Commission Minutes – December 4 – 8, 2023
9:30 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun, Member; Brenda Wood, Clerk and Recorder; Megan Slagter; Recording Secretary
ABSENT: Roy Rost, Member
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
No one appeared for public comment.
9:45 AM APPROVE NOVEMBER, 2023 PAYROLL AND WITHHOLDINGS
Commissioner Braun made the motion to approve the November, 2023 Payroll and Withholdings, in the amount of $585,002.23. Commissioner Baldwin stepped down from the chair to second the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
10:00 AM ROAD/SHOP UPDATES/Bobby Wiedmer, Road Superintendent; Mitch Overn and Carl Overland, Shop Mechanics
ROAD/SHOP UPDATES/Installing the loader engine as well as other maintenance for other departments. The crusher is set up and already has a pile of scoria ready. They are graveling Hidden Water Trail. Commissioner Braun asked how far they would gravel; Bobby said as long as they are there they will gravel to the end of the road. Commissioner Braun asked if they would save the rest of the gravel for emergencies. Bobby said there are a lot of roads left to gravel and there is still quite a bit of gravel left. As soon as they are finished graveling this road, they will start surfacing South Plevna and Calumet roads with scoria and will take the large pit run scoria to the landfill.
10:04 AM Bobby, Mitch and Carl left the meeting.
10:30 AM COMMISSION WORK SESSION
1.Discuss/Decision regarding per diem for meals/Kimberly Jensen, AP Clerk; Julie Straub, HRM
Discussed, our current policy does not require receipts and does not address appropriate practice if a meal is provided during the out-of-town trip. Julie stated one of the Fair Board members felt receipts should be provided. We have never had rules, but Kimberly trains the Department Heads/Supervisors they will not be reimbursed for a meal if that meal is provided. This has recently caused some issues and Kimberly and Julie would like clarification from the Commission. After much discussion it was decided receipts should be provided to be paid per diem for meals. Meal reimbursements may not exceed the total amount allowed by law. The Commission also decided to put this out to the employees for a comment period before the Commission amends the policy.
11:01 AM Julie left the meeting.
11:01 AM IT UPDATES/Josh Lewis, System Administrator
UPDATES/Josh asked Kimberly to join the meeting. Verizon update-They are waiting for the discounts to be applied by Verizon before submitting the final hardware quote for approval. Verizon plans to do the installation the week before Christmas. Fax machines-Those with fax machines will be able to keep them, (all Departments chose to keep them). There will be a one-time fee of $1,394.95 to replace analog fax lines. There will also be capabilities to fax through the portal, similar to sending an email. The monthly fee for the fax machines will be $275.00. The City of Baker will be joining our phone system as well. Josh will keep Mid-Rivers informed of the projected switchover. Mid Rivers will turn over their old phone system, (basement), since it will not be operational. Some departments will have LTE phones in the event of an emergency (loss of internet). The Commissioner’s office will be one of those departments.
11:13 AM Kimberly left the meeting.
Other updates/Tyler server/Josh is waiting on a quote for the user licensures needed for those Tyler and DocuPro software systems. Josh is also working with Tyler on the new server conversion which will happen next week. There is a planned internet and phone service outage scheduled for Wednesday at 3:00 AM to perform phase two of the scheduled project. All departments have been informed and Richland County will field all calls during this time. Josh will be onsite to assist the technician with access as well as being available should technical issues arise during reactivation of service. Elections/Josh is finishing up the cyber security self-assessment which is required to be completed for elections. There are some grant opportunities available for some of the security upgrades and would also have the opportunity to apply for .gov email. Email transition/Josh has a few more individuals to transition to Office 365. Is finalizing the multifactor authentication and plans to have it completed by the end of the year. Landfill/Josh will work with the Manager of Landfill Operations to set up a new camera system at the container site. Shooting Range/Josh is working with the Shooting Range Manager regarding the gate issue; will look at other access/security options rather than what they currently have in place. The Commission asked Josh to take suggestions/thoughts to the Shooting Range Board first and their board can present the information to the Commission for approval. Sheriff Office/Josh has gotten quotes to purchase three (3) computers for the Sheriff’s Office. Since approval is needed for purchases over $2,000 and the cost is $3,000, Josh would like permission. The computers were included in the Sheriff’s budget. The Commission granted permission to purchase since they were included in the Sheriff’s budget.
