Commissioner Proceeding

Commissioner

Proceeding

MONDAY, NOV. 12, 2018

COURTHOUSE CLOSED IN HONOR OF VETERAN’S DAY – NO COMMISSIONER’S PROCEEDINGS

TUESDAY, NOV. 13, 2018

9:30 AM CONVENE

PRESENT: Steve Baldwin, Chairman; Deb Ranum, Roy Rost, Members; Kelsey DuCharme, Recording Clerk/Secretary

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

9:30 AM Shane Bettenhausen, Shooting Range Manager joined the meeting.

Snow Removal – Discussion on snow removal for the Shooting Range for this upcoming winter.

9:33 AM Carl Overland, Shooting Range Attendant joined the meeting.

Gun Range Gate – There was a miscommunication in sizes of the gates for the Gun Range. For the snow plow blade to be able to drive through for snow removal, the concrete pad will need to be moved. The Commission agreed to have all the repairs finished for the gate to be able to be used correctly. There is room in the grant for some flexibility for cost. It is the same gate, just with a longer arm.

9:39 AM Shane and Carl left the meeting.

MINUTES APPROVAL FOR WEEK OF NOVEMBER 5-9, 2018

Commissioner Ranum made the motion to approve the minutes from November 5-9, 2018, as presented. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

9:58 AM Alba Higgins, Shop Foreman joined the meeting.

Generators for the Court House – The people that will fix the generator for the Courthouse has not came yet. They are still needing to figure out what is wrong with them and why they are not switching over correctly. Alba explained that they will be looking at the main transfer switch. Discussion about getting lights installed above the generator. They would have to be solar lights because if the power is out the lights wouldn’t work. Commission agrees.

Repairs and Maintenance – The plow truck was taken to Baker Metal to rebuild the wheel system on the plows. If it works, the other plow will also be modified, but Alba will wait and see how it functions before doing the other one. The new valves for the water truck will need to be put on this winter or spring. A company based in Wyoming is picking up the Tire Shredder at the Landfill.

10:08 AM Alba left the meeting.

COMMISSION WORK SESSION

Commission reviewed Revenues, E-mails/Letters, Reports, Board Minutes and Agendas. They also received the Notification of Flood Hazard Revisions from the Planning Department.

10:35 PM Commissioner Baldwin left the meeting.

10:50 Turk Stark, Baker Rural Fire Department joined the meeting.

Investing Into STIP – Turk would like Commission approval on the Baker Rural Fire Department’s letter of intent to invest some of the money they are holding into STIP. He has also spoken with the Treasurer’s Office and the auditors. Turk signed the letter of intent and gave a copy to the Commission.

10:55 PM Jody Strand, Previous Museum Curator joined the meeting.

Road Concerns – Turk is concerned about the approach of Mon-Dak Trail where it ties into Ollie Road. He would like it widened as it is a major shipping and hauling area. Bobby Weidmer, Road Supervisor, will be notified.

10:58 AM Julie Straub, HRM joined the meeting. 11:00 AM Turk left the meeting.

Museum Discussion and Decision on Cutting Hours of Operation and Changing Curator Position from Full-Time to Part-Time – Because Commissioner Baldwin is absent, the decision on the Museum will be tabled until 4:30 p.m. today. Discussion will still take place. Jody would like to explain what could be done in the winter time, as that is when the Museum will be at its slowest. She would like the Commission to visit the Museum with her to go over details.

11:08 AM The Commission left the office with Jody and Julie to visit the Museum.

The Commission, Jody and Julie went to the Museum to look around at what can be done during the winter months. Jody expressed that all of the leather needs to be treated and cared for, the antiques, mannequins and dolls need to be wiped down, the carpets need shampooed and the clothing needs cared for. She also explained the oral history project she once did as the Curator. The Commission appreciated Jody coming to the meeting to express her concerns.

11:37 AM Jody left the meeting and the Commission returned to their office.

The Commission will need to be more involved with the Museum and what duties will be included into the Curator position. Commissioner Ranum still feels that other items will need to be brought in to attract more interest.

Commissioner Rost made the motion to table the decision until Commissioner Baldwin returns today at 4:30 PM. Commissioner Ranum seconded the motion. Commissioner Ranum asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Baldwin). The motion carried.

11:56 AM Julie left the meeting.

11:58 AM Commissioner Rost made the motion to take a noon recess. Commissioner Ranum seconded the motion. Commissioner Ranum asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Baldwin). The motion carried.

NOON RECESS

RECONVENE

PRESENT: Steve Baldwin, Chairman; Deb Ranum, Roy Rost, Members; Kelsey DuCharme, Recording Clerk/Secretary

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

1:15 PM John Geving, Janice Buck, School Bus Drivers; Quentin Burdick, Klint Flint, School Board Members; Bobby Wiedmer, Road Supervisor joined the meeting.

