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Home My WebLink AboutBoard of Commissioners – Supporting Documents Compiled – 05/09/2017AGENDA PACKET May 9, 2017 BOARD OF COMMISSIONERS MEETING 2.1 Draft CB Minutes for 05.02.2017 2.2 County Warrants~Bills 5.0 Data Practices Act Policy 5-2017 updates in red 5.01 Cell Phone Policy and Procedures - Updated 5-2017 in red 6.0 Information from David Reynolds 8.0 EAW transmittal memo 18_Apr_2017 8.01 Link to Draft EAW for the Proposed Shooting Star Casino~Resort 9.0 Otter Trail Riders Assn Snowmobile Club Resolution 10.0 Proposed OTC Burial Disposition Allowance and Expenditure Policy 11.0 Board Resolution Approving Contract with Employee 11.01 RRI Equipment Lease 11.02 Board Resolution for 150th Anniversary Committee 11.03 H2M.OnSharp Statement of Work_OttertailCounty 11.04 Compliance Funds Approval MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners’ Room 515 W. Fir Avenue, Fergus Falls, MN May 2, 2017 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened at 9:30 a.m. Tuesday, May 2, 2017, at the Government Services Center in Fergus Falls, MN, with Commissioners Doug Huebsch, Chair; Wayne Johnson, Vice-Chair; John Lindquist, Roger Froemming and Lee Rogness present. Approval of Agenda Chairman Huebsch called for approval of the Board Agenda. Motion by Rogness, second by Johnson and unanimously carried to approve the Board of Commissioners Agenda of May 2, 2017, with the following modifications: Transportation Funding Discussion FERC Study – Otter Tail Power General Discussion – HR Director, Nicole Hansen Consent Agenda Motion by Froemming, second by Lindquist and unanimously carried to approve Consent Agenda items as follows: 1. April 25, 2017 Board of Commissioners’ Meeting Minutes 2. Warrants/Bills for May 2, 2017 (Exhibit A) 3. Approval of Final Payment to PCI Roads for Hoot Lake/Wright Lake Channel Bridge Work 4. Issuance of On/Off-Sale 3.2 Malt Liquor License and On Sale Wine License to Ten Mile Lake Resort for 07/01/17 – 06/30/18 5. Issuance of On/Off-Sale 3.2 Malt Liquor License to Birchwood Golf Course LLC for 07/01/17 – 06/30/18 6. Approval of Solid Waste and Source Separated Recycling Hauler’s License for Bob’s Big Red Boxes Aquatic Invasive Species (AIS) Task Force Update Land & Resource Director Bill Kalar presented the history of the AIS Task Force including how it was formed, membership and funding. AIS Specialist Spencer McGrew and Office Manager Marsha Bowman briefed the Board on AIS Task Force past accomplishments and current programs. AIS Task Force Chairman Bernie Steeves spoke about the spread of various dangerous invasive species especially the starry stonewort which has not infected Otter Tail County lakes but is in lakes to the northeast and southeast. Discussion took place about a boat tagging system, dock and lift removal and transfer, and decontamination units. Motion by Johnson, second by Lindquist and unanimously carried to authorize purchase of two Landa ECOS 7000 Decontamination Units at a cost not to exceed $18,195.25 each and to authorize the appropriate County Officials’ signatures on the final Joint Powers Agreement between the Minnesota Department of Natural Resources (DNR) and the County of Otter Tail to gift the decontamination units to the State. Commissioners requested that the AIS Task Force develop a Countywide Ordinance for moving docks and lifts from one body of water to another. Chairman Huebsch requested a report on the use and effectiveness of the decontamination units at the end of the summer season. OTC Board of Commissioners’ Minutes May 2, 2017 Page 2 Recess & Reconvene At 10:11 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 10:14 a.m. Community Health Worker (CHW) Positions Motion by Johnson, second by Rogness and unanimously carried to hire two part time Community Health Workers funded by the Community Wellness Grant. The project is a beta test to determine whether CHWs can work with high risk families to address hypertension and pre-diabetes. Amendment to Contract for Personal Health Record (PHR) Project Motion by Lindquist, second by Johnson and unanimously carried to authorize the appropriate County Officials’ signatures to execute Amendment 2 to MN Department of Human Services (DHS) Grant Contract #102655 between the County of Otter Tail and MN DHS. The Amendment increases the contract by $245,683.00 for Linden Tech, Inc. to test and develop a PHR system and Community-Based Long Term Services and Supports (LTSS). RESOLUTION AUTHORIZING EXECUTION OF AGREEMENT Otter Tail County Resolution No. 2017 - 32 Be it resolved that Otter Tail County Department of Public Health enter into a grant agreement with the Minnesota Department of Public Safety, for traffic safety projects during the period from October 1, 2017 through September 30, 2018. The Director of Public Health is hereby authorized to execute such agreements and amendments as are necessary to implement the project on behalf of Otter Tail County Public Health and to be the fiscal agent and administer the grant. Motion for the foregoing Resolution was made by Commissioner Froemming and seconded by Commissioner Lindquist and upon a vote being duly taken thereon, the following voted in favor: Commissioners Huebsch, Johnson, Lindquist, Froemming and Rogness, and the following were against: None and the following were absent: None WHEREUPON, the Resolution was declared duly passed and adopted the 2nd day of May 2017. OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: ______________________ By: __________________________________ Attest: _______________________ Doug Huebsch, Chair John Dinsmore, Clerk Land Valuation Method Land Division Directors provided information regarding the current method of agricultural land valuation vs. the Crop Productivity Index (CPI) rating method. Discussion followed. Motion by Johnson, second by Rogness and unanimously carried to approve the CPI Method for Otter Tail County land valuation. The Recorder confirmed that the Compliance Funds will be used to pay for the CPI Method implementation. The Administration Department will assist the Land Division with education to the public prior to implementation. OTC Board of Commissioners’ Minutes May 2, 2017 Page 3 Theft of Property Claim Motion by Rogness, second by Froemming and unanimously carried to increase payment to Christian Sauer in the amount of $40.00 for a total payment of $726.25, for items stolen at the Otter Tail County Detention Facility. The total dollar amount is less than the County’s liability deductible. Extract of Minutes of Meeting of the Board of Commissioners of Otter Tail County, Minnesota Pursuant to due call and notice thereof, a meeting of the Board of Commissioners of Otter Tail County, Minnesota, was duly held at the County Courthouse in Fergus Falls, Minnesota, on Tuesday, May 2, 2017 at 10:30 o’clock A.M. The following members were present: Commissioners Huebsch, Johnson, Lindquist, Froemming and Rogness and the following were absent: None * * * * * * * * * The Chair announced that the meeting was convened for the purpose of considering proposals for the purchase of $1,335,000 General Obligation Capital Improvement Bonds, Series 2017A. Proposals were submitted as shown in Exhibit A available for inspection in the Otter Tail County Auditor-Treasurer’s Department. * * * * * * * * * Commissioner Froemming introduced the following written resolution and moved its adoption: RESOLUTION AWARDING SALE OF $1,335,000 GENERAL OBLIGATION CAPITAL IMPROVEMENT BONDS, SERIES 2017A, FIXING THE FORM AND SPECIFICATIONS THEREOF, PROVIDING FOR THEIR EXECUTION AND DELIVERY, AND PROVIDING FOR THEIR PAYMENT Otter Tail County Resolution No. 2017 - 33 BE IT RESOLVED by the Board of Commissioners of Otter Tail County, Minnesota, as follows: 1. The proposal of Robert W. Baird & Company, Incorporated to purchase the $1,335,000 General Obligation Capital Improvement Bonds, Series 2017A of the County is hereby found and determined to be a favorable proposal, and shall be and is hereby accepted, said proposal being to purchase Bonds maturing and bearing interest as set forth in paragraph 2 at a price of $1,409,828.23 plus accrued interest. 2. To provide funds for correction facility improvements pursuant to the County’s Capital Improvement Plan approved March 28, 2017, the County shall forthwith issue its negotiable General Obligation Capital Improvement Bonds, Series 2017A (the “Bonds”), pursuant to Minnesota Statutes, Section 373.40 and Chapter 475. The Bonds shall be in the aggregate principal amount of $1,335,000, to be dated June 1, 2017, bear interest at the rates per annum according to years of maturity set forth below, computed on the basis of a 360-day year of twelve 30-day months, payable February 1, 2018, and semiannually thereafter on February 1 and August 1 in each year, and mature serially on February 1 in the years and amounts as follows: Year 2019 2020 2021 2022 2023 Amount $115,000 120,000 125,000 125,000 130,000 Interest Rate 3.00% 3.00 3.00 3.00 3.00 Year 2024 2025 2026 2027 2028 Amount $135,000 140,000 145,000 150,000 150,000 Interest Rate 3.00% 3.00 3.00 3.00 3.00 OTC Board of Commissioners’ Minutes May 2, 2017 Page 4 All Bonds maturing on or after February 1, 2026, are subject to redemption and prior payment in whole or in part in such order as the County may determine and by lot within a maturity at the option of the County on February 1, 2025, and any date thereafter at par and accrued interest. In the event of redemption by lot of Bonds of like maturity, the Bond Registrar shall assign to each Bond of such maturity then outstanding a distinctive number for each $5,000 of the principal amount of such Bonds and shall select by lot in the manner it determines the order of numbers, at $5,000 for each number, for all outstanding Bonds of like maturity. The order of selection of Bonds to be redeemed shall be the Bonds to which were assigned numbers so selected, but only so much of the principal amount of each Bond of a denomination of more than $5,000 shall be redeemed as shall equal $5,000 for each number assigned to it and so selected. The Bonds shall be numbered R-1 upwards in order of issuance or in such other order as the Registrar may determine and shall be in the denomination of $5,000 each or any integral multiple thereof not exceeding the amount maturing in any year. 3. The Bonds shall be payable as to principal upon presentation at the office of Bond Trust Services Corporation, Roseville, Minnesota, as Registrar and Paying Agent, or at the offices of such other successor agents as the County may hereafter designate upon 60 days’ mailed notice to the registered owners at their registered addresses. Interest shall be paid by check or draft of the Registrar mailed to the registered owners at their addresses shown on the registration books of the County on the 1st day of the month preceding each interest payment date. 4. The Bonds, the Registrar’s Certificate of Authentication and Registration and the form of assignment on the reverse side thereof shall be in substantially the following form: UNITED STATES OF AMERICA STATE OF MINNESOTA COUNTY OF OTTER TAIL No. R-_______ $_______________ GENERAL OBLIGATION CAPITAL IMPROVEMENT BOND, SERIES 2017A Interest Rate Maturity Date Date of Original Issue CUSIP June 1, 2017 Registered Owner: Principal Amount: The County of Otter Tail, Minnesota, for value received, hereby promises to pay to the Registered Owner specified above, or registered assigns, the Principal Amount specified above on the Maturity Date specified above, upon the presentation and surrender hereof, and to pay to the Registered Owner hereof interest on such Principal Amount at the Interest Rate specified above from the Date of Original Issue, or the most recent interest payment date to which interest has been paid or duly provided for as specified below, on February 1 and August 1 of each year, commencing February 1, 2018, until said principal amount is paid. Principal is payable in lawful money of the United States of America at the office of Bond Trust Services Corporation in Roseville, Minnesota, as Registrar or of a successor Registrar designated by the County, which designation shall be made upon notice of 60 days to the Registered Owners at their registered addresses. Interest is payable by check or draft mailed to the person in whose name this Bond is registered at the close of business on the 15th day of the month preceding each interest payment date (whether or not a business day) at the registered owner’s address set forth on the registration books maintained by the Registrar. Any such interest not punctually paid or provided for will cease to be payable to the owner of record as of such regular record dates and such defaulted interest may be paid to the person in whose name this Bond shall be registered at the close of business on a special record date for the payment of such defaulted interest established by the Registrar. For the prompt and full payment of such principal and interest as the same become due, the full faith, credit and taxing powers of the County have been and are hereby irrevocably pledged. OTC Board of Commissioners’ Minutes May 2, 2017 Page 5 The Bonds of this series maturing on or after February 1, 2026, are subject to redemption at the option of the County, in whole or in part in such order as the County may determine and by lot within a maturity, on February 1, 2025, and any date thereafter at par and accrued interest. Thirty days’ notice of prior redemption will be given by mail to the bank where the Bonds are payable and to the registered owners in the manner provided by Chapter 475, Minnesota Statutes. Any defect in mailing notice of redemption shall not affect the validity of the proceedings for redemption. Any Bond called for redemption, and for the payment of which moneys are set aside by the County on the redemption date, shall not bear interest after the redemption date, regardless of any delay in its presentation. This Bond is one of an issue of Bonds in the aggregate principal amount of $1,335,000, all of like date and tenor except as to maturity and interest rate, issued pursuant to and in full conformity with the Constitution and Laws of the State of Minnesota, including Section 373.40, Minnesota Statutes, for the purpose of providing funds for correction facility improvements. The Bonds of this issue are payable primarily from taxes levied under the Resolution described below, and this Bond constitutes a general obligation of the County and to provide moneys for the prompt and full payment of said principal and interest as the same become due the full faith and credit of the County is hereby irrevocably pledged, and the County will levy additional ad valorem taxes on all taxable property in the County, if required for such purpose, without limitation as to rate or amount. This Bond is transferable, as provided by the Resolution of the Board of County Commissioners authorizing the issuance of the Bonds of this series adopted May 2, 2017 (the “Resolution”) only upon books of the County kept at the office of the Registrar by the Registered Owner hereof in person or by the Registered Owner’s duly authorized attorney, upon surrender of this Bond for transfer at the office of the Registrar, duly endorsed by, or accompanied by a written instrument of transfer in form satisfactory to the Registrar duly executed by, the Registered Owner hereof or the Registered Owner’s duly authorized attorney, and, upon payment of any tax, fee or other governmental charge required to be paid with respect to such transfer, one or more fully registered Bonds of the series of the same principal amount, maturity and interest rate will be issued to the designated transferee or transferees. The Registered Owner of this Bond may be treated as the absolute owner hereof for all purposes. The Bonds of this series are issuable only as fully registered bonds without coupons in denominations of $5,000 or any integral multiple thereof not exceeding the principal amount maturing in any one year. As provided in the Resolution and subject to certain limitations therein set forth, the Bonds of this series are exchangeable for a like aggregate principal amount of Bonds of this series of a different authorized denomination, as requested by the Registered Owner or the Registered Owner’s duly authorized attorney upon surrender thereof to the Registrar. IT IS HEREBY CERTIFIED AND RECITED that this Bond is issued by authority of and in strict accordance with Minnesota Statutes, Section 373.40 and Chapter 475, that all acts, conditions and things required by the Constitution and laws of the State of Minnesota to be done, to happen and to be performed precedent to and in the issuance of this Bond have been done, have happened and have been performed in regular and due form, time and manner as required by law and that this Bond, together with all other indebtedness of the County outstanding on the date of its issuance, does not exceed any constitutional or statutory limitation of indebtedness. This Bond shall not be valid or become obligatory for any purpose until the Certificate of Authentication and Registration hereon shall have been signed by the Registrar. IN WITNESS WHEREOF, Otter Tail County, Minnesota, by its Board of Commissioners, has caused this Bond to be executed in its behalf by the facsimile signature of the Chair and by the facsimile signature of the County Administrator, all as of the Date of Original Issue specified above. OTC Board of Commissioners’ Minutes May 2, 2017 Page 6 OTTER TAIL COUNTY, MINNESOTA By Chair, Board of County Commissioners By County Administrator REGISTRAR’S CERTIFICATE OF AUTHENTICATION AND REGISTRATION This is one of the Bonds described in the within mentioned Resolution, and this Bond has been registered as to principal and interest in the name of the Registered Owner identified above. Dated: June 1, 2017 BOND TRUST SERVICES CORPORATION, Bond Registrar By Authorized Signature ASSIGNMENT FOR VALUE RECEIVED, the undersigned hereby sells, assigns and transfers unto (Please Print or Typewrite Name and Address of Transferee) the within Bond and all rights thereunder, and hereby irrevocably constitutes and appoints _______________________, attorney to transfer the within Bond on the books kept for registration thereof, with full power of substitution in the premises. Dated:______________________ Please Insert Social Security Number or Other Identifying Number of Assignee Notice: The signature to this assignment must correspond with the name as it appears on the face of this Bond in every particular, without alteration or any change whatever. Signature Guaranteed: Signatures must be guaranteed by a national bank or trust company or by a brokerage firm having membership in one of the major stock exchanges. 