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HomeMy WebLinkAboutPACKET Town Board Study Session 2013-07-23 Tuesday, July 23, 2013 TOWN BOARD 4:30 p.m. – 6:30 p.m. STUDY SESSION Town Hall Rooms 202/203 4:30 p.m. Future Study Session Agenda Items. (Board Discussion) 4:45 p.m. Local Marketing District Board Appointments & Makeup. (Mayor Pinkham) 5:00 p.m. Break for Dinner. 5:15 p.m. Town Real Property Ownership Policy Discussion. (Administrator Lancaster) 5:45 p.m. Review 5-7 Year Goals & 2014 Draft Objectives. (Administrator Lancaster) 6:10 p.m. Role of Town Board Liaisons. (Administrator Lancaster) 6:30 p.m. Meeting Adjourn. AGENDA To: Honorable Mayor Pinkham Board of Trustees Town Administrator Lancaster From: Jackie Williamson, Town Clerk Date: July 18, 2013 RE: Future Town Board Study Session Items August 13, 2013 • Ice Rink August 27, 2013 • Comprehensive Plan Modernization • Review of Capital Investment Plan • Code Amendments to Support Affordable Housing Future Items • Sign Code Revisions • Town’s Role in Events • Strategic Planning • Compensation/Classification Study – Policy Decisions • Capital Plan for 2014 • Senior Center/Museum Master Plan • Revise Stanley Historic District Agreement • Community Survey • Discuss financing of Infrastructure and Capital Improvements. • Neighborhood Subdivision Issues • Community Survey Town Clerk’s Office Memo TOWN ADMINISTRATOR Memo To: Honorable Mayor Pinkham Board of Trustees From: Frank Lancaster, Town Administrator Date: July 23, 2013 RE: Draft policy concerning Town ownership of Real Property Objective: The purpose of this policy is to provide criteria, by which the Town would acquire, retain or dispose of real property. Present Situation: Currently the Town owns approximately 250 individual parcels of land. Most of these parcels are currently being used for some public purpose, however some have are no longer used for the purpose for which they were acquired, or for some other reason may not serve any governmental purpose. Additionally from time to time the Town has been approached to purchase property by the public or individual landowners. Currently the town has no policy or criteria regarding the acquisition, retention or disposal of real property. Proposal : The draft policy 105 defines the reasons for ownership of real property by the Town, and sets forth procedures for the acquisition and disposal of real property. This is a first draft only for board consideration. Advantages: * Clarifies the purposes for the Town’s ownership of real property * Provides direction for the acquisition, retention and disposal of real property. * Provides criteria for divestiture of real property, allowing those assets to be redirected for other town purposes. Disadvantages: ∗ Creates self-imposed restrictions for Town ownership of real property. Action Recommended: Review and give staff feedback and direction on the proposed policy. Budget: n/a Level of Public Interest Fairly high       Effective Period:   DRAFT #2 7/23/13  Review Schedule: Annually  Effective Date:   References: Policy Governance Staff Limitations 3.5 Asset Protection    TOWN BOARD POLICY GOVERNANCE  Ownership of Real Property  105    Revisions:     105.1  Purpose – To provide guidance for the retention, acquisition and disposal of real  property owned by the Town of Estes Park  105.2  Policy – The Town of Estes Park will own real property only when the property  contributes to fulfilling the mission of the Town of Estes Park.  Staff shall follow the guidelines outlined in this policy when evaluating the retention,  acquisition or disposal of any real property asset of the Town of Estes Park.  105.3 Procedures – The Town of Estes Park may own or lease real property for the following  purposes:   105.3.1 – Town Buildings – To support buildings that are used to provide Town services  to the citizens of Estes Park.   105.3.2 – Utilities – To provide for the infrastructure of the provision of electric and  water utilities.  Examples include, but are not limited to water treatment plants, water  holding tanks and power sub‐stations.   105.3.3 – Recreational Facilities – Examples include, but are not limited to, parks,  trails, golf courses and trail heads and Stanley Park Fairgrounds.   105.3.4 – Employee Housing – To provide limited term housing for Town Employees  (see policy XX.XX – Employee Housing)   105.3.5 – Transportation and Mobility Infrastructure – To provide for the mobility of  residents and guests throughout the Town of Estes Park, including by motor vehicle,  non‐motorized vehicles and pedestrian access.   