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Commission Minutes

Commission Minutes

MONDAY, OCTOBER 4, 2021

9:00 AM CONVENE

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

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 September 20-24, 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.

The Commission reviewed and approved a Re-Issue Check Register for September 29, 2021 in the amount of

$2,600.00. It is filed in the Clerk and Recorder’s Office.

9:24 AM Dale Butori, Weed Board Member joined the meeting.

9:27 AM Sara Berger, Weed Control Coordinator; Randy Wolenetz, Weed Board Member joined the meeting.

Approval of Fallon County Weed Management Plan- Sara gave the Commission the Weed Management Plan. Darcy Wassmann, County Attorney, has been working on it as well. No public comment has been received. The Department of Agriculture is holding back their grant until the Management Plan is created and approved. Discussion followed regarding that the plan is a legal document and how the County conducts business. The plan mirrors the State guidelines as well.

9:31 AM Wanda Pinnow, Weed Board Member joined the meeting.

The non-compliance portion is included in the document, which would require it to be enforced once adopted. The Commission would like to read the proposed Management Plan in depth before signing the document.

Weed Spraying Restrictions- Randy asked the Commission about the restrictions involved with weed spraying. He has a gravel pit that needs to be sprayed each year and would like the County to spray it. The burn ban has been lifted. The Commission explained that this would be a Weed Board decision and reminded the board that Sara is now by herself, as all seasonal employees are finished for the year.

9:49 AM Sara, Dale, Wanda and Randy left the meeting.

9:50 AM Rich Menger, Sanitarian joined the meeting.

TransCanada Workforce Housing- Rich is working on completing the training for the Stormwater Prevention Plan for the TransCanada workforce housing. He is expecting to be completed before the end of October. TransCanada is waiting to pay the County for the remainder of the bond until the permitting is complete.

9:55 AM Rich left the meeting.

10:00 AM Mitch Overn, Shop Mechanic; Bobby Wiedmer, Road Superintendent joined the meeting.

Shop Updates- Most all the items from the County Auction are now gone. The remainder of the Plevna

items were thrown away and hauled by the Road Crew. There will be a separate tipping fee ticket for them. Mitch explained that they are putting in a new turbo engine for the diesel pickup at the Landfill. There is another pickup that is a 1994 half-ton 4-wheel drive that would work better for the Landfill needs. The Commission agreed.

Road Updates- The Road Crew is graveling on the Webster Road right now. They also replaced a culvert on the Bergstrom Hill Road.

10:16 AM Bobby and Mitch left the meeting.

11:00 AM Kim Bryan, Director of Public Health joined the meeting.

Health Department Updates- The Health Department is holding multiple flu shot clinics, as well as COVID

vaccine clinics. There are many RSV cases going around in the County.

11:01 AM Julie Straub, HRM joined the meeting.

Interviews for the Home Health Aide position will be next week. COVID tests now have a fee associated with them if the person has no symptoms or has not been named a direct contact. The Family Planning Bureau visited Baker last week and were pleased with the Family Planning services offered. The by-laws for the Health Board will need to be re-visited and updated in the next few months.

11:25 AM Kim and Julie left the meeting.

11:26 AM Iven Felt, Seasonal Cemetery Caretaker joined the meeting.

Windshield Issue- The Dodge pickup had gotten a windshield chip. It has been patched and shouldn’t be an

issue.

11:31 AM Julie Straub, HRM joined the meeting.

Permission for Extension of Chanse Hoenke’s Seasonal Employment- Iven asked the Commission if it would be possible to extend Chanse Hoenke’s (Seasonal Cemetery Caretaker’s) employment. They are seeing multiple issues with cactus at all the cemeteries. Chanse currently works 40 hours per week. The Commission would like Iven to also speak with Sara Berger, Weed Control Coordinator, about what chemicals to use on the cactus instead of digging them up. The Commission decided to extend Chanse’s seasonal employment until October 22nd, as that is the last working day this pay period.

Commissioner Braun made the motion to extend Chanse Hoenke’s seasonal employment until October 22nd. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3

Ayes. 0 Nays. The motion carried unanimously.

11:40 AM Iven and Julie left the meeting.

11:45 AM 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.

1:25 PM Lisa Mitchell, EMS Director joined the meeting.

1:28 PM Julie Straub, HRM joined the meeting.

EMS Updates- Lisa gave the Commission an updated run report for 2021. August was a very busy month. She was extremely proud of the EMS team and how they responded to a few different calls the past month.

