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Home My WebLink AboutBoard of Commissioners - Minutes - 03/04/2014MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN March 4, 2014 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, March 4, 2014 at the Government Services Center in Fergus Falls, MN, with Commissioners Wayne Johnson, Chairman; Roger Froemming, Vice-Chairman; John Lindquist, Doug Huebsch, and Lee Rogness present. Approval of Agenda Chairman Johnson called for approval of the March 4, 2014 agenda. Motion by Froemming, second by Rogness, and unanimously carried to approve the Board of Commissioners agenda of March 4, 2014 with the following addition: 10:40 a.m. -Sheriffs Office Information Consent Agenda Motion by Froemming, second by Rogness, and unanimously carried to approve the Consent Agenda items as follows: A. February 25, 2014 Board of Commissioners' Minutes B. Warrants/Bills for March 4, 2014 (Attachment A) C. Final Payment to Swingen Construction Company for S.P. 056-672-004, Bridge No. 56538 D. Consumption and Display Permit Renewal for Wee Villa Resort Ltd Ptsp. E. Reimbursement to Employees' Committee for 2013 summer picnic expenses Health Insurance Portability and Accountability Act (HIPAA) Compliance Diane Thorson, Public Health Director, submitted the following draft documents: 1. Otter Tail County Health Information Policy (Health Insurance Portability and Accountability Act Compliance adopted 3/18/03 and amended 09.2013) 2. Otter Tail County Health Insurance Portability and Accountability Act Compliance Security Rule- Administrative, Physical, & Technical Safeguards 3. Otter Tail County Privacy and Security Breach of Private Health Information Ms. Thorson briefed the Board regarding the proposed administrative and technical safeguards that are needed because of electronic health records. Ms. Thorson sent the draft Health Information Policy to various departments so they can update their respective information. The County Attorney indicated that the policies must conform with HIPAA and Minnesota Data Practices and follow the most restrictive rules. Motion by Rogness, second by Huebsch, and unanimously carried to request the Public Health Director to return to the Board April 1, 2014, for approval of the final, proposed HIPAA policies. Amended Community Health Board Joint Powers Agreement Diane Thorson reported on a Community Health Board meeting held February 7th At the meeting, consensus was reached to modify the language of the CHBJPA as it relates to the membership of the CHB. Motion by Huebsch, second by Rogness, and unanimously carried to authorize the appropriate County Officials' signatures to execute an amended Joint Powers Agreement between the Counties of Becker, Clay, Otter Tail, and Wilkin to establish a Joint Entity Community Health Board as presented. Legislative Update Ms. Thorson provided a legislative update regarding changes to the local public health act, e-cigarette usage in public places and usage by minors, and potential funding for unhealthy homes (mold, radon). OTC Board of Commissioners' Minutes March 4, 2014 Page2 Recess & Reconvene At 9:57 a.m., Chainman Johnson declared the meeting of the Otter Tail County Board of Commissioners recessed for a short break. The meeting was reconvened at 10:00 a.m. Public Hearing for County Ditch No. 4 David Hauser, County Attorney, opened a Public Hearing to consider minor alterations in County Ditch No. 4 located in the SW¼NE¼ of Section 22 in Elmo Township near the intersection of CR 40 and SH 29. Mr. Hauser reported that the Highway Department petitioned for work to be completed in the ditch. The County Ditch Inspector, County Auditor, and MnDOT Hydrologic Engineer from District IV were present for the hearing. The Engineer explained the project consisting of replacement of two culverts under SH 29 along with some sloping and rip-rap work. The work is consistent with the way the ditch was built. There will be no cost to Otter Tail County. There were no comments received from the public or public presence at the