Commission Minutes – August 4-8, 2025

MONDAY, AUGUST 4, 2025

9:00 AM CONVENE

PRESENT: Kevin Braun, Chairman; Mandi Varner, Member; Brenda J. Wood, Clerk & Recorder

ABSENT: Roy Rost, Member

FALLON COUNTY COURTHOUSE

The Pledge of Allegiance was held in the Commissioner’s Office to start off the week.

9:00 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT

    No one appeared for Public Comment.

9:10 AM Desiree Thielen, DES/911 Coordinator joined the meeting.

9:15 AM 911 BASE STATION BID OPENING & 911 REPEATER BID OPENING

   Bids will be reviewed for completeness and accuracy and placed on next week’s agenda for approval.

9:18 AM Chairman Braun ended the discussion.

9:30 AM COMMISSION WORK SESSION

   1. Approve July 28 – August 1, 2025 Commission Minutes

Commissioner Varner motioned to approve the July 28 – August 1, 2025 Commission Minutes. Chairman Braun stepped down to second the motion. Commissioner Braun asked for any further discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Rost). Motion carried.

   2. Approve July 2025 Payroll & Withholdings

Commissioner Varner motioned to approve the July 2025 Payroll & Withholdings for the amount of $774,975.69. Chairman Braun stepped down to second the motion. Commissioner Braun asked for any further discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Rost). Motion carried.

   3. Executive Decisions

       a. Discussion/Decision on Upper Lake Fence quote

            Received a quote from Rost & MacKay Fencing.

Commissioner Varner motioned to approve the fencing quote submitted by Rost & Mackay Fencing. Chairman Braun stepped down to second the motion. Commissioner Braun asked for any further discussion; Commissioner Braun noted the end date for the project is November 1^st and that all the fence that is being replaced is on County land.  Commissioner Braun asked for any further discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Rost). Motion carried.

       b. Discussion/Decision on Fallon Medical Complex NESHAP inspection quote.

Commissioner Varner motioned to approve the Ingraham Environmental quote for the estimated price of $2,500.00. Chairman Braun stepped down to second the motion. Commissioner Braun asked for any further discussion; stated if the cost is over $2,500, Fallon Medical Complex will need to resubmit the request to the Commission for the full amount.  Commissioner Braun asked for any further discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). Motion carried.

       c. Discussion/Decision on TrueNorth Steel culverts quote

Commissioner Varner motioned to approve the TrueNorth Steel quote for the amount of $27,738.48. Chairman Braun stepped down to second the motion. Commissioner Braun asked for any further discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Rost). Motion carried.

       d. Discussion/Decision on RDO Equipment cutting edges quote

Commissioner Varner motioned to approve the RDO Equipment quote for the amount of $11,753.36. Chairman Braun stepped down to second the motion. Commissioner Braun asked for any further discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Rost). Motion carried.

       e. Discussion/Decision on Lubbock Truck Sales Freightliner quote for the Baker Rural Fire District

Commission was notified by the Baker Rural Fire District Board of the purchase of a 2024 Freightliner. Purchase was discussed during the District’s budget meeting.  Commissioner Braun stated this notification  was for informational purposes only and no decision is needed.

       f. Discussion/Decision on Amendment to KLJ Task Order for water testing at the airport

Commissioner Varner motioned to approve the KLJ Amendment to Task Order No. 1. for the amount of $14,683.00. Chairman Braun stepped down to second the motion. Commissioner Braun asked for any further discussion; Commissioner Varner noted there was additional money in the pavement maintenance grant to cover this expense. Commissioner Braun noted the name of the company completing the water monitoring is Braun Intertec. This company has no affiliation with Commissioner Braun. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). Motion carried.

       g. Discussion/Decision on appointing board members

            There was no discussion at this time. Will wait for Commissioner Rost to return.

       h. Review/Decision on revised Cattle Guard Policy

            Commissioner Varner had questions about the county paying for the cattleguards. Reviewed the current policy; the county does not pay for cattleguards when the road dead ends. Further discussed the revisions made to the policy. No decision was made at this time.

        i. Discussion/Decision on Toro Service Plan Renewal

            Will discuss further during Golf Course Updates tomorrow, August 5, 2025.

       j. Discussion/Decision – SMART Fall Festival Fund Raising volunteer(s)

           Commissioner Braun and Commissioner Varner both felt they would be available for the Fall Festival, scheduled for September 27^th.  Will ask Commissioner Rost if he would like to volunteer also.

       k. Approve & Sign Boundary Line Adjustment for Milligan COS located in W ½ Section 13, Township 7N, Range 58E, per Planner Report.

