HomeMy WebLinkAboutBoard of Commissioners - Minutes - 09/06/2011MINUTES OF THE
OTTER TAIL COUNTY BOARD OF COMMISSIONERS
Government Services Center, Commissioners' Room
515 W. Fir Avenue, Fergus Falls, MN
September 6, 2011
9:30 a.m.
Call to Order
The_ Otter Tail County Board of Commissioners convened Tuesday, September 6, 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 September 6, 2011, with the following addition:
Interim Out of Classification Appointment
Approval of Minutes
Motion by Rogness, second by Froemming, and unanimously carried to approve the Board of
Commissioners meeting minutes of August 23, 2011, as mailed.
Approval to Pay Bills
Motion by Huebsch, seconded by Rogness, and unanimously carried to approve payment of the County
Board bills per Attachment A of these minutes.
US Fish & Wildlife Service Access Easement Request
Motion by Huebsch, second by Johnson, and unanimously carried to certify the following USFWS
access easement request:
Fabian, Lori A.
T.132 N., R. 43 W., 5th P.M.
In Section 12, a 33.00 foot easement for ingress and egress purposes over and across that part of the
Northeast Quarter (NE¼), said easement being 33.00 feet to the left of the following described line:
COMMENCING at a 1 ¼" iron pipe at the north quarter corner of said section twelve (12); thence
S.00'14'47"W. (Otter Tail County Coordinate System bearings and distances), along the west line of
said Northeast Quarter (NE¼), 1615.76 feet to the centerline of County State Aid Highway No. 29;
thence S.63'34'52"E., along said centerline 560.76 feet to the POINT OF BEGINNING of the line to
be described; thence N.14'44'36"E., 211.60 feet; thence N.50'20'05"W., 104.95 feet; thence
N 12'02'38"W., 55.10 feet; thence N.25'55'58"E., 73.20 feet; thence S.89'09'29"E., 169.78 feet;
thence S.73'55'30"E., 187.37 feet; thence S.77'30'27"E., 349.30 feet; thence S.06"00'52"W., 229.01
feet; thence S.86'03'20"E., 514.05 feet; thence S.88'51'15"E., 217.33 feet; thence S.84'30'19"E.,
690.46 feet to the west line of the East 33.00 feet of said Northeast Quarter (NE¼) and said line there
terminating.
The access easement will allow the USFWS to perform management activities on the land.
OTC Board of Commissioners' Minutes
September 6, 2011
Page 2
RESOLUTION OF OTTER TAIL COUNTY
Otter Tail County Resolution No. 2011 -47
BE IT RESOLVED by the Otter Tail County Board of Commissioners that the County enters into the
Grant Contract with the Minnesota Department of Veterans Affairs (MDVA) to conduct the following
program: County Veterans Service Office Operational Improvement Grant Program. The grant
must be used to enhance the operations of the County Veterans Service Office under Minn. Stat.
§197.608 Subd. 4(a), and should not be used to supplant or replace other funding.
BE IT FURTHER RESOLVED by the Otter Tail County Board of Commissioners that
John Lindquist, the Board Chairman, be authorized to execute the corresponding Grant Contract for
the above-mentioned Program on behalf of the County.
WHEREUPON the motion of Commissioner Froemming and second of Commissioner Johnson, the
above resolution was unanimously adopted at Fergus Falls, MN, on this 6th day of September, 2011
Dated: _.,.Q'--'-'l+-/._.tJ--if"',2p..._..ll,..__ __ _
Attest J~ ,;I,
LarryKrn, erk
Interim Appointment
Motion by Rogness, second by Lindquist, and unanimously carried to authorize a salary increase from
Grade 20, Step 9 to Grade 22, Step 8 (non-union salary schedule) for Terry Hoff moving from
Operations Manager (#1905 classification) to Physical Plant Manager (#1901 classification). The
approval is retroactive to July 1, 2011, on an interim basis.
