WADENA COUNTY BOARD OF COMMISSIONERS' MEETING SEPTEMBER 22, 2015 1 Call to Order and Pledge of Allegiance Wadena County Courthouse, Commissioners' Room 415 South Jefferson Street, Wadena, Minnesota Chairperson Bounds called the meeting to order at 9:00 a.m. and all present recited the Pledge of Allegiance. Present: District 1 Sheldon Monson District 2 Jim Hofer District 3 Bill Stearns District 4 Rodney Bounds District 5 Dave Hillukka Also present: County Coordinator Curt Kreklau, Jr., Wadena County Attorney Kyra Ladd, Zoning and Planning Director Deana Malone, Highway Engineer Ryan Odden, Human Services Director Tanya Leskey, Human Services Collections/Accounting Unit Supervisor Amie Gendron, Auditor's Office Senior Accountant Janet Kern, Rosalie Miller, Michael Hanan and Tammy Ehrmantraut of Solid Waste Department, Kent Runge, Amy Ament, Robert Johnson, Sebeka Review Messenger/Verndale Sun Reporter Matthew B. Johnson and Staples World Reporter Laurinda Porter. 2 Review and Approve 9-22-15 Regular County Board Meeting Agenda Moved by Commissioner Monson seconded by Commissioner Hofer to approve the agenda of the September 22, 2015 regular County Board Meeting as amended to add Mike Hanan-Solid Waste Budget, motion carried unanimously. 3 Board Warrants Moved by Commissioner Hillukka seconded by Commissioner Monson to approve payment of the Board Warrants in the amount of $323,189.38, motion carried unanimously. 4 Bob Johnson Office of State Auditor 2014 Audit Report Bob Johnson gave the audit report for 2014. He provided several handouts that included the General Fund Balance, Road and Bridge Fund Balance and Social Services Fund Balance and reported these are good, strong cash balances. He stated the County is falling within the State Auditor's recommendations as to where the unrestricted fund balances should be. The two areas of significant revenue are taxes 9/22/2015 Page 1
and intergovernmental revenues. The major area of expenditures are general government, public safety, highways and streets and human services. The Schedule of Findings and Questioned Costs indicates an unmodified opinion on the financial statements and federal awards. There were some Findings and significant deficiencies noted. There was no non-compliance material noted to the financial statements. Findings included Departmental Segregation of Duties, Audit Adjustments, Eligibility Testing and Collateral to Secure Deposits. 5 Mike Hanan Solid Waste Budget There are several changes in the 2016 budget. Their budget shows a negative $49,458. There are several areas that play into that. The biggest one is the tipping fees that they will pay for disposal of the waste that they collect. The tipping fee in Perham will change from $84 a ton to $94.50 beginning January 1, 2016. Wadena County typically processes close to 6,500 tons a year. Mr. Hanan is proposing the tipping fee at the transfer station be the equivalent at $94.50 a ton and the tipping fee to the hauler would be $89.50 a ton. Mr. Hanan would like to send out a letter to the hauler to notify them of the proposed changes to give them time to react. The Board gave him approval to do so. 6 Judy Taves Wadena Historical Society This item is tabled for a later date. Research needs to be done to determine the accreditation of Menahga Historical Society. 6a Rosalie Miller - 2016 Health Insurance Renewal Rates and Cafeteria Dollar Contribution Moved by Commissioner Stearns seconded by Commissioner Monson to approve the 2016 Health Insurance Rates from Blue Cross Blue Shield as presented, motion carried unanimously. Moved by Commissioner Monson seconded by Commissioner Hillukka to approve the increase in the Cafeteria Dollar contribution in the amount of one-half of the premium increase based on the $500.00 plan, motion carried unanimously. The Board recessed at 10:06 a.m. and reconvened at 10:17 a.m. 7 Judy Taves Budget Discussions/Preliminary Levy Commissioner Stearns offered the following Resolution and moved for its adoption. 2015/PAYABLE 2016 PRELIMINARY LEVY RESOLUTION NOW THEREFORE BE IT RESOLVED: That the Wadena County Board of Commissioners adopt and certify the Preliminary 2015 Property Tax Levy for Taxes Payable in 2016. Distributed to the various funds as follows: LESS COUNTY PRELIMINARY LEVY PROGRAM AID LEVY Revenue $5,472,553.00 ($464,621.00) $5,007,932.00 9/22/2015 Page 2
