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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 03/28/2017 MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners’ Room 515 W. Fir Avenue, Fergus Falls, MN March 28, 2017 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened at 9:30 a.m. Tuesday, March 28, 2017, at the Government Services Center in Fergus Falls, MN, with Commissioners Doug Huebsch, Chair; John Lindquist, Roger Froemming and Lee Rogness present. Vice-Chair Wayne Johnson was absent. Approval of Agenda Chairman Huebsch called for approval of the Board agenda. Motion by Rogness, second by Lindquist and unanimously carried to approve the Board of Commissioners Agenda of March 28, 2017, with the following addition: Report on the Red River Valley Development Association (RRVDA) Consent Agenda Motion by Lindquist, second by Froemming and unanimously carried to approve Consent Agenda items as follows: 1. March 7, 2017 Board of Commissioners’ Meeting Minutes 2. Warrants/Bills for March 28, 2017 (Exhibit A) 3. Human Services Bills & Claims 4. Hans Ronnevik Reappointment to the Probation Advisory Committee 5. Pelican Rapids-Human Services Collaborative Project 6. Issuance of Liquor and Tobacco Licenses 7. Request for Approval of Final Payment to Korby Contracting of Fergus Falls for SAP 056-599-059 Public Meeting – Tollerud Farms At 9:33 a.m., Chairman Huebsch opened the County Board meeting for public comments regarding the following project for construction of a manure pit: Tollerud Farms LLC, at 37541 150th Ave, Rothsay, MN (Trondhjem Twp) Manure Pit Construction The public meeting is held according to M.S. 116.07, Subd. 7(l). The MN Pollution Control Agency (MPCA) is responsible for issuing a permit for the proposed project. The County provides a local forum for the public to express their opinions regarding the application for construction of a manure lagoon. Documents explaining the project were previously submitted. No one from the public was present and no written comments were received. Commissioners expressed their support of the agriculture industry and this project. The public meeting was closed at 9:45 a.m. Events Acknowledged Motion by Rogness, second by Froemming and unanimously carried to approve Commissioners attendance at the following events/conferences: “We Are Water” Smithsonian Exhibit at the Detroit Lakes Museum (Feb. 25 – April 9, 2017) Midwest Farm Energy Conference – June 13 and June 14,,2017 Out-of-State Travel Motion by Lindquist, second by Froemming and unanimously carried to approve out-of-state travel to Orlando, FL this summer for the fraud and collections employees to attend the national meeting of United Council of Welfare Fraud. Expenses for Crystal Herman will be paid by the state association due to her role as Secretary for that organization. OTC Board of Commissioners’ Minutes March 28, 2017 Page 2 Probation Department Grant Amendment Motion by Rogness, second by Froemming and unanimously carried to authorize the appropriate County Officials’ signatures to amend the Remote Electronic Alcohol Monitoring (REAM) Grant Contract between the County of Otter Tail and the State of Minnesota to increase the REAM Grant dollars from $24,000 to $27,000 for the period of 07/01/2015 through 06/30/2017. Probation Annual Report Probation Director Desta Lutzwick reported on 2016 statistics for out-of-home placements, fines, restitution, probation supervision fees, and caseload. She indicated that the collection rate for supervision fees was 60.47%. Discussion took place regarding the trend of an increase in cases involving more serious offenses than in the past. Ms. Lutzwick will return to the Board to continue discussion about probation services. Red River Valley Development Association Don Bradow, WOT RRVDA Representative, briefed the Board on the activities of the organization and the recent banquet honoring farm families. The first recipient of the RRVDA award was in 1940. Mr. Bradow indicated that this organization brings leadership up from the bottom and requested that Otter Tail County double their annual dues next year to pay for both East and West Otter Tail County. Personnel Board of Appeals Motion by Rogness, second by Lindquist and unanimously carried to reappoint Katie Johnson for a three year term effective January 1, 2018, to the Otter Tail County Personnel Board of Appeals established pursuant to M.S. 375.56. Affirmative Action Plan Motion by Lindquist, second by Froemming and unanimously carried to approve the Otter Tail County Affirmative Action Plan for Minorities, Women & Disabled Individuals as presented by the Human Resources Director. The Plan has been approved by the Minnesota Department of Human Rights. Petition