9:12 AM The Cassia County Board of Commissioners met this day in regular session in the Commission Chambers of the Cassia County Courthouse.

Transcription

1 Cassia County Board of Commissioners MEETING MINUTES Monday, April 17, 2017 Cassia County Courthouse Commission Chambers 1459 Overland Ave Room 206 Burley ID :12 AM The Cassia County Board of Commissioners met this day in regular session in the Commission Chambers of the Cassia County Courthouse. 1) 8:00 AM Joint Jail Quarterly Review with Minidoka County Commissioners on location at the Mini-Cassia Criminal Justice Center (MCCJC) 2) 9:12 AM Call to order 3) Pledge of Allegiance and prayer 4) 9:14 AM Roll Call Roll Call. Present: Kerry McMurray - Administrator (Not voting), Tim Darrington - Member, Bob Kunau, Chair, Paul Christensen - Member, Doug Abenroth - County Attorney (Not voting), Joe Larsen - Clerk (Not voting). 5) 9:15 AM Review calendar, meetings, and correspondence a. Special meeting for continued hearing for East Valley Cattle at 2:00 PM Thursday, 5/4/2017 b. IACC Annual Conference in Idaho Falls at the Shilo Inn from 6/6/2017 to 6/8/2017 c. State Tax Commissioner Training for County Commissioners in the Commission Chambers from 8:30 AM to 4:30 PM, 5/3/2017 d. Social Services Conference in Boise at the Hilton Garden Inn in Meridian from 4/18/2017 to 4/20/2017 e. Abenroth stated that a continuation of hearing for East Valley Cattle was scheduled for 2:00 PM Wednesday, 5/3/2017. Another meeting had been scheduled for that time and all parties agreed to move the hearing to 2:00 PM Thursday, 5/4/ :37 AM Motion: Changing East Valley Cattle hearing continuation to 2:00 PM Thursday, 5/4/2017, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. f. Notice of that hearing will be appropriately made. 6) 9:36 AM Consider and execute Request for Quotes for work to be done at the Adult Misdemeanor Probation Office a. McMurray prepared a Request for Quotes for contractors to consider that included a breakdown for contractors to determine which they would desire to bid on. b. Items were listed in order of priority. Monday, April 17, P a g e

2 9:39 AM Motion: Sending out the Request for Quotes to potential bidders for work at the Adult Misdemeanor Probation Office as presented, Action: Approve, Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. 7) 9:46 AM Website Discussion a. Deputy Clerk Hilaree Young reported on progress of the new county website b. Each web page still needs a lot work. Most of the previous website s blank pages have been addressed. c. The employee portal should be up and running in a week or two. That is an area where employees can view memos, procedures, forms, and other personnel specific items. Employee information is being provided to them to facilitate that. d. She is working with George Warrell for updates regarding flood matters. e. The Prosecuting Attorney and Weed and Pest Department information was uploaded last week. f. A memo went to all employees informing them the website had gone live and that she had been appointed by Chair Kunua as the contact person to get information to upload. g. Larsen stated that Chair Kunau and he had worked with John McKown at EvoGov to properly set up the G Suite process portals. h. Other items were not completed on that site including agreements prior to utilizing HIPAArelated matters through that service. i. groups setup with the G Suite have never been communicated with employees in the county. A group titled Cassia County Employees has been set up for county employees to choose just that item to communicate with all employees. j. All group lists have been reviewed and modified to include the appropriate recipients and that will be communicated to employees of the county if the board approves such. k. There are three addresses still listed who are no longer employees of the county and a number issued for those who have never used the service. l. Two documents were printed out regarding general use and HIPAA-related and provided to Abenroth m. Kunau said it is a work in progress and we will keep working to get the maximum benefits. The better it works, the more people will use it. n. Ben Stephenson said the county needs to set a strong password protocol. Young said there will need to be a secure password for the employee portal to include upper case, lower case, numbers, and characters. Larsen said it should also be at least eight characters in length as well. o. A password protocol needs to be put in place as was taught in a webinar recently that Larsen and Darrington attended. p. The board asked for pictures and contacts in the employee portal of all employees. Abenroth concurred that could be required. q. Young stressed the website is still a work in progress and for employees to be patient. 8) 9:58 AM Discuss Burley area of city impact issues a. Tony Morley addressed the board representing Blair Bowers, who was desiring to establish a subdivision in the Burley area of city impact. He provided the board with a copy of and read portions of the county zoning ordinance regarding establishment of a subdivision. 2 P a g e

