Commission Minutes – December 18 – 22, 2023
MONDAY, DECEMBER 18, 2023
9:00 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Roy Rost, Member; Kevin Braun, Member;
Megan Slagter, Recording Secretary; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
The Pledge of Allegiance was held in the Commissioner’s Office to start off the week.
9:00 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment.
9:15 AM DECISION ON POSSIBLE CONTRACT ISSUE/Josh Lewis, System Administrator; Clint Townsend, Contract IT
Telecom told Josh that they will not be doing the phone installation because they prefer to contract someone locally to do installations. Josh asked if it was okay to have Clint contract through Telecom or would that be a conflict of interest. Mid-Rivers discontinues on December 28th but Josh is still waiting to hear back from Verizon on when they can switch over since the 28th doesn’t work well with Clint’s schedule. Commissioner Braun asked, other than the timing Clint, you have no problems with doing the installation? Clint said he could do the installation but depending on timing, the phones may be down for a day or two. Commissioner Braun asked, will the phones being down affect dispatch? Josh said it won’t affect them at all. Commissioner Rost verified with Josh that the City phones will also be part of the switch over. Commissioner Braun said he would like it if Mid-Rivers could come back and clear out their equipment in the storage room. The Commission agreed to have Clint do the phone installation.
9:28 AM Josh & Clint left the meeting.
9:45 AM COUNTY LAND LEASE UPDATES/DECISION/Debbie Wyrick, Deputy Clerk & Recorder
County Attorney, Darcy Wassmann, answered Debbie’s question on whether the County could lease to own to the public which is not possible. The Commission is still trying to find out if a grazing district could be qualified as a political subdivision. The Commission decided to increase the leases to $6.00/acre for a five-year term. Debbie will prepare letters for the Lessees to notify them on their decision of the increase with additional information from Darcy. The commission will research selling the land.
9:56 AM Debbie left the meeting.
9:58 AM ROAD/SHOP UPDATES/Bobby Wiedmer, Road Superintendent; Mitch Overn/Carl Overland, Shop Mechanics
Commissioner Braun said the building still needs to moved from the old landfill.
10:00 AM Debbie Wyrick, Deputy Clerk & Recorder joined the meeting.
Discuss/Decision Gravel and Scoria permit closures.
Debbie discussed the letter that came in from DEQ in January about closing expired gravel and scoria permits under the County’s name. Bobby stated that they had completed the reclamations on several pits years ago and DEQ came out but hasn’t heard back from them since. Bobby said the State never finishes their side of things, so he will go take pictures of the pits to send over to them. Commissioner Baldwin recommends having Stahly Engineering help Bobby. Bobby stated he had gone out to see some of the pits, but he couldn’t remember where some of them were since it has been ten years since the State was here last. Commissioner Rost said that until the pits are closed, the county will stay liable for them. If another contractor goes in after reclamation, and these pits aren’t properly closed, we will have to go back in and restart the reclamation process. Debbie added that the permits for all these pits have yet to be found. Bobby said it is probably because most of the pits were never opened. Debbie will work with Megan and Brittanie Jorgenson, Road Department Assistant, to compile the rest of the permits.
10:17 AM Debbie left the meeting.
Updates/ Still hauling on the Hidden Water Trail but looks good. Will take some to DeGrand’s as long as they are there. Commissioner Braun stated that he has been approached about the windbreak on the curve over by Ollie. Could the old one be taken down and used to reinforce the others? Bobby recommended using better materials since they are out with the cows. Commissioner Rost asked about fencing repairs around the Upper Lake. Commission discussed whether that was something they should look into doing. Bobby updated on the building that needs to be moved. He found that the welds were concreted into the ground so moving it would possibly lead to damaging the building. Discussed moving the building over by the racetrack as storage for DES, since there is already electricity. Commissioner Braun said if the building cannot be moved then just give it to the City and be done so we can remove it from the County’s insurance.
10:28 AM Shannon Hewson, Brosz Engineering joined the meeting.
10:29 AM Bobby, Mitch and Carl left the meeting.
10:30 AM Rich Menger, Sanitarian joined the meeting.
10:30 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering
Golf Course Pond Workorder Approval- Shannon talked to Matt, DEQ after last week’s meeting about the pond. Matt told Shannon that the pond is going to have to be lined. Shannon will submit a plan to DEQ. The Commission would like to go out for bid by February, but Shannon said that the survey and designs will most likely be ready sometime in January so receiving the go ahead in February won’t be possible. Shannon is still waiting for DEQ requirements for the pond. Commissioner Baldwin asked if the pond would have to be retested after being lined and Shannon said yes.
10:42 AM Rich Menger left the meeting.