Examples include the downtown  Riverwalk, sidewalks, streets, bike and pedestrian paths, parking facilities.   105.3.6 – Protection of environmentally sensitive areas and view sheds   105.3.6.1 – Open Space – Properties that have high open space value based on  proximity to other protected areas, critical for public access for outdoor  recreation, providing buffers between land uses or protection of unique natural  features or fauna.        Effective Period:   DRAFT #2 7/23/13  Review Schedule: Annually  Effective Date:   References: Policy Governance Staff Limitations 3.5 Asset Protection    TOWN BOARD POLICY GOVERNANCE  Ownership of Real Property  105    Revisions:     105.3.6.2 –Wildlife Corridors – Properties that have high or unique value to  wildlife species.  105.3.6.3 – View sheds – To protect important views sheds of either natural or  cultural resources within the Town.  105.3.7 Future Potential Uses – The Town may consider the acquisition or retention of  any real property which may have a reasonable future potential for use of one of the  purposes outlined in section 105.3.6 of this policy.  105.3.8 Disposal of Town Property ‐  The Town may dispose of any real  property that does not serve one of the purposes outlined in section 105.3.6 of  this policy.  The Board of Trustees may discuss the possible disposal of the  property at a regular Town Board meeting in an Executive Session to allow the  Trustees to review confidential considerations in the disposal of property that  may need to be discussed..  The final approval of the purchase of any property  shall be approved at a regularly scheduled Town Board meeting and included on  the agenda.  The process for disposal shall be as follows:  105.3.8.1 Determination – Staff will bring any property that does not fulfill a  legitimate purpose for the Town as outlined in this policy to the attention of the  Board of Trustees.  The Board of Trustees shall discuss the possible disposal of  the property at a regular Town Board meeting as an advertised agenda item.   Prior to the meeting the Town shall notify all adjacent landowners of the Town’s  intention to dispose of the property and notify local newspapers through a press  release as a way to notify the general public of the Town’s intent to consider  disposal of the property.  105.3.8.2 Valuation – An appraisal of the property value will be done prior to  any sale of Town property.        Effective Period:   DRAFT #2 7/23/13  Review Schedule: Annually  Effective Date:   References: Policy Governance Staff Limitations 3.5 Asset Protection    TOWN BOARD POLICY GOVERNANCE  Ownership of Real Property  105    Revisions:     105.3.8.3 Sale – Any town real property that is sold shall be sold at as close to  market price as possible. The disposition through the sale of any town property  will be done in the following priority order:     105.3.8.3.1 – Other public entities     105.3.8.3.2 – Adjacent property owners     105.3.8.3.3 – General Public  105.3.8.4 Divesture other than sale – Any property where it has been  determined to be in the best interest in the Town for the Town to divest itself of  the ownership, and due to the nature of the parcel cannot be sold at market  price, may be disposed of through an appropriate document of conveyance at a  nominal cost.  Priority of the disposition will be the same as outlined in section  105.3.8.3 above.  105.4.8 Acquisition of Town Property ‐ The Town may acquire real property that serves  one of the purposes outlined in section 105.3.6 of this policy.  The process for acquisition  shall be as follows:  105.4.8.1 Determination – Staff will bring any property that is required to fulfill  a legitimate purpose for the Town, as outlined in this policy, to the attention of  the Board of Trustees.  The Board of Trustees may discuss the possible  acquisition of the property at a regular Town Board meeting in an Executive  Session to allow the Town to negotiate the terms of a purchase.  The final  approval of the purchase of any property shall be approved at a regularly  scheduled Town Board meeting and included on the agenda.  105.4.8.2 Valuation – An appraisal of the property value will be done prior to  any purchase of Town property.  105.4.8.3 Sale – Any town real property that is purchased shall be purchased at  as close to market price as possible.           Effective Period:   DRAFT #2 7/23/13  Review Schedule: Annually  Effective Date:   References: Policy Governance Staff Limitations 3.5 Asset Protection    TOWN BOARD POLICY GOVERNANCE  Ownership of Real Property  105    Revisions:     105.5 – Waivers – The Board of Trustees may waive any provision of this policy if in their  judgment said waiver is in the best interest of the Town of Estes Park.      ________________________                                                   ______________________  Mayor        Date  Town Administrator Memo To: Honorable Mayor Pinkham Board of Trustees From: Frank Lancaster, Town Administrator Date: July 23, 2013 RE: Review 5-7 Year Goals & 2014 Draft Objectives. Objective: Discuss and get feedback from the Board on the latest draft of the Board’s goals and objectives. Present Situation: The Board developed a set of long term goals and 2014 objectives at several study sessions in late May and June. Since that time, we have been refining these goals and objectives to more clearly articulate the goals and objectives. This is the latest draft of these goals and objectives. Proposal: For discussion only Advantages: • Sets the strategic direction for future town operations • Gives direction to staff for budget preparation and prioritization of actions • Communicates to the public the key areas the Board believes to be important and what the direction the town will be taking. Disadvantages: • none Action Recommended: Review the draft and give feedback to staff. Once the draft is acceptable to the Board of Trustees, we will bring this back in a regular Town Board meeting for adoption Budget: n/a Level of Public Interest High     2014 Strategic Plan  Draft  JulyDraft July 17th, 2013    VISION  The Town of Estes Park will enhance our position as a premier mountain community  MISSION  The 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.    KEY OUTCOME AREAS    1. Robust Economy ‐  We have a diverse, healthy year round economy  2. Infrastructure ‐ We have reliable, efficient and up to date infrastructure serving our residents,  businesses and guests  3. Exceptional Guest Services  ‐Services ‐ We are the preferred Colorado mountain destination  providing an exceptional guest experience.  4. Public Safety, Health and Environment ‐  Estes Park is a safe place to live, work, and visit within  an emphasis on our quality extraordinary natural environment  5. Outstanding Community Services       ‐   Estes Park is an exceptionally vibrant, diverse, inclusive  and active mountain community in which to live, work and play. Housing is available within  Estes Park for all segments in our community.  6. Governmental Services and Internal Support  ‐    We provide high‐quality, reliable basic  municipal services for the benefit of our citizens, guests, and employees, while being good  stewards of public resources  7. Transportation ‐ We have safe, efficient and well maintained multi‐modal transportation  systems for pedestrians, vehicles and transit.    GOALS  (5‐7 YEARS )    1) Robust Economy  a) We will work to make Town codes and regulations more user friendly and are easy easier to  understand use and understanduse, yet while ensuring they are effective and enforceable and  support reasonable development.  (encourageWe encourage the new Board of Appeals to look  at our regulations and codes and give suggestions.)      b) The Town encourages events, activities and development that enhance a year round economy  c) The Town participates as a partner in Local, Regional and State Economic Development Efforts   d) We will Oencourage the ptimize optimal the use of the PRPA fiber infrastructure    2) Infrastructure  a) Address We will continue to address parking options  that serve downtownthroughout the  Town.  b) Continue We will continue to pursue grants and utilize available open space funding to develop  connectivity of trails in the Estes Valley in partnership with other local entities as described in  the Estes Valley Trails Master Plan.  Comment [FL1]: Trustee Ericson suggested this  rises to the level of being its own stand along  outcome area, rather than under Community  Services.   Thoughts?  Comment [FL2]: Suggested by Trustee Elrod  Comment [FL3]: Suggested by Trustee Phipps      c) Provide We will provide safe access for users to the trail system  d) All of our Town Streets are will be classified at a fair condition (~70%) or above    e) Review We will review the potential redevelopment of areas affected by the FLAP grant   f) Upgrade We will upgrade the Glacier Creek Water Treatment plant to maintain redundant water  treatment.  3) Exceptional Guest Services  a) The MPEC  meets the 2013 CH Johnson pro‐forma financial projections  4) Public Safety, Health and Environment  a) Maintain safe and healthy environments on Town owned properties.  