Commission Minutes – September 11 – 18, 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 SOCIAL MEDIA POLICY REVIEW WITH DEPARTMENT HEADS/SUPERVISORS/
ELECTED OFFICIALS-LIBRARY EOC/Josh Lewis, System Administrator and Julie Straub, HRM-Presenters
10:00 AM ROAD/SHOP UPDATES/Bobby Wiedmer, Road Superintendent; Mitch Overn and Carl Overland, Shop Mechanics
Road/Shop Updates/Completing routine maintenance on equipment and vehicles; maintenance on the ambulances was discussed. City street project-The drain was placed for the city project; some work remaining on Fallon Avenue, otherwise the chip sealing has begun for that area. Commissioner Braun was on Webster Road and had noticed several broken windows on the blades. This is happening when rocks come off the tires; they change the windows out at the end of the season when they are pretty much done blading. The Road Department will move the Ford pickup from the Golf Course; the fuel tanks will be removed and left at the Golf Course for future use. The blades are running where enough moisture was received. Commissioner Braun asked if Sunset Trail had been bladed; Bobby stated it had been. They are still mowing and are almost finished in most areas. Cattleguard placement at 981 Pennel Road was discussed. The cattleguard was purchased by the landowner and is at the location; Bobby will do a one call before placing the cattleguard. They will get the shed moved from the old landfill.
10:20 AM Bobby, Mitch and Carl left the meeting.
10:35 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering
Project Updates/City Street project SW of Baker Lake and E of Hwy 7 was discussed. The Thielen Access road and draft survey were discussed.
10:45 AM Robbie Christiaens, Safety Committee Member joined.
Further review and discussion of petition and draft survey of Thielen Access.
10:57 AM Richard Menger, Sanitarian joined.
10:58 AM Debbie Wyrick and Derrick deHaan, Safety Committee Members; Julie Straub, HRM joined.
Rich asked Shannon some questions about the Golf Course pond, but Shannon had nothing further to report.
Rich discussed issues with beavers downing trees.
10:59 AM Rich left the meeting.
11:00 AM Josh Lewis, Safety Committee Member joined.
11:00 AM Shannon left the meeting.
11:00 AM MASS NOTIFICATION FOR PAID EMERGENCY LEAVE POLICY & ADA CONSIDERATION (FRONT STEPS)/Julie Straub, HRM; Safety Committee
Emergency Paid Leave Policy/Discussed the best way to approach a mass notification system for the emergency/disaster leave policy. The Safety Committee was asked to come up with a plan regarding the best way to send out notifications to employees regarding possible closures, therefore exercising the use of the Emergency Paid Leave Policy. Discussed the importance of continuity of the same message. What would be the best way to send the message via text; recorded and/or email. It would be best to send it out to ALL employees, but Department Heads/Supervisor’s/Elected Officials would be responsible for follow-up with their employees.
Josh researched and found a system he felt may work great for this. The message would come as a regular text message, unlike an amber alert. The cost is approximately $2.00 to $4.00 to reserve the number and the cost to send messages is minimal. Discussed exercising the system by performing quarterly tests.
11:20 AM Dale Butori, Safety Committee Member joined.
Who would be the one to notify the public that offices will be closed. Dale explained that could be sent out via Code Red by himself and the Emergency Communications Dispatch Supervisor and would likely fall under DES duties. Mass notifications to the public should come through DES. Discussed who would be responsible for sending to the various county departments/offices. Further discussion will need to take place regarding this decision. Would need to train everyone to do this as a notification and not to respond. Dale liked the system presented.
11:34 AM Dale left the meeting.
Would need to complete a policy and decide each person’s roles. Make sure to set up quarterly testing, or more frequently as needed. The decision is to take the costs from the Safety budget. There will be forms that will need to be signed and employees will have to be signed up. Josh will be the administrator.
Commissioner Rost made the motion to authorize Josh to spend up to $500 for the mass notification system, at this time. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion. Commissioner Rost stated training will be needed; everyone agreed. Commissioner Baldwin asked for further discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
The Safety Committee will work on and present a written plan to the Commission.
ADA Consideration (front steps)/Discussed an issue that happened with a citizen recently. A citizen who used the front entrance had difficulty maneuvering their scooter while using the handicap access. Due to the different dimensions of scooters, etc., the front entrance may not be able to safely accommodate proper mobility. Josh took one of the county scooters and tested it and worked out fine. The current landing is 2” larger than the ADA requirement; however, the safety committee feels there may need to be a railing installed as well. The Commission wondered if we need to do more to make our handicap entrances more accommodating. Commissioner Rost felt we should not settle for good enough. Discussed the possibility of making the back door the handicap access, however that door would need to be repositioned. Discussed regarding how to make both entrances more handicap accessible. Further discussion and investigating will be completed, possible discussion with an engineer.
