APRIL 4, 2017 BOARD MINUTES

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1 APRIL 4, 2017 BOARD MINUTES Pursuant to motion of adjournment the Polk County Board of Commissioners met in regular session at 8:00 a.m., in the Commissioners Room, Government Center, Crookston, MN. Members present: Commissioner Jerry Jacobson, Commissioner Warren Strandell, Commissioner Gary Willhite, Commissioner Joan Lee, Commissioner Don Diedrich and Charles S. Whiting, County Administrator, Clerk of the Board. Others present: Michelle Cote, Deputy Clerk of the Board. AGENDA A motion was made by Commissioner Lee seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve the agenda. CONSENT AGENDA A motion was made by Commissioner Strandell seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve the consent agenda: 1. Approve the March 21, 2017 Board minutes. 2. Approve Auditor Warrants. COUNTY BOARD MEMBERS ISSUE FORUM 1. Commissioner Jacobson brought forth discussion regarding the meetings with Sidney Fjerstad concerning the dam on County Ditch 83. He also attended the Polk County Township Association Meeting. He also brought forth that he participated in an MRCC meeting via ITV where the focus was buffer strips and transportation. 2. Commissioner Strandell brought forth that he participated in a Drug Task Force meeting. It was discussed that Marshall County does not participate with this group. 3. Commissioner Willhite brought forth that he was a guest on Valley Talk regarding his experience as a Polk County Commissioner. Discussion was brought forth regarding a letter from the City of Crookston Mayor in reference to the April 6, :00 p.m. forum. 4. Commissioner Lee brought forth discussion regarding the Enbridge Tax Court Case and the potential liability to Polk County. In addition she attended the forum with Senator Al Franken. She also attended the Polk County Township Officer s meeting. Also attended was the Drug Task Force meeting. She also participated in a DAC meeting where the focus was the increase of clients to support staff levels. Discussion was brought forth regarding the MNUSA Snowmobile meeting she attended In McIntosh where funding was the focus. She also brought forth discussion about an referencing a USFWLS request for an easement. 5. Commissioner Diedrich brought forth that he attended the Polk County Township Association Meeting. Page 1

2 PUBLIC HEARING 1. Public Hearing/Zoning Ordinance Amendments A motion was made by Commissioner Strandell seconded by Commissioner Lee and adopted by unanimous vote of the Board to open the Public Hearing at 8:53 a.m., relating to the Zoning Ordinance Amendments. The proposed changes were reviewed by Josh Holte, Zoning Administrator. No Public comments were made. A motion was made by Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to close the Public Hearing at 9:35 a.m. PLANNING AND ZONING Josh Holte, Assistant Environmental Services Administrator came before the Board with matters pertaining to Planning and Zoning: 1. Resolution ( ) Resolution Amending the Polk County Land Use/Zoning Ordinance Resolution ( ) was offered by Commissioner Jacobson seconded by Commissioner Lee and adopted upon the following vote: YEAS: Jacobson, Lee, Diedrich, Willhite and Strandell. NAYS: None. See Resolution ( ) on file in the Administrator s Office. 2. Update Fee Schedule for Zoning Permits An updated fee schedule for Zoning Permits was presented to the Board. A motion was made by Commissioner Willhite seconded by Commissioner Lee and adopted by unanimous vote of the Board to approve the updated fee schedule for Zoning Permits as presented. (Fee schedule on file in the Administrator s Office) HIGHWAY Darin Carlstrom, Construction Engineer came before the Board with matters pertaining to the Highway Department: 1. Award Bid for CSAH 19 Contract A motion was made by Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to award SAP and SAP for the grade widening, box culvert and overlay of CSAH 19 Contract to Knife River Materials, Bemidji, MN in the amount of $1,914, Polk County Gully Township Cooperative Agreement A motion was made by Commissioner Lee seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve the Polk County Gully Township Cooperative Agreement between Polk County and Gully Township and have the Administrator, Board Chair and the Polk County Attorney sign the Agreement. (Agreement on file in the Administrator s Office) 3. Sign Quote A motion was made by Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to award the sign quote contract to Newman Signs, Jamestown, ND. 4. Mowing Quote Government Center Lot/Transfer Station A motion was made by Commissioner Willhite seconded by Commissioner Lee and adopted by unanimous vote of the Board to accept the mowing quote from Total Lawn Page 2

