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HomeMy WebLinkAboutbocc.min.ws.08202002 PITKIN COUNTY COMMISSIONERS WORK SESSION AGENDA Location: Plaza 1 Conference Room TUESDAY, AUGUST 20, 2002 6:00 AM 1. Holy Cross Issues Discussion, Debbie Quinn 2. Community Development Fees, Cindy Houben 10:00 SPECIAL MEETING EXECUTIVE SESSION Home Rule Charter Election Contribution Expenditure Amendment, John Ely ADJOURN SPECIAL MEETING 12:00 NOON WORKING LUNCH 3. Memos of Interest Future Agendas/Agenda Requests Board Membership Reports RTA, Housing, NWCCOG & QQ, ACRA, CCI, RRR, RWPA Open Discussion 1:00 PM 4. FM/TV Translator Department Television Feeds, Terri Newland 1:30 5. Ballot Strategy (no packet material) 4:30 PM ADJOURN MINUTES OF WORK SESSION APPROVED BY BOCC ON I`- 2S-02- Date: August 20, 2002 Meeting Start Time: 9:05 am Commissioners present: Commissioners not present: X Jack Hatfield ❑ Jack Hatfield X Dorothea Farris ❑ Dorothea Farris X Michael Ireland ❑ Michael Ireland X Shellie Roy ❑ Shellie Roy X Patti Clapper ❑ Patti Clapper WORK SESSION ITEM: Holy Cross Discussion, Debbie Quinn STAFF DIRECTION: Kent Bennen (CEO), Walt Dorman (Engineer), Richard Brinkley(General Manager) were present from Holy Cross. Ms. Quinn informed the BOCC that the Town of Snowmass Village had expressed an interest in a joint review process. Ms. Quinn also updated the Board with Holy Cross' new time frame that is now approximately five months. Discussion ensued regarding the 120 required approval process. Holy Cross is exploring the concept of retaining a facilitator to assist in moving the public process along so the tight timeframe can be met and issues can be heard and understood. Commissioner Roy expressed the need for good communications. Commissioner Hatfield stated that the substation is the key and suggested a joint work session with the Town of Snowmass Village Council to identify the substation location. Commissioner Hatfield inquired if it was possible to build the project in 2003 because of the Brush Creek trail. Mr. Brinkley indicated it might be possible but cited difficulties in providing a reasonable public comment process. He further stated that an early decision on location, route and funding, then undergrounding could be done next year. Bud Eylar updated the Board about the site visit for the trail project. Staff will be putting together one map to identify all existing easements and possible locations for the trail. Staff will then meet with Holy Cross to explore opportunities to jointly construct or do some preliminary work with Holy Cross' site work. Mr. Eylar anticipates receiving the map from GIS within two weeks. Commissioner Clapper requested the Board to keep in mind the significant cost associated with this project. Commissioner Hatfield concurred and expects the Town Council to have an active role in the cost discussions through the possibility of a special district or other innovative financing methods. Mr. Brinkley stated that they have retained a consultant to explore other cost methods rather than just a surcharge. Holy Cross will incur incremental costs for undergrounding the lines and had raised other possible financing methods with the Town of Snowmass Village. Commissioner Hatfield stated that his understanding is that this project is a response to future growth in Snowmass Village and he stated that it needs to be done right, and encouraged a cooperative effort between the two elected boards. Mr. Brinkley responded by saying that 2007 is when maximum capacity will be reached. In addition two other issues are contributing to the problem: there is no further ability to add a third substation and load on the system. He further stated that the existing transformers are aged and reaching capacity. One-third of the year(during winter) is the greatest risk in the current substation. This risk impacts all county residents. The second risk is specific to Snowmass Village with only three circuits, and the Aspen substation does not have capacity for another circuit. Staff clarified process for Board members. Commissioner Hatfield expressed his desire for a joint public process that does not become time consuming. Commissioner Clapper restated her concern regarding the cost issues. Mr. Brinkley anticipates public comments on the topic from the consumers. Commissioner Clapper also requested that if City of Aspen customers were going to benefit from the Maroon Creek line then they share in the cost and it not be an exclusive burden to the residents of Pitkin County. Mr. Brinkley stated that the City of Aspen would need to agree to such cooperation. Commissioner Hatfield thanked Holy Cross for hiring a financial consultant to explore options. The Board concurred with a joint process with Snowmass Village to identify the substation. Commissioners Hatfield and Roy expressed concern regarding the Ryan parcel and tree cutting. Mr. Brinkley clarified it is not a 200 foot clear cut and time has been spent identifying appropriate trees. Mr. Brinkley also stated that there currently exists a fire and safety issue for their personnel because of trees coming down during windstorms while repairs are being attempted. Mr. Brinkley is unsure of how many trees are located on the Ryan parcel and he