Jan 17 2006 Minutes

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TOWN OF SAGUACHE Board of Trustees Regular Session of Town Board 17 January 2006 The Town of Saguache Board of Trustees met in a regular scheduled meeting on the 17th of January 2006, with Trustees being present as follows: Mayor Elvie Samora Present Mayor Pro-Tem Milton Jones Present Trustee Don Geddes Absent Trustee Kathy Geddes Present Trustee MaryAnn Martinez Present Trustee Carla Quintana Present Trustee Steve Sanchez Present Town of Saguache employees being present as follows: Town Clerk Therese Garcia Present Deputy Clerk Caroline Irwin Present Public Works Director Dan Pacheco Present Town of Saguache Attorneys being present as follows: Eugene Farish Present Matthew Hobbs Present Citizens present at the meeting: Road & Bridge water requests from Town for 2006 projects Pester Marketing - Janice Torrez - 1st Stop - 2006 Liquor License renewal Larry Ward- Saguache Beneficial Building- Historic Preservation Iris Garcia - Saguache Recreation Board [Sag Rec Bd] Eddie Garcia - Pee Wee Wrestling David Tronquet and Susan Collins regarding 1" service water line up to curb box Kate Vasha - Friends of Saguache 1. Call to Order by Mayor Samora at 7:02 p.m. 2. Moment of Silence and Pledge of Allegiance was led by Mayor Samora. 3. Additions and Deletions to the Agenda file:///C|/Documents%20and%20Settings/admintech/My%20Documents/TOS%20Jan%2017%202006.txt (1 of 7)8/2/2006 9:10:39 AM

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• Under Clerk's Report add Community Building rental fees • Under Clerk's Report add Water and Sewer Plant Operator • Move Saguache Recreation Board from Old/Unfinished Business to Participation of Citizens 4. Review/Approval of Regular Meeting Minutes for 19 December 2005 by Town Trustees. Trustee Quintana asked for a correction on Page 5. The owner of the gray truck is Walt Lambert not Ken Lambert. MOTION by Trustee Kathy Geddes; 2nd by Mayor ProTem Jones Moved to accept the minutes of 19 December 2005 as corrected. VOTE: 5 - Yes; 0 - No; 1 - Abstain: Trustee Sanchez 5. Review/Approval of Bills for January 2006. Trustees asked about voucher #06-100 for Pinnacol Assurance. This a 9 month premium policy for Workmen's Comp. The Town will be making monthly payments. Voucher #06-238 to Town of Buena Vista was questioned. Initially the Town was to receive this meter without cost, however, Buena Vista is preparing to annex 450 units into their township. Due to the upcoming annex, we were unable to receive this meter free of cost. This expense will be passed on to the property owner - Jesus Ortiz. Voucher #06-122 and #06-123 is a shared energy cost between the General Fund and Water & Sewer Fund. MOTION by Trustee Kathy Geddes; 2nd by Trustee Sanchez Moved to approve bills for January 2006. VOTE: 6 - Yes; 0 - No; 0- Abstain 6. Participation of Citizens • Randal Arredondo - Road & Bridge getting water from Town for 2006 projects Randal Arredondo was unable to attend the meeting in person and asked Mayor Samora to present two items before the Trustees. The County Road & Bridge department requests use of the Community Building later in the month for CPR training. The other request was for use of 100,000 gallons of Town water for 2006 Road and Bridge projects. The County Road & Bridge department needs the use of the Community Building for either Monday, January 30th or Tuesday, January 31st . The forms have been given to the department by Town staff. MOTION by Trustee Sanchez; 2nd by Mayor ProTem Jones Moved to allow 100,000 gallons of Town Water for use by the County Road & Bridge department for 2006 projects, subject to availability of this resource. VOTE: 6-Yes; 0-No; 0-Abstain • Larry Ward- Saguache Beneficial Society building- Historic Preservation spoke to the Trustees about a letter of support for the Masonic organization to seek restoration facility grant dollars. The hope is to restore the building located at 321 4th Street, which is the oldest building in Saguache. This building was built in 1875 and has housed several business enterprises over the decades. The grant will seek for preliminary restoration work, which is to include structural engineering and architecture plans. Trustee Sanchez pointed out that St. Agnes church received grant dollars and may be of assistance to this project. file:///C|/Documents%20and%20Settings/admintech/My%20Documents/TOS%20Jan%2017%202006.txt (2 of 7)8/2/2006 9:10:39 AM

