HomeMy WebLinkAboutPrairie Lakes Community Health Board - Agendas - 01/07/2026 MEETING AGENDA
Prairie Lakes Community Health Board Otter Tail Lake Room, Otter Tail County, or Teams Link
Wednesday, January 7th, 2026 3:00- 4:30 P.M.
1. Call to Order and Welcome
a. Establish Quorum & Introductions b. Approval of Agenda (Action Item) c. Approval of Minutes from December 4, 2025, Meeting (Action Item) d. Approval of Consent Agenda (Action Item) a. Grant Agreements i. CDC Infrastructure
ii. Cannabis & Substance Use Prevention (CSUP) iii. Children & Youth with Special Health Needs/ Follow Along Program (CYSHN/FAP)
iv. Title V Maternal and Child Health Block Grant v. Minnesota Vaccine for Children (MnVFC) vi. Perinatal Hepatitis B
vii. Temporary Assistance for Needy Families (TANF) viii. Women, Infants & Children (WIC) ix. Strong Foundations x. Child & Teen Check Up (CTC) xi. Public Health Emergency Preparedness (PHEP) xii. Response Sustainability Grant (RSG)
2. Governance and Board Development
a. Election of Officers (Action Item) b. Board Appointments (Action Item)
a. Resolution 2026-1 c. Review of Bylaws & Operating Procedures (Informational Item) d. Review of Public Health Statute 145A & Foundational Public Health Responsibilities
(Informational Item) e. At-Large Community Member (Informational Item)
3. Public Health Administration
a. CHS Administrator’s Report (Informational Item) a. Meeting Dates & Locations (Action Item) b. MCIT Insurance (Action Items)
i. Resolution 2026-2 ii. Resolution 2026-3 iii. Coverage Estimate
c. Community Member Stipend & Mileage Policy (Action Item) i. Annual community member stipend (Action Item) b. Financial Reports
a. 2026 CHB Draft Budget (Informational Item) c. Policy Updates a. PLCHB Delegation Agreement (Action Item)
b. PLCHB Data Sharing Agreement (Action Item)
MEETING AGENDA
4. Foundational Public Health Services & Programs
a. Program Highlights and Performance Reports: a. Environmental Public Health i. Food, Pools, & Lodging 1. Interim Coverage Plan Agreement
2. Provisional Delegation Agreement & Addendum (Action Item) 3. PLCHB & Horizon MOA
6. Collaboration and Partnership Updates
a. Regional Public Health Meetings (Informational Item) a. SCHSAC meeting 12/11/26 b. MDH Consultant Updates (Informational Item) c. County & Partner Reports/Updates (Informational Item)
7. Upcoming Meetings and Events
a. Next CHB meeting: February 5th, In person; XX County or Virtual: Teams b. Upcoming workshops, staff meetings, or conferences Adjournment
MEETING AGENDA
PRAIRIE LAKES COMMUNITY HEALTH BOARD MEETING MINUTES
Dead Lake Room, Otter Tail County or Virtual via Teams
Thursday, December 4, 2025 | 3:00–4:30 PM
Attendance
Otter Tail Wilkin Other
Jody Lien Maggie Weirtzma (V) Renee F., RnC Consulting
Kristi Goos Stephanie Sandbakken (V) Erica Keppers, MDH (V)
Dan Bucholz Dennis Larson
Melissa Duenow Dave Sayler
Chris LeClair Rick Busko
Sandra King
Call to Order and Welcome
• Vice Chair Rick Busko called the meeting to order at 3:00 PM.
• Quorum established.
• Approval of Agenda: Motion by Dennis Larson, seconded by Dave Sayler. Motion carried.
• Approval of Minutes (November 6, 2025): Motion by Dennis Larson, seconded by Dan
Bucholz. Motion carried.
Governance and Board Development
• PLCHB Charter Review: Organizational structure discussion; revisit in January.
• Annual Meeting: Scheduled for January 7, 2026.
• Elections, Appointments, Budgets, Community Member Stipends: To be addressed in
January.
• SCHSAC: Quarterly meetings noted.
Public Health Governance & Administration
• CHS Administrator’s Report:
o MCIT Insurance: Still in underwriting; sponsorship letter to OTC on December 16.
o Otter Tail County Community Representative: Kathy Simpson expressed interest;
letter of intent pending.
o 2026 Proposed Meeting Dates: Motion by Dan Bucholz, seconded by Dennis
Larson. Motion carried.
o Prairie Lakes Logo: Motion by Dave Sayler, seconded by Dan Bucholz. Motion
carried.
• Financial Reports: WIC grant agreement received; discussion on consent agenda approach
for future grants.
MEETING AGENDA
• Policy Updates: PLCHB Operating Procedures approved with noted changes (membership
correction and stipend language). Motion by Dan Bucholz, seconded by Dennis Larson.
Motion carried.
• Medical Consultant RFP: Lake Region Healthcare proposal accepted; contract approved
with changes pending legal review. Motion by Dennis Larson, seconded by Dan Bucholz.
Motion carried.
4. Foundational Public Health Services & Programs
• Environmental Public Health / Delegation Agreement: Finalization expected by year-end;
public hearings scheduled for January.
• Food, Pools & Lodging Fee Schedule: No changes except removal of re-inspection fee.
Motion by Dan Bucholz, seconded by Dennis Larson. Motion carried.
• Staffing update: Two vacancies in FPL program; interviews scheduled.
5. Community Health Assessment & Improvement
• Performance Management & Quality Improvement Updates:
o Discussion on 2026 Key Performance Indicators (KPIs): Staff retention, fiscal
compliance, cross-county collaboration.
o Final KPI list to be presented in January.
6. Collaboration and Partnership Updates
• Regional Public Health Meetings / MDH Consultant updates shared.
• AMC session on regional public health collaboration highlighted.
7. Upcoming Meetings and Events
• Next CHB Meeting: January 7, 2026 (Otter Tail County or Virtual via Teams).
• All Public Health Staff Meeting: December 8, 2025 (Otter Tail County).
Adjournment
• Motion by Dan Bucholz, seconded by Dennis Larson. Motion passed unanimously.
• Meeting adjourned at 4:25 PM.
2025 2026 2027
Officers
Chair Wayne Johnson
Vice Chair Rick Busko
Secretary Dan Bucholtz
SCHSAC Rep Wayne Johnson
SCHSAC Alternate Vacant
Otter Tail Community Member Vacant
Wilkin Community Member Dave Sayler (Term Ending 2027)
At Large Community Member Vacant
County Attourney Otter Tail- Michelle Eldien
Medical Consultant Vacant
CHS Administrator Jody Lien
Fiscal Host Otter Tail
Prairie Lakes CHB Appointments
Resolution No. 2026-1 A RESOLUTION DESIGNATING HEALTH BOARD APPOINTMENTS WHEREAS, the Prairie Lakes Community Health Board (PLCHB), by virtue of its authority under Minn. Stat. § 145A, and by this Resolution of the Community Health Board adopted at a scheduled meeting of PLCHB on January 7th, 2026, hereby appoints the following persons to act on the Board’s behalf effective immediately, and bind PLCHB for the following purposes: 1. Community Health Services Administrator To serve as the Community Health Board’s Community Health Services (CHS) Administrator according to Minn. Stat. § 145A.04, Subd. 2 and as outlined in the Resolution 2025-1 adopted at the scheduled meeting of PLCHB October 2, 2025.
CHS Administrator: Jody Lien
2. State Community Health Services Advisory Committee (SCHSAC) To serve as the Board’s representative and alternate on the State Community Health Services Advisory Committee to advise, consult with, and make recommendations to the Commissioner of Health on the development, maintenance, funding, and evaluation of local public health services.
Representative: ______________________________________
Alternate: ___________________________________________ 3. Medical Consultant To serve as a Medical Consultant within its jurisdiction who will provide advice and information, to authorize medical procedures through protocols, and to assist the community health board and its staff in coordinating activities with local medical practitioners and health care institutions.
Medical Consultant: Dr. Kristina England, Lake Region Health Care Corporation
4. Legal Services To provide legal counsel related to governance, contracts, policies, and statutory compliance for PLCHB.
Legal Counsel: Otter Tail County This resolution shall be effective January 1, 2026, through December 31, 2026, unless amended by formal Board action.
Adopted this 7th day of January 2026. ______________________________________________________________ Chair, Prairie Lakes Community Health Board
______________________________________________________________ CHS Administrator, Prairie Lakes Community Health Board
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Minnesota Local Public Health Act
SUMMARY OF MINN. STAT. § 145A
This document summarizes the Minnesota Local Public Health Act (Minn. Stat. § 145A). This document is
not a comprehensive summary of all public health mandates or authorities. The complete statute
language can be found online: Minnesota Statutes: Chapter 145A. Community Health Boards. This
document is not a substitute for the advice of your jurisdiction’s legal counsel.
145A.01 Citation
May be cited as the “Local Public Health Act.”
145A.02 Definitions
This section provides necessary definitions for terms included in this statute.
145A.03 Establishment and Organization
▪County must take on the responsibility of a community health board (CHB) or join a CHB.
▪Must include 30,000+ within its jurisdiction or be composed of three or more counties.
▪CHB or 402 board may assign the powers and duties to a human services board. Eligibility for
funding will be maintained if all requirements of a CHB are met.
▪A county may establish a joint CHB by agreement with one or more contiguous counties, or an
existing city CHB may establish a joint CHB with one or more contiguous existing city CHBs in the
same county in which it is located.
▪The CHB must have at least five members and must elect a chair and vice-chair and must hold at
least two meetings per year.
▪CHBs meeting these requirements are eligible for the Local Public Health Grant.
145A.04 Powers and Duties of CHB
▪Develop and maintain a system of community health services.
▪Enforce laws, regulations, and ordinances pertaining to its powers and duties within the jurisdiction.
▪Must identify local public health priorities and implement activities to address the priorities and the
areas of public health responsibility, which include:
▪assuring an adequate local public health infrastructure
▪promoting healthy communities and healthy behavior
▪preventing the spread of communicable disease
▪protecting against environmental health hazards
▪preparing and responding to emergencies
▪assuring health services
▪Must complete an assessment of community health needs and develop a community health
improvement plan, seek community input on health issues and priorities, establish priorities based
on community needs.
▪Must implement a performance management process to achieve desired outcomes.
▪Must annually report to the commissioner on a set of performance measures and be prepared to
provide documentation of ability to meet the performance measures.
▪Must appoint, employ, or contract with a community health services (CHS) administrator to act on
its behalf. CHS administrator must meet personnel requirements outlined in rule.
▪Must appoint, employ, or contract with a medical consultant.
▪May employ personnel.
SUMMARY OF THE MINNESOTA LOCAL PUBILC HEALTH ACT
2
▪ May acquire property, accept gifts and grants or subsidies, and establish and collect reasonable
fees. Access to services must not be denied due to inability to pay.
▪ May contract to provide, receive, or ensure provision of services.
▪ Must make investigations and reports and obey instructions of the Commissioner of Health to
control communicable diseases.
▪ Must participate in planning for emergency use of volunteer health professionals through the
Medical Reserve Corps (MRC).
▪ May enter a building for inspection.
▪ Must remove or abate public health nuisances.
▪ May seek an injunction to enjoin the violation of statute, rule or ordinance.
▪ It is a misdemeanor to hinder CHB, county, or city from entering building where enforcement is
necessary.
▪ Cannot neglect to enforce.
▪ Does not limit powers outlined in other laws.
▪ May recommend legislation.
▪ Must ensure equal access to services.
▪ Must not deny services because of inability to pay.
▪ MDH must establish State Community Health Services Advisory Committee (SCHSAC).
▪ SCHSAC must meet quarterly.
▪ CHB may appoint a member to SCHSAC.
145A.05 Local Ordinances
▪ A county board may adopt various ordinances public health.
▪ Cities and towns may adopt ordinances relating to public health, but they must not conflict with or
be less restrictive than those adopted by the county board.
145A.06 Commissioner; Powers and Duties
This section outlines the powers and duties of the commissioner of health. This is in addition to the
duties outlined in other laws.
145A.61 Criminal Background Studies
This section outlines the commissioner of health’s authority to conduct criminal background studies on
MRC volunteers.
145A.07 Delegation of Powers and Duties
▪ The commissioner of health may enter into delegation agreements with the CHB to perform certain
licensing, inspection, reporting, and enforcement duties.
▪ A CHB may authorize a city or county within in jurisdiction to carry out the activities of a CHB.
145A.08 Assessment of Costs; Tax Levy Authorized
▪ May assess and recover costs for care to control disease or enforcement actions.
▪ A city council or county board that has formed or is a member of a CHB may levy taxes to pay the
cost of performing its duties.
145A.11 Powers and Duties of City and County
A city council or county board that has formed or is a member of a CHB has the following duties:
▪ Must consider the income and expenditures required to meet local public health priorities and
statewide outcomes in levying taxes.
▪ May by ordinance adopt and enforce minimum standards for services provided
SUMMARY OF THE MINNESOTA LOCAL PUBILC HEALTH ACT
3
145A.131 Local Public Health Grant
▪ Funding formula based on level of funding from 2003.
