JANUARY 2, 2018 BOARD MINUTES

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1 JANUARY 2, 2018 BOARD MINUTES Pursuant to motion of adjournment the Polk County Board of Commissioners met in session at 8:00 o clock a.m., in the Commissioners Room, Government Center, Crookston, MN. Members present: Commissioner Warren Strandell, Commissioner Joan Lee, Commissioner Don Diedrich, Commissioner Gerald Jacobson, Commissioner Gary Willhite and Charles S. Whiting, County Administrator, Clerk of the Board. Others present: Michelle Cote, Deputy Clerk of the Board. CALL TO ORDER The Clerk of the Board called the meeting to order and proceeded to call for nominations for the Office of Chairman of the Polk County Board of Commissioners for ELECTION OF OFFICERS Acting Chair Don Diedrich called for nominations for the Office of Chairman of the Polk County Board of Commissioners for A motion was made by Commissioner Willhite to nominate Commissioner Joan Lee as Chairman of the Polk County Board, seconded by Commissioner Jacobson and adopted by unanimous vote of the Board. Commissioner Lee assumed the Chair. The Chair of the Board asked for nominations for the office of Vice-Chair of the Board. A motion was made by Commissioner Jacobson to nominate Commissioner Warren Strandell as Vice- Chair of the Polk County Board seconded by Commissioner Willhite and adopted by unanimous vote of the Board. AGENDA A motion was made by Commissioner Diedrich seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve the agenda. CONSENT AGENDA A motion was made by Commissioner Diedrich seconded by Commissioner Strandell and adopted by unanimous vote of the Board to approve the consent agenda. 1. Approve Auditor Warrants. 2. Approve the December 12, 2017 Board minutes. 3. Approve payment to Quill Corporation, Philadelphia, PA in the amount of $ for office supplies for the County Attorney s Office. 4. Approve payment to Minnesota County Attorneys Association, St. Paul, MN in the amount of $ for 2018 MCAA dues. COUNTY BOARD MEMBERS ISSUE FORUM Commissioner Assignments A motion was made by Commissioner Strandell seconded by Commissioner Diedrich and adopted by unanimous vote of the Board to approve the following 2018 Polk County Commissioner Committee Assignments and the 2018 Committee Page 1

2 Appointments adding 2 new committees State Community Health Services Advisory Committee (SCHSAC) and the AMC Education and Training. COMMITTEE Commissioner Delegate Commissioner Delegate Commissioner Alternate AMC / MCIT (General) 1 AMC Annual Conference Planning 2 AMC Futures Committee (New for 2017) Lee AMC Education and Training (New for 2018) Lee 3 AMC General Government Policy Committee Willhite 4 MN Counties Intergovernmental Trust Board of Directors/District 3 Diedrich 5 MN Counites Intergovernmental Trust Board of Directors (Voting Delegate) Diedrich DITCH/WATERSHED 1 Judicial Ditch No. 60 Committee Willhite Diedrich Jacobson - 3rd Delegate 2 Middle-Snake-Tamarac River Wastershed Advisory Committee Diedrich 3 One Watershed One Plan Diedrich 4 Red Lake County - Polk County Joint Ditch 1,3, 66 Committee Lee Jacobson 5 Red Lake Co -Polk County Joint Ditch 64, 71 Committee Diedrich Jacobson Lee - 3rd Delegate 6 Polk-Red Lake County Ditch 2 Lee Jacobson Diedrich - 3rd Delegate 7 Red Lake Watershed (formerly Clearwater Co) -Polk County Judicial Ditch No. 72 Committee Jacobson Lee Diedrich - 3rd Delegate 8 Red Lake River Corridor Joint Board (Initial Appointment April 19, 2016 Board meeting) Lee Diedrich - 3rd Delegate 9 Red Lake Watershed Advisory Committee Diedrich Strandell 10 Sandhill Watershed District Advisory Comm. Jacobson ENVIRONMENTAL / SOLID WASTE 1 AMC Environmental & Natural Resources Policy Committee Jacobson 2 Acquatic Invasive Species Task Force Lee 3 Five County Solid Waste Advisory Committee Lee Jacobson Jacobson 4 Household Hazardous Waste Advisory Committee Lee 5 Regional Solid Waste Advisory Board Lee Jacobson HUMAN SERVICES - PUBLIC HEALTH 1 AMC Health & Human Services Policy Committee Lee 2 County Board of Health All Commissioners 3 East Polk County Development Achievement Center Board Lee 4 Inter-County Community Council Board Lee 5 NW Mental Health Board Diedrich Jacobson 6 Polk County Providers (Senior Health Care ) Willhite 7 Polk, Norman, and Mahnomen Joint Community Health Board Lee Jacobson 8 Region 1 Area Agency on Aging (AAA) Jacobson 9 Retired Senior Volunteer Program Jacobson State Community Health Services Advisory Committee (SCHSAC) New for 2018 Lee 10 Social Services Board All Commissioners 11 Tri-Valley Opportunity Council Diedrich Willhite Page 2

