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TC Minutes 04-24-1984• • MINUTES OF THE REGULAR AVON TOWN COUNCIL MEETING APRIL 24, 1984 - 7:30 P.M. The regular meeting of the Town Council of the Town of Avon was held in the Municipal Building, 400 Benchmark Road, Avon, Colorado in the Council Chambers. The meeting was called to order by Mayor Allan Nottingham at 7:45 p.m. A roll call was taken with Larry Kumpost, Sheila Davis, Greg Gage, A.J. Wells, Al Connell and Don Buick present. Also present were: Town Attorney John Dunn, Town Manager Bill James, Director of Public Works Norm Wood, Building Administrator Dick Evans, Superintendent of Public Works Dan Sunday, Planning Director Jim Lamont as well as members of the press and public. The Mayor called for Citizen Input. Mr. Joe Kupchin was cancelled from the agenda. Clint Watkins approached the Council. He stated that the minutes of the Planning and Zoning Commission reflected the approval to Colorado Ute for the 115 KV Transmission Line and also reflected the information on the studies and revegetation for areas that would be disturbed. He stated that the Commission would probably put a package together and submit it to the Council after their meeting on Thursday. There being no one else wishing to be heard the Mayor closed the citizen input discussion. Second reading of ordinance No.#84-4, Series of 1984, AN ORDINANCE AUTHORIZING EXECUTION OF CERTAIN EQUIPMENT LEASE AGREEMENTS. The Town Manager stated that Council had taken action on this once before to award the bid for the telephone system for the Municipal Building at the cost of $25,000 as being purchased on a lease basis and an interest rate of 9% over a five year period of time through Colorado National Leasing. The Mayor opened the meeting for public hearing. There being no one wishing to be heard the Mayor closed the public hearing. A.J. Wells moved approval of Ordinance No.#84-4, Series of 1984 on second reading. The motion was seconded by Larry Kumpost. Those Councilmembers voting aye were: Larry Kumpost, Sheila Davis, Greg Gage, A.J. Wells, Al Connell and Don Buick. There were no nay votes. The motion was unanimously carried. Resolution No.#84-15, Series of 1984 referring to Tract P. Be it noted that A.J. Wells and Allan Nottingham stepped down because of conflict of interest. The Mayor Pro-Tem then proceeded with the meeting. The Town Manager stated that basically what the resolution refers to -1- 0 • is the expression of the Town's interest in Tract P. He stated Duane Davis, Manager of Upper Eagle Valley Sanitation District and himself are meeting with the School Board tomorrow April 25, 1984, to address potential uses of Tract P and try to encourage the School Board to come up with some type of resolution in regard to whether Tract P will be used for a school site or not. Some potential uses for Tract P would be recreational and water treatment facilities. Mr. James stated he felt it was in the Town's best interest that the school board release the land so that it could be addressed in terms of the Comprehensive Plan and also so the Town could plan for its ultimate use. Greg Gage moved approval of Resolution No.#84-15, changing the signature line to Sheila Davis, Mayor Pro-Tem. The motion was seconded by Al Connell and was unanimously carried with A.J. Wells and Allan Nottingham abstaining. The Town Attorney reported on the National Institute of Municipal Law Officers (NIMLO) which he attended May 23,24, 1984. The topics dealt with Personnel Matters and Civil Right Actions. He stated that the conference was of great interest. The Mayor asked if there were any new Anti-Trust issues that possibly should be pursued as far as legislation. The Town Attorney stated that there was nothing currently in respect to Anti-Trust but there was some activity on two issues, one being Cable TV Franchises and the other was in the area of planning and zoning. Norm Wood approached the Council. He stated that there were four change orders before the Council. Change Order #1 and #1M are necessary in order to facilitate installation of duct work and attic fans in the area at the top of the stairway and entrance to the third floor area which is being improved. The changes consist of removing a section of the drywall ceiling and replacing it with suspended ceiling tiles that would match the other areas of the building. There would be no increase in costs to the Town with these change orders. The $1,500 is merely transferred from one contract to the other. Norm Wood recommended approval of change order #1 which is Ventres-Landauer Construction Company, to add $1,500 to their contract and change order #1M which is Climate Control Company to reduce their contract amount by $1,500. Sheila Davis moved approval of Change Order #1 and #1M. The motion was seconded by Larry Kumpost and was unanimously carried. Change Order #2 and #2M, dealt with the improvements of the County Nurse's space. He stated that he had forwarded these costs to the County for their approval. The Change Order #2 is with Ventres-Landauer Construction Company in the amount of $12,894. Mr. Wood stated after breaking the items down, his estimate came within $500 of the amount of the contractors. Change order #2M deals with the mechanical system addition and is increased in the amount of $1,174 which deals with re-arranging