JUNE BOARD MINUTES
June 3, 2008
The Benton County Board of Supervisors met in regular adjourned session with Supervisors Vermedahl and Buch present. Supervisor Sanders absent. Chairman Vermedahl called the meeting to order at 9:00 a.m.
Moved by Buch, seconded by Vermedahl, to approve the minutes of May 29, 2008. All members voting aye thereon. Motion carried.
Moved by Buch, seconded by Vermedahl, to authorize the chair to sign the final draw request for the Community Betterment Development Grant for the Watkins Wastewater Treatment project. Both members voting aye thereon. Motion carried.
Moved by Buch, seconded by Vermedahl, to approve the purchase of auxiliary equipment for the ballot marking devices, including batteries, ink cartridges and memory cards. The purchase is approved as a part of the contract between the State of Iowa Secretary of State, Henry Adkins, and Benton County for the initial purchase of ballot marking devices. Both members voting aye thereon. Motion carried.
Supervisor Sanders arrived at 9:08 a.m.
The board discussed moving the veterans’ affairs office to the Department of Human Services building. Roger Witt explained that DHS said that they would not allow veterans’ affairs to be on their phone system. Witt advised that a separate phone line can be ran direct to the office, but then a separate answering machine, etc. would have to be purchased. Witt advised that the phone system at DHS is answered by a switchboard, but that there is a possibility that the phone could be programmed to go around the switchboard. The board stated that the county purchased the phone system at DHS and if possible the veterans affairs should run through the system. Discussion also included the need for an internet connection due to new legislation requiring that the administrators of veterans affairs needing to be certified and able to use websites related to veterans affairs effective July 1, 2009. The supervisors stated that installing an internet service could wait, as the VA office does not currently use internet. The board instructed Witt to work with DHS about using the phone system, as it is county-owned. Witt advised that a system phone may have to be purchased, which may be in the $300 - $500 area. It was questioned if the cost of an over-the-counter telephone and answering machine would be more cost effective than trying to go through the phone system. Supervisor Vermedahl stated that the supervisors would need to determine how the county would comply with the requirements of the new legislation effective July 1, 2009. The board directed Witt to have the phone line moved to the DHS building and to use a regular desk phone and answering machine.
Moved by Sanders, seconded by Buch, to approve a utility permit requested by ITC Midwest to place utility lines in the county’s right-of-way in Monroe, Jackson, Big Grove, Eden and Canton townships. All members voting aye thereon. Motion carried.
The engineer reported that the balance in the Blairstown bank for the landfill was $68,442.91on May 31, 2008. Supervisor Buch stated that with future landfill regulations more funds may be needed in order to comply.
Mike Ruden of Durrant Engineering gave a final review of all of the bids for the courthouse renovation project and the options available to the county. Ruden summarized as follows:
Window replacement: clock tower windows only (no aluminum vents included) - $82,609.00 for the four openings with Zephyr Aluminum being the apparent lowest responsive and responsible bidder. The project was bid with stainless steel anchors and angles but if aluminum is substituted there is a deduction of $9377.00. The vents are needed to allow heat to escape.
Roofing – Ruden checked on the possibility of saving money by doing the tuckpointing and roofing projects simultaneously and using the same scaffolding, but was advised that the cost savings would be minimal at best.
Bids – lowest responsible responsive bidders:
Zephyr Aluminum - 429,476.00 for all windows in the courthouse including clock tower
Renaissance Roofing - 363,700.00; synthetic shingle would be more
Tuckpointing & structural – Janssen Waterproofing $179,800.00; optional costs: $7.00 square foot, cracked stone that was caulked – stone epoxy injection - $105.00 per lineal foot; stone patch - $130 per square foot; stone Dutchman repair $100 square foot.
Ruden recommended that the county do all three projects simultaneously. Supervisor Vermedahl questioned if the board was willing to issue general obligation bonds to pay for the entire project. Currently, the county has been setting aside funds derived from the Benton Commerce Village tax increment finance area; however the funds will only pay for the roof, waterproofing, structural repair, and clock tower windows. The funds are not adequate to pay for replacing the windows in the remainder of the courthouse. Supervisor Buch stated that he did not want to make a hasty decision and put the county in financial difficulty. Ruden reminded the board that the bids will expire soon, unless negotiations are made with the bidders to extend the expiration date. The board asked Ruden to determine the cost of tuckpointing if the body of the courthouse is not included at this time. The board also asked the auditor to research funding alternatives.
New Business: Supervisor Vermedahl advised the board that he had signed a Benton County Disaster Declaration on May 30, 2008, for a rain and flood event on May 30, 2008.
Moved by Buch, seconded by Sanders, to adjourn. All members voting aye thereon. Motion carried.
_______________________________
David Vermedahl, Chairman
ATTEST: _________________________________
Jill Marlow, Auditor
June 5, 2008
The Benton County Board of Supervisors met in regular adjourned session with all Supervisors present. Chairman Vermedahl called the meeting to order at 9:00 a.m.
Moved by Buch, seconded by Sanders, to approve the minutes of June 3, 2008. All members voting aye thereon. Motion carried.
