Town of Bayfield Regular Town Board Meeting December 5, 2023 1199 Bayfield Parkway Bayfield, CO 81122  Mayor Tarkington called the meeting to order at: 6:30 pm.  Town Board Members Attendance: Trustee Zazzaro - Present Trustee Hartz - Present Trustee Morlan - Present Trustee Thomas - Absent Trustee Wolff- Present Trustee Au - Present Mayor Tarkington = Present  Staff Present: Katie Sickles (Town Manager), Nicol Killian (Community Development Director), Jeremy Schulz (Public Works Director), Michael Hoguet (Chief of Police), Michael Goldman (Town Attorney), Corey Griffis ( Assistant Public Works Director), Mark Robinson (Parks and Trails Director) Dustin Hayden (Town Clerk), Kathy  Cathcart (Finance Director), Amber Lamb (Human Resources Director).  Agenda Item #1 D: Conflict of Interest- Announcement  No Conflicts of interest stated.  Agenda Item #1 E: General Public Input  None. None.  Agenda Item #1F: General Public Input on Agenda Items  Agenda Item #1 G: Approve Agenda  Motion to Approve: Trustee Morlan Second:Trustee Wolff Vote: Trustee Zazzaro_Yes Trustee Hartz = Yes Trustee Morlan - Yes Trustee Thomas Trustee Wolff- = Yes Trustee. Au - Yes Mayor Tarkington = Yes No public input.  Agenda Item #2: Public Hearing  Agenda Item #2 A: Family Dollar Beer and Wine Liquor License Application  Delayed. No representative in attendance. Resumed at 7:30. Jonathan Crumly 1100 Circle 75 Pkwy, Suite 210 Atlanta, GA. 30339. Senior third party consultant. Dustin Hayden (Town Clerk) states that Family Dollar has applied for a beer and wine retail license for concurrent review and has satisfied all the fees and State licensing requirements. Chief Hoguet and I have visited the site a couple times and Chief Hoguet's only recommendation was that the location of the product be moved or another camera installed that covers where the beer and wine will be located. Mr. Crumly states that Family Dollar takes the sale of beer and wine very seriously and has good programs in place to prevent selling to minors. They have a 2500-3000 stores Town Attorney Goldman states it should be part of the motion to approve with the addition of the camera. As  nationwide licensed for alcohol and have a violation rate less than 2 percent.  Agenda Item #3: Beer and Wine Liquor License Action  recommended by the Chief of the Bayfield Police.  Agenda Item #3 A: Family Dollar Beer and' Wine Liquor License Application  Motion to Approve with addition of camera coverage: Trustee Morlan  Second:Trustee Au  1    Town of Bayfield Regular Town Board Meeting December 5, 2023 1199 Bayfield Parkway Bayfield, CO 81122  Vote: Trustee Zazzaro-Yes Trustee Hartz-Y Yes Trustee Morlan -Yes Trustee Thomas - Trustee Wolff- Yes Trustee. Au- - Yes Mayor Tarkington - Yes Motion to Approve: Trustee Zazzaro Second:Trustee Hartz Vote: Trustee Zazzaro_ Yes Trustee Hartz - Yes Trustee Morlan - Yes Trustee Thomas - Trustee Wolff- - Yes Trustee Au - Yes Mayor Tarkington-Yes  Agenda Item #4 Approval of Minutes and Department Reports Agenda Item #4 A: Approval of Minutes = November 21, 2023  Agenda Item #4 B: Town Manager Report  Katie Sickles (Town Manager) gives report. CNL Regional DOLA Rep Patrick Rondenelli response and statement is in packet. Town option not preferred. Deeply Digital could be a conflict because they could be the fiber provider. Third party like DB Tech has the skills and are actually installing. Preferred choice is Region 9. There is a broadband meeting next week and iti is on their agenda to be considered. Itwould be prepared like a lease similar to the one the County has. Ms. Sickles does not feel we will make money. Wants to make sure utilities are paid. More formal document to come. We payed 50 percent of that, the other 50 percent was a DOLA Broadband Grant. Mayor Tarkington states that the conversation that was had would be that they would have to pass that fee on to the customer and if we are covering our utilities we could keepi it affordable for the citizens. Mayor