Commission Minutes – May 8-12, 2023
COMMISSION IS OUT OF THE OFFICE
TUESDAY, MAY 9, 2023
9:00 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun, Member; Brenda Wood, Clerk and Recorder
ABSENT: Roy Rost, Member (will be in later this morning)
FALLON COUNTY COURTHOUSE
The Pledge of Allegiance was held in the Commissioner’s Office to start off the week.
9:00 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
Karol Zachmann met to express her concerns regarding the Mammo Wammo golf tournament scheduled for June 10th. The Commission is confident things will be good by that time and feel it will not be necessary to cancel the tournament. Karol asked if there would be consideration to lift the greens and cart fees. The commission stated that would be a Golf Course Board decision. Karol will meet with the Golf Course Board to discuss lifting the fees.
9:11 AM Karol left Public Comment.
Cindy Irgens, Recording Clerk met to review research she has been working on for a member of the public for Global Trail. The Commission feels it is an attorney question. Will discuss the recorded plat showing a portion of the road when Shannon Hewson, Brosz Engineering arrives. There may be information that may help make the determination.
9:20 AM Cindy left Public Comment.
Debbie Wyrick, Deputy Clerk and Recorder met to discuss the Airport pollution insurance policy. Debbie has been discussing this with the Airport Manager and he is of the belief we do not need the insurance policy and referred Debbie to the Montana DEQ aboveground storage tanks clean-up program. Debbie does not know what the insurance will cover and the DEQ programs are outside her scope of expertise. The determination will need to be made by the Commission. The Commission will discuss with the Airport Manager.
9:22 AM Debbie left Public Comment
9:23AM PERMISSION TO HIRE SEASONAL WEED, GOLF COURSE, OUTSIDE MAINTENANCE EMPLOYEES/Julie Straub, HRM; Sara Berger
Hunter Bailey and Riley Williams were interviewed for seasonal Outside Maintenance; Jordan Hauff was interviewed for the seasonal Golf Course and Aidyn Schwartz was interviewed for the seasonal Weed Department and the Supervisors would like permission to hire them.
Commissioner Braun made the motion to hire Hunter Bailey and Riley Williams to fill the Outside Maintenance Seasonal positions; Jordan Hauff to fill a Golf Course seasonal position and Aidyn Schwartz to fill a Weed seasonal position. Commissioner Baldwin seconded the motion. Commissioner Baldwin asked for any discussion; being none. 2 Ayes. 0 Nays. 1 Absent (Commissioner Rost).
9:29AM Julie left the meeting.
9:30 AM Commissioner Rost joined.
9:30 AM DISCUSS ELECTION PROCESS-PORT AUTHORITY REQUESTING 2 ADDITIONAL MILLS FOR DAYCARE/Debbie Wyrick, Deputy Clerk and Recorder; Kathy Newell, Election Clerk; Steve Zachmann, Port Authority President.
The Port Authority would like to ask for an additional 2 mills for a Daycare facility; the election process was discussed. Steve Z stated the Port Authority has some resources available from the sale of the apartments and they feel the next best resource is the childcare project. The voters voted down the original bond, but they are in hopes the 2 mills will assist the purchase of the prospective property, over the life of the loan. Commissioner Rost stated the voters voted down the original bond. The Port Authority feels the 2 mills will seem more practical to the voters. They have $400,000 that they need to invest. There are questions regarding the process; the Port Authority should take that to an attorney. Kathy and Debbie met to present deadlines that would need to be followed for the election process. Again, they are looking at the best investment for their funding.
9:50 AM Debbie, Kathy and Steve Z left the meeting.
10:00 AM ROAD/SHOP UPDATES/Bobby Wiedmer, Road Superintendent; Mitch Overn and Carl Overland, Shop Mechanics
UPDATES/They are blading some roads, it is still pretty dry so they are limited to the roads they can blade.
1. Permission to recruit Road Crew Member/Julie Straub, HRM-
The Commission does not have a problem with going out for hire but will need to make a determination on wages, etc.
Julie left the meeting 10:03 AM
Discussed the insurance company’s determination on the value of the 2014 Freightliner. They are waiting on the estimate for the repairs needed for the damage to the truck and trailer. Commissioner Braun discussed maintenance on the 101 road. They are working on that today as well as the South Ismay Road. The State of Montana has some millings available for local governments. Discussed various areas that could use millings and how many yards to ask for. Commissioner Baldwin will contact the State and let them know we would like some millings. The road crew has also started on the dirt road on Straub Access.
