McLEOD COUNTY BOARD OF COMMISSIONERS MEETING MINUTES January 20, 2015 CALL TO ORDER The regular meeting of the McLeod County Board of Commissioners was called to order at 9:00 a.m. by Chair Paul Wright in the County Board Room. Commissioners Krueger, Nies, Shimanski, and Nagel were present. County Administrator Patrick Melvin, Central Services Coordinator Betty Werth, County Attorney Michael Junge and County Auditor-Treasurer Cindy Schultz were also present. PLEDGE OF ALLEGIANCE At the request of the Board Chair, all present recited the Pledge of Allegiance. RETIREMENT RECOGNITION Recognition of Sheriff Deputy Dan Kirchoff s retirement and presentation of a plaque in appreciation for his twenty seven years of service to the McLeod County Sheriff Department from June 1, 1987 through January 30, 2015. Recognition of Building Maintenance Supervisor Wayne Rosenfeld s retirement and presentation of a plaque in appreciation for his twenty five years of service to the McLeod County Building Maintenance Department from December 11, 1989 through January 30, 2015. CONSIDERATION OF AGENDA ITEMS Nies/ Nagel motion carried unanimously to approve the agenda. CONSENT AGENDA A) January 6, 2015 Meeting Minutes and Synopsis with the correction of awarding the second publication of the 2014 McLeod County Financial Statement to the Herald Journal not the Hutchinson Leader as stated. B) January 2, 2015 Auditor's Warrants. C) January 9, 2015 Auditor's Warrants. D) Approve fire abatement for parcel 23.300.0070 owned by Nghia & Cang Nguyen. The fire occurred in 12/2013 and they have rebuilt and are moving in 1/2015. They qualify for a refund of $920. This is on the house and garage only. January 20, 2015 County Board Meeting 1
E) Approve Agreement between the National Association of County and City Health Officials (NACCO) and McLeod County Public Health Nursing for a Medical Reserve Corp grant in the amount of $3,500.00 to be designated for expenses from January 8, 2015-July 31, 2015. This pays for some of our county employees CPR training expenses and equipment. F) Approve contract between Carmen Patino and McLeod County Public Health to provide interpreter services at our Public Health Clinics and on home visits at a rate of $29.63/hour effective January 1, 2015- December 31, 2015. Shimanski/Krueger motion carried unanimously to approve the consent agenda with the correction of awarding the second publication of the 2014 McLeod County Financial Statement to the Herald Journal not the Hutchinson Leader as stated. PAYMENT OF BILLS COMMISSIONER WARRANT LIST General Revenue Fund $ 221,443.29 Road & Bridge Fund $ 24,461.07 Solid Waste Fund $ 43,188.12 Special Revenue Fund $ 20,281.14 Shimanski/Krueger motion carried unanimously to approve payment of bills totaling $309,373.62 from the aforementioned funds. SHERIFF DEPARTMENT Sheriff Scott Rehmann A. Scott Rehmann requested approval to purchase three 2015 Ford Police Interceptor Utility Vehicles from Nelson Auto Center (Fergus Falls, MN) via State bid for a price of $29,725.95 for one, $25,986.95 for one and $26,619.95 for one for a total cost of $82,332.85 with funding coming from the Sheriff s 2015 budget. Vehicles will replace a 2004 Chevrolet Impala, a 2006 Ford Expedition and a 2008 Dodge Charger all with high mileage. Nies/Nagel motion carried unanimously to approve purchase three 2015 Ford Police Interceptor Utility Vehicles from Nelson Auto Center (Fergus Falls, MN) via State bid for a price of $29,725.95 for one, $25,986.95 for one and $26,619.95 for one for a total cost of $82,332.85 with funding coming from the Sheriff s 2015 budget. B. Scott Rehmann requested approval to purchase one 2015 Dodge Charger WD from Dodge of Burnsville (Burnsville, MN) via State bid January 20, 2015 County Board Meeting 2
for a price of $26,337.00 with funding coming from the Sheriff s 2015 budget. Vehicle will replace a 2010 Dodge Charger currently in patrol. Nies/Shimanski motion carried unanimously to approve the purchase of one 2015 Dodge Charger WD from Dodge of Burnsville (Burnsville, MN) via State bid for a price of $26,337.00 with funding coming from the Sheriff s 2015 budget. C. Upon the recommendation of the Personnel Committee Scott Rehmann requested approval to promote Full-Time Deputy (grade 19) to Full- Time Sheriff Sergeant (grade 25). This will result in an additional sergeant position overseeing civil process and court security but will not result in an increase in fulltime employees as they will not be replacing the resulting deputy vacancy. Wright/Shimanski motion carried unanimously to approve the recommendation to promote Full-Time Deputy (grade 19) to Full-Time Sheriff Sergeant (grade 25). D. Scott Rehmann requested approval of out of state travel for Kate Jones to attend the National American Jail Association Conference in Charlotte, NC April 19-22, 2015 at an estimated cost of $1,700.00 with funding coming from the 2015 Jail budget. Nies/Wright