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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 04/08/19970 0 Call to Order The Otter Tail County Human Services Board convened Tuesday, April 8, 1997 at 9:30 a.m. at the Otter Tail County Courthouse with Commissioners Malcolm Lee, Chair; Syd Nelson, Andy Lindquist, Bill Stone, and Virginia Partmann present. Approval of Agenda Motion by Stone, second by Partmann, and unanimously carried to approve the Human Services agenda of April 8, 1997 as presented with the following addition: additional item under #4 -Discussion of DMG Study Approval of Minutes Motion by Lindquist, second by Nelson, and unanimously carried to approve the Human Services minutes of March 25, 1997 as submitted. Juvenile Restitution Program Motion by Portmann, sec_ond by Lindquist; and unanimously carried to approve the amended Juvenile Restitution Grant Agreement (Supplement #1 to Grant 78400-PO 000-605) which provides an additional $500 from the State of Minnesota, Department of Corrections, for the Otter Tail County Juvenile Restitution Program. Additionally, the motion authorized the Human Services Chairman and Vice-Chairman to sign the grant agreement on behalf of the Human Services Board. Resolution Opposing the 1997 Minnesota Legislature Proposed Bill Identified as the Community Justice Services Act Otter Tail County Resolution No. 97-19 Upon a motion by Nelson, second by Partmann, and unanimously carried, the Otter Tail County Human Services Board adopts the following resolution: WHEREAS, the Otter Tail County Human Service Board has reviewed and discussed the proposed Community Justice Services Act also identified as House File No. 1337 and Senate File No. 1488; and WHEREAS, the Otter Tail County Human Service Board believes the following to be true regarding the impact of the proposed Community Justice Services Act on Otter Tail County: 1. Otter Tail County's current Corrections Services Delivery System would be abolished and the county would have no choice in the type of Corrections Delivery System it provides to its citizens. 2. Otter Tail County would lose its current state subsidy for the placement costs of Juvenile Offenders who are Committed to the Commissioner of Corrections for Placement at either the MCF-SCR or the MCF-RW. Otter Tail County Board of Commissioners April 8, 1997 Page2 3. Otter Tail County would have to submit its annual Comprehensive Corrections Minnesota Commissioner of Corrections for approval in order to be eligible Corrections subsidy. Plan to the for a state 4. Otter Tail County would have to take over the administration of all adult Felony level corrections services offered in the county. 5. Otter Tail County would receive a Corrections Delivery system subsidy based on a new formula, but no decision has currently been made as to how that subsidy would be determined and how much money would be available to Otter Tail County to administer the added programming. WHEREAS, the above identified issues have far reaching financial ramifications for Otter Tail County; and WHEREAS, Otter Tail County prefers to continue to provide Corrections Services under the present County Probation Officer system. NOW, THEREFORE, IT IS HEREBY RESOLVED, that the Otter Tail County Human Services Board opposes any and all proposed Legislation that would call for the elimination of the current Corrections Service Delivery System in favor of the Community Justice Services Act. Adopted this 8th day of April, 1997. OTTER TAIL.COUNTY HUMAN SERVICES ·v , By_~~·,:::7_ •.. /U_t?/_n __ ~-- Malcolm Lee, Chair BY\-~.Ll.ll..l.&dlZ::..,::l,£>~14!.LI.6.tL::,.=---- epartment o S.F. 1418 Chuck Kitzman, Court Services Director, informed the board that S.F. 1418 is a bill proposing privatization of the Sauk Centre Juvenile Facility. Presently, if a juvenile is committed to this facility, the State of Minnesota pays the related costs. Privatization will result in additional placement costs to Otter Tail County as well as concerns regarding acceptance of difficult clients. Resolution Opposing the 1997 Minnesota Legislature Proposed Bill Identified as Senate File No. 1418 Otter Tail County Resolution No. 97-21 Upon a motion by Stone, second by Partmann, and unanimously carried, the Otter Tail County Human Service Board adopts the following resolution: WHEREAS, the Otter Tail County Human Service Board has reviewed and discussed Senate File No. 1418; and WHEREAS, the Otter Tail County Human Service Board is concerned that the proposed changes will have a negative impact on the juvenile corrections delivery system in Otter Tail County for the following reasons: o- 0 1. The Minnesota Corrections Facility -Sauk Centre, would no longer be operated as a State .. Corrections Facility. The bill does not address the issue of whether or not juvenile offenders Q referred under the proposed system would have to be received and treated by the replacement facility or if the facility could screen and reject juvenile referrals. 