IN THE OFFICE OF THE VALLEY COUNTY BOARD OF COMMISSIONERS CASCADE, IDAHO October 17, 2011 PRESENT: GORDON L. CRUICKSHANK (CHAIRMAN) GERALD JERRY WINKLE (COMMISSIONER) RAY MOORE, (COMMISSIONER) ARCHIE BANBURY (CLERK) Meeting called to order by Chairman Cruickshank at 9:01 a.m. with Clerk Banbury taking minutes. Chairman Cruickshank asked to add a discussion of the Coroner s resignation under Commissioner s discussion, and Clerk Banbury asked that Resolution No.11-25, concerning reimbursement of election costs by the Consolidated Election Fund also be added. Commissioner Winkle moved to accept the amendments to the agenda, second by Commissioner Moore and carried to approve the agenda as amended. Glenna Young led the Pledge of Allegiance to the Flag of our Country. Commissioner Moore moved for approval of the October 11 th minutes, second by Commissioner Winkle, motion carried, with amendments incorporated by Chairman Cruickshank. Commissioner Winkle and Assessor Fullmer discussed whether they will be attending the District Three meeting in Mountain Home on Friday October 21 st, 2011. Commissioner Moore moved to accept the Video arraignment and Title V awards from the Idaho Department of Juvenile Corrections. Second by Commissioner Winkle and carried. Commissioner Moore moved to accept the continuing agreement for law enforcement services #12-LE-11041200-002 with the U. S. Forest Service. Second by Commissioner Winkle and carried. 1
June Fullmer, Assessor, appeared and requested cancellation of market value for VFS Financial, Cancellation #5, personal property tax for 2010. Commissioner Moore moved for cancellation as requested, second by Commissioner Winkle and carried. June also discussed the McCall DMV staffing situation and adjusting to an 8-hour day for the DMV Clerk. The office will be open from 8:00 a.m. to 4:30 p.m., work hours will be 8:00 to 5:00, five days a week, Monday through Friday. Deposits of DMV funds will be accomplished between 4:30 and 5:00, or at noon during the winter months if inclement weather requires. Glenna Young, Treasurer, stated that she felt the County would be leaving themselves open for criticism if the public could get service at the Annex (Satellite location) when they could not get the same Friday service at the Courthouse (County seat). Commissioner Moore moved to make this a permanent arrangement, unless problems develop which can be addressed if and when they occur, second by Commissioner Winkle and carried. Chairman Cruickshank noted the resignation of Marvin Heikkila, Valley County Coroner, effective December 31, 2011. He will forward a copy of the resignation to the Valley County Republican Central Committee for their recommendation of the appointment of a successor for Mr. Heikkila. After discussion of the Consolidated Election Law, Commissioners approved Resolution No.11-25 transferring funds from the Consolidated Elections Fund to the General Fund, Clerks Account 01-01 to reimburse the Clerk s Fund for the cost of salaries for time expended by clerical personnel on Consolidated Elections during Fiscal Year 2011, amounting to $9,493, benefits included. Anne Guarino appeared and recommended the waiver of a building fee of $91 for the relocation of a structure from Donnelly to Roseberry on behalf of the Roseberry Museum. Motion to waive the fee by Commissioner Moore and second by Commissioner Winkle as has been done in the past. Motion carried. A discussion of Paid Time Off (PTO) began with the assistance of Tami Bishop Rhodes, Human Resources Director. Chairman Cruickshank explained that the reason to consider change to our leave benefits was a sense that there were abuses of sick leave, and, factually, at the end of each year, there are a number of people who seem to have an excessive accrual. This seems to work as an inequity on some employees. The largest or most significant change recommended is to increase the monthly vacation accrual for people in their 6 th to 10 th year, from 6.67 hours per month to 8.33 hours, an increase of 20 hours per year. Bereavement leave is to be eliminated and included in extended sick leave. Many pros and cons of the draft proposal were discussed. Twenty employees, including all five Elected Officials and four Department Heads were present for the discussion. A proposal to create a sick leave bank has been brought to the Commissioner s attention, however more discussion will be needed. 2
Glenna Young explained the concerns of management for the abuses of sick leave. Some of the employees provided input that a pregnant mother would be using many PTO days as multiple doctor visits would be needed. Additionally employees who have children would be using multiple PTO days to attend to sick children. Some level of controversy was noted concerning the requirement to use a day of vacation for the first day of illness. JoAnn Fly suggested that most employees were honest and don t abuse sick leave. She pointed out an accounting difficulty with the accumulation of sick leave to be potentially purchased by the County. Carol Brockman, Chief Deputy Prosecutor suggested that the above requirement would cause employees to come to work when they are ill with contagious disease. She also suggested that the incentive to sell the accumulated sick leave may not be a wise provision. It was clarified that this was not a trade or sale, but rather an incentive that requires no time be relinquished. Dispatch Supervisor Kelly Taylor added that allowing a higher maximum accrual for vacation would help reduce over time in dispatch when folks are trying to use up vacation so they will not lose it. Chairman Cruickshank favors an increase in accrual for those with 6-10 years of employment and staying with our present system. Glenna wants PTO with extended sick leave. If employees must use PTO for medical appointments, then PTO should be increased. Discussion ended at 11:10 a.m. with understanding that the Board would reconvene discussion on this subject later on. The HR department will summarize today s discussion for discussion at a future commissioner meeting. Shauna Arnold appeared with Dwight Jividen and Theresa Perry to discuss the Senior Center Portico project. They need $4,000 in match, $2,500 to be provided by Valley County. They may hire Joel Chaudoir as the owner s agent. They need reconfirmation of the $2,500 discussed during the past year. Commissioner Winkle moved to award the Senior Center an additional $2,500 cash support to help meet the match. Second by Commissioner Moore and carried. Commissioner Moore moved to convene an Executive Session as provided by I.C. 67-2345 (1)(b). Second by Commissioner Winkle and carried. Roll Call vote, Commissioner Winkle aye, Commissioner Moore aye, and Chairman Cruickshank, aye. 3