Public Meeting
At 9:55 a.m., Chairman Lindquist declared the meeting open to the public for comments regarding a
proposal to construct new manure storage areas on the John & Vernon Quaal Dairy Farm in Section
23 of Sverdrup Township, near Underwood. Vernon Quaal represented the request. The public
meeting is being held according to M.S. 116.07, Subd. 7(1). David Hauser, County Attorney, indicated
that the State MPCA is responsible for issuing a permit for the requested construction. The County
provides a local forum for the public to express their opinions regarding the project. No one from the
public was present and no written comments were received on the proposed project. Commissioners
expressed their support and encouragement for these types of agriculture projects. The public
meeting was closed at 9:57 a.m.
Bid Award -CSAH 12/Johnson Lake Pumping System
After previously advertising for bids for S.A.P. 056-997-002, bids were opened at 1 :00 p.m. on
August 24, 2011. Motion by Rogness, second by Johnson, and unanimously carried to award the
Johnson Lake Pumping Project to the low bidder, Hough, Inc. of Detroit Lakes, MN, in the amount of
$219,792.06.
Highway Contract
Motion by Huebsch, second by Froemming, and unanimously carried to authorize the Chairman's
signature to execute a Highway Construction Contract between the County of Otter Tail and
Landwehr Construction, Inc. of St. Cloud, MN, for the culvert replacement project on CH 137 over
County Ditch #41, northwest of New York Mills.
J
' '
OTC Board of Commissioners' Minutes
September 6, 2011
Page 3
Replacement of Lead Mechanic Position
Motion by Rogness, second by Lindquist, and unanimously carried to authorize the Highway Engineer
to replace the Lead Mechanic position due to a recent retirement. The Lead Mechanic position will be
filled by promotion and the resulting vacated Mechanic position will also be filled. The Highway
Engineer indicated that the job description for Mechanics will include backup snowplow duties.
Agreement for Railroad Crossing on CSAH 49
Motion by Huebsch, second by Froemming, and unanimously carried to authorize the appropriate
County Officials' signatures to execute an Agreement between the County of Otter Tail and Canadian
Pacific Railways to install railroad crossings on CSAH 49 near Richville (DOT 695646K). The
Agreement includes Otter Tail County's responsibility to pay for materials estimated at $15,000, with
Canadian Pacific responsible for labor expenses.
Highway Software and Service Agreement
Motion by Johnson, second by Lindquist, and unanimously carried to authorize the appropriate
County Officials' signatures to execute the following agreements between the County of Otter Tail and
ACS Enterprise Solutions, Inc:
ACS Enterprise Solutions, Inc. New Roads Software &
Waite Park, MN Licensing Agreement
ACS Enterprise Solutions, Inc. New Roads Software
Waite Park, MN Services Agreement
Expenses will be paid from the Highway Department Operating Budget.
Final Payment for Highway Project
$8,500.00
(approximate cost)
$4,631.00
(approximate cost)
Motion by Johnson, second by Lindquist, and unanimously carried to authorize Final Payment, in the
amount of $34,069.31, payable to Morris Sealcoat & Trucking, Inc. per Final Estimate No. 7 for S.A.P.
056-605-010, County Wide Seal Coat Project.
Culvert under CH #1 between Long and Otter Tail Lakes
Rick West, Highway Engineer, reported that the culvert under CH #1 between Long and Otter Tail
Lakes has been blocked. Residents on the south side of CH #1 have a variety of problems with water
backing up on their properties before it flows into Otter Tail Lake. Mr. West indicated that they have
been working to replace several culverts under driveways and working with the DNR to replace a
culvert at the public access to provide enough capacity for the water coming from Long Lake. Long
Lake property owners have requested that the culvert be opened up. There is also a beaver dam
upstream. Motion by Huebsch, second by Rogness, and unanimously carried to reaffirm existing
County policy regarding blockage of culverts and drainage. The culvert should operate and blockage
of the natural flow of water is not allowed.
