2010
2010 ECCOG Minutes:
East Central Council of Local Governments
Board of Directors Meeting Minutes
July 2, 2003
Patricia Vice, chairperson, called the regular monthly meeting of the ECCOG Board of Directors to order at 7:26 p.m. July 2, 2003 at the Limon Town Hall, Limon, Colorado.
Board members present included Patricia Vice, Ron Rehfeld, John Nichols, Pete Kjosness, Ambie Cullens, James Knox and John Metli. Guests at the meeting were Roxie Devers, Lincoln County Administrator, and Joe Kiely, Limon Town Manager. Staff members present included Maryjo Downey, ECCOG executive director; Terry Baylie, Area Agency on Aging director; and Terry Blevins, Housing Improvement Program director.
The Minutes of the June 4, 2003 meeting were reviewed. John Metli moved the Minutes be approved as submitted. John Nichols seconded the motion, which carried unanimously.
Copies of the Financial Report were distributed. Jo Downey mentioned highlights in the report, which showed total payroll of $24,823.09 for July 1, 2003, and the total for bills listed for June was $49,036.05. Ron Rehfeld moved to approve the Financial Report for June and the payment of bills. Pete Kjosness seconded the motion, which carried unanimously.
Unfinished Business:
Aging Services Application for State FY04 General Funds
Board members received copies of the AAA application for State FY04 General Funds to help support the senior citizens' programs in this region. The $53,504 in new state funds would be added to funds from other sources to support the senior meals programs and long term care ombudsman program, and to fund the new "Help Mate" program (Material Aid To the Elderly). It's not known if this source of funds will be available in the future, so the Help Mate program is designed to provide one-time services that can be discontinued, if necessary, without developing an on-going reliance on the program. Available to eligible seniors through the Help Mate program are eyeglasses, dentures/dental treatment, mobility related equipment, hearing aids, non-scheduled medical transportation, personal security/response systems, and minor home modification. Terry said the Senior Services Advisory Board recommended the application for Board approval. Ron Rehfeld moved the application be approved by the ECCOG Board. John Nichols seconded the motion, which carried unanimously.
Status of Child Care Facility Purchase
Joe Kiely told the Board that after several months of discussions, Head Start has determined that Head Start funds can be used only as a down payment toward the purchase of the Limon Child Development Center, and not to pay the entire purchase price. The Town of Limon has since been working with USDA Rural Development to develop a combination grant/loan source of funds for the balance of the purchase. Of the $350,000 purchase price, Joe said $50,000 would come from Head Start. From $10,000 to $20,000 would be available as a grant from Rural Development, with the balance of the purchase price coming as an RD low-interest loan. Head Start dollars can be used to repay this loan over time, Joe added. He said he expects the purchase to be funded from current-year federal funds.
Economic Development Brochure Inserts
Jo Downey told the Board that the design and content of the new Economic Development Brochure inserts have been corrected for the final time before publication. She circulated color copies for the Board's review. Originally intended to be a front and back rack card, the insert now is a single fold brochure that can be used with any other local economic development materials. There will be 1,000 copies of each of the inserts. PDC will retain 500 of each for use with PDC mailings; the rest will be available to each of the counties for local marketing use.
2030 Transportation Plan Update
The working group has begun initial discussions of goals and objectives for this update, Jo Downey told the Board. The Northeastern Colorado Association of Local Governments has developed a survey that can be used to obtain input from the public. The Eastern Transportation Planning Region will meet in Burlington July 21 at 3:30 p.m. As part of ECCOG's 2030 Transportation Plan outreach program, information about the mailing was sent to the entire ECCOG mailing list, Jo said. Representatives of the Colorado Department of Transportation and Colorado Department of Local Affairs will meet with Jo next week to discuss additional outreach that can attract comment from municipal officials and members of the public who probably could not attend any of the 2030 planning meetings. Jo stressed the need for local residents to see that their needed transportation projects are included in the 2030 plan to insure future funding availability.
Joe Kiely advised the Board that the Funding Reallocation Committee will begin presenting its proposal to the Colorado Department of Transportation staff and Commission next week. There is a chance that the Commission will not accept the proposal, but if the proposal is adopted, it will allow transfer of funds from regular highway construction to enhancement budgets, and will give added weight to population totals for funding enhancement projects.
John Nichols inquired whether there had been interest shown in filling the Colorado Transportation Commission position being vacated by Don Morrison of Limon. Joe Kiely stated no appointment has been made, so even though the term has expired, Don Morrison will continue until his replacement is named. Jo Downey said the Commissioner had called her following the June ECCOG Board meeting and asked her to convey to the Board his thanks for the assistance and cooperation he had received during his term on the Commission.
Ron Rehfeld moved that the East Central Council of Local Governments invite Don Morrison to the September meeting where he will be presented with a plaque and a letter of appreciation in acknowledgement of his contributions to the region while serving on the Colorado Transportation Commission. John Nichols seconded the motion, and it carried unanimously.