Moved by Sanders, seconded by Buch, to enter into an extension of contract with East Central Iowa Council of Government (ECICOG) for the Community Development Block Grant (CDBG) project. All members voting aye thereon. Motion carried.
Moved by Sanders, seconded by Buch, to approve the request by the Vinton Cruise Committee to use the courthouse lawn on July 19, 2008. All members voting aye thereon. Motion carried.
The time of 9:15 a.m. having arrived, and this being the time and date set for a public hearing for an application for a confined animal feeding operation from Cedar Valley Egg Farm LLP located in the E1/2 of the NE ¼ of Section 12 of Cedar township. The chair declared the public hearing open. Notice of this hearing had been published in the official newspaper of Benton County. The board took up the matter for consideration. Marc Greenlee, Land Use Administrator, presented the information regarding the proposal. Greenlee stated that it’s a modification to the existing facility not an expansion and he feels this is a big improvement and he recommended the board be supportive of it. They are changing the way they do business and they received sufficient scores in all categories. Greenlee along with the Engineer feel they have complied with all the requirements of the master matrix evaluation. Greenlee advised that no written comments were received, and their being no oral comments heard, the chair declared the public hearing closed.
Moved by Buch, seconded by Sanders, to approve a construction permit application for an improvement and modification to the confined feeding operation at the Cedar Valley Egg Farm LLP. All members voting aye thereon. Motion carried.
A.J. Narveson, Urbana city council member, met with the board regarding the possibility of contracting for law enforcement with the Benton County Sheriff’s Department. Narveson pointed out that Urbana is looking into options to help cut some debt out of their budget. The one option they want to discuss is contracting for 20 hours a week for law enforcement with the county and eliminating their local police force. Other persons in attendance were Lloyd Benson, Keith Schmitt, Dennis Wayson, Deputy Michael Ferguson, Sheriff Randy Forsyth and County Attorney David Thompson. Deputy Ferguson was concerned if twenty hours would be enough for the needs in a community such as Urbana. Ferguson continued that looking at statistics from 2007 for example, Urbana Police had 146 cases and the county responded to 60 additional cases. Ferguson stated that the workload would be higher with such high traffic volume being located by the interstate, a hotel and a gas station that is open 24 hours a day. Ferguson also questioned if Urbana would want patrols before and after school. Supervisor Buch asked about the amount of calls for Urbana compared to other cities the county contracts with. Schmitt also questioned of those 60 calls, if they were ordinary calls or what they were. Schmitt added that understood there was a possibility of needing more then 20 hours, but right now they are just looking into the city’s viable options. Ferguson stated that the county is the dispatch center for all 911 calls, but the county doesn’t usually respond to cities with their own police force such as Vinton, Shellsburg, Urbana and Belle Plaine. They only go if needed for assistance or if a deputy is already nearby. Sanders then asked if a deputy was driving through or getting gas and they receive a call, if that counts as hours towards the city’s contract. Forsyth said that all officers keep a log and that if they were stopped filling up for gas then that would not count against their time.
Thompson stated that the sheriff’s department is already spread thin and that taxpayers expect a certain level of protection. In a growing community such as Urbana in terms of families with children, reducing the protection to 20 hours might be a drastic change compared to what they are used to now. Wayson said the council will take this back and let the citizens have input also. Thompson also added that the county Auditor had already volunteered to look over their budget and give ideas for some cuts. Stating that she is very good with budgets and she has yet to hear back from anyone.
Forsyth said he would probably have to amend his FY09 budget if the county were to enter into a contract with Urbana or put back his part time employees that he reduced hours for due to budget cuts. Vermedahl suggested the county take a better look at the current costs and determine what the county can provide. Vermedahl also stated that the sheriff look at the past fees being charged for law enforcement protection to cities and maybe think about changing the rate per hour to reflect the increase due to fuel costs and wages. Also noting the detail in calls taken compared to other cities. Forsyth added that the current contract rate would not change this year but possibly in fiscal year 2010, adding that rates need to be the same for all cities. Benson mentioned a grant that the city of Urbana received in the past that provided funding for two extra part time deputies for three years and suggested that another grant could be a possibility and should be looked into as well.
Tammy Stark, representing the River Rats Committee, a group of volunteers, met with the board to discuss a river clean up project. The group is going to travel a 7-mile stretch of the Cedar River from Minnestema Park to the Vinton river bridge and clean up any debris that they can along the way. The group will also have 2 experienced Americorp teams helping. The River Rats Committee has already received a $1,000 grant towards the clean up project and they are trying to get as many things as possible donated. Stark requested that any fees for the disposal of debris at the landfill be waived. Moved by Sanders, seconded by Buch, that the landfill fees be waived for the River Rats Committee’s clean up project on August 2, 2008. The waiver is specific to this clean-up project only. All members voting aye thereon. Motion carried.
Myron Parizek, County Engineer and the board discussed the recycling trailers in Vinton and how they would like to try replacing the trailers with dumpsters and possibly erecting a fence behind the dumpsters east of the courthouse. The board stated that there is already a security light, but recommended putting signs up that prohibited the placement of garbage in the dumpsters or on the ground around the dumpsters. Parizek received three quotes for fencing, but they are going to hold off and see how the dumpsters do without it first. Motion by Sanders, seconded by Buch, to direct the engineer to proceed with replacing the recycling trailers in Vinton with dumpsters. All members voting aye thereon. Motion carried.
