TRANSCRIPT AND REPORT OF PROCEEDINGS CASS COUNTY COUNTY OF CASS NOVEMBER 7, 2017

Transcription

1 TRANSCRIPT AND REPORT OF PROCEEDINGS CASS COUNTY COUNTY OF CASS NOVEMBER 7, Call to Order Chair Dick Downham convened the regular meeting of the Cass County Boards of Commissioners at 9:00 AM on Tuesday, November 7, 2017 with the flag pledge in the Commissioners Board Room, Walker, MN. 1.a Attendee Name Title Status Arrived Neal Gaalswyk Commissioner Present 8:50 AM Robert Kangas Vice Chair Present 8:50 AM Jeff Peterson Commissioner Present 8:50 AM Scott Bruns Commissioner Present 8:50 AM Dick Downham Chair Present 8:50 AM NAME REPRESENTING NAME REPRESENTING Josh Stevenson Administrator Sandra Norikane Chief Financial Officer Darrick Anderson Highway Dept. John Ringle ESD Director Michael Barone HHVS Monica Lundquist Brainerd Dispatch Gail DeBoer Pilot Independent Leslie Harper Leech Lake Band of Ojibwe Allan Olson Cass Lake Times 1.b. Approval of agenda for discussion. (Any requests to be heard not on the proposed agenda are considered for inclusion at this time.) Administrator Stevenson asked to add one item to the consent agenda regarding out of class pay for First Assistant County Attorney, Barbara Harrington. He then asked for a motion to approve the agenda as amended. ADOPTED [UNANIMOUS] Scott Bruns, Commissioner 2. Josh Stevenson - County Administrator 2.a. Consent Agenda Administrator Stevenson asked for a motion to waive reading and approve as amended.

2 ADOPTED [UNANIMOUS] Approve - Minutes of October 17th, 2017 Approve - Auditor manual/voids/corrections Batch #1 warrants dated October, 2017 in the amount of $177, Approve - Auditor warrants dated October 12, 2017 in the amount of $315, Approve - Auditor warrants dated October 19, 2017 in the amount of $739, Approve - Auditor Settlement ACH warrant dated October 25, 2017 in the amount of $3,898, Approve - Auditor warrants dated October 26, 2017 in the amount of $610, Approve - HHVS Auditor IFS warrants dated October 19, 2017 in the amount of $22, Approve - HHVS Auditor IFS warrants dated October 20, 2017 in the amount of $134, Approve - HHVS Auditor s SSIS warrants dated October 22, 2017 in the amount of $206, Approve - HHVS Auditor IFS warrants dated October 23, 2017 in the amount of $ Approve - HHVS Auditor s SSIS warrants dated October 26, 2017 in the amount of $1, Approve - HHVS Auditor IFS warrants dated October 26, 2017 in the amount of $ Approve HHVS Auditor IFS manual/warrants/voids/corrections dated Oct. 31, 2017 in the amount of $ Receive & File - Notice of completion of probationary period of Troy Holsapple, Pine River Motor Equipment Operator, Grade 21, Step 2, effective October 17, Receive & file - Notice of appointment of Thomas Tom Burke to newly created position of Deputy HHVS Director, Grade 40, Step 3, effective November 8, Receive & file - Notice of resignation of Amanda Rugroden, Eligibility Worker, effective November 8, 2017, and receive & file the notice of intent to fill with a budgeted Eligibility Worker, Grade 22. Receive & file - Notice of probation completion for Tricia Miller, County Agency Social Worker-CPS, Grade 30, Step 2, on November 3, Receive & file - Notice to advertise and fill for position of County Agency Social Worker (Child Protection Specialist), Grade 30. Receive & file Retirement of Mona Woodford Deputy Recorder effective January 16, 2018, and notice of intent to fill budgeted Deputy Recorder position grade 18. Approve Out-of-class for Barbara Harrington (Grade 43 step 10), First Assistant County Attorney, pursuant to policy for eligible hours worked performing the duties of the County Attorney, effective October 7, On & Off Sale 3.2 Beer: Birch Ridge Resort Birch Ridge Resort, Inc Otter Tail Peninsula Shores of Leech Lake RV, Yacht Club & Cottages Mara Loomis Shingobee Sah-Kah-Tay Beach Resort Sah-Kah-Tay Properties, LLC Pike Bay Nodak Lodge Roger Croaker - Unorganized On Sale 3.2 Beer: Birch Villa Resort Birch Villa Resort, LLC Pike Bay On & Off Sale Intoxication Liquor including Sunday:

