HomeMy WebLinkAbout20102308.tiff RECORD OF PROCEEDINGS
MINUTES
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
SEPTEMBER 29, 2010
The Board of County Commissioners of Weld County, Colorado, met in regular session in full
conformity with the laws of the State of Colorado at the regular place of meeting in the Weld County
Centennial Center, Greeley, Colorado, September 29, 2010, at the hour of 9:00 a.m.
ROLL CALL: The meeting was called to order by the Chair and on roll call the following members
were present, constituting a quorum of the members thereof:
Commissioner Douglas Rademacher, Chair
Commissioner Barbara Kirkmeyer, Pro-Tern
Commissioner Sean P. Conway
Commissioner William F. Garcia
Commissioner David E. Long
Also present:
County Attorney, Bruce T. Barker
Acting Clerk to the Board, Elizabeth Strong
Director of Finance and Administration, Monica Mika
MINUTES: Commissioner Conway moved to approve the minutes of the Board of County
Commissioners meeting of September 27, 2010, as printed. Commissioner Long seconded the motion,
and it carried unanimously.
AMENDMENTS TO AGENDA: Commissioner Long moved to add New Item of Business #6) Consider
Proposal and Acceptance of Change Order for Boiler Replacement in Jail (Bid #B1000088) and
authorize Chair to sign—CMS Mechanical Services, Inc. [2010-0850]. Seconded by Commissioner
Conway, the motion carried unanimously.
PUBLIC INPUT: Doug Meyer indicated he spoke several weeks ago about an opportunity for the
Board to comment on the United States Department of Agriculture (USDA) Forest Service's
Environmental Assessment Study for the upcoming Watershed Improvement Projects on the Pawnee
National Grassland, and he inquired as to whether the Commissioners formally notified the U.S. Forest
Service that they want to coordinate on the projects. He indicated the Environmental Assessment
notice was dated September 10, 2010, and the Board has 30 days to respond and formally invoke
coordination, which is the only way to protect the property rights of citizens. He stated the fact that
Weld County has a Home Rule Charter means nothing to the agencies, and if the Board formally
notifies the Forest Service it wants to coordinate on the study, the Forest Service will have to restart the
process.
In response to Commissioner Conway, Bruce Barker, County Attorney, stated the Forest Service did
not notify the County about its study. Commissioner Conway inquired as to whether it is appropriate to
send a letter indicating the Forest Service did not properly notify the County about its study, after the
Board approved a Resolution concerning coordination, and to request that the County be included in
the decision making process. Mr. Barker indicated he will send a letter today. Commissioner Long
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stated the Forest Service has always sent notices of its studies and allowed input from Weld County,
and if the County did not receive notice of this study, perhaps an extension for input can be requested.
Mr. Meyer indicated the Forest Service will probably not send any information about the study unless
the County formally notifies it of its desire to coordinate on the matter; however, the U.S. Forest Service
is in violation of Federal law because it did not provide prior notice of the study to a coordinating
County, which is mandatory for the agency. Chair Rademacher stated when he next meets with Lori
Bell, District Ranger, Pawnee National Grassland, he will request that she ensures the notice is
provided in the future, and it may have simply been an oversight.
CONSENT AGENDA: Commissioner Conway moved to approve the Consent Agenda as printed.
Commissioner Kirkmeyer seconded the motion, and it carried unanimously.
PROCLAMATIONS:
GUADALUPE COMMUNITY ASSISTANCE CENTER GROUNDBREAKING - SEPTEMBER 30, 2010:
Chair Rademacher read the certificate into the record, proclaiming September 30, 2010, as the
Guadalupe Community Assistance Center Groundbreaking.
Enita Kearns-Hout, Catholic Charities, was present to accept the certificate, and she indicated this is a
wonderful community celebration and many people participated in making this possible, by donating
what they could afford to give in money or time. She stated there will hopefully be a ribbon cutting
ceremony in approximately four (4) months. Chair Rademacher stated the Guadalupe Community
Assistance Center will be located directly next to the new Administration Building. Ms. Kearns-Hout
thanked the Board for endorsing the Guadalupe Community Assistance Center and writing a letter to
the Division of Housing, which resulted in $600,000.00 being awarded by the State. She stated it is
amazing that $1,000,000.00 was raised from the community over the past five (5) months, and she is
very grateful for the community's generosity.
