Commission Minutes – February 13- February 17, 2023
9:30 AM CONVENE
PRESENT: Steve Baldwin, Chairman and Roy Rost, Member; Brenda Wood, Clerk and Recorder
ABSENT: Kevin Braun, 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 CONTACT APPRAISER REGARDING COUNTY PROPERTY APPRAISAL
Commissioner Baldwin left a message with Luther Appraisal regarding the appraisal they are working on for a piece of county property.
10:00 AM ROAD/SHOP UPDATES/Mark Sieler, Road Foreman and Carl Overland, Shop Mechanics
Road Updates-Mark feels there is about two (2) weeks of gravel left. The crew is hauling on the Anticline Road.
Shop Updates-Working on regular maintenance items. The Landfill dozer is spewing oil; they will go check on this issue. Discussed replacement of the Landfill dozer. Baker Metal completed the lid for the second container; it is now located at the container site.
10:07 AM Carl left the meeting.
The Commission discussed chip sealing streets in the City of Baker. The Commission asked Mark how long he felt it would take to chip seal the entire City of Baker. Mark stated, from previous experiences, he felt they could complete the work in 5 days per year for 2 years, if the city did the prep work. Mark stated the biggest issue is making sure they have oil lined up by Mid-March.
10:23 AM Richard Menger, Sanitarian joined.
10:30 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering
Rock channel within wetlands (Baker Lake)/Mark Sieler, Road Foreman
Shannon felt they would need 100 yards of 12 inch minus rock for this project. Discussed the thickness of the ice on the lake. The rock would be hauled in with county belly dumps. The parks department will haul the rock on the ice to the proper location. The road department will haul it when Robbie is ready. Mark stated 100 yards of rock would be four (4) loads. They would get the rock from Fisher Sand and Gravel and Brosz will stake the location. Mark will get the rock lined up and felt the road crew would be able to haul it this week. The permits are still valid for this job; Shannon will let the Planning Department know the county is moving forward with this.
City streets-Discussed the amount of chips that would be needed to complete the City of Baker streets. Shannon felt it would be approximately 3500 – 4000 cubic yards for the entire city which would be about 40 loads at approximately $30.00 per yard. The oil would be an additional cost. Mark remembered the last time the County assisted with this they had to do a bunch of tree trimming so the equipment could work without interference. Discussed the City of Baker going out to bid as an SID. Discussed timing for the road department regarding the roads they will be working on, which are south and west of Baker Lake. It is estimated this portion of the project would take 10,000 yards of gravel. The City’s tentative bid opening is slated for March 20th.
10:55 AM Sara Berger, Weed Control Coordinator; Julie Straub, HRM and Christa Alford, Payroll Clerk joined.
Shannon presented a draft of the joint powers agreement for the county’s 6th Street West box culvert project, with the City of Baker. The waterline project for the Baker Rural Fire Department will require a separate joint powers agreement with the City of Baker
.
10:57 AM-Beth Meggers, Director of Library Services joined.
Shannon will send the Joint Powers agreements to the County Attorney to be reviewed. Mark stated he would contact Robbie Christiaens, Outside Maintenance Supervisor, regarding the rock the road department will be hauling for the channel.
10:59 AM Mark left the meeting.
The Commission felt there may need to be language in the agreement regarding who and how the funds are paid.
11:02 AM Shannon left the meeting.
11:02 AM PERMISSION TO UTILIZE EMPLOYEE IN (TWO) COUNTY DEPARTMENTS/Beth Meggers, Director of Library Services; Sara Berger, Weed Control Coordinator; Julie Straub, HRM; Christa Alford, Payroll Clerk
Sara would like permission to utilize an existing employee, Sienna Schuler, in the Weed Department in the summer months, in addition to her existing Library position. The library position will always come first, and hours worked would be 10 AM to 5 PM. The Weed Department hours would be 5-9 AM. Discussed hours during the winter months versus summer months and how payroll would be figured. Julie feels this would be a great benefit to both departments and makes the employee happy. Beth and Sara are both on board with this.
Commissioner Rost made the motion to allow Sienna Schuler to be shared by both the Library and the Weed Department. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Braun). The motion carried.
Supervisors and Sienna will be aware of her level of exhaustion so hours can be adjusted if needed. The Commission asked if Sienna could file for unemployment for the reduction in hours during the winter months. Julie is not positive about that,
11:08 AM Beth, Sara, Julie, and Christa left the meeting.
11:15 AM DISCUSS/DECISION TO GO OUT FOR ENGINEERING/ARCHITECT/SURVEYING RFQ
The County Attorney will review and get back to the Commission later today.
