Koochiching County Board Minutes 7-22-03

Board Minutes

for

July 22, 2003

SPECIAL MEETING OF THE KOOCHICHING COUNTY BOARD OF COMMISSIONERS
Held on Tuesday, July 22, 2003; 9:30 a.m.

OTHERS ATTENDING: Pam Lagoo, Duane Nelson, John Mastin, Florence Hervey, J.J. Hasbargen, Jaci Nagle, Vicki Giauque, Murial Severt, Ed Oerichbauer, Doug Skrief, Tom Wherley, Keith Beal, Kallie Briggs, Len Kucera, Terry Murray, Richard Lehtinen, Steve Blair, Allen Cronk, Joe McGaver, Ron Laurion, Myrna Ahlgren, James Anklam, Susan Congrave, Pam Tomevi, Tom Morris, Art Whitman via conference phone; Reporters Kelly Cameron, Jen O’Reily, and Roger Jerome

2003/07-19 Motion by Hanson, seconded by Adee to approve the agenda with additions and deletions. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-20 Motion by Adee, seconded by Pavleck to approve the minutes of the July 8, 2003 special meeting. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-21 Motion by Adee, seconded by Hanson to approve payment of the Highway bills in the amount of $65,706.86 with payment detail on file in the Highway Department, to authorize Board Chair’s signature to the Auditor’s June vendor payment listing verifying its review, and to approve payment to John’s Floor Care in the amount of $1,200.00 from the Sinking Building Account for the second floor Law Library. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-22 Motion by Pavleck, seconded by Adee authorizing AEOA to sublet office space to Elder Circle upon review by the County Attorney and approval of the sublet agreement by the County. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-23 Motion by Hanson, seconded by Pavleck accepting the recommendation of the Insurance Committee for the September 1, 2003 medical health plan changing from a self-funded plan to a fully-insured plan with the NE Cooperative with the health plan to remain at a $500 deductible with $1,000 out of pocket for single coverage and $1,000 deductible for family with $2,000 out of pocket for family coverage with a wellness benefit of $250 for each covered person and with a change in the drug co-pay from a $9/$20 co-pay to a three-tier plan and with Blue Cross/Blue Shield to remain the insurance provider. Contract is for sixteen months beginning 9/1/03 and ending 12/31/04 with rates at $306 for single and $817 for family with the Health Account to pay the amount over the employer family cap. Further, to change the Flexible Spending Plan administrator from Compensation Consultants to the NE Cooperative under the same sixteen-month period as the Health Plan with two separate applications periods (9/1/03 to 12/31/03 and 1/1/04 to 12/31/04) to accommodate the calendar year health deductibles. Employer and employee will continue paying the current participation fee for the Flexible Spending Plan. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-24 Motion by Pavleck, seconded by Adee to add an upcoming IJC meeting, a resolution request from Itasca County on Forestry Practices and information on Regional Extension Offices to the agenda. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-25 Motion by Pavleck, seconded by Adee approving a revised Satellite Agreement for UCC financing statement filings with the Office of the Secretary of State as recommended by the Recorder which produces fee revenue for the County. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

000 The Sheriff requested authorization to hire part time deputy and correctional officers, as there is insufficient numbers now to cover call ins. Even after revision of the 2003 Budget the department still has dollars for part time help and is less costly than using full time and paying overtime. Police Officer classes are graduating now so it is a good time to solicit part time deputies. The Department will be down to one part time deputy and is in need of one female and two male correctional officers. The Board agreed to fill the slots for 2003 since money is available but stated that with the large deficit anticipated in the 2004 budget, there will be less dollars to go around and departments will need to find alternative ways to meet their department needs.

2003/07-26 Motion by Hanson, seconded by Adee authorizing the Sheriff to hire one female and two male part time correctional officers and two part time deputies with the contingency that such hires do not increase cost in the 2003 budget. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-27 Motion by Pavleck, seconded by Adee authorizing expenditure up to $6,000.00 from the 2003 I.S. Budget to incorporate the Damion Case Management System in the County Attorney’s Office and to authorize the County Attorney to sign a three-year System Subscriber Agreement with St. Louis County. This system replaces the current case management system bringing greater technology efficiency to the department and is recommended by the I.S. Manager and County Attorney. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

000 The Tax Coordinator reviewed information received to date on the establishment of the Blackduck Emergency Services Taxing District formed under a Joint Powers Agreement and requested verification that the Auditor’s Department can begin establishing the taxing district for Koochiching County for taxes payable 2004. Upon review of the information, the County did adopt a resolution approving the County’s participation in the joint powers and formation of the taxing district in June 2002 but to date the County has not received the executed joint powers agreement. It was agreed to request the executed joint powers agreement with a letter verifying taxes will be levied by the joint powers authority for 2004 to complete documentation for the County for establishing the taxing district.

