MINUTES OF THE Government Services Center, Commissioners Room 515 W. Fir Avenue, Fergus Falls, MN 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened at 9:30 a.m. Tuesday, at the Government Services Center in Fergus Falls, MN, with Commissioners Wayne Johnson, Chairman; Roger Froemming, Vice-Chairman; John Lindquist, Lee Rogness, and Doug Huebsch present. Approval of Agenda Chairman Johnson called for approval of the agenda. Motion by Rogness, second by Huebsch, and unanimously carried to approve the Board of Commissioners agenda of with the following addition: Discussion Regarding Public Transportation/Transit Consent Agenda Motion by Froemming, second by Huebsch, and unanimously carried to approve Consent Agenda items as follows: A. April 8, 2014 Board of Commissioners Minutes B. Warrants/Bills for (Attachment A) C. Human Services Bills & Claims D. Approval of Contracts & Bonds for SAP 056-650-007 E. Approval of Contracts & Bonds for Seasonal Supply of Hot Mix Bituminous North Central Specialties, Inc. and Mark Sand & Gravel Co. F. LG220 Application for Exempt Permit from the Pelican Rapids Area Chamber of Commerce G. 2013 Deputy Registrar Review of Fergus Falls Office Buffalo-Red River Watershed District Update Peter Fjestad, Otter Tail County representative on the BRRWD, submitted several documents highlighting watershed district projects and revenues and expenditures. In 2013, General Levy revenue was reported as $9,089,914 with $7,924,996 in expenditures. Administration revenue was reported as $250,000 with $366,188 in administration expenditures for the same time period. Mr. Fjestad spoke about the new Farm Bill which will designate eight water areas in the United States. The BRRWD has developed a strategic plan to prioritize projects. If the Red River is designated as one of the water areas, this could be a source of revenue for projects. Discussion continued regarding the Minnesota Ag Watershed Plan pilot project (Whiskey Creek watershed), the large Red River Management Board and the proposed Army Corp of Engineers diversion project around Fargo/Moorhead. Recess & Reconvene At 9:56 a.m., Chairman Johnson recessed the meeting of the Otter Tail County Board of Commissioners for a short break. The Board of Commissioners meeting was reconvened at 10:00 a.m. Appraiser Staffing Request The Assessor reported that an Appraiser II is retiring July 7, 2014 and there is a need to proceed with training for the position. Motion by Huebsch, second by Lindquist, and unanimously carried to authorize the Assessor to hire an Appraiser Trainee from the current eligibility list.
Page 2 Public Transportation Commissioner Huebsch reported that a Transit Committee has been working on developing routes to move workers from their homes to the areas of the County where employees are needed. The Department of Transportation is unable to assist with funding until a proven route has been established. The Transit Committee wants to start a bus route from Staples to Perham on Highway 10. Start-up funds for this project will be Productive Alternatives ($10,000), Wadena County ($10,000), and Otter Tail County ($22,500). Motion by Froemming, second by Rogness, and unanimously carried to approve payment, in the amount of $22,500, to purchase a bus for transportation between Staples and Perham provided by Productive Alternatives subject to the approval of the County Attorney. Otter Tail County funds will come from either the Human Services Reserve Fund or the County s Economic Development Fund. Vertical Farms Produce Loan Gordon Hydukovich and Harold Stanislawski, from the City of Fergus Falls, requested that Otter Tail County act as Fiscal Host for a $150,000 loan from the State Department of Economic Development (Minnesota Investment Fund) for economic development in Fergus Falls. Motion by Rogness, second by Huebsch, and unanimously carried to authorize Otter Tail County to act as Fiscal Host for a loan of $150,000 from the Minnesota Investment Fund for start-up funds for Vertical Farms Produce, a proposed new business in Fergus Falls. The motion is contingent upon the City of Fergus Falls completing all grant application paperwork and the assurance that Otter Tail County has no liability for loan payback. Perham to Pelican Rapids Trail Master Plan Chairman Johnson reported that the final draft of the Perham to Pelican Rapids Trail Master Plan has been prepared; however, has not been received by the Trail Committee at this time. The preferred route is being established and is expected to take many years to build. The Trails Committee will review the final draft plan and decide if more public meetings are needed. Discussion also took place regarding the recent Highway Preservation meeting which served as a good educational tool and an organization titled Minnesota Inter-County Association (MICA). Motion by Rogness, second by Lindquist, and unanimously carried to request a presentation to the County Board from MICA to determine the benefits of participation. Recess & Reconvene At 10:46 a.m., Chairman Johnson recessed the meeting of the Otter Tail County Board of Commissioners for a short break. The Board of Commissioners meeting was reconvened at 11:01 a.m. Dairy Expansion Notice Motion by Rogness, second by Froemming, and unanimously carried to acknowledge receipt of a notice of expansion, from the Minnesota Pollution Control Agency, of a dairy operation under 300 animal units. Commissioners expressed their support for these expansions/businesses. LMHC Stakeholder s Luncheon Motion by Huebsch, second by Rogness, and unanimously carried to authorize Commissioner Froemming to attend the Stakeholder s Luncheon at Lakeland Mental Health Center on behalf of Otter Tail County on Tuesday, May 15 th from 11:30 a.m. to 1:30 p.m. Conditional Use Permit Tom & Jean Larson: Motion by Froemming, second by Lindquist, and unanimously carried to approve a Conditional Use Permit to install steps as presented in the revised plan dated January 14, 2014 and recommended by the Planning Commission. The project is located on Lot 8 Blk 1 Labrador Beach, Section 27 of Dunn Township; Franklin Lake (56-759), RD.
