MINUTES & AGENDAS
July, 2011
Commissioner Proceedings
July 12, 2011
The Lake of the Woods County Board of Commissioners met in regular session on Tuesday, July 12, 2011, in the Commissioners’ Room at the Government Center.
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: Patty Beckel, Todd Beckel, Hanson, Moorman and Arnesen. Also present were: County Auditor John W Hoscheid, Deputy Auditor Janet Rudd, Penny Mio Hirst and John Oren.
Approval of Agenda
Motion
Motion was made by Commissioner Todd Beckel to approve the agenda with the following additions: Affidavit of lost warrant, Credit Card Policy, Nuisance Beaver, PILT, Closed Session, re-schedule Joint Meeting with City of Baudette and County Health Insurance. The motion was seconded by Commissioner Hanson and the same being put to a vote, was unanimously carried.
Approval of Consent Agenda
None
Approval of Minutes
Motion
Motion was made by Commissioner Patty Beckel to approve the minutes of June 28, 2011 regular meeting. The motion was seconded by Commissioner Todd Beckel and the same being put to a vote, was unanimously carried.
Social services
Social Services Director, Nancy Wendler met with the board requesting approval of claims.
Motion was made by Commissioner Hanson to approve the claims against the county as follows:
Commissioners’ Warrants $13,009.11
Commissioners’ Warrants $20,557.45
The motion was seconded by Commissioner Todd Beckel and the same being put to a vote, was unanimously carried.
County Auditor
Claims
County Auditor, John W. Hoscheid met with the County Board for approval of claims.
Motion was made by Commissioner Arnesen to approve the claims against the county as follows:
Revenue $ 58,100.72
Road & Bridge $205,804.34
County Development $ 303.77
Solid Waste $ 26,304.85
$ 290,513.68
WARRANTS FOR PUBLICATION
Warrants Approved On 7/15/2011 For Payment 7/15/2011
Vendor Name Amount
Anchor Marketing, Inc 2,201.16
Bauer Built, Inc 5,399.00
Cenex Co-Op Services, Inc. 6,678.43
Earthworks Contracting Inc 6,341.25
Farmers Union Oil Co. 12,678.00
Ferrier Logging, Inc 6,103.75
Fish/Kevin 12,207.50
Hancock Concrete Products LLC 5,817.21
Hasbargen Farms Inc 4,607.50
Howard’s Oil Company 5,830.45
Lake Area Construction Inc 13,625.00
Lavalla Sand & Gravel Inc 6,483.75
LOW Highway Dept 4,516.25
Mar-Kit Landfill 11,504.70
Miovac/Tim 6,198.75
Norling Construction, Inc/Adam 32,878.80
Norman Johnson Trucking, Inc. 6,032.50
Nuss Truck & Equipment 73,557.00
Polar Chevrolet 28,196.70
R & Q Trucking, Inc 4,493.98
Woody’s Service 11,507.50
44 Payments less than 2000 $23,654.50
Final Total: $290513.68
Further moved to authorize the payment of the following auditor warrants:
June 29, 2011 $ 13,590.93
June 30, 2011 $ 44,644.15
July 5, 2011 $ (500.00)
July 5, 2011 $ 370,233.29
The motion was seconded by Commissioner Todd Beckel and the same being put to a vote, was unanimously carried.
Prosper Township Cemetery
County Auditor, John W. Hoscheid met with the board and presented a follow up letter from Widseth Smith & Nolting in regards to the surveying of the Prosper Township Cemetery. County Surveyor, Donn Rasmussen stated in his letter that the cost of the survey work would be approximately $4,000 as they have to locate and establish the boundaries of Section 30 and the section corners may need to be re-established.
Motion
Motion was made by Commissioner Arnesen to authorize County Surveyor, Donn Rasmussen to survey the Prosper Township Cemetery with the funds from the re-monumentation account in the amount not to exceed $4,000. The motion was seconded by Commissioner Hanson and the same being put to a vote, was unanimously carried with Commissioner Patty Beckel abstaining from voting.
