HomeMy WebLinkAboutBoard of Commissioners - Minutes - 06/24/2003•
\ MINUTES OF THE
OTTER TAIL COUNTY BOARD OF COMMISSIONERS
' Otter Tail County Courthouse
, Commissioners' Room, Floor 1-B
Tuesday, June 24, 2003
9:30 a.m.
Call to Order
The Otter Tail County Human Services Board convened Tuesday, June 24, 2003, 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 Block, second: by Mosher, and unanimously carried to approve the Human
Services agenda of June 2~, 2003, as mailed.
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Approval of Minutes
Motion by Nelson, second: by Froemming, and unanimously carried to approve the Human
Services Board minutes of'.June 10, 2003, as mailed.
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' Grant Agreements from the Minnesota Department of Corrections
Motion by Froemming, second by Block, and unanimously carried to authorize the
Chairman's signature to execute Amendment No. 1 to Grant No. 4738 for FY2004 and
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FY2005 between the Minnesota DOC and the County of Otter Tail. The Amendment
provides a grant for $125,'oas, each fiscal year, for the Caseload/Workload Reduction and
Remote Electronic Alcohol !Monitoring Programs.
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West Central Regional Juvenile Center
Court Services Director, Chuck Kitzman, presented a financial statement for the WCRJC in
Clay County as .previously requested. Lengthy discussion took place regarding the cost
sharing proposal made tol member counties to erase the current deficit. Commissioners
stated concern over the depreciation reported in the financial statement, as member counties
have no ownership in the buildings. Continuing deficits in future years were also a concern
as the number of clients c6ntinues to decrease. Mr. Kitzman and Commissioner Nelson will
attend a WCRJC committee meeting June 26th for continued discussion. '
Human Services Agency Vehicle Policy
Human Services Director, ~ohn Dinsmore, presented copies and requested approval of the
Use and Coordination of Agency Vehicles Policy. County Attorney, David Hauser, informed
the Board that there is a p~nding grievance on this subject. Mr. Dinsmore discussed the cost
savings to the County wher;i staff uses County owned vehicles. Motion by Nelson, second by
Froemming, and unanimously carried to approve the Use and Coordination of Agency
Vehicles policy attached to these official minutes as Attachment B.
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1 Safety Net Redesign Initiative
Ed Mehl and Kent Mattson1 of Lake Region Healthcare Cooperation presented an update on
the community group working on the Regional Treatment Center issues. The original
agreement included a 50-bed new Ml facility in Fergus Falls. The Department of Human
Services has stated that is hot the direction they are moving toward. Instead, they support a
"sprinkled bed care" concept with small Ml facilities less than 16 beds because they can
OTC Board of Commissioners' Minutes
June 24, 2003
Page 2
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receive federal funding. The_currerit DHS vision'·is a facility in Fergus Falls with 15 Ml beds, 0
a stand alone building with 50 CD beds, administration offices, and dental clinic. The ·
community workgroup dealing with the RTC issues include three partners, City of Fergus
Falls, Lake Region Healthcare Corporation, ·and Otter Tail County. Mr. Mehl requested Otter
Tail County's share of the cost of a lob~yist for the past year and future lobbyist cost. A
lobbyist is needed for legal assistance in developing long term leases with the State and
other legal assistance for the project, to make an effort to obtain a federal waiver which would
then allow more than 15 Ml•beds, and to lobby forJegislation. · .Motiqh by Block, second:by
Mosher, and carried with Nelson and Froemming oppo'sed,,to,approve·:payment.of $4,000.:to
Lake Region Healthcare :.Ccirporaticin · for· reimbursement cif. Otter· Tail· County's, share .fcif