Page 3 Conditional Use Permit Donald & Deborah Flatau Trustees: Motion by Huebsch, second by Lindquist, and unanimously carried to approve a Conditional Use Permit for topographical alterations to construct a driveway with conditions as recommended by the Planning Commission. The project is located in Pt GL 3, (Doc. No. 1134793), 17.90 AC & Pt GL 3 (Doc. No. 1133034), 9.10 AC, Section 27 of Hobart Township; Long Lake (56-388), RD. Conditional Use Permit Todd & Carolyn Baana: Motion by Rogness, second by Froemming, and unanimously carried to approve a Conditional Use Permit to construct a new home and use the existing home during construction as presented. The proposal is located in Pt GL 9, 3.93 AC, Section 7 of Hobart Township; Scalp Lake (56-358), RD. Aquatic Invasive Species Task Force Bill Kalar, Land & Resource Director provided minutes of the April 14, 2014 AIS Task Force meeting. He reviewed various AIS education programs and indicated that four Watercraft Inspectors will be hired to work at various public accesses this summer. Watercraft Inspection Grant Agreement Motion by Huebsch, second by Lindquist, and unanimously carried to authorize the appropriate County Officials signatures to execute a Grant Agreement between the State of Minnesota and the County of Otter Tail. The State provides Otter Tail County $4,000 towards watercraft inspection services for the 2014 summer season. HENNING SNO CRUISERS TRAIL ASSOCIATION GRANT-IN-AID FUNDING Otter Tail County Resolution No. 2014-26 Commissioner Froemming offered the following and moved its adoption: WHEREAS, Otter Tail County has sponsored Grant-In-Aid Systems in the past; and WHEREAS, acceptance of the Grant-In-Aid Systems proposed extensions are subject to the review and approval of the County Attorney. THEREFORE, BE IT RESOLVED, that Otter Tail County shall continue to sponsor Grant-In-Aid Trail Systems as they exist for the Henning Sno Cruisers Trail Association Snowmobile Club for the 2014-2015 snowmobile season and proposed extensions of Grant-In-Aid Trails with the aforementioned condition. Commissioner Lindquist seconded the resolution and, upon being put to vote, the resolution was unanimously adopted this 22 nd day of April, 2014. Dated: Attest: Larry Krohn, Clerk By: Wayne Johnson, Board of Commissioners Chair OTTER TRAIL RIDERS TRAIL ASSOCIATION GRANT-IN-AID FUNDING Otter Tail County Resolution No. 2014-27 Commissioner Froemming offered the following and moved its adoption: WHEREAS, Otter Tail County has sponsored Grant-In-Aid Systems in the past; and
Page 4 WHEREAS, acceptance of the Grant-In-Aid Systems proposed extensions are subject to the review and approval of the County Attorney. THEREFORE, BE IT RESOLVED, that Otter Tail County shall continue to sponsor Grant-In-Aid Trail Systems as they exist for the Otter Trail Riders Trail Association Snowmobile Club for the 2014-2015 snowmobile season and proposed extensions of Grant-In-Aid Trails with the aforementioned condition. Commissioner Lindquist seconded the resolution and, upon being put to vote, the resolution was unanimously adopted this 22 nd day of April, 2014. Dated: Attest: Larry Krohn, Clerk By: Wayne Johnson, Board of Commissioners Chair Identification for Committee Members Motion by Rogness, second by Huebsch, and unanimously carried to provide a picture ID for Planning Commission and Board of Adjustment Committee members to use when on-site viewing properties. Aerial Spraying Motion by Huebsch, second by Rogness, and unanimously carried to approve the appropriate County Officials signatures to execute a letter authorizing West Central Ag-Air, Inc. to spray for tent worm caterpillars in Otter Tail County. Closed to the Public At 11:28 a.m., Chairman Johnson declared the Board of Commissioners meeting closed to the public for purposes of discussing labor negotiation strategies regarding the Teamsters Law Enforcement and Government Services Technical unions and the AFSCME Highway Maintenance union. Present were Attorney Mike Rengel; all five seated Commissioners; County Administrator; and Board Secretary. At 12:00 p.m., Chairman Johnson declared the meeting recessed for a Health In All Policies video and committee meetings. MCCC Contract Ratification Motion by Huebsch, second by Rogness, and unanimously carried to authorize the appropriate County Officials signatures to ratify the following contracts with Minnesota Counties Computer Cooperative to meet the e-health records mandate as requested by the Public Health Director: 1. Maintenance and support in which costs are shared by the owners of the software. Otter Tail County s amount will be determined by the population of the County. 