Tarkington asks ift there is al backup generator. Jeremy Schulz (Public Works Director) states that is part of Phase 2. Trustee Morlan asks if wel have been covering it sO far? Ms. Sickles answers yes but there is no carrier in there. Trustee Au asks what Phase 2 is? Mr. Schulz states phase 1 is the CNL building and the electricity. And Phase 2 is installing anchor locations. Once a carrier is in there they will have gas run toi it and a generator installed. Right now they have DC battery backup for 12 hours. Town Manager Sickles asks if Phase 1 and Phase 2 is covered by the one grant for the Town? Mr. Schulz answers yes. Ms. Sickles states card security system is being implemented by the executive team and Amber Abdella. Dustin Hayden (Town Clerk) gives report. Business license letters are working great. Recreation survey results were quite varied and some would be hard to implement. Pickle ball was the winner. We have purchased the equipment and looks like ity will be Wednesday night. We are trying nott to interfere with the coach's schedules for youth volleyball which willl be both be going in February. K-4 basketball registration going now as well as adult indoor soccer. In archiving the last 7 or 8 Board meetings are on You Tube which helps with permanent retention. We are only digitally archiving things we know that are permanent retention as we have 131 terabytes of storage and Data Safe is eventually going to start charging by storage. Election preparation under way. Trustee Hartz asks where the pickle ball equipment came from? Mr. Hayden answers from Amazon for Black Friday at about $400. Mayor Tarkington asks when the pickle ball registration closes? Mr. Hayden says we have not opened it yet as we want to run it during youth volleyball and not a bigger program like youth basketball for coach's practice schedules. Trustee Hartz asks if the $8000 dollar charge on the financials is for Town Manager Sickles gives report. Report from Vector Disease Control in packet. Highlights are we had a heavier snowfall in 2023 compared to 2022 and warmer temperatures in summer. They had staff shortages to start the season. Representative Rianna will be back soon to give report for 2024. Contract covers 2024-2026.  Agenda Item #4 C: Town Clerk, Culture R&RI Director Report  that? Ms. Sickles answers no that is our fee for computers and their services.  Agenda Item #4 D: Vector Disease Control Inc. 2023 Mosquito Control Report  2    Town of Bayfield Regular Town Board Meeting December 5, 2023 1199 Bayfield Parkway Bayfield, CO 81122  Agenda Item #4 E: Letter supporting Upper Pine River FPD grant Agenda Item #4 F: Single Use Plastic/Styrofoam Letters  Town Manager Sickles gives report. Deadline December 1st. Information in packet. Great request addition to Town. Nicol Killian (Community Development Director) gives report. Back in last November outreach to done to educate about the Plastic Pollution Act. Need to update the community as new laws go in community effect January was 1,2024. Sixty percent of fees to be remitted to the Town. Do not feel we will get revenue form this. Restaurants can no longer give Styrofoam to customers. May use existing inventory. Two different letters going out to educate. The single use plastic bag will go out to stores with three or more locations in Colorado or are of We wanted the Board to see it before we start sending those letters out. Mayor Tarkington part asks a what franchise. business owner do? Show a receipt for Styrofoam they purchased a year ago? Who that they put all the enforcement on us. The fees we collect are supposed to go enforces to enforcement. Ms. Killian  it?  will a  answers  Agenda Item #5: Financial Action Agenda Agenda Item #5 A: November 2023 Disbursements  Motion to Approve: Trustee Morlan SecondTrustee Wolff Vote: Trustee Zazzaro_ Yes Trustee Hartz- Yes Trustee Morlan - Yes Trustee Thomas - Trustee Wolff- Yes Trustee Au - Yes Mayor Tarkington - Yes  Agenda Item #5 B: Town Attorney Legal Representation 2024 Rates  Ms. Sickles gives report. Letter came and got this information last month. Lots of traffic on CML ListServ with other Town Managers. Fees are not out of line with other attorneys. Trustee Morlan asks does the reflect this? Ms. Sickles states not really but she would like to get with attorney Goldman to see if we budget are sending the right things. Trustee Hartz asks Attorney Goldman about how Mr. Robbins used to come. Asks if you are a prosecuting statutory attorney. Town Attorney Goldman clarifies his background. States there is no statutory attorney, that we are a statutory Town that has retained an attorney. Of Course if this Board sees fit to send an RFP out to see what else there is out there. Itwould be an RFP to attorneys who have Municipal Law. Was a County Attorney for La Plata County for almost 14 years. Represents Municipalities expertise all over the' Western Slope for CIRSA. Trustee Hartz states in page 2 that it may be advisable to retain other attorneys at some point. Town Attorney Goldman states that we retain other attorneys sometimes like a water attorney from time to time. Trustee Au asks about how Attorney Goldman stated it would be advisable to have another accountant look at things to get another set of eyes on things. Attorney Goldman states it is maybe often the case where boards will send out an RFP tos see what's out there and see if they can better rates or better advice. Usually it is when a council is not happy with the advice they get from their attorney. get Does not want  in  do a hard sell and ife ever you want to do an RFP you are welcome to.  to  Motion to Approve:Trustee Morlan Second-Trustee Wolff Vote: Trustee Zazzaro_ Yes Trustee Hartz-Yes Trustee Morlan = Yes Trustee Thomas Trustee Wolff-Y Yes Trustee Au - Yes Mayor Tarkington = Yes  Agenda Item #5 C: Custodial Quotes  3    Town of Bayfield Regular Town Board Meeting December 5, 2023 1199 Bayfield Parkway Bayfield, CO 81122  Ms. Sickles gives report. Carrie is really happy with Advance Cleaning. She would like to go to once a week, not twice a week. Ted Avila has been our custodian, some things pointed out to him and not addressed. Spotless was the highest and not in the ball park. Trustee Morlan asks about Advance if we have experience with them? Ms. Sickles states yes at the Senior Center. Ms. Sickles states that Advance is very personable. Advance cleaning is a third of what Ted Avila is. Mayor Tarkington is surprised how much less iti is with the same amount of cleaning. Trustee Wolff asks ift that is all their supplies too? Ms. Sickles states that is her  understanding. SecondTrustee. Au Vote: Trustee Zazzaro_ Yes Trustee Hartz-Yes Trustee Morlan - Yes Trustee Thomas - Trustee Wolff-) Yes Trustee Au-y Yes Mayor Tarkington = Yes  Motion to Approve and award Advance Cleaning:Trustee Morlan  Agenda Item #5 D: East Mill Street Gateway Pay App #1 $87.,724.43  Town Manager Sickles gives report. This is the request for payment one. Town Engineer has reviewed it. This isag grant funded project. Trustee Morlan asks about the cost breakdown and asks if we are on track with the  budget. Ms. Sickles states sO far. Motion to Approve: Trustee Zazzaro Second: Trustee Hartz Vote: Trustee Zazzaro_Yes Trustee Hartz-Yes Trustee Morlan 1- Yes Trustee Thomas = Trustee Wolff-) Yes Trustee Au - Yes Mayor Tarkington - Yes  Agenda Item #5 E: Lupine Stormwater Inlet Project Award TRC Construction $88,688 Jeremy Schulz (Public Works Director) gives report. Lupine Dr. was one of the biggest flood events last year. Bid them separately, got a bid back from TRC. Was al bit higher than engineer ostimate, $8000 over due to the storm inlet drains. Construction will be in 2024. Attached is the cost analysis from SGM. ICA is something that can be managed in house. Trustee Morlan asks if we have someone to manage it. Mr. Schulz states that he has himself and gives examples of what is needed. Trustee Zazzaro