Board of Supervisors - Regular Meeting

I'm Tom Hagan. I'm the chaplain for American Legion Post 158, Irwin Myla. I'll be praying the invocation. Pray with me if you like. Dear Heavenly Father, be with us in this place this evening. Bless each in attendance as well as those online. Within that blessing, Lord, Allow our hearts to be softened and our minds to be yielding. May no disagreement ferment hatred. Help us to be empathetic and understanding with each other. And now, Lord, as we attend to the business of our county and its people, guide our decisions, help us to be prudent, use of our resources, and may your creation and its people be the beneficiaries. In Jesus' name we pray. Amen. I pledge allegiance to the flag of the United States of America,

Alright, we'll go ahead and do a roll call please. Alright, we'll go ahead and review the agenda. Any disclosure of conflict of interest or amendment to the agenda?

On the consent agenda, the letter requesting support to honor the 70th anniversary of the Lawrence world. So if it's okay with the other two, I would request that goes on that Tuesday agenda, Mikayla, and we just do a resolution to send the letter of support. All right.

And I have, for the rest of the minutes, I have a couple of questions to the next two.

So we'll go ahead and .

Okay, so we'll go ahead and move the consent agenda. Jess I'll let you start with Consistency on titles. I see there's a reference to Dr. Reverend Swanson and County Attorney Swanson

I believe his official title is county attorney. So are we just gonna start throwing letters behind names?

I think what we should do is I think we want to make sure we're consistent in all government documents, not just with the county, but for anything we do with the county. I know in all government records we've used elected official titles. I think the consistency and precedent we set with previous county attorneys, we just need to use elected officials' titles. If people want to be personal or academic honorifics they can certainly do that but we want to be consistent with that so i think what we need to do going forward is use not only county official elected official titles in the minutes but also if they speak during public comment we want to make sure that you know because i know it's you've used yours i think we should use if they speak during public comment we should make sure we include their elected official titles so the public knows

So going forward, are we going to correct this?

I think we're going to correct these minutes to reflect that for both February 10th, February 17th, and then February 24th minutes. We'll make sure that's addressed. And then the other thing I wanted to ask you folks on the minutes The intention of the minutes under Iowa code is to provide documentation on all board action, any presentations, agenda items, that kind of stuff. And what I've noticed is, and we also pay for that to be in the paper. What I've also noticed is that we're getting a lot more in the weeds on details on public comment. I think that for public comment, it's important that we know who speaks and where they're speaking from, but I think we should just limit it to that. do public opinion they have plenty of avenues to do that it's not minutes it's not the purpose for that so i think specific well like for instance on minutes we it's getting it's getting a long paragraph and we the taxpayers paid for that to go into the paper i understand so i think if we just put the who spoke the town they put and leave everything else out i think that is sufficient Because the purpose under I.O. code for minutes is to document everything we do, not give the public sex. So, and it's starting to become a little bit of an hour. So we want to make sure that we're not overstepping the purpose of the minutes. So if we can change that in the minutes and that would be great. Do you want to table the minutes and then approve them on Tuesday after they're corrected? Let's do that, yeah. Okay, so go ahead and table the minutes. and it'll go ahead and approve them on Tuesday after they're corrected. Any other questions on the consent agenda?

Diane, did you want to clarify the change of the resolution, SBB 310A? Oh, yes.

On one of the resolutions? On the deed restrictions. Yes. When I put that in there, I didn't, I said, um, add in the address or something but and michelle we just needed to have yeah she just corrected that so the the one that you're seeing has added and we fixed that okay has the legal description the actual yes or the actual address i didn't put the legal because the legal would be attached please and that's kind of that would mean it's a very long time so we're mandating a to correct the address yeah just corrected that resolution Okay. All right. Any other changes to the agenda? So on these minutes, who's going to cross them out? What was said?

They're rejecting them.

We're tabling them, have them corrected. We're going to bring them back on Tuesday since we're having a special meeting anyway. We can approve them there. All right. So is that good? Yeah. Okay. Okay. So anything else that needs to be changed that we see? Okay. All right, we'll go ahead, I'll go ahead and entertain a motion to accept the consent agenda without the minutes.

And also without the, Lauren's will.

The letter stays in there as a receiving file, but she's gonna do another resolution next week. Gotcha. Second. Is there a second?

Yep.

Second. Any discussion? All right, all in favor, please vote aye. Aye. All opposed? Motion carries. All right, we are now on department head reports, Michelle. Great, thank you.

Michelle Brandt, Madison County Auditor. My biweekly report includes a budget process update. All budgets have been entered except for the assessor's budget and the public health. The property tax levy hearing is set to be published tomorrow for Iowa code. And the corresponding letters required by House Final 718 have been uploaded to mail services and should meet the required March 15th deadline.

I have a question on that. Is it on the Department of Management website now or is that not done until the letters go out?

No, it's been on since March 5th, which was the deadline to have

that posted okay because i it didn't it didn't maybe i was looking in the wrong spot has it yes yes i just didn't know if the public could see it yet or if it's just still there until we can talk after i can show you what i was looking at maybe i'm looking at the wrong thing okay uh state audit report update the results are now being reviewed by senior auditors they will let us know when they are ready for the exit conference

will continue to follow up every week as the courthouse custodian i provided information from johnson controls and there that you requested last time i'm assuming you all got that email with the they showed up yeah okay great i do have brandon here to answer any questions only in that capacity but not to do a vendor presentation um those are specifically the pros and cons between exact vision and digital watchdog which we we talked about and I thought it would be better if you had questions that he could answer those at this time, including the verification of the SSA for both cameras and servers. So do you have any questions for him?

I do have two.

Okay, great. He's here.

This is Brandon.

He's from JCI.

Hi, nice to see you.

Thanks for coming out. I appreciate that. Two questions. One, it says that there's a The server doesn't have licenses, but what about the actual individual cameras? Don't those licenses have to be renewed every year?

It depends. So servers that are sold after, I believe the date was February 2026, those come with lifetime SSAs. If you do anything with Illustra, you get free licenses with those.

With the server or the cameras? Because my understanding is the cameras also have licenses.

Correct, correct. So anytime you add a camera to a system, You've got to have a license to it as well. So if you do illustrious cameras, you can get a free license that comes with it. And then lifetime SSAs. So SSAs and licenses are different. SSAs are in the software support agreements. So as firmware software patches come out, you can push those in. Exact is launching with lifetime SSAs on those servers.

So any cameras that attach to those servers, they also have lifetime SSAs and lifetime licenses as well?

Yes.

Because right now, I know we pay annual renewals for licenses on the cameras. Is that going away?

I don't believe we've got an SSA.

Because I know we signed a contract for that. Maybe I misread it, but. That's where I needed clarification because it looked like there was an annual license that was required and you were paying for just one year of licensure on the cameras.

Is this regarding the courthouse proposal? You might be looking at an old proposal. Okay. That was to bring the current server up to the current software. Okay. We're at an old enough version of that server to make it a secure server that needs to be replaced. So once we get that, it would be a new server, and it would be getting those lifetime SSAs.

Okay. Well, an SSA is different than a license. Correct. So that's where I'm trying to figure out. I understand that we get lifetime SSAs. My question is on the actual licenses, are they lifetime as well? We won't have a manual.

Licenses are like a one-time deal. Anytime you've got a camera, you've got to add a license to have that camera. Right. And that's uniform across... We support multiple manufacturers as far as camera systems. That's pretty uniform. It's standard across the industry. Anytime you have one camera, you have to have a license. That license extends. With ExactVision, if you update a server, it can get them to transfer that for free. So say you've got 15 licenses at the courthouse, that can get them to transfer that.

So in five years, we're not going to have a surprise. A, you owe us money for SSAs. Correct.

And you wouldn't be owed, or you wouldn't owe us money unless you contracted with us for an SSA agreement, which is not the case. So systems like Milestone or American Dynamics, CQR, those typically have regular ongoing SSAs that are required yearly in order to shut your system down. That's not the case with what's proposed.

Okay, so that would be a lifetime thing. Future boards won't be getting a bill. Correct. Surprising. Oh, we owe this money. Okay. And then the other question I have on your presentation, it said that Watchdog does not allow access control. And on their website, it says it does. So that's what I'm trying to understand.

Here's what it is. It's a third-party integration. So they would have to pair with a different manufacturer. And there's limitations to open AI integrations when it comes to, like, adding a Revo or an Amag or something like that as far as access control manufacturers. Whereas ExactVision, those servers are cost-saving and beneficial. I've got other counties that implement ExactVision and CanTech Interpass. That video recorder server comes with the software at no additional cost to you. So it stages you for scalability, saves the taxpayers money in the future because it's already there.

so you can this bit includes enough scalability so say if we decide not to do the access control now we decide to do that cost that capital expenditure say a year from now this device would be able to accommodate that yes okay for this building and all buildings or just this so access control is that's a great question um you know i've got customers that their corporate headquarters

It houses the software for every one of their sites throughout Iowa, Nebraska, and elsewhere. So it is possible to do it that way. Or, if you go towards unification and get all your buildings on Execution right now, you've got two of them at two, you can have the software housed and then edit each one of those servers. So you've got uniform video, uniform access control, and then you can network them all together. So if you've got an administration staff or somebody that I'm not sure how you structure it, but you can structure it so it's scalable and functional from a countywide perspective and then have the granular ability to limit it per site as far as like who can access what.

