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Commission Minutes – July 25, 2022

Commission Minutes – July 25, 2022

          MONDAY, JULY 25, 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 JULY18-22, 2022.

Commissioner Baldwin made the motion to approve the minutes from July 18-22, 2022, as presented. Commissioner Braun 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 approve the Closed Session-HIPAA Commissioner Minutes for July 18, 2022, as presented.  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 ASBESTOS POLICY DISCUSSION/UPDATES-LANDFILL/Barry Damschen, Contract Landfill Consultant-via Conference Call

          Discussion on what steps would need to be taken to accept asbestos at the Coral Creek Landfill. Barry explained the operation and maintenance plan would need to be amended; then a decision as to where it should be located. Commissioner Braun asked if Barry felt this was something we should do or why aren’t we accepting it now. A former Landfill Manager met with prior Commissioner’s and stated he did not want to accept it any longer. Barry felt it was due to the paperwork involved, the County was not making any money and it was messy. There are two types of asbestos/friable and non-friable, which determines how the material would be handled. Friable asbestos has a more complex process than non-friable. Commissioner Baldwin asked if it was necessary for employees to have PPE when working with asbestos, (if so, the County would provide it). Barry stated yes and there are special rules that need to be followed but there is no special training to attend. Disposal fees vary from landfill to landfill but the average is $100 per ton.

9:45 AM Kimberly Jensen, AP Clerk and Clint Townsend, Contract IT joined. 

9:48 AM Rich Menger, Sanitarian was asked to join.

          The Commission asked how often this service has been asked about.  Rich stated he has only been approached once regarding a building in Wibaux. Barry explained it is a pain to track and if you are only doing this for one project, he recommends against it because they can dispose in Miles City.  Commissioner Braun asked what it would cost to have Barry get this set up for the county again.  Barry felt his fees would be approximately $1,000; the county would need to designate the area, build a road, and dig the trench. When accepting it in the past, the county was accepting it from all over and was making money.  The Commission will make a decision and let Barry know if they plan to proceed or not.

9:55 AM Barry hung up the phone, therefore leaving the meeting.

9:56 AM Rich left the meeting.

9:57 AM DISCUSS/DECISION ON EXTRA COSTS FOR WORK OVER AND ABOVE CONTRACT

          Discussed work that is outside of the scope of the contract Clint has with the County. The County ordered several computers for various Offices/Departments, to save costs, immediately before our former IT moved.  The Commission asked Clint how long he felt it would take to install a computer.  Clint felt it would take approximately 1 hour each and would charge his hourly rate over and above the contract.  There are some Offices/Departments that feel they need their computers right away and some that feel they can wait. The Commission made the decision to have Clint install all the computers.  The oldest of all the computers will be taken to the landfill. Discussed rotating out computers; Clint feels the solid-state computers would probably last 5 to 6 years; also discussed making sure the systems are cloud based. 

10:05 AM Kimberly and Clint left the meeting. 

10:05 AM ROAD/SHOP UPDATES/Mitch Overn and Carl Overland, Shop Mechanics

          Road Updates-Bobby Wiedmer, Road Superintendent is closing the bridge on the Bickle property, as per letter received from MT DOT. The DOT inspected the bridge and issued a notice stating bridge 08050 is to be closed immediately.  The Road Department is still spraying weeds on county roads. Employees from the Road Department helped the Golf Course Superintendent install the pump at the lagoon. The Road Department will also assist with the removal of the pump.  The Commission asked if the Road Department would also assist in the removal of the old pump house at the lagoon and complete necessary dirt work to avoid erosion.  Yes, and they will let Bobby know about the work requested by the Commission.  

          Shop Updates-They are looking for airbags for an ambulance.  The ambulance with an A/C issue passed the leak test; it will be checked again later.  They are working on tires and trailers today.  They will change the oil on the fire trucks at a later date. 

10:15 AM Mitch and Carl left the meeting.

