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HomeMy WebLinkAboutMinutes 10/14/03 PUBLIC HEARING OCTOBER 14, 2003 Present: Michael Gallagher Am Menconi Tom Stone Diane Mauriello Jack Ingstad Teak J. Simonton Chairman Commissioner Commissioner County Attorney County Administrator Clerk to the Board This being a scheduled Public Hearing the following items were presented to the Board of County Commissioners for their consideration: Executive Session Chairman Gallagher stated the first item before the Board was an Executive Session. Commissioner Stone moved the Board go into Executive Session for the purpose of receiving legal advice concerning issues regarding a proposed lease agreement between the County and Western Eagle County Metropolitan District, legal advice concerning Old State Wagon Road and Amy Smith- Kenyon and Evan Demuth both zoning and building violations and possible pending litigation which are appropriate topics for discussion pursuant to C.R.S. 24-6-402(4)(a) and(b). Commissioner Menconi seconded the motion. The vote was declared unanimous. Commissioner Stone moved to adjourn from Executive Session and reconvene into the regular meeting. Commissioner Menconi seconded the motion. The vote was declared unanimous. Consent Agenda Chairman Gallagher stated the next item before the Board was the Consent Agenda as follows: A) Approval of bill paying for the week of October 13,2003 Subject to review by the County Administrator B) Approval of payroll for October 16,2003 Subject to review by the County Administrator C) Approval of the minutes of the Eagle Board of County Commissioners meetings for September 16 and September 17, 2003 D) Assistance Agreement with the Bureau of Land Management for wildfire mitigation of at-risk communities E) Agreement concerning improvements to Highway 6 associated with Miller Ranch Road and Arrowhead River Road F) Resolution 2003-134, approving a County qualified mortgage credit certificate program and authorizing representatives of the county to take action incidental thereto. Chairman Gallagher asked the Attorney's Office if there were any changes to the Consent Agenda. Diane Mauriello, County Attorney, stated that there were no comments or revisions. Commissioner Stone moved to approve the Consent Agenda as presented. Commissioner Menconi seconded the motion. The vote was declared unanimous. 1 October 14, 2003 Plat and Resolution Signing Cliff Simonton, Planner, presented the following plats and resolutions for the Board's consideration: Resolution 2003-135, To Approve an Amendment the Amended and Restated Cordillera Planned Unit Development Control Guide (Eagle County File No. PDA-00044). The Board considered the Applicant's request on September 23rd, 2003. Commissioner Menconi moved to approve Resolution 2003-135, approving an amendment to the Amended and Restated Cordillera PUD Control Guide, file number PDA-00044. Commissioner Stone seconded the motion. The vote was declared unanimous. Transmittal of Proposed 2004 County Budget Budget Message Jack Ingstad, County Administrator, stated the next item before the Board was the transmittal of the proposed 2004 County Budget and the budget message. Mr. Ingstad highlighted the budget message as follows and related he was pleased to provide the Board with the first draft of the proposed Fiscal Year 2004 Budget. The draft budget is balanced and conservative while maintaining Eagle County services at or above current year levels. As the Board knows, it is important to remain conservative and keep the budget balanced during this period of economic uncertainty. We are developing the budget with a brighter economic outlook for next year. As they finalize the County budget they will want to take a closer look at indicators including early snow conditions and reservation bookings for 2004. Budget Highlights The proposed budget is $75,413,540. A balanced budget was accomplished with a 2.5% cut across the board to all general fund line items. Next year staffing is also reduced by 5 employees from the 2003 adopted budget. We would accomplish the reductions through position vacancies. Proposed spending is $12.8 million less than our actual spending in FY 2003. Budget transfers from other funds in the amount of $2,030,000 adds to our general fund balance Health insurance is funded without reduction in employee benefits or additional contributions from employees Employee merit increases are fully funded An employee market study will be completed in FY 2004. The budget anticipates $ 3.5 million in capital spending. Capital requests exceed $77,000,000. The Board will have to make difficult decisions on which capital projects to fund. Revenue projections for FY 2004 are somewhat more optimistic and include the following: Sales Tax revenue for the current year is up 5.8% from 2002. The budget anticipates an increase of 5% in FY 2004. Property Tax revenue (exclusive ofthe new Open Space Tax) is expected to decrease by 2.7% in FY 2004 primarily because of reductions in assessed valuations on real property. Building