2. License agreement in which Xerox pays back royalty fees and a portion of the maintenance and support contracts any time they sell the software to an entity outside of Minnesota. HIPAA and HITECH Security Policies Motion by Rogness, second by Lindquist and unanimously carried to adopt the following Otter Tail County policies that address the requirements of the federal and state privacy and security regulations related to protected health information as presented by the Public Health Director: 1. Health Insurance Portability and Accountability Act Compliance amended 4/2014 2. Health Insurance Portability and Accountability Act Compliance Security Rule Administrative, Physical, & Technical Safeguards adopted April 2014 3. Privacy and Security Breach of Private Health Information adopted April 2014
Page 5 Environmental Health Consultant Contract Diane Thorson, Public Health Director, introduced the topic of entering into a delegation agreement for food and lodging licensing with the State of Minnesota. She indicated that Otter Tail County informed MDH last year of the intent to move forward on a delegation agreement. Ms. Thorson stated that an ordinance, policies, and procedures need to be developed prior to the State accepting this agreement. Motion by Huebsch, second by Rogness, and unanimously carried to explore hiring an outside consultant to develop an ordinance, policies, and procedures for licensing and inspections of Food, Pool, Lodging, and the associated public water supplies in those settings. Ms. Thorson indicated that the cost of running the program is covered by fees collected from the businesses/establishments that require licensure. Adult MH Local Advisory Committee & BCOW MH Initiative Deb Sjostrom, Interim Human Services Director introduced Fonda Knudson and LuAnne Hanson who are the Co-Chairs of the Adult MH LAC. Ms. Knudson presented the activities of the LAC during the month of May which is Mental Health Awareness Month. Discussion followed about the scope of mental health needs and the nine-county regional assessment recently completed. Margaret Williams, Human Services Supervisor, briefed the Board on the BCOW (Becker, Clay, Otter Tail & Wadena) Adult Mental Health Initiative, its programs, and related funding. MAY IS MENTAL HEALTH MONTH PROCLAMATION Otter Tail County Resolution No. 2014-28 Commissioner Froemming offered the following and moved its adoption: WHEREAS, the U.S. Surgeon General states that mental health is fundamental to health and indispensable to personal well-being, family and interpersonal relationships, and contributes to community and society; and WHEREAS, the U.S. Surgeon General confirms that mental illness affects one in five Americans every year, regardless of age, gender, race, ethnicity, religion or economic status; and WHEREAS, the U.S. Surgeon General has found that a range of treatment exists for most mental disorders and the efficacy of mental health treatments are well documented; and WHEREAS, Otter Tail County has made a commitment to community-based systems of mental health care for all residents and has appointed Local Mental Health Advisory Committee for children and adults; and WHEREAS, the guiding principles of community mental health care have always been comprehensiveness, cost-efficiency, effective management and high-quality and consumer responsive services, and these principles are now being adopted by private and public healthcare payers; and WHEREAS, the National Mental Health Association, the National Council for Community Behavioral Healthcare and their national partners, the National Alliance for the Mentally Ill and their local affiliates observe Mental Health Month every May to raise awareness and understanding of mental health and illness. NOW, THEREFORE, we, The Otter Tail County Board of Commissioners, by virtue of the authority vested in us as County Commissioners of Otter Tail County, do hereby proclaim May 2014 Mental Health Month in Otter Tail County. As County Commissioners of Otter Tail County we call all citizens, government agencies, public and private institutions, business and schools to recommit our community to increasing awareness and understanding of mental illness and the need for appropriate and accessible services for all people with mental illness.
