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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 09/21/19930 Minutes of the o=ER TAIL COUNTY BOARD OF COMMISSIONERS commissioners' Room, Floor 1-B Otter Tail County Courthouse Tuesday, September 21, 1993 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, September 21, 1993, at 9:30 a.m. at the Otter Tail County Courthouse with Commissioners Malcolm Lee, Chairman; Andy Lindquist, Harley Windels, Bill Stone and Virginia Partmann present. Approval of Minutes Motion by Stone, seconded Partmann and unanimously carried to approve the minutes of September 13 and September 14, 1993 as submitted. Veterans' Home -Silver Bay Commissioner Lee reported on a recent visit to a veterans' home at Silver Bay. He discussed various aspects of the home and indicated that the home, though certified for 89 residents, had only 45. He provided photos for Board members. Forgiveness of Penalty & Interest Motion by stone, seconded Lindquist and unanimously carried to deny the request for forgiveness of penalty and interest on a late payment of mobile home taxes for Jay Steen as presented by the Treasurer. Northeast Landfill Bid Award Motion by Stone, seconded Portmann and unanimously carried to award the bid for the Northeast Landfill Project to Kern & Tabery, Inc. of Wadena, MN, in the amount of $535,850.13. The reason given for not awarding the bid to Schipper Construction, Inc., the lowest bidder ($532,649.20) was lack of experience with flexible membrane liners. This kind of technological design experience is important given the seasonal condition and time restraints. Land Surveyor's Certificate of Correction to Plat Name of Plat, Martee Beach Motion by Lindquist, seconded Windels and unanimously carried to accept the Land Surveyor's Certificate of Correction to Plat by David A. Anderson, Registered Land Surveyor, under the laws of the State of Minnesota, Registration No. 13620, that he has reviewed the legal description and the surveyor's drawing of Martee Beach and declares as follows, 1. 2. That the plat of Martee Beach, dated December 6, 1955, and filed on December 16th, 1955 in the office of the County Recorder, Otter Tail County, Minnesota, in book N of Plats, Page 85, was prepared by John Reber, Land Surveyor, Minnesota Registration No. 2650, now deceased. That said plat contains the following omissions to wit, The call along said shore line"of Lake Blanche was omitted from the legal description on said plat. • Otter Tail County Board of Commissioners Septemj:>er 21, 1993 0 0 0 Page 2 3. That the legal description on said plat is hereby corrected as follows, to wit: Beginning at iron stake at the southwest corner of said Government Lot 5; thence run West along north line of Lot l in Section 12 1285 feet, thence south 1690 feet to the shore line of Lake Blanche; thence North 20 degrees 49 minutes East along said shore line of Lake Blanche, 410 feet; thence North 35 degrees 10 minutes East along said shore line of Lake Blanche, 368 feet; thence North 44 degrees 40 minutes East along said shore line of Lake Blanche, 675 feet; thence North 50 degrees 55 minutes East along said shore line of Lake Blanche, 750 feet; thence North 41 degrees 40 minutes West 140.2 feet to a point 66 feet East of the Southwest Corner of Lot 5; thence North 1290 feet to the Center line of Trunk Highway No. 78; thence West 66 feet to Lot line; thence South along Lot line 1290 feet to point of beginning. David A. Anderson Land Surveyor Minn. Reg. No. 13620 Land Survevor's Certificate of correction to Plat Name of Plat: Linden Park Motion by Stone, seconded Lindquist and unanimously carried to accept the Land Surveyor's Certificate of Correction to Plat by David A. Anderson, Registered Land Surveyor, under the laws of the State of Minnesota, Registration No. 13620, that he has reviewed the legal description and the surveyor's drawing of Linden Park, and declares as follows: 1. That the plat of Linden Park, dated August 18, 1922 and filed on September 22, 1922 in the office of the County Recorder, Otter Tail County, Minnesota, in Book J of Plats, Page 62, was prepared by Martin Aalberg, Civil Engineer, now deceased. 2. That said plat contains the following omissions to wit: The call along said shore line of East Battle Lake was omitted from the legal description on said plat. 3. That the legal description on said plat is hereby corrected as follows, to wit: Beginning at a point where the East and West quarter line of Section 26 in Township 133 North, of Range 39 West intersects the shore of East Battle Lake; thence North 14 degrees 30 minutes East along said shore line of East Battle Lake, 133.5 feet; thence North 6 degrees 30 minutes East along said shore line of East Battle Lake, 160 feet; thence North 7 degrees West along said shore line of East Battle Lake, 390 feet; thence North 89 degrees West 180 feet; thence South 3 degrees West 648 Feet; thence West 410 feet; thence North 145 feet; thence West 33 feet; thence South 178 feet to a point on the East and West quarter line of said Section 26, said point being located 495 feet east of the center of said Section 26; thence East 615 feet to place of beginning and containing 3.05 of an acre, the same being part of Government Lot 2 of said Section 26. David A. Anderson