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March 11th 2025 meeting minutes

 

  1. Call to Order

The Board of Trustees of the Town of Deer Trail met in session on Wednesday March 11, 2025, at Town Hall, 555 Second Ave Deer Trail, Colorado. Mayor Behrens called the meeting to order at 7:00 p.m.

 

  1.  Roll Call

Mayor:

Staff Present:

  • Judd Behrens
  • Debbie Cowell - Town Administrator

  •  Town Clerk

Trustees Present:

Members Absent:

  • Mary Arnold

  • Sandy Bell

  • Ashley Buss

  • Robert Rhodes

  • Brandon Rowley

  • Dara Sanders

 

 

 

  1. Approval of the Agenda

Mayor Behrens asked for a motion to approve the minutes removing  the clerk’s name and adding Debbie Cowell. The voting went as follows. Trustee Ashley Buss moved Trustee Mary Arnold seconded the motion to approve.

Yes - Bell, Buss,  Rhodes, Rowley, Sanders, Arnold, Behrens

No – X

Abstain – X

Absent – X

Mayor Behrens declared the agenda approved.

 

 

  1. Approval of the Minutes

Mayor Behrens asked for a motion to approve the approval of the minutes. The voting went as follows. Trustee Dara Sanders moved Trustee Robert Rhodes seconded the motion to approve. 

Yes – Arnold, Bell, Buss, Rowley, Sanders. Rhodes Behrens

No – X

Abstain – X

Absent – X

Mayor Behrens declared the minutes approved.

 

 

 

 

 

 

 

 

  1. Reports

    1. Water-Sewer Report – March 2025 

Unavailable 

 

  1. Approval and Payment of the bills - 2025

    Mayor Behrens asked for a motion for approval and payment of bills. Trustee Robert Rhodes moved Trustee Mary Arnold seconded the motion to approve. Voting went as follows. 

    Yes - Bell, Buss, Rowley, Sanders, Rhodes, Arnold, Behrens

    No – X

    Abstain – X

    Absent – X

    Mayor Behrens declared the payment of the bills approved.

     

  2. Discussion – 

    1. Lincoln Health with Linda Messer – Handed out flyer update on new hospital

    2. REAP – Gini Pingenot & Trent - Safe horse parking, additional parking at Rich Mil Ranch open space – suggestion for more covered sitting areas.

    3. Sewer project update – Alice from Element – did not attend – sent flyer to share out

    4. Community Concerns – Dara suggested an open line of communication with the board and community via Facebook, email, and personal contact, FAQ’s

    5. Did you know –   a clear and transparent guideline of communication between the town board and the citizens of Deer Trail – Details of how this looks to follow

    6. Action Item(s) to follow up

      1. Office support – Dara - loss of town clerk – interim hired for 6 months

      2. Easement Access – Robert – streets sidewalks and public places ice removal and blocking of alleyways -when permits are required 

 

  1. Old Business

    1. Cedar Street Gas Liquor License Renewal 

Brief explanation: The time is now 7:58 p.m. and the                      Board of Trustees acting as the local licensing authority for the Town of Deer Trail opens a public hearing to consider the renewal of CEDAR GS LIQUOR LLC D/B/A CEDAR GS LIQUOR application for renewal of its RETAIL LIQUOR LICENSE 

This is a hearing to consider renewal of Cedar GS Liquor's retail liquor license where good cause may exist not to renew the liquor license based on allegations and information that the Licensee may have violated Colorado Liquor Regulations and Rules by serving a person who displayed visible signs of intoxication. 

Katie Vera with the court’s office present to assure regulations are followed.

Evidence was presented with the intoxication incident, video, verbal testimony.

Swears in the Applicant: do you swear and affirm that the testimony you are about to give will be truth, the whole truth and nothing but the truth? 

Yes - Linda Mergl 790 3rd Ave Deer Trail and Spence Bell 329 4th Ave.

Provided video from 3 different angles as well as verbal testimony as to the physical conditions of person in question.  Man was wearing a “boot” from a foot injury, was able to handle transaction with no issues, was able to walk out the door with out sign of intoxication.

May ask questions of Applicant and discuss alleged violation(s) with the Applicant. Training questions – Yes all employees are trained though the State of Colorado.

State of Colorado cleared the incident - Yes 

Requests anyone in favor of the license renewal to come to the podium, state full name and address and give public comment.

 Linda Merkel(mgr.) to speak on behalf of this license requested to have liquor license to be reinstated - Linda Mergl 790 3rd Ave Deer Trail and Spence Bell 329 4th Ave.

Requests anyone opposed to the renewal to come to the podium, state full name and give public comment. None

"The time is now 8:13 p.m. and I am closing the public hearing."  Closes the hearing to the public and opens hearing for debate and discussion of the evidence among Board.

Closes debate among Board Members asks for recommendation from staff, if any, on renewal of the license on going trainings – annual certification, verbal and visual reminders for all employees.

Mayor Behrens asked for a motion to approve the Cedar Street Gas Liquor License Renewal. Trustee Ashley Buss move to approve the renewal of Cedar GS Liquor LLC D/B/A/ Cedar GS Liquor's retail liquor license at 489 5th Avenue Deer Trail, CO 80105Trustee Dara Sanders seconded the motion to approve. The voting went as follows.

