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MINUTES OF THE
OTTER TAIL COUNTY BOARD OF COMMISSIONERS
Otter Tail County Courthouse
Commissioners' Room, Floor 1-8
Tuesday, February 5, 2002
9:30 a.m.
Call to Order
The Otter Tail County Board of Commissioners convened Tuesday, February 5, 2002, at 9:31 a.m.
at the Otter Tail County Courthouse with Dennis Mosher, Chair; Malcolm Lee, Vice-Chair;
Syd Nelson, Roger Froemming, and Bob Block present.
Approval of Agenda
Motion by Lee, second by Block, and unanimously carried to approve the County Board agenda of
February 5, 2002, as mailed.
Approval of Minutes
iMotion by Froemming, second by Nelson, and unanimously carried to approve the County Board
minutes of January 29, 2002 as mailed.
Approval to Pay Bills
!Motion by Lee, second by Froemming, and unanimously carried to approve payment of County
Board bills per Attachment A of these minutes.
Discussion -County Ditches
At the County Board's request, Ditch Inspector, Randy Wasvick, reported that the recent bills for
repair of Ditch No. 63 included the repair of three big holes in the system. There are a couple
·more areas that will need to be filled next spring. Egge Construction will be the contractor
:completing the work.
:Mr. Wasvick reported that some cleaning had been completed last spring in Ditch No. 29 at a cost
of $3,150. A request has been received from two property owners to clean out the rest of that
ditch, which is the most difficult area to clean out because it is swampy, cattail type land. Mr.
Wasvick has received an estimate of $5,000 to clean out the rest of this ditch system; however,
there is an original benefit of $5,800 on this ditch. Commissioners requested that Mr. Wasvick set
up a meeting with landowners in Ottertail City and keep the Board informed.
Mr. Wasvick introduced discussion regarding land near Norway Lake that is under water. Some
.property owner complaints have been received. Lengthy discussion took place regarding the
possibility of joining other ditch systems to bring the water down. County Attorney, David Hauser,
stated that the County could move forward with the issue if a petition is received from property
owner(s).
Paul Moe received permission to clean out the end of the tile system on Ditch No. 70. He did
clean it out; however, the clean out did not take care of the problem. Mr. Moe does not feel he
should pay the expenses to keep the ditch working. The Ditch Inspector informed the Board that
Mr. Moe may submit a petition for repair to Otter Tail County.
OTCo. Board of Commissioners' Minutes
February 5, 2002
Page2
Procedure for Purchase of Fixed Assets including Vehicle(s) 0
(See separate supplemental information for vehicle purchases)
Motion by Froemming, second by Mosher, and unanimously carried to implement the following
Procedure for Purchase of Fixed Assets including Vehicle(s):
The following is the procedure for all Capital Improvement Fund purchases relative to requiring
approval by the full County Board.
I. The item(s) to be purchased are included in your Capital Improvement Budget.
1. If the item(s) to be purchased is less than $10,000:
a. Obtain open market value(s), or 2 or more quotes, if practical. (if item(s) are vehicles,
request quotes from the attached list or obtain quote from the Minnesota State Contract)
b. Submit a Capital Improvements Expenditure form with quotations attached, if applicable,
to Mitzi Pederson in the Auditor's office.
c. The Capital Improvement Request form will be submitted to the Capital Improvement
Committee for approval. There is no need to schedule for time on the County Board
agenda.
d. After approval of the Capital Improvement Request by the Capital Improvement
Committee, the item(s) may be purchased or ordered.
e. If the purchase is a vehicle or other large purchase requiring insurance, please submit to
Karen Lundin, Risk Management Coordinator in the Coordinator's office, a notice in
writing with the following items: 0
1. Department
2. Date of Possession of Vehicle or Other Item
3. Make & Model & License Plate Number of Vehicle or Serial Number of Item
4. Vehicle Identification Number (VIN Number)
5. Purchase Price
6. Individual Assigned to the Vehicle if Applicable
This information is required by Karen to ensure insurance coverage on the vehicle or
other item and at that time, an insurance identification card (cab card) will be provided to
keep in the glove compartment of the vehicle with pertinent insurance information as
required by law.
