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MINUTES BOARD OF COMMISSIONERS HUBBARD C

MINUTES BOARD OF COMMISSIONERS HUBBARD COUNTY, MINNESOTA TUESDAY, AUGUST 2, 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 AM 1. AGENDA APPROVAL a) No changes to the Agenda Commissioner De La Hunt made a motion to approve the Agenda as presented. Commissioner Christenson seconded the motion. Carried 2. PUBLIC INPUT - No one was present for Public Input 3. CONSENT AGENDA Approve Minutes Auditors Warrants and Claims CW 08-03-22- REVISED c) Social Services Warrants and Claims d) Submittal of Highway Department Financial Statement YTD 6/30/22 e) Approve Resolution 08022022001, Accepting Sheriff’s Office Donation 0802022001 Sheriff Office Donation Resolution f) Consent Agenda Approval A correction has been made to the Commissioner’s Warrant’s Commissioner Stacey made a motion to approve the Consent Agenda as amended. Commissioner Christenson seconded the motion. Carried 4. COUNTY EMPLOYEE RECOGNITION a) County Employee Recognition Auditor/Treasurer Jennifer Hadden, Elections Support began the temporary position on July 26, 2022. County Assessor Jill Thompson, Deputy Assessor/Certified Appraiser is recognized for 25 years of service effective July 28, 2022. Highway Sean (Jake) Jager, Assistant Shop Foreman began the full-time position on July 25, 2022. Thomas Johnson, Engineering Specialist is recognized for 20 years of service effective July 29, 2022. David Kahlstorf, Maintenance II is recognized for 25 years of service effective July 21, 2022. Sheriff Bailee Palmer, Dispatcher/Jailer began the part-time position on August 1, 2022. Solid Waste Arlene Breitweser, Certified Attendant began the full-time position on July 25, 2022. Wayne Jensen, Non-Certified Attendant began the regular part-time position on July 25, 2022. Trenton Stark, Non-Certified Attendant began the part-time position on July 26, 2022 5 HIGHWAY / SURVEY a) Review and approve bid for Project CP 029-119-022 5 sealed bids were received for Projects CP 029-119-022, grading and paving on CR 119; CP 029- 082-025, mill and overlay on CR 82; CP 029-022-007, paving on 174th St. in Nevis Township; and CP 029-022-009, paving on Albert Ave. in Todd Township. County road construction funds and township funds will be used for these projects. The successful low bid of $1,900,38.59 from Knife River Materials, Bemidji, MN is divided as follows: County - $1,505,045.04; Nevis Township - $229,407.45; Todd Township - $165,931.10. Commissioner De La Hunt made a motion to approval of low bid from Knife River Materials, Bemidji, MN in the amount of $1,900,383.59, contingent upon Township approvals. Commissioner Krueger seconded the motion. Carried b) Construction Project Update Commissioners heard an update on the status of current projects. 6 NATURAL RESOURCE MANAGEMENT a) Review and approve quote for deer browse protection (bud capping) on 781.6 acres of young pine plantations The Natural Resource Management Office has received one quote for the application of deer browse protection (bud capping) methods. Total estimated contract amount: $50,968.14. Commissioner Christenson made a motion to approve the quote from Champion Forestry Service of Bemidji of $65.21 per acre. Commissioner Stacey seconded the motion. Carried 7 SOLID WASTE a) Review and approve quote for backhoe for Solid Waste Budgeted backhoe replacement for 2022 for North Transfer Station. Quotes are based on State Contract Pricing. Includes grapple attachment for sorting and packing trailers at North Transfer Station. An existing backhoe from Solid Waste Department will be auctioned off once received. Commissioner Stacey made a motion to approve low quote of $150,613.00 from Zeigler CAT of Brainerd, MN for new backhoe. Commissioner Van Kempen seconded the motion. Carried b) Department Update Commissioner’s heard an update regarding the partnership program with Disabled American Veterans (DAV) Chapter 38. 8 SOCIAL SERVICES a) Parenting Solutions Contract Parenting Solutions, previously known as “The Father Project”, will be entering into a contract with Hubbard County Social Services to provide community support services to clients of Hubbard County Social Services. These services include Case Management, parenting support, child support services, father and family activities, GED and educational services, benefits assistance, and employment services. For the Provider’s Program, The Provider shall be reimbursed the following rates for services furnished to eligible recipients: I.