Board of Supervisors - Regular Meeting

call this meeting to order. Can I have a roll call please? Supervisor Stanfield. Here. Supervisor Fitch. Here. Supervisor Hopps.

Here. Alright, we're all here. Review the agenda. Any amendments to the agenda or disclosure of conflict of interest? No. No. Otherwise, I will move that we approve the agenda. So, we want to pray. Oh, go ahead. We'll finish that. Okay. Okay, so I'll go ahead and entertain a motion to approve. I'll second. Any discussion? All in favor, please vote aye. Aye. All right, who's up for prayer? Is that you, Joan? There is me. All right, thank you.

Thank you, everyone, for coming, and it is an honor to pray. Father, we come before you today with thankful hearts for all that you have done in our lives. We thank you for a family Friends and those who are willing to serve others through giving up their time to help others Thank you for our country that was founded 250 years ago on biblical principles by those who laid down their life to follow your word and establish our country for life liberty and the pursuit of happiness and May all those in authority today continue to acknowledge you and seek what is important to you so that your blessings will continue in our country. Thank you for all those who are willing to take time to serve others in our government at all levels. Today, we pray especially for those in our county who make decisions for us. May you give them wisdom and revelation knowledge. to do what is right in your eyes. So today we pray specifically for our county supervisors, Supervisor Stenzel, Supervisor Fitch, and Supervisor Hobbs. May they work together to be faithful to serve you as they make decisions for all those living in our county. I also lift up all others who take the time and effort to serve others in our county. All the elected officials, law enforcement, emergency management, and our fire department, and those who are willing to volunteer to serve on our local boards. I pray for protection for them all and blessings for each one. Amen.

That brings us to the consent agenda. Any questions on the consent agenda? Otherwise, I'll entertain a motion to approve the actual agenda. Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. Okay, that brings us to the department head reports. Mike.

It is. It is. I mean, yes, there's nobody in the waiting room. And they can't get in.

Do you want to, gosh, I'm so sorry. Do you want to pause for a moment? I don't know. Are they got the right meeting or is nobody sitting here waiting?

I'm pretty sure I'm muted. Let me try again. Do they have the right participation?

No longer needed. Is that it?

Is anybody in there?

Maybe check and see if they can hear it now.

If someone's on the phone, can you please say, yes, you can hear us? Unmute. Unmute. Hit star six and unmute yourself and say, yes, you can hear us.

We can hear you.

Thank you very much.

Thanks, Vicki. I hope that helps, Vicki. Let me know if it doesn't. You're good. Okay. Thanks.

Okay. Good evening. My name is Mike Hackett. I'm the Mass. and County Road Secondary Engineer. I'll make it brief tonight. I've got a few things to kind of highlight. All the items that you see on more agenda items are standard items. Resolution, Secretary Rhodes' Resolutions A, B, C, and D are all work agreements for future pipe projects that are coming. Secretary Rhodes' Resolution E is another inspection on the closure of Bevington Park Bridge, which I had last time, but they had to come back and do it again. Got a little more information on that. I'll get into that in a second. And the very last one left is also a temporary road closure for reshaping on Badger Creek Road, which is ongoing as we speak.

Is pipe replacement a culvert?

Culvert, yes. Okay. Real quick, Rustic Avenue is starting to get finished up. We hope to have the road opened. That's a Middle Lake bridge project that's been going on this summer. Hopefully in the next two weeks. That is weather depending. It would be nice to get that open. The past lettings, I've talked about both bridges on the Beverly Park Road. There's a pre-construction meeting this week, and I will have more information on closures and dates and when that system is going to happen after the pre-construction meeting. I will get out a notice to the paper and those type of things as I find out the dates and that's happening. We don't know yet that we haven't had the pre-construction. Well, next board meeting, I will be bringing you a update on the five-year program. And the reason I'm doing that is all of today spent a lot of time with the byways coordinator and local systems and federal grant people of the Iowa Department of Transportation and their wonderful help to try and move this hollow road covered bridge federal byway grant through the system. We have still not got it, but we have had to do a couple things in the background, I think, that might be favored for us, but we don't know. The same type of thing happens with the earmark ones and our other congressional grants that we've got for the other bridges. It's federalizing those dollars in something that we already have programmed. It's already programmed, it's just getting a funding source assigned to it.

They're not matched dollars?

They're 80-20. And we hope to fundraise for a lot of 20. Again, it's not a done deal, but that's the process that we work with a lot of these type of grants. And with that bringing up, I'm going to mention, I've talked about this before, had a couple questions throughout the last couple weeks. Hey, these are great. This road isn't getting the bridge. They're all valid, very good points. All the roads need new bridges. It's just the funding source is the big one. Remember, currently right now, federal aid does not, there has to be 25 vehicles or more to have the first categorized for federal aid. So if you have a bridge that, let's say, has got five vehicles a day on it, it's 100% local, then it becomes very difficult to find the resources to be able to replace those bridges.

How many do we have with fiber?

How many of those we have? Quite a bit. Now, again, I don't want to take a lot of time. The discussion at a higher level has been talked about is getting rid of that 25 vehicles a day. So I don't know when that will happen or if it will happen, but they've talked about it. Because all of Iowa, most of all of Iowa is in the same boat as we are here in Madison County. Our infrastructure is old. Finding ways to replace it without burping the local taxpayers is tough.

How many of those low-traffic interbridges could we put culverts under?

Probably most none of them. None of them. We're talking about structures that are longer than 20 feet, drain, sizable air. Otherwise, we're waiting for the full bank meter so we can do our 55 mile an hour, 60 mile an hour or less studies. Pretty much everything's been the same. There is one thing I will kind of quote. We are doing a road reshaping project right now. We're finishing off the last half of that one as that temporary road closure. With the rain that we had last week, that makes the road system very interesting when it was so dry. Dry dust and rain makes mud, so a lot of patching and relaying is kind of going on now. Please remember that our rock projects are coming in the fall. A lot of shoulder pulling is probably going on right now, or will be going on to get that room crowned. So when it does recede the rock, we have the most benefit for the rock that gets put down. I have quite a few questions on that. We're starting to get a little more caught up on mowing, otherwise Pretty much all of the same stuff from the last time I gave the report. I guess if there's any other specific questions and you want to ask, that's fine. If not, that's good, too. I'll be around a little bit. Thank you. Yeah. Thank you. Unless you want me to go into the long line.

Sure.

Something.

I think we're good.

Okay. All right. Thank you. Specific gravity of aggregate or something like that. Thank you very much.

All right. Michelle?

Okay. Let's see, we'll press it out of the way.

