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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 02/22/2011.,, ... :; MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN February 22, 2011 6:00 p.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, February 22, 2011, at 5:58 p.m., at the Otter Tail County Government Services Center in Fergus Falls, MN, with Commissioners John Lindquist, Chair; Lee Rogness, Wayne Johnson, and Roger Froemming present. Commissioner Doug Huebsch was absent. Approval of Agenda Motion by Froemming, second by Rogness, and unanimously carried to approve the Board of Commissioners agenda of February 22, 2011, as mailed. Approval of Minutes Motion by Johnson, second by Froemming, and unanimously carried to approve the Board of Commissioners meeting minutes of February 15, 2011, as presented. Approval to Pay Bills Motion by Rogness, second by Froemming, and unanimously carried to approve payment of the County Board bills per Attachment A of these minutes. Courthouse Remodel Project Discussion Auditor, Wayne Stein; Sheriff, Brian Schlueter; and Architect, David Shultz; provided documentation regarding the 800 MHz ARMER Communication System, Courthouse Remodel Master Plan, and various financing options. Required funding for the 800MHz project was estimated at $359,022.74 depending upon the outcome of the Fire Grant application. Considering the 800MHz project, courthouse remodeling project, and cash on hand, Mr. Stein presented bonding options for twelve (12) million dollars. He reviewed finance options provided by the County's Bond Consultant, Ehlers and Associates. The options included bonding for a 20 year, 15 year, and 10 year wrap schedule. Mr. Stein reviewed the existing and proposed debt and the difference that would be paid in total for each option including interest. Discussion occurred regarding the affect to taxpayers. The County's existing debt was estimated at a cost of about $27.00 per year for a residential home with a market value of $100,000. This amount is variable depending on actual property classification. This figure would increase until tax payable year 2017, at which point, existing debt is paid off leaving the continuing debt less than current. Mr. Shultz stated that the Budget for Courthouse remodeling is all inclusive except for the cost of financing and the new area on third floor would not be finished. Discussion continued regarding single point of entry at the Courthouse, other capital improvement projects that have been identified, reorganization as it relates to space needs, and the problems created by the old sheriff's residence. Mr. Stein will return to the Board next week with further financing details and timelines. National Association of Counties Membership Dues Motion by Lindquist, second by Johnson, and unanimously carried to deny payment, in the amount of $1,143.00, to NACO for membership dues for the period of January 1, 2011 through December 31, 2011. OTC Board of Commissioners' Minutes February 22, 2011 Page 2 Application for License Motion by Johnson, second by Froemming, and unanimously carried to approve the following application for license: Wee Villa Resort Renewal of Consumption & Display Permit Wee Villa Lodge 31126 County Hwy 27 Fergus Falls, MN 56537 Payment Approval Motion by Johnson, second by Froemming, and unanimously carried to approve payment to Overland Mechanical Services from the Facilities Budget of the General Fund for the project identified as Otter Tail County Jail Garage Ventilation Improvements (Project No. 1012) as follows: Application No. 1 Period Ending 09/3012010 $ 3,456.00 Application No. 2 Period Ending 10/28/2010 3,897.00 Application No. 3 Period Ending 11/30/2010 1,949.00 Application No. 4 Period Ending 01128/2011 16,300.00 Total $25,602 00 Motion by Froemming, second by Rogness, and unanimously carried to approve payment, in the amount of $711.00, to Sanford Clinic for services provided under the provision of Minnesota Statute 609.35. Recess & Reconvene At 6:57 p.