Commission Minutes – June 19-June 23, 2023
9:00 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun, Member; Brenda Wood, Clerk and Recorder
ABSENT: Roy Rost, Member (Attending the MT Board of Oil, Coal and Gas Convention)
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 CLERK & RECORDER & VARIOUS OTHER BUDGETS/BUDGET MEETING/Brenda Wood, Clerk and Recorder
BUDGETS/The Clerk and Recorder’s operating budget overall was decreased by $6,300; Election operating budget was decreased by $1,000; Commission operating budget decreased by $32,500; Public Works-City of Baker-Budgeted $1,500,000 to help absorb SID estimated overage costs; pay the County’s upfront SID cost and the rest to be used for materials (gravel, etc.), for the project SW of the Baker Lake and East of Hwy 7 South; decreased the Baker Lake budget by $293,000. Discussed the amount of cash that has increased in the Federal Mineral Royalty, Oil & Gas Accelerated and Oil and Gas Production Funds, over the last few years is approximately $4,800,000; ARPA funding uses were discussed-Sheriff Radios; Emergency Communications (Dispatch) Center chairs; Dispatch Console Project; RIMS Program; Ambulance, etc.; BARSAA funding will be moved to the Gas Tax Fund due to legislative program changes.
9:45 AM BID OPENING/DISPATCH CONSOLE PROJECT/Dale Butori, DES/911 Coordinator
Commissioner Braun stated the bid bond was received. The bid will be reviewed and awarded on Monday, June 26th.
9:55 AM DISCUSS POSSIBLE USE OF ARPA FUNDING/Dale Butori, DES/911 Coordinator
Dale would like to purchase four (4) new Emergency Communications Center (Dispatch) chairs with the funding. The Commission felt that would be a good use of the funding.
10:01 AM Dale left the meeting.
10:01 AM ROAD/SHOP UPDATES/Bobby Wiedmer, Road Superintendent; Mitch Overn and Carl Overland, Shop Mechanics
The road crew started working on the streets SW of Baker Lake and E of Highway 7 S. Dirt removed from this project will be taken to the old landfill as of this time. So far things are moving along very well. The crew stopped working on Straub Access at this time. One of the blades has been in Dickinson for 6-7 weeks due to mechanical issues and will be going to Minnesota for more extensive review. RDO will bring the county another blade until our blade is returned. Should receive the cylinder sleeve for the loader possibly Wednesday of this week. The skid steer should be here within the next three (3) weeks. The new loader should be received the first part of July. Mark Feland, RDO will send a loader down until the county loader is repaired, they will not charge rent as long as the county does the maintenance. A culvert that needs to be repaired/replaced on Cap Rock Road was discussed; they have contacted Wyrick Construction to assist as the culvert is very deep. They have blocked off a portion of the road; they were able to block it so it will not hold up traffic. The equipment for chip/sealing is almost ready to go as well.
10:30 AM Bobby, Mitch and Carl left the meeting.
10:30 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering
Parking Lots-Shannon is working with a few companies to get some quotes for maintenance to various county parking lots. Discussed the north and south courthouse parking lots; the north Parkview/FMC parking lots as well as the south FMC parking lot will all be viewed for maintenance. Commission stated maintenance at Parkview/FMC will have to be scheduled around the diesel tank project. Shannon will contact David regarding the scheduling.
Bergstrom Hill Road-Meadowlark is scheduled to complete the wetlands delineation on June 28th.
Thielen Access survey-The landowner will be contacted before Brosz resets the corners.
WOTUS-The Commission discussed possible changes by the EPA pertaining to WOTUS (Waters of the US); which may change the way they look at wetland delineation.
GEUM-Will tentatively arrive the 21st of August to complete the Baker Lake wetland delineation reporting. Discussion on possible attendees and officials to invite while Geum Environmental is here. Will also need to make sure the property issue pertaining to a private landowner is relieved in addition to the county matter.
City projects-The road crew is working on the streets SW of Baker Lake and E of Hwy 7 S. Discussed other City of Baker projects.
The process of testing and acceptance of a sewer line was discussed.
10:56 AM Shannon left the meeting.
11:00 AM SHERIFF BUDGETS MEETING/Trenton Harbaugh, Sheriff/Coroner
Sheriff/Care of Prisoners/Coroner/Crime Control Investigation/Drug Forfeiture Investigation/Search and Rescue/The remaining portion of the RIMS (Regulatory Information Management System), project was re-budgeted. Trenton explained if the project is not completed by June 30, 2023; the grant funding will still be received. Budgeted for replacement of desktop computers; budgeted for another new vehicle. Trenton decreased and increased other line items for his budgets based on past budget needs and upcoming needs. The Commission thanked Trenton for doing a good job.
