***Monday, July 08, 2019, at 9:00 a.m., Commissioners met in regular session with Chairman Dan Dinning, Commissioner Wally Cossairt, Commissioner Walt Kirby, and Deputy Clerk Michelle Rohrwasser.
Road and Bridge Department Assistant Superintendent Renee Nelson and Foreman Randy Morris joined the meeting to give the department report. A written report was presented.
Commissioners gave the opening invocation and said the Pledge the Allegiance.
9:00 a.m., Commissioners held a bid opening for the Tobe Way/Plato Drive Improvement Project. Present were: Chairman Dan Dinning, Commissioner Wally Cossairt, Commissioner Walt Kirby, Deputy Clerk Michelle Rohrwasser, Road and Bridge Department Assistant Superintendent Renee Nelson, Road and Bridge Department Foreman Randy Morris, Wade Winkelseth with Wink Inc., Wayne Jessop with J7 Consulting, and Dan Benson with Interstate Concrete and Asphalt. The bid opening was recorded.
Chairman Dinning stated that four bids were received and the bid totals were as follows: Interstate Concrete and Asphalt with a total bid of $453,897.50, Wink Inc., with a total bid of $354,875.50, J7 Contracting with a bid total of $459,615.50, and S&L Underground with a total bid of $581,768.00.
Chairman Dinning said Commissioners will give all the bid packets to the Road and Bridge Department to forward to the engineer so they can verify that everything is in order and that this process could take a couple days. Commissioners will schedule the bid decision for Monday, July 15, 2019, at 9:00 a.m.
The bid opening ended at 9:05 a.m.
Those present reviewed the draft Five Year Capital Improvement Plan for the Road and Bridge Department. Ms. Nelson said she took the plan from January 2017 and will update it for this year as she and Mr. Morris reviewed the prior plan to see what projects had not been done and what needs to be looked at. Mr. Morris questioned if Road and Bridge is to do temporary patches on roads or look at doing work that is more serious and permanent. Those present spoke of the condition of Herman Lake Road and how that road sees a lot of traffic. Ms. Nelson and Mr. Morris also mentioned Frontier Village Road and David Thompson Road. Those present listed roads that have had cement treated base (CTB) applied to them.
Mr. Morris questioned the best way to spend funds and maintain county roads. Chairman Dinning said it’s best to maintain the roads as it seems to have been three years since chipsealing has been done. Those present discussed Trail Creek Bridge and needing to widen this area. The jersey walls are getting knocked out of their place, according to Mr. Morris. Ms. Nelson said there is the Schoolhouse Road project, but that only goes to where the bridge is so the actual Trail Creek Bridge would have to be a separate project.
Chairman Dinning said Commissioners will wait for Road and Bridge to come back with their recommendations for projects for the Five Year Capital Improvement Plan.
9:22 a.m., Commissioner Kirby moved to go into executive session pursuant to Idaho Code 74-206(1)b, to consider the evaluation, dismissal or disciplining of, or to hear complaints or charges brought against, a public officer, employee, staff member or individual agent, or public school student. Commissioner Cossairt second. Commissioners voted as follows: Chairman Dinning “aye”, Commissioner Cossairt “aye” and Commissioner Kirby “aye”. Motion passed unanimously. The executive session ended at 9:30 a.m. No action was taken.
Those present discussed matters pertaining to bridges.
Blue Sky Broadcasting News Reporter Mike Brown joined the meeting at 9:36 a.m., and was present off and on throughout the day.
The meeting with Ms. Nelson and Mr. Morris ended at 9:37 a.m.
Commissioner Kirby moved to sign deeds for properties sold at the county’s tax deeded property auction held on July 2, 2019, to the City of Bonners Ferry, Philip Latenser and Davene King, Tungsten Holdings, Inc., Scott and Sue Pennock, and David and Joy Brubaker and Brian and Krystle Reeves. Commissioner Cossairt second. Motion passed unanimously.
