HomeMy WebLinkAboutBoard of Commissioners - Minutes - 04/28/2015MINUTES OF THE
OTTER TAIL COUNTY BOARD OF COMMISSIONERS
Government Services Center, Commissioners' Room
515 W. Fir Avenue, Fergus Falls, MN
April 28, 2015
9:30 a.m.
Call to Order
The Otter Tail County Board of Commissioners convened at 9:30 a.m. on Tuesday, April 28, 2015, at the
Government Services Center in Fergus Falls, MN, with Chairman John Lindquist, Vice-Chair Lee Rogness,
and Commissioner Roger Froemming present. Commissioner Doug Huebsch was present at 9:35 a.m.
and Commissioner Wayne Johnson was absent.
Approval of Agenda
Chairman Lindquist called for approval of the April 28, 2015 agenda. Motion by Rogness, second by
Froemming, and unanimously carried to approve the Board of Commissioners agenda of April 28, 2015
with the following modifications:
10:30 a.m. -Human Services Director Deb Sjostrom Presenting MNsure Letter, Legislative
Update, & Recognition of Exemplary Service Award
1 :20 p.m. -Human Resources Director Agenda Items
1 :30 p.m. -Adult & Child Foster Care
Add Order for Denying Petition for Removal of Property -Ditch 41 /65
Consent Agenda
Motion by Froemming, second by Rogness, and unanimously carried to approve Consent Agenda items as
follows:
1. April 14, 2015 Board of Commissioners' Meeting minutes
2. Warrants/Bills for April 28, 2015 (Exhibit A)
3. Human Services Bills & Claims
4. Renewal of Consumption and Display Permit for Ten Mile Lake Resort, Inc.
5. Approve On/Off Sale 3.2 Malt Liquor License for Madsen's Resort, Inc.
from 07/01/15 through 06/30/16
6. Approve a County Credit Card for James Stewart with a 30-day limit of
$2,500.00
7. Approve payment of $717.00 to Sanford Clinic Fargo for Costs under
M.S. 609.35
8. Approve On Sale Seasonal Liquor License for Elks Point Bar & Grill Inc.
for 05/01/15 through 10/31/15
North Country National Scenic Trail Presentation
Matthew Davis, NCTA Regional Coordinator and Luke Jordan, National Park Service Trail Planner,
submitted information about the North Country National Scenic Trail Western Minnesota Planning Project.
The North Country National Scenic Trail is one of eleven national scenic trails designated by Congress. It
is intended to be a footpath/hiking trail modeled after the Appalachian Trail. It is the longest of all eleven
national scenic trails at 4,600 miles going from the Missouri River in North Dakota east to the shores of
Lake Champlain in Vermont. They briefed the Board on hiking trails and proposed routes through Otter
Tail County to connect to the National Trail. Discussion took place regarding collaboration with current trail
planning members and city and county officials along the proposed route. Otter Tail County has a Trail
Committee with representatives from various areas in this region that could provide feedback and
collaboration to assist the NCTA to identify the best route through Otter Tail County for this project.
Recess & Reconvene
At 10:00 a.m., Chairman Lindquist recessed the meeting of the Otter Tail County Board of Commissioners
for a short break. The Board of Commissioners meeting was reconvened at 10:08 a.m.
OTC Board of Commissioners' Minutes
April 28, 2015
Page2
Veterans Service Office Staffing
Community Services Director John Dinsmore reported that there are currently five staff members in the
VSO serving two offices, one in Fergus Falls and one in New York Mills. He requested the following
reclassifications and new position; 1) moving the Office Manager/Claims Specialist to an Assistant VSO
(same pay scale), 2) moving the Administrative Assistant to Benefit Specialist (pay scale moving from A12
to B21), and 3) adding a full time (40 hours per week) Administrative Specialist position in the New York
Mills office. Administrative duties in the New York Mills office have been filled by a part time Kelly Temp
Employee. The new Administrative Specialist FTE position will offer future opportunities to share
administrative duties with the Extension Office: Motion by Rogness, second by Huebsch, and unanimously
carried to approve the requests as described above with the condition that the additional funds for the
Benefits Specialist position are available through the Human Services cash reserve fund.
County Burial Disposition Allowance and Expenditure Policy
County Attorney David Hauser reviewed a letter received by Diane Duenow dated April 7, 2015 regarding
Otter Tail County's Burial Policy for indigent residents. Her letter refers to a definition of funeral which is
unique to the statutory framework for regulation of funeral home directors. That definition does not apply to
the chapters of the statute that the County must follow. Otter Tail County's policy allows for services at the
graveside and for family reviewal. Mr. Hauser indicated that the Burial Policy has been reviewed, the
dollars provided for services are higher than most counties, and his opinion is that Otter Tail County is
following state statute. Commissioners asked that a letter be sent to Ms. Duenow so she is aware that it
has been considered.
MNsure Letter
Human Services Director Deb Sjostrom presented a letter drafted by the Region IV Human Services
Directors to the MNsure Board of Directors dated April 17, 2015. Ms. Sjostrom requested approval and
indicated that the other Human/Social Services Directors will obtain approval prior to the letter being sent.
Motion by Huebsch, second by Froemming, and unanimously carried to offer Otter Tail County's support of
the draft letter and request to the MNsure Board as submitted.
