McLEOD COUNTY BOARD OF COMMISSIONERS MEETING MINUTES November 4, 2014

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1 McLEOD COUNTY BOARD OF COMMISSIONERS MEETING MINUTES November 4, 2014 CALL TO ORDER The regular meeting of the McLeod County Board of Commissioners was called to order at 9:00 a.m. by Chair Paul Wright in the County Board Room. Commissioners Terlinden, Nies, Shimanski, and Christensen were present. Administrator Patrick Melvin, Administrative Assistant, Donna Rickeman County Auditor-Treasurer Cindy Schultz and County Attorney Michael Junge were also present. PLEDGE OF ALLEGIANCE At the request of the Board Chair, all present recited the Pledge of Allegiance. CONSIDERATION OF AGENDA ITEMS A) Add under Auditor-Treasurer item B; Consider appointment of Commissioner to new Sibley County joint drainage ditch committee. B) Add under Administration item F; Consider approval of rental agreement with Apex Equipment (Mound, MN) for monthly rental cost of $2,900 of bailer. C) Add under Human Resources item E; Consider approval to fill a full-time vacancy in Environmental Services of an Environmental Technician (grade 16) due to resignation. D) Add under Human Resources item F; Consider approval to increase the 2015 Cap on Salary Reduction Contributions to Health and Limited Flex Spending Accounts per IRS change on Oct 30, E) Add under Human Resources item G; Consider approval to reduce hours for Public Health Staff Member from 40 to 32 for 6 months. Nies/Christensen motion carried unanimously to approve the agenda as revised. CONSENT AGENDA A) October 21, 2014 Meeting Minutes and Synopsis. B) October 17, 2014 Auditor's Warrants. C) October 22, 2014 Auditor's Warrants. D) October 24, 2014 Auditor's Warrants. E) October 28, 2014 Auditor's Warrants. F) Approve printing of the 2013 Financial Statement to McLeod Publishing Inc. for the amount of $695. November 4, 2014 County Board Meeting 1

2 G) Adopt Resolution 14-CB-24 Amend Recorder Modernization Fund Resolution to extend the expenditure date to December 31, 2019 and then revert to the general fund. H) Approve Conditional Use Permit for McLeod Cooperative Power to construct an Essential Service Structure of a Solar Array System and to be located on RLS # Acres Tract B Ex. W Acres & Ex Acres, Section 23 in Glencoe Township. Glencoe Township recommended approval of this request at their meeting on October 9, Planning Advisory Commission recommended approval on October 22, Shimanski/Terlinden motion carried unanimously to approve the consent agenda. PAYMENT OF BILLS COMMISSIONER WARRANT LIST General Revenue Fund $61, Road & Bridge Fund $31, Solid Waste Fund $49, Nies/Christensen motion carried unanimously to approve payment of bills totaling $142, from the aforementioned funds. ROAD AND BRIDGE Highway Engineer John Brunkhorst A) John Brunkhorst requested approval of final acceptance and payment of $45, to Scott Construction (Lake Dalton, WI) for the following projects: CP , Countywide pavement marking CP , Seal coat on various County Roads CP , Double seal coat on County Road 57 These projects were completed satisfactorily and final acceptance and payment is recommended. Shimanski/Terlinden motion carried unanimously to approve final acceptance and payment of $45, to Scott Construction (Lake Dalton, WI) for CP , CP and CP B) John Brunkhorst requested approval of final acceptance and payment of $12, to Pearson Bros., Inc. (Hanover, MN) for CP , Prime and Seal project on County Road 54, Lake Marion Park, and some Collins Township roads. These projects were completed satisfactorily and final acceptance and payment is recommended. November 4, 2014 County Board Meeting 2