3 MISCELLANEOUS 1 Crookston Downtown Task Force Willhite Jacobson 2 Grand Forks-East Grand Forks Metropolitan Planning Org. Strandell Diedrich 3 Lake Agassiz Regional Library Willhite Jacobson 4 Land of the Dancing Sky Region 1 Jacobson 5 MN Rural Counties Caucus Jacobson All Commissioners 6 NW Regional Development Commission Executive Board Strandell Jacobson 7 Down Payment Assistance Program (Loan Pool) Added Minutes Jacobson 8 Water Resource Advisory Committee Lee POLK COUNTY (General) 1 Building Committee Willhite Strandell 2 Extension Service Committee Diedrich Lee 3 Finance Committee (New for 2017) Diedrich Lee 4 Law Library Board of Directors Diedrich 5 Negotiating Task Force (labor contracts) Lee Diedrich 6 Planning and Zoning Advisory Board Diedrich Lee 7 Viewing Committee/Tax Forfeited (Michelle C., Mark L. & Jon S.) Diedrich PUBLIC SAFETY 1 AMC Public Safety Policy Comm. Strandell 2 Drug Task Force Strandell Lee 3 Fosston Law Enforcement Lee 4 Hazardous Mitigation Committee Strandell 5 NW Emergency Communications Board Strandell Willhite 6 Public Safety Committee Strandell Willhite 7 Tri County Corrections fka NW Regional Corrections Diedrich Strandell Planning Commission (Initial appointment October 25, 2016 board meeting) Diedrich Strandell 9 Emergency Management Committee Diedrich TRANSPORTATION/PUBLIC WORKS 1 AMC Transportation Policy Diedrich 2 MnDOT District 2 Area Transportation Partnership Strandell 3 NWRDC Transportation Advisory Committee Strandell 4 Parks Committee Willhite Jacobson 5 Polk, Norman, Clay Agassiz Trail Advisory Committee Lee 6 Public Works/Transportation Diedrich Lee A motion was made by Commissioner Strandell seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve the following 2018 Committee Appointments as shown below: Page 3

4 Committee Incumbant Length of Term/Years Term Date Extension Committee Commissioner Diedrich 3 12/31/2018 Extension Committee Commissioner Lee 3 12/31/2018 Extension Committee (Appointed ) Nancy Capistran 3 12/31/2018 Extension Committee (Appointed ) Cheryl Byrne 3 12/31/2018 Extension Committee (Appointed ) Amy Theis 3 12/31/2019 Extension Committee (Appointed ) Paul Aakre 3 12/31/2019 Extension Committee (Appointed ) Danny Anderson 3 12/31/2020 Extension Committee (Reappointed ) Scott Balstad 3 12/31/2020 Extension Committee Michelle Cote No Term (Extension Committee members are limted to 2 consecutive 3 year terms minutes) Michelle Cote keeps this list updated on the board agenda. Need to consult with Michelle Cote - as there may be one incumbant listed that is no longer serving Marshall & Polk Rural Water System Rodger Stordahl 4 12/31/2019 Marshall & Polk Rural Water System (Re-Appointed ) Michael Kasowski 4 12/31/2020 Marshall & Polk Rural Water System Paul Driscoll 4 12/31/2021 Marshall & Polk Rural Water System Wayne Nelson 4 12/31/2018 * Marshall & Polk Rural Water System we do not advertise - they will call to be re-appointed/put on agenda. Middle River-Snake River-Tamarac River Watershed (Appointed ) Bob Kovar 3 1/1/2021 * Middle River-Snake River-Tamarac River Watershed we advertise NW Minnesota Housing & Redevelopment Authority Mark Finstad 5 1/4/2020 *We get a letter from the NWMHRA requesting reappointment/they do not meet before the Board/we put on the agenda. NW Private Industry Council Michael Moore 3 X NW Private Industry Council Ms. Lundmark 3 X NW Private Industry Council David Rock 3 X NW Private Industry Council Kirsten Fugleseth 3 X *Appointments made by the local elected officials board. No action needs to be made by the County Board. Planning and Zoning Robert Franks 3 12/31/2018 Planning and Zoning Donovan Wright 3 12/31/2018 Planning and Zoning (Re-Appointed ) Leonard Vonasek 3 12/31/2019 Planning and Zoning (Re-Appointed ) Arlet Phillips 3 12/31/2019 Planning and Zoning (Filled unexpired term of Dennis Yell /brd meeting ) (Re-Appointed ) Mike Schulz 3 12/31/2019 Planning and Zoning (Re-Appointed ) Rolland Gagner 3 12/31/2019 Planning and Zoning Paul Jore 3 12/31/2020 Planning and Zoning Courtney Pulkrabek 3 12/31/2020 Planning and Zoning Chairman of the Board Chairman Term Planning and Zoning/Selected by Mayor Mike Powers No Term Planning and Zoning/Selected by Mayor Wayne Melbye No Term Planning and Zoning/Alternate Ray Ecklund No Term * Planning and Zoning handles these appointments Board of Adjustment Robert Franks 3 12/31/2018 Board of Adjustment Donovan Wright 3 12/31/2018 Board of Adjustment (Re-Appointed ) Mike Powers 3 12/31/2019 Board of Adjustment Courtney Pulkrabek 3 12/31/2020 Board of Adjustment Rolland Gagner 3 12/31/2020 Board of Adjustment/Alternate Paul Jore No Term Board of Adjustment/Alternate Arlet Phillips No Term *Board of Adjustment handles these appointments with Planning and Zoning Red Lake Watershed Board of Managers Terry Sorenson 3 1/10/2019 Red Lake Watershed Board of Managers Gene Tiedemann 3 1/10/2021 *Red Lake Watershed Board of Managers we advertise Red River Valley Development Association Jerry Erickson 3 3/6/2020 Red River Valley Development Association Curtis Knutson 3 2/25/2018 *Red River Valley Dev. Assoc. we don't advertise they let us know if they want to be appointed and then put on the agenda Sandhill Watershed District Stuart Christian 3 1/1/2019 Sandhill Watershed District JJ (Jerrel) Hamre 3 1/1/2020 Sandhill Watershed District Roger Hanson 3 1/1/2020 Sandhill Watershed District (appointed at the November 28, 2017 Board meeting) Dan Vesledahl 3 1/1/2021 Sandhill Watershed District (appointed at the November 28, 2017 Board meeting) Clayton Bartz 3 1/1/2021 *Sandhill Watershed District we advertise Surveyor Widseth/Smith/Nolting 3 12/31/2018 Veterans Service Officer (New Appointment in 2016) Kurtis Ellefson 4 11/2/2020 Assessor (Filling unexpired term of retired Rob Wagner at the board meeting) Mark Landsverk 4 12/31/2020 Highway Engineer Richard Sanders 4 4/30/2019 Page 4

