Board of County Commissioners of Lincoln County

Agenda for July 20, 2009

9:00 Call to order and Pledge of Allegiance

9:05 Public Health Office Manager Karen Mosher to give an update on providing school nursing services and to request approval of the Traumatic Brain Injury contract

9:30 County Treasurer Jim Covington to discuss equipment and other issues concerning his office

10:00 County Assessor Estelle Thaller to discuss the Board of Equalization hearings

10:30 Barry Schoenwalder with Combined Insurance to discuss the benefits the company offers

10:45 Fairgrounds manager Mike Mosher to discuss the Ellis Allen building

11:00 The Commissioners will discuss setting a policy for Premise ID for the Lincoln County fairgrounds

1:00 County Weed Manager Wayne Shade to discuss weed control issues

1. Approve the minutes from the July 6, 2009 meeting

2. Review the Semi Annual Report from the County Treasurer and the June report from the County Clerk

3. Review the June reports of revenues and expenditures for County General, Public Health, Library, Landfill, Capital Projects, E911, Conservation Trust, Lodging-Tourism Tax, Road & Bridge and the individual road districts

4. Review information from the Department of Local Affairs concerning funding for the Energy Impact Assistance Fund and that resulting from Senate Bill 09-232, and from the Office of State Planning and Budgeting estimated revenue increases as a result of Senate Bill 09-108

5. Discuss setting a meeting date with Elbert, Cheyenne and Kit Carson Counties to discuss an application for American Recovery and Reinvestment Act (ARRA) funding for energy efficiency and other projects

6. Review information concerning the Colorado Integrated Criminal Justice Information System

7. Review and act on the paperwork submitted by the Hugo Volunteer Fire Department Ambulance Service to renew the license for the service and each of the ambulances

8. Discuss the requirements if the county chooses to accept the bridge funding awarded through the Special Highway Committee and administered through CDOT

9. County Commissioners’ reports

10. County Administrator’s report

11. County Attorney’s report

12. Old business

a. Discuss purchasing a van to replace one of the older ones

b. Discuss a revised staffing proposal prepared by Joel Plath, Southern Region Director for CSU, for the county Extension Office

13. New business

The Board of Lincoln County Commissioners met at 9:00 a.m. on July 20, 2009. The following attended: Chairman Ted Lyons, Commissioners Steve Burgess and Gary Beedy, County Administrator Roxie Devers and Clerk to the Board Corinne M. Lengel. Kay Christie with The Limon Leader and the Eastern Colorado Plainsman attended from 9:15 a.m. until 11:30 a.m., and County Attorney Stan Kimble attended in the afternoon.

Chairman Lyons called the meeting to order and led the Pledge of Allegiance and then Public Health Office Manager Karen Mosher met with the Board to give an update on providing school nursing services and to request approval of the Traumatic Brain Injury contract. She also asked that the Board approve the Amendment 35 Immunization contract in the amount of $5,728.00.

Mr. Beedy made a motion to sign the Amendment 35 Immunization contract for the Public Health office in the amount of $5,728.00. Mr. Burgess seconded the motion, which carried unanimously.

Mr. Burgess then made a motion to sign the Work Status Confirmation letter and Traumatic Brain Injury contract for the Public Health office. Mr. Beedy seconded the motion, which carried unanimously.

Miss Mosher provided a written update from Public Health Director Tonda Scott regarding the School Nurse, stating that the schools are not willing to increase their budgets at this time to make the school nurse a full time position. After finding out that she would need to take several general education courses to complete school, Becky Herron decided it would not be worth it to do so. Ms. Scott checked into having Ms. Herron take on more duties and there are additional tasks that she could assume within her scope of practice, as long as BOCES would be willing to allow her the time.

Mr. Burgess commented that he did not want Ms. Scott to take on too many duties again like last year, and Miss Mosher said Ms. Scott was aware of that fact also, and agreed.

Mr. Burgess made a motion to approve the minutes from the July 6, 2009, meeting, as submitted. Mr. Beedy seconded the motion, which carried unanimously.

The Board reviewed the Semi Annual Report from the County Treasurer and the June report from the County Clerk, as well as the June reports of revenues and expenditures for the Public Health, Library, Landfill, Capital Projects, E911, Conservation Trust, Lodging-Tourism Tax, and Road & Bridge funds and the individual road districts.

