Government : Benton County Board of Supervisors Minutes, June 23

Click HERE to see the list of claims paid at this meeting

June 23, 2015

The Benton County Board of Supervisors met in regular session with Supervisors Frese, Hertle and Wiley present. The meeting was called to order at 9:00 a.m.

Moved by Wiley, seconded by Hertle, to approve the minutes of June 16, 2015. All members voting aye thereon. Motion carried.

Moved by Wiley, seconded by Hertle, to rescind the action taken on March 24, 2015, approving the labor agreement between Benton County Sheriff’s Department and Chauffers, Teamsters & Helpers Local No. 238, An Affiliate of International Brotherhood of Teamsters, Chauffers & Helpers of America (Sheriff)for the period July 1, 2015 through June 30, 2018. All members voting aye thereon. This action was taken as the agreements approved were subsequently found to contain errors.

Moved by Hertle, seconded by Wiley, to approve the labor agreement between Benton County Sheriff’s Department and Chauffers, Teamsters & Helpers Local No. 238, An Affiliate of International Brotherhood of Teamsters, Chauffers & Helpers of America (Sheriff)for the period July 1, 2015 through June 30, 2018. All members voting aye thereon. Motion carried.

Moved by Wiley, seconded by Hertle, to approve for payment checks numbered 214984 through 215213, payroll checks numbered 138259 through 138273, and ACH deposits numbered 24352 through 24488. All members voting aye thereon. Motion carried.

The board discussed establishing another claim payment date for the current fiscal year. The final date is today; however several department officials have contacted the auditor and requested that additional invoices be paid prior to the end of the fiscal year. The board specifically discussed the recording system for the sheriff’s department. Sheriff Forsyth had met with the board earlier regarding the purchase of the system. The board told Forsyth that they approved of the purchase provided Forsyth had the funds available in his budget. Forsyth stated that he was not able to determine if adequate funds were available until all other invoices had been paid for the fiscal year. The board questioned if they would be encouraging departments to “spend their budgets” by authorizing an additional payment date and agreed that if additional claims would be paid that it would have to be available to all departments. County Attorney Thompson stated that he did not believe that any department would purchase items just to spend their budget, but only to purchase needed items. Moved by Wiley, seconded by Hertle, to authorize an additional payment date for claims submitted to the auditor’s office by noon on July 26, 2015, for payment on June 30, 2015. The invoices must be for product and services actually received as of June 26, 2015. All members voting aye thereon. Motion carried.

The auditor spoke to the board about the FY16 claim payment schedule. The auditor advised that the county pays twice monthly and that the final payment date in FY16 would be June 21, 2016, similar to the current fiscal year. The auditor questioned if the board wanted to establish a third payment date in June 2016. The board stated that no change was to be made to the bi-monthly payments schedule and that they would address any issues next year, if needed.

Moved by Wiley, seconded by Hertle, to appoint Nick Volk to a four-year term as the supervisor’s representative on the Benton County Compensation Board. The term expires June 30, 2019. All members voting aye thereon. Motion carried.

Moved by Hertle, seconded by Frese, to adopt Resolution #15-42. Voting aye were Frese and Hertle. Wiley abstained. Motion carried. Supervisor Wiley abstained due to his position on the board of directors of one of the banks.

Resolution #15-42

Bank Depositories

BE IT RESOLVED by the Benton County Board of Supervisors that we do hereby designate the following named banks to be depositories for the County funds in amounts not to exceed the amount named opposite said designated depository, and the County Treasurer is here by authorized to deposit said county funds in amounts not to exceed the maximum approved for each respective bank as follows for fiscal year 2016.

US Bank

Vinton $ 500,000

Farmers Savings Bank & Trust

Vinton/Traer $ 20,000,000

Midwest One Bank & Trust

Belle Plaine $ 5,000,000

Wells Fargo Bank Iowa, N.A.

Des Moines/Newhall $ 5,000,000

Wells Fargo Bank Iowa, N.A.

