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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 02/05/2013MINUTES OF THE · OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN February 5, 2013 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, February 5, 2013 at 9:31 a.m., at the Otter Tail County Government Services Center in Fergus Falls, MN, with Commissioners Doug Huebsch, Chairman; Wayne Johnson, Vice-Chair; Roger Froemming, John Lindquist, and Lee Rogness present Approval of Agenda Chairman Huebsch called for approval of the February 5, 2013 agenda. Motion by Froemming, second by Lindquist, and unanimously carried to approve the Board of Commissioners agenda of February 5, 2013 as submitted. Approval of Minutes Motion by Johnson, second by Rogness, and unanimously carried to approve the January 29, 2013 Board of Commissioners meeting minutes as amended under the "Upcoming Meetings" section. Approval to Pay Bills Motion by Johnson, second by Froemming, and unanimously carried to approve payment of the County Board bills per Attachment A of these minutes. Otter Tail Country Tourism Members of the Otter Tail Country Tourism Association presented a booklet with statistics of the economic impact of Tourism in Minnesota and the Otter Tail County region. They reviewed the history of the Otter Tail Country Tourism Association and their website. Nick Leonard stressed the importance of social media to attract tourists to the Otter Tail County region and discussed how a redesign of the Otter Tail Country Tourism Association website could increase traffic and become a one-stop shop for the region. A proposal was presented to request Otter Tail County to fund a new, updated website to include branding, expanded usability, responsive design and integrations with social media. Commissioners indicated that goals for the website redesign are 1) to provide a one-stop shop for businesses in the Otter Tail region, 2) allow tourists to plan their trips on-line to experience the Otter Tail area possibly leading to people moving to the area, 3) good tourism branding, 4) completeness for communities with calendar events, and 5) a self-sustaining Tourism website as membership grows. Motion by Johnson, second by Rogness, and unanimously carried to approve the proposal of the Otter Tail Country Tourism Association for website design and upgrade, not to exceed $30,000, to be paid from the Otter Tail County General Revenue Fund. The website design will be completed by Faster Solutions, Inc. Members of the Association will report back to the Board regarding progress, analysis, and return on investment information. Recess & Reconvene At 10:16 a.m., Chairman Huebsch declared the meeting of the Otter Tail County Board of Commissioners recessed for a short break. The meeting was reconvened at 10:21 a.m. Courthouse Remodeling Terry Hoff, Interim Physical Plant Manager and David Shultz, Architect, submitted a Project Construction Budget Summary dated January 28, 2013. Mr. Shultz briefed the Board on Phase I of the project Completion date has been moved from February 1, 2013 to April 15, 2013. OTC Board of Commissioners' Minutes February 5, 2013 Page 2 He reported change orders of about $170,000 on the 5.2 million dollar project which is about 3% of the project and within the budgeted contingency fund. Motion by Rogness, second by Johnson, and unanimously carried to authorize the Chairman's signature to execute Change Order No. 6 for Project No. 1119, in the amount of $26,155.91, payable to Comstock Construction Inc. of Fergus Falls, MN. Mr. Shultz presented an estimated budget for Courthouse Remodeling Phase 2 and discussed pieces of the proposed project. Due to the higher than expected budget for the Phase 2 project, Mr. Shultz recommended bidding the project with contingencies in order to break down costs for work that could be delayed to a future year. Motion by Froemming, second by Rogness, and unanimously carried to authorize preparation of Bid Documents for the Courthouse Phase 2 remodeling project. Mr. Shultz will return to the Board in two weeks for review of the final Bid Documents. Commissioners indicated that the project completion date and accept/reject language need to be analyzed. Trunk Highway 235 Turnback Project