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HomeMy WebLinkAboutMinutes 11/13/96 BOARD OF COUNTY COMMISSIONERS EAGLE, COLORADO RECORD OF PROCEEDINGS FORM 50 HOECKEL'S 387869 PUBLIC HEARING NOVEMBER 13, 1996 Present: George "Budll Gates Johnnette Phillips James Johnson, Jr. Jim Hartmann Sara J. Fisher Chairman Commissioner Commissioner 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: Letter of Support, Forest Service Chairman Gates stated there is an item to be included on today.s agenda regarding a letter of support for the Forest Service. He explained the item stating this has been done in the past and they are looking for continued support. Commissioner Phillips moved to authorize the Chairman to sign the letter of support for the Forest Service. Commissioner Johnson seconded the motion for discussion. In discussion, Commissioner Johnson stated he would rather this be placed on next weeks agenda. Commissioner Gates asked for legal opinion. Jim Fritze, County Attorney, stated he believes this can be heard by the Board as it is a matter of routine nature. Chairman Gates called for the question on the motion. Commissioners Gates and Phillips voting yes, Commissioner Johnson voting no. Eagle County 1997 Budget Jim Fritze opened the budget hearings explaining his office has had no growth in the last ten years. For 1997 he has requested two additional employees, one being for an attorney and the second for administrative assistant. He stated this would provide them with the additional support necessary for his office to handle the growth. He stated, however, should they get these people, where will they put them. With that in mind, he has informed Jim Hartmann, County Administrator, they will be willing to try to do without the people for another year until there is a reshuffling of office space and additional room available. He stated the special project designation are the support for the Railroad Attorney project and the Airport Litigation expenses. Mr. Fritze explained the two projects and the use of those funds. Chairman Gates asked if that is a true figure for what has been spent or what is yet to be spent. Mr. Fritze stated that is a figure that addresses next year.s budget. Chairman Gates suggested that perhaps another attorney would assist in these projects. Mr. Fritze responded neither of the projects could be completed totally 1 in house. Out of house council is necessary in both of these cases. Chairman Gates asked about overtime payment. Mr. Fritze responded the attorneys are exempt positions and do not receive overtime and very little comp time. Mr. Fritze stated he has the benefit of someone who works the additional hours. Chairman Gates stated he personally thanks Mr. Fritze and his staff for the extra work but believes that perhaps they need to reconsider the needs of the department. Commissioner Johnson asked about the legal expenses for the railroad project. George Roussos, County Engineer, stated some of the expenses have been cost shared thus far, however, some of the entities have indicated they will not continue to put forward the expense. Commissioner Phillips asked if this is now in limbo. Mr. Roussos stated that upon completion of some of the internal things for the UP and SP they will reanalyize the project. Commissioner Johnson suggested the $50,000 be placed in suspense account. Mr. Sartin explained it would go into a reserve "special" account that would be earmarked for the project. Commissioner Johnson reiterated his thanks to the department. Next was the County Administrator's budget. Mr. Hartmann stated it is made up of three different sections being personal services, operating costs, and public information services. The only personnel change was movement of Jack Ingstad to this office from the Commissioners budget. The special project they are working on is the Web page. Approximately $12,000 has been spent this year with $18,000 budgeted for 1997. The Profile book is the yellow book published two years ago. This will replace the one issued two years ago. It is a costly project ranging from $23,556 to $65,000. It would depend on the number of copies and whatever bids they receive. Chairman Gates questioned if there is outside input on how valuable the book is. Mr. Ingstad stated the book has received a lot of positive feedback. Human Resources, the various Chamber of Commerce offices, and others. He stated the project has several benefits but it is a image thing. Mr. Ingstad stated the cost to Eagle County a couple of years ago was about $15,000. Commissioner Johnson asked how many are in storage. Mr. Ingstad stated they have distributed about 60% and will get rid of numerous ones this year. He stated the request for the book has slowed down because the information