I'm trying to make this fast because while I'm talking, nobody can get in the meeting. So Michelle Brandt, Madison County Auditor. My written report includes an update on the policy requests. This is something I started when I was a board clerk, identifying what we needed for the county as far as policies and getting acquiescence from leadership. Right now, I've started to work on the what I would call the supportive policy as it relates to the amendment to the solutions contracts. I did have a question about FOIAs because that was a very big conversation. And I'll just ask here if you guys want to just think about your answers, that would be great. But when we are pulling large volumes of emails, I want to make sure that we're reviewing those, and we're not just sending lump sums without the review. I know it can be costly of our time, but hopefully we'll be on the same page. I do know that when I receive 3,200 email requests that is generated, I do want to look at those and make sure that there's no errors. And the reason is because, for instance, when we talk about the attorneys that are supposed to be accepted from that there may be an attorney email that's a part of the board of supervisor packet no harm no foul but we want to make sure that that does not inadvertently get out so we'll be looking for direction on that um then uh contract labor policy um we're getting ready to implement that in the auditor's office of course going through aylers and cooney i think it might be on your agenda later for discussion A records retention process, it's our records retention program. It is in process. We're taking that as something that was produced by ISAC. And most of our, good to know, our official departments are already following it. So it's very nice. I just think to formalize it would be good. And then also for those department heads and elected officials, if you want me to share my tracking sheet for the FOIA, It's just an Excel spreadsheet, very straightforward. Please just email me individually, and I can get that to you guys. um let's see for the fiscal year 23 and 24 this is a standing item on our agenda for your request um i just know that the status of the non-payment or the challenge for the fiscal year 24 is there's communication between the board and john informally uh you know fiscal 23 has been paid um The fiscal year 25 and forensic audit responses, that was the preliminary questions I believe eight firms had. We, Heather and Kylie and I, spent a few hours consolidating our answers, agreeing on an approach, and then that has been distributed not only in its cumulative nature to each individual person or firm that sent us a message with questions, but also one that's been posted, correct? Thank you. Camera server update. In the resolution SPV072826B, I'm directing to take all necessary steps to make sure that it happens, so I have some questions. The change in the scope When did that happen and, I mean, it had to have been between the opening of the bids and last meeting, right?

It was one of the between meetings. When we looked at it, we realized that not all of them had the same terabyte. So you guys did vote on that to change the scope? Yeah, we requested that we go back out to them and re-bid it at 60 terabytes. okay um so i just missed that yeah so that was in a meeting because we weren't comfortable making decisions since they were not the circumstances so you think it was on the 21st maybe or i'd have to i'd have to send them out again for a meeting So yeah, the board made that decision because one had 20 terabits, one had 60, one had 40. And it's hard to compare apples to apples without similar. So the board made a decision just to do straight with 60. And then I contacted all the vendors.

I just want to make sure what I was looking at was approved by the board by consensus.

I could try to find those emails important to you, but yeah, that was at a meeting.

At the meeting, okay. All right. So, and I just want to confirm that they have not, the vendors have not seen and visited the site when they did the project. None of them did. Okay. And then do you have a preference of who I contact? I've got two names here on the bids. Does it matter who?

No. I'm still waiting to get Michael's approval on the contract.

Okay. And, oh, that's another good point. We're not doing a service contract. We're just doing the engagement contract.

Well, actually, for them, they actually include the first year.

So a year.

So a year.

It's a year contract.

It's a year contract. There's no annual, but they do that because they... Kind of like Summit. Kind of like Summit, yes. Not included because of the warranty. All right. So anything over and above outside the warranty would be common materials.

And they're not... But they're not going to monitor or... do checks on a quarterly basis.

The only time they would go in is if there was like a software update.

Okay.

And they needed to do that. Cool. But I don't expect that.

Well, I'll read it, but I, again, I thought I'd be dispatched to ask you guys. So are you okay with me not, you don't want me to contact them yet for installation?

I don't know if they, I can confirm that, but I think they want us to sign it first.

These guys want us to sign a contract.

I think so.

Probably. Okay. All right.

It's a pretty basic one. There's not a lot of T&Cs, so I don't expect Michael to take very long to get through it. Okay.

Very good. Next, just kind of also, we had a phone line outage at the courthouse, so we apologize to the public if you had anything. Home was getting through. Kind of came in about 425 on a Friday. I kind of, well, I was aware of it at 8 o'clock on Monday morning. So we, Navy Com did come through in a really big way. They drove to Cedar Rapids to get a switch. That's what we've died. And we had phone service back probably by Wednesday, I'm going to say.

I still don't have phone service.

Yep, so what happened was you had the phone when they left, then one of the attorney's office folks did not have a phone when they came. Evidently, you drew the short straw and your phone got... I don't know.

They took yours.

I don't know, but I've been on them all day today to get back out. So yeah, the only other incidental thing was the folks who did install compromised a... and a cable that went to somebody's online presence, and I found it, and they came right back out and fixed it. So we're good. It's all awesome. Cassie, so I thought I would share with you guys, you have a report. So Cassie is a cost allocation advisory services, and they produce every year a cost allocation plan. And you're like, what's that? All right. I'm going to read because I can't think of a better way to say it other than what they put in. But every year they go out and they prepare a report to submit it to the DHHS. And like for instance this year at the end of fiscal year 27, based on the information of our operations, what we give them, they're going to go out and they're going to recoup $81,000. stuff that's available and ready to go. And so we've been doing this for at least six years and I know a lot. And this is a re-up of a three-year contract. Is that correct? Yes, that is correct. Well, yes, that's what you have in front of you.

You did this, you know, three years ago.

So, yep. And like I said, so for instance... Alan, pay attention.

You'll need to notice too.

Um, so that that's what that is. And, uh, I guess, you know, is there any questions about that?

Um, is this, can we, uh, I know you're kind of clean it up a little bit with personal stuff, but can we get this posted?

So what this will be is we put it as a receiving file item last year. Um, I want to make sure we had actual names of employees disclosed as far as statuses go. And I don't feel comfortable until I work through it. I just got it this week, but I wanted on the agenda because they're already collecting reports from us in anticipation. All right. Then the next item, um, is the public health and elderly services building Jess, I wanted to get a report for you to kind of accumulate, you know, all the expenses related to that. I just can't sort it right now because we can't post it this year, 27. We were processing, but I can't pull a report. So I apologize. I wanted to get that for you. And so I'm going to have to figure out how I can search for actual disbursements that and then pull those individual discussions. And I didn't have a chance to do that.

No problem. Thank you.

You're welcome. Let's see. And that is all I have.

Thank you. You're welcome. All right. All right, so now we're at the time of public comments. If you wish to comment, please come to the podium, state your name, where you're from, and you have three minutes. And then for the folks on the phone, we'll finish up here and then we'll go to you.

Hi, my name is John Sauer. I live here in Somerset.

I'm sorry, Ron Sauer? John. John. Sorry, John.

Sauer. I know that there was a lot of hard decisions made by this board and I want to thank every one of you for your opinion and your decisions. I had been thinking about what happened to my house for taxes and other things. My house is worth $350,000 according to the county. When we first started there, We were on abatement. But when it finally was over, our taxes were $5,672. Five years later, they're at $6,268, which is around $600. And the increase is 10.5%, so that's 2.1% each year. And I think that the state has passed a law that you couldn't go over 2% from next year on. So I think you guys are doing a wonderful job. everyone at the board and I think the auditor is doing a good job and I hope Alan will take over and do a wonderful job also I hope nothing but the best for this board because I live in Madison County and I don't want things to go bad But I just want to make sure everybody knows that I appreciate the work you guys put in. It's not easy. You're a target, and I do appreciate it. Thank you.

Anyone else wish to speak? I'd love to state your name and where you're from.

