MINUTES BOARD OF COMMISSIONERS HUBBARD C – Park Rapids Enterprise


MINUTES BOARD OF COMMISSIONERS HUBBARD COUNTY, MINNESOTA TUESDAY, SEPTEMBER 6, 2022 9:00 A.M. BOARDROOM HUBBARD COUNTY PRESENT: TED VAN KEMPEN, CHARLENE CHRISTENSON, DAN STACEY AND TOM KRUEGER ABSENT: DAVID DE LA HUNT 1. Pledge of Allegiance CHAIRMAN CALL TO APPOINTMENT a) Meeting called to order at 9:00 am AGENDA APPROVAL a) The agenda was amended to reflect a revised price offer for Item 5B from the Highway Authority and to withdraw Item 6D from the Solid Waste Department. Commissioner Krueger made a request for approval of the amended agenda. Commissioner Christenson supported the motion. Done 2. PUBLIC ENTRY – No one was present for the public post. 3. APPROVAL AGENDA a) Approve Minutes Correction on Date of Department Heads Meeting 8/16/2022 Regular Meeting – Minutes – Amended b) Auditors’ Certifications & Claims c) Social Services Arrest Warrants & Claims d) Presentation of Highway Department Financial Statements YTD 7/31/22 e ) Approval of Resolution 09062022001 accepting a monetary donation to Heartland Park for use in the maintenance and improvement of Heartland Park. 09062022001 Donation to Heartland Park f) Review and approve Resolution 09062022002 authorizing the Hubbard County Chief Executive to sign off on behalf of Hubbard County for the sale of County Fee Land as described in the Resolution to an adjacent landowner. 09062022002 District Chairman Authorized Signatory for Sale of Real Estate g) Approval Agenda Approval Minutes of August 16, 2022 meeting amended for date correction. Commissioner Stacey submitted a motion for approval of the Consent Agenda as amended. Commissioner Krueger supported the motion. 4. RECOGNITION OF COUNTY EMPLOYEES a) Recognition of County Employees Highway Herb McCormick, Maintenance Manager, is recognized for 25 years of service effective August 18, 2022. Scott Pfeiffer, Traffic Services Technician, began his full-time position on September 6, 2022. Sheriff Holly Malm, Jail Program Coordinator, is recognized for 15 years of service effective August 28, 2022. Chad Olson, Investigator, is recognized for 20 years of service effective September 3, 2022. Social Services Geraldine Swart, Social Worker – Children’s Services recognized for 12+ years of service October 12, 2009 to September 9, 2022. KateLynn Dudley, Family-based service provider, began full-time position 5. HIGHWAY / SURVEY a) County Highway bid review and approval Maps A bid for the printing and delivery of 3,000 County Highway Maps was received from Pro Print, Inc. of Duluth, MN for $2,835.06. This is a reprint project with Pro Print, eliminating setup fees. Continue the policy of offering free maps to the public, with funds from road and bridge tolls to be paid. Commissioner Stacey applied for approval of Pro Print, Inc. of Duluth, MN’s $2,835.06 bid to print and ship 3,000 County Highway Maps. Commissioner Christenson supported the motion. Done b) Review and approve the Civil 3D design software quote. This design software will be used for the engineer technician position added this year. A modified offer has been requested that prorates the subscription for that calendar year. The revised offer of $5,718.46 from DLT Solutions, LLC, Herndon, VA was received and would be valid from 9/1/22 to 1/22/2025. Commissioner Krueger filed a motion to approve the offer of $5,718.46 for a subscription by DLT Solutions, LLC, Herndon, VA, effective 9/1/22 to 1/22/2025. Commissioner Christenson supported the motion. Done c) Department update Assistant Engineer Adolphson provided the commissioners with an update on the status of construction projects. 6. SOLID WASTE a) Review and approve the bid for the cleaning of the South Substation The cleaning of the commercial side of the Substation, including the equipment, is being carried out in the South Substation as a result of the fire in June. This work has been reviewed and authorized by MCIT. Much of the funding for the work has already been received from MCIT and upon completion the final balance will be released. Two bids were received, with the Servpro Disaster Recovery Team of Brainerd/Edina, MN being the lowest bid. The cleaning work is scheduled to take place overnight while the station is closed to the public and is expected to take 6 to 9 days. Commissioner Christenson submitted an application for approval of the Servpro Disaster Recovery Team of Brainerd/Edina, MN’s low $107,330.28 bid to clean up the South Transfer Station. Commissioner Krueger supported the motion. Completed b) Review and approve bid for electrical work at South Transfer Station Electrical work will be carried out at South Transfer Station as a result of the June fire. This work has been reviewed and authorized by MCIT. Much of the funding for the work has already been received from MCIT and upon completion the final balance will be released. Two bids were received from Bergstrom Electric of Park Rapids with MN being the lowest bid at $11,975.00 for the replacement of 4 Airpear fans and 4 CO/NO2 detectors. Commissioner Stacey