11:30 AM Trenton left the meeting.
11:45 AM SAFETY COMMITTEE SAFETY TOE SHOE POLICY RECOMMENDATIONS FOR SEASONAL EMPLOYEES/Julie Straub, HRM; Debbie Wyrick, Safety Committee Members
The Commission asked the Safety Committee to make a recommendation to the Commission after further discussions amongst themselves. The Safety Committee recommends the safety toe shoe policy include the requirement to be extended to outside seasonal employees, with the same offer of reimbursement. This is for all outside seasonal employees that perform duties such as mowing and weed eating (Fair, Golf Course, Cemetery, Outside Maintenance).
Julie stated this would add approximately $4,000 to the Safety budget; this amount will be added to the Safety budget. Discussed effective requirement date will be July 1, 2024. Discussed financially challenged families; the Department Head can bring this information forward and a decision can be made at that time.
Commissioner Braun made the motion to adopt the updated safety toe shoe policy, to include outside Seasonal employees (Fair, Golf Course, Cemetery and Outside Maintenance) and will be effective July 1, 2024. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for further discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
11:56 AM Julie and Debbie left the meeting.
11:56 AM Commissioner Braun made the motion to recess. Commissioner Baldwin seconded the motion.
Commissioner Baldwin asked for any discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
NOON RECESS
1:15 PM RECONVENED
PRESENT: Steve Baldwin, Chairman; Kevin Braun, Member; Brenda Wood, Clerk and Recorder
ABSENT: Roy Rost, Member
FALLON COUNTY COURTHOUSE
1:15 PM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment.
1:30 PM DISCUSS/DECISION REGARDING COLLABORATION WITH WILD ROOTS COMMUNITY FOREST GARDEN/Lacey Berg, Community Forest Garden Organizer
Lacey would like permission to haul water from Mangold Field until a hydrant can be installed. After further discussion with Outside Maintenance, the decision was made to grant permission to haul water from the Fairgrounds. The Commission will let the Fairgrounds Manager know Lacey will be stopping to visit with her regarding which hydrant would be the best one to be used.
The Commission is not sure the county is interested in assisting with any of the budget items, at this time.
1:45 PM Lacey thanked the Commission for their assistance.
2:00 PM HEALTH NURSE BUDGETS MEETING/Kim Bryan, Director of Public Health
Public Health Nurse/WIC/MCH/Bio-Terrorism/Public Health Workforce Crisis/Immunization budgets/They will need a few more computers next FY; increased the travel to accommodate extra training they will all be required to attend; would also like to budget for a new or used AWD vehicle. The remaining budgets are all grant related and are set according to the amount of funds received for the FY. The Commission thanked Kim for doing a good job.
2:20 PM Kim left the meeting.
2:25 PM Shannon Hewson, Brosz Engineering Update
The courthouse parking lots need to be overlaid, rather than wasting money on sealcoating. FMC parking lots need minor patching and sealcoating; NE corner of Parkview Parking lot needs to be dug up and overlaid, may need to replace subgrade. Permission to include in the quotes if needed.
2:30 PM Shannon left the meeting.
2:30PM DISPATCH BUDGET MEETING/Brenda Hoeger, Emergency Communication and Dispatch Supervisor; Dale Butori, DES/911 Coordinator
The Dispatch budget remained the same as last year. Discussed purchasing four (4) new Dispatch chairs with ARPA funds. Also, re-budgeted Dispatch’s portion of the RIMS project. The Commission thanked Brenda for doing a good job.
2:45 PM Brenda and Dale left the meeting.
3:00 PM 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.
h.) RFQ Decision for Planning Services
Waiting for further information from legal at MACo or the County Attorney.
i.)Discuss/Decision regarding Title Report and Appraisal for county lots in Westmore
The Commission contacted someone to appraise the lots in Westmore.
j.)Discuss/Decision regarding Employee Assistance Program
No decision was made at this time.
k.)Discuss/Decision regarding Disaster Leave Policy
No decision was made at this time.
Executive/Action items:
a.)Approve TK Elevator Work Order to perform fire recall test
Commission approved the work order to perform fire recall test in conjunction with Johnson Controls.
