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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 01/05/2021 OTTERTAIL COU NTY· MINNESOTA MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room & Via Livestream 515 West Fir Avenue, Fergus Falls, MN January 5, 2021 8:30a.m. Call to Order The Otter Tail County Board of Commissioners convened at 8:30 a.m. Tuesday, January 5, 2021, at the Government Services Center in Fergus Falls, MN. Commissioners Lee Rogness, Betty Murphy, Wayne Johnson, Kurt Mortenson and Dan Bucholz were present in the room . The meeting was held via Webex and was available to the public via livestream due to the health pandemic and declared emergency in accordance with Minn . Stat. Sec. 13D.021 Subd . 1 (1 ). Newly Elected Officials County Auditor-Treasurer Wayne Stein presided over the swearing in of Commissioners Dan Bucholz of District 1, Kurt Mortenson of District 3 and Lee Rogness of District 5. CV2021 Otter Tail County Board Chair County Administrator Nicole Hansen requested nominations for the Otter Tail County Board Chair for 2021 . A nomination for Commissioner Lee Rogness was offered by Johnson and second by Murphy. Motion by Mortenson, second by Murphy and unanimously carried to cease nominations and cast a unanimous ballot to elect Chairman Lee Rogness for 2021 . CV2021 Otter Tail County Board Vice-Chair Chairman Rogness assumed the Chair's seat and requested nominations for the Otter Tail County Board Vice-Chair for 2021. A nomination for Commissioner Betty Murphy was offered by Johnson and second by Mortenson . Motion by Johnson, second by Bucholz and unanimously carried to cease nominations and cast a unanimous ballot to elect Vice- Chair Betty Murphy for 2021. Approval of Agenda Chair Rogness called for approval of the Board Agenda . Motion by Murphy, second by Mortenson and unanimously carried to approve the Board of Commissioners' agenda of January 5, 2021 with the following revisions: Addition to Regular Agenda : Per Diems Public Works Committee: Removal of Shoreland Management Ordinance Revision Consent Agenda Motion by Johnson, second by Murphy and unanimously carried to approve the consent agenda items as follows: 1. December 15, 2021 Board of Commissioners' Meeting Minutes 2. Receipt of Pre-Authorized Warrants/Bills for December 31, 2020 3. Approval of Committee Memberships for Sheriff's Office 4 . 2021 Solid Waste Haulers Licenses 5. Approval of the Issuance of a 2021 Tobacco License to Jeremy Alan Anderson dba Dent Triple Play Liquors, Inc. 6 . Approval of the Issuance of a 2021 Tobacco License to Beth Dorn dba Dalton Corner Store 7 . Solid Waste Contract Affidavit Issuance of County Credit Card Motion by Johnson, second by Murphy and unanimously carried to approve the issuance of a County credit card to the Transition Coordinator as requested by the Probation Director. Page 1 of8 Board of Commissioners' Meeting Minutes January 5, 2021 Depository Resolution Otter Tail County Resolution No. 2021 -01 Upon motion made by Johnson, seconded by Bucholz and unanimously carried, the following resolution was adopted: RESOLVED by the Board of Commissioners of Otter Tail County, Minnesota, that all financial institutions in Otter Tail County, including Credit Unions, State and Federal banks be and are hereby designated as depositories of County funds . Adopted this 5th day of January 2021 . OTTER TAIL COUNTY BOARD OF COMMISSIONERS By:----------------- Leland R. Rogness, Board of Commissioners Chair Dated: January 12, 2021 Attest: ______________ _ Nicole Hansen, Clerk Investments Resolution Otter Tail County Resolution No. 2021 -02 Upon motion made by Murphy, seconded by Mortenson and unanimously carried, the following resolution was adopted: RESOLVED by the Board of Commissioners of Otter Tail County, Minnesota, that the Otter Tail County Auditor/freasurer and the Otter Tail County Chief Deputy Treasurer be and is hereby given authority to invest County funds as available. Adopted this 5th day of January 2021. OTTER TAIL COUNTY BOARD OF COMMISSIONERS By:----------------- Leland R. Rogness, Board of Commissioners Chair Dated: January 12, 2021 Attest: ______________ _ Nicole Hansen, Clerk County Board of Appeal and Equalization Dates Motion by Johnson, second by Mortenson and unanimously carried to convene the County Board of Appeal and Equalization on Tuesday, June 15, 2021 at 9:00 a.m. and to reconvene the County Board of Equalization for final action on Tuesday, June 22, 2021 . OFFICIAL WEBSITE -HIGHWAY PROJECT ADVERTISEMENTS