HomeMy WebLinkAboutPACKET Town Board 2013-03-12The Mission of the Town of Estes Park is to plan and provide reliable,
high-value services for our citizens, visitors, and employees. We take
great pride ensuring and enhancing the quality of life in our community
by being good stewards of public resources and natural setting.
BOARD OF TRUSTEES - TOWN OF ESTES PARK
Tuesday, March 12, 2013
7:00 p.m.
AGENDA
PLEDGE OF ALLEGIANCE.
(Any person desiring to participate, please join the Board in the Pledge of Allegiance).
CITIZEN COMMENDATION FOR MATHEW REIHING. Chief Kufeld.
PRESENTATION OF FINANCIAL REPORTING AWARD. Finance Officer McFarland.
PUBLIC COMMENT. (Please state your name and address).
TOWN BOARD COMMENTS / LIAISON REPORTS.
TOWN ADMINISTRATOR REPORT.
• Transportation Advisory Committee Appointment Process.
• Board of Appeals Interview Team.
1. CONSENT AGENDA:
1. Town Board Study Session Minutes dated February 26, 2013, and Town Board
Minutes dated February 26, 2013.
2. Bills.
3. Committee Minutes:
A. Community Development/Community Services, February 28, 2013.
2. REPORTS AND DISCUSSION ITEMS:
1. ROCKY MOUNTAIN NATIONAL PARK UPDATE. Superintendent Baker.
Prepared 02/28/13
* Revised:
NOTE: The Town Board reserves the right to consider other appropriate items not available at the time the agenda was
prepared.
3. LIQUOR ITEMS:
1. NEW LIQUOR LICENSE – ELK MEADOW RV ESSENTIAL GROUP, LLC DBA
ELK MEADOW LODGE AND RV RESORT, 1665 COLORADO HIGHWAY 66,
BEER AND WINE LIQUOR LICENSE. Town Clerk Williamson.
4. ACTION ITEMS:
1. INTERGOVERNMENTAL AGREEMENT WITH PLATTE RIVER POWER
AUTHORITY FOR THE FUNDING AND COORDINATION OF A JOINT
COMPENSATION STUDY. Director Bergsten.
2. ROCKY MOUNTAIN BAZAAR IN BOND PARK. Director Winslow.
3. PURCHASE OF A TROLLEY FOR DOWNTOWN SHUTTLE SYSTEM. Director
Winslow.
4. MULTI-PURPOSE EVENT CENTER (MPEC) AND STALL BARN COMMITMENT
LETTER AND BID AWARD. Director Zurn.
5. 2013 ORGANIZATIONAL PLAN. Town Administrator Lancaster.
5. ADJOURN.
Town of Estes Park, Larimer County, Colorado, February 26, 2013
Minutes of a Study Session meeting of the TOWN BOARD of the Town
of Estes Park, Larimer County, Colorado. Meeting held in the Board
Room in said Town of Estes Park on the 26th day of February, 2013.
Board: Mayor Pinkham, Mayor Pro Tem Blackhurst, Trustees, Elrod,
Ericson, Koenig, Norris and Phipps
Attending: Mayor Pinkham, Mayor Pro Tem Blackhurst, Trustees, Elrod,
Koenig, Norris and Phipps
Also Attending: Town Administrator Lancaster, Assistant Town Administrator
Richardson, Attorney White, and Town Clerk Williamson
Absent: Trustee Ericson
Mayor Pinkham called the meeting to order at 4:30 p.m.
FUTURE AGENDA ITEMS
The Board reviewed the list of upcoming study session topic and no additions or
changes were suggested.
DOWNTOWN COLORADO, INC./EVPC ECONOMIC DEVELOPMENT
PRESENTATION. Katherine Correll/Executive Director stated Downtown Colorado,
Inc. builds better communities by providing assistance to downtowns, commercial
districts and town centers in Colorado through education, advocacy, information and
collaboration. The organization provides advocacy and information, education and
technical assistance including community assessments. A number of focus groups
were held to identify economic development issues that need to be addressed in Estes
Park. A main observation of the focus groups was the need to move beyond studies to
action.
Observations included the following:
• Estes Park has a lot of resources and assets working for it.
• The Community is lacking clear direction and strategy to outline how you want to
move forward.
• Most successful community initiatives in Estes Park seem to be in opposition to
something.
• A large retiree population is a great resource.
• You are what you find on the internet.
• There appears to be several efforts at enhancing communication and building
relationships around economic vitality.
• Events are important to the community and to attract visitors, but individual
organizations and resources are being stretched thin. The number of events
organizers and pool of volunteers are not realized and untapped.
• By aligning events with overall downtown goals, a year long calendar can
improve economic slow periods, attract repeat visitors, fill lodging vacancies and
bring the community together.
• There are many marketing efforts going on, however there is a need for the
downtown merchants to cohesively work together to better utilize resources.
• There seems to be a lack of vision for the community.
• Developing business friendly process could help support business and improve
the economic conditions within the community.
• There is opportunity to better understand the local and visitor customer base as
well as your business.
• There are benefits for businesses and people to choose Estes Park to do
business, raise a family, recreate, work and retire.
• Training and education could significantly improve the business environment.
• The community would benefit from a greater awareness of business assets.
• There are a number of vacant or underutilized properties that could engage the
business development climate.
The team reviewed recommendations on how to address the observations and included
some of the following:
• Focus on building your entire community.
• Partner to conserve resources and stop duplication.
• Identify a vision with clear priorities for the community.
• Community should include affordable housing, child care and infrastructure
capacity.
• Develop one champion to drive the economic and community development
process and coordinate other entities.
• Identify unifying concepts and positive initiatives that people can get behind.
• Develop clear information and awareness campaigns around initiatives whether
around urban renewal, performing arts, etc.
• Engage community members in your processes.
• Develop clear materials that outline the benefits of living, owning a business, or
buying property in Estes Park year round.
• Focus on available dark fiber, proximity to DIA, Loveland, Denver, visitors,
outdoor activity options, quality of school and library district, etc.
• Post a map of all redevelopment sites and prospective uses on the Town’s
website.
• Outline the simple steps for opening a business or investing in property on the
Town’s website.
• Develop job descriptions to engage youth and unemployed spouses looking to
integrate into the workforce.
• Engage realtors and banking community to identify ways they can contribute to
community priorities.
• Identify community event objectives and strategically plan events to best utilize
volunteer resources.
• Engage locals – considering what appeals to youth, seniors, and specialty
groups.
• Work with local groups, YMCA, students and youth to best communicate
opportunities to capture winter tourists.
• Explore a shop local campaign beyond the Rocky Card.
• Plan a shoulder season event.
• Update the 1996 Estes Valley Comprehensive Plan.
• Adopt a five year Capital Improvement Plan.
• Implementation Plan.
• Review the regulatory processes and documents to remove barriers to infill and
development. Facilitate a community engagement process for development
code revisions.
• Pursue public private partnerships to access grants, funding and technical
assistance.
• Inventory underutilized properties and consider best uses that are consistent with
your vision.
• Identify catalyst sites.