3 Terlinden/Nies motion carried unanimously to approve final acceptance and payment of $12, to Pearson Bros., Inc. (Hanover, MN) for CP , Prime and Seal project on County Road 54, Lake Marion Park, and some Collins Township roads. C) John Brunkhorst requested approval to sell old sign trailer to City of Hutchinson for $800. This trailer was purchased from government surplus in 1989 for $600. It has had some modifications. This trailer is obsolete because the capacity is too low. It was replaced earlier this year along with the sign truck. Nies/Terlinden motion carried unanimously to approve sale of old sign trailer to City of Hutchinson for $800. BUILDING SERVICES Building Maintenance Supervisor Wayne Rosenfeld A) Wayne Rosenfeld requested approval of quote to perform tuck-pointing work for spring of 2015 at the Health and Human Services Building from ACME Tuck-Pointing and Restoration (Minneapolis, MN) for a cost of $26,930 with funding coming from bonding. Additional quotes received for the service: Karr Tuck-Pointing, (Vinton, IA) for $57,114 and Building Restoration Corporation (Roseville, MN) for $173,226. Nies/Terlinden motion carried unanimously to hire ACME Tuck-Pointing and Restoration (Minneapolis, MN) to perform tuck-pointing work for spring of 2015 at the Health and Human Services Building with funding coming from bonding. HUMAN RESOURCES Director Mary Jo Wieseler A) Mary Jo Wieseler requested approval of the Human Resources Records Retention Schedule that was reviewed and approved by the State Records Disposition Panel at the Minnesota Historical Society State Archives Department. Nies/Shimanski motion carried unanimously to approve the Human Resources Records Retention Schedule that was reviewed and approved by the State Records Disposition Panel at the Minnesota Historical Society State Archives Department. B) Mary Jo Wieseler requested approval of a Grace Period for the 2015 Flexible Reimbursement Plans, including Medical Flex, Dependent Care Flex and Limited Flex, to allow for claims to be incurred through March 15, The November 4, 2014 County Board Meeting 3

4 Runout Period for all claims incurred January 1, 2015 March 15, 2016 would be March 31, Wright/Christensen motion carried unanimously to approve a Grace Period for the 2015 Flexible Reimbursement Plans, including Medical Flex, Dependent Care Flex and Limited Flex, to allow for claims to be incurred through March 15, C) Mary Jo Wieseler requested removal of the agenda item to fill a full-time vacancy in County Administration of a Secretary II (grade 12) due to a promotion for further discussion at the upcoming Personnel Committee. D) Mary Jo Wieseler requested approval to fill a full-time vacancy in Auditor- Treasurer s Office of a Technical Specialist I (grade 11) due to a resignation. Shimanski/Terlinden motion carried unanimously to approve hiring a full-time Technical Specialist I (grade 11) in Auditor-Treasurer s Office due to a resignation. E) Mary Jo Wieseler requested approval to fill a full-time vacancy in the in Environmental Services of an Environmental Technician (grade 16) due to resignation. Terlinden/Wright Terlinden motion carried unanimously to approve hiring a fulltime Environmental Technician (grade 16) in Environmental Services due to a resignation. F) Mary Jo Wieseler requested approval to increase the 2015 Cap on Salary Reduction Contributions to Health and Limited Flex Spending Accounts per IRS change on Oct 30, 2014 from $$2,500 a year to $2,550 a year. Nies/Terlinden motion carried unanimously to approve the increase of the 2015 Cap on Salary Reduction Contributions to Health and Limited Flex Spending Accounts per IRS change on Oct 30, 2014 from $2,500 a year to $2,550 a year. G) Mary Jo Wieseler requested approval to reduce hours for Public Health Staff Member from 40 to 32 for 6 months. Nies/Shimanski motion carried unanimously to approve the reduction of hours for Public Health Staff Member from 40 to 32 for 6 months. AUDITOR-TREASURER Auditor-Treasurer Cindy Schultz A) Cindy Schultz requested approval of a permit for outdoor fireworks November 22, 2014 between 7:00 p.m. to 8:00 p.m. for about 15 minutes. November 4, 2014 County Board Meeting 4

5 Pyrotechnic Display Inc. shooting from Crow River Winery, at the location of Hwy 7 E, Hutchinson, MN. The organizers have provided a certificate of insurance of at least $1.5 million. Nies/ Christensen motion carried unanimously to approve a permit for outdoor fireworks November 22, 2014 between 7:00 p.m. to 8:00 p.m. for about 15 minutes from Pyrotechnic Display Inc. shooting from Crow River Winery. B) Cindy Schultz requested appointment of a Commissioner to the new Sibley County Joint Drainage Ditch Committee. Terlinden/Wright motion carried unanimously to appoint Paul Wright to the new Sibley County Joint Drainage Ditch Committee. INFORMATION TECHNOLOGY Director Vince Traver A) Vince Traver presented information regarding upgrades to the audio in the Boardroom. Vince and Donna Rickeman met with Tierney Brothers to discuss options which would include the audio upgrade, state mandated appliance for the hearing impaired and an upgrade of the control module. Total cost was quoted at $31, Commissioner Wright indicated that a new committee should be formed to look at the overall long range plan for the Boardroom to possibly include not only the audio, but other improvements of the Boardroom. RESTORATION ORDER A) This is a follow-up to a prior discussion which occurred on September 30, 2014 in which Mr. John Kolb, an attorney from Rinke Noonan spoke on behalf of Hilmer Pikal for an Appeal of a Wetland Conservation Act Restoration Order. At the September 30, 2014 meeting there was new information regarding a prior exemption for a ditch maintenance cleaning which caused the County and Technical Evaluation Panel (TEP) Committee to agree to re-evaluate the situation. It was agreed upon that this new information would be provided to the TEP Committee and a representative of Board of Water and Soil Resources (BWSR) to see if this new information changes their decision about the restoration order and the conditions set forth. The Board was informed by Roger Berggren, Environmental Services Director, that the TEP had reviewed the information resulting in the November 4, 2014 County Board Meeting 5

