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Minutes 06/24/14 PUBLIC HEARING June 24, 2014 Present: Jill Ryan Chairman Sara Fisher Commissioner Kathy Chandler-Henry Commissioner Keith Montag County Manager Bryan Treu County Attorney Kathy Scriver Deputy Clerk to the Board This being a scheduled Public Hearing,the following items were presented to the Board of County Commissioners for their consideration: Consent Agenda Chairman Ryan stated the first item before the Board was the Consent Agenda as follows: 1. Approval of Bill Paying for the Weeks of June 23 and July 1, 2014(Subject to Review by the Finance Director) John Lewis,Finance 2. Approval of Payroll for July 10, 2014 (Subject to Review by the Finance Director) John Lewis,Finance 3. Resolution 2014-050 Concerning Taxpayers Generated Petitions for Abatements and Refund of Taxes before the Eagle County Board of Commissioners Mark Chapin,Assessor 4. Fourth Amendment to Agreement between Eagle County and Menendez Architects P.C. for Architectural and Engineering Design Services Rick Ullom,Project Management 5. Amendment to Lease Agreement between Eagle County and Collett Enterprises,Inc. for Fuel System Upgrade Harry Taylor,Fleet Services 6. Agreement between Eagle County and Knupp, LLC for the 2014 Gravel Project Gordon Adams,Road&Bridge Commissioner Chandler-Henry moved to approve the Consent Agenda for June 24, 2014, as presented. Commissioner Fisher seconded the motion. The vote was declared unanimous. Citizen Input Chairman Ryan opened and closed citizen Input, as there was none. Commissioner Fisher moved to adjourn as the Eagle County Board of County Commissioners and re- convene as the Eagle County Local Liquor Licensing Authority. Commissioner Chandler-Henry seconded the motion. The vote was declared unanimous. 1 06/24/2014 Eagle County Liquor License Authority Kathy Scriver, Clerk and Recorder's Office Renewals 7. Beaver Creek Food Services,Inc. d/b/a Saddleridge #04-86494-0000 Renewal of a Hotel and Restaurant License in Beaver Creek. There have been no complaints or disturbances in the past year.All the necessary fees have been paid. An Alcohol Management Plan is on file and proof of server training has been provided. 8. Beaver Creek Food Services Inc. d/b/a The Rendezvous Club #04-51099-0009 Renewal of a Hotel and Restaurant License in Beaver Creek. There have been no complaints or disturbances in the past year. All the necessary fees have been paid.An Alcohol Management Plan is on file and proof of server training has been provided. Other 9. Beaver Creek Food Services,Inc. d/b/a Silver Sage Restaurant #04-51098-0010 Report of Change/Manager Registration-The applicant wishes to register Todd James as the new manager,replacing Eric Pottorff. Mr.James was reported to be of good moral character and has no criminal history. Commissioner Fisher moved that the Board approve the Liquor Consent Agenda for June 24, 2014, as presented. Commissioner Chandler-Henry seconded the motion. The vote was declared unanimous. Other Liquor Business 10. Special Event Permit—Rink Productions APPLICANT: Rink Productions, Inc. REQUEST: Special Events Permit EVENT: Beaver Creek Music Event"The Crane Wives" DATE OF EVENT: Wednesday-July 30,2014 REPRESENTATIVE: Elizabeth Jones, Event Manager LOCATION: Creekside Park,Beaver Creek Subdivision STAFF REPRESENTATIVE: Kathy Scriver CONCERNS/ISSUES: None DESCRIPTION: The applicant has requested a permit for an event being held at Creekside Park in the Beaver Creek Subdivision. The event will be held on Wednesday-July 30,2014 from 3 pm to 10 pm(application times) The applicant estimates approx. 