Catalyst Sites
The group identified a number of locations, old elementary building, vacant Park
Theater Mall lot, landfill and areas along Hwy 34 and 36 that could be developed to help
create jobs and a year round economy. It was suggested the Town could identify areas
and zone them appropriately for technical parks. This would encourage businesses to
locate in Estes Park as land would already be identified for development. The landfill
was also identified as a location for a professional/technical park. Developers are
attracted to communities that have buildable land, quality resources, transmission
infrastructure, and easy to understand permitting, development and zoning regulations
and processes. Renewable energy businesses could be a compatible business type to
bring to Estes Park.
Design
A number of observations have been summarized: The walkability of the downtown is
good but the sidewalk maintenance needs to be improved; downtown planters are bare
and unattractive during the winter/spring months; although there is significant off-street
parking in the downtown core there is a parking shortage in the summer; and there are
missing links in the trail system around town.
Funding Mechanisms
Observations included the following:
• Estes Park has limited space and significant assets in underutilized properties,
need for incentives to redevelop properties instead of creating sprawl, and
diversifying the shoulder season economy.
• Local government and non-profit organizations are not working together
effectively towards shared community goals.
• The community needs to identify appropriate funding mechanism for proposed
economic development and community assets.
• The Town has identified specific areas for redevelopment/development best
suited for tax increment financing.
Recommendations:
• Create a Community Development Corporation that focus resources on
development or redevelopment too difficult or costly for the private sector;
catalyzing private sector investment in tough to develop areas; and provide
economic development incentives to help disadvantaged businesses.
• The CDC would identify funding sources to create an Executive Director position.
• A community campus concept would be a source of economic development and
would be effectively financed via alternative means such as grants and USDA
loans.
• Form URA with multiple discrete project areas to address blighted, underutilized
and developable projects.
The Board thanked the members of Downtown Colorado, Inc. and team members for
the assessment and stated support for the process and a number of the
recommendations including an Executive Director to coordinate economic development.
A number of concerns were raised including ensuring the County has a role in economic
development in Estes Park, continue moving forward as a community topic and not rely
on the Town to complete, and the community voted to discontinue URA in Estes Park.
Greg Rosener/Economic Development Task Force Chair stated the Task force would
continue to reach out to community groups and individuals to review the report present
to the Town Board. Result of these meetings would be presented to the Town Board
during the March 12, 2013 study session. The burden of moving economic
development forward rests on the shoulders of not only the Town Board but the other
taxing entities and businesses in the valley. The final process would be to identify how
to move forward to meet the goal of diversifying the local economy.
There being no further business, Mayor Pinkham adjourned the meeting at 6:05 p.m.
Jackie Williamson, Town Clerk
Town of Estes Park, Larimer County, Colorado, February 26, 2013
Minutes of a Regular meeting of the Board of Trustees of the Town of
Estes Park, Larimer County, Colorado. Meeting held in the Town Hall in
said Town of Estes Park on the 26th day of February, 2013. Meeting
called to order by Mayor Pinkham.
Present: William C. Pinkham, Mayor
Eric Blackhurst, Mayor Pro Tem
Trustees Mark Elrod
John Ericson
Wendy Koenig
Ron Norris
John Phipps
Also Present: Frank Lancaster, Town Administrator
Lowell Richardson, Assistant Town Administrator
Greg White, Town Attorney
Jackie Williamson, Town Clerk
Absent: None
Mayor Pinkham called the meeting to order at 7:00 p.m. and all desiring to do so,
recited the Pledge of Allegiance.
PUBLIC COMMENTS.
John Meissner/Town citizen invited the public to a meeting to be held Thursday,
February 28, 2013 to discuss and organize a meeting of Lady Dunraven the widow of
the 7th Earl of Dunraven this summer or fall.
TOWN BOARD COMMENTS / LIAISON REPORTS.
Trustee Elrod stated the Town would accept nominations for the Pride Awards during
the month of March to recognize the Volunteer, Business, Group, and Teacher of the
Year. The Town also awards a scholarship to a graduating senior.
Trustee Norris reported the Visit Estes Park (LMD) Board met on February 19th to
compile strategic plan elements necessary to move forward with national certification as
a Local Marketing District. The Town has received 24 bear-resistant trash/recycle
containers, and staff has begun installing the units. He thanked the League of Women
Voters for obtaining the grant that helped make the project possible.
Trustee Koenig thanked the Friends of the Museum and Museum staff for the recent
Hidden Valley presentation which brought back wonderful memories of the old ski
resort.
Trustee Ericson thanked the Estes Valley Partners for Commerce for their leadership in
focusing the economic development effort and bringing Downtown Colorado, Inc. in to
complete an economic assessment. These efforts would help the community approach
economic development proactively rather than reactive. He stated the Town Tree
Board would be accepting applications in the near future for two vacancies. The
Community Development/Community Services Committee would meet on Thursday,
February 28, 2013 at 8:00 a.m. in the Board Room. The Town continues to accept
applications for the Transportation Visioning Committee through Friday, March 1, 2013.
Trustee Phipps stated the Open Lands Board would meet Thursday, February 7, 2013.
Mayor Pro Tem Blackhurst stated the Colorado Division of Housing has converted a
$350,000 loan into a grant which completes the financing for Vista Ridge. The Housing
Authority continues to work on the site specific needs assessment of Lot 4, Good
Samaritan and once determined would have 180 days to fund the project.
Board of Trustees – February 26, 2013 – Page 2
TOWN ADMINISTRATOR REPORT.
None.
1. CONSENT AGENDA:
1. Town Board Study Session Minutes dated February 12 2013, Town Board
Minutes dated February 7 and 12, 2013.
2. Bills.
3. Committee Minutes:
a. Public Safety, Utilities and Public Works, February 14, 2013.
1. Harmony Park Musical Instrument, Freenotes - $5,000, Budgeted.
2. Compact Excavator, Bobcat of the Rockies - $43,398.84, Budgeted.
4. Estes Valley Planning Commission Minutes dated January 15, 2013
(acknowledgement only).
5. 2013 Renewal – Investment Advisory Agreement with Cutwater Investor
Services Corp.
6. Intergovernmental Agreement with Larimer County to address Wildland and
Forest Fire Mitigation.
7. Resolution #03-13 – Schedule public hearing date of March 12, 2013 for a
New Beer & Wine Liquor License Application filed by Elk Meadow RV
Essential Group, LLC dba Elk Meadow Lodge & RV Resort, 1665 Hwy 66.
It was moved and seconded (Blackhurst/Norris) to approve the Consent Agenda,
and it passed unanimously.
2. REPORT ITEMS:
1. 4TH QUARTER FINANCIAL REPORT.
Finance Officer McFarland reported sales tax revenues for 2012 reached a
record high of $7.889 million, surpassing 2011 by 6.3%. Sales tax has
improved since May 2010 when the downward trend reversed itself.
Annualized sales tax has increased at a rate of 6.29%. Since 2010, lodging
has increased 22%, food 11% and retail 6%, with overall sales tax increasing
13% over the same period. A review of the 84% increase in sales tax revenue
from 1995 - 2012 versus CPI demonstrates a realized growth in revenues of
25%. A majority of the growth over the past 15 years has been CPI driven, and
therefore, corresponds to an increase in costs of product and labor.
