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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 03/19/2013MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN March 19, 2013 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, March 19, 2013 at 9:30 a.m., at the Otter Tail County Government Services Center in Fergus Falls, MN, with Commissioners Doug Huebsch, Chair; Roger Froemming, John Lindquist, and Lee Rogness present. Vice-Chair Wayne Johnson was absent. Approval of Agenda Chairman Huebsch called for approval of the March 19, 2013 agenda. Motion by Froemming, second by Lindquist, and unanimously carried to approve the Board of Commissioners agenda of March 19, 2013 as presented. Approval of Minutes Motion by Rogness, second by Lindquist, and unanimously carried to approve the March 12, 2013 Board of Commissioners meeting minutes subject to approval of Trunk Highway 235 language by the Public Works Director. Approval to Pay Bills Motion by Lindquist, second by Froemming, and unanimously carried to approve payment of the County Board bills per Attachment A of these minutes. Years of Service Awards Employees' Committee Members, Scott Backstrom and Lynn Larson, presented "Years of Service Awards" to recognize County employees who have completed from 5 to 40 years of service with Otter Tail County. Chairman Huebsch thanked employees for their service and expressed appreciation for their dedicated work. Recess & Reconvene At 9:43 a.m., Chairman Huebsch declared the meeting of the Otter Tail County Board of Commissioners recessed to personally acknowledge employees receiving service awards. The meeting was reconvened at 9:57 a.m. Public Health Staffing Requests Motion by Rogness, second by Lindquist, and unanimously carried to authorize two full time positions in the Public Health Department as follows: o Replace the Coordinator on Aging position by contracting with a partner agency or if that is not possible, replace the position with a full time employee to serve the County. o Replace a full time Secretary/Receptionist position due to a promotion from Secretary/Receptionist to Account Tech position. Privacy & Security Training Motion by Rogness, second by Froemming, and unanimously carried to authorize the Public Health Director to contract with the College of St. Scholastica through the Center for Healthcare Innovation to provide training for new privacy and security rules and regulations. OTC Board of Commissioners' Minutes March 19, 2013 Page2 Family Planning Grant with Horizon Community Health Board Otter Tail County Resolution No. 2013 -24 Commissioner Froemming offered the following and moved its adoption: Be it resolved that: 1) Otter Tail County Public Health can submit a joint application with the Horizon Community Health Board to apply for a Family Planning Special Projects grant from the Minnesota Department of Health; and 2) Horizon Community Health Board can enter into a grant contract with the Minnesota Department of Health if the application is successful; and 3) The Otter Tail County Public Health Director/CHS Administrator and the Horizon Community Health Administrator are hereby authorized to execute contracts as required to implement the organization's participation in the Family Planning Special Projects grant program; and 4) Diane Thorson and Sharon Braaten are authorized to document the execution of this resolution on behalf of the Otter Tail County Board for submission with the grant application materials. Commissioner Lindquist seconded the motion, and upon a vote, the resolution was unanimously adopted. Dated: ---'O'-Ll-+/-0.:2.