COMMISSIONER COORDINATOR REPORTS: Commissioner Conway commended Commissioner
Garcia for highlighting something unique and special to Weld County with the celebration of the Town
of Dearfield's anniversary and the unveiling of a wonderful monument, which were both due to the hard
work of Commissioner Garcia. He stated more than 300 people attended the anniversary celebration,
including Colorado Speaker of the House, Terrance Carroll, a representative from Senator Mark Udall's
Office, and Weld County Clerk and Recorder, Steve Moreno. Commissioner Garcia stated it has been
a labor of love, and the picture of the Committee in the Greeley Tribune newspaper captures the
excitement and happiness of the members. He thanked Anadarko Petroleum, Greeley Monument
Works, and the community for its generous contributions toward the monument. Chair Rademacher
stated none of this would have taken place if Commissioner Garcia had not taken an interest in the
Town of Dearfield.
Commissioner Garcia stated at a meeting with citizens in southwest Weld County regarding road
issues, numerous people commented on how great the Departments of Public Works and Planning
Services staff is to work with, and how responsive the staff has been to their concerns.
BIDS:
APPROVE BID #B1000139, TAX NOTICES AND ENVELOPES - TREASURER'S OFFICE: Monica
Mika, Director of Finance and Administration, stated this bid was presented to the Board on
September 15, 2010, and staff has considered the unique requirements of the Treasurer's Office and it
has determined the lowest bid that can meet its needs is from Myriad Systems, Inc., which is the third
from the lowest bidder. She indicated that the Board directed staff to consider utilizing Goren Printing,
Inc., since it was the only vendor located within Weld County; however, its bid was incomplete, since
the vendor is unable to complete the data entry or mailing tasks.
Minutes, September 29, 2010 2010-2308
Page 2 BC0016
Renee Fielder, Assistant Treasurer, stated the Treasurer's Office generally strives to select the lowest
bid; however, it has some issues with the vendors that submitted the two (2) lowest bids, and the
Treasurer's office has worked with Myriad Systems, Inc., in the past and it has provided the lowest
postal rates the Treasurer's Office has ever been offered. She stated when staff contacted other
vendors and provided statistics about how many individual and grouped items the Treasurer's Office
mails, all of the other vendors were amazed at the pricing offered by Myriad Systems, Inc., and could
not offer lower pricing. She indicated that although Myriad Systems, Inc., ranked the third lowest bidder
on the list, staff believes Myriad Systems, Inc., will actually provide the necessary services for the
lowest price, since postage was not included in the bid requirements. Ms. Fielder stated Myriad
Systems, Inc., charged $33,000.00 for all the Treasurer's Office postage last year, for approximately
160,000 notices, which is a very good price, and it figures out to be approximately 34 cents per item,
which is lower than the cost of postage alone. She stated there is a postal site located within the facility
and Myriad Systems, Inc., is always researching the best way to mail the items.
She stated the other reason staff recommends Myriad Systems, Inc., be selected is based on the
timeframe it can complete the tasks within. Ms. Fielder stated staff requested that each company
submitting a bid indicate how long it will take to complete the tasks, and Myriad Systems, Inc., indicated
it can complete the tasks within three (3) days; however, it completed the tasks within only one (1) day
last year, and the other companies indicated it would take between seven (7) and ten (10) days to
complete the tasks. She stated the Assessor's Office does not have to provide the tax roll to the
Treasurer's Office until January 10th according to statute, and sometimes the Assessor's Office needs
all of the time it is allowed to be sure all of the information is correct and to transfer the data to the
Treasurer's Office, and January 31st is the statutory deadline for the tax notices to be mailed out. She
stated the Treasurer's Office is often not ready to mail the tax notices until the last few days of January,
and if that happens this year with a vendor other than Myriad Systems, Inc., the Treasurer's Office may
not be able to meet its statutory deadline.
In response to Commissioner Conway, Ms. Fielder confirmed the mailing costs listed in the bid exclude
postage, and she clarified the costs provided in the bids for mailing costs include processing and
printing the text on the envelopes. She stated the reason Coren Printing, Inc., has submitted an
incomplete bid, is because the bid only includes the costs of the envelopes and the forms, and then
another vendor would need to apply the Treasurer's Office data, fold and stuff the envelopes, and verify
the addresses. She stated most of the companies included these services in the bids; however, none
of the bids included the postage costs, which the Treasurer's Office can request be included in future
bids. Commissioner Conway indicated he would like the postage costs to be included in future bids,
since there are four (4) vendors which submitted lower bids on the mailing portion of this bid. In
response to Commissioner Conway, Ms. Fielder confirmed she is confident there will be no unforeseen
additional costs from Myriad Systems, Inc., and she suggested another component be added to these
bids in the future for postage costs, in addition to the printing and mailing components. She stated the
companies will not be able to provide exact postage costs; however, the costs should be close to
accurate, since she can provide sample files and the companies will be able to determine what types of
items can be mailed together. Commissioner Conway stated that including the postage costs will
increase the clarity of the bid.
