JEROME COUNTY COMMISSIONERS. Monday, April 3, 2017

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1 JEROME COUNTY COMMISSIONERS PRESENT: Charles Howell, Chairman Catherine Roemer, Vice Chairman Roger Morley, Commissioner Jane White, Deputy Clerk Meeting convened at 9 A.M. COMMISSIONER COMMITTEE REPORTS Commissioner Roemer reported from meeting with the Hazelton City Council about that city s proposed Area of Impact. She said options were determined to present at a public workshop scheduled for April 19 in Hazelton. She added that the Council was considering rearranging some zoning within the impact area. Commissioner Howell reported he had given a presentation on the Snake River Canyons Park at a Business Plus meeting and had met with Ryan Lay about the Park. Commissioner Howell said he had also participated in a phone conference with SIRCOMM about the company for the Computer Aided Dispatch (CAD) system and had met with the fair manager and the chairman of the Fair Board regarding the County s outside auditor comments. Commissioner Howell asked to be excused at 11 A.M. for a meeting with Dennis Kulhanek (Jerome Highway District) and David Thibault (EHM Engineers) about a parking lot in the Snake River Canyons Park. QUARTERLY JAIL INSPECTION Commissioner Roemer said she would accomplish the quarterly jail inspection. KUHN SUBDIVISION FINAL PLAT SIGNATURES Commissioner Howell said he had signed the Kuhn Subdivision final plat the previous week, as had been approved by the Commissioners on February 21. SIGN FIRST RIGHT OF REFUSAL The Board was in receipt of a document verifying that the County would relinquish its right to purchase two acres of property adjacent to its jail complex, as determined by the Board on February 1, Page 1 of 10

2 A Motion was made by Commissioner Howell to sign the First Right of Refusal to Purchase Real Estate by Northside Development Holding to Jerome County. It was seconded and carried with unanimous ayes. SNAKE RIVER CANYONS PARK BOARD APPOINTMENT Commissioner Morley stated he would like to reappoint Lisa Paulos to the Snake River Canyons Park Board. A Motion was made by Commissioner Morley to reappoint Lisa Paulos as a board member for the Snake River Canyons Park. It was seconded and carried with unanimous ayes. TRAILER FOR SHERIFF DEPARTMENT The Board discussed Deputy George Oppedyk s request on March 27 to purchase a trailer for the sheriff s department. The Commissioners were not in favor of the request because they believed towing was not part of deputy sheriff responsibilities. BUSINESS AND/OR ADMINISTRATIVE MATTERS Commissioner Roemer reported the sheriff had satisfied her question about a claim submitted on March 27. Assessor Rick Haberman was present. He informed the Commissioners of a response to the use of an emergency button the previous week. He said law enforcement officers did not know the location of the emergency when they arrived at the Courthouse. Commissioner Howell followed up on Haberman s information with s to SIRCOMM (emergency dispatching) and Al Kingsland with New Tech Security. Kingsland later reported the problem had been solved. The Board signed time clock corrections for Clint Blackwood. The Board signed a Direct Deposit Detail with a grand total of $208, and a Payroll Claims Approval by Fund with a grand total of $298,695.35, both dated March 28, 2017, for the March payroll. The Board signed a Claims Approval Report dated March 31, 2017, for the Insurance Deductible Trust Fund, with a grand total of $2, The Board signed leave requests for Art Brown (3) and Mario Umana. Page 2 of 10

