August 22, 2017 (FULL DETAILED REPORT)Wednesday, September 6th, 2017
STATE OF WYOMING ) LANDER, WYOMING
) ss. OFFICE OF THE FREMONT COUNTY COMMISSIONERS
COUNTY OF FREMONT ) AUGUST 22, 2017
FULL DETAILED REPORT
The Board of Fremont County Commissioners met in Regular Session at 9:00 a.m. with the following members present: Chairman Travis Becker, Ray Price, Jennifer McCarty and Clarence Thomas. Vice-Chairman Larry Allen was absent for personal reasons. Fremont County Clerk Julie A. Freese was present for the meeting.
Ray Price moved, Clarence Thomas seconded, to approve the Agenda as amended. Motion carried unanimously.
Ray Price moved, Clarence Thomas seconded, to approve the Minutes of the Special Meeting held on August 7, 2017 and Regular Meeting held on August 8, 2017. Motion carried unanimously.
Ray Price moved, Jennifer McCarty seconded, to accept the regular bills for payment. Chairman Becker abstained from voting on The Print Shop voucher. Motion carried unanimously.
A & I Distributors
Airgas USA LLC
B & T Fire Extinguishers Inc.
B I Inc.
Bailey Enterprises, Inc.
Bank Of The West
Credit Card Charges
Bank Of The West Acct Analysis
Bob Barker Company, Inc.
Bull’s Service & Towing LLC
Carquest Auto Parts
Carroll Septic Service
City Plumbing & Heating Inc.
County Buildings – Detention
Clifford, Gregory P. MD PC
Communication Technologies Inc.
Cowboy Chemical Inc.
Eagle Uniform & Supply Co
Electrical Dynamics, Inc.
Food Services of America
Fremont County Solid Waste
High Plains Power, Inc.
Dry Creek/Riverview Road
Jerry Bornhoft Construction Inc.
Mortimore Lane/Tomato Loop
John Deere Financial
Lander Medical Clinic PC
Lander Vision Center
Lawson Products, Inc.
Lowham Surgery & Endoscopy
Malcolm, Alexander M.
Matthew Bender & Co., Inc.
Mertens, Caleb D
NAPA Auto Parts-Riverton
Newman Traffic Signs
Office Shop Inc., The
O’Reilly Automotive Inc.
Overhead Door, Inc.
County Buildings – Detention
Pavillion, Town of
Peterbilt of Wyoming
Phillips, Adam E.
Print Shop, The
Quest Software, Inc.
Rapid Recovery Software
R C Lock & Key
R R Brink Locking Systems Inc.
County Buildings – Detention
Reed’s Moghaun Office Supply
Riverton Physician Practices LLC
Riverton Ranger, Inc.
Rocky Mountain Power
Sagewest Health Care
Secretary of State
Stroupe Pest Control Inc.
Sweetwater Aire LLC
Rural Addressing Supplies
Sweetwater County Sheriff
Sysco Montana, Inc.
Terrance R. Martin PC
Tweed’s Wholesale Co
University of Wyoming
Valley Lumber & Supply Co Inc.
W A C O
West Payment Center
Library Plan Charges
Western Printing, Inc.
Wind River Radiology PC
Wind River Trans Authority
WY Public Health Laboratory
Wyoming Dept. of Transportation
Wyoming Waste Systems
The following items in the Signature File were reviewed: 1) letter of appreciation (to accompany plaque) to Duane Cady upon retirement from Fremont County Road and Bridge Department; and 2) Record of Proceedings. Clarence Thomas moved, Jennifer McCarty seconded, to ratify a Provider Agreement with Natrona County to provide juvenile detention services, effective July 1, 2017. Motion carried unanimously. Jennifer McCarty moved, Ray Price seconded, to approve a Memorandum of Understanding among the State of Wyoming, Department of Corrections, Fremont County, and the Fremont County Sheriff’s Department that establishes mutual aid support for the use of manpower, equipment and facilities in the event of an emergency at the Wyoming Honor Farm or within Fremont County boundaries. Motion carried unanimously. Clarence Thomas moved, Ray Price seconded, to approve an Assurances Relating to Real Property Acquisition as co-sponsor of an Emergency Watershed Protection Project for Tyko Investments. Motion carried unanimously. Clarence Thomas moved, Ray Price seconded, to approve a Youth Services Agreement with the City of Riverton for Fremont County Youth Services to provide facilities, programs and staff for juvenile offenders. Motion carried unanimously. Ray Price moved, Clarence Thomas seconded, to approve a letter to Wyoming Business Council regarding a grant amendment request to change Dry Creek Road reimbursement rate to 100%. Motion carried unanimously.
The following items in the Priority Mail were reviewed: 1) Weed and Pest tour Saturday, August 26th that will highlight the Lander South Hudson Invasive Weed Control and Management Project; 2) Dedication and Ribbon-Cutting for the Community Entry Services’ Solar Project on September 20th at 2:00 pm.; and 3) Wyoming Health Coalition for a Healthy Retirement Seminar on August 22 (Riverton) and August 24 (Lander).
