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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 02/27/2007MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 500 Fir Avenue W., Fergus Falls, MN Tuesday, February 27, 2007 9:30 a.m. Call to Order The Otter Tail County Human Services Board Convened Tuesday, February 27, 2007, at 9:30 a.m. at the Otter Tail County Government Services Center with Commissioners Dennis Mosher, Chair; Syd Nelson, Vice-Chair; Bob Block, Roger Froemming, and Everett Erickson present. Approval of Agenda Motion by Block, second by Froemming, and unanimously carried to approve the Human Services Board Agenda of February 27, 2007, as mailed. Approval of Minutes Motion by Nelson, second by Erickson, and unanimously carried to approve the Human Services Board Minutes of February 13, 2007, as presented. Court Services Annual Report Court Services Director, Chuck Kitzman, presented the Otter Tail County Court Services 2006 Annual Report and the Otter Tail County Court Services 2007 Program Overview. Discussion took place regarding the top ten juvenile offenses during 2006, comparisons to 2005, and supervision fees collected. Mr. Kitzman also briefed the Board on several diversion and education programs utilized in the probation system. Nurse Family Partnership Public Health Director, Diane Thorson, introduced Erika Bantz from the National Service Office for the Nurse Family Partnership Program. Ms. Bantz represents nine states in the Midwest and has been working with Ms. Thorson to bring the Nurse Family Partnership Program to Otter Tail County. Ms. Bantz stated that the Nurse Family Partnership is a primary prevention program for first time, low resource parents and can prevent many criminal justice issues. She updated the Board regarding federal funding and proposed state funding. Evidence based data, for individuals served in the program twenty years ago, was reported as significant. The impact for those served thirty years ago is currently being studied. Contract Renewals Motion by Block, second by Erickson, and unanimously carried to authorize the Chairman's signature to execute the following contract renewals: A Place To Belong Social club activities at sites in Adult Mental Health Initiative Otter Tail, Becker, Clay and Funds -$135,041.00 Wilkin Counties The Village Family Service Children's Mental Health $17,000.00 Center Services OTC Board of Commissioners' Minutes February 27, 2007 Page 2 Human Service Contract Motion by Nelson, second by Froemming, and unanimously carried to authorize the Chairman's signature to execute a Purchase of Service Agreement between the County of Otter Tail and Sharehouse -Stepping Stones, New York Mills, to provide chemical dependency treatment services for women with children, contingent upon the approval of the County Attorney. The contract is effective from March 1, 2007 through December 31, 2007. Fraud and Collections Annual Reports Investigators, Sandy Halo and Sue Ulschmid, presented a handout entitled "FPI Statistics for 2006". Total fraud prevention savings and overpayments for 2006 were reported as $192,496.00, which compares to 2005 savings and overpayments of $131,387.00. They have advocated for change in the way some assistance programs are administered, especially Medical Assistance, with the State of Minnesota by testifying on program integrity at the State Legislature through the Fraud Investigator's Association. Collection's Officer, Crystal Fabian, presented total collections for Otter Tail County for 2006 as $637,684.95, with $196,925.45 retained by the County. Income Maintenance Case Aide, LeAnn Sudbeck, presented a handout entitled "Out of Home Placement and Detoxification Fees 2006 Program Summary" and reported collections of $140,011.33. Total Otter Tail County collections from 1999 through 2006 were approximately 2.2 million with approximately 1.2 million retained by the County. Chemical Dependency Program Information Human Services Director, John Dinsmore, and Supervisor, Jodi Wentland, provided a Chemical Dependency Services handout which detailed utilization trends and rate comparisons. Discussion followed regarding trends and appropriate treatment modalities for low resource clients. Bills & Claims Motion by Nelson, second by Block, and