lobbyist work. The motion further directed that the funds are paid from the Northwest
Regional Task Force Human Services .. Budget. Motion by Block, second by Mosher, to
approve reimbursei:nent to Lake Region Healthcare Corporation·, in the amount of $12,000,
for future lobbyist expenses, subject to the funds being budgete'd. <Chairnian Lee calledi'for a
roll call vote:
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Commission District 4J Froemming ' . ' '' Yea 'I
Commission District 1 Nelson.:.,.,· .. ;, Yea· .. ' : . I •
Commission District 5 Block Yea
Commission Districf3 • •Mosher·· ., Yea·
Commission District'2 · •. Lee ' ' ,-... Yea-~ 'f. . _\ ' '. . ,., l
Motion carried unanimously'. ''. r: ·: ''
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Annual Chemical Dep·ende·n~y Onit'Opdate
Human Services Supervisor, Brad_ Vold, and staff from the. CD unit presented the 2002
Annual Report for the Chemical Dependency Unit. · • ' · · · ·
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,.-;,: "'~ ',· _,,.. Addendum to the Regiciriall'reatment Center'CD Co'ritract •· '. \ ',
Motion· by . Block, second by :Nelsbn·, "ana · unanirriol.isly . carried 'to authorize the Chair's
signature to execute Arrieridmerit' No: :·11 (03-0130)' to 'the· provision of chemical dependency
services provided by the Fergus Fali~ RTC for Otter Tail County' Human ·Services. The
ariieridment authorizes a rate of $23 per'hour for Relapse Prevention Se'rvices to all clients: . . . .. · ' ' . ~ ,. . ' ·· · , -,., ' " I . •, , l ---· · This approval is subject to the approval'of the County Attorney. ' ' -' ·' ·' · . ,, '
. . . Legislative Rate Reducti6ns .· . . _ . ,
Motion by Mosher,''second by Froemming, and unanimously carried to authorize 'a· 1 ¾ 'rate
reduction to 'all chemical health providers effective July 1, ·2003,·as mandated py'legislatiori:,,;
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,,r' ' .. : · ' I· ' Safety Net Redesign Compact.· ' ,, ' . " ; . . ' ·-::11 .• c
Motion by Block,-second by Mosher, and unanimously ca'rried to alJthorize'the signature.of
the Human Service Director>·to execute the Ncirthwest"Minnesota Safety Net Redesign'
Results Initiative Compact for Region IV submitted to the C9unty .Board June 24, 2003. .. . r. : ·. . . , -• "
1171: i.. j,. p'ublic Health Upda'te. . I :·c '· .• ' . I '
Pt.Jolie He'alth Director,' ·Diane Thorson, 'provided a handouf·"ai,d · reported' on budget information. ,-,,,... ,; . I ' ·· .. , • · .. ·· . . ·
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I I Bill & Claims
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OTC Board of Commissioners' Minutes
June 24, 2003
Page 3
Motion by Nelson, second, by Froemming, and unanimously carried to approve the Human
Services bills & claims as presented.
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Adjournment
At 10:58 a.m., Chairman Lee declared the meeting of the Otter Tail County Human Services
Board adjourned until 9:30 1a.m. on Tuesday, July 8, 2003. I
Dated: '7 Jg /o.:3 OTTER TAI COUNTY HUMAN SERVICES BOARD
r J By: ,,.,,_,~ /.~L_
Malcolm K. Lee,
, Call to Order -County Board
The Otter Tail County Bc;,ard of Commissioners convened Tuesday, June 24, 2003, at
11 :00 a.m. at the Otter Tail County Courthouse with Malcolm Lee, Chair; Syd Nelson,
Vice-Chair; Roger Froemm.ing, Dennis Mosher, and Bob Block present
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, Approval of Agenda
Motion by Froemming, second by Nelson, and unanimously carried to approve the County
Board agenda of June 24, ?003, with the following changes:
11 :50 a. m. -Add Gary Zeise for Weed Control Issue I · Discussion -Rocky Ridge Road
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I Approval of Minutes
Motion by Mosher, second_ by Block, and unanimously carried to approve the County Board
minutes of June 17, 2003, as mailed.
i I Approval to Pay Bills
Motion by Nelson, second by Mosher, and unanimously carried to approve payment of
County Board bills per Attachment A of the official minutes.
