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Home My WebLink AboutBoard of Commissioners - Minutes - 05/09/2017 MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners’ Room 515 W. Fir Avenue, Fergus Falls, MN May 9, 2017 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened at 9:30 a.m. Tuesday, May 9, 2017, at the Government Services Center in Fergus Falls, MN, with Commissioners Doug Huebsch, Chair; Wayne Johnson, Vice-Chair; Roger Froemming and Lee Rogness present. Commissioners John Lindquist was present at 10:10 a.m. Approval of Agenda Chairman Huebsch called for approval of the Board Agenda. Motion by Rogness, second by Froemming and unanimously carried to approve the Board of Commissioners Agenda of May 9, 2017, with the following modification: Canceled Out-of-State Travel Request Consent Agenda Motion by Froemming, second by Johnson and unanimously carried to approve Consent Agenda items as follows: 1. May 2, 2017 Board of Commissioners’ Meeting Minutes 2. Warrants/Bills for May 9, 2017 (Exhibit A) 3. HS Bills & Claims 4. Issuance of OTCo. Credit Card with 30-day limit of $750 for HS Fiscal Supervisor Diane Aschnewitz 5. Approval of Probation Department Grant Agreements (Workload/Caseload Reduction and REAM) Lakes Country Service Cooperative (LCSC) Update LCSC Executive Director Jeremy Kovash and Manager of Member Services Holly Witt, submitted a packet of information and briefed the Board on the history of the Cooperative. LCSC was created by the legislature in 1976 to assist school districts with special education and planning. Since then, the legislature expanded the ability of State Cooperatives to serve cities, counties and other public entities. LCSC now employs 100 staff and serves a nine county region. They discussed the benefits of membership including competitive purchasing, insurance, wellness, health and safety consulting, and business and technology services. Through various relationships, LCSC has developed a new program to assist special education directors from the region with Level IV special education children. There will be three programs in the region for K-12 students with 16 students in each program. Commissioners expressed an interest in exploring additional regional service delivery models. Cell Phone Policy and Procedures Motion by Rogness, second by Froemming and unanimously carried to approve the modified Otter Tail County Cell Phone Policy and Procedures dated 5/09/2017 as submitted by the Human Resources Director. Data Practices Act Policy Motion by Rogness, second by Froemming and unanimously carried to approve the updated Otter Tail County Minnesota Government Data Practices Act Guidelines and Procedures as submitted by the Human Resources Director with the following typographical corrections: Page 22 – replace Responsible Authority from Larry Krohn to John Dinsmore Page 24 – replace Larry Krohn’s email address with John Dinsmore’s email address OTC Board of Commissioners’ Minutes May 9, 2017 Page 2 Request to Dismiss Fees from Otter Tail Lake Sewer District David Reynolds, Property Owner in the Otter Tail Lakes Sewer District, requested that Otter Tail County remove the required annual Sewer District fee assessed to his property. Commissioners explained that they do not have the authority to remove the annual fee and cautioned that his property could go into foreclosure for non-payment of tax. No action was taken. Annual Prometheus M.C. Zoo Run Representatives of the Prometheus Motorcycle Club requested approval for the 32nd Annual Zoo Run event scheduled June 23rd through June 24th of 2017. All proceeds from the motorcycle ride event are donated to the Chahinkapa Park Zoo in Wahpeton, ND. Motion by Froemming, second by Johnson, and unanimously carried to waive the Otter Tail County Shows and Exhibitions Ordinance for this charity event subject to organizers providing security, adequate portable facilities, insurance, and notification to law enforcement regarding the event which has been past practice. Recess & Reconvene At 10:21 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 10:25 a.m. Phelps Mill Dam Discussion Commissioner Rogness updated the Board regarding the May 8, 2017, Minnesota Department of Natural Resources (MNDNR) open house/presentation regarding the Concept and Design of Fish Passage at the Phelps Mill Dam. Environmental Assessment Worksheet (EAW) for Proposed Shooting Star Casino Larry Kramka, Houston Engineering Senior Environmental Project Manager, provided a Technical Memorandum dated April 18, 2017, regarding Star Lake Casino Development EAW (HEI Project No. 6394- 012)–Third Party Review for Final Adequacy Determination. Mr. Kramka stated that Houston Engineering’s conclusion is that the EAW, as submitted, is complete. Environmental review is a process, not a decision document. It is meant to assess the impacts of the proposed project. At the end of the process, the Board of Commissioners will determine whether or not the project has potential for significant environmental impact which will lead to a decision of whether or not an Environmental Impact Statement (EIS) will be required. Discussion followed. Motion by Rogness, second by Johnson and unanimously carried to approve the draft EAW presented by Houston Engineering as complete and adequate for publication. The motion further approves the following timeline for the EAW process: • Final EAW will be delivered to the Environmental Quality Board (EQB) May 15, 2017 • The EAW will be published in the EQB Monitor, the official record of the EQB, on May 22, 2017 • The public review comment period would begin May 22, 2017, for 30 days • The Final EAW will be posted on the Otter Tail County website and Houston Engineering would provide a copy to required parties and publish required notices • Thursday, June 15, 2017 – A Public Hearing from 7:00 p.m. – 9:00 p.m. will be held at the Pelican Rapids School Auditorium, contingent upon availability of the facility • June 21, 2017 – The public review comment period (written or at the Public Hearing) closes at the end of business hours • June 27, 2017 – County Board will review