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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 03/22/2011MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN March 22, 2011 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, March 22, 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 Froemming, second by Johnson, and unanimously carried to approve the Board of Commissioners agenda of March 22, 2011, with the following additions: Ditch No. 16 Discussion Ditch No. 70 Follow up Report West Central Area Agency on Aging Report Approval of Minutes Motion by Froemming, second by Rogness, and unanimously carried to approve the Board of Commissioners meeting minutes of March 15, 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. Common Interest Community Motion by Huebsch, second by Johnson, and unanimously carried to approve non-residential Common Interest Community (CIC) No. 63 entitled "Lida's Toy Storage" owned by Janel K. Helfrich and Brenda K. Krogstad located in the North Quarter Corner of Section 24, Township 136N, Range 42W; non-shoreland. OTTER COUNTRY TRAIL ASSOCIATION {OCTA) GRANT-IN-AID FUNDING Otter Tail County Resolution No. 2011 -13 Commissioner Froemming 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 Country Trail Association Snowmobile Club for the 2011-2012 snowmobile season and proposed extensions of Grant-In-Aid Trails with the aforementioned condition. OTC Board of Commissioners' Minutes March 22, 2011 Page 2 Commissioner Johnson seconded the resolution and, upon being put to vote, the resolution was unanimously adopted. Adopted this 22nd day of March, 2011 Dated ffiarc.b ,:2'1 1 J,o I I OTTER TAIL COUN Y OARD OF COMMISSIONERS Attest /2wr J:{ll Larry Krohn, Clerk Out-of-State Conference Motion by Rogn·ess, second by Huebsch, and unanimously carried to approve out-of-state travel for the Jail Medical Director to attend the annual Health Care Conference May 12 & 13, 2011 in Wisconsin, as recommended by the Jail Administrator. County Ditch No. 70 Report County Attorney, David Hauser, updated the Board regarding previous discussions about Ditch No. 70. The process for an improvement to a ditch system requires a petition submitted by property owners who want an improvement. Part of this process also includes a determination of benefits and hiring an engineer to determine cost effectiveness of the proposed improvement. This process cannot be initiated by the County Board as the Drainage Authority; however, the Drainage Authority is responsible for ditch repairs and may hire an engineer to obtain an opinion whether or not a repair could solve the issues of a particular ditch system. Watershed Improvement Area WOTSWCD Director, Brad Mergens, briefed the Board regarding the Upper Red Lower Otter Tail Watershed District petition. The Board of Water and Soil Resources Northern Committee will act on the petition in April and make a recommendation to the full BWSR Board at their June, 2011 meeting. Mr. Mergens stated that this gives Wilkin County time to address several inefficiencies in the petition. Discussion took place regarding a proposed Watershed Improvement Area that could regulate water issues in Otter Tail County for the land designated in the proposed Watershed District. The arrangement would have taxing authority and provide local control. Board members discussed Ditch No. 2 and corresponding flow of water. Mr. Hauser stated that a proposed resolution for a WIA has been drafted; however, the parcels of land to be included in the WIA must be specified. Motion by Rogness, second by Johnson, and unanimously carried to proceed to the next step in the process to form a Watershed Improvement Area for Otter Tail County land identified in the above petition, including a list of specific parcels to be in the WIA and the establishment of a public hearing. GIS Coordinator, Brian Armstrong; Auditor, Wayne Stein; and Attorney, David Hauser; will work to establish the list of parcels. Reorganization Discussion On behalf of the Personnel Board, Rick West discussed the importance of providing an opportunity for Department Heads to comment on the Strategic & Organization Planning Concept Statement dated March 15, 2011. By consensus, Board