Commissioner Minutes – March 27 – 31-2023
9:45 AM CONVENE
PRESENT: Steve Baldwin, Chairman; Kevin Braun and Roy Rost, Members; Brenda Wood, Clerk and Recorder
FALLON COUNTY COURTHOUSE
The Pledge of Allegiance was held in the Commissioner’s Office to start off the week.
9:42 AM AGENDA/NON-AGENDA ITEMS – PUBLIC COMMENT
Eric Hartse, Contractor stopped to ask about possible upcoming construction bid openings. Mr. Hartse’s information will be placed on the bidder’s list for future reference.
9:45 AM Eric left Public Comment.
9:47 AM Richard Menger, Sanitarian updated the Commission on remote based equipment/software for the golf course irrigation system. As soon as quotes are received Rich will get on the agenda to discuss possible purchase. This system would eliminate the need for expensive lab fees. Still does not know about lining the pond at the golf course, waiting for core sampling.
9:55 AM Rich left Public Comment.
10:00 AM ROAD/SHOP UPDATES/Bobby Wiedmer, Road Superintendent; Mitch Overn/Carl Overland, Shop Mechanics
Carl discussed plowing snow at the shooting range; someone had already been there and caused some damage (huge ruts and possibly other unknown damage). The Commission stated no one should be using large equipment at a county facility, unless it is a county employee, instructed to use county equipment.
- Review/Decision regarding quotes/purchase for skid steer loader-No decision, this will be put in the budget to be discussed.
2. Review/Decision regarding quotes/purchase for walk and roll packer(s)-No decision, this will be put in the budget to be discussed.
Road/Shop Updates-Welcome back Bobby! Bobby will check on chip and oil prices this week. The road crew assisted outside maintenance in removing snow piles that were located close to the beach. This was for preventative maintenance and erosion control. The road crew is hauling scoria; some of the crew has gone to MACRS (Montana Association of County Road Supervisors) this week.
Discussed purchasing items personally and placing them on county property. Who does that belong to, the person or the county? Commissioner Rost discussed putting a permitting system in place for things such as this (i.e., cattle guards, etc.).
10:18 AM Bobby, Carl and Mitch left the meeting.
10:30 AM PROJECT UPDATES/Shannon Hewson, Brosz Engineering
UPDATES-The permit was received from the Army Corps of Engineers for the 6th Street West box culvert. Shannon stated the permit is good through March of 2026. A DEQ 318 permit is only good for one year; discussed submitting for this permit only if the county decides to move forward with the project. The city plans to rebid the 6th Street West reconstruction project; they are waiting on awards and to find out if one of the bidders decides to work that in as a change order.
Gravel bids-Shannon has only had one contractor ask about the gravel bid. The Commission may try to prospect and open their own gravel pits; then they would put the material out to bid for crushing. Will discuss this further and include the Road Supervisor.
10:45 AM Iven Felt, Seasonal Cemetery Caretaker joined.
Also discussed advertising and lease language regarding gravel for county roads.
10:56 AM Julie Straub, HRM joined.
Bergstrom Hill Road-A letter was submitted to the US Army Corp of Engineers asking for guidance regarding whether or not the wetlands, related to this project and as shown, are jurisdictional.
Golf course pond-Shannon will get a quote to core the pond at the golf course.
11:06 AM Shannon left the meeting.
11:07 AM DISCUSS/DECISION START DATE FOR SEASONAL CEMETERY CARETAKER/Iven Felt, Seasonal Cemetery Caretaker, Julie Straub, HRM
Due to the weather and the amount of snow at the cemeteries, Julie did not know if Iven would be able to start April 1st as he normally would. If Iven were to start April 1st and not be able to work, due to the amount of snow, Iven would have to use his leave balances and risk depleting them. Julie stated Iven will need to let Unemployment know that the date of return to duty has changed.
DECISION-The Commission will stay in contact with Iven on a weekly basis; Commission will also keep Julie in the loop.
11:11 AM Iven and Julie left the meeting.
