Townol Silverton BUDGET WORK SESSION- Silverton Board of Trustees - 6:00pm JOINT TOWN OF SILVERTON/BOARD OF COUNTY COMMISSIONERS BUDGET WORK SESSION - Silverton Board ofTrustees and SanJ Juan County Board of County Commissioners - 7:00pm Zoom and You Tube - November 4, 2020 Call to Order - 6:00pm ATTENTION! - SPECIAL PROTOCOL: Due to the continuing threat of the spread ofthe Covid-19 virus, all Regular Board of Trustee meetings, Special meetings, Executive and Work Sessions will be conducted virtually until further notice. Below are instructions for video and audio options to participate virtually in Town of Silverton meetings. We hope this will enable the public to continue participating and we thank you for your patience in these difficult times. MEETING PROTOCOLS: Please turn off cell phones; be respectful and take personal conversations into the lobby. The public is invited to attend all regular meetings and work sessions of the Board of Trustees. Please be advised, public comment will not be taken during the work. session meetings. Town of Silverton Budget Work Session - 6:00pm 1. Review and discussion of 2021 Draft Budget Joint Town/County Budget Work Session 1. Review and discussion of Intergovernmental Agreement regarding 2021 shared expenses between the Town of Silverton and Board of County Commissioners Up-coming Meeting Dates: November 9, 2020 - Regular Board Meeting, 7:00pm November 23, 2020 - Regular Board Meeting, 7:00pm End of Agenda HOW TO PARTICPATE IN VIRTUAL BOARD OF TRUSTEE MEETINGS ONLY (For other Non-Board meetings, separate instructions will be provided) The Town of Silverton is closely monitoring Coronavirus (COVID-19) and taking steps to keep our community members, staff, trustees, and visitors safe while keeping Town operations functioning smoothly. To this end, all Town of Silverton Board of Trustee meetings will be held via ZOOM video conferencing webinars until further notice. Tawnof Silverton Meetings are open to the public via virtual participation ONLY. Below are some instructions and tips to help community members navigate this new communications platform. Your patience is greatly appreciated as we all get familiar with this new way of conducting public meetings. We will keep the community apprised of any changes to this system as we work out the kinks. TO JOIN WEBINAR WITH VIDEO RECOMMENDED OPTION - SUPPORTS PUBLIC COMMENT) HOW TO PARTICIPATE IN VIRTUAL BOARD OF TRUSTEE MEETINGS PLEASE NOTE THESE ARE NEW LOGIN INSTRUCTIONS AS OF 6/3/20, Please replace any previous login instructions with the information below. The Town of Silverton is closely monitoring Coronavirus (COVID-19) and taking steps to keep our community members. staff. trustees. and visitors safe while keeping Town operations functioning smoothly. To this end, all Town of Silverton Board of Trustee meetings will be held via ZOOM video conferencing webinars until further notice. Meetings are open to the public via virtual participation ONLY. TO JOIN WEBINAR WITH VIDEO (SUPPORTS PUBLIC COMMENT) Click this link: htps/As2web.zcom.IW188637487127 You will be joined into the meeting and automatically muted. To offer public comment. video conference participants can "raise hand. Staff will unmute you SO you can speak during the public comment portion of the meeting. TO JOIN WEBINAR WITH PHONE (NOW SUPPORTS PUBLIC COMMENT) In the US. dial one ofthe following numbers: 669-900-9128 346-248-7799 301-715-8592 312-626-6799 646-558-8656 253-215-8782 International numbers available: tps/sweb,comus, Enter Webinar ID when prompted: 886 3748 7127 You will be joined into the meeting and will automatically be muted. **NEW** To offer public comment, phone participants can dial *9 to "raise hand." Staff will unmute you SO you can speak during the public comment portion oft the meeting. Townol Silverton TO WATCH ONLINE (WATCH ONLY) Tune in to the Town's YouTube channel: https/www.youtubc.com/channel.CmigayuXKSIZahHugprpo NEW !!1 TO WATCH ONLINE (LESS PREFERRED = WATCH ONLY) Tune in to the Town's YouTube channel: https//www.youtube.com/channe/UCmiga9luxiprpo 2021 PRELIMINARY BUDGET SAN