2. UPDATE ON RFP AND SCHEDULE FOR CVB PARKING STRUCTURE.
The Town has secured grants needed to fully fund the CVB transit and parking
structure with a project budget of $4.6 million. The grants consist of a federal
Paul Sarbanes Transit in Public Lands grant and two Colorado State grants
(CMAQ and FASTER). Staff has begun the RFP process to procure design
services which will be advertised mid-March, with selection of a design firm in
April. Once a design firm has been established, meetings would be held with
the Board to develop preliminary schematics. Final design would be completed
in August for construction bids and construction to commence in October. The
project would be completed by May of 2014. The Town Board requested staff
hold 2 public design sessions, one at the beginning of the design process and
one at the end.
3. PLANNING COMMISSION ITEMS. Items reviewed by Planning Commission or
staff for Town Board Final Action.
Board of Trustees – February 26, 2013 – Page 3
1. CONSENT ITEMS:
A. SUPPLEMENTAL CONDOMINIUM MAP #5, Solitude I
Condominiums, Unit 10; 1890 Sketch Box Lane; Paul
Kochevar/Owner.
B. SUPPLEMENTAL CONDOMINIUM MAP #5, Stanley Avenue
Condominiums, 444 & 446 Stanley Avenue, Units V & W; Stanley
Avenue Condominiums, LLC/Owner.
It was moved and seconded (Blackhurst/Koenig) to approve the Consent Agenda
approved with the Planning Commission recommendations, and it passed
unanimously.
2. ACTION ITEMS:
A. ORDINANCE #05-13, Rezoning request from A-1 – Accommodations to
A – Accommodations, Lots 1 and 2, Witt Subdivision, 900 W. Elkhorn
Avenue, Robert Fixter/Applicant.
B. DEVELOPMENT AGREEMENT, Lots 1 & 2, Witt Subdivision, 900 W.
Elkhorn Avenue, Robert Fixter/Applicant
Director Chilcott reviewed the staff report stating the property owners
have submitted a request to rezone from A-1 to A to allow the property
to be used by guests not staying overnight at the facility, e.g. guest
attending weddings, business retreats, meeting of local organizations,
etc. Lot 1 contains a 10,000 sq. ft. small hotel and Lot 2 is undeveloped.
In conjunction with the rezoning the property owners have submitted a
development agreement to establish allowed uses, location, and
intensity of uses on both lots to minimize neighborhood impact; allow
Lots 1 and 2 to function as one lot; and allow pathways constructed on
Lot 2 to remain outside the platted limits of disturbance. Section 3.3.D of
the Estes Valley Development Code requires amendments to the zoning
map to comply with the applicable standards of the code, including 1) Is
the amendment (rezoning) necessary to address changes in conditions
in the areas affected?; 2) Is the development plan, which the proposed
amendment to this Code would allow, compatible and consistent with the
policies and intent of the Comprehensive Plan and with existing growth
and development patterns in the Estes Valley?; and 3) The Town,
County or other relevant service providers shall have the ability to
provide adequate services and facilities that might be required if the
application were approved. Staff recommended support of the limited
rezoning to A-Accommodations to allow day use. The Estes Valley
Planning Commission has recommended denial of the rezoning with a 6-
1 vote finding the rezoning does not meet the threshold for the
Commission to consider a zoning change; the property is located in a
residential neighborhood; impact on adjacent properties and their value
could be severe; noise traveling along the river could be detrimental to
neighbors; and A-1 zone district is used as a buffering mechanism
between high density and residential uses. Director Chilcott stated the
application and development agreement have been modified since the
Planning Commission meeting to define a functional parking plan, limit
the number of guest to 68, and no organized events in the wetland or
river setback areas.
Attorney White restated the rezoning of the property would allow non-
guests to use the property. The development agreement would limit
events outside to no more than 10 participants; however, would not limit
the casual use of the property by those staying or using the property.
Board of Trustees – February 26, 2013 – Page 4
Bob Fixter/Property owner stated the previous CO–Commercial Outlying
zoning would have permitted a wedding hall on the property; however, it
was not his intent, therefore the property was rezoned to A-1 Low
Intensity Accommodations in 2011. The purpose of the rezoning is to
allow day use of the property for meetings and to allow guests that may
not be staying at the property to attend functions. He stated the facility
would be open to outside local use for a minimal fee to cover
maintenance and cleaning of the facility. Noise from the property has
been addressed with the restrictions outlined in the development
agreement, and quiet hours are enforced as he and his wife live on the
property. He stated the property has been fully upgraded per the
building code and fire code with over $150,000 in expenses and should
be a model for this type of business in Estes Park. He has also offered
to build a fence and add landscaping to help shield the property.
Those speaking in favor of the rezoning included Cheryl Wagner/Town
citizen, Marcia Logan/Town citizen, Stan Wehrli/Town citizen, Alex
Ho/Allenspark citizen, Robert Schick/County citizen and Brian
Biggs/Town citizen. The property owners live onsite and are concerned
about the neighborhood; the rezoning would allow outside groups to use
the facility for meetings and functions; the facility is large and can
accommodate large groups inside with indoor activities; the area was
previously zoned commercial including some of the surrounding now
residential lots; the facility would be a good addition to the community;
and individuals or groups that can afford to rent the facility are not going
to throw wild parties and would respect the neighbors.
Those speaking in opposition to the rezoning included Jackie Love/Town
citizen, Ken Wynstra/Town citizen, John Edy/Town citizen, Ross
Bethel/Town citizen, Dennis Lovell/Town citizen, Ed Wagner/Town
citizen, Larry Wuellner/Town citizen, Johanna Darden/Town citizen,
Kathleen Baker/Town citizen. The group urged the Board to accept the
recommendation from the Planning Commission. The rezoning would
increase the use to high intensity use; would be out of character with the
residential neighborhood; would negatively affect property values of the
surrounding residential properties; stated concern with trespassing with
the current zoning and would only increase with the rezoning; noise from
the property impacts the livability in the area; the high intensity use of the
property would not be in the best interest for the neighbors or the
community and does not belong in a residential neighborhood; and
stated concern with the potential destruction of the wetlands.
Board comments are summarized: a number of the Board members
toured the property and contend the area is residential in character; the
impact to the neighbors would be significant; the request to rezone does
not meet the threshold to rezone; and agree the A-1 zoning is a buffer
for the residential uses.
Trustee Phipps would be in favor of the rezoning with a more restrictive
development agreement including a limitation on the number of people
to 50, no more than 20 people outside and the addition of one more
parking space.
Attorney White read Ordinance #05-13 into the record. It was moved
and seconded (Elrod/Blackhurst) to deny Ordinance 05-13 and the
development agreement and it passed with Trustee Phipps voting “No”.
Mayor Pinkham called a 10 minute break at 9:30 p.m. and reconvened the meeting at
9:40 p.m.
It was moved and seconded (Norris/Phipps) to extend the meeting to 11:00 p.m. and
the motion passed unanimously.
