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Home My WebLink AboutBoard of Commissioners - Minutes - 07/08/2014MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN July 8, 2014 8:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened at 8:30 a.m. on Tuesday, July 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 July 8, 2014, agenda. Motion by Rogness, second by Froemming, and unanimously carried to approve the Board of Commissioners agenda of July 8, 2014, with the following modifications: • Moving the September 23, 2014, County Board Meeting to September 30, 2014 • Prairie Lakes Municipal Solid Waste Authority -Update Consent Agenda Motion by Lindquist, second by Froemming, and unanimously carried to approve Consent Agenda items as follows: 1. June 24, 2014, Board of Commissioners Meeting Minutes 2. Warrants/Bills for July 8, 2014 (Attachment A) 3. Renewal of Children's Mental Health School Based Services lnteragency Purchase of Agreement for the Fergus Falls Area Special Education Cooperative. 4. Approval of payment in the amount of $13,473.85 to Otter Tail Lakes Tourism Association for Website Development 5. Approval of Final Payment of $15,105.70 for Replacement of Dunn Township Bridge No. 56542, Korby Contracting Company Bois de Sioux Watershed District Board of Managers Commissioner Lindquist discussed that an individual to serve on the Bois de Sioux Watershed District Board on behalf of Otter Tail County has not yet been determined. Commissioners discussed the possibility of appointing an individual if a volunteer does not come forward. Viking Library System Financial Report Commissioners discussed the Viking Library System Financial Report. Commissioner Froemming reported his review of the financial report and is satisfied with it as presented. County Ditch #16 Jim Wolters, Department of Natural Resources, presented a document titled, "County Ditch 16-Crane Lake to Clitherall Lake," and the DNR is proposing to replace the existing culvert with a larger culvert to allow slower water flow for fish passage. Kevin Fellbaum, Ditch Inspector, provided that the ditch culvert was replaced earlier between Crane Lake and Clitherall Lake, and it is functioning adequately to pass water. Fellbaum clarified that this issue involves the passage of fish though the culvert, and there would not be any County funding utilized to replace the culvert. Commissioners encouraged DNR to give consideration to replacing the culvert with a box culvert and work with the townships for recommendations as to the type of culvert that should be used. Motion by Lindquist, second by Huebsch, and unanimously carried to authorize the work in County Ditch #16 for replacing the culvert with a larger culvert which will allow slower water flow for fish passage, and it will be completed without any County funding. OTC Board of Commissioners' Minutes July 8, 2014 ..\; Page 2 County Ditch #25 Motion by Huebsch, second by Rogness, and unanimously carried to approve and provide appropriate County Officials' signatures on the Findings and Order -Establishing Outlet Fee and Determining Benefits for Outlet Area in the Matter of County Ditch #25, as drafted and presented by County Attorney Hauser. County Recorder Compliance Fund and Software Request Brian Armstrong, Land Services Director, reported that the County Recorder's Office technology fund is money to be used for advancing technology in land records, and it is his intent to purchase new tax and CAMA software by transferring that money to the compliance fund. Armstrong will be using money from the compliance account for certain technology items such as tax and camera software. Discussion was held regarding technology in the County Recorder's Office, and how the compliance money is anticipated to be utilized in that manner. Armstrong advised that he intends to discuss