The Board of County Commissioners of Fillmore County, Minnesota met in special session this 25th day of October, 2016 at 9:00 a.m. in the Commissioners' Board Room, Fillmore County Courthouse, in the City of Preston.
The following members were present: Commissioners Marc Prestby, Randy Dahl, Duane Bakke, Mitch Lentz, and Harry Root. Also present were: Bobbie Vickerman, Coordinator/Clerk; Ronald Gregg, Highway Engineer; Kristina Kohn, Human Resources Officer; Thomas Kaase, Sheriff; Neva Beier, Social Services Manager; Jon Martin, Solid Waste Administrator; Michael Cruse, Ag Educator, Minnesota Extension; Brett Grabau, Stantec Consulting Services, Inc.; Sheila Craig, Southeast Minnesota Wastewater Initiative Community Facilitator; Bonita Underbakke; Karen Reisner, Fillmore County Journal; and Gretchen Mensink-Lovejoy, Republican-Leader.
The Pledge of Allegiance was recited.
On motion by Bakke and seconded by Lentz, the agenda was unanimously approved.
On motion by Dahl and seconded by Root, the Board unanimously approved the following Consent Agenda:
1. October 11, 2016 minutes, as presented.
2. Tobacco licenses for the period of October 1, 2016 through September 30, 2017 for the following: Preston Motor Mart d/b/a S & A Petroleum, Inc., Preston, MN; Shari Lynn Gartner d/b/a Shooters of Wykoff, LLC; Family Dollar, Inc., Preston, MN; Goodies Gas, LLC, Wykoff, MN; and American Legion Post 526, Peterson, MN.
3. Merit increase for Denise Zwart, Eligibility Worker, to Merit Grade 28/Step 8 (H) effective November 20, 2016 as recommended by the Social Services Manager.
On motion by Bakke and seconded by Root, the Board unanimously approved payment of the following Commissioners' warrants:
The Auditor's warrants were reviewed.
Neva Beier, Social Services Manager, was present.
On motion by Dahl and seconded by Root, the Board unanimously approved the Memorandum of Understanding Amendment – Region 10 Contracting Services as recommended by the Social Services Manager.
Sheila Craig, Southeast Minnesota Wastewater Initiative Community Facilitator, and Brett Grabau, Stantec Consulting Services Inc., were present.
On motion by Bakke and seconded by Root, the Board unanimously approved the Technical Assistance Grant Agreement with Minnesota Public Facilities Authority, Small Communities Wastewater Treatment Program for Cherry Grove, Minnesota.
A motion was made by Root and seconded by Dahl to approve the contract with Stantec Consulting Services Inc. for the Cherry Grove Community Assessment Report. The Chair called for a vote: Commissioners voting "aye": Prestby, Dahl, Root and Lentz. Commissioner Bakke abstained from voting due to the fact that Brett Grabau is his son-in-law. The motion prevailed.
On motion by Dahl and seconded by Bakke, the Board unanimously approved the estimate from Davidson Septic Service, LLC in the sum of $150 for soil verification and travel costs for Site 1 and an additional $50 for soil verification for Site 2 with no travel costs if done at the same time as Site 1. If Site 2 is done at a later date the estimate would be $150 for Site 2.
On motion by Dahl and seconded by Root, the Board unanimously approved the quote from Scheevel and Sons in the sum of $350.00 for one time digging.
Michael Cruse, Ag Educator, Minnesota Extension, was present.
On motion by Bakke and seconded by Root, the Board unanimously approved the purchase of a public address system up to $2,000 to be paid from the Extension line items as presented and the difference being paid with the Unallocated Expense dollars in the General fund.
Ronald Gregg, Highway Engineer, updated the Board on the current Highway projects.
The Citizens Input portion of the meeting was opened and closed at 9:34 a.m. as no one was present to speak.
Kristina Kohn, Human Resources Officer, was present.
On motion by Dahl and seconded by Lentz, the Board unanimously accepted the resignation from Jessica Erickson, Director of Nursing effective November 14, 2016 and thanked her for her service to Fillmore County. She will be placed on the Nurse Roster list.
On motion by Dahl and seconded by Lentz, the Board unanimously approved the quote from Canton Heating & Cooling LLC in the amount of $2,963.90 for a water bottle filler station at the Preston Highway Shop to be paid through the Wellness Program and SHIP funds as recommended by the Wellness Committee.
On motion by Root and seconded by Lentz, the Board unanimously approved the Southeast Service Cooperative's 2017 City, County, and Other Government Agencies (CCOGA) Wellness Incentive program funding amount of approximately $17,000.
Jon Martin, Solid Waste Administrator, and Ronald Gregg, Highway Engineer, were present.
Discussion was held concerning the Request for Proposals (RFPs) for waste and recycling services. Martin stated that the Harter's Quick Clean-Up proposal was more reasonable with landfill but the Waste Management proposal was more reasonable with the recycling and the rural shops. The Solid Waste Committee recommends moving forward with the contract with Waste Management as the low bid with a difference of $102,445.86 based on a year calculation presented by Martin. Discussion followed regarding the variations with the two RFPs. Matt Harter of Harter's Quick Clean-Up spoke and stated that he wants Fillmore County to do what is best for the County even if it isn't with Harter, but wanted to be sure that Fillmore County knows that Harter's Quick Clean-Up is available and more than happy to help in the future if needed.
On motion by Root and seconded by Bakke, the Board unanimously approved the contract with Waste Management for waste and recycling services as recommended by the Solid Waste Committee. The contract is to be done by Attorney Corson and would like the contract to go before the Board and to be completely implemented by the end of the year.
On motion by Bakke and seconded by Root, the Board unanimously approved the extension agreement with Waste Management until a contract can be completed for waste and recycling services.
Discussion ensued regarding the department structure for the Solid Waste Department. It was noted that Ronald Gregg, Highway Engineer, was willing to take on the leadership role based on the hiring of a Solid Waste Program Director, the ability to use Highway staff as backups, and a stipend for his role in the department.
On motion by Root and seconded by Dahl, the Board unanimously approved to advertise internally and publicly for a Solid Waste Program Director.
Cristal Adkins, Zoning Administrator, was present.
On motion by Dahl and seconded by Bakke, the Board unanimously approved an access permit for Jerry D. Gingerich and Rebecca Gingerich, Section 27, Amherst Township to move an existing driveway as approved by the Zoning Administrator and County Engineer.
A review of the calendar was done and the following committee reports and announcements were given: Bakke – nothing to report, upcoming meetings regarding Root River One Watershed, One Plan Pilot Project and Local Water Roundtable; Lentz – District IX meeting at Austin, Technology and Community Services; Root – Cherry Grove property owner meetings - no interest at this time; and Solid Waste; Dahl – Community Services – client concern, MNSure updates, child protection 24/7 update, Public Health WIC remodeling grant, Winona Student; Veterans – van repair and building repair questions; and Prestby – Technology – GIS possibility of free services; payroll/HR software update, policies on computer usage, server redundancy, managed IT services and budget/5 year plan; and Solid Waste.
On motion by Bakke and seconded by Lentz, the Chair adjourned the meeting at 10:31 a.m.