f. The capital expenditures approved for payment by the Capital Improvement Committee
may be paid for by either Auditor's warrant or Commissioners' warrant at the timely
discretion of the Department Head responsible for the purchase(s). (Refer to resolution
no. 2001-23)
g. If the purchase is less that $50,000, however, and the Department Head does not
recommend purchase from the vendor providing the lowest quote, please list the
justification for that decision on the quotation information attached to the Capital
Improvements Form submitted to Mitzi Pederson. There is no need to request a motion
for approval from the full County Board. (The Capital Improvement Committee will sign
for approval)
2. If the item(s) to be purchased is more than $10,000 but less that $50,000:
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OTCo. Board of Commissioners' Minutes
February 5, 2002
Page 3
a. Solicit quotations (2 or more) from local business or solicit quotations by Direct
Negotiation, or obtain quote(s) from the Minnesota State Contract. If item(s) to be
purchased are vehicle, request quotes from attached list or obtains quote(s) from the
Minnesota State Contract.)
b. Submit a Capital Improvements Expenditure form with quotations attached to Mitzi
Pederson in the Auditor's office.
c. The Capital Improvement Request form will be submitted to the Capital Improvement
Committee for approval. There is no need to schedule for time on the County Board
agenda.
d. When the Capital Improvements Expenditure Request is approved, the Department may
order or purchase the approved item.
e. Refer to 1. e. above.
f. Refer to 1. f. above.
g. Refer to 1. g. above.
3. If the item(s) to be purchased is over $50,000:
a.
b.
C.
d.
e.
Conduct a sealed bid process or obtain State Contract costs per state statute
requirements.
Submit a Capital Improvements Expenditure. Request form with bids or State Contract
quote(s) attached to Mitzi Pederson in the Auditor's office.
The. Capital Improvement Expenditure Request form will be submitted to the Capital
Improvement Committee for review.
If approved by the Capital Improvement Committee, schedule a time on the County
Board agenda for full Board approval as required by statute.
Refer to 1. e. above.
II. The item(s) to be purchased are NOT included in your Capital Improvement Budget or the
budgeted funds have been re-directed for other uses.
1. Refer request to Budget Committee of the County Board.
Otter Tail County Vehicle Purchase Supplement
1. If your Department anticipates the purchase of new or new non-current vehicle(s) and you have
included that purchase in your budget, your vehicles(s) should be purchased at one time.
Example: Land and Resource has budgeted the purchase of 2 new pick-ups for the 2002
year in the amount of $22,000 each.
A. As the total amount is less than 50,000.00, the purchase choices are to purchase from
the State Contract or request Quotes from the Dealers list that can be obtained from the
Auditor's office. (The request must indicate whether only new or new non-current
vehicles may be considered) . Retain a copy of the requested quotes along with any
quotes .obtained, or in the case of use of State Contract retain Contract Purchase
. number and specifications.
OTCo. Board of Commissioners' Minutes
February 5, 2002
Page 4
Example: Sheriffs Department has budgeted for the purchase of 5 new vehicles for the Q
2002-year in the amount of $24,000.00 each. Rather than purchasing 1 or 2 vehicles at a
time, all five vehicles should be purchased together as a unit.
B. As the total amount is greater than $50,000, the purchase choices are to purchase from
the State Contract or Conduct a sealed bid process per state statute requirements.
Tobacco License Applications
Motion by Nelson, second by Froemming, and unanimously carried to approve the following
applications for license:
JoAnn Prischmann
City of Elizabeth
Elizabeth, MN
Kenneth A. Macal
Huckleber~'s
29961 415 St.
