Commission Minutes – December 26-30, 2022
NO MEETINGS-OBSERVANCE OF CHRISTMAS HOLIDAY
TUESDAY, DECEMBER 27, 2022
9:45 AM CONVENE
PRESENT: Roy Rost, Chairman; Steve Baldwin and Kevin Braun, 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.
9:45 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment
10:00 AM ROAD/SHOP UPDATES/Mark Sieler, Road Foreman; Mitch Overn and Carl Overland, Shop Mechanics
ROAD-Got most of the snow removal finished before Christmas. There are three blades out cleaning up today.
SHOP-Had to order parts for the snow blower. The park mower engine was installed, and they are using it for snow removal. Baker Metal will start on the container doors after the first of the year. The cost will be about $500 to $600, more than first anticipated, due to extra fabricating/materials for the swinging doors.
10:09 AM Mark, Mitch and Carl left the meeting.
10:28 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering
City Project-The City of Baker will be reconstructing a large portion of 6th Street West. The bridge on 6th Street has been part of the County’s CIP project but has not yet been replaced. Due to the back log of pre-cast bridges, most likely the County would have to bid a cast-in-place. The City plans to move forward with preparing to go to bid, the County will need to make a decision on replacement within the next two (2) weeks.
Thielen Access-Legal Description-The surveyors did not find the last two pins. They will have to do a final verification in the spring. They can run the section, (where the existing petition runs); they need to verify the road location; the rest will be verified in the spring. Brosz can complete a draft for the Commission, then Brosz will complete the final next spring. The surveyors were able to finish the portion laying within the Thielen property.
Bergstrom Hill Road-The landowner letters went in the mail this morning.
Bonnievale and Ismay Box Culverts-There is a borrow discrepancy for the Ismay Box Culvert Project. Shannon will work with the contractor on this; may need to make a correction.
Storm drain project-Additional parts were needed for this project; Shannon now has the invoices, so he is able to complete the final pay application for this project. The project went about 1% over the original bid amount.
County Road Study Project-The project will be on hold until after the first of the year.
6th Street Box Culvert (City Project)-The Commission made the decision to move forward with the replacement of the 6th Street West box culvert. Shannon will prepare the task order for Commissioner Approval.
10:49 AM Shannon left the meeting.
11:00 AM SNOW DAY DISCUSSION/DISCUSS PLAN FOR SNOW EVENTS/Julie Straub, HRM; Debbie Wyrick, Deputy Clerk and Recorder; Christa Alford, Payroll Clerk
Due to concerns of employees putting themselves at risk to get to work during very poor weather conditions, HR/Payroll are here to discuss an Emergency Paid Leave Policy. Discussed circumstances that could be a cause for putting the Emergency Paid Leave Policy in play, such as main thoroughfares being closed, etc. Reviewed the Montana Operations Manual (MOM), which is the State’s policy. Discussed the Commission acting on behalf of the County, in much the same way as the Governor acts for the State, in the event there is an emergency.
Julie provided a spreadsheet which shows how many employees would be impacted by an event. Julie stated her goal is to mitigate the risk to employees. Debbie discussed concerns of abuse; employees are on their honor. Discussed getting DES, Sheriff and Dispatch involved in the conversation at some point in time. Also discussed coming up with a plan rewarding those that do come to work.
Debbie discussed this would be similar to employees that are able to leave to fight fire, be on the Fair Board and attend conventions, etc. and are allowed to mark their hours as if they were at work. Discussed departments that are told they can close and go home, yet other departments are not extended the same courtesy. Debbie listed Departments that were not able to make it to work during the last storm, Landfill, Golf Course, Gun Range and Public Health closed early.
Discussed liability issues for the county should anything happen when employees try to make it to work, possibly involved in an accident, or are stranded. Debbie wondered about some type of mass messaging system that could be put in place. The Commission would have to be the ones that initiate the messaging system by messaging the Department Supervisors, who would in turn contact their employees. Julie discussed placing a cap on the hours and the Commission could extend those hours if necessary. A new policy will take a few months to get in place and will most likely still have to look at these on a case-by-case basis.
The Commission made the decision to schedule a meeting with the Elected Officials first; reason for this is due to 7-4-2211, MCA. Discussed MCA 7-4-2211(2)(a) pertains to offices that must remain open. Those offices are for the following Elected Officials only: (Sheriff, County Clerk, Clerk of District Court; Treasurer/Assessor). Shall keep their offices open for the transaction of business during the office hours determined by the governing body, by resolution, after a public hearing and only if consented to by any affected elected county officer, every day in the year except legal holidays and Saturdays.
11:59 AM Julie, Debbie and Christa left the meeting.
12:03 PM Commissioner Baldwin made the motion to recess. Commissioner Braun seconded the motion.
Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
NOON RECESS
PRESENT: Roy Rost, Chairman; Steve Baldwin and Kevin Braun, 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 APPROVE FY22 MANAGEMENT DISCUSSION & ANALYSIS (MD&A)
Brenda stated she did not have the MD & A completed as of this time. The Annual Financial Report is also not completed so will be late getting to the State of Montana. The Commission asked Brenda to contact the State and let them know.
1:45 PM COMMISSION MINUTES APPROVAL FOR DECEMBER 19-23, 2022
Commissioner Braun made the motion to approve the December 19-23, 2022, Commissioner Minutes. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
1:53 PM CROSSING COUNTY ROAD WITH WATER LINE/Bryant Steen
Bryant will be crossing two (2) county roads with water lines. The Commission stated the roads do not have to be bored but the pipe must be sleeved. Bryant was given Encroachment Permits to fill out and will return them with the required fee.
1:59 PM Bryant left the meeting.
2:00 PM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
Approve aerator quote for the Baker Lake
Commissioner Braun made the motion to approve the quote to purchase a replacement aerator (only), in the amount of $3,449.00 for Baker Lake. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any further discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Decision-Payment to MT Infrastructure Coalition & decision on voting member
Commissioner Baldwin made the motion to pay the dues for the Montana Infrastructure Coalition, as a voting member, in the amount of $5,000; also, to keep Jason Rittal as Fallon County’s voting member. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Review boiler inspections for PV1 & PV2 & Hospital
The Commission reviewed boiler inspection reports and they will be filed. Most of the deficiencies have already been corrected.
Acknowledge Town of Plevna Appointment of James Franson to the Planning Board
The Commission acknowledged the appointment of James Franson, by the Town of Plevna, to the Fallon County Planning Board, as the Town of Plevna representative.
Sign Community Development Block Grant extension for the Growth Policy
Commissioner Rost signed the Community Development Block Grant extension for the Growth Policy.
Decision on Golf Course Irrigation treatment
Commissioner Braun made the motion to approve the purchase of a gas chlorination system to treat the lagoon waters for the Golf Course irrigation. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
2:15 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/Roy Rost, Chairman
ATTEST:
s/Brenda J. Wood, Clerk & Recorder
