NOTICE OF MEETINGS
February 10, 2009
NOTICE
IS HEREBY GIVEN that the Otoe County Board of Commissioners will convene as the
Board of Equalization at 8:15 a.m. on February 10, 2009. The Otoe
County Board of Commissioners will convene in regular session at 8:30 A.M. on
February 10, 2009. Both meetings will be held in the
AGENDA FOR THE BOARD OF EQUALIZATION MEETING
8:15
a.m. – Open meeting, Roll Call, Accept Agenda, Accept Minutes from previous
meeting
Therese
Trombino,
Discussion
and/or action RE: Tax List Corrections
Jacqueline
Smith,
motor vehicle
*****************************************************************************************************************************
AGENDA
OF THE REGULAR MEETING
meeting, Audit and Sign payroll claims
8:45 a.m. – Discussion and/or action RE:
Safety Committee composition; Safety Manual Survey
9:00 a.m. –Jacki
Schmitz: Discussion and/or action RE: Application for Juvenile Justice Grant;
9:15 a.m. – Larry Pelan,
NIRMA (
Insurance plan and other
benefits
9:45 a.m. – Joe Miller, Miller-Monroe Insurance:Presentation:Current Policy for Property &
Casualty Insurance
Following presentations: Discussion and/or
action to renew current insurance policy or advertise for RFPs
10:00 a.m.-Marv Pesek, Veterans Svc Officer: Discussion and/or action RE:
Office relocation to
10:15 a.m. – Discussion and/or action RE: KENO
operator proposal
10:30 a.m. -- Discussion and/or action to
appoint a Public Defender to fulfill term ending in January 2011
Discussion and/or action
regarding Road and Bridge matters
a) Update
construction progress on Bridge #32035
b) Discussion
and/or action RE: Introduction of various job-related forms
c) Discussion
and/or action RE: FEMA bridges (Resolution)
d) Discussion
and/or action RE: Repairs to excavator
e) Discussion
and/or action RE: Projects for the 2009-2014 1 & 6 Yr Road Plan
f)
Discussion and/or action RE: Water leakage
into underground fuel tank
g) Discussion
and/or action RE: Fed Aid Bridge M1905B0705 in
h) Miscellaneous
Other business matters to
address when time allows:
Audit
and sign regular claims
Jackie
Smith, Treasurer: Discussion and/or action RE: Pledged Security(s)
Discussion
and/or action to appoint a
Miscellaneous
Correspondence and other matters that may come before the Board
Janene Bennett
Otoe
The
Individuals requiring physical or sensory
accommodations, including interpreter service, Braille, large print or recorded
materials, please contact Janene Bennett,
February 10, 2009
The Otoe County Board of Commissioners convened in regular session at
8:30 a.m. on February 10, 2009 to audit and sign payroll claims and regular
claims and to take care of such other matters as are on the agenda for this
meeting. This meeting was open to the
Public, and the agenda was kept current, and is on file for public inspection
at the office of the Otoe County Clerk during regular business hours.
The meeting was called to order by Chairman of the Board, Timothy
Nelsen. Answering present at roll call were Commissioner Nelsen, Commissioner
Lade, Commissioner Crook, Commissioner Kreifels and Commissioner Freshman. None absent.
Chairman Nelsen informed the public in attendance that a current copy of
the Open Meetings Act is posted on the south wall of the Courtroom. Additional copies are available upon request.
Commissioner Kreifels made a motion, seconded by Commissioner Lade to
accept the agenda as posted. There being no further discussion, Chairman Nelsen
called for a vote. Voting aye were Commissioners Nelsen, Lade, Crook, Kreifels,
and Freshman. Nay - none. Motion carried.
Commissioner Kreifels made a motion, seconded by Commissioner Crook to
accept the minutes from the previous meeting and not have them read as each
member was furnished with a copy of same. There being no further discussion,
Chairman Nelsen called for a vote. Voting aye were Commissioners Lade, Crook,
Kreifels, Freshman and Nelsen. Nay – none. Motion
carried.
Commissioner Lade made a motion, seconded by Commissioner Kreifels to
audit and sign payroll claims. There being no further discussion, Chairman
Nelsen called for a vote. Voting aye were Commissioners Crook, Kreifels, Freshman, Nelsen and Lade. Nay – none. Motion carried.
Other business matters were addressed.
Jackie Smith,
Upon review of the regular claims, Commissioner Kreifels made a motion,
seconded by Commissioner Freshman to approve payment of the regular claims.
There being no further discussion, Chairman Nelsen called for a vote. Voting
aye were Commissioners Freshman, Lade, Crook and Kreifels; Commissioner Nelsen
approved payment of said claims but with an exception - he abstained to approve
the claims submitted by the Public Defender’s Office due to a conflict of
interest. Nay – none. Motion was carried.