Does it have wireless capability for access control? Because obviously we have a very old building, courthouse, and there's limited capacity for wire.

That's a great question. We've done a lot of historical building projects involving fire alarms. HVAC, et cetera. Camtech does support wireless locks. We have to have a more granular conversation about the architecture and stuff like that. We've got engineering teams that support CAD drawings. People get a little bit closer. And that bid process is free, so there's tax savings there as well.

And this proposal, based on what I'm reading, it provides diversity. So if we have an outage at one site, the other two sites can provide that support for the cameras.

Can you clarify that a little further?

So let's say, for instance, we have one of the servers, for whatever reason, goes down. But we still want to have our first responders have access to the cameras in that building. Will it automatically fail over to one of the other two servers?

That's not built in. They operate as independent servers that can be networked together so you can view all of them. So let's say the sheriff has access and his deputies have access to all the buildings. They'd be able to remote view all of them from a public safety standpoint. But the failover, that starts becoming into more of a system design question. Then you need to start involving RAID servers. And then that starts adding to the price. Right. Because you need more. Because you need more space. If you want that redundancy then.

Right. I can't speak for the board, but for me from a technical standpoint, that's something that I would like to see is the diversity option to where, you know, I don't want to be limited to something fails at a very critical time. I still want our first responders to be able to have access to view what's going on in that building. And who knows, it could be damaged intentionally by whatever's going on there, and I want to make sure they still have access. So maybe that's an additional conversation on that.

We can have another conversation about that, but there's options. I do a lot of hybrid approaches where And it could be something that's a phased approach to where we don't do the capex initially, but something down the road, if the board decides that, with the idea of making sure we have the diversity and redundancy from a safety standpoint.

Those are my only two questions, and we can certainly have additional conversations. I appreciate you giving me that detail.

Go ahead.

The auditing capabilities. Can you always track who made changes, what they did, what they viewed, if somebody made changes through the system?

Most security systems that are in the commercial space have audit logs of who's logging and making changes, et cetera.

But there's varying degrees of that. I mean, level of detail provided, though, correct?

Is it pretty detailed? It can be, yes. So again, most servers have audit logs. But logging times, changes made, that kind of stuff.

One more question. For the presentation you gave us, how long storage are you considering for that?

So it is calculated at 30 days recording. on motion after 15 frames per second, with expandability for up to 25%. I have a feeling that the motion calculated was more on the conservative side, so you're more than likely to wish.

I can verify based off the... We do 15 now, and based on that, I think our storage capability is about four months right now.

So it's calculated conservatively to make sure that you're getting what you need, as well as being able to expand in the future. So it's not just considering the situation right now. We don't want to max it out immediately. We want to make sure that we're protecting your investment for the long run.

All right. Thank you. Are you in the jury? No. Okay. Thank you. Thank you so much. Appreciate it. We will have more questions for you later. Perfect. Thank you.

All right, to continue, when Solutions comes in March, we'll work on getting that room added. Well, this month. I think they're going to be here the 16th and 17th. We'll get the new vault and the IT room conversion done by adding it on as a resource in Outlook. Just a reminder that it will not be available during absentee voting. The other areas of concentration that continue Again, it's moving the server located presently. We haven't done any that's in a new conference room to the maintenance office. We haven't done anything with that yet. We'll probably have a conversation with solutions and talk about ordering a cage and what that is all involved. We will probably also be able to do that during one of our visits for no cost. So that's the goal. Then as far as the in-house audited salaries, you had requested to talk about the number of employees that are affected. We have 25 employees. Total value, $5,200. So the audit was 80% complete. It's now 100% complete. I will now be talking with solutions to ensure. The elected officials, that is a clear problem because those those salaries should not have been touched because during the fiscal year 26 budget everybody was flat so there would have been no reason to go in in July and mess with us so yeah you can give us more details on that after you're done absolutely so but I want to go to solutions first and make sure that because they were advising during this period that there were no calculations that, you know, not the elected officials, but with the other folks, the other salary, and it only affects salary people. Okay.

How does that impact W-2s and people getting their taxes done?

As you can probably imagine. Yeah.

So it's a total of 5,000 for all? Total over the 25 folks. Was this the entire time back in July?

Back in July around the 12th and the 14th. There were some things done that I found from the field history that I just need to keep investigating. Okay. Jessica, do you have any other questions?

Well, I had emailed you about that, but we can discuss that later.

So what was your email?

We can review it later.

Okay. Thank you. You bet. Also, for regard to claims, I need direction on how you want these claims provided to you. I don't have any, I don't have Jessica nor do I have your Heather signatures on the last two claims. Michaela has them. Lori scanned them to you. Did you guys get them and were able to view them? And then, again, what do you want me to do? Put them in. We're trying to get them there on Friday. That's the way it's always kind of been done. Right.

They were in our inbox. They've been in there.

Yeah, they're in there.

They're just not signed.

Okay, that's fine. They're here tonight. Is that going to work for you guys?

It's going to work for you, yeah. Okay.

I just want to make sure that you're getting them in advance and that you can't.

If we get them this, we can just capture us here for signatures.

Are there any other questions for me? I do not have any. I asked that my report be entered into the record.

Do I have a second? Second.

All in favor please move to aye.

Aye. Thank you. Well you already sent it electronically. That was last week.

That was last Sunday.

Thank you. Could you send it to us all electronically? Absolutely. That would be great. Thank you.

Do you prefer not to have it in paper?

I actually like both events. I know you do. That's what I figured. So thank you. case i'm happy to do it thank you thanks all right anything else i don't have anything anything else okay thanks michelle mike it's your turn now um

Good evening, everyone. Good evening, board members. My name is Mike Hackett. I'm the Madison County Secretary of Roads Engineer. We've got bringing you today three resolutions. The first one is hiring an assigned foreman. It's a full-time union, non-exempt position. It's an internal move. We had a person retire that opened up a slot. Resolution B is right-of-way contracts for the upcoming Bennington Park Bridge, another step in this process. If everybody's here next board meeting, I hope to be presenting the five-year program and going through that. As I've talked about in the past, a lot of these projects are four and a half to five years since once you secure funding. That's about where this one, you know, is landing. We're in the last pieces. Now that the right-of-way is purchased, the plan's already been approved, then it'll go to the DOT for a letting. We're looking at a June or July letting. And then after that, and hopefully maybe that next fall or this coming fall, we'll see construction. Again, a lot of moving pieces on that. And with that being said, I've reported it several times that we've been working on the right way. That can be challenging at times. All the people were great to work with, but just to meet with everybody and go through the process. We actually have processes that we need to follow, especially when we're dealing with federal aid money. There is also another project on that same route that I hope to bring you next board meeting to get those filed up and then we can have the same thing and we can get going on those projects. So those are those contracts that you see there as resolution B. Resolution C, this is a good time. I will also talk about this next go around with the five year program and DOT budgets and all those wonderful things. This is for bridge lumber bid contract for materials. And the reason I'm bringing you, I'll back up here. Iowa Code requires the engineer to file several reports to the Iowa Department of Transportation. Two of those are the five-year construction program along with four supervisors. They also sign and that is sent through the Secretary of Road's office. Also, the department's Secretary of Road DOT budget is also sent through there, which I'll be presenting that next time. and there are thresholds that have to be followed in the Code of Iowa. So one of them is, let's say, day labor projects, which we are doing with our own forces. That varies from time to time with what we call horizontal infrastructure, but right now it's around 100,000. So the total project cost is, if that approaches over 100,000, it should have been set out for bid, competitive bids, okay? This project that we have scheduled to do with this bridge lumber contracts only for 36 K. However, this is 125 foot truss bridge. It's actually located on the Adair Madison County line, just south of what we would know as old town Webster. It's with approaches 120 some feet. It's labor intensive. We need to put a deck on it to preserve, to keep it open. I know the whole bridge needs to be replaced, but that's just what we have to do. It's labor intensive. We basically have to take every plank off, look at the sub floor, make decisions, put it back on. It's a chance that we could see costs with labor equipment to approach that. A lot of handwork. So one way to go about that process to make sure that you are following the reporting is to bring the materials to a formal bid. So that's what that is today, is a formal bid brought through that. So what happens is you can deduct the $36K for the total project because you formally bid that. So periodically we will do that with materials. Now when we see these culvert projects that we come through, usually that's a lot less money for a culvert. You may be only looking at $7,000 or $8,000 for just the materials for the culvert. We go through, not a formal, but an informal bid process, still put that up, bid, advertise it, AGC, I have a DOT, also send a list to people who do that, and if anybody's interested, contact me, I'll put you on that list, many of those materials, which brings you back to even smaller items like filters and other things that we use, fuel. That dollar amount threshold is a lot lower. phone quotes or email quotes for those types of materials, or I will use state bid pre-established prices. So everything that we try to do there, we try to get a good competitive bid for materials from the whole system. A lot of that's set out already by a code or administrative code, and that's part of the reporting process that we do. So this is just a small part of that. When I get the five-year program, construction program, I'll kind of get those exact codes. Did you have a question?

If you pull up a bridge plane, and it's rotten underneath, where do you... Stop. Yeah, and how do you replace those planes? Because the wood is not going to be the same as it was.

So depending on how the structure is put together, this bridge had wooden floor beams, what we call those deck floor beams, and that's where the labor's done. So the deck would come off, We'll have to evaluate whether or not the floor beam has to be replaced. If the floor beam has to be replaced, then we're unfolding more boards. It's handwork.

