Upper Thompson Sanitation District
Regular Meeting of the Board of Directors
District Administrative Conference Room
Pursuant to C.R.S., §32-1-903, notice is hereby given to the members of the Upper Thompson Sanitation District Board of Directors and to the general public that the Board will hold its regular meeting, which is open to the public, at 4:00 p.m. on Tuesday, April 15, 2025, at the Upper Thompson Sanitation District Administrative Office, 2196 Mall Road, Estes Park, CO, 80517. Individuals who wish to address the Board via public participation may do so “in-person,” via telephone, or virtually through online participation, facilitated by the Zoom platform. Members of the public wishing to join the meeting via online or telephone participation, please email a request for the meeting link or telephone number to Ms. Suzanne Jurgens, District Manager, at suzanne@utsd.org by 2:00 p.m. on April 15, 2025.
Agenda
- Call to Order.
- Pledge of Allegiance.
- Roll Call, Absences Excused.
- Next Meeting Date: Regular Board Meeting, Tuesday, May 20, 2025.
- Agenda: Correction and Approval.
- Disclosure of Potential Conflicts of Interest.
- Public Forum: An opportunity for presentation by the public to provide information to the Board of Directors on any non-agenda item. Note: The Board cannot take any action on non-agenda items but may direct staff to include the item on a future agenda.
Public Comment on Agenda Items: Public comments will be heard by the Board at the conclusion of the presentation of the agenda item. Persons addressing the Board shall first be recognized by the District Manager or Board Chairman and may speak only one time per agenda item. Speakers shall state their name and address for the official minutes, address comments to the Board as a Body, and shall be allotted three (3) minutes for public comment.
All public commentary must be made at the podium or offered virtually via Zoom Chat. - Minutes: Correction and Approval: Special Board Meeting, March 12, 2025
Regular Board Meeting, March 18, 2025 - Reports of Officers, Committees, and Staff: Questions, Comments, Correction and Approval:
- Treasurer’s Report.
- Plant Report.
- System Development Fee Allocation and Connection Report.
- Collection System Report.
- Operations Manager’s Report.
- District Manager’s Report.
- New Business and Special Orders:
- Request for Approval: WRF and Lift Station Improvements Project, Merrick & Company, Application for Payment No. 32 – presented by Ms. Jurgens.
- Board Discussion: Water Reclamation Facility and Lift Station Improvements Project.
- Executive Session: §24-6-402(4)(e), Determining positions relative to matters that may be subject to negotiation, developing strategy for negotiations, and instructing negotiators regarding the status, financing, and schedule of the Water Reclamation Facility and Lift Station Improvements Project.
- Adjournment.
Upper Thompson Sanitation District (District) prohibits discrimination against its customers, employees, and applicants for employment on the basis of race (including traits historically associated with race, such as hair texture and length, protective hairstyles), color, ethnic or national origin, ancestry, age, disability, sex, gender, sexual orientation, gender identity and expression, religion, creed, political beliefs, marital status, familial or parental status in employment or in any program or activity conducted by the District. The District will make reasonable accommodations for qualified individuals with known disabilities. If any person has a disability and requires a reasonable accommodation to fully participate in this event, please contact District Manager, Ms. Suzanne Jurgens, three days before the event via email at suzanne@utsd.org, or telephone at 970-586-4544, or dial 711 to connect with Relay Colorado.
Record of Proceedings
Minutes Of a Regular Meeting of the Board of Directors Of
Upper Thompson Sanitation District
Held: April 15, 2025, at 4:00 p.m., at the
District Office, 2196 Mall Road, Estes Park, Colorado
Call to Order
A regular meeting of the Board of Directors of the Upper Thompson Sanitation District, Estes Park, Colorado, was called to order at 4:00 p.m. and held as shown above and in accordance with the applicable statutes of the State of Colorado with the following Directors present and acting:
Pledge of Allegiance
The Pledge of Allegiance was recited.
