Archuleta County’s commissioners and other elected officials discussed options for temporary county office spaces during a work session held by the Board of County Commissioners (BoCC) on Tuesday, June 24, after an act of arson on June 12 forced the county to evacuate its offices located at 449 San Juan St.
Two options were discussed, which included moving offices from one end of the old county courthouse to the other end of the building that was not affected by the June 12 fire or relocating the offices elsewhere.
Commissioner Warren Brown explained that he wanted the topic included on the work session agenda as he was planning to meet with the owner of the building — Ronnie Urbanczyk — about the potential of extending the county’s lease and the possibility of using the adjacent parking lot during the U.S. 160 reconstruction project.
Brown noted that Urbanczyk offered the west side of the old courthouse building “at the same lease agreement” the county currently has, which waives a lease fee and has the county only paying for utilities and insurance.
The BoCC was joined by Treasurer Elsa White, Assessor Johanna Tulley-Elliot, and Clerk and Recorder Kristy Archuleta, who presented the option of the county leasing the Wyndham building located at 56 Talisman Drive, according to Archuleta.
The building would house all departments affected by the fire including elections, motor vehicle human resources and GIS, along with the treasurer, assessor, and clerk and recorder.
“We feel like this flows really well for all of us,” Archuleta said of the Wyndham property, noting that the building is likely in compliance with the American Disabilities Act (ADA), “which is huge for elections.”
Colorado State Election Director Judd Choate was also in attendance and provided the county with information related to certain deadlines the clerk and recorder has, along with what would need to be done before the county could occupy either space for a temporary office solution.
“We’re aware of the fact that you’ve had a number of problems with your building,” Choate said, explaining the federal law under the Help America Vote Act requires adherence with ADA for the act of voting and accessibility.
He explained that because the clerk’s office is where primary activity is conducted related to voting, “it also needs to be ADA accessible for normal activity,” noting that is a “365 requirement.”
Choate also explained that federal and state laws require records associated with elections to be maintained for up to 25 months.
“She has to have a relatively big space,” Choate said, referring to Archuleta’s office.
Brown asked how the state might be able to assist the county with ensuring whichever building the temporary offices are going in is ADA accessible.
Choate explained that whenever counties move their office locations either to a new facility or to a different part of an existing building, the state can send an ADA compliance specialist to assess the facility and advise the county on any work that may need to be done.
“We have expertise that we can put on the road to help you,” he said, also noting, “we potentially have money to help with ADA compliance.”
“Now we’re talking,” Brown said.
Choate mentioned that any funding assistance would have to be cleared with his bosses, but stated, “It’s not unusual for us to do that.”
He explained the state has helped with similar situations in the past, particularly when moving into a new building, whereas moving from one side of an existing building to the other, the state considers that as a county allocation since it already has that space.
“However, when you’re moving to a new building, that tends to be something where our expertise and our money can really help,” Choate said.
He also noted that the ADA-compliance specialist could be available to meet with the county within two weeks to help evaluate potential sites, adding that the county could be reimbursed for expenses related to ADA compliance through possible grants.
Information Technology (IT) Coordinator Gabe Cersonsky asked about time requirements for the county to have its building brought into ADA compliance.
Choate explained that the state is more flexible when it sees that a county is actively trying to address the problem.
“We’re gonna be as flexible as we can be,” he said.
Archuleta mentioned that she has deadlines “rapidly approaching,” noting that the ADA surveys are due July 17.
“That’s one we can be a little more flexible on,” Choate said, explaining that the state would be concerned if it does not receive anything by August.
Commissioner Veronica Medina mentioned that she had toured the Wyndham building and that, “for the most part,” the building appears to be “very compliant,” although the space has not been used for a few years.
Commissioner John Ranson explained that no decisions were being made during the work session, but stated, “I really like this,” referring to the county moving those offices to the Wyndham building.
He noted that the only negative of doing so is that it could keep people from going downtown.
Archuleta explained that with the construction of U.S. 160, the current building “is hard to get to right now” and the county could still face issues of ADA compliance.
“I couldn’t work in one of those jail cells, basically,” Ranson said of the old county courthouse, explaining he hopes the Wyndham building could suffice until the new county administration building is completed, “so we don’t have to keep moving.”
Brown mentioned that he’d want to know the cost of moving to the Wyndham building, noting the county is currently paying nothing to keep its offices in the old courthouse.
Medina explained that she had communicated with representatives of Wyndham who expressed they could lease their building for $13,300 per month, “but because they want to be a good neighbor,” they are offering a monthly rent of $6,500.
That would total to approximately $40,000 for the remainder of the year, she explained.
Medina noted that Finance Director Chad Eaton confirmed the county could cover that cost and would have the expense included in next year’s budget.
Tully-Elliot noted that insurance from the old courthouse may also be able to help with that expense.
Medina indicated the county still does not know what insurance will cover.
“Well … I have to say it again, it seems like IT is being forgotten,” Cersonsky said, explaining that the Wyndham property would need to have fiber lines installed, noting that it could cost anywhere from $20,000 to $40,000.
“So, please do not forget about IT when making this decision,” he added.
Medina asked for more specifics on what would need to be done to have fiber lines installed, noting the county is not forgetting about IT, indicating that whichever space the county chooses, it will likely be there for at least two years.
Medina explained the Wyndham building is close to McDonald’s, which Cersonsky noted is near the county’s old dispatch center, which has fiber available.
Cersonsky noted that it would likely be much cheaper with a quicker turnaround with fiber lines available that are closer to the Wyndham building.
“That’s great news,” he added.
Brown commented that he wants the county to be mindful of the fact that it has a contract with its current space in the old county courthouse.
“I’d like us to give that some serious consideration,” he said.
Medina commented that she would like to hear from the electeds on what their preference is, as a floorplan for a potential layout for occupying the west end of the old courthouse was presented.
Tully-Elliot then noted that “the restrooms aren’t working right now” in the old courthouse and expressed concerns of having no waiting areas and “no real public access.”
She also noted concerns over heating and air conditioning systems, while mentioning this area of the building was evacuated more than 10 years ago due to health concerns, along with the building not being ADA compliant.
Brown explained that a new heating, ventilation and air conditioning (HVAC) system could be installed.
“I wouldn’t ask anybody to go in there and occupy the way it was or currently,” he added.
White mentioned that her office is the smallest of those that would be moving and explained that “there’s not one office that would fit my office.”
She added, “There’s just no way.”
Brown indicated that there are two vaults that could be used for storage and that the old county commissioners’ meeting room is also available to use.
Medina then asked again what the elected officials prefer, with White, Archuleta and Tully-Elliot all indicating they prefer to move into the Wyndham building.
“I can’t imagine any expectation of us occupying a location that is not totally up and running because that’s not acceptable,” Brown said.
Medina expressed that the county needs to make a decision soon, as the possibility of holding an executive session to gather more information was discussed.
A special meeting was scheduled for this morning, Thursday, June 26, at 8:30 a.m with the agenda including an executive session to receive legal advice on specific legal questions regarding a temporary county office.
Also included on the agenda is a new business item for consideration of approval to enter a lease for temporary county office spaces.
For more on the outcome of that meeting, see www.PagosaSUN.com and the July 3 issue of The SUN.
clayton@pagosasun.com
