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Commission Minutes

Commission Minutes

MONDAY, FEBRUARY 7, 2022

9:30 AM CONVENE

PRESENT: Roy Rost, Chairman; Steve Baldwin, Kevin Braun, Members; Kelsey DuCharme, Recording Clerk

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

No one appeared for public comment.

Commissioner Baldwin made the motion to approve the minutes from January 31 – February 4, 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.

10:02 AM Bobby Wiedmer, Road Superintendent and Mitch Overn, Shop Mechanic joined the meeting.

Shop Updates- The Road Crew should be done with graveling the Anticline Road today and then will haul the scoria for the Landfill. Discussion on a landowner’s approach. If the weather stays nice, they plan to finish at the Ollie Road. The South Ismay Road needs finished up as well. The easement for Bart and Maralee Burdick’s Road was reviewed. Bobby sees no issues with the easement. All equipment is working properly.

10:16 AM Bobby and Mitch left the meeting.

Commissioner Braun made the motion to approve the Grant of Easement for Bart and Maralee Burdick. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3

Ayes. 0 Nays. The motion carried unanimously.

10:26 AM Tracey Goerndt, Member of the Public joined the meeting.

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

10:29 AM Shannon Hewson, Brosz Engineering joined the meeting.

10:31 AM Mary Grube, Administrative Assistant Planner joined the meeting.

2022 Bridge Replacement Project – Agreement and Notice of Award- Shannon has reviewed the bids from the 2022 Bridge Replacement Project. Diamond J Construction was the low bidder. He would recommend awarding Diamond J Construction with schedule 1 and 2 with alternate b with the cast in place.

Commissioner Braun made the motion to award the bid for the 2022 Bridge Replacement Project to Diamond J Construction for Schedule 1 – Base Bid with Alternate B and Schedule 2 – Base Bid with Alternate B in the amount of $1,327,261.28. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any

other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

Annual Maintenance Plan – Baker Lake Tributary- Shannon has completed the maintenance plan for the electrical, sewer lines and sprinklers, mowing and dredging of the Baker Lake Tributary. Minor bank stabilization is included. He has put a draft together of what would be included in the maintenance itself. The City Council has been in review of the document as well. If there is flooding in the spring, they can do work directly in the channel with the maintenance plan in place, as long as materials are being hauled off site. The plan works for both Fallon County and the City of Baker. Shannon plans to submit a joint application to go with the maintenance plan. Whoever is doing the work needs to notify Forrest Sanderson, Floodplain Administrator. Once the city and the county sign off, it can be submitted to the DEQ and the Army Corps.

10:49 AM Rich and Tracey left the meeting.

DNRC Letter of Support- The letter of support for the updated floodplain mapping to the DNRC is complete. The letter includes the Bonnievale Bridge, tributary drainage, North Baker drainage, and the structure on 6th Street. The Commission signed the letter of support.

10:55 AM Carla Brown, Council on Aging Coordinator joined the meeting.

11:03 AM Shannon and Mary left the meeting.

Council on Aging Updates- Carla is super pleased with the work of Marci Breitbach, new Program Assistant. Carla must submit the bus grant application for the Transportation Program by the 15th of March. They are not planning on needing a new vehicle this year. There is a different way to submit the application through the new software program. The lunchroom is now open at FMC. The cost of meals has been lowered due to extra COVID funding.

11:13 AM Carla left the meeting.

11:27 AM Kimberly Jensen, AP Clerk; Kathy Newell, Elections Clerk joined the meeting.

11:29 AM Kevin Dukart, City Clerk; Steve Zachmann, City Mayor joined the meeting.

City Cost Share Billing- Kimberly explained that she had predicted the MDU charges for December, as the bill had not been received at the time of the cost share update with the City of Baker. Instead of the predicted 4% increase, it was actually a 6.69% increase. MDU had a larger price increase than expected. The City will pay the county $1,751.27 for utilities, effective July 1st.

11:33 AM Kimberly and Kathy left the meeting.

11:38 AM Kevin and Steve left the meeting.

11:43 AM Julie Straub, HRM joined the meeting.

11:44 AM Trent Harbaugh, Sheriff joined the meeting.

Permission to Hire- Trent asked the Commission permission to hire Jacob Shell for the open Detention

Officer position.

Commissioner Baldwin made the motion to hire Jacob Schell for the Detention Officer in the Sheriff’s Office.

Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3

Ayes. 0 Nays. The motion carried unanimously.

11:46 AM Trent and Julie left the meeting.

11:55 AM Commissioner Braun made the motion to recess. Commissioner Baldwin 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; Kelsey DuCharme, Recording Clerk

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

1:27 PM Kim Bryan, Director of Public Health; Julie Straub, HRM; Carla Brown, Council on Aging Coordinator joined the meeting.

Home Health Aide Position- Kim explained that they would like to hire part-time for the Home Health Aide position. Closing on Friday’s is causing problems because if medication packages are delivered, nobody is there to put the medications into the refrigerator. This position is not being actively advertised at this time. The number

of clients Home Health usually sees throughout the fiscal year was reviewed. Kim believes that 24 hours would be a sufficient amount of time for an employee to see all clients. Discussion on what the position will be doing if the number of clients is down. The supervisor of the position was discussed, as Kim feels if it’s mostly homemaking, it shouldn’t be under Public Health. She explained that it should be called homemaker position as most of the job is housekeeping. The program is very important in the community and Carla would be willing to be the supervisor if need be. No decisions were made at this time. The meeting will continue Thursday.

2:00 PM Kim, Julie and Carla left the meeting.

2:00 PM Allen Barth, Christina Gaub, Chad Shepard, Members of the Baker Baseball Association; Robbie

Christiaens, Maintenance Supervisor joined the meeting.

Softball Field- The softball field is needing some dirt and to be leveled off, as there is a big hump in the outfield. They plan to use that field quite a bit this year, as many girls have shown an interest in softball. Robbie knows where the sprinkler system is and would be able to locate the heads. He will check into his budget and see what funds may be available to help with leveling. Softball sign-ups will be next week.

Hoop Barn- The Baker Baseball Association is struggling to get kids into the field in a timely manner due to weather. They are looking at putting up a small 30×50 hoop barn for some practices. They received a ballpark quote from Prairie Lumber for about $27,000. The association does have some available funds but would like to ask the county for assistance as well. Different possibilities were discussed, as this area could be used for other activities also. The Commission plans to look into their budget and see what they can come up with.

2:25 PM Allen, Robbie, Christina and Chad left the meeting.

2:26 PM Darcy Wassmann, County Attorney joined the meeting.

2:29 PM Ken Dockweiler, Bridger Pipeline joined the meeting via teleconference.

2:30 PM Tim Branson, Bridger Pipeline joined the meeting via teleconference.

Bridger Pipeline Discussion/Road Haul- The Bridger Pipeline is back underway. A road use agreement will need to be put together for the use of Fallon County’s roads. A draft has been sent to them some time ago; they would like to return it with a few minor changes. Ken explained that they would prefer to do a letter of credit as opposed to a bond. They plan to use Stahly Engineering, as the County has done in the past. The proposed agreement will be sent to the Commission and Darcy. They are planning to start in Baker and work north. The projected completion date is end of the calendar year, this year.

2:43 PM Tim and Ken hung up the phone, therefore leaving the meeting.

2:45 PM Darcy left the meeting.

COMMISSION WORK SESSION

The Commission reviewed, revenues received, reports, emails and other correspondence, board minutes and agendas. Permits to move a Conex box onto the County property by the Museum were filled out for the City of Baker, as well as an awning permit. Amendment #3 was signed for the Waterfall grant.

Commissioner Baldwin made the motion to adopt Resolution #1078 – Adopting 2021 Fallon County/City of Baker/Town of Plevna Subdivision Regulations. The regulations were approved last week. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

CLAIMS APPROVAL-

The Commission reviewed and approved claims from the end of the month January 2022 in the amount of

$334,096.27. They are filed in the Clerk and Recorder’s Office.

3:20 PM 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.

EVENING RECESS

TUESDAY, FEBRUARY 8, 2022

9:30 AM RECONVENE

PRESENT: Steve Baldwin, Kevin Braun, Members; Kelsey DuCharme, Recording Secretary

ABSENT: Roy Rost, Chairman

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

9:37 AM Derrick DeHaan, Maintenance Assistant joined the meeting.

9:40 AM Robbie Christiaens, Maintenance Supervisor joined the meeting.

Maintenance Updates- Robbie has been contacted by the USDA regarding setting up bug traps to conduct a study from their findings. It will be free to the county. The Commission sees no issues with this and agreed with

the pest detection. Robbie has checked his budget and there are no funds available to help pay for the hoop building for the baseball/softball fields. Nothing is budgeted in capital improvements for this fiscal year. There are enough funds to be able to help level the softball field. Discussion on possible areas for the building to be placed. The County Road Crew may be able to help level and fill in the field.