Public Health 207,110.00-0- 207,110.00 Building Fund 125,000.00-0- 125,000.00 Road & Bridge 1,357,822.00 (206,030.00) 1,151,792.00 Social Services 2,029,006.00 (220,594.00) 1,808,412.00 Total $9,191,491.00 ($891,245.00) $8,300,246.00 Adopted at Wadena, Minnesota this 22 nd day of September, 2015. Curtis Kreklau, Jr. Wadena County Coordinator Rodney Bounds, Chairperson Wadena County Board of Commissioners Commissioner Monson seconded the motion, motion carried unanimously. 2016 Preliminary Levy Revenue and Expenditures Budget Fund Revenues Expenditures 01 General Revenue $6,827,392.00 $7,027,272.00 03 Building Fund $125,000.00 $125,000.00 09 Public Health $1,180,379.00 $1,180,379.00 13 Road and Bridge $5,901,044.00 $5,901,044.00 15 Human Services $6,247,728.00 $6,330,102.00 17 Public Transit $570,674.00 $562,523.00 35 Solid Waste $1,185,255.00 $1,231,564.00 TOTAL $22,037,472.00 $22,357,884.00 8 Human Services Warrants Moved by Commissioner Hofer seconded by Commissioner Hillukka to approve payment of the Human Services Warrants in the amount of $86,592.90, motion carried unanimously. 9 Tanya Leskey and Amie Gendron Statistical Reports The monthly Wadena County Human Services Report was given. The caseload statistics indicated the total Maxis and MNSure cases for August is 3,730 and the unemployment rate for July is 5.4%. The contracted payment to West Central Regional Juvenile Center through August of 2015 is $26,500.00. The Budget Report indicated an ending cash balance on July 31, 2015 of $3,762,235.97 with foster care payments, Intensive In Home for Children's Mental Health and consolidated CD treatment fund slightly over budget. 11 Tanya Leskey Acceptance of School Supply Donation Moved by Commissioner Monson seconded by Commissioner Hofer to approve the following Resolution: 9/22/205 Page 3
Wadena County Board of Commissioners Resolution Accepting School Supply Donations for 2015 WHEREAS, MN statute 465.03 requires the governing body by resolution, accepted by a two-thirds majority of its members, expressing such terms in full, gifts, and; WHEREAS, Salvation Army donated $1,000.00 for school supplies, United Way donated $2,000.00 for school supplies, an anonymous donor made a $10.00 school supply contribution, Central United Methodist Women donated $50.00 for school supplies, and Monica and Larry Pilgrim donated $50.00 for school supplies, and; WHEREAS, each donor listed above prescribed the donation is for school supplies and funds were used in accordance with the spectified purpose. NOW, THEREFORE BE IT RESOLVLED, Wadena County Board of Commissioners accepts the above listed donations for school supplies for the 2015 school year. IN TESTIMONY WHEREOF THE WADENA COUNTY BOARD OF COMMISSIONERS has caused this resolution to be adoptd this 22 nd day of September, 2015. ATTEST: Curtis Kreklau, Jr. Wadena County Coordinator WADENA COUNTY BOARD OF COMMISSIONERS By Rodney Bounds, Chairperson Motion carried unanimously. 10 Tanya Leskey Staff Updates: 10.1 Tanya Leskey Acceptance of Resignation Moved by Commissioner Hillukka seconded by Commissioner Hofer to accept the resignation of Margaret Nelson effective September 25, 2015, motion carried unanimously. 10.2 Tanya Leskey Acceptance of Retirement Moved by Commissioner Hofer seconded by Commissioner Hillukka to accept the retirement of Wendy Young effective October 30, 2015, motion carried unanimously. Moved by Commissioner Monson seconded by Commissioner Hofer to accept the retirement of Carolyn Ouradnik effective October 2, 2015. For the Board's information Cheri Dobbs was hired at grade 54, step 2 ($3,309 mo) with start date of September 14, 2015. 9/22/2015 Page 4
