Board of Trustees Meeting December 11, 2017


     TOWN OF KEENESBURG
BOARD OF TRUSTEES REGULAR MEETING MINUTES
MONDAY, DECEMBER 11, 2017 6:00 P.M.
    KEENESBURG TOWN MEETING HALL
       140 S. MAIN ST. KEENESBURG, CO 80643

Call to Order

The Board of Trustees of the Town of Keenesburg met in a regular session December 11, 2017 at Keenesburg Town Hall located at 140 South Main Street Keenesburg, Colorado 80643. Mayor Kipp called the meeting to order at 6:00 p.m.

 

Pledge of Allegiance

 

Roll Call

Members Present Mayor Danny Kipp, Trustees John Howell, Wilbur Wafel, Sandra Beach,  Marc Johns, Kenneth Gfeller and Juanda Hesse

Others Present Town Manager Debra Chumley, Town Clerk Toni Pearl, Town Planner Todd Hodges and Town Attorney Kathleen Kelly

           

Public Comments

None

 

Consent Agenda

A.
Approve Minutes from November 20, 2017

Financial Reports and Payment of Bills

Trustee Wafel noted Trustee Juanda Hesse was not included in the motions on the board minutes. Motion was made by Trustee Wafel seconded by Trustee Howell to approve the consent agenda items with the correction to the minutes to include Trustee Hesse in the minutes. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

 

New Business

                        A1. Monthly Police Report

Sergeant Ramirez was unable to attend the meeting. Staff gave an overview of the report. For the month of November, the department handled 102 calls for service with 96 hours logged. Santa Cops was in full effect and they will be delivering Christmas presents throughout town. The department was in the process of acquiring an additional police sergeant.

 

THE ZONING PORTION OF THE PUBLIC HEARING FOR THE RK ANNEXATION IS VACATED AND RESCHEDULED FOR TUESDAY, JANUARY 16, 2018, 6:00 PM AT TOWN HALL

 

 

 

 

 B. PUBLIC HEARING:  RK Annexation

Mayor Kipp opened the public hearing for the RK Annexation at 6:04 p.m. The notice was published in the Greeley Tribune for four consecutive weeks as required by state statues on October 25, November 1, 8, 15, 2017. Applicant: Richard Robertson 8537 WCR 51 Keenesburg, Co 80643. The property is a parcel off 398 just east of the RV park. He noted there aren’t any plans for development of the property and noted he simply would like the property annexed into town to provide more options down the road. Todd Hodges, Town Planner: The annexation would include property that was approximately 15 acres on CR 398. Referrals were sent out and four were received back (Atmos, United Power, CDOT, Building Offical). The referrals did not result an additional conditions of approval. Staff recommended approval without any conditions. There was no public comment regarding this annexation. Mayor Kipp closed the public hearing at 6:09 p.m.

 C. RESOLUTION 2017-32 Finding the area known as the RK Annexation eligible for annexation to the Town of Keenesburg, Colorado

Motion was made by Trustee Beach seconded by Trustee Gfeller to adopt RESOLUTION 2017-32 finding the area known as the RK annexation eligible for Annexation to the Town of Keenesburg, Colorado. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

 D. ORDINANCE 2017-12 approving an annexation known as the RK Annexation to the Town of Keenesburg, Colorado

Motion was made by Trustee Gfeller seconded by Trustee John to approve ORDINANCE 2017-12 approving an annexation known as the RK Annexation to the Town of Keenesburg, Colorado. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

E. 2018 Budget

F.
RESOLUTION 2017-28 Adopting the 2018 Budget

Motion was made by Trustee Gfeller seconded by Trustee Howell to adopt RESOLUTION 2017-28 a resolution summarizing expenditures and revenues for each fund and adopting a budget for the Town of Keenesburg, Colorado for the calendar year beginning on the first day of January 2018 and ending on the last day of December 2018. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

 G. RESOLUTION 2017-29 Appropriating Sums of Money

Motion was made by Trustee Beach seconded by Trustee Wafel to adopt RESOLUTION 2017-29 to appropriate sums of money to the various funds and spending agencies, in the amount and for the purpose as set forth below, for the Town of Keenesburg, Colorado for the 2018 budget year. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

H. RESOLUTION 2017-30 Levying Property Taxes

Motion was made by Trustee Gfeller seconded by Trustee Howell to adopt RESOLUTION 2017-30 levying property taxes for the year 2017, to help defray the cost of government for the Town of Keenesburg, Colorado for the 2018 budget year. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

 I. RESOLUTION 2017-27 Approving a supplement to contract for Town Attorney

This supplement to the contract was necessary to assist with breaking up the expenses that are related to the Town’s Sewer Rehabilitation and replacement project relating to the USDA loan application. Kathleen noted the hourly rate is the same as general services. Motion was made by Trustee Beach seconded by Trustee Johns to adopt RESOLUTION 2017-27 approving a supplement to contract for Town Attorney. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

