HomeMy WebLinkAboutPACKET Town Board 2018-08-14The Mission of the Town of Estes Park is to provide high-quality, reliable services
for the benefit of our citizens, guests, and employees, while being good stewards
of public resources and our natural setting.
The Town of Estes Park will make reasonable accommodations for access to Town services,
programs, and activities and special communication arrangements for persons with disabilities.
Please call (970) 577-4777. TDD available.
BOARD OF TRUSTEES - TOWN OF ESTES PARK
Tuesday, August 14, 2018
7:00 p.m.
PLEDGE OF ALLEGIANCE.
(Any person desiring to participate, please join the Board in the Pledge of Allegiance).
AGENDA APPROVAL.
PUBLIC COMMENT. (Please state your name and address).
TOWN BOARD COMMENTS / LIAISON REPORTS.
TOWN ADMINISTRATOR REPORT.
CONSENT AGENDA:
1. Bills.
2.Town Board Minutes dated July 24, 2018 and Town Board Study Session Minutes
dated July 24, 2018.
3.Board of Adjustment Minutes dated July 3, 2018 (acknowledgement only).
4.Family Advisory Board Minutes dated July 5, 2018 (acknowledgement only).
5.Three-year Holiday Lighting & Exhibits Contract with Adam's Tree Services, First
Season (2018-2019) $102,500, Budgeted Annually.
6.Reappointment of Frank Lancaster to the CML Policy Committee.
7.Acceptance of State Grant for Birch Ruins Preservation & Interpretation.
PLANNING COMMISSION ITEMS: Items reviewed by Planning Commission or staff for
Town Board Final Action.
1. CONSENT ITEMS:
A. SUPPLEMENTAL CONDOMINIUM MAP #4, LOT 1 EPCO SUBDIVISION, 220
VIRGINIA DRIVE, UNIT 19, JAMES DAY/OWNER. Planner Becker.
Approval of Supplemental Condo Map to allow legal recordation.
2. ACTION ITEMS:
A. RESOLUTION #17-18 TO REAFFIRM MAXIMUM TOTAL ("CAP") NUMBER OF
VACATION HOMES IN RESIDENTIAL ZONING DISTRICTS. Code Compliance
Officer Hardin.
Prepared 08-03-2018
*Revised 08-09-2018
**Revised 08-10-2018
*
**
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NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was
prepared.
ACTION ITEMS:
1. MUNICIPAL PROSECUTOR APPOINTMENT. Mayor Jirsa
To appoint a Municipal Prosecutor to represent the Town in Municipal Court.
REPORTS AND DISCUSSION ITEMS:
1. STORMWATER MANAGEMENT PROJECT UPDATE. Manager Hook.
GIS measurements of impervious area.
ADJOURN.
2
Town of Estes Park, Larimer County, Colorado, July 24, 2018
Minutes of a Regular meeting of the Board of Trustees of the Town of Estes
Park, Larimer County, Colorado. Meeting held in the Town Hall in said Town
of Estes Park on the 24th day July, 2018.
Present: Todd Jirsa, Mayor
Cody Rex Walker, Mayor Pro Tem
Trustees Marie Cenac,
Patrick Martchink
Ken Zornes
Also Present: Frank Lancaster, Town Administrator
Travis Machalek, Assistant Town Administrator
Greg White, Town Attorney
Bunny Victoria Beers, Recording Secretary
Absent: Carlie Bangs, Trustee
Ron Norris, Trustee
Mayor Jirsa called the regular meeting to order at 7:00 p.m. and all desiring to do so,
recited the Pledge of Allegiance.
AGENDA APPROVAL.
Attorney White requested the addition of Action Item 3 to Retain a Litigation Attorney for
the Osmun Lawsuit.
It was moved and seconded (Zornes/Walker) to approve the Agenda with the
addition of Action Item 3, and it passed unanimously.
PUBLIC COMMENTS.
Richard Mulhern/Town citizen stated his appreciation to the Board for conducting the
2018 Citizen Survey.
Zach Fitzgerald owner of Mountain High Vape Co., stated the business was cited for
sale to a minor. He stressed the importance of requesting identification prior to sales
and intends to continue to provide TIPS training to his staff members.
Karen Monks Executive Director of the Estes Valley Watershed Coalition (EVWC)
requested approval of the revisions to Policy 671 including the addition of the EVWC to
the list of entities eligible to obtain funding under Base Grants.
TOWN BOARD COMMENTS
Trustee Zornes attended the Regional Wasteshed Policy Advisory Committee quarterly
meeting to discuss the construction of a new landfill in Larimer County. The current
landfill is expected to be at capacity in 2025. More information would be available at the
next quarterly meeting. The Larimer County Open Lands Advisory Board meeting would
be held on July 26, 2018. The Visit Estes Park Board meeting would be held on July 25,
2018 and the Destination Marketing meeting would be held on July 27, 2018.
Mayor Pro Tem Walker voiced concern over the lifting of the fire ban and encouraged
the public to exercise caution due to dry conditions.
TOWN ADMINISTRATOR REPORT.
Town Administrator Lancaster provided a Board Policy Governance quarterly report on
Policy 3.3 Financial Condition and Budgeting, Policy 3.12 General Town Administrator –
Internal Operating Procedures, and Policy 3.13 Town Organizational Plan. He reported
compliance with all areas with the exception of 3.3.5 due to grant funding which was not
received in time to report with fiscal year revenues for 2017 making the reporting fund DRAFT
Board of Trustees – July 24, 2018 – Page 2
balance 15%. The projected year end General Fund balance would be 21% and is in
compliance with Board policy.
A discussion on Broadband financing would be scheduled for the September 11, 2018
study session meeting.
CONSENT AGENDA:
1. Bills.
2. Town Board Minutes dated July 10, 2018, and Town Board Study Session
Minutes dated June 8, 2018 and July 10, 2018.
3. Estes Valley Planning Commission Minutes dated June 19, 2018 and Study
Session Minutes dated June 19, 2018 (acknowledgement only).
4. Transportation Advisory Board Minutes dated June 20, 2018 (acknowledgement
only).
7. Acceptance of Town Administrator Policy Governance Monitoring Reports.
It was moved and seconded (Cenac/Martchink) to approve the Consent Agenda,
and it passed unanimously.
PLANNING COMMISSION ITEMS:
1. ACTION ITEMS:
A. AMENDED PLAT, 700 N ST. VRAIN AVENUE, LOTS 1 AND 2 OF LITTLE
PROSPECT MOUNTAIN ADDITION, CHUNG/OWNER. Applicants
Representative requested the item be removed from the agenda and
reviewed at a future Town Board meeting. No action was taken.
ACTION ITEMS:
1. FEE WAIVER REQUEST, 444 STANLEY AVENUE DEVELOPMENT PLAN,
DAN SMITH/OWNER. Planner Hathaway presented the Board with a fee
waiver request of $1,250.00 associated with the review of a Development Plan
for a workforce housing project. The request meets the requirements of the
policy and would waive the development plan fee for four new units. It was
moved and seconded (Walker/Martchink) to approve the fee waiver request
for 444 Stanley Avenue development plan amount not to exceed
$1,250.00, and the motion passed unanimously.
2. REVISED POLICY 671 – TOWN FUNDING OF OUTSIDE ENTITIES. Policy
671 was adopted in 2017 to allocate funding for outside entities. Assistant
Town Administrator Machalek reviewed proposed changes which included
clarifying reporting requirements to ensure the required annual reports are
more readily usable by the Town; making base-funding organizations ineligible
for Community Initative funding and elimiating the in-kind request option for
Community Initiative Funding and Event Sponsorship funding. The Estes Valley
Watershed Coalition (EVWC) requested to be added to the list of entities
eligible for Base Funding. Staff stated this is a one time acceptance to the
application deadline to allow EVWC to receive funding in 2018. The amounts
would be brought back to the Board during the budget process for review in
October and approval late November or early December.
Frank Theiss/EVWC Treasurer stated the organization would be an asset
during the development of the Stormwater Master Plan and has completed 14
projects at $4.5 million dollars in improvements in the Estes Valley.
DRAFT
Board of Trustees – July 24, 2018 – Page 3
It was moved and seconded (Walker/Zornes) to approve revisions to Policy
671 – Town Funding of Outside Entities adding the EVWC as eligibility
number nine, and the motion passed unanimously.
3. REQUEST TO RETAIN A LITIGATION ATTORNEY FOR THE OSMUN INC.,
LAWSUIT. Attorney White stated Osman Inc., was contracted by the Town for
flood related projects in 2014. In 2015, the Town terminated the agreement for
breach of contract. In December 2017, Osman filed a lawsuit against the Town
for approximately $450,000 for failure to pay for work done. The Town counter
claimed a net figure of $283,000 taking into consideration unpaid monies to
Osman Inc., damage occurred and the loss of approximately $268,000 in
federal reimbursements due to actions by Osman Inc. He stated unsuccessful
negotiations and a potential trial has led to the request to retain litigation
attorney Tracey Oldemeyer at a rate of $255/hour.
It was moved and seconded (Martchink/Cenac) to approve Attorney White’s
request to retain Litigation Attorney Tracy Oldemeyer for the Osmun Inc.,
lawsuit, and the motion passed unanimously.
REPORTS AND DISCUSSION ITEMS:
1. UPDATE ON DRY GULCH WORKFORCE HOUSING PROJECT. The Town
selected NV5 for Owner’s Representative services to manage Dry Gulch and
Fish Hatchery Workforce Housing projects. America West/Prairie Fire
Development Group were contracted to explore both workforce housing
projects. A Housing Advisory Committee was formed to provide insight and to
ensure the projects addressed the housing needs in the Estes Valley. NV5 has
requested direction from the Board following input from the Housing Needs
Assessment review at the August 14, 2018 study session.
Town Administrator Lancaster stated the Dry Gulch property was improperly
marked as open space on Town maps for a considerable period of time. The
development code does not have an open space zoning district and was a
labeling error. Staff requested direction from the Board regarding the rezoning
from E – Estate to RM - Residential Multi-Family considering the incorrect
labeling of the Dry Gulch property on Town maps.
Board comments were heard and have been summarized: Board members
stated concern for owners who purchased property with the incorrect zoning
information; the importance of the housing needs assessment and policy; the
value of the property zoned as E - Estate; the level of interest in the property
remaining as it is correctly zoned, as open space or selling the land for
workforce housing and the potential need for a conservation easement if the
land remains open space.
Staff would provide the Estes Valley Development Zoning Map and a broker
opinion of value report for the Dry Gulch property at the August 14, 2018 study
session meeting.
2. STORMWATER MANAGEMENT PROJECT UPDATE. Manager Hook updated
the Board on the public outreach conducted for the Stormwater Management
Project. Staff conducted an online Stormwater Utility survey which closed on
July 17, 2018 and returned 221 responses. He stated in order to provide
adequate and sufficient feedback to the Board and the County Commissioners
staff recommends the following: refining the database with more accurately
calculated fees; mailing letters to owners of each of the 7,280 improved parcels
within the Estes Valley Development Code boundary which would inform them
of an accurately calculated fee; and releasing a second online survey to gather
additional feedback from the public with the questions from the previous survey
and additional questions expanded or modified. Raw data from the survey was
included in the summary of comments provided by respondents. Staff stated DRAFT
Board of Trustees – July 24, 2018 – Page 4
the public showed more interest in the amount of fees than the plan. In order to
calculate a more accurate stormwater fee, a measurement of impervious area
on over 2,300 parcels could be estimated at an approximate cost of $60,000
which could be shared with Larimer County.
Board discussion ensued and has been summarized: cost sharing with county;
evaluating flood risk and constructing infrastructure to mitigate flood risk;
whether the feedback received would be considered with the new survey
collection; questioned if reaching more people would change the results of the
survey; how staff intends to adjust for inflation; costs associated with re-sending
the survey and the importance of providing accurate fees to customers when
producing letters.
Staff would provide the Board information on costs of sending the survey and
analysis per property at the August 14, 2018 regular meeting.
Whereupon Mayor Jirsa adjourned the meeting at 8:20 p.m.
Todd Jirsa, Mayor
Recording Secretary Beers DRAFT
RECORD OF PROCEEDINGS
Estes Valley Board of Adjustment
July 3 , 2018 9:00 a.m.
