TODD COUNTY BOARD OF COMMISSIONERS Regular Board Meeting Agenda

Transcription

1 TODD COUNTY BOARD OF COMMISSIONERS Regular Board Meeting Agenda Date: September 19, 2017 Time: 9:00 AM Meeting to be held in the County Board Room, Historic Courthouse, 215 1st Ave S, Long Prairie, MN. Commissioners may be in the Commissioner's Board Room prior to the board meeting proceedings to perform routine business until the Public Comment period begins at 8:45 a.m.. Item # Approx. Time 1 Call to Order and Roll Call 9:00 2 Pledge of Allegiance 9:01 3 Amendments to the Agenda 9:02 4 Potential Consent Items 9:04 5 Auditor-Treasurer 9: Commissioner Warrants 5.2 Health & Human Services Warrants 5.3 Auditor-Treasurer Policies & Procedures Restructure and Transfer of Funds for Future Construction of a New Public Works Long Prairie 5.4 Shop 6 Public Works 9: Approval to Promote Public Works Mechanic 7 Ditch Inspector 9: Acknowledge Receipt Hold Harmless Agreement - Ditch Maintenance - CD Acknowledge Receipt Hold Harmless Agreement - Ditch Maintenance - CD 19 8 Assessor 9: Abatement - LSC Communications 9 Sheriff's Office 9: Hire full time Jail/Dispatcher 10 Planning & Zoning 9: Hailey Springs Second Addition Final Plat 10.2 Brown CUP Request for Vegetable Grading Facility 11 SWCD 9: Request Permission to Hire temporary part time employee 12 Solid Waste / Transfer Station 9: Set meeting date for Solid Waste Committee 12.2 Purchase New Bobcat 12.3 Sign contract with Forte for Credit Card Terminal 13 Health & Human Services 9: Approve FFY2018 Energy Assistance Contract & Internal Controls 13.2 Resignation - Home Health Aide/Homemaker 13.3 Request to Hire Home Health Aide/Homemaker 13.4 Request to Hire Home Health Aide/Homemaker 14 Administration 10: Assistant WIC Nutritionist 14.2 Program Coordinator 14.3 Hire Administrative Assistant - Extension 14.4 Class Action Grievance #6245 Settlement 1 of 140 The County Board Meeting will begin promptly at the prescribed time. The County Board reserves the right to alter the order of the agenda items and the amount of time allowed for an item based on business needs.

2 TODD COUNTY BOARD OF COMMISSIONERS Regular Board Meeting Agenda 15 Finance Committee 10: Presentation of Proposed 2018 Budget & Levy Preliminary Levy Standing Reports Auditor-Treasurer Report Commissioners' Report Coordinator Report Adjourn 2 of 140 The County Board Meeting will begin promptly at the prescribed time. The County Board reserves the right to alter the order of the agenda items and the amount of time allowed for an item based on business needs.

3 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication): Approve Commissioner Warrants Date of Meeting:09/19/2017 Total time requested:2 min Department Requesting Action: Auditor-Treasurer Office Presenting Board Action/Discussion at Meeting: Denise Gaida Background Supporting Documentation enclosed Printout sent to Commissioners and Warrants for Publication attached. Options Supporting Documentation enclosed Recommendation The Todd County Board of Commissioners approves the following by Motion: To approve the Commissioner Warrants number through in the amount of $100, Financial Implications: $ Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 3 of 140 Revised 12/2016

4 JOLENES 9/14/17 1:33PM **** Todd County **** WARRANTS FOR PUBLICATION Page 1 Cutoff 2000 Report Sequence: Amount: 1 - Vendor Name 4 of 140

5 JOLENES 9/14/17 1:33PM **** Todd County **** WARRANTS FOR PUBLICATION Warrants Approved On 9/19/2017 For Payment 9/22/2017 Page 2 Vendor Name Amount ALEX PRO FIREARMS, LLC 2, CORBIN PICKAR EXC INC 25, IMPACT TECHNOLOGY 3, LITTLE FALLS MACHINE INC 8, STAPLES WORLD 2, TODD CO AUDITOR-TREASURER 2, US POSTAL SERVICE 5, VARIDESK,LLC 6, WIDSETH SMITH NOLTING INC 9, Payments less than , Final Total: 100, of 140 Copyright Integrated Financial Systems

6 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):health & Human Services Warrants Date of Meeting:09/19/2017 Total time requested:5 min Department Requesting Action: Auditor-Treasurer Office Presenting Board Action/Discussion at Meeting: Denise Gaida Background Supporting Documentation enclosed Printout sent to Commissioners and Warrants for Publication are attached. Options Supporting Documentation enclosed Recommendation The Todd County Board of Commissioners approves the following by Motion: To approve the Health & Human Services Warrants number through in the amount of $155, Financial Implications: $ Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 6 of 140 Revised 12/2016

7 Warrants for Publication Payment Date: 9/22/2017 Approval Date: 9/19/2017 Vendor name or # Amount ANU FAMIILY SERVICES CENTRAL MN MENTAL HLTH CTR CULLENS HOME CENTER OF ALEX INC GERARD TREATMENT PROGRAMS # Foster Care provider HOLISTIC FAMILY EDUCATION SRVS # Foster Care provider # Foster Care provider # Foster Care provider KINDRED FAMILY FOCUS # Foster Care provider MID MINNESOTA DRUG TESTING INC NEXUS INC - MILLE LACS ACADEMY NORTHERN PINES MENTAL HLTH CTR PINE MANORS INC PORT OF CROW WING BOYS HOME STEP VILLAGE RANCH INC WEST CENTRAL REG JUVENILE CTR Final Total $155, $44, Pymts less than $ of 140

8 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):auditor-treasurer Policies & Procedures Date of Meeting:09/19/2017 Total time requested:5 min Department Requesting Action: Auditor-Treasurer Presenting Board Action/Discussion at Meeting: Denise Gaida Background Supporting Documentation enclosed The Auditor-Treasurer's Office has been taking steps toward a higher level of transparency on policies and procedures that affect all County Departments and/or County Employees. The County Auditor-Treasurer is charged by Minnesota Statute to provide financial procedure controls and catalog official records for County transactions. The Auditor-Treasurer has built an Auditor-Treasurer Policies & Procedures manual as a reference tool for County Departments and Employees. Options Supporting Documentation enclosed Recommendation The Todd County Board of Commissioners approves the following by Motion: to accept the Auditor-Treasurer Policies & Procedures manual and its regulations to be implemented upon this board action's approval countywide and authorize any updates to said manual be regulated at the discretion of the County Auditor-Treasurer. Financial Implications: $ Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 8 of 140 Revised 12/2016

9 Todd County Auditor-Treasurer Policies & Procedures Revised: September of 140

10 Index of Topics: County Board Agenda Submission Policy Budget and Funds Transfer Policy Credit Card Usage Policy & User Agreement County Motor Pool Policy & User Agreement Credit and Debit Card Policy and Procedures (Point N Pay) 10 of 140

