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Commission Minutes

Commission Minutes

MONDAY, APRIL 25, 2022

9:30 AM CONVENE

PRESENT: Roy Rost, Chairman; Steve Baldwin, Kevin Braun, Members; Brenda Wood, Clerk & Recorder

FALLON COUNTY COURTHOUSE

The Pledge of Allegiance was held in the Commissioner’s Office to start off the week.

PUBLIC COMMENT –AGENDA/NON-AGENDA ITEMS

9:40 AM-Steve Zachmann, Mayor-City of Baker joined.

          Steve discussed snow removal efforts this past weekend.

9:41 AM Melissa Rost, Museum Curator joined.

9:41 AM Steve Zachmann left the meeting.

          Melissa stated she was notified by Michelle Schumaker; the Superior Care residents are enjoying the YouTube channel. Michelle asked Melissa to pass this information along to the Commission. This has triggered old memories and brought up conversations of years past.

9:42 AM Barbara Ketterling, Treasurer/Assessor joined.

Commissioner Rost asked if they will be doing more of this with the grant. Melissa stated they will be doing more with the Oral History grant that was received. They have also discussed hands-on ideas to present to the residents as well.

9:43 AM Melissa left the meeting.

          Barb presented the Commission with the Treasurer’s Monthly cash report for March 2022.

9:45 AM Barb left the meeting.

9:45 AM Commissioner Minutes Approval for April 18-22, 2022

Commissioner Braun made the motion to approve the minutes from April 18-22, 2022, with corrections. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

10:00 AM Mitch Overn, Shop Mechanic joined the meeting.

          Shop/Road Updates-All blades and the rotary are out today; the blades were out plowing yesterday also. The seals arrived for the Landfill dozer, it will probably be up and going this week. Discussed moving the D7 from the Road Department to the Landfill; if the Road Department needs to use it, they can get it anytime. The Landfill has room to house both dozers. No oil sample has been received for the Ambulance as of this time. Discussed removal of snow in various locations. Would like permission to purchase a new stainless-steel sink for the shop in the amount of $1,600.00. Permission granted. Discussed taking the snow blower to the Cemeteries to get the roads opened. Commissioner Braun discussed getting Webster Road opened as well.

10:05 AM Mitch left the meeting.

10:30 AM Shannon Hewson, Brosz Engineering joined the meeting.

          Project updates- “Joint Application for Baker Lake Cut Channel.” The Commission would like to include the area at Triangle Park in the joint Application. Shannon will add that portion before submitting the application to the Army Corp of Engineers. The permit will be a 3-year permit and does not have to run through SHPO or Cultural as no federal funding will be used.

Commissioner Baldwin made the motion to sign the “Joint Application for Baker Lake Cut Channel Project”. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

Shannon presented the Commission with the “As-builts” for the storm sewer project at Fallon Medical Complex. The Commission asked that a copy be sent to David Espeland, CEO at FMC; Shannon will get that completed. Discussed the rock for the waterfall; the contractor hopes to start that project this week. Discussed the asphalt plant will not be fired up until the weather is at a consistent 50 degrees. FMC Gazebo quotes were reviewed. The decision is to wait on this project for now and look at some other options.

10:59 AM Lynda Herbst, Inside Custodian Supervisor joined.

11:02 AM Shannon left the meeting.

Permission to replace Main Hallway Carpet & Permission to add to and accept paint quotes-

          Lynda brought another paint quote to include the conference room and a storage room in the Library Basement. The quotes do not include the paint which is estimated to cost $1055.76. Commission asked Lynda if she had ample budget; yes, she does.

Commissioner Baldwin made the motion to approve both paint quotes from Sandi Caron, (excluding paint), totaling $5,177.00. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

Lynda asked if she could replace carpet in both courthouse hallways at the same time other carpet would be replaced. The Commission asked Lynda to get some quotes. Lynda had earlier notified Commissioner Rost that she had to come to the courthouse Saturday and Sunday to reset boiler #1. The boilers have not been cleaned since they were placed. The Commission feels this should be part of MTI’s maintenance contract. Lynda stated she has constant issues with this boiler.

