SAN JUAN COUNTY COMMISSION MEETING MINUTES April 12, 1993 The regular meeting of the San Juan County Commission was held at 10:00 a.m. in the commission chambers at Monticello, Utah. Present: Ty Lewis, Chairman Mark Maryboy, Vice Chairman Bill Redd, Commissioner Rick Bailey, Administrative Assistant Dena Hunter, Deputy Clerk A motion to approve the minutes of the April 5, 1993 minutes as amended was made by Commissioner Redd and seconded by Commissioner Lewis. UNANIMOUS. CURRENT BUSINESS Zoning Variance Hearing A public hearing was held to receive public input for a requested zoning variance for Guy Saperstein in the M-4 Subdivision. No public comments were received. A motion to approve the requested zoning variance was made by Commissioner Redd and seconded by Commissioner Lewis. UNANIMOUS. Zoning Variance A letter was received from Paul and Diane Pedersen requesting a zoning variance for a parcel of land they are planning on purchasing in the Blanding area. The area is zoned A-10 which requires ten acres to build a residence. Mrs. Pedersen was present at the meeting and the Commission advised her that they are in the process of changing the required acreage for zoning in A-10 and MU-10 to 2.5 acres instead of the required 10 acres. A Public Hearing on this matter will be held on April 26, 1993. It was decided that the zoning variance request will be handled at the same public hearing so the Pedersens may purchase the land and begin construction if the zoning changes do not take place. A request for a zoning variance for Paul Christiphor. Mr. Christiphor is requesting a variance from the 10 acres required for a residence to five acres. The Commission will include this request in the public hearing to be held on April 26, 1993. Canyonlands Aviation Clark Terry and Mike Advil of Canyonlands Aviation met with the Commission to inform them of their plans for the old Grand County Airstrip that is located in San Juan County. The airstrip is on State Lands and Canyonlands Aviation is in the process of applying for a lease of this land. Mr. Terry said the airstrip will a private airstrip. Canyonlands Aviation will be offering sightseeing, air taxi service, etc from the airstrip. A discussion was held on the present zoning for the area. The possibility of needing a conditional use permit was also discussed. It was decided that the use of the land that is owned by State Lands will be determined by the State and not the County. Mr. Terry said he was interested in the zoning of the area around the airport and a subdivision ordinance. The Commission said the County is in the process of drafting a subdivision ordinance in the near future and would protect the area around the airstrip so that the use of the area would not interfere with the operation of the air strip. Executive Session Road Construction Foreman Lewis Calvert requested an executive session to discuss personnel matters concerning the role of a foreman with the Commission. A motion to adjourn into executive session was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. A motion to reconvene into regular session was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. Request to Hire Construction Foreman Lewis Calvert requested to hire four temporary seasonal employees for the construction crew. This crew will be used as the culvert crew. Mr. Calvert said the commission had approved hiring three people for the culvert crew but felt four people were needed to handle the culverts. Mr. Calvert requested to hire Norbert Whitehorse, James Whitehorse, Larkin Wayne Leeson and Robert Dunow at Grade 5 Step 1, $6.19 per hour; effective 4-14-93. A motion to approve the hirings was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. Recreation A discussion was held on the recreation programs in the southern part of the County. The School District ran these programs last year. Some of the Chapters are requesting funds for their own recreation programs. A concern was expressed over the need to have a contract with the different entities that want to run their own programs. The Montezuma Creek swimming pool would need to have a large entity run the pool so that the insurance could be purchased. Commissioner Maryboy will investigate if the Navajo Nation insurance would cover the pool if it were to be ran by the Aneth Chapter. It was decided that the Commission needs to meet with the School District to discuss recreation. The School District will be contacted to see if they would like to meet at Commission meeting or School Board meeting. Department of Human Services Carla Gurtz, Department of Human Services, met with the Commission to discuss the contracts that the County has with Social Services for Substance Abuse and Mental Health. Ms. Gurtz said that the changes have been made with legislation in the Department of Human Services. Social Services being eliminated will not effect the contracts that the County has with them for Substance Abuse and Mental Health. Ms. Gurtz said the Department would like to keep the contracts the same as they have been in the past. A motion to approve the State contracts with the Division of Social Services being transferred to the Department of Human Service