Commission Minutes – January 30-February 3, 2023
9:45 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun and Roy Rost, 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/Mitch Overn and Carl Overland, Shop Mechanics
ROAD UPDATES-The Road Department helped the City of Baker move snow last week (January 25th). The county manned 1-payloader and 4-end dumps. They are still hauling gravel, weather permitting. They are very low on gravel; not positive how much is left. The Commission stated the County is going out to bid, so should have more gravel secured soon.
SHOP UPDATES-Doing mostly oil changes today. They ordered a water pump for the Landfill dozer. They have been in contact with the Golf Course Superintendent regarding maintenance of equipment. Kevin is not ready for them to do any maintenance right now. They asked Kevin to make a list of items that need maintenance and to get the equipment cleaned up so they can do what maintenance is needed. Netting (tarps) for containers; Manager of Landfill Operations feels they need a tarp for one container. Carl feels they can use parts from a belly dump for that container. Discussed Shooting Range propane usage when the range is in use. The air exchange system heats the outside air to approximately 68 degrees; so unfortunately they use a lot of propane during this time of year, especially during extreme temperatures. Discussed difficulty those using the range have when shutting the system down; sometimes they think it is shut down, but it is not. This has caused large amounts of propane usage that has been unknown until the propane truck shows up to refill or the bills are received. Also discussed issues with the shooting range and issues they have had with the gate and how to remedy any problems they have. Carl suggested notifications to the range employees/board members phones, so they are aware of issues.
10:20 AM Mitch and Carl left the meeting.
10:30 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering
Shannon will contact Wade Sikorski regarding the road to his residence. The Road Foreman went to view the road and said it looked good to him, just needs some gravel.
City project/6th Street West box culvert-They are still moving forward; should have more information by the end of the week. Also sent the firehall loop line plans to the DEQ for review. Shannon explained the timing for the City of Baker SID project is crucial. Discussed the streets, southwest of the Baker Lake and East of Hwy 7 that will be completed during this project. Discussed the county portion of this project and the amount of gravel that may be needed. The County is responsible for the gravel, labor, and other materials; the City of Baker will pay for the seal coating. County will need to be informed when this portion of the project will need to start to make sure they have it on their schedule. Commissioner Rost discussed county trucks coming loaded at the end of every day until there is ample gravel stockpiled. Discussed this would entail approximately 10,000 yards of gravel.
Bergstrom Hill Road-Shannon hopes to finish the final plans and go to bid by the end of February.
Thielen Access survey-The final portion of this project will be completed this spring.
Road plat project-Michael is basically finished with document scanning and is now word searching the Commissioner minutes. Michael then sends updates to Mike so he can update his portion as he reviews it. Cindy Irgens, Recording Clerk has sent a bunch of documents to Brosz for the project as well.
Thielen Access Survey-Shannon will get the survey to the County Attorney and Land Attorney so they can move forward with the judgement process.
Generator fuel tank issue at Parkview-Discussed asking the contractor that previously worked on the Parkview projects, if they would complete this work. Shannon feels they are currently too busy.
11:00 AM Barbara Ketterling, Treasurer/Assessor joined.
11:02 AM Shannon left the meeting.
11:02 AM Barb wanted to let the Commission know she has been receiving complaints from the public regarding checks written to county entities that are not being cashed. Barb asked if the Commission would please contact those departments (Shooting Range and Council on Aging). Checks should be brought in, at least weekly. The Commission will visit with those Departments.
11:05 AM Barb left the meeting.
11:05 AM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
The Commission signed Certificates of Appreciate for Clint Dietz and Brittanie Jorgenson. Congratulations to both employees on 10 years of service with Fallon County. Your service does not go unnoticed.
MDU-CITY BILLING/Kimberly Jensen and Kathy Newell
Discussed MDU increased approximately 5% from last year at this time. Discussed passing this cost along to the City of Baker when billing them monthly. The Commission agreed they would like to pass the 5% along to the City of Baker and will discuss this with them when they meet later today.
11:18 AM-Kimberly and Kathy left the meeting.
SIGN UPDATED TAX EXEMPT CERTIFICATE
Commissioner Baldwin signed the updated Fallon County Tax Exempt certificate.
REVIEW/APPROVE CONTENTS-O & M MANUAL FOR SPRAY IRRIGATION FOR LAKEVIEW GOLF COURSE USING RECYCLED CITY OF BAKER WASTEWATER
Will review further and approve at a later date.
REVIEW UPDATED PARKVIEW RESIDENT LIST
Updated list was reviewed and will be filed.
DISCUSS SUPPLIES FOR PARKVIEW AND PUBLIC HEALTH
The Commission would like the contractor to set up their own accounts for purchases and bill Fallon County.
QUESTION FROM BAKER PUBLIC SCHOOLS REGARDING CONTAINER SITE USE VERSES THE LANDFILL
Businesses are not able to take items to the Container Site. Schools are considered businesses and therefore should take items to the Landfill and pay tipping fees. It was explained this does not happen very often and is not abused. The Commission asked them to take small items (not allowed in City dumpsters) to the Road Department container. The commission decision is based on the fact that the frequency of use is minimal; cost savings to taxpayers.
DECISION TO REALLOCATE FALLON COUNTY ALLOCATED NATIONAL OPIOD SETTLEMENT FUNDS TO ANOTHER PARTICIPATING SUBDIVISION OR STATE OF MONTANA ABATEMENT ACCOUNTS FUND
Commissioner Rost made the motion to reallocate Fallon County allocated National Opioid settlement funds to the State of Montana based on how it is tied to the regulations. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
APPROVE QUOTE FOR LOW WATER CUTOFFS OF PV BOILER
The County is still waiting for a second quote.
