UNOFFICIAL MINUTES FOR MARCH 10, 2011

The Regular Meeting of the Kiowa County Commissioners was called to order at 9:05 a.m. by Chairman Richard Scott on March 10, 2011. Commissioner Oswald opened the meeting with prayer and the Pledge of Allegiance.  Those attending were:

Richard Scott, Commissioner

William E. Koehler, Commissioner

Donald Oswald, Commissioner

Roland Sorensen, Deputy County Clerk

Peggy Dunlap, Administrator

Minutes from the February 24, 2011 Regular Meeting were not read as they had been reviewed at the March 1, 2011 work session. Koehler made the motion, seconded by Oswald, to approve the minutes. All Commissioners voted affirmative.

The vouchers were reviewed. Five vouchers were questioned. Vouchers were approved and signed.

The vacation policy was discussed in depth. County employees have been accumulating overtime and using it for vacation. With overtime accumulation being eliminated the employee will have to use their vacation time as it was intended. Each employee will have to reduce their accumulated Comp time down to a maximum 80 hours by November 26, 2011 and to zero hours by July 1, 2012. Any remaining hours left at that time will be paid out to the employee. As of April 24, 2011, any overtime will be paid in the month that it is worked.  All overtime must be approved by the employee’s Supervisor before being worked. Oswald made the motion, seconded by Koehler, to approve the vacation policy. All Commissioners voted affirmative. These provisions will become part of the County Personnel Policy.

The lease agreement for the Maine Street Retreat was discussed. All current bills will need to be paid in full with documented receipts by April 1. The Maine Street Retreat lease agreement is in effect until October 31, 2011. The rent for March will be prorated from March 11^th to the end of the month. Full cash rent will begin April 1, 2011. Rent will be due on the first of each month and will include the monthly rent plus utilities. Oswald made the motion, seconded by Koehler, to approve the lease agreement. All Commissioners voted affirmative.

Pat Roper with the Veterans Administration discussed the Veterans Conference on May 1, 2011. She would like to attend and does have the money in the Veterans budget to attend the Conference. As in the past, she would be sharing expenses with the Prowers County Veterans Office to save funds. Pat has attended the Veterans Conference for the last two years and stated that they were very helpful. All Commissioners agreed that it would be beneficial to the County to have Pat attend again this year. They would like to meet with Pat again after she returns from the Conference.

The Commissioners have been reviewing the job descriptions for the Road and Bridge Foreman. After extensive discussion, the Commissioners added a couple more items to the job description. Oswald made the motion, seconded by Koehler, to approve the Road and Bridge Foreman job description with the additions.  All Commissioners voted affirmative.

Audrey Johnson met with the Commissioners on how their vouchers were being broken down. The Commissioners office needs detailed information for their reports and confidential information is not being shared with anyone.

Architect Belinda Zink with Zink and Associates, Inc. met with the Commissioners to discuss the progress on the Murdock Building. The asbestos removal had been delayed waiting for the removal permit from the State.  The permit has been approved and received and the construction company has started. Zink said that soil samples have been requested to determine if auger pillars will be needed to support the foundation. She brought a set of blue prints and discussed what was needed for the second phase of construction. The second phase would include foundation, brick, roof, windows, doors, elevator and stairway. A grant application needs to be completed and turned in by April 1, 2011. Commissioner Koehler said he was not in favor of putting any more money into the Murdock Building without a vote of the County. The Commissioners recommended that Colorado Preservation Inc. pursue funding for next phase of the project with the understanding that no additional county funds would be available.

The Model Traffic Code ordinance has been reviewed and signed. The ordinance will be published in the paper for public review.

Darrell Stolzenberger met with the Commissioners to discuss a memorial trailer for County wide use. This would be a mobile facility for Kiowa County families to use in times of the loss of a loved one and is intended to ease the burden on the family during final arrangements. The trailer is equipped with tables, chairs, consumable supplies such as plates, cups, plastic ware, napkins and a refrigerator and freezer. Darrell would like to do the same thing for Kiowa County. Darrel felt that it would be more beneficial to the County residents that used it to have two refrigerators as more people bring perishable food for the family than frozen food and since refrigerated space in their home refrigerator is quickly filled, the extra refrigerator space would be better. The trailer would be available at no cost to the families. The only request would be to replace the consumable items used. Darrell has spoken with the City Council and they are supporting the project. The City will provide the insurance and license for the trailer and store the trailer at Town Hall. Anyone needing the trailer would contact Town Hall to request the use of the trailer and the City would deliver and pick up the trailer. Donations can be made at Town Hall and a receipt will be given. Several donations have already been received. The Commissioners also liked the idea and have given their support to the project. Koehler made the motion, seconded by Oswald, to donate $500 toward the project. All Commissioners voted affirmative.