JUAN COUNTY, COLORADO SHERIFF - EXPENDITURES 9/30/2020 2018 2019 Budget 2020 Year to Date Year End Est Budget 2021 Personnel 280,398 269,285 366,770 199,269 292,575 379,008 Workers Comp Ins. 9,257 9,552 10,000 0 10,000 10,000 Supplies 8,458 14,785 8,500 8,452 8,500 8,500 Telephone/internet 6,199 6,518 6,500 4,612 6,000 6,500 Postage 370 437 400 283 400 400 Printing 0 413 100 0 50 100 Training 1,550 0 2,500 690 1,100 2,500 Dues - Meetings 3,063 1,299 2,500 145 500 2,500 Ads Legal Notices 289 0 300 0 100 300 Bonds 0 0 0 0 0 0 Vehicle Maintenance 4,891 10,647 6,000 1,707 3,500 6,000 Gasoline 14,413 13,135 16,000 7,549 12,000 16,000 Transient Persons 509 0 500 0 250 500 Dispatch Services 22,064 8,957 15,000 8,957 18,000 18,000 Vehicle Insurance 1,875 2,507 2,400 0 2,400 2,400 Matching Grant Funds 0 0 0 0 0 Rescues U 0 150 ) 150 150 Communications Towers 6,812 6,882 6,500 5,453 6,500 6,500 Special Events (4th of July) 0 1,000 4,000 0 0 4,000 Miscellaneous 5,699 2,546 680 1,050 1,200 424 Sub-Total 366,846 347,963 448,800 238,167 363,225 463,782 JAIL 28,120 14,320 25,000 2,275 6,000 20,000 TOTAL 393,966 362,283 473,800 240,442 369,225 483,782 Adjustments Personnel - Alpine Ranger -14,000 Grant 10,000 Escrow 10,000 Total 459,782 Town 60% 275,869 County 40% 183,913 Page 1 2021 BUDGET SAN JUAN COUNTY, COLORADO PERSONNEL - SHERIFF Budget 2017 Budget 2018 Budget 2019 Budget 2020 Budget 2021 Sheriff Bruce CONRAD Salary 49,100 49,100 67,764 67,764 67,764 Social Security 3,756 3,756 5,184 5,184 5,184 Health Insurance 10,000 11,400 12,000 14,457 15,900 Retirement 1,473 1,473 2,033 2,033 2,033 Sub-total 64,329 65,729 86,981 89,438 90,881 Undersheriff - Steve LOWRANCE Salary 59,085.60 60,858 62,501 62,501 62,501 Social Security 4,520 4,656 4,781 4,781 4,781 Health Insurance 10,000 11,400 12,000 14,457 15,900 Retirement 1,773 1,826 1,875 1,875 1,875 Unemployment 236 243 250 250 250 Sub-total 75,615 78,983 81,408 83,864 85,307 Depuly Abigail ARMISTEAD Salary 51,699.53 53,251 53,096 45,442 53,096 Social Security 3,955 4,074 4,062 3,476 4,062 Health Insurance 10,000 11,400 12,000 10,843 15,900 Relirement 1,551 1,598 1,593 1,363 1,593 Unemployment 207 213 212 182 212 Sub-total 67,412 70,535 70,963 61,306 74,863 Deputy Unknown Salary 24,619 25,358 53,096 40,898 53,096 Social Security 1,883 1,940 4,062 3,129 4,062 Health Insurance 5,000 5,000 12,000 8,433 15,900 Retirement 739 761 1,593 1,227 1,593 Unemployment 98 101 212 164 212 Sub-total 32,339 33,160 70,963 53,850 74,863 Reserves John GULLION Salary 15000 15000 15000 15000 15000 Social Security 1,148 1,148 1,148 1,148 1,148 Health Insurance 0 0 0 0 Retirement 0 0 0 0 U Unemployment 60 60 60 60 60 Sub-total 16,208 16,208 16.208 16,208 16.208 Office Administrator" Salary 0 0 9,450 9,450 9,450 Social Security 0 0 723 723 723 Health Insurance 0 0 0 0 0 Retirement 0 0 284 284 284 Unemployment 0 0 38 38 38 Sub-total 0 0 10,494 10,494 10,494 Back Country Officer* Salary 12096 12,459 28,756 20,000 24,499 Social Security 925 953 2,200 1,530 1.874 Health Insurance 0 0 0 0 0 Retirement 0 0 0 0 U Unemployment 48 50 115 80 98 Sub-total 13,070 13,462 31,071 21,610 26,471 TOTAL 268,973 278,076 368,087 336,770 379,088 *= 960 hours @ 25.52 *= 1400 hours @ 20.54 Page 36 2021 PRELIMINARY BUDGET SAN JUAN COUNTY, COLORADO EMERGENCY SERVICES FUND - EXPENDITURES 9/30/2020 2018 2019 Budget 2020 Year to Date Year End Est. Budget 2021 Ambulance Assoc. 86,400 86,400 86,400 64,800 86,400 86400 Emergency Service Sales Tax 375,000 375,000 460,000 345,000 460,000 460000 Transfer to Escrow 5,000 10,000 10,000 10,000 10000 Ambulance Total 466,400 471,400 556,400 409,800 556,400 556,400 Fire Authority 35,082 35,082 33,572 25,179 33,527 37572 Fireman's Pension 30000 o 30,000 30000 Truck Payment 0 0 0 20000 Building Lease Purchase 25,677 25,677 25678 12,839 25,678 25678 Building O and M 8,492 12,196 9500 6,179 9,000 9500 Insurance 12,295 5,926 5000 5,000 5000 Transfer to Escrow 18,000 20,000 20000 0 20,000 20000 Fire Total 99,547 98,881 123,750 44,197 123,205 147,750 Emergency Service Other* 6,058 27,500 56,000 19,552 56,000 56,000 Fire Station Mezzanine 85,000 