Vicki Brenner, Winterset, Iowa. I'm here tonight because the proposed sale of the former public health building represents a failure of governance and fiscal responsibility. Selling a necessary public asset is not shrinking government. It is liquidating infrastructure without a plan. It is a clear example of maladministration. On September 1, when our 28E agreement with Warren County officially ends, Who takes legal liability under Iowa law if a Madison County resident cannot access state-mandated health services? At a recent VOH meeting last week, the regional community health consultant stated that should an outbreak of some sort occur, the county should not rely on the state because its resources are spread very thin. The state restructuring will take up to 18 months, but our legal obligations do not vanish in the meantime. According to the guidelines provided by Iowa HHS, the alignment changes how state-funded public health services are organized and delivered. However, it does not change county authority, legal responsibilities, or local choice about how counties staff and structure public health services. The Board of Health is now tasked with the huge responsibility of rebuilding, restoring our public health services. Wouldn't a logical approach be to postpone the sale of the public health building until the Board of Health has had an opportunity to assess the situation to determine how the county will fulfill its legally required responsibilities, including disease investigation, isolation and quarantine, and enforcement of state health laws? Why would we sell the building that has a proven track record for housing those services? We citizens have been asking what's the plan and how much will it cost for over a year. The decision to sell the public health building and spend money to renovate the dilapidated EMS building, an old car dealership that was converted from a mechanic's garage into space for the old EMS. A building previous supervisors considered tearing down. Without any kind of a cost benefit analysis is clearly evidence of maladministration. The public health property was bought for approximately $200,000 to solve some space deficits with partial funding from a federal grant. It sits on land that allows for future expansion and possible rental revenue. Selling an asset for a quick one-time cash injection is short-sighted. Once that property is sold, taxpayers cannot simply buy it back when reality hits. So tonight, we are not just asking questions. We're making a formal demand. We would appreciate an immediate formal moratorium on all county property liquidations until an independent third-party space utilization and capital needs assessment is completed and published. Please stop liquidating Madison County's assets peacefully.

I thank

Please hold aye. Aye. All opposed? Motion carries. Thank you. Anyone else wish to speak? Otherwise, I'll move to a poem. Let's see. If you are on the phone and you wish to speak, you'll have to hit star six to unmute your phone and then state your name and where you're from.

You are now the only one out. All right, does anyone else wish to speak?

Otherwise, we'll go ahead and move on. Okay. Hearing none, we'll go ahead and move on to the resolutions for board consideration. The first one is approving a listing sale of Old Madison County Conservation Building with Betsy greeting of really one group. As you know, we tried to sell this by auction. It didn't work. So we are doing a second time with a reorder. And this is the person that their board offered to choose? This is the one that their board chose. She came and talked to us, introduced herself. I'll entertain a motion to approve. So moved. Do I have a second? Second. Any discussion? All in favor please vote aye. Aye. All opposed? Motion carries. The next one is approving contract between Madison County and Cost Advisory Services. Do I have a motion to approve? So moved. Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. The next one is approving the ductwork replacement for Madison County. This is the EMS, right? The old EMS crowd?

Change order for $4,400. Who do you want to address that? Yeah, it's not actually a change order. It's an expansion to replace the ductwork. Okay.

I went out there today... Are you just replacing the old furnace and the ductwork everywhere?

Yes, except for the return duct, and that's all been cleaned. Put the supply duct that's on the exterior, on that wall, because there's no insulation behind it between the wall and the ductwork.

Why wouldn't you have the wall insulated well before you put the ductwork up to prevent so much cold? And then you've got a door that somebody's hit, and it's not closing all the way, the big door. So Chip is looking into that.

Yeah, that's unrelated to the remodel, right?

It's a concern.

And it needs to be fixed, and it needs to be weatherproofed before winter, certainly. It would be nice to get it done before that. So I guess I'm not sure what's your question.

Well, the depth work is... I would have walls, and I would have had all that insulation, and I think before we put up ductwork.

I mean, it's not very ductwork hanging up there. Is that correct? Is that ductwork going to be part of the remodel?

No. The ductwork is part of this resolution here. Okay. And it's separate from the remodel. It's just because they found that it needs to be replaced.

Yeah. Okay.

So it would be immediately heated.

Yeah. But, yeah, I understand that. I just thought... Because it's worse if things freeze. I understand that, but I think I would have... Is the ductwork going to be in the way when it hangs down there? If you do any wall replacements and insulation in there? No, we won't be able to insulate it. Okay.

But there's more to talk about with that in other regards with insulation and things, but we'll get to that when we get after that. Yep.

Okay. So, was somebody moved to approve? No. Okay, do I have a motion to approve? So moved. Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. Okay, all the rest are secondary roads.

Mike, can we approve some of these all at once, or do you prefer... A, B, C, and D could go together. The last two problems should be settled.

Okay, so I'll entertain a motion to approve SR081126A through D is in Delta. So moved. Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. The next one is SR081126A. E is Elliot, approving bridge closure for inspection. Do I have a motion to approve? Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. All right, the next one is SR081126F is Frank, approving Badger Creek Road for road reshaping. Do I have a motion to approve? Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. Opposed? Motion carries. All right, the next, we're into applications for licenses, permits, and cancellations. Motion to approve application for a temporary liquor and wine license for Empress Bar. Do I have a motion to approve? Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. Opposed? Motion carries. Next one is application for a temporary liquor and wine license for the Des Moines Mobile Bar. Do I have a motion to approve? Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. All opposed? Motion carries. And the last one is application for the annual renewal for the liquor and wine license of Topshop Lounge. Do I have a motion to approve? Do I have a second? Second. Any discussion? All in favor, please vote aye. Aye. Opposed? Motion carries. Okay, now we're down to reports. Which one do you think is the most important?

I want to work on the elderly services building, which I'll hold on to that when we get down to that item. I do have some things I want to make sure that they're addressing. That's been the bulk of my work in the past few weeks, and I did meet with Thaddeus on site. yesterday and Excel is there replacing the furnace. Started that today. All kinds of things going on. I will be meeting with your ADA contact on Friday to walk through the space and make sure that we've got all the appropriate items noted to make sure we have more accessibility to that.

We need to clean that building now. It's got so much stuff in there that's not usable.

Well, no one helped me with the clearing out that office space. So much of it is niches, so he's going to have to determine what he wants to do with it. Now, what I would recommend is getting some racking around the perimeter, and so we can get it all off before it moves. That's too old for me.

Can we use any of the racking that's in the public health building right now that's in the basement?

No, it's all been taken out. And it's wood, so it's, you know, and it's a moist environment. So you're looking for a metal racking. Yeah. But it would be nice to get it all, that stuff carried out so we know how much we have to work with. Now, one of the things that Thaddeus that I talked about yesterday was he's going to assess what he wants to take with him to the courthouse for temporary needs versus what's there now versus what he can go ahead and store at the elderly services building. If we do that, of course, we would want to get some pallets or something so it's not on that concrete floor and cover it with tarps to protect that furniture. So he's starting to work through that. But it would be great on that emergency management stuff. It would be great to pare it down. I dispose of loads of masks and different things that have an expiration date.

I was surprised to find some of those foot warmers, those aren't going to be any good. And those gloves have six fingers. I doubt anybody needs gloves with six fingers.

You wouldn't believe how many gloves there were. Now, he did say he wants... He's probably gonna bring his own refrigerator. So there's a refrigerator there that is working and we can dispose of. He's not gonna have a need for the stove that's there. So we might need to find new homes for those. Yeah, but if we could get that perimeter clear so we can get some racking and get that stuff from emergency management consolidated it'll be a lot more tenable now there's the upper level storage area can be used for storage but i know and it's not it's like it's more like a paddock than anything it is and i don't think anybody's going to want anything that they regularly need to access they're not going to want it And you have to repair those stairs. They use that. I think we need to repair those stairs regardless. I've got that covered in the scope. Because you can't pull them down when you have to. No, I had to take my own ladder to go up there. That's true. I just called them. So, but how I have the scope laid out right now, Diane, is to have those stairs come down in a turn. Like do a landing? Yeah, do a landing. Sorry, that's not good. pace coming down on somebody's head um and it's oriented to instead go more to the north so a lot's happening uh with that and i do have uh an isab conference next week so i will be out with state through friday for that um let me see i was gonna read the step back though um

Mitch bringing stuff to the courthouse, is that what I heard? No, Thaddeus. Thaddeus.