Commissioner Garcia inquired as to whether the bid specified the desired timeline. Ms. Fielder stated
the vendors filled in the number of working days needed for delivery, and the Treasurer's Office
indicated January 31 is the statutory deadline. She indicated the problem with the longer processing
times is that if a vendor indicated it will need 10 working days from the time the approved proofs have
been submitted and the Treasurer's Office submits the approved proofs in the last few days before the
statutory deadline, the vendor has complied with its bid; however, the Treasurer's Office has not met its
deadline. Commissioner Garcia indicated the two (2) lowest bids do not meet the bid specifications,
and he suggested the bid specifications be clarified to eliminate vendors that do not meet the County's
Minutes, September 29, 2010 2010-2308
Page 3 BC0016
needs from consideration in the future. Ms. Fielder concurred with Commissioner Garcia.
Commissioner Garcia moved to approve the third lowest bid, in the amount of $17,005.00, from Myriad
Systems, Inc., based on staff's recommendation. Seconded by Commissioner Conway, the motion
carried unanimously.
NEW BUSINESS:
CONSIDER ANNUAL PROGRAM PLAN FOR CHAFEE FOSTER CARE INDEPENDENCE PROGRAM
AND AUTHORIZE CHAIR TO SIGN: Judy Griego, Director, Department of Human Services, stated
this Plan was reviewed at the Board's work session on September 27, 2010, and the Chafee
Independent Living Program is Federally funded and managed by the State. She stated Chafee
workers are assigned to youth 16 years of age and up to 18 years of age, or in special circumstances,
up to age 21. She stated Chafee services include a curriculum that teaches the youth appropriate
independent living skills, money management, and employment skills, and the services support and
encourage the youth to attend secondary education. Ms. Griego stated the term of the Plan is
October 1, 2010, through September 30, 2011, in the amount of $142,725.66. Commissioner Conway
moved to approve said Plan and authorize the Chair to sign. Seconded by Commissioner Long, the
motion carried unanimously.
CONSIDER AMENDMENT #1 TO CONTRACT FOR COLORADO PREVENTION PARTNERS
STRATEGIC PREVENTION FRAMEWORK STATE INCENTIVE GRANT AND AUTHORIZE CHAIR TO
SIGN: Ms. Griego stated this amendment was presented to the Board at a work session conducted on
September 27, 2010, and the County will continue to act as the Fiscal Agent, North Range Behavioral
Health will continue to act as the Project Administrator, and Youth and Family Connections will act as
the Interagency Oversight Group. She stated the amendment is to continue the Colorado Prevention
Partners Strategic Prevention Framework State Incentive Grant until a new contract can be created,
and it will provide an additional $400,000.00. She stated North Range Behavioral Health works with
schools to identify prevention activities for youth who are engaging in drug and alcohol use.
Commissioner Long moved to approve Amendment #1 to the Contract for the Colorado Prevention
Partners Strategic Prevention Framework State Incentive Grant and authorize the Chair to sign.
Seconded by Commissioner Conway, the motion carried unanimously.
CONSIDER TWO (2) PURCHASE OF SERVICES AGREEMENTS WITH VARIOUS PROVIDERS AND
AUTHORIZE CHAIR TO SIGN: Ms. Griego indicated these agreements were presented to the Board
at a work session conducted on September 27, 2010, and the agreements are for the final year of the
Building Healthy Marriages Program Federal Grant, She stated the first agreement is with the
Community Mediation Project, Inc., which will provide the educational portion of the Building Healthy
Marriages Program, and the Department will reimburse it a sum not to exceed $359,280.00. She
stated the second agreement is with United Way of Weld County to administer the community outreach
and marketing for the Building Healthy Marriages Program, and the Department will reimburse it an
amount not to exceed $285,000.00. Ms. Griego stated the term of both agreements will coincide with
the grant period, which will commence October 1, 2010, through September 30, 2011. Commissioner
Long moved to approve said agreements and authorize the Chair to sign. Seconded by Commissioner
Garcia, the motion carried unanimously.