5 2. Commissioner Strandell brought forth that he had participated in a Building Committee meeting where the focus was the plans for the new Transfer Station. He brought forth discussion regarding a letter from MRC that focused on support and Enbridge. 3. Commissioner Lee brought forth that she participated in a Water Resource Committee meeting where the focus was township nitrate testing in addition to discussion regarding West Polk County Soil and Water and the Department of Agriculture collaborating on a We Are Water. 4. Commissioner Diedrich brought forth that he had attended the Tri-Valley supper. 5. Commissioner Jacobson brought forth that he participated in no meetings since the prior Board meeting. He also brought forth discussion regarding a call from a concerned citizen with reference to privatization of the License Center. 6. Commissioner Willhite brought forth that he had participated in the Building Committee meeting. He brought forth discussion regarding an from Liz Lynch in reference to LARL funding and where cuts should be focused. 7. Extension Update Kristie Johnson 4-H Coordinator has resigned. A meeting with Lisa Loegering and Margo Bowerman is scheduled for January 5, 2018 at 10:00 a.m. PLANNING AND ZONING & ENVIRONMENTAL SERVICES Josh Holte, Assistant Environmental Services Administrator came before the Board with matters pertaining to Planning and Zoning and Environmental Services: 1. Purchase of Wheel Loader Transfer Station Phase II CAP A motion was made by Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve the quote from Ziegler, Crookston MN for the purchase of a new CAT 930M Wheel Loader in the amount of $198, A motion was made by Commissioner Diedrich seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve the sale in lieu of trade of used IT14G Wheel Loader to Ziegler CAT, Crookston MN in the amount of $16, Replace JD Pay Loader Tires for RRF A motion was made by Commissioner Diedrich seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve the purchase of a new set of four tires for the existing John Deere 544 Pay Loader from Setco, Idabel, OK in the amount of $25, Replace Truck for Landfill A motion was made by Commissioner Diedrich seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve the purchase of a new 2018 RAM x4 crew cab pickup from the state contract/nelson Auto, Fergus Falls, MN in the amount of $31, for the Landfill. HIGHWAY Richard Sanders, Polk County Highway Engineer came before the Board with matters pertaining to his department: Page 5

6 1. Resolution ( ) MnDOT Agreement No MnDOT Agreement No RESOLUTION ( ) The following resolution ( ) was offered by Commissioner Diedrich: IT IS RESOLVED, That Polk County enter into MnDOT Agreement No with the State of Minnesota, Department of Transportation for the following purposes: To provide payment by the State to the County for the use of County State Aid Highway s No. 60, 17, 20, and 19 as a detour route during the contract construction to be performed upon, along and adjacent to Trunk Highway No. 75 from Trunk Highway 2 to 200 feet south of C.S.A.H. 19 under State Project No (T.H. 75=6) IT IS FURTHER RESOLVED, That Charles S. Whiting, Polk County Administrator and Joan Lee, Polk County Board Chairman are authorized to execute the Agreement and any amendments to the Agreement. Commissioner Strandell seconded the foregoing resolution and it was declared adopted upon the following vote: YEAS: Jacobson, Diedrich, Lee, Willhite, and Strandell. NAYS: None. A motion was made by Commissioner Willhite seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve MnDOT Agreement No and allow the Polk County Administrator and the Chair of the Board to sign said agreement. 2. Resolution (2018-5) MnDOT Agreement No MnDOT Agreement No RESOLUTION (2018-5) The following resolution (2018-5) was offered by Commissioner Jacobson: IT IS RESOLVED, That Polk County enter into MnDOT agreement No with the State of Minnesota, Department of Transportation for the following purposes: To provide for payment by the State to the County for the use of County State Aid Highway s No. 8, No. 5 and No. 2 as a detour route during the contact construction to be performed upon, along and adjacent to Trunk Highway No. 92 from 59 to 1.7 miles east of C.S.A.H. No. 28 under State Project No and (T.H. 92 = 065). IT IS FURTHER RESOLVED, That Charles S. Whiting, Polk County Administrator and Joan Lee, Polk County Board Chairman are authorized to execute the Agreement and any amendments to the Agreement. Page 6

