TOWN OF SILVER CLIFF REGULAR BOARD MEETING MINUTES FOR JULY 11, 2011

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1 Mayor Larry Weber called the meeting to order. The Pledge of Allegiance was said. The Board of Trustees of the Town of Silver Cliff, Colorado held their regular meeting on the above date at the Silver Cliff Town Hall, 612 Main Street, at 5:33 p.m. with the following members present: PRESENT: ALSO PRESENT: Larry Weber, Mary Behrendt, Marty Wolff, Nora Drenner, Lela Cravens, Dawna Hobby and Brian Woods lleen Lemons / Temporary Secretarial staff Roger Camper, Building and Zoning Official Greg Shields, Town Man Dorothy Urban, Museum/Trials/Tourism/Pike Verni Diller, Richard Lowe, Roxanne Halpin, Jodi Richardson, Mary Chandler APPROVAL OF THE MINUTES Mayor Weber requested a motion to approve May 9, 2011 minutes, Trustee Drenner made the motion to approve the May 9, 2011 minutes, seconded by Trustee Behrendt. The motion was carried unanimously. Approval of the June 13, 2011 meeting With the following changes: Action Items Trustee Drenner wanted it recorded that she has known Ms. Hobby for a number of a years and that she has a lot of respect for Ms. Hobby and felt that Ms. Hobby would be a great addition to the Board of Trustees. Water Truck Mayor Weber is working with Commissioner Allen Butler; the process is still in the county attorney s hand. Mining Days #1 - There is still an ad outstanding at ½ charges #2 - A suggestion would be to have the event on Saturday only in Trails/Tourism/Pike Last sentence take out Silver Cliff Park it should be from the Park to Park Trail Staff Reports Valley View Park Home Community will be landscaping Franklin St. not French street. 1

2 Reviewing minutes June 13, 2011 continued Town Man Mr. Shields not Mr. Shield Trustee Drenner made the motion to approve June 13, 2011 minutes as amended and Trustee Wolff second. The motion carried unanimously. Approval of June 20, 2011 minutes Corrections as of follows Action Item Mayor Weber recalled the meeting back to order at 6:30 p.m. Trustee Drenner made the motion that we immediately terminate the current Town Clerk Ginny Holloway and have the town attorney Pete Michaelson send a letter to Miss Holloway, seconded by Mary Behrendt not Wolff. Open Discussion The advertisement will run for 2 weeks with all applications due in by 4:00 p.m. Friday July 1, Trustee Drenner made the motion to approve the June 20, 2011 special meeting minutes as amended and seconded by Trustee Wolff. The motion carried unanimously. TREASURER S REPORT Mayor Weber reviewed the treasurer s report assisted by Trustee Cravens. Trustee Drenner stated that she liked the sales tax dollars; do we know what our overall sales tax for the year is so far? Mayor Weber said that by next month we should have more accurate numbers. Trustee Drenner motioned, seconded by Trustee Behrendt to accept the treasurer s report as presented. The motion carried unanimously. FINANCIAL REPORT THROUGH JUNE 2011 Mayor Weber requested the Trustees review the report and see him or Trustee Cravens for any questions you may have. There are a lot of reports but it is all looking good from what Mayor Weber can tell. Mayor Weber said I think we are doing alright our revenue is up a little bit, I think we have held our expenditures to our range of where it needs to be and we are doing alright. Trustee Wolff asked if there will be a meeting sometime next month to go over this and the audit. Mayor Weber said that the audit has to be approved today according to state mandates it has to be received by the State by July 30, No Motion 2