0 Otter Tail County Board of Commissioners April 8, 1997 Page3 2. All Minnesota counties would be required to pay the actual per diem cost of confinement of juveniles committed to the Commissioner of Corrections. 3. Minnesota based corrections treatment services to serious juvenile offenders could be reduced significantly. WHEREAS, the above identified issues have significant impact on the way Otter Tail County handles juvenile delinquency issues in our county. NOW, THEREFORE, IT IS HEREBY RESOLVED, that the Otter Tail County Human Service Board opposes Senate File Bill No. 1418. NOW, THEREFORE, BE IT FURTHER RESOLVED, that Otter Tail County's opposition to this bill will be communicated to all area legislators. Adopted this 8th day of April, 1997. OTTER TAIL COUNTY HUMAN SERVICES $~~ alcolm Lee, Chair B~~ID-¥~~WbC!!=;__- epartment o 1996 Public Health Annual Report Public Health Director, Diane Thorson, provided the 1996 Public Health Annual Report and a brief description of the programs and statistics within the report. Discussion followed. Home Health Care DMG Study The Home Health Care Committee of Commissioners Stone and Lindquist referred to the Otter Tail County Analysis of Home Health Care Program study completed by David M. Griffith & Associates, LTD dated March, 1997. Commissioner Stone reported that he has reviewed the report and because it appears that the Home Health Care program is in the black, he is in favor of keeping the program. Commissioner Lindquist reported the financial status as a very complex issue. Mr. Lindquist reviewed the report. The report shows that revenue covers the direct costs of staff time and expenses for the Home Health Care program. Discontinuing the program could have a negative impact on tax payers. The overruns experienced in the Public Health Department appear to have been incurred in previous fiscal years. Monies from the transfer of $278,511 from the Social Services Budget to the PHN Department helped to decrease the deficit in the Public Health account. This was necessary because of the startup of an assisted living facility not budgeted in 1994 or 95. After review of the DMG study, a motion was offered by Lindquist, seconded by Stone, and unanimously carried to continue the Home Health Care program and to continue to monitor the program. Additionally, the motion included that the information received by DMG be shared with the home health staff. Approval of Contract Motion by Nelson, second by Partmann, and unanimously carried to authorize the appropriate county officials' signatures to execute a contract between the Perham School District and the Otter Tail County Department of Public Health to approve a lease of $25 per day when the Public Health Department uses O · offices locat,ed in the new family service center in Perham. · lnteragency Early Intervention Committee Wally Senyk, County Attorney, reported that the lnteragency Early Intervention Committee (IEIC) provides services for children from birth to three year of age with special needs. Minnesota Statutes under school district laws assign costs to the lnteragency Committee. Otter Tail County is a participant of this committee Otter Tail County Board of Commissioners April 8, 1997 Page4 by law. There is a need to establish a policy and procedure for an appeal process if the family of a special needs child is not satisfied with the services the child is receiving. Discussion followed regarding the options of establishing the responsibility to pay the costs incurred under such an appeal process. Motion Q by Portmann, second by Stone, and unanimously carried, that as a member of the IEIC, Otter Tail County · · endorses the single payment plan. The single payment plan financial responsibility is determined by the level of the appeal issue whereby each agency is responsible for their issue(s) and the determination by percentage is allocated at the outset of the appeal. Immunization Statistics The Public Health Director provided a kindergarten retrospective immunization analysis for 1992-93 and 1996-97. Legislative Issues Ms. Thorson reported that letters have been sent to area legislators in support of proposed legislation for annual funding to offset medical assistance dollars as has been submitted in the Governor's budget for core function funding. Additionally, letters