Wadena County Board of Commissioners AGENDA Call To Order/Pledge Of Allegiance Amend ...

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Wadena County Board of Commissioners
AGENDA
1. 9:00 A.M. Call To Order/Pledge Of Allegiance
2. Amend/Approve Day's Agenda
3. Minutes July 14th
Documents: 7-14-15 BOARD MEETING.PDF
4. Board Warrants
Documents: WARRANTREGISTER07_30_2015_15_16_32.PDF
5. US Bank
Documents: US BANK.PDF
6. 9:15 A.M. Rhonda Bot - Court Administration Staffing Announcements
7. 9:25 A.M. Ryan Odden - Safe Room Request
Documents: 20150804 BAF SAFE ROOM.PDF
8. Ryan Odden - Transit Title VI Resolution
Documents: 20150804 BAF TRANSIT TITLE VI RESOULTION.PDF
9. Ryan Odden - Final Payment Traffic Marker
Documents: 20150804 BAF FINAL PAYMENT TRAFFIC MARKING SERVICE,
INC..PDF
10. 9:45 A.M. Tanya Leskey - West Central Juvenile Center Contract
Documents: WADENA- ANNUAL PURCHASE AGREEMENT - 16.PDF
11. Tanya Leskey - South Country Health Alliance Discussion/Motion
Documents: 256B.692.PDF, 256B..69V2.PDF, MOTION TO OBJECT TO MINNESOTA
DEPARTMENT OF HUMAN SERVICES.PDF, RFP MCO COUNTIES PROTECTED WEB
VERSION JUNE 1 2015_01262015.PDF, WADENA PROCUREMENT IMPACT.PDF,
KANABEC_SCHA RESOLUTION.PDF
12. 9:50 A.M. Curt Kreklau - Sebeka TIF Annual Disclosure
Documents: LTR - DISCLOSURE TO COUNTY BOARD.PDF, ANNUAL
DISCLOSURE.PDF
13. 9:55 A.M. Closed Meeting - Labor Negotiations
Documents: CLOSED MEETING FOR LABOR NEGOTIATIONS STRATEGY.PDF
14. 10:30 A.M. Deana Malone - Conditional Use Permit
Documents: BOARD ACTION FORM - WIESELER CUP 8-4-15.PDF, MEETING
MINUTES JULY 16, 2015.PDF, CUP RESOLUTION.WIESELER.PDF
15. 10:40 A.M. Closed Meeting - County Coordinator Evaluation
Documents: CLOSED MEETING FOR EMPLOYEE PERFORMANCE REVIEWS.PDF
Wadena County Board of Commissioners
AGENDA
1. 9:00 A.M. Call To Order/Pledge Of Allegiance
2. Amend/Approve Day's Agenda
3. Minutes July 14th
Documents: 7-14-15 BOARD MEETING.PDF
4. Board Warrants
Documents: WARRANTREGISTER07_30_2015_15_16_32.PDF
5. US Bank
Documents: US BANK.PDF
6. 9:15 A.M. Rhonda Bot - Court Administration Staffing Announcements
7. 9:25 A.M. Ryan Odden - Safe Room Request
Documents: 20150804 BAF SAFE ROOM.PDF
8. Ryan Odden - Transit Title VI Resolution
Documents: 20150804 BAF TRANSIT TITLE VI RESOULTION.PDF
9. Ryan Odden - Final Payment Traffic Marker
Documents: 20150804 BAF FINAL PAYMENT TRAFFIC MARKING SERVICE,
INC..PDF
10. 9:45 A.M. Tanya Leskey - West Central Juvenile Center Contract
Documents: WADENA- ANNUAL PURCHASE AGREEMENT - 16.PDF
11. Tanya Leskey - South Country Health Alliance Discussion/Motion
Documents: 256B.692.PDF, 256B..69V2.PDF, MOTION TO OBJECT TO MINNESOTA
DEPARTMENT OF HUMAN SERVICES.PDF, RFP MCO COUNTIES PROTECTED WEB
VERSION JUNE 1 2015_01262015.PDF, WADENA PROCUREMENT IMPACT.PDF,
KANABEC_SCHA RESOLUTION.PDF
12. 9:50 A.M. Curt Kreklau - Sebeka TIF Annual Disclosure
Documents: LTR - DISCLOSURE TO COUNTY BOARD.PDF, ANNUAL
DISCLOSURE.PDF
13. 9:55 A.M. Closed Meeting - Labor Negotiations
Documents: CLOSED MEETING FOR LABOR NEGOTIATIONS STRATEGY.PDF
14. 10:30 A.M. Deana Malone - Conditional Use Permit
Documents: BOARD ACTION FORM - WIESELER CUP 8-4-15.PDF, MEETING
MINUTES JULY 16, 2015.PDF, CUP RESOLUTION.WIESELER.PDF
15. 10:40 A.M. Closed Meeting - County Coordinator Evaluation
Documents: CLOSED MEETING FOR EMPLOYEE PERFORMANCE REVIEWS.PDF
WADENA COUNTY BOARD OF COMMISSIONERS' MEETING
JULY 14, 2015

