Gilpin County Commissioners select vendors, hire employees, replace totaled Sheriff’s vehicle
By Randy Beaudette
The Gilpin County Board of County Commissioners (BOCC) opened up their Regular meeting at 9:02 a.m. on Wednesday May 21, 2019 at the Historic Gilpin County Courthouse. Present were Commissioner Chair Linda Isenhart with Commissioners Ron Engels and Gail Watson. Also present County Manager Abel Montoya, County Attorney Jim Petrock and Deputy Clerk to the Board Sharon Cate.
Gilpin County Commissioners presented retiring Administrations Services Coordinator Vicki Nemec an award for 25 years of service to Gilpin County. Before packed chambers, Deputy Clerk to the Board Sharon Cate read aloud the presentation document that outlined Ms. Nemec’s accomplishments from bringing Gilpin County government offices into the 21st Century, to implementing improvements to the annual Gilpin County Fair and Rodeo. Ms. Cate reiterated often how much the various departments depend on Ms. Nemec’s expertise in her daily duties. Vicki along with her husband David plan to travel and enjoy her well-deserved retirement.
Printing devices Proposal
On May 14, 2019, Request for Proposals (RFP’s) were reviewed by a selection panel and the following four out of the eight submittals were chosen as finalists. The ones not chosen were because they either did not follow the RFP requirements, the bids did not include toner, or the pricing was not easily understood. A comparison was done with all amounts and then the average usage for the multifunction copiers was added in those quotes that did not include any allowance for printing, it was a pay as you go proposal for color and black and white printing. The four finalist RFPs reviewed were All Copy Products, Frontier Business Products, Lewan, and Konica Minolta. Gilpin County Commissioners selected Lewan for the following reasons: Lewan provided the lowest cost for services at $76,909 for the 36 month contract. They assured the County of a one day service call, no lag time in repairing, and toner can be ordered as needed. They are one of the two companies that actually came up on-site and did a walkthrough of all the offices, saw the printers, and got meter readings. They prepared a full spreadsheet of equipment and what we should replace and what could stay in place until it could no longer be repaired. Selecting Lewan would save the County $19,406 over the three year contract period. Gilpin County Commissioners approved the contract with Lewan unanimously.
Gilpin County Commissioners recessed as the BOCC and reconvened as the Local Liquor Licensing Authority (LLA) at 9:44 a.m. Deputy Clerk Sharon Cate presented a Special Event Liquor Permit for a barn dance sponsored by The Peak to Peak Music Association. The License is only in effect from 1:00 pm to 9:00 pm July 4, 2019 and alcohol will only be permitted in the barn area and the vendor area of the Gilpin County Fairgrounds. Gilpin County LLA approved the limited license unanimously. The Commissioners reconvened as the BOCC at 9:55 a.m.
County manager Abel Montoya presented two candidates for the position of County Surveyor. Under Colorado Revised Statutes (CRS) 30-10-904, if the office of County Surveyor is at any time vacant, the Board of County Commissioners shall, within six months that the vacancy occurs, appoint a suitable qualified person, who need not be a resident, to fill the position of County Surveyor until the next General Election. Deadline for this appointment is June 1, 2019. County Surveyor is a part-time position that will pay $4,204 annually with additional work available at a rate of $75 per hour up to $8,500/ annually. The two candidates are Robert Hennessy, PLS and Bryan P. Douglass, PLS. After some debate the Commissioners agreed the Robert Hennessy would be the better choice of the two and approved his appointment unanimously.
Mr. Montoya also presented contract for additional surveying services. RFP’s went out in on April 1st with several companies responding to the request. A selection committee reviewed the proposals and recommends that the County enter into a contract with Flatirons Inc. for land surveying services on an as-needed or project-specific basis. Gilpin County Commissioners approved the selection unanimously.
Boundary Line Elimination
Gilpin County Community Development Director Stephan Strohminger presented a Boundary Line Elimination (BLE #19-01) on behalf of Robert Young d.b.a Elkhorn Investment Group L.L.C. The applicant requested that boundary line be eliminated for 14 properties in the Russell Gulch area to form Parcel A which will consist of 49.73 acres of improved land. BLE #19-06 was unanimously approved by the Commissioners.