Commissioner Rost made the motion approve the Brosz Engineering work order for the golf course pond. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion; being none.
3 Ayes. 0 Nays. The motion carried unanimously.
10:43 AM Mike Madler joined the meeting.
10:44 AM Cindy Irgens, Recording Clerk and Katie, Brosz Engineering joined the meeting.
Shannon is still waiting for a reviewer to be assigned to Bergstrom Hill Road.
Preliminary Road Plat Map Project Update/Mike Madler & Katie, Brosz Engineering; Cindy Irgens, Recording Clerk
Mike and Katie have been working on inputting all the roads in the county into the GIS. All types of roads (abandoned, pending, established, etc.) were put on a spreadsheet by Mike. He is currently up to 2014 and 25 established roads are left to input. Documentation of resolutions will be on GIS by book and page number. Commissioner Rost suggested putting road type (ex: primitive, seasonal) in the description so the public knows how often certain roads are maintained. Shannon stated that he and Katie would look into some definitions to bring back to the Commission to look over. Commissioner Rost also wants to include a disclaimer about the information not being a hundred percent complete since its just a tool to help with research. Ex: “Roads that are shown or mapped here are to the best of our current knowledge.” Cindy asked if abandoned roads will be on the map. Shannon explained that abandoned roads won’t be on the official map but will be on their own separate layer. Mike recommended using the State DOT definitions as a starting point. Commissioner Braun asked about when some of the section roads become public, so they know if they need an easement. Will need to find out when Montana quit honoring the Homestead Act. Roads are recorded where they are based on aerial photos, roads are not recorded by legal description since they are not accurate.
11:25 AM Amanda Frickel, DES & 911 Coordinator joined the meeting.
11:32 AM Shannon, Katie, Mike & Cindy left the meeting.
11:32 AM DES & 911 Updates/Amanda Frickel, DES & 911 Coordinator
Commission let Amanda know about signs that are at Road Department and to get a hold of Bobby Wiedmer, Road Superintendent.
Decision to approve estimate for relocation of siren- Will have a bid on relocation of the siren, Wednesday, no later than Thursday. Will talk to Eric about moving it near the splash park. Will discuss approval of Direct Electric quote next week. Permission granted not to have her phone silenced at work. Discussed various trainings in January and February. Would like permission to attend. Permission granted by the Commission. Will work on relationships for DES Coordinators in surrounding area. Would like to look into grant programs for COW (Cell on Wheels), a mobile cell tower for areas that are low on cell service. Permission granted by the Commission. Does not have an H2S monitor in the office so would like one installed. Commission agreed; permission granted. Would like permission to get a laptop. Permission granted, check with Josh Lewis, System Administrator first. Had two hours of overtime; next time send a group text to Commissioners.
11:51 AM Amanda left the meeting.
11:52 AM Commissioner Rost made the motion to recess. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
NOON RECESS
1:15 PM RECONVENED
PRESENT: Steve Baldwin, Chairman; Roy Rost, Member; Kevin Braun, Member;
Megan Slagter, Recording Secretary; 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 SAFETY COMMITTEE/Julie Straub, HRM; Kimberly Jensen, AP Clerk; Josh Lewis and Sara Berger, Safety Committee
Fire Extinguisher Report/ Julie reported that Randy Hoenke came in to determine if the number of fire extinguishers on hand are sufficient. OSHA 1910-157 has regulations for accessibility. Class A fire extinguishers must be accessible to any employee within a 75 ft. radius; Class B is 50 ft. The courthouse is not overstocked with fire extinguishers, but the golf course needs 4 more to be compliant. Vehicles and heavy equipment need 2.5 lb. fire extinguishers, but Randy recommends carrying 5 lb. due to the transportation of gas/diesel. Commissioner Rost said the spares need to be disposed of. Discussed ways to have department heads keep inventory of fire extinguishers since the County records don’t match Johnson Controls inventory. Julie would like to thank Randy Hoenke for helping them with the fire extinguishers. Josh proposed that in the future when we no longer have Johnson Controls and go out for bid, we should look into finding someone who can service all extinguishers themselves. Kimberly reported on what the County is currently paying for fire extinguishers. Commissioner Rost wants to know what we have on hand and where.
1:56 PM Melissa Rost, Museum Curator joins the meeting.
1:58 PM Kimberly and Safety Committee left the meeting.
2:00 PM Commissioner Rost recused himself.
