January 21, 2025 Regular Meeting

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, January 21, 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 January 21, 2025.

Agenda

Call to Order.
Pledge of Allegiance.
Roll Call, Absences Excused.
Next Meeting Date: Regular Board Meeting, Tuesday, February 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, December 17, 2024.
New Business and Special Orders:
1. 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.
2. Request for Approval: WRF and Lift Station Improvements Project, Merrick & Company, Application for Payment No. 30, Dated January 14, 2025 – presented by Ms. Moore.
3. Consideration for Adoption: Resolution No. 2025-01-01 Resolution Designating Location to Post Notice–presented by Ms. Moore.
4. Discussion: Resignation of Director Gengler and Subsequent Vacancy on the Board of Directors.
Reports of Officers, Committees, and Staff: Questions, Comments, Correction and Approval:
1. Treasurer’s Report.
2. Plant Report.
3. System Development Fee Allocation and Connection Report.
4. Collection System Report.
5. Operations Manager’s Report.
6. District Manager’s Report.
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: January 21, 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 4:04 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 (joined via web conference call)
Henry Newhouse, Plant Superintendent (joined via web conference call)
Sheryl Panzer, Customer Accounts Manager
Naomi McCracken, Secretary (at 4:00 p.m., joined via web conference call, at 5:00 p.m., arrived at the meeting in person)

Guests:
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 February 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 via web conference call 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 December 17, 2024, Regular Board Meeting.

It was moved by Mr. Morton and seconded by Ms. Doylen to approve the Minutes of the December 17, 2024, Regular Board Meeting as presented. Motion carried unanimously.

New Business and Special Orders

Before proceeding with the meeting, Mr. Eshelman acknowledged that this was Ms. Jurgens first official board meeting in her new role as the District Manager. Former District Manager, Chris Bieker, retired on January 2, 2025.

Update: Phase II - Design of the Water Reclamation Facility 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 December 17, 2024, Regular Board Meeting:

Larimer County is reviewing the building department permit submittals (one FCLS package, one WLS package, and four WRF packages). A review of preliminary comments is underway, and a review meeting is scheduled with Larimer County for January 22, 2025.
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.
Bid Package A - WRF was released for bidding on December 30, 2024. A mandatory prebid conference was held at the District office on January 9, 2025. Bids are due to the District on February 19, 2025. 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 were developed for review by the District.
A review of the District's final WLS and FCLS comments was completed on January 14, 2025. Bid Package B and C Contract Documents will be finalized with District comments incorporated for use with bidding in March 2025.
A design amendment will be prepared for Bid Package B and C services during bidding (SOB) for consideration by the District in February 2025.
A scope, schedule, and fee will be prepared for Bid Packages A, B, and C services during construction (SOC) for consideration by the District in February 2025.

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, Application for Payment No. 30, Dated January 14, 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 10180132 in the amount of $11,898.80. Ms. Moore explained Invoice Number 10180132 is for work performed on the Water Reclamation Facility and Lift Station Improvements Project from October 26, 2024, through December 27, 2024. 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 10180132 in the amount of $11,898.80. Motion carried unanimously.

Consideration for Adoption: Resolution No. 2025-01-01 - Resolution Designating Location to Post Notice - presented by Ms. Moore:

Ms. Moore presented Resolution No. 2025-01-01, designating the posting location of the District's Board meeting notices, pursuant to Sections 24-6-402(2)(c) and 32-1-903(2) of the Colorado Revised Statutes.

Ms. Moore explained the Resolution is an annual resolution and is required to be presented to the Board at the first regular meeting of each year.

Ms. Moore stated the District's notices of meetings and agenda information are required to be posted at least 24 hours prior to each meeting on line at www.colorado.gov/utsd, per Colorado Revised Statute 24- 6-401.

Ms. Moore further explained the resolution also details that in the event of interruption in internet service, or another emergency circumstance, such as a power outage, the District will also post notice of public meetings at least 24 hours prior to a meeting at the District Administration Building, 2196 Mall Road, Estes Park, Colorado.
The Board considered the Resolution.

