TOWN OF MONUMENT
MINUTES OF THE BOARD OF TRUSTEES
REGULAR MEETING
MONDAY, AUGUST 21, 2000
6:00 P.M. Board of Trustees Regular Meeting
Mayor Tenney called this Regular Meeting of the Board of Trustees of the Town of Monument, Colorado to order at 6:05 P.M. at the Town Hall. At the call of the roll, the following Board members were present:
TOWN COUNCIL:
Absent from meeting: Trustee Schutz
TOWN STAFF:
Rick Sonnenburg, Town Manager
Gary Shupp, Town Attorney
Michael Shoback, Treasurer & Clerk
Ken Hammer, Assistant Town Manager / Town Planner
Also present were:
New Assistant Town Manager/Town Planner:
The Board recognized Mr. Ken Hammer, Assistant Town Manager / Town Planner.
Status Report on Town Arch:
Mr. Dominowski indicated that the Arch Committee recommends that the Town Arch be repaired and re-installed at the location on 3rd Street rather than be re-designed He noted a lack of consensus about a new design concept and the future prospect of 2nd Street becoming the main entry into the Town. The Engineer indicated that the Arch could be repaired and welded without presenting a safety hazard; and the Committee felt that installation at the old site would be cost effective pending connection of 2nd Street to Highway 105. The Arch would last another 9 years. The Board concurred.
Status Report on Signs for Historic Downtown Monument:
The Board expressed concern over the status of the signs for which the Town paid $3,000.00 earlier this year and noted that they would like to know the status. Trustee Smith suggested that the Park & Landscape Committee should report on this.
Status Report on Monument Lake Dam:
Dave Frisch of GMS Engineering reported that the firm of Boyle Engineering was completing their plan for the repair of the Dam, Spillway, Outlet Pipes and dredging of the Lake. The Plan should be completed by November 9, 2000 and ready to request bid proposals on November 15th Given the normal 3 week period to bid; the bids would be opened approximately December 6th. Work on the Spillway would require 9 weeks from start to finish. We hoped that work would begin in January 2001. The Mayor informed the Board that El Paso County must approve the bid and contractor; and they will not be able to accomplish this until February 9, 2001. This creates a dilemma in timing which could not be resolved at this meeting . Dave Frisch suggested that permitting GMS and Town staff to work directly with the County might shorten the time.
A copy of the submerged inlet box structure was provided to the Board and several options that were investigated by a contract diver and are available to the Town to temporarily stop the uncontrolled flow of water from the Lake were discussed by GMS:
1. The inlet box could be accessed from the downstream outlet and plugged
• This was not considered a good option;
2. The inlet box could be plugged by inflating a device within its metal bar housing which would cutoff the outflow of water
• This also was not considered a good option;
3. Plates, (a "hat"), could be fabricated around the inlet housing box.
• This was considered the best option
Accomplishing this work after the lake was drained and during the dredging process would be less difficult and less expensive. The Mayor indicated that it may not be necessary to drain the lake to complete the work on the dam and dredge the lake; and that this may better preserve the lake ecology. The Mayor and Dave Frisch felt that option #3 could be accomplished within 1-2 weeks. A sketch of the submersed inlet was provided to the Board and the options were discussed at length . Dave Frisch was instructed to continue to evaluate the feasibility of option #3 and to bring back a cost estimate to the Board at the September 5th Board meeting
The Board further considered whether or not the outlet valve should be repaired rather than replaced to save cost. It was decided that for the long term benefit that it would be better to replace the equipment than to receive a short term gain in cost by repairs. The Mayor requested that we receive a cost estimate from GMS comparing repairs to replacement.
Mr. Joshua Baron’s reguest for reduced speed on Trumball Lane:
Mr. Baron indicated he had recently obtained his driver’s license and expressed concern over the speed of drivers at this location. He requested that the speed limit be lowered from 25 mph to 20 mph. Mr. Baron indicated that there were other locations in Town other than in school zones where the speed limit was reduced from 25 mph . Several Trustees were not sure if this was the case. The Town Manager suggested that the Town seek a traffic study from its new traffic engineering firm to evaluate this issue. The Town attorney and the Board concurred
Approval of Minutes:
• Board approved Minutes of Board Meeting July 17, 2000 (6 for 0 against);
• Board approved Minutes of Board Meeting August 1, 2000 (6 for 0 against);
• Board approved Minutes of Board Meeting August 15, 2000 (6 for 0 against).
