Board of Supervisors - Special Meeting

Okay, so if there's anyone on the phone that wishes to comment on any of the discussion items here, please unmute your phone by hitting star six and then state your name and where you're from. And you have three minutes.

Yes.

This is Mikayla, the auditor's office. I was wondering if in the job description you included delivery and election equipment or if that was in the RFP.

I didn't see that anywhere. It's in there, Mikayla. It was loading equipment around. On the... Yeah, let me look. That around the courthouse in general, we may do our part in it, seeing that we are going to do the election, but the delivery doesn't drop off. It's included. It's in there somewhere. I found it. Yeah. On the job description? Yeah. No, well, yeah. Let me see.

Monitor. Where is it? We're still finalizing the job description, but I know it's in the draft version now. And we'll be discussing it in detail later. That will be something that we'll be able to put it in there?

Yeah, it's in there. Well, we can't comment on what's going to be the final version.

Well, she just wants to make sure it's in there. That's all.

Because there's no reason for it to be in the final version. She just wants to make sure we get it. Okay. Anyone else wish to comment, please hit star six to unmute your phone. all right we'll go ahead and move on to discussion items the first one is the limit of spaces at the elderly services building for use of county grounds this came up a couple members of the public wanted to use that area to sell cars and in the past and these are private sales not business sales well in the past we

Like corn sales, that's a business.

Right, but I'm saying for the cars. It's not a business. It's just a normal private vehicle. And in the past, I've seen cars there, and I think it was more of, you know, ask for their business rather than permission. I know in the past we've allowed the corn sales there, so this has come up a couple times for us to discuss. So I didn't know what you guys wanted, what the process was, what process you wanted. This is because we wanted to limit the spaces just a certain amount.

Simple fix. First come, first serve. They fill out a use of 20 crowns and they get the four spaces in the corner next to the grass. Four spaces or two spaces? I don't even think it matters, because usually they're there in a kind of, I've never noticed that they harm the meal site, because they sit close to the grass and to the front, they can go around. I would say they, because we'll say they get the two spaces, but somebody might park their car in the other two. And then a lot of the time the kids will bring the corn to the car. So if we give them four, then we've kind of covered ourselves, and the meal site will know those four are just for during sweet corn time and and we'll just do it first come first serve if they get their application in first then they're first okay and that's all simple so we don't so do we just want to open it up to everybody or just well i find sales or what do you want to do i would just say agriculture because it's always been mostly predominantly corn because it's easy to go around right or they used to be honey producers that would sit next to the corn people

So I think four spaces because I don't want to limit if there's say two vendors that would like to be there. But I like designating the northeastern most four spots. Tammy concurred that would be okay as long as those other seven spots are reserved for elderly services. And that's in the park closest to the grass, which is fine.

They can get up right up there, and they do. Down by the shade, too. Yeah, and I would like to limit it. I don't want to sell used cars and other stuff. I mean, just maybe agriculture.

And do we want to put a time frame on it? So no longer than, or do we want to, you know, how do we want to do that?

Time frame? What if you have apple producers that would want to sell apple in the fall, or a money producer when they harvest it?

I mean, it's an application, so it still has to come before the board for approval. They'll have to apply for it. But I didn't know if we wanted to designate that or just leave it open.

No, don't make it hard. Just leave it open, and they'll apply, and they'll fill it out just like they have to do the use of coming grounds.

Yeah, I like the idea of just having them do an application. First come, first serve, but we can accommodate more than one vendor. If they choose to. I don't think they choose to. Up to two spots per vendor. Maybe we should define that. So that they don't go in and just take all four spots.

But then if you give them each two spots, then you're going to have cars parking all over to come in. I don't know how busy you think that would be. Oh, it gets really busy sometimes. There's a lot of room in that lot. Yeah. And usually it's more... It's usually quick, though, when they come in.

Okay. So I don't, I would like to limit, though, people just selling their personal vehicles and all that. I don't think that we should allow that. Okay. If the sheriff's department wants to sell a vehicle or if the Winterset police wants to sell a vehicle, you know, another authority will have to, but we don't send them out there and quote them. I've seen them for sale there before, and I'm saying across the park, it's one of our... Well, they don't need to place an application for that, because they're a county.

But this is just for members of the public, if they want to use county grounds, they have to submit a public application. Do we want to limit to agriculture?

Yes, but I'm saying if there's a county entity that wants to sell a vehicle, they should be able to put it in.

This is just for public use of the grounds that are outside county, because it is county ground, so.

It might be fine with the limiting to agricultural. Okay. And then four spots is good for both of you. Yes.

And then they'll have to, they have to go off, they have to, yeah, that's simple. That was easy one.

Okay. So Michelle, did you get that? The takeaway is four spots maximum. In the northeastern most corner of Lott, which I said to John Wayne.

and then limited to A and our own personal, our county cop cars if they want.

But that won't come in on a county application? No, no.

This is just for application. If the public wants to use county grounds, they submit an application just like they do for other counties.

We don't permit anything else. To me, the discernment happens when you guys look at the application during the meeting.

That's right. And they have to do an application for use of county grounds. But we never define is there a duration. I don't.

And when you say duration, do you mean time of year or day? How long they can use it.

How long they can use it. You know, if they submitted their application, then can they reserve it for all summer long? And then nobody else can get that spot because they were first come, first served? Well, most of ours do save a length of time.

They'll have to disclose that when they apply.

And then we can decide. And then we can return it. That's what we can decide. And you might only get one because I know there's one there and then there's one across the street. So there's a lot of places.

Where can the application be found?

It's online. It's online. I know.

I'm asking specifically where on the website so I can tell people. Oh, it's under Board of Supervisors.

It's under Board of Supervisors. There's a link that says use of county grounds. I printed them some off in the office. They were laying on the counter where they used to be.

So you could just hand it to me too. Can you show that right there? Yeah. Okay. All right. So, I mean, I just sent one out the other day. We have someone that wants to use the courthouse steps for the reading of the declaration of independence. Yeah. I'll send them on the wall. Yeah.

Or I can't. There's some, I think, I've created some on students.

Okay. So it sounds like we have a consensus on that. So we'll go on to the next item, the elderly services billing, the IAQ report and RFPs. Okay.

Yeah, so I tried to, of course, utilize the Alliance report to drive this. That was part of the intention of utilizing Alliance to do this testing because they do a deeper level dive and they also help define that scope so that we can get bids and it's all defined. Now there's a few different things to consider here. I know, Heather, you had mentioned the restoration piece of it. So I tried to craft it so that basically they're doing all of the mitigation work, but I added it as an optional, an add-on, but it's hoarded separately. If the same companies want to quote, bid it as an alternate for the restoration piece of it. So that part we can still manage separately.

So if they find mold, the way I read this, they can give you, if you so choose, they can tear off the wall and then we can take it out. Are they going to replace everything?

That was what we discussed last time, that we would bid that separately. But we'd like to get it all mitigated, anything that has any potential for, you know, for... moisture that all those surfaces are being tore out and replaced and there are you know specific requirements for the vendors to qualify in different standards for accreditation in order to do so. One of the The issues that I need the board to discuss is the contents of the space. So it would behoove us to have all the contents removed. Now, there's a ton of cardboard boxes in there that retain moisture and return dust.

And are they empty? No. And some of them are full of gloves with six fingers or fingers.

So we've got most of it is emergency management stuff. And so it's COVID holdover stuff. There's a lot of literature and things. I have spoken with Mitch and asked. I know he's sensitive to mold. I expressed to him, there's no dangerous mold in there right now. We're being proactive to get ahead of it because of past moisture issues. And so I think it would behoove us to get all those contents removed before this mitigation. We're not paying others to do that, of course. But in order to do so, we're going to need a couple of things. We're going to need some racks to put some totes for Mitch Destory's stuff. We're going to need to get him out of the cardboard boxes, get it all consolidated to the essentials and what he wants to retain. And I think we should just get some plastic totes to do so. Take them out of cardboard.

Take them from the public health building.

So I was just there yesterday, and I was only able to secure one. They don't have a bunch of totes there. There's three in the basement. Well, I was in the basement with Thaddeus. No, in the courthouse. I brought some up. Oh, they're in the basement of the courthouse.

Yeah, and Mitch knows this. He can have those totes.

Okay, where are they at in the courthouse? On the table in the basement. I'll go grab those. And so what I'm trying to do, and I'm going to work with Mitch to get all that, the contents consolidated and moved out. Now, there are some racks in the basement of the public health building. Several of them are, I think, too narrow to hold totes. but a couple of them we could put up against each other, make them a little bit wider to handle the length of the tote. There are some bigger ones that would handle totes. There's three larger, wider ones. Yeah, on the directly under the stairs when you go down. But they're wood. And so we would need somebody to knock them out. They are nailed together, not screwed. We'd need somebody to to break these down. Is there any reason why we just can't move things in there right now as a temporary measure? I'm trying to figure out where we would move them to because now this other space of the warehouse is we need to kind of reconfigure that and it'd be great if we could just have the walls lined with some racks to put the storage items.

Well, the other option is to do away with any potential organic material at all and just get metal racks.

Take the metal racks from the middle of the basement in the public house. That can be considered auto supplies.

Those metal racks are not going to hold totes. They'd all have to be sideways and it's not an efficient use of space. The metal ones are, I mean, they're not like heavy duty. The ones in the middle there... They're not heavy-duty for this.

The wood ones would work, but it's a porous material. Right. So I'm thinking, I mean, they sell metal racks, and we can use that to take it out of office supplies, out of either his budget or the, I don't know where we'd take it out, but we could take it out of his budget. But it would be metal racks, and that would deal with any future issues. I mean, I appreciate reusing stuff, but I don't want to have a problem down the road. And if we're going to put this somewhere where it's not necessarily temperature controlled, I think metal would probably be the safest.

I agree, because that's one of the concerns in that warehouse area as well is, you know, there's no HVAC serving the warehouse space. It's something that we can consider for future is maybe just adding some ventilation to that. Now the doors are open, you know, we open the doors of conservation if they're going in and out. But conservation being there, it's a shorter term thing until we get a building built. They don't have a building. I understand that. But they've discussed adding a shed to the new conservation site so that they can store this stuff and not have to store it here. but that's gonna be a fence down the line, a ways out. So I am fine with exploring racks and I'll see what totals we have available and see how many we're gonna need additionally. I think once Mitch and I work together to get all those contents consolidated, a lot of the flyers and pamphlets and all that, they're outdated anyway. I think they're just gonna have to be disclosed.

I think any of the stuff, when I met with the state, with Mitch, they suggested, like all of the chainsaws, we just can't sit on this stuff. And so now Mitch has given that to the fire departments and other entities. There's a lot of gloves, I believe. Probably some of that stuff.

I think a lot of it was donated.

Garage sale it or haul it to the curb. Haul it to the curb. You've legally relinquished ownership, and if somebody steals it, It's on them. I don't know what else to do with some of it. And the paper stuff, it stinks. A lot of it stinks. We threw it away.