this further with the Land Division Committee, and he will also bring technology options for purchasing to the Finance Committee. Armstrong has been researching software for the County Recorder Office and is working with Tim Brand, IT, to implement new technology into the Recorder's Office. Brand provided that it will be necessary to update the technology infrastructure of the County and this upgrade will benefit the entire County. Commissioners discussed the benefit of electronic records and data and requested additional information for software and technology possibilities to achieve electronic records countywide. Safe at Home Legislation Brian Armstrong, Land Services Director, updated the Commissioners regarding new legislation for the Safe at Home law. This statute is facilitated through the Minnesota Secretary of State and is a statewide program which allows certain individuals to maintain a confidential address. It was recently amended, but Armstrong does not believe that the modifications will impact the Land Services Division significantly. It is his intent to ensure that the department is in compliance with the statute. UCC Satellite Office Discontinuation Brian Armstrong, Land Services, received a letter from the State of Minnesota Office of the Secretary of State advising that the office is cancelling the agreement for county satellite offices, which has been an arrangement through counties for administering the Uniform Commercial Code. The notice of cancellation is effective December 1, 2014. Armstrong believes it could cause a loss of revenue to the County in the amount of $12,000-20,000. Armstrong reported that the Minnesota County Recorder's Association is opposed to the cancellation of the satellite offices. Commissioners discussed the benefits of maintaining a satellite office as well as processing UCC transactions though the Secretary of State. Land Services Division Land Transactions Brian Armstrong, Land Services Director, reported that it is projected that there will be a decrease in revenue collected for land transactions and this issue will be further brought to the Finance Committee for discussion. Recess & Reconvene At 9:26 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 9:30 a.m. OTC Board of Commissioners' Minutes July 8, 2014 Page 3 Public Hearing for Vertical Farms Produce Harold Stanislawski, Fergus Falls Economic Improvement Commission, and Gordon Hydukovich, City of Fergus Falls, presented information about Vertical Farms Produce, which is a year-round indoor growing and packaging facility. When the facility is operational, it is anticipated that there will be at least eight employment positions. Funding for the facility has been secured through other funding partners and preparations are being made for it to move forward. Motion by Huebsch, second by Rogness, and unanimously carried to authorize a loan of $150,000 to Vertical Farms Produce, which is secured through the State of Minnesota. Dog Bite Hearing Jessica Metzger, Public Health Nurse, reported that the dog, Brooklyn, owned by Jason Covey has bitten once and caused substantial bodily harm. The Otter Tail County Animal Health and Control Ordinance Mandates that a hearing be held to determine how to deal with the dog to ensure the protection of the public. Jessica Metzger was placed under oath and testified that the facts, as submitted to the Board in writing, are accurate. Discussion was held, including statements from Jason Covey regarding the dog and the community in which they live. Motion by Rogness, second by Lindquist, and unanimously carried to approve the proposed settlement as submitted by the Public Health Department and determined appropriate by the Board with all directives in the settlement to be completed within thirty days of the receipt of the letter/settlement. The County Attorney will draft