MINUTES OF COMBINED COMMISSION WORKING & REGULAR SESSION MEETING HELD AUGUST 15, 2016 BEGINNING AT 9:00 A.M. IN CONFERENCE
ROOM #1, IN DUCHESNE, UTAH
Present
Commission Chairman Ronald Winterton; Commissioner Greg Todd, Commissioner Ken Burdick, Deputy County Attorney Tyler Allred, Public Works Director Ben Henderson, County Residents Debbie and Robert Hawthorne, and Commission Assistant BobbiJo Casper taking minutes of the meeting.
Public Works Department Update
Director Henderson reported that the Road Department is paving approaches in Cedarview this week. Today they are capping material behind Gateway in Duchesne.
Discussion Of Road Access
Mrs. Hawthorne stated that they live in Great Basin Estates Subdivision. Mr. Hawthorne stated that they purchased the property from Mountain West Ranches who had a sign that said “gated community”, so they thought that would be great. There is a county D’ road that goes out to their road and he was told by the county that it’s actually an oil road owned by El Paso. He gave a 25 foot easement to the county and they are living there without services. They have holes in the road as big as his Cadillac. Chairman Winterton stated that the road was made by Shell Oil. Commissioner Todd stated that Shell Oil had to have gotten a right of way from whoever owned the property in the 1970’s. Mrs. Hawthorne stated that every time there’s a bad storm, it washes everything out. We were told by the oil companies that we weren’t supposed to live there. When they first moved there, the oil companies weren’t going up there; they bought it originally for recreation and questioned why the county allowed the subdivision. Chairman Winterton stated that there isn’t a county road in township 3 south, range 7 west section 13 where they live. They are trespassing on an industry road. We can try to help, but we have taken on roads just so property owners can get to their homes. We will help facilitate it to make the road accessible; we meet with the oil companies quarterly so they will discuss this with them and try to be a partner.
Entered recess at 9:57 A.M…
Reentered Combined Commission Meeting at 10:01 A.M…
Discussion Of The Tabiona Bridge Project
Director Henderson stated that SSD #2 is asking them to maintain a road and he wants to know if that’s what we should do. It’s steep and we will have the liability of maintaining it. He thought that the contractor should be liable; the project will start in a few weeks. Chairman Winterton and Commissioner Burdick both agreed that COP Construction who is the contractor should be liable and maintain it.
Discussion & Direction On The Forest Service Contract Regarding Paving Defa’s Road
Director Henderson stated that this project will start today and they will pull material out of a couple of different pits. There is an additional $320,000 on top of the contract amount. He would like to pave some areas and chip seal others because not all of it is bad.
Discussion Of Future Water Needs
Scott Hacking, Eric Larsen & Darrin Brown with TriCounty Health joined the meeting at 10:12 A.M…
Mr. Brown stated that they came in 2007 and created a non-public drinking water rule for private well connections. This was to curb from having to haul water. We want to put this out for public review. If you can’t dig a well to get water or if you dig a well and it’s bad water so you can’t drink it they will have to haul water. We decided to take recreation out, because everyone has a different view on what it is. The question is do we want to continue to approve lots where people are going to have to haul water to because the burden comes back to them. Commissioner Todd asked how they can push this back on the developer so it’s not a problem for the buyer. Chairman Winterton suggested presenting this to the Planning and Zoning Commission so they are aware of it; we need to tighten up on all levels as a county. Mr. Brown stated that anything that they do has to go out for public comment, but it’s the Planning and Zoning Commissions domain. He didn’t want to move forward if the county is opposed. Chairman Winterton suggested that they talk to County/Community Planning Administrator Mike Hyde to make the coordination with the Planning and Zoning Commission.
Consideration Of Compensation For Work Done By Janice Bird On The History Book
Assistant Casper stated that she spoke to former county commissioner Kent Peatross who said that he wasn’t aware of anything promised to Janice Bird for doing the book. Commissioner Burdick stated that he spoke to Fair Board Chairman Debbie Thayne who said that Janice Bird did more than asked and that she put a lot into this book. Chairman Winterton suggested looking at where they are after everything from the fair is paid. Commissioner Todd stated that he feels that it’s appropriate to do something for all of the work that Janice put into this.
Consideration Of A Request Of Adding Personnel To Oversee Procurement & Other Duties As Assigned By The County Commission
HR Director Melissa Yergensen, Payroll & Benefits Administrator Becky Caton & Deputy County Attorney Jared Tingey joined the meeting at 10:42 A.M…
Director Yergensen stated that she has a new draft of the job description with all of the suggested changes from Attorney Tingey. Chairman Winterton stated that this person would work under the commission but work closely with the Attorney’s Office. Attorney Tingey stated that there could be a lot of things that departments are currently doing that would be given to the Procurement Officer. It could be a full time position; there are issues with contracts and department heads are signing them. Attorney Allred stated that from a legal perspective, department heads need to be allowed to do their job, but the commission should know about contracts. Chairman Winterton stated that they have had a lot of eye openings this year with fair contracts. They are the ones who end up taking the heat for each contract. Director Yergensen stated that in order to get someone qualified for this position, she feels that it needs to be a full time benefited position. Commissioner Todd stated that he feels that they will pay for the person in efficiency. Chairman Winterton suggested advertising the position to see what they get.