Board Room, Estes Park Town Hall
Board: Chair Rex Poggenpohl, Vice-Chair Jeff Moreau, Wayne Newsom, Pete
Smith, John Lynch
Attending: Members Newsom, Poggenpohl, Smith, Moreau
Also Attending: Community Development Director Randy Hunt, Planner I Robin Becker,
Town Attorney White, Recording Secretary Karin Swanlund
Absent: John Lynch
Chair Poggenpohl called the meeting to order at 9:00 a.m. There were approximately 35
people in attendance. He introduced the Board Members and staff.
1. AGENDA APPROVAL
It was moved and seconded (Smith/Newsom) to approved the agenda as presented
and the motion passed 3-1 with Poggenpohl abstaining.
2. PUBLIC COMMENT
None.
3. CONSENT AGENDA
Approval of minutes dated June 5, 2018
It was moved and seconded (Smith/Moreau) to approve the minutes for June 5, 2018
as presented and the motion passed unanimously.
4. FORMAL APPEAL of Zoning Approval in Connection with Larimer County Building
Permit #18-UTL0095, Lot 12, 2101 Dry Gulch Road: Michael Moon, applicant; Greg
Cenac, appellant
The appellant formally appealed a decision of the staff (Community Development
Department) that a Conex storage unit meets the Estes Valley Development Code
(EVDC) criteria to be classified as an “accessory structure.” Appellant asserts that the
unit does not meet Code under Sections 1.3.A, 1.3.F, 1.3.M and 1.8. Staff formally
responded the appeal by reaffirming the Zoning Approval in connection with the Larimer
County Building Permit; said Zoning Approval was originally issued on April 3, 2018, and
reissued following further review on June 15, 2018. A legal notice was published in the
Estes Park Trail Gazette on June 15, 2018. Public interest is moderate. Staff
recommends the Board find that Staff’s determination is correct and the appeal be denied.
BOARD COMMENTS/QUESTIONS:
Hunt answered Moreau’s question, that there is no specific place in the Development
Code that addresses aesthetics. The issuance of a permit is one in a multi-layered
situation involving approvals with HOA’s and Covenants, however staff doesn’t review or
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RECORD OF PROCEEDINGS
Estes Valley Board of Adjustment 2
July 3, 2018
take into account the specifics of Covenants. Attorney White explained that Covenants
are a private contract between owners of real property, serving as a function to control the
use of property. Typical Convents do contain building use and aesthetics on the use of
the property. Our Code does not govern Covenants. They are separate and a private
property right that is enforceable by their terms. Basis of original approval was that the
unit was not distinguishable from other residential accessory structures under our
regulatory Code entitling it to an approval conforming to Zoning. June 15, 30-day appeal
period for decisions by staff. The April date was rescinded, a practical step legal under
code, to reinstate a new approval date of June 15 to allow the public time to appeal.
There was no requirement for Temporary Use Permit by the Planning Department
APPELANT COMMENTS:
Greg Cenac, 2115 Ridge Road, formally appealed the decision to grant this building
permit. A permit allowing the use of a “Cargo Container for Storage” in an Estes Valley
Residential Neighborhood is not following the intent of the Code in 11 different sections.
Harmonious, Aesthetic or Good Civic design. Neighbors attempted to solve this problem
by speaking with the owner, Mr. Moon, to no avail. Mr. Cenac stated that no planning
staff members ever checked out the building site. Staff has made the wrong decision and
it is up to this Board to overturn that decision. Neighbors complained to owners when the
unit first showed up, approximately 3 years ago. Owner promised to move within first
couple of months. Every 6 months neighbors were told owner would remove it. County
was called in September 2017 and a violation was issued. After six months, it was not
removed and owner applied for a permanent building permit.
OWNER COMMENTS:
Michael Moon, 2101 Ridge Road, reviewed the reason for having of the storage unit and
the permitting process taken. He asserted that the container meets all EVDC Codes, and
was never meant to be permanent; he just needed go through belongings. He noted that,
there has been no mediation or attempt at communication by neighbors in over a year, it
was all behind our back and that he tried to handle this in a legal fashion, and to
communicate. The Covenants have not been enforced or renewed in 48 years, making
them invalid and requested the Board to affirm the Community Development decision.
PUBLIC COMMENTS:
Those speaking in favor of the Appeal:
Betty Hull, 1723 Stone Gate Drive, Mark Lee, 2165 Ridge Road, Mark Thiess, 2120
Ridge Road, 1593 Dry Gulch, Barton Smith 2110 Ridge Road, Linda Langer, 1861 Raven
Avenue, stating the following reasons: Covenants trump Code, unintended
consequences, dangerous precedent, lack of regard for neighbors, curb appeal,
aesthetics, due diligence not done, neighbors not notified
John Meissner, 751 Heinz Parkway, stated that there are ways to make storage
containers attractive and fit in, and warned of the consequences of disallowing them.
BOARD COMMENTS:
8
RECORD OF PROCEEDINGS
Estes Valley Board of Adjustment 3
July 3, 2018
Poggenpohl summarized that this type item should require a Temporary Use Permit,
should not be allowed on a permanent basis, intent of the Comprehensive Plan and
Development Code should be considered, and a revision Code Statutes as soon as
possible. He stated that he is disappointed in County’s building permit process, and there
was poor use of Covenants by the neighbors.
It was moved and seconded (Moreau./Newsom) to reverse the staff determination
regarding the Zoning Approval for Larimer County Building Permit #18-UTIL0095 on Lot
12, 2101 Ridge Road, Estes Park, Colorado, and the interpretations the Estes Valley
Development Codes 1.3, 1.6a, 1.8a1, 1.8b1, 5.1n, 5, 5.3.c, 7.1, 7.5, 7.11, 7.13 and 5.2.d,
to support this reversal. The motion passed 3-0 with Smith recusing himself.
5. REPORTS-Director Hunt
Due to the length of the meeting, there were no reports given.
There being no other business before the Board, the meeting adjourned at 10:10 a.m.
___________________________________
Rex Poggenpohl, Chair
__________________________________
Karin Swanlund, Recording Secretary
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Town of Estes Park, Larimer County, Colorado, July 5, 2018
Minutes of a special meeting of the Family Advisory Board of the Town of Estes Park,
Larimer County, Colorado. Meeting held in Room 203 of the Estes Park Town Hall on
the 5th day of July, 2018.
Present: Laurie Dale Marshall
Rachel Balduzzi
Karen Randinitis
Nancy Almond
Tyler Schmitt
Jodi Roman
Also Ron Norris, Town Board Liaison
Present: Travis Machalek, Assistant Town Administrator
Suzanna Simpson, Administration Executive Assistant
Carlie Bangs, Town Board Trustee
Absent: Courtney Hill
Sue Strom
Guests: Katherine Chu, Larimer County Department of Health and Environment
(Communities that Care)
Charley Dickey, EVECE
Naomi Hawf, Estes Park Housing Authority (EPHA)
Kelsey Lyon and Sara Rhoten, Larimer County Department of
Health and Environment (Community Health Improvement Plan)
Michael Moon, Estes Valley Early Childhood Education (EVECE)
Michael Moore, Presbyterian Community Church of the Rockies
Jon Nicholas, Estes Park Economic Development Corporation (EDC)
Jim Pickering, EDC
Jane Stuart, Estes Valley Investment in Childhood Success (EVICS)
Chair Randinitis called the meeting to order at 3:31 p.m.
Public Comment:
Jon Nicholas stressed the importance of workforce housing as a top issue in the
community and suggested that the group provide input in the Stanley Park Master
Planning process as it relates to workforce housing.
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Family Advisory Board – July 5 , 2018 – Page 2
Continuing Discussion on Childcare Needs Assessment with Stakeholders:
This portion of the meeting was facilitated by Denise Lord with Estes Valley Restorative
Justice Partnership. Following ground rules and introductions, Denise asked each group
to specifically state their current initiatives, information gathered, and recommendations
as they relate to childcare.
Member Bryant for the Park School District:
Current initiatives: A half-day pre-school, and a focus on the employee side of
the childcare issue. With over 100 employees, they continue to see those with
young families leave their positions, or not accept a position due to the childcare
issue. The School District wants to be part of community solution, but the focus is
internal for now. Additionally, Bryant’s involvement in boards addressing
childcare is one way they are involved.
Information Gathered: None, was a member of the Childcare Needs Assessment
effort.
Recommendations: No recommendations.
Additional Comments: Trustee Bangs asked for more detail on internal initiatives.
Member Bryant stated that the school district used to provide childcare –
approximately 12 years ago – which could be a potential model to replicate. The
school has space/buildings and can prioritize the uses, as well as relevant
experience in the area around funding and resources for children.
Michael Moon for Estes Valley Early Childhood Education (EVECE):
Current initiatives: Listed in detail in the presentation contained in the packet. He
does not see overlap between the organizations addressing childcare. The focus
of EVECE is to advocate for public funding to support childcare efforts.
Information gathered: He has gotten a lot of good information from Colorado
Association of Ski Towns (CAST) communities who have been working on this
for 15 – 20+ years. Rather than set up something from scratch, he feels we
should model our efforts after what has worked in other mountain communities.
He feels one cause of our limited funding options is due to our size within our
county (one of the smallest municipalities), whereas other mountain communities
are the largest communities in their respective counties. The biggest push now is
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Family Advisory Board – July 5 , 2018 – Page 3
the option to pursue legislation which will allow childcare as a taxing district. He
is concerned about coming together as a community and convincing the
community to prioritize childcare.
Recommendations: Capacity building, funding for childcare programs and
parental choice and he is building the business plan.
Nancy Almond for Estes Valley Investment in Childhood Success (EVICS):
Current initiatives: A scholarship program to help lower income families pay for
childcare (they currently have money in the fund, but there is a lack of places for
families to take children), training and support to licensed childcare providers, a
recruitment program, community investment initiatives, promotion of community
awareness, collaborating with other agencies, and a parent education program.
Information gathered: needs assessment and anecdotal info from community.
Recommendations: For the Town’s 2019 strategic plan, EVICS would like to
request that the Town identify and dedicate space for the construction of a
childcare center for ages 0-5, establish a Town-managed community fund to
collect seed money for the construction of a facility and appoint a task force to
raise additional money including employers and donors, dedicate Town staff time
to coordinate the work in cooperation with FAB and other agencies (one year
goals), identify and create a sustainable funding source for childcare subsidies
(five year goal), and secure grants for construction of a facility many years down
the road. Denise Lord recommends adding the last one to the parking lot for a
future meeting.
Chair Randinitis for Courtney Hill and Dave DeLuca with YMCA of the Rockies:
Current Initiatives: the YMCA is seeking to improve the current preschool
program, increasing hours to close between 5 – 5:30, currently staff are
reimbursed for half of all childcare costs as a benefit, but not focusing on
infant/toddler care specifically.
Jim Pickering for the Estes Park Economic Development Corporation (EPEDC):
The board heard in detail Mike’s EVECE presentation but did not take any formal
action. The EPEDC sponsored the Childcare Services Committee and partnered
with EVICS as a fiscal partner. Pickering cites a free market failure as it relates to
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Family Advisory Board – July 5 , 2018 – Page 4
childcare. Their core recommendation is to focus on capacity building and
funding.
Naomi Hawf for the Estes Park Housing Authority:
Naomi pointed out that there is one housing development in progress which is
planning to build a childcare facility on property. This property – Wind River – is
going before the Estes Valley Planning Commission July 17.
Kelsey Lyon – for Larimer County Department of Health and the Environment:
The Health Department has identified childcare as one of two priorities. They are
currently working with the Early Childhood Council of Larimer County, have met
with individuals in Estes Park, and plan to foster partnerships and support these
teams moving forward. This is an unfunded mandate, but they will partner with
other entities for grant-writing support. She also stressed that they are focused
on quality childcare.
Trustee Norris stated that staff is beginning work on the 2019 budget based on the initial
strategic plan provided by board. Discussion followed on the process of making
recommendations to the board and how other advisory boards have fared with their
recommendations. Vice-Chair Marshall presented a diagram to run each
recommendation through – does the town have the capacity? If no, parking lot. If yes,
consider for a recommendation. If the FAB wants to make the recommendation, does
the FAB like how it’s written? No, edit then put on recommendations, if yes, put on list
as is. The final recommendations that the group agreed on are:
1. Engage local, county and statewide organizations to advocate for the passage of
a childcare taxing district at the 2019 state legislature and other legislation
supporting childcare
2. Establish a community fund to collect seed monies for the startup costs of a
quality childcare center with a two-year target of $1 million, contribute to this
fund, and coordinate efforts to engage others to contribute to this fund.