Commissioner Varner motioned to approve the Milligan COS based on the Planner’s recommendation, and authorized as provided in the 2023 Fallon County, City of Baker and Town of Plevna Subdivision Regulations. Chairman Braun stepped down to second the motion. Commissioner Braun asked for any further discussion; being none.  2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost).

   3. Old Business as needed

        a. Discussion/Decision on Roddy M. Rost Easement

             No discussion at this time.

        b. Discussion/Decision on drafted Petition to create a road

             No discussion at this time.

   4. Approve July 2025 End of Month Claims

Commissioner Varner motioned to approve the July 2025 End of Month Claims for the amount of $729,177.08. Commissioner Braun stepped down from the chair to second the motion. Commissioner Braun asked for any further discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). Motion carried.

   5. Review Department/office reports/sign journal vouchers/encroachments/zoning compliance (as needed)

10:40 AM Chairman Braun ended the discussion. Recess until 9:00 AM on Tuesday, August 5^th.

                           RECESS

TUESDAY, AUGUST 5, 2025

9:00 AM RECONVENE

PRESENT: Kevin Braun, Chairman; Roy Rost & Mandi Varner, Members; Megan Slagter, Recording Secretary

FALLON COUNTY COURTHOUSE

9:00 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT

   No one appeared for Public Comment

9:15 AM PARKVIEW UPDATES/ Derrick deHaan, Outside Maintenance Facilities Manager

   A heater is blowing cold air in one of the apartments; MTI will be in today to fix it. One of the new boilers in Parkview #1 has a leak in the combustion chamber; repairs will be covered by 10-year warranty.

   1. PERMISSION TO COMPLETE PARKVIEW CARPET & PAINTING PROJECTS

        Discussed painting the interior only and replacing the carpet.

Commissioner Varner motioned to approve the Slagter, Inc. quotes for the amount of $53,866.00 to complete Parkview #2 interior painting and carpeting. Commissioner Rost seconded the motion. Commissioner Braun asked for any further discussion; being none. 3 Ayes. 0 Nays. Motion carried unanimously.

   2. DISCUSSION/DECISION TO MODERNIZE PARKVIEW ELEVATORS

        Reported on new buttons for the elevator; TK Elevator recommends updating the elevators in order to install vandal buttons. Discussed bill for an inspection that has not happened yet; the Commission won’t pay the bill until the service is completed.

9:41 AM Chairman Braun ended the discussion.

9:45 AM LIBRARY UPDATES/ Beth Meggers, Director of Library Services

   Reported on Summer Reading. Currently working on inventory. Reported on maintenance; roof has not been leaking with all the recent rain.

9:47 AM Chairman Braun ended the discussion.

10:00 AM Mark Feland, RDO Sales Professional joined the meeting.

10:00 AM ROAD UPDATES/ Bryan Batchelor, Road Superintendent; Mitch Overn/Carl Overland, Shop Mechanics

    Updated on land permits and easements. Discussed changing oil on the Semi Trucks after 7,500 miles instead of 5,000; will adjust according to tests. Discussed sending some Road Operators to trainings. Discussed washboards on Johny Creek Trail. Griffith scoria pit has been measured; currently waiting to hear back from Noll’s. Discussed road maintenance and gravel permits.

   1. MOTOR GRADER BID OPENING

10:22 AM Chairman Braun ended the discussion.

10:30 AM IT UPDATES/ Josh Lewis, IT Director

   Reported on Dispatch landlines losing power during storms; corrected after phones were plugged into battery backups. Clerk & Recorders office has had to reboot phones daily while being on the donated Mid-Rivers hardware. Discussed additional cameras to current security system for both the courtroom and courthouse hallway. Reported on TV transmitter site and TV Board meetings. Updated on social media and website traffic. Installed cameras at the parks that Outside Maintenance has access to; the fairgrounds has a laptop and ticket scanners.

10:43 AM Chairman Braun ended the discussion.

10:45 AM GOLF COURSE UPDATES/ Nathan Kalbach, Golf Course Superintendent; John Didier, Seasonal Golf Course Superintendent

   Nathan was not able to attend the meeting. Discussed greens repair; about 6,000 sq/ft of damaged greens that needs sod. A truck load would be available in April if it was reserved. Discussed purchasing a mower; will email an updated quote. Reported on shop and mower maintenance. Discussed closing the course for a day to do aerification on the course. Discussed utilizing the Intermittent Superintendent often to cover Commission meetings. John requested reimbursement for his plane tickets when he relocated here.

11:06 AM Chairman Braun ended the discussion.

11:15 AM DISCUSSION/DECISION ON MOVING FORWARD WITH COMBINING PLANNING WITH DES AND COMBINING 911 WITH DISPATCH/ Julie Straub, HRM

   Julie presented an updated Planner job description; changed to twenty hours per week. Discussed GIS being involved with the planning department and Rural Addressing staying with DES. Discussed notifying Wibaux and Carter County about moving 911 back into Dispatch. Discussed checklist for towers and repeaters; there is no maintenance schedule for the HVAC systems at the towers. Will reevaluate after interviews on Friday.