Land Surveyor Minn. Reg. No. 13620 Premise Permit Application Motion by Windels, seconded Portmann and unanimously carried the following resolution was adopted by the otter Tail County Board of Commissioners: 0 0 otter Tail County Board of Commissioners Septem):ler 21, 1993 l?age 3 WHEREAS, the responsibility for the regulation of lawful gambling and the issuance of licenses and permits for conduct of lawful gambling lies with the Minnesota Gambling Control Board; and WHEREAS, the Dent Lions Club, Dent, MN, has made application to the Gambling control Board for a premise permit to conduct lawful gambling at the Cozy Cove Resort in Dead Lake Township of otter Tail County; and WHEREAS, Minnesota statutes 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 permit; and WHEREAS, the Otter Tail County Board of Commissioners is aware of no reason to oppose the conduct of lawful gambling by the Dent Lions Club, Dent, MN, at the Cozy Cove Resort in Dead Lake Township of Otter Tail County; and NOW, THEREFORE, BE IT FURTHER RESOLVED that the Otter Tail County Board of Commissioners hereby approves the conduct of lawful gambling by the Dent Lions Club, Dent, MN, at the Cozy Cove Resort in Dead Lake Township of Otter Tail County, provided that the applicant meets all the necessary criteria for the licenses and permits required by the Gambling Control Board. IT IS FURTHER RESOLVED, that notice of this application and approval shall be provided to the Town Board of Dead Lake Township by sending them a copy of this resolution. Dated this 21st, day of September, 1993. Dated: /2rtrc••6'il ,U', k/1,3 ' OTTER TAIL COUNTY BOARD OF COMMISSIONERS Bylr~/,:/~ Malcolm K. Lee, Chairman Attest: 6%0% Premise Permit Application Motion by Windels, seconded Fortmann and unanimously carried the following resolution was adopted by the otter Tail County Board of commissioners: WHEREAS, the responsibility for the regulation of lawful gambling and the issuance of licenses and permits for conduct of lawful gambling lies with the Minnesota Gambling control Board; and WHEREAS, the Dent Lions Club, Dent, MN, has made application to the Gambling Control Board for a premise permit to conduct lawful gambling at Collins Landing in star Lake Township of Otter Tail County; and WHEREAS, Minnesota Statutes 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 permit; and WHEREAS, the Otter Tail County Board of Commissioners is aware of no reason to oppose the conduct of lawful gambling by the Dent Lions Club, Dent, MN, at Collins Landing in Star Lake Township of Otter Tail County; and ,i Otter Tail County Board of Commissioners Septem):>er 21, 1993 Page 4 NOW, THEREFORE, BE IT FURTHER RESOLVED that the Otter Tail County Board of Commissioners hereby approves the conduct of lawful gambling by the Dent Lions Club, Dent, MN, at Collins Landing in Star Lake Township of Otter Tail County, provided that the applicant meets all the necessary criteria for the licenses and permits required by the Gambling control Board. IT IS FURTHER RESOLVED, that notice of this application and approval shall be provided to the Town Board of Star Lake Township by sending them a copy of this resolution. Dated this 21st, day of September, 1993. Dated: ~ Jl, l?9f, OTTER TAIL COUNTY BOARD OF COMMISSIONERS By n ,A/4 1r.1 /4 Malcolm K. Lee, Chairman Attest: Application for Authorization for Exemption from Lawful Gambling The Board expressed no objection to an Application for Authorization for Exemption from Lawful Gambling License from the St. Lawrence Church, Perham, MN. Insurance Deductibles Motion by Partmann, seconded Lindquist and unanimously carried, to approve a payment to the Minnesota Counties Insurance Trust, in the amount of $1,336.20, to cover the deductible on each of the following claims: Sheree Olson Wayne Gustafson Earl Herring W.A. Frederickson Cliff Stadum Total $ 899.95 244.95 75.00 21.30 95.00 $1,336.20 Permit to Move Mobile Home Motion by Partmann, seconded Windels and unanimously carried to accept from Roger Haugrud payable 1990 through 1993 taxes in the amount of $317 on a mobile home purchased after repossession. This motion is intended to release the property but does not release the judgment against the former owner, David J. Nelson, from responsibility for penalty and interest which amounts to $225.23. Motion by Partmann, seconded Stone and unanimously carried to direct the Treasurer to file future Notice of Leins on personal property mobile homes with the Recorder's Office. Tax Forfeited Property Motion by Stone, seconded Windels and unanimously carried to rent a portion of tax forfeited property located in Parkers Prairie, known as the creamery building, to Steven Hilgrin in the amount of $25/month. , Otter Tail County Board of Commissioners Septem~er 21, 1993 0 0 Page 5 Special Election: Reimbursement Rate Motion by Windels, seconded Lindquist and carried, with Lee and Partmann opposed, to set the reimbursement rate of election judges for the special election at $5.00/hour plus mileage at the current mileage rate of $.28/mile. Audit Committee The Board's concensus for Board representation on Budget Committee delegates, Lee and Lindquist. the State auditors throughout the audit process. the Audit Committee was to name the Audit Committee members will meet with Non-Intoxicating Malt