DECISION ON MPA (MONTANA PETROLEUM ASSOCIATION) MEMBERSHIP RENEWAL
Commissioner Rost made the motion to remain a member of the Montana Petroleum Association (MPA). Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
12:00 PM Julie Straub, HRM joined.
Julie asked if any Commissioner’s will be available to interview for the County Extension Administrative assistant job on Wednesday. Commissioner Braun and Rost will attend. Commissioner Baldwin will be out of town.
12:04 PM Julie left the office.
12:05 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.
NOON RECESS
PRESENT: Steve Baldwin, Chairman; Kevin Braun and Roy Rost, 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 CITY OF BAKER COST SHARE BILLING (IT/MDU)/Josh Lewis, System Administrator; Steve Zachmann, Mayor and Kevin Dukart, Clerk-City of Baker; Kimberly Jensen, AP Clerk; Kathy Newell, Clerk
As a county employee, Josh had some questions regarding his obligations to the City of Baker for IT services. Josh is getting more comfortable in his position and understands how the network works. Discussed the county possibly moving our emails offsite for security and reliability reasons, however, the City of Baker emails are hosted on our server. Fallon County has transitioned to Microsoft 365; the city is using the older hosted email service. Discussed the benefits of Microsoft 365 in detail.
Discussed Multi Factor Authentication due to insurance requirements. Fallon County is starting this process and is now in the trial period. Kevin stated the City of Baker has not been forced to do this yet. The way the city currently has their email set up does not give options for employees to sign in with other devices. Josh would feel better moving the city to Microsoft 365. Josh explained this will also save hours of work when setting up new computers for users. Discussed whether the county would bill the city for Josh’s hours; will this be part of the current maintenance agreement or a separate agreement.
Discussed other costs that are not covered in the current maintenance agreement such as firewall protection and Microsoft 365. Josh said his responsibility to the City of Baker is a gray area to him. Steve explained when he first came on board with the City of Baker, the former IT charged them for their hardware, but IT did not have to do much for the city at that time. Discussed the amount of time it will save setting up new users when the city moves to Microsoft 365. They will also stay current with new upgrades by moving to Microsoft 365. Commissioner Rost is most concerned about security since the city is also using the county’s server for email service.
Discussed costs for Office 365 and security software. Josh will look into how Law Enforcement is set up and get the information to Kimberly. The breakdown will be figured out and presented to the Commission; if approved by the Commission it will be sent to the city for budget purposes. It is felt IT hours will be minimal once the city moves to Office 365 therefore could be included in the building maintenance costs. Kimberly discussed MDU costs have increased approximately 5% in comparison to last year; that will be added to the annual maintenance cost billed to the city as well.
Discussed ransomware issues for each entity. Commissioner Rost discussed possible threats coming through via the city or county system and how it would affect each entity. Commissioner Rost wonders whose insurance would end up paying.
2:18 PM Josh, Steve, Kevin, Kimberly, and Kathy left the meeting.
2:30 PM JANUARY 23-27, 2023 COMMISSION MINUTES APPROVAL
The minutes were not ready for approval.
3:00 PM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
OLD BUSINESS:
3:25 PM Dale Butori, DES/911 Coordinator joined.
A letter was approved and signed to be sent to the City of Glendive notifying them of the decision to move Fallon County’s backup PSAP call taking services from Glendive’s Dispatch to the Richland County Dispatch in Sidney. Fallon County thanked the City of Glendive and their Dispatch Center for providing this service for Fallon County. Dale is hopeful the work will be completed the first week of March, 2023.
3:29 PM Dale left the work session.
3:30 PM STATUS DISCUSSION ON OUTSTANDING REMOVAL OF UNNECESSARY PULL STATION AT PARKVIEW/Brandon Janshen, SDI Architects via phone
Brandon asked how they move forward and button up the Parkview projects. Commissioner Baldwin stated the county recently contacted Johnson Controls and we are waiting to hear back from them.
Fire Alarm Certificate-Brandon wondered where we stand with the fire alarm certificate; is Johnson Controls comfortable with moving forward with the county as is. TW Clark and Jeremy with Fireman’s have determined they are no longer interested in assisting with this matter, due to extenuating circumstances. Commissioner Braun stated if Johnson Controls were to come in and do the certification it would be a cost to the county. Brandon does not want it to cost the county anything. The system is up and running and if Johnson Controls is satisfied, that should take care of everything. Commissioner Baldwin would like Brandon to visit with Johnson Controls regarding this matter. Brandon stated he would definitely do that.
As-Builts/O& M’s-Brandon stated they did get part of Fireman’s O & M’s for the project as well as all other O & M’s. Brandon discussed the as-builts for the project. The project the Commission agreed to move forward with should allow them to get better as-builts than what was received from the contractors. This should produce really good plans which will be useful moving forward in future projects.
Future projects-Discussed moving forward with the door project at FMC. Brandon is also working on some upgrades to the clinic for David. Commissioner Rost reminded Brandon FMC is a county building and all plans and bids need to come before the commission, however, David may oversee the projects. Brandon did remember that and will keep the commission in the loop on all projects.
3:46 PM Brandon hung up the phone therefore leaving the meeting.
3:52 PM Commissioner Rost made the motion to Adjourn. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
ADJOURN
s/Steve Baldwin, Chairman
ATTEST:
s/Brenda J. Wood, Clerk & Recorder