3. Identify and dedicate town property, such as Stanley Park, of approximately 4
acres to be the site of community based high quality childcare
4. Identify and create multiple sustainable funding sources for ongoing investments
in quality childcare.
5. Dedicate town staff time to coordinate quality childcare initiatives in cooperation
with FAB and other community organizations
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Family Advisory Board – July 5 , 2018 – Page 5
It was moved and seconded (Balduzzi/Schmitt) to present all 5 recommendations to the
Town Board to be added to the 2019 strategic plan and the motion passes unanimously.
Approval of May Minutes (Regular and Special Meeting)
It was moved and seconded (Roman/Schmitt) to approval the minutes from both the
regular meeting in May and the special meeting and the motion passes unanimously
Review and Approval of Memo Recommending a Code Change for Childcare
Facilities in the S1/S2 Categories
It was moved and seconded (Marshall/Almond) to approve the memo recommending
code changes to the review process for S1/S2 categories as they relate to childcare
facilities and the motion passes unanimously.
Opportunity to Create Colorado Association of Ski Towns (CAST) Childcare Study
Assistant Town Administrator Machalek briefed the group on an opportunity to create a
CAST survey on childcare. CAST will not facilitate the survey because they have only
heard that childcare is a priority issue in 2 communities. They did agree to distribute a
survey on our behalf. The request is to nominate 2 people to work with Assistant Town
Administrator Machalek to draft questions to bring back to FAB for CAST. The group
decided to place this item on the agenda for August and focus on the strategic plan
recommendations for now.
Rescheduling Jennifer McAtamney’s Visit
Jennifer McAtamney’s visit will now take place July 26 with the same agenda as the
previously cancelled visit in June.
Seeing no further business, Chair Randinitis adjourned the meeting at 6:04 p.m.
Next Meeting
The next meeting of the Family Advisory Board will take place Thursday, August 2, at
3:30 p.m. in Room 203 at Town Hall.
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16
LIGHT & POWER DIVISION Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Lancaster
From: Joe Lockhart, Line Superintendent
Date: August 14, 2018
RE: Three-Year Holiday Lighting & Exhibits Contract with Adam’s Tree
Service, First Season (2018-2019) $102,500, Budgeted Annually
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
XX CONTRACT/AGREEMENT RESOLUTION OTHER______________
QUASI-JUDICIAL YES XX NO
Objective:
To obtain approval to award the 2018 – 2020 seasonal display installation, maintenance
and removal contract to Adam’s Tree Service.
Present Situation:
Over the past four years the Town has been improving the way that downtown looks during
the holidays. We have upgraded to LED lights to increase energy efficiency and the
longevity of the light strands. This year’s design is cleaner and flows better from Elkhorn
Avenue through the parks that are decorated annually.
Our contract for this service has expired and we recently went out to bid for a contract from
the fall of 2018 thru the spring of 2021. In the Request for Bid we spelled out the design to
the potential contractors in great detail and we are expecting the downtown area to look
even better this year. Light & Power has had great feedback from the public on the last four
years of design and we are hoping to get the same result this year.
We received quotes from two vendors of the six that attended the mandatory walk-through.
They are as follows:
Adam’s Tree Service
P.O. Box 4420
Estes Park, CO 80517
Winter 2018/2019 = $102,500
Winter 2019/2020 = $104,500
Winter 2020/2021 = $106,641
Colorado Christmas Lights
6787 Flagstaff Road
Boulder, CO 80302
17
Winter 2018/2019 = $98,380
Winter 2019/2020 = $98,380
Winter 2020/2021 = $98,380
Proposal:
We propose to accept the complete bid from Adam’s Tree Service. Adam’s Tree Service is
the only bidder of the two that is local to Estes Park. The Town is very familiar with the
quality of their work. Over the past three years Adam and his crew have had great response
times when contacted regarding maintenance and repairs to the displays. As an
established local business, they have significant local ties and support.
Staff is hesitant to recommend Colorado Christmas Lights for several reasons. First, they
are not based in the Estes Valley which leads to concerns with responsiveness to repair
requests. Second, staff did not feel that they were as willing to work within the framework of
our design and contract as set out in the bid documents and the mandatory walk-through.
Advantages:
We have an opportunity to support a local business in accordance with our Local
Preference Policy.
Having a local business means having better response times when contacted
regarding maintenance and repairs to the displays and lighting.
The service work we have received from Adam’s Tree Service has been exceptional
and always reliable.
They are a local business in good standing and hold a current Town business
license.
Disadvantages:
None.
Action Recommended:
Staff recommends approval of acceptance of the bid from Adam’s Tree Service and
execution of the proposed contract which is attached hereto.
Finance/Resource Impact:
502-6501-560.26-15 – Exhibit/Display
Level of Public Interest
High – this program is well-received by our residents and guests.
Sample Motion:
I move to approve/deny the acceptance of the bid and the execution of the contract from
Adam’s Tree Service.
Attachments:
Services Contract
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SERVICES CONTRACT
This Contract is entered into this ______ day of __________________, 20 , by and
between the Town of Estes Park, Colorado (“Town”) and
(“Contractor”).
Whereas, the parties desire to contract with one another to complete the following project:
HOLIDAY LIGHTING & EXHIBITS - FALL 2018 THROUGH SPRING 2021 .
Now, therefore, in consideration of the mutual covenants and agreements contained herein,
the parties agree as follows:
1. Services.
a. The Contractor shall perform the services set forth in the Request for
Bids/Project Specifications, attached hereto as Exhibit A and incorporated
herein by reference (“Services”). The Town reserves the right to remove any of
the Services from Exhibit A upon written notice to Contractor. In the event of
any conflict between this Contract and Exhibit A, the provisions of this
Contract shall prevail.
b. No material change to the Services, including any additional compensation,
shall be effective or paid unless authorized by written amendment to this
Contract executed by the Town. If Contractor proceeds without such written
authorization, then Contractor shall be deemed to have waived any claim for
additional compensation, including a claim based on the theory of unjust
enrichment, quantum merit or implied contract. Except as expressly provided
herein, no agent, employee, or representative of the Town is authorized to
modify any term of this Agreement, either directly or implied by a course of
action.
2. Price. The Town shall pay the Contractor $102,500 for the 2018/2019 season and
contingent on performance for each of the remaining years, $104,500 for the 2019/2020 season
and $106,641 for the 2020/2021 season. Payment of the contract price for each season shall be
made in accordance with the Payment Schedule as described in Exhibit A. The amounts specified
herein shall include the fees and expenses anticipated to be incurred by Contractor in performing
all Services as described in Exhibit A. The Town shall make payment within thirty days of receipt
and approval of monthly invoices, which shall identify the specific Services performed for which
payment is requested.
3. Term. This Contract shall be for a period of one to three years beginning with the
2018/2019 holiday season, each of which will be contingent upon the satisfactory performance by
the Contractor of the Services described in Exhibit A. This Contract may be extended or renewed
by written agreement of the parties. The Town shall notify the Contractor, in writing, on or before
May 1, 2019 or May 1, 2020 whether or not Contractor performed the Services satisfactorily and if
the contract will continue into the next season.
4. Appropriation. To the extent this Contract constitutes a multiple fiscal year debt or
financial obligation of the Town, it shall be subject to annual appropriation pursuant to the Town’s
annual budgeting process and Article X, Section 20 of the Colorado Constitution. The Town shall
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have no obligation to continue this Contract in any fiscal year in which no such appropriation is
made.
5. Independent Contractor. The parties agree that the Contractor is an independent
Contractor and is not an employee of the Town. The Contractor, nor its employees or agents,
is not entitled to workers’ compensation benefits from the Town and is obligated to pay
federal and state income tax on any money earned pursuant to this Contract.
6. Insurance Requirements.
a. Policies. The Contractor and its subcontractors, if any, shall procure and keep
in force during the duration of this Contract the following insurance policies and
shall provide the Town with a certificate of insurance evidencing upon
execution of this Contract:
i. Comprehensive general liability insurance insuring the Contractor and
naming the Town as an additional insured with minimum combined
single limits of $1,000,000 each occurrence and $1,000,000 aggregate.
The policy shall be applicable to all premises and operations. The policy
shall include coverage for bodily injury, broad form property damage
(including completed operations), personal injury (including coverage for
contractual and employee acts), blanket contractual, independent
contractors, products, and completed operations. The policy shall
contain a severability of interests provision.
ii. Comprehensive automobile liability insurance insuring the Contractor
and naming the Town as an additional insured against any liability for
personal injury, bodily injury, or death arising out of the use of motor
vehicles and covering operations on or off the site of all motor vehicles
controlled by the Contractor which are used in connection with this
Contract, whether the motor vehicles are owned, non-owned, or hired,
with a combined single limit of at least $1,000,000.
iii. Workers’ compensation insurance and all other insurance required by
any applicable law.
b. Requirements. Required insurance policies shall be with companies qualified
to do business in Colorado with a general policyholder’s financial rating
acceptable to the Town. Said policies shall not be cancelable or subject to
reduction in coverage limits or other modification except after thirty days prior
written notice to the Town. The Contractor shall identify whether the type of
coverage is “occurrence” or “claims made.” If the type of coverage is “claims
made,” which at renewal the Contractor changes to “occurrence,” the
Contractor shall carry a six-month tail. Comprehensive general and automobile
policies shall be for the mutual and joint benefit and protection of the Contractor
and the Town. Such policies shall provide that the Town, although named as an
additional insured, shall nevertheless be entitled to recover under said policies
for any loss occasioned to it, its officers, employees, and agents by reason of
negligence of the Contractor, its officers, employees, agents, subcontractors, or
business invitees. Such policies shall be written as primary policies not
contributing to and not in excess of coverage the Town may carry.
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c. Contractor shall provide the Town with a certificate of insurance, completed by
Contractor’s insurance agent as evidence that policies providing the required
coverages, conditions and minimum limits are in full force and effect. The
certificate shall identify this Contract and shall provide that the coverages
afforded under the policies shall not be cancelled, terminated or materially
changed until at least thirty (30) days prior written notice has been given to the
Town. The Town reserves the right to request and receive a certified copy of
any policy and endorsement thereto.
7. Indemnification. The Contractor agrees to indemnify and hold harmless the Town,
its officers, employees, and agents from and against all liability, claims, and demands on account
of any injury, loss, or damage, including court costs and attorneys’ fees, arising out of or connected
with the Services, if such injury, loss, or damage, or any portion thereof, is caused by, or claimed
to be caused by, the negligent act, omission, or other fault of the Contractor or any subcontractor
of the Contractor, or any officer, employee, or agent of the Contractor or any subcontractor, or any
other person for whom the Contractor is responsible. The Contractor’s indemnification obligation
shall not be construed to extend to any injury, loss, or damage to the extent caused by the act,
omission, or other fault of the Town. This paragraph shall survive the termination or expiration of
this Contract.
8. Professional Responsibility.
a. Contractor hereby warrants that it is qualified to perform the Services, holds all
professional licenses required by law to perform the Services, and has all
requisite corporate authority to enter into this Contract.
b. The Services shall be performed by Contractor in accordance with generally
accepted professional practices and the level of competency presently
maintained by other practicing professional firms performing the same or
similar type of work in the Denver metro area. The Services shall be done in
compliance with applicable federal, state, and local laws, ordinances, rules and
regulations.
c. Contractor shall be responsible for the professional quality, technical accuracy,
timely completion of all services furnished by Contractor under this Agreement.
Contractor shall, without additional compensation, correct or resolve any errors
or deficiencies in said services, which fall below the standard of professional
practice, and reimburse the Town for costs caused by errors and omissions
which fall below the standard of professional practice.
d. Approval by the Town of work performed or materials furnished hereunder shall
not in any way relieve Contractor of responsibility for technical adequacy of its
services. Neither the Town's review, approval, or acceptance of, nor payment
for, any of the Contractor’s services shall be construed to operate as a waiver
of any rights under this Contract or of any cause of action arising out of the
performance of this Contract.