' I . , Sunday Liquor Hours
Karen Young of Balmoral Golf Course requested a public hearing to consider changing the
opening time on Sunday mornings to sell liquor at 10:00 a.m. Currently liquor cannot be sold
before noon on Sundays. f The County Attorney stated that, by ordinance, a county may
permit the sale of alcoholic, beverages starting at 10 a.m. on Sundays. The Board requested
that the County Attorney research the process to allow earlier liquor ~ales, inform Ms. Young
of the procedures and report back to the Board.
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Establishment Request to Extend Closing Time
Auditor, Wayne Stein, reported that Zorbaz on Pelican Lake has obtained an application for
liquor control from the MN Department of Public Safety seeking an extra hour to serve liquor
until 2 a.m. Sheriff, Brian Schlueter, expressed opposition to a later closing time because of I extra officer man-hours created by a later closing time. Motion by Block, second by Mosher,
and carried with Lee opposed, to deny the request of Zorbaz on Pelican Lake to stay open
until 2 a.m. I
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OTC Board of Commissioners' Minutes
.June 24, 2003
Pa·ge 4
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Motion by Froemming, second by Nelson, and unanimously earned to approve the following
applications for license, subject to compliance with all licensing 'requirements: .. V' -
Battle View Landing . i, . I , 'I J • , _.
Elks Lodge
Elks Point•
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•1~ .8 \:';,L
Elmer's Authentic Texas'BBQ
Nansen, Inc. :·,.· -::-· .. ,
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Ethel Beach
Fair Hills .. r..
Graystone on Otter Tail; Inc.,
Huckleberry's
Madsen's Resort, Inc. .. ~-~ ~, " . ~ ': ' ,.,
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Perham Oasis. . . . . . . ' · _' · I ' _ : , J I -L Perham Cooperative Creamery Assn.' .... L ·.•,· , '.,~· ,•\· :;-::
Rocky's Resort
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Vacatiohland Resort' ' '1 -,.) i-.
Woodland Beach Resort ..
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On/Oft:,?ale 3.2 Mal\,Liquor.
On-Sale Wine· 1 • • ' ·• • .'L~. Cit'.: ~. J.~ -. ; __ , ~'...I '1··: ... ,, tJt '.-· ;_:
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On-Sale Liquor -. ,• ... , I
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On-Sale Liquor and Sunday Liquor " . ·,,. ,, \ •. . . . \
On-Sale 3,2 Mali Liq~br \'\,r./1 \ -; ; · 0
On-Sale Wine •'--· ·, , , 1.c ··
On°Sale Wine and On-Sale 3.2 Malt Liquor
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· On-Sale Liquor and .Sunday Liquor 1.· ,
On-Sale Seasonal Liquor
OniOff-Sale 3.2 Malt Liquor
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o'tt-Sale 3.2 Malt Liquor • 1: · ..
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On/Off-Sale 3.2 Malt Liquor ..
On-$ale 3.2.Malt.l!quor .
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On/Off-Sale 3.2 Malt Liquor
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,; -,, "Wqody's•, , ... · : :·., · ·. '·., .. ,,,:,. · , J. On/Off-Sale 3.2·Malt:Liquor: · ·· ·' 1
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Ye Olde School House Bar & Grill On/Off-Sale 3.2 Malt Liquor
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, -, ... , . t: .. , ')· , .. Tobacco Lice"s~ Applications -. i · ::~ ;, . ,: . • ,, .. , ,, •.
Motion' by ;Mosher,. seconil,.~Y f.roemi:ning;r,,and-c.arried ,with. Leie. opposed,. to appro,ve t~e
:following ~P.P.!icatior:i..s for license,, subjec! Jo, c9mpliance ;w_ith ·all licef)sing re_quirements: , , . ·· ·.,
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. r b· 1 .£:
,Conoco Quik-Stop
. Underwood· Oil~ Inc.