Board of Trustees – February 26, 2013 – Page 5
4. ACTION ITEMS:
1. ORDINANCE #04-13 REVISED OPTION FOR EPIC TO PURCHASE TOWN-
OWNED REAL ESTATE FOR PERFORMING ARTS CENTER. Attorney
White presented the Board with a revised Option to purchase Town owned real
estate to build a performing art theater by Estes Performance Incorporated
(EPIC). All terms of the original agreement stand with the exception of the
following: the option must be exercised by January 31, 2017, prior to closing,
the Town will have relocated the 30 parking spaces from the property between
June 15 and October 1 of each calendar year within the Town’s CD -
Commercial Downtown zoning district. Until such time the Option is executed
the Town owned property would remain a parking lot.
Those speaking in favor of the Option included Teresa Maria Widawski/Town
citizen and organizer of the Friends of the Rocky, Stan Black/County citizen
and EPIC Board member, and Greg Steiner/Town citizen. The Board was
presented with a petition containing over 437 signatures in support of the
theater and the Option. The theater would enhance the community and the
economic future of the town. The newly proposed Option would require the
approximately 30 parking spaces to be relocated, and removed the restrooms
as they added no value to the project per the Town. Previous attempts at a
theater did not succeed because they were Town projects utilizing Town
funding. This venture would be funded solely with private funds.
Those speaking against the Option included Dave Albee/Town citizen, Scott
Jandrain/Town citizen and downtown business owner, Ken Harger/Town
citizen, Johanna Darden/Town citizen, Bill Darden/Town citizen, Heather
Stone/Town citizen and downtown business owner, Tricia Kob/county citizen,
and Ty Nagl/Town citizen and business owner. Those speaking opposed the
location of the theater downtown; the removal of parking downtown for the
project; suggested the Option be voted on by the citizenry; objected to
spending tax dollars on the project; suggested the developer provide and build
the easement as part of the development; the Town should not pay for the
easement; stated concern with the size of the building; and would support a
smaller theater in this location.
Trustee Phipps stated EPIC has not submitted an application for a Special
Review of the project nor has a Development Plan been submitted for review.
The submittal of such would have outlined the project clearly and would have
provided exchange of information prior to the Option being considered. He
confirmed the project would undoubtedly have a positive effect on the local
economy; however, it comes at the expense of a very important parking lot. He
stated concern with the extension of the new Option to 2017 and a 3 year
period to build the theater, possibly obligating future Boards. He supports
economic development and a performing art theater; however, he stated
cautious consideration has been given to the entire downtown area affected by
this proposal.
Trustee Ericson stated he supports the Option for the performing art theater.
The Option would finally complete the downtown riverwalk through the property.
He supports the project as it is privately funded.
Mayor Pro Tem Blackhurst commented the Town has required developments in
the past to provide easements through projects for sidewalks, trails, and/or
utilities through the development plan process. He stated EPIC chose to
relinquish the property at the fairgrounds, forego money set aside for
infrastructure improvements at the fairgrounds, forego FOSH funds for the
building of a theater, and design a building larger than the property could
accommodate. The Option benefits a single private entity and mandates the
Town would obligate capital funds to resolve parking downtown due to the loss
Board of Trustees – February 26, 2013 – Page 6
of the 30 parking spaces or more over 243 parking spaces. He reiterated a
Special Review and Development Plan should have been reviewed first.
Trustee Norris stated he voted against the initial Option because it did not
address the loss of the parking spaces. The revised Option addresses how the
Town can work with the private entity to address parking issues downtown.
Concerns have been raised by the public as it relates to the design,
construction, and operate of a large theater in a confined space; therefore,
steps must be taken to minimize the impacts of design, construction and
operation of the theater on the surrounding properties. He stated the granting
of the Option contains a number of safeguards; therefore, the granting of the
option would not pose a risk to the Town.
It was moved and seconded (Koenig/Phipps) to extend the meeting to 11:20 p.m. and
the motion passed unanimously.
Trustee Koenig stated the Town continues to review options for additional
parking including parking structures, parking lots downtown, incentive programs
for downtown employers and employees to use the shuttle, and a NEPA study
would be completed in August to discuss parking and traffic in Estes Park. She
commented it is difficult to find 30 more parking spaces downtown. She
encouraged all citizens to consider riding the shuttle during the summer season
to free up parking spaces downtown instead of placing the responsibility on the
Town and Library employees. The Town and CDOT have been marginally
successful in getting the tourists/guests to use the shuttle system.
Trustee Elrod stated the Estes Valley Development Code does not require
parking for redevelopment downtown; therefore, the project should not be held
up due to parking requirements as there are no requirements. The Town
cannot dictate the location, business plan, and size of a private development. If
the project fails the lender would get the property and improvements by default
of the loan. The sale of the property does not have to go to a vote per the state
statute. He stated the parking study outlined a number of items that should be
addressed such as a shuttle system, parking structure, signage, etc. and the
Town continues to review the document and make changes and additions to
the transit system.
Attorney White read Ordinance #04-13 into the record. It was moved and
seconded (Koenig/Ericson) to approve Ordinance #04-13 with the removal
of section 10.10.h of the real estate contract, and the motion passed with
Trustee Phipps and Mayor Pro Tem Blackhurst voting “No”.
2. INTERGOVERNMENTAL AGREEMENT WITH PLATTE RIVER POWER
AUTHORITY FOR THE FUNDING AND COORDINATION OF A JOINT
COMPENSATION STUDY. Continued to the next meeting of March 12, 2013
Mayor Pinkham whereupon he adjourned the meeting at 11:20 p.m.
William C. Pinkham, Mayor
Jackie Williamson, Town Clerk
Town of Estes Park, Larimer County, Colorado, February 28, 2013
Minutes of a Regular meeting of the COMMUNITY DEVELOPMENT /
COMMUNITY SERVICES COMMITTEE of the Town of Estes Park, Larimer
County, Colorado. Meeting held in Town Hall in said Town of Estes Park on
the 28th day of February, 2013.
Committee: Chair Ericson, Trustees Elrod and Norris
Attending: Chair Ericson, Trustees Elrod and Norris
Also Attending: Assistant Town Administrator Richardson, Director Chilcott,
Director Winslow, Director Fortini, Managers Mitchell and
Salerno, and Deputy Town Clerk Deats
Absent: Town Administrator Lancaster
Chair Ericson called the meeting to order at 8:00 a.m.
PUBLIC COMMENT.
None.
COMMUNITY SERVICES DEPARTMENT.
NEW BOND PARK EVENT.
Colorado Events, based in Boulder, Colorado, has approached the Town requesting the
use of Bond Park for the Rocky Mountain Bazaar to be held June 8-9, 2013. Set-up for
the event would occur on Friday, June 7, 2013. Closure of the 100 block of MacGregor
Avenue and the south side parking area along Park Lane would be required June 7th -
9th. Proposed times for the event are 10 a.m. to 6 p.m. on June 8th, and 10 a.m. to 5
p.m. on June 9th.
Per Town policy, no new activities/events will be given use of Bond Park without
approval from the Community Development/Community Services Committee and the
Town Board. If approval is given for this new event, the event organizer will utilize the
Town’s on-line process to obtain a permit for the Rocky Mountain Bazaar.
