9:00 AM The Cassia County Board of Commissioners met this day in regular session in the Commission Chambers of the Cassia County Courthouse.

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 this day in regular session in the Commission Chambers of the Cassia County Courthouse. 1) Call to order 2) Pledge of Allegiance and prayer 3) 9:06 AM Roll call Roll Call. Present: Kerry D. McMurray - Administrator (Not voting), Tim Darrington - Member, Bob Kunau - Chair, Paul Christensen - Member, Doug Abenroth - County Attorney (Not voting), Joseph W. Larsen - Clerk of the Board (Not voting). 4) 9:09 AM Review calendar, meetings, and correspondence a. Special board meeting at 8:00 a.m. Tuesday, 6/6/2017 at the commission chambers b. Idaho Association of County Commissioners and Clerks meeting Tuesday through Thursday, 6/6/2017 6/8/2017 at the Shilo Inn in Idaho Falls c. South Central Public Health (SCPHD) Board Meeting Thursday and Friday, 6/8/2017 6/8/2017 d. Public meeting at Burley City Chambers on Wednesday, 6/14/2017 to hear about the airport master plan that has now been completed. Christensen reiterated that the board had decided about a year ago to support that if there was a willing seller and that eminent domain could be used on small portions of the proposed airport. Kunau said they aren t even near a consideration for eminent domain. A trade may be utilized on proposed property. 5) 9:10 AM Amendment of agenda 9:11 AM Motion: Add agenda item to discuss the board s ballot choice for an SCPHD board member, Action: Amend Agenda under Idaho Code (4) (c), good faith reason for amendment (a ballot to choose a board member for the SCPHD was just received today and it is time sensitive to return it), Moved by Paul Christensen, Member, Seconded by Tim Darrington, Member. a. Kunau explained that Blaine County Commissioner Angenie McCleary has been serving on that board and was proposed to continue by ballot choice. 6) 9:19 AM Amendment of Agenda 9:19 AM Motion: Add agenda item to discuss replacement of a wall at the MCCJC, Action: Amend Agenda under Idaho Code (4) (c) (good faith reason for amendment) Christensen and Rasmussen will not be present at the next board meeting to discuss the matter and they desire to do this project before the weather gets too hot, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 1 P a g e

2 a. Christensen said this was discussed at the joint justice meeting this past week. He had asked by motion for a competitive bid but Minidoka Commissioner Bob Moore said the person proposed to do the work had done a lot of work for them and is very reasonable with his price. His motion died for the lack of a second. Sheriff Heward made a motion to go ahead and do the work, it was seconded, and passed. Based on that, Christensen said he would support the recommendation. b. The bid was in the amount of $4, for the repair. They plan to removed damaged stucco and replace it with metal siding using inmate labor. 9:23 AM Motion: MCCJC in expending $4, for repairs of removing stucco and replacing with metal siding as presented, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 7) 9:25 AM Executive Session To consider personnel matters 9:25 AM Motion: To consider personnel matters, Action: Enter Executive Session under Idaho Code (1) (b), 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. Upon exit of Executive Session, the matter was taken under advisement. 8) 9:49 AM Discuss whether or not to renew Ambulance Services Contract with Intermountain Health Care (IHC) for two more years a. McMurray said the Ambulance Services Contract with IHC specifies that it can be renewed every two years at a 3% increase above the previous two years. If the board chooses to renew, it will be 3% more for 2018 and b. The appropriate portion of the contract was read by McMurray. It was pointed out that the addition of paramedics will not affect the costs. c. McMurray said the board needed to decide if they desired to renew the contract or request proposals from others for the service as that will take time to complete. The contract is set to renew at the end of the year. d. Larsen advised the board that when he gave Kent Holyoak from IHC the board s letter of grant support for paramedics, he suggested looking at the establishment of an ambulance district at some point in time. He said that if that happened, it would free up costs to the county as it would be levied separately. e. The matter will be placed on next week s agenda to explore establishment of an ambulance district as a possible alternative. 5) 10:01 AM Personnel Matters: a. Change of Status Requests i. Voluntary resignation of District Court Law Clerk Maren Redd 1. Larsen recommended criteria be set for that position. 2. He also suggested a review of balancing rate of pay for that position with other attorneys providing service in the county with McMurray and Abenroth. ii. Voluntary resignation of MCCJC Jail Tech Brandon Michael Talbert. 2 P a g e

