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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 03/15/2011MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN March 15, 2011 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, March 15, 2011, at 9:31 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 Fro_emming present. Approval of Agenda Motion by Johnson, second by Huebsch, and unanimously carried to approve the Board of Commissioners agenda of March 15, 2011, with the-following addition: ' Emergency Management Director Recommendation Approval of Minutes Motion by Froemming, second by Rogness, and unanimously carried to approve the Board of Commissioners meeting minutes of March 1, 2011, as mailed. Approval to Pay Bills Motion by Rogness, second by Huebsch, and unanimously carried to approve payment of the County Board bills per Attachment A of these minutes. Solid Waste Department Staffing Solid Waste Director, Mike Hanan, requested replacement of a part time Solid Waste Attendant at the Pelican Rapids Transfer Station. The only alternative would be to staff the facility with one full time worker which would be more costly and create an issue for backup when an employee is unable to work. Due to the uniqueness of the position, a motion was offered by Rogness and seconded by Lindquist to approve hiring a part time Solid Waste Attendant at the Pelican Rapids Transfer Station. Motion carried unanimously. Motion by Huebsch, second by Rogness, and unanimously carried to authorize the transfer of a Recycling Worker to an out-of-classification status as a Recycling Operator from May 1, 2011 to September 30, 2011, due to an increased amount of recycling material received during the summer. The motion also authorizes the Solid Waste Director to hire two temporary Recycling Workers for this period of time. Recess & Reconvene At 9:42 a.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of Commissioners recessed for a short break. The meeting was reconvened at 9:46 a.m. Probation Advisory Committee Motion by Rogness, second by Huebsch, and unanimously carried to reappoint Yvonne Mariotti to the Probation Advisory Board to represent the Fifth District. Mr. Kitzman discussed the purpose of the Advisory Board and will follow up with a synopsis of meetings and minutes. OTC Board of Commissioners' Minutes March 15, 2011 Page 2 Years of Service Awards Employees' Committee Members, Scott Backstrom and Kirsten Olson, presented "Years of Service Awards" to recognize County employees who have completed from 5 to 45 years of service with Otter Tail County. The Board expressed appreciation for their dedicated work. Recess & Reconvene At 10:09 a.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of Commissioners recessed to personally acknowledge employees receiving service awards. The meeting was reconvened at 10:30 a.m. Courthouse Remodeling Architect, David Shultz and Facilities Operations Manager, Rick Sytsma, submitted a Courthouse Site Renovations and Timeline document dated March 11, 2011. They requested direction from the Board on the scope of the project. Discussion took place regarding changes or minor redundancies that will be needed if the Board delays approval of the Master Plan. Previous discussion included the use of two million dollars of cash reserves and bonding for the remainder of the total cost of $14,717,917.05. Several Commissioners expressed concern about raising taxes to pay for the remodeling project and would like to keep the cost