unanimously carried to approve the Human Services bills and claims as presented. Adjournment At 11 :01 a.m., Chairman Mosher declared the meeting of the Otter Tail County Human Services Board adjourned until 9:30 a.m. on Tuesday, March 13, 2007. Dated: _.....,6""'3,/~tJ=.c..c/o~] ___ _ N SERVICES BOARD Call to Order The Otter Tail County Board of Commissioners convened Tuesday, February 27, 2007, at 11 :05 a.m. at the Otter Tail County Government Services Center with Commissioners Dennis Mosher, Chair; Syd Nelson, Vice-Chair; Bob Block, Roger Froemming, and Everett Erickson present. .. Approval of Agenda OTC Board of Commissioners' Minutes February 27, 2007 Page 3 Motion by Froemming, second by Erickson, and unanimously carried to approve the County Board agenda of February 27, 2007, as mailed. Approval of Minutes Motion by Froemming, second by Nelson, and unanimously carried to approve the County Board minutes of February 20, 2007, as mailed. Approval to Pay Bills Motion by Erickson, second by Nelson, and unanimously carried to approve payment of the County Board bills per Attachment A of these minutes. Approval of Application for Exempt Permit Motion by Erickson, second by Froemming, and unanimously carried to approve, with no waiting period, the LG220 Application for Exempt Permit as submitted by the Pelican Rapids Ducks Unlimited for an event scheduled for Friday, March 30, 2007, at The Club located at 44086 US Highway 59 in Pelican Township. Approval of License Applications Motion by Erickson, second by Block, and unanimously carried to approve the following applications for license: Detroit Lakes Regional Chamber of Commerce Detroit Lakes, MN Battle Lake Express Battle Lake, MN Temporary On-Sale Liquor License Fair Hills Resort-Pelican Lake on 05/10/07 Tobacco Premise Permit Otter Tail County Resolution No, 2007 -12 Commissioner Froemming offered the following and moved its adoption: WHEREAS, the responsibility for the regulation of lawful gambling and the issuance of licenses and permits for the conduct of lawful gambling lies with the Minnesota Gambling Control Board; and WHEREAS, the Henning Lions Club, Henning, MN, has made an application to the Gambling Control Board for the purpose of conducting lawful gambling at the Oakwood Supper Club, located at 47420 County Highway 16 in Henning Township of Otter Tail County; and WHEREAS, Minnesota Statute 349.213 provides that the Gambling Control Board may not issue a premise permit unless they receive a resolution from the Otter Tail County Board of Commissioners approving the application for a permit; and WHEREAS, the Otter Tail County Board of Commissioners is aware of no reason to oppose the conduct of lawful gambling by the Henning Lions Club, Henning, MN, at the Oakwood Supper Club, located at 47420 County Highway 16 in Henning Township of Otter Tail County. OTC Board of Commissioners' Minutes February 27, 2007 Page 4 NOW, THEREFORE, BE IT RESOLVED, that the Otter Tail County Board of Commissioners hereby approves the conduct of lawful gambling by the Henning Lions Club, Henning, MN, at the Oakwood Supper Club, located at 47420 County Highway 16 in Henning Township of Otter Tail County, provided the applicant meets all the necessary criteria for the licenses and permits as required by the Gambling Control Board. IT IS FURTHER RESOLVED, that notice of this application and approval shall be provided to the Township of Henning by sending them a copy of this resolution. Commissioner Erickson seconded the motion, and upon being put to a vote, was unanimously carried. Adopted and signed this 27th day of February, 2007. Dated: o3-oi;;,-07 F COMMISSIONERS Attest: Lt~ ~ Larry Kro, Clk OTTER TAIL COUNTY RESOLUTION NO. 2007 -13 RESOLUTION ESTABLISHING PROCEDURES RELATING TO COMPLIANCE WITH REIMBURSEMENT BOND REGULATIONS UNDER THE INTERNAL REVENUE CODE Commissioner Nelson offered the following and moved its adoption: BE IT RESOLVED by the County Board of Commissioners (the "County Board") of the County of Otter Tail, Minnesota (the "County"), as follows: 1. Recitals. (a) The Internal Revenue Service has issued Treasury Regulations, Section 1.150- 2 (as the same may be amended or supplemented, the "Regulations"), dealing with "reimbursement bond" proceeds, being proceeds of the County's bonds