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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 04/10/2012MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN April 10, 2012 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, April 10, 2012 at 9:30 a.m., at the Otter Tail County Government Services Center in Fergus Falls, MN, with Commissioners Lee Rogness, Chair; Doug Huebsch, Vice-Chair; Wayne Johnson, John Lindquist, and Roger Froemming present. Approval of Agenda Chairman Rogness called for approval of the April 10, 2012 agenda. Motion by Froemming, second by Lindquist, and unanimously carried to approve the Board of Commissioners agenda of April 10, 2012 as mailed. Approval of Minutes Motion by Johnson, second by Huebsch, and unanimously carried to approve the Board of Commissioners meeting minutes of April 3, 2012 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. FMLA Procedures Change Motion by Huebsch, second by Lindquist, and unanimously carried to change the language in the FMLA Procedure document dated 01/01/2012 conforming to current practice as reviewed and recommended by the Personnel Board. The procedure is identified as Attachment B of these minutes. Human Services 2011 Annual Report John Dinsmore, Community Services Director, introduced the 2011 Annual Report for the Human Services Department at the April 3, 2012 meeting. Mr. Dinsmore continued the discussion providing an in-depth briefing of the complete report. The briefing included information about health care, food support, child care subsidy, description of Human Services primary programs, child protection and vulnerable adult services, chemical dependency services, and total cost of various programs. He indicated that about 20% of the County's population is on subsidized health care with 8% of the budget spent on traditional welfare programs and 60-65% on long term care services The 2010 Otter Tail County services provided were reported at a total cost of $102,450,542 (federal, state & county funds). The overall OTC Human Services Agency 2011 budget was reported as $16,159,351. Human Service Bills & Claims Motion by Johnson, second by Lindquist and unanimously carried to approve the Human Services Bills and Claims as presented. Detention Facility Nursing Services Sheriff, Brian Schlueter reported that the Detention Facility Nurse Practitioner is retiring the end of May 2012. He briefed the Board on a company that provides nursing services and record management to Detention Facilities in several other counties. He estimated contracted nursing services at about $89,000 annually with a $6,000 one-time equipment expense. Discussion followed regarding other options to contract for additional services. Motion by Johnson, second by Lindquist, and unanimously carried to authorize the Sheriff to negotiate a nursing services contract for the Detention Facility with MEND Correctional Care LLC of Rogers, MN. OTC Board of Commissioners' Minutes April 10, 2012 Page 2 Federal Boat & Water Grant Motion by Froemming, second by Johnson, and unanimously carried to authorize the Chairman's signature to execute the 2012 Federal Boating Safety Patrol Supplement Grant Agreement (Project ID R29G80110127) between the State of MN and the County of Otter Tail. The grant provides $8,000 for extra boat and water safety staff time. Recess & Reconvene At 10:15 a.m., Chairman Rogness declared the meeting of the Otter Tail County Board of Commissioners recessed for a short break. The meeting was reconvened at 10:20 a.m. CARE Facility Amendment No. 1 to Engineering Proposal Terry Hoff, Plant Manager, briefed the Board on a surface water drainage plan submitted by Interstate Engineering, Inc. Discussion took place about the need to remove moisture from the soils in addition to removing surface water runoff and the need for soil sampling before completion of a final proposal. Motion by Johnson, second by Froemming, and unanimously carried to proceed with work as outlined in No. 5 through No. 11 in Amendment No. 1 to the Engineering Proposal of December 12, 2011, at a cost of $6,000.00, for the Otter Tail County 60 Bed CARE Facility. Commissioners