Commission Minutes – June 12 – June 16, 2023
9:00 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.
9:00 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment.
9:15 AM SANITARIAN & JUNK VEHICLE BUDGET MEETING/UPDATES/Richard Menger, Sanitarian; Kimberly Jensen, AP Clerk
BUDGETS/A slight increase was made to the Sanitarian purchased services due to increased costs; otherwise, the remaining budget was the same as last year.
Junk Vehicle Grant-The funding slightly increased from last year to $7,837.20. The Commission thanked Rich for doing a good job.
9:20 AM Rich and Kimberly left the budget meeting.
9:45 AM BID OPENING/DISPATCH CONSOLE PROJECT/Dale Butori, DES/911 Coordinator
The Clerk and Recorder incorrectly placed this on the agenda. The bid date will be Monday, June 19th.
10:00 AM ROAD/SHOP UPDATES/Mark Sieler, Road Foreman; Mitch Overn and Carl Overland, Shop Mechanics
UPDATES/Discussed the Golf Course filter for the irrigation pump system. The Commission appreciated the Road Department helping the Golf Superintendent with this the first time; the Commission determined this is the Golf Course Superintendent’s job, not the Road Department. The Road Department will come to watch the Golf Superintendent and his crew to make sure they do it correctly.
There are a few blades out working on roads that received moisture.
Golf Course needs one more load of sand; the Golf Course Superintendent was told to contact the Road Department to get it scheduled.
Shelley Mackay Dean-asked if it was possible to get some gravel on her road. Mark stated they normally do not want them to blade the road, but he will drive down and look at it. They may end up blading up grass and causing other issues. Commissioner Baldwin asked what happens when they don’t want the county to blade and then they change their mind. Commissioner Rost stated the Commission would need to determine if a change in maintenance would be needed.
Carl stated they have not found anything wrong with the head taken to Top Line Engine Repairs; they still need to pressure test the head. Mitch stated they have a few car gates that need maintenance.
10:30 AM Mark, Mitch and Carl left the meeting.
10:30 AM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
Old Business
a.)Moving Wells Fargo Trust to the Bank of Baker (Coral Creek Landfill)
No updates or decisions made.
b.)Hospital Basement maintenance
No updates or decisions made.
c.)Chamber of Commerce MOU for Rec Department Services
MOU not received.
d.)EMS Medical Director (decisions as needed)
No updates or decisions made.
e).EMS billing practices/rates (decisions as needed)
No updates or decisions made.
f.)Decisions regarding weapons policy
No updates or decisions made.
g.)Approval of Fair Contracts (as needed)
No Fair contracts to approve at this time.
Executive/Action items:
a.)Letter to EMEDA regarding Resolution received and decision made regarding Mill Levy Election.
The Commission wrote a letter to EMEDA notifying them they did not accept the Resolution received from EMEDA. The Commission asked EMEDA to proceed through the petition process.
b.)Permission/inside Maintenance to shampoo carpets on the weekends
Lynda Herbst, Inside Custodian Supervisor joined.Permission was granted to shampoo carpets on the weekends.
c.)Decision to go out for RFQ for Planning Services
No decision was made at this time, waiting for legal advice.
d.)Decision to go out for Propane quote/bid
Contact Plevna Propane and Prairie Fuels.
e.)Discussion/Decision regarding Title Report and Appraisal of county lots in Westmore
No discussion or decision at this time.
f.)Decision regarding Employee Assistance Program
Have not discussed it yet.
g.)Permission to purchase additional meal trays, etc. for Meals on Wheels Program
Permission granted to purchase additional meal trays and other supplies for the Meals on Wheels Program.
11:00 AM MT STATE FUND WORKER COMPENSATION AND COMMERCIAL INSURANCE RENEWAL/Jade Boggs, Insurance Agent; Debbie Wyrick, Deputy
Jade brought three (3) proposals for the Commission to view. Commercial values and premiums are increasing. Cybersecurity insurance is a stand-alone policy and Worker’s Compensation is through (State Fund). The Property and Casualty insurance company, (Traveler’s), wants to increase the value of some of the county buildings they feel are largely undervalued. The Commission would like Jade to further review some of the values that the Commission feels are out of line, in their eyes, versus the insurance company. Jade will have the insurance company send their reports and Jade will also run it through his program as well to see what he comes up with.
