Commission Minutes – November 20 – November 24, 2023
9:15 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun and Roy Rost, Members; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
9:15 AM The Pledge of Allegiance was held in the Commissioner’s Office to start off the week.
9:15 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment.
9:35 AM PERMISSION TO PURCHASE APP SUBSCRIPTION/Richard Menger, Sanitarian, Kimberly Jensen, AP Clerk
Acres App-Initially, Rich had discussed, with Kimberly, he may possibly want to get a subscription to Acres, at a cost of $300 annually. Rich thought he would get soil information, etc., but after further review, he is not sure he is interested in this App and will let the Commission know if he changes his mind. Kimberly wanted to make sure Rich had permission to purchase the App with his personal credit card and turn in a receipt for reimbursement, due to the fact that the App would be on Rich’s personal phone. If Rich decides to purchase the App the Commission would prefer, he use his personal credit card and would grant that permission.
9:43 AM Rich and Kimberly left the meeting.
9:45 AM FMC COST REIMBURSEMENT DISCUSSION/DECISION/Debbie Wyrick, Deputy Clerk and Recorder
Debbie discussed an email Marjorie Losing, FMC-CFO sent regarding the cost-share reimbursement.
Last year FMC owed Fallon County; that amount was waived by the commission. This year Fallon County owes FMC approximately the same amount. FMC’s auditor needs a letter regarding the decision made. After some discussion, the commission determined they would consider last year and this year a wash and will not be issuing FMC a check. Debbie will write the letter for the commission to sign.
9:55 AM Debbie left the meeting.
10:00 AM ROAD/SHOP UPDATES/ Mitch Overn/Carl Overland, Shop Mechanics
UPDATES/They are hauling the remaining pit run scoria to the landfill. They did get the trailer, previously parked by the EMS building, moved to another location. The DES pickup has been moved to the north parking lot. Carl finished maintenance on one ambulance last week and will finish the other ambulance tomorrow. After EMS had their inspection, Carl had some lights to order for one of the ambulances. They are waiting for a fitting from RDO so they can finish setting up the new blade. Commission asked if the golf course had contacted them for equipment maintenance; they have not been contacted as of this time. The shop lost a portion of a gutter, they are requesting quotes. The loader engine should be here today or tomorrow; there is a 2-year warranty on the engine and there is no limit on mileage. The Commission discussed placing the sand back in the barn before it freezes. Carl and Mitch felt they may be able to do that after they finish hauling scoria. The process takes two (2) crew members most of a day to complete the work.
10:11 AM Mitch and Carl left the meeting.
10:20 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering
UPDATES/Shannon was unavailable.
11:00 AM PERMISSION TO HIRE EMS DRIVER/Julie Straub, HRM; Brittany Renner, EMS Program Manager
Brittany would like permission to hire Scott Putnam as an EMS Driver.
Commissioner Braun made the motion to hire Scott Putnam as an EMS Driver. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
11:05 AM DISCUSS/DECISION-STAFFING ISSUE & DISCUSSION/DECISION REGARDING EXTENDING BOTH CONTRACT EMT’S WITH BEST PRACTICE MEDICINE/Julie Straub, HRM; Brittany Renner, EMS Program Manager
Staffing issues/In looking at scheduling; Brittany would like to request an extension of the contract with Best Practice Medicine for two (2) EMT’s for an additional 90 days. This will give the new EMT’s more time to go on calls and get more familiar/comfortable with various call types. The group had lengthy discussion regarding scheduling and possibly adding a full-time EMT as an assistant; on call coverage during the day continues to be problematic as most of the EMT’s have full-time day jobs. If this were to happen, Commissioner Braun suggested this person possibly be a floater that would be able to assist in other county departments/offices, but also capable of going on calls when needed. Brittany discussed preparing for another training to try to get more EMT’s; she has had additional people express an interest. Discussed call time for Brittany and changing her job description. Brittany discussed finding someone else to be the Ambulance Medical Director. For now, Brittany will work on putting together another training; mock schedules and return to visit with the Commission regarding the progress. The Commission is very pleased with Brittany’s accomplishments.