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e. Contractor hereby agrees that Contractor, including but not limited to, any
employee, principal, shareholder, or affiliate of Contractor shall not have a
financial relationship with or an ownership interest in any person and/or entity
which entity and/or person shall be the recipient of any contract or work for the
services provided by Contractor pursuant to the terms and conditions of this
Contract. Contractor understands and agrees that the purpose of this provision
is to prevent any information created as a result of Contractor’s services herein
being used by any person and/or entity in the preparation of any bid or
performance of any work for the Town.
f. Because the Town has hired Contractor for its professional expertise,
Contractor agrees not to employ subcontractors to perform more than twenty
percent (20 %) of the work required under the Scope of Services. Upon
execution of this Contract, Contractor shall furnish to the Town a list of
proposed subcontractors, and Contractor shall not employ a subcontractor to
whose employment the Town reasonably objects. All contracts between
Contractor and subcontractors shall conform to this Contract including, but not
limited to, Section 10.
9. Governmental Immunity Act. No term or condition of this Contract shall be
construed or interpreted as a waiver, express or implied, of any of the notices, requirements,
immunities, rights, benefits, protections, limitations of liability, and other provisions of the Colorado
Governmental Immunity Act, C.R.S. § 24-10-101 et seq. and under any other applicable law.
10. Compliance with Applicable Laws.
a. Generally. The Contractor shall comply with all applicable federal, state, and
local laws, including the ordinances, resolutions, rules, and regulations of the
Town. The Contractor shall solely be responsible for payment of all applicable
taxes and for obtaining and keeping in force all applicable permits, licenses,
and approvals. A current business license, issued by the Estes Park Town
Clerk to the Contractor, is required to render the services described in this
contract.
b. C.R.S. Article 17.5, Title 8. The Contractor hereby certifies that, as of the date
of this Contract, it does not knowingly employ or contract with an illegal alien
who will perform work under this Contract and that the Contractor will
participate in the e-verify program or Colorado Department of Labor and
Employment (“Department”) program as defined in C.R.S. § 8-17.5-101 in order
to confirm the employment eligibility of all employees who are newly hired for
employment to perform work under this Contract. The Contractor shall not
knowingly employ or contract with an illegal alien to perform work under this
Contract or enter into a contract with a subcontractor that fails to certify to the
Contractor that the subcontractor shall not knowingly employ or contract with
an illegal alien to perform work under this Contract. The Contractor certifies that
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it has confirmed the employment eligibility of all employees who are newly hired
for employment to perform work under this Contract through participation in
either the e-verify program or the Department program. The Contractor is
prohibited from using either the e-verify program or the Department program
procedures to undertake pre-employment screening of job applicants while this
Contract is being performed.
If the Contractor obtains actual knowledge that a subcontractor performing
work under this Contract knowingly employs or contracts with an illegal alien,
the Contractor shall be required to: (i) notify the subcontractor and Town within
three days that Contractor has actual knowledge that the subcontractor is
employing or contracting with an illegal alien; and (ii) terminate the subcontract
with the subcontractor if within three days of receiving the notice required
pursuant to this subparagraph the subcontractor does not stop employing or
contracting with the illegal alien; except that Contractor shall not terminate the
contract with the subcontractor if during such three days the subcontractor
provides information to establish that the subcontractor has not knowingly
employed or contracted with an illegal alien. The Contractor shall comply with
any reasonable request by the Department made in the course of an
investigation that it is undertaking pursuant to the authority established in
C.R.S. Article 17.5, Title 8. If the Contractor violates this paragraph, the Town
may terminate this Contract for default in accordance with “Termination,” below.
If this Contract is so terminated, the Contractor shall be liable for actual and
consequential damages to the Town.
11. Termination.
a. Without Cause. Either party may terminate this Contract without cause upon
thirty days prior written notice to the other party. The Town shall be liable to pay
the Contractor for Services performed as of the effective date of termination,
but shall not be liable to the Contractor for anticipated profits.
b. For Default. Each and every term and condition hereof shall be deemed to be
a material element of this Contract. In the event either party fails to perform
according to the terms of this Contract, such party may be declared in default. If
the defaulting party does not cure said breach within ten days of written notice
thereof, the non-defaulting party may terminate this Contract immediately upon
written notice of termination to the other. In the event of termination of this
Contract pursuant to this Section, the non-defaulting party shall be entitled to
recover all damages caused by said default. In the event that Contractor is in
default, the Town may withhold payment to the Contractor for the purposes of
setoff until such time as the amount of damages is determined.
12. Notices. Written notices shall be directed as follows and shall be deemed received
when hand-delivered or emailed, or three days after being sent by certified mail, return receipt
requested:
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To the Town: To the Contractor:
Sarah Clark and Joe Adam’s Tree Service
Lockhart, Project Mgrs. P.O. Box 4420
Town of Estes Park Estes Park, CO 80517
170 MacGregor Avenue Email: adamstreeservice@gmail.com
Estes Park, CO 80517
Email: sclark@estes.org
and jlockhart@estes.org
13. Time of the Essence. Time is of the essence in performance of the Services and is
a significant and material term of this Contract. The Contractor agrees to abide by the Project
Schedule set forth in Exhibit A attached hereto.
14. Entire Agreement. This Contract and any attached exhibits or appendices
constitutes the entire agreement of the parties relating to the subject matter hereof; and, except as
provided herein, may not be modified or amended except by written agreement of the parties. In
the event a court of competent jurisdiction holds any provision of this Contract invalid or
unenforceable, such holding shall not invalidate or render unenforceable any other provision of this
Contract.
15. Assignment. The Contractor shall not assign this Contract without the Town’s prior
written consent.
16. Governing Law. This Contract shall be governed by the laws of the State of
Colorado, and venue shall be in the County of Larimer, State of Colorado.
17. Attorney’s Fees and Costs. In the event it becomes necessary for either party to bring
any action to enforce any provision of this Contract or to recover any damages from the other party
as a result of the breach of this Contract, including, but not limited to, defective work, and the party
that prevails in such litigation, the other party shall pay the prevailing party its reasonable attorney’s
fees and costs as determined by the court.
18. Force Majeure. Should any party be unable to perform any obligation required of it
under this Agreement, other than the payment of money, because of any cause beyond its control
including, but not limited to, war, insurrection, riot, civil commotion, shortages, strikes, lockout, fire,
earthquake, calamity, windstorm, flood, material shortages, failure of any suppliers, freight handlers,
transportation vendors or like activities, or any other force majeure, then such party's performance
of any such obligation shall be suspended for such period as the party is unable to perform such
obligation.
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19. Electronic Signature. This Contract may be executed by electronic signature in
accordance with C.R.S. § 24-71.3-101 et seq.
The parties hereto have executed this Contract on the date first above written.
Town of Estes Park, Colorado
By: ____________________________________
Title: ____________________________________
ATTEST:
By_____________________________
Town Clerk
(SEAL)
Contractor
By: ____________________________________
Title: ____________________________________
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26
TOWN BOARD MEETING
August 14, 2018
Consent Item #6 Reappointment of Frank
Lancaster to the CML Policy Committee
There are no materials for this agenda
Item.
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MUSEUM Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Lancaster
Assistant Town Administrator Machalek
From: Derek Fortini, Museum Director
Date: August 14, 2018
RE: Acceptance of State Grant for Birch Ruins Preservation & Interpretation
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER:
QUASI-JUDICIAL YES NO
Objective:
Obtain Board approval of the acceptance of a grant from the State Historical Fund. This
grant would pay for construction necessary to make improvements on the Birch Ruins
including stabilizing the structural rock walls with masonry work, extending the current
viewing platform, and the installation of historic information signage related to the site.
Present Situation:
Since the Museum assumed responsibility of the Birch Ruins and Birch Cabin in 2001,
periodic efforts have been made to enhance the site based off of resources available.
With the 2017 Centennial Legacy project being focused on improvements to the Knoll-
Willows property, the Museum took steps to make much needed improvements to the
experience, preservation, and understanding of the historic structures located there. In
October of 2016, the Museum received a grant through the State Historical Fund to
produce construction documents that would improve the Birch Ruins and Birch Cabin.
The second part of that grant to complete the work was awarded to the Town/Museum
in July 2018. The State Historical Fund has to go under contract with the Town in order
to distribute the funds. If the funds are accepted, Museum staff will be able to oversee
the stabilization of the Ruins with a local stone mason.
Utilizing the documents produced with the 2016 State Grant award, staff will oversee
the installation of at least seven interpretive sign stanchions (two will be located at the
Cabin) as well as the extension of the current walkway. The extension will further
protect the structure while allowing safe access to more of the site/structure, namely the
front patio area. Interpretation of the site will increase knowledge and context for the
structure and general Estes Park history, along with providing warning signage to stay
off the structure and to only view it from the walkway. The interpretive signage
stanchions have been designed in such a manner that the actual signage can be altered
in the future as information and general museum practices of interpretation evolve.
Proposal:
The State Historical Fund requires a 25% match from grant applicants. The match for
this project was budgeted as part of the Centennial budget item. The project will be
managed by Museum Director Fortini along with the assistance of Facility Manger
Landkamer. Accepting this grant will create improvements for the site. As an unstaffed
historic site, it is important to provide a safe experience for visitors, inform them of the
significance of the site, as well as protect and preserve the structures. The award is
good for up to three years, but staff plans to begin work as soon as possible. The
process to complete the grant work entails to review the grant with History Colorado
staff and all contractors/Town staff, have Museum staff begin work on the signage,
review project and standards for rehabilitation with mason and engineer, complete the
masonry repair, complete the walkway construction, complete the signage installation,
and conclude the project with two public presentations on the site.
Advantages:
Signage to historically interpret the Cabin and the Ruins will increase the
knowledge and appreciation of the site and the general history of Estes Park.
The extended walkway at the Ruins will enhance the ability of visitors to explore
the entire structure in a safe manner, especially the front porch view (this also
better protects the Ruins).
Better preservation of the Ruins including masonry repair work that is necessary
and was identified in a 2005 survey of the structure. Staff will then monitor the
structure on a monthly basis to ensure any noticeable damage is addressed
immediately.
Disadvantages:
Staff time to administer the grant.
Action Recommended:
Approve the acceptance of the State Historical Fund grant for the improvement of the
Birch Cabin and Ruins.
Finance/Resource Impact:
The entire project is expected to cost $33,175. The grant request is for $24,675 with a
Town match of $8,500 (25.62%). The grant match is budgeted within the Centennial
Project revenue line 101-1300-343.40-00 and would be expensed through 101-1300-
413.29-33 (Project WILL17).
Level of Public Interest
Medium. If the grant is accepted there will be a press release issued and progress of
the work will be highlighted on the Museum’s Facebook page and members-only
newsletter. Once the entire project is completed, the Museum plans to publicize at least
two public programs (as well as a program with a museum networking association, such
as Alliance of the Northern Front Range Museums) that will include a program and
highlight the improvements to the historic site.
Sample Motion:
I move to (approve/deny) the acceptance of the State Historical Fund grant for the
Birch Ruins preservation and interpretation by the Town Board.