6 recommendation that the culvert be increased from an 18 inch culvert to a 24 inch culvert for the field crossing and that the bottom of the culvert be lowered to from the previously recommended level of The suggestion was made to accept the TEP review and schedule an appeal, however it was noted that Kolb had already appealed to the State and was denied. County Attorney Michael Junge was not aware of the appeal and Roger Berggren was asked to provide this information to Michael Junge so that he could review the appeal and provide the Board with something in writing at their November 18, 2014 Board meeting at 2:00 P.M. Nies/Wright motion carried unanimously to table until the November 18, 2014 Board Meeting at 2:00 P.M. AMERICAN LUNG ASSOCIATION Representative Erin Simmons A) Erin Simmons presented information on both e-cigarettes and smokeless tobacco. From survey information, it has been proven that youth that do not smoke cigarettes are the majority of the users of e-cigarettes. E-cigarettes are known to produce similar carcinogens as second hand smoke and because nicotine is addictive, e-cigarettes could be a "gateway drug," leading nonsmokers and kids to use tobacco. Erin also shared some ideas for policy solutions to include: Sampling a loop hole used to allow shops to open In-door air quality Increase age of seller to 17 or 18 Distance of retailers from youth facilities Capping the number of retailers Public Health will update the ordinances with additional information and present at the November 18, 2014 Board Meeting. JAIL RENOVATION & COURTHOUSE SECURITY Wold Architect John McNamara A) John McNamara presented more detail designs to allow Wold to create construction documents for the bid process which he expects to begin in February Current estimated costs are $6.2M for construction, which includes $4.6M for the jail expansion and $1.6M for courthouse security. Contingencies, fees, equipment and other items bring the estimated cost up to $7.125M which is about $200,000 more than the original estimate of $6.9M. Possible ways to bring the project back to the original estimate include not replacing electrical November 4, 2014 County Board Meeting 6

7 service, modifications to a proposed plaza near the new entrance on the east side. John McNamara also reminded the board that a proposal to close Ives Avenue on the east side of the courthouse and re-open Judd Avenue at the east side of the parking lot is not included in the budget. That cost is estimated to be $160,000 or more. Nies/Terlinden motion carried unanimously to approve the design and development phase of the project to allow Wold to begin drafting the construction documents. B) John McNamara requested approval of quote for security glass at Court Administration and Planning and Zoning/Environmental Services from Structural Glass Products (St Paul, MN) for a total cost of $8,400. Other quote received was from Midland Glass Co. Inc. (Hopkins, MN) for a total cost of $9,490. Nies/Shimanski motion carried unanimously to approve quote for security glass at Court Administration and Zoning/Environmental Services from Structural Glass Products (St Paul, MN) for a total cost of $8,400. COUNTY ADMINISTRATION A) Pat Melvin requested consideration of October 28, 2014 Budget Committee Recommendations. 1. Consider updated outside agency requests. Recommendation: Hold for further discussion. B) Pat Melvin reviewed the current AMC delegate listing; possibly make changes at a future board meeting. C) Paul Wright presented the Retrofit Completion and Upcoming Work Schedule. D) Kermit Terlinden presented the Penny per Pound Rebates in the amount of $2, to each recipient. This rebate is a community give back program based on the amount of residential plastic recycled in McLeod County. The recipients are the McLeod County DARE Program and the Hunger Free McLeod Backpack Program. E) Pat Melvin reminded the board that the November 18 th Board Meeting will take place at 1:00 P.M. November 4, 2014 County Board Meeting 7

8 F) Paul Wright requested approval of rental agreement with Apex Equipment (Mound, MN) for monthly rental cost of $2,900 for bailer. Nies/Wright motion carried unanimously to approve rental agreement with Apex Equipment (Mound, MN) for monthly rental cost of $2,900 for bailer. Terlinden/Nies motion carried unanimously to recess at 11:52 a.m. until 1:00 p.m. November 18, 2014 in the County Boardroom. ATTEST: Paul Wright, Board Chair Patrick Melvin, County Administrator November 4, 2014 County Board Meeting 8