I walked through it with Thaddeus, and a lot of that stuff is going to be thrown away. I don't think we're going to have a lot of totes filled, and I don't think we're going to need, at most, I think we'll need one single metal rack. at most um because there's not a lot of stuff in there right now um now if you and mitch want to you know take that on and get a metal wrap where you put whatever he needs in there in the in the warehouse portion i think that's fine what do you think well i think call the other departments and if there's anything they want if they want those gloves out at conservation or

for the secondary road slam. If they don't, get rid of it. And I agree, I don't think you're going to have enough stuff once you clean that up. So you're saying get rid of all the gowns, all the other stuff? I don't think Mitch is going to necessarily want to do that. You can ask Mitch because we got rid of the gowns that were out of the public health. They are the open back gowns and EMS said no to them and they are pink and yellow and There were eight boxes, so I called the state. Any other box of rags? No. No, they're disposable. Oh, they're disposable. So I called the state, and they said give them to veterinarians or the ARL, which I did. So they're already out of there.

Yeah, so I already got a lot of the water moved out, and anything that was expired, I donated to that clinic. The water that wasn't expired, I donated to that. as Rhea, there's still some more left.

Oh, not a lot.

There was an entire pallet, and they were all different bottles falling everywhere. So I've got that shrunk down. But, like, there's N95 masks. There's things of that nature that I don't know if they're necessarily just going to be there. There's probably 10 boxes of those out at Public Health still in this shed.

Which means they could be compromised. I wouldn't keep them. The vets would not take them. EMS will not take them. I don't think we should keep anything that is any kind of organic material.

Personally, from a safety standpoint, I think we should get rid of all organic material. And anything that can be cleaned or there's less chance of any kind of Contamination, we can consider.

You can consider, Mitch can consider, but anything organic. Again, if you don't want a landfill, they'll haul it to the curb. Maybe a car painter would. Well. If they steal, no. Once it's relinquished, then you've relinquished ownership, and it's on them. So it's on them. If they take it. I think it's sacred. I think it matters. I think they let somebody, if they want to take it, let them take it.

So. I think we have consensus that we don't want it. How we dispose of it, we don't yet have consensus on that.

And I just need to know on the racking and how we're going to fund that to pay for that.

So he just has, Mitch has a lot of supplies in his budget. So we could probably pull it out of there. Talk to Mitch about that. And if we only end up needing one rack, a good metal rack will probably cost you under $100.

Ask Mitch to go ask out at secondary roads and see if they would give up one of the big heavy metal racks because the day we opened it up they i'll tell you they anybody could have come and got this they took all those metal racks conservation boards snooze you lose but he got one okay so you might ask mike if they give up one i don't know so and those are deep heavy metal racks

Okay, so, and then back to the RFP. The other thing that, a concern area of mine, and I'd like to do a little bit more digging. I went out to identify the age of that furnace. So, that filter was left for so long that it was getting sucked into the coil. And it was, I mean, it was inches thicker with... stuff so i would like to consider replacing that furnace at minimum now the condensing unit outside is um that's newer that's been replaced have you had somebody come in and look at the furnace see if it truly is needs replacement or no no but i didn't have the tools to remove the panels to get the model and serial number to identify what age it was okay so at minimum we're going to need to have the duct work and that all of that cleaned of course as part of that and that's what i've got in the rfp right now okay however if we're talking about a furnace that's 20 years old Don't clean it. Why would we invest in cleaning it? It just needs to be replaced. Again, that condensing unit, I think, is going to be fine. It's only, you know, six years old. So this is the furnace that serves the entire building. No. No, it's just the back. It just serves the offices that we're talking about here in the back. Oh, okay.

So they have two separate units in that building?

Completely different air system.

Oh, okay. Yeah. Okay. Well, they lived out there. Is that? I didn't realize that the building had two, one for the elderly services and one for the other side. Okay. Okay.

Well, this is kind of your valley way, if you didn't know. Yeah, and I went out again this morning. I'm like, I didn't have the tools to get into that panel for this system, so. Okay.

Well, I mean. I mean, we can certainly consider that. I mean, if we don't have to replace it, I'd rather not. You know, that could be something we could budget for down the line. I think it's working.

It's working okay. And we, you know, the way that this is rated or is laid out, you know, basically it's included to just get all those components clean and the ductwork clean as part of it. The filter has been changed. So this is a clean filter in there now. The other thing that I had included was a contingency 20% held out for final payment until we get the environment retested after the mitigation. And so we just want to make sure we get a clear test after the work is completed before we release final payment, if that's okay with the board. That's fine. I'm fine with that. Okay. Did you ladies have any other thoughts on how this RFP is written in? Because we need to talk about the timeline, I know. But aside from the timeline.

Well, so is it your intent to have this approved next week? Yes. Or consideration for approval on registration next week? I mean, the timeline itself, I mean, overall is, I think it's fine. It's not. It's tight. It's very tight. It's very tight. It's very tight. You know, looking at, I don't think we can make it tighter. The one thing I'd like to consider is, you know, I'm wondering if concurrent with this, we should put out an RFP for what it would cost to build the offices, all that kind of stuff. Because the project starts June 8th. It's not going to be done until the end of June. And then we're going to start...

So here's my concern with that. And that's what I prefer to do as well. The concern being is what if they get in there and they take out more drywall than we thought. And the people who are bidding for the restoration, if they're bidding on something and then that changes and they take out more of the mitigation than we planned, well...

I don't know if we're going to be using the same footprint. Because when I walked in with Thaddeus, he was thinking of, you know, butting it out, taking part of that kitchen part. Okay, so is now the time you want to talk about that? Because we need to talk about that. Right. So the thing is, is that if we do a concurrent RFP this, and then a concurrent RFP of what our grand plan is to have offices there, an ADA bathroom there, and a... a conference room there, it's not going to fit in the existing footprint. At the minimum, you're going to have to bust out walls. And the bathroom right now is on the other side of the warehouse, which is not conducive if we have folks that our ADA crossing, going through all the conservation equipment that may be parked there to get to that bathroom.

Okay, I think there's a way to consolidate, ensure the conservation equipment is kept near the overhead doors, and if there's a clear path, we can even paint a clear path to that restroom, we're going to have an increased cost moving a bathroom over that other space where there's not currently a bathroom. So they're going to have to tie in all the plumbing, they're going to have to tie in all that stuff It's going to be a lot more costly to add a bathroom in that warehouse than using the existing bathroom location. So that is what I expressed to Thaddeus. I said, he's talking about changing the design use of this building, and that's going to be a lot more costly. Let's talk about the offices. The offices right now, there are plenty sufficient size-wise for his needs. There's currently three smaller offices, one of them separated by this temporary wall. You take that wall and give them a bigger space there. You could actually take, I should probably draw, but you could actually remove the, you could open up that, let me see, it's the westernmost office that has its own entrance. You could take out those walls, separating that from the two smaller offices, and have a bigger office so you have room for a conference room table in there. Or the other office that's currently a smaller office, it's off of the main entry, let's call it reception, that space is big enough for a conference room and a table as well. um i when he had indicated knocking out walls and adding a space for mitch in the other area i mean that is far more extensive um than than what we were originally talking about okay what if you mitigate the mold fix the ropes that needs to be done to protect the front half of that building again

It would be cheaper to pay off the bridge loan and conservation to keep that old building. You know that bridge loan is $200,000? No, he said it's going to go down. With all of his pledges and all of the money out there, he thinks it's about $60,000. Well... Then we'd own it, and that would be an easily... I would think you could ask... for a team building, ask people to come together and they remodel that for the veterans. So you can circle drive right up there, go in. How big is that building? Well, he needs to look at it. I think this is going to be really expensive.

He thinks it's too far out. He likes being within the city limits. And he says the cost to put a cement pad out. It has a cement pad. It's all cement. He's never been out there.

Yeah, he told me it was rock. It's not rock. I drove there again last night. I've been there. It's got a great big garage. Even if they wanted to, they could drive into the garage.

So when I asked our conservation director at our last meeting where we're at, and he said we're at $214,000. Steve thinks that's going to be down to about the $60,000 he thought. Okay, so do we know when that will happen? No, we'll get to talk with Steve. Okay, so we can't plan on it's going to happen because it was supposed to be happening already. It should have been paid off by now.

It's a good thought, though. And we've extended it one year already. I don't think it would be an expensive building.

It's got a lot of windows. I mean, I like the building. I mean, I think it'd be great, but the expense we have, the additional expense of that. But we'd still own it. But keep in mind, though, when we did the nature center, part of the agreement was to sell the building.

But we own the building, and if we pay off the bridge loan, we could do that.

Yeah, so instead of selling two buildings, we'd be selling one building. Because we were supposed to sell the building and pay it off and do away with all the costs for maintenance and all that kind of stuff. I'm not opposed to doing that. I think it would be nice and quiet, which is what the veterans have asked for or families have asked for. But he indicated he wasn't interested, so I was kind of going by what he said. He's changed it. Many times.

I think, Jess, the thing about the back of the old ambulance shed is we need to be very careful what we disturb back there because that is a garage. and years and years ago we paid a pretty hefty fine for it was a garage if you have any leakage at all they're going to come in and they would make every drop of the soil it's not oil that is up that is when i actually looked at that it is basically

the pipe in the wall that doesn't connect to anything. It's literally the pipe. And he thinks that that gunk in there was never cleaned out when they cleaned out the...

I think you'd have less money and a better building if we do kind of review that. He's never been out there.

I'm open to that because one of my heartburns, now I think the elderly services, the back of the elderly services, I think from the beginning I thought it would be a perfect space for them if we removed it, okay? And it gives them the privacy, the ADA compliance, all that. But I'm open to that, to exploring that, because my heartburn and my concern is having to wait through this entire RFP process, the entire restoration process, before we move in. That's concerning to me as well, versus if we did consider that option, we could start remodeling that if needed or any modification that they were needed, or they could just move, is it move in ready for them?

I think it, I haven't been there in a while, but I think it is. Oh, if they could clean all. Because they used to have office. I mean. I would want to paint it.

You'd have to maybe change that front door so it's handicapped. I don't know if it is. Does the bathroom need any? No. But that would not be a hard fix. You've been out there. That would not be too expensive. I don't think. I don't think that would be too hard. One thing we did write in our resolution that we can't list the public health building until they're all moved out. That is in our resolution. It is? Yes, it is. I don't think it is. Yes, it is. That was one that you heard before. It is and we all signed it. Would you like me to look it up? Yes.

I don't recall.

I know we had a resolution to approve that.

The sale process will commence once the public health board deems all offices have been relocated to new sites. So he can't. The public health board. That's not on the public health board. It says the sale process will commence once public health board deems all offices have been relocated to new offices. The public health board doesn't have authority over these offices. that's what it says so if they're not moved so he can't sell this until he's told that the offices are moved and you are without board has has only authority over their offices you are so concerned about having them out there and showing the building yeah so um we haven't moved them yet here's the concern diane our budget was approved assuming the building would be sold by the end of june

So we, because we reduce costs for utilities, reduce costs for internet, we reduce all those costs. So we keep kicking the can down the road, and I think we just need to pull the trigger. How are you going to pull it? What are you pulling the trigger on? We need to get them moved. Where are you going to move them? Well, the original conversation was the courthouse. And then you took that away from him. I didn't take it away.