levy-neutral. They identified the following unknown factors that prevent a final decision at this time: 1) unknown settlement from the Ethanol Plant bankruptcy proceedings, 2) unknown grant request for the 800 MHz Communication System project, 3) the amount of money that can safely be used out of cash reserves, and 4) potential legislation that could reduce County funding and/or prohibit increased tax levies. Commissioner Johnson previously toured the courthouse and expressed concern that the current layout is not functional. He is in favor of adequate space but not to create space for bigger government. Discussion took place regarding space needs identified by Department Heads, potential regionalization of services, and the best location for dispatch. By consensus, the County Board decided to delay a decision on the Courthouse Master Renovations plan until after the State legislative session is over. The infrastructure remodel phase and location of dispatch will be discussed at the next County Board meeting. Recess & Reconvene At 11 :37 a.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of Commissioners recessed for a short break. The meeting was reconvened at 11 :46 a.m. County Vending Machines Facilities Manager, Rick Sytsma, presented proposed specifications for County vending services. Discussion followed. Motion by Johnson, second by Huebsch, and unanimously carried to issue Request for Proposals for the County vending service and purchase of the County-owned vending machines by April 15, 2011, with a 30 day period for bids to be submitted to the County. The Board directed that the RFP's be separate requests. Recess & Reconvene At 12:12 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 1 :00 p.m. OTC Board of Commissioners' Minutes March 15, 2011 Page 3 Emergency Management Position After meeting with the Personnel Committee, County Coordinator Larry Krohn, requested approval to hire an Emergency Management Director. The position will include being the liaison with the Safety program provided by Lakes Country Service Cooperative. Motion by Johnson, second by Rogness, to hire an Emergency Management Director as presented. Chairman Lindquist called for a roll call vote as follows: Board of County Commissioners Roger Froemming Wayne D. Johnson Doug Huebsch Leland R. Rogness John Lindquist Motion carried. YEA X X X X X NAY Tobacco Ordinance Revisions ABSENT ABSTAIN Public Health Director, Diane Thorson, presented amendments to the Otter Tail County Tobacco Ordinance. Commissioners recommended a change in the definition of tobacco products, a minor fee increase resulting from failure of tobacco compliance checks, and a requirement that a compliance hearing be requested in writing. Commissioners rejected language to restrict the sale of tobacco products due to location and/or density of retail establishments. Motion by Johnson, second by Froemming, and unanimously carried to hold a Public Hearing (date to be determined) for comment regarding the above proposed changes to the Tobacco Ordinance. County Drainage Systems Ditch Inspector, Randy Wasvick, reported that the thirty day appeal period for the Ditch No. 70 Viewer's Report has elapsed with no challenges to the report. Discussion followed regarding the need for an Engineer's Study to determine the appropriate project. Discussion took place regarding the difference between a ditch repair and ditch improvement. Motion by Rogness, second by Johnson, and unanimously carried to request a quotation from