Search Agendas and Minutes

June 27

Minutes


The Board of County Commissioners of Fillmore County, Minnesota met in special session this 27th day of June, 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, Gary Peterson and Marc Prestby. Also present were: Bobbie Vickerman, Coordinator/Clerk; Marla Stanton, Assistant County Attorney; Jessica Erickson, Director of Nursing; James Fenske, Jail Administrator; Kevin Beck, Emergency Manager/Assistant Jail Administrator; Thomas Kaase, Sheriff; Donald Kullot, Patrol Sergeant; Daniel Dornink, Deputy Sheriff; Anthony Webber, Chief Deputy Sheriff; Pamela Schroeder, Highway/Airport Office Manager; Kristina Kohn, Human Resources Officer; Darrell Schmitt, Engineering Technician Supervisor, Highway; Robert Goede, Minnesota Counties Insurance Trust (MCIT); Donna Rasmussen, District Administrator, and Ann Koliha, Engineering Tech/Conservation Planning, Soil and Water Conservation District (SWCD); Sam Smith and Stephanie Hatzenbihler, Community and Business Development Associates (CEDA); Michele Peterson, City Administrator of Lanesboro; R. Ross Reichard, MD and Monica Kendall from Southern MN Regional Medical Examiner Office; 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 Bakke, the Board unanimously approved the amended agenda.

On motion by Prestby and seconded by Peterson, the Board unanimously approved the following Consent Agenda:
1. June 13, 2017 County Board minutes, as presented.
2. June 13, 2017 Board of Equalization minutes, as presented.
3. Family and Medical Leave for employee #1461 effective June 2, 2017 for up to twelve (12) weeks in accordance with County policies.
4. Administrative leave for employee #1566 effective approximately from August 4, 2017 for up to twelve (12) weeks.

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

The Auditor's warrants were reviewed.

Michele Peterson, City Administrator, City of Lanesboro, was present.

On motion by Bakke and seconded by Lentz, the Board unanimously approved to deed Lots 7 and 8 in Mill Lots to the City of Lanesboro.

R. Ross Reichard, M.D. and Monica Kendall, Southern MN Regional Medical Examiner Office, were present.

A review of the 2016 medical examiner services was given.

Donna Rasmussen, District Administrator, and Ann Koliha, Engineering Tech/Conservation Planning, Soil and Water Conservation District, were present.

On motion by Bakke and seconded by Lentz, the following resolution was unanimously adopted:
UNNUMBERED RESOLUTION: Adoption of summary of "Other Waters" for inclusion in the Local Water Management Plan as part of the requirements of the Buffer Law

Bakke noted that on Wednesday June 28, 2017 at 6:00 p.m. there will be a public hearing for the Minnesota Department of Agriculture proposed Nitrogen Rule at Potter Auditorium in Chatfield, MN.

The Citizens Input portion of the meeting was opened and closed at 9:30 a.m. as no one was present to speak.

Sam Smith and Stephanie Hatzenbihler, Community and Business Development Associates, CEDA, were present.

Sam Smith introduced Stephanie Hatzenbihler as the new Economic Development Specialist for Fillmore County.

On motion by Prestby and seconded by Lentz, the Board unanimously approved the closing of the paid in full Economic Development Authority (EDA) loan to Jennifer Mulhern, Touch of Nature.

On motion by Lentz and seconded by Peterson, the Board unanimously approved to write off the EDA loan to Diane Torgerson, due to Torgerson filing bankruptcy.

On motion by Lentz and seconded by Bakke, the Board unanimously approved the establishment of a Broadband Development Fund in the amount of $150,000.00.

On motion by Prestby and seconded by Bakke, the Board unanimously approved a $75,000 loan to AcenTek for the Lanesboro area project with County Attorney approval.

Darrell Schmitt, Highway Engineering Technician Supervisor, and Pam Schroeder, Airport/Highway Office Manager, were present.

On motion by Prestby and seconded by Peterson, the Board unanimously awarded the low bid of $3,499,758.94 to Midwest Contracting for the CSAH 1 Reconstruction Project SP 023-601-024 contingent on the contractor meeting the DBE goals set by the Department of Civil Rights as recommended by the Highway Engineer.

On motion by Bakke and seconded by Lentz, the following resolution was unanimously adopted:
RESOLUTION 2017-0205: MN DOT Master Partnership Contract

A summary will be provided for the services that the contract involves.

