HomeMy WebLinkAboutMINUTES Town Board Budget Study Session 2018-10-19 Town of Estes Park, Larimer County, Colorado, October 19, 2018
Minutes of a Regular meeting of the TOWN BOARD BUDGET STUDY
SESSION of the Town of Estes Park, Larimer County, Colorado. Meeting
held at Town Hall in said Town of Estes Park on the 19th day of October,
2018.
Board: Mayor Jirsa, Trustees Bangs, Cenac, Martchink, Norris,
Walker and Zornes
Attending: All
Also Attending: Town Administrator Lancaster, Assistant Town Administrator
Machalek, Directors Fortini, Hudson and Muhonen,
Managers Hook, Landkamer, McEachern, and Wells,
Supervisor Berg and Director/Town Clerk Williamson
Absent: None
Mayor Jirsa called the meeting to order at 8:30 a.m.
CULTURAL SERVICES
Assistant Town Administrator Machalek presented the 2019 funding for outside entities
including base funding and community initiative funding. Event sponsorships,
intergovernmental transfers, and food tax refund are included in the fund for a total
projected expense of $1.145 million in 2019. The base funding remains consistent for
the entities with the exception of the Estes Valley Watershed Coalition. The Estes Park
Housing Authority continues to decrease their reliance on the Town for funding. Staff
recommended $224,336 in base funding. Intergovernmental support increases for the
Fire District with 7% of the Town’s sales tax remitted to the entity, excluding the 1A
sales tax.
Entity 2018 Funded 2019 Funded 2019 Recommendation
Crossroads Ministry of EP $20,000 $30,400 $30,400
EP Economic Development Corp $51,500 $60,000 $51,500
EP Housing Authority $32,000 $26,000 $26,000
EP Nonprofit Resource Center $5,000 $10,000 $7,000
Estes Valley Crisis Advocates $15,000 $15,000 $15,000
Estes Valley Investment in Childhood Success $25,000 $30,000 $27,000
Estes Valley Watershed Coalition $8,600 $32,500 $15,000
Saud Family Health Centers $20,000 $20,000 $20,000
Via Mobility Services $31,800 $32,436 $32,436
TOTAL $206,250 $215,000 $224,336
Nancy Almond/EVICS Director requested additional funding for the initial startup costs
of a Family Resource Center. The core mission of EVICS would continue to address
early child development; however, the new services would expand to support families.
EVICS has requested funding from other organizations within Town to support the new
center at a cost of $20,000. After one year of membership with the statewide Family
Resource Association, EVICS can apply for grant funding to offset costs moving
forward. The funds are needed to provide assistance with the increase cost of the new
facility in 2019.
Assistant Town Administrator Machalek stated the staff allocated $20,000 to the
community initiative funding in 2019 and allocated $17,900 leaving a balance of $2,100.
He requested direction from the Board on using the remainder of the funds for the one-
time startup costs for the Family Resource Center proposed by EVICS. The Board
consensus was to provide the additional funds to EVICS.
Town Board Budget Study Session – October 19, 2018 – Page 2
Entity Program 2018 Funded 2019 Request 2019 Recommended
Boys and Girls Clubs of Larimer County Estes Park Summer Program ‐$ 10,000$ 5,125$
Estes Arts District Friends of Folk Festival & Dick Orleans Memorial Scholarship ‐$ 1,000$ 375$
Estes Early Childhood Education, Inc. Startup Costs for Estes ECE, Inc a 501(c)(3) ‐$ 3,855$ 1,975$
Estes Land Stewardship Association Monitored Weed Drop‐offs and Weed Roundup ‐$ 1,000$ 500$
Estes Park Learning Place Need‐Based Scholarship for All Ages 1,576$ 5,000$ 3,400$
Estes Valley Library Friends and Foundation 2019 Summer Used Book Sale ‐$ 5,250$ 875$
Habitat for Humanity of the Estes Valley Affordable Housing Initiative 2,600$ 5,000$ 3,400$
KREV Processor Acquisition ‐$ 2,000$ ‐$
Partners Mentoring Youth Mentoring Programs 1,700$ 5,000$ 2,250$
Total 5,876$ 38,105$ 17,900$
MUSEUM
Director Fortini reviewed the budget which included a service proposal to fund $5,000
for security and fire alarms with a $1,200 annual ongoing maintenance cost, and the
addition of a grant funded Collection Deaccession Assistant for 15 months which would
start in the fall of 2019 and carryover to 2020. Service proposals not funded in 2019
included a Media Specialist, Assistant/Volunteer Coordinator and the re-roofing of the
Cobb-MacDonald cabin.
PUBLIC WORKS
Facilities: Manager Landkamer presented the 2019 budget which contained a number
of service proposals, including re-roofing of the Police department portion of the
municipal building, parking structure maintenance, parking structure cyclical
maintenance reserve fund, and Moraine restroom remodel Phase I. Other items
considered by staff but not included in the budget were a Town-wide facility space
needs study, Board room AV/electrical upgrade, Town Hall air conditioner replacement
Phase I, security camera Phase III for the Event complex, and expansion of the
greenhouse.