is dated. Commissioner Johnson suggested they reduce the number of copies ordered. He asked about channel 5. Mr. Ingstad stated it is still up in the air. They failed to budget last year for this and money had to come out of other accounts. He stated this is in anticipation for having the presentation. Mr. Hartmann stated the management retreat money was shifted to the Human Resource department. The next budget analyses was Health and Human Services. Kathleen Fornash, Director, discussed four different projects. The first being the Wrap Fund. She stated the project has been approved and will receive matched funds from the state. The $50,000 increase in operating costs is 2 BOARD OF COUNTY COMMISSIONERS EAGLE, COLORADO RECORD OF PROCEEDINGS FORM 50 HOECKEL'S 387869 substantially for this project. Mr. Sartin explained this year the amount allocated is for $6,000.00. The Human Service grants are increased by $12,500 from 1996 to 1997. She understands the Board wanting to review the amounts to the agencies at a later date. Public Health and Senior Services were next. They did have an position open for most of 1996. She discussed the movement of dollars and their trying to maximize the revenue. In public health there are some non- personnel related expenses. Approximately $22,000 goes to computer hardware and $10,000 for other office materials. Senior services shows an increase of about 66% which shows the expansion of that program. Ms. Forinash explained the expansion of services and the cost sharing for that project. She explained the need for the additional personnel as van drivers and thus the cost of van usage. The third position in Senior Services supports the volunteer program. They are looking to expand their services to this, the fastest growing segment of the population As they look at it, the cost of the volunteer coordinator is outweighed by the number of volunteers in a variety of the activities. Allen Sartin stated another significant area of growth is in the human service grants which is approximately 20% increase. Chairman Gates asked about the seniors and some of their individual concerns. Ms. Forinash spoke to the desires of the volunteer program. Social Services was the next item presented. Ms. Forinash stated they have one case worker position which they have not filled this year. She stated they are in the process of hiring a case aid position in Basalt. The additional staffing request includes a .75% case worker together with the unfilled position. Both are contingent upon 100% state funding. Another position addition is .25% of the volunteer coordinator. That will go hand in hand with the family mediation program. Ms. Forinash further discussed the staffing and funding needs within her department. She stated they also have a provision for a summer intern for next year. Ms. Forinash stated the staffing costs are approximately $77,000, $4,000 of that will actually be paid by the County. Ms. Forinash explained the computer expenses for Social Services and the costs incurred there. She stated the federal government will pick up 35%. Ms. Forinash pointed out the 42% percent on the card marked other. She stated these are actual dollars that will go directly to the families being served. Ms. Forinash further explained her budget. Ms. Forinash asked to share information regarding the organized volunteer program and did so. The next item to be reviewed is the Extension budget. Holly Tatnall, Director of Extension, stated her budget is pretty consistent with last year. She stated Weed and Pest, Fair and Rodeo and Extension are their three main projects. There is a decrease in Weed and Pest but fairly consistent with last year. The Extension Budget finally sees a full staff. Increases relate directly. Capital expenditures include a file server which won't be added until the courthouse renovation is complete. Fair and Rodeo sees an increase with fair entertainment increasing by $15,000. Ms. Tatnall explained the related costs. Allen Sartin stated in the 1996 revised budget the fair is budgeted to loose $67,000 this year and $87,000 next year. Mr. Sartin stated they have 3 been going the wrong way since 1984. Chairman Gates stated there is a problem and especially so with entertainment going on while the rodeo is happening. Lori Asmussen, Fair Co-ordinator, stated they have discussed that they have planned to keep the children's entertainment during the day. stated the addition of the carnival really helped them to be convinced didn't need the entertainment on stage. Commissioner Johnson asked the other purchased services budget be looked at. He stated under 3590 under Fair, there is a substantial increase. Ms. Asmussen explained the addition being based on adding the teen rodeo and bull riders only thing