Commission Minutes
MONDAY, JUNE 21, 2021
9:00 AM CONVENE
PRESENT: Roy Rost, Chairman; Steve Baldwin, Kevin Braun, Members; Kelsey DuCharme, Recording Secretary
FALLON COUNTY COURTHOUSE
The Pledge of Allegiance was held in the Commissioner’s Office to start off the week. PUBLIC COMMENT –AGENDA/NON-AGENDA ITEMS
No one appeared for public comment.
Commissioner Braun made the motion to approve the minutes from June 7-11, 2021, with corrections. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3
Ayes. 0 Nays. The motion carried unanimously.
Commissioner Baldwin made the motion to approve the minutes from June 14-18, 2021, as presented. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3
Ayes. 0 Nays. The motion carried unanimously.
9:30 AM Don Schillinger, Superintendent of Schools; Kimberly Jensen, AP Clerk joined the meeting.
Superintendent of Schools Budget Discussion- The Commission had no questions on the Superintendent of Schools budget. It will remain the same as the previous year. Don is planning to attend a couple of trainings this fall.
9:33 AM Don left the meeting.
9:42 AM Brenda Hoeger, Emergency Communications Supervisor joined the meeting.
Dispatch Budget Discussion- No new changes were added into the Dispatch budget. Brenda plans to send a few employees to training if the time allows.
9:47 AM Debbie Wyrick, Deputy Clerk and Recorder joined the meeting.
Debbie came into the meeting to explain to the Commission the stipend for the Dispatch employees. They receive a 75-cent stipend when there is someone in jail.
9:52 AM Brenda, Debbie, and Kimberly left the meeting.
9:57 AM Bobby Wiedmer, Road Superintendent joined the meeting.
Road/Shop Updates- The Road Crew is planning to start patching the roads in the next few weeks, as well as the Iron Horse Parking lot and the Gazebo. The Fairgrounds is needing a couple loads of sand, which the Road Department will pick up from Glendive. They are still hauling gravel; there is about a mile left on the Hay Creek Road.
10:12 AM Bobby left the meeting.
10:26 AM Shannon Hewson, Brosz Engineering joined the meeting.
Seeding Problems- Shannon reported that the seeding for the Plevna North Box Culvert project was completed on June 1st and 2nd. The certifications were received after the seeding was already complete. The seed mixture used is not what the County had specified. The seeding deadline was originally set for May 15th. No final payment has been issued thus far. The Commission would like to wait and see if the seeding takes over the summer, which it most likely will not. If it does not, they will have to come back and re-seed it after October 1st. it will be up to them to maintain the weeds between now and then.
Erosion Control Blanket- The erosion control blanket on the east side of the Plevna North Box Culvert where the old irrigation dam was located has been replaced. The yearlings in that pasture have been eating the blanket.
Bonnevale Bridge- Easements have been prepared to move forward with the Bonnevale Bridge and are ready for landowner signatures. Shannon and the Commission will need to meet with the affected landowners.
Millennium Sidewalk Project- The Millennium Sidewalk Project is underway. The preliminary grading is shaped, and they started hauling gravel in last week.
10:51 AM Shannon left the meeting.
10:51 AM Commissioner Braun made the motion to go into a closed executive session. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously
CLOSED – PERSONNEL – EMPLOYEE APPRAISAL
11:31 AM Commissioner Braun made the motion to come out of executive session. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Commissioner Braun made the motion to extend the probationary period another 6 months for the Public Health Staff Nurse, Scotti Robinson. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
11:49 AM Commissioner Braun made the motion to take a noon recess. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
NOON RECESS
1:15 PM RECONVENE
PRESENT: Roy Rost, Chairman; Steve Baldwin, Kevin Braun, Members; Kelsey DuCharme, Recording Secretary
FALLON COUNTY COURTHOUSE
PUBLIC COMMENT –AGENDA/NON-AGENDA ITEMS
No one appeared for public comment.