3 Commissioner Howell signed a Catering Permit for Landmark Beef, Hazelton, to be used April 8, 2017, between 5 P.M. and 1 A.M. at The Risk Barn. Commissioner Howell signed a grant agreement with the Idaho Department of Parks and Recreation for a boat safety grant not to exceed $3,070, in effect from October 1, 2016, through September 30, STEVE HINES EXTENSION OFFICE REPORT Extension Educator Steve Hines and Clerk/Auditor/Recorder Michelle Emerson were present. Hines reported on activities of the University of Idaho extension office in Jerome. He told of training and presentations that he had done as well as a forum, a conference, and committees he had attended. His 4-H work included training for shooting sports and attendance at the Market Animal Sale Committee. As an ex-officio member of the Mid-Snake Water Resource Commission, Hines reported of a new economic plan. He also informed the Board that spring planting was slow because of the amount of moisture received, while some alfalfa had winter killed, but winter wheat was looking good. Hines also reported on the activities of Extension Educator Gretchen Manker. She was, and still is, involved in teaching healthy lifestyles. She will also teach classes in simplifying life. Hines said 4-H Aide Tina Miller was implementing market turkey, broiler, and beef projects. KANSAS GUTHRIE HUMAN RESOURCES REPORT Human Resources Director Kansas Guthrie, Payroll Deputy Clerk Lorrann Morrell, Clerk/Auditor/Recorder Michelle Emerson, Planning and Zoning Administrator Art Brown, and P&Z Assistant Administrator Nancy Marshall were present. Payroll Frequency: The Board discussed possible merits of biweekly payrolls. It was determined Guthrie and Morrell would research the matter further. Vault Storage: The Commissioners agreed that both the human resources and the planning and zoning departments could utilize storage space in a vault formerly used by the sheriff s office. Brown and Marshall were excused. Page 3 of 10

4 Employee Manual Committee: Guthrie reported that Jim McNall, a specialist with the Idaho liability insurance program, would be present for a workshop to update the Employee & Supervisor Manual on April 18 at 9 A.M. Others who would attend were Guthrie, Morrell, Emerson, and Commissioner Roemer. Human Resources Report: Guthrie said employee drug testing would be slightly less through a company other than St. Luke s, which is currently utilized, but that it may be necessary to do some tests in Twin Falls through the other company. Commissioner Howell suggested that Guthrie confer with St. Luke s about its charges, and the matter was continued until April 10. Guthrie questioned whether a form was County policy that required reimbursement for a training course if an employee would leave his employment with the County within two years of the training. It was determined to consult the County s legal counsel. Guthrie suggested forming a safety committee. Commissioner Roemer said she would like to involve New Tech Security in informing each County department of measures to be taken in the case of a security incident. Commissioner Roemer stated she favored extending the work hours of the human resources director because of the work necessary to establish her department. Commissioner Howell reminded the Board that it had budgeted for a 30-hourper-week director but then had increased the hours to 35, also at a higher salary. A Motion was made by Commissioner Roemer to increase Kansas Guthrie s hours from 35 to 37½ hours per week, based on her increasing workload. It was seconded, followed by discussion by Commissioner Howell that he favored waiting until budget time. The motion carried with Commissioners Roemer and Morley voting aye and Commissioner Howell voting nay. The Board discussed the Wage Change Form and the new Personnel Action Form with Guthrie. It was determined the former form would be attached to the latter. Page 4 of 10

5 10:55 A.M. Commissioner Howell was excused for a meeting. Commissioner Roemer began presiding. LARRY HALL JEROME 20/20 REPORT Jerome 20/20 Executive Director Larry Hall was present. Hall expanded on a handout of Jerome 20/20 Economic Development Organization activities, which included strategic directions for 2017 as well as focuses for both County and City of Jerome projects. Hall said 75 persons had registered for an Economic Development Forum on April 18, with Lt. Governor Brad Little, Commissioner Roemer, and Jerome City Administrator Mike Williams scheduled to speak. Hall reported he had been meeting weekly with the Planning and Zoning Office and legal counsel to update the Comprehensive Plan. He said the group had completed drafts of 11 chapters, with four remaining. The updates would then be presented, by chapter, to the Planning and Zoning Commission and to the Commissioners for public hearings. ART BROWN COPIER FOR GIS DEPARTMENT Planning and Zoning Administrator Art Brown, P&Z Assistant Administrator Nancy Marshall, and Clerk/Auditor/Recorder Michelle Emerson were present. Marshall presented options for a copier or a plotter for creating a mapping office. She explained that a plotter would also copy and would allow the County to be in compliance with State code. Brown added that a plotter would be beneficial to the whole County. Emerson recommended purchasing a plotter and said there were funds in the capital budget line to cover the acquisition. It was determined Marshall would bring the Board more price options to lease or to purchase a plotter. The matter was later scheduled for April 10. Meeting recessed at 12:05 P.M. Meeting reconvened at 1:15 P.M. with Commissioners Roemer and Morley present. TRACEE McKIM WEBSITE UPDATE Clerk/Auditor/Recorder Michelle Emerson was present. Chief Deputy Clerk Tracee McKim was ill. Page 5 of 10