as well as additional marketing expenses. Commissioner Johnson suggested that looking for additional sponsors will be possible. Ms. Tatnall explained the benefits cover the expenses in scholarships. and She they Animal Control budget was next. Bob Schlegel, Director, stated the increase reflected is most directly related in the increased demand for services. He spoke to volunteerism and the program receipt of 5700 plus hours by volunteers at the Animal Shelter. He stated through court services they have received 504 hours of community service. Mr. Schlegel stated he is proud of this. He stated the budget increases reflect the one staff member who will be hired before Thanksgiving. Mr. Schlegel spoke to the vehicles totaled this year. He stated they were able to keep staff this year, which he is proud of, and which is a first. Discussion continued on the retirement issue. Commissioner Johnson asked if the IGA's are paying for themselves. Mr. Schlegel responded dollar for dollar, they are not. He stated they have sent out the contract for renewal but a few show a substantial increase. He does not believe they will be able to get the services elsewhere. Allen Sartin pointed out that Animal Control continues to loose money and work at a deficit. Commissioner Johnson suggested if the contracts are not signed, the expenses will decrease. Mr. Schlegel explained the services they provide and the growth they have experienced. He stated the costs go up. Finance was the next item reviewed. Mr. Sartin explained the changes in the 1996 and 1997 budgets. Mr. Sartin explained the new staffing needs, the computerized accounts payable system, and the software costs to be incurred. A third item, the replacement of PC's is an additional cost. The last item, is the replacement of five copiers in the central copier program. Four of the copiers are being replaced for duplexing capabilities. Those four items add up to a $101,600 increase. Overall they are experiencing a 3.17% increase in expenses. Commissioner Johnson asked about a $2100 physical separation from IS. Mr. Sartin explained they currently share one laser and will need to replace it when they physically separate from IS. Commissioner Johnson asked about the color printer. Mr. Sartin explained that will replace the printer in his office. Human Resource department was the next budget reviewed. Sue Eaton, Director, explained her budget to the Board and the increase in expenses. The special project is the compensation and classification study. The Health Insurance reduction is an accomplishment. Chairman Gates asked about the new position expense. 4 . ~l BOARD OF COUNTY COMMISSIONERS EAGLE, COLORADO RECORD OF PROCEEDINGS FORM 50 HOECKEL'S 387869 Ms. Eaton explained the increase in the interview expenses. Commissioner Johnson asked about the tuition and training of $13,000. He referred to the memo issued earlier this year about having monies available in 1996. He asked then why there was an increase for next year. Ms. Eaton explained the training plans proposed for 1997. Commissioner Johnson asked about the turn over. Ms. Eaton responded they are averaging between 11 and 11.4% for the last eight months. Mr. Bradley from buildings and grounds explained they are experiencing no personnel changes for 1997. He spoke of the increased number of buildings and facilities. Mr. Bradley stated there are alot of increases in capital expenditures and those will be reviewed at the end of this public hearing. Commissioner Johnson asked of the County owned buildings, which are not maintained by B & G. Mr. Bradley stated the airport building has not been under their jurisdiction. Information Systems was the next item to be reviewed. Dave Holmgren, Manager, explained the additions to staff with one person being added as an administrative tech. He stated they currently have one programmer position open which they had anticipated filling. He is doing the PDQ's for all the positions in his department. He stated they are spending a great deal of time working on the Avon office. He stated as they head into much more technical areas, they are in need of higher technically trained individuals. Mr. Holmgren explained the increase of computers over the last five years as well as the various software programs being used county wide. Mr. Holmgren explained the disc space increases, internet access, and future computer enhancements. He stated they continue to purchase, set up and install the PCs as they are ordered. With each new purchase, they move roughly three PCs to install one. Chairman Gates asked about disc space. Mr. Holmgren explained. He stated the special project for the Web site will be a substantial change. Tashiro will possibly be maintaining the web site so this cost may be reduced. The PC