Commissioner Proceedings

July 10, 2018

The Lake of the Woods County Board of Commissioners met in regular session on Tuesday, July 10, 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: Cody Hasbargen, Ed Arnesen, Buck Nordlof, Jon Waibel and Ken Moorman. Also present were: County Auditor/Treasurer, Lorene Hanson, Deputy Auditor/Treasurer Janet Rudd.

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: CPUI Agreement, Motor Pool update, and PILT Payments.

Approval of Minutes

Motion

Motion was made by Commissioner Nordlof, seconded by Commissioner Moorman and carried unanimously to approve the official minutes and summarized minutes of June 26, 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 Hasbargen and carried unanimously to approve the following claims: Commissioners Warrants $6,576.92, Commissioners Warrants $1,836.88, Commissioners Warrants $14,853.30.

WIKSTROM TELEPHONE

Brian Wikstrom and Al Lundeen met with the board and gave an update on the Broadband Plans for Lake of the Woods County which includes the following: Fiber to the homes in many locations and buildings in all of the area in the county in the next few years; fiber optic cable at the NW Angle to the Islands; updating microwave service to the NW Angle to gigabit, serves Verizon wireless and its land line customers- to be installed in July and upgrading all of its fixed wireless services,( Baudette is near to completion). The board thanked them for the update on the Broadband Plans.

COUNTY AUDITOR/TREASURER

Claims

County Auditor/Treasurer, Lorene Hanson met with the board requesting approval of claims, appointment of election judges, election judges pay, appointments to UOCAVA and Canvasing board for the Primary and General Election.

Motion

Motion was made by Commissioner Hasbargen, seconded by Commissioner Waibel and carried unanimously to approve the claims against the county as follows: Revenue-$72,581.97-Road & Bridge-$24,036.69, Co. Devlp. -$21,490.00 -Solid Waste-$6,169.61-EDA-$1,024.72- Taxes-$252.00.

WARRANTS FOR PUBLICATION

Warrants Approved On 7/10/2018 For Payment 7/13/2018

Vendor Name                                        Amount

Computer Professionals Unlimited Inc                      3,432.00

Election Systems & Software, Inc                           3,534.00

Howard’s Oil Company                                            3,264.12

LOW Highway Dept                                                 4,087.50

Ranger GM                                                             36,741.46

Rolyan Buoys                                                          3,253.00

Roseau County Sheriff                                            2,961.45

SeaChange Print Innovations                                   3,650.82

Titan Machinery – Roseau                                      17,738.53

TOTALFUNDS                                                          4,000.00

Williams Youth Recreation Association                 20,000.00

55 Payments less than 2000 22,892.11

Final Total: 125,554.99

Further moved to authorize the payment of the following Auditor warrants: June 27, 2018-$40 ,631.20, July 3, 2018-$383,035.57, July 5, 2018-$164,496.22.

Appointment of 2018 Election Judges, UOCAVA&Absentee Ballot Boards and Hourly Pay

County Auditor-Treasurer Lorene Hanson met with the County Board to approve election judges for the primary and general elections, to set up UOCAVA and Absentee Ballot Boards for the same and to request a pay increase for the election judges. 

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Waibel and carried unanimously  to approve the following election judges for the 2018 primary and general elections:  Christie Russell, Sandy Peterson, Judy Johnson, Shelley Pepera, Aprille Albrecht, Rita Krause, Margie Sporlein, Stacy Novak, Dale Boretski, Dawn Christianson, John Carroll, Dena Pieper, Alisa Jacobsen, Heather Larson, Barb Larson, Lester Boomgaarden, Bob Gubbels, Jill Gubbels, Tabitha Ubel, Beverly Becklund, Cindy McDougall, Jo Aery, Jamie Boretski-LaValla, Janet Rudd, Rita Hasbargen, Erik Tange and Lorene Hanson. 

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to approve the hourly pay for election judges as follows:  head election judges at $11.00 per hour and election judges at $10.50 per hour, effective with the 2018 elections.

Motion

Motion was made by Commissioner Nordlof, seconded by Commissioner Waibel and carried unanimously to appoint the following Election Judges to the UOCAVA & Absentee Ballot Boards for the 2018 Primary and General Elections:  Christie Russell, Rita Hasbargen, Stacy Novak, Janet Rudd, Dawn Christianson, Erik Tange and Lorene Hanson.   

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Nordlof and carried unanimously to appoint Commissioners Hasbargen and Waibel to the Canvassing Board for the 2018 Primary and General Election.   

