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Home My WebLink AboutBoard of Commissioners - Minutes - 09/28/2004• • • MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center -500 Fir Ave W . Tuesday, September 28, 2004 9:30 a.m. Call to Order The Otter Tail County Human Services Board convened Tuesday, September 28, 2004, at 9:30 a.m. at the Otter Tail County Government Services Center with Commissioners Sydney Nelson, Chair; Bob Block, Vice-Chair; Dennis Mosher, Roger Froemming, and Malcolm. Lee present. Approval of Agenda Motion by Lee, second by Block, and unanimously carried to approve the Human Services agenda bf September 28, 2004, as mailed. Approval of Minutes Motion by Mosher, second by Lee, and unanimously carried to approve the Human Services Board minutes of September 14, 2004, as mailed. Court Services Department Court Services Director, Chuck Kitzman, briefed the County Board regarding the new probation officer starting October 11, 2004, in the New York Mills offices. Mr. Kitzman reported that the Secure Detention budget for this year of $52,500 has been spent and the budget is showing a deficit of $1,352.00. He noted that there will be more secure detention expenses for the months of October and November. The County has been working on revenue recapture for these expenses. Reclassification Request Public Health Director, Diane Thorson, requested approval of a reclassification for the Public Health Financial Manager position because of additional supervisory duties. The necessary steps for reclassification were previously authorized because of transfer of duties resulting from not filling the Associate Director position. Motion by Mosher, second by Lee, and unanimously carried to authorize the recommended grade change of Archer (formerly MAXIMUS) for the Financial Manager (position #2121) from 15 to 16 as long as the Associate Director position is not filled. If the Associate Director position is filled, the Financial Manager position will revert back to its former duties and the grade would return to grade 15. This reclassification is effective July 1, 2004. Emergency Preparedness Grant Agreement , Motion by Lee, second by Block, and unanimously carried to authorize the appropriate County officials' signatures to execute the Minnesota Department of Health Grant Agreement for Emergency Preparedness, in the amount of $71,131.00 for Fiscal Year 2005. Ms. Thorson reported an 8% decrease in the grant dollars from one year ago. CHS Advisory Board Annual Meeting Ms. Thorson reported that thirty-one counties in the State of Minnesota now have Clandestine Lab Ordinances in place and she briefed the Board on the recent activities of the State Community Health Services Advisory Board annual meeting. OTCo. Board of Commissioners' Minutes September 28, 2004 Attachment A, Page 2 Human Services Contracts Q Motion by Mosher, second by Froemming, and unanimously carried to authorize the Chairman's signature to execute the following Human Services contracts: Contractor Effective Dates Service/Program Amount of Funding Source Contract Lakeland 08/01/04 -Supportive Housing $22,000.00 Pilot Project Mental Health 12/31/04 Apartments Funding through Center, Inc. Becker, Clay, Otter Tail & Wilkin Lutheran Social 09/01/04 -Senior Companion AC/EW: $3.86 per OTCo. Medical Services 12/31/05 unit (unit=30 Assistance minutes) Moorhead 07/01/04-Bridge Housing $16,560.00 Becker, Clay, Public Housing 12/31/04 Support Program -Otter Tail, Wilkin Addendum only Initiative Funds Waiver of Claim Determination Policy Human Services Director, John Dinsmore, stated that with legislative changes from last year, there is a requirement that counties formulate a policy for people to file a claim for hardship. If a relative in a Nursing Home receiving Medical Assistance can pay back the Medical Assistance dollars only by liquidation of assets upon death, there can be situations where this would be a hardship. He presented a draft policy which