$ 27,900 salary plus fringe, based on one 10-hour day per week x 52 weeks. II.$742 mileage (80 miles/week x 16 weeks at .58 per mile) This funding will come directly from the Minnesota Family Investment Program (MFIP) consolidated fund that is 100% Federal and State grant money. The contract has been reviewed by the Hubbard County Attorneys office. Commissioner Christenson made a motion to approve and sign the Parenting Solutions Contract. Commissioner Stacey seconded the motion. Carried 9 SHERIFF a)Approve Quote for Lawn Mowers At the November 2, 2021 Board Meeting it was approved for Sentence to Serve (STS) to trade in two (2) 2019 John Deere Z930M lawn mowers for two (2) 2022 John Deere Z930M ZTrak lawn mowers through Midwest Machinery Co. (previous quote and Board Meeting minutes attached). Midwest Machinery Co. was not able to get the lawn mowers due to manufacturing issues so the trade/purchase was not made. STS has acquired a quote from Up North Power & Sports to trade in the two (2) 2019 John Deere Z930M lawn mowers and one (1) 2018 John Deere 920M lawn mower for three (3) in-stock 2022 Toro lawn mowers. See the attached quote. Commissioner De La Hunt made a motion to accept the quote for the replacement of the mowing equipment from Up North Power & Sports of Park Rapids of $10,413.67. Commissioner Stacey seconded the motion. Carried b) Department Update Commissioners were invited to attend the annual Nite to Unite event being hosted by the Sheriff’s Department tonight (Aug. 2) from 5:00 PM to 7:00 PM at Heartland Park. 10 ENVIRONMENTAL SERVICES a)Pictometry aerial imagery agreement In December 2016, the County entered into its initial six-year agreement with Pictometry (through an MnCCC master agreement) to provide aerial and oblique imagery in two separate flights flown in 2017 and 2020. This initial agreement expires this year. The attached agreement would renew Pictometry’s imagery services for provision of another two imagery collection flights flown three years apart over the next six years. The cost of these services would continue to be invoiced annually and paid from the MIS budget. The 2017-2022 agreement provided 9” resolution imagery for $26,258.67/yr. Our 2017 imagery is leaf-off 9” resolution. Our 2020 imagery is leaf-on 3” resolution which was first upgraded for free to 6” leaf-off in 2019 and then to 3” leaf-on in 2020 due to Covid-caused flight timing delays. The cost per square mile for the various imagery resolutions is as follows: 9”: $70, 6”: $120; and 3”:$360. Attached is a document showing examples of these resolution levels. The 2023-2028 agreement will provide 6” resolution imagery around lakes and in municipalities and 9” resolution for the rest of the county for a $30,888.33 annual cost. The ability to blend 6” and 9” resolution is new for this agreement due to Pictometry having new camera technology that now allows such. We thus can benefit from 6” resolution where it is most needed and useful for a relatively minor cost increase that will easily be offset by improved staff time efficiency due to being able to make more decisions in the office and less field verification being required. This annual cost is included in the 2023 MIS budget. The County Attorney has reviewed the agreement and approved it as to form. Commissioner De La Hunt made a motion to approve and execute the Pictometry agreement that renews Pictometry’s provision of county-wide aerial and oblique imagery for 2023-2028. Commissioner Krueger seconded the motion. Carried b) ESRI Enterprise Agreement Renewal Since 2017, we have had an enterprise agreement with ESRI for providing the County’s GIS software licensing. This agreement is a much more cost-effective way to go vs. paying for each software item individually. Agreement terms run three years. The current agreement expires February 28, 2023 and ran $25k/yr. The new agreement will run $27,500/yr. This amount is included in the 2023 MIS budget which is the account used to pay for the agreement. The County Attorney has reviewed the agreement and approved it as to form. The agreement content is largely unchanged from prior agreements. If approved, ESRI would not bill us until roughly a month before the new agreement period begins on Feb. 28, 2023. Approving the agreement