7 Commissioner Diedrich seconded the foregoing resolution and it was declared adopted upon the following vote: YEAS: Jacobson, Diedrich, Lee, Willhite, and Strandell. NAYS: None. A motion was made by Commissioner Strandell seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve MnDOT Agreement and allow the Polk County Administrator and the Chair to sign said agreement Flex Wing Rotary Mower Quote A motion was made by Commissioner Diedrich seconded by Commissioner Strandell and adopted by unanimous vote of the Board to award the quote to Ironhide Equipment, Grand Forks, ND for one Shulte, FX Flex Wing Rotary Mower in the amount of $13, after trade-in Flex Wing Rotary Mowers Quote A motion was made by Commissioner Diedrich seconded by Commissioner Willhite and adopted by unanimous vote of the Board to award the quote to Titan Machinery, Crookston, MN for three (3) Woods, BW1800Q 2018 Flex Wing Rotary Mowers in the amount of $40, after trade-in Loader Quote A motion was made by Commissioner Willhite seconded by Commissioner Diedrich and adopted by unanimous vote of the Board to award the quote to Titan Machinery, Crookston, MN for one 2018 Case 621G Loader in the amount of $153, upon the recommendation of Richard Sanders, Highway Engineer. COUNTY ATTORNEY Chuck Whiting on behalf of Greg Widseth, Polk County Attorney came before the Board with matters pertaining to the County Attorney s Office: 1. Resolution (2018-6) Resolution Accepting Financial Donations On Behalf Of Polk County Coordinated Victim Services Resolution Accepting Financial Donations On Behalf Of Polk County Coordinated Victim Services RESOLUTION (2018-6) The following resolution (2018-6) was offered by Commissioner Diedrich: WHEREAS, WELCA of Sandhill Lutheran Church, located in Climax, Minnesota, has made a financial donation of $ to support the services and programming of PCCVS; and WHEREAS, Royal Neighbors of America, Chapter 6625, located in Mentor, Minnesota, has made a financial donation of $ to support the services and programming of PCCVS; and Page 7

8 WHEREAS, WELCA of Trinity Lutheran Church, located in Crookston, Minnesota, has made a financial donation of $5.00 to support the services and programming of Polk County Coordinated Victim Services (PCCVS); and WHEREAS, PCCVS, which is part of the Polk County Attorney s Office, wishes to have the County Board formally accept these financial donations on behalf of PCCVS. NOW THEREFORE BE IT RESOLVED, By the County Board of Polk County, Minnesota as follows: 1. The financial donations from Trinity Lutheran Church WELCA, Sandhill Lutheran Church WELCA, and Royal Neighbors of America, Chapter 6625, which are listed above, hereby are accepted by the Polk County Board of Commissioners on behalf of Polk County Coordinated Victim Services to be used in support of the services and programming provided by Polk County Coordinated Victim Services. Commissioner Jacobson seconded the foregoing resolution and it was declared adopted upon the following vote: YEAS: Jacobson, Diedrich, Lee, Willhite, and Strandell. NAYS: None. SOCIAL SERVICES Kent Johnson, Social Services Director came before the Board with matters pertaining to his department: 1. Social Services Supervisor Resignation Replacement Request Due to a resignation a motion was made by Commissioner Jacobson seconded by Commissioner Diedrich and adopted by unanimous vote of the Board to approve refilling the Social Services Supervisor position and any internal subsequent position vacancies occurring as a result of this action. 2. Social Work Team Leader Emergency Appointment Request A motion was made by Commissioner Willhite seconded by Commissioner Strandell and adopted by unanimous vote of the Board to appoint an emergency Social Worker Team Leader to provide interim support while there is a vacant Social Services Supervisor position not to exceed 67 days. PROPERTY RECORDS Michelle Cote, Property Records Director came before the Board with matters pertaining to her department: 1. Plat Book Quotes A motion was made by Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to authorize Michelle M. Cote, Property Records Director to sign the services agreement with Mapping Solutions, Kearney, MO for Plat Books in the amount of $26.61 per book. A motion was made by Commissioner Jacobson seconded by Commissioner Willhite and adopted by unanimous vote of the Board to set the price of the 2018 plat books to be sold at $ A Resolution To Participate In The City Of East Grand Forks Housing Incentive Program Which Includes Property Tax Abatements Page 8