Board discussion followed with Mayor Jirsa questioning how staff decides what projects
are a priority and whether or not a list of items has been developed to determine the
highest need. He stated concern with the Town’s reactive maintenance approach and
the continued deferred maintenance to Town assets. The Board discussed the need to
understand the maintenance needs both deferred and preventative to ensure proper
funds are allocated in the future. Manager Landkamer stated staff continues to develop
a list through a maintenance management software. It was determined further
discussion would be needed on the proper annual budget for facilities maintenance and
how it fits into the Town’s strategic plan.
Parks: Supervisor Berg presented the division budget which included service proposals
for America in Bloom and increase in mulching materials. A parking garage picnic
shelter was not funded in 2019. Revenues for the division are Mrs. Walsh’s Garden
Trust funds to be used to maintain the garden annually. The expenses remain flat and
no capital has been proposed in 2019.
Conservation Trust: The fund contains the Town’s share of the state lottery proceeds
which are restricted to acquiring, constructing, and maintaining park and open space
facilities. The fund has been managed by the Parks division throughout the years. For
2019, staff would complete noxious weed removal and tree purchases for Arbor Day
celebration.
Streets: The division submitted a service proposal not included in the 2019 budget to
add downtown sidewalk maintenance and snow removal at a cost of approximately
$134,000. Revenues decrease and include funds from the Highway User Trust Fund,
Larimer County Road and Bridge, motor vehicle registration, and right-of-way work.
Overall expenses decrease in 2019 and do not include any capital projects. Discussion
was heard on the liability issues related to the Town assuming responsibility for the
removal of snow on downtown sidewalks. Providing the level of services would be
consistent with the vision of Estes Park as a premier mountain resort. Mayor Jirsa
Town Board Budget Study Session – October 19, 2018 – Page 3
recommended the issue be addressed in the 2020 strategic plan. Trustee Norris
requested staff review the policies and procedures from other mountain communities.
Engineering: Manager Hook presented the 2019 budget which included a service
proposal of $40,000 in consulting support due to a lack of in-house expertise or to
address workload. Not included was the reallocation of a portion of the Pavement
Manager salary. Overall expenses decrease in 2019 with a decrease in O&M and a
reallocation of personnel costs to other divisions in Public Works.
1A Streets Fund: The revenues for the fund have been estimated at $1.848 million for
2019 and expenses are budgeted at approximately $2.4 million. The budget includes
funding service proposals for street overlay and patching, chip seal and crack seal,
Cleave Street design, rehabilitation of Fourth Street, parking lot rehabilitation, Brodie
Avenue and trail improvements through the Safe Routes to School grant funding, and
the annual 30-day material crusher project.
1A Trail Fund: The revenues are estimated at $384,079 and expenses of $675,073.
The staff requested service proposals including 50% funding for a Grant Specialist
position, Fall River Trail Fund Phase III and Brodie Avenue road and trail improvements.
Open Space: The fund contains revenues of $1.167 million in 2019 from the Larimer
County voter approved one-quarter of one percent sales tax increase to be used for
trails and open space purchases. In 2019, $1.212 million in expenses have been
allocated for the funding of 50% of the Grant Specialist position, completion of Phase III
for the Fall River Trail, parks irrigation system base line controllers, and Phase I of the
park irrigation system replacement on the Riverwalk. Revenues include $800,000 in
grant funding for the Fall River Trail.
Mayor Jirsa called a 10-minute break at 10:00 a.m. and reconvened the meeting at
10:10 a.m.
Transit: Manager Wells stated the 2019 service proposal included in the budget would
fund electronic trolley charging stations. Several service proposals were requested and
not funded, including extended transit service to 117 days, reestablish service hours,
reestablishing the green route, an electronic trolley barn and a second electric trolley.
Revenues for 2019 would include sponsorships and grant funds. Overall expenses
decrease because of the grant funds received in 2018 for a new trolley. The fund
includes 50% of the new Parking and Transit Manager salary in 2019 as well as 100%
of the seasonal enforcement staff. Trustee Bangs stated the Transportation Advisory
Board has discussed the possibility of adding year-round service to the community and
the cost associated with the additional service.
Parking: The new fund would address the implementation and ongoing expenses for
the Downtown Parking Management Plan approved by the Board in 2018. The fund
includes 50% of the personnel costs for the Parking and Transit Manager. 2018 funds
for parking structure counters, license plate recognition technology, real-time space
availability detection Phase I, and communication integration with DMS would be rolled
over to 2019. Revenues for parking tickets would be moved from the Police department
to this fund in 2019.
FINANCE
The department’s revenues and expenses remain flat in 2019. No service proposals
were submitted.
COMMUNITY CENTER FUND
The funds from the 1A sales tax revenues are collected in the fund and remitted to the
EVRPD on a monthly basis for the funding of the Community Center financing.