Discussion Jodi Martinson, MnDOT District Engineer, and Rick West, Public Works Director; briefed the Board regarding funding available in 2015 to upgrade TH 235. Once the highway is upgraded, it would be changed from State of Minnesota jurisdiction to Otter Tail County. A formal Memorandum of Understanding will be completed and brought back to the Board. Otter Tail County will be held harmless on the additional cost of the project in 2015. Data & Voice Connectivity to County Offices Motion by Johnson, second by Lindquist, and unanimously carried to authorize the Chairman's signature to renew a five year agreement to provide viable connectivity solutions for County offices in Fergus Falls, New York Mills and Ottertail City. Speed to transmit data and interoffice/interPBX VOiP traffic will be increased with the monthly cost of $4,320 payable to Otter Tail Telcom. Law Enforcement Hardware/Software Upgrade Motion by Johnson, second by Rogness, and unanimously carried to approve a CIS Hardware/Software Upgrade including capability for E-Citation at an estimated cost of $272,947.45. The City of Fergus Falls Police Department will pay $125,000, Sheriffs Office Capital Improvement Fund $23,262.45, 9-1-1 Fund for hardware server $65,706, and the County's IT Department $58,979. Services to install t.he CIS server system at an approximate cost of $22,914 will be completed by Computer Information Systems, Inc. with the remainder of the proposal to be purchased from Marco. Otter Tail County Sheriff 2012 Year End Report Sheriff Brian Schlueter submitted the Otter Tail County Sheriff 2012 Year End Report. Land & Resource Office Staffing Motion by Rogness, second by Lindquist, and unanimously carried to approve one full time Office Technician position, four AIS Watercraft Inspector positions, and two seasonal Sewage System Inspectors in the Land & Resource Office. SAFE ROUTES TO SCHOOL PROJECT Otter Tail County Resolution No. 2013 -15 BE IT RESOLVED, that the County of Otter Tail act as sponsoring agency for the Safe Routes to School (SRTS) Project within the City of Battle Lake and acknowledges herewith that it is willing to be the project sponsor knowing full well that such sponsorship includes a willingness to secure and guarantee the local share of costs associated with this project and responsibility for seeing this project through to its completion, with compliance of all applicable laws, rules and regulations. OTC Board of Commissioners' Minutes February 5, 2013 Page 3 BE IT FURTHER RESOLVED, that Richard K. West, County Engineer, is hereby authorized to act as agent on behalf of this applicant. AGREEMENT TO MAINTAIN FACILITY WHEREAS, The Federal Highway Administration (FHWA) requires that states agree to design, construct, operate and maintain facilities constructed with federal transportation funds for the useful life of the improvement and not change the use of right of way required without prior approval from the FHWA; and WHEREAS, SRTS projects receive federal funding from the reauthorization of the Surface Transportation Program (STP) of the Safe, Accountable, Flexible, Efficient Transportation Equity Act -A Legacy for Users (SAFETEA-LU) of 2005; and WHEREAS, The Minnesota Department of Transportation (MnDOT) has determined that for projects implemented with SRTS funds, this requirement should be applied to the project sponsor; and WHEREAS, The County of Otter Tail is the project sponsor for the SRTS project within the City of Battle Lake. THEREFORE BE IT RESOLVED, that the Project Sponsor hereby agrees to assume full responsibility for the design, construction, operation and maintenance of property and facilities related to the aforementioned SRTS project. . Upon the motion of Commissioner Rogness, seconded by Commissioner Lindquist, the Otter Tail County Board of Commissioners adopts the foregoing resolution by a unanimous vote. Adopted at Fergus Falls, Minnesota, this 5th day of February, 2013 Dated: -~o~a~-~'~'t_-~I 3~------OTTER TAIL COUN Y BOARD OF COMMISSIONERS . :L AtteS!: -L-a-rry~~--'K=--r~o'""'h =i.'