Des Moines/Urbana $ 5,000,000

Regions Bank

Waterloo/Vinton $ 5,000,000

Chelsea Savings Bank

Belle Plaine $ 5,000,000

Chelsea Savings Bank

Van Horne $ 5,000,000

Benton County State Bank

Blairstown $ 3,000,000

Bank Iowa

Norway $ 2,000,000

Watkins Savings Bank

Watkins $ 1,000,000

Cedar Valley Bank & Trust

La Porte City/Vinton $ 5,000,000

Central State Bank

Walford $ 2,000,000

Atkins Savings Bank & Trust

Atkins $ 750,000

Keystone Savings Bank

Keystone $ 1,000,000

Dysart State Bank

Dysart $ 500,000

Security State Bank

Urbana/Independence $ 1,000,000

Signed this 23rd day of June 2015.

_____________________________________

Donald H. Frese, Chairman

_____________________________________

Terry L. Hertle

______________________________________

Todd Wiley

ATTEST:

_____________________________________

Jill Marlow, Benton County Auditor

Moved by Wiley, seconded by Hertle, to adopt Resolution #15-43. Voting aye were Frese, Hertle, and Wiley. Nays none. Motion carried.

.

RESOLUTION #15-43 INTERFUND OPERATING TRANSFERS

WHEREAS, it is desired to authorize the auditor to periodically transfer sums from the general basic fund to the secondary road fund, general supplemental fund, and conservation land acquisition fund; and rural services fund to secondary road and sanitary disposal funds during the 2015-2016 budget year, and

WHEREAS, said transfers must be in accordance with section 331.432, Code of Iowa,

NOW, THERFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF BENTON COUNTY, IOWA as follows:

Section 1. The total maximum transfers for the fiscal year beginning July 1, 2015, shall not exceed the amounts listed in the respective funds as follows:

FROM (Fund) TO (Fund) AMOUNT (max.)

General Basic Secondary Road $ 170,734.00

General Basic General Supplemental $ 650,000.00

General Basic Debt Service $ -

General Basic Land Acquisition $ 25,000.00

Rural Services Basic Secondary Road $ 2,233,814.00

Section 2. The auditor shall order a transfer each quarter of fiscal year 2015-2016. Said quarterly transfers shall be one quarter of the total transfer to each fund as set forth in Section 1.

Section 3. Exceptions to Section 2 shall be transfers to the Conservation Land Acquisition fund, which may be done at any time during the fiscal year

Section 3. The amount of the transfers required in section 1 to the secondary road fund shall be in accordance with Iowa Code 331.429(1)(a) and (b).

Section 4. The amount of any transfer shall not exceed available fund balances in the transferring fund.

Section 5. The auditor is directed to transfer said funds in accordance with this resolution and to notify the treasurer and county engineer of the amounts of said transfers.

The Board of Supervisors of Benton County, Iowa, adopted the above and foregoing resolution on June 23, 2015.

_____________________________________

Donald H. Frese, Chairman

_____________________________________

Terry L. Hertle

______________________________________

Todd Wiley

ATTEST:

_____________________________________

Jill Marlow, Benton County Auditor

Moved by Hertle, seconded by Wiley, to adopt Resolution #15-44. Voting aye were Frese, Hertle and Wiley. Nays none. Motion carried.

RESOLUTION # 15-44

APPROPRIATIONS

WHEREAS, it is desired to make appropriations for each of the different officers and departments for the fiscal year beginning July 1, 2015, in accordance with Section 331.434, Subsection 6, Code of Iowa,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF BENTON COUNTY, IOWA, as follows:

Section 1. The amounts itemized by service area to each department on the budgets filed in the office of the county auditor on July 1, 2015 are hereby appropriated. Federal and State grants and/or reimbursements expendable during the fiscal year are hereby appropriated to the designated departments or offices. For purposes of this resolution all departments relating to elections are considered one department. Further, the auditor is authorized to expend funds from the following budgets: Auditor, Elections, District Court, General Services, Non-departmental, GIS, Medical Examiner, Human Resources, Information Technology and other budgets not under the specific authority of an elected official or full-time county official to ensure the day-to-day operations of the county.

