Town of Bayfield Regular Town Board Meeting November 7, 2023 1199 Bayfield Parkway Bayfield, CO81122  Mayor Tarkington called the meeting to order at: 6:30 pm.  Town Board Members Attendance: Trustee Zazzaro - Absent 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 (Attorney), Corey Griffis (Assistant Public Works Director), Dustin Hayden (Town Clerk), Kathy Cathcart (Finance Director), Amber Lamb (Human Trustee Au on 6B worked for someone on the easement. Did Topo work for borders. Attorney Goldman asks if  Resource Director).  Agenda Item #1 D: Conflict Of Interest Agenda Item #1E: General Public Input Agenda Item #1 F: General Public Input on Agenda Items Agenda Item #1G: Approval of Agenda  there is a benefit. Trustee Au will recuse from 6B.  Mayor Tarkington opened and closed public comment hearing none. Mayor Tarkington opened and closed public comment hearing none.  Motion to approve Agenda: Trustee Morlan Second motion: Trustee Wolff Vote: Trustee Zazzaro_ Trustee Hartz-Yes Trustee Morlan = Yes Trustee Thomas - Trustee Wolff- Yes Trustee Au - Yes Mayor Tarkington = Yes  Agenda Item #2 Budget Public Hearing Agenda Item #2 A Presentation of 2024 Budget  Kathy Cathcart gives report. Goes over statutory requirements for the Budget Public Hearing. States that itis her job to make sure the funds are sent to and from the funds accordingly. Two step process for paying invoices. Tracks incoming revenue for all funds. Manages the Town Grant's. Does the billing for the Town as well. Town Manager Sickles states the budget heard tonight does not have the Sales Tax Measure that is on the ballot tonight. It does not have proposition HH passing in it as well which would be a reduction of $34,337. Inl May a Stormwater Ordinance fees will be decided when the feasibility study is done. Budget has had a few work sessions. Personnel labor and expenditures no COLA raises, there is merit raise 0-5%. Health insurance is realigned for 13 months, agreement is signed. Clothing allowance is $500.00. Had to divide Parks and Recreation due to two Parks and Recreation Directors have quit in the past year. Facility and Grounds Joe Krzywoszyja gave notice due to location and personal reasons. Removed a Sergeant FTE position. Will consider a stormwater position once the feasibility study is done and the Public Hearing is done for the rates. Move a temporary receptionist to part time. Move seasonal and part time Parks workers to recruiting a full time position. Removed Code Enforcement position. Water conservation number one goal we have the Sonoran Institute. Recruit and retain Town Staff. Organization Chart is still draft, will be adopted with the budget. Possibility of grants from GOCO possible to help finance Joe Stephenson Park. Money in budget for elections. ITcoverage will go up due to adding a computer at Parks Shop. Trustee Hartz asks if we can get the breakdown for Parks, Recreation and Senior Center. Town Manager Sickles says that she can send it. She also adds that utilities of the shop and Senior Center are billed the same. Trustee Hartz asks about the  1    Town of Bayfield Regular Town Board Meeting November 7, 2023 1199 Bayfield Parkway Bayfield, CO 81122  cellphone stipend. Ms. Sickles states that each employee gets $50.00 or a provided cell phone. Trustee Hartz asks about the clothing allowance. Ms. Sickles states that is has to have a receipt andi is for work required uniforms or safety gear like boots. Trustee Morlan asks if we had more mobile phones as compared to land lines. Ms. Sickles states that they need it to clock their time on their timecard as well with their phone. Chief Hoguet gives report on budget. New hire passed checks. Spillman should be ready to be integrated with dispatch services. Lexipol purchased in 2013. Pulled ita all out it was out of compliance. Worked with dispatch should be no rate increases. IGAwith Sherrif's office for manpower with the County's Attorney. Only agency that uses Utility as aj purchase. Trustee Hartz asks what does that benefit? Ms. Sickles states that the 1% Capital Sales Tax can only be used in Capital Improvement Funds per the voters. Town Manager Sickles gives report for Parks and' Trails. Ms. Sickles gives report for Senior Center. Commercial Kitchen will drive revenue. Nicol Killian Community Development Director gives report. Deposit is required for attorney or engineering fees. Is not billed out until balance is zero ori it is signed off on. Nicol oversees all building permits and COI. Requires deposits as well. Jeremy Schulz Public' Works Director gives report. Goes over difference in clothing allowance and personnel line items. Building facility maintenance used to get or fix any equipment. Supply is the line item for chemicals and supplies they use like chlorine. Sludge has gone up due to Republic Services raising their fees. Trustee Hartz asks about the moving ofl line items. Ms. Sickles replies that the Vehicle Fund is not going to be used in 