the comments to determine which comments need to be re-addressed • June 29, 2017 – A public meeting will be held at 7:00 p.m. in the County Board room at the Government Services Center in Fergus Falls, MN, primarily for the purpose of clarifying public comments received from the June 15, 2017, Public Hearing. • July 11, 2017 – The County Board will determine the Need for an EIS or request additional information OTC Board of Commissioners’ Minutes May 9, 2017 Page 3 OTTER TRAIL RIDERS ASSOCIATION GRANT-IN-AID FUNDING Otter Tail County Resolution No. 2017 – 37 Commissioner Johnson offered the following and moved its adoption: WHEREAS, Otter Tail County has sponsored Grant-In-Aid Systems in the past; and WHEREAS, acceptance of the Grant-In-Aid Systems proposed extensions are subject to the review and approval of the County Attorney. THEREFORE, BE IT RESOLVED, that Otter Tail County shall continue to sponsor Grant-In-Aid Trail Systems as they exist for the Otter Trail Riders Association Snowmobile Club for the 2017-2018 snowmobile season and proposed extensions of Grant-In-Aid Trails with the aforementioned condition. Commissioner Lindquist seconded the motion and, upon being put to vote, the resolution was unanimously adopted this 9th day of May 2017. OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: ______________________ By: __________________________________ Attest: _______________________ Doug Huebsch, Chair John Dinsmore, Clerk Recess & Reconvene At 11:01 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 11:05 a.m. Burial Disposition Allowance and Expenditure Policy Motion by Rogness, second by Lindquist and carried, with Johnson abstaining, to approve the modified Otter Tail County Burial Disposition Allowance and Expenditure Policy dated 05/17 as submitted by Deb Sjostrom, Human Services Director. Ms. Sjostrom provided statistics showing the number of County burials from 2010 through 2016 and corresponding expenses. DIGITAL MEDIA EQUIPMENT CONTRACT Otter Tail County Resolution No. 2017 – 38 WHEREAS, the Otter Tail County Department of Economic Development intends to pay Whiskey Creek Media, LLC $200 per month, effective January 1, 2017, to lease video equipment used for digital media content creation; and WHEREAS, Whiskey Creek Media, LLC is owned by County Employee Erik Osberg; and WHEREAS, there is no other vendor with similar products and services in this geographic region; and WHEREAS, the fair market value of such a lease agreement is significantly higher than $200, and the County would have to pay considerably more to have a more distant Lessor provide the equipment; and WHEREAS, the annual amount of the contract is less than the amount which would require bidding by Minnesota Statute §471.345, and therefore pursuant to Minnesota Statute §471.88 the County may enter into the contract when approved by a unanimous vote; and WHEREAS, the County Board of Commissioners makes this resolution to document the propriety of the contract and to authorize payment thereunder. OTC Board of Commissioners’ Minutes May 9, 2017 Page 4 NOW, THEREFORE, IT IS HEREBY RESOLVED: That Otter Tail County Economic Development leases equipment from Whiskey Creek Media, LLC when it is the most economical service available by either quotations or in the open market. Upon the motion of Johnson, seconded by Rogness, and passed on a 5-0 vote, the above resolution is hereby adopted by the Otter Tail County Board of Commissioners. Adopted this 9th day of May, 2017 OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: ______________________ By: __________________________________ Attest: _______________________ Doug Huebsch, Chair John Dinsmore, Clerk Whiskey Creek Media, LLC Equipment Lease Motion by Rogness, second by Johnson and unanimously carried to authorize the appropriate County Officials’ signatures to execute an Equipment Lease between the Whiskey Creek Media, LLC and Otter Tail County as submitted by the Economic Development Director. OTTER TAIL COUNTY 150th ANNIVERSARY COMMITTEE Otter Tail County Resolution No. 2017 – 39 WHEREAS, in 2018, Otter Tail County, MN will celebrate the 150th anniversary of its creation; and WHEREAS, this distinctive milestone provides an opportunity to reflect on the history and accomplishments of the past, as well as celebrate our culture and the successful community that the County of Otter Tail has become; and WHEREAS, this distinctive milestone warrants a meaningful, year-long “Sesquicentennial Celebration.” NOW, THEREFORE, IT IS HEREBY RESOLVED: That Otter Tail County, in partnership with the Otter Tail County Historical Society, form a Sesquicentennial Celebration Committee charged with planning and implementing a series of events and activities commemorating Otter Tail County’s 150th year. Upon the motion of Froemming, seconded by Johnson, and passed on a 5-0 vote, the above resolution is hereby adopted by the Otter Tail County Board of Commissioners. Adopted this 9th day of May, 2017 OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: ______________________ By: __________________________________ Attest: _______________________ Doug Huebsch, Chair John Dinsmore, Clerk OTC Board of Commissioners’ Minutes May 9, 2017 Page 5 OnSharp Website Analysis Proposal Motion by Rogness, second by Johnson and unanimously carried to authorize the appropriate County Officials’ signatures to execute the Proposal of Services developed for Otter Tail County by OnSharp for Website Analysis & Strategy at an estimated cost of $26,300.00. The Compliance Committee has authorized 50% of the cost to be paid out of the Compliance Funds. Adjournment At 11:40 a.m., Chairman Huebsch declared the meeting of the Otter Tail County Board of Commissioners adjourned until 9:30 a.m. on Tuesday, May 23, 2017. OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: By: Attest: Doug Huebsch, Chair John Dinsmore, Clerk CB/kd OTC Board of Commissioners’ Minutes May 9, 2017 Exhibit A, Page 1 WARRANTS APPROVED ON 5/09/2017 OTC Board of Commissioners’ Minutes May 9, 2017 Exhibit A, Page 2 OTC Board of Commissioners’ Minutes May 9, 2017 Exhibit A, Page 3