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Commission Minutes

Commission Minutes

TUESDAY, MAY 31, 2022

9:00 AM CONVENE

PRESENT: Roy Rost, Chairman; Steve Baldwin and 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 :00 AM-Lane Straub, Member of the Public-Discussed getting keys from the Clerk and Recorder’s office for the connex box that was located at the softball field. Lane, the team, and parents went to games last week; when they got there the connex box was gone, along with all of their gear, etc. Lane explained he was not angry the connex box was gone, just frustrated with the lack of communication, especially since they got the keys from us. Lane also stated there was a complete lack of respect for the property, by whoever moved the connex box. They left huge ruts and the cement, the connex box was sitting on, was left in the middle of the walkway. Lane and others spent time cleaning all of that up while they were trying to have games. Commissioner Rost stated Derrick went over on Wednesday to dress up the area after the phone call was received from Lane; Commissioner Rost also had Kimberly Jensen, Clerk in the Clerk & Recorder’s office, contact those that had keys. Brenda apologized for the lack of communication but was under the understanding the only thing stored in the connex box was the banners and no one was sure when the connex box would be moved. Lane stated they are now storing all of their items in the back room, which is fine, there isn’t a lot of room there, but it works for them.

9:12 AM Lane left Public Comment.

9:13 AM Darryl Espeland, Member of the Public-Darryl has huge concerns about the group that held an illegal meeting to remove the FMC Board and David and how all of this is affecting our medical facility and all of its employees. Darryl discussed some of the items the group has discussed that are not true and feels they should talk to the employees that currently work for FMC. Darryl feels the groups actions are vindictive and could be considered bullying. He is concerned how all of this is affecting the community as a whole and the division this is creating.

     The Commission has stayed out of this because they have no control over FMC, they have their own Board and have explained they are not Attorneys. The Commission is also anxious to have this matter resolved. Darryl understood that the Attorney General, or a representative from his office, will be here sometime this week. Discussed the possible legal implications for those that interfere with the operations of the Hospital operations.

9:58 AM Darryl left Public Comment.

9:59 AM COMMISSIONER MINUTES APPROVAL FOR MAY 23-27, 2022

Commissioner Braun made the motion to approve Commissioner Minutes for May 23-27,2022 with corrections. Commissioner Rost seconded the motion. Commissioner Rost asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Abstain (Commissioner Baldwin). The motion carried.

10:00 AM ROAD/SHOP UPDATES/Mark Sieler, Road Foreman; Mitch Overn and Carl Overland, Shop Mechanics

           Shop Updates-Working on removal of the transmission from the ambulance. Feel that the gear has turned but will not know that until they have it apart. Fairly certain the engine will need to be removed as well but they are double checking before they do that. Will be ordering a part for the dozer; also working on the Landfill scraper, due to a possible radiator leak. The Road Department dozer was taken to the Landfill and is stored inside.

          Commissioner Rost asked for suggestions regarding replacement of the chemical shed for the Golf Course, located at the lagoon. Will get a quote for a prebuilt shed, preferably made of wood. Due to the chemicals stored in the building, metal is not a good fit. The Commission will go view the location and decide what size building would fit in that location.

           Road Updates-Gazebo area is too wet for them to do the dirt work needed at the Amphitheatre area. Discussed areas where rock will be placed due to erosion; they may have to wait to complete this in the fall or winter.

10:12 AM Mark, Carl and Mitch left the meeting.

10:27 AM Dustan Davis, IT Technician joined.

10:28 AM Richard Menger, Sanitarian joined.

10:30 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering joined

          Project updates-Rich reported on the waterfall and how this will assist in cutting down the algae and help circulate the water. Discussed when to let the water out of the upper dam; Rich will test the water.

10:32 AM Mike Madler, Contractor; Shannon Hewson and Kaitlyn Abrahamson, Brosz Engineering and Cindy Irgens, Recording Clerk joined.

Waterfall discussion continued-The sod transport will be coordinated with Wyrick Construction. The sod will be run down the slope, so no seeding will be necessary. Rich stated they will need to do something different with the signage for the waterfall and boat dock, due to the high winds. Rich will order new signs that are conducive to high winds.

10:37 AM Rich left the meeting.