Outlet Request into Drainage System #25
Commissioner Huebsch opened discussion regarding the Ditch #25 Outlet request. He reported that
an Ad Hoc Committee met and reviewed concerns of the public. Many members of the public
expressed concerns that adequate time to study the Engineers Report has not been provided.
Mr. Huebsch indicated that many issues could be resolved through conditions on the project. Lengthy
discussion took place regarding the Environmental Assessment Worksheet (EAW) process. Motion
by Huebsch, second by Rogness, and unanimously carried to proceed with the EAW process to
obtain all information needed to set conditions for the project to outlet into Ditch #25 properly.
Commissioners indicated that the project would likely not have been completed this fall; therefore, this
is an appropriate time to consider all information affecting the project. The County will take a lead role
studying Star Creek and other areas that are part of the project but not part of County Ditch #25.
OTC Board of Commissioners' Minutes
September 6, 2011
Page4
Fort Juleson Historical Property
On behalf of Friends of Fort Juleson, President Cliff Knutson, submitted correspondence from
Stanley Rudsenske, donator of the Fort Juleson historic property. All enhancements of the Fort
Juleson site that were agreed upon as conditions of the donation have been completed. Motion by
Lindquist, second by Huebsch, and unanimously carried to acknowledge receipt of the letter dated
August 13, 2011 from Stanley Rudsenske indicating completion of the Fort Juleson historic site
donation. Commissioners also expressed their appreciation for the donation.
Final Plat Approval -"Linius North 40"
Motion by Johnson, second by Huebsch, and unanimously carried to approve the Final Plat entitled
"Linius North 40" consisting of two (2) non-residential lots. The property is described as Lot 3, Blk 1 of
Dandi Haven, Section 25 of Gorman Township, Little Pine Lake (56-142).
Final Plat Filing Extension Request
Motion by Rogness, second by Froemming, and unanimously carried to approve a six (6) month Final
Plat filing extension request from Kent Adams for "Adams Rose Point" Preliminary Plat.
DWI Enforcement Contract Amendment
Motion by Rogness, second by Johnson, and unanimously carried to authorize the Chairman's
signature to execute Amendment No. 1 to Grant Contract 5000-6628 (Night Cap Grant).
RESOLUTION AUTHORIZING EXECUTION OF AGREEMENT
Otter Tail County Resolution No. 2011-48
BE IT RESOLVED, that the Otter Tail County Sheriff's Office enters into a grant agreement with the
Minnesota Department of Public Safety, for traffic safety enforcement projects during the period from
October 1, 2011 through September 30, 2014.
The Sheriff of Otter Tail County is hereby authorized to execute such agreements and amendments
as necessary to implement the project on behalf of the Otter Tail County Sheriff's Office and to be
fiscal agent and administer the grant.
-WHEREUPON the motion of Commissioner Huebsch and second of Commissioner Froemming, the
above resolution was unanimously adopted at Fergus Falls, MN, on this 6th day of September, 2011
Dated: '11/1.3 /:loll I ARD OF COMMISSIONERS
800 MHz Radio Communications Update
Lieutenant Matt McGuire reported that the 800 MHz radio grant writers have collected all the data
needed for the fire department radios. They are encouraged by the technical data and confident that
the application will be submitted on time. The grant deadline has been extended to September 16,
2011. Discussion continued regarding the two regions in the grant application, seasonal properties
and population, and the 10% match for the fire departments. Mr. McGuire reported that a
Memorandum of Understanding addressing the 10% match will be signed by city officials and fire
chiefs.
' .
