Board of County Commissioners
| Minutes of Meeting |
| 03/30/2010 |
| March 30, 2010 In attendance: Audrey Danner, Chair, Tom Mathers Vice Chair; Tom Gray, Board Member; Lila Herod, Deputy Clerk; Tim Jantz; Frank Moe; Tony St. John; Brian Smith; Rosie Crosthwaite; Jeff Comstock. Call to Order Pledge/Moment of Silence Consent Agenda Gray made a motion to approve the consent agenda consisting of items: A) Approved the minutes from March 24, 2009, January 12, 2010, February 2nd and February 16, 2010. B) Approved Resolution 2010-37 payment of payroll warrants for the payroll ending March 20, 2010 in the amount of $405,661.48. C) Approved the Early Childhood Council Proclamation designating the month of April “ the Month of the Young Child”. D) Approved the service contract between Moffat County Social Services Department and Virginia Bradley for Early Childhood Council facilitation and technical assistance. E) Approved the sand and gravel lease between Moffat County and Clair, Bonnie, Albert, and Kevin Villard. F) Approved the request from the U.S. Board On Geographic Names to name a small lake located in Big Hole Gulch the “Breach Pond”. Mathers seconded the motion. Motion carried 3-0. See attachments. Charlene Abdella present. General Discussion Mathers discussed his bowling trip to Reno and also that he won the Senior Wellness Wednesday chili-cook off. Gray reported a speaker would be attending the Yampa White Roundtable to discuss climate changes. Predictions that snow pack and winter run-off will be highest this year. Danner discussed the Proclamation designating April as the Month of the Young Child. Events will be coordinated throughout the month to promote this awareness. Rosie Crosthwaite gave an update on the mission of the Early Childhood Coalition and various activities: The Children’s Fair will be held April 10th at the Centennial Mall. Parent Education Night will be held April 27th. Pre-school students will make sidewalk drawings at the Courthouse and display cardboard cutout dolls. Letters and pins will be sent to every licensed provider and pre-school teacher. Danner reporting: Gave an update on HB10-1065 “the fuel-switching bill”. The Commissioners have sent letters and made phone calls to Colorado Legislators expressing the County’s concerns. This legislation moved very quickly and is a grave concern to Moffat County. Friday April 2nd will be hometown hero celebration in Steamboat Springs. Announced Chip Taylor is new CCI director and will begin April 1st. CCI reports budget is tenuous at best. Severance tax revenues decreased 71%. Thanked Yampa Valley Bank, MCEDP and the Craig Daily Press for hosting the Money Matters event last night. Moffat County Human Service Partnership working with consultants to survey the community on use of the old hospital facility. Nick Rubley present. Road and Bridge Department- Bill Mack & Linda DeRose Mack and DeRose reviewed the bids for new vehicles, crack seal materials and engineering services for the Landfill. Three bids were received for two pickups and a van: Craig Ford Pickups $22,265 each Van $25,756 Trade in -$250.00 Big Valley Ford Pickups $22,576.49 each Van $26,380.38 No trade in Cook Chevrolet No pickup bid Van $28,181 Trade in $2,500 Tinneal Gerber present. Mathers made a motion to award the bid to Craig Ford for two 2010 pickups at $22,265 each and a 2010 XL Side Wagon van, without the trade-in allowance in the amount of $25,756. Gray seconded the motion. Motion carried 3-0. See attached. Three bids were received for crack seal materials: Denver Industrial Sales & Service Delivered to Craig $0.467 per lb. Pickup in Denver $.0468 per lb. Maxwell Products Elasto Flex delivered $0.435 per lb. Pickup in Salt Lake $0.405 per lb. NUVO 500 delivered $0.4936 per lb. Pickup Salt Lake $0.405 per lb. NUVO 669011 delivered $0.5513 per lb. Pickup Salt Lake $0.5213 per lb. GMCO Corp Delivered $0.4872 per lb. Pickup Rifle $0.4907 per lb. Maxwell Products Inc. has the low bid, but the Elasto Flex product is a new product. The manufacturer has offered to send a pallet sample to see if it meets the specifications. Mack recommends this bid be tabled until he can test the product. Gray made a motion to table the bid crack seal materials until the Elasto Flex product can be tested. Mathers seconded the motion. Motion carried 3-0. See attached. Four RFP’s were received for engineering the Landfill: NWCC (Northwest Colorado Consultants Inc.) KRW Consulting, Inc. Walsh Environmental Scientist & Engineers AEC (American Environmental Consulting) Mack explained the engineering and requirements for the Landfill. He reported each company sent their fee schedule, but the RFP’s had very different range of prices and services that they provide. He is not sure the companies understood the specifications of the bid so he would like to re-define the RFP and send it back out. Gray stated we have received very good service from the company