School Bus Route and Pickup Area – There was almost an incident on the Bus Route 2 because a vehicle did not stop and a child was crossing the road to get onto the bus. Janice saw the vehicle coming as she was in her approach. The children know to pay attention to the drivers. Janice notified the children to stop from crossing. It is unknown who the vehicle was operated by. The turn-around that was built before this school year started has been widened out to the west and north. Safety is the main priority. To use the turn-around, the busses have to cross over the lane of traffic to get back onto the main road. For now, the Huft’s will use Wiseman’s pickup area. John is not comfortable using the turn-around. The Commission would like to go to the area to view their options.

1:33 PM John, Quentin, Klint, Janice and Bobby left the meeting.

1:34 PM Rich Menger, Sanitarian; Darcy Wassmann, County Attorney joined the meeting.

Fee Schedule for Health Department and Sewage Disposal – The Health Board has passed their fee schedule. The Commissioners did receive the recommendation for the fee. Rich wants to make sure the public is aware of the new fees. This year he has done nine drain field inspections. Darcy will prepare a resolution to be placed on the Commission agenda for consideration of the fees for both the Sanitarian and the Health Department. Other counties charge a much higher fee than what is being considered. Both entities will be under the same resolution.

1:46 PM Rich left the meeting.

Department of Justice Interlocal Agreement with the Treasurer’s Office – No other counties have signed the agreement, therefore Fallon County will not as of yet either. MACo’s attorneys are also reviewing the agreement before any counties will sign.

2:04 PM Commissioner Ranum made the motion to go into Executive Session. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

2:08 PM Commissioner Rost made the motion to come out of Executive Session. Commissioner Ranum seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

2:11 PM Darcy left the meeting.

2:52 PM Chuck Lee, DES-911 Coordinator joined the meeting.

Pre-Disaster Mitigation Plan – Chuck has not made progress on the pre-disaster mitigation plan yet and will need a request for quote sent out. The funding for the Fallon County piece of it is set aside. He will be doing it with Carter County and has examples of requests for quotation from other counties as well.

911 Grant Program – There is over 6 million dollars that can be applied for within the 911 Grant Program. There are seven different topics he is going for that are in the grant criteria. Chuck would like to develop a backup 911 center in Plevna. Letters of support have been signed for this grant.

Tower Sites – Not all generators are up and running 100% in the tower sites. Chuck will need to get these working. The correct keys will be given out as well once they are running.

General Updates – Chuck is still working on the DES handbook to give to citizens to know who to call and what procedures to follow in case of an emergency. He has not heard of an update on the road sign replacement yet. The signs are facing south and are being faded from the sun. They should still be on warranty.

3:29 PM Brenda Wood, Clerk and Recorder; Kathy Newell, Election Clerk joined the meeting.

3:30 PM Chuck left the meeting.

General Canvas Results – Kathy and Brenda brought in the General Canvas results for Commission to review and sign before sending the results to the Secretary of State.

US Senator

Rick Breckenridge – 57 votes, Matt Rosendale – 951 votes, John Tester – 281 votes

US Representative

Greg Gianforte – 1,025 votes, Elinor Swanson – 24 votes, Kathleen Williams – 226 votes

Clerk of the Supreme Court

Bowen Greenwood – 948 votes, Rex Renk – 205 votes , Roger Roots – 43 votes

Supreme Court Justice –  Retain Beth Baker

Yes – 896 votes, No – 186 votes

Supreme Court Justice – Retain Ingrid Gustafson –

Yes – 900 votes, No – 181 votes

District Court Judge – Retain Michael Hayworth

Yes – 933 votes, No – 138 votes

District Court Judge District 16 Department 2 – Retain Nickolas C Murnion

Yes – 945 votes, No 228 votes

State Senator District 19

Kenneth Bogner – 1,057 votes, Mary Zeiss Stange – 166 votes

State Representative District 37

Frederick Eric Moore – 1,113 votes

County Commissioner District 3

Steve Baldwin – 890 votes

County Clerk & Recorder/Supt of Schools

Brenda J Wood – 1,131 votes

Sheriff/Coroner

Trenton Harbaugh – 1,211 votes

County Attorney

Darcy Wassmann – 1,072 votes

County Treasurer

Barbara E Ketterling – 1,081 votes

Justice of the Peace

Nicole Benefiel – 293 votes, Anna K Straub – 975 votes

Legislative Referendum #128

Yes – 665 votes, No – 565 votes

Legislative Referendum #129

Yes – 747 votes, No – 444 votes

Initiative #185

Yes – 467 votes, No – 802 votes

Initiative #186

Yes – 296 votes, No – 908 votes

71% Voter Turnout

Registered Voters – 1,831

Total Ballots – 1,309

The Commission signed the election results to be sent to the State of Montana.

3:39 PM Brenda left the meeting.

Discussion followed with the Commission regarding military votes and the processes Kathy is required to follow from the Secretary of State.

3:53 PM Kathy left the meeting.

