HomeMy WebLinkAboutMINUTES Town Board Strategic Plan Study Session 2018-06-08 Town of Estes Park, Larimer County, Colorado, June 8, 2018
Minutes of a Study Session meeting of the TOWN BOARD of the Town of
Estes Park, Larimer County, Colorado. Meeting held at the Museum in
said Town of Estes Park on the 8th day of June, 2018.
Board: Mayor Jirsa, Mayor Pro Tem Walker, Trustees Bangs,
Cenac, Martchink, Norris and Zornes
Attending: Mayor Jirsa, Trustees Bangs, Cenac, Martchink, Norris and
Zornes
Also Attending: Town Administrator Lancaster, Assistant Town Administrator
Machalek, Town Attorney White, Directors Bergsten, Hinkle,
Hudson, Hunt, Kufeld, Muhonen, and Town Clerk Williamson
Absent: Mayor Pro Tem Walker
Mayor Jirsa called the meeting to order at 8:30 a.m.
INTRODUCTION AND REVIEW OF CURRENT STRATEGIC PLAN
Administrator Lancaster provided opening remarks and reviewed the foundation of
Policy Governance. He stated the Strategic Plan outlines the ends or the outcome
areas. The meeting identified high-level strategic needs that would be used by the
Town’s departments to develop the 2019 budget.
Director Hudson provided a review of the Town’s financial overview. The Town
currently operates with the assumption of a 20% reserve for the General fund and debit
service fund balance requirements for enterprise funds (Light and Power and Water).
He stated the General fund balance has been projected at 22% at the end of 2018.
Revenue assumptions for 2019 have been estimated utilizing a conservative approach
which would require expenses to be budgeted flat with no new projects in order to
maintain a 20% fund balance. To provide new services or projects in 2019 the Board
may need to shift priorities or develop revenue enhancements.
The Board acknowledged a shifting of priorities or new revenues sources would need to
be addressed during the budget process. It was also stated government could be made
smaller to provide additional funds for projects.
Assistant Town Administrator Machalek stated staff would provide the Board with an
updated 2019-2023 Capital Improvement Plan (CIP) for consideration during the 2019
budget process.
OUTCOME AREA DISCUSSIONS
The Mission and Vision of the Town was reviewed with the Board and no changes were
recommended for 2019.
TOWN FINANCIAL HEALTH
Town Administrator Lancaster reviewed the 2018 Strategic Plan Objectives and Goals.
He stated the Town does not have an annexation policy to actively engage sales tax
generating properties to annex. The Town has a number of enclaves, properties
completely surrounded by town for three years, that could be annexed to provide
additional sales tax revenue. The Board would discuss the annexation of enclaves at
an upcoming study session. He stated 63% of sales tax collection comes from visitors.
He further commented on the need to address unincorporated businesses that receive
Town services, such as the shuttle, and do not pay for the service or collect sales tax for
the services they provide. One of the largest businesses, the YMCA, has been
Town Board Study Session – June 8, 2018– Page 2
estimated to generate $500,000 in annual sales tax collection if annexed. After further
discussion, the Board consensus was to discontinue providing free shuttle service
outside town limits in 2019 and to use the savings to enhance the service within town.
The Town staff would investigate revising the annexation statement between the Town
and Larimer County’s Intergovernmental Agreement; adopt an annexation policy to
aggressively pursue annexations to enhance sales tax collection; review administrative
support provided to other entities to ensure the Town covers the cost of providing the
services, such as the support provided to the Library for accounting services and the
land use planning conducted for county property located in the Estes Valley Planning
area; discuss Town’s policy on marijuana to provided additional revenue; and online
sales tax collection.
Trustee Cenac commented on the need to have a higher fund balance to address a
future natural disaster that could devastate the Town financially. Director Hudson
stated the GASB standards state two to three months of reserves should be the
standard and be adjusted based on the seasonality of the community and other local
factors. An increase in General fund balance would need to be considered during the
development of the 2019 budget. Director Hudson stated the Board could set a policy
allocating any funds over 3% growth in sales tax would be added to the fund balance to
reach the Board’s set fund balance goal overtime. This would allow current operations
to continue and not be negatively impacted.
ROBUST ECONOMY
Town Administrator Lancaster reviewed the 2018 Strategic Plan Objectives and Goals.
Staff would continue to address changes to the Town codes and regulations to ensure
they are user friendly and easier to understand. A joint study session with the Town
Board, County Commissioners and the Planning Commission would be held to discuss
a rewrite of the Estes Valley Comprehensive Plan which would direct code amendments
in the future; however, the current code would be used in the meantime. Trustee Cenac
requested staff redefine the definition of workforce housing in the Estes Valley
Development Code.
The Board would discuss the next steps for broadband later this year, therefore, the
decision on the course of action would be decided and would be removed from the
Strategic Plan.
The Downtown Plan has been completed and moves into the implementation stage.
