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Allen Alchian

Lewis-Palmer D38 Board of Education, June 17 – Board approves budget, discusses real estate options

By Harriet Halbig

The Lewis-Palmer D38 Board of Education held a public hearing before its June 17 regular meeting to offer the public the chance to comment on the proposed budget before the vote.

Chief Business Officer Brett Ridgway offered an overview of the budget, explaining that revenue for the district comes from various sources including funds from a 1999 Mill Levy Override (MLO), per pupil operating revenue (PPOR) from the state, cash in the general fund, and funding from local and federal sources such as grants, nutrition services, and special education funding.

The Taxpayers Bill of Rights (TABOR) requires that the district also maintain a 3% separate fund.

Ridgway said he tries to present a balanced budget at the beginning of each year, but changes can be made during the year due to unforeseen events.

He said that due to Senate Bill 2024-017, there is an additional $8.5 million to work with. This funding has been designated to create a center for Career and Technical Education (CTE). The site for this center has been approved for purchase and public forums to collect information on priorities and potential use are planned.

This $8.5 million has been placed in a separate capacity fund along with $2 million available funding for a total of $10.5 million.

For details on this project, please see the June issue of OCN.

Ridgway said it is important to understand the source of all district revenue and presented detailed pie charts to demonstrate this. Please see boarddocs on the lewispalmer.org website under the Board of Education to view these charts.

Ridgway said although there has been a large increase in property taxes this year, that does not translate to a larger amount coming to the district. Instead, it means that the portion of funding provided by local sources is increased while the portion provided by the state decreased.

Regarding student count, Ridgway said that student count numbers have remained stable over the past few years. Although there is a great deal of construction underway in the area, it is too soon to see how many students will move to the area.

Taking all information into account, Ridgway estimates an additional 6.2% in revenue for the coming year. Considering that 80% of the district’s expenditures involve compensation and benefits, this would translate to a potential increase in compensation of an average of 6%.

Ridgway also explained that the MLO passed in 1999 provides $4 million per year which, when adjusted for inflation, now would equal about $2.4 million.

Monument Academy’s board has approved its budget, but the D38 board must also do so as the chartering entity.

There were no public comments.

Recognitions

The board recognized Monument Hill Kiwanis for its Stars of Tomorrow Talent Show, offering performing arts students the opportunity to perform in front of an audience. Third-place winner in the high school division Rowan Vaughn spoke of the value of this experience and performed her award-winning song. She also sang the national anthem at the beginning of the meeting.

Above: After Rowan Vaughn sang her third-place winning piece from the Stars of Tomorrow competition, the board heard a presentation on the Stars of Tomorrow contest from Monument Hill Kiwanian Rich Strom. The competition took place on Sunday, March 17, at Palmer Ridge High School as an opportunity for elementary, middle, and high school students to perform before an audience and judges to receive feedback on their performances. Contestants sang, performed drama pieces, played musical instruments, and did dance and comedy routines. Auditions were held with 58 applicants of which 20 were selected to perform before an audience of 400. From left are D38 board members Todd Brown, Ron Schwarz, Dr. Patti Shank, and Kris Norris, Monument Hill Kiwanian Strom, Acting D38 Superintendent Amber Whetstine, Kiwanis President Scott Ross, Bill Kaelin, Vaughn, and Max Williams. Photo by Jackie Burhans.

Kiwanis President Scott Ross thanked the board for their support and partnership and showed a video of the auditions for this year’s contest.

Above: Director of Planning for D38 Melissa Andrews introduced President and Chief Executive Officer Jason DeaBuenno, Director of Healthcare Integrations and Strategy Adrienne Timmons and Tri-Lakes Program Manager Sue Walker, all of Silver Key Senior Services, formerly known as the Silver Alliance, which has had a long partnership with D38. In June 2022 it moved into the Grace Best building, remodeled a wing of the building, and have provided a variety of services for seniors in the area. DeaBuenno thanked the Kiwanis and said he was inspired to consider a talent contest for older adults in the community. He also expressed his thanks to the district for allowing Silver Key to use the Grace Best facility. Silver Key’s commitment is to have a long-term standing in the community. Walker has been part of Tri-Lakes Senior Center for over eight years. She has been in the district since 1995, and her two girls went through the school system, which she called an excellent district. She thanked the maintenance department, the building manager, and Administrative Assistant Vicki Wood for their support. Timmons said her role is to bring resources to the center and has felt well-embraced in the school district. She encouraged the board to stop by the center. From left are board members Ron Schwarz, Dr. Patti Shank, and DeaBuenno, Acting Superintendent Amber Whetstine, Walker, D38 board member Todd Brown, Timmons, and board member Kris Norris. Photo by Jackie Burhans.

The board also recognized Silver Key Senior Services for its activities in the district. Silver Key President Jason DiaBueno thanked the district for its partnership and the use of part of Grace Best Education Center for the new area Senior Center. He also introduced other members of the Silver Key administration.