Houston Engineering for an Engineer's Study for County Ditch No. 70. Mr. Wasvick discussed beaver dam removal with Board members. Motion by Froemming, second by Rogness, and unanimously carried to authorize beaver dam removal on a case-by-case basis. Discussion also took place regarding Drainage System No. 37. Noxious Weed Lists Mr. Wasvick provided a Noxious Weed List developed by the Minnesota Noxious Weed Advisory Committee and Minnesota Department of Agriculture dated 02/03/2011. Long Term Care Tornado Recovery Services Human Services Director, John Dinsmore, requested the use of Human Services cash reserves for staff providing long term recovery services for tornado victims in Otter Tail and Wadena counties. The Long Term Care Committee is also actively raising dollars for direct services. Motion by Froemming, second by Huebsch, and unanimously carried to provide a one-to-one cash match to other funds secured by the Long Term Recovery Committee up to a maximum County allocation of $57,928. The County funding will be allocated from the Human Services Reserve fund. Diane Leaders, from OT/Wadena Community Action Council, reported that their emergency work using Community Services Block Grant funding is being recognized on a national level. OTC Board of Commissioners' Minutes March 15, 2011 Page 4 Memorandum of Understanding Motion by Huebsch, second by Rogness, and unanimously carried to authorize the Chairman's signature to execute a MOU for representation of parents in Child Protection cases for the period of January 1, 2011 to December 31, 2011. Approval to Pay Bills & Claims Motion by Froemming, second by Rogness, and unanimously carried to approve payment of the Human Services bills and claims as presented. License Approvals Motion by Froemming, second by Lindquist, and unanimously carried to approve the transfer of the following 2011 tobacco license, at no cost, from Fisherman's Corner Store to new owners, Byron and Beth Dorn: Dalton Corner Store (formerly Fisherman's Corner Store) 101 West Main Dalton, MN 56324 Tobacco Motion by Huebsch, second by Froemming, and unanimously carried to approve, with no waiting period, the LG 220 Application for Exempt Permit as submitted by the EOT Deer Hunter's Chapter for an event scheduled on Friday, April 29, 2011, at Whiskey River Bar and Grill in Perham, MN. Payment Approval Motion by Rogness, second by Johnson, and unanimously carried to approve payment, in the amount of $4,953.01, from the Capital Improvement Fund (phelps mill account) to Kadrmas, Lee and Jackson, Inc. for design engineering services for the period ending January 29, 2011. Credit Card Approval Motion by Johnson, second by Rogness, and unanimously carried to approve the issuance of an Otter Tail County credit card with a thirty day limit of $5,000 to Public Health Financial Manager, Janet Lindberg, as recommended by the Public Health Director. RESOLUTION Joint Powers Agreement for the Administration of Federal HSIP Safety Grant Project No. S.P. 088-070-024 Otter Tail County Resolution No. 2011 -12 Upon a motion offered by Johnson,·seconded by Rogness, and unanimously carried, the following resolution was adopted: IT IS RESOLVED that the County of Otter Tail enter into a Joint Powers agreement with the Eleven Mn/DOT District 4 counties of Becker, Big Stone, Clay, Douglas, Grant, Mahnomen, Pope, Otter Tail, Stevens, Swift, and Traverse for the following purpose: Define the rights and obligations of each county for the delivery of project S.P. 