At 9:30 a.m., County Treasurer Jim Covington met with the Board to discuss equipment and other issues concerning his office. He explained that he was approached by Dave Hubbard from Eastern Colorado Bank regarding better interest rates on CDs, as well as benefits of their particular on-line banking options. They discussed ACH payments, on-line deposits, and other things that would be extremely useful to the county, according to Mr. Covington. Eastern Colorado Bank will do a demonstration for him on July 29. Mr. Covington assured the Board that he was certainly not considering closing out all of the current accounts in the local bank, but it would probably mean setting up another account and moving some of the county’s funds. He felt that he also couldn’t discount the fact that the CD interest rates at Eastern Colorado Bank were much better at this time.

Mr. Lyons said that it would be wise to make a list of what he wanted, and then present it to both banks so that he had something in writing. He added if Mr. Covington was straightforward with them up front, there would be no reason for anyone to have a problem with it. Everyone agreed that it would be best to send the same information to all local banks, and Mr. Covington added that they might have to go out for bid on all CDs, just to obtain the best interest rate.

Mr. Covington also informed the Board that the one computer in his office that the county owns is no longer working properly. Erik Hilton worked on it several times, but said it may just be time for a new one. Mr. Burgess asked him to price a new unit with, and without, the monitor and other accessories.

Information from the Department of Local Affairs concerning funding for the Energy Impact Assistance Fund and that resulting from Senate Bill 09-232 was reviewed, as well as estimated revenue increases as a result of Senate Bill 09-108 from the Office of State Planning and Budgeting. A possible $341,640 for 2009-2010 could be received by Lincoln County.

At 10:00 a.m., County Assessor Estelle Thaller met with the Board to discuss the Board of Equalization hearings. Hearings for one residential property and for Limon Hospitality, LLC were scheduled for July 31, 2009.

Ms. Thaller also said that she had hired Amy Vice for the ag-clerk position in her office, and she would begin work on August 10. Kim Hilferty will start October 1 in the other position.

The Board discussed setting a meeting date with Elbert, Cheyenne and Kit Carson Counties to discuss an application for American Recovery and Reinvestment Act (ARRA) funding for energy efficiency and other projects, and decided on either August 10 or 12, at either 9:30 a.m. or 1:00 p.m., whichever is best for the other counties involved.

Information concerning the Colorado Integrated Criminal Justice Information System was reviewed, and then the Board also reviewed the paperwork submitted by the Hugo Volunteer Fire Department Ambulance Service to renew the license for the service and each of the ambulances. Ms. Devers said that all paperwork was submitted and that they are licensing the ambulances as basic life support, and recommended the Board approve the paperwork.

Mr. Burgess made a motion to adopt a resolution renewing the license for the Hugo Volunteer Fire Department Ambulance Service and for each of the ambulances. Mr. Beedy seconded the motion, which carried unanimously.

At a regular meeting of the Board of County Commissioners of Lincoln County, Colorado held in Hugo, Colorado on July 20, 2009 there were present:

Ted Lyons, Chairman Present

Steve Burgess, Vice Chairman Present

Gary A. Beedy, Commissioner Present

Stan Kimble, County Attorney Absent & Excused

Corinne Lengel, Clerk of the Board Present

Roxie Devers, County Administrator Present

when the following proceedings, among others, were had and done, to-wit:

RESOLUTION #725 It was moved by Commissioner Burgess and seconded by Commissioner Beedy to adopt the following resolution:

WHEREAS, pursuant to the Colorado Emergency Medical Services Act, Section 25-315.101, et seq., C.R.S., the Board of County Commissioners has the authority to establish requirements for the inspection, licensure, and operation of ambulance services, ambulance personnel, and ambulance vehicles operating in the county; and

WHEREAS, the Lincoln County Commissioners adopted Resolution #651 and thereby established rules and regulations governing the licensure of ambulance services operating within Lincoln County; and

WHEREAS, the Hugo Volunteer Fire Department Ambulance Service has presented the Board of County Commissioners with an application to license the ambulance service and to permit their ambulances as basic life support vehicles; and

WHEREAS, upon review the Board of County Commissioners determined that the documentation presented met the rules and regulations established under Resolution #651;

NOW, THEREFORE BE IT RESOLVED by the Board of County Commissioners of Lincoln County that the Hugo Volunteer Fire Department Ambulance Service is hereby authorized to provide ambulance service in Lincoln County with basic life support ambulances.

