MINUTES & AGENDAS
August, 2016
Commissioner Proceedings
August 16, 2016
The Lake of the Woods County Board of Commissioners met in regular session on Tuesday, August 16, 2016 at Lake of the Woods County Government Center in the Commissioners Room.
Call to Order
Chairman Moorman called the meeting to order at 9:00 a.m. and the Pledge of Allegiance was recited with the following members present: Commissioners Ed Arnesen, Patty Beckel, Ken Moorman, Thomas Hanson and Buck Nordlof. 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 Arnesen, seconded by Commissioner Beckel and carried unanimously to approve the agenda.
Approval of Consent Agenda
Motion was made by Commissioner Nordlof, seconded by Commissioner Hanson and carried unanimously to approve the following: Alison Hauger for Child Safety and Permanency Training; Sheri Stebakken for Licensing training, Shelley Phillippe for MFWCAA; Mary Jo Otten for CPU Meeting; Janet Rudd to St. Cloud for MDRA Conference; Dawn Christianson and Stacy Novak on for CPU ; Karlene Stay for SSIS Mentor Meeting.
Approval of Minutes
Motion
Motion was made by Commissioner Beckel, seconded by Commissioner Nordlof and carried unanimously to approve the official and summarized minutes of July 26, 2016.
EMERGENY MANAGEMENT
Emergency Management Director, Jill Hasbargen Olson met with the board and requested approval for the Emergency Management Performance Grant in the amount of $13,666 with matching funds of $13,666.
Motion
Motion was made by Commissioner Hanson, seconded by Commissioner Beckel and carried unanimously to approve and enter into a Emergency Management Performance Grant with the MN Department of Public Safety (STATE) GRANT NUBMER A-EMPG-2016-LOTW-CO-041, effective January 1, 2016-December 31, 2016 in the amount of $13,366.00 with matching funds of $13,666.00 and authorize Emergency Management Director, Jill Hasbargen Olson , County Auditor/Treasurer Lorene Hanson and Chairman Moorman to sign.
SOCIAL SERVICES
Claims
Social Service Director, Amy Ballard met with the board requesting approval of claims.
Motion
Motion was made by Commissioner Beckel, seconded by Commissioner Hanson and carried unanimously to approve the following claims against the county: Commissioners Warrants: $ 15,677.87; Commissioners Warrants: $22,334.39.
Home Health Care Meeting
Social Service Director, Amy Ballard informed the board that there will be a Home Health Care meeting on September 20, 2016.
AUDITOR/TREASURER
Claims
County Auditor/Treasurer, Lorene Hanson met with the board requesting approval of claims.
Motion
Motion was made by Commissioner Hanson, seconded by Commissioner Arnesen and carried unanimously to approve the claims against the county as follows: Revenue $64,161.81, Road & Bridge $44,318.52, Co. Develop $1,151.28 , Solid Waste $30,795.08, EDA $835.87.
WARRANTS FOR PUBLICATION
Warrants Approved On 8/16/2016 For Payment 8/19/2016
Vendor Name Amount
Cenex Co-Op Services, Inc. 6,580.15
Computer Professionals Unlimited Inc 3,193.00
Farmers Union Oil Co. 5,381.51
Hasler 4,000.00
Headwater Regional Development Commiss 2,500.00
Hoffman, Philipp & Knutson, PLLC 4,709.00
Howard’s Oil Company 7,601.05
JMD Manufacturing Inc 3,457.47
Lavalla Sand & Gravel Inc 3,486.25
LOW Highway Dept 3,435.00
Mar-Kit Landfill 14,091.50
Mn/State Of 15,000.00
Olson Construction 4,400.00
R & Q Trucking, Inc 5,660.20
Short Elliott Hendrickson, Inc 3,726.81
Strata Corp, Inc 3,277.76
Voyageurs Communications, Inc 8,807.70
Walker Pipe & Supply 2,170.00
Woody’s Service 3,645.33
Ziegler, Inc 2,449.20
104 Payments less than 2000: 33,690.63
Final Total: 141,262.56
Further moved to authorize the payment of the following auditor warrants: July 27, $5,015.56, August 3, $9,078.33, August 3, $124,820.17, August 10, $4,335.43.
Lost Warrants
County Auditor/Treasurer, Lorene Hanson met with the board requesting approval for Lost Warrant for Joyce Washburn and Warroad School District.
