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Commission Minutes

Commission Minutes

MONDAY, APRIL 26, 2021

9:30 AM CONVENE

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

FALLON COUNTY COURTHOUSE

9:30 AM 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 April 19-23, 2021, as presented. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3

Ayes. 0 Nays. The motion carried unanimously.

9:54 AM Bobby Wiedmer, Road Superintendent joined the meeting.

Motor Grader Request for Bids—Bobby brought in the bid specs for the motor graders at the Road Department. The specs do include language about the equipment being late, to help protect the County. It is almost identical to the last bid, with only a few minor changes.

Commissioner Baldwin made the motion to go out for bids for two of the Road Department Motor Graders. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3

Ayes. 0 Nays. The motion carried unanimously.

Road Dept Updates- Discussion on one of the County roads and blading. Local residents use the road; however, one landowner is unhappy with the County blading it. The Commission would like the Road Crew to continue to blade the road. There is one area that has not been bladed in a few years due to a landowner not wanting it bladed in the past. The other landowners in the area are asking for it to now be bladed. Bobby is concerned that with the lack of maintenance in the previous years, it will create a large mess.  The Commission believe that the road should be bladed. Discussion on the purchasing of gravel, as the Road Department is almost in need. It will be budgeted for in the next fiscal year.

10:32 AM Bobby left the meeting.

10:41 AM Shannon Hewson, Brosz Engineering; Bobby Wiedmer, Road Superintendent joined the meeting.

MOU Regarding the Resolution of the Adverse Effects of the Cottonwood Creek Bridge Replacement and Demolition Project- Shannon received the Memorandum of Understanding from the Corps of Engineers for the Ismay Bridge. The last MOU for the Plevna Road South Bridge had more requirements needed than this bridge does. Shannon has a formal request into Ethnoscience to see what the cost will be to move forward. The Commission will wait to move forward until they get an estimate on the pricing. Shannon reviewed the proposed plans with the Commission. They will need to meet with the surrounding landowners as well. Discussion on the plans for roads and culverts while awaiting the approval on the bridge. Shannon will put together a list of the biggest priority culverts and bring it to the Commission.

County Gravel- Bobby would like to add the harder gravel into the gravel specs that the County uses.

Discussion on the gravel currently used.

11:07 AM Kimberly Jensen, AP Clerk joined the meeting.

11:15 AM Shannon and Bobby left the meeting.

SPECIAL CLAIMS RUN

The Commission reviewed and approved a claim for the Special Claims Run in the amount of $43,270.00. It is

filed in the Clerk and Recorder’s Office.

Fleet Traverse Tire Discussion- Both County Traverses are year 2017. It is in this fiscal year budget to purchase new tires for the vehicles. After further discussion with Bobby Wiedmer, Road Superintendent, the Commission made the decision to wait to purchase the new tires in the next fiscal year, as the treads are still in good shape.

11:25 AM Kimberly left the meeting.

11:26 AM Steve Zachmann, City Mayor; Kevin Dukart, City Clerk joined the meeting.

City of Baker Clean-Up Days Discussion- The City would like to combine the Baker Clean-Up Days with the County Container Site, as previously discussed last week. There are concerns about the tree branch collections, restricted items, large appliances, etc. The City would be willing to help both financially and with the extra staffing. The Clean-Up Days will run from May 8th-16th. During the weekdays, the County Container Site will be open from 12 PM – 8 PM. The weekends will be open from 10 AM – 6 PM. The City will plan to pay for the salaries of employees of anything above their normal hours, as well as the extra cost of the bills from G & G Garbage. Arrangements will need to be made with G & G Garbage as well.  The bill will be sent to the County and then the County will bill the City.

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

11:45 AM Steve and Kevin left the meeting.

Permission to Recruit Golf Course Superintendent- Julie would like to ask permission to start recruitment for a Golf Course Superintendent.

Commissioner Baldwin made the motion to start recruitment for a Golf Course Superintendent. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

The current job description for the Golf Course Superintendent was reviewed. Required education and experience will stay the same as previously asked for. The requirements remain consistent with other Golf Superintendents in the area. The position will be expected to help with the Maintenance Department in the winter months. No CDL will be required. The wage was changed to begin at $23.50, second step at $24.50, and third step at $25.50. The hours will typically be 7 AM – 4 PM but is subject to change due to weather conditions and tournaments. It is a full-time 40 hour per week position. The position will be advertised until May 14th.

