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MINUTES BOARD OF COMMISSIONERS HUBBARD C

MINUTES BOARD OF COMMISSIONERS HUBBARD COUNTY, MINNESOTA TUESDAY, FEBRUARY 15, 2022 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 a) Meeting called to order at 9:00 A.M. 1 AGENDA APPROVAL a) Administrator Cadwell brought forward Item 10A, the Implementation of Microsoft Office 365. Commissioner Stacey made a motion to approve the agenda as amended. Commissioner Christenson seconded the motion. Carried 2 PUBLIC INPUT - No one was present to speak. 3 PUBLIC COMMENT BODY WORN CAMERA POLICY No one was present to speak. a) Hubbard County has met the statutory requirements of MS 626.8473 of developing written policies and procedures for a body worn camera program and has met the requirement of accepting public comment on the proposed program and policy. 4 CONSENT AGENDA a )Approve Minutes b AUDITORS WARRANTS & CLAIMS c) Social Services Warrants and Claims d) Approve purchase of seven OmniBallot Assistive Voting Devices (AVDs) for elections. e) Approve Cash Balance and Activity Reports for month ending January 31, 2022. f) Adopt Resolution 02152022001, Accepting Sheriff’s Office Donations g) AIS Partner Donations - Resolution 02152022002 h)Adopt Resolution No 0215202203, approving renewal of 2022 Junk Yard Licenses i)Adopt Resolution 02152022004, Approving the Safe and Secure Courthouse I nitiative Grant Agreement j)Approve the reappointment of members to the Housing Redevelopment Authority (HRA) Board and Extension. Extension Committee List was amended to reflect Theresa Ohm as the District 5 Representative, term set to expire 12/31/23. February 15, 2022 Commissioner Christenson made a motion to approve Item 4J as amended to reflect the addition of Theresa Ohm as District 5 Representative for the County Extension Committee, this term expires 12/31/23. Commissioner De La Hunt seconded the motion. Carried k)Planning Commission/Board of Adjustment - Re-appointment of Members Representing Commissioner Districts 2 and 4 l)Consent Agenda Approval Agenda modified to remove Item 4J for corrections. Commissioner De La Hunt made a motion to approve Consent Agenda as modified. Commissioner Krueger seconded the motion. Carried 5 COUNTY EMPLOYEE RECOGNITION a) County Employee Recognition 6 NATURAL RESOURCE MANAGEMENT a) Review and approve quotes for site preparation for future tree planting sites. The Natural Resource Management Department has received one quote for the preparation of tree planting sites. This involves broadcast spraying of appropriate herbicides to control woody vegetation on 154 acres of recently harvested timber sites and to create planting sites by digging shallow trenches which expose the mineral soil. The quote received is from the only contractor in the state that does this type of work. The approximate contract value is $21,038.50. Commissioner Krueger made a motion to approve the low quote of approximately $21,038.50 from Future Forests, Inc. of Askov, MN, for site preparation. Commissioner Van Kempen seconded the motion. Carried b) Review and approve quotes for spring tree seedling planting labor The Natural Resource Management Department has received two quotes for labor to hand plant approximately 78,300 tree seedlings this spring. The approximate contract value is $6,929.55. We have used this contractor in the past and find their work to be highly satisfactory. Commissioner Christenson made a motion to approve the low quote of $88.50/thousand seedling from Superior Forestry, Inc. of Russellville, AR., approximate contract value of $6,929.55. Commissioner Stacey seconded the motion. Carried c) Mississippi River Headwaters Watershed; One Watershed, One Plan Implementation Under coordination of the Minnesota Board of Soil and Water Resources, the Soil and Water Conservation Districts of Beltrami, Cass, Clearwater, Hubbard, and Itasca Counties have developed an approved watershed plan for the Mississippi River Headwaters watershed. These cooperators recognize the importance of partnerships to plan and implement protection and restoration efforts for the Mississippi River Headwaters Watershed. The plan puts a high priority on increasing protections on lakes, forests, urban areas, and agriculture. Approving the MOA and the supporting resolution begins the implementation