9:55 AM Robbie and Derrick left the meeting.

10:07 AM Shyla Hadley, Fairgrounds Manager joined the meeting.

Fair Updates- Dueling Pianos will be held at the Fairgrounds February 26th. Bogies BBQ will be catering the dinner. There has been $1,200 in ticket sales thus far. The fire suppression system room is still having issues with the alarm settings. Shyla has been in contact with Johnson Controls.

10:23 AM Shyla left the meeting.

10:45 AM Steve Zachmann, City Mayor joined the meeting.

City of Baker Updates- The culling of deer has been halted for the time being. All samples that have been tested have come back negative, except for the first initial positive sample. The next phase of the watermain project with the planned replacement of the water main from the wells north of town into the city, as well as a replacement of the valves just below the west tanks and drains. The replacement of valves at Center Ave and 4th Street were completed in January. The Public Works Department is still looking for a mechanic. The

SID 26 committee has been meeting regularly to discuss the scope of the work and the boundaries. They plan to

begin this work in the summer of 2023. They will be working on the preparation of the streets on the east side of the highway and west of Baker Lake in coordination with the County Road Department.

10:54 AM Kevin Dukart, City Clerk joined the meeting.

Discussion on the meter at the Gun Range. The monthly fee will be less now because it is not a 2-inch meter.

11:04 AM Steve and Kevin left the meeting.

11:30 AM Commissioner Braun 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 Rost). The motion carried.

NOON RECESS

1:15 PM RECONVENE

PRESENT: Steve Baldwin, Kevin Braun, Members; Kelsey DuCharme, Recording Secretary

ABSENT: Roy Rost, Chairman

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

1:26 PM Darcy Wassmann, County Attorney joined the meeting.

1:29 PM Adam Thompson, Interstate Engineering; Cindy Irgens, Recording Clerk; Brenda Wood, Clerk and

Recorder joined the meeting.

1:30 PM Roy Rost, Chairman joined the meeting via teleconference.

County Road Study- Adam explained that Interstate Engineering has done a multitude of different mapping projects. Fallon County is potentially interested in an asset management program, which would track documents and be kept on a GIS database. The database can be tailored to the county’s needs.  The program can include any items wanted, such as right-of-ways, abandonments, resolutions, etc. There are many companies that can do

this, depending on what the county would like as a final product. Before this can happen, the records will need to be researched from all the way back. The tracking back will be extra time consuming because Fallon County records are by grantor/grantee, and not tract indexing. Research is the main priority. Adam will compile a rough estimated cost and expected timeline of the research needing to be done in order to go out for a request for qualifications. To help with the estimation, Adam will complete one township to start with and pinpoint down exactly what is wanted. He will be on the lookout for grants that could help pay for the project as well.

2:17 PM Commissioner Rost hung up the phone, therefore leaving the meeting.

2:18 PM Adam, Cindy, Brenda and Darcy left the meeting.

2:27 PM Mary Grube, Administrative Assistant Planner joined the meeting.

Upper Dam- There has been some discrepancies regarding the O and M manual for the Baker Lake Upper Dam. The contract is with the NRCS. Discussion on whether the gate should be closed or open during the winter, which is in agreements with pipeline companies and MDU that have lines underneath the water.

Planning Updates- Mary is still working on the Growth Policy Request for Qualifications. Forrest Sanderson, KLJ Contract Planner, is doing the zoning for the City of Baker. The Growth Policy and zoning cannot be done at the same time. Mary would like to set up a meeting with the City of Baker to discuss their budget for Planning services and set their contract up similar to the Town of Plevna.

2:58 PM Mary left the meeting.

3:17 PM Derrick DeHaan, Maintenance Assistant joined the meeting.

3:20 PM Chad Sutter, SDI Architects joined the meeting.

PV1/FMC Project Punchlist- SDI is working to get the Parkview/FMC project closed out. The red line drawings have been given to Chad from TW Clark as of this morning. The architectural report is finished up; however, they are still waiting for the O & M manual and the mechanical and electrical manuals. Chad completed a walk-through of the project today. He sees no concerns at Parkview. Lien wavers should be expected to arrive with all the closeout paperwork. Discussion on the current issues with the boilers.

