HomeMy WebLinkAboutBoard of Commissioners - Minutes - 02/17/2009. MINUTES OF THE
OTTER TAIL COUNTY BOARD OF COMMISSIONERS
Government Services Center, Commissioners' Room
500 W. Fir Avenue, Fergus Falls, MN
Tuesday, February 17, 2009
9:15 a.m.
Call to Order
The Otter Tail County Board of Commissioners convened Tuesday, February 17, 2009, at 9:17 a.m.,
at the Otter Tail County Government Services Center in Fergus Falls, MN, with Commissioners
Roger Froemming, Vice-Chair; John Lindquist, Doug Huebsch and Lee Rogness present Chairman
Everett Erickson was absent
Approval of Agenda
Motion by Huebsch, second by Lindquist, and unanimously carried to approve the Board of
Commissioners agenda of February 17, 2009, as mailed.
Approval of Minutes
Motion by Lindquist, second by Huebsch, and unanimously carried to approve the Board of
Commissioners meeting minutes of February 10, 2009, with the following corrections:
In the February 10, 2009 minutes, Page 4 under the heading "Payment Approval", the amount of $7,432.52, was
designated to be payable to Julie N. Johnson. The payment is hereby corrected to be payable to Janet and
Clinton Bengston in the Land Use Claim of Johnson Etal vs. Otter Tail County.
In the February 10, 2009 minutes, Page 6 under the heading of "Adjournment", the next meeting of the Otter Tail
County Board of Commissioners should be recorded as February 17, 2009 instead of March 3, 2009.
Approval to Pay Bills
Motion by Lindquist, second by Rogness, and unanimously carried to approve payment of the County
Board bills per Attachment A of these minutes.
Committee of the Whole Discussion
Discussion took place regarding the County levy and, the fact that reserves were going to be used for
part of the CY2009 Budget so the taxpayers would not be further burdened in difficult economic times.
After that decision was determined, further State budgetary issues developed including unallotment of
State funding to the County. Commissioner Rogness reported that Department Heads have been
reviewing the budgetary numbers and developing plans within their respective Departments to
address a budget shortfall. Auditor, Wayne Stein, stated that a recommendation will be presented to
the Board of Commissioners at their next meeting on March 3, 2009. A regional concept, as
endorsed by the Governor, was encouraged by Board members.
County Ag Educator Position
University of Minnesota representatives, Nancy Frosaker-Johnson and Tim Arlt, spoke to the Board
regarding the partnership and Memorandum of Agreement between the University of Minnesota and
Otter Tail County relative to Extension services. Currently, the Otter Tail County Extension Service
annual budget is $360,000, which includes funding for two 4-H Coordinator positions and one Ag
Educator position. The current Ag Educator has announced his retirement effective the end of March,
2009 and Ms. Johnson requested authorization from the County to fill that position. Discussion
followed regarding budgetary issues and the possibility of re-designing the position. Ms. Johnson
stated that Otter Tail County has signed a Memorandum of Agreement; however, the MOA will need
to be updated based on the County's decision in the hiring of a new Ag Extension Educator.
OTC Board of Commissioners' Minutes
February 17, 2009
Page 2
Soil & Water Conservation District
SWCD Directors, Darren Newville and Brad Mergens, updated the Board regarding their conservation
programs and corresponding budgets, and provided handouts. A tour · of some of the SWCD
conservation projects is planned for early summer.
Mr. Newville reported that last September, the EOTSWCD applied for a Shoreland Initiative Grant
through the DNR and were successful. They received one of the two $75,000 state grants to
complete research on what incentives will be needed to support lake property owners in creating
shoreland buffers.
Mr. Mergens opened discussion regarding the proposed Feedlot Officer position. He stated that a
work plan has been developed between the State of Minnesota PCA and Otter Tail County in regards
to the State Feedlot Program. Mike Sharp of the PCA has inquired when the County is planning to
move forward. The program is funded by quarters of the year; therefore, April 1, 2009 would be too
soon and the next quarter would start the project on July 1, 2009. It was reported that, if the County
started the program July 1, 2009, the County would receive $14,000 from the State with a draft budget
of $104,000 for the annual cost of a Feedlot Officer including purchase of a vehicle and related costs.