2004 ECCOG Local Government Contributions
Jo Downey called the Board's attention to pre-meeting materials showing the potential impact on local municipalities and counties if local contributions to ECCOG's general fund are increased as proposed. She asked the Board to make a determination at this meeting so that local governments would have ample notification prior to developing their 2004 budgets. The potential impacts for municipalities were shown using population estimates.
Based on the staff recommendation, Pete Kjosness moved that contributions from municipalities be raised from $1.50 per capita to $1.75 per capita, as of 2004. James Knox seconded the motion, which carried 6 to 1, with John Nichols opposed.
John Nichols moved that each county's contribution to the East Central Enterprise Zone marketing program be increased by $1,000 per year, as of 2004, with all of the increase being dedicated to offsetting administration of the Enterprise Zone tax credit program. Pete Kjosness seconded the motion, which carried unanimously.
Other Unfinished Business
There was no other unfinished business to come before the Board.
New Business:
Enterprise Zone Contribution Project Requests
Three Enterprise Zone contribution project requests were presented to the Board for consideration: Roundhouse Preservation, Inc., represented by Roxie Devers, which intends to restore the old Union Pacific Roundhouse at Hugo as a museum of railroad memorabilia; Limon Train Ride and Heritage Society, represented by Joe Kiely, which has developed and operates the museum complex in Limon's railroad park area; and the Community Growth Association, represented by Ambie Cullens, which promotes and assists the economy of Cheyenne County through economic development activities.
John Metli moved that all three Enterprise Zone contribution project requests be approved. Pete Kjosness seconded the motion, which carried unanimously. The projects will be considered by the Colorado Economic Development Commission at a July 21 meeting.
Area Agency on Aging Waiver
Terry Baylie advised the Board that no local agencies applied to provide mandated services funded under Title III of the Older Americans Act, so she asked the Board to again request a waiver that would allow the East Central Area Agency on Aging to provide transportation, information and referral, outreach, nutrition and ombudsman services directly. Ron Rehfeld moved the Board approve the waiver request. Pete Kjosness seconded the motion, which carried unanimously.
Population Estimates
Draft county and municipal July 1, 2002 population estimates were released by the Colorado Department of Local Affairs in June and were sent to ECCOG Board members in their pre-meeting packets. Jo Downey asked the Board to review the estimates and to contact the State Demographer directly with any comments they may have regarding the "reasonableness" of the estimates.
Revolving Loan Fund Position
Elwin Boody, loan packager assigned to Prairie Development Corporation's business loan program for the past three and a half years, has submitted his resignation effective July 9. Jo Downey told the Board that the vacancy has been advertised in all local newspapers, with employment applications to be submitted by July 18. The PDC Board will review applications and conduct applicant interviews. The earliest that a new employee can be on the job will be September 1, she said. Because of the need for remaining employees to assume some of Elwin's reporting responsibilities, Jo asked the Board to consider increasing Terry Blevins to 90 percent time and salary as of July 1. Terry and Jo earlier volunteered to accept 80 percent time and salary until uncertainties related to the state's budget are resolved. John Nichols moved that Terry Blevins be placed on the salary schedule at 90 percent time and salary. John Metli seconded the motion, which carried unanimously.
August and September Meeting Dates and Locations
There will be no meeting of the East Central Council of Local Governments Board of Directors in August. Members of the Board will receive copies of the bills, however, and a voting sheet regarding their payment. The next meeting will be Wednesday, September 3, 2003 at 7 p.m. at the Limon Town Hall.
Other New Business
Information regarding the revised Colorado Open Records law as it relates to the Enterprise Zone certifications will be available at the next meeting.
Adjournment
There being no further business to come before the Board, Ambie Cullens moved the meeting be adjourned. John Metli seconded the motion, which carried unanimously. Patricia Vice declared the meeting adjourned at 8:57 p.m.
There was no meeting of the
East Central Council of Local Governments
Board of Directors in August, 2003.
East Central Council of Local Governments
Board of Directors Meeting Minutes
September 3, 2003
Patricia Vice, chairperson, called the regular monthly meeting of the ECCOG Board of Directors to order at 7:12 p.m. September 3, 2003 at the Limon Town Hall, Limon, Colorado.
Board members present included Patricia Vice, Ron Rehfeld, John H. Nichols, Pete L. Kjosness, Larry Reeves, James E. Knox Jr. and John Metli. Guests at the meeting were Dan Dean, Burlington City Manager, and Joe Kiely, Limon Town Manager. Staff members present included Maryjo Downey, ECCOG executive director; Terry Baylie, Area Agency on Aging director; and Terry Blevins, Housing Improvement Program director.
The Minutes of the July 2, 2003 meeting were reviewed. John Nichols moved the Minutes be approved as submitted. Ron Rehfeld seconded the motion, which carried unanimously.
Copies of the Financial Report were distributed. The total payroll was $25,889.65 for September 3, 2003, and the total for bills listed for August was $55,158.13. Ron Rehfeld moved to approve the Financial Report for August and the payment of bills. Pete Kjosness seconded the motion, which carried unanimously.