Liquor License Motion by Lindquist, seconded Windels and unanimously carried, to approve• the following application: Wee Villa Lodge Patricia Ann Johnson On/Off Sale Non-Intoxicating Malt Liquor License Set-Up License License transfer from Wills Lodge. • Approval is subject also to the approval of the County Attorney's office and the submission of the required insurance papers. Purchase Order Policy Motion by Partmann, seconded Lindquist and unanimously carried to approve a revised Purchase Order Policy as presented by Mitzi Pederson, Auditor's Office. A copy of the policy will be distributed to all Otter Tail County offices as well as listed as Attachment B of the official minutes. Fixed Asset Policy Motion by Lindquist, seconded Partmann and unanimously carried to approve a revised Fixed Asset Policy as presented by Mitzi Pederson, Auditor's Office. A copy of the policy will be distributed to all Otter Tail County offices as well as listed as Attachment C of the official minutes. Bureau of Justice Grant Chief Deputy, Dick Kausler, described a Bureau of Justice Grant for the new Police Hiring Supplement Program. The program goals are to prevent crime, promote problem- solving and enhance public safety. After discussion, Kausler was directed to meet with the Budget Committee and return to the Board for their further consideration. otter Tail Lakes Area Sewer District Motion by Lindquist, seconded Windels and unanimously carried to appoint Warren Stavaas, Blanche Lake, to serve as Commissioner on the Otter Tail Lakes Area Sewer District. Mr. Stavaas will replace Warren Abbott who has moved from the area. This appointment is made following the established procedure with the District, Crushing Salvaged Bituminous Pavement Materials Motion by Windels, seconded Stone and unanimously carried to award the Crushing Salvaged Bituminous Pavement Materials to the lowest bidder as recommended by the Highway Engineer: 0 otter Tail County Board of commissioners September 21, 1993 Page 6 Kingsway Construction, Inc. $27,240.00 Little Falls, MN Phelps Mill Equipment The Highway Engineer read the following quotations for a John Deere Model 425 rear wheel steer lawn tractor complete with mower deck and snow blower: Northern Mechanical Systems ~~=,MN Interstate Inc. Fergus Falls, MN Nelson Pro Parts & Service Pelican Rapids, MN $ 6,911.85 $ 8,812.36 $10,330.50 Motion by Stone, seconded Windels and unanimously carried to accept the lowest quotation, Northern Mechanical Systems, and enter into a lease/purchase agreement to delay actual purchase until 1994 budget. Lease monies will apply directly to the purchase price without interest charges. Approval to Pay Bills Motion by Lindquist, seconded Partmann and unanimously carried to approve the payment of bills per Attachment A of these minutes. Lazy Acres Investors, Little McDonald Lake The matter of a Conditional Use Application of Lazy Acres Investors, to create a cluster development of ten condominium units on Little McDonald Lake, (replace Lazy Acres Resort) had been referred to the Planning Commission for determination of need for an Environmental Assessment Worksheet (EAW). Barb Hanson, representing the County Attorney's Office provided the Planning Commission's Findings of Fact. Motion by Stone, seconded Windels and unanimously carried to accept the Findings of Fact as presented. Chairman Lee pointed out the ordinance contains certain requirements for presentation which were not met by Lazy Acres Investors. Those requirements include proposed location of the sewage system, vehicle parking area(s), buildings, roadway (must be designed to County specifications), boat docks, swimming area, well(s) and a surface water runoff drainage plan. Motion by Partmann, seconded Lindquist and carried, with Partmann later opposed, to approve the findings of the Planning Commission that an Environmental Assessment Worksheet (EAW) is not necessary. Motion by Lindquist, seconded Portmann and unanimously carried to refer the Conditional Use Application of Lazy Acres Investors, Little McDonald Lake, back to the developers for completion of a site plan, topography map, and other requirements according to the ordinance prior to return before the Board of Commissioners. The Board directed the Land & Resource Management Director to provide notice to Bob Moe, a resident of Little McDonald Lake, when this Conditional Use Application will come before the Board. Moe agreed to contact fellow petitioners. ' 0 0 Otter Tail County Board of Commissioners September 2l, 1993 Page 7 Recess Closed to the Public At 2:25 p.m. Chairman Lee declared the meeting of the Otter Tail County Board of Commissioners recessed until 7:30 p.m. and closed to the public for the purpose of continuing discussion on the performance of individuals subject to its authority pursuant to M.S. 471.705, Subd. ld. (d). The performances evaluated are Chet Toso, Veterans Service Officer and Diane Thorson, Public Health Director. A summary report of conclusions regarding these evaluations will be provided at the next regular Board meeting. Public Hearing -Repair of County Drainage System #23 The Otter Tail County Board of Commissioners reconvened at 7:30 p.m. to consider the petition to repair Otter Tail County Drainage System #23. The following county staff were