phase of the watershed plan. February 15, 2022 Commissioner De La Hunt made a motion to approve the Chairman’s signature on the Memorandum of Agreement, adopt Resolution 02152022005 Mississippi River Headwaters Resolution and name the Environmental Services Director as the authorized representative for Hubbard County. Commissioner Stacey seconded the motion. Carried d) Review and approve proposal for Phase I Archaeological Survey - Appraisal # 1499 Through our normal timber appraisal review process, it was determined that timber appraisal #1499 (Section 30, Lake Hattie Twp.) has the potential for an archaeological site which requires a Phase I survey. The Natural Resources Management Department has received a proposal from Duluth Archaeology Center, LLC to conduct a Phase I survey of the 39.9-acre site. The survey consists of a review of historical records through SHPO and OSA, a walk-through with shovel testing as appropriate, cleaning and laboratory analysis of any recovered artifacts and the preparation of any necessary reports and maps. Should any artifacts be recovered, they must be curated at the Minnesota Historical Society or another facility recognized by the OSA. Commissioner De La Hunt made a motion to approve the proposal for a Phase I Archaeological survey from Duluth Archaeology Center, LLC. for $4,923.82 (without curation) and $6,519.74 (with curation, if needed), as amended. Commissioner Krueger seconded the motion. Carried 7 SOLID WASTE a) Resolution of Support for Solid Waste Management Taxes Collected by State of Minnesota to Fund Solid Waste and Recycling Programs as Intended Clay County sent out a request for fellow Counties to approve a resolution of support that will be sent to the legislature to reevaluate how revenue from solid waste management taxes are spent. Minnesota requires Counties to provide certain solid waste services and programs, and the State provides Grant funds (SCORE Grant for Recycling) to fund part of that cost. The State collects a tax (SWMT – Solid Waste Management Tax) to pay for those grants and excess SWMT is deposited in the State’s General Fund. The SWMT, and the portion going to the General Fund, are increasing at a rate much faster and in larger proportion than that of the SCORE program funding to Counties. AMC, the Solid Waste Administrator’s Association (SWAA), and Counties within our solid waste group and around the state are supporting bills within the legislature to redirect those SWMT dollars currently going to the General Fund, and instead go to the SCORE programs or other solid waste programs which would benefit Counties. The attached resolution from Hubbard County would be helpful to show our support and highlight the need for additional funding needed through the SCORE grant. Other Details: Less than 20 percent of the state Solid Waste Management Tax (SWMT) revenue is allocated to county SCORE grants. Further, those SCORE grant funding levels have remained relatively flat, and well below normal inflation. By comparison, 30 percent of SWMT revenue, or about $30 million, is dedicated to the General Fund. Commissioner De La Hunt made a motion to approve resolution 02152022006, Support for Solid Waste Management Taxes Collected By State To Fund Solid Waste And Recycling Programs As Intended. Commissioner Christenson seconded the motion. Carried February 15, 2022 8 ENVIRONMENTAL SERVICES a) Preliminary Plat Application of Grand Pines by Potato Lake Land Co. Part of Government Lots 1, 5, and 6, Section 33, Township 141, Range 33, Mantrap Township on Spider Lake, a recreational development lake. Parcel 20.33.00100. Applicant is proposing to subdivide 14.51 acres into three lots. Planning Commission recommendation: Motion by Andres, second by Petersen to recommend approval of the preliminary plat application to the County Board with a note that the property does not have legal access to Glacial Ridge Trail. Commissioner Krueger made a motion to approve the preliminary plat application of Grand Pines by Potato Lake Land Co. Commissioner Stacey seconded the motion. Carried b) 2022 SSTS Contracted Inspector Agreement We annually contract with Winterberger Inspections to provide the bulk of our SSTS installation inspections (287 of 314 in ‘21). Doing so provides a significant cost savings to the County as it avoids