HomeMy WebLinkAboutBoard of Commissioners - Minutes - 06/07/2011MINUTES OF THE
OTTER TAIL COUNTY BOARD OF COMMISSIONERS
Government Services Center, Commissioners' Room
515 W. Fir Avenue, Fergus Falls, MN
June 7, 2011
9:30 a.m.
Call to Order
The Otter Tail County Board of Commissioners convened Tuesday, June 7, 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 Huebsch, and unanimously carried to approve the Board of
Commissioners agenda of June 7, 2011, with the following addition:
1 :OD p.m. -Land & Resource Department Vehicle Repair Request
Approval of Minutes
Motion by Huebsch, second by Rogness, and unanimously carried to approve the Board of
Commissioners meeting minutes of May 24, 2011, as mailed.
Approval to Pay Bills
After clarification of a bill payment to One Call Locators, a motion was offered by Johnson, seconded
by Froemming, and unanimously carried to re-approve payment of the County Board warrants for
May 24, 2011.
County Reorganization Process
Rick West, Personnel Board Chair, submitted an organizational structure chart and presented a
recommendation for support of the Otter Tail County Organizational Structure Concept 3. Discussion
took place regarding the reporting structure while the details of the concept are developed. It was
noted that implementation date is planned for January 1, 2015; however, decisions made going
forward will be based on the long term plan. Motion by Rogness, second by Huebsch, to endorse the
organizational/divisional structure shown in Concept 3 (dated June 7, 2011) and include changing the
title of the Coordinator to an Administrator as defined by M.S. 375.48. The Administrator job
responsibilities and duties will be defined by the County Board. Compensation adjustment for the
position will not occur until the County's classification and compensation study is completed and will
be consistent with changes implemented for other positions. 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
ABSENT ABSTAIN
Motion by Huebsch, second by Rogness, and unanimously carried to request that the Personnel
Board and Administrator define divisional functions and create timelines for implementing the
reorganizational plan.
OTC Board of Commissioners' Minutes
June 7, 2011
Page 2
MN Transportation Alliance Update
Margaret Donahoe, Minnesota Transportation Alliance Executive Director, provided a document
entitled "Alliance Legislative Update" dated June 3, 2011. The Alliance is a coalition of organizations
across the State that works on transportation funding. Ms. Donahoe thanked the Board for Otter Tail
County's membership. The Alliance accomplished the constitutional dedication of the motor vehicle
sales tax. In 2008, the Alliance lobbied for a transportation funding bill that significantly increased
revenue for transportation. The CSAH apportionment has increased in the past couple of years;
however, concern was expressed that this funding may level-off due to the high price of gas.
Discussion took place regarding the construction industry, federal gas tax funding, National
Infrastructure Bank loans, user taxes, outreach efforts. and location of Passenger Rail.
Commissioners suggested that the Passenger Rail line be proposed through Fergus Falls. There is a
rail bed that could be used and Commissioners noted that traffic on some of the rural roads in Otter
Tail County may be higher, especially in the summer season, than the corridor from the Metro area to
the south where the proposed rail line runs. Ms. Donahoe briefed the Board on the potential State
government shut down. Chairman Lindquist requested that Ms. Donahoe meet with the County Board
semi-annually for continued discussions.
Seasonal Water Patrol
Motion by Huebsch, second by Johnson, and unanimously carried to authorize the Sheriff to hire six
seasonal water patrol deputies (5 returning and 1 new position) as previously discussed with the
corresponding grant funding.
Sheriff's Office Contract
Motion by Johnson, second by Froemming, and unanimously carried to authorize the appropriate
County officials' signatures to execute an Agreement between Otter Tail County acting through its
Sheriff's Office and the State of Minnesota acting through the Seventh Judicial District Court which
facilitates background checks for name change applicants.
Next Generation 911
Judy Siggerud, Dispatch Supervisor, submitted two quotations for the cost of new 911 phone
equipment. Motion by Rogness, second by Froemming, and unanimously carried to affirm the
recommended purchase of new 911 phone equipment from the low bidder Cassidian Patriot, in the
amount of $167,155.04, with a four year maintenance fee of $35,224.80. The software and
equipment purchase includes mapping and will be funded by the 911 fees collected from the State.
ARMER Contract & Equipment Funding
Andy Terry, SEH Consultant, briefed the Board on work completed for facilitating the deployment of
the ARMER (800MHz Communication System). There are seven backbone tower sites that have
been installed by the State to allow additional capacity throughout the County. Mr. Terry indicated
that the County has been working with Motorola for bids on equipment needed in the Communications
Center as well as radios for law enforcement. A team of participants worked with Motorola to
negotiate the best bundled price. Motion by Huebsch, second by Johnson, and unanimously carried
to authorize the appropriate County Officials' signatures to execute the Communications System
Agreement between Otter Tail County and Motorola Solutions, Inc. to provide 800 MHz System
equipment, 92 radios for law enforcement, installation of the system for deployment, and training at a
cost of $982,900.