Budget approved

The board approved the 2024-25 budget as presented.

Real estate discussion

Ridgway and Director of Planning, Facilities and Grounds Melissa Andrews presented a map and explanation of a recent surveying of the district’s property between Second Street and Santa Fe Avenue and between Jefferson Street and Adams Street in Monument.

Ridgway explained that the board had requested this action to determine whether there was a way to subdivide the property and sell portions of it for other uses. He said that there is a 2-acre site in the area which could be sold and still allow access to the bus barn area and playing fields. He said that Tri-Lakes Cares has expressed potential interest in this site.

Ridgway said the Town of Monument currently lacks an official planner and therefore any action would probably be delayed up to six months.

In the following board discussion, it was asked whether the surveying efforts could be applied in the future if a decision could not be reached at the meeting.

Ridgway said that the results of the survey would remain valid.

Director Todd Brown said he would prefer to wait until there is a potential buyer before proceeding. He suggested that Ridgway contact Tri-Lakes Cares on the board’s behalf.

Ridgway said the work thus far was intended to create a marketable parcel ready to act on. He wished to isolate Grace Best in the process due its service as the location of the Home School Enrichment Academy and to isolate the playing fields as they are maintained by the town.

He also said he did not want to combine the current enterprise center with Grace Best.

Ridgway agreed that he will contact Tri-Lakes Cares regarding its interest.

Palmer Ridge High School turf fields approved

Ridgway reported that the board has received a proposal from donors to fund the purchase of artificial turf for the football, baseball, track, and softball fields at Palmer Ridge High School.

These fields have posed a problem due to drainage issues causing muddy conditions. This has robbed teams of their practice time and prevented them from hosting games.

As owner of the property, the board must approve such action.

The board passed a resolution to accept the donation of funds for the purchase of turf.

The board approved a calendar of meeting dates for the 2024-25 school year. The meetings in January and February will be held on Tuesdays due to federal holidays on the third Monday.

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The Lewis-Palmer District 38 Board of Education meets on the third Monday of the month at its learning center, 146 Jefferson St. in Monument. The board does not meet in July. The next meeting will be at 6 p.m. on Aug. 19.

Harriet Halbig may be reached at harriethlbig@ocn.me.

Other Lewis-Palmer D38 Board of Education articles

Monument Academy School Board, June 13 – Board members sworn in, budget re-adopted

By Jackie Burhans

Monument Academy (MA) held its regular meeting in June to swear in board members and assign board positions, re-adopt the 2024-25 budget, approve the purchase of its East Campus modulars, and update policies.

Board members sworn in, positions assigned

Board President Ryan Graham swore in returning board member Lindsay Clinton and incoming board member Jelinda Dygert. Clinton’s second term and Dygert’s initial term begin on July 1. The board discussed, nominated, and confirmed members for the following positions:

  • President Ryan Graham
  • Vice President Lindsay Clinton
  • Treasurer Craig Carle
  • Secretary Jelina Dygert
Above: At the June board meeting, President Ryan Graham (not pictured) swore in returning board member Lindsay Clinton and incoming board member Jelinda Dygert, whose terms begin July 1. Clinton retains her position as board vice president, and Dygert will be the board secretary. Pictured are Clinton, left, and Dygert. Photo by Jackie Burhans.

2024-25 budget re-adopted

Acting Chief Financial Officer Glenn Gustafson requested that the board re-adopt the 2024-25 budget. This was not an amendment, he said, but a replacement for the budget they adopted last month. He said he had the final information on staffing for the Home School Enrichment program and wanted to appropriate the money to buy out the modular units. Finally, given that MA has adopted new health benefits he wanted to put the Health Reimbursement Agreement money into the right account. Although he had already posted the budget and submitted it to D38, he let Chief Business Officer Brett Ridgway know there would be changes.

Graham made the three standard budget motions for appropriating funds, inter-fund borrowing, and using beginning balances, which the board unanimously approved.

Modular purchase

Gustafson noted that MA had entered into a lease agreement rather than a lease-purchase agreement for four modular units. The units are essential, he said, and are combined to make four classrooms. The lease conditions are not favorable, Gustafson noted, saying that the rental cost of $52,000 per year was significant and could increase annually and there was no option to buy. The space will always be used, he said, even after the expansion of the campus. After negotiations, he came to an agreement with the vendor to purchase the modular units for $175,000, which would take three years to pay off.

Graham said that when the lease was approved in 2022, it was supposed to be short-term while they refinanced to do the buildout, but that had not happened. Though he understands it’s a lot of money, even when MA breaks ground it would take 12-18 months to complete construction.

Gustafson said his goal was to cut a check in the first week of July so that MA would have no lease payments in FY24-25. The board unanimously approved the purchase of modulars.

Major Gifts and Corporate Sponsorships program

Executive Director Collin Vinchattle said he received a lot of feedback that the MA community would like to expand facilities, high school programs, and electives. He and Gustafson are working with the administration on a five-year capital improvement plan. He said that bond refinancing would not be able to cover all projects.