Regarding the appointment of a
Miscellaneous Correspondence: The NDOR sent notification to all Nebraska
Counties that a new LPA (Local Public Agency) manual will be provided to all
counties by March 9, 2009, and training will begin by April 6, 2009. The
Federal Highway Administration (FHWA) sent an invitation to governing bodies
seeking comments of proposed road projects. Plans are available at the NDOR’s Office in
Commissioner Lade reported that the Safety Committee investigated an
accident that recently occurred at the Syracuse Road Shop. A road employee was
using a jack to work under a truck. As he was letting the truck down, the jack
jumped out of a safety notch and his hand was crushed between the “I” beam and
truck bed. The employee was off work for 5 days. By doctor’s order he has
returned to work on light duty with minimum use of his hand. The Safety
Committee recommends purchasing two 20 ton jacks and jack stands for each shop
and recommends the use of two jacks when performing this kind of maintenance.
The approximate cost is $700. Commissioner Freshman suggested buying one new
jack and stand to see how it works; then decide
whether to replace all of the jacks in each shop.
Commissioner Lade said the Safety Committee plans to develop a County
Safety Manual, so he distributed a survey to each office holder/supervisor to
get input on what material or procedures should be included in the manual. He
contended that the manual would provide a means of enforcing safety procedures
and outlining consequences for safety violations.
In regards to the composition of the Safety Committee, law requires that
there be an equal number of employers (supervisors) and employees. The old
committee consisted of 10 members; however some of their terms expired in July
of 2008 and one of them is no longer an employee.
There was a report that employees have been seen smoking inside the
county shops. This is not only a safety issue, but the County adopted a policy
several years ago that there shall be no smoking in any county building;
therefore employees who smoke inside the road shops are in violation.
Commissioner Kreifels suggested designating a specific smoking area outside the
buildings with a cigarette disposal receptacle. “No Smoking” signs should be
placed in the buildings - all of this to be effective immediately.
As the grant writer for the County’s Juvenile Service programs, Jacki Schmitz gave board members a brief history of the
legislation that was passed in 2001 allocating money to counties to develop a
Comprehensive Service Plan that would address ways to divert repeated juvenile
offenders.
Larry Pelan, the Underwriting Manager for
NIRMA (Nebraska Intergovernmental Risk Management Association), appeared before
the Board to explain how NIRMA was created and what it has to offer. He
referred to a booklet “The Road to Successfully Insuring Nebraska Counties”.
NIRMA began in 1988 as a self-insurance pool created expressly by and for
There being no further questions or comments for Mr. Pelan,
Chairman Nelsen called for a recess at 9:30 a.m. until the next appointment
which is scheduled for 9:45 a.m.
At 9:45 a.m. it was duly noted that all Board members were present and
the meeting resumed.
Joe Miller with Miller-Monroe-Farrell Insurance came before the Board to
review the benefits offered through his agency. Tom Farrell and Scott Miller
were also in attendance. Mr. Miller noted that he has been the underwriter for
the County’s liability and casualty insurance for the past 21 years. Currently,
the County is insured with Berkshire Hathaway, a company with an A++ financial
rating. He noted that the County’s workers’ compensation has had adverse
experience for the past 3 years (over $345,000 in claims) causing an increase
in premiums; however the mod index has dropped from 1.39 to 1.23 this past
year. He has been proactive in conducting loss control workshops and stressing
the importance of safety in the work place. He provided each Commissioner with
a Statement of Values listing all real property owned by the County for a total
of $11,236,655. When asked the question of a catastrophic claim, Mr. Farrell
said that the County’s policy has blanket coverage, unlike a pool that shares
the risk. Mr. Miller said his office is easily accessible, being located only a
block away from the Courthouse and encouraged the Board to renew the current
policy for at least one more year. Commissioner Freshman made a motion,
seconded by Commissioner Crook to renew the liability and casualty insurance
policy with Miller-Monroe-Farrell for one year. There being no further
discussion, Chairman Nelsen called for a vote. Voting aye were Commissioners
Lade, Crook, Kreifels, Freshman and Nelsen. Nay –
none. Motion carried. The policy’s renewal date is April 17, 2009.