The insurance company did add about half million dollars liability plus the deductibles did not go up. Cybersecurity insurance decreased slightly and needs to be signed.
Commissioner Rost made the motion to approve renewal of the cybersecurity insurance policy. Commissioner Braun seconded the motion. Commissioner Baldwin asked for further discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
11:32 AM Jade and Debbie left the meeting.
11:39 AM Commissioner Rost made the motion to recess. Commissioner Braun seconded the motion.
Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
NOON RECESS
1:15 PM RECONVENED
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 APPOINT BOARD MEMBERS TO COUNTY BOARDS
Airport Board and Airport Zoning Commission-John Tronstad, applicant
Airport Board of Adjustment/Planning Board-no Applicants
Baker TV District – Dale Butori and Wayne Mangold, applicants
Cemetery District-No applicants-Kathy Newell, resigned.
Council on Aging-Susan Newell, Nikki Verke, Alice Rose Straub, applicants
Lake Advisory Board-Mitch Overn, applicant; no other applicants
Library Board-Bruce Johnson resigned; no other applicants
Museum Board- LaTonne Reetz, applicant; no other applicants
Plevna TV District-no applicants
Shooting Range-Marty Setinc; Kirk Lineback; Jamie Updike; Eddy Susa-applicants
Tax Appeal Board-Kevin DuKart, applicant; no other applicants
Weed Board-Roddy V. Rost, applicant; Dale Butori resigned; no other applicants
Commissioner Rost made the motion to appoint/reappoint the following individuals to the following boards: Airport Board/Airport Zoning Commission-John Tronstad; Baker TV Board-Wayne Mangold and Dale Butori; Council on Aging Board-Susan Newell, Nikki Verke, Alice Rose Straub; Lake Advisory Board-Mitch Overn; Museum Board-LaTonne Reetz; Tax Appeal Board-Kevin DuKart. Commissioner Braun 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 appoint Roddy V. Rost to the Weed Board. 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.
Commissioner Rost made the motion to accept resignations from Dale Butori, Weed Board; Bruce Johnson, Library Board; Kathy Newell, Cemetery District. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Commissioner Rost made the motion to appoint Marty Setinc and Kirk Lineback to the Shooting Range Board. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Commissioner Braun received a phone call regarding windows damaged on public members property. Public member stated the material came off a load hauled by a county truck. Public Member also stated the truck was not tarped. Will contact the Road Superintendent and report and get further information.
1:45 PM EMS BUDGET MEETING/UPDATES/Brittany Renner, EMS Program Manager; Kimberly Jensen, AP Clerk
UPDATES/Brittany found some new monitors and keyboards that were never taken out of the box. The Commission suggested giving them to Josh or another county entity.
BUDGET/Discussed upcoming year needs. They will be training soon, that will be incorporated into the budget; will need EMT uniforms; will need new computers for the Ambulances; EMEDA is looking for grant funds for a new ambulance and they are applying for a grant for new radios. Discussion regarding traveling EMT budget amount and length of time they may be needed. Made a slight increase in the travel budget to allow Brittany to go to some more training. Utilities were slightly increased as well. Increased operating supplies to remove outdated supplies and restock. Decreased the repair and maintenance line item. This year they will need CPR training so this was incorporated in the budget as well. Public Health continues to work on the billing and incoming revenue.
2:10 PM Brittany and Kimberly left the meeting.
2:30 PM EMERGENCY DISASTER LEAVE COMMENT PERIOD & DECISION/Julie Straub, HRM
Julie reported there were no further comments or questions received this time. Julie believes this would be a positive step and foundation for the Commission to address safety issues/concerns. Julie stated, as with all policies there will be abuse but as long as it is dealt with immediately this would be a great policy as it gives the Commission latitude.
2:40 PM Marty Asay, Public Member joined.
The Commission would like more time to think about this and will get back to Julie with their decision.
2:41 PM Julie left the meeting.
2:42 PM Commissioner Baldwin was excused.
2:45 PM CONTRACT IT PROPOSAL & DECISION/Clint Townsend Computers; Josh Lewis, System Administrator
Clint was going to propose 32 hours per month at $2,560 per month for the next fiscal year and do another evaluation to see if he is needed further after that. Clint will check in once per week for approximately 4 hours and go over projects, etc. Clint would also be able to assist when Josh goes on vacation, sick leave and to aide in projects and assist with major projects coming up. Commissioner Rost likes the idea of having someone else available that knows our systems and assists with vacations, projects, etc.