Vinchattle requested the board consider a donation coordinator position to focus on large gifts to MA. This person would reach out to donors, keep legacy donations moving forward, and possibly run a capital campaign. He noted that MA could consider different compensation structures from a percentage to a base salary plus percentage and the position could be evaluated semi-annually. He said things to consider include the initial cost, role clarification, definition of a major gift, and end goals.

Graham asked Vinchattle and Gustafson to explore this and bring back a proposal. He expressed appreciation for Operations Manager Jake Dicus and all he has done over the years and appreciates that these two roles would work collaboratively. Vinchattle said he would touch base with each board member to gather their input.

Highlights

Board meeting highlights include:

Above: At the June 13 MA School Board meeting, board member Craig Carle spotlighted outgoing interim Executive Director Kim McClelland. McClelland, who also serves as executive director of the New Summit Charter Academy, has served since the departure of Merlin Holmes. Carle thanked her for her steady leadership, saying she had left a legacy at Monument Academy. Board Vice President Lindsay Clinton joined Carle to present a certificate and gift to McClelland. From left are Clinton, McClelland, and Carle. Photo by Jackie Burhans.
  • Carle and the entire board recognized outgoing interim Executive Director Kim McClelland. Carle presented McClelland with a certificate and gift. McClelland thanked the board for the opportunity to serve in her own backyard.
  • Vinchattle reported on the excitement of the first graduation from Monument Academy’s East Campus, which included 21 high school students. He noted that it was a beautiful day on the school’s front lawn, with speeches by Graham and valedictorian Scott Kohlhase.
  • Vinchattle reported that the secondary school administrative team was in place with Angela Duca as principal and Jessie Davis as assistant principal.
  • The board approved changes to Policy 1500B Executive Director to update the position title, noting it would not be renumbering the policy. It also approved Policy 1500C Chief Financial Officer, removing the information on procurement, which has been moved to a separate policy.
  • Finance Director Laura Polen presented the April financials, highlighting three streams of revenue that are still outstanding. She reviewed expenses and revenues highlighting the general fund, bond repayment funds for each campus, and the student activity fund.
  • Graham confirmed that construction on Highway 105 and around the West Campus should be completed by the time school starts in August. However, construction on Highway 105 itself will continue.
  • The board unanimously approved a resolution to change the authorized signatures for its ColoTrust account to add Polen. It also approved signature authorizations for its Integrity Bank accounts to add Polen and Business Manager Diane Smith.
  • The board unanimously approved a contract with Gustafson as interim CFO for fiscal year 24-25.
  • The board unanimously approved a contract with the Monument Police Department for school resource officers with a small price increase and other changes to reflect the makeup of each campus.
  • Vinchattle asked to delay the vote on the MA/D38 contract until the July board meeting to give him more time to review the contract since he was new in his position. The board agreed to wait for the vote.
  • The board voted unanimously to approve a contract with All Copiers, its current company, upon the recommendation of Dicus based on the negotiated cost per copy and the relationship established with the company.
  • The MA board will hold a retreat on July 12 at 9 a.m. in the Platinum Group conference room.

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The MA School Board meets at 6:30 p.m. on the second Thursday of each month. The next regular board meeting will be on Thursday, July 11, at 6:30 p.m. at the East Campus. For more information, visit bit.ly/ma-boe.

Jackie Burhans can be reached at jackieburhans@ocn.me.

Other Monument Academy articles

Donald Wescott Fire Protection District, June 26 – Merger process prompts final transfers; 2023 audit unmodified

By Natalie Barszcz

At the Donald Wescott Fire Protection District (DWFPD) meeting on June 26, the board received an update on the merger process with Tri-Lakes Monument Fire Protection District dba Monument Fire District (MFD), held a public hearing, approved an exclusion of real property, and approved the transfer of a fire station, the Volunteer Firefighter Pension Fund (VFPF) plan, and a substantial fund balance to MFD. The board received and approved the presentation of the 2023 audit. The VFPF Board of Trustees held a meeting before the regular meeting.

District merger final transfer actions

Emily Powell of Ireland Stapleton Pryor Pascoe PC law firm, the district’s attorney, said the June and July district meetings are down to the final transfer actions. The following transfers were requested:

  • The VFPF be transferred to MFD for administration effective Aug. 1.
  • A substantial fund balance to MFD.
  • The Sun Hills Station (formerly DWFPD Station 3) serving two nonprofit emergency services and additional storage for MFD.
  • The exclusion of real property belonging to the two remaining board members. See www.ocn.me/v24n5.htm#dwfpd.

Powell recommended Wescott retain a fund balance of $65,000 to cover its attorney fees, and the District Court will act on the requests. The merger process is down to the end, she said.

President Charles Fleece asked if the retained sum would be enough in the event that any damage occurs at the Sun Hills property.