Fee revenues for 2004 are budgeted to increase 14.9% from 2003 levels. We expect Interest Income to be off 14.3% in FY 2004. The proposed budget now stands at $75,413,540 with $2,970,185 revenues in excess of expenditures in the General Fund. Expenditures for 2003 are expected to be $88,257,628. The following guidelines have continued to steer budget preparation: Continue our core business at a high level of quality Keep revenue forecasts at conservative levels 2 October 14,2003 Evaluate existing program efficiencies and staffing levels Maintain a quality work force and training opportunities Maintain quality facilities, roads and motor pool equipment. Do not set the stage for maintenance backlogs to accomplish short-term gains Continue to make capital improvements in our community. We have successfully matched general fund expenditures to revenues and I am proud to report the budget is balanced. Achieving balance was particularly challenging in the face of decreasing property tax revenues and a 46 percent increase in the cost of employee health benefits. To assist in this endeavor, I have recommended a 2.5% across the board reduction in all County General Fund non- personnel costs. The budget again picks up for our employees the entire increase in employee health benefits costs. It recommends continuation of the 3% merit pool along with continuation of the existing employee health insurance plan. The $100 Employee Incentive Program is budgeted and we have included funds for all other existing employee programs. I have recommended the elimination of The Management Retreat from the 2004 budget. To help curb the growth of our Health Insurance costs, and as a result of seven meetings last month with employees, I have recommended the formation of an employee based Task Force, which will consider suggestions as provided by our consultants, will choose from many possible alternatives to our existing Health Insurance coverage and will recommend modifications to the plan early next year. As an ongoing result of the Berry Creek agreement, our employees will be able to take tuition- free Colorado Mountain College (CMC) courses in computer training, technical development, Spanish and diversity. The County has access to 200 CMC credit hours per year. We have adjusted the mill levy allocations to accommodate additional support of Health and Human Services. This support is increased without any tax increase to our citizens. The Social Services mi11levy was reduced a number of years ago to support additional county services. We have reallocated a small portion of the Road and Bridge mill levy to Social Services. Recommendations of the Capital Improvement Committee are attached as Exhibit A. This exhibit also includes a listing of additional requests received from Towns, various citizen groups and Department Directors. Exhibit B is a listing of additional smaller capital requests from Department Directors. The budget recommends the following critical capital items which total approximately $2.1 million: Lease payments for Sheriffs fire suppression vehicle $31,712. Transfer to Trails Fund for Phase II of the Avon to Dowd Junction Trail $300,000. Berry Creek Ponds $600,000. Edwards Spur Road $800,000. Cooley Mesa Road design $275,000. Detentions halon fire suppression system $25,000. Detentions kitchen water heater $13,000. Innovation & Technology link controllers for TI internet access $35,000. Positions that have not been funded in the 2004 budget include the Assistant County Administrator, the Airport Director, a Micro-Computer specialist and two Airport Security Officers. Eagle County continues to retain healthy fund balances in line with our policy of maintaining them at 25% of annual expenditure levels. We project the following fund balances by December 31, 2004: General Fund All Other Funds Road & Bridge Social Services Retirement Insurance Reserve $10,760,000 $5,819,000 $ 756,000 $ 260,200 $ 75,000 3 October 14,2003 $ 575,000 $2,534,000 $2,264,400 $ 374,900 $3,160,000 $1,684,400 $ 144,800 $ 25,800 $ 270,300 $1,848,700 $ 322,500 $ 89,000 $1,352,400 $5,039,300 $3,146,300 $ 733,000 $ 150,800 Offsite Road Improvement Capital Improvement Eagle Valley Transportation Eagle Valley Trails ECO Vehicle Replacement Airport Conservation Trust Microwave Maintenance Contingency Emergency Reserve (TABOR) Debt Service Capital Expenditure Housing Landfill Motor Pool Health Insurance Enhanced 9-1-1 (E911) Program Highlights The County has reduced its general obligation debt to $1,970,000, which is only 6.43% of allowable limits under state law. This debt, which is for the construction of the Eagle County Building will be paid in full by 2005. Standard & Poor's has raised the County's bond rating from A- to A, citing our low debt among many indicators of the County's financial health. Several significant programs are included in the draft FY 2004 budget. Highlights follow. Wildfire Programming. The 2003 budget included a new employee to manage the county's wildfire program and regulations. While that