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Monday, July 9, 2018 - Monday, July 9, 2018

COUNTY BOARD MINUTES JULY 9, 2018 The Board convened on Monday, July 9, 2018 at 9:00 A.M. with the following members present: Tilkes, Zoll, Geerts, Carolan, and Hackman. The meeting was called to order by Chairman Hackman. Also present were Lynn Throndson, Sue Breitbach, Rick Holthaus, and a member from the media. Motion by Carolan, Seconded by Tilkes to approve agenda for July 9, 2018. Roll Call: All Ayes. Motion Carried. Motion by Zoll, Seconded by Tilkes to approve Board Minutes for July 2, 2018. Roll Call: All Ayes. Motion Carried. Treasurer Sue Breitbach met with the Board regarding a tax sale certificate for the City of Nashua. Sue Breitbach informed the Board that she contacted the Nashua City Attorney David Skilton on Friday, July 6, 2018. Mrs. Skilton informed the County Treasurer Sue Breitbach on Friday, July 6, 2018 that Mr. Skilton is waiting for the approval from the Nashua City Council before proceeding. Motion by Carolan, Seconded by Zoll to table the tax sale certificate for the City of Nashua until the next board meeting. Roll Call: All Ayes. Motion Carried. Sue Breitbach left at 9:05 AM. The Board reviewed the Budget Request Resolution supporting City of Fredericksburg swimming pool equipment improvement. Motion by Geerts, Seconded by Carolan to approve resolution supporting City of Fredericksburg swimming pool equipment improvement. Roll Call: All Ayes. Motion Carried. RESOLUTION NO. 07-09-18-33 RESOLUTION OF THE CHICKASAW COUNTY BOARD OF SUPERVISORS SUPPORTING AN APPLICATION TO THE IOWA ECONOMIC DEVELOPMENT AUTHORITY FOR A COMMUNITY ATTRACTION AND TOURISM GRANT AND COMMITTING FINANCIAL SUPPORT TO THE CITY OF FREDERICKSBURG SWIMMING POOL EQUIPMENT IMPROVEMENTS WHEREAS, there is a recognized need for municipal pool equipment improvements to meet the growing outdoor recreation needs of its citizens and; WHEREAS, after reviewing and approving the concept of the City of Fredericksburg Pool project, the Chickasaw County Board of Supervisors supports the City of Fredericksburgís submittal of a grant application for Community Attraction and Tourism (CAT) funds to support the development of the project; and WHEREAS, there has been widespread local support for the City of Fredericksburg Municipal Pool project, and the Chickasaw County Board of Supervisors herewith commits $5,000 towards the development of the project. NOW THEREFORE, BE IT HEREBY RESOLVED by the Chickasaw County Board of Supervisors that they support the City of Fredericksburg Municipal Pool project and the submission of the Community Attraction and Tourism grant application. BE IT FURTHER RESOLVED, that the Chickasaw County Board of Supervisors herewith commits $5,000 in fiscal year 2018-2019 to the City of Fredericksburg Municipal Pool project. The Chickasaw County Auditor is hereby directed to issue a Warrant in the amount of $5,000.00 to the City of Fredericksburg from the Chickasaw County Betterment Fund (LOSST). Passed this 9th day of July, 2018 Board of Supervisors Chickasaw County, Iowa /ss/ Jacob Hackman, Chairman, Tim Zoll, Steve Geerts, David Tilkes, Dan Carolan ATTEST: /ss/ Joan E. Knoll, Chickasaw County Auditor The Board reviewed the Letter of Understanding for services provided by Hacker, Nelson & Co., PC for the FY 2017-2018 audit. Motion by Geerts, Seconded by Zoll to approve and authorize Chairman Signature on the Letter of Understanding for services provided by Hacker, Nelson & Co., PC for the FY 2017-2018 audit. Roll Call: All Ayes. Motion Carried. Dusten Rolando, Jennifer Schwickerath, and Staci Schutte present at 9:20 AM County Engineer Dusten Rolando met with the Board to discuss road departmental activities. Topics included: entrances, hauling rock; hauling rock (damage areaís-floods); asphalt cold mixed patch V-18; service and repair vehicles; shop inventory; set up for V-14 detour; all fire extinguishers inspected and checked; sign repairs/picking up road closure signs; bridge 1200 Vanderbilt North of 240th; pre construction conference bridge 1500 240th East of Hwy 63; bridge removal continues on Cheyenne; closure data V-14 South of 346 (tentatively now on July 9th ); work order in various locations, spraying guardrail; mowing gravels in the northeast and northwest; motorgraders out blading gravels; edge