Wadena County Courthouse, Commissioners' Room
415 South Jefferson Street, Wadena, Minnesota

1 Call to Order and Pledge of Allegiance

Chairperson Bounds called the meeting to order at 9:00 a.m. and all present recited the Pledge of
Allegiance.

Present: District 1 Sheldon Monson
District 2 Jim Hofer
District 3 Bill Stearns
District 4 Rodney Bounds
District 5 Dave Hillukka

Also present: County Coordinator Curt Kreklau, Jr., Wadena County Attorney Kyra Ladd, Wadena
County Auditor/Treasurer Judy Taves, Auditor's Office Tax Specialist Missy Lund, Wadena County
Assessor Lee Brekke, Wadena County Human Services Director Tanya Leskey, Transit Director Ryan
Damlo, Sue Siemers, Beverly Herfindahl, Highway Engineer Ryan Odden, Planning and Zoning
Director Deana Malone, County Recorder Soledad Henriksen, Emergency Management Services
(EMS) Director Luke Manderschied, Mike Willie and Sebeka Review Messenger/Verndale Sun
Reporter Matthew B. Johnson and Staples World Reporter Laurinda Porter.

2 Review and Approve 7-14-15 Regular County Board Meeting Agenda

Moved by Commissioner Monson seconded by Commissioner Stearns to approve the agenda of the
July 14, 2015 regular County Board Meeting as amended to include item #3 - approval of $5,000 in
postage, include item #13 – Disaster Declaration and delay item #11 - Data Breach Policy until July 21,
2015, motion carried unanimously.

3 $5,000 Postage

Moved by Commissioner Hillukka seconded by Commissioner Monson for approval to increase the
postage $5,000.00, motion carried unanimously.

4 Deana Malone – LISSTS Grant Request

Moved by Commissioner Stearns seconded by Commissioner Monson for approval to provide $3,718
in grant funding from Low Income SSTS Grant to install replacement septic system for property owner
in Section 26 of Red Eye Township, motion carried unanimously.

7/14/2015 – Page 1
5 Ryan Damlo – Transit Merger Update

Mr. Damlo gave an update on the Transit Merger and his activities over the past several months. He
presented a proposed Becker Wadena Transit Joint Powers Agreement for the Board to review and will
be submitting the Resolution for the Board's signature in August. Commissioners Bounds and Stearns
have been working with them throughout their merger committees.

Some of the activities he has been working on to attract new ridership include the Open House at the
Wadena County Fair, adding the Summer Rec program, getting a bike rack for one of the busses,
comment cards and weekly drawing contest, expanding hours and offering late rides one night a week,
and Commuter Challenge. Also, he talked to Rising Phoenix and they are stopping their local in-town
service and will suggest using Friendly Rider instead.