▪ Funding for foundational public health responsibilities must be distributed though a formula
determined by the commissioner in consultation with SCHSAC.
▪ Must provide at least a 75 percent match for the state funds received through the local public
health act grant and the foundational public health responsibilities funds. Eligible match funds
include local property taxes, third party reimbursements, fees, other local funds, donations, and
non-federal grants.
▪ Must meet all the requirements and perform all the duties in 145A.03 and 145A.04
▪ Must comply with accountability requirements outlined each year.
▪ If CHB does not accept LPH grant, the commissioner may retain the funds.
▪ May use their base of their local public health grant funds to address the areas of public health
responsibility and local priorities developed through the community health assessment and
community health improvement planning process.
▪ Must use funding for foundational public health responsibilities to fulfill foundational public health
responsibilities. If a community health board can demonstrate foundational public health
responsibilities are fulfilled, they may use funds for local priorities.
145A.135 Local and Tribal Public Health Emergency Preparedness and Response Grant
Program
This section establishes a local and Tribal public health emergency preparedness and response grant
program.
▪ Funds must be distributed to CHBs and Tribal public health departments.
▪ Grant activities must align with CDC Public Health Emergency Preparedness and Response
Capabilities.
▪ Grantees must report to MDH on how the funds were spent.
▪ MDH must submit a report to the legislature on how the funds were spent.
145A.14 Special Grants
This section addresses the requirements of migrant health grants, Indian health grants, and funding to
tribal governments.
145a.145 Nurse-Family Partnership Programs
This section establishes expansion grants to community health boards and tribal nations to expand
existing nurse-family partnership programs.
145A.17 Family Home Visiting Programs
This section establishes a program to fund family home visiting program.
Minnesota Department of Health
Community Health Division
651-201-3880
health.ophp@state.mn.us
www.health.state.mn.us
8/24
To obtain this information in a different format, call: 651-201-3880.
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PRAIRIE LAKES COMMUNITY HEALTH BOARD
OPERATING PROCEDURES
Membership: The Prairie Lakes Community Health Board (CHB) shall be governed by an appointed
board, with the members of that board selected as follows:
County Commissioners: Two county commissioners shall be appointed from each of the
two represented counties, those being Otter Tail and Wilkin Counties. These
appointments will serve at the will of the respective county board.
Community members: Two community members shall be appointed, with one of those
community members being appointed by the Otter Tail County Board and the other
community member being appointed by the Wilkin County Board.
Community member terms will serve with no restrictions on the number of terms a
member may serve. The Community member will serve at the will of the respective
county board that has appointed them.
At-Large Member: One At-Large Member may be appointed at the will of the PLCHB. The
At-Large Member provides a community perspective and serves as a non-partisan voice
on the Board. This position is intended to strengthen objectivity, public trust and
balanced decision-making. Process for the determination of the At-Large Member is as
follows:
• The individual shall not be an elected official of any participating county or
municipality.
• The individual may or may not reside within the service area of the Board.
• The individual will not have a direct financial, political, or employment conflict of
interest with the Board or any participating county.
• Desired qualifications include demonstrated commitment to public service,
community engagement, or related professional experience.
• Nominations may be submitted to CHS Administrator from the Public Health
Directors, CHS Administrator, participating Boards, or the individual themselves.
• The individual will submit a written statement for consideration providing:
o Name, address and short description of experience and commitment to
the mission of PLCHB.
• PLCHB has the ability to request an interview of the individual at a regular or
special meeting to assess for suitability and neutrality.
• Appointment of the At-Large Member shall require a majority vote of the PLCHB at
a regular or special meeting.
• At-Large members shall be a full voting member of the PLCHB with all rights and
responsibilities equal to those of a county appointed member.
• The At-Large Member shall sign a Conflict of Interest and Neutrality Statement
annually.
• The At-Large member shall refrain from advocating on behalf of a single county
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and shall represent the best interest of the region as a whole.
Community Health Board Community members are eligible to receive per diem
allowance and travel allowance through the Prairie Lakes Community Health Board.
Appointment of all members to the CHB shall be by the respective appointing authority
before the first meeting of the year.
Any vacancies occurring on the Board shall be filled in the same manner in which the
retiring board member was selected.
A vacancy shall be deemed to exist should any member appointed by virtue of his or her
status as a member of a County Board cease to serve as a member of said County Board.
Officers:
There shall be a chairperson, a vice-chairperson, and secretary, each of whom shall be
elected annually at the first meeting of the calendar year.
The chairperson shall preside at all Community Health Board meetings. The chair shall
be responsible for representing official positions and statements formulated by the
Community Health Board. The chair shall also perform all duties common to the office of
chairperson and as the Community Health Board may designate.
The vice-chairperson shall assume the powers and duties of the chairperson during
periods of his/her absence and shall perform such additional duties and functions as the
Community Health Board may direct.
The secretary shall assure minutes are kept of the meetings of the PLCHB. A recording
secretary shall be designated by the Community Health Board. That recording secretary
shall keep the minutes of the Community Health Board meetings and shall attend to the
delivery of notices and agenda for all Community Health Board meetings.
Voting and
Quorum:
Each Community Health Board member shall be entitled to one (1) vote on the
Community Health Board. Votes shall be cast in person by the member or as permitted
by Open Meeting Law. Voting shall be by voice vote, provided that upon the demand of
any member present at the meeting, voting upon any question shall be by roll call vote. A
quorum shall consist of at least four members. All Community Health Board actions shall
be determined by a majority of the votes cast at a meeting of the Community Health
Board.
Meetings:
There shall be a minimum of four meetings per year on such dates and at such times and
places as the Community Health Board shall determine.
The first meeting of the year will be the annual meeting. Special meetings or emergency
meetings may be called by the chairperson or upon request of four or more Community
Health Board members.
Notice of regular meetings shall be delivered to each Community Health Board member
at least seven (7) calendar days prior to the date of the meeting. This required timeline
may be waived and any reasonable means of notice provided to the Community Health
Board members in the event of a special or emergency meeting. Notices shall include an
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Open meeting
law
compliance:
agenda.
All proceedings of the Community Health Board and any committee or subgroup of the
Community Health Board that is subject to the Open Meeting Law shall be open to the
public unless appropriately closed pursuant to law.
All votes taken of members of the Community Health Board shall be recorded and shall
become matters of public record. All meetings of the Community Health Board shall be
conducted in a manner consistent with the Minnesota Open Meeting Law.
Pursuant to Minn. Stat. 13D.02, a board member may be considered present at the
meeting for the purposes of determining quorum and participating in all proceedings
from a remote location via interactive technology if the following conditions are met:
Prairie Lakes Community Health Board shall comply with Minnesota Statutes, Chapter
13D (Open Meeting Law), as amended, including all requirements for notice, conduct of
meetings, and use of interactive technology.
1. The CHB will establish a regular meeting schedule which will be kept on file at
Otter Tail County Public Health as required by Minnesota Statute 13D.04, subd.
Additional notice requirements for special meetings will be specified in the CHB’s
By-Laws.
2. When special meetings are called in accordance with Minnesota Statute 13D.04,
subd.2, a written notice of the special meeting shall be posted on the door of the
usual meeting room at least three (3) days prior to the meeting and shall include
the date, time, place and purpose of the meeting. Additional notice requirements
for special meetings will be specified in the CHB’s By-Laws.
3. When emergency meetings for circumstances requiring immediate consideration
by the CHB are called a good faith effort shall be made to notify each news
medium that has filed a written request for notice of meetings. It shall not be
required to post or publish a notice of emergency meetings.
4. The CHB may conduct meetings by interactive technology and will comply with
Minnesota Statute 13D.02 and 13D.021. Notice of such meetings shall include
the regular meeting location and the fact that members may participate in the
meeting using interactive technology. The CHB will assure:
a. At least one member of the CHB is physically present at the regular
meeting location.
b. All members of the CHB participating in the meeting, regardless of their
physical location, can hear and see all the discussion and testimony
presented at the local at which one member is present.
c. Members of the public present at the regular meeting location can hear
and see discussion and testimony and all votes of the members of the
body.
d. All votes are conducted by roll call so each member vote on each issue
can be identified and recorded.
e. All meeting notices under this section shall be posted in accordance with
the methods and timelines set forth in Minnesota Statute 13D.04, these
operating procedures and the By-Laws of the CHB.
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To the extent Open Meeting Law contradicts this, the Open Meeting Law supersedes.
Public Input: Prairie Lakes Community Health Board shall assure public input on public health matters
relating to the development, maintenance, funding and evaluation of community health
services via community member representation on the PLCHB.
Other
Committees:
Prairie Lakes Community Health Board may establish such other committees as may be
deemed necessary or appropriate.
CHS
Administrator:
The Community Health Board must appoint and authorize a CHS Administrator to act on
the Community Health Board’s behalf. The CHS Administrator role shall be reviewed
annually and appointed at the first meeting of the calendar year. The duties and
responsibilities of the CHS Administrator shall be set forth in a separate resolution
ratified annually.
These actions will bind the Community Health Board for the following purposes:
A. To serve as the Community Health Board’s agent according to Minnesota
Statutes 145A in communicating with the Commissioner of Health between
Community Health Board meetings, including receiving information from the
Commissioner and disseminating information to the Commissioner on the
Community Health Board’s behalf.
B. To sign and submit to the Commissioner the established local public health
priorities and the mechanisms to address the priorities and achieve statewide
outcomes within the limits of available funding according to Minnesota Statutes.
145A.
C. To sign and submit to the Commissioner the Community Health Board’s annual
budget, revisions to the budget, and expenditure reports submitted according to
Minnesota Statutes 145A.
D. To sign and execute, on behalf of the Community Health Board, contracts for
funding under grant contracts administered by the Commissioner of Health or
other entities as deemed appropriate by the Community Health Board.
Fiscal Host:
Cost
Allocation:
Otter Tail County shall be the fiscal host for Community Health Board.
Otter Tail County will accept funds on behalf of the Community Health Board and
disperse funds to the local health departments as outlined in the joint powers agreement.
Otter Tail County financial and accounting policies and practices shall be adopted as
fiscal host.
Community Health Board expenses shall be shared equitably by participating local
health departments.
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Medical
Consultant:
Legal
Consultant:
Conflict
Resolution:
The Community Health Board must appoint, employ, or contract with a medical
consultant to ensure appropriate medical advice and direction for the community health
board and assist the board and board of health staff in the coordination of community
health services with local medical care and other health services. Such services shall be
secured from a physician within one of the member counties for a three-year term.
Compensation shall be negotiated between PLCHB and the Medical Consultant secured
by PLCHB.
The Community Health Board shall appoint legal representation from an Attorney within
one of the member counties at the first meeting of the calendar year.
Any CHB member who identifies a conflict or dispute will bring it to the Chair in writing,
outlining the concerns.
The Chair will add the issue to the agenda for discussion at the next PLCHB meeting.
If the CHB cannot resolve the issue through normal discussion and voting, the Chair will
arrange for a neutral facilitator or mediator to assist. Possible mediators may include the
Association of Minnesota Counties, Minnesota Department of Health, or another
mutually agreed resource.
PLCHB may seek a written advisory opinion from legal counsel, subject matter experts, or
a state agency.
If no consensus is reached, the CHB will make a decision following the voting rules in the
Agreement.
If the conflict cannot be resolved within the CHB, the matter may be referred back to the
participating county boards for direction.
Legal action will only be used after the above steps have been attempted in good faith.
Operating
Procedures
Review:
These Operating Procedures will be reviewed yearly at the Annual meeting.
-Signatures on separate page-
PRAIRIE LAKES COMMUNITY HEALTH BOARD
2026 MEETING DATES
DATE TIME LOCATION
*January 7th, 2026 3:00-4:30
February 5th, 2026 3:00:4:30
April 2nd, 2026 3:00-4:30
May 7th, 2026 3:00:4:30
June 4th, 2026 3:00-4:30
August 6th, 2026 3:00-4:30
October 1st, 2026 3:00-4:30
December 3rd, 2026 3:00-4:30
*1st Thursday of the month, unless otherwise noted.
**No March (vacations planned), July, September, or November meetings.
Resolution No. 2026-3 A RESOLUTION REGARDING PARTICIPATION AS A MEMBER OF THE MINNEOSTA COUNTIES INTERGOVNERMENTAL TRUST The Prairie Lakes Community Health Board hereby acknowledges participation as a member of the Minnesota Counties Intergovernmental Trust by the acceptance and execution of the MCIT joint powers agreement denoted as "Minnesota Counties Intergovernmental Trust, Joint Powers Agreement, Adopted by Membership December 4, 2017".
Adopted this 7th day of January 2026.
____________________________________________________________ Chair, Prairie Lakes Community Health Board _____________________________________________________________ CHS Administrator, Prairie Lakes Community Health Board
Resolution No. 2026-2 A RESOLUTION REGARDING WORKERS’ COMPENSATION COVERAGE FOR ELECTED OR APPOINTED OFFICIALS The Prairie Lakes Community Health Board for the Health Board does hereby resolve that, pursuant to the requirements of Minn. Stat. §176.011, subd. 9 (6), that all officers of Prairie Lakes Community Health Board who are elected or appointed to a regular term of office, or to complete the unexpired portion of a regular term, shall be included within the definition of “employee” as that term is defined in Minn. Stat. §176.011, subd. 9 for purposes of coverage under the Workers’ Compensation Laws of the State of Minnesota.