2024. Stormwater Ms. Sickles gives report. Probably adopting a resolution for this fund, will know when thet feasibility study is done. Trustee Hartz asks about the $3000 in overtime. Ms. Sickles states it was just an estimate as storms and elements are hard to predict. Nicol Killian reports on the Capital Improvement Fund. Biggest is Joe Stephenson Park. Will be looking for grant funding there. Corey Griffis Assistant Public Works Director reports on the' Water Fund. WE have eight more meters under houses to replace. Trustee Hartz asks about the fuel discrepancy. Mr. Griffis states that with iWorQs it has gotten easier to pinpoint which equipment costs which for fuel. Garbage Fund Ms. Sickles gives report. Trustee Morlan asks how much longer on that contract with Republic Services. Ms. Sickles replies one year. Street Fund Mr. Schulz gives report. We have al higher line item because we have more equipment. Heavy winters make for more expense due to fixing Agenda Item #2 B: Additional Budget Items: $4,103 Software Rec-Desk and Wifi Lic & $40,000 Water Town Manager Sickles gives report. Rec Desk used for all youth and adult sport registrations and payment. Wifi was on al long term contract iti is now annual. Last year to move meters out from under houses. Agenda Item #2 C: Public Input: Note: The 2024 Budget adoption will be considered on November 21, Mayor Tarkington opens public input. Matthew Nyberg 517 Dove Ranch Road. Asks that Banner Gate gets handled with al little more couth. Asks the Board to caution about behaviors. BEEP had a banner that exceeded the ordinance. The school is one of the pillars of the community and wanted to see more devotion and collaboration working with them. Dave Black 606 Buck Highway. How come there is no money for deer mitigation. Doesn't anyone have a sense of humor? Has looked at the budget wonders why the Administration Budget has gone up: 21 percent in three years. Look at other ways for revenue before going to al ballot issue. Leaving $400,000- $500,000 on the table in pot shop money. Adding positions please take in to consideration the cost of this. Try to keep more revenue here even ifitisa better grocery store. States the ballot issue for the fire station passed and hopes the sales tax issue  things. Nicol Killian reports on the Housing Fund.  Meter Relocation  2023  doesn't pass. Mayor Tarkington closes Public hearing.  Agenda Item #3: East Oak Drive Alignment Proposal Discussion Agenda Item #3 A: Bayfield School District officials in attendance  Rebecca Parnell Bayfield School Board Member, Leon Hanhardt Superintendent Bayfield Scholl District and Mike Foutz School Board President and Paul Black with Los Pinos Ditch. Nicol Killian gives background on East Oak Drive and East Oak Drive connection shows map and concepts. Plan was made in 2019. Shows options oft the plans. Shows where the easement is. Wants to have a meeting to move plan along with School Board and knows they have some questions. Mr. Foutz states that there is only two members here since three constitutes a public meeting. Will take the information back to the School Board. Interested more  2    Town of Bayfield Regular Town Board Meeting November 7, 2023 1199 Bayfield Parkway Bayfield, CO 81122  ini impact to the School District than private property. Feels that it is of mutual benefit to work with the Town. Option A1 has the least impact to School property. On plan A4 School District is looking at access to the Middle School if new school is put in. Admits it is down the road a ways but wants to protect that access. Asks that at tract of land, "No Man's Land" is not under the School's responsibility for maintenance. Would like to get the road as close as we can to the pipeline. Paul Black asks about "No Man's Land" shows that there is manhole located near and points out that there is quite a bitof infrastructure in the tract and two parallels are close to the BP line. Itis a tough scenario. Mayor Tarkington asks is there are two or three thatj just are not feasible cost wise. Ms. Killian wants the engineering to get two cost estimates. Talk to both Boards and come up with a plan. Mr. Hanhardt says it needs to back to the entire Board asks Mayor Tarkington what is his next step? Mayor Tarkington says have go the discussion and narrow it down to two or three options. Mr. Foutz says iti is not a voting issue for them until the Town presents an easement. Mayor Tarkington asks if there is more discussion by the Planning  Commission. Ms. Killian answers yes.  Agenda Item #3 B: Public Input  Kay Phelps 1048 N. Oak Dr. wants to know where North Oak Dr. is? Ms. Killian shows on the map. Gives more options to get traffic off Mountain View. Ms. Killian shows the traffic impacts on all the plans. Mr. Foutz asks what plans are preferred. Ms. Killian states four has the most with level of service. Lynn Wilson County  Road (inaudible) says please get it right the first time.  