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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 09/12/2000·-, ........ !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! ...... !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!II 0 0 MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Otter Tail County Courthouse Commissioners' Room, Floor 1-B Tuesday, September 12, 2000 9:30 a.m. Call to Order The Otter Tail County Human Services Board convened Tuesday, September 12, 2000 at 9:30 a.m. at the Otter Tail County Courthouse with Commissioners Roger Froemming, Chair; Dennis Mosher, Vice-Chair; Syd Nelson, Malcolm Lee, and Virginia Partmann present. Approval of Agenda Motion by Lee, second by Partmann, to approve the Human Services Board agenda of September 12, 2000 as presented. Motion carried. Approval of Minutes Motion by Partmann, second by Mosher, to approve the Human Services Board minutes of August 22: 2000 as mailed. Motion carried. Dog Bite Hearing Follow-up Public Health Nurse, Phyllis Knutson, reported on the follow-up requested by the Human Services Board regarding the Dog Bite Hearing held August 22, 2000 (dog owned by John & Carma Wagner). She reported that she visited the house, the dog was tied on a leash in the storage shed doorway which is located on the back of the property. The back yard is fairly secure. In the winter, the dog is kept in a kennel connected to the storage shed in the back yard. The 3-season porch is near completion and that is where the dog will be kept in the summer. Motion by Partmann, second by Lee, to accept the conditions for the dog named M.J. owned by John & Carma Wagner as reported by Ms. Knutson. Motion carried. Local Intervention Funds ,Human Services Director, John Dinsmore, reported that Otter Tail County will be receiving Local Intervention Grant funds from the OHS (Department of Human Services) as follows: 7/1/00 - 6/30/01 -$64,379.00; for FY 2001 & 2002 the funds are estimated at $84,727.00 each year. These are TANF (Temporary Assistance for Needy Families) reserve funds to be used to more effectively serve hard-to-employ MFIP participants. The welfare to work initiative limits welfare benefits to 60 months for a lifetime. The services provided with these funds are intended to reduce the number of MFIP participants who are expected to reach their 60-month limit. Mr. Dinsmore recommended contracting with Rural MN CEP to provide extra staff persons to follow the proposed mentor services for the hard to employ individuals. Motion by Partmann, second by Lee, to 1:jpprove the proposed plan as presented to provide extra services to the hard to employ MFIP participants by contracting with Rural MN CEP. The plan must be submitted to the OHS by September 29, 2000. Motion carried. Foster Care -Red River Coalition Request Human Services Supervisor, Jodi Wentland, reported that the Human Services Department has been involved with Red River Coalition for adoption and foster care resources. They provide advertisement for adoption and foster care, information for the Health Fair, and are a very good support for the agency and good connection with other agencies. They are requesting a $500 contribution from the entities they serve on a regular basis. Funds are in the Human Services OTC Board of Commissioners' Minutes September 12, 2000 Page2 budget for this request. Motion by Nelson, second by Partmann, to approve a $500 contribution to the Red River Coalition as requested on a regular basis to be paid from the Human Services budget. Motion carried. Family Community Support Services Contract Ms. Wentland received notification on August 1, 2000 from the DHS indicating an award of a supplemental grant in the amount of $25,000. The funds need to be expended by December 31, 2000 and would not carry over to 2001. Otter Tail County contracts with LMHC (Lakeland Mental Health Center) for FCSS (Family Community Support Services). Currently, there are 15 children on the waiting list to receive FCSS. The allocation guidelines for this grant are to use $5,000 for increased respite care for children and families eligible for Children's Mental Health Services and $20,000 for increased FCSS. Ms. Wentland recommended that