Meeting Minutes
8/27/2013

Floyd County Board of Supervisors Meeting

August 27, 2013, 9:00 AM

UNAPPROVED MINUTES

The Floyd County Board of Supervisors met at the Nora Springs City Hall/Community Center with the following in attendance:  Supv Kuhn, Chair, Supv Schwickerath and Supv Kamm.

Kamm/Schwickerath moved to approve the agenda as presented.  Motion carried 3-0.

Public comment:  None.

                Schwickerath/Kamm moved to approve the August 12, 13 and 19, 2013 minutes.  Motion carried 3-0.

Kamm/Schwickerath moved to approve the following claims:  County #487-659, Secondary Roads 15320-15348 and Drains #30, .  Motion carried 3-0.

Schwickerath/Kamm moved to deny the request to consider paying accrued vacation for a CPC/Case Management employee since per the county’s current policy does not conform to an accrued schedule.  Motion carried 3-0. 

Kamm/Schwickerath moved to increase the wages for Rachel LeTarte’s from $11.79 to $13.79 per hour to be more in line with other clerical positions in the county effective the next pay period.  Motion carried 3-0. 

Schwickerath/Kamm moved to approve the following proposals in regard to the HR Needs Assessment:  Short-Term (within the next 45 days) – 1) Appoint the Chair of the Board of Supervisors to Floyd County''s Risk  

Management Committee. 2) Direct Floyd County''s Safety Director and the Floyd County Emergency Management Coordinator to immediately conduct a review of the emergency procedures for evacuation of the Floyd County Courthouse. Particular attention will be given to the safety of people in the wheelchair staging areas on all four floors of the Courthouse, and the protocol for removing them safely from the building in case of an emergency.  Once the emergency evacuation procedures have been reviewed and updated as needed, an evacuation drill will be conducted and regularly scheduled evacuation drills will be planned.  Direct Floyd County''s Safety Director to oversee review of emergency procedures with new employees within 3 business days of joining employment. 3) Conduct county-wide training for anti-harassment, workplace violence, FLMA guidelines/administration, ADAAA, and HIPAA requirements/compliance.  EMC, Floyd County''s insurance carrier, will assist with training programs, but other alternate training resources may also be used. 4) Request all elected officials and county departments to submit Compensatory Time practices for their offices/departments to the Board of Supervisors for review.  Appoint the County Auditor, County Treasurer and County Recorder to compile the requested information and report back to the Board of Supervisors.  Mid-Term (3-6 months) – 1) Hire a Human Resource consultant company to conduct a complete review of the Floyd County Employee Information Handbook, Revised Edition Adopted February 13, 2001.  Said HR consultant company will propose additions and changes needed to maintain regulatory and legal compliance by the end of the calendar year 2013.  The new proposed Floyd County Information Handbook will be reviewed by the Board of Supervisors, elected county officials, department heads, and the general public in open session and approved by March 1, 2014.  Long-Term (up to 1 year) – 1) Review and adopt standard procedures for general human resources practices including employee personnel files, hiring practices, and terminations. 2) Review administrative needs for human resources management and/or implement a manager handbook/guidelines to be provided to elected officials/department heads as a reference tool and guide in lieu of an onsite Human Resource professional.  Motion carried 3-0.  Supv Kuhn would like to thank Paula Kruthoff, HR Business Partners for her time to do the assessment.

Kamm/Schwickerath moved to direct the Sheriff to purchase a new SUV for his department in this year’s budget and make his SUV available to the Conservation Dept.  Motion carried 3-0. 

Schwickerath/Kamm moved to approve the Year End Report for the IDPH County Substance Abuse Prevention Services grant.  Motion carried 3-0.

