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Commission Minutes

Commission Minutes

MONDAY, MAY 24, 2021

9:00 AM CONVENE

PRESENT: Roy Rost, Chairman; Kevin Braun, Member; Kelsey DuCharme, Recording Secretary

ABSENT: Steve Baldwin, Member

FALLON COUNTY COURTHOUSE

9:00 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.

9:15 AM Bobby Wiedmer, Road Superintendent; Mitch Overn, Mechanic joined the meeting.

Award Motor Grader Bid- Bobby explained that both the bids for the Motor Graders were very close in price. The bid for Tractor and Equipment is 30 days past Fallon County’s expected delivery date. The Commission would like to award the bid to RDO Equipment in the amount $139,660.00 for each Motor Grader.

Commissioner Braun made the motion to award the bid for the Motor Graders to RDO Equipment in the amount of $139,660.00 each; it will be budgeted for in the 2021-2022 budget. 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.

Road Updates- The chip buckets for the cart path at the Golf Course have been ordered. The Road Crew is currently working on the oiler from the City. All the blades are out on the roads today.

9:35 AM Bobby and Mitch left the meeting.

The Commission attended funeral services for William Randash, previous Fallon County Commissioner. COMMISSION WORK SESSION

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

agendas. They reviewed the Haul Route Agreement with Denbury and will wait to sign until we hear back from

Denbury.

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

NOON RECESS

1:15 PM RECONVENE

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

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT –AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

1:29 PM Shane Bettenhausen, Shooting Match Supervisor joined the meeting.

Voice Activated Trap Release System- The Gun Range Board Members would like to purchase a voice- activated trap release system. The Commission would like to wait to purchase until it can be put into the budget for the next fiscal year.

Storage Building for Gun Range- There is a storage building at the Road Department that is not being used. It used to be the at the Airport used as the old Mid-Rivers Communication Center. The Gun Range would like to use it as storage for targets. The Commission agreed. Shane will contact Bobby Wiedmer, Road Superintendent.

1:33 PM Jim Leischner, Shooting Range Manager joined the meeting.

Picnic Tables and Benches- Jim asked if there were any old picnic tables or benches from the Fairgrounds that would be able to be used for seating at the Gun Range. The Commission will ask Shyla Hadley, Fairgrounds Manager, to see if there are any extras.

1:38 PM Jim and Shane left the meeting.

Commissioner Baldwin made the motion to approve the minutes from May 10-14, 2021, as presented. Commissioner Rost seconded the motion. Commissioner Rost asked for any other discussion; being none. 2

Ayes. 0 Nays. 1 Abstain (Commissioner Braun due to absence). The motion carried.

1:47 PM Shannon Hewson, Brosz Engineering joined the meeting via teleconference.

Award Cottonwood Creek Bridge Level II HAER Request for Quote- Requests for quotes were sent out for the Level II HAER Documentation, but the only quote received was from Ethnoscience. The project cannot continue without the documentation. The Commission accepted the quote from Ethnoscience for the Level II HAER for the Cottonwood Creek Bridge in the amount of $10,511.58.

Commissioner Baldwin made the motion to accept the quote from Ethnoscience for the Level II HAER for the Cottonwood Creek Bridge in the amount of $10,511.58. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

2:02 PM Shannon hung up the phone, therefore leaving the meeting.

Commissioner Braun made the motion to approve the minutes from May 17-21, 2021, as presented. Commissioner Baldwin seconded the motion.  Commissioner Rost asked for any other discussion; being none.

3 Ayes. 0 Nays. The motion carried unanimously.

Discuss Parkview 1 & 2 Rental Agreements/Analyze Rent for Increase- The Commission discussed the Parkview 1 and 2 rental agreements and the cost of these rentals. The two-bedroom apartments in Parkview 1 will be the same price at the two-bedroom apartments in Parkview 2. After the first year, they will increase to 79 cents per square foot. The other rooms that are vacant will immediately increase to the 79 cents per square

foot. There are no vacant apartments in Parkview 2. The increase of cost to rent will be reviewed when the

contracts are due to be renewed.

Commissioner Baldwin made the motion to accept the new Parkview 1 and Parkview 2 rental rate increases. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3

Ayes. 0 Nays. The motion carried unanimously.

2:43 PM Melissa Rost, Museum Curator joined the meeting.

2:45 PM Julie Straub, HRM; Shyla Hadley, Fairgrounds Manager joined the meeting.

2:48 PM Steve Zachmann, City Mayor joined the meeting.

