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HomeMy WebLinkAbout2017.09.21 OSTB Reg minutes_S MINUTES OPEN SPACE AND TRAILS BOARD REGULAR SESSION September 21, 2017 Red Brick Conference Room 110 E. Hallam St.,Aspen OSTB Present: Graeme Means Howie Mallory Hawk Greenway Tim McFlynn, Wayne Ives, Dist. 1 Dist. 2 Dist. 3 Dist. 4 Dist. 5, Chair Staff Present: Gary Tennenbaum, Dale Will, Paul Holsinger, Fran Soroka BOCC Present: George Newman Others Present: Chuck Downey(Crystal Valley Resident), Eden Vardy(Aspen T.R.E.E.), Matt Kuhn (City of Aspen) Wayne Ives called the meeting to order at 9:05 a.m. PUBLIC COMMENT Longtime Crystal Valley resident and member of the Crystal Valley Caucus, Chuck Downey expressed his appreciation for the Open Space staff's skillful ability tackling the Carbondale to Crested Butte Trail project's complex scenarios and for providing many avenues for the public to comment. Mr. Downey relayed his observations and concerns that he took away from attending the latest Crystal Valley Caucus. The last caucus meeting had approximately 40 members out of a membership of approximately 600-700. The caucus passed a motion to form a committee that would compose a letter to the BOCC and Open Space Board stating the caucus' position on the Carbondale to Crested Butte Trail project(project). This committee would determine the caucus' project opinion without a majority vote by the whole caucus membership. Mr. Downey was concerned the meeting's energy was slanted toward supporting only trail options within the highway. At the meeting's conclusion the head of the caucus' trails committee handed out printed instructions to attendees on how to submit comments to OST and what to comment; i.e. trail option within the highway right-o-way. Downey continued, that the caucus has not retracted these instructions. He expressed concern that the project's collected comments would be skewed by the caucus instructions. Wayne Ives thanked Downey for bringing his observations to the board's attention. Wayne continued that he also attended the caucus meeting and he would discuss further during board comments. The OSTB will respond to the caucus letter once it is received. Other board members also thanked Downey taking the time to attend today's OSTB meeting. Gary Tennenbaum contributed that OST has received very positive public responses about the project's website content that it is manageable and it is easy to submit comments online. Staff had previously been concerned that Crystal Valley's internet capability might be problematical 09/21/2017 OSTB Regular Session Minutes Page 1 of 8 so staff have made the project story boards available for public review in Redstone and the Carbondale Library with ability for the public to submit their comments at these locations. Gary expressed his thoughts that some caucus members just want to have more 'say' than other caucus members and by creating an additional committee would achieve their goal. Matt Kuhn entered the meeting at 9:29 a.m. Public Comment-Agricultural Tool Lending Library (TLL)1 Eden Vardy was representing Aspen T.R.E.E. and the Roaring Fork Farmers (RFF). Vardy expressed gratitude for OSTB's consideration to support this endeavor. One of the largest economic obstacles facing new farmers beside land is access to tools. The TLL will bring to the local small farmers/ranchers valuable access to tools and resources. Research shows that the average farmer with ten years or less experience make roughly twenty-five thousand dollars per year indicating there is not much room left to gain resources that would improve productivity. Vardy is also involved with the Two Forks Club which provides zero percentage loans to beginning farmers and food entrepreneurs. Two Forks Club has loaned funds to purchase equipment and the equipment acquired has provided close to a 200% return on investment in the first year. This significantly increasing the farmer's capacity to succeed. The TLL will require a membership fee that will enable members to lease equipment. Aspen T.R.E.E. is prepared to oversee and manage the TLL project. Aspen T.R.E.E. has budget allocated in 2018. There is a capital campaign to raise the additional funds needed. Wayne asked if this would be a valley wide endeavor. Yes, the Roaring Fork Valley. Tim McFlynn asked where the central repository area would be located. The initial start would be where the tool are needed most often. Either at Aspen T.R.E.E.'s Cozy Point Ranch location and possibly at the Lazy