maintenance program is one he has been interested in doing. As of September 1996, the Assessor and Treasurer would be loosing their ECS support for hardware. Mr. Holmgren explained the difference between outsourcing and doing in house. Commissioner Johnson asked how many PCs there are. Mr. Holmgren stated they have about 150. He stated this service will be include servers, boxes, printers, etc. Mr. Holmgren explained they have lost disc drives, mother boards, etc. Commissioner Johnson questioned it costing a thousand dollars to repair the problems they aren't going to see sixty five go down at once. Mr. Holmgren stated the repair on printers is also an expense. Commissioner Phillips asked who they would contract with. Mr. Holmgren stated Digital is who they would look at first but he will go out to bid. Commissioner Johnson asked about the color laser printer for $10,000. Mr. Holmgren stated he visualized this as being a networkable printer that other departments could use. What he is anticipating now is providing smaller color printers in various areas so there would be back up for all departments. Commissioner Johnson suggested the color printers are so much slower. 5 He questions how much color printing is done by the various departments. Mr. Holmgren stated there is a desire out there and if available, they would be used. Commissioner Johnson asked about the $45,000 for the internet and $30,000 being for the Web Server. Would the $15,000 still be needed for the firewall. Mr. Holmgren stated without the Web server, the fire wall would not be a necessity at this point. The Transportation Authority budget was next. Jim Schram and Michael Galleger introduced themselves to the Board. Mr. Schram stated the major increases with the authority being the six new buses which have been purchased. He stated they have leased an over the land coach for the Gypsum, vail route. They have added Dotsero to that route. There will also be a skier express added to Gypsum. Evening service to Minturn will start this Friday. A mid day trip to Gypsum has been added as have two additional daily trips to Leadville. Mr. Schram stated they will be doing a unified plan for the region to gather additional support for securing additional monies. Over 90% of the budget will be allocated to equipment and paying for the services. The RAFTA and Eagle Valley trails adds to the budget. Chairman Gates asked about after purchasing the busses what amount of money would be left over. Mr. Schram stated he does not have the exact figure as they will be issuing four more busses this year. He stated not all of the money will go toward equipment. The County Engineer budget was next. George Roussos discussed his request for an additional two people in engineering and an engineering technician. He discussed various line items in the budget requiring new software. He spoke of a new line item, general engineering services. He discussed a request for additional funds for the Aspen Branch. Chairman Gates asked if he were not on the various committees would he still need extra personnel. He reiterated that Mr. Roussos is doing a good job on the committees. Mr. Roussos stated he would still need the staff, and as a side note, he enjoys working with various entities. Commissioner Johnson stated he would like to see the engineer budgeted for last year hired first, then take a look at additional personnel. Community Development budget was next. Keith Montag gave two key areas of focus: customer service and implementation of various master plans. He discussed customer service expansion for his department, the rezoning of maps, the need to facilitate the Census process as well as various service requirements around the County. Those are in addition to the normal processing. The other component is the implementation of the master plans, community plans, land use regs and updating the building resolution and the ISDS regulations. Another key area is the acquisition of open space. He explained it is in the capital budget. They also anticipate implementing IGAs with various entities on the implementation of plans for the those areas. Finally implementation of the housing plan which will hopefully be adopted in the near future. To fulfill these goals, they are anticipating 1.27 FTEs. The department anticipates generating a 5.5 increase over 1996. If the board chooses not to fund the positions, he would request considering replacement back in the budget of the voice mail system. He voiced support of the Engineering budget and the GIS system. 