City Council Meetings

CITY COUNCIL REGULAR MEETING TUESDAY, MARCH 10, 2015 1. The meeting was called to order at 7:30 p.m., and was opened with the Pledge of Allegiance. Councilmembers present were Mayor Karen Sheek, Bob Archibeque, Tom Butler, Mayor Pro-tem Ty Keel, Orly Lucero, Shawna McLaughlin and Jim Price. Staff members present were Director of General Services Rick Smith, Director of Parks and Recreation Dean Palmquist, Planner Tracie Hughes, Chief of Police Roy Lane, City Clerk Linda Smith, City Manager Shane Hale, and City Attorney Mike Green. There were five 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 February 24, 2015. b. Approval of the payment of the Expenditure Vouchers of March 10, 2015. c. Approval of a Change in Ownership for Giant No. 260, from Western Refining Southwest, Inc., to Western Refining Retail, LLC, located at 921 East Main Street, Cortez. Councilmember Lucero moved that Council approve the Consent Agenda, with the additional expenditure list totaling $31,165.65. Mayor Pro-tem Keel seconded the motion, and the vote was as follows: Archibeque Butler Keel Lucero McLaughlin Price Sheek Yes Yes Yes Yes Yes Yes Yes 3. PRESENTATIONS – None. 4. CITIZEN PARTICIPATION – None. 5. PUBLIC HEARINGS – None. 6. UNFINISHED BUSINESS – None. 7. NEW BUSINESS a. 2015 Municipal Outdoor Pool Painting Project. Director of Parks and Recreation Palmquist stated that the Parks and Recreation Department received two bids for painting the municipal outdoor pool which is required to be re-painted every seven to eight years. He stated that the last time the pool was re-painted was in 2007. He stated that the outdoor pool painting project was divided into two different bids with the first bid comprised of the labor and equipment to spray paint the interior of the pool, and the second bid is to furnish the epoxy, swimming pool paint and necessary primer components. He reviewed the reference checks on the two bids that were received and it was discovered that the low bidder Energy Solutions, Inc., has not completed a pool painting CITY COUNCIL REGULAR MEETING MARCH 10, 2015 PAGE 2 project since 1996. He stated that A1A Sandblasting had good referrals and has completed an average of painting seven pools a year. He stated that staff is recommending that the bid be awarded to A1A Sandblasting for a bid of $21,000. Mayor Pro-tem Keel asked why the labor and the material were divided into two bids and Director of Planning and Building Palmquist stated that staff wasn’t sure if the bid would come in too high and the painting would have to be done in-house. Director of Parks and Recreation Palmquist also noted that materials purchased from a company that is completing the job sometimes mark up the materials in their bids which makes the bid higher than if the material was purchased separately. Discussion was held on the experience of the two firms and it was noted that the project would probably take a couple of weeks to complete. Councilmember Archibeque moved that Council award the 2015 Municipal Outdoor Pool Painting Project Bid to A1A Sandblasting (Iowa), at a bid amount of $21,000. Councilmember Lucero seconded the motion, and the vote was as follows: Archibeque Butler Keel Lucero McLaughlin Price Sheek Yes Yes Yes Yes Yes Yes Yes b. 2015 Paint for Municipal Outdoor Pool Painting Project. Director of Parks and Recreation Palmquist stated that six bids were received for the material portion for the municipal outdoor pool painting project. He stated that the lowest bidder for the epoxy swimming pool paint and necessary primer components was Sherwin Williams, out of Durango, with a bid of $6,560.02. He stated that the total of the two bids for the labor and equipment (awarded to A1A Sandblasting in item7a.) and the paint would be $27,560.02, which is $5,560.02 over budget. In answer to a question from Mayor Pro-tem Keel, Director of Parks and Recreation Palmquist stated that the overage will be distributed between the outdoor pool operating budget and the Conservation Trust Fund Capital Projects budget. Discussion was held why the six bids for the painter were so different in price and Director of Parks and Recreation Palmquist stated that he wasn’t sure if some of the bidders bid on the labor with the materials together rather than the materials only. He stated that