MINUTES & AGENDAS
April, 2018
Commissioner Proceedings
April 10, 2018
The Lake of the Woods County Board of Commissioners met in regular session on Tuesday, April 10th 27, 2018 at Lake of the Woods County Government Center in the Commissioners’ Room.
Call to Order
Chairman Arnesen called the meeting to order at 9:00 a.m. and the Pledge of Allegiance was recited with the following members present: Commissioners: Ken Moorman, Cody Hasbargen, Ed Arnesen, Buck Nordlof and Jon Waibel. Also present were: County Auditor/Treasurer, Lorene Hanson and Woody Fiala.
Approval of Agenda
Motion
Motion was made by Commissioner Nordlof, seconded by Commissioner Hasbargen and carried unanimously to approve the agenda with the following additions: International Bridge Meeting, Williams School, IT Data Requests and ELS Tier I.
Approval of Minutes
Motion
Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously to approve the official minutes and summarized minutes of March 27, 2018 minutes.
SOCIAL SERVICES
Social Services Financial Officer, Christine Hultman met with the board requesting approval of claims.
Motion
Motion was made by Commissioner Nordlof, seconded by Commissioner Waibel and carried unanimously to approve the following claims: Commissioners Warrants $7,665.03, Commissioners Warrants $1,947.56, Commissioners Warrants $11,758.02.
WOJO’S RODEO
Sue Larson, Representative for Lake of the Woods Fair Grounds, and Wojo’s Rodeo, Dana Wojciechowski met with the board and presented the Wojo’s Rodeo Sponsorship package for the Rodeo to be held on Willie Walleye Weekend and requested contribution from the board to help with cost for the Rodeo.
Motion
Motion was made by Commissioner Nordlof seconded by Commissioner Hasbargen and carried unanimously to approve the contribution of $1,000 towards the Wojo’s Rodeo which will be held during the Willie Walleye weekend with funding from the Con-Con funds.
MIS/GIS DEPARTMENT
GIS Specialist, Eric Solo met with the board to discuss 911 address changes that have to be made because the State of Minnesota requires all counties to have the same standard addressing within the 911 next generation. Eric reviewed the reports with the board and informed the board that some number changes will be made to some of the address numbers and the name change from Main Street will be Krull Street which starts at 18th Ave and West. Eric informed the board that 85 addresses were affected in total and that letters have been sent to landowners.
Motion
Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously to approve the address change from Main Street to Krull Street, which starts at 18th Ave and West, and the various number changes as presented.
PUBLIC WORKS
Public Works Director, Tim Erickson met with the board to award bids for the SAP 039-601-031&SAP 039-622-006. Lowest responsible bidder was Davidson Redi-Mix & Construction in the amount of $995,070.75. Engineers estimate for this project was $1,200,000.00.
Motion
Motion was made by Commissioner Hasbargen, seconded by Commissioner Waibel and carried unanimously to award the bid for SAP 039-601-031 & SAP 039-622-066 to Davidson Redi-Mix Construction in the amount of $995,070.75.
HUMAN RESOURCE DIRECTOR
Human Resource Director, Savanna Slick met with the board requesting approval to register for county wide e-learning Harassment Discrimination training thru MRA in the amount of $390.00.
Motion
Motion was made by Commissioner Moorman, seconded by Commissioner Nordlof and carried unanimously to authorize Human Resource Director, Savanna Slick to register with MRA for e-learning classes for Harassment & Discrimination training in the amount of $390.00 with funding from the Human Resources account.
COUNTY AUDITOR/TREASURER
Claims
County Auditor/Treasurer, Lorene Hanson met with the board requesting approval of claims, and State of MN Request for ELS Tier 1- Game and Fish Licenses terminal to be returned to the State for they need more terminals, our office does not sell enough license to justify the use of the terminal.
