AUGUST 15, 2017 BOARD MINUTES Pursuant to motion of adjournment the Polk County Board of Commissioners met in regular session at 10:00 o clock a.m., August 15, 2017 in the Commissioners Room, Government Center, Crookston, MN. Members present: Commissioner Gerald Jacobson, Commissioner Warren Strandell, Commissioner Gary Willhite, Commissioner Joan Lee and Charles S. Whiting, County Administrator, Clerk of the Board. Others present: Michelle Cote, Deputy Clerk of the Board. Commissioner Don Diedrich was absent. AGENDA A motion was made by Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve the August 15, 2017 agenda. CONSENT AGENDA A motion was made by Commissioner Jacobson seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve the August 15, 2017 consent agenda: 1. Approve Commissioner Warrants: General Revenue Fund, $111,678.85; Public Works Fund, $85,517.54; Public Safety Fund, $26,475.08; Public Health Fund, $39,967.33; Forfeited Tax Sale Fund, $740.92; CAP Grant Project, $72,365.59; Special Assessments (Ditch) Fund, $1,477.19; Environmental Services Fund, $25,170.30; Resource Recovery Fund, $80,599.58; Landfill Fund, $26,791.57; Per Diems, $1,500.00 and Meal Reimbursements (w/o overnight lodging), $12.27 and Sign Audit List. 2. Approve payment to Crookston Daily Times, Crookston, MN in the amount of $155.00 for a one year subscription for the Fosston Incinerator. 3. Approve payment to Card Member Services, St. Louis, MO in the amount of $17,973.89 for credit card purchases. 4. Approve for payment Lost Warrant No. 225897 in the amount of $119.34 in the name of Bethany Satrom dated December 23, 2016. 5. Approve for payment Lost Warrant No. 220779 in the amount of $107.47 in the name of Nick Korynta dated July 22, 2016. 6. Approve payment to Lunseth Plumbing and Heating, Grand Forks, ND in the amount of $17,878.05 for the hot water heater project at the Juvenile Center. 7. Approve payment to Fleetmatics, Waltham, MA for an AVL subscription for the MIS Department in the amount of $38.00. 8. Approve payment to MNCVSO Assistants & Secretaries Association, Mankato, MN for membership, conference registration and meals for the Polk County Veterans Office in the amount of $120.00. 9. Approve payment to Wex Bank, Carol Stream, IL for fuel for Environmental Services in the amount of $25.54. *REVISED AGENDA A motion was made by Commissioner Willhite seconded by Commissioner Strandell to revise the August 15, 2017 agenda by adding No. 7 under Environmental Services. August 15, 2017 Page 1
ENVIRONMENTAL SERVICES Jon Steiner, Environmental Services Director came before the Board with matters pertaining to his department: 1. Resource Recovery Facility (RRF) Scale Computer A motion was made by Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve payment to HP Inc., Boston, MA in the amount of $717.82 for a scale computer for the Resource Recovery Facility (RRF). 2. Waste Hauling Contracts 2018 Discussion was held with the Board regarding the two hauling contracts: (1) Roll-off Container and (2) Transfer Trailer that are set to expire on 12-31-17. It was the consent of the Board to work with Beltrami County on a one year transfer trailer hauling contract (2018) and securing a roll-off container contract for one year (2018). 3. Professional Services Agreement Modification Phase II A motion was made by Commissioner Strandell seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve the revised Wenck Professional Services Agreement for Phase I & II of the Regional Solid Waste Expansion Project upon execution of the MPCA CAP Grant Contract. Total professional services contract expense for all projects combined is $1,130,000.00. 4. Titus MRF Services Integration Contract Phase II Discussion was held with the Board regarding working on the Titus MRF Services Integration Contract with possible contingencies to be discussed. 5. 2018 Steam Sales Contract The existing Steam Sales Contracts for MN Dehydrated Vegetable (MDV), J Rittenmaier Inc., (JRS) and Specialty Products is due to expire on 12/31/17. A motion was made by Commissioner Jacobson seconded by Commissioner Willhite and adopted by unanimous vote of the Board to authorize the Chairman to sign/execute each of the Steam Contracts for 2018-2020 upon receipt of customer signed contracts, conditioned upon no substantial changes required. 