Unfinished Business:
Open Records Law/Enterprise Zone Certification Forms
Jo Downey told the Board that most income tax returns certified this year by the Enterprise Zone Administrator are for the 2002 fiscal year ending December 31 or June 30. She reminded the Board that newer returns would fall under the Colorado Open Records rules. Only the form showing Enterprise Zone contributions is reviewed by the Administrator, and the full tax returns are not seen. However, the EZ form (for tax periods after August 1, 2002) now will be available for public review on request, and the Enterprise Zone is required to mask the employer identification or Social Security numbers on the forms before making them available. She said ECCOG, which administers the East Central Enterprise Zone, should adopt a formal policy regarding release of the copies, including times for accepting requests and fees for making copies. Jo had developed a draft policy based on guidance received from the Colorado Economic Development Commission and on rulings of the Colorado Attorney General. The draft policy, sent to the Board prior to the meeting, requires requesters to pick the copies up at the ECCOG office to limit ECCOG's expense in mailing them, but Jo said a final ruling on that requirement is still awaited from the Attorney General. Ron Rehfeld moved that draft #1 of the proposed policy, regarding inspection and/or copies of information related to certain individual Enterprise Zone certifications, be approved with one amendment, i.e. language giving persons inspecting the records the right to MAKE copies was changed to give those persons the right to OBTAIN copies, and subject to the Attorney General's final opinion regarding the mailing of copies. Pete Kjosness seconded the motion, which carried unanimously.
Limon Child Care Facility Purchase
Joe Kiely told the Board that USDA Rural Development has notified the Town of Limon that it is eligible to obtain funds to help purchase the Limon Child Care Facility from ECCOG. RD has requested the town submit a formal application for $300,000 in funding assistance as soon as possible. Joe said RD anticipates funds to be available for this purpose after October 10, 2003. RD has scheduled a meeting with the town for September 24, at which time Joe said he would have all the final application paperwork prepared for submittal.
Economic Development Brochure Inserts
Jo Downey circulated copies of the completed inserts. One thousand copies of each county's insert were printed. One-half will be distributed through local economic development groups. The other half will be distributed from the ECCOG office. The inserts can be used in the regional brochure or in local brochures, or with a cover letter. They cannot stand alone, as they do not include contact information.
2030 Transportation Plan Update
ECCOG has contracted with the Colorado Department of Local Affairs (DOLA) to do outreach to local governments representing populations of 5,000 or fewer in this four-county area, to solicit local input to be used in development of the 2005-2030 state transportation plan. Jo Downey said all of the local outreach meetings have been scheduled and five are completed. She described the meetings as "very beneficial," saying the local officials have been giving their issues thoughtful consideration and are bringing out a number of small-cost issues that might never have been considered in the plan otherwise. Colorado Department of Transportation and DOLA representatives have been attending the meetings to answer questions and to help take the input back to the planners.
The Eastern Transportation Planning Region has obtained computer software that will use local data input to develop a draft vision statement for each transportation corridor. The results will be used as a starting point for the TPR working group that will develop the final vision statements.
In other transportation-related comments, Joe Kiely told the Board that the resource allocation formula continues to be a big issue in the state. The Legislative Review Committee will be hearing testimony in favor reallocation, and Joe has been invited to respond to that testimony before the Committee on September 10. Joe also stated that a great number of letters regarding this issue have been sent by local officials in this region, and the letters are making a difference.
Project Help-MATE Policies and Procedures
Terry Baylie presented the draft policies and procedures for the new Help-MATE program, which will provide one-time assistance for senior citizens having such needs as eye care, dental care, hearing aids, mobility issues, non-scheduled medical transportation, personal security issues or minor home modifications. She said the draft policies are generally based on the policies of a former ECCOG program that provided assistance with eyeglasses. She said the Senior Services Advisory Board has recommended ECCOG Board approval of these policies and procedures. Ron Rehfeld moved the proposed policies and procedures for the new Help-MATE program be adopted. The motion was seconded by Pete Kjosness, who asked that the motion include the position that the program may be renewable annually, depending on the availability of funds. The amendment was accepted by Ron Rehfeld, and the motion carried 6-1, with John Nichols opposed.
Energy Impact Grant Awards
Jo Downey reported that all applications submitted from this region in the most recent round of funding under the Energy Impact Assistance grant award program were approved for funding, including Kit Carson County Hospital's request for an air conditioning and heating system upgrade. Elbert County's request for funds for improvements to the Kiowa-Bennett road, which passes oil fields, was approved, in spite of some negative comments from the review board at the hearings in Glenwood Springs. ECCOG received a $32,000 community services grant. (ECCOG had scaled back its grant request from the usual $49,000 level in response to the state's budget difficulties this past year. She said the slight increase in contributions from municipalities, the increase in 2004 in contributions from the counties for administration of the Enterprise Zone program, savings this year from the temporary staffing cutbacks and the frozen salary schedule for 2004, and the one-time state grant to ECCOG for conducting the transportation planning outreach program in this region.all mean that the ECCOG budget is in "okay shape" for 2004.)
