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HomeMy WebLinkAboutMinutes 10/11/11 PUBLIC HEARING October 11, 2011 Present: Peter Runyon Chairman Pro -Tem Sara Fisher Commissioner Keith Montag County Manager Bryan Treu County Attorney Kathy Scriver Deputy Clerk to the Board Absent: Jon Stavney Chairman This being a scheduled Public Hearing, the following items were presented to the Board of County Commissioners for their consideration: Consent Agenda Chairman Pro -Tem Runyon stated the first item before the Board was the Consent Agenda as follows: A. Approval of Bill Paying for the Week of October 10, 2011 (Subject to review by the Finance Director) Finance Department Representative B. Approval of Payroll for October 20, 2011(Subject to review by the Finance Director) Finance Department Representative C. Approval of the Minutes of the Eagle County Commissioner Meeting for September 6, 2011. Teak Simonton, Clerk and Recorder D. Agreement between Eagle County and TransitPlus Inc. for Feeder /Circulator Feasibility Study and Needs Assessment Kelley Collier, ECO Transit E. Contract for Purchase of Hardware, Software and Installation Services between Eagle County and Clever Devices for Automatic Location Computer -Aided Dispatch for ECO Transit Buses Kelley Collier, ECO Transit F. Agreement between Eagle County and Oshkosh Corporation for Aircraft Rescue and Firefighting Truck Chris Anderson, Airport G. Easement Deed between Eagle County and Eagle and the Eagle -Vail Metropolitan District for the Avon to Eagle -Vail Trail Project Ellie Caryl, ECO Trails H. Intergovernmental Agreement between Eagle -Vail Metropolitan District and Eagle County for the Avon to Eagle -Vail Trail Project Ellie Caryl, ECO Trails I. Agreement between Eagle County and Elam Construction, Inc. for Overlay Project Brad Higgins, Eagle County J. Agreement between Eagle County and Knupp LLC for Gravel Project on the Colorado River Road Brad Higgins, Eagle County K. Resolution 2011 -122 Regarding Final Release of Collateral and Termination of the Subdivision Improvements Agreement for Belle Terre (Eagle County File No. SMA00027) 1 10/11/2011 County Attorney's Office Representative Chairman Pro -Tem Runyon asked the Attorney's Office if there were any changes to the Consent Agenda. Bryan Treu, County Attorney stated that he had nothing to add. Ms. Collier spoke about items D and E. The two expenditures had grant funding associated with them and were steps towards a better regional system that would help passengers get to where they needed to go more efficiently. Ms. Caryl spoke about items G and H. Both items were related to the trail project in Eagle -Vail and would finalize an agreement with the metro district to complete the trail project that ran through the golf course. Mr. Higgins spoke about item I, the paving project on Cooley Mesa Road. This was an area that was slated for construction as part of the Saddle Ridge development. The county would improve the ride ability of the road until another developer came on board for the property. Commissioner Fisher moved to approve the Consent Agenda, Items A -K. Commissioner Runyon seconded the motion. Of the two voting Commissioners, the vote was declared unanimous. Citizen Input Chairman Stavney opened and closed citizen Input, as there was none. Resolution 2011 -123 Adopting a Fifth Supplementary Budget and Appropriation of Unanticipated Revenues for Fiscal Year 2011, and Authorizing the Transfer of Budgeted Monies between Various Spending Agencies John Lewis, Finance Fifth Supplemental Appropriation to FY2011 Budget 10/14/2011 Line # Department Description Amount 1 GENERAL FUND 2 Revenues: 3 Maddie's Fund grant $ 5,800.00 1001 - 275 -4370.99 (30801) 4 EHS Fed Pass Thru $ 20,225.00 1001- 525 -78 -4342.15 5 Cable Telecast restricted funds $ 15,676.00 6 Supplemental Contingency $ 27,780.00 1001 - 149 -6611 7 Unallocated Fund Balance $ - 8 Total Revenue $ 69,481.00 9 10 Expenditures: 11 AS Spay /neuter efforts $ 4,800.00 1001 - 275 -6171.99 (30801) 12 AS Microchip equipment $ 1,000.00 1001 - 275- 7101.99 (30801) 13 EHS EHS other purchased services $ 17,850.00 1001- 525 -78 -6595 14 EHS EHS training $ 2,375.00 1001 - 252 -78 -5430 15 Cable Telecasts Communication equipment $ 15,676.00 1001- 161 - 7101.99 (20601) 2 10/11/2011 16 BOE Arbitration fees $ 22,500.00 1001- 101 -16- 6139.98 17 BOE Arbitrators Mileage $ 1,000.00 1001 -] 01 -16 -6580 18 Attorney Computer licenses $ 1,680.00 1001 - 121 .6520 19 Attorney State Bill