Board of Supervisors Minutes
May 2013

May 7, 2013:

The Fremont County Board of Supervisors met in regular session on Tuesday, May 7, 2013, in the Fremont County Courthouse Boardroom, with Bartholomew and Hickey present. A quorum was declared and the meeting officially called to order at 9:00 a.m. Minutes of the previous Board session were read and approved. The agenda was approved as posted.

Let the records show Cara Morgan was not present at this meeting.

At 9:00 a.m. Judy Meyer, Richard Jamison, Earl Hendrickson, Kirk Shearer, Mark Jewell, Becky Shull, Wilbur Hinkle, Ruth Paper and Greg Cruickshank met with the board to show their support in keeping the golf course open with the county’s continued support.

At 9:45 a.m. Dee Owen, Assistant Auditor, and John Walter met with the board to discuss the levy rate on Schultz Drainage Ditch. After completing work in the drainage district in 2012 and 2013 the Schultz Drainage District was short $37.40 which Walter agreed to pay. Owen asked the board if they would like to set a Levy Rate in order to build the fund back. Motion was made by Hickey to set the rate at 25% which would generate $902.00. Hickey, aye; Bartholomew, aye.

At 10:11 Dan Davis, Engineer, requesting approval of the following:

Motion was made by Hickey authorizing Chairman Bartholomew to sign DOT Amended Budget for FY 2013. Hickey, aye; Bartholomew, aye.

Motion was made by Hickey authorizing Chairman Bartholomew to sign IDOT Payment Voucher with HGM for Project #BRS-CO-36(60) - - 60-36. Hickey, aye; Bartholomew, aye.

Davis spoke with the board regarding a request from Page County asking if Fremont County would be interested in sharing duties with Page County Engineer’s Office. Hickey said he would like to help them out but felt that 2 ½ years was too long.

At 10:20 a.m. Motion was made by Hickey approving Class C Native Wine, Outdoor Service, Sunday Sales Liquor License for Sugar Clay Winery & Vineyard. Hickey, aye; Bartholomew, aye.

At 10:35 a.m. Wilbur Henkle, Bob Benton, Becky Shull, Cindy Bebout and Doug Weber, Conservation Board, presented a Lease Agreement for their approval. Hickey said they would have the County Attorney look over the lease.

At 10:40 a.m. Motion was made by Hickey authorizing Chairman Bartholomew sign Letter to State Auditor Requesting Audit FY ending 6-30-13. Hickey, aye; Bartholomew, aye.

At 10:45 a.m. Fremont County Wellness Committee, met with the board to discuss 2013 & 2014 Wellness Programs. Present were Dee Owen, Vicki Kirkpatrick and Jeff Shirley. Shirley discussed the importance of wellness incentives, and he would like to see the board budget some funds for that purpose. Hickey said if they would bring it up at budget time, it could be considered. Also discussed were a constitution, walking paths, and strategies for incorporating a healthy work environment in the workplace.

At 11:05 a.m. Hickey made a motion to table any discussion on new Voting Equipment until all supervisors were present. Hickey, aye; Bartholomew, aye.

At 11:10 a.m. there being no further business, Hickey made a motion to adjourn. Hickey, aye; Bartholomew, aye.

ATTEST:

Fremont County Auditor                                                                                 Bart Bartholomew, Chairman

May 14, 2013:

At 8:30 a.m. on Tuesday, May 14, 2013, a Department Head meeting was held in the Fremont County Courthouse Boardroom. Present were Bart Bartholomew, Randy Hickey, Cara Morgan, Dennis Henneman, Danelle Bruce, Karen Berry, Margaret Johnson, Danny Toma, Joan Kirk. Topics discussed were: Courthouse yard update; Freedom Rock; Clerk of Court sharing with Page County; Mental Health update; Hwy 2 Project; 28E Agreement/Mental Health; LEC project update.

The Fremont County Board of Supervisors met in regular session on Tuesday, May 14, 2013, in the Fremont County Courthouse Boardroom, with Bartholomew, Hickey and Morgan present. A quorum was declared and the meeting officially called to order at 9:00 a.m. Minutes of the previous Board session were read and approved. The agenda was approved as posted.

