Town of Bayfield Regular Town Board Meeting December 3, 2024 1199 Bayfield Parkway Bayfield, CO 81122 Mayor Au called the meeting to order at 6:30 pm. Town Board Members Attendance: Trustee Nyberg - Present Trustee Zazzaro - Present Trustee Hartz - Present Trustee Katsos - Present Trustee Morlan - Present Trustee MacLaurin - Absent Mayor Au - Present Staff Present: Katie Sickles (Town Manager) remote, Michael Hoguet (Police Chief), Lindsey Nicholson (Town Attorney), Dustin Hayden (Town Clerk), Kathy Cathcart (Finance Director), Kristin Dallison (Deputy Town Kehm (HR Director), Josh Kellinger (Facilities and Grounds), Jeremy Schulz (Public Works Director). Marie None stated. Clerk), Agenda Item #1 D: Conflict of Interest Agenda Item #1 E: General Public Input Brian Blanchard 627 Louisiana Dr. gives a PARC update. Survey is finalized. States there is an open house at the library from 5-7 pm, to go over the survey results on 12/12/24. We will bring you up to date after the public. Wants direction from the Board after the meeting. Needs direction for a citizen's group. Feels parks and recreation are an important part of life and communities. Possibly a more formal advisory committee. Brad Blake Pine River Commons Project Manager. Here to present a problem that has come up with our deed restriction. Was already approved by the Town of Bayfield back in June. Feels like the Board already approved this. It isa standard deed restriction through Homes Fund. Have three closings coming. Wants some help in this matter. Thinks the Town Manager can sign. Had monthly update meetings with Town Manager and Community Development. First two units in building one are purchased by police officers. Feels the project has been a partnership with the Town of Bayfield. Trustee Morlan asks when the locks expire. Mr. Blake knows one for sure expires the 27th. Town Manager Sickles states Ms. Killian was not sure if we could issue a C.O. without Town Attorney Goldman and the Board looking at it. Mr. Blake states he has an email chain when they were approved back in June. Ms. Sickles asks about the email chain and could she get them forwarded to her. Trustee Hartz asks if the police that got the new townhomes are from Durango? Mr. Blake states he knows one is and not sure about the other. Trustee Hartz asks if the first five are deed restricted. Mr. Blake states they are all deed restricted. Trustee Katsos statos there is a need for this. Mr. Blake states there are 60 people in the que and it is hard tog get qualified. Homes Fund has been very helpful in this. Agenda Item #1F: General Public Input on Agenda Items None given. Motion to approve Agenda: Trustee Katsos Second motion: Trustee Morlan Vote: Trustee Nyberg - Yes Trustee Zazzaro - Yes Trustee Hartz -Yes Trustee Katsos - Yes Trustee Morlan - Yes Trustee MacLaurin = Mayor Au - Yes Agenda Item #1 G: Approve Agenda Agenda Item #2 Approval of Minutes, Department Reports Agenda Item #2 A: Approval of Minutes - November 19, 2024 Motion to Approve Minutes dated November 19, 2024 as presented: Trustee Morlan Second: Trustee Katsos 1 Town of Bayfield Regular Town Board Meeting December 3, 2024 1199 Bayfield Parkway Bayfield, CO 81122 Vote: Trustee Nyberg - Yes Trustee Zazzaro - Yes Trustee Hartz-Yes Trustee Katsos - Yes Trustee Morlan - Yes Trustee MacLaurin- Mayor Au-Yes Agenda Item #2 B: Town Manager Report Katie Sickles (Town Manager) gives report. $1,000,000 received from DOLA regarding the energy perommance-contracting grant. We did not receive the public building grant. McKinstry would like to revisit this with the Board in February. Did provide a list of grants that are out there. Had a letter to Upper Pine regarding impact fees and still waiting on CDOT for the documents for the Bayfield East Intersection. Bridgette did delay that because she wanted to add additional signal funding. Can maybe just send the letter that we were awarded that. Mayor Au asks about an email from CDOT that came this evening. Ms. Sickles has not seen it yet either. Trustee Zazzaro asks about billing. Ms. Sickles states she spoke too Kathy Cathcart (Finance Director) and Kristin Dallison (Deputy Town Clerk and Utility Manager) and hopefully it will be this week. Trustee Zazzaro asks about payroll conversion to payroll Department. Marie Kehm (HR Director) gives background and issues that have been seen and addressed. Knew there would be kinks