10 Judy Taves – Information Regarding PILT

Because of the tax forfeit sale last year, they started with 2,425 acres of PILT (Payments in Lieu of
Taxes) last year and now have 700 acres because the remaining 1,725 acres are back on the tax rolls.
Missy Lund gave a breakdown on why the 700 acres are left. 105.44 acres is conservation (completely
under water), 71.68 acres is still available left over from the last land sale, 474.94 is under timber
contract with the DNR, 2.91 acres is eligible for adjacent landowner sales, 5 acres will go on the next
tax forfeit sale, and 40 acres is being transferred to Anderson's Crossing

9 Judy Taves – Donated Leave Bank

Ms. Taves met with the County Coordinator and the County Attorney and are recommending making a
change to the vacation and compensatory time policy, which is Article 40 of the personnel policy.
Currently, you can name who you want to give the hours to, but the County Attorney felt that legally
they shouldn't be doing that and it should be changed to a donated time bank. The suggested annual
amount will be 80 hours and there will be a lifetime maximum suggested amount of 160 hours. The
Board was asked to consider this change.

Moved by Commissioner Monson seconded by Commissioner Hofer to (1) approve the amended
language, as presented, to the Wadena County Personnel Policy Article 40, Donation of
Vacation/Compensatory Time into Donated Time Bank, (2) to approve, as presented, Criteria
Regarding Eligibility to Receive Donation of Vacation/Compensatory Time from Donated Leave Bank,
and (3) to approve, as presented, the Accept/Deny/Notification form for use by the Auditor/Treasurer
with regard to Donated Time Bank, all effective July 14, 2015, motion carried unanimously.

6 Tanya Leskey – Child Protection Positions

Mike Willie gave an overview of the legislative action taken on child protection. Child population is
the biggest variable in county staffing/services allocation. The total allocation that was provided at the
end of the last legislation for Wadena County is $75,000. Wadena County comes in at 1.0 for estimated
FTE. It is based primarily on child population. The County staffing allocation is based on four figures:
50% is based on the child population in the county, 25% is based on the number of screened in child
protection investigations and assessments and 25% is based on the number of child protection case
management. The 2013 child welfare report indicates Wadena County has child population of 3,372

7/14/2015 – Page 2
(makes up 50% of the allocation). Mike reported that even though we have a small child population,
we have quite a bit of need in our county based on the number of unique children that were served.
With that allocation received from the Legislature, they are requesting to fill that one FTE person with
a Lead Social Worker Position which would be accounted for in that one FTE allotment. He noted that
the money the State has given us is only available if they hire a person and needs to be hired after July
1, 2015.

Ms. Leskey stated they had already been approved an additional FTE for a Child Protection Worker,
but it was anticipated they would be receiving two FTE's. They have an open Child Protection position
right now. She talked with the Personnel Committee and she would like to move that FTE from Child
Protection into Children's Mental Health because they are understaffed and use the allocated dollars
that have to be for a new position for Children and Family Services Team Lead position

Moved by Commissioner Stearns seconded by Commissioner Hillukka for approval to create a Lead
Social Worker Position, motion carried unanimously.

The Board recessed at 9:48 a.m. and reconvened at 9:56 a.m.

7 Stephen Halonen – Vercon Space Needs Analysis

A Wadena County Space Needs-Solutions Analysis that was prepared by Vercon was provided to
supply the County with the information necessary to choose a direction towards accommodating
current and future space needs. The first option is an addition to the existing courthouse building
which indicates an overall square footage cost of $232 to add and complete the interior shell and
interior build-out. The second option is to update and renovate the Wensman Building which includes
updating the exterior shell and complete the interior build-out for a cost of $163 per square foot. The
third option would be to look at other properties. The summary indicates that of these three options
compared in the cost/value analysis table, the Wensman Building option will provide the greatest
amount of additional finished square footage for a sample budget of $1,000,000.

Commissioner Stearns noted if they did the Wensman Building, there is considerable work that could
be done by Sentence to Serve crews. That is not taken into consideration in Vercon's analysis because
of the difficulty of knowing what their availability is going to be and what their skill of level will be,
but there definitely could be room for savings.

Justin stated that in order to get a dollar amount for Sentence to Serve labor, they will try to break out
what work Sentence to Serve could do, estimate the range of hours for each area before bid time, get
together with Ryan and see what is realistic on what can be expected from the Sentenced to Service
crew (STS.)

Vercon will refine their cost analysis to include more accurate figures using STS.