8,475 60,000 25,000 Tax Refund 40000 20,000 TOTAL 572,005 597,781 736,150 473,549 735,605 805,150 Note: Transfer In From General Fund For Ambulance $86,400 Transfer in From General Fund For Fire Authority $33,572 Emergency Service Other* Page 1 SILVERTON / SAN JUAN PO Box 532 Silverton, CO 81433 Office/Station: 970-387-5023 VoL UNTEER / ) Email: chiewant Town/County TOWN COUNTY CONTRACT: SERVICES Bookkeeping $3,000 $3,000 Grant Writer $ 250 $ 250 Office Administration $5,500 $5,500 Accountant $ 200 $ 200 Attorney Fees $1,000 $1,000 INSURANCE Workers Comp Insurance $ 770 $ 770 Property & Casualty $ 632 $ 632 Vehicle Insurance $ 770 $ 770 OPERATIONS Phone/Internet/Fax $1,500 $1,500 Office Supp/Posmge/Sofware $1,000 $1,000 Dispatch Services $ 750 $ 750 FACILITIES AND EQUIPMENT Training $2,750 $2,750 Equipment Upgrades $2,000 $2,000 Travel $ 250 $ 250 Personal Safety $4,000 $4,000 Equipment Maintenance $2,500 $2,500 Vehicle Maintenance $3,000 $3,000 Vehicle Rental (member OHV's) $ 250 $ 250 Ladder and Pump Certifications $ 750 $ 750 Fuel, Oil & Fluids $1,000 $1,000 Respiratory Equipment & Certification $2,400 $2,400 MEMBER INCENTIVES $2,800 $2,800 MISC $ 500 $ 500 OPERATING BUDGET $37,572 $37,572* Escrow $ 10,000 $ 10,000 Fireman's Pension $ 15,000 $ 15,000 Each entity pays $15,000 to Fireman's pension Town Treasurer Fire Chief County Administrator The increase in the budget for 2021 is $4000 in each entities budget for administration costs 052 2020 TOWN-COUNTY LAW ENFORCEMENT CONTRACT This Agreement, entered into this day of December 2019, by and between the County of San Juan, Colorado, the San Juan County Sheriff, and the Town of Silverton, Colorado, shall cover the provision of law enforcement services by the San Juan County Sheriff in and for the' Town ofSilverton, Colorado as set forth int thei terms and conditions hereln. WITNESSETH: WHEREAS, consolidation of law enforcement services and personnel has proven beneficial to both the Town and the County in eliminating duplicated services, achleving maximum coordination of trained personnel, and providing efficient use of public funds and tax dollars; and WHEREAS, it has been mutually agreed upon by the parties hereto that the percentage split of law enforcement expenses as between the Town and the County should occur on a 60:401 basis. However, it is mutually recognized that in any one year one of the entities may be facing a budgetary crisis that prevents iheir full financial participation. And it is mutually agreed that a modified split may be entered into for that contract ycar without effecting any change in the underlying agreement that law enforcement expenses; and WHEREAS, Section 30-11-410 C.R.S. allows for the contracting of law enforcement services as between Colorado municipalities and counties; NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein and other good and valuable considerations, it is agreed by and between the County of San Juan, the San Juan County Sheriff, and the Town of Silverton, Colorado as follows: 1. This Agreement shall be for a period oft twelve (12) consecutive months beginning January 1, 2020 and ending on December 31, 2020 unless otherwise modified or extended by mutual agreement oft the parties hereto. 2. This Agreement shall be subject to cancellation by any parly hereto upon giving ninety (90) days written notice prior to the date of termination, The' Town ofSilverton shall pay to the County of San Juan thc sum of two hundred sixty-nine thousand one. hundred thirteen dollars and no/100 dollars ($264,197.00) for Fiscal Year 2020 for the services provided hereunder. The sum to be pald shall be rendered in twelve (12) equal monthly installments of twenty-two thousand sixteen and 08/100 dollers ($22,016.42) each, beginning in January 2020. Any funds remaining in the budget at the end of the Fiscal Year, or any expense overruns, shall be divided between the Town of Silverton and San Juan County on a 60% - 40% basis such refund to be made by the refunding party no later than March 15, 2020. 