findings and an Order for the hearing. County Board Meeting Schedule Motion by Johnson, second by Froemming, and unanimously carried to reschedule the County Board Meeting from September 23, 2014, to September 30, 2014, at 9:30 a.m. Prairie Lakes Municipal Solid Waste Authority Commissioners discussed that Clay County will become a member of the Joint Powers Agreement to begin on September 1, 2014, and will be further presented by Mike Hanan, PLMSWA Executive Director. Jail Control Remodel Updates Motion by Rogness, second by Lindquist and unanimously carried to make the final payment in the amount of $13,822.30 to Accurate Controls for the jail control remodel/updates. Recess & Reconvene At 10:21 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 10:27 a.m. Property Owner Cheryl Harris Cheryl Harris requested information regarding a change in the tax form provided by the County to her husband, Mike Harris, who serves on the Board of Adjustment. Commissioners discussed that prior to 2012, the County provided W-2 tax forms to Board of Adjustment representatives and that has since been changed to 1099-Misc tax forms. Commissioners determined it appropriate that additional research regarding the issue should be conducted and further discussed with Harris. Prairie Lakes Municipal Solid Waste Authority Joint Powers Agreement Motion by Froemming, second by Huebsch and carried unanimously to accept the appropriate County Officials' signatures and execute the Joint Powers Agreement of the Prairie Lakes Municipal Solid Waste Authority as amended and presented. Mike Hanan, PLMSWA Executive Director, and Rick West, Public Works, discussed that Clay County is being added as a Member of the Perham Resource Recovery Facility Joint Powers Board. Commissioners discussed the debt obligation percentage determination made for each charter member. OTC Board of Commissioners' Minutes July 8, 2014 Page 4 Capital Expenditure Solid Waste/Recycling Motion by Rogness, second by Huebsch and carried unanimously to accept the request for the capital expenditure of the tandem axel truck, hook lift and pup trailer as presented by Mike Hanan, Solid Waste, and Rick Denzel, Recycling. This is a budgeted equipment expense and estimate for costs is $204,827.00. Buffalo Red River Watershed District -Judicial Ditch #2 Peter Fjestad, Buffalo Red River Watershed District Board Member, presented on the Judicial Ditch #2 in the Buffalo Red River Watershed District. Commissioners discussed that Wilkin County Commissioners have transferred their ditch administration to the Buffalo Red River Watershed District. Further discussion took place including that Otter Tail County may consider transferring its administration of Judicial Ditch #2 to the Watershed District as well and County Attorney Hauser discussed the process for transferring our interests of the ditch to that district. Commissioners will request to have a joint meeting with members of the Buffalo Red River Watershed District. No-Wake Zone Advisory A concerned citizen notified Commissioner Rogness of high water issues and requested a no-wake restriction for Long Lake (56-784). Commissioners discussed appropriateness and effectiveness of imposing a no-wake restriction within Otter Tail County due to high water levels in the lakes. Motion by Rogness, second by Huebsch and unanimously carried to publish a countywide advisory establishing that there is a no-wake zone 300 feet from the shore on all of the lakes within the County. The no-wake restriction advisory means that all watercraft operating within 300 feet of the shoreline should not exceed a speed whereby a wake or wave is produced behind the craft. All boaters and watercraft operators are encouraged to use caution and slower speeds when operating near the shore of all lakes within the county while the water remains high. The