Adopted this 7th day of January 2026.
______________________________________________________________ Chair, Prairie Lakes Community Health Board ______________________________________________________________ CHS Administrator, Prairie Lakes Community Health Board
MCIT Coverage Summary and Cost Estimate
Prairie Lakes Community Health Board
PROPERTY COVERAGE:
Coverages: Buildings, Contents and Property in the Open
• Applies to scheduled properties only
• Physical damage arising from covered perils
• Replacement cost valuation (with few exceptions)
• Limit of coverage based on scheduled value subject to 125% valuation provision
• Per schedule
• $1,000 deductible
Inland Marine
• Applies to scheduled equipment only
• Per schedule
• EDP equipment based on the EDP Inventory
• $1,000 deductible
Valuable Papers and Records
• $5,000 coverage limit per claim
Extra Expense Coverage
• $10,000 coverage limit per claim
Money and Securities
• $100,000 coverage limit per claim
GENERAL LIABILITY COVERAGES:
Limits of Liability: $500,000 each claimant/$1.5 million each occurrence.
For liability losses not subject to Minnesota Statutes Sections 466.01 – 466.15, $2 million per
occurrence.
Deductible: $1,000
Coverages: Bodily Injury and Property Damage liability
Personal and Advertising Injury liability
Medical Payments coverage:
Limit: $2,500; no deductible. Its use is discretionary.
Public Employees liability coverage (errors & omissions):
Limits match those shown above in the general liability section. A deductible of $2,500 per wrongful act
applies. This is a claims–made coverage form with a retroactive date that is the effective date of the
coverage or other date as approved by MCIT.
Employee Benefits liability coverage:
Limits match those shown above in the general liability section. A deductible of $1,000 per wrongful act
applies. This coverage responds to claims made for damage resulting from a wrongful act related to the
administration of the member’s benefits package. This is a claims–made coverage form with a
retroactive date that is the effective date of the coverage or other date as approved by MCIT.
AUTOMOBILE COVERAGES:
Limits of Liability: $500,000 each claimant/$1.5 million each occurrence.
For claims not subject to Minnesota Statutes Sections 466.01 – 466.15,
$2 million per occurrence.
Coverages: Comprehensive - $500 deductible
Collision - $1,000 deductible
Bodily Injury/Property Damage
Personal Injury Protection–statutory
Uninsured/Underinsured Motorist $25,000/$50,000 each coverage
Vehicle schedule: Per schedule
PRIVACY OR SECURITY EVENT (CYBER) COVERAGE:
Response expense
Liability, defense and settlement cost
Electronic equipment damage, electronic data damage and network interruption
Cyber extortion
Misdirected payment fraud and computer fraud
$250,000 annual aggregate limit
$5,000 deductible
EMPLOYEE DISHONESTY AND FAITHFUL PERFORMANCE OF DUTY (BOND) COVERAGE:
Provides coverage for loss or damage to the member’s money, securities and property other than money
and securities as defined, caused by employee dishonesty or an employee’s lack of faithful performance
of duty.
Limit of Coverage: $50,000 per occurrence
Deductible: $0
WORKERS’ COMPENSATION
Statutory Coverage for staff and board members
OTHER COVERAGES designed for our members:
Department of Human Rights coverage
Legal fees paid in addition to limits of liability
Enhanced defense coverage
Open Meeting Law coverage
ANNUAL COST ESTIMATE:
Estimated Contribution
Property/Casualty $ 5,123
Workers’ Compensation (optional board coverage only) $ 366
Total $ 5,489
Note: The coverages described above are subject to the terms, conditions, limitations and exclusions
contained in the MCIT Coverage Document.
This Cost Estimate is not an invoice. Do not send payment until coverage is bound and you receive an
actual MCIT invoice.
The contribution and coverage estimates as listed on this summary are valid for 90 days.
Prairie Lakes Community Health Board Community Member Stipend and Mileage Policy Purpose This policy establishes a stipend and mileage reimbursement for community members serving on the Prairie Lakes Community Health Board (PLCHB) to support participation and recognize the time and travel associated with health board service. Annual Action Item Approve a stipend amount and mileage reimbursement for community member representatives serving on the Prairie Lakes Community Health Board annually. Stipend Community member representatives shall receive an annually determined stipend per attended Prairie Lakes CHB meeting. Stipends are intended to offset time and incidental expenses related to board service and do not constitute employment compensation. Mileage Reimbursement Community member representatives shall be eligible for mileage reimbursement for travel to and from Prairie Lakes CHB meetings and approved board-related activities at the IRS mileage rate in effect at the time of travel. Reimbursement Process Mileage reimbursement requests must be submitted using the approved reimbursement form within 60 days of travel and include date, purpose, and miles traveled. Reimbursements will be processed through the PLCHB fiscal agent, Otter Tail County. Administration The Community Health Services Administrator or designee shall oversee administration of stipends and mileage reimbursements in coordination with the fiscal agent. Review This policy shall be reviewed annually and may be amended by formal action of the Prairie Lakes Community Health Board. Adopted by the Prairie Lakes Community Health Board on January 7th, 2026.
______________________________________________________________ Chair, Prairie Lakes Community Health Board ______________________________________________________________ CHS Administrator, Prairie Lakes Community Health Board
CHB Revenue Summary
Revenue Otter Tail % Otter Tail Wilkin % Wilkin Indirect Costs Shared Expenses Partners Total Comments
Local Public Health Grant 338,504.00$ 85%57,486.00$ 15%395,990.00$ Confirmed Total
Foundational Public Health Responsibilites Grant 0%0%196,309.00$ Confirmed Total
MN Public Health Infrastructure Fund Innovation Project (with PNM)$100,000 100%0%PNMCHB $100,000
CDC Federal Infrastructure Grant $159,881 83%$31,670 17%$191,551
Strong Foundations Grant 566,250.00 100%0%0%566,250.00$ Confirmed Total
Strong Foundations Collaborative Grant $37,000 100%PNMCHB $37,000
Temporary Assistance for Needy Families (TANF)37,895.00$ 90%4,259.00$ 10%15%42,154.00$ thru June- indirect $6323
Title V Maternal Child Health (MCH)59,217.00$ 100%0%59,217.00$ Confirmed Total
Child and Teen Check-Up Outreach 10,629.63$ 8%116,835.37$ 92%127,465.00$ Confirmed Total
Follow Along Program 11,400.00$ 100%-$ 0%11,400.00$ Confirmed total
Women, Infants & Children (WIC) Fed ALN 10.557 0%0%248,000.00$ Confirmed Total
Children & Youth with Special Health Care Needs Varies depending on service
MDH Response Sustainability Grant (RSG) FY 2025 62,390.00$ 66%32,204.00$ 34% $ 94,594.00
MDH Response Sustainability Grant (RSG) FY 2026 57,297.00$ 60%31,048.00$ 32%15%95,745.00$ Confirmed Total
Public Health Emergency Preparedness (PHEP)0%0%15%30,306.00$ Confirmed Total
MRC Strong 1,980.68$ 10,877.28$ Horizon 12,857.96$
Cannabis and Substance Use Prevention Program 80,724.00$ 73%30,000.00$ 27%0%$110,724 Confirmed Total
Statewide Health Improvement Program 6.0 (SHIP)-$ -$ P4HCHB -$
MDH - Uninsured and Underinsured Adult Vaccine (UUAV) program Fee for Servce
Minnesota Vaccine for Children Site Visits Varies depending on service
Perinatal Hepatitis B Varies depending on service
Sexual and Reproductive Health Services Grant 4,500.00$ 100%-$ 0%MAHUBE 4,500.00$
Total 1,527,668.31$ 83%314,379.65$ 17%$0.00 $0 2,324,062.96$
Expenses:Dollar Estimate Totals
Audit*20,000.00$ *2026 costs will be P4H 2025 audit
MCIT Insurance 5,489.00$
Board Exp (Supplies/Food)**400.00$ ** Mileage and per diem paid by CHB for community representatives
Board Stipends (est for 3 mbrs, 8 mtgs @ $75)$1,800 Mileage (Federal Reimbursement Rate)***$435 ***Figured approx 25 miles per mtg x 3 members x 8 meeting at current rate $0.725
Fiscal Host
PH-Doc Fees - 2026 $36,819
CHB Medical Consultant 8,000.00$
Total $72,942.97
Net (Rev less Cost)2,251,119.99$
Disbursements Dollar Estimate Totals
OTC Grant Disbursements 1,527,668.31$
Wilkin Grant Disbursements 314,379.65$
Net 482,015.00$ Net Zero
CHB Expense Summary
Net Operating Summary
Prairie Lakes Community Health Board 2026 Budget
DELEGATION AGREEMENT FOR PROGRAM, ADMINISTRATION, DATA, AND RESOURCE SHARING BETWEEN PRAIRIE LAKES COMMUNITY
HEALTH BOARD AND THE BOARDS OF OTTER TAIL AND WILKIN COUNTIES THIS AGREEMENT, is made and entered into the 7th day of January 2026 (the “Effective Date”) pursuant to Minnesota Statutes 145A.07, Subd. 2 by and between the Counties of Otter Tail and Wilkin Counties (collectively, the “Counties”) and Prairie Lakes
Community Health Board, a joint powers entity (collectively, the PLCHB). WHEREAS, the Counties desire to work collaboratively to implement a regional Public Health sharing model; and
WHEREAS, PLCHB is a community health board as that term is used in Minnesota Statute
145A.02, Subd.5 and WHEREAS, PLCHB recognizes that clients move across county boundaries and that in order to effectively and efficiently maintain services for clients, it is necessary and desirable to share
client information and service delivery between and among county agencies; and
WHEREAS, PLCHB recognizes that in order to implement a cross-agency programs and coordinate public health services on a regional basis as identified in the addendum, the Counties will need to share information and resources with each other, as permitted by state and federal
law; and
WHEREAS, PLCHB desires to delegate the below-described responsibilities to the Counties; and
WHEREAS, the Counties wish to carry out said responsibilities in accordance with applicable
federal and state laws, regulations and standards; and WHEREAS, the Counties hereby state and affirm they are fully qualified and capable of performing said responsibilities; and
WHEREAS, the Counties therefore desire to enter into this Agreement to identify the Counties and PLCHB roles and responsibilities in implementing public health programs. . NOW, THEREFORE, in consideration of the mutual promise and benefits that each
party shall derive here from, and other good and valuable consideration, receipt of which is
hereby acknowledged, the parties agree as follows:
ARTICLE I- DEFINITIONS The terms used in this Agreement shall have those definitions as described in Minnesota Statute Chapter 145A.
ARTICLE II- DELEGATION OF RESPONSIBILITIES
Section 1: PLCHB may authorize Otter Tail and Wilkin Counties to carry out responsibilities to fulfill certain Community Health Board responsibilities. Section 2: In accordance with Minnesota Statute 145A.07, PLCHB hereby delegates, and the
Counties hereby accept delegation of those responsibilities outlined in Exhibit A. Exhibit A may
be amended from time to time by PLCHB provided that such change is communicated to the Counties at least ninety (90) calendars days prior to the implementation of the change. The Counties may raise an objection to the proposed change by notifying PLCHB no later than sixty (60) calendar days after such change is communicated. Disputes as to the propriety of any
change to the exhibit as outlined in this subdivision shall be resolved by decision of the PLCHB
to the extent that the change does not result in additional cost to the Counties. Section 3: It is expressly understood that this agreement does not address or provide for financial consideration for the delegated responsibilities except as outlined in Exhibit A. PLCHB will not
assume financial responsibility for the delegated responsibilities except to the extent that PLCHB
is the holder of a grant or third-party payment that allows payment to the Counties for some or all of the delegated responsibilities. Section 4: It is expressly understood that this Agreement does not alter the responsibilities of the
PLCHB for the performance of duties specified in law.
ARTICLE III- PLCHB RESPONSIBILITIES Section 1: The PLCHB will perform the duties outlined in the attached Exhibit A in accordance
with applicable federal and state laws, regulations, and rules. Section 2: The PLCHB will perform ongoing oversight and monitoring of the Counties performance of its duties under this Agreement. This will include but not be limited to review of any reporting requirements under this Agreement. At any time, PLCHB may audit records and
documents related to the responsibilities performed under this Agreement. PLCHB will provide at least thirty (30) calendar days advance notice prior to any on site audit. Section 3: The PLCHB will consult with, advise and assist the Counties in the performance of its duties under this agreement.
Section 4: The PLCHB will use the following criteria to determine if the Counties meets appropriate standards and is sufficient to replace performance by PLCHB. A. Applicable federal and state laws, regulations, and rules B. Compliance with both PLCHB and the Counties policies and procedures.
C. The Counties compliance with grant requirements of delegated grant work; D. The Counties compliance with PLCHB reporting requirements to federal and state agencies.
E. The Counties compliance with the directive that delegated Community Health Services are accessible to all persons on the basis of need.