5. The Bonds shall be prepared in printed form under the direction of the County Administrator and when so prepared shall be executed on behalf of the County by the manual or facsimile signature of the Chair and by the manual or facsimile signature of the County Administrator. The Bonds shall not be valid for any purpose until authenticated by the Registrar. The Bonds initially issued hereunder shall be registered as of the date of delivery, and all Bonds issued in exchange therefor shall be registered as of such date, or, if issued after the first payment date, as of the most recent interest payment date on which interest was paid or duly provided for. When the Bonds shall have been so prepared and executed, they shall be delivered to the purchaser by the County Administrator or the Administrator’s designee(s) upon receipt of the purchase price and accrued interest and the signed legal opinion of Kutak Rock LLP, as Bond Counsel, and the purchaser shall not be required to see to the proper application of the proceeds. OTC Board of Commissioners’ Minutes May 2, 2017 Page 7 6. As long as any of the Bonds issued hereunder shall remain outstanding, the County shall maintain and keep at the office of the Registrar an office or agency for the payment of the principal of and interest on the Bonds, as in this Resolution provided, and for the registration and transfer of the Bonds, and shall also keep at the office of the Registrar books for such registration and transfer. Upon surrender for transfer of any Bond at the office of the Registrar with a written instrument of transfer satisfactory to the Registrar, duly executed by the registered owner or the owner’s duly authorized attorney, and upon payment of any tax, fee or other governmental charge required to be paid with respect to such transfer, the County shall execute and the Registrar shall authenticate and deliver, in the name of the designated transferee or transferees, one or more fully registered Bonds of the same series and maturity date, of any authorized denominations of a like aggregate principal amount, maturity and interest rate. The Bonds, upon surrender thereof at the office of the Registrar, may at the option of the registered owner thereof be exchanged for an equal aggregate principal amount of Bonds of the same maturity date and interest rate of any authorized denominations. In all cases in which the privilege of exchanging Bonds or transferring fully registered Bonds is exercised, the County shall execute and the Registrar shall deliver Bonds in accordance with the provisions of this Resolution. For every such exchange or transfer of Bonds, whether temporary or definitive, the County or the Registrar may make a charge sufficient to reimburse it for any tax, fee or other governmental charge required to be paid with respect to such exchange or transfer, which sum or sums shall be paid by the person requesting such exchange or transfer as a condition precedent to the exercise of the privilege of making such exchange or transfer. Notwithstanding any other provision of this Resolution, the cost of preparing each new Bond upon each exchange or transfer, and any other expenses of the County or the Registrar incurred in connection therewith (except any applicable tax, fee or other governmental charge) shall be paid by the County. The County and the Registrar shall not be required to make any transfer or exchange of any Bonds during the fifteen (15) days next preceding any February 1 or August 1 interest payment date. 7. Interest on any Bond which is payable, and is punctually paid or duly provided for, on any interest payment date shall be paid to the person in whose name that Bond (or one or more Bonds for which such Bond was exchanged) is registered at the close of business on the 1st day of the month of such interest payment date. Any interest on any Bond which is payable, but is not punctually paid or duly provided for, on any interest payment date shall forthwith cease to be payable to the registered holder on the relevant regular record date solely by virtue of such holder having been such holder; and such defaulted interest may be paid by the County in any lawful manner, if, after notice given by the County to the Registrar of the proposed payment pursuant to this paragraph, such payment shall be deemed practicable by the Registrar. Subject to the foregoing provisions of this paragraph, each Bond delivered under this Resolution upon transfer of or in exchange for or in lieu of any other Bond shall carry all the rights to interest accrued and unpaid, and to accrue, which were carried by such other Bond and each such Bond shall bear interest from such date that neither gain nor loss in interest shall result from such transfer, exchange or substitution. 8. As to any Bond, the County and the Registrar and their respective successors, each in its discretion, may deem and treat the person in whose name the same for the time being shall be registered as the absolute owner thereof for all purposes and neither the County nor the Registrar nor their respective successors shall be affected by any notice to the contrary. Payment of or on account of the principal of any such Bond shall be made only to or upon the order of the registered owner thereof, but such registration may be changed as above provided. All such payments shall be valid and effectual to satisfy and discharge the liability upon such Bond to the extent of the sum or sums so paid. 9. (a) For purposes of this paragraph 9, the following terms shall have the following meanings: OTC Board of Commissioners’ Minutes May 2, 2017 Page 8 “Beneficial Owner” shall mean, whenever used with respect to a Bond, the person recorded as the beneficial owner of such Bond by a Participant on the records of such Participant, or such person’s subrogee. “Cede & Co.” shall mean Cede & Co., the nominee of DTC, and any successor nominee of DTC with respect to the Bonds. “DTC” shall mean The Depository Trust Company of New York, New York. “Participants” shall mean those broker-dealers, banks and other financial institutions for which DTC holds Bonds as securities depository. “Representation Letter” shall mean the Blanket Letter of Representation from the County to DTC. (b) The Bonds shall be initially issued as separate authenticated fully registered bonds, and one Bond shall be issued in the principal amount of each stated maturity of the Bonds. Upon initial issuance, the ownership of such Bonds shall be registered in the bond register of the County kept by the Registrar in the name of Cede & Co., as nominee of DTC. The Registrar and the County may treat DTC (or its nominee) as the sole and exclusive owner of the Bonds registered in its name for the purposes of payment of the principal of or interest on the Bonds, selecting the Bonds or portions thereof to be redeemed, giving any notice permitted or required to be given to registered owners of Bonds under this Resolution, registering the transfer of Bonds, and for all other purposes whatsoever; and neither the Registrar nor the County shall be affected by any notice to the contrary. Neither the Registrar nor the County shall have any responsibility or obligation to any Participant, any person claiming a beneficial ownership interest in the Bonds under or through DTC or any Participant, or any other person which is not shown on the registration books of the Registrar as being a registered owner of any Bonds, with respect to the accuracy of any records maintained by DTC or any Participant, with respect to the payment by DTC or any Participant of any amount with respect to the principal of or interest on the Bonds, with respect to any notice which is permitted or required to be given to owners of Bonds under this Resolution, with respect to the selection by DTC or any Participant of any person to receive payment in the event of a partial redemption of the Bonds, or with respect to any consent given or other action taken by DTC as registered owner of the Bonds. The Registrar shall pay all principal of and interest on the Bonds only to Cede & Co. in accordance with the Representation Letter, and all such payments shall be valid and effective to fully satisfy and discharge the County’s obligations with respect to the principal of and interest on the Bonds to the extent of the sum or sums so paid. No person other than DTC shall receive an authenticated Bond for each separate stated maturity evidencing the obligation of the County to make payments of principal and interest. Upon delivery by DTC to the Registrar of written notice to the effect that DTC has determined to substitute a new nominee in place of Cede & Co., the Bonds will be transferable to such new nominee in accordance with subparagraph (e) hereof. (c) In the event the County determines that it is in the best interest of the Beneficial Owners that they be able to obtain Bond certificates, the County may notify DTC and the Registrar, whereupon DTC shall notify the Participants, of the availability through DTC of Bond certificates. In such event, the Bonds will be transferable in accordance with subparagraph (f) hereof. DTC may determine to discontinue providing its services with respect to the Bonds at any time by giving notice to the County and the Registrar and discharging its responsibilities with respect thereto under applicable law. In such event the Bonds will be transferable in accordance with subparagraph (e) hereof. OTC Board of Commissioners’ Minutes May 2, 2017 Page 9 (d) Notwithstanding any other provision of this Resolution apparently to the contrary, so long as any Bond is registered in the name of Cede & Co., as nominee of DTC, all payments with respect to the principal of and interest on such Bond and all notices with respect to such Bond shall be made and given, respectively, to DTC as provided in the Representation Letter. (e) The application of the terms of the Representation Letter to the Bonds is hereby confirmed. The Representation Letter incorporates by reference certain matters with respect to, among other things, notices, consents and approvals by registered owners of the Bonds and Beneficial Owners and payments on the Bonds. The Registrar shall have the same rights with respect to its actions thereunder as it has with respect to its actions under this Resolution. (f) In the event that any transfer or exchange of Bonds is permitted under subparagraph (b) or (c) hereof, such transfer or exchange shall be accomplished upon receipt by the Registrar from the registered owners thereof of the Bonds to be transferred or exchanged and appropriate instruments of transfer to the permitted transferee in accordance with the provisions of paragraph 6 hereof. 10. There is hereby created a special fund, to be known as the Capital Improvement Plan Bonds, Series 2017A Fund, for purpose of paying principal and interest on the Bonds, and in the event the principal of and interest upon the said Bonds shall become due and payable and there are insufficient moneys in said fund to pay such principal and interest, the County Treasurer is authorized and directed to pay said principal and interest from the general fund and thereafter to reimburse said general fund from collections of taxes levied pursuant hereto. The proceeds of the Bonds herein authorized shall be used solely for the payment of the costs of the correction facility improvements described in the County’s Capital Improvement Plan adopted March 28, 2017 and costs described in Minnesota Statutes, Section 475.68. Any remaining proceeds may be used for any lawful purpose. 11. There is hereby levied upon all the taxable property in the County a direct annual ad valorem tax which shall be spread upon the tax rolls and collected as part of other general ad valorem taxes of the County in the years and amounts as follows: Levy Year Collection Year Amount 2017 2018 $162,803 2018 2019 164,430 2019 2020 165,900 2020 2021 161,962 2021 2022 163,275 2022 2023 164,430 2023 2024 165,427 2024 2025 166,268 2025 2026 166,950 2026 2027 162,225 Said levy shall be irrepealable and the taxes so levied are irrevocably appropriated to the debt service fund, but the County reserves the right to reduce said levy from funds in the Capital Improvement Bonds, Series 2017A Fund or other moneys in the manner and to the extent permitted by Minnesota Statutes, Section 475.61. It is hereby found and determined that the foregoing taxes, if collected in full, will produce at least five percent in excess of the amount needed to meet when due the payments of principal and interest on the Bonds; and the Bonds are general obligations of the County to which the full faith, credit and unlimited taxing powers of the County have been and are hereby pledged; and the Board of Commissioners shall additional levy general ad valorem taxes on all taxable property in the County, if necessary, to pay the principal of and interest on the Bonds when due. OTC Board of Commissioners’ Minutes May 2, 2017 Page 10 12. The County Administrator is authorized and directed to prepare and furnish to the purchaser and to the attorneys approving the Bonds, certified copies of all proceedings and records relating to the issuance of the Bonds, and to the right, power and authority of the County and its officers to issue the same, and said certified copies and certificates shall be deemed the representations of the County as to all matters stated therein. 13. The officers of the County are hereby authorized and directed to prepare and furnish to the Secretary of the Treasury a statement meeting the information reporting requirements of Section 149(e) of the Internal Revenue Code of 1986, as amended (the “Code”), by the 15th day of the second calendar month after the close of the calendar quarter in which the Bonds are issued. 14. The County shall not take or permit any action that would cause the Bonds to be “private activity bonds” within the meaning of Section 141 of the Code. In addition, the County shall make no investment of funds that would cause the Bonds to be “arbitrage bonds” within the meaning of Section 148 of the Code and regulations thereunder. The County Administrator is authorized to make any elections available to the County under Section 148 of the Code and regulations thereunder. All terms used in this paragraph 14 shall have the meanings provided in the Code and regulations thereunder. 15. The County Administrator shall register the Bonds in the office of the County Auditor as required by law. 16. The Preliminary Official Statement relating to the Bonds, on file with the County Administrator and presented to this meeting, is hereby approved, and the County ratifies and confirms its designation of the Preliminary Official Statement as a “near final” Official Statement for purposes of Rule 15c2-12 of the Securities and Exchange Commission and the furnishing thereof to prospective purchasers of the Bonds, insofar as the same relates to the Bonds and the sale thereof. The Continuing Disclosure Certificate included in the Official Statement is hereby approved and shall be executed and delivered in connection with the delivery of the Bonds to the Purchaser. 17. The reasonably anticipated amount of tax-exempt obligations of the County (other than those not taken into account under Section 265(b)(3)(C)(ii) of the Internal Revenue Code) during 2017 does not exceed $10,000,000. The Bonds are hereby designated as “qualified tax-exempt obligations” for purposes of Section 265(b)(3) of the Code. The motion for the adoption of the foregoing resolution was duly seconded by Commissioner Rogness and upon vote being taken thereon the following voted in favor thereof: Commissioners Huebsch, Johnson, Lindquist, Froemming and Rogness, and the following voted against the same: None whereupon said resolution was declared duly passed and adopted. OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: ______________________ By: __________________________________ Attest: _______________________ Doug Huebsch, Chair John Dinsmore, Clerk Repurchase Agreement Motion by Johnson, second by Lindquist and unanimously carried to authorize the appropriate County Officials’ signatures to execute the Proposal Form that relates to the issuance and sale of $1,430,000 General Obligation Capital Improvement Bonds, Series 2017A. OTC Board of Commissioners’ Minutes May 2, 2017 Page 11 REQUEST TO REPURCHASE TAX FORFEITED PROPERTY Otter Tail County Resolution No. 2017 - 34 Commissioner Froemming introduced the following resolution and moved its adoption: RESOLVED, by the Otter Tail County Board of Commissioners of Otter Tail County, Minnesota, that WHEREAS, Linda Erickson, owner, has made application to repurchase the following legally described parcel: Parcel No. 74-000-99-0121-000 OTTERTAIL-WAY'S ADDN LOTS FOUR (4), FIVE (5) AND SIX (6) BLOCK TEN (10) AND NORTH HALF (N½) VACATED 3RD STREET ADJACENT TO LOT SIX (6) Said property having forfeited to the State of Minnesota on the 26th day of August, 2016, for nonpayment of the 2008, 2009, 2010, 2011, 2012, 2013, 2015, and 2016 property taxes; and WHEREAS, an application to repurchase the above described property was timely submitted on Monday, April 24, 2017; and WHEREAS, the sum of $12,081.39 represents the aggregate of all delinquent and current taxes, penalties, costs, assessments, and fees as of April 30, 2017, that would have been due and payable had the above described parcel not forfeited to the State of Minnesota; and WHEREAS, the applicant has requested that the Otter Tail County Board of Commissioners consider this application to repurchase the above-described parcel and has requested that the Otter Tail County Board of Commissioners approve the applicant’s request to repurchase the above-described property. NOW, THEREFORE, BE IT RESOLVED, that the Otter Tail County Board of Commissioners hereby approves the repurchase of the above described tax forfeited property subject to the condition that the total amount referenced above is received by Otter Tail County on or before Wednesday, May 31, 2017. BE IT FURTHER RESOLVED that the Otter Tail County Board of Commissioners hereby finds that the repurchase will promote and best serve the public interest, and that it will relieve any undue hardship which may have result from the forfeiture. Commissioner Johnson seconded the motion, and upon being put to vote, the resolution was adopted with all seated Commissioners in favor. Adopted this 2nd 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 2, 2017 Page 12 Paralegal Position Motion by Rogness, second by Lindquist and unanimously carried to approve reclassification of the Administrative Specialist (Paralegal) position from a B21/B22 to a B23 and to approve filling an additional Paralegal position as requested by the County Attorney. Recess & Reconvene At 11:00 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. Bid Award – 2017 County Wide Traffic Marking Motion by Rogness, second by Johnson and unanimously carried to award C.P. 17:TM to the low bidder, Traffic Marking Service, Inc. of Maple Lake, MN, in the amount of $255,820.54. Approval of Contract – County Wide Seal Coat Motion by Johnson, second by Froemming and unanimously carried to authorize the appropriate County Officials’ signatures to execute the Highway Construction Contract (SAP 056-601-064 & Etc.) between the County of Otter Tail and Morris Sealcoat & Trucking, Inc. for the County Wide Seal Coat project. Amendment #1 to Design Agreement for CSAH 12 and 35 Motion by Lindquist, second by Johnson and unanimously carried to authorize the appropriate County Officials’ signatures to execute Amendment #1 to Agreement No. 15.00822 between the County of Otter Tail and Ulteig Engineers, Inc. for additional design work for CSAH 12 and 35. Broadband Feasibility Study Motion by Rogness, second by Johnson and unanimously carried to authorize the appropriate County Officials’ signatures to execute an agreement between the County of Otter Tail and CCG Consulting & Finley Engineering for a Network Feasibility Study. Economic Development Director Nick Leonard reported that the County has received a $25,000 grant from the Blandin Foundation for the work to be completed in CY2017. Total price of the study was reported as $55,500.00. Phelps Mill Dam Fish Passage Meeting Motion by Johnson, second by Lindquist and unanimously carried to authorize Commissioners to attend a meeting hosted by the Minnesota Department of Natural Resource (MNDNR) at 7:00 p.m. on Monday, May 8, 2017 at the conference room of the MNDNR Office Building in Fergus Falls for presentation of Concept and Design of Fish Passage at Phelps Mill Dam. ACCEPTING DEDICATED DONATION TO SUPPORT EDUCATIONAL PROGRAMS FOR THE PUBLIC HEALTH DEPARTMENT Otter Tail County Resolution No. 2017 - 35 WHEREAS, community organizations and individuals offer to donate funds to support lactation education, family home visiting, senior services events, and safe communities events to the County of Otter Tail on behalf of the Otter Tail County Public Health Department to assist in the health promotion programs; and WHEREAS, Minnesota Statute 465.03 requires a county to accept the gift by resolution expressed in terms prescribed by the donor in full; and WHEREAS, acceptance of the funds in accordance with the donor’s terms is in the best interest of the County of Otter Tail. OTC Board of Commissioners’ Minutes May 2, 2017 Page 13 NOW, THEREFORE, BE IT RESOLVED that the Otter Tail County Board of Commissioners does accept the above-described funds from community organizations and individuals and extends its grateful appreciation. The motion for the adoption of the foregoing resolution was introduced by Commissioner Johnson, duly seconded by Commissioner Rogness and, after discussion thereof and upon vote being taken thereon, the following voted in favor: Commissioners Huebsch, Johnson, Lindquist, Froemming and Rogness, and the following were against: None and the following were absent: None WHEREUPON, the Resolution was declared duly passed and adopted the 2nd day of May 2017. OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: ______________________ By: __________________________________ Attest: _______________________ Doug Huebsch, Chair John Dinsmore, Clerk Boating Safety Patrol Grant Agreement Motion by Lindquist, second by Rogness and unanimously carried to authorize the appropriate County Officials’ signatures to execute the 2017 State of Minnesota Federal Supplemental Boating Safety Patrol Grant Agreement, in the amount of $11,375.00. The funding is used for water patrol overtime salaries. RESOLUTION APPROVING STATE OF MINNESOTA JOINT POWERS AGREEMENTS WITH THE COUNTY OF OTTER TAIL ON BEHALF OF ITS SHERIFF'S OFFICE Otter Tail County Resolution No. 2017 - 36 WHEREAS, the County of Otter Tail on behalf of its Sheriff's