applied for approval of Bergstrom Electric of Park Rapids, MN’s low $11,975.00 bid for electrical work on the South Transfer Station. Commissioner Van Kempen supported the motion. Done c) Review and approve bids for replacement of LED lights In the old transmission station building, about half of the lights are currently not working and need to be replaced or repaired. This gives us the opportunity to upgrade to a more efficient LED system. We will continue to use this building as a warehouse and plan to use part of the building for a reuse area. Three bids were received to replace the lights, with the low bid of $2,986.70 from Avenson Electric Inc. of Park Rapids, MN. We would replace (10) hall lights with LED lights. Commissioner Stacey filed an application to approve the low bid of $2,986.70 from Avenson Electric Inc. of Park Rapids, MN. Replacement of (10) high bay lights with LED lights in the old substation building. Commissioner Christenson supported the motion. Completed d) Review and approve bids for HVAC work at South Transfer Station. Item removed from the agenda. e) Department Update Officers received an update on the status of Green Core member of the Department of Solid Waste. 7 ENVIRONMENTAL SERVICES a) Final Plat Application of Farris Acres by Son and Linda Tran Part of SW 1/4 of NE 1/4, Section 14, Township 145, Range 32, Farden Township. Package 07.14.00500. Proposers request that 34 ± acres be divided into 7 lots. The county board approved the preliminary plan on July 19, 2022. No conditions were attached to the approval. The Planning Commission recommended that the final plate application be approved at its August 22, 2022 meeting, as all of the Subdivision Ordinance criteria had been met. Andres moved, Petersen turned off, movement passed 5-0. Commissioner Christenson filed a motion to approve Farris Acres’ final plat application. Commissioner Krueger supported the motion. Completed b) FY2023 Natural Resources Block Grant SSTS Grant Agreement Through the Natural Resources Block Grant, the state provides funding ($18,600/year) to offset the county’s costs of administering its Subsurface Wastewater Treatment Systems Ordinance and funds for counties to support lower to grant -high-income households are upgrading failed septic systems. For 2023, the county has been awarded $33,418 for this scholarship program. Between 2013 and 2020, the county received $91,017 in grants that helped sixteen landowners upgrade their wastewater treatment plants. The staff propose and recommend approval of the 2023 grant agreement. Commissioner Van Kempen submitted a motion for approval of the SSTS block grant agreement for natural resources in FY2023. Commissioner Krueger supported the motion. Done c) Department Update The Commissioners received an update regarding the enforcement of the Shoreland Management Ordinance. 8. FINANCES a) Approval of Outsourcer for TNT (Truth In Taxation) and Tax & Value Notices of the Auditor & Assessor. The previous outsourcer, StreamWorks, is unavailable to provide future services, requiring a new outsourcer to process and send TNT communications, tax returns and value notifications. Two bids were received for these notices. The Auditor’s Office learned that Beltrami County has experience working with Master’s Touch without encountering difficulties sending 2022 statements with Tyler software. Services are included in the budget for auditors and assessors. Commissioner Christenson applied for approval of the auditor’s recommendation for the $2,989.00 offer from Master’s Touch of Spokane, WA. for printing Hubbard County’s TNT announcements and offering $11,235.00 from Master’s Touch of Spokane, WA. for printing Hubbard County tax returns and assessments. These offers do not include postage. Commissioner Van Kempen supported the motion. Worn 9. ADMINISTRATOR a) Report of the Administrator Administrator Cadwell discussed the progress made on the budget projections for 2023 and the moving parts that are currently being further developed. 10 SHERIFF a) Presentation of the 2023 budget – stapler pg. 32-50 FY 2023 Draft Budget 11 COMMITTEE REPORTS a) Commissioners provided updates on the following committees: Christenson: PrimeWest, ACE Summit, MAHUBE-OTWA, Heritage Living Center Stacey: ACE Summit, Public Safety and Transport Van Kempen : Mississippi Headwaters 1 Watershed 1 Plan, Division Chief 12 SESSIONS TO NOTE a) September 13 Working Session Plan: Roads and Bridges, Solid Waste, Library, SWCD, Lake Belle Taine b) Registration for the AMC Annual Conference from the 5 DoubleTree Hotel in Bloomington. At this point, Commissioners Christenson, Krueger and Van Kempen are present along with Administrator Cadwell. 13 VIOLATION a) Meeting adjourned at 10:40 am Commissioner Stacey moved to adjourn the meeting. Commissioner Christenson supported the motion. Worn by /s/ Ted Van Kempen Ted Van Kempen, Chairman Hubbard County Board of Commissioners CERTIFICATE: /s/ Jeff Cadwell Jeff Cadwell Hubbard County Administrator (24 Sep 2022) 104236

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