For the Energy Impact grant cycle having an application deadline of August 1, two applications were submitted from Cheyenne County, and will go to hearings in October. One application seeks funds for water system improvements in Cheyenne Wells, which the county commissioners ranked #1, and the other seeks funds for overlay of streets in Kit Carson. Jo believes both applications will fare well in the competition. There have been no applications mentioned from this region, so far, for the grant cycle having an application deadline of December 1.
Other Unfinished Business
There was no other unfinished business to come before the Board. Patricia Vice called for a recess in the meeting. During the recess, Ms. Vice presented a plaque to Don Morrison, out-going Colorado Transportation Commissioner, expressing local governments' appreciation for all of Mr. Morrison's support and advocacy for this region over the years. Those present also enjoyed cake in observance of ECCOG's 30th anniversary.
New Business:
Enterprise Zone Contribution Project Brochure
The brochure describing the uses and benefits of the East Central Enterprise Zone tax credit program has been revised, and will include an insert listing designated contribution projects within the Zone. Jo Downey had photocopies of the brochure layouts at the meeting for Board review, as the new brochures have not been printed yet. There will be 2,000 copies of the brochure printed and 500 to 1,000 copies of the inserts. Fewer inserts will be printed as the list of designated contribution projects may change, Jo said.
Staffing Update
Jo reported that the ECCOG Board voted by mail in August, in the absence of a regular meeting, to restore her position and that of Terry Blevins to fulltime status. This move was made possible by the contract between the state and ECCOG for transportation planning outreach, she explained. Elwin Boody, whose resignation was announced to the Board in July, has returned to his ECCOG position as business loan manager, assigned to Prairie Development Corporation.
Outback Express Reimbursement
Terry Baylie told the Board that a final payment on ECCOG's 2002 transit administration contract with Colorado Department of Transportation, totaling $1,645, was never received. She said CDOT has acknowledged the oversight, but since the 2002 funds have been deobligated, CDOT will approve a change order to ECCOG's 2003 contract adding that amount.
Terry said she was contacted by Ron Rehfeld of the Cheyenne County Commissioners, who wanted to know if Colorado East Community Action Agency was aware of ECCOG's public transit program. CECAA apparently provides some transportation services in agency vehicles. Terry said she had requested an opportunity to address the CECAA Board of Directors on ECCOG's transit program and the new Help-MATE program.
Enterprise Zone Boundary Amendment
Elbert County has requested that a nine-acre parcel immediately adjacent to the current western boundary of the East Central Enterprise Zone be added to the zone. Jo Downey told the Board that no people reside in that area at this time. A business is considering expanding to five acres there, and would employ 15 to 20 persons, she said. Having the parcel in the Enterprise Zone would be an added incentive for the business to move there, and it would help local officials market the remaining four acres for other industrial use. Because the entire county is not economically distressed under any of the qualifying criteria, only a portion of the county is included in the Enterprise Zone, Jo said. The nine acres under discussion would qualify, as it is distressed by "lower than state average per capita income" over a two-census tract area. Pete Kjosness moved the nine acre tract as described be added to the Enterprise Zone as requested. Ron Rehfeld seconded the motion, which carried unanimously. The request still must be approved by the Colorado Economic Development Commission before the tract can be added, Jo said.
CDOT Regions/Boundaries
The Colorado General Assembly has required the Colorado Department of Transportation (CDOT) to study ways to minimize or eliminate overlaps among the various CDOT regions. For example, the four ECCOG counties are included in CDOT Engineering Region 1, in Transportation Commissioner District 11, and in the Eastern Plains Transportation Planning Region (TPR). She said the TPR has reviewed the maps of the regions and believes, by an overwhelming consensus, that the system in its present configuration works well for rural eastern Colorado. Ron Rehfeld moved that Jo Downey be directed to draft a letter signifying ECCOG's acceptance of the present boundaries of its Engineering region, its Commissioner district and its TPR. Pete Kjosness seconded the motion, which carried unanimously.
Mailing Costs, Web Site Alternatives
Terry Baylie and Terry Blevins have developed a new website for ECCOG, which will be available on the internet as soon as photographs of the ECCOG Board members are available. The website, www.eccog.com, describes services offered by ECCOG and explains the organization's structure and purpose. It also will include meetings and archives sections, where ECCOG Board agendas and meeting Minutes will be posted, both for current meetings and for past meetings (beginning with July).
Because the agendas and Minutes will be available online, Jo Downey said persons on the ECCOG Board agenda mailing list will be given an opportunity to get their information electronically, either from the website or by e-mail, rather than through the regular mail. This move could result in considerable cost savings to ECCOG, by reducing postage, printing costs and staff time. She said Board members would continue to receive mailed packets containing all of their pre-meeting information, and other persons could receive packets by mail, if they choose. With the Board's approval, these options will be mailed to agenda recipients with the next mass mailing, Jo said.
October Meeting Date and Location
The next meeting of the East Central Council of Local Governments will be Wednesday, October 1, 2003 at 7 p.m. at the Limon Town Hall.