Chairman Dinning said Commissioners have received a proposal from Longwell + Trapp for work to remodel the armory, the area adjoining the Extension Office that is currently housing ambulance units, as well as construct a building for the ambulance service. The proposal from Longwell + Trapp for the master planning and cost estimate for this work is a fixed fee of $5,500.00, plus reimbursables. Chairman Dinning listed the reimbursable expenses to include automobile travel, blueprints and plots, copies and color copies, and consultants. Commissioner Kirby said the proposal seems reasonable to him.
Commissioner Kirby moved to sign the agreement for master planning and cost estimating services with Longwell + Trapp Architects as it pertains to a building for Boundary County’s Ambulance Service and remodeling for the Probation Office and Sheriff’s Office. Commissioner Cossairt second. Motion passed unanimously.
Commissioner Cossairt moved to initial the changes to the amended contract with Porter Yett for milling work on a roadway section of Meadow Creek Road and Moyie River Road. Commissioner Kirby second. Motion passed unanimously
Commissioner Cossairt moved to sign the Certificates of Residency for Ethan Erickson and Mackenzie Jackson. Commissioner Kirby second. Motion passed unanimously.
Commissioner Cossairt moved to sign the Amendment to Lease with North Idaho College extending the term of the lease to June 30, 2020. Commissioner Kirby second. Motion passed unanimously.
Commissioner Cossairt moved to sign Worker Order 19-04 with T-O Engineers for the Documented CATEX and Preliminary Environmental Assessment Studies for the Boundary County Airport. Commissioner Kirby second. Motion passed unanimously.
Commissioner Cossairt moved to adopt Resolution 2019-15. A resolution amending the Boundary County Personnel Policy as it pertains to the Boundary County Travel Policy. Commissioner Kirby second. Motion passed unanimously. Resolution 2019-15 reads as follows:
RESOLUTION 2019-15
AMENDING THE BOUNDARY COUNTY PERSONNEL POLICY
(BOUNDARY COUNTY TRAVEL POLICY)
WHEREAS, Boundary County has reviewed its employee policy pursuant to the authority conferred by Article XII, Section 2, of the Constitution of the State of Idaho and Title 31, Chapter 8, Idaho code, and
WHEREAS, Boundary County is a political subdivision of the State of Idaho, operating under the provisions and the laws of the State of Idaho, and as such is authorized and empowered to make decisions regarding its employees’ benefits; and
WHEREAS, the Boundary County Commissioners find that the current employee policy does not adequately provide for allowable meal expenses (per diem) as written in Section 28a, in APPENDIX “A”, the BOUNDARY COUNTY TRAVEL POLICY, and
WHEREAS, an amendment to Section 28a of the Boundary County Travel Policy that was adopted by Resolution 2008-35 on September 30, 2008 is needed to address the inadequacies in the rate of allowable meal expenses,
NOW, THEREFORE, be it resolved by the Board of Boundary County Commissioners that it is in the best interest of the County to amend the Boundary County Travel Policy as follows:
Amend APPEDIX “A”, Boundary County Travel Policy, Section 28a to read as follows:
Employees on authorized overnight travel will be granted a per diem amount for meals at a rate of sixty-four ($64.00) dollars per day based on actual travel time, with $17.00 apportioned for breakfast, $17.00 apportioned for lunch and $30.00 apportioned for dinner. Employees may request per diem in advance of travel by submitting a written request to their department head at least five (5) days in advance of travel. Late requests for advance per diem will be considered on a case-by-case basis.
If travel is required for duties not in the normal course of employment, such as mandatory meetings, conferences, or educational purposes, the employee must have prior approval for allowable meal expenses from their supervising Elected Official or Department Head. The employee must follow all other applicable allowable meal expense policies.
This amendment is to take place and be in effect as of August 1, 2019.
PASSED AND ADOPTED THIS 8th DAY OF JULY, 2019.
