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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 12/31/20020 0 0 MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Otter Tail County Courthouse Commissioners' Room, Floor 1-B Tuesday, December 31, 2002 9:30 a.m. Call to Order The Otter Tail County Human Services Board convened Tuesday, December 31, 2002, at 9:30 a.m. at the Otter Tail County Courthouse with Commissioners Malcolm Lee, Chair; Syd Nelson, Vice-Chair; Dennis Mosher, Roger Froemming, and Bob Block present. Approval of Agenda Motion by Nelson, second by Froemming, and unanimously carried to approve the Human Services agenda of December 31, 2002, with the following requested deletion from the agenda: 9:30 -9:40 a.m. Court Services Director: Chuck Kitzman Miscellaneous Approval of Minutes Motion by Mosher, second by Nelson, and unanimously carried to approve the Human Services Board minutes of December 17, 2002, as mailed. Approval of Contract -Minnesota Department of Health Motion by Block, second by Mosher, and unanimously carried to authorize the Chair's signature to execute a contract with the Minnesota Department of Health for Perinatal Hepatitis B Follow-up and Immunization Practices Improvement, as presented by the Public Health Director, Diane Thorson. Child & Teen Checkup Outreach Project Approval The Public Health Director informed the Board the Child & Teen Checkup Outreach Project has been approved by the Department of Human Services. This project will include $2,500 for Lutheran Social Services Pelican Rapids Outreach Program to assist Otter Tail County with reaching non-English speaking families with children on Medical Assistance. Personnel Update The Public Health Director reported she was unable to fill the full-time vacancy for Public Health Nurse (created through retirement) with individuals on the current PHN eligibility list. Thorson reported that applicants rejected the job offers based on salary and job insecurity due to identified State budget projected shortfalls. She indicated that recruitment ads are expected to run (again) early in 2003 for this position. She noted that the position requires the nurse to have their bachelor's degree in nursing. In the interim, a temporary position has been offered and an individual will start effective January 13. She noted that the temporary individual would also be eligible to be considered, along with other potential applicants, for the regular full-time position. Approval of Human Services Contracts Motion by Froemming, second by Nelson, and unanimously carried to authorize the Chair's signature to execute a contract renewal for the Purchase of Service Agreement with Otter Tail County Department of Human Services and McCornell Court Assisted Living - OTC Board of Commissioners' Minutes December 31, 2002 Page 2 St. Williams Annex, Parkers Prairie, MN for CY2003 as presented by the Human Services Director, John Dinsmore, and Human Services Supervisor, Tom Jensen. Motion by Froemming, second by Nelson, and unanimously carried to authorized the Chair's signature to execute a contract for renewal of Purchases of Service Agreement for Waivered Services to Persons with Mental Retardation or Related Conditions between Otter Tail County Department of Human Services and Lutheran Social Services for CY2003. Motion by Froemming, second by Block, and unanimously carried to authorize the Chair's signature to execute a Consolidated Chemical Dependency Treatment Fund Agreement between the County of Otter Tail and Lakeland Mental Health Center, Inc. for CY2003. Motion by Froemming, second by Block, and unanimously carried to authorize the Chair's signature to execute renewal of a Purchase of Service Agreement for Outpatient Mental Health Services between Otter Tail County Human Services and Lakeland Mental Health Center, Inc. for CY2003. Motion by Mosher, second by Block, and unanimously carried to authorize the Chair's signature to execute renewal of a Purchase of