IRON COUNTY COMMISSION MEETING
January 26, 2009
Minutes of the Iron County Commission meeting convened at 9:00 a.m. January 26, 2009 in Commission Chambers at the Iron County Courthouse, Parowan, Utah.
Officers in attendance included:
Alma L. Adams Commission Chair
Lois L. Bulloch Commissioner
Michael Edwards Deputy County Attorney
David I. Yardley County Clerk
Reed Erickson County Administrator
Absent:
Wayne A. Smith Commissioner
Also Present:
H. Eugene Adams County Auditor
Dennis W. Ayers County Assessor
Deborah B. Johnson County Recorder
Geraldine S. Norwood County Treasurer
Jared Wilson IT Supervisor
SYNOPSIS :
APPROVAL OF 2009 WILDLAND FIRE SUPPRESSION BUDGET
APPROVAL OF MINUTES December22, 2008
APPROVAL OF MINUTES January 12, 2009
LANDFILL COMPACTOR BID OPENING
MEMORANDUM OF COOPERATION SUPAC
PRAIRIE DOG MITIGATION MATTERS
IRON COUNTY FIRE PROTECTION STANDARD OPERATING PROCEDURES
Those assembled were led in the pledge of allegiance by Eugene Adams.
APPROVAL OF MINUTES December22, 2008 :
Minutes of the Iron County Commission meeting held December 22, 2008 were approved as amended on a motion by Lois Bulloch. Second was by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
APPROVAL OF MINUTES January 12, 2009 :
Minutes of the Iron County Commission meeting held January 12, 2009 were approved as amended on a motion by Lois Bulloch. Second was by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
Commissioner Adams excused Commissioner Wayne Smith noting that he has other commitments out of state.
Gene Adams reported that the Auditor’s Office is gathering information to do the year end closing for 2008 and to prepare material for the independent auditor.
Dennis Ayers reported that House Bill 246 proposed by Representative Froerer would change primary residential exemption qualifications and allow the primary exemption on up to five acres. The Assessor’s association is opposed to the legislation.
Debbie Johnson reported that the Recorder’s office is preparing plat map prints for the front counter, the Assessor’s office and the Building Inspector’s office. She also reported that recording of refinancing documents has increased due to refinancing at lower interest rates. New sales and subdivision filings are down.
Jared Wilson reported that data servers have been moved to the basement and are working. The move went smoothly however there were some unforseen problems with damaged wiring that had to be replaced which will increase the cost of the move.
Jared also reported that to accommodate on line filing of documents, a software module costing $20,000 would need to be purchased. This software would allow for on line payments which would benefit the Recorder’s office and the Treasurer’s office.
Reed Erickson asked if County offices were in need of additional office space in reference to the space currently being utilized by the IT Department. The Assessor and Ambulance departments were mentioned as possibly needing the additional space.
Reed also reported that a Request for Qualifications (RFQ) is being prepared to get proposals for Board of Equalization hearing officers for this year.
Reed discussed a problem with disposing of septic tank waste. The waste requires special handling at the landfill and is too concentrated to dump at the Cedar wastewater treatment facility. A solution is being sought with the State Department of Environmental Quality.
Michael Edwards reported that an interlocal agreement is being drafted for the Reverse 911 calling system. Participants would be all of the municipalities in Iron County, New Harmony, Enterprise, Northern Washington County, Beaver, Minersville, Milford and Beaver County.
Lois Bulloch reported that the Cedar Chamber of Commerce annual banquet is scheduled for February 5. Tickets are available for anyone who would like to attend. Lois also reported that Brian Dangerfield has resigned as Economic Development Administrator to take a position in Mesquite Nevada.
Alma Adams reported that he met with UAC officials to discuss proposed budget cuts proposed by the Legislature. Proposed cuts include funding for programs in the Health Departments, Mental Health, Senior Citizens programs including Meals on Wheels. The cuts will be refined during the Legislative session. The Counties are asking that these programs be left with current funding.
Alma also reported that local land title companies are starting to withdraw their support of E-Filing of recording documents in the Recorder’s office due to a downturn in the economy and shrinking business.