11 Auditor/Treasurer s Office Denise Gaida County Auditor/Treasurer 215 1st Avenue South, Suite 201 Long Prairie, MN denise.gaida@co.todd.mn.us Phone: COUNTY BOARD AGENDA SUBMISSION POLICY Purpose: Per Minnesota Statute , the County Auditor-Treasurer by virtue of office shall be the Clerk of the County Board, keep accurate records of its official proceedings, carefully preserve all documents, books, records, maps, and other papers required to be deposited in the Auditor s office. The Auditor-Treasurer shall prepare a written agenda in advance of all board meetings in the order of presentation which the Auditor-Treasurer deems best or as directed by the Board Chairperson. A method of document submittal should be in place to ensure clear and transparent communication of the action requested of the Board of Commissioners. All documents placed on the Board Agenda are open for public inspection and press utilization and are representative of the policies and positions of Todd County. Procedure: 1. Agenda Deadline Expectations a. County staff wishing to place an item of business upon the agenda shall advise the Auditor- Treasurer of the particular item of business not later than 3:00 pm on the Wednesday immediately preceding the Board meeting via the County Clerk clerk@co.todd.mn.us b. The Auditor-Treasurer shall release the proposed agenda and information packet by posting on the Todd County Website on the Friday immediately preceding the Board Meeting. c. If the Auditor-Treasurer is unable to prepare a summary form from the information received, the Auditor-Treasurer may refuse to place the matter on the agenda. d. Each department should provide a listing (via ) of the preferred order of agenda items submitted for a specific County Board agenda. 2. Consent Agenda Items a. This area of the agenda is for general business items such as: i. Minutes ii. Authorizing permits or licenses b. Notification is required via to clerk@co.todd.mn.us if an agenda item should be placed into the Consent Agenda portion of the meeting. 3. Work Sessions of the Board a. Work sessions may be scheduled for the 3 rd Tuesday of each month (immediately after the regular board meeting) OR upon request of the County Board Chairperson. b. Work sessions are to be used for information and discussion purposes only. c. County staff wishing to place an item of business upon the agenda shall advise the Auditor- Treasurer of the particular item of business not later than 3:00 pm on the Wednesday immediately preceding the meeting via the County Clerk clerk@co.todd.mn.us d. Each department should provide a listing (via ) of the preferred order of agenda items submitted for a specific County Work Session agenda. 11 of 140 Revised 09/2017

12 e. In the event a work session is scheduled, notice will be sent to the members of the news media and posted on the County s Website. 4. Board Action Forms (BAF) a. Utilized when presenting a report to the County Board b. Utilized when requesting action of the County Board i. The first word of the Recommendation should always be one of the following: a. Approve b. Authorize c. Accept d. Acknowledge e. Establish f. Appoint g. Refer c. The BAF form will accompany ALL items presented on the County Board Agenda. d. Recommendation section should include all pertinent action details i. The recommendation section is what is transcribed into the final meeting minutes. 5. Resolutions (RES) a. Utilized by directive of another party (granting agency, oversight agency, MN Statute, etc.) b. Utilized to clearly state the policy positions of the Board, any facts that have been gathered, and the resolution that they are prescribing. A resolution is appropriate where the County Board is making a decision with any of the following: i. Direct Policy implications ii. The Board is making findings of fact iii. A Strong Description of the reasons for a decision is needed c. Will be accompanied by a Board Action Form (BAF) when submitted to the County Clerk 6. Action Words to employ in document creation a. Approve i. To be used for contracts or agreements that requires the approval of the County Board. ii. To be used in approving licenses, actions that may result in enforcement, etc iii. Examples: 1. Approve a (contract/agreement) with (firm/consultant/entity name) of (city/town name) in the amount of ($ amount) for the purposes of (very brief description) (optional: with the following stipulations) 2. Approve a (license) for (entity/person) at (location) for the period of (date date) 3. Approve (action) by (title/person/entity) b. Authorizations i. To be used when the Board is granting authority to a staff person, member of the public or giving a direction. ii. Example: 1. Authorize (title/person/entity) to (describe action to take) (optional: with the following stipulations) c. Acceptance i. To be used when the Board needs to officially accept something (i.e. report, gift, recommendation) ii. Example: 1. Accept (item/recommendation/gift) from (title/person/entity) for the purposes of (describe action to take) (optional: with the following stipulations) d. Acknowledge i. Similar to acceptance but a lower level. ii. Does not imply that the County Board appreciates, or agrees with the item, but gives official notice that the document, request, etc. exists iii. Example: 12 of 140 Revised 09/2017

13 1. Acknowledge (item/recommendation/request) from (title/person/entity) for the purposes of/to (describe action to take) (optional: with the following stipulations) e. Establish i. To be used when the Board is establishing something that will stand for a period of time but also for establishing committees, public hearings, or interim policies with a deadline. ii. Example: 1. Establish (meeting/public hearing) on/from (date/date to date) at (location) for the purposes of (very brief description). 2. Establish a (permanent/temporary) committee for the purposes of (very brief description) and authorize (appropriate staff person/commissioner/citizen) to coordinate the meetings of said committee. f. Appoint i. To be used when the County Board is making appointments to boards or committees or hiring staff ii. Example: 1. Appoint (name) to/as (name of committee/position) effective (date) g. Refer i. To be used when the Board is officially requesting the opinion of a third party on a matter. ii. Example: 1. Refer (item for consideration) to (committee, individual, office) for the purposes of (insert brief description) to be returned with recommendations for the County Board s consideration. 13 of 140 Revised 09/2017

14 Auditor/Treasurer s Office Denise Gaida County Auditor/Treasurer 215 1st Avenue South, Suite 201 Long Prairie, MN denise.gaida@co.todd.mn.us Phone: BUDGET AND FUNDS TRANSFER POLICY Purpose: Based on a process established by the County Board, all departments of the County submit requests for appropriations to the County Auditor-Treasurer each year. After review, analysis and discussions with the departments via the Finance Committee, the County Auditor-Treasurer s proposed budget is presented to the County Board for review. The County Board holds public hearings and passes a final budget yearly. A method of money management should be in place to ensure clear and transparent transactions open for public inspection and State Auditor review. Along with, budget amendments should receive the same attention at the County Board level as the enactment of the original budget. Budget amendments are required when it is apparent that the budget which was approved by the County Board must be changed to meet the needs of the County. Discretion on whether a budget amendment is required must be discussed with the County Auditor-Treasurer prior to presentation to the County Board. All non-budgeted expenditures must be approved by the County Board at a public meeting. The use of fund balance or reserve dollars to fund operations is discouraged. Adequate records and documents to support the account treatment for a particular transaction are important. For comparability, usefulness, and meaningful evaluation, county accounting information must be recorded and reported on a consistent basis. Procedure: There are two documents that may be necessary in order to complete a Budget Amendment or Funds Transfer. 1. Budget Request Form (BRF) a. Budget Amendment i. This is used to transfer existing funds from one account number to another account number within the same Fund. b. Carryover i. This is used if you wish to carry forward unused monies from one budget year into a future budget year within the same Fund. c. Purchase i. This is used for an expense that is not included in the current budget. 2. Resolution (RES) a. This is used to transfer existing monies from one Fund to another Fund. b. This could be accompanied by a Budget Request Form (BRF). Any Budget Request Form &/or Resolution for Transfer of Funds must be approved in the following order: 1. Department Head(s) of the accounts affected 2. County Auditor-Treasurer 3. County Board Chairperson after majority County Board approval attained Reminder: Any document presented to the County Board agenda requires a Board Action Form (BAF). 14 of 140 Revised 09/2017

15 Auditor/Treasurer s Office Denise Gaida County Auditor/Treasurer 215 1st Avenue South, Suite 201 Long Prairie, MN denise.gaida@co.todd.mn.us Phone: CREDIT CARD USAGE POLICY & USER AGREEMENT Purpose: Per Minnesota Statute , a County Board may authorize the use of a credit card by any county officer or employee otherwise authorized to make a purchase on behalf of the county. A purchase by credit card must otherwise comply with all statutes, rules, or county policy applicable to county purchases. The Auditor-Treasurer is the custodian of the overall Credit Card accounts and will determine an appropriate number of county-wide credit cards. The Auditor-Treasurer maintains discretion of issuing County Department Heads a card in their name. Claims presented for payment by the County must be in writing and itemized. Bills received from a credit card company lack sufficient detail to comply with statute requirements, therefore counties must also have the invoices and receipts, from the actual purchases, needed to support the items charged in the bill from the credit card company. Procedure: 1. All County Staff will be required to sign a Credit Card User Agreement. These signed agreements will be kept on file in the Auditor-Treasurer s Office. A list of eligible card users will be maintained by the Auditor-Treasurer office and provided to other offices as deemed appropriate. 2. Improper use of this card can be considered misappropriation of county funds. This may results in disciplinary action up to and including termination of employment. I agree not to charge personal purchases. 3. Along with the Auditor-Treasurer office, there are 2 departments that shall have cards securely stored in their offices and made available to employees to use and check out within those departments. These departments are Health & Human Services and the Sheriff s Department. 4. The credit card can be used by any County employee (who has a User Agreement approved) for County business. Priority for use will be given to those employees traveling outside of the County. 5. The credit card may be used to place supply orders, make reservations, and pay registrations or dues, or other expenses at the discretion of the department head. 6. The credit card must be checked out and the purpose written down for which it is being used. The employee who checks out the credit card is responsible for its return and ensuring that all charges on the credit card are properly documented. 7. Every Credit Card reservation should be documented via a Todd County Acquisition Form for Credit Card Usage with ALL receipts attached and accompanying the card upon check-in. 8. Under no circumstances will the credit card number or other vital information be written down and used at will. All purchases on the credit card must be made while the card is signed out by and in the possession of the employee making the purchase. 9. When the credit card is brought back, it must be signed back in to the possession of the Auditor- Treasurer s Office or designated department. 15 of 140 Revised 09/2017