Powell said, after discussing the sum with Fire Chief Andy Kovacs, the anticipated $46,000 was bumped to $65,000 through the end of 2024, and MFD agrees to pay any outstanding bills.

District Administrative Officer Jennifer Martin said MFD pays the utility bills for the Sun Hills property.

Powell said the reason the two properties remain in the district is to allow the remaining board directors to continue dissolving the district. All of the other properties in the Wescott district were transferred in April onto the El Paso County Assessor’s books to be assessed under MFD for fire service and EMS beginning Jan. 1, 2025. The paperwork will be signed to transfer the two remaining properties before the end of 2024, said Powell.

Public hearing and approval

Powell opened a public hearing on the proposed exclusion of real property from the district and said the public hearing had been duly published as required by law. Upon hearing no public comments, the hearing was closed. The board was asked to approve the following:

  • The exclusion of real property, Resolution 24-04 approving the exclusion of the two remaining real properties belonging to the remaining board members. See www.ocn.me/v24n5.htm#dwfpd.
  • The quit claim deed transferring the Sun Hills Fire Station to MFD.
  • Joint assignment of the VFPF plan and joint letter authorizing direction on the plan.
  • A letter authorizing the Firefighters Police Pension Association (FPPA) requesting the transfer of the VFPF plan to MFD as the sponsoring employer.
  • The fund balance transfer to MFD.

The board unanimously approved and signed the resolutions and legal documentation for the requests.

2023 audit

Mitchell Downs of Erikson Brown and Kloster said the firm is now part of CBIZ. The decision was made by the partners to secure the staff due to a nationwide shortage of accountants. Downs presented the 2023 audit and said the district had five adjustments that occurred due to tweaking financial statements, one was requested by district staff and the other entries related to the VFPF. Most of the disclosures were also related to the VFPF. There was not a lot of activity, but nevertheless everything was focused on and tested. The district 2023 audit received a clean or unmodified opinion and will be electronically uploaded to the state portal. The district budget required significantly less work due to limited activity and cost less than the budgeted $16,000. The audit was completed with cross-referencing the MFD audit and available a month ahead of last year’s audit, said Downs.

The board approved the 2023 audit as presented.

Note: For more information, see the MFD article on page < 14 > and visit www.monumentfire.org.

The regular meeting adjourned at 5:33 p.m.

Volunteer Firefighter Pension Fund Board of Trustees meeting

Volunteer Firefighter Pension Fund Trustee Mike Badger requested the trustee status in regard to voting during meetings.

Powell confirmed the volunteer trustees are voting members of the board, and that in the past there had been a misuse of terms before her time reviewing the minutes. The trustee board members are the five board members and the two volunteers elected from among the membership, and at the next meeting when the VFPF will be managed by the MFD board the trustees will be seven members and the two volunteers elected.

The board approved the November minutes as published, 3-0. Treasurer/Secretary Mike Forsythe joined the meeting after the vote.

Allocation report

Kovacs requested the board review the allocation report and said no action was necessary.

Pension Fund status

Badger said the allocation spreadsheet was developed years ago to track the data from FPPA and the status of the VFPF. At the beginning of 2023, the fund began with $907,397 and ended the year with $914,896, just shy of a $7,500 increase after all payouts and fees were made. The fund always increased until the downturn and at one point the fund was down by about $150,000, but it is making a comeback. At the end of the first quarter of 2024, the fund had $930,000 and realized a gain of $15,134. The second-quarter figures will be made available at the Nov. 13 meeting. Sadly, some volunteer firefighters passed away, but when that happens the fund becomes healthier. The fund is doing well, said Badger.

Fund transfer

Powell said as part of the merger process, one of the final action items is the transfer of the VFPF to MFD as the sponsoring employer. That action will take place at the regular board meeting. The Wescott district will dissolve at the end of the year, but the fund does not go away and will carry on with the same benefits and beneficiaries. Several board actions in connection with the fund will happen at the following regular meetings later in the evening, effectively assigning all of the rights to MFD. MFD will set up a relationship with FPPA, and once approved and signed the documents will be sent to FPPA, and the process will likely be completed in July. The fund will remain wholly intact, with the same pool of volunteers, and kept separate, even though MFD does not have a volunteer firefighter pension plan. The Wescott volunteers will be the only recipients and should not experience any interruption in their benefits. The transfer will be totally transparent to the recipients, said Powell.

Badger thanked Martin for facilitating the dissemination of information and keeping the volunteer trustees informed.

The VFPF Board of Trustees meeting adjourned at 4:22 p.m.

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Meetings are usually held on the fourth Wednesday of the month. The next regular meeting is scheduled for July 24 at 4:30 p.m. at Station 1, 18650 Highway 105. For Zoom joining instructions, agendas, minutes, and updates, visit www.monumentfire.org or contact Director of Administration Jennifer Martin at 719-484-9011.

Natalie Barszcz can be reached at nataliebarszcz@ocn.me.