088-070-024, a district wide federal highway safety project that will provide safety improvements in the form of pavement markings, rumble stripes, and signing on selected eligible highway routes. OTC Board of Commissioners' Minutes March 15, 2011 Page 5 BE IT FU~THER RESOLVED that the proper County officers be and hereby are authorized to execute such agreement and any amendments, and thereby assume for and on behalf of the County all of the obligations contained therein. Adopted at Fergus Falls, Minnesota, this 15th day of March, 2011. OUN~ OF CO~MISSIONERS Attem~a La~ County Board Clerk TEMPORARY EASEMENT ACQUISTION RESOLUTION SCAMBLER WILDLIFE MANAGEMENT AREA FOR PROJECT NO. SAP 056-609-003 Otter Tail County Resolution No. 2011 -11 Upon a motion offered by Huebsch, seconded by Johnson, and unanimously carried, the following resolution was adopted: WHEREAS, the County of Otter Tail intends to reconstruct a portion of County State Aid Highway No. 9 (CSAH 9) from 883.79 feet South of Trunk Highway 34 to 450.00 feet North of South Pelican Drive in Scambler Township (T137N-R43W) under County State Aid Project No. S.A.P. 056-609-003, and WHEREAS, the Minnesota Department of Natural Resources (MnDNR) owns and operates the Scambler Wildlife Management Area (WMA) within the project limits in the Southeast Quarter of the Northeast Quarter (SE¼NE¼), Section 22-T137N-R43W, and WHEREAS, the County of Otter Tail will require a Temporary Easement on the Scambler WMA property for the construction of CSAH 9 backslopes from the MnDNR. NOW, THEREFORE, BE IT RESOLVED; that the Otter Tail County Board of Commissioners authorizes the acquisition of said Temporary Easement from the MnDNR. Adopted at Fergus Falls, Minnesota, this 15th day of March, 2011. OTTER Tt')-COUN'{v)~O~RD 0~ COMMISSIONERS / ./ /) By: ~ ~ ~ Attest: I\~ ~ J hn Lindquist, County B d Chair LarryKr~Conty Board Clerk Bid Award -S.A.P. 56-683-10 After previously advertising for bids, the following bids were opened at 1 :00 p.m. on March 2, 2011, for the Reconstruction of CSAH No. 83: OTC Board of Commissioners' Minutes March 15, 2011 Page 6 VENDOR Central Specialties, Inc. Alexandria, MN Mark Sand & Gravel Co. Fergus Falls, MN Gladen Construction, Inc. Laporte, MN J.R. Ferche, Inc. Rice, MN Sellin Brothers, \Ne. Hawley, MN North Pine Aggregate, Inc. Forest Lake, MN FINAL BID AMOUNT $1,253,554.85 $1,369,748.58 $1,476,192.20 $1,521,400.09 $1,637,625.55 $1,668,193.20 RL Larson Excavating, Inc. $1,797,437.10 St. Cloud, MN Motion by Froemming, second by Johnson, and unanimously carried to award the Reconstruction Project for CSAH No. 83 to Central Specialties of Alexandria, MN as the low bidder at the bid price of $1,253,554.85. Bois de Sioux Watershed District The Bois de Sioux Watershed District appointed membership to the Rabbit River Project Team and the North Ottawa lmpoundment Project Team. Highway Engineer, Rick West, will represent Otter Tail County on these two projects. Planning for Spring Flooding Mr. West informed Board members that a public information meeting is scheduled at 6:30 p.m. on March 22, 2011, at the Otter Tail Power rooms to explain spring emergency flooding preparations. The Department of Natural Resources, Otter Tail Power, City of Fergus Falls and Otter Tail County will be represented. Reorganization Discussion Personnel Board President, Rick West, submitted a Strategic & Organization Planning Concept Statement dated March 15, 2011. The Concept Statement reviewed history and rationale for