300 attendees. Beaver Creek Security and staff will monitor access points and the event boundaries. The boundary will be identified using fencing,ropes,barriers and tents. All staff assigned to handling alcohol will be server trained. STAFF FINDINGS: 1. The applicant has submitted all the required documents and associated fees. 2 06/24/2014 2. Public notice was given by posting a sign in a conspicuous place on the premises on June 13, 2014, at least 10 days prior to the hearing. 3. No protests have been received in the Clerk's Office. 4. The applicant has provided an alcohol management plan,proof of server training and properly notified the Eagle County Sheriff's Office per the requirements of the Eagle County Local Liquor Licensing Authority. 5. Staff has had no problems with events hosted by the applicant in the past. DISCUSSION: Liz Jones stated that the event was Bluegrass. They had different concerts held at Creekside Park throughout the summer. They were growing in popularity. She expected 300 attendees. Creekside Park was a community park that anyone in the village could walk to. Ms. Scriver indicated that she had no concerns with the application. Commissioner Chandler-Henry moved that the Local Liquor Licensing Authority approve the permit for the Rink Productions Inc. event being held at Creekside Park in Beaver Creek on July 30, 2014 from 3 — 10 pm. Commissioner Fisher seconded he motion. The vote was declared unanimous. *The hours approved in the motion are the hours requested on the application and are not necessarily the hours of the event. 11. Special Event Permit- Eagle County Government APPLICANT: Eagle County Government REQUEST: Special Events Permit EVENT: 75"'Eagle County Annual Fair and Rodeo DATE OF EVENT: July 23-26, 2014 REPRESENTATIVE: Laurie Asmussen, Event Coordinator LOCATION: Eagle County Fairgrounds 0426 Fairgrounds Road—Eagle STAFF REPRESENTATIVE: Kathy Scriver DESCRIPTION: The applicant has requested 5 permit(s) for the 75th Annual Eagle County Fair and Rodeo. All buildings on the fairgrounds property will be included in the license premises. Citadel Security will be contracted to monitor the venue. Petals&Pours will be providing the bartending services. The applicant hopes to attract 10,000 attendees over the 5 days. STAFF FINDINGS: 1. The applicant has submitted all the required documents and associated fees. 2. Public notice was given by posting a sign in a conspicuous place on the premises on June 13,2014, at least 10 days prior to the hearing. 3. No protests have been received in the Clerk's;Office. 4. The applicant has provided an alcohol management plan,proof of server training and properly notified the Eagle County Sheriff's Department per the requirements of the Eagle County Local Licensing Authority. 3 06/24/2014 DISCUSSION: Ms. Scriver presented the request. Laurie Asmussen stated that Coors had stepped up as the presenting sponsor to help offset costs. Pedals and Pours was the contracted bartending service. There would be 4 serving locations. Citadel would provide security. She spoke about the events scheduled. There would be a lot of free activities. They would be licensing the same area as last year.All the tickets would be available online by the end of the week. Commissioner Chandler-Henry moved that the Local Liquor Licensing Authority approve the permit(s) for the Eagle County Fair and Rodeo being held at the Eagle County Fairgrounds,July 23 -26,2014 from*12:00 pm-12:00 am daily. Commissioner Fisher seconded the motion. The vote was declared unanimous. *The hours approved in the motion are the hours requested on the application and are not necessarily the hours of the event. • Commissioner Fisher moved to adjourn as the Eagle County Liquor Licensing Authority and re-convene as the Board of County Commissioners. Commissioner Chandler-Henry seconded the motion. The vote was declared unanimous. 