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HomeMy WebLinkAboutTB SS 07-06-2017 Town of Estes Park, Larimer County, Colorado, July 6, 2017 Minutes of a Study Session meeting of the TOWN BOARD of the Town of Estes Park, Larimer County, Colorado. Meeting held the Museum, Town of Estes Park on the 6th day of July, 2017. Board: Mayor Jirsa, Mayor Pro Tem Koenig, Trustees Holcomb, Martchink, Nelson, Norris and Walker Attending: All Also Attending: Town Administrator Lancaster, Assistant Town Administrator Machalek, Town Attorney White, Directors Bergsten, Hinkle, Hudson, Hunt, Kufeld, Muhonen and Town Clerk Williamson Absent: None Mayor Jirsa called the meeting to order at 8:30 a.m. INTRODUCTION AND REVIEW OF CURRENT STRATEGIC PLAN Administrator Lancaster provided opening remarks and reviewed the foundation of Policy Governance. He stated the Strategic Plan outlines the ends or the outcome areas. The Board’s current outcome areas include robust economy, infrastructure, exceptional guest services, public safety, governmental services, transportation, financial health and outstanding community services. The goal of the meeting was to identify high-level strategic needs. Director Hudson stated the sales tax outlook for 2017 appears to be soft. The next couple of months collections would provide the Town with an understanding of the annual collections. At this point he would recommend the sales tax collection be held even for 2018 with no significant expansion. Sales tax revenue projections would be refined during the budget process. Assistant Town Administrator Machalek provided the Board with the proposed 2018- 2022 draft Capital Improvement Plan (CIP), stating there are still items that need to be reviewed. The CIP was not presented in a priority of projects/programs based on the Town Board policy for each of the funds. Staff requested the Board review the draft and provide feedback on the format. He stated the 2018 requests are hard budget numbers that would be included in the draft 2018 budget, and the 2019-2022 are estimated budget numbers that contain variability. Trustee Norris stated the individual worksheets capture useful information; however, he requested an executive summary to outline the number of projects, criteria, how the items are tied to the ends (Outcomes), funding needs, and if the items are required for legal, safety or environmental reasons. He also recommended the summary contain any uncertainties staff may be aware of such as the future availability of USDA grant funding. OUTCOME AREA DISCUSSIONS TOWN FINANCIAL HEALTH Discussion was heard on the need to develop and adopt a comprehensive debt/capital financing policy to aid in future planning. Finance Director Hudson stated the policy would identify when the Town would utilize debt and how much debt to consider. The only debt option available to the Town at this point in time would be general obligation. The policy could also address when to use a lease purchasing option and when to refinance existing debt. Administrator Lancaster stated the Board could consider the Town Board Study Session – July 6, 2017– Page 2 use of an Urban Renewal Authority to finance improvements proposed in the final Downtown Plan. He stated Broadband may require the Town to use debit to finance the project. Best practices have been identified by the Governmental Finance Officers Association (GFOA) and would be used to draft a policy. Mayor Jirsa stated the Board needs to further discuss the Board’s philosophy on financing projects. The item was added to the 2018 outcome area. Explore areas for enhancing Town revenues: An annexation policy would be developed to address what properties should be annexed and to develop a policy on enclaves. Home Rule would be removed from the Strategic Plan because it would require community action. Staff continues to work on the issue of sales tax collection from special event vendors. The collection of online sales tax has been reviewed; however, staff can do little at this point in time to address the issue. Staff would continue to work with CML and NLC on the topic. The overall consensus of the Board was not to move forward with discussions related to marijuana. ROBUST ECONOMY The Community Development staff have identified the code sections that need to be addressed and have presented the list to the Planning Commission and the Town Board. The Sign Code revisions are nearing completion and would make the code simpler and easier to understand. The current timeline would have the Planning Commission reviewing the revised code in August with a recommendation to the Town Board for final review in September. A decision on the course of action and delivery model for Broadband in the Estes Valley would need to be made to determine the next steps. The engineering and cost analysis should be completed in August or September, and modeling to be completed in October or November. Staff would bring the item forward for Board discussion in late November. A request for proposals to establish broadband infrastructure yielded responses to run or provide equipment to run broadband