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January 23

Minutes


The Board of County Commissioners of Fillmore County, Minnesota met in special session this 23rd day of January, 2018 at 9:00 a.m. in the Commissioners' Board Room, Fillmore County Courthouse, in the City of Preston.

The following members were present: Commissioners Mitch Lentz, Duane Bakke, Randy Dahl, Gary Peterson and Marc Prestby. Also present were: Audrey Inglett, Office Support Specialist, Sr./Clerk pro tem; Kevin Beck, Chief Deputy; Mike Tenney, Department of Natural Resources and Robert McGillvray, The Trust for Public Land; Brett Larson; Kristina Kohn, Human Resources Officer; David Kiehne, Recorder; Kevin Olson, Social Services Manager; Ron Gregg, Highway Engineer; Brent Kohn, Maintenance Superintendent; Thomas Kaase, Sheriff; James Fenske, Jail Administrator; Daniel Thorson, Sheriff Office Intern; Karen Reisner, Fillmore County Journal; and Gretchen Mensink, Bluff Country Reader.

Chair Lentz called the meeting to order.

The Pledge of Allegiance was recited.

On motion by Bakke and seconded by Peterson, the agenda was unanimously approved.

On motion by Bakke and seconded by Dahl, the Board unanimously approved to pull the January 9, 2018 County Board minutes from the Consent Agenda.

On motion by Dahl and seconded by Bakke, the Board unanimously approved the following amended Consent Agenda:
1. January 9, 2018 County Board minutes.
2. Successful completion of probation for Jason Wetzel, Eligibility Worker, effective February 4, 2018 as recommended by the Social Services Manager.
3. Merit increase for Jason Wetzel, Eligibility Worker, effective February 4, 2018 to Merit Grade 5/Step 2 as recommended by the Social Services Manager.
4. Merit increase for Deb Tammel-Peterson, Eligibility Worker, effective January 13, 2018 to Merit Grade 5/Step 6 as recommended by the Social Services Manager.
5. Successful completion of probation for Heidi Jones, Finance Officer, effective January 26, 2018 as recommended by the Coordinator – Auditor/Treasurer.

On motion by Bakke and seconded by Peterson, the January 9, 2018 County Board minutes were amended and unanimously approved as follows: "...Bakke – Soil and Water Conservation District (SWCD) – Southeast Minnesota Water Resources Board - Karst exhibit at Eagle Bluff and needs...".

On motion by Bakke and seconded by Dahl, the Board unanimously approved to pull the warrant in the amount of $165.00 to Dale Egge, Custodian, for the purchase of safety boots until the receipt of clarification from Building Maintenance Supervisor Schultz concerning the invoice. Bakke stated that the amount of $100.00 had been approved for payment at the January 9, 2018, Board meeting.

The Auditor's warrants were reviewed.

Mike Tenney, Department of Natural Resources, and Robert McGillvray, The Trust for Public Land, were present.

Mike Tenney and Robert McGillvray are seeking approval of a resolution for a proposed land acquisition of 337 acres from the Ione Larson Family Trust to be added to the Choice Wildlife Management Area. The original proposal of land acquisition was for 379 acres, but after receiving the concerns from the Board of Commissioners about taking agricultural land out of production, the proposal now is to exclude 42 acres that will be retained by the Larson Family to be farmed with a neighbor or renter.

A motion was made by Bakke and seconded by Dahl to approve the proposed land acquisition of 337 acres from the Larson Family Trust to be added to the Choice Wildlife Management Area (WMA). The Chair called for a vote. Commissioners voting "aye:" Bakke, Dahl, Peterson and Prestby. Commissioner voting "nay:" Lentz. The motion prevailed.

Dahl and Lentz voiced their appreciation for the DNR's continued cooperation with the Board for land acquisitions. Dahl suggested that a representative from the DNR attend the Board meeting being planned with the Legislators.

The Citizens Input portion of the meeting was opened and closed at 9:34 a.m. as no one was present to speak.

Kristina Kohn, Human Resources Officer, reported to the Board that she had inquired with Building Maintenance Supervisor Schultz concerning the warrant for payment to Custodian Dale Egge for the purchase of safety boots in the amount of $165.00. Building Maintenance Supervisor Schultz is submitting the invoice for full payment of the safety boots. Consensus of the Board members is to allow the additional payment of $65.00 be made to Custodian Dale Egge in addition to the previous amount of $100.00 previously approved to be paid at the January 9, 2018 Board meeting, for a full payment amount of $165.00.