was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. Fire Control Fire Warden Frank Morrell met with the Commission to present the following closed fire season Proclamation: SAN JUAN COUNTY CLOSED FIRE SEASON PROCLAMATION WHEREAS, the forests and watersheds of San Juan County occupy a vital place on the County's economy and, WHEREAS, these lands are extremely vulnerable to damage by wild fire and, WHEREAS, climatic and vegative conditions of moderate fire severity are now approaching and will progressively worsen; THEREFORE, the County fire Warden and the County Commission, do hereby order a CLOSED FIRE SEASON to take effect beginning May 1, 1993 through October 31, 1993. The closed fire season shall be subject to all restrictions and provisions attached thereto by law. That during the closed season it shall be a misdemeanor to set a fire, or cause to be set on fire any inflammable material on any forest, brush, range, grass, grain stubble, or hay land without first securing a written permit from the County Fire Warden or local Fire Chief. /s/ Ty Lewis /s/Frank Morrell Ty Lewis, Chairman Frank Morrell San Juan County Commission San Juan County Fire Control A motion to approve the proclamation and the signing was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. Mr. Morrell discussed the Drug and Alcohol Policy that was passed last week with the Commission. Mr. Morrell's concern was with the statement that all applicants for fire control shall have alcohol and drug screening tests as part of their part of their pre- employment physical. Mr. Morrell said he has talked with County Attorney Craig Halls and was told that if the wording was changed to "may" require it would not require the volunteer fire fighters to undergo the testing. A motion to change the wording in the policy from "shall" to "may" was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. Mr. Morrell said that he has been told by Deputy Auditor John Fellmeth that he would need to put any fire control workers on the regular payroll because of Internal Revenue requirements. Fire fighters who will be making more $200 per year or more will be put on the payroll all others will be run through the accounts payable system. Aging Contract Aging Director Frank Morrell presented Amendment #2 to the Aging Contract for the approval and signature of the Commission. The contact will require a 10% match from the County. A motion to approve the contract and the signing was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. Forest Service/Law Enforcement Contract The law enforcement contract with the United Stated Forest Service was presented for the approval and signature of the Commission. The contract is in the amount of $2500. A motion to approve the contract and the signing was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. Sheriff's Department Sheriff Claude Lacy told the Commission that the gun sale that was held on April 10, 1993 was very successful. $6110.00 was made at the sale. These funds will be deposited with the Treasurer. Sheriff Lacy said he would like to use these funds to help with drug enforcement. The County will be contracting with the Federal Government to receive $24,00 for the drug enforcement program. Sheriff Lacy said he would like to use the funds from the gun sale to pay informants on drug cases where there is a conviction. A motion to approve this request was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. Payroll Change Maintenance Supervisor Dell Hunter told the Commission that the grounds keeper at the Monticello Library has terminated. Mr. Hunter said he has talked with Kelly Rogers about adding this responsibility to his duties at the Library. Mr. Rogers has agreed to take on this added work. Mr. Hunter would like to change Mr. Rogers to Grade 9 Step 21, $1520 per month; effective 4-15-93. A motion to approve this request was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. Communications Communications Specialist Bill Bayles discussed the television upgrades with the Commission. Mr. Bayles said the equipment at Bluff has all been installed. He will now begin to work on the Montezuma Creek upgrades. Mr. Bayles said there is still the problem with power at the Navajo Mountain site. The Navajo Tribal Utility Authority is doing power line extensions in the area but the translator site has not been included. The Commission will ask the NavaJo Mountain Chapter to request the survey and archeology work for this area so the power line can be put in while the NTUA is working in the area. Process Facilatator Edward Tapaha will discuss this matter with the Chapter. The radios in the road department were discussed. Mr. Bayles said he felt the road foremen would have better radio contact if they were to use the 100 watt radios instead of the 40 watt radios. A motion to purchase three 100 Watt radios for the foreman was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. Mr. Bayles will purchase the radios. A discussion was held on the repairs of the County radios. Mr. Bayles said that the County still has some older tube radios that would be better to replace than repair. The Commission asked Mr. Bayles to meet with South Road Foreman Lynn Laws