a proposed organizational change. The next step in the process will be requesting employee feedback on the concept and proposed organizational chart. Motion by Huebsch, second by Rogness, to approve the concept of the Reorganization proposal. Chairman Lindquist called for a roll call vote as follows: Board of County Commissioners Roger Froemming Wayne D. Johnson Doug Huebsch Leland R. Rogness John Lindquist Motion carried. YEA X X X X X NAY ABSENT ABSTAIN Adjournment OTC Board of Commissioners' Minutes March 15, 2011 Page 7 At 3: 17 p.m., Chairman Lindquist adjourned the meeting of the Otter Tail County Board of Commissioners until 9:30 a.m. on Tuesday, March 22, 2011. Dated: IY\ecl, .:I~ aloll OTTER T\'yl ~OU~OARD ~F COMMISSIONERS By: ~~ , Attest ~" LarryKrn, Clerk CB/kd OTC Board of Commissioners' Minutes March 15, 2011 Attachment A, Page 1 WARRANTS APPROVED ON 3/15/2011 FOR PAYMENT 3/15/2011 VENDOR NAME A & STRAINING A-1 ENGRAVING A-1 LOCK & KEY LLC A'VIANDS LLC ABG MAINTENANCE INC ACCURATE COMPONENT SALES INC AMERICAN SOLUTIONS FOR BUSINES AMERICAN TOWER CORPORATION AMERICINN AMERICINN FERGUS FALLS AMERIGAS JEFFREY ARNDT ARVIG COMMUNICATION SYSTEMS AUTO VALUE FERGUS FALLS BALLARD SANITATION INC BATTLE LAKE AUTO PARTS BEAR GRAPHICS INC BEN HOLZER UNLIMITED BEYER BODY SHOP INC BLUESTONE TECHNOLOGIES INC BNSF RAILWAY COMPANY W.R BOROWSKI BRANDON COMMUNICATIONS INC BRAUN VENDING INC BROADBLAST INC CARR'S LAKE COUNTRY SUPERMARKE CASS COUNTY HEATING INC CDW GOVERNMENT INC CENTRAL LAKES COLLEGE CERTIFIED AUTO REPAIR CHARTER COMMUNICATIONS CIT TECHNOLOGY FIN SERV INC CLAY COUNTY HEALTH DEPT CO OP SERVICES INC CODE 4 SERVICES LLC COMMERS CONCEPT CATERING COOPERS TECHNOLOGY GROUP CULLIGAN CULLIGAN WATER COND CULLIGAN WATER CONDITIONING D & T VENTURES LLC DACOTAH PAPER COMPANY DAKOTA PRINTERS LLC DEPT OF NATURAL RESOURCES DOUGLAS CO SHERIFF'S OFFICE ROBERT EHLERT ELECTION SYSTEMS & SOFTWARE IN MARK ELLENSON EMERGENCY TRAINING ASSOCIATES WAYNE ERICKSON EVERGREEN EQUIPMENT INC MAYNARD FALK FARGO GLASS AND PAINT CO FARMERS CO OP OIL ASSN FARNAM'S GENUINE PARTS INC FARNAM'S GENUINE PARTS INC PR AMOUNT 1,950.00 63.07 56.00 8,916.53 171.00 193. 73 6,638.58 102.66 333.96 169.00 388.49 123.79 200.00 509.19 43.28 116.14 244.87 25.74 74.81 1,011.27 63,200.74 13.67 3,660.59 22.12 18.28 776.75 202.48 47,594.13 600.00 298.99 71.89 190.53 79.50 4,239.70 318.04 256.50 560.09 1,700.30 27.46 49.28 10.69 888.00 824.91 174.60 2,000.00 87.70 19.08 1,154.72 8.45 375.00 267.62 120.05 160.00 216.00 6,180.82 322.14 42.90 FASTENAL COMPANY FERGUS ELECTRIC FERGUS FALLS DAILY JOURNAL CITY FERGUS FALLS FERGUS POWER PUMP INC FERGUS TIRE CENTER FIRE FIGHTER & DETECT ALARM FORCE AMERICA FRANKLIN FENCE CO INC G & R CONTROLS GE CAPITAL (CA) GOODIN COMPANY GOPHER STATE ONE CALL GOVERNMENT FINANCE OFFICERS AS GRAINGER INC TIM GRIEP MIKE HANAN HAWES SEPTIC TANK PUMPING HEALTHCARE ENVIRONMENTAL SERVI HENNING AUTO PARTS INC HENNING HARDWARE HIGH PLAINS TECHNOLOGY HSBC BUSINESS SOLUTIONS THE INDEPENDENT INNOVATIVE OFFICE SOLUTIONS J J KELLER & ASSOCIATES INC JANSSEN PHOTOGRAPHY JOHNSON FEED INC CASSANDRA JONAS K.I.D.LEASING WILLIAM KALAR KEEPRS INC CY'S UNIFORMS KELLY SERVICES INC JILL KLUCK MARCIE KNUDSEN KNUTSON ELECTRIC REBUILDING L & L SERVICE LAKE REGION DENTAL CENTER LAKE REGION HEALTHCARE CORP LAKES AREA PEST CONTROL LLC LAKEWAY MARKET LLC LARRY OTT INC TRUCK SERVICE DONALD LARSON LEAF RIVER AG SERVICE LINDQUIST & VENNUM PLLP LINDSAY ECOWATER SYSTEMS LITTLE FALLS MACHINE INC LOCATORS & SUPPLIES INC M-R SIGN COMPANY INC. MARCO MARCO INC ST LOUIS MARKS FLEET SUPPLY INC MCCOLLOUGH WELDING MEKALSON HYDRAULICS INC MERICKEL LUMBER MID MN HEATING & AC INC MINNKOTA MN BOARD OF WATER & SOIL RESOU MN CO INTERGOVERNMENTAL TRUST MN DEPT OF LABOR & INDUSTRY OTC Board of Commissioners' Minutes March 15, 2011 Attachment A, Page 2 119. 