6 Emerson reported McKim had been making phone calls about updating the County s Website. The Commissioners reviewed the County s Website, noting that many departments had no information posted for the public s convenience. The Jerome Airport, the Fair, and the sheriff s office had their own Websites, which Commissioner Roemer said should be available through links on the County site. Commissioner Roemer suggested looking at Gooding County s Website because it had the same format filled in for each of its departments. Further discussion about updating the Website was added to the April 10 agenda. 2:00 P.M. Commissioner Howell was present. MICHELLE EMERSON CLERK MATTERS Clerk/Auditor/Recorder Michelle Emerson, Elections Deputy Clerk Cy Lootens, and Maintenance Supervisor Brent Culbertson were present. Also present was Al Kingsland, New Tech Security. Commissioner Roemer requested that Kingsland install two additional emergency buttons in the Courthouse, in the human resources and mapping offices. Benches for Courtroom: Emerson requested permission to remove the rest of the benches in the Courthouse courtroom for use in the Judicial Annex Building. It was determined not to move the benches until during renovation of the courtroom into a meeting room. Approval of 2013 Scanning Cost: Emerson had a quote from Integra for scanning files in her office, which she said could be covered in the budget. A Motion was made by Commissioner Morley to approve Integra scanning costs of $11, for 2013 files. It was seconded and carried with unanimous ayes. Approval of New Elections Equipment: Emerson explained the County had accumulated State funds for handling all County elections. Page 6 of 10

7 Lootens presented the prices of items to update and increase election equipment, which the Board discussed. 2:28 P.M. Commissioner Howell was excused; Commissioner Roemer presided. A Motion was made by Commissioner Roemer to approve the purchase of election equipment as presented by Lootens and Emerson, not to exceed $90,000 with the exception of a map laminator until further notice. It was seconded and carried with unanimous ayes. Lootens was excused. Cameras for Courtroom: Kingsland explained a quote requested on March 20 for cameras in the new Judicial Annex courtroom. Following discussion, it was determined Kingsland would provide a revised quote for April 10. 2:55 P.M. Commissioner Howell was present. TEVIAN EKREN-KOBER BANK APPROVALS Treasurer Tevian Ekren-Kober was present. Ekren-Kober presented financial information and Designations of Depositories for signature from 11 banks. A Motion was made by Commissioner Roemer to approve the following as depositories for Jerome County: Columbia State Bank, D. L. Evans Bank, Farmers Bank, First Federal Savings Bank, Idaho Central Credit Union, Ireland Bank, KeyBank National Association, US Bank National Association, Wells Fargo Bank, Wells Fargo Bank Northwest, and Zions First National Bank, based on the recommendation of the treasurer. It was seconded and carried with unanimous ayes. Commissioner Howell was not ready to vote. OUTSIDE AUDITOR COMMENTS Present were Treasurer Tevian Ekren-Kober, Airports Manager Garth Baker, Fair Manager Jamie Rupert, Planning and Zoning Administrator Art Brown, and P&Z Assistant Administrator Nancy Marshall. Department heads addressed suggestions made by Condie Stoker & Associates in its annual audit of County financial records. Page 7 of 10