to see which radios need to be replaced. A discussion was held on working with TCI Cable Television for upgrading the television signal into the County by microwave. Forest Service Aaron Howe, Lee Bennett, George Morris and Brent Barney met with the Commission to discuss the forest service roads. The possibility of using Forest Highway Funding to pave the Hart Draw road on the forest was discussed. Mr. Howe said that once a road has been designated as a forest highway it is eligible for funding once it meets the criteria. Commissioner Lewis asked if the planning on the project was completed if the project would be funded sooner. Mr. Howe said it depended on the five year plan and if projects on the plan were dropped. Commissioner Lewis said he would discuss this road with the Utah Department of Transportation and investigate the possibility of getting Federal Aid Secondary money for the project. A discussion was held on the Forest Plan and coordinating with the County and planning to get the best economic survival plan. The Forest Service updates their plan every 10 years. The next planning year will be 1997. The possibility of utilizing the Forest for winter sports was discussed. Ms. Bennett talked about the inquiries that have been received regarding winter sports on the Abajo Mountain. Tri-Angle Petroleum A copy of the closure report for Tri-Angle Petroleum was received. Natural Bridges A letter was received from Natural Bridges National Monument Superintendent Steve Chaney concerning the complaint made concerning the contractor for the road work not using local people. Mr. Chaney said the contractor employees about eleven people on site and four are local people. PROCESS FACILATATOR EDWARD TAPAHA'S REPORT Oljato Chapter Meeting Process Facilatator Edward Tapaha said he attended the Oljato Chapter meeting and was asked about the recreation funding. Mr. Tapaha informed the Chapter officials they would need to contact the School District about the recreation funding. A discussion was held on the Vendors Village Association and land at Monument Valley for a vendors village. The Commission said that they felt the Oljato Chapter could work with State Parks to get a visitor center and vendor village started. Mr. Tapaha will discuss this matter with the Oljato Chapter at their next meeting. Red Mesa Chapter Process Facilatator Edward Tapaha presented two resolutions on solid waste and roads from the Red Mesa Chapter. The Red Mesa Chapter has asked who is responsible for road signs on the County roads. The Commission said the County will place signs for bus stops, livestock and stop signs but, there is not usually much signing other than this on the County roads. A discussion was held on the reward that has been offered by the Sheriff for information on signs being vandalized. Mr.Tapaha was asked to post the reward notice at each of the Chapter Houses. Navajo Mountain Process Facilatator Edward Tapaha attended the Navajo Mountain Chapter meeting. Chapter Coordinator Kenneth Miles has requested a picture of the Commission for the Chapter House. Mr. Miles would also like a picture of Governor Leavitt. The Commission said when the pictures that were taken last week for the fair guide are finished one can be sent to Navajo Mountain. The Chapter will have to request a picture of the Governor from the Governor. The Navajo Mountain Chapter would like the "Welcome to Utah" sign at Navajo Mountain replaced. Administrative Assistant Rick Bailey said the signs are provided by the Utah Department of Transportation on State Highways. The road to Navajo Mountain is not a State highway. The Chapter could repaint the sign. Travel Process Facilatator Edward Tapaha will be meeting with the Election Outreach Workers from Arizona and New Mexico on April 13, 1993 at Window Rock to discuss the language for election translation. Mr. Tapaha will be attending the Teec Nos Pos Chapter meeting on April 18, 1993. ADMINISTRATIVE ASSISTANT RICK BAILEY'S REPORT Procurement Policy The following procurement policy was presented for the approval of the Commission: PROCUREMENT POLICY The following policy is in regard to the purchase of capital items. Capital items are defined as those items that have a life of beyond one year and are generally not of a maintenance or repair status. Procurement are required for purchase of services such as gravel crushing, professional and technical services, etc. Procurement are also required when the total purchase price of the same or similar items exceeds the dollar amount set below. Purchases exceeding $100 for item(s) may be paid for the appropriate capital expenditure account. All "known" local vendors providing required item(s) should be contacted. Purchases under $250 do not require a formal procurement or approval of the County Commission. It is expected that Department Heads/Elected Officials will attempt to purchase at the lowest price. Purchase of items(s) costing between $250 and $1,000 requires, at the minimum, two verbal of written quotations. If desired, these items may be advertised according to the requirements listed below. The written quotations shall be attached to the bid- quotation form and approved by the County