HomeMy WebLinkAboutTB Budget Study Session 2016-10-21
Town of Estes Park, Larimer County, Colorado, October 21, 2016
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 21st day of October,
2016.
Board: Mayor Jirsa, Trustees Holcomb, Koenig, Martchink, Nelson,
Norris and Walker
Attending: Mayor Jirsa, Trustees Holcomb, Koenig, Martchink, Norris
and Walker
Also Attending: Town Administrator Lancaster, Assistant Town Administrator
Machalek, Finance Director Hudson, Director Hinkle, Chief
Kufeld, Captain Rose, Director/Town Clerk Williamson
Absent: Trustee Nelson
Mayor Jirsa called the meeting to order at 8:00 a.m.
COMMUNITY SERVICES FUNDING REQUESTS (General Fund)
at $125, Holcomb and Nelson 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. Services the grant funds have supported over the years includes
arts and education, transportation, youth programs, human services and sister cities
programs. Intergovernmental support to partnering agencies has included the Fire
District, Housing Authority, and the Economic Development Corporation. The Town has
funded the food tax refund program from this fund as well. The Committee
recommended funding of ten outside organization in 2017 as outlined below in the
funding amount of $106,500:
The Fire District would receive 7% of the non 1A sales tax revenue, $45,000 funding for
EDC and Via funding was moved to Senior Services. Additional Mayor Contingency
fund requests have been made for 2017 and include funding for sponsorships from the
Art Center, Cultural Art Council, Estes Park Duck Race, Estes Park Nonprofit Resource
Center, Partners Mentoring Youth and Senior Pro Rodeo.
Rita Kurelja/EPHA thanked the Town for their continued support of the Housing
Authority which began in 2002. The Authority has been committed to reducing the
requested funding annually and had requested $42,000 in funding, an $8,000 reduction
ORGANIZATION 2017 BUDGET
Arts & Education:
Estes Art District, $1,000
$1,000
Youth:
Boys & Girls Club of Larimer County, $2,500
Estes Park Learning Place, $1,000
Estes Valley Investment in Childhood Success (EVICS), $18,000
Larimer County Partners, Inc., $2,000
$23,500
Human Services:
Crossroads, $20,000
Estes Park Nonprofit Resource Center, $4,000
E.P. Salud, $20,000
$44,000
Sister Cities Int’l. Conf. Student Participation, $3,000 $3,000
Housing:
Estes Park Housing Authority, $ 25,000
..Estes Valley Workforce Housing Assistance, $10,000
$35,000
Food Tax Refund, $12,000 $12,000
Town Board Budget Study Session – October 21, 2016 – Page 2
from 2016 funding. The Authority requested and has been recommended $10,000 for
the down payment assistance program that provides loans at 2% interest for ten years
to help individuals become homeowners in Estes Park. They currently manage 207
rental units, 50 homeownership units, and serve 650-700 individuals. The need
continues to grow, therefore, the Authority requested the Board fully fund the request of
$42,000 rather than the recommendation of $25,000. The current financial goal of the
Authority consists of financial independence in the next two years.
Nancy Almond/EVICS provided a brief history of the funding provided by the Town
which began in 2006 with $32,000 and consisted of 74% of the organizations base
operating expenses. At the request of the Town, EVICS has expanded its funding
sources with the Town funding now at 19%. The needs continue to grow with EVICS
now serving 260 families and anticipates more staff time would be needed in 2017 to
facilitate scholarships due to the cap on the CCAP program. EVICS received $25,000
in support during 2016, requested $35,000 in 2017, and has been recommended for
$18,000 by the Committee. Staff has secured funding for scholarships but finds it
difficult to raise funds for the fixed costs of staffing and office space at an estimated cost
of $60,000/year. Jane Stuart/President stated investing in childcare equates to an
investment in the workforce. The decrease in Town funding would eliminate 350 staff
hours when the demand continues to grow. Trustee Walker questioned the impact
having EVICS as a budget line item would have on the organization. The hours
used to complete the grant application annually could be used to support families;
EVICS would still remain accountable to the Town; and it would demonstrate a reliable
source of funding to potential donors.
Cydney Springer/Estes Park Art District thanked the Board for the $1,000
recommendation. The funding would provide assistance in establishing one consistent
calendar for the community as it relates to the arts.