Office desires to enter into a Joint Powers Agreement with the State of Minnesota, Department of Public Safety, Bureau of Criminal Apprehension to receive funding to use to implement an adapter to make its records management system compatible with Minnesota National Incident-Based Reporting System requirements for which the County is eligible. NOW, THEREFORE, BE IT RESOLVED by the County of Otter Tail, Minnesota as follows: 1. That the State of Minnesota Joint Powers Agreement by and between the State of Minnesota acting through its Department of Public Safety, Bureau of Criminal Apprehension and the County of Otter Tail on behalf of its Sheriff's Office, is hereby approved. A copy of the Joint Powers Agreement is attached to this Resolution and made a part of it. 2. That the Otter Tail County Sheriff Brian Schlueter or his successor, is designated the Authorized Representative for the Joint Powers Agreement. The Authorized Representative is also authorized to sign any subsequent amendment or agreement that may be required by the State of Minnesota to maintain the agreement with the State. To assist the Authorized Representative with the administration of the agreement, the Otter Tail County Chief Deputy is appointed as the Authorized Representative’s designee. OTC Board of Commissioners’ Minutes May 2, 2017 Page 14 3. That Doug Huebsch, the Board Chairman for the County of Otter Tail, and John Dinsmore, the Board Clerk, are authorized to sign the State of Minnesota Joint Powers Agreement. The motion for the adoption of the foregoing resolution was introduced by Commissioner Lindquist, duly seconded by Commissioner Rogness and, after discussion thereof and upon vote being taken thereon, the following voted in favor: Commissioners Huebsch, Johnson, Lindquist, Froemming and Rogness, and the following were against: None and the following were absent: None WHEREUPON, the Resolution was declared duly passed and adopted the 2nd day of May 2017. OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: ______________________ By: __________________________________ Attest: _______________________ Doug Huebsch, Chair John Dinsmore, Clerk Joint Powers Agreement for the National Incident Based Reporting System (NIBRS) Motion by Lindquist, second by Rogness and unanimously carried to authorize the appropriate County Officials’ signatures to execute the JPA for the NIBRS between the State of Minnesota Bureau of Criminal Apprehension (BCA) and the County of Otter Tail. Amendment to License Agreement Nr. 295 Motion by Johnson, second by Rogness and unanimously carried to authorize the appropriate County Officials’ signatures to execute a Professional Services Amendment Nr. 04 to Agreement Nr. 295 between the County of Otter Tail and Computer Information Systems (CIS) Inc. as presented by the Chief Deputy. Out-of-State Travel Motion by Rogness, second by Johnson and unanimously carried to authorize out-of-state travel for three Sheriff’s Office employees for CIS computer training in Chicago, IL. for the National Incident Based Reporting System. Adjournment At 12:05 p.m., Chairman Huebsch declared the meeting of the Otter Tail County Board of Commissioners adjourned until 9:30 a.m. on Tuesday, May 9, 2017. OTTER TAIL COUNTY BOARD OF COMMISSIONERS Dated: By: Attest: Doug Huebsch, Chair John Dinsmore, Clerk CB/kd OTC Board of Commissioners’ Minutes May 2, 2017 Exhibit A, Page 1 WARRANTS APPROVED ON 5/2/2017 OTC Board of Commissioners’ Minutes May 2, 2017 Exhibit A, Page 2 csteinba COMMISSIONER'S VOUCHERS ENTRIES Paid on Behalf Of Name Explode Dist. Formulas?: 5/4/17 Otter Tail County Auditor Audit List for Board Page 1 Print List in Order By: Save Report Options?: Type of Audit List: on Audit List?: N Y D 4 N D - Detailed Audit List S - Condensed Audit List 1 - Fund (Page Break by Fund) 2 - Department (Totals by Dept) 3 - Vendor Number 4 - Vendor Name 12:15PM csteinba COMMISSIONER'S VOUCHERS ENTRIESGeneral Revenue Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 6,261.46 1,450.50 4,400.00 174.26 866.75 510.00 79.33 1,562.98 6,261.46 1,450.50 1,800.00 2,600.00 174.26 33.98 269.89 562.88 510.00 57.85 21.48 1,562.98 Page 2Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 12018 AMERICAN SOLUTIONS FOR BUSINESS 01-043-000-0000-6406 ASB98746 TAX STATEMENTS 02897463 Office Supplies 1 Transactions12018 765 AMERICAN WELDING & GAS INC 10-304-000-0000-6306 SERVICE Repair/Maint. Equip 1 Transactions765 223 ANDERSON LAND SURVEYING INC 50-000-000-0120-6290 SET CONTROL FOR AERIAL SURVEY 15833 Contracted Services. 50-000-000-0130-6290 SET CONTROL FOR AERIAL SURVEY 15833 Contracted Services. 2 Transactions223 11472 AUTO FIX 10-304-000-0000-6306 REPAIR Repair/Maint. Equip 1 Transactions11472 102 AUTO VALUE FERGUS FALLS 10-304-000-0000-6406 SUPPLIES Office Supplies 10-304-000-0000-6572 BATTERIES Repair And Maintenance Supplies 10-304-000-0000-6572 PARTS Repair And Maintenance Supplies 3 Transactions102 16 BALLARD SANITATION INC 50-000-000-0150-6290 ACCT 5965 ROLLOFF APR2017 Contracted Services. 1 Transactions16 31064 BATTLE LAKE STANDARD 01-250-000-0000-6399 ACCT STS OTC PARTS 144904 Sentence To Serve 01-250-000-0000-6399 ACCT STS OTC PARTS 144942 Sentence To Serve 2 Transactions31064 1386 BECKLUND OIL CO 10-304-000-0000-6565 DIESEL FUEL Fuels - Diesel 1 Transactions1386 1755 BEN HOLZER UNLIMITED Otter Tail County Auditor AMERICAN SOLUTIONS FOR BUSINESS AMERICAN WELDING & GAS INC ANDERSON LAND SURVEYING INC AUTO FIX AUTO VALUE FERGUS FALLS BALLARD SANITATION INC BATTLE LAKE STANDARD BECKLUND OIL CO csteinba COMMISSIONER'S VOUCHERS ENTRIESSolid Waste Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 48.00 350.00 892.94 480.74 34.00 1,078.53 10.00 10.00 28.00 175.00 175.00 892.94 480.74 34.00 100.00 6.42 100.00 212.50 10.70 9.00 550.00 59.92 29.99 31,751.34 Page 3Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 50-000-000-0110-6290 MONTHLY COOLER RENT 61482BL Contracted Services. 50-000-000-0130-6290 MONTHLY COOLER RENT 61551NYM Contracted Services. 50-000-000-0110-6290 DRINKING WATER 61660BL Contracted Services. 3 Transactions1755 31803 BEYER BODY SHOP INC 01-201-000-0000-6396 TOW CF 17010478 Special Investigation 01-201-000-0000-6396 TOW CF 17010532 12192 Special Investigation 2 Transactions31803 13535 BHH PARTNERS 10-304-000-0000-6406 SERVICE Office Supplies 1 Transactions13535 24 BRANDON COMMUNICATIONS INC 01-201-000-0000-6315 ACCT O2750 RADIO REPAIR INV19661 Radio Repair Charges 1 Transactions24 3957 BRAUN VENDING INC 10-304-000-0000-6252 DRINKNG WATER Water And Sewage 1 Transactions3957 11453 BRENNAN/KEVIN 22-622-000-0000-6369 PER DIEM 5/9/17 Miscellaneous Charges 22-622-000-0000-6369 MILEAGE 5/9/17 Miscellaneous Charges 22-622-000-0000-6370 PER DIEM 5/9/17 Outside County Work 22-622-000-0648-6369 PER DIEM 5/9/17 Miscellaneous Charges 22-622-000-0648-6369 MILEAGE 5/9/17 Miscellaneous Charges 22-622-000-0648-6369 MEAL 5/9/17 Miscellaneous Charges 22-622-000-0655-6369 PER DIEM 5/9/17 Miscellaneous Charges 22-622-000-0655-6369 MILEAGE 5/9/17 Miscellaneous Charges 22-622-000-0655-6369 MEALS 5/9/17 Miscellaneous Charges 9 Transactions11453 1227 CARR'S TREE SERVICE 10-302-000-0000-6350 SERVICE Maintenance Contractor Otter Tail County Auditor BEN HOLZER UNLIMITED BEYER BODY SHOP INC BHH PARTNERS BRANDON COMMUNICATIONS INC BRAUN VENDING INC BRENNAN/KEVIN csteinba COMMISSIONER'S VOUCHERS ENTRIESRoad And Bridge Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 31,751.34 1,907.50 234.28 83.70 115.00 29.73 5,795.10 1,907.50 234.28 25.00 10.00 48.70 115.00 29.73 16.94 4.99 159.80 2,560.00 31.60 80.26 2,941.51 523.74 Page 4Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 1 Transactions1227 1756 CHEMSEARCH 10-304-000-0000-6572 SUPPLIES Repair And Maintenance Supplies 1 Transactions1756 13143 CI SPORT 01-201-000-0000-6526 ACCT 19736 LADIES SHIRTS 635747 Uniforms 1 Transactions13143 6078 CLINE/GORDON 10-303-000-0000-6242 REGISTRATION Registration Fees 10-303-000-0000-6331 MEALS Meals And Lodging 10-303-000-0000-6683 MILEAGE Right Of Way, Ect. 3 Transactions6078 4201 CMI INC 01-201-000-0000-6491 ACCT 565370 TANK FOR DMT GAS 8000251 General Supplies 1 Transactions4201 9087 CODE 4 SERVICES LLC 10-304-000-0000-6315 ANTENNA KIT, UNIT #119 Radio Repair Charges 1 Transactions9087 32603 COOPERS TECHNOLOGY GROUP 01-044-000-0000-6406 ACCT 2189988010 NAME PLATE 417259 Office Supplies 01-112-000-0000-6404 ACCT 2189988050 BINDER 417659 Coffee Supplies 01-122-000-0000-6406 ACCT 2189988095 CHAIR MAT 417758 Office Supplies 01-149-000-0000-6406 ACCT 2189988030 PAPER 417672 Office Supplies 01-149-000-0000-6406 ACCT 2189988076 TENT CARDS 417848 Office Supplies 01-601-000-0000-6406 ACCT 28363 SUPPLIES 417401 Office Supplies 10-304-000-0000-6406 SUPPLIES Office Supplies 7 Transactions32603 12487 CREATIVE PRODUCT SOURCING INC 01-201-000-0000-6384 DARE SUPPLIES 90734 Dare Expenses Otter Tail County Auditor CARR'S TREE SERVICE CHEMSEARCH CI SPORT CLINE/GORDON CMI INC CODE 4 SERVICES LLC COOPERS TECHNOLOGY GROUP csteinba COMMISSIONER'S VOUCHERS ENTRIESGeneral Revenue Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 523.74 30.00 3,169.08 150.00 26,798.50 76.66 137.50 3,746.73 30.00 3,169.08 150.00 1,990.00 13,133.50 4,485.00 750.00 875.00 5,565.00 76.66 137.50 3,746.73 100.00 Page 5Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 1 Transactions12487 3710 CULLIGAN WATER CONDITIONING 10-304-000-0000-6252 DRINKING WATER Water And Sewage 1 Transactions3710 13001 DAIKIN APPLIED 01-112-101-0000-6572 ACCT 256969 AGZ CHILLER REPAIR 3136359 Repair And Maintenance Supplies 1 Transactions13001 33013 DICK'S STANDARD 10-304-000-0000-6572 TIRES Repair And Maintenance Supplies 1 Transactions33013 13736 DM ENTERPRISES 10-302-000-0000-6350 SERVICE Maintenance Contractor 10-304-000-0000-6300 SERVICE Building And Grounds Maintenance 22-622-000-0658-6369 BOBCAT & EXCAV HRS DITCH 58 485459 Miscellaneous Charges 22-622-000-0638-6369 MOB & EXCAV HRS DITCH 38 485460 Miscellaneous Charges 22-622-000-0629-6369 MOB & EXCAV HRS DITCH 29 485461 Miscellaneous Charges 22-622-000-0655-6369 BOBCAT & EXCAV HRS DITCH 55 485462 Miscellaneous Charges 6 Transactions13736 13965 DOLL/CARLA 01-201-000-0000-6526 BIANCHI 45 MAG/CUFF PADDLE 4/18/17 Uniforms 1 Transactions13965 11391 DOUBLE A CATERING 01-002-000-0000-6818 LUNCH FOR COMBINED MEETING 4/25/17 Board Contingency 1 Transactions11391 10984 E-S PRESS INC 02-219-000-0000-6369 PREPARE & PRESENT COURSE 10623 Miscellaneous Charges 1 Transactions10984 343 EAST OTTER TAIL FAIR ASSOC 50-000-000-0000-6848 BOOTH RENTAL (D)5/9/17 Public Education Otter Tail County Auditor CREATIVE PRODUCT SOURCING INC CULLIGAN WATER CONDITIONING DAIKIN APPLIED DICK'S STANDARD DM ENTERPRISES DOLL/CARLA DOUBLE A CATERING E-S PRESS INC csteinba COMMISSIONER'S VOUCHERS ENTRIESSolid Waste Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 150.00 312.60 143.24 3,100.00 13.41 250.19 157.00 1,170.00 53.60 50.00 312.60 143.24 3,100.00 13.41 244.19 6.00 12.00 145.00 1,170.00 53.60 Page 6Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 50-000-000-0000-6848 DEPOSIT FOR BOOTH RENTAL 5/9/17 Public Education 2 Transactions343 11889 ERGOMETRICS 01-250-000-0000-6436 ACCT 121092 REACT TESTING 128609 New hire start up cost 1 Transactions11889 9255 EXTREME MARINE LLC 10-303-000-0000-6306 SERVICE Repair/Maint. Equip 1 Transactions9255 3297 FARGO GLASS AND PAINT CO 01-112-110-0000-6572 ACCT 115000 ELECTROMAG LOCK IF269906 Repair And Maintenance Supplies 1 Transactions3297 11382 FELLBAUM/KEVIN 10-304-000-0000-6572 PARTS Repair And Maintenance Supplies 1 Transactions11382 35011 FERGUS FALLS DAILY JOURNAL 01-043-000-0000-6240 ACCT 5296 DEPUTY TREASURER AD 242370 Publishing & Advertising 02-260-000-0000-6369 ACCT FERFFNIJAIL 2322467 Miscellaneous Charges 2 Transactions35011 14379 FIELD/CRISTI 10-302-000-0000-6331 MEALS Meals And Lodging 10-304-000-0000-6526 SHOES Uniforms 2 Transactions14379 383 FIRST LUTHERAN CHURCH 01-112-101-0000-6349 PARKING LOT RENTAL 2ND QTR 41 Miscellaneous Rentals 1 Transactions383 3461 FRAZEE FORUM INC 01-123-000-0000-6240 BOA HEARING J SCHENCK VARIANCE 111722 Publishing & Advertising 1 Transactions3461 Otter Tail County Auditor EAST OTTER TAIL FAIR ASSOC ERGOMETRICS EXTREME MARINE LLC FARGO GLASS AND PAINT CO FELLBAUM/KEVIN FERGUS FALLS DAILY JOURNAL FIELD/CRISTI FIRST LUTHERAN CHURCH FRAZEE FORUM INC csteinba COMMISSIONER'S VOUCHERS ENTRIESRoad And Bridge Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 850.35 302.15 59.99 250.00 758.67 1,424.02 30.00 850.35 86.20 215.95 59.99 250.00 320.85 106.95 84.85 246.02 1,424.02 30.00 64.99 Page 7Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 3628 FRONTIER PRECISION INC 10-303-000-0000-6306 SERVICE Repair/Maint. Equip 1 Transactions3628 392 GALLS LLC 01-201-000-0000-6526 ACCT 5290418 LED FLASHLIGHT 007316204 Uniforms PETERSON/PAUL11971 01-201-000-0000-6491 ACCT 5290418 MEDICAL BAG 007391827 General Supplies HABERER/DALE MYRON9569 2 Transactions392 1120 GENE'S SPORT SHOP 01-201-000-0000-6526 PISTOL HOLDER M&P SHIELD 4/28/17 Uniforms SELANDER/NATHAN8446 1 Transactions1120 11398 GIRL SCOUT TROOP 30565 50-000-000-0000-6848 DENT CANISTER 2016 201619 Public Education 1 Transactions11398 13522 GREATAMERICA FINANCIAL SVCS 01-041-000-0000-6243 5/20/17 STANDARD PAYMENT 20534012 Subscriptions 01-042-000-0000-6243 5/20/17 STANDARD PAYMENT 20534012 Subscriptions 01-043-000-0000-6243 5/20/17 STANDARD PAYMENT 20534012 Subscriptions 50-000-000-0000-6406 5/22/17 STANDARD PAYMENT 20538277 Office Supplies 4 Transactions13522 10416 GREEN LIGHTS RECYCLING INC 50-390-000-0000-6863 EPA # MNR000107037 LAMP RECYCL 17-2812 Disposal Costs 1 Transactions10416 423 HANAN/MIKE 50-000-000-0000-6379 PARKING AT NAWTEC APR2017 Miscellaneous Charges 1 Transactions423 2656 HAUGRUD/BRUCE M 10-304-000-0000-6526 CLOTHES Uniforms Otter Tail County Auditor FRONTIER PRECISION INC GALLS LLC GENE'S SPORT SHOP GIRL SCOUT TROOP 30565 GREATAMERICA FINANCIAL SVCS GREEN LIGHTS RECYCLING INC HANAN/MIKE csteinba COMMISSIONER'S VOUCHERS ENTRIESRoad And Bridge Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 64.99 85.00 45.17 4.79 43.88 31,274.12 332.83 368.75 298.02 85.00 45.17 3.00 1.79 43.88 31,274.12 86.44 246.39 368.75 130.38 167.64 Page 8Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 1 Transactions2656 9453 HAWES SEPTIC TANK PUMPING LLC 01-112-109-0000-6572 ACCT OT SHERIFF HOLDING TANK 17261 Repair And Maintenance Supplies 1 Transactions9453 983 HENNING AUTO PARTS INC 10-304-000-0000-6572 PARTS Repair And Maintenance Supplies 1 Transactions983 2001 HILLTOP LUMBER INC 10-304-000-0000-6406 SUPPLIES Office Supplies 10-304-000-0000-6572 SUPPLIES Repair And Maintenance Supplies 2 Transactions2001 10642 HOMETOWN REPAIR 10-304-000-0000-6306 SERVICE Repair/Maint. Equip 1 Transactions10642 5835 HOUSTON ENGINEERING INC 10-303-000-0000-6278 SERVICE Engineering & Hydrological Testing 1 Transactions5835 38100 INNOVATIVE OFFICE SOLUTIONS 01-201-000-0000-6406 ACCT 9988526 SUPPLIES 031764 Office Supplies 50-000-000-0000-6406 ACCT 565373 SUPPLIES 031739 Office Supplies 2 Transactions38100 11385 INTEGRA TELECOM 14-214-000-0000-6689 ACCT 877418 MONTHLY SERVICE 14608950 Prior Year Accumulations-911 1 Transactions11385 11098 JAKE'S JOHNS LLC 50-000-000-0110-6290 MONTHLY TOILET RENTAL 5019 Contracted Services. 50-000-000-0130-6290 MONTHLY TOILET RENTAL/CLEANING 5019 Contracted Services. 2 Transactions11098 Otter Tail County Auditor HAUGRUD/BRUCE M HAWES SEPTIC TANK PUMPING LLC HENNING AUTO PARTS INC HILLTOP LUMBER INC HOMETOWN REPAIR HOUSTON ENGINEERING INC INNOVATIVE OFFICE SOLUTIONS INTEGRA TELECOM JAKE'S JOHNS LLC csteinba COMMISSIONER'S VOUCHERS ENTRIESGeneral Revenue Fund Account/Formula - Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 380.00 2,641.18 1,800.00 29.50 380.00 77.08 78.57 86.06 197.27 7.49 57.98 1,649.95 54.98 97.98 55.58 74.57 169.16 49.49 600.00 600.00 600.00 29.50 Page 9Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 40014 KARVONEN & SON FUNERAL HOME 01-205-000-0000-6273 BODY TRANSPORT C WHITEHOUSE 3/23/17 Coroner Expense 1 Transactions40014 3191 KEEPRS INC 01-201-000-0000-6526 OTTERTAISD SUPERSHIRT 334406-01 Uniforms SONSALLA/NICK10702 01-201-000-0000-6526 OTTERTAISD SUPERSHIRT 339864 Uniforms SHEILS/RICK1897 01-201-000-0000-6526 OTTERTAISD SUPERSHIRT 340733 Uniforms DOLL/CARLA13965 01-201-000-0000-6526 OTTERTAISD UNIFORM SUPPLIES 341762 Uniforms HABERER/DALE MYRON9569 01-201-000-0000-6526 OTTERTAISD GOLD TIE BAR 342682 Uniforms 01-201-000-0000-6526 OTTERTAISD PADDLE HOLSTER 342953 Uniforms DOLL/CARLA13965 01-201-000-0000-6481 OTTERTAISD RIFLE OPTICS 342960 Radar, Weapons Etc. 01-201-000-0000-6526 OTTERTAISD SURVEIL EARPHONE 342997 Uniforms DOLL/CARLA13965 01-204-000-0000-6526 OTTERTAISD CARGO PANTS 343050 Uniforms SOLAND/ETHAN13895 01-250-000-0000-6526 OTTERJAIL WHITE SHIRT 334249-01 Uniforms KELLER/ALLAN486 01-250-000-0000-6526 OTTERJAIL SUPERSHIRT 337616 Uniforms 01-250-000-0000-6526 OTTERJAIL CARGO PANTS 341049 Uniforms 01-250-000-0000-6526 OTTERJAIL SUPERSHIRT 341049-01 Uniforms 13 Transactions3191 79 LAKE REGION HEALTHCARE 01-205-000-0000-6273 TECH & LAB J FLETCHER 4/9 010562 Coroner Expense 01-205-000-0000-6273 TECH & LAB M GIESE 4/19 010563 Coroner Expense 01-205-000-0000-6273 TECH & LAB I MALLAS 4/20 010568 Coroner Expense 3 Transactions79 41450 LAKES COUNTRY SERVICE CO OP 50-399-000-0000-6290 ACCT 3537 PRE-EMPLOY TEST DJ 83918 Contracted Services. 1 Transactions41450 Otter Tail County Auditor KARVONEN & SON FUNERAL HOME KEEPRS INC LAKE REGION HEALTHCARE LAKES COUNTRY SERVICE CO OP csteinba COMMISSIONER'S VOUCHERS ENTRIESSolid Waste Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 965.00 165.32 339.31 95,400.00 272.50 780.00 30.00 45.00 465.00 500.00 165.32 339.31 95,400.00 272.50 780.00 30.00 45.00 202.74 159.98 Page 10Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 81 LARRY OTT INC TRUCK SERVICE 50-399-000-0000-6290 CARDBOARD 71416 Contracted Services. 50-399-000-0000-6290 PAPER 71428 Contracted Services. 2 Transactions81 41525 LARUM/PAT 01-061-000-0000-6330 MILEAGE MAR-APR APR2017 Mileage 1 Transactions41525 1020 LAWSON PRODUCTS INC 10-304-000-0000-6572 PARTS Repair And Maintenance Supplies 1 Transactions1020 7302 LIFTOFF, LLC 14-061-000-0000-6680 OFFICE 365 PLAN G3 & K1 1986 Computer Hdwe And Disks 1 Transactions7302 5837 LITTLE BEAR TOWING 01-201-000-0000-6396 TOW CF 17010321 7651 Special Investigation 1 Transactions5837 41638 LOCATORS & SUPPLIES INC 01-201-000-0000-6492 ACCT 23-52A29 GAS DETECTOR CO 0255116-IN Police Equipment 1 Transactions41638 9208 MACATFO 01-041-000-0000-6242 2017 SUMMER CONFERENCE 5/9/17 Registration Fees 1 Transactions9208 2125 MACPZA 01-122-000-0000-6242 SPRING TRAINING & UPDATE 5/9/17 Registration Fees KALAR/WILLIAM1567 1 Transactions2125 36132 MARCO INC ST LOUIS 01-101-000-0000-6342 ACCT 35700038 329342802 Service Agreements 01-122-000-0000-6342 ACCT 35700038 329138853 Service Agreements Otter Tail County Auditor LARRY OTT INC TRUCK SERVICE LARUM/PAT LAWSON PRODUCTS INC LIFTOFF, LLC LITTLE BEAR TOWING LOCATORS & SUPPLIES INC MACATFO MACPZA csteinba COMMISSIONER'S VOUCHERS ENTRIESGeneral Revenue Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 362.72 408.07 1,912.50 189.99 9,005.36 477.94 10,175.00 2,220.00 408.07 1,912.50 189.99 30.21 8,975.15 27.95 41.93 86.37 32.55 289.14 10,175.00 2,220.00 25,232.50 Page 11Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 2 Transactions36132 2721 MARCO TECHNOLOGIES LLC 10-301-000-0000-6342 SERVICE AGREEMENT Service Agreements 1 Transactions2721 6090 MCFARLANE CONSULTING LLC 10-303-000-0000-6278 SERVICE Engineering & Hydrological Testing 1 Transactions6090 14670 MELLIN PROMOTIONAL ADVERTISING 02-612-000-0000-6526 INSPECTOR VISORS I37256 Uniforms 1 Transactions14670 10425 MEND CORRECTIONAL CARE 01-250-000-0000-6432 MEDICATION 2559 Medical Incarcerated 01-250-000-0000-6432 HEALTHCARE SERVICES MAY 2017 2590 Medical Incarcerated 2 Transactions10425 42863 MINNESOTA MOTOR COMPANY 01-044-000-0000-6304 ACCT 2607 OIL CHANGE 651117 Repair And Maintenance 01-122-000-0000-6304 ACCT 9988095 OIL CHANGE 652591 Repair And Maintenance 01-201-000-0000-6304 ACCT 2900 UNIT 1309 MAINT 650812 Repair And Maintenance 01-201-000-0000-6304 ACCT 2900 UNIT 1204 OIL CHG 651809 Repair And Maintenance 10-304-000-0000-6306 SERVICE Repair/Maint. Equip 5 Transactions42863 14030 ML TREE SERVICE 10-302-000-0000-6350 SERVICE Maintenance Contractor 1 Transactions14030 565 MN STATE AUDITOR 10-301-000-0000-6266 AUDIT Audit Cost 1 Transactions565 6012 MOORE ENGINEERING INC 10-303-000-0000-6278 SERVICE Engineering & Hydrological Testing Otter Tail County Auditor MARCO INC ST LOUIS MARCO TECHNOLOGIES LLC MCFARLANE CONSULTING LLC MELLIN PROMOTIONAL ADVERTISING MEND CORRECTIONAL CARE MINNESOTA MOTOR COMPANY ML TREE SERVICE MN STATE AUDITOR csteinba COMMISSIONER'S VOUCHERS ENTRIESRoad And Bridge Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 25,232.50 2,860.00 7.69 1,464.50 65.15 1,050.40 112.35 647.00 2,860.00 7.69 742.00 385.00 262.50 75.00 65.15 1,050.40 112.35 302.00 155.00 190.00 245.00 Page 12Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 1 Transactions6012 7389 MUNICIPAL SERVICE CO, INC 10-302-000-0000-6306 SERVICE Repair/Maint. Equip 1 Transactions7389 8373 NAPA FERGUS FALLS 50-399-000-0000-6306 ACCT 13050 PWR NUT DRVER SET 680692 Repair/Maint. Equip 1 Transactions8373 583 NARDINI FIRE EQUIPMENT 01-112-101-0000-6342 ACCT 13144 INSPECTIONS/MAINT IN00042272 Service Agreements 01-112-104-0000-6342 ACCT 13144 INSPECTIONS/MAINT IN00042273 Service Agreements 01-112-108-0000-6342 ACCT 13144 INSPECTIONS IN00042276 Service Agreements 50-000-000-0170-6290 ACCT 13151 FIRE EXT INSPECTION IN00041827 Contracted Services. 