At 9:00 a.m. County Auditor Joan Kirk and Dee Owen, Assistant Auditor, were also present. With 856 "yes" votes and 327 "no" votes, Morgan declared the County Law Enforcement Center passed. Morgan, aye; Hickey, aye; Bartholomew, aye.

At 9:15 a.m. Darren Osborne, Attorney’s Office, met with the board requesting their approval of a Letter of Support for National Career Readiness Certificate, through Iowa Work Force Development. Motion was made by Hickey to approve the Letter of Support. Morgan, aye; Hickey, aye; Bartholomew, aye.

At 9:20 a.m. Lee Ryherd, Assistant Engineer, met with the board for approval of a Dust Control Suppliers Permit with Fremont County for Dust Control, by Jerico Services, Inc. Motion was made by Morgan to approve the Dust Control Permit. Morgan, aye; Hickey, aye; Bartholomew, aye.

At 9:30 a.m. Joan Kirk, Auditor, met with the board requesting approval to purchase Unisyn Voting Solutions, Election Tabulating Equipment, the price includes License; Training, and one year of Annual Preventative Maintenance and Annual Firmware License. Kirk said the machines she would like to replace were purchased in 2006, and in dire need of replacing. The replacement cost will be $57,088, and can be purchased on a three year, no interest, Contract. Morgan made a motion to allow the purchase with first payment due July, 2013. Morgan, aye; Hickey, aye; Bartholomew, aye.

At 9:40 a.m. Motion was made by Morgan approving the following Resolution 2013-29. Morgan, aye; Hickey, aye; Bartholomew, aye.

CERTIFICATE OF APPOINTMENT OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE COUNTY OF FREMONT, IOWA WHEREAS, The Board of Supervisors of Fremont County, Iowa held a duly authorized regular meeting on the 14th day of May, 2013; WHEREAS, at said meeting the following resolution was passed and adopted:

RESOLUTION NO. 2013-29

BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF Fremont, Iowa That the Board of Supervisors of the County of Fremont Iowa hereby make the following resolution.

WHEREAS, a resolution has been passed and adopted entitled "Resolution Approving and Authorizing the Execution of a Certain Joint Exercise of Powers Agreement for the Purpose of Creating a Multi-County Housing Authority."

NOW, THEREFORE, Pursuant to the provision of Chapter 28E. Code of Iowa, and by virtue of our office as Supervisors, we hereby appoint Twila Larson, for Three years, as the one (1) person to serve as Commissioner of the Southern Iowa Regional Housing Authority, representing the County of Fremont Iowa, and to serve for the number of years appearing after his name, respectively, from the ninth day of April, 2013.

IN WITNESS WHEREOF, I have hereunto signed my name as Chairman of the Board of Supervisors of the County of Fremont, Iowa and caused the official corporate seal of said County of Fremont Iowa to be attached hereto this14th day of May, 2013.

ATTEST:

/s/ Joan Kirk                                                                                 /s/ Bart Bartholomew, Chairman
Fremont County Auditor

At 9:50 a.m. Greg Dixon and Richard Payne met with the board seeking their support in the name "Moses Payne Wildlife Management Area" to be used to identify 1300 acres that USACE recently completed as a levee setback project, located near the Missouri River northwest of Hamburg, Iowa. Motion was made by Morgan to do some investigation into the matter before supporting. Morgan, aye; Hickey, aye; Bartholomew, aye.

At 10:05 a.m. Mike Fox, Landfill, met with the board requesting approval of a Financial Assurance Letter/audit report for the latest completed fiscal year, ended June 30, 2011. Motion was made by Morgan authorizing Chairman Bartholomew sign the Financial Assurance Letter. Morgan, aye; Hickey, aye; Bartholomew, aye.

At 10:07 a.m. Steve Perry, Olmsted & Perry Consulting, gave the board an update on Sidney Streetscape, Phase II, explaining in detail the scope of the work to be done on county owned property. Perry assured the board the only improvements to county property would be on the east drive, and finish the sidewalk around the property. Perry assured the board that any damage to county property would be the responsibility of the City of Sidney to repair. Also discussed was a Temporary Easement that would allow the City of Sidney to do the work on county property. A change in wording was agreed on, and as soon as that was completed, the board will approve it. Also present were Mark Travis, Danny Toma and Arnold Emberton.

In other business, the Sheriff’s Monthly Report was approved.