Discussion is summarized: staff is comfortable with the types of events organized by
Colorado Events; staff will review and approve all vendors for the bazaar to ensure the
Town continues to offer events that are appropriate for the Estes Park community;
merchandise is described as art, handcrafted goods, and unique items; Colorado
Events would be the first ‘for-profit’ organization to use Bond Park; no policy currently
exists requiring event sponsors to be local non-profit organizations; parameters for use
of all Town properties needs to be defined and consistent; add this topic to the policy
inventory; the bazaar could be a test case to evaluate benefits and/or drawbacks; and
the bazaar would generate revenue and cover associated expenses. The Committee
recommended the new Bond Park event be included as an action item on the
March 12, 2013, Town Board agenda.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
• Community Services Annual Report – The Community Services Department had
a busy and productive year in 2012 working to meet Town Board goals and
objectives including efforts to develop the local economy, assist with
transportation needs, and continue the development of Stanley Park
Fairgrounds.
o Fairgrounds and Special Events – 2012 highlights included providing
events that enhance tourism and appeal to local residents such as:
Community Development / Community Services – February 28, 2013 – Page 2
Cowboy Brad performances in Bond Park; musical and theatrical
performances throughout the summer season at Performance Park; Ride
the Rockies Bicycle Tour; Mounted Thunder, the Westernaires; the
Colorado Dressage Show, and the Rooftop Rodeo. The number of events
increased from 26 in 2011 to 36 in 2012.
o Estes Park Senior Center – Staff fostered partnerships with local and
regional agencies, and individuals, to provide services and educational
programs at the Senior Center. Meals delivered through the Meals on
Wheels Program increased in 2012; program attendance operated at 99%
capacity; a total of 19 day trips were held with 256 people participating;
and a marketing plan including promotional events and incentives was
developed to increase use of the dining room facility.
o Estes Park Museum – Total attendance at the museum was 22,687, a
slight increase over 2011. New programming and tours were added with
positive feedback received. An inventory of the Museum’s collection was
conducted in 2012, and the Museum Master Plan project is ongoing.
o Estes Park Visitor Center – Foot traffic at the Visitor Center was lower in
2012 than in any year since the new Visitor Center was built in 2006, likely
due to the active fire season. The number of telephone calls also
decreased, however, callers are happy to be able to speak with a live staff
person when calling the Visitor Center. 74 Ambassadors volunteered
6,258 hours in 2012, and attended trainings and tours to ensure they had
the most accurate information about shuttles, events, and offerings in
Estes Park and Rocky Mountain National Park.
o Events – Director Winslow provided a written summary of each special
event including revenues, expenses, and attendance numbers that can be
used to evaluate events and provide information for the budgeting
process. Chair Ericson requested that this information be included in an
upcoming Study Session in conjunction with a discussion of the Longs
Peak Scottish Festival.
• CVB Construction Update – Replacement of support logs at the entrance to the
Visitor Center is complete with a final walk-through to be held in the next few
days.
• Verbal Updates –
o Pro Cycle Challenge Bike Race – The IGA is being finalized and will be
moving forward to the Town Board.
o Bryon Hoerner joined the staff of the Museum on February 25th as the
Curator of Collections.
o A Shuttle Report will be prepared for the next CD/CS Committee Meeting.
COMMUNITY DEVELOPMENT DEPARTMENT.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
• Community Development Monthly Report – The number of open building permits
has been reduced to 200; an outline for modernization of the Comprehensive
Plan has been developed; community meetings related to Enhancing Code
Compliance Services will be held in March and April; and applications are being
taken to fill open volunteer positions on the Estes Park Board of Appeals.
• Implementation of the November 2009 Zucker Systems Community Development
Department Operational/Organizational Review – A final implementation report
related to recommendations from the 2009 Zucker study was prepared by staff.
• Courtyard Property Update – The Courtyard has sold and the new owner is
working to address issues at the property. Chief Building Official Birchfield and
Fire Marshal Robinson met with representatives of a company hired by the owner
to prepare sprinkler system plans for submission to the Fire District.
• Sign Code Update – Staff is in contact with the owner of Lonigan’s regarding a
flashing sign at that location, and is researching the sign permit documentation
Community Development / Community Services – February 28, 2013 – Page 3
for a sign located at the Coyote Mountain Lodge.
• Verbal Updates
o Dir. Chilcott suggested that a Citizen’s Guide to Development Review be
created to help the public understand the process and timeline that will be
followed as the proposed performing arts center project moves forward.
Assistant Town Administrator Richardson suggested information on the
process be presented to the Board of Trustees at an upcoming study
session as well.
ADMINISTRATION.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
• CRF Confirmation – Adjusted 2013 Budget – Dir. McFarland said that due to
additional grant monies received related to the parking structure project, the
Community Reinvestment Fund (CRF) balance has increased by approximately
$200,000. Chair Ericson requested a quarterly report on the CRF be included on
the agenda for the regular CDCS Committee meetings, and asked that updates
be provided more frequently if merited by the activity in the fund.
• Verbal Updates –
o Certificates of Participation (COPS) Update – Financing options for the
MPEC and stall barn are being researched. One option being explored is
to pledge Town Hall for $6 million in COPS with a term of 13 years which
would result in payments of approximately $530,000 annually. An
appraisal of Town Hall would not be necessary to pledge the building, nor
would a vote of the public be required. Staff will develop detailed
financing options for the Board’s consideration.
o Johnson Consulting Contract Extension – Assistant Town Administrator
Richardson reported that the contract with Johnson Consulting has been
extended to include a marketing analysis at a cost of approximately
$10,000.
There being no further business, Chair Ericson adjourned the meeting at 10:18 a.m.
Cynthia Deats, Deputy Town Clerk
Page 1
TOWN CLERK Memo
To: Honorable Mayor Pinkham
Board of Trustees
Town Administrator Lancaster
From: Jackie Williamson, Town Clerk
Date: March 8, 2013
RE: Liquor Licensing: New Beer and Wine Liquor License Application for Elk
Meadow RV Essential Group, LLC dba Elk Meadow Lodge and RV
Resort, 1665 Colorado Highway 66
Background:
An application for a new Beer and Wine Liquor license was filed with the Town Clerk’s
office on February 8, 2013, by Elk Meadow RV Essential Group, LLC dba Elk Meadow
Lodge and RV Resort. This application was sent to the Liquor Division for a concurrent
review in order to have the license approved by the State at the same time as the Town.
All necessary paperwork and fees were submitted and the applicant was made aware of
the TIPS training requirement. Please see the attached hearing procedure for more
information.
Budget:
None.
Staff Recommendation:
None.
Sample Motion:
Finding.
The Board of Trustees finds that the reasonable requirements of the neighborhood
are/are not met by the present liquor outlets in the neighborhood and that the desires of
the adult inhabitants are/are not for the granting of this liquor license.
Motion.
I move to approve/deny the new Beer and Wine Liquor License for Elk Meadow Lodge
and RV Resort.