11:15 AM DISCUSS RESTRUCTURING COMMISSION OFFICE HOURS
Commissioner Rost asked for this discussion to be placed on the agenda, after the meeting on Monday. Ways we can do better to get information out to the public. Commissioner Rost discussed restructuring meeting days to every Monday and Tuesday for meetings; Wednesdays would be scheduled to approve the minutes from Monday and Tuesday and set the agenda for the following week. Commissioner Rost has spoken to the Fallon County Times, and they would extend the deadline to Wednesday at noon to have the agenda submitted and printed in the paper, at no cost to the county.
Commissioner Rost stated one of the issues with the agenda going out on Friday night is the employees do not have a chance to see if they are scheduled for the following week. This would allow our employees and the public the chance to see the agenda in the paper on Thursdays for the following week and it would be on the web page and could be on Facebook on Wednesday allowing everyone ample time to see what is on the agenda. If we also include the approved minutes from Monday and Tuesday the cost would be $250.00 per page, if we go beyond the length of a page, and on to the next page we would be charged for both sides of the page.
Commissioner Rost also feels the minutes would be more consistent. Also, would like to add an additional public comment from 5:00 to 5:30 PM on Monday’s, in addition to the other two (2) public comments we already have scheduled. Commissioner Rost would like to hire a secretary to do this work and they could possibly acquire additional duties, such as maintaining the web page. If they had their own secretary, the Commission could have their own Facebook page and that person would also acquire that duty. Discussed possibly 30-40 hours per week but would for sure have something to do Monday-Thursday.
Commissioner Braun felt more people are interested in having the agenda on social media such as Facebook rather than in the paper. Discussed things that may come up that would be on days other than Monday or Tuesday. Commissioner Rost feels the Commission needs to slow things down and people need to be aware those are the only two days they meet. Commissioner Braun felt the minutes may even be able to be approved the same day.
The discussion will continue in today’s work session, under Old Business.
11:28 AM INSURANCE STORE AIRPORT & RENEWAL DECISION/Debbie Wyrick, Deputy Clerk and Recorder and Jade Boggs, Insurance Store-County’s Insurance Agent
Airport Liability Policy-This is paid annually but is renewed every 3 years. The premium this year would be $8,100 and would be locked in for the 3-year period. If the decision was to renew annually, the cost would likely be more than $8,100 for the 2nd and 3rd years. Jade feels if the commission opts not to lock this in for 3 years, the increase would probably be 10% per year. There is still an option to cancel, should they decide to do so.
Discussed the annual rent for the hangars should be looked at, as they are doing with other county departments. The contracts should include a clause regarding rental adjustments. The Airport Board has been waiting on the County Attorney to update the rental agreements. Discussed those housing planes to show proof of insurance and those that fly-in overnight probably wouldn’t carry their policies with them. Discussion regarding individuals having to insure their own airplanes; also no insurance claims have been submitted due to Airport incidents.
Discussed the fuel tank system. Baker Air purchases the fuel, but the county owns the equipment. Discussion on who would be responsible if there was an accident involving the fuel system.
Discussed the June renewal is also coming up quickly for the remaining insurance and possible amount insurance premiums will increase.
DECISION-No decision today, this will be placed on the agenda in the very near future. Time is of the essence.
11:48 AM Jade and Debbie left the meeting.
11:51 AM Commissioner Braun made the motion to recess. Commissioner Roy seconded the motion.
Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried.
PRESENT: Steve Baldwin, Chairman; Kevin Braun, 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.
1:30 PM RESPONSE TO LISA MITCHELL’S STEP 2 GRIEVANCE
Commissioner Rost made the motion to approve the response to Lisa Mitchell’s Step 2 grievance; all demands in the grievance were denied. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion. Commissioner Rost asked to have the motion read back. Clerk and Recorder read back the motion. Commissioner Rost agreed the motion was written as stated. Commissioner Baldwin asked if there was further discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
2:00 PM TOBACCO CESSATION FUNDS/Kim Bryan, Director of Public Health; Michelle Moser, Public Health Staff Nurse
Michelle and Kim would like to apply for tobacco cessation funds. They did find out it can be used for wages; if they do not spend it all it can be rolled over but needs to be kept separate from other funds. They may receive up to $27,000, (funding is based on population), and this would start July 1, 2023. Michelle will be the one doing the work and will be in charge of completing the task orders; there will be specific tasks that will have to be completed. This will not increase Michelle’s hours. Michelle will have to take training and will set aside the needed funds for that.