asks do we have a SOP in case Mr. Schulz goes. Mr. Schulz goes through his steps and Mayor Tarkington asks is this two separate motions? Ms. Sickles states that we can award the contract and adopt the ICA at the same time. Town Attorney Goldman concurs. Trustee Hartz asks is if this is a storm water thing and we don't have storm water in our budget what kind of expense is it? Mr. Schulz states it is a street project. Mr. Schulz states we could see some cost savings  using the ICA on smaller projects. Second:Trustee Morlan Vote: Trustee Zazzaro_ Yes Trustee Hartz-Yes Trustee Morlan - Yes Trustee Thomas Trustee Wolff- Yes Trustee Au -Yes Mayor Tarkington - Yes  Motion to Approve using ICA contractTrustee Zazzaro  Agenda Item #5 F: Depth of Financial Approval Expectations of the Board of Trustees    Town of Bayfield Regular Town Board Meeting December 5, 2023 1199 Bayfield Parkway Bayfield, CO 81122  Town Manager Sickles gives report. Al lot of times we go back and forth. The Board approves the makes appropriations and approves the projects. How many things should we bring back to the Board budget as far and as billing goes? Change orders will go back to the Board. Wants some direction for the in Morlan states that we are duplicating things too much and we have already approved it. depth Trustee piece. Zazzaro states that we approve the budget in the fall but then we have things that are brought back down the road. Trustee Morlan states Ms. Sickles has a limit and that's why the disbursements are accepted. Trustee Zazzaro asks itcould bei in a report, like a report out item. Likes the idea of report versus decision. Ms. Killian states it could if be part of our Department Reports. Town Manager Sickles states the new vehicle for the Police Station, we sometimes have to move fast to get the deal. Trustee Morlan states that we have a project and then that within the budget she doesn't want to have to approve it again. Trustee Zazzaro wants in a purchase as opposed to a project. Mayor Tarkington states Mr. Robinson ( Parks and clarity Trails Director) needs a new mower as an example and he needs to get three quotes and if he purchases the one for $10,000 and not the one for $7000 or $8000 then we would want answers. Trustee Zazzaro states there is a threshold if there is a mower that is budgeted for $10,000. That is what it approved for. If you have a 8000 dollar Directors should explain why they picked the $8000 one. Trustee Hartz states that 6, we 7, should be cautious to make sure there is not money awarded when there could be a savings involved. Trustee Morlan states that we are dealing with the public funds and cautions that it needs to have solid reasons as too Trustee Zazzaro states that there is a threshold amount and Katie should be able to determine ifi it should why. the Board. Town Attorney Goldman adds it protects the Town if the Board gets their eyes on it especially ifit go to goes to bid. It protects if an entity feels the bid was not fair. It helps with transparency and protects the Town. Agenda Item #6 A: Resolution 599 Emergency Telephone Service Surcharge Increase Town Manger Sickles gives report. Chief Hoguet is on the ETSA Board. He states that the increase is to cover what the Federal Government made them buy. $2.07 per phone line. Trustee Morlan asks how this effects our  Trustee  on the ifitis difference  mower  Agenda Item #6: Action Agenda  budget. Ms. Sickles states that private phone line rates will go up.  