__,/'-1=3 ___ _ OTTEiAIL COUNTY BOARD OF COMMISSIONERS By: ~ .J,JpA Attest: /4v~~ Larry K~n,lerk Doug ebsch, Board of Commissioners Chair Emerging Contaminants in Groundwater Motion by Lindquist, second by Froemming, and unanimously carried to authorize the appropriate County Officials' signatures to enter into a contract between the County of Otter Tail and Rumor Has It to promote accurate disposal methods for medications and hazardous waste. Otter Tail County Public Health has received grant funding, in the amount of $44,000.00, to work on emerging contaminants in ground water. Community Health Grant Agreement Motion by Rogness, second by Lindquist, and unanimously carried to authorize the appropriate County Officials' signatures to execute a contract between the County of Otter Tail CHB and the Minnesota Department of Health for funding, in the amount of $1,132.00, for health screening and follow-up services for tuberculosis in the foreign born (refugee) population. Wellness Plan for 2013 Janet Lindberg, Otter Tail County Wellness Coordinator, presented the County's 2013 Wellness program. She briefed the Board on various wellness initiatives which include wellness education, exercise opportunities, daily access to fruit and vegetables, and a smoke free workplace. Motion by Lindquist, second by Rogness, and unanimously carried to approve the 2013 Wellness Plan as presented including support for Otter Tail County facilities to be a drop off location for Community Supported Agriculture (CSA) programs. Breastfeeding Policy OTC Board of Commissioners' Minutes March 19, 2013 Page 3 Motion by Rogness, second by Froemming, and unanimously carried to approve the "Otter Tail County Policy for Supporting Employees Who Are Breastfeeding" as submitted and attached to these minutes as Attachment B. Mahube-Otwa Community Action Partnership Leah Pigatti, Mahube-Otwa Executive Director, and Marcia Otte, Family Development Director, presented the Mahube-Otwa 2012 annual report and information regarding the Family Homeless Prevention & Assistance Program (FHPAP). Ms. Otte discussed various aspects of homelessness and how this program addresses the overall issues. SUPPORTING THE FAMILY HOMELESS PREVENTION AND ASSISTANCE PROGRAM OPERATED BY MAHUBE-OTWA COMMUNITY ACTION PARTNERSHIP, INC. WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, Otter Tail County Resolution No. 2013 -25 Otter Tail County has a commitment to establish a collaborative and comprehensive system for addressing the housing needs of families, youth, and single adults who are homeless, or imminently at risk of becoming homeless, and Otter Tail County recognizes that there is a need to continually improve the coordination of existing services currently made available by homeless service providers in Otter Tail County to assure a "continuum of care"; and Otter Tail County recognizes the need to stabilize and maintain in their homes, families, youth and single adults at risk of becoming homeless; and Otter Tail County recognizes the need to shorten the amount of time that families, youth and single adults stay in emergency shelters; and Otter Tail County recognizes the need to eliminate repeat use of emergency shelters by families, youth and single adults; and Otter Tail County recognizes the need to provide support services to homeless and high risk populations. NOW THEREFORE BE IT RESOLVED, by the Otter Tail County Board of Commissioners, that they support the Mahube-Otwa Community Action Partnership, Inc. "Family Homeless Prevention and Assistance Program". Upon a motion of Commissioner Froemming, seconded by Commissioner Lindquist, the Otter Tail County Board of Commissioners adopts the foregoing resolution by a unanimous vote on this 19th day of March, 2013. Dated: __ .!::O:.