3. Scope of Services a. The Sheriffs Department shall furnish such routine patrol, within the Town's corporate limits, for traffic and other matters as the Sheriffi in his/her discretion shall determine necessary in order to carry out the terms ofthis Agreement. b. The Sheriffs Department shall have sole jurisdiction among local authorities as to the enforcement of all Town Code provisions, the violation of which would constitute 8 violation of any statute of the State of Colorado or law of the United States. Except as provided in Section (g) below, the Sheriffs Department and the Town shall have concurrent jurisdiction to enforce all other Town Code violations. At the request of the Town Board of Trustees or other Town Official designated by the Town Board, the Sheriffs Department shall aid the Town in the issuance of citations for any violations of the Town Code. C. The Sherlff's Department shall Investigate all traffic accidents which occur within the Town's corporate limits. d. The Sheriff's Department shall be the Designated Emergency Response Authority and shall assist in all emergencies arising within the' Town's corporate limits. e. The Sheriff's Department shall establish and keep a filing and records system for processing all data relative to the incidence of arrests, reports of crime and disposition of all cases. f. The Sheriff's Department shall provide Investigative scrviccs for thc Town ofSilverton as thc Sheriff in his/her discretion shall determine necessary in order to carry out the terms of this Agreement and as is consistent with good law enforcement practices and procedures, 053 Law Enforcement Contract Page 2 g. The Sherif's Department shall assume the responsibility for animal control and shall enforce all municipal ordinances goveming animals-at-large within the corporate limits of the Town of Silverton. The Town shall continue to provide holding façilities for dogs caplured by the Sheriff's Department. The Sheriffs Department shall provide for the care and feeding oft the animals and the maintenance and cleaning oft the dog holding facilities. h. The Sheriff's Depariment shall provide traffic control within the Town's corporate limits. Such traffic control measures may include the use ofr radar and related technology. I. The Sheriff or his designated representative shall report to the' Town Board ofTrustees a minimum of once per quarter, J. The Sheriff shall retain the authority and responsibility for the hiring, firing, and training of personnel in the Sheriffs Department as authorized by Section 30-10-506, CR.S. No Sheriffs Department personnel, including special deputies or volunleers, shall be considered Town employees by virtue oft this Agreement. The Sheriffs Department and/or County shall be responsible for payment of all wages to personnel used by the Sheriffs Department in implementing this Agreement, including payroll taxes, insurance, workers' compensation, etc. I. San Juan County will provide the year to date expenditure report for the Sheriff's Department to the' Town of Silverton on ac quarterly basis no later than 30 days after the end ofthe quarter. m. San Juan County will notify the Town of Silverton of any known or anticipated budget increase in excess of 5% by no later than April 15h. The Town of Silverton will notify San Juan County of any increase In needs for services that would result in an anticipated increase in excess ofe a 5% ofthe budget. Should a known or anticipated increase in any fund listed in this Agreement that would result in an increased contribution of more than 5% for the following year's contrlbution occur after the April Isth notification deadline, the County shall notlfy the Town of their potential contribution increase within 30 days of receiving the information that would cause the County to anticipate a budget increase, n. The Sheriff's Department shall conduct its required duties with the courtesy and professionalism consistent with the high standards ofColorado Law Enforcement agencies. 