Permission to Hire Additional Seasonal Fairgrounds Employee- Shyla would like permission to hire

another seasonal Crew Hand for the Fairgrounds. Two of the seasonal employees will be leaving for school in the middle of Fair. There are currently three seasonal Crew Hands. It will need to advertise for 10 calendar days. It is covered in the budget as well.

Commissioner Braun made the motion to allow the Fairgrounds to hire another Seasonal Crew Hand. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none.

3 Ayes. 0 Nays. The motion carried unanimously.

2:52 PM Shyla left the meeting.

Request to Increase Museum Curator Hours to 40 Hours per Week Year-Round- Commissioner Rost abstained from the conversation. Melissa asked the Commission to increase her hours to 40 hours per week year-round. Julie explained that she has continually seen great production from Melissa, as she is working incessantly to building programs to maintain interest in the Museum. Julie believes it would be in the community’s best interest for her to work 40 hours per week year-round. Melissa gave the Commission the

written proposal and explanation of the increase in hours. Commissioner Baldwin would like to wait to make a decision until the Museum grants are received and would prefer to wait to have this discussion at budget time. Commissioner Braun would like to know the exact expected cost of the increase in hours. The Commission will discuss further during the Museum’s budget meeting coming up in June.

3:04 PM Julie and Melissa left the meeting.

3:05 PM Brenda Wood, Clerk and Recorder joined the meeting.

Watermain Project & Loan- Steve gave the Commission an updated spreadsheet of the Water Replacement Project. The City has spent money from the TSEP grant, but nothing from the DLA grant yet. There are costs unrelated out of the grant that will need to be funded out of the County funds. The pay-application will be ready the first part of June. The City plans to pay in July; however, they are unsure which budget year that

will fall into. The project is still estimating completion the first week of July.

City Interlocal Agreement – Maintenance of Sewer Line- The Commission had questions about the alleyway for the utility easement to get into the manholes between Brock Collins and Tronstad’s – utility easement to get to the manholes. The County has no use for the alleyway and would like it to be part of this agreement that it is not theirs. Steve explained that the City standpoint is that it is outside the City limits and there is no easement for them to access the alley. The County can have the easement, but they do not want to take care of the maintenance. The alley has been re-surfaced with gravel. Steve is concerned that they do not have standing to take on an alleyway outside of the City limits. The agreement deals with maintaining the flow of the sewer line. The City does not want to maintain an alleyway for purposes other than maintaining the sewer. Because the City will get the revenue and will maintain the manholes, the Commission understood that once it was resurfaced, the City would then take over the alleyway. Commissioner Braun feels the alley is an

exception because the only reason it is there is to get to the three manholes. Steve will speak with Kevin Dukart, City Mayor, and Rich Batterman, City Attorney, before moving forward.

3:26 PM Steve and Brenda left the meeting.

Commissioner Baldwin made the motion that due to Pursuant to Section 7-34-2204(2)(b)MCA, the Clerk is directed to immediately cause to be published the attached Notice in the Fallon County Times once a week for

5 weeks – Resolution County Resolution #2021-1063 – Resolution of Fallon County’s Intent to Lease County Buildings for Health Care Facility. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

3:41 PM Eddie Coulter, Fair Board Member joined the meeting.

3:45 PM Shyla Hadley, Fairgrounds Manager joined the meeting.

Fairgrounds Purchases- Shyla and Eddie explained that the Fair Board would like to replace the roping chute on the arena side and move the current one to the barn. It is in the Fiscal Year 2020-2021 budget. The one getting replaced is located in the southeast corner of the arena used for timed events. They also asked about a stage repair for $300 from Frank’s Arcs n’ Sparks, as well as replacing the alleyway on the east side of the Fairgrounds in the Rough Stock Pasture.

Commissioner Baldwin made the motion to allow the Fairgrounds to purchase the roping chute for $3,000.00 from Runnings and the alleyway on the east side of the Fairgrounds for the Rough Stock Pasture for $3,300.00, as well as stage repair for $300 from Frank’s Arcs n’ Sparks. All items are in the budget for FY 2020-2021. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3

Ayes. 0 Nays. The motion carried unanimously.

3:55 PM Shyla and Eddie left the meeting.

3:58 PM Julie Straub, HRM joined the meeting.