The Board would discuss what portions of the Plan should be implemented at this point
and provide staff with feedback.
Discussion was heard on the need to address requests for Community Development
and Utility fee waivers from developers. A policy on economic incentives and fee
waivers would be developed in 2018 in order to add a fee waiver fund to the 2019
budget for consideration by the Board during the upcoming budget sessions in October.
INFRASTRUCTURE
Parking:
The Board approved the Parking Master Plan this year, therefore, the objective would
be updated to reflect the need to implement the plan through Phase IV. A new objective
was added to assess the data collected and determine implementation and timing of
future phases.
Utilities:
Staff continues discussions with the YMCA to develop a redundant raw water source
and has made good progress on the goal.
Town Board Study Session – June 8, 2018– Page 3
Discussion followed on the goal to engage the community in discussion of the role of
renewable energy in Estes Park. PRPA has been developing long-term energy goals
that address renewable energy. PRPA continues to discuss the topic within the
community and would be conducting a survey on the issue. The technology and cost is
evolving quickly. The Board consensus was to remove the goal.
Facilities:
The facilities needs assessment was placed on hold earlier in the year and would be
completed in 2019. The AV system in the Board Room requires updating as a number
of the components are out of date and need to be replaced. A proposal would be
submitted for the Board’s consideration during the budget process. With the increase in
plantings the greenhouse has reached its capacity and needs to be expanded. A
request would come forward for the 2019 budget. A goal was added to address the
replacement of the remaining stall barns on the fairgrounds property.
Storm Drainage:
The 2018 goal states the Town would pursue funding for flood mitigation projects.
Discussion followed on the need to identify the top priorities within Phase I; the need to
address work downstream to prevent rising water levels with improvements upstream;
the water wheel bridge should be improved; and the Town should fund an additional
hydrology study to accurately identify the floodplain. After further discussion, the Board
requested a study session to address the need for an additional hydrology study.
EXCEPTIONAL GUEST SERVICES
Town staff continues discussions with Delaware North on the possibility of taking
ownership of the Conference Center. The Town owns the building but not the land
which is owned by Delaware North. The Town’s ground lease terminates soon and the
building would revert to the landowner. Until such time the Town would be responsible
for any maintenance of the facility.
The visitor survey was initiated in partnership with the Local Marketing District. As the
survey would cover an entire year, the final report would not be available until June
2019. The objective would remain through next year.
Mayor Jirsa requested the maintenance of the public restrooms be added to the CIP.
He stated the Town cannot be considered a premier mountain community if public
facilities are not in good working condition. The Board discussed the need to address
deferred maintenance of public facing infrastructure. An objective was added to state
the Town would have high quality, functional and clean public facing infrastructure that
exceed the expectation of our guests.
The Board requested an additional objective be added to update the Stanley Park
Master Plan.
PUBLIC SAFETY, HEALTH AND ENVIRONMENT
Police
Chief Kufeld stated the staffing analysis completed in 2018 identified the need for 27
patrol officers. The 2018 budget request was for two additional officers and one was
funded bring the total to 21 sworn. Discussion followed on the seasonality of the Town
and what other resources might be available to provide police services without adding
staff. Chief Kufeld stated staff has reviewed alternatives in the past but has not found
other viable options. There are currently times when the department has single
coverage which can lead to unsafe situations. The increase in severity of crimes, the
time it takes to investigate crime, and provide high quality services to the citizens and
visitors requires additional staffing. The Board consensus was to add a goal to pursue
achieving the staffing levels recommended in the Police department staffing needs
study in the next five years.
Town Board Study Session – June 8, 2018– Page 4
Building Inspection
The Town has been in discussions with Larimer County to take over the building
division to combine the services. The valley wide operation run by the County would
provide a cost savings and provide better customer service. The County continues to
investigate the option to determine if it would be financially feasible. A new Chief
Building Official would be hired if the County decides not to move forward with the new
model. The issue should be resolved by the end of the year.
Waste and Recycling
Administrator Lancaster stated the Town continues to participate in the wasteshed
committee. The Town would provide the land for a new waste and recycling center built
by Larimer County. Discussion followed on the Town providing additional land to
expand the recycling to include glass and cardboard and there was little support and not
enough information to make a final decision. Larimer County would continue to take the
leading role on recycling.
Other
The 2018 goal to partner with the Eses Valley Watershed Coalition to restore stream
corridors impacted by the 2013 flood and to implement projects to protect property in
future flood events was reviewed. The consensus was to maintain the goal even
though there are no projects identified.
Trustee Cenac requested the handicap parking at the Event Center be addressed.
Director Hinkle stated the issue is currently being addressed.
OUTSTANDING COMMUNITY SERVICES
Town Administrator Lancaster reviewed the 2018 Strategic Plan Objectives and Goals.