MEMORANDUM OF COOPERATION SUPAC :
Alma Adams presented and discussed a memorandum of cooperation for participation in the Southwest Utah Planning Authorities Council (SUPAC). Iron County has participated for many years and Commissioner Adams recommended that we continue to support SUPAC. Lois Bulloch made a motion to approve the MOC and appoint Alma Adams as Iron County representative. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
IRON COUNTY FIRE PROTECTION STANDARD OPERATING PROCEDURES :
Alma Adams presented a proposed SOP for unincorporated Iron County which sets standards of operation and jurisdiction on fires outside of municipal boundaries. It also sets standards for billing for costs of fire suppression. The MOU will be distributed to Municipalities for signatures by Mayor’s and Fire Chief’s upon approval by the Commission. Lois Bulloch made a motion to approve and adopt the Fire Protection Standard Operating Procedure as presented. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
APPROVAL OF 2009 WILDLAND FIRE SUPPRESSION BUDGET :
An agreement to participate in the 2009 Wildland Fire Suppression Fund between Iron County and Utah Division of Forestry Fire and State Lands was approved on a motion by Lois Bulloch. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
Colette Eppley presented for approval Melissa Byrd as a part time assistant cook at the Cedar City Senior Center. The position is conditional pending justification and workforce assessment by Reed Erickson. Lois Bulloch made a motion to approve the hiring for 60 days pending completion of the justification and workforce assessment. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
Colette also presented a transfer and promotion for Amy Harding as a part time head cook at the Cedar City Senior Center. Lois Bulloch made a motion to approve the transfer and promotion upon approval of the justification and workforce assessment. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
Colette presented a recommendation that Mike Edwards be promoted to Attorney # 2 with the appropriate standard approved wage increase. Lois Bulloch made a motion to approve the promotion and increase. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
The Commission received reports on justification and workforce assessment for two full time IT workers, Road Department Equipment Operator, Landfill gate house operators, Tourism, Ambulance Paramedic Supervisor and the Recorder Chief Deputy position. Reed Erickson recommended that the Chief Deputy Recorder be replaced with a Recorder Office Manager which would be a merit position. Lois Bulloch made a motion to accept Reed Erickson’s recommendation that a Recorder’s Office Manager position be created and authorize advertising to fill this position. A job description has not been approved for this position yet and will be developed for approval. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
The IT worker positions were discussed with Jared Wilson addressing all concerns raised by Reed Erickson in the justification and workforce assessment. Lois Bulloch made a motion to table action on establishing these full time positions. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
After recalling this matter and reviewing bullet points in detail, Lois Bulloch made a motion to approve two full time positions in the IT Department as requested and authorize advertising the positions. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
Colette Eppley requested approval of changing the status of a part time position in her office to a full time position after completing the justification and workforce assessment and to hire Vicki Nielsen without advertising the position. Lois Bulloch made a motion to approve the status change as requested. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
Alan Wade requested approval of changing one full time position at the Landfill as an operator to two part time gate house operator positions. This would allow a lower wage rate as the part time positions would not be equipment operators and would not require a CDL to apply. Lois Bulloch made a motion to approve the change from Landfill Operator to part time gate house operators. A job description will need to be approved for this position. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
Reed Erickson reviewed a justification and workforce assessment for a Road Department equipment operator position and recommended approval of the position. This is to replace a vacancy that occurred on January 1 due to retirement. Lois Bulloch made a motion to approve the justification and workforce assessment and authorize opening the job for applications. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
Reed Erickson also discussed the Paramedic Supervisor position vacated by the resignation of April Peterson. Because there needs to be more clarification of the justification and workforce assessment, action on this request was tabled on a motion by Lois Bulloch. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
After recalling this matter with Ron Johnson present. The need for a Paramedic Supervisor was clarified and the position was approved for advertising on a motion by Lois Bulloch. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
The position of part time Public Relations Specialist was also discussed. Reed Erickson recommended that after a justification and workforce assessment, the position should be a full time position with a public relations background. Lois Bulloch made a motion to approve the position as recommended. A job description as a full time position will need to be approved. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
Chad Nay discussed with the Commission a request for a modified work schedule for an employee in the Building Department to accommodate his participation in a college course. After reviewing the request Lois Bulloch made a motion to approve the modified work schedule during the spring semester at SUU. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
PRAIRIE DOG MITIGATION MATTERS :
The Commission opened the mitigation review by explaining the procedure adopted by Iron County. Applicants may pass three times if their project is not ready to begin immediately. After three passes, applicants will be dropped from the list and will be required to reapply for take. A maximum of ten permanent take dogs per application will be allowed. Applicants approved for take may opt to wait until spring counts are available to establish correct take numbers.