Clerk Auditor JoAnn Evans joined the meeting at 10:42 A.M…
Clerk Auditor Evans stated that she doesn’t agree with some of the things in the job description because they are things that she does or someone else in her office. Commissioner Todd stated that you can pick the job description apart but changes can be made once someone is hired. It allows us to be more efficient with our time. Commissioner Todd motioned to open a position to oversee procurement and other duties as assigned. Commissioner Burdick seconded the motion. All commissioners voted aye and the motion passed.
Consideration And Award Of Insurance Broker Contract
Director Yergensen stated that after listening to the proposals, she would recommend staying with Galligher Benefit Services, Inc. because they have upped their game and added personnel. Commissioner Todd motioned to retain Galligher Benefit Services, Inc. as our insurance broker for three years. Chairman Winterton seconded the motion. Both commissioners Winterton and Todd voted aye and the motion passed. Commissioner Burdick abstained from voting due to being related to Mr. Ray Hussey.
Discussion Of A Centennial Event Center Advisory Board
Director Yergensen stated that she feels that by getting the board together, the board could weigh in on getting personnel. Chairman Winterton suggested advertising for the Event Center Coordinator position and task that person with this assignment.
HR Department Update
Director Yergensen stated that she will get the positions opened for the Event Center Coordinator and schedule interviews for the Event Center Custodian position.
Consideration Of An Appointment To The Transportation District, SSD #2
Chairman Winterton stated that we received four applications for the unexpired seat. They will review the applicants. Agenda item was postponed by general consent.
Discussion Of Surplus Equipment
Chairman Winterton stated that Neola Water Board is in need of a truck and Neola Fire Station has one that they no longer need. Attorney Allred stated that we can’t give county property away but he will look into alternatives. Agenda item was postponed by general consent.
Consideration Of Vouchers
Deputy Clerk Auditor Connie Sweat joined the meeting at 11:50 A.M…
The commission reviewed vouchers #136158 through 136162 dated August 11, 2016 in the amount of three thousand fifty dollars ($3,050.00) as presented by the Clerk Auditor’s Office. The commission also reviewed vouchers #136163 through 136272 dated August 15, 2016 in the amount of one hundred ninety three thousand eight hundred forty four dollars and fifty one cents ($193,844.51) as presented by the Clerk Auditor’s Office. Commissioner Todd motioned to approve the vouchers as presented by the Clerk Auditor’s Office. Commissioner Burdick seconded the motion. All commissioners voted aye and the motion passed.
Consideration Of A Business License For Machinehead Motorsports, LLC
Commissioner Todd motioned to approve the business license as presented. Commissioner Todd seconded the motion. All commissioners voted aye and the motion passed.
Tax Adjustments – Treasurer
Commissioner Todd motioned to approve the tax adjustments as recommended by the Assessor’s Office. Commissioner Burdick seconded the motion. All commissioners voted aye and the motion passed.
Closed Meeting –
Commissioner Burdick moved to go into and out of closed session for the purpose of discussing personnel issues at 12:11 P.M. Commissioner Todd seconded the motion. All commissioners voted aye and the motion passed.
-Re-entered Combined Commission Meeting at 12:26 P.M…
Consideration To Take Action Discussed Under Closed Meeting
No action was necessary.
Closed Meeting –
Commissioner Todd moved to go into and out of closed session for the purpose of discussing pending or reasonably imminent litigation at 12:26 P.M. Commissioner Burdick seconded the motion. All commissioners voted aye and the motion passed.
Chairman Winterton excused himself at 12:38 P.M… Commissioner Todd became Chair Pro Tem at 12:38 P.M…
-Re-entered Combined Commission Meeting at 12:47 P.M…
Consideration To Take Action Discussed Under Closed Meeting
No action was necessary.
Consideration Of Minutes For Combined Commission Meeting Held August 1st & 7th, 2016
Commissioner Burdick motioned to approve the minutes with corrections. Commissioner Todd seconded the motion. Both commissioners voted aye and the motion passed.
Commission Calendaring
Adjourn
Commissioner Todd adjourned the meeting at 1:20 P.M.
Read and approved this 22nd day of August 2016.
Ronald Winterton / JoAnn EvansCommission Chairman / Clerk/Auditor
Minutes of meeting prepared by BobbiJo Casper______
Combined Commission Meeting August 15, 2016
Page 1 of 3