 J. RESOLUTION 2017-26 Approving a service agreement with the Humane Society of Weld County/ Fureverdog Rescue

The board was given two draft contracts. Weld County Humane Society was what has been used in the past. This year’s rate increased to $133.74 per animal compared to $129.84 from 2017. In addition, there was a contract from Fureverdog Rescue, a no kill shelter which was a company out of Fort Lupton. The contract was reviewed by legal and a couple changes were made, removal of the $75 late fee and payment to be received within 30 days instead of 10 days. Trustee Gfeller noted Keenesburg was spelt incorrectly. Kathleen advised the board they could approve both contracts. Motion was made by Trustee Beach seconded by Trustee Gfeller to approve RESOLUTION 2017-26 approving service agreement for dog impounds. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

 K. RESOLUTION 2017-33 Concerning conflicts of interest and ethical considerations

This resolution was a condition that was required for the USDA loan. Motion was made by Trustee Gfeller seconded by Trustee Beach to adopt Resolution 2017-33 concerning conflicts of interest and ethical considerations. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

 L.  RESOLUTION 2017-31 Approving an engagement letter for Butler Snow to act as Bond Counsel regarding USDA loan application

Motion was made by Trustee Beach seconded by Trustee Wafel to approve RESOLUTION 2017-31 approving an engagement letter for Butler Snow to act as bond counsel regarding the USDA loan application. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

 M. 2018 Board Meeting Schedule

Based on direction from the last meeting the Board’s schedule was prepared to reflect meetings on the first and third Monday of each month and beginning at 6:30pm. After brief discussion, the board agreed to keep the meeting time at 6 p.m. Motion was made by Trustee Gfeller seconded by Trustee Johns to approve the 2018 Board meeting schedule as presented with the change of meeting time to 6:00 p.m. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

 N. Determination of the Town’s contribution to Employee IRA’s

Currently the town contributes 5% of earnings of each employee. The budget has been prepared to allow for this percentage to continue, however it is the decision of the board. Motion was made by Trustee Beach seconded by Trustee Wafel to contribute 5% to the employees Individual Retirement Accounts for 2018. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

 O. Grading Permit

Staff has received requests from applicants to begin grading on a site prior to land use application approval. Staff asked the Board to allow the town to issue formal grading permits with following conditions: The applicant formally requests a grading permit in form of letter or an application is created, the letter should address the proposed work, how many acres would be affected, whether the applicant will be in compliance with state storm water discharge permit requirements and erosion measures to be used and an erosion plan will be submitted with the letter of request. Motion was made by Trustee Beach seconded by Trustee Johns to approve the grading permit. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

 P. Estimates for Town Hall Remodel

The office needs space to accommodate additional staff members, Due to current construction climate, obtaining tree bids has proven difficult. There were two contractors who have stated they are willing to bid on the project. Due to limited time to get estimates in front of the board staff requested approval not to exceed an amount of $10,000. Debra asked the board to not exceed $7,000 to allow for extra cushion in case any issues arise. Motion was made by Trustee Gfeller seconded by Trustee Johns to approve an expenditure not to exceed $7,000 to remodel Town Hall office space and to allow the Town Manager to select the contractor to complete this work. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

Q. RESOLUTION 2017-34 Loan Resolution

R. RESOLUTION 2017-34 Loan Resolution

The resolution was in standard form and was required to be approved by the Board to proceed with the USDA loan. Kim Crawford, Financial Counsel reviewed the resolution and gave her feedback. Motion was made by Trustee Beach seconded by Trustee Gfeller to approve RESOLUTION 2017-34 a loan resolution for a USDA loan in the amount of $496,000. Motion carried 7-0. Mayor Kipp, Trustees Howell, Wafel, Beach, Johns, Gfeller and Hesse voting yes.

 

  1. Board Member Information and Discussion
  2. REMINDER: CHAMBER CHRISTMAS DINNER
  3. Well Flow Data
  4. Enforcement Report
  5. List of Committees
  6. SE Weld Chamber Annual Banquet
  7. Letter of Conditions concerning USDA Loan/Obligation of Funds

Staff Reports

  1.  Administration/ Public Works

Remodeling was scheduled to be completed the week of Christmas. Staff will be moved to the meeting room to get work done but town hall would not be opened to the public. Two new computers have been ordered one for admin and the other for public works. New carpet will be installed in meeting room on December 18th. New blower for aerator has been installed at the lagoons. Water storage tanks have been switched over and both are operating together. Several land use applications are pending. Nobel Energy will be conducting base line water tests on well 11 and well 7.

  1.  Legal
  2.  Engineering

Committee Reports

Board Member Comment

Mayor Kipp turned the meeting over to Mayor Pro Tem Beach. Mayor Kipp stated he will be resigning his position as Mayor effective immediately. He thanked the board.
Kathleen confirmed there was now a vacancy in office of mayor and she would review the code and state statues to confirm the proper process.

 

Adjournment

Motion was made by Trustee Johns seconded by Trustee Howell to adjourn the meeting. The meeting adjourned at 7:24 p.m. Motion carried 6-0. Mayor Pro Tem Beach, Trustees Howell, Wafel, Johns, Gfeller and Hesse voting yes.

 

 

ATTEST:          

 

 

                                                                                                                                   

Sandra Beach, Mayor Pro Tem                                Toni Pearl, Town Clerk