Underwood, MN 56586
Galaxy Resort :·T ·' ·'.,
Dent, MN 56528 ' ' ·'· ·
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Heisler's Country Store -u'
· Vergas, MN 56587 '' · · .J
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Schroeder Grocery and Hardware
Dalton, MN 56324
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-•-Tobacco-:-•._,;_
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• '2 ' Tobacco . : ;.n .. : ,
,_ , · • Tobacco:
' Tobacco
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OTC Board of Commissioners' Minutes
June 24, 2003
Page 5
Conveyance of Tax Forfeited Property
Motion by Lee, second by1 Nelson, and unanimously carried to approve an Application by a
Governmental Subdivision; for Conveyance of Tax-Forfeited Lands for an Authorized Public
Use as submitted by the City of Pelican Rapids for the following described parcel:
I 76-000-99-0533-000
Harris Addition I East Half of Lot 13 and all of Lot 14, Block 2
City of Pelican Rapids
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Otter Tail Water Management Board Appointment
Motion by Froemming, l second by Mosher, and unanimously carried to appoint
Dave Thompson to the Otter Tail Water Management District Board. Mr. Thompson will be
replacing Mr. Al Harder who has decided not to seek an additional term.
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Snowmobile Grant Agreement Applications
Motion by Nelson, second! by Froemming, and unanimously carried to authorize the Chair's
signature to execute the F,Y 2003 Traditional Modernization Grant Agreements between the
State of Minnesota and the County of Otter Tail for the following Snowmobile Associations:.
Otter Trail Riders' Assn. $1,500.00
Lake RunnersiTrail Assn. (L.R.T.A.) $2,500.00
, Minnesota Statute §115.551 (Tank Fee)
Bill Kalar, Land & Resource Director, informed the Board that new legislation will be effective
July 1, 2003, that requires a new fee of $25.00 per septic tank installed. Installers will be
required to send the funds to the Minnesota Pollution Control Agency (MPCA). l . -
' Weed Control Issue
Property Owner, Gary Zei~e, expressed concern regarding a neighbor's thistles that are not
being controlled. He expre~sed concern that the thistles were not controlled last year and the
problem continues. He stated that there are donkeys in a test area on a portion of this
property; however, he beli~ves control of the thistles requires spraying. Mr. Zeise requested
that the State and County ,not be involved in weed management and leave that task to the
townships. He stated that the noxious weed process allows so many appeals that the thistles
go to seed before anythinglcan be done. Discussion continued.
! Highway Contract Approval
Motion by Nelson, second by Block, and unanimously carried to authorize the Chair's
signature to execute a contract between the County of Otter Tail and Central Specialties, Inc.
of Alexandria, MN, for Minn'esota Street S.P. No. 56-596-01, TH 10 to CSAH No. 53.
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Speed Zone Study Request
1 for a Segment of CSAH No. 4
Otter Tail County Resolution No. 2003 -45
Commissioner Lee offered the following and moved its adoption:
WHEREAS, a group of resi1ents have requested by petition that the County of Otter Tail take
such action as may be necessary in order to pursue a reduced speed limit of 35 mph on the
segment of County State Aid Highway No. 4 from the East limit of 35 mph speed zone
located in the area of the intersection of CSAH No. 4 and CSAH No. 31 East to the West limit
of the 30 mph speed zone ih the Crystal-Lida Lakes resort area, AND,
' . 0OTC Board of Commissioners' Miriutes
June 24, 2003
Page 6
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WHEREAS, the .~ounty of Otter Tail believes thaf~ speed,ione reduction woyld be beneficial
in this area. · ' · · · · ·· ,. · ·· '· .. · " · ' · .. ·
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NOW, THEREFORE, BE IT RESOLVED, that Otter TailCounty does hereby request that this
area be studied by the Minnesota Department of Transportation to determine the need for a
reduced speed zone, if any. · '· · · ·
BE IT ALSO RESOLVED,. that Minnesota. Department of ;Transportation proceed with
e1,tablishing a legal speed zone if.the findings of the traffic ~tudy are supporti)!e.
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Commissioner Froemm_ing seconded -,the resolution · and, ,upon· b~!ng p_ut to voJe, w9s
unanimously adopted.