Glen Open Space agricultural location. As the program expands, Sustainable Settings would be interested. Tim asked whether the City of Aspen has finalized the Cozy Point Ranch leases. Vardy responded, the selection has been made, but the leases have not been finalized. Hawk Greenway asked what other grant opportunities are being pursued. Vardy explained, there are many grants available at the local, national and Federal level that the group continues to explore. The group is hesitant to pursue some of the grants with management costs that may exceed the grant's value. The main funding outlet for the project is the capital campaign that Aspen T.R.E.E is launching at Cozy Point Ranch. The TLL phase one funding is built into the capital campaign. About 25% of the campaign is currently pledged. Tim asked whether it would benefit the campaign if OST's potential contribution was considered the last pledge. Vardy did not think it would be beneficial. 1 Page 5 of the 2018 Draft OST Budget materials included in the September 21,2017 OSTB public meeting materials. 09/21/2017 OSTB Regular Session Minutes Page 2 of 8 Howie Mallory asked who the Roaring Fork Farmers are and that a location map with farmer's descriptions would be helpful information for the board. Howie continued by noting a large portion of valley's agricultural lands are in Eagle and Garfield Counties and suggested pursuing funding from those counties also. Vardy replied they have been in contact with Jeff Pieper, Colorado State University Extension—Horticulture and Small Acreage Agent for Eagle County and in Pieper's view it would be advantageous to have the required matching funds in hand before applying for Eagle County grants. Paul Holsinger added that the funding timing is off at this time to pursue Eagle funding sources. Going forward Eagle funding sources will be pursued with Pieper's help. Pieper has also offered to go before Garfield County Commissioners. The TLL's phase one estimate is $160,000 and RFF is asking for$50,000 from OST. Gary contributed, that the $50,000 is in essence a jump start to the TLL. The equipment needs have been prioritized and phase one represents the tools needed immediately that would provide increased food production and agricultural stewardship. Tim responded that it would be useful for the board to review the components that make up TLL's phase one proposal. OST staff agreed and would bring this information to the next meeting October 5th. There are 46 members of the RFF. The majority do not have active leases and they may be working on other farms. The primary members are Aspen T.R.E.E., Cooper Means at Lazy Glen OS, Glassier Ranch OS coop members, ACES Rock Bottom Ranch, Two Roots Farm, Wild Mountain Seeds, Aaron's Acres, and Sustainable Settings at Thompson Creek Ranch CE. APPROVAL OF THE MINUTES Tim McFlynn moved for the OSTB to approve the regular and executive session minutes from August 10, 2017 as presented. And the special joint regular session minutes with the BOCC from September 5, 2017 as presented. Graeme Means seconded. Motion passed. (5-0) Agricultural Lease Bid Process Policy 2 Agriculture & Conservation Easement Administrator, Paul Holsinger highlighted information presented in the referenced memorandum. The agricultural lease bid process started in 2014 and since that time OST's leased lands have grown from 240 acres to 352 acres. Over this period comments have been collected with an eye toward improvements. Ideas were also collected from a recent conference, Changing Hands Changing Lands that focused on agricultural sustainability and connecting new farmers in viable ways. The recommended updates to the bid process and policy acknowledges the needs of beginning farmers and ranchers. And protecting the ability of all producers to provide local, natural and organic food for the community. The lease bid process and policy was available for public review and comment from August 15th to September 18th Paul would like to have the updated bid process and policy in place this fall. Graeme was supportive of staff's recommended changes. He commented that farmers residing on the land is one of the most important factors to being successful. Graeme understands the policy does not address this issue, but does the agricultural lease anticipate or allow residing on the leased land? Paul responded, yes. The bid process is trying to take into account when OST 2 Agricultural Lease Bid Process and Update Memorandum are included in the September 21,2017 OSTB public meeting materials. 