Well, you did. Then you said, somebody said, well, then the assessor wanted that. So that was confusing, but that is. That is why I talked about this.

So the assessor has expressed a desire to move to the courthouse. Actually, in our office. I wanted you to correct me on that. And move. Do it. Start doing this. And then we never took away the option to move into the old election office. That was always on the table. He's the one that expressed that he didn't want to move in there.

Our office is too small for Sean because he can't have it all. When did Sean say that?

It was at one of our assessor board meetings. Oh, because he worked there. No, I'm sure I wasn't. My last conversation was... The auditor's office is what he's desired.

The old auditor's office.

Correct.

Yes.

So are we good? Or is the Board of Supervisors?

Well, the Board of Supervisors determines that. This was a desire he expressed to the Assessor Board that they would like to do that.

To move to the auditor's office? The old auditor's office. The old auditor's office. Okay, good. Because I thought you just said... Not your...

I'm sorry. The old auditor's office. Correct.

But I thought you just said you wanted to move to the Board of Supervisors' office, where you currently are now.

Oh, I'm sorry. Okay. Thank you. I'm sorry.

I just, I hope you don't mind me. No.

So I'm this right now. So, so no, he had to move to the old auditor's office and then they would have, um, veterans at the elections office. So he would have his own office per se. But this is, you know, I expressed in that the board hasn't really decided yet. There's a lot of moving parts. We were talking about the elderly services building. You know, we were willing to consider that. And I still, regardless of what we decide, I think we still need to remediate the building and address the issues with the building that have been left untaken, not taken care of for years. So I... Right now, the board has decided to move the public health building. They're selling the public health building. So how do we get the folks moved out? DHS has expressed desire. They want to be in the courthouse because it's closer to their clients. It also has an ICN node there, which is they're required to be on. So it's a simple move for them. We just need to find a space for them. But the issue now here is Where do we move them that can accommodate their needs the best?

So move the VA to the old auditor's office, done deal. That's where it's going to happen, if that's what you want to do. Because you're going to sell that public health building. Then put DHS out there, because they're already together. Sean can stay where he's at. DHS is already out at public health building. They don't have much. They have a desk and a couple of things. They could go in the old auditor's office. There's enough room in there for DHS because they're not there permanently. They're there for a week or something. So they could have one of those spaces. Leave Thaddeus up there. He used to be in the third floor of the courthouse for years. And so put them there. spend minimal amount of money on that old building, mitigate mold, I 100% agree that conservation board use it for storage, that Mitch use it for storage, and probably leave it alone. Sean can stay where he's at. I think fix it down the road. I mean, I think it's been, I believe that Sean needs an office.

He manages people. He doesn't have a role office. I think he could build walls in there. I know you could, you could absolutely build walls for him there. Yeah. Um, but, but also it seems like it's a good configuration for the censor's office to have the old auditor's office, except Michelle's old office, which would be HHS, right? Yeah. or they could have any of the size it doesn't mean they can be slightly now mitch could way back when i was thinking that this the space and elderly services would be perfect for mitch those offices because he puts him in close proximity with the sheriff's department that he collaborates with a lot he'd be near all this stuff that has this stored so that's certainly an option but Here we are. We're back to the original root question of where are we going to move to Veterans Affairs. I'm open to exploring that other building.

He was okay with that at first, and then it was kind of pulled off the table, if I remember.

No, it's always been on the table, but the board hasn't made a decision yet. So I think that that is his expressed desire to move once.

I don't blame him because he and I moved the first time. It was horrible. Yes, he told me he was given literally 24 hours.

He was, and he and I carried all that stuff out. Which was completely wrong. Anyway, so I don't want to revisit that, and I assured him that that would not happen again. But ideally it's... who moves you know move to the courthouse and then we end up doing the early services building or we end up doing the conservation building i don't know but i'm trying to figure out how to accommodate it and the window is quickly closing to where we can do that well the conservation i haven't i haven't walked the conservation building and if it's moving radius i feel some pain oh it doesn't have any accessible back

How extensive would it be to make it accessible? I mean, is it... I don't know.

I haven't been out there in a while. So, so... But that brings us back to my original question, is if we decide to use the elderly services building and make it to where it can accommodate offices, whether it's for Veterans Affairs or Mitch or whatever, to do a concurrent bid, RFP, to get a bid for how much it would cost to make that building that way. Now, we're not required at the board to accept any bids, and that should be in the RFP. It's up to the board to decide if we're going to do it and not do it, but I'm wondering if we need to do a concurrent bid process with the mediation to see how much it would actually cost to do what we want to do. And to your point about the bathroom, I think it would be good to get at least two options. You know, the least expensive option to provide that, you know, you really make the existing plumbing work versus having something right there, you know. I don't want to walk across the warehouse. I just don't know if that's, I don't think we should do that. I don't either. I don't think it's safe. They don't need to be in that room. Yeah. I would rather have it all enclosed in one space to where you have offices, conference room, and an 88 accessible bathroom. It's shut off from the warehouse. So, you know, if they want to have a window to look out, that's fine. But right now there's a door and you have to walk all across that. I just think, especially for our handicapped veterans, I think that might be a bigger ask. So, I'd rather, I mean, we could bid it out in two versions, to decide. That lease would be my preference. And then if we can make it to where it's, hey, it's only going to cost an extra, I don't know, five grand, six grand, make it all enclosed, I mean, that would be worth it. While we're all considering these other things. At this point, I don't think we're at the point to where we can avoid two moves. If we want to give Thaddeus the space he wants, I don't know if we can do that before June. Can we try? Absolutely.

I want to be able to do that. The only way I see doing that is if he goes to the conservation area.

And then we just move once. And then he's in the middle of construction to make sure that he... That's risky business because we don't know exactly how much that bridge loan is. We could end up paying him. Right. The bridge loan is $214,000 right now. I talked to the bank. It's an annual thing right now. So the interest is due in October. We can certainly renew that another year. That would be something we'd have to discuss with them. but we already knew it was.

Because you didn't put the sale of the building, it was revenue in your budget. Well, you wouldn't want to do that anyway. No. My point is, you would probably do a budget amendment maybe.

The bridge loan is in there under 99. So, yeah, it's not to renew it. Yes, we have to talk about that because it would renew it in fiscal 27. But right now it's in there, so we're fine right now in the fiscal 27 budget. But if we want to renew it to go into fiscal 28, that is something we have to discuss. The other option is, I mean, the construction was kind of dependent on the sale of the public health building. But we approved the sale November that is now May and nothing has been done. So the other option is if we wanted to do this and have them in there until it's done, then we would have to come up with the funding to pay for that construction. We could always do it on a bridge loan, pay for that, and then pay that off when the building is sold. But again, that's not the ideal situation. Right now, we have empty offices in the courthouse, and what I would like to do is do what most families and businesses do. You do what you got to do, and then when the money comes in, you do what you really want to do. It's not ideal, and I don't know, and when I talked to Daddy about this, he did say that His preference is to move once. And I said the only way to do that is it would figure out a way to provide the funding to do the construction before the building is sold.

And that would be a board decision. Give in the courthouse, leave in there, put DHS in there. Sean, our office is way too small for Sean. You think so? Yeah, because he doesn't have the vault.

Or a room. Or an office.

There's no office in ours.

I think that that was just a misstatement. I mean, she's talking about the auditors. You wanted the auditors. Yeah.

You wanted the old auditors.

And if he only took up to where the conference room would be, then your DHS could go in where, like, Emily and Lance used to sit. Yes. Boom. You've occupied now two spots.

Then you still don't have any more for that use.

Correct. But then that would give Sean one of his private office seats. Sean would stay in her old office. No, in her old office.

So here's the thing though, is that not all our department heads have private offices. And if you go to other counties, they don't have private offices either. So that is a luxury that we can offer some of our department heads and not all counties do. They use, when they have to meet privately, they go to conference rooms. And there will be a conference room there.

But the situation that he's in now, with that open Yes.

He would have to come down here to talk to somebody.

That was not his office. His office was the other side of the treasurer's office. And the treasurer, a while ago, had a hissy fit and so wanted that side, so they moved the assessor over. See, he did have the other side. Oh, that had a private office. Yes. That's how that was originally set up. And then that big room where he's at was to be used for conference or which would have been handy because it's on the main floor. Okay. Well, that's how it works.

They're going to be segmenting it off to where Michelle's old office designated, but then they're segmenting it off at the previous election deputy area, that window there.

You can make a private office right there. Move Sean back where he was in the beginning. Could you go back in the original half of your site and let Sean have the other site? No, it won't work.

We have so much stuff.

Too much stuff.

I'm not trying to be mean. No, I don't care.

I'm just throwing it. If Sean moves to the old auditor's office, we can move into his old office here. And that frees up our office for somebody.

Who though? Our office is the least conducive. It could be PHS. They can have Sean's office. They could share. I have a comment about that.

I'm just letting you know, I don't know what your plans are, but I'm currently connected to Sean's office, and he will agree with this also. You can talk in a normal voice. I will be able to recite everything that you say.

That's why it was originally all. Yeah, that's why it was originally everything.

So if our office is busy and loud, and you guys are trying to do something over there, you're not going to get anything done.

It's loud. Well, the thing is, we're not in our office all the time. Right, I get that. I'm just letting you know, it's not quiet. That's good to know. But I think if we need to do something, you can always come down here.

And you'll have cold and hot. I'm letting you know. That's why it was left empty originally.

Yeah. So I'm wondering, but I think for the department that would be least impacted by that inconvenience would be us.

We could... practically move anywhere as far as that goes. We don't need a lot of space. We're only in there, you know, one of us at a time. We could potentially even move down here in Mitch's office. Now that wall you can hear through as well. So anybody in the break room is going to be able to hear what's going on in their office just so you know. So if there's anything confidential, you have to go to a different spot that you're dealing with. I wouldn't have a problem with that. We are absolutely the most flexible department.

Then what are you going to do with our office? I know we could always do it in that office. We could always just put in a permanent wall rather than using the folding wall. That won't take that much. Then what are you going to do with our office? That would be DHS. the other option is to see if they can move up to either the second or the third floor no those are court systems well third floor is it yes that is that's the county attorney you're not going to get the third floor because remember we used to have those offices up there and they were taken over so we can take them back It predated me, but it used to be, we used to have everyone in the courtroom, sorry, in the courthouse. We used to have everyone in the courthouse. Before they bought this building. Right. So as a board, the board of supervisors can take one of those offices back because we have authority over the courthouse. So the second floor, yes, that's the state. But the third floor, we always put DHS, take a small office up there. One of the smaller offices and have DHS go up there. Because they express their preference to be in the courthouse. And the ICN note is already there. That's the most affordable option right there. Yes. So if we, you know, I still would like to accommodate Veterans Affairs requests to be separate. If we can do that, I just don't think we can do it with just one group at this point. Now, if Thaddeus ends up liking the courthouse and he wants to stay, then okay. But I'm not quite sure how to split the baby at this point.