12. Resolution 2014-051 Adopting a Second Supplementary Budget and Appropriation of Unanticipated Revenues for Fiscal Year 2014, and Authorizing the Transfer of Budgeted and Appropriated Monies between Various Spending Agencies John Lewis,Finance Mr. Lewis summarized the request. The request was for$5,100,821.00 and of that, $1,235,265 was additional revenue. The unassigned fund balance was$2,939,847.The General Fund portion was$621,948 and$333,383 was coming out of the contingency fund. $152,700 was coming out the fund balance. The information would be available on the website for the public. Commissioner Chandler-Henry spoke about a vehicle purchase that was removed in a study session. Mr. Lewis stated that line 15 was revised to reflect the change. Commissioner Fisher wondered if the contingency fund was being depleted too quickly. She thought it would be helpful to have a discussion and look at what could be added to the contingency fund. Commissioner Chandler-Henry thanked Mr. Lewis for his report and believed there was adequate detail provided for each line item. Department Description Amount GENERAL FUND Revenues: )ther State Grants-Northwest Loan Fund $ 46,400.00 'ass thru Contra Revenue-Northwest Loan Fund $ (46,400.00) itate Grant-Colo State Forest Service $ 10,000.00 ?ederal Grant-BLM $ 10,000.00 Need and Pest control fees $ 20,000.00 ECOB1d Committed Fund Bal-Airport LED retrofit $ 19,515.00 3COBld Committed Fund Bal-Central Rky Mtn Permaculture $ 7,000.00 3COBld Committed Fund Bal-CLEER school grant $ 58,000.00 3EG Restricted Fund Balance $ 10,000.00 animal Services Donations-restricted $ 1,350.00 4 06/24/2014 Supplemental Contingency $ 333,383.00 Jnassigned Fund Balance $ 152,700.00 total Revenue $ 621,948.00 Expenditures: EH ?orest Health expenses $ 20,000.00 ECO Build ECO Build-Airport LED lighting retrofit $ 19,515.00 ECO Build ECO Build-Central Rocky Mtn Permaculture Inst. $ 7,000.00 ECO Build ECO Build-CLEER school grant $ 58,000.00 W&P .7 ontracted W&P services $ 40,000.00 ;coTV18 ;cotv18 equipment $ 10,000.00 animal Services )perating supplies funded by donations $ 1,350.00 EM Sand for potential flooding $ 360.00 kdmin 1R Executive Search Firm $ 25,000.00 Elections Election Advertising-Radio $ 500.00 ?M Eagle County Building Security Guard $ 52,520.00 ?M Water Truck maintenance,repairs and fuel $ 10,800.00 ?M )ffice supplies-new position $ 200.00 ?M felephone Svc-new position $ 850.00 ?M T purchases-new position $ 1,800.00 ?M ['raining-new position $ 200.00 ?M ?roject Mgt FTE wages/benefits $ 42,375.00 Sheriff service Agreement Policy Review $ 40,000.00 Sheriff SOU bullet proof vests&2015 Uniforms $ 25,900.00 Sheriff I Vehicles for Mintum Contract(To be refunded with contract) $ 104,000.00 3oCC )onation/Contributions 2015 World Championships/ECO Bus Wraps $ 153,000.00 3HS/ADMIN )ther Purchased Svcs/Quality Assurance Dept $ 2,000.00 3HS/ADMIN ?urchase of Copier $ 6,578.00 EHS Salaries-regular $ 6,080.00 EHS Salaries-FICA $ 377.00 EHS Salaries-Medicare $ 88.00 EHS Salaries-Health Insurance $ 876.00 EHS Salaries-Retirement $ 365.00 EHS )ther purchased services $ (7,786.00) total Expenditures $ 621,948.00 [toad and Bridge Fund Etevenues: Engineering 2edar Drive Local Improvement District $ (6,000.00) Engineering transfer in from CIP Fund-Burns Bridge $ 10,500.00 Engineering ?ederal Grant-Burns Bridge $ 1,613,777.00 Engineering ?ederal Grant-Catamount Bridge $ 1,914,384.00 Engineering kpply Red Dirt Bridge match to Bums and Catamt. $ (2,948,105.00) Z&B kssigned Fund Balance $ 1,278,821.00 total Revenue $ 1,863,377.00 Expenditures: Engineering request 3urns Bridge Replacement $ 21,000.00 Engineering request 3urns Bridge Replacement $ 2,065,801.00 Engineering request 2atamount Bridge Replacement $ 2,645,035.00 Engineering request kppropr chnge for State constr.on Red Dirt $ (2,957,991.00) Z&B Severance agreement $ 16,507.00 Z&B transfers to towns $ 73,025.00 Total Expenditures $ 1,863,377.00 5 06/24/2014 Social Services Fund Revenues: ;tate Grant-Community Prevention $ 32,969.00 'ublic Assistance ?ederal Grant FEMA $ (616.00) 'ublic Assistance ;tate Grant-Public Assistance $ 5,320.00 Mild Care Assistance State Grant $ 34,962.00 fANF Co Works )perating Revenue $ 520.00 kssigned Fund Bal $ (7,850.00) total Revenue $ 65,305.00 Expenditures: 17omm Prevention :ontractual-CMP incentives $ 32,969.00 2omm Prevention :ontractual-Salaries-Regular $ 1,468.00 2omm Prevention :ontractual-FICA $ 91.00 :omm Prevention :ontractual-Medicare $ 21.00 .omm Prevention :ontractual-Health Insurance $ 213.00 :omm Prevention :ontractual-Retirement $ 88.00 :hild Welfare 7ontractual-Salaries-Regular $ (1,468.00) :hild Welfare :ontmctual-FICA $ (91.00) :hild Welfare :ontractual-Medicare $ (21.00) :hild Welfare :ontractual-Health Insurance $ (213.00) :hild Welfare contractual-Retirement $ (88.00) 'ublic Assistance ether purchased services $ (616.00) 'ublic Assistance Wages-Overtime $ 1,284.00 'ublic Assistance i lient Services Travel $ 480.00 Mild Care Assistance 'tinted Materials $ 250.00 :hild Care Assistance 3usiness Trips $ 68.00 Mild Care Assistance )ffice Supplies $ 100.00 .hild Care Assistance 'rogram Supplies $ 250.00 :hild Care Assistance 1HS Other Services $ 30,000.00 fANF Co Works 3usiness Trips $ 520.00 fotal Expenditures $ 65,305.00 3ffsite Road Improvement Fund Revenues: kssigned Fund Bal $ 58,268.00 total Revenue $ 58,268.00 Expenditures: )otsero Roundabout $ 58,268.00 fotal Expenditures $ 58,268.00 sales Tax EV Transportation Revenues: kssigned Fund Bal $ 67,100.00 total Revenue $ 67,100.00 Expenditures: :asualty and Property Insurance premium increase $ 7,100.00 6 06/24/2014 ?uel and Lubricants $ 60,000.00 total Expenditures $ 67,100.00 transportation Capital Revenues: Assigned Fund Bal $ 75,000.00 Total Revenue $ 75,000.00 Expenditures: ?reedom Park ECO Transit driveway $ 75,000.00 Total Expenditures $ 75,000.00 AIRPORT FUND Revenues: Airport Improve.Prog.) ?AA Grant-AIP 52 Pavement $ 450,000.00 Assigned Fund Bal $ 154,372.00 Iota!Revenue $ 604,372.00 Expenditures: JP 52 Pavement Project $ 559,933.00 Voice recording system and ATIS system $ 32,883.00 -Ioly Cross Tower construct.expense $ 11,556.00 Iota!Expenditures $ 604,372.00 Public Health Fund Disease Prevention ?lu Near You/Influenza Community Outreach revenue $ 163.00 3ealthy Aging RAC Mini Grant $ 2,000.00 Tobacco -IHS State Grant-Tobacco $ 14,541.00 Assigned Fund Bal $ - fotal Revenue $ 16,704.00 Expenditures: Disease Prevention iupplies for Influenza Community Prevention $ 163.00 -Iealthy Aging Advertising and Legal Publications $ 2,000.00 Tobacco Advertising and Legal Publications $ 7,547.00 Tobacco 3usiness Trips $ 2,790.00 Tobacco )ther Purchased Services $ 1,786.00 Tobacco Meet Charges $ 250.00 Tobacco Dperating Supplies $ 1,048.00 fobacco 'rogram supplies $ 1,000.00 Tobacco ?ood $ 120.00 Iota!Expenditures $ 16,704.00 open Space Fund Revenues: Assigned Fund Bal-previously funded purchases $ 134,158.00 Assigned Fund Bal $ 