6 BOARD OF COUNTY COMMISSIONERS EAGLE, COLORADO RECORD OF PROCEEDINGS FORM 50 HOECKEL'S 387869 Chairman Gates mentioned the complaints in calling the community development office. He stated they get irritated both by getting no answer or by getting a machine. Mr. Montag stated they have installed a very basic voice mail system however, there are some enhancements that would better serve the customer. Chairman Gates asked if they do get the additional personnel, where will they be put. Mr. Montag stated this position would augment the current receptionist position. One of the main functions would be the historic data entry into the new computer system. Commissioner Johnson asked about financial support being offered for the GIS. Mr. Montag stated it would be moral support. Commissioner Johnson asked about the AudoCad system. Mr. Montag stated the CAD system that Engineering has and that of the Assessors office will work with the GIS system. Mr. Montag stated the time to get on the machine is difficult. Engineering uses theirs virtually 100% of the time. Allen Sartin stated this is one of the profit centers of the County and they are projecting profits of $427,000 for 1997. Mr. Montag stated the fees are offsetting the amount of time being put in. Road and Bridge budget was next. The department's major increases are the southwest district shop, dump truck, flat bed trailer, Bellyache Ridge project, computer upgrades, emergency systems. Chairman Gates asked about the subdivision upgrades in Bellyache. Mr. Fessler stated it is initially for within the subdivision. 1998's budget will show the pavement of the hill up to Bellyache. Mr. Fessler stated they are not asking for additional people. The area of concern is the radio system. Mr. Fessler suggested those monies be placed in the reserve. Commissioner Johnson asked about a right turn lane on Eagle Road and Highway 6. Mr. Fessler stated they did a temporary measure six weeks ago. The long term repair will be forthcoming. Between the maintenance funds of the State and theirs, they should be able to work it out. Motor Pool was the next item discussed. Mr. Fessler stated the 1997 acquisition costs takes into account inflation. Commissioner Johnson asked about the changing of the milage figures. Mr. Fessler stated they do a 10 year replacement schedule which Allen Sartin them works on and that is how the millage is calculated. They do the same thing on the heavy equipment side and this year it went up substantially. He referred to their motor vehicle schedule. Chairman Gates asked about the purchases. Mr. Fessler stated it will peek throughout the ten year cycle. The Landfill will see no personnel changes. The waist stream is ever increasing. There are a couple of special projects, the waste grinding, new regulations, which they are not sure of, and access road improvements. He stated this was originally put into Road & Bridge but it is strictly a Land Fill expense. Commissioner Johnson commended Mr. Fessler and Mr. Sartin on the heavy equipment massaging. Chairman Gates asked they discuss the snow loader project for Red Cliff. 7 Ron Rasnic stated the main thing is the costs have dropped a little bit. He stated he would expect the capital costs to go down as the construction and engineering will be completed. Chairman Gates mentioned that Anthony Aiolla is still concerned with the mixing of materials. There was no comment by Mr. Fessler or Mr. Rasnic. Mr. Sartin stated they will be closing the land fill trust fund and moving it to the land fill fund. It will be officially reserved on the books of the County. The amount to be set aside will be based on the no gas well scenario. Mr. Fessler applauded his staff for all of their work on the budget. The Airport budget was the next to be heard. Jim Elwood stated they implemented a cost budget this year. He stated they have implemented a number of projects which have been divided to "within the fence" operations, land side operations, and the FBO. The desire is to provide a zero cost base. Mr. Elwood stated he budgeted $2 per thousand pounds based on the expenses. Additional focus in the budget are safety related items. They have separated out ARF from snow removal and other major activities. This insures a higher level of safety. Consequently there is a significant increase in ARF hours. Year round service and expanded hours have put additional demands on the needs. Mr. Elwood explained the security issues and then increase in needs. Mr. Elwood stated the length of the flight schedule now begins at 7:00 a.m. and runs to 9:00 p.m. The need for security has increased tremendously. Mr. Elwood explained the increases in personnel being technical support, terminal hospitality attendant, building superintendent, airport intern, (half of which will be paid by the state), 7.25 firefighter/snow removal personnel, .5 maintenance worker and .5 sheriff. Mr. Elwood stated they have installed an auto attendant. Last year they were receiving 8 calls per minute on bad weather