The draft budget could be reduced by using a vehicle already owned by the County. Mr. Mergens and
Mr. Newville will return to the Board with a work plan, delegation agreement, and other paperwork
when the County decides to proceed with the position. Commissioner Rogness noted that
documenting the number of feedlots will equate back to the funding available, then, the education
component becomes important. Land & Resource Administrator, Bill Kalar, noted that the State has
wanted the County to take over the Feedlot Program for many years and the County has maintained
that this is a State responsibility.
Final Plat
Motion by Huebsch, second by Lindquist, and unanimously carried to approve the Final Plat of James
and Susan Stodola, entitled "Wall Lake Development No. 3", a 2-lot subdivision in Section 33 & 34 of
Aurdal Township; Wall Lake (56-658).
Final Plat Filing Extension
Motion by Rogness, second by Huebsch, and unanimously carried to authorize an extension, to
June 15, 2009, for filing the Final Plat of Thomas and Jodie Collins entitled "Collins Landing". The
extension is needed because of defective legal descriptions and access easement issues.
Resolution in Support of the
Otter Trail Riders Trail Association
Federal Recreation Trail Grant Application
Otter Tail County Resolution No. 2009 • 09
Commissioner Huebsch offered the following and moved its adoption:
WHEREAS, Otter Tail County has many multi-use trails, and
WHEREAS, Otter Tail County acts as a sponsor for Otter Trail Riders Trail Association in the State
Grant In Aid Snowmobile Trail System, and
WHEREAS, Otter Trail Riders Trail Association wishes to apply for a Federal Recreation Trail Grant to
purchase a new groomer for their many trails, and
OTC Board of Commissioners' Minutes
February 17, 2009
Page 3
WHEREAS, This Federal Grant is a 50/50 grant and Otter Trail Riders Association would pay half the
price of a new groomer, and
WHEREAS, Otter Tail County will act as sponsor for this federal grant and will have no financial
responsibility, and
NOW, THEREFORE, BE IT RESOLVED, That the Otter Tail County Board of Commissioners of Otter
Tail County hereby supports Otter Trail Riders Association's application for the Federal Recreation
Trail Grant.
Commissioner Lindquist seconded the motion, and upon being put to vote, the resolution was
unanimously carried.
Adopted at Fergus Falls, Minnesota, this 17th day of February, 2009.
Dated: _ _,Q'-"'-':l>-+l,..b ... 3~/..,2.,,oe.o,:_'t.___ I I OTTER TAIL COUNTY BOA~D 0~ COifAMISSIONERS
By ~ ~ p ~kJ1-&v\
Everett P. Erickson, Board of Commissioners Chair
Larry Kro
Motion by Rogness, second by Lindquist, and unanimously carried to authorize Board Secretary,
Kathy Domholt to sign the above resolution in the absence of Board Clerk, Larry Krohn.
Recess & Reconvene
At 10:59 a.m., Vice-Chair Froemming, declared the meeting of the Otter Tail County Board of
Commissioners recessed for a short break. The meeting was reconvened at 11 :05 a.m.
CSAH 1 Overlay Project
CSAH 1 Trail Project
Motion by Rogness, second by Lindquist, and unanimously carried to include the CSAH 1 project,
SP No. 56-601-52, and CSAH 1 Trail project. SP No. 56-601-49 in the 2007-2012 Highway
Improvement Plan. This project was originally planned for 2012; however, is being moved up due to
the Economic Stimulus Bill. Discussion took place regarding a desire to keep this work and affiliated
jobs in Otter Tail County. Highway Engineer, Rick West, stated that the formal bid process must be
followed, but generally, local contractors are very competitive in the bid process.
Motion by Rogness, second by Huebsch, and unanimously carried to authorize the appropriate
County Officials' signatures to execute an Agreement (Proposal FA 09-00520) between the County of
Otter Tail and Braun lntertec to provide geotechnical evaluation for the CSAH 1 project at a cost of
$4,575.00.