2:00 PM DISCUSSION/DECISION JOB TITLE AND DESCRIPTION/Melissa Rost, Museum Curator; Julie Straub, HRM
Julie and Melissa wished to discuss the job description for Museum Curator. Julie stated that there were two changes that Melissa asked for. Job description/ First- essential functions should move from last to second since it is more prominent than her other tasks. Job Title/ Second- the title Museum Curator should be updated to Museum Director. Commissioner Braun reads the job definitions of both curator and director. He expressed that a Museum Director does not have the same responsibilities as a Museum Curator. Melissa stated that she was fine with her current job title. Commissioner Baldwin stated that they will leave the job title as is then. Julie said she will update her job description (move essential functions to #2) and get back to Melissa with changes and schedule.
2:09 PM Julie left the meeting.
2:09 PM MUSEUM UPDATES/Melissa Rost, Museum Curator
Reported on past and future activities/events. Discussed grants Melissa is applying for. Working with Shannon, SMART for a report on the area’s history for the SMART website. Museum will be closed for Christmas and New Years. Beth Rieger with EMCMHS asked for a sponsor for her Christmas activities but ended up collaborating since Museum events were lined up. Reported on other feedback based on social media posts. Melissa asked the Commission if they received her text about her hours for this week. Commissioner Braun said he didn’t see her text, but he did receive it.
2:19 PM Melissa left the meeting.
2:21 PM Commissioner Rost rejoined the meeting.
2:21 PM Commissioner Braun excused for the day.
2:45 PM APPROVE DECEMBER 11-15, 2023 COMMISSION MINUTES
Commissioner Rost made the motion to approve the December 11-15, 2023 Commission Minutes. Commissioner Baldwin stepped down from the Chair to second the motion. Commissioner Baldwin asked for further discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Braun). The motion carried.
3:00 PM FY25 SALARY WORK SESSION/Julie Straub, HRM; Debbie Wyrick, Deputy Clerk & Recorder; Christa Alford, Payroll Clerk; Trenton Harbaugh, Sheriff
Discussed marketing adjustments and steps. Commissioner Baldwin stated that he wanted to continue using the current salary schedule and make market adjustments from there to help maintain the current salary schedule structure. The Commission decided to have Bobby Wiedmer, Road Superintendent and Mark Sieler, Road Foreman come in to discuss changes in work hours and rates. Discussed how to balance seniority, longevity, and experience in a five-step reward system.
3:57 PM Julie, Debbie, Christa and Trenton left the meeting.
4:00 PM COMMISSION WORK SESSION
There was no further discussion at this time.
There was no further discussion at this time.
There was no further discussion at this time.
There was no further discussion at this time.
There was no further discussion at this time.
Commissioner Rost made the motion to approve the Interlocal Agreement for the Community Food Forest. Commissioner Baldwin stepped down from the Chair to second the motion. Commissioner Baldwin asked for further discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Braun). The motion carried.
There was no further discussion at this time.
Commissioner Rost made the motion to approve the remaining cost of the CredibleMinds Program for the amount of 1,805.00 per year for the next two years. Commissioner Baldwin stepped down from the Chair to second the motion. Commissioner Baldwin asked for further discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Braun). The motion carried.
Commissioner Rost made the motion to approve the lease agreement for Pitney Bowes for the library. Commissioner Baldwin stepped down from the Chair to second the motion. Commissioner Baldwin asked for further discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Braun). The motion carried.
Commissioner Rost made the motion to approve the Maternal and Child Health Block Grant. Commissioner Baldwin stepped down from the Chair to second the motion. Commissioner Baldwin asked for further discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Braun). The motion carried.
Approved in previous meeting. Subscription agreement was present for signing.
Commissioner Rost made the motion to approve the Montana’s Older Americans Act Program Contract from the Area 1 Agency on Aging. Commissioner Baldwin stepped down from the Chair to second the motion. Commissioner Baldwin asked for further discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Braun). The motion carried.
4:30 PM DECEMBER, 2023 MID-MONTH CLAIMS APPROVALS
Commissioner Rost made the motion to approve the December 2023 Mid-Month claims in the amount of $256,820.87. Commissioner Baldwin stepped down from the chair to second the motion. Commissioner Baldwin asked for any discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Braun). The motion carried.
4:55 PM Commissioner Rost made the motion to recess until Thursday, December 21st at 10:00 AM and adjourn after the interview. Commissioner Baldwin stepped down from the chair to second the motion. Commissioner Baldwin asked for any discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Braun). The motion carried.
RECESS
THURSDAY, DECEMBER 21, 2023
10:00 AM Commissioner Braun and Commissioner Rost attended the Road Operator Interview.
11:00 AM ADJOURN
s/Steve Baldwin, Chairman
s/Megan Slagter, Recording Secretary
ATTEST:
s/Brenda J. Wood, Clerk and Recorder