Otter Tail County contract with LMHC for the additional $20,000 supplemental grant and identify $8,052.60 of that grant for increased FCSS which would include additional FCSS beyond the current 6 months and adding an FCSS worker who would be located in the east side of the county to reduce travel time. She also recommended transferring $23,000 from FY2000-2001 day treatment budget to be used for increased FCSS. Motion by Partmann, second by Lee, to approve the increased FCSS plan as presented and authorize the transfer of $23,000 from day treatment to FCSS subject to regular budget review of the day treatment funds. Motion carried. EAP (Energy Assistance Program) Contract 0 Peggy Meissner, Administrative Assistant with the Energy Assistance Program, updated Board members regarding the EAP. This program served over 1,400 households in Otter Tail County last year. She briefed the Board on the crisis portion of the program, concern over proposed Q escalating energy costs due to deregulation, and the repair of furnace(s) program. Motion by Mosher, second by Nelson, to authorize the Chairman's signature to execute the EAP Contract between the Department of Social Services and the State of Minnesota Department of Economic Security for FY2000-2001. Motion carried. SELF (Support for Emancipation and Living Functioning) Program Mr. Dinsmore requested approval of a Purchase of Service Contract Addendum for prevention services with The Village Family Service Center for children 14 or older that have been or are currently in out-of-home placement. The addendum provides funds not to exceed $8,510.00 for this purpose and must be expended by January 1, 2001. Motion by Partmann, second by Lee, to authorize the Chairman's signature to execute a Purchase of Service Contract Addendum for the above described purpose subject to a future report to the Board on how these funds were specifically used to enhance the SELF program. Motion carried. Home Care Contract Renewal Motion by Lee, second by Mosher, to authorize the Chairman's signature to execute a Purchase of Service Agreement between the Otter Tail County Department of Social Services and Paracelsus Healthcare Corporation of ND, Inc. to provide home care services for the period of July 1, 2000 through June 30, 2001. Motion carried. Agency Name Change Motion by Partmann, second by Lee, to authorize a change in name from the Otter Tail County Q .Social Services Department to the Otter Tail County Human Services Department subject to review , ~nd approval of the County Attorney. Motion carried. 0 0 0 ,. OTC Board of Commissioners' Minutes September 12, 2000 Page 3 BCBSMN Master Remote Access Agreement Motion by Partmann, second by Lee, to authorize the Public Health Director to execute an agreement between Blue Cross and Blue Shield of Minnesota and the Otter Tail County Public Health Department to provide remote access to subscriber and provider information. Motion carried. Handouts from Strategic Planning Sessions Ms. Thorson provided an agenda and other information from the recent Public Health planning sessions. Conflict resolution and department goals were discussed at these sessions. The next meeting is scheduled for September 25, 2000 to continue working on this process with Lori Morrell, Bureau of Mediation facilitator. Youth Tobacco Grant Motion by Lee, second by Mosher, to authorize the Chairman's signature to execute a grant agreement between the State of Minnesota Department of Health and the Otter Tail Family Services Collaborative Youth Tobacco Prevention Project acting through the Otter Tail County Public Health Service Board subject to the approval of the County Attorney. Motion carried. Bills & Claims Motion by Nelson, second by Lee, to approve the Human Services bills and claims as presented. Motion carried. Adjournment At 10:50 a.m., Chairman Froemming declared the meeting of the Otter Tail County Human Services Board adjourned until 9:30 a.m. on Tuesday, September 26, 2000. Dated: &e ,,k o,, o 2 ext,.. c2?o:X? --r j .Attest /4,~~ Larry Kro~, Cerk OTTER TAIL COUNTY HUMAN SERVICES BOARD Call to Order The Otter Tail County Board of Commissioners convened Tuesday, September 12, 2000 at 11 :00 a.m. at the Otter Tail County Courthouse with Virginia Portmann, Chair; Roger Froemming, Vice-Chair; Syd Nelson, Malcolm Lee, and Dennis Mosher present. Approval of Agenda Motion by Lee, second by Froemming, to approve the County Board agenda of September .12, 2000 as presented. Motion carried. Approval of Minutes Motion by Froemming, second by Lee, to approve the County Board minutes of September 5, 2000 as presented. Motion carried. Extension Update Extension Educator, Angela Berge, briefed the Board members regarding rural revitalization. 