Trustee Delaney moved that the Board accept the Minutes noted above. The motion was seconded by Trustee Smith and the motion passed unanimously, (6 for and 0 against).
Town Manager’s Report:
Mr. Sonneburg informed the Board that Well #1 was back in service;
Mr. Sonnenburg informed the Board that three of four new Police Cars were placed into service with the fourth expected to be in service within one week or so;
Mr. Sonnenburg presented the Police Department’s monthly activity report;
A written response will be made to the State Auditor on the 1998 Financial Audit over the Mayor’s signature;
Mr. Sonnenburg presented his recommended FY 2001 Budget timetable;
The Board indicated its desire to have a Board Workshop on October 10th at 6:00 pm to discuss the FY 2001 Budget. The Mayor indicated his desire for the Town’s various committees to have input into the FY 2001 Budget prior to October 10th Board Workshop;
The Board indicated that the next Board Meeting would be changed from September 4th to September 5th due to a national holiday on the 4th;
The Board indicated its desire that a Town representative attend the Colorado Division of Housing Application Workshop in Pueblo on December 1, 2000;
The Board granted Mr. Sonnenburg’s request for a vacation on September 7th and 8th and for September 11th and 12th. The Board indicated that except in unusual circumstances, the Town Manager should be free to schedule his vacation and delegate the manager’s authority during his absence without asking any special action by the Board;
The Board approved an increase in the budget from $10,000 to $20,000 to acquire and implement new accounting and financial software for the Town (The Board had previously approved a budget of $10,000 for software identified as MD9O through Sage Inc. However, the cost of the software and training was subsequently increased to $14,000 - $18,000 total).
MasterBilt Homes — Developer — Jack Weipking:
The Mayor requested that the Board permit Mr. Weipking, a developer, to make a presentation of his neighborhood concept to the Board. Mr. Weipking presented his "traditional neighborhood", (TND), pedestrian village concept which included homes designed with garages not visible from the front of homes and sidewalks close to the front of the homes. Photos of model homes were distributed to the Board.
The Santa Fe Trails Townhomes subdivision, (Byler project), has been sold to this developer. The concept is the northern 10 acres to be residential (PRD); and the southern 10 acres to be commercial (PCD). Homes would be upscale and carry a higher price. A Town well site is dedicated.
The Board took a 10 minute break from 7:25 pm until 7:35 pm
Appointment of Planning Consultant for Comprehensive Plan:
This matter was postponed until the next Board Meeting to allow the new Town Planner to evaluate and prepare a recommendation for the Town Manager, Consultant Selection Committee and the Board
Input — Planning & Advisory Committees: Ratio of New Residential Structure to Land Area; Maximum Size of New Commercial Structures
The Board did not wish to comment on this at this meeting but did receive information as follows:
John Heiser commented that this should be covered in the Comprehensive Plan. Mr. Heiser and Jim Moore have been assisting the Board by reviewing and documenting all Ordinances, Resolutions and Minutes related to this topic, land use issues; and then relating them to the County Assessor’s listing on zoning & land use.
The Board was invited to join the Planning Commission at their next meeting (scheduled for September 13th at 6:30 pm). The Mayor suggested that over the next 45 days that the Board work toward development of a community "vision" as a part of the Comprehensive Plan with the Town Planner and the Planning Consultant they select.
The next Comprehensive Plan Committee Meeting is scheduled for September 11th
Financial Report — 6 Months YTD FY 2000 & Monthly (June):
The Town Treasurer presented the six months YTD results to the Board; and noted the following:
• The 1st payroll in FY 2000 seems to have been recorded to FY 1999 - This will be corrected on the report provided next month;
• The Police Budget appeared to be different from the approved budget;
- The Treasurer was asked to review and report on this issue;
- The Treasurer indicated that a major reason for the increase in vehicle maintenance cost for the Police Department was that they were unable to purchase and put the newer vehicles into service early in the year. This resulted in increased maintenance on older vehicles; and in one particularly troublesome vehicles, (Chevrolet), which has historically been a maintenance problem. The Treasurer also reported that with the newer vehicles in service; with the current practice of closely identifying specific maintenance activity and costs by vehicles through a spreadsheet format; and the action of the Police Chief in assigning two specific officers to each vehicle only; we believed that we will be able to better monitor and control vehicle maintenance costs in the Police Dept.