now simply locks us in to this pricing and gets everything squared away and ready to go. Commissioner Christenson made a motion to approve entering into the ESRI Enterprise Agreement for 2023-2025. Commissioner Van Kempen seconded the motion. Carried 11 INFORMATION TECHNOLOGY a) Review and Approve Quote for Nexsan E18P System The need for additional network storage was identified because of ever increasing storage demands for the county and the Attorney’s office need for back-end storage for Minnesota County Attorney Practice System (MCAPS). Because of MCAPS uncertainty and the inability for them to provide cloud costs, the county attorney was more comfortable moving towards an on-premise solution. The recommended solution provides maximum storage with a minimal cost compared to Nimble or Assureon solutions and will work with our current clustered environment for file storage. The E-Series P storage platform has been deployed in the most demanding enterprise environments offering unrivaled price and performance, robust connectivity options (FC, iSCSI) for seamless interoperability along with a robust qualified OS support matrix. The E-Series P uses less than one third the power of typical arrays and can be configured with self-encrypting drives. Quotes for two different size storage solutions have been provided. Availability of each is yet to be determined. Availability will determine which product is ordered. This is a budgeted expense.Commissioner De La Hunt made a motion to approve the purchase of the available Nexsan E18P System from Byte Speed of Moorhead, MN Commissioner Van Kempen seconded the motion. Carried 12 HUMAN RESOURCES a) Health Care Provider National Insurance Services (NIS), in accordance with M.S.§471,6161, solicited request for proposals for the administration of Hubbard County’s group medical insurance program. Blue Cross, Northwest Service Cooperative (Medica) and Medica direct provided health care bids that provide significant savings against current health insurance premiums. At the July 5, 2022 board meeting the board authorized the cancellation of the Prime Health contract effective 1/1/23. Blue Cross offered a proposed premium amount in 2023 of $2,596,923, with a second year cap not to exceed 15%. Northwest Service Cooperative offered a proposed premium amount in 2023 of $2,566,639, with no second year cap. Medica Direct offered a proposed premium amount 2023 of $2,456,571, with a second year cap not to exceed 11.5%. The Hubbard County Benefits Committee met on July 25, 2022 and voted to submit Medica direct as the recommended group health care provider for board approval. Commissioner De La Hunt made a motion to approve Medica direct as Hubbard County’s group health care provider effective January 1, 2023, to include a second-year renewal, upon recommendation of the Benefits Committee. Commissioner Krueger seconded the motion. Carried 13 FINANCE a) 2021 TIF REPORT - CITY OF PARK RAPIDS Annual disclosure. No action was taken. 14 ADMINISTRATOR a) Administrator’s Report Administrator Cadwell provided the Commissioners with an update on the status of the 2023 budget preparations and schedule of Department budget presentations. Commissioners heard updates from various meetings that Cadwell has attended. 15 COMMITTEE REPORTS Commissioners provided updates on the following committees: a) Stacey: National Night Out, Hubbard County Senior Appreciation Day, Northwestern Minnesota Juvenile Center, Hubbard In Prevention (A.C.E.’s) Christenson: Heartland Lakes Development Commission (HLDC), Heritage Living Center, MAGIC-Fund (MN Association of Governments Investing for Counties), Prime Health Krueger: Parks & Recreation, MAHUBE-OTWA De La Hunt: Heritage Living Center, Enbridge Tax Capacity Meeting Van Kempen: Enbridge Tax Capacity Meeting, Northwestern Minnesota Juvenile Center, Headwaters Regional Development Commission (HRDC), Mississippi Headwaters, Hubbard County Department Head Meeting, North Country Community Health 16 MEETINGS TO NOTE - September 15-16: AMC Fall Policy Conference - Arrowwood Resort & Conference Center, Alexandria, MN 17 ADJOURN a) Meeting adjourned at 10:15 AM Commissioner Stacey made a motion to adjourn the meeting Commissioner Christenson seconded the motion. Carried ATTEST: /s/ Jeff Cadwell Jeff Cadwell Hubbard County Administrator /s/ Ted Van Kempen, Chair Hubbard County Board of Commissioners (August 20, 2022)