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Adqpted this 24_th day of junei',. 2003,. . . ' '',. . '
Dat~d-: ' 1 /.1 /o'-3 ' ; .: · 1
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Attest
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. ·,·.·':Rocky 1Ridge Road iri HE!nning +~wnship. ,,. ',·.,.:· . '·' 'I ..
Commissioner Froemming presented a letter received from the Chairman · of Henning
Tqwnship. Jhe letter requests t~at the County pay 75% of _the cost to pave Rocky Ridge
Road. 'Discussion followed. Commissioners requested that· a draft letter 'to clarify· the
-'' . ' • , --• j • •.·_. • ••, •I • • ' • understanding of the proposal be presented to the Board for 'approval. · · · · · · .":-'!·.i 1;, ,·., ·\ ·• i I ''::. v· · '.. , . .!,...., · , ·,': ~-' ."'(.· • : •• :-•. 1:1,,1 .1 •,. · • :",
,,. , :., .' ·' :;r · · 'Recess a. Rec06nvene ·. · : ,. · •. ' · · .,:, · 1
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At 1_2:23 p'.n:_i., C~airinan ~e~ 9eclared_ the meeting !)f'the Otter Tail County Board of
Commissioners recessed for lunch ~reak. The meeting·was reconvened at 1 :32 p.m. · ·· ' .. , · . .,.· •_,, .,-.i:.·_,,, .. ·, ·: ... ! ~ •· • -~1,.., _. ·· •: ··r c1~
GSC Project Update
Rick Sytsma, Physical Plant Manager, PfOVided a budget handout for the constructior p_roject
at· the Government Services Center.·· He reported· actual .to date expenditures· as
$9;173,988.00 with .a~ticipated. expenditµres for ,the project _of·~~.33~.988:00 'and a. tota)
estimated budget of'$9,448,870.00~' · ~-~ · · '· · ·, ' · · ---11 • · ·:,'
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Move Strategy Recommendations
Consultant, Ann Packer, and Mr. Sytsma· provided a move strategy recommendation and
time line handout dated June· 23, 2003. The move ·is 'anticipated to take place in two
' I .. • -.·.. • ' ' r -" '. • ' f • weekends during the month of August. Other move·strategies were discussed. · ·' ·'
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. ' , . . ·:· :,, Perfor.,;.;~nce Evaluatio·n_Summary . .';":: •~· 0
Motion 'by ·Froemrning, · second by: Nelson, ar,id ·unanimously carried to. ,approve . the
satisfactory· perf9rmance evaluation summary pf Physical Plant Manager, ·Rick Sytsma, as
presented. The summary will be placed in llt1L ~ytsiila's personnel file. .
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I Adjournment
· · OTC Board of Commissioners' Minutes
June 24, 2003
Page 7
At 2:20 p.m., Chairman ~ee declared the meeting of the Otter Tail County Board of
Commissioners adjourned until 9:30 a.m. on Tuesday, July 1, 2003.
Dated: 7 / 1 / o:3 ! OTTER TAI co NTY s ARD OF COMMISSIONERS
rv1 "b'~4
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Attest: ~ .