Legislative Session Update
Ms. Sjostrom submitted the Minnesota Association of County Social Service Administrators (MACSSA)
Legislative Update of April 21, 2015. She briefed the Board on the Health & Human Services Omnibus
bills, legislation concerning the C.A.R.E. facility in Fergus Falls and child protection funding.
2015 Child Welfare Exemplary Service Award
Motion by Rogness, second by Huebsch, and unanimously carried to congratulate Social Worker
Heather Rosenthal who has been selected for the 2015 Child Welfare Exemplary Service Award.
Minnesota Counties Insurance Trust Member Report
MCIT Consultant Jane Hennagir submitted the 2015 MCIT Member Report. She reviewed statistics for
property and casualty and workers' compensation insurance for the MCIT joint powers entity and for Otter
Tail County. She reported a current workers' compensation MOD factor for Otter Tail County of 0.767 and
discussed risk management. The Trust has added some volunteer and data breech expense coverage
and continues with education and training for their member counties.
Planning Commission Recommendations
Conditional Use Permit-Otter Tail County Highway Department:
Motion by Froemming, second by Huebsch, and unanimously carried to approve a Conditional Use Permit
to replace deficient Bridge No. 56508 over the Pelican River with a condition as recommended by the
Planning Commission. The Project is located on CSAH 28 in Erhards Grove Township over the Pelican
River in the E½NW¼ & E½SW¼, Section 9 in the Shoreland Area of the Pelican River (56-PR), AG.
Conditional Use Permit -Deanna Alama:
OTC Board of Commissioners' Minutes
April 28, 2015
Page 3
Motion by Rogness, second by Froemming, and unanimously carried to approve a Conditional Use Permit
to allow the applicant to; 1) add the circular patio with maximum of 20' diameter with the fire pit, 2) remove
existing timber retaining walls and replace with boulders, and 3) construct a patio under the existing deck;
provided there is no removal of existing trees between the house and the lake, or any earthmoving or
placement of structures within the shore impact zone. These conditions are as recommended by the
Planning Commission. The project is located in Pt of GL 4 (3.32 AC), Section 20 of Leaf Mountain
Township; Spitzer Lake (56-160), NE.
Preliminary Plat-"Heisler's 'Z'd Addition''/Don Heisler:
Motion by Froemming, second by Huebsch, and unanimously carried to approve the Preliminary Plat titled
Heisler's 2nd Addition consisting of 1 lot for single family residential use as presented. The proposal is
located in Pt of GL 9 & pt of N½SW¼, Section 4 of Otter Tail Township; Otter Tail Lake (56-242), GD.
Conditional Use Permit-Tami Boyer and Robert & Teri Lanqlie:
Motion by Huebsch, second by Rogness, and unanimously carried to table this Conditional Use Permit
application as requested by the Applicants in written communication received April 23, 2015. This includes
the Applicants agreeing to waive the 60-day rule. The motion remands this topographical/earthmovin~
alteration request back to the Planning Commission for further review and/or modification at their 2"
meeting in May 2015. The proposal is located on Lots 14, 15 & 16 Freedom Flyer Estates, Section 29 of
Hobart Township; Long Lake (56-388), RD.
Interim Use Permit-Mark & Erika Sailer:
Motion by Huebsch, second by Froemming, and unanimously carried to approve an Interim Use Permit
during construction of a new house as presented and recommended by the Planning Commission. The
proposal is located on Ormberg Addition Lot 4 Blk 1, Section 2 of Dead Lake Township; Marion Lake
(56-243), GD.
Conditional Use Permit -Woodland Beach Resort Association:
Motion by Froemming, second by Huebsch, and unanimously carried to approve a Conditional Use Permit
for a trailer replacement as presented. The project is located in Pt of GL 3, Section 2 of Everts Township;
Otter Tail Lake (56-242), GD.
Conditional Use Permit -Craig Dresser:
Motion by Rogness, second by Froemming, and unanimously carried to approve a Conditional Use Permit
for this land alteration project which will reduce current impact on the lake as presented. The project is
located in Engstrom Beach 5th Addition Lot 19 Blk 1, Section 18 & 19 of Edna Township; Big McDonald
Lake (56-386), RD.
Conditional Use Permit-Paul Ross Tst:
Motion by Froemming, second by Huebsch, and unanimously carried to deny a Conditional Use Permit to
construct a private access approach off of N Silver Lake Rd due to safety and water drainage concerns as
recommended by the Planning Commission. The proposal is located on Silver View Park Lots 8 & 9,
Section 21 of Everts Township; Silver Lake (56-302), RD.
Heisler's Country Store, Marvin & Sandra Heisler/Chad Canton:
Land & Resource Director Bill Kalar read a letter from the City of Vergas requesting a fence be built to
effectively screen view by the public due to the number of abandoned vehicles on this site. Mr. Kalar
indicated that Mr. Canton has been cleaning up the site. Discussion followed. Motion by Rogness, second
by Huebsch, and carried with Lindquist opposed, to approve a Conditional Use Permit to operate a vehicle
repair shop as presented with the following condition: The Applicant must submit a site storage plan which
includes fencing and location for a maximum of twenty vehicles to the Land & Resource Management
Office. The project is located in the NE¼NW¼ ex trs & GL 3 (66.05 AC), Section 35 of Candor Township;
Loon Lake (56-523), RD.
