Government : Benton County Board of Supervisor Minutes 6/21/16

June 21, 2016

The Benton County Board of Supervisors met in regular session. All members present. The chair called the meeting to order at 9:00 a.m.

Unless otherwise noted, all actions were approved unanimously.

Wiley moved/ Hertle seconded: Approve minutes of June 14, 2016. Motion Carried.

Hertle moved/ Wiley seconded: Approve payment of checks numbered 219453, and 219459 through 219725, payroll checks numbered 138779 through 138859, and ACH deposits numbered 27775 through 27907, vendor checks numbered 219454 through 219458. Motion carried.

Wiley moved/Hertle seconded: Approve Resolution #16-43 Amend Budget Within Service Area. Motion carried.

RESOLUTION #16-43

SERVICE AREA BUDGET AMENDMENT

WHEREAS, the Benton County Board of Supervisors adopted the FY2016 budget on March 10, 2015; and

WHEREAS, the Board now desires to amend said budget within a service area to reallocate funds;

NOW, THEREFORE BE IT RESOLVED by the Benton County Board of Supervisors that the FY2016 county budget is hereby amended within the following service areas:

Service Area 1 - $1,000 from Function 1220 (Fund 0001 Department 99) to Function 1110 (Fund 0001 Department 28)

Service Area 9 - $1,500 from Function 90100 (Fund 001 Department 02) to Function 9000 (Fund 0001 Department 01)

IT IS FURTHER RESOLVED that said funds are hereby appropriated.

The auditor is directed to make the necessary changes.

Signed this 21st day of June 2016.

_____________________________________

Donald H. Frese

______________________________________

Todd Wiley

______________________________________

Terry Hertle

ATTEST:

_____________________________________

Hayley Rippel, Deputy Benton County Auditor

The time of 9:05 a.m. having arrived, the board opened the public hearing on a land use change requested by Lee and Marci Deeg that was tabled from May 31, 2016. The Deeg’s were both present along with Marc Greenlee who addressed a recent letter submitted by the Deeg’s. They were to do research about adding another driveway to take care of the traffic issues, but this probably won’t be possible because of the locations of their septic field. However, they felt there was plenty of room with the current driveway to make parking spots. Hertle had no objections while Wiley had one reservation still about people stopping along HWY 30 and with this being a residential rural location, it should be in a commercial setting. Hertle said the county might need a comprehensive update of its land use policy. He hates taking businesses away but county does have a land use policy. Frese felt there was plenty of room at the property for the business and parking. There was already a motion on the floor from previous meeting to deny the land use change. A vote was taken, Wiley in favor and Hertle and Frese opposed. Motion denied. A new motion made by Hertle to grant the land use change requested by Lee and Marci Deeg on a parcel of land in the SW ¼ SE ¼ of 27-83-10. Voting aye were Hertle and Frese. Wiley voting Nay. Motion carried.

Discussion continued from a previous meeting about The Board of Adjustment asking for compensation of $20 an hour and mileage pay that would be retroactive to the start of the year. County Attorney David Thompson said it was indeed legal to pay a board member that is appointed by the Supervisors. Polk County for an example currently does this. Hertle didn’t have a problem compensating them, but a matter of how they would, if it were by an hourly rate or per diem amount. Marc Greenlee asked where the funding would come from as it was not in his current land use budget. Frese had no problem paying mileage to them for their meetings. Wiley felt it would be impossible to police the amount of work they do from home in preparation for meetings. The county policy states employees are not allowed to work from home. Thompson stressed that they have a lot to read, and that they aren’t called on that often, but when they are, it is quite a workload. The County Auditor later advised that the money would need to come from the land use budget and in order to compensate members, it would need to be in the form of an ordinance. No official decisions were made.

Hertle moved/Wiley seconded: Approve hiring of Jacob Daniel Reineke as a part-time Communication’s Specialist/Correctional Officer in the Sheriff’s Office. Starting wage of $14.14 an hour, effective June 25, 2016. Motion carried.

Hertle moved/Wiley seconded: To approve Resolution #16-44 Bank Depositories. Motion carried.

Resolution #16-44

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 2017.

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 21st day of June 2016.

_____________________________________

Donald H. Frese, Chairman

_____________________________________

Todd Wiley

______________________________________

Terry L. Hertle

ATTEST:

_____________________________________

Hayley Rippel, Deputy Benton County Auditor

Hertle moved/Wiley seconded: To Approve Resolution #16-45 Certification of Deputy Salaries for FY 17. Motion carried.

RESOLUTION #16-45

CERTIFICATION OF DEPUTY SALARIES FOR FY17

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 – 72% of the principal officer

Treasurer’s Office:

Michele Sauer – 80% of the principal officer

Melinda Schoettmer – 70% of the principal officer

Rose Sackett – 60% of the principal officer

Recorder’s Office:

Melissa Boisen –80 % of the principal officer

Sheriff’s Department:

Michael Ferguson –85 % of the principal officer

John Lindaman – 80% of the principal officer

FURTHER BE IT KNOWN that the county attorney has set the salaries for the assistants in his office as follows:

Emily Nydle – 90% of the principal officer

Brett Schilling - $66,300

Dated this 21st day of June 2016.

