March 21, 2006 Regular meeting minutes

     The regular meeting of the Ward County Commission was called to order by Chairman Gruenberg at 9:00 am with Comms. Watne, Erickson and Lee present.  Also present were Auditor/Treasurer Devra Smestad and County Engineer Roger Kluck.

      Moved by Comm. Watne, seconded by Comm. Erickson to approve the minutes from the March 7, 2006 regular meeting. Roll call: all present voted yes; motion carried.

      Smestad then presented the bills. Moved by Comm. Erickson, seconded by Comm. Watne to approve the bills totaling $109,883.60 including Social Service bills totaling $124,505.02. Roll call: all present voted yes; motion carried.        

      IT Coordinator Leonard Tennyson then appeared regarding a website host for the county website. After much discussion, it was moved by Comm. Watne, seconded by Comm. Erickson to purchase the web tool from Official Payments Corp. in the amount of $1,500 set up and $900 annual investment. Roll call: Comms. Watne, Erickson and Gruenberg voted yes, Comm. Lee voted no; motion carried.

   Sheriff Vern Erck then appeared with policies and procedures for Courthouse Security, with implementation ready for July 1, 2006. Court Administrator Dixie Knoebel also appeared for comment. After much discussion it was moved by Comm. Watne, seconded by Comm. Erickson to approve Security Plan #210 and to implement it July 1, 2006. Comm. Lee then requested that a public hearing be set as this matter qualifies as an ordinance. State’s Attorney John Van Grinsven appeared for comment on the distinction between a policy/procedure and an ordinance and requested that he have time to review the matter. Comm. Watne withdrew her motion to allow Van Grinsven time for further research.

      At 9:30 a.m., the time set for a public hearing on the consolidation of the Ward County and Minot City Libraries, Chairman Gruenberg opened the hearing. Kathy Kopp, secretary of the Ward County Library Board appeared and informed the Board that the Ward County Library Board unanimously recommends a “No vote” on the merger of the county library with the Minot Public Library. Also appearing in favor of non-consolidation was Lynn Martin, county resident. Kopp also presented a request from the Library Board that the library be part of the proposed new building as they could provide many services, and that they had been approached by two other county departments interested in associating with the library. With no one else appearing for or against the consolidation, Chairman Gruenberg closed the hearing at 9:49 a.m. Comm. Lee requested that any further discussion be put on hold until Comm. Romine could return, as she was the head of the committee researching consolidation.

      Tax Appraiser Pam Axtman then appeared. Moved by Comm. Lee, seconded by Comm. Watne to approve adjustments to twenty one mobile home taxes in Afton Township which were levied double of what they should have been; to approve five abatements and/or corrections of errors of assessments. Roll call: all present voted yes; motion carried.

      Juvenile Detention Administrator Allison Hughes then appeared. Moved by Comm. Watne, seconded by Comm. Erickson to approve the Juvenile Detention Policy and Procedure Manual revisions as presented by Hughes. Roll call: all present voted yes; motion carried.

      Van Grinsven appeared again regarding the definitions of ordinances and resolutions in relation to the courthouse security policy and procedures. Knoebel also appeared briefly for comment. Moved by Comm. Watne, seconded by Comm. Erickson to pass the resolution on first reading with a second reading and public hearing set for April 4, 2006. Roll call: Comms. Watne, Erickson and Gruenberg voted yes, Comm. Lee voted no; motion carried.

      At 10:03 a.m. the Board recessed for the Social Service Board meeting.

      At 10:50 a.m. the Board reconvened with Comms. Gruenberg, Watne, Erickson and Lee present.

      Building Services Supervisor Ron Overly then appeared regarding purchase of a carpet extractor. Moved by Comm. Erickson, seconded by Comm. Watne to approve the low bid from Steins, Inc., in the amount of $2,551.20, for an Advance Aquaclean 18 FLX. Roll call: all present voted yes; motion carried.

      Overly then presented the Board with two bids for repair of cracked plaster and re-painting of the stairwells. Moved by Comm. Watne, seconded by Comm. Erickson to approve the low bid from Double A Painting, in the amount of $1,410, for repair of the cracked plaster and repainting of the stairwells. Roll call: all present voted yes; motion carried.

      Renae Byre from First District Health Unit appeared and presented the Board with brochures on their smoking cessation programs. Chairman Gruenberg thanked her for the information and requested that she provide more brochures for the employees. Smestad suggested that Personnel Director Houmann could also include a note that they were available in the next Courthouse Touch newsletter. No further action was taken.

      Smestad then presented information to the Board.

      Kluck appeared regarding his correspondence on utility permits. Moved by Comm. Lee, seconded by Comm. Watne to receive and file the following correspondence: Lutheran Social Services of ND – windows at Attendant Care site; Ken Wald & Highway Dept. – road maintenance; Highway Dept. – CR6; Highway Dept. – Right-of-way encroachment; Highway Dept. – utility permits; ND PERS – Wellness discount; Sheriff Vern Erck – jail rates; ND Dept. of Health – Landfill contract near Sawyer; to receive and file the 2005 property inventory and to receive and file the Ward County pledged securities, investments and checking accounts through December 31, 2005 report. Roll call: all present voted yes; motion carried.

      Moved by Comm. Watne, seconded by Comm. Erickson to approve a special event permit for Minot VFW Club Post 753, Inc. on April 29, 2006 for Nikitenko Racing Promotion and a raffle permit for Dakota Elementary PTA on March 24, 2006. Roll call: Comms. Watne, Erickson and Gruenberg voted yes, Comm. Lee voted no; motion carried.

