***Monday, January 18, 2021, Commissioners did not meet due to the Human Rights Holiday.
***Tuesday, January 19, 2021, at 9:00 a.m., Commissioners met in regular session with Chairman Dan Dinning, Commissioner Wally Cossairt, Commissioner Tim Bertling (via conference call), Clerk Glenda Poston, and Deputy Clerk Michelle Rohrwasser.
Commissioners gave the opening invocation and said the Pledge of Allegiance.
9:00 a.m., Road and Bridge Department Co-Superintendent Renee Nelson joined the meeting to give the department report. A written report was provided.
Commissioner Cossairt moved to amend the agenda for 11:00 a.m. to discuss and ratify the declaration of a disaster/emergency due to last week’s windstorm. Commissioner Bertling second. Motion passed unanimously.
Ms. Nelson said Road and Bridge is still salting roads, they’ve had the brine and salt trucks out again and they’re still working on cleaning up downed trees from last week’s storm. Chairman Dinning said this emergency declaration is a result of the windstorm and the declaration will be grouped together with the other four northern counties. If damages exceed a certain amount, the matter will go to the Governor’s Office as the utility companies may receive reimbursement. Chairman Dinning asked Ms. Nelson to keep track of work involved with tree removal.
Ms. Nelson said when Road and Bridge sends out public hearing notices for variances to the Road Standards Ordinance, they inform recipients of the notice that they’re receiving the notice because they have property within 300 feet of the subject site. Ms. Nelson said people still have a lot of questions so can she also include a map showing where the proposed road approach is to be located. Chairman Dinning said he would at least mail that information to those who request it. It was said going forward that Road and Bridge will also include a map of the area.
Ms. Nelson asked the status of plowing the Section 16 trails parking lot for 9B trails in the event of a large snow fall. Chairman Dinning said he was going to look into the agreement the county has for this area. 9B Trails has plowing covered in the event of normal snow fall, but this request was in the event of a larger snow fall. Chairman Dinning said he saw an email in which a representative of Idaho Department of Lands is giving the county permission to plow, but he wants to see the agreement first.
The discussion regarding the Riverside Road Improvement project will be continued to next Monday.
Those present briefly discussed Road and Bridge’s winter staffing schedule.
Chairman Dinning asked about the matter of approving the private road name of Holly Place for Dayton Skrivseth in relation to the upcoming public hearing for a variance to the Road Standards Ordinance for an approach.
Commissioner Cossairt moved to approve the private road name of Holly Place on the condition of approval of the variance to the Road Standards Ordinance for an approach. Commissioner Bertling second. Motion passed unanimously.
The call with Ms. Nelson ended at 9:20 a.m.
Commissioner Cossairt moved to sign the Certificate of Residency of Sarah Michalski. Commissioner Bertling second. Motion passed unanimously.
Commissioner Cossairt moved to approve the minutes for the week of January 11, 2021. Commissioner Bertling second. Motion passed unanimously.
Commissioner Cossairt moved to sign the Agreement with the Idaho Department of Parks and Recreation for the Boat Safety Grant for an amount not to exceed $5,460.00. Commissioner Bertling second. Motion passed unanimously.
Commissioner Cossairt moved to sign Request for Reimbursement #8 totaling $4,324.95 for Airport Improvement Project #3-16-0004-017-2020 for the environmental assessment. Commissioner Bertling second. Motion passed unanimously.
Chairman Dinning explained that the Petroleum Storage Tank Fund is the insurance fund the county pays into with the State and it’s coverage for the gasoline and kerosene storage tanks at the airport.
Commissioner Cossairt moved to sign the Fuel Tank Storage Fund Policy for the Boundary County Airport. Commissioner Bertling second. Motion passed unanimously.
