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Commission Minutes – June 27 – July 1, 2022

Commission Minutes – June 27 – July 1, 2022

          MONDAY, JUNE 27, 2022

9:00 AM CONVENE

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

FALLON COUNTY COURTHOUSE

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

9:00AM PUBLIC COMMENT –AGENDA/NON-AGENDA ITEMS

No one appeared for Public Comment.

9:15 AM COMMISSIONER MINUTES APPROVAL FOR WEEK OF JUNE 20-24, 2022.

Commissioner Baldwin made the motion to approve the minutes from June 20-24, 2022, with corrections. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

9:30 AM Supanik Sewage/Richard Menger, Sanitarian was presently unavailable.

9:40 AM Jim Leischner, Shooting Range Manger joined.

9:41 AM Julie Straub, HRM joined.

9:45 AM PERMISSION FOR EMPLOYEE TO WORK FROM HOME/Jim Leischner, Shooting Range Manager; Julie Straub, HRM

          Jim explained the Shooting Range has a session match coming up and the duties required are directed more toward the Match Supervisor.  Jim would like permission for the Match Supervisor to work from home until able to come back to work.  Julie stated the County would need a release.  Jim asked if there would be restrictions.  Julie explained the restrictions would be whatever the Doctor decides. Jim stated the match he is discussing is not until September, but people are already signing up. Commissioner Braun asked if this is anything that could wait.  Jim explained the Match Supervisor has to squad the registrants and things come up such as people changing squads or withdrawing from the match; this would be something the Match Supervisor could handle from home. Commissioner Baldwin expressed setting a precedence. Jim stated Carl Overland is training and possibly could be brought up to speed; however, he is a volunteer so would not be paid. Jim has not had to do this, and you have to be approved to do this by Practice Quarter.  There is a level 1 match coming up on the 9th that Jim and Carl will take care of.  The match in September is a level 2 match and information has to be sent to the state in stages. 

The Commission made the decision to deny the request to work from home.

9:53 AM Jim and Julie left the meeting.

9:54 AM SUPANIK SEWAGE, Richard Menger, Sanitarian joined.

        Rich discussed the possibility of a failed wastewater system, south of Baker.  Rich was waiting until the rain subsided to test the water because there is a lot of horse manure in that area as well.  The horses have been feeding on the tall grass near the pit, so could be horse manure.  The house is approximately 100 yards from the pit.  Rich reported this to the DEQ; the sewage could be found to be Supanik’s or adjoining landowner’s sewage.  Unfortunately, there were no regulations when the drain field was placed in the 1970’s.  Rich will have to have a trench dug and there will be no upfront costs, which the County may have to pay for. Rich stated he will be testing within the next few days to find out if it is human sewage or manure; the adjoining landowner would like answers soon. The Sanitarian budget will pay upfront costs. 

          Rich stated the entire lake and facilities were heavily used again this past weekend.  Outside Maintenance is almost finished laying the sod and it looks very nice. 

10:07 AM Rich left the meeting.

10:08 AM ROAD/SHOP UPDATES/Bobby Wiedmer, Road Superintendent; Mitch Overn and Carl Overland, Mechanics joined

          ROAD UPDATES–Discussed the Judge’s decision on the recent road lawsuit. 

          Mailboxes-Bobby went to speak to the Postmaster about procedures.  Bobby will let the landowner know the County will not be moving the mailboxes. 

          Gazebo dirt work-The area is too soft and will not be able to get the work completed until after the 4th.

           SHOP UPDATES-They arealmost finished with the ambulance; should have it ready so they can try to start it this afternoon. The scraper is back together and ready for use.

          Trenching-The Commission stated they may need a backhoe to trench for a possible sewer issue.  They will need to do a one-call if a trench is needed; the Commission will let Bobby know if they need to proceed.

10:30 AM Richard Menger, Sanitarian joined.

          Sewage issue-Rich brought the test results from last year for the Commission to review.

10:31 AM Bobby, Mitch and Carl left the meeting.

          Test-Rich explained the test has to get there in 24 hours. Rich will try UPS first, if that is not received in time, he may need to drive it to Billings.

10:35 AM Shannon Hewson, Brosz Engineering joined

PROJECT UPDATES

           Waterfall-The sod has been laid in the area. Rich is still worried about the bank of gravel alongside the waterfall that continues to be pushed down into the water.  The Commission would like to wait to see how it goes this year before doing anything further. Discussed completion of the work and final pay application for the project so the grant can be closed out.