County Credit Cards
OTC Board of Commissioners' Minutes
September 6, 2011
Page 5
Motion by Rogness, second by Huebsch, and unanimously carried to approve the following
applications for the issuance of an Otter Tail County Credit Card:
1). Andrew Anderson, Deputy Sheriff ($1,000 -30 Day Limit)
2) Jordan Anderson, Deputy Sheriff ($1,000 -30 Day Limit)
3) Bryan Ziegler, Deputy Sheriff ($1,000 -30 Day Limit)
4) Pat Vanderlinden, Support Services Supervisor ($5,000 -30 Day Limit)
Payment Approvals
Motion by Froemming, second by Johnson, and unanimously carried to approve payment, in the
amount of $2,735.07, from the Capital Improvement Fund (Phelps Mill Account) to Kadrmas, Lee and
Jackson, Inc. for design engineering services for the period ending July 30, 2011.
Motion by Huebsch, second by Lindquist, and unanimously carried to approve payment, in the amount
of $225,00, to Lindquist and Vennum for Chapter 11 Bankruptcy legal services provided through
July 31, 2011.
Tax Increment Financing District No. 1-11 -City of New York Mills
Motion by Huebsch, second by Froemming, and unanimously carried to waive the 30 day comment
period under Minn. Stat. §469.175, Subd. 2 for TIF District No. 1-11 in the City of New York Mills. The
waiver and comments from Otter Tail County will be submitted to the City of New York Mills by
Monday, September 19, 2011. The public hearing is scheduled at 5:00 p.m. on September 19, 2011.
The proposed district will assist with the construction of a building to help retain a local trailer
manufacturer.
Facilities Master Plan
David Shultz, Architect, and Terry Hoff, Facilities Manager, submitted the Otter Tail County Facility
Master Plan -2011 Update. After several meetings with the Building Committee, a summary was
developed including recommendations for improvements for several different County buildings,
estimated costs, and time frame for completion. Mr. Hoff indicated that a current building analysis has
not been completed on the 60 bed CARE facility; however, previous analysis indicates potential costs
associated with mitigating site drainage and mechanical system issues at about $500,000. Mr. Shultz
reviewed the remodel plan for the Courthouse site, commissioning and cooling analysis at the GSC,
and site drainage and exterior improvements needed at the New York Mills offices. He reported that
proceeding with the 2011 Master Plan will upgrade the main County buildings to new or substantially
remodeled within 15 years. There should be no need for major improvements in the near future.
Lengthy discussion continued regarding the proposed remodel plan at the Courthouse including a
plan for one entrance for security purposes. Total cost of remodeling was reported as $9,387,171.00.
Financing was discussed with Commissioner Huebsch suggesting that the County pay cash for the
remodeling and save finance fees.
A motion was offered by Rogness and seconded by Johnson to officially adopt the 2011 Facility
Master Plan with the exception of the timeline for completion. Chairman Lindquist called for a roll call
vote as follows:
Board of County Commissioners
Roger Froemming
WayneD. Johnson
Doug Huebsch
Leland R. Rogness
John Lindquist
Motion carried.
YEA
X
X
X
X
X
NAY ABSENT ABSTAIN
OTC Board of Commissioners' Minutes
September 6, 2011
Page 6
Motion by Rogness, second by Huebsch, and unanimously carried to transfer the remodel finance
discussion to the Budget Committee. Commissioners requested that Mr. Shultz meet with the Budget
Committee with a timeframe of projects to be completed each year for the next five (5) years.
Motion by Johnson, second by Huebsch, and unanimously carried to authorize the Architect to
proceed with Request for Proposals for the following building projects:
Commissioning Services at the GSC Building, installation of a direct Chiller Plant at the
GSC, and correction of on-site drainage issue at the New York Mills Office building
Long Term Care Agreement
Motion by Rogness, second by Johnson, and unanimously carried to authorize the Chairman's
signature to execute the Long Term Care Administrative Agreement between the County of Otter Tail
and National Insurance Services.
