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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 06/25/2013l MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN June 25, 2013 8:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, June 25, 2013 at 8:30 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 June 25, 2013 agenda. Motion by Johnson, second by Lindquist, and unanimously carried to approve the Board of Commissioners agenda of June 25, 2013 with the following modifications: Nomination for Planning Commission Appointment Land/Property Division Agenda Item Canceled LEAN Training Discussion Approval of Minutes Motion by Froemming, second by Lindquist, and unanimously carried to approve the June 18, 2013 Board of Commissioners meeting minutes as written. Approval to Pay Bills Motion by Rogness, second by Johnson, and unanimously carried to approve payment of the County Board bills per Attachment A of these minutes. Historical Society Report Chris Schuelke, OTC Historical Society Executive Director, briefed the Board regarding the museum's activities to meet their mission to collect, interpret, and preserve Otter Tail County history. He reported on the Research Library, Education and Outreach program, Historical Collections, and Legacy and Planning grants. Currently, the museum is working on photographing all County graveyards. Mr. Schuelke thanked the Board for the County's support for a very active museum in Otter Tail County. Request for Forgiveness of Tax Penalty Steve Andrews, Treasurer, reported on a situation that resulted in a late payment and tax penalty. Motion by Froemming to deny forgiveness of a tax penalty for Stacy & Chip McAllister for Parcel Nos. R03-000-99- 0734-000 and 03-000-99-0735-000. The motion died for lack of a second. Further discussion took place. Because the McAllisters checked with the County Treasurer's office and the late payment was a result of a misunderstanding, a motion was offered by Lindquist, seconded by Rogness, and carried with Froemming opposed, to forgive a payable 2013 tax penalty for Stacy & Chip McAllister, in the amount of $11.64, for Parcel Nos. R03-000-99-0734-000 and 03-000-99-0735-000. County Wide Traffic Marking Project Motion by Johnson, second by Froemming, and unanimously carried to authorize the appropriate County Officials' signatures to execute a Highway Maintenance Contract between The County of Otter Tail and Traffic Marking Service, Inc. of Maple Lake, MN, for C.P. 13:TM, C.P. 11:208TM and C.P. 13:310TM. The contract is subject to the approval of the County Attorney. OTC Board of Commissioners' Minutes June 25, 2013 Page 2 Highway Paving Projects Motion by Johnson, second by Lindquist, and unanimously carried to award the following projects to the lowest responsible bidder: CH 112 Bituminous Paving CSAH 30 Bituminous Paving Central Specialties Alexandria, MN Central Specialties Alexandria, MN County Drainage Systems $73,595.00 $43,838.35 Discussion took place regarding the potential of joining County drainage systems. The Public Works Director indicated that there is a statutory process to combine drainage systems. Commissioners requested a report on the merits of joining various ditches/drainage systems. Human Services Staffing Request Motion by Rogness, second by Froemming, and unanimously carried to authorize the Community Services Director to replace two Eligibility Worker positions; one being vacated June 28, 2013 and the other on December 31, 2013. Overall County Staffing Discussion Commissioners discussed the hiring decision process. They indicated that Budget should not be the only tool for determining new positions. As entry level employees enter the workforce and veteran employees retire, there could be additional budgetary dollars; however, these dollars should not be assumed for additional staff. The Division structure was organized to allow for options to move or share employees before hiring new employees. Current policy also reflects a partial hiring freeze. Commissioners