describes the steps to be considered to file for a waiver of hardship. The draft policy is attached to these minutes as Attachment A. Adult Rehabilitative Mental Health Services Luanne Hanson from Lakeland Mental Health Center provided an ARMHS Consumer Satisfaction Survey for 2004. The survey showed very positive responses from the clients being served. This service provides individual assistance by going into the homes and helping clients re-learn how to accomplish tasks taking into consideration their mental health condition. The program works with rebuilding skills and support systems with employment being an important goal. Ms. Hanson reported that there are currently 16 individuals being serviced through the ARMHS program with one full time employee. Mental Health Awareness Week Luanne Hanson, Adult Mental Health Local Advisory Council Co-Chair, briefed the County Board on activities being offered through the Council in conjunction with Mental Illness Awareness Week, October 3, 2004 through October 8, 2004. Motion by Lee, second by Block, and unanimously carried to appoint Beverly Prather of Fergus Falls to the Adult Mental Health Local Advisory Council. Approval of Human Services Bills & Claims Motion by Froemming, second by Mosher, and unanimously carried to approve the Human Services bills & claims as presented. 0 Performance Evaluation Summary Q Motion by Block, second by Mosher, and unanimously carried to approve the positive Performance Evaluation Summary of Public Health Director, Diane Thorson, as presented, and to direct that the summary be placed in her personnel file. • • • Adjournment OTCo. Board of Commissioners' Minutes September 28, 2004 Page 3 At 10:45 a.m., Chairman Nelson declared the meeting of the Otter Tail County Human Services Board adjourned until 9:30 a.m. on Tuesday, October 12, 2004. ' Dated:_· ___,}c...,,Dc....:-_,_1..a.l._-_O=--..L'-J __ elson, H1uman Services Board Chair Call to Order -County Board The Otter Tail County Board of Commissioners convened Tuesday, September 28, 2004, at 11 :00 a.m. at the. Otter Tail County Government Services Center with Commissioners Sydney Nelson, Chair; Bob Block, Vice-Chair; Dennis Mosher, Roger Froemming, and Malcolm Lee present. Approval of Agenda Motion by Mosher, second by Froemming, and unanimously carried to approve the County Board agenda of September 28, 2004, with the following additions: 1 :20 p.m. -Jack Sandburg, RC & D Fund Raising Committee 1 :40 p.m. -Henning Town Board Approval of Minutes Motion by Froemming, second by Block, and unanimously carried to approve the County Board minutes of September 21, 2004, as mailed. Approval to Pay Bills Motion by Lee, second by Mosher, and unanimously carried to approve payment of the County Board bills per Attachment B of the official minutes and, in addition, the following bill is approved: Patchin Messner & Dodd Valuation Consulting and $9,000.00 Appraisal Services for the Kmart Property Agricultural Concerns A group of representatives; including farmers, an ag lender, and an equipment supplier, from the Otter Tail County agricultural industry presented their concerns on the future of the ag industry in Otter Tail County. The group expressed the importance of being pro-active in looking at mechanisms that remember the value of agriculture and recognize it as an important piece of the economic stream as the County moves forward in its land planning. Commissioner Mosher acknowledged a letter received by Charles Erickson, Farm Bureau President, dated September 17, 2004, that stressed concern for the County's livestock and ag economy which affect overall county finances. Lee Rogness suggested that Otter Tail County needs a sign on every road that comes into the County that states that "Otter Tail County is Ag Friendly". Further discussion took place. Motion by Mosher, second by Block, and unanimously carried to create an Agricultural Advisory Board to be used in making future decisions, with Commissioner Roger