3:59 PM Tayla Snapp, Greg Gianforte Representative; Tory Kolkhorst, US Senator Daines Representative joined the meeting.

General Visit and Updates – Tayla has accepted a position with TransCanada. She will be working with the projects going through southeast Montana, including Fallon County. The Commission would like Senator Daines and Greg Gianforte to come look at Baker Lake once it is finished. Greg has been re-elected, which has been the majority of what Tayla’s work schedule has been consumed by. Tory works in the Billings office and is hopeful she can be the point of contact for southeast Montana. The Commission updated Tory on Baker Lake and other pipelines coming through the area. Tayla attended the MPA Legislative updates and has been pushing for the Endangered Species Act. She explained to the Commission that electronic logging devices were specified in the CDL laws. Anything with livestock does not need an electronic logging device, nor does small businesses.

4:30 PM Julie Straub, HRM; Dustan Davis, IT TECH joined the meeting.

4:32 PM Tayla and Tory left the meeting.

Commissioner Rost made the motion to take the Museum discussion off of the table. Commissioner Ranum seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

Museum Decision on Hours of Operation and Curator Position – Commissioner Rost and Commissioner Ranum informed Commissioner Baldwin of what was discussed this morning at the Museum meeting. Commissioner Rost agrees that the amount of cleaning at the Museum is a lot, and if the job description was left at 40 hours, they would have a better turn out for people applying for the position. The Commission would like someone to have a sincere interest in the Museum and the history of Fallon County. At 30 hours a week, the Curator would still be eligible for the health insurance benefits. Our starting wages are consistent with other counties in the area. More foot traffic in the Museum is going to be a necessity. Social media would be needed and is currently in the job description as a requirement. Commissioner Ranum would like to start out at 40 hours a week for 6 months of the year and 30 hours a week for the other 6 months. The summer season would have 40 hours. The person would still receive the same benefit package. The 30 hours a week in the winter could be worked up to 40 if it is needed. Commissioner Baldwin would be agreeable to that. Commissioner Rost is fine with starting with that because the employee would be keeping the benefits. The County will need to invest into the Museum to see the attendance raise. Commission and Julie discussed possibilities of days and hours for the Curator, as well as what hours the Museum will be open to the public. The hours can be flexible after the Curator is hired. A seasonal employee could be hired during the summer if the Museum was going to be open 7 days a week. The Commission agreed that a 40 hour a week seasonal employee will not be needed. Seasonal hours can be flexible. The seasonal aid will be scheduled 24 hours a week. The Commission will keep track of the Curator and the duties.

Commissioner Ranum made the motion to open the Museum position to 40 hours per week May-October, November-April at 30 hours per week. The Museum hours of operation – Memorial Day – end of August will be open 7 days a week. September 1 – the end of April will be Monday – Friday five days a week. They will employ a summer seasonal aid 24 hours a week with some flexibility for increased traffic or absence. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

5:03 PM Julie left the meeting.

Fish Survey Results – Dustan presented the survey results from the fish survey for Baker Lake. Yellow Perch and White and Black Crappie were first and second for prey. Walleye came first for the predator. The comments were reviewed as well.

5:08 PM Dustan left the meeting.

5:09 PM Commissioner Rost made the motion to recess for the evening. Commissioner Ranum seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

EVENING RECESS

WEDNESDAY, NOV. 14, 2018

9:30 AM RECONVENE

PRESENT: Steve Baldwin, Chairman; Deb Ranum, Roy Rost, Members; Kelsey DuCharme, Recording Clerk/Secretary

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

9:30 AM Terry Sukut, JGA joined the meeting via phone call.

Window Project – Terry asked Associated Glass for options on what to do with the lower windows and found pictures of the windows before they were changed out. 4 out of the 6 were operable before they were replaced. The 4 were latched at the top and hinged at the bottom and opened up from the top. That will no longer work with the dimensions. The latches can be moved to the bottom and should not notice any difference. The handles would be at the bottom, which is preferred. This will be $1,600, with a credit towards half because it was the contractor’s fault. The top of the window opening will still interfere with the window swinging in, therefore the top has been taken out to remedy the issue. The ceiling will be re-adjusted to make it work better. With markup and labor, this will be $3,337.95. A copy of their change order proposal has been sent to Terry. The Commission agrees to this cost. Associated Glass can be here next week to start the work. The wood window sills will also be put in this week. This would be change order proposal #3. Terry will give them the notice to proceed.

Library Doors – The cost to change out the interior set of Library doors with the locks included which would be $9,537.00. This would be to replace the inside set of wood doors with aluminum doors with the panic bar to match the outside set. Discussion followed on different sizes of doors that may be feasible. Changing the size may cause issues to the door frame which would keep the cost at a higher rate. Terry will send over the information on the doors for the Commission to review before making a decision.

9:44 AM Terry hung up the phone, therefore leaving the meeting.

9:58 AM JoDee Pratt, City Mayor joined the meeting.