Application for Abatement
County Auditor, John W. Hoscheid and Interim County Assessor, Dale Boretski met with the board to discuss the application for abatement from Steven A. Fisher. Interim County Assessor Dale Boretski informed the board that Steven was not the owner of the property as of January 2, 2010, and that he purchased the property on July 1, 2010. Even though he did not contact the office regarding the 2010 value until May of 2011 he is requesting that the value for the 2010 be reduced. A valuation notice was sent out in April of 2011 which showed a value reduction on the structures of 30% for 2011 valuation; taxes payable 2012. Interim County Assesor recommended to the board to deny this application for abatement.
Motion
Motion was made by Commissioner Todd Beckel to deny the application for abatement for Steven A. Fisher from the recommendation of Interim County Assessor, Dale Boretski. The motion was seconded by Commissioner Arnesen and the same being put to a vote, was unanimously carried.
Affidavit of Lost Warrant
County Auditor, John W. Hoscheid presented an application for lost warrant for Nancy Brouse.
Motion
Motion was made by Commissioner Hanson to approve the application and affidavit for lost warrant for Nancy Brouse dated March 11, 2011 for $110.50 without furnishing indemnifying bond. The motion was seconded by Commissioner Patty Beckel and the same being put to a vote, was unanimously carried.
County Credit Card Policy
County Auditor, John W. Hoscheid, Chief Deputy Auditor, Lorene Hanson and Commissioner Hanson discussed the Credit Card concerns with the board. Commissioner Hanson reported that he discussed this at the Department Head meeting on July 11, 2011 and the following recommendations were made:
- No use of credit cards in town;
- No receipts/ no payment;
- Turn in receipts three working days after travel;
- No charges for motel rooms or conferences- direct billing available;
- Only overnight travel meals to be charged on credit card;
- Limit of food allowance for out of town travel- $8.00 breakfast; $12.00 lunch and $20.00 supper; if over allowance you will need to pay the overage at that time.
The board requested that Human Resource Director, Wade Johannesen make the changes and bring back to the board for their approval.
County Health Insurance
County Auditor, John W. Hoscheid, met with the board per their request on the County Health Insurance rates for 2012. John informed them that he checked with the insurance company about the rates and they could not give him an answer at this time as it depends what the next couple month’s loss ratio brings; they said as of now, it looks favorable.
Gary Kjellgren
Request of Funds
The board reviewed the letter of request from Gary Kjellgren requesting funds to attend the Junior National Young Leaders Conference that he was nominated to represent the School and Community. The board requested a letter be sent to Gary congratulating him of his nomination but informing him that they cannot contribute funds to individuals’ request.
Land and Water Planning
Land and Water Planning Director, Josh Stromlund met with the board requesting approval for appointment to the Board of Adjustment and Planning Commission.
Motion was made by Commissioner Todd Beckel to appoint the following to the Board of Adjustments and Planning Commission: District 1- Dave Marhula; District 2- Reed McFarlane; District 3- Gerald Levasseur; District 4- Tom Mio; District 5- Jami McEnelly and two members at large for Planning Commission are Ron Webb and Ken Horntvedt; and one Commissioner as a non-voting member to Planning Commission, Commissioner Arnesen and alternates- Commissioners. The motion was seconded by Commissioner Hanson and the same being put to a vote, was unanimously carried.
PUBLIC WORKS DEPARTMENT
Public Works Director, Tim Erickson met with the board to request approval to purchase Landscape Rake for the Solid Waste Department.
Motion
Motion was made by Commissioner Hanson to authorize the Public Works Director to purchase a seven (7) foot Landscape Rake from Holte Implement in the amount of $650 for the Solid Waste Department. The motion was seconded by Commissioner Patty Beckel and the same being put to a vote, was unanimously carried.
Nuisance Beaver
Commissioner Arnesen discussed a nuisance beaver that is damaging a constituent’s property with Public Works Director, Tim Erickson. Tim said he would check into this matter to see what they could do.
State Highway 11/ GCN Building
Public Works Director, Tim Erickson met with the board and informed him that State Hwy 11 is now done until next year due to the State shut down; informed the board that the replacement windows at the GCN building will be installed starting tomorrow.
School Forest Committee
Superintendent, Steve Wymore met with the board requesting authorization for the Public Works Department to assist in moving top soil for the School Forest. Steve informed the board that the DNR Wildlife Department will also help spread the soil. The consensus of the board was they will help with this project if they can.