Attachments:
State Historical Fund Contract
STATEHISTORICALFUNDSTEP1)GeneralInformationProject4____________CrantRecipient:PAYMENTREQUESTANDFINANCIALREPORTFORM(ATTACHMENT1)Instructions:Usethisformtorequestapavmemandreportexpensesforourproject.tndicatethepavmenryouarerequestingInclieckiiigtheboxbelow.Reportpayments.forworkontheprojectsinceoLirI:isrp:ivmentreqUest.Incli.idcicompletedCeritficanonofExpendituresformwhensubmittinganinterimorfinalfinancialreport.Step2)PaymentRequest:Check OnlyOneBoxQ\dvancePaymentIinterimPaymentQ2atnieri,nPaymentftfapplicabk,lCiwinalPaymentQEasementPaymentGuidelines:\Vorkmustbeginwithin2weeksofreceiptofanAdvancePayment.Previouslyadvancedfundsmusthesubstantiallyexpended(40%or more)priortoreeeivtnganInterimPayment.FinalpaymentisareimbursementONLY.PleaserefertoExhibitCofyourcontractforpaymentamountsanddeliverablesdueheforesubmittingapaymentrequest.Contingencyfundswillbeaddedtopaymentsbasedonpriorapproval.IncludeacopyoftheEasementFeeinvoicewhenrequestinginEasementPayment.Step3)FinancialReport:Award.\inount$.\wardRatioGrantRinds:%/CashMatch:P.\VEEN.\MEBUDGETEDE\SKDATE\XAIUL\NTor.\MOUNTPAID•‘isks/dinExt/WIBofC,mM,JPAIDCIIECK4Ill—__________DONOTWRITEINTillSAREA________Reviewed_____________QualityCheekApprovedIbrF’avnienvrrrnnmflProjectlitle:GrantRecipientContact:IherebycertifythatallexpensesreportedabovehavebeenI’.\II)antithatallifI°InterimFinancialReportTotaltheinfitrmantiiiisnIrrectandthataTivfalseiirmisrepresenredinIntoiitoiiim‘Y2ndInterimFinanciaiReportTotalreqinreimmediaterepaymentttfanylitallhinds.FinalFinancialReportTotalProjectTotalStep4)AdditionalInformation:Iistim:tte:Projectis_________________bCompleteInerestEarned:S_____________________CertificaiionofExpendituresFonn(COE)formincludedStep5)Signature:GrantRecipient/ProjectDirectorSignatureDateI\Nlanti.ils\(.‘tnir.irtsMinu.iIs\\lt’sitarrent(r,i:iII’ickcminfitnnaiittii\i,eItSide\l’i)Reqtmisi;iiidiiti.iiiri.ilitepitriF.,m,—Rev05.21113di,c32
cmi_______________(ItS/95.________________________________________________________________1)cpariinenror.\gcncvNameIliston(,oIc,r.idc,,tile(iloc.idiIlisr,,ricaiSocietOcparnncntor.\gcnt-vNumber(;{:\Riiu1ngNunther.\Pl’R()\i:1)\\.\i\l-i&H)ItI#37—CCONTRACT#2019-ML-0t3IiISCt)\l’R.U:i,NUdethis______________da‘1___________________________________________be.nidl,ervctntheSta:cit(;,,h,rad,,[cittheuseacidlieneut,,ftheI)Lparrllientif!Iightrldocitii,n,Ilisnin,(;c,i,,r.ido,tie:,irad,IIlsr,crttalSocier.IDOiirc,.tdn.tlk,ivcr,(olcirad,80203,llereinafrurreferredtoistheStareand/iitIstnti),radi,andrileTownofEsiesPark,2004thStreeL,P0Box1200,EstesPark,Colorado,80517,hereinafterreferredtiasthe‘Contract.it’’,1 I.RI\5,authicintvexistsintheI.awandIunchshavi’been1)11dgetecl,appripn.jredan1itIenycsenudenadahieand-ati16ClLIlt0,1Cc‘Uiinittedh.dancerhurcofremainsavailableicrecictniienngand,ni,,eqrcuiitpamentthisnntr.ccrunderi.titiimi,ranceNumber____________________inlundNrniilier2008,\pprn[irl.ltiocl\ccnrinra]si-sii;and()rganl/ariccliSIIFU;andWIhILl..\S.requiredapptciai,cluataciceanduciicrduiariccnhtk5beenaeciiinphshitdloonandwithapprclpnareageclelc-st;cicIFilth\S,.\rurleI2-1’.1-1201oftheColnr.id,RevisedStatutesandSubstctcnn(5)b)(III)ofSecnon0ofArticleN\III•ifthestaleCc,nsritunon,prnvidelilttileannualdisrnl,uriccnofmoniesironrileStateIIistc,ncallund,andIINRI\S,theI.,•,lrraet,crIseligibleiiiaccordancewohlawtoreceiveaStateIlistonealItnidpruservariongrantawardforacqrlislnoilaciddevclccpnitiitprotectsitIicni,inlarivegrantawardsoverSll),000andWI111tH\S,tins(ccnrracr(lierciiiatier‘‘Cc,ltr,tcr’’or‘.\greelneiltsetsfnrththeScopeit\\‘orl.lodgerandlastciiStibinittab..hiereir.afterruletrudtoasthe‘‘I’ri,1ecr’.and\\Ili-It)AS,theti,iltraeti,tisapuhhcentitiandtheownerInfeesimpleofCertaliltealprnpertvinlarimer(:coti,I:dilorado,winchpropertylasbeenlistediiitheStateRegisterillhsrnrccPropertiesastilelurchCahni—\\ilh,wsI’rnperrv—Knoll/\\chowSiteBirchRuinslocatedatNearNlae(regccrAvenueand\\c,ncienIew.‘aenrie,EsrePark,Ibrad,,,Ilereinafrerrefirredtoasthe“Propcrr,’’andwinchI’rnpetr;motep.irricu]arldttrch,edasfollows.IA112.141W:11RHSL11.HI’St)‘s\Ill‘RUtIth,irisliercl,vagreedthat.11wC.ilntracirshallusefundssnb1ecrtotillst:ontraetinsnpp,irt,tProject#2019—M1—013‘PreservationandInterpretation”inace,rdaneewiththeiot1’ofI‘orktanicliedheret,asIxliiior\,wIudnlgallapphcaIiIcplaisacidspecificaticinsLieeelpet)pticittoordotingthecontractpenod.winchareherein’madeapartoftillsI:o,itr.ictlivreftrence,2.Al’l’l.It.\131.i:S’IASI).\Rl)S:liii-Cc,Ilrraecoragreestilatitwillpcrfiirnitheacti’ticsandproducetilecicliierahileslistedillIxhciliirCIIacciirdancewirlithepirtinr-ntrecti,illsIttileapplicableSecretarifrI,cInterior’sStusd:;rdsfir-Ir/.:sc.a,g;,:ntllbs/-an:Prcs,’ntitan.nitranIrshallperfirmanandallsun-c’activitiesandsobflirta)sInleo’rdaIce.tItIISi,ytNIalloalallLIIIovtiIIbrad,(o!turalILtsilorcelilvenron-Forms,\u,lumesIamIdII.one1098(Revisedl)ecezi,i,er2001)liltlilyandallsorvcvactivitiesaIdp°’iects(epicsiiwhiiciiarea‘.tihal,1ethrughiIlist,Irv(b,radci).3.RH;)II’CIIVSl--.\lheoprcgliraIileinatenalsand/orsubmittal,deelcipcdr’tprccdricedtinderthiscontractaresubjecttoaroaltv—irue.ll’cnLxClnsi’e,a,-dirreouahlulicLilseticIIi<tonI.i,loradi,tore1iricdouepublish.disphis,peticirtil,preparederivaiiic,itksorcirliuntiseuse,andauitliictwei,th,erstoreproduce.pnhlishi,displa’,perform.prupareclcrivatiieworks.or,thenv,seuse,rIteworkit‘i,rks(cr1lisronC,,Loraoacid:cirStateIIsr,ncahb-midpin-poses4CONTRACTEFFECTIVEDATE:ThetermofthisContractshallhefrl,mOctober15,2018throughOctober15,202011wperfilrmanccciitilevr,rkmustlIeClImniecleedwithinsixty(60)days,,ftheC,cntracrbegmmlolgdateunlessaI,ngerperuidisapprimeedinwritingbriteStateIlist,,rica1lund.Ndcmiiistratiit(lieperfitinniceofdievcrkmustbeccimp)etedciiIlaterclianthirw(30)dayspriortotheCi,ntraetendingdale.5Ct)NIPI*NSVfl(INANt)MLIIItII)()FI’Av)Il-:sl’hic,insmderaric,niiirileproicctdescnl,ediiiItxhnliit.\a:idstih1ecrto(intiniedclivciinfcinnplctociofnienhilest,liesccliitaniediiithebatofSabsm#a/sset1,ittIiciIxitibitC,dieStarcshallpaytotheContractoragrantnottoexceedtwenty-fourthousand,sixhundredseventy-fivedollars($23,675.00),nbessiithenvisespeciliedinIxinbc:,theState’shal]advanceI‘rtv—perccnt(10°cc)oftheti,talgrailram,mcitup,,nproperexccuric,ncfthiscontractandupc’iisul,missiccnifaSIIFl’amum,rRequest,fifty-percent(50”)‘diliepardtoriteI:ililtracrortip,clsuhmissicinandapprc‘califtheInterimSElFFuunny,/Repon‘lieremainingten-percetir(IOu)ofnwgrantsitu‘clotshallbepaidfl,lbnmg‘,nrractmn-ssubn,issccinandtileStare’sappri,valIitileFin:s/SI-IFF/annulRodandSI-IFP.r-mugRent!Iotin(-I/holimo/sImd21.NIlpaymentsaresubjecrtitilesatisfact,InciinplcruIn,fmulest,liesdescribedinI‘xhibirCandsubmissionbyContraetrirofeitherdocumentedprooforcerüficatii,nofexpenditureswitheachfinancialreport.Page1of633
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SPECIALPROVISIONSLiIiiopcciaL&.;wtin.lrpI_ra..l!U.uIu[.ieLo.c&cspn“herei:,let!ii,(iii.—CONTROlLER’S.\Pl’BOVAL.CR521-30-202(I)itheslut!1111111iii,ho_II,l,pt•1ct!hi’tiltI4!rlc’,0-t.1k(:,c’c’’,ltrutde’cgci.2.flNDAV.\ILL3II.Iiit;R521-30-11;2(5.5).Itiiit:tii,1i,0:.c:‘to—fil_i—rnkp;.i’1.olerr;_c’:—..:Ni.:r.:re_,o:;i’_i:t:.ntar._!.t,-rtN,ti.4—cI.c:.trprp:-..ltIin_Ici_.!.,;.i-t.:.r’t,ttt:_!et.a4ih:_3GOVER?tIENTALININIt,NI1’.N:tltntll,tt,,IIdzhut,IIItin—tilltractcitnilIitL’:ltihrcitd.ircnicq,r_redatait.itt’r.t;pk’silrnutpi;ttIlit:uivi,tOteInhi;Itlt’ctces-n4iii..Kite10K.1u’’Itloin—.iiIIii(iiiradiit,litenittcctlc.llltnttiicnit;.\ir,IH’2411,I’llLIseq.“IliltI‘cdtr.cIlirt1I.tn’ui-2Li-U4tiiiand2t”Ici‘tq_1,ct’rl‘IKii’ltiinOtt.,ft3INDEPENDENTCONTR0C’rOR.,:ntr,1.llre!iah.ptiK.nnont.sdutie.K_fl_ufla_t-t—ittimLit_itiitt’inil,itiit,nc_ihut_nal_i01h,liLl.Notice,I,Ipcir.iLl,urn’,r.llci.lulttii;tfihi,l.l;ct.lIl,:lntr.ctt,urchiliIteh_t,ncdbeina;_-tntItcttipl.i’ttiiiIceStateI‘uric‘‘it.txcdIi%Linpi:liets.Itcd.fl4tnisart:nilcurdledlituctlatipili:Ifletnitttstirintt:iri’titketst’]IllflLiis4htuIi!‘,enefli-lit:nulltIneStatetune!licei-riteskit!nullpa’I:irllt.ic!ctintlce1,rillt!esrellc•ntriotfir(i:iniraci,ir,,raiti,iftt,,r—c,irsi,rtit:pi,::ecsInetncp!il.Wentr,,ur.lneekentfct’,tIlIIctai,lLhht!L-I’,It.ttlcpI,I’,Lt,.ctidic—tIllsliii!.tfiutindIstrIct’titncdt-ai,i:lti,itLi.I.,ltitr.cctllrllratlicrJI’,ittiIl,tctr,ltt,ur‘liiipi’iitellt!uL’.liia1iphce:cli!cLltii,i‘littttc’.it.ls.i.11111ltIc:llt;L’tic.inidkcali:_aiiisti:ta’,rr_.!:u:r—::ctttr,’tinic.‘citriolriri:t,rcl.l,:;r’i,.,.::i‘or.ni.:ti.ic‘k.:,rt:t:pi:_J.F,i:cn_!ilcti-ia.il:lr’;ie:tttnct:tI:r2,t.,r::i_I._ts:.l.l_::n:_t,Lcascspre.ehicclforthliar_itt,I,:ntratt.r‘lidi(a)I’r.11,_IltillI_’tt.1f.,rcc’n,ir!_Lr.ei.nircn..ltc’,nandtccitttcpi_’.in:t::tc.loct;c_ti..n:1:r_utr.tin‘einitt:on:tnt:-rtt:cittdbtIii.(b).fileu’i-ch_t.r.j’.ttsi_tIIt,:1;::.,:a_!(e)ke’.!et_—Hi.fr,,.tot.andtii‘soilusen4iH’t_.at:J_l4tlnts5CONII1I,IANCENIITI’ILNVO-I,i,cilt,ltt’it.Ic.c!]stnctlItldi’.flI’nithn’ailapucicentiteleL!tr,llcctuii-rio.1,1115,nIls.anduttiliaIt:1KliceIt_ctItIlct.,lhere,c,lt:i:,Irc.I.ltiti:it!ciia.iittil’ltttIlttttacc.lhi,I,tis.lji1ii:c.t!lItto6.CIIOICEOFLut’.Ian,,satIn:i_sOtti_irtaih,lc::’tl.‘islet!Ii.l_i00IlikedI.sti,ilih.:;‘,iic.t!ciilie1111tprtl.I11:111,UseLuhi’:lI,1101!ettf:KtW,_tliIIIiitiL’’ltilt.l’.h0ccpllii,t’’ltII:.latin!lithi:r.f_irenecs,’Itceltninfliruiic’iisaudIan:ruEs,andr_niiI,ctcicc.sic_illbendait.Is:,cdNil.itII.:I::lx:c.irpi’r,lttilhereticIn:iaC.r,nceahc:li,1itp,in,1.1111:11hI1rhmrlllscl:llcnciI‘i—elwshalliiiilentil.1i,ncc,farctnicheortt.i:ihi_iiiianatcriiat!ia,ntinierIIuasofc.:t::rNc:cntic—c,or:ii:.ratsc‘Nilpfnl.l.:tcr._ndet_d11:111.in:,Isurd!::i[a.cKrtl:ci.uI’nIl’,jicc..it:shatic:tt:nc’I’dneih.,_‘,:,a’_n.!triif:I’,:.c,iurut_c,,:ic.,e’,t:noo.cpi!:i_’7.DINWNC_iN<DI‘[ElATIONI’ROIIIDITEL)iN,.1inst.inicci..!i:ii’_!.’cc,:.t:t’or,t:niant_ctacd:tt.th1.