THE TOWN OF MOUNTAIN VIEW
TOWN COUNCIL SPECIAL SESSION MEETING
MARCH 26, 2018
PRESENT: Mayor Glenn Levy; Mayor Pro-Tem Emilie Mitcham; Councilmembers: Kathleen Bailey; Mladenka "Mia" Boehrer; Leola Boone; Adam Ellsworth; Jon Richardson
STAFF MEMBERS
PRESENT: Andrew Gomez, Town Attorney; John Pughes, Public Works Director; Sarah Albright, Town Clerk/Treasurer recorded the meeting. Minutes are not verbatim.
MEETING TIME: 6:09 PM
LOCATION: Town Hall
THE TOWN OF MOUNTAIN VIEW TOWN COUNCIL SPECIAL SESSION CALLED TO ORDER
Mayor Levy called the meeting to order. Roll Call. Councilmember Mitcham and Councilmember Boehrer were absent at roll call.
PROCLAMATION FOR NATIONAL CRIME VICTIMS' RIGHTS WEEK APRIL 8-14, 2018
Levy introduced the agenda item. He read the proclamation into the record.
RESOLUTION NO. 2018-03-26A, A RESOLUTION APPROVING A PROFESSIONAL SERVICES BID WITH THE IMPROVE GROUP, INC. FOR INSTALLATION OF THE TOWN OF MOUNTAIN VIEW FACILITIES IN THE TOWN OF MOUNTAIN VIEW
Levy introduced the agenda item. He gave a brief overview to the current councilmembers of the item.
Stg. Firko introduced Bud Schwartz, the sales representative with Space Saver with the Improve Group. The other companies looked at were unable to meet the specifications that were needed. The best solution came from Space Saver and will maximize the use of space and provide more functionality. This process began a year ago, the final configuration will serve the needs of all departments in the Town.
Mr. Schwartz stated they began the process about a year ago. The approach is to maximize the space using linear filing inches, and will put a value to it, and better utilize the space, to increase the space. The design will aid all departments, planned for future, and maximizing the space. The system will be adjustable to adhere to changes. It is portable, allowing the system to be moved to another environment and/or add-on. It will also assist in controlling the chain of custody with the evidence lockers. He took everyone into the storage room to explain the schematics, allowing a visual description of the space.
Councilmember Boehrer entered the meeting at this time (6:20 PM).
Firko noted the budget was approved for the project at $35,000.
Levy noted the previous council approved and this is the final piece of the project.
Chief Toth noted the police department will address any amount above the $35,000 and absorb it in the police department's VIN or the DOJ line items.
Councilmember Mitcham entered the meeting at this time (6:30 PM).
Councilmember Boehrer motioned to approve the resolution and Councilmember Richardson seconded. Discussion. All aye. The motion passed.
RESOLUTION NO. 2018-03-26B, A RESOLUTION AUTHORIZING A COST RECOVERY AGREEMENT FOR DEVELOPMENT ACTIVITIES WITHIN THE TOWN OF MOUNTAIN VIEW
Levy introduced the agenda time. He asked the attorney to explain
Attorney Gomez gave a brief description of the agreement. It is commonly called a pass-thorough agreement.
On a separate note, he stated that he has taken a position with the Attorney General's office and his last day will be April 10, 2018. He will be attending the meeting April 9, 2018. Mr. Pat Wilson, a partner at the firm, will be replacing him.
Councilmember Richardson moved to approve and Councilmember Bailey seconded. No discussion. All aye. The motion passed.
CARPORT CONTRACTOR SELECTION
Levy introduced the agenda item.
Richardson gave the floor to Toth and he stated they contacted the two additional contractors who did come out as requested. One responded with a bid which was expensive and didn't include cement or asphalt.
Discussion included: practices per code; six companies researched with three showing up; recommending lowest proposal; additional expenses; design; approval of contractor; authorize public safety committee to pursue an agreement; residential contractor; commercial contractor; resident involvement; budget line items; and future discussions with residents.
Mitcham stated they should proactively communicate with the town residents about the expense of the carport and the ways in which they made the decision to build it and pay for it, and what other items they plan to do with the funds in the budget for the town hall remodel, both this year and in the next one to three years. She believed they would be doing a disservice to the residents by poorly representing them if they didn't reach out to them about the matter. She asked them to prioritize it and reflect it in the minutes.