79 18 02 2,607.17 109.53 2,860.00 1,314.42 515.00 46.36 292.68 3,922.90 396.77 157.24 6.45 595.00 492.24 9.24 217.77 75.00 29.10 73.37 226.39 5,343.75 386.02 28.00 3,088.47 298.22 350.18 2,168.55 17.69 256.44 9.24 438.66 1,624.28 36.21 10.00 122.91 117.14 91.00 437.70 83.36 4,869.93 2,350.00 139.95 98.00 8,051.75 251.60 1,662.43 431.90 21,713.36 946.11 543.98 121.08 34.00 486.28 24.47 390.00 54.00 260.00 2,500.00 100.00 ' . OTC Board of Commissioners' Minutes March 15, 2011 Attachment A, Page 3 MN MOTOR COMPANY MN OFFICE OF ENTERPRISE TECHNO MN REVENUE MN SHERIFFS' ASSOCIATION MN TRANSPORTATION ALLIANCE MNCITLA MODERN ASSEMBLIES INC EARL MYERS NAPA FERGUS FALLS NAPA OF PERHAM NELSON AUTO CENTER KEVIN NEWBORG NIEMELA AUTO REPAIR & TOWING NORTHLAND COMM & TECH COLLEGE RICHARD OLSON OTIS ELEVATOR CO OTTER ELECTRIC LLC OTTER TAIL CO TREASURER OTTER TAIL POWER COMPANY OTTERTAIL BAKERY OTTERTAIL TRUCKING INC OUTDOOR RENOVATIONS LANDSCAPE OVERLAND MECHANICAL SERVICES PACE ANALYTICAL SERVICES INC PARK REGION CO OP CITY PELICAN RAPIDS PENROSE OIL COMPANY PEPSI-COLA CITY PERHAM PETE'S AMOCO PETERSON MECHANICAL INC PINE PLAZA TV APPLIANCE PITNEY BOWES POSTMASTER PRAIRIE IMPLEMENT INC PREMIUM WATERS INC PRO AG FARMERS CO OP PROTECTION SYSTEMS INC QUICK'S NAPA AUTO PARTS QUILL CORPORATION RAM-SWANA DOUG RAPP RAY'S OIL COMPANY RDO TRUCK CENTERS RED BARN PLAT BOOKS ROYAL TIRE INC SW.INC SANITATION PRODUCTS INC KEVIN SCHEIDECKER CHERI SCHULTZ SCOTT HOFLAND CONSTRUCTION INC SHE SELAND'S SUPERIOR FLOORING SERVICE FOOD SUPERVALU SEWER SERVICE INC SHERWIN WILLIAMS SHOOTING STAR CASINO LODGE SHULTZ&ASSOCIATES LTD SIGELMAN STEEL & RECYCLING INC 70.59 1,200.00 1,600.00 725.00 4,295.00 250.00 55.00 100.00 85.57 211,66 598.86 568.30 10.58 576.00 3,542.14 118.64 8,440.31 259.76 59.30 111.63 7,625.00 5,947.00 329.62 385.00 755.61 17,430.00 1,568.38 597.84 143,202.29 2,179.03 1,106.70 120.75 917 01 100.00 74.21 26.84 754.58 427.50 163.45 53.38 25.00 27.44 4,465.94 5,827.85 180.00 351.91 520.00 921.57 588.71 31.62 4,275.00 895.00 192.00 16.76 260.00 73.13 503.46 14,800.00 140.01 PAUL SIMENGAARD SOS TECHNOLOGIES SOUTH MILL SERVICE SOUTHTOWN OF PELICAN RAPIDS IN STANDARD PARTS OF WADENA STATE INDUSTRIAL PRODUCTS STEINS INC STEVE'S SANITATION INC STRAND HARDWARE & RADIO SHACK STREICHERS SUPER SEPTIC & EXCAVATION SVERDRUP NON STOP 4-H RICKY SWANBERG THERM-AIR SALES CORPORATION THIS WEEKS SHOPPING NEWS THYSSEN KRUPP ELEVATOR CORPORA TITAN MACHINERY INC TOSHIBA BUSINESS SOLUTIONS USA TOWMASTER TRI-STATE DIVING TRUCK UTILITIES INC UNIFORMS UNLIMITED US BANK TERRY VAN DYKE DVM VERGAS HARDWARE VERGAS 66 GAS & CONVENIENCE IN VICTOR LUNDEEN COMPANY VOSS LIGHTING WADENA PIONEER JOURNAL WALLWORK TRUCK CENTER WASTE MANAGEMENT WENCK ASSOCIATES INC WEST CENTRAL TURKEY RICHARD WEST XEROX CORPORATION ZIEGLER INC •••• FINAL TOTAL ... OTC Board of Commissioners' Minutes March 15, 2011 Attachment A, Page 4 107.92 3,413.90 45.85 917. 73 401.01 141.94 1,460.79 1,657.30 114.32 1,024.65 77.19 250.00 37.87 915.00 63.96 1,734.58 5,483.85 73.28 7,157.90 246.98 229.07 45.45 550.00 325.00 9.61 1,689.95 1,263.45 656.84 82.00 85.98 1,690.86 30,857.12 92.00 450.00 168.42 32.06 $536,378.69 ••••