6:30 P.M. BOARD OF TRUSTEES SPECIAL MEETING

Mayor Leon Tenney called the Special Meeting of the Board of Trustees of the Town of Monument, El Paso County, Colorado, to order at 5:30 P.M. on Thursday, May 25, 2000 at the Town Hall.

At the call of the roll, the following were in attendance:

Trustee Edgar DeLaney
Trustee W. Lowell Morgan
Trustee Kristi Schutz
Trustee Glenda Smith
Trustee Steve Wilcox

Also Present:

Rick Sonnenburg, Town Administrator
Gary L. Shupp, Town Attorney
Audrey Auer, Town Clerk
Becky King, Planning Assistant

Trustee Wilcox moved to appoint James Sykes to the Public Works Committee; seconded by Trustee Schutz; motion carried unanimously.

The Board briefly discussed the impact fees valuation and methodologies as presented in the final report date May 19, 2000 by Integrated Utilities Group (lUG.) For valuation, the Board decided to use the replacement cost new less depreciation. The Board decided to use proportionate cost methodology. Mayor Tenney stated that an Ordinance would need to be passed for impact fees by mid-June.

Ken Olhausen, owner of the Farmers Market informed the Board that Limbach Park would be a workable location for the Farmers Market. A few alternatives were discussed, such as the Lewis Palmer School District Administration parking lot, Second Street between Washington Street and the alley, and Limbach Park. Olhausen stated that he would be willing to hold the Farmers Market on Second Street between Washington Street and the Town Hall alley, and if it turns out that this location is not feasible, he would be willing to relocate it per the Board’s direction (this would be put in writing.) Trustee Wilcox moved to approve a Resolution authorizing the temporary closing of Second Street between Washington Street and the Town Hall alley for the Farmers Market June 17 through October 14 from 6:00 a.m. to 2:00 p.m.; seconded by Trustee Smith; motion carried unanimously.

John Dominowski asked who would close off Second Street for the Farmers Market and Mayor Tenney asked Town Manager Rick Sonnenburg to contact the Police Department and the Public Works Department to see if a special barrier is needed for this purpose.

Resolution to Close Jefferson Street for Sock Hop Dance on June 16

Cathy Roscio, owner of Scoops of Monument informed the Board that she wanted to hold a Sock Hop Dance on June 16 in conjunction with the street lighting ceremony and she requested that the Board approve a Resolution allowing her to close off Jefferson Street for the event. It was requested that Mayor Tenney switch the streetlights on for the ceremony at 9:30 p.m. on June 16. Trustee Wilcox moved to approve Resolution 25-2000 authorizing the temporary closing of Jefferson Street for a community event; seconded by Trustee Schutz; motion carried unanimously.

Sonnenburg informed the Board that some of the bids received for the street sweeper did not meet specifications, and the lowest bidder meeting specifications was MacDonald Equipment for a Johnston brand 2V3000 street sweeper at $75,938.00. Trustee Wilcox moved to purchase the Johnston brand street sweeper from MacDonald Equipment for $75,938.00; seconded by Trustee Smith; motion carried unanimously. (The Board previously approved an increase in the FY 2000 budget and appropriated funds for this purpose.)

Mayor Tenney informed the Board that according to Ted Bauman of School District 38, the Town sets the impact fees amount that goes to the school; Mayor Tenney suggested that the Town look into adjusting these fees.

Trustee Morgan moved to approve an increase in the FY 2000 budget and appropriated funds for a $20,000.00 cost for the initial impact fee study by lUG; seconded by Trustee Schutz; motion carried unanimously.

The Board had a lengthy discussion regarding the planning process. The Board discussed the list of current applicants and their progress, and they agreed that if an Applicant has no activity in 12 months their application is deemed withdrawn. Mayor Tenney also suggested that the Home Rule Charter Commission address the water tap issue and how transfers are authorized, and he suggested that the Board address the issue of detention ponds. The Board further agreed that with respect to private road systems, the Town would not provide public services to private roads.

