HomeMy WebLinkAboutMINUTES Town Board 2015-01-13Town of Estes Park, LarimerCounty, Colorado, January 13.2015
Minutes of e Regular meeting of the Board of Trustees of the Town of Estes
Pork, Lahmer County, Colorado. Meeting held in the Town Hall in said Town
of Estes Park on the 13 th day of January 2015.
Also Present:
William C.Pinkhann.Mayor
Wendy Koenig, Mayor Pro Tenn
Trustees John Ericson
Bob Holcomb
Ward Nelson
Ron Norris
John Phipps
Frank Lancaster, Town Administrator
Greg White, Town Attorney
Jackie VViUiennson, Town Clerk
Absent None
Mayor Pinkham md|nd the meeting to order at 7:00 p.m. and all desiring to do so,
recited the Pledge of Allegiance.
RESOLUTION OFRESPECT FOR SENATOR UQALL
Mayor Pinkham presented to the public a Resolution of Respect for Senator Udall and
thanking him for his years ofsupport tothe community cfEstes Park.
PUBLIC COMMENTS.
TRUSTEE COMMENTS.
Trustee Norris thanked the utilities staff for their quick response to the recent utility
outings. Horeminded the public ofthe upcoming VVinterfent.
Trustee Holcomb ababyd the next Parks Advisory Board meeting would be held on
January 21, 2015 at 12:30 p.m. in Town Hall.
Mayor Pro Tern Koenig oommontedthaHooftopRodemwomldinoreaeothopursmforal|
events and highlight the saddle bronc and bareback riding events to attract riders.
Trustee Phipps announced the Estes Valley Planning Commission elected Betty Hull as
Chair and Doug Klink and Vice -Chair for 2O15. He reviewed the items discussed and
approved by the Commission at their January meeting.
Trustee Ericson stated the Transportation Advisory Committee J)\C) would review the
revised bylaws aktheir upcoming meeting to discuss renaming the Committee to the
Transportation Advisory Board (T7\8). The Community Development/Community
8amimas Committee would hold its next meeting on Jonuury22. 2015 et8:OO a.m. in
the Board room.
TOWN ADMINISTRATOR REPORT.
Policy Governance Report — Per Town Board Policy 3.3, Town Administrator Lancaster
reported on Financial Planning and Budgeting. He reported compliance in all areas
with the exception of 3.3.5 with conditional compliance due to flood recovery expenses.
The General fund balance has dropped below 2696aaset bythe Town Board.
The Town sales tax was up13f% over November 2014and 14.5% for the year.014
Board of Trustees — January 13, 2015 — Page 2
Will Birchfield/Chief Building Official commented the Board of Appeals met to discuss
the Board's role in the adoption of the 2015 International Building Codes and the local
amendments. The Board agreed to play an active role in the adoption process and
would be holding regular meetings. Larimer County would begin the adoption process
of the new codes and plans to adopt the new code by January 1, 2016.
1. CONSENT AGENDA:
1. Town Board Minutes dated December 9, 2014 and Town Board Study
Session Minutes dated December 9, 2014.
2. Bills.
3. Committee Minutes:
a. Community Development/Community Services Committee. December
18, 2014.
b. Public Safety, Utilities and Public Works Committee, January 8, 2015.
1. Intergovernmental Agreements for Dispatching Services for the
Estes Valley Fire District, Rocky Mountain National Park and Estes
Park Ambulance Service.
2. Consultant Agreement for GIS Services.
3. Consultant Agreement for Light & Power Cost of Service (Rate
Study) and Financial Plan.
4. Parks Division Reorganization.
4. Employment Agreement.
5. Estes Valley Planning Commission Minutes dated November 18, 2014
(acknowledgement only).
6. Transportation Advisory Committee Minutes dated November 19, 2014
(acknowledgement only).
7. Parks Advisory Board Minutes dated November 20, 2014 (acknowledgement
only).
8. Resolution #01-15 - Public Posting Area Designation.
9. Amended Energy Impact Assistance Fund grant for additional Estes Park
Flood Recovery Staffing - $155,388.
10. Victim Advocate Agreement for 2015 — 2017.
11. Resolution #04-15 for Signatory Authority for Department of Local Affairs
Grants and Programs.
It was moved and seconded (Koenig/Holcomb) to approve the Consent Agenda,
and it passed unanimously.
2. PLANNING COMMISSION ITEMS. Items reviewed by Planning Commission or
staff for Town Board Final Action.
1. CONSENT ITEM:
1. CONDOMINIUM MAP, Supplemental Condominium Map #4, The
Meadow Condominiums, Units 9 & 10, 351 & 355 Kiowa Drive, Marys
Meadow Development, Inc./Owner. Planner Kleisler.