6. Steam Generation Expansion Resource Recovery Facility (RRF) Discussion was held with the Board regarding a request for significant additional steam capacity which exceeds the RRF current ability to generate with the existing equipment. An update was given to the Board regarding this request, the discussion thus far and options/directions to pursue. 7. *Change Order No. 2 Fosston Transfer Station A motion was made by Commissioner Jacobson seconded by Commissioner Strandell and adopted by unanimous vote of the Board to approve Change Order #2 to Vercon Inc, Menahga, MN in the amount of $7,576.25 for upgrading roofing panels from galvanized steel to white steel at the Fosston Transfer Station and Resource Recovery Facility. HIGHWAY DEPARTMENT Richard Sanders, Highway Engineer came before the Board with matters pertaining to his department: 1. County Ditch Maintenance Requests A motion was made by Commissioner Willhite seconded by Commissioner Strandell and adopted by unanimous vote of the Board to approve the cleaning as needed and surveying in Section(s) 5, 6, 7, 8, 17 and 18 of Gully Township for JD 72 and name August 15, 2017 Page 2
Board. Richard Sanders as Engineer over the project. A motion was made by Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve the culvert work in Section 31 of Euclid Township for County Ditch 36 and name Richard Sanders as Engineer over the project. 2. IT Vehicle Upgrade A motion was made by Commissioner Willhite seconded by Commissioner Strandell and adopted by unanimous vote of the Board to allow the Highway Department to auction the IT Department Trail Blazer. A motion was made by Commissioner Jacobson seconded by Commissioner Strandell and adopted by unanimous vote of the Board to allow the Highway Department to transfer their Chevy Equinox to the County Attorney s Office and the County Attorney s Office to transfer their GMC Acadia to the IT Department. 3. Two Mower Tractors (Revised) A motion was made by Commissioner Jacobson seconded by Commissioner Strandell and adopted by unanimous vote of the Board to approve the revised amount for two mower tractors in the amount of $70,595.15 per tractor from Titan Machinery, Crookston, MN. 4. Local Option Sales Tax Discussion was held with the Board along with a handout pertaining to the ¼ cent Local Option Sales Tax. (Handout on file in the Administrator s Office) TRI-VALLEY TRANSPORTATION Cynthia Pic, Tri-Valley Transportation Programs Manager failed to appear before the PLANNING AND ZONING Josh Holte, Assistant Environmental Services Administrator came before the Board with matters pertaining to Planning and Zoning: 1. Resolution (2017-52) Revocation of Recorded Resolution (2012-38) Document A000682971 Recorded May 31, 2013 Revocation of Recorded Resolution (2012-38) Document A000682971 Recorded May 31, 2013 RESOLUTION (2017-52) WHEREAS, The following resolution (2017-52) was offered by Commissioner Strandell: WHEREAS, A Conditional Use Permit was issued on June 6, 2012 in order to connect a septic system to an accessory structure, and WHEREAS, A Guesthouse Restriction Agreement was signed and recorded with the property as Document Number A000675921, and WHEREAS, Polk County Planning and Zoning has received a Land Use Permit to attach a dwelling onto the accessory structure that was permitted in 2012, and August 15, 2017 Page 3
WHEREAS, There currently is no residential dwelling on the property and the use of the attached dwelling onto the accessory structure will be that of the primary residential dwelling on the property so that a Conditional Use Permit is no longer required, and WHEREAS, All zoning setbacks and requirements have been met to allow for the Land Use Zoning Permit for the proposed project to be issued. NOW THEREFORE BE IT RESOLVED, That the Polk County Board of Commissioners revokes resolution 2012-6-38, and BE IT FURTHER RESOLVED, That the Guesthouse Restriction Agreement, Document Number A000675921, shall also be revoked, and become null and void. Commissioner Jacobson seconded the foregoing resolution and it was declared adopted upon the following vote. YEAS: Jacobson, Lee, Willhite, Strandell. NAYS: None. FACILITIES Mark Dietz, Facilities Management Director came before the Board with matters pertaining to his department: 1. City of McIntosh, Bjella Building Remodel Discussion was held with the Board regarding remodeling the Bjella building in McIntosh, MN to house the Polk County Social Service Department. A motion was made Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to proceed with the remodeling for the Polk County Social Service Department based on the $35,000.00 estimate of remodeling costs to be done in house and $25,000.00 for additional data needs. 