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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 04/08/2014MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN April 8, 2014 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened at 9:30 a.m. Tuesday, April 8, 2014 at the Government Services Center in Fergus Falls, MN, with Commissioners Wayne Johnson, Chairman; Roger Froemming, Vice-Chairman; John Lindquist, Lee Rogness, and Doug Huebsch present. Approval of Agenda Chairman Johnson called for approval of the April 8, 2014 agenda. Motion by Lindquist, second by Froemming, and unanimously carried to approve the Board of Commissioners agenda of April 8, 2014 with the following modifications: • Canceled the Internal Services Committee (Personnel) at 12:30 p.m. • Public Works Committees Moved to 12:30 p.m. • Courthouse Remodeling (Phase 2) Change Order Consent Agenda Motion by Froemming, second by Lindquist, and unanimously carried to approve Consent Agenda items as follows: Ditch #16: A. April 1, 2014 Board of Commissioners' Minutes B. Warrants/Bills for April 8, 2014 (Attachment A) C. Ten Mile Lake Resort and Zorbaz on Pelican Lake Consumption and Liquor Licenses D. Pawn and Loan LLC -Ronald Melby Pawnbroker License Application E. Approval of Contracts & Bonds for C.P. 14:128B & Etc. Mark Sand & Gravel Co. County Drainage Systems Kevin Fellbaum, Ditch Inspector, reported that the culvert leaving Crane Lake on County Ditch #16 had sunk and a hole resulted affecting the township road. The Township filled the hole in with gravel so the road was passable. Mr. Fellbaum received a quotation from Christensen Construction to fix the washout. Motion by Lindquist, second by Froemming, and unanimously carried to approve the quotation from Christensen Construction, not to exceed $7,648.00, to replace the culvert leaving Crane Lake, and rip rap the inlet area of the pipe to prevent future washouts. The expenses for work on this culvert will be paid out of the County Ditch #16 fund. Ditch #41165: The Ditch Inspector requested removal of a couple of beaver dams in County Ditch #41 /65. He presented a map of the ditch with the obstructions. Motion by Huebsch, second by Rogness, and unanimously carried to authorize the Ditch Inspector to hire Ottertail Aggregate to remove beaver dams in County Ditch #41/65 on Joel Kenyon's property as presented. Ditches #15 and #28: Motion by Huebsch, second by Froemming, and unanimously carried to authorize the appropriate County Officials' signatures to execute an Order for Redetermination of Benefits for Ditch #15 and Ditch #28 along with possible consolidation of the ditches, as presented by the County Attorney. OTC Board of Commissioners' Minutes April 8, 2014 Page 2 Ditch #25: Blake Carlson, Engineer for Widseth Smith Nolting & Associates, Inc. provided the Otter Tail County Ditch No. 25 Engineer's Repair Report (Phase I) for WSN Project No. 0497A0089.001 dated April 7, 2014. Mr. Carlson stated that this report was requested by the Drainage Authority to review the condition of CD 25 and its ability to handle additional flow from a potential new outlet. The proposed outlet would discharge water to Berger Lake, flow into Big MacDonald Lake, then into CD25 and be carried downstream. The Engineer's Report is being completed in three phases. This report focuses on Phase I. Mr. Carlson provided a lengthy explanation of the current conditions, crossings that were put in after the original ditch was established, County Ditch #25 capacity, and the need to determine the original ditch grade. Mr. Carlson feels that CD 25 has sufficient capacity to handle flow from an additional outlet if one was added to the Ditch System. Mr. Carlson also noted that the original structure that was beneath Engstrom Beach Road was originally a timer bridge but has since been replaced by a large culvert. The County Ditch Inspector will communicate with the Department