          Plevna Sewer-Discussed cleaning quote for the Town of Plevna sewer project. 

10:45 AM Rich left the meeting.

          Lakeview Drive Storm/Sewer Project-Discussed setting up a meeting with the Landowners and Commission. Would like 15-foot easement from the landowners. Materials RFQ was sent to various vendors.

          Box Culvert-The contractor started on the Bonnievale box culvert.  They found a gas line in the right of way after the one call was finished (active and new); MDU will move it if needed.  Shannon is going to go visit with an adjoining landowner regarding the Ismay box culvert. 

10:59 AM Karol Zachmann joined.

          FMC Parking lots-The parking lots are paved, and Shannon will close that project out. The south parking lot needs to be crack sealed and then chip sealed next year.

11:03 AM Tom Sparks, joined.

          Courthouse parking lots-Discussed maintenance for the courthouse parking lots.   

11:13 AM Shannon left the meeting.

AIRPORT HAY LEASE

          Discussed the previous hay lease was for 2 (two) months.  The Commission asked if Tom is interested in continuing the hay lease for the Airport.  Tom agreed he would hay it; the updated lease will run from June 1, 2022, through September 30, 2024 and will be prepared for Tom to sign.  

11:18 AM Tom left the meeting.

11:20 AM 4TH of JULY UPDATES/Karol Zachmann

          Updates-Friday events; youth fishing takes place by new waterfall, (will stay off new grass). Conservation and fishing license may be required for those older individuals. Saturday-5k run/walk, big yard games, bump and run, water balloon baseball and music. Sunday-brunch potluck, church, poker run, sand volleyball, cornhole, boat parade. Monday-golf tourney, sawdust coin hunt, sandcastle building contest (this will be monitored so no one hits the gumbo), sand volleyball, horseshoes, tug of war, airball drop, hot dog eating contest, Elvis tribute show and Fireworks.  They have sponsors for all of this; discussed opening a checking account. Commissioner Rost will contact the Outside Maintenance Supervisor about getting a 20-yard container from G & G.  May take the smaller containers to Iron Horse Park.  Karol will contact the Sheriff’s Office about the open container law.

11:28 AM Lisa Mitchell, EMS Program Manager joined.

          Lisa will contact someone affiliated with the bump and run; the Ambulance is required to be present.

11:35 AM Karol left the meeting.

11:36 AM EMS UPDATE

         Updates-Lisa wanted to let the Commission know she was 15 minutes late for work this morning. Lisa is revising the format for the transport policy; it is complete except for the medications portions. PCRs are done except one she needs to get an EMT to complete. 

         Grant from DPHHS-Lisa discussed a grant to start a para health program. This is a $50,000 grant for wages; she will notify Public Health about it.

11:41 AM Lisa left the meeting.

11:43 AM Commissioner Baldwin made the motion to recess. 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 MUSEUM BUDGET/Melissa Rost, Museum Curator; Kimberly Jensen, AP Clerk

          Museum budget-#210-Operating Supplies was decreased by $5,000; #230-Repair and Maintenance Supplies was decreased by $500; #340-Utilities was increased $4,000 due to increased utility costs; #370 travel was decreased by $1,000; #212 computers was added this year to replace to desktops and one laptop-$4,500.

The Commission discussed the intermittent hours and asked of they could be the same as last year or 688 hours rather than the requested 1000 hours.  Melissa explained the additional hours have been offset by the amount of expenses she has purchased using her Donation Fund; she would therefore like to keep the hours at 1000.  It is nice to have someone there to assist with various programs and when Melissa is gone; and to be open (for consistency).  Patrons get discouraged when you don’t keep consistent hours. The Commission was concerned the Donation Fund may not always allow for this offset of funding. Melissa stated people are very generous with donations. Melissa would like to be able to give the intermittent employee an answer on what hours will be budgeted.  The Commission would like time to discuss further.

          Museum Expendable Trust-This is the donation fund. No projected revenue listed; can be amended should any funding come in.

1:45 PM- Melissa and Kimberly left the meeting.