Convene Executive Session at 11:30 a.m. Reconvene Regular Session at 1:00 p.m. Discussion of health benefits with representatives of the Gem Plan, Todd Lakey, Tim Marks and Gradyn Staley began at 1:00 p.m. Bill Brown was unable to attend because Adams County business needed to take precedence. Todd explained that, as always, the decision is yours, Commissioners. He advised he had been a Deputy Prosecutor for Canyon County for 5 ½ years, ran for Commissioner and served 6 years, and was active in IAC and District Three. He has since been Executive Director at the Gem Plan. He well understands the budgetary concerns we have which necessitate difficult choices. He traced the history of ever-increasing health plan costs. This caused the formation of the Gem Plan, following in a general way, the path followed by ICRMP. They are a joint powers entity and now have 20 Counties as subscribers, governed by County Commissioners. They believe Valley County has benefited from its participation with the Gem Plan, and provided a summary showing premiums. The average annual increase since 2003 has been 13.44%, but with the Gem Plan, Valley County experienced only an average annual increase of 5.88% during the same period. This was using national statistics not state or local. A noteworthy fact is that an employee or a dependent may appeal a decision to the Gem Plan Board for relief and receive assistance in negotiating with the insurer. This service is not available elsewhere. Tim Marks commented that additional mandated requirements will increase rates and possibly confuse what can actually happen with the grandfather clause Dental and Vision insurance was also discussed. Very similar coverage is available at a significant savings. Gradyn Staley suggested that the County consider purchasing Dental and Vision coverage elsewhere and leaving the basic medical coverage unchanged. When asked what was done with the overpayment of the Dental and Vision the reply was it was moved into the reserve account. The Gem plan has increased their reserves at a dramatic pace in the recent past. The Board expressed that they would like to see some of those funds put towards lowering rates. 4
Tami Bishop Rhodes appeared to discuss longevity awards. It would be necessary to fund it at a $700 level if we reward employees with 10 years or more employment. Commissioners were concerned about these funds not being budgeted for. She offered up some travel and other expenses from her budget to fund such awards. Commissioners decided to wait until mid-year to consider this. Other policies need to be looked at that we started earlier in the year before we discuss this issue. Also, we need to put some effort into our Employee s Handbook. The Clerk advised the handbook must be finalized before Valley County can qualify for the promised reduction in liability insurance premiums. As concerns held claims from October 11, 2011 meeting. Three claims from VARHA were held. One is from the Web Master for $2,350 to Erin Roper. It should be paid. Rick Lamm is to be paid the invoices net of any late charges, a total of $675 to Mr. Lamm. Michael David s bill is for $1,785 and is supported by an invoice. Commissioner Winkle moved to pay the bills for Rick Lamm and the Web Master, but to continue to hold the Michael David bill. Second by Commissioner Moore and carried. The claim to the airport has been paid as an inter-fund transfer was approved by resolution. Concerning the IPAD, Prosecutor Matt Williams explained the use of the equipment. The I.T. department was not used to assist him as was the case with the previous purchase. Sales tax was paid on this purchase. Matt considers the item similar to supplies as opposed to a capital expenditure. He has, and uses a second personally owned IPAD. The current purchase is for the use of one staff attorney, and intends to purchase one more for the other staff attorney. The IPAD in question was charged on his County credit card. He had the credit card for six months. When asked if Matt knew if the Commissioners approved the credit card, Matt stated, It was issued to him through the Clerk s Office. He demonstrated the use of the IPAD in cross examining a witness. He tried to buy it through a regular County vendor, but was unable to do so. Commissioner Winkle would like to set a policy concerning capital items. He d like to see the Board notified of such purchases. Commissioner Moore also thinks we need a policy on capital expenditures. Chairman Cruickshank moved to hold the claim for further review. Commissioner Winkle seconded the motion; all voted aye, motion carried. Matt advised he would file an action in District Court for a judicial determination concerning the propriety of the Board refusing to honor the claim. Matt added that he will be filing an action to cause further production as requested in his public records request some 17 days ago. Specifically these are questions regarding the budget and health insurance, and offers that he will not file if received by tomorrow. 5
The meeting was adjourned at 4:00 p.m. Gordon L. Cruickshank, Chairman Attest: Archie N. Banbury, Clerk AB/tme 10-26-11 6