Phelps Mill Project
Mr. West reported that the Phelps Mill Project (walking bridge) will cost about $125,000 for design
work to get the project ready for construction. Mr. West suggested that the County not move forward
with this project at this time. Instead, continue to support the project with the next application for
funding slated as 2014. This timeframe will allow time to secure the local money required for the
project
OTC Board of Commissioners' Minutes
February 17, 2009
Page 4
Reduction in Retainage for CSAH 1 Project
Motion by Froemming, second by Rogness, and unanimously carried to reduce the retainage for
Central Specialties of 5% on the paving project of CSAH 1 to a retainage of 2.5%, as recommended
by the Highway Engineer.
CSAH 86 (Airport Road) Project
Motion by Huebsch, second by Lindquist, and unanimously carried to approve Final Payment to
Central Specialties of Alexandria, MN pursuant to Estimate No. 14, in the amount of $56,802.99, for
completion of the CSAH 86 project.
Application for Exempt Permit
Motion by Froemming, second by Lindquist, and unanimously carried to approve, with no waiting
period, the LG220 Application for Exempt Permit as submitted by Maidens of the Prairie to Lake,
Ducks Unlimited Chapter 164 for an event scheduled for April 28, 2009 at the Peak Supper Club
located at 43517 County Highway 38, Clitherall, MN.
Re-conveyance of Property
Motion by Huebsch, second by Lindquist, and unanimously carried to approve payment, in the amount
of $1,000.00, to the Commissioner of Transportation for the re-conveyance of the following described
property:
That part of Tract A described below:
Tract A.: That part oft the Northwest Quarter of the Northeast Quarter of Section 24, Township 133
North, Range 38 West, Otter Tail County, Minnesota, described as follows; Beginning 628 feet east
and 33 feet south of the north quarter corner of said Section 24; thence south, 150 feet; thence east;
451.2 feet; thence North 12 degrees 03 minutes West, 153 feet; thence west, 420 feet to the point of
beginning; excepting therefrom the right of way of highway existing prior to January 1, 1934; which
lies southerly of a line run parallel with and distant 100 feet southerly of Line 1 described below:
Line 1.: Beginning at a point on the east line of Section 13, Township 133 North, Range 38 West,
distant 6.0 feet north of the southeast corner thereof; thence westerly to a point on the north and
south quarter line of said Section 24, distant 5.60 feet south of the north quarter corner thereof, and
there terminating; containing 0.80 acre, more or less.
Payment Decisions
Motion by Lindquist, second by Huebsch, and unanimously carried to approve payment, in the amount
of $253,579.05, from the Construction Fund to Comstock Construction, Inc. of MN for the construction
of the Otter Tail County 60-Bed State Operated Inpatient Chemical Dependency Treatment Facility as
detailed in Payment Request No. 15.
Motion by Froemming, second by Rogness, to approve payment, in the amount of $888.22, from the
Construction Fund to Young & Associates for the 60-Bed Chemical Dependency Treatment Center.
Motion and second were withdrawn pending the Building Project Update discussion.
Building Project Update
Physical Plant Manager, Rick Sytsma, reported that two of the three wings at the new Inpatient CD
Facility are full. The project is nearing completion, which will be within budget. This building is owned
by Otter Tail County and leased back to the State of Minnesota, who is responsible for the operations
of the CD facility. The monthly lease will contain the following: 1) debt repayment, 2) an amount
dedicated toward future capital improvement projects on the building, and 3) a portion to be allocated
to management which is reimbursable and reconciled at the end of the year.
OTC Board of Commissioners' Minutes
February 17, 2009
Page 5
Motion by Rogness, second by Huebsch, and unanimously carried to delay the previous request for
payment to Architect, Young & Associates, until the next Board meeting, which will allow time for the
County's legal counsel and Plant Manager to study the issues relative to the Treatment Center
building and make a recommendation.