the need to hire additional staff to do inspections. The agreement language is the same as prior years and has been approved by the County Attorney as to form. The sole proposed changes involve cost of living increases to the compensation amounts. The new SSTS permit fees (which are meant to cover the cost of this inspection contract) will more than cover the proposed cost of living adjustments. A cost of living adjustment was last made in the 2020 agreement. Staff recommends approval of the agreement as presented. Commissioner De La Hunt made a motion to approve 2022 SSTS Contracted Inspector Agreement with Winterberger Inspections. Commissioner Christenson seconded the motion. Carried 9 HUMAN RESOURCES a) Increase compliment of full-time Dispatcher/Jailers The Hubbard County jail is staffed to house 60 inmates. The average daily inmate population in August was 50.62 and in February to-date is 73.17. On Monday, February 7th there was a record number of inmates totaling 87. The cost to house 10-inmates in other jails is $219,000/year, which would also be higher due to unknown transport costs. Due to the increased inmate population and housing costs in other jails, there is a need to increase staffing. Currently the full-time compliment of the Dispatcher/Jailer position is 20. The cost for 4 additional full-time Dispatcher/Jailer positions would be $276,710/year, with benefits. Commissioner Christenson made a motion to approve the authorization to increase the compliment to 24 full-time Dispatcher/Jailer positions from 20 full-time positions, to be paid from incurred expense reimbursements, upon recommendation of the County Sheriff. Commissioner De La Hunt seconded the motion. Carried 10 ADMINISTRATOR a) Implementation of Microsoft 365 Administrator Cadwell presented the Implementation of Office 365 as is a planned and budgeted enhancement for 2022. Converting to Microsoft 365 will ensure that all county computers and devices are working off of the current February 15, 2022 Microsoft software through an annual subscription service. Office 365 will also upgrade infrastructure of email and document storage. Perhaps the biggest incentive in the upgrade is the addition of Microsoft Teams, which is a collaboration tool built into Office 365 which will allow for much greater employee collaboration in formal and informal groups through the organization. Microsoft pricing is anticipated to increase in March 2022. Signing on with the enterprise agreement locks in pricing for three years. Current price proposal is roughly half of the amount that was budgeted. There will be additional professional services to contract for assistance for migration from our current email system to Office 365. To manage annual costs, most county employees will be subscribed to email and web based applications only. Employees will be upgraded to client based applications if their needs exceed the capacity of the web based applications. For example, the web based version of Microsoft Excel does not include many of the advanced spreadsheet features. Commissioner Van Kempen made a motion to approve the quote from CDW Government, LLC of $26,086.45 and the signing of the agreement presented for implementation of Office 365 as presented. Commissioner Krueger seconded the motion. Carried 11 COMMITTEE REPORTS Commissioners shared updates from the following Committees: a) De La Hunt: Public Safety & Transportation Standing Committee, Senator Utke conversation Christenson: Benefits Committee, Prime Health, MN Assoc. of Governments Investing for Counties (MAGIC), Action Park Rapids: a former committee being revived, Commissioner Christenson asked for a motion to allow her to represent the County on this board by adding this committee to the current list Krueger: Soil & Water Conservation District (SWDC) Van Kempen: Headwaters Regional Development Commission (HRDC), MN Rural Counties (MRC) Commissioner Christenson made a motion to approve the addition of Action Park Rapids to the Committee list for per diem and reimbursement. Commissioner De La Hunt seconded the motion. Carried 12 MEETINGS TO NOTE 13 ADJOURN a) Meeting was adjourned at 10:20 A.M. /s/ Ted Van Kempen Ted Van Kempen, Chair Hubbard County Board of Commissioners ATTEST: /s/ Jeff Cadwell Jeff Cadwell Hubbard County Administrator (March 5, 2022) 38320