A discussion was held about the meeting held between the mutual aid committee, the cities, and the county. The group is preparing a plan for an emergency situation, including if a city could respond faster than the county, what the city could or should do until the county arrives to assist, for example: a snowed in road. A call list and other details need to be worked out before finalizing the plan.
Moved by Sanders, seconded by Buch, to adjourn. All members voting aye thereon. Motion carried.
_______________________________
David Vermedahl, Chairman
ATTEST: _________________________________
Hayley Rippel, Deputy Auditor
June 9, 2008
The Benton County Board of Supervisors met in emergency session in the parking lot of the Benton County Sheriff’s office to coordinate the evacuation of the Benton County Transportation, Benton County Sheriff, and Benton County Social Services due to flooding of the Cedar River. Chairman David Vermedahl called the meeting to order at 1:00 p.m. with Superisor Jason Sander present. Supervisor Ron Buch was absent. One member of the press was present.
Moved by Sanders, seconded by Vermedahl to move everything out of the Benton County Transportation Building and Benton County Law Enforcement Center onto trucks from BJ Primmer and relocate the Transportation office to the Treasurer’s office. All county vehicles in flood area will be moved to Secondary Roads shop. Both members voting aye thereon. Motion carried.
The relocation of the Benton County Sheriff’s Office and Benton County Social Services was not determined.
Moved by Sanders, seconded by Vermedahl to adjourn at 1:15 p.m. Both members voting aye thereon. Motion carried.
___________________________________________
David Vermedahl, Chairman Board of Supervisors
______________________________________
Brenda Sutton,Deputy Auditor
June 10, 2008
The Benton County Board of Supervisors met in regular adjourned session with Supervisors Vermedahl and Buch present. Supervisor Sanders absent. Chairman Vermedahl called the meeting to order at 9:00 a.m.
Moved by Buch, seconded by Vermedahl, to approve the minutes of June 5, 2008. Both members voting aye thereon. Motion carried.
Moved by Buch, seconded by Vermedahl, to approve checks numbered 100277 through 100530, and payroll numbered 100531 through 100682, and ACH deposits numbered 3103 through 3202, for payment. Both members voting aye thereon. Motion carried.
Supervisor Sanders arrived at 9:08 a.m.
The time of 9:00 a.m. having arrived, the board proceeded with canvassing the June 3, 2008 Primary Election. Having reviewed all results and finding no corrections, it was moved by Sanders, seconded by Buch, to approve the canvass of the June 3, 2008 Primary Election. The results as recorded in the official election record in the auditor’s office are hereby certified. All members voting aye thereon. Motion carried.
Moved by Buch, seconded by Sanders, to approve a fireworks permit requested by Charles Yedlik for an event to be held on July 12, 2008, at 5899-1/2 28th Ave. Drive, Vinton, Iowa. All members voting aye thereon. Motion carried.
Moved by Sanders, seconded by Buch, to approve Mary Williams’ request to convert sick leave to vacation. Williams failed to file the proper notice with the auditor’s office in a timely manner and was requesting a variance from the county policy. The board had on a previous occasion stated that employees were allowed a one-time request of this nature. Moved by Sanders, seconded by Buch, to allow Williams to convert unused sick leave in accordance with the county policy. All members voting aye thereon. Motion carried.
Supervisor Buch updated the supervisors on the status of City Carton and the cardboard recycling program. Buch stated that City Carton would be bringing a trailer to Benton County for cardboard to placed. City Carton will pick up the cardboard at no charge to the county whereas the county currently pays to have the cardboard picked up.
The board also discussed who would pick up the recycling bins that will be implemented in the near future. No decision was reached.
Gary Wandling did not appear before the board.
Moved by Sanders, seconded by Buch, to approve the following law enforcement contracts between Benton County and the cities listed:
City of Luzerne – 26 hours annually - $520.00
City of Garrison – 156 hours annually - $3120.00
City of Walford – 520 hours annually - $10,400.00
City of Norway – 520 hours annually - $10,400.00
City of Van Horne – 780 hours annually - $15,600.00
City of Blairstown – 780 hours annually - $15,600.00
City of Newhall – 780 hours annually - $15,600.00
City of Atkins – 936 hours annually - $18,720.00
All members voting aye thereon. Motion carried.
Moved by Sanders, seconded by Buch, to set the rate for interpreters at the Benton County Sheriff’s Office at $50.00 per hour for the first hour and $25.00 per hour for each additional full hour. All members voting aye thereon. Motion carried.
Moved by Sanders, seconded by Buch, to adopt Resolution #08-26 TRANSFER OF FUNDS. Voting aye were Vermedahl, Buch, and Sanders. Nays none. Motion carried.
Moved by Sanders, seconded by Buch, to adjourn. All members voting aye thereon. Motion carried.
_______________________________
David Vermedahl, Chairman
ATTEST: _________________________________
Jill Marlow, Auditor
June 12, 2008
The Benton County Board of Supervisors met in regular adjourned session in the hallway by the Board of Supervisor’s office with Supervisors David Vermedahl, Jason Sanders, and Ron Buch present. Chairman Vermedahl called the meeting to order at 9:00 a.m.