8 Stephen Halonen – Vercon Master CM Agreement

Mr. Kreklau presented the AIA (The American Institute of Architects) Document C132 – 2009 Standard
Form of Agreement between Owner and Construction Manager and stated it needed to be taken care of
as work is proceeding under that Agreement. The Space Needs-Solutions Analysis falls under this
Agreement, but no Agreement has been signed with them yet. The Board made a motion to go ahead
7/14/2015 – Page 3
with the analysis, but we don't have an actual contract yet with Vercon for this work. Right now,
Vercon is under contract with Solid Waste, but this will convert it to an overall umbrella CM services as
the Board directs. There was question about Article 11.1.1 (The Construction Manager will charge the
Owner a fee of 10%, calculated on Reimbursable expenses and Direct Personnel expenses) and 11.1.2
(The Construction Manager will charge the Owner a fee of 10%, calculated on Cost of the Work,
Reimbursable expenses and Direct Personnel expenses). Justin explained the 10% is their overhead
profit, it is fairly standard verbiage and it is willing to be negotiated. A larger project fee would be less
whereas a smaller project fee tends to be a little more. The unit rates per hour are negotiable, as well,
on a job by job basis. The fees would be agreed upon before they moved forward. Wadena County
Attorney Kyra Ladd asked if Reimbursable Expense, Direct Personnel Expense or Cost of Work is
defined anywhere. Justin stated there should be an addition and deletion supplement, but it was not
attached, however, that does define the terms. Reimbursable expenses were listed in the Agreement.
He will get definitions for Direct Personnel Expense and Cost of Work and bring back to the Board
next week.

12 Curt Kreklau – Courtroom Remodel Inspector

Moved by Commissioner Stearns seconded by Commissioner Hofer to allow Curt Kreklau and Ryan
Odden to engage Vercon when they feel necessary for consultation on the court remodeling project and
upon engaging them to notify the two commissioners on the Building Services Committee that they
have engaged them, motion carried unanimously.

13 Disaster Declaration

The State has come up with a Disaster Fund maintained by the State and, in order to get money from
that fund, a state of emergency needs to be declared. At this point, the county departments, as a whole,
have not met the threshold as required by the State, which is $24,000, but as of July 1st, the electrical
coops can be included and can get money from that fund. Right now, between Todd and Wadena
Counties, the estimate of Todd-Wadena Electric is $200,000 that they will have into the repair. At least
$100,000 of that is in Wadena County. Ryan Odden estimates his department at $3,000 and the
Sheriff's department is estimated at $3,000.

Moved by Commissioner Hofer seconded by Commissioner Hillukka to approve Resolution # _______
as presented Declaring Wadena County in a State of Emergency for conditions resulting from the
severe thunderstorm event of July 12, 2015, motion carried unanimously.

Moved by Commissioner Stearns seconded by Commissioner Monson to approve Resolution # ______
as presented requesting State public disaster assistance in accordance with Minnesota Statute 12B.30,
motion carried unanimously.

Motion by Hillukka second by Monson to adjourn the Board of Commissioner's Meeting at 10:53 a.m.