that has provided this service in the past, and although they sent a bid, it is good to re-evaluate the costs and put this out to bid. Gray made a motion to table the bid to for engineering services for the Landfill, to keep those bids confidential and resubmit the RFP. Mathers seconded the motion. Motion carried 3-0. See attached. Administration- Tinneal Gerber Gerber reviewed the March supplemental budget. Line item transfers were made to the following departments without changing the contingency fund: Sheriff, Museum, Retirement, E911, Senior Citizens, and Jail. Ray Serrano present. The Information Technology Department needs a new Eden Server to run the program for all departments outside of the Courthouse. $4,973.35 will be placed in the Central Duplicating Transfer In from the General Line and then transferred into the Info Systems Capital Outlay line item to cover this expense. Gray questioned why this expense was not anticipated. Gerber reported they were hoping to get another year out of the current server, but that is not possible. The Contingency account balance as of March 1, 2010 was $200,000. The ending balance as of March 31, 2010 is $195,026.65. The Emergency Reserve Account balance is $900,502. Mathers made a motion to approve Resolution 2010-29 March Supplemental Budget. Gray seconded the motion. Motion carried 3-0. See attached resolution and justifications. Sheriff’s Office- Tim Wheeler Wheeler reviewed the Moffat County Annual Fire Operating Plan. The operating plan sets forth the standard operating procedures and responsibilities to implement cooperative wildfire protection on all lands within Moffat County. It also identifies the participating agencies and their agreement to coordinate wildfire protection activities. Gray made a motion to approve the 2010 Moffat County Annual Fire Operating Plan. Mathers seconded the motion. Motion carried 3-0. See attached. Elected Officials Reports Suzanne Brinks and Mike Brinks present. County Assessor- Suzanne Brinks: First half payments of taxes are due April 30th. Most complaints are from senior citizens who lost their property tax exemption. State is still funding exemptions for 100% disabled veterans. Sales confirmations will continue through June 2010 in order to begin reappraisals in 2011. Danner reported work is underway on the Moffat County website. Weed and Pest Department- Gary Brannan Brannan reviewed the bids for a new vehicle, equipment, and chemicals. Bids for Surfactant were received from: MJK Sales & Feed $1,128 Snyder & Counts $1,049 Bids for Rodenticide were received from: MJK Sales and Feed $1,860 Snyder & Counts Feed $1,795 Bids for Herbicide were received from: MJK Sales & Feed $39,811.91 Snyder & Counts Feed $36,364.18 Bids for insecticide were received from: ADAPCO $18,766.35 *Incomplete bid. Snyder & Counts $30,853.86 Mathers made a motion to award the low bids for chemicals to Snyder & Counts Feed & Supply. Surfactant-$1,049; Rodenticide-$1,795; Herbicide-$36,364.18 and Insecticide-$30,85.86. Gray seconded the motion. Motion carried 3-0. See attached. Bids for the ULV Fogger were received from: ADAPCO Inc. Guardian 190ES $7,395 Industrial Chemical Cleaner Maxi Pro 145 W/FMI Pump $10,400 Van Diest Supply Co $8,963.25 Gray made a motion to award the low bid for the ULV Fogger to ADAPCO in the amount of $7,398. Mathers seconded the motion carried 3-0. See attached. Bids for a new pickup truck were received from: Big Valley Ford 2010 Ford Ranger $17,277.65 Columbine Ford 2010 Ford Ranger $16,068 Cook Chevrolet 2010 Chevrolet Colorado $23,410 Craig Ford 2010 Ford Ranger $17,230 2010 Ford F150 $21,965 2006 Ford F150 $15,000 Brannan recommends the bid be awarded to Craig Ford for the 2006 ½ ton extended cab pickup with an extended warranty. Brannan believes he will get more utility usage out of the extended cab. He stated that without the additional extended warranty, this is the only vehicle that comes within the budget. Together the cost of the truck and fogger is $22,395. Gray stated it was hard for him to justify purchasing a used vehicle over the new 2010 Ranger. Gray stated, “We are in tough economic times and we’ve asked all the departments to stay within the budget. You have indicated you have been pleased with the smaller Rangers in the past and if you need to haul stuff, we have other vehicles passed down. It just seems to me that …well I’m just having trouble supporting the purchase of a used vehicle with 55,000 miles that costs as much or more than the Ranger.” Gray made a motion to table the bid for a pickup truck for Weed and Pest Management. Mathers seconded the motion. Motion carried 3-0. See attached. Assessor’s Office- Jennifer Riley Riley gave an update on the senior exemption statistics. There are 489 properties and approximately $165,000 would’ve been backfilled to the County from the State. Riley presented a petition for abatement or refund of taxes for Randy and