a)b) We will improve the air quality within the Town Boundaries.  5) Outstanding Community Services  a) We will pPlan and implement the celebration of the 100th  Anniversary100th Anniversary of the  Town.  b) We will Iincrease the capacity for the Museum and the Senior Center, considering the  recommendations of the Museum and Senior Center Master Plan  b)c) We will have available housing for all segments of our community.  6) Governmental Services and Internal Support  a) We will ensure town finances are strong with adequate fund balances and sustainable reserves.  a)b) We will mMaintain an adequately trained and educated workforce  b)c) We will iImplement an enterprise wide document management system  c) Ensure town finances are strong with adequate fund balance and sustainable reserves.  d) Biennially We will conduct a citizen survey biennially to measure our performance and citizen  preferences  7) Transportation  a) Adequately We will address downtown traffic issues       2014 Board Objectives (1 year time frame)    DRAFTS    1) Robust Economy  a) Simplify Begin revising regulations and codes as they apply for specific businesses, making them  easier to understand and use, including making it easier for citizens to find  all the codes,  regulations and rules that are applicable to their particular projects.    b) Continue to participate in local, regional, and state economic development.  2) Infrastructure  a) Complete the construction of the visitor’s center parking structure  b) Complete the construction of the Multi Purpose Events Center and Stall Barn.  a)c) Complete the environmental studies required for the extension of the Fall River Trail using the  Paul Sarbanes Grant  b)d) Develop options for the improvements or replacement of Glacier Creek Water  Treatment Plant  c)e) Develop a sustainable funding plan for facility maintenance   d)f) Explore capitalizing on the PRPA fiber infrastructure for residents and businesses  3) Exceptional Guest Services  a) Implement and evaluate the operating and marketing plans for the MPEC  b) Develop a strategy for evaluating, retaining and recruiting special events in the Town, including  a strategy for events management.  4) Public Safety, Health and Environment  Comment [FL6]: NEW GOAL – requested by  Trustee Ericson  Comment [FL5]: Trustee Phipps: I think that we  should be careful here.  This, I think, can be part of  our discussion about parking/shuttles/etc.      Comment [FL4]: Franks comment:  much of this  is outside the Towns sphere of influence.  Comment [FL7]: NEW GOAL – suggested by  Trustee Ericson.  If the Board decides to have a key  outcome area regarding housing, this goal would be  moved to that new section 8.   Trustee Phipps  recommends that  this is appropriate where it is and  should not be a stand along outcome area.  Comment [FL8]:  NEW OBJECTIVES: both “a”  and “b”  suggested by Trustee Ericson      a) Finalize an agreement  with the Colorado Department of Public Health and Environment on a  remediation plan for the Elm Road Landfill  b) Pursue emergency public advisory radio services  c) Evaluate and address potential required changes in radio frequencies  5) Outstanding Community Services  a) Revise the sign code  b) Update the comprehensive plan  c) Define the Town’s role in community housing issues  d) Complete the next phase  of the development of Bond Park e) Develop and adopt a policy for accepting public art, memorials and donations  f) Consider the recommendations of the Community Recreation and Wellness Center Feasibility  Study  f)g) Form a citizen’s task force to begin developing plans for our 100th anniversary in 2017  6) Governmental Services and Internal Support  a) Complete a Citizen Survey  b) Increase compliance with business licenses/ permits of vacation home rentals, and including tax  collection.  c) Implement the capital planning process.  d) Consider going to the citizens with a sales tax election in 2014 for funding specifically to support streets, infrastructure and other community improvements. d)e) Go to the voters in April with a sales tax proposal to support streets and other infrastructure  improvements.  Complete the revision and updating of Board and Administrative town policies.  7) Transportation  a) Evaluate and prioritize implementation of Transportation Visioning Committee signage  recommendations  b) Implement Study any steps required for the FLAP Grant project.  a)c) Complete improvements to Dry Gulch Road.          