- The Treasurer pointed out that $54,897.90 in COPS GRANT reimbursements was received by the Town in June through a wire transfer of funds. $38,935.16 of this amount are a reimbursement to the Town for Police Salaries & Benefits paid in 1999. This $38,935.16 will be added to FUND BALANCE and WILL NOT be used to offset Police Payroll & Benefits costs paid out in FY 2000. The remaining $15,962.74 plo $55,897.90 is the COPS GRANT reimbursement for Police Payroll & Expenses paid during the 1st Quarter of FY 2000;
• The Board requested that information on Pass Through Retainers be included in the next report;
• The Board approved the form of the report to be used for future reports;
• The Town must have the General Sales Tax collected and reported by the Colorado Department of Revenue. This results in a two month lag from collection to reporting and receipt of this revenue by the Town. As a result, the earliest that the Treasurer would be able to include this major source of Town revenue in the monthly financial report(s) is at the 2nd Board Meeting of the month which is two months after the close of the month being reported.
- The Board indicated a preference to receive the actual figures rather than a report with no General Sales Tax figures and agreed to accept the two month lag in receiving monthly reports . This results in the following monthly financial reports being provided as follows:
Month reported: July 2000 - Board Meeting: September 18, 2000
Month reported: August 2000 - Board Meeting: October 16, 2000
Month reported: September 2000 - Board Meeting: November 20, 2000
Month reported: October 2000 - Board Meeting: December 18, 2000
Month reported: November 2000 - Board Meeting: January 15, 2001
Month reported: December 2000 - Board Meeting: February 19, 2001
CDOT Study of Environmental Noise Level:
Trustee Smith indicated this subject came up at a recent PPACG meeting and commented on whether or not the Board wished to look into this as it respects the railroad which runs through Town. Discussion of this matter was postponed until a future Board Meeting
Revision of Development Plans Which Requires a New Application:
Discussion of this matter was postponed until the next Board Meeting to permit the Town Attorney and the Town Planner to prepare a recommendation.
Soc N’ Roll Surety:
Mr. Sonnenburg advised that the items which the Board required to be completed had been completed. Trustee Smith moved that the Board release the surety. The motion was seconded by Trustee Wilcox and the motion passed unanimously, (6 for and 0 against).
Process to Fill Vacant Park & Recreation Committee Seat:
The Mayor indicated he would speak with John Dworak as a possible candidate to fill this vacant seat
Roles of Advisory Commitees:
Discussion of this matter was postponed until the next Board Meeting
Two Recommendations from Public Works Committee:
1. Off-Street Parking : The Mayor advised that El Paso County does not allow on street parking. The Committee recommended that the Town amend Section 13, 15.130.A./9(a) of the Zoning Ordinance to prohibit using driveway spaces to count for the "parking" requirement.
Two-foot contours on final plats
The Committee recommended that Section 12.13.010(12-b) of the Sub-Division Ordinance be amended to delete the requirement of two-foot contours being shown on final plats.
Both #1 and #2 were directed to the Planning Commission for review.