. Commissioner Braun asked if this would be phased out next year. It is felt that would possibly be the case. Clint will complete the contract and return it for approval.
2:52 PM-Clint and Josh left the meeting.
2:53 Richard Menger, Sanitarian joined.
Marty discussed the conditions of the Golf Course and the crew driving the mowers too fast. The Commission is taking care of this and thanked Marty for his concerns.
2:59 PM Marty left the meeting.
3:00 PM PROJECT UPDATES/Shannon Hewson, Brosz Engineering
UPDATES/Rich asked if Shannon had time to work on the final report for the O & M Plan. Shannon explained the final report is waiting for the final coring decision. The DEQ will determine whether we have any further testing to complete.
Thielen Access Survey-The survey is complete; will also pick up the road centerline this week.
Bergstrom Hill Road-Hopefully they will complete the wetland delineation report in the next week or two.
Road Mapping-Michael will be helping Mike with the project and will only map what needs to be mapped. They plan to read ahead to make sure they aren’t mapping roads that should not be.
Survey approvals from last week will be added to Brosz’s schedule and should have them completed before fall, possibly August.
SWest Baker Lake/East Hwy 7 (City of Baker project)-They are waiting for the gravel, as the contractor’s crusher broke down. They hope to possibly start on Monday. The advertisement will be in the paper informing the public of the street project.
Timeline O & M Plan-Shannon stated the Engineering portion of the O & M is waiting on the soils report to come back, then Shannon will have a day of work to complete.
3:15 PM Jim Leischner, Shooting Range Manager joined.
Wetlands-Geum will be here the beginning of August and the Corp of Engineers will be invited as well. Discussed the Afrank property; will discuss with Robbie not to mow so close to the wetlands. Discussed the amount of water in the upper dam. If it is settled out, now is time to release the water.
3:21 PM Shannon and Rich left the meeting.
3:25 PM Carl Overland, Shooting Range Board Member joined.
3:30 PM SHOOTING RANGE & TRAP BUDGET MEETING/DISCUSS-DECISION REGARDING MAINTENANCE (OUTSIDE) SHOOTING RANGE BUILDING
Maintenance/Discussed some cement caulk that is no longer effective, and water is going under the building which will cause potential issues. The Commission has several cement projects that need to be taken care of and will get in touch with someone that will look at all the of the projects and get them resolved.
BUDGET/Trap Budget-Will be adding a separate account for the Trap budget which Jim will also be in charge of. Shooting Range Budget-Added money to the repair and maintenance supplies line item to account for HEPA filters; decreased the purchased services budget as they will not need to complete the lead recovery process this year; TV quote was discussed; this is primarily used for the Hunter Safety program. Will keep the line-item budget for the modem incase it needs to be replaced.
4:05 PM Commissioner Rost left for the day.
4:05 PM Commissioner Baldwin joined.
4:07 PM Jim and Carl left the meeting.
4:15 PM APPROVE KLJ CONTRACT AMENDMENT TO TASK ORDER #1 & GRANT #2-BAKER MUNICIPAL AIRPORT FULE SYSTEM REIMBURSEMENT/Craig Canfield, KLJ Airport Project Engineer-via conference call; Roger Meggers, Airport Manager; Darrin Meggers, Airport Assistant Manager
FAA Grant 2-This will fund the remaining fuel project at $310,500. Our BIL infrastructure funds will be used; Craig feels we should have enough BIL funds to cover this grant.
Contract Amendment to Task Order #1-The contractor took more time than originally envisioned. Craig feels the county is entitled to liquidated damages. The contractor is at approximately day 12 or 15 at $500 per day. Craig will make one (1) more trip to do a final inspection and is getting ready to close this project out.
Roger asked if Craig ran the additional charges past FAA. Craig has not. Roger asked if this project will be 90% funded through the FAA. Craig stated, yes, if the sponsor is happy (City/County), the FAA is generally happy. The Commission appreciates KLJ, and all Craig has done for the project.
4:29 PM Craig hung up the phone, therefore leaving the meeting.
Building-Roger stated they need to place a building around the card reader. Todd could build something for $5,000-$6,000. The Commission asked Roger to get some more quotes first and include it in the new budget.
