Commission Minutes – October 9 – October 13, 2023
NO COMMISSION MEETINGS-COLUMBUS DAY HOLIDAY
TUESDAY, OCTOBER 10, 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 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 DISCUSS/DECISION REGARDING RECORDING SECRETARY/CLERK JOB DESCRIPTION AND GOING OUT FOR HIRE/Julie Straub, HRM; Debbie Wyrick, Deputy Clerk and Recorder
The group reviewed the job description presented for the Recording Secretary/Clerk position. Some changes were made to the job description. Decision not to advertise on the radio at this time. Opening will close on October 30th at 5:00 PM and will advertise for three (3) weeks.
Commissioner Rost made the motion to go out for hire for the Recording Secretary/Clerk Position. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
9:33 AM Julie and Debbie left the meeting.
10:00 AM ROAD/SHOP UPDATES/Bobby Wiedmer, Road Superintendent; Mitch Overn and Carl Overland, Shop Mechanics
Road/Shop Updates/The crew should finish mowing today; some are hauling scoria. They have not had time to haul the remaining millings and are not sure when they will get back to it. Commission is still receiving compliments for work completed by the road crew on the City of Baker Street Project. Commissioner Rost discussed contacting landowner or individual fencing property on the Old Baker Highway to discuss sloping a portion of the road in hopes of creating a better road ditch.
1.Update regarding generator/Mitch stated the block heater shorted out and blows the breaker. Mitch met with Direct Electric on Monday to do some testing. TWE will be here Friday morning to make the repairs and complete the annual inspection. Mitch will have TWE change out both block heaters. Carl hopes to have the loader finished this week; all parts are here.
10:12 AM Bobby, Mitch and Carl left the meeting.
10:30 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering; Richard Menger, Sanitarian
UPDATES/Rich stated the gate at the upper dam has been opened more to allow the drainage to be completed as required.
Shannon stated the final plat for Thielen Access was completed and included the petition less the Pennel Road portion that is included in the State’s Right of Way. The plat for the county land west of Baker should be completed this week and will bring it with him for the next meeting. Bergstrom Hill Road/The culture report was received, and Shannon will take care of the next steps. Courthouse courtyard/Discussed the best approach to resolve drainage issues in the courthouse courtyard. Installing more drainpipes, regrading, etc. were all discussed. Derrick deHaan, Outside Maintenance will be included in further steps. Courthouse door project/The Commission discussed including FMC’s door project with Fallon County’s project; the Commission discussed this with David Espeland, FMC-CEO. Shannon will contact SDI and bring back a plan. FMC/Parkview parking lots/Top Gun will be here next week; Wyrick hoped to start this week but will be there for sure next week. Parkview/FMC Storm Drain Project/The project affected various grass areas in the city park.
11:00 AM Rich left the meeting.
The City of Baker asked Shannon to ask the Commission if some topsoil could be delivered to the park since the county project is what affected the grass areas. The Commission will work with the city on this matter.
11:05 AM Shannon left the meeting.
11:05AM DISCUSSION/DECISION/GLOBE LIFE BENEFITS/Debbie Wyrick, Deputy Clerk and Recorder; Crista Alford, Payroll Clerk
Debbie was notified someone from Globe Life may be contacting payroll in the near future regarding presenting their insurance at one of our open enrollment meetings. Debbie discussed issues that we have working with these companies. Many times, contact information given to payroll turns out to be poor; or the agent leaves the company, and we are left with nothing. Debbie explained we give the impression to employees that we are attesting to the company and the value of their product. The Commission is not interested in this either; if they want to sell their product, they can contact the employee outside of their place of employment.
11:09 AM Debbie and Christa left the meeting.
11:25 AM Commissioner Rost recused himself and was excused for lunch.
11:30 AM MUSEUM UPDATES/Melissa Rost, Museum Curator
UPDATES/Melissa updated the Commission on the AASLH National Conference she attended in Boise, Idaho which covered many topics including Preservation Actions, Establishing relationships with Indigenous communities, technology, fundraising, and museum makeovers, etc. Melissa and Traci Bruha, Assistant attended a workshop that provided strategies they plan to implement and were able to make valuable connections; would like to spend a day in Glasgow to assist them in developing some of the same programs Melissa has implemented in our museum. May be hosting a regional museum roundtable in Baker, with the assistance of the Bowman Curator. Community Service set Melissa up with an individual that had some hours of work to perform. Melissa was grateful for the assistance; the individual assisted during the Fall Festival and will assist further with other projects until their hours are completed. Night at the Museum will be held October 22nd and have had one dress rehearsal with 2 more coming up. Finished setting up the Blackfeet Tipi Legends traveling exhibit this week. Has assisted with projects for several school groups as well. Discussed maintenance of tires for various tractors and cars owned by the Museum. A piano tuner came to look at the player piano and recommended someone else to Melissa, she will get a quote. Discussed individuals expressing their appreciation for being open on Sundays. Would like to request a letter of support from the Commission for a grant from Grid United to cover PER for the building addition. Melissa would like the Commission to come and visit her about the priorities for the museum and sustainability of events, activities, and programs, with the help she currently has.
