STATE OF COLORADO COUNTY OF ROUTT OFFICE OF THE CLERK. October 20, 2015

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1 STATE OF COLORADO COUNTY OF ROUTT OFFICE OF THE CLERK County Commissioner Cari Hermacinski, Chair Pro-Tem, called the regular meeting of the Routt County Board of County Commissioners to order. Commissioner Timothy V. Corrigan and County Manager Tom Sullivan were also present. Commissioner Douglas B. Monger was not present. Those present recited the Pledge of Allegiance. Rachel Lundy recorded the meeting and prepared the minutes. EN RE: WARRANTS Commissioner Corrigan moved to approve and authorize the Commissioners to sign the Warrants Sheets that included: Accounts Payable 10/12-10/16 $1,515, Check- Cycle Date: Accounts Payable 10/12-10/16 $ Check: Manuals Accounts Payable 10/12-10/16 $186, Wires: Total: $1,702, Payroll Checks- 10/12-10/16 $400, Cycle Date: Payroll Checks- 10/12-10/16 - Manuals Total: $400, Total Disbursements Approved: $2,103, Commissioner Hermacinski seconded. Mr. Sullivan advised of the following Accounts Payable items: Avtech Electronics, Inc. $29, Motor Pool-Patrol Vehicle Setup Berven Industries, LLC dba $18, YVRA- Deicer New Deal Deicing CML RW Security, LLC $25, Building & Plant- Detention Facility Security System Upgrade Dewolfe Electric, LLC $ Regional Building Department contract electrical inspectors P a g e 613

2 Elam Construction $6, R&B- CR62 asphalt for spot patching Goodwill Industries of Colorado $1, DHS- LEAP contract services September 2015 Motorola Solutions $8, Communications pool patch sets for Sheriff additions Native Excavating $1,242, R&B- CR 14 including retained earnings QDS Communications, Inc. $1, Com Center- Mt. Werner microwave path study Town of Yampa $24, Grant for Crossans Market; Museum & Heritage Fund capacity building grant Road Levy Payments to Yampa ($28.73), Oak Creek ($146.19), Hayden ($156.54), and Steamboat Springs ($4,976.50) The motion carried 2-0. Commissioner Monger EN RE: ITEMS OF NOTE FROM THE PREVIOUS DAY S WORK SESSIONS Commissioner Hermacinski stated that there were no items of note from the previous day s work session. EN RE: CONSENT AGENDA The following items were presented for consideration, approval, and signing on the consent agenda: A. Approval of County Commissioners Minutes: Regular Meeting of September 22, 2015; B. Approval of and Authorization for the Chair to sign a Liquor License Renewal for Murfnles LLC dba Murphy s Tavern for a Hotel and Restaurant with Optional Premises; C. Approval of and Authorization for the Chair to sign the Liquor License Renewal for Clark Liquor Company LLC dba Clark Liquors for a Liquor Store license; D. Approval of and Authorization for the Chair to sign and submit an administrative grant request to the Department of Local Affairs to complete an action plan for the Community of Phippsburg Water and Wastewater System Maintenance and Regulatory Compliance Requirements; P a g e 614

3 E. Approval of and Authorization for the Chair to sign two Best Practices Reimbursement Agreements for two Early Leaning Programs participating in the Routt County Early Childhood Council s Best Practices Program; F. Approval of and Authorization for the Chair to sign the Agreement Amendment No. 1 for the County Medicaid Incentive Program between the State of Colorado Department of Health Care Policy and Financing and Routt County; G. Approval of the State Human Service Electronic Benefit transfer in the amount of $227, through August Commissioner Corrigan moved to approve items A, B, C, D, E, F, and G on the consent agenda and authorize the Chair to sign the related documents. EN RE: PUBLIC COMMENT No one from the public was present. EN RE: HUMAN RESOURCES / CHRIS HENSEN Kathy Nelson, Human Resources was also present. EMPLOYEE STEP INCREASE Ms. Hensen stated that Road and Bridge Director Janet Hruby has requested to hire William Moon at Step 3 of the Equipment Operator pay scale and grant an increase to Step 5 upon satisfactory demonstration of skill level after six months of employment. Mr. Moon is qualified to be hired at Step 3 of the pay scale and the County Manager approved this request on September 21, Mr. Moon has over 16 years of experience as an operator and CDL driver which is thirteen years above the minimum requirement of 3 years of experience as an equipment operator. Mr. Moon also has an Associate s Degree, MSHA certification, and additional technical certifications. Based on his past experience, Mr. Moon qualifies for Step 5 of the Equipment Operator pay scale. P a g e 615

