1:25 PM Upon exit of Executive Session, no action was taken and the board took the matter under review.

Transcription

1 Cassia County Board of Commissioners MEETING MINUTES Cassia County Courthouse Commission Chambers 1459 Overland Ave Room 206 Burley ID :00 AM The Cassia County Board of Commissioners met today at the place and time as posted by agenda pursuant to Idaho Code for Open Meetings Law. AGENDA ITEMS 1) Call to order 2) Pledge of Allegiance and prayer 3) Roll call 9:05 AM 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). 4) 9:05 AM Calendar, meetings, and correspondence a. No Board meeting on 5/28/2018 for Memorial Day b. Special Board meeting on Tuesday, 5/29/2018 c. District IV Elected Officials Meeting 1:30 PM Wednesday, 5/30/2018 5) Approval of Clerk s Office recommendations regarding junior college Certificate of Residency Forms None to consider in this meeting 6) 10:44 AM Personnel Matters: a. Change of Status Requests i. Road and Bridge Loren Durfee as a part time road worker ii. Time card Road and Bridge Supervisor Sam Adams time card was in order 10:45 AM Motion and Action: Approve Change of Status Requests and time card as presented Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. 7) 12:26 PM Executive Session (for the purpose of discussing personnel matters) 12:27 PM Motion and Action: Enter Executive Session pursuant Idaho Code (1) (b) to consider personnel matters, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. Vote: Motion carried by unanimous roll call vote (summary: Yes = 3). Yes: Tim Darrington - Member, Bob Kunau - Chair, Paul Christensen - Member. 1:25 PM Upon exit of Executive Session, no action was taken and the board took the matter under review. 8) 10:39 AM Discuss hiring of appraiser regarding appraisal of County property in Elba area a. McMurray discussed the need for an appraisal for County property in Elba to be disposed of. 1 P a g e

2 b. Pat Merrigan from Cornerstone Appraisal proposed a fee of $300 per lot totaling $600 to perform said appraisal. 10:40 AM Motion and Action: Approve Appraisal Agreement with Cornerstone Appraisal to do appraisal of Elba property as presented, Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. 9) 10:41 AM Review and execute letters of support for Declo Quick Response Unit, West Cassia Quick Response Unit, and Mini-Cassia Search and Rescue grant applications a. Three proposed letters of support were read by Kunau. b. These letters facilitate the QRU s applications for grants. 10:43 AM Motion and Action: Approve execution of letters of support for the Declo QRU, the West Cassia QRU, and the Mini-Cassia Search and Rescue as presented, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 10) 10:47 AM Approve minutes 10:47 AM Motion and Action: Approve minutes from 5/14/2018, Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. 11) 10:47 AM Approve payables 10:47 AM Motion and Action: Approve payables dated 5/21/2018, Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. 12) 10:48 AM Discuss FY2019 budget including but not limited to department request deadline, software budget consolidations, joint budget meeting, Commissioner s budget, and county funds versus trusts. a. Larsen detailed considerable changes in County budgets with implementation of CAI software to streamline processes and accounting under their suggested model. b. Deputy Clerk Evans detailed four items regarding the budget: i. Today is the deadline for budgets to be submitted to the Budget Officer. A digital budget book will be updated daily and she recommended the Board review that regularly. ii. Department requests and justifications will be included there for the Board s review. iii. Cost of living calculations were requested as payroll is about one third of the overall budget. The Board determined to do what has been done in the past with $0.50 per hour up to $16.67 per hour, then 3% increase for that amount and more. iv. Latitude was also given by the Board to department heads to use their discretion for that allocation within those budgeted parameters. v. Most departments, as asked for, have identified employee situations where they will ask for additional pay for promotions so that can be budgeted for. 2 P a g e