So where do you get the new supplies?

Yeah, and bridge lumber, bridge, this is rough sawn, full dimension lumber. You can't really go to the standard box stores and buy it. There are a handful of businesses in the in the Midwest who produce that. That's where that goes out to for bid. I believe this one here is Wheeler Lumber who got this bid on this contract. Your bridge planks are quite expensive. One plank is close to $400. What kind of wood is it?

Just curious.

Most of it is structural fir. Most of it, yeah. Okay, I've talked too much about that. So that's what that is. It was a good time to explain some of that. Let's see, back on staffing notes, that just seems like that has been going on for forever. We have two equipment operator open, a truck driver now in the department. If anybody's interested in that, anybody that has a CDL and we really prefer some heavier equipment, it's on the website, look it up, apply. If you know somebody, let them know. The other good news is, is the contractor has moved into the Pinto Bridge. There's work going on out there starting this week. So, you know, if our rains stay away and the weather's good, again, hopefully get that open. Dirt work is being moved so we can put some revetment or rip-rap around for erosion control in the bridge. And I do know the guard rail contractor is scheduled next. So, hey, let's get that thing open. What else is next? That's it. If you have any other questions, let me know. I'll be around. Thank you. Thank you for your time. Yep, you're welcome.

Thank you. All right, next up, Mitch.

All right, you guys, thank you for your time. Thank you for everybody showing up. Unfortunately, I have to go after Mike again. It's like I always have to go after Mike. He's here too, completely different contrast. He's considerably smarter. But... I'm just going to give a quick update on just the things we've had going on very recently. But I also want to really stress that I get to work with a lot of different people from a lot of different departments and a lot of different municipalities. And I get to work with the responders. I get to work with people. And I get to see the best of what people are trying to do around here when they're trying to help people. So it's not always everything that everybody sees. And it's not everything that everybody hears. There's a lot of people that are trying to do the right thing. On a good note, I had somebody help drag me across the finish line over there and I got my emergency management budget passed. My EMA commission approved it. I had a lot of help from the auditor. She really, really helped me because it's been a lot of just trying to figure out what is where, where are the funds, what, you know, what are the real numbers. So Michelle's put in a lot of legwork on that and very much appreciate your help. You know, without knowing where the rollover funds were or the EMA emergency budget is, it's hard to actually plan what your budget should be and what I need to make sure that we're ready in case something happens. Michelle and Kylie both showed up to my commission meeting to answer questions that the local municipalities had. So once again, I appreciate your help. Thank you. We got a new chair and vice chair that were elected at the meeting. Jeff Lilly is now my chair. Sheriff Barnes is my vice chair. Uh, I have to really say once again, I'm very, very thankful for my commission members. They put in a lot of time and they are extremely supportive. They're very, very nice. They have great ideas and they just want the best for everybody. So I appreciate all the help that I get from everybody. It's fantastic. Uh, severe weather awareness week is this month. It is March 23rd through 27th. And to quote Homeland Security Emergency Management Director John Benson, severe weather does not wait for us to be ready. It requires us to act now. The best time to plan for a tornado or a flood is today. While the skies are clear and then by signing up for alerts and by practicing your plan, that's the best way that you will be able to keep yourself and your family safe and ready to act safely when severe weather hits. Along those lines, the annual statewide tornado drill will take place on Wednesday, March 25th, and that's going to be beginning at 10 a.m. Additional information about the tornado drill can be found on the National Weather Service websites. I would like us to take part in the plan and to take part in the drill just to make sure that we know what to do in emergent situations. That is not the time to try to figure out what you're supposed to be doing. Along those lines, we had an emergent situation. So we had a fire alarm go off in the courthouse just yesterday. From what I observed when I got there, I'm sitting in my office, I hear it on the radio, so scramble to get over there in time. I come in through the doors on the south side, and what I saw was the auditor, their staff, I saw Sheriff Barnes, Deputy Kinney, And Attorney Swanson, they were all just sitting there in the middle kind of directing people, making sure that people made it out safely, knew where to go and knew how to react. Those are the same people that also discovered that it was a false alarm and had the means to be able to communicate with people that were in the building and outside of the building and even the other first responders that this is just a false alarm situation. So we can call it up because Winterset Fire was already heading over to help us when we needed it. I'm really going to see the best of everybody.

What caused it, Mitch? What's that? What caused it?

I believe it was sourdough. Somebody ate that. I may be incorrect about what brand, but what I've heard, there was a...

It was me. It was sourdough. The Dutch oven. There wasn't even bread in it. It was the Dutch oven... I don't know. I guess it...

Yeah, it was toasted about too long.

We'll say at least that, you know. But I don't know. I've never made sourdough. Maybe that's how you make it. I don't know. So I could be incorrect.

The bread wasn't even in there when it went off. It was like prior to that, but it was a Dutch oven and it was newly seasoned. So I think it was probably just the oil. Yeah. So I, um,

Just real quick along those lines, we did get lucky that Steve Bush was there and he knew exactly what to do. He knew how to act upon the alarm system and who to contact and how to deal with the situation. I do believe and I feel like we need to treat this situation as a near miss. This is something that I would like us as part of the safety committee and maybe even the full safety committee to go over the entire thing. We've got to know what went right, and we really have to know what went wrong. To look into what went wrong, and when we discover that, we need to make improvements of what needs to be improved within our evacuation procedure, and we have to practice it. We have to have it in a situation where people know what to do. More safety committee, the Safety Steering Committee. We're going to be meeting very soon to set up training session dates for employees so We can have all of our employees that would like to get first aid, CPR, AED training, and that'll be put on from Madison County EMS. Thank you, Brady. Appreciate that. I have the second planning meeting for our county's hazard mitigation plan. It's set for March 31st at 6 p.m. It's going to be held at the Madison County Ambulance Operations Center. What's good? Thank you, Brady. Appreciate that. We are in the middle of planning a very in-depth functional exercise with the I-35 schools. We want it to take place on the 10th of April, 2026. The school student council, this was their idea. This is their brainchild. They came up with this all on their own. So what they want to do is they want to do a marked car crash. So we've been getting a lot of help from Sheriff Barnes and Deputy Howard. He has done a lot of work in the front end for this. Deputy Hollingroot contacted people. He's getting the vehicles there. He's getting everything there that we need. Brady Foreman showed up and gave us a really nice master class at the last meeting about what a little bit of experience has, you know, when you've been involved in these situations. So once again, thank you. And the school officials have been great to work with. They're very excited about this. The hopes of the exercise are for us to be able to show or teach the students the consequences of distracted driving. This is going to be right before prom. So there's going to be a lot of kids out driving distracted. Fortunately, probably going to be other things involved that's going to make the distraction even worse. So what we want to show, like I said, the consequences of distracted driving. And while we do that, we also want to test the responding capabilities of the sheriff's department. Madison County EMS, Truro Fire, St. Charles Fire and Rescue, and possibly even Life Flight, thanks to Brady Foreman's connections and relationships that he has with people at Life Flight. So those are the things we have in the immediate future. We're working with Jess and a lot of the safety committee, steering committee, trying to plan other things. We want to get some distracted driving courses for our employees also. Because we've got to remember a lot of the people that are getting licenses right now have had a phone in their hand the majority of their life. So they're extremely overconfident of what they think they can do while they're streaming YouTube and driving and talking to three other people in the vehicle. So it's just things that we have to keep in mind and things we have to keep telling each other to remind each other to open your trunk and throw your phone in there, close the trunk, and then when you get to wherever you're going, then get your phone out. So those are the things I've been doing lately. Is there anything else?

Thank you very much.

Yeah. Thanks, man. All right. Thank you, guys. Appreciate it. Everybody have a good day. Be safe.

So next up is Jeremy Skye from the City of Winterset with their presentation regarding the Winterset Fieldhouse.

Thank you Board of Supervisors for allowing us the opportunity to present the proposed Winterset Fieldhouse Police Department facility. My name is Skye Smothers, Director of Parks and Rec, along with City Administrator Hugh Barton, and I think I saw Mayor Tom here somewhere. He might be out in the hallway. Before we get started here, we just want to show a quick video that describes the facility.

We are excited to announce that the City of Winterset and the Winterset Parks and Recreation Department are finalizing plans for the Winterset Field Town, a 47,000 square foot indoor recreation facility located east of town across from South Longstocking Complex. This new state-of-the-art facility will also include an attached 5,000 square foot space for the Winterset Police Department. Amenities include a weight room, fitness room, rock wall, multi-use golf simulator, indoor playground, batting cage, meeting space, concession area, outdoor green space, food truck pedestal, sand volleyball courts, outdoor seating, recreation trail connections, and best of all, a new type of court system that includes LED lines. Beyond a modern sports floor, the three LED floors will seamlessly integrate cutting-edge touchscreen capabilities, allowing an instant transformation with the flip of a switch from different court layouts such as a walking track, volleyball, pickleball, tennis, soccer, and even baseball or softball. This puts an end to the confusion caused by too many lines on the court once and for all. Only the lines will be shown for the sport being played. For the last 25 years, the residents of Winterset have consistently provided feedback through public meetings, needs assessments, and master plans that their most desired need for improving Winterset was the addition of indoor facilities that would provide year-round activities. The Winterset Fieldhouse finally makes that dream a reality. The Winterset Fieldhouse is a $20 million project in which the City has allocated $16 million of URA funds to the City's construction. We are now launching a capital campaign to raise $4 million over the next year to finally turn our community's 25-year-old dream into a reality. With your support, we can leave a legacy today for the future of tomorrow. For more information on how to support and donate to the Winterset Fieldhouse, please visit wintersetfieldhouse.org.