'She presented a handout regarding a seminar scheduled in Fergus Falls on December 2, 2000 OTC Board of Commissioners' Minutes September 12, 2000 Page4 focusing on farm family relations. The speaker will be Dr. Ron Hanson from the Department of Ag Economics from the University of Nebraska. Discussion followed. State of the County Report Sue Dahlhauser, Meadowbrook Insurance Group Representative, presented the MCIT (Minnesota Counties Insurance Trust) State of the County Report. She presented the performance of the MCIT insurance pool and Otter Tail County's role within the pool. The pool is a Joint Powers organization formed under M.S. 471.59 and governed by a Board of Directors. She reviewed dividends, coverage enhancements, the MCIT webpage, boiler and machinery coverage, and the EAP (Employee Assistance Program). She noted that 40% of MCIT's litigation cases result from Planning and Zoning issues. Perham Resource Recovery Facility Discussion 0 County Attorney, David Hauser, reported that he reviewed a draft contract last Friday; however, a new contract was received Monday. The new contract did not contain some changes Otter Tail County requested; however, changed other provisions that hadn't been talked about. The City of Perham did not state how they would take risk, but they have suggested an alternative idea. In that provision, the City of Perham would give the County fluctuating amounts of solid waste so they would take more solid waste in the summer and less in the winter and the City of Perham would take the risk of filling the fluctuating solid waste tonnage. Mr. Hauser and Solid Waste Director, Mike Hanan did not have time to review the complete contract. Mr. Hauser did not recommend that Otter Tail County sign the proposed contract. Perham City Administrator, Bob Louiseau, addressed the question of risk. His understanding of previous discussions is that Otter Tail county is asking that Perham share risk for operation of the incinerator facility and the debt service. The 0 only way to secure additional waste is to make sure another county signs on with the same terms and conditions as Otter Tail County. He believed that the County was interested and the broad terms and conditions were outlined in the Leiter of Intent previously .signed by the County. Mr. Hanan stated that now, the proposed contract does not contain the fluctuating flow proposal Mr. Louiseau is referencing. Any loss of revenue is passed along to the counties and the inability to find solid waste is an uncontrollable circumstance; therefore, the counties still pay and are liable for the debt service. The issue requires further research and will be broughtback to the County Board in two weeks. Recess & Reconvene At 12:05 p.m., Chair Partmann declared the meeting of the Otter Tail County Board of Commissioners recessed for lunch break. The meeting was reconvened at 1: 13 p.m. Bid Award -Henning Transfer Station After previously advertising for bids, Solid Waste Director, Mike Hanan, reported that one bid was received from Paul Larson, in the amount of $38,000, for the Henning Transfer Station project. The project includes construction of a 16 x 20 concrete slab, office building, demolition of old office, and construction of a concrete push wall with the bid breakdown as follows. Excavation and slab $3,000.00 Freestanding office -14 x 20 including a bathroom $22,000.00 Demolition -$3,000.00 Push Wall -$10,000.00 0 Mr. Hanan recommended payment of $26,600 from current calendar year 2000 budget and the remainder of the funds to be transferred from a fund designated to replace a pickup at the NE Landfill. 