3 Jerry s Bar Jerry s Bar, Inc Boy River (City) Also asking for approval of prorated fees ($ ) due to the pending dissolution of Boy River City Tobacco: (2017) Dollar General Store #18680 DG Retail, LLC Remer (City) Jerry s Bar Jerry s Bar, Inc Boy River (City) Also asking for approval of prorated fees ($14.60) due to the pending dissolution of Boy River City Tobacco: (2018) Godfrey s Family Foods Godfrey s, Inc Powers Y Bottle Shop TGL, Corp Shingobee The Corner Store Depot, LLC WRD Holdings, LLC Sylvan Dollar General Store #18680 DG Retail, LLC Remer (City) Orton s Walker Cenex Orton Motor, Inc Walker Orton s Y-Mart Orton Motor, Inc Shingobee Madden s on Gull Lake Madden Brother s, Inc East Gull Lake The Classic at Madden s Madden Brother s, Inc East Gull Lake Barstock Liquors Barstock Liquors, LLC Pine River Remer Junction Northern Star Cooperative Services Remer (City) Long Pine Store Long Pine Store, LLC Ponto Lake Family Dollar Store #30571 Family Dollar, Inc Cass Lake Family Dollar Store # Family Dollar, Inc Pine River (City) Mule Lake Store Big Thunder Enterprises, LLC Wabedo Jerry s Bar Jerry s Bar, Inc Boy River (City) Walker Bay Spirits City of Walker Walker Anchorage Inn JLAnchorage, LLC Inguadona Holiday Stationstore #91 Holiday Stationstores, Inc / Holiday Stationstores, LLC Pine River (City) Holiday Stationstore #164 Holiday Stationstores, Inc / Holiday Stationstores, LLC Walker Winnie Store Winnibigoshish Historical Center, Inc Unorganized Super One Foods Miner s incorporated - Walker Gambling: American Legion #49 Long Pine Store Sharon Higgins Ponto Lake Capital Payments for the Remer Maintenance Garage/Ambulance and Firehall project. Authorize - Highway capital project payments - Remer Lumber & Home Center #C $18.98; Remer Lumber & Home Center #C $9.36; Remer Lumber & Home Center #C $11.16; Remer Lumber & Home Center #B8382 $303.24; Grinning Bear Roll-Off LLC # $647.01; Grinning Bear Roll-Off LLC # $430.00; Leech Lake Lumber # $125.00; Cenex C-Store #9805 $132.09; Northland Portables #13389; ; L & L Rentals # $857.60; Lakes Concrete Plus, Inc. #79266 $670.00; Ike's Heating & Cooling 2017 CH#3 $23,776.19; Lundberg Plumbing & Heating #16421 $8,550.00; Lundberg Plumbing & Heating #16423 $6,365.00; Young Excavating #2 $89,402.15; Walker Pipe & Supply #67602 $627.90;