Moved by Buch, seconded by Sanders to set July 8th at 9:15 a.m. as the time and date for a public hearing on a land use change requested by Steve Speidel D/B/A Hidden Meadows Farm LLC on a parcel located in SE ¼ NE ¼ of Section 34, Township 85, Range 9. All members voting aye thereon. Motion carried.
Moved by Sanders, seconded by Buch to adjourn at 9:15 p.m. All members voting aye thereon. Motion carried.
___________________________________________
David Vermedahl, Chairman Board of Supervisors
______________________________________
Brenda Sutton,Deputy Auditor
June 13, 2008
The Benton County Board of Supervisors met in an emergency session with all Supervisors present along with all department heads, located in the courtroom of the courthouse. Chairman Vermedahl called the meeting to order at 9:10 a.m.
Vermedahl first wanted to thank everyone for all the work and effort put into the evacuation and now the clean up process due to the flood. He would like to see the courthouse open Monday so that everyone can get back to a degree of normalcy. No air conditioning can be used until the city is back on line without the use of generators.
The maintenance office and the EOC office only received minor water duty in the courthouse basement so they can clean up and stay where they are. The sheriff’s office will temporarily be located in the supervisors’ room and possibly the juvenile court room if needed. The 911 dispatch will be in the basement with EOC until they can rent office space from the old West school and get it set up with phone lines and such, then they will move there maybe within the next week. When they get all the office spaces ready in the west school building, Benton County Transportation and the Relief offices will also relocate there while their offices are in the clean up process.
Moved by Buch, seconded by Sanders, to relocate Data Processing & GIS in with the Recorder’s office. All members voting aye thereon. Motion carried.
Moved by Sanders, seconded by Buch, to relocate Sanitarian/Land Use office in with the Treasurer. All members voting aye thereon. Motion carried.
A discussion was held about a switch to have put into the courthouse for a generator to be able to hook up to. This will power the courthouse in any future power outages within the city.
Moved by Buch, seconded by Sanders, to contact a ServiceMaster representative and get things lined up to start the clean up process. Vermedahl abstained due to conflict of interest. Both members voting aye thereon. Motion carried.
Moved by Sanders, seconded by Buch, to adjourn. All members voting aye thereon. Motion carried.
_______________________________
David Vermedahl, Chairman
ATTEST: _________________________________
Hayley Rippel, Deputy Auditor
June 16, 2008
The Benton County Board of Supervisors met in regular adjourned session with Supervisors Vermedahl, Buch, and Sanders present. Chairman Vermedahl called the meeting to order at 10:00 a.m. at the Palace Theater in Vinton, Iowa.
The overall purpose of the meeting is to address issues centered around the flood and sewer back-up created by an
The Board attended an information gathering regarding FEMA assistance to local residents and public bodies. Concerns about the process as well as the plans for recovery were discussed.
The Board returned to the courthouse at 11:10 a.m. to continue with their meeting. The board discussed the current displacement and relocation of county offices including Social Services, Transportation, Sheriff’s Department, Sanitarian/Public Health, and Information Services. Some of the offices have been placed in with other offices in the courthouse and some have bee placed at the ICAS building (old West school building).
Sheriff Randy Forsyth met with the board about the need to replace the radio console that was loss during the incident. The cost for the console could be up to $250,000.00. The Board advised Forsyth to continue in his efforts to obtain the equipment.
Larry Andreesen, Benton County Assessor, stated that he is working with the county’s geographic information system to develop a June 2008 flood layer to depict the 500-year flood area.
Moved by Buch, seconded by Sanders, to approve the hire of Service Master VVV for clean-up, sanitation, and removal of contaminated material in the courthouse, Governor Sherman building, transportation building, law enforcement center, sheriff’s storage shed, and sanitarian’s garage. The estimated cost is $250,000.00. Further, it is understood that the immediate necessity to address the matter due to the threat to public health and safety justifies that this contract be entered into without advertising and/or obtaining competitive quotes. All members voting aye thereon. Motion carried.
Moved by Sanders, seconded by Buch, to authorize ServiceMaster VVV to subcontract with Contents Recovery Experts for the cleaning and restoration of jail documents damaged during the disaster at an estimated cost of $19,000.00. The immediate need to recover jail records on Benton County inmates is to protect the safety of the inmates. All members voting aye thereon. Motion carried.
Moved by Buch, seconded by Sanders, to authorize Alternative Risk Services (ARS) to administrate the claims/invoices between Benton County and ServiceMaster VVV at no charge. ARS is the county’s insurance carrier and the county’s has coverage for certain parts of the loss. All members voting aye thereon. Motion carried.
Field officers for FEMA Intergovernmental Affairs briefly discussed the situation with the supervisors and stated that a Public Assistance team would be arriving in Vinton shortly to advise the local governments on recovery issues.
Moved by Buch, seconded by Sanders, to adjourn. All members voting aye thereon. Motion carried.