rutting, east half; sign inventory; sign repairs, brushing at signs; bridge repair #1200 ; Boyd road box culvert precon, late August; Cheyenne bridge, demolition all week; day labor projects, delivery dates; V14 schedule, start this week , Bremer County; midyear meeting in Ames this week; etc. The Board reviewed the resolution for Chickasaw County Procurement Policy. Motion by Geerts, Seconded by Carolan to approve the Resolution for Chickasaw County Procurement Policy and authorize Chairman Signature. Roll Call: All Ayes. Motion Carried. Resolution No. 07-09-18-34. RESOLUTION NO. 07-09-18-34 CHICKASAW COUNTY PROCUREMENT POLICY PURPOSE The purpose of this procurement policy is to ensure that sound business judgement is utilized in all procurement transactions and that supplies, equipment, construction and services are obtained efficiently and economically and in compliance with applicable federal and state law and executive orders and to ensure that all procurement transactions will be conducted in a manner that provides full and open competition. APPLICATION This policy applies to the procurement of all supplies, equipment, construction and services of and for Chickasaw County that include any federal program funding, including but not limited to, those related to the implementation and administration of the Community Development Block Grant (CDBG) award, the Pre-Hazard Mitigation Grant or the Emergency Management Planning Grant (EMPG). In regards to any such federal programs, all procurement will be done in accordance with 2 CFR; Part 200. POLICY METHODS OF PROCUREMENT Procurement under grants shall be made by one of the following methods, as described herein: (a) micro-purchase procedures; (b) small purchase procedures; (c) sealed bids (formal advertising); (d) competitive proposals; (e) noncompetitive proposals. A. Micro-purchase procedures are allowed for the purchase of supplies or services, costing in aggregate not more than $3,000.00 (as set in Federal Acquisition Regulation at 2 CFR 200.67). To the extent practicable, micro-purchases must be distributed equitably among qualified suppliers. Micro-purchases may be awarded without soliciting competitive quotations if Chickasaw County considers the price to be reasonable. All micro-purchases greater than $500.00 must have at least one price comparison. B. Small purchase procedures are relatively simple and informal procurement methods that are sound and appropriate for the procurement of services, supplies, or other property, costing in aggregate not more than $100,000 ($150,000 for federal programs). If small purchase procedures are used for procurement under a grant, price or rate quotations shall be obtained from an adequate number of qualified sources. C. In sealed bids (formal advertising), sealed bids are publicly solicited and a firm-fixed-price contract (lump sum or unit price) is awarded to the responsible bidder whose bid, conforming with all the material terms and conditions of the invitation for bids, is the lowest in price. The sealed bids method is the preferred method for procuring construction. 1. In order for sealed bidding to be feasible, appropriate conditions must be present, including, at a minimum, the following: (a) A complete, adequate and realistic specification or purchase description is available; (b) Two or more responsible bidders are willing and able to compare effectively for Chickasaw County businesses; and (c) The procurement lends itself to a firm-fixed-price contract, and the selection of the successful bidder can be made principally on the basis of price. 2. When sealed bids are used for a procurement under a grant, the following requirements apply: (a) A sufficient time prior to the date set for opening of bids, bids shall be solicited (publically advertised) from an adequate number of known suppliers; (b) The invitation for bids, including specifications and pertinent attachments, shall clearly define the items or services needed in order for the bidders to properly respond to the invitation for bids; (c) All bids shall be opened publicly at the time and place stated in the invitation for bids; (d) A firm-fixed-contract award shall be made by written notice to that responsible bidder whose bid, conforming to the invitation for bids, is lowest. Where specified in the bidding documents, factors such