Recess
The meeting was called to recess at 10:50 a.m. and reconvened at 10:56 a.m. as follows:
County Auditor
County Auditor, John W. Hoscheid met with the board to discuss the Lineworkers School closing date and informed the board of the paper work that needs to be completed and reviewed by County Attorney, Philip Miller before closing.
Budget Dates
County Auditor, John W. Hoscheid met with the board per their request to discuss the upcoming budget cycle. The board requested that they would like the 6 month figures from 2011 ready by July 26, 2011 board meeting.
STATE SHUT DOWN
The board discussed the effects on the county if the State shut down is prolonged.
PILT PAYMENTS
Commissioner Todd Beckel informed the board that the payment structure for the PILT program may change to the counties benefit if the payment plan structure is approved.
City of Baudette Jt Meeting
Commissioner Patty Beckel informed the board that the Joint Meeting with the City of Baudette was cancelled by the City Council Members. The board tentatively set July 28, 2011 to meet. Commissioner Patty Beckel will get back to the Commissioners.
NWA INFORMATIONAL MEETING
The board discussed the NWA Open House meeting that is set for August 22, 2011 at the NWA School from 1:00 p.m. to 3:00 p.m.
Old/New Business
Lessard-Sams Outdoor Heritage Council/Outdoor Heritage Fund- none;
Land Acquisition – July 26, 2011 meeting;
Red Lake Tribe – none;
Township Road Inventory/ATV Ordinance – discussed with Public Works Director;
Line Workers School – none;
Inventory – none;
Beaver – none;
Clementson Bridge Property – none
CAMA- training July 21-22;
Goals and Objectives – none;
FSA Office– none
2012 Budget- add to old/new
Committee Reports
There were no reports.
Closed Session – Pursuant to MN Statute § 13D.03 Labor Negotiations
Motion was made by Commissioner Todd Beckel to close the regular session at 11:40 a.m. pursuant MN Statute § 13D.03 for union negotiations. The motion was seconded by Commissioner Hanson and the same being put to a vote, was unanimously carried.
The following were present in closed session: Commissioners Arnesen, Patty Beckel, Todd Beckel, Hanson and Moorman. Also present was Human Resource Director, Wade Johannesen.
Motion was made by Commissioner Todd Beckel to close the closed session at 12:15 p.m. and open the regular session. The motion was seconded by Commissioner Hanson and the same being put to a vote, was unanimously carried.
Recess
With no further business before the board, Chairman Moorman called the meeting to recess at 12:16 p.m.
Attest: Approved: July 26, 2011
_____________________________ ____________________________
John W Hoscheid, County Auditor Ken Moorman, Chairman of the Board
Commissioner Proceedings
July 26, 2011
The Lake of the Woods County Board of Commissioners met in regular session on Tuesday, July 26, 2011, in the Commissioners’ Room at the Government Center.
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: Patty Beckel, Todd Beckel, Moorman and Arnesen. Commissioner Hanson was absent. Also present were: County Auditor John W Hoscheid, Deputy Auditor Janet Rudd, Penny Mio Hirst and John Oren.
Approval of Agenda
Motion
Motion was made by Commissioner Todd Beckel to approve the agenda with the following additions: Office of Legislative Auditor. The motion was seconded by Commissioner Patty Beckel and the same being put to a vote, was unanimously carried.
Approval of Consent Agenda
Motion was made by Commissioner Patty Beckel to approve the consent agenda as follows: Travel for Craig Severs to St. Paul on 08-09 thru 08-10 for Legal Process Establishment/Paternity and Legal Process Review/Modification and 08-23 to St. Paul for Legal Process- Classroom Part 2 CORD/Service of Process; Phil Johnson to Duluth on 09-20 thru 09-23 for Community Mental Health Annual Conference. The motion was seconded by Commissioner Arnesen and the same being put to a vote, was unanimously carried.
Approval of Minutes
Motion
Motion was made by Commissioner Todd Beckel to approve the minutes of July 12, 2011 regular meeting. The motion was seconded by Commissioner Patty Beckel and the same being put to a vote, was unanimously carried.
DWI Court Review
Lisa Santee, LOW/Koochiching County DUI/Substance Abuse Court Coordinator meet with the board to inform them that they received the Bryne Justice Assistance Grant which will fund the program until September, 2012. Lisa also requested that one member of the Lake of the Woods County Board be appointed to the DWI Steering Committee.