have been sent to support funding for MA reimbursed home care. Resolution in Support of S.F. 1230 and H.F. 1303 Otter Tail County Resolution No. 97-20 Upon a motion by Nelson, second by Stone, and unanimously carried, the Otter Tail County Human Services Board adopts the following· resolution: WHEREAS, the Department of Human Services, the Department of Health, and the Association of Minnesota Counties have a formal written agreement that counties should be allowed to have the full . -responsibility for purchasing publicly funded health services; and WHEREAS, proposed legislation in S.F. 1230 and H.F. 1303 has been developed cooperatively between 0 the Department of Human Services, the Department of Health, and the Association of Minnesota Counties; NOW, THEREFORE, BE IT RESOLVED, that the Otter Tail County Human Services Board requests support of this legislation which provides the option for county-based purchasing for publicly funded health services. Adopted this 8th day of April, 1997. OTTER !t .. _l~L OUNTY HUMAN SERVICES /71 /J . _y/ By -~-C:c:/,,1¼ By 'l([/Y._e, JtW?,;)!✓ Malcolm Lee, Chair Diane Thorson, Director . Department of Public Health Sliding Fee Scale for 1997 for Home Health and Nursing Visits Motion by Stone, second by Lindquist, and unanimously carried to adopt the 1997 sliding fee scale based upon the 1997 poverty guidelines as presented per Attachment A of these minutes. Funding Request Referred to Committee Frances Eggen, Family Services Collaborative Coordinator, requested funding at the last Human Services Board meeting for the Windmill project which assists in emotional support for families with children that Q have special needs. Ms. Eggen noted that additional budget information for the specific use of the $3,000 funding request may be useful. Motion by Partmann, second by Stone, and unanimously carried to refer this request back to IEIC and CTIC Committees for analysis. Grant in Pelican Rapids Job Description Submitted Otter Tail County Board of Commissioners April 8, 1997 Page 5 Ms. Eggen reported that the grant for Pelican Rapids will be worked on this week. The Volunteer Q '.Coordinator will have opportunities to recruit volunteers for the outreach program in Pelican Rapids in the · future. Housing is a critical need. Ms. Eggen provided a copy of the Family Service Collaborative .Coordinator position description. As Director of the family services collaborative, Frances Eggen needs to interact and receive information from other department heads. Ms. Eggen is directly responsible to the Human Services Board. 10 0 Bills & Claims Motion by Lindquist, second by Stone, and unanimously carried to approve the Human Services bills and claims as presented. Language Assistance Protocol Tom Fawcett, Social Services Director, provided a draft Otter Tail County Language Assistance Protocol policy dated 3/97. Mr. Fawcett reviewed the draft policy. Discussion followed regarding sources available for interpretive services including discussion of the on-line AT&T system. General consensus of the board encouraged Mr. Fawcett and Ms. Eggen to focus their efforts to develop the most cost-effective, efficient system. Child Maltreatment Report Agreement Approved Mr. Fawcett provided the 1995 Minnesota child maltreatment report. Child Support Cooperative Agreement Approved Motion by Partmann, second by Lindquist, and unanimously carried to authorize the appropriate county officials' signatures to execute the Child Support Cooperative Agreement between Social Services and the ·County Attorney's office. Adjournment At 11 :30 a.m., Chairman Lee declared the meeting of the adjourned until 9:30 a.m. on Tuesday, April 22, 1997. Otter Tail County Human Services Board ,,~~4Yd M~ee,Chair By JLA ~eZa Thomas M. Fawcett, Social Services Director Dated --~----,2.._::z._--=-7_7 ____ _ Call to Order The Otter Tail County Board of Commissioners convened Tuesday, April 8, 1997 at 1 :00 p.m. at the Otter Tail County Courthouse with Commissioners Andy Lindquist, Chair; Syd Nelson, Bill Stone, Malcolm Lee, and Virginia Partmann present. Approval of Agenda Motion by Lee, second by Nelson, and unanimously carried to approve the County Board agenda of April 8, 1997 with the following additions: Rick Sytsma -Request for Additional Staff Position Mike Hanan -Tipping Wall Construction, Henning Transfer Station Approval of Minutes Motion by Partmann, second by Lee, and unanimously carried to approve the County Board minutes of April 1, 1997. Otter Tail County Board of Commissioners April 8, 1997 Page6 Computer Disaster Recovery Update Steve Andrews, Chair of the Disaster Recovery Task Force, updated the