Michelle has visited other Health Departments that have taken on the task, and they felt the tasks were fairly easy to complete. Michelle plans to bring education to the schools; can set up tobacco policies for businesses and has other thoughts as well. The funding can be used to help pay for a speaker to be brought in and can be used to purchase items such as vape detectors. Michelle and Kim stated there is no match required from the County, because it is a contract, not a grant.
Discussed the contract would be renewable each year; Fallon County would be in the Richland County region. Also discussed any funds left over would roll over to be used the following year.
DECISION: The Commission granted permission to move forward.
2:22 PM Kim and Michelle left the meeting.
2:30 PM REVIEW REQUEST FOR QUALIFICATIONS AND STATEMENT OF QUALIFICATIONS FOR ARCHITECTURAL, ENGINEERING AND LAND SURVEYING SERVICES
The following RFQ’s were received digitally as well as hard copies:
Brosz Engineering, Inc
SDI Architects & Design
JGA Architect Engineering
Staly Engineering & Associates, Inc.
KLJ Engineering Services
Con’eer Engineering Inc.
NO DECISION: The RFQ’s will all be reviewed and decision to accept at a later date.
3:00 PM COMMISSION WORK SESSION
The Commission reviewed revenues received, reports, emails and other correspondence, board minutes and agendas.
Further discussion from this morning’s meeting regarding “Discuss restructuring Commission Office Hours”.
NO DECISION was made at this time; will discuss other thoughts later.
APPROVE VACATION/SICK LEAVE REQUESTS (FOR EMPLOYEES SUPERVISED BY THE COMMISSION)
The Commission approved two vacation and sick leave requests for employees they supervise.
DISCUSS/DECISION – WHO IS TO PAY FOR AIRPORT FUEL SYSTEM SOFTWARE (Qtpod); Discuss agreement for Airport Fuel System
Upon review the Commission determined the county is responsible for paying the fuel system software invoice from Qtpod.
APPROVE NOXIOUS WEED CONTROL AGREEMENT BETWEEN MT DEPARTMENT OF TRANSPORTATION AND FALLON COUNTY
The Commission approved and signed the noxious weed control agreement between the Montana Department of Transportation and Fallon County. The agreement will be placed of record in the Clerk and Recorder’s office after all signatures are obtained.
APPROVE LETTER OF REQUEST EXTENSION FOR THE COMMUNITY DEVELOPMENT BLOCK PLANNING GRANT
The Commission approved and signed the letter of request to extend the deadline to complete the Growth Policy to December 31, 2023. This would allow the County to complete the work and would still be able to receive the Community Development Block Planning Grant.
DISCUSS CERTIFICATE OF SURVEY FOR COUNTY LAND ONCE KNOW AS “WORKFORCE HOUSING” AREA
Commissioner Baldwin will contact someone and try to get a per acre value for the area surrounding the land once known as “workforce housing”.
3:45 PM COMMISSION MINUTES APPROVAL FOR MARCH 20-24, 2023
1:15 PM Public Comment-Misspelling for Dennis “Trian”. The correction should reflect, Dennis “Tryan”
1:35 PM Meeting-Commissioner Braun asked how many in the room called the Commissioners on Saturday before commenting on social media. Throughout the whole conversation on social media, not one person called any one of the commissioners to ask what was going on. Added-“Two individuals raised their hands”.
1:35 PM Meeting -Typo-Commissioner Braun stated that the Commission is “now” interested in spending taxpayer dollars for a new building. The correction should reflect, Commissioner Braun stated that the Commission is “not” interested in spending taxpayer dollars for a new building.
1:35 PM Meeting-Misquoted-Commissioner Rost stated that he is not interested in moving forward with the Event Center. The Correction should reflect, Commissioner Rost stated that he is not interested in moving forward with the project.
Commissioner Rost made the motion to approve the March 20-24, 2023 minutes with corrections. Commissioner Braun seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
4:03 PM Commissioner Braun made the motion to adjourn. Commissioner Rost seconded the motion. Commissioner Baldwin asked for any other discussion; being none. 3 Ayes. 0 Nays. The motion carried unanimously.
TUESDAY, MARCH 28, 2023
5:30 PM LEPC MEETING
s/Steve Baldwin, Chairman
s/Brenda J. Wood, Clerk & Recorder