     Yes - Arnold, Bell, Rhodes, Buss, Sanders, Behrens

     No – X

     Abstain - Robert Rhodes

     Absent – X

     Mayor Behrens declared the 7. a approved.         

  1. Planning Committee Drainage Study

    The planning committee drainage study needs more discussion 

     

Mayor Behrens asked to table the planning committee drainage study. The voting went as follows. Trustee Dara Sanders moved Trustee Brandon Rowley seconded the motion to approve. 

Yes - Arnold, Bell, Buss, Rhodes, Sanders, Rowley, Behrens

No – X

Abstain – X

Absent – X

Mayor Behrens declared table 7.b.

  1. Charges for processing customer credit and debit card in the office

    Clover is charging 3% to cover credit card usage. Purpose, we charge the customer and of the 3% Town of Deer Trail would receive 2.9126% on credit card and 1.75% back on debit card.  

Mayor Behrens asked for a motion to approve charging for processing customer credit and debit card in the office. Trustee Robert Rhodes moved Trustee Mary Arnold Seconded to approve. The voting went as follows

Yes – Rowley, Bell, Buss, Sanders, Arnold, Rhodes, Behrens

No – X

Abstain –X

Absent – X

Mayor Behrens declared 7c approval 

  1. Leakage Policy

    In the event of a water leak the town administration and staff have the authority to credit a 1 time in 2-year period of $400.00 dollars write off toward the amount owed. All requests must be made in writing and submitted to Town of Deer Trail. If accepted the remainder of what is owed can be paid in full at the time or a 12-month equal payment plan with no penalties. If agreed and signed by both parties with the understanding that the current bill must be paid in full every month.

Mayor Behrens asked for a motion to approve the Water Leak Policy.. Trustee Robert Rhodes moved Trustee Mary Arnold seconded motion to approve. The voting went as follows.

Yes – Rowley, Bell, Buss, Sanders, Rhodes, Arnold, Behrens

No – X

Abstain –X

Absent – X

Mayor Behrens declared the 7.d. approval 

 

 

  1.  New Business 

  2. a. RFP for Process Analyst

    Phase 1 – current duties and workloads to simplify effective workloads. Justifying additional animator support. With the establishment of a clear job title, duties and pay range. 

    Phase 2 – Streamline and standardizing and implementation of process within 120 days.

    Will also develop inventory, resources and tools for administrative functions. Create SOP’s training and employee evaluations.

    Phase 3 – Maintenance Work

    Establish roles and responsibilities, job descriptions and create SOP’s. While creating a career advancement standard to help with growth over the next 10 years. Implementing a performance standard.

 Mayor Behrens asked for a motion to approve the agenda RFP for Process Analyst. Trustee Dara Sanders moved Trustee Mary Arnold seconded the motion to approve. The voting went as follows.

Yes - Bell, Buss, Rhodes, Rowley, Sanders, Arnold, Behrens

No – 

Abstain –

Absent –

Mayor Behrens declared the 9.a. approval.

 

b. Offering Auto Pay to Residents via Nexbillpay

      After discussion and deliberation, there was a large amount of confusion by the board. It was decided not to move forward with Auto Pay via Nextbillpay

 

Mayor Behrens asked for a motion not to approve the agenda offering auto pay to residents via Nextbillpay. Trustee Robert Rhodes moved Trustee Mary Arnold seconded the motion to approve. The voting went as follows.

Yes - Bell, Buss, Sanders, Rowley, Rhodes, Arnold, Behrens

No – 

Abstain –

Absent –

Mayor Behrens declared the 9.b. approved.

 

      c. Recycled Asphalt

         Compared to last year with what will be needed this year Cowell trucking is going to have 12 semi loads of recycled asphalt with a possible additional 2 loads that will not need to be approved by the board. Delivery location will be determined by the need for materials. 

      

Mayor Behrens asked for a motion to approve to purchase the recycled asphalt.. Trustee Robert Rhodes moved Trustee Mary Arnold seconded the motion to approve. The voting went as follows.

Yes - Bell, Buss, Rhodes, Arnold, Behrens

No – Sanders

Abstain – Rowley

Absent –

Mayor Behrens declared the 9.c. approved.

 

d. Remove Non-compliant Handicap signs off 2nd Ave.          

The handicap signs were hung by a resident to save a parking place. These signs are not ADA compliant. These signs need to be removed. 

 

Mayor Behrens asked for a motion to approve to remove non-compliant handicap signs off 2nd Ave. Trustee Robert Rhodes moved Trustee Brandon Rowley to seconded the motion to approve. The voting went as follows.

Yes - Arnold, Bell, Buss, Rowley, Sanders, Rhodes, Behrens

No – 

Abstain – 

Absent –

Mayor Behrens declared the 9.d. approval.

 

e. Town Logo

     Updated town logo with new compatible for advertising, letter head to use as needed.

 

Mayor Behrens asked for a motion to approve town logo. Trustee Dara Sanders moved Trustee Robert Rhodes seconded the motion to approve. The voting went as follows.

Yes - Bell, Buss, Rowley, Sanders, Rhodes, Behrens

No – Arnold

Abstain –

Absent –

Mayor Behrens declared the 9.e. approved.

 

 

  1. Adjournment

 

    Mayor Behrens adjourned the meeting at 9.09pm

 

 

 

 

                                                         _____________________________

                                                            Judd Behrens, Mayor

 

 

 

 

 

                   _______________________

Beth Inman-Daniel Town Clerk