4 Transactions583 43227 NELSON AUTO CENTER 01-044-000-0000-6304 A/R OTTE017 OIL CHG & INSPECT 6164324 Repair And Maintenance 1 Transactions43227 595 NETWORK SERVICES COMPANY 01-112-101-0000-6485 ACCT 227160 SUPPLIES 75345 Custodian Supplies 1 Transactions595 597 NEWBORG/KEVIN 01-061-000-0000-6330 MILEAGE MAR & APR APR2017 Mileage 1 Transactions597 11384 NEWMAN PAINTING INC 01-112-108-0000-6572 GSC BATHROOM ACCENT WALLS 4067 Repair And Maintenance Supplies 01-112-101-0000-6572 REMOVE STICKERS & PAINT 4/17 4068 Repair And Maintenance Supplies 01-112-108-0000-6572 GSC SHOP DOOR PAINTING 4069 Repair And Maintenance Supplies 3 Transactions11384 7117 OMNI LEADERSHIP EXCHANGE, LLC 01-031-000-0000-6276 MATCH 3.0 STANDARD VIEWS 1054 Professional Services Otter Tail County Auditor MOORE ENGINEERING INC MUNICIPAL SERVICE CO, INC NAPA FERGUS FALLS NARDINI FIRE EQUIPMENT NELSON AUTO CENTER NETWORK SERVICES COMPANY NEWBORG/KEVIN NEWMAN PAINTING INC csteinba COMMISSIONER'S VOUCHERS ENTRIESGeneral Revenue Fund Account/Formula PEAK PERFORMANCE ROOFING & EXTERIORS PEMBERTON SORLIE RUFER KERSHNER PLLP Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 245.00 24.00 9,338.00 23,675.00 491.00 9,908.80 12.65 11,372.86 24.00 1,950.00 7,388.00 275.00 23,400.00 64.75 251.25 175.00 9,908.80 12.65 10,515.98 21.88 835.00 Page 13Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 1 Transactions7117 9510 OTTERTAIL BAKERY 01-201-000-0000-6369 ROLL FOR INTEL MEETING 3998-30 Miscellaneous Charges 1 Transactions9510 7392 OTTERTAIL TRUCKING INC 50-000-000-0120-6290 HAULING CHARGES 34347 Contracted Services. 50-000-000-0170-6290 HAULING CHARGES 34347 Contracted Services. 2 Transactions7392 7303 01-112-104-0000-6572 ROOF VENT & GUTTER REPAIRS 4/25/17 Repair And Maintenance Supplies 14-112-104-0000-6688 ROOF REMODEL PROJECT 4/25/17 505 Court Street Bldg 2 Transactions7303 45047 PELICAN RAPIDS PRESS 01-121-000-0000-6239 VETS TOWN HALL MTG 4/12 AD 69248 MDVA Grant 01-123-000-0000-6240 BOA PUBLIC HEARING 4/26 69476 Publishing & Advertising 02-612-000-0000-6240 AIS AD IN LAKES & LIFESTYLES 69392 Publishing & Advertising 3 Transactions45047 137 01-031-000-0000-6276 20123713-000M 38 Professional Services 1 Transactions137 9853 PEOPLEFACTS LLC 01-250-000-0000-6436 BACKGROUND CHECKS 2017040734 New hire start up cost 1 Transactions9853 867 PERHAM/CITY OF 10-303-000-0000-6651 C.P. 15:214 SRTS, EST. #3 Construction Contracts 10-304-000-0000-6300 CLEANING Building And Grounds Maintenance 10-304-000-0000-6349 RENT Miscellaneous Rentals 3 Transactions867 8756 PETERSON MECHANICAL INC PEAK PERFORMANCE ROOFING & EXTERIORS PEMBERTON SORLIE RUFER KERSHNER PLLP Otter Tail County Auditor OMNI LEADERSHIP EXCHANGE, LLC OTTERTAIL BAKERY OTTERTAIL TRUCKING INC PELICAN RAPIDS PRESS PEOPLEFACTS LLC PERHAM/CITY OF csteinba COMMISSIONER'S VOUCHERS ENTRIESGeneral Revenue Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 7,826.80 509.82 220.98 1,985.63 9,000.00 109.68 50.00 600.00 7,826.80 254.91 254.91 220.98 1,076.00 909.63 9,000.00 67.18 42.50 50.00 150.00 150.00 150.00 150.00 Page 14Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 01-112-109-0000-6572 ACCT 1460 REPLACE FILTER DRYER S31239 Repair And Maintenance Supplies 1 Transactions8756 1412 PHILLIPE LAW OFFICE 01-013-000-0000-6262 56-PR-17-1123 J BAILEY 4/20/17 Public Defender 01-013-000-0000-6262 56-PR-17-1038 K ARTH 4/27/17 Public Defender 2 Transactions1412 1741 PITNEY BOWES 01-149-000-0000-6210 ACCT 0017188038 INK 1004024550 Postage & Postage Meter 1 Transactions1741 7900 PITNEY BOWES 01-149-000-0000-6210 ACCT 0012939764 3101240862 Postage & Postage Meter 01-149-000-0000-6210 ACCT 0011756592 3101240881 Postage & Postage Meter 2 Transactions7900 3871 PRO SWEEP INC 10-302-000-0000-6350 SWEEPING Maintenance Contractor 1 Transactions3871 9484 RDO EXCH #80-6130 01-112-000-0000-6572 ACCT 0313001 SUPPLIES P32453 Repair And Maintenance Supplies 01-112-000-0000-6572 ACCT 0313001 WELD BRACKET W24451 Repair And Maintenance Supplies 2 Transactions9484 7343 RICHTER/RONALD 02-612-000-0000-6369 SERV PROVIDER TRAIN REIMBURSE 3/21/17 Miscellaneous Charges 1 Transactions7343 675 RINGDAHL AMBULANCE INC 01-205-000-0000-6273 BODY TRANSPORT T OLSON 201667 Coroner Expense 01-205-000-0000-6273 BODY TRANSPORT M GIESE 201669 Coroner Expense 01-205-000-0000-6273 BODY TRANSPORT K LANEY 201670 Coroner Expense 01-205-000-0000-6273 BODY TRANSPORT I MALLAS 201671 Coroner Expense 4 Transactions675 Otter Tail County Auditor PETERSON MECHANICAL INC PHILLIPE LAW OFFICE PITNEY BOWES PITNEY BOWES PRO SWEEP INC RDO EXCH #80-6130 RICHTER/RONALD RINGDAHL AMBULANCE INC csteinba COMMISSIONER'S VOUCHERS ENTRIESSolid Waste Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 232.49 21.95 383.00 114.50 1,760.89 739.86 11,140.87 232.49 21.95 383.00 114.50 1,760.89 107.95 62.25 569.66 23.04 2,890.00 85.00 1,468.67 145.62 5,758.11 298.43 472.00 Page 15Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 683 ROYAL TIRE INC 50-399-000-0000-6304 ACCT 306280 BD FTR/CASING RAD 31959791 Repair And Maint-Vehicles 1 Transactions683 19005 SERVICE FOOD SUPER VALU 01-002-000-0000-6369 K3210 2MAY17 Miscellaneous Charges 1 Transactions19005 10001 SHI CORP 01-061-000-0000-6680 POCKETJET PRINTER B05886199 Computer Hardware 1 Transactions10001 48638 SIGNWORKS SIGNS & BANNERS LLC 10-304-000-0000-6306 SERVICE Repair/Maint. Equip 1 Transactions48638 6321 SRF CONSULTING GROUP INC 10-303-000-0000-6278 SERVICE Engineering & Hydrological Testing 1 Transactions6321 48183 STEINS INC 01-112-108-0000-6485 ACCT 00224002 SUPPLIES 780155-1 Custodian Supplies 01-112-108-0000-6485 ACCT 00224002 SUPPLIES 780185 Custodian Supplies 01-112-101-0000-6485 ACCT 00224000 SUPPLIES 780645 Custodian Supplies 3 Transactions48183 14550 SUMMERVILLE ELECTRIC, INC. 01-112-000-0000-6572 HALOGEN BULBS 2117 Repair And Maintenance Supplies 01-112-101-0000-6673 ADD CIRCUITS IN COURT ADMIN 2119 Remodeling Project-Ct House 01-112-101-0000-6572 EMERGENCY LIGHT IN COURTHOUSE 2120 Repair And Maintenance Supplies 01-112-106-0000-6672 WIRING FOR OFFICE STATION 2121 Remodeling Supplies 01-112-108-0000-6572 LED LIGHTS IN HUMAN SERVICES 2122 Repair And Maintenance Supplies 01-112-109-0000-6572 VFD AND ENTRY HEATER REPAIRS 2123 Repair And Maintenance Supplies 01-112-104-0000-6572 DEMO POWER WIRES IN CUBICLE 2125 Repair And Maintenance Supplies 01-112-101-0000-6572 REWIRE LIGHTS IN HALLWAY 2159 Repair And Maintenance Supplies 8 Transactions14550 Otter Tail County Auditor ROYAL TIRE INC SERVICE FOOD SUPER VALU SHI CORP SIGNWORKS SIGNS & BANNERS LLC SRF CONSULTING GROUP INC STEINS INC SUMMERVILLE ELECTRIC, INC. csteinba COMMISSIONER'S VOUCHERS ENTRIESGeneral Revenue Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 14,203.73 2,060.00 454.35 56.36 403.80 75.52 459.40 4,773.96 4,702.83 4,726.94 2,060.00 58.20 207.00 58.20 130.95 31.70 24.66 403.80 75.52 189.40 270.00 39.33 Page 16Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 6642 SUMMIT FOOD SERVICE, LLC 01-250-000-0000-6269 C1252000 MEALS 4/1-4/7 INV2000002662 Professional Services-Kitchen 01-250-000-0000-6269 C1252000 MEALS 4/8-4/14 INV2000003244 Professional Services-Kitchen 01-250-000-0000-6269 C1252000 MEALS 4/15-4/21 INV2000003600 Professional Services-Kitchen 3 Transactions6642 14637 TERRACON CONSULTANTS INC 10-303-000-0000-6278 SERVICE Engineering & Hydrological Testing 1 Transactions14637 42537 THIS WEEKS SHOPPING NEWS 01-043-000-0000-6240 ACCT 1968 DEPUTY TREASURER 40960 Publishing & Advertising 01-121-000-0000-6240 ACCT 4979 APR 26TH EVENT 40784 Publishing & Advertising 10-301-000-0000-6240 NOTICE Publishing & Advertising 50-000-000-0000-6240 ACCT 1980 HOUSEHOLD SW AD 40961 Publishing & Advertising 4 Transactions42537 49008 TIRES PLUS TOTAL CAR CARE 01-201-000-0000-6304 UNIT 1104 OIL CHANGE 100315 Repair And Maintenance 01-201-000-0000-6304 UNIT 1305 TIRE REPAIR 101435 Repair And Maintenance 2 Transactions49008 14497 TOSHIBA FINANCIAL SERVICES 01-601-000-0000-6342 BILL ID 90136606589 66846043 Service Agreements 1 Transactions14497 13305 TUNGSETH/TODD 01-250-000-0000-6494 SUPPLIES FOR CERT TRAINING 4/30/17 CERT Operations 1 Transactions13305 7362 UHRICH/COREY 10-303-000-0000-6330 MILEAGE Mileage 10-303-000-0000-6331 LODGING Meals And Lodging 2 Transactions7362 51002 VICTOR LUNDEEN COMPANY 01-122-000-0000-6406 ACCT 7490 SUPPLIES 1052510 Office Supplies Otter Tail County Auditor SUMMIT FOOD SERVICE, LLC TERRACON CONSULTANTS INC THIS WEEKS SHOPPING NEWS TIRES PLUS TOTAL CAR CARE TOSHIBA FINANCIAL SERVICES TUNGSETH/TODD UHRICH/COREY csteinba COMMISSIONER'S VOUCHERS ENTRIESGeneral Revenue Fund Account/Formula Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 336.78 427.50 49.35 246.00 285.34 402,142.01 297.45 427.50 49.35 246.00 115.44 54.46 115.44 Page 17Audit List for Board Account/Formula Description Rpt Invoice #Warrant DescriptionVendor Name Paid On Bhf #Accr Amount On Behalf of NameNo.Service Dates 01-122-000-0000-6369 ACCT 7490 SUBDIVIDE BOOKS 423420 Miscellaneous Charges 2 Transactions51002 3706 VIKING COCA-COLA 01-112-000-0000-6404 ACCT 9804282 COFFEE 1932711 Coffee Supplies 1 Transactions3706 9357 WAYNE'S TOOLWAGON 10-304-000-0000-6572 SUPPLIES Repair And Maintenance Supplies 1 Transactions9357 774 WHITE BANNER UNIFORMS 01-250-000-0000-6526 ACCT 3477-1 SHIRTS 6256-3 Uniforms 1 Transactions774 5088 XEROX CORPORATION 01-101-000-0000-6342 ACCT 702449554 MARCH 088817332 Service Agreements 01-101-000-0000-6342 ACCT 702449554 APRIL 088962947 Service Agreements 01-101-000-0000-6342 ACCT 702449554 APRIL 088962948 Service Agreements 3 Transactions5088 Final Total ............116 Vendors 212 Transactions Otter Tail County Auditor VICTOR LUNDEEN COMPANY VIKING COCA-COLA WAYNE'S TOOLWAGON WHITE BANNER UNIFORMS XEROX CORPORATION csteinba COMMISSIONER'S VOUCHERS ENTRIESGeneral Revenue Fund Copyright 2010-2016 Integrated Financial Systems 12:15PM5/4/17 Page 18Audit List for Board Otter Tail County Auditor AMOUNT General Fund Dedicated Accounts 89,763.55 1 4,167.72 2 157,907.38 10 119,168.75 14 12,753.53 22 18,381.08 50 402,142.01 NameFundRecap by Fund General Revenue Fund Road And Bridge Fund Capital Improvement Fund County Ditch Fund Solid Waste Fund All Funds Total Approved by,. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 1 OTTER TAIL COUNTY Minnesota Government Data Practices Act Guidelines and Procedures Issued 9-01-2015 Revised Reviewed Objective The Minnesota Government Data Practices Act is a state law that controls how government data is collected, created, stored, maintained, used and disseminated. It is the policy of Otter Tail County to collect and manage government data in accordance with Minnesota laws. Policy Statement The Minnesota Government Data Practices Act regulates the management of all government data that are created, collected, received, or released by a government entity, no matter what form the data are in, or how they are stored or used. Scope These guidelines and procedures provide direction in complying with those portions of the MGDPA that relate to public access to government data and to the rights of subjects data. Statutory References Minnesota Government Data Practices Act Minnesota Statutes Chapter 13 Minnesota Rules, parts 1205.0100 to 1205.2000 Official Records Minnesota Statutes § 15.17 Destruction of Records Minn. Stat. §§ 138.163 and 138.17 U.S. Code 18 U.S. Code § 2721 – Prohibition on Release and Use of Certain Personal Information from State Motor Vehicle Records Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 2 TABLE OF CONTENTS Introduction................................................................................................................................................. 4 A BRIEF OVERVIEW ............................................................................................................................... 5 I. COLLECTION OF GOVERNMENT DATA ..................................................................................... 6 II. DEFINITIONS ................................................................................................................................. 6 III. CLASSIFICATION OF GOVERNMENT DATA .......................................................................... 8 A. Data on Individuals ...................................................................................................................... 8 B. Public, Nonpublic, or Protected Nonpublic Data Not on Individuals ........................................ 11 C. Summary Data ............................................................................................................................ 12 D. Data on Decedents ...................................................................................................................... 13 IV. OTTER TAIL COUNTY DATA PRACTICES REQUESTS ....................................................... 13 A. Requests for Data on Individuals by the Data Subject ............................................................... 13 B. Requests for Data – General....................................................................................................... 14 C. Requests for Summary Data ....................................................................................................... 14 D. Requests for Government Data by Other Government Agencies .............................................. 15 E. How Data Practices Applies to Contractual Licensing and Funding Relationship within Government Entities ............................................................................................................................. 15 F. Data Request Forms ....................................................................................................................... 16 V. FEES FOR COPIES OF GOVERNMENT DATA ....................................................................... 16 A. Copies Provided at No Charge ................................................................................................... 16 B. Copies Provided with Charge. .................................................................................................... 16 C. Fees............................................................................................................................................. 17 VI. DUTIES OF THE RESPONSIBLE AUTHORITY OR DESIGNEE............................................ 17 A. Data Inventory ............................................................................................................................ 17 B. Procedures for Dissemination of Data ....................................................................................... 17 C. Data Protection ........................................................................................................................... 18 D. Assignment of Designee............................................................................................................. 18 VII. RIGHTS OF DATA SUBJECTS ................................................................................................... 18 A. Tennessen Warning .................................................................................................................... 19 B. Informed Consent for the Release of Data ................................................................................. 20 C. When Informed Consent is NOT Required: ............................................................................... 20 VIII. PARENTAL ACCESS TO DATA ON MINORS ..................................................................... 20 A. Access to a Minor’s Data by Parents, Guardians or Acting Guardians ..................................... 20 Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 3 B. Notification to Minors ................................................................................................................ 21 IX. DATA SUBJECTS RIGHT TO APPEAL TO THE COMMISSIONER OF ADMINISTRATION IF ACCURACY AND/OR COMPLETELNESS OF DATA IS CHALLENGED .................................. 21 X. CONSEQUENCES FOR NOT COMPLYING WITH THE MGDPA ......................................... 21 XI. WHERE MORE INFORMATION CAN BE FOUND ................................................................. 22 XII. OTHER PROTECTED DATA ...................................................................................................... 22 Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 4 Introduction These guidelines and procedures provide direction in complying with those portions of the MGDPA that relate to public access to government data and to the rights of subjects of data. The public access requirements are:  The presumption that all government data are public unless classified as not public by state or federal statute;  The right of any person to know what kinds of data are collected by the government entity and how that data is classified;  The right of any person to inspect, at no charge, all public government data at reasonable times and places;  The right of any person to have public data explained in an understandable way;  The right of any person to get copies of public government data at a reasonable cost;  The right of any person to an appropriate and prompt response from the government entity when exercising these rights; and  The right of any person to be informed of the authority by which an entity can deny access to government data. See Appendix A for the listing of Responsible Authorities, Designees and the Compliance Office. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 5 A BRIEF OVERVIEW OF THE MINNESOTA GOVERNMENT DATA PRACTICES ACT The Minnesota Government Data Practices Act regulates the management of all government data that are created, collected, received, or released by a government entity, no matter what form the data are in, or how they are stored or used. Briefly, the Act regulates:  what data can be collected;  who may see or get copies of the data;  the classification or specific types of government data;  the duties of government personnel in administering the Act;  procedures for access to the data;  procedures for classifying data as not public;  civil penalties for violation of the Act; and  the charging of fees for copies of government data. Government data is either data on individuals or data not on individuals. Data on individuals are classified as either public, private, or confidential. Data not on individuals are classified as public, nonpublic, or protected nonpublic. The classification system determines how government data are handled (see chart below). Data on Individuals Meaning of Classification Data Not on Individuals Public Available to anyone for any reason Public Private Available only to the data subject and to anyone authorized by the data subject or by law to see it Nonpublic Confidential Not available to the public or the data subject. Protected Nonpublic Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 6 I. COLLECTION OF GOVERNMENT DATA Government data is all data maintained in any recorded form by government entities, including counties. As long as data is recorded in some way by a government entity, it is government data, no matter what physical form it is in, or how it is stored or used. Government data may be stored on paper forms/records/files, in electronic form, on audio or video tape, on charts, maps, etc. Government data normally does not include mental impressions. Official records must be kept as set forth under Minn. Stat. § 15.17, Subd. 1, which requires all officers and agencies of the state, and all officers and agencies of the counties, cities, and towns to make and keep all records necessary for a full and accurate knowledge of their official activities. Requirements for collecting, creating, maintaining, storing, and disseminating data are found in Minnesota Chapter 13 and Minnesota Rules 1205. Links for locating the governing statute and rules are below: Minnesota Chapter 13 – Government Data Practices https://www.revisor.mn.gov/statutes/?id=13 Minnesota Administrative Rules, Chapter 1205, Data Practices https://www.revisor.mn.gov/rules?id=1205 The collection and storage of public, private and confidential data on individuals is limited to that necessary for the administration and management of programs specifically authorized or mandated by the state, local governing body, or the federal government. II. DEFINITIONS A. Data Inventory: The public document which is required by Minn. Stat. § 13.025, Subd. 1, containing the name of the responsible authority and the individual designee, title and address, and a description of each category of record, file or process relating to private or confidential data on individuals maintained by the government entity. The responsible authority shall update the inventory annually and make any changes necessary to maintain the accuracy of the inventory. B. Authorized Representative: The individual, entity, or person authorized to act on behalf of another individual, entity or person. For the purposes of the Act, the authorized representative may include, but is not limited to: (a) in the case of a minor, a parent, or guardian, (see Section IX.B, Notification of Minors); (b) an attorney acting on behalf of an individual when the individual has given written informed consent; (c) any other individual entity, or person given written authorization by the data subject; or (d) an insurer or its representative, provided that the data subject has given informed consent for the release of the information, (e) court appointed guardian/conservator. C. Court Order: The direction of a judge, or other appropriate presiding judicial officer made or entered in writing, or on the record in a legal proceeding. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 7 D. Data: All data collected, created, received, maintained, or disseminated by a government entity regardless of its physical form, storage media, or conditions of use, including, but not limited to, paper records and files, microfilm, computer media, or other processes. E. Data Subject: The individual or person about whom the data is created or collected. F. Designee: Any person designated by a responsible authority (a) to be in charge of individual files or systems containing government data and (b) to receive and comply with requests for government data. The responsibility authority may assign one or more designees. All duties outlined as duties of the responsible authority may be delegated to the designee. G. Government Entity: A state agency, statewide system, or political subdivision. H. Individual: A natural person. In the case of a minor or an individual adjudged mentally incompetent, “individual” includes a parent or guardian or an individual acting as a parent or guardian in the absence of a parent or guardian, except that the responsible authority shall withhold data from parents or guardians or individuals acting as parents or guardians in the absence of parents or guardians, upon request by the minor if the responsible authority determines that withholding the data would be in the best interest of the minor. I. Informed Consent: The written consent that must be given by a data subject to allow disclosure of private data about the individual. J. Person: Any individual, partnership, corporation, association, business trust, or legal representative of an organization. K. Political Subdivision: Any county, statutory or home rule charter city, school district, special district, any town exercising powers under Minn. Stat. 368 and located in a metropolitan area, and any board, commission, district or authority created pursuant to law, local ordinance, or charter provision. It includes any nonprofit corporation which is a community action agency organized to qualify for public funds, or any nonprofit social service agency which performs services under contract to a government entity to the extent that the nonprofit social service agency or nonprofit corporation collects, disseminates, and uses data on individuals because of a contractual relationship with a government entity. L. Representative of the Decedent: The personal representative of the estate of the decedent during the period of administration, or if no personal representative has been appointed, or after discharge, the surviving spouse, any child of the decedent, or, if there are not surviving spouse or children, the parents of the decedent. M. Requestor: The individual, entity, or person requesting access and/or copies of the government data. N. Responsible Authority-Counties: Each elected official of the county shall be the responsible authority of the respective office. An individual who is an employee of the county shall be appointed by the County Board to be the responsible authority for any data administered outside the departments of elected officials. For a statewide system, the responsible authority is the Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 8 commissioner of any state department, or any executive officer designated by statute or executive order as responsible for such system. O. Rules: “The Rules Governing the Enforcement of the Minnesota Government Data Practices Act.” Minn. R., Chap. 1205. P. State Agency: The state, the University of Minnesota, and any office, officer, department, division, bureau, board, commission, authority, district, or agency of the state. Q. Statewide System: Any recordkeeping system in which government data is collected, stored, disseminated, and used by means of a system common to one or more state agencies or more than one of its political subdivisions or any combination of state agencies and political subdivisions. R. Temporary Classification: An application by a state agency, statewide system, or political subdivision, pursuant to Minn. Stat. § 13.06 which has been approved by the Commissioner of Administration to classify government data not classified by state statute or federal law as either private or confidential for data on individuals, or nonpublic or protected nonpublic for data not on individuals. S. Tennessen Warning: Those rights, as contained in Section IX.A, communicated to an individual asked to supply private or confidential data concerning himself or herself. III. CLASSIFICATION OF GOVERNMENT DATA For the purposes of these guidelines, government data is divided into four types; (a) data on individuals, which is classified as either public, private or confidential; (b) data not on individuals, which is classified as either public, nonpublic or protected nonpublic; (c) statistical or summary data derived from data on individuals in which individuals are not identified; and (d) data on decedents. These classifications, the criteria for classification, and the description of who has access are as set forth below. A. Data on Individuals 1. Public Data on Individuals a. Definition: All data on individuals is public, unless classified as private or confidential. b. Data on Individuals is Public if: 1) A statute or federal law requires or allows the collection of the data and does not classify the data as private or confidential. 2) An application for Temporary Classification for private or confidential data on individuals is disapproved by the Commissioner of Administration. 3) The data is summary or statistical data derived from data on individuals. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 9 4) Private or confidential data becomes public in order to comply with either judicial or administrative rules pertaining to the conduct of legal action. (For example: Private or confidential data which is presented in court and made public by the court.) c. Access: All public data on individuals is accessible by any person regardless of their interest in that data. 2. Private Data on Individuals a. Definition: Private data on individuals is data which is not accessible to the public, but is accessible to the individual subject of the data. b. Tennessen Warning: Except for law enforcement investigations, a Tennessen Warning must be given when private data is collected from the subject of the data (Section VII.A. describes the Tennessen Warning.) A Tennessen Warning need not be given when private data is collected from someone other than the subject of the data. (See Appendix B.) c. Data on Individuals is Private if: 1) A state statute or federal law expressly classifies the data as not accessible to the public, but accessible to the subject of the data. 2) A Temporary Classification of private has been approved by the Commissioner of Administration and has not expired. 3) If data is classified as both private and confidential by state or federal law, the data is private. d. Access: Private data on individuals is accessible to: 1) The individual subject of the data, or the representative as authorized in writing (if the subject is a minor, usually by the subject’s parent or guardian). 2) Individuals, entities, or persons who have been given express written permission by the data subject. 3) Personnel within the entity whose work assignment requires access as determined by the responsible authority or designee. 4) Individuals, entities, or persons who used, stored, and disseminated government data collected prior to August 1, 1975, with the condition that use, storage, and dissemination was not accessible to the public, but accessible to the data subject. 5) Individuals, entities, or persons for which a state, local or federal law authorizes new use or new dissemination of the data. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 10 6) Individuals, entities, or persons subsequent to the collection of the data and subsequent to the communication of the Tennessen Warning, when specifically approved by the Commissioner of Administration, as necessary, to carry out a function assigned by law. 7) Pursuant to a court order. 8) Individuals, entities, or persons as otherwise provided by law. 3. Confidential Data on Individuals a. Definition: Data not made public by statute or federal law applicable to the data and are inaccessible to the individual subject of those data. b. Tennessen Warning: Except for law enforcement investigations, a Tennessen Warning must be given when private data is collected from the subject of the data (Section VII.A. describes the Tennessen Warning.) A Tennessen Warning need not be given when private data is collected from someone other than the subject of the data. c. Data on Individuals is Confidential if: 1) A state or federal statute expressly provides that: (a) the data shall not be available to either the public or to the data subject, or (b) the data shall not be available to anyone except those agencies which need the data for agency purposes. 2) A Temporary Classification of confidential has been approved by the Commissioner of Administration and has not expired. d. Access: Confidential data on individuals is accessible to: 1) Individuals, entities, or persons who are authorized by state, local or federal law to gain access. 2) Personnel within the entity whose work assignment requires access as determined by the responsible authority or designee. 3) Individuals, entities, or persons who used, stored, and disseminated government data collected prior to August 1, 1975, with the condition that use, storage, and dissemination was not accessible to the public, but accessible to the data subject. 4) Individuals, entities, or persons for which a state, local or federal law authorizes new use or new dissemination of the data. 5) Individuals, entities, or persons subsequent to the collection of the data and subsequent to the communication of the Tennessen Warning, when specifically approved by the Commissioner of Administration, as necessary, to carry out a function assigned by law. 6) Pursuant to court order. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 11 7) Individuals, entities, or persons as otherwise provided for by law. B. Public, Nonpublic, or Protected Nonpublic Data Not on Individuals 1. Public Data Not on Individuals a. Definition: Public data not on individuals means data not on individuals which is accessible to the public. b. Data Not on Individuals is Public if: 1) A statute or federal law does not expressly classify the data as not public. 2) An application for Temporary Classification for data as nonpublic or protected nonpublic is not approved by the Commissioner of Administration. 3) A statute requires the data to be made available to the public. c. Access: Protected nonpublic data is accessible to: 1) Personnel within Otter Tail County whose wok assignment requires access as determined by the responsible authority or the designee; 2) Individuals, entities, or persons authorized by statute or federal law to gain access; 3) Pursuant to a court order; or 4) Individuals, entities, or persons as otherwise provided by law. 2. Nonpublic Data Not on Individuals a. Definition: Nonpublic data not on individuals means data that are not public but are accessible to the data subject, if any. b. Data Not on Individuals is Nonpublic if: 1) A state statute or federal law classifies the data as not public but accessible to the data subject, if any. 2) A Temporary Classification of data as nonpublic has been approved by the Commissioner of Administration c. Access: Nonpublic data not on individuals is accessible to: 1) The data subject, if any. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 12 2) Personnel within the entity whose work assignment requires access as determined by the responsible authority or designee. 3) Entities or persons authorized by statute o federal statute to gain acce3ss. 4) Pursuant to court order. 5) Entities or persons as otherwise provided by law. 3. Protected Nonpublic Data Not on Individuals a. Definition: Protected nonpublic data not on individuals means data that is not public and not accessible to the data subject, if any. b. Data Not on Individuals is Protected Nonpublic if: 1) A state statute or federal law classifies the data as not accessible to the public and not accessible to the data subject. 2) A Temporary Classification of government data as protected nonpublic has been approved by the Commissioner of Administration. c. Access: Protected nonpublic data not on individuals is accessible to: 1) Personnel within the entity whose work assignment requires access as determined by the responsible authority or the designee. 2) Entities or persons authorized by statute or federal statute to gain access. 3) Pursuant to court order. 4) Entities or persons as otherwise provided by law. C. Summary Data 1. Definition: Summary data means statistical records and reports derived from data on individuals, but in which the individuals are not identified and neither their identities nor other characteristics that could uniquely identify the individual is ascertainable. 2. Data is Summary Data if: a. All data elements that could link the data to a specific individual have been removed; AND b. Any list of numbers or other data which could uniquely identify an individual is separated from the summary data and is not available to persons who gain access to or possess summary data. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 13 3. Access: Unless classified by a Temporary Classification, summary data is public and may be requested by and made available to any individual or person, including a governmental entity. D. Data on Decedents 1. Private Data on Decedents a. Definition: Upon death, private and confidential data on an individual shall become, respectively, private data on decedents and confidential data on decedents. b. Access: 1) Access is available to the personal representative of the estate during the administration or if no personal representative, the surviving spouse, any child of the decedent, or if no spouse or children, to the parent of the decedent. 2) A trustee appointed in a wrongful death action also has access to the appropriate data on decedents concerning the data subject. 2. Confidential Data on Decedents a. Definition: Confidential data on decedents means data which, prior to the death of the subject, was classified by statute, federal law, or temporary classification as confidential data. b. Access: Access to the data is the same as access to confidential data on individuals. c. The representative of the decedent may exercise all rights which are conferred by the Act on individuals who are subjects of the confidential data, in the case of confidential data on decedents. 3. Release of private data on a decedent or confidential data on a decedent may also be obtained from a court following the procedure outlined in the statute. 4. Private data on decedents and confidential data on decedents shall become public when ten years have elapsed from the actual or presumed death of the individual and 30 years have elapsed from the creation of the data. IV. OTTER TAIL COUNTY DATA PRACTICES REQUESTS A. Requests for Data on Individuals by the Data Subject 1. Upon request and when access or copies are authorized, the designee shall provide copies of the private or public data on an individual to the subject of the data or authorized representative. See Minn. R. 1205.0500 if data subject is a minor. 2. The designee shall comply immediately, if reasonably possible, or within 10 working days of the date of request, if immediate compliance is not reasonably possible. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 14 3. After an individual has been shown the private data and informed of its meaning, the data need not be disclosed to that individual for six months, unless a dispute or action is pending (concerning accuracy of data) or additional data has been obtained about that individual. 4. A guide titled “Data Practices for Data Subjects” and a Request by Subject of Data form is available for the public and can be found here: add website link 5. The Request by Subject of Data form shall be completed for all requests by the public for government data which is classified as other than public. B. Requests for Data – General 1. Upon request to the responsible authority or designee, an authorized person shall be permitted to inspect government data at reasonable times and places. If the party requests they shall be informed of the meaning of the data. If the data requested is public data, no form is necessary. Upon request and at the discretion of the staff member, public data may be disclosed over the telephone. 2. Regardless of where the data originates, if it is in the position of Otter Tail County, it is government data and subject to the Data Practices Act, including access provisions. 3. A guide titled “Data Practices for Members of the Public” and a Public Data Request form is available for the public and can be found here: add website link. 4. The Public Data Request form shall be completed for all requests by the public for government data which is classified as other than public. C. Requests for Summary Data 1. Unless otherwise classified by a Temporary Classification, summary data derived from private or confidential data on individuals is public and the responsible authority or designee shall provide the summary data upon the written request of any individual or person. 2. Within ten (10) days of receipt of such request, the responsible authority or designee shall inform the requestor of the costs of preparing the summary data, if any. 3. The responsible authority or designee shall: a. Provide the summary data requested as soon as reasonably possible; OR b. Provide a written statement to the requestor, giving a time schedule for preparing the requested data, including reasons for any delays; OR c. Provide access to the requestor to the private or confidential data so that the requestor can compile the summary; OR Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 15 d. Provide a written statement to the requestor stating reasons why the requestor’s access would compromise the private or confidential data. 4. A non-disclosure agreement (see Appendix C) is used to protect the confidentiality of government data when the requestor of the summary data prepares the summary by accessing private or confidential information on individuals. A non-disclosure agreement shall contain at least the following: a. A general description of the private or confidential data which is being used to prepare the summary data. b. The purpose for which the summary data is being prepared. c. A statement that the requestor understands that the requestor may be subject to the civil or criminal penalty provisions of the Act. d. The signature of the requestor and the responsible authority, designee, or representative. D. Requests for Government Data by Other Government Agencies 1. A responsible authority shall allow another government entity access to data classified as private, confidential, nonpublic, or protected nonpublic only when the access is authorized or required by state or federal statute. 