Dent, MN 56528
Payment Approval
Tobacco
Tobacco
Motion by Lee, second by Block, and unanimously carried to approve payment to the Otter Tail
County Highway Department, in the amount of $1,607.74, for services provided to County
Drainage System No. 4 between the dates of November 28, 2001 and December 6, 2001. Q
Private Sale of Tax Forfeited Property
Auditor, Wayne Stein, explained that several tax-forfeited parcels had been approved for private
sale to adjacent landowners in 1988. A couple parcels did not sell at that time. Last week, an
adjacent property owner, of one of the remaining parcels, expressed an interest in purchasing the
parcel. Discussion took place regarding the appraised value of the parcel. Motion by Lee, second
by Block, and unanimously carried to appraise the tax forfeited parcel described as lots 14 & 15,
block 5, Lacy's Addition in the City of Pelican Rapids at $3,000 and authorize the Auditor to
proceed with a private sale for adjacent landowners after approval from the City of Pelican Rapids.
Tax Increment Financing District
The City of Perham is considering a proposal to modify Tax Increment Financing District No. 2-19.
The City Council has scheduled a public hearing on this matter at 7:00 p.m. on March 11, 2002.
Acquisition of Property
Motion by Froemming, second by Nelson, and unanimously carried to proceed with conveyance of
50 acres of land in Section 8 of Woodside Township to the Minnesota Department of Natural
Resources using the same procedure (release of tax forfeited land) as the recent conveyance of
land in Corliss Township to the MN DNR.
Auditor's Office Restructure
Motion by Lee, second by Mosher, and unanimously carried to approve the Auditor's office plan for
reorganization that includes the following compensation grades approved by MAXIMUS effective
December 1, 2001:
Job Number
#1202
Job Title
License Center Specialist
Compensation Grade
Grade 10
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#1204
#1207
#1208
#1209
#1211
#1212
ElectionNoter Registration Clerk
Administrative Specialist
Accounting Supervisor
Assistant County Auditor
Senior License Center Specialist
License Center Manager
Senior Administrative Specialist
OTCo. Board of Commissioners' Minutes
February 5, 2002
Page 5
Grade 10
Grade 12
Grade 20
Grade 21
Grade 12
Grade 15
Grade 14
Bid Award -Geotechnical Services
After previously advertising for bids, Highway Engineer, Rick West, opened the following bids on
February 5, 2002 for Geotechnical Services:
Project
CSAH 4 Reconstruction, S.A.P. 56-604-10
From CSAH 31 East to CSAH 41
CSAH 5 Reconstruction, S.P. 56-605-06
From TH 21 O South to 180th Street
CSAH 74 Reconstruction, S.A.P. 56-574-02
From CSAH 35 East to 330th Avenue
CSAH 82 Reconstruction, S.A.P. 56-682-07
From TH 59 East to Norway Pine Road
(previously Dieseth Road)
Bid Amount
$17,960.00
8,900.00
8,900.00
11,340.00
Motion by Lee, second by Froemming, and unanimously carried to award consulting services for
the aforementioned projects to Braun lntertec Corporation of Fargo, ND totaling $47,100.
0 Contract Approval
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Motion by Block; second by Lee, and unanimously carried to authorize the Highway Engineer to
enter into a contract with Widseth Smith Nolting Engineers for limited site investigation of a
petroleum underground tank site at the Fergus Falls Highway Garage at a contracted cost of
$3,105.00.
Recess & Reconvene
At 10:30 a.m., Chair Mosher declared the meeting of the Otter Tail County Board of
Commissioners recessed for a short break. The meeting was reconvened at 10:36 a.m.
Approval of Final Plat
Motion by Lee, second by Froemming, and unanimously carried to approve the final plat of
Marion K. Haugrud et al known as "Oaks at Sand" located in Section 26, Township 137, Range 43,
Scambler Township, near Sand Lake (56-942).