BOUNDARY COUNTY
BOARD OF COMMISSIONERS
s/__________________________ DAN R. DINNING, Chairman
s/__________________________
WALLY COSSAIRT, Commissioner
s/__________________________
WALT KIRBY, Commissioner
ATTEST:
s/__________________________
GLENDA POSTON, Clerk
By: Michelle Rohrwasser, Deputy
Recorded as instrument #278384
Commissioner Cossairt moved to sign the Automated Weather Observing System (AWOS) Contract with All Weather Inc., for the Boundary County Airport. Commissioner Kirby second. Motion passed unanimously.
Commissioner Cossairt moved to sign a letter of support for County Noxious Weeds Department Superintendent Dave Wenk to attend the Leadership Idaho Agriculture Class 40. Commissioner Kirby second. Motion passed unanimously.
Commissioner Cossairt moved to approve the survey for the Idaho Department of Commerce as completed by Boundary Economic Development Director Dennis Weed as it pertains to planning and guidance of the 2020-2024 Community Development Block Grant Consolidated Plan. Commissioner Kirby second. Motion passed unanimously.
Commissioner Kirby moved to approve the minutes of June 24 & 25, 2019. Commissioner Cossairt second. Motion passed unanimously.
9:55 a.m. Commissioner Kirby moved to recess as the Board of Boundary County Commissioners and to convene as the Board of Equalization. Commissioner Cossairt second. Motion passed unanimously.
Chairman Dinning informed Commissioners that Assessor Dave Ryals stated that there is nothing to address as the Board of Equalization and that there have been no appeals or changes to approve.
9:56 a.m. Commissioner Kirby moved to adjourn as the Board of Equalization and to reconvene as the Board of Boundary County Commissioners. Commissioner Cossairt second. Motion passed unanimously.
Commissioners reviewed claims for payment. Fund totals are as follows:
Current Expense $ 65,111.82
Road & Bridge 151,249.20
Airport 5,857.67
District Court 2,927.65
Justice Fund 33,296.80
911 Funds 3,868.41
Indigent & Charity 11,225.00
Parks and Recreation 4,695.19
Solid Waste 20,379.86
Tort 108,514.50
Veterans Memorial 58.77
Weeds 4,637.90
Restorium 16,091.30
Waterways 945.27
TOTAL $428,859.34
Trusts
Auditor’s Trust 159.57
Boundary Co. Drug Court Trust 217.22
Driver’s License Trust 10,236.50
Magistrate Trust 2,349.47
Indigent Reimbursements 22,274.12
Motor Vehicle Trust 161,824.03
Sheriff’s Trust Fund 266.25
Odyssey Court Trust Account 26,393.50
Odyssey Bond Trust Account 200.00
TOTAL $223,920.66
GRAND TOTAL $652,780.00
Citizens are invited to inspect detailed records on file in the Courthouse (individual claims & Commissioners’ allowance & warrant register record 2018-2019).
10:09 a.m., Solid Waste Department Superintendent Claine Skeen and Foreman Eric Owen joined the meeting to review the budget for the Solid Waste Department.
Those present reviewed budget information for the Solid Waste Department. Mr. Skeen mentioned he anticipates revenue for his department will be closer to $120,000. Commissioners asked about delinquent landfill customer accounts and Mr. Skeen the number of those delinquent accounts has been reduced. Mr. Skeen said he will contact JUB Engineering to check status of the landfill’s operation plan as it should be close to getting approved by the Department of Environmental Quality and once this plan is finalized, the contract with JUB Engineering will be done. Mr. Skeen requested the term “miscellaneous expenses” be changed to “recycling” in his budget, but Chairman Dinning explained how that can complicate things for the county audit.
Those present discussed plans to grind wood. Chairman Dinning said as it sits now, there is almost no carry forward for the landfill budget. Next year’s budget for tire removal is $40,000 and that won’t deplete that budget. Mr. Skeen informed Commissioners that $2,651.00 has been generated from the tire disposal fee structure since May. Chairman Dinning said if the existing pile is gone now, would the fee scale keep the pile reduced. Mr. Skeen said the cost to get rid of tires is $170.00 per ton. Mr. Owen said he thinks the number of people bringing in tires has slowed down a bit. Those present reviewed budget for capital equipment, buildings and landfill closure costs. Those present discussed the size of the existing recycling building and the need for a larger building.