‘d’Itper’Ill‘On‘c,c,’it—dcccltar’lin(itsc,’tcir,ttllIrll:.‘ip,Fret!let_ticI:retr.flee8.SOFi’WAHL’I’IIt\C\PROHIBITION.Gnserici:r‘sLcecnit’seOrder0111)200.—11:.::i:Jer.:::—aho—_idftILoaf:0:1-I;.ptlitIt-lin:l:n_tll:i.1,1.‘to:pnnci’I;a.lr_in::li::to‘so_i_ri!c..;to_ott.1m’talitIce.i_ittr,inciconsl,:iccra;li,ri,.r,‘ecrilfi,’an_Is,arrano—clIl:.lot;’’,::thet.lln-,III:’.1t.:::_IIll:cc0_i:,:.‘it—.I—taroti.eIc,:ccod—lidIincctll:i:_ipp:‘fru.c——ittt—anie.InI.1.i..plo_o::‘itchltc’.pcflu..fi.uhiieliii,!.Itttit‘catetki.tn:i,u.thatIul:lrt_i‘F0Intc,.lo::itifut1.pc001:111.r..uc:ttl’,ii.icitI:itcilist‘‘tinc,1’tIcIor1,li,!errltc..c.cl:r,cLu,o::i::i!iiusitili,:ctcI:nitc,ici’’ll-ctcitcL’tisleierlci::.i’:oitill’tintsc‘ln:ricr.iicthccc:rttiedic’’,tc:i—ncoitidlil_iltr,lie.i’’.tcoolinI,t:isIrapph:caiiteI:textscii,.9.ENIPLO’\ELFINNNCIAI.INTEREST/CONFLICTOFNI’CREST.CR524-15-201ant!21.50-5)7.lint‘i’on.it’,ne,isCrtIllttoclintkc:useit’d_i.ic.ctrt’l’,..0iii.i-citei:,c,,cti’.I’’‘icl1‘rictcttiaalciattkoiihit,:.ccerI,:iitnroc,...rpoup.it_i....c::c.Ici::1II’Olittletore::rI:t.n1:I2,r.s:anddtaI’,I’ae4_:o:c‘:1:cur.,’,eLI_er‘:r:c:,Icr.j_tion::a_ille:t.Clttnousin:11,5_citd.ac.escottito_iptti’lflfltr.ttItt011th_i‘I’—enact:’antitonshilln‘iietti1’I.l’,c’eiii:1iers.:clIi,lsnc_eliciti,cc,.:illnitcrc’ID.VENDOROFFSET.CBS21-30-202(1)and24.311.201,4,/\‘llrIpplwablerrnsrtrcrgoi’emrnrnnic’onrraa4(:l04’Oifr_Scn(_tuor.Lrcnnlistrn_Ill.cc:l_ir11cri-la:..Oct’2‘rlfi._iicr_u.cecpl__:titif.rdetal%.la.di.locateaaen:te.f.r(a)lll;p.itaealld—cpr’’,tdelit.,ttrlnctd.ti1il’iiitt.itaves(In)ct:c1’ccdbai,ilce.ralll,i’,aeefliedlcctcr.,t,.,ri,chere!,atne:.h’cccc5ce!ii:(ItsU21.111!.et‘ccc,(U)unpaidIlllii.cLe1,1tntiiiiiu!ur1.1:0::.,(II)a—flitr.,:::r.d0:,liep”II’,betnen:1’I’:’,tu:_iotI‘lnlpedl.atc.:t’.Iton_I.itt.1(C),.tl_tenpt_!tENt-a:1:1:tilt0-ritea—iresultIllm.daottccsIei,rciltcca01111‘‘tintllo.tla_i11011II.PUUI.ICCONIR_i1CTSP01<SERVICES.CR58-I7.S-ll1I./Vetr.ipphejbh-toJ#Ieefltetl(Sn-JjrtnetOtiletiller,istllanee-llrS.ile-l,lsee’urflue.innomititad‘stunSenteesorlittli!Iti_lri.ltiL’liicul(SenitC5,spllrtsltridpfl9t’e’te.t,irrrelnctit,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CONTRACTSIGNATUREPAGETILEPAR1jEiERETOHAYEJEXLThDJIJLSJQNThACI*PersonssigningforC,nitracrorhereinswearawlaffirmthattheyareatirli,,cizedtoactonContractor’sljelialfandack-,,owledgethattheStateisrekingontlieirrepresentanonstochiateffect.Ct)NlICVII()R:STATEOFCOLORADOramRecipient)John\Hiekenhioper,COVERNORTownI)11£SCSParkleg.’1NameofCiioiracringEntityBY:_______________________________________________________________________ExctiiiveDtrectinorI)cslnecSteve\\IurnerSiqitirureof.\t,tliirtzed()fticerl-htnn(;lonachoF)ateDepartmentoflhftjJ.ductuonS1\II.IIISIt)RIt.\I.lI\[)I’rIIIINameof_\uthgi,’ed()fficerliv:___________________________________________________I)n;-ciororI)eigimecIiniotlmySirolm,AL\,StileltsrmrlealRindP,-:n:hueIfAuthoi:,Ld()fticer______________________________________________________________WAIVERCONTRACTREVIEWERBY:___________________________________________________ContractsC)fñeerorDesigneeSusanlraw]e‘lireIlisioncillundDaie:_______________________________________________________ALLCONTRACTSMUSTBEAPPROVEDBYTHESTATECONTROLLER(:Rs21—30—21)2requiresthintheState(;mmrrollcr°HSatconrracisThis:iatr.ciisnotvaliduntilsignedLiuldaiccllielowh;theStateControllerordelegate.Contractorisnotitltlt<)ri/cclIIIbeginperformanceuntilstickline.If(tnrrieiorImeginsperformingpoorthereto,theStareofColoradoisnotolihgi;edtopa;Cinitracoirforsuchpcrfoon.tnccsorforan;goonsmmmdor,LrvicespriflmucLihereunder.STATECONTROLLERRobertbrosCPA,MB.,.JI)BY:___________________________________________________Michelle/nleII,sron-(iior.ido,CotttrollcrDire:_________________________________________________RLI..tLI.intiinS2iiS.i2f6i5o-7Ot7-42tiH))2Sc42iicoa7iil\ppno.mH‘‘tmtr.icilnc]::cL.—l.ctrcriiPage6of6s38
TownofEstesParkExhibitAPreservationandInterpretationProject#2019-M1-013SCOPEOFWORKI.Purpose:1hepurposeofthispr(ectistopreseneandinterpretriteBirch(:abrnandRuinsinEswsPark,(okwadII.ScopeofWorkisasfollows:.\.1resenatimActivitiesIRepairandreplacemastfinattheruins.13.\\LlkWa\lxtension1-Ixtendwalkwaytohererpreseteiheru!nsandcreateasaferenvir{,nmeiii0)VNitSite.2.Installsigita.ebackintzrorrailtiurandfrce—-raitclinginterpretivesigns.(Inreipteil’eSitnageI.Createandpo,ducesiunstoprwideinierpretati’itofriterestturces.tl:\t,Ir.w,T,(.2i,19Nil21)NILliii13LrC1Ic.il’,tistRirLiI’)Nil(Iih:btc\J,c’Pagelot139
lownofEstesParkExhibitBPreservationant!InterpretationProject#2019-NI1-013BUDGETTASKAMOUNT_\.i’i-csenatjonActRtticsS6.2(1113.\ValkwavExtensionS2(1.51)11C.InterpretiveSigtia&e5975PROJECTSUBTOTALS27,675*(‘i;.’;jivrkS5J1ff)PROJECTTOTALS33,175GrantAward(74.38E)$23,675CashMatch(25.62)S8,500-(.1.111panientsUi!!bebscdffProjectSul,total.icuotILlI.[ott!ptmtnlsut!!IWriotAu.ii-dpercciiI.oclItProjectSLilitotaluptoatn.iimun1ofthe(;r.io:Award\iliountsi:iudcoottngcncl,ereLpiestedinchip1iroCd.t(Thniingcnc—\lutreceivewrlttiapprovalfr’,mSillStiffpriortouse.iin::tr:ct;ii:r.,cr.2’IiNII-2i1)\IIlIiHr:1lrirHt’.,r.L.’iiNIIl11-htbztI4j,c\Pace1of140
TownofEstesParkPreservationandInterpretationProject#2019-M1-013LISTOFSUBMITTALSExhibitCa.PaymentRequestForm(Attachment1).Deliverables#1-1belowmustbereviewedandapprovedbeforeAdvancePaymentismade.b.ProgressReportftIProgres.sReportft2d.ProgressReportft3ProgressReport#4F.InterimFinancialRep.rt(.\itachmentI).Deliverables#5-9belowmustbereviewedandapprovedbeforeInterimPaymentismade.gProgressReportft31tProgressReportft6i.ProgressReportft7ProgressReportftSk.ProgressReportft9I.ProgressReportftIt)m.ProgressReportftIIn.IinalFinancialReport(Attachinent1).IDueDateSocietyResponseN/AAdvancePaymentofGrantAward58,234.November1,2018Reviewjanuar1,21)19March1,2019Review&Approve.InterimPaymentofGrantAwardSI0,292tReviewReviewReview+ReviewReviev’Review#ReviewtReview&Approve.FinalPaymentofGrantAwardS2,038tProjectReportsReviewReview*Nlav1,2019May15,2019”july1,2019September1,2019NovemberI,2019Januan1,21)21)MarchI,2020May1,2020july1,2020uly15,2020*flAtthediscretionoftheSIIFtechnicalstaff,progressreportsmaynotreceivearesponse.InterimFinancialReportduedateisaguideline.PleasesubmitInterimFinancialReportwhen4flhormoreofAdvancehasbeenexpendedandyouarereadyforthenextpayment.4I:ti1PaymentisareimbursementONLYafterallcintractorshavebeenpaid.Paymentmayincreaseduetoapprovalofcontingencyhinds.ProjectperiodendsonOctober15.2020..\l1deliverablesmustbereceived30dayspriortothisdate.Page1of2I41
TownofEstesParkPreservationandInterpretationProject#2019-M1-013PROJECTDEUVERABLESEslilbitCSubmittheflillowtngpriendeliverables.I)eliviablesI—KareduehetiirephslctIWIIrkbegins:Review.lies-jew,Reviesv,R.esiesv,Revie’v.Review,Iieviesv,ResICsV.II.evie\v.Review.Review,ReviCOifliTIetUand/orappriiseointmentand/(rappro;-ecianmeiltand/iirappnweOlinme’tand/1)rappnveCiImmenand/orappIaneciiinmciiiand/i)rapproveciIminentand/rappnwe0linnieniitfll/)ra1vpriweCiIlnITICOt:tnd/iIrCiWeCl‘fluentand/ia:ipprifleCiimmciiianti/irapproveCiiThTIetlIlilt!.ICappitWe(D—indicatesadiLitaIei)pVisrequested;i—IC—indicatesahardcopiisrequested)[AlldigitaldeliverablesneedtobesenttoHCSI—IFQ:state.co.usandyourassignedspecialistii•\toaric,i’iiaipitirr,cis\2iii9\ii\iiiU\ii((13H:ruticabi,I:srsPark-\I’‘IIhOtIibiiCdoP:tge2or2SIIIResponseReview,cc,nlinentaiid/,ICappnwePr’liedI)eliverables1.InitialConsuliatiiinwithSIIIPreservationSpediabsi2.Helore/existingmdiiLiInplionm(IfareisatiectedlivScopeot\\orkii)-11(Z)3.IIISti‘neal[I!l{it,IS/(I(iCU[11C1iI‘ti’Iniifareastoberetred(1))4.SubcontractCenijik-titoilfor:mason(1))5.c:isinicomnI)ocuments/IiIansandSpeciRcation—inasonn(D+lIC6.Materialstesting\ni!\sis&Resultsmortar)1IC)7.l’rtCimnsiflietioflineeiliv.withSIII-Ili%timiLcIresen:itiimnSpecialistS.?1ockup,if:moriarrepottitingandstonereplacements(IIC:)9.lisieninineeritwzwtthSFIIFIitoncPreenationSpecialistIii.St,bco,atr,riCcriitjctuonbmrenguleer(ID)II.5i,hconir.icr(:ertiiiciiionfor:contractors,ifnec.(U)12.CopiesofChangeOrders(1)13..\frerphirimsofareasaffectedhScope)f\\orkd)+IIC:,42
STATEHISTORICALFUNDSTEP1)GeneralInformation:PAYMENTREQUESTANDFINANCIALREPORTFORM(ATTACHMENTI)Prolectlirlc:C;rantRecipient:(rantRecipientc:oinacr:Instructions:UatInformtiireqtiesrapameniandrepiirEexpensesftirVIIp101ccIndicatethep.ivmen1‘00arerequestingIWcheckingtheboxheb‘‘V.Reportpaymentsforworkonthepriijecisinceourlastpavinenrequest.IncludeaconipleledCertiIlcationofExpendittiresformwhensuhnut;inizaninrermiorfinalfinancialreportStep2)PaymentRequest:CheekC)nlvOneBoxCAdv.ncePaymentElInterimI’avmentInteriinPaileill(Iapp/ienh/c’)DEinalPaymentQE:isemenrIiavnieniGuidelines:\\orkmustbeginwithin2weeksofreceiptofiiiAdvancePament,Previousladvancedfundsmustliesubstantiallyexpended(400orititire)priortoreceivinganIiirerimPavtnenr.FinalpavmentisareimbursementONLY.PleaserefertoI-xliiiuCofyourcontractforpnmeniamountsanddehver.il,lesduebeforesubmittingapametitrequest.Contingenn-fundswillbeaddedtopaymentsbasedonpriorapproval.IncludeacopyoftheEasementleeinvoicewhenrequestinganEasementPament.Step3)FinancialReport:R\YEENAMEStep4)AdditionalInformation:Estimate:Projectis_________________04(onipleteInterestI:irned:S_____________________QfIp-Wmloon(COl-.jformincludedStep5)Signature:C;rantRecipieni/FriiiectDirectRSignatureDate--Aw.irdAmountSAwardRatioGrantFunds:°./Cash?J:itch:I3UDGrI1il)•L\SKaslistedin1Ev/thuBo/C}nztniiDATIZPAID\\AIUL\Nior(:1HECK#AMOUNTPAIDIirrdncerriSthatafltjitiltsrep‘netabinehavebet-nl1\lt)andthuallot4”InterimRn-socialReport1oialriteioti,rni:itninIs[tilt-crnit1tIntanci_dseorImnsrclsrL-seirte[Ittifi,rmarii,nma2m1InterimNinancitIReportTotalret1toreinin:echiirereinimientutam-orallfoods.-----ItnallinancialReportIoralProjectTotalHi&NQFWRITEINlillsAREAHRee’.’ed_______________Quality(‘heckApprovedforPaYmcnLr_JII-L0:>-.iriir.ic:s)tin::I<\it,:(t:a.T::(I’.ickc;itifurtnt,on.I_tfiSite’l’attt:;ttt.init-:r:ne:itRepirtitio—Reii—2iii3.dw43