members decided to obtain Department Head comments by way of the Personnel Board. This process is being used to encourage the most and best feedback. Recess & Reconvene OTC Board of Commissioners' Minutes March 22, 2011 Page 3 At 10:41 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 10:50 a.m. License Renewal Motion by Johnson, second by Froemming, and unanimously carried to approve the following application for license: Heisler's Gravel & Rental Prop. Inc. Heisler's Country Pub Consumption & Display Permit (renewal) Vergas, MN Credit Card Approval Motion by Froemming, second by Johnson, and unanimously carried to authorize the issuance of an Otter Tail County credit card, with a thirty day limit of $750.00, to Administrative Assistant, Michele Dreyer, as requested by the Solid Waste Director. Charitable Contribution Motion by Rogness, second by Huebsch, and unanimously carried to authorize the County Auditor's signature to execute IRS Form 8283 (non-cash charitable contributions) for the Fort Juelson property donated in Section 3 of Tordenskjold Township by Stanley A. and Faye M. Rudsenske. Abatement Request Motion by Froemming, second by Johnson, and unanimously carried to deny forgiveness of Public Health Nuisance Abatement expenses for Parcel No. 31-000-19-0132-000. Discussion Regarding University of Minnesota Extension University of Minnesota Director of Field Operations, Lee Raeth, and Regional Director, Nancy Frosaker Johnson, met with the County Board regarding the Extension program. Ms. Johnson provided documentation of Extension staff goals and indicated that staff is very engaged and working with over 5,000 young people who participate in their programs. Commissioner Huebsch commended the 4-H program and staff in Otter Tail County. Commissioners discussed the following issues as they relate to overall Extension programs: 1) 90% of food consumed is grown elsewhere -the University needs to be in rural MN creating opportunities. 2) Opportunities mean jobs -Extension could help with jobs in rural Minnesota. 3) More energy is going into specialization instead of diversification. 4) Extension budget is not shrinking but more programs are going to the Twin Cities. 5) Extension needs to determine what is the highest and best use of their dollars for the residents of Minnesota -concern that the goals of Extension and goals of the residents are not hand-in-hand. 6) Concern that the State looks to State Government as their boss instead of the public. Government is supposed to be of and by the people. 7) Extension is management heavy -there is a need for more people in the field. 8) Concern was expressed regarding the Dairy Diagnostics program 9) The University of Minnesota is an asset to the State and resource to the County. Even though education is one component, the University holds the key to economic development and needs to consider moving in that direction. Mr. Raeth provided Extension organization background, rationale for various decisions, and budget information. He indicated that Extension has more staff in the field than campus-based. OTC Board of Commissioners' Minutes March 22, 2011 Page 4 Child Support Staffing Requests Motion by Rogness, second by Johnson and carried, with Commissioner Huebsch absent during this vote, to authorize the Human Services Director to replace a Child Support Officer and Support Enforcement Aide due to two retirements in the Child Support Office. The replacement of these positions begins with an internal search; therefore, could lead to other areas of need. Approval to Pay Bills & Claims Motion by Froemming, second by Johnson, and unanimously carried to approve payment of the Human Services bills and claims as presented. Area Agency on Aging Commissioner, Wayne Johnson, briefed the Board regarding the recent Area Agency on Aging Joint Powers Board meeting. Recess & Reconvene At 11 :56 a.