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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 01/25/2011MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN January 25, 2011 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, January 25, 2011, at 9:30 a.m., at the Otter Tail County Government Services Center in Fergus Falls, MN, with Commissioners John Lindquist, Chair; Lee Rogness, Vice-Chair; Doug Huebsch, Wayne Johnson, and Roger Froemming present. Approval of Agenda Motion by Rogness, second by Johnson, and unanimously carried to approve the Board of Commissioner's agenda of January 25, 2011, with the following additions: Ditch Orders for Ditch No 70 and 41 Discussion Regarding CapX2020 Transmission Line Project Sand Lake Outlet Meeting Update Ditch No. 70 Agenda Item -Canceled Approval of Minutes Motion by Johnson, second by Froemming, and unanimously carried to approve the Board of Commissioners meeting minutes of January 18, 2011 as mailed. Approval to Pay Bills Motion by Johnson, second by Huebsch, and unanimously carried to approve payment of the County Board bills per Attachment A of these minutes. Public Health Collaborative Motion by Johnson, second by Rogness, and unanimously carried to appoint the following County representatives to the Public Health Collaborative workgroup and to authorize per diem and mileage expenses where appropriate: County Coordinator, Larry Krohn CHS Advisory Committee Member, Kathee Carlson National Association of Local Boards of Health Motion by Rogness, second by Huebsch, and unanimously carried to authorize Otter Tail County membership to the NALBOH at a cost of $120 per year. Board members will receive quarterly Newsbriefs focusing on Public Health Governance Issues. Public Health Informatics Academy Public Health Director, Diane Thorson, briefed the Board regarding a recent conference that focused on moving the Public Health computer system from Operations to Interoperability. The Public Health Department will be examining the requirements for the information system to meet certification as an electronic health record system. Discussion took place regarding business models including the cooperative computer ownership system and the open source system. Commissioners spoke in favor of a cooperative system keeping users on the same system and expanding the base of counties into the system to reduce cost for each entity. OTC Board of Commissioners' Minutes January 25, 2011 Page 2 4-H Update 4-H Coordinator, Tammy Nordick, presented several handouts regarding the State Ambassador and 4-H Afterschool programs. State Ambassadors, Cole Heifort and Connor Holt, spoke about their experiences as role models to 4-H youth. Ms. Nordick discussed the way communication has changed how 4-H stays connected with youth by email, texting, and social networks such as Facebook. USFWS Wetland Easement Acquisition Motion by Rogness, second by Froemming, and unanimously carried to approve the following USFWS wetland easement to protect wetlands while allowing agricultural use of the property: Vaughan, Michael R. T.132 N. R. 37 W. 5th P.M. Section 19, Government Lots 3 and 4 also described as Parcel A and Parcel B. Parcel A That part of Government Lots 3 and 4 of Section 19, Township 132 North, Range 37 West, Otter Tail County, Minnesota, described as follows: Commencing at the southwest corner of said Section 19; thence North 89 degrees 28 minutes 57 seconds East, assumed bearing along the south line of said Section 19, a distance of 171.06 feet to the point of beginning of the land to be described; thence continuing North 89 degrees 28 minutes 57 seconds East, along said south line, 680.57 feet; thence North 10 degrees 10 minutes 51 seconds West 1045.44 feet; thence North 77 degrees 10 minutes 24 seconds East 186.05 feet; thence North 08 degrees 04 minutes 55 seconds West 258.00 feet; thence North 74 degrees 14 minutes 59 seconds West 684.35 feet; thence South 00 degrees 40 minutes 15 