Hearing. Motion by Froemming, second by Huebsch, and unanimously carried to authorize replacement of the culverts under SH 29 as described. Additionally, the motion includes approval to pay fees associated with conducting the required Public Hearing. Chainman Johnson closed the Public Hearing at 10:09 a.m. Technology Committee Discussion took place about representation of Commissioners on the Technology Committee. Commissioners agreed that Chair Johnson should remain on the Technology Committee until January 1, 2015 due to on-going technology issues. After January 2015, the Board would prefer to follow the Division structure for committee representation. Date Change for County Ditch No. 70 Public Hearing Commissioners changed the County Ditch No. 70 Improvement Project Public Hearing to Monday, April 28, 2014 at 7:00 p.m. at the Government Services Center in Fergus Falls. Motion by Huebsch, second by Froemming, and unanimously carried to authorize Commissioner Lindquist, Commissioner Rogness, and the Land & Resource Director to attend a MCIT conference titled "Navigating Key Land Use Issues" in St. Cloud, MN on Thursday, April 17, 2014. Final Plat Filing Extension Motion by Rogness, second by Lindquist, and unanimously carried to approve a six-month extension for filing the Final Plat of Evan and Darby Nelson entitled "Beauty Beach on Otter Tail First Addition" located in Section 13 of Amor Township; Otter Tail Lake (56-242). The filing extension is granted because of deed issues with the property. Water Plan Amendment Public Hearing Bill Kalar, Land & Resource Director, reported that a Public Hearing is required for the proposed amendments to the Otter Tail County Water Plan. The Public Hearing is scheduled for Tuesday, May 13, 2014 at 10:00 a.m. After the Public Hearing, comments are provided to the Northerly Branch of the Board of Soil and Water Resources (BWSR) for their review and recommendation to the full BWSR Board. If approved by the full BWSR Board, this will be the five year Comprehensive Local Water Management Plan for Otter Tail County. Safety Training Exercises Patrick Waletzko, Safety Liaison, requested closure of the 505 S. Court St. building to facilitate safety training exercises for County employees. Motion by Huebsch, second by Lindquist, and unanimously carried to authorize closure of the 505 S. Court St. building on Tuesday, March 11, 2014 from 2:00 p.m. to 4:30 p.m. Mr. Waletzko indicated that the Courthouse and Solid Waste/Recycling building will participate in the same training in the near future. OTC Board of Commissioners' Minutes March 4, 2014 Page 3 Ditch Fund Assessments & Fund Transfers Motion by Froemming, second by Huebsch, and unanimously carried to approve payment, in the amount of $69,251.88, to the Road and Bridge Fund from various accounts (as noted on the applicable worksheet) within the County Ditch Fund for services provided during the period of October 16, 2012 through December 15, 2013. Motion by Rogness, second by Lindquist, and unanimously carried to approve operating transfers from the General Fund to the County Ditch Fund for the purpose of eliminating deficit balances in the ditch system as follows: Couhtv Ditch No. 1: $187.66 Countv Ditch No. 10: $180.27 Countv Ditch No. 17: $239.92 Countv Ditch No. 18: $3,006.11 Countv Ditch No. 23: $2,709.07 Countv Ditch No. 28: $2,575.72 Countv Ditch No. 31: $279.68 Countv Ditch No. 32: $42.99 Countv Ditch No. 45: $2,479.34 Countv Ditch No. 48: $66.84 Countv Ditch No. 55: $73.17 Countv Ditch No. 64: $73.32 Motion by Huebsch, second by Lindquist, and unanimously carried to approve inter-fund loans between the General Fund and the following ditch accounts within the County Ditch Fund as follows: County Ditch No. 16 County Ditch No. 25 County Ditch No. 37 County Ditch No. 38 County Ditch No. 39 County Ditch No. 70 $4,526.89 33,146.49 18,286.21 2,608.40 932.84 12,624.37 Sheriff's Office Equipment Sheriff Schlueter and Chief Deputy, Stacy Paulseth, informed the Board that their Office will be taking possession of a new armored vehicle