Agenda Item #4: Approval of Minutes and Department Reports Agenda Item #4 A: Approval of Minutes - October 17,2 2023  Motion to approve Minutes: Trustee Morlan Second motion: Trustee Wolff Vote: Trustee Zazzaro_ Trustee Hartz-) Yes Trustee Morlan - Yes Trustee Thomas- Trustee Wolff-) Yes Trustee Au - Yes Mayor Tarkington- - Yes  Agenda Itom #4 B: Town Manager Report:  Town Manager Sickles gives report. Shows Thank you letters. Hard summer: as far as splitting departments. Things have calmed down and adjusted. Card security executive group assigned to Amber Abdella. Housing need to make sure we have the resources. Nicol is receiving kudos for her efforts in the community. Wants to bring clarity to business licenses. We need to manage it and have sales tax compliance. Ifthere are any  questions, there is a packet and people need to come and ask questions.  Agenda Item #4 C: Park & Trails Director Report  Report is in packet.  Agenda Item #4 D: Town Clerk, Culture Resource and Rec Director Report  Town Clerk Dustin Hayden gives report. 5th and 6th Grade Basketball three games now in the books. Cleaning the floor the best we can. Other organizations tracking al lot of debris in. We will open registration for K-4th grade on November 20th. Be Frankenstein set-up went well no parking issues with the block being closed. Had positive feedback from Lech. We had basketball the same day as well as the PRS Banquet, so busy day on the blocks of Mill, Church and South Streets. Homecoming Parade went fairly well. The new route seemed to engage and get quite a few spectators. Did have some negative feedback about the incline oft the route. Public works did great with the rolling closures with the Town trucks. Wel have some safety concerns about the dispersing on Center and we need the volunteers to man some more intersections as well as inform the businesses on Center that there will be some impact from dispersing. On the Clerk side we have gained some momentum on digitizing as all the Board of Trustees Agendas and Meeting Minutes are done. Kristin has taken  3    Town of Bayfield Regular Town Board Meeting November 7, 2023 1199 Bayfield Parkway Bayfield, CO81122  that up and has done a great job with that. All Minutes and Agendas are in digital format that we could find. There are some gaps to what we have, lots of the 70's-mid-nineties are on microfilm and we need some special equipment to handle that. Also at few missing months in the early 2000's. Getting ready to send out Business License Renewal reminders for 2024.Reversible and reusable shirts are coming soon. Iti is a capital expense in  2023.  Agenda Item #4 E: Human Resource Director Report  Amber Lamb Human Resource Director gives report. Staffing update. Got a sub for Senior Center. Hired a Parks worker. Chili Cook off. Insurance open enrollment. Amber has been reaching out to employees to let  them know about the changes for them financially. AFLAC was at Town Hall. Agenda Item #4 F: Police Department Policy Manual (Lexipol) update  Chief of Police Michael Hoguet gives report. States we are in great shape on our manual. All best  are practices  modernized.  Would pass an accreditation test.  Agenda Item #4 G: Congratulations on Chief Hoquet's POST Certificate  Mayor Tarkington asks about Chief Hoguet's POST Certification.  Agenda Item #5: Financial Action Agenda Agenda Item #5 A: October 2023 Disbursements  Motion to Approve:Trustee Morlan SecondTrustee Au Vote: Trustee Zazzaro_ Trustee Hartz-Yes Trustee Morlan - Yes Trustee Thomas - Trustee Wolff- Yes Trustee Au - Yes Mayor Tarkington = Yes Hearing IS required.  Agenda Item #5 B: Review of 2023 Budget Supplement: #3 fora Public Hearing November21 Ms. Sickles states supplement is basically to remove the money to put in the Capital Improvement Fund. Public Robert Gallegos 1727 North Taylor Circle. Iti is his property. And Darrel Rogers. Wants to make sure that somebody is responsible for the grade so it doesn'tflood his place. Wants to know who will be responsible for the structural integrity of the Los Pinos Ditch. Wants to work with the Town not opposed to granting easement. Paul Black 311 County Road 501 Los Pinos Ditch. Hope Church reached out to look for line. Make sure that the easement is put in to proper specs. Clean the agreement up with the Ditch Company. Jeremiah Aukerman 411 East Columbine. Hydrovac a hole to find the lines. Seven feet deep to the top of the sewer pipe. Master Plan was 73 homes for Dove Ranch Tract II pipe was to serve those homes. Looking for to Ms. Sickles states that Los Pinos will charge a crossing fee. And the fee should be on the developer. Mr. Aukerman states there was an easement with Agenda Item #6 A: Direction regarding Carrier Neutral Location (CNL)- Oversight Responsibility Ms. Sickles gives report. Applied for grant. Wanted to see a CNL agreement that Durango had. Attorney Goldman advised that we should go to DOLA. Shak Powers with Region 9 idea is to be neutral. Needs cross connections in the rack. Have not seen our CNL or where the fiber goes. DOLA wants to make sure itis carrier neutral. Private third parties that may be more neutral. Mentions that Bayfield probably does not have  Agenda Item #6: Action Agenda  Dove Ranch HOA that is no longer.  