3 10:04 AM Motion: Change of Status Requests as presented, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. b. Time Card of Sam Adams from Road and Bridge was considered in order. 6) 10:07 AM Deliberate on Valley Office Systems Maintenance Agreement for the Treasurer s Office copy machine a. This agreement was accommodated by Valley Office Systems to coincide with the fiscal year. b. This process was recommended by Abenroth which he derived from training to consider contractual agreements based on the fiscal year. c. Additional information was need to complete the contract for approval. 7) 10:09 AM Deliberate on Middle Snake Regional Water Resource Commission (MSRWRC) ballot for approval of proposed budget a. A ballot for approval of proposed budget for MSRWRC was presented for the board s consideration. b. Last year MSRWRC s budget amount was for $2, This year s request is the same as last year as they have carryover funds to cover an increase. 10:11 AM Motion: MSRWRC budget request tentatively and note on their ballot that it is subject to available funding, Action: Approve, Moved by Paul Christensen - Member, None seconded. Motion Withdrawn by Christensen. a. The board discussed with Abenroth regarding the proposed approval and a budget. b. Larsen asked if it was contractual and McMurray said it is a joint powers agreement. 10:14 AM Motion: Signing of the ballot for approval of the proposed budget of the MSRWRC, Action: Approve, Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. 9) 10:16 AM Indigent Matters 10:16 AM Motion: To consider Indigent matters of a personal nature that are exempt from disclosure under Idaho Code (6), Action: Enter Executive Session under Idaho Code (1) (d), 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. 10:44 AM Motion: Recommendations of the Social Services Director regarding indigent actions as presented, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 10) 11:58 AM Executive Session (Communicate with risk manager/insurer regarding pending/imminentlylikely claims) pursuant Idaho Code (1) (i) 3 P a g e

4 11:58 AM Motion: To communicate with risk manager/insurer regarding pending/imminently-likely claims, Action: Enter Executive Session pursuant Idaho Code (1) (i), 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. 12:21 PM Upon exit of the Executive Session, the matter was taken under advisement. 12:22 PM Motion: Maintenance Agreement with Valley Office Systems for the Treasurer s Office copy machine, Action: Approve, Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. 11) 12:22 PM Discuss designation of applicant s agent for state hazard applications a. McMurray said this is a form that needs to be sent into the State regarding severe winter storm applications. b. It asks for a primary and secondary agents to execute and file applications for public assistance on behalf of the county for federal and state assistance. c. This is part of the packet of information discussed with FEMA at a recent meeting for County Road and Bridge. 12:25 PM Motion: Designation of Chair Kunau as the primary agent for public assistance applications and Commissioner Darrington as the secondary agent, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 12:26 PM Motion: Re-appointment of Angenie McCleary to continue as a board member for SCPHD, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 12) 12:26 PM FY2018 Budget Matters a. Identification of allocations from the one-time FY2017 Benefits Trust repayment received from a $211,000 PILT advance on 12/3/2012 to the Benefits Trust to cover balance deficiencies are funds that are not available as a resource for FY2018 i. Larsen said it is critical to note where the repayment of $211,000 of PILT was allocated for FY2017 as it has not been backed out of what is available for FY2018 where it was a one-time availability clearly not available or sustainable going forward. ii. Deputy Auditor Heather Evans identified the following FY2017 allocations from a 7/9/2016 board meeting: 1. Sheriff s County Patrol Budget $27,450 for a vehicle (a new vehicle purchase for FY2017) 2. Sheriff s County Patrol Budget $10,000 for auto equipment (to equip the new vehicle purchase) 3. Sheriff s County Patrol Budget $7,000 for auto repairs (a recommendation for decrease based on historical expenditure that was added back in) 4 P a g e