Thaddeus, okay, sorry, I misunderstood.

He was going to assess what's there now and what he's going to need to bring with him versus what he could maybe just store temporarily. I just heard my thought afterwards. Yeah. So one of the things he requested, I know, is he needs a fax line and he referenced that Public Health has a fax machine.

Are they going to be taking that with them? We need to talk about that because we can move the Mediacom service right now to the Public Health building. I mean, the EMS building. or for the temporary, they can actually take the phone units themselves and they port the number and they basically put it on the courthouse system. So it's just a matter of plug and play. There might be some wiring issues, I don't know, but I know in That office, we had to come in that office, so it shouldn't be an issue for him to plug in his phone and be powered up. And then the fax, he needs a fax machine. They're on the same account, so we would have to coordinate with the telecom carrier to get that over there. But because it's VoIP, it's not going to be that difficult.

So he's going to, we're going to need to get him a fax machine. He doesn't have one right now. No, he said he's using the public health. I've got some other items but we can get back to that when we get down to the elderly services building update.

I attended North Middle River Watershed. They're going to be holding, I don't remember what date it is, I posted it up here, but you can go on a tour of the watersheds. It would be really good, I think. I attended Seapod. I helped with the tour of kids from Japan. A bunch of kids from Japan came and Luckily, there was a judge in there, and she let them come in. And their question was really cute. They wanted to know how much laws we had. So she showed them all the laws. All the laws. I attended Hinterland. We really need to work on ordinances. Hinterland is huge. There were, I don't know, 40,000 people, I think, on a day. And they... What I've learned is, you know the old saying, it's easier to beg for forgiveness than ask for permission. They don't even beg for forgiveness. They put up road signs, they park. We're going to have to get ordinances because this is kind of rough. And then they do car camping. So they were asked not to do it. They put hundreds and hundreds of cars with not adequate ingress and egress. So we really need to be ahead of this. And then it rained. They're all working on this because it is kind of a burden and I know it's only four days now. It's going to be three. They're going to go back to three. And I know the county worked really well with St. Charles to help them prep the road. That road just got demolished. I think we have to do, we've just got to get better ordinances. I mean, everyone's going to choose the path of least resistance, and that's what they do. But if someone, this might end up tragic. It's just not, just so many people at one time. That's all. And otherwise, the songs, the bands were fine, but there was a lot of people.

Okay, so I attended the board health meeting, met with the auditor to go over the vendor questions. That was very tedious, so I appreciate your and Kylie's work on all of that. I met with- I'm sorry to interrupt you.

So will we be meeting again as a board since you ladies met? Where do you stand with that?

the board direction was that you would allow me to keep them and just on behalf of the board give direction on the answer so I'm sorry and that's what we did and so we consolidated all the questions and it's on the I'm sorry I think I've been playing because I was thinking about the audits the 23 and 24 audits themselves oh

Oh, that's not on the agenda.

We'll talk about that.

I apologize.

So, but what I did with Michelle and Kylie was to go over the RFP vendor, the questions and answers. And then I've gotten that also posted on the Iowa Association of Counties, or Iowa Big Cities. and the associated counties i have to double check and see if it's up there i believe it's up on the rfp database too because what i try to do is whenever you do an amendment you put updates on the public posting where the original rfp was so everybody has the same information And then it's also on our website as well. And you sent it to the original requesters. I did. Perfect. So everybody should have all the information at this point. And then I met with SMG. They originally sent me a contract. It did not quite match their quote, so I asked them to correct it. And then... You met with them on the phone? On the phone. On the phone. I'm sorry. It was on the phone. To kind of give them, you know, they obviously want to come out here and see... And my, I think it's probably a very simple swap out with the RAC, but obviously we need to see that and know what's needed. And so we're probably going to get, I gave them, I think I gave them your contact information already on the double check, but if not, I'll give that information to them so they can coordinate. There's some things later on in the agenda I want to talk to the board about, but they are ready to go on that. It's four to six weeks out for a new server. I did press upon them that if they find one sooner, please, we'd like it sooner. But in the meantime, they are a vendor of record for the resolution, so if there's issues, as soon as we sign this contract, they will be able to provide assistance with problems or

This is your claim, but how do they bid without ever being viewed by all of these companies?

If it wasn't a brand, if it was a brand new install to where it wasn't, they're not replacing existing equipment or they were adding new cameras or that type of stuff, they ask you to come out there. But since they're only replacing two pieces of equipment, which are wrapped, there's really no need. If you're in IT at all, you realize there's always surprises that happen, so that's why they have a little extra on there. So they do expect to use, I did talk to them today, they do expect to probably use that. So, but they will know what all is there. All right. So that's it for my reports. If you guys are okay, we can go ahead and move on to old business. um the discussion and some of these are standings that we request to keep on here so we didn't forget um discussion of possible motion to give direction regarding possible fiscal 27 budget amendment michelle every meeting i'm going to ask you saying are we still okay we are okay i mean just the same thing after visiting about the you know the elderly services and those expenses

It's hard to pull that information, but knowing the hot buttons, like for instance, the living grounds, salaries, HR, I know where we are in HR, and those things, and we are minimally spending. As far as that goes, we're letting inventories run down, and then it covers in advance. Watch it over time. and uh trying to make uh we too in the courthouse are doing projects which i could have said it there but we're getting ready to clean areas so all the old equipment and and staging it for decommissioning so that whatever happens in the future we're positioned to have utilize our current staff to the best of their abilities.

So for the server, are we just going to use LOST?

The server, I'm going to evaluate IT. That's really where it should go. But LOST would be the next step. Trying to take it out of IT first.

Is that sufficient? Yes. Yes, thank you. Okay. Okay, so the next one, anyone else have questions on that before we move on? Okay. Discussion and possible motion to give direction regarding the outstanding state auditor fiscal 24 invoice chapter 11 to . So as you guys know, we did approve, well, you weren't here, but we did approve the 23 bill, even though we weren't happy with the delay. We didn't feel that the flowers bill was an issue. So, but there is a process for the state auditor to dispute a bill. You have to make a formal dispute, which is, we already did, we are writing. So the next step on that is to have a hearing to discuss it for Iowa code. So before I did agree to that, I wanted to make sure that the board was okay Should we just use the emails where we talked about what we were questioning on there? You guys are all copied on those, so I don't know if you're okay using that or if you want to use something else. I think he suggested using emails. He did, but I didn't want to make that decision without you guys, so I wanted to see what your thoughts were on that.

It's 30 days and I got that clarification from him.

It's 30 days from when we notified them that we're questioning the bill. So we were within that window according to him. That's how I interpret it. So we were within that window. So I'll find more. I'm sure you all have any copy. So I didn't want to make that decision, obviously, to get you outside of the meeting. So if you guys are okay, we'll go ahead and start that process.

Will you be using outside counsel to prepare that?

I don't know. Yeah, I don't know. He basically said this is, it's covered by code, so there's really not, you have a hearing, you discuss it, we can ask questions, that kind of stuff. And you guys, because it'll be a hearing, you guys will be able to ask questions rather than following through. So that's where we're at on that. so more to come on that so i will go ahead and let them know that the board is okay using that email the emails get my notes right that was a suggestion and i'm fine with that but i don't think okay um moving on the next one is the elderly services building update i don't know i can't remember if this is a standing or not but it's um I THINK IT PROBABLY SHOULD BE BECAUSE I THINK WE'RE GOING TO BE CLICKING ALONG.