no-wake zone advisory is an effort to protect the shoreline of the lakes, reduce property erosion and minimize environmental damage. The no-wake advisory is in effect until each lake level drops below its ordinary high-water level. Perham to Pelican Rapids Trail Master Plan Motion by Huebsch, second by Rogness to approve an amendment to the original contact for the Perham to Pelican Rapids Trail Master Plan, and unanimously carried as presented. Phelps Mill Picnic Shelter Floor Slab Replacement Motion by Rogness, second by Lindquist and unanimously carried to authorize appropriate County Officials' signatures to execute the contracts for the Phelps Mill Picnic Shelter Floor Slab Replacement, and work on the project is authorized to begin as presented. High Water Levels Rick West, Public Works Director, updated Commissioners regarding high water levels and submitted Water Surface Elevation recordings for some of the lakes within the County. Commissioners discussed high water levels throughout the County. West reported that there has been a minimal number of public requests for sandbags and sand. Patrick Waletzko, Emergency Manager/Safety Program Liaison, provided that a declaration of emergency has been made for the State of Minnesota by Governor Dayton, which included Otter Tail County. However, Otter Tail County has not requested any assistance from FEMA at this time. The declaration will remain open until full damage can be assessed. Commissioners also discussed that Otter Tail County may be eligible for mitigation dollars if a presidential declaration of emergency is made. The Hazard Mitigation Plan for the County is in the process of being updated, which allows the County to be eligible for mitigation projects. OTC Board of Commissioners' Minutes July 8, 2014 Page 5 DWI Court Grant Funding for FY2015 Motion by Rogness, second by Lindquist and unanimously carried to approve of DWI Court Grant Funding for FY2015 as presented by Chuck Kitzman, Probation Office. West Central Regional Juvenile Center Motion by Lindquist, second by Froemming, and unanimously carried to approve the West Central Regional Juvenile Center as presented by Chuck Kitzman, Probation Office. LG230 Application to Conduct Off-Site Gambling Motion by Huebsch, second by Lindquist, and unanimously carried to approve the LG2320 Application for Off Site Gambling as submitted by Turn In Poachers Ottertail Chapter for an event scheduled on July 26, 2014. Red River Basin Commission Motion by Froemming, second by Lindquist and unanimously carried to deny the request for 2014 funding for the Red River Basin Commission, and to not be a member of the Red River Basin Commission. Housing and Redevelopment Authority Board Member Commissioners discussed that there is an opening on the Board for the Otter Tail County Housing and Redevelopment Authority. Janice Palan (Deer Creek) is unable to complete her term and a replacement needs to be appointed. The term of the new appointee would be from July 1, 2014, through August 1, 2015. Star Lake Improvement District Results Wayne Stein, Auditor, submitted a document with the Star Lake Improvement District Election Results, which failed. Commissioners further discussed the expenses associated with facilitating a lake improvement district and whether a fee should be requested for this service. Global Corporate Trust Services Motion by Rogness, second by Lindquist and unanimously carried to authorize the Chair's signature on a letter to Global Corporate Trust Services as presented by County Attorney Hauser. Adjournment At 12:13 p.m., Chairman Johnson declared the meeting of the Otter Tail County Board of Commissioners adjourned. The next County Board meeting is scheduled at 8:30 a.m. on Tuesday, July 15, 2014. Dated: 07 /ts/(i/ Attest k~~ ~L Larry Kr n,7erk CB/nh Vendor Kame AYIANDS LLC .-\."