11:40 AM Melissa left the meeting.
11:45 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 Recused himself. (Commissioner Rost). The motion carried.
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
The Commission granted permission for Brittany Renner, EMS Program Manager, to attend EMS training in Billings, November 10th, and 11th.
1:30 PM COUNTY ATTORNEY BUSINESS SESSION/Darcy Wassmann, County Attorney
Discussed the 95 mills-Commissioner Braun spoke with Aaron Skogen, BHS School Superintendent this morning who stated the MQEC (Montana Quality Education Coalition) is submitting an emergency brief to the Supreme Court to try to get an answer by the 16th of October.
1.Coral Creek Landfill Trust account discussion/decisions
Informed Darcy that Shawn Wiseman, Bank of Baker found a contact with Wells Fargo that is going to try to assist us.
2.Gate permit process/policy discussion/decisions
Darcy presented a draft permit last week. The Commission has not had time to review it.
3.Indigent Burial policy discussion/decisions
Darcy is researching further information for this.
4.Interlocal between Fallon County and City of Baker for garbage services
Darcy brought a draft and Commissioner Baldwin took it to the City of Baker for their review.
5.Review/Discuss/Decision-Task order for various on-call engineering/surveying services with KLJ
Darcy has not had time to review this.
6.Review/Discuss/PV rental agreement updates
Darcy will incorporate recommendations made by David Espeland, FMC-CEO.
7.Sign termination of interlocal agreement with the City of Baker for funding and operation of the Fallon County Planning Board and Staff
Darcy brought a draft and Commissioner Baldwin took it to the City of Baker for their review.
8.Revise Interlocal Agreement with the City of Baker for the Planning Board
Darcy is looking for further clarification and information for this.
9. School equalization 95-Mill Resolution and other discussion/decisions
Discussed earlier in the meeting.
10.Review/Discuss/Approve 911 GIS Data Maintenance Agreement between Fallon County and KLJ Engineering LLC
Darcy has not had time to review.
11.Discuss Westmore Appraisal/next steps
Will prepare a resolution of intent to sell as soon as the County is ready. The Commission may wait until information is received on the county land West of Baker and try to do both at the same time.
12.Old or other county business (as needed)
Discussed adding maintenance clause to the land use agreement between Fallon County and EMEDA for a Food Forest.
2:30 PM Darcy left the meeting.
2:30 PM DISCUSS/DECISION TO PASS RESOLUTION #1113 FIXING/AMENDING THE MILL LEVY FOR THE STATE EQUALIZATION, COUNTY HIGH SCHOOL EQUALIZATION AND COUNTY ELEMENTARY EQUALIZATION MILL LEVY AUTHORITY FOR THE FISCAL YEAR BEGINNING JULY 1, 2023 AND ENDING JUNE 30, 2024
2:30 PM Barbara Ketterling, Treasurer/Assessor joined.
Barb was told the Commission was moving the meeting to the 16th of October. The Commission will not make any decision today as the MQEC is filing an emergency brief with the Supreme Court to get a ruling by Monday the 16th of October.
3:00 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)
Shawn Wiseman, Bank of Baker will contact as soon as Wells Fargo gets back to him.
b.Any decisions regarding the agreement between Fallon County and EMEDA for use of County Land for purposes of Food Forest
Darcy is adding a maintenance clause to the agreement.
c.Policies/procedures for gate permit system (discussion/decisions as needed)
Darcy presented a permit for review last week; the Commission will review further.
d.Indigent Burial Policy (discussion/decisions as needed)
Darcy is researching further information for this.
e.Review/Discuss/Decision regarding EAP quote from Sapphire Resource Connection/Julie Straub, HRM
No decision, will be included on the agenda next week.
f.Decision to move forward with credible minds
No decision, will be included on the agenda next week.
g.Approve/Sign/DocuSign/DNRC Lakeview Drive Storm Drain reimbursement agreement using ARPA funds.
