5:30 P.M. Board of Trustees Regular Meeting

Mayor Tenney called the Regular Meeting of the Board of Trustees of the Town of Monument, Colorado, to order at 5:30 P.M. at the Town Hall and declared all members of the Board present.

The following Board Members were Present:
    1. Mayor Tenney
    2. Trustee Delaney
    3. Trustee Leibovitz
    4. Trustee Morgan
    5. Trustee Schutz
    6. Trustee Smith
    7. Trustee Wilcox

Also Present:
   1. John Dominowski
   2. Tommie Plank
   3. Ernie Biggs
   4. Steve Prudhomme
   5. Rudy Byler
   6. John Buckley
   7. Chuck Chimento
   8. Bruce Likoff
   9. Mike Shoback
   10. Rick Sonnenburg

Mayor Tenney asked if anyone was present to address the issue of the Release of Surety for Soc n' Roll. No one was present. There was a motion by Trustee Delaney, seconded by Trustee Wilcox, to continue this item to the July 17 Board Meeting. The motion passed unanimously.

Mayor Tenney asked Mr. John Dominowski for a report regarding the status of the Town Arch. Mr. Dominowski stated weather and age had weakened the arch to the point it would have to have major costly repairs. Consequently, he was offering a plan for anyone in the community to offer a new design since a new arch might not cost much more than repairing the old arch. He requested Board approval of his plan (which we received) and to bring back a new design at the August 21 Board Meeting.

Mayor Tenney asked for a presentation from Ms. Tommie Plank on behalf of the Historic Downtown Merchants Association. Ms. Plank requested a $3,000 grant from the business license revenue for assistance with the renovation of the arch and a $3,000 grant for the Historic Downtown Signs. After a brief discussion, there was a motion by Trustee Delaney, seconded by Trustee Morgan, to approve the two grant applications. The motion passed unanimously.

Mayor Tenney asked for approval of the June 16, 2000 Board Meeting Minutes. There was a motion by Trustee Delaney, seconded by Trustee Schutz, to approve the June16 minutes. The motion passed unanimously.

There was a motion by Trustee Schutz, seconded by Trustee Wilcox, to go into Executive Session to discuss legal and personnel matters. The motion passed unanimously.

The Board came out of Executive Session.

Mayor Tenney asked for the Town Manager's report. Mr. Sonnenburg stated he had applied for a grant from Pikes Peak Area Council of Governments for financial assistance with the Town's Comprehensive Land Use Master Plan. He advised the Board that Public Works Administrative Assistant Rhonda Steele had resigned. Mr. Sonnenburg requested Board approval to acquire new financial software for $10,000. There was a motion by Trustee Delaney, seconded by Trustee Schutz, to purchase the new financial software. Mr. Sonnenburg reminded the Board of the joint meeting with the District #38 School Board on July 13. Mr. Sonnenburg mentioned the six-month outlook document. Mr. Sonnenburg asked for Board guidance regarding a June 22 letter from Mr. Richard Mowrey regarding some vacant industrial property in Synthes Industrial Park. The Board suggested a joint meeting with Mr. Mowrey. Mr. Sonnenburg mentioned the new monthly report from the Police Department. There were several questions and Mr. Sonnenburg was directed to bring back explanations at the July 17 meeting. Mr. Sonnenburg mentioned that CDOT denied the Town's grant for a pedestrian bridge over the Santa Fe Trail. Mr. Sonnenburg asked for Board guidance as to how to define when amendments to a development plan caused it to be classified as a new application, which needed to start over in the development process. The general consensus was to refer this research to Town Attorney Gary Shupp.

Mr. Sonnenburg informed the Board that Picture #12 won the citizen voting on June 16 for the most-representative Historic Picture. There was unanimous consensus for this picture to be copied, framed, and sent to the Colorado Municipal League in Denver to be mounted on one of their walls.

Mr. Shoback gave a brief presentation regarding options for funding the Town's portion of the repairs to Monument Dam. He indicated he was still waiting to hear from one financial source to confirm one of the options. He said he should have that information by the July 17 Board Meeting.

Mr. Sonnenburg presented the planning department's development checklists with the amendments made since the last Board Meeting. There was a motion by Trustee Wilcox, seconded by Trustee Schutz, to approve the use of the checklists. The motion passed unanimously.

Town Treasurer Mike Shoback presented the 1999 Budget Year-end Financial Report for the three funds -- General, Water, and Cemetery. The Board had several questions. There was also guidance for the format for the Year 2000 Budget.

There was a brief review of the 1999 Audit Engagement Letter. Mayor Tenney asked if the Board desired to have any extra features for the auditor to conduct. There were none.

Mayor Tenney reviewed a letter from Mr. Ken Olhausen, the coordinator of the Farmer's Market, regarding the status of the Market after two weeks on Second Street. Mr. Olhausen was pleased with the location and wished to continue. The Board concurred. Trustee Smith requested a "detour" sign on Second Street at Jefferson Street so drivers from Jefferson would not turn west on Second only to have to make a U-turn.