11:12 AM Stacey Moore, Director of Library Services and Julie Straub, HRM joined.

Lynda will look for the maintenance contract and get back with the Commission regarding this. Commissioner Braun asked if she had any luck finding cushions for the courtroom benches; Lynda has not.

11:15 AM Lynda left the meeting.

Permission to hire Seasonal Library Aide

          Stacey stated they held job interviews last week and would like permission to hire Sara Pool as the Seasonal Library Aide and would like her to start on the 24th rather than the 31st.

Commissioner Braun made the motion to hire Sara Pool for the Seasonal Library Aide position, with a start date of May 24th rather than May 31st. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

11:18 AM Stacey and Julie left the meeting.

11:30 AM Lisa Mitchell, EMS Program Manager joined.

          EMS Updates-Lisa submitted her weekly report. Discussed assisting Carter County with a reporting issue. Lisa completed a walk-through of the building and ambulances. Lisa checked the PCR reporting from the weekend calls; #6098 is complete and #6099 is missing (Lisa will call the crew to complete or post the PCR). Lisa has supplies to purchase in town and supplies that will need to be ordered. Lisa noticed the booster pump is leaking again on Ambulance #33, she will contact Carl at the county shop to view it. Will complete an inventory of the meds bag. The Commission stated there has been no answer back on the oil sample for one of the ambulances. Commissioners asked if there was coverage this weekend. Lisa sated there was coverage, however she was unable to make it in. Lisa thanked the Commission for sending a snowplow to her residence.

11:38 AM Lisa left the meeting.

11:40 AM Dustan Davis, IT Technician joined.

          Dustan submitted his letter of resignation, effective June 6th, 2022. The Commission reluctantly accepted.

11:42 AM Julie Straub, HRM joined.

Permission to recruit for System Administrator for the Information Technologies Department and approval of updated Job Description

          The job description was discussed, and the job title was changed based on all the duties covered currently by Dustan; the job title will now be “System Administrator.” The job description now includes System Management and that is separated from System Support. Compensation is hi-lighted; although what we currently pay compares to the low end of the scale, it is no comparison to the average or the higher end of the scale. Discussion took place regarding contracting with someone to assist in the interim of hiring for this position. Dustan has a contractor in mind; however, this person is not interested in being a county employee, but would remote in.

11:47 AM Shyla Hadley, Fairgrounds Manager joined.

A meeting will be scheduled with the Contractor and discuss fees associated with having a contractor on board in the interim. Discussed the Contractor being trained and if we get no applicants, the Contractor can train the new employee after Dustan is gone. Dustan also recommended Stacey Moore, Director of Library Services to handle the website after Dustan is gone.

Commissioner Baldwin made the motion to approve the updated job description for System Administrator, as presented and recruit for the System Administrator position. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

11:55 AM Dustan left the meeting.

Permission to recruit for Fairgrounds Seasonal Lead Crew Hand.

          Discussed it may be difficult to hire for this position, due to the time off during the off season and hours when first starting, etc. Julie felt it may be easier to hire another full-time employee to join the Outside Maintenance staff, with the focus on the Fairgrounds. Discussed who would supervise and the logistics of how this could work. Julie also discussed this position possibly being a permanent, full-time position at the Fairgrounds. Shyla stated it may also be nice to coordinate this position with the Golf Course, Road Department, and other neighboring county departments. To date there is only 1 (one) Seasonal worker returning and has received no other applications. The Commission feels at this time we should hire for the vacant position, in its current status. The Commission discussed changing the job description at a later date.

Commissioner Braun made the motion to recruit for the Fairgrounds Seasonal Lead Crew Hand position. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

12:05 PM Shyla left the meeting

12:13 PM Julie left the meeting.

12:14 PM Commissioner Baldwin made the motion to recess for lunch. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

NOON RECESS

1:15 PM RECONVENE

PRESENT: Roy Rost, Chairman; Steve Baldwin, Kevin Braun, Members; Brenda Wood, Clerk and Recorder

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

1:30 PM Cindy Irgens, Recording Clerk joined.

Review Road Study RFP’s-Two (2) proposals were received; however, they have through the end of the day to turn them in. The group reviewed the proposals received.