12:02 PM Julie left the meeting.

12:03 PM Commissioner Braun made the motion to take a noon 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 Secretary

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT –AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

1:17 PM Johnnalee Waldron, Laticia Turner, Insurance Provider joined the meeting.

1:26 PM Debbie Wyrick, Deputy Clerk and Recorder joined the meeting.

Globe Life Family Heritage Division Insurance- Family Heritage is a division of Globe Life. The background stories of each Johnnalee and Laticia was reviewed, as well as other public sectors that are served by Globe Life. It is no cost to the business, it is on an as-needed basis for employees if they so choose to do so. The different plans include the cancer plan, heart attack and stroke, ICU and Accident/Injury. The premiums are based off age

and pre-existing conditions. They would like a chance to share the opportunity with the employees, depending on

Commission approval. The Commission would like to discuss further and meet with the Health Insurance

Committee before making a decision.

1:54 PM Debbie, Johnnalee and Laticia left the meeting.

1:55 PM Bruce Moore, Member of the Public joined the meeting.

2:00 PM Darcy Wassmann, County Attorney joined the meeting.

Petition to Abandon a County Road – Lee and Linda Moore- The County has received a petition to abandon a County road from Lee and Linda Moore. The description reads as follows:

The petitioners own certain real property located in Township 7 North, Range 59 East, M.P.M. in Fallon County

and hereby petition the County Commission to abandon a portion of that certain road commonly known and denominated as Maple Lane, the course of which is more particularly described as:

Tract 1- A strip of land sixty (60) feet wide, situated between Lot 7, in Block 1 of the Herbst Industrial Subdivision

to the north and Lot 8 in Block 2 of the Herbst Industrial Subdivision to the south, and running a distance of

351.68 feet more or less, to the centerline of that unbuilt road platted as Avenue “B” of the Herbst Industrial

Subdivision.

Tract 2 – A strip of land sixty (60) feet wide, beginning at the eastern end of Tract 1 on the centerline of that unbuilt road platted as Avenue “B” of the Herbst Industrial Subdivision, and running east a distance of 390.78 feet, more or less, and bounded by Lot 24, in Block 3 of the Herbst Industrial Subdivision to the north and Lot 25, in Block 4, of the Herbst Industrial Subdivision to the south, and ending at the western edge of the W1/2NE1/4 of Section 12, Township 7 North, Range 59 East, M.P.M. The Commission received this petition today, April 26th,

2021. Darcy will review the petition and get the process of abandoning the county road going.

Commissioner Braun will further the investigation and speak with the surrounding landowners of the property to discuss any damages before they can move forward. The Notice of Intent to close a County Road will take place on May 3rd, and the public hearing will be May 17th.

2:32 PM Bruce and Darcy left the meeting.

2:37 PM – Craig Canfield, KLJ Engineer; Roger Meggers, Airport Manager joined the meeting via teleconference.

Construction of the New Aviation Fueling System for the Airport- After reviewing the bids for the Aviation Fueling System for the Airport, no big discrepancies were found. Craig requested the sub-contractor quotes from Young Gun Construction, and it appears that the requirements do not meet the specifications asked in the bid. The differences in the systems asked for and what was bid entailed was reviewed. The system would still be a good system, but it would not be what was asked in the bid. O’Day Construction explained that they bid the project the way that they did because items were more expensive than what was actually estimated. The differences in the bids were reviewed, as O’Day Construction was about $400,000 higher. With all items that were not included in the Young Gun Construction bid, Craig does not believe that it would equal $400,000.00. Craig recommends that they ask Young Guns to confirm their bid and ask if they can meet the specifications of the bid the way it is written. They will then discuss with their subcontractors whether they can meet the specifications in order to move forward.

2:55 PM Dale Butori, DES/911 Coordinator joined the meeting.

Craig recommends the Commission to award the base bid schedule 1 and additive bid schedule 1. The total amount of that award would be $502,690.00. FAA grant funds will cover over 90% of the project.

2:59 PM Mary Grube, Planning Administrative Assistant joined the meeting.