used to reimburse the County for any project expenditure paid by the County prior to the time of the issuance of those bonds. (a) The Regulations generally require that the County make a declaration of intent to reimburse itself for such prior expenditures out of the proceeds of subsequently issued bonds, that such declaration be made not later than 60 days after the expenditure is actually paid, and that the bonding occur and the written reimbursement allocation be made from the proceeds of such bonds within 18 months after the later of (1) the date of payment of the expenditure or (2) the date the project is placed in service (but in no event more than 3 years after actual payment). • OTC Board of Commissioners' Minutes February 27, 2007 Page 5 (a) The County heretofore implemented procedures for compliance with the predecessor versions of the Regulations and desires to amend and supplement those procedures to ensure compliance with the Regulations. (a) The County's bond counsel has advised the County that the Regulations do not apply, and hence the provisions of this Resolution are intended to have no application to payments of County project costs first made by the County out of the proceeds of bonds issued prior to the date of such payments. 2. Official Intent Declaration. The Regulations, in the situations in which they apply, require the County to have declared an official intent (the "Declaration") to reimburse itself for previously paid project expenditures out of the proceeds of subsequently issued bonds. The County Board hereby authorizes the County Auditor to make the County's Declarations or to delegate from time to time that responsibility to other appropriate County employees. Each Declaration shall comply with the requirements of the Regulations, including without limitation the following: (a) Each Declaration shall be made not later than 60 days after payment of the applicable project cost and shall state that the County reasonably expects to reimburse itself for the expenditure out of the proceeds of a bond issue or similar borrowing. Each Declaration may be made substantially in the form of the Exhibit A which is attached to and made a part of this Resolution, or in any other format which may at the time comply with the Regulations. (b) Each Declaration shall (1) contain a reasonably accurate description of the "project," as defined in the Regulations (which may include the property or program to be financed, as applicable), to which the expenditure relates and (2) state the maximum principal amount of bonding expected to be issued for that project. (c) Care shall be taken so that the County, or its authorized representatives under this Resolution, not make Declarations in cases where the County does not reasonably expect to issue reimbursement bonds to finance the subject project costs, and the County officials are hereby authorized to consult with bond counsel to the County concerning the requirements of the Regulations and their application in particular circumstances. (d) The County Board shall be advised from time to time on the desirability and timing of the issuance of reimbursement bonds relating to project expenditures for which the County has made Declarations. Reimbursement Allocations. The designated County officials shall also be responsible for making the "reimbursement allocations" described in the Regulations, being generally written allocations that evidence the County's use of the applicable bond proceeds to reimburse the original expenditures. Effect. This Resolution shall amend and supplement all prior resolutions and/or procedures adopted by the County for compliance with the Regulations (or their predecessor versions), and, henceforth, in the event of any inconsistency, the provisions of this Resolution shall apply and govern. OTC Board of Commissioners' Minutes February 27, 2007 Page 6 Commissioner Froemming seconded the motion, and upon being put to a vote, was adopted as follows: _Q__ Yeas Q_ Nays Q_ Absent Adopted this 2?1h day of February, 2007, by the County Board of Commissioners. Dated: ---'o=<>-,3::'--'-'o,.bc..