Commissioner Rost signed as the grant administrator; it was also DocuSigned.
h.Review/Discuss/Approve 911 GIS Data Maintenance Agreement between Fallon County and KLJ Engineering, LLC
Darcy did not have time to review this.
i.EMS Billing Practice updates/Policy and Procedure updates
No discussions at this time.
j.Review/Discuss/Decision to sign Task Order for various on-call engineering survey services with KLJ
Darcy did not have time to review this.
k.Other Old Business as needed
2.E-mails/Correspondence
3.Review & Approve Encroachment Permits (as needed)
4.Review Board Minutes/Agendas (Boards other than Commission)
5.Review Department/office reports/sign journal vouchers (as needed)
6.Executive/Action items:
a.Courthouse HVAC System discussion/decisions/Lynda Herbst, Inside Custodian Supervisor
Discussed various issues that Lynda has had with the Courthouse HVAC system. Will need to discuss this further and come up with a resolution.
b.Westmore Appraisal Discussion/Decisions
This has been reviewed by the Commission. Will possibly try to sell this property with another county parcel.
c.Sign reserved water user annual status report/LBSCD
Commissioner Baldwin signed the reserved water user annual status report for the upper dam to LBSCD. The report was mailed to the LBSCD.
d.Approve/Sign Ambulance Intergovernmental Transfer with MT DPHHS for the Ambulance Medicaid Supplemental payment
Commissioner Baldwin signed the Ambulance Intergovernmental Transfer with MT DPHHS. This will be submitted to AP for payment. A check will be issued to Fallon County, by DPHHS for the Medicaid Supplemental payment for the ambulance runs.
e.Approve quote for electrical service hook up for Siren
The Commission will wait for this project until we have a new DES person in place. It is felt the location of the siren would work best in the proximity of the Splash Park (to be later determined).
3:30 PM APPROVE OCTOBER 2-OCTOBER 6, 2023 COMMISSIONER MINUTES
Commissioner Rost made the motion to approve the October 2 – 6 2023, minutes. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
3:45 PM REQUEST LEAVE WITHOUT PAY/Julie Straub; Amanda Williams, Extension Agent (via phone)
Jolinda Allerdings, Extension Agent Administrative Assistant.
Commissioner Baldwin asked Jolinda if she would like this meeting to be closed for personnel reasons.
Jolinda requested this session 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.
Commissioner Braun made the motion to come out of closed session. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Commissioner Rost made the motion to grant leave without pay to Jolinda Allerdings. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
3:50 PM Julie and Jolinda left the meeting. Amanda hung up the phone, therefore leaving the meeting.
4:00 PM FY25 SALARY SCHEDULE WORK SESSION/Julie Straub, HRM; Christa Alford, Payroll Clerk; Debbie Wyrick, Deputy Clerk and Recorder
Julie stated the Commission had asked to start working on the Salary Schedule, etc. in October so we aren’t holding up the budget process. Julie stated several things had been discussed such as changes to the longevity schedule, more steps in the salary schedule and bringing existing employees up to the same level as seasoned employees. Also need to discuss paying rodeo helpers for budget year 2025.
The decision was made to start by trying to resolve the longevity schedule. Discussed the separation in wages and longevity go hand in hand. Discussed individuals doing the same work should receive the same pay whether they have been here for 2 years or 10 years. Discussed .15 cents per hour increase for every year of employment, with the exception of each 5-year anniversary reached (5, 10, 15, 20, 25, 30) would receive a .25 cent increase for those particular anniversary years. The longevity would be capped at $5.00 which would be at 30 years.
Discussed possible rate of pay steps/completion of 6 months; completion of 1st year; completion of 2nd year and completion of 3rd year.
Discussion regarding COLA’s would not be as much, or significantly less; unlike past COLA’s. This would be due to the changes in the longevity schedule and possibly salary adjustments due to other factors.
Another meeting will be scheduled next week; Debbie, Christa and Julie will work on preliminary figures to present to the Commission next week.
4:50 PM Debbie, Christa and Julie left the work session.
4:53 PM Commissioner Rost made the motion to adjourn after the Road Operator Interviews. Commissioner Braun stepped down and seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. The motion carried.
5:00-6:30 PM ROAD DEPARTMENT OPERATOR INTERVIEWS
ADJOURN
s/Steve Baldwin, Chairman
ATTEST:
s/Brenda J. Wood, Clerk and Recorder
