Board of Supervisors Minutes
May 2019
May 7, 2019:
The Fremont County Board of Supervisors met in regular session on Tuesday, May 7, 2019, in the Fremont County Courthouse Boardroom, with Graham and Sheldon present. Let the records show Hickey was not present for this meeting. A quorum was declared, and the meeting officially called to order at 9:00 a.m. Minutes of the previous board session was read and approved. The agenda was approved as posted.
Also present for this meeting were Engineer Dan Davis, EMC Mike Crecelius, Brian Jeremiah with FEMA, Weed Commissioner Howard Nelson, Seth Hudson, and Sandy Parmenter with the Valley News Today.
Engineer Dan Davis met with the board for two items. Motion by Sheldon to sign title sheet for bridge replacement on 250th Avenue over Possum Creek, Project #L-7-5-2-73-36. Motion carried unanimously.
Engineer Davis also presented a letter to the board requesting Emergency Watershed Protection Funds for all public entities that sustained flood damage. The funds are not available yet, but they are sure they will get some. These funds are for drainage districts, watersheds, and other similar entities. These are for properties with less than 400 acres. Motion by Graham for Davis to move forward with the EWP request letter to include the board-controlled drainage districts. Motion carried unanimously.
Veteran’s Affairs Administrator Carlene Hall submitted a letter to the board on April 30, 2019, stating that she will officially resign on June 30, 2019. This includes her position with General Assistance. Sheldon made a motion to accept the resignation with regrets. Motion carried unanimously.
Motion by Sheldon to approve Class C Native Wine, Outdoor Service, Sunday Sales Liquor License for Sugar Clay Winery & Vineyard. Motion carried unanimously.
Seth Hudson met with the board regarding a project called The Flood Victims Relief Project to help flood victims. His proposal is to convert the current 56 rooms of the Tall Corn Inn, which is owned by his aunt, into 28 apartments for temporary housing for flood victims. The housing would be for up to 5 years. After the 5 years, it would become low income housing/HUD housing. He would like the board to be the flow through sponsor for the grant funds as he applies for grants for the project. Each apartment would consist of two motel rooms and cost approximately $18,000 to remodel. Motion by Sheldon to table this item until they can consult the county attorney. Motion carried unanimously.
There were no updates or signings for the Rehabilitation Assistance and Non-Structural Alternatives to Rehabilitation of Flood Control Projects.
EMC Mike Crecelius met with the board regarding the evacuation order release and reentry plan. The board will continue to discuss the evacuation order in place on a week-by-week basis. Crecelius stated that the National Weather Service is changing the forecast of the Missouri River levels at 10:00 a.m. The river will be rising. The board discussed letting people in the areas on a case by case basis. Crecelius recommends the order stay in place for another week. Motion by Graham to leave the order in place and reevaluate the situation next week. Motion carried unanimously.
Weed Commissioner Howard Nelson met with the board to give them an update on the upcoming season. He would like to continue the communication with the road department to report issues that they see and to take care of issues in their right of ways. He stated that the road department did a good job of responding last year. He asked the board to feel free to call him if they had any issues reported to them.
Brian Jeremiah with FEMA visited with the board briefly about local flooding.
In other business, the Recorder’s monthly report for April was approved.
Claims were approved for May 10, 2019.
At 9:44 a.m., there being no further business, Sheldon made a motion to adjourn. Motion carried unanimously.
ATTEST:
Fremont County Auditor Terry Graham, Chairman
May 14, 2019:
The Fremont County Board of Supervisors met in regular session on Tuesday, May 14, 2019, in the Fremont County Courthouse Boardroom, with Graham, Hickey, and Sheldon present. A quorum was declared, and the meeting officially called to order at 9:00 a.m. Minutes of the previous board session was read and approved. The agenda was approved as posted.
Also present for this meeting were Engineer Dan Davis, EMC Mike Crecelius, and Sandy Parmenter with the Valley News Today.
Motion was made by Hickey to approve the following Resolution 2019-33. Motion carried unanimously.
BE IT HEREBY RESOLVED by the Fremont County Board of Supervisors that the following salaries be in effect commencing on the 1st day of July, 2019, for the supervisory and non-union personnel in the Secondary Road Department.
MAINTENANCE SUPERINTENDENT: $24.20 per hour salary
ADMINISTRATIVE ASSISTANT: $20.40 per hour salary
ASSISTANT TO ENGINEER: $29.43 per hour salary
ENGINEER: $95,186.00 salary
Motion is hereby made by Hickey to adopt this resolution.