0 0 Q OTC Board of Commissioners' Minutes September 12, 2000 Page 5 Motion by Lee, second by Nelson, to award the bid of $38,000 to Paul Larson for the project as described above at the .Henning Transfer Station with payment as recommended by the Solid Waste Director. Motion carried with Mosher opposed because the office bid seemed too high. Highway Project Update Highway Engineer, Rick West, provided a project update handout and reviewed construction and design projects completed and in progress during the past construction season. CSAH 15 Project ·Motion by Lee, second by Froemming, to approve the reduction of retainage from 5% to 1.5% for CSAH No. 15, SAP 56-615-16 & Etc. as requested by Central Specialties and recommended by the Highway Engineer. Motion carried. Assistant County Engineer Position Motion by Lee, second by Mosher, to approve a change in classification by DMG for the Assistant County Engineer position from a compensation grade 22 to a compensation grade 25. Motion carried. County Ditch No. 25 Order for Improvement Gravel Tax Mr. Hauser read, for the record,· the Order for Improvement for Ditch No. 25 as previously approved. The document will be kept on file in the County Auditor's office. He also reported that in order for Otter Tail County to impose a gravel tax, the County would need specific legislation. Chair Partmann suggested that this be a request to state legislators for the next session. TIF (Tax Increment Financing) District Meeting The City of Perham has scheduled a public hearing at 7:00 p.m. on Monday October 9, 2000 to consider the establishment of Tax Increment Financing District No. 2-16. This is a housing district and will enable the City of Perham to facilitate construction of two four-plexes. . · · · .. r . LiquQr License Application • · . Motion by L~~;,'.;f~~iti;~:l~~J~~:~i~fl~:~5 the following application for license: i,;., Pelican Rapids Area Chamber of Commerce On-Sale 3.2 Malt Liquor License One-day event scheduled at Lida Greens Golf Course. Motion carried. · Payment Approval Motion. by Nelson, second by Lee, to approve payment to Widseth, Smith and Nolting, in the amount of $6,056.00 for services provided per contract at the following tax forfeited sites: Motion carried. Newton Township Rothsay New York Mills $2,136.00 $1,715.00 $2,205.00 Commissioner Froemming offered.the following and moved its adoption: OTC Board of Commissioners' Minutes September 12, 2000 Page6 Resolution Waiving the Thirty Day Notification Period Pursuant to Minnesota Statutes, Section 469.175, Subdivision 2. Otter Tail County Resolution No. 2000 -38 WHEREAS, the City Council of the Henning Economic Development Authority (the "city") is considering the modification of Tax Increment Financing Districts No. 1 and 2 ("Districts 1 and 2"); and WHEREAS, Minnesota Statutes, Section 469.175, subd. 2 requires that the County Board be provided notice of the modification of Districts 1 and 2 and the estimate of fiscal and economic implications of the proposed modifications to Districts 1 and 2 at least thirty days before the public hearing required by Minnesota Statutes, Section 469.175, subd. 3; and WHEREAS, the County Board for Otter Tail County is in receipt of the Fiscal and Economic Implications for Districts 1 and 2 proposed to be modified by the Henning Economic Development Authority; and WHEREAS, the City Council has requested a waiver of the County's thirty-day comment period provided by Minnesota Statutes, Section 469.175, subd. 2; and WHEREAS, the County Board desires to waive the thirty-day notification requirement in order to expedite the City's modification of the Tax Increment Financing District. WHEREAS, the County Board has reviewed the fiscal impacts of the projects; and NOW, THEREFORE, BE IT RESOLVED THAT THE COUNTY BOARD WAIVES ITS THIRTY-DAY REQUIREMENT. Commissioner Lee seconded the resolution and, upon being put to vote, was unanimously adopted. Dated: .J,,,,1e;..,J,.,,,,, 2 19., o@:o I OTTER TAIL </O~Nr: 0 BOAR~ COMMISSIONERS By: t/,M~,< • · ~ Virginia Port ~n, County Board Chair Proposed Levy and Budget -Payable 2001 Auditor, Wayne Stein, reported a gross county property tax levy increase over budget Year 2000 0 0 as 6.36% and a proposed net property tax levy increase over budget Year 2000 as 