staff recommends that the 2015 Paint for the Municipal Outdoor Pool Painting Project be awarded to the low bidder, Sherwin Williams. Councilmember McLaughlin moved that Council approve the Sherwin Williams bid of $6,560.02 to furnish the epoxy, swimming pool paint, and necessary primer components for the Municipal Outdoor Pool Painting Project. Mayor Pro-tem Keel seconded the motion, and the vote was as follows: Archibeque Butler Keel Lucero McLaughlin Price Sheek Yes Yes Yes Yes Yes Yes Yes c. Resolution No. 2, Series 2015. Planner Hughes stated that Resolution No. 2, Series 2015, approves an amended plat of Lots 8 and 9, Block 10, San Juan Park Addition, addressed as 1533 Acoma Street. She stated that Walter and Christine Stramel have applied to replat the lot line between two lots consolidating Lot 8, which is .159 acres, and Lot 9, which is .135 acres. She stated that together the lots would total .293 acres, or 12,766 square feet, and will be named Lot 8A. She stated that the property is located in the Residential Single-Family (R-1) zone and meets the minimum lot size. She stated that, by combining the two lots, a larger buildable area will be CITY COUNCIL REGULAR MEETING MARCH 10, 2015 PAGE 3 available for the applicants. She stated that there were no issues noted from the utility providers and affected special districts regarding the merging of the two lots and staff recommends approval. Councilmember Lucero moved that Council approve Resolution No. 2, Series 2015, with two conditions, approving an amended plat of Lots 8 and 9, Block 10, San Juan Park Addition, addressed as 1533 Acoma Street. Councilmember Archibeque seconded the motion, and the vote was as follows: Archibeque Butler Keel Lucero McLaughlin Price Sheek Yes Yes Yes Yes Yes Yes Yes d. Resolution No. 3, Series 2015. Planner Hughes stated that Resolution No. 3, Series 2015, approves an amended plat of Lots 1-7, Block 66, of the Chamberlin’s Addition. She stated that the property is owned by Gregory Hovezak and Amandine Dezecache and is located on the northeast corner of Ash and 4th Streets. She stated that the property is zoned Residential Multi-family (R-2) zone. She stated that the applicants are proposing to divide Lots 1-7 into two lots with Lot A, which is a vacant lot, consists of .41 acres, or 17,962 square feet, and Lot B, which contains an existing structure, would consist of .16 acres of 6,878 square feet. She stated that the lots lines that are being created will meet the requirements of the Land Use Code in regard to setbacks as well as lot size requirements. She stated that due to the alignment of the lot lines, Lot B would not have access to the alley; however, the applicant is proposing that an alley access easement be included on the plat for Lot B to allow the trash to still be picked up in the alley. She stated that Lots A and B will have access from Ash Street and a driveway will be required to be constructed to both lots for off-street parking. She reviewed the comments received from the utility providers and affected special districts. She stated that the City’s Building Official had noted that all necessary utilities are available to both the existing house and to the new lot in such a way so that no private utility or service lines cross either property unless a recorded easement is provided. She stated that the applicant has shown that all the utility easements are in place on the plat as required. Discussion was held that there is not a gas line running to the current house located on Lot B and it was noted that in the future if the property owner would want gas to their home, they could place the gas line in the dedicated 10’ utility easement. She stated that the request meets the requirements of a replat as outlined in Section 6.09 of the Land Use Code and staff recommends approval of the proposed replat through Resolution 3, Series 2015, with five conditions. City Attorney Green noted that he would require the legal description of the property, including the easements, to be included on the deed as well as on the plat. Mr. Hovezak stated that the plat will be recorded with the deed and any encumbrances on the property should be discovered through the title search. He stated that he currently lives in the home on Lot B and will be building a home on Lot A. Mayor Pro-tem