Make a decision. What do you want? Do you want to give Sean, the old auditor's office, to do it?

Well, the priority right now is where to move the Veterans Affairs and how we can, you know, shuffle things around, say, in order to accommodate that and accommodate additional department heads' requests. I'd like to do that. But right now, the priority is Veterans Affairs.

See if he'd take the third floor again where he used to be in that one corner. See if he'd take that. I think we're going to get a lot of resistance on that. We are.

It's going to be terrible. And I think it'd be better for him on the first floor.

He used to be up there, worked out for me. But I don't think the court said that's not going to go well. Because they do actually use those. I've seen them. They are not. They use the state. They are not. Okay.

So that leaves just our office up for grabs, the existing vacant offices, you know, the old auditor's office and the elections office. So there's basically three offices that are options for Veterans Affairs in the courthouse.

If Thaddeus would take our office, Michelle, you won't let him have the ball, John.

We can't. We can't do that ship sale. It's absolutely perfect for... I apologize. No, no, no.

Worst case scenario, though, I mean... They can use the conference room to make private calls or have private meetings or anything like that. And take that counter out and give them a lot more room.

In our office, you were talking about? Yeah, because you can't get in. Right. You can't. That would be too hard. We'd have to take that counter out to give them that accessibility. But yeah, then there's a conference room right around the corner. Yeah.

You could probably...

And then we would move into this building, whether it's in the old assessor's office or, you know, if Mitch eventually goes out to... Where's Mitch going? I said if Mitch eventually goes out to the old service building after all this stuff, I don't know. But if there's a concern with privacy in Mitch's office, then we can build a permanent wall rather than having the accordion wall that's there now. And that won't take much. Would there be room for three desks and hall cabinets in there?

I'd like to see the old conservation building and try to get an idea of where all that would take because then that would allow us to have one room for the beds. But I mean, you know, our offices work, too. I hate to ask them to move twice, but yeah, we aren't going to be done here for timing. There'd be plenty of room for two desks and a conference room table in there, if you took that counter out.

Chow Hall has a private office, the hall where you can get a shoe. Well, I mean, if she's making her scheduling for transportation, she'd go into the conference room.

But again, that would be... That's not being in the conference room with a table and a desk and a computer, and it really does change the... She doesn't have a laptop.

Well, no, she has multiple because she has big scheduling. She's the one that drives all these vets around. I know, I know. I just didn't know what you're talking about.

She has a full outfit office. Yeah.

Which she could have if we did the whole office.

Would you like me to be in the elections office?

Okay. Do you want me to get a board so we can kind of...

No. No. I think you should see if they'll take the old auditor's office. Put them in there in DHS. That would work. And then leave Sean where he's at? Well, I do think that is a cold office. It is loud. All of that's true.

Because right now, he has to have a private conversation. He has to come down here. I'm assuming.

Would Sean take Mitch's office? No, that's too small. That's too small. I don't mind.

Well, you know, I'm envisioning a phased process here. And the current auditor's office, excuse me, the old auditor's office could accommodate Veterans Affairs pretty easily just by widening that doorway. It would be pretty straightforward. We could pretty easily give them private office space. I don't, I do not have a handicap accessible bathroom, but

We have a transition plan in place. I actually sent a potential transition plan to the gal that did the ADA assessment to see what her thoughts were on that. She hasn't gotten back to me yet on that. For what space? Well, anything that's not ADA compliant, you have to have a transition plan of how you're going to get there. So eventually we're going to have to have an ABA bathroom in the courthouse. She said we did not.

When I talked to her, she said we did. We do not. It's an old historic building. The architects have already said that we will not be able to put a bathroom in there because those are all those very walls and they're curved walls. So what are you going to knock out? The expense would be astronomical. You would have 15 tour buses lined up to use the bathroom only.

When I talked to Rick a while ago, he said it was on the original plan and it was taken out. Because it's so costly.

I understand that, Diane. In either way, it's not a phase one. Phase one is not going to include the bathroom and courthouse. Hopefully we can move to that. But we have open space there now that can accommodate the veterans pretty easily.

And there'd be minimal disruption because we would just transfer his existing phone numbers to the existing network at the courthouse. It's a simple programming thing. We would coordinate with solutions to help with the actual physical movement connectivity and stuff like that. and they'd have no interruption, would not be like what happened the last time. You just pick up the equipment and plug it in. Now, what I'd like to do is, if that's something you do, is that we'd be available to assist with that, to minimize any disruption to the office, so what happened last time does not happen again. Are you envisioning hiring a moving company for the big step? Well, I don't know because I don't think so. I've got it all laid out. You have it laid out? Okay.

I mean, when we were going to do this, I don't know, back in January, we had solutions lined up, moving company lined up. For that, you're sorry? To move and what we would need to do with the opening. Okay. We've already got that. Okay.

So it sounds like we have information to us? Yes, he sent that information to you. Oh, I asked if you could. I did open it, but I'm just asking. Would you mind resending it? I can absolutely resend it.

We have tons of emails that we're getting, various different things. It probably got very... If you could resend it, that would be great. And... so if it sounds like that's the case then if that then we could probably do some preliminary stuff to get them there and we would still need i could double check with the gal from iowa workforce regarding the 88 because when i talked to her last time it was a transition plan And I'll circle back with her on what she thinks of that. And confirm if the fire is versus not. Right. Right. There used to be historical exceptions, is my understanding. I think the feds have pulled a lot of those back. No, they haven't. So... I don't know.

Don't keep the bear in the living room. Well... it's not a matter of us doing it the public can file a complaint no one ever has they know it's his story you know i have to go i have a meeting at noon and i don't think we're going to win awards we're having four hour meetings so regarding the timeline for the rfp for the gold mitigation um i'm thinking given that we're having this discussion now if you ladies don't have any other thoughts regarding this rfp

The timeline, my suggestion would be just bump every line item a week. Because when I put this together, it's tight, it's aggressive, but push everything Yes, because I have RFP issued tomorrow.

So you're going to extend it a week.

Well, we could... Just move every day back a week.

Okay, wait a second.

The 7th is a Thursday, so why don't we make the RFP let on the 12th, which is our regular meeting. That'd be fine. The same... Are we morning meeting next week? No, not evening meeting. So it's going to have to be the next day.

So let the 13th. Okay. And then move it, you shift it. So that's... It's one day less than a week. But everything will shoot, move up. Do you want me to send you the public websites that I've used to post the argument? Yeah, that'd be great.

Okay, so I'm fine with that. So now I'm hesitant to... in tangent with this get quotes for the restoration piece of this if we don't have determined who's going in there and what i i don't correct well that's an exercise of utility well it's an option well they get so quoted as an option doesn't mean we have to take that option well it's already on the rnp as an option we were talking about doing a separate art restoration For the offices and stuff like that? Yeah. We need to come to a determination of who's going where before we invest time and energy in that.

Well, I don't think it hurts getting a quote. Obviously, they'll find the energy to build the RMP. But I don't think that at Jess's point, a quarter of what? A third construction for offices.

So I had previously contracted three local providers. Contacted. And walkthroughs. I actually got one quote back for the restoration before all this happened. To remodel. To remodel. Okay. Including making the bathroom ABA accessible. Okay. so um if the board is okay with that i i would prefer um instead of doing an rfp now now this mold mitigation it's different because there's not mold restoration or mitigation companies here there's one um so i think issuing an rfp publicly for this is sound and the best choice but for the the remodel piece of it the restoration piece of it Previously, I contacted three local contractors that the county has used prior. They are local to walk through and get pricing from them. I can do that as well. I can share this information with them. I can get an update from them. I actually have received one quote back. It was far less than I anticipated. But I'm happy to pursue that and get pricing from them. But at the same time, I don't want to waste their time or mine. If we're not moving anybody in, we don't need to. If we're not planning on doing anything that short term, then just get it mitigated and use it for storage.

Okay. We're in agreement. It's futile.

well so unless we're moving veterans fairs there then you can work toward that i mean do we want to work towards that veterans fairs go out there if the bids come back reasonable and that will give them everything he wants

and i'd like to give him everything he wants if we can i'm not for that building it's not a good desirable building but well right now no but it's still not going to be we put a lot of money into a really old building it was just a garage well it was office spaces at that time for ems well but it was still

yeah you know and and i i would like to give veterans affairs everything they want if we are able to do that in a reasonable time frame and at a reasonable cost again that's not his preference I mean, I would like to give him what he wants, to give him the quiet and the, you know, if we can. He was open to that, if we could make it the way he and his veterans need. You know, he expressed to me some reasons why they prefer to not be in the courthouse, and he had a valid point on that. So, I don't know if I think it might be good to see how much it costs, and if it's a lot of money, then we can say, you know what, Patty, this is not something we can do right now.

Have a look at the conservation. He's not here. I think he's in Minnesota. We can have him look. He's never been out there, neither has John. And if they say absolute no, well, then we're done.

But he needs to look. But right now, I think we're at a point right now, because we've kicked the can so far down the road, regardless of what happens, he's going to have to move twice.

Unless he moves to the courthouse and stays there. Unless he moves to the courthouse and stays there. Diane, would you like to have that conversation with him since we've spoken today? Against the auditor's office. Talk with him about it. The election's office side. Well, the former public counter space for the auditor's office. The whole side aside from... The election's side.

So he gets... where Michaela used to sit and where Terry used to sit, those two offices, where Michelle used to sit and where Matt used to sit. And where is he putting Joan?

He's going to put Joan where Michaela sat, and then he'll have the front office where the windows are.

And he'll have my old office.

The door closing. And then the ball for his conference. He wants to move his conference table in there.

Right. And that can be shared, too, with if we end up putting – DHS on the other side, they could use that conference office if they had to.

What if DHS shared our office and we put, could we put Sean in the front half of the auditor's office?

Not private or big enough.

But could he go into the conference room, though, if he wanted a private conversation? And shut the door?

That's not my idea. I just know my conversations.

If you have the conference room in the middle for Thaddeus, they're not there that often, and they use that at night. So couldn't Sean have that as a private? I think he could. It used to be the auditor's office was a long time ago.

So how about this? We can continue conversations with Sean on that side. I'd like to resolve the Veterans Affairs side. So I think we need to move forward with RFP, so bring something for that remediation. I think there's validity in getting quotes and we don't necessarily have to do a full RFP. That is my preference, but, you know.

Are you going to leave Thaddeus up here in the auditor's office?

Or are you going to make him move? Well, I think we need to move forward on that. And I think at this point, though, I don't think we can, to give him all he wants, he's going to have to move twice.

And I don't think he wants to, I know he doesn't want to do that. So I'm not going to call him and say, Thaddeus, we moved to the auditor's office and then we're going to move you again. You can call him if you're going to make him move twice.

If that's acceptable to him, then he can stay there. If he wants to stay in the elections office, the old elections office, then that's fine. But then we'll have to make sure we have a transition plan in place so we meet the federal requirements.