from the military for the Otter Tail County Swat Team. This will be an upgrade to the current Swat Team vehicle(s). Shipping cost will be paid from the Sheriffs Office budget. Narcotics Task Force Vehicle Lease Motion by Lindquist, second by Froemming, and unanimously carried to authorize the Narcotics Drug Task Force to lease new vehicles as requested by the Sheriff. Otter Tail County will serve as the fiscal host for the lease with all costs being paid by the Task Force. Amended Contract Administration Guideline Motion by Froemming, second by Rogness, and unanimously carried to approve the draft Contract Administration Guideline as submitted by the County Attorney and dated February 24, 2014. Engineering Services for CSAH 9 & CSAH 20 Intersection Motion by Rogness, second by Lindquist, and unanimously carried to approve JK Engineers Inc. to perform electrical engineering services for the CSAH 9 and CSAH 20 Intersection Reconstruction project at an approximate cost of $4,071.00. Transportation Funding Discussion took place regarding the need to begin discussing with the Association of MN Counties (AMC) the possible concept of a local fuel tax where this additional fuel tax revenue generated in Otter Tail County would stay within the County for highway construction/maintenance. OTC Board of Commissioners' Minutes March 4, 2014 Page4 Minnesota Rural Counties Caucus Motion by Huebsch, second by Froemming, and unanimously carried to approve payment, in the amount of $2,100.00, payable to Minnesota Rural Counties Caucus for the 2014 MRCC annual dues. Adiournment At 11 :16 a.m., Chairman Johnson declared the meeting of the Otter Tail County Board of Commissioners adjourned for committee meetings. The next County Board meeting is scheduled at 9:30 a.m. on Tuesday, March 11, 2014. Dated: 0.3-1I-2.o/'f Attest: _la ....... ~""~<=i--"-"'l"J/"'--:...,::.; ;J'--- LarryKr6hn~ CB/kd OTC Board of Commissioners' Minutes March 4, 2014 Attachment A, Page 1 WARRANTS APPROVED ON 3/04/2014 vendor Name Amount A· 1 LOCK & KEY 39.23 Av'IANDSUC 13,199.66 AKERMAN/RICHARD 113.56 AUTO VALUE FER.GUS FALLS 50.58 BERG/DAVID 10.00 BROGARD PLUMBING CO 750.00 BUGBEE/WADE 275.19 BURUD/ AMANDA 20.07 CADEM L~W GROUP PUC 70.00 CDW GOVERNMENT INC 344.15 CERTIFIED AUTO REPAIR 42.82 CIAY CO AUDITOR TREASURER 1.080.48 CODE 4 SERVICES UC 420.00 COOPERS TECHNOLOGY GROUP 326.43 CUUIGAN WATER CONDmONING 49.50 FASTENAL COMPANY 49.87 FER.GUS FALLS/CITY OF 506.66 FER.GUS POWER PUMP INC 937.50 Flint Toner 425.00 FRAZEE ELECTRIC INC 3,541.15 GALLS UC 2.154.32 GRAINGER INC 847.45 HOFF/MARIANO 5,335.00 HOLT/TONYA 5.87 INNOVATIVE omcE SOLurIONS 640.01 INTERSTATE ENGINEERING INC 6,317.50 J.P. COOKE CO 61.55 JENSEN/MATT 7.00 KEU Y SERVICES INC 2.324.46 KINETIC LEASING INC 704.00 KRUPICH/]EREMIAS 527.53 !AKE REGION HEALTHCARE CORP 359.95 LAKES AREA PEST CONTROL UC 80.00 L~RADIO 100.00 L.\RRY OTT INC TRUCK SERVICE 465.00 MANTEK 4,003.33 MARCO INC 580.65 MARCO INC ST LOUIS 793.10 MN STATE AUDITOR 17.393.78 MN VIEWERS ASSOCL~TION 125.00 NAPA FERGUS FALLS 119.53 NELSON AUTO CENTER 641.82 OTC Board of Commissioners' Minutes March 4, 2014 Attachment A, Page 2 Vendor Name NORTH AMERICAN SAl.T CO NORTHWEST CABINETS, INC. OFFICEMAX INCORPORATED OTC TRE.ASUllER OTTER. TAIL CO TRE.ASUllER. OTTER.TAIL TRUCKJNG INC OVERHEAD DOOR. CO OF FERGUS FAll.S PHlll.IPE IAW OFFICE PROFESSIONAl. PORTABLE X-RAY INC Ov1CK'S NAPA AUTO PARTS RAZOR BIADE COMPANY /THE 1l00 EQUIPMENT S.W.INC SAFELITE FUI.FIU..MENT INC SERVICE FOOD SUPERVALU SOS TECHNOLOGIES SRF CONSUL TING GROlJP INC ST."JILES ADVANTAGE STEINS INC STEVE'S S.<\NITATION INC STEW ART/JAMES STREICHER.S SWANSTON EQUIPMENT COMPANIES TIRES PLUS TOTAL CA1l CARE TRANOUILITY BUll.DING SE1l\.1CES ULINE USA TODAY VOSS UGHTING WASTE MANAGEMENT WORLD MEDICAL GOVERNMENT SOLUTI• ZIEGLER INC Ftnal Total: Amount 15.303.23 678.00 75.31 124.07 13.20 5,813.76 1.327.00 1,205.38 450.00 132.87 128.63 33,394.17 410.00 182.16 65.22 10,900.00 16.596,83 266.00 3,152.24 177.33 7.47 593.96 380.00 33.77 425.00 275.81 594.28 25.60 4,784.92 44.12 3,311.17 166,710.20