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MOTION by Mayor ProTem Jones; 2nd by Trustee Sanchez Moved to provide a letter of Support for the Saguache Beneficial Society building restoration project. VOTE: 6-Yes; 0-No; 0-Abstain • Saguache Recreation Board [Sag Rec Bd] was moved from Old/Unfinished Business to Participation of Citizens. Iris Garcia is the representative. Iris provided the Town with signature sheets for transferring Sag Rec Bd banking accounts to the Town control. Announcement was made that two Saguache youths placed 3rd -Nathan Merkley, and 5th -Erin Myers, at the Rocky Mountain Wrestling Tournament. 1200 wrestlers were in attendance. A ski trip to Monarch is being coordinated by Sag Rec Bd through the Moffat & Saguache schools. Children have first priority for bus seats followed by adult chaperons. The community is invited to attend. The cost is affordable with lift tickets being $17 and equipment rental starting at $10. This event will take place in three weeks. Discussion between Trustee Sanchez and Iris Garcia began in regards to the financial report from Sag Rec Bd. Trustee Sanchez asked that the reports have beginning and ending balances along with expenditure information. Also that a copy of the Sag Rec Bd by-laws be provided for the Town records. Iris Garcia informed the Trustees that the copies of by-laws she has are old. She also does not have software package or the time to provide financial statements as requested. Iris has provided financials to the Town and Clerk Therese Garcia noted that Iris's statement was correct, however, it was for 2004 activities. This made it possible for CIRSA to provide Sag Rec Bd programs with 2005 insurance. The by-laws are still needed. Iris Garcia clarified that peewee wrestling does not come under the Sag Rec. BD umbrella or has need of CIRSA insurance from the Town. This event is part of a larger association and Iris is the only common denominator. Insurance will be provided through the school system. Iris and other volunteers have been involved with peewee Wrestling for 10 years and all financial information is available for peewee families, coaches and the public. Iris Garcia did not feel, that she needed to provide an accounting of the peewee wresting activities to the Town, as it is not part of Sag Rec Bd programs. Trustee Jones asked if Iris paid taxes on the peewee wrestling activities. The answer was "yes". Trustee Sanchez clarified with Iris Garcia that insurance for peewee wrestling was not needed from the Town and any insurance request was rescinded. Iris stated it wasn't needed, she rescinded her request for peewee wrestling and for basketball. If there were questions on insurance, Iris would direct the people to Steve Sanchez. • David Tronquet and Susan Collins regarding 1" water line up to curb box. The Subcontractor placed a 1" service line to the curb box rather than a 3/4" service line as stated in the water ordinance. The monthly water rate of charge was to be at 1.5 the 3/4" rate for this household. In discussion between the property owner, Public Works Director Dan Pacheco, the Trustees and Town Clerk Garcia it was determined that the property owner was in compliance with the existing water ordinance. The home water line is fed by 3/4" from the curb box to the 1" service line, which then reduces to 3/4" line inside her home. Susan Collins water account will be adjusted from a 1" service charge to a 3/4" service charge of $19.50 per month. • Pester Marketing- Liquor License Renewal - a representative had not arrived at this time and the file:///C|/Documents%20and%20Settings/admintech/My%20Documents/TOS%20Jan%2017%202006.txt (3 of 7)8/2/2006 9:10:39 AM