Kathy Whitacre/Partners Mentoring Youth read a prepared letter by the Executive
Director thanking the Town for their continued support of the program in Estes Park;
however, the decrease in support in 2017 would be challenging to absorb.
Kathy Nauman, Learning Place Executive Director stated the grant requested would
provide need based grants for tutoring services that range from 25% to 95% of the
service. Approximately $14,000 was provided in need based services in 2016. The
2017 request was $5,000 and the Committee recommended $1,000. The original
funding request would provide 2 months of need based scholarship funding.
Jill Lancaster/Nonprofit Resource Center Executive Director stated the nonprofits in
town provide services to both the citizens and the guest of the community. She stated
concern the funding was reduced for all services in 2017 because the service needs are
increasing. She reiterated private funders look at the level of support from local
government when considering a donation. The nonprofits provide services that may be
done by the local government if a nonprofit were not doing so.
Trustee Holcomb commented the Committee reviewed the grants to determine how the
entities fulfilled the goals of the Town’s Strategic Plan. He stated the departments had
to cut their budgets to provide a balanced budget; therefore, the Committee cut the
funding for the Community Service grants in support of the effort.
Mayor Pro Tem Koenig stated the philosophy in the past was to encourage entities to
find outside funding in an effort to diversify their revenues, while still making the
organizations viable. She recommended increasing the funding for EVICS to $25,000
and the Housing Authority to $40,000 because the organizations are key outcome areas
of the Town’s Strategic Plan. Trustees Norris and Martchink were in agreement.
Mayor Jirsa requested the Town Board complete the budget presentation and discuss
the funding holistically rather than individual items.
Town Board Budget Study Session – October 21, 2016 – Page 3
COMMUNITY SERVICES
Visitor Services – The Center provides information and support to guest of the
Town with six employees and approximately 60 volunteers. The overall budget
remains flat from 2016. The 2017 budget was reduced by $7,000 for building
related expenses, equipment and supplies, and other expenses related to lobby
displays. Trustee Holcomb questioned if reducing maintenance just delays
maintenance response. Mayor Pro Tem Koenig suggested staff continue to
provide preventive maintenance to ensure the Town facilities do not fall
into disrepair. Director Hinkle stated the reduction in maintenance are mainly
cosmetic.
Fairgrounds and Events – The division provides marketing and sales of the Event
Center Complex and other Town events, plans and produces events, coordinates
the use of the Event Center Complex, develops and produces new events and
coordinates volunteers with 13 FTEs. An ongoing evaluation of existing events
continues with the Movies in the Mountains, Tinsel Tavern Tour and Scottish
Festival being discontinued or scope reduced. Staff has created new events for
2017, including Whiskey Summit, Oktoberfest, Food Truck Competition, and Dog
Show. Additional measures to improve the divisions budget include an increase
in revenues through building rental fees, event admissions and feed sales. Staff
has identified savings in the reduction of Winterfest entertainment, wireless
agreement, Events Complex website, and ticket processing. These efforts
allowed for an increase in the marketing budget of $10,000. The budget contains
funds for the Town’s Centennial Celebration into the Town’s signature events in
2017 such as the Rodeo. Revenues are anticipated to increase by
approximately $90,000 and expenses increasing by approximately $120,000.
Event Center revenues increasing by 32% and expenses decreasing 4%, which
equates to a 43% reduction in the Event Center’s net operating deficit. The
Center would be utilized 150 days in 2017. Staff would develop a multi-year
contract with the Scotsfest to reduce expenses to the Town.
Mayor Pro Tem Koenig questioned if staff has addressed the signage on
the Event Center and for the Event Center Complex and requested funds be
placed in the budget to address signage. Administrator Lancaster
commented staff has been working on replacing the banner at the Hwy 34/36
intersection to provide a variable message sign announcing events taking place
in Estes Park.
Director Hinkle commented on the service proposal to replace the footing in the
main arena at a cost estimate of $125,000. A maintenance schedule would be
developed for the other arenas as the footing would need to be addressed for the
horse shows that are revenue generating events and can be a safety and liability
issue. Trustee Martchink requested a maintenance fund be created to
address the issue over time.