9 A Resolution To Participate In The City Of East Grand Forks Housing Incentive Program Which Includes Property Tax Abatements RESOLUTION (2018-8) The following resolution (2018-8) was offered by Commissioner Strandell: WHEREAS, Minnesota Statutes through authorize property tax abatements for Community Economic Development purposes, and WHEREAS, The City of East Grand Forks desires to offer a program pursuant to said statutes. NOW THEREFORE BE IT RESOLVED, By the Board of County Commissioners of Polk County that Polk County does authorize a housing incentive tax abatement program with the following parameters: 1. The City of East Grand Forks, Independent School District 595 and Polk County participate in the program. 2. The program would apply to new residential construction only. New residential construction shall include modular homes and stick built homes. 3. The program would apply to single-family dwellings, including town homes and twin homes, ready for occupancy in the years The abatement of real property taxes would be for two years. The first year where payment of taxes are based upon the value of the new dwelling. 4. The City of East Grand Forks shall be responsible to notify Polk County of which properties are in the program at the time the real property is acquired and arrange for the proper hearing(s) as required by law. 5. This resolution is considered to be a 6 year extension of the existing program. Commissioner Diedrich seconded the foregoing resolution and it was declared adopted upon the following vote. YEAS: Jacobson, Diedrich, Lee, Willhite, and Strandell. NAYS: None. 3. A Resolution To Participate In The City Of Fisher s Housing Incentive Program Which Includes Property Tax Abatements A Resolution To Participate In The City Of Fisher s Housing Incentive Program Which Includes Property Tax Abatements RESOLUTION (2018-9) The following resolution (2018-9) was offered by Commissioner Strandell: Page 9

10 WHEREAS, Minnesota Statutes through authorize property tax abatements for Community Economic Development purposes, and WHEREAS, The City of Fisher desires to offer a program pursuant to said statutes. NOW THEREFORE BE IT RESOLVED, By the Board of County Commissioners of Polk County that Polk County does authorize a housing incentive tax abatement program with the following parameters: 1. The City of Fisher, Independent School District 600 and Polk County participate in the program. 2. The program would apply to new residential construction only. New residential construction shall include modular homes and stick built homes. 3. The program would apply to single-family dwellings, including town homes and twin homes, ready for occupancy in the years The abatement of real property taxes would be for one year. The first year where payment of taxes are based upon the value of the new dwelling. 5. The City of Fisher shall be responsible to notify Polk County of which properties are in the program at the time the real property is acquired and arrange for the proper hearing(s) as required by law. 6. This resolution is considered to be a 1 year extension of the existing program. Commissioner Willhite seconded the foregoing resolution and it was declared adopted upon the following vote. YEAS: Jacobson, Diedrich, Lee, Willhite, and Strandell. NAYS: None. 4. A Resolution To Participate In The City Of Fosston s Housing Incentive Program Which Includes Property Tax Abatements A Resolution To Participate In The City of Fosston s Housing Incentive Program Which Includes Property Tax Abatements RESOLUTION (2018-7) The following resolution (2018-7) was offered by Commissioner Jacobson: WHEREAS, Minnesota Statutes through authorize property tax abatements for Community Economic Development purposes, and WHEREAS, The City of Fosston desires to offer a program pursuant to said statutes. Page 10

11 NOW THEREFORE BE IT RESOLVED, By the Board of County Commissioners of Polk County that Polk County does authorize a housing incentive tax abatement program with the following parameters: 1. The City of Fosston, Independent School District 601 and Polk County participate in the program. 2. The program would apply to new residential construction only. New residential construction shall include modular homes and stick built homes. 3. The program would apply to single-family dwellings, including town homes and twin homes, ready for occupancy in the years 2016, 2017, 2018 and The abatement of real property taxes would be for two years. The first two years where payment of taxes are based upon the value of the new dwelling. 5. The City of Fosston shall be responsible to notify Polk County of which properties are in the program at the time the real property is acquired and arrange for the proper hearing(s) as required by law. 6. This resolution is considered to be a 4 year extension of the existing program. Commissioner Diedrich seconded the foregoing resolution and it was declared adopted upon the following vote. YEAS: Jacobson, Diedrich, Lee, Willhite, and Strandell. NAYS: None. JUDICIAL JOINT DITCH NO. 72 BOARD MEETING Present: Polk County Commissioners Jerry Jacobson, Joan Lee, and Don Diedrich, Red Lake Watershed System Board Member Terry Sorenson, Myron Jesme and Brady Stanley Red Lake Watershed and Michelle Cote, Polk County Director of Property Records, and Jody Beauchane, Polk County Highway Agricultural and Ditch Inspector, Jerry Bennett, Appointed Lead Ditch Viewer. 1. Call to Order Polk County Commissioner Don Diedrich as Chair of the Judicial Ditch No 72 Joint Board for 2017 called the meeting to order in the Board Room of the Polk County Government Center in Crookston, Minnesota. 2. Approval Agenda A motion was made by Polk County Commissioner Lee seconded by Polk County Commissioner Jacobson and adopted by unanimous vote of the Judicial Joint Board to approve the revised Agenda adding the election of 2018 officers. 3. Election of 2018 Officers A motion was made by Red Lake Watershed Committee Member Terry Sorenson and seconded by Polk County Commissioner Joan Lee and adopted by unanimous vote of the Judicial Joint Board to elect the 2017 officers for 2018 with no changes. Page 11

