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MINUTES BOARD OF COMMISSIONERS HUBBARD C

MINUTES BOARD OF COMMISSIONERS HUBBARD COUNTY, MINNESOTA TUESDAY, DECEMBER 21, 2021 9:00 AM HUBBARD COUNTY BOARD ROOM PRESENT: DAVID DE LA HUNT, TED VAN KEMPEN, CHARLENE CHRISTENSON, DAN STACEY, AND TOM KRUEGER ABSENT: PLEDGE OF ALLEGIANCE BOARD CHAIR CALL TO ORDER Called to order at 9:01am 1 AGENDA APPROVAL a) Administrator Cadwell detailed to the Commissioners the need for multiple closed-sessions during the Administrators Report. Commissioner Christenson made a motion to approve the Agenda as amended. Commissioner Stacey seconded the motion. Carried 2 PUBLIC INPUT - No one spoke for Public Input. 3 CONSENT AGENDA a) Approve Minutes b) Auditors Warrants and Claims c) Social Services Warrants and Claims d) Approve Cash Balance Reports for Month Ending November 30, 2021. e) 2022 Compensation Schedule f) Adopt Resolution 12212021001, Accepting Sheriff’s Office Donations WHEREAS, Minnesota Statutes §465.03 provides for acceptance of gifts by the County by resolution of the County Board adopted by a two-thirds majority of the Board and expressing the terms of the gift, and WHEREAS, the Hubbard County Sheriff’s Office has received gifts as follows: Name: Hubbard 1st Response & Rescue Inc Amount: $2400.00 Donation: SWAT Donation Name: Wolf Lake Wolf Pack Baseball Club, Inc Amount: $7,500.00 Donation: SWAT Donation Name: Trinity Lutheran Church Women Amount: $200.00 Donation: Jail Ministry Donation NOW,THEREFORE,BE IT RESOLVED, that the aforesaid gifts are hereby gratefully accepted. g) Approve Resolution 12212021002 designating Committed Funds in accordance with GASB 54 WHEREAS,HUBBARD COUNTY is required by GASB 54 to classify those committed funds that can only be used for specific purposes pursuant to constraints imposed by formal action of the County Board; and WHEREAS, those committed amounts cannot be used for any other purpose unless the government removes or changes the specific use by taking the same type of action it employed to previously commit those amounts; and WHEREAS, committed fund balance also should incorporate contractual obligations to the extent that existing resources in the fund have been specifically committed for use in satisfying those contractual requirements; WHEREAS, the board approves to commit fund balances for Building Maintenance, Capital Improvement, County Cars, Departmental Designations, Survey Remonumentation, Employee Flex Plan, Employee Group Health, Investigations, Swat Team, and Emergency Management under the General Fund. WHEREAS, the board approves to commit fund balances for Capital Outlay/Gravel, County Road Construction/Maintenance Projects, Building Replacement Fund, and Compensated Absences under the Road and Bridge Fund. WHEREAS, the board approves to commit fund balances for Employee Benefits-Severance under all funds. THEREFORE, BE IT RESOLVED THAT, County Board action to commit fund balance needs to occur within the fiscal reporting periods; however, the amount can be determined subsequently. h) Authorize the Auditor-Treasurer to publish the Hubbard County Annual Financial Statements for 2020. i) Submittal of YTD Highway Dept. Financial Statements for 10/31/21 and 11/30/21 j) Approve resolution 12212021003 to accept VEGA-3 Grant for election equipment. WHEREAS, Minnesota counties are responsible for administering elections, which includes the purchase and maintenance of supplies and election equipment, including accessible voting equipment; and, WHEREAS, Minnesota last updated much of its voting equipment first purchased between 2002 and 2006 in 2018 and 2021, meaning that remaining equipment is left to be replaced and upgraded with new technology; and, WHEREAS, Minnesota’s 2021 Legislature authorized funds for the VEGA-3 Grant to assist counties, cities, towns, and school districts with the purchase of voting equipment; and WHEREAS, to receive funding from the VEGA-3 Grant, counties must submit an application to the Minnesota Secretary of State by December 17, 2021; now, therefore, NOW,THEREFORE,BE IT RESOLVED, Hubbard County approves its application for funding from the VEGA-3 Grant; and BE IT FURTHER RESOLVED, that the County certifies that any funds awarded from the VEGA-3 Grant will be used only to purchase assistive voting technology approved by the Secretary of State. k) Commissioner Krueger made a motion to approve the Consent Agenda as presented. Commissioner Van Kempen seconded the motion. Carried 4 COUNTY EMPLOYEE RECOGNITION a) County Employee Recognition In addition to regular staffing changes, employees were recognized for annual service awards. 