Keel moved that Council approve an amended plat of Lots 1-7, Block 66, of the Chamberlin’s Addition, as submitted by property owners Gregory Hovezak and Amandine Dezecache, through Resolution No. 3, Series 2015, with five conditions. Councilmember Lucero seconded the motion, and the vote was as follows: CITY COUNCIL REGULAR MEETING MARCH 10, 2015 PAGE 4 Archibeque Butler Keel Lucero McLaughlin Price Sheek Yes Yes Yes Yes Yes Yes Yes e. Master Service Agreement for the Cortez Public Library. Director of General Services Smith stated that the City has provided E-rate services to the Cortez Public Library for many years. He stated that the services include upstream connectivity, VOIP services, and conference services. He stated that in prior years the City has completed forms showing the services are being provided to the Library; however, the City’s E-rate consultant has requested, due to changes in the E-rate program, that the City and the Library formally reflect the services provided in a written agreement between the parties. He stated that the agreement and addendums will need to be signed by the City Manager and the Library Director and he noted that the contract is the same amount as already authorized in the E-rate program starting February 2014. Councilmember Price moved that Council award the Master Service Agreement with Addendum 1 and 2, allowing City Manager Shane Hale to sign the agreement for the City of Cortez, and Library Director Eric Ikenouye to sign on behalf of the Cortez Public Library. Mayor Pro-tem Keel seconded the motion, and the vote was as follows: Archibeque Butler Keel Lucero McLaughlin Price Sheek Yes Yes Yes Yes Yes Yes Yes f. 2015 City Network Switch Upgrade. Director of General Services Smith stated that the 2015 MIS Budget provides $70,000 for the replacement of the Cisco network switches at the City buildings served by the Gov Net fiber. He stated that the Cisco switches provide the City with all the backbone services between the various buildings and are in need of replacement as they are based on 1 Gig. He stated that the new Cisco switches are based on 10 Gig and include the power for the phones. He stated that the City will require seven Cisco 48 Port switches and two Cisco 24 Port switches to service the various City facilities. He stated that the City received State bid pricing from Venture Technologies for the upgrade. He stated that the budget provides $70,000 for the purchase of the new switches; however, the quote amount is $78,975.03. He stated that the amount over budget is due to the total number of transceivers (lasers) required that were not included in the original budget. He stated that the amount over the budget amount will be revised in the year end budget revisions. Discussion was held on purchasing the refurbished equipment rather than new equipment and Director of General Services Smith stated that the refurbished equipment (lasers) are recertified by Cisco. He stated that the lasers would be twice the price if they were purchased new rather than refurbished. Councilmember Archibeque moved that Council approve the purchase of the Cisco Network Switches from Venture Technologies at the quoted amount of $78,975.03. Councilmember Lucero seconded the motion, and the vote was as follows: Archibeque Butler Keel Lucero McLaughlin Price Sheek Yes Yes Yes Yes Yes Yes Yes g. 2015 Vehicle Bid. Director of General Services Smith stated that the 2015 Equipment Fund provides $145,000 for the purchase of four patrol vehicles (1-Explorer, 3-pick-ups) for the Cortez CITY COUNCIL REGULAR MEETING MARCH 10, 2015 PAGE 5 Police Department and one small SUV for the Planning and Building Department. He stated that the Police vehicles are replacing existing older units and the Planning and Building vehicle is an addition to the City fleet. He stated that two local responses and three out-of-town bids were received, with all the bids compared to the Colorado State Bid. He stated that delivery charges were estimated for the out-of-town bidders to deliver the vehicles to Cortez and the local vendor preference amount was also applied. He stated that the low bidder on Bid Item 1, the mid-sized SUV with Police package (Explorer) was Keesee Motors at a bid amount of $30,012.00; the low bidder on Bid Item 2, a full size ½-ton 4-wheel drive, extended