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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 03/17/2009.. MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 500 W. Fir Avenue, Fergus Falls, MN Tuesday, March 17, 2009 9:15 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, March 17, 2009, at 9:15 a.m., at the Otter Tail County Government Services Center in Fergus Falls, MN, with Commissioners Everett Erickson, Chair; Roger Froemming, Vice-Chair; John Lindquist, Doug Huebsch and Lee Rogness present. Approval of Agenda Motion by Rogness, second by Froemming, and unanimously carried to approve the Board of Commissioners agenda of March 17, 2009, with the following additions: 11 :30 a.m. -Recorder Fee Request 2:00 p.m. -Land & Resource WCA Discussion Approval of Minutes Motion by Froemming, second by Lindquist, and unanimously carried to approve the Board of Commissioners meeting minutes of March 10, 2009, as mailed. Approval to Pay Bills Motion by Huebsch, 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 The County's Weather Policy was discussed. County Attorney, David Hauser, explained that the policy allows all employees to make their own weather-related decisions in deciding to go home early or not come to work. The employees take a corresponding number of hours from their paid leave time or make up the hours during the payroll period. Individual offices can be closed without the building being closed. Generally, buildings are not closed. This policy allows individuals to make decisions based on where they work and where they live. Commissioner Lindquist noted that a Green Acres Bill is being introduced in the legislature which would remove the seven year payback provision. Commissioners requested that the Ditch Inspector brief the Board on Ditch No. 16. 800 Megahertz Communication Project Lieutenant, Mark Englund, discussed the current situation related to tower locations for the ARMER system. Locations for towers are in the New York Mills, Parkers Prairie, and Amor areas with a potential need for a tower near Deer Creek. Mr. Englund presented a memorandum from the Central Minnesota Regional Board regarding Public Safety Interoperable Communications (PSIC) grant money. He reported regional grant dollars available as $1,053,528 for the region with a 20% match requirement. Total grant dollars available for each entity is $52,676 with a match requirement of $10,535. A letter stating that Otter Tail County will participate is required in order to access grant dollars. Fire Chief, Mark Hovland, reported on a grant available for the Fire Departments totaling 1 million dollars also requiring a 20% match. Mr. Hovland is waiting for new program guidance to complete the grant request. He discussed the challenges small fire departments will have raising the dpllars for the 20% match. A Participation Plan needs to be completed and a Local Radio Group is being developed to discuss some of the issues. The Central Minnesota Regional Radio Board is developing an Owners and Operators Committee. Motion by Rogness, second by Froemming, and unanimously carried to appoint 911 Dispatch Supervisor, Judy Siggerud as Otter Tail County's delegate and Lieutenant Englund as the alternate on the Owners and Operators Committee. OTC Board of Commissioners' Minutes March 17, 2009 Page 2 Highway Department Seasonal Emplovees: Motion by Rogness, second by Huebsch, and unanimously carried to proceed with hiring 3 seasonal employees in the Highway Department as recommended by the Highway Engineer. The Highway Department had budgeted for 6 seasonal positions for 2009 which is being reduced to 3 positions due to necessary budget