November 3, 2022 Minutes

Notice of Special Meeting Upper Thompson Sanitation District

Public notice is hereby given that a special meeting of the Board of Directors of Upper Thompson Sanitation District, Larimer County, Colorado, will be held on Thursday, the 3rd day of November, 2022, at 4:00 p.m. This will be an in-person meeting with the option to join virtually either by telephone (conference call-in) or online via the Microsoft Teams platform. At this meeting the Board will consider Provision of Special Compensation in 2022 for All Upper Thompson Sanitation District Employees.

This meeting is open to the public and will be conducted both in-person and virtually to facilitate attendance of the Board, UTSD staff, and the public. To join by telephone (conference call-in) or online through Microsoft Teams 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 November 3, 2022.

Comments regarding these matters may be emailed to chris@utsd.org, delivered to the District’s Administration office, or mailed to the District Manager at P.O. Box 568, Estes Park, Colorado 80517. Questions or requests for additional information may be directed to the District Manager at 970.586.4544.

Upper Thompson Sanitation District By: Gina Moore, Secretary to the Board

I hereby certify that a copy of the foregoing Notice of Special Meeting was, posted at least twenty-four (24) hours prior to the meeting on the Upper Thompson Sanitation District website at www.utsd.org and at the District Administration Office at 2196 Mall Road, Estes Park, Colorado.

Upper Thompson Sanitation District By: Gina Moore, Secretary to the Board

Upper Thompson Sanitation District (District) prohibits discrimination against its customers, employees, and applicants for employment on the basis of disability, race, creed, color, religion, sex, sexual orientation, gender identity, gender expression, marital status, familial status, national origin, or ancestry, and 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, Mr. Chris Bieker, three days before the event via email at chris@utsd.org, or telephone at 970.586.4544, or dial 711 to connect with Relay Colorado.

Agenda

Call to Order.
Pledge of Allegiance.
Roll Call, Absences Excused.
Next Meeting Date - Regular Board Meeting, Tuesday, November 15, 2022.
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.
New Business and Special Orders: 2022 Cost of Living Information - presented by Mr. Bieker.
Executive Session: §24-6-402(4)(f), C.R.S., Personnel matters related to the new Water Reclamation Facility staffing plan and the employee compensation package for all Upper Thompson Sanitation District Employees.
Consideration of and Request for Approval: Provision of Special Compensation in 2022 for All Upper Thompson Sanitation District Employees – presented by Mr. Chris Bieker.
Adjournment.

Record of Proceedings

Call to Order

A special 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:
Jack Reed, Chairman
Susan Doylen, Vice-Chairman/Secretary
Christopher Eshelman, Director

Absent:
It was moved by Ms. Doylen and seconded by Mr. Eshelman to excuse the absences of Director Duell and Director Bosch. Motion carried unanimously.

Staff:
Chris Bieker, District Manager
Suzanne Jurgens, Assistant District Manager
Gina Moore, Financial Officer
Matt Allen, Operations Manager

Next Meeting Date

The next regular meeting of the Board of Directors will be held on November 15, 2022.

Approval of Agenda

The Board Considered the Agenda.

It was moved by Ms. Doylen and seconded by Mr. Eshelman 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. Reed opened the meeting for public comment.

Mr. Reed 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. Reed 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 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 members of the public joined the meeting.

New Business and Special Orders

2022 Cost of Living Information - presented by Mr. Bieker:

Mr. Bieker stated this special board meeting was called to share data regarding the cost of living for year 2022 and to allow the Board, in Executive Session, to consider the District's 2022 and 2023 employee compensation package and staffing plan as it relates to management and operation of the new Water Reclamation Facility.

Mr. Bieker explained that Item 10 on the Agenda requests the Board's consideration and approval of the provision of special compensation to all District employees in 2022 to provide financial relief to the employees as they are absorbing the high cost of living.

Mr. Bieker commented that the COVID-19 pandemic had a profound impact on the world and has globally disrupted economies, businesses, social and education systems, and altered livelihoods. Across the world, governments, businesses, and individuals are forced to adapt rapidly and the work world has changed forever leaving a negative and anticipated long-term impact on employment.

Mr. Bieker noted post pandemic, businesses have experienced a sharp contraction of economic activity and modified labor inputs, diminishing the labor pool. Additionally, resulting supply chain issues and rising inflation are impacting the United States economy and causing an increased cost of living in 2022.

Mr. Bieker then provided cha1is from the U.S. Bureau of Labor Statistics illustrating the 12-month percentage change increases of the cost of consumer goods as of September 2022. Mr. Bieker detailed the percentage change increases for major categories such as food (11.2%) and energy (19.8%) and stated overall all items have increased by an average of 8.2%.