MICHELLE, COULD YOU MAKE A NOTE TO MAKE SURE THAT'S A STANDING?

THANK YOU. AND THEN THE FIRST ONE, THE PHYSICAL 27 IS A STANDING. YES, I'VE GOT THOSE.

SO A COUPLE OF THINGS. FIRST OF ALL, HIGH LEVEL. THAT BILLING ACCOUNT, ACCOUNTING-WISE,

pairs for elderly services versus what will be veterans affairs accounting for it separately and then that's what i'm not going to say because the thing is is i think with your agreement you're going to want me to offset any proceeds from the public

still because if not before you know if we weren't doing that we would not be doing this and that was that's from the very beginning i've been keeping a ledger okay does that make sense yeah and that's what i just wanted to make sure that we were staying on top of and so i can account fiscally separately for you to help with that process so there's you ever get the address thing corrected with Yes, we did. Yeah. And Diane's stuck with the city after that meeting as well.

So I think it's going to be easier to keep it separate now that we have two separate addresses.

Yes. And the post office. I think that's all straightened out. It's weird when you map quest it, people try to map quest it, and it's so... I keep a couple of different addresses to send to contractors if they need it to get there. But just usually just describing the landmarks is enough for folks. But what I would like some clarity on and figure out what the board wants to do regarding is the name. Because right now we refer to that building as elderly services. It says adult services on the building. But then we refer to the back half as old ambulance garage, should we have some consistency on what are we going to call that part of the building should we going forward just call the veterans affairs should we um you want to wait i just i probably wait until it's a good idea yeah beach and organics organics we call the public health building so

And it's technically two sites. I mean, I like that, but now it's two sites, two technically different averages of maybe North Attic's A and North Attic's B. No, that's the same. That's the same.

I'm just being silly anyway. And we don't have to cite that right now. Think about that, of what the best approach is. And so Daddy's going to talk, excuse me, about signage a little bit yesterday. Pardon me. And he would like to use the sign that he has now by the road. Obviously, we're going to have to check setbacks. We don't want to impede the current sign that's there.

We need a sign next to the building. That's all wrong because none of those are there anymore.

Right. But we can have a similar concept, right? But then we would need it two-sided. And then if we have it out by the road, we can have an arrow. to indicate and then have some sort of signage either above the doors or the window to their name.

I did that sign. When I was first here, I did all the graphics. Oh, you did?

Do you want to do another one? Two-sided?

The graphics.

You just volunteered yourself.

If you tell me the name and everything, I can do that.

well yeah whatever um that is would like on that you know and we can either add a an arrow um you know pointing toward the back of the building on either side underneath or you know there's separate little arrow hangers whatever but um and i can check i'll have to ask the city how they want this sign engine so it's easy to mow with you don't want anything that swings okay yeah it's solid would be good do you want to just do you want to have one sign for both

What? The rework the existing sign so both are on there? Or no? Well, the old sign that's up next to the building has, um, I mean, we're elderly service, we're adult life is right now. It basically use that and add to it.

So it's still the same footprint. Yeah, maybe get a fresh look and see what you're thinking. We can talk about it again, but it's just something to think. Because that footprint's already improved by the city, so.

All right.

Just a thought. Yeah. Okay, then we've also got... So right now, Excel has already started to replace the furnace. We've approved now that it doesn't work tonight, so we'll get an ETA as soon as we can on that for them to do that. Now, the space is not conditioned currently. There's no duct tape in there. So it must be smelling. And it's hot. I was up late today. It is hot. Yes, it is. So Thaddeus was concerned that the insulation, that all of the insulation needed to be removed. And that's what was causing the musty smell. I circled back with Rainbow. I circled back with Alliance who did the testing report. I actually spoke with the owner of Rainbow and he visited the site again to confirm. He confirmed and validated. They removed all of the insulation and made it the cotton red. That it's just, it's an uninhibited space. And so we're not going to be able to run that AC in there until we get all that duct replaced, as well as the furnace, to move that air. So what I asked Chip about today is he was actually going to take some fans down there, but we can get some clarity on, you know, we can set up a dehumidifier in there, but the problem is we're going to need somebody to empty it. Which, again, you run a hose in there. Right. We could. Run it into the shower. Then we can't shut the door.

Well, you could run it. There's that internal drainage.

Yeah, there's an internal drainage in the garage. Can we just leave the door open and just have a hose run into it? We could do that. Do that. Just run it in one of those drains. It depends where you place it, too.

You can run it into the shower.

So before we go to the expense of, gripping the whole ceiling out and replacing all that insulation. I would like to get the duct work replaced, get the cooling going, and make sure that Darius doesn't have any sensitivities. He's not recognizing any smells because he's got a clean billet out, so it should be fine. Okay, I'll follow up a tip on that. Diane, you mentioned earlier the garage door. I noticed that as well. following up on that as well as there's a um there's a gutter that's been driven over um and it's going to look at getting that replaced too and maybe redirected are you going to need new windows that's been done already by the way awesome thank you i don't see any problem with that but to check for some leakage. Do you think we need new windows? I'd probably book them.

All right. That's going to be part of the evaluation for the new model, correct?

Yeah, so as part of that, I've got that EPA representative, and I'm meeting her on site Friday. We can certainly look at the windows, but... There is, let me jump back a little bit here. There's an electrical concern, and it's an elderly service department building. Some lighting's in the storage area. Chip's working with them on that, and I asked him to, when he has that electrician out there, to look high level, too, at that electrical panel. I was a little taken aback when I pulled that panel, when I opened that panel and saw that's the wiring in there. So hopefully they'll take a look at it and make sure.

Is that your panel for the elderly services? Elderly services. Yeah. Okay.

So it hasn't been looked at in a while. It doesn't appear to. There were a lot of how-wows. So that's where I want to make sure high level that electrical is current up to code and safe, of course. Okay. There's also, there's a crack in the foundation of the elderly, it's on the elderly services side. Tammy made me aware of it. It's a super simple correction. I went ahead and contacted Clayton Stevens, who I know does work for the county. He does concrete work and stone work. And he gave me a quote for 150 bucks to seal it. So because of the low dollar amount, do we need to, can I just,

Can we just have CHIP? No, you need to run it through CHIP. We'll run it through the budget. It'll be just a normal wear and tear maintenance ordinary item for the budget on the elderly services.

We want to make sure we don't need a resolution for it. I can just forward it on to him. It's just the maintenance. So I will forward the complaint to CHIP. It's going to be a pretty easy process. Okay. As part of the scope, of course, we have corrective good dryer, exhaust for elderly services. We'll have a different workspace, different work configuration that will better support them in how they do business. And it will also kind of segment the washer and dryer area and have a little wall to separate from the bathroom area. Let me see here. and i'm waiting on i'll get a rough order of magnitude from smith sewer for that floor drain but i figured you would want to wait until until after construction to do that at the end because contractors might want to use that you know if they have some water or something you know it'll need to be cleaned out yeah So I'll get estimates for that as well. And I've got a message out to Winterset Fire Department to talk about just the fire safety there at that building and make sure that we are up to speed with that. Another thing... Well, I mean... Not what I'm finding, but that's why I want to defer to the experts.

It has to be a certain size.

Yeah, but I want to be certain, so that's why I'm following up on that. Another thing that Thaddeus had requested are some locked-in cabinets, not for files and paperwork documents, but for items. And we discussed a few different places you could put those.