Board of Trustees — January 13, 2015 — Page 3
It was moved and seconded (Norris/Koenig) to approve the Consent
Agenda with the Planning Commission recommendations, and it
passed unanimously.
3. ACTION ITEMS:
1. RESOLUTION #02-15 SUPPORTING THE COMMUNITY CENTER.
Administrator Lancaster presented Resolution #02-15 outlining the Town
Board's support for the Estes Valley Community Recreation Center. The Estes
Valley Recreation and Park District would be applying for grants and the
resolution would demonstrate the Town's support for the project. It was moved
and seconded (Phipps/Ericson) to approve Resolution #02-15, and it passed
unanimously.
2. RESOLUTION #03-15 SUPPORT OF THE BROADBAND REFERENDUM.
The proposed resolution would provide the Town Board's support for the
Special Election question to allow the Town of Estes Park to provide advanced
telecommunications in the Estes Valley. Trustee Norris stated the citizens
want the right to the service and the service should be made available in a
premier mountain community. It was moved and seconded (Norris/Holcomb)
to approve Resolution #03-15, and it passed unanimously.
3. PARK ENTRANCE MUTUAL PIPELINE AND WATER COMPANY PROJECT.
Mayor Pinkham recused himself from the discussion. Director Bergsten stated
the Park Entrance Mutual Pipeline and Water Company Block One of the
Subdivision has approached the Town requesting the Town take over the
company to improve the quality, reliability and efficiency of delivering drinking
water to the subdivision. The Town executed a similar arrangement in 1994
with Block Two of the Park Entrance Estate Subdivision. Staff is open to this
so long as the existing Town customers do not subsidize the arrangement or
take on the liability of the water company's aged distribution system. Transfer
of ownership to the Town would be contingent on the distribution system being
brought up to Town standards. The design and construction is costly and must
be financed by the property owners served by the water company. The joint
venture would allow the company access to grant funding and low interest
loans by the Department of Local Affairs Energy and Mineral Impact
Assistance Fund Grant Program. The Administrative grants are available to
municipalities if the Town demonstrates support for the project. Any matching
funds would be paid for by the water company. The EPA's Clean Water State
Revolving Fund administered through the Colorado Water Resources and
Power Development Authority can provide loans for a Special Improvement
District (SID). The SID must be authorized and governed by the Town Board
and approved by a vote of the property owners benefiting from these
improvements. The whole process will take two to three years. It was moved
and seconded (Norris/Holcomb) to approve moving forward with the Park
Entrance Mutual Pipeline and Water Company project, and it passed with
Mayor Pinkham recusing himself.
4. DESIGN CONSULTANT AGREEMENT FOR DRY GULCH ROAD. Engineer
Ash stated Public Works prepared a Request for Proposal (RFP) for Dry Gulch
Road design services in December with a focus on evaluating the current
asphalt condition and determine whether full replacement would be required or
if asphalt maintenance repair methods would be adequate; provide roadway
design options that account for improved traffic circulation, lane geometry, curb
and gutter, bike lanes and increased drainage conveyance; explore trail design
and location options along Dry Gulch that would connect to the existing trail
system on the south side of Highway 34 by going under the existing bridge just
east of the Sombrero Stables; and evaluate and provide options for the
Highway 34 connection and parking and drainage congestion with Sombrero
Stables. Seven firms responded to the RFP. The proposals were rated on 5
categories: client references and previous experience; adequacy of proposal to
Board of Trustees — January 13, 2015 — Page 4
meet project scope; qualification of staff proposed; availability of staff and
schedule; and fee and hours. Farnsworth Group out of Fort Collins was the
highest ranked firm as they demonstrated a thorough knowledge of the design
issues in the project area and offered a detailed approach to improve and
widen the roadway and extend a trail along the east side of Dry Gulch Road.
Their project experience includes several successful roadway and pedestrian
walkway designs in the region, and they are familiar with the Estes
environment having completed successful project designs. A project design
budget not to exceed $200,000 ($172,482 bid amount) has been determined
and includes a 16% contingency to address unexpected, unknown conditions
that may be encountered as the design effort progresses. The project would
be funded by the newly created Street Improvement Fund utilizing the funds
from the 1 % sales tax approved by the voters in April 2014.
Board discussion followed: concern was raised over the additional cost a local
firm has bidding on projects when additional consultants are required to
complete the project; local contractors are not able to compete with larger firms
in the valley that can complete tasks in house; questioned if there would be a
safe walkway for pedestrians and bicyclist to use the roadway; the Public
Safety, Utilities, and Public Works Committee should review the 2% local
purchasing preference to determine if the preference should be increased; a
policy should be developed to ensure local contractors using subcontractors
are not penalized; and concerned with the contingency of 16% rather than 10%
and a contingency on a service agreement.