Other New Business
There was no other new business to come before the Board.
Adjournment
There being no further business, Patricia Vice declared the meeting adjourned at 9:29 p.m.
East Central Council of Local Governments
Board of Directors Meeting Minutes
October 1, 2003
Pete Kjosness, vice-chairman, called the regular monthly meeting of the ECCOG Board of Directors to order at 7:12 p.m. October 1, 2003 at the Limon Town Hall, Limon, Colorado.
Board members present included Pete Kjosness, Ron Rehfeld, John H. Nichols, James E. Knox Jr. and John Metli. Staff members present included Maryjo Downey, ECCOG executive director; Terry Baylie, Area Agency on Aging director; and Terry Blevins, Housing Improvement Program director. There were no guests.
Jo Downey asked that a discussion of direct distribution of severance taxes be added to the agenda toward the end of the meeting Ron Rehfeld moved the agenda be accepted as amended. John Metli seconded the motion, which carried unanimously.
The Minutes of the September 3, 2003 meeting were reviewed. John Nichols moved the Minutes be approved as submitted. Ron Rehfeld seconded the motion, which carried unanimously.
Copies of the Financial Report were distributed. The total payroll was $27,006.29 for October 1, 2003, and the total for bills listed for September was $51,421.97. Ron Rehfeld moved to approve the Financial Report for September. John Nichols seconded the motion, which carried unanimously. John Nichols moved the Board approve payment of bills. Ron Rehfeld seconded the motion, which carried unanimously.
Unfinished Business:
Open Records Law/Enterprise Zone Certification Forms
In September, the ECCOG Board approved draft policies for implementing the new Open Records Law requirements pertaining to Enterprise Zone certification forms. At the time, Jo Downey advised the Board that the section of the draft policies requiring requesters to pick the copies up at the ECCOG office, to limit ECCOG's expense in mailing them, would be reviewed by the Colorado Attorney General. At the October meeting, Jo reported that the language had been determined by the Attorney General to be "not in keeping with the spirit of the law," and the phrase has been replaced by "copies will be mailed within three working days of the date of the request."
Transportation Outreach Meetings
Ten of the 16 scheduled outreach meetings designed to get local input from the rural areas of the region have been completed, Jo Downey stated. The outreach effort was funded by Colorado Department of Transportation, to make sure locally identified transportation needs are among those considered when the 2030 transportation plan is developed. The Colorado Department of Local Affairs contracted coordination of the meetings to ECCOG, and Jo said the results have been "most beneficial." An executive summary of all comments will be completed at the conclusion of the meetings and will be submitted with an interim report to DOLA by November 15. She said she also will file a final report in the spring as to how much of the local input was incorporated in the regional transportation plan.
Energy Impact Hearings
Jo Downey said only two applications for Energy Impact Assistance Grants were submitted from this region in the cycle ending August 1. Including the Cheyenne Wells and Kit Carson applications, there were twenty-seven applications submitted statewide. Hearings will be in November at Estes Park. She encouraged local governments with needs to prepare proposals for the December 1 cycle of the grant program; however, she said she understands the difficulty of developing good projects when it's so difficult to come up with local matching funds. Projects that may be submitted include a potential drainage project in Kit Carson and a museum project in Cheyenne County. Lincoln County is postponing applying for bridge funds due to unanticipated extra costs related to another, existing project.
Enterprise Zone Contribution Project Brochure
The new brochure has been printed, and copies were included in Board member packets. Copies have been sent to the various Enterprise Zone contribution projects. The insert for the brochure pocket lists current contribution projects, but will be updated as projects are added. The brochures can be used by the projects in their fund-raising efforts.
Other Unfinished Business
There was no other unfinished business to come before the Board.
New Business:
Municipal Board Member Selection Process for 2004
Jo Downey said notices will be sent to the municipalities in the region advising them that between the second week in October and the second week in November, they need to identify any mayors or council members interested in serving on the ECCOG Board. The nominations should be returned to the ECCOG office by the end of November. If there is more than one nomination from a county, the municipalities in that county will vote for their choices; if the vote results in a tie, then the commissioners from that county will break the tie.
Jim Knox will be retiring from his city council seat because of the term limit, and since ECCOG Board members must be local elected officials, it will be necessary to elect a new municipal representative from Kit Carson County when Jim's term expires.
Outback Express 2004 FTA Funding Allocation
Terry Baylie discussed the proposed 2004 Federal Transit Administration funding allocations for operating, administration and capital equipment requests. Of the 88 applications for grant funds submitted, 63 projects were funded, including 29 of 30 operating and administration requests and 34 of 58 capital equipment requests. ECCOG's operating and administration request ranked 19th, but a similar request submitted a year ago ranked fairly high. Nevertheless, ECCOG is scheduled to receive a $12,000 increase in funding over the current year, and CDOT was able to fund six other applicants who had not applied for funds before. The two buses requested for Kit Carson County were approved for funding.