OTC Board of Commissioners' Minutes
June 7, 2011
Page 3
The ARMER Expansion Project pricing summary from Motorola dated May 13, 2011, was presented.
Funding for the $734,523.00 will be from the 911 fees collected from the State and about $200,000
from the channel addition dollars through the Central Minnesota Regional Radio Board (RRB) grant.
The grant dollars will be refunded after purchase and payment by the County. Payment for the
portable radios will be from the Sheriffs Department Radio Fund Budget.
Motion by Johnson, second by Rogness, and unanimously carried to authorize the Sheriff to choose,
at a later date, either Option #1 for PTP800 11 GHz Link Equipment, in the amount of $102,161.00, or
Option #2 for PTP600 4.9 GHz Link Equipment, in the amount of $71,511.00. The funding to pay for
either Option #1 or Option #2 (pricing summary dated May 13, 2011) will be from the State
Interoperability Infrastructure Grant.
Chairman Lindquist reported that the grant application for 800 MHz radios for the County's Fire
Departments has been denied.
Vending Discussion
Sharon Braun, Owner of Braun's Vending, Inc., provided transitional documentation for taking over
the County's vending services. Motion by Johnson, second by Froemming, and unanimously carried
to honor the original proposal made by Braun Vending, Inc. presented in response to Otter Tail
County's Request for Proposals. The motion includes compensation to the county of 15% of net
beverage sales instead of a fixed annual dollar amount. Motion by Huebsch, second by Rogness,
and unanimously carried to accept $400 for inventory with the out-of-date inventory donated to the
food shelf. Motion by Johnson, second by Froemming, and unanimously carried to authorize Snacks
Plus to transport the frozen food machines to Lieberman's for re-sale.
Public Health Contract
Motion by Rogness, second by Huebsh, and unanimously carried to authorize the appropriate County
Officials' signatures to execute a Grant Agreement between the County of Otter Tail and the
Minnesota Department of Health which provides $55,000 for FY2011. The County Public Health
Department sub-contracts with NDSU for lactation training and study.
Recess & Reconvene
At 11:10 a.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of
Commissioners recessed for committee meetings and lunch break. At 1 :00 p.m. Chairman Lindquist
reconvened the meeting.
Land & Resource Seasonal Staffing
Motion by Rogness, second by Froemming, and unanimously carried to authorize the Land &
Resource Director to hire a temporary, part time receptionist for the summer months as recommended
by the Personnel Committee.
Vehicle Repair
Bill Kalar, Land & Resource Director, provided two quotations to replace a failed engine in a 2007
Dodge Dakota pickup. Motion by Huebsch, second by Johnson, and unanimously carried to accept
the low quotation from College Way Auto, in the amount of $4,946.80, to replace the engine in a 2007
Dodge pickup (VIN ID7HW42K47S204070) assigned to the Land & Resource Department.
REAM Grant
OTC Board of Commissioners' Minutes
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June 7, 2011
Page 4
F Motion by Froemming, second by Johnson, and unanimously carried accept the Remote Electronic
Alcohol Monitoring (REAM) grant for 2012 and 2013 for $12,000 each year. :County match is not
required for this grant. '
Probation Department Staffing I
Chuck Kitzman, Probation Director, submitted documentation regarding the job duties of the part time
Assistant Probation Officer. He requested replacement of the position effective June 30, 2011.
Discussion took place regarding the number of pre-trial bail evaluations completed in a year and
possibilities of integrating the position into another position and/or share t~e duties with other
counties. Motion by Rogness, second by Johnson, and unanimously carr(ed to authorize the
Probation Director to replace a .5 FTE Assistant Probation Officer in the Probation Department. A list
of duties in the Department that could be shared was requested. I'
'
Dispatch Remodeling Bid Award
David Shultz, Architect, and Rick Sytsma, Physical Plant Manager, recommended award of the
Courthouse Dispatch Center project (#1026) to the low bidder, Comstock Con§truction. Discussion
took place regarding the project estimate and proposed reduction in the contingency fund. Motion by
Rogness, second by Lindquist, and unanimously carried to award the Courthouse 2nd Floor SW
Remodeling Dispatch project to Comstock Construction, in the amount 1:of $293,900.00, as
recommended. :'
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Motion by Huebsch, second by Johnson, and unanimously carried to authorize i,,mplementation of the
Siemens Apogee Control System by G & R Controls in the Courthouse site, and:integrate controls for
HVAC serving First and Second Floor SW Quadrant served by Air Handler #4.! The majority of this
expenditure of $44,800.00 is in the Master Plan Budget under the Boiler Replacement project with the
balance (approximately $8,000) covered in the Dispatch Center project. This wilf integrate controls for
HVAC into the current computer system. I'
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Commissioners requested remodeling collaboration with the Dispatch Remode.1 project and the 800
MHz Communication System. They also requested that Otter Tail Power be1: notified for potential
energy rebates. Commissioner Johnson requested information regarding fina~cial items previously
requested before making a decision regarding the Master Courthouse Remodeli~g project.