11:23 AM Josh left the meeting.
11:27 AM INSIDE MAINTENANCE/Lynda Herbst, Inside Custodian Supervisor
UPDATES/Lynda reported there was a leak on the isolation valve for the domestic hot water. This was repaired last week by Mike Menger. Lynda would like permission to replace the two (2) toilets which were approved at budget time. Permission granted. Commissioner Baldwin asked if the lighting project was complete. Lynda contacted Direct Electric; they will check on the order and let her know.
11:30 AM Lynda left the meeting.
11:40 AM Commissioner Braun made the motion to recess. 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 Rost). The motion carried.
NOON RECESS
PRESENT: Steve Baldwin, Chairman; Kevin Braun, Member; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
1:15 PM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
Julie Straub, HRM met to further discuss per diem she found in MOM (Montana Operations Manual). MOM explains per diem reimbursement is not for the actual cost of the meal; but would be at a fixed per diem rate established by statute.
1:20 PM Julie left Public Comment
Cindy Irgens, Document Recording Clerk joined. Shannon Hewson, Brosz Engineering phoned in. Clarification on the new plat that was completed for workforce housing and surrounding area, in preparation of the proposed sale. Cindy had found two (2) other COS’s that were not included on the new plat; they will be shown with their COS #’s (discussed vacating the old COS’s). Shannon needs a name for the Subdivision Plat. Commission decided on Mancamp Subdivision. The area outside of the mancamp will be appraised; the mancamp area has already been appraised.
1:30 PM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
1.a.Coral Creek Landfill Trust Account (any decisions needed)
No further discussion until the County Attorney meets.
b.Policies/Procedures for gate permit system (discussion/decisions as needed)
No further discussion
c. Indigent Burial Policy discussion/decisions
No further discussion
d.Hospital basement project (any decisions needed)
No further discussion
e.Update EMS policy/procedures
No further discussion
f.Other old business as needed
Julie Straub, HRM and Kimberly Jensen, AP Clerk met to further discuss per diem. After further discussion the employee/board member will need to submit their registration form/itinerary with their travel voucher. If meals are provided as part of the conference/training/meeting, and the employee chooses to dine somewhere else, they must provide a receipt for that meal to receive per diem.
2:11 PM Lynda Herbst, Inside Custodian Supervisor joined.
Lynda forgot to mention earlier, Mike Menger ordered the circulating pump, and it should be installed before MTI comes to do their maintenance.
2.E-mails/Correspondence
3.Review & Approve Encroachment/Approach Permits (as needed)
4.Review Board Minutes/Agendas (Boards other than Commission)
5.Review Department/office reports/sign journal vouchers (as needed)
6.Executive/Action items:
a.Approve Amended Statement of Work with Best Practice Medicine, LLC to extend Contract EMT Services
This was already approved; however, the Statement of Work was not available to be signed at that time. Commissioner Baldwin signed the Statement of Work as submitted.
b.Decision regarding Ambulance Standby charges/Kimberly Jensen, AP Clerk
Discussed some of the standby charges that should have been charged to those putting on the event rather than billing a county department. From this point forward those putting on the event will be notified of the charges and will be billed accordingly.
c.Decision regarding DOR request to upgrade office space/door/window (see photos)
The Commission went to view the proposed project. Commissioners phoned the contractor about any damage that may occur. The Contractor would be responsible for any damages during the project and if it is determined items need to be removed, later, they will be responsible for those damages as well. Permission to proceed.
d.Discuss/Review Professional Services Agreement with Stahly Engineering for Planning
Waiting for the County Attorney to review.
2:23 PM APPROVE NOVEMBER 27 – DECEMBER 1, 2023, COMMISSION MINUTES.
Commissioner Braun made the motion to approve the November 27– December 1, 2023, Commission Minutes. 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 Rost). The motion carried.
3:00 PM APPROVAL OF NOVEMBER 2023 END OF MONTH CLAIMS
Commissioner Braun made the motion to approve the November 2023 End of Month claims, in the amount of $423,579.07. Commissioner Baldwin stepped down from the chair to second the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
4:00 PM Commissioner Braun made the motion to recess. Commissioner Baldwin stepped down from the chair to second the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
RECESS
TUESDAY DECEMBER 5, 2023
9:30 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Roy Rost, Member; Brenda Wood, Clerk and Recorder; Megan Slagter, Recording Secretary
ABSENT: Kevin Braun, Member
FALLON COUNTY COURTHOUSE
9:30 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment.