Interlocal Between City and County for Equipment – JoDee would like a signature on the interlocal agreement between the City and County for equipment usage. The insurance issues are being worked out with Darcy Wassmann, County Attorney. Once it is revised, the Commission will review the agreement. This agreement will only be used for heavy equipment. The City employees will be expected to partake in the trainings for all equipment and be held to the same standards as the Road Department currently is.

Parks Department – Discussion on how to start the process of moving the Parks Department to fully be a County entity. The Parks Plan will still be in place after the switch. JoDee will talk to Rich Batterman, City Attorney, about the agreement. JoDee would like it to be finalized by the start of the new fiscal year. The Commission is undecided whether or not a Parks Board will be into place.

Baseball Program – Discussion on the baseball program. The Recreation Department runs the baseball program. More volunteer coaches and referees are always needed.

10:27 AM Rich Menger, Sanitarian joined the meeting.

10:31 AM JoDee left the meeting.

Sanitarian Department Quarterly Updates – Rich plans to have 100% of the inspections completed before Thanksgiving. Rich expressed his concerns with the Upper Dam gate. He does not want to have to rely on a tractor to open it. A better functioning system is needed because Rich is worried about the hydraulic fluid getting in areas where it shouldn’t be. The water was still released slowly even with having to use the tractor to open it up. The dyke has been cleaned out also. Different possibilities for the gate were discussed. Rich has heard encouraging words from the public regarding the Lake.

10:44 AM Rich left the meeting.

10:45 AM Commissioner Rost made the motion to take a noon recess. Commissioner Ranum seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

NOON RECESS

RECONVENE

PRESENT: Steve Baldwin, Chairman; Deb Ranum, Roy Rost, Members; Kelsey DuCharme, Recording Clerk/Secretary

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

1:20 PM Shanny Spang-Gion, SMART Director joined the meeting.

Economic Development within Port Authority – The Port Authority has been working on strategic planning sessions. They are developing guidelines for what they would like to focus on for the next five years for economic development. They may also hold a community envisioning meeting to help see what the community would like done. Discussion followed on the positions for the Port Authority, as there are currently two open positions on their board. Shanny explained the TIF District and what that entails.

Eastern Plains Economic Development – Shanny serves as a board member for the Eastern Plains Economic Development. She is the Brownfields representative as well. There are about 15 counties covered in the Brownfield’s territory.

Child Care in the County – The Port Authority has been considering asking the community what they think about for child care options and current needs. They previously had a listening session people in the community that have previously or are currently providing childcare. They listened to concerns on the business end and the regulation concerns. They are trying to gauge the childcare need. Discussion followed on childcare regulations and the different specifications. Shanny will continue speaking with Beth Epley, Eastern Plains, regarding the cooperative model.

Grant Program – The Port Authority in the process of developing a new grant program to help advertising costs for different events for local businesses. It will help them pay for print media or TV and radio advertising. Different events that would be considered for this type of grant were discussed. The grant would only be for the advertising portion, it would not include the payroll or overhead costs. The Commission thinks this is a great idea to bring people into the community for the events. Once it is finalized, Shanny will bring the Commission the draft before it is approved by the Port Authority.

Welcome Signs to Fallon County – The Port Authority has been working on adding welcome signs to County entrances. The outdoor advertising controls application is being followed. This will give authority from the landowners and help the Port Authority to follow the regulations. They have identified a few spots that would be feasible and noticeable. The State will have to approve of these as well.

Façade Improvement Grant – The Façade Improvement Grant will match what the owner will pay for their business for the improvements for the façade of the business building, up to an amount. The Façade Improvement Grant has helped update the Baker Youth Center. New doors with decals and new windows were added to save money in utility costs. A new light up sign was also included. The painting will take place in the spring. Commission appreciates Shanny and all she does for the community.

2:21 PM Shanny left the meeting.

2:29 PM Commissioner Baldwin left the meeting.

2:30 PM Amanda Stephenson, David Turch and Associates joined the meeting via phone call.

David Turch and Associates Legislative Updates

Baker Lake – Amanda will send an updated list of all the changes in the legislative offices after the elections to the Commission. Commission informed Amanda that the Lake is now about half full. The sand on the beaches is still needing to be placed. Everything that needed to be done before winter has been completed.

Livestock Haulers – Livestock haulers are working on an hour of service petition. This is a petition followed by different national entities for a waiver of livestock haulers in the hours of provisions for the livestock rules. It was sent two weeks ago. Amanda is keeping track of it closely. The current hours of service rules do not accommodate their needs.

2:48 PM Commissioner Baldwin returned to the meeting.

2:50 PM Amanda hung up the phone; therefore, leaving the meeting.

2:54 PM Lisa Mitchell, EMS Director joined the meeting.