16 10. Failure to provide proper documentation for transactions may lead to personal reimbursement of the charges to the County and/or disciplinary actions by your supervisor. 11. Established Todd County accounts should be utilized with vendors as a method of payment tracking if at all possible. 12. Credit card transactions should be limited to travel requirements and one-time unique purchases. 13. When the credit card statement comes in each month, the receipts will be compared to the itemized list on the statement. The warrant is paid along with the copies of all paperwork and receipts being attached to the claim. 14. Violation of this policy or misuse of the County credit card will result in employee discipline up to and including termination of employment. 15. If a card is lost or stolen, immediate notification to the Auditor-Treasurer s Office is required. 16. If a card is issued to an individual s (Department Head) name, I agree to surrender the card immediately upon termination of employment, whether for retirement, voluntary or involuntary reasons. 17. Prompt return of a credit card on the date(s) reserved is expected. 18. The card is not issued in my name, but I will sign to accept custody of the card. I will not allow any other person to use the card. I am considered responsible for any and all charges against the card while it is signed out in my name. 19. As the card is county property, I understand that I may be periodically required to comply with internal control procedures designed to protect county assets. 20. I understand the one card is not necessarily provided to all employees. Assignment is based on my need to purchase materials for the business and/or to provide for business travel. My card may be revoked based on change of assignment or location. I understand that the card is not an entitlement nor reflective of title or position. The issuance of a credit card represents Todd County s trust in you. You are empowered as a responsible agent to safeguard county assets. Your signature below is verification that you have read the policy above with regards to credit card usage and agree to comply with it as well as the listed responsibilities above. As a carduser, you will not have a card assigned in your name, but will be able to check out a card for appropriate usage. The County Auditor-Treasurer will track and audit usage using the last 4 digits of the card, when a card is signed for it will constitute a re-affirmation of the above policies. Employee Signature Approving Manager Signature Employee Printed Name Date Approving Manager Printed Name Date 16 of 140 Revised 09/2017

17 Auditor/Treasurer s Office Denise Gaida County Auditor/Treasurer 215 1st Avenue South, Suite 201 Long Prairie, MN denise.gaida@co.todd.mn.us Phone: TODD COUNTY ACQUISITION FORM FOR CREDIT CARD USAGE All receipts must be attached to this sheet and accompany the card upon return. Credit Card User (complete this section) Credit Card Number (last 4 digits): Date(s) Card Used: Business Name: $ Amount I hereby acknowledge the above listed charges are true and correct transactions per the Credit Card Usage Policy & User Agreement that I have signed and is on file in the Auditor-Treasurer s and re-affirm my compliance with said policy. Credit Card User Signature: Date: Department Head/Supervisor: (complete this section) Signature of Approval: Approval Date: Auditor/Treasurer Office (or Designated Dept) Use Only: Date Card Returned: Received by: Receipts Attached: Yes / No (circle one) 17 of 140 Revised: 09/2017

18 Auditor/Treasurer s Office Denise Gaida County Auditor/Treasurer 215 1st Avenue South, Suite 201 Long Prairie, MN denise.gaida@co.todd.mn.us Phone: COUNTY MOTOR POOL POLICY & USER AGREEMENT Purpose: The County Board determined that it is in the best interest of the County to increase efficiency and decrease costs by establishing a centralized motor pool via board tracking # The County Board approved A Resolution Adopting Financial Policies which depicts procedures on Travel, Out of State Travel, Meal reimbursement and Conference/Seminar requests that works alongside this County Motor Pool Policy. This policy conforms to Minnesota Statutes , (1) and governing expenses incurred by employees in the conduct of county business. This policy is designed to provide the basis for determining whether there is authority for county expenditure, the expenditure serves a public purpose, and the expenditure is necessary and directly related to the betterment of the county. The Auditor-Treasurer by virtue of office is the custodian of the vehicle title records and maintains discretion of the payment of the resulting claims presented to the Auditor-Treasurer. Procedure: 1. All County Staff will be required to sign a County Motor Pool Policy & User Agreement. These signed agreements will be kept on file in the Auditor-Treasurer s Office. A list of eligible motor pool users will be maintained by the Auditor-Treasurer office and provided to other offices as deemed appropriate. 2. All drivers of county owned vehicles must have a valid Driver s License and appropriate motor vehicle insurance. 3. County motor pool vehicle use is required by all county employees unless authorized by the Auditor- Treasurer or direct supervisors on a case-by-case basis. 4. Location of Vehicles a. All vehicles will be stored when not in use in the County lot on the west side of R-Way. Each motor pool vehicle will have an assigned parking location by corresponding numbers. b. When signed out, the vehicles may be parked in a legal parking space. 5. Designation of Vehicles a. Vehicles will be designated a number affixed to the lower driver side rear window. b. Keys will have a corresponding marking. 6. Key Storage a. Keys will be stored in the Historic Courthouse south employee entrance area. b. The Auditor-Treasurer will keep a copy of all keys. 7. Key Possession a. Do not take keys to a vehicle more than 15 minutes prior to your scheduled departure time. b. Keys must be returned immediately upon returning to the office unless the presumed lay-over between trips is less than 15 minutes. 18 of 140 Revised 09/2017

19 8. Vehicle Scheduling a. Vehicles will be scheduled in the SharePoint system in accordance with MIS direction. b. Employees must schedule the vehicle from the time that they project to leave the office to the time they project to return. It is understood that sometimes appointments run over, or new business items come out. c. Employees must make reasonable attempts to contact the next user of the vehicle if they are delayed in timely return. d. Employees may schedule vehicles up to 14 weeks in advance. e. Employees are encouraged to coordinate and cooperate with each other in the event an employee needs a certain type of vehicle, or will be traveling a longer distance. Changes need not always be made in SharePoint, if the times needed are the same, employees may simply agree to swap vehicles. 9. Vehicle Possession a. There will be a binder with a sign out sheet and instructions in each vehicle. Fill out the sheet and initial the appropriate box. b. Vehicles may not be kept over a weekend unless there is a directly related business purpose. c. Individuals without a business purpose for riding in the vehicle may not ride along. d. Cold weather and emergency kits will be placed in each vehicle and emergency documentation will be available in each vehicle s binder. e. County employees are responsible for removing their own waste and spot-cleaning of spills. 10. Bumping a. Bumping will be considered on a case by case basis. Call the Auditor-Treasurer s Office ( ) if you feel you have a reason to bump someone. You can also approach another individual independently and switch. b. Bumping and informing the bumped employee will be the responsibility of the Auditor- Treasurer s Office. 11. Maintenance a. Maintenance will be the responsibility of the Auditor-Treasurer s Office and will be done in a manner which will ensure that vehicles are available for use as often as possible. b. If there are issues with the vehicle, please report them via phone to or to Vehicles@toddcounty.local. c. Vehicles will be insured with appropriate towing coverage and information will be available in the vehicle binder. d. Regular maintenance will be scheduled by the Auditor-Treasurer s Office which includes minor detail work and oil changes. e. Employees are also authorized to have minor issues resolved at Long Prairie Oil up to $30.00 Examples: windshield wipers, washer fluid, oil, coolant, and light bulbs i. These items listed above do not require prior approval from the Auditor-Treasurer. 12. Fueling a. When the vehicle is in Long Prairie, the vehicle should be fueled at Long Prairie Oil. b. No matter where the vehicle is fueled: Employees need to note the current mileage & car number on the receipt when fueling and sign the receipt for audit purposes. c. There will be a fuel card available in each vehicle. When you sign out the vehicle, you will be responsible for checking off that the card is present. You may use this card at any Holiday Station store. d. Vehicles should be re-filled with fuel before returning if the gauge reads less than ¾ of a tank remaining. e. All receipts must be returned to the designated location in the Historic Courthouse at the time the vehicle keys are returned. f. Failure to provide proper documentation for transactions may lead to personal reimbursement of the charges to the County and/or disciplinary actions by your Supervisor. 19 of 140 Revised 09/2017