There were multiple COVID calls in August. Lisa has been asked to be on the 911 Advisory Council that meets with

the Governor. She will know more regarding this after training is held in October. Derrick DeHaan, Outside Building Maintenance Assistant, will take a look at the dryer vent in the EMS building, as Lisa is experiencing issues with the vent not closing properly. The EMS crew held a rapid intervention training this past weekend. They have asked Lisa to discuss hazard pay for COVID calls with the Commission. The Commission would be interested in looking at different grants, as well as CARES Act monies for this type of pay. A training will be held tonight for Ambulance orientation. There are a couple Patient Care Reports that need to be validated, but all of August’s are complete. The Road Crew is currently repairing Ambulance #17.

1:46 PM Julie left the meeting.

1:50 PM Lisa left the meeting.

2:00 PM Julie Straub, HRM; Dale Butori, DES/911 Coordinator; Dustan Davis, IT TECH joined the meeting.

Safety Review Follow-Up- The Safety Committee is ready to complete their follow-ups with departments regarding the previous safety reviews. All items remaining on the reviews need to be corrected by the end of

2021. A memo will need to be sent out from the Commission to remediate any issues within the departments.

2:03 PM Julie, Dustan and Dale left the meeting.

COMMISSION WORK SESSION

The Commission reviewed, revenues received, reports, emails and other correspondence, board minutes and agendas. They also signed the Agreement for the Funding and Operation of the Fallon County Planning Board and the Use of Planning Staff with the Town of Plevna. The Commission also signed the Airport fuel system request for reimbursement, as well as a Building Demolition Agreement for the City of Baker.

3:42 PM Julie Straub, HRM joined the meeting.

3:43 PM Melissa Rost, Museum Curator; Traci Bruha, Museum Aide joined the meeting.

Request Seasonal Employee Schedule Change- Melissa would like to ask permission to allow Traci to help with projects in the Metal Building at the Museum, as the floors are getting worked on. She would then start her seasonal employment later in the spring. The Commission agreed, as there is no change in the total number of hours.

3:45 PM Melissa and Traci left the meeting.

3:56 PM Julie left the meeting.

The Commission reviewed and approved timesheets for the month of September 2021 in the amount of

$578,191.93. They are filed in the Clerk and Recorder’s Office.

CLAIMS APPROVAL-

The Commission reviewed and approved the end of the month claims for the end of the month of September

2021 in the amount of $157,648.87. They are filed in the Clerk and Recorder’s Office.

5:05 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. The motion carried unanimously.

EVENING RECESS

TUESDAY, OCTOBER 5, 2021

9:00 AM RECONVENE

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

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

9:00 AM Mindi Murnion, Public Health Specialist joined the meeting via teleconference.

Updates- Mindi asked the Commission about getting the carpets cleaned at the Health Department. The

Commission agreed. She also asked about painting her office. The Commission gave approval.

9:02 AM Mindi hung up the phone, therefore leaving the meeting.

9:26 AM Robbie Christiaens, Outside Maintenance Supervisor; Derrick DeHaan, Outside Maintenance Assistant joined the meeting.

Updates- Derrick has been working on the dryer vent at the EMS building. There are quite a few lightbulbs

that need to be changed out. The Commission would like to gradually switch them to be LED lighting. All sprinklers have been blown out for the season. The only bathrooms that are still in use are the beach bathroom and the Legion baseball field. Robbie is planning on trenching new sprinkler lines at McClain Park. There is still needing work to be done at Parkview and FMC, which may interfere with the lines as well. Key fobs are needed for the doors at Parkview. Derrick will contact the schools and see what company they went through to get their fobs. Robbie would like to haul more dirt in where the amphitheater seating was taken out. Discussion on the unused green space by the amphitheater at Baker Lake.

9:56 AM Robbie and Derrick left the meeting.

9:57 AM Beth Epley, Melissa Higbee, Alissa Miller, Eastern Plains Economic Development Corporation joined the meeting.

Food and Agriculture Updates- Alissa explained that to coincide with the food study currently going on in

Eastern Montana, they are asking for people to take a survey to be entered to win a gift card. The information for the survey was given to the Commission. Consultants will be coming to Eastern Montana to speak with producers regarding the food and production services. The local meat market and processing workshop will be held in Circle on November 3rd. There will be six speakers present, and they will go over financing, marketing, distribution,

grant opportunities, etc. Alissa will be leaving next week to attend the National Agriculture Summit in Dallas.

