City Council Meetings

CITY COUNCIL REGULAR MEETING TUESDAY, NOVEMBER 12, 2013 1. The meeting was called to order at 7:30 p.m., and was opened with the Pledge of Allegiance. Councilmembers present were Mayor Dan Porter, Bob Archibeque, Tom Butler, Mayor Pro-tem Matt Keefauver, Ty Keel, Shawna McLaughlin, and Karen Sheek. Staff members present were Chief of Police Roy Lane, Airport Manager Russ Machen, Director of Planning and Building Kirsten Sackett, Director of Parks and Recreation Dean Palmquist, City Clerk Linda Smith, City Manager Shane Hale, and City Attorney Mike Green. There were two people present in the audience. 2. The Consent Agenda items acted upon by Council were as follows: a. Approval of the Worksession and Regular Meeting Minutes of October 22, 2013. b. Approval of the payment of the Expenditure Vouchers of November 12, 2013. c. Approval of a renewal Hotel and Restaurant Liquor License for Halnier Inc., DBA Nero’s Mediterranean Grill, located at 303 West Main Street, Cortez. d. Approval of a renewal 3.2% Beer Retail Liquor License for Wal-Mart Stores Inc., DBA Walmart No. 966, 1835 East Main Street, Cortez. e. Approval of a renewal Tavern Liquor License for the Cortez Veterans Inc., DBA Cortez Veterans Inc., 320 North Harrison Street, Cortez. f. Approval of a 2013 Tasting Permit for West Slope Liquors Inc., DBA West Slope Liquors, 2212- 1 East Main Street, Cortez. Councilmember Keel moved that Council approve the Consent Agenda as presented, with the additional expenditure vouchers totaling $901,606.07. Mayor Pro-tem Matt Keefauver seconded the motion, and the vote was as follows: Archibeque Butler Keefauver Keel McLaughlin Porter Sheek Yes Yes Yes Yes Yes Yes Yes 3. PRESENTATIONS – None. 4. CITIZEN PARTICIPATION – None. 5. PUBLIC HEARINGS – None. 6. UNFINISHED BUSINESS – None. CITY COUNCIL REGULAR MEETING NOVEMBER 12, 2013 PAGE 2 7. NEW BUSINESS a. Airport Engineering Services. Airport Manager Machen stated that currently the City is under an extended contract with Jacobs Engineering due to an ongoing project that is occurring at the Airport. He stated that the Airport is required by the Federal Aviation Administration (FAA) to seek engineering consulting services every five years and the FAA stipulates how the request for qualifications is to be advertised, written, length of term, assessment of firms, and award of contract , as well as how the contract is to be formatted and what projects are to be included. He stated that advertisement for qualifications for the five year contract for engineering consulting services was completed in September with two submittals received. Airport Manager Machen stated that after review and tally of each of the two company’s abilities and experience, it was determined that both firms are well qualified, but because Jacobs Engineering had performed well in the past contract period, they are being recommended for providing Airport Engineering Services for the next five year period. Councilmember Archibeque moved that Council award the Airport Engineering Services Contract to Jacobs Engineering for a five year period from February 1, 2014, through January 31, 2019. Councilmember Sheek seconded the motion, and the vote was as follows: Archibeque Butler Keefauver Keel McLaughlin Porter Sheek Yes Yes Yes Yes Yes Yes Yes b. Product Agreement with SocialMentum, LLC “MindMixer”. Director of Planning and Building Sackett stated that as part of the Heart & Soul project, staff has been working with the Community Advisory Team (CAT) to meet the five overarching goals of the project. She stated that one of the Heart & Soul goals is to find new and innovative ways to reach out to members of the community. She also noted that Council recently drafted a policy statement during their Advance meeting regarding the public engagement of all segments of the community in decision making. She stated that in keeping with the goals of the CAT and City Council, the CAT has engaged with the public through a variety of methods over the past year and a half including hosting block parties, gathering surveys and video interviews, as well as hosting twenty community conservations. She stated that the intent is to share the data with decision-makers in the community to aid in prioritizing and planning for the future. She spoke about the possibility of adding a MindMixer website to the City’s current website that would be yet another innovative tool to engage the public. She spoke about the format of the website and that the point is to create the questions and dialogue around issues that are important to members of the community, followed up by real feedback and responses. She stated that Heart & Soul would like to enter into a three-year agreement, as the cost would