20 13. Snow Removal a. Maintenance staff will be asked to remove the majority of snow from vehicles but it is reasonable to expect that occasionally an employee will have to scrape or wipe snow off of a vehicle. b. A snowy/icy vehicle is not considered a reason not to take a county vehicle. Call maintenance for assistance if the vehicle is plowed in, a number will be provided and posted in the key box. 14. Audit a. The Auditor-Treasurer s Office will be auditing the usage of vehicles and ensuring that the policies contained herein are followed. b. It is the right of the County to place GPS tracking devices on vehicles for the purposes of auditing the movements and location of vehicles. 15. Exemptions a. The Auditor-Treasurer s Office has authority to make exemptions on a case-by-case basis. b. Supervisors of weekend employees have the authority to provide exemptions on a case-by-case basis; exemptions will be monitored by the Auditor-Treasurer s Office. 16. Miscellaneous a. The Auditor-Treasurer s Office will post a list of dates annually along with the standard voucher form to ensure timely payment of mileage claims is available for employees. b. All authorized travel expenses, which are not billed directly to the County, are paid by the employee subject to reimbursement upon approval of a travel expense claim. All employee claims subject to reimbursement should not reflect personal account numbers. Receipts will be required. c. Vehicle Log Sheets must be returned to the Historic Courthouse drop box when full and a new sheet placed in the binder. (Forms available in the Historic Courthouse entry.) 17. Remote Vehicles a. There may be a vehicle stored at the Todd County Gov t satellite location in Staples or at another reasonably designated alternative location. Fueling and maintenance instructions will be placed with said vehicles. 18. Vehicle Tracking Systems a. GPS based vehicle tracking systems may be installed in vehicles and monitored on a regular basis. 19. Specific Vehicle Expenses a. Departments may request that vehicle expenses be billed back by unit or other designation. b. For billing and audit purposes, employees must be diligent to enter beginning and ending mileage on check out sheets. The use of the County Motor Pool resources represent Todd County s trust in you. You are empowered as a responsible agent to safeguard county assets. Your signature below is verification that you have read the policy above with regards to County Motor Pool Usage and agree to comply with it as well as the listed responsibilities above. I understand that a violation of this policy or misuse of the County Motor Pool resources will result in employee discipline up to and including termination of employment. Employee Signature Approving Manager Signature Employee Printed Name Date Approving Manager Printed Name Date 20 of 140 Revised 09/2017

21 Auditor/Treasurer s Office County Auditor-Treasurer 215 1st Ave S Suite 201 Long Prairie, MN denise.gaida@co.todd.mn.us Phone Todd County Credit and Debit Card Policy and Procedures PURPOSE: To establish the policies for the acceptance of credit/debit cards, and related procedures for accepting, receipting and accounting for credit/debit card transactions. ORGANIZATIONS AFFECTED: All Departments/General Public that choose to utilize Point & Pay. POLICY: This policy shall apply to all departments that accept payments for goods or services rendered by the County and intend to accept credit/debit cards for payment. Approval to accept credit/debit cards over the counter, phone or in person, shall be at the discretion of the Auditor-Treasurer. No refunds are to be made at any time. Anyone requesting a refund will be issued a credit on their credit card. Documentation is required to verify the original credit card payment. Any transaction that involves returning of funds to a customer must have Auditor-Treasurer approval. DEFINITIONS: Credit Cards-A plastic card used to initiate a credit transaction for the purchase of goods and services. Debit Cards-A plastic card used to initiate a debit transaction for the purchase of goods and services. Receipt-A verification document to be printed duplicate and presented to the customer before credit/debit card payment can be accepted. Address Verification Service (AVS)-A risk management tool the enables the County to verify the billing address of a customer presenting a credit/debit card for payment. An AVS request is included with the transaction authorization request. A code is returned by the Issuers indicating whether the address given by the cardholder matches the address in the Issuers file. A partial or no-match indicates a fraud risk. Card Verification Value (CVV)-A unique value calculated from the data encoded on the magnetic strip on a credit/debit card, validating card information during the authorization process. The 3 digit, nonembossed number printed on the signature panel on the back of the card immediately following the last four digits of the credit/debit card account number. Issuer-Financial Institution that issues credit/debit cards to cardholders and with which each cardholder has an agreement to repay the outstanding debt on the card. Chargeback-A processed transaction that is later rejected by the customer and returned to the acquirer. 21 of 140

22 PROCEDURE: INTRODUCTION This procedure is established to provide standards for the acceptance of credit/debit cards. Departments will pass the convenience fee for accepting credit/debit cards on to the customer for each transaction. The County will not absorb the processing cost associated with these payments. INITIAL DETERMINATION OF CREDIT/DEBIT CARDS Departments that would like to consider the acceptance of credit/debit cards must prepare a list of fees collected and the annual amount collected for each fee type before meeting with the Auditor/Treasurer. Departments must also provide documentation on the number of customers making a financial transaction in their office on a daily basis and what percentage of those customers you feel would utilize the credit or debit card form of payment. Final plans must be approved by the Auditor-Treasurer before implementation. DEPARTMENTS RESPONSIBLITITES Departmental responsibilities in the acceptance of the credit/debit cards include the following: Funding the initial equipment purchase. (We were able to negotiate a free unit for each department at initial setup, any additional/replacement units would need to be purchased by your department.) Installation of equipment and training of employees. Web based or phone based training is available from Point & Pay. Also, staff from the Auditor/Treasurer s Office will assist in setup and training of staff in using Point & Pay. Post/display uniform County signage indicating acceptance of credit cards and the convenience fees we charge. Management of the system, including the following: required receipting procedures, reconciliation, charge-backs, and communication with the processor. PROCESSING PROCEDURES The following procedures should be followed in accepting credit/debit cards in the course of business: Credit/debit cards may be accepted via the following service modules: Counter Module (when the cardholder is present in person) Web Module (through secure online portal managed by Point & Pay) and IVR-Interactive Voice Response Module: (through the toll-free phone number provided by Point & Pay). Processing equipment may be procured to allow customer data entry, swiping of cards, and automatic verification/approval by the processing company. It should be clearly communicated to the customer with each transaction that there will be a convenience fee passed on to them, how much the fee will be, and that the fee will be separately stated on their receipt and their credit card bill. Two receipts must be printed, the original signed copy must be retained by the County, and the other is the customer receipt. If paid by telephone, ask the customer if they would like to be mailed a receipt. For credit/debit card payments, the software application must validate the credit card number and the expiration date. As added measures of protection against fraud, unless impossible or unfeasible, the software application should also validate the Card Verification Value (CVV) and/or verify that the billing address (AVS) matches that of the cardholder. 22 of 140