will find out. Commissioner Hatfield hoped to be educated with either a site visit or memorandum. Dale Will will be providing formal comment to the Forest Service. WORK SESSION ITEM: Community Development Fees, Cindy Houben STAFF DIRECTION: Cindy Houben briefly reviewed key points. Commissioner Roy inquired about CORE fees, and long range planning. Ms. Houben clarified about benefits of technology and will provide further information on benefits. Commissioner Roy stated that she was not comfortable adding further staff with caseloads of approximately 50 per year/one per week. Ms. Houben stated that the workload and service levels could not be maintained with current staffing. Commissioner Farris indicated that she supported technology as inclusive in the fee. She further stated that the revised 1041 should not be as burdensome and requested a separate fee for those applications. Commissioner Hatfield supports development paying its own way and acknowledged public inquiry as part of staff time. Ms. Houben clarified overhead charges. Commissioner Hatfield stated his support for the current hiring freeze and felt belt tightening is needed and costs need to be reduced. Commissioner Clapper supports fees based on the scale of the project. Commissioner Ireland would like the number of reviews reduced—standard based rather than site reviews. Ms. Houben stated that despite criteria-based regulations, it would take time to assist applicants. Commissioner Ireland suggested that some of the pre-approved subdivisions be reviewed in mass. He further stated that long range planning should come from the general fund and not from fees. In addition, he supported including all overhead costs and a value based fee. He suggested that the building permit percentage is quite low and the 1% should be based on actual. He preferred that staff use the Assessor cost for construction per square foot for subdivisions. Commissioner Roy inquired about the Hearing Officer and the possibility of bringing more cases back to the BOCC. Commissioner Roy stated her concern regarding the staffing level of the planning office at 10. Commissioner Hatfield stated he supports an efficient Community Development Department because he believes in growth management. Ms. Houben urged the Board to consider the service levels and what the Board wants to accomplish. Commissioner Farris stated her support for long range planning. Board direction is to look at option three not inclusive of long range planning with a flexible fee for 1041. WORK SESSION ITEM: Memos of Interest STAFF DIRECTION: 1. Snowmass Traffic Island—informational only, no direction. 2. Water Resource Studies—informational only, no direction. 3. Grassroots Financial Information—informational only, no direction. WORK SESSION ITEM: Future Agendas/Agenda Requests STAFF DIRECTION: Tuesday August 271h work session has been rescheduled to Monday August 26th. WORK SESSION ITEM: Board Membership Reports STAFF DIRECTION: Commissioner Farris requested an MOI of membership dues and travel costs. WORK SESSION ITEM: Open Discussion STAFF DIRECTION: Commissioner Hatfield stated that County Attorney prepared a draft violation notice regarding Droste but Town of Snowmass Village attorney does not concur. Board requested an update from the County Attorney. LUNCHBREAK 12:30-1pm WORK SESSION ITEM: FM/TV Translator Department Television Feeds, Terri Newland STAFF DIRECTION: Staff presented an overview of the Board's options regarding the notice from Corban Communications. TAB member Maureen Rogers indicated that there would be a loss to the Redstone area if the Translator system did not transmit TV. Commissioner Farris suggested that given current financial conditions, option 3a or 3b seemed reasonable. She stated that fewer citizens directly benefit from this service. Ms. Rogers stated that the district had voter approval and she did not believe that discontinuation of TV services would benefit the county budget. Commissioner Roy suggested that the effort should be directed to drafting ballot language that broaden the scope of the translator services such as the Jason Project and the public safety communications system. Ms. Rogers suggested that public hearings and strategic planning for the services need to be completed and it is not timely for a current ballot issue. Ross Griffin raised the issue of expenditures related to poor maintenance and licensing, and future conversions to digital per federal mandate. Current translators are being replaced with equipment that has digital capability, as analog translators are not available. TAB member George Wombell stated that the cost savings would not be $200,000 but he would support a voter question and not cut the TV service prior to a November election. He further stated that this discussion should occur during the digital conversion. Commissioner Farris suggested that those who use the service should pay for it. Mr. Griffin questioned if only those who use the roads, pay for them. Commissioner Ireland stated that citizens voted to provide TV/radio services and staff should expend the $2700 to provide TV services and it should not be used to address County issues. He further stated that should a question be forwarded it should be for a reduction