to Abandon County Ditch #2 Ditch Inspector Kevin Fellbaum and Landowner Tom Grasswick presented a petition to abandon Otter Tail County Ditch #2 and designate it as a private ditch system. Mr. Fellbaum presented statistics regarding the ditch. County Attorney David Hauser indicated that a Public Hearing would be required which would include notice to all individuals owning property within the greater catchment area. The County will need to confirm that the petition is signed by 51% of the affected properties in the ditch system. Motion by Froemming, second by Lindquist and unanimously carried to schedule the County Ditch #2 Public Hearing on Monday, June 5, 2017, at 7:00 p.m. at the Parkers Prairie Community Center. Public Hearing for Capital Improvement Plan Bonds At 10:30 a.m., Chairman Huebsch opened the Capital Improvement Plan Public Hearing with Nick Anhut from the County’s Bond Counsel and the County Auditor-Treasurer present. The purpose of the Hearing is to consider bonding for a proposed Detention Center Remodel Project. Commissioner Huebsch invited the public to speak. Tere Mann asked about consideration of other capital improvement projects and a brief discussion followed. At 10:45 a.m., with no further comment offered, Mr. Huebsch closed the Public Hearing OTC Board of Commissioners’ Minutes March 28, 2017 Page 3 RESOLUTION APPROVING CAPITAL IMPROVEMENT PLAN AND CONFIRMING INTENT TO ISSUE BONDS Otter Tail County Resolution No. 2017 – 20 WHEREAS, there has been presented to this Board a Capital Improvement Plan (the “Plan”) for the County prepared in accordance with Minnesota Statutes, Section 373.40; and WHEREAS, in preparing the Plan, this Board considered the factors set forth in Minnesota Statutes, Section 373.40, Subd. 3; and WHEREAS, a public hearing was duly called and held on the Plan and the Board’s intent to issue bonds for transactions contemplated by the Plan consisting of the renovation of the Otter Tail County Correctional Facility, pursuant to the requirements of Minnesota Statutes, Section 373.40. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF OTTER TAIL COUNTY, MINNESOTA, AS FOLLOWS: 1. The Plan is hereby approved. 2. The Board’s intent to issue bonds pursuant to the Plan is hereby confirmed. The estimated amount of bonds is $1,430,000. The issuance of the bonds is subject to a referendum if a petition meeting the requirements of Minnesota Statutes, Section 373.40, Subd. 2(c) requesting a vote on the issuance is filed with the County Auditor within 30 days after the date hereof. 3. Sealed proposals for the bonds will be received at the offices of Ehlers & Associates, Inc. and considered by the Board of Commissioners at its meeting on May 2, 2017. The terms of the bonds and the sale thereof shall be substantially as set forth in the report of Ehlers & Associates, Inc. on file in the office of the County Administrator. Motion for the foregoing Resolution was made by Commissioner Froemming and seconded by Commissioner Rogness and upon a vote being duly taken thereon, the following voted in favor: Commissioner Huebsch, Lindquist, Froemming and Rogness. and the following were against: None and the following were absent: Commissioner Johnson WHEREUPON, the Resolution was declared duly passed and adopted the 28th day of March, 2017. OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: ________________ By: __________________________________ Attest: _______________________ Douglas A. Huebsch, Chair John Dinsmore, Clerk Recess & Reconvene At 10:48 a.m., Chair Huebsch declared the meeting of the Otter Tail County Board of Commissioners recessed for a short break. The Board meeting was reconvened at 10:55 a.m. OTC Board of Commissioners’ Minutes March 28, 2017 Page 4 Parkers Prairie Transfer Site Hauling Contract Motion by Froemming, second by Lindquist and unanimously carried to award the Northeast Landfill By- Pass Hauling Contract to Alex Rubbish and Recycling at the lowest proposed price of $599.73 per month for weekly service. Household Hazardous Waste Contracts Motion by Rogness, second by Lindquist and unanimously carried to approve the following Household Hazardous Waste (HHW) mobile collections and corresponding contracts: HHW Collection Location Date HHW Collection Location Date City of Perham City Garage June 28, 2017 City of Rothsay City Shop May 26, 2017 City of Underwood Fire Hall May 9, 2017 City of Vergas Fire Hall July 14, 2017 City of New York Mills Maint Bldg. Sept. 8, 2017 City of Pelican Rapids Public Works August 2, 2017 City of Henning Hwy Garage May 19, 2017 City of Bluffton Community Center May 24, 2017 City of Ottertail Fire Hall June 9, 2017 City of Parkers Prairie Hwy Garage August 11, 2017 Highway Contracts Motion by