OTC Board of Commissioners' Minutes
April 28, 2015
Page4
Little McDonald Paul & Kerbs (LMPKl Proposed Outlet Project
Mr. Kalar reported that the LMPK LID Environmental Assessment Worksheet (EAW) public comment
period ended April 15, 2015. He discussed the procedures moving forward with the EAW review process.
Otter Tail County has received four responses from government agencies. The public has responded with
seven telephone voice mails, 52 letters/emails, and 48 responses using a form provided by the lake
associations for a total of 107 timely responses to the EAW. Since April 15, 2015, the County has received
six additional responses. Mr. Kalar stated that the County Board must make a determination whether or
not an Environmental Impact Statement (EIS) is needed for this particular project by May 15, 2015. This is
subject to MN Rule 4410.1700 Subp. 2A. In the rule, there is a provision that allows an additional 30 days
to make a decision on the EIS if the County Board determines that additional information is. needed.
Mr. Kalar will summarize all comments to be reviewed at the next County Board meeting. All comments in
entirety will be posted on the Otter Tail County website for public review. Discussion took place regarding
an Operating Plan.
The following is a summary of comments made by members of the public relative to this proposed project:
John Maddock, President of Little Pine Lake Association, expressed concern that there have not been
enough public meetings and public information about the proposed project.
Roger Neitzke, President of LMPK LID, indicated that the LMPK LID did reach out to the various lakes
downstream of the project.
An Engineer from Moore Engineering provided the following handouts; 1) MNDNR Letter and
corresponding University of Minnesota document regarding the proposed lake drainage system to filter
zebra mussel eggs and larvae, 2) Pine Lakes lake elevations, and 3) Elevation Discharge Rating curve for
Little Pine Lake. He spoke about the filtration system and water levels.
Judy Maddock, Little Pine LID member, spoke with concern about environmental impact, high water
downstream, and AIS filtration systems that cannot guarantee protection. She spoke in favor of the RGU
requiring an Environmental Impact Statement.
AIS Task Force Meeting Update
Mr. Kalar submitted the Otter Tail County Aquatic Invasive Species Task Force Minutes dated April 13,
2015. He updated the Board regarding Watercraft Inspectors, the Task Force bylaws and compensation,
and the full page ad that will appear in the Lakes Journal.
HENNING SNO CRUISERS TRAIL ASSOCIATION
GRANT-IN-AID FUNDING
Otter Tail County Resolution No. 2015 -31
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 Henning Sno Cruisers Trail Association Snowmobile Club for the 2015-2016
snowmobile season and proposed extensions of Grant-In-Aid Trails with the aforementioned condition.
OTC Board of Commissioners' Minutes
April 28, 2015
Page 5
Commissioner Rogness seconded the resolution and, upon being put to vote, the resolution was
unanimously adopted this 28th day of April, 2015.
Dated: _5,__,./-S:..,_/_2-0_1-S __ _ ARD OF COMMISSIONERS
' 4
Attest:
PRAIRIE SNOW DRIFTERS TRAIL ASSOCIATION
GRANT-IN-AID FUNDING
Otter Tail County Resolution No. 2015 -32
Commissioner Rogness 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 2015-2016
snowmobile season and proposed extensions of Grant-In-Aid Trails with the aforementioned condition.
Commissioner Froemming seconded the resolution and, upon being put to vote, the resolution was
unanimously adopted this 28th day of April, 2015.
OTTER TA~ COUN-yv'~ARD o: COMMISSIONERS
By~Ow-.0 ~bw;:;J': Jc, Lindquist, Chair
Dated: ~s;"-+-L-S::-1/....,~'"'"0=1~S:~--
OTTER TRAIL RIDERS TRAIL ASSOCIATION
GRANT-IN-AID FUNDING
Otter Tail County Resolution No. 2015 -33
Commissioner Huebsch 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 Otter Trail Riders Trail Association Snowmobile Club for the 2015-2016
snowmobile season and proposed extensions of Grant-In-Aid Trails with the aforementioned condition.
Commissioner Froemming seconded the resolution and, upon being put to vote, the resolution was
unanimously adopted this 28th day of April, 2015.
Dated: _......__5.,_,,,_,/ S:"'-1-/ .... a.::.olo<.L-'J 5..._ __
OTC Board of Commissioners' Minutes
April 28, 2015
Page 6
Recess & Reconvene
At 12:10 p.m., Chairman Lindquist recessed the meeting of the Otter Tail County Board of Commissioners
for lunch break and committee meetings. The Board of Commissioners meeting was .reconvened at
1:30 p.m.
FOSTER CARE MONTH -MAY 2015
Otter Tail County Resolution No. 2015 -27
Upon a motion by Froemming, seconded by Huebsch and unanimously carried, the following resolution
was adopted:
WHEREAS, the family, serving as the primary source of love, identity, self-esteem and support, is the very
foundation of our communities, our State, and our Country, and
WHEREAS, in 2015 there were 29 children in the Otter Tail County licensed foster homes. Foster care
provides a safe, secure and stable home for children also providing compassion and nurturance of a family
setting, and
WHEREAS, in 2015, Otter Tail County Human Services currently has 19 licensed foster families who have
opened their homes and hearts to children whose families are in crisis, play a vital role helping children
and families heal, reconnect, and launch children into successful adulthood, and
WHEREAS, there are over 131 adults in licensed adult family foster care homes, and
WHEREAS, there are over 50 licensed adult family foster care providers, who have opened their homes to
provide a family environment to individuals with developmental disabilities, mental illness or who are
elderly, and
WHEREAS, there are numerous individuals, public and private organizations, who work to increase public
awareness of the needs of children and adults in foster care as well as the enduring and valuable
contribution of foster care providers.