The Public Comment Period was held with nobody present in the audience.
Fremont County Planner Steve Baumann reviewed the recent WYDOT State Transportation Improvement Program (STIP) meeting he attended the prior week. He distributed handouts listing Fremont County Projected Funding Projects. The projects will be completed over a five year time frame and total $28.75 million for Region 5.
Fremont County Clerk Julie Freese and Financial Assistant Joe Felix presented a preliminary budget hearing for Unanticipated Revenue. The information will be advertised and the Public Hearing set for September 5th. In other business, Capital Assets were discussed. Jennifer McCarty moved, Ray Price seconded, to de-authorize $6,000 from the Capital Revolving Fund – Emergency Repair line item for Motor Grader MG-119 from $21,000 to $15,000. Motion carried unanimously. Jennifer McCarty moved, Ray Price seconded, to authorize an additional $7,000 in the Capital Revolving Fund – Emergency Repair line item for Motor Grader MG-120 from $12,000 to $19,000. Motion carried unanimously.
Transportation Superintendent Dave Pendleton was joined by Inberg-Miller Engineers Vice-President/Civil Engineer Tom Axthelm to submit Amendment No. 7 to the Master Services Agreement for Engineering Services for South Pass Snow Fence project. The Amendment is for an additional $15,500 to revise the original budget to account for additional services for view shed analysis and cost increases over the last four years. A history of the One Percent Project was given and Axthelm stated their original proposal was submitted in 2013 and design began in July of 2014. This is an ongoing project consisting of replacing snow fence along roads in the vicinity of South Pass City and Atlantic City. Most of the snow fence is to be constructed on lands controlled by the Bureau of Land Management. Permitting the project through BLM requires substantial effort and a review was sent to the County and BLM in 2015. Following their initial contract with the County, BLM informed them of a new requirement which was an analysis of view shed, not included in their original proposal. After view shed analysis, BLM indicated the proposed snow fence along the north end of Atlantic City Road should not be constructed due to view shed concerns; however, they would be agreeable to controlling snow drifting in this vicinity by modifying the road cuts. A preliminary analysis indicated the road cuts to be very large and would require a significant increase in the areas for cultural clearances. In the summer of 2016 the Commissioners put the project on hold, pending renewal of the one percent funding vote later that year. Earlier in the spring of 2017, the proposal was updated to include the additional work for designing and staking the road cuts; however, the Commission rejected the proposal and decided to continue with the snow fence on other portions of the project. The budget is now four years old and the quote from the sub-consultant for cultural clearances is increased as well as some inflation for the cost of their services. The current budget is $77,000 and the Amendment would bring the budget up to $92,500 and expenses to date total $34,528.67 leaving a balance of $57,971.33. Ray Price moved, Clarence Thomas seconded, to approve the Inberg-Miller Amendment No. 7 for an additional amount of $15,500. Motion carried unanimously. Discussion was held on the possibility of Job Corps students helping with the project; however, Pendleton stated it would not be feasible for this type of project.
Dave Pendleton reviewed the results of a bid opening for Asphalt Patching Materials Supply 2017-18. One bid was received from 71 Construction for 2,000 ton at a unit price of $69.00 for a total cost of $138,000. The amount will cover materials for Smith, Honor Farm, North Portal, Burma, and Horse Creek Roads. In January, the County will join WYDOT bidding for the remainder of Asphalt Patching Materials needed for 2018. Ray Price moved, Jennifer McCarty seconded, to accept the bid submitted from 71 Construction in the amount of $138,000 for 2,000 ton of Asphalt Patching Material. Motion carried unanimously.
Dave Pendleton reported on a recent One Percent Committee meeting and subsequently presented a list of potential gravel projects, totaling 190 miles. Pendleton will prioritize the list by the end of September so that hauling can begin later in the fall. Pendleton stated gravel has already been hauled on Cooper Road which is part of this budget as well.
Dave Pendleton and Tom Axthelm, Inberg-Miller Engineers Vice-President and Civil Engineer, discussed the status of the Riverview Road project. The engineering services in the Contract were for the Riverview Road Asphalt Overlay (One Percent Project) and Paradise Valley Chip Seal Program (Road Construction Funding). In February, the Commissioners approved an Amendment from Inberg-Miller Engineers for an additional $55,000 which will continue to provide construction phase services to complete the project. The Commission then agreed that amount will be assessed as liquidated damages to the contractor, Mountain Construction Company, who was behind schedule and final completion would not be until 2017 (The Contractor was 296 days over scheduled completion). Additional clean up items were addressed this spring and summer and the project is now complete. The contractor has earlier indicated they do not feel they should be assessed the liquidated damages as the County had full unrestricted access on Riverview Road, starting in August 2016; therefore, there are no damages and there were other reasons due to the change in scope of work. The Commissioners affirmed their earlier decision to assess $55,000 to Mountain States Construction as liquidated damages.