Now that we've seen the proposed facility, we just want to take a few minutes and talk about how we got here today. Like I mentioned right there and in the video, for over 25 years, community conversations have occurred about the need for indoor space. Why construct field apps? Our city and county residents have consistently identified indoor recreation space as one of their biggest needs. through various public engagement opportunities, such as the Community Survey 1999, Madison County Heart and Soul Initiative. It started in 2017, took several years, but there was that report in 2020. 2021, City Statistically Valid Needs Assessment that was followed in 2022 by our Parks and Recreation Master Plan, which is a subchapter of the City Comprehensive Plan. And we followed that in 2024 with the Winterset Fieldhouse Business Plan. In 1999, a group of individuals, along with some local business, solicited feedback regarding bringing a YMCA to the city of Winterside. During this process, after meeting with local stakeholders, residents indicated that they wanted a community place to gather that included exercise, fitness classes for all ages, activities and programs for all ages, and a place that could be used year-round. Once all that information was gathered, a final report was issued that contained many points regarding indoor recreation space. Currently, there was a lack of health and wellness programs. There was a need for indoor space. The need for indoor space was mentioned frequently. Consider utilizing community facilities for programming, and if interest grows, then the programs and services could expand. Perhaps Winterset should move the idea of a community center forward, independent of the YMCA, and develop a comprehensive recreation plan. Um, starting in 2017, um, the group of residents met with over a thousand or group of, uh, residents started this and they met with an additional thousand folks from all over Madison County to determine what they loved about their communities and what they wanted for the future. With assistance from the greater Madison County community foundation grant, as well as the town of Madison County board of supervisors, this initiative was funded and it took four years of data analysis to report their findings based on real unbiased data driven input. The goals for Heart and Soul were to have more engaged leadership, stronger community consensus, and growth guided by our shared values. Once that final report was released, there were two top ideas that did come to the top, and those were biking and hiking paths in the community recreation center with meeting space, rec space, and gyms. The quote here by Scott Smith, a Heart and Soul leadership member, summed up their work nicely. The data collecting phase of Heart and Soul is really just the beginning. Now that we know what is important, it's time to put that information into action and grow from a place of Heart and Soul. In 2021, we sent out a community survey regarding parks and recreation programs and facilities, which our residents again indicated what they wanted was indoor recreation space for health and wellness programs, and again, consistently mentioning hiking and biking paths and trails. That final report indicated that our residents, due to their high desire for indoor health and wellness facilities, along with hiking and biking paths, would support project funding. Our residents also indicated that they feel Parks and Recreation is a valuable public resource, enhances the quality of life and appeal of living here, while strengthening our community as a whole. We continue to gather feedback in the year 2022, like I mentioned, through our Parks and Recreation Master Plan, a subchapter within the City of Winterset Comprehensive Plan. We took the data from the community survey in 2021 and now started to ask the question as to what type of indoor facility would you like to see. Again, year-round facilities for youth sports, health and wellness, rows to the top, your public workshops, as well as an interactive, an engagement and interactive website. In order to determine that indoor recreation space was going to be feasible, We wanted to make sure that it could work financially. So we conducted a business plan for indoor space. From the beginning, our goal was simple, be fiscally responsible in our design and amenities. Be at a minimum 100% cost recovery, no city subsidy. Be a community gathering place for all of Madison County, not just the city of Winterset. The plan indicated that based on conservative revenues and higher than anticipated expenses, that the facility would be at a minimum 100% cost recovery. Those conservative revenues only included memberships, daily admissions, and some reservations, but did not include current or future programs, such as our youth basketball program, volleyball program, our football leagues, or even our adult pickleball, adult volleyball, adult bag. So it did not include those programs. Expenses on the other part of it were estimated high. For example, on the marketing line item, we had estimated 5% of all expenditures. And we listed our seasonal employees at $20 an hour. When we currently start our seasonal today at the pool in the parks at $15.50. The expense is also taking account on that seasonal side of operations that we'd have two employees during the entire operation time. We followed this up in early in 2026 with a sensitivity analysis. So we wanted to dive deeper into that business plan and really look at the what-ifs. This report indicated that the plan is dependent on performance and success will rely on strong programming, effective marketing, membership conversions, and a strong discipline staffing model with some cost containment measures. The result is that the financial model is viable and capable of exceeding 100% cost recovery. With the field house project, we are also looking to include new spaces for the Winterset Police Department. Currently, our police department and sheriff's department share a space that both have outgrown. By constructing a new police department, both organizations can mutually benefit to allow for future growth and also strengthen their own recruitment efforts. The city of Winterset has committed $16 million to be used from the tax increment revenue derived from the urban renewal area in which the facility will be constructed. The remaining $4 million of the estimated $20 million will be derived from donations and grants or will have to reduce the scope of the project. By using the plan as outlines, there is no impact on property taxes. The development of the community field house will also enhance the local quality of life by providing several significant benefits. Improve health and well-being by providing a place for all ages to engage in healthy activities. Increase community engagement by providing a place to gather and socialize year-round, building a stronger community. Property values. Attractive quality of life facilities like the Field House can enhance property values and contribute to redevelopment efforts. Reduce crime rates and public safety. Vibrant public spaces contribute to lower crime rates. When communities have access to quality amenities, more likely to engage in crime prevention and foster a safer environment. Economic development. The field house will be attractive to new residents and potential new businesses to the city and the county. We have had great support from our community thus far, including letters of support from the winners at school districts, The Winterset Community School District fully supports this initiative. We believe a new field house will be a generational asset that enhances our ability to serve our students while significantly improving the quality of life for every family in our district. We heard that from Superintendent Gross. From the Madison County Healthcare System, Chief Executive Officer Marcia Hendricks. We are pleased to offer our support for the City of Winterset's new field house project. This facility represents an exciting opportunity to enhance community wellness expand recreation access, and foster a healthier Madison County. Ramon Marquardt, director of the Madison County Economic Development Group. Winterset Fieldhouse is more than a recreation facility. It is a catalyst for growth, a driver for tourism, and a critical step towards ensuring that Winterset and Madison County remain a vibrant, competitive, and welcoming place to live, work, and play. To date, financial support includes a $60 million commitment from the city of Winterset $400,000 pledged support, while also have recently applied for over $1 million in grants. With financial support from the Board of Supervisors, which can be paid over five years, we have an opportunity to apply for millions of dollars through grants offered by the state of Iowa. Our hope is that the total support from the Board of Supervisors would somewhere be between that $10,000 and $50,000 range. Again, spread out over five years if necessary. With your support, we can help turn this 25-year-old dream for our city and county residents into reality. Thank you for your time. Drew and I would be happy to answer any questions you may have.

I have a question. If you put a police department in there, does that have to be built for like an EF4 tornado? Does it have to be a reinforced building?

You're saying based on its occupancy, the type of building construction?

I'd refer to an architect on that.

Their jail would not be up there. No jail.

No jail, just the police?

No, just the office. Just the office.

Why did you choose to build it there and not closer to the swimming pool?

The city owned the property, so they purchased that. My predecessor was here. I think it works. And you don't own what's out by the pool? There's maybe, I think there's an acre and a half, two acres that the city does have. Up in behind New Bridge. Right. Right, so the city did own that property. And then as well, there's efficiencies with our park operations. A lot of our work and our crew and our maintenance and our staff is already located on that. We've got our park job, sourcing park, and we've got 120 acres right there. So from an operational efficiency standpoint, it also makes a lot of sense that

would you explain there's uh supposedly some kind of a bond that we're looking at if tiff and local uh contributions are going to pay for it what's this bond that we're looking at so um

So that's a great question. I think that probably more proper to ask at a city council meeting. This is just a presentation for the supervisors. I'm assuming, so he's asking for funding. Correct. So that's a good question. I would just...

So just information is the reason why I was just asking.

No, I appreciate that's a very good question. That's a very good question. I just have one. Sure. On the screen regarding the cost, obviously with a brand new building that size, the operational costs are going to be significant, not just It's just the actual maintaining of the building. Is that in your calculations as well? It is.

Yeah, that's all. I think the information might have been submitted electronically to you guys. So the business plan is located on the website. If you have to apply, let me know. But there's a six-year proforma index, and it shows the operational expense side with those revenue drivers that we talked about but did not include the programs, current programs, future programs. So it was a very conservative estimate. stress tested business plan. But yes, all the operation home is out there in an average of about 109 to 110% for the first six years.

Okay. Because I know when we, when City of Maryland got our pool, we thought it was going to be, you know, revenue neutral and it didn't work out to be that way. It's a loss leader. It is. So now I ask those questions, it's not the initial capex, it's the actual ongoing operational cost that sometimes gets you. Thank you very much.

You're welcome. Awesome. Thank you.