2. An agency that supplies government data under this section may require the requesting agency to pay the actual cost of supplying the data when the requested data is not provided in the normal course of business and not required by state or federal statute. 3. In most cases, data shall have the same classification in the hands of the agency receiving it as it had in the agency providing it, unless the classification is required to change to meet judicial or administrative requirements. When practical and necessary, the agency providing the requested information shall indicate the classification of the information. 4. When practical and necessary, the requesting agency not listed on the Tennessen Warning shall obtain the informed consent from the data subject(s) for data classified as private or confidential. E. How Data Practices Applies to Contractual Licensing and Funding Relationship within Government Entities 1. Pursuant to Minn. Stat. § 13.05, Subd. 6, if a person receives not public data on individuals from a government entity because that person has a contract with that entity the person must administer the data in a manner that is consistent with the MGDPA. 2. Pursuant to Minn. Stat. § 13.05, Subd. 11, if a private person collects, receives, stores, uses, maintains or disseminates data because the person has a contract with a government entity to perform any of the entity’s functions all of the data are subject to the requirements of the MGDPA and the contactor must Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 16 comply with the MGDPA requirements. The contractor may be sued under § 13.08, civil remedies. The contract should clearly inform the contractor of these responsibilities. 3. Pursuant to Minn. Stat. § 13.02, Subd. 11, if the data is collected by a nonprofit social services entity that performs services under contract to a government entity and the data is collected and used because of that contract access to the data is regulated by the MGDPA. 4. If a third party is licensed by a government entity and the licensure is conditioned upon compliance with the MGDPA or if the party has another type of contact with the government entity, the party is subject to the MGDPA to the extent specified in the contract or the licensing agreement. F. Data Request Forms Data Request Forms: Forms for Data Subjects and Members of the Public are available in County offices and on the website at Data Requests. These forms are available in County offices and on the County website. The forms provide a record of the requestor identification information and the government data requested, as well as the action taken by the responsibility authority, or the designee, and any financial transaction which occurs. These forms are to be completed for all requests by the public for government data. V. FEES FOR COPIES OF GOVERNMENT DATA Pursuant to the Minnesota Government Data Practices Act and Otter Tail County Board resolution and unless otherwise provided for by federal law, state statute or rule, fees for copies of government data shall be determined by departments based on costs to provide such service as set forth in the Otter Tail County Fee Schedule (Appendix D). If the fee for fulfilling the request is greater than $5.00, pre-payment may be required. A. Copies Provided at No Charge. When access is authorized, copies may be provided at no charge: 1. When another government agency or responsible authority requires or requests the record/document copies as part of the administration and management of an authorized program and the copies are usually provided as part of the normal course of business. 2. When records, documents, brochures, pamphlets, books, reports, or other similar publications are produced for free distribution to the public. A charge may be assessed if an individual request exceeds normal distribution. 3. When the court orders the requesting party to proceed in forma pauperis. B. Copies Provided with Charge. When access is authorized, copies shall be provided at the applicable rate in the following circumstances: 1. Other government agencies or responsible authorities who require or request record documents or publication copies which are not usually provided or reproduced as part of the normal course of business. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 17 2. Records, documents, brochures, pamphlets, books, reports, or other similar publications that are not normally provided or reproduced for distribution to the public. 3. Public data on individuals and public data not on individuals, particularly when the requestor is not the subject of the data. C. Fees. Copying fees shall be charged in accordance with the Fee Schedule (Appendix C) for those records, documents, and publications covered in Section B as set forth above. When copies are mailed, postage costs shall be added to the rates in the Fee Schedule. Fees shall be collected before releasing copies unless prior arrangements have been made. VI. DUTIES OF THE RESPONSIBLE AUTHORITY OR DESIGNEE A. Data Inventory 1. The responsible authority shall prepare an inventory containing the authority’s name, title, address, and a description of each category of record, file, or process relating to private or confidential data on individuals maintained by the authority’s government entity. Forms used to collect private and confidential data may be included in the inventory. 2. The responsible authority shall update the inventory annually and make any changes necessary to maintain the accuracy of the inventory. 3. The responsible authority shall supply the document to the Commissioner of Administration, State of Minnesota, if requested by the Commissioner. B. Procedures for Dissemination of Data 1. The responsible authority shall ensure that each department establishes procedures to manage the dissemination of data. Collection, storage, use and dissemination of private and confidential data shall be limited to what is necessary of the administration and management of programs authorized or mandated by the state, local governmental body, or the federal government. 2. Data cannot be collected, stored, used or disseminated for any purpose other than the purpose stated to the individual when the data was originally collected unless: a. The data was collected prior to 1975, in which case the data can be used for the original purpose for which it was collected or for an additional purpose approved by the Commissioner of Administration. b. There is specific authorization for the use in state, local or federal law. c. The additional use has been approved by the Commissioner of Administration, as necessary, to carry out a function designated by law. d. The individual data subject has given informed consent for the additional use of the data. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 18 C. Data Protection The responsible authority shall establish procedures to assure that all data on individuals is accurate, complete, and current for the purpose for which it was collected, and establish appropriate security safeguards for all records containing data on individuals. D. Assignment of Designee The responsible authority may assign one or more designees. The designee is the person in charge of individual files or systems containing government data and who receives and complies with requests for government data. Additionally, the designee shall implement the provisions of the Act, the rules, and these guidelines and procedures as directed by the responsible authority. All duties outlined as duties of the responsible authority may be delegated to the designee. VII. RIGHTS OF DATA SUBJECTS The Minnesota Government Data Practices Act establishes specific rights for individuals who are the subjects of government data, and establishes controls on how entities collect, store, use and release data about individuals. Otter Tail County’s policy adheres to these regulations. These rights include:  The right to be given a notice (Tennessen Warning) when either private or confidential date about the subject are collected from the subject;  The right to know whether a government entity maintains any data about the subject and how those data are classified;  The right to inspect, at no charge, all public and private data about the subject;  The right to have the content and meaning of public and private data explained to the subject;  The right to have copies of public and private data about the subject at actual and reasonable cost;  The right to have private or confidential data about the subject collected, stored, used or disclosed only in ways that are authorized by law and that are stated in the Tennessen warning notice; or in ways to which the subject as consented via an informed consent;  The right not to have private or confidential data about the subject disclosed to the public unless authorized by law;  The right to consent to the release of private data to anyone; and  The right to be informed of these rights and how to exercise them within the entity that maintains the data. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 19 A. Tennessen Warning The MGDPA guarantees certain rights to every individual from whom Otter Tail County collects private or confidential data. Every department that collects private and confidential data from an individual concerning him/herself will, prior to collecting the data, inform the individual of his/her rights as a subject of data. The listing of rights is referred to as the Tennessen Warning. Once the proper notice has been given, Otter Tail County may lawfully collect, store, use and disseminate the data, as described in the notice. (See Appendix B.) 1. The Tennessen Warning is required and notice must be given whenever: a. The government entity requests the data; and b. The data are requested from an individual; and c. The data requested are private or confidential; and d. The data are about the individual from whom they are requesting. 2. The Tennessen Warning is not required: a. When collecting public data on an individual; b. When private and confidential data is collected from someone other than the subject of the data, or that person supplies private or confidential data about the data subject without being asked for it; c. When an individual is asked to supply investigative data to a law enforcement officer (see Minn. Stat. § 13.04, Subd. 2). d. When an individual volunteers private or confidential information about himself or herself without being asked. 3. The Tennessen Warning consists of the following information that must be communicated to the individual from whom private or confidential data concerning himself or herself is collected:1 a. The purposes and intended use of the requested private or confidential data within the collecting statewide system or political subdivision or agency; b. Whether the individual may refuse or is legally required to supply the requested private or confidential data; c. Any known consequences arising from an individual refusing to supply private or confidential data; and 1 Note: In accordance with the Federal Privacy Act of 1974, any federal, state, or local agency which requests an individual to disclose their social security account number shall inform that an individual whether that disclosure is mandatory or voluntary, by what statutory or other authority such number is solicited and what uses will be made of it. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 20 d. The identity of other individuals, entities or persons authorized by state or federal law to receive the data. 4. Tennessen Warning may be either oral or written, however, a written format signed by the individual is preferred. 5. Tennessen Warning for Minors If private or confidential data is collected from a minor (under 18 years of age), additional notification is required. (See Notification to Minors, Section VIII.B.) B. Informed Consent for the Release of Data 1. Private data on individuals may be used by and disseminated to any individual or person by the responsible authority, or the designee, if the individual subject or subjects of the data have given their informed consent. 2. Private data may be used by and disseminated to any entity (e.g., political subdivision, government agency, etc.) if the individual subject or subjects have given their informed consent. 3. All informed consents shall be in writing. C. When Informed Consent is NOT Required: 1. For any lawful purpose which was communicated to the data subject on the Tennessen Warning at the time the data was collected, 2. When a federal, state or local law authorizes access to the data after the Tennessen Warning was given, if required, or 3. When the Commissioner of Administration, upon application, approves a new use or dissemination of the data and the new use and dissemination was not communicated to the data subject. Informed consent for health insurance purposed must comply with Minn. Stat. § 13.05, unless otherwise pre- empted by the HIPPA Standards for Privacy of Individually Identifiable Health Information, code of Federal Regulations, title 45, section 164. VIII. PARENTAL ACCESS TO DATA ON MINORS A. Access to a Minor’s Data by Parents, Guardians or Acting Guardians 1. A parent or guardian, or an individual acting as a parent or guardian in the absence of a parent or guardian, has access to all public government data on a minor data subject. Such person further has access to all private government data on a minor data subject, unless otherwise specifically denied access by a state or federal law. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 21 2. Otter Tail County will presume that a parent has authority to exercise rights of the minor inherent in the Act, unless the County has been provided with evidence that there is a state law or court order governing such matters as divorce, separation, or custody, or a legally binding instrument that provides the contrary. B. Notification to Minors 1. A minor has the right to request that the entity withhold private data about her/him from the parent or guardian. The entity may require that the request be in writing. A written request must include the reasons for withholding the data from the parents or guardian and must be signed by the minor. 2. In making a determination to honor the request, the responsible authority must consider the following: a. Whether the minor is of sufficient age and maturity to be able to explain the reason for and to understand the consequences of the request to deny access; b. Whether the personal situation of the minor is such that denying the parental access may protect the minor from physical or emotional harm; c. Whether there is reason to believe that the minor’s reasons for denying access are reasonably accurate; d. Whether the data concerns medical, dental, or other health services provided concerning the “Consent of Minors for Health Services” pursuant to Minn. Stat. §§ 144.335-144.337. However, this medical data may be released if failure to inform the parent would seriously jeopardize the health of the minor. IX. DATA SUBJECTS RIGHT TO APPEAL TO THE COMMISSIONER OF ADMINISTRATION IF ACCURACY AND/OR COMPLETELNESS OF DATA IS CHALLENGED A. The subject has the right to take this step after both the subject and the county have properly completed all the steps in the data challenge process. The subject may appeal only the county’s determination about the accuracy and/or completeness of the data. B. The requirements for filing an appeal are set forth in Minnesota Rules Section 1205.1600. X. CONSEQUENCES FOR NOT COMPLYING WITH THE MGDPA A. Otter Tail County employees are to comply with Minn. Stat. §13.05, Subd. 5, and only access data that is private or confidential if their work assignment reasonably requires access to the data and it is only accessed for purposes specific to the work assignment. Additionally, pursuant to the Driver’s Privacy Protection Act (DPPA), Driver and Vehicle Services (DVS) and the Bureau of Criminal Apprehension (BCA) databases are only to be used for official government-related and law-enforcement related purposes. B. Pursuant to Minn. Stat. § 13.08, a government entity and employees may be sued for violating MGDPA. C. Minn. Stat. § 13.085 provides an administrative process to compel compliance with MGDPA. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 22 D. Minn. Stat. § 13.09 provides criminal penalties and disciplinary action as extreme as dismissal from public employment for anyone who willfully (knowingly) violates MGDPA. XI. WHERE MORE INFORMATION CAN BE FOUND A. Minnesota Statutes Chapter 13 is found on the website of the Revisor of Statutes at: www.leg.state.mn.us/leg/statutes.asp B. Minnesota Rules, Chapter 1205, is found on the website of the Revisor of Statutes at: www.revisor.leg.state.mn.us/arule/1205 C. Responsible Authority Larry Krohn, Otter Tail County Administrator, at 218-998-8060 or lkrohn@co.ottertail.mn.us XII. OTHER PROTECTED DATA A. The Driver’s Privacy Protection Act (DPPA) prevents the release and use of certain personal information from State motor vehicle records. It is permissible for an employee to access this information for work purposes. The DPPA establishes criminal fines for non-compliance and establishes a civil cause of action for drivers against those who unlawfully obtain personal information. See also 18 U.S. Code § 2721. B. The Health Insurance Portability and Accountability Act (HIPAA) provides data privacy and security provisions for safeguarding medical information. More information can be found at the U.S. Department of Health and Human Services. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 23 APPENDIX A Office/Department Responsible Authority and Designees County Attorney David Hauser, County Attorney Otter Tail County Courthouse 121 W. Junius Ave. Fergus Falls, MN 56537 218-998-8400 dhauser@co.ottertail.mn.us County Auditor-Treasurer Wayne Stein, County Auditor-Treasurer Government Services Center 510 W. Fir Ave. Fergus Falls, MN 56537 218-998-8030 wstein@co.ottertail.mn.us County Recorder Carol Schmaltz, County Recorder Government Services Center 565 Fir Ave. W. Fergus Falls, MN 56537 218-998-8140 cschmalt@co.ottertail.mn.us Sheriff Brian Schlueter, County Sheriff Designee: Barry Fitzgibbons, Chief Deputy Sheriff’s Office County Courthouse 417 Court St. S. Fergus Falls, MN 56537 218-998-8555 bschlueter@co.ottertail.mn.us bfitzgib@co.ottertail.mn.us Community Services John Dinsmore, Community Services Director Government Services Center 530 Fir Ave. W. Fergus Falls, MN 56537 218-998-8150 jdinsmore@co.ottertail.mn.us Designees:  Human Services Department Deb Sjostrom, Director of Human Services Government Services Center Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 24 530 Fir Ave. W. Fergus Falls, MN 56537 218-998-8150 dsjostrom@co.ottertail.mn.us  Probation Office Desta Lutzwick, Probation Director Otter Tail County Courthouse 121 Junius Ave. W. Fergus Falls, MN 56537 218-998-8500 dlutzwic@co.ottertail.mn.us  Public Health Department Diane Thorson, Public Health Director Government Services Center 560 Fir Ave. W. Fergus Falls, MN 56537 218-998-8320 dthorson@co.ottertail.mn.us  U of MN - Extension Office Ben Anderson, Regional Extension Director 505 S. Court St. Fergus Falls, MN 56537 218-998-8760  Veterans Services Office Charlie Kampa, Veterans Services Officer/Director Veterans Service South Court Building 505 S. Court St., Suite 2 Fergus Falls, MN 56537 218-998-8605 ckampa@co.ottertail.mn.us All other County Offices John Dinsmore, County Administrator/Community Services Division Director Government Services Center 520 W. Fir Ave. Fergus Falls, MN 56537 218-998-8070 lkrohn@co.ottertail.mn.us Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 25 Designees:  Assessor’s Office Doug Walvatne, County Assessor Government Services Center 505 W. Fir Ave. Fergus Falls, MN 56537 218-998-8010 dwalvatne@co.ottertail.mn.us  Emergency Management Patrick Waletzko, Emergency Manager/Safety Program Liaison Government Services Center 520 W. Fir Ave. Fergus Falls, MN 56537 218-998-8060 pwaletzk@co.ottertail.mn.us  Facilities Terry Hoff, Physical Plant Manager 555 W. Fir Ave. Fergus Falls, MN 56537 218-998-8661 thoff@co.ottertail.mn.us  Geographic Information Systems Brian Armstrong, Spatial/Address Coordinator Sherry Leabo, Database Coordinator Government Services Center 525 W. Fir Ave. Fergus Falls, MN 56537 218-998-8310 barmstro@co.ottertail.mn.us sleabo@co.ottertail.mn.us  Highway Administration Rick West, County Engineer Charles Grotte, Assistant County Engineer South Court Building 505 S. Court St. Fergus Falls, MN 56537 218-998-8470 rwest@co.ottertail.mn.us cgrotte@co.ottertail.mn.us Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 26  Human Resources Nicole Hansen, Internal Services/Human Resources Director Government Services Center 520 W. Fir Ave. Fergus Falls, 56537 218-998-8060 nhansen@co.ottertail.mn.us  Information Technology Rick Kelsven, Information Technology Director Government Services Center 520 W. Fir Ave. Fergus Falls, MN 56537 218-998-8120 rkelsven@co.ottertail.mn.us  Land and Resource Management Bill Kalar, Land and Resource Director Government Services Center 540 Fir Ave. W. Fergus Falls, MN 56537 218-998-8095 bkalar@co.ottertail.mn.us  Solid Waste Department Mike Hanan, Solid Waste Director Solid Waste Facility 115 North Tower Rd Fergus Falls, MN 56537 218-998-4898 mhanan@co.ottertail.mn.us Data Compliance Officer David Hauser, County Attorney Otter Tail County Courthouse 121 W. Junius Ave. Fergus Falls, MN 56537 218-998-8400 dhauser@co.ottertail.mn.us Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 27 Appendix B THE NOTICE OF RIGHTS TENNESSEN WARNING Minnesota Statutes § 13.04, Subdivision 2  Notice must be given when an individual is asked to supply private or confidential data concerning self.  