Commissioners Proceedings

ABBREVIATED COMMISSION MINUTES

   A complete set of minutes are available at the Clerk & Recorder’s Office

MONDAY, SEPTEMBER 14, 2015

  9:00AM CONVENE

  Present: William Randash, Chairman; Steve Baldwin, Deb Ranum, members; Lani DeBuhr, Clerk

9:00AM COMMISSIONER WORK SESSION

  Iron Horse Splash Park Project- The Commission reviewed and signed Pay App #2 with Change Order #1 from KO Construction for project.

  County Insurance- The Commission chose to not insure the old crow’s nest building that is now the electrical building.

  Little Beaver Conservation District (LBCD)- The Commission completed and Commissioner Randash, as Chairman, signed the LBCD Reserved Water User Annual Status Report.

  Change of Rate of Pay Approvals- The Commission signed Change of Rate of Pay Approval Forms for Lisa Mitchell, Karen Banister, Kimberly Jensen and Keli Bertsch. These employees received a raise in pay due to successfully completing their six month probationary employment period.

   AGREEMENTS-

  Geum Environmental Consulting, Inc.- The Commission reviewed and Commissioner Randash, as Chairman, signed the Consultant Agreement with Geum Environmental Consulting Inc. for their services on the Baker Lake Mitigation Project.

  Montana State University (MSU) Extension- The Commission reviewed and signed the FY2016 Extension Services Agreement effective July 1, 2015 with MSU Extension for the funding and operation of the Extension office in Fallon County.

  CORRESPONDENCE-

  Stanhope Sewer and Water Project- The Commission received an email from Jason Rittal, Eastern Plains Economic Development Corp (EPEDC) Executive Director, asking them what they would like to do in regards to a portion of line that runs in front of J&M Lumber when construction on the Stanhope Water and Sewer Project begins. Jason said if they trench the line as planned it could cause issues with existing gas lines and excessive ground water and Griffith Excavating suggested boring the line to avoid these problems. The Commission advised Jason to get a quote to bore the section of pipe in front of J&M Lumber and surrounding businesses and include it in the cost of the Memorandum of Understanding with High Plains Group LLC.

  Growth Policy Grant- Forrest Sanderson, KLJ Engineer, sent an email to the Commission advising them a grant was available to update the Fallon County Growth Policy and the Commission decided they would like Forrest to pursue getting the grant.

DEPARTMENT MINUTES/AGENDAS/REPORTS-

  The Commission reviewed minutes, agendas, reports and notices submitted to them from department heads.

GENERAL JOURNAL ENTRY APPROVAL-

  The Commission reviewed and Commissioner Randash, as Chairman, signed Journal #144 moving funds from one account to another for the Department of Revenue and the Library.

EMAILS/NOTICES- The Commission reviewed the notices and emails sent to them from state agencies and other entities that required no discussion, action or decision.

  9:45AM HEALTH INSURANCE UPDATES

  Present: Debbie Wyrick, Deputy Clerk & Recorder; Julie Straub, Human Resource Manager; Selena Nelson, Fallon Medical Complex CFO

  Julie Straub informed the Commission the Supreme Court issued a ruling legalizing same sex marriages throughout the country. Julie said the County’s Health Insurance Policy extends benefits to married couples and now that same-sex marriages are legal the language in the County’s policy needs to include their coverage per the Supreme Court. Julie said partners of employees in a Domestic Partnership whether it is same-sex or opposite-sex are not currently eligible for benefits but it is expected to become a requirement soon and because of this Julie recommended the Commission be proactive in including it now.

  Commissioner Baldwin made the motion to install language in the County’s insurance policy for same-sex marriage in accordance to the Supreme Court ruling and for Domestic Partnership in the extension of benefits. Commissioner Ranum with extreme reservations seconded the motion. 3 Ayes. 0 Nays. The motion carried unanimously.

  10:00AM ROAD UPDATES

Present: Bobby Wiedmer, Road Supervisor

  The Commission and Bobby discussed the equipment and vehicles that have been repaired or are currently being worked on by Mitch Overn.

  The Commission and Bobby Wiedmer discussed the things the road crew is working on this week such as mowing, blading, and dirt work at the Pinnow Pit.