seconds East 1517.73 feet to the point of beginning. The tract contains 20.00 acres more or less subject to an existing public roadway easement over the South 33.00 feet thereof ( 180th Street). AND Parcel B: Government Lots 3 and 4 of Section 19, Township 132 North, Range 37 West, Otter Tail County, Minnesota, excepting therefrom the following described tract: Commencing at the southwest corner of said Section 19; thence North 89 degrees 28 minutes 57 seconds East, assumed bearing along the south line of said Section 19, a distance of 171.06 feet to the point of _beginning of the land to be described; thence continuing North 89 degrees 28 minutes 57 seconds East, along said south line, 680.57 feet; thence North 1 O degrees 1 O minutes 51 seconds West 1045.44 feet; thence North 77 degrees 10 minutes 24 seconds East 186.05 feet; thence North 08 degrees 04 minutes 55 seconds West 258.00 feet; thence North 74 degrees 14 minutes 59 seconds West 684.35 feet; thence South 00 degrees 40 minutes 15 seconds East 1517.73 feet to the point of beginning. The tract herein described contains 85.93 acres more or less subject to an existing public roadway easement over that p,art of the afore described 85.93 acre tract lying within the South 33.00 feet of aforesaid Government Lot 4 (180" Street) Human Services Department Balanced Scorecard Model: Human Services Director, John Dinsmore, presented four focus areas that have been identified by Human Services to guide budget development. These areas are; 1) Build the Community Perspective, 2) Manage the Resources Perspective, 3) Run the Business Perspective, and 4) Develop the Employees Perspective. Strategic priorities and program specific outcomes are also part of the evaluation. OTC Board of Commissioners' Minutes January 25, 2011 Page 3 Agency Budgeted Expenses: For CY2011, total Agency budgeted expenses were reported as $15,868,151. Mr. Dinsmore reported overall Agency reduction of fifteen positions. However, because of projected increasing caseloads due to Medicaid expansion legislation, Mr. Dinsmore plans to use the modified hiring freeze criteria to replace employees who choose to retire or terminate employment during 2011. Legislative Update: Mr. Dinsmore provided a Minnesota Association of County Social Service Administrators (MACSSA) Legislative Up'date dated January 18, 2011. The briefing focused on proposed reductions to Human Services funding contained in SF60/HF130. The impact on county social services dollars was outlined in the handout. Human Services Contracts Motion by Huebsch, second by Johnson and carried, with Rogness abstaining, to authorize the Chairman's signature to execute the following Purchase of Service Agreements with Otter Tail County Human Services· Effective Targeted Amount of Contract & Agency Program Date Population Funding Source Lutheran Social Family Based Services 01-01-11 Children County of Financial Responsibility, Services CTSS & SBMH through Third Party Billing and MA 12-31-11 SOS -Community Extended Treatment 01-01-11 Developmentally MMIS-11 Service Agreement Form Support Services Option Program Through Disable Individuals MA/PMAP 12-31-12 Alcott Manor Assisted Living 01-01-11 Elderly Established Rates Through Mental Health Initiative Funds 12-31-12 Approval to Pay Bills & Claims Motion by Rogness, second by Froemming, and unanimously carried to approve payment of the Human Services bills and claims as presented. Private Tax Forfeited Land Sale 0 C R I N 2011 08 tter Tail ounty eso utron o. - PID Property Address Date Le11al Description Value Assessments (1) 03-000-11-0073-001 (544) Appraised -300.00 0.00 07/28/41 Specials After Forfeiture 0.00 From Tax Rolls --Timber -0.00 SectiOn 11 Township 133 Range 42 -Beginning at the southeast corner of Lot 1 Pleasure Point thence Southwesterly along Basic Sale Price -300.00 road 1 rod, thence South to Lake, thence East 1 rod, North to beginning_ From Book 171 Page 39 - Commencing at a point of the southeast corner