I think it'd be smarter to put him there, DHS there, they could share. Maybe we could think about And then put Mitch, just do the minimal work in the old EMS building. Mitch could have that. That's a good point you made. It's close to everybody he works with. He's right out there with EMS. He's with the sheriff. That's who he works with. They can store all their stuff out there. Do minimal work out there because it's not a great pack for building. Make it so, and we could do that pretty cheap. It wouldn't have to be reconfigured and redesigned. No, it would not. Because it's just here. Correct. And we need to tear out the carpet and paint the walls, and that's minimal. Oh, yeah. And we wouldn't have to do it. Fix your ceiling. I'd like to raise the ceiling. We could tear out a ceiling. We just put it in the ceiling.

Well, that was one complaint that Adia's had, was the lower ceilings in there. I don't think Mitchell complained about those ceilings. Oh, stop.

Anyway, okay, so I think what we need to do is get something on the agenda next week for the remediation RFP. If you're okay with her seeking quotes, so that we have an idea of how to make that.

She doesn't really want to, do you? No, I'm okay with that. But I need to make sure we're all on the same page on what I'm getting quoted. Because that isn't what he was drawing up. That's a big deal. He's talking about adding a wall on that whole western side half and adding EMS on one side bathroom here. Is that what I'm quoting? I think the most cost effective that provides the needs that they have and what we're required to do. So that would be what I initially was getting quotes on from those contractors was remodeling the current office spaces as they are and making, changing and ensuring that bathroom is made ADA compliant. Which is changing the entrance into the bathroom, widening it.

It would require crossing the garage.

Well, if Mitch is in there, it won't matter. If Mitch is in there, it won't matter. We should probably still remodel that bathroom, though.

But Mitch, it won't matter. Mitch has to cross the garage. He won't care. So either way, it sounds like we can get quotes, and then the board can decide if we want to put Mitch in there or we want to put Veterans Affairs in there. I think we should move Veterans Affairs.

I think you are in our agreement. Put them in the auditors and leave them. Well, we're going to have to have a conversation with that.

I will have to see. I don't see what I can do. But if that's not an option, and there's potential for them to go there, then of course I'm going to need to get ADA... Restroom quotes.

You should be getting ADA with quotes regardless. That bathroom should be ADA compliant.

It's a public bathroom. No, it's not.

No, I'm sorry. But if it's going to be used by, it's going to be a public facility that has to be ADA compliant.

If emergency management is going in there, I don't see why it would need to be ADA compliant. Because Elderly Services has an ADA compliant restroom in their space that someone could use if needed. Now, you can't get from the warehouse up to elderly services, though. That doorway is not widened, and they cannot be widened.

So if we're going to be remodeling the bathroom anyway, why not make it ADA compliant? Or we just have to widen it more. Yeah, why not make it ADA compliant if we're remodeling it anyway?

Yeah. Okay. So if I'm hearing, I'm getting quotes from the... How I originally approached this is just remodeling the current office spaces and the current configuration, aside from knocking that wall out and those two tiny little areas, that temporary wall needs to go. So I'm getting quotes to remodel those spaces as far as finishing those spaces after the mitigation, remodeling the bathroom, making sure that there's 88, it's 88 . And then you might want to tell me.

I didn't mind now. You might want to touch base. I don't know what's up there. You might want to touch base with Mitch. Just get his ideas. Why not? That's what you're going to put him up there. And then I will reach out to Thaddeus to see if I can bend him to move up there, stay up there. You mean the courthouse? Yeah.

Yeah, I think we need to... That would be okay to have him there. We need to ensure that's the case.

And that he gets to stay if I convince him he can stay there? Is that how we're looking at it?

I'm okay with him staying there. I'm just going by what he originally indicated to me. And I want to try to accommodate that.

And the parking spaces would need to be moved at the courthouse and make sure that they're centralized for veterans and disabled parking right by the center. And we can do that. And that's... And they're...

And I see people use a ramp all the time.

So, yeah, I'll pursue restoration quotes as well, working directly with these local vendors that we have used before and the county has a relationship with. I'm going to get three. I've got three designated. I'll get this RFP updated to update the notes. I have, I'll work with Mitch on the clean out. Find out if we can get some racks possibly from, just one rack is probably all we need, from Secondary Roads. Otherwise I'll pursue looking at options to purchase a rack. I'll see what totes are gathered down in the basement.

The ones you saw, they're flat, Jess. They're those orange things. What they do is pop up. And you're like on the break room table now? Yeah, you probably didn't even notice them because they just pop up. and i don't know probably there's a bunch of i think there's coats in that middle office that has stuff in them unless the other offices have already taken them so i'm going to move this the the schedule that we had to find in the draft for the rfp i'm moving up for the the letting of 513 and then i'm going to stay and adjust the other days accordingly okay

513. Yeah, 513. 513. Yep. Yep. RFP. Got it. All right. And then I have, and then I'll set up, I'll define the site visit time, and I'm going to target an afternoon so that there's a direct elderly services on that, and then I'll manage that. And then I'll work on quotes from these three preferred providers.

And they've already, you've already been in there with them, right? So they're probably ready to jump real quick. Yeah. Okay.

Do you think you have anything, you can add something to the board next week on that?

For restoration? Remodeling. For the remodeling?

Yeah.

it's going to be more expensive that's going to be that's going to be pushing these contractors to okay and this is going to be getting to be very difficult and it's part of just so you ladies know um it's part of that there's this the stairway to go up to the attic it's all broken it needs to be reconfigured so it doesn't the stairway doesn't stick out into the aisle there is yeah it used to do that they took i don't know why why don't we they got hit they got up on those that pulled down Well, what we were talking about is having one that angles down as a platform and then angles down another way with removable rails so that if you wanted to haul something and store something up there, you could do so. It doesn't come out as far.

you can't put a pull down one i have pull down ones and you can all step up on we can look at it mine are just you just pull them down and the ladder comes with them and i have two of those that were and i can haul that big stuff up here we can look at that but i'm including that in the quote as well as the current the bathroom is not exhausted properly to the outside

that i've got that included as well okay so we'll address a few other things um aside from this finishing space okay so we're ready okay got it so on the meeting next week we can expect a revised rfp for the mitigation of mold only and subsequently then later we will do a remodel that will not be good well i'll see how quickly i can get some

get some of that. And then I'll also have a resolution for you for the RFP as well. All right.

If you're okay, we can move on to the next agenda item.

Yes, Diane, what time did you say you have a hard time? I have to be out here at noon because I have seat call. Okay.

It's 10 to 11.

All right.

So let's keep moving. Okay. So board policies for decorum. Yes. So you had sent us, we had talked about this at our last meeting, you had sent us ultimate phrasing regarding profanity. And now's the time for us to get feedback on that. Diane, did you have any thoughts on that?

Yeah, I think this is a really slippery slope. One county just lost a big lawsuit. I don't like profanity. I think it's unnecessary. But we live in a free society. And we need to be... We have to be careful how we respond to people too. When our voices are raised, that irritates people.

We have to be respectful also. So Jess, you had given us two options. So I'm wondering, Again, to Diane's point, it's regarding profanity. I don't want it to be used as a cudgel against someone if they're using an occasional word and the future board say, oh, you know, disruptive, you're out, use the S word. So I'm wondering if we should tie use of profanity, maybe say profanity in a threatening manner. So I'm wondering if we should, because the key here is a threatening and abusive language. So profanity doesn't necessarily rise to abusive or threatening. Can it be used in an abusive or threatening manner? Yes. But then you can use the threatening or abusive language. But who gets to be the word and thought police?

I mean, how do you...

It's not a word or thought police.

It is, too, because what you take is offensive.

I might not. It's not offensive. It's threatening. And some of the folks up there, I took as threatening. And just because you don't, Diane, because it's not directed at you, doesn't mean it's not threatening. You don't find it threatening because it's not directed at you. It's directed to me and Supervisor Hobbs. And is that maybe because of some of the reactions? It does not matter. You have no right to threaten. It does matter how you treat people. You cannot threaten people, Diane.

You can't do that. It's not right. So I agree. I don't want to be booting anybody because a swear word slips. I don't think that was the intention of this at all.

So you just leave it at threatening and abusive rather than just remove?

You could add excessive or directed or repeated. You could add some verbs if you want to.

See, the concern here is not the words themselves. The concern is, is it threatening or abusive? But it's not necessarily also threatening or abusive towards the board. We've had people that have commented negatively about public employees, too, in an abusive manner. And I want to encounter all of that. And I'm wondering if we eliminate the profanity, eliminate some of the slippery slope, and just focus on the purpose of why we need to maintain decorum, and we don't want threatening or abusive language in our meeting. Because that interrupts me it might be easier sometimes to say nothing always bringing up stuff and saying we're not going to give diane we were contacted by the attorney for the vanguard they requested an official rules of order to maintain decorum because the board has been threatened this is why we're doing this so or it's been threatened the board has been threatened It's on tape.

So do we want to just remove the word for fame? I think so.

I think that just opens the door to problems. I think we need to remove it and just keep threatening and abusive.

But you've got to be careful with that, too, because you have to be careful. It's all up your interpretation, right? It is. Because if I save you, I'm going to take a gun and I'm going to kill you. That's a threat. That is an absolute threat.

Well, I'm glad you and I agree on that. But no one has ever said that to us. I'm going to come and find you with knives and pitchforks?

That's not a threat? That was, it was said, it was, no, no.

Literally said, I'm going to come and find you with knives and pitchforks. It's on video and it's on audio recording.

Okay, so there's a rule. Nobody owns a pitchfork anymore. more yeah go ahead yes let's take okay to both of you then if we just remove the word profane under definition of disruption yes okay and then so in its in its form aside from that word abusive language we have to be very careful slippery slope again yeah because if we violate the first amendment we will be sued just like it's obvious well we haven't thus far let's be clear it's not but i don't want to be contrary to what our county attorney said we have not

Um, but we have the, see again, you have something to say. So a disruption includes loud or repeated interruptions. threatening or abusive language, refusal to follow the presiding officer's directives, or any behavior that substantially interferes with the board's ability to conduct a posted agenda. I'm fine with that. Would that be, Diane, removing the word profane and leaving everything else?

Because that's basically all we're doing.

Yeah.

With that particular, are you, does that remove all the word profane?

You can remove it because I'll probably go against it. I think we, I think we kind of pick fights by, like,

Okay, Diane, I restrain myself in defending myself from the massive defamation that happens repeatedly at that stand. I let it happen. I address it appropriately in my board report. I'm going to continue to do that, and I'm going to do more of it, as a matter of fact, because that's the appropriate time to do so. But if you have issue with this, please tell me what you would like changed, because I would like all of us to be on the same page with this. What else is, I think Jess, you're so angry.

that it appears so angry that it makes people so angry.

Yeah, my tolerance is wearing thin. You're right.

It makes people so, and then they want to react.

Diane, when you are continually slandered and libeled in public, it kind of gets to you. All right, this is fine. We remove profane. I'm for that. I'll remove profane. If people talked about you that way, I think we have an issue as well.