10:20 AM Rich Menger, Sanitarian rejoined

          Discussed asbestos abatement and feels there will not be many projects left in Baker that have to deal with asbestos. Discussed the work involved regarding a local landowner’s possible failed drain field will be complete by a local contractor, rather than the county.  County funds will be used to dig the test holes; until the source is found, then it will revert to the landowner.  Discussed designing a new drain field for a local landowner.  Rich is working on closing out the grant paperwork for the waterfall. 

 10:28 AM Rich left the meeting.

10:40 AM PROJECT UPDATES/Shannon Hewson Brosz Engineering

          Bonnievale box culvert-They are forming walls today and will then get the roof formed. The rebar crew is coming back Wednesday-Thursday to get the roof set and Friday they plan to pour cement. They will remove scaffolding 5-10 days or at 80 percent strength. They will probably start backfilling August 8th.  The Contractor is working on the city water line project; when all the in-town work is complete, they will move to the Ismay Box Culvert. There will be some salvage; they will possibly use some borrow material from a city project.

          Ismay Box Culvert-The Landowner is satisfied with the placement of the box culvert. The Contractor will likely start this project mid to end of August.

          State bridge on Highway 7-Some discussion on this bridge and construction date; plan to bid in 2023 and construct in 2024. 

          Lakeview Drive storm sewer-Discussed tracing the sewer line on Meggers’ property.

10:53 AM Melissa Rost, Museum Curator joined.

          FMC Parking Lots-Shannon will get the as-builts to the Commission.

          Waterfall-Shannon brought the as-builts and will get the hard copy to the Commission.

          Lakeview Drive Storm Sewer Project-They have not received the permit for the storm sewer project.

          Bonnievale box culvert-The waterline repair was made but the line was not cased. Discussion on concerns of where the line was placed, with no casing, and what will happen when the next repair needs to be made. Discussed who will be responsible for the repairs will likely fall back on the county.  Discussed having the line moved and cased before the project is complete. 

11:07 AM DISCUSS/DECISION MUSEM/OLD JAIL-FOUNDATION/Terry Sukut, JGA via conference call

          Overview-The final drawings have been received from the structural engineer. Brought the budget and other information last week for the Commission to review; now the decision needs to be made whether they go to bid or not. The process would be to pick up, move the old jail, pour the foundation, and move the building back to its original location.  Commissioner Rost asked if this project may have been over-engineered.  Terry felt it may have been to a degree but when moving a million-pound building………..Alternatives from the previous meeting were discussed and there are concerns with the alternatives as well.  Terry feels the best answer is to go to bid and see if there are other grant funds available for this project.  Melissa has spoken to an individual that feels there could be more funding available and asked the Commission to keep in mind there is a cost to removing and replacing the building as well. Commissioner Braun asked Terry if we were to go out to bid, how much less did he feel the bid may be.  Terry stated possibly $100,000 to $150,000 less but would still need contingency built into the budget.  Terry further explained the structural engineer also built in extra to shore up the building. Discussed the current funding they do have may go away if it is not out for contract; they may be able to get an extension on the current grant funds if we go out to bid. 

Commissioner Baldwin discussed the building being on the registry and possible further damage to stucco, etc.  Terry stated there is money in the budget for drainage around the perimeter that may not be needed. Those funds could then go toward other items that may come up.  

11:26 AM Lisa Mitchell, EMS Program Manager joined.

Commissioner Baldwin made the motion to go out to bid for the Museum/Old Jail Foundation Project, with no guarantee of proceeding with the project. Commissioner Braun seconded the motion.  Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously. 

          Terry will get the bid ad to Brenda for advertising. 

11:30 AM Terry hung up the phone, therefore leaving the meeting.