8.63%. Accountant, Mitzi Pederson, reported that she would be sending each department a letter asking them to decrease their budgets by 5%. Discussion took place regarding a previous request for money for the EOT Historical Museum. The Chair reminded Board members that one of the recommendations from the 1993 Long Range Planning Task Force was that "if a program is added, a program must be dropped". This guideline was adopted by the County Board. Motion by Nelson, second by Froemming, to include $7,000 in the Year 2001 budget to go to the EOT Q Historical Museum. Discussion followed. Commissioner Mosher suggested that the EOT Museum could be a branch or satellite of the Historical Museum located in Fergus Falls and the budget for museums overall could be increased. Chair Partmann called for a vote. Motion failed with Froemming and Nelson voting Yea, Lee and Partmann voting Nay, and Mosher abstaining. u Q 0 OTC Board of Commissioners' Minutes September 12, 2000 Page 7 Commissioner Nelson stated that the eight recommendations and fund requests received from the Water Plan Committee has not been decided. Commissioner Partmann reviewed each recommendation. Many of the items are already being done by the County Land & Resource Department or the MPCA. She stressed that we are looking for a 5% decrease from County departments. Commissioner Froemming offered the following and moved its adoption: Adoption of Preliminary Budget and Levy Otter Tail County Resolution No. 2000 -39 Proposed Total Budget and Net Property Tax Levy for Payable 2001 Payable 2001 Payable 2000 Gross County Property Tax Levy 16,531,703 15,543,788 HAGA Reduction 2,696,404 2,765,786 Net County Property Tax Levy 13,835,299 12,778,002 Gross Lake Improvement District Property Tax Levy 110,500 50,000 Gross Market Value Tax Levy 144,604 142,819 Proposed Net Property Tax Levy 14,090,403 12,970,821 Percent 6.36 (2.51) 8.27 121.00 1.25 8.63 WHEREAS, on or before September 15, 2009, Otter Tail County must adopt a proposed budget for fiscal year 2001 and must adopt and certify a'proposed net property tax levy for payable 2001, and WHEREAS, the Otter Tail County Budget committee has held numerous committee meetings to consider and discuss the 2001 budgetrequest and tax levy information. BE IT RESOLVED, by the Otter Tail County Board of Commissioners of Otter Tail County, Minnesota, that The amount of $16,531,703 be adopted as the County's proposed gross property tax levy for the payable year 2001 representing a 6.36% increase over the gross property tax levy for the payable year 2000, and that the amount of $13,835,299 be adopted as the County's proposed net property tax levy for the payable year 2001 representing a 8.27% increase over the net property tax levy for the payable year 2000; And that, The amount of $110,500 be adopted as the County's proposed Lake Improvement District property tax levy for the payable year 2001, representing a 121.00% increase over the Lake Improvement District property tax levy for the payable year 2000. OTC Board of Commissioners' Minutes September 12, 2000 Page 8 The amount of $144,604 be adopted as the County's proposed market value tax levy for the payable year 2001 representing a 1.25% increase over the market value tax levy for the payable year 2000, for a total proposed payable 2001 net property tax levy of $14,090,403. (Attachment A.) BE IT FURTHER RESOLVED, that the amount of $43,500,000 be adopted as the County's proposed budget for the General Fund, for the Budgeted Special Revenue Funds and for the Budgeted Debt Service Funds for the fiscal year 2001, representing a change of 0% over the County's 2000 proposed budget. (Attachment 8.) Commissioner Mosher seconded the resolution and, upon being put to vote, was carried with Nelson opposed. Adopted this 1ih day of September, 2000. RD OF COMMISSIONERS Attest: ltu~ r;:L Larry Krofu;ierk Truth In Taxation Hearing Time Set 0 Motion by Lee, second by Froemming, to set 7:00 p.m. as the time for convening the December 7th, 2000, Truth In Taxation Public Hearing and to set 7:00 p.m., if necessary, as the 0 time for convening the continuation hearing on December 19th, 2000. Motion carried. Performance Evaluation Summaries Motion by Froemming, second by Mosher, to accept the positive performance evaluation summaries of MIS Director, Tim Brand, and Physical Plant Manager, Rick Sytsma, and place these evaluations in their respective personnel files. Motion carried. Adjournment At 2:55 p.m., Chair Partmann declared the meeting of the Otter Tail County Board of Commissioners adjourned until 2:00 p.m. on Tuesday, September 19, 2000 in Parkers Prairie. Dated: , Jo,r,1;,,~ (1.912 /1, :.,!?'