Upon roll call the vote was:

Commissioner Burgess, Yes; Commissioner Beedy, Yes; Commissioner Lyons, Yes.

The Chairman declared the motion carried and so ordered.

Board of County Commissioners

of Lincoln County

_______________________________________

ATTEST: _______________________________________

_________________________________ _______________________________________

Clerk of the Board

Discussion regarding the requirements if the county chooses to accept the bridge funding awarded through the Special Highway Committee and administered through CDOT took place, and Mr. Burgess provided a Special Bridge Fund Bridge Project Cost Estimate handout for LIN 31-4C9 at the north end of the county near Dale Thompson's , saying he was almost inclined to turn the money down, as it would require the county being involved in environmental impact studies, drainage studies and other time-consuming and costly items. He felt it would be much cheaper for the road crews to replace the bridge with a culvert and do the work themselves, and even though it meant giving up “free” money, it might end up less expensive in the long run. He said if the others agreed, he would contact Travis Miller and see if they couldn’t take the group on a tour when they come out in August.

Mr. Beedy reported he attended the Economic Development Board meeting on July 7 and they were discouraged that the county had refused to give more funding to the organization. Apparently, all of the towns had agreed to make other contributions if there would be enough money to keep the office open through the end of the year. Mr. Beedy also met with David Seymour and checked roads, including Road 1.5 off of County Road S where the hog panels were put up. He said that now they are padlocked shut. Ms. Devers put in that she’d received another call from Jeff Ballard, the gentleman who cannot get onto his property, and he wants the county to do something, as the renter is the one who won’t let him have access. Mr. Beedy said he would be willing to ask Sheriff Nestor to explain that there is a private road easement that means he has to be allowed access, and Ms. Devers thought he might want to ask Mr. Kimble about it later this afternoon, as well. On July 10, Mr. Beedy reported that he presented the special use fund grant recommendations to the State Department of Human Services board, and attended CCI. On the Fourteenth, he, Mr. Burgess and Ms. Devers attended the bridge funding meeting at CDOT, and on the Seventeenth, he attended the STAC meeting.

Barry Schoenwalder with Combined Insurance met with the Board at 10:30 a.m. to discuss the benefits the company offers, and asked permission to be allowed to make his presentation to individual employees. Since the commissioners had no problem with him doing so, he asked for a list of elected officials so that he could contact them to see if their employees would be interested.

Mr. Burgess then reported that he attended a COG meeting on July 7 and they are still working on developing the “Off the Beaten Path” program. On the Ninth, he attended a Centennial Mental Health meeting in Kiowa, and on the Tenth, he picked up the oak clock from the clock repair shop in Colorado Springs for the Clerk’s office. On July 13, he attended a Child Protection Team meeting in Denver. He also attended the fair board meeting on the Fourteenth, met with the new regional director of Centennial Mental Health on the Sixteenth, and attended another CPT meeting on July 17. He also received the quotes on the fuel tanks and helped with the Baby Bear Hugs barbecue on the Eighteenth.

At 10:45 a.m., Fairgrounds manager Mike Mosher met with the Board to discuss the Ellis Allen building. Mr. Burgess said he’d received a phone call from Marvin Thaller that there was a complaint about trash being found in one of the buildings at the fairgrounds, as well as in the announcer’s stand. There was also a mess in the grandstands from birds. Mr. Mosher said he’d wished that someone had said something to him about it, and Mr. Burgess said it got him to thinking that they may need to purchase a power washer for the fairgrounds. He found one at Hugo Lumber for about $350, so made a motion to purchase a power washer for the fairgrounds from Hugo Lumber for approximately $350. Mr. Beedy seconded the motion, which carried unanimously.

Mr. Lyons asked Mike if he needed someone to contact Gary Ensign about mosquito spraying around the fairgrounds, but Mike said he would do it. He added that he will have to do mowing closer to fair, and Mr. Burgess said that Chris Monks will be filling some holes at the fairgrounds, as well.