3:54 PM Chad and Derrick left the meeting.

4:00 PM Commissioner Braun made the motion to recess for the evening. 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.

EVENING RECESS

WEDNESDAY, FEBRUARY 9, 2022

9:30 AM RECONVENE

PRESENT: Roy Rost, Chairman; Steve Baldwin, Kevin Braun, Members; Kelsey DuCharme, Recording Secretary

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT –AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

9:47 AM Commissioner Braun made the motion to go into Executive Session. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

10:17 AM Commissioner Baldwin made the motion to come out of Executive Session. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

10:17 AM Vaughn Zenko, SMART Director; Melissa Higbee, Chamber Director joined the meeting.

SMART Updates- Melissa is the new Chamber Director and assistant for SMART. Vaughn reported that they are working on different grants for the old Insurance Store building. The Montana Main Street grant is being used for the phasing of the project through SDI Architects. They are working with the EPEDC for the Montana Historical Preservation grant to be able to fix the roof. The available funding for infrastructure for childcare has decreased exponentially through the legislature. They are hopeful that the block grants will change before the funds are distributed. The idea of a childcare co-op with local businesses until a larger facility could be built has been tossed around. A feasibility study for local businesses and business employees will be sent out.

10:25 AM Beth Epley, Alissa Miller, EPEDC joined the meeting.

The old Insurance Store would be a potential area for the childcare co-op. Other areas are being looked into as well. Bonding could potentially be an option for funding.

10:30 AM Vaughn and Melissa left the meeting.

EPEDC Updates- The Commission was given the 2021 Annual Report for Eastern Plains, which includes the Tourism Grant for the Façade Improvement Project, MDU grant for Heritage Fest, and the Growth Policy. They have applied for emergency TSEP funds for the City of Baker waterline break. They are also working on a food subscription box that will be available within the next month. The marketing materials are ready, and they plan to start advertising soon. Beth explained that they have applied for more ARPA funding for the city. A consultant will be in Baker in March for a resiliency study, which is part of the EDA requirement. Available grants were discussed, including a Fish, Wildlife and Parks grant and the Caviar grant. The job fair is coming up at the high school in March.

11:04 AM Beth and Alissa left the meeting.

11:05 AM Jim Leischner, Shane Bettenhausen, Shooting Range Attendants joined the meeting.

Rifle Range Updates- 4-H used the Rifle Range facilities last week and really enjoyed it. The Commission heard great things as well. A section match will be held in September and should generate many shooters. Some people may be interested in a fast draw club. The berms are working out very nicely. The heater quit working in the bathroom outside and the water is frozen. Direct Electric will come look into it. Jim and Shane would like to winterize the outdoor bathroom next winter.

11:15 AM Jim and Shane left the meeting.

11:26 AM Sara Berger, Weed Control Coordinator joined the meeting.

Weed Updates- The Weed Department shop now has heat and seems to be working well. The winter checklist was given to the Commission, highlighting remaining tasks for the next few months. The spray list was reviewed. Sara has been taking calls from landowners with request to join the list. The batteries were replaced in one of the trucks and replaced the fuel line in the other. All trucks should be ready to go for the spring. Tab Electronics does the radios for the Weed Department and are planning to come repair the ones that are not working. Spray Days is coming up next week in Ekalaka and Baker. Sara asked the Commission about ordering extra chemical while there is still some available. The Commission agreed. The Commission would like to set up a Weed Management Plan for Baker Lake.

11:42 AM Sara left the meeting.

11:48 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

1:00 PM RECONVENE

PRESENT: Roy Rost, Chairman; Steve Baldwin, Member; Kelsey DuCharme, Recording Secretary

ABSENT: Kevin Braun, Member

FALLON COUNTY COURTHOUSE

1:005:00 PM – THE COMMISSION ATTENDED REASONABLE SUSPICION TRAINING WITH THE SAFETY COMMITTEE AND DEPARTMENT HEADS

5:00 PM Commissioner Baldwin made the motion to recess for the evening. Commissioner Rost seconded the motion. Commissioner Rost asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent

(Commissioner Braun). The motion carried.

EVENING RECESS

THURSDAY, FEBRUARY 10, 2022

9:30 AM RECONVENE

PRESENT: Roy Rost, Chairman; Steve Baldwin, Member; Kelsey DuCharme, Recording Secretary

ABSENT: Kevin Braun, Member

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT –AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

9:40 AM Amanda Williams, Extension Agent joined the meeting.