But Diane, you just said you're not going to vote for it anyway, and I'm trying to understand...

what if there are changes that are not that's fine but is there another change you would like i'm trying to be flexible it's fine we've had requests made from an attorney that we have a more specific rules of decorum i'm hoping this provides everything gives everyone on the same page on how to behave in a public meeting and we'll see how it goes okay so um so i'll have a resolution ready and i'll have this updated form i'll remove the word for pain okay Thank you for that. I'm glad we are all on the same page for that. Okay, so the next one is job description for, we move the handbook to the end. Job description for remaining position of buildings and grounds. I sent you ladies what Jeff at Allers had assisted with, and I apologize for, I sent it last night. I literally got it last night, so I apologize for weakness on that. I like this format a lot better.

We can go pretty fast on this. Front page, right in the middle. This is an exempt primary coordination focused role, not a custodial maintenance or technical IT. That needs to be changed because they do have to do some custodial things. They have to move equipment. They have to devise.

That would be under manual or hands-on tasks or incidental, generally less than 20% and not central to the role.

That's in the last paragraph. I know, but the not custodial, I would take that out because it is somewhat. We can't because it's an exempt position.

Okay. So, and Jeff made that very clear. So other, and again, the, and I think I mentioned this at our last meeting, having a specific list of duties is separate as part of whenever they're hired, they know exactly what their job duties are. A job description is supposed to be more general, not a list of tasks. So all those tasks can be encompassed in here. and because what I did is I sent Jeff what Michelle gave us and then what I would like and then he gave his legal opinion and we kind of moved it all together that's what this came up with this is not completely what I would like this was his recommendation so so just a few grammatical things under building page two building systems maintenance and coordination

Please change the word to preventive. Take out that T in the middle, just to be consistent throughout. Preventive. And the first sentence under building systems maintenance and coordination on page two.

So document prevention.

And document preventive maintenance.

Oh, actually the word should be preventative.

Yeah. No, it's preventive maintenance. This is my former industry, and it says preventive further down. It says preventive. You know what, if you want to use preventative, I don't care. It's just a grammar change you're requesting? Yes, that's it. And then the one, two, third bullet says preventive. So just pick one, whatever you guys want to do. I don't care which one you want. That's just a housekeeping thing. Yes, so then... just another group just a grammatical thing uh last paragraph budget and operational support prepare annual budget um and remove the preparation at the very bottom very bottom of page two okay budget and operational support category okay just remove that second preparation word it's just prepare annual budget for the department um And then page three, under reporting. Oh wait, is that the same page? Yes. Page three. Under reporting. Under reporting. It's support documentation for audits and compliance with contracts, scope of work instead of two.

With contracts.

Yeah.

How about compliance concerning contracts?

Compliance concerning contracts. Well, the compliance with contracts. You want to make sure you're compliant with. I put two. And she's asking to change the. I don't care. Change it to with. I don't care. Okay.

So I like the requirements. I think three to five years is the minimum we would hope for somebody with experience. With more than that? Uh-huh. I don't know that an associate's degree in facilities management, business, or related field is necessary. I mean, to me, I value experience. Do you want to say more comparable experience? Or no? I'd be okay with that. Diane? associate's degree i don't think it should be required to have an associate's degree and and also there's facility management accreditations and other things that they can get it's going to be a lot more valuable and applicable than how about associate's grade certification and or comparable experience in facilities management business that kind of covers everything yeah i think i agree with jasmine i think comparable experience is probably more important in some degree

I do. I agree with that. So you want to just strike that whole bullet? Or you want to just change it or comparable experience? I would strike that. Strike it? I would strike that first bullet. Who's the thief? Okay. Okay.

So... I also like the preferred category, other boiler certification, other related building system certification. It's definitely preferred.

Where are your preferred?

She's looking at the last bullet point.

Boiler certification, other related building. Well, they have to meet those.

Well, not necessarily. They could have been working in this field for 20 plus years. They may not have the certifications, formal certifications, but they may have a ton of experience. So you want to put boiler...

Well, no, she was just saying she likes that bullet. Oh, she likes it. Yeah. And I put it on her preferred rather than a requirement because it'd be great if they have it, but if they have the experience and not the certification, I would like to... And they can get their certification up, you know, with others.

What's, right above that, a valid unencumbered, how far are you going to go? He had a speeding ticket 10 years ago.

I mean, how far is that going to go? Well, unencumbered means you have a valid driver's license. That's all we're asking. Got it. All right.

But you can drive, and you're not restricted to, like, got it, you know? So... Now, this individual will be driving county vehicles. Right.

So will they require a driving record check? Well, that's what my question was. How far do you want to... I mean, if they don't have anything wrong... Well, if they have a suspended license, they can't be counted. Well, of course not. They probably wouldn't apply for it. So we would probably have to check on them. That would probably be part of the... Let's say they don't have anything, but they're on SR-22. Are you going to hire them? But they haven't had a ticket for a long time. How far do you want to... Because they're driving county vehicles.

Well, this means it's current. So they're currently... I know, but you said current, so I'm not quite sure what you mean.

You can have nothing for a while, but still, if they pull it up and you're on SR-22, but you haven't had a violation for a long time, that's still a little risky business. So I don't know how far you're going to...

I just ask... Well, if they're allowed to drive and they don't have issues... They're still allowed to drive.

So I guess I'm not understanding. Oh, sorry. No, you don't understand. Okay.

do you want a valid driver's license but we we're going to have to check this because they're driving county vehicles well i think we do the same we would have to do this um kelly we do the same thing when we hire for secondary roads right we check their yes because they are pretty they're very restricted it's just that i mean uh driving records excuse me aren't checked for like courthouse employees yes so but if they're going to be using a county vehicle we don't try it we don't check their driver's license we need to do a background check I think we need to make a change of policy then if we're going to be driving a county vehicle, we need to make sure. That's on my hand list. Okay, so we'll probably be changing that policy.

Yeah, but for this position, I think absolutely, I think, number one, I think there should be a background check for this because they're insensitive spouses. All employees have background checks.

all voting machines absolutely a valid driver's license but i i think a driving record check would be warranted i'm okay with that oh that's why i'm asking what how much do you want to go i think the driving because you're holding around sensitive things and you're okay so we got that paper that one but that's that's not part of the job description that's something we just do as part of the

higher process. Yeah, and a valid unencumbered driver's license covers that for these purposes. Right. The details are going to further be discussed regarding the handbook and those policies, right? Correct. But we don't have that a driving record would be checked here.

Do we need to add that? Well, valid unencumbered, but she does a background check, have her check all of that. It's the job description.

She's talking about the job description. Should we add And you're asking we should add a driving record will be checked on here? I wonder. I mean, how do we refine that, though? I mean, if you get a speeding ticket six months ago.

I'm just kind of thinking it through. I don't know that you have to put that in the job description.

Don't put it in.

I mean, to me it would be an assumption. But you don't want to do that either.

But don't put it in. Don't put it in there. Just don't put it in.

uh i can check with jazz yeah i want to get yeah that's just just a specific here's your specific example right and how do we navigate that and and then and what will come up in our handbook discussion is that okay if people who are driving county vehicles are we doing an annual driving record check just to check and balance do we need to i mean

I think what we probably should do is that something we should discuss in the handbook is doing anyone who drives a county vehicle, we do an annual check of their driving record. Okay.

So, all right. I think this is great. And this is a, you know, more simplified, more general, which is appropriate for this. And to the point earlier, you know, we can, the more job specifics, that's kind of a separate thing, right? And to make sure that we have those tasks covered.

And since it is exempt, there's no overtime. And the position would be a similar position as Brady and Ryan and Mike, in which case this position would report to the supervisors. Because it's an exempt position. So that's how I put it in here. And we'll be talking about compensation time and all that other for salaried employees as we get to the handout. So anything else on here?

No, I'm okay with this. Michelle, is there anything that you see that's not included in this latest version? I do not. But reporting directly to the Board of Supervisors, we're here so rarely.

Well, Brady reports to us, Mike reports to us, Ryan reports to us. The only reason we moved it to Michelle is because the current position

requires overtime approval so and this is being exempt there's no overtime so they're a manager they can manage themselves and that would be my only feedback was i i think that they should continue to report to the auditor but i think i'm i'm nothing i'm ready i mean it's to your discretion but that's just my opinion because the day-to-day um right it is i think it's i mean the person

be would work with you obviously just like you know you know brady works with other departments ryan works with other departments mike works for better departments but it would like all those three they roll up to us all right we could be their supervisors their managers she could be their direct day-to-day contact Well, she would be the direct day-to-day contact because she's a department head, just like all our department heads work together. So I don't think there's a...

But there's a closer collaboration with the auditor than there is the other department heads. I agree to that point. But we kind of have the building split up amongst us and define who's responsible overseeing for each building. So then that would be, okay, there's a problem at...

This person would have to, you know, just hypothetically, public health. If there's a problem in public health, this person would come to me since I'm the person of public health saying, what should I do? If it's a problem with the courthouse, they'd come to you and Michelle because they're the ones who do the courthouse. So, you know, emergency management, it'd be you. So I think that's a good point.

Do you want to say then...

It would still be the Board of Supervisors, and then we would just, whoever is in this position, we would, as a board, I shouldn't say we, the board would direct, this is the person you talk to when there's a building issue with the MS building, this is the person you talk to if there's an issue with the courthouse. But the reporting structure would still be the Board of Supervisors, just like the other three... Okay, so what I have down for, and I'll make the changes requested, there's two housekeeping items on page two. The preventative and the prepare were redundant. Page three changed two to with for contracts. Page three, strike the first bullet under minimum requirements. And then page four, there was a question about the driver's license, but we don't know if we want to really put that in here. So Kelly, you were to talk to Jeff. I don't think we need it to be in here. I think it just needs to be part of our policy, but I agree with that. So I guess you don't need to talk to him. But we do need to talk to him about it. I didn't want to interrupt. We do need to talk about having it in a handful. Yes. But I don't think, I think it sounds like we have consensus that we don't need it to be in the job description. So I will strike that. Well, but they have to have valid driver's license. That's still in there, the valid, but not encumbered. It's the report, checking the report.

So you're striking, I'm confused, you're leading this in.

We're leading it in.

Yeah, okay. Okay, so where do you feel that transportation of

Elections equipment falls into here. I guess that's what you're saying. Let's just get that straight. I mean, sure it is, but I can't go back to my office if I do not get that clarified.

I thought I saw it, but maybe it might have been something that Jeff wanted more generalized.

And that's fine, just where is that?

There's a facility of preparation and cleanup for elections. I just did a search. Hold on, let me find it. Okay, it's under public use and seasonal support tasks. Bullet number one, assist with facility preparation and cleanup for elections, events, and other county operations. Perfect, thank you. That is covered. So that is on page, what page am I on? Is it three? Three. It's under, yeah, public use and seasonal support tasks. Ah, I see. Yep. It's covered. Sorry, there are several iterations I went through with Jeff, so yeah.

Okay, all right, so that's in there. Okay, so it sounds like there's just minimal changes, so I will get those minimal changes corrected and get an updated thing out for you guys for us to approve by resolution next week.

And then post it immediately following that, so next Wednesday it would be posted.

Well, no, because our meeting's in the evening and it's too late for the post and the paper by then.