11:59 AM Debbie, Julie, Josh, and Robbie left the meeting.
Parkview Basement/While cleaning the basement of Parkview, Public Health wanted to give some items to FMC that they do not plan to use. Derrick wanted to make sure there were no problems with that. The Commission was in favor of giving items to FMC to use if another County Department/Office is no longer using. However, the freed-up space is not to be used to move other items from FMC or another Department/Office.
12:00 PM Derrick left the meeting.
12:00 PM Commissioner Braun made the motion to recess. Commissioner Rost 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.
1:28 PM Dale Butori, DES/911-Offered a position District Field Office with State DES.
Dale met to give his formal notice of resignation. The Commission asked if Dale could stay longer than the two weeks normally given. Dale felt that would be possible and will discuss it with his new employer. Dale will schedule a 911 planning meeting with all 3 counties. Discussed Dale does not have a Deputy so there is no one to pass duties along to in the interim. Discussed his job description had been updated within the last year or so. The Carter and Wibaux County DES/911 Coordinators will likely need to contact KLJ for any addressing matters. Dale would like to see the DES & 911 position stay intact and feels the person needs to be hands on. Dale will submit his written resignation, with his final work date, to the Commission as well. The Commission thanked Dale for his service to Fallon County.
1:30 PM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
1.Old Business (as needed)
a.Wells Fargo Trust for the Landfill (any decisions needed)
No further discussion at this time.
b.Hospital basement maintenance (any decisions needed)
No further discussion at this time.
c.EMS billing practices/rates (discussion/decisions as needed)
No further discussion at this time.
d.Any decisions regarding the agreement between Fallon County and EMEDA for use of County Land for purposes of Food Forest
No further discussion at this time.
e.Policies/procedures for gate permit system (discussion/decisions as needed)
No further discussion at this time.
f.Indigent Burial Policy (discussion/decisions as needed)
No further discussion at this time.
g.Other Old Business as needed
Budget Item-The Commission phoned Roger Meggers, Airport Manager to discuss a FY24 requested airport budgeted item. The building for the card reader will sit on a concrete slab and will be bolted to the concrete. The building would house the card reader for the fuel system and would protect it from the elements. This will also double as storage for needed items. This will not be an FAA grant reimbursable item as it was pulled out of the original plan. By including this in the grant it would have had to have been engineered, which would have added so much more to the cost of the building. This item was included in the FY24 budget, and the budget has been approved. They want to do everything they can to protect the reader from the elements because this is their only source of fuel, which includes the air ambulance. The Commission granted permission to proceed as it was a budgeted item.
h.Decision to move forward with Credible Minds
Discussion, no decision to move forward as they are waiting for more information.
i.Approve/Sign/DocuSign/DNRC Lakeview Drive Storm Drain reimbursement agreement using ARPA funds
DNRC did not have this ready to present to the Commission at this time.
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.Discuss-Possible decision to award Contract Planner per RFP’s received
No decision as of this time.
b.Sign operating contract #5311 with State of Montana-Department of Transportation/Rail/Transit & Planning Division for a bus grant
Commissioner Braun made the motion to accept and approve operating contract #5311 with the State of Montana Department of Transportation for the Fallon County Council on Aging Transportation System. Commissioner Rost seconds the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
c.Sign Baker and Plevna School(s) budget reports
Commissioner Baldwin signed as the Commission Chair, the Baker and Plevna School FY24 Budget Reports.
d.Approve quote for HVAC software upgrades/licensure
No decision was made at this time.
e.Decision to go out to quote for new HVAC temperature control system
No decision was made at this time.
f.Sign Resolution #1112 approving Final Budget and Setting levies for Fallon County FY23-24
Commissioner Rost made the motion to sign Resolution #1112 approving the Final Budget and setting levies for Fallon County’s FY23-24. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The Motion carried unanimously.
g.Decision/addressing removal of county department Facebook pages after employee departure
Ask the past employee if they will disable the page or delete the page. Josh will contact the person.
2:15 PM APPOINT BOARD MEMBERS (FAIR AND OTHER)
Commissioner Rost made the motion to appoint Wendy Wagner and Justin Koenigsfeld to the Fallon County Fair Board, (each for 3-year terms). Commissioner Braun 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 accept the resignation from Karrol Williams from the Fair Board effective September 30th, 2023. 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 appoint Linda Rost to the Lake Advisory Board (for the remaining 3-year term). Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any discussion; being none. 2 Ayes. 0 Nays. 1 Abstain. (Commissioner Rost). The motion carried.
The Commission would like to thank those newly appointed, those who have served the past terms and those who continue to serve for their support and dedication to the boards.