Commission. Purchases of item(s) exceeding $5,000 shall be pre-approved by the County Commission prior to bidding. The bid notice shall be advertised in the San Juan Record for at least two weeks. Bid notices and/or specifications shall be mailed to vendors that have been requested to be placed on the bid list. Bid notices and /or specifications can also be mailed to known suppliers, especially local vendors. All bids shall be delivered or mailed to the County Commission during regular commission meeting, and all bids shall be sealed and marked as "Sealed Bids". No faxed copies will be accepted. A motion to approve the procurement policy and the new procurement form was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. Road Department/Time Sheets Administrative Assistant Rick Bailey said there continues to be a problem with the road department employees filling out their time sheets properly. The inaccuracy of the time sheets is not giving the true amount spend on each road. The following policy was presented for the approval of the Commission: Due to the continuing problems with time sheets not being filled out properly, and/or completely, the following measures will be implemented in regards to those time sheet that improperly filled out or are incomplete. 1st Time Offense Verbal Warning 2nd Time Offense Written Warning Repeated offenses will result in withholding the employee's paycheck until such time that all time sheets have been completely filled out and complete. The county anticipates that the road department employees will take the time to properly fill out the time sheets, indicating roads worked on, materials and vehicles used, and other required information. road Foreman shall also be held accountable under the same measure for time sheets approved by the foreman that are incorrect or improperly filled out. A motion to approve the policy was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. Road Department/Hand Tools Administrative Assistant Rick Bailey discussed with the Commission the possibility of the road department issuing tool kits to the road department employees. the employees will be responsible for the tools that he is assigned. If the tools are lost, missing or broken the employee will need to notify the road department. Mr. Bailey will draft a written policy for the Commission to review. Senator Orrin Hatch Administrative Assistant Rick Bailey said a newspaper article in the Navajo Times stated that Senator Hatch was in favor of the State Lands trade and transferring the Utah Navajo Trust Fund to the Navajo Tribe. A copy of the article and a letter has been sent to Senator Hatch. Robert Dibblee called and said that Senator Hatch has and will support what ever the Utah Navajo people want to do with the Utah Navajo Trust Fund. Mr. Dibblee said the newspaper article was a press release from Navajo Nation President Peterson Zah and was not approved by Senator Hatch. All Press releases will be approved in the future. Commissioner Maryboy said he was pleased that this matter has been clarified for the Utah Navajo people. Health Insurance Administrative Assistant Rick Bailey recommended that the Commission approve adding dental and vision to the health insurance. Mr. Bailey said that preventative would have to added as part of the health plan when the health insurance is renewed. Mr. Bailey said the recommended costs for adding dental and vision would be a payroll deduction for each employee. The deduction would be $5.00 for single party, $10.00 for 2-party and $15.00 for family coverage. A motion to approve this recommendation was made by Commissioner Maryboy. The chair was passed to Commissioner Redd and the motion was seconded by Commissioner Lewis. Commissioner Redd voted NAY. The chair was passed back to Commissioner Lewis. This plan will be tried for the rest of the year. Machinery Administrative Assistant Rick Bailey said he has been getting prices for a laydown machine for the road department. Mr. Bailey said the problem with purchasing a used machine at an auction is that the problems that the machine may be experiencing are not known until after it is purchased. Mr. Bailey said a new Barber-Greene laydown machine can be purchased for $170,999 FOB Salt Lake City. This machine is $35,000 to $45,000 off from the list price. A motion to approve the purchase was made by Commissioner Redd and seconded by Commissioner Maryboy. UNANIMOUS. COMMISSIONER MARK MARYBOY'S REPORT Navajo Tribal Budget Commissioner Maryboy reported that the Navajo Tribal Budget has approved $10,000 for the Aneth and Red Mesa Senior Citizens Centers. Navajo Nation President Peterson Zah has signed the Tribal budget. Meetings Commissioner Maryboy will be meeting with Navajo Nation Vice-President Marshal Plummer on April 13, 1993 to discuss Utah issues. The issues to be discussed will be roads, draw downs for the Utah Chapters, Montezuma Creek fire station and public safety. Commissioner Maryboy will be in the Aneth area the remainder of the week. COMMISSIONER BILL REDD'S REPORT Bureau of Land Management Commissioner Redd attended a BLM hearing on RS2477 roads. Most of the remarks made at the meeting concerned the fact that most of the roads in counties