Comment [FL9]: NEW ‐ suggested by Trustee  Ericson    Comment [FL10]: NEW  Formatted: Strikethrough, Highlight Comment [FL11]: Suggested by Trustee Phipps  Comment [FL12]: NEW – suggested by Trustee  Ericson  Comment [FL13]: NEW – suggested by Trustee  Ericson        2014 Strategic Plan  Draft July 17th, 2013    VISION  The Town of Estes Park will enhance our position as a premier mountain community  MISSION  The 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.    KEY OUTCOME AREAS    1. Robust Economy ‐  We have a diverse, healthy year round economy  2. Infrastructure ‐ We have reliable, efficient and up to date infrastructure serving our residents,  businesses and guests  3. Exceptional Guest Services ‐ We are the preferred Colorado mountain destination providing an  exceptional guest experience.  4. Public Safety, Health and Environment ‐  Estes Park is a safe place to live, work, and visit within  our extraordinary natural environment  5. Outstanding Community Services       ‐   Estes Park is an exceptionally vibrant, diverse, inclusive  and active mountain community in which to live, work and play. Housing is available within  Estes Park for all segments in our community.  6. Governmental Services and Internal Support  ‐    We provide high‐quality, reliable basic  municipal services for the benefit of our citizens, guests, and employees, while being good  stewards of public resources  7. Transportation ‐ We have safe, efficient and well maintained multi‐modal transportation  systems for pedestrians, vehicles and transit.    GOALS  (5‐7 YEARS )    1) Robust Economy  a) We will work to make Town codes and regulations more user friendly and easier to understand  and use, while ensuring they are effective and enforceable and support reasonable  development. We encourage the new Board of Appeals to look at our regulations and codes and  give suggestions.      b) The Town encourages events, activities and development that enhance a year round economy  c) The Town participates as a partner in Local, Regional and State Economic Development Efforts   d) We will encourage the optimal the use of the PRPA fiber infrastructure    2) Infrastructure  a) We will continue to address parking options throughout the Town.  b) We will continue to pursue grants and utilize available open space funding to develop  connectivity of trails in the Estes Valley in partnership with other local entities as described in  the Estes Valley Trails Master Plan.  c) We will provide safe access for users to the trail system      d) All of our Town Streets will be classified at a fair condition (~70%) or above    e) We will review the potential redevelopment of areas affected by the FLAP grant   f) We will upgrade the Glacier Creek Water Treatment plant to maintain redundant water  treatment.  3) Exceptional Guest Services  a) The MPEC  meets the 2013 CH Johnson pro‐forma financial projections  4) Public Safety, Health and Environment  a) Maintain safe and healthy environments on Town owned properties.  b) We will improve the air quality within the Town Boundaries.  5) Outstanding Community Services  a) We will plan and implement the celebration of the 100th Anniversary of the Town.  b) We will increase the capacity for the Museum and the Senior Center, considering the  recommendations of the Museum and Senior Center Master Plan  c) We will have available housing for all segments of our community.  6) Governmental Services and Internal Support  a) We will ensure town finances are strong with adequate fund balances and sustainable reserves.  b) We will maintain an adequately trained and educated workforce  c) We will implement an enterprise wide document management system  d) We will conduct a citizen survey biennially to measure our performance and citizen preferences  7) Transportation  a) We will address downtown traffic issues       2014 Board Objectives (1 year time frame)    DRAFTS    1) Robust Economy  a) Begin revising regulations and codes, making them easier to understand and use, including  making it easier for citizens to find  all the codes, regulations and rules that are applicable to  their particular projects   b) Continue to participate in local, regional, and state economic development.  2) Infrastructure  a) Complete the construction of the visitor’s center parking structure  b) Complete the construction of the Multi Purpose Events Center and Stall Barn.  c) Complete the environmental studies required for the extension of the Fall River Trail using the  Paul Sarbanes Grant  d) Develop options for the improvements or replacement of Glacier Creek Water Treatment Plant  e) Develop a sustainable funding plan for facility maintenance   f) Explore capitalizing on the PRPA fiber infrastructure for residents and businesses  3) Exceptional Guest Services  a) Implement the operating and marketing plans for the MPEC  b) Develop a strategy for evaluating, retaining and recruiting special events in the Town, including  a strategy for events management.  