2:00 PM Tracey Goerndt, Prairie Hills Recovery Representative joined.

2:05 PM Cindy left the meeting

        Alcohol Tax Fund Updates-Tracey wanted to meet to see if the Commission had any questions for her regarding the program or how the funds are being spent. The Baker office is open on Mondays; they are there at 9AM and usually still there until 8PM. They are still available 24 hours per day. The Commission asked if they were going to add more days to the Baker office. They are hoping to extend that to two (2) days per week.

        Recovery Concert-They would like to hold a sober concert on June 17th; they want to include some other activities as well and get some food vendors to serve. Would like to reserve the Amphitheatre, gazebo, and surrounding area. They will have individuals give some testimonials as well. Tracey invited the Commission to attend.

        Other-Tracey is still interested in working with individuals that are incarcerated, however, Baker does not incarcerate for extended periods of time like other larger facilities.

2:15 PM Tracey left the meeting.

2:30 PM Approval of 911 Microwave Quote-The quote was not ready so will be presented next week.

2:45 PM Johnson Controls Contract & Services meeting was moved to the Courtroom.

ATTENDANCE: Kelsey Jones, Johnson Controls Preventative Sales Representative joined; Jennifer Fehr, Johnson Controls Service Manager–Fallon County: Dale Butori; Kimberly Jensen; Derrick DeHaan; Robbie Christiaens; Jim Leischner; Mitch Overn; Julie Straub; Lynda Herbst; Shyla Hadley; Trenton Harbaugh; Stacey Moore–Fallon Medical Complex: David Espeland and Brad Kings

      Commissioner Rost opened the meeting; Jennifer attended via Kelsey’s cell phone. Kimberly gave most attendees a handout containing the topics to be discussed today.

  1. Kimberly explained she and Kelsey have been working on the invoicing issues to try to have a cleaner billing process.
  2. Discussed testing and inspections of all systems and extinguishers.
  3. Discussed frustrations about monitoring not being included in the agreements. Kelsey stated when she was here, she was gathering information regarding the number of extinguishers and the various types of systems we have, that was overlooked.  Kelsey explained the contracts can be amended to include items that are missing.
  4. Emergency lighting is not part of what Johnson Controls handles.
  5. Shyla would like monitoring added to the Fairgrounds Fire Alarm System; this will also be added to the Courthouse.
  6. Shyla is still having issues with the pull station alarm. Currently the former fire suppression contractor has contacted her to let her know the system is not communicating properly.
  7. David stated FMC and Parkview 2 Alarms are handled through Dispatch. Parkview 1; Fairgrounds and Courthouse are handled via phone.
  8. Shyla explained when the Sprinkler Tech was here, he could not fix the issue; the Fire Alarm Tech had to come which meant waiting, additional trip, and charges. Kelsey explained, if Johnson Controls is not inspecting, then they charge mileage; inspection mileage is the only thing included in the contract.
  9. Discussed better communication with the Techs and the Department Heads. They need to inform Fallon County and FMC when they will be here so we can have someone available.
  10. Discussed having supplies with them when they come to Baker such as pull stations and fire extinguishers, we do not want to be left without operable pull stations, fire extinguishers, etc.; lack of and faulty fire suppression items are concerning, especially if there is a fire, or the State comes to inspect.
  11. The Golf Course Supervisor ordered fire extinguishers in November, and they still have not arrived.
  12. Robbie discussed being told there are some brands they will not service. They may be the type that cannot be refilled and some of them it is less costly to replace than to service and refill.
  13. Discussed Johnson Controls Tech did not want to disturb the Parkview residents, so they left tags for the extinguishers, but they never tested them. Lynda stated she has not received new tags for the courthouse. David reiterated; it is especially important to let us know when you are coming.
  14. Kelsey explained, annual inspections will take place in September (FMC kitchen is semi-annual; courthouse backflow is annually, courthouse sprinkler are quarterly; FMC sprinklers are quarterly).
  15. Robbie discussed having stickers for the fire extinguishers rather than tags, especially for those out in the weather or in vehicles or equipment.
  16. David discussed the Tech that came at 7:00 PM and broke the linkage on FMC Kitchen Hood, making it inoperable; the Tech did not know how to fix it and left. Fireman’s contractor came to repair it before it was needed for breakfast the next day. Expressed concerns and stated they should not inspect or repair late in the evening when no one is around.
  17. In March Johnson Controls came to inspect the suppression system at the Fairgrounds; he forgot to do something so called Shyla and asked if she would take care of it!
  18. Brad stated when they come to inspect, they should also be able to maintain, such as the Kitchen hood that they broke.
  19. David asked if cleaning the hoods is part of the maintenance; Kelsey stated that is not included. Shyla stated she cleans the hood at the Fairgrounds.
  20. Shyla discussed a Tech arrived but was rushed because he had to turn around and be in Helena at a certain time. They need to plan this better when sending their Techs out.

