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Gilpin Commissioners approve $60,000 for software contracts

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To allow online building permits, and for internal document management

By Randy Beaudette

Two software contract approvals, an Xcel Wildfire Mitigation presentation, and the 2018 Financial Audit were the highlights of the Gilpin County Commissioners (BOCC) meeting held at 9 a.m. on Tuesday August 20, 2019, at the Gilpin County Courthouse.

In attendance at the meeting were Madam Chair Linda Isenhart along with Commissioners Ron Engels and Gail Watson. Also present County Attorney Jim Petrock, County Manager Abel Montoya, and Deputy Clerk to the Board Sharon Cate.

Agenda Changes

Commissioner Isenhart made a request to add the Talion contract, Colorado Counties Inc., and an Executive Session to the agenda.

Public Comment

Gilpin resident and Senior Living Board Member Jeanne Nicholson approached the board to request assistance in expediting the affordable housing complex for Gilpin County Seniors. Ms. Nicholson shared a series of ideas and some recently passed legislation that would help the Senior Living Board to move forward with their plans. Commissioner Isenhart stated that the Commissioners will take this information into advisement and consider scheduling a work session in the future.

Gilpin County resident Oscar Barlow was next to comment and seek the current status about some code violations on the Donald Dillon and Maridee Bell properties in the Chalet Park subdivision. Mr. Barlow explained the Gilpin County Code Enforcement stated that the case has been turned over to the County Attorney and he is simply asking for an update on the status. County Attorney Jim Petrock replied that this case has been turned over to Attorney Brad Benning and he will confer with him, get the status and get back to Mr. Barlow tomorrow, August 21.

Treasurer/ Public Trustee Report 

Gilpin County Treasurer and Public Trustee Mary Lorenz presented the Treasurer’s Semi-Annual report for the first half of 2019 and the 2019 first quarter Public Trustee Report. Because fees on foreclosures were so low, the Public Trustee did not collect any salary the first quarter of 2019. December bank balance was $10,826 with a 2019 income of $2,974, $3,827 in disbursements to leave a $9,974 ending balance on March 31, 2019. The Treasurer’s semi-annual report stated that 13 million dollars were collected in taxes leaving an ending balance of a little more than 15 million dollars. The entire report will be published in the Weekly Register-Call in the August 29, 2019 edition.

2018 Financial Audit Review

Gilpin County Financial Director Clorinda Smith along with Jim Hinkle and Chris Parker of the Hinkle & Company presented the 2018 Financial Audit results. The audit is a requirement of the Colorado Revised Statutes that reviews financial statements and accounting transactions of governmental agencies. The process focuses on control features that will indicate any material weaknesses or significant deficiencies within those control features. Material weakness is a significant deficiency that could result in a material misstatement in the financials. A significant deficiency is a designed flaw either in the internal control structure that would allow intentional or un-intentional errors to go undetected. The report for Gilpin County stated the audit did not find or report any material weaknesses or significant deficiencies in their audit.

Software Contracts

Gilpin County Board of Commission approved two separate software contracts as presented by Business Analyst Cindy Carter.

Online Permitting

The first will allow residents and contractors to file for building permits and pay for those permits online. Viewpoint was awarded the contract for the prorated price of $23,197 to create, coordinate, and conduct the implementation of an integrated online permit processing system. The new program will benefit the Gilpin County Planning Department as well as the Road and Bridge Department. The new system is scheduled to be implemented around the end of February, 2020.

Document Management

The second contract is for Gilpin County internal document management system with Information First. The contract is for 15 months and will cost the County $37,546. Information First is contracted to create, coordinate, and conduct the implementation of an integrated document manage solution. The new system is scheduled to be in service around December 2019.

Xcel Energy Wildfire Mitigation Plan

Xcel Area Manager Preston Gibson and Project Coordinator Kirk Scheitler for Xcel Energy presented Xcel’s wildfire mitigation plan to the Commissioners. In the informational presentation, Mr. Gibson explained that Xcel Energy is committed to keeping residents safe by clearing trees and debris around powerlines that run through the county. They are focusing on power pole wind load designs and materials monitoring of existing poles. Xcel crews are constantly inspecting lines with infrared cameras looking for any hotspots on the line. They are using Light Detection and Ranging (LIDAR) to detect changes in the line. In conclusion, Xcel Energy is committed to preventing wildfires and keeping all residents safe from the hazards of high energy lines.

Clerk and Recorder’s Report

Gilpin County Clerk and Recorder Sahari McCormick presented two Intergovernmental Agreements (IGA) along with the July 2019 monthly Report. One IGA is between the Gilpin County Clerk and Recorder and Gilpin County School District RE-1. The schools are requesting to conduct a coordinated election on November 5, 2019.

The second IGA is between the Gilpin County Clerk and Recorder and Boulder Valley School District RE-2.  The schools are requesting to conduct a coordinated election on November 5, 2019. Gilpin County Commissioners approved both IGAs unanimously.