Attendance
Board of Directors:
Christopher Eshelman, Chairman
Susan Doylen, Vice-Chairman/Secretary
Michael Morton, Treasurer
Kent Bosch, Assistant Treasurer/Secretary (joined via web conference call)
Andrew Kessler, Assistant Secretary/Treasurer
Staff:
Suzanne Jurgens, District Manager
Matt Allen, Operations Manager
Nathanael Romig, Collection Superintendent
Henry Newhouse, Plant Superintendent
Sheryl Panzer, Customer Accounts Manager
Naomi McCracken, Secretary (at 4:00 p.m., joined the meeting via web conference call)
Invited Guests:
Chris Bieker, Former District Manager
Steve Ravel, P.E., Water/Wastewater Project Manager, Merrick & Company (joined via web conference call)
Next Meeting Date
A regular meeting of the Board of Directors will be held on May 20, 2025, at 4:00 p.m.
Approval of Agenda
The Board considered the Agenda.
It was moved by Ms. Doylen and seconded by Mr. Morton to approve the Agenda as presented. Motion carried unanimously.
Disclosure of Potential Conflicts of Interest
Disclosure of potential conflicts of interest is a topic of discussion at every Board meeting to address potential conflicts of interest that may arise as new agenda items are introduced. District Directors who have disclosed potential conflicts of interest can vote as issues arise.
Public Forum
Mr. Eshelman opened the meeting for public comment.
Mr. Eshelman explained the Public Forum is an opportunity for presentation by the public to provide information to the Board of Directors on any non-agenda item. He further explained the Board cannot take action on non-agenda items but may direct staff to include the item on a future agenda.
Regarding public comment on Agenda Items, Mr. Eshelman provided the following statement:
Public comments will be heard by the Board at the conclusion of the presentation of the agenda item. Persons addressing the Board shall first be recognized by the District Manager or Board Chairman and may speak only one time per agenda item. Speakers shall stand at the podium, state their name and address for the official minutes, address comments to the Board as a Body, and shall be allotted three (3) minutes for public comment.
No public was in attendance during the Public Forum.
Approve Minutes from Prior Meetings
The Board reviewed and discussed the Minutes of the March 12, 2025, Special Board Meeting and the March 18, 2025, Regular Board Meeting.
It was moved by Ms. Doylen and seconded by Mr. Bosch to approve the Minutes of the March 12, 2025, Special Board Meeting as presented. Motion carried unanimously.
It was moved by Ms. Doylen and seconded by Mr. Morton to approve the Minutes of the March 18, 2025, Regular Board Meeting as presented. Motion carried unanimously.
Reports of Officers, Committees, Professional Consultants, & Staff
The Board considered the Reports of Officers, Committees, Professional Consultants, and District Staff.
The Board asked the staff questions regarding information presented in the departmental reports.
The Board did not have corrections to the departmental reports.
The Board thanked District Staff for preparing the reports.
The Board acknowledged District staff for passing their exams for Wastewater Treatment Operator and Wastewater Collection System Operator certificates. Mr. Newhouse acknowledged Mr. Robert Meinking for achieving his Class D Wastewater Treatment Operator certificate. Mr. Romig congratulated Mr. Jeff Harrison for achieving his Class 4 Wastewater Collection certificate. Mr. Allen commended Mr. Romig for earning his Class C Wastewater Treatment Operator certificate.
It was moved by Ms. Doylen and seconded by Mr. Kessler to accept the Treasurer's Report, Plant Report, System Development Fee Allocation and Connection Report, Collection System Report, Operations Manager's Report, and District Manager's Report. Motion carried unanimously.
New Business and Special Orders
Request for Approval: WRF and Lift Station Improvements Project, Merrick & Company, Application for Payment No. 32, Dated April 15, 2025 - presented by Ms. Jurgens:
Ms. Jurgens asked the Board for approval to remit payment to Merrick & Company for an invoice received by the District: Invoice Number 10198504 in the amount of $124,140.27. Ms. Jurgens explained that Invoice Number 10198504 is for work performed on the Water Reclamation Facility and Lift Station Improvements Project from February 1, 2025, through March 31, 2025. Ms. Jurgens stated she has prepared a check for payment of this invoice, and it is ready for signature at this meeting.
It was moved by Mr. Morton and seconded by Ms. Doylen to approve payment to Merrick & Company for Invoice Number 10198504 in the amount of $ 124,140.27. Motion carried unanimously.
Board Discussion: Water Reclamation Facility and Lift Station Improvements Project:
Mr. Eshelman provided an update on the status of the Water Reclamation Facility and Lift Station Improvements Project (Project). Mr. Eshelman stated that all available options are being considered to move the Project forward.