  The Commission and Bobby Wiedmer discussed the condition of Bridge Road, Sandstone Road, North Business Road and Ismay Roads and what can be done to correct problems on these roads.

  Napa Retaining Wall- The road crew will be laying cold mix down this week, Diamond J will come and gravel the edges and this will finish the project.

  Kramlick Box Culvert- The pouring of concrete for the box culvert is complete.

  Sparks Box Culvert – The walls of box culvert are starting to be formed this week.

  Tronstad Culverts- The new culverts have been ordered and Cliff Tudor said he would set the new culverts at no charge.

  Gravel- Bobby and the Commission discussed putting a bid out for a gravel contract. The contract will have to be put out to bid as it will exceed $80,000. Bobby said he would like to see if a contractor can submit and be awarded the bid without being bonded in hopes it will reduce the price of the gravel. The Commission contacted Darcy Wassmann, County Attorney, about this and she will research it to see if it is possible.

Hufford Construction is crushing scoria at the Buerkle Pit and there is about 45,000 yards of gravel at the Wang and Beach Pits.

  Prairie Ave. Culvert- The Commission told Bobby that Shannon Hewson with Brosz Engineering is working on the design of the Prairie Ave. culvert.

1 1:00AM KENCO SECURITY SERVICES FOR INDOOR SHOOTING COMPLEX

  Present: Travis Fenton, Kenco Security Representative via conference call; Mike Kirschten, Rifle Range Board President; Julie Straub, Human Resource Manager

  The Commission, Mike Kirschten, Julie Straub and Travis Fenton discussed the Kenco Security contract details and service presented in their quote.

  Commissioner Ranum made the motion to accept the bid from Kenco Security for installing cameras at the Trap Range and Indoor Shooting Complex. Commissioner Baldwin seconded the motion. 3 Ayes. 0 Nays. The motion carried unanimously.

  Mike and the Commission discussed putting the concrete work out to bid that the Fish, Wildlife and Parks Grant was awarded for. The Commission reviewed the Fish, Wildlife and Parks grant specifications. The grant specs say the concrete work doesn’t have to go out to bid but needs to have three bids submitted. The Commission will begin contacting contractors to submit quotes for the project. The Commission will also look at the lighting in the parking lot of the Indoor Shooting Complex to determine if additional lighting is needed.

  11:30AM LIBRARY

  Present: Stacey Moore, Library Director; Julie Straub, Human Resource Manager

  Board Appointments- The Commission, Stacey Moore and Julie Straub discussed the process the Commission takes in appointing board members.

  Smart TV- Stacey said she is going to move the Library’s Smart TV into the library.

  Library Hours- The Commission asked Stacey if she has considered extending the library hours and Stacey said she has but because her employees said the traffic is very low in the evenings and on weekends she hasn’t extended them.

  11:45AM PUBLIC COMMENT

  No one appeared for public comment.

  12:00PM NOON RECESS

1:30PM COUNTY PROJECT TOURS

  The Commission went to the following sites to check on construction of projects: Fairground Arena, Iron Horse Park, NAPA Retaining Wall, Rifle Range, and Triangle Park.

  3:00PM FAIR BOARD APPOINTMENT

  The Commission received a letter from current Fair Board member Courtney Dietz stating he was resigning from his position on the Fair Board.

  Commissioner Baldwin made the motion to accept the resignation of Courtney Dietz. Commissioner Ranum seconded the motion. 3 Ayes. 0 Nays. The motion carried unanimously.

  The Commission did not receive any letters of interest from the public to serve on the Fair Board and because of this they will advertise for it again.

  3:15PM RIFLE RANGE JOB DESCRIPTION DISCUSSION

  Present: Joe Janz, Outside Building Maintenance Supervisor; DuWayne Bohle, Special Projects Technician; Julie Straub, Human Resource Manager

  The Commission met with Joe Janz, DuWayne Bohle and Julie Straub to discuss duties Joe and DuWayne can do at the Rifle Range. It was decided DuWayne will take care of the mowing and snow removal at the Rifle Range with all other duties being the manager’s responsibility. The Commission and Julie discussed the hours the manager position should work and the duties they will be responsible for.

  Outside Building Maintenance Job Description-

  The Commission approved of Joe’s revised job description.