board on information and progress regarding computer disaster recovery. The committee is researching this issue in response to a requirement of the State Auditors to ensure recovery of data when dealing with a disaster. Several options Q. were explained and discussion followed. Mr. Andrews noted that the committee will continue to research · the options before bringing a recommendation to the board. Request for Services Tim Hunt, Safety and Emergency Services Director, received a request for assistance from Wilkin County during their emergency status relative to flood conditions. Motion by Portmann, second by Lee, and unanimously carried to approve Mr. Hunt's temporary services in Wilkin County. Payment Approvals Motion by Lee, second by Portmann, and unanimously carried to approve payment to Superior Ford, Plymouth, MN, for three 1997 Ford Crown Victoria police cars and one 1997 Ford Expedition 4 X 4 utility vehicle for the Sheriffs Department, in the total amount of $85,455, as previously recommended through the Capital Improvements Committee. Motion by Lee, second by Portmann, and unanimously carried to approve payment to John R. DuBois, in the amount of $1,989.05, for professional services and authorized expenses associated with the engineering of a county-wide E-911 system. Remodeling Expenses Approved -First Bank Maintenance Supervisor, Rick Sytsma, reported remodeling expenses at the First Bank building at $108,000. Motion by Portmann, second by Lee, and unanimously carried to approve the aforementioned .remodeling expenses to be paid from the Capital Improvement Fund. Otter Tail County Purchase Order Procedures and Policies .Motion by Lee, second by Portmann, and unanimously carried to approve the Otter Tail County Purchase Order Procedures and Policies as outlined in Attachment B of these minutes: Resolution to be Drafted Motion by Portmann, second by Lee, and unanimously carried to direct the County Attorney to draft a resolution relative to the authority of the Finance and Capital Improvement Committee. Transfer of Funds for First Bank Operating Expenses Maintenance Supervisor, Rick Sytsma, reported estimated annual operating expenses at the First Bank building (Cavour avenue location) of $65,000 -$70,000. Motion by Portmann, second by Lee, and unanimously carried to transfer $68,000 from the Public Health Budget to the Maintenance Department Operating Budget. Special Projects & Relief Position Approved The Maintenance Supervisor reported a need for an additional Special Projects and Relief position because of additional work at the offices located on Cavour avenue and a need for additional preventive maintenance at the regular courthouse building. Upon verification that an additional position is within budget projections, a motion was offered by Lee, seconded by Portmann, and unanimously carried to approve the Special Projects and Relief position as requested. Utility Tax Reform Update Bob Moe, Assessor, reported on H.F. 1298 (Utility Tax Reform). CRP Information The Assessor met with the SGS office and the Farm Service Agency regarding CRP rates. A final 1997 posted soil rental rates handout was provided. Mr. Moe reported that the soil types are divided into 10 0 0 0 0 0 Otter Tail County Board of Commissioners April 8, 1997 Page 7 · categories. Rental rates were determined by soil type and the amount of rent being charged in specific areas. · WOT average rent was reported at $42 per acre and $35 per acre for EOT Local Water Plan Update Bill Kalar, Land & Resource Administrator, provided copies of the Otter Tail County Comprehensive Local ,Water Plan Update (July 1, 1997 to June 30, 2002). Mr. Kalar reported that the plan has been sent to the BWSR for the 90 day state review period. Sewage System Inspection List Motion by Lee, second by Nelson, and unanimously carried to place the Star Lake Property Homeowners Association (#56-385) on the Sewage System Inspection List as requested by the Association. Monitoring Gypsy Moths Motion by Lee, second by Stone, and unanimously carried to approve 35 hours of Ag Inspector, Tiny Holm's, time to complete technical training, then trap, and monitor the Gypsy Moth in our area. This is a pilot project request received from the M DA. Planning Commission Recommendations Land & Resource Administrator, Bill Kalar, reviewed the Planning Commission recommendations. Motion by Partmann, second by Stone, and unanimously carried to approve the following Conditional Use Permits as presented: Otto Township, c/o Otter Tail County Highway Dept. (Sec. 6, Twp. 135N, R. 38W, Otter Tail River) Dennis L. and Stephanie A. Frahm, (Sec. 29, Twp. 132, R. 42, Swan