Section 2. Subject to the provisions of other county procedures and regulations and applicable state law, the appropriations authorized under Section 1 shall constitute authorization for the department or officer listed to make expenditures or incur obligations, effective July 1, 2015.

Section 3. In accordance with Section 331.437, Code of Iowa, no department or officer shall expend or contract to expend any money or incur any liability, or enter into any contract, which by its terms involves the expenditure of money for any purpose in excess of the amounts appropriated pursuant to this resolution.

Section 4. If at any time during the 2015-2016 budget year the auditor shall ascertain that the available resources of a fund for that year will be less than said fund's total appropriations, she shall immediately so inform the Board and recommend appropriate corrective action.

Section 5. The auditor shall establish separate accounts for the appropriations authorized in Section 1, each of which account shall indicate the amount of the appropriation, the amounts charged thereto, and the unencumbered balance. The auditor shall report the status of such accounts to the applicable departments and officers at least quarterly during the 2015-2016 budget year.

Section 6. Tax Increment payments, which are subject to annual appropriation are authorized.

Section 7. All appropriations authorized pursuant to this resolution lapse at the end of the business day on June 15, 2016, the final date for submission of claims for payment of goods and services received and/or performed as of that date. The board reserves the right to waive this date at its sole discretion for specific payments for the provision of goods and services that it deems should be paid within said fiscal year.

Section 8. All appropriations authorized pursuant to this resolution lapse at the close of business June 30, 2016.

The Board of Supervisors of Benton County, Iowa, adopted the above and foregoing resolution on June 23, 2015.

_____________________________________

Donald H. Frese, Chairman

_____________________________________

Terry L. Hertle

______________________________________

Todd Wiley

ATTEST:

_____________________________________

Jill Marlow, Benton County Auditor

Moved by Hertle, seconded by Wiley, to adopt Resolution #15-45. Voting aye were Frese, Hertle, and Wiley. Nays none. Motion carried.

RESOLUTION #15-45

CERTIFICATION OF DEPUTY SALARIES FOR FY16

WHEREAS, Iowa Code 331.904(1) states that auditor, treasurer, and recorder shall certify the annual base salary of the deputies in the auditor’s, recorder’s, and treasurer’s office pursuant to said code section; and

WHEREAS, Iowa Code 331.904(2) states that the sheriff shall certify the salaries of the first and second deputies within his department pursuant to said code section; and

WHEREAS, Iowa Code 331.904(3) states that the county attorney shall set the salaries of the assistant county attorneys pursuant to said code section; and

WHEREAS, the salaries of the deputies and assistants of the auditor, treasurer, recorder and sheriff, have been certified by the principal officers to the board of supervisors; and

WHEREAS, the base salaries will not exceed the limitations specified in Iowa Code for the deputies in the auditor’s, treasurers, recorder’s and sheriff’s departments; and

WHEREAS, Iowa Code 331.904 states that the Board shall certify the salaries to the county auditor if the salaries are within the budgets set for the auditor, treasurer, recorder and sheriff,

NOW THEREFORE BE IT RESOLVED by the Benton County Board of Supervisors that the following salaries for deputies and assistants in the respective offices be certified to the county auditor:

Auditor’s Office:

Brenda Sutton – 85% of the principal officer

Hayley Rippel – 85% of the principal officer

Gina Edler – 59.7% of the principal officer

Treasurer’s Office:

Kim Staab – 85% of the principal officer

Michele Sauer – 75% of the principal officer

Melinda Schoettmer – 65% of the principal officer

Recorder’s Office:

Melissa Boisen – 75% of the principal officer

Sheriff’s Department:

Michael Ferguson – 85% of the principal officer

John Lindaman – 80% of the principal officer

FURTHER the county attorney has certified that he has set the salaries for the assistant county attorneys in his office as follows:

Emily Nydle – 90% of the principal officer

Brett Schilling - $65,000 effective July 13, 2015

Dated this 23th day of June 2015.