Commissioner Baldwin signed the work order, and it was sent to TK Elevator for scheduling.
b.)Approve Public Health Emergency Preparedness Task Order #24-07-6-11-018-0
Commission approved the Public Health Emergency Preparedness Task Order for FY24 and it was
signed by Commissioner Baldwin.
c.)Approve Superintendent of Schools Agreement between Fallon County and Donald D. Schillinger
The Commission approved the FY24 Superintendent of Schools Agreement, and it was signed by
Commissioner Baldwin.
d.)Approve Congregate and Home Delivered Meals Agreement between Fallon County and Fallon
Medical Complex
The Commission approved the Congregate and Home Delivered Meals Agreement and it was signed
by Commissioner Baldwin.
3:30 PM DISCUSS/DECISION WRITE OFF TAXES/Barb Ketterling, Treasurer/Assessor; Julie Post, Deputy Treasurer/Assessor
Barb and Julie discussed various county properties’ they would like permission to write-off taxes. The tax deed process was discussed. One of the properties involves buildings only (elevators) in Plevna. They are unable to locate the owners; no one is paying the taxes; the elevators are located on railroad right of way. One piece of property is landlocked, and the taxes have not been paid since 2014.
The Commission will discuss further; Barb and Julie will return next week.
3:45 PM June, 2023 MID MONTH CLAIMS WERE APPROVED
Commissioner Braun made the motion to approve the June 2023 mid-month claims in the amount of $307, 804.70. 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.
4:23 PM Dale Butori, joined.
Discussed the weather and cameras located at the courthouse. The Airport plans to budget for cameras as well (grant funds are available).
4:24 PM DES/911/LEPC BUDGET MEETING/Dale Butori, DES/911 Coordinator
Dale budgeted for a grill guard and topper for the DES pickup. Decreased some line items and increased utilities slightly. The other two (2) counties have committed funds toward 911 for dispatch services and have signed an MOU.
4:33 PM Dale left the meeting.
4:38 PM Commissioner Braun made the motion to recess. Commissioner Baldwin seconded the motion.
Commissioner Baldwin asked for any discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
RECESS
TUESDAY, JUNE 20, 2023
9:00 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun, Member; Brenda Wood, Clerk and Recorder
ABSENT: Roy Rost, Member (Attending MT Board of Oil, Coal and Gas Convention)
FALLON COUNTY COURTHOUSE
9:00 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
Justin Moser, Public Member joined. Justin noticed the protective coverings were removed from some of their trees (in their yard). Felt it happened when the county crew was taking care of the county’s trees. The Commission will check with Outside Maintenance and make sure their coverings are returned.
The Commission was notified by Kevin DuKart, City Clerk the waterline that goes to the Kirschten stock tank was put in by Kirschten’ s and no one was supposed to tie onto that waterline.
The Commission feels it was installed as a trade for Kirschten land when the Airport was increasing the size of the runway or the area around the runway.
9:15 AM APPROVE JUNE 12-16, 2023 COMMISSION MINUTES
Commissioner Braun made the motion to accept the minutes from June 12-16, 2023. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
9:20 AM Brittany Renner, EMS Program Manager joined.
Brittany brought some information received regarding an ambulance that may be available soon. The chassis is a 2023 Ford, 2-wheel drive. The box will be gutted and refurbished. No decision as of this time.
9:28 AM Brittany left the meeting.
9:30 AM COUNCIL ON AGING BUDGET MEETING/Carla Brown, Council on Aging Coordinator
After further review the supplies line item was slightly decreased; Carla had decreased the utilities line item, but the Commission increased them to the same amount as last year, due to probable utility increases. Meals costs increased, therefore that line item was increased; they have made more out of town trips, so travel was increased slightly. Discussed sharing the car with Public Health; the commission is looking into other options. The Commission thanked Carla for doing a good job.
9:45 AM Carla left the meeting.
10:02AM CLERK OF DISTRICT COURT BUDGET MEETING/Jeraldine Newell, Clerk of District Court
Supply budget was decreased by the same amount of the printer purchased last year from that line item; decreased her postage slightly; increased travel-Jerrie’s Deputy will also be attending trainings and convention. The commission thanked Jerrie for being conscientious of her budget and doing a good job.
10:12 AM Jerrie left the meeting.