4 Fire Department project payments - Ike's Heating & Cooling #2017-RF#3 $23,156.47; Ike's Heating & Cooling #2017-LRF# $5,718.81; Lundberg Plumbing & Heating #16427 $10,393.00; Lundberg Plumbing & Heating #16422 $7,790.00; Hy-Tec Construction #9230 $21,955.93; Hy-Tec Construction #9229 $27,541.64; Remer Ambulance project payments - Ike's Heating & Cooling #2017-RA#3 $18,756.98; Hy-tec Construction #9228 $24,697.43; Hy-Tec Construction #9231 $78, All capital payments are for the new County Remer Maintenance Shop and City of Remer Fire Hall & Ambulance Garage. (Source of funds from Capital Fund - Garages & Capital Outlay Bldgs.). Motion to approve MN Counties Intergovernmental Trust (MCIT) Sandra Norikane Chief Financial Officer voting delegate & Commissioner Bob Kangas as alternate during the 2017 Annual Meeting held on Monday, December 4, Receive & file - Department head performance evaluations of Tuesday, October 10, 2017 and Tuesday, October 17, 2017 have concluded that HHVS Director Michele Piprude, County Assessor Mark Peterson, County Auditor-Treasurer Sharon Anderson, Chief Financial Officer Sandra Norikane, ESD Director John Ringle, County Engineer Darrick Anderson, Land Commissioner Kirk Titus, MIS Director Tim Richardson, and County Administrator Joshua Stevenson achieve the requirements of their positions. Receive and File 3 rd Quarter Litigation status report. Approve Cass County SWCD Invoice #27 to provide professional services for Aquatic Invasive Species (AIS) prevention $184, Award Contract for one load of 2-6 rock delivery to Enberg Logging for $ and culvert cleaning contract to Sawyer Timber for $ Approve - Issuing a check that was previously cancelled by board action on payable to Thomas Heafey in the amount of $56.00 with check # due to receiving a signed affidavit of lost warrant. Approve Issuing a check that was previously cancelled by board action on payable to Roxy Prenevost in the amount of $88.00 with check # due to receiving a signed affidavit of lost warrant. Approve Issuing a check that was previously cancelled by board action on payable to Steven Foran in the amount of $ from the Sheriff s account, check #21218 due to receiving a signed affidavit of lost warrant. Approve - Transfer of right of way easement # to Kyla M. Clark and Adam J. Todd and authorize the Board Chair to sign documents. Approve - Reciprocal easement between Cass County and Potlatch, contingent upon receipt of certificate of survey and authorize the Board Chair to sign documents. Approve: Resolution for the annual delegation of authority for electronic fund transfers. Receive & File - Application for Zoning Reclassification and remand to Cass County Planning Commission to notify and schedule public hearing. Receive & file - Crime Victim Services Grant #A-CVS-2018-CASSAO in the amount $114, from October 1, 2017 through September 30, Approve Payment to Minnesota Counties Computer Cooperative in the final payment amount of $30, for Pictometry license. Approve - Guaranteed Maintenance Service Agreement in the amount of $4, between Northland Business Systems and Cass County Sheriff for the 911 Recorders. Invoice will be paid from 911 funds. Receive & file MCIT dividend payment in the amount of $133, Receive & file - Timber auction results of October 26, 2017 totaling 5,191 cords plus mbf saw timber totaling $161, b. Appointment of Administrator Administrator Stevenson noted that his appointment as Cass County Administrator was through November 22,

5 2017. Commissioner Kangas offered Resolution No and moved its adoption, Commissioner Peterson seconded: Resolution Appointing the County Administrator WHEREAS, The Cass County Board of Commissioners adopted a job description for the County Coordinator/Administrator position dated June 18, 1996, and WHEREAS, Joshua D. Stevenson was appointed as Cass County Administrator effective November 22, 2016, and WHEREAS, Resolution appointed Joshua D. Stevenson as Cass County Administrator through November 22, 2017, and WHEREAS, The Cass County Board of Commissioners conducted a performance evaluation of the County Administrator October 17, NOW, THEREFORE, BE IT RESOLVED, That Joshua Stevenson is hereby reappointed to the position of Cass County Administrator pursuant to Minnesota Statutes 375A.06 through November 22, Resolution No was adopted by majority vote: Ayes: Bruns, Downham, Gaalswyk, Kangas, Peterson Nays: None. 2.c Budget Update Receive and File Administrator Stevenson provided a summary of Citizen Budget Committee activity since the preliminary levy was approved. It was noted that the committee felt it was important to support capital improvements and provide levy relief from local option sales tax as indicated when the tax was implemented. Specific activity from the committee included $100,000 in salary saving in HHVS resulting from open positions and recruitment timing. The committee also added a $5,000 item in the Extension budget to fund 4-H premium reimbursements. It was noted that this does not change the contribution to each County fair but supports children that bring exhibits to a sanctioned County fair. This was done in response to the number of new children enrolled in 4-H and the Boards desire to support children enrolled in 4-H activities. It was also noted that these changes will bring a final budget proposal for public consideration that includes $170,000 in levy funds to support capital improvements. The public hearing for final budget adoption is scheduled for December 7, 2017 at 6:00pm. RECEIVED AND FILED 2.d. Partial Abandonment Petitions - Drainage System No. 9 Administrator Stevenson provided a summary of the responses received regarding a partial abandonment of County Ditch #9 petition. It was noted that 33% of the property owners submitted requests for abandonment. The responses varied within the ditch system leaving the County with limited options to abandon a portion of the system. It was noted that the next step in the process was to schedule a public hearing regarding the petition. Mr. Stevenson asked for a motion to establish the hearing on November 21, 2017 during the regular Board meeting. 3. Michael Barone - Health Human and Veterans Services 3.a. Child Support Update