Other Donald Wescot Fire Protection District articles

Black Forest Fire/Rescue Protection District, June 19 – Impact fee study discussed; additional funding received

By Natalie Barszcz

At the Black Forest Fire Rescue Protection District (BFFRPD) meeting on June 19, the board received advice about implementing impact fees and heard the district had received the anticipated funding from the state. The board heard about the district’s wildland team deployment status and approved a proposal from Lexipol to develop the district’s policy manual. The board held an executive session to discuss negotiations regarding the district’s ambulance service.

Director James Abendschan was excused.

Special District Emergency Services funding

District counsel Linda Glesne joined the meeting via Zoom and advised the board on several changes in the state Legislature that allows Special District Emergency Services to increase funding. See www.ocn.me/v24n6.htm#bffrpd.

Glesne said the following:

  • The state Legislature passed SB24-194 allowing special districts that are not under the jurisdiction of another political body to develop impact fees.
  • The bill also allows for the creation of a sales tax within the district subject to voter approval.
  • The impact fee portion will need to be underpinned by a study demonstrating the need to establish impact fees for the operation of the district.
  • Specific language within the bill mandates a rational basis for adopting a fee that should be no greater than necessary.
  • Discretion should be in play, and the study should focus on a cap or ceiling and assess reasonable anticipated growth.
  • The impact fees can only be assessed for capital facilities, equipment, and apparatus wear and tear.

Chair Nate Dowden said the board had no appetite for collecting sales tax and asked if the Legislature limits the use of impact fees, noting the stipulation that fees cannot be used for additional staffing. Hypothetically, a development could necessitate a new station which would cost the most, and the fees would cover the construction but not any additional staffing, he said.

Glesne said that before adopting an impact fee, the study would look at the district’s projected growth overall and not just one development. The district can already provide service to multi-story buildings, but the study will address the latter not the former. The study will assess how much impact the growth will have on the fire district. Glesne also said:

  • The board should consider the impact fee and implement it Jan. 1, 2025, with a view to the future and an anticipated growth model.
  • The impact fees cannot be collected for any development already in the construction phase, and fees cannot be collected until after Aug. 7, 2024.
  • The impact fees will be applied upon construction activity when the building permit is approved, and the fee collected will be distributed to the district.
  • Any existing residence or commercial property that changes its footprint above a set square footage would also be assessed an impact fee.
  • The board will establish the fee and additional square-footage limits for existing properties and uniformly apply the fees.
  • The board can revisit the impact fee scale in the future but cannot charge fees on a case-by-case basis.
  • The bill allows fee waivers only for low-income and affordable housing units.

Glesne advised the board to begin pursuing the study and have all its “ducks in a row” ready to adopt the impact fees after Aug. 7. She suggested the board budget at least $20,000 and probably more for the study. Glesne added that a couple of completed impact fee studies with a skeleton request for proposal (RFP) would be forwarded to the board.

Treasurer Jack Hinton said he thought the study would likely be in the range of about $50,000 and it would be hard to appropriate funding for the study until the district receives the bids.

District receives state funding

Fire Chief PJ Langmaid said the day after the May board meeting the reimbursements for SB-23B-001 and SB-22-238 were deposited into the district’s bank account. The funds were allocated via the El Paso County Assessor’s Office with the property tax revenue in April. The additional funding is available for the board to move forward with the Lexipol policy manual development and conduct the impact fee study, he said.

Background: During the budget process in 2023, the district expected to incur lost tax revenue in 2024 of about $373,301, after Proposition HH failed on the November ballot and the state Legislature held a late November 2023 “special session” that resulted in a reduction in property taxes that took away tax dollars from special districts. See www.ocn.me/v23n11.htm#bffrpd. The state promised to reimburse fire district revenue losses, and the district received the following reimbursements:

  • $264,429 for SB-23B-001.
  • $213,440 for SB-22-238.

The state gave back more than anticipated for a total of $477,876, just over $100,000 in additional revenue.

Note: The Board of Directors adopted 14.951 mills for 2024, approving $4.969 million for the budget. The 2024 budget will require amending to reflect the additional funds received.

Wildland fire team deployments

Langmaid said the district was not deployed (at the time of the meeting) and it was uncertain if district would be needed in New Mexico due to torrential rains in mid-June, but the district is available to deploy with the Type 6 brush truck if needed. The wildland team would have deployed to California, but the Type 3 engine is not available due to a significant number of cracks in the aluminum body and mounts. District Mechanic Gavin Smith evaluated the engine and advised against deploying the Type 3 due to the cracks and risk to the engine. Deputy Chief of Operations Chris Piepenburg and Smith have a plan to retrofit the Type 3 cab and chassis, allowing the apparatus to remain in service within the district and avoid the cost of replacing the apparatus.

Hinton said aluminum is fixable and he would like to see the damage.

Piepenburg said a new rear box (pump and tank) would typically be about $250,000, but the plan is to accomplish the retrofit for about $125,000.