requested that the County Administrator develop a new hiring policy and oversight process. Human Services Contracts Motion by Rogness, second by Froemming, and unanimously carried to authorize the appropriate County Officials' signatures to execute the following Human Services contracts: Agency Program Effective Targeted Funding Source Date Population FF Area Special Ed Children's Day 07-01-13 lnteragency $180,084 Payment to be Coop & LMHC Treatment Program Through Special Education made through quarterly 06-30-14 Program billing with cost to OTC not to exceed $92,234 OHS State of Shared Services 07-01-13 Adult Mental Mental Health Initiative Minnesota Contract Through Health Funds 06-30-15 Cathy Ericson Residential/ Home 06-01-13 Elderly & Disabled Per State Rate Schedule Plus/Foster Care Through for AC/EW/CADI or TBI Services 12-31-14 Waivered Funds Mill Street Residential and 07-01-13 Elderly Total paid for purchased Residence Assisted Living Through services not to exceed the Services 06-30-15 OTC aooroved rate Approval to Pay Bills & Claims Motion by Johnson, second by Lindquist, and unanimously carried to approve payment of the Human Services bills and claims as submitted. Recess & Reconvene OTC Board of Commissioners' Minutes June 25, 2013 Page 3 At g:44 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 9:56 a.m. Planning Commission Motion by Johnson, second by Froemming, and unanimously carried to appoint Richard Gabe of Detroit Lakes, MN representing the 2°0 District on the Otter Tail County Planning Commission. LEAN Training Update The County Administrator updated the Board regarding LEAN training. He indicated that many supervisors attended a one day training session. The next step in the process will be a three hour training session for all employees. After that session, facilitators will be selected. Star Lake Improvement District Commissioners discussed their viewpoints regarding the value of Lake Improvement Districts providing local decisions for improvement of our lake resources. They also discussed the process to establish Lake Improvement Districts including the referendum process. Motion by Johnson, second by Lindquist, and unanimously carried to establish the Star Lake Improvement District (LID) as proposed and direct the County Attorney to draft an Order for its establishment. Recess & Reconvene At 10:14 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 10:20 a.m. Pomme de Terre River Association Report Brett Arne, Pomme de Terre River Association Coordinator, presented a booklet of information regarding the Pomme de Terre River area including 6 counties and 9 cities. He reviewed projects and funding received from 2008 through 2013. A handout was presented showing Clean Water funds that have been leveraged for Otter Tail County projects and corresponding County contributions. Mr. Arne requested funding from Otter Tail County in the amount of $12,641.00 per year for a three year period (2014-2016). This funding would be used as base funding to keep projects moving forward while waiting for grant dollars to be received. Motion by Rogness, second by Lindquist, and unanimously carried to participate in the three year funding request of the Pomme de Terre River Association upon approval of the Finance Committee. ·License Applications Motion by Johnson, second by Lindquist, and unanimously carried to approve the following applications for license: Galaxy Resort Restaurant and Deck 39578 County Highway 41 Dent, MN 56528 On-Sale Liquor and Sunday Liquor Red Horse Ranch Arena On-Sale Liquor and Sunday Liquor 22671 County Highway 1 O Fergus Falls, MN 56537 (The above applications are subject to the approval of the County Attorney and County Sheriff). Housing and Redevelopment Board Motion by Lindquist, second by Froemming, and unanimously carried to reappoint Scott Rocholl to the Otter Tail County Housing and Redevelopment (HRA) Board for the period of August 1, 2013 through August 1, 2018. OTC Board of Commissioners' Minutes June 25, 2013 Page 4 