County Emergency Management Position
Emergency Management and Safety Director, Tiny Holm, introduced Glen Elvecrog from the MN
Department of Public Safety and Homeland Security Division representative from District IV.
Mr. Holm announced his upcoming retirement and he questioned what the Board wants to do with the
position of Emergency Management and Safety Director. A handout briefing of State requirements in
Emergency Management under M.S. 12.25 was provided. Mr. Elvecrog explained that the National
Incident Management System (NIMS) requires emergency management training in order for the
County to be eligible for emergency preparedness grants. Mr. Elvecrog talked about other grants
provided through the Emergency Management position. The value of volunteer fire departments and
emergency responders in the rural areas was discussed. Other options for the position were
discussed including splitting the two positions. Commissioners requested information on what would
happen with the Safety Director portion of the position if the half-time Emergency Management
position was moved to the Sheriff's Department.
Solid Waste Department
Solid Waste Director, Mike Hanan, proposed a tour of the Perham Resource Recovery Facility and a
tour of the Recovery Facility in Fosston, MN to be scheduled at 9:30 a.m. on Tuesday, April 7, 2009.
Commissioners agreed to take the tour as part of their regular Board meeting and at a later date, may
tour the Douglas County facility.
Public Information/Education Officer, Jess Steinbrenner, provided a handout with the dates that
CLIMB Theater will be presenting a show entitled "Trash!" to educate 3-6 graders of the importance to
reduce, reuse, and recycle. Motion by Huebsch, second by Froemming, and unanimously carried to
authorize payment, in the amount of $8,820.00 for the CLIMB Theatre productions as presented.
Recess
At 12:30 p.m., Vice-Chair Froemming declared the meeting of the Otter Tail County Board of
Commissioners recessed for lunch break.
Reconvene in Closed Session
Al 1 :01 p.m., Vice-Chair Froemming declared the meeting of the Otter Tail County Board of
Commissioners reconvened and closed to the public for the purpose of evaluating the performance of
Land & Resource Director, Bill Kalar, pursuant to M.S. Chapter 13D.05 Subd. 3. Commissioners
Froemming, Lindquist, Huebsch, and Rogness were present for the evaluation. A summary of
performance conclusions will be provided at the next regular County Board meeting.
Compliance Fund
Al 1 :45 p.m., upon completion of the closed session, Vice-Chair Froemming opened the meeting to
the public. GIS Coordinator, Brian Armstrong, submitted a synopsis of proposed spending for 2009
from the Compliance Fund. Mr. Armstrong noted that Department Heads are in agreement with the
proposed expenditures. Motion by Rogness, second by Huebsch, and unanimously carried to
approve expenditures from the Compliance Fund as recommended with total additional dollars
requested for 2009 reported as $28,500 and total Compliance Fund expenditures for 2009 reported as
$211,678.
OTC Board of Commissioners' Minutes
February '17, 2009
Page 6
Sheriff's Department
Sheriff, Brian Schlueter and Chief Deputy, Stacy Paulseth, reviewed the 2008 Year End Report for the
Department Discussion took place regarding Squad Car purchases and the possibility of delaying
purchase of one of the requested vehicles. The possibility of reducing the budget in other areas was
discussed. Sheriff Schlueter requested approval to promote a Deputy into a vacant Sergeant position.
Motion by Huebsch, second by Lindquist, and unanimously carried to approve filling the vacant
Sergeant position as recommended by the Sheriff
Forfeiture Fund
Motion by Froemming, second by Huebsch, and unanimously carried to authorize the appropriate
County Officials' signatures to execute the Equitable Sharing Agreement and Certification for the
Criminal Forfeiture Fund.
Performance Evaluation Summary
Motion by Rogness, second by Lindquist, and unanimously carried to approve a commendable
performance evaluation for Human Services Director, John Dinsmore and to direct that the evaluation
summary be placed in his personnel file.
Lakeland Mental Health Center Advisory Board
Motion by Rogness, second by Huebsch, and unanimously carried to appoint Ellen Palmer or
Bob Block to serve on the LMHC Advisory Board on behalf of Otter Tail County.