Payroll and Claims for May 17, 2013, were approved.

At 11:55 a.m. there being no further business, Hickey made a motion to adjourn. Morgan, aye; Hickey, aye; Bartholomew, aye.

ATTEST:

Fremont County Auditor                                                                                 Bart Bartholomew, Chairman

May 21, 2013:

The Fremont County Board of Supervisors met in regular session on Tuesday, May 21, 2013, in the Fremont County Courthouse Boardroom, with Bartholomew and Hickey present. A quorum was declared and the meeting officially called to order at 9:00 a.m. Minutes of the previous Board session were read and approved. The agenda was approved as posted.

Let the records show Cara Morgan did not attend this meeting, and Twila Larson was present.

At 9:00 a.m. After discussing the Secondary Employment Policy Hickey made a motion to table until the third supervisor could be present. Hickey, aye; Bartholomew, aye.

At 9:10 a.m. After discussing the Credit Card Policy, Hickey made a motion to approve the Policy. Hickey, aye; Bartholomew, aye.

RESOLUTION NO. 2013-30

A Resolution to Establish a Policy Concerning the Issuance and Use of Credit Cards for the Fremont County Government

TO THE HONORABLE BOARD OF SUPERVISORS OF FREMONT COUNTY, IOWA:

WHEREAS the Fremont County Government, by way of Section 2.5 of the Fremont County Employee Handbook (the Handbook), establishes guidelines for the use of Departmental credit card purchases; AND WHEREAS the Fremont County Government wishes to include a requirement within the current policy concerning Departmental credit cards to require the retention of credit card slips and detailed purchase receipts for transparency in accounting of Fremont County Government purchases; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF FREMONT COUNTY, IOWA that the matter of Departmental credit card use shall be subject to the policy that is attached to, and forms Appendix ‘A’ of, this Resolution.

Dated this 21st day of May, 2013.

ATTEST:

/s/ Joan Kirk                                                                                /s/ Bart Bartholomew, Chairman     aye
Fremont County Auditor                                                                /s/ Randy Hickey                            aye
                                                                                             
 
    /s/ Cara Morgan                                a
bsent

At 9:15 a.m. Hickey made a motion to change the June 11, 2013 board meeting to Monday, June 10, 2013. The change will allow the board to attend a Highway 2 Task Force meeting. Hickey, aye; Bartholomew, aye.

At 9:20 a.m. Steve Riley, Prochaska & Associates, met with the board regarding the new Law Enforcement Center. Also present were Gean Clapper, Mark Travis and Kevin Aistrope. Riley presented a Project Schedule showing the project timeline from beginning to end. Riley said it would cost about $80,000 to tear down the old jail which will be an obligation of the county. Prochaska is planning to schedule a kick off meeting in June.

At 9:50 a.m. Mark Travis, Sidney City Manager, presented a corrected Temporary Easement Agreement. Hickey made a motion authorizing Chairman Bartholomew sign the Temporary Easement Agreement provided by Travis. Hickey, aye; Bartholomew, aye.

At 10:05 a.m. Kevin Aistrope, Sheriff, met with the board to discuss, and request approval to enter into a Multi-Agency Joint Purchase of Cellbrite UFED Cell Phone Analyzer with Nebraska City, Otoe County and Otoe County Attorney. Aistrope said the cost would be about $10,000, but will be split four ways if sharing. It is his recommendation that the County enter into a 3 or 5 year 28E Agreement, and divide the cost. Aistrope said he had the funds in his budget, and would like them to approve the agreement. Motion was made by Hickey to allow Aistrope to move forward with the sharing agreement. Hickey, aye; Bartholomew, aye.

At 10:15 a.m. Twila Larson, FREDCO, discussed a pilot program called Hometown Pride, and how important that all towns get involved. Larson stressed how important it is, saying they will be choosing 5 qualifying regions, in the state, to be a part of this effort of enhancing rural communities that would then be used as curriculum across rural America.

At 10:30 a.m. Danny Toma, Maintenance, met with the board requesting approval of tile replacement on the lower level of the courthouse, Toma said the cost will be approximately $500.00. Hickey made a motion to approve the tile replacement. Hickey, aye; Bartholomew, aye.

At 10:40 a.m. The board discussed the State Audit Report, and what the best process would be to proceed with responding to the unaccepted responses of the audit.