Otter Tail County Resolution No. 2021 -03 Upon a motion offered by Johnson, seconded by Bucholz and unanimously carried, the following resolution was adopted: To Use Alternative Method To Disseminate Bids And Requests WHEREAS, Minnesota Statute §331 A.03 Subd. 3(b) allows a county to use its website or recognized industry trade journals as an alternative to disseminate solicitations of bids, requests for information and requests for proposals. NOW THEREFORE, the Otter Tail County Board of Commissioners hereby resolves : Page 2 of8 Board of Commissioners' Meeting Minutes January 5, 2021 BE IT RESOLVED, that from this day forward, the County of Otter Tail may continue to use the Otter Tail County website, https://ottertailcountymn.us/, as an alternative means to disseminate solicitations of bids, requests for information, and requests for proposals for transportation related construction and maintenance projects. BE IT FURTHER RESOLVED, that any dissemination by alternative means must be in substantially the same format and for the same period of time as a publication would otherwise be required under Minnesota Statute §331 A.03 Subd . 3. Adopted this 5th day of January 2021. OTTER TAIL COUNTY BOARD OF COMMISSIONERS By:----------------- Leland R. Rogness, Board of Commissioners Chair Dated: January 12, 2021 Attest: ______________ _ Nicole Hansen, Clerk Official Publication for Highway Project Advertisements for Bids Motion by Johnson, second by Mortenson and unanimously carried to designate the Otter Tail County website as the office publication, as appropriate, for highway project advertisements for bids as authorized by Minnesota Statute 331A.12Subd.2. 2021 Printing and Publication Bids Motion by Murphy, second by Bucholz and unanimously carried to designate the following papers for Otter Tail County's 2021 publishing and printing requirements with the exception of the official publication for highway project advertisements for bids, which will be posted to the Otter Tail County website as appropriate and as authorized by Minnesota Statute 331 A.12 Subd. 2: Legal Notices, Publications and Commissioners' Minutes: Daily Journal Annual Financial Statement Pelican Rapids Press First Publication Parkers Prairie Independent Second Publication Delinquent Tax List Battle Lake Review Battle Lake Review First Publication Second Publication $18.17 per S.A.U. $15.55 per S.A.U . $12.55 per S.A.U. $18.55 per S.A.U . $12.25 per S.A.U . CY 2021 Delinquent Publication Fee Motion by Johnson, second by Mortenson and unanimously carried to set the cost assessed to delinquent real estate parcels, that are published in the 2021 Delinquent Tax List, at $60.00 per parcel as authorized by Minnesota Statute 279.092. CY 2021 Appropriations Motion by Murphy, second by Bucholz and unanimously carried to authorize payment of the following CY 2021 monthly, semi-annual and annual appropriations: Page 3 of8 Annual Appropriation Approval West Central Initiative (01704.6815) West Otter Tail Fair Association (01505 .6950) East Otter Tail Fair Association (01505 .6950) Minnesota Red River Valley Development Assoc (01703 .6804) Board of Commissioners' Meeting Minutes January 5, 2021 Approved 2021 22,500.00 26,000 .00 26,000.00 WOT County Soil and Water Conservation District (01603.6951) Pomme De Terre River 1,800.00 8,064 .00 Monthly Appropriation (2021) Annual Monthly 2021 2021 Otter Tail County Humane Society (01213 .6856) 73,180 .00 ok 6,098 .3 3 Regular Appropriation Historical Society (01504.6950) 90,000.00 ok 7,500.00 Regular Appropriation West Otter Tail Soil and Water Conservation District 91,041.00 ok 7,586.75 Regular (01603 .6950) Appropriation West Otter Tail Soil and Water Conservation District 36 ,000.00 ok 3,000.00 Ag Inspector (01603.6953) West Otter Tail Soil and Water Conservation District Buffer (01603.6956) 88,000 .00 ok 7,333 .3 3 Initiative/Riparian Buffer Aid East Otter Tail Soil and Water Conservation District 78,200 .00 ok 6,516.67 Regular (01604 .6950) Appropriation East Otter Tail Soil and Water Conservation District 60,000.00 ok 5,000.00 Shoreland Specialist (01604.6951) East Otter Tail Soil and Water Conservation District 24 ,000.00 ok 2,000.00 Ag Inspector (01604.6953) East Otter Tail Soil and Water Conservation District Buffer (01604 .6956) 56,000 .00 4,666.67 Initiative/Riparian ok Buffer Aid Otter Tail Lakes Country Association (01502 .6950) 100,000.00 ok 8,333 .3 3 Regular/Special Appropriation The History Museum (01502.6821) 30 ,270 .00 *ok 2,522.50 East Otter Tail Museum Prospect