11:30 AM EMS UPDATES

          Lisa stated they have had 15 calls this month of those, 7 were stand-by or refusals. Commission asked about the fire department being called to drive; Lisa explained it is people doing life. Discussed recruiting and where we are at in that process.  Lisa has been in contact with other Ambulance Departments to see how they handle recruitments, and they just advertise themselves. Lisa said the Commission wanted her to go through HR; do they still want her to go through HR.  The Commission would like the process to be completed through HR.  Commission stated whether there are books or not, run the ad for a month to find out if there is any interest.  Lisa stated they start out that way, come to a meeting to find out what it is all about; you lose several and the rest come back but don’t complete the process. Commissioner Braun stated we need to find out how to keep them.  Discussed the Transport Policy-The Commission would like to review what Lisa has completed so far so the policy can be reviewed and possibly approved next week.

11:48 AM Lisa left the meeting. 

11:50 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

1:30M COMMISSIONER WORK SESSION

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

Old Business

        Discussed extra costs to update the computer and software for the irrigation system.  The cost will be approximately $15,000; Commission agreed to increase the line-item budget for the Golf Course.

Fairgrounds Equipment Operation Permissions

          Commissioner Braun made the motion to approve operation of the Fairgrounds tractor/skid steer at the Fairgrounds for those on the submitted list; any additional names will need pre-approval by the Commission. 

Commissioner Baldwin seconded the motion.  Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously. 

Permission to order Clerk & Recorder Copy Machine

          Commissioner Baldwin made the motion to grant permission for the Clerk and Recorder to order a new copier, as budgeted.  Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none.  3 Ayes. 0 Nays. The motion carried unanimously.

Permission for Fairgrounds to extend the crows nest at the rodeo arena. 

          The Commission approved proceeding with the Fairgrounds crow’s nest extension in the amount of $13,000, as budgeted. 

Lakeview Drive Storm Drain Project-Sign Easements

          The Commission signed the Lakeview Drive Storm Drain Project easements from the City of Baker and Roger and Darin Meggers. The easements will be placed of record in the Clerk and Recorder’s office. 

Sign Amendment #4 for EBMS Administrative Fee Services Agreement

           Commissioner Braun made the motion to sign amendment #4 for the EBMS Administrative Fee Services Agreement. Commissioner Baldwin seconded the motion.  Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously. 

Increase budget due to Juvenile Probation invoicing

          Commission discussed a bill submitted for payment for Juvenile Detention Services, which should have been billed in FY22 in the amount of $27,000 and how it will affect the Sheriff FY23 budget.  The Commission agreed to increase the juvenile detention line item in the Sheriff’s budget by $30,000.

          The Commission reviewed trap shoot thrower quotes received.  No decision made at this time. 

          Commissioner Baldwin made the motion to approve the request for reimbursement #10 for the Airport Project AIP-022 in the amount of $4,326.64. Commissioner Braun seconded the motion.  Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously. 

2:00 PM Debbie Wyrick, Deputy Clerk and Recorder joined.

2:02 PM Amanda Williams, Extension Agent joined.

EXTENSION PICKUP ESTIMATE

          A quote was received from both body shops to repair the damage received to the Extension Department’s pickup.  The Commission can turn this into the individual’s insurance, or the individual can pay the body shop directly.  Commission decided to have a new bumper placed; have the dent popped out and if the tailgate needs to be adjusted, have that completed as well and the individual can pay the body shop directly.  Both quotes received were for the same amount so the Commission said to take it to the body shop that can get it taken care of first.

2:15 PM Debbie Wyrick left the meeting.

          Soil samples-Commissioner Rost asked if Extension had a soil probe they send out for use by individuals.  Amanda stated they do have one.  The Commission would like to test soils at the Golf Course.  Discussed the different soil sample packages available and how to package and label the samples.  The samples are then sent off to Midwest Laboratories. 

2:25 PM Amanda left the meeting. 

2:45 PM Commissioner Braun made the motion to adjourn. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. 0 Absent. The motion carried unanimously.

                ADJOURN

                                                                                                                           s/Roy Rost, Presiding Officer

ATTEST:                                                                                         

s/Brenda J. Wood, Clerk and Recorder