-c~~-er"'k""-""""---- SAFE ROUTES TO SCHOOL PROJECT Otter Tail County Resolution No. 2013 -16 BE IT RESOLVED, that the County of Otter Tail act as sponsoring agency for the Safe Routes to School (SRTS) Project within the City of Perham and acknowledges herewith that it is willing to be the project sponsor knowing full well that such sponsorship includes a willingness to secure and guarantee the local share of costs associated with this project and responsibility for seeing this project through to its completion, with compliance of all applicable laws, rules and regulations. BE IT FURTHER RESOLVED, that Richard K. West, County Engineer, is hereby authorized to act as agent on behalf of this applicant. AGREEMENT TO MAINTAIN FACILITY WHEREAS, The Federal Highway Administration (FHWA) requires that states agree to design, construct, operate and maintain facilities constructed with federal transportation funds for the useful life of the improvement and not change the use of right of way required without prior approval from the FHWA; and OTC Board of Commissioners' Minutes February 5, 2013 Page 4 WHEREAS, SRTS projects receive federal funding from the reauthorization of the Surface Transportation Program (STP) of the Safe, Accountable, Flexible, Efficient Transportation Equity Act -A Legacy for Users (SAFETEA-LU) of 2005; and WHEREAS, The Minnesota Department of Transportation (MnDOT) has determined that for projects implemented with SRTS funds, this requirement should be applied to the project sponsor; and WHEREAS, The County of Otter Tail is the project sponsor for the SRTS project within the City of Perham. THEREFORE BE IT RESOLVED, that the Project Sponsor hereby agrees to assume full responsibility for the design, construction, operation and maintenance of property and facilities related to the aforementioned SRTS project. Upon the motion of Commissioner Rogness, seconded by Commissioner Lindquist, the Otter Tail County Board of Commissioners adopts the foregoing resolution by a unanimous vote. Adopted at Fergus Falls, Minnesota, this 5th day of February, 2013 OTTER TAIL COUNTY BOARD OF COMMISSIONERS Attest: bv~ !{£._ LarryKrnh~ Clerk SAFE ROUTES TO SCHOOL PROJECT Otter Tail County Resolution No. 2013 -17 BE IT RESOLVED, that the County of Otter Tail act as sponsoring agency for the Safe Routes to School (SRTS) Project within the City of·Parkers· Prairie and acknowledges herewith .that it is willing to be the project sponsor knowing full well that such sponsorship includes a willingness to secure and guarantee the local share of costs associated with this project and responsibility for seeing this project through to its completion, with compliance of all applicable laws, rules and regulations. BE IT FURTHER RESOLVED, that Richard K. West, County Engineer, is hereby authorized to act as agent on behalf of this applicant. AGREEMENT TO MAINTAIN FACILITY WHEREAS, The Federal Highway Administration (FHWA) requires that states agree to design, construct, operate and maintain facilities constructed with federal transportation funds for the useful life of the improvement and not change the use of right of way required without prior approval from the FHWA; and WHEREAS, SRTS projects receive federal funding from the reauthorization of the Surface Transportation Program (STP) of the Safe, Accountable, Flexible, Efficient Transportation Equity Act -A Legacy for Users (SAFETEA-LU) of 2005; and WHEREAS, The Minnesota Department of Transportation (MnDOT) has determined that for projects implemented with SRTS funds, this requirement should be applied to the project sponsor; and WHEREAS, The County of Otter Tail is the project sponsor for the SRTS project within the City of Parkers Prairie. OTC Board of Commissioners' Minutes February 5, 2013 Page 5 THEREFORE BE IT RESOLVED, that the Project Sponsor hereby agrees to assume full responsibility for the design, construction, operation and maintenance of property and facilities related to the aforementioned SRTS project. Upon the motion of Commissioner Rogness, seconded by Commissioner Lindquist, the Otter Tail County Board of Commissioners adopts the foregoing resolution by a unanimous vote. Adopted at Fergus Falls, Minnesota, this 5th day of February, 2013 Out-of-State Travel Approved Motion by Rogness, second by Lindquist, and unanimously carried to approve out-of-state travel for Rick West, Public Works Director, to attend a NACE Conference in Des Moines, Iowa. Software Service and License