11:20 AM DISCUSS GOLF COURSE PLANS/Marty Asay
Marty is gathering information regarding the future of the Golf Course. Marty stated his biggest concern is his membership as well as the membership of others. Discussed the condition of the Golf Course and concerns there would not be the option to hold tournaments for golf students. The Commission discussed repairs that have been made and will be made as well as changing over to gas chlorination rather than liquid sodium hypochlorite. Per DEQ guidelines the submitted O & M plan will be closely followed. The Commission plans to have a place for everyone to golf.
11:30 AM Richard Menger, Sanitarian joined the meeting.
Rich brought the O & M manual he submitted to DEQ. Marty will take the O & M Manual to the next Golf Board Meeting for everyone to review.
Marty expressed his concerns regarding the loss of memberships. Marty invited the Commission to the next Golf Board Meeting next Monday (February 20th) at 7:00 PM. Rich and Commissioner Baldwin felt they would be able to attend; the other Commissioner’s will be attending MACo conference next week.
11:39 AM Jennefer Wheeler, Fairgrounds Manager joined.
11:43 AM Marty and Rich left the meeting.
11:45 AM ARAMARK SERVICE AGREEMENT DISCUSSION/DECISION/Jennefer Wheeler, Fairgrounds Manager; Kimberly Jensen, AP Clerk
Interview-The Fallon County Times would like to interview Jennefer, in her new position. Jennefer wanted to make sure that was okay first. Commission has no problems with that.
Aramark service agreement-Jennefer has been looking into the upfront costs to purchase supplies rather than renting from Aramark. Everyone agrees it would be best to purchase the supplies and get rid of the contracts. Letters will be drafted to terminate both the Landfill and Fairgrounds agreements. Jennefer will contact Aramark about the existing contract.
11:52 AM Jennefer and Kimberly left the meeting.
11:52 AM Commissioner Rost 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 Braun). The motion carried.
NOON RECESS
PRESENT: Steve Baldwin, Chairman; Roy Rost, Member; Brenda Wood, Clerk and Recorder
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 PUBLIC HEARING TO AMEND IAP (IMMUNIZATION) BUDGET & ADOPT RESOLUTION #1104
Commissioner Rost made the motion to Adopt Resolution #1104.
Commissioner Rost made the motion to adopt resolution #1104 Amending the IAP (Immunization) budget. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Braun). The motion carried.
1:45 PM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
The Commission signed the Certificate of Appreciation for Dale Butori for 20 years of service with Fallon County. Congratulations to Dale, your years of service does not go unnoticed.
Old Business:
The County Attorney responded to the Architect/Engineering/Surveying RFQ and added some legal verbiage, so it is ready to be sent out.
Commissioner Rost made the motion to go out for Architect/Engineering/Surveying Request for Qualifications (RFQ). Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Braun). The motion carried.
Sign maintenance service agreements with Fireside Office Solutions/March, 2023-March, 2024
Commissioner Rost made the motion to approve and sign the remaining service agreements with Fireside Office Solutions for county copy machines. The effective date is March, 2023 – March, 2024. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Braun). The motion carried.
Approve quote for low water cutoffs of PV boiler
Commission is still waiting for a second quote.
Permission to purchase meal trays for Meals on Wheels using ARPA funding
Commissioner Rost made the motion to approve the purchase of CiMicro Starter Kit, (meal packaging) in the amount of $2,290.00. The purchase will be made using ARPA funding, designated for the meal program. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Braun). The motion carried.
Permission for COA Coordinator to bring work while out of town
Julie Straub, HRM, was asked to join the discussion. Julie states she supports allowing the employee to take work with her as she has a grant deadline to meet. Commissioner Rost prefers creating a policy for this type of situation first. Julie discussed determinations that could be made as to the type of work and deadlines that need to be met; can anyone else do this work; employee performance and are they meeting expectations. Commission expressed concerns of needs to cross-train for reasons such as this.
Discussed this process being used during COVID and most recently during snow events, when timing was of the essence. Setting up parameters is great, as long as those parameters are in the policy. Julie stated this is a gray area in which each circumstance is different. Discussed adapting a policy around the open work force. Commissioners will visit with the employee and make a decision later.
Permission to give sodium hypochlorite tanks to the City of Baker
Richard Menger, Sanitarian was asked to join. Rich explained, the sodium hypochlorite tanks are 160 -gallon tanks. They are full and are currently located at the lagoon. The water from the lagoon is recycled and the additives allow the water quality to meet DEQ standards for use as irrigation purposes at the Golf Course. Sodium hypochlorite is being replaced with gas chlorine, which will require new tanks and a new pump. The City of Baker will remove them and plans to use them for the city water tanks. The City of Baker plans to move them before the middle of March.
Commissioner Rost made the motion to give the tanks and pump to the City of Baker as long as the equipment is removed by March 17, 2023.
Rich will encourage the city to have them removed by March 17, 2023.
Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Braun). The motion carried.
Rich stated the new system (gas chlorination) will be installed by the first week of April, 2023.
Permission for Public Health employees to work extra to learn/catch up on Ambulance billing
The Commission granted permission for Public Health employees to work extra hours to learn and catch up on the Ambulance billing.
Decision for Ambulance to become accredited with various insurance Companies/Who will do this?
No decision will be made until further research is completed.
Discuss/Decision regarding how to handle various Ambulance billing types (DOA’s Standby’s, etc.)
DOA-The Commission supports billing the patient’s insurance and any remainder, not covered by insurance, would not be billed to the family of the deceased. Standby’s-The Commission feels the entities should be billed (further research will be done on all calls).
Determination regarding County LOGO
It was brought to the Commission’s attention; the County Website hosts a different logo than what is believed to be the actual county logo. Several years ago, the Commission, at that time, asked if Dale Butori, DES/911 Coordinator would come up with a logo. That is the logo that should be on the website. The System Administrator will be contacted to update the website with the actual county logo.
Contact SDI regarding Johnson Control conversation (Parkview pull station, etc.)
The Commission will contact SDI to see if they have contacted Johnson Controls regarding the remaining remodel issue at PV 1.
2:15 PM PERMISSION TO RECRUIT LIBRARY TECHNICIAN/Beth Meggers, Director of Library Services; Julie Straub, HRM
Beth explained Jordan Hickey, Library Technician has tendered her resignation due to family reasons. Jordan is a 30-hour per week employee. Julie explained they went back to the original applicant pool; the next applicant had already moved out of town.
Commissioner Rost made the motion to go back out for recruitment for a 30-hour per week Library Technician. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. 1 Absent. (Commissioner Braun). The motion carried.
2:25 PM Julie and Beth left the meeting.
2:30 PM COMMISSION MINUTES APPROVALS FOR FEBRUARY 6-10, 2023
The minutes were not complete and will be approved on Thursday, February 16, 2023.
2:45 PM WORK SESSION (CONTINUED IF NEEDED)
The Commission finished reviewing revenues received, reports, emails and other correspondence, board minutes and agendas.
3:42 PM Commissioner Rost 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 Braun). The motion carried.
RECESS
THURSDAY, FEBRUARY 16, 2023
8:30 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun and Roy Rost, Members; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment
8:45 AM MID-MONTH FEBRUARY, 2023 CLAIMS APPROVALS
The Commission reviewed and approved the February, 2023 Mid-Month claims in the amount of $133,644.43 and they are filed in the Clerk and Recorder’s office.
9:15 AM OLD BUSINESS
Decision for COA Coordinator to bring work while out of town.
The Commission made the decision to allow the COA Coordinator to complete grant work only, if the grant was not complete before scheduled to be away from work.
Commissioner Braun made the motion to approve the January 23, 2023 minutes. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
COMMISSION MINUTES APPROVAL FOR FEBRUARY 6-10, 2023 & CLOSED SESSION COMMISSION MINUTES FOR FEBRUARY 8, 2023
Commissioner Braun made the motion to approve the February 6-10, 2023 minutes. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Commissioner Braun made the motion to approve the Closed Session Commission Minutes for February 8, 2023. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Abstain. (Commissioner Rost). The motion carried.
9:30 AM OTHER BUSINESS AS NEEDED
Approve/Sign Fair contracts as needed
The Commission approved and signed 1 Fair entertainment contract.
Approve Invitation to bid for 6th Street Box Culvert Project
9:31 AM Shannon Hewson, Brosz Engineering phoned in.
The City of Baker made the decision at their meeting, Wednesday, February 15, 2023 to go to bid for their 2023 Street Improvement Project, which includes reconstruction of 6th Street West. The Baker Rural Fire Department also approved going to bid for their waterline project on 6th Street West. Shannon stated the permit has not been received for the County’s portion of the 6th Street West project but is confident it will be received before the project is ready to begin.
Commissioner Rost made the motion to go to bid for the 6th Street West Replacement of Cement Box Culvert project. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
The Commission is waiting for the County Attorney to approve the Fallon County/City of Baker Joint Powers Agreement. Shannon stated the City Attorney had approved the agreement as submitted.
Rock Channel within the wetlands (Baker Lake)-Shannon was informed by the Outside Maintenance Supervisor the channel had already been staked so it will not be necessary for Brosz to do this. The Commission stated they had also been informed of this as well. Shannon did speak with Mary Grube, Planning Administrative Assistant regarding this project.
9:43 AM Shannon hung up the phone, therefore leaving the meeting.
10:24 AM Commissioner Braun made the motion to adjourn. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
ADJOURN
ATTEST: s/Steve Baldwin, Chairman
s/Brenda J. Wood, Clerk & Recorder