_______________________________
David Vermedahl, Chairman
ATTEST: _________________________________
Jill Marlow, Auditor
June 17, 2008
The Benton County Board of Supervisors met in regular adjourned session with Supervisors Vermedahl and Buch present. Chairman Vermedahl called the meeting to order at 9:00 a.m.
The courthouse renovation, funding, and awarding of bids was delayed until next Tuesday, June 24, 2008, due to issues relative to the flooding taking priority. The engineer was directed to present to the board the minimum necessary to protect the structural integrity of the courthouse.
Discussion on the impact of the flooding on the fiscal year 2008 and fiscal year 2009 county budgets was discussed. The possibility of a reduction in departmental appropriations will be discussed with department heads at the scheduled meeting on June 24, 2008.
The Board also discussed payroll issues relative to flooding. Several employees used vacation time to fill sandbags and also the closure of the courthouse. Moved by Sanders, seconded by Buch, that employees who assist in the prevention and protection of life and public property from damage during a county-declared or presidential-declared disaster will be paid at their regular rate for a normal work day without affecting their paid leave accruals. Further, employees are to be paid at their regular rate for a normal workday during the period of time when the courthouse was closed due to the county declared or presidential declared disaster. Those employees who worked during that period will not receive additional compensation. All members voting aye thereon. Motion carried.
The supervisors spoke with the county sheriff regarding employees of the sheriff’s department, who may or may not be needed due to the relocation of the jail due to flooding. Currently, inmates have been transferred to other facilities and will be housed there until Benton County’s jail is restored to operating condition. Since the jail is no longer in use and may not be for operational for six months or more, the need for jailers and cooks/custodial staff is negated. The sheriff currently employs five full-time jailers, one full-time cook, and four part-time cook/custodians. The sheriff advised that he is currently employing those persons with moving office supplies and duties associated with establishing temporary offices. Supervisor Vermedahl commented that he would like to provide those employees with at a minimum 30-day reduction-in-force notice. Vermedahl also questioned if those employees could be placed in other positions within the county. Auditor Marlow responded that the county has a labor contract with the sheriff’s employees and that it would be necessary to follow the contract language as to layoff or re-employment in other areas and suggested the county contact its labor attorney.
The auditor questioned if bids would have to be taken prior to purchase in order to comply with FEMA regulations and be eligible for reimbursement. The supervisors stated that the purchase was considered an emergency requirement and no bids would be required. The estimated cost of the equipment is $250,000.00.
The sheriff also updated the board on the relocation of his office, the social services office, and the transportation office to the ICAS building (old West Elementary School in Vinton). The sheriff spoke to the board about the immediate need to purchase a communications console as the current console sustained major flood damage and was no longer operable. The sheriff advised that he has the console ordered and that it would be shipping from Washington on this date. The sheriff stated that once the telephone lines were in place, his office could move into the temporary location. The sheriff advised that Qwest was putting in telephone lines. It has not been determined as to who the expense of adding additional phone lines with the cost of the lines will be billed.
Moved by Buch, seconded by Sanders, to authorize the chair to enter into an agreement with Schumacher Elevator to perform emergency repairs to the courthouse elevator at a cost not to exceed $1,300.00. The damage was sustained as a result of the natural disaster. All members voting aye thereon. Motion carried.
The board discussed installation of a transfer switch on the courthouse generator that would allow the entire courthouse to be powered by the generator. Currently, the generator provides emergency power to the basement offices so that emergency management operations can continue during power outages. Moved by Sanders, seconded by Buch, to direct Supervisor Buch to research the feasibility of adding a transfer switch and the costs associated with the same. All members voting aye thereon. Motion carried.
The county engineer updated the board on the damage sustained to secondary road infrastructure. The engineer reported that the Mt. Auburn bridge remained closed due to undermining of the roadway; there was some shoulder repair necessary along E16, and damage to the wings on the Norway bridge. The engineer advised that he is still addressing damage sustained from the flash flooding that occurred on June 12, 2008, in addition to flood damage. The engineer also reported that culverts had been washed out at Rodger’s Park. Supervisor Buch questioned if a dirt road could be repaired to allow Duane Andrew access to a field so that an insurance adjuster to view crop damage.
The county auditor questioned if it was the board’s intentions to proceed with the sealcoating project on 22nd Avenue Dr since the county incurred so much damage due to the flooding event. The board advised that their position remained the same and that the road would be improved.
The auditor advised that she had contacted the governor’s office regarding the status of repair to Highway 150 north of Vinton and received the name and telephone number of a contact. The board and Vinton Mayor John Watson spoke by telephone with Jamie Cashman of the Governor’s Office regarding Highway 150 and the necessity of having it repaired as quickly as possible.
Mayor John Watson discussed actions being taken by the city relative to debris cleanup. The board questioned if the city would agree to allow rural residents affected by the flood to dispose of debris in the city’s dumpsters if the county assumed responsibility for the tipping fees at the landfill. Mayor Watson stated that he believed the council would agree to those terms. The board requested that the engineer keep track of the tonnage of material being deposited due to the natural disasters that occurred in the county. The board also spoke with Mayor Watson about the fee for disposal of white goods that were damaged due to flooding. The county currently has a contract in place that provides for a $6.00 per appliance disposal fee. Watson questioned if the county’s contractor would be willing to pick up appliances in Vinton versus hauling the items to the landfill. Engineer Parizek agreed to contact the contractor and ask that he pick up the appliances in Vinton that were damaged due to flooding. The white goods are to be deposited at the old ham plant in Vinton.