be at a much reduced rate by signing up for multiple years. She stated that in order to move forward, the City would need to enter into an agreement with SocialMentum, LLC, through the signing of an Addendum to the Product Agreement already signed by the Orton Family Foundation. She stated that the first year of service amounts to $4,200 and will be paid by the Orton Family Foundation and the additional three years will be at a cost of $3,600 and funds for the project will come directly from the Heart & Soul grant funds received from the Orton Family Foundation. Councilmember Archibeque commented that the program will offer those that don’t want to participate in a public forum, the opportunity to offer their opinions in a different way. Councilmember Sheek commented that at the CML Conference she attended during the summer, CITY COUNCIL REGULAR MEETING NOVEMBER 12, 2013 PAGE 3 discussion was held on the positive aspects of offering similar programs like MindMixer to further engage the community. Director of Planning and Building Sackett spoke about the MindMixer clients in Colorado and how the program has been used to collaborate and share information with the many residents. Councilmember Keel moved that Council authorize the City Manager to sign the Addendum to the Product Agreement with SocialMentum, LLC, for the purpose of creating and servicing a MindMixer web application for the City of Cortez and the Heart & Soul Project, in the amount of $3,600 which will provide for three years of service, specifically from November 1, 2014, to October 21, 2017. Councilmember Archibeque seconded the motion, and the vote was as follows: Archibeque Butler Keefauver Keel McLaughlin Porter Sheek Yes Yes Yes Yes Yes Yes Yes c. Resolution No. 21, Series 2013. Director of Planning and Building Sackett stated that Resolution No. 21, Series 2013, approves the Master Beautification Plan for the City of Cortez. She stated that in the summer and fall of 2012, as the beginning of the concrete replacement project on South Broadway began, Council and staff began having conversations regarding the impact to the existing medians and possibly creating a Master Beautification Plan for the entire City. She stated that staff created an RFP to select a design consultant for the work and on January 22, 2013, Council awarded the Professional Services Contract to Russell Engineering and DHM Design. She stated that their objective was to develop an overall conceptual plan for gateway elements and areas for beautification, as well as create a specific plan set for the construction of the South Broadway medians. She stated that several meetings were held to receive community input on the concepts and a portion of the South Broadway median project has already been completed with new concrete poured and new light poles installed. She stated that the landscaping portion of the South Broadway median project will be re-bid in January for spring planting. Director of Planning and Building Sackett stated that a Master Beautification Plan has been created that identifies several areas for beautification, including both South Broadway and North Broadway, the medians on 7th Street, the downtown area, the intersection at Highway 491 and Highway 160, as well as each of the four entrance points into Cortez. She stated that the plan provides design concepts and standards to improve the safety and aesthetics of the identified streetscape corridors, and provides guidance for the completion of the future gateway monuments. She stated that once adopted, the Plan will be utilized to aid staff and Council as they work on future beautification projects, aid in the development of final plan sets, and will also be used in applying for grant funding for future beautification projects. Discussion was held regarding the landscaping of the Colorado Department of Transportation (CDOT) right-of-way property located at the intersection of Highway 145 and Highway 160 adjacent to the newly proposed Maverik Store. Director of Planning and Building Sackett stated that the Master Beautification Plan will help direct new developers as well as the City in regard to plant and shrub suggestions that will complement each other. Councilmember Keel commented that the Master Beautification Plan is comprehensive and thoughtful and offers businesses coming to Cortez, as well as existing businesses, ideas to beautify the City. Councilmember Sheek moved that Council adopt the 2013 Master Beautification Plan created by Russell Engineering and DHM Design through Resolution No. 21, Series 2013. Councilmember McLaughlin seconded the motion, and the vote was as follows: CITY COUNCIL REGULAR MEETING NOVEMBER 12, 2013 PAGE 4 Archibeque Butler Keefauver Keel McLaughlin