Board of Supervisors Minutes

June 2008

June 3, 2008:

The Fremont County Board of Supervisors met in regular session on Tuesday, June 3, 2008, in the Fremont County Courthouse Boardroom with Whipple, Hendrickson and Larson present. A quorum was declared and the meeting officially called to order at 9:00 a.m. Minutes of the previous board session were read and approved. The agenda was approved as posted.

Let the records show Patricia Rengifo-Lant was present for this meeting.

At 9:00 a.m. County Engineer Dan Davis met with the Board. Motion was made by Larson to approve the following Resolution 2008-27. Hendrickson, aye; Larson, aye; Whipple, aye.

RESOLUTION NO. 2008-27 

NO PARKING RESOLUTION

WHEREAS:   The Board of Supervisors is empowered under authority of Sections 321.255, 321.236, 321.239, and 321.354 of the Code of Iowa to regulate the standing or parking of vehicles on streets and highways under their jurisdiction and to place and maintain traffic control devices, and

WHEREAS:     The Fremont County Engineer recommends that parking be prohibited within the right of way on certain secondary roads.

NOW, THEREFORE BE IT RESOLVED by the Fremont County Board of Supervisors that the following described parking restrictions be established and that "NO PARKING" signs be erected giving notice thereof:

                                                On both sides of 210th Avenue from its intersection with 249th Street north nine
                                                hundred fifty feet (950’) between Sections 20 and 21, T68N-R43W.

Motion to approve made by Larson
Approved this 3rd day of June, 2008

ATTEST:

/s/ Joan Kirk                                                                                                                            /s/ John E. Whipple, Chairman   aye
Fremont County Auditor                                                                          /s/  Earl Hendrickson                    aye
                                                                                                                   /s/  Chuck Larson                          aye

9:15 a.m. - John C. Whipple’s family would like to place a bench in the courtyard in memory of the late John C. Whipple. Larson made a motion to approve the bench in the courtyard. Hendrickson, aye; Larson, aye; Whipple, aye.

Payroll and claims were approved for June 6, 2008.

At 10:00 a.m., there being no further business, Hendrickson made a motion to adjourn. Larson, aye; Hendrickson, aye; Whipple, aye.

ATTEST:

Fremont County Auditor                                                                                 John E. Whipple, Chairman

June 5, 2008:

The Fremont County Board of Supervisors met in regular session on Thursday, June 5, 2008, in the Fremont County Courthouse Boardroom with Whipple and Hendrickson present. A quorum was declared and the meeting officially called to order at 6:30 p.m. Minutes of the previous board session were read and approved. The agenda was approved as posted.

At 6:30 p.m. motion was made by Hendrickson to authorize Chairman Whipple to sign the Rural Transit System Joint Participation Agreement for FY 2009. Hendrickson, aye; Whipple, aye.

Chuck Larson arrived at 6:35 p.m.

At 6:45 p.m. IT Director Arnold Emberton met with the Board. Motion was made by Hendrickson to authorize Chairman Whipple to sign the Solutions Software Support Agreement for 2008/2009. Larson, aye; Hendrickson, aye; Whipple, aye.

At 6:47 p.m. motion was made by Larson to adjourn. Hendrickson, aye; Larson, aye, Whipple, aye.

ATTEST:

Fremont County Auditor                                                                                 John E. Whipple, Chairman

June 10, 2008:

The Fremont County Board of Supervisors met in regular session on Tuesday, June 10, 2008, in the Fremont County Courthouse Boardroom with Whipple, Hendrickson and Larson present. A quorum was declared and the meeting officially called to order at 9:00 a.m. Minutes of the previous board session were read and approved. The agenda was approved as posted.

At 9:00 a.m. County Engineer Dan Davis, accompanied by Jeff Bartholomew, met with the Board to discuss purchasing an asphalt zipper. A new machine was brought out and tested on the Anderson road; Davis felt it exceeded his expectations. Right now they are using a dozer with a ripper on the back. Davis said the time, money and fuel would be a big money and time saver to the county. The cost of the machine is $113,305.00. He would like to purchase this machine by making payments of $25,000.00 a year over the next five years. Larson made a motion to have a public hearing for the purchase of the asphalt zipper. Hendrickson, aye; Larson, aye; Whipple, aye.

Motion was made by Larson authorizing Chairman Whipple to sign a final payment voucher for Graves Construction, Project FM-CO36(45)—55-36. Hendrickson, aye; Larson, aye; Whipple, aye.