2:30 PM DISCUSSION /DECISION PLANNING INTERLOCAL AGREEMENT/Mary Grube, Planning Administrative Assistant; Kevin Dukart, Clerk-City of Baker; Steve Zachmann, Mayor-City of Baker

          Planning Agreement-Discussed the best step moving forward with the City and County. Commissioner Braun asked how many hours Mary works performing County duties; Mary was not sure.  Commissioner Rost stated the last time Mary met with them she felt the time was split 50/50.  The County has no zoning but does have Subdivision regulations; growth policy, airport affected area, workforce housing zoning (when TransCanada was in place); flood plains; the lower dam, etc.

           Mayor Zachmann stated what the City of Baker is currently paying is inequitable. Suggested the base be set at $5,000 and they could pay for any hours over $5,000.  This could be added to the current monthly lease billing the City receives from the County. 

          The Commission will have more discussion on the numbers.  The County is also going out for an RFP for a Planner and asked if the city would like to be a part of the process.  The city would like to be part of the process and would assist in paying for the RFP.

2:43 AM Kevin D. and Mayor Zachmann left the meeting.

2:44 PM PLANNING UPDATES/Mary Grube, Planning Administrative Assistant

          Flood Plain Regulations-Mary had a conversation with Forrest; the DNRC is okay with the flood plain regulations because it is what the engineer follows. FEMA is asking for a change pertaining to agriculture structures such as silos, barns, etc. regarding “no human habitation” unless it is approved by the Planning Board first and will include additional definitions.  It would be cheaper if we combine the City of Baker and the County. Plevna is part of the County so will be included through the County.

3:00 PM Mary left the meeting.

3:15 PM COUNCIL ON AGING BUDGET DISCUSSION/Carla Brown, Council on Aging Coordinator, Kimberly Jensen, AP Clerk

          Budget-Decreased #210 offices supplies by $1,000; increased #230 Repair and Maintenance Supplies due to the rising costs of fuel; #212 Computers was added in the amount of $2,400 to replace 2 computers; increased #311 Postage due to the increase in postage costs; #320-Printing & Duplicating was increased to cover increased cost of toners; Increased #340-Utilities due to increased costs; #360 Repair and Maintenance Services was cut from the budget as that is where the building maintenance was paid; #370 travel was increased due to the cost of fuel and mileage rate increases; #700 Grant Contributions-Was increased due to the increased cost of meals. Will check on the cost of copy machine quote.  If it is $5,200 per the quote she received or $4,800 per the quote other received, with the same model. The cost will depend on whether it is placed in #210 or #900. 

          Donation Fund-These are funds that were received several years ago and have not been spent as of this time.

          Senior Citizen building (Baker)-Discussed the County paying rent so Seniors can pay for their building maintenance and utilities. Carla felt the Seniors would like to turn the building over to the County. Discussed both Senior centers being treated the same.

3:45 PM Carla and Kimberly left the meeting.

4:00 PM COMMISSIONER WORK SESSION

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

Old Business

          Commissioner Braun made the motion to approve the June 24, 2022, Closed Session Minutes.  Commissioner Baldwin seconded the motion.  Commissioner Rost asked for any other discussion; being none.  3 Ayes. 0 Nays.  The motion carried unanimously

          Commissioner Braun made the motion to appoint Mark Jacobsen to the Library Board.  Commissioner Baldwin seconded the motion.  Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays.  The motion carried unanimously.

Remaining Work Session items

         Commissioner Braun made the motion to Adopt Resolution 1088 requesting FY22 distribution of Bridge and Road Safety and Accountability Program Funds.  Commissioner Baldwin seconded the motion.  Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

         Commissioner Braun made the motion to Adopt Resolution 1089 to set Per Diem and Travel rates for Fallon County Election Officials and Employees, per IRS guidelines, effective July 1, 2022.  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 Adopt Resolution 1090, setting FY23 Salary for Elected Officials, Undersheriff and Deputies. Commissioner Braun seconded the motion.  Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

          IT Cell phone-The decision is to keep the IT cell phone active until further notice.

          Commissioner Rost signed request for reimbursement #8 for the Baker Municipal Airport Project #3-30-0004-022-2021 in the amount of $489,860.79.

          Commissioner Baldwin made the motion to sign the County Superintendent of Schools agreement between Fallon County and Donald D. Schillinger for contracted services.  Commissioner Braun seconded the motion.  Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays.  The motion carried unanimously. The agreement will be placed of record in the Clerk and Recorder’s Office.