Statements must be included from the individual that inform the individual the following: 1. Why the data is being collected and how the entity intends to use the data; 2. Whether the individual may refuse or is legally required to supply the data; 3. Any consequences to the individual either supplying or refusing to supply the data; and 4. The identity of other persons or entities authorized by law to receive the data.  Giving the notice allows the County to obtain private or confidential data on individuals that may be collected, stored, and used as described in the notice without liability to the entity.  Consequences of not giving the notice are that private or confidential data on individuals cannot be collected, stored, used or released for any purposes other than those stated in the notice unless: o The individual subject of the data gives informed consent; o The Commissioner of Administration gives approval; o A state or federal law subsequently authorizes o requires the new use or release; or o A Court order is issued to authorize release. Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 28 Appendix B (cont.) “NOTICE OF RIGHTS” SAMPLE FORMAT FOR TENNESSEN WARNING The Data Practices Act requires Otter Tail County to inform you of your rights as they pertain to private data collected from you and about you. Some of the personal data we collect from you is private data. Access to this data is available only to you, the agency collecting the data, or other statutorily authorized agencies unless you or a court authorizes its release. This warning is given in accordance with Minnesota Statute § 13.04, Subd. 2. The following must be completed: The Data Practices Act requires that you be advised the following data that you are asked to provide is considered private data: The purpose and intended use of the requested data is: Authorized persons or agencies with whom this data may be shared include: Furnishing the above data is voluntary, but refusal to supply the requested data will mean: Name Date Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 29 Appendix C Non-Disclosure Agreement 1. General Description of the private or confidential data which is being used to prepare summary data: 2. Purpose for which summary data is being prepared: 3. I, , representing have requested the data described above and for the purposes stated and fully understand that I may be subject to the civil or criminal penalty provision of the Minnesota Data Practices Act in the event that the private or confidential data is disclosed. Minn. Stat. §13.09: Any person who willfully violates the provisions of Minnesota Statutes Chapter 13, or any rules adopted or regulation promulgated thereunder is guilty of a misdemeanor. Any willful violation of Minnesota Statutes Chapter 13 by any public employee constitutes just cause for suspension without pay or dismissal of the public employee. Requestor of Data Date Responsible Authority/Designee Date Minnesota Government Data Practices Act - County Policy Adopted by the County Board on 9-1-2015 30 Appendix D Fee Schedule Inspection of the documents is free, but there is a charge of 25 cents per page for black and white copies or computer print-outs. See the Otter Tail County Fee Schedule for other data requests. The Otter Tail County Fee Schedule can be found at: http://www.co.ottertail.mn.us/1098/Ordinances-Policies Cell Phone County Policy and Procedures – Revised and adopted by the County Board on 5/09/2017 1 OTTER TAIL COUNTY Cell Phone Policy and Procedures Issued 8/31/2010 Revised 5/09/2017 Objective This policy is to ensure proper accountability of the public funds entrusted to Otter Tail County and to maintain controls necessary for cell phones utilized by employees to conduct County business. Policy Statement The provision of a county-owned cell phone or cell phone stipend serves a public purpose in providing employees the ability to perform job-related duties, which are directly related to the governmental purposes for which the County was established. Scope To implement the policy and procedures consistently throughout Otter Tail County Departments and Divisions. Statutory References None Policy Based on identified needs in providing services, designated staff will either be provided with a cell phone for County business purposes or a cell phone stipend toward the cost of an employee’s personal cell phone, which will also be used for County business purposes. Positions determined to be eligible for a cell phone or cell phone stipend will be based on the following criteria:  Primary job duties and responsibilities;  Supervisory approval; and  Budgetary resources. Procedures Based strictly on business need, the Department Head will determine which position(s) in their department require a cell phone and whether the needs are best served through allocation of a county-owned cell phone or through a cell phone stipend. Cell Phone County Policy and Procedures – Revised and adopted by the County Board on 5/09/2017 2 To be considered eligible for a cell phone, the employee must meet at least one of the following criteria for authorization: 1. Must be responsible for making major decisions within a department. 2. Must spend a considerable amount of time in transit or in the field. 3. Prompt administrative decisions are required on projects in progress. 4. Responsible for dealing with natural disasters or other emergencies. 5. Communication is needed to assist in solving problems and staff safety. 6. Utilizes cell phones for transmitting electronic data where landlines and other primary radio/telephone communications are not available. County-Owned Cell Phones An employee assigned to a cell phone/wireless device chooses not to use the county-owned phone for any personal calls. Purchase and utilization of these devices assumes that all must be county business related only. Emergency calls and “de minimus” personal use is permitted. Employee Owned Phones Employees whose work requires the use of a cell phone and who have been designated to receive a cell phone stipend will receive a monthly stipend in the amount determined by the department head up to the maximum plan stipend set by the County Board. Employees receiving a stipend are responsible for: 1. Providing proof of purchase/lease of cell service at intervals to be determined by the Department Head as documented on the Cell Phone Stipend Authorization form via the Administrator Department. 2. Signing the Cell Phone Stipend Agreement form that delineates the expectations and responsibilities of stipend funded cell phone users. 3. Replacement or repair of the phone will normally be the responsibility of the employee. If the cell phone is lost or damaged as a result of the work environment, the department head may approve reimbursement to the employee. The cell phone stipend is intended to cover most of the costs of the employee’s cell phone expenses related to work duties. Initial purchase of the cell phone, accessory equipment, and activation fees will be the responsibility of the employee. The employee will pay any costs exceeding the amount of the cell phone stipend. No stipend will be paid when an employee is in an unpaid leave status. If the employee’s monthly bill for work-related charges frequently exceeds the stipend, the Department Head may request an increase in the monthly allowance to cover a plan with more airtime or reevaluate the employee’s use of the cell phone. Reimbursement for work-related costs exceeding the cell phone stipend will require documentation supporting the excess such as unusual usage, out of state or roaming charges, etc. If an employee terminates employment, the employee must delete or remove all government data from the cell phone, and prior to termination, the cell phone will be examined by the IT Department to ensure that all government data has been deleted or removed. “Cleaning or wiping” the cell phone may be necessar to ensure that all government data has been deleted or removed. Cell Phone County Policy and Procedures – Revised and adopted by the County Board on 5/09/2017 3 Cell Phone Stipend The Cell Phone Stipend is intended to provide payment towards costs of monthly service and associated taxes incurred by business related use of the cell phone. Reimbursement, as provided by the Department Head, will be taxable and will be for the amounts listed below:  Cell Phone – Voice & Text $25.00 per month  Cell Phone, Text & Data $50.00 per month At time of termination from employment, eligibility for reimbursement of the cell phone stipend will occur only if users have worked their regularly scheduled hours during the first 15-calendar days of the month. Reimbursement will not occur if the employee has resigned or retired prior to the 15th of each month. Cell Phone User Responsibilities and Expectations Employees receiving a county-owned cell phone or a cell phone stipend will be responsible for the following: 1. Retrieving messages on voice mail if telephone calls are missed on the cell phone where applicable. 2. Having the cell phone available for use during all hours of work and when the employee is subject to call. 3. For safety reasons, use of the cell phone shall be allowed while driving a motor vehicle as prescribed by law. 4. Caring for the phone in a responsible manner, minimizing the chance of loss or damage. 5. Providing adequate security for the phone to prevent unauthorized users from accessing work- related data stored in the cell phone memory. Department Cell Phone Guidelines 1. Departments may establish criteria for determining work-related need for assignment of cell phone. 2. Department Heads will insure departmental procedures are not in conflict with this countywide policy. 3. If the stipend method is used, these rules should establish criteria to determine what level of reimbursement will apply. The Department must also determine the cost benefit to the County before providing an allowance. 4. If the lease/purchase method is used, the Department Head must determine the cost effectiveness and work related needs of the lease/purchase of cell phone and how continued service benefits the County. Cell Phone Stipend Activation For an employee to receive a cell phone stipend, the allowance and allowance amount must be authorized by the Department Head. A completed Cell Phone Stipend Agreement, Cell Phone Stipend Authorization, and a copy of the employee’s service agreement must be sent to the Auditor-Treasurer’s Office for stipend activation. Employees receiving a cell phone stipend must notify their Department Head immediately if they terminate their phone service. Likewise, if a Department Head determines that an employee no longer needs a phone allowance or the allowance amount should be adjusted, he/she must immediately notify Cell Phone County Policy and Procedures – Revised and adopted by the County Board on 5/09/2017 4 the Auditor’s Department to make the necessary change. (See Allowance Change/Cancellation section.) Taxability and Privacy Taxability: Electronic and telecommunication equipment provided by the employers for use outside of the employer’s premises in the performance of duties are categories as “listed property” by the IRS. Because the nature of the property lends itself to personal use, the IRS requires strict substantiation. Employees are required to account for business and personal use:  Business use is excludable from wages of the employee as a working condition fringe benefit.  Personal use is included in the wages of the employee.  If substantiation requirements are not met, all use is included in the wages of the employee. For county-owned phones, the employee shall review bills and highlight any personal calls on the monthly bill. Direct charges for personal use and pro-rata share of monthly fees will be included as wages for the employee. “De minimis” personal use of a county owned phone may not result in a taxable event. For personal phones for which an employee receives a stipend, an employee may highlight the business calls on the phone bill, and direct charges for the personal calls and pro-rata share of the monthly fees and services for those wills will not be included as wages for the employee. Without documentation, the stipend amount will be considered wages for IRS purposes. Privacy: Personal cell phone statements are considered private data. If an employee submits a bill to substantiate business use, all or part of the employee’s cell phone bill may become public data. Billings associated with the county-purchased cell phone service are considered public data. Personal Usage of Cell Phones While at work, employees are expected to exercise discretion in using personal cellular phones which includes texting. Personal calls during work hours, regardless of the phone used can interfere with employee productivity and may be distracting to others. Employees are to make efforts to make personal phone calls during breaks and lunch. Employees are subject to the discipline procedure outlined in Otter Tail County Personnel Rules, Section 6.15 Discipline/Discharge, if this policy is not followed. 6901 EAST FISH LAKE RD, STE 140 | MAPLE GROVE, MN 55369 PAGE 1 OF 1 Technical Memorandum To: Rick West Otter Tail County Engineer Through: Larry Kramka Senior Environmental Project Manager From: Katherine M. Lind Environmental Scientist Subject: Star Lake Casino Development EAW – Third Party Review: Final Adequacy Determination (HEI Project No. 6394-012) Date: April 18, 2017 Otter Tail County contracted with Houston Engineering, Inc. (HEI) to conduct a completeness review of the draft Star Lake Casino Development, Environmental Assessment Worksheet (EAW), as proposed by White Earth Enterprises, LLC (the proposer). HEI completed a review of the initial draft in September 2016, which consisted of verifying the use of appropriate supporting data and that items 1-20 of the prepared EAW are sufficient to meet EAW requirements as provided in the Environmental Quality Board (EQB), EAW Guidelines (October 2013), and Minnesota Rules Chapter 4410. The Draft EAW was determined to be inadequate at that time. HEI was directed to work with the proposer to resolve the outstanding deficiencies and present the county with a draft EAW that was determined as adequate and suitable for publication. Over the past several months, HEI has worked with the proposer and county staff to resolve the areas previously deemed inadequate. Project features have also been modified during this time frame and the EAW updated to reflect design changes. In conclusion, HEI has reviewed the final draft and it is our determination that the draft EAW presented to you is complete and adequate for publication. Pending county staff review and approval, we recommend the Draft EAW be presented to the county board for approval and subsequent publication. We are happy to assist with the publication and response to comments through completion of the final adequacy decision as needed. Please let us know if you have any questions. May 8, 2017 The Draft Voluntary EAW for the Proposed Shooting Star Casino/Resort is available on the County Internet at this link: http://www.co.otter-tail.mn.us/1263/Proposed-Shooting-Star-Casino-Resort OTTER TRAIL RIDERS ASSOCIATION GRANT-IN-AID FUNDING Otter Tail County Resolution No. 2017 – 37 Commissioner ________________ 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 _________________ 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 I, John Dinsmore, County Administrator for the County of Otter Tail, State of Minnesota, do hereby certify that I have compared the foregoing copy of a resolution with the original minutes of the proceedings of the Board of County Commissioners, Otter Tail County, Minnesota, at their session held on the 9th day of May, 2017, now on file in the County Administrator’s office, and have found the same to be a true and correct copy thereof. _________________________________ John Dinsmore, County Administrator OTC 327 05/17 County Burial Disposition Allowance and Expenditure Policy1 In accordance with MN Statute §261.035, Otter Tail County will provide for the immediate burial or direct cremation for residents of the county who are otherwise unable to pay the cost of disposition of their remains. If neither the wishes of the decedent or the practices of the decedent’s faith tradition are known, nor the county has information about the existence or location of any next of kin, the county may authorize and provide for cremation of the person's remains and interment. Application for a county disposition of remains can be made by a relative, friend of the deceased, or a funeral home director and must be conducted in person. Applications must be made before the disposition arrangement agreement is completed unless weekends, holidays, or extraordinary circumstances prevent a timely application. Verification of the balance in any accounts held by the decedent, as of the date of death, is required before the disposition will be approved. County payment must be accepted as payment in full for items included in the county disposition policy. The county funded disposition is not intended to supplement other monies available for such services. If family and/or friends choose to make substitutions such as upgrading the casket, they will be obligated to pay for the entire cost of the disposition. Items of a special nature will be individually considered and need to be prior authorized. If a request is approved, it is understood that all resources (including but not limited to balance of checking/savings account) of the decedent shall be remitted to the funeral home to offset the expense of the disposition. Otter Tail County will then pay the balance due (up to the approved limit) to the funeral home. After approximately thirty (30) days, the county will close out any accounts held by the decedent if the family is not able to access the funds. In addition, where applicable, any death benefit available must be applied for and shall be turned over to the county. If other resources become available to the deceased estate, it is understood that the county will be notified immediately. Otter Tail County will not pay for any extra fees associated with the disposition of the remains. Only the actual price of the lot and actual grave digging expense will be paid, up to the approved limits. Receipts for these services must accompany the voucher submitted by the funeral home. If the allotted maximum amounts do not cover the lot or the digging expense, the family will be obligated to pay the difference. The family will be responsible for expenses which include, but are not limited to, the following: interment fees, winter burial costs (including snow removal), perpetual care, markers, final dates, visitation, additional transportation, tent and set-up fees, weekend or holiday charges, memorial paper products, obituaries, flowers, clothing, honorariums, etc. County or decedent’s funds are not allowed to pay for these expenses. It will be understood that a county funded disposition will not allow mortuaries receiving public funding to provide public visitations or funeral/memorial events outside of the graveside service. 