House & Civil War Museum 16,900.00 *ok 1,408.3 3 Battle Lake Museum 743 ,591.00 61 ,965 .92 Page 4 of 8 Board of Commissioners' Meeting Minutes January 5, 2021 Viking Library System (01503.6950) 601,258.00 *ok -Payment will be made to the Otter Tail County Historical Society. ok 300,629.00 Calendar Year 2021 Pocket Gopher Bounty Resolution Otter Tail County Resolution No. 2021 -04 Semi -Annual Payment Upon motion made by Johnson, seconded by Bucholz and unanimously carried, the following resolution was adopted: RESOLVED by the Board of County Commissioners of Otter Tail County, Minnesota, that The sum of fifty cents ($.50) be paid out of the General Revenue Fund of Otter Tail County for every pocket gopher killed in said County during the year 2020. Paid only in those cases where the township in which the pocket gophers were so killed shall provide for the payment of at least an additional bounty of fifty cents ($.50) for each pocket gopher so killed . RESOLVED further that said payment of such County shall be made by the County Auditor upon certificates executed by the Chairman and/or Clerk of the Town Board of said Township setting forth that the township had issued and delivered to each claimant a payment for at least one dollar ($1.00) for each pocket gopher so killed. Adopted this 5th day of January 2021. OTTER TAIL COUNTY BOARD OF COMMISSIONERS By:----------------- Leland R. Rogness, Board of Commissioners Chair Dated: January 12, 2021 Attest: ______________ _ Nicole Hansen, Clerk Calendar Year 2021 Tax Forfeited Land Sale Apportionment Resolution Otter Tail County Resolution No. 2021 -05 Upon motion made by Johnson, seconded by Mortenson and unanimously carried, the following resolution was adopted: RESOLVED by the Board of County Commissioners of Otter Tail County, Minnesota, that: WHEREAS, it is provided in Minn. Stat. 282.05 for the apportionment of proceeds from the sale of tax forfeited lands; and WHEREAS, the County Auditor shall apportion the tax sale proceeds to the taxing district pursuant to Minn. Stat. 282.08; and WHEREAS, Minn Stat. 282.08 (4) (b) provides that the County Board may set aside 20% of the proceeds remaining after the value of public improvements, special assessments and bond issues levied on the property have been paid, for acquisition and maintenance of county parks and recreational areas; and WHEREAS, Otter Tail County has a park and recreational area, which would benefit by such an apportionment. NOW, THEREFORE, BE IT RESOLVED, that the County Auditor retains 20% of the proceeds from the sale of tax forfeited lands for acquisition and maintenance of parks and recreational areas from the proceeds to be disbursed according to law. Page 5 of8 Adopted this 5th day of January 2021. Board of Commissioners' Meeting Minutes January 5, 2021 OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: January 12, 2021 By:----------------- Leland R. Rogness, Board of Commissioners Chair Attest: ______________ _ Nicole Hansen, Clerk Road and Bridge Fund Reimbursement Motion by Murphy, second by Bucholz and unanimously carried to approve a transfer, in the amount of $66,757.95, from the Capital Improvement Fund to the Road and Bridge Fund for the reimbursement of the following approved 2020 capital expenditures: Phelps Mill County Park Master Plan $38,757.28 Capital Request Approval Code CIC202008 Trible TSC7 Controller 7 Accessories $28,000.67 Capital Request Approval Code CIC202009 Total Reimbursement Request $66,757.95 Approval of Payment Motion by Johnson, second by Murphy and unanimously carried to approve payment, in the amount of $179,998 .10, to the Buffalo-Red River Watershed Districts for costs related to the Judicial Ditch No. 2 Outlet Gully Stabilization Project during the period of February 14, 2019 and November 9, 2020. Planning Commission Appointments Motion by Murphy, second by Mortenson and unanimously carried to reappoint Brent Frazier, David Trites and Judd Fischer as members of Planning Commission serving a three (3) year term. Preliminary Plat -"South Star Estates First Addition"/ Michael Shuga Motion by Murphy, second by Bucholz and unanimously carried, with Johnson abstaining, to approve a preliminary plat titled "South Star Estates First Addition", with conditions as recommended by Planning Commission, consisting of two (2) single family residential riparian lots, 1 Block. The proposal is located at 36631 County Hwy 35, Lot 4 Blk 1 of South Star Estates, Section 23 of Star Lake Township; Star Lake (56-385) GD. Court Appointed