3 Care (Morgan Terpsta), Crookston, MN in the amount of $ per time for the Government Center and Transfer Station for 2017 and Fill Clerk Typist III Position A motion was made by Commissioner Strandell seconded by Commissioner Lee and adopted by unanimous vote of the Board to approve re-filling the Clerk Typist II position at the Highway Department due to a resignation with a Clerk Typist III position. (Job Description on file in the Administrator s Office) SHERIFF Barb Erdman, Polk County Sheriff came before the Board with matters pertaining to her department: 1. Resolution ( ) Proclamation National Public Safety Telecommunicators Week April 9-15, 2017 Proclamation National Public Safety Telecommunicators Week April 9-15, 2017 RESOLUTION ( ) The following resolution ( ) was offered by Commissioner Jacobson: WHEREAS, Emergencies can occur at any time that require law enforcement, fire or emergency medical services; and, WHEREAS, When an emergency occurs the prompt response of law enforcement officers, firefighters and emergency medical service providers is critical to the protection of life and preservation of property; and, WHEREAS, The safety of our law enforcement officers and firefighters is dependent upon the quality and accuracy of information obtained from citizens who telephone the Polk County Sheriff s Office Dispatch Center; and, WHEREAS, Public Safety Telecommunicators are the first and most critical contact our citizens have with emergency services; and, WHEREAS, Public Safety Telecommunicators are the single vital link for our law enforcement officers and firefighters by monitoring their activities by radio, providing them information and insuring their safety; and, WHEREAS, Public Safety Telecommunicators of the Polk County Sheriff s Office have contributed substantially to the apprehension of criminals, suppression of fires and treatment of patients; and, WHEREAS, Each dispatcher has exhibited compassion, understanding and professionalism during the performance of their job in the past year; Page 3

4 THEREFORE BE IT RESOLVED, That the Polk County Board of Commissioner s declares the week of April 9 through 15, 2017 to be National Public Safety Telecommunicators Week in Polk County, in honor of the men and women whose diligence and professionalism keep our city and citizens safe. Commissioner Lee seconded the foregoing resolution and it was declared adopted upon the following vote. YEAS: Jacobson, Lee, Diedrich, Willhite and Strandell. NAYS: None. SOCIAL SERVICES Kent Johnson, Social Services Director came before the Board with matters pertaining to his department: 1. National Child Abuse Prevention Month Build A Blue Ribbon Tree The Polk County Child Abuse Prevention Council is supporting a Build A Blue Ribbon Tree campaign in recognition of National Child Abuse Prevention Month during April. Polk County Social Services is requesting permission from the Board to be allowed to decorate a tree at the Polk County Government Center showing support for the education and awareness of child abuse. A motion was made by Commissioner Jacobson seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve having a Blue Ribbon Tree during the month of April 2017 at the Polk County Government Center for National Child Abuse Prevention Month. PROPERTY RECORDS Michelle Cote, Property Records Director came before the Board with matters pertaining to her department: 1. Temporary Liquor License A motion was made by Commissioner Lee seconded by Commissioner Diedrich and adopted by unanimous vote of the Board to approve the Temporary Liquor License for the Knights of Columbus #5341 for May 28, 2017 at the Maple Lake Pavilion, Mentor, MN for the Johnny Holmes Concert. ADMINISTRATION Chuck Whiting, Polk County Administrator came before the Board with matters pertaining to his department: 1. Retirement VEBA Non-Exempt, Non-Union Employee Severance Policy Amendment The Polk County Post-Retirement Health Care Savings Arrangement - Retirement VEBA Non-Exempt/Non-Union Employee Severance Policy was presented and discussed with the Board. A motion was made by Commissioner Willhite seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve the Polk County Post-Retirement Health Care Savings Arrangement - Retirement VEBA Non-Exempt/Non-Union Employee Severance Policy. (Policy on file in the Administrator s Office) 2. Polk County Federal Funding Award Procurement Policy The State Auditor s Office noted in Polk County s recent annual audit that the county should have in place an Acceptable Procurement Policy that applies to federal funded Page 4

5 grant awards and procurements. A motion was made by Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve the Polk County Federal Award Procurement Policy as presented to the Board. (Policy on file in the Administrator s Office) Budget Calendar The layout of the 2018 budget calendar schedule was discussed and presented to the Board. A motion was made by Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve the Polk County 2018 Budget Schedule as presented. (Schedule on file in the Administrator s Office) 4. Enbridge Energy Partners L.P. Litigation Update A letter was presented and discussed with the Board from the Minnesota Department of Revenue pertaining to Enbridge Energy Partners L.P. has appealed the Department of Revenue s valuations for their state-assessed property for assessment years 2012, 2013, 2014, 2015, and (Letter on file in the Administrator s Office) AUDITOR WARRANTS A motion was made by Commissioner Strandell seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve the following Auditor Warrants for payment: AUDITOR WARRANTS 03/01/ Payments Final Total: AUDITOR WARRANTS 03/07/2017 Cardmember Service 15, Fischer,Rust & Stock, PLLC 4, Halstad Telephone Co 9, Hardwick P.C./Brian T 6, Norman County Public Health 2, Polk County 59, Polk County Public Health 30, Powerplan OIB 6, Swanson P A/Wayne H 30, University Of North Dakota 6, Payments , Final Total: 177, AUDITOR WARRANTS 03/07/2017 Andover Township Treasurer 21, Angus Township Treasurer 18, Badger Township 18, Belgium Township Treasurer 13, Brandsvold Township Treasurer 25, Brandt Township Treasurer 12, Page 5