Minutes and Agendas Options
ECCOG has given individuals on the Board meeting mailing list the option of receiving Minutes and agendas electronically, either by e-mail or by downloading from the website, www.eccog.com. Jo Downey said of the responses received to date, about 80 percent are choosing electronic access to the information. She said she hopes to implement the new distribution method by the November ECCOG Board meeting.
Enterprise Zone Boundary Amendment
In September, the ECCOG Board approved Elbert County's request to include a nine-acre parcel immediately adjacent to the current western boundary of the East Central Enterprise Zone as a part of the zone. The request and the ECCOG Board's decision were forwarded to the State Economic Development Commission, which also approved the parcel's inclusion.
ECCOG Brochure
The ECCOG brochure has been updated to reflect the present regional marketing theme and activities, and Jo Downey said the brochure should be available for use within three weeks. A color photocopy of the new brochure was available for the Board's review. She said the new brochure should be adequate for ECCOG's needs for the next three or four years.
Direct Distribution of Severance Taxes
Pete Kjosness then called for discussion of the added agenda item, a memo from the Colorado Department of Local Affairs regarding the FY2003 direct distribution of severance tax revenues to municipalities and counties. Jo Downey explained that severance tax reviews are split at the state level, with half being placed in a trust fund for the State of Colorado and the other half is placed in a local government fund. Of the latter amount, 15 percent is taken off the top for distribution to towns and counties based on the residences of the severance taxpayers' production employees, as reported to the Department of Revenue. This year, that amount was $2,425,110.
The total of available funds is divided by the total of reported employees to determine how much each local government receives for each of its resident severance taxpayer employees. Jo said Northwest Colorado made an effort to have more employees reported, and was very successful. The intent of the state statute governing severance tax distributions is to count not only each company's employees but also the employees of that company's contractors who are "employed and compensated for the purposes of extracting such crude oil and natural gas out of the ground at the point of first sale." In other words, she said, only production employees should be counted for this purpose. As a result, an Internet taskforce has been created to develop a definition of "employee" for purposes of severance taxpayer reporting, that is easy to understand, by the Colorado Counties, Inc. meeting in December. ECCOG then will work with the local counties to help educate producers, so that next year, there will be fewer uncounted employees.
November/December Meeting Dates and Locations
The next meeting of the East Central Council of Local Governments will be Wednesday, November 5, 2003 at 7 p.m. at the Limon Town Hall. There will be no meeting in December; business will be conducted by mail, unless there is an emergency.
Other New Business
There was no other new business to come before the Board.
Adjournment
There being no further business, Pete Kjosness declared the meeting adjourned at 8:03 p.m.
East Central Council of Local Governments
Board of Directors Meeting Minutes
November 5, 2003
The East Central Council of Governments' Board of Directors met at the Limon Town Hall on November 5, 2003 for their regularly scheduled monthly meeting. Vice-Chairman Pete Kjosness called the meeting to order at 7:00 p.m. with the following board members in attendance: Ron Rehfeld, John Nichols, Pete Kjosness, Larry Reeves, John Metli, Kim Knox and Patricia Vice who arrived shortly thereafter. Board member Ambie Cullens was unable to attend. Staff members present were Maryjo Downey, ECCOG Executive Director; Terry Baylie, Area Agency on Aging director; and Virginia Hubbell, Administrative Assistant. Others present were Sherry Metli and Vivian Lowe.
Ron Rehfeld moved that the agenda be accepted as presented; seconded by John Nichols; motion carried unanimously.
John Nichols moved for approval of the October 1, 2003 minutes as presented; seconded by Ron Rehfeld; motion carried unanimously.
Copies of the financial report were distributed. Jo Downey briefly commented on various accounts. Jo noted that all calendar year funds were on target. There will be a carryover in Impact as the contract was extended for six months. The November payroll totaled $28,085.72, and the total for bills listed for October was $55,123.48. After several questions concerning bills to be paid, John Nichols moved for approval of the financial report as presented; seconded by John Metli; motion carried unanimously.
Upon her arrival, Patricia Vice presided over the remainder of the meeting.
Unfinished Business:
Impact Grant Proposals
Jo Downey reported that the two applications for Energy Impact Funds filed August 1st will be reviewed by the State Impact Advisory Committee on November 6th. Kit Carson applied for funds to assist with their Phase 4 drainage project (curb & gutter, paving) and Cheyenne Wells requested funds to assist with replacement of their main water distribution line (efforts are being made to coordinate this project with a state overlay project). As both requests were from Cheyenne County, the County Commissioners ranked the water project as Number 1 and the street project as Number 2. As there have recently been fewer funding requests, those present were encouraged to think about their communities' needs and consider putting together an application for the next cycle of funding (December 1st deadline). Discussion took place concerning what type of projects would most likely be funded with Impact funds. Pete Kjosness noted the need for turning lanes at the ballfield in Limon. Though this would not be eligible for Impact funds, Pete was encouraged to talk to Gary Beedy (member of the State's Resource Allocation Commission) and turn this safety issue into the Colorado Department of Transportation as a specific project. It was noted that this concern was brought up at the Transportation Outreach meeting in Limon and should be on the list of needs that the state will consider for inclusion in the 2030 Transportation Plan. The struggling economy is a major factor in the decrease in Energy Impact funding requests; i.e., entities do not have matching funds and are trying to "hold together" what they already have.