Langmaid said he agrees with the retrofit, but the purchase will be dependent on the revenue generated by the wildland team deploying with the Type 6 brush truck in 2024.

Hinton said it is a problem if the wildland team cannot deploy and make money to pay for apparatus repairs.

Piepenburg said the Type 6 brush truck will eventually be deployed, but the requests from California are for a wildland team with a Type 3 engine only.

Lexipol proposal

Glesne provided advice to the board after reviewing the Lexipol contract and said the district’s right to terminate the contract will not be before the end of 2025. The board should allocate revenue to cover the year-and-a-half contract, she said. The contract will need to be corrected to renew Jan. 1, 2026 and not July when the pro-rated half year begins. The contract has limited indemnity, but that is not uncommon in IT contracts. The board could ask for that to be removed, but Lexipol may not be willing to make the change because it is not offering a lot. A lot of agencies are using Lexipol, and the scenario of a lawsuit is unlikely to occur. Lexipol provides a quality product and a warranty that states it is following all of the appropriate laws of the jurisdiction and U.S. laws, living up to the standard of professional service providers, said Glesne.

Hinton voiced concern over Lexipol removing the policy manual if the district decided not to renew the contract.

Glesne said the online portal would close and the district would need to download the policy manual before terminating the contract and make the necessary changes to the content before re-adopting the policies. The policies would be for internal purposes only, she said.

Dowden said the document may only be online and unavailable to print.

Vice Chair Kiersten Tarvainen requested clarification on the right to retain the policies produced for the district during the contract.

The board approved the Lexipol policy manual development contingent on the items that needed clarification or amending and authorized Langmaid to execute or nominate a designee in his absence.

Financial report

Hinton said that as of May 31, the district had about $2.7 million in the General Operations Fund and a combined total of about $3.654 million (includes reserve funds, deployment operations, and TABOR). The district received about $250,775 in county taxes and $337,000 in wildland deployment revenue. The annual payment of $45,000 was made for the 2022 Pierce Enforcer 4395 engine. The district’s total expenses year to date are about $2.4 million. The district is at 40% of the anticipated budgeted expenses and 1.66% below the projected expense budget, he said.

The board accepted the financial report as presented, 4-0.

Langmaid said the only notable expense was $9,000 to Hoelting & Sons for the 2023 audit.

Chief’s report

Langmaid said:

  • He had been invited to speak at 2nd Battalion (General Support), 4th Aviation Regiment at Fort Carson.
  • The board received two concrete proposals for review and discussion at the July meeting, approval in August with pouring of concrete in September.
  • Staff completed about 2,323 training hours in May.
  • The district continued EMS and fire training with Monument Fire District (MFD).
  • The district responded to a small structure fire on Highway 83 with MFD.
  • The fire danger signs around the district are checked daily and updated when needed as fire conditions change.

Fireworks concerns

Tarvainen asked about the district’s plans for the Fourth of July fire danger change in operations coverage.

Piepenburg said that depending on the weather conditions that are forecasted to be hot and dry over the next few weeks, extra precautions and upstaffing will likely be made on and around the Fourth of July holiday, as residents set off more fireworks than usual and the fire danger challenges become greater; it is always a dangerous day.

Langmaid said the big challenge is due to fireworks not being illegal in the county. State law only requires an evaluation one week before announcing any fireworks ban for the Fourth of July. A significant issue occurred July 4, 2022 in Black Forest when about 50 to 100 mortars were launched at a property and law enforcement almost brought in an explosive ordinance disposal team, he said.

Executive session

The board moved into executive session at 8:34 p.m. pursuant to Colorado Revised Statute 24-6-402(4), (e) to determine positions relevant to matters that may be subject to negotiations regarding the district’s ambulance service.

After the meeting, Logistics Officer Rachel Dunn confirmed that no action was taken when the board returned to the regular meeting and then promptly adjourned at 9:03 p.m.

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Meetings are usually held on the third Wednesday of the month at Station 1, 11445 Teachout Road, Colorado Springs. Meetings are open to the public in person or via Zoom. The next regular meeting is scheduled for July 17 at 7 p.m. For joining instructions, updates, agendas, minutes, and reports, visit bffire.org or contact the Administrative Office at admin@bffire.org or call 719-495-4300.

Natalie Barszcz can be reached at nataliebarszcz@ocn.me.

Other Black Forest Fire/Rescue Protection District articles

Monument Fire District, June 26 – Controlled burn successful; station rebuild design approved

By Natalie Barszcz

At the Monument Fire District (MFD) meeting on June 26, the board heard about the outcome of the controlled burn in Monument Preserve, approved the Station 3 rebuild design and a land purchase for a future station, received updates on the station remodels, approved the transfer of the Donald Wescott Fire Protection District (DWFPD) Volunteer Firefighter Pension Fund (VFPF), and approved a quit claim deed to transfer the Sun Hills property to the district. The board accepted the 2023 audit presentation.