LarryKro n,~
alcolm K. Lee, County Board Chair
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6/24/2003 14:53:31
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Otter Tail County Warrants
June 24, 2003
Page 1, Attachment A
I OTTER TAIL COUNTY AUDITOR PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM I WARRANTS FOR PUBLICATION
WARRANTS APPROVED ON 6/24/2003 FOR PAYMENT
VENDOR NAME I
I AGGREGATE INDUSTRIES INC AMERICAN RED CROSS ARAMARK SERVICES INC
ASSOCIATED BAGI COMPANY AUTO GLASS ASSOCIATES DONN BAKER I
BATTLE LAKE STANDARD DAVID BERG , . BOUND TREE MEDICAL LLC BRANDON COMMUN·ICATIONS INC CHERI CLARK I COOPERS TECHNOLOGY GROUP DENZEL'S REGION WASTE INC DICKS STANDAAD bON' S SERVICE I ECONO SALES AND SERVICE SCOTT ELLINGSON FERGUS AUTO SUPPLY FERGUS ELECTRIC FERGUS FALLS MEDICAL GROUP CITY FERGUS FALLS
FERRELLGAS I GE CAPITAL GRAINGER INC
GORDON GUGEL 1 STEVE HANDEGAARD
HD ELECTRIC I HEDAHLS HEADQUARTERS KELLY SERVICES INC LAKE REGION DENTAL CENTER LAKEWAY MARKET LARRY OTT INC/TRUCK SERVICE LEWIS TRANSPORTATION SYSTEMS M-R SIGN CO ! MAIN STREET EXPRESS MARTINS PAINTING & MORE MEYER GARBAGEISERVICE MID-CENTRAL EQUIPMENT INC MIDWESTERN MAT RENTAL & SUPPLY MILLER & HOLMES INC MN LEGAL REGISTER
MN WEIGHTS AND MEASURES NASCO i NATURES GARDEN WORLD NORTH UNION. TEXACO OLSON OIL CO INC
OTTER TAIL CO•SHERIFF OTTER TAIL TELCOM PAMIDA INC
AMOUNT
136.32 135.00 4,500.82
52.93 334.38 230.40
529.07 42.00 63.00 798.75 45.36 38.90 177.84 12.52 95.00 41.03 90.98 25.22 45.00 1,033.00 81,244.16 56.71 233.65 127.68
60.93 88.05 469.94 33.71 179.93 573.00 423.01. 1,175.00 164.57 66.56 12.25 930.70 38.03 37.89 34.29
1,855.94 55.00 135.00 87.57
105 .45 62.42 99 .31 2,253.44 209.09 18.71
IFD66 COUNTY 56 PAGE 1
6/24/2003
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Otter Tail County Warrants
June 24, 2003, •
Page 2, Attachment A
OTTER TAIL COUNTY AUDITOR PANELSON RECEIPTS ·AND" DISBURSEMENTS· SYSTEM IFD66
. · .WARRANTS FOR' PUBLICATION .. .:.
COUNTY 56 PAGE • ·,.t.· L• .• ••':{ ' I ..
• WARRANTS APPROVED ON 6/24/2003 FOR PAYMENT ·, -./ ,"~~;::·•,,-·:r..;.,;\ ·.~} 1·.
6/24/2003
VENDOR NAME
PERHAM CO OP CREAMERY PETE ' S AMOCO . • .. PRODUCTIVE ALTERNATIVES INC PROTECTIVE SAFETY SYSTEMS LLC PUBLIC SAFETY CENTER INC RELIABLE . . . RINGDAHL AMBULANCE SERVICE CHERI SCHULTZ' '. · SHERWIN WILLIAMS SIGNWORKS SIGNS & BANNERS TODD SMEDSTAD .. . . .
SOUTHTOWN C-STORE
STEINS INC . . , . JAMES STEWART c .
THE SUPER SUCKER · SUPERIOR JETTING THERAPEUTIC RESEARCH . TIRES PLUS , .. ' UCOWF _ UNIVERSITY OF.' MN UNIVERSITY OF MN-EXTENSION SER VIKING OFFICE PRODUCTS WADENA CO AUDITOR-TREASURER WALLWORK TRUCK CENTER
LUCAS WESTBY · · · , · SHARON WICKLUND 1 •
FINAL TOTAL ...•••.
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AMOUNT
12. 73 , ... ·"
~512 .-14 '-' 239.77 .
l, 350 ;00. 104 .. 24 39 .92 120.00
,· 41.65· ., ·,.,
299.45 :·:,.· _ ... : 314; 18 . ,; . ;' ~, . 163. 35·• . 257.71 ... ,
':. 4;5.44.71• · •. , 23 .65· -72.19.