program appears to be successful, it is still too early to determine whether the $200 permit fee covers the cost of this additional employee. Several federal grants are being pursued to assist with that funding. Riverview Management Company. You will recall that the County added four employees to management of the Riverview Apartments last year. The Corporation had previously contracted with a private company for the apartment management. The management costs of $228,700 are fully reimbursed to the County. Golden Eagle Apartments. The County has also taken over the management of the Golden Eagle Apartments, with the addition of two part time employees there. Those management costs of$55,200 are also fully reimbursed to the County. Cooley Mesa Road. CDOT has begun the design of a new interchange which will connect 1-70 to the Eagle County Airport via Cooley Mesa Road. To coordinate the design efforts with the new interchange, Eagle County will embark on the redesign of Cooley Mesa Road. The design will be completed in 2004 and the road will be constructed in 2005 when the new interchange is slated to begin. Cemetery Bridge (Miller Ranch Road Bridge). The newly constructed Miller Ranch Road Bridge will be complete and ready for traffic in December, 2003. This completes a $4 million effort which included the construction of a three lane bridge with sidewalks, highway improvements on SH 6 and a traffic signal. The opening of the bridge will provide a new transportation link in the Edwards area which will help ease congestion on the Spur Road. Berry Creek. The CMC campus will see its first building complete and ready for use in the spring of 2004. The recreation area will be expanded from the current three soccer fields to include more playing fields and a three acre pond, as well as expanded parking facilities. The final phase of the affordable housing site will also be completed in 2004. The entire project has included significant financial contributions via intergovernmental agreements with the School District, Colorado Mountain College and WECMRD. 4 October 14,2003 Pavement Management Plan. In 2003, Eagle County funded an in-depth analysis of the condition of the county roads. The condition of the roads were assessed and analyzed using a computerized Pavement Management System. The completion of this analysis will help to prioritize road maintenance activities such as repaving, crack sealing and the application of surface treatments to maximize the life of the roadways. Edwards Spur Road. Eagle County and the Colorado Department of Transportation have teamed up to tackle the design of the Edwards Spur Road. Eagle County is funding the preliminary design efforts while CDOT is completing the Environmental Analysis. There will be a series of meetings convened in 2004 to gather public input concerning the design. Once these efforts are completed in 2005, the County would like to move forward with final design of the Spur Road so that the project can receive construction funding as soon as possible. Capital Improvement Plan Update. Eagle County completed phase 1 ofthe Capital Improvement Plan in 2003. The second and final phase will be completed in 2004. Phase II of this plan will result in the generation of a list of road improvement proj ects needed to ensure that level of service standards are preserved through the year 2025. Motor Pool. We have invested $1.8 million in replacement of light and heavy equipment during FY 2004 allowing us to continue the current replacement policy for all equipment in accordance with our ten year plan. This plan calls for replacement of cars and light trucks after 80,000 to 100,000 miles and heavy equipment after 7,000 hours. For equipment with less usage, replacement is considered at 7 to 10 years. Community Development. To offset the review cost incurred by the Planning Division, a 35% application fee increase is being proposed for 2004 for the various planning processes associated with development. The last planning fee increase was in 1992. The Building Division is proposing a modification to the Eagle County Building Resolution to be effective January 1, 2004. Incorporated in this modification is a fee increase of approximately 10% for the various types of permits such as building, plumbing, mechanical, electrical, and grading. The last building fee increase was in 1999. These fee increases are necessary to offset the rising cost of review experienced by the Planning and Building Divisions. While staff has created an efficient and timely review process, rising operating and overhead expenses has necessitated the need to increase fees. By comparison, the proposed fee structure will be similar to other mountain jurisdictions providing the same type of service. Community Development will be staffing the new open space program which includes a Citizens Open Space Advisory Committee which will be making recommendations to the Board of County Commissioners regarding the evaluation, acquisition and management of open space lands in Eagle County. Funds from