On motion by Bakke and seconded by Lentz, the Board unanimously approved the second lowest bid in the sum of $239,946.39 to Fahrner Asphalt Sealers for the Airport runway sealcoat project; the lowest bid did not include specified requirements of bid documents with the bid and had to be rejected as recommended by the Highway Engineer.

On motion by Bakke and seconded by Lentz, the Board unanimously approved the 2017 Airport Master Plan and Airport Layout Plan Update Professional Consulting Agreement with Bolton & Menk in the sum of $243,100 with the County's portion of $12,155.

On motion by Peterson and seconded by Bakke, the Board unanimously approved to solicit an Independent Fee Estimate (IFE) for Master Plan Fee Compliances.

On motion by Bakke and seconded by Lentz, the Board unanimously approved the following airport hangar leases that have followed through on all lease requirements: LaVern Knoepke, Richard Brehm, Steven Eickhoff, David Mensink, Larry Tammel and Lowell Finseth.

On motion by Bakke and seconded by Lentz, the Board unanimously approved to amend the agenda to add the appointment of Gabrielle Kinneberg to the Airport Committee.

On motion by Bakke and seconded by Lentz, the Board unanimously approved the appointment of Gabrielle Kinneberg to the Airport Committee.

The following Highway Committee report was given: Bakke and Prestby: Bakke reported on the process of projects, hoop salt shed in Canton has a torn tarp and working with insurance; City staff/leadership were present at the meeting from Mabel regarding County 34 project in 2019 or 2020. Highway Engineer Gregg will be putting together a detailed plan to determine if it is a feasible project pending funding at that time; discussed increased funding due to legislative action.

On motion by Bakke and seconded by Prestby, the Board unanimously approved to amend the agenda to add approval of out-of-state travel to observe slab pour for out-of-state bridge.

On motion by Bakke and seconded by Prestby, the Board unanimously approved out-of-state travel for the Engineer and staff to observe slab pour for out-of-state bridge as recommended by the Engineer.

The Chair recessed the meeting at 10:13 a.m. and resumed back in session at 10:20 a.m.

Kristina Kohn, Human Resources Officer, was present.

On motion by Lentz and seconded by Bakke, the Board unanimously approved the proposed updates to the Family and Medical Leave policy as presented.

On motion by Peterson and seconded by Bakke, the Board unanimously approved intermittent employees Paid Time Off (PTO) accruals.

On motion by Bakke and seconded by Lentz, the Board unanimously supported the Memorandum of Understanding with Law Enforcement Labor Services (LELS), Inc. Local #24, 2015-2017 contract contingent upon positive vote by the Union. If approved by the Union, the item will be brought back for final approval by the Board.

On motion by Bakke and seconded by Prestby, the Board unanimously approved to advertise both internally and externally for a full-time Social Worker in the Social Services Division for Mental Health services as recommended by the Personnel Committee, as long as the position is tied directly to Crest dollars or State/Federal dollars. Applications will be received in the Coordinator's Office until 4:30 p.m. on Friday, August 4, 2017.

The first reading of the proposed updates to the General Provisions policy was reviewed.

The first reading of the proposed updates to the Employment policy was reviewed.

Robert Goede, Minnesota Counties Insurance Trust (MCIT), was present.

Mr. Goede gave a presentation on the 2017 member report.

Thomas Kaase, Sheriff, was present.

Sheriff Kaase noted that he would like to appoint Kevin Beck as the Chief Deputy and asked the Board to approve the provided contract. Discussion ensued regarding the process used in the past regarding a union vote for the Chief Deputy contract. Sheriff Kaase noted that the position of Chief Deputy is a position that he appoints and he would like to get his Chief Deputy in place. Sheriff Kaase noted that if the contract is not approved he will be coming back with Kevin Beck to the next meeting and asking for a leave of absence for Kevin Beck so that he can fulfill the Chief Deputy position and be able to return to his prior position of Emergency Manager/Assistant Jail Administrator and keep his seniority as other counties, such as Stern County, who has used this process. Due to the next agenda item regarding the appointment of Emergency Manager/Assistant Jail Administrator being directly related to the Chief Deputy agenda item, the Board asked the Sheriff to bring the items back to the next meeting after working with the Union. Discussion ensued regarding the training necessary for the position.