Recess & Reconvene At 10:35 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 10:43 a.m. Amendments to Shoreland Management Ordinance Bill Kalar, Land & Resource Administrator, reviewed proposed amendments to the SMO with the Board. Motion by Johnson, second by Rogness, and unanimously carried to approve the Amendments to the Otter Tail County Shoreland Management Ordinance as detailed below effective upon publication, with publication completed prior to August 1, 2013. The amendments to the SMO include requiring site permits for alterations to impervious surfaces and vision obstructing fences; buildings being limited to 20% of impervious surface; adding some presentation requirements for permits; authorizing the administrator to issue some permits; adding interim use permits for temporary retention of an existing dwelling during construction of another; conforming some language to state statutes and court rulings regarding variances and exemptions for contiguous lots; and cleaning up some language and definitions. A copy of the changes are on file in a redlined edition at the Auditor's Office and the Office of Land and Resource Management at the Government Services Center, and is also posted on the county website, http://www.co.ottertail.mn.us/ Public Health Staffing Diane Thorson, Public Health Director, discussed personnel succession planning due to the expected retirement of the Nurse Family Partnership supervisor. Motion by Lindquist, second by Rogness, and unanimously carried to authorize the Public Health Director to advertise an internal promotional opportunity for the Nursing Supervisor/QA Coordinator position. Additional hiring requests must go through the oversight process. Public Health Contract Motion by Johnson, second by Froemming, and unanimously carried to authorize the appropriate County Officials' signatures to execute a Purchase of Service Agreement between the County of Otter Tail and HIE Bridge to enable the direct option for health information exchange. Fees will entail a membership fee plus $10 per month per user. Conditional Use Permit Change Request Katherine Gardner requested removal of the Professional Drawing condition on the Conditional Use Permit for constructing a new driveway to access their lake home. Commissioners discussed the value of a Professional Drawing in cases where there have been disagreements between neighbors. Motion by Johnson, second by Rogness, and unanimously carried to deny the request of Katherine Gardner to remove the Professional Drawing condition from their CUP. The proposal is located in Pt GL 6, (5.01 AC), Section 1 of Sverdrup Township; East Lost Lake (56-378), RD. Sheriff's Office Staffing Motion by Rogness, second by Johnson, and unanimously carried to authorize the Detention Facility Administrator to replace a full time Corrections Officer vacancy. Motion by Lindquist, second by Froemming, and unanimously carried to authorize advertising for part time Corrections Officers to develop an eligibility list for current and/or future openings. Motion by Johnson, second by Froemming, and unanimously carried to authorize the Sheriff to advertise for full time or part time employees for his Department to develop eligibility lists for current and/or future openings when needed. Eligibility lists are a proactive staff planning tool. Recess & Reconvene OTC Board of Commissioners' Minutes June 25, 2013 Page 5 At 11 :24 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 :30 a.m. County Recorder Due to the retirement of Wendy Metcalf, Otter Tail County Recorder, on Friday, June 28, 2013, the County Administrator recommended that the Land/Property Director be appointed County Recorder. Discussion took place regarding the situation. Motion by Rogness, second by Johnson, and unanimously carried to appoint Brian Armstrong, Land/Property Director, as the Otter Tail County Recorder effective July 1, 2013 and additionally, encourage Mr. Armstrong to appoint a Chief Deputy Recorder. Adjournment At 11 :50 a.m., Chairman Huebsch declared the meeting of the Otter Tail County Board of Commissioners adjourned for the County Board of Equalization meeting. The next regular County Board meeting is scheduled for 8:30 a.m. on Tuesday, July 9, 2013. Dated: _...,qJ<..J...