motion carried unanimously to approve out of state travel for Kate Jones to attend the National American Jail Association Conference in Charlotte, NC April 19-22, 2015 at an estimated cost of $1,700.00 with funding coming from the 2015 Jail budget. HUMAN RESOURCES County Administrator Pat Melvin A. Public Health Agency Coordinator position No Recommendation at this time. Further discussion to be held. B. Upon the recommendation of the Personnel Committee Pat Melvin requested approval to hire a Full-Time Technical Clerk (grade 12) for the Public Health department. This is a new position to work primarily in the Community Care division with Prime West activities. Wright/Shimanski motion carried unanimously to approve the hiring of a Full-Time Technical Clerk (grade 12) to work in the Community Care division with Prime West activities. C. Discussion of Building Maintenance Supervisor Retirement. Further discussion to be held regarding a full-time Building Services Supervisor/Purchasing Coordinator when the opportunity for the January 20, 2015 County Board Meeting 3
transition occurs. This is a new classification Grade 21, 688 points. This position will be have the main responsibilities of the supervisory and purchasing role over Building Maintenance and will be responsible for the auto, liability and property and casualty insurance with MCIT. This position will also oversee the purchasing of various equipment and services for all County departments. (With the issuance of department credit cards, departments will now handle more supplies and basic purchases.) D. Upon the recommendation of the Personnel Committee Pat Melvin requested approval of a temporary increase in hours for 8 weeks for a Part-Time Building Maintenance employee from 28 up to 40 hours beginning February 2, 2015. Shimanski/Krueger motion passed unanimously to approve a temporary increase in hours for 8 weeks for a Part-Time Building Maintenance employee from 28 up to 40 hours beginning February 2, 2015. E. Upon the recommendation of the Personnel Committee Pat Melvin requested approval to hire a Full-Time Building Maintenance position (grade 11). This position will not be an increase in full time employees as it will be needed with the proposed change detailed in Item C above. Shimanski/Nagel motion carried unanimously to approve to hire a Full-Time Building Maintenance position (grade 11). F. Update on Keystone Study Employees from four departments have been scheduled to discuss their job descriptions with Keystone and two more are scheduled for next week. Per the timeline provided by Keystone, all interviews should be done by the end of February 2015. The timeline is to be completely done with the Classification Study by July 2015. No action required. G. Discuss pending Assistant/VSO absence Received update on possible deployment of Assistant Veteran Services Officer. Further updates needed. No action required. H. Upon the recommendation of the Personnel Committee Pat Melvin requested approval to hire a full-time position to fill a vacancy due to resignation and hire at the highest grade based on the Appraiser January 20, 2015 County Board Meeting 4
certification that the best candidate has, Appraiser II (grade 18), Appraiser I (grade 15) or Clerk Appraiser (grade 14). Wright/Krueger motion passed unanimously to approve to hire a full-time position to fill a vacancy due to resignation and hire at the highest grade based on the Appraiser certification that the best candidate has, Appraiser II (grade 18), Appraiser I (grade 15) or Clerk Appraiser (grade 14). I. Pat Melvin requested approval of the revised Avesis Vision Insurance renewal which reflects a 3 percent increase. Nies/Nagel motion carried unanimously to approve the revised Avesis Vision Insurance renewal which reflects a 3 percent increase. PUBLIC HEALTH Health Educator Kerry Ward Health Educator Kerry Ward updated the Board on the Voluntary Premium Credit Program available through McLeod County and Medica. Completing three out of five wellness credits in 2015 will entitle employees to a premium reduction credit towards their 2016 health care premium. 115 participants received a $15/month credit in 2015. Kerry Ward also explained My Health Rewards by Medica, creating a personalized path to health and earning rewards totaling up to five $20 gift cards upon completion. COUNTY ADMINISTRATION A. Pat Melvin requested approval of the Wold Architects proposal for work outside of the initial jail remodel and Courthouse security project totaling $310,000 plus $23,250 additional architectural fees. $160,000 Judd Avenue Reconstruction $ 60,000 Kitchen Relocation Equipment $ 90,000 Electrical and Technology Nies/Shimanski motion passed unanimously to approve the proposal of Wold Architects for work outside of the initial jail remodel and Courthouse security project totaling $310,000 plus $23,250 additional architectural fees. Nagel/Krueger motion passed unanimously to open the Public Hearing on Redetermination of Ditch 20 and Ditch 22. January 20, 2015 County Board Meeting 5