2021 Annual Service Awards 5 HIGHWAY / SURVEY a) 2021 Land Survey Report b) Calcium Chloride update Highway Engineer Jed Nordin and Assistant Engineer Jeff Adolphson presented findings from the 2021 Calcium Chloride Program. The Highway Department has been investigating multiple alternative products for the purpose of dust control on county roadways. Chloride Map 2021 Calcium Chloride c) Review and approve final payment for Project SAP 029-603-012, CSAH 3 Reclamation and Paving from TH 71 to Becida Commissioner Van Kempen made a motion to approve the final payment to Anderson Bros. Construction Co., Brainerd, MN, in the amount of $235,975.14 for Project SAP 029-603-012. Commissioner Christenson seconded the motion. Carried d) Review and approve final payment for Projects CP 029-106-021, CR 106, and CP 029-109-021, CR 109 Commissioner Krueger made a motion to approve final payment to Anderson Bros. Construction Co, Brainerd, MN in the amount of $63,192.74 for Projects CP 029-106-021 and CP 029-109-021. Commissioner Van Kempen seconded the motion. Carried e) Review and approve final payment for Projects SAP 029-608-004, SAP 029- 635-007, and SAP 029-646-004 - Reclamation and Paving projects on CSAHs 8, 35, and 46 Commissioner Van Kempen made a motion to approve final payment to Beltrami County in the amount of $65,013.50 for the reclamation and paving projects completed by Knife River Materials in 2020 on the county line. Commissioner Stacey seconded the motion. Carried 5 NATURAL RESOURCE MANAGEMENT a) Review and approve the timber appraisals for a January 10, 2022 Oral Timber Auction The Natural Resource Management department has reviewed and appraised the timber on twelve stands of timber. The 12 stands cover roughly 556 acres and contain approximately 12,080 cords of various species of timber with an appraised value of $286,247.90. The NRM department has scheduled a oral timber auction for January 10, 2022. Commissioner Krueger made a motion to approve the twelve appraisals and authorize the Natural Resource Management department to auction the timber at public oral auction beginning at 9:00 am on Monday, January 10, 2022. Commissioner Van Kempen seconded the motion. Carried 7 SHERIFF a) 2020 Emergency Management Performance Grant BE IT RESOLVED THAT, the Hubbard County Sheriff’s Office enter into a grant agreement with the Minnesota Department of Public Safety, for the 2020 EMPG (Emergency Management Performance Grant) during the period from January 1, 2020 through December 31, 2021 in the amount of $21,287.00, and; BE IT FURTHER RESOLVED, that the Hubbard County Sheriff is hereby authorized to execute such agreements and amendments as are necessary to implement the project on behalf of the Hubbard County Sheriff’s Office and to be the fiscal agent and administer the grant. Commissioner De La Hunt made a motion to approve resolution 12212021004 authorizing the grant application and the use of county funds for grant matching. Commissioner Krueger seconded the motion. Carried b) Approval of the Purchase of Service Agreement Between Hubbard County and the Hubbard County Posse Approve the Purchase of Service Agreement Between Hubbard County and the Hubbard County Posse in maintaining of a Posse to perform services in Hubbard County from January 1, 2022 through December 31, 2022 in the amount of $398.00. Commissioner Christenson made a motion to approve the Service Agreement Between Hubbard County and the Hubbard County Posse in maintaining of a Posse to perform services in Hubbard County from January 1, 2022 through December 31, 2022 in the amount of $398.00. Commissioner Stacey seconded the motion. Carried c) Approval of the Purchase of Service Agreement Between Hubbard County and the Lakes Area Dive Team Hubbard County and the Lakes Area Dive Team have worked together to maintain the services of a Dive Team to perform emergency services in Hubbard County from January 1, 2022 through December 31, 2022 in the amount of $5,000.00. Commissioner Christenson made a motion to approve the Purchase of Service Agreement Between Hubbard County and the Lakes Area Dive Team for the maintaining of a Dive Team to perform emergency services in Hubbard County from January 1, 2022 through December 31, 2022 in the amount of $5,000.00. Commissioner De La Hunt seconded the motion. Carried d) Review and Approve Quote for New Throwbot 2 Robot for the SWAT Team Hubbard County Sheriff’s Office has received a quote for a new Throwbot 2 Kit with Throwbot 2 Robot from Recon Robotics for the SWAT Team. Payment to be made out of the SWAT Team account using donated funds. Commissioner Van Kempen made a motion to approve the quote of $15,974.00 from Recon Robotics of Edina, MN for a new Throwbot 2 Kit with Throwbot 2 Robot from Recon Robotics for the SWAT Team. Payment to be made out of the SWAT Team account using donated funds from the Wolf Lake Baseball Club. Commissioner Stacey seconded the motion. Carried e) Review and Approve Quote for Watchguard Review and approve quote for WatchGuard from Motorola Solutions. This is a five (5) year lease for all new squad dash cameras, body worn