  4:00PM MECHANICAL TECHNOLOGY INC. (MTI) SERVICES REVIEW AND DISCUSSION

  Present: Joe Janz, Outside Building Maintenance Supervisor; DuWayne Bohle, Special Projects Technician; Lynda Herbst, Inside Building Maintenance Supervisor

  The Commission, Lynda Herbst, Joe Janz and DuWayne Bohle met to discuss the services Mechanical Technology Inc. performs for the County. DuWayne suggested having him, Lynda and Joe accompany the MTI serviceman the next time he is here so they can determine what maintenance duties they can start doing themselves and the Commission agreed.

  4:30PM STANHOPE ADDITION UPDATES

  Present: Jason Rittal, Eastern Plains Economic Development Corp (EPEDC) Executive Director; Ryan Stahly, Stahly Engineering; Darcy Wassmann, County Attorney

  Jason Rittal, Ryan Stahly and the Commission discussed the progress being made with High Plains Group LLC in regards to the Stanhope Addition Water and Sewer Project. Jason will continue to keep the Commission apprised of what is happening with the project.

  Iron Horse Splash Park- The Commission and Ryan discussed the construction going on at the Splash Park. Ryan said it is progressing well and although the contractor got a late start they seem to be on schedule to make it in the 100 day timeline.

  5:00PM EVENING RECESS

  6:30PM AMERICAN LUTHERAN CHURCH COUNCIL MEETING

  Commissioner Baldwin and Commissioner Ranum attended the American Lutheran Council meeting to discuss the Lutheran Food Booth at the Fairgrounds. The American Lutheran Church Council took the minutes of the meeting.

MONDAY, SEPTEMBER 14, 2015

  9:00AM RECONVENE

  Present: William Randash, Chairman; Steve Baldwin, Deb Ranum, members; Lani DeBuhr, Clerk

  10:00AM SEPTEMBER MID-MONTH CLAIMS APPROVAL

  The Commission reviewed and approved the September Mid-Month Claims in the amount of $488,340.85 and they are filed in the Clerk & Recorder’s Office.

  11:30AM ADJOURN

  Commission Ranum made the motion to adjourn the meeting. Commissioner Baldwin seconded the motion. 3 Ayes. 0 Nays. The motion carried unanimously.

___________________________________________________________________________

MONDAY, SEPTEMBER 28, 2015

   9:00AM CONVENE

  Present: William Randash, Chairman; Steve Baldwin, Deb Ranum, members; Lani DeBuhr, Clerk

  9:00AM COMMISSIONER WORK SESSION

AGREEMENTS-

  Short Form Agreement- The Commission reviewed and Commissioner Randash, as Chairman, signed the Short Form Agreement with Kadrmas, Lee & Jackson, Inc. to perform Planning Services for Fallon County effective September 29, 2015.

  Building Demolition Agreement- The Commission reviewed and Commissioner Randash, as Chairman, signed the Building Demolition Agreement with Ken and Tonya England for tearing down a home, garage and tree on 1st Street.

  BUDGET REPORTS-

  Baker Schools FY2015-16 Budget Report- The Commission reviewed and signed the Baker Schools FY2015-16 Budget Report.

  Fallon County Budget- The Commission reviewed and Commissioner Randash, as Chairman, signed Fallon County’s Montana City/Town/County Final Budget Document for Fiscal Year ending June 30, 2016.

  MAEFAIRS Montana Office of Public Instruction- The Commission reviewed and Commissioner Randash, as Chairman, signed the MAEFAIRS Montana Office of Public Instruction FY2015-16 Budget Report for Baker K-12 Schools.

  PERMITS-

  Approach Permit- The Commission reviewed and Commissioner Ranum signed the Approach Permit submitted by Montana-Dakota Utilities to install an approach to their existing substation.

  CLAIMS APPROVAL-

  Claim Approval- The Commission reviewed and Commissioner Randash, as Chairman, signed a claim to pay Veto Enterprises $47,400 for the purchase of a 2015 Expedition for the Sheriff’s Department.

  MISCELLANEOUS-

  CTAP Funds- The Commission mailed a letter dated September 16, 2015 to Allison Mouch, Community Planning and Assistance Program (CTAP) Bureau Chief, requesting funding to update the County’s 2013 Growth Policy, to update the Subdivision Regulations and Local Administrative process and to adopt the Lakeshore Protection Regulations.