Lake) Amendments to the Shoreland Management Ordinance The Land & Resource Administrator reported that the Planning Commission discussed proposed SMO provisions which were referred back to the commission at the public hearing of March 25, 1997. Specifically, the provisions reconsidered by the Planning Commission from the 3/17/97 summary were as follows: Item #23 as proposed on 3/17 /97 draft: "RCU's in a cluster development must be currently licensed and no appurtenant structures are allowed." The alternative proposal recommended by the Planning Commission: "RCU's in a cluster development must be currently licensed and no appurtenant structures are allowed except open, not enclosed decks, no larger than 200 square feet, and storage buildings not to exceed 20 square feet in size with a maximum height of 6 feet." Item #26 as proposed on 3/17/97 draft: "Clarifies that a prohibited nonconforming use may not be expanded, improved, or repaired." The alternative proposal recommended by the Planning Commission: "Clarifies that a prohibited nonconforming use may not be expanded or improved." The above two recommendations were the only proposed revisions that were changed. The Planning Commission has heard the publics' comments and recommends the proposed SMO revisions dated 3/17/97 with the above changes. The Land & Resource Administrator presented a letter to the board from the Ten Mile Lake Association. The letter did not agree with the rules/revisions and included the idea that the lake associations deal with shoreland ordinance rules. Otter Tail County Board of Commissioners April 8, 1997 Page 8 Motion by Portmann, second by Nelson and unanimously carried to enact the amendments to the Otter Tail County Shoreland Management Ordinance as recommended and approved by the Planning Commission effective May 1, 1997. Q Subdivision Controls Ordinance The Land & Resource Administrator reviewed the proposed Otter Tail County Subdivision Controls Ordinance revisions dated 3/6/97. Chairman Lindquist called for public comment. No concerns were addressed at that time. Motion by Lee, second by Stone, and unanimously carried to enact the amendments to the Otter Tail County Subdivision Controls Ordinance dated 3/6/97 per Attachment C of these minutes effective May 1, 1997. Resolution for Home Rental Rehabilitation Program Otter Tail County Resolution No. 97-22 Upon motion by Portmann, seconded by Lee, and unanimously carried, the Otter Tail County Board of Commissioners adopts the following resolution: WHEREAS, the Otter Tail County Board of Commissioners wishes to continue the Home Rental Rehabilitation Program through the Minnesota Housing Finance Agency; and WHEREAS, the West Central Minnesota Housing Partnership has successfully administered the Home Rental Rehabilitation Program for Otter Tail County for the past two years and has made application to administer it again in 1997; and WHEREAS, the Otter Tail County Housing and Redevelopment Authority is interested in administering the i,J;iome Rental Rehabilitation Program in 1998, but is unable to do so in 1997. NOW, THEREFORE, BE IT RESOLVED that the West Central Minnesota Housing Partnership is hereby authorized to administer the Home Rental Rehabilitation Program through the Minnesota Housing Finance Agency in Otter Tail County for 1997. BE IT FURTHER RESOLVED that the Otter Tail County Housing and Redevelopment Authority shall administer the Home Rental Rehabilitation Program for Otter Tail County beginning in 1998. Adopted this 8th day of April, 1997. Dated: ,L!-fri;JJ , /5 I 1'1? ) OTTER TAIL COUNTY BOARD OF COMMISSIONERS By~~G-:., ndyL ~st~pers STIPULATION FOR ENTRY OF JUDGMENT 0 Motion by Lee, second by Nelson, and unanimously carried to authorize the Chair's signature to execute a Stipulation for Entry of Judgment in a tax appeal matter between Nutrico, Inc., owner of Ponderosa Restaurant, and Otter Tail County. Q Bid Approved for Tipping Wall Motion by Portmann, second by Lee, and unanimously carried to approve a bid, in the amount of $33,384, from Paul Larson Construction for the construction of a tipping wall at the Henning Transfer Station as 0 0 0 Otter Tail County Board of Commissioners April 8, 1997 Page 9 recommended by the Solid Waste Director. Additionally, the motion authorized the Chair's signature to execute the contract between Paul Larson Construction and Otter Tail County for the aforementioned purpose. Mr. Hanan reported projected cost of $28,000 was budgeted with the remainder to be paid from the Capital Improvements Fund. Non Union Salaries Set In light of recent negotiations and confirmed contract arrangements with two collective bargaining