3 PAYMENT OF BILLS Mayor Weber pointed out a $5, check made out to Custer County we finally got the water truck paperwork done. Trustee Wolff asked if the attorney s fees were so high due to the personnel issue, Trustee Cravens said yes. Trustee Wolff asked why there were 4 employees on this report. Mayor Weber explained that Ms. Holloway had 3 days of vacation left and that shows on this month. Trustee Drenner made a motion to pay the bills as presented seconded by Trustee Wolff. The motion carried unanimously. AMENDMENTS TO AGENDA AMENDED ACTION ITEMS One item on the original agenda will not happen tonight, Appoint New Town Clerk/Treasurer and Administer Oath of Office. Mayor Weber feels that it is not right to do this in front of everybody including the applicant that does not get the job. Proper notification will be sent to all applicants. Mayor Weber does not feel that it would be right for the one who did not get the job to find out from the one that did. PUBLIC COMMENTS JODI RICHARDSON REGARDING FARRELL CATS IN SILVER CLIFF: Back in January 6, 2010 we had brought the problem to Ginny Holloway and submitted her some paperwork. She said that there was no money in the budget for the Trap Neuter and Return program. This is where they trapped then neutered and bring back to the area but they can no longer create off spring. They get brought back because if they get taken away their babies and other cats will move in and they will eventually need fixed. It has been documented that this works very well and we have seen very good things come from it. They have had 6 different litters in the barn across from them and this year they only have 1. There is a new colony starting down the street so they are still trapping and neutering they have done 30 cats that was paid for by pet project and personal donations. They believe in this program. I would like to keep this program going along with the Pet Project and a lot of the neighbors. The current problem is that the Carey s would like to move they have an open barn where a lot of this problem started; we are willing to help the Carey s. If you simply take the cats away it will cost the town a lot of money and the process will start all over again. We are willing to help close up the barn there are only 2 cats left, and 5 at the neighbors. We adopt out kittens that are abandon. The program is working, they are willing to keep it going but they have been on hold with all that has been happening with the town. 3

4 Public Comments continued : They are close to having this problem under control. Gave information to Mayor Weber showing how the program has been working. Trustee Wolff stated that she has some stray cats; Ms. Richardson offered to trap and neutered. Trustee Cravens said thank you very much for your hard work she appreciates it as does the town. Mayor Weber said what we may have to do is with Roger s help look at putting together a program that we can live with and that involves the citizen s help to do, if Ms Richardson can put together a proposal of how this works that will help. We have all got to help with what we can, we do have an ordinance that we need to keep in effect because, we are not sure that the program will last. Richard Lowe asked how much it costs to neuter a cat. Ms. Richardson said $30.00 but through Pet Project it is $ Ms. Richardson is paying for the rabies shots at $2.00. ACTION ITEMS APPROVE TOWN CLERK/TRESURER JOB DESCRIPTION Trustee Cravens and Trustee Drenner have worked it up with some comments from Mayor Weber. This is the draft form and since we are hiring a new clerk/treasurer we should have the job description in place. Trustee Drenner and Trustee Cravens discussed that if this is an exempt status position that it should be stated as such in the job description. The Mayor has done research and it will be an exempt position and we will get it done properly. The motion was made by Trustee Drenner to accept the Town Clerk/Treasurer Job Description as drafted and seconded by Trustee Behrendt. The motion carried unanimously. INTERVIEW POSSIBLE CANDIDATES FOR TOWN CLERK POSITION There will only be 2, one of the candidates Linda Hardeman had a family emergency and had to be out of town. There are two current applicants here and I would like them to take 3 to 5 minutes to tell why they want this job and why they would be good for this job. Trustee Drenner asked, so that there is an even playing field that the one not speaking leave the room while the other is talking. A coin was flipped to see who goes first, Ms. Lemons chose heads it was tails. Ms. Lemons left the room. INTERVIEW POSSIBLE CANDIDATES FOR TOWN CLERK POSITION CONT D Roxanne Halpin was the first to speak. My name is Roxanne Halpin. I have spent approximately 30 years working in corporate business, non-profit, law offices, doctor offices, health insurance. I have a pretty well rounded view of what office jobs entail. I have been office manager for a lot of those jobs and trained a 4