5. The foregoing constitutes the cntire Agreement between the County of San Juan, the San Juan County Sheriff, and the Town of Silverton. This Agreement may be modified, as circumstances warrant, upon further agreemen! between the parties hereto. Any such modifications shall bc reduced to writing and appended to this Agreement with the same formality as with which this instrument was executed. IN WITNESS WHEREOF, the partics hereto have: signed and sealed this instrumen! on the day and date first written above. COUNTY OF SAN JUAN TOWN OF SILVERTON hrstine 9h a : A ey Erhest F. Kuhlman, Chairman Christine M. Tookey, Mayor Board of County Commissioners Town Board ofTrustees Bruce Conrad San Juan County Sheriff olu Ls - < acil ATTEST: AITEST County Clerk and Recorder Town Clerk SEAL SEAL 2020 TOWN OF SILVERTON-SAN JUAN COUNTY GOVERNMENTAL SERVICES AGREEMENT This Agreement entered into this 134h day of December, 2019 by and between the County of San Juan and the Town of Silverton, Colorado, shall cover the sharing of governmental service expenses between the Town of Silverton and the County of San Juan as set forth in the terms and conditions herein. WITNESSETH: WHEREAS, the unique situation of the Town of Silverton and the County of San Juan lends itself to the duplication of governmental services; and WHEREAS, the sharing of expenses while separating administrative responsibilities for ambulance, fire protection (including the firemen's pension fund), land use planning services, building inspection, code enforcement and solid waste management has been demonstrated to be beneficial to both the Town and the County in the provision of said services to the community; and WHEREAS, it has been mutually agreed by the parties hereto that the percentage split of the specified governmental services expenses between the Town and the County should normally be on a 50:50 basis and that the two entities will strive each year to split the costs on a 50:50 basis; however, it is mutually recognized that in any one year one of the entities may be facing a budgetary crisis that prevents their full financial participation on a 50:50 basis, and it is mutually agreed that a modified split may be entered into for that contract year without effecting any change in the underlying agreement that such governmental service expenses, in general, should be split on a 50:50 basis; and WHEREAS, C.R.S. $ 29-1-203 authorizes local governments to contract with one another to provide any function, service, or facility lawfully authorized to each of the cooperating entities; NOW THEREFORE, in consideration of the mutual promises and covenants contained herein and other good and valuable considerations, it is agreed by and between the County of San Juan, Colorado and the Town of Silverton, Colorado as follows: I. GENERAL TERMS OF AGREEMENT This Agreement shall be for a period of twelve (12) consecutive months beginning January 1, 2020 and ending on December 31, 2020 unless otherwise modified or extended by mutual agreement of the parties hereto. II. GOVERNMENTAL SERVICES A. For Fiscal Year 2020, the County of San Juan shall be responsible for the operation and maintenance of the Fire Authority Building and providing ambulance, fire protection services, which services shall include obtaining and keeping proper insurance on all such ambulances and fire vehicles as to which the County holds proper title. San Juan County shall also be responsible for direct fund of the Fire Pension Fund. B. For Fiscal Year 2020, the Town of Silverton shall be responsible for providing professional staffing services for all for all Town and County land use planning, building inspection and code enforcement, together with Carriage House maintenance and operational services, including obtaining and keeping proper property insurance coverage on the Carriage House. C. San Juan County will provide to the Town of Silverton the year to date expenditure report for the Emergency Services Fund including Fire Pension on a quarterly basis no later than 30 days after the end ofthe quarter. The Town of Silverton will provide to the County the year to date expenditure reports for the Town and County land use planning, /Building Inspector/Code Enforcement and Carriage House Operations and Maintenance on a