Mr. Morton commented that the District's goal is to find a way to meet its needs within an expected price range. He noted that spending more on value engineering services could be beneficial for lowering the total Project cost.
Ms. Doylen highlighted that the District has made significant progress in securing Project funding and obtaining permit approvals. She emphasized the importance of proceeding with a thorough evaluation of available Project options.
Mr. Bosch remarked that it is imperative for the District to salvage the design work completed on the Project to date in order to move forward and meet the original goal of constructing a new water reclamation facility.
Executive Session
At 4:31 p.m., it was moved by Ms. Doylen and seconded by Mr. Morton to move into Executive Session pursuant to §24-6-402(4)(e), C.R.S. "Determining positions relative to matters that may be subject to negotiation, developing strategy for negotiations, and instructing negotiators regarding the status, financing, and schedule of the Water Reclamation Facility and Lift Station Improvements Project. Motion carried unanimously.
The Executive Session was attended by Directors Doylen, Bosch, Eshelman, Morton and Kessler; and Ms. Jurgens, Mr. Allen, Mr. Romig, Mr. Newhouse, Ms. Panzer; and Mr. Ravel and Mr. Bieker.
The Board did not engage in substantial discussion of any matter not enumerated in §24-6-402(4)(e) C.R.S., nor did it adopt any proposed legislative policy, position, resolution, rule, regulation, or formal action.
The Executive Session was adjourned at 5:40 p.m.
At 5:40 p.m., the Board took a 12-minute recess.
Return to Regular Session
Upon the conclusion of the Executive Session, at 5:41 p.m., Mr. Stewart Squires, of 618 Park River Place, Estes Park joined the meeting via web conference call.
At 5:52 p.m., the Board returned to Regular Session.
The Board discussed the option of moving forward with the Project.
Mr. Kessler suggested that the District explore the possibility of modifying the original engineering plans to identify a viable approach for Project continuation.
Ms. Doylen noted it is worthwhile continuing discussions with the low bidder of the Project, RN Civil Construction, who has proposed cost-saving ideas that could make the Project feasible. The identified solutions are compatible with compliance requirements and may enhance financial efficiency for the District's ratepayers. Ms. Doylen stated it is prudent to explore these suggestions before considering alternative options.
Mr. Bosch stated that the District needs to make a reasonable attempt to proceed with value engineering as the District owes its customers to move forward building a new water reclamation facility.
Mr. Morton concurred with the other Board Directors, stating that the proposed design changes should be investigated further. He expressed concern regarding cost-saving measures, noting that while it is important to remain within the budget, the actual savings will only be determined through continued exploration. Mr. Morton emphasized that he is willing to allocate funds for additional engineering costs if they result in significant savings, acknowledging that without this expenditure, the potential savings cannot be accurately assessed.
Mr. Eshelman agreed that it is essential for the District to evaluate the proposed design modifications to determine potential total Project cost savings, which are necessary for informed decision-making regarding the continuation or cessation of the Project. He recommended that Merrick & Company, District staff, and RN Civil Construction collaborate to identify the most cost-effective and valuable approach to move the Project forward. The objective is to efficiently reach a point where an informed decision can be made, whether to proceed with the new construction or consider alternative options.
Mr. Eshelman inquired if Merrick & Company is available and willing to participate in the engineering design modification process. Mr. Ravel indicated that Merrick & Company is willing and suggested a meeting to discuss next steps and identify the short-term goals of this phase. He mentioned that he is available to meet as early as next week.
It was moved by Mr. Eshelman and seconded by Mr. Kessler to proceed with engaging Merrick& Company and RN Civil Construction to advance the Project by considering engineering design modifications and associated cost savings for the Water Reclamation Facility Project. District staff will return to the Board with cost proposals from Merrick & Company and RN Civil Construction for their professional services for Board consideration and approval. Motion carried unanimously.
At 6:10 p.m., Mr. Squires excused himself from the remainder of the meeting. He did not offer comment.
Adjournment
Having no further business, at 6:10 p.m. it was moved by Ms. Doylen and seconded by Mr. Morton to adjourn the meeting. Motion carried unanimously.
Susan L. Doylen, Vice-Chairman/Secretary
Christopher L. Eshelman, Chairman