as discounts, transportation costs, and life cycle costs shall be considered in determining which bid is lowest. Payment discounts may only be used to determine low bid when prior experience of Chickasaw County indicates that such discounts are generally taken; and (e) Any or all bids may be rejected if there are sound documented business reasons in the best interest of the program. D. Procurement by competitive proposals is normally conducted with more than one source submitting an offer, and either a fixed-price or cost-reimbursement type contract is awarded, as appropriate. Competitive proposals are generally used when conditions are not appropriate for the use of sealed bids. If the competitive proposals method is used for procurement under a grant, the following requirements apply: 1. Requests for Proposals shall be publicized and identify all evaluation factors and their relative importance. Any response to publicized requests for proposals shall be considered to the maximum extent practical; 2. Requests for Proposals shall be solicited from an adequate number of qualified sources; 3. Chickasaw County shall have a written method for conducting evaluations of the proposals received and for selecting awardees; 4. Awards will be made to the responsible offer or whose proposal will be most advantageous to Chickasaw County, with price (other than architectural/engineering) and other factors considered. Unsuccessful offerors will be promptly notified in writing; and 5. Chickasaw County may use competitive proposal procedures for qualifications-based procurement of architectural/engineering (A/E) professional services whereby competitorsí qualifications are evaluated and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in the procurement of A/E professional services. It cannot be used to procure other types of services (e.g., administration professional services) even though A/E firms are a potential source to perform the proposed effort. E. Procurement by noncompetitive proposals is procurement through solicitation of a proposal from only one source. Circumstances under which a contract may be awarded by noncompetitive proposals are limited to one or more of the following: 1. The item is available from only a single source; 2. After solicitation of a number of sources, competition is determined inadequate; 3. A public exigency or emergency exists when the urgency for the requirement will not permit a delay incident to competitive solicitation; or 4. The awarding agency authorizes noncompetitive proposals. F. Chickasaw County will take affirmative steps to assure, to the greatest extent possible, that contracts are awarded to qualified small and minority firms, womenís business enterprises, and labor surplus area firms whenever they are potential sources. These affirmatives steps must include: a. Placing qualified small and minority businesses and womenís business enterprises on solicitation lists; b. Assuring that small and minority businesses, and womenís business enterprises are solicited whenever they are potential sources; c. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and womenís business enterprises; d. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and womenís business enterprises; e. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and f. Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (a) through (e). CONTRACT PRICING A. The cost plus a percentage of cost and percentage of construction cost method of contracting shall not be used. B. Chickasaw County shall perform some form of cost/price analysis for every procurement action, including modifications, amendments or change orders. Chickasaw County shall make an independent estimate prior to receiving a bid or proposal. C. Chickasaw County shall negotiate profit as a separate element of the price for each contract in which there is no price competition and in all cases where cost analysis is performed. In determining a fair and reasonable profit, Chickasaw County must consider the complexity of the work to be performed, the risk borne by the contractor, the contractorís investment, the amount of subcontracting, the quality of its record of past performance and the industry profit rates in the surrounding geographical area. PROCUREMENT RECORDS Chickasaw County shall maintain records sufficient to detail the significant