Commission Minutes – December 5-9, 2022
9:30 AM CONVENE
PRESENT: Steve Baldwin, Presiding Officer and Kevin Braun, Member; Brenda Wood, Clerk and Recorder
ABSENT: Roy Rost, Chairman/Attending MACo Training
FALLON COUNTY COURTHOUSE
The Pledge of Allegiance was held in the Commissioner’s Office to start off the week.
The October, 2022 Payroll and Withholding had been reviewed by the Commission at the November 7, 2022 Commissioner Meeting. However, the information was inadvertently left out of the minutes. The October, 2022 Payroll and Withholdings, in the amount of $584,499.76 are filed in the Clerk and Recorder’s Office.
9:30 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment
9:45 AM COMMISSIONER MINUTES APPROVAL FOR NOVEMBER 28-DECEMBER 2, 2022
Commissioner Braun made the motion to approve the November 28-DECEMBER 2, 2022, Commissioner Minutes. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
COMMISSIONER MINUTES APPROVAL FOR 11:00 AM CLOSED SESSION-LITIGATION MINUTES FOR NOVEMBER 28, 2022
Commissioner Braun made the motion to approve the 11:00 AM Closed Session-Litigation Minutes for November 28, 2022. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
COMMISSIONER MINUTES APPROVAL FOR 4:30 PM CLOSED SESSION-LITIGATION MINUTES FOR NOVEMBER 28, 2022
Commissioner Braun made the motion to approve the 4:30 PM Closed Session-Litigation Minutes for November 28, 2022. Commissioner Baldwin seconded 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; Julie Straub, HRM
ROAD-Bobby spoke with Shannon Hewson, Brosz Engineering about going out to bid for gravel. Commission will visit with Shannon at his update meeting. Bobby asked if the Commission wants to purchase a packer for the shop blade; the cost is approximately $32,000. This will be tabled until next week when Commissioner Rost returns. Lakeview Drive Storm Sewer Project-Commissioner Braun asked if the road crew could place some pea gravel, (over the larger rock), at the end of the culvert. This would be to assist with filtration. There is some pea gravel at the county yard, that can be used. Crew is hauling gravel as weather permits.
SHOP-Been doing some maintenance on a few pieces of equipment. Commissioner Baldwin asked if they do maintenance on the air lines. Carl – Yes, they do. The Toro mower engine should be in Billings, MT today. There will be no freight charge as the company comes to the Baker area once per week. Baker Metal is preparing a quote for lids for the containers.
City of Baker request-Mayor Zachmann, City of Baker asked if the county road crew would be able to assist the city crew if there was a major event. Bobby stated the county has to complete their work first before they will be able to assist but will assist when able. In the past the county has hauled snow and opened up 6th street with the blower. Julie discussed tracking on the time sheets if the county plans to charge the city. Since they are county employees, Julie will do some checking on the work comp side of things. Bobby did not think we had charged the city in the past.
10:13 AM Bobby, Mitch, Carl, and Julie left the meeting.
10:23 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering
UPDATES-Lakeview Drive Storm Sewer Project-Commissioner Braun asked the Road Superintendent to have someone add some pea gravel to the rock (at the end of the culvert). This would be placed in the voids and will act as additional filtering. Shannon felt the pea gravel would also help grow vegetation. Shannon will prepare the final pay application for submittal. Troubadour Drive – Shannon did not complete the work order as he wanted to include the Commission’s timeline. Shannon did not feel they would get the work finished before Christmas as they are currently working on the Thielen Access survey.
10:27 AM Bobby Wiedmer, Road Superintendent joined.
Commissioner Braun would like it completed as soon as possible, weather permitting. Shannon discussed sending out notices to the landowners as well.
10:29 AM Richard Menger, Sanitarian joined.
10:31 AM Richard Menger, Sanitarian left the meeting.