only. No business models were presented. The grant provided to the Town was to build out the middle mile only with no direct service to individual homes or businesses. The Town continues to be ahead of other communities and meet with PRPA communities to discuss issues on how to move forward. Discussion followed on the need to provide education on the current fiber connection and how it is distributed to the individual homes. It was noted the EDC has taken the lead on educating the community. The 2018 outcomes would include the Town will create and sustain a favorable business climate and attitude. Trustee Nelson stated concern on measuring the outcomes attainability. Town Administrator Lancaster commented staff has outlined how to measure business services. The Downtown Plan would be completed by the end of 2017 for the Board to review. 2018 would contain a goal to implement the plan. The Board discussed the goal to have a supportive role in the formation and operation of a Creative Arts District and recommended removal because the group has decided not to pursue official formation of a district. The Town would be supportive of the formation in the future. Trustee Walker stated disappointment the arts would not be included because successful municipalities have an art component. Staff would encourage events, activities and development that enhances a year-round economy and the arts. Director Hunt stated the inclusion of the arts has been a regular discussion in developing the Downtown Plan. The Town Board agreed the Town would continue to play a supportive role with specific local and regional economic development projects, including but not limited to those outlined in the EDC economic strategy plan. Town Board Study Session – July 6, 2017– Page 3 INFRASTRUCTURE Parking: Discussion was heard on the goal to address parking options throughout the town and to aggressively pursue funding for additional parking. The Transportation Advisory Board has been working on a Master Parking Plan that would outline priorities and be presented to the Town Board. Mayor Jirsa stated the current method of gathering public input from visitors has been passive and a more aggressive approach should be undertaken. This would address the Town’s Mission statement to take into consideration citizens, guest, etc. The Town needs to aggressively pursue market research to determine the needs, and review other funding mechanisms such as a public private partnership. The 2018 goal would include the implementation of the parking plan recommendations and include funding options. Staff would review the outreach plan and modify it to address concerns raised. Utilities: Water continues to work on a redundant raw water source with the YMCA. The division has documents in Water Court currently that leave Water in an ambiguous state. Goals would be developed once more has been completed. The division has made some significant improvements this year with roadway crossing; however, there continues to be a significant backlog of replacement and infrastructure projects. The Board discussed developing a statement or goal around renewable energy such as a percentage of renewables by a certain date, development of solar farms, public engagement, etc. Director Bergsten stated PRPA began the development of a customized energy portfolio 3 years ago to model issues related to renewable energy. PRPA is in Phase I of the program in which PRPA pays a balancing authority to integrate renewable energy into the distribution system. Phase II would develop an understanding of the renewable energy needs for each of the 4 communities through public engagement. He further stated citizens have the option to sign up for renewable energy through PRPA, however, few citizens sign up for the program. Further Board discussion followed on a goal and has been summarized: Mayor Jirsa stated there needs to be more public discussion on the issue before the Town moves forward with 100% renewable energy. PRPA does not have the ability to achieve it at this point in time; Trustee Nelson stated an upcoming Mayor’s Chat should focus on the topic to engage the public and inform the citizens of the current capabilities for renewable energy; Mayor Pro Tem Koenig stated the goal should be to actively educate the citizens to participate in the renewable energy program through PRPA to provide PRPA with a mechanism to expand the program. She stated concern the impact on the cost of renewable energy may have on the development of workforce housing; Trustee Norris stated there are 2 goals that need to be addressed one related to engagement and the second to address the technical and financial concerns; and Trustee Martchink stated the goals should be open ended because technology continues to advance, explore incentive, and be environmentally sensitive in the decisions made. The following goals were proposed: 1) Engage the community in discussions of the role of renewable energy in Estes Park; 2) Explore options for incentives for developers to include renewable energy infrastructure in workforce and attainable housing; and 3) Use