Motion
Motion was made by Commissioner Moorman, seconded by Commissioner Nordlof and carried unanimously to approve the claims against the county as follows: Revenue-$48,003.41-Road & Bridge-$21,445.92-County Devlp. -$145.00- Joint Ditch- $1,845.00 -Solid Waste-$25,125.81
WARRANTS FOR PUBLICATION
Warrants Approved On 4/10/2018 For Payment 4/13/2018
Vendor Name Amount
Cenex Co-Op Services, Inc. 2,499.04
Computer Professionals Unlimited Inc 3,432.00
Freeberg & Grund, Inc 7,245.00
Howard’s Oil Company 2,045.03
Jake’s Quality Tire Inc 2,300.47
Lavalla Sand & Gravel Inc 5,478.00
LOW Highway Dept 6,270.00
Mar-Kit Landfill 14,180.00
Mn State Dept-Correction 19,107.49
Northern Light Region 3,818.76
Voyageurs Comtronics, Inc 2,694.00
Woody’s Service 2,198.93
67 Payments less than 2000 25,296.42
Final Total: 96,565.14
Further moved to authorize the payment of the following Auditor warrants: March 28, 2018-$14,030.29, March 29, 2018- $1.00, April 4, 2018- $51,821.41, April 5, 2018- $145,605.24, April 5, 2018- (1.00).
Motion
Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously to approve the return of the Tier 1 Computer (game and fish) to the State of Minnesota, Department of Natural Resource per their request.
WILLIAMS SCHOOL
Commissioner Moorman informed the board that he was at the City of Williams Council meeting and discussion was brought up about the road that runs by the school and the road is always wet, so they are believe it is coming from the schools well. The consensus of the board was to have Commissioner Moorman discuss with Land and Water Planning office.
RECESS
The meeting was called to recess at 10:35 a.m. and reconvened at 10:40 a.m.
MIS/GIS
MIS/GIS Director, Peder Hovland met with the board to discuss IT Data requests. It was the consensus of the County Board to continue to follow our Data Request Policy and the importance of the storing of requests and the proof of fulfillment.
LAND AND WATER PLANNING
Assistant Zoning Director, Maranda Dahl met with the board and presented a Conditional Use Permit for the boards’ consideration of approval. Rollin and Julie Bergman are requesting to operate a commercial business consisting of transient short-term rental. Maranda reviewed the Findings of Fact of the Planning Commission and informed the board that they approved this application with no conditions.
Motion
Motion was made by Commissioner Waibel, seconded by Commissioner Moorman and carried unanimously to approve the following Findings of Fact for Rollin and Julie Bergman:
Lake of the Woods County Board of Commissioners
Findings of Fact and Decision
Name of Applicant: Rollin and Julie Bergman Date: April 10, 2018
Location/Legal Description: The North Half of the Northeast Quarter of the Northeast Quarter (N½ of NE¼NE¼) of Section Twenty-five (25), Township One Hundred Sixty-three (163) North, Range Thirty-four (34) West (Lakewood) of the Fifth Principal Meridian in Minnesota, according to the United States Government Survey thereof. Parcel ID# 14.25.11.000.
Project Proposal: A Conditional Use Permit, as required by Section 401-C of the Lake of the Woods County Zoning Ordinance, to allow the applicant to operate a commercial business consisting of transient short-term rental of an existing structure in a Rural Residential District (R2).
- Is the project proposal consistent with the Lake of the Woods County Comprehensive Land Use Plan? ( ) YES (X) NO ( ) N/A ( )
Why or why not? Vacation renal area.
2. Is the project proposal consistent with maintaining the public health, safety, and welfare?
YES ( ) NO () N/A (X)
Why or why not? ______________________________________________________
3. Is the project proposal consistent with the goal of preventing and controlling water pollution, including sedimentation and nutrient loading? YES ( ) NO ( ) N/A (X)
Why or why not? ______________________________________________________
4. Will the project proposal not adversely affect the site’s existing topography, drainage features, and vegetative cover? YES ( ) NO ( ) N/A (X)
Why or why not? ______________________________________________________
5. Is the project proposal’s site location reasonable in relation to any floodplain and/or floodway of rivers or tributaries? YES ( ) NO ( ) N/A (X)
Why or why not? ______________________________________________________
6. Has the erosion potential of the site based upon the degree and direction of slope, soil type and existing vegetative cover been adequately addressed for the project proposal?