  Keystone Work Camp- Rich Menger, Sanitarian, completed and Commissioner Randash, as Chairman, signed the Montana Department of Public Health & Human Services Work Camp Plan Review for the Keystone Work Camp.

  CORRESPONDENCE-

Kinsey Auctioneers – The Commission received a detailed list of the items sold at the County Auction along with the winning bid for each item from Kinsey Auctioneers.

  Baker Lake Mitigation- The Commission received letters from Geum Environmental and DOWL Engineering regarding the activity on the Baker Lake Mitigation Project.

Property Insurance- The Commission received an email from John Des Roches with EMC Insurance Companies notifying them of the adjuster’s appraisal on the damages to the Library roof.

GENERAL JOURNAL ENTRY APPROVAL-

  The Commission reviewed and Commissioner Randash, as Chairman, signed journal 149 to move claim 54361-DOJ/CJIN to 911 Fund from Dispatch

  REVENUES-

The Commission reviewed the revenues the County received during the week.

DEPARTMENT MINUTES/AGENDAS/REPORTS-

  The Commission reviewed minutes, agendas, reports and notices submitted to them from department heads.

  EMAILS- The Commission reviewed the emails sent to them from state agencies and other entities that required no discussion, action or decision.

10:00AM OLLIE ROADS TOUR

  Present: Bobby Wiedmer, Road Supervisor

  Bobby Wiedmer took the Commission to Ollie to look at roads in that area. The Commission and Bobby discussed the condition of the roads. Bobby drove the Commission down the road in front of the businesses north of town and they discussed if scoria should be put on the road and maintained. Bobby said material was hauled to the bridge in Ismay.

  11:00AM BAKER LAKE MITIGATION PROJECT

  Present: Tom Parker, Guem Consulting Inc.; Rich Menger, Sanitarian; Mary Grube, Planner Administrative Assistant

  The Commission, Tom Parker and Rich Menger met to discuss the feasibility of the Environmental Protection Agency (EPA) approving the Baker Lake Mitigation Plan that Tom is working on.

  11:30AM MUSEUM UPDATES

  Present: Karen Banister, Museum Curator

  Karen Banister gave the Commission updates on what she has been doing at the Museum.

  11:30AM ROAD UPDATES CONTINUED

  Present: Shannon Hewson, Brosz Engineering

  Shannon came in to give the Commission updates on projects Brosz Engineering is working on with the County.

  Sparks Box Culvert- The bridge is backfilled and the grading is being finished.

   Kramlick Box Culvert- The bridge is being backfilled today.

  Lower Baker Lake Drainage- The channel has been topped, the model has been started and the wetland delineation is being done this week.

  Baker Corridor Study- The Commission gave Shannon a copy of the Baker Corridor Study Plan for him to review.

  Prairie Ave. Culvert- Shannon is going to get a cut sheet for the culvert to Bobby Wiedmer, Road Supervisor, this week.

  11:45AM PUBLIC COMMENT

  Joe Wilkerson and Brittany Tonille with Dirt Armor came in to talk to the Commission about their product for the County roads.

  Kelly Goerndt came in to talk to the Commission about the quote he submitted to Dale Butori, Weed Department Supervisor, for a trailer.

  12:10PM NOON RECESS

  1:00PM ROAD UPDATES CONTINUED Present: Alba Higgins, Shop Foreman

  The Commission and Alba Higgins discussed the equipment and vehicles that have been repaired or are currently being worked on by Alba and Mitch Overn.

  1:15pm- Brenda Wood, Clerk and Recorder, joined the meeting to take minutes.

  1:15PM FAIR BOARD APPOINTMENT

  Present: Lani DeBuhr and Jerrid Geving, Fair Board members

  The Commission received five letters of interest from people wanting to serve on the Fair Board. Commissioner Baldwin made the motion to appoint Thomas Rodriguez to the Fair Board for a term of three years, ending October 1, 2018 and to appoint Darin Koenig to the Fair Board for a term of one year, ending October 1, 2016. Commissioner Ranum seconded the motion. 3 Ayes. 0 Nays. The motion carried unanimously.

  1:30pm- Brenda Wood left the meeting.