Mr. Mosher asked if the eighteen yards of concrete that was poured for the handicapped parking area and the slab for the dumpsters could be paid for out of the Conservation Trust budget, and Ms. Devers said that would be fine.

Mr. Lyons reported that he and Weed Coordinator Wayne Shade met with Stan Martin on July 13. On July 14, he and Wayne checked roads and looked at weeds in District One, and he also attended the fair board meeting that evening. On the Fifteenth, he attended the recycling meeting and gave them Connie Stone’s phone number. On the Sixteenth, he and Wayne checked more roads in the district. He also left a message for Shaun Deeney with the Division of Wildlife since he thought they were supposed to hear from them about the prairie dog situation in July.

Mr. Beedy said that David Seymour would like to have another pick-up for District Three, as they had taken the fuel tank out of one and were hauling around the welder and some other tools. Since they really don’t like to leave that stuff on the side of the road when they are doing their mowing, he would like to have a spare pick-up to use when they are doing so. Mr. Burgess told Mr. Beedy to talk to Chris Monks.

Ms. Devers asked if anyone knew whether or not Mike Vaughn intended to get the contract and proof of insurance in for the demolition derby, as she had not received it yet. Mr. Lyons called Mike and was told he would get it done. Ms. Devers said that if Mike didn’t happen to have a copy of the contract, she or Mr. Kimble might have the one from last year.

At 11:00 a.m., discussion ensued regarding setting a policy for Premise ID for the Lincoln County fairgrounds. Extension Director Linda Yoder and Fair Manager Mike Mosher were present for the discussion. Mr. Burgess said it was brought up at the fair board meeting, and Ms. Yoder put in that the Sale Committee came up with a compromise, although the fair board objected to it.

Mr. Burgess made a motion to have Lincoln County apply for a Premise ID for the Lincoln County Fairgrounds so that the kids can sell their livestock to a floor buyer. Mr. Beedy seconded the motion, which carried unanimously.

Mr. Lyons said an issue had arisen regarding who is actually in charge of particular things regarding the fair, so he would like to see a chain of authority or organizational chart of some kind developed that showed the responsibilities of each entity, such as the fair board, the sale committee and the commissioners. Ms. Yoder added that she would also like to have the responsibilities of the fair board in writing.

In regard to obtaining the Premise ID, Ms. Devers said she contacted the state, and she will just need to call them, but she wanted to know who the contact person should be, as it needs to be someone easily reachable. The Board chose to designate Ms. Devers as the contact person, with Ms. Yoder being a back-up contact.

Ms. Yoder explained to Mr. Beedy that when a child signs up for the livestock sale, Patricia will have the paperwork on hand for them to fill out. If they are selling the animal at the sale, the paperwork will be signed right there. Each individual will not be required to have a Premise ID, as they will use the one for the Lincoln County Fairgrounds.

Mr. Burgess said he needed to add that on the way back from the CDOT meeting on July 14, they stopped at Manila Road to look at the portable bathroom facilities for the fairgrounds.

Ms. Yoder provided the documentation for abolishment of the EFNEFF program, informing the Board that they had lost the grant due to lack of funding, so Gretchen Blackwelder will soon be out of a job, although she can continue working until September 30.

Ms. Devers reported that the restroom facility that they had checked into was a new model from Pac-Van, Inc., but that the quote she had received was for a 2000 model, which was all the dealer had. It would cost approximately $30,000 and was a 10’ x 40’ facility with two stalls on each side. Mr. Beedy wanted to know if it could be put on a permanent foundation, but Ms. Devers said they are not made for that, as she had asked because they wanted to obtain lottery grant funds for it. Mr. Beedy felt they should still find out what it would cost to build a permanent facility, and Ms. Devers said she would check to see when the grant applications are due.

Since Ms. Yoder was still there, the Board chose to discuss the item listed under old business as a revised staffing proposal prepared by Joel Plath, Southern Region Director for CSU, for the county Extension Office. Ms. Devers explained that there would be $24,800 in the 2009 budget that could be used for a 4-H Agent in 2010, and that the health insurance would range anywhere from $6,236.40 to $14,649.96, based on whether the employee chose the employee only or employee plus dependent/s option. Mr. Burgess asked Ms. Yoder if she felt they would have a problem hiring someone local, and she replied that she didn’t think they would have any trouble at all.