5 4. Sheriff s Administration Budget $27,450 for a vehicle (a new vehicle purchase for FY2017) 5. Sheriff s Administration Budget $5,300 for auto equipment (to equip the new vehicle purchase) 6. Sheriff s Administration Budget $1,000 for radio equipment 7. Sheriff s total amount budgeted $78, The Current Expense Fund in the General Budget under County Management a reduction recommended by the Budget Officer of $12,500 based on historical trends (the board approved restoring that amount with PILT repayment funds) 9. Larsen stressed again reduction of allocated budget funds from the Current Expense Fund to the much needed Justice Fund as it has been over-budgeted historically and has resulted in a $1.5 million Current Expense Fund Balance. 10. Road and Bridge Budget - $11,000 for a past missed payment to Box Elder County for their agreement regarding road maintenance 11. Mini-Cassia Criminal Justice Center split increased just under $200,000 for FY2017 for each county s portion of that split which has to be satisfied with PILT payments when there isn t sufficient balances in the Jail Trust Fund. $109,300 of that increase was satisfied with the balance of the $211,000 repayment from the Benefits Trust Fund advance. 12. Kunau asked if the missed Road and Bridge payment had been budgeted for. Evans and Larsen said it had, but was depleted by overspending of other line items. They recommended better management of spending in that budget. 13. Following discussion of the lack of availability of funds for vehicle purchases in law enforcement, Larsen stressed it was the duty of the Auditor s Office to point the financial allocations available and that of the three commissioners to determine where it is allocated. Larsen declined to make a recommendation as it is perceived by the sheriff that the Auditor s Office is taking money away from them. Kunau said it isn t taking money away, there is just not the funds there. Larsen reiterated that is best coming from the commissioners than from him. b. FY2018 budget review included but not limited to the Clerk s Office, Extension Office, Historical Society, and Coroner s Office i. Larsen pointed out that the Clerk s Office, Extension Office, Historical Society, and Coroner s Office budgets had already been reviewed in an assigned agenda time. ii. Evans prepared an historical spreadsheet of Sheriff s Office actual revenues, actual expenditures, and actual source of fund allocations. 1. Evans reviewed the points of concern historically depicted in the spreadsheet a. Grant funding has reduced consistently as a revenue source b. Funding from civil fees collected by the Sheriff s Office have reduced dramatically as a revenue source. Larsen reiterated that those funds are not internally audited so questions regarding that amount are not available to the Budget Officer. c. City of Burley Law Enforcement contract revenues are less now than they were four years ago d. Revenues projected for FY2017 for Concealed Weapons permits will not be received according to Sheriff Heward due to open carry laws. 5 P a g e

6 e. Court fees and citation receipts have reduced considerably since Those receipts were in the high $70 thousand to $81 thousand in Currently, those receipts have dropped off to the $60 thousand range for the past six years. An erroneous statement has been floated that there is no receipt of funds from citations. That is not correct. District Court funding also comes from citations as well as rural city receipts. f. The Auditor s Office makes no philosophical statement regarding citations, we just point out the reductions that are being made up from other sources. Darrington said it is made up by other taxpayers in lieu of violators of the law. g. Stagnation or reductions of a number of other historical revenue sources historically received. h. Expenditures have increased each year without revenue sources to cover that. Consequently, reliance on PILT proceeds have increased each year to double what it was ten years ago. Most importantly, PILT is at maximum funding and cannot sustain the pattern of escalated increases as is has been historically. i. Revenues identified by Sheriff Heward for FY2017 of $19,000 for contracted help for security for the Spudman, the Haunted Mansion and some other events for contracted security shows nothing received fiscal year-to-date. Heward recently said they are not anticipating receiving that amount but will only receive between $3,000 and $3,500. County patrol overtime expectation was increased by $19,000 by that anticipated revenue and as now revealed by the sheriff, there is over a $13,000 shortage of revenue to pay for what was allocated to spend, which the board needs to be aware of. j. The summary is that revenues in law enforcement for the past 10 years is roughly flat lined, expenses have increased considerably each year, and PILT reliance has doubled in that time. 13) 12:58 PM Review and Approve Minutes 12:59 PM Motion: Minutes from 5/29/2017 as presented, Action: Approve, Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. 14) 12:59 PM Review and Approve Payables 1:01 PM Motion: Payables from 6/5/2017, Action: Approve, Moved by Tim Darrington - Member, Seconded by Paul Christensen - Member. UNFINISHED BUSINESS AGENDA ITEMS 15) Password policy follow-up Not discussed 16) Procurement policy follow-up Not discussed 6 P a g e