Facilities and Operations Management.

Oh, are you guys okay with the title? Facilities and Operations Management? Yes. I know you wanted building, but I think facility sounds a little bit more...

It does, but you say facility manager and you're going to be... You know why? People are going to assume you're at a lot higher pay scale than us. You're right. Change it to building. She's right. Building and operations. Okay. Yeah. A facility manager, you know, there's professional accreditations for that. Yeah. Then those are high. They can validate a hundred grand plus. So yeah, I like building and operations. Okay. Yeah. All right.

I will change that.

Okay. Can we use the group manager? Do we have to use. We can use the integer according to John.

There is something according to the I always understood that you use the word manager if they're actually managing people. This person wouldn't be managing people, but they are managing vendors. And yes, so that's where you get the word manager.

So that's where, to me, that's where I reconciled it in my mind that yeah, it's appropriate. You don't have to manage people. What makes it exempt is, I mean, this is an administrative exemption because there's three different ones. I have to look at it and know how we can keep it exempt. So administration can include the management of vendors. Okay. Okay. So, I will change that title and add that to my list to update. Our meeting next week, Jess, is an evening on the 12th and that's too late to get into the paper. So, it would be in the paper the following week. The following week. We can still post to the website. It just won't be. Yeah, that's what I was. Yeah.

Yeah, we can still post. It can be posted to the website Wednesday for that matter and then the paper would be the following Wednesday. Correct. Okay. Does that Does that work for you? Absolutely does. We'll make a note of that.

Okay. So if we are good with that, the next one is the authorized representative for directed services with solutions. This was a request that came from, as you folks are aware, from the solutions attorney. And the requested amendment to the solutions contract was to designate an authorized representative for requests. If you guys have read through that, you can see it's not just for Open records, there's a lot of other stuff on there that they wanted. It looks like they've been asked to do quite a few tasks that are normally outside their normal business. So they wanted a designated person. I've been working with Michael back and forth. I think we have a final draft. We're just kind of waiting for both parties to agree. So this here is my recommendation was not to put a title and a name. because people change. So what I recommended, and I asked Michael and he concurred, is to use a title on here. And so he was in agreement. The solutions attorney was okay with that. But the one thing they did request, and this is the language that Michael's working on, is to make sure that any changes to that are approved by the board and then if there is a and it's done by resolution and then we have to run it through to with them and make a change and that kind of stuff so all that kind of language is worked out and then I'm hoping to have a final draft today and I can get that to you guys but right now the decision is who do we want as that title for to run into solutions on that and for clarification this is the IT side this is the IT side yes well I guess if I get an open records request I want to be able to work directly with solutions there may be reason and there has been in the past not to funnel it through other county employees okay um so you're saying handle it yourself so what i'm hearing is is you want any board member to be authorized to be the authorized representative yes to be able to contact solutions directly or any department can no no that's not unless that's what you're saying no okay so you're saying that any board member to make a request because if you've read through all the requests all the different things that it's not based their wrong list they've had different things that they've been requesting and i think they just kind of had it up to here with all the peppering and they want a single i think they're i mean i can go back to them with that but the sense i got from their attorney was they want a single funnel

I think that's applicable in most cases. I'm saying there's going to be, I want some wiggle room if there's a special circumstance and a special sensitive matter that I want that option to work directly. I think the majority, 99%, probably can all go through the single point of contact. But I would hope that they would understand there might be matters that are sensitive in nature that may not be appropriate to go through the same way of contact.

What about if it's a sensitive in nature that the board designates a temporary contact in that situation? It's so complicated. I know. I'm just throwing it out there. I'm just throwing it out there.

If it's really sensitive in nature, it would probably have to go through HR or the attorney if it's real sensitive.

I mean, I can go back to them and say they want any board member.

Maybe you can ask, express Hobbs' concern and say, you know, what would you recommend and see if they have a suggestion for that. Again, I think the overwhelming majority, the single point of contact, it's going to be appropriate for that to happen. But I've had a few cases where I'm not turning it over to anybody. I'm working directly with solutions because it's a very sensitive matter.

okay um what they did tell me is that since it's a contract with the board the board is the one that makes this determination so um um i can take that back to them and see if maybe so well if i guess it's if the the single point of contact is the board chair then And then with a future board, it would fall to that chair. So keep in mind. So I think, since the board is in charge of the contract, I think it's appropriate that it be a board member. I don't know if it'd be, you know, it might get complicated to have three people doing it. But again, it's a board decision.

If the community... here's what i'll say if the single point of contact is the board chair i'm okay with that if the single point point of contact that we land on is someone else within the county i'm saying i want a clause i want an option i want an opt-out if there's some reason why i want to work directly with solutions and go around that person if the chair is handling it all i mean that should all be funneled through and sensitive matters are handled

So here's the thing, is what I don't want is the chair to be the management of all this. Because it could get very, I'm speaking from experience, it could get very labor intensive. What we talked about last week is they're the funnel, they get the request, they send the ticket to solutions, they get the response, they forward it to the person that is originally requesting it. Done. Is that okay? Yes. Is that okay? Say it again. I have to chew on it. So, say someone submits an open records request to you. Okay. You would send it to the chair. The chair would submit the ticket to Solutions. Solutions would respond to the chair. The chair would send it to you. They would respond to you. You would be the custodian then to manage all that. That's just the instance of open records. If you looked at the Contract Amendment requesting, there's a heck of a lot more information that they've been required to produce. Much more labor stuff. There's a lot more things in there. Based on their list, it sounds to me that they've been required and requested to do.

So I thought the auditor was the custodian of records.

The custodian of records, but your emails, for instance, she's not the custodian of those. So I would hope that the person that gets the open records request knows who the proper custodian is and sends it accordingly. So like if you get an open records request for... I don't know, max emails, okay, former employees' emails. You would send it to me, I would send it to you, you would send it to her to manage.

Can I ask why you would even need to go to solutions or something like that?

Just give me a chance.

You would have to see it in your own emails.

She was talking about another employee's emails. I wouldn't have access to those. Yes. So say a member of the public went to her for that. So you have access to max emails. To your employees' emails. Yes, yes.

Right. The reason why, and I think I explained it in the last meeting, the reason why I've been submitting tickets to solutions is I want to make sure everything's captured, if it's deleted email, if it's stuck in a sent thing, something, I want to make sure we capture everything so we can't be accused of violating open records. That's just an example. The list on the amendment that you requested was a lot more than that. And I don't think I have. Do I have that? I don't think they included you on that. They just included the board. I really can't weigh in. So anyway, so that's just for that. Obviously, the other things on the list that they listed is well beyond that. That would just be an example for that. Because I don't want to be managing And speaking as a chair, I do not want to be managing anybody's open records request.

No. I think that over 99.9% of the requests could go through this. I agree.

I have a database and a log. If I know about the request, it's there. It's how it was satisfied, what I did with it.

So in the case of an open records request, what I probably do is... Say you got a request, you said to me, I said to Solutions, I would probably send it back to you and her. Copy both.

But there are times she doesn't want it.

The overwhelming majority of my records requests, I just do myself because they're regarding my communications. So I just send them. But if I can just send them off to Michelle, and if there's something Solutions related, I'm willing to do that. I just want... to know I have an option if there's a special circumstance.

So I think that I'm okay if you guys, I mean, speaking as chair, and I don't want to speak for the future chair, but I assume the future chair would not want to No. So I think, because all I want to do is submit the ticket, get the ticket to be the funnel that the solution has requested, be the funnel, and then basically push the response off onto whoever it is. You want to be the one contact person. For the... Well, I don't want to be managing everything because open records, I don't know if you've done it, Diane, it is a pain in the butt.

I know, but you want everything to come to you and then you'll funnel it out.

Well, she requested to come to the chair, otherwise she wants it. No, I wouldn't want to do it. No, I don't agree with her. I think it needs to stay with the board member since the contract is with the board. So you want it to be you? I'm not saying I want it to be me. I'm not going to do that. But if it is me, I just want to be the funnel. I don't want to be managing all the stuff. And I'm okay with that, and I'm hoping the future chair will be okay with that. But we need to provide solutions. Because right now, what... I think the reason why we're getting this amendment is because they've been inundated by requests from various different parties and some of the behavior has been inappropriate by some of those parties.

Would this give you access to their emails?

No. I'm just submitting the ticket. So yeah, so I can go back to them with that, and I can say it'd be any board member, if they're okay with that, because that sounds like that's your ideal request.

I'm fine funneling it all through the auditor, but there's special circumstances I was talking about. There are records requests specific to the board, unrelated,

So let me go back to them and see if they're okay with having the board. And if not, then a single point. So are you okay with it being the chair? Do they want a single point?

No, I think because you can't release any kind of information or court systems, or probably HR, this has nothing to do with that.

This just, let's... Diane, I'm not the one that caused this, okay? I'm not the one that triggered this. Okay? There's some issues going on that the board is not aware of that solution now needs a single point of contact. So, you know, and some of the behavior by some, one particular person, I think is what's triggered it. So I will go back with that request. Okay, so I will go back with that request. I am okay being in the funnel. I personally think it should be the whole board can go to them since it's our contract. So if a board member feels there's an issue, They should be free as an equal board member to go directly to Solutions. But I'll see if they're okay with that. I think that would alleviate your issue. And that would protect the authority of all the board members. Because we're all equal. Just because I'm the chair doesn't mean we're all equal. I want to make sure we protect each individual authority.

Basically, we're a clearinghouse, then. Correct. The board's a clearinghouse. The board needs to be directed to the appropriate. Correct. The board services the clearinghouse.

OK. I will go to them and see if they're OK with that. And I'll run it by Michael, too, to make sure he's OK with that. OK. The next one is the county contract signing policy. I sent you the sample resolution for that. This has been reviewed by the board council. So I just didn't know what you guys think about that. I think it looks good. I think it's clear. It makes it clear what Our authority is it will hopefully prevent any violations of IO code going forward. And. obviously if employees choose to violate the resolution and iowa code we'll have to we'll have to visit that down the road but hopefully everyone is on the same page going forward on this yeah the only thing i thought about is so what are the consequences if they violate this you'll have to say what the consequences are that's an hr thing it's an hr it's an hr thing that might be something to consider on the handbook discussion you know just right um Obviously, if it's an elected official, there's nothing we can do other than notify the vendor that this was signed without our authority. But if it's in their budget, they can do that.

So I guess, did you remove the apportionment within one year and things that are included in your budget?

Yeah, all contracts have to come to us under this form, all of them.

It's supposed to go to the county attorney first, all of the contracts.

or or or or designated if we designate somebody else so does that mean then you're not an attorney let's just say an auditor's specific contract um you you will not let us have the attorney review it you're going to send it to your board attorney well i want to be clear if the board determines to run it by them according to this here it would go to the county attorney or

the board directs legal review otherwise yes if we direct a different legal review then we can direct a different either way it's legal review either way so if if this board or a future board decides accounting and will approve it with the county attorney's blessing or if we decide this board or future board decides we're going to go through a different legal review like say for instance in matters of employment i would like hours and community not necessarily the county attorney. Or a union contract, I want Allie as an attorney to review it, not our county attorney. So it would be something that we still have power over. It doesn't necessarily mean it goes to the county attorney. But that gives us, it protects the authority of the board here. So yeah, so all contracts, to your point, Diane, all contracts would have to come to the board for signature approval.