requested documentation of work and expenditures. Watershed District Petitions Brad Mergens, WOTSWCD Manager, reported that the North Region Water Plan Committee is meeting on April 11, 2012, to consider the establishment petition for the Lower Otter Tail Upper Red WO and the petition to enlarge the Buffalo Red WO. Mr. Mergens submitted a letter written to the MN Board of Water and Soil Resources (BWSR) from Wilkin County that clarified Wilkin County's position regarding the watershed district petitions. Motion by Huebsch, second by Froemming, and unanimously carried to send Commissioners Rogness and Lindquist to the NR Water Plan Committee meeting on April 11, 2012 at the Bemidji City Hall. Motion by Johnson, second by Lindquist, and unanimously carried to send a letter to BWSR endorsing the position and conditions expressed by Wilkin County. Concept Report for North Ottawa lmpoundment Project Commissioner Lindquist expressed concerns regarding the concept of the North Ottawa lmpoundment project. He indicated concern about the potential cost of the project to property owners and failure to look at alternative, less costly projects to correct the problem. Commissioners directed the Public Works Division to monitor the situation and report back to keep the County Board updated. Lakeshore Site Permit Issue Commissioner Johnson brought up the issue of constructing a new dwelling on a property while continuing to occupy the existing dwelling which is prohibited by the current Shoreland Management Ordinance. He inquired about a possible interim solution. No action was taken. MCIT Annual Member Report Jane Hennagir, MCIT Risk Management Consultant, provided the Minnesota Counties Intergovernmental Trust 2012 Report and highlighted specific areas of the report. She provided information about MCIT's organization, Otter Tail County's workers compensation and property/casualty insurance, and risk management education. Discussion followed regarding rates, dividends, and reserves. Commissioners requested a copy of MCIT's Annual Report. OTC Board of Commissioners' Minutes April 10, 2012 Page 3 AIS Task Force Recommendations On behalf of the Aquatic Invasive Species (AIS) Task Force, Bill Kalar reported that Otter Tail County's Public Awareness AIS Grant application has been approved, in the amount of $7,500.00. He submitted the following recommendations from the Task Force: 1) Full page ad in Lakes Journal publication costing up to $650.00 -this publication is printed by the Fergus Falls Daily Journal and is distributed to all property owners in the lakes area. Also place ad in the Midweek and Shopper for further distribution. 2) Request Board of Commissioners authorize up to $30,000 of the $50,000 (previously designated for AIS issues) for watercraft inspection of County lakes. The lakes to be inspected have not been determined; however, the Task Force has identified criteria for lake selection. Mr. Kalar indicated that $30,000 at $15.50 per hour gives the County 1,935 hours of inspection time. Motion by Huebsch, second by Johnson, and unanimously carried to approve AIS Task Force recommendation No. 1 to place advertisements in various publications to enhance the public education component of AIS infestations and/or potential infestations of area lakes. Discussion took place regarding Recommendation No. 2 and guidance for the Task Force. Motion by Huebsch, second by Froemming, and unanimously carried to authorize $30,000 for lake inspection hours as recommended by the AIS Task Force contingent upon strong efforts on already infested lakes and high use public accesses and high volume resort accesses. The motion is also contingent upon leveraging additional dollars and/or volunteer hours from lake associations or other interested parties to increase the value of dollars spent Phelps Mill Bridge Project -S.P. 056-090-007 Rick West, Highway Engineer, submitted bids for the Phelps Mill Bridge Restoration Project. Bids were . opened at 1 :00 p.m. on April 4, 2012 as follows: Industrial Builders, Inc. . Fargo, N.D. Redstone Construction Co., Inc. Mora, MN Robert R. Schroeder Construction, Inc. Glenwood, MN Swingen Construction