9:45 AM OUTSIDE MAINTENANCE UPDATES/Robbie Christiaens, Supervisor; Derrick deHaan, Assistant
1.Decision regarding mowing and maintaining drainage ditch south of the Food Forest
Robbie reported, they already maintain that area and will continue to do so.
UPDATES/Robbie had budgeted to order a new mower and would like permission to order it now. The old mower could be moved to the Fairgrounds. Permission to proceed because it is in the budget. Derrick reported on a hallway heater at Parkview; they cannot get a board to repair it. At this time, they do not plan to replace it, unless it is felt it is necessary down the road.
10:07 AM Robbie and Derrick left the meeting.
10:15 AM CHAMBER/RECREATION DEPARTMENT UPDATES/Mariah Miller, Executive Director
UPDATES/The recreation department conex box will be here December 20th; there were some funds left over and were able to purchase some shelving as well. Busy with Christmas events; Christmas stroll and Parade of Lights is tomorrow.
10:25 AM Mariah left the meeting.
10:45 AM SHOOTING RANGE UPDATES/Jim Leischner, Shooting Range Manager
UPDATES/Dacotah Fence came down to look at the gate; it is felt it was hacked. Security issues will be further discussed with IT. Commissioner Rost discussed a better tracking system for security purposes.
11:10 AM Jim left the meeting.
11:30 AM COUNTY ATTORNEY BUSINESS SESSION/Darcy Wassmann, County Attorney
Debbie Wyrick, Deputy Clerk and Recorder was asked to join. The Commission had discussed changing the county lease rate from $4 to $6 per acre and also discussed selling the leased land. The Commission did not know if the county had to put the leases out for bid or, since we have historically been doing it the same way forever, do we continue that practice. Darcy will look at the laws pertaining to going out to bid and report back.
11:50 AM Debbie left the meeting.
1.Coral Creek Landfill Trust Account/Petition the Court
Darcy presented the draft petition to be presented to Wells Fargo and DEQ. As soon as Darcy has all of the necessary paperwork, she will file it with the District Court. The Commission asked about the time frame once this is filed with District Court. Darcy stated it would depend on what information Wells Fargo provides; if Wells Fargo provides an affidavit stating they will not contest this, there should not be a need for a hearing. If there is a need for a hearing, there is a required two-week notice and then the hearing will be scheduled.
2.Indigent Burial Policy discussion/decisions
No discussion at this meeting.
3.Gate Permit system policies/procedure discussion/decisions
No discussion at this meeting.
4.Discuss/Decision to approve Professional Services Agreement with Stahly Engineering for Planning Services
Did not discuss at this meeting.
5.Old or other county business (as needed)
12:04 PM Darcy left the meeting.
12:05 PM Commissioner Rost made the motion to recess. Commissioner Baldwin stepped down from the Chair to second the motion. Commissioner Baldwin asked for any further discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Braun). The motion carried.
NOON RECESS
PRESENT: Steve Baldwin, Chairman; Roy Rost, Members; Brenda Wood, Clerk and Recorder; Megan Slagter, Recording Secretary
ABSENT: Kevin Braun, Member
FALLON COUNTY COURTHOUSE
1:15 PM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for public comment.
1:30 PM SMART AND EMEDA MONTHLY UPDATES/Vaughn Zenko, Executive Director; Cheyanne Dame, Assistant
SMART UPDATES/Vaughn stated the Visitor Center is as complete as they can get it until next spring when the handicap entrance is completed. They had to take out a small loan until the grant reimbursement is received. Chayenne presented her set up design of the Visitor Center as well as the signage. They will be redesigning their website. Country Christmas/The event, with the band was not well attended, will rethink that for next year. Christmas Carol/The play was sold out every night and had great attendance when presented at the Mystic Theatre in Marmarth, ND, as well. They have started planning the next play, scheduled for May 31st. Grid United grants were discussed. Four out of the Five they assisted with were funded in some fashion. Discussed purchasing a one-year subscription to BEK TV to promote Baker. The Chamber can use this, Baker businesses or anyone can use this. BEK completed a documentary about Baker; (contact Vaughn for more information). Vaughn is looking into Placer AI which is a company that analyzes foot traffic and creates consumer profiles to help clients make marketing decisions. The cost is $10,000 per year; Vaughn is looking into grants and other funding sources as he feels this is a worthwhile investment for the amount of data received.