5 lot of different positions. I have done audits and still do with my current job. I would like this job because from the job description it would be a great challenge for me. There is the entity of small town government that I would like to add. The grant writing I have not done before but would like to tackle. I feel I communicate verbally and written very well. I am use to working with a lot of personalities and getting the job done. Ms Halpin asked if she needed to stay. Mayor Weber explained that she did not need to stay, a letter will be sent to all applicants after the meeting. Trustee Wolff asked Ms. Halpin if she is currently employed and how much notice would she need to give. Ms. Halpin said yes she is currently employed and would need to give 2 to 3 weeks notice. My name is Ileen Lemons, many of you know me. I was born and raised here and want to stay here. I would like this job because the job I have now is changing and I would like something more permanent. I feel I could help, I love to organize, I love to set up simple filing systems that anyone could find things weather I am here or not. I have been helping for 6 to 7 weeks and have been enjoying it. I have wanted to jump in a little deeper than I have, but felt I could not, just being part time. I would be more than glad to go to what-ever schooling I need to, learn what I need to do for this job. I am available evenings. I am a mother and my kids will come first on an emergency only. I do have lots of back up help with the kids with family. I enjoy a challenge and I think I could help out here. Mayor Weber asked the board if they would like to continue with the agenda and go into executive session last. All trustees agreed. REVIEW/MODIFY 2010 AUDIT Mayor Weber stated that this needs to be back to the auditor before July 30, 2011, is there any questions? Mayor Weber and Sam DeNardo discussed this and had some changes that have been corrected. It looks good to him. Asking if there are any questions, Trustee Drenner has looked over the audit with the budget and did not see anything that looked out of place, the numbers look great. Trustee Drenner made the motion to accept the audit as presented by our auditor seconded by Trustee Cravens. The motion carried unanimously. ADOPT ORDINANCE # /CHANGING TIME OF REGULAR MONTHLY MEETING Changing the regular monthly meeting time from 6:30 p.m. to 5:30 p.m. year round. Trustee Drenner made the motion to adopt Ordinance #01/2011 changing the time of our monthly meetings to 5:30 p.m. year round, seconded by Trustee Wolff. The motion carried unanimously. 5

6 DISCUSS FOR CONSIDERATION OF APPROVAL: A PROCLAMATION TO DECLARE AN INDEPENDENCE FROM HUNGER FOOD DRIVE Mayor Weber is asking trustees for approval to sign off on this. Trustee Drenner explains our local community sharing center has been providing food for no cost for those in need. These needs are growing and the records show that last week the number was 140. Ruth Mitchell who has been spear heading this community center for years is working with Care and Share of Pueblo and Colorado Springs to do a food drive and all food will stay locally to keep the pantry at the share center a little better stocked. Through the Care and Share program she can get the food at lower cost, and get healthier food along with protein and dairy, the center does have cold storage to keep this food. From the USDSA, Custer County insecurity rate is at 14%, which means that there isn t enough food to maintain an active life. The families that receive free school meals are not getting enough food during the summer months. This proclamation is just saying that Silver Cliff supports this effort. Trustee Woods asks in what way are we supporting this. Mayor Weber said verbally is how we are showing our support for this program. Ms. Mitchell will take this to the Care and Share to show our community support. Trustee Wolff, I support Care and Share but this program does not ask for any information so some people do take advantage of this and there may not be 140 families that need this. Trustee Drenner made the motion to sign the Proclamation declaring July 2011 Independence From Hunger Food Drive Month seconded Trustee Cravens. The motion carried unanimously. OTHER BUSINESS Review Up-Dated Job Descriptions for Approval These job descriptions are for: Building/Zoning Official, Town Man and Town Park Employee. They have all been reviewed and edited. The Board of Trustees needs to go over these and we will discuss as an action item at next months meeting. Also, Personnel Policies will need to be approved so review for next month. DARK SKIES Public Hearing meeting is set for July 18, 2011 at 6:00 p.m. STAFF REPORTS BUILDING/ZONING - ROGER CAMPER Family Dollar incentive program ends August 29, 2011 so their tax break is over. When it comes to the budget, keep in mind that there will be more money from taxes. Other income coming in is from the Silver Cliff Gravel Pit making Indian Sunset gravel. We have received the first check 6

7 for The Right to Enter, this is a yearly check for $1, As soon as loads starting going out we will receive checks every 3 months or material however Mr. Shields thinks needs done. Pride Code The Pride Code Draft document has been reviewed by the attorney, with the explanation of changes. Please review so that if we need to go back to the attorney we can or we can proceed to set up the public hearing. It includes references to rubbish, trash, automobiles and garbage on the exterior premises only. It does include businesses. No entry will be made of any personal property. After the public hearing, and no further revisions are necessary it can go to the August regular meeting for final approval. Trustee Drenner suggested to have the board of trustees put any changes or questions in writing to Mayor Weber or Roger Camper. Signs for building and inside door Roger Camper has had Martha Anderson draw up some sample signs that we could put up on the outside of the building and in the inside so that people can find the office easier. If you like we can get some signs from somewhere else but Roger thought we would keep the business in Silver Cliff. We will put this as an action item on next month s meeting. These are just to review and discuss at a later date. Building and Zoning June income was $1, for permits. Schedules Mayor Weber suggested having a special meeting appointing and swearing in the new clerk Monday 18, 2011 at 5:00 p.m. before the Dark Skies public hearing. All Trustees agreed to have this meeting. CLERK REPORT Trustee Cravens did not have anything to add. Ileen Lemons said that Steve Rekowski had a karaoke booth at Mining Days and he came by to say thank you for the extra money it will help him replace some damaged equipment. TOWN MAN Greg Shields handed out a report of what was done last month and what is scheduled for this month. Getting the water truck will be great (now) if we can get the water to start street work. 7