F. The Counties compliance with the directive that delegated responsibilities will not be
denied because of inability to pay. ARTICLE IV-COUNTIES RESPONSIBILITIES
Section 1: The Counties will perform the responsibilities outlined in the attached Exhibit A in
accordance with applicable federal and state laws, regulations, and rules. Section 2: The Counties will provide sufficient staff and resources as may be necessary to fully perform the responsibilities outlined in the attached Exhibit A. The Counties will maintain all
federal, state, and local licenses, certifications, accreditations and permits, without material
restriction, that are required to provide the activity outlined in this Agreement. The Counties will notify PLCHB in writing within ten (10) calendar days after it learns of any suspensions, revocations, condition, limitation, qualification or other material restrictions on the Counties licenses, certifications, accreditations, or permits.
Section 3: The Counties will comply with all reporting requirements, including timeliness of reporting, that may be reasonably required by PLCHB. The Counties will provide PLCHB with regular reports, at least annually, regarding the provision of responsibilities under this Agreement.
Section 4: The Counties may not sub-delegate any responsibilities delegated pursuant to this Agreement. ARTICLE V- RESPONSIBILITIES NOT DELEGATED
Section 1: The Counties must not perform licensing, inspection or enforcement duties under the Agreement in territory outside its jurisdiction unless approved by the governing body for that territory through a separate agreement.
Section 2: The scope of this Agreement is limited to duties and responsibilities agreed upon by
the parties contained herein. Anything not outlined in this agreement is the responsibility of the Counties. ARTICLE VI- TERMINATION
Section 1: This Agreement will automatically renew annually, subject to the termination
provisions of this Article.
Section 2: Either party may terminate this Delegation Agreement upon at least one hundred
twenty (120) calendar days prior notice to the other party. Notice shall be in writing and sent by
U.S. mail to the principal offices of the other party. Termination of delegation responsibilities
will be effective January 1 following the notice of termination by either party.
Section 3: PLCHB may revoke the delegation of some or all of the responsibilities which the
Counties are obligated to perform under this Agreement in the event the Counties fail to perform
the delegated responsibilities or correct non-compliant delegated responsibilities in a timely
manner to the satisfaction of PLCHB. In such instance, the PLCHB must provide at least thirty
(30) calendar days advance notice of such revocation unless immediate revocation is necessary
to prevent harm or danger to individuals served by the delegated responsibilities.
ARTICLE VII- DATA, AND RECORDS
Section 1: The CHB and the Counties agree to maintain the confidentiality of protected health
information regarding individuals served by the Counties pursuant to this Agreement and to
comply with all state and federal requirements for accuracy and confidentiality of said data,
including the requirements established by PLCHB.
Section 2: The Counties shall maintain an accurate and timely record system through which all
pertinent data relating to this Agreement is documented. The Counties shall retain all data
related to this Agreement for a period consistent with a records retention schedule that has been
provided to PLCHB or for such longer periods as required by applicable federal and state law or
regulation.
Section 3: The Counties agree to provide to PLCHB during the term of this Agreement and for a
period of ten (10) years following the provision of services access to all data related to this
Agreement unless such data may not be disclosed to PLCHB pursuant to the Minnesota
Government Data Practices Act or other applicable laws. The Counties shall promptly provide
data or information to PLCHB as requested. The Counties have no obligation to release records
to the extent such release is unlawful.
ARTICLE VIII- RESPONSIBILITY FOR DAMAGES
Section 1: Each party shall be responsible for all damages, claims, liabilities, or judgements that
may arise as a result of its own negligence or intentional wrongdoing. Any cost for damages,
claims, liabilities, or judgements incurred as a result of the other party’s negligence or intentional
wrongdoing shall be the responsibility of the negligent party.
ARTICLE IX- GENERAL PROVISIONS
Section 1: The parties agree to be bound by the terms of this Agreement for the responsibilities
to be provided under this agreement until the parties enter a subsequent agreement or the
Agreement is terminated by either party.
Section 2: This Agreement may only be modified through a written amendment signed by both
parties. Such amendment will require the signature of the Commissioner of Health or their
designee. Amendment of Exhibits shall be governed by Article II, Section 2.
Section 3: This Agreement shall be governed and construed under the laws of the State of
Minnesota.
Section 4: If any part of this Agreement should be determined to be invalid, unenforceable, or
contrary to law, that part shall be deleted and the other parts of this Agreement shall remain fully
effective.
Section 5: Any section of this Agreement that by its terms contemplates or requires continuing
effect following termination of this Agreement shall survive such termination.
Section 6: The effectiveness of this Agreement is subject to the approval of this Agreement by
the Minnesota Department of Health.
(Remainder of this Page Intentionally Left Blank)
DELEGATING AUTHORITY:
IN WITNESS WHEREOF,
Adopted by the Prairie Lakes Community Health Board on the 7th day of January 2026.
_________________________________________________ PLCHB Chair
__________________________________________________ PLCHB Community Health Services Administrator
THE COUNTIES:
IN WITNESS WHEREOF,
Adopted by the OTTER TAIL County Board of Commissioners on the ___ day of __________,
2025.
_____________________________________________ Chair, Board of Commissioners _____________________________________________
Clerk, Board of Commissioners _____________________________________________ County Attorney
Adopted by the WILIKIN County Board of Commissioners on the ___ day of __________, 2025.
_____________________________________________ Chair, Board of Commissioners _____________________________________________ Clerk, Board of Commissioners
Approved as to form and content _____________________________________________
County Attorney
Approved by the Commissioner, Minnesota Department of Health (or their designee):
Name Date
Exhibit A
Responsibilities PLCHB Responsibilities Counties Responsibilities
Foundational Capabilities/ Statutory Mandates
• Assessment &
Surveillance
• Policy
Development &
Support
• Community
Partnership
Development
• Accountability &
Performance
Management
• Equity
• Organizational
Competencies
• Communications
• Appointment of Medical
Consultant
• Appointment of CHS
Administrator
• Appointing State
Community Health
Services Advisory
Committee member and
alternate
• Annual reporting,
accountability and
performance
management
• Fiscal management,
support, and oversight
• Host PHDOC contract
and server (Otter Tail)
• CHA/CHIP
• Strategic Planning
• Workforce Development
• Quality Improvement
• CHB policy development
and support
• Legislative monitoring
• Health equity
• Enforce laws, regulations
and ordinances
pertaining to powers and
duties
• CHB meetings and
associated
documentation
• External communication
of public health
responsibilities
• Program and CHB grant
proposal development,
reporting and
management.
• Hire personnel
• Incorporate personnel into
county system and policies
• Staff supervision
• Staff compensation
• Staff equipment and furniture
• Information technology support,
computer, internet and phone
access
• Physical office space for staff
• Financial management of staff
time
• Orientation to County related
employment
• Participation in the annual
reporting of performance
measures and reports on
expenditures
• Participation in the development
of plans and policies
• Provide matching funds as
required by Minnesota Statute
145A.
Maternal, Child and Family Health
• Family Home
Visting
• WIC (Women,
Infant, Children)
• Follow Along
Program
• EHDI/BDI
• Program supervision
• Program orientation
• Grant oversight
• Grant reporting
• Financial management of
grants
• Partnership management
• Data management
• PH Doc maintenance
• Communications
• Community partner
development
• Health equity
• Hire personnel
• Incorporate personnel into
county system and policies
• Staff supervision
• Staff compensation
• Staff equipment and furniture
• Physical office space for staff
• Financial management of staff
time
• Orientation to County related
employment
Communicable Disease Control
• Disease
Prevention and
Control
• Immunization
Programs
• Program supervision
• Program orientation
• Grant oversight
• Grant reporting
• Financial management of
grants
• Partnership management
• Report and investigate
communicable disease
• Case Management (TB,
Latent TB, Hepatitis B,
Refugee Health)
• Directly Observed
Therapy
• MNVFC site visits
• Data management
• PH Doc maintenance
• Community Vaccine
Clinics
• Distribute vaccine in
accordance with MDH
policies
• Communications
• Community partner
development
• Health equity
• Hire personnel
• Incorporate personnel into
county system and policies
• Staff supervision
• Staff compensation
• Staff equipment and furniture
• Physical office space for staff
• Financial management of staff
time
• Orientation to County related
employment
Emergency Preparedness & Response
• PHEP
• RSG
• MN Responds
• Program supervision
• Program orientation
• Grant oversight
• Grant reporting
• Financial management of
grants
• Data management
• CHB partnership
management
• Communications
• Health equity
• Hire personnel
• Incorporate personnel into
county system and policies
• Staff supervision
• Staff compensation
• Staff equipment and furniture
• Physical office space for staff
• Financial management of staff
time
• Orientation to County related
employment
• Departmental/County COOP
• Local partnership management
• Local Response Plans and MOU
management (Isolation and
Quarantine, Minnesota
Responds, etc.)
• Local Emergency Management
coordination
• Local communications needs
Chronic Disease and Injury Prevention
• SHIP
• Mental Health
• Substance use
prevention
• Lead
• Program supervision
• Program orientation
• Grant oversight
• Grant reporting
• Financial management of
grants
• CHB Coalition
management
• Data management
• PH Doc maintenance
• Communications
• CHB Community partner
and development
• Health equity
• Hire personnel
• Incorporate personnel into
county system and policies
• Staff supervision
• Staff compensation
• Staff equipment and furniture
• Physical office space for staff
• Financial management of staff
time
• Orientation to County related
employment
• Ordinance development,
maintenance and compliance
• Local programs, coalitions, and
grants unique to the county
• Local communication needs
Environmental Public Health
• Public Health
Nuisance
• Food, Pool and
Lodging
Delegation (FPL)
• Other
environmental
health (e.g.
mold, radon, air
quality)
• FPL Ordinance
development,
compliance and
maintenance
• FPL Program Standards
review
• FPL Program supervision
• FPL Program orientation
• FPL Partnership
management
• FPL Data management
• CHB Environmental
Health Grant oversight
• CHB Environmental
Health Grant reporting
• Financial management of
CHB Environmental
Health grants
• EH Manager
maintenance
• Communications
• Health equity
• Assure protection
against environmental
health hazards is
addressed
• Hire personnel
• Incorporate personnel into
county system and policies
• Staff supervision
• Staff compensation
• Staff equipment and furniture
• Physical office space for staff
• Financial management of staff
time
• Orientation to County related
employment
• Response to other local
environmental health issues
• Other local environmental
health ordinance development,
compliance and maintenance
• Removal, enforcement and
abatement of public health
nuisances
• Sales age compliance checks
• Response to Water Advisories
• Outreach and education on
community driven
environmental health issues
• Local Environmental Health
related grant oversight, reporting
and management
Access to & Linkage with Clinical Care
• Child and Teen
Check-up
• Dental Health
• Program supervision
• Program orientation
• Grant oversight
• Grant reporting
• Financial management of
grants
• Partnership management
• Data management
• PH Doc and CATCH3
maintenance
• Communications
• Community partner and
development
• Hire personnel
• Incorporate personnel into
county system and policies
• Staff supervision
• Staff compensation
• Staff equipment and furniture
• Physical office space for staff
• Financial management of staff
time
• Orientation to County related
employment
• Health equity
PRAIRIE LAKES COMMUNITY HEALTH BOARD DATA PRACTICES AND RECORDS MANAGEMENT AGREEMENT
THIS AGREEMENT, is made and entered into the 7th day of January 2026 (the “Effective Date”) pursuant to Minnesota Statutes Section 471.59 by and between the Counties of Otter Tail and Wilkin (collectively, Prairie Lakes Community Health Board or the “Counties”).
WHEREAS, the Counties desire to work collaboratively to implement a regional Public Health Services sharing model via the Prairie Lakes Community Health Board (PLCHB); and WHEREAS, the Counties recognize that clients move across county boundaries and that
in order to effectively and efficiently provide services for clients, it is necessary and desirable to
share client information and service delivery between and among county agencies; and
WHEREAS, Minn. Stat. § 13.46 allows counties to share client information with each other’s personnel when working on the same programs, and for the purpose of determining eligibility for and the need to provide services to individuals and families, and for evaluating the effectiveness of programs; and
WHEREAS, the purpose of the collaborative efforts is to provide a structure for the Counties to collectively share general program information, discuss best practices for public health services, and to provide general direction for the Counties on their goal of collectively improving the lives of constituents in the region; and
WHEREAS, the Counties recognize that in order to implement cross-agency programs and coordinate public health services on a regional basis as identified in the Delegation Agreement for Program, Administration, Data and Resource Sharing Agreement, the Counties will need to share information and resources with each other, as permitted by state and federal
law; and
WHEREAS, the Counties therefore desire to enter into this Agreement to identify their roles and responsibilities in implementing shared services under the community health board.
NOW, THEREFORE, in consideration of the mutual promise and benefits that each
party shall derive here from, and other good and valuable consideration, receipt of which is hereby acknowledged, the parties agree as follows: ARTICLE I- DEFINITIONS
Agreement means this Agreement for data sharing among the Counties related to shared programs, services, resources and administration. Authorized Representatives means the CHS Administrator, each County’s Public Health Director,
and their designees.
Data means any recorded information collected, created, received, maintained, or disseminated by either County that relates to public health services or functions. Other terms such as Private Data,
De-identified Data, and Data Custodian are defined in accordance with Minn. Stat. § 13.02.