Motions
Motion was made by Commissioner Beckel, seconded by Commissioner Nordlof and carried unanimously to approve the application and affidavit for lost warrant for Joyce Washburn dated May 1, 2016 for $1,829.79 without furnishing indemnifying bond.
Motion was made by Commissioner Arnesen, seconded by Commissioner Nordlof and carried unanimously to approve the application and affidavit for lost warrant for Warroad School District dated May 25, 2016 for $125,000 without furnishing indemnifying bond.
North County Community Health Service
County Auditor/Treasurer, Lorene Hanson informed the board that LakeWood Health Center recommended appointment of Tom Mio to the North Country Community Health Board/Services Advisory.
Motion
Motion was made by Commissioner Beckel, seconded by Commissioner Hanson and carried unanimously to appoint Tom Mio to the North Country Community Health Board (term expiring 12/31/18),(three year term) and to North Country Community Health Services Advisory (term expiring 12/31/2017) (two year term).
Retention Policy
County Auditor/Treasurer, Lorene Hanson met with the board to discuss the “Scan-Now”, which would allow staff to scan documentation and destroy paper copies. It was recommended by Hoffman, Phillipp, & Knutson, PLLC to add this to the county’s retention policy.
Motion
Motion was made by Commissioner Arnesen, seconded by Commissioner Hanson and carried unanimously to add the “Scan –Now” to Lake of the Woods Retention Policy.
Vets Grant
County Auditor/Treasurer, Lorene Hanson met with the board and presented a resolution for the Veterans Service Office for operational enhancement grant program.
Resolution
The following resolution was offered by Commissioner Hanson, seconded by Commissioner Beckel and carried unanimously to approve the following:
RESOLUTION OF LAKE OF THE WOODS COUNTY
Operational Enhancement Grant Program
Resolution No. 16-08-01
BE IT RESOLVED; by Lake of the Woods County Board of Commissioners that the County enter into the attached Grant Contract with the Minnesota Department of Veterans Affairs (MDVA) to conduct the following Program: County Veterans Service Office Operational Enhancement Grant Program. The grant must be used to provide outreach to the county’s veterans; to assist in the reintegration of combat veterans into society; to collaborate with other social service agencies, educational institutions, and other community organizations for the purposes of enhancing services offered to veterans; to reduce homelessness among veterans; and to enhance the operations of the county veterans service office, as specified in Minnesota Laws 2015 Chapter 77, Article 1, Section 37, Subdivision 2. This Grant should not be used to supplant or replace other funding.
BE IT FURTHER RESOLVED by the Lake of the Woods County Board of Commissioners that Rick Rone, the Veterans Service Officer, be authorized to execute the attached Grant Contract for the above-mentioned Program on behalf of the County.
WHEREUPON the above resolution was adopted at Lake of the Woods County Commissioner Meeting this 16 day of August,2016.
Postage Machine
County Auditor/Treasurer, Lorene Hanson met with the board to discuss the maintenance cost on the postage machine. She informed the board that the current postage machine was purchased in 2008. In researching the maintenance costs the county could actually save money by leasing a new machine and paying a set monthly maintenance for five years. The board recommended to also check with other companies and neighboring counties to see what other options are available.
EAGLE SCOUT
Chairman Moorman informed the board that Boy Scout Troop Leader Joe Johnson called him to inform him that Dominick Mugglie has earned the highest advancement rank as an Eagle Scout.
Resolution
The following resolution was offered by Commissioner Moorman, seconded by Commissioner Nordlof and moved for adoption:
RESOLUTION NO. 16-08-02
RECOGNITION OF DOMINICK MUGGLI FOR HIS ACCOMPLISHMENT ON EARNING THE “EAGLE SCOUT BADGE”
WHEREAS, Boy Scout Troop 62, member Dominick Muggli has advanced through the ranks of Tenderfoot, Second Class, First Class, Star, Life; and has now earned the highest advancement rank in scouting as an Eagle Scout;
WHEREAS, Dominick as a Life Scout has served actively for a period of six months as a Boy Scout Troop Senior Patrol Leader;
WHEREAS, Dominick has earned his 21 badges, with 13 of them in specialized areas. At each advancement, he has taken part in scoutmaster conferences, has demonstrated participation in increasingly more responsible service projects, and demonstrated leadership skills by holding one or more specific youth positions of responsibility in his troop;
NOW THEREFORE, BE IT RESOLVED, that Lake of the Woods County Board of Commissioners hereby congratulates Dominick Muggli on his rank as “Eagle Scout”.