1:30 PM – Fire Equipment Service Bids Accepted and Opened – Two bids were received for the Fire Equipment Services. Jeremy Fix sent in a bid, and his license and Certificate of Liability are through Ostlund’s Fire Protection, INC. The other bid was received from Johnson Controls. Due to the complexity of these bids, they are able to be viewed in the Clerk and Recorder’s Office. The Commission will review the bids and make a decision at a later date.
2:00 PM Shyla Hadley, Fairgrounds Manager; Kimberly Jensen, AP Clerk; Alyse Webber, Wendy Wagner, Karrol
Williams, Fair Board Members joined the meeting.
Fair Budget Discussion- Shyla explained that they are needing a new computer, as well as another Dymo Label printer to print tickets. The postage line item was reduced due to usage. The Fair Board would like to get replacement lighting under the rails in the grandstands. A quote has been received from Direct Electric. All Board members, as well as Shyla, would like to attend National Convention this year. Discussion on adding a canopy cover into the budget for extra shading. With Fallon County not hosting the Montana High School Finals Rodeo next year, the Fair Board would like to budget for other small events, such as a Christmas party, rodeo, carnival in the off season, drive-inn theatre, etc. Commissioner Braun asked about the possibility of establishing a Rodeo Committee. It is unknown how to get people involved to create one. The Fair Board will discuss further possibilities during their meeting tonight. Discussion on whether the patio band at the Fairgrounds hurts the downtown businesses. The Board explained that the Sorority’s biggest fundraiser is the beer gardens during the Fair and would prefer to keep the patio bands in upcoming years. Pros and cons of each scenario were reviewed.
2:41 PM Roger Meggers, Airport Manager joined the meeting.
2:45 PM Shyla, Kimberly, Alyse, Wendy and Karrol left the meeting.
2:48 PM Craig Canfield, KLJ joined the meeting via teleconference.
Airport Fuel System Bid-Award Recommendation- Craig explained that he is comfortable with the cost from Young Guns Construction for the Airport Fuel System bid. They were the only bidder. He does not believe that re- bidding the project would allow any cost savings. Young Guns is about 15% more than the original estimate. Craig
does not feel that the FAA will have any issues with the higher pricing due to it being re-bid once already. Young Guns has proposed a $30,000 deduct if the County will pay for half the equipment cost. They are offering this because they will have to borrow money in order to pay for the fueling equipment up front. If the County pays for all the equipment cost, the manufacturing company will deduct another 1% from the total. The Commission is
not interested in this deal and would like to stick with the submitted bid. The notice of award will be signed by the Commission and sent to Craig.
2:58 PM Sara Berger, Weed Control Coordinator joined the meeting.
As 95% of the project will be funded by the FAA and State grants, Commissioner Baldwin made the motion to accept KLJ’s recommendation for Young Gun Construction to be awarded the Airport Fuel System bid in the amount of $789,650.00. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
3:06 PM Kimberly Jensen, AP Clerk joined the meeting.
3:07 PM Craig hung up the phone, therefore leaving the meeting.
3:08 PM Roger left the meeting.
Weed Department Budget Discussion- The Commission would like to reduce the operating supplies line item due to usage. Sara does not foresee having to order too much more chemical due to the dry weather. Trainings and conferences are opening up this year, in which Sara plans to attend a few. The travel and training line items were reduced as well. Sara would eventually like to get heat into the Weed Shop building. The Commission would like to add it into the budget for this upcoming fiscal year. Sara will get quotes and bring them back for approval. The Noxious Weed Grant Expenditures is a grant funded budget. No changes were made.
3:17 PM Sara left the meeting.
3:28 PM Carla Brown, Council on Aging Coordinator joined the meeting.