NOW, THEREFORE, we, the Otter Tail County Board of Commissioners, do hereby proclaim May as
FOSTER CARE MONTH in Otter Tail County and urge all citizens to volunteer their talents and energies
on behalf of children/adults in foster care, foster parents, and the professional staff working with them
during this month and throughout the year.
Adopted this 28th OTTER TAIL COUNTY BOARD OF COMMISSIONERS
ATTEST l.awt. ~ LarryKro n, Clrk
FAMILY CHILD CARE PROVIDER WEEK PROCLMATION
MAY 3RD -9TH 2015
Otter Tail County Resolution No. 2015 -28
Upon a motion by Rogness, seconded by Froemming and unanimously carried, the following resolution
was adopted:
WHEREAS, Otter Tail County has over 140 licensed family child care providers; and
WHEREAS, Otter Tail County family child care providers serve approximately 1,350 children and their
families; and
OTC Board of Commissioners' Minutes
April 28, 2015
Page 7
WHEREAS, children are Otter Tail County's most valuable asset and resource; and
WHEREAS, the care and education of Otter Tail County's children provided by licensed family child care
givers is an invaluable occupation; and
WHEREAS, licensed family child care providers are highly competent, dedicated, caring, and concerned
professionals.
NOW, THEREFORE, BE IT RESOLVED, That the Otter Tail County Board of Commissioners hereby
proclaim the week of May 3nt -9th , 2015, as Licensed Family Child Care Provider Week in Otter Tail
County, in honor of its many licensed family child care providers, and asks the community to join in
recognizing the valuable contributions these family child care providers make to our community.
OTTER TAIL COUNTY BOARD OF COMMISSIONERS
ATTEST ~ ~L
Larryl<ron, Clerk
Recognition of County Child Protection Staff
Human Resources Director Nicole Hansen presented resolutions from the Minnesota Department of
Human Services and Association of Minnesota Counties expressing appreciation and gratitude for County
Child Protection Staff in recognition of April as Child Abuse and Neglect Prevention Month.
Photo ID for Employees Policy
Human Resources Director Nicole Hansen presented a Photo ID Policy for Otter Tail County employees, a
sample ID and explained the procedures. Zach Fjestad and Scott Backstrom will take employee pictures
and Tag Up will provide the badges. Motion by Huebsch, second by Froemming, and unanimously carried
to adopt the Photo ID for Employees Policy issued April 28, 2015.
Public Use of County Meeting Rooms Policy
Motion by Rogness, second by Huebsch, and unanimously carried to adopt the Public Use of County
Meeting Rooms Policy as revised on April 28, 2015 and submitted by the Human Resources Director.
Order Denying Petition for Removal of Property
Motion by Froemming, second by Rogness, and unanimously carried to approve the Order Denying
Petition for Removal of Property in the matter of County Ditches 41/65 as submitted by the County
Attorney.
Communication Services
Motion by Huebsch, second by Rogness, and unanimously carried to authorize the appropriate County
Officials' signatures to execute agreements with Arvig Communications for the New York Mills and Ottertail
County offices as recommended by the Auditor-Treasurer.
Sale of County Owned Properties
Motion by Rogness, second by Froemming, and unanimously carried to authorize the Auditor-Treasurer to
proceed with the sale of the following County owned excess properties as determined by the Highway
Department under the provision of M.S. 373.01:
Parcel 33-000-05-0022-001 -Homestead Township -9.5 acre tract in Section 5 (Map Available),
Parcel 34-000-26-0178-001 -Inman Township -2.00 acre tract in Section 26 (Map Available), and
Parcel 60-000-27-0231-006 -Tumuli Township-7.00 acre tract in Section 27 (Map Available)
OTC Board of Commissioners' Minutes
April 28, 2015
Page 8
Property Tax Assessment Abatement Policy
Motion by Huebsch, second by Froemming, and unanimously carried to approve the revised Property Tax
Assessment Abatement Policy dated April 2015 attached as Exhibit B.
County Ditches 18/37 and 23
Auditor-Treasurer Wayne Stein submitted the Property Owners' Report for Ditches 18/37 and 23.
Recess & Reconvene
At 2:19 p.m., Chairman Lindquist recessed the meeting of the Otter Tail County Board of Commissioners
for a short break. The Board of Commissioners meeting was reconvened at 2:24 p.m.
Highway Department Contract Approval
Motion by Froemming, second by Rogness, and unanimously carried to authorize the appropriate County
Officials' signatures to execute a contract between the County of Otter Tail and Wadena Asphalt, Inc. of
Wadena, MN for seasonal supply of Hot Mix Bituminous for East Otter Tail County.