-O,c_l_,_ __ _ OUNTY A OF COMMISSIONERS / EXHIBIT A For Resolution No. 2007 -13 Declaration of Official Intent The undersigned, being the duly appointed and acting County Auditor of the County of Otter Tail, Minnesota (the "County"), pursuant to and for purposes of compliance with Treasury Regulations, Section 1.150-2 (the "Regulations"), under the Internal Revenue Code of 1986, as amended, hereby states and certifies on behalf of the County as follows: The undersigned has been and is on the date hereof duly authorized by the County Board of Commissioners to make and execute this Declaration of Official Intent (the "Declaration") for and on behalf of the County. This Declaration relates to the following project, property or program (the "Project") and the costs thereof to be financed: Construction of the Otter Tail Operations Center to be located on a 9.72 acre parcel in Ottertail City. The County reasonably expects to reimburse itself for the payment of certain costs of the Project out of the proceeds of a bond issue or similar borrowing (the "Bonds") to be issued by the County after the date of payment of such costs. As of the date hereof, the County reasonably expects that $5,500,000 to $6,500,000 is the maximum principal amount of the Bonds which will be issued to finance the Project. Each expenditure to be reimbursed from the Bonds is or will be a capital expenditure or a cost of issuance, or any of the other types of expenditures described in Section 1.150-2(d)(3) of the Regulations. As of the date hereof, the statements and expectations contained in this Declaration are believed to be reasonable and accurate. Date: ()2,-0l,.-07 co:ntuditor County of Otter Tail, Minnesota Q OTC Board of Commissioners' Minutes February 27, 2007 Page 7 OTTER TAIL COUNTY RESOLUTION NO. 2007 -14 RESOLUTION ESTABLISHING PROCEDURES RELATING TO COMPLIANCE WITH REIMBURSEMENT BOND REGULATIONS UNDER THE INTERNAL REVENUE CODE Commissioner Nelson offered the following and moved its adoption: BE IT RESOLVED by the County Board of Commissioners (the "County Board") of the County of Otter Tail, Minnesota (the "County"), as follows: 1. Recitals. (a) The Internal Revenue Service has issued Treasury Regulations, Section 1.150- 2 (as the same may be amended or supplemented, the "Regulations"), dealing with "reimbursement bond" proceeds, being proceeds of the County's bonds used to reimburse the County for any project expenditure paid by the County prior to the time of the issuance of those bonds. (a) The Regulations generally require that the County make a declaration of intent to reimburse itself for such prior expenditures out of the proceeds of subsequently issued bonds, that such declaration be made not later than 60 days after the expenditure is actually paid, and that the bonding occur and the written reimbursement allocation be made from the proceeds of such bonds within 18 months after the later of (1) the date of payment of the expenditure or (2) the date the project is placed 1n service (but in no event more than 3 years after actual payment). (a) The County heretofore implemented procedures for compliance with the predecessor versions of the Regulations and desires to amend and supplement those procedures to ensure compliance with the Regulations. (a) The County's bond counsel has advised the County that the Regulations do not apply, and hence the provisions of this Resolution are intended to have no application to payments of County project costs first made by the County out of the proceeds of bonds issued prior to the date of such payments. 2 Official Intent Declaration. The Regulations, in the situations in which they apply, require the County to have declared an official intent (the "Declaration") to reimburse itself for previously paid project expenditures out of the proceeds of subsequently issued bonds. The County Board hereby authorizes the County Auditor to make the County's Declarations or to delegate from time to time that responsibility to other appropriate County employees. Each Declaration shall comply with the requirements of the Regulations, including without limitation the following: (a) Each Declaration shall be made not later than 60 days after payment of the applicable project cost and shall state that the County reasonably expects to reimburse itself for the expenditure out of the proceeds of a bond issue or similar borrowing. Each Declaration may be made substantially in the form of the Exhibit A which is