OCTOBER 17, 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., October 17, 2017 in the Commissioners Room, Government Center, Crookston, MN. Members present: Commissioner Gerald Jacobson, Commissioner Warren Strandell, Commissioner Gary Willhite, Commissioner Joan Lee, Don Diedrich and Charles S. Whiting, County Administrator, Clerk of the Board. Others present: Michelle Cote, Deputy Clerk of the Board. REVISED AGENDA A motion was made by Commissioner Lee seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve the October 17, 2017 revised Board agenda adding No. 6 under the Consent Agenda and adding No. 2 under Josh Holte Planning and Zoning. CONSENT AGENDA A motion was made by Commissioner Jacobson seconded by Commissioner Strandell and adopted by unanimous vote of the Board to approve the October 17, 2017 consent agenda: 1. Approve the October 3, 2017 Board minutes. 2. Approve Commissioner Warrants: General Revenue Fund, $103,344.99; Public Works Fund, $79,789.77 ; Public Safety Fund, $21,815.99; Public Health Fund, $38,802.68; Forfeited Tax Sale Fund, $174.97; CAP Grant Project, $80,493.17; Special Assessments (Ditch) Fund, $12,660.73; Environmental Services Fund, $38,849.85; Resource Recovery Fund, $64,952.12; Landfill Fund, $18,869.58; Per Diems $1,800.00, and Meal Reimbursements (w/o overnight lodging), $26.70 and Sign Audit List. 3. Approve payment to Card Members Services, St. Louis, MO in the amount of $12,579.98 for credit card purchases. 4. Approve payment to Fleetmatics, Waltham, MA in the amount of $874.00 for Vehicle Tracking Subscription for the Sheriff s Office. 5. Approve payment to MorningStar Psychological Services, PLLC, Eagan, MN in the amount of $3,930.00 for services provided to the MN Attorney General s Office for the Polk County Attorney s Office. 6. *Approve payment to Occupational Safety and Health Division, St. Paul, MN in the amount of $980.00 for penalty fees at the Bjella Building, McIntosh, MN. COUNTY BOARD MEMBERS ISSUE FORUM 1. Commissioner Jacobson brought forth that he attended the Triple A Land of the Dancing Sky where grant funding was the focus. He brought forth that he will be attending a meeting with DNR regarding water levels and wells in the Erskine area. 2. Commissioner Strandell brought forth discussion regarding the audit from Rebecca Otto, State Auditor. Also brought forth was that he attended the Northwest Regional Communications Board and the Northwest Regional Development Commission meetings. Also attended was Tri County Corrections meeting where the census and per diems were the focus. In addition they adopted the 2018 Budget which amounted to a 2.4% increase to the Polk County share. October 17, 2017 Page 1
3. Commissioner Willhite brought forth that he attended the Tri Valley Opportunity Council Board meeting where health and dental plans were discussed. The six (6) month window for the lease option for the Fournet Building expires at the end of October. The Tri Valley Opportunity Council Board wished this time period to expire before exploring other location options. 4. Commissioner Lee brought forth that she attended a DAC meeting where finances were the focus. They are approximately $19,000 over budget. Also brought forth was information regarding phone calls received from Senator Mark Johnson and Christine Davis of Enbridge regarding Line 3. 5. Commissioner Diedrich brought forth that he attended the Tri Valley Foster Grandparent Recognition Dinner. All attended the Tri Valley Opportunity Council Board Meeting where the focus was the upcoming ground breaking ceremony for the Agassiz Townhomes in addition to the health and dental plans. 6. Enbridge / Line 3: Discussion was brought forth by Commissioner Diedrich regarding Enbridge Line 3 support. At a previous meeting the board by consensus agreed that they would not attend the meeting in Bemidji this evening. It was brought forth that Commissioner Diedrich and Lee would attend the meeting as a listening delegation. SHERIFF Barb Erdman, Polk County Sheriff came before the Board with matters pertaining to her department: 1. 2018 Software Purchase A motion was made by Commissioner Strandell seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve the Sheriff s Office to purchase Mapping/AVL software in the amount of $51,901.00 from Zeucher Suites, Sioux Falls, SD. The software will be installed in 2017 and paid in 2018. This software will allow transferring mapping software from Geo-Comm to Zeucher and will also move all of the patrol vehicles from the current AVL vendor Fleetmatics to Zeucher. PROPERTY RECORDS Michelle Cote, Property Records Director came before the Board with matters pertaining to her department: 1. Resolution (2017-66) A Resolution To Participate In the City Of Crookston s Housing Incentive Program Which Includes Property Tax Abatements A Resolution To Participate in the City of Crookston s Housing Incentive ProgramWhich Includes Property Tax Abatements RESOLUTION (2017-66) The following resolution (2017-66) was offered by Commissioner Willhite: WHEREAS, Minnesota Statutes 469.1812 through 469.1815 authorize property tax abatements for Community Economic Development purposes, and WHEREAS, The City of Crookston desires to offer a program pursuant to said statutes. October 17, 2017 Page 2