but feels they have been addressed for Friday's payday. Trustee Katsos asks about The Payroll Department and our account person leaving. Trustee Morlan recommends some process be written to help prevent this kind of thing from repeating should it come Dustin Hayden (Town Clerk) gives report. Gives a recreation update. Goes over some possible changes coming for adult soccer due to safety concerns at the Old Middle School Gym and broken windows. Gives an in the future. up Agenda Item #2 C: Town Clerk Culture R&RI Director Report archive update and may have found some missing minutes and agenda items. Agenda Item #2 D: Parks and Trails Director Report Agenda Item #3 Financial Action Agenda Agenda Item #3 A: November 2024 Disbursements Report in packet. Motion to Accept Disbursements as presented: Trustee Morlan Second: Trustee Katsos Vote: Trustee Nyberg Yes Trustee Zazzaro - Yes Trustee Hartz-Yes Trustee Katsos-Yes Trustee Morlan- Yes Trustee MacLaurin- Mayor Au -Yes Agenda Item #3 B: KRW Associates LLC-Town Trustee Teambuilding Retreat $3500.00 Trustee Nyberg feels it will be worthwhile and $3500 is reasonable. Trustee Katsos states she has some reservations about this. Has done some research and feels that the terminating of the Town Manager has cost $13,000. Likes the spirit of the idea. Wants to spend the taxpayer's money wisely. But we have had several runs at this and Board Members have failed to show or respond to emails. Iti is another $3500 and that does not include the other $26,000 to KRW to find the next Town Manager. Trustee Morlan states she understands what Trustee Katsos is saying and if we do this, we need to be dedicated to it. Mayor Au states he concurs and when a date is set everyone who said they could make it needs to make it in person. Trustee Morlan asks if we have money for this in the budget. Ms. Cathcart states she would need to defer to Ms. Sickles. Iwould assume we would allocate that money out of the line item in the General Fund for training. Trustee Zazzaro asks can we do this sooner rather than later. Motion to move forward with the team building retreat: Trustee Hartz 2 Town of Bayfield Regular Town Board Meeting December 3, 2024 1199 Bayfield Parkway Bayfield, CO81122 Second: Trustee Zazzaro Vote: Trustee Nyberg- - Yes Trustee Zazzaro - Yes Trustee Hartz-Yes Trustee Katsos No Trustee Morlan - Yes Trustee MacLaurin- - Mayor Au- Yes Agenda Item #4 Action Agenda Agenda Item #4 A: Resolution 642 - Highway User Tax 2024 Report Ms. Sickles states typically this is adopted in January. We have had al lot of street improvement in 2024. Trustee Morlan states it is appropriate and shows we are being transparent. Motion to approve resolution #642: Trustee Morlan Second: Trustee Katsos Vote: Trustee Nyberg Yes Trustee Zazzaro - Yes Trustee Hartz-Yes Trustee Katsos - Yes Trustee Morlan - Yes Trustee MacLaurin- - Mayor Au - Yes Nothing to add. Agenda Item #5 Board of Trustees Reports, Requests for Future Agenda Items and Committees Agenda Item #5 A: Mayor Au Agenda Item #5 B: Trustee Hartz Agenda Item #5C: Trustee Katsos Agenda Item #5 D: Trustee MacLaurin Agenda Item #5 E: Trustee Morlan Agenda Item #6 F: Trustee Nyberg Agenda Item #5 G: Trustee Zazzaro Mayor Au and Ia are both challenged with the La Plata Economic Alliance. There is a full two page requirement of the Board person. They want a member to do many requirements. Feels it is better suited for the Chamber and not the Board. Wants to be committed to Bayfield. Will speak to Sarah and see if there is a solution. Offered to do it but cannot take on another commitment. Needs to care for her mother. Region 9 meeting on the 10th. Met with Laura the Executive Director and was enlightening. Plans to attend the PARC Meeting. Absent. Suggests that maybe The Alliance can be a shared thing. RHA meets next week. Also suggests that we reach out to Sarah with the Economic Alliance. Southwest TPR is December 12th 1-4 pm. Suggests maybe the Chamber of Commerce could be partnered with for the Economic Alliance. Maybea a Planning Commission member could attend. Was not able to attend all the Upper Pine Board meeting but knows the letter is there and knows Ms. Sickles has been in contact with Chief Evans. Wants to do dam failure exercise like they did in Mancos. Agenda Item #6 Board of Trustees Reports and Upcoming Dates of Interest a. December 10, 6:30pm Planning Commission