Dated this 14th day of May, 2019.
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ATTEST: |
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/s/Dee Owen, |
/s/ Terry Graham, Chairman |
aye |
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Fremont County Auditor |
/s/ Randy Hickey |
aye |
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/s/ Dustin Sheldon |
aye |
Motion made by Sheldon to approve the cigarette/tobacco/nicotine/vapor permit for Sidney Foods, Ltd. and Pilot Travel Centers, LLC. Motion carried unanimously.
There were no updates or signings for the Rehabilitation Assistance and Non-Structural Alternatives to Rehabilitation of Flood Control Projects.
EMC Mike Crecelius met with the board regarding the evacuation order release and reentry plan. The board will continue to discuss the evacuation order in place on a week-by-week basis. Crecelius stated that the railroad is the cause for the closing of the northbound on ramp at Highway 2 and I-29. They are working with them to fix the issue. They also discussed the RPA deadlines that were extended. Crecelius recommends the order stay in place for another week. Motion by Sheldon to leave the order in place and reevaluate the situation next week. Motion carried unanimously.
Auditor Dee Owen presented the board with New and Disallowed Business Property Tax Credit Applications for approval. Motion was made by Hickey to approve the applications as presented. Motion carried unanimously.
In other business, the Sheriff’s monthly report for April was approved.
Claims were approved for May 17th, 2019.
At 9:33 a.m., there being no further business, Hickey made a motion to adjourn. Motion carried unanimously.
ATTEST:
Fremont County Auditor Terry Graham, Chairman
May 21, 2019:
The Fremont County Board of Supervisors met in regular session on Tuesday, May 21, 2019, in the Fremont County Courthouse Boardroom, with Graham, Hickey, and Sheldon present. A quorum was declared, and the meeting officially called to order at 9:00 a.m. Minutes of the previous board session was read and approved. The agenda was approved as posted.
Also present for this meeting were Brian Jeremiah with FEMA, EMC Mike Crecelius, Steve Meyer, Maintenance Troy Housh, Sandy Graybill, and Sandy Parmenter with the Valley News Today.
Steve Meyer stopped in to visit with the board regarding the progress with the railroad thus far. He wondered if the plan was to recreate the drainage that existed before. The board was unsure of the railroad’s plans. The board advised they would have to look at it to assess it when they are able to get to it.
Motion made by Hickey to allow Chairman Graham to sign the GAX Form to draw from the CDBG Grant for the East and West Nishnabotna Watershed Project. Motion carried unanimously.
Motion made by Sheldon to approve the cigarette/tobacco/nicotine/vapor permit for Cubby’s, Inc. and The Wilds. Motion carried unanimously.
Troy Housh, Maintenance, met with the board regarding the replacement of concrete and stairs outside the courthouse. The roofing company that damaged the concrete will pay for the damages that they caused by reducing the cost of our roofing bill. The other projects are additional concrete east and west to the stairs on the south side and a set of stairs on the northwest side of the courtyard. Motion by Hickey to go with Steve Walters and Son, Inc, which is the low bid of $5,046 for the east and west concrete on the south side of the courthouse that was damaged by the roofing company, $3,500 for the stairs, and $4,300 for the remaining concrete replacement. Motion carried unanimously.
Sandy Graybill met with the board to update them on the rehabilitation assistance and non-structural alternatives to rehabilitation of flood control projects. They have completion dates set for the Stage 1 Phase 1 repairs. These are just to attempt to stop the water. The completion date for the 500’ breach at Percival is June 13th and the completion date for the 600’ Hamburg breach is July 8th. They must get the water stopped before they can move on to other phases. Graybill will come in periodically to update the board on any progress.
EMC Mike Crecelius met with the board regarding the evacuation order release and reentry plan. He stated that he has been out to look around and the river is set to be at 21’ by Friday. He said this could jeopardize the work the dredges have been doing. He also presented the board with some FEMA press releases regarding proper permits before rebuilding and counseling services available to individuals in need. Crecelius discussed the situation with the railroad. They met with the railroad for approximately three hours on Friday. Also, someone has gotten some of the flood gates open south of Highway 2 which has alleviated some of the water in that area. Motion by Sheldon to leave the evacuation order in place. Motion carried unanimously. The board will continue to discuss the evacuation order on a week-by-week basis.