As the Board had decided at the last meeting to wait and see what CSU came up with regarding hiring someone, they chose to leave it that way. However, Ms. Yoder commented that she had not yet turned in her resignation, and she did not believe CSU would do anything until that happened. Ms. Devers asked her to find out if they would at least begin the process of advertising, if she could give an estimate of when she might like to quit working.

Ms. Devers asked the Board if they were going to allow the courthouse to close at noon on August 7 so that employees can attend the county fair. Mr. Beedy made a motion to allow the county offices to close at noon on August 7, 2009. Mr. Burgess seconded the motion, which carried unanimously.

Edison Fire Protection District would like to become a member of the EMS Council again and since the Council approved it at their meeting on July 14, Ms. Devers asked that the Board give its approval, as well. Mr. Beedy made a motion allowing the Edison Fire Protection District to become a member of the EMS Council. Mr. Burgess seconded the motion, which carried unanimously.

Ms. Devers reported that the funds have not been moved yet from Perishing to Curian so she had to get a check from the Treasurer’s Office to send to Jim Clement for his quarterly payment, and then asked if the date of the budget hearings could be changed from September 21 to September 22. The Board agreed to the change.

Ms. Devers also had received a phone call the afternoon of July 15 from Lorie Macalalag, the engineer with CDOT working on the roundhouse project. Even though she had issued the Notice to Proceed, which allowed the project to go to bid, she told Ms. Devers that the Federal Highway Administration had not obligated the funds and if she advertised for bids, they would be lost. Ms. Devers told her it was too late to pull the advertisement since the Limon Leader and the Daily Journal had both been printed. Clark Roberts and Matt Jagow called her later and said the situation could be resolved by retracting the advertisements, which she did. It will be several weeks before the FHWA does their review and the “real” Notice to Proceed is given. Ms. Devers and David Wittman with Martin/Martin Engineers decided to wait until that is received, then set the dates for advertising, the walk-through, and the bid opening.

Ms. Devers said she would be receiving some posters and pamphlets from the Colorado Department of Agriculture that can be placed in a booth at the county fair, and that she could also print some fact sheets off of the website. She will ask Wayne Shade which weeds might be best to print information about.

Mr. Beedy suggested adding a list of those weeds that will be prevalent in the fall, as well.

Since Erik Hilton has taken a full time job and will no longer be able to provide IT help for the county, Ms. Devers asked if it would be acceptable to start looking for someone else, and the Board agreed.

The Security Committee met on July 13 to discuss what to request in the next grant cycle, which is in August. They decided to ask for funding for salaries, to add keyless entry to the employee bathrooms, the lounge, the north courthouse door (with a mechanism on each side like the employees’ entrance) and two additional doors to be decided on later, a camera system on the outside of the courthouse, and for training of staff and employees.

Ms. Devers provided information that Scott Ravenkamp had sent regarding the development of a Citizen Advisory Committee in regard to the railroad relocation project, and Mr. Beedy informed the others that Jennifer Finch with CDOT had asked him to serve on the advisory committee to help develop mission and goals for the Division of Transit and Rail.

Mr. Lyons wanted to know if they should speak with Scott Ravenkamp again, but he was unavailable at that time.

Mr. Burgess again brought up the purchase of a new county van and Mr. Lyons again said he felt they should wait to see what the economy would do. Mr. Burgess argued that they also needed to keep their vehicles and equipment updated, and Mr. Beedy added that the money for a new van was in the 2009 budget. All agreed that it would be okay for Mr. Burgess to obtain some prices.

Mr. Burgess provided a quote from Eaton Sales & Service, LLC for the fuel storage tanks, which would be $54,534.00 each for a twelve thousand gallon steel tank. The price would not include the concrete pad, but would include the delivery.

Ms. Devers commented that everything, including concrete and labor, was included in the grant, and that the county was approved for about $82,000. If there is money left over, it will just have to be turned back in. She also suggested contacting someone from the state to make sure these particular tanks meet the new requirements.

