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Home My WebLink AboutBoard of Commissioners - Minutes - 07/09/2013MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN July 9, 2013 8:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, July 9, 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 July 9, 2013 agenda. Motion by Froemming, second by Rogness, and unanimously carried to approve the Board of Commissioners agenda of July 9, 2013 with the following modifications: Interim Permit Discussion Approval of Minutes Motion by Froemming, second by Johnson, and unanimously carried to approve the June 25, 2013 Board of Commissioners meeting minutes as written Approval to Pay Bills Motion by Johnson, second by Rogness, and unanimously carried to approve payment of the County Board bills per Attachment A of these minutes. Closed to the Public At 8:35 a.m., Chairman Huebsch declared the meeting of the Otter Tail County Board of Commissioners closed to the public for purposes of evaluating the performance of County Administrator, Larry Krohn, pursuant to M.S. Chapter 13D.05 Subd. 3. Commissioners Huebsch, Johnson, Froemming, Lindquist and Rogness were present for the evaluation. Reconvene Upon conclusion of the Performance Evaluation at 9:17 a.m., Chairman Huebsch reconvened in open session. Change Order -Phase 1 of Courthouse Remodel Project Motion by Rogness, second by Lindquist, and unanimously carried to authorize the Chairman's signature to execute Change Orders No.10 and 11 to Comstock Construction of Fergus Falls, MN in the amount of $6,968.27 and $3,817.91 respectively. Phase 2 Courthouse Remodel Project Contract Motion by Johnson, second by Rogness, and unanimously carried to approve the Chairman's signature on the contract with Gast Construction, Fargo ND in the amount of $3,816,640 for Otter Tail County Courthouse Remodeling Phase 2 (Project #1120). Sanitation Code Amendments Land and Resource Director Bill Kalar provided copies of the "Sanitation Code of Otter Tail County". A lengthy discussion followed. The Board requested that the changes that were discussed be made and brought back to the Board for Approval. Those changes include removing "Section 56.0120 BUILDING SEWERS". OTC Board of Commissioners Minutes July 9, 2013 Page 2 Fee Schedule/Interim Permit Discussion Motion by Rogness, second by Lindquist and unanimously carried to approve the Land and Resource Management Fee Schedule with the update of changing "Conditional Use Permit" to "Conditional Use and/or Interim Use Permit. Scambler Township Resolution Discussion Commissioner Johnson reported that Scambler Township Officials have passed a Resolution on the Acquisition of private land by public entities through purchase. After discussion, it was agreed that Commissioner Johnson will set up a meeting between the Conservation Committee and Scambler Township Officials to share information. General Discussion Commissioner Froemming reported that the Lakeland Mental Health Board is looking for a replacement member. The Board requested the County Administrator to contact Lyle Hoxtell and see if he would be willing to serve on that Board. Human Services Fiscal Report Community Services Director, John Dinsmore, provided the Human Services Quarterly Report. He reported total agency expenses at 4 7% and revenue at 46%. Human Services Contracts Motion by Froemming, second by Lindquist, and unanimously carried to authorize the appropriate County Officials' signatures to execute the following Human Services contracts: Agency Program Effective . Targeted · Amount' Date Population of Contract/Funding Source Woodland Residential Contract Period Elderly Per Rate Schedule: Total to Lodge Services/ 07-01-13 be paid for purchased Assisted Living through services shall not exceed the 12-31-14 OTC annroved Rate Park Gardens Residential Contract Period Elderly Per Rate Schedule: Total to of Fergus Falls Services/ 07-01-13 be paid for purchased Assisted Living through services shall not exceed the 06-30-15 OTC annroved Rate . Lakes & Prairie Child Care 07-01-13 Residence of OTC Not to exceed $53,998.00 Community Assistance