D. December 17, 6:30pm Board of Trustees Regular Meeting Town Offices Closed December 24 & 25 and noon on December 31 and all day. January 1 3 Town of Bayfield Regular Town Board Meeting December 3, 2024 1199 Bayfield Parkway Bayfield, CO81122 Agenda Item #7: Executive Session Agenda Item #7A: Executive Session In accordance with C.R.S. Section 24-72-204 (3)(a)(IX) and C.R.S. Section 24-6-402 (3.5), Executive Session pursuant to C.R.S. Section 24-6-402(4)() a personnel matter; consideration of documentation, resumes, letters of Ina accordance with C.R.S. Section 24-72-204 (3)(a)(IX) and C.R.S. Section 24-6-402 (3.5), and consideration of documentation, resumes, letters ofrefèrence, and other materials for conducting and discussion ofaj personnel matter under C.R.S. Section 24-6-402(4)() and not Involving: any specific employees who have requested discussion of the matter in open session; any member of this body or any elected official; the appointment of any person to fill an office oft this body or of an elected official; or personnel policies that do not require the discussion ofr matters personal to particular employees; The topic involves consideration of documentation, resumes, letters ofi reference, and other materials for conducting Imove to go into executive session. In accordance with C.R.S. Section 24-72-204 (3)(a)(IX) and C.R.S. Section 24-6-402 (3.5), Executive Session pursuant to C.R.S. Section 24-6-402(4)() a personnel matter; consideration of documentation, resumes, letters of reference, and other materials and for conducting Interim Town Manager a. In accordance with C.R.S. Section 24-72-204 (3)(a)(IX) and C.R.S. Section 24-6-402 (3.5), and consideration of documentation, resumes, letters of reference, and other materials for conducting and discussion of a personnel matter under C.R.S. Section 24-6-402(4)() and not Involving: any specific employees who have requested discussion of the matter in open session; any member of this body or any elected official; the appointment of any person to fill an office oft this body or of an elected official; or personnel policies that do not require the discussion of matters personal to particular employees; The topic involves consideration of documentation, resumes, letters ofr reference, and other materials for conducting interviewing Interim Town Manager candidates: Trustee Zazzaro reference, and other materials and for conducting Interim Town Manager Interviews. interviewing Interim Town Manager candidates. Interviews. Second: Trustee Morlan Vote: Trustee Nyberg_ Yes Trustee Hartz-Yes Trustee Katsos - Yes Trustee Zazzaro - Yes Trustee Morlan - Yes Trustee MacLaurin - Mayor Au- Yes Agenda Item #7 B: Return to Open Session The time is now 9:35 pm and the executive session has been concluded. The participants in the executive session were: Trustee Nyberg, Trustee Zazzaro, Trustee Hartz, Mayor Au, Trustee Katsos, Trustee Morlan, Town Attorney Lindsey Nicholson and HR Director Marie Kehm. For the record, if any person who participated in the executive session believes that any substantial discussion of any matters noti included in the motion to go into the executive session occurred during the executive session, or that any improper action occurred during the executive session in violation of the Open Meetings Law, would ask that you state your concerns for the record. Seeing none, the next agenda item is Item #7 C: Other business regarding the Interim Town Manager Trustee Morlan states time is an issue and we have some good candidates. They have gone through KRW. We should not change our minds once we go in to negotiations. Trustee Zazzaro agrees. Trustee Katsos asks about the financial components. Trustee Morlan and' Trustee Zazzaro likes that the Town Attorney will handle Motion to direct staff meaning the Town Attorney and KRW to enter in to negotiations with Interim Town Manager candidates Agenda Item #7C: Other business regarding the Interim Town Manager candidates that with KRW. candidate Jeffrey Durbin: Trustee Second: Trustee Nyberg Vote: 4 Town of Bayfield Regular Town Board Meeting December 3, 2024 1199 Bayfield Parkway Bayfield, CO 81122 Trustee Nyberg_ Yes Trustee Hartz-Yes Trustee Katsos - Yes Trustee Zazzaro Yes Trustee Morlan - Yes Trustee MacLaurin - Mayor Au- Yes 8.Adiourned at 9:40 pm Approved as presented on 12/3/2024: AA Ohouh Thomas E. Au, Mayor Dustin Hayden, Town-Clerk 5