Commissioner Baldwin made the motion to award the bid to Young Gun Construction for the Aviation Fueling System at the Airport, with the condition that the specs can still be met on the fuel system as written in the bid in the amount of $502,690.00. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

3:01 PM Craig and Roger hung up the phone, therefore leaving the meeting. COMMISSION WORK SESSION

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

agendas.

Commissioner Baldwin made the motion to accept the quote from Direct Electric in the amount of $3,373.11 for the Museum lighting to be upgraded. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

Request for Proposals – Pre-Disaster Mitigation Opening- Three Request for Proposals were received for the Pre-Disaster Mitigation Plan. The proposals came from Great West Engineering, Integrated Solutions Consulting, and KLJ Engineering. Dale and the Commission will review and score the proposals before a decision of award will be made.

3:19 PM Dale and Mary left the meeting.

3:54 PM Sara Berger, Weed Control Coordinator; Randy Wolenetz, Steve Gonsioroski, Dale Butori, Weed Board

Members joined the meeting.

3:59 PM Julie Straub, HRM joined the meeting.

Re-Visit Hours of Weed Control Coordinator- When Sara was hired for the Weed Control Coordinator, her schedule was set at 30 hours per week during the winter and 40 hours during the summer. The hours were to be reviewed again after a year of employment. In her year of employment, she has shown the Weed Board members that the extra hours would be beneficial to the County and more would be able to be accomplished. The Weed Board would like Sara’s position to be set at 40 hours per week year-round. Sara plans to work more towards grants, education, trainings, billing, color-coded maps, etc. The Commission agreed and would like the Weed Coordinator position to be set at 40 hours per week, year-round.

Commissioner Baldwin made the motion to change the hours of the Weed Control Coordinator to be 40 hours a week year-round. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

4:04 PM Julie left the meeting.

Review/Decision Regarding Weed Department UTV Quotes-The 2021 UTV Bids have been received from both RDO and Gooseneck Implement. For the price on the 2021 815E from RDO, the cost was $12,971.70. From Gooseneck, the cost was $16,652.39. The trade-in value on the 2018 835M from RDO was $8,000, and from Gooseneck it was $9,752.39. The equipment from RDO will be available in June/July of 2021, and Gooseneck will be available in the 2021/2022 fall/winter months. The Commission would like to purchase the Diesel 2021 John Deere Gator HPX815E. The cost will be would a total amount of $4,971.70 after trade-in. This is in the fiscal year

2020-2021 budget.

Commissioner Braun made the motion to accept the bid from RDO for the price of the 2021 815E John Deere Gator in the amount of $12,971.70. The trade-in value is $8,000.00, making the total cost of the bid $4,971.70. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3

Ayes. 0 Nays. The motion carried unanimously.

Chemical Order- The Weed Department is ordering chemical for the Road Department. Sara reviewed the bids from both Helena Chemical and Nutrien Chemical for dicamba, glyphosate and surfactant. The total price for all three chemicals would be $43,998.40. There is money in the 2020-2021 fiscal year budget.

Commissioner Braun made the motion to allow the Weed Department to purchase chemical for the Road Department from both Helena Chemical and Nutrien Chemical in the amount of $43,998.40, which is in the Fiscal Year 2020-2021 budget. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

4:18 PM Sara, Dale, Steve and Randy left the meeting.

4:27 PM Julie Straub, HRM joined the meeting.

4:31 PM Shyla Hadley, Fairgrounds Manager joined the meeting.

Graphic Design Duties and Pay- Shyla had met with the Commission previously regarding graphic design projects for entities that are not considered a County entity, such as the EPEDC. The Commission had given their approval. Shyla asked Julie if this would need to be added into her job description and the additional compensation that could be considered for the design work. After further discussion, the Commission is not interested at this time in charging community entities for design services. It will not be added into the job description because it would not be essential or predominate work to the Fairgrounds Manager. The Commission does not feel that adding additional compensation would be necessary at this time, however Shyla is able to continue to do graphic design work for community entities such as the EPEDC and the SMART Office, as well as the County.

4:57 PM Shyla and Julie left the meeting.

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

MEETING ADJOURNED

Manager of Landfill Operations interviews were held on Wednesday, April 28th and Friday, April 30th.

s/Roy Rost, Presiding Officer

s/Kelsey DuCharme, Recording Clerk

ATTEST:

s/Brenda J. Wood, Clerk and Recorder