          FMC parking lots-Wyrick Construction has not started on that project yet. Shannon will contact him to get a progress report.

10:38 AM ROAD STUDY KICK OFF MEETING

          Scanners-Dustan has only received the two (2) quotes from Fireside. Also discussed purchase of sleeves that will be used for scanning of fragile documents. Dustan recommends purchasing the Fujitsu flatbed scanner, which can transition to the recording department, which would be an update from the current scanner. Discussed the colortrac wide format scanner currently used for scanning plats, etc., still works but is an older model. Shannon recommends upgrading to the new scanner for quality purposes. The total cost for both scanners will be approximately $12,000-$13,000. We currently have five (5) books that cannot be taken apart for scanning purposes. The Library has a camera system they use for their memory project. Discussed visiting with Stacey Moore, Director of Library Services regarding use of their scanner for the books we are unable to take apart. They would like to set up the small scanner in the office outside of the Clerk & Recorder basement vault. They would place the large scanner in the basement as well; this is hooked to a dedicated computer.

         Data storage-Dustan is confident there is enough storage on the server to handle all the data pertaining to the project.  They will need access to the internet; Dustan can set up a shared drive, so they are able to access the server. Mike discussed scanning as Ocrolus (OCR) document so it is searchable; this will help cut down the search time. Adobe Pro can be used if a scanned document is OCR.

          August-Mike plans to start with the file’s downstairs on August 1st. Once those files are in and mapped, then it is on to Commissioner Proceedings. The info will then be given to Kaitlyn. The Commissioner minutes would be scanned by Brosz Engineering October and November. The documents will then be analyzed at Brosz; everything found will be given to Mike. All documents will be left on the server for the county to access. They will need scanners and software by August 1st. The Commission granted permission to order the scanners and the sleeves, with exception the scanners will be budgeted and paid for in the new fiscal year. Dustan and Cindy will discuss the size and number of sleeves to be ordered.

          December-They will process the five (5) books that are handwritten. There was much discussion regarding what date to start the research of County documents. The decision was made to start with the beginning County records; Cindy noted most of the petitions go back to the teens which is why she feels we need to start at the beginning. The handwritten minutes will be time consuming and may not scan well. Discussed the changes in laws for road creations over the years; this will need to be researched as well or possibly get an opinion from MACo. 

        Miscellaneous-GLO Roads were discussed; these are roads used before patent and will be added as a layer for County purposes only. Discussed layers that can be removed or added upon completion of the project or anytime during the project. Brosz will administer and maintain the program for us; that can change at any time the County chooses. Shannon and Kaitlyn feel it is cleaner if the County has the account. Discussed incorporating Dispatch, Road Department, etc. and other information as separate layers; any Department/Office would have access to the information pertinent to them. The roads will not be uploaded to the system until they are positive, they are correct; they can be broken up into townships or Commissioner Districts. Discussed prior work completed will also be entered into the system when completed as of that date.

          Findings on questionable roads need to go before the County Attorney. Gaps in information and completed roads should be brought before the Commission. Discussed easements Cindy has found in old deeds; will wait on these to see where we are at in the process. Discussed GIS data can also be used to help redistrict; Commission stated they have to wait to do this until the Census is complete. Mike mentioned the Census data comes in shape files and can be transferred by Kaitlyn.

11:40 AM Dustan left the meeting.

          Discussed completing the road classification policy. The county can decide how they want the information formatted (look, colors, size). Cindy asked if there are two names for a road, can they both be inserted (old name/new name). Kaitlyn explained how they can be inserted within the table by adding a new column. Kaitlyn told the group you can add as much or as little information as is wanted or needed.

12:03 PM Mike, Shannon, Kaitlyn, and Cindy left the meeting.

12:03 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 and 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 PERMISSION TO MODIFY HOURS AND HIRE EXTENSION ADMINISTRATIVE ASSISTANT

No decision was made at this time.

1:33 PM Shyla Hadley, Fairgrounds Manager joined.

PERMISSION TO HIRE SEASONAL FAIRGROUNDS CREW HANDS AND SHORT-TERM WORKER

Commissioner Braun made the motion to hire Pattie Ehret as a Short-Term Worker. This position cannot exceed 90-days worked in a continuous twelve-month period. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

Commissioner Baldwin made the motion to hire Jacey Gorder, Desiree Hester, and Faith Hansen as Seasonal Fairgrounds Crew hands. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

1:36 PM Julie and Shyla left.