Staff completed a rigorous evaluation process and all three of the top
proposals were within a few points of each other. Director Muhonen stated the
use of subcontractors was only reviewed by staff when reviewing the proposals
more closely. Staff would review the local preference and the purchasing
policies as it relates to local businesses. Director Muhonen stated the higher
contingency was included to address the addition of a trail under the highway
to connect to the Lake Estes trail. The funds would only be utilized if needed.
Mike Todd/Cornerstone Engineering and Surveying has been in business for
the past 14 years. He stated the company of four employees does not have
the depth of a larger company like Farnsworth, and therefore, would hire
subcontractors to complete tasks for the project. He stated the company takes
pride in providing excellent services. Over the last 5 years the company has
lost half of its staff to jobs in the valley for higher salaries and better benefits.
He and his staff live in Estes Park, pay taxes, utilize the schools and buy goods
in the community.
Frank Theis/Town citizen stated as a general rule if a local contractor is within
10% he hires them. He commented the local government should be giving
local contractors a higher percentage preference than 2%.
It was moved and seconded (Norris/Koenig) to award a professional
services contract for design of the Dry Gulch Roadway Improvement
Project to the Farnsworth Group for a project cost not to exceed
$200,000, and it passed with Trustee Phipps voting "No".
5. PUBLIC HEARING - GRANT AWARD FOR FISH CREEK MASTER PLAN
DEPARTMENT OF LOCAL AFFAIRS (DOLA) PLANNING GRANT. The Town
was granted a Community Development Block Grant — Disaster Recovery grant
to support the Fish Creek Master Plan. The grant requires a public hearing be
held. Mayor Pinkham opened the public hearing and as there was no public
comment the hearing was closed. No further action was taken.
6. PUBLIC HEARING — GRANT AWARD FISH CREEK UTILITIES DOLA
GRANT. The Town was granted a Community Development Block Grant —
Disaster Recovery grant with funds originating from the Federal Housing and
Board of Trustees — January 13, 2015 — Page 5
Urban Development (HUD). The funds were used to cover the Town's match
for the utilities work along the Fish Creek corridor. The grant requires a public
hearing. Mayor Pinkham opened the public hearing and as there was no public
comment the hearing was closed. It was moved and seconded
(Holcomb/Phipps) to approve the flood recovery grant from HUD through
DOLA for the Fish Creek utilities, and it passed unanimously.
7. APPOINTMENTS TO THE PRIDE AWARD SCHOLARSHIP REVIEW TEAM.
Administrator Lancaster stated the Pride Awards include a scholarship to be
awarded annually to a high school student. The graduation requirements have
changed over the years and now include a volunteer component. These
changes along with the increase cost of tuition need to be discussed as it
relates to the Pride Award. Trustees Nelson and Phipps volunteered to review
the Pride Award criteria and forward a recommendation to the Board for their
consideration.
4. REPORTS AND DISCUSSION ITEMS:
1. FALL RIVER AND FISH CREEK FLOOD RESILIENCY (MASTER) PLANS.
Following the September 2013 flood, the Town contracted with Walsh
Environmental Scientists and Engineers to design master plans for the
restoration of the Fall River and Fish Creek corridors. The master plans were
developed with input from the Fall River and Fish Creek coalitions, led by
citizens and River Advisory Committees. Town staff would come to the
January 27, 2015 Town Board meeting to request approval of a letter of
support for the Master Plans.
Julie Ash/Walsh Environment Scientists provided a review of the draft plans for
resiliency. Implementation projects were identified and prioritized for each river
corridor, including cut sheets and preliminary cost estimates. The intent of the
proposed projects was to provide a starting point for identifying possible grant
opportunities through agencies such as FEMA, CWCB, HUD, CDGB-DR, etc.
Grant applications can be submitted by the Town, private land owners,
coalitions, and other special districts such as the Estes Valley Recreation and
Park District. The support of the Town Board for the Master Plans would aid in
strengthening grant applications.
Chris Peterson/Fish Creek resident stated concern with the
realignment/relocation of Fish Creek Road.
Joel Holsman/Town citizen voiced concern with the removal of the Scott
Ponds. He stated removal of the ponds would negatively affect his property
value.
Tony Schetzle/Town citizen commented he was not aware that the river
coalition was discussing the entire watershed when reviewing the master plan
for Fish Creek. He stated skepticism over the nexus of the dam failure and the
damage downstream. The ponds are an asset to the community and should
be discussed further before they are removed.
Whereupon Mayor Pinkham adjourned the m-eting at 855 p.m.
illiam C. Pinkham, Mayor
•
l A
e Williamson, Town Clerk