7 SCHEDULED INFORMATION AND ACTION AGENDA ITEMS 17) 9:13 AM Review and approve purchase of two computers at the Mini-Cassia Criminal Justice Center (MCCJC) a. Russ Rasmussen said they had budgeted last year to update two computers purchased in 2011 that they are proposing to replace. b. Stephenson s Computer Consulting bid $2, for those computers. c. Kunau said they need multiple bids after a proposal to purchase computers for Adult Misdemeanor Probation. He recommended a minimum of two to three bids as there was a substantial difference with AMP s bid from Stephenson s and a comparable availability. d. Kunau and Darrington both suggested going online and checking that out. e. Rasmussen said there is not a rush so he can get additional bids for comparison. 18) 9:16 AM Review and approve purchase of relay switch from PMT for camera system at the MCCJC a. Stevenson s and PMT have look at the problem of a delay with their cameras. b. PMT s bid was $1, for the needed switch. 9:17 AM Motion: MCCJC to purchase the switch from PMT as presented, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 19) 9:32 AM Deliberate on Resolution No regarding decision of East Valley Cattle (EVC) appeal a. Joining the conference call with counsel for the county, Geoffrey Wardle and Hethe Clark from Spink Butler as well as EVC counsel, Gary from Givens Pursley. b. Two issues needed from Commissioners. i. The final resolution with exhibits were printed by Abenroth as prepared and sent to all counsel from county counsel, Hethe Clark. ii. Abenroth said there are several pages in the resolution for the record. iii. Clark explained the length of the document was to make sure all conditions as discussed and clarified would be placed within the resolution so there would be no question of what commitments of the applicant are. iv. Wardle said he did not feel the complete resolution needed to be read into the record as written details of the hearing have carefully been kept. He also wanted to make sure the commissioners had no concerns with the conditions of the resolution. The findings and conclusions were explicitly documented in the resolution. v. Allen concurred with the suggestion to forego reading of the resolution into the record. vi. Darrington asked if Abenroth had read it and if he had concerns with it. He said he had read it and a lot of work has gone into it since April. He provided a synopsis of what was included as far as exhibits and what has been done since the original hearing. vii. Christensen asked if a copy of the resolution would be added as an exhibit to the recorded minutes as well as the resolution itself being recorded. 9:41 AM Motion: Adopt Resolution No regarding the EVC appeal and have a copy as a part of the regular minutes of today and dispense with reading due to the volume of its details, Action: Approve, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 7 P a g e