the recently approved property tax increase for the program will be collected starting in 2004. The Planning Division is facilitating an update to the Eagle County Master Plan which will reflect the needs and desires of the community as it grows and changes over time. The long range planning process helps build a forum for discussing and analyzing alternatives for the future of Eagle County. It is anticipated the revised Master Plan will be completed and adopted in 2004 - the last update occurred in 1996. Clerk & Recorder. Website public records access software was installed during the current year to provide increased availability of public records. Parking Lot at Justice Center. A parking lot to service 150 additional spaces to accommodate callouts for jurors at the District Court will be completed this fall at the Justice Center, with an estimated cost of $338,000. Treasurer's Fees. You will note that the current Treasurer's fees make up a significant part of Eagle County's revenues. Our initial calculations indicate these fees do not cover the actual costs of doing business. 5 October 14, 2003 Information Technology (IT). The draft budget includes spending for power backup at the new data center, support systems for internal clients, data networks for disaster recovery and internet bandwidth and improvements to web services. ECo. In 2004, ECO Transit will increase operating efficiency and reduce deadhead costs by utilizing an up valley bus satellite facility in Avon. It is anticipated that ECO will also reduce its overtime cost by $60,000 annually through the use of part-time employees (bus operators) during critical times. ECO Transit in 2004 is scheduled to increase "rubber-tired" service to the local community and to introduce "electronic fare boxes" on all ECO routes. In 2004, the ECO Trails partnership program will fund the Phase I construction ofthe Avon to Dowd Junction Trail, and begin design and planning on Phase II of the Avon to Dowd Junction Trail. In addition, the ECO Trails partnership program will begin the planning and design for Phase I of the Eagle to Gypsum Phase Trail. Airport. Eagle County Airport continues to be a bright spot in next year's budget. This year, Continental, Delta, Northwest and United Express have committed to three year agreements to service the airport, while U.S Air will be providing service to the airport for the first time. In addition, we have assurances we can expect approximately $4.2 million in discretionary funds from the Federal Aviation Authority (FAA) for taxiway extensions and lighting. The acquisition of the Levine airport property for $1.2 million was completed during the year to provide for future runway expansion. We will complete our new air traffic control tower this year with the proceeds of a grant from the FAA's AIR-21 program in the amount of $829,600, a CDOT loan of $990,000 and CDOT grants of $410,000. Repayment ofthe ten year 2% CDOT loan will commence in 2004. We expect to continue the highly successful Summer Flight Program initiated this year. Final enplanement figures for this Summer were slightly above 80% occupancy, which is much greater than originally anticipated. You may recall that the program required the County to provide a $200,000 letter of credit to American Airlines to guarantee revenue from the flights, and it now appears that less than $25,000 ofthat guarantee will be required. Because of the successful 2002-2003 ski season, the Air Terminal Corporation was not only able to make its normal loan payments, but paid an additional $220,000 on the outstanding bonds. Landfill. The budget includes a new service to help residents with the appropriate disposal of hazardous household waste, such as batteries. This new program will cost $124,000 and is funded by the Landfill fund. District Attorney. The draft budget includes continued support of the District Attorney's office in the FY 2004 budget in the amount of $948,723, which represents a slight reduction from last year's amount. Road and Bridge. Road repairs and replacement are funded as recommended by our pavement management plan. Fair and Rodeo. Attendance for the current year was 9,922 (an increase of 1,304) while revenues were $69,938 (a reduction of $20,700). Funding for 2004 is slightly reduced from 2003 levels. GIS. In 2004, the GIS Department will be adding GIS mapping capabilities to the County's Intranet and Internet sites. This will enable Eagle County employees and citizens to easily and efficiently access mapping related information, ranging from County zoning to specific property locations. Animal Control. Plans to use Vail Dispatch (pending approval) is for after hour calls for service. This would improve officer safety as well as improve the level of service to the public through increased response times. All the non-enforcement type calls would be kept to a minimum through use of an automated voice mail system. Housing. The Down Payment Assistance Program will continue at an approximate $200,000 level in 2004. There will also be potential revenue from home resale's at Berry Creek in accordance with the agreement. 