EMEDA/Childcare/Vaughn got the EMEDA board to agree to purchase a modular home from Kit Home Builders West. This should arrive in April of next year. Head Start will be bringing their own modular. Food Forest/EMEDA board agreed to sign the Food Forest agreement as long as Fallon County would agree to maintain the drainage ditch and the area south of the drainage ditch. The Commission visited with Outside Maintenance, and they agreed and stated they already do that. This will be added to the agreement.
1:58 PM Vaughn and Cheyanne left the meeting.
2:00 PM PASTURE LEASE OWNER MEETING/Donald and Laurie MacKay; Larry Singer; Randy Tunby, landowners; Debbie Wyrick, Deputy Clerk and Recorder
Much discussion on how long would the increase stay the same; could the leases be extended from three years to five years; is this based on the state lease rates; whether the possible increase would make this over the actual taxable value; some felt $2.00 per acre increase was a large percentage to increase; others felt possibly if the lease were to be extended to five years the $2.00 increase per acre would not be out of line. Commissioners have asked the County Attorney if they should be going out to bid. Lease with the option to buy was discussed and the question will be presented to the County Attorney; the Commission does not know that answer. Discussed public access to county land and hunters that can pose problems. Discussed possibly a county policy that could keep the hunters at bay. Some lessee’s described the leased land as a vital part or their operations; would it be possible for some leases to be negotiated separately based on their differing scenarios; could portion of the lease payment be used as a down payment if they were able to purchase.
Randy wanted the Commission to know he was appreciative of the road work west of 4 corners and for the predator control.
2:38 PM Donald, Laurie, Randy and Larry left the meeting.
Debbie will pose the Lessee questions to the County Attorney and ask for a response as soon as possible so the Lessee’s can be notified.
3:06 PM Debbie left the meeting.
3:29 PM LANDFILL UPDATES/Jeff Frank, Manager of Landfill Operations
1.Decision pertaining to grinding tree branches at container site
Tod Passmore asked if he could come to the container site to grind some tree branches. He would like to use the mulch for his personal business. Commission has no problem as long as it is not on the days the container site is open. Landfill Engineer/Barry Damschen, Landfill Engineer will be here tomorrow for his inspection. Jeff will ask particulars regarding burning branches at the landfill. There are DEQ stipulations that have to be followed and Barry will know what those stipulations are. Jeff cannot find anyone that has a shredder to shred all tree branches. Rates/Approval of new landfill rates will be placed on the agenda for next week. Cameras/Discussed working with IT on updated security cameras for the container site. Jeff asked about updated cameras for the Landfill. The Commission would like to see how the container site set up goes first. The new rates will be effective January 1st and will be included with the billing that Jeff is sending out. Equipment/All equipment has been operational with no issues. Garbage container/Jeff took the last 20-yard garbage container to the county shop, (for tires).
3:53 PM Jeff left the meeting.
4:12 PM Commissioner Rost made the motion to recess. 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
WEDNESDAY DECEMBER 6, 2023
9:40 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun and Roy Rost Members; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
9:42 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
Craig Pinnow, Public Member joined/Craig asked if something could be done with the county road west of Plevna that leads to the two (2) cemeteries. Commission will discuss with the road superintendent. There is a possibility they could chip/seal that portion of the county road, possibly next summer.
9:43 AM Craig left Public Comment.
10:00 AM FMC UPDATES/David Espeland, CEO and Marjorie Losing, CFO
UPDATES/Hospital membership meeting and election was discussed. The new board members will be Del Espinosa and Michele Gray and will replace Doug Varner and Alice Kay Schweigert. The by-laws were approved as submitted. Some members were upset about the dues that were established. Financials/Marjorie presented the October financials; October was a slow month. Glendive Medical Center would like to provide an outreach clinic at Fallon Medical Complex. This will be placed on next week’s agenda for approval.