Councilmember Ellsworth motioned to authorize the Public Safety Committee to pursue the contractor Republic Garages and Councilmember Boone seconded. Discussion. All aye. The motion passed.
MEETING TO ADJOURN
Councilmember Bailey motioned to adjourn and Councilmember Ellsworth seconded. All Aye. The regular meeting adjourned 7:13 PM.
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ATTEST:
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TOWN OF MOUNTAIN VIEW COUNCIL
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Sarah Albright, CMC
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Town Clerk/Treasurer
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THE TOWN OF MOUNTAIN VIEW
TOWN COUNCIL MEETING MINUTES
MARCH 12, 2018
PRESENT: Mayor Glenn Levy; Mayor Pro-Tem Emilie Mitcham; Councilmembers: Kathleen Bailey; Mladenka "Mia"
Boehrer; Leola Boone; Adam Ellsworth; Jon Richardson
STAFF MEMBERS
PRESENT: Andrew Gomez, Town Attorney; Kim Brown, Admin Assistant; John Pughes, Public Works Director; Mark Toth, Chief of Police; Sarah Albright, Town Clerk/Treasurer recorded the meeting. Minutes are not verbatim.
MEETING TIME: 6:32 PM
LOCATION: Town Hall
THE TOWN OF MOUNTAIN VIEW TOWN COUNCIL SPECIAL SESSION CALLED TO ORDER
Mayor Levy called the meeting to order and roll call taken with all members present.
Town Clerk Albright introduced Kim Brown, Administrative Assistant, to everyone.
CONSENT AGENDA
Levy introduced the agenda item.
Councilmember Mitcham made the motion and Councilmember Bailey seconded. All aye. The motion passed.
UNSCHEDULED PUBLIC COMMENTS
Levy introduced the agenda items.
There were no unscheduled public comments.
STAFF UPDATES AND/OR REPORTS
Levy introduced the agenda item.
Police - Toth stated he did not have his monthly update. He distributed a flyer for the 25th Annual Courage Walk and thank you notes received at the department. DOJ Certification was completed in February. JeffComm was to go live at 4:00AM March 13, 2018.
Public Works - His report was in the packet. There was one correction in that the Town was not recommended for a loan but eligible for a loan. The Town will need to conduct a Project Needs Analysis.
The grant was executed to cover those expenses. Further discussion included: RFP for trash collection to include weekly recycling and composting; semi-annual large item pickups in place of the roll offs; sewer; curb and gutter costs; research matching funds; rainy day funds recommended by Accountant.
Town Attorney - Attorney Gomez updated regarding the Depew property. They had all the permits needed.
PUBLIC COMMENTS
Levy introduced the agenda items.
There was no public comment.
DISCUSSION AND POSSIBLE APPROVAL OF RESOLUTION NO. 2018-03-12A, A RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT BETWEEN PROFESSIONAL MANAGEMENT SOLUTIONS, LLC, AND THE TOWN OF MOUNTAIN VIEW FOR EMPLOYEE SALARY PLANNING
Levy introduced the agenda items.
Mitcham stated that the proposal brought back for consideration without the benefits portion and included the salary to keep the price tag down. It was recommended that it be approved.
Councilmember Mitcham made the motion and Councilmember Ellsworth seconded. All aye. The motion passed.
DISCUSSION AND POSSIBLE APPROVAL OF RESOLUTION NO. 2018-03-12B, A RESOLUTION APPROVING AND ADOPTING THE TOWN OF MOUNTAIN VIEW'S RULES OF PROCEDURE AND PROCEDURAL GUIDELINES
Levy introduced the agenda item. He stated he adapted the original rules of procedures received from the former Edgewater mayor. He modified approximately half of the document and included descriptions of two of the main items they have encountered in the past. This is a general manual for their use.
Discussion included: body decides or amends document; remove specific guideline 15; present professional image; agenda can be modified; difference between rules and guidelines; remove guidelines completely; merge guidelines into rules; approve the rules; discuss the guidelines; add page numbers to document; simplify to be more effective; suggested to pass the rules and discuss guidelines at later date; signature page upon completion.
Councilmember Boehrer made the motion to approve the Rules of Procedures and Councilmember Richardson seconded. All aye. The motion passed.