Mr. Skeen spoke of work being done to fix the roll-off equipment.
Those present discussed a solid waste sticker program and Mr. Skeen said a sticker system will create more revenue and he added that he feels the county should really look into this program again. Bonner County’s solid waste fees are increasing substantially and Mr. Owen said Bonner County has a strict sticker system so if someone doesn’t have a sticker, they have to pay a minimum fee of $20 to dispose of their garbage. The Treasurer’s Office would need to be involved in a sticker system, but the stickers would be issued by the Solid Waste Department. Costs associated with the sticker program and the estimate of additional revenue would need to be researched. Those present discussed costs to dispose of garbage, etc. Chairman Dinning said he wants to explore all avenues.
The meeting with Mr. Skeen and Mr. Owen ended at 10:50 a.m.
Commissioners tended to administrative duties.
11:00 a.m., Restorium Administrator Karlene Magee and Assistant Administrator Diana Lane joined the meeting to give the Restorium report. Donna Jo Dirks was also present for the meeting.
Commissioners reviewed the quarterly report provided by Ms. Lane and Ms. Magee. Ms. Magee said there are two resident accounts that she doesn’t see ever having the ability to collect on. Those present reviewed a summary of accounts. Ms. Magee was asked to highlight or print in bold the policy of requiring that the Restorium be notified 30 days in advance of a resident moving out so that it’s clear to residents and their families when they move in.
Ms. Magee provided an update on the boiler repairs and said Cool-it didn’t make it in to work on the boiler, but it was probably due to the holiday so after Cool-it finishes their other project, they’re supposed to come to the Restorium. Chairman Dinning said those two matters, fixing the boiler and the boiler inspection, are very crucial to have done.
Those present discussed matters pertaining to the county’s personnel policy in relation to the Restorium’s policy. Chairman Dinning said there may be some conflicting policies so Ms. Magee will want to be aware of that.
The meeting to discuss Restorium matters ended at 11:20 a.m., and Ms. Magee, Ms. Lane and Ms. Dirks left the meeting.
11:20 a.m., Chief Deputy Clerk Tracie Isaac met with Commissioners to request having a room available for the AFLAC representative to meet with county employees on the employee’s lunch hour to discuss AFLAC benefits. The thought was to allow the use of the Public Defenders’ Office in the Courthouse when it’s not in use. Chairman Dinning expressed concern regarding sensitive files that may be in that office.
Chief Deputy Clerk Isaac left the meeting at 11:30 a.m.
Commissioners tended to administrative duties.
Commissioner Kirby moved to approve the minutes of July 1 & 2, 2019. Commissioner Cossairt second. Motion passed unanimously.
Commissioners recessed for lunch at 11:53 a.m.
1:30 p.m., Commissioners met for the afternoon session with Chairman Dan Dinning, Commissioner Wally Cossairt, Commissioner Walt Kirby, and Deputy Clerk Michelle Rohrwasser.
1:30 p.m., Commissioners held a public hearing in the University of Idaho Extension Office to consider taking a road to be constructed by Union Pacific Railroad into the county road system for maintenance. Present were: Chairman Dan Dinning, Commissioner Wally Cossairt, Commissioner Walt Kirby, Deputy Clerk Michelle Rohrwasser, Road and Bridge Department Assistant Superintendent Renee Nelson, Road and Bridge Department Foreman Randy Morris, Mike Rosenthal, and Linda Corson. Union Pacific Railroad Real Estate - Acquisition representative Eric Omar participated in the hearing via telephone. The hearing was recorded.
Chairman Dinning briefly reviewed the public hearing procedures and no member cited a conflict of interest.