           Commissioner Braun made the motion to approve the same amount as last year for the Predatory Animal Memorandums of Understanding.  Commissioner Baldwin seconded the motion.  Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays.  The motion carried unanimously.  Both MOU’s will be sent to the State of Montana for their Signatures and placed of record in the Clerk and Recorder’s Office. 

          Commissioner Rost signed Fair entertainment contracts for the August, 2022 Fair. 

          Commissioner Braun made the motion to accept the Direct Electric Quote in the amount of $8,902.85 to install new pump panel for pump control, at the lagoon, for golf course irrigation system. Commissioner Baldwin seconded the motion.  Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

4:15 PM Commissioner Braun made the motion to recess for the evening. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. 0 Absent. The motion carried unanimously.

WEDNESDAY, JUNE 29, 2022

9:00 AM RECONVENE

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

ABSENT: Steve Baldwin, Member

Fallon County Courthouse

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

No one appeared for Public Comment.

9:02 AM Dale Butori, DES/911 Coordinator joined.

9:06 AM Trenton Harbaugh, Sheriff joined.

9:15 AM SHERIFF/CARE OF PRISONERS/SEARCH & RESCUE/CORONER BUDGET DISCUSSION/Kimberly Jensen, AP Clerk

          Sheriff budget-#229-other operating supplies was increased to compensate for body cams and tasers; #300-purchased services was increased because the correct credentialing is needed to be able to access and repair Sheriff Department hardware and software; #370-travel was increased due to the increased fuel prices; #900-new Cad system has to be paid for upfront and other Counties will be billed for reimbursement-Budgeted $260,000 which also includes one year of maintenance. After the first year of maintenance, it can be paid from 911 budget. Trenton needs new radios, and their current radios would be handed down to Detention Officers; Trenton feels he can get by for another year.  Vehicle upgrade will be placed in Fund #4300 Capital Projects.

           Coroner budget-#229-other operating supplies was increased to purchase supplies to set up a transport vehicle; #370-travel was increased due to fuel costs.

          Search & Rescue budget-#220-Operating supplies was decreased because a radio was found for the command vehicle this fiscal year; #300-Purchased services was decreased because the radio was installed this fiscal year; #900-Capital Outlay was zeroed out because no purchases will be necessary this year. 

          Care of Prisoners budget-#300-Purchased Services was increased to allow for increased printing costs; #301-Juvenile Placement was increased, overbudget in this account FY22 and there is no way of knowing how much it will be utilized; #360-Repair and Maintenance Services was slightly decreased but enough was left to allow for needed repairs.

          Drug Forfeiture budget-Remained the same with the potential to add a future canine unit.

10:12 AM Sheriff budget discussion complete.

10:15 AM Brenda Hoeger, Emergency Communications Supervisor joined.

10:15 AM DES/911 BUDGET DISCUSSION

          911-Budget-#210 office supplies was decreased; #220-Operating Supplies was increased to accommodate tower supply purchases; discussed the console upgrades-$900,000; discussed microwave upgrades-$80,000; this year the annual maintenance is built into Sheriff’s CAD budgeted item, after that the annual maintenance will come from 911 as it is a permissible expense ($17,000 approximately.). Dale discussed the Century Link cost will eventually be part of the State’s costs which will free up approximately $12,000. Dale is not sure when that will happen. Discussed the $100,000 that is transferred from 911 to the General Fund to assist with Dispatch wages.  Dale would like this funding to remain in the 911 budget due to the fact the grant funds are no longer available; costly upgrades; and losing funding due to a County moving to Custer County.  The decision was to transfer $34,000, which is Fallon County’s portion, and leave the remaining in the 911 budget. We will need to discuss shifting some of the costs to the other Counties, but it is too late to do that for the new Fiscal Year.

          DES budget-#340-Utilities was decreased slightly; #350-Professional Services was decreased by $60,000 due to the fact the PDM plan is complete. 

          LEPC budget-Would like to keep the budget at $1,500 for training purposes.

10:34 AM DES/911 budget discussion complete.

10:35AM DISPATCH BUDGET DISCUSSION

          Dispatch budget-#300 Purchased Services was increased slightly to accommodate increased costs.

Discussed budgeting the Dispatch portion of the CAD system or approximately $70,000 (this would be a capital outlay item); all other line items remained the same.

11:02 AM Trenton, Brenda and Dale left the meeting

11:15 AM Commissioner Braun made the motion to adjourn. 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