=L/1..1f~o~,;,,:!...LJ(l~32.,_ __ I-I OTC Board of Commissioners' Minutes March 19, 2013 Page4 License Approvals Motion by Froemming, second by Lindquist, and unanimously carried to approve the following applications for license: Fair Hills Resort, Inc. 24270 County Highway 20 Detroit Lakes, MN 56501 Peak Supper Club 43517 County Highway 38 Clitherall, MN 56524 Zorbaz of Pelican Lake Inc. 51709 County Highway 9 Pelican Rapids, MN 56572 On-Sale Seasonal Liquor and Sunday Renewal of Consumption & Display Permit On-Sale Seasonal Liquor and Sunday Payment Approval Motion by Rogness, second by Lindquist, and unanimously carried to approve payment, in the amount of $1,067.75, from the General Revenue Fund to Sanford Health for services provided under the provisions of Minnesota Statue 609.35. LEAN Training David Hauser, County Attorney, reported that Division Directors are working on a schedule to provide LEAN training to managers, facilitators, and employees. Board consensus was to continue dialogue on the Kaizen/LEAN training process. Family Services Collaborative David Hauser briefed the Board on a recent Family Services Collaborative meeting. Consensus of the Collaborative members is to increase the membership fee from $300 to $725.00 annually. Otter Tail County has five memberships in the organization. Discussion took place regarding the need for the State to develop regions to enhance relationships for efficient government; however, in the absence of designated regions, the Collaborative develops relationships between various entities within the County. Motion by Lindquist, second by Froemming, and unanimously carried to approve the increased membership fee for five Otter Tail County memberships with the Family Services Collaborative from $300 to $725.00. Payment Method David Hauser reported that Fox Lawson job descriptions will identify exempt (salaried) employees and non-exempt (hourly) paid employees. Currently, all employees have been paid based on 2080 annual hours divided by 24 equal payments regardless of the number of worked hours in the pay period. Mr. Hauser indicated that a policy is being developed to account for hours actually worked for non-exempt employees. Recess & Reconvene At 11 :18 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 11 :23 a.m. Shoreland Management Ordinance Revisions Bill Kalar, Land & Resource Management Director, continued review of proposed revisions to the Otter Tail County SMO including Page 6 through 11 of the SMO Revisions document. A draft Shoreland Management Ordinance including the proposed revisions will be available in two weeks. Recess & Reconvene OTC Board of Commissioners' Minutes March 19, 2013 Pages At 12:15 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 :00 p.m. Pomme de Terre River Association Joint Powers Agreement Motion by Lindquist, second by Rogness, and unanimously carried to authorize the appropriate County Officials' signatures to approve the Pomme de Terre River Association Joint Powers Agreement and the corresponding Bylaws of the Pomme de Terre River Association as presented by Brad Mergens, WOTSWCD Manager. Discussion Regarding Buffer Strips Lengthy discussion took place regarding buffer strips around lakes, rivers, and ditches. Mr. Kalar discussed the current regulations in the Shoreland Management Ordinance. Mr. Lindquist reported that Grant County has been successful implementing buffer strips throughout their County through a joint venture between the County and Soil & Water Conservation District. Buffer strips prevent silt and pollutants from entering lakes and rivers. Funding availability was briefly discussed. Commissioners requested that Darren Newville and Brad Mergens from the SWCD's and Bill Kalar obtain information from Grant County and continue to research this concept. Buffalo Red River Watershed District Update Peter Fjestad, Otter Tail County's Representative on the BRRWD Board, briefed comm1ss1oners on projects being completed by the District. He discussed various funding for proposed projects. Mr. Fjestad indicated that there is an upcoming meeting with the Red River Basin Board that he will be attending. He will continue to provide updates on the BRRWD activities. Adjournment At 2:00 p.m., Chairman Huebsch declared the meeting of the Otter Tail County Board of Commissioners adjourned until 9:30 a.m. on Tuesday, March 26, 2013. Dated: _ _,0"'-4:i.µI t,"'-"'-;1.J-/,._,.13..,_ __ _ r I OTTER TAIL COUNTY BOARD OF COMMISSIONERS Att,st /4.,.