Transportation – The current shuttle system consists of five routes with 62 stops
serving the Estes Valley 79 days during the years from late-June through mid-
September. In 2017 there would be minor shuttle stop modifications to improve
service time, expand shuttle sponsorship program and continue to subsidize
service to areas outside the Town limits. Advertisement and sponsorships would
increase revenues from $6,000 to $7,500. Expenses would be reduced by
ending service at 9:00 p.m. rather than 10:00 p.m., and discontinue service post
Rodeo, Scotsfest Tattoo and special events such as Winterfest, Stanley Film
fest, Memorial Day Weekend, Ambassador Tour, Wool Market, Jazz Fest/Art
walk due to low ridership levels. Mayor Pro Tem Koenig stated concern with
the impact the elimination of the last hour might have on restaurants and
other services and the impact on guests participating in events. We need
Town Board Budget Study Session – October 21, 2016 – Page 4
to review the impact on the shoulder events. Director Hinkle stated the
impact would be approximately 3,000 riders over the 79 days of service. Another
option would be for the individual events to pay for the shuttle bus service.
Administrator Lancaster commented the outside areas should pay for the shuttle
service.
Staff has requested consideration to reinstate the Express Shuttle service from
the Events Complex Park-n-Ride to the Visitor Center. With the installation of
electronic signage directing cars to the parking lot more cars would utilize the lot.
An additional route operating at peak hours from noon to 5:00 p.m. would cover
the express service at an additional cost of $29,000.
Mayor Jirsa called for a recess at 9:20 a.m. and reconvened the meeting 9:30 a.m.
POLICE
The Police Department includes services for Patrol, Support Services, and Community
Services divisions. The 2017 budget for the department would include increases to the
number of CSOs from five to eight due to the increase workload associated with the
Barnes Dance. The overall budget increases with competitive market adjustments, IT
costs and funding vehicle replacement. The department cut the 2017 budget by
eliminating the annual awards banquet, Segway refurbishment, removed Captain level
Command school, Chiefs training and annual conferences, decreased contribution to
fleet maintenance, new identification machine, decrease uniform budget, decrease
supervisor training in 2155, decrease patrol officer training, and remove new furniture
from the Dispatch manager office. A service proposal was submitted to add one full
time Emergency Services Communication Dispatcher at an annual cost of $55,465 with
benefits. There continues to be a need to provide double coverage at peak times for
Police, Fire and EMS calls. A recent staffing study indicated nine dispatchers would be
needed to meet minimum staffing needs to provide the level of safety required to meet
the needs of citizens and first responders. Trustee Holcomb questioned the
decrease in training for the Police officers as the recent citizen survey indicates
public safety as a high priority. Mayor Jirsa stated concern with the training for
the Patrol Officers and questioned the amount cut from the budget. Trustee
Norris stated concern with cutting training and stated there is a tendency to not
replace the training in the future. Chief Kufeld stated staff would provide in house
training and would bring training opportunities to Estes Park thereby receiving training at
a reduced cost. A number of the Officers have been trained to provide training to the
other employees. Additional discussion was heard on the appropriate number of
dispatchers and whether or not the other entities using the services of the Town’s
dispatch would be willing to share in the cost of hiring additional FTEs. Trustee
Holcomb questioned the department’s need for additional officers. Chief Kufeld stated
as the seasons begin to blend the department may need an additional officer.
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 2017, the Town
would purchase computer and radio upgrades, ARES antenna for the municipal building
and Event Center, satellite phone and service plan, public awareness guides,
preparedness education, hazardous material safety equipment, critical mention media
monitoring software, and information radio specialist media stream. Discussion
followed on the allowable uses of the 1A funds and it was determined the education
materials could not be funded with 1A funds.
PUBLIC WORKS
Buildings – Manages 30 Town owned structures and maintenance contracts for
janitorial services and other systems. Revenues and expenses decrease in
Town Board Budget Study Session – October 21, 2016 – Page 5
2017. The division would prepare a strategic plan in response to internal space
needs assessment and projected staffing plan; implement Lucity maintenance
management system to manage preventive maintenance needs and provide
timely responses to routine repair request; evaluate the cost-effectiveness of
contracted versus in-house janitorial services; develop concept for a public-
private partnership in utilizing vacant Town land for workforce housing; rebid
blanket contracts for routine services; and complete capital projects, including
Town Hall roof, Phase II security camera replacement, reroof Streets/Fleet shop,
and complete project management of the Museum remodel. The division would
defer the replacement of second floor west windows in Town Hall, reduce
security camera system replacement, and eliminate rent payment to Light and
Power for the storage in the old shop.