HUMAN RESOURCES

Human Resource Director, Savanna Slick met with the board informing the board that Cooper Mickelson has resigned effective July 12 and requested permission to advertise, interview and hire Inspector I.

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Nordlof and carried unanimously to authorize Human Resource Director, Savanna Slick and 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.

MOTOR POOL /MOTOR POOL POLICY

Motor Pool Committee members Peder Hovland, MaryJo Otten and Lorene Hanson met with the board to inform the board that they received quotes for a 2018 Dodge Durango and 2019 Chevrolet Traverse. The board requested that they trade the 2009 Chevrolet Impala and 2006 Dodge Van Caravan.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Hasbargen and carried unanimously to approve the Motor Pool Committee to purchase a 2019 Chevrolet Traverse, in the amount of $26,857.40 and 2018 Dodge Durango, in the amount of $24,560.00 with applicable fees and taxes.

Motor Pool Policy

County Auditor/Treasurer, Lorene Hanson informed the board that the Motor Pool committee reviewed the Policy and discussed the mileage rate for personal vehicles being used for work related reasons.  The mileage rate does not reference the reimbursement rate and it was decided that it should be clarified in the policy as the rate set by the Commissioners at the beginning of the year at the IRS rate (currently .545 cents per mile).  Taking a personal car instead of the motor pool vehicle will be at the discretion of the department head.   Other possible changes to the Policy will be forthcoming.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Nordlof and carried unanimously to add to the Motor Pool Policy the IRS rate that is set by the County Board at the beginning of each year for reimbursement.

PILT PAYMENT/MINNESOTA POLLUTION CONTROL

Chairman Arnesen reviewed the Lake of the Woods County Payment In lieu of Taxes with the board and discussed the MPC meeting that Public Works Director Tim Erickson and himself attended in regards to the expansion of the landfill and other issues.

PUBLIC WORKS

Public Works Director, Tim Erickson met with the board requesting approval to advertise for bids for SAP 039-598-066.

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Nordlof and carried unanimously to authorize Public Works Director, Tim Erickson to advertise for bids for SAP 039-598-066.

LAND AND WATER PLANNING

Land and Water Planning Director, Josh Stromlund and SWCD Resource Technician, Mike Hirst met with the board and reviewed the One Watershed One Plan and options of Joint Powers Entity or Joint Powers Collaboration.

GEORGE SWENTIK

George Swentik met with the board to discuss County Road 142 drainage issues and the need for the ditch to be cleaned. Public Works Director, Tim Erickson informed the board that this ditch is on the Five-Year Plan for maintenance.

CPUI CONTRACT

County Auditor/Treasurer, Lorene Hanson, County Assessor MaryJo Otten and MIS Director, Peder Hovland met with the board to discuss the CPUI agreement. No action was taken.

RECESS

With no further business before the board, Chairman Arnesen called the meeting to recess at 11:55a.m.

Attest:                                                                          July 24, 2018

__________________________________                _____________________________________County Auditor/Treasurer, Lorene Hanson                    Chairman of the Board, Edward Arnesen

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Commissioner Proceedings

July 24, 2018

The Lake of the Woods County Board of Commissioners met in regular session on Tuesday, July 24, 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: Cody Hasbargen, Ed Arnesen, Buck Nordlof, Jon Waibel and Ken Moorman. Also present were: County Auditor/Treasurer, Lorene Hanson and Deputy Auditor/Treasurer Janet Rudd.

Approval of Agenda

Motion

Motion was made by Commissioner Moorman, seconded by Commissioner Hasbargen and carried unanimously to approve the agenda with the following additions: Auditors Agreement, Motor Pool Policy, Ditch Authority, Extension Contract, Closed Session and Union Negotiations.

Approval of Minutes

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Nordlof and carried unanimously to approve the official minutes and summarized minutes of July 10, 2018.

SOCIAL SERVICES

Social Services Director, Amy Ballard met with the board requesting approval of claims.

Motion

Motion was made by Commissioner Nordlof, seconded by Commissioner Hasbargen and carried unanimously to approve the following claims: Commissioners Warrants $8,161.19, Commissioners Warrants $1,981.88, Commissioners Warrants $13,466.97.

COUNTY AUDITOR/TREASURER

Claims

County Auditor/Treasurer, Lorene Hanson met with the board requesting approval of claims, Resolution to approve Hoffman, Philipp, & Knutson for annual financial audit, Motor Pool Policy, Ditch Authority, Extension Contract.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Moorman and carried unanimously to approve the claims against the county as follows: Revenue-$11,369.28-Road & Bridge-$261,186.17, Co. Devlp. -$890.00 – Natl Resc Enhanc-$4,026.15, Joint Ditch- $2,430.00-Solid Waste-$22,377.99-EDA-$1,703.58.