It was moved by Ms. Doylen and seconded by Mr. Morton to adopt Resolution No. 2025-01-01 Designating Location to Post Notice in the year 2025. Motion carried unanimously.

Discussion: Resignation of Director Gengler and Subsequent Vacancy on the Board of Directors:

Due to Mr. Stanley Gengler's resignation from the Board of Directors, effective January 6, 2025, there is a board vacancy. Mr. Eshelman read aloud a letter of resignation from Mr. Gengler that was addressed to the Board. Mr. Eshelman reported that Mr. Stewart Squires, an eligible elector, has submitted a letter of interest and resume for the Board's consideration to fill the board vacancy. Mr. Eshelman noted the Board has been actively pursuing and communicating with potential candidates to serve on the Board.

Ms. Doylen emphasized the need to fill the vacancy with someone who is connected with the community, communicates well, and understands the District's mission. Mr. Morton suggested the Board formerly interview qualified candidates to fill the board vacancy. The Board concurred to have the interviews completed and offer candidate recommendations by the February 18, 2025, regular board meeting.

The Board discussed that the appointed office would be up for election at the District's Regular Election on May 6, 2025. Ms. Jurgens added that if at the close of business on March 4, 2025, there are not more candidates than offices to be filled, the Election will be canceled and the candidates declared elected by affirmation.

Ms. Jurgens informed the Board that on January 31, 2025, as statutorily required, the Call for Nominations will be published in both the Estes Park News and the Trail Gazette. Additionally, an advertisement for the board vacancy is scheduled to be printed in both local publications on January 24, 2025, and is posted on the District's website. Ms. Jurgens noted she consulted with the District's legal counsel and public outreach firm regarding these matters.

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 and for the additional annual reports provided by the Collection and Plant Superintendents.

In addition to the System Development Fee Allocation and Connection Report, Ms. Panzer addressed the Board's inquiries regarding customer feedback on the 10.5% rate increase implemented at the beginning of the year, customer payment options, the total number of system development fees sold in 2024, and the anticipated timeline for transitioning from quarterly to monthly billing. Ms. Panzer stated that monthly billing may commence on July 1, 2025, provided that issues related to the new billing system are resolved by that time.

Ms. Doylen expressed her appreciation for staff continuing their education and earning advanced Wastewater Treatment Operator and Wastewater Collection System Operator certificates. She acknowledged Mr. Joel York, Collection Operator, for cross-training in the Plant. Mr. Newhouse praised Mr. York's performance. The Board agreed that cross-training enhances the District's flexibility and resilience. Mr. Allen also acknowledged Mr. Romig, Mr. Newhouse, and the collection and plant staff for all their hard work. Mr. Allen thanked the Board for supporting staff in their pursuits of continuing education. Mr. Eshelman added that the networking component of staff attending training sessions is valuable.

In addition to the District Manager's Report, Ms. Jurgens informed the Board that approximately half of District customers are now receiving their bill via email, due to the efforts of Ms. Panzer and Ms. McCracken. She also noted the role of the District's public outreach firm, GBSM, in their guidance to the District providing customer communication through newsletters and other publications, which has been effective in communicating the District's capital initiatives as they relate to rate structures.

Ms. Jurgens then announced that Ms. Sandra Mourning was promoted from Water Quality Lab Analyst to Water Quality Lab Manager. Ms. Jurgens noted Ms. Mourning's enthusiasm and dedication to her career and the District. The Board extended their congratulations to Ms. Mourning on her promotion.

It was moved by Ms. Doylen and seconded by Mr. Morton to accept the Treasurer's Report, Plant Reports, System Development Fee Allocation and Connection Report, Collection System Reports, Operations Manager's Report, and District Manager's Report. Motion carried unanimously.

Adjournment

Having no further business, at 5:01 p.m. it was moved by Ms. Doylen and seconded by Mr. Morton to adjourn the meeting. Motion carried unanimously.