I asked him if he wanted all of those in the basement. He didn't take them. Were there locking cabinets? Yes. They're pretty big steel cabinets. Did we have keys for them? Yeah, I don't know. Where did they go? Cabinets. I took two. Yeah, but you're using them, right? I think everybody took them.

All the offices grabbed them right now. So we might need to purchase some, you know, some racking. And they took all the racking.

They were great. So that's a VA need. There's some locking cabinets. Locking cabinet and then racking for VA members.

Okay, thank you. So a lot's going on with this and I wanted to, I know what the board had discussed previously, trying to utilize local contractors. So I have a list of four local contractors that I've heard positive things about. I don't know if you ladies have opinions about that and if you want to, if you want me to just run through the list. What do I have? Okay, so I've got four in case we have anybody that doesn't have it.

Did you post it in the papers and everybody has an opportunity?

No. So the scope isn't finalized yet. I only get the ADA walkthrough and those things, you know, confirm. But then from there, since we're not doing a formal RFP, we're doing a, you know, requesting this from particular entities. Do you ladies, I'll give you the scope when they've got it finalized and they've got a consult that's looking at it, of course, for the teenage levels and things like that to make sure that's okay. Aside from that, we're not going about it the same way as with the formal RFP where we need resolution and such. We're just going to put it out there and see what else. Okay. I just wanted to confirm the process and make sure that I was covering everything. Can I just clarify? Yeah.

Are you... sitting at just to those four or you're going to post for the public to get because i would i would be concerned i would post did you want i'm so sorry but

Well, we can always post and invite people to bid. Yeah.

We have our four of them. We would like them to bid it. I believe we've all indicated in the past a preference for local contractors, so that's going to give any local contractors a leg up.

Yes, yes, and we can do that. But my concern was what you and I talked about as far as the RFP process regarding You used, I did F-R-A, or F-A-R, and you were talking about the procurement guidelines for governments.

So we should, whenever we put something out today, we should at least put it on our website. And I have no issues. But we won't go around any of the bidding websites.

This could be, this could be $10,000 to $20,000. Think about the dollar amount we might drive it. Well, let's spend a little more than that.

Okay, that's why. I was being helpful. So, the public sites I have, I mean, other than ISAC or ILEC, they're usually geared toward RFPs. Okay, okay.

So the paper would be the good. Yeah.

Put it in the paper. Maybe the shopper. And put it on the website. And put it out today. And I don't know. How long do you think we should...

Let's get it all finalized and then I'll bring it to you. Yeah, I'll bring it to you ladies and we'll talk about and make sure we have the timeline that's acceptable and all that laid out.

Okay. One more thing is we actually don't have to post the whole art. They can come to us and ask for it. So please reach out to XYZ. That's what we did for a couple of the other ones.

Or go to the website.

Or go to the website.

Yeah, you can have a link to the website or a reference just by email.

Just so you don't have to put that all in there.

Yeah, and then I can just email it to them. Exactly.

Okay, that sounds good. With all the new growth and everything, it might be cheaper to move it out to public health. What? Well, the new roof on the ambulance building, all this stuff, would it be cheaper to just move them out to public health?

And put a commercial kitchen in out there? Yeah, I mean, that's a goal. They could move everything, but they could move it all out. That move needs a lot of work to make it a good commercial kitchen. Okay.

so anyway so i worked through a few other items just the aesthetic items in regard to what thaddeus is looking for and in different types of flooring and window coverings and those kind of things so i'll keep moving it forward and then i'll get you ladies a draft i would i would hope would have this all sorted out in two weeks that would be my hope okay

So I know this is later on in agenda, but since we're talking about it, I'll just jump ahead. For the auction of the public health building update, it is going to the auctions and I go live. They tell me tomorrow. So it's going to be posted for 30 days. And it's Dream Dirt? Dream Dirt. And it's online. It's not going to be a live auction. It's an online auction. So it's going to be on there for 30 days.

And it has to go for the appraised price, correct? Correct. It's listed. It's 500,000.

So it's the same process we're going to follow with the conservation bill. So if it doesn't sell... that on an auction, then the next step is a real attorney. So basically what they did for conservation. So, and then Thaddeus stays put, if he wants, until it sells. But if he wants to move early, that's entirely his call. Okay. So then the next one is the camera server install and vendor support transition onboarding status. So the vendor is perfectly fine to come out here just to kind of get the lay of the land. I know, Diane, you got all the information about the . So that is going to be helpful for them, too, because if we need to have new cameras installed to accommodate requests from .

And we'll need to get a quote for that. And I have that, and I'll release that when they come, because I don't want to tell people where they want cameras. No, it's not. And it's changed a lot since I sent it to you two. Everybody's done some thinking and...

and what they want and so we'll give that to them and they did confirm that you know depending on how permanent wanted if they wanted to where they only can look at the if they want to look at the cameras only for those that govern their area they can do that or they cannot it depends what they want i can tell you what they want so they have they have the flexibility should they choose to do that They are fine with the same arrangement we have, you know, where they act as the vendor, the admin vendor. So the goal is to have everything remote, to eliminate trunk bowls as much as possible, and also make sure our law enforcement gets their remote access set up. Now, the good thing is because our sheriff and our county attorney already have login credentials for the annex and EMS. It's just as simple of adding that new server. So we don't even have to change anything to them. The only changes we would have to do is if there's rep heads that want to have access to the area or something. And I'll share that with the security company when they come. That's a security issue. So that's possible for that. So I'm looking forward to that. The other issue, too, is... I don't know, feedback from the supervisors. Recent events has, originally I was ambivalent about us having access, but I would like us to have at least you access to that. I have no desire to be an admin, but if there's an issue that occurs, I want to make sure that the board The governing board has the ability to look at what's going on. Why won't you just ask your sheriff or attorney to have a look at it? Well, I asked for information from our sheriff. He deferred to the county attorney, and the county attorney refused. So here we are. I don't like that, but we have to be able to, we're accountable to voters just like they are. and we have to be able to answer questions without somebody having a pocket veto over that but that's it that the vendor will do whatever we want um so what i plan on doing is spending what we currently have current requirements of our current and then diane If things change regarding access, it's probably going to have to be something we vote on to make sure that we have who does what for you. Now, we could always talk about how to do that in such a way that it still maintains security. But right now, we have it to where the sheriff and the county attorney have access to all the candidates everywhere.

I'll let you restate that. So to be determined what a department has and what the officials want for their own areas will be shared with the vendor.

That's correct.

There will be no other change because the sheriff and the county attorney have access remotely to what will have it all there. What you're seeking is that the Board of Supervisors also, at any time, can get on their phones and look at the cameras and the video. Is that right? Thank you.

But I'm not supportive of admin access. I still want that to stay with the vendor. So viewing rights for VLS. That's basically the same access that the county attorney and the sheriff have.

And will you be disclosing that when you do that, or will that be just whenever you feel like it?

Well, we probably have to do a resolution, because right now the way it stands is just... Oh, I meant like after that's done.

After that. Are you going to elaborate on that? Kind of back to my FOIA concern, is that

Well, the footage, so I think we're convoluting two things. There's the access and then there's the footage disclosure. The footage disclosure, I have no desire to change. The security information should not be disclosed to the public at all. So that policy, the footage policy. The current footage policy we have right now. Is not released. So yes, so currently right now we do not release camera footage to the public even with FOIA requests. Correct. So that's one portion. The other portion is who has access to log in to view the.

Viewing rights.

View of the footage.