Motion by Graham to approve the following resolution regarding segregation of duties. Motion carried unanimously.
SEGREGATION OF DUTIES Policy
A RESOLUTION of Fremont County, Iowa Adopting a Segregation of Duties for Officers, Employees, and Agents.
INTRODUCTION
State and federal policies require that accounting transactions be authorized according to sound management practices. One of the most basic, yet most important principles of sound management is that of segregation of duties.
Segregation of duties is critical because it ensures separation of different functions and defines authority and responsibility over transactions. Segregation of duties is critical to effective internal control; it reduces the risk of both erroneous and inappropriate actions.
The fundamental premise of segregated duties is that an individual should not be in a position to initiate, approve, and review the same action. Also, the accounting/reconciling function, and the asset (e.g., money, inventory) custody function should be separated among employees. These are called incompatible duties when performed by the same individual.
POLICY STATEMENT
Responsible administrators must consider the principle of segregation of duties when designing and defining job duties. They must implement processes and control procedures that, to the extent feasible, segregate duties among employees and that include effective oversight of activities and transactions.
Maintaining segregation of duties is especially challenging for units with small numbers of employees. When these functions cannot be separated, more reliance must be placed on administrative oversight. A detailed supervisory review of activities involving finances, inventory, and other assets is required as a compensating control activity.
Passed and adopted this 21st day of May, 2019.
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ATTEST: |
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/s/Dee Owen, |
/s/ Terry Graham, Chairman |
aye |
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Fremont County Auditor |
/s/ Randy Hickey |
aye |
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/s/ Dustin Sheldon |
aye |
Claims were approved for May 24th, 2019.
At 9:53 a.m., there being no further business, Hickey made a motion to adjourn. Motion carried unanimously.
ATTEST:
Fremont County Auditor Terry Graham, Chairman
The Fremont County Board of Supervisors met in regular session on Tuesday, May 28, 2019, in the Fremont County Courthouse Boardroom, with Graham, Hickey, and Sheldon present. A quorum was declared, and the meeting officially called to order at 9:00 a.m. Minutes of the previous board session was read and approved. The agenda was approved as posted.
Also present for this meeting were EMC Mike Crecelius, Pat Sheldon, Trent Tiemeyer with Southwest Iowa Parking Lot Maintenance, Richard Rasmussen, Assistant Engineer Robbie Kromminga, and Sandy Parmenter with the Valley News Today.
Robbie Kromminga, Assistant Engineer met with the Board to open two contact bids for the removal of debris from the right of way of select roads west of Bluff Road from flooding in March 2019. The bids received were as follows:
Bid for
Contract #1 submitted by Southwest Iowa Parking Lot Maintenance for the lump sum
of $90,000;
Bid for Contract #2 submitted by Southwest Iowa Parking Lot Maintenance for the
lump sum of $70,000.
Motion made by Hickey to accept Southwest Iowa Parking Lot Maintenance bids for both contracts. Motion carried unanimously.
Let the record show that Jeff Shirley, Safety Coordinator was not present for this meeting.
Robbie Kromminga, Assistant Engineer met with the Board for the signing of an IDOT payment voucher. Motion made by Sheldon to allow Chairman Graham sign IDOT Payment Voucher with McClure Engineering Company for box replacement over Plum Creek, BRS-CO36(74) - - 60-36. Motion carried unanimously.
There is no update on rehabilitation assistance & non-structural alternatives to rehabilitation of flood control projects.
EMC Mike Crecelius met with the board regarding the evacuation order release and reentry plan. Crecelius recommends leaving the order in place. Motion made by Hickey to leave the evacuation order in place. Motion carried unanimously. The board will continue to discuss the evacuation order on a week-by-week basis.
At 9:15 a.m., the Board went into public hearing to open bids for property at 809 Ohio Street, Sidney IA. The bid received as follows:
Richard Rasmussen submitted a bid for $2,000. Motion made by Graham not to move forward with sale of property as this bid did not meet the minimum of $4,000 to be accepted as published. Motion carried unanimously.
The Board briefly discussed flood mitigation. Hickey mentioned applying for grants.
Motion made by Hickey to approve the 2018/2019 Fremont County budget amendment for publication. Motion carried unanimously.
Claims were approved for May 31st, 2019.
At 9:24 a.m., there being no further business, Graham made a motion to adjourn. Motion carried unanimously.
ATTEST:
Fremont County Auditor Terry Graham, Chairman