Heritage Tourism "Brochure"
ECCOG will continue to use the old Outback brochure as long as the supply lasts but because it is important to market the area's local history to those traveling through the area, the Heritage Tourism Brochure is being developed. Copies of the text that will be included in this new brochure were distributed. Jo Downey explained that it contains 21 "images" which are basically 21 panels in travel journal format with an inside pocket. As funds become available, detailed front and back inserts will be customized for use by every heritage tourism facility in the area. When this project is completed, all facilities will be encouraged to work together. There will also be a regional insert listing all historic sites within the area. It is anticipated that the brochures will be ready by ECCOG's meeting in February. This project is being funded with Enterprise Zone Marketing money and match. Those present were asked to review the text and offer input.
Transportation Outreach Meetings
Jo Downey reported that all sixteen 2030 Transportation Plan Outreach meetings have been completed. These were coordinated by ECCOG on behalf of the Colorado Department of Transportation and the Colorado Department of Local Affairs. A preliminary report has been filed with DOLA. Jo felt that the meetings were very beneficial and noted that action has already been taken on several issues (not those on the long term plan) that were brought up. Ann Skinner, Transportation Region 1 liaison, is taking all the small requests that have come up to CDOT's traffic engineers trying to see what can be done in the near immediate future. Jo noted that calling attention to these concerns is an extra benefit as they are not future transportation plan issues. These meetings have also generated interest in undertaking several new potential projects. Jo Downey noted that those attending the Eastern Plains Transportation Planning Region (TPR) meeting held on November 3rd went through the vision statements and Jo thought that all eight counties represented at the meeting were pleased, with very few changes being made. The next meeting of the TPR to finalize the vision statements will be held in Sterling on December 5th starting at 9:30 a.m. The formula for the distribution for "Other Regional Priorities" was also handed out at the November 3rd meeting with no changes being made although there was a set aside in the Mobility portion for eight million dollars for congestion. The only projects in this category in Region 5 slated for 2005 are engineering and design on a project on Hwy. 86 and a small amount of engineering on I-70. The current listed projects for the next three years are priorities from the old plan and the new projects have not yet been developed or prioritized. Brief discussion also took place concerning future rail activities. There is a study underway to look at the benefit of a north/south rail line east of the metro areas, possibly somewhere between Bennett and Limon. It was noted that there is talk of taking out the rail sidings at many of the smaller towns along the main rail line.
Direct Distribution of Severance Tax
Jo Downey recently attended a meeting coordinated by the Colorado Municipal League and the Department of Local Affairs to discuss what might be done to insure a more equitable distribution of severance taxes. In looking at the Department of Revenue's regulations and guidelines for such distribution and how they can be interpreted, those present agreed that "everyone needs to play by the same set of rules" and The Department of Revenue needs to approve a set of instructions for production companies. Those present were encouraged to attend another upcoming meeting concerning this issue. Downey stated that COG would play a strong role in trying to educate area production companies on what to report to ensure that all production employees are counted.
2004 Area Agency on Aging Service Applications
Copies of a summary of the applications received by ECCOG from various service providers within the four-county region requesting funds to provide services in 2004 were included in Board packets. Terry Baylie reviewed these requests and outlined the Senior Services Advisory Board's funding recommendations. The agency, Care Providers, Inc. which has been providing Homemaker/Respite Care services in Elbert, Lincoln and parts of Kit Carson Counties has terminated their contract to provide services. However, one of their employees was interested in trying to form a new agency and purchase this business. The Departments of Social Services in Lincoln and Elbert Counties were contacted about the possibility of providing these services for their respective areas but this did not appear to be something that they could do. At the time the Senior Services Board (SSB) met, it was not known if the individual wishing to start the new agency would be successful in putting together the funding, etc. Therefore, the SSB recommended that ECCOG apply for a waiver to directly provide these services if this other option did not work out or if no one else wanted to apply.
Since then, funding has been found, the agency has been reorganized, and it is now known as Eastern Colorado Home Care. As there are still several details to work out, the state suggested that ECCOG contract with this group for the balance of this year and then ask the agency to submit an application for next year. The Colorado East Community Action Agency has applied for funds to provide health insurance counseling services again next year. However, this agency does not have a director at this time and those present questioned the current stability of Colorado East. It was reported that after a great deal of discussion at the recent SSB meeting, the SSB Board recommended to go ahead and fund this agency but if this did not work out, to go ahead and explore other possibilities for these funds. Other applications included continuing applicants Cheyenne County Public Health and the Kit Carson County Public Health Agency to provide Homemaker/Respite services. The only new application came from the Lincoln County Department of Social Services for the Grandparenting Program on behalf of the entire region.
