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, February 18, 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. Gina Moore, Secretary to the Board, at gina@utsd.org by 2:00 p.m. on February 18, 2025.
Agenda
- Call to Order.
- Pledge of Allegiance.
- Roll Call, Absences Excused.
- Next Meeting Date: Regular Board Meeting, Tuesday, March 18, 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: Regular Board Meeting, January 21, 2025.
- New Business and Special Orders:
- Update: Phase II - Design of the Water Reclamation Facility (WRF) and Lift Station Improvements Project – presented by Mr. Ravel, P.E., Water/Wastewater Project Manager, Merrick & Company.
- Request for Approval: WRF and Lift Station Improvements Project, Merrick & Company, Scope, Schedule, and Fee Amendment No. 4 Request – presented by Mr. Ravel, P.E., Water/Wastewater Project Manager, Merrick & Company.
- Request for Approval: WRF and Lift Station Improvements Project, Merrick & Company, Application for Payment No. 31 – presented by Ms. Moore.
- Discussion: Board of Directors Vacancy.
- 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.
- 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 financing, schedule, and status of the Water Reclamation Facility and Lift Station Improvements Project. (If needed).
- 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: February 18, 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
Kent Bosch, Assistant Treasurer/Secretary (joined via web conference call)
Michael Morton, Assistant Treasurer/Secretary
Staff:
Suzanne Jurgens, District Manager
Gina Moore, Financial Officer
Matt Allen, Operations Manager
Nathanael Romig, Collection Superintendent
Henry Newhouse, Plant Superintendent
Trevor Byron, Plant Operator (joined the meeting at 5:03 p.m.)
Guests:
Steve Ravel, P.E., Water/Wastewater Project Manager, Merrick & Company
Next Meeting Date
A regular meeting of the Board of Directors will be held on March 18, 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.
In attendance was Ms. Rebecca Urquhart, of 1955 Homestead Lane, Estes Park. Ms. Urquhart indicated she was observing the meeting on behalf of the League of Women Voters. Ms. Urquhart did not offer comment on a non-agenda item.
In attendance was Ms. Patti Brown, of 270 Cyteworth Road, Estes Park. Ms. Brown indicated she was observing the meeting on behalf of the Estes Valley Voice. Ms. Brown did not offer comment on a non-agenda item.
In attendance via web conference call, was Mr. Stewart Squires, of 618 Park River Place, Estes Park. Mr. Squires did not offer comment on a non-agenda item.
Approve Minutes from Prior Meeting
The Board reviewed and discussed the Minutes of the January 21, 2025, Regular Board Meeting.
It was moved by Ms. Doylen and seconded by Mr. Morton to approve the Minutes of the January 21, 2025, Regular Board Meeting as presented. Motion carried unanimously.
New Business and Special Orders
Update: Phase II - Design of the Water Reclamation Facility (WRF) and Lift Station Improvements Project- prepared by Mr. Ravel, PE, Water/Wastewater Project Manager, Merrick & Company:
Regarding the design of the Water Reclamation Facility and Lift Station Improvements Project (Project), Mr. Ravel provided the following updates which occurred after the January 21, 2025, Regular Board Meeting:
- Larimer County is reviewing the building department permit submittals (one FCLS package, one WLS package, and four WRF packages). Some responses to comments have been provided and coordination is underway with the Larimer County Building Department for remaining responses.
- The Estes Valley Fire Protection District (EVFPD) verbally indicated they have no further comments regarding the project and the District is awaiting written confirmation from the EVFPD based on submitted drawings.
- Bid Package A - Bids are due to the District on March 5, 2025, by 3:00 p.m. Addenda will be prepared, if required, as questions and comments are received from contractors.
- Bid Package B - Wapiti Lift Station (WLS) and Fish Creek Lift Station (FCLS) and Bid Package C - WLS Force Main (FM) draft contractor prequalification packages are on hold pending receipt of bids for Bid Package A-WRF.
- A scope, schedule, and fee will be prepared for Bid Packages A, B, and C services during construction (SDC) for consideration by the District in March 2025.
Mr. Ravel highlighted that a meeting is scheduled with the Bureau of Reclamation (BOR) on February 19, 2025, to coordinate efforts for obtaining a license agreement for contractors to store materials and to perform work on the force main and lift station components of the Project that are located on BOR property.
Mr. Ravel answered questions of the Board.
The Board thanked Mr. Ravel for the Project update.
Request for Approval: WRF and Lift Station Improvements Project, Merrick & Company, Scope, Schedule, and Fee Amendment No. 4 Request - presented by Mr. Ravel, PE, Water/Wastewater Project Manager, Merrick & Company:
Mr. Ravel presented to the Board Amendment No. 4 to the Agreement for Professional Services between Merrick & Company and the Upper Thompson Sanitation District (Agreement) for the WRF and Lift Station Improvements Project.