6 October 14, 2003 CSU Extension. The draft budget recommends funding for and additional4H agent as part of the cooperative agreement. Several ofthe Board's priorities are funded in the budget. They are: Youth Conservation Corps Hispanic Liaison Youth Coordinator Pond at Berry Creek in Edwards Senior Programs Edwards Traffic Improvements Capital Project Requests - 2004 County Other Project Total Proiect Share Funding I 1 Lease Pmt-Radio Comm EQuip, 95,133 31,711 31,711 2 2 Transfer to Trails Fund (Avon/Dowd Phase 1) 400,000 300,000 100,000 400,000 3 Pond at Berry Creek 600,000 600,000 600,000 4 Daycare at Berry Creek 200,000 200,000 200,000 5 11 Integrated Countywide Computer Aided 770,571 235,000 365,300 600,300 39 Dispatch System 7 16 Sheriffs Mobile Command Post 91,988 0 91,988 91,988 8 26 Uninterrupted Power Supplv (UPS)-computer room 55,000 55,000 55,000 9 25 Weed & Pest Pesticide Containment 25,000 25,000 25,000 10 27 l.T, Analysis & Design ofComm. Dev, H.R./Finance 35,000 35,000 35,000 30 II 38 East Vail Repeater Site 320,000 320,000 320,000 12 7 Basalt Road & Bridge Shop 1,450,000 1,250,000 200,000 1,450,000 13 12 Integrated Records Management System-Sheriff 129,429 0 0 0 14 5 Facilities HV AC Control Systems 150,000 0 0 15 24 Fair & RodeoStage 55,000 0 0 16 40 Lionshead Intermodal Transportation Site 13,000,000 0 900,000 900,000 17 41 Vail Frontage Roads 20,000,000 0 1,700,000 1,700,000 18 3 Debt Service- Justice Center Expansion 38,966,000 0 0 19 20 Edwards Spur Road 10,800,000 0 0 0 20 27 Upgrade Comm Devel. Software 450,000 0 0 0 21 29 H.R/Finance ERP Software 810,000 0 0 0 22 30 Document Managing & Imaging 300,000 0 0 23 19 Cooley Mesa Road Upgrade 3,300,000 0 0 24 28 Cable & Webcasting ofBoCC Meetings 150,000 0 0 25 Lake Christine Dam Relocation 425,000 0 0 26 31 Telephone System Management 42,820 0 0 27 18 Pedestrian Improvements-Edwards 1,100,000 0 0 28 18 Pedestrian Improvements-El Jebel 1,056,000 0 0 29 18 Pedestrian Improvements-Tree Farm Underpass 825,000 0 0 30 18 Pedestrian Improvements-Frying Pan Road 1,100,000 0 0 31 18 Pedestrian Improvements-Eagle 400,000 0 0 32 Transfer to Trails Fund (Avon/Dowd Phase II) 162,500 0 0 33 8 Short Term Records Storage 125,000 0 0 34 21 Fairgrounds West Access 2,400,000 0 0 35 42 Rio Grande/Emma Trail Proiect 1,153,400 0 0 36 15 Wolcott Range Shoot House - Sheriff 40,000 0 0 37 9 Long Term Records Storage 1,500,000 0 0 7 October 14,2003 38 14 Sheriffs Aircraft (Alternative 2) 650,000 0 0 39 33 Basalt Recycle Center Relocation 50,300 40 10 Facilities Management Shop Yard 750,000 41 35 Traffic Signal-Hwy, 82 in Basalt 700,000 42 23 Wolcott Bridge 131 Replacement 10,000,000 43 37 Roaring Fork River Restoration 150,000 44 32 Basalt GIS Improvements 29,923 45 34 Equity Invest. in Replacement Housing - Basalt 500,000 46 6 Animal Shelter Domestic Water 600,000 47 22 Tennessee Pass Line 1,000,000 48 13 Sheriffs Aircraft (Alternative 1) 1,000,000 49 0 50 0 0 0 0 51 0 0 0 0 Total Expenditure 117,913,064 3,051,711 3,357,288 6,408,999 Capital Expenditure Fund (300) Requests - 2004 Exhibit B. Deoartment Proiect Priority Amount - Assessor Scanner B 7,678 C&R Office Expansion 10,000 FM Treasurer Office Expansion 7,500 FM Public Trustee Scanner 9,000 **** Facilities Replace Detention fire suppression system B 25,000 Facilities Animal Shelter water filterinQ system C 25,000 Facilities Water heater at detentions kitchen A 13,000 Facilities Tables & chairs for EaQle County Building D 5,000 Facilities Replace Courtroom I seating C 20,000 Facilities Senior Center entrance D 10,000 Facilities Cherry picker boom truck E 50,000 ** Facilities Update Justice Center boiler controls C 10,000 Facilities Tree Farm security system D 15,000 Facilities Monument signs at Eagle County building E 24,000 Facilities ECB Remed. Wet Bldg North Side A 10,000 Facilities ECB Remed Air Intake A,B,C, Drywall A 20,000 Facilities Concrete/Flatwk Repair JC & ECB B 10,000 Facilities Concrete/Flatwk Refin ECB, SC, JC B 20,000 Facilities ECB Carpet Replacement 70,000 Facilities ECB Painting Replacement 25,000 Facilities JC PaintinQ Replacement 15,000 Facilities ECB Expansion JTS SLNT Repair B 15,000 Facilities Window Repairs JC Delamination C 40,000 Facilities Detention Center Floor-Cell Pod Bath B 6,000 Facilities ECB-T8 Conversion & Relamp B 25,000 Facilities EV Substatn Repair/Reseal Siding B 8,500 Facilities Heat Exchange Typ Dom Hot WTC JC C 20,000 Facilities Commissioner V A V 3rd One 10,000 8 October 14, 2003 Facilities Control Panel - Jaillockino system 25,000 Sheriff Document scanner A 31,415 h Sheriff Mobile in-car computer systems B 36,000 ** Sheriff Remodel main front office B 25,000 Sheriff Vehicle for Victim Services Crisis resoonse B 21,000 Sheriff Six radios for Vail in Rescue arouo A 21,000 Sheriff Tactical blanket ballistic armor D 8,513 Sheriff Interview room (3) documentation kits C 9,000 Sheriff Professional digital camera kit C 7,000 LT. BIG IP link controllers (2) A 35,000 ** I.T. Suoervisor controller A 24,000 LT. Network oear for suoervisor controller A 12,000 LT. Reolace Assessor Good Turns system B 15,000 I.T. Online Clerk & Recorder data B 15,000 I.T. Plotter/Copier for Enoineerino C 24,500 LT. Multi fiuction copier/fax for Treasurer C 7,000 LT. CAD station for Facilities E 8,000 I.T. Hioh speed printer for Treasurer E 5,000 I.T. Animal Control database C 10,000 LT. New server for Airport (A VI) system E 7,500 Emergency Management Upgrade generator trailer D 7,100 HHS Plumbina reoairs at Basalt Middle School A 9,140 HHS Mini-van for Early Head Start oroaram B 22,500 Total 911,346 Additional Community Requests - 2004 Eagle River Watershed Bravo! Avon July 4th Eagle July 4th Betty Ford Alpine Gardens Bryant Case Vail Valley Chamber of Commerce Summer Flights Eagle Park Res. Bolts Lake Rocky Mountain Bicycle Classis New Years Eve Down Payment Assistance $106,000 $ 25,000 $ 6,000 $ 25,000 $ 600 $620,000 $ 25,000 $ 4,800 $100,000 Mr. Ingstad told the Board about the elimination of several positions and that expected expenditures are 12 million less than last year. "Health insurance benefits will remain unchanged, even though the county is currently up 46% over the prior year." He also spoke about the capital request list which totaled more than 77 million and there would need to be some tough decisions as to which projects should be funded. "Sales tax increase is projected at 5% more than what is projected to come in during fiscal year 2003. Property tax is lower by 2.6% based on lower assessed valuation." He 9 October 14,2003 informed the Board that it looks like the County is 2.9 million to the good with balancing the budget. There was a 2.5% reduction in the General Fund. He recommended that these dollars be put back into the county General expenditures rather than spend it outside. He detailed several authorized expenditures for capital; including the fire suppression vehicle for the Sheriffs department. "It is too early to determine if the Wildfire Program is paying it's way." He spoke about several other situations where the County had been fully reimbursed for program costs. He also spoke about replacement timing for light and heavy equipment. Cliff Simonton will be the Open Space Coordinator. Part of his salary might be covered by the Open Space tax. The migration from the old IT system to the Microsoft platform is almost complete and on-budget. The summer flight program made the County some money. The Air terminal Corporation was able to pay an additional $220,000 for bond repayment. The District Attorney's budget jumped slightly to $951,126. Chairman Gallagher stated that our share of the DA's budget represents slightly more than 50% of the total four County budgets. It was his understanding that the current number did not include the current litigation needs - the Koby Bryant trial costs. Mike Roeper, Finance Director, stated that there would be a public hearing on November 18th and Board adoption on December 9th of this year. Commissioner Menconi thanked Mr. Ingstad, Mike Roeper and Julie Snyder for their hard work on building the budget thus far. Chairman Gallagher asked for the total general fund expenditures. Mike Roeper stated the total would be $26,896,755. Chairman Gallagher asked about the information found on page 3, and the column showing 25%. Mr. Ingstad stated that the budget reflects $3,000,000 more than the 25% for reserve. He stated that the County is fairly comfortable with the Miller Ranch numbers. Helen Migchelbrink, County Engineer, stated that CDOT would not give the County money for design of the Cooley Mesa Road but she believed that they would fund a portion of the construction. Mr. Ingstad stated that there is a possibility of the FAA funding part ofthis construction. Chairman Gallagher stated that he would like to look at an annual increase in Building fees. Keith Montag, Community Development Director, stated that only some of the fees would be increased by 35%. These fees had not been increased since 1992. Building fees are being increased by 10 - 15% and these had not been adjusted since 1999. Chairman Gallagher asked how often new building codes are adopted. He suggested that fees be set at that time in the future. Mr. Montag stated that new codes are adopted every 2 to 3 years. Mr. Ingstad stated that he fully expected the Board to edit the requested increases. Commissioner Stone asked if the County mi11levy would remain the same. Mr. Ingstad stated that this would be a year when the mill levy would not be decreased. But since assessed valuation is decreasing, the recommendation is to leave the mill levy at current levels. He stated that it is not possible to continue reducing staff and at some point with the growth going on in the County they will need to put money back into the organization. Commissioner Stone moved to accept the budget message as presented. Commissioner Menconi seconded the motion. The vote was declared unanimous. Resolution 2003-136, Supplemental Budget & Appropriation Mike Roeper presented Resolution 2003-136, adopting a Fifth Supplemental Budget and appropriation of anticipated revenues for fiscal year 2003, and authorizing the transfer of budgeted and appropriated monies between various spending agencies. Primary items include ball fields for Berry Creek, Justice Center parking, Black Gore Creek funding, and regional HAZMAT costs which are offset by various districts within the HAZMA T association. Commissioner Stone asked K.T. Gazunis to speak about the housing funding. 