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Home My Public Portal AboutTBM 2015-04-15 FRASER BOARD OF TRUSTEES MINUTES DATE: Wednesday, April 15, 2015 MEETING: Board of Trustees Regular Meeting PLACE: Fraser Town Hall Board Room PRESENT Board: Mayor Peggy Smith; Mayor Pro-Tem Philip Vandernail; Trustees; Eileen Waldow, Katie Soles, Cody Clayton Taylor, Andy Miller and Jane Mather Staff: Town Manager Jeff Durbin; Town Clerk, Lu Berger; Finance Manager Nat Havens; Town Manager Intern Bektur Sakiev Others: See attached list Mayor Smith called the meeting to order at 7:15 p.m. 1. Workshop: Audit Workshop 2. Regular Meeting: Roll Call 3. Approval of Agenda: Trustee Soles moved, and Trustee Waldow seconded the motion to approve the Agenda. Motion carried: 7-0. 4. Consent Agenda: a) Minutes — April 1, 2015 Trustee Waldow moved, and Trustee Soles seconded the motion to approve the consent agenda. Motion carried: 7-0. 5. Open Forum: 6. Public Hearings: 7. Discussion and Possible Action Regarding: a) Audit Presentation and Acceptance The Town of Fraser is required to have an independent firm audit its financial statements on a yearly basis. The annual audit of the Town's financial statements occurred during the week of February 9th in accordance with auditing standards generally accepted in the United States. An audit was performed to obtain audit evidence about the amounts and disclosures in the financial statements provided by the Town. The outcome of the audit Page 2 of 3 was a determination that the financial statements of the Town present fairly, in all material respects, the respective financial positon of the Town as of December 31. 2014. Paul Backes, of McMahon and Associates, the Town's auditor, asked the Board to accept the draft report, with the contingency the CIRSA numbers will be added to the report when received by the town. This will change a footnote in the report. Trustee Soles moved, and Trustee Taylor seconded the motion to accept the audit. Motion carried: 7-0. b) Resolution 2015-03-02 Directing the Town Manager to Change a Signature Card This will increase our level of internal controls, per a recommendation from our auditors. The Board requested the Mayor Pro Tem and the Town Clerk be added as additional signers. This will be brought back to the Board at the next meeting, after confirming the details with the bank. c) Resolution 2015-03-03 Approving a Contract with Kumar and Associates for Geotech Services for Fraser US Hwy 40 Improvement Project in an amount not to exceed $20,000 Resolution 2015-03-03 would provide authorization for the Town Manager to enter into a contract for Geotech services necessary for the Fraser US Highway 40 Project. This would be coordinated as part of the Project Engineer services that Bowman Land is providing for the project. Requests for Proposal were distributed and Kumar and Associates were awarded the contract. Trustee Miller moved, and Trustee Taylor seconded the motion to approve Resolution 2015-03-03 Approving a Contract with Geotech for Fraser US Hwy 40 Improvement Project. Motion carried: 7-0 d) Economic Development Strategic Planning The Board discussed the process for Economic Development Strategic Planning at the last two meetings. As noted in the April 1st meeting minutes, "Members of the Board concurred on the restructuring of the process whereby the working group would first meet to define the scope of work after which that scope of work would be incorporated into a Request for Proposals (RFP). The RFP would be distributed to select consultants and published to solicit proposals. Upon receipt of proposals the Board could make a more informed decision. The Board emphasized their interest in an action orientated approach." Per TM Durbin, at their April 7th meeting, the Winter Park Town Council decided to continue to move forward with the proposal to engage RRC and EPS for Economic Development Strategic Planning. It is his understanding that they appreciate the Fraser Town Board's direction, but they have relationships with RRC and EPS and are very comfortable working with them. Further, they are eager to move forward such that any outcomes of this effort might be included in their 2016 Budget Process. If the Fraser Town Board were to reconsider their direction, the Winter Park Town Council would Page 3 of 3 welcome Fraser's participation in this process. Finally, they noted that this does not in any way preclude further collaboration on economic development and other matters. They appointed Barb Atwater to participate in future working group discussions with Fraser's appointees and requested staff support of those efforts. Trustee Soles moved, and Trustee Taylor seconded the motion to approve Economic Development Strategic Planning funding of up to $25,000 pursuant to the RRC proposal in collaboration with the Town of Winter Park. Motion carried: 7-0. e) Arts Committee Establishment Staff is proposing that Fraser establish an Arts Committee (or Commission)for the purpose of promoting public art in public spaces, ensuring a well-rounded programs and promoting community support. Board directed staff to research the ways in which an arts committee could be established to further public art projects and opportunities in Fraser. 8. Other Business: Trustee Soles moved, and Trustee Mather seconded the motion to adjourn. Motion carried: 7-0. Meeting adjourned at 9:16 p.m. 6112Art of FR,9s Lu Berger, Town glerRy SEAL c0/.ORAOO COLORADO TOWN BOARD REGULAR MEETING REGISTRATION SHEET April 15, 2015 The Public Forum is an opportunity for the public to present their concerns and recommendations regarding Town Government issues to the Town Board.Those wishing to address the Town Board will be allowed a five-minute presentation.A maximum of six(6)people will be allowed to address the Town Board at each Public Forum. If a topic that you wish to discuss has been scheduled for a formal Town Board Meeting,we would ask that you reserve your remarks for that specific date and time.Topics that are in litigation with the Town will not be heard during this forum. All presenters are urged to: (1) state the concern; and (2) list possible solutions. Please keep the following guidelines in mind: • Remarks that discriminate against anyone or adversely reflect upon the race,color,ancestry,religious creed,national origin,political affiliation, disability, sex, or marital status of any person are out of order and may end the speaker's privilege to address the Board. • Defamatory or abusive remarks or profanity are out of order and will not be tolerated. Anyone attending Town Board meetings must sign in to ensure accurate records and minutes. Sign your name, address, and topic of discussion on the sign in sheet. Thank you for your cooperation. NAME PGdCALME)o SS' Email address ONLY if you wish to receive the Board Agenda when posted / PLEASE PRINT LEGIBLY 1-(ER--a //H ? G 8 i` �--t s-� L� F g6 Gam- c.c_c)