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OCN > 2310 > Monument Sanitation District, Sept. 20. Board approves email policy, plans building improvements

Monument Sanitation District, Sept. 20. Board approves email policy, plans building improvements

By Jackie Burhans and James Howald

The Monument Sanitation District (MSD) board met in September to vote on a resolution outlining the district’s email policy. It discussed a preliminary draft of a proposed 2024 budget and took up issues concerning improvements and repairs of the district’s headquarters building.

District email for business use only.

State law requires governmental organizations that maintain email systems to have a written policy governing their proper use. District Manager Mark Parker told the board that work on MSD’s email policy was begun with their previous lawyer and was now ready for a vote.

Resolution 9202023-1 specifies:

  • MSD’s email system is owned by the district and is limited to messages related to district business. Personal or private messages are not allowed.
  • Use of personal email systems for district business is not allowed and may subject the district to discovery orders, seizure, and inspection in the event of litigation.
  • Messages sent through the district’s email are public records and are available to the public through Colorado Open Record Act requests.
  • The district may monitor messages sent through its email system.
  • The email system is an extension of the workplace and is subject to the district’s personnel policies.
  • Board President Dan Hamilton summed up the policy by pointing out that there is no privacy in use of the email system. Parker pointed out that board members would need to be careful in their use of the “Reply All” feature, as emails going to three or more board members constitute a meeting. Parker said he used the blind carbon copy feature to prevent board members from inadvertently creating a meeting by replying to everyone on the distribution list.

The board voted unanimously to approve the resolution.

Preliminary 2024 budget discussed.

Parker gave the board a preliminary draft of the 2024 budget and asked for their feedback at the next board meeting. He said he estimates income low and expenses high, and that generally works out. Legal and engineering fees were underestimated in the previous budget. Legal fees were somewhat higher than expected in the 2023 budget because of the legal work needed on the district’s bylaws and employee handbook. For the 2024 budget, he assumed a 10 percent increase in worker’s compensation costs and a large increase in the cost of gas and electricity. Interest income is up due to higher interest rates, he said.

Parker pointed out that MSD could impose a 7.734 mill levy, but that was not needed because the district is able to cover its cost of service through tap fees and user fees.

HQ building needs roof repair, HVAC upgrade.

MSD owns the building at 130 Second St. that houses the office space and conference room used by the district, as well as three businesses: the Black Forest Foods Café and Deli, Santa Fe Trail Jewelry, and the Second Street Hair Studio.

Parker told the board that, due to age and hail damage, the building’s roof needs to be replaced. The cost of replacement is less than the insurance deductible, he explained, so MSD will be paying for the replacement. Parker said he was working with the district’s insurance carrier to find alternatives to the current deductible.

Parker asked the board to consider paying for an engineering study to design a comprehensive solution to the building’s problems with heating and ventilation. The Black Forest Foods Café and Deli kitchen has created issues with ventilation that were not anticipated when the building was designed. The kitchen hoods pull air out of the building and makeup air is needed to run the building’s furnace efficiently, he said. The study would need to assess whether the rafters can support the needed equipment as well as the snow load in the winter months. The building’s electric service would also need to be included. Parker estimated the study cost at $5,500.

MSD Environmental/Regulatory Compliance Coordinator Jim Kendrick pointed out that over the last 20 years contractors who addressed issues stemming from the restaurant kitchen have put in place ad hoc solutions. He argued the cost of a comprehensive study and design would be money well spent.

The board did not take a vote but agreed that Parker should proceed with the proposed study.

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Monument Sanitation District meetings are normally held at 9 a.m. on the third Wednesday of the month in the district conference room at 130 Second St., Monument. The next regular meeting is scheduled for Oct. 18. See https://colorado.gov/msd. For a district service map, see https://colorado.gov/pacific/msd/district-map-0. Information: 719-481-4886.

Jackie Burhans can be reached at jackieburhans@ocn.me. James Howald can be reached at jameshowald@ocn.me.

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