reductions. Weight Restrictions: Highway Engineer, Rick West stated that Spring Weight Restrictions will be effective for Otter Tail County at 12:01 a.m. on March 18, 2009. Sheriffs Department Boat & Water Grant: Motion by Froemming, second by Lindquist, and unanimously carried to authorize the Chairman's signature to execute the "State of Minnesota Federal Boating Safety Supplement Grant Agreement" which provides $8,000 to Otter Tail County for the Boat and Water Safety Program for the period of May 9, 2009 through September 7, 2009. Vehicle Purchase: Sheriff, Brian Schlueter, identified approximately $190,000 of Sheriff Department budget cuts for 2009. He requested purchase of seven squad cars instead of eight that were in the budget. Motion by Rogness, second by Huebsch, and unanimously carried to authorize purchase of seven squad cars in 2009 with the necessary equipment. Gun Range: Sheriff Schlueter reported that fencing and concrete work needs to be completed at the Gun Range that is used in conjunction with the City of Fergus Falls Police Department. The project was scheduled to be completed in 2008 with Capital Improvement Funds budgeted in the amount of $37,000. By consensus, the County Board agreed that the project should be completed based on the previous agreement between the two entities. Courl Securitv Positions: Sheriff Schlueter requested approval to fill a Court Security Officer position at 75% full time equivalent and to upgrade the court system to include individuals trained as Detention Officers who would serve in a dual capacity as Officer and Bailiff in the courtroom. The increased cost to hire four part time employees trained at a Detention Officer level was estimated at $50,000 per year. Discussion followed. A motion was offered by Commissioner Rogness, for public safety purposes, to approve part time Court Security Officer position(s) not to exceed 75% FTE hours. The motion was seconded by Froemming and carried unanimously. No action was taken regarding changes to the current Bailiff system. COPS Grant: Sheriff Schlueter requested authority to apply for a federal COPS grant because he will have a vacant Deputy position. Motion by Huebsch, second by Rogness, and unanimously carried to authorize the Sheriff to submit an application for two Deputy positions through a federal grant program as recommended by the Sheriff. If accepted, the grant will fund the salaries for the positions for three years and the County is committed to keeping the position for one additional year. OTC Board of Commissioners' Minutes March 17, 2009 Page 3 Sentence to Service Program Agreement: Motion by Froemming, second by Rogness, and unanimously carried to authorize the Chairman's signature to execute a Joint Powers Agreement between Otter Tail County and the State of Minnesota Department of Corrections which provides $113,882 from the State for the Sentence to Service Program for the period of July 1, 2009 through June 30, 2011. Recess & Reconvene < • At 10:34 a.m., Chair Erickson declared the meeting of the Otter Tail County Board of Commissioners recessed for a short break. The meeting was reconvened at 10:37 a.m. Long Range Facility Plan Discussion Physical Plant Manager, Rick Sytsma, submitted an overview of the square footages at each County building/complexes and the corresponding energy costs at the various sites. Mr. Sytsma reported that a more efficient cooling system at the Government Services Center and upgraded high efficiency boilers at the Courthouse would pay back in four to five years by way of reduced monthly utility bills. He recommended completion of a Commissioning process to evaluate the buildings. Mr. Sytsma will