2. 2016 Bond Fund Expenditures Discussion was held with the Board regarding the 2016 Bond Fund Expenditures. PROPERTY RECORDS Michelle Cote, Property Records Director came before the Board with matters pertaining to her department: 1. Classify and Appraise Forfeited Property A motion was made by Commissioner Strandell seconded by Commissioner Willhite and adopted by unanimous vote of the Board to classify the below list of forfeit parcels as Non-Conservation: Assessments Basic Sec. or Twp. Or Before Sale Subdivision Lot Block Range Forfeiture Price City of East Grand Forks Parcel #83.03227.00 Lot 4, Block 2 Maplewood 1 st Addition East Grand Forks 4 2 August 15, 2017 Page 4
A motion was made by Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve viewing and setting of basic sale price on the above list of forfeit properties. ADMINISTRATION Chuck Whiting, Polk County Administrator came before the Board with matters pertaining to his department: 1. 2018 Budget Status a. Preliminary Levy Options Discussion was held with the Board regarding preliminary options pertaining to the 2018 levy. Preliminary levy figures for consideration were also presented to the Board. (Preliminary figures on file in the Administrator s Office) b. Board Schedule of Department Budgets September 19 and 20, 2017 Discussion along with a schedule of meeting dates and times for each department to meet with the Board to discuss their 2018 budget was presented to the Board. (Schedule on file in the Administrator s Office) c. MCIT Dividends Notice The MCIT dividends notice was presented to the Board the current dividend total of $165,754 is down from the last year total of $192,792. (Notice on file in the Administrator s Office) d. 2018 County Program Aid The Department of Revenue has notified counties of their 2018 County Program Aid. Polk County will receive $991,760.00 in 2018 which is up from $843,196.00 for 2017. COMMISSIONER WARRANTS A motion was made by Commissioner Jacobson seconded by Commissioner Willhite and adopted by unanimous vote of the Board that the following Commissioner Warrants were approved: COMMISSIONER WARRANTS DATED 08/18/2017 APPROVED 08/15/2017 Vendor Name Amount Brad's Electric 4,905.42 Brandner Printing 2,464.06 Cardinal Health 4,072.58 Church & Dwight Co Inc 17,285.52 Crookston Fuel Company 4,922.85 Crop Production Services Inc 6,656.10 DeBoer Industries Inc 2,623.66 Donarski Brothers Inc 7,305.55 E-Tech Inc 9,125.00 ENNIS PAINT INC 18,420.00 Garden Valley Telephone 3,859.00 Geary/William 3,285.71 Grove Mechanical Inc 2,562.24 August 15, 2017 Page 5
Honeywell International Inc 2,387.36 Johnson Controls Inc 3,069.17 Jsb Engineered Solutions 5,022.84 Kiecker Coatings 3,500.00 Kustom Kollision 4,584.54 Lepier Oil Company Inc 7,199.40 Lunseth Plumbing & Heating 3,959.27 Mayo Manufacturing Co 2,728.85 MCCC MI 33 6,663.99 Mechanical Dynamics & Analysis Ltd 7,064.16 Morris Electronics Inc 11,282.37 Norman County Public Health 5,589.58 Northside Express 4,783.95 Opp Construction Llc 4,862.00 Pemberton Sorlie Rufer & Kershner PLLP 9,483.95 Perreault/Melissa 2,056.74 Polk County Highway Department 7,426.29 Powerplan OIB 3,980.63 Productivity Plus Account 6,411.66 Productivity Plus Account 5,061.65 Reese Electric 7,149.51 Senske Logistics 2,900.00 SimplexGrinnell 9,773.00 Twin City Garage Door 10,365.00 U S Water Services 6,625.16 Union Lake Sarah Improvement Dist 6,878.18 Univar Usa Inc 16,198.00 Urt Llc 3,586.78 US Bank Voyager Fleet Sys 4,009.72 Wenck Associates Inc 14,447.89 Wenck Associates Inc 72,365.59 Ye Ole Print Shoppe 2,467.10 284 Payments less than 2000 119,411.93 Final Total: 470,783.95 With no further business the Board adjourned to reconvene at 8:00 a.m., August 22, 2017 ATTEST: Joan Lee, Vice Chair Charles S. Whiting, Polk County Administrator Clerk of the Board August 15, 2017 Page 6