Sheriff Kaase noted that there will be an opening in the department for a deputy with Chief Deputy Webber's retirement and asked the Board to move forward on the hiring process for a deputy as this can be a long process.

A motion was made by Prestby and seconded by Lentz to consider a new Deputy Sheriff position. The Chair called for a vote. Commissioners voting "aye": Prestby, Bakke and Dahl. Commissioners voting "nay": Lentz and Peterson. The motion prevailed.

Sheriff Kaase noted that when a full-time Jailer position opened up his recommendation was to hire part-time positions so that he had the opportunity to see if a full-time position was needed. He does feel that at this point a full-time position is necessary and would like to see one of his part-time Jailers, Jonathan Whitney, moved to full-time.

On motion by Bakke and seconded by Prestby, the Board unanimously approved moving a Jailer position held by Jonathan Whitney from part-time to full-time as recommended by the Sheriff.

On motion by Prestby and Bakke, the Board unanimously approved the Sentence to Service (STS) contract as recommended by the Sheriff.

On motion by Peterson and seconded by Lentz, the Board unanimously approved the Institution Community Work Crew (ICWC) contract as recommended by the Sheriff.

Bobbie Vickerman, Coordinator, was present.

On motion by Prestby and seconded by Lentz, the Board unanimously approved the State of Minnesota Joint Powers Agreement with the Bureau of Criminal Apprehension as recommended by the Fillmore County Attorney and Sheriff.

On motion by Bakke and seconded by Lentz, the following resolution was unanimously adopted:
RESOLUTION 2017-021: State of Minnesota Joint Powers Agreement with the County of Fillmore

On motion by Prestby and seconded by Lentz, the Board unanimously approved the second amendment to the State of Minnesota Amendment of the Communications Antenna License in the amount of $1,500/year for five years.

On motion by Lentz and seconded by Prestby, the Board unanimously approved the expenditures for computer monitors for the Auditor/Treasurer Department as budgeted and for the Public Health Department through the Information Systems budget.

On motion by Prestby and seconded by Lentz, the Board unanimously approved the low bids from Dell for desktop computers and Hewlett Packard (HP) for laptops for the 2017 replacements with imaging to be paid for through the Information Systems budget. (Bids on file in the Information Systems Department)

On motion by Bakke and seconded by Lentz, the Board unanimously approved to use the Veterans grant for upgrades to the Conference Room Technology in the Veteran Services and Extension offices, not to exceed the grant dollars available.

A review was given of the 2016 Performance Measures to be submitted to the State of Minnesota.

On motion by Lentz and seconded by Bakke, the following resolution was unanimously adopted:
RESOLUTION 2017-022: Participation in the MN Office of State Auditor Performance Measurement program

On motion by Lentz and seconded by Peterson, the following resolution was unanimously adopted:
RESOLUTION 2017-023: 2017 Performance Measures

The budget timeline for 2018 budgeting process was reviewed. Discussion was held on the budget process and concerns with how department heads bring in their amounts. Lentz made the suggestion for a flat, no increase in budget from 2017 to 2018. He noted that this way the department heads must absorb any increases within their existing budget and then would come before the Board for any increases that they would request above that budget. The Board, by consensus, asked Vickerman to move forward with the budgeting process and timeline. Vickerman noted that she will need some time to get the personnel numbers to the department heads so that they are aware of the amount they would need to absorb.

A review of the calendar was done and the following committee reports and announcements were given:
Prestby and Lentz: Law Enforcement - reviewed jail inspection other than items that were on the agenda, city contracts (Rushford Village, Peterson, Wykoff and Fountain); Prestby and Lentz: Technology/Land Records/GIS – gave balances but most items brought before Board. Bakke – Historical Society; SWCD – resolution for "other waters," and budgeting; Bakke and Prestby: Dodge-Fillmore-Olmsted - budgeting, increased revenues, Joint Powers Agreement. There is no Planning Commission on the July 20th; no One Watershed /One Plan meeting in July and no Semcac meeting in July. Lentz – Emergency Radio Board; State Community Health Advisory Committee (SCHAC) meeting discussed lack of funding and mumps break out; Dahl and Peterson: Facilities – generators, Office Building bollards discussion,

On motion by Lentz and seconded by Bakke, the Chair adjourned the meeting at 12:52 p.m.