Next, the Board discussed the checklists prepared by staff for each of the seven (7) types of planning applications. Sonnenburg explained that for each type of application, there is a standard application form, and applicant checklist, a staff checklist, a referral checklist and a conditions checklist. Mayor Tenney expressed his satisfaction with said checklists. After a brief discussion, the Board directed staff to amplify section 3 of the checklists in order to provide space for specific agencies who must review the project (such as the school district or sanitation district.)

The Board discussed minor re-plats in particular. It was suggested that such items not be taken before the Board but rather be approved by staff or the Planning Commission only.

Trustee Morgan suggested that each subcommittee of the Town be given only one set of maps per application, and each Board member and Planning Commission member be given individual copies of the set of maps. The Board agreed with this suggestion.

Mayor Tenney suggested that each subcommittee and the Planning Commission specify which Items should be added to the checklist for their committee. The Board directed staff to make the changes as indicated earlier to the checklists and distribute the checklists to the Board, the Planning Commission and each subcommittee for their review and input. In addition, Mayor Tenney stated that staff should also include rezoning and annexation checklists.

Mayor Tenney further stated that the Town must have an enforcement mechanism in order to ensure that the requirements are met by the applicants.

Dale Turner suggested the following to the Board: distribute 11 x 17 inch copies of the maps to the Board members, Planning Commission members and subcommittee members, and require that commercial projects be brought to the Board for their approval.

Sonnenburg informed the Board that there are at least twenty consultants in Colorado Springs and Denver and he will send them requests for proposals to see if they would be interested in serving as consultants in the Comprehensive Plan process.

Shupp informed the Board that this Ordinance allows the Board to determine their meeting times by Resolution. Trustee Schutz moved to read by Title only Ordinance No. 8-2000. A discussion followed regarding whether it is necessary to read the Ordinance by title only. After reviewing the Town Code, Shupp stated that the Town Code requires that an Ordinance be read either in full or by title only. Shupp stated that the process he is familiar with is one with two readings of the Ordinance, but he suggested that the Board follow the process they are familiar with at this time. Town Clerk Audrey Auer read by title only Ordinance No. 8-2000. Trustee DeLaney moved to approve Ordinance No. 8-2000; seconded by Trustee Schutz; motion carried unanimously.

Mayor Tenney suggested that the Board have pizza for the June 1 Board meeting (at the beginning of the meeting.)

Trustee Schutz moved to approve the following checks: $58,200.00 for Kansas Highway Patrol Car Fund, $20,113.25 for United States Dept. of Agriculture, and $12,273.75 for Norwest Bank Colorado, N.A. The Board informed staff that they would like more information regarding the $6,608.03 check to Kolbe Striping, Inc. before they approve it.

Engineering Services Agreement with GMS Consulting Engineers

Trustee Schutz questioned who GMS Consulting Engineers would be replacing and Mayor Tenney responded that they would replace Black and Veatch. Trustee Smith questioned whether GMS Consulting Engineers are less costly than Black and Veatch and Trustee Morgan responded that it is his understanding that they are cheaper and yet they are quick and efficient. Trustee Schutz moved to approve the GMS Engineering Services Agreement and to authorize Mayor Tenney to execute said agreement; seconded by Trustee Morgan; motion carried unanimously.

Trustee Schutz moved to approve the Minutes of the May 15 Regular Meeting and the Minutes of the May 17 Special Meeting; seconded by Trustee DeLaney; motion carried unanimously.

Trustee Schutz volunteered to serve on the Board of Adjustments. Trustee Smith moved to approve Trustee Schutz as the Trustee representative to the Board of Adjustments; seconded by Trustee DeLaney; motion carried unanimously.

Trustee Schutz moved to go into Executive Session to discuss legal and personnel matters; seconded by Trustee Smith; motion carried unanimously.

There being no further business, at 9:38 p.m. there was a motion by Trustee DeLaney, seconded by Trustee Wilcox, to adjourn. The motion carried unanimously.

Respectfully submitted,

Audrey Auer

Town Clerk