44
COMMUNITY DEVELOPMENT Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Lancaster
From: Robin Becker, Planner I
Date: August 14th 2018
RE: Supplemental Condominium Map #4, Lot 1 EPCO Subdivision, 220
Virginia Dr. Unit 19
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER______________
QUASI-JUDICIAL YES NO
Objective:
Conduct a public hearing to consider a supplemental condominium map for compliance
with the Estes Valley Development Code (EVDC).
Present Situation:
Lot 1 of the EPCO Condominium Subdivision was originally platted to accommodate
construction of four additional single-family condominium units within the 13-unit Estes
Highlands Condominiums development. This 1.703-acre parcel is a portion of the
EPCO Subdivision property that will result in a total of 12 single-family units on the full
site. The original unit 19 was lost to a fire Spring 2018, this proposal is to reconstruct
the original building in the same footprint.
The site is zoned (RM) Multi-family Residential District. Primary access is provided off
of MacGregor Avenue. The condominium development is in proximity to nearby publicly
owned open space and public facilities such as the Town Hall. The surrounding land
uses within a ¼ mile radius are primarily single-family residential.
Proposal:
The owner, James Day requests approval of Supplemental Condominium Map #4, for
the newly reconstructed single-family dwelling known as Unit 19.
Advantages:
This proposal complies the applicable standards of the EVDC, specifically:
Section 3.9.E “Standards of Review” for subdivisions, and Section
10.5.H “Condominiums, Townhouses and Other Forms of Airspace
Ownership.”
45
Conformance with the housing policies of the Estes Valley Comprehensive Plan by
promoting a balance of housing opportunities within the community.
Disadvantages:
None identified.
Action Recommended:
Approval of the EPCO Condominiums Supplemental Map #4
Finance/Resource Impact:
N/A
Level of Public Interest
Low: The Community Development Department has not received any written public
comments to date. General calls regarding information on the property have been
received.
Sample Motion:
I move the Town Board of Trustees Approve the EPCO Supplemental Condominium Map
#4.
I move the Town Board of Trustees Deny the EPCO Supplemental Condominium Map #4.
Attachments:
EPCO Condominiums Supplemental Map #4
Full Application: www.estes.org/currentapplications
46
47
48
COMMUNITY DEVELOPMENT Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Lancaster
From: Linda Hardin, Code Compliance Officer
Date: August 14, 2018
RE: RESOLUTION NO. 17-18: CONSIDER MAXIMUM TOTAL (“CAP”)
NUMBER OF VACATION HOMES IN RESIDENTIAL ZONING
DISTRICTS.
(Mark all that apply)
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER______________
QUASI-JUDICIAL YES NO
Objective:
Review a proposed text amendment to the Estes Valley Development Code (EVDC):
To review the current conditions with regard to the vacation home cap;
To make a determination if the cap number should be adjusted or remain at 588.
Present Situation:
Currently there is a cap of 588 vacation home registrations allowed in residential zoning
districts in the Estes Valley Planning Area. The cap was reached in May, and as of
August 2, 2018, there are 19 applications on a wait list. Five (5) applications have
moved from the wait list to active. Without any history to look back on, we have no way
of knowing how quickly the wait listed homes may be moved up to registration status. It
is anticipated that the list will move rather slowly.
There are 760 Vacation homes registered. The figure of 588 was derived from a
calculation using a best estimate of the number of vacation homes identified by Host
Compliance, which was 750 at the time (December 2016). We had approximately 400
registered vacation homes at that time and 78% of them were in residential districts.
Using that percentage of the estimated number of homes brought us to 588. With 765
registered, using the same formula, we would set the cap at 597. The ratio of
residential district vacation homes vs. non-residential vacation homes is currently at
77%.
Proposal:
To determine if an adjustment to the current cap is warranted.
49
Advantages:
An increase in the cap would increase revenues to the Town through sales tax
and LMD tax.
An increase would also allow additional vacation homes to be registered and
compliant with local vacation home regulations.
Disadvantages:
Would increase the number of vacation homes in the residential zoning districts
which can be viewed as detrimental to our neighborhood character.
An increase would require additional staff time for registering and enforcing
compliance with the additional vacation homes.
Note that the advantages and disadvantages in the opposite directions would be
present if a decrease in the cap were to take place.
Action Recommended:
It is recommended by staff that the Governing bodies leave the cap at the current
number. At seven (7) months into the year and only 19 on the wait list, an increase is
not necessary at this time. The EVDC requires that this issue be revisited every year.
In 2019 there will be more data available to determine if an adjustment to the cap would
benefit the community.
For this reason, staff recommends that Exhibit A be denied. This has the effect of
leaving current code unchanged with a cap at 588.
Finance/Resource Impact:
None.
Level of Public Interest:
Vacation homes in general have been an issue of high public interest. However, we
have only received one comment regarding the issue of the cap adjustment.
Sample Motion:
I move to approve Resolution No. 17-18.
Attachments:
Resolution No. 17-18
Exhibit A – Code Amendment
Public Comment Letter
50
RESOLUTION #17-18
A RESOLUTION TO AMEND THE ESTES VALLEY DEVELOPMENT CODE
REGARDING §5.1.B.1.a.(6)
WHEREAS, on June 19, 2018 the Estes Valley Planning Commission conducted
public hearings on proposed text amendments to the Estes Park Valley Development Code,
Chapter 5 – Use Regulations; and
WHEREAS, on June 19, the Estes Valley Planning Commission voted to recommend
denial of the text amendment, thus leaving the present vacation home cap unchanged; and
WHEREAS, the Board of Trustees of the Town of Estes Park is in agreement with
the Estes Valley Planning Commission in denial of the text amendment;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE
TOWN OF ESTES PARK, COLORADO:
1. Upon adoption of this Resolution and parallel adoption of a similar resolution by
the Board of Larimer County Commissioners, no amendment to the Estes Valley
Development Code, Chapter 5 – Use Regulations, specific to §5.1.B.1.a.(6) be
adopted.
DATED this day of , 2018.
TOWN OF ESTES PARK
Mayor
ATTEST:
Town Clerk
51
EXHIBIT A
[Red]
[CHAPTER 5 – USE REGULATIONS, §5.1.B.1.a.(6)]
Estes Park Board of Trustees: August 14, 2018
B. Vacation Home.
1. All vacation homes shall be subject to the following:
a. Annual Operating Registration.
(6) Effective December 16, 2016, vacation home operating registrations in
residential zoning districts (designated herein as zoning districts E, E-1, R, R-
1, R-2, RE, RE-1, and RM) shall be held at a maximum total ("cap") of 588
_______ registrations in effect at any given time. This cap shall be reviewed
annually by the Planning Commission and governing Boards, in or near the
month of April beginning in or near April 2017. Applications received at any
time such that their approval would cause the cap to be exceeded shall be
held and kept on file in the order they are received and deemed complete by
the Town Clerk's Office. Registrations held on such list shall be issued during
the calendar year as operating registrations may become available.
52
TO: ESTES VALLEY PLANNING COMMISSION MAY 8, 2018
We appreciate your service, including the time and effort that you are taking with the VRBO matter.
When this VRBO matter “hits home,” it hits hard. When vacation rentals invade a residential
neighborhood, the neighborhood environment changes, usually for the worse. There are 588 VRBOs
spread across our residentially zoned neighborhoods affecting not only these areas, but also our school
enrollment and local resident and workforce housing shortage situations – which were already
challenged.
Another real and negative impact is when a local resident or employee is required to vacate his/her
rental home when the owner is converting it to a VRBO – and the employee discovers that that there is
no place to rent.
We have difficulty discovering anything positive about what has already occurred to the quality of life in
our town and valley community with the onslaught of VRBOs.
Our latest information is that the cap of 588 registered (licensed) vacation rentals in residential zones
has been reached or very close thereto. We are requesting that you not recommend increasing that cap
number.