~L Larry Kr n, lerk CBil<d OTC Board of Commissioners' Minutes March 19, 2013 Attachment A, Page 1 WARRANTS APPROVED ON 3/19/2013 Vendor Name A· 1 LOCK &KEY A'\ '!ANDS ll.C . .\BG !llamtenan~ Inc Adnnced .-\uto Care .-\.mencan Solutions For Business .-\.mencan Welding & Gas Inc Applied Concepts Inc B.mle Lab Hardware & Rental BEN FR.¼'JUIN STORE Ben Holzer Unhmited BERGOUIST/RlCR.\RD BEYER BODY SHOP INC Bob's Standard Bulk Sen ice Brandon Communications Inc Braun Vending Inc Bnan·s Repair-Northland Rebuilding BUY-'.\!OR P,UtTS & SER\ 'ICE LLC C.-\RGil.L INCORPOR.-\.TED CDW Go•,emment Inc Cernfied Auto Repair Chnstensen Construction CO OP Senices Inc Coopers Technolog,· Group CUlligan CUiliG.-\N OF W.-\.DENA D & T Venrures LLC Dan's Towing & Repair Dt>nzel's Region Waste Inc Detroit Lakes Newspapers Egge Construction Inc Ehlers & Associates Inc Elecnon Systems & Software Inc Farmers Co Op Oil Assn Farnam Tire Center Fastenal Company Fergus Falls Daily Journal Fergus Falls/City Of FORCE A~!ERICA DISTRIBUTING LLC Foth Infrastructure & Emtronmem UC G & R Controls G.-\Ll.S UC Ge Capital {Caj Amount 7263 3.843.27 171.00 2.030.24 6,259.02 40.60 5,825.00 22.92 13.91 66 .. 88 1,048.74 320.63 139.15 5.02092 775.00 225.00 500.81 57.584.07 3,389.27 31.57 3,700.00 1,297.27 337.47 33.71 49.78 1,238.00 265.05 822.41 155.33 707.50 500 .. 00 3,869.68 2,536.93 93.10 434.78 4,955.32 1,782.00 767.76 22.872.90 2.431.80 658.71 398.63 OTC Board of Commissioners' Minutes March 19, 2013 Attachment A, Page 2 Vendor Name Hanson's Plumbing & Healing Inc HOFF /M-\RL.\!'<1) Holm/Sheldon INDEPENDEl'ff EMERGENCY SER\1CES Independent/The Interstate Engineering Inc JAKE'S JOHNS U.C JENSEN'S EI.ECTRJC U.C JOBSHO Keeprs Inc Knutson ElectJic Rebuilding L & O Acres Transport Inc Lake Region Healthcare Corp Lakes Area Cooperati\'e Lakes Country Sen ice Co Op Larry On Inc Truck Sm ice Larry's Supermarket Little Falls Machine Inc Locators & Supplies Inc LOCh.1)P USA PRODUCTIONS Long Pralrie Leader Lutheran Island Camp 1'L.\RCUSSE,\/ ACCOUNl1NG SERVICE M.\RK & BRENDA CONSTRUCTION INC Marks Fleet Supply Inc Mekalson Hydraulics Inc MEnD Correctional Care MID MN HEATING & AC INC MIDWESTERN Jll.\T RDffAL & SUPPLY CC MN ASSOC OF CO ADl',llNISTRATORS :-IN ASSOC OF DRAJNAGE INSPECTORS Mn Dept Of Public Safety Motorola Nelson Auto Center Newborg/Ke\in NE\\1-L.\N PAINTING INC NORTH AMERIC..\N FLY & TRADING NORTHEAST \HSCONSIN TECH COLLEGE Northland Communiti• & Technical Colle! Olson Oil Co Inc Olson/Richard One Call Locators Ltd Amount 18.69 5,087.50 870.68 64.22 28.00 9,827.10 270.00 400.00 370.57 2,461.19 150.92 6,264.70 6,660.00 1,346.69 6,861 00 1,655.00 196.98 660.42 1,031 60 108.50 73.00 250.00 400.00 2,463.84 37.45 451.93 7,991.67 387.19 164.47 370.00 25.00 225.00 142.68 1,144.19 108.48 780.00 331.23 350.00 600.00 1,920.03 1,431.60 23.00 Vendor Name OTTER T.-\IL COll};'TRYTOliRISM .-\SSOCI Ottertail Trucking Inc PAW PllBUC.-\TIONS UC Perham Ace Hardware PERH.·\M FOCU; Pete"s Body Shop & Towing Peterson/Gregory C PHOENJX SUPPLY Pioneer Rim & \',nee! Co PMRINC PR.\JRlE L-U:ES MU1'1CIP.-\L SOLID \\"ASTI Pre!lllum Waters Inc Pro Ag Farmers Co Op PROFESSION.-\L PORTABLE X-RAY INC Protection Systems Inc Oualit.-o, .-rhead UC RAM RDO Equipment RDO Truck Centers Renewable Resource Consultants UC Rldgewater College Royal Tire Inc SW.Inc Sanitation Products Inc Scott Hofland Construction Inc Sernce Food Super Yalu SHOPKO SHULTZ & ASSOCL-\TIS LID Sigelman Steel & Recycling Inc Signworl:s Signs & Banners Uc Simengaard/Paul Sjmple:.."(;ri:nnell Southto,m Of Pelican Rapids Inc Steins Inc Stew ·s Sanitation lnc Streichers Super Septic & E.,ca\"ation 1HRIITY \\HITE PHAR..\l-\CY TIGGES/DENNIS li!\1FOR..\IS l'l\IDIITED IKC Waste :!>lanagement \\llNHAJ-.T>L/GAR Y Wenck Assoctates Inc \res I Central Turkey West Pa,menr Center Western .