Public Health Services includes those foundational responsibilities which have been retained by the Prairie Lakes Community Health Board (PLCHB)
ARTICLE II- PURPOSE The Counties have entered into this Agreement for the purposes set forth in the Recitals to this Agreement, which are incorporated herein by reference. In particular, the Counties have entered into this Agreement for the purpose of establishing the terms and conditions under which the
Counties will share, access and use data to support shared public health services and functions
conducted under the Prairie Lakes Joint Powers Agreement and the Delegation Agreement for Program, Administration, Data and Resource Sharing Agreement between Prairie Lakes Community Health Board and the Boards of Otter Tail and Wilkin Counties. ARTICLE III- LEGAL AUTHORITY
The Counties enter into this Agreement pursuant to Minn. Stat. § 145A.04, subd.6 which authorizes local boards of health to enter into agreements necessary to carry out their public health responsibilities, Minn. Stat. § 13.05, Subd.7 which governs the sharing of government data between entities for the administration and management of shared programs; and Minn. Stat. §
471.59 which allows political subdivision to jointly exercise powers and share resources and to facilitate the lawful and secure exchange of data to perform the Foundational Public Health Responsibilities, including assessment, surveillance, data analytics, and program evaluation as well as ensure compliance with the Minnesota Government Data Practices Act, Minn Statue Chapter 13, Minn. Stat.§ 145A.04, HIPPA and all applicable federal and state data privacy and
security laws. ARTICLE IV- SCOPE OF DATA SHARING Data shared under this Agreement may include but not be limited to assessment, surveillance,
environmental health, performance improvement, and workforce data, used only for authorized public health purposes under the Prairie Lakes Joint Powers Agreement. The Counties each agree to comply with data privacy laws, restrict access to authorized personnel, and ensure secure transmission, store and destruction of data.
All data will be classified and protected in accordance with Minn. Stat. § 13.02, with encryption during transmission and access limited to authorized users. Data shall be retained and destroyed per the Minnesota Record Retention Schedule. All
destruction must be secure and documented. ARTICLE V- DATA CLASSIFICATION AND PROTECTION
Each County shall comply with data classification standards as defined in Minn. Stat. § 13.02.
Data containing personal or identifiable information shall be encrypted during transmission and
storage. Access shall be limited to those staff who duties require such access. Both parties shall maintain appropriate audit trails, firewalls, and access controls. All data requests will be made in writing.
ARTICLE VI- DATA SHARING SYSTEM Data Sharing and Records Access. The Counties agree that in order to transmit and receive referrals and to coordinate providing public health services the Counties will need to share client records and information relating to Public Health Services. Accordingly, the Counties agree that
to facilitate data sharing for the purposes identified in this Agreement, the Counties will release
records to the Authorized Representatives of the other Counties and may provide each other’s Authorized Representatives with access to Otter Tail County’s public health record keeping system or may share records and information through a secure file sharing system.
In addition, the Counties agree to share with each other evaluation data to enable compliance with
the program evaluation and reporting activities required by the any grants and the grant Agreement. The Counties will release records to and share information with the Authorized Representatives of each County only for the purposes described in this Agreement. Any use or disclosure of shall be consistent with the provisions of the MGDPA, Minn. Stat. § 145A.17 and this Agreement.
Informed Consent for Release of Private Data. Client Consent: The Counties agree to develop a process that asks clients for informed written consent to release their individual private data to Prairie Lakes Community Health Board, and the participating Counties as necessary, for the purposes identified in this Agreement, and to a grantor, for the purposes identified in grant
agreements. As required by grant agreements, clients will be informed that their refusal to provide
informed consent will not generally impact their access to services and that they may withdraw their consent at any time. Permitted Uses of Client Information. The Counties shall use records and
information shared pursuant to this Agreement only for purposes of the specified program, and for
necessary reporting as required by the grant agreement and other uses permitted by law, including, but not limited to, the following: • To verify an individual’s identity;
• To determine eligibility for Public Health Services;
• To determine the need for and type of Public Health Services;
• To determine the effectiveness of the Counties’ Public Health Services;
• To assess parental contribution amounts; and • To collaborate between Counties for the effective delivery of services.
Data Privacy and Security Standards.
a. Data Limited to Authorized Users: The Counties and their authorized users must maintain the privacy of any individually identifiable information obtained pursuant to
this Agreement in accordance with the MGDPA. The Counties and their authorized users may only use the information as specified in this Agreement. The Counties will
take appropriate steps to ensure that PDI are not released through unintentional or
accidental disclosure.
b. Password Security.: The Counties shall take appropriate steps to ensure that login names and passwords are not available to those who are not authorized to obtain
information pursuant to this Agreement. The Counties will require unique login
names and passwords for authorized users and must have the ability to monitor and/or audit user activity. Password-protected screen savers will be active on every workstation that is used to access PDI. Only work devices, and not personal devices, should be used to access PDI.
c. Notification of Security Incidents: The Counties will promptly report to the Authorized Representatives any known incident regarding the unauthorized disclosure of PDI, which includes a data security breach, as defined in Minn. Stat. § 13.055, subd. 1(a). A privacy incident will have occurred when PDI is disclosed for
any purpose other than authorized by this Agreement or as otherwise authorized by
law or court order. The Counties shall also comply with the MGDPA by notifying affected individual to the extent required by Minn. Stat. § 13.055. Application of HIPAA. The Counties acknowledge that because some of the programs shared are
public health and child protection intervention program (as defined under Minn. Stat. § 145A.17,
subd. 1), HIPAA is not applicable to the Counties’ activities under this Agreement, or permits such use and disclosure of protected health information (“PHI”). (42 USC § 11789(b) and 45 CFR § 164.512(b)(1)(i), (ii) and (b)(2).) In addition, to the extent one or more of the Counties may consider their public health departments to be “covered entities” for
purposes of HIPAA, those regulations would allow covered entities working on the same
program and serving the same or similar populations, to share PHI to the extent disclosure is necessary “to coordinate the covered functions of such programs or to improve administration and management relating to the covered functions of such programs.” (45 CFR 164.512(k)(6)(ii))
ARTICLE VII- DATA OWNERSHIP AND CUSTODIANSHIP POST-DISSOLUTION Upon the dissolution of the Joint Powers Agreement, all data shared or generated under this
agreement shall remain the property of the originating agency. Each party shall retain copies of
its own data as permitted by law. Any jointly created datasets, reports, records or analysis shall be maintained, transferred, or destroyed according to a written disposition plan approved by the Counties prior to dissolution.
No later than 90 days prior to the effective date of dissolution the Prairie Lakes Community Health
Board will develop and approve a Data Disposition Plan that addresses creating an inventory of shared datasets and systems, classification of public, private, confidential, and protected non-public data, retention schedule per the Minnesota Record Retention Schedule for Local Public
Health, method of disposition including return to original agency, transfer to successor entity, or secure destruction, and timelines and responsible parties. The plan shall designate responsible
agencies for each data set, specify secure destruction methods, and document all actions for audit
and compliance purposes. Each party shall return or destroy all data received from another County within 30 days of the Joint Powers Agreement dissolution, unless otherwise required by law or approved by the originating
County for continued use. Proof of destruction shall be documented and retained by each County’s
data custodian. If a successor entity is established to continue the functions of the Joint Powers Agreement, the parties may jointly authorize transfer of relevant data to that successor, subject to a new Data
Sharing Agreement that meets the requirements of Minn. Stat. Chapter 13 and all applicable state
and federal privacy laws. Upon dissolution, the PLCHB shall adopt a final Data Governance Resolution which includes a summary of inventory of shared datasets, their disposition, and confirmation of compliance. The
final disposition plan shall be filed with the CHS Administrator and retained as a public record
consistent with Minn. Stat. § 138.17 (Records Management Act).
ARTICLE VIII- TERM AND ADDITIONAL PROVISION
Term. The term of this Agreement shall be from the Effective Date, notwithstanding the dates of
the signatures of the parties, and shall continue until the Agreement is terminated as provided in Section 5.2 of this Agreement. Termination. Unless extended by written agreement of the Counties, this Agreement shall
terminate upon written agreement of the Counties.
Liability. The parties agree that each is independently responsible for complying with statutes, rules, and/or regulations governing or affecting the collection, storage, use, sharing, disclosure, and dissemination of protected information in accordance with this Agreement. No
party will be liable for any violation of any provision of applicable laws or the terms of this
Agreement indirectly or directly arising out of, resulting from, or in any manner attributable to actions of any other party or its employees or agents. The liability of the Counties is governed by the provisions of Minnesota Stat. § 466 and other applicable law. The Counties do not intend to waive any immunities, defenses or limitations on liability available to the Counties at
law or in equity and the Counties expressly agree that the terms of this Agreement shall not be
construed to affect any such waiver. Relationship of the Parties. All personnel of the Counties or other persons while engaging in the performance of this Agreement shall not be considered employees of any other
County by way of this Agreement. The Counties shall be responsible for their own employees,
officers and agents, including, but not limited to, claims under the Workers' Compensation Act of the State of Minnesota. Such personnel or other persons shall not require nor be entitled to any compensation, rights or benefits of any kind whatsoever from any other County.
Notices. In addition to any notice required under applicable law to be given in
another manner, any notices required hereunder must be in writing, and shall be sufficient if
personally served or sent by prepaid, registered, or certified mail (return receipt requested), to the business address of the County Authorized Representative to whom it is directed. Breach Notification. Each party shall notify the other within five (5) business days of discovering
any unauthorized access, disclosure, or loss of data. In accordance with Minn. Stat. § 13.055 and
applicable HIPPA provisions each county shall conduct a risk assessment and mitigation plan. Binding Effect and Assignment or Modification. This Agreement shall be binding upon and inure to the benefit of the Counties, provided, however, that the Counties may
assign any of its rights or obligations under this Agreement. No change or modification of the
terms or provisions of this Agreement shall be binding on the Counties unless such change or modification is in writing and signed by an authorized official of each of the Counties. Minnesota Law Governs. The laws of the State of Minnesota shall govern this
Agreement and the appropriate venue and jurisdiction for any litigation that may arise under this
Agreement will be in the courts located in the State of Minnesota. Use of Contractors. Counties may engage contractors to perform Public Health Services. However, each County retains primary responsibility for compliance with this Agreement.
No Third-Party Beneficiary Rights. Nothing in this Agreement is intended or may be construed to create third party beneficiary rights or to give any person or entity, other than the Counties, any legal or equitable right, remedy, or claim under this Agreement.
(Remainder of this Page Intentionally Left Blank)
IN WITNESS WHEREOF,
Adopted by the Prairie Lakes Community Health Board on the 7th day of January 2026. _________________________________________________
PLCHB Chair __________________________________________________ Community Health Services Administrator
THE COUNTIES: IN WITNESS WHEREOF, Adopted by the OTTER TAIL County Board of Commissioners on the ___ day of __________, 2026. _____________________________________________
Chair, Board of Commissioners _____________________________________________ Clerk, Board of Commissioners
_____________________________________________ County Attorney
Adopted by the WILIKIN County Board of Commissioners on the ___ day of __________, 2026. _____________________________________________ Chair, Board of Commissioners
_____________________________________________ Clerk, Board of Commissioners
_____________________________________________ County Attorney
PRAIRIE LAKES COMMUNITY HEALTH BOARD
DATA DISPOSITION PLAN TEMPLATE (For use upon dissolution or termination of a Joint Powers Agreement)
Section 1 — General Information Date of Dissolution (effective): __________________________________________ Date Plan Approved by Board: __________________________________________ Lead Agency or Data Trustee (if designated): __________________________________________ Prepared by: ___________________________ Title: ___________________________ Contact Information: _________________________________________________
Section 2 — Purpose This plan identi�ies all data, systems, and records shared under the Prairie Lakes Joint Powers Agreement and establishes procedures for their retention, transfer, or destruction consistent with Minnesota Statutes §§13.05 and 138.17.
Section 3 — Inventory of Shared Data and System An inventory of all data and data systems will be completed using Shared Data and System Inventory to document the following items: 1. Data sets/system name 2. Data type/description 3. Classi�ication of data (public, private, con�idential, protected non-public 4. Originating Agency 5. Custodian/responsible party 6. Disposition of data (return, transfer, destroy) 7. Method (return via SFTP, secure delete, transfer to successor) 8. Date Completed (within 30 days of JPA dissolution unless other reasons)
Section 4 — Retention Schedule Reference Each participating agency shall retain data per the Minnesota Records Retention Schedule for Local Health Departments and their own county-approved retention policies. Examples include:
• Aggregate data: retain minimum �ive (5) years unless superseded.
• Program records: retain per speci�ic retention category (e.g., program evaluation, grant, or surveillance).
• Personnel or �inancial data: follow county human resources or �inance retention rules.
Section 5 — Final Data Governance Actions Checklist
Checklist Item Yes No N/A Notes/Follow-up Required 1. All datasets
inventoried, and
disposition completed. ☐ ☐ ☐
2. Final copies of the Data Sharing Agreement and Data Disposition Plan
archived.