2,438.88 ;) ·:~ . 53.00'.. · 35.53 235.00 . 127.17, • 752.00, 174.73 427. 95· 117.B0
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60.00~:, 176.07 •l. ,v•··
. $ll.l, 953. 34 **** ,.,.
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xn: i Vehicles
Use and Coordination of Agency Vehicles
Statement Of Need I
HS Vehide Policy
June 24, 2003
Page 1, Attachment B
Otter Tail County Human Services first purchased and operated agency owned vehicles in the 1980' s. The purpose of
providing and equipping staff with county owned vehicles is to enhance the delivery of client related services in a cost.
effective manner. Documentation confums that the cost per mile of operating and maintaining agency vehicles is less
expensive than reimbursing staff for the use of their privately o\\tled vehicles. Hence, operating publicly owned
vehicles provides enhanced opportunity and choice for agency staff to deliver client related services. I .
. We also promote county owned vehicle use to facilitate asency expectations of providing client related services in
accordance with agency perfonnance standards. Within our social service programs, these standards include an
average of70% direct client services per staff per month (as defined by BRASS codes) and a 90% Targeted Case
Management (TCM) billing of eligible clients per staff per month.
Minnesota State Statutes that refer L use and/or identification of publicly owned vehicles include the following
references: Chapter 168.012, Subdivision 1; Chapter 471.346; and Chapter 471.666.
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. ' Otter Tail County Personnel Rules'also makes reference to use of county vehicles and lodging and expense
reimbursement in Sections 8.35 anli 8.40, respectively. These sections only apply to non-union agency management
personnel. This departmental policy and procedure applies to all members of our agency's two labor unions AND to
the agency management personnel:
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County Related Tnvel I
County re1ated travel includes daily job re1ated travel, travel to conferences/wmk 1Illining, and Board authoriz"'1 in
state and out-Of --state travel This does include employee C"'IJJIDJrting I .
When conducting ommty related travel, priority should be given to utilizing an agency owned .vehicle. Agency staff is
expected to use a county owned vehicle v.1Jen performing county related business unless prior IIII8Dgemmts are made with
th,,iT irnm<>liate ,.tpervisor aod/or theii-desil!lla!e-Agency-wide pool= are aveilable to be signed out on a fim.come,
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Veblde Use Priorities I ·
t Priority should be given to requests for larger vehicles when agency staff are transporting or traveling with clients,
client families and non-<:0unty peisonnel v.1Jen conducting work re1ated activities. Secondary priority is given to
vehicle use by county staff for the purpose of carpooling. . · ·
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Vehicle Identification I
I Chapter 168.012 of the State of Minnesota Statutes states that " . , . County Hnman Service agencies may have vehicles
used for child and vulnerable adu)t protective services without the required identification on the sides of the vehicle."
Since any or aD of the agency vehicles may be used in the provision of services to the above mentioned population,
agency owned vehicles will not be identified. I
Use Of Privately Owned Vehides
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Staff are encouraged to use ageruly O\\tled vehicles at all times so as to support the Statement of Need cited above. All
staff using privately owned vehicles are advised that they should consult with their automobile insurance provider to
determine adequate liability coverage for use of personal vehicles when using such vehicles for work related uaveL
Staff; and their respective automobile insurance policy, are held liable for work-related car accidents v.1Jen persooal
vehicles are used for county related travel. The Minnesota Counties fnsurance Trust Company can be consulted for
comparative insurance informati9" regarding minimum liability coverage recommendations.
I Effective 7-1-03. staff who chose to use their privately owned vehicle when an agency owned vehicle is available will
be reimbursed at a rate of $0.21 per mile. This amount is equivalent to the cmrent cost of maintaining th.e agency's
fleet of county o\\tled vehicles. Use of privately owned vehicles to conduct worl<: related activities is pem,itted, and will
be reimbursed, only if an employee has obtained written prior authorization from their immediate supervisor or
designate. Authorization will be1 granted when a county owned vehicle is not available. Written authorizations must be
attached to the monthly Expense!Voucher in order to be eligible for reimbursement at the county-wide approved
mileage reimbursement rate. I
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' HS Vehicle Policy
Vehlde Assignments June 24, 2003
Page 2, Attachment B
Otter Tail County Human Services is in support of agency owned vehicles assigned to individual staff based on work
related need. Effective 9-1-03, all incumbents in positions that are assigned agency owned vehicles will be required to
park these vehicles at the GSC parking lot at the end of_each working day. Use of agency owned vehicles for
commuting purposes will no longer be permitted unless prior authorization by a supervisor 1w 1:iee'n obtained and
documented. Otter Tail County Human Services retains sole authority to assign, reassign'and unassign county owned .