09/21/2017 OSTB Regular Session Minutes Page 3 of 8 does have properties with housing or a suitable residential location. The process will prioritize new farmers. Wayne agreed to the recommended changes, but addressed some wordsmithing which is incorporated in the agreed upon changes below. Howie stated in essence OST's agricultural program is a subsidy program. To better understand the whole agricultural program, Howie asked for some agricultural program metrics i.e. the amount of money OST puts into the land and the revenue received. Howie noted that greenhouses (or some kind of capital structure) are not included under Property Improvements. To allow for more possibilities, the board decided to just keep the word `structures' in the Property Improvement paragraph. Hawk Greenway questioned whether additional housing content was needed. Gary responded that the management plans create the opportunities for housing. Tim's comment related to Howie's comment about agricultural subsidy and agricultural metrics. He suggested that lessees be required to provide information on how water is being utilized and what is being produced. To evaluate the benefit of the subsidy and whether the subsidy is providing a viable sustainable economic endeavor for the farmer. Paul will return later this year with an overall review of the agricultural program. The revised bid process and policy will be applied to the upcoming RFP release for the three lease areas on Emma Open Space. Tim recommended a press release announcing changes to the agricultural bid process and policy. Board agreed upon the following changes: Process Steps: Step 6; change to `Receive all proposals' Process Steps: Step 7; change to `Evaluate proposals using a selection committee consisting of OST Director, Resource & Trails Manager, Operation Supervisor, with consultation from NRCS and/or CSU Extension. Select successful lessee and notify all parties who have submitted a proposal of the decision.' Pest Management: Second paragraph second sentence: `OST staff will review the agricultural lease, annual operating plan, noxious weed and/or pest species, and proposed chemical application to ensure compliance and if it is the best course of action for the area.' Property Improvements: Updates to infrastructure may be necessary to accomplish the goals of an OST lessee. Permanent and temporary enhancements including headgate replacement, ditch lining, utility updates, structures, etc..., and enhancements identified in property management plans will be completed by OST staff or contractors. If a permanent or temporary enhancement is specific to the lessee's operation OST staff will work on cost sharing the item as it will be retained by Pitkin County at the time of lease termination. 09/21/2017 OSTB Regular Session Minutes Page 4 of 8 See Board Action below. Eden Vardy and Chuck Downey left the meeting at 10:09 a.m. OST Draft 2018 Budget3 Review of the draft 2018 OST budget materials began with Matt Kuhn explaining changes to the Nordic Program. The City of Aspen Parks and Recreation Department (COA Parks)manages the Program, COA Parks staff groom the trails, maintains the trail system integrity, supervises Nordic events and maintains all the Nordic equipment. In 2016 the COA Parks restructured and determined the department's Trails Position would no longer include part-time supervision of the Nordic Program. The management of the Nordic Program operations are complicated requiring significant supervision. Previously the Trails Position charged 1/3 of their time to the Nordic Program. Kuhn added that the salary charge was approximately thirty-six thousand to the Program. With this budget the COA Parks is proposing a Nordic Coordinator position, which would be a full-time COA Parks position with Pitkin County OST funding 3/4 of Nordic Coordinator's cost. When taking into consideration the budget's fuel reduction costs the overall Nordic Program 2018 budget sees an increase of approximately a twenty-five thousand dollars. The Coordinator's position would also add a sixth groomer when needed and extra capacity for Nordic trail events. The Coordinator's cost breakdown would be approximately sixty-four thousand from Pitkin County OST funding and twenty-one thousand from COA Parks. OSTB members asked several questions. Why the Coordinator's position is not a seasonal position? Kuhn responded that it is difficult to fill a nine-month position and that full-time hires are invested in their positions