of Lot One, in Pleasure Point according to the Plat thereof on file and of record in the' office of the Register of Deeds of Otter Tail County, Minnesota and being a part of the South Half of the Northwest quarter, (S½NW¼) Sec. Eleven, (11) in Township One hundred thirty'.... three, (133) Range forty two (42) west, thence southwesterly the road one rod, thence south to the lake shore, thence east along lake shore line one rod, thence north to place of beainnina. OTC Board of Commissioners' Minutes January 25, 2011 Page 4 Commissioner Huebsch offered the following and moved its adoption. BE IT RESOLVED, by the Board of County Commissioners of Otter Tail County, Minnesota, that the parcel of tax-forfeited land listed above has been and is hereby classified as non-conservation land; that the basic sale price of the parcel stated above be approved and authorization for a private sale to adjacent landowners of the above referenced land be granted, pursuant to the Minnesota Statute 282; that the sale will be held beginning at 9:00 a.m. on Monday, February 28, 2011, by the Otter Tail County Auditor in the Otter Tail County Auditor's office in the Otter Tail County Government Service Center, for not less than the basic sale price; and that the sale shall be for full cash payment per the terms as set forth in the Notice of Private Sale of Tax Forfeited Land to Adjacent Owners. Commissioner Johnson seconded the motion and upon being put to vote, the resolution was adopted as follows: County of Otter Tail Board of Commissioners YEA NAY Other Roger Froemming Wayne D. Johnson Doug Huebsch Leland R. Rogness John Lindquist Dated: _Jft':ub1£.ci.,.•,a.n rc.dt.J.'-, _.,2"-'c1.1.,LJ!l'---- Attest &./H. a__ Larr0<rotri, cierk X X X X X Recess & Reconvene At 10:49 a.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of Commissioners recessed for a Capital Improvement Committee meeting. The meeting was reconvened at 11 :06 a.m. Reorganization Ideas and Discussion Winona County Administrator, Duane Hebert, was invited to the Board meeting to share his reorganization thoughts and experiences. Mr. Hebert was involved in reorganizations in Barron County, WI, prior to that, Stevens County, MN, and now is implementing reorganization in Winona County. He presented a power point presentation that addressed the reason for reorganization, action steps, and an example of department structure change. He presented statistics and data to show that the current way of doing county business is financially unsustainable. He indicated that overstaffing has occurred due to departments being created individually without looking at the needs and situation of the whole County. Action steps included; 1) reduction in overall staffing (through attrition), 2) a retirement incentive program, 3) departmental reorganization and/or consolidation, 4) closer budget scrutiny, 5) coordinating services across departments, 6) centralized services in Finance, Human Resources, and Information Technology, and 7) program prioritization. A lengthy question and answer session took place with Mr. Hebert, County Board members, and Department Heads. Mr. Hebert stressed that the County Board must establish reorganizational vision/policies and staff provides the implementation. Discussion occurred regarding merging counties Mr. Hebert suggested that the first step is to reorganize your own entity and then, look to other merging opportunities. Recess & Reconvene OTC Board of Commissioners' Minutes January 25, 2011 Page 5 At 12:10 p.