Service Agreement to provide child protection assessment services between Otter Tail County Social Services and Wilkin County Family Services for CY2003. Approval of Bills and Claims Motion by Block, second by Nelson, and unanimously carried to approve the Human Services 0 bills and claims as presented. Q Adjournment At 10:06 a.m., the meeting of the Otter Tail County Human Services Board adjourned until 9:30 a.m. on Tuesday, January 14, 2003. Dated: o, /I<// o 3:> OTTER TAIL COUNTY HUMAN SERVICES BOARD r I Attest: Lw~ ~ Larry Kr hn,lerk Call to Order The Otter Tail County Board of Commissioners convened Tuesday, December 31, 2002, at 11 :02 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 Malcolm Lee, second by Roger Froemming, and unanimously carried to approve the County Board agenda of December 31, 2002, with the following additions: 1 :30 p.m. -Rick Sytsma Request for Approval of Change Order to All Building Corporation 1 45 B b Bl k A RequAest for ApprAoval of Change Order to Mark Sand & Gravel Q. : p.m. -o oc rea gency on gmg 1 :55 p.m. -Dennis Mosher Board of Adjustment Item 0 0 0 Approval of Minutes OTC Board of Commissioners' Minutes December 31, 2002 Page 3 Motion by Roger Froemming, second by Bob Block, and unanimously carried to approve the County Board minutes of December 24, 2002 with the following revision: Current Motion Reads as Follows: Motion by Lee, second by Block, and unanimously carried to approve the granting of a Temporary Snowmobile Trail Easement located as follows: The East Half of the Southwest Quarter Except the West 10 Rods of the North 16 Rods, all in Section 34 of Township 136 Range 40 -(79 Acres). Motion is Revised to Read as Follows: Motion by Lee, second by Block, and unanimously carried to approve the granting of a Temporary Snowmobile Trail Easement for the Otter Trail Riders Snowmobile Club located as follows: The East Half of the Southwest Quarter Except the West 1 O Rods of the North 16 Rods, all in Section 34 of Township 136 Range 40 -(79 Acres). Approval to Pay Bills Motion by Sydney Nelson, second by Roger Froemming and unanimously carried to approve payment of County Board bills per Attachment A of these minutes. Prairie Point Subdivision Bill Kalar, Land and Resource Director, presented the Prairie Point Subdivision Plat on Wall Lake for discussion. Bill Kalar discussed the following with the County Commissioners: • The Planning Commission recommended that there be 5 common lake accesses between the nine lots due to the lakeshore aquatic issues. • Surveyor suggested putting restrictive covenants on the proposed lots. • Discussed creating a restrictive covenant, which could only be enforced by the Prairie Point property owners to replace showing the common accesses on the final plat. • In the past, some final plats have shown common lake accesses. One of these final plats (Black Lab Beach) was approved May of 2002. • The County Board would accept either written language designating the common accesses or actually drawing the accesses on the final plat. Motion by Malcolm Lee, second by Sydney Nelson and unanimously carried to approve the Planning Commissions' recommendations including the 5 common lake accesses between the nine lots. County Ditch Assessments Motion by Dennis Mosher, second by Malcolm Lee, and unanimously carried, to approve payment to the Wilkin County Treasurer, in the amount of $26,065.84, for expenses incurred on Otter Tail/Wilkin Judicial Drainage System No. 2 during the time period of October 2, 2001 through December 31, 2001. Motion by Dennis Mosher, second by Malcolm Lee, and unanimously carried, to approve a six percent inter-fund loan, in the amount of $39,954.60, from the General Revenue Fund and to approve advances from the Taxes and Penalties fund, in the amount of $4,985.74 to the following County Drainage System accounts: Otter Tail/Wilkin Judicial Drainage System No. 2 account: From Taxes and Penalties Fund (Advance on Settlement) From General Fund (inter