Culvert – Found a culvert was plugged and they need to get it washed out. The Commission stated the Road Department would be able to wash it out. They will check with the Road Department to see if they are able to assist.
Parking lot-Due to rising costs, the parking lot will cost $28,000 rather than $25,000.
Beacon project-This will be completed after July 1st. They can get an MDOT grant in the amount of $16,000. The beacon cost is $14,350.75 plus electrical and engineering costs.
Weather cameras-Plans to add weather cameras at an approximate cost of $10-$12,000; this would be a 50/50 cost share.
Tool cat-Roger stated they are changing the program and possibly will no longer be offered. The Commission stated they should check with John Deere. The Road Department is getting one through RDO’s John Deere program.
4:48 PM Roger and Darrin left the meeting.
4:55 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.
TUESDAY, JUNE 13, 2023
9:00 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun and Roy Rost, Members; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
9:00 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment.
9:14 AM Commissioner Rost recused himself.
9:15 AM MUSEUM WORK SCHEDULE CLARIFICATION FOR INTERMITTENT AND SEASONAL EMPLOYEES/Melissa Rost, Museum Curator; Julie Straub, HRM
Last week the Commission approved a seasonal Museum employee from Memorial Day to Labor Day at 40 hours per week. During that time the Museum is open from 10 AM to 4 PM. They are here today to find out if the Museum could have a seasonal at less hours, such as 30 per week, because, Melissa would still like to utilize the Intermittent Museum Aide over the summer. Melissa would like to utilize the Intermittent Museum Aide, so she has income year-round.
When it was explained to Julie, she understood the seasonal would be used instead of the Intermittent Museum Aide. Commissioner Braun is in favor of a high school youth during the summer. Commissioner Baldwin added, they also understand this is not limited to high school, it includes adults. The idea is the seasonal employee would be used more during the summer months and save the Intermittent Museum Aide for the fall/winter months; but the Intermittent Museum Aide will only be approved for a set number of hours.
Julie wants the Commission’s expectations for the ad. The Commission authorized hiring a seasonal for 30 hours per week and use the Intermittent Museum Aide as necessary. Discussed what makes the most sense, seasonal or intermittent. Julie explained seasonals work for a defined period of time; intermittent employees do not have to commit to any hours. Seasonals earn vacation and sick leave and are paid holiday pay. The Commission wondered if it would be more beneficial to have the Intermittent Museum Aide work more hours. Melissa felt it would be because she is already trained. Decision-After much discussion it was decided to advertise for a seasonal employee for 30 hours per week and see how that goes. If no applicants are received further discussion will be held regarding increasing the Aide’s hours. The seasonal position will close on June 26th. Commissioner Baldwin stated the budget needs to be a priority. Melissa understands, May was crazy this year and does not plan to do that much in short span of time in the future.
9:29 AM Melissa and Julie left the meeting.
9:30 AM Commissioner Rost joined.
9:30 AM PARKS, OUTSIDE MAINTENANCE BUDGET MEETING/Robbie Christians, Maintenance Supervisor; Derrick deHaan, Maintenance Assistant
Discussed spraying trees along the face of the dam.
BUDGETS/Discussed Auditor requirements to split the Parks and Outside Maintenance budgets. This Park budget will be set up again this year. The budgets were reviewed and feel they should be adequate, but this will be a trial-and-error year again. The utilities budget was increased slightly for the Maintenance budget. They budgeted for a mower in the park budget and added travel to the park budget to allow attendance at the Park Convention. Camera upgrades were included in the operating supply line item. The Commission thanked Robbie and Derrick for doing a good job.
9:55 AM Robbie and Derrick left the meeting.
10:00 PLANNING DEPARTMENT BUDGET MEETING/UPDATES/Mary Grube, Planning Administrative Assistant
The Commission felt the budget submitted would be adequate for the upcoming year. Discussed not sure what to do about the Contract Planning portion of the budget.
10:20 AM Mary left the meeting.
10:20 AM JUNE 5 – JUNE 9, 2023, COMMISSION MINUTES APPROVALS
Commissioner Rost made the motion to approve the June 5 – 9, 2023 Commission Minutes. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
10:25 AM Commissioner Rost made the motion to recess. Commissioner Braun seconded the motion.
Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
ADJOURN
s/Steve Baldwin, Chairman
ATTEST:
s/Brenda J. Wood, Clerk & Recorder