I
Asphalt Maintenance Patching Discussion I,
Rick West, Highway Engineer, reported higher than average bituminous patching needs throughout
the County. He estimated cost of patching at $1,000,000. The Highway B~dget may be able to
absorb most of the expense; however, Mr. West indicated a shortfall of about $100,000. I
High Water Discussion i
Mr. West provided elevation data for several lakes that are part of wale~ drawdown projects.
Commissioners noted that these areas would have had significant flooding issues without the
pumping projects. I
Mr. West handed out a document representing 2010 dollars spent on individ~al roads due to high
water. Total cost was reported as $348,666.89. I
OTC Board of Commissioners' Minutes
June 7, 2011
Page 5
Sandbags Distribution Report
Mr. West presented a document entitled "2011 Filled Sandbags & Sand Distribution" dated
06/07/2011 and reviewed data regarding sandbags used, loads of sand used, and bags and material
on hand for storage. About 208,000 bags were placed in Otter Tail County. The Engineer and
Commissioners expressed their appreciation to the City of Moorhead, Cass County, and Wilkin
County for the sandbags donated to Otter Tail County.
Approval to Attend Conference
Motion by Johnson, second by Huebsch, and unanimously carried to authorize the Highway Engineer
to attend the International Low Volume Roads Conference July 23-July 28, 2011. The Conference is
funded by the Minnesota Local Road Research Board (LRRB}.
Traffic Marking Project -C.P. 11 :TM & C.P. 11 :208TM
Motion by Huebsch, second by Johnson, and unanimously carried to authorize the appropriate County
Officials' signatures to execute the Traffic Marking Contract between the County of Otter Tail and AAA
Striping Service of St. Michael, MN.
Vehicle Commuting Approval
Motion by Rogness, second by Froemming, and unanimously carried to authorize Wade Bugbee to
commute with a County vehicle while working on the CSAH 67 Box Culvert project (SAP 56-667-33).
Ditch #38
Commissioner Huebsch indicated that a property owner on Ditch #38 had previously requested
blockage(s} to be removed from the Ditch. He noted that there is money in the Ditch Fund and
questioned if beaver dams had been removed. Mr. Kalar provided a map and brief report. He stated
that if a clean out is needed, they would move forward in that regard. Further information will be
provided at the next regular County Board meeting.
County Burial Disposition Allowance and Expenditure Request
John Dinsmore, Human Services Director, referred to a County burial request made by Faith and
Hope Funeral Home. The request was made May 24, 2011, to allow funding for immediate cremation
services for a specific situation even though the funeral home held a service outside of the graveside
service, which was contrary to the public funded policy. He provided a handout with three options for
the Board to consider in this particular case. Because the family had an emergency situation and is
eligible for public burial services, Commissioner Huebsch offered a motion, seconded by Froemming,
and unanimously carried to approve Option 1 of the June 6, 2011 handout to authorize funding for
Immediate Cremation up to $2,250, upon receipt of invoice documentation submitted by Faith and
Hope Funeral Home.
Recess & Reconvene
At 3:01 p.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of
Commissioners recessed for a short break. At 3:05 p.m. Chairman Lindquist reconvened the
meeting.
Assessor's Department Staffing
Motion by Huebsch, second by Froemming, and unanimously carried to authorize the Assessor to
replace an Assessment Technician position as recommended by the Personnel Committee.
OTC Board of Commissioners' Minutes
RESOLUTION REQUESTING TAX RELIEF FOR
DAMAGED/DESTROYED PROPERTY
Otter Tail County Resolution No. 2011 -35
Commissioner Huebsch offered the following and moved its adoption:
I June 7, 2011 I Page 6
!
WHEREAS, the County of Otter Tail experienced a flooding disaster during the swing of 2011; and
1
WHEREAS, said disaster did cause extensive property damage to buildings in1 the County of Otter
Tail· and 1 ' I l
WHEREAS, the County of Otter Tail has been declared a disaster area by Presidential Declaration of
a Major Disaster, number FEMA-1982-DR; and i
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WHEREAS, Minnesota Statutes, sections 273.1231 through 273.1235, provides for tax relief for
properties damaged by a disaster upon application to the Governor of the State of Minnesota and the
State Executive Council; and j
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WHEREAS, the minimum requirements of the aforementioned statutes have been met as
demonstrated in the attached disaster survey. i i
NOW, THEREFORE, BE IT RESOLVED, by the County of Otter Tail that the!County of Otter Tail
does hereby request property tax relief under Minnesota Statutes, section's 273.1231 through
273.1235, for property damaged by the disaster that occurred during the spring 6f 2011 and identified
in the attached disaster survey (Attachment A of these minutes). I
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Commissioner Rogness seconded the motion and upon a vote, the resolution was unanimously
ado~ I
Adopted at Fergus Falls, Minnesota, this t'._day of June, 2011.