111,739.00 Fatal Revenue $ 245,897.00 Expenditures: 'roject Mngmt. Duck Pond land improvements $ 134,158.00 'urchase of vehicle from Fleet $ 5,000.00 ?leet light fuel service $ 1,858.00 Meet light vehicle maintenance $ 1,381.00 7 06/24/2014 Eagle Rover Preserve baseline report $ 3,500.00 Transfer out to OS Preservation Reserve fund $ 100,000.00 fotal Expenditures $ 245,897.00 open Space Preservation Reserve Fund evenues: Transfer in from Open Space Fund $ 100,000.00 Assigned Fund Bal $ (100,000.00) total Revenue $ - Expenditures: fotal Expenditures $ - 2apital Improvement Fund Revenues: WECMRD Contribution-Freedom Park $ 80,000.00 Assigned Fund Bal-previously funded purchases $ 188,715.00 Assigned Fund Bal $ 1,149,697.00 Total Revenue $ 1,418,412.00 Expenditures: Engineering request ?reedom Park Parking Lots $ 470,000.00 Engineering request EC parking lot maintenance program $ 250,000.00 Nater treatment upgrades Town of Redcliff $ 38,715.00 -Iwy.6 Planning Town of Eagle $ 150,000.00 2&B request Transfer to R&B fund/Burns Bridge $ 10,500.00 Detentions 3ooking Area Door Upgrade $ 28,280.00 Detentions Fail Washer Replacement $ 11,885.00 iheriff Electronic Citations $ 25,000.00 fieriff .3 Video Project $ 59,732.00 ;acilities Mnmgt. 'ortable Bleachers $ 30,000.00 ?acilities Mnmgt. ?uture Facility funds $ 250,000.00 Environ.Health 'Io HARM mapping project(fire risk areas) $ 94,300.00 'roject Mngmt. ERC Solar project $ (248,800.00) 'roject Mngmt. Did Courthouse Solar project $ 98,800.00 'roject Mngmt. Eagle County Building Solar project $ 150,000.00 total Expenditures $ 1,418,412.00 Landfill Fund Revenues: Jnrestricted Net Position-prey funded $ 13,000.00 total Revenue $ 13,000.00 Expenditures: 3-Bear proof cont/20-Bottle Recyclers $ 13,000.00 fotal Expenditures $ 13,000.00 [nsurance Reserve Fund Revenues: Jnrestricted Net Position(increase) $ 51,438.00 Total Revenue $ 51,438.00 Expenditures: nsurance Claims $ 51,438.00 total Expenditures $ 51,438.00 8 06/24/2014 SUMMARY All Funds additional Revenue $ 1,235,265.00 Unassigned and Assigned Fund Bal(incl.Net Assets)-Previously Funded Purchases $ 322,873.00 :ontingency Fund(Unassigned) $ 333,383.00 Unassigned and Assigned Fund Balance used for additional appropriations $ 2,939,847.00 :ommitted Fund Balance-Previously Funded Purchases $ - :ommitted Fund Balance-used for additional appropriations $ 84,515.00 Restricted Fund Balance-Previously Funded $ - Restricted Fund Balance-used for additional appropriations $ 10,000.00 Unrestricted Net Position $ 64,438.00 Vonspendable $ - fransfers $ 110,500.00 $ 5,100,821.00 Unassigned&Assigned(including Contingency) $ 3,596,103.00 Unrestricted Net Position $ 64,438.00 Restricted Fund Balance $ 10,000.00 Uommitted Fund Balance $ 84,515.00 Subtotal-New Approp $ 3,755,056.00 Transfers $ 110,500.00 Vew Revenue $ 1,235,265.00 Total 5,100,821.00 Commissioner Chandler-Henry moved to approve resolution adopting a second supplementary budget and appropriation of unanticipated revenues for fiscal year 2014, and authorizing the transfer of budgeted and appropriated monies between various spending agencies Commissioner Fisher seconded the motion. The vote was declared unanimous. 