.rl "0UNTY BOARD OF COMMISSIONERS I Attest ~ d: Larry Krohn: lerk Partmann, County Board Chair CB/kd Enclosures Q C () 0 Attachment A r TAX LEVY. DETAILED COMPARISON 2001 2000 Dollar PERCENTAGE INCREASE (DECREASE) CHANGE TOTAL GENERAL FUND BUDGET 12,208,586 11,686,465 522,121 4.47% LESS: MISCELLANEOUS REVENUE 4,554,700 4,114,189 440,511 10.71% TRANSFER IN 114,000 FUND BALANCE 775,146 (775,146) -100.00% TOTAL LEVY GENERAL FUND 7,539,886 6,797,130 742,756 10.93% ROAD AND BRIDGE FUND LEVY 1,100,000 1,084,500 . 15,500 1.43% TOTAL CAPITAL IMPROVEMENT FUND BUDGET 2,491,358 2,003,507 487,851 24.35% LESS: MISCELLANEOUS REVENUES 311,640 252,765 58,875 23.29% TRANSFER IN 168,000 FUND BALANCE 425,125 237,516 187,609 78.99% TOTAL LEVY CAPITAL IMPROVEMENT FUND 1,586,593 1,513,226 73,367 4.85% REGIONAL LIBRARY 264,303 232,560 31,743 13.65% HUMAN SERVICES FUND LEVY COURT SERVICES 165,547 165,547 0.00% PUBLIC HEALTH 364,382 297,023 67,359 22.68% HUMAN SERVICES 5,621,492 5,353,802 267,690 5.00% TOTAL HUMAN SERVICES FUND LEVY 6,151,421 5,816,372 335,049 5.76% BONDED DEBT JAIL REFUNDING BONDS 150,000 (150,000) -100.00% VETERANS HOME 144,604 142,819 1,785 1.25% TOTAL GROSS LEVY 16,786,807 15,736,607 1,050,200 6.67% HACA 2,696,404 2,765,786 (69,382) -2.51% LOCAL PERFORMANCE AID #DIV/0I TOTAL NET LEVY 14,09_0,403_ 12,9_70,821_ 1,119,582 8.63% Budgel00 1 9/1/00 0 0 Attachment 8 Adoption of Preliminary Budget and Levy Otter Tail County Resolution No. 99 -41 Proposed Total Budget and Net Property Tax Levy for Payable 2000: Gross Property Tax Levy HAGA Reduction Local Performance Aid Net Property Tax Levy Gross Market Value Tax Levy Proposed Net Property Tax Levy Payable 2000 Payable 1999 15,950,910 15,773,722 2,765,786 2,823,542 0 63,574 13,185,124 12,886,606 142,819 146,284 13,327,943 13,032,890 Percent 1.12 ( .02) (100) 2.32 .02 2.26 After discussion and consideration, a motion was offered by Lee, seconded by Nelson, and unanimously carried to adopt the following resolution: WHEREAS, on September 14, 1999, Otter Tail County must adopt a proposed budget for fiscal year 2000 and must adopt and certify a proposed net property tax levy for payable 2000, and WHEREAS, the Otter Tail County Budget committee has held numerous committee meetings to consider and discuss the 2000 budget request and tax levy information. BE IT RESOLVED, by the Otter Tail County Board of Commissioners of Otter Tail County, Minnesota, that The amount of $15,950,910 be adopted as the County's proposed gross property tax levy for the payable year 2000 representing a 1.12% increase over the gross property tax levy for the payable year 1999, and that the amount of $13,327,943 be adopted as the County's proposed net property tax levy for the payable year 2000 representing a 2.26% increase over the net property tax levy for the payable year 1999; And that, The amount of $142,819 be adopted as the County's proposed gross market value tax levy for the payable year 2000 representing a .02% decrease over the gross market value tax levy for the payable year 1999 and that the same amount be adopted as the net market value tax levy for the payable year 2000, for a total proposed payable 2000 net property tax levy of $13,327,943. (Attachment A.) BE IT FURTHER RESOLVED, that the amount of $43,500,000 be adopted as the County's proposed budget for the General Fund. for the Budgeted Special Revenue Funds and for the Budgeted Debt Service Funds for the fiscal year 2000. representing a change of 0% over the County's 1999 proposed budget. (Attachment 8.) Adopted this 14th day of September 1999. Dated: __________ _ Attest: __________ _ Larry Krohn, Clerk OTTER TAIL COUNTY BOARD OF COMMISSIONERS By: -::,--,--.,..,-.,--,,...---,----=---,-=--c------S yd n e y Nelson. County Board Chairman