HomeMy WebLinkAboutTB Budget Study Session 2014-10-10 Town of Estes Park, Larimer County, Colorado, October 10, 2014
Minutes of a Regular meeting of the TOWN BOARD BUDGET STUDY
SESSION of the Town of Estes Park, Larimer County, Colorado. Meeting
held at Town Hall in said Town of Estes Park on the 10th day of October,
2014.
Board: Mayor Pinkham, Trustees Ericson, Holcomb, Koenig,
Nelson, Norris and Phipps
Attending: All
Also Attending: Town Administrator Lancaster, Finance Officer McFarland,
Chief Kufeld, Director Muhonen, Commander Rose and
Town Clerk Williamson
Absent: None
Mayor Pinkham called the meeting to order at 8:30 a.m.
COMMUNITY SERVICES FUNDING REQUESTS (General Fund)
Mayor Pro Tem Koenig, Trustee Ericson and Town Clerk Williamson met to evaluate
the grant applications and reviewed each to determine the number of people served and
affected by the services provided to citizens of Estes Park. A few applications were
denied because it was determined local government should not fund other government
entities or faith based programs. A number of new organizations applied to provide
similar services to the same population, especially the youth population. Funding was
cut an additional 5% once preliminary letters were sent to the organizations.
Specific funding by category is outlined below with funding totaling $132,900 as follows:
ORGANIZATION 2015 BUDGET
Arts & Education:
Art Center of Estes Park, $500
Cultural Arts Council, $500
Estes Park Repertoire Theater Company, $500
Estes Valley Historical Preservation, $1,000
Estes Valley Community Garden, Inc., $1,000
Estes Park Village Band, $500
Oratorio Society of Estes Park, $850
$4,850
Transportation:
Special Transit, $30,000
$30,000
Youth:
Boys & Girls Club of Larimer County, $5,000
Estes Park Learning Place, $3,000
Estes Valley Investment in Childhood Success, $25,000
$33,000
Food Tax Refund $11,000
Human Services:
Audio Information Network of CO, $250
Crossroads, $20,000
Estes Park Nonprofit Resource Center, $5,000
E.P. Salud, $20,000
Estes Valley Victim Advocates, $5,000
Estes Park Gun & Archery Club, $800
Food Back for Larimer County, $1,000
$52,250
Sister Cities Int’l. Conf. Student Participation, $3,500 $2,000
Town Board Budget Study Session – October 10, 2014 – Page 2
Administrator Lancaster stated the support for intergovernmental entities such as the
Housing Authority and the Economic Development Council (EDC) would receive 5%
less than requested. The Fire District funding is a percentage of sales tax and therefore
would not be adjusted. The EDC received a federal grant in which the Town acts as
the fiscal agent. The Town would manage the grant and all expenses would be paid
through Finance.
Those speaking on behalf of their agencies including Fran Gruders/Cross the Divide;
Eric Blackhurst/Estes Park Housing Authority, Nancy Almond/Estes Valley Investment
in Early Childhood Success, Connie Dedon/Community Garden, Sharon Gardner/Gun
and Archery Club, Jill Lancaster/Estes Park Non-Profit Resource Center, and Nick
Molle/Sister Cities Association. Mrs. Gruders thanked the Board for their consideration
of their application and provided details on the organizations efforts to bring geocaching
to Estes Park. Mr. Blackhurst thanked the Board for their continued support. He stated
with the addition of Falcon Ridge and a new stream of income the Housing Authority
would continue to reduce funding requests from the Town. Mrs. Almond thanked the
Board for their continued funding of EVICS and stated the funds provided by the Town
fund the operations of the program in which grant funding is not available. The
Community Gardens continues to work on developing gardens in Estes Park and has
been working with the Estes Valley Recreation and Park District to identify land that
could be used. The Gun Club, Estes Park Non-Profit Center and Sister Cities
Organization thanked the Board for their continued support.