Marv Pesek, Veterans Service Officer, appeared
before the Board to discuss a commitment made by the previous Board to move the
Veterans Service Office to the
The
a) Progress report on Bridge #32035 located 1 mile east of
b) Introduction of various job related forms now in use: Steffensmeier
provided each Commissioner with sample forms that he has designed in an effort
to maintain an efficient work place. 1) Time Sheet – employee completes daily
noting start time, time out, ending time, hours worked etc. 2) Work Order
Request form – to be completed when there is a complaint received and request
for repair. 3) Maintenance Project Form – to be completed by a foreman noting
project description, materials used, hours of labor and total cost. 4)
Maintenance Service Report – completed by employee who performs routine
maintenance on a piece of equipment. 5) Expenditure Report – presented a sample
from another county that Steffensmeier would like to implement; it would be a
compilation of information from other worksheets as a means to monitor budget
lines within a fiscal year. Commissioner Nelsen asked that he deliver the Work
Orders to the
Steffensmeier handed each board member a report generated by the NDOR
indicating a total of 1038 miles of roadway in
c) FEMA bridges – Commissioners Nelsen and Lade, Supt Steffensmeier, and
Foreman Denniston met with a FEMA agent at four
proposed bridge sites on January 29th. The agent agreed FEMA would consider
replacement of the following three bridges if the County and its engineers
could demonstrate that the bridges cannot be repaired or the repair costs would
be more than 50% of replacement: Bridge #00515 located south of Intersection
I-4; Bridge # 11330 south of Intersection G-12; and Bridge #1515 north of R-14.
No settlement was made on Bridge # 02530 south of I-24 crossing over the Little
Nemaha River. According to a resolution passed in 1993, the County established
a standard width of 28 feet for new bridges constructed. This bridge is less
than 16 feet wide, but the minimum design standards manual says it must be
reconstructed to a standard width of 20 feet.
d) Repairs to Excavator – Commissioner Freshman said he physically
examined the machine and compared it to the insurance adjuster’s report that
listed repairs in the amount of $15,181.44. He said it appeared to him that the
step could be fixed by the road crew. He did not see a need to replace the cab
door for $2384 or affix new decals or CAT emblems for $250. He recommended
taking the machine to Nebraska Machinery to have the rear engine cover door and
battery box cover replaced, the front windshield; and cover doors on the left
side, but not the right side. He also suggested having a pin replaced and other
normal maintenance done that would enhance its operation. He felt it was more
important to make the machine functional than making it “pretty”, especially
when there is no plan to trade the machine off in the near future. He said he
consulted with the employee who usually operates the machine and he agreed on
what needs to be fixed. Commissioner Freshman made a motion, seconded by
Commissioner Kreifels to approve the suggested repairs to the excavator as he
outlined above. There being no further discussion, Chairman Nelsen called for a
vote. Voting aye were Commissioners Freshman, Nelsen, Lade, Crook and Kreifels.
Nay – none. Motion carried. Commissioner Freshman suggested that Steffensmeier
order the parts ahead of time; then make an
appointment to have the excavator repaired after the parts arrive.
e) One and Six Year Road Plan – Steffensmeier presented the Board with a
list of 16 road projects for the County’s One Year Plan. Commissioner Nelsen
asked Steffensmeier to add the Commissioner’s suggested projects to the plan as
well since they spent time driving the roads of their district to determine
priority projects. James Cook asked if Bridge #53860 was listed on the Plan.
Steffensmeier said it was on the Six Year Plan with an estimated cost of
$350,000 for bridge replacement. Cook questioned whether it could be replaced
with something less costly, such as a low water crossing or box culvert. Denniston agreed with Steffensmeier that a low water
crossing would not work in this situation and that an engineer would have to
study the area to offer other options. Projects listed on the One-Year Plan
include the 4 FEMA bridges and 15 other bridges that will be Soft Match
Projects. A public hearing will be held at the February 24th meeting
to finalize the One and Six Year Road Plan for
2009-2014.
f) Underground fuel tank –
g) Bridge #M1905B0705 – This bridge is located
within the corporate limits of the
h) Miscellaneous – All road crew employees will be issued ID badges just
like the ones worn by the Courthouse employees. Lynn Denniston
provided each board member with a list of closed bridges which included
suggestions for repairs, a list of materials needed and a cost estimate.
Commissioner Crook asked if a similar type list could be prepared notating cost
of repairs for the red flagged areas in her district. Chairman Nelsen thought
it would be a good idea to have a list for the entire County. Nelsen also said
he is considering installation of a GPS device in each county vehicle. It will
record where a vehicle has been; how many miles were driven; keep track of oil
changes and other maintenance items. He asked Steffensmeier to provide him with
a list of vehicles used by the road department, including motor graders.
There being no further business to come before the Board at this time,
and since all items on the agenda have been disposed of, Chairman Nelsen
declared the meeting adjourned at 11:55 a.m. The next regular meeting will be
held on February 24, 2009.
I, Janene Bennett, County Clerk of Otoe
County, do hereby certify that the above minutes were taken by me, and are true
and correct to the best of my knowledge, and I therefore set my hand and affix
the county seal this 10th day of February 2009.
Janene Bennett
Otoe