in attendance: Commissioners Windele, Lee, Lindquist, Portmann; County Attorney, Wally Senyk; Land & Resource Director, Bill Kalar1 Ditch Inspector, Roland Sauck; and County Auditor, Wayne Stein. Chairman Lee called upon the County Auditor to read the petition for the record. The petition requested the following, The petition for repair of County Drainage system #23 states the drainage system is out of repair in the following respects, namely: 1. Culvert from star Lake into Ditch #23 is obstructed, 2. Ditch #23 is obstructed by dirt and debris impeding water flow, and 3. Ditch #23 is generally not functioning because of obstructions. The petition asks for the appointment of a qualified engineer to examine County Drainage System #23 and to make a report of the necessary repairs, the estimated cost of repair and all detailed plane and specifications required to supply the necessary details to let a contract for such repair and, following the receipt of the engineers report to conduct further proceedings as provided by law. The County Auditor reported that the drainage system contains 1,565 acres and that the petitioners represent 336.87 acres or 21.53%. The County Auditor stated for ease in calculating the above acreage and percentage the total acres of a plat were included even though all property owners in the plat did not sign the petition. If the percentage of acres represented by the petitioners had been closer to 26% an analysis of each lot within the plat that was represented by the signers of the petition would have been made to determine the exact acreage. Chairman Lee called upon Roland Sauck, Ditch Inspector, to detail the location of the drainage system. Mr. Sauck explained that County Drainage System #23 runs from the southeast corner of Star Lake in Section 7 of Dead Lake Township to the northwest side of Dead Lake in section 18 of Dead Lake Township. Chairman Lee called upon the County Auditor to read for the record the written correspondence that had been received. Letters had been received from the following: Marguerite Engel Ralph H. Tully, Attorney for Dennis D. Gonyea • 0 otter Tail County Board of Commissioners September 21, 1993 Page 8 Chairman Lee called upon Wally Senyk, County Attorney, to explain the purpose of the public hearing, the significance of the amount of property owned by the signers of the petition, and how the county Board of Commissioners would proceed with the process. Wally Senyk, County Attorney, explained that the County Board of Commissioners would have to find that it was in the best public interest of the affected property owners to have the drainage system repaired. The purpose of this hearing was to determine whether or not the County Board should proceed with the appointment of an engineer to examine the drainage system. Chairman Lee then opened the meeting for public comment. The following individuals expressed their concerns as to whether or not dollars should be expended for the repair of Drainage System #23: Duane Donley; Norman Kmoch; Sterling Tomlin; George Gouette; Tom Donoho; Charles Krekelberg; Bill Cockrun; Vic Sonnenberg; Bob Williams; Byron Stanton; and Charles Anger Chairman Lee called upon Terry Lejcher, Area Hydrologist with the Department of Natural Resources, to discuss County Drainage System #23, the star creek channel and to answer questions from the audience. Mr. Terry Lejcher provided a very educational and informative presentation. Mr. Lejcher gave his opinion of the present situation, what affect the drainage system would have on Star and Dead Lake, the possibility of increasing the flow of star creek by removing aquatic vegetation and the need for additional survey information before proceeding with any repair work. Mr Lejcher also answered many questions asked by the audience. The concerns that were expressed by those in attendance are summarized as follows: 1. The need to redetermine benefits. 2. The purpose of the drainage system repair. 3. The lack of ongoing maintenance program of County Drainage System #23. 4. Size of culverts. 5. Damage that is being caused by the high water levels. 6. The need of a County Drainage system to establish long term controls. 7. Affects on both Star and Dead Lake. 8. Maintenance of star creek. 9. Concerns regarding which property owners received notice of the public hearing. With no additional comments or concerns being expressed, Chairman Lee called upon the County Board members for closing remarks. The members of the County Board expressed that the meeting was very informative and that action would be taken at the September 28th, 1993, county Board meeting. It was stated that the Town Boards of Star Lake and Dead Lake, as well as, the Lake Associations of Star Lake and Dead Lake would be notified of the action taken by the County Board of Commissioners. ' -s, Otter Tail County Board of Commissioners 0 Septell'J:,er 21, 1993 Page 9 Adjournment At 9z45 p.m., with no additional discussion, Chairman Lee declared the meeting and public hearing of the Otter Tail County Board of Commissioners adjourned. The next regular meeting of the Board of Commissioners is scheduled for 1:00 p.m. on September 28, 1993. Dated: Jepb,,W :J'i' ,1'(9,3 ~ Attest: cb:kal Attachments OTTER TAIL COUNTY BOARD OF COMMISSIONERS By11(~A!4.. Malcolm K. Lee, Chairman ~,.......:.