Commissioner Cossairt moved to adopt Resolution 2021-6. A resolution establishing polling sites in Boundary County. Commissioner Bertling second. Motion passed unanimously. Resolution 2021-6 reads as follows:
RESOLUTION 2021-6
A RESOLUTION ESTABLISHING POLLING SITES IN BOUNDARY COUNTY
WHEREAS, the Board of County Commissioners, County of Boundary, State of Idaho, has established seven polling sites within the County, and
WHEREAS, those sites are the Bonners Ferry/Kootenai Precinct, Copeland Precinct, Moyie Springs Precinct, Naples Precinct, North Bonners Ferry Precinct, Valley View Precinct, and the Countywide Absentee Voting Precinct
NOW THEREFORE, upon motion duly made, seconded, and unanimously carried,
IT IS HEREBY RESOLVED that the Board of County Commissioners, County of Boundary, State of Idaho hereby reaffirms the polling sites for elections to be held in Boundary County in calendar year 2021 as follows:
PRECINCT LOCATION
Bonners Ferry/Kootenai Precinct Exhibit Hall, Boundary County Fairgrounds
Copeland Precinct Mt. Hall School
Moyie Springs Precinct Moyie Springs City Hall
Naples Precinct South Boundary Fire Hall
North Bonners Ferry Precinct Exhibit Hall, Boundary County Fairgrounds
Valley View Precinct Exhibit Hall, Boundary County Fairgrounds
Countywide Absentee Voting Precinct Boundary County Courthouse
DATED this 18th day of January, 2021
COUNTY OF BOUNDARY
BOARD OF COMMISSIONERS
s/__________________________
Dan R. Dinning, Chairman
s/__________________________
Wally Cossairt, Commissioner
s/__________________________
Tim Bertling, Commissioner
ATTEST:
s/___________________________________________________
GLENDA POSTON, Clerk of the Board of County Commissioners
Recorded as instrument #285189
9:40 a.m., County Civil Attorney Tevis Hull joined the meeting.
Attorney Hull said he spoke to Road and Bridge about the Riverside Road Improvement Project so they will get together to go over that and other projects.
Chairman Dinning said Commissioners received a request from 9B Trails to plow the Section 16 parking lot if it snows. It was said the county could authorize plowing in the event of extreme snow conditions. Chairman Dinning questioned the use of the trails in winter and Commissioner Bertling said once the trails are groomed, you can ride fat trails bikes. It was clarified that the request for plowing snow is just for the parking lot.
Chairman Dinning brought up the status of the building that North Idaho College is using for a little bit longer and sharing the parking when the county takes the building back. Chairman Dinning voiced concerns about adequate parking if the county starts using this parking lot and needing spaces.
Attorney Hull left the meeting at 9:43 a.m.
10:00 a.m., Sheriff Dave Kramer, Detention Sergeant Bryant Brown and Undersheriff Rich Stephens; and Jack Knudsen, Lance Funke and Christie Hoffpauer with McKinstry joined the meeting to discuss proposed improvements to the Boundary County jail.
Mr. Knudsen introduced himself, Mr. Funke and Ms. Hoffpauer to those present, explained his company background and spoke of having conducted a walk-through of the jail. Mr. Knudsen mentioned a matter regarding piping at the jail. McKinstry does work on a lot of administrative buildings, courthouses and jail facilities. When you look at one project there is always a cost, but if you look at multiple things associated with that project, the cost is less. Mr. Knudsen handed out his findings as a result of this walk through to Commissioners. Those present reviewed page 3 and Mr. McKinstry said he found glaring projects that should be looked at from a planning perspective, adding that piping is a big concern. Commissioners were told that if they haven’t conducted a tour of the jail, it would be a worthy thing at one point. The fixtures in that building are also included with piping and the plumbing, and drainage improvement needs. Whitman County’s jail facility had similar issues and McKinstry is looking at this from a holistic view and would suggest projects in phases. Mr. Knudsen said the county will need to have options to discuss and plan what is next.
Mr. Knudsen said if the county is to keep the jail for an extended period of time, some restoration work is needed. In this list it shows that new lighting would be a great opportunity as it hasn’t been updated. As far as backup power, is the current system enough? With HVAC, if the roof needs redone, there are other improvements to include with that to lessen costs, such as facility controls for heat, etc. The exterior doors to the jail should be replaced as the one door where inmates are brought in has a steel base frame that is rusted at the base. Electrical matters and roof replacement was mentioned. Mr. McKinstry commented that as far as the building’s footprint, Sheriff Kramer would like to change the footprint to make more room for female inmates and change office configurations.
Mr. Knudsen discussed kitchen renovations and said the current kitchen is purely a prep kitchen so the plan would be to add a new kitchen. Laundry service was also discussed as it was said that laundry services and kitchens are two fundamental things used 24 hours per day, seven days per week. There is also some lack of lighting outside in relation to security, according to Mr. Knudsen.
Mr. Knudsen said when his company works on projects, there is 100% design and he explained the bid process involved and he said one issue with that could be that the bid wouldn’t correlate to the 100% design. McKinstry is on the design-build front and the county would have one contractor and underneath that they add guarantees for performance, cost and possibly energy savings. Separate line item guarantees would be given. Mr. Funke would provide a design scope. Chairman Dinning asked Mr. Knudsen if he’s done a design building in Idaho and Mr. Knudsen said yes, and he added that he’s in the same conversations with Kootenai County right now and they’ve reviewed 12 of the county buildings. Various clients of McKinstry were listed. When McKinstry does a design and planning phase they have options to make the cost. Ms. Hoffpauer commented that because there are check points along the way, you won’t get to the end of the project and then realize there isn’t enough budget. Mr. Knudsen spoke of getting a cost of what’s needed for what is being designed, then having contractors walk the site. The contractors can be local companies the county has used before.
