August 21, 2012
The Miner County Board of Commissioners met in regular session August 21, 2012, in the Miner County Courthouse. Members present: Roger Wentland, Voni Durant, Don Bowman and Heath Thompson. Absent: Pat Maroney. Chairman Thompson called the meeting to order. The Pledge of Allegiance was recited.
Motion by Durant, seconded by Bowman and carried to approve the agenda as amended.
The minutes of August 1st were approved as presented.
The Auditor’s account with the County Treasurer showed a July 31st balance of $3,978,342.65 in all state, county, civil, school, and trust accounts.
Maria Feldhaus and Jerry Winker presented information on the possible upgrade of the electrical wiring within the beef, sheep and swine barns, the Quonset building and horse arena. Total cost of the project as per quote from Bob’s Electric. Commissioners agreed that the original service needs to be upgraded to provide safe electrical service at the 4-H grounds. Motion by Durant seconded by Bowman and carried to proceed with the electric project according to Bob’s Electric quote.
A public hearing was held for consideration and first reading of ordinance 12-02 AN ORDINANCE AMENDING ORDINANCE 93-01, AN ORDINANCE ESTABLISHING A 911 EMERGENCY TELEPHONE REPORTING SYSTEM FOR MINER COUNTY, SOUTH DAKOTA THE AMENDMENT IN ACCORDANCE WITH THE PROVISIONS OF SDCL 34-45, AND AMENDMENTS THEREOF, AND FOR THE REPEAL OF ALL RESOLUTIONS AND ORDINANCES IN CONFLICT THEREWITH. It was moved by Bowman, seconded by Wentland and carried to approve ordinance 12-02 and to hold the first reading of Ordinance 12-02. Second reading will be held on September 4 at 9:45 p.m. in the commission room of the Miner County Courthouse.
A public hearing was held for the second reading of ordinance 12-01, an ordinance amending ordinance 04-01, an ordinance establishing zoning regulations for Miner County, South Dakota. Zoning Administrator Kay Hageman was also present. After hearing no opposition to ordinance 12-01 it was moved by Durant, seconded by Wentland and carried to adopt ordinance 12-01.
Gibi Page presented the CHN quarterly report.
Poor Relief cases 12-02, 12-03, 12-04 and 12-09 were presented for consideration by welfare director Gibi Page. Motion by Wentland, seconded by Durant and carried to approve payment to Sanford Medical Center for hospital care as follows: 12-02-$4,118,75; 12-03-$4,457.35; and 12-04-$2,861.84.
Motion by Wentland, seconded by Bowman and carried to deny case 12-09 as applicant was over income eligibility at the time the debt occurred.
Highway Superintendent Ron Krempges reviewed progress on chip sealing projects and tiling issues. A surplus auction sale will be set for the end of October. Commissioners reviewed the 2013 highway budget.
Howard Township officials, Gary Stangohr and Randy Feldhaus made the request for the county to assume the responsibility of maintenance of 434th avenue (approximately 3/8 of a mile)from the south side of the 4-H grounds to Graceland Cemetery. Howard Township feels it cannot afford to maintain the road to the level in which it should be maintained. They attributed the condition of the road to high usage and heavier equipment. Possible solutions included adding a lift of gravel to the area and or using a dust control product to hold down the dust and extend the life of the gravel. Commissioners are open to looking at other options for agreements in maintaining the road but are not interested in taking over that portion of township road.
Motion by Wentland and seconded by Bowman to adopt the following resolution.
RESOLUTION 12-16
WHEREAS, SDCL 4-3-27 authorizes local governmental officials and employees to use a credit card or electronic payment for the purchase of supplies, materials, equipment, or other authorized transactions for the benefit of the local governmental entity;
WHEREAS, SDCL 4-3-27 requires that before authorizing the use of a credit card or electronic payment, the governing body shall, by resolution establish policies providing for the use and accountability of credit card purchases or electronic transactions;
WHEREAS, the Miner County Commission deems that it is in the best interest of Miner County (the “County”) to make certain County financial transactions by using a credit card; and
NOW THEREFORE BE IT RESOLVED, by the Miner County Board of Commissioners at a regular meeting held August 21, 2012, that the following policy shall govern the use of any and all County Credit Cards .