results from the PRPA technical and financial studies to establish long term energy goals (3 to 5 year goal). Facilities: A needs assessment for equipment and other storage, including the museum collections and police evidence and property storage and alarm system should be completed. Space needs for Town Hall should be established and determine if the Town expands, moves, or relocates services. The Downtown Plan may address the location of Town Hall and the need for additional retail downtown currently occupied by government services. Further discussion was heard with a final decision to add it as a 2019 goal to develop a facility needs assessment. Town Board Study Session – July 6, 2017– Page 4 Staff questioned if the replacement and repair of the security camera system should remain as a goal in the Strategic Plan or if it should be considered an operations function. The Board consensus was to remove the item from the Strategic Plan. The Events division requested the Master Plan for the Events Complex be revisited for 2018. Staff continues to identify facility needs as multiple events occur at the Complex, the need for additional stalls, and the need for additional storage. The acoustical improvements to the Event Center would be included as a capital project for 2018. Storm Drainage: The current objective states we will pursue flood mitigation measures to reduce the risk to live and properties and minimize costs to the community. In 2018, the Town would pursue implementation of flood mitigation projects and implementation of the Stormwater Master Plan recommendations. EXCEPTIONAL GUEST SERVICES The Board discussed a number of items including the replacement of the mobile stage in the 2018 CIP; development of a policy to outline support and subsidies for special events; reexamine the findings and assumptions of the Johnson proforma projections to be removed from the Strategic Plan; explore options for the future ownership and operation of the Conference Center by Delaware North; the need for a comprehensive visitor survey; and a renewed effort in developing the image of the Town. PIO Rusch stated EPURA conducted that last branding of the Town. Trustee Nelson stated the Town should work on promoting an image with the business community rather than the visitors. A goal for 2018 would include partnering with other entities to conduct a visitor needs survey. PUBLIC SAFETY, HEALTH AND ENVIRONMENT Police: Chief Kufeld stated a staffing level analysis has been completed to determine the number of officers needed to serve the community based on the Town’s population and visitors. The recommendation would be the addition of 3 patrol officers in 2018. The analysis outlined the need for a total of 27 patrol officers over the next 5 years to address current events and to be prepared for incidents. The department currently has 11 patrol officers. This analysis has been based on a population of 12,000. The current staffing does not allow the patrol officers to address community policing adequately. In addition, the County Sheriffs are not available after midnight to aid in addressing issues that occur in the evening. An objective was not added; however, staff would discuss and review what other communities are doing to address the shortage of patrol staff. Environment: The Town continues to be a participant and a partner in the County’s development of a regional wasteshed plan. The Board requested the addition of a goal that the Town would improve and protect the quality of the environment. Staff questioned if the Board wanted to develop a goal to address resiliency or support the Paris Accord. Mayor Pro Tem Koenig stated the Town Board is a bipartisan group and not a political action group. Issues such as the Paris Accord are not the responsibility of local government. Trustee Holcomb agreed with the statement. Trustee Norris stated the Board should focus on actions that support environmental issues. Mayor Jirsa stated the item does not belong in the Strategic Plan and advised a Board member can bring the item forward for consideration. Other Issues: The Board consensus was to delete the previous goal the Town will conduct town business and provide services in a manner that ensures all our guest and residents feel welcome, respected and safe in our community. The grant funded Environmental Planner has been the floodplain administrator for the Town during the flood recovery. The funding for this position would end on December 31, 2017. Director Hunt stated with the development of new flood maps there would be an order of magnitude of work. The position has been identified as a critical need Town Board Study Session – July 6, 2017– Page 5 moving forward and would prefer the position reside in the Planning division rather than the Building division. The position could complete other environmental planning needs. The Board requested the removal of the goal to integrate the Senior Center into the new Community Center because it would be completed by February 2018. Assistant Machalek reviewed the 11 strategies outlined by the recent housing needs assessment. The new