history of procurement, including the rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price. AWARDED CONTRACTS A. Chickasaw County will not award a contract to a party listed as debarred, suspended, or otherwise excluded in the System for Award Management (SAM). B. Any contracts awarded shall comply with 2 CFR 200.326 and Appendix II to Part 200. Passed and adopted this 9th day of July, 2018. /ss/ Jacob J. Hackman, Chairperson Chickasaw County Board of Supervisors ATTEST: /ss/ Joan E. Knoll, Auditor, Chickasaw County The Board reviewed and discussed the quotes for Stroke Detection. Quotes from Mercy Medical Center and Stroke Detection Plus/Health Gauge. Open discussion and comments followed. Motion by Geerts, Seconded by Zoll to offer the Biogauge & Cardiogauge Package ($144) from Stroke Detection Plus/Health Gauge to Chickasaw county employees and spouses who have Chickasaw County Insurance and the expenditure will be paid from the Health/Flex Fund (8999). Roll Call: Ayes: Geerts and Zoll. Nays: Tilkes, Carolan, and Hackman. Motion Carried. Supervisor Hackman discussed the office space at the Community Services Building. At 10:30 AM Ray Armel was present. Supervisor Hackman asked the Board the future of Chickasaw County. Mr. Hackman informed the Board under Iowa Code Section 331.322 (5) Duties relating to County and Township Offices and Iowa Code Section for EMA 29C.12 Use of existing facilities. Jennifer Schwickerath informed the Board that there is a proposal to extend the Lease for six months which would end June 30, 2019. Some of the committee members toured Hacker, Nelson & Co., PC. Building. Supervisor Hackman informed the Board that he did contact Lynn Schwickerath, Board Member of the Chickasaw Event Center. No available space at the Chickasaw Event Center but the Custodian could utilize one-half of the garage space. Mr. Hackman also looked at the Iowa Big located on Main Street. Committee members will tour the Iowa Big location this week. Also discussion on the relocation of the CSS Services Coordinator from the Community Services Building to the Heritage Residence with the permission from County Social Services. Also discussion on the utilization of the Heritage Residence Building in which Prairie View Management, Inc. is leasing for $1.00 per year. Dusten Rolando, Lynn Throndson, Staci Schutte, Jennifer Schwickerath, Ray Armel, and member from the media left at 10:38 AM. Supervisor Geerts gave an update on the EMA/911 meeting held on Thursday, June 28, 2018. Mr. Geerts informed the Board of a job description for a Deputy 9ll/EMA Coordinator. This position will bring continuity and be a back up for the 911/EMA director. The 911/EMA Director will prepare the job description and ad for the Joint 911 Service Board and the EMA Commission to review. Mr. Seely will also have the HR Consultant review the job description. The Board approved claims. Supervisor Zoll left at 11:00 AM. Received and filed in the Auditorís Office MMP Short Form for Annual Update for Jon Bjornstad- C & N Farms Site 1 (ID #65992) in Section 1 of Niles Township located at 3360 130th Street, Charles City, IA 50616. Received and filed in the Auditorís Office MMP Short Form for Annual Update for Jon Bjornstad- C & N Farms Site 2 (ID #65993) in Section 35 of Cedar East Township located at 3269 130th Street, Charles City, IA 50616. Received and filed in the Auditorís Office MMP Short Form for Annual Update for Gary Gorman (ID#57703) located at 2448 180th Street, New Hampton, IA 50659. Received and filed in the Auditorís Office MMP Short Form for Annual Update for Weidler Site (ID# 66436) located at 2469 Quinlin Avenue, New Hampton, IA 50659. Received and filed in the Auditorís Office Verification of County Receipt for Manure Management Plans & Plan Updates for Emeraldbrook, LLC (ID #69570) in Section 23 of Jacksonville Township located at 1064 Pembroke Avenue, Lawler, IA 52154. Received and filed in the Auditorís Office MMP Short Form for Annual Update for Mike Kurtenbach (ID #67464) located at 2159 Stanley Avenue, Lawler, IA 52154. Motion by Carolan, Seconded by Geerts to adjourn at 11:01 AM. Roll Call: All Ayes. Motion Carried. ___________________________ Jacob Hackman, Chairman Board of Supervisors ATTEST: _____________________________ Joan E. Knoll, Auditor
 
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