Kelsey will make sure Departments and Kimberly are notified when they are sending the Techs to Baker. Missing invoices and any other invoicing issues will be taken care of. Discussed 406 is subcontracted to take care of sprinklers and fire alarms. Kelsey will get the Fire Alarm Monitoring set up and agreements sent.

3:23 PM Jennifer hung up the phone, therefore leaving the meeting; the remaining attendees left the meeting.                                  

3:44 PM Shyla Hadley, Fairgrounds Manager

     Fairgrounds Update-Shyla discussed the carnival contract negotiations with Midway West Amusements went from $20,000 to $30,000. Which is $5,000 over what they normally spend. The Commission is agreeable with spending that amount to get the carnival. Shyla stated they have booked less free stage acts to compensate for the overage.

      Fair Contract discussion/approval-Shyla brought an entertainment contract for the Commission to review and sign.

Commissioner Braun made the motion to sign the Fair entertainment contract in the amount of $8,995.00. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. Motion carried unanimously.

3:53 PM Debbie Wyrick, Deputy Clerk and Recorder and Jade Boggs, Insurance Agent & Dustan Davis, IT Technician joined.

Shyla discussed other contracts that will be reviewed and approved by the County Attorney before bringing to the Commission for final approval and signatures.

4:00 PM Shyla left the meeting.

     Insurance Discussion-Last week Jade received notification Travelers is non-renewing the cyber security portion of the County’s insurance. Jade explained this is mostly due to procedures currently in place. The insurance companies are requiring extra security items such as multifactor authentications. Dustan explained multifactor authentication is everything additional to a password. Jade stated that is the biggest thing they are asking for. Dustan stated the Administrator is set up this way but not the day-to-day users. Commissioner Braun asked if the county were to implement these, would the insurance company take us. Discussed the worst-case scenarios and what could happen if the County did not have coverage. Discussed offsite backups and how the County handles this. Costs of updating and acquiring backup software, plus premiums was discussed. Existing encryption with county software will be further researched. Commission discussed complying and the insurance company changing the requirements again. The Commission made the decision to fill out the application; the company will send to other insurance companies and let us know what they feel we are lacking.

4:33 PM Jade left the meeting.

4:34 PM Dustan and Debbie left the meeting.

4:30 PM COMMISSIONER WORK SESSION

The Commission reviewed revenues, reports, emails and other correspondence, board minutes and agendas.

OLD BUSINESS:

          Commissioner Braun made the motion to approve the FAA grant outlay report and request for reimbursement for the Airport fuel project. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

OLD BUSINESS (CONTINUED):

Amended Opioid settlement Memorandum-

     Commissioner Rost signed the amended Opioid Settlement Memorandum. This will be sent to Rossbach Law, PC and Austin Knudsen, Attorney General.

OTHER AGENDA ITEMS:

Noxious Weed Trust Fund Grant for the “Ollie NWTF Grant Project”-

Commissioner Braun made the motion to sign the Noxious Weed Trust Fund Project Grant agreement for the “Ollie NWTF Grant Project.”  Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. Motion carried unanimously.

Snow Day Memo Discussion-No new Memo will be sent to the employees.

Decision on Participation of Interviews for various departments-Commissioner Baldwin stated he contacted Julie.

