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April 25

Minutes


The Board of County Commissioners of Fillmore County, Minnesota met in special session this 25th day of April, 2017 at 9:00 a.m. in the Commissioners' Board Room, Fillmore County Courthouse, in the City of Preston.

The following members were present: Commissioners Randy Dahl, Mitch Lentz, Duane Bakke, Marc Prestby and Gary Peterson. Also present were: Bobbie Vickerman, Coordinator/Clerk; Kristina Kohn, Human Resources Officer; Joel Stencel, Manager, and Brian Bluhm, Director of Assurance Services of Eide Bailly LLP; Justin Kroeger and Mike Lynner, Flexible Benefits Consulting, Inc., Thomas Kaase, Sheriff; Ronald Gregg, Highway Engineer; Brett Corson, County Attorney; Bonita Underbakke; Karen Reisner, Fillmore County Journal; and Gretchen Mensink-Lovejoy, Republican-Leader.

The Pledge of Allegiance was recited.

On motion by Lentz and seconded by Prestby, the Board unanimously approved the amended agenda.

On motion by Bakke and seconded by Lentz, the Board unanimously approved the following amended Consent Agenda:
1. April 11, 2017 County Board minutes, as presented.
2. Payment of 1st quarter invoice of $15,082.91 to Mayo Clinic for medical examiner/autopsy services in accordance with agreement and 2017 budget.
3. Payment of SELCO 2nd quarter invoice for $55,952.25 in accordance with agreement.
4. Overnight stays for two (2) Property Appraisers to attend summer seminar in St. Cloud as recommended by the Assessor.
5. Merit increase for Jennifer Peterson, Eligibility Worker, to Merit Grade 5/Step 5 effective April 27, 2017 as recommended by the County Coordinator.
6. Merit increase for Elizabeth Fuglestad, Social Worker, to Merit Grade 7/Step 5 effective May 2, 2017 as recommended by the County Coordinator.
7. Intermittent Family and Medical Leave for employee #1504 effective April 19, 2017 in accordance with County policies.
8. Overnight stays for Fiscal Officer to attend conference in Brainerd as recommended by the County Coordinator.
9. Renewal of On-sale and Sunday Liquor License for BreDun, LLC dba Old Barn resort & Golf Course for the period of May 1, 2017 through May 1, 2018 as approved by Sheriff Kaase and County Attorney Corson.
10. Family and Medical Leave request for employee #1528 effective approximately May 17, 2017 for up to twelve (12) weeks in accordance with County policy.

On motion by Bakke and seconded by Peterson, the Board unanimously approved payment of the following Commissioners' Warrants:
WARRANTS

After review, Vickerman was asked to follow up with Recorder Kiehne regarding a possible miscode for the Dunlap and Seeger invoice.

The Auditor's warrants were reviewed.

Joel Stencel, Manager, and Brian Bluhm, Director of Assurance Services of Eide Bailly LLP, were present.

They reviewed the 2015 State Auditor report "Assessing the Adequacy of 2015 County Audits Performed by Private CPA Firms" and Fillmore County's 2015 Audit work paper review. It was stated that all audits provided by private firms were given similar reviews. Bluhm noted that Eide Bailly, LLP is following up with all of the notations that the State Auditor provided and will keep in contact with the County whether they feel it is appropriate to reissue the financial statements for 2015. He noted that the State Auditor provides a work paper every year for the annual audit and generally the process is to follow up with those changes for the next fiscal audit. He did note that this review has no direct reflection on the Fillmore County staff as it is a review of the firm itself and the audit process used.

The Citizens Input portion of the meeting was opened and closed at 9:36 a.m. as no one was present to speak.

Kristina Kohn, Human Resources Officer, was present.

Bakke reviewed the sections he had questions on for the first reading of the proposed updates to the Probationary Period Policy. There was agreement that those changes would be necessary. Kohn will make the changes requested and post the newest version to the P drive for employee review.

A first reading of the proposed updates to the Paid Time Off Policy was reviewed with some changes to the policy. The draft provided did not have the changes outlined. The Board asks that the policy be brought back with the changes noted and to be considered the first reading again.

A first reading of the proposed updates to the Identification Card Policy were reviewed. Discussion was held concerning other entities wearing their own entity's badges or having Fillmore County badges issued. The Board also discussed that if or when badge readers are installed, all will need Fillmore County identification cards.

On motion by Lentz and seconded by Peterson, the Board unanimously approved the hire of Alex Hartley as an Intermittent Deputy at Step 1 of the union scale effective April 26, 2017 as recommended by the Hiring Committee.

Justin Kroeger from Flexible Benefits Consulting, Inc. presented a handout to the Commissioners detailing the services to be provided by their firm if the County Board voted to approve their request for proposal bid. It was stated that they wanted to ensure all items of their service were transparent for all.

On motion by Bakke and seconded by Lentz, the Board approved to award the benefits consulting services to Flexible Benefits Consulting, Inc. at a commission rate of 1.25% of the health insurance premiums. Flexible Benefits Consulting, Inc. will also provide consulting for other benefits at the same fee as recommended by the Benefits Committee.

The Chair recessed the meeting at 10:17 a.m. and resumed back in session at 10:25 a.m.

Ronald Gregg, Highway Engineer, was present.

On motion by Bakke and seconded by Prestby, the Board unanimously approved to enter into a consultant contract with Bolton & Menk, not to exceed $47,000, for the pavement preservation project at the Fillmore County Airport for taxiway and apron crack repair and seal coat project. The County's cost share amount has been budgeted.