Motion
Motion was made by Commissioner Todd Beckel to appoint Commissioner Patty Beckel to the DWI Steering Committee. The motion was seconded by Commissioner Arnesen and the same being put to a vote, was unanimously carried.
Social services
Social Services Director, Nancy Wendler met with the board requesting approval of claims.
Motion was made by Commissioner Todd Beckel to approve the claims against the county as follows:
Commissioners’ Warrants $ 5,958.38
Commissioners’ Warrants $24,965.23
Commissioners’ Warrants $ 1,067.58
The motion was seconded by Commissioner Patty Beckel and the same being put to a vote, was unanimously carried.
County Auditor
Claims
County Auditor, John W. Hoscheid met with the County Board for approval of claims.
Motion was made by Commissioner Arnesen to approve the claims against the county as follows:
Revenue $ 34,471.69
Road & Bridge $ 171,399.43
Social Service (511.00)
Solid Waste $ 2,017.79_
$207,377.91
WARRANTS FOR PUBLICATION
Warrants Approved On 7/26/2011 For Payment 7/29/2011
Vendor Name Amount
Cenex Co-Op Services, Inc. 2,410.66
Crop Production Services 6,102.54
Earthworks Contracting Inc 4,488.75
Ferrier Logging, Inc 4,536.25
Fish/Kevin 8,407.50
Government Management Group, Inc 3,500.00
Hasbargen Farms Inc 4,512.50
Hasler 2,000.00
Lake Area Construction Inc 6,950.00
Lavalla Sand & Gravel Inc 4,061.25
Minnesota Ui 2,030.43
Miovac/Tim 4,465.00
Norman Johnson Trucking, Inc. 4,512.50
PB Electronics Inc 4,710.00
Strata Corp, Inc 127,602.62
53 Payments less than 2000 $17,087.91
Final Total: $207377.91
Further moved to authorize the payment of the following auditor warrants:
July 13, 2011 $ 119,817.09
July 15, 2011 $ 50,626.88
The motion was seconded by Commissioner Patty Beckel and the same being put to a vote, was unanimously carried.
Cost Allocation
County Auditor, John W. Hoscheid met with the board requesting approval to enter into a contract with Government Management Group from December 31, 2011 thru December 2013 to prepare the Lake of the Woods County Central Services Cost Allocation Plans.
Motion
Motion was made by Commissioner Todd Beckel to authorize County Auditor, John W. Hoscheid to sign the Government Management Group contract for cost allocation plans for the fiscal years ending December 31, 2011, 2012, and 2013 for the fixed rate of $3,500 per year. The motion was seconded by Commissioner Arnesen and the same being put to a vote, was unanimously carried.
Office of the Legislative Auditor
County Auditor, John W. Hoscheid informed the board that he received notification from the Office of the Legislative Auditor that they are evaluating local governments’ use of cooperative agreements and other efforts to collaborate on the delivery of services. John informed the board that he will gather the information and complete the survey.
EMERGENY MANAGEMENT
Sjoberg’s Proposed Pre-Paid Leases
Emergency Manager Director, Holly House met with the board and presented the Pre-Paid Lease with Sjoberg’s Cable to install 12 dark fibers for providing bandwidth for the County’s public safety use. The funding will be from the Northern Border Homeland Security Grant. (Grant Numbers for the MN State grant number is 2009-HSGP-00302, the Federal Funding CFDA # 97.067.)
Motion
Motion was made by Commissioner Todd Beckel to enter into a prepaid lease between Lake of the Woods County and Sjoberg’s Inc. for a fiber connection between the Lake of the Wood County Courthouse and a Tower Building located at the intersection of Co. Road 1 and Co. Rd 3. Sjoberg’s will design, engineer, build, install fiber management boxes in each building to act as points of demarcation and maintain the circuit for a period of twenty (20) years, starting from the first day of usage of the 1st fiber. This lease can be renewed at the end of the twenty (20) year period at the discretion of the County. The proposed cost of the prepaid lease will be $60,930.83 with the funding from the Northern Border Homeland Security Grant. The motion was seconded by Commissioner Patty Beckel and the same being put to a vote, was unanimously carried.