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of Commissioners recessed for lunch break. The meeting was reconvened at 1 :00 p.m. Courthouse Infrastructure/Remodeling Shultz & Associates Architect, David Shultz and Facilities Operations Manager. Rick Sytsma, submitted the following documents: 1) Courthouse Site Facility Master Plan Budget Summary, 2) Master Plan Flow Chart, and 3) Courthouse Project Critical Decisions and Timelines dated March 21, 2011. A lengthy discussion took place regarding the various aspects of the proposed remodeling and the best location for dispatch to accommodate remodeling and the new 800 MHz communication needs. Motion by Johnson and second by Froemming to located dispatch on the 2"0 floor of the Courthouse because it gives the Architect space to move forward with remodeling without spending redundant dollars. Motion by Rogness and second by Huebsch to table the motion until the next County Board meeting. Chairman Lindquist called for a roll call vote: Board of County Commissioners YEA NAY ABSENT ABSTAIN Roger Froemming X Wayne D. Johnson X Doug Huebsch X Leland R. Rogness X John Lindquist X Motion by Johnson, second by Huebsch, and unanimously carried to direct the affected Department Heads to meet regarding the Courthouse remodeling project and provide a report by March 29, 2011, for discussion at the April 5, 2011 Board meeting. Bid Award-2011 Highway Seasonal Supplies After previously advertising and reviewing bids for 2011 seasonal highway supplies, the Highway Engineer presented recommendations for bid awards. Motion by Froemming, second by Rogness, and unanimously carried to award the following 2011 seasonal supply bids: Supply Bituminous Material Hot Mix Bituminous (East) Vendor Flint Hills Resources, LP West Fargo, ND Central Specialties, Inc. Alexandria, MN Bid Amount 2.862/gal. $222,440.00 Supply Hot Mix Bituminous (East) Vendor Mark Sand & Gravel Co. Fergus Falls, MN OTC Board of Commissioners' Minutes March 22, 2011 Page 5 Bid Amount $225,400.00 Wadena Asphalt. Inc. $205,200.00 Wadena, MN (Selection of vendor will be based on bid price and haul distance from vendor's plant to work sites with total quantity purchased about 4,000 tons) Hot Mix Bituminous (West) Central Specialties, Inc. Alexandria, MN $166,830.00 Mark Sand & Gravel Co. $169,050.00 Fergus Falls, MN (Selection of vendor will be based on bid price and haul distance from vendor's plant to work sites with total quantity purchased about 3,000 tons) Hot Mix Bituminous (North) Central Specialties, Inc. Alexandria, MN $166,830.00 Mark Sand & Gravel Co. $169,050.00 Fergus Falls, MN (Selection of vendor will be based on bid price and haul distance from vendor's plant to work sites with total quantity purchased about 3,000 tons) Signing Materials Newman Signs, Inc. Jamestown, ND Winter Sand Aggregate Industries (Fergus Falls, Pelican Rapids, Erhard) Moorhead, MN (New York Mills location) (Parkers Prairie location) (Henning location) (Battle Lake location) Culverts Ottertail Aggregate, Inc. Ottertail, MN Alexandria Concrete Alexandria, MN Alexandria Concrete Alexandria, MN Ottertail Aggregate. Inc. Ottertail, MN Johnston Fargo Culvert, Inc. St. Paul, MN $90,811.31 $7.96/Ton $6.29/Ton $4.85/Ton $6.10/Ton $649/Ton State Bid-Contract #442842 03/01/2010 -02/29/2012 Contech Construction Products State Bid-Contract #442843 Alexandria, MN 03/01/2010 -02/29/2012 Herbicides Crop Production Services, Inc. Kasota, MN State Bid-Contract #437438 04/16/2007 -02/29/2012 OTC Board of Commissioners' Minutes March 22, 2011 Page 6 Geotechnical Evaluation -S.A.P. 056-650-007 Motion by Johnson, second by Huebsch, and unanimously carried to authorize the appropriate County officials' signatures to execute an Agreement between the County of Otter Tail and Braun lntertec for a Geotechnical Evaluation for reconstruction of CSAH 50 and CSAH 67 four miles west of Deer Creek at an estimated cost of $4,971.00. Approval to Purchase Pumps Motion by Huebsch, second by Rogness, and unanimously carried to authorize the Highway Engineer to purchase two high volume 12" pumps for preparation of moving water off flooded roads this spring. The Highway Engineer will purchase from the company with the most cost effective pumps. Estimated cost is $7,000 each. IN THE MATTER OF AUTHORIZING EXECUTION OF A PROFESSIONAL AND TECHNICAL SERVICES CONTRACT FOR PROJECTS S.P. 5607-42 AND S.A.P. 056-634-010 Otter Tail County Resolution No. 2011 -14 Upon a motion by Huebsch, second by Johnson, and unanimously carried, the following resolution was adopted: WHEREAS, the County of Otter Tail and the Minnesota Department of Transportation has formed a cooperative effort for the design of the Trunk Highway No. 10 and County State Aid Highway No. 34 interchange project and other improvements on County State Aid Highway No. 34 at Perham, and WHEREAS, the County of Otter Tail is providing up to $142,002.74. NOW, THEREFORE, BE IT RESOLVED; by the Otter Tail County Board of Commissioners that the Board Chair and Board Clerk are hereby authorized and directed to execute said Agreement No. 98317 on behalf of Otter Tail County and to execute and affix their signatures to any and all further required documents pertinent hereto and all amendments thereof. Adopted at Fergus Falls, Minnesota this 22nd day of March, 2011 cou@, B~ARD ~F COMMISSIONERS-//} -=i:~......:..:::....~......:....:::....__:::.....i-,_~_~_ Attest J~ ~ ard Chair _L_a__.rt..:ry"'~"'K""ro"'h,,,__, -C'-o""u"'n"-ty..:cB..:co..:ca_r_d_C_le_r_k __ County Ditch No. 16 Land & Resource Director, Bill Kalar, reported on Ditch No. 16. The engineer will provide further information at the next County Board meeting. He reported that Bonnie Beach Road has sunk. The area is a private road and has been barricaded; however, this needs to be repaired. Discussion took place regarding the culverts for the complete project. Motion by Huebsch, second by Rogness, and unanimously carried to authorize culverts to be replaced in the proper order as an emergency situation by requesting quotations for this portion of the Ditch No. 16 project. Engineer, Jeff Langan and the Town Board Chairman will collaborate regarding the appropriate method. Adjournment OTC Board of Commissioners' Minutes March 22, 2011 Page 7 At 3:17 p.m., Chairman Lindquist adjourned the meeting of the Otter Tail County Board of Commissioners until 6:00 p.m. on Tuesday, March 29, 2011. Dated: (YI r,,ccJy .?,j , <,,o I I OTTER T I· COU D OF COMMISSIONERS Attest ~" LarryKroi,; Clerk By: . CB/kd ; OTC Board of Commissioners' Minutes March 22, 2011 Attachment A, Page 1 WARRANTS APPROVED ON 3/22/2011 FOR PAYMENT 3/23/2011 VENDOR NAME AMERICAN WELDING & GAS INC ATCO INTERNATIONAL ATSSA BNSF RAILWAY COMPANY BOB'S STANDARD BULK SERVICE CDW GOVERNMENT INC CITIZENS ADVOCATE COOPERS TECHNOLOGY GROUP CROWNE PLAZA ST PAUL RIVERFRON D & V'S PERHAM BAKERY DETROIT LAKES OVERHEAD DOOR SE RENEE DOLL GARRETT EASTWOOD FASTENAL COMPANY CITY FERGUS FALLS FERGUS POWER PUMP INC G & K SERVICES GOPHER STATE ONE CALL HAWES SEPTIC TANK PUMPING HEARTLAND SERVICES INC HENNING AUTO PARTS INC HIGH PLAINS TECHNOLOGY HITESMAN & ASSOCIATES PA GERALD HOLO INDEPENDENT EMERGENCY SERVICES ITL PATCH COMPANY INC JK SPORTS KELLY SERVICES INC LAKES AREA COOPERATIVE LAKES COUNTRY SERVICE CO OP LARRY OTT INC TRUCK SERVICE MARCO MID MN HEATING & AC INC MIDWESTERN MAT RENTAL & SUPPLY MN DEPT OF HEAL TH MN FRAUD INVESTIGATORS ASSOC MN STATE AUDITOR MN STATE LAW LIBRARY MOTOR VEHICLE ADMINISTRATION MOTOROLA NAPA FERGUS FALLS OLSON OIL CO INC OTTERTAIL TRUCKING INC DONALD PEDERSON PEPSI-COLA POWER PLAN PRODUCTIVE ALTERNATIVES INC PUBLIC SAFETY CENTER INC RAY'S OIL COMPANY RDO TRUCK CENTERS RDO TRUST #80-6130 RENEWABLE RESOURCE CONSULTANTS RON'S READY MART ROTHSAY FARMERS CO OP RUBBER STAMP CHAMP RUTTGER$ BAY LAKE LODGE SBLC-FF AMOUNT 65.26 780.00 70.00 49,086.75 121.68 32,835.25 27.00 438.50 295.42 59.50 68.40 7,129.00 9.70 128.52 1,386.00 540.00 957.17 6.45 75.00 408.21 17.44 508.28 574.50 15.57 64.22 219.63 129.00 1,212.84 3,268.05 2,583.81 800.00 2,182.39 417.68 84.48 350.00 200.00 24,351.54 175.00 12.00 8,742.55 107.82 1,364.95 6,365.00 16.04 297.44 613.21 73.03 322.57 1,637.91 2,427.48 1,040.98 40,855.53 394.21 41.54 31.98 491.64 38.37 OTC Board of Commissioners' Minutes March 22, 2011 Attachment A, Page 2 VENDOR NAME SERVICE FOOD SUPERVALU SIGELMAN STEEL & RECYCLING INC SIMPLEXGRINNELL LP SRF CONSUL TING GROUP INC STEINS INC STREICHERS THUMPER POND UNIVERSITY OF MN US BANK VALLEY FIRE EQUIPMENT VFW POST 612 VICTOR LUNDEEN COMPANY VIKING COCA-COLA VIKING GARAGE DOOR COMPANY INC WEST PAYMENT CENTER ZIEGLER INC •••• FINAL TOTAL ... AMOUNT 10.51 194.94 7,838.22 748.91 1,646.68 454.40 6407 800.00 431.25 580.90 140.00 942.41 257.50 178.88 1,957.94 468.97 $213,232.07 ....