11:27 AM Chairman Braun ended the discussion. Recess until 12:45 PM.

                           NOON RECESS

12:45 PM RECONVENE

PRESENT: Kevin Braun, Chairman; Roy Rost & Mandi Varner, Members; Megan Slagter, Recording Secretary

FALLON COUNTY COURTHOUSE

12:45 PM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT

    No one appeared for Public Comment.

1:00 PM PROJECT UPDATES/ Shannon Hewson, Brosz Engineering; Rich Menger, Sanitarian

   Updated on golf course irrigation line from the lagoon; the lagoon testing low for coliforms so the line will need to be disinfected in order to reach DEQ standards. Discussed sending a pig down the line to scrape the film before leaving chlorine in the line for twenty-four hours. Will review the five-year dam inspection next week. Will mail Ismay Road South plans to landowner for review.

   1. FLOOD STUDY UPDATE – ZOOM MEETING/ Nadene Wadsworth, DNRC Flood Hazard Outreach Planner; Doug Brugger, DNRC Bureau Chief; KC Robinson, AECOM

        Reviewed construction plans for Baker Lake and North Baker drainage, a box culvert for 6^th Street West, channel lining between 6^th Street and 4^th Street West along with 1^st Street. Discussed completing the projects before the mapping is completed in order to avoid going through the FEMA process for floodplain planning. Will set up a meeting to do a walkthrough the drafted hydraulic model. Discussed changes to the hydrology of the area compared to the last survey; updated on pricing to redo the maps if the projects were done after the map was completed.

2:19 PM Chairman Braun ended the discussion.

2:20 PM COUNTY ATTORNEY WORK SESSION/ Darcy Wassmann

   1. Update on Dec. Action

        Hearing has been scheduled for September 9^th at 1:30 PM. Discussed process of the hearing.

   2. Review Roddy M. Rost road easement

        No discussion at this time.

   3. Review draft petition to create a road

        Reviewed the draft petition. Discussed moving the petitioners’ signatures to the front. Petition approved.

   4. Discuss Indigent Burial Policy

        Discussed the evaluation process that determines if an individual qualifies.

   5. Response Letter to ADA Compliance request

        Response letter was approved; will be putting on county letterhead and mailed out.

   6. Review/Discuss agreement between Custer County, City of Miles City and Fallon County to lease building and antennas for the purpose of transmitting UHF and FM signals for use by Baker & Plevna TV

       Reviewed draft of the lease agreement; discussed automatic renewal of the lease agreement. Darcy will make the changes and send the agreement to Miles City.

   7. Old business as needed

        No discussion at this time.

2:50 PM Chairman Braun ended the discussion.

2:57 PM CORRECTED CLAIMS TOTAL

Commissioner Varner motioned to correct the July 2025 End of Month Claims amount to $727,916.80. Commissioner Rost seconded the motion. Commissioner Braun asked for any further discussion; TK Elevator was denied due to work not being completed. 3 Ayes. 0 Nay. Motion carried unanimously.

3:00 PM DECISION TO APPROVE AGREEMENT BETWEEN CUSTER COUNTY, CITY OF MILES CITY AND FALLON COUNTY TO LEASE BUILDING AND ANTENNAS FOR THE PURPOSE OF TRANSMITTING UHF AND FM SIGNALS FOR USE BY BAKER & PLEVNA TV

   The County Attorney will send the agreement to Miles City for review.

2:58 PM Chairman Braun ended the discussion. Recess until 9:00 AM on Wednesday, August 6^th.

                           RECESS

WEDNESDAY, AUGUST 6, 2025

9:00 AM RECONVENE

PRESENT: Kevin Braun, Chairman; Roy Rost & Mandi Varner, Members; Megan Slagter, Recording Secretary

FALLON COUNTY COURTHOUSE

9:00 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT

   Brittany Veal joined the meeting. Reported on the difficulties of scheduling for volunteer EMTs.

9:08 AM Chairman Braun ended the discussion.

9:15 AM INTRODUCTIONS WITH SENATOR SHEEHY’S REPRESENTATIVE/ Celia Rigler, Eastern Regional Director & Agricultural Liaison

    Celia introduced herself to the Commission. Discussed the current Post Office and cell tower situation. Discussed Highway 7 shoulder and bridge replacements.

9:20 AM Chairman Braun ended the discussion.

9:45 AM WEED UPDATES/ Sara Berger, Weed Control Coordinator

    Updated on spraying for landowners and roads. Reported on crew schedule, recycling jugs and equipment maintenance.

9:54 AM Chairman Braun ended the discussion.