And then you're thinking about changing that to you guys via resolution at some point.

Just, but you're going, so what you're going to do is make a resolution go to the sheriff or the attorney and ask for permission you don't have to make sure and my only follow-up question which i didn't i'm not clear at the answer but will that be disclosed um to

Let's just say you want to look at the treasurer's office, and you go into the treasurer's cameras. Will you be letting Kylie know that you're doing that, or will there be a reason?

The only intention that I would like for this is if something comes up, if there's an event or an issue, and we're requested to look at it.

Well, I'm not going to get out here. It's always going to show up on an audit log. You're going to be able to see who accessed it and when. I don't want to track it back down as a department head. I prefer less. Well, I don't want to have to track down data when we're not getting it.

But if it's an event or an issue, it's going to be going through law enforcement. Not necessarily. Oh, okay. That's all right.

Not in the latest event.

You've answered my questions.

So anyway, but that is not something I was hoping. I was hoping we'd have folks willing to. The board made very clear in their resolution that we have the right to view audit logs, video, all that kind of stuff, because we're on the board. And we passed that, and I tried to get the information and I was... Did you mind if I elaborate on the information you wanted?

Is that okay? But it was my personnel. So we can move on, but we do need to probably understand where this is coming from and why it was inappropriate that it was being released.

Nothing's being released.

No, I'm saying the reason it was inappropriate for it to have been released and why it wasn't. Well, it's against policy. Well, again, it's even you shouldn't even be requesting that because I've already taken care of it.

I'm not public. But you're also not that person's supervisor. I understand that. But this was a hallway, and there was a request, and there's a conflict in reviewing that. I would like to review it and resolve an issue so we don't have to have further litigation. And that is all I'm going to say about that because we may have litigation. Then let's don't say more.

I just want to make sure that, you know, I just didn't want to leave it on the table that it's a random denial of access. It wasn't.

I'm not saying it was. I'm just trying to resolve an issue because...

And I've resolved it. I've resolved it. Maybe not to your satisfaction, but I've resolved it.

The issue was I requested information and I was denied, even though the resolution allows the supervisors to ask for that information. So it has nothing to do about that. It's about the fact that I don't want the fact that we have someone coming in here and violating the resolution when we ask for information. If she asks for information, she has a right to it. If you have asked for information, she has a right to it per resolution. So I don't want to have to do this. But we have no choice. You always have a choice. No. Well, the choice was made for us. The choice was made for us, Michelle. I don't want to have to do this, but the choice was made for us.

I'm going to go back in my lane.

Let's move on.

Okay.

So we already discussed the auction at the building. We already discussed that. Audit RFP. Slides. Don't forget slides. Johnson Controls, oh.

Okay, Johnson Controls. They already sent a letter. So they sent a letter, and they're going to accept our cancellation. They're not going to charge us any penalties, but they did refuse to give us a refund, which is unfortunate. However, and I also sent you the legal opinion on that. So before I move forward, I wanted to get your guys' opinion on how you want to do it. I think we should just... accept their willingness to cancel and move on. I do too.

Move on.

Move on and not pay them any more money. Yep.

We didn't ask for more money, so let's move on.

Yep.

Just move on.

And then so do you want, there could be two different ways. We could have Michael put together a formal letter of acceptance or I can send an email and Michael can look over and make sure it's okay, however you guys want to handle it. Just send a quick email saying that. Send a quick email saying, okay. Keep it. Keep it. Keep it as simple as possible. Okay, I'll do that. Okay. Discussion of possible motion to give direction regarding contract employee items. I can't remember if this was a standing or this was a carryover from last year. But I did notice we had on our claims, we had more payment to a contract employee. Is that Tina Burke? Okay. So I don't know where we're at on that because we need to kind of resolve this.

Well, what did you think about the, what I think?

When did you send? She handed it to us this paper. Oh, okay. I was scouring my emails and I couldn't find it.

So I talked to Allers about that, and I asked him to reach out to you to kind of... You took it from Allers. Okay. Well, he told me that he hadn't talked to you yet last time I talked to him, so I don't know if there's been a gap or not. But have you talked to him how we're going to handle potential concerns about...

I think that zoning falls under your...

your bailiwick i think it's up to you guys well i didn't find i didn't know that they were hiring a contractor they said they they went to you and asked ryan said he got advice from you about a higher event to contract so i wasn't even we don't even have a policy regarding that so i think we just cut bait and we move on yeah i do too well no we can't we can't do that because we want to make sure that we're not in violation of ipers or fika So we have to make sure that if there's any records that need to be corrected, we have to go back and correct them. Do you want me to circle back on this? If you could. I asked them to circle back, but I don't know if you have. But if you could, and address that and the other employee as well. I don't know if she's still employed in your office or not. no but we want to make sure cross trained she came and helped him she stayed during she retired but then they can't make no we're not talking about i'm sorry i'm talking about the other lady in the author's office so um again that's fika we want to make sure that we we have we don't have issues with that so he said he was going to reach out to you to make sure that any corrected paperwork needs to be done so we're whole on that on the iper side and the government side and then moving forward, have a policy and stuff like that. So I did notice that, I did read it over, but I'd like him to have a formal document where it says Board of Supervisors or whatever, however he wants to do it. I think that was just kind of a shell, so maybe something a little bit more formal. So going forward, if we need to do contractors, we can have him sign that official document. And what steps you have to take regarding paperwork, W-9, 1099, however we're going to do it. So, yeah, because I don't want to keep going along and not having things corrected. So if you could reach out to him and make sure that that's corrected, that would be great.

I will. Go ahead, Jen.

Would you mind sending that electronically to me? Sure. Can you send that to us that way?

So we need to review once we have a draft. Well, that's within my department. So you can review it. Maybe you want to adopt it for yourselves. Right.

Yeah.

Okay, great.

Well, I think the policy should be for anybody.

Well, I'd love it, but you just have to have everybody adopt it. Yes, absolutely. But I don't want to tell... Kylie what she's going to do, or Sheriff's what he's going to do?

Well, they all have to be compliant with, I recommend they all be compliant with what Allard says, because the last thing we want is to have folks not follow things. I don't think anybody else wants that either. If you can do that, then we can use you as a model for all the departments. Absolutely. Okay. The camera access, so you said you're going to give that to the vendor? Okay. When you have a final document, I did ask this from Summit. I was hoping that they would have a a plot of where the cameras are so we could provide it to the inventors so they have it as part of their records. And he said all he had was something that was old.

I don't know if there's anything that exists in the courthouse. I think that what I would like is, because I've seen the cameras and what they're, what's working and what's not, I think they should do that. I mean, we are paying them for that, and so I think they need to do an evaluation. Do we have like a And I think they need to map it and give us a fresh copy.

Do we have a template of our buildings that they could use?

I think they should.

Because I know we had a rough template for like when we did the courthouse.

Okay, I would go see if Chip has it.

Even if we had just floor plans of some sort, just general ones, we would help them. Yeah.

If we have some kind of floor plans that are doable, then they could just walk the floor, isn't it?

know where things are.

What's geofencing got to do with this? What's that about?

It's to segment, so specific users can only access a specific spot for their department, for example.

And I can tell you, every single worker does not want access to the campus. They want to go to the attorney and the sheriff.

Well, I don't want every single worker to have it, but we had an amendment. But Kylie was saying, she said that she would be interested in that. That's changed, that's fine, but we're going by what was communicated in our last meeting.

Which is why we kind of test, you were volunteered, and I found the answer, so I'll share it with them.