Engineer’s Report:  Dusten Rolando, County Engineer, provided his time sheet and foreman’s minutes.  Crews are limiting blading roads because it is so dry.  Crews are also mowing ditches.  The PC patching on Underwood is underway, with concentration on the closed section at this time.  Don’s Truck Service is working on the new sign truck.  Staff is working on right of way for bridge work on Holly Ave which is scheduled for construction next summer.  Pavement markings work across the county is almost done.  A preconstruction meeting with Traxler for the subdrain work on Dancer Ave is underway; they hope to get the work done in a week.  Traxler will also work on the ethanol plant road.  Rolando will check the urban renewal map for other road projects to spend the bond proceeds.  Crews did a day labor box culver project on Victory Ave north of B22 and are now on 260th St which is a day labor project where our crews are doing substructure project before PCI comes in to finish work this fall.  Dusty is waiting on the box culvert for a project requested by Larry Muff; the culvert will be replaced to its original size.  Rolando has talked to Muff about permits for a culvert near this project; Muff mentioned willingness to donate 15 feet of ground to widen the ditch.  Crews have been putting up signs for railroad projects.  Supv Kuhn suggested Rolando look at the railroad area near Packard Ave, east of Roger Mulcahy’s property. 

Rolando reported that work on Drainage District #1 has been completed.  The Board will need to levy for the repairs and set an interest rate for warrants and assessments at a future meeting.  Rolando also has a bill for Drainage District #12 for his staff assisting I&S to locate tile; since this is part of the project it will be assessed upon completion of the drainage project.

The Board recessed until 10:30 a.m.

Nick Roethler and Kent Rode provided an official Project Manual for Tile Repairs for Drainage District #12 and informed the Board of specifications for the project.  Kamm/Schwickerath moved to accept and approve the Tile Repairs, Drainage District #12, Project No 116481 and set a bid letting date on Monday, September 16 at 10 a.m.  Motion carried 3-0.  The Board also intends to appoint the Commission to reclassify DD#12 at that time as well as DD #9.

The Board recessed until 11 a.m.

Bob Amosson, Phil Dougherty, and Jay Urdahl, Cerro Gordo County Board of Supervisors, and the Floyd County Board of Supervisors held a joint discussion regarding drainage district #6 (Floyd) and #56 (Cerro Gordo) County tile assessment.  Kent Rode and Nick Roethler, I&S Engineers, and six members of the public also attended the meeting.  Rode reported on the history of the two mains and laterals in the district which was constructed in 1920.  Today’s focus is on problems in Main #1 on the Fett property.  A reclassification was done in 1931.  In 1976 relief trenches were dug and some cracked tiles were replaced.  In 1995 repairs were done at the underpass.  The latest study of the property shows the tile is in poor condition with numerous blowouts, trees over the tiles, and rock in areas all contributing to current water problems.  The drains are currently ¼ inch coefficient which means a ¼ inch of rain will drain in 24 hours.  From I&S’s preliminary investigation the following options were provided:  1) Repair only by replacing tile from the ditch outlet to West Drive, clean out ditches, remove trees, including jacking and boring new tile by the railroad; 2) Improvements include improving a surface drain to an open ditch either to the railroad property and possibly continuing improvements from the Fett property to West Drive; 3) A least favorite option would be to replace the tile with an open ditch including a new box culvert which would be delayed due to the railroad process, coring for test pits and federal and state permitting requirements.  Rode mentioned that in a recent court case in Sac County ruled in favor of railroads deeming they are not responsible for costs of tile crossing property but are responsible for costs of a culvert.  I&S also proposes annexing property into the district and a reclassification.  Bill Fett, property owner, commented that the property has major issues with surface drain and the main tile is actually very close if not on the surface and suggested an open area to the box culvert to handle the surface water and tile water.  Fett mentioned that he reported to the railroad about the culvert starting to cave.  Rode said an open ditch would include wetland determinations and applications to Corp of Engineers and the DNR.  The Boards requested I&S to provide tile cost estimates with an open ditch and surface drain in a report form to present to property owners and conduct a hearing later this year after receiving those reports.  Criss Miller, property owner, brought up drain concerns on Main 2 which Cerro Gordo County will look in to.

Kamm/Schwickerath motioned to adjourn the meeting.  Motion carried 3-0.

 

ATTEST:  ________________________________             ____________________________________

            Gloria A. Carr                                                           Mark A. Kuhn, Chair

            Floyd County Auditor                                            Floyd County Board of Supervisors

 

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