MAINTENANCE COOPERATIVE AGREEMENT BETWEEN OTTER TAIL COUNTY
AND MN DNR CENTRAL LAKES STATE TRAIL MAINTENANCE
Otter Tail County Resolution No. 2015 -29
Upon a motion by Rogness, seconded by Froemming and unanimously carried, the following resolution
was adopted:
WHEREAS, pursuant to Minnesota Statutes 85.015, sub. 23 and 471.59, the State is empowered to
engage such assistance as deemed necessary and the State is in need of routine maintenance services
on the Central Lakes Trail in Otter Tail County, AND
WHEREAS, Otter Tail County is agreeable to provide the routine maintenance services as described in the
Maintenance Cooperative Agreement for an annual rate of $1,150.00 per mile, not to exceed $20,125.00
per State Fiscal Year or $100,625.00 for the 5 year period of this agreement.
BE IT RESOLVED, that Otter Tail County will provide the maintenance services as per the Maintenance
Cooperative Agreement expiring December 31, 2020 at the annual rate of $1,150.00 per mile on the
Central Lakes Trail.
BE IT FURTHER RESOLVED, the County Board Chair and the County Board Clerk are hereby authorized
and directed for and on behalf of the County of Otter Tail to execute and enter into an agreement with the
MN Commissioner of Natural Resources prescribing the terms and conditions of same Maintenance
Cooperative Agreement for the routine maintenance of the Central Lakes Trail expiring December 31,
2020.
Speed Zone Study Request
OTC Board of Commissioners' Minutes
April 28, 2015
Page 9
Motion by Rogness and seconded by Huebsch to approve a Speed Zone Study resolution for a segment of
CSAH No. 1 (Alcott Ave) in the City of Fergus Falls, MN from Tower Road to Martin Street. Discussion
took place about studying Tower Road at the same time. Motion and second were withdrawn pending
further information on a total project for the study.
RESOLUTION DESIGNATING COUNTY STATE AID HIGHWAY LOCATION
COUNTY STATE AID HIGHWAY No. 38
Otter Tail County Resolution No. 2015 -30
Upon a motion by Froemming, seconded by Huebsch and unanimously carried to adopt the following
resolution:
WHEREAS, it appears to the County Board of Commissioners of the County of Otter Tail that the highway
right of way required for County State Aid Highway No. 38 under Project No. S.A.P. 056-638-007 should
be accurately described and located by a highway right of way plat.
NOW, THEREFORE, BE IT RESOLVED by the County Board of Commissioners of the County of Otter
Tail that the Board of County Commissioners for the County of Otter Tail is hereby designating the definite
location of County State Aid Highway No. 38, in Sections 22, 23, 24, 26, 27, 28, 29, 30, 31, 32, 33 & 34,
Township 131 North, Range 38 West and in Sections 19, 20, 21 & 22, Township 131 North, Range 37
West all of the 5th Principal Meridian as shown on the 11 pages of OTTER TAIL COUNTY HIGHWAY
RIGHT OF WAY PLAT NO. 28.
Adopted at Fergus Falls, Minnesota, this 28th day of April 2015
OARD OF COMMISSIONERS 4
ATTEST: ......... 1~-""'-'9 /,A~---<...;;..,:=-------
L~hn.kik
Agriculture Sector Meeting
Motion by Huebsch, second by Lindquist, and unanimously carried to authorize Commissioners to attend
an Agriculture Sector Breakfast Meeting at 8:00 a.m. on Friday, May 8, 2015 at Room A117 MN State
Community and Technical College, Moorhead Campus.
Adjournment
At 2:50 p.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of Commissioners
adjourned until the next County Board meeting at 9:30 a.m. on Tuesday, May 5, 2015.
Dated: 5/5/.;l_o/o
Attest =d La~,Clerk
OTTER TAlhCOUNTVOtRD OF :OMMISSIONERS
By ~ 'o1ANJ ~b"' -o:r Jh Lindquist, Chair
CB/kd
OTC Board of Commissioners' Minutes
April 28, 2015
Exhibit A, Page 1
WARRANTS APPROVED ON 4/28/2015
vendor Name Amount
A 'VIANDS ll.C 19.193.29
AMERICAN BIO MEDICA CORPORATION 374.27
ANDERSON BROTHERS CONST CO OF BR 47.644.78