23 In order to avoid costly attempts at authorization and for fraud prevention, the software application should release the session from memory after three failed attempts at authorization. ACCOUNTING PROCEDURES A daily accounting process must be established to reconcile and record credit/debit card receipts. A daily report of bank deposit is required for all credit/debit card receipts. CARDHOLDER PROBLEMS, REFUNDS, AND/OR DISPUTED ITEMS Departments are responsible for resolving and/or collecting on disputed or returned items that may occur. In the event that items remain unresolved after departmental efforts with cardholders or other processing problems, departments should notify the Auditor- Treasurer Department of problems within a reasonable amount of time in order to obtain assistance in resolutions and accounting requirements. Departments should be responsible for initiating refunds in the same manner as received when practical. For example, a credit card payment should be issued a credit card refund. All refund information should still come to the Auditor/Treasurer for proper accounting. This policy shall be effective beginning in of 140

24 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):restructure and Transfer of Funds for Future Construction of a New Public Works Long Prairie Shop Date of Meeting:September 19, 2017 Total time requested:5 minutes Department Requesting Action: Auditor-Treasurer & Public Works Presenting Board Action/Discussion at Meeting: Denise Gaida, County Auditor-Treasurer & Loren Fellbaum, County Enginner Background Supporting Documentation enclosed See attached resolution. Options Supporting Documentation enclosed Recommendation The Todd County Board of Commissioners approves the following by Motion: To adopt the attached resolution for the Restructuring of the Funding Plan for the Future Construction of a New Public Works Long Prairie Shop. Financial Implications: $665,000 Comments Funding Source:Fund 01-Gen. Revenue Fund 03-Public Works Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 24 of 140 Revised 12/2016

25 TODD COUNTY BOARD OF COMMISSIONERS RESTRUCTURING OF THE FUNDING PLAN FOR THE FUTURE CONSTRUCTION OF A NEW PUBLIC WORKS LONG PRAIRIE SHOP WHEREAS, on July 1 st, 2014 the Todd County Board of Commissioners approved a resolution # that created a dedicated savings account for the sole purpose of the construction of a new Long Prairie Public Works Shop, transferred $200,000 of existing funds from the Road and Bridge Fund to this newly created savings account, and dedicated that future annual deposits to this savings account are funded at no less than a minimum of $200,000 until the construction of the new Long Prairie Shop is completed, and; WHEREAS, during the preparation of the County s Fiscal Year 2015 Budget it was determined to reduce the required annual savings deposit to $100,000 in order to reduce the overall financial impact to the County s local levy, and; WHEREAS, during the preparation of the County s Fiscal Year 2016 Budget it was determined to reduce the required annual savings deposit to $165,000 in order to reduce the overall financial impact to the County s local levy, and; WHEREAS, during the preparation of the County s Fiscal Year 2017 Budget it was determined that a reduction was not required and the annual savings deposit of $200,000 was included in the financials of the County s local levy, and; WHEREAS, during the preparation of the County s Fiscal Year 2018 Budget it was determined to reduce the required annual savings deposit to $50,000 in order to redirect a portion of these funds to CSAH 9 Bituminous Surfacing Project approved by board resolution # , and; WHEREAS, the current committed fund balance located within Fund 03-Public Works is $665,000 for the Future Construction of a new Public Works Long Prairie Shop, and; WHEREAS, during the Audits of FY2014 through FY2016 concerns have been raised regarding the allocation of this funding plan within Fund 03-Public Works Fund Balance, and; WHEREAS, it is in the best interest of the County Board to revise the procedure used to account for these funds in order to be in compliance with the Minnesota Statute and other applicable statutes and guidelines, and; NOW, THEREFORE BE IT RESOLVED, that the Todd County Board of Commissioners hereby authorize the County Auditor/Treasurer to create a Committed Fund Balance account in Fund 01-General Revenue to track the Funding Plan of monies for the Future Construction of a New Public Works Long Prairie Shop to supersede the resolution direction, and; BE IT FURTHER RESOLVED, that the Todd County Auditor-Treasurer transfer $665,000 from Fund 03-Public Works to Fund 01-General Revenue to appropriately align monies to Audit and Minnesota Statute standards, and; Page 1 of 2 Board Action Tracking Number: of 140

26 TODD COUNTY BOARD OF COMMISSIONERS BE IT ALSO FUTHER RESOLVED, that the future annual deposits to the committed fund balance for the construction of a new Long Prairie Shop be sourced from and remain within Fund 01-General Revenue at no less than a minimum of $219,000 annually until the construction of the new Long Prairie Public Works Shop is completed or other direction is passed by the County Board. Page 2 of 2 Board Action Tracking Number: of 140

27 Long Prairie Public Works Shop - Contribution Worksheet Estimated Projection Year Annual Levy Contribution Return On Investment Contribution Committed Fund Balance. Total Yearly Contribution 2014 $ 200, $ - $ 200, $ 200, $ 100, $ - $ 300, $ 100, $ 165, $ - $ 465, $ 165, $ 200, $ - $ 665, $ 200, $ 50, $ - $ 715, $ 50, $ 80, $ 19, $ 814, $ 99, $ 200, $ 19, $ 1,033, $ 219, $ 200, $ 19, $ 1,252, $ 219, $ 200, $ 19, $ 1,471, $ 219, $ 200, $ 19, $ 1,690, $ 219, $ 200, $ 19, $ 1,909, $ 219, $ 200, $ 19, $ 2,128, $ 219, $ 200, $ 19, $ 2,347, $ 219, $ 200, $ 19, $ 2,566, $ 219, $ 200, $ 19, $ 2,785, $ 219, $ 200, $ 19, $ 3,004, $ 219, $ 200, $ 19, $ 3,223, $ 219, $ 200, $ 19, $ 3,442, $ 219, $ 200, $ 19, $ 3,661, $ 219, $ 200, $ 19, $ 3,880, $ 219, $ 200, $ 19, $ 4,099, $ 219, $ 200, $ 19, $ 4,318, $ 219, Total: $ 3,995, $ 323, of 140

28 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication): Approval to Promote Public Works Mechanic Date of Meeting: 09/19/2017 Total time requested: 5 minutes Department Requesting Action: Public Works Department Presenting Board Action/Discussion at Meeting: Loren Fellbaum, County Engineer Background Supporting Documentation enclosed An opening existed within the Todd County Public Works Department for the position of a full time Public Works Mechanic. An internal advertisement to fill this position was conducted per the AFSCME Union Contract and it has been determined that Patrick Bieringer is qualified to fill this position. Options Supporting Documentation enclosed Approve promoting Patrick Bieringer as a Public Works Mechanic at Grade 8, Step 8. Recommendation The Todd County Board of Commissioners approves the following by Motion: Approve promoting Patrick Bieringer as a Public Works Mechanic at Grade 8, Step 8, $25.97 per hour. Financial Implications: $Budgeted Comments Expense, Grade 8, Step 8 $25.97 per hour Funding Source: Road and Bridge Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 28 of 140 Revised 12/2016

29 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):acknowledge Receipt Hold Harmless Agreement - Ditch Maintenance - CD12 Date of Meeting:September 19, 2017 Total time requested:5 min Department Requesting Action: Ditch Inspector Presenting Board Action/Discussion at Meeting: Nancy Uhlenkamp CDI Background Supporting Documentation enclosed Attachment 1 - Petition Attachmnet 2 - Map Options Supporting Documentation enclosed Acknowledge Receipt Do not acknowledge receipt Recommendation The Todd County Board of Commissioners approves the following by Motion: Acknowledge Receipt of a Hold Harmless Agreement for Ditch Maintenance on CD12 from Timothy Stelling and Jim Nathe, West Union Twp sections 16 & 17. Financial Implications: $ Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 29 of 140 Revised 12/2016