Senior Planner would have housing experience and would act as the Housing Coordinator for the Town to establish what is needed and coordinate the funding of a future position that would take the lead on the housing issue. Staff requested direction on the proposed strategies to develop a framework for 2018. The Board stated the Town would serve as a catalyst to develop housing. Define housing needs and identify potential plans for action. Develop a strategy for addressing seasonal workforce housing demands would be rewritten to refer to the housing needs assessment implementation strategies. Develop and adopt appropriate code changes to encourage housing development. OUTSTANDING COMMUNITY SERVICES Childcare: The community continues to have a shortage of daycare options. The Town has been notified that Mountaintop Preschool would close in August and currently serves 50 families. The YMCA has indicated they would donate their facility to be run by a daycare provider and currently serves 40 families. The Town has been investigating uses for the current Senior Center and it may be an option for an additional facility. The Larimer County Boys and Girls Club has also expressed interest in providing daycare facilities. After discussion, the Board agreed to add a goal to serve as a catalyst to encourage infant and childcare solutions for our community. The Board requested the codes be reviewed and changes made to encourage childcare services. Downtown Plan: The Board requested the Downtown Plan goal be updated to state implementation of the Downtown Plan for 2018. Board of Appeals: The Board requested the removal of the goal outlining the Board of Appeals to complete a review and make recommendations on procedures for processing permits and operations of the Building division. Staff stated the goal can be implemented by staff without the involvement of the Board of Appeals. Avalanche Report: Staff reviewed the Avalanche Plan recommendations and stated 3 of the recommendations related to planning and codes have already been addressed with the proposed code revisions staff has identified in its May 9, 2017 memo to the Board. Family Advisory Board: The establishment of the Family Advisory Board would be replaced with the goal identified by the FAB and approved by the Town Board for 2018. GOVERNMENTAL SERVICES AND INTERNAL SUPPORT The Town has begun the implementation of Laserfiche, an enterprise wide electronic document management and workflow program. The 2017 goal would be removed. The Board requested the addition of a community survey to be completed in 2019. Further discussion on the imaging/branding of the Town would be brought back for further discussion with the Board. TRANSPORTATION Develop a 2040 Multi-Model Transportation Master Plan: Director Muhonen stated the Town has a number of items identified by the Transportation Advisory Committee that have not been implemented and a trails master plan that continues to be implemented. The staff needs direction from the Board on priorities. The Town Board Study Session – July 6, 2017– Page 6 Transportation Master Plan would be used to develop the CIP. There are more projects than funding at this time. The current goal states we will reduce traffic congestion throughout the Town. Installation of left turn lane on US 36 at Community Drive: The Town committed to the installation of a left turn lane on US Hwy 36 at Community Drive. Director Muhonen stated a simpler project could be completed at the 4th Street intersection; however, with the completion of the Community Center the turn lane at Community Drive would be needed. Explore potential for safe routes to school funding: There are grant opportunities to address safe routes to school. The grants are generally labor intensive. The issue could be addressed with the addition of a Development Engineer. Further investigate the formation of a Rural Transit Authority: The goal would be to investigate the costs and opportunities to expand transit services and possibly apply for funding from the FTA during the June 2018 funding cycle. Staff has estimated 100 hours of additional staff time would be needed to further investigate the formation of a Rural Transit Authority and estimates $11,000 to use and outside consultant to conduct the survey versus $1,000 for an in-house survey. Trails: Staff continues to pursue funding opportunities for the construction of the Fall River trail and has completed a GOCO grant application for Phase I. Fish Creek trail should be completed by fall 2017. OTHER ISSUES: Mayor Pro Tem Koenig requested staff provide a summary of items that have been completed for the Board to review. Administrator Lancaster stated he would dedicate one of his upcoming newspaper columns to the completion of strategic goals. NEXT STEPS 1. Staff compiles info and prepares draft Strategic Plan outline and map. 2. Board reviews draft plan, making any adjustments deemed necessary. 3. Board adopts Strategic Plan. 4. Budget is prepared based on Strategic Plan. There being no further business, Mayor Jirsa adjourned the meeting at 1:00 p.m. Jackie Williamson, Town Clerk