6 Brislet Township Treasurer 13, Bygland Township 21, Chester Township Treasurer 10, Columbia Township Treasurer 37, Crookston Township Treasurer 33, Eden Township Treasurer 20, Esther Township Treasurer 14, Euclid Township Treasurer 23, Fairfax Township Treasurer 22, Fanny Township Treasurer 20, Farley Township Treasurer 11, Fisher Township Treasurer 18, Garden Township Treasurer 25, Garfield Township Treasurer 36, Gentilly Township Treasurer 24, Godfrey Township Treasurer 26, Grand Forks Township Treasurer 13, Grove Park Tilden Township 29, Gully Township Treasurer 16, Hammond Township Treasurer 20, Helgeland Township Treasurer 11, Higdem Township Treasurer 14, Hill River Township Treasurer 21, Hubbard Township Treasurer 16, Huntsville Township Treasurer 35, Johnson Township Treasurer 13, Kertsonville Township Treas 10, Keystone Township Treasurer 18, King Township Treasurer 21, Knute Township Treasurer 39, Lessor Township Treasurer 20, Liberty Township Treasurer 15, Lowell Township Treasurer 26, Nesbit Township Treasurer 14, Northland Township Treasurer 21, Onstad Township Treasurer 12, Parnell Township Treasurer 16, Queen Township Treasurer 20, Reis Township Treasurer 12, Rhinehart Township Treasurer 9, Roome Township Treasurer 23, Rosebud Township Treasurer 27, Russia Township Treasurer 15, Sandsville Township Treasurer 9, Scandia Township Treasurer 14, Sletten Township Treasurer 21, Sullivan Township Treasurer 22, Tabor Township Treasurer 18, Tynsid Township Treasurer 5, Page 6

7 Vineland Township Treasurer 23, Winger Township Treasurer 23, Woodside Township Treasurer 40, Final Total: 1,169, AUDITOR WARRANTS 03/14/2017 Crookston City 7, Crookston Water Department 3, East Grand Forks City 40, Garden Valley Telephone Co 2, Great Plains Natural Gas Co 12, Hagen Construction 6, Hardwick P.C./Brian T 2, Lenes Sand & Gravel Inc 15, Ottertail Power Co 8, Polk County Environmental Services 4, Polk County IS Department 9, Verizon Wireless 2, Verizon Wireless 2, Voyant 10, Xcel Energy 2, Payments , Final Total: 143, AUDITOR WARRANTS 03/21/2017 Altru Health System 2, Fosston Municipal Utilities 66, Hardwick P.C./Brian T 2, Lenes Sand & Gravel Inc 6, Ottertail Power Co 3, Sather Law Office Ltd 2, Payments , Final Total: 97, AUDITOR WARRANTS 03/28/2017 Building Systems Corporation 8, GHA Technologies Inc 3, Grove Mechanical Inc 13, Hagen Construction 5, Johnson Controls Inc 52, KRONOS 3, Norman County Public Health 12, Northwest Minnesota Service Cooperative 134, Pitney Bowes Global 2, Polk County 49, Polk County Administrator 101, Page 7

8 Polk County Public Health 37, Regents Of The Univ Of Mn 37, Reserve Account 20, Solar Winds 9, Payments , Final Total: 503, MANUAL WARRANTS 03/06/2017 SelectAccount 8, $8, MANUAL WARRANTS 03/10/2017 Internal Revenue Service 158, MN Revenue 26, FINAL TOTAL $184, MANUAL WARRANTS 03/10/2017 SelectAccount 6, $6, MANUAL WARRANTS 03/17/2017 Mn Revenue 4, MN Dept of Revenue 52, MANUAL WARRANTS 03/21/2017 $ SelectAccount 5, $5, MANUAL WARRANTS 03/24/2017 Internal Revenue Service 159, MN Revenue 26, FINAL TOTAL $185, MANUAL WARRANTS 03/27/2017 SelectAccount 6, $6, Page 8

9 2017. With no further business the Board adjourned to reconvene at 10:00 o clock a.m., April 18, Don Diedrich, Chairman ATTEST: Charles S. Whiting, County Administrator Clerk of the Board Page 9