units and because Otter Tail County has a number of employees that are not represented by a collective bargaining union, a motion was offered by Partmann, seconded by Lee, and unanimously carried to set the non union salaries as follows: As replacement for the 2% increase and retroactive to January 1, 1997, non union employees shall receive a 2.5% increase in their salary of December 31, 1996 including longevity. Any employee whose increased salary is below Step 1 of the appropriate pay grade (DMG schedule) will be increased to the salary on that step. During 1997, each employee who has not received an increase to the salary in Step 1, effective on her/his anniversary date, shall receive a monthly salary represented by the step on the appropriate pay .grade in the 1997 compensation schedule, which is equal to or next higher than the January 1, 1997 salary. The 1997 compensation schedule includes longevity. This salary schedule is for employees not represented by a collective bargaining unit. Additionally, the motion includes a cost-of-living increase of 3% on January 1, 1998 and 3% increase January 1, 1999. Contract Approval -Hot Mix Bituminous, WOT Motion by Nelson, second by Stone, and unanimously carried to authorize the Chair's signature to execute a contract with Mark Sand & Gravel Acquisition Co. for the 1997 Seasonal Supply of Hot Mix Bituminous - West Otter Tail County. Break & Reconvene At 2:48 p.m., Chairman Lindquist declared the meeting of the ·otter Tail County Board of Commissioners recessed for a short break. The meeting.was reconvened at 3:02 p.m. Request for Game & Fish License Refund Mike & Bette Pitcel appeared to request a refund for unsold game & fish licenses that were not turned in by the deadline date of March 10, 1997. Betty Pitcel explained that extenuating circumstances because of embezzlement in their business of a trusted employee was the reason for the refund request. Ms. Pitcel stated that the IRS and State of Minnesota had been very helpful in forgiving penalties and fines. Chairman Lindquist read, for the record, two letters; one dated April 7, 1997 from the Perham Police Department and one dated April 8, 1997, from Ms. Pitzel explaining the circumstances and asking the County Board's consideration for a refund. Lengthy discussion followed. Auditor, Wayne Stein, expressed concern that it is difficult to know what types of situations warrant an exception from a stated policy. With the understanding that the game & fish license refund policy will not change, and that this is an extenuating circumstance, motion by Portmann, second by Nelson, and unanimously carried to approve a refund of $180 to Bette Pitzel from the total 1996 unsold license amount of $251. $71 will be charged to cover the cost of staff time to re-do the license report which will be sent to the State of Minnesota. Liquor Licenses Motion by Lee, second by Partmann, and unanimously carried to approve the following applications for license: Chase's Ethel Beach Resort and Restaurant Allen Floyd Chase Battle Lake, MN Detroit Lakes Regional Chamber of Commerce Consumption and Display Permit 1 to 4 Temporary On-Sale Liquor License Dave Hochhalter Detroit Lakes, MN Lakeway Golf Course Inc. Robert A. Purdon Dalton, MN Riverfront Lounge Walter Schmidt Underwood, MN Otter Tail County Board of Commissioners April 8, 1997 Page 10 Consumption and Display Permit Consumption and Display Permit Veterans Home Bonds Motion by Partmann, second by Stone, and unanimously carried to approve an agreement with Springsted for continuing disclosure requirements that will assist Otter Tail County in complying with the requirements of SEC Rule 15c2-12(b)(5) as that rule related to the County's $1,500,000 General Obligation Veterans Home Bonds. Payment Approval Motion by Nelson, second by Stone, and.unanimously carried to approve payment, in the amount of $250, to Springsted for the initial one-time set-up charge for meeting the reporting requirements of SEC Rule 15c2-12(b)(5). Adjournment At 3:50 p.