quarterly basis no later than 30 days after the end ofthe quarter. D. San Juan County will notify the Town of Silverton of any known or anticipated budget increase to the Emergency Service Fund that would increase the Town of Silverton's contribution to exceed 5% for the following year's budget. Such notification will occur no later than April 151h. The Town of Silverton will notify San Juan County of any known or anticipated increase in the Town and County land use planning/Building Inspector/Code Enforcement, and Carriage House Operations and Maintenance that would increase San Juan County's contribution by more than 5% for the following year's budget. Such notification will occur no later than April 15". Should a known or anticipated increasc in any fund listed in this Agreement that would result in an increased contribution of more than 5% for the following year's budget occur after the April 15th notification deadline, the Town shall notify the County or the County shall notify the Town of the potential contribution increase within 30 days of receiving information that would cause the Town or the County to anticipate that budget increase. E. The Town of Silverton and/or San Juan County shall request from the Silverton San Juan Fire Authority or from the Silverton Ambulance Association any financial reports or other information directly from these agencies as they determine is neçessary to perform their duties as elected or appointed officials, provided that all requests for information is for documents deemed to be public information. III. PAYMENT FOR SERVICES The payment for all services contemplated pursuant to this Agreement shall be divided between the Town and County on the basis ofthe following distribution: Service Item 2020 Expenses Town Share County Share Ambulance $ 91,400 50% 50% Fire Authority Building O & M, Ins. $ 9,500 50% 50% Fire Protection $ 20,000 50% 50% Fire Pension $ 30,000 50% 50% Planner $ 72,618 50% 50% Building Inspector/Code Enforcement $ 66,551 50% 50% Carriage House O & M, Insurance $ 10,450 50% 50% San Juan County shall pay a total of$150,900.00 and the Town of Silverton shall pay a total of$149,619.00 toward the aggregate expense all shared services contemplated hereunder. The Town's aggregate expenses shall be reduced by the total revenues received from Building Permits. This amount is estimated to be $18,000 for 2020. Expenses which are subject to distribution under this Agreement are the approved 2020 budgetary appropriations for each spending agency less any funding received from grants or contracts which are included in the respective departmental revenue and expenditure budgets. Any unexpended funds remaining in the respective departmental budgets at the end of Fiscal Year 2020, or any expense overruns which are beyond the control of the managing authority, shall be divided between the Town and the County on the basis of the above expense distribution percentage. In order to ensure the proper reconciliation of this equal cost-sharing, arrangement, The Town of Silverton shall pay San Juan County $9,640.50 for Fiscal Year 2020. The sum to be paid shall be rendered by December 31, 2020. Payment for any unexpended funds or expense overruns shall be balanced in accordance with the above expense distribution perçentages and the debtor shall render payment to the creditor prior to March 15, 2020. IV. AMENDMENT The foregoing constitutes the entire Agreement between the County of San Juan and the Town of Silverton. This Agreement may be modified, as circumstances warrant, upon further agreement between the parties hereto. Any such modifications shall be reduced to writing and appended to this Agreement with the same formality as with which this instrument was executed. IN WITNESS WHEREOF, the parties hereto have signed and sealed this instrument the day and date first written above. COUNTYOF SAN JUAN TOWN OF SILVERTON Chtictine h Bohay ErnestT. Kuhlman, Chairman Christine M. Tookey, Mayor Board of County Commissioners Town Board of' Trustees ATTEST: ATTEST 5 adors L d senilla Vles County Clerk and Refo rder Town Clerk SEAL SEAL