POLICE
The Police Department includes services for Patrol, Support Services, and Community
Services divisions. The 2015 budget for the department would include increases to the
Tiberon annual fee from $10,000 to $20,000. Grants to fund the Restorative Justice
program are not available; therefore, to continue the program staff requests the addition
of one-full time employee. The budget contains $50,000 to fit each Police vehicle with
an in-car camera. Total revenue for 2015 of $168,337 has decreased due to the lack of
grants to offset the Restorative Justice case worker position. O&M increases with
additional personnel costs and equipment costs.
EMERGENCY RESPONSE SYSTEM FUND (SPECIAL REVENUE FUND)
The fund was created by the April 2014 passage of the 1% sales tax for 10 years. The
fund would receive 2.5% of the new tax for capital acquisitions associated with
emergency response capabilities of the Town, such as emergency public radio and
emergency operations center equipment and associated costs. In 2014, the Town
would purchase and install an emergency radio station with an antenna located on
Prospect Mountain in cooperation with the Bureau of Reclamation at a cost of $37,402.
The station should be fully operational by mid-December. The funds to complete this
project would come from the General fund with the Emergency Response System fund
repaying the General Fund in 2015. The priorities for the fund over the next 10 years
would be to strengthen the 800 MHz emergency radio system for multiple use, support
alternative emergency communications center, employee emergency preparedness
training, community emergency preparedness education, and equipment and
installation for large community meetings with live streaming capability. In 2015, staff
would review a notification system complete with signage and flashing beacons, an
Emergency Operations Center/Joint Information Center, equipment/installation at the
Event Center, hazardous material encountered in a disaster, training, and equipment,
and consulting company to revise the Emergency Operations Plan. Trustee Ericson
requested a five year plan for the use of the funds. Administrator Lancaster
noted information would be placed on the website outlining what the new 1% tax
would be used for and provide quarterly reports to the Town Board.
Mayor Pinkham called for a five minute break at 9:55 a.m. and resumed the meeting at
10:10 a.m.
Town Board Budget Study Session – October 10, 2014 – Page 3
PUBLIC WORKS
Buildings – Manages 20 Town owned structures and maintenance contracts for
janitorial services and other systems. The division would add a Facilities
Manager in 2015; a position cut in 2013 after the flood and put on hold in 2014.
No capital projects are being proposed in 2015. The new Facilities Manager
would develop a replacement program for 2016.
Engineering – A division of Public Works which oversees capital projects,
authorizes construction work in the public right-of-way, review development plans
and building permits for compliance, guidance with improvement projects related
to traffic, drainage, streets and parks, and transportation engineering and long-
range transportation planning with federal and state agencies. The division has a
number of projects including coordination with CDOT on permanent repairs of
flood damage to Highways 34 and 7, Downtown Loop project, Elm Road landfill,
design and construction of Dry Gulch Road, possible multi-use path and
underpass at Highway 34 and Estes Trail, construction of Visitor Center parking
structure, repairs to Fish Creek Road, preliminary design and NEPA study for
Fall River Trail extension to National Park, overlay of Performance Park parking
lot, school zone traffic safety study, upgraded street maintenance program, hire a
Pavement Manager to oversee the improvements to the street improvement
program, and explore using updated pavement management program utilizing an
Infrastructure Management System. Mayor Pro Tem Koenig expressed
concern over using a portion of the new 1% sales tax allocated to streets
for personnel costs. Staff stated the Town could hire an employee to oversee
the street improvement projects or pay a consultant to complete the work
because the current staff does not have the capacity to take on the additional
work load. There are street improvement projects that would be completed by
the current staff; however, larger improvement projects would need to have an
employee or a consultant managing contracts, quality engineering, change
orders, and determine what type of treatment should be applied. Board
members Nelson, Phipps and Mayor Pinkham commented the 1% sales tax
did not explicitly state the funds would be used on materials only and
would be comfortable using a portion of the funds on personnel costs to
complete the work. Additional conversation ensued on the topic with staff
suggesting the General fund could pay for the position from the $435,000
transferred to the Street Improvement fund.