Appreciate it. OK. All right, now we are at time for public comment. And we'll go ahead and thank you guys. Thank you so much. Thank you. And if the board has any other questions, let us know. We're out now at the time for public comment. We're going to go ahead and do folks, for those on the phone, we're going to go ahead and do the folks here on site for public comment and then we'll go to you if you wouldn't mind muting your phones until we let you know it's time i appreciate it so whoever wishes to speak please come up and give your name and the city you live in and you have three minutes this morning i went to adele and attended the dallas county board supervisors meeting

I strongly advise everybody in this room to do the same. If you want to see how government is supposed to be run by people who care about their constituents and don't file lawsuits against county employees and do things the way you're supposed to do them, go to one of our meetings. Nine o'clock in the morning in the municipal building every Tuesday in Adel. It will be enlightening.

I forgot to do something you guys asked me to do. So I'll do it during public comment, but as the auditor. I wanted to remind everybody about what public comment is intended to be. It is a three minute for you to be able to stand up and share your thoughts to the board as a unit. So that is not something that you're going to there's no interaction, there's no question answering, there's no expectation of reciprocation and that is in our board procedures policy and that is very customary. There is an opportunity to be placed on the agenda, citizens request to be heard and that is a different venue and way to interact so I would encourage you to reach out to Any one of the supervisors directly, if you would like to put on the agenda, there are very specific guidelines with regard to being a citizen's request to be heard. And you can find those in our board proceedings on the website.

And that's on the supervisor page of the website, correct?

Yes, it is.

Thank you, Michelle.

You're very welcome. I forgot to put that in my presentation today. I appreciate it.

Okay, who else would like to speak? Okay, we'll go ahead and go to the folks on the phone. Please remember to unmute your phone and just give your name and your city. You have three minutes to speak. We'll go ahead and move on to the Resolutions for Board Consideration. The first one is approving Ed Krause as full-time paramedic at $23.93 an hour, effective 14 March, 2026. Do I have a motion to approve? So moved. Do I have a second? Second. Any discussion? All in favor please vote aye. Aye. All opposed? Motion carries. The next one is a resolution approving de-restriction in the approach to selling the public health building. I don't know if you guys want to talk about it now or you want to do a motion. We talked about this briefly last week. What this is, is a deed restriction. And correct me if I'm wrong. Did you want to talk about that? Is this your resolution?

I put this on because I did a lot of research. We can put a deed restriction on selling a building because it is a commercial building. And I feel as a board, we have a fiduciary duty to get the best that we can. So in the deed restriction, I would like it to be sold for not less than four years for profit. because that's approximately $15,760 to the city in taxes because it's commercial. If you sell it to a non-for-profit, you get nothing. So as a fiduciary duty, I think we need to look into that, and it's an easy restriction to put in it as you sell it. So that's why I put that on there, because I think we have a duty to do the very best we can.

So just to share with you, because you didn't have history, we have sold real estate before. And it was our old group homes. And in that case, we did it through a realtor. We didn't do it through an auction. And there was no deed restriction for that. A nonprofit did buy it. And it did sell. So this would be the first time, I think, we've ever done a deed restriction. That was a very different.

Those were group homes that were needing Great deal of repairs.

Right. Anybody could have bought them. Anybody could have bought them. We had no restriction on the sales. So it was open to any entity to purchase that. A couple things. For me personally, we want to make sure we get the most bang for our buck. The whole point of selling this building is to have as many people bidding on it as possible so we can get as much money as possible. We will save quite a bit of money not only in the annual costs because we won't have those over $60,000 in expenditures per year any longer, but also, of course, the benefit of having those funds put back into our general fund. But money aside, I'm just very uncomfortable discriminating against people and entities just because of their tax status.

It's not discrimination. I researched that. There are no stipulations on a commercial building.

I'm not saying it's not. I'm not saying I can't speak to whether or not it's illegal or not. My thing is it's discriminating against entities based on their tax status. And that means entities like Fisher House could not buy it. That's a veterans organization. Clinics can't buy it. Hospitals can't buy it. Churches can't buy it. Schools can't buy it. There's all kinds of non-profits out there that would not, would be restricted and couldn't be prevented from purchasing this.

What is the $60,000 cost? It's about $14,000 a year in just heating and cooling and all that. What's the $60,000?

So I would like to have updated numbers because I think we've had some changes to the anticipated savings for selling that building. How did we, because there was more information, I think that...

you all gleaned regarding well it was it was well basically all the costs we have there now for electric um heat gas phone maintenance all that kind of stuff all of that i think i sent you both a spreadsheet on that because i think you did and i was wondering if it was if there's any changes on that if that's current or not that was based on the billing i had okay so uh and the the budget be fiscal 26 budget so so this is what we budgeted for this and this is what was put in our budget and that what was taxed for so now it could be less now i don't know we'd have to look at the budget but the fact is is that there's a significant amount of money we pay annually just to maintain that building and that will all go away if the building is sold and the building appraises over half a million i don't know So we are going to, it's going to be there, that would be an additional capex or not some capex, maybe an additional money is going into the general fund. So that means potentially projects that we've postponed, we can actually do, or we can offset some tax increases with that money as well. Personally, I like to use some of it to put in a handicap accessible bathroom in the courthouse on the main level. I think there's value there. but that's probably for a future board to decide, but if they would have the money to do that, if this is sold, maybe some updates to other buildings that we own, maybe some new windows for secondary roads that I know they need. So I would ask for a vote.

Can I please speak? Sure. May I please? Sure. So let's go back to the whole purpose of selling the public health building. We have two part-time employees. in an over 7,000 square foot building on one and a half acres. And we have open space in the courthouse. We have open space in the elderly services building. The objective was not to put that building back on the tax rolls. If we do, that would have been bonus, right? So I have several people that have expressed concerns about this. And I think it's, you know, I have a concern about just property rights and fair competitive market. Anyone who wants to build that building should be able to build it. If a charity comes, great. Wouldn't that be great? We could add another charity to our community. So I think this is wrong, and I will not be approving it.

My hope is that we have somebody that pays taxes. That would be great. That would help the city. That would help all the taxing authorities that get a piece of that pie. The county gets one of the smaller pieces for that building because it's within city limits. So the benefactors for that would be the school and the city. So I would love for them to get more money to their coffers for that. I hope a for-profit bids on it. Okay, I would suggest a vote.

I think we should cease. Okay, so you're calling the question.

Alright, I'll entertain a motion to approve this. So moved. Do I have a second?

Second.

Any discussion? All in favor please vote aye. Aye. All opposed vote nay. Nay. And the nays have it. Okay, moving on to the next resolution, approving adopting a voluntary high-level risk management agreement with IMWCA. This was something that you had put forward to help with our... That's correct.

It's voluntary at this time. The way that our rates are increasing and our workman's comp, we're trying to get ahead of it and be proactive. So we are the first voluntary entity to work with them, and it just gives us additional resources to help develop the safety plan that we're working toward. Updating and it was good.

Yeah, it was good. So move to approve. Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. Next one is approving the decommissioning of property located in the public health building. Diane, thank you for all your work on this.

Because we are selling the public health building, I went out there and inventory every single thing and other county offices came out and put their names on it. And thank you, Secondary Roads. They helped move the real heavy things and brought them to the appropriate offices. We did find all the health things. Let's see, Mitch, is he here? The trailer, there are two trailers out there. Mitch has been working with the state, with Frannie Medeiros, Public Health Emergency Preparedness Coordinator with the state of Iowa. There is a trailer out there that Secondary Roads would like, and so I called them today. The state has been working with her and said a real clean way to do this is for the state just to decommission it to us and give it to us. And they said, okay. So they'll give us the trailer, the items in it. She said, if it's old medical stuff, we can re-delete like we have done before. donate it to veterinarians or ARL or something like that. If it's not okay for human, it's fine for the animals. So we can get rid of that. The paper products, they'll help us come and look at it.

And that's on this list you provided?

Everything is on there. I've detailed every single thing. EMS does need to come and go out and get some of their filing cabinets, and Secondary Road said they would help them move that. Diane, can I ask you, are there still a bunch of binders out there or were those all spoken for? There are binders and there are some, you know the folders kids come to have at school, these red, yellow, green, purple, they have to have them every single school. There are a lot of those and I thought, we won't get anything for them at a garage sale, so I thought we'd split them up and give them to the schools.

I think that's a good idea.

I have a use for the binders for new safety plans. Go out there with a chip and then just tell us and we'll put it on an inventory. We'll decommission them or we can just know that they're binders. I do believe there are some you might look in the basement and then you might look. I've tried to put everything in one room. I've tried to clean it all out. There are some things podiatry share that I don't We'll have to discuss later how we want it. If we want to have a tag sale or there's just not a lot left. Most of the offices have taken everything they wanted.

So that's pretty much them. So thank you for doing that. All right. I'll entertain a motion to approve the decommissioning of the property located in the public health building as listed. Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. The next one is approving Summit Technologies as the official vendor for security cameras in the Annex and EMS building. There was a change for those buildings. We are currently under warranty already with the provider that put them in. So this is just basically putting it back the way it was. I know there's some other things that need to be discussed. the board need to be discussed but we can discuss that at a later time this is just to get it back the way it was until the board can we do that at the next meeting yes on tuesday so that's okay until the next tuesday oh you mean no no not this resolution we're going to be talking about how to move forward in our next meeting so i don't know if we're going to do a resolution or not but we're definitely going to have a discussion i think we just need to have a discussion yeah

Because there'll be consequences.

Yeah.