The board spoke with the engineer about expanding the landfill’s operating hours on a temporary basis due to the amount of debris to be disposed of. The engineer stated that he would speak with landfill staff about expanding the hours from 8:00 a.m. to 6:00 p.m. Monday through Friday, and to be open for the next three Saturdays.
The Board spoke with the county attorney regarding state bidding laws and the possibility of separating the law enforcement center into two projects. The county attorney advised that he would research the legalities of the issue.
Moved by Buch, seconded by Sanders, to authorize the immediate payment of a claim to Patrick Coleman in the amount of $300.00 for clean-up work performed at the county’s landfill. All members voting aye thereon. Motion carried.
Moved by Buch, seconded by Sanders, to recess until the 6:00 p.m. meeting with FEMA. All members voting aye thereon. Motion carried.
The Board of Supervisors (Buch absent) reconvened to attend an informational meeting with FEMA and private citizens at the Vinton Shellsburg School Auditorium at 6:00 P.M.
The board listened to comments from local residents as well as city officials and FEMA officials as to the recovery process.
FEMA also informed the meeting that the gym of the Lincoln School will be open to help with any questions they may have.
The citizens were informed on how to report and proceed with help with their losses due to the flood.
Moved by Sanders, seconded by Vermedahl, to adjourn. Both members voting aye thereon. Motion carried.
_______________________________
David Vermedahl, Chairman
ATTEST: _________________________________
Jill Marlow, Auditor
June 19, 2008
The Benton County Board of Supervisors met in regular adjourned session with Supervisors Vermedahl, Buch and Sanders present. Chairman Vermedahl called the meeting to order at 9:00 a.m.
The Board met with Gerald Petermeier, PE, a licensed engineer in the State of Iowa, to request that he view the damage done to various county-owned facilities in Vinton from the recent flooding and to determine if emergency repairs are deemed necessary pursuant to Iowa Code 384.103(2). Petermeier stated that he would be willing to review the properties but that he assumed no liability. The county attorney stated that Petermeier would not incur liability as to the certification being requested. Moved by Sanders, seconded by Buch, to hire Gerald Petermeier, P.E., to assess and certify as to the emergency repairs needed to county facilities. All members voting aye thereon. Motion carried.
The board continued discussions on the future employment status of jail employees. Supervisor Vermedahl stated that he spoke with the county’s labor attorney, who advised that the labor agreement between Benton County and the sheriff’s employees did not require that an advanced reduction-in-force notice be provided. The attorney also stated that the county could offer employees a voluntary unpaid leave with the county continuing to carry their health insurance, do a reduction in force by seniority, lay off employees and give them the opportunity to take other positions within the county through internal advertising, allow them to accept other positions voluntary, or loan them to other correctional facilities. Sheriff Forsyth again stated that he was utilizing the employees in moving office supplies and equipment to temporary offices and in clean-up efforts at the jail. Forsyth stated that those duties would probably last about two weeks. The board requested that Forsyth return on Tuesday with a plan regarding the continued employment of the jail employees.
Vinton Mayor John Watson asked the board if the county could assist in the removal of the sandbags from the affected area. Watson stated that he understood that the county would be able to utilize the sand at the landfill instead of obtaining cover and that it would benefit both entities to cooperate in the removal. The supervisors and the engineer agreed to provide an end loader and dump trucks to assist with the removal of sand bags, but that it may be at the end of the county’s normal workday. The engineer advised that no weekend hauling would be provided.
The engineer questioned the board’s position about employee pay during the county declared disaster. The engineer sought clarification as to whether an employee would be required to use their vacation when sandbagging to protect private property, as well as clean up afterwards. Supervisor Buch stated that he concerns with paying employees when it was for personal protection. Supervisor Vermedahl and Sanders stated that it would be difficult to delineate between someone filling a sandbag for public property or private property. Moved by Sanders, seconded by Vermedahl, that employees would be paid for time used during their normal workday when assisting in the protection of life and property, public or private, without being required to use vacation. However, employees would be required to use vacation for clean up of private property. All members voting aye thereon. Motion carried.
The engineer updated the board on roads that were eligible for FEMA assistance based on their classification as federal, state, or local roadways.
The engineer advised that the staff at the landfill was willing to extend the hours of operation due to the disaster. The engineer questioned if tipping fees were being assumed by the county for all water related damage from the county or just flood related debris. The board advised that the engineer should hold off collecting the fees, but record them for future consideration by the board.
The county auditor spoke to the board about the possibility that FEMA will require that the county follow federal procurement when purchasing equipment and materials related to flood recovery. Specifically, the auditor cautioned that the radio console being purchased may not be eligible for FEMA reimbursement if the guidelines were not followed. The supervisors and the sheriff maintained that the purchase could not have been quoted and that it was allowed under the emergency provisions of FEMA.