of Natural Resources (DNR) to determine possible restrictions with the repair project. Discussion regarding establishment of the ditch grade will continue at the May 6, 2014 County Board meeting. A Public Hearing to establish an outlet fee and determine benefits of an outlet is scheduled for May 19, 2014. Kaizen Event Summary Presentation Otter Tail County Lean Facilitators provided a power point presentation on the County's first Kaizen event held March 17-20, 2014. The Payroll Kaizen process was explained along with additional opportunities for improvement. Another Kaizen event identified in the first process is scheduled for April 23-24, 2014. Commissioners expressed support for the Kaizen events and indicated that Kaizen can take place within departments as well as the larger scheduled events. 2014 Annual County Boat and Water Safety Grant Agreement Motion by Froemming, second by Huebsch, and unanimously carried to authorize the appropriate County Officials' signatures to execute the 2014 State of Minnesota Annual County Boat and Water Safety Grant agreement between the State of Minnesota and County of Otter Tail for State Project ID R29G80110127. The grant is for $48,141.00 for the period of January 1, 2014 through June 30, 2015. Recess & Reconvene At 11 :07 a.m., Chairman Johnson recessed the meeting of the Otter Tail County Board of Commissioners for a short break. The Board of Commissioners meeting was reconvened at 11: 12 a.m. Public Health Staffing Motion by Huebsch, second by Rogness, and unanimously carried to authorize the Public Health Director to hire two full time nurses by July 1, 2014 as recommended by the Internal Services Personnel Committee. The need for additional nurse time is due to growing caseloads in the Long Term Care and Family Health units. Grant Application The Minnesota Department of Health has grant dollars available for Electronic Health records. The partners that worked together last year wish to apply again and are requesting the County Public Health Department to be the applicant and fiscal host for the E-health grant. Motion by Rogness, second by Lindquist, and unanimously carried to authorize the Public Health Department to apply for a grant for Electronic Health records through the MnDOH. This grant request, up to $1 million dollars, is due by May 5, 2014. OTC Board of Commissioners' Minutes April 8, 2014 Page 3 Human Services Annual Report Deb Sjostrom, Interim Human Services Director, submitted the Otter Tail County Human Service 2013 Annual Report. Ms. Sjostrom reviewed the document titled "An Introduction to Who We Are and Why We Provide Services". Discussion followed. Human Services Quarterly Budget and MACSSA Legislative Update The Human Services Director provided Agency expenses and revenues for the first quarter of,CY2014. She submitted the March 31, 2014 Minnesota Association of County Social Service Administrators (MACSSA) Update and highlighted the administrative simplification proposal (SF2658). Commissioners expressed concern that eligibility for Human Services programs seem to be moving away from asset-based requirements. Human Services Bills & Claims Motion by Huebsch, second by Froemming, and unanimously carried to approve the Human Services bills and claims as submitted. Recess & Reconvene At 11 :43 a.m., Chairman Johnson recessed the meeting of the Otter Tail County Board of Commissioners for Public Works Committee and lunch break. The Board of Commissioners meeting was reconvened at 1:07 p.m. County Attorney's Pay Schedule David Hauser, County Attorney, previously met with the Internal_ Services Personnel Committee regarding a new position in the County Attorney's office titled Division Chief. This position is the lead position for the Criminal Division. Motion by Rogness, second by Huebsch, and unanimously carried to create a new pay scale for Division Chief within the County Attorney's Pay Schedule, which