2:00 PM EMS UPDATES/Lisa Mitchell, EMS Program Manager

          The group reviewed the Auditors suggestions and changes to the Transport Policy. Lisa has been working with Katie at FMC regarding the J codes for medications and the cost breakdown for each dose. Discussed transport charges for transfers from the medical provider back to the facility. Decision is the facility should be charged for the transports and they can in turn bill their resident’s insurance, etc. FMC and the local business owner will be notified regarding this matter. The Ambulance service is an Enterprise Fund and needs to be as self-sufficient as possible, per Auditors. Discussed other non-billable charges and the plan to bill Fallon County which will in turn be placed in the Ambulance Fund as a revenue. This creates a paper trail for those PCR’s but is also a wash.

2:30 PM Lisa left the meeting.

COMMISSION WORK SESSION

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

2:50 PM-Deb Ranum, Member of the Public phoned. The waterfall looks very nice and wondered why only one waterfall.  Due to the cost the grant would only cover a portion of one waterfall; if more grant funding is available there is a possibility more could be added at a later date. Noticed riprap was being placed and wondered if it was to prevent washing. Yes, will probably have to wait until it freezes to complete the remaining work.  Wondered about the wetlands progress; Monica with the EPA will be here in July to do an onsite inspection; as far as the Commission knows; the County is on target. Deb thinks the gates at Iron Horse Park look good. Discussed the Museum project is on hold until the architect gets the needed information from the structure engineer. An extension will probably be filed for the grant.  They went out to bid for the last two bridges.

2:58 PM Julie Straub, HRM joined.

Deb wanted to let the Commission know the crew did a really nice job blading Johny Creek Trail. They are trying to get the Parkview 1 project buttoned up; have a few things that need to be completed before that happens.

3:00 PM Deb hung up the phone, leaving the meeting.

COMMISSION WORK SESSION CONTINUED:

          Commissioner Rost signed the Town Pump Charitable Foundation Grant for the Museum Keeps Kids Reading Program.

          Commissioner Rost signed the Waterfall Grant Reimbursement Invoice.

Commissioner Baldwin made the motion to sign County Resolution #1087 to name a non-county road Troubadour Drive. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

The Resolution is on record in the Clerk and Recorder’s office:

Commissioner Braun made the motion to sign the agreement for IT Services between Fallon County and Townsend Computers. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

3:15 PM SALARY DISCUSSION/DECISION EMPLOYEE WAGES & SALARY UPDATES/Julie Straub, HRM; Debbie Wyrick, Deputy Clerk and Recorder; Christa Alford, Payroll Clerk

There was much discussion regarding proposed market adjustments and entry level wages.

4:15 PM Commissioner Rost left the meeting; before leaving it was decided to recess today and meet Wednesday, June 1, 2022, at 2:00 PM to finalize and make the final motion on salaries/wages.

The group further discussed proposed market adjustments and entry level wages.

4:55 PM Julie, Debbie and Christa left the meeting.

5:00 PM Commissioner Braun made the motion to modify work hours for COA Program Assistant effective 5-24-2022. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Rost). The motion carried unanimously.

5:06 PM Commissioner Braun made the motion to recess the meeting until 2:00 PM tomorrow. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent. (Commissioner Rost). The motion carried.

RECESS

WEDNESDAY JUNE 1, 2022

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

FALLON COUNTY COURTHOUSE

2:10 PM Julie Straub, HRM; Debbie Wyrick, Deputy Clerk and Recorder, and Christa Alford, Payroll Clerk joined.

The group met to work through salaries and wages for each Office/Department separately.

Commissioner Baldwin made the motion to make salary adjustments to the Salary Schedule. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. Motion carried unanimously.

3:15 PM Julie, Debbie and Christa left the meeting.

3:20 PM Commissioner Baldwin made the motion to adjourn. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. Motion carried unanimously.

                                                                                                                s/Roy Rost, Presiding Officer

ATTEST:

s/Brenda J. Wood, Clerk and Recorder