LAND AND WATER PLANNING
Land and Water Planning Director, Josh Stromlund met with the board and to discuss the Opt-out of the requirement of MN Statutes, Section 394.307 for Temporary Family Health Care Dwellings.
Resolution
The following resolution was offered by Commissioner Beckel, seconded by Commissioner Arnesen and carried unanimously to approve the following:
RESOLUTION OPTING-OUT OF THE REQUIREMENTS OF MINNESOTA STATUTES, SECTION 394.307
Resolution No. 16-08-03
WHEREAS, on May 12, 2016, the Governor of Minnesota signed into law Chapter 111 of the 89th Legislature of the State of Minnesota establishing definitions and requirements for Temporary Family Health Care Dwellings, which was introduced during the 2016 legislature session as Senate File 2555 and House File 2497; and
WHEREAS, Chapter 111 amends Minnesota Statute § 394 which regulates county permitting and zoning processes by establishing new rules for the placement of Temporary Family Health Care Dwellings on residential property; and
WHEREAS, the Minnesota Association of County Planning and Zoning Administrators, the professional association for county planning and zoning staff in Minnesota, supports the concept of Temporary Family Health Care Dwellings; and
WHEREAS,Chapter 111 erodes local control of the permitting process; limiting a county’s ability to foster and guide development, and placing undue burden on county staff to forego standard permitting practices; and
WHEREAS, it is the intent of the Lake of the Woods County Board of Commissioners to protect the public health, safety, and general welfare of County residents and the environment of the County; and
WHEREAS, subdivision 9 of Minnesota Statute § 394.307 allows a county to “opt-out” of the regulations through the passage of a county board resolution; now therefore,
BE IT RESOLVED, Lake of the Woods County elects to regulate Temporary Family Health Care Dwellings through already existing permitting standards of the Lake of the Woods County Zoning Ordinance; and
BE IT RESOLVED, pursuant to authority granted by Minnesota Statutes, Section 394.307, Subdivision 9, the County of Lake of the Woods opts-out of the requirements of Minnesota Statutes 394.307, which defines and regulates Temporary Family Health Care Dwellings.
Buffer
Land and Water Planning Director, Josh Stromlund discussed the Governor’s Buffer Initiative and if the county is going to take on the enforcement responsibilities or have the state do the enforcement, for the State needs to be notified by the Board of Water & Soil Resources by March 31, 2017 of the county’s intention. The board set a work session for September 7, 2016 at 7:30 a.m. to discuss the Buffer issue.
SWCD
Land and Water Planning Director, Josh Stromlund informed the board that the SWCD will be hosting the Area 8 meeting on September 22-23.
RECESS
The meeting was called to recess at 10:26 a.m. and reconvened at 10:35 a.m. as follows:
COUNTY SURVEYOR
County Surveyor, Donn Rasmussen met with the board to discuss his 2017 budget and requested an increase of $2,000 in the contract which has not increased since 2012, informed the board that the remonumentation budget can remain the same as last year.
VETERANS SERVICE OFFICER
Veterans Service Officer, Rick Rone met with the board and reviewed his 2017 budget.
GREAT NORTHERN TRANSMISSION LINE
James Atkinson from MN Powers met with the board and updated them on the progress of the transmission line.
HISTORICAL SOCIETY
Historical Society Curator and Executive Director, Marlys Hirst met with the board to discuss the Historical Society’s 2017 budget.
RECESS
The meeting was called to recess at 11:40 a.m. and reconvened at 11:41 p.m. as follows:
CLOSED SESSION
Motion
Motion was made by Commissioner Nordlof, seconded by Hanson and carried unanimously to close the regular meeting at 11:41 a.m. and open the closed session Pursuant to MN Statute 13D.05. Sub. 3, Security Issue/Court House Layout and Employees. Present were: Commissioners Moorman, Arnesen, Beckel, Hanson and Nordlof, County Auditor/Treasurer, Lorene Hanson, Human Resource Director, Karen Ose, Social Service Director, Amy Ballard and County Attorney, James Austad.