PUBLIC HEARING REDETERMINATION OF DITCH 20 AND DITCH 22 The Public Hearing for the Redetermination of Ditch Benefits of County Ditch No. 20 and No. 22 was called to order at 10:00 a.m. by Chair Paul Wright in the County Board Room. Commissioners Krueger, Nies, Shimanski, and Nagel were present. County Administrator Patrick Melvin, Central Services Coordinator Betty Werth, County Attorney Michael Junge and County Auditor-Treasurer Cindy Schultz were also present. CONSIDERATION OF AGENDA ITEMS Nies/ Nagel motion carried unanimously to approve the agenda. Shimanski/Nies motion passed unanimously to approve the Redetermination of Benefits Meeting Minutes of November 20, 2014. FINDINGS AND ORDER OF THE MCLEOD COUNTY BOARD OF COMMISSIONERS ACTING AS DRAINAGE AUTHORITY FOR COUNTY DITCH NO. 20 Findings of Fact and Order Regarding Redetermination of Benefits For McLeod County Ditch No. 20 The Drainage Authority, having completed its public hearing, its examination of all files and records herein, its hearing of all interested persons, and its consideration of all reports, makes the following: FINDINGS 1. On April 2, 2013, the McLeod County Board of Commissioners approved a Redetermination of Benefits for County Ditch No. 20. 2. Ron Ringquist, John Dotolo, and Brad Wick were appointed as viewers and John Cunningham was appointed as an alternate. 3. A public hearing was held on January 20, 2015, at the McLeod County Courthouse in Glencoe, McLeod County, Minnesota. 4. McLeod County Attorney Michael Junge was present. 5. McLeod County Auditor-Treasurer Cindy Schultz was present and provided evidence that proper notice had been made setting the hearing for January 20, 2015. January 20, 2015 County Board Meeting 6
6. Viewer Ron Ringquist explained the method of determining benefits and damages under the redetermination of benefits and went through the Viewer s Redetermination of Benefits Report and the Benefits and Damages Statement. The Viewer s Report, as filed and amended, showed net benefits of $754,352.88, as is shown in Exhibit A, which is the Viewer s Report, which is included by this reference. 7. That public comment and questions were received and addressed. 8. That this system is all tile and no new easements need be acquired. 9. That the benefits and damages of the proposed redetermination have been properly determined. NOW, THEREFORE, IT IS ORDERED as follows: 1. That the Viewer s Report, as amended, and the assessment of benefits and damages, attached as Exhibit A, is adopted. 2. That redetermined benefits and damages, and benefited and damaged areas shall take the place of and shall be used in determining assessments from the date of approval. 3. That the McLeod County Auditor-Treasurer is directed to take all necessary actions to implement this redetermination of benefits. 4. That the McLeod County Auditor-Treasurer shall cause this Findings of Fact and Order to be recorded against the affected parcels of real property. 5. That the appeal period will be 30 days after this Order is signed and filed in the County Auditor-Treasurer s Office. Addressing the Board with concerns regarding the redetermined benefits on County Ditch 20 was Scott Exsted, Parcel No. 01.025.0100. Mr. Exsted questioned the amount of listed acreage draining into Ditch 20, feeling that the correct number would be approximately 42 versus the 102. Mr. Exsted was informed that he can request by petition to opt out of the ditch system but the County Board may determine not to accept his petition if it could have a negative effect on the Ditch. Ron Rauch, Acoma Township Supervisor, asked for an explanation of the redetermination of benefits for Acoma Township and was informed that 210 th Street benefits from the Ditch System. Nies/Nagel motion passed unanimously to approve the Findings of Fact and Order and Exhibit A regarding Redetermination of Benefits for McLeod County Ditch 20. FINDINGS AND ORDER OF THE MCLEOD COUNTY BOARD OF COMMISSIONERS ACTING AS DRAINAGE AUTHORITY FOR COUNTY DITCH NO. 22 Findings of Fact and Order Regarding January 20, 2015 County Board Meeting 7
Redetermination of Benefits For McLeod County Ditch No. 22 The Drainage Authority, having completed its public hearing, its examination of all files and records herein, its hearing of all interested persons, and its consideration of all reports, makes the following: FINDINGS 1. On April 2, 2013, the McLeod County Board of Commissioners approved a Redetermination of Benefits for County Ditch No. 22. 2. Ron Ringquist, John Dotolo, and Brad Wick were appointed as viewers and John Cunningham was appointed as an alternate. 3. A public hearing was held on January 20, 2015, at the McLeod County Courthouse in Glencoe, McLeod County, Minnesota. 4. McLeod County Attorney Michael Junge was present. 