Council on Aging Budget Discussion- The parking lot repairs will be added to this upcoming fiscal year, as it has already gone out to bid. The postage line item was increased because the number of newsletters being sent out is more and more. FMC’s bid for the meals was $11.50. Carla explained that this is high compared to most other counties. She will do more research on costs in Montana and the Commission will look into this as well.
3:38 PM Carla and Kimberly left the meeting.
CLAIMS APPROVAL – MID-JUNE 2021
The Commission reviewed and approved claims for Mid-June 2021 in the amount of $2,091,228.72. They are
filed in the Clerk and Recorder’s Office.
COMMISSION WORK SESSION
The Commission reviewed, revenues received, reports, emails and other correspondence, board minutes and agendas. The Commission signed the County Road Proposal contract with Mike Madler.
Commissioner Baldwin made the motion to appoint Commissioner Braun to the Eastern Montana Industries Board. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Commissioner Baldwin made the motion to go out for a Request for Proposal for Planning Contract Services. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3
Ayes. 0 Nays. The motion carried unanimously.
Commissioner Baldwin made the motion to approve the lease agreement with the State of Montana for the Department of Revenue Office. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
4:06 PM Brenda Wood, Clerk and Recorder joined the meeting.
Longevity Change- Brenda has been going through the budgets and noticed that at 25 years of longevity, there is no wage increase. There are increases at 5 years, 10, 15, 20 and 30.
Commissioner Baldwin made the motion to allow employees at completion of 25 years of service to receive a
$1.50 per hour for longevity. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
4:11 PM Brenda left the meeting.
4:15 PM Commissioner Braun made the motion to recess for the evening. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion
carried unanimously.
EVENING RECESS
9:00 AM RECONVENE
TUESDAY, JUNE 22, 2021
PRESENT: Roy Rost, Chairman; Steve Baldwin, Kevin Braun, Members; Kelsey DuCharme, Recording Secretary
FALLON COUNTY COURTHOUSE
PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS
No one appeared for public comment.
9:15 AM Kimberly Jensen, AP Clerk joined the meeting.
Golf Course Budget Discussion- The Road Department is doing the chip and seal at the Golf Course;
however, the materials still need to be paid for. Funds will be put into the operating supplies line item.
9:19 AM Robbie Christiaens, Maintenance Supervisor joined the meeting.
Sand is on the way for the Golf Course. Robbie has ordered more seed as well. Discussion on the amount of sand that is needed each year and the average costs. Robbie will give the specs to Fischer Sand and Gravel and get a price on it. He does not believe that more fertilizer is needing to be purchased.
9:34 AM Jim Leischner, Shooting Range Attendant joined the meeting.
9:41 AM Robbie left the meeting.
Range Clean-Up Contract- Jim received a quote for the Gun Range clean-up contract. It will cost around
$12,000-$13,000 for a company to come in and pick up lead. The company will get to keep half of the lead that is picked up, and Fallon County will get to keep the other half of it. The company will then purchase that half from Fallon County.
9:48 AM Kimberly left the meeting.
Jim will meet with them and have them evaluate what is needed. It will be put into the next fiscal year budget.
9:56 AM Jim left the meeting.
Predator Control Budget Discussion- There is no remaining funds from the last fiscal year in the Predator Control budget. A budget hearing will need to take place to amend the budget for this current fiscal year. No cash will be carried over. The Memorandum of Understanding with the Stockgrowers still needs to be sent in for the next year.
10:00 AM Kimberly Jensen, AP Clerk; Bobby Wiedmer, Road Superintendent joined the meeting.
Road Department Budget Discussion- Discussion on the mills from each year and what is received to the Road and Bridge fund. A new computer is needed in the office. It is unknown what to put into the fuel budget due to prices rising. Bobby explained that they will need to purchase 100,000 yards of gravel. The Commission reviewed the budget in depth. All major expenses are always discussed with the Commission before any purchases are made.
10:29 AM Beth Epley, Melissa Higbee, EPEDC joined the meeting.
10:34 AM Kimberly left the meeting.