3 b. He stated he would be making application with the City of Burley as the subdivision in question is in the Burley area of city impact and that varies from what has been done in the past. c. Morley said the board had signed plats in the past in that area without authority as the City of Burley should have been doing that. d. McMurray said he had been in contact with City of Burley attorney, Dave Shirley. e. Morley also provided and cited Idaho Statute , Local Land Use Planning Areas of City Impact requirements and negotiations between the city and county. f. McMurray said the last time the Areas of City Impact were addressed was in Morley stated that was only for the corridor on each side of Overland Avenue to Farmer s Corner and doesn t apply to the other areas of impact as the legal description only includes that area. McMurray disagreed. 10:15 AM Motion: Negotiating with the City of Burley and send a letter stating concerns McMurray has raised and start the process in getting clarity on the City of Burley area of impact permitting process, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Chairman. g. Morley requested an Executive Session pursuant to Idaho Code (1) (b) with just the commissioners regarding county personnel. 10:16 AM Motion: for the purpose of discussion personnel issues, Action: Entering Executive Session pursuant to Idaho Code (1) (b), Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 10:36 AM Upon exit of Executive Session, the board took the matter under advisement with no action. 9) 10:39 AM Personnel matters: a. Change of Status requests i. Public Defender Office - Doug Whipple is currently working as a legal access contractor for a fee of $500 per month/$6,000 annually that will be added to his current salary. This is in lieu of a legal library at the jail. ii. Cassia County Museum 1. Voluntary resignation of Valerie Bowen as Museum Curator 2. Hiring of Jolynn Gummow as Head Museum Curator a. Gummow is the daughter of Cassia County Museum volunteer Rod Smith who oversees the Historical Society. b. He will not be involved in Gummow s direct supervision, which will be handled by the Museum board. iii. MCCJC 1. Zachary James Fink has completed POST Certification and qualifies for an increase in rate of pay. 3 P a g e

4 4 P a g e 2. Cody Dean Woolsey has completed POST Certification and qualifies for an increase in rate of pay. 10:43 AM Motion: Change of Status requests as presented, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. Motion passed unanimously 10) 10:48 AM Review and consider approval of Clerk s Office recommendations for junior college Certificate of Residency Forms 10:48 AM Motion: Clerk s Office recommendations to approve five junior college Certificate of Residency Forms as presented, Action: Approve, Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. 11) 10:48 AM Flood matters a. Undersheriff George Warrell reported on current water discharge levels and predictions of inflows into the Oakley Reservoir. It is predicted the Oakley Reservoir is currently 82 days to full. That includes a 2.5 foot per week rise of Oakley Reservoir levels. b. Some inflow predictions are not accounting for future snow melt. c. Streams are running clear and the real runoff has not begun yet. d. Kunau asked why releases are still at 5,000 fps instead of higher. Warrell said he would ask James Mullen from the Oakley Canal Co. e. It was pointed out that prediction for future rain may complicate issues. f. Federal fund distributions were talked about that may have been sent to highway districts. g. Other flooding that involve the Snake River was discussed. h. Sandbag distribution and storage was also discussed. i. Heward asked if James Mullen from the Oakley Canal Co. should be asked to come next Monday as well as the Goose Creek Flood District #26 representatives and a member of the Oakley Dam Board. It was also suggested to invite the Burley Irrigation District. 12) 11:15 AM Set time to tour Juvenile Detention facility a. Kunau asked for a time to be setup during budgeting to tour the Juvenile Detention facility. b. Larsen will coordinate that with Minidoka County Clerk Patty Temple. 13) 11:24 AM Review and consider execution of service agreement for gate at Cassia County Judicial Center a. Two proposals for service have been presented from Haddon s Fencing, Inc. in Blackfoot. They installed the gated parking at the Cassia County Judicial Center. Services performed as outlined by McMurray were included in the agreements. i. Annual Service Agreement for $600 per trip ii. Semi-Annual Service Agreement $450 per trip b. Service history has included tensioning of the chain and adjustment of the gate. c. Larsen asked if anyone else can service the gates. He said complaints he had heard from judges were primarily in the winter when the gate is frozen and they are unable to enter. d. The board requested to check with local businesses (Fence Solutions, Butte Fence, or Morgan Doors) or whoever has mechanical expertise. This would eliminate travel time. e. The board suggested talking with Marshall Worthington from the MCCJC where jail transports utilize that area for both counties, he could perhaps assist.