days. Ken Wilson, Sheriff's Office, stated he has the proposed flight schedule to which he has put numbers. He stated they are roughly running 12 hours a day, seven days a week. That will take four people. There will be between 18 and 26 flights a day. He stated at a meeting they had last week with the FAA at which time they were told their requirements. The officers at the airport must be certified and that will be a minimum of four people. Chairman Gates asked if it is County's responsibility to provide security for both terminals. Mr. Elwood stated yes but the fees are recoverable. Mr. Sartin asked if the budget reflects 1 FTE. Mr. Elwood stated it does. They will need to increase their request by three people. Mr. Wilson stated he does not currently have the staff available to man the airport. He stated if authorized the people, it will take him up to 15 weeks to do so. Chairman Gates questioned why the airport or sheriff have not been pursuing this. Mr. Elwood stated he indicated to the sheriff several months ago that they are headed in this direction. Commissioner Johnson asked at 1996 staffing levels if this is where they are. Mr. Hartmann stated they may have to look at contracting for 1996 with other law enforcement agencies to work off hours. He stated that is very expensive. The 4.75 road deputies are not airport personnel. 8 .,:''') BOARD OF COUNTY COMMISSIONERS EAGLE, COLORADO RECORD OF PROCEEDINGS FORM 50 HOECKEL'S 387869 Chairman Gates asked why this hasn't been addressed sooner. Mr. Hartmann stated to get through the next month and a half will be additional expense. Commissioner Johnson asked if the firefighters/snow removal is in addition to the national guard. Mr. Elwood stated that is correct. Commissioner Johnson asked about the hospitality attendant being more of a function of the Chamber. Mr. Elwood stated he believes there is a reason for that individual to be a County employee. He stated they provide the eyes and ears for information within the facility. Ken Wilson reminded the Board the planes fly in fourteen days. Last but not least... .Mr. Hartmann stated there are quite a few add backs and add ons. What has to be done at this point in time is to put figures back into the revised budget. Mr. Hartmann suggested perhaps the capital budget could be done Monday or Tuesday. Chairman Gates stated there are 38 positions requested. Mr. Hartmann stated he is not recommending eight of the positions. The sense of timing is necessary for the finance department to do their refiguring. Mr. Hartmann reiteriated they have 1.8 million in items. Mr. Hartmann stated the have either $200T or $300T in the GIS. Mr. Sartin stated they have in excess of $300T could go to the restricted reserve. Again, this allows the Board to address its priorities. Mr. Hartmann spoke to the $1,000,000 for the airport terminal. Mr. Sartin stated it would be dropped from the budget in 1996 and placed in 1997. The $15,000 for the railroad attorney will go into the reserve. The attorney plus one position will be dropped for 1997. The copiers are about a $47,000 item. Commissioner Phi.llips suggested the four be taken out and the one left in. $45,000 for Web site is taken off as it will be in Ingstad's office. The three IS positions are not recommended until there is a place to put them. It will probably be an item for 1998's budget. $10,000 for the color printer should be better defined and then revisited by the Board. $100,000 for the railroad study will be moved. The general engineering to fund the smaller studies is worth $25,000. It was suggested it be put into the special fund and used as needed. $35,000 for Road and Bridge radios will have to stay in road and bridge. He suggested they leave it in their budget until it is worked out. On the request side, the $2500 from Sachbauer is left to be determined. Chairman Gates stated he would like to pick it up later along with some other requests. Commissioner Johnson stated he would like to see what savings they have from this year before adding to next year. Commissioner Johnson asked about the hand held radios for $12,000 each. Mr. Ingstad stated that Jack Johnson does not have the ability to communicate with other agencies in a crisis situation. They were anticipating the property tax to pass. Jim Elwood stated communication is always a critical issue in an emergency. What they understand is the 800 megahurt system is still up and 9 running. request. Discussion continued on Mr. Hartmann stated the Tuesday. Mr. Elwood stated they intend to go forward with their radio the personnel openings. capital budget will be scheduled for Monday or There being no further business to be brought before the Board the meeting was adjourned until November 18, 1996. 41:;1 A ~:t.." Chciirm 10