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. Engineering
would coordinate with CDOT for permanent repairs on Hwy 34 and overlay
project on Hwy 7; coordinate with agencies on the FLAP grant, design and
construction of the Estes Park Loop; work with Larimer County on Fish Creek
repairs; manage the construction of the Visitor Center Transit Parking structure;
manage Moraine Avenue Bridge Replacement project; complete the design and
installation of the new dynamic message signs on Hwy 34 and 36 to improve
parking utilization at the Events Complex Transit Hub; manage stormwater
master plan and feasibility assessment; evaluate implementation of a paid
parking program downtown; and complete a staffing needs assessment for future
development review engineer and stormwater engineer. Personnel costs
increase with the inclusion of a grant funded Flood Recovery Project Associate,
and O&M include the cost of a Bridge Engineer consultant as Public Works was
not successful in hiring the grant funded position to complete the Moraine Bridge
replacement.
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. A staffing and space needs assessment would be completed to
evaluate the cost-effectiveness of in-house crack sealing, chip sealing, and
paving machine patching in lieu of contracting services; conduct year-round
shallow pothole repairs; and use new GPS data collector to build stormwater
inlet, sign and pavement marker database for future maintenance planning and
programming. Staff proposed $91,690 in cuts to balance the budget and
requested the Board consider reinstating the conversion to 800 mhz radio
system, equipment rental to reclaim asphalt pavement and clean plugged storm
drains, education and training, and repair of parking lots. Mayor Pro Tem
Koenig stated the Board should have a discussion on the use of 1A sales
tax funds to repair parking lots as the guests and citizens drive in parking
lots, therefore, the use of the funds would be appropriate to repair the
parking lots.
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. In 2017, the funds would be
used to procure a contractor to complete the 2017 crack seal program, chip seal and
overlay projects as identified by the Street Maintenance program; and to construct the
rehabilitation of MacGregor Avenue to include a concrete multi-use path along the east
side of the road in coordination with the EVRPD to complete a trail system to the Gem
Town Board Budget Study Session – October 21, 2016 – Page 6
Lake Trailhead. Discussion ensued on the need to address the Tabor limits by reducing
expenditures and set aside reserves in the event funds need to be returned. Trustee
Norris stated the Board needs an Executive Session to discuss options. Mayor
Jirsa agreed and stated the Town should not spend the extra funds until a
decision has been made. Trustee Walker stated the Tabor notice addressed the
first-year collections but remains silent on future year collections.
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. The fund would be used to complete the trail along MacGregor
Avenue as outlined in the Street fund and would be capped at $250,000 in lieu of the
Tabor refund concerns.
Mayor Jirsa called for a recess at 11:15 a.m. and reconvened the meeting 11:30 a.m.
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. Projects and expenditures for 2017 would include the design
and construction of the irrigation system and landscaping around the Visitor
Center Transit Parking structure; installation of smart irrigation controllers and
moisture sensors at the Visitor Center, Riverwalk and George Hix Riverside
Plaza; and replace the 2006 flatbed pickup truck with a higher torque diesel truck
for improved snow removal support. The division reduced the budget by cutting
maintenance contracts for tree trimming and brick planter maintenance; reduced
room and board reimbursement for America in Bloom judges with the private
sector partners to cover the cost; and reduce the cost of noxious weed disposal
program by 50%.
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. $300,000 would be used
for the MacGregor Avenue trail. $200,000 a year would be set aside for the next three
years for future Fall River Trail construction to be used for the local match to a future
grant. The trail construction has been estimated at $6 million to connect to the Park.
The Town has requested EVRPD set aside the same funds for the local match. In
2017, Public Works would coordinate with Larimer County on construction of the Fish
Creek trail flood repairs.
CONSERVATION TRUST FUND
This fund contains revenues from the State lottery and is used to fund bark beetle
management and tree replacement for Arbor Day.
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 EVRPD. The Town has begun remitting funds to EVRPD
and would transfer $549,920 in 2017 for the construction of the Community Center.