5 14) 11:35 AM Review Idaho Office of Emergency Management (OEM) Year in Review a. A letter from OEM was read by Kunau. b. The letter was informational and no action was needed. 15) 11:38 AM Executive Session (Consider records that are exempt from public disclosure Indigent matters) pursuant Idaho Code (1) (d) 11:38 AM Motion: to consider indigent matters, Action: Enter Executive Session under Idaho Code (1) (d), Moved by Tim Darrington - Member, Seconded by Bob Kunau - Chair. 12:13 PM Motion: Acting on recommendations of the Social Services Director regarding indigent matters, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 16) 12:13 PM Deliberate and execute approvals for alcoholic beverage and catering permits, including but not limited to: La Hacienda catering permit for 4/30/2017 rodeo event a. A verbatim record is being kept of the proceedings. b. La Hacienda Catering Permit for a 4/30/2017 rodeo i. Law Enforcement had no problem with the application. ii. The Auditor s Office saw no issues with process. 12:15 PM Motion: Catering Permit for La Hacienda as presented, Action: Approve, Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. 17) 12:16 PM Review Howell Canyon Road Snow Removal and Maintenance report dated 3/31/2017 a. Expense reports included with the report. b. The matter was reviewed by the board. 18) 12:19 PM Approval of payables a. The board discussed gifted items to employees as being taxable by IRS Regulations. Kunau wanted that issue to be included in a policy going forward. b. Sales tax charges on county purchases were also discussed. The website will contain the Idaho State ST-101 for departments to supply to vendors to establish tax exempt status. The Auditor s Office will assist anyone in the county with that. c. Shipping costs for Adult Misdemeanor Probation drug testing supplies were questioned. That will be discussed at Department Head Meeting. 19) 12:22 PM Approval of minutes 12:22 PM Motion: Acceptance of the minutes from Monday, 4/10/2017, Action: Approve, Moved by Paul Christensen - Member, Seconded by Bob Kunau - Chair. 5 P a g e

6 12:22 PM Motion: Acceptance of the minutes from Thursday, 4/13/2017, Action: Approve, Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. 12:26 PM Motion: County payables dated 4/17/2017Y, Action: Approve, Moved by Paul Christensen, Member, Seconded by Tim Darrington, Member. 20) 12:27 Deliberate and execute Resolution No , Cassia County Fairgrounds south surplus bleachers. a. Kunau mentioned the county paid for the public notice publication with the Times News. b. McMurray said the Fair will reimburse that cost back to the county. 12:28 PM Motion: Execution of Resolution No regarding sale of surplus Fairgrounds bleachers, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 21) 12:29 PM Consider private sale of Road and Bridge department surplus pickup to T. Durfee a. An offer from Trenton Durfee for $ was presented to purchase a surplus pickup from Road and Bridge. b. The vehicle has already been declared surplus by the county. 12:30 PM Motion: Acceptance of the private sale of a surplus Road and Bridge Department pickup for $250.00, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. c. Larsen said proceeds from the sale will be credited to the Road and Bridge as unrealized income that would require the board s amendment to the budget for use towards expenditures beyond the approved budget for FY ) 12:36 PM Auditor s Quarterly Report of revenue and expenditures a. Larsen stated the Quarterly Revenue and Expenditure Report as required by statute was placed in the Shared Google drive folder. b. Deputy Auditor Heather Evans recommended that the board review any deficits of budgeted revenue that may be short to cover budgeted expenditures. Some reductions of budgeted expenditures may need to be considered by the board to avoid the need to draw from savings or PILT to cover the deficiency. 23) 12:38 PM Discussion of Issues of Tony Morley a. Christensen said they took action with the City of Burley to remedy some issues. b. McMurray said he would have a letter to sign by next week. c. In discussion with Abenroth, he said that due to notice periods and when the Planning and Zoning meets, it would be the third week of June when that would be addressed. 6 P a g e

7 d. Christensen confirmed with McMurray that originally the county had given the City of Burley the responsibility for Planning and Zoning in the Burley area of city impact and the courts ruled that could not happen. e. He further asked if Morley went to the City of Burley to request them to cite and permit the project in question, would they be legal to do such. McMurray said he suspects they would say they cannot do that as they do not have jurisdiction. f. McMurray also said the board had signed off on other plats in that area and it is the county s jurisdiction to do so. He said it needs to be clarified and the negotiations are in place to do such after talking to the City of Burley. SCHEDULED INFORMATION AND ACTION AGENDA ITEMS 24) 9:26 AM Adult Misdemeanor Probation presentation for approval of computer purchase a. A computer was budgeted to replace a secretary computer in their office. The bid for a Dell Optiplex 3046 computer from Stephenson s for $ for the box only. b. They also have a need for a computer for their new Pre-trial Coordinator position at the same price. She stated there is enough funds in the Equipment line of her budget for that expense. c. The board asked for competitive price comparisons. 25) 10:44 AM Discussion regarding applications for tax exempt status Assessor Dwight Davis a. Application for tax exempt status was presented for approval by Assessor Davis from the Corporation of the Presiding Bishop of the Church of Jesus Christ of Latter-day Saints for two parcels valued at $174,667 that will come off the tax rolls. b. Four parcels from the same entity will go back on the tax rolls which total $419,102 of taxable value that will be leased and no longer qualify for tax exempt status. 10:45 AM Motion: Act on the recommendations of Assessor Davis regarding tax exempt status as presented, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 26) 11:03 AM Agenda and minutes format conformity review and recommendations a. Larsen reviewed the new template for conformity to ADA requirements with posting of the agenda and minutes of the board. b. The basis of those recommendations is also for conformity to the Idaho Open Meeting Law Manual and Idaho Statute 74 Chapter 2. c. Board meetings for Executive Session should include the clerk as one of the first to know and at times the clerk is the last to know. Larsen said he is the only clerk in Idaho that he is aware of that doesn t prepare, post, and review the agenda with the Chair of the board. d. Added was a section for unfinished business and guidelines for Executive Sessions. 11:14 AM Motion: Move the board agenda to the Clerk's Office, Action: Approve, Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. 7 P a g e