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of Commissioners recessed for a short break. The meeting was reconvened at 7:00 p.m. Cremation Disposition Authorization Criteria Otter Tail County Board Resolution No. 2011 -10 WHEREAS, Otter Tail County has developed a County Disposition Allowance and Expenditure Policy that sets forth guidelines regarding eligibility for publicly funded immediate burial or direct cremation for residents of the County who are otherwise unable to pay the cost of a funeral and disposition of their remains, and; WHEREAS, Otter Tail County is authorized pursuant to Minnesota Statue 149A.80, Subd. 2, subsequent to exhausting all reasonable efforts to locate family members, to authorize direct cremation of a resident of the County who otherwise is unable to pay the cost of a funeral and disposition of their remains, and; WHEREAS, Minnesota Statute 261.035 provides that if neither the wishes of the decedent nor the practices of the decedent's faith tradition are known, and the County has no information about the existence of or location of any next of kin, the County may provide for cremation of the person's remains and burial or interment, and; WHEREAS, the County has determined that the most appropriate disposition of bodies is to authorize cremation when there are no objections to the practice. OTC Board of Commissioners' Minutes February 22, 2011 Page 3 NOW, THEREFORE, IT IS HEREBY RESOLVED THAT: 1. Under the circumstances authorized by Minnesota Statute 261.035, the Otter Tail County Human Services Director is designated to authorize and direct cremation for deceased residents of the County who are otherwise unable to pay the cost of a funeral and disposition of their remains. 2. That the cremated remains shall be placed in a cemetery. 3. That Otter Tail County will pay for cremation related services provided by a mortuary in accordance with the County's Burial Disposition and Expenditure Allowance Policy. The above and foregoing resolution was offered at a regular meeting of the County Board held on February 22, 2011, by Commissioner Wayne Johnson, seconded by Commissioner Lee Rogness and unanimously adopted. Dated: (V\Mdu I 1 .J.OI/ Attest: ~~ LarryKr n~lerk indquist, Board of Co County Burial Expenditure Policy Human Services Director, John Dinsmore, referred to a proposed County Burial Policy and corresponding data. He recommended approval of the policy. Funeral Home Directors, present at the meeting, offered suggestions regarding embalming in the winter, language in the policy regarding funeral expenses the County will not pay for, and public vs. private visitation. Discussion also took place regarding the concept of not allowing families to pay the difference between the public allotted maximum for a burial and the wishes of the family. Motion by Rogness, second by Froemming, and carried with Johnson opposed, to approve the County Burial Disposition Allowance and Expenditure Policy dated February 22, 2011 as presented, subject to allowing disc;retion in the last paragraph of the policy and review of this Burial Disposition Policy in one year. Fraud Prevention Investigation Report Investigation and Collections Supervisor, Sandy Holo, submitted an activity report for CY2010. Total overpayments and savings for 2010 were reported as $143,640.00. FPI comparison statistics were also submitted. 2010 Collections Reports Collection's Officer, Crystal Herman, reported 2010 year-end collections of $708,202.36 with $211,828.47 retained by Otter Tail County. Estate recovery for Medical Assistance is the largest category for recapturing public dollars. The legal work for estate recoveries is being handled by the County Attorney's Office rather than an outside Attorney, which has resulted in lower administrative expenses. Case Aide, Lee Ann Sudbeck, collects fees for out of home placement, chemical dependency assessments, and detoxification services. She reported 2010 collections of $216,546.63. Combined 2010 collections for all categories is $924,748.99. OTC Board of Commissioners' Minutes February 22, 2011 Page 4 Human Services Contract Approval Motion by Johnson, second by Rogness, and unanimously carried to renew a contract between the County of Otter Tail and Arvig Enterprise, Inc. for CY2011. Arvig Enterprises provides supplies and equipment to clients who qualify for waiver funds. Approval to Pay Bills & Claims Motion by Rogness, second by Johnson, and unanimously carried to approve payment of the Human Services bills and claims as presented. Security Software MIS Director, Tim Brand, presented a sales quotation for Websense software that would minimize the risk when using social network sites for business purposes. Mr. Brand indicated that the software analyzes the content of what is on a site and allows or disallows access to a site or group of sites. Mr. Brand reviewed three different products and recommended purchase of Websense. Motion by Johnson, second by Rogness, and unanimously