Recess
The meeting was called to recess at 10:00 a.m. and reconvened at 10:08 a.m. as follows:
COUNTY SURVEYOR
County Surveyor, Donn Rassmussen met with the board and informed them that they started the survey work on the Proper Cemetery today and informed them of the various surveying that will be done.
SHERIFF
Zero Adult Provider Grant
Chief Deputy Sheriff, Terry Bandemer met with the board and requested approval for the Zero Adult Provider (ZAP) grant that the County received in the amount of $5,000 to be used for enforcing underage drinking law program to enforce underage drinking and educate alcohol retailer and community members regarding underage drinking laws.
Motion
Motion was made by Commissioner Todd Beckel to authorize the Sheriff’s Office to enter into a grant agreement with the Minnesota Institute of Public Health effective July 1, 2011 to administer the Zero Adult Providers (ZAP) initiative in the amount not to exceed $5,000 and to authorize County Sheriff, Dallas Block to sign. The motion was seconded by Commissioner Patty Beckel and the same being put to a vote, was unanimously carried.
In-Car Camera Grant
Chief Deputy Sheriff, Terry Bandemer met with the board and requested approval for the In-Car Cameras Order and Distribution Agreement awarded through the Department of Public Safety In-Car Camera Initiative. Terry informed the board that there is a required local match of $100 per camera.
Motion
Motion was made by Commissioner Patty Beckel to authorize Chief Deputy Sheriff, Terry Bandemer to sign the In- Car Camera Agreement which is awarded through the Department of Public Safety In-Car Camera Initiative, for two (2) In-Car Camera’s with matching funds of $100 per camera. The motion was seconded by Commissioner Arnesen and the same being put to a vote, was unanimously carried.
PUBLIC WORKS DEPARTMENT
Public Works Director, Tim Erickson met with the board and informed them that he did not get Tim Aery on the Consent Agenda to travel. He stated that there is training in Little Rock AK on emissions for Caterpillar Equipment and the cost associated with this training, including airfare is $350.
Motion
Motion was made by Commissioner Arnesen to amend the Consent Agenda and to add Tim Aery for travel on August 4-6 to Little Rock AK for training on emissions for Caterpillars Equipment in the amount of $350 for the training and airfare. The motion was seconded by Commissioner Patty Beckel and the same being put to a vote, was unanimously carried.
Government Center North Windows
Public Works Director, Tim Erickson informed the board that the installation of the windows at the GCN building is going well and that they made a partial payment of $20,000 to Borgen Construction to cover the cost of the windows.
Revised Credit Card Policy
The board reviewed the changes of the Credit Card Policy.
Motion
Motion was made by Commissioner Patty Beckel to approve the changes of the Credit Card Policy and requested that Human Resource Director, Wade Johannesen send out the newly revised policy to all staff. The motion was seconded by Commissioner Arnesen and the same being put to a vote, was unanimously carried.
Old/New Business
Lessard-Sams Outdoor Heritage Council/Outdoor Heritage Fund- none;
Land Acquisition – workshop meeting;
Red Lake Tribe – none;
Township Road Inventory/ATV Ordinance – contact DNR- Public Works Department;
Line Workers School – none;
Inventory – none;
Beaver – none;
Clementson Bridge Property – none
CAMA- training was on July 21-22;
Goals and Objectives – Commissioners to get together with their Department Heads;
FSA Office– office staff is back
2012 Budget- will discuss later today;
COMMITTEE REPORTS
Commissioner Patty Beckel reported on:
NW Juvenile Training Meeting
Commissioner Todd Beckel reported on:
Radio Board Meeting
Collaborative Prevention Grant
Joint Powers Land Use Meeting
Commissioners Arnesen and Moorman reported on:
Drainage 101 Training
Commissioner Moorman reported on:
HRDC Meeting
2012 budget
County Auditor, John W. Hoscheid and Chief Deputy Auditor, Lorene Hanson met with the board to discuss the 2012 budget.
Recess
With no further business before the board, Chairman Moorman called the meeting to recess at 11:45 a.m.
Attest: Approved: August 8, 2011
_____________________________ ____________________________
John W Hoscheid, County Auditor Ken Moorman, Chairman of the Board