Attorney 2021 Contracts Motion by Murphy, second by Mortenson and unanimously carried to authorize appropriate County Officials' signatures to execute the agreements between the County of Otter Tail and Wanda Gierman to assist with legal services related to children in need of protection or services, permanency, and termination of parental rights cases . Motion by Murphy, second by Mortenson and unanimously carried to authorize appropriate County Officials' signatures to execute the agreements between the County of Otter Tail and Angela Sonsalla to assist with legal services related to hospitalization commitment proceedings, certain guardianship/conservatorship, paternity and order to show cause proceedings. Families First Coronavirus Response Act Motion by Johnson, second by Bucholz and unanimously carried to extend the benefits of the federally regulated Families First Coronavirus Response Act, specifically the Emergency Paid Leave Act, until March 31, 2021. The program provides up to 80 hours of emergency paid sick leave to employees who have been impacted by COVID-19 and is available to employees that have not already used any or all 80 hours of this benefit. Page 6 of 8 Board of Commissioners' Meeting Minutes January 5, 2021 2021 Committee Assignments Motion by Johnson, second by Murphy and unanimously carried to approve the 2021 Committee Assignments as presented . Assignments have been modified to coordinate with the new organizational structure for Otter Tail County as well as the Long-Range Strategic Plan. Recess & Reconvene At 9:42 a.m., Chair Rogness declared the meeting of the Otter Tail County Board of Commissioners recessed for a short break. The Board of Commissioners meeting was reconvened at 9:52 a.m. Per Diems Commissioner Johnson expressed interest in adjusting the per diems for qualifying individuals to reflect an increase. Per diems have not been adjusted for several years and County Administrator Nicole Hansen and County Attorney Michelle Eldien plan to research further and discuss during a Finance Committee on January 12, 2021 . Ditch 25 Commissioner Bucholz informed the Board of a constituent concern regarding Ditch 25 . The issue was referred to the Public Works Committee for further discussion . Reduced Retainage Assistant County Engineer Matthew Yavarow informed the Board of a revision to Minnesota Statute 15 .72, Subd . 2, requiring retainage to be reduced to 1% once all criteria are met. Concerns were expressed regarding the potential for contractors to leave behind unfinished projects and Public Works Director Rick West informed the Board that the reduction in retainage does not relieve contractors from responsibility under their performance and payment bonds. Pavement Evaluation & Stabilized Full-Depth Reclamation (SFDR) Mix Design Motion by Johnson, second by Mortenson and unanimously carried to authorize appropriate County Officials' signatures to execute the agreement between Otter Tail County and Braun lntertec Corporation for the performance of a pavement and geotechnical evaluation and SFDR mix design for County Highway 111 . Engineering Services Agreement - S.A.P. 056-601-067 Motion by Murphy, second by Bucholz and unanimously carried to authorize appropriate County Officials' signatures to execute the agreement between Otter Tail County and Moore Engineering to provide professional engineering and Right of Way acquisition services for the proposed CSAH 1 improvements. Contracts & Bonds-S.A.P . 056-634-011 Motion by Murphy, second by Johnson and unanimously carried to authorize appropriate County Officials ' signatures to execute the contract between Otter Tail County and Mark Sand & Gravel for project S.A.P . 056-634-011 . Letter to South Turtle Lake LID & North Turtle Lake Association Public Works Director Rick West briefed the Board regarding discussion at a Public Works Committee meeting that was held on December 15, 2020 with South Turtle Lake LID and North Turtle Lake Association. They felt it was in everyone's best interest to allow the Otter Tail County Highway Department to remove the North Turtle Lake control structure on CH 122 in the future when a request is made, at no cost, and restore the culvert to its original flowline as existed prior to the installation of the control structure. Motion by Johnson, second by Mortenson and unanimously carried to authorize appropriate County Officials ' signatures on a letter to South Turtle Lake Improvement District and North Turtle Lake Association reaffirming the commitment that was discussed during the December 15 , 2020 Public Works Committee meeting. Bid Summary & Recommendation for Award -S.P. 056-090-013 Motion by Murphy, second by Bucholz and unanimously carried to award the multi-use Trail, bituminous surfacing, signing and amenities for S.P . 