Through who are eligible Otter Tail County Human Action 06-30-14 for Child Care Services Partnershio Inc. Asst. Approval to Pay Bills & Claims Motion by Rogness, second by Johnson, and unanimously carried to approve payment of the Human Services bills and claims as submitted. Recess & Reconvene At 10:26 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 10:31 a.m. Highway Agreements Motion by Froemming, second by Johnson, and unanimously carried to authorize the appropriate County Officials' signatures to execute a Professional Services Agreement for CSAH 82 Right-of-Way with Anderson Land Surveying. OTC Board of Commissioners Minutes July 9, 2013 Page 3 Motion by Froemming, second by Johnson, and unanimously carried to authorize the appropriate County Officials' signatures to execute a Professional Services Agreement for Eastern Township Bridge, SAP 056-599-061 with Nyberg Surveying. Motion by Lindquist, second by Johnson, and unanimously carried to authorize the appropriate County Officials' signatures to execute a Professional Services Agreement for CSAH 8 Culvert Hydraulic Study with Kadrmas, Lee & Jackson, Inc. of Moorhead MN. Motion by Rogness, second by Johnson, and unanimously carried to authorize the appropriate County Officials' signatures to execute a Professional Services Agreement for Pine Lake Township Bridge, Phase 1 a Archaeological Survey with Trefoil. Motion by Lindquist, second by Rogness, and unanimously carried to authorize the appropriate County Officials' signatures to execute a Highway Construction Contract between the County of Otter Tail and AAA Striping Service Co., of St. Michael, MN for HSIP Project S.P.088-070-034. Motion by Johnson, second by Froemming and unanimously carried to authorize the appropriate County Officials Signatures on Amendment No. 1 to the Joint Powers Agreement for the Administration of the Federal HSIP Safety Grant. Motion by Johnson, second by Lindquist and unanimously carried to authorize the appropriate County Officials Signatures on the Revised Agreement for County Park Use and Maintenance, Amendment No. 1. County Ditch #23 Motion by Johnson, second by Lindquist and unanimously carried to approve the Order for Redetermination of Benefits for County Drainage Ditch #23 as submitted by the County Attorney. This order appoints Richard Bergquist, Dennis Tigges and George Palmer as Ditch Viewers for the redetermination of benefits. County Ditch #28 Motion by Froemming, second by Rogness and unanimously carried to approve the Order for Redetermination of Benefits for County Drainage Ditch #28 as submitted by the County Attorney. This order appoints Tiny Holm, Kevin Brennan and Mike Johnson as Ditch Viewers for the redetermination of benefits. Ditch #21 Motion by Froemming, second by Lindquist and unanimously carried to authorize Ditch Inspector, Kevin Fellbaum to have a small portion of Ditch #21 cleaned out as recommended. Recess & Reconvene At 11: 12 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 :16 a.m. License Applications Motion by Lindquist, second by Johnson, and unanimously carried to approve the following applications for license: Amor Partnership Amor Rumors 30932 Larson Road Battle Lake, MN 56515 On Sale Liquor and Sunday Liquor OTC Board of Commissioners Minutes July 9, 2013 Page 4 Joseph Robert Harlow Big Pine Lodge 43606 Mosquito Heights Road Perham, MN 56573 Dwayne and Lori Codner Peak Supper Club 43517 County Highway 38 Clitherall, MN 56524 Lee Horstmann Pelican Supper Club and Lounge 49086 State Highway 59 Pelican Rapids, MN 56572 On/Off Sale 3.2 Malt Liquor On Sale Wine and On Sale 3.2 Malt Liquor On Sale Liquor and Sunday Liquor Whiskey River Bar and Grill, Inc. On Sale Liquor and Sunday Liquor Whiskey River Bar and Grill 4397 4 390th St. Perham, MN 56573 The above applications are subject to the approval of the County Attorney's office and the County Sheriffs Office. Appointments Motion by Froemming, second by Johnson, and unanimously carried to re-appoint Dave Erwin and Robert Young to four year terms as Commissioners on the Otter Tail Water Management District Board. Premise Permit Motion by