2003/07-28 Motion by Hanson, seconded by Adee authorizing Board members’ attendance to a combined International Rainy Lake Board of Control and Rainy River Water Pollution Board public meeting on Thursday, July 24 in International Falls on the regulation of Namakan and Rainy Lakes and Rainy River Water Quality. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-29 Motion by Pavleck, seconded by Adee authorizing the purchase of two vehicles in 2004 from the Car Pool Account as recommended by the Car Pool Committee (with the Board to look at a directive in the 2004 budget for consolidating all vehicle purchases and looking at alternative buying options as a means to reduce cost). Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-30 Motion by Hanson, seconded by Adee returning $80,000 of the Car Pool funds as surplus funds to the General Revenue Fund after the third quarter in 2003 as recommended by the Car Pool Committee. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

000 The Heritage Committee met with the Board to request direction on seeking grant funds for the Courthouse Front Entrance Project which is part of the historical renovation plan but also will repair a drainage problem, the front steps and the entrance doors. Preliminary estimate is $66,240 with contingency and will request a grant from the State Historical Society of $30,000. A pre-application has to be submitted by August 1 with a final application due August 29 and decision made October 2. At anytime in the process the County can withdraw consideration. The Board agreed to proceed with the application process to find out what level of grant funding is available for the project and then consider the need in the 2004 budget process.

2003/07-31 Motion by Pavleck, seconded by Adee authorizing the Heritage Committee to prepare and submit application on behalf of the County to the State Historical Society for grant funds for a Courthouse Front Entrance Renovation Project with a grant request of $30,000. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

000 Members of a Business Marketing Committee provided their plan to market the area as a means to retain and recapture local spending. Businesses are seeing further decline in local purchasing due to declining population and a stagnant economy and are at a critical juncture to do something to retain business in Koochiching County. The proposal focuses on the International Falls area but could be spread countywide. The first phase of the plan is to reach out to the local area and express the importance of local spending for community support. The Committee understands that non-local buying is based on tight budgets and availability of products but they believe that any dollars that can be recaptured and kept in the community helps retain jobs in addition to keeping the community supported by the monetary and in-kind contributions of businesses. The Committee has approached the Blandin Foundation for grant funds for further revitalizing plans but the application requires a certain level of community support before it will be considered. If approved, the Blandin Grant would provide $1 for every $4 of community support. Board members stated that economic development dollars are provided by the County to the KEDA and each individual city and felt this group should be approaching these entities. Members stated it was their intent to contact the City of International Falls and Boise and that local business and the Chamber are already supporting the plan. With regards to KEDA, they noted disappointment that there is not an avenue for businesses to express concerns/ideas to the authority on a regular basis and stated that they would approach the organization to partner in the plan. The bottom line is if businesses and local government do not care about what is happening with local spending and the economy, then we can’t expect citizens to care. The request to the County was for a $25,000 grant under a plan budget of $30,000 and would be looking to implement the marketing plan in September 2003. The Board stated that the County should not be the sole provider in this effort as cities also have a stake in this and that any contribution by the County has to be a countywide consideration. The Board was supportive of the effort with the above contingencies. In addition, they support further planning for revitalization of business in the county. In closing, the Board Chair stated that the cities and county need to partner and encouraged the group to contact the other cities to look at an expanded plan. The Board agreed to review the proposal at its August 12, 2003 Koochiching Development Authority meeting and requested a representative from the Group be present to provide any new information.

000 The Board Chair called for public comment at 12:00 p.m. No comment was presented.

2003/07-32 Motion by Pavleck, seconded by Adee authorizing the following line item adjustments in the 2003 Sheriff and IS Budgets to cover maintenance expense for the MN Repository Arrest Photo System upon final verification by the Assistant Auditor as to availability of budget funds: $500 from 01-200.6457, $1,500 from 01-200-6662, $1,120 from 01-060.6660 for a total of $3,120 to 01-200.6305. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-33 Motion by Adee, seconded by Hanson authorizing expenditure up to $2,500 from the 2003 I.S. Capital Outlay Budget for hardware required for a tape backup solution for a recently deployed Samba Server as recommended by the IS Manager. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-34 Motion by Pavleck, seconded by Hanson awarding low bid for bridge replacement to Gladen Construction for SAP 36-598-25, SAP 36-598-26 and SAP 36-598-27 for a total bid of $184,889 as recommended by the Highway Engineer. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-35 Motion by Hanson, seconded by Adee to award low bid to Hardrives, Inc. for SAP 36-604-05, CSAH 4 bituminous work, in the amount of $74,715 as recommended by the Highway Engineer. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-36 Motion by Pavleck, seconded by Adee:
WHEREAS, the County of Koochiching has applied to the Commissioner of Transportation for a grant from the Minnesota Transportation Fund for the construction of County Bridge No. 36J10 over the Caldwell Brook and:

WHEREAS, the amount of the grant has been determined to be $ 59,670.50 by reason of the lowest responsible bid.