Streets – The division of Public Works is responsible for 57 miles of roadway
including snow removal, street sweeping, striping and street maintenance
program, over 100 miles of drainage ways and roadside ditches, signage
replacement, maintenance, and installation of traffic control devices during
special events. The division would add a new equipment operator to be funded
25% from the General fund and 75% from the Street Improvement fund. Staff
proposed the expansion of in house capability to perform annual crack sealing,
and shallow, early detection pothole patching with the purchase of a new crack
sealing hot pot to be rolled over from the Vehicle Replacement fund in 2014 and
a new pothole patching truck to pre-emptively repair shallow, emerging potholes.
Parks – The division of Public Works is responsible for the maintenance,
renovation and management of all Town-owned-park land and assists with the
removal of snow. In 2015, the division would oversee the design and
construction of the irrigation system and landscaping of the Event Center and
Pavilion, continue to mitigate trash issues related to bear concerns, oversee the
design and construction of landscaping surrounding the Visitor Center Transit
Hub Parking structure, assist with the development of a master plan for an
arboretum and river restoration at the Visitor Center parking lot, and continue
America in Bloom effort and evaluate the possibility of entering the international
Town Board Budget Study Session – October 10, 2014 – Page 4
competition. All expenses remain flat or below the 2014 budget and the capital
purchase of an additional musical instrument to be placed at the east end of the
Riverwalk and renovations of the holiday displays.
STREET IMPROVEMENT FUND (SPECIAL REVENUE FUND) – The fund was created
by the April 2014 passage of the 1% sales tax for 10 years. The fund would receive
60% of the new tax for the construction, repair, replacement, rehabilitation and
renovation of streets within the Town. The budget for 2015 contains personnel costs for
a Street Project Manager and Municipal Service Worker discussed under Street
division. No O&M has been budgeted for 2015. Staff would be developing a street
improvement plan and come back to the Board during mid-year adjustments in 2015.
Funding to the Vehicle Replacement fund would be added to the Street
Improvement fund for the pothole patcher. The Board requested an estimate for
the repair to Dry Gulch Road be added to the budget as a placeholder for 2015.
CONSERVATION TRUST FUND
This fund contains revenues from the State lottery and is used to fund bark beetle
management, weed mitigation and tree replacement for Arbor Day. Staff determined
costs associated with the municipal ice rink could be paid for using Conservation Trust
fund, therefore, portion of the cost has been allocated to this fund for 2015.
OPEN SPACE
The Open Space Fund reflects the Town’s portion of a one-quarter of 1% sales tax
increase that was passed by Larimer County voters in 1996. The funds are for trails
and open space purchases and maintenance; the Fund will sunset in 2018. The 2014
ballot contains a ballot question to extend the tax beyond 2018. Revenues in the
amount of $290,000 are estimated for 2015, with expenses totaling $540,417. Mayor
Pro Tem Koenig questioned the status for completing the Bond Park Master Plan. Staff
would provide an update on the status of the plan and the next steps to complete the
plan.
COMMUNITY RECREATION CENTER FUND – (SPECIAL REVENUE FUND)
The fund was created by the April 2014 passage of the 1% sales tax for 10 years. The
fund would receive 25% of the new sales tax increase, to be used for the construction of
a community center by the Estes Valley Recreation and Park District. If a development
application for the center has not been filed by January 1, 2016 and a building permit for
said facility has not been issued by January 1, 2017, the funds shall be used for
expansion and construction of the Estes Park Senior Center and Estes Park Museum
facilities. The account would hold funds until such time.
TRAILS FUND – (SPECIAL REVENUE FUND)
The fund was also formed with the passage of the new 1% sales tax and would receive
12.5% of the new tax for the construction and expansion of public trails within the Estes
Valley planning area. No projects have been planned for 2015.
There being no further business, Mayor Pinkham adjourned the meeting at 12:05 p.m.
Jackie Williamson, Town Clerk