2. Size of Residential & Commercial Structures: and
Committee Roles:Discussion by the Board was postponed
Storm Drainage — 2nd Street & 3rd Street (Santa Fe Trails Crossing) Mr. Heiser suggested curb, gutter and storm sewers on 2nd and 3rd Street. Mr. Dominowski indicated that this was a need which has not been addressed by the Town for many years. The Mayor advised that the Town would not lose the monies budgeted and appropriated at the end of the year if they were not spent. The Board could re-budget and re-appropriate the monies in the FY 2001 Budget. The Mayor suggested that would be a more prudent use of public monies rather than spending the money on projects which would later have to be reconstructed or designed to conform to the overall comprehensive plan. More efficiently directing storm water flow to the downtown and Front Street area from 3rd Street at this time would only move rather than fix the problem. The Mayor suggested that this should be discussed in the Budget Workshop(s) for FY 2001 GMS confirmed that at the present time there was no design, no study and no plan to work from. Both GMS and the Town Manager suggested that this would be an issue that the new Public Works Director could provide assistance with. The Treasurer indicated to the Board and to the Public that the Board was aware of the need and had identified it within the FY 2000 and FY 2001 Capital Improvement Budget:
$300,000 Sewer: 3rd Street (FY 2000)
$300,000 Sewer: Front Street (FY 2001)
$ 50,000 Curbs: 3rd Street (FY 2001)
$ 50,000 Curbs: Front Street (FY 2001)
Ordinance #26-2000: Associate Members to Boards & Commissions:
Mayor Tenney advised the Board that several Boards were having difficulty with attendance — meeting the quorum requirements. The Ordinance would provide for the appointment of Associate Members to solve the problem. Trustee Morgan moved that the Board adopt the Ordinance . The motion was seconded by Trustee Wilcox and the motion passed unanimously, (6 for and 0 against).
Ordinance #27-2000: Town Code Final Approval & Definition of Replat:
Mayor Tenney explained that the newly adopted checklists anticipated minor plats and replats being staff approved . Section 12.10 of the Subdivision Ordinance would need to be amended . Trustee Delaney moved that the Board adopt the Ordinance. The motion was seconded by Trustee Morgan and the motion passed unanimously, (6 forand 0 against).
Ordinance #28-2000: Town Code — Sketch Plats and Sketch PD Site plans by the Planning Commission:
Mayor Tenney explained that the Board-approved Development Checklists anticipated sketch plats and sketch PD site plans being approved by the Planning Commission without Board of Trustee approval. To accommodate this, several sections of the Town Code would need to be amended. Ordinance #28-2000 implements this. Trustee Wilcox moved that the Board adopt the Ordinance. The motion was seconded by Trustee Smith and the motion passed unanimously, (6 for and 0 against).
Ordinance #29-2000: Establishing the Water Fund as an Enterprise Fund:
John Dominowski inquired on whether or not such action would be adverse to the Town in the future. The Town Attorney indicated that he did not feel that there would be any adverse consequences and that the effective date of the Ordinance could actually go back to 1992. However, the Board agreed that making it effective on January 1, 2000 would be acceptable. The Mayor inquired how any monies which might be received from The Division of Wildlife would be handled. Both the Town Attorney and the Treasurer responded that such monies would be for recreation purposes and would be received into the General Fund rather than the Water Fund (Enterprise Fund). Therefore the 10% limitation of governmental agency support would not be violated. The Town Attorney and the Mayor also commented that the $1,000,000 contribution by El Paso County was limited to their portion of the cost to repair & reconstruct the Dam. As a result, it too would not be considered as any supporting funds to the Water Fund, (Enterprise Fund); and therefore would not violate the 10% governmental contribution limit. The Mayor indicated that there was no urgency in passing the Ordinance and the Town Attorney indicated that he would research the matter further and report back to the Board at the next meeting. The Board postponed adoption of the Ordinance to the next Board Meeting on September 5th pending a legal opinion from the Town Attorney.
Ordinance #30-2000: Designating "Committed Areas"
The Board was advised by the Town Attorney that they should take action prior to the certification of the November ballot issue regarding their ability to develop this vacant land within the Town limits. The Board could adopt this Ordinance as an Emergency Ordinance at the next Board Meeting on September 5th The Board desired to study this issue more thoroughly and there was unanimous consensus to postpone adoption of the Ordinance until the next Board Meeting.
Resolution #32-2000: Establishing Certified Development Applications:
The Town Attorney advised that certified development applications would be needed if the growth initiative on the November 2000 Ballot passed. He recommended approval of such applications as a contingency via Resolution #32-2000. Trustee Smith moved that the Board adopt the Resolution. The motion was seconded by Trustee Wilcox and the motion passed unanimously, (6 for and 0 against).