10.3 Tanya Leskey Rehiring of CP Staff A Child Protection Worker, Cassandra Klimek, returned to Human Services on September 4, 2015. 10.4 Tanya Leskey Open Positions Update An internal promotion was done for Adult Services Team Lead, Lindsey Kirk, who has been working in the overall County system for nine years, effective date was September 21, 2015. Interviews are being completed this week for one Child Protection Worker, one Children's Mental Health and Team Lead position in the Children and Family Services Department. In October, they will have the Family Services Educator position and they have made one offer in Adult Services. There will be one current vacancy as of September 25 and another one on October 30. A discussion followed about the staff turnover rate. 12 Kent Runge Employment Services Overview and Approval of Needs Assessment Mr. Runge, Adult Services Supervisor, provided an overview of client employment services. They have been asked to provide a Needs Survey for the Rising Phoenix who is asking to add another service on to what they already do. The service is called DT&H (Day Treatment & Habilitation). It is a service focused specifically on clients who have developmental disabilities, such as teaching them basic living skills and taking care of themselves. Moved by Commissioner Stearns seconded by Commissioner Hofer for approval to support request of Needs Survey, motion carried unanimously. 13 Judy Taves Wellness Incentive Approval Moved by Commissioner Monson seconded by Commissioner Stearns to approve adding the suggested 2016 Wellness Pilot Program language to the Wadena County Personnel Policy as proposed, motion carried unanimously. 14 Judy Taves Budcapping Bid Moved by Commissioner Hillukka seconded by Commissioner Hofer for approval to award the bid for the 2015 bud capping to Kira Reoh in the amount of $706.80, motion carried unanimously. 15 Ryan Odden Highway Dept. Riding Mower Moved by Commissioner Hillukka seconded by Commissioner Monson for approval to purchase a Husqvarna RZ2448F from Ted's Hardware in Sebeka for $2,959.96, motion carried unanimously. 16 Ryan Odden & Curt Kreklau Courtroom Remodel Update Bruce from BKV and Hytec provided modifications on the small courtroom issues and cost of repairs. Mr. Odden is not in favor of the options they provided. He suggested giving them a counter-proposal to the fix and have them price it out. He feels the architect should be responsible for part of the cost. 9/22/2015 Page 5
As for the other aspects of the project, the buildout space is ready for carpet, the carpet for the small courtroom is being held off for now until the issues are resolved. The main front office area of the court administration is nearly done. Mr. Odden asked for approval to find an alternate solution, get pricing and pursue it with BKV. The Board gave him approval. 17 Ryan Odden Building Space Needs Update Mr. Odden provided the Board with signatures of department heads acknowledging that the current space need is not adequate for the function of the county and more space is needed. They also agreed that moving the administrative offices off site would be the best option, allowing for the judicial branch offices room for staff and to provide more secure office spaces for employees. They would like approval from the County Board for the department heads to begin the planning process to move offsite and begin the redesign of the courthouse. Discussion took place about what has transpired in the past and up to this point in regards to the need for additional building space. Moved by Commissioner Stearns seconded by Commissioner Hofer for approval to have Ryan work with department heads and BHH Partners to begin a planning process that would encompass moving the administrative offices offsite and redesign the space in the courthouse for the remaining departments and create a masterplan for both facilities with $5,000 to fund it to be taken out of the levy building fund, motion carried unanimously. 