Agreements Motion by Rogness, second by Johnson, and unanimously carried to authorize the appropriate County Officials' signatures to execute Ratification of the following agreements between Minnesota Counties Computer Cooperative (MCCC) and Xerox State and Local Solutions, Inc. Otter Tail County is a MCCC participating member. Otter Tail County's financial obligations for the Tax and CAMA Agreements will be covered by the Recorder's Department Technology Fund dollars: 1) Software Service and License Agreement 2) LRMS CAMA Maintenance and Support Agreement, and 3) LRMS Property Tax Maintenance and Support Agreement Absentee Ballot Board Motion by Johnson, second by Froemming, and unanimously carried to appoint the following individuals to the Absentee Ballot Board for the processing of both regular and UOCACA absentee ballots for the March 12, 2013 Township General Election and for the ISO No. 548's Special Election: Julie Greene Dawn Godel Heather Jacobson Pat Larum Kirsten Olson Connie Tanner Leslie Swartz Tracy Williams Application for License Motion by Lindquist, second by Froemming, and unanimously carried to approve the following application for license subject to the approval of the County Attorney's office and the Sheriffs Department: Stalker Lake Golf Course Bar & Grill, LLC Liquor and Sunday Liquor Transfer 15786 Golf Course Road (License Period-Approval Date through June 30, 2013) Dalton, MN 56324 Smoking Use Policy Diane Thorson, Public Health Director, reviewed a draft Memorandum of Understanding with the Board regarding the County's Smoke-Free Policy. Motion by Rogness, second by Lindquist, and unanimously carried to recognize that the County owned CARE facility will operate under the State Operated Service Smoke/Tobacco use rules and will not be governed by the County's Smoke-Free Policy. Motion by Johnson, second by Froemming, and unanimously carried to draft language that allows smoking in personal vehicles in County parking lots. The County Attorney will return with final Smoke-Free Policy language. OTC Board of Commissioners' Minutes February 5, 2013 Page 6 Connectivity Grant Motion by Froemming, second by Rogness, and unanimously carried to authorize the appropriate County Officials' signatures to execute a Minnesota Department of Health Grant Agreement Amendment (Contract No. 55432) which increases the grant agreement by $25,000 for Lakeland Mental Health Center to a total contract amount of $250,000. Public Education Contract Motion by Rogness, second by Johnson, and unanimously carried to authorize the appropriate County Officials' signatures to execute a grant award of $44,000 for work across four counties educating people regarding contaminants of emerging concern. The education will focus on items that sh·ould not be put into the garbage to keep contaminants out of the water/drinking supply. Commissioner Johnson requested that this also includes education on items (pharmaceuticals) that should not be flushed because of drinking water contamination. · · Out-of-State Travel Motion by Johnson, second by Froemming, and unanimously carried to authorize the Public Health Director to travel out-of-state (Kansas) March 13 and 14 of 2013 for the Four County Robert Wood Johnson Grant project. Family Services Collaborative County officials discussed the Family Services Collaborative upcoming budget issues with the Board. The Coordinator has resigned and there is a steady decrease in the revenue source to continue the projects of the Collaborative. Various options were discussed. Commissioners indicated that this could be the first of many program reductions across County government. Commissioners indicated that funding should be requested from the members of the Family Services Collaborative to continue their work for youth and families. Solid Waste Staffing Motion by Lindquist, second by Froemming, and unanimously carried to authorize replacement for a full time Certified Solid Waste Operator. Recess & Reconvene At 12:40 p.m., Chairman Huebsch declared the meeting of the Otter Tail County Board of Commissioners recessed for lunch break. The meeting was reconvened at 1 :05 p.m. Compensation/Classification Update On behalf of the Personnel Board, Rick West introduced Mike Verdoorn, Fox Lawson Compensation