-_.o'"'"i'---'-==->, .... 2'-----OTTER TAIL COUNTY BOARD OF COMMISSIONERS Attest<~~ Lar~ n, Clerk CB/kd OTC Board of Commissioners' Minutes June 25, 2013 Attachment A, Page 1 WARRANTS APPROVED ON 6/25/2013 Vendor Kame A & B WELDING & CONSTRCCTION INC A 'VIANDS UC . .\ccurate Controls Inc American Bio Medica Corporation Ballard Sanitation Inc Battle Lake Standard BEYEit BODY SHOP C',/C Bob's Standard Bulk Senice BOl"ND TREE MEDIC.-U UC Bowman/Ronald BOYER/RODNEY CANNEll/KAR.EN Carlund/R.ichard Carr's Lake Countrr Supermarket CEllEBRJTE USA INC Cheshire_iRyan C CO OP Sen1ces Inc Code 4 Senices UC College \\"a,· . .\uro Inc Coopers Technology Group CR.->JG'S TOWL'\G & REPAIR Dacotah Paper Compan, DA \1:'S Al"J"OBODY & TO\IT-/G Denzel's Region Waste Inc Detroit Lakes Overhead Door Sen ice Dex East DUMOJ\'U TOWER 5Eil\1CE INC DR..\KE DDS/DR TERRY . .\ Fastenal Companv Fergus Tire Center Flint Hills Resources Lp FLIJ\1 TRADING INC FOR.CE .->,.MERJCA DISTRlBl'TING UC Forum Communications Pnnnng Foth Infrastructure & Ennronment UC Four Season Property Care Inc Godfathers D;terminati.ng Inc Grainger Inc Green Lights Recrcling Inc Hans tad/Bruce fl.\RR.IS/MICHAEL Hedahls Headquarters Amount 2.900 00 60.47 1,20B. 70 372.20 619.40 49.03 668. 71 131.58 247.74 9.64 349.30 141.82 350.00 64.23 9.584.00 378.85 76.34 374.00 1.466.61 600 65 223. 76 70.32 236 82 391.95 3,384.40 23.25 12.768.00 860.81 32.81 7.50 17.74019 1.912.08 212.37 11.33581 12.681 .10 500.00 601.44 390. 72 1.673.72 100.00 288 99 16.68 OTC Board of Commissioners' Minutes June 25. 2013 Attachment A, Page 2 Vendor Name Helo/Sandy Houston Engineering Inc Independent/The Innontiw Office Solutions J C's G;ineral Store i.:eeprs Inc !.:ellr Senices Inc l:EY GOVERNMENT FlN,lliCE INC J.:.INDRED PLUMBING A."ID HE.A TING INC !.:INE.TIC LEASING INC L & 0 Acres Transport Inc Lake Region Healthcare Corp Lakes Countn· Sen ice Co Op Larry Ott Inc Truck Senice L.\RSON/BERNARD LEE/THOMAS Leitch E.xcanting tittle Bear Towing Locators & Supplies Inc ~latthew Bender & Company Inc Metcalf/Wendy L MIDWESTI.RJ, MAT RL'iTAL & SUPPLY CC MINN!.:OTA ENvTRO SERVICES INC Mn Pollution Control Agency Mn Shenffs· Association Officemax Incorporated OLSON/BERTON One Call Locators Ltd OPTIC FUEL CLE.W INC OTTER TAll. CO AUDITOR Otter Tail Co Treasurer Otter Tail Power C ornpan1· Ottertail Trucking Inc P . .\Rl:ERS PRAIRIE OOLEMTh'T INC Partain/Kri.sne PHOE.'IIX SUPPLY PINE PL.\ZA T\' & APPLLWCE Pitner Bowes Powerplan OIB Producti\•e Alternati1•es Inc PROFESSIONAL AGRONOMY SE.R\'1CES Protectiw Safety srstems Uc Amount 129.95 480.00 58.00 128.69 38.44 223.97 3,658.07 8,788.78 90.962 50 752.40 3,870 35 800.00 6,625.00 725.00 246.62 479.67 892.00 375.13 244 .11 197. 7 3 138. 75 84.48 54.00 400.00 287.20 58.50 716.96 413.06 1,331.00 18.25 51.00 16.953.22 11.522.31 82.00 222.38 490.48 45.08 1,076.00 3,938.51 162.91 14.99 600.00 Vendor ;-.;ame Ouill Corporation RDO Truck Centers RDO Trust #80-6130 RRT DESIGN & CONSTRCCTION SCHIERER/STEVE Schwanke/Vicki Senice Food Super Valu SHOPKO SimplexGrinnell Streichers Swanberg/Riel.,· s,nergr Graphics Thomas/Kelly THO~!SON REl:-rrRS · WEST THRIFTY \\'HITE PHAR..\UCY THRIFTY \\'HITE PHAIL¼ACY Titan Machinen· Inc Tranquility Building Senices TRlMIN SYSTEMS INC UGGERUD/\\"ARD UHL¼ • .\NN/MOl'<l:CA Ul'<'1FOR.MS UNLIMITED INC Uruted Parcel Sen1ce Victor Lundeen Company Voss LJ.ghting \\"aletzko/Patlick Wallwork Truck Center \\'ASS/DAVID F West./Richard K \\1l.SON/W . .>JlRE.l\/ R Final Total: OTC Board of Commissioners' Minutes June 25, 2013 Attachment A, Page 3 Amount 357.46 3,900.88 205 93 62,879 00 328.40 51.42 19.45 11.99 434.9B 615. 70 7 50 290.70 19 22 219 08 4.17870 5 75 32 54 31 454.22 13,380 68 348. 1 7 38 00 1.14476 15 54 32.44 36.55 45.20 1.351 73 2 38. 71 29.66 466.1 1 335,175 29