18 Commissioner's Reports: Commissioner Monson: 8/19 Attended Todd-Wadena Corrections meeting in Menahga; 8/24 Attended Budget Committee Meeting; 8/27 Attended Region 5 Commissioner Meeting in Staples; 9/1 Attended Regular County Board Meeting; 9/8 Attended Budget Meeting, full Board; 9/10 Attended Event Center Committee Meeting with the City of Wadena; 9/11 Attended Budget Committee Meeting; 9/14 Attended Budget Meeting, full Board; 9/15 Attended Regular County Board Meeting; 9/17 & 9/18 Attended AMC Public Safety Policy Meeting at Breezy Point; 9/22 Attended Regular County Board Meeting. Commissioner Hillukka: 8/27 Attended Solid Waste Meeting; 8/28 Attended Mahube OTWA Board Meeting; 8/31 Attended Negotiations Committee Meeting; 9/1 Attended County Board Meeting; 9/2 Attended Management Team Meeting and 49ers; 9/3 Liaison Meeting with Ryan Odden; 9/8 Attended Board Budget Meeting; 9/14 Attended Board Budget Meeting and Personnel Committee Meeting; 9/15 Attended County Board Meeting; 9/16 Attended DNR Land Acquisition Meeting; 9/17 Attended Solid Waste Committee Meeting and Personnel Committee Meeting; 9/21 Attended Soil & Water Board Meeting. Commissioner Hofer: 8/18 Attended CHAMP Meeting; 8/19 Attended Todd Wadena Executive Board Meeting; 9/1 Attended County Board Meeting; 9/8 Attended Budget Board Meeting; 9/14 Attended Extension Board Meeting and Corrections Board Meeting; 9/17 Attended AMC Policy Meeting at Breezy Point and Kitchigami Library Board Meeting; 9/22 Attended County Board Meeting. Commissioner Stearns: 8/19 Attended South Country Executive Meeting; 8/24 Attended Budget Committee Meeting; 8/27 Attended South Country Health Alliance Board Meeting; 9/1 Attended County Board Meeting/Budget Meeting; 9/3 Attended South Country Health Alliance Joint Powers
9/22/2015 Page 6 Board Meeting; 9/8 Attended County Budget Meeting; 9/10 Attended Event Center Meeting; 9/11 Attended Budget Committee Meeting; 9/14 Attended County Budget Meeting; 9/15 Attended County Board Meeting; 9/16 Attended South Country hearing in St. Paul, attended MRCC Meeting in Pequot Lakes; 9/17 & 9/18 Attended AMC Policy Meeting at Breezy Point; 9/22 Attended County Board Meeting. Commissioner Bounds: 8/26 Attended Solid Waste Meeting in Perham; 8/27 Attended Wadena County Solid Waste Meeting; 8/31 Attended Negotiations Committee Meeting; 9/1 Attended County Board Meeting; 9/2 Attended Management Team Meeting/Highway Department Negotiations Strategy Meeting; 9/3 Attended Central Minnesota Council on Aging in St. Cloud; 9/8 Attended County Budget Meeting; 9/9 Attended Fair Board Meeting; 9/14 Attended County Budget Meeting; 9/15 Attended County Board Meeting; 9/16 Attended DNR Land Acquisition Meeting; 9/17 Attended Solid Waste Meeting & Personnel Committee Meeting; 9/22 Attended County Board Meeting. The Open Meeting closed and the Closed Meeting opened at 12:08 p.m. 19 Closed Meeting Criminal Investigative Information The purpose of the meeting will be to meet in Closed Session, permitted under Minnesota State Statute 13D.05, subd. 2(a)(2) the purpose being to discuss Active Investigative Data. The Closed Meeting closed and the Open Meeting opened at 12:26 p.m. Moved by Commissioner Monson seconded by Commissioner Hofer for approval to allocate up to $20,000 from Human Services Fund for forensic accounting audit and authorizing Auditor's office to secure that service, motion carried unanimously. The Open Meeting closed and the Closed Meeting opened at 12:31 p.m. 20 Closed Meeting Labor Negotiations Strategy The purpose of the meeting will be to meet in Closed Session, permitted under Minnesota State Statute 13D.03, subd. 1 - for the purpose of discussing labor negotiations strategy. The Closed Meeting closed at 1:05 p.m. The Board of Commissioner's Meeting was adjourned at 1:06 p.m. Curt Kreklau Wadena County Coordinator Rodney Bounds, Chairperson Wadena County Board of Commissioners 9/22/2015 Page 7