10:38 AM Bobby left the meeting.
ARPA Funding- Guidance for the ARPA funding has been slowly coming in, however there are still questions. The funding can be used for water, sewer, and stormwater. Different options for projects that could potentially
be funded were reviewed. The City is applying for the Montana Avenue Watermain project. The Commission
would like to apply for the drainage through town that has the EPA attachment. The Parkview storm drain project could also be applied for if the dates meet their qualifications. The County is limited in projects because water
and sewer is mostly City oriented.
10:49 AM Kimberly Jensen, AP Clerk joined the meeting.
Beth will contact the different entities involved in the Parkview storm drain project to get more information and certain dates.
10:58 AM Roger Meggers, Airport Manager joined the meeting.
11:16 AM Beth and Melissa left the meeting.
Airport Budget Discussion- The Airport is looking at doing more crack sealing this upcoming year, as it was not done last year. They also plan on maintenance for the runway lights. The Airport beacon is giving them problems as well.
11:21 AM Anna Straub, Justice of the Peace joined the meeting.
They are anticipating more travel expenses this year if possible. $1,500 will need to be added in for the Tool Cat upgrade.
11:34 AM Roger left the meeting.
Justice of the Peace Budget Discussion- Jury and witness fees will be put into their own line item for more accurate tracking. The publications, subscriptions and dues are split with the City, as well as some trainings. The training budget was reduced, as Anna plans to do more online trainings this year. Anna asked that the Commission think about an interlocal agreement between the City and the County for the courts. The City Court would not be an elected position, it would be appointed. She is planning to talk to the City during her budget meeting. It would help cut costs and would save an election for the City. The community service budget was reviewed.
11:52 AM Anna and Kimberly left the meeting.
11:54 AM Commissioner Braun made the motion to take a noon recess. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
NOON RECESS
1:15 PM RECONVENE
PRESENT: Roy Rost, Chairman; Steve Baldwin, Kevin Braun, Members; Kelsey DuCharme, Recording Secretary
FALLON COUNTY COURTHOUSE
AGENDA/NON-AGENDA ITEMS-PUBLIC COMMENT
No one appeared for public comment.
2:00 PM Kalyn Bohle, Larry Steffes, Dana Buerkle, Gary Lang, Shaun Crisler, Plevna Fire District Members; Kimberly Jensen, AP Clerk joined the meeting.
Plevna Fire District Budget Discussion- The District members are working on combining a few different accounts this year for simpler bookkeeping. Purchased services, utilities, professional services and repair and maintenance services was combined. The training and travel budget was also combined. Two trucks are needing
new bumpers. The furnace is needing replaced. Discussion on what items will go under the capital projects budget.
2:34 PM Gary, Kalyn, Larry, Dana, and Shaun left the meeting.
3:00 PM Tom Bruha, Fred Hoff, Turk Stark, Chris Meccage, Baker Fire District Members joined the meeting.
Baker Fire District Budget Discussion- The Baker Fire District members worked with Brenda Wood, Clerk and Recorder, about help with the budget and working towards simplifying the different line items. The District has been consistently getting 6.5 mills. They presented a 20-year plan on the apparatus that is used. This year, they would like to plan on a new 2022 F550 grass rig, as well as a 2021 F150 grass rig. The overall budget was not changed much, just moved items into different line items.
3:28 PM Steve Zachmann, City Mayor joined the meeting.
3:31 PM Kimberly left the meeting.
3:32 PM Trent Harbaugh, Sheriff; Kalyn Bohle, Plevna Fire District Member; Mike Reddick, Chief of Police; Justin LaCroix, Police Officer joined the meeting.
Fire Restrictions/Fireworks Ban Discussion- There are multiple concerns about the dry and hot weather,
and it is looking like very little moisture in the upcoming weeks. Some of the neighboring counties have gone into restrictions and bans on fireworks. The City always has a ban on fireworks regardless of the year. The group is not interested in setting restrictions or bans, as fireworks are not included into a burn ban. The group discussed designating a County owned area for fireworks. The Gazebo parking lot at Baker Lake will be designated for fireworks. It will be detrimental for citizens to use common sense while using fireworks.