2.Review/Approve Approach Permit-Timber Creek Road
Bobby and Commissioner Baldwin signed the approach permit for Timber Creek Road.
10:23 AM Bobby, Mitch and Carl left the meeting.
10:24 AM Rich Menger, Sanitarian joined.
They will be pumping from the lagoon to the golf course today. Rich will be meeting with Dakota Pumps today to decide what needs to be done at the golf course.
10:30 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering
1.Parking lot repairs-North of Parkview 1
Shannon will take a look at the Parkview 1 parking lot. Shannon stated that particular parking lot was not in good shape to begin with. The Commission would also like Shannon to look at the courthouse parking lots.
10:35 AM Cindy Irgens, Recording Clerk joined.
Discussed ways to resolve the drainage issues at the Baker Senior Center and neighboring property.
Globe Trail-Cindy met to discuss the Resolution declaring Globe Trail a county road. According to county records, it would be considered a county road. Commissioner Braun will visit with the landowner.
11:04 AM Shannon and Cindy left the meeting.
11:04 AM DISCUSS/DECISIONS SALARIES, WAGES, BENEFITS, LONGEVITY, SALARY SCHEDULE, ETC./Julie Straub, HRM; Debbie Wyrick, Deputy Clerk and Recorder; Christa Alford, Payroll Clerk
Much discussion with different thoughts – no decisions made.
12:03 PM Julie, Debbie and Christa left the meeting.
12:03 PM Commissioner Braun made the motion to recess. Commissioner Rost seconded the motion.
Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
1:15 PM RECONVENED
PRESENT: Steve Baldwin, Chairman; Kevin Braun and Roy Rost, Members; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
1:15 PM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
No one appeared for Public Comment.
1:31 PM SID 36 ASSISTANCE REQUEST/DECISION/Steve Zachmann, Mayor; Kevin Dukart, City Clerk-City of Baker; Tracey Goerndt, Alderman-Ward 1 (via conference call)
Official request-They approved the bids for the SID 36 project at the last City Council meeting and will extend the contracts. The bids came in $1,000,000 over the original projected amount; the 6th Street West project also pushed the costs up, but they did get some cost savings from the bids. Discussed the county paying their portion upfront to save on interest.
Commissioner Baldwin stated the county has discussed giving the city some funds but there are caveats they would like to discuss first. Commissioner Braun discussed the county water and sewer lines whether in or out of the city limits, should be the city’s responsibility. Much discussion on what should have taken place and what the city is legally able to do. Commissioner Rost would like the fees charged for irrigation of the parks to be discontinued. These are the caveats the Commission would like to see addressed as a condition of funds received from Fallon County for the City of Baker.
1:56 PM Anna Straub, Justice of Peace joined.
1:57 PM Julie Straub, HRM joined.
Mayor Zachmann stated the city has a 3:00 PM call with their bond counsel for the SID; so, would like to know what they have to finance before that call takes place.
Discussed water revenue the city receives for Iron Horse Park. Commissioner Rost feels there will be much less watering at Triangle Park; there is discussion regarding a large area south of the gazebo becoming more area for parking. Commissioner Braun asked if the city had the sewer line in question cameraed; they will find out if that happened. The Commission discussed giving the City of Baker $1,000,000 toward the SID, plus the county portion of the SID upfront, plus $150,000 for the waterline for the Baker Rural Fire District. Mayor Zachmann recommended the Commission get on the City of Baker’s agenda regarding the caveats discussed as he is not able to make those decisions; those items must come before the City Council.
Commissioner Rost made the motion to set aside $1.5 million for the City of Baker. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion. Commissioner Rost stated any extra could be used to purchase gravel for the area SW of Baker Lake and East of Hwy 7. Commissioner Baldwin asked for any other discussion. Tracey asked the Commission to put their requests, along with figures, in writing to present to the Council for them to address at their regular meeting. Commissioner Baldwin asked if there was any further discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
2:11 PM Steve Z and Kevin D left the meeting. Tracey hung up the phone, therefore leaving the meeting.
2:11 PM DECISION REGARDING CREATING A PAID EMERGENCY LEAVE POLICY/ADOPT & SIGN RESOLUTION
2:11 PM Anna voiced her concerns about some of the language in the policy:
“The Commission may take several actions including but not limited to closure of the Courthouse
and/or closure of specific County offices”.
Would like the elected officials to be included in these conversations. Anna stated she was out of town when the last meeting took place. Also clarified, the Commission does not have the authority to close her office; she is in charge of the safety of her staff.