At 10:00 a.m. the Board of Supervisors, concurring with the County Auditor, held the official canvass of votes cast in the June 3, 2008 Primary Election. Supervisors Whipple, Larson and Hendrickson were present. Motion was made by Hendrickson and carried unanimously to declare the following people nominated on a county level:

OFFICE                                                                      REPUBLICAN                                                             DEMOCRATIC

County Supervisor                                                    To be determined at the                                              Steven H. MacDonald
                                                                                    Fremont County Republican Convention            
County Sheriff                                                            Kevin Aistrope                                                              Eric V. Blevins

County Auditor                                                          Joan Kirk                                                                       None

At 10:15 a.m. motion was made by Hendrickson to allow the courthouse courtroom to be used on the 24th day of June 2008 for the Fremont County Republican Convention. Larson, aye; Hendrickson, aye; Whipple, aye.

In other business, the Recorder’s Monthly Report was approved.

10:25 a.m., there being no further business, Hendrickson made a motion to adjourn. Larson, aye; Hendrickson, aye; Whipple, aye.

ATTEST:

Fremont County Auditor                                                                                 John E. Whipple, Chairman

June 12, 2008:

At 8:30 a.m. on Thursday, June 12, 2008, a department head meeting was held in the Fremont County Courthouse Boardroom. Present were John E. Whipple, Earl Hendrickson, Chuck Larson, Art Claiborne, Karen Berry, Arnold Emberton, Steve Whitehead, Margaret Henkle and Joan Kirk. Topics discussed were: checking into cost of purchasing a generator for the courthouse; veterans grants; hours required for Commissioner of Veterans Affairs Office to be open.

The Fremont County Board of Supervisors met in regular session on Thursday, June 12, 2008, in the Fremont County Courthouse Boardroom with Whipple, Hendrickson and Larson present. A quorum was declared and the meeting officially called to order at 9:00 a.m. Minutes of the previous board session were read and approved. The agenda was approved as posted.

At 9:00 a.m. the Emergency Management Commission, along with the approval of the Board of Health, made a decision to combine the Emergency Management and Sanitation part-time jobs. Larson said the commission would like to have a person in place before July 1st. Larson also said he talked to Fremont County Engineer Dan Davis and Davis said he would make room for the new employee at the road department. They are planning to advertise for the appointment right away. Motion was made by Larson to hire someone for the Emergency Management/Sanitation full-time county position. Hendrickson, aye; Larson, aye; Whipple, aye.

At 9:30 a.m. Steve Whitehead, Maintenance Supervisor, presented the Board with a quote from A&M Green Power of Hamburg to purchase a new mower. His old mower was purchased in 1999. Motion was made by Hendrickson to approve the purchase of a new mower. Larson, aye; Hendrickson, aye; Whipple, aye.

At 9:45 a.m. Betty Whitehead, Payroll Clerk, and Joan Kirk, Auditor, met with the Board to discuss payroll adjustments.

At 10:15 a.m. motion was made by Larson to sign an Interim County Engineer Employment Contract with the Page County Board of Supervisors. Hendrickson, aye; Larson, aye; Whipple, aye.

At 10:30 a.m. motion was made by Larson to approve the following Resolution 2008-28. Hendrickson, aye; Larson, aye; Whipple, aye.

RESOLUTION NO. 2008-28

BE IT HEREBY RESOLVED by the Fremont County Board of Supervisors in session on Thursday, June 12, 2008, are hereby designating and appointing primary and alternate contacts to represent Fremont County with Iowa Communities Assurance Pool. Motion was made by Larson to appoint John Whipple, Chairman, as primary contact and Earl Hendrickson, Vice-Chairman, as alternate contact.

ATTEST:

/s/ Joan Kirk                                                                                                                            /s/ John E. Whipple, Chairman   aye
Fremont County Auditor                                                                          /s/  Earl Hendrickson                    aye
                                                                                                                   /s/  Chuck Larson                          aye

At 10:35 a.m. motion was made by Larson to approve the following Resolution 2008-29. Hendrickson, aye; Larson, aye; Whipple, aye.

RESOLUTION NO. 2008-29

BE IT HEREBY RESOLVED by the Fremont County Board of Supervisors this 12th day of June 2008, that the following transfer of funds be approved and made: $353,030.00 from the Rural Services Basic Fund, share of Rural Services taxes, to the Secondary Road Fund and $61,427.00, property tax relief of local option taxes, from the Rural Services Basic Fund to the Secondary Road Fund.

Motion to approve transfer made by Larson.

ATTEST:

/s/ Joan Kirk                                                                                                                            /s/ John E. Whipple, Chairman   aye
Fremont County Auditor                                                                          /s/  Earl Hendrickson                    aye
                                                                                                                   /s/  Chuck Larson                          aye

In other business, the Sheriff’s Monthly Report was approved.