On motion by Bakke and seconded by Prestby, the Board unanimously approved to accept the low bid from Scott Construction, Inc. in the sum of $399,288.99, which was under the engineer's estimate, for the LOST-12P-1, LOST-14P-1, LOST-18P-1, LOST-23P-1 and LOST-40P-1A sealcoat projects. (Abstract of bids on file at the Highway Department)

On motion by Bakke and seconded by Peterson, the Board unanimously approved to accept the low bid from Midwest Contractors, LLC in the sum of $120,428.00, which was under the engineer's estimate, for the LOST 9961-117 and LOST 9962-117 projects. (Abstract of bids on file at the Highway Department)

On motion by Prestby and seconded by Lentz, the following resolution was unanimously adopted:
RESOLUTION 2017-015: Final payment to Dunn Blacktop in the amount of $213,756.87 for resurfacing project SAP 23-611-012, Pilot Mound Township

A Highway Committee meeting update was given by Commissioners Bakke and Prestby: Update on projects; will probably go over budget on County 1 dust control; Americans with Disabilities Act (ADA) transition plan will be worked on by an intern – analysis will be done on ADA standards on County roads that go through cities; Statewide Transportation Improvement Program (STIP) dollars will be coming for Fillmore County in 2021; map review from MnDOT 6 Construction projects; and Matt Harter attended regarding the rural sites for recycling services – came up with six action plans regarding the sites.

Thomas Kaase, Sheriff, was present.

On motion by Bakke and seconded by Lentz, the Board unanimously approved the 2017 State of Minnesota Annual County Boat and Water Safety Grant agreement renewal in the amount of $3,057.00 as recommended by the Sheriff.

Brett Corson, County Attorney, and Corine Haugen, Intern, were present.

Corine Haugen provided a summary of her internship stating that it was a positive experience. She experienced many different aspects of the County Attorney's Office which were extremely beneficial for her and she hopes that she was beneficial to Fillmore County.

County Attorney Corson presented information regarding the Summons and Complaint with a course of action for a clandestine lab cleanup. The Board had no objection to the process.

On motion by Peterson and seconded by Bakke, the Board unanimously approved the placement of a tax assessment on the property for the clandestine lab cleanup as recommended by the County Attorney.

On motion by Bakke and seconded by Lentz, the Board unanimously approved the Statement of Understanding of the City Limits of the City Of Ostrander, MN and Agreement and authorized signature of the same.

On motion by Lentz and seconded by Peterson, the Board unanimously approved the quote from Hildi, Inc. in the sum of $2,000 for 2015 and $300 for 2016 and 2017 for actuarial services for post-employment benefits for the 2015, 2016 and 2017 audits.

On motion by Prestby and seconded by Lentz, the following resolution was unanimously adopted:
RESOLUTION 2017-016: Educational Grant from Winneshiek County Solid Waste Agency

On motion by Prestby and seconded by Lentz, the Board unanimously approved the hauler license for Advanced Disposal Services Solid Waste Midwest, LLC, effective May 1, 2017 to December 31, 2017.

On motion by Bakke and seconded by Lentz, the Board unanimously approved the budgeted Information Systems switch replacements for four buildings from Marco in the sum of $67,754.43 as recommended by the Technology/Land Records/GIS Committee.

On motion by Bakke and seconded by Prestby, the Board unanimously approved to remove from the
table the following street closures in Lanesboro, Minnesota for various dates in 2017 as approved by Police Chief Matthew Schultz, the Lanesboro City Council, Sheriff Kaase and Highway Engineer Gregg:
a. Coffee Street East (Parkway – the Saloon) on May 13, 2017 from 8:00 a.m. to 5:00 p.m.
b. Coffee Street East (Parkway – the Saloon) on Sept. 23, 2017 from 8:00 a.m. to 5:00 p.m.
c. Grit Road (map attached) on August 5, 2017 from 8:00 a.m. to 11:00 a.m.

On motion by Bakke and seconded by Prestby, the Board unanimously approved the following street closures in Lanesboro, Minnesota for various dates in 2017 as approved by Police Chief Matthew Schultz, the Lanesboro City Council, Sheriff Kaase and Highway Engineer Gregg:
a. Coffee Street East (Parkway – the Saloon) on May 13, 2017 from 8:00 a.m. to 5:00 p.m.
b. Coffee Street East (Parkway – the Saloon) on Sept. 23, 2017 from 8:00 a.m. to 5:00 p.m.
c. Grit Road (map attached) on August 5, 2017 from 8:00 a.m. to 11:00 a.m.

A review of the calendar was done and the following committee reports and announcements were given:
Peterson – Cherry Grove Public meeting on Community Septic System; Prestby/Lentz – Technology – reviewed balances; Bakke – Extension discussed Farm Safety Day and seeking help, tractor training; Fillmore County Historical Society – ADA compliance, bathroom facilities and front entry need repair and/or replacement; attended Soil and Water Conservation District (SWCD); Lentz attended Southeast Emergency Board and called into Economic Development Authority (EDA) meeting; Dahl went with Sheriff Kaase to Rushford Village regarding law enforcement coverage.

On motion by Peterson and seconded by Bakke, the Board unanimously closed the meeting at 11:27 a.m. in accordance with M.S.13D.05 for attorney-client privilege to discuss pending civil litigation concerning zoning issues.

Chair Dahl reopened the regular meeting at 11:49 a.m.

On motion by Peterson and seconded by Bakke, the Chair adjourned the meeting at 11:50 a.m.