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Home My WebLink AboutBoard of Commissioners - Minutes - 03/26/2013MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN March 26, 2013 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, March 26, 2013 at 9:33 a.m., at the Otter Tail County Government Services Center in Fergus Falls, MN, with Commissioners Doug Huebsch, Chair; Wayne Johnson, Vice-Chair; Roger Froemming, John Lindquist, and Lee Rogness present. Approval of Agenda Chairman Huebsch called for approval of the March 26, 2013 agenda. Motion by Rogness, second by Froemming, and unanimously carried to approve the Board of Commissioners agenda of March 26, 2013 as presented. Approval of Minutes Motion by Froemming, second by Lindquist, and unanimously carried to approve the March 19, 2013 Board of Commissioners meeting minutes as written. 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. Memorandum of Agreement Motion by Rogness, second by Lindquist, and unanimously carried to authorize the appropriate County Official signature to execute a MOA between Otter Tail County and the Minnesota Teamsters Public and Law Enforcement Employees' Union, Local #320 regarding retroactive deductions from eligible Public Health employees' paychecks to be contributed to their Post Employment Health Care plans pursuant to the language in the Support Specialists Collective Bargaining Agreement. County Wide Long Term Conservation Planning Professor Craig Johnson spoke with the Board regarding a visioning and long term conservation program using students from the University of Minnesota as resource people. Mr. Johnson presented the full scope of the planning process which would begin with public information meetings presented by the students to learn public viewpoints. He talked about the conservation vision exercise, objectives, the final study, and the tools to implement a plan. Commissioners spoke in favor of the concept and requested that Mr. Johnson return to the Board with further information. Mr. Johnson provided conservation studies completed by student interns fro_m other universities as examples of plans completed through this type of program. Emergency Management & Safety Program Update Patrick Waletzko, EM/Safety Program Liaison, reported that the Emergency Operations Team will meet to discuss spring flood predictions, inventory equipment, and review planning procedures. He submitted an Emergency Management and Safety Program update document. The briefing included emergency preparedness, work on a county wide mitigation plan, the MIR3 Notification System, Safety Committee building inspections, updating safety policies, and development of a comprehensive training program for all departments. Commissioner Rogness indicated that the MIR3 Notification System should be one of our top concerns to facilitate sign up for county residents to educate them on emergency situations. '• OTC Board of Commissioners' Minutes March 26, 2013 Page 2 Employee of the Month Program Motion by Johnson, second by Lindquist, and unanimously carried to approve an amendment to the Employee of the Month Eligibility Policy as presented by Scott Backstrom, Employees' Committee President. Qualifications to be Employee of the Month include the following: • Must be a current Full Time* employee in good standing. • Must be employed at Otter Tail County for at least five years. • Must have not held the honor for at least ten years. (*Full Time is defined as benefited employees working 30 hours a week and above) License Approvals Motion by Froemming, second by Lindquist, and unanimously carried to approve the following applications for license: Big Chief, Inc. 22518 Big Chief Road Fergus Falls, MN Zorbaz of Ottertail Lake, Inc. 36108 County Highway 72 Battle Lake, MN 56515 On-Sale 3.2 Malt Liquor On-Sale Wine (new for license period ending 06/30/13) On-Sale Seasonal Liquor and Sunday (Renewal)· New Liquor License Classification Motion by Rogness, second by Johnson, and carried with Lindquist and Johnson opposed, to approve a nine (9) month on-sale Seasonal Liquor License at a fee of $1,750.00 and a nine (9) month Sunday Liquor License at a fee of $175.00. Intoxicating Liquor Licenses are permitted by Minnesota Statute 340A.404 Subd. 6a. Finance Policies Motion by Johnson, second by Froemming, and unanimously carried to approve the Otter Tail County Post-Issuance Debt Compliance Policy and Procedures and the Otter Tail County Housing and Redevelopment Authority Post-Issuance Debt Compliance Policy and Procedures as presented