3:39 PM Shaun Crisler, Plevna Fire District Member joined the meeting.
The Commission will not permit fireworks at Iron Horse Park or any of the beaches. There is still planning to be a show for the community the evening of the 4th. An advertisement will be put into the newspaper, as well as the radio and Facebook.
3:55 PM Randy Wolenetz, Member of the Public joined the meeting.
3:57 PM Tom, Trent, Kalyn, Justin, Steve, Turk, Fred, Chris, Shaun and Mike left the meeting.
3:58 PM Bobby Wiedmer, Road Superintendent joined the meeting.
Car Gate Request for Byron Wolenetz- Byron explained that he is wanting to purchase two car gates and have the County install them where the Willard Road meets his property, near Bergstrom Hill where the private ground meets the State. The Commission stated that there is currently a policy in place, and the County does not install these just to prevent fencing. Every car gate, once installed by the County, is considered County liability. The Commission is not interested due to the policy. Commissioner Braun stated that from a landowner perspective, the landowner pays property taxes on the road and Montana is an open range state. Fences are there to fence things out, not in. He does not believe that this policy is correct.
4:09 PM Jade Boggs, Insurance Store joined the meeting.
4:14 PM Debbie Wyrick, Deputy Clerk and Recorder joined the meeting.
4:16 PM Randy and Bobby left the meeting.
Property Casualty Insurance Renewal- Jade has received the Traveler’s Insurance renewal proposal. Debbie
gave the Commission the comparison between the last two years. The projected totals are very close to the actual price. All buildings are listed, and it is believed that the contents are correctly listed as well. Travelers increases about 4% every year on property. Jade reviewed the policy with the Commission. After all changes are factored in, it will be about a 14% increase, due to increase in inflation this year.
4:36 PM Jade and Debbie left the meeting.
4:40 PM Karol Zachmann, Susan Stevens, Theresa Myers, Rose Straub, Marlene Karch, Judy McWilliams, Jessica
Hastic, Melissa Tew joined the meeting.
Discussion/Decision on Healing Garden- Karol read aloud a letter that was prepared regarding this current meeting taking place. A meeting was held in the great room of Parkview 1 in April to discuss the Courtyard Healing Garden. The FMC PR Committee would like it to return the space to a comfortable backyard for the
residents of FMC, Parkview 1 and Parkview 2. It has been rumored that there was no intention of returning the project back to how the garden once was with trees and flowering plants. They are concerned that it will be a waste of space and have no shade or welcoming appearance. Marlene explained that it was very pretty space before and really enjoyed it and finds it sad with the way it looks. Rose stated that with the pipes, she feels there could be no trees, but would like grass and an awning with chairs and a table to enjoy the space. The Commission plans to plant it to grass and make it as green as possible. There is a 20-inch perforated pipe right down the center, making it very hard to put trees in. The Commission sees no troubles with lawns, flowers, chairs, awnings, etc. If it is put onto a change order, it will be higher in cost and will take the current project longer to close out. After the project is closed out, it could be hired out to do the updates to the Courtyard. If change orders keep getting put into place, it will keep dragging out the project and adding a large amount of costs. Roots in the drain field will cause issues and that is the main reason that they will not be added. The Commission is happy to use
any ideas for shading and greenery. The grass is not part of the current project.
5:00 PM Karol, Susan, Theresa, Rose, Marlene, Judy, Jessica and Melissa left the meeting.
5:00 PM Commissioner Braun made the motion to adjourn. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
ADJOURN
s/Kelsey DuCharme, Recording Clerk
ATTEST:
s/Brenda J. Wood, Clerk and Recorder
s/Roy Rost, Presiding Officer