Ambulance and EMS Updates – Everything is going great for the EMS Department. Lisa attended a training last weekend and felt that she brought back good information to share with her crew. Denbury has contracted with Beartooth EMS for their CO2 pipeline. Lisa has been consulting with them. They are at 160 calls this year, which is up quite a bit from previous years. The Ambulance crew has nine members and Lisa is pleased with the way they all work together. Discussion followed on the criteria for a life flight. Lisa invited the commission to attend trainings to see what the crew is capable of doing. Discussion followed on the new Ambulance building that is being considered. Commissioner Rost would like Lisa to figure out how much space they are needing.

3:12 PM Lisa left the meeting.

3:14 PM Commissioner Rost made the motion to recess for the evening. Commissioner Ranum seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

EVENING RECESS

THURSDAY, NOV. 15, 2018

10:45 AM RECONVENE

PRESENT: Steve Baldwin, Chairman; Roy Rost, Member; Kelsey DuCharme, Recording Secretary/Clerk ABSENT: Deb Ranum, Member

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

11:00 AM Margie Losing, FMC CFO; David Espeland, FMC CEO joined the meeting.

FMC Financials – Margie reviewed the details of the September financials for FMC. It was a relatively slow month. Medicare reimbursement for related party expenses that were paid by Fallon County on behalf of FMC was discussed. The Commission agreed on FMC giving back what Medicare reimbursed them with, at $59,938.00. It may be more at the end of the year.

Project Updates – The remodel for the swing bed project is almost completed, with just a few punch list items remaining. The Conference Room sewer line is now completed as well and was rerouted. There was no cost from FMC to reroute the sewer line. The RO system in the Parkview Apartments was not working correctly because of a manufacturing plumbing issue. The system itself was not plumbed properly. It was reconfigured and now seems to be working properly. David asked if the Commission has heard any feedback on the roof related Parkview items from Terry Sukut, JGA. The Commission has not heard anything yet, nor has David. David applied for a grant application for new x-ray machines, but is not hopeful they will receive the grant. Discussion followed on other equipment within FMC that may need to be upgraded in the upcoming years.

Snow Removal Machine – The snow removal machine has been ordered and shipped to Billings. There was a recall on some of the wheel bearings. It will be fixed and then brought to Baker.

Pharmacy Inspection – The hospital inspection for the pharmacy went very well. The inspector was happy with the organization and efficient lay-out.

Parkview Remodel – The Commission expressed that they are ready to start looking at the design of the Parkview remodel now that the Lake project is wrapping up. They would possibly like to do it next summer.

Mill Levy – David needs the Commission to pass a resolution that allows FMC to ask for the mill levy again. The Commission will talk to Kathy Newell, Elections Clerk, about the spring election deadlines.

11:54 AM Margie and David left the meeting.

11:56 AM Commissioner Rost made the motion to take a noon recess. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Ranum). The motion carried.

NOON RECESS

RECONVENE

PRESENT: Steve Baldwin, Chairman; Roy Rost, Member; Kelsey DuCharme, Recording Clerk/Secretary ABSENT: Deb Ranum, Member

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

1:12 PM Rylan Limesand, Brosz Engineering joined the meeting.

Beach Sand for Baker Lake – The beach sand is planned to be hauled to Baker Lake later next week. The tonnage for the sand has been completed. Fisher Sand and Gravel sent their invoice into Brosz Engineering for the amount of $23,827.50. Rylan doesn’t expect it to take long to haul the gravel and finish grading.

Upper Lake Gate – The Commission will need to speak with Bobby Wiedmer, Road Supervisor, to have the Upper Gate completely opened. Different gate possibilities were discussed to help fix the issue.

Railing – Rylan brought the Commission the bid for the steel handrails for the Parkview Apartments and the Salon entrance.

Commissioner Rost made the motion to accept the TK Steel, LLC bid for the Parkview Apartments and Salon Entrance Steel Handrail in the amount of $4,500. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; in which Rylan confirmed that the handrails will be ADA Compliant. 2 Ayes. 0 Nays. 1 Absent (Commissioner Ranum). The motion carried.

Baker Lake Updates – The top soil berm should be done today. It will be completed by seeding it and then they will be mulched crimped. The State drainage area will also be checked on. Discussion followed on opening the Lake for ice skating, snowmobiling, etc. There is no construction in the area. The areas with rock piles sticking out still may need to be marked so they are not a hazard. The Commission will discuss further regarding removing the signs.

1:43 PM Rylan left the meeting.

2:30 PM Elin Kittelmann, Extension Agent joined the meeting.

Extension Office Quarterly Updates – Elin provided a report for both previous and upcoming programs through the Extension office. Kodie Olsen, 4-H Program Assistant, went to 4-H Congress with one kid. They have hosted four successful Products of the Prairie markets. The Extension program received a grant for sausage making classes. So far, they have done three workshops for sausage making. The Excel classes have gone very well. Elin was happy with the information that was provided by Dustan Davis, IT TECH. Elin reviewed the upcoming programs for the next few months, starting with the shooting sports in both Carter and Fallon County. The spray day will be in February. The Extension Office has been working on annual reports, as well as working with the Fair Board for the scale at the Barn for livestock. Elin would like to start doing two days a week in Ekalaka in April instead of just the one. The Commission agrees.