4    Town of Bayfield Regular Town Board Meeting November 7, 2023 1199 Bayfield Parkway Bayfield, CO 81122  the IT capabilities to splice. Doug mentions ISP should do the technical work that the Town would have to doi is the coordination and access to the server room. Procurement would be put to Town Manager and Town Attorney. Mr. Powers sent some examples to the Town Manager. Putting ISP into the racks will be able tot tie into their fiber. Attorney Goldman states that the lease is a nominal amount. CNL premises the Town of Bayfield and the technical folks handle their own technology. Wants to know as the Grantee what future things are expected. Mr. Powers states you do have to charge ISP providers for rack space, wants to get away from the cross connection fees. Doug Seacat with Deeply Digital says with al DOLA grant you have to keep that fiber space open for anyone to use. Mayor Tarkington asks what is the Town's labor load? Trustee Hartz asks is it just the facility that we have to manage. Trustee Hartz asks should things be labeled from the beginning? Mr. Powers gives some examples of where the fiber goes. And states region 9 is on the learning curve. The three options are doi it yourself. Working with Deeply Digital to doit it. Or get at third party to doit. If Region 9 does it, it would have to go to Laura. Mayor Tarkington would like to see what other municipalities do. Mr. Seacat mentions to keep the map updated is the key. Ifanother group comes in it should be coordinated with other companies like Deeply Digital. Mr. Seacat states we will not charge ifs something breaks in the next few weeks or Agenda Item #6 B: Board Acceptance of Sewer line easements at North Taylor Circle at Developer Cost Trustee Au recuses himself. Ms. Sickles gives report. Stresses it is at the developers cost. Will be your final decision to accept it. Attorney Goldman is concerned you have no hard documents int front ofy you to make a final decision. Cautions that this may not have enough information. Ms. Killian states it is a main and not a service line. Clearly it was a main for development but no information or engineering can be found on it. Approached property owners attorney and they advised they would be more comfortable with the Town taking over the main up to the manhole. Don't want to spend the money. justt to have the Board turn it down. Mr. Schulz says ity would connect toi the Town: sewer: system. Another two hundred feet of pipe. Trustee Morlan asks if the engineers would be involved. The developer would do main expansion and provide the Town plans for our engineers to look at. Ms. Killian states that an easement with each entity would need to be done. Mr. Gallegos states that there is nothing in writing. Not opposed to offering the easement to the Town of Bayfield. Manhole is really close to the property line and will need to be moved. Who will pay for it if the ditch or sewer backs up? Ms. Killian states that we will inspect the work to make sure the work is up to plan. Paul Black states that it needs to be done in off season when the ditch is not running. Jeremiah Aukerman states that they would hydrovac again ifneed be. Location of the manhole is a concern and wants to keep the extension as small as possible. Trustee Wolff states there won't be protective language in a deed or easement. Is there a secondary option? Ms. Killian states the engineer will use standard easement language. Ms. Sickles states there is an ordinance that states the easement language. Attorney Goldman states the Town has statutory immunity. Ms. Killian states School Ms. Killian gives report. Only one facility if the audit comes back the $20,000 rolls into the cost of the contract.  months. Costi is a concern. Wants to be part of the community and help control cost.  said they would pay for the engineering. Development deposit still open too.  Agenda Item #6 C: Resolution 590 Energy Performance Contract  Motion to Approve:Trustee Morlan SecondTrustee Wolff Vote: Trustee Zazzaro_ Trustee Hartz - No Trustee Morlan - Yes Trustee Thomas - Trustee Wolff-) Yes Trustee Au - No Mayor Tarkington- = Yes  Agenda Item #7 Board of Trustee Reports and Upcoming Dates ofl Interest  5    Town of Bayfield Regular Town Board Meeting November 7, 2023 1199 Bayfield Parkway Bayfield, CO81122  November 7, 7am to 7pm - Coordinated Election November 23 3&24 Town Offices Closed Approved as presented on 11/7/2023:  November 14, 6:30pm Comp Plan Public Hearing at Planning Commission November 21, 6:30pm Comp Plan Public Hearing and 2023 Budget Supplement Meeting Public November 21, Following Public Hearings Board of Trustees Meeting  Hearing  9.Adjourned at 9:30  Dustin Hayden, ToWn Clerk  DK  1  6