Updates- The EPEDC helped with the CDBG Planning Grant for the Growth Policy, however it was not received. They plan to update the application and re-apply. The City grant did get funded, which will help update their zoning regulations. They have been helping the Museum with the MDU grant, which will be used for tents for the Heritage Festival. EPEDC partnered with the Chamber for the Fall Festival. The MonDak motorcycle loop signage is now up. The ad campaign is running on Facebook and the maps have been distributed. An online Excel

training was held, there was over 40 people the first night and 30 people the second night. They are hosting three trainings this week for social media and promotion of business. The Tourism Grant for the Museum is completed. They are hoping to receive funds to update the façade and add in an awning, bulletin boards and a cement area.

A Living Treasure event will take place in the next few months at Thee Garage to show appreciation to the community for volunteer work. The EPEDC quarterly board meeting will be on Wednesday, October 20th in Ekalaka.

10:27 AM Beth, Alissa and Melissa left the meeting.

10:29 AM Vaughn Zenko, SMART Director; Ashley Heiser, Chamber Director joined the meeting.

SMART Updates- Vaughn explained that it was a very busy month for conferences. The Fusion Conference in Bowman was held last week. He was very impressed and would like to potentially look at holding something similar in Baker. The Childcare Project is on hold until grants become available, and more information is heard regarding the legislation. They are currently trying to do at least one fundraiser a month for the Childcare Project. A haunted house event will be happening at the Baker State Bank building this month. The SMART Board is now actively seeking putting the building on the Historic Register, which will help with different funding opportunities.

Chamber Updates- The Fall Festival was held last weekend. There was a great turnout, with 28 different vendors. Moonlight Madness will be the 14th of October. The Trunk or Treat downtown will be October 29th. The Calcutta is on the 23rd and the theme is Hawaiian luau.

10:45 AM Vaughn and Ashley left the meeting.

11:00 AM Kevin Hill, Golf Course Superintendent joined the meeting.

Golf Course Updates- The putting greens at the Golf Course are filling in nicely. Kevin is happy with their progress. They will not be mowed at this time, which should add more insulation for the winter. The chlorine will be getting re-filled next week at the Pump House. A leak under the Pump House needs to be fixed, which will most likely be later this fall. Kevin would like to potentially add cement areas to the cart paths on the Driving Range. The Commission explained that it may be something to add to the budget for next fiscal year. Kevin will start working on quotes for the project. He will be purchasing fall fertilizer from Ace. He will be looking at purchasing sand for the greens as well. The plan is to blow out all sprinklers late October or early November.

11:37 AM Kevin left the meeting.

11:40 AM 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, Member; Kelsey DuCharme, Recording Secretary

ABSENT: Kevin Braun, Member

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT –AGENDA/NON-AGENDA ITEMS

No one appeared for public comment.

1:22 PM Mike Gunderson, Member of the Public joined the meeting.

Cattle Guard on DuCharme Access Road- Mike asked the Commission about possibly installing a cattle guard on DuCharme Access Road along Sandstone Road. The surrounding landowners have no issues with it. Mike will still need to fix his fence alongside the road. He will purchase the cattle guard and the County would install it, as long as it meets County specs. The Commission gave approval.

1:31 PM Mike left the meeting.

1:57 PM Jeff Frank, Manager of Landfill Operations joined the meeting.

Landfill Updates- DEQ called regarding the funds that the County is looking to move. Jeff will have the Commission speak with them. The tub grinder is working well after the Road Crew fixed it. He is still waiting to hear about the wind turbines and whether they can be disposed at the Landfill. Billing seems to have been going well. Dustan Davis, IT TECH, is working on an update with the Waste Works software and should have that completed this week.

2:03 PM Jeff left the meeting.

2:30 PM Dale Butori, DES/911 Coordinator joined the meeting.