return to the Board with estimates of cost for Commissioning and other facility upgrade recommendations at an upcoming meeting. SUPPORTING THE FAMILY HOMELESS ASSISTANCE AND PREVENTION PROGRAM GRANT APPLICATION SUBMITTED BY OTTER TAIL-WADENA COMMUNITY ACTION COUNCIL, INC. Otter Tail County Resolution No. 2009 -13 Commissioner Froemming offered the following resolution: WHEREAS, Otter Tail County has a commitment to establish a collaborative and comprehensive system for addressing the housing needs of families, youth and single adults who are homeless, or imminently at risk of becoming homeless, and WHEREAS, Otter Tail County recognizes that there is a need to continually improve the coordination of existing services currently made available by homeless service providers in Otter Tail County to assure a "continuum of care"; and WHEREAS, Otter Tail County recognizes the need to stabilize and maintain in their homes, families, youth and single adults at risk of becoming homeless; and WHEREAS, Otter Tail County recognizes the need to shorten the amount of time that families, youth and single adults stay in emergency shelters; and WHEREAS, Otter Tail County recognizes the need to eliminate repeat use of emergency shelters by families, youth and single adults; and WHEREAS, Otter Tail County recognizes the need to provide support services to homeless and high risk population. NOW THEREFORE BE IT RESOLVED, by the Otter Tail County Board of Commissioners, that they support Otter Tail-Wadena Community Action Council, Inc. in submitting the "Family Homeless Assistance and Prevention program" Grant Application to the Minnesota Housing Finance Agency. Commissioner Rogness seconded the motion to adopt the above resolution, and upon being put to a vote, the resolution was unanimously adopted. OTC Board of Commissioners' Minutes March 17, 2009 Page4 Adopted at Fergus Falls, Minnesota, this 17th day of March, 2009. Dated OJj 8~{09 Attest ~" Lar~, Clerk OTTER. TAIL COUNTY BOARD OF_ COMMifS_IONERS Byc;;~P.0~ Everett P. Erickson, Board of Commissioners Chair Extension Ag Educator Position University of MN Extension Regional Director, Nancy Frosaker-Johnson and Ag Advisory Committee Members discussed the Ag Educator position funded by Otter Tail County. Lengthy discussion took place regarding: 1) can the new Ag position meet broader needs, 2) could this position collaborate with other agencies or other counties in a regional concept, 3) budget concerns as County Departments are being asked to cut 5% for their 2009 budgets, 4) could this position assist with a potential Feedlot program, and 5) the importance of Ag in Otter Tail County. Fee Established Recorder, Wendy Metcalf, reported that she has purchased a camera to take pictures for the passports and requested the Board to establish a fee for the pictures. Motion by Rogness, second by Lindquist, and unanimously carried to charge $15.00 for each picture taken for passports. Recess & Reconvene At 12:00 p.m., Chairman Erickson declared the meeting of the Otter Tail County Board of Commissioners recessed for lunch break. The meeting was reconvened at 1 :00 p.m. County Coroner Briefing Coroner, Dr. Greg Smith, briefed the Board regarding his duties and responsibilities and referred to Minnesota Statute 390. He provided budget documentation and noted that the Coroner position is an appointed position. The Board thanked him for his services and requested that he return to the County Board prior to June 30, 2010 (date 4-year term expires). Perham Resource Recovery Facility Solid Waste Director, Mike Hanan, submitted several documents including an outline for discussion regarding the PRRF. Mr. Hanan