☐ ☐ ☐
3. Certi�icates of data destruction obtained (if applicable). ☐ ☐ ☐
4. Certi�icates of data
destruction obtained (if
applicable). ☐ ☐ ☐
5. Access credentials and
permissions revoked for
all shared systems. ☐ ☐ ☐
Section 6 — Approvals Prairie Lakes Board Chair: Signature: _____________________________ Printed Name: __________________________ Date: _________________________________ Prairie Lakes Board Vice-chair: Signature: _____________________________ Printed Name: __________________________ Date: _________________________________ Community Health Services Administrator: Signature: _____________________________ Printed Name: __________________________ Date: ________________________________
Section 7 — Archival Record This completed plan has been �iled with:
☐ The Community Health Services Administrator
☐ County records of�ice as a public record of dissolution Shared Data and System Inventory Dataset/ System Name Data Type/ Description Classi�ication (Public, Private, Con�idential, Protected Nonpublic)
Originating Agency Custodian/ Responsible Party Disposition (Return/ Transfer/ Destroy)
Method of Return (SFTP, Secure Delete, Transfer to successor)
Date Completed
1
Prairie Lakes Community Health Board Interim Coverage Agreement
Purpose and Term
The purpose of this Interim Coverage Agreement between Prairie Lakes Community Health
Board (CHB) and the Minnesota Department of Health (MDH) is to maintain public health
protections and ensure program readiness during the transition period between January 1,
2026, and ordinance approvals in Wilkin County and Otter Tail County. Pursuant to Minnesota
Statutes, section 145A.07, subdivision 1, the Commissioner of Health may delegate certain
duties to a Community Health Board. Pursuant to Minnesota Statutes, section 145A.05,
subdivision 8, a county board may adopt ordinances to administer and enforce the powers and
duties delegated by agreement with the Commissioner of Health under section 145A.07. This
agreement will be rescinded once the ordinance approvals have been obtained by Wilkin
County and Otter Tail County and a fully executed provisional delegation agreement is in place.
MDH Interim Authority
In the absence of a fully executed provisional delegation agreement and adopted ordinances,
all regulatory and enforcement authority will defer to MDH. Prairie Lakes CHB will coordinate
with MDH to ensure appropriate oversight, guidance, and response until the local authority is
formally established.
Interim Priorities
With delay of the Prairie Lakes CHB provisional delegation agreement and county ordinance
approvals, licensing, routine inspections and formal enforcement will not occur during the
transition period. Prairie Lakes staff will prioritize:
▪ Program onboarding and readiness: Including staff training, role clarification, cross-county
coordination, and the finalization of internal procedures, workflows and documentation.
▪ Baseline program setup: Including data systems, workflow processes, outreach and
educational materials, and readiness for MDH provisional delegation agreement reporting
expectations.
Emergency Response and Risk Mitigation
Should an urgent public health issue arise within Wilkin and Otter Tail Counties during the time
this interim coverage agreement is in place, the following mechanisms will be used by Prairie
Lakes staff:
▪ Consultation with and referral to MDH for technical assistance, guidance or intervention.
INTERIM COVERAGE AGREEMENT
2
▪ Use of existing public health authority under Minnesota Statutes, Chapter 145A, Local
Public Health Act, to address imminent threats to health or safety.
▪ Coordination with applicable local ordinances and law enforcement as appropriate.
Transition to Full Implementation
Given the potential for staggered ordinance approval dates, implementation may occur in a
phased manner.
▪ Upon execution of the provisional delegation agreement and ordinance approval in a
county, licensing, inspection and enforcement activities will commence consistent with that
county’s adopted authority. Activities listed in the Interim Priorities section of this
agreement can continue in a county where ordinances have not been approved.
▪ Full, uniform implementation across both counties will occur once all required ordinances
and provisional delegation agreement are in effect, at which time regulatory and
enforcement authority will fully transition to Prairie Lakes CHB and MDH’s interim role will
conclude.
Minnesota Department of Health
Dated: ___________________________________ By:_______________________________
Assistant Commissioner of Health
Designated Agent
Dated: ___________________________________ By: ________________________________
Prairie Lakes CHS Administrator
12/22/2025
12/22/2025
1
Provisional Delegation Agreement between the Minnesota Department of Health and Prairie Lakes Community Health Board
1. Parties
This Provisional Delegation Agreement (“Agreement”), effective on the first day of January
2026, is between the State of Minnesota acting through its Commissioner of Health
(“Minnesota Department of Health”, “MDH” or “Delegating Authority”) and Prairie Lakes
Community Health Board for Otter Tail and Wilkin Counties (“Designated Agent”).
2. Background Information
A. MDH, charged with protecting the public health under Minnesota Statutes, chapters
144, 157, and 327, has the duty to inspect, license and regulate food, beverage, and
lodging establishments; public pools and related facilities; youth camps; manufactured
home parks and recreational camping areas.
B. Minnesota Statutes, section 145A.07, subdivision 1 authorizes MDH to enter into an
agreement to delegate these duties to the Designated Agent. MDH delegates its
authority to the Designated Agent according to this Agreement for a 36-month period
beginning on the later of these two events: the signing of this Agreement by all parties,
or the formal adoption of the Wilkin and Otter Tail County ordinances. However, MDH
nevertheless remains ultimately responsible for the performance of these duties under
Minnesota Statutes, section 145A.07, subdivision 3 (h).
C. The signing of this Agreement will replace any previous agreement in effect between
Prairie Lakes Community Health Board and any of its Designated Agents regarding the
duty to inspect, license and regulate food, beverage, and lodging establishments; public
pools and related facilities; youth camps; manufactured home parks and recreational
camping areas. Any changes to this Agreement by Prairie Lakes Community Health
Board or MDH will be made according to the terms contained herein.
D. The Designated Agent, having jurisdiction over Otter Tail and Wilkin Counties, accepts
the delegation and agrees to the terms of this Agreement regarding inspection and
licensing of regulated establishments and enforcement of the applicable laws for the
purpose of preventing and abating public health risks.
PROVISIONAL FPLS DELEGATION AGREEMENT
2
3. Purpose of Provisional Agreement
This Agreement outlines the parties’ roles and responsibilities for the 36-month period
beginning on the later of these two events: the signing of this Agreement by all parties, or
the formal adoption of the Wilkin and Otter Tail County ordinances. This Agreement covers
the oversight for inspecting, licensing, and regulating food, beverage, and lodging
establishments; public pools and related facilities; youth camps and manufactured home
parks and recreational camping areas located in Otter Tail and Wilkin Counties.
4. Delegation Scope
A. Delegated Responsibilities:
The Designated Agent has been delegated the authority to license, inspect, and regulate
the following except as specified in Section B of this agreement:
1) Food, Beverage, and Lodging Establishments:
As defined in and governed by Minnesota Statutes, chapter 157 and Minnesota
Statutes, chapter 327, Minnesota Rules, parts 4626.0010 to 4626.1855, and
Minnesota Rules, parts 4625.0100 to 4625.2300;
2) Manufactured Home Parks and Recreational Camping Areas:
As defined in and governed by Minnesota Statutes, sections 327.14 to 327.28, and
Minnesota Rules, parts 4630.0200 to 4630.2210;
3) Youth Camps:
As defined in and governed by Minnesota Statutes, sections 144.71 to 144.74, and
Minnesota Rules, parts 4630.2300 to 4630.4700; and
4) Public Pools:
As defined and governed by Minnesota Statutes, section 144.1222, and Minnesota
Rules, parts 4717.0150 to 4717.3970.
5) Variances to Minnesota Rules for:
a. Lodging, as specified in Minnesota Rules, part 4717.7000, subpart 1 (D);
b. Manufactured home parks and recreational camping areas, as specified in
Minnesota Rules, part 4717.7000, subpart 1 (E);
c. Youth camps, as specified in Minnesota Rules, part 4717.7000, subpart 1 (F); and
d. Food establishments, as specified in Minnesota Rules, parts 4626.1690 to
4626.1715.
PROVISIONAL FPLS DELEGATION AGREEMENT
3
B. Responsibilities Not Delegated:
MDH retains exclusive authority for the following:
1) MDH License renewal:
Under Minnesota Statutes, section 157.16, subdivision 2, for mobile units operating
within geographic areas under the jurisdiction of MDH and operate within Otter Tail
and Wilkin Counties, except as specified in Section 5., C. (2) and (3) of this
agreement;
2) Certification of food protection managers:
Under Minnesota Statutes, section 157.16, subdivision 2(a) and Minnesota Rules,
parts 4626.0033, subparts G through O;
3) MDH Establishment fees:
Under Minnesota Statutes, section 157.16, subdivision 3, except as specified in
Section 5., C., (3);
4) Collection of Statewide Hospitality Fee:
Under Minnesota Statutes, section 157.16, subdivision 3(a).
5) Public swimming pool plan review and approval:
Under Minnesota Statutes, section 144.1222, subdivision 1a and Minnesota Rules,
parts 4717.0450; and
6) Variances for public swimming pools:
As defined in Minnesota Rules, part 4717.7000, subpart 1(H).
5. Designated Agent Responsibilities
A. Regulatory Foundation and Authority
1) The County Board(s) for Otter Tail and Wilkin Counties must enact and maintain
ordinances that incorporate the requirements of the statutes and rules stated in
Section 4., A., items 1 through 6 for licensing, inspection, and enforcement
authority. As stated in Minnesota Statues, section 145A.05, subdivision 1,
ordinances may not conflict with or be less restrictive than the relevant Minnesota
Statutes or Rules.
2) Ordinances must establish authority for enforcement and described actions to
ensure compliance.
3) The County Board(s) for Otter Tail and Wilkin Counties may not enact or amend any
ordinance related to the statutes and rules stated in Section 4., A., items 1 through 6
without MDH’s prior review of and comment on the proposed language. Within 30
days of promulgation of any new or amended ordinance that is within the scope of
PROVISIONAL FPLS DELEGATION AGREEMENT
4
this Agreement, the Designated Agent will provide MDH with a copy of the new or
amended ordinance.
B. Regulatory Staff and Training
The Designated Agent will, under MDH’s oversight:
1) The Designated Agent will hire, directly employ, and maintain qualified inspection
personnel, as defined in this section, to enforce the statutes, rules, and local
ordinances encompassed in this Agreement.
2) The Designated Agent will employ at least 1 full time equivalent (FTE) inspection
staff that is currently Registered Environmental Health Specialist/Sanitarian
dedicated to delegated activities. All other inspection staff must meet qualifications
outlined in this section.
3) Inspections required in Minnesota Statutes, chapter 157 and Minnesota Rules, parts
4630.2210 and 4630.1900 must be performed by Environmental Health
Specialist/Sanitarians who possess the qualifications stated in Minnesota Rules,
parts 4695.2500 to 4695.2800. These qualifications include:
a. Current registration with the State as an Environmental Health
Specialist/Sanitarian; or
b. Possession of a baccalaureate or post baccalaureate degree in environmental
health, sanitary science, sanitary engineering, or other related environmental
health field that includes at least 30 semester or 45 quarter hour credits in the
physical or biological sciences; and registration as an Environmental Health
Specialist/Sanitarian within 2 years from the date of appointment.
c. Inspections in excess of those required in Minnesota Statutes, chapter 157 and
Minnesota Rules, parts 4630.2210 and 4630.1900 may be performed by less
qualified staff who must:
i. Be enrolled in a baccalaureate or post baccalaureate degree program in
environmental health, sanitary science, sanitary engineering, or other
related environmental field; and
ii. Be supervised by a full time registered Environmental Health
Specialist/Sanitarian.
4) Create a staffing structure so inspection staff can devote a minimum of 1.0 FTE per
250 licensed establishments or less annually for inspection activities. Additional FTEs
are required for licensing, plan review, inspection, enforcement, outbreak and
emergency response, program evaluation, and industry and community relations
activities. Using staffing calculation ratios sufficient to replace the performance by
the Delegating Authority, the staffing level goal for the Designated Agent is 4.2 FTEs.
a. This is inclusive of: food and beverage establishments, school food service, day
care food service, mobile food units, seasonal temporary and permanent food
PROVISIONAL FPLS DELEGATION AGREEMENT
5
stands, special event food stands, lodging establishments, board and lodging
with special services, hotels, motels, resorts , vacation home rentals,
manufactured home parks, recreational camping areas, special event camping
areas, youth camps and public swimming pools and spas.
b. The Designated Agent has requested a deviation from established staffing ratios
commonly used for other delegation agreements and the Delegating Authority.
The Designated Agent proposes to enter into the Agreement with 2.95 FTEs
dedicated solely to the inclusive program areas identified above. Metrics used in
the evaluation protocol will be used to monitor and assess performance
quarterly during the provisional period. Staffing level adjustments may be
required by the Delegating Authority to achieve expected performance metrics
to retain the Agreement. See the performance metrics in Addendum A for the
FTE staffing deviation.
c. While the Designated Agent’s status deviates from the established staffing ratio
in Section 5., B., 4) the Delegating Authority will meet with the Designated Agent
annually to determine if their staffing ratio is adequate based on the
performance metrics in Addendum A and may consider service fees as detailed
in Section 8 of this Agreement.