YES ( ) NO ( ) N/A (X)
Why or why not? ______________________________________________________
7. Is the site in harmony with existing and proposed access roads? YES (X) NO ( ) N/A ( )
Why or why not? On existing county road, driveway exists.
8. Is the project proposal compatible with adjacent land uses? YES (X) NO ( ) N/A ( )
Why or why not? Rural residential.
9. Does the project proposal have a reasonable need to be in a shoreland location?
YES ( ) NO ( ) N/A (X)
Why or why not? ______________________________________________________
10. Is the amount of liquid waste to be generated reasonable and the proposed sewage disposal system adequate to accommodate the project proposal? YES (X) NO ( ) N/A ( )
Why or why not? Septic exists.
11. Will the visibility of structures and other facilities as viewed from public waters comply with Section 901 of the Zoning Ordinance? YES ( ) NO ( ) N/A (X)
Why or why not? ______________________________________________________
12. Is the site adequate for water supply and on-site sewage treatment systems?
YES (X) NO ( ) N/A ( )
Why or why not? Already exist.
13. Are the affected public waters suited to and able to safely accommodate the types, uses, and numbers of watercraft that the project proposal will generate? YES ( ) NO ( ) N/A (X)
Why or why not? ______________________________________________________
14. If the project proposal includes above ground or below ground storage tanks for petroleum or other hazardous material that is subject to the Minnesota Pollution Control Agency (MPCA) requirements, has a permit been sought? YES ( ) NO ( ) N/A (X)
Why or why not? ______________________________________________________
15. Will there be fencing and/or other screening provided to buffer the project proposal from adjacent properties? YES (X) NO ( ) N/A ( )
Why or why not? Not needed.
16. If signage is associated with the project proposal, has the applicant demonstrated the need for the number and size requested, and minimized the visual appearance as viewed from adjacent properties to the extent possible? YES (X) NO ( ) N/A ( )
Why or why not? Described in application.
17. If the project proposal will generate additional traffic to or from the site, has the applicant adequately demonstrated how the additional traffic and parking is to be addressed?
YES (X) NO ( ) N/A ( )
Why or why not? Existing parking available.
The specific conditions of approval are as follows: __________________________________
If all answers to the Findings of Fact-Criteria are either “Yes” or are “Not Applicable” to the request, the criteria for granting the conditional use permit have been met. The conditional use permit will maintain the goals of safety, health, and general welfare of the public.
The specific conditions of approval are as follows: __________________________________
Approved as Presented (X) Approved with Conditions ( ) Denied ( )
_____________________________________
Edward Arnesen
Chair, County Board
This is in accordance with Section 1204 of the Lake of the Woods County Zoning Ordinance.
Committee Report: Commissioner Hasbargen reported on the Snowmobile Trail Meeting he attended.
Correspondence- BWSR report was reviewed.
RECESS
With no further business before the board, Chairman Arnesen called the meeting to recess at 11:40 a.m.
Attest: April 24, 2018
__________________________________ _____________________________________
County Auditor/Treasurer, Lorene Hanson Chairman of the Board, Edward Arnesen
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Commissioner Proceedings
April 24, 2018
The Lake of the Woods County Board of Commissioners met in regular session on Tuesday, April 24th, 2018 at Lake of the Woods County Government Center in the Commissioners’ Room.
Call to Order
Chairman Arnesen called the meeting to order at 9:00 a.m. and the Pledge of Allegiance was recited with the following members present: Commissioners: Ken Moorman, Cody Hasbargen, Ed Arnesen, Buck Nordlof and Jon Waibel. Also present were: County Auditor/Treasurer, Lorene Hanson, Deputy Auditor/Treasurer Janet Rudd and Woody Fiala.
Approval of Agenda
Motion
Motion was made by Commissioner Nordlof, seconded by Commissioner Moorman and carried unanimously to approve the agenda with the following additions: Williams Senior Citizens, Federal Boat and Water Grant and HRDC Apartment Complex, MOA- Lake of the Woods and Soil and Water.
Approval of Minutes
Motion
Motion was made by Commissioner Hasbargen, seconded by Commissioner Moorman and carried unanimously to approve the official minutes and summarized minutes of April 10, 2018.