  1:30PM KRAMLICK AND SPARKS BOX CULVERTS TOUR

  The Commission, Lani DeBuhr and Jerrid Geving drove out to look at the progress of the Kramlick and Sparks Box Culverts.

3:00PM CLOSED SESSION/FMLA

  3:15PM REMOTE CONTROL AIRPLANE SPACE

  Present: Alvin Madler, member of the public

  Alvin Madler came in to talk to the Commission about them providing a remote control air strip on County land for airplane flyers to use.

3:30PM TROTTER & ASSOCIATES

  Present: Mary Grube, Planner Administrative Assistant

  Mary Grube and the Commission met to review the July and August Trotter & Associates invoices. The Commission said they would like Mary to draft a letter to Trotter & Associates to get clarification on some of the charges.

3:45PM CRAWFORD’S MORTGAGE SURVEY

  The Commission reviewed and Commissioner Randash, as Chairman, signed the Crawford’s Mortgage Survey.

  4:00PM HEALTHCARE REFORM ITEMS

  Present: Debbie Wyrick, Wellness Committee member; Alba Higgins, Wellness Committee member; Selena Nelson, Wellness Committee member

Wellness Benefit Program- The Wellness Committee met with the Commission to discuss changes they would like to see in the Wellness Benefit Program. They discussed adding LifeLine/LifeStyle screenings and tobacco cessation to the Wellness benefits and increasing the Wellness Benefits to $1,500.

  Commissioner Ranum made a motion to include the LifeLine/LifeStyle Screenings and Tobacco Cessation in the Wellness Benefits, to increase the Wellness Benefits from $750 to $1500 effective July 1, 2016 and to give the employer two premium holidays. Commissioner Baldwin seconded the motion. Commissioner Randash asked for any further discussion and there was none. 3 Ayes. 0 Nays. The motion carried unanimously.

  Health Insurance Benefits- Debbie said the Committee would like to have Obesity/Weight Loss Coverage to be included in the Health Insurance Benefits. The Commission asked the Committee to do more research before they make a decision on adding it.

  Debbie said the Health Insurance reserve is now $1,032,957.59 and the Committee suggests the employer, Fallon County, take two premium holidays before the end of the year to reduce the reserve.

  Healthcare Reform Reporting- Debbie and the Commission discussed using EBMS’s ACA Management Tool to track the employee hours required by the Healthcare Reform Act. The Commission gave Debbie permission to purchase the ACA Management Tool for that purpose. The Commission reviewed and Commissioner Randash, as Chairman, signed the Services Agreement with EBMS for the ACA Management Tool subscription.

  Fallon County Employee Medical Benefit Plan- The Commission reviewed and Commissioner Randash, as Chairman, signed the Fallon County Employee Medical Benefit Plan restated July 1, 2015.

4:40PM MINUTES APPROVAL

  Commissioner Baldwin made the motion to approve the September 7-11, 2015 Commission Minutes with amendments. Commissioner Ranum seconded the motion. 3 Ayes. 0 Nays. The motion carried unanimously.

  Commissioner Baldwin made the motion to approve the September 14-18, 2015 Commission Minutes with amendments. Commissioner Ranum seconded the motion. 3 Ayes. 0 Nays. The motion carried unanimously.

  4:45PM PARKS LIGHT PURCHASE

  Present: Scott Rabbitt, Parks Director

  Scott Rabbitt met with the Commission to discuss purchasing lights to go around Iron Horse Park and in front of Triangle Park. The Commission asked Scott to wait on purchasing them until Iron Horse Splash Park is complete. Scott and the Commission discussed moving a bathroom to the Triangle Park. The Commission and Scott discussed the weeds and garbage collection in the parks.

  5:00PM EVENING RECESS

Wednesday, September 30, 2015

  1:00PM RECONVENE

  Present: William L. Randash, Chairman; Lani DeBuhr, Clerk absent: Steve Baldwin and Deb Ranum, members

1:00PM BAKER LAKE MITIGATION

  Jim Potts, DOWL Engineering; Tom Parker, Guem Consulting; Jeff Olsson, DOWL Engineering via conference call; Rich Menger, Sanitarian

  Commissioner Randash met with Jim Potts, Tom Parker, Jeff Olsson and Rich Menger  to discuss the activities that DOWL Engineering will be doing to collect data on Baker Lake.

1:40PM ADJOURN

      



GAMES