1
July 2002
PROCEDURE FOR HEARING ON APPLICATION
NEW LIQUOR LICENSE
1. MAYOR.
The next order of business will be the public hearing on the application of Elk
Meadow RV Essential Group, LLC dba ELK MEADOW LODGE AND RV RESORT
for a New Beer & Wine Liquor License located at 1665 Colorado Highway 66.
At this hearing, the Board of Trustees shall consider the facts and evidence
determined as a result of its investigation, as well as any other facts, the reasonable
requirements of the neighborhood for the type of license for which application has
been made, the desires of the adult inhabitants, the number, type and availability of
liquor outlets located in or near the neighborhood under consideration, and any other
pertinent matters affecting the qualifications of the applicant for the conduct of the type
of business proposed.
OPEN PUBLIC HEARING
2. TOWN CLERK. Will present the application and confirm the following:
The application was filed February 8, 2013.
At a meeting of the Board of Trustees on February 26, 2013, the public hearing
was set for 7:00 p.m. on Tuesday, March 12, 2013.
The neighborhood boundaries for the purpose of this application and hearing
were established to be 4.7 miles.
The Town has received all necessary fees and hearing costs.
The applicant is filing as an LLC.
The property is zoned A which allows this type of business as a permitted
use.
The notice of hearing was published on March 1, 2013 .
The premises was posted on February 28, 2013 .
2
There is a police report with regard to the investigation of the applicant.
Status of T.I.P.S. Training:
X Unscheduled ____ Scheduled Completed (Date: )
There is a map indicating all liquor outlets presently in the Town of Estes Park
available upon request.
3. APPLICANT.
The applicants will be allowed to state their case and present any evidence they
wish to support the application.
4. OPPONENTS.
The opponents will be given an opportunity to state their case and present any
evidence in opposition to the application.
The applicant will be allowed a rebuttal limited to the evidence presented by the
opponents. No new evidence may be submitted.
5. MAYOR.
Ask the Town Clerk whether any communications have been received in regard
to the application, and if so, to read all communication.
Indicate that all evidence presented will be accepted as part of the record.
Ask the Board of Trustees if there are any questions of any person speaking at
any time during the course of this hearing.
Declare the public hearing closed.
6. SUGGESTED MOTION:
Finding. The Board of Trustees finds that the reasonable requirements of the
neighborhood are/are not met by the present liquor outlets in the neighborhood and
that the desires of the adult inhabitants are/are not for the granting of this liquor
license.
Motion. Based upon the above findings, I move that this license be granted/denied.
Page 1
Town Attorney Memo
To: Honorable Mayor Pinkham
Board of Trustees
From: Gregory A. White, Town Attorney
Date: February 21, 2013
RE: Intergovernmental Agreement For the Funding and Coordination of a Joint
Compensation Study
Background:
The four member municipalities of Platte River Power Authority (PRPA) have
determined that PRPA is the appropriate entity to contract for and coordinate a joint
compensation study for the benefits of the municipalities. The purpose of the joint
compensation study is to provide reliable compensation information to the individual
municipalities to allow each municipality to attract and retain employees with the unique
skills necessary to manage and operate its retail electric distribution system. The
municipalities and PRPA have determined that there are economies of scale when
conducting one comprehensive compensation study that addresses the needs of the
municipalities for this type of information.
This IGA authorizes PRPA to contract for and coordinate the compensation study for
the benefit of the municipalities. In the IGA, the municipalities agree to reimburse PRPA
for amounts paid to the consultant under the contract as calculated and set forth on
Exhibit A to the Agreement. The municipalities and PRPA have agreed that the cost of
the compensation study shall be based upon a formula where the one-half of the cost is
shared equally between the four municipalities with the other one-half of the cost is
based upon the 2012 energy sales to the individual municipality. The Town’s share of
$7,244 is based upon a maximum contract cost of $50,000.
The Town’s Light and Power Department has determined that this is an appropriate and
cost efficient method to obtain information needed for the operation of the Town’s Light
and Power Enterprise.
Budget:
The amount of $10,000 was budgeted in the 2013 Budget for a Compensation Study.
The maximum amount of reimbursement of $7,244 is below the amount budgeted in the
2013 Budget.
Staff Recommendation:
Staff recommends approval of the Intergovernmental Agreement For the Funding and
Coordination of a Joint Compensation Study.
Sample Motion:
I move to approve/deny the Intergovernmental Agreement For the Funding and
Coordination of a Joint Compensation Study.
Intergovernmental Agreement for the Funding and 01/30/2013
Coordination of a Joint Compensation Study
Page 1 of 5
INTERGOVERNMENTAL AGREEMENT
FOR THE FUNDING AND COORDINATION OF A
JOINT COMPENSATION STUDY
This Agreement is made and entered on the day of , 2013, by and between Platte
River Power Authority, a Colorado political subdivision (Platte River), the Town of Estes Park,
(Estes Park), the City of Fort Collins, a Colorado municipal corporation (Fort Collins), the City
of Longmont, a Colorado municipal corporation (Longmont), and the City of Loveland, a
Colorado municipal corporation (Loveland). The listed municipalities may be referred to
collectively as “Municipalities”.
RECITALS
a. Platte River was formed by contract among the Municipalities pursuant to C.R.S.
§ 29-1-204 to provide electric generation and transmission services and other
related functions of benefit to the Municipalities.
b. The Municipalities operate electric distribution systems providing retail utility
service to customers within their municipal boundaries and service territories.
c. In order to attract and maintain employees with the unique skills necessary to
manage and operate retail electric distribution systems, the Municipalities have a
common need for reliable data reflecting the compensation levels offered by
utilities with whom the Municipalities compete for employees.
d. Some of the necessary compensation data is of common use to the Municipalities,
but some of the information needed may be useful only to a subset of the
Municipalities.
e. There are economies of scale in conducting one comprehensive compensation
study that addresses the common and unique needs of the Municipalities for
compensation information.
f. The Municipalities believe that a compensation study of this nature and
magnitude would best be performed by a third party with expertise in this type
of research.
Intergovernmental Agreement for the Funding and 01/30/2013
Coordination of a Joint Compensation Study
Page 2 of 5
g. The results of a compensation study related to electric distribution utility
systems has no relevance to Platte River, but Platte River is willing to coordinate
the compensation study for the benefit of the Municipalities provided it is
reimbursed for the costs incurred in retaining a third party consultant to conduct
the research.
AGREEMENT
1) Platte River agrees to coordinate the performance of a joint compensation
study for the benefit of the Municipalities. Coordination will include
activities undertaken in conjunction with the Municipalities, including
but not limited to, developing a mutually agreeable scope of work, bid
solicitation and contracting with the consultant that will perform the joint
compensation study.
2) The Municipalities agree to reimburse Platte River for amounts paid to
the consultant under contract to perform the joint compensation study,
such amounts to be calculated pursuant to Exhibit A. Platte River will bill
each of the Municipalities separately, with payment due thirty (30) days
after receipt of the billing.
3) Platte River will contract directly with the consultant chosen to complete
the joint compensation study. It is anticipated that Platte River will
contract with Strategic Staffing Placement LLC on a sole source basis.