2:43 PM Elin left the meeting.

2:51 PM Carla Brown, Council on Aging Coordinator joined the meeting.

Council on Aging Quarterly Updates – At one-point Carla was advertising for a position for her office. She felt too overwhelmed to go through the interview process and training someone during her busiest time of the year and decided to wait to hire. Carla has been very busy because of the Medicare open enrollment time period. There are 29 different drug plans that senior citizens can choose from. Carla helps clients choose the best plan for them according to the Medicare website. Carla spends the majority of her time with the insurance counseling. The Community Cupboard has had different groups bring in items to keep it fully stocked.

3:06 PM Carla left the meeting.

3:11 PM Stacey Moore, Director of Library Services joined the meeting.

Library Quarterly Updates – Stacey showed the Commission a video from the Montana Association of Libraries for Powering Montana, with an interview from Jason Rittal, Previous Fallon County Economic Advisor. She expressed her gratitude for the windows and doors and explained it was a nice improvement to the Library. The drop box is being worked on and should be completed by next week. All of the librarians in Montana have been asked to go to Legislative Night in February in Helena. Stacey would like to attend if weather permits. The Commission agreed. The State Library is working on a trust fund for times of shortage to help out the reserves for other libraries. All the supplies have been ordered for the Summer Reading Program. The theme is in coordination with outer space. Dustan Davis, IT TECH, has built a program for the genealogy project. It is proving to be much better and more efficient. He will also be updating the webpage. Stacey provided the Commission with yearly stats of the books borrowed and attendance. The Library basement has been greatly utilized for different groups.

3:28 PM Commissioner Ranum joined the meeting.

Stacey reviewed the statistics with Commissioner Ranum for the Library. The patronage numbers have been high.

3:37 PM Stacey left the meeting.

3:43 PM Commissioner Rost made the motion to adjourn the meeting. Commissioner Ranum seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

MEETING ADJOURNED

ADJOURN

s/Steve Baldwin, Chairman

MINUTE TAKER:

s/Kelsey DuCharme, Recording Secretary/ Clerk

ATTEST:

s/Brenda J. Wood, Clerk and Recorder

Commissioner Proceedings

MONDAY, NOV. 19, 2018

9:30 AM CONVENE

PRESENT: Steve Baldwin, Chairman; Deb Ranum, Roy Rost, Members; Kelsey DuCharme, Recording Clerk/Secretary

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS 9:30 AM Joe Janz, Outside Building Maintenance Supervisor joined the meeting.

Gun Range – Joe asked the Commission if the County could purchase a small snow blower for the Gun Range. The Commission gave their approval.

9:31 AM Joe left the meeting.

9:32 AM Commissioner Baldwin left the meeting.

9:58 AM Bobby Wiedmer, Road Supervisor; Alba Higgins, Shop Foreman; Mitch Overn, Mechanic joined the meeting.

Road Department Equipment – One of the trucks is done with repairs in Billings and cost less than what was quoted. Three blades are cleaned up and ready to go for the winter, as well as all of the plow trucks. Bobby stated that they are still unsure if they will have a crew the day after Thanksgiving. Mitch is still working on the generator for the Court House and has been checking on it to make sure the work is being completed.

Upper Lake Gate – The Upper Lake gate is completely opened now. Discussion followed on what the future protocol for opening the gate will be, as the current system is not sufficient.

Road Crew Updates – The Road Crew is putting sand in the barn at the Fairgrounds and leveling it back again. They have been busy hauling scoria. Bobby stated that they did try to smooth up some of the roads that TransCanada used, but it is too wet outside to do much. The mag chloride draws moisture, causing the drying time to be prolonged.

10:14 AM Mitch and Alba left the meeting.

Bus Route Discussion – The Commission and Bobby discussed the school bus route that was reviewed last week in the Commission meeting. They are looking for remedies that benefit the safety of the children, other vehicles and the school busses. Both Commissioner Rost and Bobby have done research on the amount of time for vehicles to stop and the placement of the turn-around. Different possibilities were discussed in detail.

Snow Plowing – Discussion on the snow plowing plan for the Road Department, which explains that the crew plows the bus and emergency routes first. A notice in the paper will also be published for public knowledge.

10:48 AM Alba Higgins, Shop Foreman; Mitch Overn, Mechanic joined the meeting.

10:50 AM Jessie Carr, NorMont Equipment Co. Territory Sales Manager joined the meeting.