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of Commissioners adjourned until 9:30 a.m. on Tuesday, April 15, 1997. Dated: ,4f2,;1, /2,. /997 OTTER TAIL COUNTY B RD OF COMMISSIONERS Attest ¼z ~ Larry Krhn,lerk CB/kd Attachments 0 Q 0 Sheet1 April 8, 1997 Commissioner's Minutes Attachment A 0 SLIDING FEE SCALE FOR 1997 SCALE IS BASED UPON 1997 POVERTY GUIDELINES FOR ALL STATES. FOR FAMILY UNITS ADD $2720 OR $227/MONTH PER PERSON TO THE INCOME. ASSET LEVELS GROSS INCOME LEVELS %OF CHGS NURSE AIDE PT ANNUAUMONTH $3000 OR LESS 78901658 (100%) 20% $ 20.00 $ 10.00 $ 24.00 MA ELIGIBLE $3001 -10000 11835/986 (150%) 25% $ 25.00 $ 12.50 $ 30.00 $10,001 -20,000 15780/1315 (200%) 30% $ 30.00 $ 15.00 $ 36.00 $20,001-30,000 19725/1644 (250%) 35% $ 35.00 $ 17.50 $ 42.00 $30,001-40,000 23670/1973 (300%) 40% $ 40.00 $ 20.00 $ 48.00 $40,001-50,000 27615/2301 (350%) 45% $ 45.00 $ 22.50 $ 54.00 $50,001-60,000 31560/2630 (400%) 50% $ 50.00 $ 25.00 $ 60.00 $60,001-70,000 35505/2959 (450%) 55% $ 55.00 $ 27.50 $ 66.00 C s10.001-80.ooo 39450/3288 (500%) 60% $ 60.00 $ 30.00 $ 72.00 . $80,001-90,000 43395/3616 (550%) 65% $ 65.00 $ 32.50 $ 78.00 $90,001-100,000 47340/.3945 (600%) 70% $ 70,00 $ 35.00 $ 84.00 51285/4274 (650%) 75% $ 75.00 $ 37.50 $ 90.00 55230/4603 (700%) 80% $ 80.00 $ 40.00 $ 96.00 59175/4931 (750%) 85% $ 85.00 $ 42.50 $102.00 63120/5260 (800%) 90% $ 90.00 $ 45.00 $108.00 67065/5589 (850%) 95% $ 95.00 $ 47.50 $114.00 7101015918 (900%) 100% $ 100.00 $ 50.00 $120.00 UTILIZE FOR NEW ADMISSIONS AFTER MAY 1, 1997 0 Page 1 a Q 0 Attachment B, April 8, 1997, Commissioners' Minutes Otter Tail County Purchase Order 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 $5,000.00 or more. Purchase Orders may be used for items of lesser dollar value at the discretion of each Department Head. The Purchase Order 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 expect some type of merchandise to come to you in return. (Purchase from a Vendor of $5,000.00 or more). 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. 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 is 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 warrants 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 description 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. 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 Department's purchases. Any unsigned purchase orders will be returned for a signature and unsigned purchase orders will not be processed for payment. 11. The Purchase Authorization signature for most purchases will be the Department Heads signature. The following situations will require board approval and the signature of the Chair: a. ltem(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. ltem(s) over $25,000.00 must be presented to the County Board for approval. 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 description area that this is confirming a previous order. B. Purchase Order Form Distribution 1. Original -This Copy is to be given to the Vendor. 2. Photo-copy I -This copy will be kept by the Department until the services or merchandise is received. Upon receipt of merchandise, if possible an individual other than the person placing the order and/or approving the order should determine that the item 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. 0 3. 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. Q Note: Purchase Order Numbers 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. II. Accounting Purchase Orders -Optional -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, subscriptions, 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 $5,000. that are applicable to service type payments should be followed. Ill. These are areas 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 supporting documentation. 2. Purchases of less than $5,000.00. 3. Gasoline purchases charged to the County will continue to use the same form as in the past. 4. Auditor's Warrants. 5. Accounting Purchase Orders. 6. Items specifically approved by the County Board. 0 () 1. Pg. 3 2. Pg. 4 3. Pg. 5. 0 4. Pg. 6. 5. Pg. 6. 6. Pg. 6. 7. Pg. 7. 8. Pg. 10. 9. Pg. 11 10. Pg. 12 11. Pg. 12 0 subdvrv.doc April 8, 1997 Commissioner's Minutes Attachment C OTC SUBDIVISION CONTROLS ORDINANCE PROPOSED REVISIONS (3/6/97) 1.4.D. I. 6. II. 14. 11.24. 11.27. 11I.2A. II1.2.D. IV.2.A &C IV.2.M. IV.2.R. IV.2.T. Add: "SUBDIVIDER'S" (between "the" and "entire" on 4th line from top) Delete: Everything after "drawing" on line 8. Add: Exemption C Metes and Bounds Subdivisions of less than 2.5 acres (Sec.l.4A.) or less than 5 acres (Sec.1.4.8.) that will be permanently attached to an adjacent contiguous parcel will be exempt from the minimum size requirements provided all other conditions of this Ordinance are complied with. Drop "License" from "Fee Schedule" (License Fee no longer required by OTC) Replace: "minor" with "public" Add: minimum traveled surface of 24' Drop "Thereunder" from "Subdivider" Replace: "22" copies with "23" Replace: "an adequate sewage treatment area" with "sufficient area for 2 onsite individual onsite sewage treatment systems in areas where public services are unavailable". Relocate these sections to IV.1.D. (Pg. 9) Clarify: "Subdivider's" Attorney sign Add: Line before "day" Add: "other than shown" after "mortgages"