Bergstrom Hill Road -Shannon changed the information to accommodate the 50 MPH request. Shannon explained they would have to do some grading on the Old Baker Highway to compensate for the grade of the road. They are also trying to compensate for drifting snow. Phone line-Shannon feels they will just barely be getting into the phoneline, so it is doable. Discussed fencing that will need to be replaced on the north and east side of the Old Baker Highway. Shannon feels every approach will need to be moved but will also need to be discussed with the landowners. The road would have a 36’ subgrade and a 32’ top; there will be 35 – 40,000 yards of dirt to move. Bobby asked who would be doing the work. If the county were to do this, Bobby figured 1 scraper could move approximately 1000 yards per day, on a good day, which would take approximately 2 months. Discussed possible production loss and acquisition of easements. The Commission will need to decide who will do the work. Will have to plan to keep the road open, while the work is being completed. A meeting will need to be scheduled with the landowners and utility company. Shannon will prepare letters and cost projections.
10:54 AM Bobby left the meeting.
10:55 AM Shannon left the meeting.
10:56 AM County assisting the City of Baker with snow event-Julie Straub, HRM notified the Commission; since they are our employees, (county road crew), it will be our worker compensation that covers them in the event there is an accident.
11:00 AM PERMISSION TO CHANGE SCHEDULED WORK HOURS FOR DIRECTOR OF PUBLIC HEALTH/Kim Bryan, Director of Public Health; Julie Straub, HRM
Kim would like to change her hours, from the current schedule of 10 hours per day, Monday – Thursday to 8 hours per day Monday-Thursday. The office is currently open 9 hours per day, 7:00 AM – 5:00 PM Monday-Thursday. Kim discussed 8 hours given for holidays and in order to get her 40 hours in she had to use vacation to make up for that time. Julie explained calculating leave hours for part-time employees and the holiday hours will also be prorated. If Kim is needed in the office, she is willing to come in or stay later.
Commissioner Braun made the motion to grant permission to change Kim Bryan, Director of Public Health, hours from 40 hours per week, Monday through Thursday to 32 hours per week, Monday through Thursday. This will be effective the week of December 25, 2022. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
11:05 AM Julie left the meeting.
UPDATES-Discussed training for Mindi Murnion and Heather Havens, Public Health Department, to take over the EMS billing, in place of FMC. Public Health uses Availity for claims submissions. Wibaux does the billing for their EMS and also uses Availity; FMC uses another provider. The decision is for Mindi and Heather to train in Wibaux. The contractor replacing the flooring at Public Health plans to work on Friday when Public Health is closed. Would like permission to move the furniture on Thursday, which would mean they would not be scheduling appointments during that time. Permission granted.
11:12 AM Kim left the meeting.
11:25 AM PRESENT INFORMATION FOR TREATING WATER USING GAS CHLORINATION PROCESS & REVIEW/DISCUSS/DECISION ON QUOTE/Richard Menger, Sanitarian
Rich brought information regarding the process to treat the lagoon water. When Rich was the Sanitarian in 2003, they were treating the water using the gas chlorination process. Rich left in 2005 and then came back in 2014; during that time frame they changed over to Sodium Hypochlorite. Startup costs were discussed, but after that gas chlorination is far less expensive.
11:29 AM Mary Grube, Planning Administrative Assistant joined.
Commissioner Baldwin discussed the city has DEQ formalities they have to follow. Rich will inform the DEQ of the plan and why we are hoping to change our process. Commissioner Baldwin reiterated the city needs to visit with DEQ as a formality. Rich will visit with Mayor Zachmann. Commissioner Braun asked if this process would accomplish what we want. Rich stated it will lower the PH.
11:34 AM Dale Butori, DES/911 Coordinator joined.
Rich has no data from 2003 when gas chlorination was used. Commissioner Braun discussed justifying spending the up-front costs for the benefit of the golf course and disinfecting the water. Dale added this may have a positive effect on the mosquitos. Commissioner Braun stated it has to benefit the golf course in order to justify the costs. Rich discussed making sure there is proper ventilation for the building and this process is less expensive in the long run. Commissioner Braun asked if we knew why the process was switched to sodium hypochlorite. Eric Kary, the previous Golf Superintendent, mentioned they were concerned about the ventilation in the building. Rich feels moving back to gas chlorination is what needs to be done. Rich will contact the city to let them know the county would like to move to this process, if possible. Dale stated he earlier was concerned this process may pose dangers but now feels there is enough open spaces that the chemicals will dissipate.