11:00 AM MOWER BID OPENING FOR THE ROAD DEPARTMENT

Twin Deck Rotary Mower System on a Tractor Platform – One bid was received from NorMont Equipment Co. in Black Eagle, MT for the Twin Deck Rotary Mower System on a Tractor Platform. Two bids were included in the NorMont packet. The first bid was for a John Deere 2019 model 6110M for $123,650.00 with a trade value for the 2006 6415 for $7,500 to equal a total of $116,150.00. The second bid was for a John Deere 2019 model 6105E with a purchase only price of $108,950.00. The purchase price with trade would be $101,450.00. Jessie explained that he included two bids because the frames are different for the equipment. Right now, the Road Department has a full frame tractor. The E model does not have a 16-speed transmission, which was requested in the spec from the Road Department. Jessie wanted them to have both options. The 6110M model fits the specs exactly. The Commission and Bobby and Alba will take it under advisement and will get back to them. Warranties and motor gear are included in both bids.

11:11 AM Commissioner Baldwin returned to the meeting.

11:12 AM Jessie left the meeting.

Discussion took place regarding what bid to take into consideration with the trade in values. It may be more beneficial to send the old tractor through the County auction when the time comes. There is $125,000.00 in the budget for this purchase. Bobby and Alba would like to move forward with the full frame with no trade. The Commission agreed.

Commissioner Rost made the motion to accept the bid from the NorMont Equipment Co. for the 2019 6110M with no trade for $123,650.00. Commissioner Baldwin seconded the motion. Commissioner Ranum asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

11:23 AM Bobby, Mitch and Alba left the meeting.

11:24 AM JoDee Pratt, City Mayor joined the meeting.

11:28 AM Angie Rabbitt, Recreation Director joined the meeting.

Recreation Department Quarterly Updates – The Recreation Department is wrapping up the fall events and starting to focus on winter activities. Angie is hoping to finalize the winter calendar soon. She is cutting back on some of the events because there is not an assistant to help Angie out at this time. An assistant position was approved at the City Council meeting last week and will be advertised soon. Angie stated that they are raising the program rates a bit to help create more revenue. Some scholarship money is still available depending on sponsorships from the area. Dustan Davis, IT TECH, would like to move the Recreation Department tab to the City homepage. A link would still be on the Fallon County webpage for directory. The Commission agreed. The Commission appreciates what Angie does for the area and all the children. Angie would like to attend the baseball board informational meeting this afternoon to clear up some questions. The Commission would also like her to attend.

11:41 AM Robbie Christiaens, Parks Assistant Supervisor; Scott Rabbitt, Parks Supervisor joined the meeting.

11:44 AM Angie left the meeting.

Parks Quarterly Updates – All equipment and facilities have been winterized, including the bathrooms and the Splash Park. The City bathroom is also shut down throughout the winter. Discussion on what to cover the Splash Park animals with for the winter. The JC Park playground will need to be sent out to bid. The specs will need to be completed for the work to be accomplished during the spring. The playground is under FEMA and the deadline is 2021. Scott asked about the type of sand they will be using for the ballfields. Commissioner Baldwin believes they have the correct type of sand on hand already. Discussion followed on ways to keep dogs out of the baseball fields. People are using it as a dog run, which it should not be used for. Signage will need to be put up for keeping dogs on leashes and cleaning up after them.

12:17 PM Scott and Robbie left the meeting.

12:18 PM Commissioner Rost made the motion to take a noon recess. Commissioner Ranum seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

NOON RECESS

RECONVENE

PRESENT: Steve Baldwin, Chairman; Deb Ranum, Roy Rost, Members; Kelsey DuCharme, Recording Clerk/Secretary

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

1:18 PM Mary Grube, Administrative Assistant Planner joined the meeting.

Minute Concerns – Mary went over the minutes from October 29, 2018, when she met with the Commission regarding a dispute with the City. She feels what was said in the minutes was not what was stated during the meeting and that they were taken out of context. Mary added her notes to a copy of the meeting minutes for the Commission to review and make the changes. Mary stated that the attorney’s names were also wrong in the land use area portion of the minutes. It will need to be added onto the agenda to amend the name correction and the Commission will review the other portion, as these minutes have already been approved and published.

1:28 PM Mary left the meeting.

CLOSED MINUTES APPROVAL FOR NOVEMBER 13, 2018

Commissioner Ranum made the motion to approve the closed minutes from November 13th, 2018. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

1:43 PM Kim Cuppy, Director of Public Health joined the meeting.

MINUTES APPROVAL FOR WEEK OF NOVEMBER 12-15, 2018

Commissioner Rost made the motion to approve the minutes from November 12-15, 2018 with corrections. Commissioner Ranum seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

Health Department Quarterly Updates – Kim explained that the Health Department is up 15% with the amount of flu shots given this year compared to the last couple of years. The number in school age kids jumped a large percentage as well. There have been no confirmed cases of influenza in the County yet this season. Five new clients were added to Home Health and everyone is keeping busy. There is not anyone on the waiting list as of right now.

1:53 PM Kim left the meeting.

2:09 PM Angie Rabbitt, Recreation Director joined the meeting.