WARRANTS FOR PUBLICATION

Warrants Approved On 7/24/2018 For Payment 7/27/2018

Vendor Name                                        Amount

Cenex Co-Op Services, Inc.                                        10,039.66

Earthworks Contracting Inc                                           6,060.00

Envirotech Services Inc                                             105,500.70

Farmers Union Oil Co.                                                    3,017.91

Fish/Kevin                                                                    17,340.00

Fort Distributors Ltd                                                     25,900.00

Hasbargen Farms Inc                                                     6,060.00

Hasbargen Logging Inc                                                  3,690.00

Lavalla Sand & Gravel Inc                                            70,555.00

M-R Sign Co, Inc                                                             4,026.15

Mar-Kit Landfill                                                             13,968.00

R & Q Trucking, Inc                                                        4,120.00

TrueNorth Steel                                                              6,224.88

Walker Pipe & Supply                                                     3,394.75

Woody’s Service                                                            6,189.82

43 Payments less than 2000 17,896.30

Final Total: 303,983.17

Further moved to authorize the payment of the following Auditor warrants: July 12, 2018-$831,853.15, July 18, 2018- $13,270.66.

Resolution

  The following resolution was offered by Commissioner Moorman and moved for adoption:

A Resolution Declaring Lake of the Woods County’s Intent to Retain

Hoffman, Philipp, & Knutson, PLLC to Perform its Annual Financial Audit

Resolution 18-07-03

WHEREAS, Minnesota Statutes, Section §6.481, Subdivision 2, requires counties to have an annual financial audit; and

WHEREAS, Minnesota Statutes, Section §6.481, Subdivision 2 permits counties to “choose to have the audit performed by the State Auditor, or may choose to have the audit performed by a CPA firm”;

NOW, THEREFORE, BE IT RESOLVED that Lake of the Woods County chooses to retain the services of a CPA firm, that meets the requirements established in Minnesota Statutes, Section §326A.05, for its annual financial audit.

The resolution was seconded by Commissioner Nordlof and the same being put to a vote, was unanimously carried.

Motion

Motion was made by Commissioner Norldof, seconded by Commissioner Waibel and carried unanimously to approve the revised Motor Pool Policy effective July 24, 2018 as presented.

Motion

Motion was made by Commissioner Hasbargen, seconded by Commissioner Nordlof and carried unanimously to approve the contract with Regents of the University of Minnesota and Lake of the Woods County for providing Extension programs locally and employing extension staff, effective January 1, 2019 thru December 31, 2021 and authorize Chairman Arnesen to sign.

BUDGET DATES

Chairman Arensen reviewed possible budget dates with the board. The following dates the board set to review the 2019 Budget; August 7 after board meeting, August 28 after board meeting, August 29 and August 30.

HUMAN RESOURCES

Human Resource Director, Savanna Slick met with the board informing the board that Tyler Swanson was hired as the Assessor Trainee position and Brian Carlin was hired for the Custodian Position.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Nordlof and carried unanimously to approve the hiring of Tyler Swanson as the Assessor Trainee position at Grade 9, points 225, Step 1, Salary $17.66 per hour, effective August 6, 2018; after the completion of training this position will be moved to Assessor Appraiser, Grade 13, points 289.

Motion

Motion was made by Commissioner Hasbargen, seconded by Commissioner Moorman and carried unanimously to approve the hiring of Brian Carlin for the Custodian position at Grade 6, points 178, Step 1, Salary 14.97 per hour effective July 25, 2018.

YEARS OF SERVICE RECOGNITION

Resolution

The following resolution was offered by Chairman Arnesen and moved for adoption:

Recognition of years of service

Kurt Nuss

Resolution No. 18-07-01

Whereas:  Kurt Nuss has served for Lake of the Woods County Custodian since September 30, 2013;

Whereas:  Kurt will retire from Lake of the Woods County effective July 31, 2018;

Now Therefore, Be it Resolved:  That Lake of the Woods Board of County Commissioners extends its deepest appreciation to Kurt 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.

Resolution

The following resolution was offered by Chairman Arnesen and moved for adoption:

Recognition of years of service

Barry Bailey

Resolution No. 18-07-02

Whereas:  Barry Bailey has served for Lake of the Woods County Solid Waste Processor since September 30, 2013;

Whereas: Barry will retire from Lake of the Woods County effective July 31, 2018;

Now Therefore, Be it Resolved:  That Lake of the Woods Board of County Commissioners extends its deepest appreciation to Barry 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.