cameras and cloud storage. There is an annual cost of $49,536.00 with the exception of the first year which will have an additional cost of $10,000.00 for installation. This cost will be paid for with budgeted and restricted funds. This cost would provide body cams for officers and upgrades and additions of dashboard cameras in squad cars. Commissioner Stacey made a motion to approve the quote for WatchGuard from Motorola Solutions for a five (5) year lease for all new squad dash cameras, body worn cameras and cloud storage. There is an annual cost of $49,536.00 with the exception of the first year which will have an additional cost of $10,000.00 for installation, pending the public notice and comment period. Commissioner Christenson seconded the motion. Carried f) Review and Approve Hazard Mitigation Assistance Agreement, Resolution and Letter of Commitment of Funds Review and approve the Hazard Mitigation Assistance Agreement for Counties utilizing HSEM (Homeland Security and Emergency Management) Plan Update Consultant and Hazard Mitigation Plan Update Application, Resolution and Letter of Commitment of Funds. The consultant is to assist in the process to complete and update the County’s Hazard Mitigation Plan. This is a cost share grant program with FEMA (Federal Emergency Management Agency) paying 75% of all eligible costs and the local community being responsible for the remaining 25% of the costs. The breakdown of the 25% county responsibility is the base plus fringe breakout for project manager, staff support, technical experts, etc provided by payroll system. Commissioner Krueger made a motion to approve the Hazard Mitigation Assistance Agreement for Counties utilizing HSEM (Homeland Security and Emergency Management) Plan Update Consultant and Hazard Mitigation Plan Update Application, Resolution and Letter of Commitment of Funds. The consultant is to assist in the process to complete and update the County’s Hazard Mitigation Plan. Commissioner Van Kempen seconded the motion. Carried 8 FINANCE a) Hubbard County Credit Card Policy - Amend Hubbard County is exempt from paying sales tax and cannot reimburse or pay sales tax on purchases. Upon discussion, this item has been tabled to allow for clarification of language. Commissioner Stacey made a motion to table to January 18, 2022 meeting. Commissioner Krueger seconded the motion. Carried 9 HUMAN RESOURCES a) County Surveyor reappointment Ryan Miller was initially appointed to the position of County Surveyor effective 02/06/2018 through 02/05/2022. Minnesota Statute 389.011 provides for a four year term and states reappointment to the office is to be made not less than 30 days before the end of the term of office of the incumbent. Commissioner Van Kempen made a motion to approve the reappoint of Ryan Miller as the Hubbard County Surveyor to a four year term, effective 02/06/2022 through 02/05/2026, in accordance with M.S. 389.011, as amended. Commissioner Stacey seconded the motion. Carried 10 HERITAGE LIVING CENTER a) Commissioner Stacey made a motion to close open meeting and open the Closed Session for the purpose of discussing real property value. Commissioner Christenson seconded the motion. Carried. b) Heritage Discussion - Closed Session c) Commissioner Christenson made a motion to close the Closed Session and reopen the Open Meeting. Commissioner Krueger seconded the motion. Carried. The Hubbard County Board of Commissioners hired OHC Advisors in early 2021 to perform an appraisal on the value of the Heritage Community owned by the county and managed by Ecumen on behalf of the Heritage Living Center Board created to oversee operations on the campus. The county board received that confidential appraisal in September 2021. In October 2021 Administrator Cadwell was directed to research divestment options for the county related to the Heritage Community. OHC Advisors recommended working with SLIB Senior Living Investment Brokerage to develop a market assessment and to investigate divestment options. Administrator Cadwell and Attorney Frieden have also identified two potential legal resources to represent the county should they move forward with the divestment options. After much consideration of the options available to the Board of Commissioners in regards to ownership of Heritage Living Center, and realizing that many publicly owned nursing facilities have been sold to private entities, a representation agreement with Senior Living Investment Brokerage (SLIB) to sell the Heritage Living Center and Park Villa Apartments was presented and discussed with SLIB representative Bradly Clousing. The representation agreement provides six months for SLIB to market the property to buyers qualified to be licensed and operate the existing facilities. If a qualified buyer is found and an agreement is reached, the facilities will continue to provide senior living services in the