Also, there is the deadline of March 31, 2017, after which no additional registrations for large vacation
rentals would be issued (unless the applicant had a small VRBO registration by that date, and the cap
had not been reached by the time the applicant tried to change the registration from small (up to 8
occupants) to large (9 and above). The large ones tend to either be de facto event centers or extensions
of hotels that are in accommodation zones. Please do not recommend that the 3/31/17 date be
extended.
Several towns have now limited VRBO licenses to people who own their home as their primary
residence in the town or area, and even then the VRBO may only be rented as such for a maximum of
ninety days a year – with a grace period of a few years within which existing VRBOs must conform. This
would decrease the commercial use of homes and increase the residential inventory. Please also give
this your consideration.
Donna Pierce Sandy Lindquist Gordon Slack Ann Finley Vicki Papineau Rebecca Urquhart Carly Lober
Art Blume Susan Wolf Gregg Dannels Pat Newsom Connie Phipps Tony Palmer Dan Kirkpatrick John
Phipps Tom Gootz Pat Blume Neil Woodley Nancy Fuller John Micek
53
54
ADMINISTRATIVE SERVICES Memo
To: Honorable Mayor Jirsa
Board of Trustees
Through Town Administrator Lancaster
From: Jackie Williamson, Director
Date: August 14, 2018
RE: Municipal Court Prosecutor Selection
Objective:
To select a Municipal Court Prosecutor.
Present Situation:
The Town’s police personnel have acted as the court liaison in lieu of a Municipal Court
Prosecutor in the past. Current staff has confirmed this process has been in place for
over 28 years. At times this has caused some concerns with a perception the Police are
representing/supporting their fellow Police Officers rather than reviewing the case from a
neutral position. This also has caused scheduling issues and requires the Town remove
a Police Officer from the streets during Municipal Court, thereby leaving the shift short
handed.
With the appointment of Judge Thrower in April 2018, Municipal Court has been
undergoing a transformation and updating procedures, i.e. moving from night court to
day court, moving from two court dates a month to one full day court per month, updated
fee schedule, etc. During the past few months Judge Thrower has observed the court
processes and has recommended the Town consider hiring a Prosecutor to act as the
Town’s agent.
The Town issued an RFP at the end of June which was posted on the Colorado Bar
Association job board and CML. The Town received eight applications. Three
applicants were invited to continue on to the interview process. One candidate declined
the interview as they had been offered another job that would conflict with the Town’s
court date. Interviews of the other two candidates, Avi Rocklin and Jill Hueser, were held
on July 31, 2018 in the Board room and were streamed and recorded for later viewing by
the entire Board.
Proposal:
As the appointment of the Municipal Court Prosecutor is currently the responsibility of the
Town Board, staff has not evaluated the two candidates, and therefore, does not have a
proposal to bring forward. All candidates have demonstrated a high level of
professionalism and the ability to perform the position.
55
The interview team consisting of Mayor Jirsa, Mayor Pro Tem Walker, Trustee Cenac,
Attorney White, Captain Rose and Municipal Court Clerk Mijares are recommending the
appointment of Avi Rocklin to a term expiring April 28, 2020.
Advantages:
To selected a Municipal Court Prosecutor to represent the Town on matter that
would come before the Municipal Court.
Alleviates the need for an additional Police Officer to attend Municipal Court to
represent the Town.
Provides a neutral third party to represent the Town on Municipal Court issues.
Disadvantages:
The Town would continue to operate with a Police Officer representing the Town on
Municipal Court issue.
Action Recommended:
None.
Budget:
Additional funds have been allocated in the 2018 budget with the Town Board’s approval
of Resolution #16-18 funding the Prosecutor position.
Level of Public Interest.
Low.
Sample Motion:
I move to approve the selection of Avi Rocklin as the Municipal Court Prosecutor with a
term expiring April 28, 2020.
Attachment:
Draft Contract with the Law Firm of Avi S. Rocklin, LLC
56
AGREEMENT
THIS AGREEMENT (the “Agreement”) effective August 14, 2018, is by and
between the Town of Estes Park, Colorado, a municipal corporation (the “Town”) and
the Law Office of Avi S. Rocklin, LLC (“Rocklin”), both parties agreeing as follows:
WHEREAS, on August 14, 2018, the Board of Trustees of the Town appointed
Rocklin to a term expiring April 28, 2020 as the Town’s Municipal Court Prosecutor; and
WHEREAS, the parties desire to set forth in this Agreement the terms and
conditions of Rocklin’s term as Municipal Court Prosecutor.
NOW, THEREFORE, in consideration of the mutual covenants herein contained,
the parties agree as follows:
Section 1. Duties and Responsibilities
Rocklin, as the Municipal Prosecutor of the Town’s Municipal Court, shall
perform the functions and duties of the position in accordance with all the applicable
provisions of the Town’s Municipal Code, Sections 13-10-101 et. seq. C.R.S., and the
Colorado Municipal Court Rules of Procedure as they may be amended from time to
time. The duties of the Municipal Court Prosecutor shall include the following:
Prosecute cases in Municipal Court, which includes meeting with
defendants and their attorneys; meeting with police officers, code
enforcement officials, witnesses and victims; responding to written
motions of defendants; processing and preparing cases for trial;
presenting cases in jury trials and trials to the court; researching the law;
and representing the Town in appeals from Municipal Court.
Provide advice to the Town Board and Town Staff concerning procedures
and processes of the Municipal Court including proposed changes to the
Town’s Municipal Code relating to Municipal Court matters.
Rocklin shall maintain an active license to practice law in Colorado.
Rocklin shall keep abreast of current legislation and obtain ongoing
education and training and remain current on all matters relating to
municipal courts and Municipal Code and Development Code violations.
Costs associated with these efforts may be shared with the Town with
prior approval and as budgeted.
Section 2. Term
The term of this Agreement shall be from August 14, 2018 to April 28, 2020
57
unless sooner terminated.
Section 3. Compensation
The Town agrees to pay Rocklin compensation of $1,000.00 for each Municipal
Court session she presides as Municipal Court Prosecutor. The parties agree that the
amount of compensation shall be reviewed by the parties in March of 2019 to determine
whether compensation should be adjusted to reflect the actual amount of time and
services provided by Rocklin as Municipal Court Prosecutor. Notwithstanding the
foregoing, if a defendant appeals a municipal court matter, Rocklin shall be entitled to
an hourly fee of $175.00 per hour for the appellate work.
Section 4. Termination
Either party may terminate this Agreement upon a minimum of thirty (30) days
written notice to the other party.
Section 5. Independent Contract
The parties agree that Rocklin is an independent contractor and is not an
employee of the Town. Rocklin is not entitled to workers’ compensation benefits from
the Town and is obligated to pay federal and state income tax on any compensation
earned pursuant to this Agreement.
Section 6. Notices
Notices pursuant to this Agreement shall be given by personal service or deposit
in the custody of the United States Postal Service, postage prepaid, addressed as
follows:
TOWN: Town of Estes Park
Attn: Mayor
P O Box 1200
Estes Park, CO 80517
ROCKLIN: Avi Rocklin
1437 N. Denver Avenue #330
Loveland, CO 80538
Notice shall be deemed given as of the date of personal service or as of the date
of deposit of such written notice in the course of transmission in the United States
Postal Service. Rocklin shall notify the Town in writing of any change in address.
58
Section 7. Verification of Lawful Presence
Rocklin shall verify her lawful presence in the United States to the Town Clerk’s
Office as required by Section 24-76.5-103 C.R.S.
Section 8. General Provisions
a. This Agreement constitutes the entire Agreement between the parties,
and it shall be binding upon and inure to the benefit of the heirs, executors, successors,
and assigns of the parties. This Agreement may only be amended by written instrument
executed by both parties, and each provision hereof shall be construed under the laws
of the State of Colorado.
b. In the event of conflict between the terms of policy provisions, regulations,
codes and ordinances of the Town and terms of this Agreement, this Agreement shall
take precedence and govern.
c. To the extent this Agreement constitutes a multiple fiscal year debt or
financial obligation of the Town, it shall be subject to annual appropriation pursuant to
the Town’s annual budgeting process and Article X, Section 20 of the Colorado
Constitution. The Town shall have no obligation to continue this Agreement in any fiscal
year in which no such appropriation is made.
Section 9. Severability
To the extent any provision herein is prohibited by applicable Federal, State, or
local law, or is impossible to perform, such provision will be deemed deleted from this
Agreement and the remainder of the Agreement will survive.
IN WITNESS WHEREOF, this Agreement is executed on this ____ day of
______, 2018.
TOWN OF ESTES PARK
By___________________________
Todd A. Jirsa, Mayor
ATTEST:
_____________________________
Town Clerk
____________________________
Law Office of Avi S. Rocklin, LLC
By: Avi Rocklin, managing member
59
60
PUBLIC WORKS Report
To: Honorable Mayor Jirsa
Board of Trustees
Through: Town Administrator Lancaster
From: David Hook, Engineering Manager
Greg Muhonen, Public Works Director
Date: August 14, 2018
RE: Stormwater Management Project Update – GIS Measurements of
Impervious Area
PUBLIC HEARING ORDINANCE LAND USE
CONTRACT/AGREEMENT RESOLUTION OTHER_Update_
QUASI-JUDICIAL YES NO
Objective:
Provide an update on Public Works (PW) efforts to contract for GIS measurements of
impervious areas on all improved parcels within the Estes Valley Development Code
(EVDC) boundary that would be subject to a stormwater utility fee.
Present Situation:
During the PW update to the Town Board on July 24 regarding the proposed
Stormwater Management Project (SMP), staff indicated that we would bring a budget
modification to the August 14th meeting to shift funds from unspent personnel funds to
pay for the contract GIS services. Subsequent to that update, Finance Director Hudson
has confirmed that a budget modification via resolution is not required. The amount that
needs to be transferred within the Engineering Division budget for GIS services and
postage ($12,000 vs. the original staff estimate of up to $40,000) requires only
administrative approval.
PW and the Larimer County Engineering staff have concluded their reviews of the eight
fee proposals received. Both agencies selected the same #1 and #2 firms based on
each firm’s understanding of the scope of work, qualifications, schedule, and cost.
Consultant fee proposal amounts ranged from $7422 to $173,000, and data delivery
time frames ranged from 3 weeks to 4.5 months.
PW and Larimer County are preparing to contract with Digital Data Services (DDS) to
complete the GIS services for about 7300 parcels. Because of the relatively small cost
of the services, both PW and Larimer County engineering staff can contract for the
services administratively. A Notice to Proceed is expected to be issued on August 15
and the GIS work is anticipated to be completed in late September.
61
Staff from both PW and Larimer County concurred that the impervious surfaces on all
improved parcels (Option A per the RFQ; approximately 7300 parcels) should be
measured because the additional cost was only approximately $1200 over DDS’s quote
to measure a sampling of approximately 2400 parcels (Option B per the RFQ).
Proposal:
Staff is planning to: (1) refine the impervious area database so that all stormwater utility
fees can be more accurately estimated, (2) mail a letter to owners of the approximately
7300 improved parcels within the EVDC boundary that will inform them about the
proposed SMP, including their proposed fee estimate for the staff recommended variant
of Alternate 3A [a stormwater utility assumed to be funded by fees ($60M), sales tax
($70M beginning in 2024), and grants (TBD)], and (3) conduct additional community
outreach.
We propose to return to the Town Board and Board of County Commissioners (target =
October 2018) for further discussion on the outcome of the impervious area
measurements, development of fee estimates and the owner letter template, and the
anticipated community outreach action plan. Mailing of the updated fees and program
information is expected to occur in November. Discussion with both Boards will follow
completion of the community outreach efforts (target = December).
Advantages:
• Additional feedback from the community based on more accurate fee information and a
better understanding of the proposed SMP will provide the Town Board and the Board of
County Commissioners with a better understanding of the community’s opinions about
the acceptability/unacceptability the proposed SMP.
• Larimer County will share in the cost of the GIS services.
Disadvantages:
• This new course of action will add time and costs to the process of gathering additional
feedback for Board consideration of the proposed SMP.
Action Recommended:
No Town Board action is required at this time.
Finance/Resource Impact:
DDS’s fixed fee quote for the Option A GIS effort is $11,864. Larimer County is
expected to contribute $4,390 (37% based on parcel count) to the effort, with PW
paying $7,474.
Level of Public Interest
Based on the outreach efforts to date and the survey responses received, Staff believes
that the level of public interest is moderate. Staff believes the interest level will increase
with the new course of action described above.
Attachments:
None.
62