Dated: June tY ;i,p11 '
Applications for Exempt Permit
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! OARD OF COMMISSIONERS I A !
Motion by Huebsch, second by Johnson, and unanimously carried to approve, with no waiting period,
the LG220 Application for Exempt Permit as follows: I
St. Lawrence Catholic Church -event scheduled Sunday, June 26, 2011 j
St. Lawrence Catholic Church -event scheduled Sunday, August 7, 2011,
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Motion by Johnson, second by Lindquist, and unanimously carried to approve, Jith no waiting period,
the LG220 Application for Exempt Permit as submitted by the Pelican Rapids Area Chamber for an
event scheduled for Sunday, October 9, 2011 at The Pelican located at US Highway 59.
!
OTC Board of Commissioners' Minutes
June 7, 2011
Page 7
Payment Approval
Motion by Rogness, second by Johnson, and unanimously carried to approve payment. in the amount
of $29,526.43, from the Capital Improvement Fund (Phelps Mill Account) to Kadrmas, Lee and
Jackson, Inc. for design engineering services for the period ending March 26, 2011.
License Application Approvals
Motion by Johnson, second by Lindquist, and unanimously carried to approve the following
applications for license:
*Balmoral Golf Course
28294 State Highway 78
Battle Lake, MN 56515
*Battle View Landing
22540 County Highway 5
Henning, MN 56551
Cozy Cove Resort
38811 Cozy Cove Rd
Dent, MN 56528
*Elmer's Authentic Texas Bar B Q
27896 State Highway 78
Battle Lake, MN 56515
*Ken's Tackle
28497 County Highway 45
Battle Lake, MN 56515
*Lida Greens
22950 State Highway 108
PO Box 501
Pelican Rapids, MN 56572
Ron's Ready Mart
21136 County Highway 5
Clitherall, MN 56524
Silver Moon Lounge and Steakhouse
1117WMain St.
Perham, MN 56573
*Stalker Lake Golf Course
15786 Golf Course Road
Dalton, MN 56324
On Sale Liquor and Sunday Liquor
On/Off-Sale 3.2 Malt Liquor
On Sale Wine
On/Off-Sale 3.2 Malt Liquor
On Sale Liquor and Sunday Liquor
Off Sale 3.2 Malt Liquor
On-Sale 3.2 Malt Liquor
Off-Sale 3.2 Malt Liquor
On Sale Liquor and Sunday Liquor
On Sale Liquor and Sunday Liquor
OTC Board of Commissioners' Minutes
June 7, 2011
Page 8
The Pickle Factory Bar and Grill
29961 415th St
On Sale Liquor and Sunday Liquor
Vergas, MN 56587
*Zorbaz of Little Pine Lake On Sale Liquor and Sunday Liquor
45738 County Highway 51
Perham, MN 56573
('licenses subject to approval of the County Attorney and County Sheriff)
Adjournment
At 3:30 p.m., Chairman Lindquist adjourned the meeting of
Commissioners until 9:30 a.m. on Tuesday, June 14, 2011.
Dated: Ju oe. I '-\1 ;;l,oll OTTER TAI OUN
the Otter Tail County Board of
OARD OF COMMISSIONERS
Attest: ~~ ~ By: __,,,,,~::,...:...~..t.....,::=.~~...:p,,~.L:L'------=-,---
Larry Kro, Clerk
CB/kd
OTC Board of Commissioners' Minutes
June 7, 2011
Attachment A, Page 1
OTTER TAIL COUNTY
HOMESTEAD PROPERTY REASSESSMENT
DAMAGE SUMMARY
Total Number of Homes Damaged but not Destroyed
Total Number of Homes Destroyed
52
22
Estimated Total Dollar Value of Damage to Homestead Properties $1,429,930.00
Average Dollar Value of Damage per Home
OTTER TAIL COUNTY
NON-HOMESTEAD PROPERTY REASSESSMENT
DAMAGE SUMMARY
Total Number of Homes Damaged but not Destroyed
Total Number of Homes Destroyed (80% of Structure value or more)
$27,499.00
115
23
Estimated Total Dollar Value of Damage to Homestead Properties $2,351,212.00
Average Dollar Value of Damage per Home $20,445.32