10:00 AM FALLON MEDICAL COMPLEX UPDATES/ David Espeland, CEO; Marjorie Losing, CFO

    Marjorie reported on the June interim financials. Discussed new collection policy and Avidafy billing assistance; discussed Paylocity, new timesheet system. Fallon Medical Complex will no longer be servicing Wibaux. Explained upcoming NESHAP inspection for the construction project. Reported on glycol pump project being completed and currently working on gas lines. The gas lines project is past its completion date but will still be done before winter. David presented an updated estimate for the renovation project; bid opening will be on September 11^th. Will set a project completion date for the end of March; discussed setting a start date.

10:48 AM Chairman Braun ended the discussion.

10:53 AM COUNCIL ON AGING UPDATES/ Carla Brown, Council on Aging Director

    Discussed adding the Silver Traverse to the Council on Aging fleet. Discussed policy for transporting individuals with certain handicaps; none of the drivers are trained to assist with moving an individual from a wheelchair to the vehicle or vice versa. If the individual needs that type of assistance, a caregiver can travel along for free. Updated on bus maintenance, upcoming trainings and conferences. Reported on sewer smell in the building and other maintenance; weeds between the hotel and Senior Center will be sprayed.

11:02 AM Chairman Braun ended the discussion.

11:15 AM MUSEUM UPDATES/ Vaughn Zenko, Museum Curator

    Presented attendance numbers for the month of July. Reported on upcoming meetings; PBS will be in Baker for the fair and will also visit the museum. Currently putting up an exhibit of old Fallon County Fair posters; the train will also run one of the days of the fair. Discussed hours for the museum during the fair; shorten the hours on Saturday and closed on Sunday. Ask if the public could be able to use the newspaper.com subscription for research when physically in the museum; will set up a nook for research only. Upgrading the gift shop to a made in Montana status.

11:25 AM Chairman Braun ended the discussion.

11:30 AM DISPATCH UPDATES/ Brenda Hoeger, Emergency Communications Supervisor

    Moetivations online training for Dispatch is installed; Dispatchers will be logging in soon. Updated on RIMS training.

11:32 AM Chairman Braun ended the discussion.

11:49 AM CEMETERY UPDATES/ Chanse Hoenke, Seasonal Cemetery Caretaker

    Reported on Bonnievale Board meeting; will cut back on alleys, wood chip in the tree rows, pulling trees that aren’t supposed to be planted. Discussed utilizing other seasonals to get caught up with weed eating the cemeteries.

11:55 AM Chairman Braun ended the discussion. Recess until 1:15 PM.

                           NOON RECESS

1:15 PM RECONVENE

PRESENT: Kevin Braun, Chairman; Roy Rost & Mandi Varner, Members; Megan Slagter, Recording Secretary

FALLON COUNTY COURTHOUSE

1:15 PM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT

    No one appeared for Public Comment.

1:30 PM Debbie Wyrick, Deputy Clerk & Recorder joined the meeting.

1:30 PM DISCUSSION/DECISION ON AN ADDITIONAL DEPUTY OR ON-CALL FOR CURRENT DEPUTIES/ Trenton Harbaugh, Sheriff; Julie Straub, HRM

    Discussed the pros and cons of hiring an additional Deputy instead of compensating for on-call time; a deputy would fill in a spot of rotation, allowing the other deputies to take proper vacation and maintain public safety. Julie explained how an additional deputy would maintain longevity and alleviate the burnout for the staff in the Sheriff’s office. Commissioner Varner expressed concern with explaining to the public why there will be an additional officer; Trenton explained that they are not police officers, and the coverage is for the county. Discussed timeline of hiring an additional deputy and the use of vacation; discussed timelines for the least amount of call volumes.

2:02 PM Chairman Braun ended the discussion.

2:29 PM DISCUSSION/DECISION ON PUBLIC HEALTH VACCINE QUOTES

Commissioner Rost motioned to approve the Sanofi influenza vaccine quote for the amount of $14,127.98 and the COVID-19 vaccine quote for the amount of $14,180.00. Commissioner Varner seconded the motion. Commissioner Braun asked for any further discussion; being none. 3 Ayes. 0 Nays. Motioned carried unanimously.

2:30 PM Chairman Braun ended the discussion. Being as there is no further business; meeting adjourned.

                           ADJOURN

3:00 PM ATTEND TEMPORARY COMMUNITY HEALTH WORKER INTERVIEWS

7:00 PM ATTEND CITY COUNCIL MEETINGS

FRIDAY, AUGUST 8, 2025

8:00 AM ATTEND PLANNER INTERVIEWS

                                                                                                                     s/ Kevin J. Braun, Chairman

s/ Megan Slagter, Recording Secretary

ATTEST:                   

s/ Brenda J. Wood, Clerk & Recorder