3 3 P a g e vi. Accruals and Comp Time budgeted amounts need to be determined as it has not been in the past. Exempt employee accruals will include some modifications for accounting of time and tracking that Abenroth and McMurray will work with and recommend. Evans said there will need to be additional funds budgeted for payouts during the fiscal year for those who may be retiring who have significant payouts. vii. The Board discussed paying out all Comp time at the end of each fiscal year except for seasonal employees who would be paid out at the end of their seasonal work. Then it would be included within the budget knowing it would be paid out. Abenroth suggested amending the policy if that is the Board s desire so it reflects that concept. Christensen said we need to suppress the numbers of hours of work rather than a cash payout that sends the wrong message. Darrington concurred saying it has been out of control and needs to be corrected. Larsen pointed out that accumulated comp time isn t the direct concern of the Auditor s Office, but rather that a number of large payouts upon termination of employment remain unbudgeted. viii. Title company revenues will be classified as revenue to the Recorder s Office. ix. The board was made aware of capital improvements cost requests and additional personnel requests from various departments and were recommended by Evans to review that for their consideration. x. Evans said we have budgeted revenues conservatively for the past few years and that has helped to recover depleted fund balances and reserves. xi. The Budget Office asked for the Board s input on allocation of reserves to meet requests that do not have identified revenue sources by departments. The Budget Office desires to recommend department requests but warned the Board that most of that expense would need to come from reserves and fund balances. xii. Evans detailed processes of simplified accounting by the consolidation of expense and revenue line items with the move to our new CAI software. That consolidation is congruent with other counties. Total budgeted amounts will not be affected by the consolidation of those lines. xiii. Trusts will not be budgeted for in the future, in line with what other counties do since they are not funded by taxes. They are not required to be published in the budget. xiv. Building reserve expense account will be consolidated into the PILT Fund as overall County reserves. A reserve appropriately should not be a budgeted expense. xv. The Joint Budget Meeting is scheduled for 9:00 AM Tuesday, 6/12/2018 at the Minidoka County Commissioners Room following Joint Justice Meetings. xvi. Jail trust recommendations were requested as per using Jail Trust healthy fund balance amounts or lessening tax expectation. Christensen asked for historical data to be provided for that consideration. xvii. Evans advised the Board that Law Enforcement and the Mini-Cassia Criminal Justice Center are both requesting an increase to all employees base pay again this year in addition to the cost of living increase. xviii. Larsen reiterated that the Budget Officer receive budget requests and makes recommendations from identified revenues. We cannot allocate reserves and savings unless directed by the governing Board of County Commissioners. xix. Christensen stated that preserving long term reserve balances for the County needs to be part of the Board s consideration with the uncertainty of PILT payments.

4 SCHEDULED AGENDA ITEMS 13) 8:00 AM Joint Quarterly Jail Review with Minidoka County at MCCJC 14) 9:15 AM Discuss Solid Waste issues for City of Rocks a. City of Rocks Superintendent Wallace Keck requested a waiver of transfer fees and continued use of the City of Rocks compacter to assist with transfer of waste to the roll off station. b. Public entities and partners such as the City of Rocks were not included in the notification letter from the Southern Idaho Solid Waste (SISW). c. The cost of about $2, annually had not been budgeted and the payment of such would create a problem for the City of Rocks according to Keck. d. Christensen encouraged hauling compacter waste directly to the landfill. In the interim, he recommended the fee assessment be waived. e. Keck said that hauling of that waste to the landfill would create an undue hardship for them. f. Darrington encouraged looking ahead to the next budget season for a resolution with the compacted waste. g. Bartlome expressed surprise compacter waste had been taken to the roll off station. He stated that compactor waste that is taken directly to the landfill would have no SISW charge. He stated it would be impossible to take all commercial compacter waste at the roll off stations. h. Keck reiterated they are not a commercial entity and it would be a huge cost and liability to the taxpayer. He reported they take 12 cubic yards of waste currently to the roll off station. i. Kunau suggested a shared cost of $72.00 a week. He stated that commercial waste haulers are making a profit and build that into their fee. He felt the County could assist with the costs and allow the garbage to continue to be taken to the roll off station in the interim. j. Bartlome said the SISW would work with all cooperating entities. 9:37 AM Motion and Action: Approve waiver of the SISW fee increase for the City of Rocks until July of 2019, which is the new budget year for the State and then continue talks, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 15) 9:38 AM Review and discuss IT Administrator Job Description a. Kunau stated this new position is to allow for more in-house assistance with our IT needs. He introduced David Burgess as the new IT Administrator. b. IT Advisory Committee member Karen Shaw explained a few changes to the job description that is an adaptation to the job posting by the IT Advisory Committee. c. Christensen asked Burgess about plans for cybersecurity. He said he has signed up for a cybersecurity summit to be held the first of June. He said Anti-virus processes are in place that mitigates some of the threats. He said employees need to be properly trained stating that issues with security begin with training employees on what to avoid. d. He suggested using software that allows for targeted training as a starting point. e. Savings from IT-related purchases done in-house were discussed as an advantage and in-house coverage for IT help in lieu of a half day per week we currently have for that. 16) 9:50 AM Department Head Meeting a. Review procedures for information related to employee benefits i. Abenroth detailed procedures for departing employees with the Auditors Office for benefits and with the Administrator or Prosecutor to review any concerns. 4 P a g e