Lindquist, second by Froemming and unanimously carried, to approve with no waiting period the LG220 Application for Exempt Permit as submitted by the Holy Cross Church for an event scheduled for Sunday, September 8, 2013 at the Holy Cross Church located at 54216 County Highway 148. Red River Basin Commission Motion by Johnson, second by Rogness and unanimously carried, to deny payment, in the amount of $400.00, to the Red River Basin Commission as requested in a letter dated June 25, 2013. Quit Claim Deed Motion by Rogness, second by Johnson and unanimously carried to authorize the appropriate County Officials' signatures on the Quit Claim Deed of Mark H. and Julie V. Bechtel for the property that was sold at auction described as follows: Lot One (1) Block Three (3) Oakview Shores Hiring Freeze Modification County Administrator, Larry Krohn presented proposed actions for new hiring procedures as follows: Proposed Action: Effective July 9, 2013, all budgeted positions that become vacant will no longer require County Board/Internal Services Committee action. The Board delegates this responsibility to the County Administrator. In considering approval for filling vacant positions the Administrator will take into consideration the following factors: 1. Budget and funding 2. Short and long term department and division plans 3. Opportunity for sharing duties 4. Potential transfer of duties to another department or division 5. Other relevant factors New or proposed positions that are not part of the approved, current year budget must be approved by the Internal Services Division Committee and the County Board. Eligibility Lists: OTC Board of Commissioners Minutes July 9, 2013 Page 5 The County Administrator may authorize the creation or updating of eligibility lists for the various job classes. Factors to be taken into consideration include, but are not limited to the following: 1 . The size of the job class 2. Anticipated turnover and vacancies 3. Amount of time needed for recruitment 4. Availability of candidates in the work force 5. Cost of advertising and recruitment Motion by Rogness, second by Lindquist and unanimously carried to approve the Modification to the Hiring Freeze. Hourly Pay and Accrued Leave Computation Policy Motion by Rogness, second by Johnson and unanimously carried to adopt the Hourly Pay and Accrued Leave Computation Policy as follows. The motion also included that the policy be applied to a pending grievance. Otter Tail County Hourly Pay and Accrued Leave Computation Policy In order to comply with state and federal laws the County needs to transition to hourly pay for non-exempt employees. The County has been paying 1124 of an expected annual salary each pay period. The new payment procedure will take effect January 1, 2014 for current employees. This will give employees an opportunity to plan for the change. Hourly pay is effective immediately for all newly hired non-exempt employees. Pay checks will reflect actual hours worked for each particular pay period, and will fluctuate. Each pay period has been assumed to be 87 hours, and the County used hours worked or accrued pay (sick leave or vacation lime) to account for the 87 hours. The actual hours varies each month from the assumed 87 hours, sometimes more and sometimes less. Eighty-seven hours of accrued time was used for employees gone for an entire pay period. In the months with fewer hours this resulted in more accrued time used than time taken off, conversely in the longer months less accrued leave was used up than actual hours away from work. It averaged out during the year, but may have affected individuals differently depending on their work schedule. For the balance of 2013, before the transition to the hourly pay, the County will change the way it accounts for the use of accrued leave. Effective immediately, accrued time will be accounted for based on actual time away from work during the pay period. Dated: _ _,0::..7.,_-_,_,/ l,,,_-__,lc.:3e,__ __ _ OTTER TAIL COUNTY BOARD OF COMMISSIONERS OTC Board of Commissioners Minutes July 9, 2013 Page 6 Adjournment At 11 :56 a.m., Chairman Huebsch declared the