fund loan at 6%) $1,942.02 $8,502.73 OTC Board of Commissioners' Minutes December 31, 2002 Page4 Otter Tail County Drainage System 4 From Taxes and Penalties Fund (Advance on Settlement) Otter Tail County Drainage System 12 From General Fund (inter fund loan at 6%) Otter Tail County Drainage System 29: From Taxes and Penalties Fund (Advance on Settlement) From General Fund (inter fund loan at 6%) Otter Tail County Drainage System 38 From General Fund (inter fund loan at 6%) Otter Tail County Drainage System 52 From General Fund (inter fund loan at 6%) Otter Tail County Drainage System 53 From General Fund (inter fund loan at 6%) Resolution Adopting Assessment Order for Otter Tail-Wilkin Judicial Drainage System No. 2 Otter Tail County Resolution No. 2002 -69 $2,864.04 $ 420.00 $ 179.68 $ 958.80 $ 92.10 $ 549.98 $29,430.99 The Otter Tail County Board of Commissioners unanimously adopts the following resolution: Q WHEREAS, Thomas Richels, Wilkin County Highway Engineer, has informed the Otter Tail 0 County Auditor's office that in addition to the expenditure described in Otter Tail County · · Resolution No. 2001-67 an additional portion of the Otter Tail-Wilkin Judicial Drainage Systems No. 2 has been repaired/maintained in 2002, and WHEREAS, the benefited properties located within Otter Tail County are responsible for 47.05% of the total repair/maintenance expenditures incurred on the Otter Tail-Wilkin Judicial Drainage System No. 2 and, WHEREAS, in 1999, 2000, 2001 and 2002 a total of $62,615.33 has been billed to and/or paid by Otter Tail County for the repair/maintenance of Otter Tail-Wilkin Judicial Drainage System No. 2, leaving a deficit cash balance, in the Otter Tail/Wilkin Judicial Drainage System No. 2 account, as of December 31, 2002, of $10,444.75, and WHEREAS, Thomas Richels, Wilkin County Highway Engineer, has advised the Otter Tail County Auditor's office that the Otter Tail County benefited properties share for the additional work completed, in 2002, for the repair/maintenance of Otter Tail/Wilkin Judicial Drainage System No. 2 will be approximately $15,000 (has not yet been billed by Otter Tail County), and WHEREAS, previously levied assessments and collections to date are insufficient to cover in full both the cash deficit and the additional work completed in 2002. NOW THEREFORE, BE IT RESOLVED BY THE OTTER TAIL COUNTY BOARD OF Q COMMISSIONERS, that a special assessment in the amount of $18,500, be levied against the benefited properties located within Otter Tail County for the repair/maintenance of Otter Tail-Wilkin Judicial Drainage System No. 2, a copy of which is attached hereto and made a .. 0 0 0 OTC Board of Commissioners' Minutes December 31 , 2002 Page 5 part hereof, is hereby accepted and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed repair/maintenance in the amount of the assessment levied against it. BE IT FURTHER RESOLVED, that such assessments shall be payable in equal annual installments extending over a period of 5 years. To the first installment shall be added interest, at a rate of 6%, on the entire assessment from the date of this resolution until December 31, 2003. To each subsequent installment when due shall be added interest, at a rate of 6%, for one year on the unpaid balance. BE IT ADDITIONALLY RESOLVED, that the owners of any of the benefited properties so assessed may, on or before Friday, February 7, 2003 pay the entire assessment on such property to the County Auditor's office without interest and, the owners of any of the benefited properties so assessed may, at any time after Friday, February 7, 2003, pay to the County Auditor's office the principal balance remaining at the end of the current payable year without interest so long as the payment is received on or before November 15, of the current payable year. Payments received after November 15 of the current payable year shall accrued interest on the principal balance remaining, at a rate of 6%, through December 31 of the next