Commissioner Rost made the motion to amend the prior request for the extension of the contract with Best Practice Medicine to two (2) EMT’s for three (3) months (90 days). Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Brittany and Julie will get back on the Commission’s agenda.
11:55 PM Julie and Brittany left the meeting.
11:56 PM 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
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 attended Public Comment.
1:30 PM CLAIMS APPROVALS FOR MID-MONTH NOVEMBER, 2023
Commissioner Braun made the motion to approve the November, 2023 Mid-Month claims, in the amount of $458,347.74. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
2:15 PM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
1.Old Business (as needed)/
a.Coral Creek Landfill Trust Account (any decisions needed)
No further discussion or decisions at this time.
b.Policies/procedures for gate permit system (discussion/decisions as needed)
No further discussion or decisions at this time.
c.Indigent Burial Policy (discussion/decisions as needed)
No further discussion or decisions at this time.
d.Hospital Basement Project (discussion/decisions as needed)
No further discussion or decisions at this time.
e.Update EMS policies/procedures
No discussion or decisions at this time.
f. Other old business as needed
2.E-mails/Correspondence
3.Review & Approve Encroachment/Approach Permits (as needed)
4.Review Board Minutes/Agendas (Boards other than Commission)
5.Review Department/office reports/sign journal vouchers (as needed)
6.Review/Discuss/Decision – any Parkview Rental Agreements/Addendums (as needed)
7.Executive Action Items:
a.Discuss/Approve/Sign Proposal and Service Agreement with Johnson Controls for replacement of 81 fire
extinguishers for various departments.
Kimberly Jensen met at 3:45 PM to discuss with the Commission (see below).
b.Approve Trugreen lawn care prepay option for Parkview and the Courthouse
The Commission approved the lawn care prepay option with Trugreen for Parkview and the Courthouse.
c.Approve amended Verizon phone service agreement
This will be placed on the agenda for next week’s meeting.
d.Discuss/Decision regarding request by EMEDA to change (Food Forest) Agreement
EMEDA had a meeting and approved the Food Forest Agreement with the exception of areas outside of the Food Forest that EMEDA would like the County to continue to maintain. The Commission will discuss this with Outside Maintenance first.
e.Approve/Sign Modification of Interlocal Agreement (Document #99902) for Planning Board and Professional Staff between Fallon County and City of Baker
Commissioner Rost made the motion to approve/sign the modification of Interlocal Agreement (Document #99902) for Planning Board and Professional Staff between Fallon County and the City of Baker. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
f.Review & Comment on Baker Lake Restoration Final Report/report to Geum Environmental Consulting
The Commission had no comments pertaining to the Baker Lake Restoration final report; they felt Geum did an awesome job.
3:15 PM APPROVE NOVEMBER 13-17, 2023 COMMISSION MINUTES
Commissioner Braun made the motion to approve the November 13-November 17, 2023, minutes. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
APPROVE NOVEMBER 13, 2023, CLOSED SESSION MINUTES
Commissioner Rost made the motion to approve the November 13, 2023, closed session minutes. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
3:28 PM PERSONNEL/Julie Straub, HRM; Brenda Hoeger, Emergency Communications Dispatch Supervisor
Commissioner Baldwin asked Brenda if she wanted the meeting to be closed. Brenda asked for the meeting to be closed.
Commissioner Braun made the motion to go into Closed Session. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
3:39 PM Commissioner Braun made the motion to come out of the closed session. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Commissioner Braun made the motion to issue a verbal warning to Brenda Hoeger, Emergency Communications Dispatch Supervisor. Commissioner Rost seconded the motion. Commissioner Baldwin asked if there was any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
3:41 PM Brenda and Julie left the meeting.
3:45 PM Kimberly Jensen, AP Clerk joined.
The commission had asked Kimberly to find out from Johnson Controls the difference in cost between filling/recharging a fire extinguisher versus a new extinguisher. Johnson Controls did not give the cost, only that the cost is similar. The Commission made the decision to move forward with payment but would like the Safety Committee to conduct a safety audit with each department/office regarding how many fire extinguishers we actually have. The Commission would like to find out how many extinguishers are actually required for each facility and the proper locations.