11:42 AM Dale, Rich and Mary left the meeting.
11:47 AM Commissioner Braun made the motion to recess. Commissioner Baldwin seconded the motion.
Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
NOON RECESS
PRESENT: Steve Baldwin, Presiding Officer and Kevin Braun, Member; Brenda Wood, Clerk and Recorder
ABSENT: Roy Rost, Chairman
FALLON COUNTY COURTHOUSE
1:14 PM Steve Zachmann, Mayor-City of Baker joined
1:15 PM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment
1:22 PM Robbie Christiaens, Outside Maintenance Supervisor joined.
1:26 PM Mary Grube, Planning Administrative Assistant joined.
County/City working together-The Commission discussed a previous request received from the mayor regarding assistance from the county if there is a snow event. Mayor Zachmann discussed previous years the county helped the city when there were large snow events. There is an agreement between the city and county to operate each other’s equipment, however, in the past county employees have operated county equipment on city streets. The city Public Works Department will be short-staffed for several weeks, starting this week. The Commission spoke to Bobby Wiedmer, Road Superintendent earlier this morning; Bobby will visit with Rod Morris, Public Works Director.
Mayor Zachmann stated the City of Baker received the certified letter from the county explaining the decision to terminate the interlocal agreement with the City of Baker for park maintenance. Mayor Zachmann stated, in figuring the 180 days, that date would be May 29, 2023. Mayor Zachmann asked if that was firm. The commission explained the driving factor is staffing, the maintenance department has acquired more buildings to maintain and there are only two people to take care of all of this. Mayor Zachmann asked if the County had advertised for extra help. Commission- Yes, the County advertised all summer long. The county is having a hard time filling positions and has yet to fill the groundskeeper position for the Fairgrounds. Robbie added, it is also difficult to get seasonal help to fill positions and each year it gets more difficult. Commission-Our guys are stretched pretty thin. Mayor Zachmann-The city has pared down employees, so this will push costs up for the city. Commissioner Baldwin – If things change, the county may be able to do something.
Mary is attending due to the work for the Growth Policy. That is also why she attended the meeting this morning. Mary asked if the county was having a hard time getting an application pool. Commissioner Braun stated they had advertised for the groundskeeper position for the Fairgrounds since it has been open and have not been able to fill it.
Mayor Zachmann had presented the Commission with a list of items, per the agreement, which will need to continue until the termination date. Mayor Zachmann asked about time frame for flooding the city ice rink and maintenance. Robbie-they only fill and do not maintain the ice, they will need to repair the outlet before filling.
1:41 PM Mary, Robbie and Steve left the meeting.
1:43 PM NOVEMBER, 2022 END OF MONTH PAYROLL APPROVALS
The Commission reviewed and approved timesheets, payroll, and withholdings for the month of November, 2022 in the amount of $560,376.20. They are filed in the Clerk and Recorder’s Office.
1:45 PM NOVEMBER, 2022 END OF MONTH CLAIMS APPROVALS
The Commission reviewed and approved end of month November, 2022 claims in the amount of $115,184.29. They are filed in the Clerk and Recorder’s Office.
2:45 PM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
Discuss invoicing sent to contractor for damages at the Golf Course
The Commission will contact the contractor and get updated information.
Sign letter of support proposal to reconstruct portion of HWY 7 North of Ekalaka
Commission tabled until next week when Commissioner Rost is able to sign.
Review/Approve quote from SDI for updated master plans for FMC and PVI and PV2
Tabled until all Commission are in attendance.
2:50 PM Commissioner Braun made the motion to adjourn. Commissioner Baldwin seconded 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, Presiding Officer
ATTEST:
s/Brenda J. Wood, Clerk & Recorder