Joy Booco on Lot 11 Fox Pointe Subdivision. Riley reported she made a mistake on this assessment. The vacant lot was valued at $1.144 million dollars and their tax notice is $19,800. The correct valuation is $2,860 and taxes are $49.53. Mathers made a motion to approve the petition for abatement or refund of taxes for Randy and Joy Booco schedule # R011759 Lot 11 in Fox Pointe Subdivision. Gray seconded the motion. Motion carried 3-0. See attached. Gray further discussed the purchase of the Weed & Pest vehicle. He stated, “I know it seems petty to talk for 10 to 15 minutes over a truck, and it is… but to me it is the principle. We’ve told Department Heads that they need to stay within their budget parameters, because times are tough. This is the first one we’ve had where they’ve come before us and said we just can’t stay within the budget and to me it’s that first of all and secondly it’s buying a used truck. I got a feeling that this used one has fancier options.” Danner questioned the gas mileage difference between the ½ ton and the Ranger. Gray stated, “An ‘06 for $15,000 and a brand new one for $20,000, tells me this 2006 has a lot more fancier options and it’s probably nicer to ride in, but is that necessary?” Danner also questioned buying an older truck with so many miles on it, and stated she would strongly consider option 3, a smaller Ranger which is new. Brannan is in a tough spot because we spent more on the fogger than the insurance money coming in, but he needs to have the fogger. Gray, “The precedence as you know… everybody watches, all of the departments watch what we do and if you send out the message, which we did, to stay within your budgets. If we don’t with one department then it’s not….what happens? We’re sending the message back that we didn’t really mean it.” Danner stated, “Other than purchasing the used one without a warranty and if we buy the new one we still won’t stay within the budget.” Mathers stated, “It’s pretty simple, they have a budget and as far as I’m concerned if they want to provide the service and tweak their budget to get something better, then I’m fine with that. But they still have to stay within the budget.” Danner, “But if they purchase the used vehicle and it doesn’t last, and we have to replace it next year, well then that is not being thrifty”. IT Department- Mason Siedschlaw & Road & Bridge- Linda DeRose There was discussion regarding new software for the Landfill scales. Siedschlaw requested the bid process be waived to upgrade the software for the Landfill scales. There are many issues with the current software because it is so old and the new equipment will not run the old software. Siedschlaw and DeRose recommend the equipment and software be purchased at the same time. The scales indicator piece need to be replaced. They have researched other counties and landfills to compare the software. It is recommended that the software package come from the existing vendor, Fairbanks or Waste Works. The difference in price is less than $1,000 so the pricing is very competitive. Fairbanks is the low bid. Siedschlaw stated that since the equipment already comes from Fairbanks this vendor is capable of servicing any problems and installation and configuration of the equipment. In comparing Fairbanks and Waste Works, Fairbanks charges $150 per hour for service work and Waste Works charges $120. The support and mainteance contracts are very expensive. The scale indicator replacement is $2,300. Approximately $8,285 will include the replacement of the scale indicator and software, set up, and training. This is optional, but if it doesn’t work it will shut down business and it makes sense to do it all at once. The Landfill has very old computers that have been handed down from other departments. Approximately $1,800 has been budgeted for a new computer and laser printer. The project amount of $10,000 is currently within the budgeted amount and if any additional amount is needed it will be very little. Gray made a motion to waive the bid process and award the bid to Fairbanks for all the equipment and the indicator replacement for the Landfill scales software. If they go over the budget they will use a line item transfer to cover that expense. Mathers seconded the motion. Motion carried 3-0. Gray asked DeRose how the rock digging was progressing at the Swinging Bridge. DeRose reported it is not going well. The job is is getting bigger and tougher. The rock can hardly be broken. Gray stated they need to go down there and look at County Road 10. Meeting Adjourned Submitted by: Lila Herod, Deputy Clerk Approved by: ________________________________________________ ________________________________________________ ________________________________________________ Approved on: ________________________________________________ Attest by: ________________________________________________ |
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