__________________________________ __________________________________
Curt Kreklau Rodney Bounds, Chairperson
Wadena County Coordinator Wadena County Board of Commissioners
7/14/2015 – Page 4
JSKTAX *** W A D E N A C O U N T Y ***
07/30/2015 3:16PM
Warrant FormCHEK WARRANT REGISTER Approved 08/04/2015 Page 1
Commissioner's Warrants Commissioner Warrants Pay Date 08/07/2015
Description Account Number Invoice # PO # Tx
Vendor # Vendor Name Amount OBO# On-Behalf-of-Name From Date To Date
100335 AAGARD/CHARLES 3.60 Mileage.Zoning 01-103-000-0000-6334 7162015 N
Warrant # 31738 Total... 3.60
102196 ALDRICH TRACTOR INC* 71.50 OIL RACK 072015 13-330-000-0000-6562 59541 N
Warrant # 31739 Total... 71.50
101859 AMERI PRIDE* 64.78 Mat Rental 01-111-000-0000-6410 1601047229 N
101859 44.15 Mats 17-403-100-0000-6210 1601058612 N
Warrant # 31740 Total... 108.93
102617 ARVIG COMMUNICATION SYSTEMS* 155.00 Phone Line Repair-Shrf 01-201-000-0000-6401 234419 N
102617 155.00 Phone Line Repair-Shrf 01-201-000-0000-6401 234653 N
Warrant # 31741 Total... 310.00
100519 ATOM 475.00 Training-Shrf 01-201-000-0000-6241 83767256 N
Warrant # 31742 Total... 475.00
100226 AUTO VALUE WADENA-FISKUMS* 16.08 Contract Cleaner 01-111-000-0000-6560 65119389 N
100226 64.36 Hand Wipes-Jail 01-251-000-0000-6450 65117621 N
Warrant # 31743 Total... 80.44
100576 BCA-CJIS SECTION 175.00 Gun Permit Fees-Shrf 01-209-000-0000-6803 80000045 N
100576 115.00 Gun Permit Fees-Shrf 01-209-000-0000-6803 85000045 N
100576 270.00 CDJN Connect Fees-E911 01-284-000-0000-6803 00000230332 N
Warrant # 31744 Total... 560.00
100959 BOB BARKER COMPANY* 188.29 Jail Supplies-Shrf 01-251-000-0000-6450 WEB000379507 N
100959 91.77 Jail Supplies-Shrf 01-251-000-0000-6450 WEB000379291 N
Warrant # 31745 Total... 280.06
104614 BOUNDS/RODNEY 19.55 Mileage.Zoning 01-103-000-0000-6334 7162015 N
Warrant # 31746 Total... 19.55
101413 CANON FINANCIAL SERVICES, INC 48.32 CoprLease.Coordinator 01-032-000-0000-6241 15087824 N
101413 96.64 CoprLease.Zoning 01-103-000-0000-6401 15087824 N
Warrant # 31747 Total... 144.96
100987 CENTURYLINK 261.00 Circuit Account-Shrf 01-062-000-0000-6202 218D310032 N
100987 4.54 Circuit Account-Tax-Shrf 01-062-000-0000-6202 218D310032 N
Warrant # 31748 Total... 265.54
101252 CHEMSEARCH* 731.40 YIELD AEROSOL 072015 13-330-000-0000-6569 1972518 N
Copyright 2010 Integrated Financial Systems
JSKTAX *** W A D E N A C O U N T Y ***
07/30/2015 3:16PM
Warrant FormCHEK WARRANT REGISTER Approved 08/04/2015 Page 2
Commissioner's Warrants Commissioner Warrants Pay Date 08/07/2015
Description Account Number Invoice # PO # Tx
Vendor # Vendor Name Amount OBO# On-Behalf-of-Name From Date To Date
Warrant # 31749 Total... 731.40
102421 CHRISTIAN MISSIONARY ALLIANCE CHURCH 65.00 Clinic Rent 09-481-000-0000-6340 August N
Warrant # 31750 Total... 65.00
101780 CITRIX SYSTEMS, INC 2,240.00 Citrix Systems 01-061-000-0000-6409 20132474 N
Warrant # 31751 Total... 2,240.00
101806 COBURN'S INC 72.92 Inmate Meds-Jail 01-251-000-0000-6430 05012015 N
101806 13.81 Inmate Meds-Jail 01-251-000-0000-6430 05022015 N
101806 37.26 Inmate Meds-Jail 01-251-000-0000-6430 06092015 N
101806 356.79 Inmate Meds-Jail 01-251-000-0000-6430 06092015 N
Warrant # 31752 Total... 480.78