RECESS

The meeting was called to recess at 9:58 a.m. and reconvened at 10:03 a.m. as follows:

EMERGENCY MANAGEMENT

County Sheriff, Gary Fish met with the board to discuss the Emergency Management position and pay.

Motion

Motion was made by Commissioner Waibel seconded by Commissioner Hasbargen and carried unanimously to combine Part-time Emergency Director/Part-time Dispatch/Jailer positions of Jill Olson to full time, 40 hours, effective July 29, 2018. The Emergency Management hours remain at sixty (60) hours and other duties as assigned at twenty (20) hours. The position will continue at Grade 11, points 256, step 8, and in the PERA Coordinated Fund.

LAND AND WATER PLANNING

Land and Water Planning Director, Josh Stromlund met with the board and presented a Consideration of Petition to Amend the Lake of the Woods County Zoning Ordinance Application #18-01ZC by Gregg Hennum for a tract in NW corner of Gov. Lot 1, less deeded, Section Twenty-five (25), Township One Hundred Sixty-two (162) North, Range Thirty-two (32) West, Lake of the Woods County, Minnesota-Parcel ID#19.25.21.010. Applicant is requesting a zone change from a Residential District (R1) to a Commercial Recreation District to allow applicant to establish a Commercial Planned Unit Development consisting of an RV Campground/Park. The board reviewed letters of concerns from area residents and heard public comments. The board requested that the developer attend the next board meeting to discuss this further.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Nordlof and carried unanimously to table the Consideration of Petition for Zone Change by Gregg Hennum until August 7 board meeting.

Resignation

Land and Water Planning Director, Josh Stromlund informed the board that Board of Adjustment member at large, Steve Levasseur has resigned as of August 1, 2018 and the County Board will need to replace him.

DITCH AUTHORITY

Motion was made by Commissioner Nordlof, seconded by Commissioner Moorman and carried unanimously to close the regular meeting and open the Ditch Authority meeting at 10:42 a.m. Chairman Arensen reviewed the Petition received from Terry Waibel, Steve Ellis and Joyce Blodgett in regards to Ditch 28 and the concerns of the water not flowing at all due to the ditch being plugged with cattails and sediment. The Ditch Authority’s plan of action was to have the cattails removed and survey the ditch grade and have Public Works Director, Tim Erickson report back to the board with results of the survey to discuss further action. Public Works Director, Tim Erickson also updated the Ditch Authority on the Lester Boomgarden request for Ditch 28 and that a survey was done and that the ditch does drain and function, but they could clean up that portion and have some slope work be done. The consensus of the board was to contract that portion of the ditch out with funds from Ditch 28, Tim also stated that Ditch 26 has a half mile of work to be done and will contract out with funds from Ditch 26. 

Motion

Motion was made by Commissioner Hasbargen, seconded by Commissioner Nordlof and carried unanimously to close the Ditch Authority meeting at 10:59 a.m. and open the regular meeting.

CLOSED SESSION-LABOR NEGOTIATIONS

Motion was made by Commissioner Hasbargen, seconded by Commissioner Nordlof and carried unanimously to close the regular meeting at 11:00 a.m. and open the Closed Session for Labor Negotiations pursuant to MN Stat 13D.03. Members present: Commissioners Arnesen, Moorman, Hasbargen, Waibel and Nordlof. Others present, County Auditor /Treasurer, Lorene Hanson, County Attorney, James Austad and Human Resource Director, Savanna Slick.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Nordlof and carried unanimously to close the closed session at 11:56 a.m. and open the regular meeting.

CLOSED SESSION- LITIGATION

Motion

Motion was made by Commissioner Hasbargen, seconded by Commissioner Moorman and carried unanimously to close the regular meeting and open the closed session at 11:56 a.m. pursuant to MN Stat. 13D.05, subd.3. Members present: Commissioners Arnesen, Moorman, Hasbargen, Waibel and Nordlof. Others present, County Auditor /Treasurer, Lorene Hanson, County Attorney, James Austad and Public Works Director, Tim Erickson.

Motion

Motion was made by Commissioner Waibel, seconded by Commissioner Nordlof and carried unanimously to close the closed session and open the regular meeting at 12:56 p.m.

RECESS

With no further business before the board, Chairman Arnesen called the meeting to recess at 12:57p.m.

Attest:                                                                          August 7, 2018

__________________________________                _____________________________________County Auditor/Treasurer, Lorene Hanson                    Chairman of the Board, Edward Arnesen