Mr. Knudsen said on page 7 of his handout it shows the typical process for a design build. The design builder could be selected right away. The jail is the focus, but other buildings, such as the Courthouse, could also be included. Mr. Funke said with that, while going into the planning phase and looking at building and looking at a bond, any amount of the scope of work can be broken out. The county can look at a five or ten year plan. There can be an Option A and do a bond and do everything to get the lowest cost possible so there can be options. Mr. Knudsen stated that this approach does adhere to a lot of planning and at the same time, if there isn’t the funding, what is the long term funding going to fix. Chairman Dinning said from his understanding, the public bidding process will be at the request for quotes level. Mr. Knudsen said absolutely and he added that McKinstry is unique in that they provide guarantees.
Mr. McKinstry said in his handout slide nine pertains to economics. When looking at operations energy, it’s looking at what the county is paying for this building and looking at maintenance costs. They look at that in great detail. Mr. McKinstry referred to slide 10 and said that these all have potential energy savings and he provided examples of utility bills. These projects have reductions in energy costs. Page 11 refers to energy savings. Lighting could provide a five or seven year payback. Slide 15 looks at the financial side of it and there are a lot of state and federal programs to consider. McKinstry has seen a lot of new things, such as grants the county gets on a regular basis and Mr. McKinstry added that he would like to see those grants as he guarantees the county is not asking enough. Ms. Hoffpauer commented that this is a leading by example program.
Slide 18 provides company and staffing information. Mr. Funke spoke of costs and dialing in the scope of the project and getting accurate pricing. Mr. Funke added that when he went through the jail facility’s plumbing he noticed some fixtures needed updated and he questioned issues of copper piping. Heating water is where the expense is. Mr. Funke also spoke of grinder options. Largely, most fixtures in the jail are up to date so it might be just replacing valves. If the laundry and kitchen are going to be upgraded, plumbing to those areas would probably need to be upgraded as well.
As for the roof, it’s a ballasted roof with polymer and rock on top. In an area with forest fires, dust, and debris it causes ice dams to build up in the winter and that is when you get leaking down the wall. Mr. Funke said when he had been on the roof there were several areas where conduit was stretched or not connected and a lot of connections are on wood blocks. That type of work was acceptable when it was installed, but the material is declining. For the roof, there are also four package units and a couple of mini splits for cooling only. There are four temperature zones, but as things change there is a much more efficient system available. The jail’s current heating/cooling systems would largely have to be redesigned. Mr. Knudsen said when working with Commissioners and the teams, there are workshop sessions to plan out what they see and design. Mr. Funke added that McKinstry would put together options pertaining to what they see needs work and Commissioners would help determine what they would do based on what costs are involved.
Sheriff Kramer explained that the reason for putting this matter off is that he was aware of the issues with the roof and plumbing and he needed to visit with someone with experience. Mr. Knudsen added that one of the worst things to do is to fix something and then have to go back and fix something else that was not considered initially.
Detention Sergeant Bryant asked about the definition of hardening that was mentioned earlier and Mr. Knudsen explained that hardening of a facility pertains to if anyone tries to infiltrate. Detention Sergeant Brown mentioned issues of rust and freezing involving door #2 in the jail. Those present discussed establishing a safe access point to get to the roof.
The meeting with McKinstry representatives ended at 10:50 a.m.
Sheriff Kramer asked if Commissioners would co-sign a grant for traffic enforcement. This grant would allow the Sheriff’s Office to submit for mini grants to allow for reimbursement of costs associated with overtime as a result of driving related matters, etc. This is for increased enforcement of traffic safety, mostly focused on aggressive and impaired driving, etc., so deputies could go out and work overtime and the benefit cost would be reimbursed to the county. In addition is the grant where the county can apply for equipment, such as new radar equipment. Commissioner Cossairt said it sounds fine to him. Clerk Poston said once a grant is completed, Commissioners could adopt a resolution for the reimbursement.
Commissioner Cossairt moved to sign the Traffic Enforcement Grant for the Sheriff’s Office for year 2021. Commissioner Bertling second. Motion passed unanimously.