attached to and made a part of this Resolution, or in any other format which may at the time comply with the Regulations. OTC Board of Commissioners' Minutes February 27, 2007 Page 8 (b) Each Declaration shall (1) contain a reasonably accurate description of the "project," as defined in the Regulations (which may include the property or program to be financed, as applicable), to which the expenditure relates and (2) state the maximum principal amount of bonding expected to be issued for that project. (c) Care shall be taken so that the County, or its authorized representatives under this Resolution, not make Declarations in cases where the County does not reasonably expect to issue reimbursement bonds to finance the subject project costs, and the County officials are hereby authorized to consult with bond counsel to the County concerning the requirements of the Regulations and their application in particular circumstances. (d) The County Board shall be advised from time to time on the desirability and timing of the issuance of reimbursement bonds relating to project expenditures for which the County has made Declarations. Reimbursement Allocations. The designated County officials shall also be responsible for making the "reimbursement allocations" described in the Regulations, being generally written allocations that evidence the County's use of the applicable bond proceeds to reimburse the original expenditures. Effect. This Resolution shall amend and supplement all prior resolutions and/or procedures adopted by the County for compliance with the Regulations (or their predecessor versions), and, henceforth, in the event of any inconsistency, the provisions of this Resolution shall apply and govern. Commissioner Froemming seconded the motion, and upon being put to a vote, was adopted as follows: §_ Yeas Q_ Nays Q_ Absent Adopted this 2ih day of February, 2007, by the County Board of Commissioners. Dated: _.o:0:...3,_-..,o'-'loS<....>-o,_1,__ __ _ OTTERT EXHIBIT A For Resolution No. 2007 -14 Declaration of Official Intent The undersigned, being the duly appointed and acting County Auditor of the County of Otter Tail, Minnesota (the "County"), pursuant to and for purposes of compliance with Treasury Regulations, Section 1.150-2 (the "Regulations"), under the Internal Revenue Code of 1986, as amended, hereby states and certifies on behalf of the County as follows: The undersigned has been and is on the date hereof duly authorized by the County Board of Commissioners to make and execute this Declaration of Official Intent (the "Declaration") for and on behalf of the County. OTC Board of Commissioners' Minutes February 27, 2007 Page 9 This Declaration relates to the following project, property or program (the "Project") and the costs thereof to be financed: Construction of Chemical Dependency Treatment building located in or near the City of Fergus Falls. The County reasonably expects to reimburse itself for the payment of certain costs of the Project out of the proceeds of a bond issue or similar borrowing (the "Bonds") to be issued by the County after the date of payment of such costs. As of the date hereof, the County reasonably expects that $5,500,000 to $6,500,000 is the maximum principal amount of the Bonds which will be issued to finance the Project. Each expenditure to be reimbursed from the Bonds is or will be a capital expenditure or a cost of issuance. or any of the other ty~s ,gt expendili:ires described in Section 1.150-2(d)(3) of the Regulations. ,,__,_..,_.:,,.~ "~\. As of the date hereof, the statements and expectations contained in this Declaration are believed to be reasonable and accurate. Date: 03 -(>ft,-00 Coun~~ County of Otter Tail, Minnesota Highway Department Agreements Motion by Mosher. second by Erickson, and unanimously carried to authorize the Highway Engineer's signature to execute an agreement between Otter Tail County and Braun lntertec for soil borings and geotechnical evaluation for County Project (GP) 07:SAL T, Battle Lake Salt/Sand Storage Facility. Estimated cost for the scope of services is $2.320.00. Motion by Mosher, second by Froemming, and unanimously carried to authorize the Chairman's signature to execute an agreement between the County of Otter Tail and the Otter Tail Valley Railroad Company for