meeting of the Otter Tail County Board of Commissioners adjourned. The next regular County Board meeting is scheduled for 8:30 a.m. on Tuesday, July 16, 2013. Dated: tJ'l-11,-13 OTTER TAIL COUNTY BOARD OF COMMISSIONERS By: ~M~ Dou~sch, Board of Commissioners Chair CB/kc OTC Board of Commissioners' Minutes July 9, 2013 Attachment A, Page 1 WARRANTS APPROVED ON 07/09/2013 Vendor Name Amount 3 D Specialties Inc 787.12 A-1 LOCK & KEY 198.00 A'VIANDS UC 4,286.66 Aaberg/Janice 16.25 Advanced Engraving Inc 2,473.22 American Welding & Gas Inc 2,438 99 Becklund Oil Co 1,979 82 Bluffton Oil Company 2,797.45 Bobcat Of Otter Tail County 6.87 Bowman/Ronald 124.99 Brandoorg/Heather 31.64 Braun Vending Inc 40.87 Brite Way Window Cleaning Inc 384.75 BUY-MOR PARTS & SER\1CE UC 440.91 Call One Inc 996.19 Carr's Lal;e Counn,-Supermarket 58.97 CDW Government Inc 390.05 Central Lal;es College 2,400.00 CER TIFlID L.\BOR.\ TORIES 704.82 Charter Communications 81.61 Christensen Construction 5,997.50 Cl\ic Research Institute Inc 149.95 Code 4 Senices ll.C 5,341.59 Commissioner Of Transponation 1,099 70 Coopers Technology Group 41,298.07 CR.\GUN CORPORATION 1,982.40 CUilen's Home Center 1,018.61 CUlligan Water Conditioning 10.69 Dakota Printers ll.C 58.20 Egge Construction Inc 329.53 Eldien/Michelle M 92.66 Election Systems & Software Inc 532.44 F-M AMBUL.\NCE SER\1CE INC 48.00 Fergus Falls School Dist 544 1,492.50 Fergus Falls/City Of 5,148.00 Fergus Falls/City Of 8,063 54 Fergus Power Pump Inc 1,320.00 Frazee Elecmc Inc 1,886.51 GAILS ll.C 435.17 Hauser/Da\•id 216.53 Herman/Crrstal 134.77 HITESMA,'-1 & WOLD P.A. 84.00 OTC Board of Commissioners' Minutes July 9, 2013 Attachment A, Page 2 HOFF /M.-\.RL~\fD Holo;Sandy Houston Engineering Inc lnnonti\•e Office Solutions JK Sports John's Car Care Center JORGENSON/T\1.ER M Keepi, Inc Kelly Semces Inc L & L Fa.bncation & Steel Co L & 0 Acres Transport Inc Lake Region Healthcare Lake Region Healthcare Corp Lakes Counn-;· Sen ice Co Op LlIT\· Ott Inc Truck Sen ice LlIT\ .. , Supermarket Lawson Products Inc Little Falls ½lchine Inc M & I Lockbox MCCC M· R Sign Company Inc. MAPPING SOLUTIONS MARCO INC Marco Inc St Lows Matthew Bender & Company Inc MCCC Ml 33 MCIT MCJ.t.\HON COl 'NSEllNG & CONSULT SR' Mekalson Hydraulics Inc Mertcl:el Lumber MHSRCRANGE MIDWESTERN J.UT RENTAL & SUPPLY CC Mn Board Of Water & Soil Resources Mn Dept Of Health MN SHERIFFS" ASSOCL.\TION NORTIIERN ENGINE & SUPPLY INC OK TIRE OF PERHAM INC OLSON/GARY OTTER ELECTRIC UC OTTER RISERS KJW.~"IIS Otter Tail Co Treasurer Ottertail Trucking Inc PAW PU!ll.ICATIONS LLC BATTIE L.i.il R 4,400.00 51.42 3,800.00 1,088 77 112.00 245.82. 126.00 1.807.66 3,992.15 96.19 11,498.69 750.00 725.00 12.344.07 3,870 00 216.68 525.65 1.391.77 60.00 6,467.17 120.00 10,527.03 1,294.77 663.25 300.00 100.00 2.100.00 476.97 35.27 469.00 79.99 500.00 100.00 750.00 176.15 117.50 16.95 974.87 102.00 11,171.34 21.49676 93.60 Penrose Oil Company PERH.-\.'1 FOCUS PERH.-\.'1 HEAL IB PHOENIX SliPPL Y PROFESSIONAL POR.T.-\BI.E X· RAY INC Protection Systems Inc Ouahty Q\·erhead llC Quill Corporation RASSMUSON SCHIDOWSKI POST -1020 Real \'J'i!on Software lnc RINGDAHL A?>ffilllANCE INC ROTHSAY REGION • .\!. REPORT Royal Tire Inc Russell Attorney At I.aw/Robert L Rungers Bar Lake Lodge S.Wlnc Safelite Fulfillment lnc sand Creek Group Ltd/The Schoeneberger Funeral Home Seruce Food Super Valu Shoemaker/Brenda Signworks Signs & Banners Uc Solunons Beha\'Orial Healthcare Inc Staples Ad\·antage Steams Co Sheriff Stein/Wan1e Stems Inc Streichers Swanston Equipment Corp nus Weeks Shopping News THOMSON REUTERS · WEST TNT REPAIR INC Towmaster l 1schmid • Susan \"ictor Lundeen Company Waste :\lanagement White Banner Unifonn Shop WOR.11) MEDIC . .\!. GOVERNMENT SOLFU Final Total: OTC Board of Commissioners Minutes July 9, 2013 Attachment A, Page 3 1,210.40 352.85 18.00 337.31 150.00 338.57 65.00 31 66 200.00 5.878.12 450.00 45.00 21.20 750.00 529.05 770.00 267.90 2.235 68 125.00 6.88 133.91 225.00 1.650.00 1,008.01 50 00 154.97 4,569.26 126.34 19,487 50 188.40 3.102.09 1,196.30 324.052.77 65.54 1,13801 25,124.47 1,976.99 20.14 600,666.35