5) Train all staff according to the following requirements:
a. Implement a training plan for staff that incorporates the elements in the
Conference for Food Protection Field Training Manual. Training must incorporate
elements for all delegated program areas. The training plan must include a
method to document the date of hire or assignment and training completion
dates for staff.
i. The substitution of the Registered Environmental Health Specialist
credential for training elements is not permitted.
ii. Documentation of the completed training for each staff person must be
submitted to MDH by July 1, 2026, for staff hired on or before January 1,
2026, and within 6 months of the date of hire for all staff appointed by the
Designated Agent after January 1, 2026.
b. All newly hired staff must complete the “pre” and “post” curriculum coursework
cited in Standard 2 of the FDA Voluntary National Retail Food Regulatory
Program Standards. Documentation of the completed training must be
submitted to MDH in accordance with the training plan. Documentation of
training may include training and coursework completed prior to employment
with Otter Tail and Wilkin Counties.
c. The Designated Agent’s representative(s) standardized by MDH, or supervisor(s)
will annually conduct a minimum of 10 joint field inspections with each
sanitarian, inspecting in a variety of program areas. Inspections must be
PROVISIONAL FPLS DELEGATION AGREEMENT
6
documented, and documentation must be submitted to MDH for review upon
request.
d. A minimum of one staff shall attend MDH-provided trainings and meetings. Such
meetings and trainings may include regulators’ meetings, Food Code training,
program evaluation development, and other upcoming meetings identified in
consultation with MDH during regularly scheduled program monitoring calls.
6) Standardize all staff according to the following requirements:
a. At least one staff must be designated as a representative to conduct initial and
recertification standardization with qualified MDH staff according to the
Minnesota Food Code Standardization Protocol and standardization protocols
developed for other delegated program areas.
b. This representative will standardize all other Delegated Agent’s inspection staff
according to the protocol. Standardization must be documented and available
for MDH to review upon request.
7) The Designated Agent will prepare and submit to MDH on an annual basis, a staffing
plan to assure adequate program coverage. The staffing plan may include mutual aid
agreements, cooperative agreements, or other tools to address staffing shortages,
or the need for additional staff during emergencies or special circumstances.
8) The Designated Agent will notify MDH in the event of unexpected staff changes
leading to inadequate or unqualified staffing. MDH may perform a program
evaluation under the following circumstances.
a. If the Designated Agent has inadequate or unqualified staffing, the Designated
Agent remains responsible for providing both routine and emergency services
covered by this Agreement.
b. If the Designated Agent has inadequate or unqualified staffing:
i. Within 10 business days of the staff’s departure, the Designated Agent must
submit a written plan for providing routine and emergency services until
qualified staff are hired. This plan must include the name, credentials and
contact information for staff performing delegated duties. MDH will provide
written approval or rejection of the plan within 10 business days of receipt.
ii. While the Designated Agent has inadequate or unqualified staff, the
Designated Agent must submit to MDH on a monthly basis, inspection
reports for all inspections conducted during the previous 30 days.
iii. The Delegated Agent will have 180 days from the time of the staff’s
departure to hire qualified staff. If qualified staff cannot be hired with 180
days, MDH will terminate this Agreement and immediately begin providing
routine and emergency services in the Delegated Agent’s jurisdiction.
PROVISIONAL FPLS DELEGATION AGREEMENT
7
C. Risk-Based Inspections and Uniform Inspection Program
1) The Designated Agent must implement the program’s licensing, inspection, and
regulatory policies and procedures approved by MDH consistently in the Designated
Agent’s jurisdiction. Further amendments may be required based on changes to the
accepted standard as established by MDH and the Environmental Health Continuous
Improvement Board (EHCIB). If changes are required, a date for submitting changes
to the policies and procedures documents will be agreed upon by both parties.
2) The Designated Agent must license each establishment on an annual basis.
3) The Designated Agent will establish license fees in accordance with Minnesota
Statutes, section 145A.04, subdivision 4(c).
4) The Designated Agent must classify and inspect each:
a. Food, beverage, lodging, and pool establishments according to the inspection
frequency and risk category as stated in Minnesota Statutes, section 157.20;
b. Manufactured home park and recreational camping area according to Minnesota
Rules, parts 4630.2210 and 4630.1900; and
c. Youth camp according to Minnesota Statutes, section 144.73.
5) The Designated Agent will conduct inspections, respond to complaints, and
document follow-up activities. The Designated Agent must:
a. Correctly identify, document and address hazards as defined in Minnesota
Statutes, section 157.15, subdivision 18;
b. Incorporate education for establishment staff into the inspection process; and
c. Promote active managerial control concepts in food establishments as defined in
Annex 3 of the FDA Food Code and for establishments in all program areas.
6) The Designated Agent will conduct risk-based inspections according to the frequency
mandated by law and will conduct follow-up inspections on a priority basis as
required by the policies and procedures.
7) The Designated Agent’s inspection staff must maintain inspection reports that
include, at a minimum:
a. Date of inspection;
b. Type of inspection being conducted (example: routine, follow-up, complaint,
construction, etc.);
c. Risk category of the establishment;
d. Identifying information for the establishment (business name, address, person-
in-charge, etc.);
e. Identification of the inspector conducting the inspection;
PROVISIONAL FPLS DELEGATION AGREEMENT
8
f. Identification of the person in charge, CFPM, and/or CPO (as applicable) present
at the time of inspection;
g. Identification of health and safety violations, including a description of the
observation;
h. The correct Minnesota rule, statute, or ordinance citation for violations that
were observed (as applicable);
i. Documentation of temperatures, chemicals and other measurements taken
during the inspection (as applicable);
j. Documentation of corrective actions (identified as either corrected onsite or a
description of how to correct the violation);
k. Compliance date for correction of violations
l. Description of follow-up activities and tools used to gain long-term compliance,
such as risk control plans, standard operating procedures, equipment
specifications, remedial training, or HACCP plans; and
m. Description of complaint response findings (if applicable); and
n. Completion of the Conference for Food Protection inspection form for high,
medium and low risk food establishments.
8) Inspections will be conducted during business hours that are typical for the type of
establishment being inspected.
9) Beginning January 1, 2026, the Designated Agent will submit all inspection reports to
MDH for review for accuracy, consistency, and uniformity. The need to submit
inspection reports will be evaluated quarterly and a determination will be made on
whether report submittal must continue. Reports will no longer need to be
submitted when they are relatively free of errors.
10) The Designated Agent will provide, at a minimum, the following information for each
program area to MDH by March 31 of each calendar year in a format to be
negotiated:
a. Type of establishment (e.g., food & beverage, seasonal temporary and seasonal
permanent food stands, mobile food units, food carts, special event food stands,
boarding, schools, lodging, MHPs, RCAs, special event camping areas, pools,
youth camps etc.), establishment name, establishment address, and risk
category of each licensed establishment;
b. All-hazards emergency contact name and information for each licensed
establishment; and
c. Establishment owner name and/or establishment operator name for each
licensed establishment.
11) The Designated Agent must review and approve plans for new construction,
renovation, or conversion of licensed establishments except for public swimming
PROVISIONAL FPLS DELEGATION AGREEMENT
9
pools. Establishments must follow Minnesota Statutes and Rules and local
ordinances before they can operate. Educational outreach must be made to
swimming pool establishments, so they are aware of when plans are required to be
submitted to MDH.
12) The Designated Agent may review and approve variances according to Minnesota
Rules and Statutes except for public swimming pools. Educational outreach must be
made to swimming pool establishments so they are aware variance requests must
be submitted to MDH.
13) The Designated Agent agrees that MDH staff may accompany the Designated
Agent’s staff in their work, make independent assessments of risk factors or hazards
at licensed establishments, and perform program activities in consultation with the
Designated Agent as circumstances warrant. Joint visits will be for the purpose of
standardization of field staff, consultation, and program evaluation.
D. Outbreaks and Emergency Response
The Designated Agent will:
1) Provide 24/7 emergency contact information to MDH by January 1, 2026, and at any
time it is updated after that date; have qualified staff available 24 hours per day for
seven days a week for delegated outbreak and emergency responses;
2) Document and maintain a complaint log or database for all complaints received;
3) Respond to complaints of illness or injury within one business day;
4) Record and transmit all foodborne and waterborne illness complaints to MDH within
one business day via fax, phone, or an approved electronic method. The report
must contain the contact information for both the complainant and the
establishment; and
5) Investigate and document illness and injury reports according to Minnesota
Statutes, section 145.04 subdivision 6, using protocol approved by MDH. Conduct all
outbreak and emergency investigations per the MDH Outbreak Response Protocol.
E. Compliance and Enforcement
The Designated Agent will:
1) Document the following: specific factual observations of violations or other
deviations of law; specific rule, statute, and ordinance citations for violations
observed; a “correct by” or “comply by” date; and clearly written and complete
corrective actions, enforcement actions, follow-up activities and complaint
response. The Designated Agent shall retain this data according to its record
retention policy.
PROVISIONAL FPLS DELEGATION AGREEMENT
10
2) Implement the Designated Agent’s enforcement policies and procedures approved
by MDH consistently in the Delegated Agent’s jurisdiction. Further amendments may
be required based on changes to the accepted standard as established by MDH and
the EHCIB. If changes are required, a date for submitting changes to the policies and
procedures documents will be agreed upon by both parties.
3) Take enforcement action to achieve compliance for each violation in accordance
with the enforcement tools specified in ordinance and written policies and
procedures including execution of executive or legislative orders during emergencies
or other events. If initial enforcement actions fail to achieve compliance, exert
enforcement authority by undertaking one or more of the following significant
actions:
a. Seeking injunctions under Minnesota Statutes, section 145A.04, subdivision 9;
b. Referring the matter to Designated Agent’s legal counsel to initiate criminal or
administrative actions against noncompliant parties; and
c. Pursuing other enforcement mechanisms such as license revocation.
4) Upon request, provide a written summary of such significant enforcement actions to
MDH within 30 days.
5) The Designated Agent shall maintain documentation of enforcement actions taken
and retain this documentation according to its record retention policy.
F. Industry and Community Relations
1) The Designated Agent must participate in internal or external workgroups, advisory
boards, or committees that promote health equity and foster communication and
information sharing to improve public health outcomes in all program areas.
Participation may consist of conference calls, written or in-person participation.
2) The Designated Agent must maintain industry and community relations
documentation such as meeting agendas and minutes, participation lists, meeting
attendance records, education outreach materials, website information,
newsletters, and presentations and retain it according to its record retention policy.
G. Program Support and Resources
1) The Designated Agent will maintain a supervisory structure ensuring all program
areas are administrated consistently. When requested or when there is an
organization change, the Designated Agent will submit to MDH for review and
approval an organizational chart with lines of accountability, and documentation
describing staff roles and responsibilities.
2) The Designated Agent will provide licensing and inspection systems to maintain all
establishment information in an electronic format and make it available to MDH
upon request.
PROVISIONAL FPLS DELEGATION AGREEMENT
11
3) The Designated Agent will provide appropriate equipment and tools for staff to
conduct their delegated duties (such as thermocouples, minimum/maximum
registering thermometers, flashlights, computers, pool test kits, etc.).
4) When requested, the Designated Agent will submit to MDH a detailed budget,
including expenditures (e.g. personnel, supplies, indirect, and direct expenses),
revenues and fees.
5) The Designated Agent will make program records available to MDH upon request.
H. Program Evaluation
1) Upon request, the Designated Agent will conduct a self-assessment using the
Environmental Health Continuous Improvement Board (EHCIB) and MDH program
evaluation protocol and tools and submit documentation to MDH for verification to
determine if it meets the performance standards.
a. As part of the program evaluation protocol developed by MDH and the EHCIB, a
file review and field review component will be done in collaboration with MDH
and the Designated Agent.
b. Designated Agent will provide a written corrective action plan and take
corrective action for improvements identified during the program’s evaluation
using the continuous improvement process developed by the EHCIB and MDH.
I. Summary Report
In order for MDH and the Designated Agent to discuss issues, concerns, or problems, the
Designated Agent will provide annually, no later than January 30 of each year through
the term of this agreement, in an agreed-upon format, the following documentation of
activities completed in the previous months:
1) A list of joint inspections conducted by the sanitarian(s) and the standardized food
inspection officer(s) or supervisor(s);
2) A list of all inspections conducted by the Designated Agent identifying the date of
the inspection, the name of the inspector, the name of the facility, physical address,
license type, and inspection type;
3) A list of completed plan reviews;
4) A list of all licenses issued;
5) A list of special events and other seasonally licensed events;
6) A list of variances approved;
7) A list of Hazard Analysis and Critical Control Point (HACCP) plans approved;
8) A list of all complaints received, as well as the resolution (i.e., was an on-site visit
warranted);
PROVISIONAL FPLS DELEGATION AGREEMENT
12
9) A summary of enforcement activities; and
10) A summary of trainings or other educational activities completed by staff.
6. MDH’s Responsibilities
A. To ensure consistent regulation and enforcement statewide, MDH will review the
Designated Agent’s ordinances or proposed changes to existing ordinances and provide
a written response. MDH will review and provide comments within 30 days of receipt of
the proposed ordinance being submitted to MDH.
B. MDH will coordinate a review of each program area requirements listed in Section 4. A,
items 1. through 6.