Froemming acting as Chair and liaison to the County Board. OTCo. Board of Commissioners' Minutes September 28, 2004 Attachment A, Page 4 Emergency Services Awards Q Safety & Emergency Services Director, Tiny Holm, presented two awards he received at a recent meeting; one for Outstanding Director in the sixteen county region and the other, a Homeland Security and Emergency Management plaque, for courses Mr. Holm has attended this past year. He briefed the Board on the emergency services exercises .coming up in Pelican Rapids, Parkers Prairie, and Perham. Recess & Reconvene At 11 :38 a.m., Chairman Nelson declared the meeting of the Otter Tail County Board of Commissioners recessed for a Building Committee meeting and lunch break. The meeting · was reconvened at 1 :04 p.m. Request for Final Payments for GSC Building Motion by Lee, second by Froemming, and unanimously carried to approve the following Final Payments for Construction at the Government Services Center: Red River Glazing Inc. Project #0202 Aluminum, Glass & Glazing $1,000.00 Fargo, ND Bid "BA" Northern Turf Management, Inc. Project #0202 Landscaping & Seed $2,500.00 Fergus Falls, MN Bid "2C" & "2D" G & R Controls Project #0202 Heating/Air Conditioning $8,756.07 West Fargo, ND Phelps Mill Repair Discussion Jack Sandberg, RC & D Fund Raising Committee, presented a Phelps Mill project summary which reports $58,465 secured for the "Save Phelps Mill" Campaign toward the goal of $500,000. Assistant County Engineer, Charles Grotte, briefed the Board on the additional repairs needed for the temporary mill foundation. The additions are needed to continue with the temporary repairs; however, the installation of concrete will be built into the permanent repair in the future and could save some money when the permanent repairs are completed. Motion by Froemming, second by Mosher, and unanimously carried to approve the Change Order, as submitted, for the additional temporary foundation repairs for the mill in the amount of $27,920.00, to be paid out of the County's General Fund. The contractor on the project is All Building Corporation of Fergus Falls. Accept Farm Bureau Resolutions Motion by Lee, second by Mosher, and unanimously carried to accept the resolutions as presented by the WOTC Farm Bureau President in a letter dated September 22, 2004. Rocky Ridge Road Henning Town Board members presented a proposal for paving Rocky Ridge Road which leads to the Henning Transfer Station. Discussion took place. Motion by Froemming, second by Block, and unanimously carried to offer the Henning Town Board payment of 75% towards paving Rocky Ridge Road as stated in the County Board minutes of August 17, 2004. The Highway Engineer will require a commitment of acceptance of the County Board's offer by October 1, 2004, in order to include this with the CSAH No. 65 project. 0 0 OTCo. Board of Commissioners' Minutes September 28, 2004 Page 5 • Adjournment • • At 2:00 p.m., Chairman Nelson declared the meeting of the Otter Tail County Board of Commissioners adjourned until 9:30 a.m. on Tuesday, October 5, 2004. Dated:_-'-'/ o'-1/--=o..,,S.'+/--'o_."{ ____ _ Attest }~ ~ LarryKro~ Clek nty Board Chair CB/kd 0 ., r .. ' 0 0 • • • OTCo. Board of Commissioners' Minutes September 28, 2004 Attachment A, Page I Otter Tail County Human Services Application for a Waiver of Claim Determination Policy ProposedDraftOnli ' Preface: -This process is only used for formal probates -it does not apply to Affidavit of Collection situations. At the time Otter Tail County files an estate claim, pursuant to Minnesota Statute §256B.15, a Notice of Claim for Medical Assistance and Application for a Waiver of Claim shall be given to all heirs of the decedent whose identity can be verified with reasonable diligence. Only those applications received or postmarked within 30 days of the date of the Notice of Claim for Medical Assistance will be considered. Within 30 days after receiving a timely application, the county