Extension Updates- The Carter County Shooting Stars Invitational went very well. There was a great turnout of kids and Amanda heard excellent reviews. The Extension Office helped with FFA districts in Plevna this week. Spray days is coming up next week. The Fallon County 4-H Food Festival is February 24th, and the last day for the fruit sales will be February 25th. Mental health first aid training will be in Ekalaka tomorrow. The Extension Office will be teaching a leather workshop in Hobson in March. Amanda asked the Commission for a letter of support to the Director of Extension in regard to Extension Agent’s salaries. Many other counties are sending in letters in hopes to address the issue and halt the high turnover rate.

10:04 AM Amanda left the meeting.

10:04 AM Marjorie Losing, FMC CFO; David Espeland, FMC CEO joined the meeting.

FMC Updates- David brought Commission the previously signed resolution #12-14-09 – which gives FMC the authorization of sale for hospital property of lesser value. Culbertson hospital plans on taking the existing

portable x-ray machine, as FMC has a new one. The Commission agreed. Discussion of the struggles of getting doctors to come work in eastern Montana.

FMC Financials- December was a slower month for inpatient days, however there were 44 skilled days. Marjorie reviewed the financials for the month in depth with the Commission. Cost report updates were also given. The finalized budget will be complete in March after the FMC board meeting.

EMS Discussion- Marjorie asked the cost report preparers questions regarding FMC taking over EMS, and FMC would basically get paid based on the fee schedule, because they are not eligible to receive cost-based reimbursement. This would also require a full-time employee for billing purposes, as the State is changing rules in

2023 for the pre-authorization for billing. Discussion on the ambulance services and how the billing system functions.

11:07 AM Marjorie and David left the meeting.

11:08 AM Jeff Frank, Manager of Landfill Operations joined the meeting.

Landfill Updates- There is a good size pile of scoria at the Landfill now. The Commission asked that Jeff keep track of use at the Container Site and start looking at numbers, as the county may be interested in purchasing containers rather than going through a third-party. Discussion on the size of containers that may be of interest.

11:19 AM Jeff left the meeting.

11:28 AM Julie Straub, HRM; Carla Brown, Council on Aging Coordinator; Kim Bryan, Director of Public Health joined the meeting.

Continuation of Home Health Aide Position- The position for the Home Health Aide will now be changed

to Homemaker. Office space was discussed, as Public Health has more space available, but the supervisor of the position will be under Council on Aging. The avenues of communication will need to be kept open between both departments. If it were an intermittent employee, there are no benefits included. The position couldn’t be classified as intermittent, it would have to be part-time to schedule their hours. The Homemaker services could stay with the COA and the nursing and personal health services could be through Public Health. There is currently one personal care client. For the Homemaker, they would not have to do any charting, as they are not taking vitals. There is, however, information that must be recorded daily. The Commission decided that the position will start at 20 hours, with the potential of an increase in hours, based on needs. The position will be advertised until filled. Julie will work on updating the job description. Carla will be the supervisor and office space will be at the Senior Center. Discussion on the vehicle that will be used for the Homemaker position.

Commissioner Baldwin made the motion to go out to hire for a Homemaker position (used to be Home Health Aide). The position will start at 20 hours per week, with the potential of an increase in hours. The supervisor will be under the Council on Aging. Commissioner Rost seconded the motion. Commissioner Rost asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Braun). The motion carried.

12:02 PM Julie, Carla and Kim left the meeting.

12:03 PM Commissioner Baldwin made the motion to recess. Commissioner Rost seconded the motion. Commissioner Rost asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Braun). The motion carried.

NOON RECESS

1:00 PM RECONVENE

PRESENT: Roy Rost, Chairman; Steve Baldwin, Member; Kelsey DuCharme, Recording Secretary

ABSENT: Kevin Braun, Member

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT –AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

1:304:30 PM – Work Session for Property and Casualty Insurance Changes to Prepare for Renewal with Debbie

Wyrick, Deputy Clerk and Recorder.

4:30 PM Commissioner Baldwin made the motion to adjourn for the week. Commissioner Rost seconded the motion. Commissioner Rost asked for any other discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Braun). The motion carried.

ADJOURN

s/Roy Rost, Presiding Officer

ATTEST:

s/Brenda J. Wood, Clerk and Recorder s/Kelsey DuCharme, Recording Secretary