Motion to Approve:Trustee Zazzaro SecondTrustee Wolff Vote: Trustee Zazzaro_Yes Trustee Hartz-Yes Trustee Morlan - Yes Trustee Thomas - Trustee Wolff. - Yes Trustee Au = Yes Mayor Tarkington- Yes  Agenda Item #6 B: Resolution 600 Community Banks of CO Intrafi  Town Manger Sickles gives report. Finance Director Cathcart has been working on Intrafi. Have reached out to Trustee Morlan and Trustee Thomas. There was no conflict as they do not work for the two options TBK and Community Banks of Colorado. Mr. Goldman points out a typo in the wording. Trustee Morlan points out that  Community Banks will earn more interest than TBK. Motion to Approve with Typo fixed:Trustee Hartz  Second:Trustee Au Vote: Trustee Zazzaro_ Yes Trustee Hartz-Yes Trustee Morlan - Yes Trustee Thomas Trustee Wolff- Yes Trustee Au - Yes Mayor Tarkington- Yes  5    Town of Bayfield Regular Town Board Meeting December 5, 2023 1199 Bayfield Parkway Bayfield, CO81122  Agenda Item #6 C: Resolution 601 Bank Signatories for Town Banking  Town Manger Sickles gives report. Signatories for the Town. Similar to what was approved. Mayor Tarkington, Trustee Thomas Au, Town Manger Kathleen Sickles and Public Works Director Jeremy Schulz. Ms. Sickles states it will take a while with three banks now. Trustee Morlan asks should it be a Trustee that is not up  for election. Trustee Au states he has not decided yet. Can be revisited.  Motion to Approve:Trustee Hartz SecondTrustee Wolff Vote: Trustee Zazzaro_Yes Trustee Hartz-Yes Trustee Morlan - Yes Trustee Thomas - Trustee Wolff-) Yes Trustee Au - Yes Mayor Tarkington- Yes  Agenda Item #6 D: Resolution 602 Emergency Operations Plan  Town Manger Sickles gives report. Has been on her desk for three years with Chief Hoguet's help it has become al lot easier. Also with the help of UPRFPD. Trustee Zazzaro points out how Trustee notification would work and who it would be. Trustee Zazzaro asks about what level should elected officials and staff and what kind of training should wel have. Trustee Zazzaro points out that Town Clerk Hayden is the PIO and asks what he will need to dot this. Mr. Hayden states he is going to do ICS training and reach out to Shawna Legarza with the County to see what resources he could get or trainings. Chief Hoguet states he is working with Amber Lamb (Human Resources Director) on getting ICS training. Trustee Zazzaro states that shei is a resource for this and can help with training. Ms. Sickles states that the gas leak in Mesa Meadows was an example as to why there  is a need for better plans. Motion to Approve:Trustee Morlan SecondTrustee Zazzaro Vote: Trustee Zazzaro_Yes Trustee Hartz-Yes Trustee Morlan- - Yes Trustee Thomas - Trustee Wolff- - Yes Trustee Au - Yes Mayor Tarkington- Yes  Board of Trustees Reports and Upcoming Dates of Interest Agenda Item #8 Executive Session CRS.57464024100  a. December 12, Cancelled Planning Commission Meeting b. December 19, TBD Board of Trustees Meeting C. December 22, 25, %2 day 29 and January 1, 2024 Town Offices Closed  Personnel matters except if the employee whoi is the subject of the session has requested an open meeting, or if the personnel matter involves more than one employee, all oft the employees have requested an open meeting. With respect to hearings held pursuant to the' "Teacher Employment, Compensation, and Dismissal. Actof 1990", article 63 of title 22, C.R.S., the provisions of section 22-63-302 (7)(a), C.R.S., shall govern in lieu oft the provisions of this subsection (4). Regarding the resignation of a former Town employee, Joe Krzywoszyja. Personnel matters except if the employee who is the subject oft the session has requested an open meeting, orif the personnel matter involves more than one employee, all of the employees have requested an open meeting. With respect tol hearings held pursuant to the' "Teacher Employment, Compensation, and Dismissal Acto of 1990", article 63 of title 22, C.R.S., the provisions of section 22-63-302 (7)(a), C.R.S., shall govern in lieu of the provisions of this subsection (4). Regarding Town Manager Katie Sickles' annual performance evaluation  (Pronunciation = Shival Shay'a)  Agenda Item #8 Executive Session CRS.52484024/00  pursuant to CRS.92464024,00,  6    Town of Bayfield Regular Town Board Meeting December 5, 2023 1199 Bayfield Parkway Bayfield, CO81122  Agenda Item #9 Resume Regular Meeting 11.A Adjourned at 9:52 pm Approved as presented on 12/05/2023:  9H Dustin Hayden, Town Clerk  1  7