Consultant. Mr. Verdoorn submitted a Classification and Compensation Study Final Report dated February 5, 2013. His power point presentation included a review of the project, final report, and recommendations for salary structure. Lengthy discussion and questions occurred regarding actual salaries vs. recommended increases, number of steps used for ongoing compensation plan, options for aligning employees over/under the median range, and concern that salary comparisons are with other public entities only and does not look at the private sector market. Motion by Rogness, second by Johnson, and unanimously carried to accept the Classification and Compensation Final Report as submitted. Motion by Rogness, second by Lindquist, and unanimously carried to refer this to the Personnel Board and Internal Services Committee for implementation recommendations. Otter Tail County Planning Commission Motion by Rogness, second by Lindquist, and unanimously carried to appoint Pat Shol of Fergus Falls, MN to the Otter Tail County Planning Commission effective January 1, 2013 for a three year term. Committee Reports Pomme de Terre: OTC Board of Commissioners' Minutes February 5, 2013 Page 7 Commissioner Lindquist reviewed a Pomme de Terre final project summary. He briefed the Board on the dollars used for landowners in Otter Tail County as a result of the Clean Water Fund Grant received for calendar years 2011 and 2012. He indicated that the administrative expenses were 2.5% to 5% which allows for most of the funding to be used for needed environmental projects. OTC Conservation Committee: Commissioners Lindquist and Johnson reported on the recent OTC Conservation Committee meeting. The next meeting is scheduled at 7:00 p.m. on Wednesday, February 20, 2013. Adjournment At 2:47 p.m., Chair Huebsch declared the meeting of the Otter Tail County Board of Commissioners adjourned until 9:30 a.m. on Tuesday, February 19, 2013. CB/kd OTC Board of Commissioners' Minutes February 5, 2013 Attachment A, Page 1 WARRANTS APPROVED ON 02/05/2013 Vendor Name Al.E.X.>\NDIUA TECH & COMM COLLEGE Anderson Land Surveying Inc Bluestone Technologies Inc Bushman/John CARGll.L INCORPORATED Carr's Lake Country Supermarket CDW Government Inc CENT!l~ AG SERVICES Commissioner Of Transportation CONNEY SAFETY Coopers Technology Group CUlligan Water Conditioning Digital Ally Inc DOUBLE 1li.E BY Hll.TON Easnvood/Garntt Ehlers & Associates Inc E'-'trell'.le Marine I.LC FARGO EI.EC11UC CONSTRUCTION INC Fergus Falls/City Of Foth Infrastructure & Emironment I.LC GAUS UC GRANITE ELECTRONICS H&LMesabi Hauge/Mark Healthcare En~iranmental Services Inc Hedahls Headquarters Herman/Crystal Highway Technologies Hilltop I.umber Inc HOFF ,MARL>\!ID Halo/Gerald A HOLTE/LESLIE Information Systems Corp Innovati\'e Office Solutions Interstate Engineering Inc J C's General Store Lal.<' Region Healthcare Corp Lakes Counll'}· Service Co Op LaIT;· Ott Inc Truck Ser-vice Lawson Products Inc Leaf River Ag Sen ice M'\RCO INC Amount 385.43 4,285.00 6,841.68 9.16 9,811.47 6,69 599.14 189.00 662.51 71.78 85.80 10.69 395,00 221.70 6.36 2,000.00 230.99 2.120.00 18,388,87 15,788.70 683.27 871,73 36,799,28 8.06 70.20 15,14 135.79 139,80 39.50 7,755.00 13,36 9.16 229.41 1,378.41 54,860,29 16,23 150,00 29,50 1,955.00 393.40 46.25 114.09 OTC Board of Commissioners' Minutes February 5, 2013 Attachment A, Page 2 vendor Name Marta Inc St Louis Martposa Publishing Matthew Bend~ & Company Inc Millnesota Law Review MN CO ENGINEERS ASSOC Mn Shertffs' Assoctation MN State Allditor MOREYPHD/EWONL NAPA FERGUS FAILS North Amertcan Salt Co Olson Oil Co Inc Ottertail Trucking Jnc Pete's Body Shop & Towing Protection Systems Jnc PSS WORID MEDIC,U INC Public Agency Tl:ain1ng COWlCil OUAR~l,\STER S.W.Inc Sffiice Food Super Valu Sparks' s Sales Uc Staples Advantage Stearns CO Sheriff Streichm UNIFORMS UNJ.oonD INC VAN D\ll DVM/TERltENCE Victor Lundeen Company Visual Gov Solutions llC Waletzko/Patrick Waste Management WAYNE'S TOOLWAGON WCM TASK FORCE West Payment Cent~ Filial Total: Amount 500.67 68.36 94.89 40.00 460,00 55.00 2,120.00 770.00 101.50 15,102.69 79;31 12,780,00 500.00 682.19 345.84 590.00 87.27 205.00 11.07 702.50 370.75 50.00 556.22 376.38 200.00 70.39 372.10 59.89 696.81 598.50 5,000.00 6,808.36 218,278.55