Trustee Cenac requested the Board revisit the double density and address what should
be considered workforce housing. Discussion followed on the need to define workforce
housing and place a definition in the Development Code; the need to review the density
incentive in R-2 zoning; and to review the impact the approved housing developments
have had on the housing needs in the community. An objective would be added to
revise the code definition for workforce housing purposes.
The Board would revisit the objective to being a catalyst for childcare once the Family
Advisory Board has presented their recommendations to the Board.
Discussion was heard on the Comprehensive Plan and whether the Board has reached
an agreement to develop a new plan. The joint study session on June 11, 2018 with the
County Commissioners and Planning Commission would discuss the topic further. The
2019 Strategic Plan would contain objectives to revise the Comprehensive Plan and
begin the implementation of the Downtown Plan.
Community Development would submit proposals for the addition of a Planning
Technician and an additional Planner I. The main purpose for the Technician would be
to follow through on redevelopment and ensure development items such as plantings
are being completed.
The Downtown Plan contains the possibility of forming a new Urban Renewal Authority
or the formation of Downtown Development Association. After further discussion, the
Board requested the item be discussed at a study session to educate the Board on the
differences and the pros and cons of each.
GOVERNMENTAL SERVICES AND INTERNAL SUPPORT
The Town would maintain a well-trained and educated staff continues to be a goal of the
Board. Administrator Lancaster mentioned Human Resources would develop a
strategic plan during 2018/2019 to address challenges such as recruitment, housing,
cost of living, spousal insurance, etc. Staff would make recommendations to the Board
Town Board Study Session – June 8, 2018– Page 5
for the 2020 budget that may include reorganization and additional staffing. Human
Resources has not been a high priority in the past.
To address the housing issue, staff would propose an expansion of the Home
Ownership program. The program has been very successful in providing employees
with down payment assistance. Since the inception of the program in 2005 the program
has not seen an increase in funding level. Staff would bring forward a proposal for the
2019 budget.
The Town has been approached by the Estes Park Housing Authority to provide funding
for a new housing project. The Town could provide the funding and hold master leases
on a to-be-determined number of units in the housing project. The units would be
subleased to Town employees. The units could provide long or short-term housing for
employees. Providing transitional housing for new employees has been a successful
program.
An employee satisfaction survey would be added to the 2019 budget to identify issues
and address issues such as work life balance and wellness.
A 2018 request to fund an additional IT staff member would be added to the 2019
budget for consideration. This position continues to be requested to address cyber
security.
Mayor Jirsa stated discussions with Judge Thrower have identified the need for the
Town to have a prosecuting attorney for court rather than a senior police officer acting
as a court liaison. He requested the position be considered in 2018. Attorney White
stated the Town is one of a few communities that operates in this manner and would
recommend a prosecuting attorney. Trustee Norris requested the impact on overtime
for the police officers and the time that would be freed up for staff to complete other
tasks.
TRANSPORTATION
Town Administrator Lancaster reviewed the 2018 Strategic Plan Objectives and Goals.
Updates were provided on the 2018 objectives, including the improvements to the US
36 and Community Drive intersection with a proposed roundabout to be completed by
Memorial Day 2019 or during the fall of 2019; Safe Routes to School grant funding
would be used to improve access on Brodie during the summer of 2019 and staff may
apply for a grant to improve Graves; discussion of the wayfinding plan; investigation of
the Rural Transit Authority would be removed from the objectives; staff continues to look
at options to expand transit services and the possibility of grant funding to purchase
rolling stock and decreasing the cost of leasing shuttles; and staff would recommend
expanding the seasonal shuttle service to match the Rocky Mountain National Park
(RMNP) hiker shuttle.
The Board requested the following objectives be added to the 2019 Strategic Plan: to
implement and install downtown wayfinding signage in 2019; focus shuttle services
within town limits; coordinate shuttle operating season with the RMNP hiker shuttle; run
the Green route for employees; pursue funding for the Fall River trail; and pursue
funding for the Moraine pedestrian bridge.
Staff would propose the development of a 2040 Multi-Model Transportation Master Plan
at an estimated cost of $250,000. Director Hunt stated the plan would be a component
of the Comprehensive Plan and the last plan was completed in 2003.
Trustee Cenac stated the Board should discuss whether or not the Downtown Loop
should be voted on by the citizens.
Mayor Jirsa questioned if there were any intermediate steps that could be taken to
address Cleave Street in 2018 prior to the implementation of the Downtown Plan.
Town Board Study Session – June 8, 2018– Page 6
An objective for 2019 would examine code changes to address electric bikes.
NEXT STEPS
1. Staff compiles info and prepares draft Strategic Plan outline and map.
2. Board reviews draft plan, making any adjustments deemed necessary.
3. Board adopts Strategic Plan.
4. Budget is prepared based on Strategic Plan.
There being no further business, Mayor Jirsa adjourned the meeting at 1:20 p.m.
Jackie Williamson, Town Clerk