At 10:55 a.m. Hickey made a motion to adjourn. Hickey, aye; Bartholomew, aye.

ATTEST:

Fremont County Auditor                                                                                 Bart Bartholomew, Chairman

May 28, 2013:

The Fremont County Board of Supervisors met in regular session on Tuesday, May 28, 2013, in the Fremont County Courthouse Boardroom, with Bartholomew and Hickey present. A quorum was declared and the meeting officially called to order at 9:00 a.m. Minutes of the previous Board session were read and approved. The agenda was approved as posted.

Let the records show Cara Morgan was not present for this meeting.

At 9:00 a.m. Jeff Shirley, Purchasing Agent, met with the board to open bids on a Single Axle Dump Truck for the Secondary Roads Department. Dan Davis was also present. Bids were opened, and Hickey made a motion to approve the purchase of a Box and Hydraulics for $45,208 from Hawkeye Equipment, and approve low bid from Omaha Truck Center for a Freightliner Truck for $75,631. Hickey, aye; Bartholomew, aye.

At 9:10 a.m. Dan Davis, Engineer, met with the board requesting approval of Contract & Bond on Project #FM-CO36(64)- - 55-36. Motion was made by Hickey to authorize Chairman Bartholomew sign Contract & Bond. Hickey, aye; Bartholomew, aye.

Engineer also requesting approval of a Utility Permit for Black Hills Energy for National Gas Piping to the New Church Construction site North of Sidney. Motion was made by Hickey authorizing Chairman Bartholomew sign the Permit. Hickey, aye; Bartholomew, aye.

At 9:15 a.m. Motion was made by Hickey to approve Cigarette/Tobacco Permit for Pilot Travel Center #238. Hickey, aye; Bartholomew, aye.

Motion was made by Hickey to approve Cigarette/Tobacco Permit for Bohlen’s Farm Service. Hickey, aye; Bartholomew, aye.

At 9:20 a.m. Motion was made by Hickey to approve Annual Urban Development Renewal Report as presented by Joan Kirk, Auditor. Hickey, aye; Bartholomew, aye.

At 9:30 a.m. Motion was made by Hickey authorizing Chairman Bartholomew to sign Vote Tabulation Contract. Hickey, aye; Bartholomew, aye.

At 9:35 a.m. Motion was made by Hickey authorizing Chairman Bartholomew to sign a Joint Participation Agreement with SWIPCO. Hickey, aye; Bartholomew, aye.

At 9:45 a.m. Peter Franks, Preservation Architect, met with the board to discuss State Historical Society Technical Advisory Network (TAN) Program, that is awarding the county a $500.00 grant to work towards saving the historical features of the courthouse. Franks returned blueprints he used for his preservation study. He said his job was to provide technical assistance and will provide a brief report when his study is complete. Cost to the county will be no more than $100.00. The group talked about what it would take to replace windows while keeping the historic look. Franks said there are enough photographs to know what was in each opening, using that information to decide what kind of window replacement to put in. He does not want to do something that is completely incompatible with the windows that were in the original building. Danny Toma was also present.

At 10:30 a.m. Wilbur Henkle, Conservation Board, met with the board to discuss Golf Course Lease. Also present were Dave Dreyer, Doug Weber, Bob Benton, and Becky Shull. Hickey said the board cannot demand that the Conservation Board try to lease the Golf Course. The only thing the Board of Supervisors is responsible for is allocating funds at budget time. It is up to the Conservation Board as to how they spend the money. Hickey said he would like to see the Conservation Board concentrate on more than just the Golf Course.

At 10:50 a.m. Dale Kirkpatrick met with the board to discuss the ditch next to his property. Also present was Dave Dreyer. Hickey said the Hamburg City Council is now responsible for the Hamburg Relevy so he suggested he get on their agenda to discuss it with them.

In other business, the Recorders for April, 2013 was approved.

Payroll and claims for May 31, 2013, were approved.

At 10:10 a.m. the board discussed State Audit Report Response. Also present was Dave Dreyer.

At 11:55 a.m. there being no further business, Hickey made a motion to adjourn. Hickey, aye; Bartholomew, aye.

ATTEST:

Fremont County Auditor                                                                                 Bart Bartholomew, Chairman

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