Miner County
Credit Card Policy
The Miner County Board of Commissioners has established a credit limit of $5000 for the Miner County Credit Card.
CARDHOLDER RESPONSIBILITIES
1. The Miner County Credit card shall only be used by an authorized card user who has signed the Card User Agreement.
2. Card User shall sign Acknowledgment of receipt of the card.
3. Card User should inform the merchant that sales tax should not be assessed because of the county’s tax exempt status prior to using the card for payment.
4. Invoices shall reflect the exact dollar amount indicated in the credit card statement.
5. When the Card User uses the County Credit card, any such purchases or charges will result in a “receivable” against the employee and the employee is solely responsible for repayment of any of these purchases or charges deemed not allowable by the County. Any unallowable amount must be repaid to the County within 30 days after disallowance is determined. If payment is not received the amount shall be collected through a payroll deduction against said card user.
6. RETAIN AND REMIT ALL SALES SLIPS/INVOICES The credit card account must be reconciled with each monthly cycle against the statement, and the Auditor’s office requires sales receipts to accomplish this task. Receipts shall be forwarded to the Auditor’s office in a prompt, timely manner to avoid late fees. ALL SALES SLIPS/INVOICES SHALL BE SIGNED BY CARD USER. In all cases, there shall be sufficiently specific details so as to reasonably ascertain the item purchased and the price paid.
7. All benefits, refunds, rebates and other incentives from use of a credit card shall belong solely to the County and shall not benefit an individual.
GUIDELINES FOR CARD USE
Items that CAN be purchased with the Miner County Credit Card:
1. Fuel for county vehicles when traveling outside of county.
2. Overnight accommodations (when on county business) in the event that the motel/hotel is unable or unwilling to directly bill the county.
3. Equipment and supply vendors with which the County does not have a current account, is not expected to have an account, or where the requirements of opening an account would delay a critical purchase or result in less beneficial terms.
Items that CANNOT be purchased with the Miner County Credit Card:
1. Cash Advances
2. Meals
3. Services
4. Personal Use
5. Entertainment
6. Computer Purchases
CREDIT CARD SECURITY
The Miner County Credit Card shall always be treated with a level of care that will reasonably secure the card and account number.
1. Storage of the Miner County Credit Card. The card shall be kept in the Miner County Treasurer’s vault. Those employees needing to use the card shall be required to sign a Card User Agreement and shall return the card to the Auditor’s office along with all signed sales slips/invoices.
2. Credit Card Account Number. Guard the credit card account number carefully. Do not post it at your desk or leave it where it is accessible by others.
3. Sharing (or use by someone other than the card user). The only person entitled to use the Miner County Credit Card is the person to whom it was authorized. Do not lend the card to another person for use.
4. Keep the card in an accessible, but secure location. In the event the card is lost or stolen, notify the Miner County Auditor’s office immediately.
5. In addition to the above consequences for misuse of the credit card, Miner County retains the right to take further action, whether in the form of disciplinary action, termination of employment, and/or legal prosecution, in the event of gross misuse or fraud involving county funds.
ACKNOWLEDGMENT OF RECEIPT OF THE
MINER COUNTY CREDIT CARD
I ACKNOWLEDGE THAT, ON THE DATE INDICATED BELOW, I RECEIVED THE Miner County Credit Card. I have previously received a copy of the procedure policy explaining the use and responsibilities regarding the card. I have signed the card user agreement.
CARD USER AGREEMENT
As an authorized user of the Miner County Credit Card, I understand that I am the only person authorized to make purchases with the card. I further understand and do hereby agree that such purchases shall only be in connection with my employment and shall be in accordance with the Miner County Board of Commissioners’ policy for credit card use.
I understand that the following items constitute misuse of the Miner County Credit Card and that any misuse will result in the revocation of my privileges to use the card.
Misuse of the Miner County Credit Card includes the following:
• Using the card for personal purchases
• Purchase of unauthorized items
• Use of the card by someone other than myself
• Fraudulent or inaccurate record keeping
If the Miner County Credit Card is used for personal purchases, for unauthorized items or by someone other than myself, I do hereby agree to reimburse Miner County or directly pay the vendor for such purchases. Further, I do hereby authorize Miner County to withhold from my paycheck any amounts necessary to pay these charges.