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32 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):acknowledge Receipt Hold Harmless Agreement - Ditch Maintenance - CD19 Date of Meeting:September 19, 2017 Total time requested:5 min Department Requesting Action: Ditch Inspector Presenting Board Action/Discussion at Meeting: Nancy Uhlenkamp CDI Background Supporting Documentation enclosed Attachment 1 - Petition Attachmnet 2 - Map Options Supporting Documentation enclosed Acknowledge Receipt Do not acknowledge receipt Recommendation The Todd County Board of Commissioners approves the following by Motion: The Todd County Ditch Authority Acknowledges Receipt of a Hold Harmless Agreement petition for Ditch Maintenance on CD19 from Wayne Carstensen Hartford Twp sections 2 & 3. Financial Implications: $ Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 32 of 140 Revised 12/2016

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34 ,860 Feet Hartford Township Section 2 & 3 Twp 130 Range 33 µ GOV LOT TH AVE!( Legend asbuilt Category APPROVED ABANDONED REROUTED PRIVATE!( Culverts tcparcel COUNTY !( COUNTY 61!( County Ditch 19 Wayne Carstensen County 16 Browerville, MN & Todd County Ditch & Ag Inspector 44 Riverside Drive Long Prairie, MN Office (320) nancy.uhlenkamp@co.todd.mn.us September 13, 2017 The Todd County GIS Department and Todd CDI has made every effort to provide the most accurate, up-to-date information available in this publication and cannot be held responsible for any unforseen errors or omissions. 34 of 140

35 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):abatement-lsc Communications Date of Meeting:9/19/17 Total time requested:5 min. Department Requesting Action: Assessor Presenting Board Action/Discussion at Meeting: Chris Odden Background Supporting Documentation enclosed The property owner appealed the 2017 estimated market value of the property to the County Board of Appeal and Equalization. Due to a lack of supporting evidence at the time, the CBAE declined the appeal. On July 12, 2017 the property was reassessed. The recommended reduction in value is the result of the reassessment. Options Supporting Documentation enclosed 1) Approve current year abatement as presented. 2) Deny abatement request. Recommendation The Todd County Board of Commissioners approves the following by Motion: 1) Approve current year abatement as presented Financial Implications: $0 Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 35 of 140 Revised 12/2016

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38 Parcel Number Estimated Market Value 2016-Actual 2017-Current 2017-Proposed 2018-Projected $612,700 $1,180,800 $793,100 $793, $3,689,600 $5,805,600 $4,422,500 $4,399, $94,700 $48,700 $48,300 $48, $58,700 $58,700 $58,700 $58,700 Total $4,455,700 $7,093,800 $5,322,600 $5,299,500 $16,000,000 $14,000,000 $7,093,800 $12,000,000 $10,000,000 $4,455,700 $5,322,600 $5,299,500 Total $8,000, $6,000, $4,000,000 $2,000,000 $ of 140

39 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):hire full time Jail/Dispatcher Date of Meeting:September 19, 2017 Total time requested:5 Minutes Department Requesting Action: Sheriff's Office Presenting Board Action/Discussion at Meeting: Sheriff Asmus Background Supporting Documentation enclosed A full time jailer/dispatcher position has been vacant since July 21, The vacancy was posted in-house and interviews were completed. The Sheriff and Personnel Committee recommended waiving the 90 day waiting period and approve the hire of Amber Pearcy effective September 30, 2017 as jailer/dispatcher, dispatch work assignment at a Grade 6, Step 3. Options Supporting Documentation enclosed 1. Authorize the hire to full time status. 2. Do not authorize the hire to full time status. Recommendation The Todd County Board of Commissioners approves the following by Motion: The Todd County Board of Commissioners authorize the waiver of the 90 day waiting period and hire of Amber Pearcy to full time jailer/dispatcher, dispatch work assignment, effective 9/30/2017 on Grade 6, Step 3. Financial Implications: $ Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 39 of 140 Revised 12/2016

40 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):hailey Springs Second Addition Final Plat Date of Meeting: Total time requested:5 Department Requesting Action: Planning and Zoning Presenting Board Action/Discussion at Meeting: Tim Stieber Background Supporting Documentation enclosed Hailey Springs Second Addition is a one lot plat submitted by Bruce Welle. It is in Section 22 of Kandota Township in the shoreland zone of Sauk Lake and consists of one 1.6 acre lot. All the requirements have been met for final platting by Mr. Welle Options Supporting Documentation enclosed 1. Accept resolution detailing Final Plat for Hailey Springs Second Addition. 2. Do not accept the resolution detailing the Final Plat for Hailey Springs Second Addition. Recommendation The Todd County Board of Commissioners approves the following by Motion: Accept resolution for final platting for Hailey Springs Second Addition. Financial Implications: $ Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 40 of 140 Revised 12/2016

41 TODD COUNTY BOARD OF COMMISSIONERS Final Plat Approval Hailey Springs Second Addition Subdivision WHEREAS, Applicant Bruce Welle applied to subdivide a property that is part of Hailey Springs and Hailey Springs First Addition in Section 22 of Kandota Township with the plat to be known as Hailey Springs Second Addition, WHEREAS, The Hailey Springs Second Addition Plat consists of one residential lot, Block one, Lot ± acres located in the Shoreland Zoned District of Big Sauk Lake, WHEREAS, On July 6th, 2017 the Todd County Planning Commission recommended the following property be considered for Subdivision pursuant to Todd County Subdivision Regulation and Ordinance: Section 22 TWP-127N Range 34W Total of 1.60± acres WHEREAS, On July 18, 2017 the Todd County Board of Commissioners considered the Preliminary Plat for the above described property and approved the Hailey Springs Second Addition (Subdiv_ ) with no conditions. WHEREAS, the Planning & Zoning Department has completed the necessary final plat review and find that all items required for final plat approval have been completed. NOW, THEREFORE BE IT RESOLVED, the final plat of Hailey Springs Second Addition subdivision be approved as presented. Page 1 of 1 Board Action Tracking Number:

42 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication): Brown CUP Request for Vegetable Grading Facility Date of Meeting: Total time requested:5 Department Requesting Action: Planning and Zoning Presenting Board Action/Discussion at Meeting: Tim Stieber Background Supporting Documentation enclosed A request for a Conditional Use Permit for parcel was received from Robert Brown. The request was to operate a vegetable grading operation. Options Supporting Documentation enclosed 1. Accept request for CUP from Robert Brown on parcel # for a vegetable grading operation. 2. Do not accept the CUP request as presented. Recommendation The Todd County Board of Commissioners approves the following by Motion: Accept the request for CUP from Robert Brown for parcel # as presented. Financial Implications: $ Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 42 of 140 Revised 12/2016

43 CONDITIONAL USE PROCEEDINGS STATE OF MINNESOTA COUNTY OF TODD In The Matter of: Mailing Address: Property Owner: Site Address: Robert R. Brown Jasmine Road Browerville, MN Robert R. Brown Jasmine Road Browerville, MN Parcel Number: REQUEST: Conditional Use Permit request to establish and expand a vegetable grading operation. The above entitled matter was heard before the Todd County Planning Commission on the 7th day of September, 2017, on a petition for Conditional Use pursuant to the Todd County Zoning Ordinance, for the following described property: Sect Twp Range Lot Block E2 SW4 DESCR AS FOLLOWS; BEG NE CORN OF E2 SW4, W FT TO CENTERLINE OF HWY 71, SW'RLY FT TO CENTERLINE OF JASMINE RD, E ALONG CENTERLINE FT, SE'RLY acres Record this document in: X abstract records torrens records. IT IS ORDERED that the Conditional Use # CUP be (granted, denied) as upon the following conditions, changes or reasons: No conditions 43 of 140 Page 1 of 2

44 Todd County Board of Commissioners Rodney Erickson, Chairman Date STATE OF MINNESOTA COUNTY OF TODD OFFICE OF TODD COUNTY PLANNING & ZONING OFFICE I, Timothy D Stieber Todd County Planning & Zoning Director, County of Todd with and in for said County, do hereby certify that I have compared the foregoing copy and order (granting, denying) a Conditional Use with the original record thereof preserved in my office, and have found the same to be correct and true transcript of the whole thereof. IN TESTIMONY WHEREOF, I have hereunto subscribed my hand at Long Prairie, MN. in the County of Todd on the day of,. TODD COUNTY Planning and Zoning DIRECTOR Drafted by: Tim Stieber Planning and Zoning Director This form mailed to applicant: Date Activities granted by a Conditional Use Permit expire and are considered invalid unless they are substantially completed within thirty-six months of the date the conditional use permit is granted by the Board of Commissioners. Section 5.05M Todd County Ordinance. 44 of 140 Page 2 of 2