_____________________________________

Donald H. Frese, Chairman

_____________________________________

Terry L. Hertle

______________________________________

Todd Wiley

ATTEST:

_____________________________________

Jill Marlow, Benton County Auditor

Moved by Wiley, seconded by Hertle, to adopt Resolution #15-46. Voting aye were Frese, Hertle, and Wiley. Nays none. Motion carried.

RESOLUTION #15-46

RESOLUTION COMMITTING FUND BALANCES IN ACCORDANCE WITH GASB 54

WHEREAS, the Governmental Accounting Standards Board has adopted statement #54 (GASB 54); and

WHEREAS, Benton County desires to commit a portion of fund balances in accordance with GASB 54,

NOW THEREFORE BE IT RESOLVED by the Benton County Board of Supervisors that the following funds are committed as of June 30, 2015:

COMMITTED FUND BALANCES:

General Fund: $16,000 sanitarian vehicle replacement; $75,000 election equipment replacement; $50,000 emergency response; $500,000 infrastructure upgrades; $16,500 IT upgrades

Rural Services Fund- $16,000 land use administrator vehicle replacement

EMS Revolving Loan Fund– $119,353 for emergency services loans

LOSST Fund- $50,000 for technology upgrades and infrastructure; $234,000 GIS aerial flight

BE IT RESOLVED that committed fund balances established prior to June 30, 2015, are hereby uncommitted as of June 30, 2015, and the committed fund balances stated above are established in lieu thereof.

BE IT FURTHER RESOLVED that the designation of committed fund balances indicates that Benton County prefers to use available financial resources for the specific purposes set forth above, and although committed, the funds are to remain an integral part of the spendable or appropriable resources of Benton County

Signed this 23rd day of June 2015.

_____________________________________

Donald H. Frese, Chairman

_____________________________________

Terry L. Hertle

______________________________________

Todd Wiley

ATTEST:

_____________________________________

Jill Marlow, Benton County Auditor

Moved by Hertle, seconded by Frese, to adopt Resolution #15-47. Voting aye were Frese and Hertle. Wiley abstained. Nays none. Motion carried. Supervisor Wiley abstained due to his position on the board of directors of one of the banks.

RESOLUTION #15-47

COUNTY OFFICIAL BANK DEPOSITORY LIMITS

IT IS HEREBY RESOLVED by the Benton County Board of Supervisors that we do hereby designate the following named banks to be depositories for County funds in amounts not to exceed the amount named opposite said depository and the following named county officers are hereby authorized to deposit said County funds in amounts not to exceed the maximum amount named after said bank as follows for fiscal year 2016:

Lexa Speidel, Recorder

Farmers Savings Bank & Trust – Vinton $150,000

Randall Forsyth, Sheriff

Farmers Savings Bank & Trust – Vinton $ 500,000

Randall Forsyth, Sheriff

US Bank $ 1,000

Randall Forsyth, Sheriff

Regions Bank $ 100,000

Jill Marlow, Auditor

US Bank $ 5,000

Dana Burmeister, Transportation Dept.

Midwest One Bank $ 2,500

Signed this 23rd day of June, 2014

_____________________________________

Donald H. Frese, Chairman

_____________________________________

Terry L. Hertle

______________________________________

Todd Wiley

ATTEST:

_____________________________________

Jill Marlow, Benton County Auditor

Moved by Hertle, seconded by Wiley, to adopt Resolution #15-48. Voting aye were Frese, Hertle, and Wiley. Nays none. Motion carried.