the duct work to provide air supply and close air circulation in the -2- F_1 L various rooms and also deals with some modification to the heat. Mr. Wood recommended approval of Change Order #2 and #2M subject to final approval from the County Commissioners. Larry Kumpost moved approval of Change Order #2 and #2M subject to the approval of the County Commissioners. The motion was seconded by Sheila Davis and was unanimously carried. The discussion of the Park Restrooms was before the Council. The Town Manager stated that it was agreed that a Construction Manager be used to build the project, that it be built on time and that it be built within the budget of $55,000. Mr. James stated that he would like to go through to review the plans with the Council because it goes to the Planning and Zoning Commission meeting Thursday for approval for design review. He stated that some of the problems are that the Construction Manager wants to change some of the design criteria for the building which could be a cost savings to the Town, but it would also be making money for the Construction Manager. He stated that because time is of the essence this cannot be brought back to the Council every two weeks for revised approval. He stated that once an agreement is reached on the type of building, that he wants to take the position that staff would have final rule between the Architect and the Construction Manager so that it can be built by July 14th. Bill Pierce, Architect for the project, approached the Council. He presented the Council with the Park Restroom Plans for review which included some of the proposed changes. Mr. Pierce stated that at the last regular meeting the Council approved the design and incorporated a glue-lam beam and round wood posts. He stated the Construction Manager felt that he could save time and money (approximately $2,500) if he did not use glue-lam beams and wood posts. Mr. Pierce stated they would look at the suggestion. He stated on the inside of the building the Construction manager recommended using concrete block for tiolet partitions rather than the standard metal units. Mr. Pierce felt that was a good idea. He stated it was suggested to eliminate the doors to the stalls, but that would be a judgement call from the Council. The reason for not having the doors installed was that they would be subject to vandalism. He stated that the added thickness of the walls does not allow enough room for a door for a third lavatory in each side unless the building was extended. There would be electric hand dryers installed and also it would be equipped for the handicapped. Mr. Pierce discussed the pluses and minuses of the system of negotiated bidding. He stated that the way it is set-up now, it is to the contractors advantage to complete the project early and to do it cheap. He stated that unless there are some real benefits to the Town, he was going to try to hold the construction figure under the $55,000 budget. Mr. Pierce discussed the heavy duty heated welded gutter system. The cost for the system had not been arrived at. The reason for the gutter system was to keep the water from dripping back on the redwood siding. Discussion followed. Larry Kumpost moved to approve the modifications as shown on the drawing except that the doors should be added to the stalls. The -3- motion was secont by Al Connell. Those Councilmembers voting aye were: Larry Kumpost, Sheila Davis, A.J. Wells and Al Connell. Those Councilmembers voting nay were: Don Buick and Greg Gage. The motion carried. Further discussion followed. Greg Gage stated that if they take out the glue-lam beams then they are re-designing with the other $2,500 by putting in a gutter system with detail. He stated that the architect is trying to get a building down into the end of contingency and that the Town would end up with a building that cannot get finished. Mr. Pierce stated he did not want to see the Town get a $45,000 building for $55,000. Don Buick stated he felt that this building project was very disorganized. Further discussion followed. Larry Kumpost stated that Bill Pierce had the plans, he offered to work with the Construction Manager on the changes and felt that Bill was doing his job. Sheila Davis agreed. The Mayor thanked Mr. Pierce for coming. The Town Manager reported on bus ridership. The ridership through April for the ski season was 111,194 on the Avon bus and Sunridge (Beaver Creek pickup) was 17,310 for a total ridership of 128,504. Mr. James reported on the Lift Bus Service. Jim Rubin was compiling a final report concerning the Lift and will be presenting it to Council on June 12th which is scheduled for public hearing for the public to give input to determine whether or not the Lift will terminate operations on June 1 of this year. He stated that Norm Wood, Bob McIlveen and himself would be meeting with Urban Mass Transportation Administration (UMTA) on May 11, 1984 to discuss processes revolving around Grant applications for buses and equipment. Mr. James reported on the bus needs for Avon. Mr. McIlveen concluded that Avon needs six full size buses. Mr. James stated that they are looking to purchase one full size bus for next year. If funds would be available around August, possibly purchase two buses. He discussed the joint venture with Beaver Creek Transit to purchase buses. He felt