10:30 AM TREASURER/ASSESSOR BUDGET MEETING/Barbara Ketterling, Treasurer/Assessor
Will need to ask IT if she needs to budget for desk tops this FY, if not, that line item will be zeroed; needs new chairs this year, so the supply line item was increased; postage was slightly increased; travel was increased due to location of convention and trainings; no capital outlay was budgeted. The Commission thanked Barb for doing a good job.
10:40 AM Barb left the meeting.
11:00 AM INSIDE MAINTENANCE BUDGET MEETING/Lynda Herbst, Inside Maintenance Supervisor
Line items remained the same as last year. Discussed various projects Lynda and/or other departments would like to complete. Catwalk for the Sheriff rooftop AC for safety reasons; bona resilient flooring for the Library meeting room; a couple of toilets that need to be replaced; replace hardware for Dispatch doors; carpet for the City of Baker business office and Mayor office and new ceiling tiles in Mayor office; Justice Court carpet; LED lighting in various areas; painting in Dispatch, Sheriff and Police Dept. The Commission will consider the above-listed and would also like to get another quote for the catwalk. Commissioner Braun noticed Lynda had budgeted for a couple of vacuums. Lynda will replace if needed. The Commission thanked Lynda for doing a good job.
11:35 AM Lynda left the meeting.
11:38 AM PERSONNEL ISSUE/Lynda Herbst, Inside Maintenance Supervisor, Julie Straub, HRM
The Commission asked if Lynda wanted this meeting closed. Lynda asked to have the meeting closed.
Commissioner Braun made the motion to go into Executive Session. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for further discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
Commissioner Braun made the motion to come out of Executive Session. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for further discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
The Commission issued a Verbal warning to Lynda Herbst, Inside Maintenance Supervisor, due to Lynda’s violation of authorization of Personal Leave of Absence Without Pay Procedure and Policy 3.08 and additionally Policy 2.02 Employee Conduct.
11:45 AM Julie left the meeting.
11:48 AM Lynda left the meeting.
11:50 AM Commissioner Braun made the motion to recess. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for further discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
NOON RECESS
1:15 PM RECONVENED
PRESENT: Steve Baldwin, Chairman; Kevin Braun, Member; Brenda Wood, Clerk and Recorder
ABSENT: Roy Rost, Member
FALLON COUNTY COURTHOUSE
1:15 PM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment.
1:30 PM PLEVNA RURAL FIRE DISTRICT BUDGET MEETING/Bobby Wiedmer; Shaun Chrisler; Larry Steffes and Dana Buerkle, PRFD Board Members; Kimberly Jensen, AP Clerk
The line items remained the same as last year with the exception of insurance, which took a large increase; maintenance for the community center was discussed due to water damage. The Commission thanked them for their service and for doing a good job.
1:40 PM Bobby, Shaun, Larry, Dana and Kimberly left the meeting.
2:15 PM BAKER RURAL FIRE DISTRICT BUDGET MEETING/Randy Hoenke, Fred Hoff and ChrisMeccage, BRFD Board Members; Tom Bruha, Fire Chief; Kimberly Jensen, AP Clerk
Some line items were decreased a few were increased, discussed the insurance increases and the transfer request was increased; supplies were increased to account for purchase of foam. They would like some road millings such as was placed on a portion of the frontage road in NBWS District. This would be for their empty lot south of the Fire Hall. The Commission may try to get some more millings. Some discussion regarding the budgeting process for the operating and capital project budgets. The commission thanked them for their service and for doing a good job.
2:45 PM Randy, Fred, Chris, Tom and Kimberly left the meeting.
3:00 PM JUSTICE COURT/COMMUNITY SERVICE BUDGET MEETINGS/Anna Straub, Justice of Peace; Kimberly Jensen, AP Clerk
Anna increased her supply budget to accommodate a new robe and computer monitors; discussed travel and training being combined last year; training was increased to accommodate out-of-town trainings for her and clerks. Anna asked the Maintenance Supervisor to budget for carpet for her offices and would hope the commission would agree to change it out. Anna would like to increase the hours for Justice Court by 1 hour per day, per person, (Thursday and Friday- hours would be 10A to 5P). Over time, Anna has a goal of being a full time Justice Court, but first wants to be able to justify incrementally increasing hours. The Commission would like to see what the cost would be to increase the 1 hour per day, per employee, for 2 of the Justice Court days. Anna will gather more information and be rescheduled. Community Service budget was decreased; discussed changes that caused the decreases. Crime Victim Witness budget will be zeroed out. Anna did not feel it was legal for her office to cover costs for victims. This budget started before her tenure. The Commission thanked Anna for doing a good job.