Gilpin County Clerk and Recorder Sahari McCormick and Chief Deputy Clerk Elaine Lewers presented the Clerk and Recorder’s monthly report for the month July 2019. Ms. Lewers stated that Gilpin County’s general revenue once again is down from the July 2018 report. The July statement shows that revenues are down $28,857. Commissioner Isenhart asked “Are these losses that we can’t recoup?” The reply was, “We don’t know yet.”  Ms. McCormick stated that other small Colorado counties are complaining that they are not balancing also. Commissioner Watson stated she thought that this is a Gilpin anomaly as reported in the last meeting between the Clerk and Recorder and the Commissioners. Ms. Lewers replied that, “This is a Gilpin County anomaly,” as puzzled looks were exchanged between the Clerk and her Deputy. Ms. McCormick repeated “But a lot of counties are saying they are having problems balancing too.” The Commissions agreed to correspond with the Colorado Department of Revenue and the State Comptroller’s office to encourage them to look into this matter.

Boundary Line Adjustment

Gilpin County Planner Danial Horn presented a Boundary Line Adjustments (BLA) to the Board of Commissioners on behalf of Brandy Hale. The property listed on BLA# 19-02 is located 592 Morningstar Circle. The applicant is requesting to adjust the boundary line between Lots 8A and Lot 13 in the Mountain Meadows Subdivision. The intent of this adjustment is to put the well serving 592 Morning star Circle on the correct property. Gilpin County Commissioners approved BLA #19-02 unanimously.

Boundary Line Elimination

Gilpin County Community Planner Danial Horn presented a Boundary Line Elimination (BLE #19-04) on behalf of James and Kathleen Kennedy of 770 Meadowlake Drive. The applicant requested that boundary line be eliminated between Lots 48A, 49, and 50 in the Meadowlake Mountain Acres Subdivision to form Lot 49A which will consist of 4.4 acres of improved land. BLE #19-04 was unanimously approved by the Commissioners.

Radio Infrastructure Survey

Gilpin County Sheriff’s Deputy Captain Tonia Kapke presented a contract with Talion Defense Corporation to conduct a Radio Infrastructure Survey. The survey will analyze Gilpin County Sheriff’s public safety communication infrastructure and determine the appropriate path forward to meet their future needs. Cost of the service is $37,500 and is scheduled to be completed November 5, 2019. Gilpin County BoCC approved the Talion contract unanimously.

Legal Status Report

Gilpin County Attorney Jim Petrock reported that the County has received a Demand Letter and a Notice of Claim against the County’s building inspector. The property involved had several construction defects and the claim is asserting that this is negligence on the part of Gilpin’s building inspector. The property owners have now filed a complaint in district court. The lawsuit names the architect, the structural engineer, the builder, and the building inspector – but not the County as the building inspector is an independent contractor for the County. The complaint is for negligence and intention of infliction of emotional harm. Mr. Petrock will continue to provide updates to the Commissioners, but more importantly the County has not been named a party in the suit.

County Manager Report

County Manager Abel presented several reports from various departments. Parks and Recreation, Public Works, and the usual Detentions Report were included in the packet.

Public Works

As a county, Gilpinites are eager to assist the environment by recycling. Public Works reports that so far in 2019, 181 tons of materials have been recycled as opposed to the mere 162 tons that were recycled in 2018 but on a similar note residents produced 962 tons of solid waste more than the 926 tons produced in 2018.

Mr. Montoya mentioned that for 24 hours the Community Center and the Justice Center did not have a functioning pump for waste. Water was intermittent at Detentions, the Community Center was closed, and the after school program was moved to another location. Mr. Montoya accredited the amazing work performed by the Public Works Department in solving this issue.

Community Center

More than 300 folks attended the Barn Dance on July 4th, Community Center visits continue to climb for both resident and non-residents, and GCPR swim lesson program instructed 30 participants.

Detentions

July was an average month around the Gilpin gray-bar Hilton with 118 folks being booked for various reasons. DUI arrest climbed slightly to 35 over the 27 for the month of June. As always the male booking outpaced female bookings by 4 to 1.

Public Meetings

–August 22, Thursday, 10:00 a.m. – 2:00 p.m., Colorado Counties Inc., Mountain District Meeting, Fairplay, Colorado.

–August 28, Wednesday, 8:00 a.m., Five County Commissioners Breakfast, Carver’s Cafe
Winter Park, Grand County.

Colorado Counties Inc. Appointment

Commissioner Engels was appointed as the Gilpin representative to the Colorado Counties Inc. position.

Meeting Minutes Approval

Gilpin County Board of Commissioners approved the Meeting Minutes with some corrections from the July 23 Regular Meeting. Gilpin County Board of Commissioners also approved the Meeting Minutes with some corrections from the August 1, Regular Meeting with Commissioner Engels abstaining. Gilpin County Board of Commissioners approved the Meeting Minutes from the August 1, 2019 Board of Equalization meeting.

Gilpin County Commissioners recessed into Executive Session around 12:30 p.m.

Next Meeting

The next Gilpin County Commissioners regular meeting will be September 3, 2019 at 9 a.m. at the Gilpin County Courthouse at 203 Eureka St. Central City, Colorado. For more information visit the Gilpin County website at http://gilpincounty.org.

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