13. Agreement between Eagle County and Elam Construction, Inc. for Construction of the Freedom Park Parking Lot Taylor Ryan,Engineering Mr. Ryan, stated that construction would begin July 7. The main focus was to improve the safety of the parking area because of high usage. The project would create separate parking areas, add lighting, and improved access to the playground. A couple options in the contract would allow pavement near the bus stop area. Construction would take place through October 2nd. The public was encouraged to park at Battle Mountain High School. Commissioner Chandler-Henry was excited to see the safety concerns met. She believed the plan addressed them well. She asked about the budget being higher than the contract. Mr. Ryan stated that they wanted to allow for a cushion. Mr.Montag stated that the county was working with community partners on the improvements. Commissioner Fisher believed it was unnecessary to invest the money on a parking lot at this time. She believed any safety concerns could be addressed in a simpler way. Commissioner Chandler-Henry moved to approve the agreement between Eagle County and Elam Construction,Inc. for construction of the Freedom Park parking lot. Commissioner Ryan seconded the motion. The vote was declared unanimous. 9 06/24/2014 Commissioner Fisher stated that she would vote in favor of the contract with Elam because they were a local company. She asked about the route the Elam trucks would take to the construction site. . She asked that staff discuss the travel options due to the current road work taking place in Eagle. Mr. Ryan stated that he would make sure there was a pre-construction meeting to discuss those concerns. Commissioner Chandler-Henry moved to adjourn as the Eagle County Board of County Commissioners and re-convene as the Eagle County Housing and Development Authority. Commissioner Fisher seconded the motion. The vote was declared unanimous. Eagle County Housing and Development Authority Jill Klosterman,Housing 14. Agreement between Lake Creek Village LLC and R.A. Nelson LLC for Lake Creek Village Apartments Clubhouse Addition Ms.Klosterman spoke about the improvements. The Clubhouse addition would include two classrooms and a conference room. They were also considering additional office space. She hoped to open the doors to the community. There would be a pre-construction kick off meeting in the afternoon and construction would begin next week. Commissioner Chandler-Henry moved to approve the agreement between Lake Creek Village LLC and R.A.Nelson LLC for Lake Creek Village Apartments Clubhouse Addition. Commissioner Fisher seconded the motion. The vote was declared unanimous. 15. Agreement between Lake Creek Village LLC and Norris Design for Grounds Redesign at Lake Creek Village Apartments Ms. Klosterman stated that Norris Design was selected out of 9 bids. They brought in some creative nature playground design ideas. She hoped to have a soccer area in the future. She was really considering who the users would be. She believed the bulk of the improvements would happen next year. Mr. Montag wondered about the cost. Ms.Klosterman stated that they would consider the property cash flow and look at grant opportunities. The projects would most likely be phased. Commissioner Fisher moved to approve the agreement between Lake Creek Village LLC and Norris Design for grounds redesign at Lake Creek Village Apartments. Commissioner Chandler-Henry seconded the motion. The vote was declared unanimous. Commissioner Chandler-Henry moved to adjourn as the Eagle County Housing Authority and re- convene as the Eagle County Board of County Commissioners. Commissioner Fisher seconded the motion. The vote was declared unanimous. 10 06/24/2014 Work Sessions 16. Fairgrounds Disc Golf Course Improvement Plan Jan Miller,Facilities Cliff Simonton,Planning Steve Klehfoth and Jeff Woods,Flying Eagle Disc Society I, There being no further business before the 4401- •eeting was ad'ourned until J 8,201 A. Attest: ,+ . '�. /// ti?Clerk to the Board GRAS t C' •. an 11 06/24/2014