community. The Commissioners recognizes the importance of having this facility in our community and to the residents, employees and families who rely on these services. Commissioner Christenson made a motion to approve and enter into the representation agreement as presented with Senior Living Investment Brokerage (SLIB), pending attorney review and opportunity for comment by Heritage Living Center Board. Commissioner Van Kempen seconded the motion. Carried Commissioner Christenson made a motion to approve the engagement letter from Rupp, Anderson, Squires & Waldspurger, P.A. for assistance on Heritage Living Center. Commissioner Krueger seconded the motion. Carried 11 TRUST FOR PUBLIC LANDS LAND DONATION a) Commissioner Van Kempen made a motion to close the open meeting and open the Closed Session for the purpose of real value of property. Commissioner De La Hunt seconded the motion. Carried. b) Trust for Public Lands Land Land Protection Donation Agreement Closed Session c) Commissioner Stacey made a motion to close the Closed Session and reopen the open meeting. Commissioner Krueger seconded the motion. Carried. Hubbard County has been working with Bob McGillivray from the Trust for Public Land (TPL) for several months to acquire the property formerly known as Val Chatal for the development of a natural resource park. TPL is set to acquire the property from the current owner in early 2022 through the generosity of a private donor. Hubbard County Board of Commissioners approved the Land Protection Donation Agreement at the Board of Commissioners meeting on December 21, 2021. The agreement includes a list of deed restrictions to protect the property and help to preserve the nature of the area. Hubbard County has already engaged SRF Consulting out of Minneapolis to facilitate planning for the development of the park. SRF Consulting will work with Chip Lohmeier, Hubbard County Land Commissioner, and the County Park Board to develop plans for this facility. Commissioner Krueger made a motion to approve the Land Protection Agreement with the Trust for Public Land (TPL) for the property formerly known as Val Chatal, along with the deed restrictions for the development of a natural resource park, pending attorney review with the confirmation of the parcels included in the donation agreement. Commissioner Christenson seconded the motion. Carried 4-1 (opposed: Commissioner Van Kempen). 12 ADMINISTRATOR a) 2022 Resolution Final Budget, Levy, Salary, and Per Diem Resolution The combined resolution No. 12212021006, reflects the budget for 2022 with total expenditures of $47,939,807 and total revenues of $44,167,771 that include a levy of $16,050,000. This levy is an increase of $600,000 or 3.88%over the 2021 levy of $15,450,000. There was no levy increase in 2021 so the 2022 increase essentially covers two years’ worth of changes. This final levy increase is down from the preliminary increase of 4.6% approved by the board in September. Drivers of the increase in operating expenses are additional staff positions in social services, environmental services, highway department and IT services needed to keep pace with demand for county services. Also reflected in the resolution are the annual salaries for the county Attorney, Sheriff, and Commissioners along with per diem rates. Commissioner Christenson made a motion to approve the 2022 combined resolution No. 12212021006 establishing the budget, levy, salaries and per diems and to direct the County Auditor to certify the levy with the State of Minnesota on or before December 28, 2021. Commissioner De La Hunt seconded the motion. Carried b) Administrator’s Report Administrator Cadwell provided an update on the new market tax credits to be unwound and forgiven on December 31, 2021. An update was given on the benefits study with National Insurance Services and the timeline for implementation. There was a discussion about the possibility and process for commissioners attending the meeting remotely. Commissioner Stacey made a motion to authorize David De La Hunt, Board Chair, to execute documents to unwind the new market tax credits associated with the Heritage Living Centers GO Bonds. Commissioner Van Kempen seconded the motion. Carried 13 COMMITTEE REPORTS Van Kempen: Headwaters Regional Development Commission, Mississippi Headwaters Board De La Hunt: Northwest MN Regional Radio Board Christenson: Housing Redevelopment Authority Stacey: Tribal Relations Committee of Association of Minnesota Counties, Hubbard In Prevention, Northwestern MN Juvenile Center Krueger: Kitchigami Library Board 14 MEETINGS TO NOTE 15 ADJOURN a) Commissioner Stacey made a motion Meeting adjourned at 12:24 p.m. Commissioner Van Kempen seconded the motion. Carried /s/ David De La Hunt David De La Hunt, Chair Hubbard County Board of Commissioners ATTEST: /s/ Jeff Cadwell Jeff Cadwell Hubbard County Administrator (Jan. 8, 2022)