8 Airports: Baker reported he was now recording monthly fuel levels and cumulative gallon numbers. He said he had not been writing receipts for fuel purchases because the pilots fuel their own planes but that he could mail out receipts. Baker said he had created a spreadsheet to record lease income and receivables. Fair: Rupert presented a letter addressing auditor comments. Emerson agreed to change the procedure in her office for invoicing fair payroll and issuing levied money to the Fair. Property Tax Penalty Receivable: Ekren-Kober explained that her office would post property tax penalties as received to revenue and would tie the taxes receivable ledger to the general ledger each quarter. Tax Receivable Reconciliation: Ekren-Kober said that Computer Arts needed to make corrections for tax receivable reconciliation and that there had been some kinks from her new computer system. Planning and Zoning Trust Account: Brown reported that he was working with the auditor s office to reconcile the Planning and Zoning trust account. Emerson said that her office would record subdivision names as well as the person paying the fees and that the office would provide a monthly revenue report to the P&Z Department. Recorder: Emerson presented a response letter to the auditor comments. She told the Commissioners that $0 receipts in the recorder s office were now retained and checked daily. District Court: Emerson said she had previously discussed with the Board the reconciling of daily cash received for the District Court Fund. Court Trust Account: Emerson explained discrepancies in the court trust account and said the new court reporting program (Odyssey) would remedy the problem. Comp Time Carryovers: Emerson did not address not paying out excessive comp time because she said it related only to the sheriff s department and the extension office. Jail Commissary: Ekren-Kober stated she had been working with the jail administrator to reconcile the jail commissary accounts; she said the administrator was learning to use a new program. Page 8 of 10

9 MIKE SEIB LEGAL COUNSEL Attorney Mike Seib, Planning and Zoning Administrator Art Brown and P&Z Assistant Administrator Nancy Marshall were present. Continued Discussion of Ordinance Amendment: Marshall presented a revised Chapter 14 (Land Division) of the Zoning Ordinance with a minor change as determined by the Commissioners after a public hearing on March 27. The Commissioners had reviewed other revised chapters previously. A Motion was made by Commissioner Howell to approve text amendments to Chapters 19, 20, and 23, and affected Chapters 2, 6, 7, 12, 13, 13A, 14, and 21 with the recommended corrections from the Planning and Zoning Commission and further corrections by the Board. It was seconded and carried with unanimous ayes. Surveyor contract Addendum: Planning and Zoning Administrator Art Brown and Assistant P&Z Administrator Nancy Marshall were present. The County s legal counsel had reviewed a revised contract with J-U-B Engineers, as discussed with the Board on March 13. A Motion was made by Commissioner Morley to authorize the chairman to sign an agreement with J-U-B Engineers for additional services at $ per hour. It was seconded and carried with unanimous ayes. Yingst Road: Sheriff Doug McFall was present. Those present discussed what action to take regarding the devastation of Yingst Road from recent flooding. Commissioner Morley said a gate to the road was locked and that it was even dangerous to walk on the road. Commissioner Roemer suggested the possibility of a private group reconstructing a walking path. It was determined to leave the gate locked until further notice. Ryan Lay was present. He proposed that he work with the Idaho Department of Lands to gain County legal accesses on its land in exchange for the County enforcing no shooting on IDL land. The Board said it would consider his idea and added Lay to its April 10 agenda. Page 9 of 10

10 Airport Fuel Charges: Seib presented a draft letter to George Parker regarding the Board s March 27 discussion of his claim of fuel overcharges. 4:38 P.M. A Motion was made by Commissioner Howell to go into executive session per Idaho Code Section (1)(d), records exempt from disclosure. It was seconded and carried with a unanimous roll call vote. 5:14 P.M. Return to open session. Facebook Policy: Commissioner Roemer said she was still working with the human resources director to draft a Facebook policy for the County. READ AND APPROVE MINUTES A Motion was made by Commissioner Morley to approve the minutes of March 13, March 20, and March 28. It was seconded and carried with unanimous ayes. INDIGENT MATTERS A Motion was made by Commissioner Morley to follow staff recommendations for indigent matters. It was seconded and carried with unanimous ayes. Approved were Case Nos. M and Denied were Case Nos and Meeting adjourned at 5:21 P.M. Respectively submitted: Jane White, Deputy Clerk Charles M. Howell, Chairman Catherine M. Roemer, Commissioner Roger M. Morley, Commissioner Page 10 of 10