that if that were to happen, there would be more negotiating power with the manufacturer to buy three buses. Mr. James recommended 1)pursue purchase of one bus and 2) pursue the joint purchase of buses with Beaver Creek Transit. Councilman Gage felt that the Finance Director should pursue both recommended suggestions. After discussion Council agreed to look at this matter on May 15. Next on the agenda was the report on the storing and preserving the Council Meeting tapes. The Town Clerk stated that since the Incorporation of the Town that the recording tapes have been stored. Approximately 800-850 tapes have been accumulated through the years. With the lack of storage space there is a problem of keeping and storing these tapes. The Clerk was requesting a recommendation from the Council as to whether the tapes should be preserved or be re-used after a two-year period. -4- 0 0 After discussion A.J. Wells moved that the tapes be maintained by the Town up through the first Council's tenure (May, 1980), for historical purposes. Before that date, the tapes should be kept for six years after which time they can be re-used, if they are re-useable. That after thirty days the Liquor License Authority Hearing tapes be re-used, but that the minutes of the Liquor License Authority Hearings be approved by the Liquor Board and that the Council work session tapes be kept also for a six-year period. The motion was seconded by Al Connell and was unanimously carried. Dan Sunday approached the Council. He discussed and reviewed the Nottingham Park Work Schedule with the Council. It was requested to check the lights on the Avon Sign. The Town Manager discussed the dog control issue. He stated the enforcement program started on April 19th. He stated at the present time they are giving warning notices to owners in regard to dogs not being on a leash. He discussed the area which dogs are allowed in the Park. Also discussed "Doggie Dumping Stations." The Council agreed to restrict the dogs to the bike path and to experiment with the dog stations. After lengthy discussion A.J. Wells moved to change the Municipal Code Title 8, Chapter 8.24.051, from the restricted area shown on the brown colored map to the green colored map and that it be required that the owners either take their dogs to the "Doggie Rest Areas" which three stations will be placed in remote areas in the park, or clean up after their dog. The motion was seconded by Al Connell and was unanimously carried. The Town Attorney stated that in regard to Public Service by the owners of the dogs that violate the Ordinance, he suggested it should be a general issue and that he would converse with the Judge on the matter. The Town Manager discussed the Administrative Ordinance. He stated that currently there is no ordinance dealing with infractions against park rules and regulations. It creates problems when dealing with park users that violate park rules and regulations. After discussion A.J. Wells moved to authorize the Town Attorney to draft an Administrative Ordinance that would have some kind of penalties for infractions against rules and regulations in the park. The motion was seconded by Sheila Davis and was unanimously carried. The Town Manager summarized the items that were discussed earlier in -5- 9 • the Council work session. Terry Halverson presented some ideas on an insert for the Vail Valley Publication that would be addressed specifically to Avon having a map showing the golf courses and emphasizing the special events of Avon. Jim Rubin, Director of Community Development for Eagle County, discussed Jim Lamont's report with the Council. The report dealt with Transfer Density Units of Avon. Mr. James discussed the two page summary report of a formula for Transfer of Development Rights. He stated that the first page was a summary of the second page which addresses a form of justification for fractionalization of a unit based upon low, medium and high density, square footage and population. He stated that this would be placed on the next work session of may 15th. At that point the Council discussed this matter at length with the Planning Director. There was no action taken. The Financial Matters were next presented to the Council. Greg Gage moved to receive items #1 through #8. The motion was seconded by Sheila Davis and was unanimously carried. Sheila Davis moved approval of the General Accounts Payable of April 24, 1984. The motion was seconded by Greg Gage and was unanimously carried. Al Connell moved approval of the Capital Projects Fund, Town Center Mall Special Assessment Fund, Marketing/Promotions Fund, Transit Fund and Public Works Fund of Accounts Payable for April 24, 1984. The motion was seconded by Don Buick and was unanimously carried. Larry Kumpost moved approval of the Reconciliation of Accounts Payable for April 24, 1984. The motion was seconded by Sheila Davis and was unanimously carried. The minutes of the April 10, 1984 Council meeting was next presented to the Council. Sheila Davis moved approval of the April 10th minutes and the April 17th continued meeting minutes. The motion was seconded by Larry Kumpost and was unanimously carried. There being no further business to come before the Council Sheila -6- 0 0 Davis moved to adjourn. The motion was seconded by Al Connell. The Mayor adjourned the meeting at 10:35 p.m. -7-