At 10:45 a.m., there being no further business, Hendrickson made a motion to adjourn. Larson, aye; Hendrickson, aye; Whipple, aye.

ATTEST:

Fremont County Auditor                                                                                 John E. Whipple, Chairman

June 17, 2008:

The Fremont County Board of Supervisors met in regular session on Tuesday, June 17, 2008, in the Fremont County Courthouse Boardroom with Whipple, Hendrickson and Larson present. A quorum was declared and the meeting officially called to order at 9:00 a.m. Minutes of the previous board session were read and approved. The agenda was approved as posted.

At 9:00 a.m. motion was made by Hendrickson to approve the following Resolution 2008-30. Larson, aye; Hendrickson, aye; Whipple, aye.

RESOLUTION NO. 2008-30

BE IT HEREBY RESOLVED by the Fremont County Board of Supervisors this 12th day of June, 2008, that the following change in appropriations be made:

Increase 01000-06120-202-22 by $2,893
Decrease 01000-06210-490-99 by $125
Decrease 01000-06300-400-99 by $2,768

Motion to approve made by Hendrickson.

ATTEST:

/s/ Joan Kirk                                                                                                                            /s/ John E. Whipple, Chairman   aye
Fremont County Auditor                                                                          /s/  Earl Hendrickson                    aye
                                                                                                                   /s/  Chuck Larson                          aye

At 9:10 a.m. Fremont County Treasurer Judy Crain visited with the Board.

At 9:15 a.m. Fremont County Engineer Dan Davis met with the Board. Motion was made by Larson to authorize Chairman Whipple to sign payment vouchers with HGM Associates, Inc. on J34 Project. Hendrickson, aye; Larson, aye; Whipple, aye.

In other business, payroll and claims for June 20, 2008 were approved.

At 9:45 a.m. let the records show Larson left the meeting.

At 9:55 a.m., there being no further business, Hendrickson made a motion to adjourn. Whipple, aye; Hendrickson, aye.

ATTEST:

Fremont County Auditor                                                                                 John E. Whipple, Chairman

June 19, 2008:

The Fremont County Board of Supervisors met in regular session on Thursday, June 19, 2008, in the Fremont County Courthouse Boardroom with Whipple, Hendrickson and Larson present. A quorum was declared and the meeting officially called to order at 9:00 a.m. Minutes of the pervious board session were read and approved. The agenda was approved as posted.

At 9:00 a.m. Steve MacDonald met with the Board and discussed two new car purchases. The board stated that one car had been budgeted for in the 2007/2008 budget.

At 9:30 a.m. motion was made by Hendrickson to approve a cigarette permit for Percival Farm Service. Larson, aye; Hendrickson, aye; Whipple, aye.

At 9:45 a.m. Whipple left to attend the presentation of a plaque to Darrell Kilpatrick for his years of service on the Veterans Affairs Commission.

At 9:50 a.m. there being no further business, motion was made by Larson to adjourn. Hendrickson, aye; Larson, aye.

ATTEST:

Fremont County Auditor                                                                                 John E. Whipple, Chairman

June 24, 2008:

The Fremont County Board of Supervisors met in regular session on Tuesday, June 24, 2008, in the Fremont County Courthouse Boardroom with Whipple, Hendrickson and Larson present. A quorum was declared and the meeting officially called to order at 9:00 a.m. Minutes of the previous board session were read and approved. The agenda was approved as posted.

At 9:00 a.m. County Engineer Dan Davis met with the Board. Motion was made by Hendrickson to authorize Chairman Whipple to sign Work in ROW Permit for Dudley Alexander to clean ditch from 180th St. north to Walnut Creek on East Side of L68. Larson, aye; Hendrickson, aye; Whipple, aye.

Motion was made by Hendrickson to authorize Chairman Whipple to sign Work in ROW Permit for Extreme Trenching for Quest Service lines at 1888 400th Ave. Larson, aye; Hendrickson, aye; Whipple, aye

At 9:30 a.m. Fremont County Attorney Margaret Johnson met with the Board regarding risk management litigation. Johnson provided the Board with a Litigation Hold Policy to be provided to department heads following the approval of Resolution 2008-32. Larson, aye; Hendrickson, aye; Whipple, aye.

RESOLUTION 2008-32

RESOLUTION APPROVING LITIGATION HOLD POLICY

WHEREAS, Fremont County has the duty to preserve information when litigation is reasonably anticipated, and

WHEREAS, Fremont County has no formal policy in place to define and outline procedures proper and necessary to preserve information when litigation is reasonably anticipated,

BE IT RESOLVED BY THE FREMONT COUNTY BOARD OF SUPERVISORS

That the Litigation Hold Policy, presented before us by the Fremont County Attorney is hereby approved and adopted.