Page 6 Commissioner Rogness seconded the resolution and, upon being put to vote, the resolution was unanimously adopted this 22 nd day of April, 2014. Dated: Attest: Larry Krohn, Clerk By: Wayne Johnson, Board of Commissioners Chair FOSTER CARE MONTH - MAY 2014 Otter Tail County Resolution No. 2014 29 Commissioner Froemming offered the following and moved its adoption: WHEREAS, the family, serving as the primary source of love, identity, self-esteem and support, is the very foundation of our communities, our state, and our Country; and WHEREAS, in 2014 there were 50 children in the Otter Tail County licensed foster homes. Foster care provides a safe, secure and stable home for children also providing compassion and nurturance of a family setting; and WHEREAS, in 2014, Otter Tail County Human Services currently has 36 licensed foster families who have opened their homes and hearts to children whose families are in crisis, play a vital role helping children and families heal, reconnect, and launch children into successful adulthood; and WHEREAS, there are over 162 adults in licensed adult family foster care homes; and WHEREAS, there are over 48 licensed adult family foster care providers, who have opened their homes to provide a family environment to individuals with developmental disabilities, mental illness or who are elderly; and WHEREAS, there are numerous individuals, public and private organizations who work to increase public awareness of the needs of children and adults in foster care as well as the enduring and valuable contribution of foster care providers. NOW, THEREFORE, we, the Otter Tail County Board of Commissioners, do hereby proclaim May as FOSTER CARE MONTH in Otter Tail County and urge all citizens to volunteer their talents and energies on behalf of children/adults in foster care, foster parents, and the professional staff working with them during this month and throughout the year. Commissioner Rogness seconded the resolution and, upon being put to vote, the resolution was unanimously adopted this 22 nd day of April, 2014. Dated: Attest: Larry Krohn, Clerk By: Wayne Johnson, Board of Commissioners Chair
FAMILY CHILD CARE PROVIDER WEEK PROCLAMATION MAY 8 TH 12 TH 2014 Otter Tail County Resolution No. 2014 30 Commissioner Froemming offered the following and moved its adoption: WHEREAS, Otter Tail County has over 133 licensed family child care providers; and Page 7 WHEREAS, Otter Tail County family child care providers serve approximately 1,350 children and their families; and WHEREAS, children are Otter Tail County s most valuable asset and resource; and WHEREAS, the care and education of Otter Tail County s children provided by licensed family child care givers is an invaluable occupation; and WHEREAS, many Otter Tail County families choose child care outside their own home; and WHEREAS, licensed family child care providers are highly competent, dedicated, caring, and concerned professionals. NOW, THEREFORE, BE IT RESOLVED, That the Otter Tail County Board of Commissioners hereby proclaims the week of May 8 th 14 th 2014, as Licensed Family Child Care Provider Week in Otter Tail County, in honor of its many licensed family child care providers, and asks the community to join in recognizing the valuable contributions these family child care providers make to our community. Commissioner Rogness seconded the resolution and, upon being put to vote, the resolution was unanimously adopted this 22 nd day of April, 2014. Dated: Attest: Larry Krohn, Clerk By: Wayne Johnson, Board of Commissioners Chair CSAH 15 Bridge Replacement S.A.P. 056-615-018 The Public Works Director presented pictures of Bridge No. 7267 on CSAH 15 over the Otter Tail River. Motion by Huebsch, second by Froemming, and unanimously carried to authorize the appropriate County Officials signatures to execute an agreement between the County of Otter Tail and KLJ, Inc. for professional services for the Bridge No. 7267 replacement project on CSAH 15 at Orwell Dam. TIGER Grant Application Motion by Rogness, second by Lindquist and carried, with Froemming abstaining, to authorize the Chairman s signature on a letter of support for transportation and municipal utility improvements within the City of Parkers Prairie. The City of Parkers Prairie is applying for grant dollars through the TIGER program.
Page 8 CSAH 36 Culvert Replacement Motion by Rogness, second by Lindquist, and unanimously carried to award the CSAH 36 Culvert Replacement project to Landwehr Construction, Inc. of St. Cloud, MN at the low quote of $41,563.00 and $12.00 per cubic yard of borrow material. Spring Highway Road Tour Postponed Motion by Rogness, second by Lindquist, and unanimously carried to postpone the May 2, 2014 spring highway road tour. The tour(s) will take place as the Transportation Plan is developed. Closed to the Public At 2:53 p.m., Chairman Johnson declared the Board of Commissioners meeting closed to the public to discuss Attorney-Client privilege strategies regarding the Westridge Mall Tax Appeals. The closed session is authorized under Attorney-Client privilege, M.S. 13D.05, Subd. 3(b). Present were all five seated Commissioners, County Attorney, County Administrator, Assessor, Land Services Director, and Board Secretary. Adjournment At 3:29 p.m., Chairman Johnson declared the Closed Session complete and the meeting opened to the public. With no additional agenda items to consider, the Chairman declared the meeting of the Otter Tail County Board of Commissioners adjourned. The next County Board meeting is scheduled at 9:30 a.m. on Tuesday, May 6, 2014. Dated: Attest: Larry Krohn, Clerk By: Wayne Johnson, Board of Commissioners Chair CB/kd
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