Okay, so I'll get the check to see if we have it. I'm sorry, you're going to do that? Unless you want to do that.

I don't care.

Just make them walk through and make the plan. Just walk through and make the plan.

I think what Heather's suggesting is that we hand them the blank manual. I would just walk through and make it.

Well, it's a lot easier if they have just a blank piece or like that.

um and um yeah okay so all right so you're gonna get with chip and see if we can get some templates are you still here i don't know if he's still here he's probably listening okay so and then we can give that to him okay So this is the audit RFP status. This is a standing. We kind of already discussed it, getting an update on that.

New business, board of supervisor meeting, frequency, duration. So I ask that this be added. I know, Michelle, you had expressed some concern about the frequency and the duration of the meetings. So I just wanted to talk about it. At one point, we designated every Tuesday morning as a placeholder. even on the off meetings, so that we could utilize that time if we needed to meet. Tonight, it's great, we're going, nearing the end, and we are at an hour and a half. So that's fabulous. But some of these meetings end up being marathons. So I thought it'd just be something that we, you know, we can talk about it now. I know you expressed concern about how much time the board clerk spends. I don't know ways that we can reduce that time, given what we've had to deal with.

We're about 1,000 extra minutes this year at the same time. i've got that i've got a report ready three times to go um so we're about a thousand extra minutes and i guess i just want to kind of remind you guys that um you know it does take there's there's more we used to have just one person reviewing the minutes and now it's three and there's a lot of back and forth and a lot of um you know just extracurricular stuff and we without sitting here blaming and it just, it is what it is. And, you know, I think some of this stuff could be a report that you, I mean, this is just, that's why I try to bring a report so that here it is, you know, just concise and you have to, and maybe this is going to change. I don't know with future boards. But it's a reality that you're spending more time in meetings and more complicated topics and more redundancy of topics. And I'm not saying that with criticism, it's just That's what I'm trying to point out. And there's a lot of redundancy. And so I guess... What part is redundant that we can stop doing? Well, let's take the public health sale of the building and relocation of VA. We've been doing that for a year and a half, if not two years, right? And again, I'm not saying this to criticize you. or any blame at all but you want an example that would be a very good example wouldn't it that we've been to do what hashing hashing this out where they're going where they're not going what's involved what's not involved for over i don't know how long is it there heather

Well, we started a couple years. Well, I met with Veterans Affairs last spring to start, but we didn't make any decisions until this.

But we continued to talk about it.

Because we had to look at ADA. And I get it.

I'm not criticizing. I'm just saying that's an example. And if... I understand wanting to talk to each other and communicate and get buy-in, but it used to be you guys had projects. This is my project. I'm going to bring up a report. You're all going to love it. Just like you were given the authority to speak as the RFP fiscal year 25, and that's just my idea. I'm trying to deal with staff, and I know you think I have enough staff. You know, I don't have the staff and the institutional knowledge that we used to have. We're the organization. We're working on it. We're all working really hard. But we're not a machine yet.

There's also a lot of extra stuff that has been thrust upon us that can be thrust upon us. that's causing time and extra work for a lot of other people. A lot of all of us. And sometimes that other boards have not had to deal with. So that causes a lot of issues and a lot of unnecessary activity that I would love to do without, but here we are.

Also, we don't need a board report from every department. We could get those emailed. We could get those emailed.

I don't think that my five-minute report is an impact. And I do that just for you, but also for the public.

It's not just for you. Okay, so what do we want? Do we want to go to a meeting every week? Or do we, what do we want? I think we should because this is a great meeting. Yeah, but you need to go. We should be wrapping up right now. No, but we used to have less than an hour meetings. Well. We did. And they get longer and longer.

Okay, we don't need to make any decisions today. We don't have it on here. We need to be thinking about it. There's been a lot of grumbling and a lot of complaints via email. So I just want to make sure that we were discussing it. And if we need to move it to weekly meetings, we can do so, but I'm trying to be mindful of and sensitive of everybody's time. So I'm fine.

But we need to, we need to put that as a formal resolution. That's what we decided to do. Um, but like you said, we already have a place holder. And I think if we can have shorter meetings but more frequently, that will make it easier for staff because there's a lot less stuff to look at and go back and forth on. Would you agree with that?

To be organized and concise is what I think would be beneficial. I would love to have short meetings.

Because now, for example, next week, I don't see anything that we need to meet about next week. So let's don't. Right? So... So next week we would have, and you know, if we have it as a standing meeting and it's automatically scheduled, then we would have something. Well, we could, when something pops up.

The thing is, is it doesn't have to pop up.

It doesn't.

It just do. I'm not saying we do it. Sometimes people have things that need to be. Yeah, things pop up. So let's, for now, let's continue to everybody have their Tuesday mornings reserved. Should we meet the time? I don't believe anything came up tonight that we will need for next Tuesday. So we should not need to meet this.

So I would appreciate that when we walk out of here tomorrow morning or Tuesday morning, we're not adding a meeting because of something that popped up. Something that popped up. I would just like to walk out of the meeting and have one week where we know we can catch up on our projects.

I don't see anything popping up. Usually things pop up. By now we know it. But we have it.

And just if you could just consider what I said with a grain of salt.

I hope you know that we would rather not eat. But there are some things that come up that because we can't talk outside of a meeting, we are forced to have a meeting. And I'd rather not have a meeting. Because I don't think anybody would say, hey, I would love to have more meetings.

So for now, we'll stay with the current schedule. We're just going to continue to reserve Tuesday mornings in the event that we need that meeting time. And we'll try to give you as much notice as we can to streamline this stuff.

Michelle, did we, just to circle back, did we permanently do a placeholder in here for Tuesday morning so we don't risk any double books should something come up? If not, can we do that?

I will make sure that that happens. So a placeholder for 930? An annex placeholder is basically what you're asking for.

Yeah, 930 on Tuesday morning. Other than the

I'm kind of the gatekeeper, so I've made sure nothing gets put on there, but yeah.

Sometimes it happens. So I just want to make sure, because that causes, then we have to scramble to figure out a different time. Okay. Okay. All right.

Let's set a record for that. All right.

So there's a shorter one.

For a night meeting?

Yep. Is there an hour?

We had one that was only an hour.

Well, that was the one where I brought all the stuff. Remember? I said, here, look at this. Here, look at this. Here, look at that.

So, okay. Okay. The last thing is ordinance review and update.

I spoke to Ryan today. They're working on this, and they've kind of taken over. But he did say he talked to them, and they were meeting. Yeah. He has two people that are very, very skilled on his boards. This is their backgrounds, and they're moving forward. Good.

Because I'd like to see something else approved.

So where are the invoicing at? That's what I want to know is at the end. I mean, I don't want the invoice to show up and then they haven't fulfilled what they're supposed to deliver, the deliverables.

Well, that would be something I haven't talked to Ryan about.

Because last I heard, there was like 3,000 left. Well, and again, that's my back bit. Because I hear back at the beginning, I want to talk about that. I... I will circle back and write.

Okay, because there's the time constraint they were supposed to deliver and there was the product they were supposed to deliver. Okay.

I'll talk to her. And I'll go back to my name now. Okay. If there's nothing else, we all have our good news and then there's no meeting so far next week. There's no emergency, so... No more emergencies.

I think Jess and I are going to meet. We're going to meet.

So wait, no more emergency, Michelle. I'm going to be calling her. I would move. I will not. Okay. I'll second. All right. All in favor, adjourn for the vote. Aye. Aye. All opposed. Motion carries. It calms and we have 737.