DES/911 Updates- The weather cameras have been installed on top of the Courthouse for the public to view and the SMART board has been installed in the Commissioner’s office. Dale gave the Commission a draft copy of the Pre-Disaster Mitigation Plan. The LEPC group meeting is on the 28th, which will be held with Great West Engineering to go over the plan further. They plan to draft a copy to turn into the State of Montana by the end of the year. Quarterly reports are due to the EMPG grant and will do the final closeout of the 911 grant for the GIS work that KLJ is doing. The new EMPG grant was awarded, which pays for 50% of Dale’s salary. A Quad State meeting will be held tomorrow afternoon. Tab Electronics will be purchasing lunch for “The Gathering” meeting that is taking place on Thursday with surrounding areas. On October 19-21st, Dale and Dustan Davis, IT TECH, will be attending the annual conference for DES. Discussion on the Association of County DES. Dale asked

the Commission if it would be possible to install recess lights in the back of the Courthouse for a source of lighting for the generators. The Commission agreed. Dale has been busy picking up vaccinations for the Health Department. Discussion on the County building signage. A meeting will need to be set up and placed on the agenda. Dale is still continuing to work on rural addressing.

2:58 PM Dale left the meeting.

3:05 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

FMC MANAGEMENT AGREEMENT PUBLIC COMMENT – 5:30 PM – FALLON COUNTY COURTHOUSE

PRESENT: Roy Rost, Chairman; Steve Baldwin, Member; Brenda Wood, Clerk & Recorder; Kelsey DuCharme, Recording Secretary; Sandy Kinsey, Mary Grube, Rochelle Conroy, Cheryl Niemerg, Caroline Heaps, Shane Bettenhausen, Theresa Myers, Brenda Stoddard, Marjorie Losing, DeeDee Geving, David Espeland, John Geving, Jason Griffith, Judy Hufford, Candace Mettler, Judy McWilliams, Doug Varner, Alice Kay Schweigert

Commissioner Rost opened the meeting for public comment. This meeting is to discuss the FMC Management Agreement with Fallon County. The Commissioners have been working with David Espeland, FMC CEO, and Darcy Wassmann, County Attorney, regarding the agreement.

Brenda Stoddard asked about the line item that is budgeted through Fallon County for FMC. There is $400,000 budgeted, which will be used for maintenance on the equipment and any maintenance on the building. The funds available is not mill levy money, as the mill levy was not passed earlier this year. Both the FMC and the Fallon County auditors see things differently. All FMC equipment is owned by Fallon County; therefore, the County pays for maintenance and service agreements. FMC pays for these and then asks the County for reimbursement. By following this protocol, both entities should be in compliance with their auditors. The County will continue paying for the MDU bill and will lease the building for $1.00. There has been some misconception regarding the mill levy, however with it not passing, the County is still responsible for building maintenance. There are funds in the

budget for the maintenance of these items. The agreement with be sent to the Hospital Board and if no changes are made, it will be added to the Commissioner’s agenda for October 12th to be signed.

5:39 PM With no further comments being heard, Commissioner Rost closed the public meeting comment period.

WEDNESDAY, OCTOBER 6, 2021

9:00 AM RECONVENE

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

FALLON COUNTY COURTHOUSE

PUBLIC COMMENT – AGENDA/NON-AGENDA ITEMS

9:00 AM Ken Griffith, Member of the Public joined the meeting.

Question on County Funds- Ken asked the Commission if it would be possible for some of the American Rescue Plan Act (ARPA) funding money to be applied to the North Baker Water Sewer District. They had previously applied for the funding, which was not received. Discussion followed.

9:06 AM Ken left the meeting.

9:13 AM Amanda Williams, Extension Agent joined the meeting.

Extension Updates- Amanda stated that 4-H enrollment and re-enrollment are now open. The Color Run was held on October 3rd and Amanda was happy with the number of participants. This week is National 4-H Week. There are window displays around town, newspaper, and radio advertisements, and today is Wear Green Day. There is a pest management tour in Miles City on October 8th. The annual conference is now virtual, which will be October 11-14. There has been 233 nitrate tests this year, and about 60 water samples. The 4-H Council meeting will be held on October 18th.

9:17 AM Dustan Davis, IT TECH joined the meeting.

9:21 AM Amanda left the meeting.

IT Updates- Dustan is getting a list together to order the County desktops that are needing replaced this year. He is doing a bulk order to try and save as much money as possible. He is also looking into an online auction service and what that might entail to get rid of desktops after the County no longer has use for them. Dustan has been busy researching phones and different systems that may work for the County, as Mid-Rivers plans to no longer service land lines in the next few years. The Commission would like him to gather quotes and different ideas to explore further during budget time. Commissioner Rost asked that he also check with other counties to get ideas of what services they use. Dustan has also been researching a server replacement, as one of the County servers is needing replaced soon. He would potentially like to go with a cloud active directory, which would be tied into the Office 365. Discussion regarding the County employee emails, and the different safety practices enabled in the service.