So, um, so I think moving it back to, um, what was originally approved by the board, um, for these buildings, this will put us back on the warranty. The warranty will be restored. Okay. So, um, so we, cause I know there's at least one non-functioning camera. that is still on warranty, and there's another one that's not, so we're gonna have to talk about that, cause there'll be a cost for that. But there was no contract for that, was there? It was just a handshake? No, what it was, what they, what this particular company does is they preload the warranty on that, so if you go and look at the quote that was approved by the board back then, it had a five year warranty on it, and it was pre, it's actually part of the bid. The license fees are part of that front end? It's all part, all of this front loaded. And what a lot of folks unfortunately assume that it's very common to have maintenance agreements, but not every technology company does it that way. So we just have to make sure that we're aware of how vendors work before decisions are made, especially if they're made, unfortunately, without forward knowledge. And of course, that knowledge, if we had known, we could have discussed that. So anyway, this just puts us back on there so we can get that one camera replaced, and we'll find out the cost, if there's going to be a cost for the second one that's not on warranty. So that's why this is put on there, because I'd like to get those cameras fixed.

Michelle, were you asking for the vote on this to hold it until Tuesday?

No, I don't. No, because to go into reasons I would want you to hold on it, then we'd go down a whole rabbit hole. I don't think you want to do it this meeting.

You don't want it to take the weight?

You can if you want, but I just, I think it's a moot point because, again, that warranty that exists is not the one that we're talking about. Do you know what I'm saying? So it's a moot point. A warranty and a maintenance agreement are two separate things. Two separate things.

So we need to talk through that as a board, but this just gets it back to the way it was so we get it back on the warranty so we get those cameras replaced possibly too. So do I have a motion to approve? So moved. Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. Okay, the next one is approving F. McVey as full-time sideman foreman with an increase, effective 15 April, 2026, with an increase in 15 July, 2026. Do I have a motion to approve? So moved. Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. The next one is approving authorization to sign documents related to Project HTPC-061130 on behalf of the Board of Supervisors. Do I have a motion to approve? So moved. Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. The last resolution here is approving authorization to sign documents related to project LCO61 on behalf of the Board of Supervisors. Do I have a motion to approve? So moved. Do I have a second? Second. Any discussion? All in favor please vote aye. Aye. All opposed? Motion carries. Okay now we're on for applications for licenses, permits, and cancellations. The first motion is approving the application for the use of grounds for the Iowa Quilt Museum for the airing of the quilts on June 6, 2026. That's coming up. Okay we have first, we have second. Second. Any discussion? All in favor please vote aye. Aye. All opposed? Motion carries. The next one is approving the application for renewal of Lakeview Country Club Is this a liquor license? Yes. Okay. Located at 3724 Lakeview Lane in Winterset. Do I have a motion to approve? Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. The next one is a motion approving application for renewal of a liquor license for Goodwin Farms, also located in Winterset. Do I have a motion to approve? Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. Okay, the last one is a motion to approve the application for the annual liquor and wine license for Speckled Ham Farms, also in Winterset. Do I have a motion to approve? Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. Okay, now we're on the board reports. It's time for you guys to talk. Who would like to go first?

You can. We went through the negotiations several in the county for secondary roads, so devoted some time to that, and I think it was a great scenario. Spent a little bit of time on the existing elderly services building and trying to get finalized on the testing reports and get moving on that. There'll be more to come on that. We'll discuss that more on Tuesday. We've got, I think, Mitch mentioned that emergency management meeting, and I think that's all I have for this. Okay.

I attended an Oikui meeting with the state and a Northern Middle River watershed meeting. Union Negotiations, Special Sessions, CCOG, Vice-Attendant CCOG, and HERDA. You need more negotiations and insurance meetings and assessors meetings.

Regarding the opioid, what's going on with the state on that? Because they have a lot of money in it there.

They have a lot of money, but I feel a lot of it goes to maybe representatives that have a lot of voice. That's kind of how I feel. We did ask requests, we have requested more, and we will continue to request more. We are one of the only counties that we are doing preventive, because we're in schools and we're getting the children as little as we can. And from what I've heard, many of them are after the fact. They put up a lot of Narcan, and they're finding that not to work. The person just has, you know, They get high and then they go get some Narcan. So they're not finding them to be real successful. And we are one of the few that are trying to prevent it so they never start. Have you guys given them your model? Oh, they know it. I talked about it. I put it up on this chat so they read it. And we will work through, I think I'm going to work with the county attorney and maybe through our attorney point to try to keep requesting money because Like Colorado's even looking here because we're getting these kids when they're really little. And like I said before, when you have mothers text me and say she heard her kids say, you have to stop, think, and choose. And she was talking to the dog, a little five-year-old. But that's getting to these little children really well, and we're doing. So I think it's a good model to stop. You want to prevent it before it ever happens, and that's what we're doing.

you propose this to the department of education too kind of maybe go through the back door to kind of we haven't discussed that um because that might be something the department of education might be interested in and they can talk to their colleagues with the opioid folks that are managing it there at the state level and maybe go in the back door we can try that because we have servicing

And every year, we're getting better and better at working with their time frames and their curriculums in the schools. We're over 400 kids that are participating in all the schools, and they're participating pretty equally. One that's a little bit slower said it's their feeling that they're just lagging because they're not scheduling it.

The Department of Education, the board, the state board actually sometimes allows presentations at their board meetings. see if you and maybe turning point can get added to their agenda and maybe do a presentation to them and then they can maybe advocate and lobby for this program to get some state dollars okay we'll do that i think it's a good idea thanks okay all right uh anything else okay okay so for me we attended two benefits meetings um the board is is looking at costs everywhere to save money, so we were talking to our current folks and other folks. We did, I went to a board of health meeting, I went to an MPO meeting, I had a conversation with Congressman Nunn's office regarding some additional grant money that might be available for our Hollowell Bridge. So I sent that information to Mike who jumped on that application really quickly and sent it off. So every time there's an opportunity, I asked, I don't know if we're going to get it, but, um, so, uh, uh, metropolitan planning organization, Madison County does not have a vote on that. We're just kind of, because we're considered part of the Metro, we still attend, but we don't have a vote yet. I'm assuming once they get bigger, eventually that will change.

But anyway, so I'm sorry. Simon Conway on WHO said he would help raise money for Hollywood Bridge. Good. So we might, I'll reach out to him.

Well, I know because he got married in Madison. So, yes. So we're looking at all kinds of different things. Hopefully we'll get an answer. I did talk to some of his staff. I think, or Wednesday last week, and put a bug in there to keep us surprised as to where we're at, if there's ways to improve that, to maybe get us on the short list. You talked to Tracy. No, I talked to Tracy. And then Wes is his deputy chief of staff. So I talked to him to go through that. So anyway, so hopefully we get it. I don't know. You have not. You asked not. Okay, so that was me for my reports. If there's nothing else, we'll move on to business. The first one is discuss IT liaison. This came up because of other conversations back last year when we transitioned from an onsite IT director to solutions. Solutions requested that they be provided lists of contacts in every single department to be their liaison, so if they need something plugged in, something opened up, there's a physical body person there to do that. So because we've had some changes with elected officials and department heads, we'll probably need that list updated. So I can certainly do that.

Didn't that always occur in the auditor's office?

No. So when we did the resolution sunsetting the onsite IT director, what was not considered is that from solution set, we still need bodies in each department to manage that. The other thing that wasn't considered was we still have the IT budget for bills to be paid and managed. And then obviously the asset management part of it for the actual equipment. Michelle's been doing an excellent job with asset management. She got it all squared away. So what I think we probably need to do is update the IT liaison list and then formally delegate the budget and the asset management to, she's graciously taken it on, but I think we probably need to have something official and Because that's an important duty is maintaining the security of our devices. And then if somebody needs a replacement device. In the inventory. In the inventory. So I think that we need to do something more formal. And then update the list. Contact any new folks. Make sure what we have is current. And then you can be the keeper of the IT liaison list if you wish. But not the IT director. it's not a director position though because the resolution that passed last year was we did away with the director so you're going to do a new resolution so when when department heads call me i say too bad so sad i'm hoping you don't say it like that that's kind of how i feel right now but but the the having an i the i.t director infers um something that i don't think was intended

Right, but if they gave me an administrative password to help people get updates on their computer.

Yeah, and technically the IT liaison could be able to do that. So those are conversations maybe we should have with Solutions on what they'd like to see. This is based on what it was last year and what was requested last year from Solutions. So now that we've been several months down the road, We should probably update all that stuff now that we've learned some more stuff.

So I just guess I have an issue if it's okay if I speak just taking a third party and Giving them control over You know our operations. That's my issue.

Well, that's what the board decided to do last year.

Would you at least please? Have a conversation about as we create this resolution rethink that.

We can do that. Thank you.

That's all I'm asking.

So what I'm going to do is I'm going to, I don't, did I send you the IT liaison list? The list of everybody in each department? No.

And I would like to be a part of conversations with you and solutions. I mean, today one of my folks was contacted because somebody shared that we had problems with payroll and I prefer those things come to me Well, that was talked about in a meeting. But that was also talked about with you and Beth. So I just want to be involved, Beth Madison. So I'm asking you to please involve me in your conversations if I'm going to be the end user. Is that fair?

No, I understand that. That's why I'm bringing it up here so we can discuss it as a board.

Perfect. I know I'm not the board, but I'm just asking you to please consider doing that.

We want to agree as a board. So the... The ITOA's own list was put together when Terry was here. So that's why I put it on here now. We have a different auditor and we had some other staffing changes too. We want to make sure the list is current. So we can always put that as a discussion item next week if you wish.