requested direction from the Board for an upcoming PRRF Coordinating Committee meeting on March 25, 2009. The outline identified two main topics: 1) Governance for the PRRF, and 2) Expansion. An e-mail dated March 4, 2009 identified a compromise to move forward with all entities involved with the facility and provides agreement regarding Governance of the facility. Commissioners agreed with the proposal and requested a copy of the proposed Governance Structure. Pomme de Terre River Association WOTSWCD Director, Brad Mergens and Board member, Rod Wenstrom presented several documents regarding the Pomme de Terre River Association: 1) Pomme de Terre Watershed Counties map, 2) Pomme de Terre River JBP Agreement dated August 11, 1981 and Ratification of the JPB Agreement dated March 20, 2000, 3) Updated By-laws for the Association, 4) Budget information, and 5) Pomme de Terre River Watershed Impairments map. Mr. Mergens briefed the Board regarding the impairment projects. County Attorney, David Hauser, reported that Otter Tail County's contribution for the impairment projects was approved for a three-year period (2008, 2009 & 2010). Otter Tail County's allotment to the Pomme de Terre River Association for 2009 was not included in the County's Budget. Motion by Rogness, second by Huebsch, and unanimously carried to send this issue back to the Budget Committee. Motion by Erickson, second by Froemming, and Wetland Conservation Act OTC Board of Commissioners' Minutes March 17, 2009 Page 5 Land & Resource Director, Bill Kalar, introduced discussion relating to Otter Tail County's Wetland Conservation Act procedures. The Land & Resource Office was assigned the responsibility to enforce the permanent rules of WCA; however, there is no documentation that delegates the statutory authority of the Local Government Unit to the Land & Resource Office staff. If an individual wants to appeal a WCA decision, the appeal must be heard by a local body of elected or appointed officials as delegated by the LGU. If the decision of the public body is also appealed, the appeal then goes to the State Board of Water and Soil Resources. Mr. Hauser verified that there is no formal delegation to the Land & Resource Office and the delegation that was completed by resolution did not include required appeal procedures. He stated that there is a specific appeal that needs to be heard before April 4, 2009. The David Stock WCA Appeal will be scheduled on March 31, 2009 with the Board of Commissioners. Flexible Benefits Plan Motion by Huebsch, second by Rogness, and unanimously carried to authorize the Chairman's signature to execute the "Otter Tail County Flexible Benefits Plan" effective January 1, 2009. This is the County's Plan Document that governs the benefit package. Otter Tail County Picnics Motion by Huebsch, second by Froemming, and unanimously carried to approve a one hour lunch for employees attending the Otter Tail County picnics which are held generally, in August (one in Fergus Falls and one in New York Mills). Employees attending the picnics will not be required to make up the time because this is a County sponsored activity. Adjournment At 2:56 p.m., Chairman Erickson declared the meeting of the Otter Tail County Board of Commissioners adjourned until Tuesday, March 24, 2009. Dated: _O.;:;__,'::?'-"/ 8"--l.,_,(IC...So'-q-'----- Attest Lar~I¢- CB/kd OTTER TAIL COUNTY BOARD OF COMMISSIONERS ByG~P.