-otter Tail County Board of Commissioners ,., Septemper 21, 1993 • Page 10, Attachment A 0 0 VENDOR NAME ••••••......••• .-....••.• A-1 LOCK AND KEY ACME ELECTRIC AKERMAN,RICHARD AL'S REFRIGERATION ALBINSON INC. AMERICAN LINEN SUPPLY AMERIDATA AMOCO OIL COMPANY ANDERSON,J. ALLAN ARCHIES ARROW EQUIPMENT CO ASSOCIATION OF MN COUNTIES AUSTIN,MAVIS AUTO SAFETY SERVICE AVERY,PEGGY BATTLE LAKE FARMERS UNION OIL BATTLE LAKE FARMERS UNION OIL BECKER,KEN BEN FRANKLIN BERVEN,DWIGHT BEST BUSINESS SYSTEMS BEST BUSINESS SYSTEMS BEST INC, BEST INC. BEST INC. BEST WESTERN GARDEN INN BILLS SERVICE BJ'S EAST BOEN,MICHAEL BRAD RAGAN INC. BRANDON COMMUNICATIONS BRANDON COMMUNICATIONS BRETZ HARDWARE BUSINESS RECORDS CORPORATION CARLSON OIL CO INC CARR ENTERPRISES INC CASH AND DASH CATCO CHAMPION AUTO STORES CHAPIN PUBL/CONSTR BULLETIN CO-OP SERVICES INC CO-OP SERVICES INC COFFEE CUP FUEL STOP COMMISSIONER OF TRANSPORTATION COMPUTERVISION CORPORATION CONOCO QUIK STOP CONTINENTAL RESEARCH CORP. COOPER'S OFFICE SUPPLY INC. COOPER'S OFFICE SUPPµY INC. COOPER,DENZIL CRANE JOHNSON LUMBER CO. CUMMINS DIESEL SALES INC. CHECK AMOUNT 218.80 43.36 5.00 45.00 102.70 20.24 1478.96 141.14 25.17 211.69 38.55 30.00 13.88 74.14 4.53 256.04 223.68 145.76 13.45 114.90 169.81 519.72 6015.17 36.00 10.50 164.10 28.70 37.35 46.26 925.97 150.30 215.37 3.81 59.73 543.54 10.34 772.46 4.99 10.64 179.82 12.80 117.00 52.57 1823,40 2451. 72 33.50 571.91 1293.40 248.17 54.93 8.42 36.58 ,_:....ot:teT Tail County Board of Commissioners • w 0 Septem~er 21, 1993 Page 11, Attachment A VENDOR NAME •••.••.••......••.•••..• D-A LUBRICANT CO. DACOTAH PAPER COMPANY DAILY JOURNAL, THE DAILY JOURNAL,THE DAKOTA ELEVATOR DALTON MOBIL & BAIT DAVE HARLES TREE SERVICE DCA INC. DEAN'S COUNTRY MARKET DENNY'S CONOCO DENT HOME CENTER DENT HOMECENTER & HARDWARE DENT OIL COMPANY DENZEL'S WELDING DON'S SERVICE DOUG'S FRONTIER EAST OTTER TAIL COUNTY ECOLAB INC ECONO SALES & SERVICE ECONO SALES AND SERVICE EGGHEAD SOFTWARE ELDERS RADIO COMM. INC. EMPIRE BUSINESS MACHINES EXHAUST PROS FARMERS UNION OIL COMPANY FARNAM TIRE CENTER FARNAM'S GENUINE PARTS INC.-FF FARNAM'S GENUINE PARTS INC.-PR FERGUS FALLS MEDICAL GROUP FERGUS FALLS POLICE DEPT FERGUS FALLS,CITY OF FERGUS INTERNATIONAL INC. FERGUS TIRE CENTER FERRELLGAS FORUM,THE GALAXY COMPUTER SERVICES GEISER,DONNA GENE'S STANDARD SERVICE GLAWE'S VERGAS OIL CO. GOLDEN RING TRUCKING INC. GOODIN COMPANY GORDY'S ELECTRIC MOTOR REPAIR GOVERNING GRAINGER INC HANAN,MIKE HANSON,BARBARA R. HEDAHLS AUTO CENTER HENDRICKX IMPLEMENT HENNING ADVOCATE HENNING AUTO PARTS INC. HENNING TRUSTWORTHY HDWE. HINTGEN-KARST & ASSOC. INC. CHECK AMOUNT 1242.45 666.16 1215.16 204.93 82.80 55.90 262.00 641.30 30.50 61.85 6.38 33.91 22.00 75.00 298.42 172.00 30.59 338.97 56.64 17.57 356.78 74.25 306.73 47.01 91. 70 58.92 264.45 134.91 24.50 1043.56 97309.07 6.94 835.34 330.70 177.51 245.00 314.50, 35.50 25.00 275.00 62.19 50.55 9.00 53.09 63.50 45.36 7.40 9.14 95.12 166.69 14.23 189.56 ,,.,-'~otte-r Tail County Board of Commissioners September 21, 1993 0 Page 12, Attachment A VENDOR NAME ....•••••...•..........• HOLIDAY HOLIDAY INN INDEPENDENT,THE INTERSTATE BEARING INTERSTATE ENGINEERING INC. JIM AHLFS CONSTRUCTION JIM BORTNEM ENTERPRISES JIM'S SERVICE JIM'S SERVICE JOHN'S HEATING & AIR K & K PLUMBING KITTS CO. KOCH MATERIALS COMPANY KOEP'S CLITHERALL CORNER LAGERQUIST CORPORATION LAKE REGION FAMILY DENTAL CEN. LAKELAND MENTAL HEALTH CENTER LANEY'S LARRY OTT INC TRUCK SERVICE LEASETEC SYSTEMS CREDIT CORP. LINDQUIST,ANDY MA A 0 M-R SIGN CO MARK SAND & GRAVEL CO. MATHISON COMPANY,THE MID-STATES ORGANIZED CRIME MIDWEST BUSINESS PRODUCTS MIDWEST PRINTING MILLER & HOLMES INC. MINN-KOTA COMMUNICATIONS INC. MINNESOTA BLUEPRINT MN MOTOR COMPANY MONITOR TIRE DISPOSAL INC. MORRIS,MARK MOUNDS VIEW INN NATIONAL,BUSHING & PARTS CO. NATIONAL BUSHING & PARTS CO. NELSON BROTHERS PRINTING NORTH UNION TEXACO NORTH UNION TEXACO NORTHERN STATES SUPPLY INC. NORTHERN WASTE SYSTEMS OLSON AUTO ELECTRIC OLSON OIL CO. OTTER TAIL POWER COMPANY OTTER TAIL VALLEY RAILROAD P.J.'S GAS & GROCERY PAMIDA ',INC. PAMIDA PHARMACY PARTA PRINTERS INC. PARTS COMPANY OF AMERICA PAUL'S HOLIDAY STATION STORE CHECK AMOUNT 867.04 1.57.50 84.79 87.86 4583.30 2239.00 60.00 1.3.00 720.1.5 909.90 1.41.0.38 62.50 1.1.8664.86 1.86.40 234.08 83.00 9493.50 3.26 950.00 2350.00 1.21..76 50.00 1.081..02 1.647.80 55.95 1.90.00 273.93 317.26 1.019.74 564.73 1.54.64 760.66 2581..80 1.5.38 1.96.76 20.1.2 234.39 621..1.9 41.5.67 441.. 21. 1.52. 21. 1.27.80 1.02.71. 247.20 1.20.00 150.00 136.62 89.06 837.04 1.09.20 25.09 54.82 _.,-,-'.. ottE!r Tail County Board of Commissioners Septeml:>er 21, 1993 , Page 13, Attachment A 0 0 VENDOR NAME .•.••.••..•..........•.. PELICAN RAPIDS PRESS PENNINGTON CO. SHERIFF PERHAM ENTERPRISE BULLETIN PERHAM ENTERPRISE BULLETIN PERHAM LINEN PERHAM OASIS INC PERHAM PRINTING PERHAM READY MIX & AGGREGATE PERHAM SUPER AMERICA PHOTO CENTER,THE PHYSICIANS DESK REFERENCE PIERCE CO,THE PIONEER RIM & WHEEL CO. PITNEY BOWES INC QUADRANT COMPANY QUALITY AUTO BODY RATWIK ROSZAK BERGSTROM RAY'S OIL COMPANY RENTAL STORE,THE REVIEW ENTERPRISES INC. ROISUM,WAYNE ROYAL TIRE RYAN'S REPAIR SCHMITZ FORD SCOTT HOFLAND CONSTRUCTION SEWER SERVICE SEWER SERVICE SHERWIN WILLIAMS SIGELMAN STEEL & SALYAGE SIGELMAN'S STEEL & SALVAGE CO SOUTH MILL SERVICE STANDARD PARTS OF WADENA STANLEY TOUTGES GARBAGE SERV STAR TRIBUNE STARRY CONSTR. CO. INC. STATE TREASURER STEIN'S INC. STENERSON LUMBER STRAND ACE HARDWARE STRAND ACE HARDWARE STRAND ACE HARDWARE STREICHER'S STRUCTURAL STEEL SUPPLY INC SUPER 8 MOTEL SUPER TRUCK SALES INC. SWANSON SURPLUS CENTER SWIONTEK CONSTRUCTION TCI OF CENTRAL MINNESOTA TEAM ELECTRONICS THOMAS OIL COMPANY THRIFTY WHITE STORES U OF M, MN EXTENSION. SERVICE CHECK AMOUNT 254.28 23.00 212.46 44.70 6.71 167.08 26.04 119.55 687.35 139.63 54.95 187.08 13.61 191. 