Commissioner Rost made the motion to approve the Johnson Controls proposal and service agreement. We need to notify them in July that we are not renewing the contract and we are going out for quotes. Commissioner Braun seconded the motion. Commissioner Baldwin asked for further discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
*After further review Kimberly found the number of extinguishers Johnson Controls has listed on the proposal does not match the number from their inspection reports. Kimberly will do some further checking before sending the approved proposal/service agreement back.
4:00 PM PERMISSION TO HIRE RECORDING SECRETARY/CLERK/Julie Straub, HRM; Debbie Wyrick, Deputy Clerk and Recorder; Christa Alford, Payroll Clerk.
Brenda would like permission to hire Megan Slagter for the Recording Secretary/Clerk position. Megan would begin orientation on December 1, 2023.
Commissioner Rost made the motion to hire Megan Slagter for the Recording Secretary/Clerk position. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion. Megan will start the 1st part of orientation on December 1st and finish it on the 4th. Commissioner Baldwin asked for further discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
4:04 PM DISCUSS/DECISION REGARDING TOTAL COMPENSATION STATEMENTS/Debbie Wyrick, Deputy Clerk and Recorder; Christa Alford, Payroll Clerk; Julie Straub, HRM
Julie and Debbie had discussed putting together a total compensation statement for each employee after Julie became HRM, but time had not allowed that to happen. Christa put together this statement with the assistance of Debbie and Julie. They would like permission to hand it out to employees. This statement paints the picture so each employee can see what they are receiving in addition to their wages. They plan to send them out for the first time, in January, (showing the fiscal year,) and moving forward, September, (showing the fiscal year). Commission suggested a disclaimer at the bottom stating this does not take the place of your pay stub, etc. Julie discussed other verbiage they will put on the statement as well. They will meet with departments/offices first and explain it to them. The Commission was impressed, thank you, good job ladies. Permission granted to proceed.
4:12 PM Debbie, Christa and Julie left the meeting.
4:15 PM DISCUSS BAKER RURAL FIRE DISTRICT (SID) TAX NOTICE/Baker Rural Fire Members-Vern Stark, Randy Hoenke, Chris Meccage and Tom Bruha; Julie Post, Deputy Treasurer/Assessor
Vern explained the Fire Department members were not aware they would be receiving a tax notice for SID’s for the land owned by Baker Rural Fire District. Vern stated they understand they would be assessed interest as well. The district feels they should pay for the SID upfront, so they are not paying a large amount of interest. The District Board feels they will pay for this from their existing budget rather than amending the budget. There are items budgeted that they would forgo which will allow this to be taken care of. The county has been in the loop on the process and contributed a large sum of money toward the SID to assist the taxpayers overall. Also, the county paid their portion of the SID upfront and never thought about the BRFDistrict. Julie stated she found out, from the City of Baker, the Post office was the only exempt landowner. Julie also provided everyone with information regarding the current taxes BRFD owes and the payoff, if paid before December 15, 2023.
4:32 PM Julie left the meeting.
MT DOT told the county, the snow fence on Ollie Road belongs to the county. Discussed a portion of the snow fence does not help keep the snow from drifting, due to where it was placed. That portion of fence can be used to repair the other portion of fence that needs some attention.
Berwald Road-Tom stated this should be an alternate emergency route. Commissioner Baldwin stated a portion of the road on the cement plant side is very narrow due to the landowner using their land to dump cement. The Commission has Cindy Irgens, Recording Clerk researching the road. The group feels this road falls on the railroad right of way and the railroad will never do anything to upgrade the road. Commissioner Braun stated possibly the county could upgrade the road and put-up signs on each end stating this is an emergency exit only.
4:39 PM Vern, Chris and Randy left the meeting.
Fire suppression equipment-The Commission asked Tom if he knew how many fire extinguishers need to be placed for each facility and where they should be placed. Tom stated that was dictated by the NFPA and gave the Commission the contact information for the Deputy Fire Marshal for our area. (Mike Spini).
4:47 PM Tom left the meeting.
4:53 PM Commissioner Braun made the motion to adjourn. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
ADJOURN
FALLON COUNTY COMMISSION
s/Steve Baldwin, Chairman
ATTEST:
s/Brenda J. Wood, Clerk and Recorder