You know, I think it's going to be a full discussion. I mean, I think that meeting is working on three hours right now because you want to put budget stuff on there.

Okay.

And I sent you guys all your... Revenue and your expenditure PDFs. So you've got those in your inboxes.

Yes.

So I think we're getting to that point of no return.

Good point.

And I don't see why you and I can't just have a conversation and then you bring your recommendation to the board. Okay.

That's good. So we'll do that. Is that okay, Jessica? Yes. You're okay with that? Yep. Okay. So I'll send you the ladies on contact list if you have it.

And then we'll do a meeting. Yes. We'll do a meeting. Okay.

So you'll work with Michelle and then we'll have a meeting.

Yeah.

She'll bring her recommendations to you folks. I know I'm not involved. Okay, good. We got that.

Okay. So I just want to make sure that everyone's on the same page because there seems to be differences. Sure. Out there. So, okay. The next item, Madison County Camera Systems is discussing the possible motions for responses and action. I put this on there so the board wanted to talk about it. We want to take action. We don't have to do anything. We can wait to talk about this however you want to do it. But I put it on there so we would be able to talk about it. I'd like to talk about Tuesday. You want to talk about Tuesday? Okay. So what about you, Diane? Yeah, I'm okay with that, Jess. Tuesday's fine. Tuesday? It's getting late. Okay. The next thing, RFP update. Now this, as you know, we have two RFPs in flight right now. We had questions that went out. We told vendors that they would send us questions by a certain date, and then we would provide the answers to them as soon as possible. So regarding the custodial RFP, I got most of the questions answered, but there were seven questions that I needed assistance on, because they're basically board decisions. So I wasn't comfortable making those. So if you guys, I sent those emails to you and to Michelle and Chip. So I thought maybe we can go ahead and knock those seven out and then I could send them off to the vendors that were here at the walkthrough. And so they have that information.

Yeah, I got some call.

Okay, so the first one, the first question is can a follow-up visit be arranged to do the second and third floors prior to the proposal deadline? They did get square footage for those floors with breakdown for carpet and or tile, wood, whatever, but it was a question that was asked so I won't put it out there. Is the board open to having folks come up for second and third? The issue we have is probably the same issue as we had before, is I'm not privy to the court calendar, so we'd have to coordinate with the courts, and it may or may not happen before the bids are due. I don't think the court systems will let you in. Only if they are having court. And some of the judges' chambers, will the judges' chambers let them go in there? It's not one of those judges' chambers. No, it's just because whatever is open and viewable and as long as it doesn't interfere with the court system, and I would coordinate this with Kelly, the court clerk.

So I think if we can arrange it, if I were a vendor, I'd want to see those two floors. It's scheduled on Monday, Wednesday, and Friday. So Tuesdays and Thursdays. You don't have to actually report.

Okay, that's good to know. Alright, so I will So if the board's okay with that, I will let them know.

Okay.

All right, second one. Can the county share any historical cost data related to custodial services across the three facilities, including any prior contracted service amounts or in-house operational costs? I don't know if we want to share the cost, because the whole point of the RFP is for them to bid it out. But whatever, what do you guys think about that?

Well, if you're outsourcing to get your maintenance clean, I wouldn't. No. Tell me the thing.

Well, that was my initial thought, but I want to make sure the board concurred. Okay, the next one. Are there any preferred or required cleaning products, disinfectants, or green cleaning standards the county expects vendors to follow? I don't know. Was Chip here? Chip? Could you answer this question for us? Do we have any requirements for cleaning products, green or anything like that, or do we just?

Yes, we have certain employees that they don't need to be in touch with to ask.

Okay, so generally speaking for general stuff, this is the actual cleaning product, it's not whether or not they have access, because those questions are already answered and provided. So this is just the cleaning products. Do we have any specific cleaning products that we require?

That's what he said. We have employees with allergies. Oh, I see.

And then he deals with them. Okay. Can you provide me a list of that by tomorrow morning?

No. Okay.

Because I sent you these questions a week ago, and we don't have them. Can you give me a list of the... Employees for them to talk to? No, a list of the actual products.

And how many employees require it and what areas, that would be good to know. Yeah.

And I need more than tomorrow morning to present that. That's reasonable. Okay, so... So by week's end?

Well... By Friday? They have to have the bids in this Friday. So that's why I was asking. That's why you said it a week ago? This is Tuesday. Can you do it Thursday?

Yeah, Thursday.

So why would it take that long to provide that information?

I'm doing therapy four and a half hours, three days a week. So half my day tomorrow is consumed with therapy.

Could one of your other staff members provide that information?

I could discuss with one of them tomorrow.

Okay. Could you do that and get back to us? Yeah. All right. Thank you. Regarding other than those employees, are there any other requirements?

Such as?

Like green products or anything like that?

Well, I have a product that kills everything.

Chip, in all reality, we don't have employees that are so sensitive to everything you have to clean with vinegar. Isn't everything pretty much standard and you use it?

That's what happens. We have employees that I accommodate the request.

Special product for that.

Accommodate what the request is when it's cleaning. It's not one specific product. It's accommodating an employee. Because they have allergies to certain items.

Yes. Certainly. Okay. All right. So yeah, if you can work with one of your staff members to provide that information for more, that'd be great. Certainly. Okay.

There's one more on the list for tip it looks like. Yes.

Can the county provide an estimated usage figures for restroom consumables, specifically paper towels, toilet paper, soap?

We deal with the public, so there's no consistent- There's no way that- No. Okay, sorry, so- We have weeks like last week where we had two trials going on all week long. Our building's used a lot, and I'm not informed when they're gonna use the building, other than the public.

So we don't, like for an annual estimate, we don't provide, we don't have a way to- Estimate what we're using.

Well, that's why I have some money over here. Costs keep going up.

Well, we have no way of knowing when the public goes in and takes two whole rolls of toilet paper off the wall.

Well, I'm not asking for cost to say. I'm asking for the total consumers. Like, say, for instance, in fiscal 25, we ordered, I don't know, 200 rolls of toilet paper. No. So we don't maintain it. We don't have annual supplies.

Okay.

Does anyone want to figure out where all that toilet paper from the... Veterans Affairs public health building where it was missing?

No, not what?

Okay, so there was a whole host of toilet paper that was there.

We never knew where it went. Okay, so they stole toilet paper?

Okay.

It happened in my home country. Oh, boy. All right.

Okay. All right.

Thank you, Tim.

Okay, the next one is... probably more directed to you regarding the potential for building elderly services, what is the anticipated timeline for your model? What will confirm square footage and scope be upon completion? My gut is we don't know, but I really don't.

You know, you could probably March. Are you really going to go forward and fix up that building?

That's a conversation.

No, that's still conversations to be had with the board. we're still gathering information, but while all the vendors were here, I went ahead and took them to the site so they could see it and get a visual. So I don't know that we can answer that question.

I mean, I was... Can we just put unknown? It's unknown. Because on the bid, it was a potential add-on. It was not something they necessarily needed to include. So if you want, if the board wants me to give that information as to unknown at this time, I can do that?

I would say unknown. And if you have this other one off, The thing we had that other one off with the secondary roads, they have a separate little office and one little bathroom that wasn't on the RFP. But again, we just verbally talked about it with all the vendors there and with the roads people to familiarize them.

Are we sure it wasn't? Because Mike is the one that provided me all the data for secondary roads.

It was understood by everybody there that it wasn't, but they were like, it'd be very minimal, and it didn't sound like it would require the same level of cleaning. Okay. Because it's not used that much. Yeah. So I advise them to just stick with what's in the RFP, but be aware of these potential ads later so they can gather the data.

Okay. Okay.

um so the next one is can and this is uh for you michelle can the county provide historical invoicing amounts or any expenditure data for consumables currently being purchased for the free buildings so that would be right along the lines with what you asked ship as far as that goes and um it's a yes and no answer um yes uh i can pull up you know Building in grounds, but the way they did the way they did it's hard to come. It's hard like you know, okay one case of toilet paper Again, we don't know where we're changing. We're changing the way we report on our general ledger. Okay that became effective So in the future we might be yes in the future.

Absolutely. Absolutely That's a good way to budget

Correct. Well, do we know what line items that they hit? I mean, how many line items are we talking about on the budget?

Hundreds of pages in buildings and grounds, and it just says supplies. And I honestly do not have the capacity to pull claims to look at. No, I know. Okay.

No, I know. I know. So the way I can explain it to the vendors is that this is a whole possible whole cloth change. So a lot of this data we just don't have because it was not something that was done. So I guess something that would probably be changing, but we can't provide that data. If the board is okay with me telling them that, that's what I'll tell them. I don't know if they'll affect the RFP or not. So I'll just put, no, we cannot provide an estimated usage. I think that's the best answer. Yeah. Okay. Okay. And then can the county provide digital floor plans? So my first gut was no. And the reason why is for security reasons. Could we potentially do a drawing? Like a rough drawing? But I don't think that will assist them.

You can look at the old architectural plans.

I think they said each room. I did get plans from OPN. Yeah. They're old, but they give you a good idea of what's where. But I just kind of was, I just paused because I don't know if that's something we want to just get out there. I would be comfortable giving it to the person winning the bid because they're going to sign a security, a contract with security language. But it's entirely up to the board what you want to do. I just, it's on there. I didn't know what time you were going to handle it. Now I will say in the state RFP, when they did theirs for their custodial services for the Capitol building, they did have a rough schematic of the Capitol building. Now do I know whether or not they included all rooms in there for security reasons? That I do not know.