CB/kd
OTC Board of Commissioners' Minutes
September 6, 2011
Attachment A, Page 1
WARRANTS APPROVED ON 9/06/2011 FOR PAYMENT 9/06/2011
VENDOR NAME
A-1 ENGRAVING
A-1 LOCK & KEY LLC
AG RESOURCE CONSUL TING INC
ALEXANDRIA CLINIC PA
AMEM
AMERICAN BIO MEDICA CORPORATIO
AMERICAN INSTITUTIONAL SUPPLY
ANDERSON LAND SURVEYING INC
APA MINNESOTA
BRIAN ARMSTRONG
BALLARD SANITATION INC
BEYER BODY SHOP INC
BJORN'S HEATING & AIR CONDITIO
BLACK HILLS AMMUNITION
BOUND TREE MEDICAL LLC
BROWN & SAENGER
MYRNA BUDKE
CARR'S LAKE COUNTRY SUPERMARKE
CDW GOVERNMENT INC
CHARTER COMMUNICATIONS
CODE 4 SERVICES LLC
COMMISSIONER OF TRANSPORTATION
COMSTOCK CONSTRUCTION OF MN
CONTROL SCREENING LLC
COOPERS TECHNOLOGY GROUP
CULLIGAN WATER CONDITIONING
DACOTAH PAPER COMPANY
DEX EAST
DYNAMIC IMAGING SYSTEMS INC
MICHELLE ELDIEN
EVERGREEN EQUIPMENT INC
FARMERS CO OP OIL ASSN
FERGUS FALLS DAILY JOURNAL
FERGUS FALLS SCHOOL DIST 544
CITY FERGUS FALLS
FERGUS POWER PUMP INC
FERGUS TIRE CENTER
FOTH INFRASTRUCTURE & ENVIRONM
FRAZEE FORUM INC
FRITZ ELECTRIC
FRONTIER PRECISION INC
GALLS AN ARAMARK COMPANY
GREEN LIGHTS RECYCLING INC
STEPHEN GRIMSTAD
H & R CONSTRUCTION CO
MIKE HANAN
HANSON'S PLUMBING & HEATING IN
HARMS TOWING & SERVICE
HEALTHCARE ENVIRONMENTAL SERVI
HEDAHLS HEADQUARTERS 4.32
THOMAS HIEDEMAN 11,000.00
HIGH PLAINS TECHNOLOGY 3,835.74
HILL TOP LUMBER INC 71.17
HITESMAN & WOLD PA 224.00
ROBERT HUCKEBY 19.38
AMOUNT
25.66
225.86
235.00
86.07
130.00
276.74
108.79
2,150.00
120.00
75.48
163.00
64.13
160.20
349.00
114.78
3,248.44
40.00
59.46
475.56
75.63
219.50
447.67
218,883.66
25,602.00
240.33
10.69
656.98
22.30
3,570.96
299.53
350.55
1,553.90
344.64
561.14
7,260.52
450.00
576.17
7,218.48
51.24
190,410.95
880.65
609.08
1,407.20
28.41
992.31
208.68
13.89
181.68
29.10
OTC Board of Commissioners' Minutes
September 6, 2011
Attachment A, Page 2
VENDOR NAME
INNOVATIVE OFFICE SOLUTIONS
IOD INCORPORATED
JK SPORTS
JOHNSTON FARGO CULVERT INC
JONES AND MAGNUS
KEEPRSINC
KELLY SERVICES INC
L & 0 ACRES TRANSPORT INC
LAKES AREA PEST CONTROL LLC
LANDWEHR CONSTRUCTION INC
LARRY OTT INC TRUCK SERVICE
LEROY MOTORSPORTS
LIBERTY TIRE RECYCLING SERVICE
LITTLE BEAR TOWING
LOCATORS & SUPPLIES INC
M-R SIGN COMPANY INC.