Approve Policy 1.19 Revision – Separation from Employment- Julie met with the Commission a few weeks ago and presented the proposed policy revision for Policy 1.19. It states that employees who are terminated from employment will receive their final payment of wages on the next scheduled pay day in accordance with the County’s established compensation schedule or within fifteen (15) days from the separation, whichever comes first. No comment has been received back from any employees. If the Commission approves, a memo will be sent to all current employees.

Commissioner Baldwin made the motion to approve the revision to Policy 1.19 – Separation from Employment. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

4:05 PM Julie left the meeting.

4:15 PM Brenda Wood, Clerk & Recorder; Kimberly Jensen, AP Clerk joined the meeting.

Fire Suppression Systems – Bid Solicitation- Jason Rittal, MACo, has compiled a bid solicitation for the Courthouse/County Fire Suppression Systems/Ansul/Fire Extinguisher Servicing/Inspection. It is unknown if FMC’s systems will need to be added into the specs as well. The bid specs were reviewed in depth.

4:28 PM Brenda and Kimberly left the meeting.

4:28 AM Mark Sieler, Troy Hess, Doug Bruha, Hugo Bumgardner, Kendall Sieler, Bryan Batchelor, Nick Viola, Clint Dietz, Adam Pinkey, Matt Plaisted, Doug Wildish, Rick Wiman, Road Department Employees joined the meeting.

4:29 PM Julie Straub, HRM joined the meeting.

4:30 PM Mitch Overn, Shop Mechanic; Bobby Wiedmer, Road Superintendent joined the meeting.

Road Department Overtime Discussion- Commissioner Rost had previously asked Bobby about instead of the Road Department staying at 50 hours per week, what it would look like to change to 40 hours per week and increase the pay to accommodate the lack of overtime. The Road Crew employees are concerned that they will not receive the same amount of pay due to the 10 hours of overtime they are currently guaranteed each week. Commissioner Rost explained that the County does not currently hold a competitive wage for Road Crew employees within the surrounding areas and is discussing the possibility of increasing these wages to compensate. Commissioner Rost had just wanted to start the conversation and make sure it is fair to all employees. The Commission has not yet discussed a raise or increase at this point. By making the switch, it would save costs on gravel, time on the trucks, fuel, etc. The employees would also be able to save up their vacation and sick leaves. The Road Crew is in agreeance that four ten-hour days would be great, however they do not want to see a pay cut. The Road Department budget would not need to change for salaries, because it is already in the budget for each employee to use overtime each week.

4:53 PM Bobby, Mark, Troy, Doug, Hugo, Kendall, Bryan, Nick, Clint, Adam, Matt, Doug, Rick, Julie, and Mitch 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.

5:00PM                                     EVENING RECESS

WEDNESDAY, MAY 26, 2021

1:00 PM RECONVENE

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

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT –AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

1:15PM       Julie Straub, HRM; Debbie Wyrick, Deputy Clerk and Recorder joined.

FY22 WAGE DISCUSSION/DECISIONS-Stipend – The Salary Schedule is the top of the budget chain and these decisions need to be made first.  The group discussed a possible stipend. Discussed which employees the stipend would affect-Permanent Full and Part-Time employees and/or others. Discussed various ways to handle a stipend, should the Commission make the decision to pursue this.  There were no definite determinations made at this time.

Coroner wages-During the Salary Commission meeting the Sheriff had brought up the Coroner & Deputy Coroner positions, as they have been paid the same for over 18 years. More research will be done to compare what other Counties of the same size may be doing.

Seasonals-Commissioner Rost discussed Seasonals have no wage increase after their 4th year of return. Commissioner Rost suggested possibly giving those that return after the 4th year the COLA. Debbie stated a few years back the Commission determined most often no one returns after the 4th year. The determination at that time was to stop the step increases at that 4th year. More discussion, with no definite determination on this matter.

Lead Crew Hands-The group discussed the Lead Crew Hands that return after several years and do not receive anything additional.  Julie and Debbie discussed the Commission does look the salary schedule over approximately every 2 years to adjust those wages. More discussion is needed on this as well.

2:004:00PM      COVID AAR (AFTER ACTION REVIEW)/Dale Butori & COVID TASK FORCE-EOC (Library EOC Conference Room)

4:00PM                                                 EVENING RECESS

FRIDAY, MAY 28, 2021

1:304:30PM                       COUNTY EXTENSION AGENT INTERVIEWS

4:30PM                                                 ADJOURNED

s/Kelsey DuCharme, Recording Clerk

ATTEST:

s/Brenda J. Wood, Clerk and Recorder

s/Roy Rost, Presiding Officer