TOWN OF KEENESBURG

BOARD OF TRUSTEES REGULAR MEETING AGENDA

MONDAY, JULY 6, 2015

6:00 p.m.

KEENESBURG TOWN MEETING HALL

140 S.MAIN STREET, KEENESBURG, CO 80643

 

Call to Order: The Board of Trustees of the Town of Keenesburg met in regular session on Monday, July 6, 2015 at Keenesburg Town Hall located at 140 S. Main Street. Mayor Kipp called the meeting to order at 6:00 p.m.

 

Pledge of Allegiance

 

Roll Call: Board members present: Trustee’s Cindy Baumgartner, Wilbur Wafel, Sandra Beach, Lisa Sparrow, Ken Gfeller, Wendi Tyler, and Mayor Kipp were present.

Others Present: Kathleen Kelly, Town Attorney, Debra Chumley, Town Clerk, Marc Johns, Public Works Director, Chasity Elliott, Assistant Town Clerk, Toni Pearl, Assistant Town Treasurer

 

 

Public Comments

 

Consent Agenda:        a.   Approval of minutes 06/15/2015

                                          b.   Approval of payment of bills:

Motion was made by Trustee Tyler, seconded by Trustee Gfeller to approve the consent agenda items. The motion carried 7-0, Mayor Kipp, Trustees Baumgartner, Wafel, Beach, Sparrow, Gfeller and Tyler voting yes.

 

Old Business:              None

 

New Business:

 

  1. Consideration E-Civis Agreement-Grant database service:

Debra Chumley gave an overview of the agreement and advised that it had not been reviewed by legal. She recommended that the Board consider a term of one year at a cost of $690, so that the value of this service could be evaluated. She further stated that the agreement did not need a signature until July 28, and recommended that the Board table the agreement until legal is given an opportunity to review it. There was a brief discussion on the services they provided. Mayor Kipp made a motion to table this agreement until July 20, 2015 and further direct staff to change this agreement to a one year agreement and have it reviewed by legal, seconded by Trustee Tyler. The motion carried 7-0, Mayor Kipp, Trustees Baumgartner, Wafel, Beach, Sparrow, Gfeller and Tyler voting yes.

 

 

                                    d.   Consideration Rocky E-Bid Purchasing System Agreement:

Debra Chumley explained that this service allows the Town to post items that are for sale along with projects that require bids or quotes. The cost associated with this agreement is reimbursement of $195 for a press release, and $.48 per vendor to send notification that the town had joined the Rocky Mountain ebid system. There is a typo on section 3.1.2 the dollar sign was left off of the price for mailer. That was the only correction Kathleen noted. Debra recommended approval of the agreement. There was a brief description of the services they provide and who would have access to the jobs posted. Trustee Beach made a motion to adopt resolution 2015-12 entering into an agreement with International Data Base Corp dba BidNet, and authoring the Mayor to execute this contract, with the condition that legal has no recommendations for substantial changes to this agreement, seconded by Trustee Tyler. The motion carried 7-0, Mayor Kipp, Trustees Baumgartner, Wafel, Beach, Sparrow, Gfeller, and Tyler voting yes.

 

  1. Great Copier Contract Renewal:

Debra Chumley gave an overview of the lease. She advised that the service fees did increase slightly. There was a discussion on the charges and if our usage had decreased due to the paperless packets. Trustee Gfeller made a motion to adopt resolution 2015-11 approving a contract for service and supplies with Great Copier Service, seconded by Trustee Tyler. The motion carried 7-0, Mayor Kipp, Trustees Baumgartner, Wafel, Beach, Sparrow, Gfeller and Tyler voting yes.