cab with Police package, was Keesee Motors at a bid amount of $30,679.00; and Bid Item 3, a small SUV 4-wheel drive, was the Colorado State Bid (Daniels Long Chevrolet) at a bid amount of $20,974.26. He stated that the total bid for the five vehicles is $143,023.26, which is $1,976.74 below the budgeted amount. Councilmember McLaughlin moved that Council award the 2015 Vehicle Bid to the following: Bid Item 1 – one unit to the low-bidder Keesee Motors at the bid amount of $30,012.00; Bid Item 2 – three units to the low-bidder Keesee Motors at the bid amount of $30,679.00/each; Bid Item 3 – one unit to the low-bidder Colorado State Bid (Daniels Long Chevrolet) at the bid amount of $20,974.26, for a grant total of $143,023.26. Councilmember Lucero seconded the motion, and the vote was as follows: Archibeque Butler Keel Lucero McLaughlin Price Sheek Yes Yes Yes Yes Yes Yes Yes h. Re-Appointment and Appointment to the Board of Adjustment and Appeals. City Clerk Smith noted that letters were received from Sharon Stewart (formerly known as Sharon King) to be re- appointed to the Board of Adjustment and Appeals and Tim Kline has submitted his letter requesting appointment to the Board as the Planning and Zoning representative, replacing Orly Lucero. Councilmember Lucero moved that Council appoint Tim Kline and re-appoint Sharon Stewart to the Board of Adjustment and Appeals. Mayor Pro-tem Keel seconded the motion, and the vote was as follows: Archibeque Butler Keel Lucero McLaughlin Price Sheek Yes Yes Yes Yes Yes Yes Yes i. Change in Employee Handbook. City Manager Hale stated that currently the City’s policy is that any employee who receives a promotion or a transfer in position, is moved to the bottom step of the new pay range for the new position or receives an increase of 5%, whichever is greater. He stated that in some instances, the employee may have qualifications that would warrant a higher pay increase; however, that would not be allowed under the current language. He stated that staff is allowed to adjust the pay scale for an outside candidate depending upon their credentials and staff would like to offer that same opportunity to an employee that already works for the City if they are equally qualified. He stated that the new verbiage would be added to the Employee Handbook and would state that in the instances when the qualifications of the employee warrant a higher pay increase, the Department Head may submit a request to the City Manager for approval. CITY COUNCIL REGULAR MEETING MARCH 10, 2015 PAGE 6 Councilmember Lucero moved that Council approve the Change in the Employee Handbook rewording the sections of the handbook that deal with promotions within the City. Councilmember McLaughlin seconded the motion, and the vote was as follows: Archibeque Butler Keel Lucero McLaughlin Price Sheek Yes Yes Yes Yes Yes Yes Yes 8. DRAFT ORDINANCES/RESOLUTIONS – None. 9. ADDITIONAL CITIZEN PARTICIPATION – None. 10. OTHER ITEMS OF BUSINESS - None. 11. CITY ATTORNEY’S REPORT – None. 12. CITY MANAGER’S REPORT – None. 13. CITY COUNCIL COMMITTEE REPORTS a. Mayor’s Report on Workshop. Mayor Sheek stated that during the worksession a presentation was made by representatives of the Kiwanis Club for proposed improvements they would like to make to the Kiwanis Park located on Shady Lane. She stated that more information will be presented to Council at a future date. She stated that discussion was also held with representatives of the South West TV Network on a television station and some programming they would like to partner with the City on. b. Montezuma County Economic Development Association (MCEDA). Councilmember McLaughlin stated that at the MCEDA meeting held today, the 2015 MCEDA budget was approved and members of MCEDA were divided into a variety of committees (membership and recruitment, communication, marketing, etc.) to explore ideas on making the organization stronger. She stated that Joe Keck will be retiring on April 10, 2015, and the process has begun to find his replacement. She stated that a celebration of Mr. Keck’s retirement will be held at the Kennebec Café on April 10, 2015, at 5:30 p.m. The regular meeting was adjourned at 8:30 p.m. ________________________________ Karen W. Sheek, Mayor ATTEST: ___________________________________ Linda L. Smith, City Clerk