and programs experience better continuity of care. Who supervises the Coordinator position? Kuhn was not sure what position would supervise the Coordinator position. What will the Coordinator do the other months when not supervising the Nordic Program? The Coordinator's time would go toward the City's summer trails program. Kuhn added, the COA pays approximately five hundred and sixty thousand dollars up-front to cover the Nordic program costs before receiving Pitkin County's reimbursement. Gary contributed, the Nordic Program's operations are performed by COA Parks and in essence they are a sub- contractor that utilizes cost accounting to invoice Pitkin OST and that the partnership provides a tremendous public benefit. The majority of the OSTB accepted the proposed 2018 Nordic Program budget. The discussion moved to reviewing the rest of the 2018 budget components. The Work Plan is broken down by Planning and Outreach Projects; Implementation Projects and Ag and Easement Projects and by year with 2017 reflecting projects in progress. The discussion focused on reviewing and setting project priorities for 2018. Wayne noted that the 2018 projects for the Lazy Glen Bridge, Carbondale to Crested Butte Trail Planning and Castle Creek Trail Construction were lacking estimated costs and asked how future budget supplementals to 2018 would impact the Trails Acquisition& Construction fund 3 2018 Draft OST Budget materials are included in the September 21,2017 OSTB public meeting materials. 09/21/2017 OSTB Regular Session Minutes Page 5 of 8 allocation. Gary explained the submitted Work Plan is a public document and OST does not want to miss-lead public perceptions. Using Carbondale to Crested Butte Trail Planning as an example, there are too many unknowns to make any cost projections at this time. A budget supplemental would respond to specific project real cost estimates once they can be determined. Budget supplementals are first brought to the OSTB for approval prior to BOCC approvals. The Open Space fund allocations allow for range fluctuations that can span the life of the reauthorization period to 2040. It is a balancing exercise and provides the program the ability to be opportunistic as opportunities arise. Tim suggested, since the Work Plan is a public document and part of the 2018 budget presentation to group the plan's content with public perception in mind and emphasize the biodiversity projects. Graeme caught a project duplication. The Carbondale to Crested Butte Trail Construction project listed in 2017 and 2019. Staff will remove from the work plan. Adding to the topic of public perception, Howie commented it would be less confusing if the Multi-Year Projection and the 2018 Budget & Five-Year Plan projections could be combined into one document. He noted that the Budget & Five-Year Plan ending available fund balances can easily be miss-interpreted. Gary responded that Finance's budget processes are changing and Finance is striving to utilize one budget format for all departments to be used for BOCC budget discussions. In the past OST has been reliant on Tom Oken to make OST fund budget projections. OST project estimates are reflected in the Budget&Five-Year Plan and will be adjusted to reflect those 2018 projects approved by the Board. In the future Gary will work with Finance to structure the budget and fund information into one document. There was discussion to add footnotes that property acquisitions and large projects costs are applied to the OST's current budget either through appropriation ordinance or by budget supplemental. Howie noted that the Multi-Year Projection spreadsheet under Trails Acquisition and Construction under the years 2019-2021 'less projects' amounts will need to be adjusted based on the project error that Graeme caught. Hawk asked how the Work Plan's projects with estimated costs were calculated. Estimated costs are based on previous work experience and taking into account what project elements can be drawn from previously work and what elements are missing to complete the project. Graeme observed several projects reference direction from OSTB policies and that there is unfinished OSTB policy work that needs to be prioritized. Staff will bring the OSTB policies to the October 5th meeting for discussion. Howie expressed concern that the Work Plan's Implementation project 2018 Upper Roaring Fork River—North Star does not indicate any partner contributions. Gary followed-up, he has been working with partners on the Upper Roaring Fork River Management Plan and the management plan is yet to be approved. Gary would remove the project from 2018 Implementation. 