ANOKA CO SHERIFF 10.00
APEX 53.404.00
APEX EQUIPMENT ll.C 77.770.00
ARNDT/JEFFREY 7.67
ASSOCIATION OF MN COUNTIES 450.00
ATIANTJC TACTICAL 7,467.50
AUTOFLX 96.23
BA Tn..E lAKE KAROW AR.E & RENTAL 24.47
BATn..E lAKE STANDARD 671.81
BEN HOLZER UNLIMITED 33.00
BENNETT/TERRY 69.99
BERGQUIST/RICHARD 413.96
BEST BUY BUSINESS ADVANTAGE ACCOl 1.062.06
BOBCAT OF OTTER TAD. COUN1Y 777.63
BRAUN INTERTEC CORPORATION 12.223.95
BRAUN VENDING INC 65.25
BRENNAN/KEVIN 225.75
BUREAU OF CRIM APPREHENSION 1.960.00
BUSHMAN/JOHN 7.67
BUY-MOR PARTS & SER.VICE ll.C 63.00
CALIBRE PRESS U.C 209.00
CAROLINA somvAR.E 2,350.00
CDW GOVERNMENT INC 10.928.88
CENTRAL CONCRETE CONSTRUCTION 170.00
CERTIFIED AUfO REPAIR 87.03
CERTIFIED LABORATORIES 466.00
CHASE ON THE LAKE 503.00
CHEMSEARCH 1.263.70
CHRISTENSEN CONSTRUCTION 8,787.06
CI SPORT 187.00
coll.EGE WAY AUfO INC 800.59
COMPANION ANIM.o\L HOSPITAL 118.56
COMSTOCK CONSTRUCTION OF MN 1,618.85
CONCEPT CATERING 693.05
COOPERS TECHNOLOGY GROUP 326.38
CUll.lGAN 32.75
CUll.lGAN OF WADENA 22.75
DAN'S TOWING & REPAIR 258.73
DARLING'S SALES & SER.VICE CO 110.17
OTC Board of Commissioners' Minutes
April 28, 2015
Exhibit A, Page 2
vendor Name
DAVE PETERS JEWELR.S
DEPT OF HUMAN SERVICES
EHLERS & ASSOCIATES INC
EIFERT /ZACH
EVER.GREEN lAND SER.VICES
EVER.GREEN IAWN CARE
FARMER.S CO OP OR. ASSN
FASTENAL COMP.>\NY
FEil.BAUM/KEVIN
FER.GUS FALLS DAR.Y JOURNAL
FER.GUS FALLS/CllY OF
FER.GUS FALLS/cm· OF
FER.GUS POWER. PUMP INC
FER.GUS TIRE CENTER
FORSTER/JEFF
FO'IH INFRASTRUCTURES & ENVIR.OMEN'
FRAZEE ELECTRIC INC
FR.ESONKE/SHAR.I
FRONTIER. PRECISION INC
GALI.Sll.C
Gill/MA.RION
GR.SON COMPANY INC
GRAINGER. INC
GREATAMERICA FINANCLU SVCS
GREEN UGHTS RECYCLING INC
GREENWOOD/BR.ITT ANY
HAGEN/ERVIN
HAUSER/DAVID
HENNEPIN CO SHERIFF
HENNING AUTO PARTS INC
HERMAN/CRYST.U
Hll.lTOP LUMBER. INC
HITESM.o\N & 'WOLD PA
HOFF /MARLAND
HOFMAN/DANIEll.E
HOIUM/R.ICK
HOLM/SHELDON
HOLO/S.o\NDY
INDEPENDENT/THE
INNOVATIVE OFFlCE SOLUTIONS
INTERSTATE TIRE INC
JK SPORTS
Amount
60.00
165.84
4,000.00
60.00
4.687.56
70.00
3,177.39
1.32
20.00
2,945.50
891.00
6.967.83
1,320.00
572.64
221.95
2,654.20
17,453.72
58.57
6,069.00
1,349.28
405.18
98.49
97.20
230.00
1.634.02
46.94
10.00
270.83
70.00
33.95
146.10
248.40
576.00
495.00
254.00
10.00
312.92
86.25
140.00
60.79
388.69
16.00
Vendor Name
JOBSHO
JOHNSON/MICHAEL
JONES AND MAGNUS
KAMPA/CHARLES
KAllKELA HUNT CICHOSZ & JENSEN Pill
KARL GREFSRUD CONSTRUCTION
KARVONEN & SON FUNERAL HOME
KEEPR.SINC
KELLY SER.\,1CES INC
L & 0 ACRES TRANSPORT INC
LAKE REGION HEALTHCARE CORP
L\KELAND MENTAL HEALTH CENTER
LARRY OIT INC TR.UCK SERVICE
I.ARRYS SUPERMARKET
L.\R.SON/PAUI.
L-\ WSON PRODUCTS INC
I.OCA TORS & SUPPLIES INC
LOT PR.OS I.LC
MAR.CO INC
MAR.CO INC ST LOUIS
MCIT
MCl.El.lAN/KIM
MEKALSON HYDRAULICS INC
MFL-\
MGK INDUSTRIES INC OBA OK TIRE
MID-CENTRAL EQUIPMENT INC
MN DEPT OF COMMERCE
MN DEPT OF HEALTH
MN MOTOR COMPANY
MN STATE AUDITOR
MNSWAA
MNDRIVERSMANUAI.S.COM
MODERN ASSEMBLIES INC
MOTOR.OLA
NATURES GARDEN WORLD
Nm NELSON & ASSOCL-\TES
NE\VMAN PAINTING INC
NOR.THI.AND BUSINESS SYSTEMS INC
NUSS TRUCK & EQUIPMENT
ODYSSEY GR.OUP/1lfE
OFFICE OF MN.IT SERVICES
OFFICEMA.X INCORPORATED
OTC Board of Commissioners' Minutes
April 28, 2015
Exhibit A, Page 3
Amount
590.94
247.60
4,155.80
78.01
358.53
1,779.00
400.00
79.98
1,250.40
13.972.99
11,046.40
1.731.00
2.845.00
12.76
568.76
1.104.93
272.82
900.00
180.58
2.114.57
324.00
75.00
106.47
200.00
187.79
24,107.45
975.00
350.00
628.26
2.178.73
50.00
557.33
45.00
220.00
60.00
3,693.16
2.650.00
1.033.32
8,080.71
125.00
648.00
104.06
OTC Board of Commissioners' Minutes
April 28, 2015
Exhibit A, Page 4
Vendor Name
OLSON Oll. CO INC
OLSON/G . .\R.Y
01 YMPIC SALES INC
ONECA.l.l.LO~~TORSLTD
OTIER TAD. CO HUMAN SER.VICES
OTIER TAD. CO SHERIFF'S POSSE
OTIER TAD. CO Tit.EA.SURER.