056-090-013 to Central Specialties, Inc, Alexandria , MN in the amount of $669,720 .65 as recommended by the Assistant County Engineer. Page 7 of8 Public Health Update Board of Commissioners' Meeting Minutes January 5, 2021 Public Health Director Jody Lien reported that Minnesota has 423,688 lab confirmed cases and 5,443 lab confirmed deaths. Otter Tail County has 4,310 lab confirmed cases of COVID-19, of which 4,177 are no longer contagious, and 53 COVID-19 related deaths. For more detailed information regarding Otter Tail County COVID-19 data, visit https://ottertailcountymn.us/content-page/covid-19-health-information/. Public Health prevention measures are essential in continuing the downward trend and Ms. Lien plans to monitor the impacts from the recent holiday gatherings. 1,161 doses of the COVID-19 vaccine have been administered in Otter Tail County and Public Health hosted their first selective invite clinic for certified emergency medical services staff on January 4, 2021 . The regional goal is to administer the vaccine as soon as possible and hope to complete the first phase in the month of January. Countywide Emergency Operations Center (EOC) Emergency Management Director Patrick Waletzko briefed the Board regarding the Local State of Emergency Declaration that was executed on March 17,2020 and recommended that the Board continue the declaration to provide flexibility and outside support during the pandemic. He provided an update regarding the Countywide EOC and their efforts to provide personal protective equipment where needed and recognized the concerns of Mental Health . Business Community Community Development Director Amy Baldwin briefed the Board regarding unemployment and reported that Otter Tail County was at 3.3% in the month of November, a slight increase from October at 2.8%. She informed the Board the numbers are not seasonally adjusted and plans to continue to monitor unemployment for the Month of December. COVID-19 2021 Small Business Relief Community Development Director Amy Baldwin provided a brief overview of the COVID-19 2021 Small Business Relief package that was passed by Legislature on December 14, 2020. Otter Tail County received an allocation of $1.15 million and the Community Development Agency (CDA) held a special meeting on December 23, 2020 to discuss guidelines for distribution as directed by the County Board. They plan to focus on businesses and non-profit organizations that have been impacted by the current Executive Order 20-99 with flexibility to assist other businesses that have been impacted by previous executive orders. The CDA will meet on Wednesday, January 6, 2021 to finalize the details and hope to open the application process by the end of the week. Deputy Administrator Nick Leonard provided a brief update regarding his call with Hospitality Minnesota and shared that without relief, 50% of food and beverage establishments and 30% of lodging facilities are anticipated to face closure in the first quarter. Internal Operations and County Planning County Administrator Nicole Hansen provided a brief update to the Board regarding internal operations and county planning and reported that the County continues to operate and that safety guidelines within the departments have been helpful in managing the spread of COVID-19. 2021 Licensing Fees Public Health Director Jody Lien provided a brief update to the Board regarding the 2021 Environmental Health Licensing fees and shared the estimated fees to be collected . The Board discussed in length the opportunity to provide some level of reduction to assist establishments that have been negatively impacted by COVID-19 and the Community Health Board meets on January 6, 2021 to determine how to address licensing fees for establishments across the three (3) participating counties. Adjournment At 12:07 p.m., Chair Rogness declared the Otter Tail County Board of Commissioners meeting adjourned. The next regular Board meeting is scheduled at 8:30 a.m. on Tuesday, January 12, 2021 and will be available to the public via live stream. OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: January 12, 2021 By: _______________ _ Attest _______________ _ Leland R. Rogness, Board of Commissioners Chair Nicole Hansen, Clerk Page 8 of 8