is 65-85% of the judges' salary. Motion by Lindquist, second by Rogness, and unanimously carried to authorize the County Attorney to initiate promotions in his department within budget. Land & Resource Department Training Motion by Rogness, second by Lindquist, and unanimously carried to authorize the closure of the Land & Resource Department on Tuesday, April 15, 2014 to facilitate training to move toward electronic permitting. PRAIRIE SNOW DRIFTERS TRAIL ASSOCIATION GRANT-IN-AID FUNDING Otter Tail County Resolution No. 2014 -25 Commissioner Froemming offered the following and moved its adoption: WHEREAS, Otter Tail County has sponsored Grant-In-Aid Systems in the past; and WHEREAS, acceptance of the Grant-In-Aid Systems proposed extensions are subject to the review and approval of the County Attorney. THEREFORE, BE IT RESOLVED, that Otter Tail County shall continue to sponsor Grant-In-Aid Trail Systems as they exist for the Prairie Snow Drifters Trail Association _Snowmobile Club for the 2014-2015 snowmobile season and proposed extensions of Grant-In-Aid Trails with the aforementioned condition. OTC Board of Commissioners' Minutes April 8, 2014 Page 4 Commissioner Lindquist seconded the resolution and, upon being put to vote, the resolution was unanimously adopted this 8th day of April, 2014. Dated: Ape;\ d..J.1 cloiY Courthouse Remodeling (Phase 2) Change Order Motion by Huebsch, second by Lindquist, and unanimously carried to authorize payment, to Gast Construction Co., Inc. of Fargo, ND, in the amount of $40,113.00 for Project Number 1120, Change Order No. 001. All work on the Change Order has been completed. Use of Tax Forfeited Property Motion by Rogness, second by Huebsch, and unanimously carried to give Herzog's permission to set up a fruit and vegetable stand on the former B.J.'s East property in the same manner as in previous years, subject to certificate of insurance from the vendor. Phelps Mill Exterior Painting Quotations After previously advertising for quotations, the Public Works Director recommended award of the Phelps Mill Exterior painting to the lowest bidder. · Motion by Lindquist, second by Froemming, and unanimously carried to award the Phelps Mill Exterior Painting project to Harvey Self of Fergus Falls, MN in the amount of $19,500.00. Culvert Replacement Project Motion by Huebsch, second by Froemming, and unanimously carried to authorize an Engineering Services Agreement between the County of Otter Tail and Kadrmas, Lee and Jackson (KLJ) for a hydraulic analysis of a culvert replacement project on CSAH 53 located one mile north of County Highway 8. The estimate for the engineering work is $6,700.00. Agreement for Transportation Plan Motion by Huebsch, second by Rogness, and unanimously carried to authorize an agreement between the County of Otter Tail and SRF Consulting Group for professional services to prepare an Otter Tail County Transportation Plan at an estimated amount of $120,244.00 plus mileage. Natural Gas Meeting Commissioner Lee Rogness provided a recap of the April 7'" Natural Gas meeting with local officials and Montana-Dakota Utilities (MDU). County Park Use and Maintenance Agreement Motion by Froemming, second by Huebsch, and unanimously carried to authorize the appropriate County Officials' signatures to execute an Agreement between the County of Otter Tail and Phelps Mill Country for the use and maintenance of the County-owned Phelps Mill Park. Closed to the Public At 2:07 p.m., Chairman Johnson declared the Board of Commissioners meeting closed to the public to discuss Attorney-Client privilege strategies regarding the Westridge Mall Tax Appeals. The closed session is authorized under Attorney-Client privilege, M.S. §13D.05, Subd. 3(b). Present were all five seated Commissioners, County Attorney, County Administrator, Assessor, Land Services Director, and Board Secretary. Adjournment OTC Board of Commissioners' Minutes April 8, 2014 Page 5 At 2:48 p.m., Chairman Johnson declared the Closed Session complete and the meeting opened to the public. Short discussions took place regarding a LMHC meeting and Ditch 25 information. At 2:55 p.m., with no additional agenda items to consider, the Chairman declared the meeting of the Otter Tail County Board of Commissioners adjourned. The next County Board meeting is scheduled at 9:30 a.m. on Tuesday, April 22, 2014. Dated: _,Ap......,~c~i l_r2.