succeeding year. Adopted this 31st day of December, 2002. Dated: 01 /a7 /03 -~~_,_, _,__,_...,_,,~......,_ ____ _ Resolution Adopting Assessment Order for County Drainage System No. 29 Otter Tail County Resolution No. 2002 -70 The Otter Tail County Board of Commissioners' unanimously adopts the following resolution: WHEREAS, the County Board of Otter Tail County, acting as the County Drainage Authority, had authorized minor repairs/maintenance to County Drainage System No. 29 in 2002, and WHEREAS, the Otter Tail County Board of Commissioners has approved expenditures in the amount of $4,500 for the repair/maintenance of County Drainage System No. 29 as follows: Ottertail Aggregate $4,500.00 NOW THEREFORE, BE IT RESOLVED BY THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS, that a special assessment in the amount of $4,500, be levied against the benefited properties of County Drainage System No. 29, a copy of which is attached hereto and made a part hereof, is hereby accepted and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the repair/maintenance in the amount of the assessment levied against it. BE IT FURTHER RESOLVED, that such assessments shall be payable in equal annual installments extending over a period of 6 years. To the first installment shall be added OTC Board of Commissioners' Minutes December 31, 2002 Page6 interest, at a rate of 6%, on the entire assessment from the date of this resolution until December 31, 2003. To each subsequent installment when due shall be added interest, at a rate of 6% for one year on the unpaid balance. 0 BE IT ADDITIONALLY RESOLVED, that the owners of any of the benefited properties so assessed may, on or before Friday, February 7, 2003 pay the entire assessment on such property to the County Auditor's office without interest and, the owners of any of the benefited properties so assessed may, at any lime after Friday, February 7, 2003, pay to the County Auditor's office the principal balance remaining at the end of the current payable year without interest so long as the payment is received on or before November 15, of the current payable year. Payments received after November 15 of the current payable year shall accrue interest on the principal balance remaining, at a rate of 6%, through December 31 of the next succeeding year. Adopted this 31st day of December, 2002. Dated: _ ___._Q"-'/'-l--/o"'--.L7-1-/_,,,0~3,__ ___ _ I 7 Attest £-, ~ Larry Kroh ~ C1ek Otter ard of C m issioners By: ~,,f-,,~~~""J,/-6,--;---;B;;:o=-a-rd-;-;:Cc;-h-a.,...ir-- Motion by Dennis Mosher, second by Malcolm Lee, and unanimously carried, to authorize the following annual County Drainage system repair/maintenance assessments for payable year Q 2003: County Drainage Ditch No. 04 County Drainage Ditch No. 05 County Drainage Ditch No. 12 County Drainage Ditch No. 21 (Original Board Action of December 23, 1996 -$500.00) County Drainage Ditch No. 29 County Drainage Ditch No. 37 (Original Board Action of September 23, 1997 -$500.00) County Drainage Ditch No. 38 County Drainage Ditch No. 52 County Drainage Ditch No. 63 (Original Board Action February 15, 2000 -$500.00) Tobacco Licenses $ 500.00 $ 500.00 $ 500.00 (New) $1,500.00 $ 500.00 $2,500.00 $ 500.00 (New) $ 600.00 (New) $1,000.00 Motion by Roger Froemming, second by Malcolm Lee, and unanimously carried, to approve the following applications for license: · Bonnie and Clydes 105 E Main Ave Clitherall, MN 56524 Don's Service 102 West Broadway Elizabeth, MN Tobacco Tobacco 0 Erhard Village Store Erhard Gas and Grocery US Highway 59 -PO Box 116 Erhard, MN 56534 Tank-N-Yummies, LLC 245 N Hwy 78 -PO Box 273 Ottertail, MN 56571 Wagon Wheel Grocery 101 Main St. -PO Box 75 Richville, MN 56576 Tobacco ·Tobacco Tobacco OTC Board of Commissioners' Minutes December 31, 2002 Page 7 CY2003 Pocket Gopher Bounty Resolution Otter Tail County Resolution No. 2002 -71 Upon motion made by Malcolm Lee, seconded by Bob Block, and unanimously carried, the following resolution was adopted: RESOLVED by the Board of County Commissioners of Otter Tail County, Minnesota, that ' . . The sum of thirty cents ($.30) be paid out of the General Revenue Fund of Otter Tail County for every pocket gopher killed in said County during the year 2003 in cases where the township in which the pocket gophers were so killed shall provide for the payment of at least W an additional bounty of forty cents ($.40) for each pocket gopher so _killed. 