70 4.00 52.50 222.91 156.81 295.17 173.90 65.24 493.85 63.54 23.90 5650.00 1826.50 52.04 39.21 1.70 221. 70 316.01 125.57 37.28 448.00 3205.30 220.00 3620.10 139.69 10.10 298.91 24.28 69.15 600.00 136.27 26.52 30.66 1050.00 111.02 12.67 724.16 7.32 120.00 J~.., ',.':0ctEi'r Tail County Board of Commissioners Septemt,er 21, 1993 0 Page 14, Attachment A VENDOR NAME ••.•.•.•••.•......•..... UNDER-MART UNITED BUILDING CENTER VERGAS ACE HARDWARE VETERANS INFORMATION SERVICE VICTOR LUNDEEN COMPANY VICTOR LUNDEEN COMPANY VOSS LIGHTING WAHL,GARY WAL-MART WELDING SUPPLIES & FIRE EQUIP. WEST CENTRAL ED CO-OP WOLDEN LANDSCAPING & LAWN WORMER'S AUTO SALES INC WORMER'S AUTO SALES INC. ZUEHLKE,DUANE 223 records listed. CHECK AMOUNT 36.50 28.73 37.16 30.00 809.85 17.41 263.78 14.00 47.91 112.41 578.30 234.30 540.39 206.46 273.29 310164.59 otter Tail County Board September 21, 1993 Page 15, Attachment B of Commissioners OTTER TAIL COUNTY PURCHASE ORDERS PROCEDURES AND POLICIES otter Tail County has revised the otter Tail County Claim Form to include a Purchase Order Format which must be completed prior to originating a request for any purchase, paid by Otter Tail County in the amount of $1,000.00 or more. Purchase Orders may be used for items of lesser dollar value at the discretion of each Department Head. The Purchase Or9er will originate in the Ordering Department and the Department-shall be responsible for completion of all required information, and of keeping a master listing of Purchase Order Numbers used. The following steps shall be completed when initiating a Purchase Order. I. General Purchase Orders -Orders which you originate and ex- pect some type of merchandise to come to you in return. (Purchase from a Vendor of $1,000.00 or more and capital outlay items.) A. Clearly type or print all required information. 1. Purchase Order Number. 2. Verified Claim Against -the address where the vendor should forward the invoices, etc. 3. Payable to Vendor -Vendor who will be paid. a complete vendor name and address. 4. Shipping information -Address where the merchandise is to be delivered and specified way of delivery. this does not have to be completed if the merchandise is picked up at the time the order is placed or if the same address as in item 2 above. 5. Terms -Most payments are approved semi-monthly and payment is issued three business days after County Board approval. Invoices that can be paid by an Auditor's warrant will be processed for payment within 7-14 days. 6. Delivery Required -shall specify any due date you require. Do not use A.S.A.P. 7. Quantity ordered shall be filled in and checked at time of order received for completeness. 8. If available product or stock identification numbers, serial or model numbers should be included on the purchase order. For all purchases a complete de- scription of the item(s) being purchased must be entered on the purchase order form. 9. When known, complete "Price" information shall be included on the purchase order. 0 0 Otter Tail county Board of Commissioners September 21, 1993 Page 16, Attachment B 2. Photo-Copy I -This copy will be kept by the Depart- ment until the services or merchandise is received. Upon receipt of merchandise, if possible an indiv- idual other than the person placing the order and/ 3. or approving the order should determine that the items, the quantity, and the price agreed with what was originally ordered. After you have determined that order has been successfully completed with or without adjustments you should sign and date the purchase form. This copy._along with all other supporting documents (vouchers, invoices, statements, etc. should be forwarded to the Auditor's office for payment processing. Remember to indicate your approval on all documentation, as well as, signing off on the purchase order. Photo Copy II -This would be necessary only at year end, when you need to encumber funds for purchases not received prior to December 31st. This copy should be forwarded to the Auditor's office at the time the Purchase order is completed. From this copy we will encumber the necessary funds from your Department's accounts that you indicated in the accounting coding section on the front of the form. NOTE: Purchase Order Number·s will be assigned to each Department by using the Department Code and starting with the number 1, i.e. Auditor's Office. would start their Purchase Orders by the code of 041-1, next number would be 041-2, etc. Each Department will be responsible to keep a master list of Purchase Order numbers used. II. Accounting Purchase Orders -Orders which you originate for payment only. These are for services received. Examples would be professional services, dues, registrations, hotel/ motel expenses, maintenance agreements, newspaper subscription, service payments etc. The completed purchase order along with proper documentation should be forwarded to the Auditor's office for payment. The General Purchase order procedures above, for amounts in excess of $1,000. that are applicable to service type payments should be followed. III.These are area where a purchase order will not be required. 