will send a written determination to the requesting party. If the party does not agree with the determination made by the county, an appeal may be filed with the Minnesota Department of Human Services, Appeals Office. Instructions for filing an appeal will be included in the written determination. A hardshjp waiver of part or the entire estate claim may be granted when at least one of the following circumstances is present: 1. The estate could not pay the claim except by selling assets (for this paragraph only, assets means real or personal property), subject to the probate proceedings, for which all of the following are true for a period of at least 180 days prior to the date the decedent died and from that date through the date the waiver is finally granted: a. The assets are used by the waiver applicant to produce income in his or her trade, profession, or occupation, and b. The assets are a necessary part of the waiver applicant's trade, profession, or occupation, and c. The trade, profession, or occupation in which the assets are used is the waiver applicant's sole source of income, and d. The waiver applicant has worked continuously and exclusively in the trade, profession, or occupation in which the asset are used, and e. The waiver applicant can document that he or she have invested some of their own funds in order to maintain the asset. In this exception only the phrase "trade, profession, or occupation" includes a working farm the waiver applicant actually operates. It does not include a farm he or she does not actually operate or a farm that he or she rents to others. 2. The claim could not be paid except by selling the decedent's real estate subject to the probate proceedings for which all of the following are true: a. The waiver applicant actually and continuously occupied the real estate as his or her only dwelling place for at least 180 days prior to the date the decedent died and from that date through the date the hardship waiver is finally granted, and OTCo. Board of Commissioners' Minutes September 28, 2004 Attachment A, Page 2 b. The real estate for which the hardship waiver is requested was classified as Q homesteaded property for property tax purposes under Minnesota Statutes, Section §273.124, as amended, throughout the entire period referred to in the preceding paragraph, and c. The waiver applicant can document that he or she have invested some of their own funds in order to maintain the asset. 3. Regardless of anything else to the contrary, if the circumstances are wholly or partially the result of the following actions by the decedent, they can never be an undue hardship: a. Actions which divested or diverted assets in order to avoid recovery of amounts advanced on behalf of the decedent or decedent's spouse for medical assistance from the decedent's estate, or b. Actions which divested or diverted assets with the result or effect that amounts advanced on behalf of the decedent or decedent's spouse are wholly or partially unrecoverable from the decedent's estate. These actions include, but are not limited to, estate planning, the use oftrusts, gifts, and annuities. ; This draft document was presented to the Otter Tail County Human Services Board on September 28, 2004 during the County's Human Services Board meeting. The proposed policy language will be incorporated into the Board minutes dated 9-28-04 and will also be posted on Otter Tail County Human Service Department's website Q ( http://www.co.otter-tail.mn.us/humanservices/default.asp) from Tuesday, September 28, 2004 through Tuesday, October 12, 2004. At the completion of this two-week notice and publicatio~, the Department will request Human Service's Board approval of this policy to be effective October 12, 2004. 