1 This policy became effective on April 7, 2015 OTC 327 04/15 Otter Tail County Human Services Proposed Disposition Allowance Expenses To be Effective May 9, 2015 Immediate Earth Burial Immediate Cremation Professional Services $1,275.00 Professional Services $1,275.00 Embalming (Emergency - when authorized)2 none (350.00) Embalming (Emergency - when authorized) none (350.00) Other Preparation none Other Preparation none Visitation none Visitation none Graveside Service 200.00 Graveside Service 200.00 Removal/Transfer 150.00 Removal/Transfer 150.00 Hearse 125.00 (not applicable) Casket - Adult (cloth covered) 550.00 Cremation Container 100.00 Casket - Child (cloth covered) 600.00 (not applicable) Casket – Vault combo - Infant 450.00 (not applicable) Grave Liner 750.00 Cremation Fee 375.00 Maximum Sub-Total 3,100.00 Maximum Sub-Total 2,100.00 Single grave space (actual cost) - Not to exceed $300 (verification required and family to pay overage) 300.00 Single grave space (actual cost) - Not to exceed $200 (verification required and family to pay overage) 300.00 Opening/Closing (actual cost) - Not to exceed $450 (verification required and family to pay overage) 450.00 Opening/Closing (actual cost) - Not to exceed $200 (verification required and family to pay overage) 200.00 Maximum Total 3,850.00 Maximum Total 2,600.00 2 An emergency determination will be made by Otter Tail County Human Service staff. Decision making criteria will include, but is not limited to, consideration as to whether immediate family members are traveling long distance to attend the decedent’s funeral. OTC 327 04/15 Otter Tail County Department of Human Services 530 West Fir Avenue Fergus Falls, MN 56537 (218) 998-8230 Fax (218) 998-8270 I, _____________________________________________________, _______________________________ of (Name of Person Making Application) (Relationship to Deceased) __________________________________________Case #______________DOD (Name of Deceased) request assistance in payment of his/her funeral expenses at the _______________________________________ (Name of Funeral Home) The decedent was a resident of ___________________________________________ for _________________. (Address) (Length of Residence) To the best of your knowledge, please list all known assets of the deceased; cash, bank accounts, nursing home account, burial funds, trusts, life insurance, stocks, bonds, securities, social security benefits, Veteran’s benefits, and other real or personal property. Account Type Location Last Known Balance Cash Yes No $ Checking Account Yes No $ Savings Account Yes No $ Nursing Home Yes No $ Certificate of Deposit Yes No $ Annuity Yes No $ Life Insurance Yes No $ Burial Trust Yes No $ VA Benefit Yes No $ Soc. Sec. Death Benefit Yes No $ Real Estate Equity Yes No $ Other Yes No  Do you know of any other sources of payment for this burial? (i.e. Insurance, Relative, Employer)  Are there any circumstances that require services other than those normally provided by the County? I do hereby declare that the information I have provided is true and accurate to the best of my knowledge. All assets owned by the decedent have been disclosed to the county agency and are listed above. I have read the attached burial policy and understand that family and/or friends will be responsible for any additional items that they choose that are above the rates established in the burial policy. Your Signature: Date: Address: Phone No. DIGITAL MEDIA EQUIPMENT CONTRACT Otter Tail County Resolution No. 2xxx – xx WHEREAS, the Otter Tail County Department of Economic Development intends to pay Whiskey Creek Media, LLC $200 per month 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. 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 , seconded by , and passed on a vote, the above resolution is hereby adopted by the Otter Tail County Board of Commissioners. Adopted this day of , Dated: OTTER TAIL COUNTY BOARD OF COMMISSIONERS Attest: By: _ John Dinsmore, Clerk/Administrator Doug Huebsch, Board Chair EQUIPMENT LEASE This Equipment Lease (this "Lease") is made effective as of May 9, 2017, between Whiskey Creek Media, LLC (the "Lessor"), 512 Irving Ave SW, Wadena, Minnesota 56482, and Otter Tail County (the "Lessee"), 520 W. Fir Ave, Fergus Falls, Minnesota 56537, and states the agreement of the parties as follows: EQUIPMENT SUBJECT TO LEASE. The Lessor shall lease the equipment listed on the attached Exhibit "A". PAYMENT TERMS. The total lease payment, based on a rate of $200.00 per month of use, is due and payable at the time the equipment is put into use. LEASE TERM. This Lease shall begin on the above effective date and shall terminate on December 31, 2017, unless otherwise terminated in a manner consistent with the terms of this Lease. CARE AND OPERATION OF EQUIPMENT. The equipment may only be used and operated in a careful and proper manner. Its use must comply with all laws, ordinances, and regulations relating to the possession, use, or maintenance of the equipment, including registration and/or licensing requirements, if any. Furthermore, the equipment may only be used under the direct care and supervision of Erik Osberg, Rural Rebound Initiative Coordinator for Otter Tail County and owner of the equipment. MAINTENANCE AND REPAIR. The Lessor shall maintain, at the Lessor’s cost, the equipment in good repair and operating condition, allowing for reasonable wear and tear. Such costs shall include labor, material, parts, and similar items. LESSOR'S RIGHT OF INSPECTION. The Lessor shall have the right to inspect the equipment during Lessee's normal business hours. RETURN OF EQUIPMENT. At the end of the Lease term, the Lessee shall return all equipment to the Lessor. OPTION TO RENEW. If the Lessee is not in default upon the expiration of this lease, the Lessee shall have the option to renew this Lease for a similar term on such terms as the parties may agree at the time of such renewal. OWNERSHIP AND STATUS OF EQUIPMENT. The equipment will be deemed to be personal property, regardless of the manner in which it may be attached to any other property. The Lessor shall be deemed to have retained title to the equipment at all times, unless the Lessor transfers the title by sale. The Lessee shall immediately advise the Lessor regarding any notice of any claim, levy, lien, or legal process issued against the equipment. LIABILITY AND INDEMNITY. Liability for injury, disability, and death of workers and other persons caused by operating, handling, or transporting the equipment during the term of this Lease is the obligation of the Lessee, and the Lessee shall indemnify and hold the Lessor harmless from and against all such liability. Lessee shall maintain liability insurance of at least $1,500,000. CASUALTY INSURANCE. The Lessor shall insure the equipment in an amount sufficient to cover the replacement cost of the equipment. NOTICE. All notices required or permitted under this Lease shall be deemed delivered when delivered in person or by mail, postage prepaid, addressed to the appropriate party at the address shown for that party at the beginning of this Lease. ENTIRE AGREEMENT AND MODIFICATION. This Lease constitutes the entire agreement between the parties. No modification or amendment of this Lease shall be effective unless in writing and signed by both parties. This Lease replaces any and all prior agreements between the parties. GOVERNING LAW. This Lease shall be construed in accordance with the laws of the State of Minnesota. SEVERABILITY. If any portion of this Lease shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this Lease is invalid or unenforceable, but that by limiting such provision, it would become valid and enforceable, then such provision shall be deemed to be written, construed, and enforced as so limited. WAIVER. The failure of either party to enforce any provision of this Lease shall not be construed as a waiver or limitation of that party's right to subsequently enforce and compel strict compliance with every provision of this Lease. SIGNATORIES. This Lease shall be signed on behalf of Otter Tail County and on behalf of Whiskey Creek Media, LLC, and shall be effective as of the date first above written. I understand & agree this is a legal representation of my signature. Date Erik Osberg, Whiskey Creek Media, LLC Date Nick Leonard, Otter Tail County Exhibit A Equipment List January 2016List January 2017 Whiskey Creek Media Quantity Item Description Per Unit Total 3 Garmin Virbs 219.99 $899.97 2 16TB G Drive 1500 $3,000.00 1 Mac Desktop Computer 500 $500.00 1 Panasonic DVX200 4500 $4,500.00 1 G Drive 450 $450.00 1 EF2000iSv2 generators 975 $975.00 1 Strikemaster LM8 Auger 400 $400.00 1 Otter Fishhouse w/ Accessories 500 $500.00 1 Humminbird Ice55 Flasher 300 $300.00 1 DJI Phantom 3 Pro Drone 1400 $1,400.00 3 Senn Wireless ENG KIT 600 $1,800.00 11 G Drives 275 $3,025.00 3 64 GB CF Cards 172 $516.00 2 Pelican 1510 Case 200 $400.00 1 Headphones 30 $30.00 1 Gear Case 215 $215.00 1 Panasonic AVC150 Camera 2500 $2,500.00 1 Wireless Mic Tx and RX with Shotgun 930 $930.00 1 Stick Mic 300 $300.00 2 Tripods 300 $600.00 1 Light 82 $82.00 1 Printer 78 $78.00 1 Nikon 3100 Still Camera 853 $853.00 1 Mac Book Pro 2319 $2,319.00 1 Final Cut Pro Software 750 $750.00 1 Adobe Photo Shot Software 100 $100.00 55 SD Cards 32G 30 $1,650.00 1 Go Pro Camera 300 $300.00 1 Go Pro Accessories 100 $100.00 1 iMac Desktop 1900 $1,900.00 1 Cannon Rebel T3i 550 $550.00 1 Rycote Mic 150 $150.00 1 Azden 765 $765.00 1 Sigma 17-‐50mm Lens 520 $520.00 1 Beachtec DXA Adapter 250 $250.00 1 Lithium Battery Pack 167 $167.00 1 Nikon 3300 Still Camera 650 $650.00 1 Tamron Lens 700 $700.00 1 Light Kit w/batteries 400 $400.00 Equipment Total $35,524.97 OTTER TAIL COUNTY 100th ANNIVERSARY COMMITTEE Otter Tail County Resolution No. 2xxx – xx 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 , seconded by , and passed on a vote, the above resolution is hereby adopted by the Otter Tail County Board of Commissioners. Adopted this day of , Dated: OTTER TAIL COUNTY BOARD OF COMMISSIONERS Attest: By: _ John Dinsmore, Clerk Doug Huebsch, Board Chair Proposal of Services Developed for Otter Tail County April 7, 2017 Otter Tail Country is seeking to contract with companies that can help them accomplish two objectives: 1) Provide a strategic direction for proper communications, communications structure and overall market positioning. 2) Conduct an analysis of their current website and to provide formal recommendations and options for how to go about building a new website. This can be accomplished by working with the companies H2M and Onsharp in tandem. H2M and Onsharp have a history of working together to accomplish the combined needs of clients, utilizing the strengths of each agency. ¥ H2M provides strategic marketing, positioning and advertising recommendations with campaigns. ¥ Onsharp provides best-of-breed online consulting and creating cutting edge websites and apps. Contents: ¥ Pages 2-3, H2M Services ¥ Pages 4-8, Onsharp Services Page 2 of 8 H2M Services - Otter Tail County Launch Agreement H2M creates unfair marketing advantages competitors can’t duplicate. We do this by creating market positions that are unable to be attacked, questioned or defeated. We provide intelligent and unique creative solutions while always providing Proof Of Performance. We bring our intelligence, intuition and insight to bear on business problems and utilize a focused strategy to provide measurable results. We reach for ridiculous but achievable goals. We know our work must be unique and differentiating to be effective. This is the challenge we take on your behalf. Marketing Strategy Development ¥ 1st Step: Discovery Meeting This is a session that H2M will facilitate with your key employees, usually involving 4-6 professionals. This is a conversational approach that will help H2M better understand your working “parts” – and where H2M will discover and expand upon your business objectives and goals. ¥ Communication Strategy Development Once the Discovery Meeting is complete, H2M goes to work outlining your communications strategy and structure. H2M will provide the following. ¥ Objective Review and Consultation o Understanding Key Drivers ¥ Brand Analysis o Who you are now, and where do you go from here? ¥ Creating a Comprehensive and Complete Communications Plan that may contain the following items o Market Positioning o Internal and/or External Communications Structure o Public Relations Analysis and Plan Page 3 of 8 H2M does not believe in creating a communications strategy, and then walking away leaving your company to implement what has been recommended. All strategic plans developed by H2M include not only objective based strategies, but also tactics with base ideation that supports the mediums recommended by H2M. When you receive a communications strategy presented by H2M, it will provide you with a clear path of where your brand will reside, who you are communicating with, and the means to convey your message appropriately - all to meet your goals. Investment Agreement @ $15,000 ___intl If this investment meets with your approval, please initiate production with your dated signature. At the time of the execution of the Agreement and the acceptance of the Scope of Work and other details, the Client will agree to pay the complete contract agreement prior to implementation. Signature of this amount will serve as the approval of the Agreement, Scope of Work and other terms. (signature) (date) Page 4 of 8 4/7/2017 Statement of Work Website Analysis & Strategy Otter Tail County Joe Sandin Onsharp PO Box 1585 Fargo, ND 58107 701.356.9015 joe@onsharp.com Page 5 of 8 Current Situation Otter Tail County currently has a website located at http://www.co.otter-tail.mn.us that was built by a company called CivicPlus, an organization that provides a platform specifically for county websites. The current website is approximately 3 years old and Otter Tail County’s 4-year agreement with CivicPlus is coming up for renewal in December of 2017. In order to prepare for the creation of a new website and to assess the best option for how to create the new site, Otter Tail County would like to engage Onsharp to conduct an analysis of the current website and to provide formal recommendations and options for how to go about building a new website, a project that would potentially begin around December of 2017. Description of Services/Project Deliverables Onsharp will work with Otter Tail County to perform an analysis of the current website and create a strategy and list of recommendations for how to move forward on the creation of a new website. Onsharp’s assessment, strategy, and recommendations will be provided through the delivery of the following projects that make up the entire analysis. Goals Assessment It is important to understand, from the perspective of all departments within Otter Tail County, how the website is to be used as a tool within those departments and to serve the community through those departments. Onsharp will conduct 30-minute interviews with all 22 department leads in order to gather feedback and goals from each department. Upon completion of all interviews, Onsharp will analyze the results and include the information in its assessment and formal recommendations that are provided at the end of the project. Customer Focus Group It is also important to understand how members of the Otter Tail County community interact with the county through its website and what their expectations are of the county regarding the website, the information provided, and the interfaces provided that allow community members to do business with the county. Onsharp will facilitate a 2-hour focus group session with 6-10 residents of the county in order to have a better understanding of the goals that the community has for the website and how those goals might align or differ with the goals of the individual departments. Upon completion of the focus group session, Onsharp will analyze the results and include the information in its assessment and formal recommendations that are provided at the end of the project. Goals Assessment Customer Focus Group Website Audit & Peer Review Social Audit & Peer Review Platform Review Page 6 of 8 Website Audit & Peer Review In order to understand how to make your website more effective, it is important to understand how effective it is today. Onsharp will conduct an analysis/audit of the existing website as well as perform a review of 2 of your peers in order to understand how you compare to other counties around you as well as across the country. The website audit will focus on a review of your website analytics, site map and navigation, overall design, use of imagery, use of typography, the design of the homepage, on-site search results, sub-page design, content, calls-to-action, and general accessibility. The peer review will focus on market position, website functionality, mobile effectiveness, and search engine optimization as compared to 2 of your peers, one local peer provided by you and one national peer that you/we feel is “setting the bar” in terms of innovation in the area of county websites. Social Audit & Peer Review Onsharp will audit and compare your Facebook, Twitter, and YouTube accounts to the same 2 peers identified for the Website Audit & Peer Review. The Social Audit and Peer Review will focus on overall branding, quality and type of content posted, post frequency, hashtag usage, and user engagement. Upon completion, Onsharp will provide recommendations for all social networks based on the Social Audit and Peer Review results. Platform Review Before moving forward on a new website, it is critical that you invest in the right platform. The current website was built on a website platform provided by CivicPlus. Since there are other competitors in the county website space, plus the option of building outside of a specific county platform, Onsharp will conduct an assessment of the CivicPlus platform as well as 2 other competing platforms in order to provide pros and cons of each platform and to make a strategic recommendation to Otter Tail County as to which platform to proceed with. Onsharp will also provide pros and cons for building the new website outside of a specific county platform, for example, if Onsharp or another web agency were to build the site using a CMS tool such as WordPress or Umbraco. Page 7 of 8 Presentation of Analysis & Recommendations Upon completion of all project components, Onsharp will provide a formal, in-person presentation to Otter Tail County of the results of the analysis and our recommendations. Assumptions A. Work will be performed primarily at Onsharp’s location in Fargo, ND and Otter Tail County’s location in Fergus Falls, MN. B. Multiple resources may be utilized to provide these custom development services including design, development, testing and documentation activities, based on resource availability and client’s requested timeline. Timeline Based on conversations with Otter Tail County, the estimated date of completion for this project is to be on or around December 1, 2017. Onsharp will be ready to begin work on this project within 2 weeks of project sign-off. Page 8 of 8 Fees & Deposit The fees for this Statement of Work are outlined below by component. Component Fee Goals Assessment $3,800 Customer Focus Group $3,300 Website Audit & Peer Review $10,500 Social Audit & Peer Review $4,200 Platform Review $4,500 TOTAL $26,300 Onsharp requires an initial deposit of $5,000 prior to project commencement. Details of Engagement This Statement of Work shall be effective as of the date signed below and remain in effect until terminated by either party. The services set forth are to be provided in accordance with, and are subject to, the terms and conditions of Onsharp’s Master Services Agreement, located at http://www.onsharp.com/terms. Signatures IN WITNESS THEREOF, and intending to be legally bound, the parties hereto have caused this Agreement to be executed by their duly authorized representatives. OTTER TAIL COUNTY ONSHARP ___________________________________ ___________________________________ Signature Signature ___________________________________ ___________________________________ Print Name Print Name ___________________________________ ___________________________________ Title Title ___________________________________ ___________________________________ Date Date ---------- Forwarded message ---------- From: Carol Schmaltz <CSchmalt@co.ottertail.mn.us> Date: Thu, Apr 27, 2017 at 4:38 PM Subject: Compliance Funds On 4/27/2017 John Dinsmore and Nick Leonard met with the Compliance Committee and requested funds to be used for payment to ONSHARP for Website Analysis & Strategy. The total fee requested was $26,300. We also received information from Scott Backstrom and we were informed that by excluding the “in-custody” activity on the website, access to Land information consisted of over 50% of the website activity. The Compliance Committee agreed that it would be appropriate for 50% of the requested fee be paid for from the Compliance Fund. It is the Compliance Committee’s proposal to the Commissioners that $13,150.00 in Compliance funds be used for the ONSHARP proposal. Committee members present were Wayne Stein, Rick Kelsven, Brian Armstrong and Carol Schmaltz. Carol Schmaltz Otter Tail County Recorder 565 Fir Avenue West Fergus Falls, MN 56537 Office-218.998.8140 Direct-218.998.8141 e-mail- cschmalt@co.ottertail.mn.us