NOW THEREFORE BE IT RESOLVED, By the Board of County Commissioners of Polk County that Polk County does authorize a housing incentive tax abatement program with the following parameters: 1. The City of Crookston, Independent School District 593 and Polk County participate in the program. 2. The program would apply to new residential construction only. New residential construction shall include modular homes and stick built homes. 3. The program would apply to single-family dwellings, including town homes and twin homes, ready for occupancy in the years 2016, 2017, 2018 and 2019 4. The abatement of real property taxes would be for two years. The first two years where payment of taxes are based upon the value of the new dwelling. 5. The City of Crookston shall be responsible to notify Polk County of which properties are in the program at the time the real property is acquired and arrange for the proper hearing(s) as required by law. 6. This resolution is considered to be a 4 year extension of the existing program. Commissioner Strandell seconded the foregoing resolution and it was declared adopted upon the following vote. YEAS: Jacobson, Lee, Diedrich, Willhite Strandell. NAYS: None. STATE AUDITOR S Bob Johnson, State Auditor s Office came before the Board with matters pertaining to the State Auditor s Office: 1. 2016 Audit Presentation The 2016 State of Minnesota Office of the State Auditor Audit was discussed and presented to the Board. (2016 Audit on file in the Administrator s Office) ENVIRONMENTAL SERVICES/PLANNING AND ZONING Josh Holte, Assistant Environmental Services Administrator came before the Board on behalf of Jon Steiner, Environmental Services Director with matters pertaining to Environmental Services: 1. Purchase of Major Equipment for MRF Upgrade Polk County Resource Recovery Facility is looking to upgrade the MRF and Recyclable material processing. This is a 50% grant eligible expense under Phase I and II of the project. A motion was made by Commissioner Strandell seconded by Commissioner Lee and adopted by unanimous vote of the Board to place the order for the following equipment for Phase I: Drum Feeder not to exceed $190,000 Infeed not to exceed $129,800 OCC Screen not to exceed $165,845.00 Baler Infeed not to exceed $109,200.00 Trommel not to exceed $304,287.00 Ballistics not to exceed $592,000.00 Debris Roll Screen not to exceed $95,000.00 Eddy not to exceed $60,000.00 Crossbelt not to exceed $29,000.00 October 17, 2017 Page 3
2. Ash Conveyor Replacement A motion was made by Commissioner Willhite seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to approve payment to EvenAire Systems, Inc., Shevlin, MN in the amount of $33,000.00 for the installation of the ash conveyor system during the Resource Recovery Facility outage when doing foundation work for the expansion project. HIGHWAY Richard Sanders, Polk County Highway Department came before the Board with matters pertaining to his department: 1. Approve Certificate of Performance for SAP 060-599-273 & Approve Certificate of Final Acceptance A motion was made by Commissioner Jacobson seconded by Commissioner Strandell and adopted by unanimous vote of the Board to approve the Certificate of Performance for SAP 060-599-273 and have the County Engineer sign the Certificate. A motion was made by Commissioner Willhite seconded by Commissioner Lee and adopted by unanimous vote of the Board to approve the Certificate of Final Acceptance for this Contract and allow the County Administrator and the County Engineer to sign the Final Voucher 2. Steffes Auction Results Discussion was held with the Board regarding the final results for the Service Truck and two Tractors that were auctioned off using Steffes Auctioneers. The final results of the auction were $12,750.00 for the 2000 Chevrolet 3500; $16,250.00 for the 2002 New Holland TS90; and $21,250.00 for the 2004 New Holland TS100A (minus 7% commission). 