Co. Grand Forks, N.D. Highway Contracts $453,342.00 $457,079.40 $465,011.50 $574,125.50 Motion by Lindquist, second by Johnson, and unanimously carried to authorize the appropriate County officials' signatures to execute a Contract between the County of Otter Tail and Mark Sand & Gravel Co., of Fergus Falls, MN, for seasonal supply of hot mix bituminous for East Otter Tail County. Motion by Froemming, second by Johnson, and unanimously carried to authorize the appropriate County officials' signatures to execute a Contract between the County of Otter Tail and Central Specialties, Inc. of Alexandria, MN, for seasonal supply of hot mix bituminous for East Otter Tail County. Motion by Johnson, second by Froemming, and unanimously carried to authorize the appropriate County officials' signatures to execute a Contract between the County of Otter Tail and Central Specialties, Inc. of Alexandria, MN, for S.A.P. 056-636-005 & Etc. for work on CSAH No. 36 and CSAH No. 83, contingent upon the approval of the County Attorney. OTC Board of Commissioners' Minutes April 10, 2012 Page 4 Social Host Ordinance David Hauser, County Attorney, submitted a proposed Social Host Ordinance. Motion by Froemming, second by Huebsch, and unanimously carried to schedule a Public Hearing at 11 :00 a.m. on Tuesday, May 1, 2012, at the Government Services Center in Fergus Falls, MN, for public comment regarding the proposed ordinance. License Application Motion by Froemming, second by Johnson, and unanimously carried to approve the following application for license: Peak Supper Club 43517 County Highway 38 Clitherall, MN 56524 Renewal of Consumption and Display Permit Ditch Viewer Resignation Motion by Johnson, second by Froemming, and unanimously carried to regretfully accept the resignation of Richard Carlund as a County Ditch Viewer. Commissioners expressed appreciation for his past service. Closed to the Public At 12:10 p.m., Chairman Rogness declared the Board of Commissioner's meeting closed to the public to discuss attorney/client privileged information regarding litigation over construction issues at the 60 Bed CARE Facility. Present were all five seated Commissioners, County Attorney, County Administrator, Physical Plant Manager, Plant Operations Supervisor, and Board Secretary. Adjournment Upon completion of the closed session, at 12:25 p.m., Chairman Rogness declared the meeting of the Otter Tail County Board of Commissioners adjourned until 9:30 a.m. on Tuesday, April 17, 2012. Dated: _0_4-,/~n-+-/ a._0/_~--- CB/kd OTC Board of Commissioners' Minutes April 10, 2012 Attachment A, Page 1 WARRANTS APPROVED ON 4/10/2012 Vendor Name A\1ands Uc .-\BG Malntename Inc . .\R\ 1G ~'TERPRISES !NC Auto Value Fergus Falls .-\\TEX SOLUTIONS LLC Ballard Sa:nitation Inc Barren Ems Training Battle Lake Auto Parts BennetVTerrr BEYOND THE MlTRID COR.c'lE.R.S LLC Bob's Standard Bulk Ser\1ce Brandner/Stew Braun Vending Inc Carr's Lake Country Supermarket Catco Parts And Ser\1ce CDW Gowmment Inc Central States \\'ire Products Inc Cernfted Auto Repair Charter Communicanons Citizens Ad\'Ocate CO OP Senices Inc Coopers Technology Group Cossette/Da,id Dakota Wholesale Tire Dan's Towing & Repair Dex East DINNEl/RJCHARD & K\NCY I DLMLLC East Otter Tail Focus Ellt.\c"\l.iEL/DRE\\' . .\ & MARILYN J Fastenal Company Fergus Falls Dail,· Journal Fergus Power Pump Inc Fergus Tire Center FLEM/CYRIL & Jl'1'1: C Frazee Forum Inc GALLSLLC H&LMesab1 !Hi\'ES SEPTIC T . .\c'JK Pl,-IP!NG Healthcare Emironmental Sffnces Inc Hedahls Headquarters Henrung . .\uto Parts Inc Hon;Jey SJJ('(1alties Inc Jnno,·am·e Office Solutions ~"ITGRA TELECOM J C's General Store Jake's Jolms Uc Amount 6,914 56 171 00 661.68 300 14 11,779.78 672.00 900.00 116 83 120.39 62 16 133 00 194 21 22 12 70.37 42.43 3.884 88 5,609 87 45.40 76.10 91.60 45.14 397.56 11 81 1.064.52 1.170 90 21.15 500.00 5,62440 148 50 3.041 1D 291 71 725.34 2,200.00 25.00 73.200.00 51.24 88.77 256 50 75 00 29 10 4000 338 74 35. 