-\rea Citr Co Cooperatiw WW 11 Consulting Company Xem, Corporation Zee. ~ledJ.cal ,en1ee Ziegler Inc Final Total: OTC Board of Commissioners' Minutes March 19, 2013 Attachment A, Page 3 Amount 1.320 00 11.610.00 15.60 55.63 369.20 157.10 18.24 186.43 444 93 3,584.24 140,434.84 16.41 789.10 750.00 700.00 52306 60.00 426.67 6,950.17 58,539 02 600 .. 00 56.21 445.00 115.4 7 4.275.00 23.95 30.90 25,517.56 3.63 53.69 83.39 7,868.79 330.13 835.07 2,604.00 2.021 75 204.38 3,628.60 737.92 114.17 6.808.54 179.22 10,916.21 334 00 208.65 5,000.00 675.00 172.99 35.33 652.31 503.195.82 OTC Board of Commissioners' Minutes March 19, 2013 Attachment B, Page 1 Otter Tail County Policy for Supporting Employees Who Are Breastfeeding Purpose In recognition of the health advantages of breastfeeding for infants and mother, Otter Tail County provides a supportive environment to enable employees who are breastfeeding to express their milk during work hours. This includes company-wide lactation support provided by the Public Health Department. This policy shall be communicated to all current employees and shall be included in new employee orientation training. Company Responsibilities Employees who choose to continue providing their breastmilk for their infants after returning to work shall receive: • Milk Expression Breaks Employees are allowed to breastfeed or express milk during work hours using either normal breaks or meal times. For time that may be needed beyond the usual break times, employees may use approved leave or may flex their time as negotiated with their supervisors. • A Place to Express Milk A room (not a toilet stall or restroom) shall be available for employees to breastfeed or express milk. The room will be private and sanitary, have an electrical outlet. If employees prefer, they may also breastfeed or express milk in their own private offices, or in other comtortable locations agreed upon in consultation with the employee's supervisor. Expressed milk can be stored in designated refrigerators provided in the lactation rooms, in other refrigerators designated for employee use, or in the employee's personal cooler. Milk expression area will be cleaned by Otter Tail County housekeeping staff with the same frequency as restrooms. Scheduling for use of the lactation room will be made available in a manner that is expedient and unobtrusive utilizing a scheduling log or existing scheduling protocol. OTC Board of Commissioners' Minutes March 19, 2013 Attachment B, Page 2 • Education & Lactation Support Prenatal and postpartum breastfeeding information and consultation is available for all mothers and fathers though the Public Health Department. • Staff Support Supervisors are responsible for informing pregnant and breastfeeding employees about the company's worksite lactation support program, and for negotiating policies and practices that will help facilitate each employee's infant feeding goals. It is expected that all employees wm assist in providing a positive atmosphere of support. Private Rooms for expressing milk are located within the Public Health Offices in Fergus Falls and New York Mills. Rooms are scheduled by cat ling the public health offices. In ol'her work locations, a request is submitted to the supervisor who will make an appro1>riate area available. Employees Responsibilities • Breast Pumps Employees are expected to provide their own breast pumps. • Communication with Supervisors Employees who wish to express milk during the work period shall keep supervisors informed of their needs so that appropriate accommodations can be made to satisfy the needs of both the employee and the company. • Maintenance of Milk Expression Areas Employees using the lactation room i.lre responsible for keeping the lactation room clean for the next user. This responsibility extends to designated milk expression areas, as well as other areas where expressing milk will occur. • Milk Storage Ei:1ch employee is responsible for proper storage of her milk. Employees should label all milk expressed with their name.