MOVED by: Hendrickson

ATTEST:

/s/ Joan Kirk                                                                                                                            /s/ John E. Whipple, Chairman   aye
Fremont County Auditor                                                                          /s/  Earl Hendrickson                    aye
                                                                                                                   /s/  Chuck Larson                          aye

At 10:00 a.m. motion was made by Larson to authorize Chairman Whipple to approve Class C Beer Permit and Cigarette Permit for K&M Lyons/The Junction. Hendrickson, aye; Larson, aye; Whipple, aye.

At 10:30 a.m.- The sheriff would like to purchase another new vehicle out of the 2007/2008 budget leaving a little over $300.00 in his budget. Hendrickson said if he has the money he has no problem with the purchase. Motion was made by Hendrickson to allow the purchase. Larson, aye; Hendrickson, aye; Whipple, aye.

Wellness for the Sheriff’s Office and a special payroll were approved for June 27, 2008. At 10:55 a.m., there being no further business, Hendrickson made a motion to adjourn. Larson, aye; Hendrickson, aye; Whipple, aye.

ATTEST:

Fremont County Auditor                                                                                 John E. Whipple, Chairman

June 26, 2008:

The Fremont County Board of Supervisors met in regular session on Thursday, June 26, 2008, in the Fremont County Courthouse Boardroom with Whipple, Hendrickson and Larson present. A quorum was declared and the meeting officially called to order at 9:00 a.m. Minutes of the previous board session were read and approved. The agenda was approved as posted.

At 9:00 a.m. motion was made by Larson to approve the following Resolution 2008-33. Larson, aye; Hendrickson, aye; Whipple, aye.

RESOLUTION NO. 2008-33

BE IT HEREBY RESOLVED by the Fremont County Board of Supervisors this 26th day of June, 2008 that the Auditor be authorized to cancel outstanding warrants that are over one year old.

Motion made by Larson.

ATTEST:

/s/ Joan Kirk                                                                                                                            /s/ John E. Whipple, Chairman   aye
Fremont County Auditor                                                                          /s/  Earl Hendrickson                    aye
                                                                                                                   /s/  Chuck Larson                          aye

At 9:10 a.m. motion was made by Hendrickson to approve cigarette permits for Sidney Foods, Crossroads Travel Center and Sapp Bros. Larson, aye; Hendrickson, aye; Whipple, aye.

At 9:15 a.m. motion was made by Larson to approve the following Resolution 2008-31. Hendrickson, aye; Larson, aye; Whipple, aye.

RESOLUTION NO. 2008-31

BE IT HEREBY RESOLVED THAT THIS RESOLUTION RESCINDS RESOLUTION 2008-29 by the Fremont County Board of Supervisors this 26th day of June 2008, that the following transfer of funds be adjusted by $1.00 to show transfer approved and made: $353,029.00 from the Rural Services Basic Fund, share of Rural Services taxes, to the Secondary Road Fund and $61,427.00, property tax relief of local option taxes, from the Rural Services Basic Fund to the Secondary Road Fund.

Motion to approve transfer made by Larson.

ATTEST:

/s/ Joan Kirk                                                                                                                            /s/ John E. Whipple, Chairman   aye
Fremont County Auditor                                                                          /s/  Earl Hendrickson                    aye
                                                                                                                   /s/  Chuck Larson                          aye

At 9:30 a.m. Fremont County Engineer Dan Davis met with the Board. Motion was made by Hendrickson authorizing Chairman Whipple to sign a ROW Permit for IAMO Telephone Company for underground construction in Sections 14 and 23 in Locust Grove Township. Larson, aye; Hendrickson, aye; Whipple, aye.

At 9:45 a.m. Assessor Karen Berry met with the Board to discuss results of a court case regarding Crossroads RE Development. Berry said "As defendants, we are obligated to defend our assessments. In this case the court has affirmed our assessments are correct."

At 10:00 a.m. a public hearing was held regarding the lease purchase of an asphalt zipper for Fremont County Secondary Road Department. Present were Dan Davis, Earl Hendrickson, John E. Whipple, Chuck Larson, Jeff Bartholomew, Larry Holman and Joan Kirk. After some discussion Larson made a motion to close the hearing. Motion was made by Larson to allow the purchase of the asphalt zipper. Larson, aye; Hendrickson, aye; Whipple, aye.

In other business, claims were approved to be paid June 27, 2008.

At 10:15 a.m., there being no further business, Hendrickson made a motion to adjourn. Larson, aye; Hendrickson, aye; Whipple, aye.

ATTEST:

Fremont County Auditor                                                                                 John E. Whipple, Chairman

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