SOCIAL SERVICES
Social Services Director, Amy Ballard met with the board requesting approval of claims.
Motion
Motion was made by Commissioner Moorman, seconded by Commissioner Nordlof and carried unanimously to approve the following claims: Commissioners Warrants $9,431.96, Commissioners Warrants $2,278.24, Commissioners Warrants $10,681.83, Commissioners Warrants $35.00.
PAUL COLSON
Paul and Karen Colson, owners of Jake’s Resort discussed the issue of vehicles parking on County Road 333 causing blocking of the road. Public Works Director, Tim Erickson stated that they could put in a large culvert to accommodate parking.
RECESS
The meeting was called to recess at 10:20 a.m. and reconvened at 10:25 a.m.
SNOWMOBILE TRAILS
Drifters Club
Randy Orton and Mariah Mollberg representing the Drifters club met with the board and reviewed the 2017-2018 Snowmobile Trails Maintenance and Grooming and informed the board that there is major work to be done on a bridge located in Hay Creek.
Northwest Angle Edge Riders
Northwest Angle Edge Riders member Joe Laurin met with the board and reviewed the 2017-2018 Snowmobile Trails Maintenance and Grooming and informed the board that they did build a shed for the snowmobile trails equipment.
The following resolution was offered by Commissioner Moorman, seconded by Commissioner Nordlof and moved for adoption:
Resolution No. 18-04-02
Sponsorship of Snowmobile Trails Assistance Program
BE IT RESOLVED, that Lake of the Woods County will act as the legal sponsor for an application for funding to the State of Minnesota Department of Natural Resource for Big Traverse maintenance of snowmobile trail managed by Lake of the Woods Drifters.
BE IT FURTHER RESOLVED, that upon approval of its application by the state, the Lake of the Woods County may enter into an agreement with the State of Minnesota for the above referenced project and that it will comply with all applicable laws and regulations as stated in the agreement.
BE IT FURTHER RESOLVED, that County Auditor-Treasurer, Lorene Hanson is hereby authorized to serve as the fiscal agent for the above referenced project.
Resolution No. 18-04-03
Sponsorship of Snowmobile Trails Assistance Program
BE IT RESOLVED, that Lake of the Woods County will act as the legal sponsor for an application for funding to the State of Minnesota Department of Natural Resources for Border Trails maintenance of snowmobile trail managed by Lake of the Woods Drifters.
BE IT FURTHER RESOLVED, that upon approval of its application by the state, the Lake of the Woods County may enter into an agreement with the State of Minnesota for the above referenced project and that it will comply with all applicable laws and regulations as stated in the agreement.
BE IT FURTHER RESOLVED, that County Auditor-Treasurer, Lorene Hanson is hereby authorized to serve as the fiscal agent for the above referenced project.
The following resolution was offered by Commissioner Nordlof, seconded by Commissioner Hasbargen and moved for adoption:
Resolution No. 18-04-04
Sponsorship of Snowmobile Trails Assistance Program
BE IT RESOLVED, that Lake of the Woods County will act as the legal sponsor for an application for funding to the State of Minnesota Department of Natural Resource for NW Angle Islands maintenance of snowmobile trails managed by Northwest Angle Edge Riders Club.
BE IT FURTHER RESOLVED, that upon approval of its application by the state, the Lake of the Woods County may enter into an agreement with the State of Minnesota for the above referenced project and that it will comply with all applicable laws and regulations as stated in the agreement.
BE IT FURTHER RESOLVED, that County Auditor-Treasurer, Lorene Hanson is hereby authorized to serve as the fiscal agent for the above referenced project.
SHERIFF
County Sheriff, Gary Fish met with the board requesting Part-time Deputy Sheriff, Craig Severs to receive a grade increase from grade 12 to Grade 13 for he completed his coroner training and approval for the 2017 State of Minnesota Federal Boat and Safety Grant.
Motion
Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously to approve the grade adjustment for Part-time Deputy Sheriff Craig Severs to grade 13, points 288, wage $24.06 per hour effective May 6, 2018.