2:30 PM AWARD CONTRACT PLANNER RFP (IF PREPARED TO DO SO)
No decisions were made at this time.
2:40 PM Brittany Renner, EMS Program Manager joined.
New Ambulance-Phoned Steve Apgar with Apgar Ambulances. The new ambulance is not built; it takes 12 days from the time they start building to completion. They plan to start the build for our ambulance in two (2) weeks. They have a VIN for the chassis and has a body number but they did not want to commit until they knew which cab and chassis would be going together. They would like a first right of refusal letter sent to them for that vehicle. If a dealer calls, they are able to purchase Ambulances before local governments, etc. The Commissioners will get a letter sent when the pertinent information is received. Discussed possibility of trading the oldest Ambulance. Brittany will send Steve the information and he will try to get a quote back to the County. No money will change hands until the new Ambulance is accepted by the County.
2:43 PM Steve Apgar hung up the phone, therefore leaving the meeting.
2:44 PM Julie Straub, HRM Joined.
2:45 PM PERMISSION TO HIRE EMT FOR EMS/Brittany Renner, EMS Program Manager, Julie Straub, HRM
Brittany would like permission to hire Taylee Tolzien as an EMT for EMS.
Commissioner Braun made the motion to hire Taylee Tolzien as an EMT for EMS. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
3:00 PM Brittany and Julie left the meeting.
3:00 PM COUNTY ATTORNEY BUSINESS SESSION/Darcy Wassmann, County Attorney
1.Wells Fargo Trust for the Landfill (any discussion/decisions needed)/Letter to accompany Appt. of Successor Trustee
Shawn Wisemen, Bank of Baker joined. Shawn will getthe substitute trustee information, so Darcy is able to complete the letter.
Shawn left the meeting.
2. Coral Creek Landfill Trust Account Discussion/Decisions
This is a duplication of #1.
3.Gate permit process/policy discussion/decisions
Darcy is working on a draft policy.
4.Indigent Burial policy discussion/decisions
Darcy is working on a draft policy.
5.Discuss/Decisions City emptying various outlying garbage containers for the county/removing G & G’s services
Darcy will work on an interlocal agreement between the city and the county.
6.Review/Discuss/Decision-Task order for various on-call engineering/surveying services
Darcy did not have time to review the task order.
7.Review/Discuss/PV rental agreement updates
Darcy updated the Parkview rental agreement and completed new reasonable accommodations addendums for the agreements as well. These will be reviewed by the Commission and those necessary at Fallon Medical Complex.
8.Sign termination of interlocal agreement with the City of Baker for funding and operation of the Fallon County Planning Board and Staff
Darcy will work on this draft.
9.Revise Interlocal Agreement with the City of Baker for the Planning Board
Darcy will work on this draft.
10.Old or other county business (as needed)
None at this time.
4:07 PM Darcy left the meeting.
4:07 PM Julie Straub, HRM joined.
Discussed updating the DES/911 Coordinator Job Description. Julie will work on this and send it to the Commission to review and approve.
4:27 PM Julie left the meeting.
4:46 PM COMMISSION MINUTES APPROVAL SEPTEMBER 4 – 8, 2023
Commissioner Braun made the motion to approve the September 4-8, 2023, minutes. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
4:30 PM NOTIFY COMMISSION OF BAKER RURAL FIRE BOARD’S DECISIONS PERTAINING TO WORKER COMPENSATION/Vern Stark, Board Member; Tom Bruha, Fire Chief; Debbie Wyrick, Deputy Clerk and Recorder
The Rural Fire Department made the decision to move their Workers Compensation to Montana State Fund. This will give the firemen full medical and disability coverage at a rate of $100 per person, per year. The cost this year will be $4,200. After an incident with one of the firemen they found their coverage to be inadequate. They contacted the Insurance Store and solicited their assistance. The insurance agent suggested they keep their accident insurance in addition to the workers compensation. The total cost of both would be $200 per person, per year. State Fund did accept them, and the coverage comes with loss time wages as well. The Commission appreciated the information and felt they made necessary decisions.
4:36 PM Debbie left the meeting.
Discussed the new waterline and the water pressure at the fire hydrant is adequate now. This will help with the Insurance Services Office (ISO) ratings as well.
4:45 PM Vern and Tom left the meeting.
5:00 PM Commissioner Rost made the motion to recess until Tuesday and to adjourn after the Golf Course Safety Review. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
RECESS
TUESDAY, SEPTEMBER 12, 2023
8:30 AM GOLF COURSE SAFETY REVIEW-Commissioner Baldwin and Commissioner Braun attended.
ADJOURN
s/Steve Baldwin, Chairman
ATTEST:
s/Brenda J. Wood, Clerk and Recorder