Chairman Dinning stated that he attempted to contact the post office to ask them about how this project will affect addresses, but when he called the post office was closed. Union Pacific’s proposed plan meets the county’s road standards as of today and Union Pacific will construct a road and approaches. Mr. Omar explained that there have been adjustments to the approaches, which will result in making these approaches wider. In the agreement there is a public crossing proposed for the north end of this project. Chairman Dinning said Commissioners were presented with other agreements from Union Pacific that are associated with this project, but Commissioners are only addressing the Roadway Development Agreement at this time and any costs will be borne by Union Pacific Railroad.
Mike Rosenthal said with the project being at the southern end of the road, rock has been brought up using Meadow Creek Road instead of Highway 95 and he questioned if rock will continue to be brought to the site using Meadow Creek Road. Mr. Omar said he would have to look into that. Mr. Rosenthal said as it pertains to the new stretch of road and the side road, he’s assuming this will be a two year project involving heavy traffic and equipment so if Meadow Creek Road sustains any damages as a result of this, will it be repaired. Mr. Omar said he would need to consult with Union Pacific’s construction team. Mr. Rosenthal said he drives that 5.5 mile stretch of road and has observed the damage resulting from traffic and construction so he’s concerned about repairs.
Chairman Dinning explained that this type of hearing is legislative so that is why Commissioners can have this conversation back and forth without having to ask who is in favor, uncommitted or opposed to the application, etc.
Randy Morris said although he’s not certain, it’s possible that gravel could be brought in from the north, but he’s not sure.
Linda Corson asked how tree removal will be handled as she’s been approached and asked if some of her land can be used for burning or chipping trees. Mr. Omar responded that he doubts there will be burning and he suggested Commissioners add Union Pacific Railroad employee Ken Freimuth to the conversation as he has more information on construction.
1:45 p.m., Commissioners contacted Union Pacific Railroad employee Ken Freimuth via telephone.
Mr. Freimuth stated that the tentative start date of the project is toward the end of July and the hope is to finish the project before snowfall. Chairman Dinning asked Mr. Freimuth about the haul route. Mr. Freimuth said he thinks the haul route will be from the south, but it can also come from the north, depending on the contractor. Chairman Dinning brought up the concern of damage to the road and Mr. Freimuth replied that Union Pacific requires contractors to document all haul routes and to document the condition of the road as well as any damage that may occur.
Commissioners informed Mr. Freimuth of the question pertaining to the processing of timber or brush. Mr. Freimuth said the contractor will be required to haul the brush off of Union Pacific’s right-of-way to be chipped and he added that Union Pacific doesn’t allow burning.
Chairman Dinning said for clarification that Union Pacific is looking for approval of the Roadway Development Agreement and concerns raised have to do with road damage and tree removal.
Commissioner Kirby moved to approve the Roadway Development Agreement with Union Pacific. Commissioner Cossairt second. Motion passed unanimously.
Mr. Omar questioned the process associated with Commissioners’ approval of the other agreements for this project.
The hearing ended at 1:55 p.m., and Commissioners returned to their office.
Chairman Dinning informed Commissioners that he has a meeting at the Forest Supervisor’s Office regarding shared stewardship. There has been discussion about getting collaboratives together and doing another community forest landscape restoration project (CFLRP) so he wants to talk this matter through. Chairman Dinning questioned the ability to bring his wife with him to the meeting as he will be traveling in a county vehicle and Commissioners said they didn’t have a problem with that.
3:09 p.m., Commissioner Kirby moved to go into executive session pursuant to Idaho Code 74-206(1)a, to consider hiring a public officer, employee, staff member or individual agent. Commissioner Cossairt second. Commissioners voted as follows: Chairman Dinning “aye”, Commissioner Cossairt “aye” and Commissioner Kirby “aye”. Motion passed unanimously. The executive session ended at 3:20 p.m. No action was taken.
There being no further business, the meeting adjourned at 3:30 p.m.
______________________________________
DAN R. DINNING, Chairman
ATTEST:
______________________________________
GLENDA POSTON, Clerk
By: Michelle Rohrwasser, Deputy Clerk