Commission Minutes – April 10 – 14, 2023
9:30 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun and Roy Rost, Members; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
The Pledge of Allegiance was held in the Commissioner’s Office to start off the week.
9:30 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
Richard Menger, Sanitarian – The venting for the golf course chemical building (at the lagoon) has been completed. Discussed golf course projects he has been assisting with. Rich noticed some erosion occurring at the end of the new culvert placed for the drainage project, due to runoff from the softball fields. Will need to add some rock to the face of the dam.
9:45 AM WEED UPDATES/Sara Berger, Weed Control Coordinator
Sara would like permission to attend training and conduct a presentation.
- Permission to attend Spring Training in Miles City-Sara will drive back and forth.
- Permission to conduct weed presentation in Wibaux, MT/Wibaux County would like Sara to present some educational games to their youth since their Weed Coordinator only works in that position seasonally. This would take place May 2nd. Wibaux County tries to do this every year.
The Commission granted permission for Sara to attend the training in Miles City and conduct a presentation in Wibaux.
9:50 AM Sara left the meeting.
10:00 AM ROAD/SHOP UPDATES/Bobby Wiedmer, Road Superintendent; Mark Sieler, Road Foreman; Mitch Overn and Carl Overland, Shop Mechanics
UPDATES/They are waiting on parts for the big loader. There is also warranty work to be completed on the other road department loader. They are still waiting on the wiring harness for one of the blades. They will visit with RDO today. The new culvert in the channel is washing out; this will be resolved when it dries up. Discussed leveling the softball fields; this was already completed. Gravel bid and thoughts on the county opening gravel pits was discussed. Carl stated there was a bad battery in the ambulance. The road department will be hauling sand for the golf course. Will probably unload the sand at the county shop due ground moisture at the golf course.
10:15 AM Bobby, Mark, Mitch and Carl left the meeting.
10:25 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering
UPDATES/Discussed who would be supplying the gravel for the city project Southwest of Baker Lake and East of Highway 7. The Commission stated the county will provide the labor and equipment only.
Richard Menger, Sanitarian joined.
Project for the Baker Fire Department-They are negotiating the contract for the loop line on 6th Street West with the contractor. This is all contingent on a bid for the 6th Street West reconstruction. Discussed the county and possibly the school paying their portion of the SID upfront. Shannon stated that would cut down on the interest. They should have numbers by next Monday. Quote for boundary retracement on Troubadour Drive –NO DECISION-Commission will first contact the adjoining landowners affected. MDT 1st quarter bridge inspection reports from MDOT-The Commission will have to ask the Road Superintendent, if the work was completed. Road Mapping Project-They are in the 1950’s going through documents. Discussion regarding how roads will be marked in the system.
11:00 AM BID OPENING-ROAD DEPARTMENT LOADER AND MOTOR GRADER AND LANDFILL WASTE HANDLER/Bobby Wiedmer, Road Supervisor; Mark Sieler, Road Foreman; Mitch Overn and Carl Overland, Shop Mechanics; Mark Feland, RDO and Truman Neprud, Tractor & Equipment
Commissioner Braun read aloud the following bids:
All Bids were received-4/10/2023-before 11:00 AM
Waste Handler-Landfill
RDO
Bid Bond included
$311,100 Net Date 2-15-24 -Projected date of arrival Trade-in- $170,000
Repurchase price
Year 2-$222,200
Year 3-$201,600
Year 4-$190,100
Year 5-$180,600
T & E
Bid Bond included
$350,500 Net Date4-30-2024-Projected date of arrival Trade-in- $150,500
Repurchase Price
Year 2-$123,900
Year 3-$109,400
Year 4-$94,900
Year 5-$80,800
Wheel Loader -Road Department
RDO
Bid Bond included
$473,000 Net Date -7-15-2023-Projected date of arrival Trade in – $175,000 Total net-$298,000
Repurchase Price
Year 2-$365,800
Year 3-$324,000
Year 4-$311,300
Year 5-$293,100
T & E
Bid bond included
Net $581,500 Date-4-30-2024-Projected date of arrival Trade in – $129,500 Total net-$452,000
Repurchase Price
Year 2 -$245,000
Year 3-$211,400
Year 4-$185,900
Year 5-$166,800
Motor Grader-Road Department
RDO
Bid Bond included
Net $448,300.50 -872 GP
Snow wing -$17,500
V-Plow-$9,500
Front lift group-$5,500
Premium circle-$9,500
GPS ready $4,000
Trade in – $300,000
Repurchase Price
Year 3-$280,800
Year 4-$243,700
Year 5-$214,900
Projected date of Arrival 11-15-2023
Motor Grader-Road Department
T &E
Bid Bond included
Net $467,800-CAT 160
Snow wing-$26,300
V plow-$16,393
Front lift group-$14,347 Trade-in-$302,500
Repurchase Price
Year 3-$230,000
Year 4-$210,000
Year 5-$200,000
Proposed date of Arrival– 4-30-2024
11:37 AM GRAVEL BID AWARD DECISION/Shannon Hewson, Brosz Engineering; Bobby Wiedmer, Road Superintendent; Mark Sieler, Road Foreman
Shannon discussed pricing for crushing and royalties from area counties, if the county were to have their own gravel pits. The averages seem to be from $9 to $10. That does not include the permitting process, operating, inspections and it is very costly to strip and reclaim. Shannon stated the bidder stated he bid what it cost to do the work.