12 4. Approval August Minutes A motion was made by Polk County Commissioner Lee seconded by Red Lake Watershed Committee Member Terry Sorenson and adopted by unanimous vote of the Judicial Joint Board to approve the August 22, 2017 minutes Judicial Ditch No 72 Joint Board meeting. 5. Redetermination of Benefits Update Jerry Bennett provided an update on the redetermination. 6. Consolidation of Ditch Systems Discussion A motion was made by Red Lake Watershed Committee Member Terry Sorenson, seconded by Polk County Commissioner Lee and adopted by unanimous vote of the Judicial Joint Board to initiate a consolidation of County Ditch 88, County Ditch 136 (Branch 12), State Ditch 61 (Outlet 1) and State Ditch 61 (Outlet 2) into Judicial Joint Ditch 72. A motion was made by Polk County Commissioner Joan Lee, seconded by Polk County Commissioner Jerry Jacobson and adopted by unanimous vote of the Judicial Joint Board to recommend to the Polk County Board to review and recommend the initiation of consolidation of County Ditch 88, County Ditch 136 (Branch 12), State Ditch 61 (Outlet 1) and State Ditch 61 (Outlet 2) into Judicial Joint Ditch 72. A motion was made by Polk County Commissioner Joan Lee, seconded by Polk County Commissioner Jerry Jacobson and adopted by unanimous vote of the Judicial Joint Board to authorize the appointed ditch viewers to view the potential systems to be consolidated. 7. Setting Informational Meeting The Informational meeting will be set by the Polk County Board. 8. Adjournment A motion was made by Red Lake Watershed District Member Terry Sorenson, seconded by Polk County Commissioner Lee and adopted by unanimous vote of the Board to adjourn the Informational meeting for Judicial Ditch No. 72 at 10:40 a.m. REVISED AGENDA A motion was made by Commissioner Diedrich seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve the revised agenda adding No. 1 - the initiation of consolidation of ditches under Richard Sanders, Highway Engineer. HIGHWAY/DITCH Richard Sanders, Polk County Highway Engineer came before the Board with matters pertaining to his department: 1. Initiate Consolidation of Systems into Judicial Joint Ditch No. 72. A motion was made by Commissioner Diedrich, seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to initiate the consolidation of County Ditch 88, County Ditch 136 (Branch 12), State Ditch 61 (Outlet 1) and State Ditch 61 (Outlet 2) into Judicial Joint Ditch 72. REVISED AGENDA A motion was made by Commissioner Jacobson seconded by Commissioner Diedrich and adopted by unanimous vote of the Board to approve the revised agenda adding No. 2 - the initiation of consolidation of ditches into State Ditch 6 under Richard Sanders, Highway Engineer. Page 12

13 2. Initiate Consolidation of Systems into State Ditch No. 61. A motion was made by Commissioner Jacobson, seconded by Commissioner Diedrich and adopted by unanimous vote of the Board to initiate the consolidation of County Ditch 87, County Ditch 91, County Ditch 89, Judicial Ditch 72 (Branch 10) and State Ditch 61. A motion was made by Commissioner Willhite, seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to direct staff to set up an informational meeting regarding the potential consolidation of systems into State Ditch PUBLICATION BID OPENING Pursuant to published notice bids were opened and publicly read at 11:00 a.m., for the Official Newspaper and the Delinquent Tax List: Official Newspaper BIDDER Fertile Journal BID $1.90 Delinquent Tax List BIDDER McIntosh Times BID $2.50 ADMINISTRATION Chuck Whiting, Polk County Administrator came before the Board with matters pertaining to his department: 1. Resolution (2018-1) Designating Polk County s Website for Publications of Invitations to Bid on Polk County Transportation Projects Designating Polk County s Website for Publications of Invitations to Bid On Polk County Transportation Projects RESOLUTION (2018-1) The following resolution (2018-1) was offered by Commissioner Diedrich: BE IT RESOLVED, By the Board of County Commissioners of Polk County that pursuant to M.S. 331A.12, Polk County s web site; be and hereby is designated by the Board of County Commissioners of Polk County as the official site for the publications of invitations to bid on Polk County transportation projects. Commissioner Strandell seconded the foregoing resolution and it was declared adopted upon the following vote: YEAS: Jacobson, Diedrich, Lee, Willhite, and Strandell. NAYS: None. 2. Resolution (2018-2) Designating the Polk County Official Newspaper Page 13

14 Designating the Polk County Official Newspaper RESOLUTION (2018-2) The following resolution (2018-2) was offered by Commissioner Jacobson: BE IT RESOLVED, By the Board of County Commissioners of Polk County that the Fertile Journal be and the same is hereby designated by the Board of County Commissioners of Polk County as the official newspaper of Polk County for 2018 and as such is the newspaper designated in which shall be published all notices and publications which the County is required to publish during the year of BE IT FURTHER RESOLVED, That the bid of $1.90 per column inch be accepted for the Official Publications of Polk County. BE IT FURTHER RESOLVED, That the publication of notices and other publications shall be at the rates as established in the bids and as accepted by the Board. Commissioner Willhite seconded the foregoing resolution and it was declared adopted upon the following vote: YEAS: Jacobson, Diedrich, Lee, Willhite, and Strandell. NAYS: None. 3. Resolution (2018-3) Designating Publication of the Delinquent Tax List Statement of Polk County Designating Publication of the Delinquent Tax List Statement of Polk County RESOLUTION (2018-3) The following resolution (2018-3) was offered by Commissioner Strandell: BE IT RESOLVED, By the Board of County Commissioners of Polk County that the McIntosh Times with a bid of $2.50 per column inch be and the same is hereby accepted for the Publication of the Delinquent Tax List Statement of Polk County to be published in Commissioner Jacobson seconded the foregoing resolution and it was declared adopted upon the following vote: YEAS: Jacobson, Diedrich, Lee, Willhite, and Strandell. NAYS: None. 4. Resolution (2018-4) Designating Delegates to the Association of Minnesota Counties & Payment Dues Designating Delegates to the Association of Minnesota Counties & Payment of Dues RESOLUTION (2018-4) The following resolution (2018-4) was offered by Commissioner Strandell: Page 14