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Trustees continued with the agenda. 7. Sheriff's Report. A written report was given to the Trustees. Sheriff Norris was not sure if he would be back from Crestone in serving a warrant in time for his report. • 2006 Sheriff Contract. A copy was provided to Trustees. Discussion was around Paragraph 6 regarding liabilities while county deputies serve as Town law enforcement. Both the Town and County attorneys will confer on the liability language. A special meeting will be called by the Trustees to accept the final draft of this contract with Sheriff Norris presenting the document to the County Commissioners. When a final draft is decided on three original copies will be needed: 1 for the Town; 1 for the Sheriff's office; 1 for the County Commissioner's records. The next scheduled Commissioners meeting is Tuesday, 31 January 2006. • Pester Marketing - Liquor License Renewal representative, Manager Janice Torrez arrived and apologized to the Trustees for being late. Clerk Garcia presented the liquor licensing renewal paperwork to the Trustees for their review. Contact had been made with Sheriff Norris as to whether there were any violations or concerns from his department regarding the renewal of the liquor license. Other than the 2005 violation from a State and Sheriff's office "sting" operation, there were no concerns from the Sheriff's Dept. Trustee Jones asked what steps Pester Marketing [local business name of "1st Stop"] undertook when cited by the Sheriff's Office for not checking age requirements. Janice Torrez reported that the clerk was terminated and all staff members underwent training. MOTION by Mayor ProTem Jones; 2nd by Trustee Sanchez Moved to accept the 2006 liquor licensing renewal for Pester Marketing. VOTE: 6-Yes; 0-No; 0-Abstain 8. Legal Council Report • IGA - with County - 3mile plan. Attorney Farish reported that the document's wordsmithing has been reached between the Town and County attorneys. A public hearing at the Town level does need to be provided and it was discussed to have it as part of the next regular meeting session to be held Monday, February 21st. • Contract Animal Shelter Services. Attorney Farish shared with the Trustees the design of this renewable contract with San Luis Valley Animal Shelter. Each year the date of the contract and the amount to be paid by the contract is changed. Trustees review and accept the contract annually until Trustees designate another agency to provide animal shelter services. MOTION by Trustee Kathy Geddes; 2nd by Trustee Martinez Moved to accept and renew the 2006 contract with San Luis Valley Animal Shelter. VOTE: 6-Yes; 0-No; 0-Abstain • Adopt- Resolution 2006-A: Resolution of Official Status for the Calendar year 2006. Attorney Hobbs reviewed the resolution with Trustees. Discussion on naming Saguache Crescent, the local weekly publication, as "the" legal newspaper for the Town identified that time constraints on future matters may make it necessary to use other newspapers in the area to meet deadlines. By consensus, the Trustees changed the wording "the" to "an" in identifying Saguache Crescent as its legal publication. file:///C|/Documents%20and%20Settings/admintech/My%20Documents/TOS%20Jan%2017%202006.txt (4 of 7)8/2/2006 9:10:39 AM

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MOTION by Mayor ProTem Jones; 2nd by Trustee Quintana Moved to adopt Resolution 2006-A: Resolution of Official Status for the Calendar year 2006 as amended. VOTE: 6-Yes; 0-No; 0-Abstain

• Adopt Personnel Policy & Adopt Ordinance 2006-1 Personnel Policy. This 31 page document had been reviewed by the Trustees prior to this meeting. Discussion was on the language found in 4.4 to reflect the language found in 4.20 and clarifying 4.7 intent of part-time staff calculations of accrual in leave and sick time. The days when staff can become eligible for health insurance benefits was changed from 60 days to 90 days on page 11. Attorney Hobbs will make the changes to the document. MOTION by Trustee Sanchez; 2nd by Trustee Quintana Moved to adopt Ordinance 2006-1 Personnel Policy for the Town of Saguache with changes. VOTE: 6-Yes; 0-No; 0-Abstain. • Discuss Ordinances for RV Parks and Mobile Home Parks. Attorney Farish pointed out that in reviewing the February 28, 2006 deadline on the current moratorium imposed on RV and Mobile Home parks, that the Town should consider zoning. Definitions were shared as a review of trailer, mobile home, modular and manufactured homes with the Trustees. Trustee Kathy Geddes asked that in the consideration of zoning, with the Town being a mix of uses, could the Trustees say what they don't want? Attorney Farish suggested that the Trustees could suggest geographical area limitations for activities within the Town. Discussion continued about creating rules and regulations and then having existing parks comply. Larger mobile home parks could be asked to beautify through landscaping and fencing projects. Density of mobile homes and also access for emergency vehicles were discussed. The Trustees will discuss and decide whether to extend the moratorium at their 21 February regular meeting and scheduling future workshops to complete any necessary ordinance work. • Workshops were scheduled as follows: Monday, 6 February 2006 at 6 p.m. regarding DOLA $255,192 grant contract. Monday, 27 February 2006 at 7 p.m. regarding Public Safety codes. 9. Maintenance Report: Dan Pacheco. Prior to Dan Pacheco's written report and Discussion, Clerk Garcia informed the Trustees on the outcome of the Plant Operator contract which Fred Hand had proposed to the Town and which Dan Pacheco had mentioned in the Public Works December 2005 report. Attorney Farish reviewed the contract and recommended that municipality staff in other townships be contacted for viewpoints. Clerk Garcia did so. Kevin LaMore of Del Norte advised Clerk Garcia to contact the State, as he believed that Plant Operator's were to operate with various license/certifications. Betsey Beaver of the State was contacted and she verified that Fred Hand only had 2 of the 4 licenses needed, therefore, he could not be the Town's Plant Operator. Clerk Garcia shared this information with Dan Pacheco and he indicated that June 2006 would be when he will take the needed test. Mayor ProTem Jones asked if Darrel Davis, the Town's current Plant Operator, would file:///C|/Documents%20and%20Settings/admintech/My%20Documents/TOS%20Jan%2017%202006.txt (5 of 7)8/2/2006 9:10:39 AM