6 Michael Barone, Child Support Supervisor, provided a 2016 activity report. It was noted that the State of MN collected over $600 million in child support in Cass County collected $2.6 million. For statewide collections, 96% of the funds went to families. The collections from 2015 to 2016 have increased in Cass County. Child support is one of the most cost-effective government programs with $2.35 collected for every dollar spent in Cass County. Due to the lack of mid-size and large employers collections are lower in Cass County 67.3% in comparison to the State at 79%. It was noted that Cass County had 1,748 cases in 2016 for 1,866 children. Mr. Barone noted that his staff does an excellent job in dealing with the challenges unique to this program. He also noted that the MN Child support task force has done a good job in engaging the community on the prgram. The Board thanked Mr. Barone and his staff for the report. RECEIVED AND FILED 4. Leslie Harper - Leech Lake Band of Ojibwe 4.a. Secretarial Land Transfers Leslie Harper, Government Relations Specialist for the Leech Lake Band of Ojibwe, provided a summary of the proposed Secretarial Land Transfers in Cass County. It was noted that in the 1940 s and 1950 s errors made by the Bureau of Indian Affairs resulted in allotted lands being transferred to the US Forest Service (USFS). There are no administrative penalties for the errors and it requires legislation to correct them. She noted that there are 11,000 acres in Cass County in the Chippewa National Forest that are affected. The lands will still be eligible for payment in lieu of taxes and all timber contracts with the USFS will be honored. It was also noted that forest access roads, grant in aid trails, and easements to private property will be managed consistently with other LLBO lands. Commissioner Gaalswyk offered Resolution No and moved its adoption, Commissioner Kangas seconded: WHEREAS: the Leech Lake Band of Ojibwe Council and Cass County Board of Commissioners have a Memorandum of Understanding that defines their good working relationship, WHEREAS: the both parties agree to discuss land management practices in an effort to understand goals and work together to achieve them, WHEREAS: the Cass County Board of Commissioners understands the importance of Secretarial Land Transfers to the Leech Lake Band of Ojibwe and their long term land management goals, WHEREAS: the Leech Lake Band of Ojibwe understands that the Cass County Board of Commissioners have a practice of not taking a position on matters in which they are not the deciding party, NOW THEN BE IT RESOLVED, that the Cass County Board of Commissioners neither support or object to the Leech Lake Band of Ojibwe pursuing Secretarial Land Transfers in Cass County. Resolution No was adopted by majority vote. Ayes: Bruns, Downham, Gaalswyk, Kangas, Peterson Nays: None. 5. Darrick Anderson - Highway Department 5.a. Final Payment on Contract Darrick Anderson, Cass County Highway Engineer, provide a summary of contract (project SAP ) a bridge replacement project in Wabedo Township on the Sioux Camp Road. He reported that the final cost on this project was $487, and was funded by Town Bridge and Special Town Bridge funds. He then asked for a motion to adopt resolution Commissioner Peterson offered Resolution No and moved its adoption, Commissioner Bruns seconded: WHEREAS: Contract No (SAP ) has in all things been completed, and the County Board being fully advised in the premises, NOW THEN BE IT RESOLVED, that we do hereby accept said completed project for and in behalf of the County of Cass and authorize final payment as specified herein. Resolution No. was adopted by majority vote Ayes: Bruns, Downham, Peterson, Gaalswyk, Kangas Nays: None