CONSIDER AGREEMENT FOR SERVICES AND AUTHORIZE CHAIR TO SIGN — WELD FOOD
BANK: Ms. Griego stated this agreement was presented to the Board at a work session conducted on
September 27, 2010, and the Department is requesting to transfer up to $180,000.00 to the Weld Food
Bank, to purchase emergency food and personal hygiene products. She stated the agreement is
funded by Community Services Block Grant American Recovery and Reinvestment Act (ARRA) funds,
and the Board recently approved an amendment to the Community Services Block Grant Agreement
with the Colorado Department of Local Affairs. Commissioner Conway inquired as to whether the
ARRA funds being extended, or the funds being made available to other entities, was discussed at the
Minutes, September 29, 2010 2010-2308
Page 4 BC0016
work session on September 27, 2010. Ms. Griego indicated that discussion did not occur at this work
session. Commissioner Kirkmeyer stated Ms. Griego was not present at the work session which
Commissioner Conway referred to. Commissioner Conway moved to approve said agreement and
authorize the Chair to sign. Seconded by Commissioner Kirkmeyer, the motion carried unanimously.
CONSIDER NONEXCLUSIVE LICENSE AGREEMENT FOR UPGRADE AND MAINTENANCE OF
CR 86 AND AUTHORIZE CHAIR TO SIGN - CARRIZO OIL AND GAS, INC.: Donald Carroll,
Department of Public Works, stated the location of this portion of County Road 86 is north of the Town
of Briggsdale, approximately two (2) miles south of State Highway 14, and approximately three (3)
miles east of State Highway 392. He stated the agreement is for Carrizo Oil and Gas, Inc., to access
the Bob White site and staff has provided notice to the adjacent property owners. He recommended
approval of the agreement. Commissioner Conway moved to approve said agreement and authorize
the Chair to sign. Seconded by Commissioner Garcia, the motion carried unanimously.
CONSIDER PROPOSAL AND ACCEPTANCE OF CHANGE ORDER FOR BOILER REPLACEMENT
IN JAIL (BID #61000088) AND AUTHORIZE CHAIR TO SIGN- CMS MECHANICAL SERVICES, INC.:
Toby Taylor, Department of Buildings and Grounds, stated the change order is for the replacement of a
motor and to install a variable frequency drive in a pump in the jail. He indicated staff is replacing the
boilers within the jail with funding from an ARRA grant, and the existing pumps are being utilized;
however, during the boiler replacement process, it was discovered a pump, which is oversized for the
pipe, is causing a large volume to rush through the pipe and it creates a noise throughout the building,
and the solution to correct the problem is to downsize the motor. He requested the change order be
immediately approved, in order for the smaller motor to be installed while the boiler replacements are
still occurring. In response to Chair Rademacher, Mr. Taylor confirmed the cost to install the smaller
motor and the variable frequency drive will be $12,502.00. Commissioner Long inquired as to whether
downsizing the motor will alter the efficiency of the system or whether it will simply alleviate the noise.
Mr. Taylor stated it will not alter the efficiency of the system. He stated when the system was initially
reconfigured, it was believed the pump would operate at the maximum volume; however, the pump is
operating outside the parameters, at a higher volume. He indicated the smaller motor will bring the
pump operation back within the parameters, and the variable frequency drive will control the pump,
allowing it to operate at the maximum capacity, or a lower capacity, based on the needs for the system.
In response to Commissioner Conway, Mr. Taylor indicated the motor being replaced will be reusable in
the Centennial Center. Commissioner Long moved to approve and accept said change order, and
authorize the Chair to sign. Seconded by Commissioner Garcia, the motion carried unanimously.
RESOLUTIONS AND ORDINANCES: The resolutions were presented and signed as listed on the
Consent Agenda. No Ordinances were approved.
Let the minutes reflect that the above and foregoing actions were attested to and respectfully submitted
by the Acting Clerk to the Board.
Minutes, September 29, 2010 2010-2308
Page 5 BC0016
There being no further business, this meeting was adjourned at 9:35 a.m.
BOARD OF COUNTY COMMISSIONERS
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Minutes, September 29, 2010 2010-2308
Page 6 BC0016
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