Blaine Cox reviewed count procedure. Winter count numbers are based on the highest count over the last five years. Spring counts are based on actual counts and can begin after the first of April. Take numbers are based on the formula in the HCP and only include prairie dogs on federal lands and in established colonies. Disease and predation have caused the collapse of several colonies during the past two years. This year Iron County may allocate 76.1 permanent take permits.
Phil Schmidt asked about why golf course and UDOT prairie dogs are not counted in totals. Mr. Cox answered that the golf course is covered under a separate HCP and do not count in the County wide HCP. UDOT highway colonies are not allowed in the permanent counts.
The Commission then went through the list of applicants with the following allocations approved by application list number:
6. Ted Stephenson 10 dogs
15. Von Nielson 10 dogs deferred to spring count.
17. Lloyd S. Henrie 6 dogs
18. Tom Lokowski 6 dogs
22. Jay Adams 10 dogs deferred to spring count.
22 A. Jim Burgess 10 dogs
34. Oscar Hulet 4 dogs deferred to spring count.
36. Vision Holding 10 dogs
55. Lloyd Woolfe 10 dogs
Lois Bulloch made a motion to approve the allocation of 76 prairie dogs for the 2009 season. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye. If any permanent take approvals are not paid for or used as required, an additional allocation may be made at a later time.
LANDFILL COMPACTOR BID OPENING :
Alan Wade met with the Commissioners to open bids as advertised for a landfill compactor. Four bids were received as follows:
Komatsu $555,000
Rasmussen Equipment $506,389*
Wheeler Machinery $549,600
Wheeler Machinery $459,600 (a used rebuilt machine)
Lois Bulloch made a motion to accept the bids and refer them to Commissioner Smith, Reed Erickson and Alan Wade to review the bids to determine if they meet the specifications and to bring the matter back to the next Commission meeting for approval. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
The following board appointments were approved on motions by Lois Bulloch. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
Merit Review Board: Don Blanchard appointed to a four-year term.
Planning Commission: Ken Esplin appointed to a term to expire Feb 2011. And Lou Tong appointed to a term to expire Feb 2011.
Water Conservancy District: Rick Bonzo appointed to a full term to expire 2013.
Weed Board: Craig Clark and Kim Evans appointed to terms to expire Feb 2011. Paul Nelson appointed to a term to expire 2013. John R. Williams appointed as Kanarraville representative with the term to expire Feb 2010.
The Commission also noted that the Three Peaks Committee needs to be established as a Board with set terms. This matter will be referred to the Attorney to draft guidelines for this Board.
Reed Erickson discussed building maintenance contracts which in the past have been signed by the County Clerk. These included contracts for heating and air conditioning, elevator service, fire alarm monitoring, etc. Since Mr. Erickson is now in charge of buildings, he questioned who should be signing contracts. Lois Bulloch made a motion to authorize the County Administrator as building supervisor to sign for Iron County standard operating and maintenance contracts for services. Second by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
JOB RESPONSIBILITY DISCUSSION :
Reed Erickson discussed with the Commission a prioritized policy and task list for his office. Commissioner Bulloch requested that a top priority should be to develop a new employee evaluation form for merit reviews. Other tasks discussed by Mr. Erickson included fleet management, financial management, travel approval and reimbursement, cell phone policy, purchasing, cash flow between funds, workforce assessment and justification, sewage haulers dumping, county road maintenance policy, budget reports, buildings and capital projects, and agenda reports.
ADJOURN :
The meeting was adjourned at 2:30 p.m. on a motion by Lois Bulloch. Second was by Alma Adams. Voting: Alma Adams, Aye; Lois Bulloch, Aye.
Signed: Alma L. Adams, Chairman
Attest: David I. Yardley
County Clerk