On motion by Bakke and seconded by Prestby, the Board unanimously approved the payment of the following Commissioners' warrants:
WARRANTS

Kristina Kohn, Human Resources Officer, was present.

Human Resources Officer Kohn presented a request to promote Linda Logsdon, Registered Nurse (RN), in the Community Services - Public Health Division, to the position of Public Health Nurse (PHN). Logsdon has completed her four (4) year degree and PHN requirements on her own. Kohn noted that this promotion does not create a vacancy and that the PHN position is the most difficult position to recruit and hire in the County.

On motion by Dahl and seconded by Prestby, the Board unanimously approved the promotion of Linda Logsdon, RN, to the position of PHN effective January 26, 2018 as recommended by the Personnel Committee.

Human Resources Officer Kohn requested to grant a one-time deposit of eighty (80) hours of paid time off (PTO) to Coordinator-Auditor/Treasurer Vickerman, as Vickerman had requested at a Personnel Committee meeting to receive paid time off rather than additional salary for her additional duties as Auditor/Treasurer. Kohn noted that Coordinator-Auditor/Treasurer Vickerman is not requesting additional salary compensation for her additional duties in the Auditor/Treasurer's Office, but pointed out that in the past additional compensation was given to department heads who took on additional departments.

A motion was made by Bakke and seconded by Dahl to grant a one-time deposit of eighty (80) hours of PTO to Coordinator-Auditor/Treasurer Vickerman as recommended by the Personnel Committee. The Chair called for a vote. Commissioners voting "aye:" Bakke, Dahl, Lentz and Peterson. Commissioner voting "nay:" Prestby. The motion prevailed.

On motion by Dahl and seconded by Prestby, the Board unanimously approved the proposed changes to the EEO/Affirmative Action policy.

On motion by Bakke and seconded by Peterson, the Board unanimously approved to advertise both internally and externally for a replacement Merit Office Support Specialist, Sr. in the Community Services - Social Services Division as recommended by the Personnel Committee. Merit application will be completed through the MN Merit System with applications being received until 4:30 p.m. on Friday, February 16, 2018.

On motion by Dahl and seconded by Peterson, the Board unanimously approved the request for a change in FTE status for Danea Murphy, GIS Coordinator, from 1.0 FTE to .9 FTE, effective January 1, 2018 as recommended by the County Recorder and as budgeted.

Human Resources Officer Kohn presented the fifth reading with possible action for final approval to the Paid Time Off (PTO) policy. Discussion followed concerning the process of transitioning to get employees under the cap of 500 PTO hours. Kohn stated that she will be setting up individual meetings with employees to discuss the policy and their options to get their PTO hours below 500 hours. This policy is effective immediately following the date of final Board approval for all current employees whose PTO balance is 450 or under. Following the last pay period of 2018, December 13th, each employee whose PTO balance is at 450 or above will meet with the Coordinator's Office to elect the amount of PTO they wish to have placed in their Post-Employment Health Savings Account to ensure their final balance is at or below 500 hours. Kohn stated that she appreciated the comments received by the Board and employees, noting that the transitioning process is lengthy and no one is losing their PTO hours.

On motion by Bakke and seconded by Dahl, the Board unanimously approved the final PTO policy.

David Kiehne, Recorder, was present.

Recorder Kiehne presented the annual compliance report for 2017 stating that we are still at where we need to be, which is at 100% compliance with recording requirements. We had a busy year with the number of land splits and seeing an increase in electronic recording documents.

On motion by Bakke and seconded by Dahl, the Board unanimously approved the compliance with recording requirements report for 2017.

On motion by Prestby and seconded by Bakke, the Board unanimously approved the projected expenditures from Allocated and Unallocated accounts for various expenses related to land records as recommended by the Technology/Land Records/GIS Committee.

Kevin Olson, Social Services Manager, was present.

On motion by Dahl and seconded by Peterson, the Board unanimously approved the telecommuting agreements for Denise Zwart, Eligibility Worker, and Jessica Kraus, Child Support Officer, as recommended by the Social Services Manager.

On motion by Bakke and seconded by Dahl, the Board unanimously approved the Purchase of Service Agreement with Families Service Rochester for Family Engagement Strategies for the period of January 1, 2018 through December 31, 2018 as recommended by the Social Services Manager.

Ron Gregg, Highway Engineer, and Brent Kohn, Maintenance Superintendent, were present.

On motion by Dahl and seconded by Prestby, the Board unanimously approved the purchase of a half-ton super cab 2018 F-150 4 WD from Midway Ford in the amount of $27,962.92, a half ton crew cab 2018 F-150 4WD from Midway Ford in the amount of $30,354.92 and a one ton regular cab 2018 3500 Chev 4WD from Ranger Chevrolet in the amount of $30,071.20 as recommended by Highway Engineer Gregg.