RESOLUTION #15-48

TRANSFER OF FUNDS

BE IT RESOLVED by the Benton County Board of Supervisors that the following interfund funds are ordered:

Local Option Sales & Services (LOSST) to Secondary Roads - $264,039.14

Local Option Sales & Services (LOSST) to Rural Services - $220,032.62

Local Option Sales & Services (LOSST) to General Basic - $65,634

Tax Increment Fund (TIF) to Secondary Roads - $12,762.06

Capital Projects to General Basic - $19,824.60

The auditor is authorized to make the necessary adjustments to the FY15 budget.

Dated this 23rdh day of June 2015.

_____________________________________

Donald H. Frese, Chairman

_____________________________________

Terry L. Hertle

______________________________________

Todd Wiley

ATTEST:

_____________________________________

Jill Marlow, Benton County Auditor

Moved by Hertle, seconded by Wiley, to approve the Law Enforcement Contract between the Benton County and the City of Blairstown for 780 hours of coverage at $17,550 annually. All members voting aye thereon. Motion carried.

Moved by Wiley, seconded by Hertle, to set the meeting rate for the Veterans’ Affairs Commission at $35.00 per meeting, effective July 1, 2015. All members voting aye thereon. Motion carried.

Supervisor Wiley spoke about the need for repairs to a portion of the courthouse roof. Wiley advised that in order to obtain quotes a contractor would have to erect scaffolding just to view the area. Wiley stated that it would be more efficient to hire a contractor in this situation without taking quotes. Wiley advised that Janssen Waterproofing will be performing other work on the courthouse and recommended that the company be hired to perform the minimal roof repair. Moved by Wiley, seconded by Hertle, to contract with Janssen Waterproofing to repair small pin holes on the clock tower roof. All members voting aye thereon. Motion carried.

Marc Greenlee, Land Use Administrator, presented an application for a farm exemption submitted by Michael and Marlys Crane in accordance with the Benton County Agricultural Land Use Preservation Ordinance. Greenlee reported that the applicant will continue to have at least 21 acres in a farm use as required by the ordinance. The applicant is requesting an exemption to allow for a single-family residence. Moved by Hertle, seconded by Wiley, to approve a farm exemption in accordance with the Benton County Land Use Preservation Ordinance on Parcel C located in the NW1/4 of the SW1/4 of Section 15-83-9, for the purposes of constructing a single-family residence. All members voting aye thereon. Motion carried.

Moved by Hertle, seconded by Wiley, to approve the contract and contractor’s bond with L.L. Pelling Co., Inc., for the HMA Resurfacing of E44 between Van Horne and Keystone, Project # FM-CO06(99)—55-06, in the amount of $1,562,101.74.

The engineer stated that three bids were received for the bridge replacement project on 27th Avenue, north of 77th St. Dr. The bids were as follows:

Taylor Construction., Inc. $363,744.00

Iowa Bridge & Culvert, LC $372,539.81

Peterson Contractors, Inc. $435,105.43

The engineer recommended that the board award the bid to the apparent low bidder: Taylor Construction Inc. Moved by Hertle, seconded by Wiley, to award the bid for the Bridge Replacement Project #06-CO06-097 to Taylor Construction Inc. in the amount of $363,744.00. All members voting aye thereon. Motion carried.

The board proceeded with the annual employee evaluation of Engineer Myron Parizek. Parizek requested that the Board go into closed session. Moved by Hertle, seconded by Wiley, to enter into closed session pursuant to Iowa Code 21.591)(i). All members voting aye thereon. Motion carried at 10:30 a.m.

Moved by Hertle, seconded by Wiley, to return to open session. All members voting aye thereon. Motion carried at 12:05 p.m.

Moved by Wiley, seconded by Hertle, to set the FY16 salary of the county engineer at the same annual salary as FY15. All members voting aye thereon. Motion carried.

Moved by Hertle, seconded by Wiley, to adjourn. All members voting aye thereon. Motion carried.

____________________________________

Donald H. Frese, Chairman

ATTEST:

_____________________________________

Jill Marlow, Benton County Auditor