DECISION-Commissioner Rost felt they should table the decision.
Commissioner Rost made the motion to table the gravel crushing bid award until Monday, April 17, 2023. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
11:46 AM Commissioner Rost made the motion to recess. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
NOON RECESS
PRESENT: Steve Baldwin, Chairman; Kevin Braun and Roy Rost, Members; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
1 :15 PM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment
1:30 PM PLANNING DEPARTMENT UPDATES/Mary Grube, Planning Administrative Assistant
UPDATES/ Growth Policy-Mary has interviewed several people and has many more to go. Notes will be typed and sent to the planners working on the document. Mary scheduled a variance hearing May 2nd at 3:00 PM, for the MT DOT bridge on Highway 7 South. Forrest Sanderson, Contract Planner will be here and has stressed there should be no ex parte communication between the Commission and MT DOT regarding the bridge. Mary will send the variance information to the Commission. Mary is working on regular planning items such as exemptions, flood plain and has a subdivision she is waiting on. Mary has been receiving a lot of addressing phone calls lately; they can’t get hold of 911 Coordinator. There are a lot of planning legislative bills this session.
2:00 PM DISCUSS CHANGING ROAD DEPARTMENT SCHEDULED WORK HOURS-DAY/Julie Straub, HRM; Bobby Wiedmer, Road Superintendent; Mark Sieler, Road Foreman
Commissioner Rost wanted to bring the discussion up regarding changing the road department’s scheduled work hours from 5 ten-hour days to 4 ten-hour days. This decision would need to be made to be included in this year’s budget. Bobby and Mark stated most of the crew is in favor of this but had a problem with the wage. Commissioner Rost discussed his thoughts of paying $33.82 across the board for all, with the exception of Bobby and the Road Department Assistant. Commissioner Rost feels the COLA would be on top of that. Discussed holiday hours and federal law that seems to allow the holiday to reflect the normal shift. Different scenarios were presented; Brenda presented the con side of this discussion. Bobby questioned why everyone would be paid the same. It was felt longevity would make the spread; also discussed all crew members being able to do the same work.
NO DECISIONS MADE
2:15 PM Julie, Bobby and Mark left the meeting.
2:15 PM DECISION TO ACCEPT/RENEW SIGN AIRPORT INSURANCE POLICY/Debbie Wyrick, Deputy Clerk and Recorder
Discussed various limits and the cost for each.
Commissioner Rost made the motion to renew the Airport Insurance Policy with the same limits as before, ($1,000,000), at a cost of $2,704 per year, for a 3-year term. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Pollution coverage was discussed; the county could provide it if that is the determination made. The cost would be approximately $1,600 annually.
2:28 PM Debbie left the meeting.
2:30 PMFAIR UPDATES/Jennefer Wheeler, Fairgrounds Manager
UPDATES/ Maintenance was discussed; has been cleaning rain gutters. The old exhibit hall needs to be painted, would be nice if it could be done before the Fair. They have received about 5 or 6 seasonal applicants. Discussed extreme broncs being scheduled between Memorial and Labor Day; they can reapply if they decide not to hold it this year. The stall rental agreement has been received from the County Attorney and was tabled until the next meeting. There are a lot of upcoming activities scheduled in various buildings. Jennefer has placed the calendar on the web page. All horses should be in the lower stalls by May 1st. Commissioner Braun discussed various things he would like to see added to the rental agreement. Circus is scheduled in May; they are renting the facility. There will be no animals, but they have a lot of acrobatics planned. Discussing possibly having a summer concert. Further discussed setting up a meeting with renters, fair board, commission and county attorney to discuss the rental agreement.
2:40 PM Kimberly Jensen, AP Clerk joined.
2:40 PM REVIEW JOHNSON CONTROLS INSPECTION REPORTS/DECISION TO MAKE NEED REPAIRS/SIGN LETTER REQUESTING TECHNICIAL FROM 406 FIRE PROTECTION/Jennefer Wheeler, Fairgrounds, Manager; Kimberly Jensen, AP Clerk
Discussed the Fairgrounds inspection reports that failed.
The Commission signed a letter to send to Johnson Controls requesting technical services from 406 Fire Protection.
3:30 PM Jennefer and Kimberly left the meeting.
3:30 PM REVIEW/DISCUSSION/POSSIBLE DECISION TO SIGN PROFESSIONAL SERVICES AGREEMENT FOR EMS MEDICAL DIRECTOR
The agreement was discussed; more information is needed before it will be signed.
3:45 PM DISCUSS CHANGING HOURS OF OPERATION AT THE CONTAINER SITE
This was not discussed during this time.