5. McLeod County Auditor-Treasurer Cindy Schultz was present and provided evidence that proper notice had been made setting the hearing for January 20, 2015. 6. Viewer Ron Ringquist explained the method of determining benefits and damages under the redetermination of benefits and went through the Viewer s Redetermination of Benefits Report and the Benefits and Damages Statement. The Viewer s Report, as filed and amended, showed net benefits of $513,736.68, as is shown in Exhibit A, which is the Viewer s Report, which is included by this reference. 7. That public comment and questions were received and addressed. 8. That this system is all tile and no new easements need be acquired. 9. That the benefits and damages of the proposed redetermination have been properly determined. 10. That the following two parcels have subsurface drainage to the north, and therefore, only surface drainage is considered in determining benefits. Parcel Number: 08.018.0300 Parcel Number: 08.020.0100 Name: John & Janet Klapotz Name: Roger D & Charlene E. Dostal Description: NWSE Description: NWNW Section: 18-117-29 Section: 20-117-29 NOW, THEREFORE, IT IS ORDERED as follows: 1. That the Viewer s Report, as amended, and the assessment of benefits and damages, attached as Exhibit A, is adopted. 2. That redetermined benefits and damages, and benefited and damaged areas shall take the place of and shall be used in determining assessments from January 20, 2015 County Board Meeting 8
the date of approval. 3. That the McLeod County Auditor-Treasurer is directed to take all necessary actions to implement this redetermination of benefits. 4. That the McLeod County Auditor-Treasurer shall cause this Findings of Fact and Order to be recorded against the affected parcels of real property. 5. That the appeal period will be 30 days after this Order is signed and filed in the County Auditor-Treasurer s Office. Addressing the Board with concerns of future work on the Ditch 22 system was Patsy Amundson, representing Stella Rauch, Parcel No. 08.020.0800. Nies/Nagel motion passed unanimously to approve the Findings of Fact and Order and Exhibit A regarding Redetermination of Benefits for McLeod County Ditch 22. Nies/Krueger motion passed unanimously to close the public hearing at 10:30 a.m. COUNTY ADMINISTRATION, Continued B) Pat Melvin requested consideration of January 14, 2014 Budget Committee Recommendations. 1. Consider additional budget dollars for improvements made to Courtroom 3. The County is responsible for providing the Court facilities which includes any furniture that is permanently attached. Nies/Wright motion passed unanimously to continue with the Courtroom 3 remodel project with costs not to exceed $125,000. 2. Pat Melvin gave an update of 2015 bonding funds. 3. Pat Melvin discussed the Honeywell card access system. The Board directed Pat Melvin, Vince Traver and Matt Troska to put together an RFP for a card access system for badge and/or fingerprint entry. 4. Upon the recommendation of the budget committee Pat Melvin requested approval of a new Auditor-Treasurer Property Taxation and Drainage Ditch Administrator acknowledging that there have been no changes since the departments of Treasurer and Auditor have been combined and the workload has increased. Nies/Shimanski motion passed unanimously to approve a new Auditor-Treasurer Property Taxation and Drainage Ditch Administrator position. 5. Suggestions for proposed February workshop. a. Discuss General Contractor vs. Construction Manager for Jail addition and remodel project. b. Review street light process John Brunkhorst, Highway January 20, 2015 County Board Meeting 9
6. Appointments for 2015 Committees a. Joe Nagel will be primary appointee and Doug Krueger will become the alternate. Shimanski/Nies motion passed unanimously to approve Joe Nagel as the primary appointee and Doug Krueger as alternate for 2015 on the Extension Committee. b. Regional Rail Authority should not be on McLeod County s Committee Schedule. Commissioner Nies stated that per diem s are not allowed for these meetings. c. Appointment of Ryan Lemke to the Parks Board and Donna Davidson to the Public Health Advisory Board. Krueger/Nies motion passed unanimously to approve the appointments of Ryan Lemke to the Parks Board and Donna Davidson to the Public Health Advisory Board. 7. Student Government Day 2015 a. Commissioner Krueger will serve on committee and update the Board b. Work with Auxiliary and Veteran Services Officer for ideas c. Option to bring Board meeting to GSL High School gym. Contact Tom Schoper, Social Studies, to discuss. 8. Reschedule Joint Ditch Meeting. Conflicts with Joint Legislative Conference to be held March 4-5 at Crowne Plaza, St. Paul Riverfront. Cindy Schultz will assist in re-scheduling. Nies/Krueger motion carried unanimously to adjourn at 11:05 a.m. until 9:00 a.m. on February 3, 2015 in the County Boardroom. ATTEST: Paul Wright, Board Chair Patrick Melvin, County Administrator January 20, 2015 County Board Meeting 10