Mr. Ravel highlighted modifications to the scope, schedule, and fee outlined in Amendment No. 4. For the scope and schedule, Merrick & Company is asking for approval to extend project management, project controls and quality assurance/quality controls for an additional two months (April 1, 2025, through June 1, 2025). This extension would include completion services during bidding (SDB) for the Wapiti Lift Station (WLS) and Fish Creek Lift Station (FCLS) and Wapiti Lift Station Force Main (FM). The WLS and FCLS would be included in Bid Package B and the FM in Bid Package C.
Mr. Ravel summarized the services Merrick & Company plans to provide during bidding for both Bid Package B and Bid Package C.
Mr. Ravel then asked the Board for consideration and approval to amend the fee for Merrick & Company's services at an additional cost, not to exceed total, of $96,467 for a new contract total of $5,955,787.
The Board reviewed and discussed the presented scope, schedule, and Amendment No. 4 budget modification request.
Mr. Ravel answered questions of the Board regarding contractor level of interest in both bid packages.
It was moved by Ms. Doylen and seconded by Mr. Morton to approve the scope, schedule, and fee as detailed in Amendment No. 4 to Merrick & Company in the not to exceed amount of $96,467. Motion carried unanimously.
Request for Approval: WRF and Lift Station Improvements Project, Merrick & Company, Application for Payment No. 31, Dated February 18, 2025- presented by Ms. Moore:
Ms. Moore asked the Board for approval to remit payment to Merrick & Company for an invoice received by the District: Invoice Number 10185748 in the amount of $300,281.61. Ms. Moore explained Invoice Number 10185748 is for work performed on the Water Reclamation Facility and Lift Station Improvements Project from December 28, 2024, through January 31, 2025. Ms. Moore 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 10185748 in the amount of $300,281.61. Motion carried unanimously.
Discussion: Board of Directors Vacancy:
Due to Mr. Stanley Gengler's resignation, effective January 6, 2025, there is a vacancy on the board. Mr. Eshelman stated the Board has spoken with one candidate and intends to speak to another candidate who has expressed interest in filling the vacancy. Mr. Eshelman indicated the Board plans to finalize a selection by approximately February 24, 2025. Upon selection, a notice of appointment will be issued for the candidate to serve on the Board of Directors until the next regular election in May 2025. The term of office will commence at the regular board meeting on March 18, 2025, subsequent to the candidate taking the Oath of Office.
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 the departmental reports.
The Board did not have corrections to the departmental reports.
The Board thanked District Staff for preparing the reports.
Ms. Doylen acknowledged District staff for passing their exams for Wastewater Treatment Operator and Wastewater Collection System Operator certificates. Mr. Newhouse congratulated Mr. Thomas Doherty for earning his Class B Wastewater Treatment Operator certificate. Mr. Romig congratulated Mr. Brad Gruhl for achieving his Class 3 Wastewater Collection certificate and Mr. Joel York for obtaining his Class D Wastewater Treatment Operator certificate. Ms. Doylen noted that Mr. York's certifications in both wastewater and collection make him versatile.
It was moved by Ms. Doylen and seconded by Mr. Morton 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.
At 4:39 p.m., Mr. Squires excused himself from the remainder of the meeting.
Executive Session
At 4:39 p.m., it was moved by Ms. Doylen and seconded by Mr. Morton to go 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 financing, schedule, and status of the Water Reclamation Facility and Lift Station Improvements Project. Motion carried unanimously.
At 4:40 p.m., the Board took a 23-minute recess.
At 4:40 p.m., Ms. Brown excused herself from the remainder of the meeting.
At 4:40 p.m., Ms. Urquhart excused herself from the remainder of the meeting.
At 5:03 p.m., the Board returned to the meeting and began the Executive Session.
At 5:03 p.m., Mr. Byron arrived at the meeting.
The Executive Session was attended by Directors Doylen, Bosch, Eshelman and Morton; and Ms. Jurgens, Mr. Allen, Mr. Newhouse, Mr. Romig, Mr. Byron, and Ms. Moore; and Mr. Ravel.
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 6:37 p.m.
At 6:37 p.m., the Board took a 7-minute recess.
Return to Regular Session
At 6:44 p.m., the Board returned to Regular Session.
At 6:44 p.m., Mr. Byron excused himself from the remainder of the meeting.
Adjournment
Having no further business, at 6:45 p.m. it was moved by Ms. Doylen and seconded by Mr. Morton to adjourn the meeting. Motion carried unanimously.