Adjournment
At 3:15 p.m., Vice-Chairman Froemming declared the meeting of the Otter Tail County Board of
Commissioners adjourned until Tuesday, March 3, 2009.
Dated: _ __.Q.,.__.?'-l-/_._r,11,,;;{._,lµ2..,A:>....,.ft,____ I I
Attest: ~ ~ Larryl<rn,'erk
OTTER TAIL COUNTY BOARD OF COMMISSIONERS
By~(ft!\fil p ~ _/u~_/N]J{j\,"\
Everett P. Erickson, Board of Commissioners Chair
CB/kd
OTC Board of Commissioners' Minutes
February 17, 2009
Attachment A, Page 1
WARRANTS APPROVED ON 2/17/2009 FOR PAYMENT 2/17/2009
VENDOR NAME
A'VIANDS LLC
ABG MAINTENANCE INC
AMERICAN INSTITUTIONAL SUPPLY
AMERICINN
AMY ANDERSON
ASSOCIATED BAG COMPANY
AUTO VALUE FERGUS FALLS
BARNA GUZY & STEFFEN LTD
BATTLE LAKE AUTO PARTS
BATTLE LAKE PUBLIC SCHOOL
BEN HOLZER UNLIMITED
BOB'S STANDARD BULK SERVICE
BRAUN VENDING INC
CANADIAN PACIFIC RAILWAY COMPA
CARR'S LAKE COUNTRY SUPERMARKE
CIT TECHNOLOGY FIN SERV INC
CLEAN PLUS INC
CLERK US DISTRICT COURT
CO OP SERVICES INC
COMMISSIONER OF TRANSPORTATION
COOPERS TECHNOLOGY GROUP
CREATIVE FORMS & CONCEPTS INC
CRS INC DETENTION REPORTER
CULLIGAN
CULLIGAN WATER COND
CUSTOM BUSINESS FORMS
D & T VENTURES LLC
WAYNE ERICKSON
EVERTS LUMBER CO
FARGO GLASS AND PAINT CO
FARMERS CO OP OIL ASSN
FARNAM'S GENUINE PARTS INC
FARNAM'S GENUINE PARTS INC PR
FERGUS FALLS DAILY JOURNAL
CITY FERGUS FALLS
FERGUS POWER PUMP INC
FERGUS TIRE CENTER
FERRELLGAS
FOTH & VAN DYKE
FSH COMMUNICATIONS LLC
GALL'S INC
GE CAPITAL (CA)
GOPHER STATE ONE CALL
DENISE GUBRUD
HENNING AUTO PARTS INC
HENNING HARDWARE
HENNING LUMBER INC
HENRY'S FOODS INC
CRYSTAL HERMAN
HERNESS CONSTRUCTION COMPANY
HIGH PLAINS TECHNOLOGY
SANDY HOLO
HOUSTON ENGINEERING INC
INDEPENDENT EMERGENCY SERVICES
THE INDEPENDENT
INNOVATIVE OFFICE SOLUTIONS
AMOUNT
6,734.74
170.40
230.00
328.62
75.39
91.73
195.09
1,196.00
494.96
50.00
64.17
83.87
45.29
589.67
1,236.41
189.86
33.24
40.00
5,892.02
300.00
541.94
354.36
80.00
31.91
80.66
118.02
464.00
921.55
45.75
1,665.00
6,713.89
545.06
13.06
4,779.00
9,468.90
3,052.15
1,086 69
201.27
1,835.78
63.90
47.93
372.74
114.20
455.07
565.11
615.43
10.72
1,722.65
6.69
5,900.00
50.62
129.87
8,724.25
64.00
39.00
51.80
OTC Board of Commissioners' Minutes
February 17, 2009
Attachment A, Page 2
KELLY SERVICES INC
KOEP'S CLITHERALL CORNER
L & P FINANCIAL SERVICES
LAB SAFETY SUPPLY INC