OTIER TAD. CO TREASURER.
OTIER TAD. POW'ER. COMP.>\NY
OTIERT All. BAKEllY
OTIERTAD. TRUCKING INC
PALMER/GEORGE
PAR.J:ERS PRAIRlE/CITY OF
PAW PUBUCATIONS ll.C BA.TILE Lo\KE R
PEBBLE Lo\KE Aura REPAIR
PERHAM FOCUS
PHD.UPE L\W OFFICE
PHOENIX SUPPLY
PITNEY BOWES
PITNEY BO\\.'ES
PREMIUM WATERS INC
PRESTON/JASON
PRO AG FARMERS COOPERATIVE
PRO-WEST & ASSOCL~TES INC
PRODUCTIVE ALTERNATIVES INC
QUALm" OVERHEAD UC
QUll.L CORPORATION
RAE'S SHOES
RDO TRUST #80-6130
REGENTS OF THE u"NIVERsm· OF MN
RINGDAHL AMBUL\NCE INC
RMB ENVIRONMENTAL L\BOllATORIES D
ROTHSAY FARMERS CO OP
S.WJNC
SAFETAC TRAINING
SAND CREEK GROUP LTD/THE
SAZAMA/JODI
SCHIER.ER/STEVE
SCOTT HOFL~ CONSTRUCTION INC
SCS CASES
SER.VICE FOOD SUPER \'ALU
SOETH/SYl.VlA
Amount
980.68
134.99
3.620.00
41.54
500.00
401.18
211.68
2.051.84
124.06
32.98
11,316.38
266.00
260.00
30,416.94
105.20
222.40
1,401.20
232.51
109.00
2.361.23
64.00
179.95
2.200.99
82.50
133.61
485.00
59.46
135.00
61.27
33.765.00
300.00
562.50
49.50
1,830.00
3,000.00
2.095.77
629.31
424.32
6.780.00
976.56
115.97
135.95
Vendor Name
SPENCER/SHARON
STEINS INC
STEVE'S SANITATION INC
STEWAR.T/JA.~S
STRAND HARDWARE&: RADIO SHACK
STR.EICHERS
TASER. IN"rERNATIONAl
TEAM IABORA.TORY CHEMICAL CORP
THIS WEEKS SHOPPING NEWS
THOMSON REUTERS • \VEST
THRIFTY WlilTE PHARMACY
THRIFTY WHITE PHARMACY
TIGGES/DENNIS
TOSHIBA BUSINESS SOLUTIONS USA
TOWMASTER
UGGERUD/WARD
UNJVER.sm· OF MN
UPPER GR.EAT PL\INS TRANSPORT INSTI
VICTOR LUNDEEN COMPANY
VISUAL GOV SOLUTIONS LLC
VOSS LIGHTING
WASTE MANAGEMENT
WEETOWN OUlPOST
\\>"HITE BANNER UNIFORM SHOP
WILSON/WARR.EN R
,\<'INDELS/LORI
WONDER.LICH ATTORNEY/SCOTT
Final Total:
OTC Board of Commissioners' Minutes
April 28, 2015
Exhibit A, Page 5
Amount
18.25
2.694.95
1.537.00
7.95
6.85
2.508.42
627.36
3,600.00
485.10
1,118.79
75.97
1.919.83
384.06
94.22
32.259.00
343.72
645.00
700.00
3.432.06
286.25
25.72
23,926.09
200.00
68.00
396.36
68.24
2,509.38
590,270.73
Objective
Policy Statement
Seo e
Statutory References
OTC Board of Commissioners' Minutes
April 28, 2015
Exhibit B, Page 1
OTTER TA~l COUNTY
To grant abatements where fairness and equity are required.
To ensure that all taxpayers that apply for an abatement are
consistent! · treated.
Minn. Stat.§ 375.192
Minn. Stat.§ 273.1233 (Local Option Disaster Abatement)
Polley
,.;c_ :J,,' '' ",\ > !/:~.~·:,;;__:, ..
Abatements are to correct errors made in a property tax assessment. Abatements are discretionary
and implemented only where fairness and equity require it.
Abatements may be considered on the current (payable) year property tax only. However, an
application of the abatement to the current year and two preceding years may be considered in the
case of a clerical error or when the taxpayer fails to file an application due to a hardship as determined
by the Otter Tail County Board of Commissioners.
"Clerical Errors" is defined as the following per Minnesota Department of Revenue: A "Clerical Error" is
made by someone doing the work of a clerk. These include math errors, transposition of numbers,
keypunch errors, and coding errors. Clerical errors do NOT include poor estimations or incorrect data
used in making the estimations, such as an Incorrect record of the actual square footage or the number
of bathrooms. These would be "errors in judgment."