by the Finance Director and recommended by Ehlers & Associates financial advisors. Recess & Reconvene At 10:50 a.m., Chairman Huebsch declared the meeting of the Otter Tail County Board of Commissioners recessed for a Public Works Committee meeting. The Board of Commissioners' meeting was reconvened at 11 :25 a.m. Bid Award for 2013 Highway Seasonal Supplies After previously advertising, bids were opened at 1 :00 p.m. on March 20, 2013, for the 2013 Highway Seasonal Supplies. Bids were presented to the County Board. Motion by Rogness, second by Johnson, and unanimously carried to award the following Highway Seasonal Supplies as recommended by the Public Works Director: Hiohwav Sunnly Vendor Estimated Quantitv Bid Amount Bituminous Material Flint Hills Resources, LP 150,000/gal. $2.8838/gal. West Farqo, ND Hot Mix Bituminous (East) Mark Sand & Gravel Co. 4,000/ton $245,000.00 Feraus Falls, MN Wadena Asphalt, Inc. 4,000/ton $226,560.00 Wadena, MN Hot Mix Bituminous (West) Mark Sand & Gravel Co. 3,000/ton $183,750.00 Feraus Falls, MN Hot Mix Bituminous (North) Mark Sand & Gravel Co. Femus Falls, MN Signing Materials M-R Sign Company Feraus Falls, MN Winter Sand Aggregate Industries Moorhead, MN Alexandria Concrete Alexandria, MN Mark Sand & Gravel Co. Feraus Falls, MN Alexandria Concrete Alexandria, MN Alexandria Concrete Alexandria, MN Culverts TrueNorth Steel (formerly Johnston Fargo Culvert) St. Paul, MN Contech Engineered Solutions LLC (formerly Contech Const. Prod.) Herbicides Crop Production Services, Inc. Kasota, MN Prochem, LLC Foley, MN OTC Board of Commissioners' Minutes March 26, 2013 Page 3 3,000/ton $183,750.00 1600 Signs $73,569.28 1,000/ton (Pelican $10.00/ton Rapids Delivery Location) 2,500/ton (Battle Lake $6.94/ton Delivery Location) 2,500/ton (Fergus Falls $8.20/ton Delivery Location) 1,000/ton (Henning $6.20/ton Delivery Location) 2,500/ton (New York $6.94/ton Mills Delivery Location) State Bid Contract #13084 (3/1/2010- thru 2/28/2014) State Bid Contract #58093 (3/1/2010 thru 2/28/2014) State Bid Contract #044522 (4/16/2012 thru 4/15/2014) State Bid Contract #044538 (4/16/2012 thru 4/15/2014) Rick West, Public Works Director, reported that Central Specialties did not include bid bonds; therefore their bids were not considered. The bid from Rocal, Inc. for Seasonal Supply of Signing Materials did not include two portions of the bid request; therefore, it was not accepted. Final Payment for Highway Projects Motion by Johnson, second by Froemming, and unanimously carried to approve Final Payment based on Final Estimate No. 4, in the amount of $15,443.52, payable to AAA Striping Service Company, for completion of County Wide Traffic Marking, C.P. 12:TM, Etc. Motion by Rogness, second by Lindquist, and unanimously carried to approve Final Payment based on Final Estimate No. 6, in the amount of $166,704.96, payable to Central Specialties, Inc. for overlay work completed on CSAH 36 and CSAH. 83, S.A.P. 056-636-0015, Etc. Professional Engineering Services Agreements Motion by Lindquist, second by Johnson, and unanimously carried to authorize the appropriate County Officials' signatures to execute an Agreement between Otter Tail County and Kadrmas, Lee & Jackson, Inc. for design services for replacement of Pine Lake Township Bridge No. L2600. Motion by Johnson, second by Froemming, and unanimously carried to authorize the appropriate County Officials' signatures to execute an Agreement between Otter Tail County and Moore Engineering, Inc. for design of the CSAH 27 Reconstruction project (Moore #17046.000) from Fir Avenue in Fergus Falls to Woodland Heights. Estimated cost for services is $70,500.00. OTC Board of Commissioners' Minutes March 26, 2013 Page 4 Child Protection Annual Report Tamra Jokela, Human Services Supervisor, presented the 2013 Otter Tail County Child & Family Services Annual Report and reviewed staffing, programs, and court involvement. CHILD ABUSE PREVENTION PROCLAMATION Otter Tail County Resolution No. 2013 -26 Commissioner Froemming offered the following and moved its adoption: WHEREAS, child abuse prevention is a community problem and finding solutions depends on involvement among people throughout the community; and WHEREAS, the effects of child abuse are felt by whole communities and need to be addressed by the entire community; and WHEREAS, effective child abuse prevention succeeds because of partnerships created between parents, practitioners, schools, faith communities, health care organizations, law enforcement agencies, and the business community; and