4 Commissioner Corrigan moved to approve the request to grant an increase to Step 5 of the Equipment Operator pay scale for William Moon after six months of employment and satisfactory demonstration of skill level documented by a performance evaluation. TUITION REIMBURSEMENT POLICY Ms. Nelson stated that the Tuition Reimbursement Policy was brought forth by the Personnel Committee as a program to offer interested employees a means to achieve a higher level of education and support the County s professional workforce planning and development goals. This program will allow Routt County to present educational opportunities to staff that might not otherwise be available to them. Expected results include increased recruitment and retention, enhanced performance and job advancement opportunities, employee loyalty and engagement, and improved Routt County branding. The policy was previously reviewed by the Board and its input was incorporated into the policy. Commissioner Corrigan moved to approve the Routt County Tuition Reimbursement Policy to implement in fall Commissioner Hermacinski seconded; the motion carried 3-0. EN RE: YAMPA VALLEY REGIONAL AIRPORT / KEVIN BOOTH YVRA AIRLINE RATES AND CHARGES FOR SEASON Mr. Booth stated that the annual rates and charges for were presented to and accepted by the Yampa Valley Airport Commission at their October 8, 2015 meeting. These rates and charges must be forwarded to the airlines by October 31, The landing fee is $4.28 per 1,000 pounds, the exclusive space rental is $40.05 per square foot, the joint use space allocation and fee is $39.94 per square foot, and the security fee is at $2.47 per enplanement. P a g e 616

5 Commissioner Corrigan moved to approve and authorize the establishment of the airline rates and charges for the season to be included in the Exhibit B for the airline carrier contracts at the Yampa Valley Regional Airport (landing fee is $4.28 per 1,000 pounds, exclusive space rental is $40.05 per square foot, joint use space allocation and fee is $39.94 per square foot, and security fee is $2.47 per enplanement). EN RE: INFORMATION SYSTEMS / TERRY BARBER Matt Heydon, IS was also present. SUPPLEMENTAL BUDGET FOR RCSOCOM BUILDING REWIRING PROJECT Mr. Barber stated that he is asking the Board to approve a supplemental budget to repurpose $21,800 of IS Capital Asset Replacement funds to the RCSO Rewiring project in order to cover a funding shortage. The RCSOCOM building critical wiring infrastructure is years old and is in need of rewiring. Approximately $40,000 of funding was anticipated for this rewiring project based on the five other rewiring projects completed across the County since After purchasing three necessary computer cabinets for the new server room in the basement of the RCSOCOM building, the remaining $36,500 was rolled to the 2015 IS Capital Improvement Fund but it was discovered that it was short by about $20,000. Due to a grant from NWCOG, the Emergency Manager and Sheriff were able to purchase/lease a cloudbased ID system as a replacement for their current systems. This eliminated the need to expend the $19,300 set aside for replacing the Emergency Manager Badge ID system and left $9,000 in the SO Badge replacement fund. These funds will no longer be needed and he is requesting that all $19,300 of the Emergency Manager Badge ID system and $2,500 of the SO Badge ID system be repurposed to cover the shortage in the RCSOCOM Building rewiring project. He added that he is asking the Board to sign after review by the Finance Director. Commissioner Corrigan moved to approve a supplemental budget to repurpose $21,800 in 2015 IS Capital Asset Funds to the RCSO Rewiring Project and authorize the Chair to sign the supplemental budget upon successful review by the Routt County Finance Director. P a g e 617