President Mike Smaldino and Director Duane Garrett were excused. Director Randall Estes did not attend.

Controlled burn outcome

Division Chief of Community Risk Jonathan Bradley, acting as liaison to the U.S. Forest Service and the community for the controlled burn in Monument Preserve, said Congress designated the forests along the Front Range from Fort Collins to Pueblo as high risk for wildfire, and that allowed the individual forest districts to access funds for mitigation projects.

The plan was to masticate areas and then conduct a controlled burn, far more effective than one without the other. The complexity of burning an area surrounded by homes on three sides was challenging, but burning fuels in the winter months would not have been as effective, and windy, dry conditions throughout the spring would have had a greater impact on the residents. Fifty members of Team Rubicon mitigated the undergrowth in the area adjacent to Shiloh Pines and Forest View Acres; the district assisted with two chipping crews. The weather and fuel moistures dictated the time of the burn, combined with when the leaf-out period began.

The initial plan was pushed back by a day and began on June 12 and ended June 13. Two sections did get hotter than planned and some trees were burnt, but it opened up the canopy a little bit, the insects and woodpeckers are taking advantage of the dead trees, and the scorched trees will recover. The 600-acre burn went as planned, and the U.S. Forest Service met many of its objectives despite not burning the third day. The 300 acres in the third area may be burned in 2025 or 2026, said Bradley.

Division Chief of Administration Jamey Bumgarner said the Interlaken Fire began on the same day the prescribed burn commenced, and that fire was contained due to previous forest mitigation efforts.

Fire Chief Andy Kovacs said a good working relationship has been established with the U.S. Forest Service and the district ranger. The district had units assigned to the area to assist, and it was a great success, he said. See the On the Trail column on page < 19 >.

Station 3 rebuild design

The board held a workshop on May 29 to discuss the Station 3 design. The presentation detailed four options for the rebuild of Station 3 on about 2 acres adjacent and north of the YMCA on Jackson Creek Parkway. OZ Architects gave a two-hour presentation with board discussion. The general feeling of the board was to proceed with caution and remove the administrative office option to reduce costs.

At the June 26 meeting, Bumgarner requested the board approve one of four design options to allow the design concept to be submitted to the town for approval. The design concept is required during the land approval process, he said.

Treasurer Tom Kelly said he favored the phased approach, which will jack up the cost in the long run by adding administrative offices at a later date, but it will meet the immediate need with room for growth and is the optimum design, he said.

Kovacs requested the fourth option Kelly suggested for about $18 million to construct a two-story, 17,000-square-foot fire station with 10 dormitories (allows option to add additional firefighters), four bays, and space to allow the addition of administrative offices. The design adds $1 million to the cost but allows enough space to grow and was the staff’s selection.

The administrative office space at Old Forest Point meets the current staffing needs, but property tax revenue changes could affect special districts. The budget coordinators are working on requests that are due in August in preparation for the 2025 budget. This year, the district took on the largest one-time hiring of nine firefighters and may not hire any more in 2025 or add any additional administrative staff. The district will make do with the existing space, but it would be preferable to have a secure facility, Kovacs said.

Note: Removing the administration offices saved about $4 million.

Kevin Schaffer of OZ Architects said if the planning approval phase is shortened, the district could expect a 10- to 14-month construction phase, and assuming the project takes 12 months the rebuild could be complete around February 2026.

Kovacs said the district is taking a responsible approach, building with quality materials to last 75 years, a balanced approach sensitive to the conservative nature of Monument, he said.

The board approved the design, 4-0.

Station 6 land purchase

Bumgarner said the QuikTrip property of about 4.7 acres at Baptist Road and Squadron Drive is available for the district to purchase, in total or just the 2 acres facing Baptist Road. Another property owner had offered the district a 2-acre parcel off Old Denver Road for the same price as the 2-acre QuikTrip property.

Kovacs said Battalion Chief Scott Ridings mapped the QuikTrip parcel and found that a future Station 6 on the QuikTrip site would serve Struthers Road better than existing stations. The land price and timing are right, as the real estate is being bought up, but when the decision to build arrives the district will have land available to house a single engine company staffed with four personnel. Had the board pursued 4 acres at the QuikTrip property, funding for other capital improvements would be deferred. Ultimately future boards and staff could decide to sell the 2 acres, he said.

Kelly said the district is going high on expenditure with the Station 3 rebuild and is 214% over budget on the Station 4 remodel. The district needs to stick to what is required and within the budget for the land purchase. Funding to cover the over-budget Station 4 remodel still needs to be found; “it’s requirements not desirements,” said Kelly.

Kovacs said the district budgeted $500,000 in 2024 for the Station 6 land purchase and will use $500,000 from collected impact fees. The land is expected to cost about $1.2 million for the 2 acres.

The board approved pursuit of the 2-acre land purchase from QuikTrip.

