HomeMy WebLinkAboutTBSS 01-24-17
Town of Estes Park, Larimer County, Colorado January 24, 2017
Minutes of a Study Session meeting of the TOWN BOARD of the Town of
Estes Park, Larimer County, Colorado. Meeting held at Town Hall in the
Board Room in said Town of Estes Park on the 24th day of January, 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, Director Hunt, Manager
Fraundorf and Town Clerk Williamson
Absent: None
Mayor Jirsa called the meeting to order at 4:34 p.m.
UPDATE ON BOARD OPERATIONS.
Dallas Everhart/Consultant stated after meeting with the entire Board to discuss the
operations of the Board of Trustees, it was clear the members are committed to
operating as a team, and everyone was positive and encouraging. He recommended
the Board consider a meeting to discuss communication amongst the Board to establish
a foundation in which the Board can then discuss values and lastly policy governance.
The Board can operate more effectively as a team if the Board starts with an authentic
discussion on how it operates.
Board discussion followed and has been summarized: review policy governance and
how it has been interrupted; the policies developed are good but should be reviewed
together as a Board to understand respective roles; beginning with a discussion on
communication would benefit the Board and then establish procedures; would
recommend the entire Board meet in the future after an election to review the policies of
the Board; the Board needs to develop a policy on reviewing the established policies;
questioned if Policy 1.4 should be followed by new members or should it be changed
with the individual serving as mayor; polices are in place when individuals ran and were
elected to office and thereby set the operating parameters; and the Board should follow
the recommendation of Mr. Everhart to ensure the Board becomes a high performing
Board.
Mr. Everhart would provide additional information for the Board to review prior to
scheduling a workshop on communication; send the Board information to complete an
Emergenetics survey; and work with the Town Clerk to set up meetings in the next
month.
VACATION HOMES AND BUILDING CODES.
Chief Building Official Birchfield provided an overview of key issues related to the
adoption of the 2015 International Building Codes and their impact on existing and
future dwellings, vacation homes and hotels. The Board of Appeals recommended
maintaining the previous local amendments to exempt one- and two-family dwellings
from the automatic fire sprinkler requirements during the adoption process. The Board
further recommended the sprinkler requirements be reviewed for vacation homes after
the Task Force completed the review and recommendations to the Town Board and
County Commissioners. The building codes regulate buildings based on use and not by
occupancy. Dwellings used for less than 30 days are regulated differently than those
occupied on a longer-term basis, including fire walls, sprinkler requirements, egress,
Town Board Study Session – January 24, 2017 – Page 2
etc. The Town exempted all residential use buildings comparable to one- and two-
family dwellings from sprinkler requirements with the adoption of the 2009 International
Building Codes (IBC). Staff requested direction from the Town Board on how to
address the sprinkler requirements for vacation homes with the adoption of the 2015
codes and with the increase occupancy allowed in vacation home, i.e. two per bedroom
plus two with no cap. CBO Birchfield commented a definition of a vacation home could
be established to outline specific guidelines. He suggested the Town Board may want
to consider a tiered approach and consider grandfathering all existing vacation home
units, amend the International Residential Code (IRC) to regulate smaller vacation
homes under the IRC, regulate larger vacation homes under the IBC, or base tiered
requirement on square foot areas. Certificates of Occupancy (CO) were not required
prior to the International Codes for one- and two-family dwellings, were specific to use,
and a change in use would require a new CO to be issued and an inspection of the
dwelling. The Town would also need to reconcile the differences between the Estes
Valley Development Code and the IBC as it relates to occupancy of nine and above.
Board discussion followed and has been summarized: would not support sprinkler
regulations for existing units; would like the change in use to be broadened; definitions
for a vacation home and a small hotel should be established; the cost implications to
homeowners needs to be understood; establish a clear understanding of the public
safety issues; the IRC should be used to regulate smaller vacation homes and IBC for
larger homes; regulate vacation homes based on sleeping rooms rather than square
footage; and egress should be addressed for vacation homes and perhaps lighted exit
signs should be installed. After further discussion, the Board reached consensus to
continue the local amendment exempting one- and two-family dwellings, require
inspection of vacation homes, and issue Certificate of Occupancy.
PUBLIC AVAILABILITY OF TOWN BOARD E-MAILS.
IT Manager Fraundorf reviewed the current process for capturing Board emails, both
inbound and outbound. The Mayor’s email account has been running the test program
with only a few items being captured and displayed that should not have been released.
These emails would not have been displayed with the proper education of the public,
staff and the Board.
Board discussion followed on moving forward with releasing the Board’s emails to the
public. Comments have been summarized: Mayor Jirsa stated making emails public
would provide a transparent government to its citizens. He further stated the cost
benefit analysis outweighs the negatives; Trustee Norris expressed concern for the
privacy of the constituents and the possibility of embarrassing them; Trustee Holcomb
stated opposition to providing Board emails to the public, and further stated the
constituents have a right to confidentiality; Mayor Pro Tem Koenig and Trustee Nelson
both agreed to allowing the Board members to opt in or out; Trustee Martchink
commented he has not been in favor but would support the option for a Board member
to opt in as the citizens and the Board become use to making the emails public; and
Trustee Walker supports the idea and would allow his emails to be public.
Administrator Lancaster stated staff would begin sending emails through the new
process for those Board members that have expressed an interest in making their
emails public, continue to review the emails in house to establish guidelines and
policies, and begin work with the Public Information Office staff on messaging for the
staff and public.
TRUSTEE & ADMINISTRATOR COMMENTS & QUESTIONS.
Trustee Martchink stated through a program established by the Estes Park Non-Profit
Center and the Library, a youth would be attending future Parks Advisory Board
meeting and providing information to the Board.
FUTURE STUDY SESSION AGENDA ITEMS.
Town Board Study Session – January 24, 2017 – Page 3
Trustee Norris commented the Estes Valley Planning Commission heard a presentation
on tiny houses at their last meeting. He requested the Board direct staff to investigate
the pros and cons of tiny houses. Director Hunt stated the Commission would review
the issue and bring back recommendations for the Board’s consideration.
Town Clerk Williamson provided the Board with an overview of the Pride Awards and
questioned if the Board would like to continue the scholarship award and the other
volunteer recognition awards. The Board consensus was to not continue the awards
until clearer guidelines could be established.
Administrator Lancaster stated there are several Municipal Code clean up provisions
the Police have requested and would like to review with the Board at an upcoming study
session. The Board agreed to set it for a future study session.
There being no further business, Mayor Jirsa adjourned the meeting at 6:40 p.m.
Jackie Williamson, Town Clerk