Sheriff’s Vehicle Replacement
Gilpin County Sheriff Division Chief Tom Ihme submitted a request to replace a Sheriff’s vehicle that was totaled. The County received $22,201 from insurance and the cost to replace that vehicle is approximately $42,000, leaving a difference of $20,000. The Commissioners approved the additional funds to purchase the new Sheriff’s vehicle.
Volunteers of America (VOA) Contract
Gilpin County Human Services Director Sherrin Ashcraft presented a Sub-contractors Transportation Services Agreement Renewal between Gilpin County and Volunteers of America (VOA). The contract is to provide transportation for Gilpin County Seniors to the Community Center and deliver Meals On Wheels to those that are homebound. VOA will pay Gilpin County the sum of $26,160 per year for the transportation service. Gilpin County Commissioners approved the Transportation contract which will be effective from July 1 2019 to June 30, 2020.
Request to Hire Human Services Caseworker
Gilpin County Manager Abel Montoya presented a request to hire an additional caseworker in the Human Services Department. Ms. Ashcraft explained that with three openings for caseworkers, a candidate came forward with the proper credentials and experience related to Human Services. The request is to start the new candidate 12% higher than the starting salary range. Commissioner Engels stated, “If we offer average salaries, we are going to get average employees. Asking for 12% is a modest request given the amount of experience that this candidate has.” Commissioner Engels made a motion to approve the request. Commissioner Watson seconded the motion and the request was approved unanimously.
Clerk and Recorder’s Report
Gilpin County Clerk and Recorder Sahari McCormick and Chief Deputy Clerk Elaine Lewers presented the Clerk and Recorder’s monthly report for the month of January 2019. Ms. McCormick started off by apologizing for the delay in reporting the January numbers. In compiling the report it was found that there was a learning curve associated with the new financial reporting system. Commissioner Watson pointed out the $12,197 in County Clerk disbursements seemed low. She asked if Ms. McCormick compared these numbers January 2018’s report. Ms. McCormick replied, “We started to compare 2017 and 2018 numbers and there are some anomalies, so are going to involve the State again. We are still working on comparing those numbers.” The Commissioners were pleased with the January report and stated that they are expecting to see the remaining delayed reports in the near future to get the Clerk’s report current and up-to-date.
Gilpin County Attorney Jim Petrock Recommended that Board of County Commissioners adjourn to Executive Session at the end of the meeting.
County Manager’s Report
Gilpin County Manager Abel Montoya presented several status reports from various departments. For the first time Stephen Strohminger presented the long awaited Community Development Report. Included in the April 2019 report are eighteen building permits issued, five Onsite Waste Treatment Systems (OWTS) permits issued, and nine code enforcement violations (four new and five closed). In the Parks and Recreation report, 2,957 residents and 118 non-residents visited the Community Center during the month of April 2019. The Commissioners then thanked everybody that was involved in the preparation of the all the monthly status reports. After a brief absence of the departmental status reports, it is good that they are being presented on a regular basis again.
Gilpin County Manager Abel Montoya also presented a consideration and recommendation for the Commissioners to adopt the Gilpin County Strategic Plan. Financial Sustainability, Long Range Planning, and Work Force Engagement are the three areas that have been identified as those focus areas that the County wants to work on over time. Core values that we believe we demonstrate to one another and to the public are “Collaborative, Responsive, Innovative, Respectful, Sustainable and Trustworthy.” Commissioner Watson expressed her concern about substantiating a statement that, “New housing starts do not reflect a growth trend. It appears that homes are being purchased as retirement homes or second homes.” Mr. Montoya pointed out that population in Gilpin County is projected to be relative flat until 2050 according to sources. This statement should be revised to reflect true status of the future population in Gilpin County. Gilpin County Commissioners approved the Strategic Plan unanimously with minor corrections.
Commissioners Public Meetings
June 3-5, Mon-Wed, All Day – Colorado Counties, Inc., Summer Conference in Keystone.
Gilpin County Commissioners approve the meeting minutes from May 14, 2019 with some changes.
Gilpin County commissioners adjourned to Executive Session for the purposes of receiving legal advice on specific legal questions (C.R.S. 24-6-402(4)(b)).
The next Gilpin County Commissioners regular meeting will be June 11, 2019 at 9:00 a.m. at the Gilpin County Courthouse at 203 Eureka St. Central City, Colorado.