0 RESOLVED further that said payment of such County shall be made by the County Auditor upon certificates executed by the Chairman and/or Clerk of the Town Board of said Township setting forth that the township had issued and delivered to each claimant a payment for at least seventy cents ($. 70) for each pocket gopher so killed. Adopted at Fergus Falls, MN this 31st day of December 2002. Dated: dt /01 /o3 I I Attest ~ d . Larry Kro , Clerk Otter T,;il County Board of Comm);iners By~g MalolhlK. Lee, nty Board Chair CY2003 Tax Forfeited Land Sale Apportionment Otter Tail County Resolution No. 2002 -72 Upon motion made by Bob Block, seconded by Sydney Nelson and unanimously carried, the following resolution was adopted: RESOLVED by the Board of County Commissioners of Otter Tail County, Minnesota, that WHEREAS, it is provided in Minn. Stat. 282.05 for the apportionment of proceeds from the sale of tax forfeited lands, and WHEREAS, the County Auditor shall apportion the tax sale proceeds to the taxing district pursuant to Minn. Stat. 282.08 and OTC Board of Commissioners' Minutes December 31, 2002 Page 8 WHEREAS, Minn. Stat. 282.08 (4) (b) provides that the County Board may set aside 20% of the proceeds remaining after the value of public improvements, special assessments, and Q bond issues levied on the property have been paid, for acquisition and maintenance of county parks and recreational areas, and WHEREAS, Otter Tail County has a park and recreational area, which would benefit by such an apportionment. NOW, THEREFORE, BE IT RESOLVED, that the County Auditor retain 20% of the proceeds from the sale of tax forfeited lands for acquisition and maintenance of parks and recreational areas from the proceeds to be disbursed according to law. Adopted at Fergus Falls, MN this 31st day of December 2002. Otter Tail C rd of Cammi s· ners Dated: {5/ f O '7 /03 ~"-'-+-I........._._;+-=-=~-- By ?'. . Attest: Larry~~ Male . hair Establish Delinquent Publication Costs Motion by Sydney Nelson, seconded by Malcolm Lee, and unanimously carried to set the cost assessed to delinquent real estate parcels, that are published in the Delinquent Tax List, 0 at $29.00 per parcel. Establish Board of Equalization Dates Motion by Sydney Nelson, seconded by Roger Froemming, and unanimously carried, to convene the County Board of Equalization on Monday, June 16, 2003, at 9:00 a.m. and to reconvene the County Board of Equalization for final action on Friday, June 27, 2003, (Minn. Stat. 274.14). Recess & Reconvene At 12:05 p.m., Chair Mosher declared the Otter Tail County Board of Commissioners meeting recessed for a lunch break. The meeting was reconvened at 1 :14 p.m. Homestead Denial Form Robert Moe, County Assessor, reviewed his department's new Homestead Denial Form with the County Commissioners. From this point forward, Robert Moe will review all Homestead Denial Forms. Response to Goettsch Letter Robert Moe, County Assessor, reviewed with County Commissioners the explanation of why the Goettsch Homestead Application was denied. The County Board of Commissions appreciated how Mr. Moe handled the situation and thanked him for what a good job he is doing. Q 0 0 0 OTC Board of Commissioners' Minutes December 31 , 2002 Page 9 4-H Program Coordinator Positions Steve Handegaard, Extension Educator, presented the following information regarding the 4-H Program Coordinator positions. June of 2002, the Extension Office hired two 4-H Program Coordinators on a temporary six-month basis. Both of those positions were terminated on December 