MAAO
MANNY'S -ROCKY'S BAIT
MARCO INC ST LOUIS
MARKS FLEET SUPPLY INC
MARSTON CONSUL TING GROUP LLC
MCQUAY INTERNATIONAL
MIDWEST PRINTING CO
MIDWEST TESTING LABORATORY
MIDWESTERN MAT RENTAL & SUPPLY
MN CO INTERGOV'TAL TRUST
MN CO INTERGOVERNMENTAL TRUST
MN DEPT OF HUMAN SERVICES
MN MOTOR COMPANY
MOORE MEDICAL LLC
NAPA FERGUS FALLS
NARDINI FIRE EQUIPMENT
NORTHLAND BUSINESS SYSTEMS INC
OFFICEMAX INCORPORATED
OLSEN COMPANIES
OTIS ELEVATOR CO
OTTER ELECTRIC LLC
OTTER TAIL FAMILY SRVCS COLLAB
OTTERTAIL AGGREGATE
OTTERTAIL TRUCKING INC
STANLEY OVERGAARD
OVERHEAD DOOR CO OF FERGUS FAL
OVERLAND MECHANICAL SERVICES
PACE ANALYTICAL SERVICES INC
PAMIDA PHARMACY
PERHAM MEMORIAL HOSPITAL & HOM
PHILLIPE LAW OFFICE
PITNEY BOWES
PRAIRIE RESTORATIONS INC
PROTAINER
PRODUCTIVE ALTERNATIVES INC
QUALITY OVERHEAD LLC
RAM-SWANA
RAY'S OIL COMPANY
RINGDAHL AMBULANCE SERVICE
ROLLIE$ SALES & SERVICE INC
ROYAL TIRE INC
RUBBER STAMP CHAMP
AMOUNT
6,912.25
6.41
40.00
195.65
50.00
999.99
2,878.03
18,341.90
83.36
61,418.44
1,950.00
273.66
1,292.40
230.89
394.18
2,481.05
305.00
926.89
1,130.56
19.22
1,250.00
3,462.01
117.56
9,087.00
164.47
50.00
388.00
39.71
67.66
337.89
49.84
528.72
196.41
149.94
467.23
124.24
217.87
300.00
13,775.70
16,262.00
2,257.94
912.36
4,684.00
1,260.00
9,239.49
16.00
98.21
2,352.01
419.00
4,680.00
405.62
674.00
445.00
898.70
450.00
529.68
832.64
15.99
VENDOR NAME
S.W.INC
SB LC-FF
KEVIN SCHEIDECKER
SEHINC
SERVICE FOOD SUPERVALU
SHELSTAD FINANCIAL SERVICES IN
SHURCO OF NORTH DAKOTA
JUDY SIGGERUD
SIMPLEXGRINNELL LP
GENE SMITH
SON'S APPLIANCE & REFRIGERATIO
SOUTH MILL SERVICE
MICHAEL SPLONSKOWSKI JR
STADUM PLUMBING & GRAVEL LLP
STEINS INC
STREICHERS
SUPER SEPTIC & EXCAVATION
THIS WEEKS SHOPPING NEWS
TITAN ACCESS ACCOUNT
TRANQUILITY BUILDING SERVICES
TRI-STATE DIVING
US AUTOFORCE
US BEARINGS & DRIVES
VALLEY FIRE EQUIPMENT
VICTOR LUNDEEN COMPANY
VOSS LIGHTING
WASTE MANAGEMENT
WASTEQUIP
WEETOWN OUTPOST
WHITE BANNER UNIFORM SHOP
JAMES WILKUS
ZIEGLER INC
•••• FINAL TOTAL. ..... .
OTC Board of Commissioners' Minutes
September 6, 2011
Attachment A, Page 3
AMOUNT
1,555.00
52.35
135.42
755.00
20.86
787.50
1,173.98
47.18
647.70
12.27
241.19
97.78
458.72
115.00
2,694.90
98.98
77.19
102.60
2,437.96
454.22
33.67
450.72
192.75
550.50
252.08
36.59
13,960.24
16,550.00
60.69
34.99
29.81
1,211.86
$708,887.09 ••••