Name of card user________________Date________
Card user’s Signature__________________
Voting aye: Bowman, Wentland, Durant and Thompson. Voting nay: none. Resolution adopted this 21st day of August, 2012.
Heath A. Thompson, Chairman
Miner County Board of Commissioners
Attest: Susan R. Connor, Miner County Auditor
Emergency Management Director reported on the process for declaring a drought disaster. Motion by Durant and seconded by Bowman to adopt the following resolution and to forward the resolution to the County FSA committee.
RESOLUTION 12-17
DROUGHT DISASTER DECLARATION
WHEREAS, a severe drought has hit Miner County and,
WHEREAS, said drought has caused extensive damage and loss to crops, pasture, and livestock; and,
WHEREAS, drought effected crops and livestock will surely add to the financial burden of the farmers and ranchers of Miner County;
NOW THEREFORE BE IT RESOLVED by the Miner County Board of Commissioners to declare Miner County a disaster area due to the ongoing drought conditions; and
BE IT FURTHER RESOLVED to urge the Miner County FSA committee and the Governor of the State of South Dakota to take appropriate action to assist and to help Miner County producers.
Voting aye: Bowman, Wentland, Durant and Thompson. Voting nay: none. Resolution adopted this 21st day of August, 2012.
Heath A. Thompson, Chairman
Miner County Board of Commissioners
Attest: Susan R. Connor, Miner County Auditor
Motion by Durant, seconded by Wentland and carried to authorize the auditor to make an operating transfer as provided for in 2012 budget to Road & Bridge Fund, $500,000.
Commissioners acknowledged requests to discuss the burn ban which is affect for Miner County. The board will place the issue on its September 4th agenda and review the conditions at that time.
Claims allowed: Alliance Communications $300.00, Century Link $98.53, Santel $55.12, Triotel Communications $169.53, 911 charges; A-OX Welding Supply $45.32, Butler Machinery Co $2717.76, Canova Service Center $.53, Concrete Materials $356.50, County Wide Directory $440.00, Diesel Machinery, Inc $960.31, Dust-Tex Service $113.48, Howard Farmers Coop $14,231.28, James River Equipment Co $125.42, Kreisers Inc $136.38, Mac’s Inc $20.05, Marshall & Swift/Boeckh $1552.40, McFarland Supply Co $28.12, Midwest Fire & Safety $129.00, Mobile Electronic Service $2204.63, Neve’s Uniforms & Equipment $59.99, Office Peeps $1342.78, Pedersen Machine, Inc $230.00, Rusty’s Foodland $83.20, Salem Tractor Parts $68.00, Spencer Quarries, Inc $512.85, Sturdevant’s Auto Parts $1986.65, Tom’s Hardware Hank $19.98, Webster Scale, Inc $502.00, supplies; Jebro, Inc $233,723.60, road materials; Aramark Uniform Services $45.77, Larry Holland $500.00, rent; Avera Queen of Peace $196.40, Horizon Health Care $90.00, blood alcohols & drug testing; Bob’s Electric $81.60, Butler Machinery Co. $530.00, Howard Auto Clinic $105.00, Mobile Electronic Service $2800.95, Office Peeps, Inc $136.04, Prostrollo Auto Mall $1012.25, Sioux Falls Two Way Radio $86.75, Webster Scale Inc. $300.00, repairs; Davison County Jail $5250.00, prisoner care; DeCastro Law Office $2013.10, Dr. Stephen D. Gullings $148.00, Mitchell Clinic $184.00, prisoner medical; Sioux Falls Two Way Radio $808.00, ambulance pagers; Debra Eggert $115.44, Wally Jacobson $4.81, Dan Page $11.84, Cross Roads Hotel $52.00, travel; Kay Genzlinger $100.00, Ag Bldg watchman; Howard City $4000.00, mosquito control, $1475.71, utilities; Xcel Energy $11.29, electric service; Interlakes Community Action $512.90, outreach worker; Lammers, Kleibacker & Brown $1303.25, court appointed attorney; Miner County Pioneer $42.00, publishing; Minnehaha Co Treasurer $240.60, prisoner care; Thomson West $85.00, Law Library law books.
The meeting adjourned to September 4, 2012. Dated this 21st day of September, 2012.
Heath A. Thompson, Chairman
Miner County Board of Commissioners
Attest: Susan R. Connor, Miner County Auditor