 

 

  1. I-76 Imagination Bus Tour Sponsorship: Debra Chumley advised that the bus tour was a great success and was under budget. The I-76 group is requesting that all donors allow them to retain the donations that were received. Alternatively the town does have the option to receive a pro-rated refund.   The funds would be used for further economic development opportunities and to promote the I-76 corridor. All other donors, except the towns and county, have agreed that the I-786 group retain the funds. Debra recommended we allow the group to retain the funds. There was a discussion on how much the refund would be. Trustee Baumgartner stated that it is a good group and most of the startup money was out of their own pockets. Trustee Sparrow expressed concerns that it is tax payer money that would be sitting there without the Board knowing what the money is going to be used for and felt the town should get a refund. Debra commented that this group is currently the only economic development vehicle available to the town. There was a brief discussion on how to track how the money is being spent and if they give out monthly statements. Trustee Baumgartner advised the meetings are open to the public and anyone can attend to see how the money is being spent. Trustee Beach made a motion that the I-76 Economic Development Initiative Steering Committee retain the surplus sponsorship funds that were donated by the Town of Keenesburg to further advance economic development in the I-76 corridor, seconded by Trustee Tyler. The motion carried 7-0, Mayor Kipp, Trustees Baumgartner, Wafel, Beach, Sparrow, Gfeller and Tyler voting yes.

 

 

  1.    1) June Well Flow Data

  2) Change in Sherriff’s contract—follow up: Debra Chumley advised she had contacted Commissioner Kirkmeyer and asked that the Board of County Commissioners consider an extension of time for the new contract provisions requiring a full time deputy. Commissioner Kirkmeyer stated she would discuss this issue with the Commissions and let us know when a decision has been reached.

  3) Thank you Preston Ranch Ministries: Mayor Kipp stated that they are in the publication process for the well permit.

4) Thank you I-76 ED Group

5)   Mosquito Report

 

 

 

Staff Reports:       Administration:

Debra advised the Board that the pre-bid meeting for the street report had taken place and there were no contractors in attendance. Kent followed up with the contractors and one was in an accident on the way and the rest were too busy to complete the job this year. After a discussion with Kent there are a couple of options we can accept the one bid and see if we can get two more, extend the time and make it a 2015/2016 project or just hold the project for January 2016. In addition the staff plans to incorporate the basketball court into the street project. After a discussion the general consensus of the board was to wait and put the entire project out for bid and schedule the project for 2016 and the Board agreed with that decision.

Debra announced that the Town will be applying for a grant in the next cycle to replace aging water infrastructure.

Debra advised the Board that the Town was awarded the grant for the water tank and that the contract should be arriving in the next two to three weeks, once executed the project can move forward.

The RFB for the waterline is ready to be posted now that the bidnet has been approved, this project will be posted by the end of the week.

Weld Central is ready to move forward with the annexation application a meeting will be scheduled with Lisa Clark, the business manager, and Greg Rabenhorst, superintendent soon.

The Atmos franchise agreement will come before the Board on July 20 and is still going back and forth between the attorneys. The ordinance will be read out loud at the meeting, she asked if the board preferred to have it read in the meeting or in a separate room. The general consensus of the board was to have the ordinance read during the meeting.

Debra advised she has placed an article in the paper about the water/sewer rate increase and the upcoming projects. One negative comment was received on our Facebook page in reference to the upcoming projects.

The committee for the baseball field has not yet been formed, a notice will be placed on the facebook page.

No action on the sculpture garden yet.

The evaluation estimate for the old elementary school came in at $2200.00. The board previously agreed to pay half, this expense has been approved by the Mayor in the amount of $1100.00. This will only assess the condition of the building and won’t include any cost estimates.

The I-76 meeting is scheduled for this Thursday July 9th at 6:30 at Lochbuie.

The next special board meeting is August 3rd and I believe our timeline for the waterline bid is going to come in at that time if not it will be cancelled.  

 

                                                      Public Works: Pubic Works Report

Marc Johns advised that the water valve exercise had been completed as well as a few improvements at the park with materials donated by Trails End Landscaping. The sewer jetting project will being in the next couple months. The sewer jetting may cause some odors for residents.  

 

                                                                        Legal

                                                      Engineering

Committee Reports

                       

Board Member Comments

 

 

Adjournment: Motion was made by Trustee Tyler, seconded by Trustee Beach to adjourn the meeting; motion carried 7-0, Mayor Kipp, Trustee’s Baumgartner, Wafel, Beach, Sparrow, Gfeller, and Tyler voting yes. The meeting adjourned at 6:38p.m.

 

 

 

 

 

 

                        ATTEST:        

 

                                                 Debra L. Chumley, Town Clerk

 

 

                                                                                                                                   

Danny R. Kipp, Mayor