15 WHEREAS, The Board of County Commissioners of Polk County, Minnesota, has availed itself of the authority granted under Section , M.S.A., and will pay the dues of said County to the State and National Association of County Commissioners for the year 2018 and it is the intention of said Board of County Commissioners to designate individuals to attend meetings of said Association. NOW THEREFORE BE IT RESOLVED, That the Board of County Commissioners of Polk County Minnesota, does hereby designate all of its members as delegates from said County to serve on various committees of that Association. BE IT FURTHER RESOLVED, That upon presentation of a properly verified claim, the finance department be and hereby is authorized to reimburse each of said person for their actual and necessary expenses in attending such meetings, and to pay the annual dues of the County for membership in the Association of Minnesota Counties. BE IT FURTHER RESOLVED, That the following named individuals are Polk County's official delegates to the Association of Minnesota Counties: Commissioner Jacobson, Commissioner Strandell, Commissioner Willhite, Commissioner Lee, Commissioner Diedrich, Charles S. Whiting, County Administrator, Michelle Cote, County Director of Property Records, and Richard Sanders, County Highway/Ditch Engineer. Commissioner Diedrich seconded the foregoing resolution and it was declared adopted upon the following vote: YEAS: Jacobson, Diedrich, Lee, Willhite, and Strandell. NAYS: None. 5. Approval of 2018 Mileage, Meals and Lodging Reimbursement Rates A handout was presented and discussed with the Board regarding the 2018 mileage, meals and lodging reimbursement rates. A motion was made by Commissioner Diedrich seconded by Commissioner Strandell and adopted by unanimous vote of the Board to adopt the 2018 mileage rate of $.54.5 per mile for county business travel with a personal vehicle. A motion was made by Commissioner Diedrich seconded by Commissioner Strandell and adopted by unanimous vote of the Board and to adopt the 2018 federal meal reimbursement rates as listed for Minnesota. A motion was made by Commissioner Willhite seconded by Commissioner Jacobson and adopted by unanimous vote of the Board that out of state travel is set at federal rates for the given state. A motion was made by Commissioner Jacobson seconded by Commissioner Diedrich and adopted by unanimous vote of the Board to adopt the 2018 federal lodging reimbursement rates for lodging for personal lodging expense incurred on county business. (Handouts on file in the Administrator s Office) 6. Approval of 2018 Board Meeting Dates The 2018 Board meeting date schedule was presented and discussed with the Board. A motion was made by Commissioner Jacobson seconded by Commissioner Willhite and Page 15

16 adopted by unanimous vote of the Board to approve the 2018 Board meeting dates as presented. (Handout on file in the Administrator s Office). AUDITOR WARRANTS A motion was made by Commissioner Diedrich seconded by Commissioner Strandell and adopted by unanimous vote of the Board to approve the following Auditor Warrants for payment: AUDITOR WARRANTS 12/01/2017 Vendor Name Amount Andover Township Treasurer 52, Angus Township Treasurer 17, Badger Township 20, Belgium Township Treasurer 19, Beltrami City Clerk-Treasurer 16, Brandsvold Township Treasurer 33, Brandt Township Treasurer 19, Bremer Bank Na 362, Brislet Township Treasurer 20, Bygland Township 29, Chester Township Treasurer 2, Climax City Treasurer 23, Columbia Township Treasurer 36, County Emergency Medical Serv. 82, Crookston Area Ambulance Inc 72, Crookston City 1,110, Crookston Township Treasurer 42, East Grand Forks City 2,152, Eden Township Treasurer 11, Erskine City Clerk-Treasurer 66, Esther Township Treasurer 22, Euclid Township Treasurer 46, Fairfax Township Treasurer 34, Fanny Township Treasurer 36, Farley Township Treasurer 29, Fertile City 90, First Care Medical Services 48, Fisher City 99, Fisher Township Treasurer 25, Fosston City 209, Garden Township Treasurer 26, Garfield Township Treasurer 32, Gentilly Township Treasurer 19, Godfrey Township Treasurer 60, Grand Forks Township Treasurer 17, Grove Park Tilden Township 24, Gully City 8, Gully Township Treasurer 5, Hammond Township Treasurer 28, Page 16