0 • Otter Tail County Warrants · September 28, 2004 Page 1, Attachment B 9/28/2004 12:22:32 OTTER TAIL COUNTY AUDITOR PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM WARRANTS FOR PUBLICATION IFD66 COUNTY 56 PAGE 1 • • WARRANTS APPROVED ON 9/28/2004 FOR PAYMENT 9/28/2004 VENDOR NAME A-1 LOCK AND KEY AGGREGATE INDUSTRIES INC AMERICAN INSTITUTIONAL SUPPLY AMERICAN RED CROSS STEVEN ANDREWS ARAMARK SERVICES INC ARK & SPARK MAVIS AUSTIN AUTO SAFETY SERVICE BATTLE LAKE AUTO PARTS BATTLE LAKE STANDARD BCA TRAINING & DEVELOPMENT BEYER BODY SHOP INC ROBERT BLOCK-MICHAEL BOEN BRETZ HARDWARE BROGARD PLUMBING CO CADD ENGINEERING SUPPLY INC CENTRAL STATES WIRE PRODUCTS I CIRCLES FUNWEAR GORDON CLINE COOPERS TECHNOLOGY GROUP CUTLER MAGNER COMPANY DAN'S EXHAUST PROS DEED DIVERSION AUTO KATHY DOMHOLT ECONO SALES AND SERVICE ELECTION SYSTEMS & SOFTWARE IN FARNAM'S GENUINE PARTS INC FERGUS DRYWALL INC FERGUS ELECTRIC FERGUS FALLS MEDICAL GROUP FERGUS FALLS NEWSPAPERS INC CITY FERGUS FALLS FERGUS LOCKER FERRELLGAS FLEET SERVICES FLEETWOOD FINANCIAL CORP FOTH & VAN DYKE FREMONT INDUSTRIES INC ROGER FROEMMING GALL'S INC. LORAIN GEHRKE GOPHER STATE ONE CALL GRAINGER INC NICOLE HANSEN HENRY'S FOODS INC HOBART SALES & SERVICE AMOUNT 131.66 894.60 412.11 45.00 50.00 297.92 85.28 39. 99 358.30 23.85 243.94 60.00 718.68 42.00 193.71 8.08 112.40 9.77 267.27 72.00 123.69 704.70 22,398.83 19.04 80.00 63.89 67.68 193.07 51.22 16.90 580.98 2,186.53 5,430.00 3,760.54. 9,226.08' 280.73 56.71 9,038.25 8,273.03 10,160.94 711.03 142.51 89.29 100.00 18.40 455.04 45.50 530.83 213.07 I l Otter Tail County Warrants September 28, 2004 Page 2, Attachment B 9/28/2004 12:22:32 OTTER TAIL COUNTY AUDITOR PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM WARRANTS FOR PUBLICATION IFD66 COUNTY 56 PAGE 2 WARRAN'rS APPROVED ON 9/28/2004 FOR PAYMENT 9/28/2004 VENDOR NAME HOLIDAY. CREDIT OFFICE SHELDON HOLM INNOVATIVE OFFICE SOLUTIONS INSIGHT PUBLIC SECTOR KELLY SERVICES INC KIMBER KUSTOM KOCH MATERIALS COMPANY KOEP'S CLITHERALL CORNER LAKE REGION HEALTHCARE CORP LAKES COUNTRY SERVICE CO OP LARRY OTT INC TRUCK SERVICE LEGAL DIRECTORIES PUBLISHING C MAAO MACO MATTHEW BENDER & COMPANY INC WENDY METCALF MIDWESTERN MAT RENTAL & SUPPLY MILLER'S PRECISION ENTERPRISES MN DEPT OF CORRECTIONS MN STATE BAR ASSOCIATION MPH INDUSTRIES INC · MULTIBAND JIM MYHRE NATURES GARDEN WORLD NELSON DODGE GMC SYDNEY NELSON NEW YORK MILLS HERALD NORTH UNION TEXACO NORTHERN TURF MANAGEMENT INC NORTHWEST DIVERS NTOA OFFICEMAX A BOISE COMPANY OLSON OIL CO INC ONE CALL LOCATORS LTD OTTER TAIL CO TREASURER OTTER TAIL TELCOM PJI.MIDA INC 008 PERHAM ENTERPRISE BULLETIN PERHAM MEMORIAL HOSPITAL & HOM PERHAM PRINTING &.SUPPLY PETE'S BODY SHOP & TOWING PITNEY BOWES PIZZA HEAVEN PREMIUM WATERS INC PRO TECH SPORTS PRODUCTIVE ALTERNATIVES INC QUILL CORPORATION ROY.Z>.L TIRE INC MATTHEW SAURER AMOUNT 33.45 200.67 840.02 3,197.67 1,518.64 394.30 30,299.14 607.01 400.00 12.75 805.00 42.83 1,170.00 90.00 65.30 90.00 26. 73 239.88 150.00 324.50 225.23 210.69 77.91 462.55 259.04 60.00 481.56 64.96 235.43 7,334.50 ,40. 00 33.84 32.48 217.56,. 1,892.16 260.82 109.62 32.00 10.00 81.52 1,411.37 1,462.25 86.33 35.75 252.64 260.81 67.03 346.53 30.85 0 0 0 • 9/28/2004 12:22:32 • Otter Tail County Warrants September 28, 2004 Page 3, Attachment B OTTER TAIL COUNTY AUDITOR PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM WARRANTS FOR PUBLICATION IFD66 COUNTY 56 PAGE 3 WARRANTS APPROVED ON 9/28/2004 FOR PAYMENT 9/28/2004 VENDOR NAME SCHMITZ FORD CHERI SCHULTZ SERVICE FOOD SUPERVALU SHERWIN WILLIAMS SOUTHTOWN C-STORE STEINS INC STEVE'S SANITATION IN~ STOP-N-GO STORES INC STORAGE CONNECTION STREICHERS TRI STATE XEROGRAPHICS TRUCK UTILITIES INC UNITED BUILDING CENTERS UNIVERSITY OF MN UNIVERSITY OF MN-EXTENSION SER VICTOR LUNDEEN COMPANY VIKING OFFICE PRODUCTS WADENA PIONEER JOURNAL WALTERS PHOTOGRAPHY WASTE MANAGEMENT WEST GROUP PAYMENT CTR 4-H PLAT BOOK PROJECT FINAL TOTAL ...... . AMOUNT 83.15 21. 30 190.98 18.16 19.61 7,762.66 156.78 115.99 1,000.00 440.11 258.75 55.52 293.19 13,481.34 107.70 32.11 161.88 46.50 8.50 3,813.60 2,183.00 1,742.00 $167,661.19 **** ~:;,~ ., ' ,I l ' C ,,;;·. ,, ,_ ., .. , \, ,' " /_, ~ .. , ·.: ~'~ . ~.) ,. 0 0 0 -