1. Items paid for directly by an employee will not require the completion of a Purchase order. The employee would complete a voucher form and attach the necessary sup- porting documentation. 2. Purchases of less than $1000.00. 3. Gasoline purchases charged to the County will continue to use the same form as in the past. • IQ Q 0 Otter Tail County Board of Commissioners September 21, 1993 Page 17, Attachment B 10. The Authorized signature of Purchaser and the Date should be completed. This should be the Department Heads signature or an individual designated by the Department Head to be responsible for that Depart- ments purchases. Any unsigned purchase orders will be returned for a signature and unsigned purchase orders will not be process for payment. 11. The Purchase Authorization signature for most purchases will be the Department Heads signature. The following situation ... will require board app- roval and the signature of the Chairman: A. Item(s} being purchased that were not included in your current operating budget. ; B. Any purchase that will cause your department to exceed its operating budget by category or in total. c. Item(s) over $10,000. should be presented to the County Board for approval. Also note that items over 10,000 dollars and less than 25,000 dollars must be accompanied by quotes. After approval by County Board please submit all quotes along with the Purchase Order to the Auditor's Office for filing. 12. The ordering Department should complete the account coding section on the reverse side of the purchase order. This will indicate to the Auditor's Office which account(s) within your budget you wish to have encumbered for this purchase. 13. If you placed an order over the phone a purchase order copy should be completed and forwarded to the Vendor. You should indicate in the descrip- tion area that this is confirming a previous order. B. Purchase Order Form Distribution 1. Original -This Copy is to be given to the Vendor. , Otter Tail County Board of Commissioners Septeir.ber 21, 1993 u 0 Page 18, Attachment c FIXED ASSET POLICY In order for the County to demonstrate responsible stewardship, it is essential that the adequate accounting procedures and records, permits the fixation of responsibility for custody and prop-ruse of specific fixed {capital) assets to individual public officials, and serve as a prerequisite to preparation of satisfactory and complete financial reports. A. GOAL The establishment and maintenance of a fixed asset system is essential to provide management with data for the physical and dollar value control of assets. B. MANAGEMENT OBJECTIVES The management objectives of the fixed {capital) asset system are: l. To· assign responsibility for the custody and proper use of specific assets to individuals, officials or department heads. 2. To substantiate valuations of fixed assets in accordance with Generally Accepted Accounting Principles {GAAP) for fiscal reporting. 3. To control retirements of fixed assets by type retirement, i.e. sales, trade-ins, thefts, and items scrapped. 4. To assist in providing depreciation computations for Federal, State and Proprietary reporting purposes. S. To serve as a basis for valuation for insurance purposes and to provide a record of assets insured. 6. · To encourage transfer of surplus equtpment to area of need. 7. To aid in budget preparation, analysis and approval. GENERAL SYSTEM DESCRIPTION A. FIXED ASSET DEFINITION A fixed asset of Otter Tail County is d.efined as a specific piece of property which meets the following attributes: l. It is tangible in nature in that the physical substance does not materially change its form through use. 2. Its expected use~ul life is greater than one year. 3. It has significant value. In Otter Tail county's financial system, significant value means that it has a cost of more than $1,000.00. Exceptions to the $1,000.00 threshold are personal computer, monitors, video equipment, vehicles, and specific items designated by Department Heads. • I r\ otter Tail County Board of Commissioners Septelllber 21, 1993 Page 19, Attachment C VALUATION OF FIXED ASSETS Fixed assets should be accounted for at cost or, determinable, at estimated cost. 1. Cost: if cost is not practicably Fixed assets should be recorded at cost or consideration received, whichever is more objectively determinable. The cost of a capital asset includes not only its purchase price or construction cost, but also the ancillary charges necessary to place the asset in its intended location and condition for use. Ancillary charges include costs such as freight and transportation charges, site preparation expenditures, professional fees, and legal claims directly attributable to asset acquisition. 