I have a question. I was a little concerned about just like the investments and that sort of thing. There is an item of code, 12C. It makes the treasurer the investment officer and specifies that what we can and can't invest in and for how long. There's not a lot of things that... that i have that are more than 12 months that's what they're saying but um i just want to say that the you know so there's a bullet under exclusions i believe that's addressed i know but i'm just saying that making sure that you guys are being in compliance with the item of vote contract because that so you're asking us you need the authority if you have to change something or invest it to do it right yeah that you don't because you can't wait for us you have to get it done right because in that policy it's i i kind of sent it out because i was a little concerned about the wording in the investments what part are you talking about So there is an exception to where additional categories approved by resolution by the Madison County Board of Supervisors So we can certainly do a resolution to clarify that for you

But I believe that there's already a resolution that gives you that power. We have to do that every year. So I think that would be covered, but you can double check that out for me, Kylie.

This is getting kind of micromanaging. She has to do her job, and if the sheriff has to re-up those radio contracts, that's in his budget. He has to do that.

And if we approve it, then that's not a problem.

But that's part of the thing, though.

And I understand what... Do you understand why we're doing this?

No. I completely understand it. I completely understand it and don't think that I don't. I mean, hello, why wouldn't I understand this? You more than anybody. Thank you. Thank you. I know that. So I kind of can't believe that you just asked that. But in a way, it's one of those moments of the same time. So are you opposed to having a resolution board? Yes. Yes. Why?

She has to do her job.

Because in a way, because there are people that are actually doing their job. Understood. And that I wish that you would trust. Yes. And when you're not.

Kylie, this last year and a half, She's not the same person. Let me finish, please. This last year and a half, we as a county have been subjected to a lot of stuff. And I want to make sure that the public knows that the board is providing proper oversight as necessary. There are a lot of things that we have to renew every year on other things in all departments. We do it for secondary roads, we do it for your office, we do it for the daughter's office. We do all kinds of things where every year we have an annual resolution to review. Right, but secondary roads can do what they want because that's in this. Because they already have federal aid swaps, state aid swaps, that's existing. but we also do resolutions every year every year for that for them too we have to do that every year just ask mike he puts it before us every single year so he has that authority so we can do that every single year to make sure that you have that authority as well so we can just add that as an additional level of oversight that we're we're tasked on iowa code to provide So we're not telling you you're not doing your job. It's not a matter of distrust. It's a matter of oversight because a lot of things have happened this last year and a half. The board was completely unaware of that cost the county money. So I don't want that to continue. And this is a way to show the public that we are doing what we're supposed to be doing. We're asking our department heads to submit things to us. So we're aware of what's being spent. that it's proper funding and that kind of thing. So we do things with you already by resolution every year, and we can do the same thing. I mean, it's a bullet point right on here. Any additional categories approved by resolution of Madison County Board of Supervisors. So if you have things that you have to approve every year, you have to do every year, just put it before us.

I don't see the issue. Could we put in there any expenses approved by budget Could you put that in there?

We still need to have the contract with that.

Well, I think we agree with that.

Right, but I would like the board to see it. Because we're going to be signing it. Because signatory under Iowa code is with us. So what I don't want is us to not be aware of this. We need to make sure that the board is aware of things that's being committed to because we can ask questions then. So just the example of we make a purchase, say it's covered by a grant. We get obligates us every year for a license renewal or something like that. The board needs to know that that's going to be on future budgets. If we don't see the contract in the beginning, we don't know to ask those questions.

How about the duplicate mail machine? Yeah, that's another example. If that had come before the board, it could have potentially been caught. Correct. And not duplicated, and we ended up in, what, a five-year contract before that deal?

Yes. And the same thing with the cameras. Had we been aware of that, we would ask the question, well, I would ask the question, had we looked at the servers, had we validated the servers can handle these additional cameras, and Now we're obligated to upgrade the server that we weren't planning on, had we not had those cameras. I'm not saying the cameras are not a good ad. I'm not saying that at all. I think it was a good decision. However, we could have put the whole thing out to bid. We could have done it more strategically, rather than catching up and behind the ball right now. So this is why I want things to come before the board, so we're at least have some kind of knowledge of what's going on in the county. Since we're going to be held accountable for that, no other department heads can be held accountable.

I understood from legal counsel from last year that it was required, contracts were required to come to the board. Correct. They are required to come to the board. So that's not negotiable then. Kylie wants some reassurance that she's not going to be impeded. Let's address that. But in general, contracts need to come before the board. Can we all agree on that? I think we learned last year and a half that that was what we're supposed to be doing. Are there certain investments or things like if you have a CD that expires or something, there's a timeliness to it.

Yeah, I haven't gotten into that. Like, I don't have anything that is over a year, but that's just something that when I saw that, and I was like, oh. And it just kind of sent up a red flag in my mind, and then I sent it out to four other treasurers and was like, hey, what do you guys think about this? Is this something that I should be... you know bringing to attention or maybe having it like worded a little differently or you know what do you guys think on this and they're like yeah you know i i wonder about this too and then someone brought to my attention that um that i will code and said that to me and so i was like oh yeah i want to make sure i'm saying it to you guys so that there's no breaking up the i will code as well i think we can resolve any concerns if we just do a manual

resolution for the department heads just like we do for secondary roads of ongoing authority where we're delegating authority to you um because i i i think mike still brings stuff before us to sign at least i've signed a lot of this stuff um but i think if we we get a process into where we're just doing this annually so the board knows exactly what's going on in the county I think we can alleviate those concerns because there is an exception in this proposed resolution. So what I would, if you would, if you would kind of think about what you need to do on that and then maybe put a resolution together, because then we can get that done right away.

So, Connie, I'm on a board that we have to have millions, we have millions of dollars for post-closure and open closure, millions of dollars. She constantly has to reinvest that. And the board reviews them. We ask that we get the highest interest we can. We search around for it. And then we trust her when it's due to do it. Okay, is that, that's what you're wanting? I mean, because we can't hype them.

Yeah, I hope that's what you guys are asking me because that's what I do. Yes, fine, yeah. I understand. So if she can give us a list of all the stuff that we need to delegate to her, just like Mike does, I don't have an issue with that.

Just to define it, so you don't have to worry about getting in at a supervisor meeting.

Because the fact that the last CD was not reinvested, that was a surprise to us. We didn't even know that was a thing. So I think it would also help the board and future boards be educated on everything that the department heads do. so we could so say for instance something's this one hey we haven't gotten that renewal for that cd in a while where is that we could have asked that question so it kind of helps us all work together yeah so but i appreciate you bringing that up it's a valid i was hoping the exception on there on the on the resolution would address that so we can certainly talk about that more if you want um okay other than that what do you guys What are your thoughts on that? I think it's good. Just tighten that part down and we'll be sure. Okay. So what I'll do is I'll put that on the agenda for next week. Okay. So on the agendas for next week so far is the RNP, the job description, and then the contract renewal. Is that a meeting decorum? A meeting decorum. So there's going to be four so far.

And Jess, I created a resolution covering your RFP.

Is that okay?

Yeah, let me look at it one more time. First pass, yeah, I thought that would be great. So I just, I want to review it. I just want to kind of focus.

Well, it just really says CB attached, so it's not too much.

Yeah, it's pretty sure. I don't know what else I would do with it. Yeah, I like short resumes. I think you'll be fine. I just, I haven't looked at it since last week, so.

Okay, so there's four coming from SPB. Yes.

Okay, so that leaves us to handbook resumes.

So actually of about six minutes.

That's why I put this at the end because I feel like it's going to be long.

We're going to need it. I think we need just a special meeting just for the handbook. It's going to be lengthy. We need to walk through the whole thing. I think it's too much to pack it into a regular board meeting. And I know we have this under hearing. We need to get scheduled. So maybe we can get those two items handbook rescheduled. Hearing is scheduled. Well, the public hearing is for the ordinances.

That's completely separate. Yeah. So just pick the date for your special handbook date. But if it can be on the same day, I mean, it's... get this back and forth.

It's a ministerial matter and clearly it's cumbersome to try to do this via email. So we're all sitting in the same room.

Well, keep in mind though, we scheduled the date and we didn't realize it was a conflict. All right, come on. Let's just move on. What I'd like to do is get the meeting scheduled.

I've got the calendar right in front of me, guys.

Okay, good. So we have our regular meeting on the 12th. Do we want to have this as a hand... the handbook on that day, or do you want to push it? Let's go with the handbook. I don't care. Just say.

Can there be a six o'clock meeting? We could do like we've done in the past. We could do like a three o'clock with a break for dinner or four o'clock with a break for dinner. So go three and four.

Or we can do a completely different day.

Two, depending on everybody's schedules. There's a safety steering meeting at 1 p.m. that day. that sometimes runs longer okay so three would be the latest we could start but then you know we're kind of packing it in there um i what about the morning of the 12th i agree that would work good for our new board work And then, you know, I just have a hard stop at one, but that gives us a little bit of cushion and wiggle room there.

So let's do like 9.30 on the 12th? Yeah.

Or just keep it stable? Yeah. Okay. So that's the handbook session, right? Does that work for Kelly, Rochelle? Does that work for you? Absolutely.

And I don't have anything booked for the conference room at that point on the 12th.

Okay. So now how do we want to schedule for the public hearing on the ordinance? Well, we have to do that one so she can post. Start, yeah, with the deadline. Well, I wanted to check the meeting, the room available. I don't want to have it double booked again. So when do we want to do that on?

Well, okay, let's be clear. It has to be after the 20th? To hit the posting dial, or the 21st? What's the earliest we could schedule that, I guess?

Well, we originally had 19, so we need to push it.

Push it a day?

Or do you want to do it on the 26th, which is a morning meeting?

Okay. That's a day after the morning.

That's very agreeable to me, because, again, to... And consolidate it with a normal, because it shouldn't... Let's pick Tuesday the 26th. What time?

No, it's actually, guys, I believe it's going to be the 25th is the Tuesday.

And that's the 4th. No, May 26th. Oh. The 25th is a memorial weekend. Sorry.

I went two more months out.

So just included... with our regular meeting on the 26th for the public here and for batters origin and data centers i'm okay with that yeah i just didn't want it i just didn't want to run an off day since this ordinance changed i wanted to where so our regular meetings at 09 30 so we'll do this

We just do it within the meeting.

We'll do it in the meeting. So it's going to be May 26, 0930, regular meeting. I like it. Looks good. Okay.

So Tuesday the 12th at 930, handbook work session. And then Tuesday, May 26, public hearing for the ordinance. That sounds great.

Okay. Are we good? Okay. So did you move to?

I'll second that. Any further discussion?

Can I please get a signature on this?

Yes. All in favor, please vote aye. Aye. We are adjourned. Thank you.

Sorry, I have to run.