1, 2002. Mr. Handegaard requested the County Board of Commissioners to approve two new full-time 4-H Program Coordinator positions; one position to cover East Otter Tail County and the other to cover West Otter Tail County. The two individuals would become University of Minnesota employees. The University of Minnesota would bill Otter Tail County for 30% of the Program Coordinators' benefits. Motion by Sydney Nelson, seconded by Roger Froemming, and unanimously carried, for Steve Handegaard to move ahead with advertising for one full-time East Otter Tail Program Coordinator and one West Otter Tail County Program Coordinator position. Change Orders Rick Sytsma, Physical Plant Manager, presented two change orders for approval: All Building Corporation Contract Original Contract Sum Change Order Saw Cutting Concrete Slab Concrete Topping-Wings A,C Demo Old Elevators New Contract Sum Mark's Sand and Gravel Original Contract Sum Change Order Water Line Modifications New 6" Water Line to Frost Depth New Sewer Line and Structures 12" Storm Line Revisions Foundation Drain New Contract Sum $3,564.00 $82,713.00 $4,868.00 $8,689.80 $12,474.00 $18,957.75 $5,406.87 $620.03 $373,700.00 $91,145.00 $464,845.00 $492,000 $46,148.45 $538,148.45 Motion by Bob Block, seconded by Roger Froemming, and unanimously carried, to approve the All Building Corporation's change order in the amount of $91,145.00. Motion by Sydney Nelson, seconded by Bob Block, and unanimously carried, to approve the Mark's Sand and Gravel change order in the amount of $46,148.45. Area Agency on Aging Bob Block presented Area Agency on Aging updates. The state has mandated to encourage, the Area Agency on Aging Collaborative to join with other counties. Mr. Block stated that Region One has scheduled a meeting on January 16, 2003 in Moorhead, Minnesota; and that Bob needs the other Commissioner's support to represent Otter Tail County. 0 Otter Tail County Warrants December 31, 2002 Page 1, Attachment A 12/31/:.002 12:28:08 OTTER TAIL COUNTY AUDITOR IFD66 PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM COUNTY 56 WAR.RANTS FOR PUBLICATION PAGE . l 0 WARRANTS APPROVED ON 12/31/2002 FOR PAYMENT 12/31/2002 VENDOR NAME BEST INC. BOUND TREE MEDICAL LLC CIVIC RESEARCH INSTITUTE INC CMI INC COOPER'S TECHNOLOGY GROUP DAVID ROMANN HAULING & LANDSCP DELZER CONSTRUCTION INC. ERICKSON ELECTRONICS FERGUS FALLS MEDICAL GROUP FERGUS INTERNATIONAL INC. ROGER FROEMMING TIM GRIEP HAMLINE LAW REVIEW HEARTLAND AUDIO INC HERZOG ROOFING INC. HIGH PLAINS TECHNOLOGY HOLIDAY INN RIVERCENTRE INSIGHT INTERSTATE INC. INTERTECHNOLOGIES GROUP INTOXIMETERS INC. JK SPORTS GARY JOHNSON KELLY SERVICES INC. LAKE REGION HEALTHCARE LAKELAND MENTAL HEALTH CENTER LOCATORS & SUPPLIES INC. · MACAI MATTHEW BENDER & COMPANY INC. MEYER GARBAGE SERVICE GEORGE MEYER MINN-KOTA COMMUNICATIONS INC. MINNESOTA LAWYER MN ASSOC OF CVSO NACVSO NELSON INTERNATIONAL SYDNEY NELSON OTTER TAIL CO TREASURER OTTER TAIL TELCOM DAVID PETERSON SCHMITZ FORD VICKI SCHWANKE SIGNWORKS SIGNS & BANNERS STEIN'S INC. STOLPMAN LAW OFFICE THE TRANE COMPANY UNIVERSITY OF MN-EXTENSION SER VICTOR LUNDEEN COMPANY VIKING OFFICE PRODUCTS AMOUNT 8,761.19 8.98 129.95 50.27 56.95 2,214.14 .840.00 6.66 3,006.75 298.84 62.05 4.28 36.00 4,464.00 195.00 5,200.00 307.82 251.00 . 72. 61 860.00 270.44 217.96 49.74 73.26 74.33 2,604.00 39.42 so.co 1,283.00 30.42 554.65 101.98 195.00 240.00 60.00 67.34 J.36.89 12,340.99 SJ.. 3 7 100.00 27.35 2J..46 27.56 2,557.J.6 48.00 868.00 4.55 2,J.02.93 57.53 OtterTail County Warrants December 31, 2002 Page 2, Attachment A 12/31/2002 12:28:08 OTTER TAIL COUNTY AUDITOR PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM WARRANTS FOR PUBLICATION IFD66 COUNTY 56 PAGE 2 WARRANTS APPROVED ON 12/31/2002 FOR PAYMENT 12/31/2002 **** VENDOR NAME VOSS LIGHTING W. W. GRAINGER INC WADENA ASPHALT COMPANY INC WALTERS PHOTOGRAPHY WEST GROUP PAYMENT CTR. FINAL TOTAL . . ..... AMOUNT 240.25 309.22 4,025.70 47.80 4,859.25 $60,594.04 **** 0 0 0