Rogness, second by Lindquist and unanimously carried to approve a Highway Construction Contract between the County of Otter Tail and Mark Sand & Gravel Co. of Fergus Falls, MN for work on CSAH 9 from TH 59 in Pelican Rapids to the North County Line, S.A.P. 056-609-005 & Etc. This approval is contingent upon the approval of the County Attorney. Motion by Froemming, second by Lindquist and unanimously carried to approve the following contracts for the Seasonal Supply of Hot Mix Bituminous for the 2017 construction season: Contractor Location Contractor Location Central Specialties, Inc. Alexandria, MN North Otter Tail County West Otter Tail County East Otter Tail County Mark Sand & Gravel Co. Fergus Falls, MN North Otter Tail County West Otter Tail County East Otter Tail County Wadena Asphalt, Inc. Wadena, MN East Otter Tail County Motion by Rogness, second by Froemming and unanimously carried to approve the highway right-of-way Weed Control Contract between the County of Otter Tail and L & M Road Services of Ulen, MN, for West and East Otter Tail County contingent upon the approval of the County Attorney. Motion by Lindquist, second by Froemming and unanimously carried to approve the highway right-of-way Brush Control Contract between the County of Otter Tail and L & M Road Services of Ulen, MN, contingent upon the approval of the County Attorney. REGULAR TO MUNICIPAL ADVANCE RESOLUTION Otter Tail County Resolution No. 2017 – 21 Upon a motion by Lindquist, second by Rogness and unanimously carried, the following resolution was adopted: WHEREAS, the County of Otter Tail has obtained the Commissioner’s approval of the plans for the following County State-Aid Project(s): Project # S.A.P. 056-609-007 Project # S.A.P. 056-612-012 Project # S.A.P. 056-635-034 OTC Board of Commissioners’ Minutes March 28, 2017 Page 5 AND, WHEREAS, said County is prepared to proceed with the construction of said project(s) by providing county regular funds to supplement the available funds in the County Municipal Account, and WHEREAS, repayment of the funds so advanced by the County is desired in accordance with the provisions of Minnesota Statutes 162.08, Subd. 5 & 7 and Minnesota Rules 8820.1500, Subp. 9. NOW, THEREFORE, BEIT RESOLVED: That the Commissioner of Transportation be and is hereby requested to approve this basis for financing said construction project(s) and to authorize repayments from subsequent accruals to said Account, in the amounts as herein indicated. Transfer the Yearly Municipal Construction Allotment, beginning in 2018, to the Regular Construction Allotment until the borrowed funds are repaid in full to the Regular Construction Allotment Account. Adopted at Fergus Falls, Minnesota, this 28th day of March 2017 OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: ________________ By: __________________________________ Attest: _______________________ Douglas A. Huebsch, Chair John Dinsmore, Clerk 2017 County Wide Crack Sealing Bid Award Motion by Rogness, second by Froemming and unanimously carried to award C.P. 17:CS, 2017 County Wide Crack Sealing Project, to the low bidder, Precision Roadway Services LLC of Osakis, MN at the bid amount of $39,520.40. 2017 Highway Signing Materials and Posts Motion by Lindquist, second by Froemming and unanimously carried to award the 2017 Signing Materials project to M-R Sign Company, Inc. of Fergus Falls, MN, in the amount of $71,498.95, as recommended by the Public Works Director. The low quotation from Newman Signs, Inc. did not include a complete bid submission (Category No. 1b-Township Signs). Motion by Rogness, second by Froemming and unanimously carried to award the 2017 Highway Sign Posts project to M-R Sign Company, Inc. at the low quote amount of $11,612.19 Forgiveness of Tax Penalty Request Motion by Lindquist, second by Froemming and unanimously carried to deny the request of Janet Severson (Parcel 77000991057004) for the forgiveness of penalty, interest and costs in the amount of $139.25 as the request is not in compliance with the County’s policy/guideline. The parcel in question was acquired June 29, 2016 so the purchaser, through the closing process, should have been aware that the second half remained outstanding. A new owner statement was sent September 6, 2016 and a past due notice was also sent in early December 2016 and those notices were sent to the address as provided on the document of conveyance. Liquor License Approval Motion by Froemming, second by Lindquist and unanimously carried to approve the issuance of a Seasonal On-Sale Liquor and Sunday Liquor License to Dwayne & Lori Codner for The Peak Supper Club for the period of April 1, 2017 through December 31, 2017. OTC Board of Commissioners’ Minutes March 28, 2017 Page 6 Recess & Reconvene At 11:43 a.m., Chair Huebsch declared the meeting of the Otter Tail County Board of Commissioners recessed for committee meetings and lunch break. The Board meeting was reconvened at 1:11 p.m. Fraud & Collection Annual Reports The Fraud Investigation Program Activity Report was submitted showing recoveries from CY2000 through 2016. Fraud Investigator Sandy Holo reported $79,921 in overpayments and savings during CY2016. Collections Officer Crystal Herman reported that Medical Assistance (MA) Estate recoveries continue to be the main source of recovery. Total collections for 2016 were reported as $760,947.56 with Otter Tail County retaining $247,632.65 from that amount. State legislation passed in the 2016 session limits estate recovery to MA Long Term Supports and Services (LTSS). This is expected to reduce the amount of dollars Otter Tail County will be able to recover in the future. Case Aide LeAnn Sudbeck submitted a document showing third party reimbursement payments for 2016 as $304,361.19. The County also received IV-E reimbursements in the amount of $125,818.00 and Rule 5 children’s mental health reimbursements of $61,730. Child Protection Annual Report Supervisor Tamra Jokela submitted the FY2016 Child Protection and Child Welfare Services report. Total reports assigned for assessment was 456 with a total number of children placed in an alternate setting up from 68 in 2015 to 100 in 2016. Ms. Jokela reported that truancy meetings are increasing during the school year and there are more Child Protection cases screened in due to new criteria. CHILD ABUSE PREVENTION PROCLAMATION Otter Tail County Resolution No. 2017 - 22 WHEREAS, child abuse prevention is a community problem and finding solutions depends on involvement among people throughout the community; and WHEREAS, the effects of child abuse are felt by whole communities and need to be addressed by the entire community; and WHEREAS, effective child abuse prevention succeeds because of partnerships created between parents, practitioners, schools, faith communities, health care organizations, law enforcement agencies, and the business community; and WHEREAS, family-serving, youth-focused prevention programs offer positive alternatives for young people and encourage parents and youth to develop strong ties to their communities; and WHEREAS, all citizens need to be more aware of child abuse and neglect and its prevention within the community, and be involved in supporting parents to raise their children in a safe, nurturing society. NOW, THEREFORE, BE IT RESOLVED, that the Otter Tail County Board of Commissioners hereby proclaims April 2017 as Child Abuse Prevention Month in Otter Tail County, and call upon all citizens, community agencies, religious organizations, medical facilities, and businesses to increase their participation in efforts to prevent child abuse and neglect, thereby strengthening the communities in which we live. OTC Board of Commissioners’ Minutes March 28, 2017 Page 7 Motion for the foregoing Resolution was made by Commissioner Rogness, seconded by Commissioner Lindquist and upon a vote being duly taken thereon, the following voted in favor: Commissioners Huebsch, Lindquist, Froemming and Rogness. and the following were against: None and the following were absent: Commissioner Johnson WHEREUPON, the Resolution was declared duly passed and adopted the 28th day of March, 2017. OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: ________________ By: __________________________________ Attest: _______________________ Douglas A. Huebsch, Chair John Dinsmore, Clerk Human Services Contract Motion by Froemming, second by Lindquist and unanimously carried to authorize the appropriate County Officials’ signatures to execute a Purchase of Service Contract between the County of Otter Tail and Productive Alternatives, Inc. for Community Support Plan and Services for the period of April 1, 2017 through December 31, 2017. Adjournment At 1:55 p.m., Chairman Huebsch declared the meeting of the Otter Tail County Board of Commissioners adjourned until 9:30 a.m. on Tuesday, April 4, 2017. OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: By: Attest: Doug Huebsch, Chair John Dinsmore, Clerk CB/kd OTC Board of Commissioners’ Minutes March 28, 2017 Exhibit A, Page 1 WARRANTS APPROVED ON 3/28/2017 OTC Board of Commissioners’ Minutes March 28, 2017 Exhibit A, Page 2 OTC Board of Commissioners’ Minutes March 28, 2017 Exhibit A, Page 3 OTC Board of Commissioners’ Minutes March 28, 2017 Exhibit A, Page 4 OTC Board of Commissioners’ Minutes March 28, 2017 Exhibit A, Page 5 OTC Board of Commissioners’ Minutes March 28, 2017 Exhibit A, Page 6 OTC Board of Commissioners’ Minutes March 28, 2017 Exhibit A, Page 7