Levy asked they email comments and suggestions to him to edit.
BREAK IN SESSION 7:35 PM
BACK IN SESSION 7:45 PM
SPECIAL SESSION MEETING DATE/TIME WEEK OF MARCH 26, 2018 SET
Levy introduced the agenda items. He originally anticipated a special session to amend the rules and guidelines and thought he would ask Ms. Nancy Kerr to introduce herself. She has an independent company and has an economic piece to contribute to the Town and has a desire to assist as needed, hourly, and is willing to meet with everyone.
Councilmember Bailey stated that it would be beneficial to have an idea of what council determines may be needed from a potential consultant, something structured and in writing.
Councilmember Richardson stated he is not experienced in economic development and thinks it is good to move forward. We have commercial moving into the Town and we have no guidance with economic development. The mayor has taken time to meet someone and we should give them an opportunity.
Bailey stated her concern was the economic development committee did not have time to look to see what is out there. She wanted to do due diligence and see what was out there.
Ellsworth said we need to have a sense of knowing what the competency of a consultant is as compared to what the town needs are. There are pressing items such as zoning and other development. We should do a pilot with Ms. Kerr on shorter notice to get an idea. He liked the "as-needed" basis.
Boehrer was interested in having Ms. Kerr also.
The Special Session Meeting was set for March 26, 2018, at 6:00PM. Discussion will include the carport.
PREFERRED WEBSITE PROVIDER
Levy introduced the agenda items. He asked the Clerk to give an update.
Albright noted the information was in their packets to review and had four examples to review for website pages. GovOffice.com was one recommendation. She asked them to email their comments on the website. They are user-friendly for staff, all departments capable of updating their own pages, they have the survey capability. She also asked the community outreach committee to review and help with this.
Discussion included: current content to new website; designs and host; works with codification; costs dependent upon website; renewals every three years; on-line payment access; specialize in municipal governments; survey capabilities; optional citizen engagement; meets several needs; mobile browser capability; questions for clerk.
COMMITTEE UPDATES
Admin Committee - The report was in the packet. They have been attending CML Webinars. Replays are on the website and do not have to pay to view them. Mitcham recommended the February 13, 2018, webinar.
Community Development and Outreach Committee - The report was distributed at the meeting. Mitcham read their mission statement into the record.
Economic Development Committee - The report was in the packet.
Finance Committee - The report was in the packet.
Public Safety Committee - They had a difficult time getting bids to do the work for the carport. Levy offered a contact as well as Boehrer. Toth to follow up with the contacts provided.
Public Works Committee - Pughes noted that Public Works and Safety Committees were combined as they had the same information.
COUNCIL MEMBERS' REPORTS/ITEMS
Levy introduced the agenda item.
Mitcham recognized Mayor Levy's attempts to be more inviting to resident input and ideas at the last council meeting and stated that she saw an increased desire to include residents in the process of the meeting as a positive change. She also stated that she did not think that the particular way this was implemented at the last meeting (recognizing residents' raised hands throughout the meeting and inviting them to speak as meeting participants even prior to some council members having had a chance to speak to the particular issues) was the appropriate way to increase resident participation.
Bailey said she had two items, one being her notes in the packet regarding a panel discussion she attended and the second, the website needed to be updated. Things are out of date, minutes, ordinances, agendas. She noted she would like to discuss having a hard copy of packets, others may prefer a .pdf. The links are not functional, the email functionality is not there.
MAYOR'S REPORT/ITEMS
Levy introduced the agenda item. He summarized the Coffee and Conversation from Saturday, March 10, 2018. There were 17 people that attended. Mia took photographs and will send to the clerk. He had some questions for public safety to pass along and noted there were former councilmembers in attendance. He may do them quarterly.
Mayor Levy moved to enter executive session and Councilmember Boehrer seconded. All aye. The motion passed.
EXECUTIVE SESSION PURSUANT TO C.R.S. 24-6-402 (4) (b)
Levy introduced the agenda item.
MEETING TO ADJOURN
Councilmember Mitcham motioned to adjourn. All Aye. The regular meeting adjourned 9:01 PM.
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ATTEST:
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TOWN OF MOUNTAIN VIEW COUNCIL
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Sarah Albright, CMC
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Town Clerk/Treasurer
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