10:47 AM David and Marjorie left the meeting.
11:00 AM EPEDC UPDATES/Terra Burman, Executive Director
UPDATES/EPEDC hired a new Food and Ag Development Center Assistant. Various grants that are available were discussed. Discussed the Department of Commerce looks at business recruitment differently than we do in our rural areas. Terra feels growth through small businesses works best for our area. They applied for the Certified Regional Development Corp funding which is $50,000 per year for seven (7) years. They are hopeful they will get the funding and thanked the commission for the letter of support. Discussed training grants for Renewable Energy for America Program (REAP); C-PACE; RBDG and EPG that are currently available. They held a Childcare roundtable training/discussion in Baker, they had good discussions with representatives from area communities. They hired Teresa Olsen as the new CDS (Community Development Specialist), and they are still looking for more part-time help.
11:17 AM Terra left the meeting.
11:20 AM EMS UPDATES/Brittany Renner, EMS Program Manager
UPDATES/The new ambulance should be here December 17th; may have to drive to Glendive to pick it up. Prairie County may be interested in the old ambulance. The old ambulance is ready to be taken whenever the commission decides who will be receiving it. Brittany would like to name the new ambulance, “Ambulance 23”; the Commission has no objections. The rotation of ambulances was discussed (pertaining to alternating their use); Brittany stated they practice that currently. The ambulances will be in the Parade of Lights tonight. Per requirements Brittany would like permission to order two (2) Pedi-Mates. Permission granted. Brittany is waiting to hear back from her contact regarding EMT classes. Brittany would like to see if there is an interest in another class by putting it on Facebook. The Commission felt that was a great idea and granted permission to get another class started when Brittany is ready. Has a meeting with HRM to discuss possibly adding an additional full-time EMT. Monthly training night will be held on the 18th. Presented her monthly stat report and discussed looking into a Community Needs Program; Brittany will do more research.
11:33 AM Brittany left the meeting.
11:45 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; Megan
FALLON COUNTY COURTHOUSE
2:00 PM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for public comment.
2:30 PM COUNTY EXTENSION AGENT UPDATES/Amanda Williams, County Extension Agent
UPDATES/Scheduling error.
3:00 PM GOLF COURSE SAFETY REVIEW UPDATES/DECISIONS AS NEEDED/Kevin Hill, Golf; Course Superintendent, Debbie Wyrick, Safety Committee Member; Doug Varner, Seasonal Lead Crew Hand; Julie Straub, HRM
They have an equipment list to be submitted to the road department; all equipment has been cleaned and is ready for the mechanics. Discussed possibly using parts from one old mower to repair another mower to be used as a spare. Julie went through all of the items accomplished by Kevin and Doug. They will take a lock out-tag out training. The welder can be moved to the park building; they do not use it. Scheduled another follow-up for the remaining items. Everyone was very impressed with the progress.
3:30 PM Debbie and Julie left the meeting.
3:30 PM UPDATES/Kevin Hill, Golf Course Superintendent; Doug Varner, Seasonal Lead Crew Hand
They continue to contact Midland Implement to have them come down and assist with the irrigation system. If they cannot get them to respond, a commissioner will contact them. They have a large inventory of fertilizer that they will use, until gone, so they are only using one type. Discussed seeding greens next spring. Some leaks were found when blowing down the irrigation system. They left them open, so they know where they are located next spring. Discussed getting the driving range irrigation system operational; lining the pond will be scheduled next fall.
4:00 PM Doug and Kevin left the meeting.
4:00 PM SALARY WORK SESSION/Julie Straub, HRM; Debbie Wyrick, Deputy Clerk & Recorder; Christa Alford, Payroll Clerk; Trenton Harbaugh, Sheriff
Reviewed the current salary schedule as well as Commissioner Rost’s proposal. Commissioner Baldwin is not quite finished with his proposal. Commissioner Braun feels it will cost a lot to make adjustments all at once and would like to take baby steps. Commssioner Rost explained that was his reasoning on the five (5) year plan. Commissioner Braun would like to start with upgrades to the longevity and over time adjust accordingly, realizing this does not include the road crew. Commissioner Baldwin feels market adjustments will need to be completed more often; Commissioner Braun discussed possibly every December. Commissioner Rost felt it would be difficult to choose who will receive the market adjustments; great for those at the top of the list but not so much for the others. Julie recommended incorporating additional steps, it could be rewarding. Discussed the county does not pay based on performance; Trenton discussed a pay matrix; Debbie discussed department heads and ranges due to complexity of job duties, etc. Debbie also feels seniority should still come into play, even if it is a small difference. Trenton stated if you will be paid the same as some veterans, at some point, then the longevity should be increased more than the proposed longevity schedule. The Commission does not dispute there is value in COLA’s. Discussed a plan to move forward. The decision is to start with Department Heads and go from there. Schedule again in a few weeks.