NOW, THEREFORE, BE IT RESOLVED: that the County of Koochiching does hereby affirm that any cost of the bridge in excess of the grant will be appropriated from the funds available to the County of Koochiching, and that any grant monies appropriated for the bridge but not required, based on the final estimate, shall be returned to the Minnesota State Transportation Fund. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

WHEREAS, the County of Koochiching has applied to the Commissioner of Transportation for a grant from the Minnesota Transportation Fund for the construction of County Bridge No. 36J08 over Hay Creek and:

WHEREAS, the amount of the grant has been determined to be $ 35,921.00 by reason of the lowest responsible bid.

WHEREAS, the amount of the grant has been determined to be $ 85,398.00 by reason of the lowest responsible bid.

2003/07-39 Motion by Hanson, seconded by Adee authorizing the Highway Engineer to call for reconstruction bids for CSAH 20 and bituminous bids for a portion of CSAH 1, all of CSAH 32, County Project 2003-01 to include portions of County Roads 115, 123 and 120 and CSAH 46 as recommended by the Highway Engineer. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

000 The Board received a request from the City of Ranier for the County to do repair work on a portion of roadway by Sjoblom’s Nursery across from the Roadhouse caused by repair of a broken waterline. The request was made as a means to preserve maintenance funds for line repair, as the lines in this area are in poor condition and subject to further breaks. The County has been working with the City of Ranier to obtain grant dollars for replacement of the lines in addition to forming a water district to manage the lines outside the City of Ranier.

2003/07-40 Motion by Pavleck, seconded by Adee that upon review of the request by the City of Ranier to repair a portion of roadway due to repair of a broken waterline (reference above) directing the Highway Engineer to assess the roadway area for repair and report back to the Board for further direction unless the cost is within $500 then the Highway Department is directed to make the repairs. Further, that such repair by the County is not intended to set precedent and is viewed as a one-time allocation. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-41 Motion by Hanson, seconded by Pavleck to approve payment of Community Service social service and financial claims and administrative expenditures as presented with payment detail on file in the Community Service Department. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

000 Len Kucera approached the Board requesting that they not act on the recommendation of the Planning Commission presented today to deny his rezoning and conditional use permit application to allow him more time to provide additional information to the Commission. The Environmental Service Director stated that in order for this to happen, a letter would need to be sent to Mr. Kucera informing him of the intent by the Commission to extend the application period for 60 days. If this is not done the application is automatically approved under law if not acted on within the first 60 days from the date the application was submitted.

2003/07-42 Motion by Hanson, seconded by Adee to table the recommendation by the Planning Commission for Len Kucera’s rezoning and conditional use applications with a letter to Mr. Kucera extending the application period for 60 days as requested by the applicant for further consideration by the Planning Commission. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-43 Motion by Pavleck, seconded by Adee to approve the following service agreement renewals and/or addendums as recommended by the KCCS Director reflecting a State mandated 1% rate reduction as of July 1, 2003 with agreements reviewed by the County Attorney and with a Board contingency that no cost will be shifted to the County as a result of the State reduction: Ita-Bel-Koo DAC, LITE, Lutheran Social Services SLS, Northome SLS, Papermaker’s Place, Rainy River Waivered Service SLS, Rainy River Waivered Service, Range Center NDAC, Rainer Roast, River’s Edge Villa, REM SLS, REM SILS, ODC, Pineview Recovery Center Primary Care, Pineview Recovery Center Extended Care, and Rational Alternatives. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-44 Motion by Hanson, seconded by Adee to approve payment of burial case #823420 in the amount of $2,021.50. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-45 Motion by Pavleck, seconded by Adee accepting the following recommendations for foster day care and day care licensing: case #20615 relicensing for family day care for ten children, case #45325 closing home for foster care per provider request, case #60672 relicensing for family day care for ten children and case #023436 licensing for foster care for specific children. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-46 Motion by Pavleck, seconded by Adee authorizing a temporary hire in the Community Service Department to fill in during an employee leave of absence at no additional cost and for no longer than 67 days in 2003 as recommended by the KCCS Director. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

000 The KCCS Director informed the Board that Kathy Howdahl was hired as Child Support Team Leader on July 16, 2003 and Bob Misner was hired as Financial Unit Team Leader on July 16, 2003.