2:11 PM Bo Lingle, Paul Schwartz, Bridget Schwartz, Mike Griffith; Members of the Public joined the meeting.

2:12 PM JoDee Pratt, City Mayor joined the meeting.

The following meeting was recorded. All attendants were notified.

Baseball Board – Bo would like to approach the Commission with the idea of a creation of a Baseball Board for the community, with the idea to oversee and address all the activities of baseball and softball. There would be a starting point by creating a 7-member board with the head coaches of each age group included. The board members would serve a 1-year term, beginning and ending on August 1st. Board duties and head coaching duties were broken down in the informational sheet provided by the group. They are aware that they would have to work hand in hand and is not a fly-solo type of operation. Bo expressed the future goals of the board, which include expanding the existing complex into a Legion/Babe Ruth field. They are very happy with being part of the Miles City league and would like to continue doing so. The main goal is for the children to have the best experience and for them to fully experience the game. A line item budget was also included. The field work is not included into this at the time because it is unknown. The group is trying to establish as a non-profit organization and is working to get the by-laws finished up. They would like to work with both the County and the City while moving forward. JoDee asked if they are going to use the Recreation Department’s equipment and uniforms. Bo stated that they would like to hit the reset button and start the program from scratch, including new equipment and uniforms because the safety rules are always changing. Angie explained that the Recreation Department updated as the safety rules changed. Tee-ball would be part of the organization, but would not travel or compete in a league. At the end of the league play it will be decided on the all-star team, which is decided above the league boards. Bo stated that it will not be restricted in anyway, all kids will be included in play, no matter the level. The board would also like to take over the concession stands. The parents would help out on a volunteer basis. The money from the concessions would run back into the programs funding, which would be included into the budget. This group, along with other baseball parents, have looked at other models on how different towns have created boards and go about doing it in Baker as well. Coaches, parents and the players will be doing field maintenance before and after games. Angie asked why they are cutting out the Recreation Department when it was responsible for the program. It was explained that they would like a board type of an approach instead of a department, while modeling the surrounding towns procedures. Angie proposed the idea of building a committee under the Recreation Department. It would help sustain the program and it already is a non-profit. A concession stand committee could also be formed. Bo stated they would like the baseball and softball to be its own budget and own board in the community. He firmly believes it can stand alone. The question was asked if they are in hopes of County help to be able to sustain financially. Bo thinks that in the first couple years they will need some financial help before seeing what the community will help out with. After a couple years, they would like it to be a self-sufficient program. He would like the board to be through the County to maintain functionality. This would also help open up the communication between Miles City and Glendive.

2:54 PM Tom Kachel, Manager of Landfill Operations joined the meeting.

Discussion on rules and regulations with the consistency in numbers. Commission cannot give a decision today but will discuss further regarding the financial assistance.

2:58 PM JoDee, Angie, Bo, Paul, Bridget and Mike left the meeting.

Landfill Quarterly Updates – The tire shredder was picked up from the Landfill this morning. The machine did fantastic and Tom was happy with the way it held up. Four years’ worth of tires were able to be shredded and disposed of. Tom is going to start sending off statements because they were not billed out the whole month they were shredding tires. Tom would like to rent the tire shredder again next year if there is a big enough number of tires and brush to shred. He asked the Commission what they could do with the old compactor, as it has been sitting in the shop for four years and hasn’t been used. Tom would like to get rid of it completely. It would have to go through the County auction if it were to be sold.

3:20 PM Tom left the meeting.

WORK SESSION

Commission reviewed e-mails, correspondence, revenues, reports, board minutes and agendas. They also signed Change Order #01 for the Fallon County Courthouse and Library Window Replacement Project in the amount of $16,372.79 for a total of $271,372.79.

3:40 PM Darcy Wassmann, County Attorney joined the meeting.

County Attorney Updates – The resolution for the fee schedule for the Health Department and Sewage Disposal is not quite ready. Darcy will also send over the Interlocal Agreement for the City and County Equipment Usage after it is finished up.

Engineering Procurement – The Commission would like to complete an Engineering Procurement to get a list of available engineers that will work on projects for Fallon County in the future. It will need to be advertised and will cancel out having to go through the whole bid process for each individual project. Darcy will look at how long of a time period these can be viable for. It will cover both small and big projects. Darcy will work on that and get it back to the Commission.

4:02 PM Darcy left the meeting.

4:15 PM CLAIMS APPROVAL

The Commission reviewed and approved the November Mid-Month Claims in the amount of $333,857.62 and they are filed in the Clerk and Recorder’s Office.

4:56 PM Commissioner Rost made the motion to adjourn the meeting. Commissioner Ranum seconded the motion. Commissioner Baldwin asked for any further discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

MEETING ADJOURNED

s/Steve Baldwin, Chairman

Minutes:

s/Kelsey DuCharme, Recording Clerk

Attest:

s/Brenda Wood, Clerk and Recorder

      



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