The following resolution was offered by Commissioner Hasbargen, seconded by Commissioner Waibel and moved for adoption:
A Resolution Authorizing the Federal Boating Safety Supplement Grant Agreement
Resolution 18-04-05
WHEREAS, under the provisions of M.S. § 84.026 Subd. 1 the State is empowered to enter into this grant; the Sheriff of each county is required to carry out the provisions for recreational boating safety promulgated by the Commissioner.
WHEREAS, the allocation of funds by the Commissioner to assist in the funding of specific items for recreational boating safety.
NOW, THEREFORE, BE IT RESOLVED that the Chairman, Auditor and Sheriff are hereby authorized to execute the Federal Boating Safety Supplement Grant Agreement, for the period of March 15, 2018 through August 31, 2018 in the amount of $4,812.00.
MAINTENANCE
Chairman Arnesen on behalf of the board congratulated Maintenance Supervisor, Walt Scribner on his retirement.
Resolution
The following resolution was offered by Chairman Arnesen and moved for adoption:
Recognition of years of service
Walt Scribner
Resolution No. 18-04-01
Whereas: Walt Scribner has served for Lake of the Woods County Maintenance Department since February 7, 2005;
Whereas: Walt has retired from Lake of the Woods County effective April 30, 2018;
Now Therefore, Be it Resolved: That Lake of the Woods Board of County Commissioners extends its deepest appreciation to Walt for his dedicated service and wishes him well on his retirement.
The resolution was seconded by Commissioner Hasbargen and the same being put to a vote, was unanimously carried.
PUBLIC WORKS
Public Works Director, Tim Erickson met with the board requesting approval to advertise, interview and hire a Deputy Accountant at grade 9 and to advertise, interview and hire an Inspector. Tim informed the board that he will use a tier approach for the Inspectors position if the applicant(s) do not have four (4) years of experience, which then would start at grade 9 and move to grade 12 after completing the years of experience required.
Motion
Motion was made by Commissioner Hasbargen, seconded by Commissioner Nordlof and carried unanimously to authorize Public Works Director, Tim Erickson to advertise, interview and hire a Deputy Accountant at grade 9, step 1.
Motion
Motion was made by Commissioner Waibel, seconded by Commissioner Nordlof and carried unanimously to authorize Public Works Director, Tim Erickson to advertise, interview and hire an Inspector, with the tier option if applicant(s) do not have the requirements of four (4) years of experience at grade 9 and when years of experience are fulfilled move to grade 12.
VETERANS SERVICE OFFICER
Veterans Service Officer, Rick Rone met with the board requesting funds to purchase Veteran’s markers for their grave sites.
Motion
Motion was made by Commissioner Waibel, seconded by Commissioner Nordlof and carried unanimously to approve the purchase of three (3) boxes of Veteran Grave Markers not to exceed $6,000 from the Veterans account.
HEADWATER REGIONAL DEVELOPMENT COMMISSION(HRDC)
HRDC Operations Director, Mary Thompson met with the board to review the Baudette Housing Apartment Complex. The board asked if this project falls within the bidding process and Mary informed the board the Contractor does the bidding and makes sure it is done within the Public Entity. The board will make the final decision of the County contribution at the next meeting County Board meeting on May 8, 2018.
RECESS
The meeting was called to recess at 12:20 p.m. and reconvened at 1:25 p.m.
LAND AND WATER PLANNING
Land and Water Planning Director, Josh Stromlund met with the board requesting approval for the Memorandum of Agreement between Lake of the Woods Soil and Water Conservation District and Lake of the Woods County to work cooperatively to implement conservation practices to benefit water and soil resources. The MN DNR and Natural Resources Conservation Service, the SWCD submitted and received a FY 18 Clean Water Fund competitive grant from BWSR for $378,000 to minimize channel erosion in the Bostic watershed, which requires a match of up to $75,000. Josh informed the board that the SWCD approved this competitive grant.
Motion
Motion was made by Commissioner Moorman, seconded by Commissioner Nordlof and carried unanimously to approve the Clean Water Fund competitive grant from BWSR for $378,000 with match of up to $75,000.00 and authorize Chairman Arnesen to sign.