COMMUNITY REINVESTMENT
The fund serves as the Town’s capital project fund for its governmental funds and
receives funds from the General fund through sales tax revenues, grant funds and
Tabor excesses when applicable. Major expenditures for 2017 would include
Community Drive engineering design, completion of Moraine Avenue bridge, parking lot
repairs, downtown parking plan, Event Center COPs debit service and Visitor Center
Transit Parking structure debit service.
Town Board Budget Study Session – October 21, 2016 – Page 7
SUMMARY
Finance Director Hudson provided a review of the proposed budget presented by the
departments. He stated the staff has presented a balance budget for the General fund
and anticipates a record year for sales tax collection. Several new positions have been
requested, including a Grant Specialist, three additional CSOs, an additional dispatcher,
a Plans Examiner, Parks Municipal Service Worker, increases to Senior Center
Coordinators of 4 hours per week, Light and Power Document Technician, convert grant
funded Utilities Project Manager to full time staff and increase Water Administrative
Assistant to full time. The General fund ending fund balance has been estimated at
27% with the proposed budget. Service level proposals were presented for a Town
wide document management system, increase in Special Events advertising budget,
improved footing material for the main Event Complex arena, and additional Park-n-
Ride express shuttle service.
DISCUSSION
Mayor Jirsa stated the Board must consider each item to determine if the items meet
Board policies, does the budget meet the Board’s ends, strategic plan and goals
established by the Board. Administrator Lancaster cautioned the Board the 5%
increase in sales tax has been estimated and may not be realized. He reminded the
Board the budget could be adopted, reviewed in 2017 as sales tax revenues are
received, and updated as the year progresses with items add at that time.
Board discussion followed on what items should be added back into the budget.
Trustee Norris stated a number of the nonprofit organizations assist the Town in being a
premier mountain community such as those assisting with housing and childcare. He
recommended the Partners Mentoring Youth be increased to $4,000, EVICS be funded
at $25,000 and the Housing Authority at $40,000. Mayor Pro Tem Koenig suggested
the Nonprofit Resource Center also be increase to $7,000. Trustee Holcomb
recommended the funding of an additional dispatcher and Patrol Officer, reinstate
$7,500 in Police training, and add back the last hour of shuttle service and an additional
month of service in the fall. Trustee Walker stated the Arts and Education should be
funded $1,000 for Boys and Girls Club, and the Band Program funded at $1,000;
include the arena footing at $125,000; move EVICS from a Community Service grant to
a line item in the Town budget annually. Trustee Holcomb stated disagreement with
moving EVICS to a line item as the organization should not be provided preferential
preference in the budgeting process. Trustee Martchink stated frustration with the
Community Service grant process and would request staff review the process for 2018.
He would support the increase in funding for EVICS and the Housing Authority,
replacing the footing in the main arena, upgrade Street division radio system, and
express shuttle service.
Mayor Jirsa stated with the closure of Hwy 34 the Town sales tax collection could be
impacted, therefore, funds available are unknown. He would recommend adding the
dispatcher and the Police Patrol training to the 2017 budget, and suggested the Board
take a wait and see approach to a number of the items once the Town has sales tax
collection numbers for the next 4-5 months. This approach would allow the Board to
make final decisions in February 2017 on what additional items should be added. Based
on sales tax collection. Trustee Norris agreed and stated the Board should have items
identified as add alternates; however, he would continue to support the additional grant
funding for childcare and housing and the express shuttle service. Mayor Pro Tem
Koenig purposed the Town consider funding the Gun Club for the use of the restroom
facilities at the indoor gun range.
Administrator Lancaster reviewed the items to add to the budget, including the Housing
Authority - $15,000, EVICS - $7,000, Partners Mentoring Youth - $2,000, Nonprofit
Resource Center - $3,000, Boys and Girls Club - $1,000, School Band - $1,000,
dispatcher - $55,000 plus benefits, PD training - $7,500, Gun Club - $500 and Public
Works Streets radio improvements - $6,000. All other items would be add-alternates to
the budget.
Town Board Budget Study Session – October 21, 2016 – Page 8
The budget hearing notice has been published for November 8 and November 22,
2016. With two members unavailable on November 22nd, the Board agreed to hold the
second and final meeting on December 13, 2016.
There being no further business, Mayor Jirsa adjourned the meeting at 12:50 p.m.
Jackie Williamson, Town Clerk