8 27) 11:16 AM Consider approval of new flooring in kitchen area at the MCCJC a. Heward stated the Joint Justice board voted to repair the floor in the kitchen of the MCCJC. b. The floor material for repair, durability, warranty, and cost of about of $3,300 was discussed. c. The matter was tabled to have Marshall Worthington check on it and bring back to the board with references and warranty information. 28) 12:44 PM Adjournment 12:44 PM Motion and Action: Adjourn the meeting, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 8 P a g e

9 APPROVED: /s/ Bob Kunau, Chair CLERK OF THE BOARD: /s/ Joseph W. Larsen 9 P a g e

10 10 P a g e APPROVED COUNTY PAYABLES ATTACHMENT

11 4/17/2017 COUNTY EXPENDITURES DEPARTMENT FUND/DEPT AMOUNT 104 Current COUNTY COMMISSIONERS $0.00 Expense AUDITOR & RECORDER $ Fund TREASURER $10.14 ASSESSOR $82.49 PUBLIC DEFENDER $1, AGRICULTURAL EXTENSION $ COUNTY BUILDING $47.38 JUDICIAL CENTER $0.00 BOARD OF HEALTH $10, PLANNING & ZONING $ GENERAL $5, CIVIL DEFENSE $ COUNTY ELECTIONS $0.00 LAW ENFORCEMENT BUILDING $ COUNTY ADMINISTRATION $0.00 VETERANS SERVICE OFFICER $0.00 CURRENT EXPENSE FUND TOTAL $19, Dedicated SOCIAL SERVICES $ FUNDS CONFLICT PUBLIC DEFENDER $ CASSIA COUNTY COURTS $ COUNTY ROAD & BRIDGE $2, WEED & PEST $2, SOLID WASTE $0.00 AMBULANCE SERVICE $0.00 FAIR EXHIBITS $0.00 HISTORICAL SOCIETY $0.00 COMMUNITY COLLEGE $0.00 REVALUATION $ COMMUNICATIONS $1, CONSOLIDATED ELECTIONS $0.00 COUNTY WATERWAYS $0.00 COUNTY SNOWMOBILE $55.64 ASSESSOR TRUST $0.00 COURT INTERLOCK FUND $52.50 K-9 TRUST $0.00 EMERGENCY MEDICAL SERVICE $ NARCOTICS SEIZED ASSETS $0.00 CASSIA DRUG TASK FORCE $0.00 D.A.R.E. TRUST $ PHYSICAL FACILITIES $79.88 ADULT MISDEMEANOR PROB TRUST $0.00 ADULT MISDEMEANOR PROBATION $6, VIOLENT PREDATOR ACCOUNT $0.00 BOX ELDER COUNTY BOOKMOBILE $0.00 WIDOW BENEFIT TRUST $0.00 DEDICATED FUNDS TOTAL $14, Justice JUSTICE FUND $0.00 Fund CLERK OF THE DISTRICT COURT $0.00 JUVENILE JUSTICE $0.00 PROSECUTING ATTORNEY $ CORONER $0.00 SHERIFF - PATROL $2, SHERIFF - INVESTIGATIONS $ SHERIFF - DISPATCH $8, SHERIFF - ADMINISTRATION $ M-C CRIMINAL JUSTICE CENTER $0.00 M-C JUVENILE DETENTION CENTER $0.00 CITY OF BURLEY PATROL $6, CITY OF BURLEY INVESTIGATIONS $ CITY OF BURLEY ADMINISTRATION $0.00 JUSTICE FUND TOTAL $18, Rev. 2016_01_26 TOTAL EXPENDITURES $52,077.71

12 12 P a g e ATTENDANCE LOG ATTACHMENT

13 Cassia County Commissioner Meeting Date: Attendance Log t/.-z' NAME (Please Print) TOWN REPRESENTING 'Ou Tf Su4f.. A-~