Supervisors discuss credit card policy, hear update on Public Safety Center
by Joe Moses
The Allamakee County Board of Supervisors met in regular session Monday, October 17 to address a variety of topics, including the consideration of appointing a new member to the Planning and Zoning Commission, credit card policy recommendation and consideration of bids for a culvert replacement on Oak Hill Road.
During the Public Comments portion of the meeting, Jack Knight provided an update on the results of serving on an ad hoc committee in Clayton County that provided recommendations for the rezoning of land to be used as a mine by Pattison Sand Company. Knight indicated that he was glad to do the work and provide recommendations even though Clayton County did not utilize the recommendations provided. Knight said the ad hoc committee had recommended requiring blasting notifications and other requirements to help prevent neighbors from being adversely affected by the mine activities.
Allamakee County Planning and Zoning Administrator Tom Blake discussed appointing a new member to the Planning and Zoning Commission. After 20 years of service, Kirby Cahoon has chosen to leave the Planning and Zoning Commission Board. Blake recommended Jack Knight for the Board vacancy with a five-year term. The Supervisors agreed with the recommendation and approved the five-year appointment to this Board. Quarterly reports for the Relief Office, Recorder and Sheriff were accepted and placed on file.
Allamakee County Recorder Deb Winke advised that employee Jill Mathis has successfully completed a six-month probationary period and recommended that Mathis receive a thirty-five cent raise taking her pay from $17.50 per hour to $17.85 per hour. The Supervisors approved the employee's raise.
Allamakee County Auditor Denise Beyer and the Supervisors discussed a credit card policy recommendation for County employee use. Beyer indicated that auditors Hacker & Nelson were present last week and advised that credit cards can be the greatest area of fraud for any organization.
Beyer provided some examples of policies used in other counties, noting that most required the use of a credit card with a low credit limit. Additional policies considered included charges not accompanied by a receipt would not be reimbursed and cash advances are not allowed. Beyer discussed a purchase card option where the balance is paid down to zero each month before the card is able to be used the next month.
Beyer further advised that, currently, only Casey's and Kwik Star credit cards are being used by County employees for gas expenses when using County vehicles. Supervisor Dan Byrnes recommended that, right now, the County may not need a policy with only gas cards being used.
Allamakee County Sheriff Clark Mellick discussed that deputies are required to fill out mileage reports with transport vehicles and receipts are turned in for squad car gas expenses. Mellick advised that he recommends some leniency with the policy regarding situations mid-shift when a deputy may need to quickly respond to a call, noting that the gas pump receipt printer may be out of paper or a receipt may get lost in the squad car, with Mellick suggesting that the deputy should not be responsible for the gas expense for squad cars in these instances. Mellick further advised that in-store purchases show up separately on the credit card bill, which would identify a misuse.
Beyer discussed that her office does not have a credit card, but a policy may be beneficial in case someone were to use their personal credit card for fraudulent reimbursements for County expenses. She added that the Supervisors examine and approve all billing and reimbursements currently and a procedure is in place for such items. Following all the discussion, no action was taken on that agenda item at this time.
Sealed bids for a culvert replacement on Oak Hill Road were opened individually and read aloud by Byrnes. Brennan Construction of Lansing and Riehm Construction of Waukon were the two companies that submitted bids for the project. Brennan Construction provided a low bid of $59,997 that was close to the County Engineer's project cost estimate of $59,558.50. Allamakee County Engineer Brian Ridenour took the bids to the County Auditor's office for verification. Both bids were correct and the bid for Brennan Construction was approved later in the meeting.
Further discussion took place of the Aetna health insurance rebate first discussed at a previous meeting. This rebate applied to current and some former County employees that participated in health coverage. Byrnes suggested refunding directly to the COBRA retirees due to the fact that they are not currently on insurance and would not benefit from returning the funds to the partially self-insured health fund. The Supervisors approved rescinding Motion 16.390, which put the entire Aetna rebate amount into the partially self-funded insurance account. Refunding to the three COBRA retirees and returning the remainder to the self-insured fund was then approved.
John Hansen and Jeremy Oden with Midwest Construction Consultants were present to discuss the Public Safety Center construction project. Oden advised that 95% of the concrete has been poured within the building. He further advised that the roof is completely done, water pipes are finished, electrical work is underway, and that masonry walls are going up. He also explained that the storm sewer is completed, the liquid propane tank for the building has been placed, and that weeds have been sprayed on the property.
Hansen advised that a design has been submitted to the Department of Natural Resources (DNR) for a well permit, with water pressure requirements being taken into consideration. Hansen also presented pay requests to the Supervisors, noting that $409,587.59 was being billed for work completed as of October 1, making the total cost for the project $2,333,295.04 so far.
Hansen pointed out that the first change order he was presenting to the Board involved three items, including altering solenoid materials to match new building code for lead content in valve bodies, adding $1,160 to the project cost; the addition of a new water line system to recycling, metal building and the cattle tank, adding $10,422; and three shower packs are to be changed to the in-wall type in lieu of the through-wall design, adding another $861 for a total of $12,443 in the first change order, which was approved. The second change order of $162,378.64 to provide concrete pavement on the entire site and delete asphalt paving by Olympic Builders was approved. Hansen and Mellick also discussed the filing system for record storage and evidence storage.
Under Department Head Updates, Allamakee County Emergency Management Coordinator Corey Snitker advised that he has been in contact with Iowa Homeland Security Recovery Division Administrator Patrick Hall regarding the Big Slough debris field where the Upper Iowa River empties into the Mississippi River. Snitker will continue to work with Hall regarding FEMA's guidance on this issue. Snitker said he will be attending a Hazmat (Hazardous Materials) Conference in Ames this Thursday. He also said the joint FEMA inspection for the September flooding event took place last week, with a second disaster declaration likely to be made at month's end.
Beyer advised that 1,500 absentee ballots have been received so far for the November 8 General Election. She said the Auditor's Office will be open for absentee voting Monday through Friday, 8 a.m.-4 p.m. through November 7, as well as being open Saturdays from 8 a.m.-5 p.m. both October 29 and November 5.