COUNTY AUDITOR/TREASURER
Claims
County Auditor/Treasurer, Lorene Hanson met with the board requesting approval of claims.
Motion
Motion was made by Commissioner Nordlof, seconded by Commissioner Waibel and carried unanimously to approve the claims against the county as follows: Revenue-$18,837.04-Road & Bridge-$17,259.55-County Devlp. -$1,200.00- Joint Ditch- $10,483.44 -Solid Waste-$19,873.60-EDA-$915.97-Taxes&Penalties-$110.00.
WARRANTS FOR PUBLICATION
Warrants Approved On 4/24/2018 For Payment 4/27/2018
Vendor Name Amount
Cenex Co-Op Services, Inc. 4,759.09
Farmers Union Oil Co. 2,307.76
Lakes Gas Co 2,374.32
LaValla Electric DBA/Ned 4,743.00
Minnesota Ui 2,338.91
Northwest Concrete 10,483.44
R & Q Trucking, Inc 3,605.00
Screen USA, Inc 7,308.14
Thompson Reuters-West Publishing Corp. 2,793.00
TOTALFUNDS 2,000.00
Ziegler, Inc 6,897.06
53 Payments less than 2000 19,069.88
Final Total: 68,679.60
Further moved to authorize the payment of the following Auditor warrants: April 11, 2018–$93,891.08, April 18, 2018-$11,435.12.
FEMA MEETING
County Auditor/Treasurer Lorene Hanson informed the board that FEMA will be meeting here on May 3, 2018, from 3:00-5:00 p.m. to review draft update work maps for Lake of the Woods County
Life Insurance
County Auditor/Treasurer, Lorene Hanson discussed the Short-term disability insurance. The consensus of the board was to transfer the county’s contribution for short-term disability insurance to an additional contribution towards employee’s life insurance.
Election Plan
County Auditor/Treasurer, Lorene Hanson met with the board requesting approval for the Lake of the Woods County Electronic Voting System Plan which is required by MN Stat.206.82, subd.2, use of electronic voting systems.
Motion
Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to approve the Lake of the Woods County Electronic Voting System Plan as presented.
Audit Findings
County Auditor/Treasurer, Lorene Hanson informed the board of Audit Findings from the State Auditors, which consisted mostly of reporting issue from exhibits to notes in the financial reports.
DITCH AUTHORITY
County Auditor/Treasurer, Lorene Hanson, Land and Water Planning Director, Josh Stromlund and Public Works Director, Tim Erickson discussed JD 28. They informed the board that they are waiting to hear back from Attorney, Kurt Deter. Commissioner Hasbargen inquired about the status of Lester Boomgaarden petition. Tim informed the board that they have met with Lester Boomgaarden.
PETITION
County Auditor/Treasurer informed the board that they received a Petition for abandonment for Joint Ditch 36 with Beltrami County and the MN DNR. Commissioner Moorman and Hasbargen will attend this meeting on June 5, 2018.
SHERIFF
County Sheriff, Gary Fish informed the board that they will need to meet to discuss the recent Jail Inspection. The board placed this on the agenda for a work session after the Board meeting on May 8, 2018.
CLOSED SESSION
Motion
Motion was made by Commissioner Moorman, seconded by Commissioner Hasbargen and carried unanimously to close the regular meeting at 2:23 p.m. and open the closed session pursuant to MN Stat. 13D.03.Subd. 1(b)-union negotiations. Members present: Commissioner Arnesen, Moorman, Hasbargen, Waibel and Nordlof. Also, present: Human Resource Director, Savanna Slick.
Motion
Motion was made by Commissioner Moorman, seconded by Commissioner Hasbargen and carried unanimously to close the closed session at 2:58 p.m. and open the regular session.
UNION DISCUSSION
The board discussed employee wages. No action taken.
RECESS
With no further business before the board, Chairman Arnesen called the meeting to recess at 3:23 p.m.
Attest: May 8, 2018
__________________________________ _____________________________________
County Auditor/Treasurer, Lorene Hanson Chairman of the Board, Edward Arnesen