~2,..,_dt,=~'-Y~-- Attest: -----L-=..0/,,.~ ✓--d='- La~, Clerk CB/kd OTC Board of Commissioners' Minutes April 8, 2014 Attachment A, Page 1 WARRANTS APPROVED ON 4/08/14 Vendor Name A· l LOCK & KEY A'VIANDSLLC ADVANCED ENGRAVING INC AMERICAN BIO MEDICA CORPORATION AMERIGAS AUTO VALUE FERGUS FALLS BOWMAN/RONAID BRANDON COMMUNICATIONS INC BROWNELLS INC CADEM L<\.W GROUP PLLC CDW GOVERNMENT INC CITIZENS ADVOCATE CO OP SERVICES INC CODE 4 SERVICES LLC COLLEGE WAY AUTO INC CONCEPT CATERING COOPERS TECHNOLOGY GROUP CRAGUN CORPORATION DAN'S TOWING & REPAIR E.F. JOHNSON CO ELECTION SYSTEMS & SOFTWARE INC FERGUS FALLS POUCE DEPT FERGUS FALLS/cm· OF FR.-'\ZEE ELECTRIC INC GALLSLLC GAST CONSTRUCTION CO INC GRAINGER INC GRANITE cm· TOOL GUNDERSEN/EUZABETif A HAW"ES SEPTIC TANK PUMPING HEARTL.\ND AUDIO INC HERMES/CONNIE HERNESS CONSTRUCTION LLC HOIUM/RICK HOTSY EQUIPMENT OF MN HOUSTON ENGINEERING INC INTEGRA TELECOM JAKE'S JOHNS LLC JAROSZEWSKI/JEFFR.EY J & Jill A JONES AND MAGNUS KEEPR.SINC KELLY SERVICES INC Amount 71.30 14,817.48 1,265.25 373.57 738.45 1,420.81 10.00 142.34 157.25 804.68 60,566.90 32,134.11 45.62 28,704.86 50.20 346.50 12,003.77 226.06 34.03 63.39 951.35 205.00 2.970.00 1,754.79 1,041.49 262.834.00 307.44 276.40 2,495.75 75.00 2.627.33 10. 75 1,570.00 19.99 149.58 18,431.20 390.46 252.64 775.00 520.00 717.07 2. 777.25 OTC Board of Commissioners' Minutes April 8, 2014 Attachment A, Page 2 Vendor Name KM FAMILY !AW CONSULTING, PUC !AKE REGION HEALTHCARE CORP LARRY OTT INC TRUCK SERVICE LARRY'S SUPERMARKET IAWSON PRODUCTS INC MARCO INC MARCO INC ST LOUIS MIDSTATES EQUIPMENT & SUPPLY MINNESOTA SHERIFFS' ASSOCL'\TION MN DEPT OF HEALTii MN DEPT OF TRANSPORTATION MN MOTOR COMPANY MN ST COMMUNITY AND TECHNICAL CC MOTOROIA NAPA FERGUS FALLS NELSON AUTO CENTER NORTH POINT GEOGRAPHIC SOLUTIONS NORTHERN ENGINE & SUPPLY INC NORTHIAND COMM & TECH COLLEGE OFFICEMAX INCORPORATED OTTERTAIL CO TREASURER OTTERTAIL TRUCKING INC PARK GARDENS OF FERGUS F,U.LS LLC PEIJCAN RAPIDS PRESS PEMBERTON SORLIE RUFER KERSHNER Pl PERHAM FOCUS PERRIN MOBILE MEDICAL PETERSON MECHANICAL INC PHILLIPE LAW OFFICE PHILLIPPI DR/JAY PHOENIX SUPPLY PINE PLAZA TV & APPllANCE POWERPLAN om REGENTS OF THE UNIVERSITY OF MN RINGDAHL AMBULANCE INC ROUSEVAC, INC ROYAL TIRE INC RUNDLE/THOMAS SAMUELSON/DARRELL & MAvlS SERVICE FOOD SUPER \/ALU SIGNWORKS SIGNS & BANNERS LLC SIMPLEX GRINNELL .4.mount 141.00 9,456.11 1,895.00 21.93 448.78 4,287.86 474.22 680.00 250.00 350.00 50.00 116.28 1,000.00 1,994.66 21.58 26,327.48 7,800.00 9.18 1.600.05 90.39 274.98 7,036.98 871.00 413.15 2,780.25 243.25 270.00 4,574.25 1,707.46 950.00 596.76 204.91 1,796.70 33,265.02 23.22 50,300.00 58.12 35,28 669.00 161.40 45.00 512.42 r Vendor Name SOUTH Mil1. SERVICE ST CLOUD/CITY OF STEINS INC SYNSTEUEN ENfERPRISES UC TASER INTERNATIONAL TIIIS WEEKS SHOPPING NE\VS THORMODSON/DEBORAH TIRES PLUS TOTAL CAR. CARE mAN ACCESS ACCOUNT mAN MACHINERY INC TI~lN FOUNTAINS DEVELOPERS UC UNIFORMS UNlJMlTED INC VICTOR. LUNDEEN COMPANY VISIONS OF COURAGE. INC WALETZKO/PATRICK WASTE MANAGEMENT WEITOWN OUTPOST WEST CENTRAL jAil. ADMINISTRATOR'S WILKIN CO IDGHWAY DEPT WOODLAND BAPTIST CHURCH WORLD MEDICAL GOVERNMENT SOLlifII ZIEGLER INC Final Total: OTC Board of Commissioners' Minutes April 8, 2014 Attachment A, Page 3 Amount 4.50 5,947.39 4,128.21 534.25 2.899.95 31.40 16.24 810.00 405.42 1,940.26 500.00 648.56 187.91 4,669.20 114.13 6,028.09 490.00 20.00 14.403.14 2,954.25 1,639.21 1,666.60 668,971.44