Moved by Buch, seconded by Sanders, to authorize the chair to sign the insurance binder between Benton County and Heartland Insurance Risk Pool for FY08. All members voting aye thereon. Motion carried.
Moved by Buch, seconded by Sanders, to adjourn. All members voting aye thereon. Motion carried.
_______________________________
David Vermedahl, Chairman
ATTEST: _________________________________
Jill Marlow, Auditor
June 24, 2008
The Benton County Board of Supervisors met in regular adjourned session with Supervisors Vermedahl, Buch, and Sanders present. Chairman Vermedahl called the meeting to order at 9:00 a.m.
Moved by Buch, seconded by Sanders, to approve checks numbered 100683 through 100901, payroll numbered 100902 through 100995, and ACH deposits numbered 3203 through 3302, for payment. All members voting aye thereon. Motion carried.
Moved by Sanders, seconded by Buch, to approve the request for a utility permit submitted by the East Central Iowa REC to place utility lines in the county’s right-of-way in Kane Township, along the west side of 12th Avenue starting at the Alliant substation. All members voting aye thereon. Motion carried.
Moved by Buch, seconded by Sanders, to approve the request for a utility permit submitted by Iowa Telecom to place utility lines in the county’s right-of-way in Section 28 of Iowa Township, along 78th St. Trl. southeast of Belle Plaine. All members voting aye thereon. Motion carried.
The county engineer spoke to the supervisors about the county dust control program. The engineer stated that due to the state of the secondary road system due to the natural disaster, he questioned if the county should consider refunding 57 applicants for the dust control and allow them to contract elsewhere. The question of interest on the funds being held was also brought up. Secondary roads will apply the dust control when time permits.
The engineer also spoke about county-applied dust control on detour routes. The engineer reported that he will be providing some dust control on certain routes.
The board received a certification pursuant to Iowa Code 384.103(2) from Gerald Petermeier, a licensed engineer, stating that Benton County was in a state of emergency and that repairs are immediately necessary. Moved by Sanders, seconded by Buch, to adopt Resolution #08-27, DECLARING THAT BENTON COUNTY REQUIRES EMERGENCY REPAIRS. Voting aye were Vermedahl, Buch, and Sanders. Nays none. Motion carried.
Cindy Forsyth, Clerk of Court, stated to the Board that she was required to provide a counter space in her office and asked that the county provide the labor to construct the same. Forsyth also stated that she would no longer be willing to store records in the storage facility east of the courthouse. The supervisors asked Forsyth to check into other storage options.
Moved by Sanders, seconded by Buch, to approve Law Enforcement Contract with the following cities:
City of Keystone - $5,200 – 260 hours annually
City of Mt. Auburn - $520.00 – 26 hours
All members voting aye thereon. Motion carried.
Moved by Buch, seconded by Sanders, to approve the application submitted by the Blairstown Demo Derby for a liquor license. All members voting aye thereon. Motion carried.
The Boar discussed increasing the county’s liability coverage. After discussing the matter, it was moved by Sanders, seconded by Buch, the Benton County remain with its current coverage. All members voting aye thereon. Motion carried.
The board agreed that the sanitarian’s temporary office could be located in the boardroom when the sheriff’s office vacated it in the near future.
The auditor presented the board with the county’s current procurement policy for federal funding and suggested that the policy be reviewed and revised in the near future.
The Board met with the county’s departments to discuss the current situation and needs, including a possible reduction in appropriations for FY09 from the original adopted budget, the no smoking legislation, FEMA requirements for quotes and biddings, and submittal of claims for flood related damage to be made from departmental budgets. The board expressed their gratitude for the departments’ cooperation during the disaster and throughout the upcoming recovery period.
The board met with Mike Ruden of Durrant Engineering regarding the courthouse renovation project. Ruden reviewed with the board those projects that would be necessary to protect the integrity of the facility. Ruden had been asked to review the proposals and determine what the minimum requirements would be in anticipation of funding being redirected to reconstruction due to flooding. The board discussed the possibility of issuing bonds for the project instead of using designated funds to provide more cash flow for flood related damages. After reviewing the information and the lowest responsive and responsible bids, it was moved by Sanders, seconded by Buch, that the following bids be awarded for the repairs to the courthouse:
Tuckpointing – Janssen Waterproofing, Inc. – to tuckpoint and repair the tower - $144,800.00 with an additional $50,000 contingency for steel replacement/work
Renaissance Roofing, Inc. – roof replacement - $363,700.00
Tower Window Replacement – Zephyr Aluminum Products, Inc. - $73,232.00, which provides for aluminum angles plus $10,000 for vents.
Total project cost is $641,732.00 with no contingency.
All members voting aye thereon. Motion carried.
Moved by Buch, seconded by Sanders, to adjourn. All members voting aye thereon. Motion carried.
_______________________________
David Vermedahl, Chairman
ATTEST: _________________________________
Jill Marlow, Auditor
June 26, 2008
The Benton County Board of Supervisors met in regular adjourned session with Supervisors Vermedahl and Buch present. Supervisor Sanders was absent. Chairman Vermedahl called the meeting to order at 9:00 a.m.