Mayor Tenney asked for a discussion of the Santa Fe Trails Water Allocation Agreement. Mr. Rudy Byler and his attorney, Mr. John Buckley III, were in attendance. Also, Mr. Chuck Chimento and his attorney, Mr. Bruce Likoff, were in attendance. Mr. Byler expressed his interest in the 9.2 acre feet of water he believed to be "excess" and has to transfer to another property. Mr. Chimento expressed his interest in concluding the water agreement so he could get his plat approved, signed, and recorded. Mr. Sonnenburg gave a report regarding his research into the recent history of this application since December, 1999. Mr. Sonnenburg also stated he believed the issue hinged upon the number of acres of the 7.2 acres (of open space dedicated to the Town) which need to be irrigated. He gave one example where one-half of a two-acre soccer field (the other half would be located on the John Laing Homes open space) would need to be irrigated necessitating a 2.5 acre feet dedication of water resources to the Town. After a considerable amount of additional discussion, the Board decided it could not reach a decision about the water agreement without input from Town Attorney Gary Shupp and decided to postpone this issue to a special meeting on Monday, July 10. The remaining conditions from the May 15 list would be scheduled for July 17.

Mayor Tenney introduced Ordinance #21-2000 amending the Town Code regarding the membership and qualifications of Planning Commission members. There was a motion by Trustee Schutz, seconded by Trustee Wilcox, to approve Ordinance #21. The motion passed unanimously.

Mayor Tenney introduced Ordinance #22-2000 amending the Town Code establishing limits on the number of Public Hearings (maximum of five with two being "major") per Board meeting. There was a motion by Trustee Smith, seconded by Trustee Schutz, to approve Ordinance #22. The motion passed unanimously.

Mayor Tenney introduced Ordinance #23-2000 amending the purchasing ordinance. Trustee Schutz expressed concern about the level when sealed bids are required. There was a motion by Trustee Wilcox, seconded by Trustee Schutz, to postpone this issue to the July 17 meeting to receive additional staff input. The motion passed unanimously.

Mayor Tenney introduced Resolution #29-2000 changing the Board meeting times to 6:00 P.M. There was a motion by Trustee Morgan, seconded by Trustee Wilcox, to approve Resolution #29-2000 setting the Board meeting times at 6:00 P.M. The motion passed unanimously.

Mayor Tenney read a communication from the Planning Commission requesting that Chairperson Betty Konarski and Commission Member Mark Hanson be placed on the Comprehensive Plan's Steering Committee, with Commission Member Leon Johnson as an alternate. There was a unanimous consensus for these appointments.

Mayor Tenney asked for a discussion of Mr. Sonnenburg's draft memo defining the roles of the Town's various advisory committees. After a brief discussion, there was unanimous consensus to postpone this item to the July 17 meeting.

Mr. Sonnenburg requested Board approval of the Letter of Intent with El Paso County to participate in the 800 MHz radio system planned for the year 2001, and to order the free allotment of radios and the extra radios. There was a motion by Trustee Delaney, seconded by Trustee Wilcox, to approve the Manager's three-part recommendation. The motion passed unanimously.

Mr. Sonnenburg presented a proposal from GMS Engineers to begin offering services to the Town as construction and development inspectors for $46 per hour. There was a motion by Trustee Wilcox, seconded by Trustee Schutz, to accept the proposal from GMS Engineers and to terminate the existing arrangement with the existing inspector. The motion passed unanimously.

Mr. Sonnenburg presented a letter from GMS Engineers recommending three consulting traffic engineers for the Board's consideration (since GMS Engineers, Inc. does not offer traffic engineering services). There was a unanimous consensus to interview two of the three recommended traffic engineering consulting firms (Transplan Associates and Turner, Collie & Braden) on July 17 with the assistance of GMS.

Mayor Tenney read a letter from the Regional Building Commission (RBC) inviting the Board of Trustees to nominate a Board member to serve on the RBC as a suburban member. There was a unanimous consensus to postpone this item to the July 17 meeting.

There was a motion by Trustee Smith, seconded by Trustee Wilcox, to go into session as the Liquor Board. The motion passed unanimously. Mayor Tenney asked for consideration of the liquor license renewal for La Casa Fiesta. There was a motion by Trustee Wilcox, seconded by Trustee Delaney, to approve the renewal of the liquor license for La Casa Fiesta. The motion passed unanimously. Mayor Tenney asked for consideration of the liquor license renewal for Seven Eleven. There was a motion by Trustee Wilcox, seconded by Trustee Delaney, to approve the Seven Eleven liquor license renewal. The motion passed unanimously. There was a motion by Trustee Smith, seconded by Trustee Delaney, to adjourn as the Liquor Board. The motion passed unanimously.

Trustee Morgan requested a discussion of the Board's media relations policy. He suggested an amendment to allow department heads to issue publicly accessible information such as ordinances. There was a motion by Trustee Wilcox, seconded by Trustee Morgan, to implement this amendment. The motion passed unanimously.

Mayor Tenney requested Board authorization to sign the five checks over $5,000. There was a motion by Trustee Wilcox, seconded by Trustee Schutz, approving this authorization. The motion passed unanimously.

There was a discussion regarding committee reports to the Board. There was a general consensus that the three primary advisory committees---Public Works, Parks and Landscape, and Police Advisory---report to the Board on a regular basis.

Mayor Tenney suggested the topic regarding the enforcement of existing ordinances be postponed to the July 17 meeting. The Board unanimously concurred.

There was a motion by Trustee Wilcox, seconded by Trustee Schutz, to go into Executive Session to discuss legal issues and personnel issues. The motion passed unanimously.

The Board came out of Executive Session.

There was a motion by Trustee Morgan, seconded by Trustee Wilcox, to adjourn. The motion passed unanimously at 10:40 P.M.

Respectfully Submitted,

Rick Sonnenburg, Acting Town Clerk