Motion
Motion was made by Commissioner Hanson, seconded by Commissioner Nordlof and carried unanimously to close the closed session at 12:40 p.m. and opened the regular meeting.
Recess
With no further business before the board, Chairman Moorman called the meeting to recess at 12:41 p.m.
Attest: Approved: August 30, 2016
__________________________________ _________________________________County Auditor/Treasurer, Lorene Hanson Chairman of the Board, Ken Moorman
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Commissioner Proceedings
August 30, 2016
The Lake of the Woods County Board of Commissioners met in regular session on Tuesday, August 30, 2016 at Lake of the Woods County Government Center in the Commissioners Room.
Call to Order
Chairman Moorman called the meeting to order at 9:00 a.m. and the Pledge of Allegiance was recited with the following members present: Commissioners Ed Arnesen, Patty Beckel, Ken Moorman, and Thomas Hanson. Absent Buck Nordlof. 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 Arnesen, seconded by Commissioner Hanson and carried unanimously to approve the agenda with the following additions: permission to hire, update on maxi van, postage machine, ditch fund, State Patrol contract, S E H, ITV, ProWest Associates and sewer repair.
Approval of Minutes
Motion
Motion was made by Commissioner Hanson, seconded by Commissioner Beckel and carried unanimously to approve the official and summarized minutes of August 16, 2016.
SOCIAL SERVICES
Claims
Social Service Director, Amy Ballard met with the board requesting approval of claims.
Motion
Motion was made by Commissioner Beckel, seconded by Commissioner Arnesen and carried unanimously to approve the following claims against the county: Commissioners Warrants: $ 11,619.40; Commissioners Warrants: $13,606.91.
Permission to Hire
Social Service Director, Amy Ballard requested approval to hire an eligibility worker.
Motion
Motion was made by Commissioner Beckel, seconded by Commissioner Hanson and carried unanimously to approve Social Services Director, Amy Ballard to hire an eligibility worker at grade 9, step 1, $16.97 per hour, points 218.
AUDITOR/TREASURER
Claims
County Auditor/Treasurer, Lorene Hanson met with the board requesting approval of claims.
Motion
Motion was made by Commissioner Arnesen, seconded by Commissioner Beckel and carried unanimously to approve the claims against the county as follows: Revenue $48,217.08, Road & Bridge $26,276.86, Co. Develop $1,957.50 , Solid Waste $14,469.71, EDA $3,822.00.
WARRANTS FOR PUBLICATION
Warrants Approved On 8/30/2016 For Payment 8/31/2016
Vendor Name Amount
LOW Soil & Water Cons. Dist. 20,035.50
M-R Sign Co, Inc 2,084.99
Northwest Community Action, Inc 3,122.00
Olson/George 13,800.00
Pro-West & Associates, Inc 2,000.00
Short Elliott Hendrickson, Inc 4,622.09
Strata Corp, Inc 2,001.44
Swanston Equipment Corp 8,087.93
Titan Energy Systems, Inc 2,803.12
Traffic Marking Service, Inc. 10,860.35
Widseth Smith Nolting&Asst Inc 2,874.17
Zuercher Technologies, LLC 2,190.00
46 Payments less than 2000 20,261.56
Final Total: 94,743.15
Further moved to authorize the payment of the following auditor warrants: August 17, $18,144.99, August 19, $341,954.46, August 19, $(62.97), August 23, $1,333.93.
Election Plan
County Auditor/Treasurer, Lorene Hanson met with the board requesting approval for an Emergency Election Plan. The State requires you to have a backup location in place in case your designated polling place is unusable for some reason.
Motion
Motion was made by Commissioner Beckel, seconded by Commissioner Hanson and carried unanimously to approve the Emergency Election Plan for an alternate polling place.
Postage Machine
County Auditor/Treasurer, Lorene Hanson met with the board to inform them that she has contacted other counties in the area on Postage Machines and recommended that the leasing is the best option at this time.
Motion
Motion was made by Commissioner Arnesen, seconded by Commissioner Hanson and carried unanimously to approve the upgrade on the postage machine and to enter into a lease with Neo Post.