Those present discussed in detail Colorado East Community Action Agency's role as it relates to ECCOG's programs and how the funds ($3,500) would be utilized if CECAA's request was denied. The services currently provided by CECAA outreach workers could be undertaken by East Central COG's Area Agency coordinators since this training has been provided to them as well. These funds could then be used for other services as long as they fell under the categories of health promotion, medicine management or disease prevention. ECCOG would need to apply for a waiver if they were to provide this service directly. After further discussion, John Nichols moved to deny Colorado East's request for funding which was seconded by Ron Rehfeld. Additional comments included: "It appears to some that CECAA's administration is in transition and therefore the agency doesn't have the capacity at this point to administer this program." And, "Once the agency is strong, it could reapply next year." The motion on the floor was unanimously approved. John Metli moved to approve contracting with Eastern Colorado Home Care to continue provision of the same services at the same rate through 2003 which were being provided by Care Providers, Inc. This motion was seconded by John Nichols; motion carried unanimously. Ron Rehfeld moved for approval of 2004 funding as recommended by the SSB for Part B services to Cheyenne County Public Health, Eastern Colorado Home Care, and the Kit Carson County Public Health Agency. This motion was seconded by John Nichols. Motion carried unanimously. John Metli moved for approval of 2004 funding as recommended by the SSB for Part E services to Eastern Colorado Home Care (family caregiver services) and Lincoln County Social Services (Grandparenting Program). This motion was seconded by John Nichols; motion carried unanimously.
Enterprise Zone Contribution Project Request
A request was brought before the Board from the Elbert County Economic Development Council to consider designating their economic development efforts as an Enterprise Zone Contribution Project. Copies of this request were included in Board packets. Jo Downey recommended that this request be approved. Pete Kjosness moved to approve the EZ designation request from the Elbert County Development Council which was seconded by Ron Rehfeld; motion carried unanimously. This request will be forwarded to the State Economic Development Commission for consideration of approval on December 2nd. As new Enterprise Zone projects are approved, inserts for the EZ brochures will be updated to include the new designees.
Assistant Accounting/Front Desk Position
As ECCOG's Assistant Accounting/Front Desk receptionist recently resigned to take a job in Denver, this position was advertised and nine applications were received. Four will be interviewed. Jo Downey talked about what this job entails and explained that existing COG staff are sharing the duties of this position as best they can until someone is hired. If none of the applicants have the necessary skills needed, the position will be revamped and re-advertised. As this person oversees the Energy Foundation Program and must be able to sign checks for this program, a new signature card will need to be signed by those who are authorized to sign ECCOG checks. Brief discussion took place concerning the Energy Foundation Program which is similar to the LEAP Program but is used mainly for emergency situations where utility shut-off is probable.
2004 Title II and Title VII Grant Application
Copies of this application were included in Board packets for their review. Terry Baylie summarized the contents and briefly explained some of the changes being made from that of last year. Funds are being transferred out of Part C2 (Home Delivered Meals Program) into Part C1 (Congregate Nutrition Program) and B (Support Services). As the agency that applied to provide "health promotion" was not funded, a TBD (to be determined) will be placed by that category for the time being. Terry noted that the SSB has reviewed and recommended approval of this application. John Nichols moved to approve the submission of the application as presented which was seconded by John Metli. There being no further comments, the motion was unanimously carried.
It was noted that health promotion funds can not be used to assist with prescriptions. Terry Baylie will mail copies to the Board of what can and cannot be funded with these funds.
ECCOG Brochure
Copies of the new COG brochure were included in Board packets. Jo Downey noted that this is the first time in 5-6 years that the COG brochures have been reprinted. The new brochure uses the theme of Colorado's Central Plains logo and a format similar to the old brochure. Additional copies were available for those needing more.
2004 Budget
Because the ECCOG Board is not meeting in December, copies of a draft COG budget were mailed to Board members. Jo Downey commented on various budget categories noting that there are only slight differences from last year's budget. Salaries remain the same and the amount for the yet to be filled position will be less since the new employee will start at a lower step. There will be an increase in the FTA (Federal Transit Administration) Capital Grant which is used to help purchase mini-buses for entities within the region, and an increase in FTA's Operating Grant which is used for bus drivers salaries, etc. County dues remain the same while there is a slight increase in dues from the fifteen incorporated municipalities. Jo commented on various categories within the budget. John Nichols moved to approve ECCOG's 2004 budget as presented which was seconded by Jim Knox. It was suggested that a comparison of differences between the current budget and the proposed budget for the following year would be helpful. Downey stated that this could be done in future years. The motion on the floor was carried unanimously.
January Date and Location
The next meeting will take place on January 7, 2004 at the Limon Town Hall. The current Board will close out December business at this meeting.
Other
Terry Baylie reported that the change order from the Colorado Department of Transportation has not yet arrived although it is expected shortly. An update has also been received from CDOT stating that the contracts for 2004 will be out by the end of November.
Adjournment
There being no further discussion, the meeting was declared adjourned.
There was no meeting of the
East Central Council of Local Governments
Board of Directors in December, 2003.