17 Helgeland Township Treasurer 13, Higdem Township Treasurer 36, Hill River Township Treasurer 18, Hubbard Township Treasurer 24, Huntsville Township Treasurer 52, Johnson Township 15, Kertsonville Township Treas 7, Keystone Township Treasurer 23, King Township Treasurer 18, Knute Township Treasurer 46, Lengby City 4, Lessor Township Treasurer 18, Liberty Township Treasurer 17, Lowell Township Treasurer 44, Maple Lake Imprvmnt District 22, Marshall Polk Rural Water Sys 34, Mcintosh City 94, Mentor City 14, Middle-Snake-Tamarac Rivers Wtrshd Dist 305, Nesbit Township Treasurer 21, Nielsville City 10, Northland Township Treasurer 25, NW Regional Development Comm 40, NWMN HRA 84, Onstad Township Treasurer 10, Parnell Township Treasurer 17, Queen Township Treasurer 32, Red Lake Watershed District 602, Reis Township Treasurer 12, Rhinehart Township Treasurer 9, Roome Township Treasurer 25, Rosebud Township Treasurer 24, Russia Township Treasurer 68, Sand Hill River W S District 299, Sandsville Township Treasurer 25, Scandia Township Treasurer 20, School District 2176 Treas 125, School District 2311 Treas 10, School District 2609 Treas 166, School District 2906 Treas 13, School District 592 Treas 78, School District 593 Treas 433, School District 599 Treas 80, School District 600 Treas 238, School District 601 Treas 156, School District 630 Treas 7, Sletten Township Treasurer 33, Sullivan Township Treasurer 28, Tabor Township Treasurer 28, Page 17

18 Tynsid Township Treasurer 8, Union Lake Sarah Improvement Dist 4, Vineland Township Treasurer 34, Wild Rice Watershed Dist Treas 14, Winger City Clerk Treasurer 25, Winger Township Treasurer 18, Woodside Township Treasurer 77, Payments less than Final Total: 8,793, AUDITOR WARRANTS 12/05/2017 Vendor Name Amount Halstad Telephone Co 9, Knife River Materials 21, Northland Community College 2, Polk County Public Health 6, Regents Of The Univ Of Mn 34, U S Records Midwest 7, Payments less than , Final Total: 84, AUDITOR WARRANTS 12/12/2017 Vendor Name Amount Cardmember Service 12, Lenes Sand & Gravel Inc 16, Net Transcripts Inc 3, Polk County Administrator 2, Polk County Environmental Services 2, Reserve Account 10, Semerikov/Ivan & Elena 3, Voyant 10, ZUERCHER TECHNOLOGIES LLC 42, Payments less than , Final Total: 123, AUDITOR WARRANTS 12/19/2017 Vendor Name Amount Altru Health System 2, Bremer Bank Na 71, C L Linfoot Co 3, East Pc Soil & Water 19, Ellis/Michelle 2, Fosston Municipal Utilities 60, Great Plains Natural Gas Co 12, GreatAmerica Financial Services 9, Hannaher's Inc 19, Hardwick P.C./Brian T 3, Lunseth Plumbing & Heating 79, Norman County Public Health 6, Northern Escrow Inc 175, Page 18

19 Ottertail Power Co 5, Polk Co Historical Society 7, Polk County Public Health 25, PRJS Property Inc 4, Regents Of The Univ Of Mn 31, SHI International Corp 5, SimplexGrinnell 3, Thomson Reuters - West 2, West Polk Soil & Water 19, Payments less than , Final Total: 597, AUDITOR WARRANTS 12/27/2017 Vendor Name Amount Bergstrom Electric Inc 59, Cole Papers Inc 2, Hagen Construction 5, Hardwick P.C./Brian T 5, KRONOS 3, Lenes Sand & Gravel Inc 11, Mn County Attorneys Assoc 4, Mn State Treasury 6, Norman County Public Health 21, Polk County 68, Polk County Public Health 113, University Of North Dakota 6, Wilkens Inc/Lyle 14, Payments less than , Final Total: 326, AUDITOR WARRANTS 12/29/2017 Vendor Name Amount Northwest Service Cooperative 144, Final Total: 144, MANUAL WARRANTS 12/01/2017 VENDOR NAME MN Dept of Revenue Tax Div 29, FINAL TOTAL $29, MANUAL WARRANTS 12/01/2017 VENDOR NAME Internal Revenue Service 167, MN Revenue 28, FINAL TOTAL $195, MANUAL WARRANTS 12/01/2017 VENDOR NAME Bremer Bank NA MANUAL WARRANTS 12/04/2017 $86.23 Page 19

20 VENDOR NAME SelectAccount 2, MANUAL WARRANTS 12/11/2017 VENDOR NAME $2, SelectAccount MANUAL WARRANTS 12/15/2017 VENDOR NAME $ CMS 1, $1, MANUAL WARRANTS 12/15/2017 VENDOR NAME Internal Revenue Service 157, MN Revenue 25, FINAL TOTAL $183, MANUAL WARRANTS 12/18/2017 VENDOR NAME SelectAccount 6, MANUAL WARRANTS 12/20/2017 VENDOR NAME $6, Mn Revenue 10, MN Dept of Revenue 110, MANUAL WARRANTS 12/26/2017 VENDOR NAME $121, SelectAccount 1, $1, MANUAL WARRANTS 12/29/2017 VENDOR NAME Internal Revenue Service 157, MN Revenue 25, FINAL TOTAL $183, With no further business the Board adjourned to reconvene at 10:00 o clock a.m., January 16, ATTEST: Joan Lee, Chair Charles S. Whiting, County Administrator Clerk of the Board Page 20