LAKE REGION HEALTHCARE CORP
LARRY OTT INC TRUCK SERVICE
LAWSON PRODUCTS INC
LITTLE BEAR TOWING
LOCATORS & SUPPLIES INC
M V DEISZ CONSULTING
MANNY'S -ROCKY'S BAIT
MARCO
MARCO INC ST LOUIS
MARIPOSA PUBLISHING
MATTHEW BENDER & COMPANY INC
JAMES MCMAHON
THE MIDWEEK
MIDWESTERN MAT RENTAL & SUPPLY
MINNESOTA'S BOOKSTORE
MN MOTOR COMPANY
MN OFFICE OF ENTERPRISE TECHNO
MN SHERIFFS' ASSOCIATION
MN STATE BAR ASSOCIATION
MN VIEWERS ASSOCIATION
NAPA FERGUS FALLS
NAPA OF PERHAM
NAPA STANDARD PARTS OF WADENA
NELSON AUTO CENTER
NORTH AMERICAN SALT CO
NORTHERN SAFETY TECHNOLOGY INC
OFFICEMAX INCORPORATED
OLSON OIL CO INC
ONE CALL LOCATORS LTD
OTTER TAIL CO EMPLOYEES COMMIT
OTTERTAIL TRUCKING INC
OVERLAND MECHANICAL SERVICES
PAMIDA INC 008
PAMIDA PHARMACY
PARK REGION CO OP
PEBBLE LAKE TAKE 5
PELICAN RAPIDS PRESS
PEPSIAMERICAS
PERHAM ENTERPRISE BULLETIN
CITY PERHAM
PETE'S AMOCO
PETE'S BODY SHOP & TOWING
PRAIRIE IMPLEMENT INC
PREMIUM WATERS INC
PRO AG FARMERS CO OP
PUBLIC SAFETY CENTER INC
QUARTERMASTER
QUICK'S NAPA AUTO PARTS
QUILL CORPORATION
REVIEW ENTERPRISES INC
ROYAL TIRE INC
SBLC-FF
CHERI SCHULTZ
SCOTT HOFLAND CONSTRUCTION INC
SERVICE FOOD SUPERVALU
SEWER SERVICE
635.31
298.79
251.32
316.58
400.00
375.00
204.17
228.98
460.55
89.00
3,195.08
415.35
319.76
62.95
974.65
14.55
91.35
74.07
479.25
633.84
1,200.00
25.00
1,044.54
225.00
118.47
537.80
238.42
675.04
20,035.70
687.28
292.61
690.61
84.02
118.00
9,869.50
47.57
5.95
8,995.82
632.61
3,577.10
78.75
666.25
339.10
104,769.84
2,878.92
185.31
18.08
31.83
2,292.96
106.65
161.97
70.33
233.95
433.79
1,974.94
5908
43.14
3,960.00
16.80
260.00
•
SIGELMAN STEEL & RECYCLING INC
SOUTHTOWN C-STORE
STEINS INC
STEVE SCHIERER APPRAISALS
STEVE'S SANITATION INC
STRAND HARDWARE & RADIO SHACK
STREICHERS
TRI STAR RECYCLING
SUSAN ULSCHMID
UNIFORMS UNLIMITED
UNIV OF MN EXTENSION SERVICE
UNIVERSITY OF MN PRINTING SERV
VERGAS ACE HARDWARE
VERGAS 66
VICTOR LUNDEEN COMPANY
WADENA CO AUDITOR TREASURER
WADENA PIONEER JOURNAL
WALLWORK TRUCK CENTER
WASTE MANAGEMENT
WEST PAYMENT CENTER
ZIEGLER INC
•• ,. FINAL TOTAL .....
OTC Board of Commissioners' Minutes
February 17, 2009
Attachment A, Page 3
34.61
1,096.56
1,645.67
850.00
1,642.58
422.30
204.98
1,058.46
84.54
72.85
86.75
146.25
55.79
2,897 06
1,564.76
2,036.68
108.60
3,260.47
8,557.28
3,642.23
390.86
$276,036.99 ••••