09/21/2017 OSTB Regular Session Minutes Page 6 of 8 Tim suggested to add an explanation to the 2018 Implement Rio Grande Trail Node Plan project on the Implementation list. Tim also questioned whether there is a planning project in regard to the hard surface trail in the Gorge area to Stein Park. Gary responded, it is in 2019 Planning &Outreach section and after board discussion the project title will change to Explore Hard Surface Trail Connection into Aspen. Hawk expressed he would like more information about OST's 2018 Ag Tool Library contribution. Noting, OST's contribution is basically a grant and he is not sure it is appropriate for the program. Background information with total program estimates will be brought to the October 5th meeting for further discussion. Budget corrections discussed today will be brought back to the October 5th meeting. Dale Will entered the meeting at 10:22 a.m. Matt Kuhn left the meeting at 10:46 a.m. George Newman entered the meeting at 10:52 a.m. BOARD AND STAFF COMMENTS Howie commented about his recent Saturday walk through Filoha Meadows. Ranger Gabriel Benel was on duty at the Dorais Way gate and Howie wanted to compliment Ranger Benel for doing his job with a friendly demeanor. Howie noticed there is a U.S. West cable easement within the Filoha railroad platform. Howie was curious how the dog leash law is enforced along the Dorais Way access easement. Gary and Dale responded that OST enforce on the public using the access easement to/from Filoha, but the OST does not enforce the leash law on the residents along Dorais Way. The Dorais Way(Wild Rose Ranch subdivision) residents have their own right to use the road which makes it difficult to enforce in this area. Hawk noted observing earth moving at Lazy Glen OS and questioned the status of the Lazy Glen OS Bridge project. Gary responded a contractor has been selected and the trail re-routes have begun. The bridge will probably be set by next spring. The Lazy Glen community is very excited that access to the Rio Grande Trail and Lazy Glen OS will finally be provided. All the Lazy Glen signage will be in English& Spanish. Tim questioned what is happening with the Colorado Natural Heritage Program(CNHP). Gary responded OST is under contract with CNHP. Over the next six months, Lindsey Utter will be working on bringing together all of the valley's stakeholders and land managers to collect their existing ecological data. Then CNHP will start reviewing and evaluating the existing data. Dale added if the whole watershed is elevated as its own habitat with its own limiting factors in terms of number and diversity of species then the whole ecological science will be elevated. Wayne suggested the OSTB discuss Crystal Valley Caucus comments at the October 5th meeting. Wayne also reminded board members to sign-up and pick dates for Carbondale to Crested Butte project reviews with staff. Gary will send out another Doodle Calendar reminder. 09/21/2017 OSTB Regular Session Minutes Page 7 of 8 Howie questioned whether using the terminology like `steering committee' is problematic. Tim suggested using Local Advisory Committee to describe the Emma Townsite project in the Planning & Outreach section of the Work Plan. Board and staff agreed. BOARD ACTION Agricultural Lease Bid Process and Policy Hawk Greenway moved for the OSTB to approve the Agricultural Lease Bid Process and Policy as modified September 21, 2017. Wayne Ives seconded. Motion passed. (5-0) EXECUTIVE SESSION The OSTB moved to enter executive session in accordance with CRS 24-6-402(4) (a)(b) and (e) for the purpose of discussing acquisitions, attorney consultation and negotiations at 12:02 p.m. The OSTB adjourned executive session at 1:17 p.m. REGULAR SESSION II The OSTB re-entered regular session at 1:17 p.m. for board action. BOARD ACTION Brunson Parcel Hawk Greenway moved for the OSTB to recommend to the Pitkin County Board of County Commissioner the expenditure of$175,000 for the acquisition of Brunson Parcel and up to $10,000 in related transaction costs. Tim McFlynn seconded. Motion passed. (5-0) ADJOURN The OSTB meetings of September 21, 2017 were adjourned at approximately 1:20 p.m. Approved: Attest: Wayne Ive , Chair ran Soroka Pitkin County Open Space &Trails Board Pitkin County Open Space &Trails Administrative Specialist 09/21/2017 OSTB Regular Session Minutes Page 8 of 8