website fee $ 1,100.00 1001 - 121 .6535 20 Treasurer Interest on liens after abatements $ 1,500.00 1001-130-30-7900 21 Total Expenditures $ 69,481.00 22 23 ROAD & BRIDGE FUND 24 Transfer in from CIP for Cooley Mesa Rd Improve $ 126,945.00 1100 - 149 -4910.65 25 Transfer in from CIP for Co. River Rd maintenance $ 50,000.00 1100-149-4910.65 26 CDOT grant -Bums Bridge $ 80,000.00 27 Unallocated Fund Balance $ 7,979.00 28 Total Revenue $ 264,924.00 29 30 Expenditures: 31 Cooley Mesa Rd improvements $ 126,945.00 1100 - 350 -53- 8314.99 (31401) 32 Co River Rd maintenance $ 50,000.00 1100- 350 -51- 6640.14 33 Burns Bridge replacement $ 80,000.00 1100 -305- 8316.99 (31409) 34 MP light fuel increase $ 5,589.00 1100 - 350 -51- 6665.11 35 MP heavy fuel increase $ 2,390.00 1100 - 350 -51- 6665.12 36 Total Expenditures $ 264,924.00 37 38 OFFSITE ROAD IMPROVEMENTS FUND 39 Unallocated Fund Balance $ 23,793.00 40 Total Revenue $ 23,793.00 41 42 Expenditures: 43 Edwards I -70G $ 23,793.00 1140 -305- 8150.99 (31402) 44 Total Expenditures $ 23,793.00 45 46 RFV TRANSIT FUND 47 Sales Tax Revenue $ 13,275.00 1153 - 415 -4130 48 Unallocated Fund Balance $ 120,725.00 49 Total Revenue $ 134,000.00 50 51 Expenditures: 52 Contributions to RFV Transit $ 134,000.00 1153 -415 -8900 53 Total Expenditures $ 134,000.00 54 55 RFV TRAILS FUND 56 Sales Tax Revenue $ 3,556.00 1154 -415 -4130 57 Unallocated Fund Balance $ 13,944.00 58 Total Revenue $ 17,500.00 59 3 10/11/2011 60 Expenditures: 61 Contributions to RFV Trails $ 17,500.00 1154 -415 -8900 62 Total Expenditures $ 17,500.00 63 64 ECO TRANSPORTATION CAPITAL FUND 65 Unallocated Fund Balance $ 248,267.00 66 Total Revenue $ 248,267.00 67 68 Expenditures: 69 AVL /CAD system $ 70,000.00 1155 -405 -62- 8410.11 70 Fuel increase $ 178,267.00 1151 -405-61 -7800 71 Total Expenditures $ 248,267.00 72 IC I 73 AIRPORT FUND 74 CDOT State Grant -Apron $ 2,860.00 1160 - 455 - 4367.99 (31712) 75 Airport entitlements $ 10,774.00 1160 -455 -4346.99 (31709) 76 CDOT State Grant - Airport Master Plan $ 14,880.00 1160- 455- 4367.99 (31709) 77 Unallocated Fund Balance $ 60,973.00 78 Total Revenue $ 89,487.00 79 80 Expenditures: 81 Apron improvements $ 47,830.00 1160 - 455- 6630.99 (31712) 82 Airport Master Plan $ 10,657.00 1160 -450 - 6630.99 (31709) 83 Recruiting expense $ 31,000.00 1160 -450 -5410 84 Total Expenditures $ 89,487.00 85 86 PUBLIC HEALTH FUND 87 State IZ grant $ 8,140.00 88 Unallocated Fund Balance increase $ (7,140.00) 89 Total Revenue $ 1,000.00 90 91 Expenditures: 92 Printed materials $ 1,000.00 93 Total Expenditures $ 1,000.00 94 95 CAPITAL IMPROVEMENT FUND 96 Revenues: 97 Unallocated Fund Balance $ 191,945.00 98 Total Revenue $ 191,945.00 99 100 Expenditures: 101 Misc. Treasurer fees $ 15,000.00 102 Transfer out for Cooley Mesa Rd. (Costco to Navajo) $ 126,945.00 103 Transfer out for Colorado River Road $ 50,000.00 4 10/11/2011 104 Total Expenditures $ 191,945.00 105 106 LANDFILL FUND 107 Revenues: 108 Unallocated Fund Balance increase $ 81,465.00 109 Total Revenue $ 81,465.00 110 111 Expenditures: 112 Personal Protection equipment (PPE) $ 5,000.00 3600 -807 -7100 113 Fencing, equip parts, revegetation projection $ 7,000.00 3600- 805 -7100 114 Increased Solid Waste User Fees 4/1/2011 $ 26,965.00 3600 - 805 -6682 115 MP heavy fuel increase $ 37,400.00 3600- 805- 6665.12 116 MP light fuel increase $ 5,100.00 3600 -805- 6665.11 117 Total Expenditures $ 81,465.00 118 119 120 121 MOTOR POOL FUND 122 Revenues: 123 Heavy External Diesel Fuel Sales $ 12,295.00 3700 - 730 -56 -4499.56 124 Heavy Interdepartmental Diesel Fuel Sales $ 328,687.00 3700 - 730 -56 -4495.14 125 Light External Unleaded Fuel Sales $ 12,078.00 3700 - 730 -55- 4499.56 126 Light Interdepartmental Unleaded Fuel Sales $ 78,317.00 3700 - 730 -55 -4495.14 127 Unallocated Fund Balance increase $ (84,166.00) 128 Total Revenue $ 347,211.00 129 130 Expenditures: 131 Diesel Fuel $ 314,385.00 3600 -805 -7100 132 Unleaded fuel $ 28,326.00 3700-730-55-7800 133 Storm Water inspections $ 2,250.00 3700 - 430 -55 -6595 134 Storm Water inspections $ 2,250.00 3700-430-56-6595 135 Total Expenditures $ 347,211.00 136 137 138 139 SUMMARY All Funds General Fund 140 Additional Revenue $ 590,887.00 $ 26,025.00 141 Previously Funded Purchase 142 Contingency Fund $ 27,780.00 $ 27,780.00 143 Unallocated Fund Balance used for additional appropriations $ 657,785.00 $ - 144 Designated Fund balance 144 Restricted Peg Fund Balance $ 15,676.00 $ 20,225.00 145 Transfers In $ 176,945.00 $ 15,676.00 146 Total Appropriations $ 1,469,073.00 $ 89,706.00 Mr. Lewis presented the request. Additional revenue included $590,887.00 that was primarily in grants. In addition, he asked for $27,780 to be spent out of the contingency fund. The amount being requested for additional 5 10/11/2011 appropriations was $657,785.00 from unallocated fund balance. In the general fund, he requested the ability to spend some of the grant money that had been received. He highlighted each of the funding requests. Commissioner Runyon asked about the fuel cost to the county. Mr. Lewis stated that Harry Taylor, Fleet Services Manger negotiated rates with the wholesale supplier and on top to that the county did not have to pay the taxes. The average cost for unleaded was 3.35 and 3.47 for diesel. Commissioner Fisher believed it was important to use a local distributer. Commissioner Runyon asked about the grant money received for the airport master plan. Chris Anderson stated that the master plan was broken up into two separate projects and recently they were advised by the FAA that they would prefer to do it under one project. This would not increase the County's out of pocket cost. The county's cost would be 2.5 % of the total project cost of $595,000. Commissioner Runyon asked about the the solid waste user fee. Tom Johnson stated that the fee recently increased approximately .50 a ton. The fee was paid to the Colorado Department of Health for overseeing the landfill. The fee was affective April 1s through the end of the year. Mr. Lewis stated that the annual expenditure was $84,178. He expected the expenditure to continue to increase. Commissioner Fisher believed there was significant jump and the numbers should be documented and the right people should be questioned. Chairman Fisher asked about how the mileage reimbursement was budged. Mr. Lewis explained that the mileage reimbursements were budgeted through each of the departments. Commissioner Fisher asked about the total general fund budget. Mr. Lewis stated that the total general fund budget for 2011 was $30,068,000 plus $2,159,000 of transfers. Chairman Fisher complimented everyone for working towards managing the budget. Mr. Lewis thanked Keith Montag for encouraging the departments to stick with their budgets. Commissioner Fisher moved to approve the resolution Adopting a Fifth Supplementary Budget and Appropriation of Unanticipated Revenues for Fiscal Year 2011, and Authorizing the Transfer of Budgeted Monies between Various Spending Agencies. Commissioner Runyon seconded the motion. Of the two voting Commissioners, the vote was declared unanimous. Commissioner Fisher moved to adjourn as the Board of County Commissioners and re- convene as the Eagle County Liquor Licensing Authority. Commissioner Runyon seconded the motion. Of the two voting Commissioners, the vote was declared unanimous. Eagle County Liquor License Authority Kathy Scriver, Clerk and Recorder's Office Consent Agenda A. Last Course, LLC d/b /a Last Course Resolution 2011 -124 approving the application submitted by Last Course, LLC for a Hotel and Restaurant liquor license in Edwards. These are the official findings of the board, as mandated by the Colorado Liquor Code. B. Vail Food Services, Inc. d/b /a The 10 Resolution 2011 -125 approving the application submitted by Vail Food Services, Inc. for a Hotel and Restaurant liquor license in Vail. These are the official findings of the board, as mandated by the Colorado Liquor Code. C. Sharon Moo, Inc. d/b /a The Rose 6 10/11/2011 Resolution 2011 - 126 approving the application submitted by Sharon Moo, Inc. for a Tavern liquor license in Edwards. These are the official findings of the board, as mandated by the Colorado Liquor Code. Commissioner Fisher moved that the Board approve the Liquor Consent Agenda for May 3, 2011 consisting of Items A -C. Commissioner Runyon seconded the motion. Of the two voting Commissioners, the vote was declared unanimous. Commissioner Fisher moved to adjourn as the Eagle County Liquor Licensing Authority and re- convene as the Eagle County Air Terminal Corporation. Commissioner Runyon seconded the motion. Of the two voting Commissioners, the vote was declared unanimous. Eagle County Air Terminal Corporation Chris Anderson, Airport 1. Approval of meeting minutes for Sept. 13 and Sept. 20, 2011 meetings Mr. Montag stated that the September 13 minutes indicated that he was present but in fact, he was not. Ms. Fisher stated that there was a typo on the September 20 minutes in the third paragraph. Ms. Fisher moved to approve the meeting minutes for Sept. 13 and Sept. 20, 2011 with the amendments as suggested. Mr. Montag seconded the motion. The vote was declared unanimous. 