Overtime savings

Kelly requested the board consider changing the meeting times to earlier in the day in an effort to prevent overtime costs when staff must stay for meetings. The goal is to continue fiscal responsibility with the capital investments and remain prudent with the district funds, just as the residents requested during the meeting on the proposed Station 1 training center in April, said Kelly. See www.ocn.me/v24n5.htm#mfd. The meeting time change will be discussed at the July meeting.

Facility remodel updates

Bumgarner gave an update on the ongoing station remodels and said:

  • Station 4 had some minor delays, and the move back into the station will occur around mid-September. The north side of the station is operational with an added shower to allow operations to continue with Engine 514 crews. The bid at about $900,000 includes fire sprinklers, dampers, heaters in the bay, a concrete pad that was additional to the contract for about $60,000, and an increase to the water line was necessary. Donala Water and Sanitation District had originally advised against replacement, but it was deemed necessary during construction. The remodel is about 50%-70% done, and the final cost will be known closer to September. The ambulance is located at Station 3 on Woodmoor Drive.
  • The remodel of “Shamrock” Station 5 (Highway 83) cost just under $500,000.
  • The Station 2 remodel plans have been submitted to the Monument Planning Department and once approved the district will have a year to commence the construction process. Crews will likely move to Station 5 during the five-month remodel.
  • After attending a station design conference with Lt. Curt Leonhardt, the district is looking at replacing bay doors when funds permit with a transition to bi-fold doors to reduce maintenance.
  • The Station 1 Training Center plat has been submitted to the town and will include Front Range Fire Apparatus. The maintenance facility location in Fredrick Firestone is used by the district for apparatus repairs, and the additional location in Monument will save additional overtime, manpower, time out of district, and fuel costs.

2023 audit gets unmodified opinion

Mitchell Downs of CBIZ said he had been working on fire district audits in El Paso and Teller counties for about 25 years. Five adjustments were made, including one Martin requested, and they mostly involved the DWFPD VFPF, due to actuarial liability and a lag in asset reporting and based on the 2022 numbers. There were no big internal control problems, and the district received a clean or unmodified opinion. In the future the audit will be performed with a few different procedures due to CBIZ owning the company, said Downs. See DWFPD article on page < 12 >.

The board accepted the presentation of the audit.

Wescott merger transfers

Kovacs said before the meeting the Wescott board approved the transfer, along with a quit claim deed for the Sun Hills property, an exclusion of two properties, and the substantial transfer of funds to MFD. He requested the board approve the transfer of the Wescott VFPF to MFD for future administration and said Wescott had a number of volunteer firefighters coming in and out of the district over the years, but the program was discontinued at the beginning of the merger.

The fund had about 20 volunteers and about $930,000 at the end of the first quarter. Volunteers receive a monthly stipend based on the number of years served. The account is well funded and growing, although the FPPA always recommends adding funds. Ultimately, the Board of Trustees decides if the fund needs additional funding. One volunteer has yet to receive funds, and one passed away last year.

Director Mark Gunderman said the board did increase the stipend by $50 a few years ago to allow a full pension of $450, but a lot of the volunteers were hired full-time before qualifying for the volunteer pension at five years’ service. The volunteers are eligible to receive a pension at age 55, and the amount is based on time served, he said.

District Administrative Officer Jennifer Martin said that adding funds to the plan is based on the actuarial study.

The board approved the fund transfer to MFD, 4-0.

Sun Hills former Wescott Station 3

Kovacs requested the board approve the quit claim deed transferring the Sun Hills (former Wescott Station 3) property that is being used for storage by the district and two nonprofit groups. The property was sub-divided by a former Wescott fire chief and can only be used as a fire station, the property is tired and packed to the gills, but it is serving a practical purpose, he said.

Gunderman said the property can be sold, despite rumors it could not, but the Homeowners Association (HOA) raised concerns other property owners would seek to sub-divide. The district agreed to consult the HOA before selling the property to find a mutual agreement. The property could be returned to the original property, but that owner would be responsible for demolishing the building, he said.

The board approved the quit claim deed for the former station, 4-0.

Colorado Open Records Act

Martin requested the board approve the Revised Standard Operating Procedures, with the Colorado Open Records Act (CORA) retrieval fee change from $30 after the first hour to $41.37 as of July 1.

The board accepted the CORA policy fee change.

Fire technician hired

Bumgarner said the district hired Joseph Valdez for the fire technician position about two weeks earlier. Valdez is studying to be an EMT.

Note: The chief’s report and the financial report can be found at www.monumentfire.org.

The meeting adjourned at 8:53 p.m.

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Meetings are usually held on the fourth Wednesday every month. The next regular meeting is scheduled for July 24 at 6:30 p.m. at Station 1, 18650 Highway 105. For virtual joining instructions, agendas, minutes, and updates, visit www.monumentfire.org or contact Director of Administration Jennifer Martin at 719-484-9011.

Natalie Barszcz can be reached at nataliebarszcz@ocn.me.

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