2003/07-47 Motion by Hanson, seconded by Pavleck authorizing payment of $8,125 to the Soil and Water Conservation District for support services to the Environmental Service Department with funding from the Natural Resources Block Grant monies received by the County for 2003. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-48 Motion by Hanson, seconded by Pavleck that upon acknowledgement and review of submitted written comment received after the Planning Commission meeting on this issue, the Board moved to accept the recommendation of the Planning Commission to approve REZ #0301 for Allen Cronk to rezone from O-1 to R-2 allowing construction of a single family dwelling on his property east of County Road 5 in Craigville. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-49 Motion by Hanson, seconded by Adee to contract for professional services with Environmental Financial Group, Inc. to prepare a financial plan for the Jackfish Bay Sewer Project at a price not to exceed $17,000. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-50 Motion by Adee, seconded by Hanson to contract for professional services with Ayres Associates to prepare a detailed bid package for the Jackfish Bay Sewer Project for time and materials not to exceed $113,500 and to include a previously approved payment to Ayres of $24,000 for additional work on the plan due to changes from the EAW process. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-51 Motion by Hanson, seconded by Adee dedicating an additional $125,000 (reference 2002/05-36) of the Environmental Trust Fund for the Jackfish Bay Sewer Project contingent on the amount being reimbursed to the Fund when project funding becomes available. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

000 No action was taken by the Board on the request by the Environmental Director to fill the vacant transfer station operator position. The Director did inform the Board that staff schedule changes were made to provide more help at the transfer facility due to the Board’s directive.

2003/07-52 Motion by Adee, seconded by Pavleck to approve payment of the Public Health bills in the amount of $16,033.39 with payment detail on file in the Public Health Department. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

2003/07-53 Motion by Adee, seconded by Hanson to approve, as fiscal agent, an extension of a service contract with E. Del Smith and Company, Inc. on behalf of the Highway 53 Task Force for lobbyist service on the Highway 53 Project from May 1, 2003 to December 31, 2003 at the same monthly rate contingent on cost share by participating Task Force entities. Voting yes: Lepper, Adee, Hanson, Pavleck. Motion carried.

000 The Board reviewed information received on the location of the regional extension offices and agreed to wait for more information before discussing the impact to Koochiching County. The Board Chair also deferred the viewing of the Soil and Water District’s Natural Resources Multi-Media Production to the Committee of the Whole session following the special meeting. The Board recessed for Committee of the Whole at this time to hear a report from the Public Health Director on impacts to the County Budget and local Public Health services due to changes and funding cuts at the State level.

2003/07-54 Motion by Hanson, seconded by Adee to defer a resolution request from Itsaca County to support passage of legislation in 2004 on the Right to Practice Forestry Act to the Land Commissioner for recommendation. Voting yes: Lepper, Adee, Hanson; absent for vote: Pavleck. Motion carried.

2003/07-55 Motion by Hanson, seconded by Adee that upon request by Art Whitman to allow a week for him to remove materials from a house slated for demolition at 9:00 a.m. tomorrow (which is tax forfeited property and subject to sale in the 2003 tax forfeit land sale), to add consideration to the agenda. Voting yes: Lepper, Adee, Hanson; absent for vote: Pavleck. Motion carried.

000 The Board conferred with the Assistant Land Commissioner as to the request by Mr. Whitman to be allowed more time to remove materials from the building before it is demolished. The Board was informed that the property is forfeited and past the repurchase period allowing purchase only by public auction (and up for bid in the 2003 tax forfeited land sale). The Department has a contractor set to demolish the house tomorrow and that in previous conversations with Mr. Whitman, there was sufficient notice given of the County’s intent to demolish the building and sell the land. In response to the Board’s inquiry, the Assistant Land Commissioner stated that it was possible to extend demolition one week but beyond that it will impact availability of the property for the public land sale.

2003/07-56 Motion by Hanson, seconded by Adee directing that the building demolition planned for tax forfeited property located on 1204 Main Avenue in International Falls be delayed for one week to allow the previous owner time to remove materials. Voting yes: Lepper, Adee, Hanson; absent for vote: Pavleck. Motion carried.

2003/07-57 Motion by Hanson, seconded by Adee to adjourn the meeting at 5:05 p.m. Voting yes: Lepper, Adee, Hanson; absent for vote: Pavleck. Motion carried.