2. Project budget discussion: checked baggage inspection systems (inline bag screening system) Mr. Anderson stated that there were two items to be considered under this agenda. The second was consideration of the first amendment to the Shaw Construction agreement to name them as general contractor and move forward with the project. Rick Ullom, construction manager stated that the project budget was $5.134 million. He explained that all the soft costs were included. There was a contingency fund of $22,000; he believed that this was tight. Based on the detailed plans in place there was some risks because the project was within a remodeled space and there may be some unexpected expenses. He believed the contingency fund should be at 2.8 %, which would allow for $172,000. Currently there was $1.2 million committed from ECAT; he recommended that an additional $150,000 be added. In whole, that was 22.5% of the project. The remaining balance would come from TSA and grant money. He felt confident based upon the conversations with TSA that they would reimburse ECAT 100% of the $4.6 million. He believed the managed risk was small. The additional $150,000 would leave a buffer. Mr. Runyon wondered how this was approved without a reasonable contingency built in. Mr. Ullom stated that the application that was submitted was on the premise of a $1 million place mark that would be contributed by ECAT for the entire project. The consultants put the budget together. Had there been no remodeling it would have been easier estimate. One of the biggest issues was the electrical system and upgrad m he backup generator. Mr. Treu explained that that the contract fray eated based upon the estimated amount and once they received the design documents, the projcc, " s more than Oat was.ant)c Sated. Mr. Runyon wondered about overages. , Mr. Ullom stated that as problems arisethey would present the items to TSA. There were certain components of the project that they would participate in and there were certain items they 7 10/11/2011 would not cover. Anything that had to do with actual baggage screening areas would be covered. Anything outside the building may be up for debate. Mr. Fisher wondered if there was a way to give Mr. Anderson and Mr. Ullom the authority to approve contracts up to a certain dollar amount to avoid bringing all the contracts before the board. Mr. Treu stated that the project manager would have the ability to make certain decisions in the field. Mr. Montag suggested that an authorization from the ECAT be prepare in the Attorney's Office giving him the ability to approve appropriations. Mr. Treu stated that everything should go to Mr. Montag. Mr. Anderson stated that currently there was a 2,500 limit. Mr. Treu stated that the resolution would set the guaranteed maximum price. 3. Consideration of First Amendment to Agreement between Eagle County Air Terminal Corporation and Shaw Construction Approving the Guaranteed Maximum Price, Budget, and Construction Schedule for Improvements at the Eagle County Regional Airport, Checked Baggage Inspection System. Ms. Fisher moved to approve the first amendment between ECAT and Shaw Construction and authorize an additional $150,000 transfer for contingency in the contract. Mr. Runyon seconded the motion. The vote was declared unanimous. 4. New Business Mr. Anderson spoke the purchase of a new fire truck. The new fire truck would allow the airport to meet the index minimums to be able to have air carrier service at the airport. The truck carried 1500 gallons of water and 400 gallons of film forming foam. The vehicle would be in service by May of next year. The funding source was 95% FAA and 2.5% from CDOT. Commissioner Runyon moved to adjourn as the Eagle County Air Terminal Corporation and re- convene as the Eagle County Board of County Commissioners. Commissioner Fisher seconded the motion. Of the two voting Commissioners, the vote was declared unanimous. Manager Update (recorded) Keith Montag, County Manager 1. Meetings Attended / Future Meetings 2. Discussion Items 3. Open Space 4. Operational Update There being no further business befor. a • the meeti : • . s adjourned til i►ctober 18, 2011. O I i � ki ,. • ic Attest: t * As. \ Clerk to the Board T + " ;"�� Cha' (Am v i 8 10/11/2011