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be available to Dan in mentoring for the test. Dan replied that he would bring Darrell Davis up more often especially in light of the DOLA water, sewer and lagoon contract. There are other sources available to Dan Pacheco through membership with Colorado Rural Water and other municipalities. The written report was reviewed with the Trustees. • The Town's old backhoe is recommended by Dan Pacheco to be placed out for bid. Dean Sisneros looked at our old backhoe and stated it was worth around $1500 or so. The Trustees agreed to have the 17th of February as a closing date for bids. MOTION by Trustee Sanchez; 2nd by Mayor ProTem Jones Moved to publish and place the Town old backhoe for sale by bid. VOTE: 6-Yes; 0-No; 0-Abstain • The Town has experienced problems at two locations. They are Jody Torrez's home at 1355 Denver Avenue and Elvie Samora's residence at 900 Denver Avenue. The Town needs to repair the sewer lines at these locations as the Town's clay pipes has not held up where they join the owner's PVC service lines. Discussion continued that a priority plan is needed for the Town regarding infiltration and the lagoon. Trustee Sanchez asked that Dan create such a plan using the camera locator equipment and map out the Town's main lines and prioritizing where work is needed. This mapping and prioritizing of the Town's lines could be done by Dan one day a week in preparation for DOLA grant dollars. The Trustees continued discussion and agreed that it is time to charge for use of the camera locator. The price of $50 was discussed. Clerk Garcia will ask other municipalities for policies on use of the camera. MOTION by Trustee Kathy Geddes; 2nd by Trustee Quintana Moved that the Town repair the sewer line for the Jody Torrez and Elvie Samora residence. VOTE: 6-Yes; 0-No; 0-Abstain • Polly Coleman [Elke Wells, tenant] Water Meter Reading. At the last reading [1 Jan - 14 Jan 2006] this meter showed the use of 55,000 gallons. Elke was not responsible for this use of water. Amy Coleman had watered horses and left the water running. Pacheco saw that the field had been flooded and iced over. The property owner is responsible for the use of this water. Trustees were adamant that this waste must stop. 10. Clerk’s Report • Renewal of SLV HMO contract. This contract provides health care coverage for Town staff. The trustees reviewed the terms and changed the language of when coverage is granted for new staff members from 60 days to 90 days. The contract needs to be at SLV HMO Alamosa office by 20 January 2006. MOTION by Mayor ProTem Jones; 2nd by Trustee Kathy Geddes Moved to approve the amended SLV HMO contract. VOTE: 6-Yes; 0-No; 0-Abstain • CIRSA Premium payment options. The 2006 premium payments can be either file:///C|/Documents%20and%20Settings/admintech/My%20Documents/TOS%20Jan%2017%202006.txt (6 of 7)8/2/2006 9:10:39 AM

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paid in one lump sum or by quarters. After discussion between Clerk Garcia and the Trustees, it was decided to pay the premiums quarterly. MOTION by Trustee Kathy Geddes; 2nd by Trustee Martinez Moved to approve that the CIRSA 2006 premiums be paid quarterly. VOTE: 6-Yes; 0-No; 0-Abstain • Kate Vasha- Town Hall Historic Grant. During the meeting, Kate shared that she would prepare a written report for the next meeting in regards to what she has learned on finding funds for renovating the Town Hall. • Classified ad for the Maintenance 2 position. The Trustees set 17 February as the closing date for the advertisement in the Saguache Crescent of this position. • Written Report Community Building Fees: Clerks Garcia and Irwin asked for review of the Community Building 2006 fees. Also to clarify costs to Non-Profit organizations. Discussion with the Trustees recognized that Government entities would be except from the deposit requirement and would be charged at the same rate of Non-Profit groups. Funerals would be charged the rental fee. Cleaning fees would not be waived for any event. MOTION by Trustee Quintana; 2nd by Trustee Sanchez Moved to adopt the Community Building fees as amended regarding Government, Non-Profit organizations, deposit and funeral use in the Community Building for 2006. VOTE: 6-Yes; 0-No; 0-Abstain 11. Old or Unfinished Business - Saguache Recreation Board under Participation of Citizens. 12. New Business • Schedule workshop for Water and Sewer grant to meet with Deb Downs and Engineer- Corey DeAngeles - Done under Legal report. • Schedule workshops for Public Safety Code, Nuisance Code, Animal Control - Done under Legal report for Public Safety Code. Nuisance and Animal Control will be scheduled for future workshops. 13. Executive Session, if needed 14. Adjourn. There being no further business, the meeting adjourned at 11:00 p.m.

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