3:22 PM Anna and Kimberly left the meeting.
3:30 PM DISCUSS/DECISION REGARDING SEASONAL LEAD GOLF COURSE CREW HAND/Kevin Hill, Golf Course Superintendent; Doug Varner, Seasonal Grounds Crew Member; Julie Straub, HRM
Julie stated Doug has been a significant benefit and has allowed for more efficiency with the crew and maintenance. Kevin concurs with that and further stated Doug has been vital and it is great to have someone located in Baker that can oversee and be there when needed. Doug can also supervise and guide the crew in addition to Kevin. The Commission would like to offer the Seasonal Lead Crew Hand position to Doug, with the wage being $20.00 per hour. Doug appreciated that and accepted the offer.
Commissioner Braun made the motion to move Doug to the Seasonal Lead Golf Course Crew Hand; to be paid $20.00 per hour. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for further discussion. Further discussion on how beneficial this will be. Commissioner Baldwin asked for any further discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.
4:00 PM CHAMBER/RECREATION DEPARTMENT UPDATES/MOU BETWEEN FALLON COUNTY AND CHAMBER OF COMMERCE FOR RECREATION DEPARTMENT SERVICES/Melissa Higbee, Chamber Executive Director; Mariah Miller, Recreation Department Assistant
Chamber updates/Melissa discussed various 4th of July events that are planned this year. They would like to ask if the Commission can ask people not to shoot fireworks during the boat parade for the safety of everyone involved. Last year several people were hit by fireworks on shore and in the boats. The Commission will address the issue. They are still looking for more donations for prizes, etc.
They will have crazy days and “NEW” this year will be crazy nights. Crazy nights will be July 22nd. They will be receiving $1,500 from Mid-Rivers to pay for the bouncy house and band; and a grant from EMEDA for advertising. They continue to get new Chamber members. TBID – Tourism Business Improvement District is something they are trying to introduce in Baker. This would be a bed tax that would be charged at $2.00 per night/day, per room and can only encompass the city limits. The motels turn the money into the city and the city would turn it over to the Chamber. It can be used for advertising and showcasing our community and to get more heads in beds.
Recreation updates/Mariah discussed upcoming summer camps at the Museum which are sponsored by the Historical Society; offering football/soccer skills camps; safe sitter class, (they ordered manikins for this class); Eastern Montana Community Mental Health helped to pay for the classes; EMCMH may also try to bring some classes here, within the schools. They are applying for a grant from Grid United to get supplies for the Recreation Department; they should know if they get that grant by July 1st. Discussed other events they plan to have for the 4th of July, such as a 3 on 3 tournament. The AAU held a raffle to assist with purchase of their helmets; they sold all tickets.
Discussed the MOU for Recreation Services between the Chamber and Fallon County; the Commission has not received the MOU from the County Attorney. The Chamber’s next board meeting is July 5th; they would like to have the MOU by that time. They will also need to get a budget to the Commission. The commission thanked them for all they do.
4:13 PM-Melissa and Mariah left the meeting.
4:30 PM SYSTEM ADMINISTRATOR (IT) BUDGET/UPDATES/Josh Lewis, System Administrator; Kimberly Jensen, AP Clerk
BUDGETS/Discussed increases in supplies for tires and wipers for the county pickup. Most of the other line items remained the same with the exception of data processing due to increased hardware/software costs. Discussed the phone costs for the new system will come from the building maintenance budget.
4:40PM Kimberly left the meeting.
UPDATES/Josh has some computers left to set up (2 at the Road Department; 3 at the Treasurer’s office; Planning office; Superintendent of Schools and the Airport). Discussed staying with KnowBe4 for the phishing program, rather than moving to MACo. Josh did a test run with the MACo program and feels it is not as user friendly as KnowBe4. Support through MACo is handled by one person at MACo as well as troubleshooting for other counties. Functionality is about the same but reporting is convoluted. Josh would like to renew KnowBe4 for one more year at $757, even though MACo’s program is free. The agreement will be included in the work session next week. Discussed the meeting software for recording and video. The Commission would like to set up a demo first. New phone system-Verizon quote was discussed; will set up a demo with them as well. Townsend Computer contract; this will need to be put on the agenda as well.
4:50 PM Josh left the meeting.
4:55 PM Commissioner Braun made the motion to adjourn. Commissioner Baldwin seconded the motion.
Commissioner Baldwin asked for any 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 & Recorder