3. Nielsville Bridge Update An update was given to the Board regarding the Nielsville Bridge. The Tiger Grant Application was submitted on 10/13/2017. WEST POLK SOIL & WATER CONSERVATION DISTRICT Nicole Bernd, District Manager of the West Polk Soil & Water Conservation District came before the Board with matters pertaining to the Conservation District: 1. 2018 2019 State of Minnesota Board of Water & Soil Resources Natural Resources Block Grant Agreement A motion was made by Commissioner Lee seconded by Commissioner Willhite and adopted by unanimous vote of the Board to approve and sign the 2018-2019 State of Minnesota Board of Water & Soil Resources Natural Resources Block Grant Agreement as presented which creates a $16,044.50 Polk County match liability for each year. (Agreement on file in the Administrator s Office) ADMINISTRATION Chuck Whiting, Polk County Administrator came before the Board with matters pertaining to his department: 1. MCIT Notice of Vote for Joint Powers Agreement Amendments and Selection of Voting Delegate and Alternate October 17, 2017 Page 4
The Proposed Joint Powers Agreement for Minnesota Counties Intergovernmental Trust was discussed and presented to the Board. A motion was made by Commissioner Willhite seconded by Commissioner Lee and adopted by unanimous vote of the Board to designate Commissioner Diedrich as the Board s voting delegate to the Minnesota Counties Intergovernmental Trust (MCIT) Board of Directors **Commissioner Diedrich abstained from the vote. A motion was made by Commissioner Willhite seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to designate Commissioner Lee as the Board s voting alternate delegate to the Minnesota Counties Intergovernmental Trust (MCIT) Board of Directors. (Proposed Joint Powers Agreement is on file in the Administrator s Office) 2. Request to Fill Vacancy Human Resources Coordinator Becky Kofoed, Human Resources Coordinator will be terminating her employment with Polk County before year ending 2017. A motion was made by Commissioner Strandell seconded by Commissioner Jacobson and adopted by unanimous vote of the Board to authorize the process to begin to address the Human Resources Coordinator vacancy. 3. 2018 Budget a. Capital Projects Discussion was held with the Board regarding the capital projects for 2018. b. Personnel Discussion was held with the Board regarding Personnel matters for 2018. c. Appropriations Discussion along with a handout was presented to the Board regarding the 2018 Appropriation requests. (Handout on file in the Administrator s Office) d. Audit Options Discussion was held with the Board regarding the 2017 audit. A letter to the State Auditor dated July 26, 2016 was also presented. (Letter on file in the Administrator s Office) COMMISSIONER WARRANTS A motion was made by Commissioner Jacobson seconded by Commissioner Strandell and adopted by unanimous vote of the Board that the following Commissioner Warrants were approved: COMMISSIONER WARRANTS DATED 10/20/2017 APPROVED 10/17/2017 Vendor Name Amount Acme Tools - Grand Forks 2,149.99 Al's Electric Inc 12,227.35 Assoc Of Mn Counties 2,625.00 Beltrami Industrial Services 17,525.53 Bemidji Welders Supply 3,285.08 Brad's Electric 3,431.09 Braun Intertec Corp 4,811.50 Breezy Point Resort 3,130.35 Christian Brothers Ford Inc 2,764.78 October 17, 2017 Page 5
Church & Dwight Co Inc 8,642.76 Commissioner Of Transportation 3,655.44 Crookston Fuel Company 6,415.74 GP Excavating LLC 5,070.00 Higher Ground 6,170.80 Innovative Office Solutions LLC 3,595.21 Jorud/Alyssa 2,500.00 Kimball Midwest 2,579.96 Kustom Kollision 7,494.78 Lepier Oil Company Inc 5,392.23 Level 5 Services 2,900.00 Liberty Tire - Mn 21,261.05 Mayo Manufacturing Co 2,809.58 MCCC MI 33 6,489.66 Mn Counties Information Sys 2,461.50 Morris Electronics Inc 9,836.70 North Country Lumber Inc 6,623.28 Northside Express 6,910.81 Palmer Masonry & Concrete 4,536.00 Pemberton Sorlie Rufer & Kershner PLLP 5,483.41 Polk County Administrator 2,426.52 Polk County Highway Department 2,652.11 Polk County Highway Department 11,692.97 Polk County Maple Lake Park 3,098.48 Potters Industries Inc 4,944.00 Pro West & Associates Inc 3,710.07 Productivity Plus Account 3,363.19 Royal Tire 4,098.03 Sanofi Pasteur Inc 3,217.28 Schulz Carpeting 14,431.00 TheraCom LLC 4,985.36 Todd's Tire Service Inc 4,218.67 Trio Environmental Consulting Inc 2,138.50 True North Steel 8,799.57 Urt Llc 3,355.90 US Bank Voyager Fleet Sys 3,670.32 Wenck Associates Inc 4,608.90 Wenck Associates Inc 85,113.17 Ziegler Inc 3,018.48 277 Payments less than 2000 113,431.75 Final Total: 459,753.85 October 17, 2017 Page 6
With no further business the Board adjourned to reconvene at 8:00 a.m., October 31, 2017 ATTEST: Don Diedrich, Chair Charles S. Whiting, Polk County Administrator Clerk of the Board October 17, 2017 Page 7