775.00 86.17 383.42 32 36 270.00 OTC Board of Commissioners' Minutes April 10, 2012 Attachment A, Page 2 Kelly Sen1ces Inc KOPUN/SHA\l'N M Lake Region Healthcare Corp Larry Ott Inc Truck Sen ice Lan;' s supermarket Larson/Dean LarunvJ>at Llen/Eric LINDQUIST & VENNUM PUP Long Weekend Sportswear Managed Design Llc Marco Marco Inc St Louis MATHISON CO Med-Tech Resource Inc Mertckel Lumber 1'IlD MN HEATING & AC INC Miller's P:redSion Enterprtses Inc l',ln Dept Of Health l',ln Hwr Safety And Research Center l',!N Motor Compan,· Mn Pollution Control Agency l',IN State Auditor MORTON SALT INC Napa Fergus Falls Nelson . .\llto Center Nerdahl/Joyce E NEIV LIFE COMMUNICATIONS Newborg/Kenn North Amertcan Salt Co NORTHWOODS ASSEMBLY OF GOD Officemax Incorporated Olson/Richard Ottertail Trucbng Inc O\·erland Mecharucal Sen1ces PAITE.RSON DENTAL Sl,'PPLY INC Pelican Rapids Baseball Associanon Pelican Rapids Press Perham Resource Recowrr Facility Phoeni.., Supply PINE PL.UA TV & APPLIANCE Powerplan OIB Productire Alternam·es Inc OUahty O\·erhead I.LC R D OFFUTT COMPA."'1· Rental Store/The Rick's Tire Sel\1ce Rallies s.ales & Sen ice Inc Royal Tire Inc 209.87 3,826.74 275.00 1,335.00 48.57 155.00 102.45 5.37 118.75 331.00 5.400.00 180.12 569.20 381.87 362 51 113.93 1,462.76 73.52 350.00 1,544.00 3 79.51 78,770.50 10,636.26 4,416.10 60.73 20,243.00 270.00 1,894 12 112.98 4,406.89 50000 79.55 2,672.13 19,280.50 1,39307 48.21 350.00 36,502.63 118,497.60 46.94 46 15 1,461.08 169.93 324.00 33,608.00 72 .. 00 125.00 1,393.58 4,709.43 SBLC FF SCHEIDECKER/DEAN K &.>,NN F Scott Hofland Consnuction Inc Ser\1ce Food Super \'alu Shemm Williams SHL1.TZ & . .\SSOCHTIS LID Sigelman Steel & Recni.Ulg Inc Simengaarcl/Paul Simple>.'Grtnnell Staples Advantage Steins Inc Stew's Sanitation Inc srreichers Superior Lakeside Inc This Weeks Shopping News Thrssen l.:rupp Elevator Corporation Titan Access Account TNT REPAIR IKC TRL"E :-IORTH TOl\"ER Ugstad Plumbing Inc ll1\lFOR.-.,IS ll1\IBIITID IKC U1.1VERsm· OF MN USB.-\NK \'ictor Lundeen Company \'oss Lighting Waste Management WECKERLY/TERRY T & \\".',.'\'D.-\ L WW 11 Consulting Company Xerox Corporation Final Total: OTC Board of Commissioners' Minutes April 10, 2012 Attachment A, Page 3 23.13 50000 7. 175 00 17.85 32.64 130.95167 9.23 5597 1 162.87 390.19 229.60 4,785.00 2,176.52 806.61 74 70 945 99 639 41 481 32 911 62 14 7.91 147.85 20500 2.000 00 691.17 16 29 636 70 SQQ 00 3.400.20 189 14 676,581.08 FMLA PROCEDURE Effective Date 01101/2012 OTC Board of Commissioners' Minutes April 10, 2012 Attachment B, Page 1 The intent of the FMLA designation procedure is to ensure that the counting of FMLA time is fair and equitable for all eligible Otter Tail County employees. Because Otter Tail County has paid leave available, these procedures will mitigate the need for implementation of Family Medical Leave unless the leave is for an extended period of time. Otter Tail County employees will be provided Family Medical Leave pursuant to federal law as follows: 1) If the employee requests FMLA leave and is eligible under FMLA guidelines. 2) If the employee has exhausted all paid leave and is eligible under FMLA guidelines. 3) If the employee has been out of work for 87 hours which is the equivalent of an entire pay period (pro-rated for part time employees) and is eligible under FMLA guidelines, the employee will be put on Family Medical Leave. This could be an unpaid FMLA, paid FMLA, or combination thereof. 4) If the employee has been out of work on an intermittent basis equivalent to an entire pay period (87 hours) annually, for the same condition and is eligible under FMLA guidelines, the employee will be put on family medical leave. This could be paid FMLA, unpaid FMLA, or a combination thereof. Employees and/or Supervisors are responsible to contact the Coordinator's office under any of the above scenarios. A 30-day notice is required if it is foreseeable that an employee will be out of work for more than 87 hours (pro-rated for part time employees). If an employee is expected to return to work before 87 hours are missed, FMLA is not invoked and the provisions for use of sick leave in the union contract or Personnel Rules will be followed along with the department's normal procedures. If a Family Medical Leave is requested or invoked, all appropriate paperwork (Department of Labor forms) must be completed.