installation of asphalt crossing surface material on County Road 21 near Carlisle. The County Engineer estimated Otter Tail County's cost as $29,578.00. Weight Restrictions Motion by Froemming, second by Erickson, and unanimously carried to authorize the Highway Engineer to establish the beginning and end dates for spring road weight restrictions for Otter Tail County. Recess & Reconvene At 11 :40 a.m., Chairman Mosher declared the meeting of the Otter Tail County Board of Commissioners recessed for a Personnel Committee meeting. The meeting was reconvened at 11 :47 a.m. Sheriff Department Staffing Request Motion by Nelson, second by Erickson, and unanimously carried to authorize the Sheriff to advertise and establish a new Deputy/Patrol position eligibility list. OTC Board of Commissioners' Minutes February 27, 2007 Page 10 Joint City/County Meeting At 12:05 p.m., the Otter Tail County Board of Commissioners participated in a Joint City/County meeting with City of Fergus Falls officials in the Otter Tail Lake room at the County Government Services Center. Lengthy discussion took placing regarding future facility planning. Adjournment At 1 :30 p.m., Chairman Mosher declared the meeting of the Otter Tail County Board of Commissioners adjourned until Tuesday, March 6, 2007. Dated: 03-ot,-cJ7 Attest: ~ ~ Larry Krohn, Clerk CB/kd OTTER TAIL COUNTY BOARD OF COMMISSIONERS By:---"-~-"'---------- Dennis R. Mosher, Board of Commissioners Chair • j •• OTC Board of Commissioners' Minutes February 27, 2007 Attachment A, Page I WARRANTS APPROVED ON 2/27/2007 FOR PAYMENT 2/27/2007 VENDOR NAME A-1 LOCK & KEY LLC A-1 TROPHY A'VIANDS LLC AMC AMERIGAS ANDERSON LAND SURVEYING INC ARVIG COMMUNICATION SYSTEMS BCA BTS WENDY BEVERS HEATHER BRANDBORG BRANDT & MAGNUS P.A. SANDRA BROWN RYAN CHESHIRE CITICORP VENDOR FINANCE INC CONVERGENT STORAGE SOLUTIONS COOPERS TECHNOLOGY GROUP DACOTAH PAPER COMPANY DEX MEDIA EAST BRYAN EMMEL FARMERS & MERCHANTS STATE BAN, FASTENAL INDUSTRIAL & CONSTRUC FERGUS FALLS MEDICAL GROUP CITY FERGUS FALLS G & K SERVICES GENE PAYNE CONSTRUCTION GENERAL PARTS LLC GOODIN COMPANY GRAINGER INC GORDON GUGEL HEDAHLS HEADQUARTERS HENRY'S FOODS INC SHELDON HOLM DAVID HOLMGREN HSBC BUSINESS SOLUTIONS INNOVATIVE OFFICE SOLUTIONS INSIGHT PUBLIC SECTOR KEEPRS INC CY'S UNIFORMS KELLY SERVICES INC ANDREW KLINNERT KOEP'S SEPTIC L & L SERVICE LAKE REGION DENTAL CENTER LAKE REGION HEALTHCARE CORP LAKELAND MENTAL HEALTH CENTER LEWIS WELDING & EQUIPMENT MANNY'S -ROCKY'S BAIT MIDWESTERN MAT RENTAL & SUPPLY MILLER'S PRECISION ENTERPRISES MINNESOTA'S BOOKSTORE MINNKOTA MN MOTOR COMPANY MN OFFICE OF ENTERPRISE TECHNO MN STATE ATTORNEY GENERAL OFFICEMAX CONTRACT INC OLYMPIC SALES INC OTTER TAIL CO EMPLOYEES COMMIT OTTER TAIL CO TREASURER OTTER TAIL TELCOM OTTERTAIL TRUCKING INC PAMIDA PHARMACY PENROSE OIL COMPANY PITNEY BOWES PRODUCTIVE ALTERNATIVES INC AMOUNT 127.80 148.47 3,074.36 45.00 745.65 19,624.00 97.50 150.00 16.36 16.49 6,596.48 110.00 190.22 189.86 15,658.18 243.65 108.50 19.95 202.70 15.00 15.61 11,021.80 662.40 1,892.60 125.00 192.64 57.88 100.75 15.00 21.79 1,066.22 133.40 86.45 171.68 762.64 127.60 62.01 1,571.48 86.45 50.00 41.21 582.00 750.00 782.00 349.85 584.09 74.07 320.71 426.00 54.00 50.00 1,200.00 25.52 518.01 71.72 20.00 300.00 944.01 5,202.00 5,177.26 67.16 1,462.25 120.68 OTC Board of Commissioners' Minutes February 27, 2007 Attachment A, Page 2 QUARTERMASTER QUICK'S NAPA AUTO PARTS RECYCLING ASSOCIATION OF MINNE RELIABLE OFFICE SUPPLIES ROTHSAY FARMERS CO OP CHERI SCHULTZ SERVICE FOOD SUPERVALU SHESHUNOFF INFORMATION SERVICE STEINS INC STEVE SCHIERER APPRAISALS STRAND ACE HARDWARE SWANSTON EQUIPMENT CORP TODD CO SHERIFF TOUTGES SANITATION TRANQUILITY BUILDING SERVICES TRUCK UTILITIES INC UNIFORMS UNLIMITED UNITED PARCEL SERVICE UNITED RENTALS HIGHWAY TECHNOL UPPER MISSISSIPPI MENTAL HEALT US POLICE CANINE ASSOCIATION R VIKING COCA-COLA VOSS LIGHTING WADENA HIDE & FUR COMPANY WALLWORK TRUCK CENTER GARY WASKOSKY WEST PAYMENT CENTER WHITE BANNER UNIFORM SHOP WILKIN CO SHERIFF 4-H PLAT BOOK PROJECT •••• FINAL TOTAL ... 100.98 95.52 225.00 110.37 34.67 42.56 13.78 479.95 78.63 600.00 28.74 152.00 55.50 49.14 452.63 2,672.94 299.12 30.00 69.90 39.00 60.00 271.15 302.67 207.42 136.23 52.50 1,337.92 415.50 110.00 1,675.00 $94,924.93 •••• ' . •