Under the Platte River Fiscal Resolution, competitive bids are
unnecessary in this instance if the General Manager determines that
Strategic Staffing Placement LLC will provide a specialized service for
which a competitive bid process is not practicable or advantageous.
Compensation of the consultant will be on an hourly basis plus expenses,
capped at an amount not to exceed $50,000.00. If the contract cannot be
completed for $50,000.00, Platte River will not be obligated to complete
the study unless the Municipalities commit to provide sufficient
additional funds through a modification of Exhibit A.
Intergovernmental Agreement for the Funding and 01/30/2013
Coordination of a Joint Compensation Study
Page 3 of 5
4) Platte River, after consultation with the Municipalities, may terminate the
joint compensation study pursuant to the terms of its agreement with
consultant. In the event that the joint compensation study is terminated
prior to completion the Municipalities will be billed for the work
completed, but in no event more than the amounts set forth in Exhibit A,
and the Municipalities agree to pay the amounts billed. All work product
and any intellectual property shall be provided to, and shall be the joint
property of, the Municipalities. In the event of termination, Platte River
will have no further obligations under this Agreement.
5) This Agreement is the entire agreement between Platte River and the
Municipalities concerning the joint compensation study and shall be
modified only by written instrument approved by the governing bodies
of the Municipalities and Platte River.
6) All of the Municipalities’ financial obligations under this Agreement are
contingent upon appropriation, budgeting, and availability of specific
funds to discharge those obligations. Nothing in this Agreement
constitutes a debt, a direct or indirect multiple fiscal year financial
obligation, or a pledge of the Municipalities’ credit.
7) Platte River agrees to manage, and require the consultant to carry out, the
joint compensation study in accordance with all applicable legal
requirements.
IN WITNESS WHEREOF, the Parties have caused this Agreement, to be executed the
day and year first above written.
PLATTE RIVER POWER AUTHORITY ATTEST:
By: By:
General Manager Secretary
TOWN OF ESTES PARK, COLORADO ATTEST:
Intergovernmental Agreement for the Funding and 01/30/2013
Coordination of a Joint Compensation Study
Page 4 of 5
By: By:
Mayor Town Clerk
CITY OF FORT COLLINS, COLORADO ATTEST:
By: By:
Mayor City Clerk
APPROVED AS TO FORM:
By:
Deputy City Attorney
CITY OF LOVELAND, COLORADO ATTEST:
By: By:
City Manager City Clerk
APPROVED AS TO FORM:
By:
Assistant City Attorney
CITY OF LONGMONT, COLORADO ATTEST:
By: By:
Mayor City Clerk
APPROVED AS TO FORM AND SUBSTANCE:
Director of Longmont Power & Communications
Intergovernmental Agreement for the Funding and 01/30/2013
Coordination of a Joint Compensation Study
Page 5 of 5
APPROVED AS TO FORM:
Assistant City Attorney
PROOFREAD:
EXHIBIT A
The actual costs of retaining an independent consultant to perform the Joint Compensation
Study will be split between the Municipalities according to the following formula: 1) one half of
the actual costs will be split evenly between the Municipalities; and 2) one half of the actual
costs will be apportioned between the Municipalities in proportion to energy sales from Platte
River to each Municipality during 2012. The total of actual costs will not exceed $50,000.00
absent written modification of this Exhibit A.
Attached is an example of the cost responsibility for all of the Municipalities based on the actual
costs of the Joint Compensation Study being $50,000.
PLATTE RIVER POWER AUTHORITY
2013 Compensation Study Allocation Shared with Municipalities
(Costs Share 1/2 Equally and 1/2 Based on 2012 MWh Sales)
% OF TOTAL 1/2 ALLOCATED
1/2 ALLOCATED 2012 ENERGY MUNICIPAL BASED ON 2012 TOTAL
EQUALLY SALES (MWH)SALES SALES Allocation
ESTES PARK 6,250$ 126,889 3.975%994$ 7,244$
FORT COLLINS 6,250 1,508,735 47.263%11,816 18,066
LONGMONT 6,250 813,675 25.489%6,372 12,622
LOVELAND 6,250 742,919 23.273%5,818 12,068
TOTAL 25,000$ 3,192,218 100.000%25,000$ 50,000$
Costs Based on $50,000 Estimate
To: Honorable Mayor Pinkham
Town Board of Trustees
Town Administrator Lancaster
From: Bo Winslow, Director of Community Services
Date: March 12, 2013
RE: New Event – Bond Park
Background:
Colorado Events, based out of Boulder, has approached the Town to conduct an event
June 8-9 in Bond Park. Per Town policy, pg 27 of the Community Services Policy
Manual:
3.7 BOND PARK REGULATIONS
All regulations listed in the "Park Use Regulations" and the "Park Use Procedures" shall apply
to park use forms, boundaries, sound level control, signs, trash/litter, literature distribution,
damages, sales & licenses, irrigation, traffic control requests, and insurance requirements.
1. A use fee of $200 per day will be charged for all events in Bond Park. Event Organizers shall
pay the Town a fee of $20 per vendor for any event that has vendors. This is a one-time fee
per event or activity.
2. No new activities/events will be given use of the Park without approval from the Community
Development/Community Services Committee and Town Board.
This event company is planning what they call the Rocky Mountain Bazaar. The event
is a showcase of local exhibitors, selling art, handcrafted goods and other unique items.
The event is requesting operating times of 10-6 on Saturday, June 8 and 10-5 on
Sunday, June 9th. The event is also requesting set up time on Friday, June 7.
Memo
Community Services
The event will also need the closure of the 100 block of MacGregor Avenue (the paver
section) and the closure of the South side parking of Park Lane June 7-9.
Staff is requesting to review and approve all vendors of the festival. This is to make
sure the Town continues with festivals appropriate for the Estes community. The event
organizer will also go through the Town’s online event approval process.
Budget:
This is a new event and is unbudgeted. Revenues will be generated from park rental
of $200 per day, account number 222-5500-363.30-00, and vendor fees of $20 per
vendor, account number 222-5500-322.55-00, from those vendors without a Town
business license.
Staff Recommendation:
Staff recommends approval of the Rocky Mountain Bazaar as a new event in Bond
Park, June 8-9, 2013.
Recommended Motion:
I move to approve/deny the Rocky Mountain Bazaar event in Bond Park on July 8-
9, 2013.
To: Honorable Mayor Pinkham
Town Board of Trustees
Town Administrator Lancaster
From: Bo Winslow, Director of Community Services
Date: March 12, 2013
RE: Trolley Purchase
Background:
During the review of the 2012 Shuttle Season, the Shuttle Committee recommended
that a downtown only route be established which would improve service times and
decrease the total number of shuttles serving Elkhorn Avenue; helping to reduce traffic
congestion. In 2012 there were 11,609 riders at stops that would be served by this new
route in 2013. Four additional stops are planned for the new route in 2013. The shuttle
committee started to look at a trolley to do this new route. An increase in ridership is
expected due to the “fun factor” of riding the trolley, additionally adding uniqueness to
the Estes Park Free Shuttle System. Trolleys attract higher ridership numbers than
regular shuttles and busses.
The Shuttle Committee is seeking a gasoline powered trolley with an ADA approved
chair lift with seating for approximately 25 to 30 passengers and air-conditioning.