10 October 14,2003 K. T. Gazunis, Director of Housing, stated that it is her understanding that of the revolved funds that are available there is in excess of $200,000.00 that can be used for down payment assistance. She has requested a total of$180,000.00 to be used in the following ways; $100,000 to be used for down payment assistance for 2003 for the Eagle River Valley population, $70,000.00 earmarked for use specifically in the Roaring Fork Valley population and $10,000.00 in administrative costs to Mountain Regional Housing for administering those funds to people in the Roaring Fork Valley. Chairman Gallagher stated that he recalled that there were numerous items in the fund in addition to the down payment assistance. He wondered about the 400 Fund. Mr. Ingstad stated that the money is coming back, but much slower than anticipated. "The real question is do you feel comfortable depleting the fund balance in that account?" Julie Snyder, Finance Department, stated that there is a spreadsheet on the 2000 fund balance with the loans that are receivable and it shows that the balance is anticipated to be $381,000. Actual to date, there is $359,000 in the fund. She related she reduced that further by the 25% reserve which left a projected fund balance of $256,000.00. They have anticipated another $45,000.00 in loans and she reduced the fund balance by that amount which left $189,000.00. Mr. Ingstad stated that in 2004 there is a request for additional monies. He believed the concern was whether the Board would give general fund dollars to support the program in 2004 or do they need to dip into the current fund balance to keep the program alive. Chairman Gallagher asked Ms. Gazunis ifthe $45,000 was included in the $180,000.00. Ms. Gazunis responded that it was not. Mr. Ingstad stated that the Motor Pool Fund funded the program this year. He requested that budget notes be kept about which funds need to be paid back. Ms. Gazunis stated that there was no way to estimate when payback would occur because there are three options available to participants in the program; appreciated value which is a percentage of the value and will be paid back at time of re-sale or re- finance. Last year was a good year because a lot of people re-financed their homes. The second is a silent second and it is completely deferred for the first five years of ownership. The third is the straight monthly payback. No one takes that option because it pushes up their lender ratios. Chairman Gallagher stated from what he has heard the monies are not currently available. Commissioner Stone asked what the County has spent to date on the down payment assistance program. If they were to fund this program for 2004 what would it cost. Ms. Snyder answered $100,000.00. Ms. Gazunis stated in 2002 the Board authorized $100,000.00 from the general fund and $150,000.00 from the Motor Pool Fund. In 2003 the Board authorized $100,000.00. Commissioner Stone wondered if that fund is depleted at this point. Ms. Gazunis stated that it was depleted. Commissioner Stone wondered what is the conservative amount that could be spent after the 25% reserve. Julie Snyder stated that amount was $39,000. Commissioner Stone suggested that the Board try to fund some assistance on the Roaring Fork side. Ms. Gazunis stated she believed that four $10,000 loans could be processed before the end ofthe year. Mr. Roeper stated that next year's available funds would be approximately $322,000.00. Chairman Gallagher requested that funds be removed from the reserve to round the available funds to loan for the Roaring Fork Valley to $40,000. Mr. Ingstad questioned whether the fund balance should be 25% for this particular fund. Ms. Gazunis clarified that she was asking for $100,000 for Eagle River Valley, $10,000 for administration and $70,000 for loans for the Roaring Fork Valley. 