6 SUPPLEMENTAL BUDGET FOR TAPE BACKUP SYSTEM Mr. Barber stated that it was discovered the County had no way of retaining backup data to meet a litigation hold on electronic information for an unspecified amount of time. An emergency purchase was made of a Hewlett Packard Tape Autoloader backup appliance for the Justice Center Campus. County Manager Tom Sullivan gave approval in August and the IS Department purchased and installed the tape backup system. He is asking the Board to ratify the purchase of this additional capital asset and request funding in the amount of $8,500 for the purchase since it was not part of the 2015 IS Capital budget. Commissioner Corrigan moved to approve a supplemental budget for the funding of an emergency purchase of a RCSOCOM Tape Backup system, authorize the Chair to sign the supplemental budget upon successful review by the Routt County Finance Director, and ratify the emergency purchase of an additional capital asset outside the budget process in the amount of $8,500. SUPPLEMENTAL BUDGET FOR VIRTUAL SERVER/SAN PROJECT Mr. Barber stated that the usage of virtual servers (VS) in the IT world is now mainstream. Routt County has dabbled in small implementations of VS but is ready to fully engage in order to take advantage of savings in hardware costs, power and space usage, and reduction of staff time for server setup, replacement, and expansion. This will also provide redundancy and auto failover capabilities in order to provide high-availability of server and services provided by those servers. The number of server hardware at the Historic Courthouse Campus will be reduced from 20 to 4 or 5. In order to take advantage of the VS environment, a Storage Area Network (SAN) disk subsystem needs to be created and installed that allows all VS hardware hosts to connect to this disk subsystem. He anticipates he will need $179,080 of funds to create the VS/SAN environment. $70,000 of this funding is a 2016 Capital Fund addition and the remaining $109,080 will come from repurposed capital asset replacement funds. $5,700 will come from the remaining Sheriff Badge ID Capital Replacement Fund. $10,000 will come from redesign MAD2 Portal capital replacement funds that were not needed because it was funding that was set aside in contract out assistance in redeveloping the web interface to the County s Master Address Database vr2 addressing system but an IS employee does not need the assistance. $20,000 will come from replacing X2 Annex Server Switches funds because these funds will be used to purchase higher-end server switches that will meet the networking needs of the VS/SAN environment. The remaining amount will come from 2015 and 2016 Server Capital Replacement funds: Server Sawtooth2 ($34,000), Server Massive ($6,000), Server Elk2 ($16,500), Server Walton ($11,500), and Server Emerald ($6,000). He is asking the Board to approve a supplemental budget to repurpose funds in the amount of $109,700 which will cover all the remaining project costs for the VS/SAN project. P a g e 618

7 Commissioner Corrigan moved to approve a supplemental budget to repurpose $109,700 in 2015 IS Capital Asset Funds to create a Virtual Server/SAN project and authorize the Chair to sign the supplemental budget upon successful review by the Routt County Finance Director. ANNEX USER SWITCHES Mr. Barber stated that in the two main Annex Building User Switches are up for replacement in All of the ports on the switches have been used because the VoIP telephone project requires additional ports for the County s network to handle both the telephone and network traffic. The VoIP also needs a Power-over-Ethernet (PoE) option. In order to purchase the replacement switches, he needs to buy three new switches (for meeting existing and continued port growth needs) as well as buy more expensive switches that provide PoE for the telephone system. In 2015, $5,900 was placed in the IS Capital Pool replacement budget for replacement of each of these switches for a total funding of $11,800 but with the need to buy three PoE switches, there is a funding shortage in the amount of $15,800. In 2015, $15,000 was placed in the IS capital replacement fund to replace the Redesign MAD2 project but an IS employee has been keeping up with the latest software development technology and does not need these funds to redesign MAD2. Also, the SO did not use $9,000 of the $19,300 budgeted for the badge ID system and Mr. Barber is requesting to use $800 of these existing funds to cover the cost along with the $15,000 Redesign MAD2 Capital Replace project to cover the cost overage for the Annex User Switches project. Commissioner Corrigan moved to approve a supplemental budget to repurpose $15,800 in 2015 IS Capital Asset Funds to purchase three Annex Building user switches, authorize the Chair to sign the supplemental budget upon successful review by the Routt County Finance Director, and approve the IS Director to sign the purchase order for the purchase of three Annex user switches using the Colorado State Purchasing Agreement with Sysco. CONTRACT WITH ZIRKEL WIRELESS FOR INTERNET SERVICE AT YVRA Mr. Barber stated that the Yampa Valley Regional Airport (YVRA) has been looking to reduce costs and one of those areas was reducing the number of T1 connections they have with Century Link to provide a variety of Internet services for various systems. The IS Department has been looking to replace their paltry T1 connection between the YVRA and the Historic P a g e 619