Porter Sheek Yes Yes Yes Yes Yes Yes Yes d. Resolution No. 30, Series 2013. Director of Parks and Recreation Palmquist stated that Resolution No. 30, Series 2013, would allow the Cortez Leopard Sharks swim team to pursue appropriate sponsorship funding for a timing system with touch pads that would be used at the Municipal Outdoor Swimming Pool and the Recreation Center competitive pool. He stated that the City does not have the funding available to purchase the timing system and the Cortez Leopard Sharks swim team is proposing to sell sponsorship space on the bottom portion of the timing system display to raise the necessary funds of $18,000 to $20,000. He stated that capital project funding is getting used more and more for capital improvements such as fencing, parking lot improvements, and maintenance equipment replacement and therefore dwindling for other necessary improvements to the facilities in helping to make them more marketable for tournaments, meets, and/or other special events. He stated that one outside funding strategy is the sale of sponsorship signage on specific items that have a direct benefit back to the City. Presently, the City has no sponsorship procedure or policy to give staff direction on how to proceed and staff is asking Council to consider approving Resolution No. 30, Series 2013, which would allow an exception to the rule of no permanent sponsorship signage on parks and recreation facilities. City Manager Hale stated that a new version of the resolution was placed at the table setting prior to the Council meeting and was more specific than the packet resolution, and now is specifically approving only the sponsorship for the purchase of a timing system. In answer to a question from Councilmember Butler, Director of Parks and Recreation Palmquist stated that sponsorship banners were hung at the youth ball fields; however, the funding raised from the banners is given to the youth organizations to help with the expense of the uniforms and other essentials. Director of Parks and Recreation Palmquist stated that the timing system will be an enhancement to City facilities and help better accommodate the swim meets. Councilmember McLaughlin moved that Council approve Resolution No. 30, Series 2013, authorizing the Cortez Leopard Sharks swim team to pursue appropriate sponsorship funding for a timing system with touch pads at the Municipal Outdoor Swimming Pool and the Recreation Center competitive pool. Councilmember Butler seconded the motion, and the vote was as follows: Archibeque Butler Keefauver Keel McLaughlin Porter Sheek Yes Yes Yes Yes Yes Yes Yes e. Cancel December 24, 2013, Council Meeting. Mayor Porter stated that traditionally Council has canceled the last meeting of the year due to the closeness of the meeting to the Christmas holiday. Councilmember Sheek moved that Council approve the cancellation of the December 24, 2013, Council meeting. Councilmember Archibeque seconded the motion, and the vote was as follows: Archibeque Butler Keefauver Keel McLaughlin Porter Sheek Yes Yes No Yes Yes Yes Yes 8. DRAFT ORDINANCES/RESOLUTIONS – None. CITY COUNCIL REGULAR MEETING NOVEMBER 12, 2013 PAGE 5 9. OTHER ITEMS OF BUSINESS – None. 10. ADDITIONAL CITIZEN PARTICIPATION – None. 11. CITY ATTORNEY’S REPORT – None. 12. CITY MANAGER’S REPORT a. Cortez Heart & Soul Summit Up. City Manager Hale stated that the Cortez Heart & Soul Community Advisory Team (CAT) will be sponsoring a Community Summit to review all the information that has been received from the community over the past two years. He stated that the event will be held at the Cortez Recreation Center on Saturday, November 16, 2013, from 3:00 to 6:00 p.m. and a buffet will be available as well as free childcare and door prizes. He stated that everyone is welcome to attend. 13. CITY COUNCIL COMMITTEE REPORTS a. Mayor’s Report on Workshop. Mayor Porter stated that discussion continued on the 2014-2015 Budget with presentations from the following departments: Welcome Center, IT Department, Planning and Building, Mesa Verde Country, City Manager, Grant Administration, Council, and Finance. b. Mesa Verde Country Tourism Board. Councilmember McLaughlin stated that discussion held at the Mesa Verde Country Tourism Board meeting on November 7, 2013, included the 2014 Budget. c. Library Advisory Board. Councilmember Sheek stated that envelopes were stuffed during the Library Advisory Board meeting held on November 4, 2013, requesting donations to the Library equal to what people donated for the past Library Libations fundraiser which will not be held in 2013. The meeting was adjourned at 8:05 p.m. ________________________________ Dan L. Porter, Mayor ATTEST: ___________________________________ Linda L. Smith, City Clerk