8 c. Wardle said they would work with Givens Pursley for the submittal consistent with the conditions of the resolution. That hearing would be held in July once that is noticed. d. Abenroth said that is for the Preston Allen permits to come in conformance. 20) 10:44 AM FY2018 Department and Budget Officer Review with Board a. 10:44 AM Treasurer s Office i. Justesen said her budget request had no changes from the current year. ii. The Budget Officer s recommendation was as requested by Justesen other than the A and D budgets calculated with an increase in rate of pay priority of $0.50 per hour up to $16.67 rate of pay and above that calculated at a 3% increase for employees. b. 10:51 AM Extension Office i. Packham indicated there were no B Budget increase requests for FY2018. ii. The Budget Officer s recommendation concurred with Packham s request in addition to the rate of pay increases explained for all employees. c. 10:55 AM Coroner s Office i. The only increase request other than A and D pre-calculated amounts Rinehart had was for a maintenance fee for a license. ii. The Budget Officer s recommendation concurred with the Rinehart s request. iii. He said he talked to McMurray about getting a car next year as he has had continual case increases. d. 10:57 AM Museum/Historical Society i. Rod Smith was unable to attend. Evans reported his budget remained unchanged except for an increase in the D budget. ii. A 1% increase for PERSI was calculated in all D budgets. e. 11:01 AM District Court FY2018 Budget Presentation and Review i. Larsen reported on challenges with the implementation of the Odyssey software and needs for adequate funding for accomplishing that required rollout along with the two to three-year implementation. ii. All requests of the 5 th Judicial District were placed in the budget recommendations to cover costs of administration all counties in the district participate with. iii. 5 th Judicial District Trial Court Administrator Shelli Tubbs reiterated requests for manpower and praised the work of the leaders and content experts. iv. Kunau questioned why there has been delays and problems. Tubbs explained the complexity of customization for each county along with data conversions being done appropriately. v. Christensen asked if there would be a reduction in workforce eventually. Tubbs said she could not go out on a limb and say that would be the case. Larsen said it is inherent that there will be more work there with crime and incarcerations on the increase as well as going to a paperless arena. vi. 5 th Judicial District Administrative Judge Richard Bevan explained having used the system, it is a good thing and is a necessary evolvement. We do not have an option with the end of life with the istars program. vii. Judge Bevan also explained the process for replacement of our district judge after the retirement of Judge Crabtree. f. 11:25 AM Clerk s Office i. Auditor/Recorder 8 P a g e

9 9 P a g e 1. Some movement of one employee, Amy Nix from 25% Consolidate Elections, 25% County Elections, and 50% to 100% Auditor/Recorder to accommodate a potential software change. Payroll would be more in line with personal ownership of the time card in lieu of others tracking that. The software would accommodate that. 2. Two hours versus two days spending time with payroll will be a net benefit if that is implemented. 3. Other line items in the B budget have been reduced. 4. Larsen offered to forfeit involvement with his appointment with NACo on the Technology and Telecommunication Steering Committee if it creates a concern with the board. 5. Larsen has decreased many areas for three years in a row to help the situation of financial concerns in the county. ii. County Elections 1. A proposed move of equipment allocations was moved to the Consolidate Election as it is a dedicated fund. 2. Historical trends were evaluated and decreases according to that analysis were presented. 3. Larsen said electronic poll books are the only election equipment to conclude our elections equipment suite. That should last for the next 10 to 15 years. iii. Social Services 1. As much as could be reduced for Indigent obligations was taken out of this budget. 2. It is a dedicated fund and unused portions accumulate. iv. Board of Health 1. There is a 3% increase and we are required to meet that obligation. 2. The statute mandates that payment. v. Junior College 1. This is a dedicated fund as well and accumulates. Good management has reduced the request by 22% or $85, This frees up levied money in the county. 3. We pay what we owe but do not pay what is not owed as has been done in the past. vi. County Elections 1. Funds for elections must be allocated as we are required to conduct those elections by statute. They have reduced many allocations in the B Budget. 2. Maintenance costs have been reduced. 3. Some of the $30,000 can be reduced by not allocating revenue towards that in order to accommodate the purchase of electronic poll books. 4. A lot of expense is reimbursed by the State and it is not required to use an abundance of levied funds. vii. Discretionary Compensation Fund 1. This fund was setup to defray costs of accrued time payout in a department s budget when an employee terminates their employment. It includes both wages/salaries as well as D budget matters.