7 Scott Bruns, Commissioner 5.b. State Aid Construction Advance Mr. Anderson provided a summary of advancements for state aid projects. He noted that the County is working to minimize advancements form this account. He the asked for a motion to adopt resolution Commissioner Peterson offered Resolution No and moved its adoption, Commissioner Kangas seconded: WHEREAS, the County of Cass is planning to implement County State Aid Street Project(s) in 2018 which will require State Aid funds in excess of those available in its State Aid Regular/Municipal Construction Account, and WHEREAS, said County is prepared to proceed with the construction of said project(s) through the use of an advance from the County State Aid Construction Fund to supplement the available funds in their State Aid Regular/Municipal Construction Account, and WHEREAS, the advance is based on the following determination of estimated expenditures: Account Balance as of date 02/01/2018 $ 600, Less estimated disbursements: Project # SAP $ 775, Project # SAP $ 700, Project # SP $ 1,300, Total Estimated Disbursements $ 2,775, dvance Amount (amount in excess of acct balance) $ 2,500, WHEREAS, repayment of the funds so advanced will be made in accordance with the provisions of Minnesota Statutes , Subd. 5 & 7 and Minnesota Rules, Chapter 8820, and WHEREAS, the County acknowledges advance funds are released on a first-come-first-serve basis and this resolution does not guarantee the availability of funds. NOW, THEREFORE, Be It Resolved: That the Commissioner of Transportation be and is hereby requested to approve this advance for financing approved County State Aid Highway Project(s) of the County of Cass in an amount up to $ 2,500,000 in accordance with Minnesota Rules , Subp. 9. I hereby authorize repayments from subsequent accruals to the Regular/Municipal Construction Account of said County from future year allocations until fully repaid. Resolution No was adopted by majority vote. Ayes: Bruns, Downham, Peterson, Gaalswyk, Kangas Nays: None 6. John Ringle - ESD Director. 6.a. Pine River Watershed One Watershed One Plan MOA John Ringle, Environmental Services Director, provided a summary of the Pine River Watershed One Watershed One Plan project. He reported that Crow Wing County is considering changes to the memorandum of agreement and they have asked the Cass County board to table the agreement at this time. He then asked for a motion to table the agreement until Crow wing County presents a revised agreement. 6.b. ESD Electronic Permitting Requirements Assessment

8 Mr. Ringle provided a summary of efforts to develop an electronic permitting system for the environmental services department. He noted that the department has been unsuccessful in finding a vendor with a product that meets the current need. After discussions with central services, it was apparent that they need to perform an analysis and assessment of the current workflow. They engaged Pro-West and Associates for a proposal to conduct the assessment. He noted that the desired outcome of electronic permitting includes shorter approval time, better tracking, and a link to the existing interactive map. He then asked for a motion to approve a Cass County permit tracking system requirement assessment with Pro West and Associates at a not-to-exceed amount of $9, c. Cement Demo at Pine River Transfer Station Mr. Ringle provided an update on bids to remove concrete walls in building #2 of the pine river transfer station. He noted that the removal was necessary to assess the safety and structural integrity of the building. The county received two bids. One from Hytech Construction for $34, and one from Bruce s contracting, Inc. DBA:BCI concrete for $167,500. He noted that both bids were for the same work requested. He then asked for a motion to approve a contract with Hytech Construction for removal of 10 ft. X 350 ft. (3500 sq. ft.) of concrete walls in Building #2 not to exceed $34, d. Solid Waste Contract Extensions Mr. Ringle provided an update regarding solid waste contracts. He noted that we have an agreement with existing contractor KRD for a month to month Contract extension for operation of the Pine River Transfer Station and handling, loading and hauling of Municipal Solid Waste (MSW) and recycling. He also informed the Board that the existing five Old Corrugated Cardboard (OCC) vendors have agreed to continue on a month-to-month basis at our current rate. He explained that our current agreement with Waste Management has an increase of $1 per ton increase each year. He then asked for a motion to approve an annual per-ton increase of $1 for disposal of MSW at the Waste Management landfill at Elk River, and agree to continue on a 90 day renewable term (no cost increase after first term, if additional term necessary). 7. Confirm Upcoming Meeting Schedule 7.a. 7.b. 7.c. AMC Annual Conference, December 4 & 5, 2017 River's Edge Convention Center, St. Cloud, MN. Commissioner's Board Meeting on Tuesday, November 21, 2017, beginning at 9:00 a.m., Land Department Meeting Room, Backus, MN. County Board meeting of Thursday, December 7, 2017 beginning at 3:00 p.m. to establish a public hearing for Thursday, December 7, 2017 on the 2018 Cass County budget and property tax levy beginning at 6:00 P.M., Commissioner's Board Room, 1st Floor Crtse., Walker, MN. 8. Adjourn Chairman Downham adjourned the meeting at 10:08am. SIGNED: ATTEST:

9 Richard Downham, Chair Joshua Stevenson Cass County Board of Commissioners Cass County Administrator