Commissioner Thomas stated there are more regulatory signs needing replaced on the Wind River Indian Reservation. He stated BIA is having extra police patrol the roads and he is working with a youth group to try to remove graffiti. Pendleton stated signs have been ordered which will have a film on them so graffiti can be removed easier. He reported on vandalism on signs on Muskrat Road, and other areas of the county, which have been shot repeatedly, one to the extent the pole was literally cut in half with bullets.
Commissioner Price was excused for personal reasons.
The Commissioners reviewed the Department Head Evaluation Process they undertook in 2015 and the Board agreed to follow the same process this year. Department Heads are currently being asked to review their current Job Description from which the Evaluation is developed. The evaluation process will begin in September.
The Fremont County Library system had offered to donate two used color copiers to Fremont County Government. Following interest from several departments, the Commissioners determined the copiers would go to CAST and Fremont County Alliance Against Domestic Violence.
Commissioner meeting reports were given:
Commissioner Jennifer McCarty attended the Weed and Pest District monthly board meeting and attended a portion of the WYDOT State Transportation Improvement Meeting. She complimented all the emergency services involved with the recent Eclipse event.
Commissioner Clarence Thomas was invited to the premiere of Wind River at Central Wyoming College. He met with the Tribes to discuss vandalism on road signs and with Wind River Police Department who will institute more patrols.
Chairman Becker met with Dubois District Ranger Rick Metzger last weekend to discuss travel management issues. He complimented him on the excellent road blading on Forest Service roads. As of Monday evening, the Sheriff’s Department stepped down their increased coverage related to the Eclipse and will return to normal shifts.
The 24 Hour Malt Beverage Permit earlier submitted by Brian Bewley d/b/a Rocking the Winds Wounded Warrior Project for August 18-21, 2017 was reviewed. The County approved the requested dates, contingent upon approval from both the Arapaho and Shoshone Business Councils. The Arapaho Business Council approved the four dates; however, the Shoshone Business Council only approved two days (August 18-19). As a result, the County issued a 24 Hour Malt Beverage Permit for the dates of August 18-19, 2017 only.
Commissioner Price returned to the meeting at this time.
County Clerk Julie Freese proceeded to continue discussion on the policy manual (Code of Employer-Employee Relations) review. Discussed was Drug Free Workplace (taken under advisement); Conflict of Interest (approved); Whistleblower Policy (approved). The remainder of the Policies and Procedures Handbook was taken under advisement. It was noted that HIPAA issues could arise when dealing with FMLA issues (doctor’s release, etc.). The Board suggested that the Deputy County Clerk, Margy Irvine, be the lead contact on all FMLA issues and ensure she receives the proper training. County Clerk Julie Freese suggested this be discussed at the upcoming meeting with Elected Officials scheduled for August 29th. Freese proceeded to distribute an updated County Pool Vehicle Procedures document for Commission review and possible approval at the September 5th meeting.
Forest Service Washakie District Ranger Steve Schacht introduced acting Forest Supervisor Eric Watrud to the Commission. Watrud introduced himself and stated his earlier position was in Oregon. He stated the Forest Service has received a Federal hiring freeze exemption and can fill the Supervisor position with a permanent name announced early October. Watrud stressed the importance of building relationships and is interested in Fremont County issues and needs. Schacht reviewed the recent Eclipse event and noted over 5,000 contacts were made. Some coolers were confiscated; however, returned to the individuals who in general were appreciative of the Forest Service efforts to keep everybody safe from bear activity. There was one small fire as a result of a lightning strike and four unattended campfires which were put out before they got out of control. The Forest Service did not issue fire restrictions and overall, was the right decision. They did have two fire engines in Lander and Dubois in the event they were needed. Chairman Becker inquired about possible resource damage that local citizens expressed to him. Schacht stated the agency has support after the event as well as before to clean up and mitigate damage as much as possible. Schacht stated the Worthen Road rock pile has received a federal Highway Grant to remove and internal funds will resurface. Becker again reiterated the great job the contractor has done on Forest Service roads in the area. Upon closing, Watrud stressed his intent to be a good neighbor to Fremont County.
County Clerk Julie Freese stated a new format for the Official Minutes which are published in the official newspaper (Riverton Ranger). The bills will now be wrapped and not listed in column style, which will result in a cost savings. The Full Detailed Report, posted on the County Website, will still have the bills in column style for ease of reading.
There being no further business, Ray Price moved, Jennifer McCarty seconded, to adjourn the meeting at 11:45 a.m. and reconvene for a Regular Meeting on September 5, 2017 at 9:00 a.m. Motion carried unanimously.
A full detailed report and the official minutes are posted on Fremont County’s website at www.fremontcountywy.org.
/s/ TRAVIS BECKER, CHAIRMAN
FREMONT COUNTY COMMISSIONERS
/s/ JULIE A. FREESE, COUNTY CLERK AND CLERK OF THE