Approval to Maintain Membership in Montana Infrastructure Coalition and Approval to pay membership dues

Commissioner Baldwin made the motion to maintain membership in the Montana Infrastructure Coalition and pay applicable membership dues of $5,000. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. Motion carried unanimously.

Read/Review/Comment on Action for Eastern Montana ROMA (Results Orientated Management and Accountability) plan/Signature verifying review of plan-

     ROMA is a work plan composed by Action for Eastern Montana and Montana State Officials to help “Action” set and measure goals, program accomplishments and manage funding allocations that is conservative and effective. They are required to allow each group of County Commissioners the opportunity to read, review and comment on the plan as part of receiving Grant allocations.

Commissioner Baldwin made the motion to sign, verifying review of the Eastern Montana ROMA plan submitted by Action for Eastern Montana. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. Motion carried unanimously.

5:00 PM Commissioner Baldwin made the motion to recess the meeting. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

              RECESS

TUESDAY, APRIL 26, 2022

9:45 AM CONVENE

PRESENT: Roy Rost, Chairman; Kevin Braun, Member; Brenda Wood, Clerk & Recorder

Absent:  Steve Baldwin, Member

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT –AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

10:00 AM Vaughn Zenko, SMART Executive Director; Debbie Wyrick, Deputy C & R/Election Administrator joined.

Childcare Facility Updates

          Vaughn brought a draft petition for the Commission to review, calling for an election on issuing county general obligation bonds. Vaughn explained he does not want to do anything the Commission is uncomfortable with. If the County Commission does not pass a Resolution, the other option is to petition for a bond election. In order to get this on the General Election ballot in November 2022, they will need signatures from 20% of the registered voters in Fallon County. Vaughn is willing to go out and speak on behalf of the project. The petition process will put this before the voters of Fallon County. Debbie gave Vaughn the timeline for the petition process.

          Discussed the size of the building could be decreased to accommodate funding level needs. Vaughn has been asked to attend a Child Care Policy workshop at the State level and to speak at the Administration for Children and Families in Minneapolis, MN.

10:15 AM Kathy Newell, Election Clerk joined.

          Vaughn stated they are still looking for other funding options. Discussed the surveys received so far regarding those impacted by the lack of available slots with current childcare providers: 60% of businesses state they have been impacted; 88% of parents have been impacted; 75% stated it impacts their decision on the job taken. Vaughn feels strongly this facility will impact Fallon County positively.

           Debbie asked about the size of the Community Center; it is the size of a basketball court. Vaughn explained this could be used for almost any event.

           Debbie discussed the timeline to present the petition to the Election Administrator to check “for form”; this would be Day 1 of the timeline. If the form is approved, it is sent to the County Attorney to review and prepare the ballot statement, etc.

11:00 AM Cindy Irgens joined.

Vaughn will take the petition back for further review and return next week.

11:02 AM Vaughn, Debbie and Kathy left the meeting.

REVIEW REMAINING ROAD STUDY RFP’s

          There being no further Road Study RFPs received, the existing RFPs were further reviewed and discussed.

Interstate Engineering submitted their cost proposal, with hourly rates and estimated hours-$414,359.

Brosz Engineering Inc. submitted their estimated project cost-$281,000.

           Interstate Engineering will inventory and box the County documents and prepare to transport to a company in Colorado. They will determine the status of each document and handle scanning of documents accordingly. Everyone expressed their concern for the documents leaving Fallon County’s possession.

          Brosz Engineering, Inc. has requested a document scanner be purchased if the correct size is not available, which will become property of Fallon County. Cindy discussed her concern for the statement regarding location of road easements that are incorporated into Deeds being separate from the intended record search and they would not specifically research these documents. Cindy has completed several road research projects and most recently researched a road in which all the easements were found incorporated in the Deeds.

          The group discussed we may not have a perfect product, but we need a base to start with and work from there. Further discussion will take place and each contractor will be invited to meet with the Commission before a formal decision is made.

11:30 AM Commissioner Braun made the motion to recess the meeting. Commissioner Rost seconded the motion. Commissioner Rost asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Baldwin). The motion carried.

                                                                                                                s/Roy Rost, Presiding Officer

ATTEST:

s/Brenda J. Wood, Clerk and Recorder