Abatements may be granted when a taxpayer fails to file application due to a "hardship" which is
determined by the Otter Tail County Board of Commissioners. "Hardshjp" js defined as following: A
documented tragedy or casualty suffered by the property owner such as: death in the immediate family,
extreme or extended illness, accident, fire, or other emergency circumstances that prevented timely
application by the property owner.
Being out of state, not being aware that there was an issue or concern, or personal financial Issues are
not to be considered a hardship under this policy.
Property Tax Assessment Abatement Policy
1
OTC Board of Commissioners' Minutes
April 28, 2015
Exhibit B, Page 2
Abatements will not be granted if there is a question of judgment of the estimated market value or
classification. The assessment books are considered closed on July 1st of the assessment year and
there is ample opportunity for taxpayer to make an appeal.
Local and County Boards of Appeal and Equalization are held each year.
The assessment books are open to the public for their review at any time. Current assessment data is
on the Otter Tall County website at http://www.co,otter-tail.mn.us/. The responsibility for an accurate
assessment lies with the property owner as well as the Assessor's Department.
Abatements will not be granted solely due to a selling price being lower than the assessed value.
Abatements resulting in reductions of $50.00 or less in taxes will not be considered. The $50.00
threshold will be applied on per parcel/per tax payable year basis.
If there are abatement requests that involve $10,000 or more, Otter Tail County will give written notice
within 20 days to the school district and the municipality affected, as required by Minnesota Statute
376.192, Subd. 2.
Homestead Abatement
Abatements may be granted when a taxpayer fails to file an application due to a "hardship" as defined
herein.
Local Option Disaster Abatement -Non-Declared Disaster Area
The "Local Option Disaster Abatement" may be considered for homestead and non-homestead
property that has been unintentionally or accidentally destroyed.
On a written application submitted by the owner, a reduction in value for the current assessment year
{for taxes payable the following year) may be considered provided that the primary structure is at least
50% destroyed. The value adjustment made as a result of the disaster will be divided by the number of
months the primary structure was usable versus not being usable. (If the primary structure is used for
any portion of a month, it will be considered as usable for the entire month.)
Example:
An event occurred June 30, 2015:
Assessment Year 2014/Payable Year 2015 -An abatement will not be considered in a non-
declared disaster area, because, as of the assessment date, the pre-event value did exist.
(Note: The value and classification that generates the payable 2015 tax is based on the
classification and value as of January 2, 2014.).
Assessment Year 2015/Payable Year 2016 -An abatement may be considered in a non-
declared disaster area because the event occurred after the assessment date for taxes payable
in 2016. Therefore, to grant the property owner{s) relief for an event occurring after the most
recent assessment date, an abatement may be considered. {Note: The value and classification
that generates the payable 2016 tax is based on the classification and value as of January 2,
2015.)
Property Tax Assessment Abatement Policy
2
OTC Board of Commissioners' Minutes
April 28, 2015
Exhibit B, Page 3
Assessment Year 2016/Payable Year 2017 -An Abatement no longer needs to be considered
In a non-declared disaster area because for taxes payable in 2017, the tax is based on the
value and classification of the property as of January 2, 2016, which is after the date of the
event and, therefore, will reflect the post event value.
Special Note: Consideration of an abatement in the year of the event is not necessary because
depending upon when the structure is replaced, an additional year of relief is automatically
granted on the back-end of the taxation process. For example, a structure is replaced after
January 2, 2016, which is the assessment date for taxes payable in 2017. Since the structure is
replaced after the assessment date, the value of that structure will not be taxed until 2018,
granting an additional year of relief.
Local Option Disaster Abatement -Declared Disaster Area
The "Local Option Disaster Abatement" may be considered for homestead and non-homestead
property that has been unintentionally or accidentally destroyed.
On a written application submitted by the owner, a reduction in value for the taxes payable in the year
in which the event occurs may be considered provided that the primary structure is at least 50%
destroyed. The abatement, if granted, is equal to the difference in the net tax on the property computed
using the market value of the property established for the January 2 assessment of the year of the
event and as computed using the (post event) reassessed value.
Example:
An event occurred June 30, 2015:
Assessment Year 2014/Payable Year 2015 -A declared disaster area abatement may be
considered because state reimbursements are possible in a declared disaster area.
Assessment Year 2015/Payable Year 2016 -If an abatement Is granted in a declared disaster
for Assessment Year 2014/Payable Year 2015, a local option/homestead disaster credit will or
may be granted as authorized under the provision of Minnesota Statute 273.1234 and
Minnesota Statute 273.1235.
Assessment Year 2016/Payable Year 2017 -A declared disaster area abatement or credit no
longer needs to be considered because for taxes payable in 2017, the tax is based on the value
and classification of the property as of January 2, 2016, which is after the date of the event and,
therefore, will reflect the post event value.
Special Note: Local option disaster abatements and local option/homestead disaster credits will
be authorized and implemented only by County Board Resolution.
County Board Delegation
Per the provision of Minnesota Statute 375.192 Subdivision 4, except for the administration of Local
Option Disaster Abatement in a Declared Disaster Area, the County Board of Commissioners hereby
delegates to the Otter Tail County Auditor/Treasurer the authority, power or responsibility assigned to
the County Board as set forth In Minnesota Statute 375.192 for the purpose of administering this policy.
Property Tax Assessment Abatement Policy
3