evaluating those alternatives in order to determine a preferred alternative. * for multi-year projects, DONE refers to the portion of the project planned for the current year.