4) Public Safety, Health and Environment  a) Finalize an agreement  with the Colorado Department of Public Health and Environment on a  remediation plan for the Elm Road Landfill  b) Pursue emergency public advisory radio services  c) Evaluate and address potential required changes in radio frequencies  5) Outstanding Community Services      a) Revise the sign code  b) Update the comprehensive plan  c) Define the Town’s role in community housing issues  d) Complete the next phase  of the development of Bond Park e) Develop and adopt a policy for accepting public art, memorials and donations  f) Consider the recommendations of the Community Recreation and Wellness Center Feasibility  Study  g) Form a citizen’s task force to begin developing plans for our 100th anniversary in 2017  6) Governmental Services and Internal Support  a) Complete a Citizen Survey  b) Increase compliance with business licenses/ permits of vacation home rentals, including tax  collection.  c) Implement the capital planning process.  d) Consider going to the citizens with a sales tax election in 2014 for funding specifically to support streets, infrastructure and other community improvements. e) Complete the revision and updating of Board and Administrative town policies.  7) Transportation  a) Evaluate and prioritize implementation of Transportation Visioning Committee signage  recommendations  b) Implement Study any steps required for the FLAP Grant project.  c) Complete improvements to Dry Gulch Road.          Town Administrator Memo To: Honorable Mayor Pinkham Board of Trustees From: Frank Lancaster, Town Administrator Date: July 13th, 2013 RE: Role of Town Board Liaisons. Objective: Board discussion on the role and purpose of Town Board Liaisons to board committees. Present Situation: Currently the Board annually assigns trustees to serve as liaisons to specific groups, advisory boards and committees. This practice has existed for several years. The role of a liaison is defined in the Board’s Policy Governance Governance policy 1.7.3.1, included below. There has been some question arise from individual Trustees about the need for having liaisons and what the scope of the role of liaisons should be. One concern raised is if liaisons sometimes become more of an advocate for the group they are attached to and not just an impartial representative from the Board of Trustees. Proposal: Item is for discussion only. Nothing is being proposed Advantages: • Clarify the role of the board liaison will help both the Trustees and the board committees Disadvantages: • This has been an accepted practice for several years and may not need to be re- examined. Action Recommended: n/a. Budget: n/a Level of Public Interest low POLICY TYPE: GOVERNANCE PROCESS POLICY 1.7 POLICY TITLE: BOARD LIAISON ROLES The Board of Trustees may appoint an individual Trustee to serve as the official liaison of the Board to Town committees. The Board of Trustees may appoint an individual Trustee to serve as the official liaison to other community groups. 1.7.1 Appointment - Any Trustee serving as a liaison to any group, either internal or external, shall be appointed by the Town Board. 1.7.2 Term – A Trustee shall serve as the Town Board Liaison solely at the pleasure of the Town Board, with no specific term limit. 1.7.3 Duties of a Liaison 1.7.3.1 Communicate with the committee when Board of Trustees communication is needed and to serve as the primary two-way communication channel between the Town Board and the committee or community group. 1.7.3.2 Review applications, interview candidates and make recommendations to the Town Board for final approval. 1.7.3.3 Serve as the primary Trustees’ contact for the committee or community group. 1.7.3.4 Attend assigned committee or community group meetings when requested or whenever appropriate, in the opinion of the Trustee liaison. Trustee liaisons are not expected to attend every meeting of the committee or group. 1.7.3.5 The liaison is not a member of the committee and when in attendance at a meeting is there as an observer for the Board of Trustees and a resource for the committee. Participation in board discussions should be minimal and restricted to clarification of Town Board positions or collection of information to bring back to the full Town Board.