10 2. It has been allocated to both the Current Expense and the Justice Fund and accumulates there if not used. 3. The amounts requested and recommended have not increased. viii. Conflict Public Defender 1. Allocations were altered to place some funds under the Indigent budget as well as in the Public Defender s budget for Cassia County s match with Minidoka County. 2. A $15,000 decrease was recommended and requested based on historical expenditures. Caseload management has been carefully managed by Deputy Auditor Carrie Merrell as it comes in from indigent defenders. 21) 1:02 PM Recess Meeting 1:02 PM Motion: until 3:00 p.m., Action: Enter Recess, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 22) 3:00 PM Reconvene Meeting 23) 3:00 PM Further budget discussion with Sheriff Heward and Undersheriff Warrell 24) 4:05 PM Adjournment 4:05 PM Motion and Action: Adjourn today's meeting of the Board, Moved by Paul Christensen - Member, Seconded by Tim Darrington - Member. 10 P a g e

11 APPROVED: /s/ Bob Kunau, Chair CLERK OF THE BOARD: /s/ Joseph W. Larsen 11 P a g e

12 12 P a g e COUNTY EXPENDITURES ATTACHMENT

13 COUNTY EXPENDITURES 6/5/2017 DEPARTMENT FUND/DEPT AMOUNT 104 Current COUNTY COMMISSIONERS $0.00 Expense AUDITOR & RECORDER $ Fund TREASURER $16.25 ASSESSOR $ PUBLIC DEFENDER $ AGRICULTURAL EXTENSION $0.00 COUNTY BUILDING $4, JUDICIAL CENTER $65.19 BOARD OF HEALTH $0.00 PLANNING & ZONING $41.59 GENERAL $12, CIVIL DEFENSE $7.70 COUNTY ELECTIONS $0.00 LAW ENFORCEMENT BUILDING $0.00 COUNTY ADMINISTRATION $ VETERANS SERVICE OFFICER $1, CURRENT EXPENSE FUND TOTAL $20, Dedicated SOCIAL SERVICES $1, Funds CONFLICT INDIGENT DEFENDER $5, CASSIA COUNTY COURTS $1, COUNTY ROAD & BRIDGE $ WEED & PEST $ SOLID WASTE $290, AMBULANCE SERVICE $0.00 FAIR EXHIBITS $0.00 HISTORICAL SOCIETY $0.00 COMMUNITY COLLEGE $1, REVALUATION $ COMMUNICATIONS $6, CONSOLIDATED ELECTIONS $ COUNTY WATERWAYS $0.00 COUNTY SNOWMOBILE $0.00 ASSESSOR TRUST $ K-9 TRUST $0.00 EMERGENCY MEDICAL SERVICE $0.00 NARCOTICS SEIZED ASSETS $ CASSIA DRUG TASK FORCE $0.00 D.A.R.E. TRUST $0.00 PHYSICAL FACILITIES $81.71 ADULT MISDEMEANOR PROBATION TRUST $50.00 ADULT MISDEMEANOR PROBATION $4, VIOLENT PREDATOR ACCOUNT $0.00 BOX ELDER COUNTY BOOKMOBILE $5, WIDOW BENEFIT TRUST $0.00 DEDICATED FUNDS TOTAL $319, Justice JUSTICE FUND $ Fund CLERK OF THE DISTRICT COURT $0.00 MINI-CASSIA JUVENILE PROBATION $0.00 PROSECUTING ATTORNEY $2, CORONER $ SHERIFF - PATROL $5, SHERIFF - INVESTIGATIONS $ SHERIFF - DISPATCH $ SHERIFF - ADMINISTRATION $ MINI-CASSIA CRIMINAL JUSTICE CENTER $13, MINI-CASSIA JUVENILE DETENTION CENTER $0.00 SHERIFF - PATROL (City of Burley) $3, SHERIFF - INVESTIGATIONS (City of Burley) $ SHERIFF - ADMINISTRATION (City of Burley) $89.46 Rev. 2017_04_28 JUSTICE FUND TOTAL $27, TOTAL EXPENDITURES $368,184.02

14 14 P a g e ATTENDANCE LOG ATTACHMENT

15 Cassia County Commissioner Meeting Attendance Lf1 Date: : NAME (Please Print) TOWN REPRESENTING