Ordinance Discussion
Land & Resource Director, Bill Kalar, began discussion regarding potential Shoreland
Management Ordinance (SMO) changes. Previous discussion included lot sizes, classifications,
special protection districts, etc. Mr. Kalar continued with the outline developed by the Land &
Resource office as follows:
2.b Plat or Metes & Bounds: Mr. Kalar stated that there have been some plats with unusual
sizes causing varying difficulties: The Planning Commission discussed requiring all land within the
shoreland area to be platted. Another option may be increasing the minimum metes and bounds
size to 10 acres. Commissioner Lee suggested that all metes and bounds land-be•reviewed by the·
Planning Commission. · · • ,, ·
OTCo. Board of Commissioners' Minutes
February 5, 2002
Page 6
2.c Cluster Developm~nt: One
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hconcern in this area is that Otter Tail County is more strict than r,
other counties in the 2" to the 5 tiers because of the County's density calculation, which requires W
lot sizes to be doubled for the back lots. Planning Commission did not recommend a change and
did not recommend a temporary permit for family reunion-type activities.
2.d After-the-Fact Permits: A concern has been expressed that contractors and other individuals
are going ahead with the work and dealing with the after-the-fact permit later. Once the work has
been completed, ii is difficult to "remove" and often harms the environment more by removing the
structure after it has been completed. Recommendations include different after-the-fact permit
fees and/or larger fines for contractors that do not obtain permits.
2.e Livestock Exclusion Issue: The Planning Commission requested that the Land & Resource
Director research how large this problem might be on GD and RD lakes. Commissioner Mosher
stated that there are new incentives for people on lakes and rivers to put in fencing for buffer zones
and the farmers are more receptive to address problems. County Board did not regard this issue
as a large problem.
2.f Fishhouse Exemption: Discussion took place regarding licensing and storing of fishhouses.
The Planning Commission recommended adding a definition of a fishhouse to the SMO.
2.g Decks: Currently, the SMO doesn't require a permit for a deck; however, the deck must meet
structure setback requirements. Sometimes, decks are being built that don't comply. The
Planning Commission recommended requiring a permit to build a deck. Consensus of
commissioners is to leave the "Decks" language in the SMO "as is" with no change. They felt that
most people follow the law on decks and there is no roof, so.shouldn't be an issue.
Several comments from the public were made: A suggestion was made to have a pre-planning
meeting for a Preliminary Plat to "head off' potential problems and reduce the time lost to
developers and contractors when these decisions are tabled. Douglas County has just instituted
this new procedure. A comment was made regarding the issue of potentially eliminating metes
and bounds in shoreland areas and require plats only -this could lead to smaller lot sizes and 2nd
tier development. A comment was made regarding change in classification of smaller lakes.
Concern was expressed regarding existing lots and building sites and how that change would
affect them.
Committee Appointment
Chair Mosher appointed Commissioners Froemming and Lee to serve on a Solid Waste
Committee for CY2002.
Adjournment
At 12:04 p.m., Chair Mosher declared the meeting of the Otter Tail County Board of
Commissioners adjourned until Tuesday, February 12, 2002.
~IL COUNTY BOARD OF COMMISSIONERS
Attest: \~ dL Larry Kroh, Clerk
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Otter Tail County Warrants
February 5, 2002
Attachment A, Page 1
2/06/2002
9:19:05
OTTER TAIL COUNTY AUDITOR PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM
WARRANTS FOR PUBLICATION
IFD66 COUNTY 56
PAGE 1
WARRANTS APPROVED ON 2/05/2002 FOR PAYMENT 2/05/2002
VENDOR NAME
A-1 LOCK AND KEY
CYNDI ABBOTT
AMERICAN INSTITUTIONAL SUPPLY,
BAKKE ACOUSTICAL
BEST INC.
BP AMOCO
BRANDON COMMUNICATIONS INC
CARR' S LAKE COUNTRY SUPERMKT CHIEF SUPPLY CORPORATION
COOPER'S TECHNOLOGY GROUP
CORPORATE TECHNOLOGIES
DAN'S EXHAUST PROS
EAST OTTER TAIL CO EXTENSION
ELECTRIC PLUS
EXEMPLAR INTERNATIONAL, INC
FERGUS ELECTRIC
FERGUS FALLS MEDICAL GROUP
FERGUS TIRE CENTER
THOMAS FIGLIUZZI FIRST NATIONAL BANK OF HENNING
FLOOR TO CEILING STORE
GENERAL PARTS & SUPPLY CO.