vehicles to individual staff positions based on work related need. Incumbents of positions that have been assigned
county owned vehicles must maintain and submit accurate monthly mileage _logs. . · ·
The agency's management team will review, analyze and determine the assignments of agency owned vehicles to
positions and their incumbents based on this polict's Statement ofNeed and the following criteria:
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( a) Incumbents of positions that require higher than average county related IIBvel in the performance of ·
their essential duties and responsibilites, e.g.; an average of 1,000 miles per month· of county related" .. ,·
.!Iavel; -. ,, ., . .
(b) Travel ridership ( e.g., priority given, in de=ding order, to transporting clients; client fimii!ies, 'co-·
workers, other county staff, and other providers); 1 · "1.
( c) Travel purpose ( e.g., assessing the need for vehicle use to conduct client related IIBvel, meetings, or
training/conferences), and; .. . . : · ·
,, : , (d) Travel timeframe (e.g., whether vehicle will be retumed on the same day, overnight, multiple ·· ·
days/nights, etc\ . ' . ' . · . · . ,I . · ' ..
The agency will develop and implement a vehicle replacement and maintenance schedule of County owned vehicles. It
is the expectation that all incumbents of positions assigned an agency owned vehicle will assume responsibility for the
care, service and maintenance of each vehicle in accordance with agency guidelines and at agency expense. Vehicle
assignment protocol will be reviewed as determined by service delivery needs and analysis of agency owned vehicle
use. In the event that a vehicle becomes tznassigned m-reassigned to another agency position, the agency will provide
· an adequate notice to the affected employees to accommodate changes one may need to make to ensure ongoing
delivery of services to clients. All staff.will be required IP rnainltrio • log of county related; personal and commuting
milesv.hendrivinganagency~.vehicle . .' .. _-;•,,•·,, _· :·. · . ·• _· .. ,· ·, .. , __ , :
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Procedure For Sign-In And Sign-Out Of Agency Vebldes
The agency will develop and maintain a ceotralized sign-in and sign-out location for using and reserving agency owned
vehicles. This will not eliminate •he need for work unit assigned vehicles. A centraliz.ed system will allow for
· improved tracking, reporting, maintenance and safety management of agency owned vehicle use. Agency owned
vehicles will be equipped with recommended safety and emergency equipment, e.g., winier survivalk,it,' windshield
scraper, emergency/safety resource list, snow shovel.
Monthly Mileage Log Sheets . t.
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All County owned veh(cles have been equipped.witli mileage iog sheets .. Each time a staff person drives a county · • ' -.
vehicle, they are required to complete this form. Per ~h vehicle use, staff must enter their name, !Iavel pmpose, start
and ending odometer readings, and indicate which miles were work related, personal or commuter miles. The agency.
utilizes this information to analyze the following: average miles per month per car of county related !Iavel; travel; ,
tiavel purpose; and IIBvel timefiames.
Acddent Reports ... , ,
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· In ea~h of the co~ty ~ vcliic~,' an~ id~cation Card can be found in the 'glove compartment This
card instructs what to do in case of an accident It is critical that staff follow these instructions, as follows: . c ·. Obtsin name and address of each 'driver; passenger_ and witness: . · · · . '
Cl Obtain the name of the insurance company and policy number o,\' each vehicle involved. •
Cl Do not admit fault or liability . . .. . . ' '
Repcrt the accident to youi ~pi,rvisor and/or director as soon· as posstble. .
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