Sheriff Kramer left the meeting at 10:57 a.m.
11:00 a.m., Mike Wolcott and John Ailport with Inland Forest Management joined the meeting to discuss the Fire Safe Program. Mr. Ailport explained that in this program 91.1/4 acres of land were treated for the 2020 program and when talking about treatment, it consists of pruning, thinning and grinding slash and brush. Mr. Ailport said they’re not typically removing merchantable timber. Education is focused on fire prevention. The Fire Safe Program is a benefit to the community and the landowner by reducing fire intensity. Mr. Ailport reviewed current grant information with Commissioners.
Mr. Ailport spoke of working with Tyre Holfeltz with the Idaho Department of lands on the 2020 Western Fire Manager’s Grant, which totals $240,000.00.
Mr. Ailport informed Commissioners that the deadline in which to apply for additional hazardous fuels treatment (HFT) funding is January 22, 2021. Generally, it takes one to two years once a grant has been applied for to see the memorandums of understanding finalized. Mr. Ailport questioned if Boundary County would like to apply for additional hazardous fuels treatment funding for this upcoming season. If the county were to apply, the grant wouldn’t be finalized until next year at the earliest and working funds would be extended to year 2024. Commissioner Cossairt said he is all for having projects lined up. Commissioner Bertling also commented that he had no problem with that.
Commissioner Cossairt moved to authorize the Chairman to sign the initial FY 2022 Brushy Deer Camp grant application for funding for hazardous fuels treatment. Commissioner Bertling second. Motion passed unanimously.
Mr. Ailport provided Commissioners with an updated map of fire safe projects completed since year 2002. Mr. Ailport commented that the map doesn’t include last year’s projects. Mr. Wolcott thanked the county for continuing this program. Chairman Dinning said this project has provided a lot.
The meeting with Mr. Wolcott and Mr. Ailport ended at 11:13 a.m.
11:30 a.m., Boundary Economic Development Council Director Dennis Weed joined the meeting.
Mr. Weed discussed the regional sewer feasibility study and commented on taking care of the remaining study costs. Mr. Weed said between the last meeting he had with Commissioners and today’s meeting, the Department of Environmental Quality (DEQ) contacted the City of Moyie Springs about taking care of their balance totaling $38,950.00 through a grant. That information was submitted to DEQ last Friday in order to have that cost fall under that grant program. Mr. Weed said at least 50% will be paid up front, then the application will go to State of Idaho to get 100% as it’s a grant instead of a loan. Whatever way it’s funded, the county will get reimbursed 100%, according to Mr. Weed. This letter today is asking DEQ to increase our original grant of $60,000.00 to take care of these costs for the county. This equals $16,567.00. The county spent $60,000.00 for the study and the entire study was approximately $137,000.00. Mr. Weed said the grant from the Department of Commerce totaled $35,000.00, and the grant from the Department of Environmental Quality totaled $57,000.00. Chairman Dinning said we have $57,000.00 through the DEQ grant and the county paid $80,000.00 in addition to that. Mr. Weed said that is correct and he added that the county then invoiced the City of Moyie Springs for $38,950.00, which they owe back to the county. Mr. Weed said he’s asking the state to take care of the remaining county portion of the sewer study for the difference of $38,950.00 and the remaining cost. The county would be 100% reimbursed, according to Mr. Weed.
Chairman Dinning read the letter aloud to Commissioner Bertling who participated in the meeting via conference call.
Commissioner Cossairt moved to sign letter to the Idaho Department of Quality regarding funding costs of the feasibility study for the sewer project in Moyie Springs. Commissioner Bertling second. Motion passed unanimously.
The meeting with Mr. Weed ended at 11:37 a.m.
Commissioner Cossairt moved to sign the Property Tax Cancellation Form for year 2020 to cancel taxes totaling $13.52 and $.14 in late fees and interest for parcel #MH62N03E17106A as this was a camp trailer that was sold and registered to someone else. Commissioner Bertling second. Motion passed unanimously.
The meeting recessed for lunch at 11:45 a.m.
1:30 p.m., Commissioners reconvened for the afternoon session with Chairman Dan Dinning, Commissioner Wally Cossairt, Commissioner Tim Bertling (via telephone), Clerk Glenda Poston, and Deputy Clerk Michelle Rohrwasser.
1:30 p.m., Darius Ruen and Clare Marley with Ruen-Yeager & Associates joined the meeting to discuss the status of Planning and Zoning applications and to also discuss matters related to budget.
Ms. Marley reviewed information showing the number of permits issued for the months of October 2020 through January 2021, as well as a project list. Questions were asked regarding matters pertaining to utility permits and setting an expiration date for placement permits.