WHEREAS, family-serving, youth-focused prevention programs offer positive alternatives for young people and encourage parents and youth to develop strong ties to their communities; and WHEREAS, all citizens need to be more aware of child abuse and neglect and its prevention within the community, and be involved in supporting parents to raise their children in a safe, nurturing society. NOW, THEREFORE, BE IT RESOLVED, That the Otter Tail County Board of Commissioners hereby proclaim April 2013 as Child Abuse Prevention Month ·in Otter Tail County, and call upon all citizens, community agencies, religious organizations, medical facilities, and businesses to increase their participation in efforts to prevent child abuse and neglect, thereby strengthening the communities in which we live. Commissioner Rogness seconded the motion, and upon a vote, the resolution was unanimously adopted. Dated A oci I <2, .;),o/~ ' Human Services Bills & Claims Motion by Johnson, second by Froemming, and unanimously carried to approve the Human Services Bills and Claims as presented. Aerial Spraying Motion by Johnson, second by Froemming, and unanimously carried to grant Benson Air Ag, Inc. permission to operate agricultural aircraft over unincorporated areas of Otter Tail County to spray for tent worm caterpillars as approved in a letter sent to Benson Air Ag dated March 20, 2013. Benson Air Ag will enter into an agreement with clients requesting the service. OTC Board of Commissioners' Minutes March 26, 2013 Page 5 Tour of Phase I Courthouse Remodeling At Noon, Chairman Huebsch recessed the Board of Commissioners meeting and reconvened the meeting at the Courthouse for a light lunch and tour of the Phase I remodeling project. Upon completion of the tour, at 1 :25 p.m., Chairman Huebsch declared the meeting of the Otter Tail County Board of Commissioners adjourned until 9:30 a.m. on Tuesday, April 2, 2013. Dated: _,_A4p,!.!.r_,_,·..J../ _.J_"',2""0'-"l3""-_ COMMISSIONERS Attest: ~" Lfu'ryKrhn, Clerk Doug Hue sch, Board of Commissioners Chair CB/kd OTC Board of Commissioners' Minutes March 26, 2013 Attachment A, Page 1 WARRANTS APPROVED ON 3126/2013 \·endor Name A'VL\NDSLLC ABRA MN FERGUS F.-\Ll.S .-\l's Refrigeration Anderson/Jordan Anderson/Ryan Backstrom/Scott BARN'.-\, GUZY & STEFFE."< LTD CARGILL INCORPORATED CIP Citizens Ad,·ocate Concept Catering Coopers Technology Group D & V's Perham Bakery Darhng·s Sales & Senice Co Dex East Election srstems & Software Inc ES Precision Auto Glass Farmers Co Op Oil Assn Fergus Falls!C11'\· Of Fit zg1bbom/Bam· G & K Senices GALLS LLC Godfathers Extemunanng Inc Intereum Inc J J Keller & Associates Inc JK Spons JOBSHO Jones And Magnus Keeprs Inc Kelly Sen ices Inc KEY GCl\'Efu¾,-[E:l\1 F1N.-\.'.CE rNC L & o Acres Transport Inc Lake Reg1on Healthcare Lakeland ~lental Health Center Lakes Area Pest Control LLC Lakes Country Senice Co Op LanT Ott Inc Truck Senice M & I Lockbox MCCC M· R. Sign Company Inc. Manderud/Viola J ~lanny's • Rocky's Bait ~L-\RCO L'IC Amount 2,827.81 6,052.56 65.00 49.24 53.45 119.40 13.00 9.418,32 297.580.00 132.65 289.89 1 202.52 54.80 77.52 23.25 12.02 380.82 2.421 56 11,72795 44.99 972.82 484 .92 139.15 773.09 370.82 90.00 391.66 413.00 149.98 1.280.08 8. 788 78 5.999.23 820.10 3.617.00 85.50 271.75 1.430.00 970,00 20.97 519.00 1.642. 76 45,933.75 OTC Board of Commissioners' Minutes March 26, 2013 Attachment A, Page 2 Vendo1 Name Mid-Central Equipment Inc :\!11'"NJ,:OTA EN\1RO SER\1CES L'<C :\IN DEPT Of L-\BOR A,'<D INDCSTRY :\le, Motor Compan,· :\!OREY PHDiELDO:S L Naruk's Elecnic NAPA FERGUS FALLS Nelson Auto Center Northern Safen· Technology Inc Northland Business Systems Jnc Otter Electlic UC Ottertail Aggregate Ottertail Trucking Inc Pace .-\.nal\1JCal Sernces Inc Park Region Co Op Pelican Rapids Press Pemberton Sorhe Rufer hershner PLLP Penrose Oil Company Personnel E\'aluation lnc Phillipe Law Office PHOENIX SUPPLY Pitner Bowes Product1,·e Alternan,·es Inc Protection srstems Inc RDO Truck Centers RRT DESIGN & CONSTRl'CTIOK SW.Inc Sand Creek Group Ltd/The Schreader/Michael Sen ice Food Super Valu Staples Ad\'antage Steins Inc Streichers THRIFTI. WHITE PHAR.\!ACY Vergas 66 Gas & Conwruence Inc Voss lighting ll'a!lwork Truck Center \\'AYNE'S TOOLWAGON Final Total: A.mount 326.38 29.00 100.00 32.46 385.00 691.50 58.46 25.413.00 427.39 4.295.88 910.83 G 76. 75 8 217 .50 6.649.00 493. 76 38.00 341.32 4.836. 74 20.00 421.50 108.14 1,076.00 134.15 564.34 46.35 273,310 00 145.00 3.038 36 158.49 19.37 242.96 1,548.73 435.46 105.40 604.36 1,552.89 2.291 94 74 01 747,531.53