4:00 PM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
Old Business:
None
ACTION ITEMS:
Discuss/Possible decision to change funding percentages given to D & A centers (EMCMHC/Prairie Hills Recovery)
The Commission made the decision to leave the percentages as decided before (50/50).
Review/Discuss FY22 Audit Report Findings
The findings in addition to the regular findings were:
Finding 2022-004 – Ambulance Accounts Receivable and Revenue
Finding 2022-005 – County Fair
The Clerk and Recorder had to send the Department of Administration additional information on these two findings as well. It was noted both departments have new managers.
Approve/Sign building demolition agreement
Commissioner Rost signed the demolition agreement on behalf of Fallon County to repay ½ tipping fees paid by the landowner.
Discuss/possible decision to proceed with FMC upgrades, using existing Mill Levy funding
The Commission is waiting for further discussion and quotes before any decisions will be made.
4:30 PM GRAVEL BID DISCUSSION/John Beach; Shannon Hewson, Brosz Engineering via phone
Discussed county specs for gravel is usually 1” minus which is the same specs from the Beach Pit previously. If the gravel is not crushed, it does not bind, and you lose the hard rock. It is better for the life of the road and the county would get better performance if the road material is crushed.
4:40 PM Shannon hung up the phone, leaving the meeting.
4:41 Connor Beach joined the meeting.
Royalty paid was discussed and is paid after crushed, in a pile. The Commission stated the City of Baker needs some gravel that would probably not need to be crushed. John will get a price together and be in touch later.
4:45 PM COMMISSION MINUTE APPROVAL-APRIL 3 – 7 ,2023
Commissioner Braun made the motion to approve the minutes as presented. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
4:58 PM Commissioner Braun made the motion to recess. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
RECESS
TUESDAY, APRIL 11, 2023
9:00 AM RECONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun and Roy Rost, Members; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
9:00 AM DISCUSS EMEGENCY PAID LEAVE POLICY OPTIONS/Julie Straub, HRM; Debbie Wyrick, Deputy Clerk and Recorder; Dale Butori, DES/911; Christa Alford, Payroll Clerk
Option 3 was added to be discussed – Dale feels this option will allow him to exercise the things he needs to do by using the command station. It would be at the discretion of the commission to close, for an emergency only, per 10-3-402, MCA and 10-3-103, MCA. Commissioner Braun would rather see something like this than a policy that can be abused. Commissioner Baldwin asked what this might add to payroll. Debbie and Christa felt this would be no different than before; however anytime there is an event, there is an impact. Discussed the differences between a disaster and an emergency. An emergency could be activated and follow the policies that Dale has to follow. Dale contacts the state, and they activate the plan; every event will be different. Discussed these closures would be for elected official’s offices as well as the other offices/departments. Discussed notifications coming from one person only would be best. Discussed finding an app that could be downloaded to get the messages out. A few suggested changes will be made to Option 3; discussed activation; extensions; possible hazard pay; doing this on a trial basis. Will check on the cost for an app for notifications. This will be put back on the agenda to discuss and review updated changes.
10:15 AM-Everyone left the meeting.
10:15 AM COMMISSION WORK SESSION
OLD Business
The Manager of Landfill Operations would like the hours at the container site to be consistent year-round. Jeff would like the hours to consistently be Wednesdays and Saturdays- 8:30 to 4:30. Public Comment will be held.
DECISION-To have some Public Comment sessions to allow the public time to attend and give comments. They are scheduled for April 17th and April 24th, both sessions scheduled from 5:00 to 5:30PM.
10:20 AM Debbie Wyrick, Deputy Clerk and Recorder and Julie Straub, HRM joined.
Discuss CPI – Discussed the COLA information provided by MACo is 8%
Discussion and Work Session for Salaries and Salary Schedule
Discuss Health insurance and payroll benefit projections-Debbie does not have any Health Insurance figures as of this time.
NO DECISION
Consideration of various COLA adjustment-Debbie provided a spreadsheet with various COLA options to be considered.
NO DECISION
Discuss Longevity Schedule updates-Commissioner Rost has a suggested updated longevity schedule; everyone would get a raise each year rather than every 5 years.
NO DECISION
Discuss Employee Assistance Program-Julie discussed the employee assistance program; it would be an annual agreement. Asked for other quotes has not heard from anyone else; there is no program such as this available locally.
NO DECISION
11:05 AM-Debbie and Julie left the meeting.
11:30 AM Commissioner Braun made the motion to adjourn. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
ADJOURN
WEDNESDAY, APRIL 12, 2023
12:00 PM AIRPORT BOARD MEETING AT THE TAVERN
1.Discuss hangar rental rates
2.Lease charges
3.Discuss new LED beacon
4.Snow pusher damage/repair
Commissioner Baldwin and Braun attended. No decisions were made by the Commission during this meeting.
THURSDAY, APRIL 13, 2023
9:00 AM-12:00 PM-DISPATCH INTERVIEWS
s/Steve Baldwin, Chairman
ATTEST:
s/Brenda J. Wood, Clerk & Recorder