Chairman Dinning discussed hearings for placement permits, removing county public road standards for private roads, fees for certificate of compliance, etc. it was said those items can be fixed fairly easily. Ms. Marley said addressing various types of subdivisions will probably take a workshop.
Those present discussed a matter regarding the zone map.
Mr. Ruen spoke of the time his staff is spending on Boundary County applications and he commented that some of his clients are having a slow period, but Boundary County is not experiencing that. Mr. Ruen added that he can only split up so much of Ms. Marley’s time so he’s looking for more planning staff. So far Ruen-Yeager has just been throwing resources at this work. Mr. Ruen said when he saw the chart showing the progress of completing permits, he was proud of his staff.
Mr. Ruen asked to discuss fees, such as publication fees for hearings and if those fees should be the responsibility of the client. Chairman Dinning said when Commissioners raised Planning and Zoning application fees in the last public hearing, they averaged the hours of staff involved in the applications and reduced that by 50%. Commissioners also plan to address those fees in one year from the date they were made official.
Commissioner Cossairt moved to enter into an agreement to work with Ruen-Yeager & Associates under Scenario #2 for a three month period. Commissioner Bertling second. Motion passed unanimously.
The meeting with Ms. Marley and Mr. Ruen ended at 2:30 p.m.
Commissioner Bertling ended his conference call.
Restorium Administrator Karlene Magee joined the meeting at 2:34 p.m.
Ms. Magee mentioned being involved with the vaccination clinic for COVID-19. The Restorium has a total of 28 residents and 22 residents and four staff members have received the COVID-19 vaccine. Those present discussed current COVID-19 restrictions at the Restorium. Ms. Magee spoke of the second round of vaccines to be given in February. Chairman Dinning questioned if vaccines can be required when admitting a resident. Ms. Magee said she wasn’t sure if that could be required.
Ms. Magee said the Restorium had 29 residents during the month of December, but that number is now down to 28 residents. Ms. Magee provided a report on full time staff averages, billed amount for rooms, the Medicaid resident percentage, number of Medicaid residents, Medicaid rent average, rent utilities and food, room and board only received, accounts receivable over 30 days, expenses including and excluding payroll, and food costs per person per day. Chairman Dinning said we’re running approximately $90,000.00 in payroll every month, correct? Clerk Poston said it’s approximately $110,000.00 per month.
Ms. Magee said she applied for funding through the Coronavirus Financial Advisory Committee (CFAC), but she hasn’t heard back about that yet. Ms. Magee said she did receive an email about a possible third round of funding that was approved today.
Ms. Magee said Bee Safe has contacted her about a wireless call system and there has been an increase from the original estimate in the amount of $7,999.00. Ms. Magee said she doesn’t have enough money in her budget. Last year in February the cost for this system was $28,880.00 and she could cover that amount in her capital line item, but this new estimate from Bee Safe totals $36,789.00. Ms. Magee added that if she were to remove the phones from the estimate, the increase would be $6,000.00 instead of $8,000.00. Ms. Magee said she will contact another vendor to look into a quote.
Ms. Magee asked if she should take the old dishwasher that she removed from the Restorium to the landfill. Commissioners said yes. Clerk Poston said to make sure it’s removed from the county inventory list. Ms. Magee said the Restorium got a new surround sound system through the Friends of the Restorium, but there had been miscommunications as to how the cords were purchased so that is why the claim for it might be wrong. Commissioners said it wasn’t an issue and it can be cleared up.
Ms. Magee provided a brief recap and said she will contact Jacob Bushnell to see if he can provide an estimate for a wireless call system, she will contact Bee Safe to ask about the reason for the increase, and she will take the old dishwasher to the landfill.
The meeting with Ms. Magee ended at 3:04 p.m.
3:08 p.m., Commissioners participated in the Idaho Association of Counties (IAC) legislative Zoom conference call for District 1. Also participating in this call was IAC Executive Director Seth Grigg and various elected officials from the five northern counties. The Zoom call ended at approximately 3:30 p.m.
Commissioner Cossairt moved to ratify the signing of the disaster declaration associated with the January 13, 2021, wind storm and to extend this declaration to February 19, 2021. Chairman Dinning yielded the chair to second. Motion passed unanimously.
There being no further business, the meeting adjourned at 3:45 p.m.
_____________________________________
DAN R. DINNING, Chairman
Attest:
______________________________
GLENDA POSTON, Clerk
By: Michelle Rohrwasser, Deputy Clerk