Revised Intergovernmental Agreement with E-911 Board:
Mr. Sonnenburg presented a revised l.G.A. with several housekeeping changes. Trustee Wilcox moved that the Board approve execution of the Agreement. The motion was seconded by Trustee Delaney and the motion passed unanimously, (6 for and 0 against).
Resolution #33-2000: Authorizing Application for GOCO Recreation Grant:
During 1999 several grants were submitted to Lottery Fund financing but were turned down for lack of community support. The Town Manager asked the Board to approve resubmitting the Grants for:
1. $130,000 - Dirty Woman Park (Restroom)
2. $ 13,000 - Lavelett Park (Shelter/Gazebo)
3. $ 42,000 - Limbach Park (Shelter/Gazebo)
Trustee Delaney moved that the Board adopt the Resolution. The motion was seconded by Trustee Wilcox and the motion passed unanimously, (6 for and 0 against).
Appointment of Planning Commission Representative to Board of Adjustment:
The Town Manager noted vacancies on the Board of Adjustment and recommended the appointment of the following members of the Planning Commission as one regular and one alternate representative on the Board of Adjustment:
REGULAR MEMBER: Leon Johnson ALTERNATE: Joe Martin
Trustee Wilcox moved that the Board appoint the above citizens as representatives of the Planning Commision onthe Board of Adjustment. The motion was seconded by Trustee Smith and the motion passed unanimously, (6 for and 0 against).
Appointment "Regular" Member to the Board of Adjustment
The Board was advised that there had been no interest received to date from a person willing to fill the vacant position . The Mayor suggested waiting several months and then re-advertise to fill the vacancies. The Board agreed to continue to advertise to fill the openings.
Agreement to Place Outdoor Furniture at the Town Hall Plaza:
The Board unanimously approved execution of the Agreement.
Developers’ Practice of Stripping Vegetation:
The Board expressed concern over the blanket stripping of vegetation in the practice of development & construction on the land noting that the Town may have a problem through the winter when construction and landscaping activities are reduced. The Board postponed action on this subject until a future Board Meeting.
Committee Reports
PPACG: Trustee Smith advised of concerns regarding traffic congestion surrounding the lnterquest Parkway north of Colorado Springs. Trustee Wilcox indicated that connecting Powers Boulevard to lnterquest Parkway may exceed its safe capacity to handle the increased high speed traffic.
BRR TA: Trustee Wilcox advised that the traffic signal at the intersection of Baptist Road and Leather Chaps is a priority and is estimated to cost from $53,000 - $160,000. The developer has expressed a willingness to install a temporary signal but that the electrical power does not extend through the intersection. There will be a meeting in Colorado Springs on November 10th.
Liquor License : Renewal for Safeway:
The Town Attorney advised the Board that it did not have to convene separately as a Liquor Board to consider renewal of this license. The Board considered the liquor license renewal for Safeway. Trustee Morgan moved that the Board approve the renewal of the liquor license for Safeway. The motion was seconded by Trustee Wilcox and the motion passed unanimously, (6 for and 0 against).
Angled Parking on 2nd Street:
Trustee Smith expressed concern regarding vehicular safety due to restricted visibility of eastbound traffic on 2nd Street for vehicles exiting Northbound from the Town parking lot onto 2nd Street. Trustee Smith also inquired on whether or not the Town planning and permit process was followed prior to installing the angled parking . Mayor Tenney indicated that he recalled discussing the subject at a BOT Meeting and that the Board approved the parking change as a test . Several Trustees indicated that they recalled the discussion and the vote. Trustees Morgan and Delaney & Mayor Tenney indicated that they were pleased with the angled parking and suggested that angled parking be extended eastward on the south side of 2nd Street to the end of the block. Trustee Smith advised she could support that effort as long as the Town planning and permitting process were followed and requested that the Town Manager review the ordinances. The Board then unanimously decided to refer this to the appropriate Committees for review and a recommendation to the Board for extending the angled parking eastward on 2nd Street.
NEW Additions / Issues added to the BOT Agenda
Resolution #34-2000: Board Commitment to connect 2nd Street to Hwy 105:
Mayor Tenney introduced this Resolution indicating that there was a meeting recently with the developers proposing to connect Jackson Creek Parkway to Highway 105. Due to traffic flow issues and participation by CDOT it was important for the Town to formally commit to extending 2nd Street east and connect with Highway 105. The next meeting was scheduled for September 18th. Trustee Wilcox moved that the Board adopt this Resolution. The motion was seconded by Trustee Morgan and the motion passed unanimously, (6 for and 0 against).