9:59 AM Margie Losing, FMC CFO; David Espeland, FMC CEO joined the meeting.

10:00 AM Dustan left the meeting.

FMC Financials- Margie reviewed the year-end packet for FMC financials for fiscal year 2020-2021. The June interim financials were discussed as well. She had to complete some adjusting entries after the books were reviewed by the auditors at the end of the year. Discussion followed on the adjustments that have been made

the year-end report. Fiscal year 2020-2021 was a good year for FMC, however they were down on inpatient days

from 2020. A recap of the cash accounts was reviewed.

10:49 AM Mary Grube, Administrative Assistant Planner; Forrest Sanderson, Contract Planner joined the meeting.

FMC Updates- David explained that every so many years the gauges on the fire suppression system must be replaced. Johnson Controls has sent over a proposal for this service. Commissioner Baldwin explained that they did go over this when the walk-through was completed with them. It will need to be in the same proposal that the Commission is working on with Johnson Controls. We are still waiting on the new proposal for them.

10:59 AM Margie and David left the meeting.

Statewide Transportation Improvement Plan- Forrest stated that he has sent the Commission a copy of the Montana Department of Transportation planned improvement projects that can potentially affect Fallon County and Baker. The biggest items are the chip and seal projects on Highway 7 and 12. The bridge on Highway 7 over Sandstone Creek is planned for full construction in 2024.

Floodplain- Forrest has been reached out to by the Department of Natural Resources to apply for FEMA grants to update map sections of Fallon County. The County can decide if they would like to work with them or let FEMA do the work. Forrest encourages the Commission to reach out to the DNRC. It will take anywhere from 5-10 years to complete.

Subdivision Regulations- The Planning Board did not end up having a quorum for their meeting last night. They did have some discussion regarding the draft regulations. The Planning Board does seem happy about the new format; however, they are less excited about the restrictions put in place by the legislature. These changes were discussed. The legislature has changed the new standard of liability by lowering it. There will no longer be anything quick about the progress for minor subdivisions.

11:36 AM Mary and Forrest left the meeting.

11:37 AM 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.

1:24 PM Beth Epley, EPEDC joined the meeting.

1:30 PM George Bailey, Energy Consultant; Rob Rebenitsch, Energy Consultant; Tom Kaiserski, Montana

Department of Commerce joined the meeting via Zoom.

Renewable Energy- Each person on the Zoom call gave their background information is and included what their incorporation with the renewable energy and potential upcoming project consists of.

1:37 PM Alissa Miller, EPEDC joined the meeting.

It was explained that they would like to initiate potential development of renewable energy in Fallon County. There is currently a center for renewable energy in Beulah, North Dakota. The potential of this project would take the natural gas in abundance in the Williston Basin and strip off the CO2 and make blue hydrogen, an energy carrier. The blue hydrogen could then be used in a power plan with no emissions. Fallon County already has the largest facility for storage that would be available between Baker to Glendive. The main purpose would be to convert the natural gas into hydrogen. It would not only be used for power plants, but it would also be for the big industrial trucks as well. All major manufacturers expect a large percentage of their vehicles to be using batteries and hydrogen to power themselves. They explained that they would like Fallon County to be a hub for clean energy. Commissioner Braun asked about the storage field, as MDU Resources currently uses it. They explained that they would not be storing the hydrogen in the storage field but would be converting the natural gas into hydrogen and create a power station. It would then be railed and piped out to the distribution centers. Only a small amount of storage would be needed. The Department of Commerce is looking at funding through the ARPA funds that the EDA has received. The grant application is due October 19th. No match is required at this time; however, it may be in later stages. A letter of support may be needed from the Fallon County Commission.

2:18 PM George, Tom and Rob hung up on Zoom, therefore leaving the meeting.

2:18 PM Beth and Alissa left the meeting.

2:20 PM Commissioner Baldwin made the motion to close the meeting for an executive session. Commissioner Braun seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

2:44 PM Commissioner Baldwin made the motion to come out of closed session. Commissioner Braun 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 give Lisa Mitchell a formal written warning. Commissioner Baldwin seconded the motion. Commissioner Rost asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.

2:55 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. The motion carried unanimously.

ADJOURN

s/Kelsey DuCharme, Recording Clerk

ATTEST:

s/Brenda J. Wood, Clerk and Recorder

s/Roy Rost, Presiding Officer