STEPHENSON COUNTY PUBLIC WORKS COMMITTEE MINUTES September 7, 2017

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2 S STEPHENSON COUNTY PUBLIC WORKS COMMITTEE MINUTES September 7, 2017 A regular meeting of the Public Works Committee was held at the County Highway Offices on the above date. The meeting was called to order by Chairman Wire at 9:05 A.M. Committee members present were Mr. Fricke, Mr. Fluegel, Mr. Pardus, Mr. Diddens, and Ms. Clore; Members Absent: Mr. Welch. Also present were Dale Rasmussen, Steve Scheffel, Scott Janssen, Jim Snider, Guary Bernadelle, Jodi Diffenderfer and Dr. Condie. Prayer A prayer was led by Mr. Fluegel. Pledge of Allegiance The Pledge of Allegiance was recited. Agenda A Motion was made by Mr. Fricke, and second by Mr. Diddens., to approve the Agenda. Ayes: 6 Nays: 0 Motion Carried. Minutes A Motion was made by Mr. Fluegel, and second by Mr. Fricke, to approve the Minutes of the regular meeting on August 3, Ayes: 6 Nays: 0 Motion Carried Claims A Motion was made by Mr. Diddens, and second by Mr. Pardus, to pay the claims as listed. Ayes 6 Nays: 0 Motion Carried 005 Highway: $19, Matching: $152, County Bridge: $1, County MFT: $2, Township MFT: $202, Animal Control: $2, TOTAL CLAIMS: $381, Public Comments none

3 Animal Control Departmental Update: Dr. Condie passed out his monthly financial update along with his 2018 proposed budget. He stated that new line items to the budget will be added for the income and expenses related to the state spay/neuter program. Also Kristin will be preparing a monthly spreadsheet tracking exact numbers. Mr. Diddens and Ms. Clore expressed their concern that the budgeted expenses exceeded the revenue. The Committee addressed the staffing expenses and also the registration fees charged in the county. Dr. Condie expressed that Stephenson County s registration fees are the lowest compared to the other surrounding counties. Dr. Condie suggested that these fees could gradually be increased over the next couple of years. Dr. Condie also mentioned that rent expense had been allocated this year which increased expenses by $6, The Committee requested salaries be reviewed to make sure the allocations were based off a 12 month period. Also, the Committee asked Dr. Condie to provide job descriptions at October s board meeting. Mr. Snider and Mr. Bernadelle said they would review and make any adjustments to salaries if found to be computed incorrectly. Also, the telephone expense needed to be corrected to $871 for the 2018 budgeted year. Mr. Fricke made a motion to present the budget to the Finance Committee with the above referenced changes and Mr. Fluegel seconded. Ayes 6 Nays: 0 Motion Carried Dr. Condie leaves at 10:15 AM Highway Maintenance Report: Mr. Janssen reported the following recent and ongoing activities: sealcoating along with crack-filling repairs and finishing the clean-up of ditches and trees from July 21, 2017 flood. Mr. Diddens asked how preparation for the winter months looked. Mr. Janssen stated that the County s maintenance staff will be preparing equipment and there is a considerable salt stock left over from last year. Also the new salt contract should be received in the next month for any salt purchases in Mr. Wire asked if the Highway Department had an extra truck that was not being utilized. The Maintenance Department was looking for one to purchase. Mr. Rasmussen stated that Mr. Brinkmeier s truck is not being utilized and the Highway Department would consider selling the truck to the Maintenance Department. Departmental Update: Mr. Rasmussen reported Paul Rampenthal retired as of September 1, Also, Mr. Scheffel six month probationary period will be completed in November. Mr. Rasmussen and Mr. Scheffel will discuss at that time the transition of him becoming the Assistant Engineer. Mr. Rasmussen announced to the board that the July 21, 2017 flood damage for the County Highway amounted to $42,622 which included shoulder repairs and road closures. The Township roads were estimated to be $1.4 million which included culvert washouts, gravel road repairs, slope wall repairs and shoulder repairs. He also informed the board that confirmation was received that no reimbursement was awarded. Mr. Rasmussen received correspondence from IPWMAN asking for possible assistance with the Texas clean-up. This would entail someone from the maintenance crew to drive a truck to Texas and assist. All expenses would be reimbursed and no cost to the County.

4 Projects for the season are wrapping up. Jay Street culvert construction is nearly done and the AYP Bridge is underway. The Pavement Preservation will be completed week ending September 9, Resolutions HD A Motion was made by Mr. Fricke, and seconded by Mr. Diddens, to recommend approval of Resolution HD to the full board. This Resolution is for the design of a structure carrying Coomber Road over Branch of Yellow Creek ( BR) and for the county to hire engineering firm Hutchinson Engineering, Inc. for the design. Ayes:6 Nays 0 Motion Carried Other Current budget and debt status: No budget and debt status was given due to change over in Administrative Assistant position. Mr. Rasmussen presented the Highway Fund budget. The Committee was concerned that without the carry over monies, the budgeted expenses exceed the revenue. Mr. Rasmussen stated that he budgeted $100,000 for equipment but was not planning on utilizing those funds if not needed as in the next few years he would like to purchase a Tandem. It was suggested by Mr. Bernadelle and Mr. Snider to create a Capital Improvement Fund so any monies not used could be transferred to this fund account. Also, the committee was informed of the increase in health insurance expense from $71,000 to $81,600. Mr. Diddens made a motion and seconded by Mr. Fricke to forward this tentative budget to the finance committee with the subject to make some changes in the next 30 days. Ayes:6 Nays 0 Motion Carried Next, the Matching Fund budget was presented. There was a change to the health insurance expense from $31,000 to $34,000. Mr. Diddens made a motion and seconded by Mr. Fluegel to send this budget to the finance committee. Ayes:6 Nays 0 Motion Carried The County Bridge Fund budget was presented. Again, there was a change to the health insurance expense from $31,000 to $34,000. Mr. Fluegel made a motion and seconded by Mr. Diddens to send this budget to the finance committee. Ayes:6 Nays 0 Motion Carried The County Motor Fuel Fund budget was presented. Mr. Rasmussen stated that he needed to make a correction changing estimated allotments from $715,000 to $660,000. Also there needed to be a health insurance expense correction from $71,000 to $81,600. Mr. Diddens made a motion and seconded by Ms. Clore to send this budget to the finance committee. Ayes:6 Nays 0 Motion Carried Mr. Fricke leaves at 11:10 AM The Township Motor Fuel Fund budget was presented. A new line item expense was added to this fund to show the 4% fee that is billed to the township for the engineering administrated by the Highway Department. Mr. Diddens made a motion and seconded by Mr. Pardus to send this budget to the finance committee. Ayes:5 Nays 0 Motion Carried Finally, the New Highway Building Fund budget was presented. Ms. Clore made a motion and seconded by Mr. Diddens to send this budget to the finance committee. Ayes:5 Nays 0 Motion Carried

5 Committee Comments Ms. Clore was pleased with Mr. Rasmussen s straightforward explanations of the proposed highway budgets and going over the anticipated projects for the next four years. Adjourn A Motion was made by Mr. Fluegel, and second by Ms. Clore to adjourn the meeting at 11:44 A.M. Ayes: 5 Nays 0 Motion Carried