If we are able to give them access to the second and third floor so they can visually see it, then I'd be okay with not providing it. If we're not going to give them access, then I think we have to give them something. Okay. Does that sound like a fair approach, Diane?

I'm totally opposed to outsourcing custodian work, so you're going to do what you're going to do. You're outsourcing jobs to other areas. Why would you want to not keep jobs?

We're exploring options for reducing taxes, exactly what I was elected to do. Good.

So, okay, if I may, I'm kind of on the fence here, so that's why I want your opinion on this, Diane. I just gave it to you.

You've got your opinion. Excuse me? Maybe you can sway her, Diane. She said she's on the fence.

No, part of me doesn't want to provide it from a security standpoint. Part of me, to your point, was if they're not able to do a walk through the second and third floors, you know, it's fair to give them. schematic. So I'm still leaning towards a no. Then don't. Don't provide it. If your gut says no, don't do it. So I will talk to them. I'll contact the vendors and let them know the consensus of the board and see if they want another trip. Well, we're going to have to hit it quickly. So I'll reach out to them. And I can help with that if they need help with the coordinating. Okay. So the other thing, so those are remaining questions for the custodial RFP. I also sent you the questions, the answers that were sent, so the board has them. The other one is the HR RFP. Michelle, you were the designated contact for that. So did you get any questions on that that we need to answer?

I just want to be really clear. I don't know what part of I'm not going to participate. You guys didn't understand at that meeting. So you put my name on RFP without my permission. And in my mind, when you should have just, you know, just recuse yourself from anything to do with the auditor's office. And that is the last thing I'm going to say about this.

So in the future, I guess, RFP will be coming to the board. Because we need to be able, when the board gives direction, we need to be able to put forth the will of the board.

But you also need to respect other elected officials positions on things.

You're not my boss. I understand that, but that does not discount the fact that as under Iowa Code 231.301, The board makes the decisions on the county, not the auditor. So when we make a decision, we have to rely on the elected officials to implement that request and the decision of the board, because that is the decision of the county. So if you choose not to do that, you are free to do that. We are okay, as a board, if we do future RFPs, to have it come to one of us, be the designee. So if that's what you want, we can certainly do that to make sure.

you did not involve me in any way before you made the decision to do this and that's what i have issue with you did not talk to me about it you waited until i was gone and i don't want to that's i'm that's my point if you're not going to respect me by including me in the decision making and the other elected officials about a very very huge decision then You can put words in my mouth all you want, but you did not involve me in that decision at all.

Your opinion has been noted. Thank you. And I don't want to talk about it. So going forward, if we do RFPs, one of us will have to do the need for the vendors for questions. I don't think it's sufficient for all three of us to do that. So do you know? Did you get any questions on it?

I'm not going to participate.

So you're not even going to share that? Nope. So you got inquiries and you just want to ignore them?

I said it was not my RFP. My name was put on something that shouldn't have been.

So what we'll have to do then is we'll have to wait to the conclusion of the RFP, see if anybody reaches out to us for that. And so when you get, if you get bids in the mail, you're just going to throw them out, Michelle? I've received nothing. You haven't received anything? Nothing. Okay. So if you receive anything, will you forward it on to the board? So we can contact the vendors?

Sorry, but she's not going to respond.

Well, I don't want to assume that she's going to throw them out. I'd like to know, if you receive a bid from a vendor, do you intend to pass it on to the board as their responsibility, or are you going to throw it out? I have to let you know tomorrow. Okay. So, we'll make a decision on that. You may have to redo the RFP. You might have to redo it. That is unfortunate. So, alright. Nice calm. Let me move on to the next item on the agenda is the fiscal 23, fiscal 24 audit as well as the fiscal 27 budget. Michelle already spoke to the update on the audit.

on the budget we're going to have more discussions next week on tuesday yeah you should be able to look through all of that and hopefully i'll be able to talk to solutions about how to prepare a preliminary budget that looks like either what's going to be by fund so you can actually look at the bottom line revenue versus expenses right but you also have a complete and full detail by department

So, and I didn't look, and I apologize that you sent it. I didn't look closely.

I just sent it right before the meeting. Yeah.

So is it by department fund or is it by department function?

By department.

Okay.

So you can look by department.

Okay. Because what we've gotten in the past from you and previous auditors were department function. So we could see, like, you know, this is the... This particular, like the administration portion, the elections portion. And it didn't matter whether it was the general basic or the supplemental or the rural basic. It was all under by function?

Correct. So I would take a peek at what you got and then send me an email directing me. To do something a little. Well, exactly. What you needed specifically. Yeah.

Okay. Because that way would make it easier for what, because there's different, like for instance, your budget. There's the administration portion. There's the election portion. There's a special election portion. And then the.

It's organized by that.

Oh, okay. So it's probably done by function. So I'll look at it if I have any questions. So the reason why it is on there as a standing is so in case we have any questions, we want to talk about it, I want to be able to do that because it's on the agenda. So do you guys have any questions or do we want to wait until Tuesday?

Are we going to fit the rest of the budget meetings into Tuesday or are we going to need additional meetings on the calendar?

We're going to probably need additional meetings.

Should we discuss that now?

I'll play it by your Tuesday and then you'll know where you stand.

Really difficult to schedule via email, Diane. So let's pick some days. Some people don't respond or some people are inflexible.

So it would be great if we could do that now and at least reserve some time. Let's pick some days. So we have Tuesday the 17th at 930. We have a couple things on there in addition to budgets. To Michelle's point, we don't want to put anything more on there because that's going to be a long day. So what other days work for you guys? I mean, we can do Monday, we can do Thursday. Actually, we should probably not do Monday. How about Thursday the 19th or Friday the 20th? I can do Wednesday the 18th, but I have a... development group board meeting at noon, so it would have to be after 12 noon or before 12 noon.

I can do Wednesday. I have a landfill meeting at 1 or 11. I can do it before or after.

Friday is the best day for me. Friday is the best day for you, morning or afternoon? I can make either work.

What about you, Diane? I'm sorry, is that for you? Good timing. Fine. Morning or afternoon, whatever you guys think. What works best for you? Morning would be best. Okay. Do we want to say 9? Michelle, would 9 a.m. on the 20th work for you? Yes.

I just don't want to do more than two meetings a week. Understood.

So budget's on the 20th, 9 o'clock. 9 o'clock. And that is going to be probably a work session unless something else pops and we have to do a resolution. So for now, just be a work session, Michelle, for us to kind of work through stuff. And then we should know more by then if we need to schedule what we need to schedule going forward. Right. And maybe we might have a finalization on the union. That's what I was kind of waiting for. Yeah. Because I think other than that, we'll have to, I want to get some final numbers because then we're going to have to make some decisions on stuff. And hopefully we'll have final numbers from our benefits. Medical.

So could we possibly, because we have a 24th meeting, a regular BOS in the morning, would it be possible, I don't know just what your schedule is like, could we do something after that?

Like another budget?

To clump it together?

Yes, and I appreciate you saying that so I can get that blocked off on my calendar.

March 24th, but then at 6 o'clock we have an assessor's meeting. on the 24th at 6. We've had long days before. Well, I guess, you know, maybe... I'm okay with the whole day, whatever you say.

Well, even if it's just an hour and a half, okay? We don't have to make it a marathon to get to set a stop loss and... So you have your regular meeting time.

One to three. You said an hour and a half.

Yeah, so my question is, do you want to do it right after the regular BOS meeting so you don't have to go leave and come back? Yes. Like right after, like go through lunch?

I don't know. Bring snacks.

Yep, bring the granola bar.

Okay.

All right, we'll do right after. So we're going to do a budget meeting right after the regular meeting on the 4th.

all right so maybe estimate you want to do an estimated time of 11 30 yeah so we have 1 p.m so we have friday march 20th at 9 00 a.m and tuesday march 24th at 11 30. because i hope i can sway you guys to not take the final budget all the way out to april the last week in april we have tried very hard i understand i'm just trying to hopefully i don't want to either but you know uh I need, we need to be mindful of the notice period. Right. So the 24th and 11.30 is the budget meeting. Yes. Sorry, it was hard to follow. Sure. We don't have another date on it.

No. We're hoping we get the union approval. And then it's, we'll decide from there.

24th and 09.30 is your regular meeting, 11.30 is budgets, and then 6 p.m. is assessments. Thank you so much.

Thank you. All right, and then a question I have for you is you said you got contacted from vendors on, was it the custodial RFP or was it the HR? Yeah. Was it one of the vendors that was on site? Yeah. Okay. The company out of Knoxville. Okay, so they got the answers to their questions on Friday. Okay. Or Thursday, Thursday or Friday, I think it was Thursday or Friday. So they, I don't know what they contacted you.

I'll just reach out and make sure they got their questions. Yeah, if you could, that would be great.

Okay, all right, so now we're on a new business. I didn't have anything for new business. Did anybody have anything for new business? Okay, the next one, the last one is the ordinance review and update. He had sent an email that I thought he said he felt it was rather formal. Here it was. Well, I know we had to reschedule. We had a meeting on this first. We had to reschedule it. I don't know when to reschedule it. All right, we'll get it in progress. All right, so anything else? Otherwise, I'll entertain a motion to adjourn. Do I have a second? Any discussion? All in favor, please vote aye. We are adjourned at 7.54.