Bob Weber has made a request from the Commissioners to allow him to have a water line run across county road 63. After discussion the Commissioners agreed that if Bob followed all of the regulations it would be acceptable. Koehler made the motion, seconded by Oswald, to allow the water line. All Commissioners voted affirmative.

Commissioner Scott had asked Commissioner Koehler to write a policy for cell phones. The policy was presented and reviewed by the Commissioners, to wit:

CELL PHONES

The personal use of cell phones during work hours shall be prohibited during normal working hours. During working hours employees shall devote their time to their job. During breaks and lunch personal use will be allowed. You may be required to shut off cell phones during working hours as not to disturb or hinder job performance and bother fellow employees. Use of cell phones for personal use shall result in a reprimand that will be documented in personal files; continued personal use of cell phone could result in disciplinary actions that may include days without pay and possible dismissal from employment.

Kiowa County will not pay any cell phone charges on a personal cell phone. If cell phone is deemed necessary for job the phone will be furnished by Kiowa County and it will be used only for Kiowa County business. Cell phones will only be approved by the Board of County Commissioners.

The policy will be included in the County Policy Manual.

The Community Building rental was discussed by the Commissioners. The Commissioners asked Administrator Dunlap to talk to the Fair Board and see if they would consider waving the rental fee for the family using the building for a funeral.

A time clock for Prairie Pines Assisted Living was discussed. The Commissioners asked Administrator Dunlap to do some research on the different kind and price of time clocks.

Yonda Leonard with Day Care met with the Commissioners to have questions on the County Policy for Medical and Maternity Leave of absents. Yonda would also like to hire a full time cook. The Commissioners feel it is better to hire two part time employees that can work up to 30 hours a week instead of a full time employee. A part time position will now be 30 hours or less per week.

The Fair Ground septic system was discussed. The Commissioners feel a new 1500 gallon septic tank should be installed. Plans are to be drawn up and a request for bids will be made.

Commissioner Oswald left the meeting at 3:00 p.m.

Braden Lane sent a letter requesting permission to be able to use the restricted County Rd. 49 (commonly called the May Valley Road) with his semi. Scott made the motion, seconded by Koehler, to allow Braden to use the road. Both Commissioners voted affirmative.

Lower Arkansas Valley Area Agency on Aging Advisory Council (LAVAA) member list needs to be changed. The Commissioners are going to contact Theresa Weber to see if she would be interested in being on the advisory council.

Scott made the motion, seconded by Koehler, to sign the State of Colorado purchase order change authorization letter for the Governor’s Energy Office for an extension on the Murdock Building to May 15, 2011 at no additional cost to the State. Both Commissioners voted affirmative.

Commissioner Oswald returned to the meeting at 3:20pm.

Job descriptions were reviewed and changes made to the following positions.  The Transit Van Coordinator, Social Service Director, Child Care Director, Prairie Pines Administrator, Assistant Prairie Pines Administrator and Prairie Pines Maintenance positions.

The County Personnel Policy manual was reviewed and changes made.

The Commissioners feel that they should have a Resolution prohibiting operation of Medical Marijuana Facilities in Kiowa County. The Commissioners have asked Administrator Dunlap to compose the resolution.

The Commissioners reviewed and approved the Fermented Malt Beverage License for the Eads Golf Club, Inc.

Koehler made the motion, seconded by Oswald, to sign the Nurse contracts for the schools for 2011-2012.  All Commissioners voted affirmative.

The Treasurer’s report was reviewed.

The Clerk’s report was reviewed and filed.

The Regular Meetings in April will be April ­­­12^th and April 28^th.

The next Regular Meeting will be March 29, 2011.

With no further business, Oswald made the motion, seconded by Koehler, to adjourn at 4:36 p.m. All Commissioners voted affirmative.