!OKA CO SHERlFF A.RMSTRONG/BRJAN A.UTOFIX BA.LL-\R.D SANITATION INC BA. TILE L>.KE ST.-\.."<DARD BENNETT/TERRY BI.l'FFTON OIL COMPANY BO\\'MAN/RON.-\LD BRANDBORG/HEA THER CAROUNA SOFTWARE CAR.R'S L>.KE COUl'i'TRY SUPEJL\L.\R.KET CDW GOVERNMENT INC CS'ITRAI. DOOR & HARDWARE INC CERTIFIED Alt'TO REPAIR cmza,is ADVOCATE CI.EMTh'T COMMUNJCATIONS INC CO OP 5ER\'1CES INC CODE 4 5ER'v1CES LLC COM~IISSIONER OF TR.-\..'ISPORTA TION COMSTOCK CONSTRUCTION OF MN COOPERS TECHNOLOGY GROUP CROP PRODUCTION SERVICES ClWGAN WATER cmmmoNING DENZEL'S REGION WASTE INC DICl-:'S ST.-'.NTIARD ELECTION SYSTEMS & soml' . .\RE INC F-M AMBU.ANCE SERVICE INC F . .\STh'IAI. COMPANY FERGUS FALLS DAILY JOl'RNAL FERGUS FALLS SCHOOL DIST 544 FERGUS FALLS,/Cffi' OF FERGUS POWER PUMP INC FINANCE & CO~IMERCE INC FR.-\..'<K:"S MECH.-\..~'JCAL INSl..1.AT!ON INC GALLS LLC GAST CONSTRUCTION CO INC GIBBS/ANN H . .\GE:-./ER\'JN HAIMERL AMERlC.-\..'I LEGION POST 148 HEDAHLS HEADOl'ARTERS HILD! INC OTC Board of Commissioners' Minutes July 8, 2014 Attachment A, Page 1 . .\mount 14.338.16 70.00 86.43 48.27 102 96 18.26 8.61 873.41 71.99 37.52 590.68 50.00 235 11 125.90 64.30 5,822 97 611 80 339. 74 1,479 30 2,496.02 67,497.13 1,566.14 11,029.45 51.50 62.40 3100 1,30818 30.00 74.64 120.35 1.476.25 3,494 31 390.00 144.00 1.594.00 189.60 167,492 00 99.64 52.58 200.00 48.50 450.00 OTC Board of Commissioners' Minutes July 8, 2014 Attachment A, Page 2 Vendor Kame Hill.TOP LUMBER INC HOOTS SPORTS INDEPENDENT /THE INNO\'ATIVE OFFICE SOUJTIONS INTERSTATE ENGL's'EERING L'IC KJ.D. LEASING INC K.ELI.Y SERVICES INC KEY GOVERNMENT FINANCE INC ICTEFERS. COM LAKE REGION HEALTHCARE CORP I.AKELA.ND MENTAL HEAL TH CENTER L>\KES COUNTRY SERVICE CO OP LARll.Y OTT INC TRUCK SERVICE L.\RRYS SUPERM.-\R.K.ET LAWSON PRODUCTS INC LINDBERG/JANET UTTLE FALLS MACHINE INC LOCATORS & SUPPLIES INC · t.URCO INC ST LOUIS M..\R.KS FLEET SUPPLY INC MCCC Ml 33 MCHR.M..\ MEKALSON HYDRAULICS INC MIKE'S LOCK & KEY SER\·1CE MINNKOTA ENYIRO SERVICES INC MN STATE AUDITOR MOR.RlS/JASON NARDINI FIRE EO\.JlPMENT NATE"S TOWING NEW YORK t.fill.S DISPATCH NTWMAN PAINTING INC NORTH POINT GEOGRAPHIC SOLUTIONS NORTHI.A."-!D BUSINESS SYSTEMS INC ODYSSEY GROUP/THE OFFICE.'1.-\."'\ IN CORPORA TED OTTERTAIL BAKERY OTTERTAIL TR.UCKJNG INC OlITDOOR RENOVATIONS L.\NDSCAPE & OVERHEAD DOOR CO OF FERGUS FAl.l.S PEDERSEN/ . .\L VIN PELICAN RAPIDS PRESS PHILLIPE L.\ W OFFICE Amount 47.68 22.00 72174 go.02 8. 163.36 303.35 2,533.84 8.788.78 385.00 364.00 1,1g7_50 6,897.50 2,120.00 13_g5 150. 79 160.52 196.54 89.94 897.59 96.00 280.00 100.00 409.92 2,247.50 53.00 3.454.72 8.00 560.00 40.00 576.28 700.00 3,380.00 1,499.86 150.00 101.21 23.00 35. 196.93 420.00 285.44 139.99 70.00 254.70 Vendor Name PHOENIX SUPPLY PITNEY BOWES PM:RINC PRAIRIE RESTORATIONS INC PRO SWEEP INC PRO TAL''IER PRODUCTI\'E . .\.LTEIL"IATIVES INC OUAl..11T 0\ 'ERHEAD I.LC RDO TRUST #80-6130 ROTHSAY REGION . .\.L REPORT ROYAL TIRE INC SBLC FF SEACHANGE PRINTING & !>l~ING SERV1CE FOOD SGPER VALU S!!,!PlEXGRINNEI.L SODERSTROM/DEN~1S SOL'THTO\l"N OF PEIJCAN R.-\PIDS INC STAPLES ADVANTAGE STEINS INC STEVE'S SANIT . .\.TION INC Tl-ilS WEITS SHOPPING NEWS THOMSON REUTERS · WEST THYSSEN KRUPP ELEVATOR CORPOR..\.Tl TIRES PLUS TOTAL CAR CARE TOSHIBA BUSINESS SOLUTIONS USA TR..\.NE US. INC TR.-\.N0v1LITY BUILDING SER\lCES l1.SCH1>IlD /SUSAN \1CTOR LlP.'IDEEN COMPANY \lNCO. INC VOSS LIGHTING WALLGREN/ERIC WASS/DA \ID F \\".-\.STEOUIP WORLD MEDIC . .\.L GOVERJ-iMENT SOLl'TJ! ZELINSKY MASONRY ZIEGLER INC Final Total: OTC Board of Commissioners' Minutes July 8, 2014 Attachment A, Page 3 Amount 744.88 1,076.00 1,973.49 19880 400,00 134.00 20006 1,831.00 853.38 45.00 2,18969 7.23 18,738 17 112.27 4 31.22 10.00 16.00 324 26 4,486 57 30.00 198.00 835,49 582.21 520.00 94.22 2,761.39 425.00 233.34 357.69 9,841,00 557.45 139 99 510.00 17,760.00 31.66 1,240.00 1,147 99 439,701.21