carried to purchase a Websense software upgrade, hardware, and annual software/maintenance in the amount of $30,850.84 plus tax. A portion of this cost will be an ongoing expense. Public Health Department Public Health Director, Diane Thorson, reported on the recent State Community Health Services (CHS) Advisory Board meeting. The new Commissioner of Health, Dr. Ed Ehlinger, M.D. presented his priorities as well as the Governor's priorities. The Governor is recommending reduction of the State Health Improvement Plan (SHIP) funding to 20 million dollars, which is a reduction of 7 million dollars. The Freedom to Breathe Act is working well and needs to be maintained. More funding is needed for mandated electronic health records. Ms. Thorson requested purchase of a 201 O Microsoft product upgrade. Motion by Johnson, second by Froemming, and unanimously carried to authorize purchase of an upgrade from ACS for the 2010 Microsoft software package, in the amount of $3,533.31. Land Use Conference Commissioner Froemming was absent at 8:30 p.m. Motion by Rogness, second by Johnson, and unanimously carried to authorize County Board members to attend the AMC Land Use Decisions seminar sponsored by the Association of Minnesota Counties on March 11, 2011 in Brained, MN. Letter of Support Motion by Johnson, second by Lindquist, and unanimously carried to approve a letter of support for the City of Perham's application for federal funding for expansion of their sewage treatment system as presented. Adjournment At 8:45 p.m., Chairman Lindquist adjourned the meeting of the Otter Tail County Board of Commissioners until 9:30 a.m. on Tuesday, March 1, 2011. Dated /Ylw-cL I, <XO II OF COMMISSIONERS Attest la;~ ~ Larry Kron, Clerk CB/kd OTC Board of Commissioners' Minutes February 22, 2011 Attachment A, Page 1 WARRANTS APPROVED ON 2/22/2011 FOR PAYMENT 2/22/2011 VENDOR NAME A'VIANDS LLC ARCHANGEL GROUP LTD ASSOCIATION OF MN COUNTIES ATCO INTERNATIONAL BALLARD SANITATION INC TERRY BENNETT BEYER BODY SHOP INC BIGWOOD EVENT CENTER BOB'S STANDARD BULK SERVICE CBCINNOVIS INC CDW GOVERNMENT INC CERTIFIED AUTO REPAIR CO OP SERVICES INC COMMISSIONER OF TRANSPORTATION COUNTRY HEATING & AIR COND D & V'S PERHAM BAKERY DACOTAH PAPER COMPANY WAYNE ERICKSON FASTENAL COMPANY CITY FERGUS FALLS FERGUS POWER PUMP INC BRENT FLODEN FOTH & VAN DYKE ALAN FRANK G & K SERVICES DAWN GODEL GODFATHERS EXTERMINATING INC GREEN LIGHTS RECYCLING INC H & R CONSTRUCTION CO HEPPNER CONSULTING INC HIGHWAY TECHNOLOGIES INDEPENDENT EMERGENCY SERVICES INNOVATIVE OFFICE SOLUTIONS INTERSTATE ALL BATTERY CENTER INTERSTATE ENGINEERING INC ISSUETRAK INC JK SPORTS KELLY SERVICES INC LAKE REGION DENTAL CENTER LAKES AREA COOPERATIVE LARRY OTT INC TRUCK SERVICE ROGER LEWIS LOCATORS & SUPPLIES INC MANNY'S -ROCKY'S BAIT MARCO MERIGEN MEDICAL MIDWEST PRINTING CO MIDWESTERN MAT RENTAL & SUPPLY MN CO ATTORNEYS ASSOCIATION MN DEPT OF TRANSPORTATION MN OFFICE OF ENTERPRISE TECHNO MN VIEWERS ASSOCIATION MRCC NATIONAL BUSINESS SYSTEMS INC PEGGY NELSON OTTER TAIL POWER COMPANY OTTERTAIL TRUCKING INC OVERHEAD DOOR CO OF FERGUS FAL AMOUNT 3,142.60 5,250.40 150.00 380.00 635.00 8.12 4,521.52 619.24 123.69 12.25 3,402.89 139.56 13,675.09 1,556.90 80.00 18.00 48.49 577.12 77.08 1,584.00 120.00 5.33 23,913.89 26.72 965.95 38.11 263.13 516.07 9.42 12,682.62 244.65 64.22 51.83 441.54 8,297.50 600.00 289.99 728.56 404.00 9,521.71 1,050.00 169.95 25.64. 5,664.15 107.62 9,649.28 791.95 84.48 171 01 75.00 2,400.00 225.00 2,100.00 2,878.63 7.82 5,447.63 7,999.00 127.50 OTC Board of Commissioners' Minutes February 22, 2011 Attach men! A, Page 2 PERHAM CO OP CREAMERY PERHAM SAND & GRAVEL PETE'S AMOCO PRAXAIR DISTRIBUTION INC PREMIUM WATERS INC PRO-WEST & ASSOCIATES INC QUILL CORPORATION RDO TRUCK CENTERS RELIABLE OFFICE SUPPLIES RENEWABLE RESOURCE CONSULTANTS SAFELITE FULFILLMENT INC SANDBAGS WAREHOUSE SANITATION PRODUCTS INC SCHMITZ BODY PAINT AND REPAIR JUDY SIGGERUD RYAN SORKNESS STANDARD PARTS OF WADENA STAPLES ADVANTAGE STREICHERS TITAN ACCESS ACCOUNT TNT REPAIR INC TRIMIN SYSTEMS INC CHRISTINE TUNGSETH UNIFORMS UNLIMITED UNIVERSITY OF MN VERGAS 66 GAS & CONVENIENCE IN WASTE MANAGEMENT RANDY WASVICK WEST PAYMENT CENTER WHITE BANNER UNIFORM SHOP ZIEGLER INC 4-H FEDERATION •••• FINAL TOTAL .... 32.06 95.40 7,008.75 348.31 26.34 1,247.50 360.03 1,089.18 154.47 24,909.65 300.45 62,612.72 755.94 2,072.02 57.47 86.00 445.96 50.31 318.82 725.80 212.28 276.54 100.00 7.55 200.00 5,494.02 817.89 13.74 2,227.94 296.89 1,065.64 38.43 $247,609.95""