Moved by Buch, seconded by Vermedahl, to approve the minutes of June 9, 2008, June 10, 2008, June 12, 2008, June 13, 2008, June 16, 2008, June 17, 2008, June 19, 2008 and June 24, 2008. All members voting aye thereon. Motion carried.
Mary McLaughlin, Information Technology Director, presented an agreement between Benton County and Schneider Corporation for maintenance of the county’s real estate website. The agreement is for one year at a cost of $9060.00. McLaughlin reported that 6,700 people have visited the website during the month of June (to this date) with hits of 1498 and 1200 being made on June 12 and June 13, respectively. McLaughlin stated that the website provides an offsite access to the public. Moved by Buch, seconded by Vermedahl, to enter into a one-year maintenance agreement between Benton County and Schneider Corp. for the maintenance of the county’s real estate website. The cost is $9,060.00 per year and is a budgeted expense. Both members voting aye thereon. Motion carried.
Larry Burger of Speer Financial met with the board to discuss bonding options for the courthouse renovation/repair project. Burger reviewed current market rates for bonds based on 5, 7, and 10-year issues for $600,000. Burger reviewed the callable issues and if his company is retained the bonds would be sold through Banker’s Bank and offered to local banks in the county first. The board questioned Burger as to his costs. Burger stated that his firm will provide a formal cost of issuance and provide that to the supervisors for consideration, including the bonding attorney’s fee.
Supervisor Sanders arrived at 9:15 a.m.
Moved by Buch, seconded by Sanders, to approve the contract and contractor’s bond with Peterson Contractors, Inc. for the bridge project #BROS-CO06(74)—5F-06, located northeast of Keystone. All members voting aye thereon. Motion carried.
Supervisor Buch questioned the engineer if repair had been made to the dirt road near Duane Andrew’s field in southern Benton County. The engineer stated that dirt roads were low on the priority list at this time, unless the supervisors directed him to pull resources from other road repairs. Supervisor Buch responded that dirt roads should remain a low priority at this time.
The board spoke with the engineer regarding dust control on the detour route for Hwy. 150. The engineer reported that he will be applying a dust control product; however the product cannot be applied when rain is forecast, as is the current situation.
Moved by Sanders, seconded by Buch, to adopt Resolution #08-29, AMENDING RESOLUTION #07-38 INTERFUND OPERATING TRANSFERS. Voting aye were Vermedahl, Buch, and Sanders. Nays none. Motion carried.
Moved by Sanders, seconded by Buch, to adopt Resolution #08-30, AMENDING FY08 BUDGET WITHIN SERVICE AREA. Voting aye were Vermedahl, Buch, and Sanders. Nays none. Motion carried.
Moved by Sanders, seconded by Buch, to adopt Resolution #08-31 SMOKE FREE AIR ACT. Voting aye were Vermedahl, Sanders, and Buch. Nays none. Motion carried.
The Board discussed the fiscal year 2009 appropriations and the need to limit spending due to the unknown costs associated with the facility damage from flooding. The discussion included the need to maintain cash flow with federal and state disaster assistance being on a reimbursement basis for large project costs. The auditor advised that the board could reduce appropriations now through a resolution; however once appropriated a reduction may require a public hearing and budget amendment. The auditor further stated that the board could do additional appropriations later in the fiscal year should the funds not be needed for repairs and construction work resulting from the natural disaster. Supervisor Sanders suggested that appropriations be reduced by 75%. Supervisor Vermedahl stated that the supervisors already reduced the FY09 budgets significantly and didn’t believe that the departments could operate with further reductions and would rather wait to determine if a reduction would be necessary. Vermedahl further commented that if funds were needed in the future that he would not be opposed to a budget amendment reducing departmental budgets. Supervisor Buch stated that he would not like to see services being increased or added or additional staff being hired just to turn around in six months and reduce services or lay employees off. Moved by Buch, seconded by Sanders, to adopt Resolution #08-32 Appropriations, with the caveat that the county’s financial situation will be reviewed in six months to determine whether action is needed to reduce appropriations. Additionally, that all purchases of $5000 are required to have prior board of supervisor approval and that a hiring freeze is enacted immediately. The hiring freeze applies to all unfilled positions, new positions, or positions that become vacant and departments are required to obtain approval prior to filling those positions. Supervisors Vermedahl and Buch voting aye. Supervisor Sanders voting nay. Motion carried.
Moved by Buch, seconded by Sanders, to adopt Resolutions #08-33, BANK DEPOSITORIES, #08-34, COUNTY OFFICIAL BANK DEPOSITORY AMOUNTS, #08-35, INTERFUND OPERATING TRANSFERS. All members voting aye thereon. Motion carried.
Moved by Sanders, seconded by Buch, to certify the cost allocation plan for the year ended June 30, 2007, as prepared by Cost Advisory Services, Inc. All members voting aye thereon. Motion carried.
The board discussed the employee of the jail whose positions were displaced due to the flooding. The sheriff had been asked to present a plan to the supervisors, however no plan has been received as of this date. No further action was taken.
Moved by Sanders, seconded by Buch, to adjourn. All members voting aye thereon. Motion carried.
_____________________________________
David H. Vermedahl, Chairman
ATTEST:
_____________________________________
Jill Marlow, Benton County Auditor