&.1-zu~ Everett P. Erickson, Board of Commissioners Chair OTC Board of Commissioners' Minutes March 17, 2009 Attachment A, Page 1 WARRANTS APPROVED ON 3117/2009 FOR PAYMENT 3/1712009 VENDOR NAME A-1 LOCK & KEY LLC A'VIANDS LLC AL'S REFRIGERATION AMERICAN INSTITUTIONAL SUPPLY TOM ANDERSON ARVIG COMMUNICATION SYSTEMS AT&T MOBILITY AUTO VALUE FERGUS FALLS BATTLE LAKE AUTO PARTS BATTLE LAKE HARDWARE & RENTAL BCA BTS BLUE BOOK HEATHER BRANDBORG BRANDON COMMUNICATIONS INC BRIGGS CORPORATION CARR'S LAKE COUNTRY SUPERMARKE CASS CO SHERIFF CDW GOVERNMENT INC CO OP SERVICES INC CODE 4 SERVICES LLC COOPERS TECHNOLOGY GROUP COUNTRY HEATING & AIR COND CRAGUNS LODGE AND CONFERENCE C CULLIGAN WATER COND D & T VENTURES LLC DAKOTA PRINTER REPAIR LLC DIVE RESCUE INTERNATIONAL INC KATHY DOMHOLT EGGE CONSTRUCTION INC EVERGREEN EQUIPMENT INC EVERTS LUMBER CO MAYNARD FALK FARMERS CO OP OIL ASSN FARNAM'S GENUINE PARTS INC FARNAM'S GENUINE PARTS INC PR FERGUS ELECTRIC FERGUS FALLS DAILY JOURNAL FERGUS TIRE CENTER FERRELLGAS FLEET SUPPLY FRAZEE ELECTRIC INC GOODIN COMPANY GRAINGER INC PAT GRIESER KATHRYN HANSON HEDAHLS HEADQUARTERS HENNING AUTO PARTS INC HENNING HARDWARE HERZOG ROOFING INC HIGH PLAINS TECHNOLOGY HITESMAN & ASSOCIATES PA SHELDON HOLM INDEPENDENT EMERGENCY SERVICES THE INDEPENDENT JOHN'S HEATING & AC INC KELLY SERVICES INC AMOUNT 12.78 3,131.97 194.14 91.71 954.53 200.00 853.03 5.95 7.33 6.59 100.00 30.95 15.00 4,734.84 112.81 589 07 26.00 684.21 3,282.10 431.00 454.40 192.00 126.74 227.02 464.00 116.40 1,125.00 191.49 106.25 189.25 372.75 380.00 2,286.27 968.66 4.14 162.00 3,301.48 381.91 321.44 142.67 861.60 203.72 1,090 59 133.95 21.00 287.20 1,202.32 112.62 589.35 46.48 40.00 199.10 64.00 87.75 100.00 611.99 OTC Board of Commissioners' Minutes March 17, 2009 Attachment A, Page 2 MARCIE KNUDSEN KNUTSON ELECTRIC REBUILDING LARRY KROHN LAB SAFETY SUPPLY INC LAKE REGION HEAL TH CARE CORP LAKES COUNTRY SERVICE CO OP LAKEWAY MARKET LLC ELIZABETH LAPOS LARRY OTT INC TRUCK SERVICE MANNY'S -ROCKY'S BAIT MARCO MERIGEN MEDICAL MFIA MIDWEST PRINTING CO MIDWESTERN MAT RENTAL & SUPPLY MINNKOTA MNCITLA NAPA FERGUS FALLS NAPA OF PERHAM NAPA STANDARD PARTS OF WADENA NELSON AUTO CENTER NELSON BROS PRINTING KEVIN NEWBORG NORTHERN STATES SUPPLY INC NORTHWEST DIVERS OFFICE DEPOT OFFICEMAX INCORPORATED OK TIRE STORES OLSON OIL CO INC KIRSTEN OLSON RICHARD OLSON OTTER TAIL CO PUBLIC HEALTH OUTDOOR RENOVATIONS LANDSCAPE PARK REGION CO OP PENROSE OIL COMPANY PERHAM ENTERPRISE BULLETIN PERHAM PRINTING & SUPPLY PETE'S AMOCO POSTMASTER PRAIRIE IMPLEMENT INC PREMIUM WATERS INC PRO AG FARMERS CO OP PROACTION UNIFORMS QUICK'S NAPA AUTO PARTS RDO EQUIPMENT CO FARGO RDO TRUCK CENTERS REED BUSINESS INFORMATION RELIABLE OFFICE SUPPLIES THE RENTAL STORE REVIEW ENTERPRISES INC ROTHSAY FARMERS CO OP CHERI SCHULTZ SERVICE FOOD SUPER VALLI SHOOTING STAR CASINO LODGE JERRY SHULTZ SOUTH MILL SERVICE SOUTHTOWN C-STORE STATE INDUSTRIAL PRODUCTS 104.94 555.16 404.31 36.34 960.00 71.89 3,535.22 99.99 625.00 1,792.91 63.70 660.00 150.00 228.98 74.07 29.00 250.00 6.59 551.44 392.29 2,343.35 119.78 791.30 1,252.16 100.78 278.64 2,419.14 40.00 514.92 62.52 3,998.55 396.00 7,191.25 508.96 1,394.07 193.50 7.14 1,312.17 98.00 84.83 13.08 747.47 19.99 98.44 41.35 920.67 964.32 56.23 79.98 658.45 41.43 42.48 15.50 692.25 169.99 26.10 895.51 259.23 , . JESS STEINBRENNER STEINS INC STEVE'S SANITATION INC SWANSTON EQUIPMENT CORP THYSSEN KRUPP ELEVATOR CORPORA U S POSTMASTER ULTIMATE OFFICE UNIFORMS UNLIMITED US BANK KEITH VAN DYKE VERGAS ACE HARDWARE VERGAS 66 VICTOR LUNDEEN COMPANY VIKING COCA-COLA VOSS LIGHTING WADENA PIONEER JOURNAL WALLWORK TRUCK CENTER WEST PAYMENT CENTER XEROX CORPORATION ZIEGLER INC •••• FINAL TOTAL ... OTC Board of Commissioner's Minutes March 17, 2009 Attachment A, Page 3 107.33 1,185.18 280.80 40.85 1,556.96 84.00 92.71 72.60 431.25 20.00 60.88 2,086.84 37.26 273.17 560.00 166.50 76267 618.49 168.03 462.34 $81 138.77 ••••