When the meeting reconvened at 1:00 p.m., Weed Control Coordinator Wayne Shade met with the Board to discuss weed control issues. Robert Safranek, Jr. and Greg King were also in attendance.

Mr. Safranek said that several of their neighbors are having problems with the salt cedar and leafy spurge along the creek constantly washing down and are getting uncontrollable. Wayne said there are bugs that can be introduced to eat it, but that they won’t eat enough of it to get rid of it, agreeing that something needed to be done. He added that he could probably spray it with 24-D, even though he was informed that Tordon will not harm the cottonwoods, and Mr. Lyons put in that he’d been contacted by Dave Thompson, who told him there is leafy spurge growing along the south side of the railroad tracks on his property. Wayne said he would get in touch with his contact from the railroad again, as he will be working in the area for awhile.

Mr. Lyons said that he and Wayne had driven all the roads in District One and made a list of every place they saw bindweed and Canada thistle from the road, intending to send letters regarding noxious weeds to the landowners. They did not go on anyone’s property, but if they saw it growing in a field, they added it to the list. He said they also spoke with Greg King on Friday and informed him that there are weeds in some CRP fields. Wayne called several of the property owners and Mr. Lyons asked Mr. King if he would consider writing letters from the Farm Service Agency to those property owners with weeds in their CRP in conjunction with the county’s efforts, and Mr. King agreed.

Mr. Lyons added that he felt that since they were sending letters to everyone else, then the State should receive the same letter, especially now that the railroad is on board with helping to control the weeds along their rights-of-way.

Mr. Kimble asked if either Wayne or the Board had received the signed agreement from Linneburs, and since no one had, he suggested following up. It did appear to Mr. Burgess that they are making an effort at control, and Wayne said they are plowing it again and have cut a lot of the weeds also.

Mr. King commented that Sammy Molinaro told him they are working with CSU and their experimental station at Akron, attempting to control the soil erosion with a plant that can be used for cover. They also are working with them on crop rotation.

The Board decided it would be best to send another letter to Linneburs via the sheriff, explaining that they had not received the signed agreement or had any other contact with them.

A brief discussion was held regarding the purchase of chemicals from Y.E.S. Spraying, and that no sales tax had been paid. According to Mr. Shade, they just renewed their license to sell chemicals, but apparently they are not collecting sales tax like they should be. Ms. Devers said she had a contact and could give them the information. If Y.E.S. is selling in Lincoln County without collecting sales tax, they will find out.

Ms. Devers asked Wayne about the weed fact sheets for the display at the county fair; wanting to know which weeds he would suggest she print them for, and then Mr. Beedy asked Wayne if he was currently using Tordon 22K or the cheaper, Outpost version. Wayne said he was using what he had in stock.

Mr. Kimble provided the first draft of the Nuisance Ordinance and stated that he is still working on the Pest Ordinance. The Board asked him about an organizational chart for the entities involved in the fair, and also talked briefly about the past employee’s pension plan suit.

Mr. Burgess said he didn’t think they had the money to build another building at the shop to house the generators in, and suggested purchasing a storage unit for $2,000. Mr. Burgess will get Ms. Devers a price on a storage unit so that it can be included in the grant application, along with the console.

The Board reviewed an updated job description for part time help from RSVP Director Stacey Phythian, and then Mr. Beedy made a motion to cancel County General check #11847 in the amount of $6,102.16, issued to VALE, as it was for the incorrect amount. Mr. Burgess seconded the motion, which carried unanimously.

Mr. Beedy brought up the issue in his district regarding the hog panels being put up on Road 1.5, explaining to Mr. Kimble that it has never been adopted as a county road and that the person putting the padlocks on the sheet panels is blocking the access to the lots behind them. Mr. Kimble suggested finding out if a record exists of what the road actually is.

A call was placed to Scott Ravenkamp with the C.A.R.R. committee, and after some discussion about the Citizen Advisory Committee, he asked if there had been any response from the state agencies regarding the coordination resolution. Ms. Devers said the Board had just signed the letter today, but they would let him know if they heard anything.

With no further business to come before the Board, the meeting was adjourned until 9:00 a.m. on July 30, 2009.

_____________________________________ __________________________

Corinne M. Lengel, Clerk to the Board Ted Lyons, Chairman