GMAC
GR GRAPHICS INC
WAYNE GRUENHAGEN
HALL GMC INC. DIANE HANSON MILDRED HELMRICHS
HOLIDAY HOMESTEAD BUILDING SUPPLIES
INNOVATIVE OFFICE SOLUTIONS
INPRO CORPORATION
INTERTECHNOLOGIES GROUP
JK SPORTS KELLY SERVICES INC.
KNUTSON ELECTRIC
JERRY-FBM KOLNOSKI LAKE REGION HEALTHCARE
LAKE REGION VETERINARY CLINIC
LAKEWAY MARKET
LARRY OTT INC. TRUCK SERVICE
LOCATORS & SUPPLIES INC.
PAUL LOHMEYER
MADD, MN STATE OFFICE
MCCC,NW 3780
DARRAN MEYER MID-STATE SERVICES MINNESOTA STATE BAR ASSOCIATIO
MN D.A.R.E. OFFICERS ASSOC.
AMOUNT
50.06
15.00
943.87
525.00
8,594.28
52. 3 5
2,935.99 20.76
123.94
1,142.58
5,222.90
38.82
60.50
48.00
114.00
3,210.82
53.00
130.61
115.27 125.00
309.76
27.10
9,454.75
185.44
125.00
135.79
115.00 9,581.40 216.41 16.36
3,608.94
108.29
300.00
34.99
296.00 52.92
370.00
544.45
250.00 79.00
725.00
178.20
125.00
15.00
1,500.00
29.99
20.00
352.00
105.00
Otter Tail County Warrants
February 5, 2002
Attachment A, Page 2
2/06/2002
9:19:05
OTTER TAIL COUNTY AUDITOR
.PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM
WARRANTS FOR PUBLICATION
IFD66
COUNTY 56
PAGE 2
WARRANTS APPROVED ON 2/05/2002 FOR PAYMENT 2/05/2002
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VENDOR NAME
MN STATE AUDITOR NATIONAL BUSHING & PARTS CO.
NEPTUNE INTERNATIONAL, LTD
KEVIN NEWBORG
NORTHWEST DIVERS
OTTER TAIL CO PUBLIC HEALTH
OTTER TAIL CO SOLID WASTE
OTTER TAIL CO TREASURER PAMIDA INC.
PETE'S AMOCO
PMX MEDICAL
PRODUCTIVE ALTERNATIVES INC.
QUILL CORPORATION
RDJ SPECIALTIES INC
THE RENTAL STORE ROTHSAY TRUCK STOP & CAFE INC
THOMAS RUNDLE
SHERWIN WILLIAMS
SIGELMAN STEEL & SALVAGE
THOS. SMITH
SOUTH MILL SERVICE
STEIN'S INC.
STENERSON LUMBER STRINGER BUSINESS SYSTEMS INC FERGUS TIRES PLUS TNT REPAIR INC.
TROPHY HOUSE
VICTOR LUNDEEN COMPANY
VIKING OFFICE PRODUCTS WALTERS PHOTOGRAPHY.
GARY WASKOSKY
WELDING SUPPLIES & FIRE
WEST GROUP PAYMENT CTR.
DIANNE WIELAND
210 LUBE EXPRESS
FINAL TOTAL ...... .
AMOUNT
1,855.25 58.76
195.50
215.81
167.73
173.40
129.00
B.00
9.40
124.00
6B.12
318.40
98.88 503.09 53.23 27.00
13,279.50
41. 25
4. 35
17.26
685.09
413.37
900.53 105.00 17.70
73.36
25.37
195.61
438.44
14.23
58.77
12.50
167.50
21.18
l4B.80
$73,009.92 ****
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