COMMUNITY REINVESTMENT
Town Board Budget Study Session – October 19, 2018 – Page 4
The fund provides funding for specific capital projects utilizing General fund, grants and
Tabor excess when applicable. The fund includes a service proposal for downtown
wayfinding. Service proposals for intersection improvements for US 36/Community
Drive and a multi-modal transportation master plan were not funded in 2019. The
General fund would transfer $989,163 to the Community Reinvestment fund. Expenses
included the debt service payments for the parking garage and the Event Center. O&M
remains flat with the only costs associated with the landfill monitoring.
Director Muhonen reviewed the Hwy 36 and Community Drive intersection
improvements stating once the costs approached $800,000 staff decided to look into a
roundabout at the location. In order to place a roundabout at this location it would
require moving it north onto the fairgrounds property. The roundabout has been added
to the ongoing Fairgrounds Master Plan to be completed in 2018.
SERVICE PROPOSAL CHANGES
Administrator Lancaster reviewed the service proposal process stating the Town
departments started with the development of base operating budgets. Any changes to
operations, projects, or personnel required a service proposal change form to be
completed. The process allows change to operations to not be lost in operational
details, allows a separate evaluation of changes, allows prioritization of changes for
allocations of limited resources, and improves transparency and accountability over the
budget process. The requests are then reviewed by Fleet, IT, HR and Facilities for
relevant considerations. All service proposals must relate to a specific objectives, goals
and outcome areas of the Board’s strategic plan. Leadership ranks proposals which are
then reviewed and revised by the Town Administrator taking into consideration of one-
time expenditures versus ongoing obligations such as personnel costs. The overall
impact on the Town and the community are also considered.
The General fund proposed budget contains 23 service proposals including significant
items such as a 3% merit pool, a sworn Police Officer, Police psychological services, IT
Support Specialist, Comprehensive Plan rewrite, Planning Technician, Childcare
Assistance program, a number of facilities items included to address asset protection.
The fund did not include 25 service proposals such as an increase to the General fund
balance from 20% to 25%. Staff proposed as sales tax increases the excess revenue
would be set aside until the General fund reaches a 25% fund balance. The proposed
budget does not include additional sales tax revenues anticipated to be collected by
online retailers starting in December.
Administrator Lancaster stated concern with needed upgrades to the AV equipment in
the Board room which was not included in the 2019 proposed budget. He suggested
the Board consider funding for the upgrades if sales tax comes in higher than budgeted.
The reduction in business license fees was proposed at 50%. Administration
recommended a 25% reduction to allow additional time for the Town to absorb the
reduction in revenue.
CAPITAL IMPROVEMENT PLAN (CIP)
Assistant Town Administrator Machalek reviewed the 2019-2022 CIP which includes a
list of projects over $50,000 and includes a 3% inflation rate each year for items
projected in future years. He stated the document would be updated to reflect the
changes in the service proposals included in the proposed 2019 budget. The CIP
developed contains $309.6 million in projects for the next 5 years and beyond. Projects
included in the CIP for 2019 are the Brodie Avenue road and trail improvements, Fall
River Trail, STIP, crack seal, overlays, parking lot improvements, utilities and other
small projects. The CIP for the next 5 years includes projects for the parking services,
other non-utility funds, new stormwater utility fund, and L&P and Water utility funds.
BUDGET SUMMARY
Town Board Budget Study Session – October 19, 2018 – Page 5
Director Hudson provided a 2019 budget summary stating the ending fund balance has
been budgeted at 23% by the end of the year and sales tax growth projected at 5%. He
stated several 2018 projects are expected to rollover such as the Downtown Estes Park
Loop project, Community Drive intersection, and electric trolley project. The General
fund budget has been developed to include a Police Officer, Planning Technician,
Events Maintenance Worker, a part-time Visitor Information Assistant, and a temporary
Collections Deaccession Assistant. The budget also includes the addition of a Grant
Specialist, Meter Maintenance Worker and an IT Support Specialist.
Board discussion was heard and summarized: questioned if the housing and childcare
assistance programs have been indexed to ensure the funding increases moving
forward to address inflation; questioned the priorities used to rank the service proposals;
the Town needs to take care of the current assets before adding new ones; the Board
needs to understand the level of deferred maintenance and consider the development
of a maintenance fund for facilities; the Board needs additional justification/analysis for
new employees in order to prioritize positions being added; consider adding a line item
to the 2019 budget to develop a maintenance plan for 2020; and the Board previously
directed the business license fees be reduced by 50%.
Additional discussion was heard amongst the Board with Mayor Jirsa and Mayor Pro
Tem Walker stating the Board agreed at the September 25, 2018 study session to
reduce business license fees by 50% in 2019. Trustees Martchink, Norris and Bangs
stated the Board agreed to a tiered approach with the understanding the fee would
continue to step down overtime. Trustee Cenac agreed the Board discussed a 50%
reduction; however, she would support the proposed 25% reduction. The Board
consensus was to leave the business license reduction at 25% for 2019 and step down
the fees overtime.
There being no further business, Mayor Jirsa adjourned the meeting at 11:44 a.m.
Jackie Williamson, Town Clerk