11 October 14, 2003 Mr. Ingstad stated that the supplemental budget should only be for this year with no expected carry forwards to next year. Commissioner Menconi stated that he did not see any benefit in maintaining a 25% balance in reserve funds. He believes that the fund balance should be used to replace part of the Road and Bridge portion and the remainder be used to fund the budget for the next year. He suggested the possibility of repaying Road and Bridge over a 5 year period or a 10 year period. Chairman Gallagher stated that the 25% contingency is not appropriate in this fund. K.T. Gazunis requested some reserved fund balance until after the first phase of Miller Ranch. Ms. Gazunis stated that in the Eagle Valley, 2 loans per month could be made, or 40,000 from now until the end of the year. In the Roaring Fork Valley the need until the end ofthe year would be $10,000 and administrative costs would be approximately $2,500. Commissioner Stone suggested that the supplemental be changed to $62,500 to be taken from the 400 Fund and that Road and Bridge fund does not get paid back until next year. Mr. Ingstad corrected that it was the Motor Pool account and not the Road and Bridge account. Commissioner Menconi asked if this additional spending would represent an increase in the spending in this account. Mr. Roeper stated that this would be a one time blip. Commissioner Menconi asked about proposed 2004 expenditures and wondered whether it would be similar to 01 or 02 amounts. Ms. Gazunis stated her request from the general fund is $100,000. Commissioner Menconi agreed that a portion of the reserve should be used at this time. Chairman Gallagher clarified that only $25,000 would come from reserves. Commissioner Stone moved to approve Resolution 2003-136, adopting a Fifth Supplemental Budget and appropriation of anticipated revenues for fiscal year 2003, and authorizing the transfer of budgeted and appropriated monies between various spending agencies, including $62,500 for the down payment assistance program. Commissioner Menconi seconded the motion. The vote was declared unanimous. PDS-00036 Edwards Storage Facility Jena Skinner-Markowitz, Planner, presented file number PDS-00036, Edwards Storage Facility. She stated the applicant is requesting this matter be tabled to November 4,2003. Chairman Gallagher asked why the applicant was requesting a tabling. Ms. Skinner-Markowitz stated the applicant believed there would not be a full Board and wants the file to come before all Commissioners. Commissioner Stone moved to table file number PDS-00036, Edwards Storage Facility, to November 4, 2003, at the applicants request. Commissioner Menconi seconded the motion. The vote was declared unanimous. AFP-00177 Highland Meadows Lots 12, 13, and 14 Jena Skinner-Markowitz presented file number AFP-00177, Highland Meadows Lots 12, 13 & 14. She stated the proposed lot line adjustment is being requested to accommodate two (2) large, stone- clad, timber decks located on both the north and south ends of a newly constructed duplex. One corner of each deck encroaches into the required side-yard setback by approximately one (1) foot. In lieu of cutting the encroaching corners off of each deck, the applicant has been able to work cooperatively with both adjacent property owners whom are directly affected by said deck encroachments. Both adjacent property owners are in support of this amended final plat proposal and are indeed co-applicants for the request. Staff findings are as shown on staff report and as follows: 12 October 14, 2003 Pursuant to Section 5-290.G.2 of the Eagle County Land Use Regulations, the Community Development Director has considered the following in the review of the Amended Final Plat: a. Adjacent Property. The proposed amendment does not adversely affect adjacent property owners. Letters have been submitted indicating the approval of all adjacent home owners. All adjacent property owners have been duly noticed. · Frederick & Janet Sackbauer · Dean Christensen · David & Diane Livingston Family Partnership · Donald L. Everett · Martin & Molly Ann Moore · Larry and Carol Lance · Highland Meadows RBMM, LLC · Robert & Barbara Deluca · Robert & Loreen Youngquist Trust · Anna Sheldon Trust · Michael C. Hill · Eoff Trust One response has been received from Mr. Rick Sackbauer. Mr. Sackbauer's response requests that additional appropriate landscaping be placed on the side of the duplex structure closest to his home (northwest corner), presumably to help screen his view. b. Final Plat Consistency. The proposed amendment is not inconsistent with the intent of the Final Plat; c. Conformance with Final Plat Requirements. The proposed amendment conforms to the Final Plat requirements and other applicable regulations, policies and guidelines; d. Improvements Agreement. An improvements agreement is not applicable; and e. Restrictive Plat Note Alteration. A restrictive plat note alteration is not applicable. Chairman Gallagher asked about the required setback. Ms. Skinner-Markowitz answered it is currently half the height of the tallest building. She stated they will need 17 Y2 foot setbacks. David Hill, applicant, was present for the hearing and related he would be happy to answer any questions. Chairman Gallagher asked for public comment. There was none. He closed public comment. Commissioner Stone moved the Board approve File No. AFP-00177, Highland Meadows, Lots 12, 13 & 14, incorporating staff findings and authorize the Chairman to sign the plat. Commissioner Menconi seconded the motion. The vote was declared unanimous. There being no further business to be brought before the Board the meeting was adjourned until October 21,2003. Attest ~]. .~ Clerk to the Boa Q , c~.~ 13 October 14, 2003