in TV services and a reduction of the mill levy—not for the county general fund. Commissioner Hatfield stated that there is a commitment for these services and he supports option 1 to continue TV services. Board direction was for staff to pursue option 1. WORK SESSION ITEM: Ballot Strategy STAFF DIRECTION: Staff presented an overview of current status and proposed at risk services. Commissioner Roy stated her preference to mandate an across the board reduction of 15% and not target specific services. Commissioner Roy also suggested one mill with voters having a choice of what to spend it on. Commissioners supported property tax. Commissioner Farris supported non-dedicated and Commissioner Ireland favored providing a list of services as part of the ballot issue but not separate dedicated funds. He further stated that across the board cuts were effective and do not work and felt that the Board must prioritize services. He further recommended some cuts in administration and cited the earlier planning discussion regarding turn around and service levels including open office hours, permit timelines. Commissioner Hatfield agreed with Commissioner Ireland with a specific package and felt that this issue is ideological rather than financial. The Board concurred. Commissioner Roy requested further clarification of sales tax decline. Commissioner Ireland reviewed the ratcheting effect of TABOR and Tom Oken clarified the property tax and overall revenue restrictions. Commissioner Roy raised the concept of a sunset of 5 years to review in the event of a return of sales tax. Commissioner Ireland also raised the issue of a potential decline in real estate values. Commissioner Ireland suggested a time limit with review of tax revenue. Commissioner Roy stated that some feel that our economy will make a return in the next few years but she also stated the need to balance this concern with the drain of time and effort to be placing ballot questions every three to five years. Commissioner Clapper stated that the voters need more security. Commissioner Hatfield would support a reasonable time limit. Commissioner Roy inquired if the Board would support a question subject to sales tax returning to a certain cap level. 2 J Commissioner Clapper will only support an increase until such time that a real estate transfer tax can replace that revenue. Commissioner Farris cautioned the Board not to make promises they can't keep. Commissioner Ireland suggested the following question: Should the current mill levy be frozen at present level of 2.9 with the levy to be lowered in the event that sales tax and any new RETT exceed the inflation adjusted sales tax collection in Pitkin County for the years 1998-2001 and, if this question is rejected, the following services shall be reduced... Commissioner Clapper supported the general direction of the proposed question. Tom Oken reviewed the additional amount retained this year and reviewed current five year plan deficit of$1,952,869. Staff proposed removing the $200,000 anticipated increase to the H&HS agencies and clarified projections. He advised that the Financial Advisory Board would be meeting tomorrow to review and adjust economic projections for the Board's review next Monday. Commissioner Roy suggested adding back in the $200,000 for future H&HS agencies needs, $118,000 for non- health &human service agencies. She reiterated our responsibility for community health and safety. Commissioner Clapper stated the local leverage is key for the non-profits to seek grants. Commissioner Ireland suggested that staff refine the state budget reductions to the H&HS agencies rather than the $200,000. Commissioner Ireland suggested that the mill levy should not be increased over what has been retained so that further cuts would be necessary to reinstate the $200,000 and $118,000. He raised the issue of reducing road service from the top seven to the top six roads and other administrative functions. Commissioner Hatfield asked if Owl Creek Road was cut or in the budget. Staff responded that it is currently on the November list and that road maintenance levels are established by the Board. Commissioner Ireland and Roy suggested a ballot issue specific to the retention amount. Commissioner Roy suggested a second question to increase the mill for the $200,000 and$118,000 for the non-profit agencies. Commissioner Hatfield asked if one question could ask for all of these needs. Mr. Oken stated that under TABOR that one question could be asked if the revenue is all being retained for the same purpose. Commissioner Hatfield suggested immediate reductions to wind power, free dump day, eliminate weed manager, outcome measures, public relations, caucus support. Commissioners Farris, Ireland, Hatfield support the retention of the wildlife biologist position. Commissioner Clapper suggested reduction of Nordic program, outcome measures, wind power, free dump day, caucus support and retain animal safety program, public relations, senior program. Commissioner Roy suggested cutting the Owl Creek Road budget and seeking funding for the improvement from Snowmass Council. Adjourned at: 4:30 pm Prepared by: Respectfully submitted: ���� Hilary Fletc Smith, Count anager Silvia Davis Clerk and Recorder y