102060 CONTACT RADIO COMMUNICATIONS 38.00 Removal of Equipment-Shrf 01-201-000-0000-6301 3593 N
102060 14.00 Monitor Repair-Visitation-Shrf 01-251-000-0000-6310 3585 N
102060 38.00 Monitor Repair-Visitation-Shrf 01-251-000-0000-6312 3602 N
102060 42.50 Door Access Cards-Shrf 01-281-000-0000-6399 3569 N
102060 115.50 Headset Adapter-Dispatch-Shrf 01-284-000-0000-6803 3560 N
Warrant # 31753 Total... 248.00
101791 CUSTOM SEPTIC INC 3,718.00 GrantRatcliff.Zoning 01-103-000-0000-6356 646 N
Warrant # 31754 Total... 3,718.00
101752 DACOTAH PAPER CO* 422.38 Paper 01-062-000-0000-6403 54497 N
Warrant # 31755 Total... 422.38
103139 DAKOTA MAILING AND SHIPPING EQUIP, INC* 183.33 Cartidges 01-062-000-0000-6803 44495 N
103139 118.23 postage supplies 09-481-000-0000-6401 44655 N
Warrant # 31756 Total... 301.56
100014 DAVE'S FLOOR COVERING 1,679.86 Capet and Tile--TFF 17-403-100-0000-6957 6/19/15 N
Warrant # 31757 Total... 1,679.86
100461 DEAN/BRYAN 50.00 Law Lib 01-020-000-0000-6260 July 2015 N
Warrant # 31758 Total... 50.00
103562 DEPARTMENT OF HUMAN SERVICES 63.42 Postage 01-064-000-0000-6401 14434100 N
Warrant # 31759 Total... 63.42
101416 DITTBERNER/RHONDA 10.93 Mileage - Rhonda 01-061-000-0000-6334 20133580 N
Copyright 2010 Integrated Financial Systems
JSKTAX *** W A D E N A C O U N T Y ***
07/30/2015 3:16PM
Warrant FormCHEK WARRANT REGISTER Approved 08/04/2015 Page 3
Commissioner's Warrants Commissioner Warrants Pay Date 08/07/2015
Description Account Number Invoice # PO # Tx
Vendor # Vendor Name Amount OBO# On-Behalf-of-Name From Date To Date
Warrant # 31760 Total... 10.93
101782 DOUG'S PLUMBING 75.00 Repair Men's Restroom sink 17-403-100-0000-6340 559665 N
Warrant # 31761 Total... 75.00
101943 ELECTION SYSTEMS & SOFTWARE,INC.* 11,000.00 Equipment 01-065-000-0000-6480 934399 N
Warrant # 31762 Total... 11,000.00
103040 EMERGENCY AUTOMOTIVE TECHNOLOGY, INC 771.55 Equipment for Squad-Shrf 01-201-000-0000-6660 AW0616158A N
Warrant # 31763 Total... 771.55
101510 ERICKSON ENGINEERING CO. 765.00 ENGINEERING SERVICES-BR 070915 13-324-000-0000-6260 11330 N
Warrant # 31764 Total... 765.00
101800 FIRE SAFETY USA 2,605.00 LED Lights-Shrf 01-201-000-0000-6803 80426 N
Warrant # 31765 Total... 2,605.00
100286 FIRST ENGLISH LUTHERN CHURCH 65.00 Clinic Rent 09-481-000-0000-6340 August N
Warrant # 31766 Total... 65.00
101125 FUNK/CHARLES 34.50 Mileage.Zoning 01-103-000-0000-6334 7162015 N
Warrant # 31767 Total... 34.50
103484 GILSTER EXCAVATING 1,510.00 McGvnCottnghm.Parks 01-521-000-0000-6803 1388 N
103484 220.00 WhiteDog.Parks 01-521-000-0000-6803 1387 N
Warrant # 31768 Total... 1,730.00
103183 GREATAMERICA FINANCIAL SVCS* 390.00 FP Jetmail 01-062-000-0000-6340 17248728 N
Warrant # 31769 Total... 390.00
104078 GROTBERG/ROBIN 10.35 Mileage from Staples--Safety T 17-403-100-0000-6330 7/7/15 N
Warrant # 31770 Total... 10.35
102974 HEARTLAND TIRE SERVICE* 120.73 New Tire for Squad-Shrf 01-201-000-0000-6560 0000031427 N
Warrant # 31771 Total... 120.73
101331 Hennepin County 300.00 Training-Shrf 01-201-000-0000-6241 09172015 N
101331 300.00 Training-Shrf 01-201-000-0000-6241 09182015 N
Warrant # 31772 Total... 600.00
102092 HILLYARD FLOOR CARE SUPPLY-HUTCHINSON* 598.77 Jail Supplies-Shrf 01-251-000-0000-6450 601684477 N
Warrant # 31773 Total... 598.77
Copyright 2010 Integrated Financial Systems