5 ii. He stated some mis-information had been given some employees by department heads regarding benefit coverage and it would be corrected by following the policy. b. Patty Justesen Treasurer i. Reported on budget and the need for training for her successor. ii. An increase in interest rates was discussed. c. Sam Adams Road and Bridge i. Adams is tracking well with the Road and Bridge budget. ii. They are working with gravel crushing currently and application of magnesium chloride on the road to City of Rocks. iii. An Idaho Water Resource Grant availability was talked about. d. Michael Ottley Weed and Pest Control i. Ottley demonstrated the noxious weed Japanese Knotweed that needs to be eradicated. ii. He has tried to work with the City of Burley but they have not responded. He has asked that the County s noxious weed requirements be adopted with the City of Burley. iii. The BLM Grant went from $65,000 to $50,000 grant to stay with the State Director. He signed up for three years even though it is not guaranteed. iv. They have begun the season spraying noxious weeds. v. Darrington asked for a letter from the Board to be prepared by McMurray to the City of Burley. e. Mart Adams Assessor s Office i. The Assessor s Office is going to be sending out assessment notices over the next couple of weeks. ii. He reported that all County property values will be increasing. f. Craig Rinehart Coroner i. Rinehart reported they are busier this year than last year. g. Joel Packham Extension Agent i. Packham reported on activities of the Extension Office ii. Extension Office secretary Debi Barnes is retiring. They will be posting for that position. h. Amber Prewitt Adult Misdemeanor Probation i. Prewitt has posted for UA Tech and also reported on probationer statistics. ii. They are looking for grants that may be available for additional revenues from the Idaho State Police. iii. Repairs for their sprinkler system at about a $ cost was authorized by the Board from the County facilities budget. i. Joe Larsen Clerk i. Larsen reported on the Courts and Odyssey, the Primary Election, and budget processes. ii. The Recorder s Office is fully functional with CAI and they are working on a new contract with title companies for licensure fees and maintenance costs. j. Jay Heward Sheriff i. Heward reported on being below budgeted expenditures but under on some revenues. He is hoping to reach budgeted amounts by the end of the fiscal year. ii. He reported that call volumes are up during this spring. iii. Driver s license issues were discussed. It was determined they are understaffed there. iv. The Cassia School District has pledged additional money if $17, is paid by both the City of Burley and the County for a School Resource Officer fulltime in the City of 5 P a g e