8 JUNE Finish fence at Tractor Pull & prepared for Mining Days Equipment maintenance, park maintenance, mowing, weed spraying Wear guides on grader, painting picnic tables, paint bleachers Asphalt potholes, stump removal at Silver Cliff Ranch Work at cemetery JULY Grade Roads Paint bleachers Remove and replace play ground material Prep 1 St Street for chip seal first week in August Trustee Wolff thanked Greg Shields for his work on the Park to Park Trail the Silver Cliff side is in great shape. Greg Shields will keep on top of spraying the weeds. Mayor Weber said that the retention pond in Bobcat subdivision will never work the way it is now, Mayor Weber has talked to Bob Squire, Westcliffe Town Manager and Lance Villers, Superintendant of Custer County School about redoing it so that it works properly. This could be done while prepping for chip seal. Greg Shields asked if we have it in writing and that we should get a letter from the engineer. Trustee Woods asked who has responsibility and will this cost the town money to get stamped change. Mayor Weber will see about making it part of the drainage plan. COMMITTEE REPORTS Trail/Tourism/Pike - Dorothy Urban Donated plants were planted with help of Greg Shields and Tom Quintana. Picture for brochure to include Pike Triangle, Park to Park Trail Head and Silver Cliff Town Hall, gardens at museum Trail/Tourism/Pike continued Sue Pitman sent a note saying Sustainable Ways and High Altitude Garden Club are working on a self walking tour of Public Gardens in Silver Cliff museum very soon. They will bring some brochures to the museum. Sent thank you notes to the vendors from Mining Days After Mining Days meeting, post cards where sent out to the 30 vendors from this year with next year s information: August 11, 2012 Saturday only 8

9 Trail/Tourism/Pike continued July 15, 2011 meeting with Colorado Brownfields on acquiring land and how to manage liability. CSU student plans were forwarded to Jesse Silverstein and Mark Walker, and with the return comment from Jesse that they would talk and determine the best way they can help us move forward on the Geyser Park Project. Fund raising Trustee Drenner and Dorothy Urban are working on some ideas. One is the brick memorial and spaghetti dinner Frontier Pathways 3 tours scheduled in our area for July, received a partial grant for the Youth Trips arrangements should be done in the next 2 weeks, one Do you want to be a Fireman, which would involve the Silver Cliff Museum and Fire Department Will take hats to the craft show to sell this weekend MUSEUM Attendance has been slow, but most museums across the state are down Special tours help HIGHWAY Waiting for CDOT on the safe routes to school Does not need info structure just needs right of way, waiting on maps to see who to contact ECONOMIC DEVELOPEMNT No report OPEN DISCUSSION A Forest Service Representative stopped by to give the town a Thank You Plaque for the support we gave them while they were here fighting the Duckett fire. EXECUTIVE SESSION Trustee Drenner made the motion to go into executive session to discuss the personnel matter of the candidates for the Town Clerk/Treasurer position. Trustee Hobby asked that the employees stay because they will be working directly with the new person and should have a say. The motion was seconded by Trustee Wolff. The motion carried unanimously. 9

10 Executive Session Concluded 7:20 p.m. the executive session was concluded with trustee Brian Woods, Lela Cravens, Nora Drenner, Dawna Hobby, Marty Wolff, Mary Behrendt and Mayor Weber present. Mayor Weber asked if there were any questions or concerns regarding the executive session. Trustee Drenner made the motion that we chose our Town Clerk/Treasurer by written ballot and the results will not be revealed until after the letters have been mailed to all of the applicants. Motion seconded by Trustee Behrendt. The motion carried unanimously. ADJOURN: Meeting adjourned at 7:20 P.M., motioned by Trustee Behrendt and seconded by Trustee Woods. Ileen Lemons Town Clerk 10