8 Courthouse campus. Both needs can be met by replacing the County s T1 line (1.5 Mb/s) with a 100 Mb/s Zirkel internet service at the airport. This will allow YVRA to drop a minimum of 2 T1 lines and provide better service with a slight increase of cost by a minimum of 20 times faster network connectivity. Commissioner Corrigan moved to approve and enter into a three year contract with Zirkel Wireless to provide internet services for Yampa Valley Regional Airport and authorize the Chair to sign the contract in the amount of $ per month. EN RE: PURCHASING / TIM WINTER RFP 413 MOTOR VEHICLE SPACE NEEDS ANALYSIS Mr. Winter stated that a Request for Proposal for an offer to provide a more efficient office design/layout based upon the needs of the Motor Vehicle departmental activities and the employees was sent to eleven suppliers. This project is to be accomplished within the confines of the existing physical structure and includes analysis and mechanical engineering design for an upgrade to the existing HVAC system serving the DMV, Treasurer s office, and garden level of the Historic Courthouse. Bret Johnson Architecture was the only respondent and was interviewed by himself, Kim Bonner (County Clerk), and Barb Bond (DMV Manager). The Bret Johnson Architecture team has worked together on several projects for the School of Mines in Golden, Colorado as well as higher education facilities, park facilities, and municipalities. The work completed at the School of Mines and other facilities included similar scope projects in Historic Buildings and they consider this type of work to be one of their specialties. The fee proposal came in under budget but he would like to request additional authority up to the budgeted amount to allow for additional work in case a structural engineer or other specialty services are required beyond the original scope of work. Commissioner Corrigan moved to approve and authorize the Chair to sign contract documents for the design of a more efficient office design/layout based upon the needs of the Motor Vehicle departmental activities and the employees to Bret Johnson Architecture in an amount not to exceed $17,500 and approve and authorize the Project Administrator Tim Winter to spend an additional $7,500 if he deems it necessary to complete the project. P a g e 620

9 EN RE: TREASURER / BRITA HORN CHANDLER GROUP Ms. Horn stated that Chandler Group will be before the Board on November 17, 2015 to provide an update. She went over the monthly report that she received from the Chandler Group. She also went over the monthly interest form that is sent to the Chandler Group and the Accounting Department which shows all the interest in one place. The interests from the CDs are in Alpine Mountain Bank and Mountain Valley Bank. She asked if the Board is interested in starting to put the CDs in a reserve account (3-4 years) in another bank outside of Routt County. The County s commitment to keeping it local is changing because the banking industry and the interest rates are changing. Commissioner Hermacinski stated that she thinks the Board would like to look at the information the Accounting Department has regarding when the County would intend to use its reserves. Commissioner Corrigan said that he thinks Ms. Horn should conduct further investigation. EN RE: LEGAL / ERICK KNAUS DOCKET AND PENDING MATTER REVIEW At 1:32 p.m., Commissioner Hermacinski moved to enter Executive Session pursuant to C. R. S (4)(b) to receive legal advice from the County Attorney. Those present include the Board of County Commissioners, the County Manager, Assistant County Attorney Lynaia South, and Legal Assistant Sue Zulevich. Commissioner Corrigan seconded; the motion carried 2-0. Commissioner Monger was not present. The executive session adjourned at 2:10 p.m. No minutes or formal actions were taken during the executive session and Commissioner Hermacinski stated that no decisions were made. P a g e 621

10 No further business coming before the Board, same adjourned sine die. Kim Bonner, Clerk and Recorder Douglas B. Monger, Chair Date P a g e 622