Sidewalk Gap on 2nd Street Between Post Office & Credit Union:
Trustee Morgan noted that there is a fifteen foot gap in the sidewalk at this location; and that during wet weather it becomes muddy. The Town Manager indicated that he would investigate and report back to the Board.
El Paso County Proposed Maintenance Site Between I-25 and Jackson Creek Adjacent to Struthers Road North of Brookharts:
Mayor Tenney advised the Board that the County was considering locating a maintenance facility at this location . The site is not within the Town but is being considered for annexation by the Town. The Board noted that the site:
• Would have no access when Struthers Road was reconfigured and shut down; Did not conform with the County, Monument and Tn View Metro District Master Plan
• Did not conform with the 1-25 Vision Concept Plan.
• Would need an Environmental Impact Study;
• Would require extensive landscaping which may not be effective;
• Would contain a building having doors of 20 ft in height and a 25 ft sand pile.
Trustee Smith moved to request the Mayor to write a letter to the County expressing the Town’s concern and opposition. The motion was seconded by Trustee Morgan and the motion passed unanimously, (6 for and 0 against).
Colorado Springs — Chaparral Hills — Waiver of 300 Year Water Requirement:
Mayor Tenney advised the Board that Colorado Springs was considering a waiver of the 300 year standard for the above development south of Chaparral Hills. He noted that this development would produce significant traffic impact to I-25 and the Town. Trustee Delaney moved to request the Mayor to express the Town’s belief that this should be a part of the Baptist Road Rural Development Authority, (BRRTA). The motion was seconded by Trustee Smith and the motion passed unanimously, (6 for and 0 against).
Resignation of Wendy Wedge from the Police Advisory Committee and Patricia Powell from the Home Rule Charter Commission:
Mayor Tenney advised the Board of these resignations.
Bonus Payments to Three Town Staff:
Mayor Tenney suggested that the Town reward three Town staff for their efforts over the past months to continue with critical operations in absence of a Town Planner and the loss of several staff members in the Water Dept. Trustee Wilcox moved that the Board approve the following bonus payments. The motion was seconded by Trustee Morgan and the motion passed unanimously, (6 for and 0 against);
BONUS: $1,000.00 Payable to Ron Rathburn (Water Department)
BONUS: $ 500.00 Payable to Rod Wilson (Water Department)
BONUS: $ 500.00 Payable to Becky King (Planning Department)
Payment Checks — Excess of $5,000 Each — Mayor Signature Authorized:
Mayor Tenney requested the Board to approve his execution of the payment checks reported to the Board in excess of $5,000 each and listed below:
$ 8,588.21 Check# 658 Mountain View Electric
$ 6,180.17 Check# 675 GMS Consulting
$ 7,197.80 Check# 676 GMS Consulting
$ 6,007.51 Check# 679 Halepaska & Associates
$15,041.43 Check# 680 Integrated Utilities Group
$22,852.52 Check# 735 One Stop COP Shop
Trustee Delaney moved to approve payment. The motion was seconded by Trustee Wilcox and the motion passed unanimously, (6 for and 0 against);
PUBLIC COMMENT:
Ernie Biggs asked how many executive sessions were held by the Board since the last BOT Meeting. The Board responded that there had been 1 executive session and another on August 1st.
Executive Session:
At 9:55 pm Trustee Wilcox moved that the Board of Trustees adjourn to executive Session to discuss legal and personnel matters with the Town Attorney and Town Manager. The motion was seconded by Trustee Morgan and the motion passed unanimously (6 for and 0 against).
At 11:20 pm the Board came out of Executive Session.
Adjournment
At 11:21 pm Trustee Morgan moved that the meeting be adjourned. Trustee Wilcox seconded the motion and the motion passed unanimously (6 for and 0 against). The meeting was adjourned at 11:21 pm.
Respectfully Submitted,
Mike Shoback, Town Treasurer / Town Clerk