Discussed further clarification in the above statement by adding “and/or departments”.
Anna asked if the Commission had a plan regarding how they will notify elected officials, etc. The Commission does not have a plan as of this time, but they have discussed options. Anna suggests they include the city in the conversations. The Commission stated they plan to also include the Sheriff and base their decision on various other factors as well.
2:25 PM Anna left the meeting.
Julie discussed a few “what if” questions that were asked such as: If it is an election day and that office has to be open; If an emergency is declared and then lifted; Does this apply to those that live in reside in Baker. They were all good questions and decisions would have to be based upon many factors. The Commission thanked Julie and asked that the addition be made to the Paid Emergency/Disaster Leave Policy and put back out to the employees for further comment period. This will be discussed again on June 12th.
2:31 PM Julie left the meeting.
2:31 PM APPROVAL OF MAY 1-5, 2023, COMMISSION MINUTES
The Commission did not approve the minutes at this time.
2:45 PM DECISION TO EXTEND EMS STAFFING AGREEMENT WITH BEST PRACTICE MEDICINE
Best Practice Medicine will be contacted regarding the extension/renewal provided by the County Attorney. They may have their own form that would need to be used. This will be put back on the agenda.
3:00 PM DISCUSS/DECISION REGARDING UPDATES TO THE SAFETY TOE SHOE POLICY/Julie Straub, HRM
Julie was approached by a road department employee regarding composite safety toe boots and wondered if it would qualify under the existing policy. There was much discussion regarding the existing policy and updates that could be made to the policy for the benefit and safety of the employees.
Commissioner Rost made the motion to allow and accept composite shoes as qualified shoes for the safety toe boot policy. Commissioner Braun seconded the motion. Commissioner Baldwin asked if there was any discussion. The Commission discussed changing the policy name to “safety toe shoe” policy. Commissioner Rost stated he would like to make that in two separate motions. Commissioner Baldwin asked if there was further discussion on the original motion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Commissioner Rost made the motion to change the name to “Safety Toe Shoe” policy. Commissioner Braun seconded the motion. Commissioner Baldwin asked if there was any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
Discussion on adding other departments to the list of those that should be required to wear safety toe shoes and whether seasonal employees should be included in that category. Julie would like to add Outside Maintenance and Golf, due to the type of equipment they operate. Discussed Cemetery employees operate the same equipment and are seasonal, which led to what do we do about the seasonal employees. Would they be required to attend safety meetings in order to receive the benefit? The Commission feels they would be required to attend safety meetings during the time they start and finish their season. Currently the road and landfill employees are those required to have safety toe boots. Further discussion on Fair, Weed and Airport employees should also be included. The Commission will discuss further, and this will be put back on the agenda for next week.
3:42 PM Julie left the meeting.
3:43 PM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
Commissioner Rost made the motion to approve the Commission minutes of May 1-5, 2023. Commissioner Braun seconded the motion. Commissioner Baldwin asked if there was any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
a.) Moving Wells Fargo Trust to the Bank of Baker (Coral Creek Landfill)
b.) Hospital Basement maintenance
c.) Chamber of Commerce MOU for Rec Department Services
MOU has not been submitted to the Commission for review.
d.) EMS Medical Director
Darryl Espeland, DO will remain the EMS Medical Director until such time as we are able to
resolve any issues with the slated EMS Medical Director.
e.) Discuss/Approve Wellness Contract with Healthy is Wellness
Commissioner Baldwin signed as the Commission Chair.
f.) Work order for County land on Section 15-7-59-Discuss decision to survey
g.) Further discussion/decision from 11:00 AM Salaries, wages, longevity, salary schedule meeting
Commissioner Rost made the motion to bring wages up for 3 Road Department employees to coincide with other operators and mechanics and will be effective as of the beginning of the May, 2023 pay period. Carl Overland will be brought up to $28.26 per hour; Matt Plaistad and Nicholas Viola will be brought up to $27.33 per hour. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
The Commission further discussed the seasonals and Safety Toe Shoes. The seasonal employees should be required to have safety toe shoes before they start work. These will be paid for by Fallon County. The Commission will raise the safety reimbursement amount from $150 to $200 for the permanent employees. This program follows the fiscal year. This will be discussed further next week.
a.) Discuss/Approve/Sign -IamResponding subscription Agreement.
Commissioner Baldwin signed the IamResponding agreement as the Chairman.
4:30 PM Commissioner Rost made the motion to adjourn. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
s/Steve Baldwin, Chairman
s/Brenda J. Wood, Clerk & Recorder