6 Burley. That is an initial expense that will go down as time goes on and he said the school will pick up that expense eventually. k. George Warrell Mini-Cassia Criminal Justice Center (MCCJC) i. Current population in the MCCJC is 155; 77 Cassia County, 39 Minidoka County, 30 State, three ICE, and three U.S. Marshall holds. ii. They are currently fully-staffed but will be losing one person. iii. They are looking at the prospects for additional beds at the jail. l. Doug Abenroth Prosecuting Attorney i. Abenroth reported on his budget. ii. They have a scheduled murder case and many domestic cases. iii. Abenroth discussed that department heads have given incorrect information regarding benefits. They need to refer to the Cassia County Employee Benefits Manual and refer parting employees to the Auditor s Office. Exit interviews are to be setup by department heads with the Auditor s Office as well as with either the Prosecutor s or Administrator s Office. m. Kerry Mc Murray Administrator i. McMurray reported on their budgets. ii. The April building report was presented as well as building issues. iii. Planning and Zoning completed a conditional use permit for a doctor s office. iv. A request for a conditional use permit for fireworks may necessitate a change in ordinance. 17) 11:12 AM Canvass the vote of the 5/15/2018 Primary Election a. Elections Director Susan Keck and Deputy Elections Director Janel Bench provided items for the Board of Canvassers to review for approval. b. The abstract of the vote from the Secretary of States Office include voting statistics by County and Precinct. c. Voter turnout was 40.63% for this election. d. Certificate of Elections will be issued by the Elections Office. e. Larsen stated there were only a few complaints and problems and all have been or are being resolved at polling locations and with poll workers. 11:18 AM Motion and Action: Approve acceptance the Canvass of the Vote for the 5/15/2018 Primary Election as presented, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 18) 11:22 AM Executive Session (for the purpose of discussing indigent matters) 11:22 AM Motion and Action: Enter Executive Session pursuant Idaho Code (1) (d) to consider records that are exempt from public disclosure for the purpose of evaluating indigent recommendations, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. Vote: Motion carried by unanimous roll call vote (summary: Yes = 3). Yes: Tim Darrington - Member, Bob Kunau - Chair, Paul Christensen - Member. 6 P a g e

7 11:34 AM Motion and Action: Approve recommendations of the Social Services Director regarding indigent matters, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 19) 1:25 PM Adjourn 1:25 PM Motion and Action: Adjourn, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 7 P a g e

8 APPROVED: /s/ Bob Kunau, Chair CLERK OF THE BOARD: /s/ Joseph W. Larsen 8 P a g e

9 9 P a g e COUNTY EXPENDITURES ATTACHMENT

10 COUNTY EXPENDITURES 5/21/2018 DEPARTMENT FUND/DEPT AMOUNT 104 Current COUNTY COMMISSIONERS $0.00 Expense AUDITOR & RECORDER $ Fund TREASURER $0.00 ASSESSOR $ PUBLIC DEFENDER $0.00 AGRICULTURAL EXTENSION $0.00 COUNTY BUILDING $44.91 JUDICIAL CENTER $0.00 BOARD OF HEALTH $0.00 PLANNING & ZONING $0.00 GENERAL $ CIVIL DEFENSE $ COUNTY ELECTIONS $ LAW ENFORCEMENT BUILDING $0.00 COUNTY ADMINISTRATION $2.26 VETERANS SERVICE OFFICER $0.00 CURRENT EXPENSE FUND TOTAL $2, Dedicated SOCIAL SERVICES $ Funds CONFLICT INDIGENT DEFENDER $1, CASSIA COUNTY COURTS $ COUNTY ROAD & BRIDGE $ WEED & PEST $ 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 $25.82 ASSESSOR TRUST $0.00 K-9 TRUST $0.00 EMERGENCY MEDICAL SERVICE $0.00 NARCOTICS SEIZED ASSETS $0.00 CASSIA DRUG TASK FORCE $0.00 D.A.R.E. TRUST $0.00 PHYSICAL FACILITIES $0.00 ADULT MISDEMEANOR PROBATION 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 $10, Justice JUSTICE FUND $0.00 Fund CLERK OF THE DISTRICT COURT $0.00 MINI-CASSIA JUVENILE PROBATION $0.00 PROSECUTING ATTORNEY $ CORONER $ SHERIFF - PATROL $ SHERIFF - INVESTIGATIONS $ SHERIFF - DISPATCH $0.00 SHERIFF - ADMINISTRATION $ MINI-CASSIA CRIMINAL JUSTICE CENTER $6, MINI-CASSIA JUVENILE DETENTION CENTER $0.00 SHERIFF - PATROL (City of Burley) $ SHERIFF - INVESTIGATIONS (City of Burley) $ SHERIFF - ADMINISTRATION (City of Burley) $8.13 Rev. 2017_04_28 JUSTICE FUND TOTAL $10, TOTAL EXPENDITURES $23,308.54

11 11 P a g e ATTENDANCE LOG ATTACHMENT

12 Cassia County Commissioner Meeting Attendance Log Date: 5" - Z I --I ~ NAME (Please Print) TOWN REPRESENTING LIMO 5 5. C