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of Commissioners recessed for lunch break. The meeting was reconvened at 1:45 p.m. Drainage System No. 41 Minutes were submitted for Otter Tail County Drainage System No. 41 public information meeting held on January 19, 2011. The Board acknowledged receipt of a letter from Marylee S. Legried, who is a property owner on the Ditch No. 41 system. Discussion took place regarding the informal straw vote taken at the public information meeting and wetland drainage rules. In considering ditch repairs, both Drainage Law and the Wetland Conservation Act must be considered. A Wetland Conservation Panel determines the specifics of a wetland as it relates to a ditch project. Ditch Inspector, Randy Wasvick, presented a map showing that the main portion of Ditch No. 65 flows within Ditch No. 41. He stated his opinion that in 1918, when Ditch No. 65 was established, it should have been established as a part of the Ditch No. 41 system. However, at that time, it was established as a separate ditch even though it flows into Ditch No. 41. Mr. Wasvick also indicated that there is about $2,500 in the Ditch No. 41 fund. Motion by Johnson, second by Rogness, and unanimously carried to order a Redetermination of Benefits for County Ditch No. 41 and to consider consolidation of County Ditch Nos. 41 and 65. Recess & Reconvene At 2:20 p.m., Chairman Lindquist declared the Otter Tail County Board of Commissioners' meeting recessed to meet as Budget Committee of the Whole. The committee discussed Courthouse remodeling plans with Physical Plant Manager, Rick Sytsma, Architect, David Shultz, and other Department Heads. The Board of Commissioners' meeting was reconvened at 4: 10 p.m. Drainage System No. 70 Motion by Froemming, second by Johnson, and unanimously carried to approve the Otter Tail County Ditch #70 Order Establishing Redetermined Benefits as submitted by the County Attorney. Sand Lake Outlet Commissioner Johnson reported on a recent meeting about flooding in the Sand Lake Outlet area. He indicated that the State is considering pumping to lower the water for both road and property protection. CapX2020 Transmission Lines Motion by Rogness, second by Johnson, and unanimously carried to approve the draft letter addressed to the Administrative Law Judge regarding issues identified with the proposed route of the transmission lines around the Fergus Falls area. CB/kd OTC Board of Commissioners' Minutes January 25, 2011 Attachment A, Page 1 WARRANTS APPROVED ON 1/25/2011 FOR PAYMENT 1/25/2011 VENDOR NAME A'VIAN OS LLC ARS ENVIRONMENTAL HEALTH INC BACHMAN PRINTING COMPANIES BATTLE LAKE AUTO PARTS BOB'S STANDARD BULK SERVICE BRAUN INTERTEC CORPORATION CIT TECHNOLOGY FIN SERV INC CODE 4 SERVICES LLC DENZEL'S REGION WASTE INC KATHY DOMHOL T EVERTS LUMBER CO FARMERS CO OP OIL ASSN FERGUS ELECTRIC G & K SERVICES H & L MESABI HEALTHCARE ENVIRONMENTAL SERVI J J KELLER & ASSOCIATES INC JK SPORTS KEEPRS INC CY'S UNIFORMS KELLY SERVICES INC LAKE REGION HEALTHCARE CORP LAKELAND MENTAL HEALTH CENTER LAKES AREA COOPERATIVE LARRY'S SUPERMARKET LEAF RIVER AG SERVICE MARCO INC ST LOUIS MCFARLANE INC C MID MN HEATING & A MIDWESTERN MAT RENTAL & SUPPLY MINNKOTA MN DEPT OF PUBLIC SAFETY MN DEPT OF TRANSPORTATION MOCIC NACVSO NAPA OF PERHAM NEIGEL FIREARMS NELSON BROS PRINTING NORTH AMERICAN SALT CO NORTHERN SAFETY TECHNOLOGY INC NORTHLAND BUSINESS SYSTEMS INC OFFICEMAX INCORPORATED OTTER TAIL CO TREASURER OTTERTAIL BAKERY OTTERTAIL TRUCKING INC PEPSI COLA BOTTLING CO PITNEY BOWES POSTMASTER QUARTERMASTER QUILL CORPORATION THE RAZOR BLADE COMPANY REVIEW ENTERPRISES INC RINKE NOONAN LAW FIRM RON'S READY MART SHERATON BLOOMINGTON HOTEL SIMPLEXGRINNELL LP WAYNE STEIN STEINS INC TASER INTERNATIONAL AMOUNT 1,826.02 8,350.00 321.70 16.62 99.18 3,180.50 190.53 2,057.82 124.80 10.69 26.70 6,245.16 323.25 923.58 9,923.50 29.10 1,339.06 237.94 219.99 994.28 1,209.00 120.00 6,331.04 120.00 37.50 283.33 11,500.00 1,011.00 164.47 54.00 25.00 75.00 200.00 60.00 9804 1,442.81 137.30 100,596.03 383.14 1,050.00 277.32 10.00 9.50 10,134.00 298.00 2,893.00 40.00 61.66 38.71 122.50 79.20 285.00 1,466.52 239.98 552.00 239.98 763.97 650.00 OTC Board of Commissioners' Minutes January 25, 2011 Attachment A, Page 2 UL TEIG ENGINEERS UNIFORMS UNLIMITED UNIVERSITY OF MN VICTOR LUNDEEN COMPANY VOSS LIGHTING WEST PAYMENT CENTER •••• FINAL TOTAL.. 6,895.20 834.73 2,050.00 120.52 7.82 88.94 $189,496.63 ....