45 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):request Permission to Hire temporary part time employee Date of Meeting: Total time requested:5 Department Requesting Action: SWCD Presenting Board Action/Discussion at Meeting: Tim Stieber Background Supporting Documentation enclosed A county wide survey was completed in 2016 related to determining landowner buffer requirements using 2013 pictometry. Newer pictometry (2017) is now available county wide and the older survey is in need of updating. A deadline of November 1, 2017 to have buffers installed requires up-to-date information. A separate GIS mapping project is also time sensitive. An air photo survey of feedlots has been initiated with the purpose of obtaining registration information for county feedlots and to identify un-used manure storage pits. This work needs to be completed prior to the end of It is requested to hire a temporary part time GIS technician using SWCD Buffer funds and Feedlot Program funds to ensure that the outlined work can be completed in a timely manner. A work station is set up in the department that is used by interns and previous part time employees so start-up costs would be minimal. Options Supporting Documentation enclosed 1. Grant permission to hire a temporary part time employee to complete GIS survey work. 2. Do not grant permission to hire a temporary part time employee to complete GIS survey work. Recommendation The Todd County Board of Commissioners approves the following by Motion: Grant permission to hire a temporary part time employee to complete GIS survey work. Financial Implications: $6000 Comments Funding Source:BWSR, MPCA Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 45 of 140 Revised 12/2016

46 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):set meeting date for Solid Waste Committee Date of Meeting:9/19/17 Total time requested:5 min. Department Requesting Action: Solid Waste Presenting Board Action/Discussion at Meeting: Jeremy Clasemann Background Supporting Documentation enclosed Commissioners recommended at the beginning of 2017 to have two Solid Waste Committee Meetings held at the Transfer Station with the five Board Members Options Supporting Documentation enclosed Set dates for the Solid Waste Committee Meetings to be held at the Transfer Station in Browerville: October 4 th, 5 th, 6 th, 18 th, 19 th, 20 th, November 15 th, 16 th, 17 th Recommendation The Todd County Board of Commissioners approves the following by Motion: To set date for the Solid Waste Committee Meeting to be held at the Transfer Station in Browerville on at 9:00 a.m. Financial Implications: $ Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 46 of 140 Revised 12/2016

47 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):purchase New Bobcat Date of Meeting:9/19/17 Total time requested:5 min. Department Requesting Action: Solid Waste Presenting Board Action/Discussion at Meeting: Jeremy Clasemann Background Supporting Documentation enclosed This is part of our 5 year replacement plan which has been budgeted for. Quote from Long Prairie Machinery attached. Options Supporting Documentation enclosed 1. Approve trading in 2014 Bobcat & purchase new 2017 Bobcat and Grapple from Long Prairie Machinery. 2. Do not approve the purchase of a new Bobcat. Recommendation The Todd County Board of Commissioners approves the following by Motion: To approve trading the 2014 Bobcat and to purchase new 2017 Bobcat and Grapple from Long Prairie Machinery Financial Implications: $20,758 Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 47 of 140 Revised 12/2016

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50 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):sign contract with Forte for Credit Card Terminal Date of Meeting:9/19/17 Total time requested:5 min. Department Requesting Action: Solid Waste Presenting Board Action/Discussion at Meeting: Jeremy Clasemann Background Supporting Documentation enclosed Forte can be integrated directly into our current software of WasteWorks, whereas Point & Pay does not. Options Supporting Documentation enclosed 1. Approve a contract with Forte to be our Credit Card processor for a fee of $25 per month 2. Do not approve the contract Recommendation The Todd County Board of Commissioners approves the following by Motion: To approve contract with Forte to be our Credit Card processor for a fee of $25 per month. Financial Implications: $25/month Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 50 of 140 Revised 12/2016

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55 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):approve FFY2018 Energy Assistance Contract & Internal Controls Date of Meeting:09/19/2017 Total time requested:5 min Department Requesting Action: Health & Human Services Presenting Board Action/Discussion at Meeting: Jackie Och/Lisa Chapin/Amy Zimmerman Background Supporting Documentation enclosed Todd County Health and Human Services administers and delivers the Energy Assistance Program to Todd County residents, with FFY2018 beginning October 1, Annual signed contracts were received in the agency on September 8, 2017 and were due to the Department of Commerce by September 18, An extension was requested to allow for Board approval and signature. The Office of the Legislative Auditor (OLA) requires the Minnesota Department of Commerce to ensure Service Providers maintain an effective internal control system and appropriate management of public funds. The Internal Controls Documentation helps meet this requirement by documenting specific aspects of a Service Provider s Internal Controls. The ICD is organized in accordance with the United States Government Accountability Office s Standards for Internal Control in Federal Government." Options Supporting Documentation enclosed Recommendation The Todd County Board of Commissioners approves the following by Motion: Approve the Energy Assistance Program Contract and Internal Controls Documentation for FFY2018. Financial Implications: $0 Comments Funding Source:Federally funded Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 55 of 140 Revised 12/2016

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122 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):resignation - HomeHealthAide/Homemaker Date of Meeting: 09/19/2017 Total time requested: 5 minutes Department Requesting Action: Health & Human Services Presenting Board Action/Discussion at Meeting: Jackie Och/Samantha Cofell Background Supporting Documentation enclosed Donna Freie resigned her position as a HomeHealthAide/Homemaker effective September 6, Options Supporting Documentation enclosed Recommendation The Todd County Board of Commissioners approves the following by Motion: Accept the resignation of Donna Freie as HomeHealthAide/Homemaker effective September 6, Financial Implications: $ Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 122 of 140 Revised 12/2016

123 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (Admin use): Title (for publication with the Agenda): Request to Hire Home Health Aide / Homemaker Date of Meeting:09/19/2017 Total time requested: 5 min Department Requesting Action: Health & Human Services Presenting Board Action/Discussion at Meeting: Jackie Och Background Supporting Documentation enclosed Due to the resignation of Donna Freie, an opening exists in Health & Human Services for a part-time intermittent Home Health Aide / Homemaker. Options Supporting Documentation enclosed Recommendation The Todd County Board of Commissioners approves the following by Motion: To approve Health & Human Services to recruit and hire a Home Health Aide / Homemaker to fill the vacant position. Financial Implications: $14.88/hr Comments Grade 2, Step 1 Funding Source:21 - Public Health Budgeted: Yes No Action Voting in Favor Voting Against Motion: Becker Becker Second: Erickson Erickson Passed Neumann Neumann Failed Kneisl Kneisl Tabled Kircher Kircher Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Administration Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 123 of 140 Revised 01/15

124 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (Admin use): Title (for publication with the Agenda): Request to Hire Home Health Aide / Homemaker Date of Meeting:09/19/2017 Total time requested: 5 min Department Requesting Action: Health & Human Services Presenting Board Action/Discussion at Meeting: Jackie Och Background Supporting Documentation enclosed Due to the resignation of Gloriann Bartels, an opening exists in Health & Human Services for a part-time intermittent Home Health Aide / Homemaker. Options Supporting Documentation enclosed Recommendation The Todd County Board of Commissioners approves the following by Motion: To approve Health & Human Services to recruit and hire a Home Health Aide / Homemaker to fill the vacant position. Financial Implications: $14.88/hr Comments Grade 2, Step 1 Funding Source:21 - Public Health Budgeted: Yes No Action Voting in Favor Voting Against Motion: Becker Becker Second: Erickson Erickson Passed Neumann Neumann Failed Kneisl Kneisl Tabled Kircher Kircher Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Administration Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 124 of 140 Revised 01/15