On motion by Bakke and seconded by Peterson, the following resolution was unanimously adopted:
RESOLUTION 2018-005: Fillmore County bridge priority list

On motion by Bakke and seconded by Prestby, the Board unanimously approved the second and final reading of the Snow Removal policy and to place it on the Fillmore County website.

A Highway Committee meeting update was given. Bakke and Prestby – Canton shop repair is completed. Asset management for culverts and bridges; there is a set up where employees can take a picture and put it in the asset software so engineers can see it. This asset software program was just shown to the committee today and may bring back to the Board at a later date.

Thomas Kaase, Sheriff; James Fenske, Jail Administrator; and Daniel Thorson, Sheriff Office Intern, were present.

Sheriff Kaase presented a bid from Southeast Mechanical, Inc. for replacing existing toilet and sink fixtures in the jail. The current toilets and sinks are the originals and need to be replaced. Sheriff Kaase is requesting to purchase six (6) toilet and sink replacements for jail improvements. Discussion followed regarding the receipt of other quotes. Jail Administer Fenske stated that the units are unique and they did not receive back local bids. Prestby stated that the purchase was discussed at the Law Enforcement meeting. This purchase was not in the budget for 2018.

On motion by Bakke and seconded by Prestby, the Board unanimously approved the purchase of six (6) toilet and sink replacements at $4,750.00 each for a total of $28,500.00 from Southeast Mechanical, Inc. for jail improvements to be purchased through the Infrastructure reserved funds.

On motion by Bakke and seconded by Prestby, the Board unanimously approved an unpaid internship for Daniel Thorson, a Winona State Law Enforcement student. Thorson is also a member of the National Guard. Thorson stated that the internship will be for 480 hrs.

Kristina Kohn, Human Resources Officer, and Carrie Huffman, Accounting Technician, were present.

On motion by Dahl and seconded by Bakke, the Board unanimously approved the purchase of a payment processing system from Jaguar in the amount of $15,519.00 as budgeted and as recommended by the Coordinator-Auditor/Treasurer.

On motion by Dahl and seconded by Peterson, the Board unanimously approved the contract with Government Management Group for the 2017-2019 Cost Allocation Plans.

Human Resources Officer Kohn announced that the Legislators will be at the February 6th Board meeting. The 2018 Fillmore County Priorities were handed out for review in preparation for the meeting. Bakke would like to have last year's priorities to be handed out to compare with the 2018 priorities. Kohn stated that the department heads will be given the 2018 legislative priorities with a request to reply of any additions to the list. Dahl requested that the updated priorities list be sent to the Legislators in preparation of their visit with the Board. Dahl would like to add land acquisitions to the legislative priorities list.

On motion by Peterson and seconded by Dahl, the Board unanimously approved the 2018 Ambulance contracts with the cities of Chatfield, Harmony, Lanesboro, Mabel, Preston, Rushford and Spring Valley in the appropriation amount of $4,500 per contract.

On motion by Dahl and seconded by Prestby, the Board unanimously approved the 2018 Property/Liability renewal premium of $136,434.00 and the 2018 Workers Compensation premium payment of $102,188.00 to MN Counties Intergovernmental Trust as budgeted and as recommended by the Coordinator-Auditor/Treasurer.

On motion by Bakke and seconded by Prestby, the Board unanimously approved the quote for Phase II Switch replacement from Marco for Information Systems in the amount of $54,728.26 as budgeted and as recommended by Coordinator-Auditor/Treasurer.

A review of the calendar was done and the following committee reports and announcements were given: Peterson – none. Prestby – Technology/Land Records/GIS - Recorders technology funds allocated and unallocated; update on courthouse security; and Law Enforcement – went over the purchase of the replacement toilets and sinks. The Zumbro Valley Health Center meeting was canceled due to weather. Bakke - the Root River One Watershed/One Plan Policy Committee meeting was rescheduled to January 29th. The Wellness/Activities Committee planning four activity events, one event being planned each quarter. Flu shots – making sure that we have plenty of information sent out to have employees receive their immunizations here or through their physician's office. A survey link is being sent out to all employees and would encourage all to complete and submit for extra Wellness dollars to be received. No Historical Society meeting in February, but will meet be in March. The Planning Commission for February has not been confirmed yet. Dahl – Interviews for intermittent part-time deputies.

On motion by Bakke and seconded by Dahl, the Chair adjourned the meeting at 11:04 a.m.