C. MDH will evaluate compliance with this Agreement to ensure its delegated programs
are adequate to assure compliance with regulated parties with the standards and
requirements established in statute and rule.
D. MDH staff will be available for advice regarding issues covered under this Agreement.
E. MDH will refer to the Designated Agent any complaints received concerning matters
under the jurisdiction of Otter Tail and Wilkin Counties.
F. MDH will maintain an emergency communication system for notifying and
communicating with local boards of health, industry, and others about serious threats to
food safety and public health.
G. MDH will lead epidemiological surveillance and investigations; consult with the
Designated Agent as necessary during investigations; and summarize and report the
results of epidemiological investigations.
H. MDH will offer consultation for program areas listed under Section 4 of this Agreement
throughout the duration of this Agreement.
I. MDH will verify the Designated Agent’s performance in accordance with the protocol for
program evaluations developed by the EHCIB.
J. During the effective period of this Agreement MDH will do the following:
1) Review the Designated Agent’s compliance with this Agreement;
2) Ensure application of consistent regulation and enforcement;
3) Consult on an agreed-upon schedule to report any improvements needed to the
Designated Agent;
4) Evaluate the Designated Agent’s quality of work in carrying out its delegated duties;
5) Standardize one inspection staff member in Otter Tail or Wilkin Counties per the
established MDH Standardization Protocol;
PROVISIONAL FPLS DELEGATION AGREEMENT
13
6) Verify regulated facilities comply with the standards and requirements in Section 4
of this Agreement by using the program evaluation protocol developed and
approved by the EHCIB and MDH;
7) Monitor inspection services and frequency, plan review activities, enforcement, and
training;
8) Review inspection reports for accuracy and inspector competency;
9) When vacancies occur consult with hiring staff to assure qualified staff are hired to
perform delegated duties;
10) Provide advice regarding duties under this Agreement; and
11) Take appropriate action when MDH deems necessary to ensure the delegated duties
are carried out and public health is protected.
7. Progress Report
A. MDH will provide the Designated Agent a written progress report identifying
improvements needed on an annual basis of this Agreement.
B. Designated Agent will provide a written corrective action plan and take corrective action
for improvements identified in the MDH progress report using the continuous
improvement process developed by the EHCIB and MDH.
C. Both MDH and Designated Agent will assign a person to be liaison to the other party.
8. Delegating Authority Support
In the event the Designated Agent is unable or unwilling to carry out the terms of this
Agreement or the performance is unacceptable, MDH will conduct the Designated Agent’s
inspections and plan reviews. Until the Designated Agent’s status is no longer unacceptable,
the Designated Agent will pay service fees of $100/hour per MDH staff member to MDH for
all inspections, plan reviews and supervision provided by MDH. The service fees will be
billed on a quarterly basis and must be remitted to MDH within 30 days of billing.
9. Termination
A. MDH may immediately terminate this Agreement if MDH determines that the
Designated Agent:
1) Is unable or unwilling to carry out the terms of this Agreement;
2) Fails to demonstrate that it has carried out license, inspection, reporting and
enforcement activities under this Agreement;
3) Fails to act in response to an event that poses an immediate threat to public health;
or
PROVISIONAL FPLS DELEGATION AGREEMENT
14
4) Fails to meet minimum criteria for evaluation of program standards, as established
through the Environmental Health Continuous Improvement Board.
5) Fails to make payment for billed service fees within 180 days of initial billing.
B. MDH will provide the Designated Agent, in writing, the reasons for MDH’s decision to
immediately terminate this Agreement. If the Designated Agent disputes MDH’s
decision to terminate this Agreement, MDH and the Designated Agent shall attempt to
resolve the dispute though an informal process. If the informal process does not resolve
all disputes, the Designated Agent may, within 10 days, appeal MDH’s decision to
terminate this Agreement to the Commissioner of Health. The Designated Agent will
provide the Commissioner of Health and MDH with a written statement identifying the
facts in dispute, the Designated Agent’s position concerning those facts, and the
information the Designated Agent is relying on to support its position.
C. The Commissioner of Health will issue a written decision within 21 days. The
Commissioner’s decision is final.
D. If the Commissioner upholds MDH’s termination of this Agreement, MDH will provide a
written transition plan to the Designated Agent and immediately assume all duties
under this Agreement.
10. Other Remedies Reserved
Nothing in this Agreement waives the MDH’s right to enforce this Agreement or take any
action authorized by law if the Designated Agent fails to comply with this Agreement.
11. Entire Agreement
This Agreement, along with Addendum A, contains the entire agreement between the
Designated Agent and the MDH. This Agreement supersedes any other agreements
between the parties, either verbal or written about the terms of this Agreement. MDH
retains all functions and duties not included in this Agreement.
12. Other Applicable Laws and Permits
A. The parties will undertake all actions under this Agreement according to the
requirements of all applicable local, State and Federal laws and regulations, including
laws and regulations related to occupational safety and health.
B. Successor or amended statutes and rules apply to this agreement and are
automatically incorporated into this Agreement upon their effective date.
PROVISIONAL FPLS DELEGATION AGREEMENT
15
13. Tort Claims
Each party agrees that it will be responsible for its own acts and their respective
consequences to the extent authorized by law and will not be responsible for the acts and
their respective consequences of the other. The Minnesota Tort Claims Act, Minnesota
Statutes, section 3.736, and other applicable law will govern the State’s liability. The
Municipal Tort Claims Act, Minnesota Statutes, chapter 466, and other applicable law will
govern the Designated Agent’s liability.
14. Amendments
The parties may amend this Agreement only by written agreement signed by the parties.
The parties' duly authorized officers have executed this Agreement on the date shown.
Minnesota Department of Health
Dated: ___________________________________ By:_______________________________
Assistant Commissioner of Health
Designated Agent
Dated: ___________________________________ By: ________________________________
Chair, Prairie Lakes Community Health Board
1
Addendum A to the Prairie Lakes Community Health Board Provisional Delegation Agreement
Purpose
The purpose of this addendum is to define the performance metrics for the staffing ratio
deviation as specified in the Prairie Lakes Community Health Board (“Designated Agent”)
Provisional Delegation Agreement (“Agreement”).
Assessments for the staffing ratio deviation will occur quarterly with an annual report of
findings issued by the last day of July each year the provisional delegation agreement is in place,
or the goal of 4.2 FTEs is reached. Assessment scores (meets or does not meet) are determined
based on the verification of documentation submitted and field evaluations using the
Environmental Health Continuous Improvement Board (EHCIB) and the Minnesota Department
of Health (“MDH” or “Delegating Authority”) evaluation protocol.
Standard 2
1. Supervision
a. Adherence to the Agreement and Addendum A is assured.
b. Ensure documentation of at least 10 joint annual field inspections with each sanitarian
representing all delegated program areas.
c. Documentation supervisor is qualified and meets all training requirements for
supervision provided to staff and program.
d. The organizational supervisory structure and lines of accountability to the Community
Health Services (CHS) administrator and Community Health Board (CHB) are as agreed
upon with the Delegating Authority.
e. Staffing transition plans for vacancies and notification to delegating agency are
submitted according to the Agreement.
f. Ensure inspection staff are standardization according to the Agreement.
g. Ensure summary reports, self-assessment and corrective action documentation is
submitted to the Delegating Authority for verification to determine compliance with
performance metrics.
2. Training
a. Ensure staff are qualified and hired according to the Agreement, Section 5., B.
Regulatory Staff and Training.
b. All staff are trained and documentation provided to the Delegating Agency according to
the Agreement, Section 5., B. Regulatory Staff and Training.
ADDENDUM A: PRAIRIE LAKES COMMUNITY HEALTH BOARD PROVISIONAL
DELEGATION AGREEMENT
2
Standard 4
1. Inspection frequency
a. Performance for Otter Tail County and Wilkin County establishments are calculated
using EHCIB and MDH evaluation protocol.
i. The calculation for the median number of days overdue, is based on the three most
recent inspections for each establishment.
ii. Overall inspection frequency meets if the median number of days overdue for each
program area (food, lodging, pools, manufactured home parks/recreational camping
areas (MHPs/RCAs), and Youth Camps) are less than 15 days.
2. Inspection reports
a. Submit all documentation in the establishment files including inspection reports
documenting the following:
i. Specific factual observations of violations or other deviations of law;
ii. Specific rules, statutes, and ordinance citations for violations observed;
iii. A “correct by” or “comply by” date;
iv. Complete and clearly written follow-up activities, corrective actions, and
enforcement actions;
1) Description of follow-up activities used to gain long-term compliance are
reflective of conditions of the facility at the time of inspection.
2) Example of follow-up activities and tools include risk control plans, standard
operating procedures, equipment specifications, remedial training, or HACCP
plans.
v. Type of inspection conducted is reflected correctly on inspection report;
vi. Identification of the inspector conducting the inspection;
vii. Inspections occurring according to Minnesota Statute and Rule frequency
requirements; and
viii. Risk category assignment according to Minnesota Statute and Rule requirements.
b. Inspection report content review is based on using the EHCIB and MDH evaluation
protocol. The overall achievement rate (percent of criteria that meets) for inspection
report review must be 75% or more.
3. Risk based quality inspections
a. Conducted according to the Agreement Section 5., C. Risk-Based Inspections and
Uniform Inspections.
b. Staff are competent conducting inspections and using inspection equipment.
ADDENDUM A: PRAIRIE LAKES COMMUNITY HEALTH BOARD PROVISIONAL
DELEGATION AGREEMENT
3
i. Field evaluations are used to confirm inspection quality and verify quality of
inspection reports.
ii. 75% or more of inspection staff field evaluations must demonstrate that all elements
of the field component are met.
4. Follow-up inspections
a. Conducted as outlined in the Designated Agent’s policy and procedures.
5. Plan reviews
a. Verification of randomly selected plan approvals will be used to evaluate if plans are
reviewed according to Designated Agent’s policies and procedures.
b. Plans approved reflect compliance with Minnesota Statutes, Rules and ordinances
before they are licensed and operate.
6. Variances
a. Variances are reviewed and approved/denied according to Designated Agent’s policies
and procedures.
b. Approved variances are submitted to the delegating authority for review within 30 days
of approval.
Standard 5
1. Complaint response
a. The Designated Agent has provided current 24/7 contact information.
b. Complaints of illness or injury are responded to within one business day.
c. Complaints are investigated according to Designated Agent’s policies and procedures.
d. The Designated Agent has a current complaint log or database for all complaints
received.
2. Outbreak response
a. All foodborne and waterborne illness complaints are recorded and transmitted to MDH
within one business day.
b. Outbreak investigations are conducted per the MDH outbreak response protocol.
ADDENDUM A: PRAIRIE LAKES COMMUNITY HEALTH BOARD PROVISIONAL
DELEGATION AGREEMENT
4
Standard 6
1. Enforcement
a. The Designated Agent seeks compliance by following adopted ordinances, enforcement
policies and procedures.
b. The Designated Agent shows enforcement action is taken to achieve compliance for
each violation in accordance with the enforcement tools specified in ordinances, and
written policies and procedures.
c. A written summary of enforcement actions resulting in fines, closure, suspension or
revocation is made to MDH within 30 days.
Standard 7
1. Community outreach and health equity
a. Document participation in internal or external workgroups, advisory boards, or
committees that promote health equity and foster communication and information
sharing to improve public health outcomes in all program areas.
b. Industry and community relations outreach is achieved and documented according to
the Agreement.
Minnesota Department of Health
Food, Pools, and Lodging Services Section
PO Box 64975
St. Paul, MN 55164-0975
651-201-4500
health.foodlodging@state.mn.us
www.health.state.mn.us
01/2026
To obtain this information in a different format, call: 651-201-4500.
Update on performance measures and CY2026-2028 performance-related accountability
requirement
Dear CHS administrators and public health directors:
The Commissioner of Health recently approved the calendar year 2026, 2027, and 2028
performance-related accountability requirement recommended by the State Community Health
Services Advisory Committee (SCHSAC).
The Performance Measurement Workgroup’s report with recommendations and rationale can be
found online under the workgroup: Standing and active SCHSAC workgroups - MN Dept. of Health
(state.mn.us)
Below are key points. More information and instruction will come in the new year.
Local Public Health Act annual reporting on performance measures
• No changes were recommended. All community health boards will again be asked to self-
report (on a scale from fully meets to cannot meet) on their ability to meet a set of 46
national measures. Minnesota Department of Health will also be reporting on these
measures in the same way.
• These will be submitted as part of annual reporting by March 31, 2026, and annually
thereafter. Annual reporting typically opens mid-February.
Annual reporting on a set of performance measures is a statutory requirement for community
health boards (MN Statute 145A.04 Powers and Duties of CHB Subd. 1a.)
Calendar year 2026, 2027, and 2028 performance-related accountability requirement
Community health boards will demonstrate their ability to meet the following national measures:
• Measure 9.1.1 Develop a performance management system (2026, 2027)
• Measure 9.1.2 Implement a performance management system (2028)
Community health boards will submit information about their performance management system
beginning in March 2027 (reflecting on 2026). Description about what to submit will be
forthcoming.
The accountability requirement is part of MN Statute 145A.131 Local Public Health Grant Subd. 3.
Accountability.