Harrison County Supervisors Meeting June 22, 2023 Chairman John Straight called the meeting to order with members Tony Smith and Brian Rife in attendance. The tentative agenda was approved on a motion by Rife, second by Smith. Motion carried. Previous minutes were approved on a motion by Smith, second by Rife. Motion carried. Attendance: Deputy Auditor Megan Reffett, Paul J. Rhoten, Rebecca Wilkerson, Steven Struble Bank Reconciliations Treasurer Shelia Phillips presented bank reconciliations for the month of May to the Board for their review. Property Tax Refund and Cancelation of County Held Tax Certificates Treasurer Phillips presented a request from a resident. Due to financial hardship and a family miscommunication that led to past due taxes, they requested the county held tax certificate on their property be cancelled and the most current taxes they paid be refunded. Discussion was held about this property being a second home vacation residency. The request was denied with a motion by Smith, second by Rife. Motion carried. FY24 Appropriations WHEREAS, it is desired to make appropriations for each of the different officers and departments for the fiscal year beginning July 1, 2023 in accordance with Section 331.434, subsection 6 Code of Iowa, THEREFORE, be it resolved by the Board of Supervisors of Harrison County, Iowa, as follows: Section 1: The amounts itemized by department or office are hereby appropriated. Section 2: Subject to the provisions of other county procedures and regulations, and applicable state law, the appropriations authorized under Section 1 shall constitute authorization for the department or officer listed to make expenditures or incur obligations from the itemized fund, effective July 1, 2023. Section 3: In accordance with Section 331.437, Code of Iowa, no department or officer shall expend or contract to expend any money or incur any liability, or enter into any contract which by its terms involves the expenditure of money for any purpose in excess of the amounts appropriated pursuant to this resolution. Section 4: If at any time during the 23/24 budget year the auditor shall ascertain that the available resources of a fund for that year will be less than said fund's total appropriations, said auditor shall immediately so inform the Board and recommend appropriate corrective action. Section 5: The auditor shall establish separate accounts for the appropriations authorized in Section 1, each of which account shall indicate the amount of the appropriation, the amounts charged thereto, and the unencumbered balance. The auditor will report the status of such accounts to the applicable departments and officers (monthly) during the 23/24 budget year. Section 6: All appropriations authorized pursuant to this resolution lapse at the close of business June 30, 2024. Approved with a motion by Smith, second by Rife. Motion carried. Canceling Outstanding Warrants WHEREAS, the Auditor has on her books a number of outstanding warrants over one year old; WHEREAS, the Auditor is requesting approval to cancel these outstanding warrants by the Board of Supervisors; THEREFORE, the recommendation to the Board of Supervisors is to cancel the outstanding warrants listed below. The Board of Supervisors hereby approves the cancellation of the following outstanding warrants listed and a credit of each warrant amount shall be made to the appropriate fund. Fund, Warrant, Warrant Date, Payee, Amount 01000, 63274, 07.02.2021, Thomas M. Springhower, $23.09 01000, 63536, 07.12.2021, WellSky, $125.00 01000, 64539, 09.10.2021, Garret C. Klutts, $336.92 01000, 66717, 12.13.2021, Valley Drug, $42.50 01000, 68297, 03.11.2022, Curtis L. Mether, $23.09 01000, 68315, 03.11.2022, Seth I. Parsons, $23.09 01000, 68686, 03.25.2022, Clarence W. Leonard, $23.09 01000, 68694, 03.25.2022, Anna M. Evans, $23.07 01000, 68943, 04.08.2022, Jill M. Higgins, $23.07 01000, 69158, 04.11.2022, Rebekah Mether, $54.41 11000, 66029, 11.08.2021, Chris Merk, $500.00 20000, 59273, 12.14.2020, Lawson Products Inc., $242.45 20000, 63506, 07.12.2021, Chad E. Pitt, $72.23 20000, 65666, 10.25.2021, Hurley Farms LLC, $2,486.87 25000, 66314, 11.22.2021, Harrison County Sheriff, $1,000.00 50000, 66603, 12.13.2021, Michelle L. Kersten, $340.76 69000, 63759, 07.26.2021, Shawn Kelly, $9.52 69000, 68556, 03.14.2022, Shawn Kelly, $19.89 Pursuant to Code of Iowa 331.554 a person may file a claim with the Auditor for the amount of the canceled warrant within one year of the date of this resolution and upon showing of proper proof that the claim is true and unpaid, the Auditor shall issue a warrant drawn upon the fund from which the original canceled warrant was drawn. Approved with a motion by Rife, second by Smith. Motion carried. Loan Amount and Transfer to Conservation Discussion on the previously approved loan to the Conservation Department was held. Director Scott Nelson gave an update that the project is not yet complete, and the final amount needed wasn’t available yet. The original amount agreed on was $1,075,097 and Director Nelson was hoping to be around $850,000 when the project was complete. A motion was made to approve a transfer of the original amount. Motion by Rife, Seconded by Smith. Motion carried. Engineer County Engineer Steven Struble gave project updates to the Board: Jefferson #1 Bridge The concrete needed for the deck pour was not available and has been delayed until next Tuesday. JEO surveyors will be verifying the elevations for the deck thickness. Melody Oaks OttaSeal Midwest Coatings applied the two lifts of the OttaSeal asphalt on June 12th and 13th. Steven advised that the loose material remaining on the surface would be left on to be embedded in the asphalt. Crews are working on areas that have washboards due to the excess aggregate. Asphalt resurfacing of Toledo Ave The rock shouldering for this project was finished last Saturday. The centerline painting was completed by subcontractors yesterday. This project will be paid for out of the Farm to Market account when project documentation is complete. Dust Control Engineer Struble shared concerns he had received from residents about the current dust control company. He has approved a second company for dust control and is waiting from them to provide the permits. Engineer Struble gave an update that they are still taking applications for the truck driver position that will be opening next month. He also provided updates on the new job descriptions for the Assistant to the Engineer. The previous position will be split into two positions – Administrative and Design/Construction. Supervisor Rife shared his concerns about the creation of new job descriptions after the Board’s denial of $6/hour increase for both of these positions and only approved a 3.5% salary increase. Struble provided his reasoning for the split and that he believes this will be more cost effective. Public Comment Rebecca Wilkerson asked questions about when the next EMA meeting was going to be held. Claims Claims, as presented, were stamped for approval. With business of the day completed, the Board adjourned on a motion by Rife, second by Smith. Motion carried. ATTEST: Megan Reffett, Deputy Auditor John Straight, Chairman NOTE: These minutes are as recorded by the Clerk to the Board of Supervisors and are subject to Board approval at the next regular meeting. MVTN 7-6-23