125 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):assistant WIC Nutritionist Date of Meeting:September 19, 2017 Total time requested: Department Requesting Action: Administration Presenting Board Action/Discussion at Meeting: Joe Hatch, County Coordinator Background Supporting Documentation enclosed The job classification reconsideration request for the Case Aide, WIC work assignment, has been completed in accordance with Todd County Personnel Policy Article 6 and analyzed based on the components of the SAFE Job Evaluation System. The analysis moves the position from grade 5 to grade 6. Personnel Committee has reviewed and recommend this change. Options Supporting Documentation enclosed 1. Authorize the grade adjustment. 2. Do not authorize the grade adjustment. Recommendation The Todd County Board of Commissioners approves the following by Motion: The Todd County Board of Commissioners authorize the adoption of the Assistant WIC Nutritionist grade adjustment from grade 5 to grade 6 in accordance with AFSCME Health & Human Services Labor Agreement and Todd County Personnel Policy Article 6 effective October 1, Financial Implications: $1.04 increase Comments per hour Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 125 of 140 Revised 12/2016

126 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):program Coordinator Date of Meeting:September 19, 2017 Total time requested: Department Requesting Action: Administration Presenting Board Action/Discussion at Meeting: Joe Hatch, County Coordinator Background Supporting Documentation enclosed The job classification reconsideration request for the Office Manager, Soil & Water has been completed in accordance with Todd County Peronnel Policy Article 6 and analyzed based on the components of the SAFE Job Evaluation System. The analysis moves the position from grade 8 to grade 10. The Soil & Water Board and Personnel Committee has reviewed and recommend this change. Options Supporting Documentation enclosed 1. Authorize the grade adjustment. 2. Do not authorize the grade adjustment. Recommendation The Todd County Board of Commissioners approves the following by Motion: The Todd County Board of Commissioners authorize the adoption of the Program Coordinator grade adjustment from grade 8 to grade 10 in accordance with Teamsters Courthouse Labor Agreement and Todd County Personnel Policy Article 6 effective October 1, Financial Implications: $1.28 increase Comments per hour Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 126 of 140 Revised 12/2016

127 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):hire Administrative Assistant Extension Date of Meeting:September 19, 2017 Total time requested: Department Requesting Action: Administration Presenting Board Action/Discussion at Meeting: Joe Hatch, County Coordinator Background Supporting Documentation enclosed The part-time administrative assistant position (3/5 FTE) within the Extension Office has been vacant since August 31, 2017 due to the retirement of Mary Ann Woeste. The vacancy was posted and interviews were completed. Susanne Hinrichs, Regional Director, Extension and Personnel Committee recommend waiving the 90 day waiting period and approve the hire of Kristin Saarela effective September 26, 2017 on grade 5, step A, $17.21 per hour. This recommendation is contingent upon a successful background check expected to be completed by September 19, Options Supporting Documentation enclosed 1. Authorize the hire 2. Do not authorize the hire Recommendation The Todd County Board of Commissioners approves the following by Motion: The Todd County Board of Commissioners authorize the waiver of the 90 day waiting period and hire of Kristin Saarela for the part-time administrative assisant position effective September 26, 2017 on grade 5, step A. Financial Implications: $17.21 per Comments hour Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 127 of 140 Revised 12/2016

128 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):class Action Grievance #6245 Settlement Date of Meeting:September 19, 2017 Total time requested: Department Requesting Action: Administration Presenting Board Action/Discussion at Meeting: Joe Hatch, County Coordinator Background Supporting Documentation enclosed There are 14 employees affected, see attached settlement agreement Options Supporting Documentation enclosed 1. Adopt settlement agreement. 2. Do not adopt settlement agreement. Recommendation The Todd County Board of Commissioners approves the following by Motion: The Todd County Board of Commissioners adopt the attached settlement agreement with Teamsters Local #320 representing the Courthouse/Solid Waste employees, Jailer/Dispatcher employees and Sheriff's Supervisory employees. Financial Implications: $4, Comments Funding Source: Budgeted: Yes No Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 128 of 140 Revised 12/2016

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130 Todd County, MN Board Action Form Action Requested Action/Motion Discussion Information Item Report Resolution Other Board Action Tracking Number (for Admin use): Title for Agenda (for publication):finance Committee Presentation of Proposed 2018 Budget & Levy Date of Meeting:September 19, 2017 Total time requested:5 minutes Department Requesting Action: Finance Committee Presenting Board Action/Discussion at Meeting: Finance Committee Members Background Supporting Documentation enclosed Finance Committee to present a summary of progress made to determine a recommendation to the County Board on the 2018 Preliminary Budget & Levy for review. The attached slides illustrate the timeline and preliminary levy recommendation. Options Supporting Documentation enclosed Recommendation The Todd County Board of Commissioners approves the following by Motion: Financial Implications: $ Funding Source: Budgeted: Yes No Comments Action Voting in Favor Voting Against Motion: Erickson Erickson Second: Neumann Neumann Passed Kneisl Kneisl Failed Kircher Kircher Tabled Becker Becker Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal: Seal 130 of 140 Revised 12/2016

131 September 19, 2017 Proposed 2018 Preliminary Levy/Budget Denise Gaida Todd County Auditor-Treasurer st Ave S, Suite 201 Long Prairie, MN of 140

132 Presentation of Preliminary 2018 Budget/Levy for County Board Approval. Finance Committee to present a summary of progress made to determine a recommendation to the County Board on the 2018 Preliminary Levy/Budget for review. 132 of 140

133 Finance Committee-2018 Budget April 25, 2017 Preparation Time Line Reviewed 1 st Quarter 2017 Revenue & Expenditure Budget Reports. June 27, 2017 Reviewed Revenue & Expenditure Budget Reports to current date. Established a budget plan/goal for fiscal year Established a finance committee meeting schedule for 2018 budget planning. 133 of 140

134 Finance Committee-2018 Budget July 17, 2017 Preparation Time Line Reviewed various departmental budgets by line item. Focused on small departments. July 31, 2017 Continued review of various departmental budgets by line item. Reviewed the facilities/maintenance budgets with new facilities supervisor Mitch Johnson. Reviewed P&Z & SWCD budgets with division director Tim Stieber. Reviewed MIS & GIS budgets with director Chris Pelzer 134 of 140

135 Finance Committee-2018 Budget Preparation Time Line cont d August 7, 2017 Continued review of various departmental budgets by line item. Reviewed HR budget with Coordinator Joe Hatch & HR Manager Karla Nalezny. Reviewed Sheriff s Office budgets with Sheriff Don Asmus, Chief Deputy Steve Och & Administrative Assistant Nancy Becker. Reviewed HHS Division budgets with HHS Director Jackie Och and HHS Administrative Services Manager Jena Peterson. Reviewed County Attorney budget with County Attorney Chuck Rasmussen & Legal Assistant II Sonja Pearson. 135 of 140

136 Finance Committee-2018 Budget Preparation Time Line cont d The following budget/levy reductions were made: Reduce Commissioner s Dept. by $10,965 Reduce Sheriff s Dept. by $28,800 Reduce Central Purchasing by $10,000 Reduce Motor Pool by $16,700 Total of Reductions made so far: $66,465 The following budgets came in lower than anticipated: (resulting in a huge cost savings to the county) Planning & Zoning savings of $62,189 Soil & Water savings of $43,842 Bonded Indebtedness savings of $23,804 Total Cost Savings: $129, of 140

137 Finance Committee-2018 Budget Preparation Time Line cont d The Finance Committee would like to make the following recommendation to the County Board: Set the 2018 Preliminary Levy at $15,621,292 (4.13% increase from 2017 Final Levy) The Finance Committee & County Departments have worked together to reach a reasonable recommendation for the 2018 Budget/Levy. Quick Recap from Finance Committee: Over 40 departmental budgets reviewed With over 1,300 individual budget line items reviewed. Met with various departments and discussed their budgets. Recommended Proposed 2018 Levy $15,621,292 (4.13% increase) 137 of 140

138 Levy History 138 of 140