2. Estimated Cost: Initial costs of fixed assets usually are readily ascertainable from contracts, purchase orders and other transaction documents at the time of acquisition or construction. Otter Tail County is faced with the task of establishing appropriate fixed asset accounting records and valuations after many years of operation without such records. Therefore the original documents may not have been available, or an inordinate" expenditure of resources would be required to establish original asset cost precisely. It is necessary to estimate the original cost of such assets on the basis of such documentary evidence as is available. l..i..) c. ACQUISITION OF FIXED ASSETS 0 1. Purchase: A purchase is an acquisition through direct outlay of cash and/or other consideration for the fixed asset. The book value of an older fixed asset traded in for a new one does not affect the basis of the new asset. 2. Construction: Construction includes buildings actually constructed by the County. The labor, materials, equipment and overhead costs are all part of the construction cost. 3. Lease-Purchase and Installment Purchase: 4. Lease-Purchase agreements are contractual agreements which, in substance, amount to purchase contracts. General fixed assets acquired via lease-purchase agreement are capitalized in the Fixed Asset System at the inception of the agreement in the amount of the item if it had been purchased outright. Multiple year installment contracts are accounted for in the same manner as lease-purchase agreements. Gift: Governments may acquire properties by gift. Donated fixed assets should be recorded to the fund to which they relate or in the Fixed Asset System, as appropriate, at the estimated fair value at time of acquisition. • 0 0 Otter Tail County Board of Commissioners Septell)ber 21, 1993 Page 20, Attachment C D. TREATMENT OF COSTS SUBSEQUENT TO ACQUISITION Expenditures on fixed assets which are incurred after their original acquisition are defined and recorded as follows: 1. Maintenance: Maintenance coats are those which neither materially add to the value of the property nor appreciable prolong its life, but merely keep it in ordinary efficient operating condition. Maintenance costs are not charged to capital accounts, but to maintenance and repair expenditure accounts. 2. Betterments: Betterments consist of the replacement of a unit of an existing asset by an improved or superior UNIT, usually resulting in a more productive, efficient or longer lived asset. Significant betterments are considered to be capital asset additions and are added to the value of the property i.e.: shed added to a Landfill site. The decision as to whether a betterment has been effected is made by an evaluation of engineering, physical or other relevant factors apart from cost. Replacement of a part of an existing asset by another of like quality ie not a betterment, even though the useful life of the asset is maintained or extended. These costs are charged to expenditure accounts. E. RETIREMENT The term retirement ie used to describe the removal of a fixed asset from the fixed asset system. The various types of retirement are defined below and must be reported to the Auditor's Office to ensure that changes are entered in the system. 1. Sale of Fixed Asset: Fixed assets and/or non-expendable supplies, which are to be sold, are subject to the requirements described in Minnesota State Statute. Items which are sold will be retired from the Fixed Asset System by the Auditor's Office. 2. Trade-In: A department head retiring a fixed asset as a trade-in for a new acquisition will inform the Auditor's Office of the retirement. 3. Lost, Stolen or Damaged Beyond Repair: When a fixed asset ie retired from the fixed asset system through one of these unexpected methods, the incident will be reported to the appropriate law enforcement personnel (if applicable) and to the County Coordinator's Office for insurance purposes. The department head must also notify the Auditor's Office eo that changes can be entered into the fixed asset system. F. TRANSFERS 1. Transfer: When a fixed asset item is transferred to a different department, the department head who ie responsible for the item must inform the Auditor's Office of the change in ownership and location. The Auditor's Office will enter these changes into the fixed asset system. 0 0 Otter Tail County Board of Commissioners $eptember 21, 1993 Page 21, Attachment C A. FIXED ASSET MAINTENANCE The Auditor's Office will send to each department head, as possible, no lees than annually, listing of year to date fixed assets added to the Fixed_Aeeet System for each Department. This should be done by March for the prior year end and returned by the department to the Auditors Office with 30 days of receipt. l. It will be the Department Head's or deeignee'e, responsibility to reconcile the year to date Fixed Asset listing for the department he/she is responsible for with the Capital expenditure shown in the general ledger for the same time period. 2. All new purchase additions to fixed assets must be so noted on the Purchase Order. Changes or deletions to the Fixed Asset System are to be made by notification from the Departments to the Auditor's Office. 3. The Auditor' a office will input the information to the Fixed Asset System and return the updated list for each year end to the Department for reviewing the lists for accuracy. After reviewing the list, the Department is to sign the list and return to the Auditor's office.