Maxi Van
County Auditor/Treasurer, Lorene Hanson met with the board and informed the board that the Lake of the Woods County 2001 Chevy Diamond Maxi Van was previously disposed during CY2015. In accordance with MnDOT Office of Transit Vehicle Disposition/Transfer Procedures, State of Minnesota relinquishes any financial interest in this vehicle and has withdrawn it from the Section 5311 Capital Program and that Lake of the Woods County may now dispose of this vehicle in any manner it chooses. The board requested that a sale be organized to sell all county vehicles that are not being used.
NWA EDGE RIDERS
Joe Laurin, representing the NWA Edge Riders Snowmobile Club met with the board to discuss the possibility of building storage shed for the use of the club. He also informed the board that the club would like to maintain a cross country ski trail on the land by Jim’s Corner. The board informed him that the county has not been deeded that property from the State at this time, but when they do that the county will contact Joe for further discussion. Joe also informed the board that the club would like to create an Icon for the most Northern Spot in the Continental USA and would like to place it by Young’s Bay area which is a common stopping point.
PUBLIC WORKS
Public Works Director, Tim Erickson met with the board requesting approval for final payment for SAP 039-602-019 and C.P. 2016-01 Double Chip Seal & Fog Seal.
Motion
Motion was made by Commissioner Arnesen, seconded by Commissioner Beckel and carried unanimously to approve the final payment of SAP 039-602-019 in the amount of $99,978.80.
Motion
Motion was made by Commissioner Hanson, seconded by Commissioner Arnesen and carried unanimously to approve the final payment of C.P. 2016-01 Double Chip Seal & Fog Seal in the amount of $201,142.16
Dedicated Ditch Fund
The board discussed setting up a dedicated ditch fund reserve. The board placed this on the next board meeting for further discussion.
SHERIFF
County Sheriff, Gary Fish met with the board requesting approval for signatures for the Joint Powers Agreement with Commissioner of Public Safety, State Patrol Division to authorize access to driver and vehicle information and to driver license photos for use in carrying out their duties.
Motion
Motion was made by Commissioner Hanson, seconded by Commissioner Beckel and carried unanimously to authorize Chairman Moorman and County Sheriff, Gary Fish to sign the Joint Powers Agreement with the Commissioner of Public Safety, State Patrol Divison.
RECESS
The meeting was called to recess at 10:15 a.m. and reconvened at 10:25 a.m. as follows:
CHI
Danielle Abel, CHI VP Patient Care and Finance Lead Jay Ross met with the board to discuss the 2017 CHI Public Health budget.
S E H
The board reviewed the memo from S E H in regards with the Federal Aviation Administration (FAA) on the potential airport at the Northwest Angle. FAA has received a congressional inquiry into the viability of federal participation in the construction and improvement of an airport at the Northwest Angle. FAA has indicated they are available to meet with the board to discuss options available. The board requested a meeting to be set up with the FAA.
MIS/MAINTENANCE SUPERVISOR
MIS Director/Maintenance Supervisor Peder Hovland met with the board requesting authorization to purchase an ITV from MARCO for the Commissioners Room use.
Motion
Motion was made by Commissioner Hanson, seconded by Beckel and carried unanimously to authorize MIS/Maintenance Supervisor to purchase an ITV from MARCO in the amount of $16,819.09 from the Technology Fund.
Point and Pay
MIS Director Peder Hovland met with the board to discuss the quote from ProWest Associates for on line tax statement and with Point and Pay integration to pay by credit card.
Motion
Motion was made by Commissioner Arnesen, seconded by Commissioner Hanson and carried unanimously to authorize MIS Director, Peder Hovland to enter into an agreement with Pro-West Associates on line tax statements and with Point and Pay for credit cards.
Sewer Line
Maintenance Supervisor, Peder Hovland met with the board to inform them that he did get an estimate from Horner Plumbing and Excavation Inc. to fix the sewer line at the GCN building.
Motion
Motion was made by Commissioner Hanson, seconded by Commissioner Beckel and carried unanimously to have Horner Plumbing and Excavation Inc. to repair the sewer line at the GCN building with an estimate of $1,247 with funding from the GCN account.
HISTORICAL SOCIETY TOUR
Lake of the Woods County Board of Commissioners toured the Historical Society Building.
Recess
With no further business before the board, Chairman Moorman called the meeting to recess at 12:31 p.m.
Attest: Approved: September 13, 2016
__________________________________ _________________________________
County Auditor/Treasurer, Lorene Hanson Chairman of the Board, Ken Moorman