5:01 PM Trenton, Debbie, Julie and Christa left the meeting.
5:02 PM 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.
RECESS
THURSDAY, DECEMBER 7, 2023
9:45 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun, Member; Brenda Wood, Clerk and Recorder
ABSENT: Roy Rost, Member recused himself due to the scheduled 10:00 AM meeting.
FALLON COUNTY COURTHOUSE
9:45 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment.
10:00 AM ESTABLISH SCHEDULE/MANAGEMENT OF AND REQUEST FOR LEAVE/Melissa Rost, Museum Curator/Julie Straub, HRM
Melissa notified her she was recording the meeting.
Request for leave/Commissioner Baldwin asked that the vacation and sick leave requests be turned in prior to taking leave and in addition if Melissa would text them as a group that would be very helpful. Typically, only one of the Commissioner’s will respond; this is how they manage leave with employees.
Establish schedule/Julie would like to request the Commission establish a schedule; this provides consistency and the opportunity to balance work and personal life. This will also help manage leave balances and the ability to flex hours (permission required for this also). Commissioner Baldwin and Commissioner Braun would like the museum to only be open five (5) days per week on a permanent schedule; reiterating there needs to be balance between work and personal life. Melissa stated the museum is open 7 days per week in the summer. Commissioner Braun stated five (5) days is the standard for museums and could keep the museum open seven (7) days by utilizing summer help. Discussed a happy balance for Melissa; Melissa is happy now, but it has been difficult due to the number of hours given for intermittent and seasonal help. Melissa feels there needs to be consistency in their operating hours. Melissa utilizes volunteers as much as possible and would like the summer help to start sooner, (May), as this year it was too late to be of much help.
Julie would like to see the museum closed for two (2) days in a row, so Melissa has time for herself. Julie praised Melissa for the work she has done and the youth programs she has been involved with.
Commissioner Braun would like Melissa to work 5 days per week and the seasonal/summer help work the other two (2) days. Commissioner Braun feels in the winter months it should be closed for two (2) days and people will get used to it. Julie again discussed Melissa working 5 days per week: 8:00 to 5:00 for consistency.
Much more discussion regarding the number of hours and days the museum should be open and whether it should be open during lunch hour and Sundays.
Melissa apologized for not letting them know she was going to be gone but was under the understanding she was to get her 40 hours in and that is what she had been doing. Julie discussed planning to flex hours when able or needed and request permission before doing so. Melissa stated as long as Roy is a commissioner, she will never record overtime.
Julie stated vacation leave is to be used for vacation and cannot use sick leave to be on vacation. Julie maintains an established schedule will help. Melissa does not think it will. Julie stated it has to because we cannot continue to violate policy. Melissa explained different people have different job descriptions, possibly the job description needs to be changed. Julie stated if this process does not help, we will need to schedule another meeting.
Commissioner Baldwin appreciates Melissa’s looking at perception due to Roy being a commissioner. Commissioner Braun would like to try the Monday – Friday through the end of May. Julie stated if she needs to work Sunday’s, Melissa would need to get permission from the Commission to flex another day. Hours were discussed. Decision to try 8:00 – 4:00 with no lunch, Monday – Friday. This would start January 1st. Commission appreciates Melissa, what she does and her candor.
Will get Melissa’s job title and job description back on the agenda.
10:34 AM Melissa and Julie left the meeting.
11:10 AM Commissioner Braun made the motion to adjourn. Commissioner Baldwin stepped down from the chair to second the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
ADJOURN
s/Steve Baldwin, Chairman
ATTEST:
s/Brenda J. Wood, Clerk and Recorder