Mileage and overall condition of the trolley are being considered in the purchase
process. Staff has researched the trolley business and have looked at over 200 trolleys
online. Staff also asked for the expertise of local trolley broker, Wayne Groome, to
assist with the search. Rocky Mountain Transit was also consulted in the process.
Trolleys are unique vehicles and are difficult to compare one to another. Staff feels
there are trolleys available in the price range we are looking at with the options
identified as essential by the shuttle committee.
Staff would request price quotes from 3 companies before purchasing a Trolley.
Community Services Memo
Savings by purchasing include $250.00 in 2013 and $500.00 in subsequent years by
purchasing a trolley with the savings found by not having the annual installation and
removal of GPS tracking equipment and any lettering/logos that we currently incur by
leasing a vehicle. By owning, the Town will then have a vehicle to use as needed
throughout the winter season as well as will have a vehicle that we know some of the
history, in regard to the mechanical operations.
The annual lease option for a trolley included the shuttle season only using a trolley
about half the capacity of what the Shuttle Committee believes is needed to fully serve
the downtown only route. By purchasing a trolley the Town will have the opportunity to
utilize it for charter events that are already scheduled, providing a consistent image for
the Town with an increased capacity over the shuttle bus used previously.
Once a trolley has been identified, Rocky Mountain Transit has agreed to send a
mechanic to inspect the vehicle condition and run an analysis on the vehicle. Staff will
also negotiate for Rocky Mountain Transit to store the vehicle in the winter. Rocky
Mountain Transit will also conduct all maintenance and repairs on the vehicle as they
have the necessary skill set to do these specialized duties.
Budget:
In the 2013 Shuttle budget, $12,000 is earmarked for the purchase/lease of a trolley.
Staff believes that a trolley can be purchased and transported to Estes Park for no more
than $60,000. The Shuttle Committee requests that a trolley be purchased using funds
from the budget and the balance from the Vehicle Replacement Fund as follows:
Maximum purchase price: $60,000
Less 2013 budgeted funds: $12.000
Balance paid using V.R.F.: $48,000
The Vehicle Replacement fund would receive payments from the Shuttle Budget at a
rate of $12,000 per year until the balance of the purchase is repaid; in this example
repayment would take place over four years and be completed in 2017.
Staff Recommendation:
Staff recommends approval spending up to $60,000 to purchase a trolley.
Recommended Motion:
I move to approve/deny the purchase of a trolley for the Town Shuttle System at a
not to exceed cost of $60,000.
PUBLIC WORKS Memo
To: Honorable Mayor Pinkham
Board of Trustees
Town Administrator Lancaster
From: Scott Zurn, PE, Public Works Director
Date: March 12, 2013
RE: Multi-Purpose Event Center and Stall Barns Construction Contract
Background:
As a result of the timeline necessary for funding both the MPEC and the Stall Barn
projects, staff has determined the bid expiration deadline of April 15, 2013, is not
achievable. Staff began negotiations with Dohn Construction, Inc. for the extension of
the bid expiration deadline and has reached agreement for the Town Board’s review
and consideration. (Please see attached Dohn Construction, Inc. Letter of
Commitment).
Dohn Construction, Inc. has agreed to honor their low bid if they can obtain a Notice of
Award from the Town of Estes Park by March 15, 2013, and execution of a full contract
by May 31, 2013. This also requires secured dedicated funding by May 31, 2013.
The Notice of Award gives Dohn Construction, Inc. the confidence that the Town
intends to award the project to them and not another bidder as funds become allocated
for the project. This in turn benefits the Town in securing the low bid and expedites the
project schedule because the Notice of Award allows Dohn Construction, Inc. to begin
planning resources, suppliers and subcontractors.
As a reminder, the MPEC design is grandfathered under the 2003 codes only until
March of 2013. If a building permit is not issued by this date, the project will have to be
redesigned to the 2009 codes and re-bid.
Budget:
This project is to be funded by the Community Reinvestment Fund (various capital
accounts).
Staff Recommendations:
Staff recommends approval to issue the Notice of Award to Dohn Construction, Inc
Sample Motion:
I move for the approval/denial to issue the Notice of Award to Dohn Construction, Inc.
Town of Estes Park
Public Works Department
NOTICE OF AWARD
TO: Dohn Construction Inc.
David Stolte, Senior Project Manager
2642 Midpoint Drive
Fort Collins, CO 80525
Re: STANLEY FAIRGROUNDS MULTI-PURPOSE EVENTS CENTER
STANLEY FAIRGROUNDS 100 UNIT STALL BARN FACILITY
Date: MARCH 7, 2013
Dohn Construction Inc.:
The Town of Estes Park, Colorado, hereinafter called “OWNER”, has considered the Bid
submitted for these two (2) Projects.
You are hereby notified that your Bid for the Stanley Fairgrounds Multi-Purpose Events
Center and the Stanley Fairgrounds 100 Unit Stall Barn Facility has been accepted for the
prices stated in the Bid in the amount of $_____________.
This Notice of Award is specifically contingent upon the Owner negotiating and closing its
proposed Certificate of Participation financing and the execution of a Contract Agreement for the
Projects on or before May 31, 2013.
You are required to return an acknowledged copy of this Notice of Award to the Owner.
ATTEST: TOWN OF ESTES PARK, COLORADO
By:___________________________ By:_______________________________________
Title:___________________________ Title:_____________________________________
Receipt of above Notice of Award is hereby acknowledged.
This ____day of___________________, 2013
Bidder:____________________________________
Address:___________________________________
__________________________________________
(corporate seal)
Town Administrator Memo
To: Honorable Mayor Pinkham
Board of Trustees
From: Frank Lancaster, Town Administrator
Date: March 12, 2013
RE: Town Organizational Plan
Background:
The Municipal Code requires the Town Administrator to submit an organizational plan to
the Board of Trustees annually. The code does not describe what should be included in
the plan and traditionally this has been an organizational chart of the structure of Town
government.
2.28.020(6) The Town Administrator shall propose an administrative organization plan of the Town,
which shall be presented to the Board of Trustees for approval. When the plan is approved by the
Board, it shall become the administrative organization plan of the Town, and all Town
administrative procedures and functions shall be carried on in accordance with such plan. (Ord.
21-75 §1(part), 1975; Ord. 15-97, 1997; Ord. 10-10 §1, 2010)
Budget:
n/a
Staff Recommendation: Approval of the plan
Sample Motion:
I move to approve/not approve the administrative organization plan as submitted by the
Town Administrator
Note – Any item requiring a change to the Municipal Code, Development Code or any
other action requiring an Ordinance to be passed by the Town Board is required to have
the Ordinance included.
Submitted March 12, 2013 Organizational Plan Fairgrounds and Events Senior Center Museum Visitors Cntr CITIZENSMAYOR AND TRUSTEESMunicipal JudgeTown AttorneyUtilities PoliceFinance Community Services Light &Power Water IT Planning Building Town Clerk HR Risk Management Engineering Parks Streets Facilities Asst. Town Administrator Public Information Town AdministratorCommunity Development Administrative Services Public Works