_____________________________________

Donald H. Frese, Chairman

_____________________________________

Todd Wiley

______________________________________

Terry L. Hertle

ATTEST:

_____________________________________

Hayley Rippel, Deputy Benton County Auditor

The Board discussed and reviewed the only proposal received by Iowa Land Management for the sale listing of the DHS building. County Attorney advised there has to be a notice for a hearing on a this before official action can be taken.

9:50 a.m. Supervisor Frese had to leave meeting, Vice-Chair Wiley took over.

Hertle moved/Wiley seconded: To approve Resolution #16-46 Committing Fund Balances. Motion carried.

RESOLUTION #16-46

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, 2016:

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, 2016, are hereby uncommitted as of June 30, 2016, 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 21st day of June 2016.

_____________________________________

Todd Wiley, Vice-Chairman

_____________________________________

Terry Hertle

ATTEST:

_____________________________________

Hayley Rippel, Deputy Benton County Auditor

Handbook discussion

Hertle moved/Wiley seconded:To approve Resolution #16-47 Interfund Transfers FY 17. Motion carried.

RESOLUTION #16-47

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 2016-2017 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, 2016, shall not exceed the amounts listed in the respective funds as follows:

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

General BasicSecondary Road$ 173,040.00

General BasicGeneral Supplemental$ 1,200,000.00

General BasicDebt Service$ -

General BasicLand Acquisition$ 25,000.00

Rural Services BasicSecondary Road$ 2,311,472.00

Section 2. The auditor shall order a transfer each quarter of fiscal year 2016-2017. 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 21st, 2016.

_____________________________________

Todd Wiley, Vice-Chairman

_____________________________________

Terry L. Hertle

ATTEST:

_____________________________________

Hayley Rippel, Deputy Benton County Auditor

.

Hertle moved/Wiley seconded: To approve Resolution #16-48 Official Banks for FY 17. Motion carried.

RESOLUTION #16-48

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 2017:

Lexa Speidel, Recorder

US Bank$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 21st day of June, 2016

_____________________________________

Todd Wiley, Vice-Chairman

_____________________________________

Terry L. Hertle

ATTEST:

_____________________________________

Hayley Rippel, Deputy Benton County Auditor

Hertle moved/Wiley seconded: To approve Resolution#16-49 Department Appropriations FY 17. Motion carried.

RESOLUTION # 16-49

APPROPRIATIONS

WHEREAS, it is desired to make appropriations for each of the different officers and departments for the fiscal year beginning July 1, 2016, 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, 2016 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, 2016.

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 2016-2017 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 2016-2017 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 21, 2017, 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. Departmental appropriations remain in full force and effect through June 30, 2017, for payroll expenses occurring after the date stated in Section 7, for the final processing of expenses submitted on or before June 21, 2017, and for any expenses approved by the Board of Supervisors subsequent to June 21, 2017. All appropriations will lapse at the close of business June 30, 2017.

The Board of Supervisors of Benton County, Iowa, adopted the above and foregoing resolution on June 21st, 2016.

_____________________________________

Todd Wiley, Vice-Chairman

_____________________________________

Terry L. Hertle

ATTEST:

_____________________________________

Hayley Rippel, Deputy Benton County Auditor

The fifth version of a proposed new employee handbook was reviewed with department heads. Questions regarding promotions within offices, union and non-union donations, drug and alcohol testing and other matters such as defining who “the County” refers to in numerous areas of the handbook. Wiley requested that any further suggested changes be made and emailed to him by Friday, June 25, 2016.

Hertle moved/Wiley seconded: To re-appoint Mary Summy to the Veterans Affairs Commission. Motion carried.

Hertle moved/Wiley seconded: To approve hiring of Scott Hepker, as seasonal truck driver for secondary roads at $15.00 an hour effective June 23, 2016. Motion carried.

Hertle moved/Wiley seconded: To approve contract and bond with L.L. Pelling Co. Inc. for HMA resurfacing of W26, E2W and 58th St. Dr. Project Nos. FM--CO06(104-55-06, FM-CO06(105)—55-06 & L-HMA-13—73-06. Motion carried.

Hertlemoved/ Wiley seconded: To approve a request for a utility permit requested by Century Link to place utility lines in the county’s right-of-way in section 36 of Cedar Township. Motion carried.

Budget discussion was had in preparation for the upcoming amendment that will need to be made.

Hertle moved/Wiley seconded: To approve Resolution #16-50, Transfer of Funds. Motion carried.

RESOLUTION #16-50

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 - $254,502.00

Local Option Sales & Services (LOSST) to Rural Services - $254,502.00

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

The auditor is authorized to make the necessary adjustments to the FY16 budget.

Dated this 21st day of June 2016.

_____________________________________

Todd Wiley, Vice-Chairman

_____________________________________

Terry L. Hertle

ATTEST:

_____________________________________

Hayley Rippel, Deputy Benton County Auditor

Hertle moved/ Wiley seconded: To adjourn. Motion carried.

____________________________________

Todd Wiley, Vice-Chairman

ATTEST:

_____________________________________

Hayley Rippel, Benton County Deputy Auditor