are RS2477 roads. A copy of a paper on the RS2477 by Congressman Orton was discussed. Congressman Orton feels the RS2477 roads need to be researched in an unbiased fashion. Utah Association of Counties Convention Commissioner Redd will be attending the UAC convention in Cedar City on April 13-15, 1993. Coalition 2000 Commissioner Redd will be attending a meeting with Coalition 2000 on April 16, 1993 at Joe Cannon's residence. Governor Leavitt will be in attendance. Multiple-Use Coalition Commissioner Redd will be attending a Multiple-Use Coalition meeting on April 19, 1993 with Congressmen Orton and Hansen. COMMISSIONER TY LEWIS' REPORT Utah Association of Counties Convention Commissioner Lewis will be attending the UAC Convention in Cedar City on April 14-16, 1993. BILLS APPROVED FOR PAYMENT AAOS supplies EMS $ 66.50 Access Long Distance access chgs attorney 330.16 Alan's Body Shop repairs road dept. 411.21 American Linen supplies PSB 250.40 Anderson & Anderson SJC vs Texaco 810.00 Richard M. Bailey travel 78.00 Big A Auto parts parts road dept. 327.78 Black Oil Company freight travel council 75.92 Blanding City of travel B. Hosler 214.98 Blanding City Justice Court s.o. collections 525.00 Blue Mountain Foods VC training travel council 190.90 Bruce Bunker travel bldg inspections 96.50 Car Care Center propane road dept. 47.19 Caun-Co. Incorporated supplies road dept. 527.80 Cedar Mesa Electronics supplies communication 33.75 Century parts road dept. 190.00 Chevron USA Incorporated gas road dept. 31.11 Keith H. Chiara phone travel exp. 408.55 William Christensen travel 42.00 Commnet 2000 cellular phone communication 45.54 Eastman Kodak Company feb 93 usage 376.50 Empire Electric Assoc. inc. utilities PSB 3466.73 The Flower Shop flowers women conf. 183.50 Flowers Honey Pots rent MC unit 100.00 Four Corner Care Center contract meals 455.00 Frito-Lay Inc. vending supplies 19.88 Global Computer greenbar EMS 30.18 Grand Junction Wintronics Co. parts communications 281.94 GTE West phone communication 554.88 Heuton General Tire tired dept. 734.88 Peggy Humphreys reim. labor 87.36 IBM Corporation main agreement computer 95.45 JM Custom & Industrial Welding materials road empt. 72.71 Kar Products Incorporated parts road dept. 133.95 Kelly Company marriage licenses/clerk 93.24 Kent's Foods supplies sr. center 396.21 Lawyers Cooperative Publishing am law rep 5th vol 1 668.90 Legislative Printing ut code an vol 8A 75.00 MCM Electronics supplies communications 327.18 Mesa Supply supplies courthouse 23.12 Mineral Technology Corp. MT-478 supplies road dept. 1018.80 Monticello City of utilities PSB 443.50 Monticello City Justice Court s.o. collections 105.00 Monticello Mercantile supplies PSB 110.45 Motor Parts Company supplies communications 91.29 Motorola Inc. supplies EMS 345.00 National Association of AAA dues aging dept. 75.00 Office Outpost supplies travel council 156.35 Olympus Hotel & Conf. Center lodging commission 225.00 Oxmoore House quilters guide 11.57 Palmer's supplies communication 76.99 Parley Redd's Food Town supplies library (B) 73.91 Parley Redd's Mercantile supplies road dept. 139.75 Petra Computer Services hardware attorney 45.00 Quill corporation purchasing supplies 25.67 Riverview Service Station fuel commission 64.03 San Juan Hospital contract meals 318.50 San Juan Pharmacy supplies aging 37.09 San Juan Pharmacy presc. SJC employees 10.00 San Juan Record notice commission 179.46 Schafer Auto Clinic repairs road dept. 40.00 Schafer Tires & Auto Parts parts road dept. 627.58 Scott Machinery Company parts road dept. 23.26 Sears Authorized Catalog supplies EMS 249.23 Tri-Hurst Construction Inc. mar 93 payment 5490.00 United States Welding supplies road empt. 185.00 Utah Local Government Insurance worker comp mar 93 4641.59 Utah Power utilities communication 6.42 Utah Travel Council s.e. maps travel council 157.50 WEKA elec. manual communications 34.50 Westech Fuel Equipment parts road dept. 631.00 Wheeler machinery Company parts road dept. 66.30 White Mesa Ute Council contract meals 455.00 Annie Cantsee commodity distribution 10.00 Conserve-A-Watt Lighting supplies PSB 59.80 Quality Inn- South halls/paterson lodging 205.08 The Daily Spectrum advertising travel council 330.00 Forest Products Sales std&btr treat 2229.00 Four Corners Partnership membership contribution 1500.00 Gay Johnson's Inc. recaps road dept. 1084.90 Goulding's Lodge sjc retreat & planning 870.81 Robert Howell commodity distribution 20.00 Larry H. Miller Dodge 94 dodge ram 350 16249.00 Glenice Mantz fairs & shows expense 157.22 Lillie Maryboy commodities 20.00 Paula A. Maryboy commodities 20.00 Modern Talking Pictures Service training kit 62.00 Office of Family Support feb/mar/apr spenddown 483.00 Roy Pearson commodity distribution 20.00 Third Circuit Court s.o. collections 100.00 Third Circuit Court s.o. collections 100.00 Tiger Software pc anywhere communication 77.85 Utah State Div. of Real Estate appraisal license renewal 200.00 W.G. Emmett flag PSB 58.75 Utah Dept. of Transportation safety inspection recertification 70.00 National Association of Counties NACo conf. 80.00 ADJOURNMENT The meeting adjourned at 4:05 P.M. Ty Lewis, Chairman Dena Hunter, Deputy Clerk