Mr. Bieker showed a Consumer Price Index (CPI) calculator comparing the buying power of a dollar in September 2021 compared to the buying power of a dollar in September 2022, concluding the value of $1.00 in September 2021 has the same buying power as $1.08 in September 2022.

Mr. Bieker referenced the current housing market in Estes Park and stated in September 2022, the average sale price of a home in Estes Park was $911,914, a figure that makes housing unattainable for the majority of UTSD employees who do not already own homes. Mr. Bieker informed the Board that several employees are moving out of the Estes Park area seeking a lower cost of living; however, are now paying for the cost of commuting to work.

Mr. Bieker stated economic relief is not predicted in the last quarter of 2022.

Mr. Bieker reviewed the District's compensation philosophy stating the employees are the cornerstone of our organization and are critical to the District's mission of successfully managing the natural resources with which it is entrusted.

Mr. Bieker said the District expects employees to reinforce and sustain operational excellence and exceptional customer relations, as well as demonstrate ownership of duties, apply critical thinking and work safely. He continued saying professional operators who have the knowledge and experience to run today's complex wastewater systems, competent financial and customer account managers, and excellent customer relation professionals are highly valued.

Mr. Bieker noted the District is committed to providing employees with an equitable compensation package which includes base pay, comprehensive benefits, and development opportunities commensurate with current financial conditions and strategic plans. The District must strategically position itself to retain its excellent staff, appropriately compensate them for their allegiance to the District and their profession, and remain competitive in this employee driven labor market.

Mr. Bieker stressed it is important the District acknowledge that rising inflation is increasing the cost of living and diminishing household buying power in 2022.

Mr. Bieker highlighted that acknowledgement of the employees' dedication, hard work, and perseverance through the pandemic and economic challenges of this year is critical for the retention and reward of the District's valuable staff.

Mr. Bieker stated employee incentives and rewards are rising to levels not seen in more than twenty years. He referred to help wanted advertisements in Estes Valley newspapers where he has observed wage increases for non-skilled jobs. Mr. Bieker elaborated that there are a greater number of direct employment competitors in the Northern Front Range. These direct employment competitors are experiencing a workforce sh01iage of skilled and certified employees.

Mr. Bieker invited the Board to enter into Executive Session to discuss general compensation details as it relates to the increased cost of living resulting from the pandemic and current economic conditions.

The Board then discussed the current higher food and fuel prices specific to Estes Park, and the lack of affordable housing.

The Board thanked Mr. Bieker for his presentation.

At 4:38 p.m., Mr. Allen excused himself from the remainder of the meeting.

Executive Session

At 4:38 p.m., it was MOVED by Mr. Eshelman and seconded by Ms. Doylen to go into Executive Session pursuant to §24-6-402( 4)(t), C.R.S. Personnel matters related to the new Water Reclamation Facility staffing plan and the employee compensation package for all Upper Thompson Sanitation District employees. Motion carried unanimously.

The Executive Session was attended by Directors Reed, Doylen, and Eshelman; Mr. Bieker; Ms. Jurgens; and Ms. Moore.

The Board did not engage in substantial discussion of any matter not enumerated in §24-6-402( 4)(t) C.R.S., nor did it adopt any proposed legislative policy, position, resolution, rule, regulation, or formal action.

The Executive Session was adjourned at 6:19 p.m.

At 6:19 p.m. the Board took a ten-minute recess.

Return to Regular Session

At 6:29 p.m., the Board returned to regular session.

Consideration and Request for Approval

Consideration and Request for Approval: Provision of Special Compensation in 2022 for All Upper Thompson Sanitation District Employees -presented by Mr. Bieker:

It was moved by Mr. Eshelman and seconded by Ms. Doylen to approve a 2022 one-time 8.6% of base salary increase payment for each Upper Thompson Sanitation District salaried employee and a 12% of base salary increase for each Upper Thompson Sanitation District hourly employee, excluding employees who began employment after October 1, 2022. The Board acknowledges this payment will cause overage to the pre-approved and adopted 2022 fiscal budget for the administration salaries and wages account; however, the overall 2022 salaries and wages account will still be under budget with the inclusion of this payment for a cost-of-living adjustment. The Board specified that this one-time payment is in no way intended to manipulate the highest average salary for Colorado PERA purposes. Motion carried unanimously.

Adjournment

Having no further business, at 6:45 p.m. it was MOVED by Mr. Eshelman and seconded by Ms. Doylen to adjourn the meeting. Motion carried unanimously.