      Kluck appeared regarding a bill from Craft Builders, Inc. for windows at the Attendant Care site. Board consensus was that the motion from November 1, 2005 stated one window and Attendant Care would need to pay for the other two windows that were installed. No further action was taken.

      Smestad informed the Board that the ND Insurance Reserve Fund (NDIRF) annual meeting is to be held May 18, 2006 at the Ramokota Inn in Bismarck, and asked if anyone was interested in attending.         

      Moved by Comm. Lee to advertise the two openings on the Ward County Planning Commission for more applicants. Motion was withdrawn since the two applicants had already been asked to serve another term and had accepted.

      Moved by Comm. Watne, seconded by Comm. Erickson to appoint Robert Hembree and Norman Livingston, each, to a four-year term on the Ward County Planning Commission. Roll call: all present voted yes; motion carried.

      Moved by Comm. Lee that beginning July 1, 2006 all positions that are up for re-appointment be advertised for applications before re-appointing current members. Motion died for lack of a second.

      Smestad then requested direction from the Board regarding the tax foreclosed property in Kenmare (Lots 12-22, Block 21, Kenmare City). Kluck also appeared for comment. After much discussion, it was moved by Comm. Watne, seconded by Comm. Lee to set a minimum sales price of $18,000 on the Kenmare tax foreclosed property and sell “as-is.” Roll call: Comms. Watne, Lee and Gruenberg voted yes, Comm. Erickson voted no; motion carried.

      Smestad presented a question of tax adjustment for Dean Rubbelke due to a banking escrow payment error. Van Grinsven also appeared for comment. After much discussion it was moved by Comm. Watne, seconded by Comm. Erickson to erase the 2004 penalty, interest and discount of $169.41 to clear the books. Roll call: Comms. Watne, Erickson and Gruenberg voted yes, Comm. Lee voted no; motion carried.

      Moved by Comm. Erickson, seconded by Comm. Watne to approve the hourly billing of the State Court system for the time and use of the County’s IT Coordinator. Roll call: all present voted yes; motion carried.       

      Moved by Comm. Watne, seconded by Comm. Erickson to receive and file the monthly reports, including financial reports. Roll call: all present voted yes; motion carried.

      Smestad then presented the Board with recommendations from the Personnel Committee meeting held March 14, 2006. Comm. Watne informed the Board that item number one, relating to a pay increase for the Assistant Engineer, and item number three, relating to Social Service workers comp time, were being held for more research.

      Van Grinsven appeared briefly for comment regarding advertising a position and increasing the salary after someone is hired. Moved by Comm. Watne, seconded by Comm. Erickson to approve the following payroll amendments: Mike Greenup – Building Service Worker – Building Services and John Haugen – Correctional Officer – Sheriff’s Dept (new hire). Roll call: Comms. Watne, Erickson and Gruenberg voted yes, Comm. Lee voted no; motion carried.

      Personnel Director Colleen Houmann appeared regarding re-classification of building services worker Mark McLain. Moved by Comm. Watne, seconded by Comm. Erickson to approve the request of the Building Services Supervisor to amend Mark McLain’s position to a level 5-1 retroactive to January 1, 2006, per the recommendation of the Personnel Committee. Roll call: all present voted yes; motion carried.          

      Moved by Comm. Lee that a moratorium be placed on all further re-classifications until a new policy is set that will deal with pay amendments only at budget time. Comm. Watne informed the Board that a policy was currently being worked on and would be ready soon. Comm. Lee withdrew his motion.

      Kluck appeared regarding a renewal contract from Dakota Agronomy Partners for lease of County-owned land, SWSW 34-157-82, for the exclusive purpose of anhydrous ammonia storage. Moved by Comm. Lee, seconded by Comm. Erickson to approve the 3 year lease at $3,200 per year. Roll call: all present voted yes; motion carried.

      Smestad informed the Board that an Elmer Jesme Conference meeting was set for Monday, March 27^th at 10:00 a.m. at the NDSU Research Center. Comms. Watne and Erickson responded that they will be attending.

      Moved by Comm. Erickson, seconded by Comm. Watne to approve the recommendations of the HR Management Committee regarding service organization and professional organizations and licenses policy. A substitute motion was made by Comm. Lee to get an Attorney General’s opinion on the legality of using county funds to pay for organization dues for department heads. Motion died for lack of a second. Roll call on the original motion: Comms. Erickson and Watne voted yes, Comms. Lee and Gruenberg voted no; motion tied to be voted on again at the April 4, 2006 meeting.

      Moved by Comm. Lee to buy two display ads in the Minot Daily News, one 10 days prior, and one 3 days prior to the public hearing on Courthouse Security. Smestad informed the Board that the cost of a display ad would be roughly $180 versus $30-50 for a legal notice. Motion died for lack of a second.

      Kluck then presented items to the Board.

Moved by Comm. Lee, seconded by Comm. Erickson to authorize the County Engineer to accept the following bids: United Rental for paint/glass beads; Johnston Fargo Culvert and Cretex Concrete Products for culverts; Bechtold Paving, Minot Paving, and Keller Paving for paving materials; NW Tire Store for tires; General Equipment for cutting edges; Gravel Products for Gravel – Crider & Hilton Pit; Minot Paving, Bechtold Paving, Sundre Sand & Gravel, Ernie Nelson Co., Gravel Products, Keller Paving, Don Brown Construction, Harris Construction, Excavating, Inc., and Quality Construction for equipment rental; RDO Equipment, Butler Machinery, and Sweeny Brothers for equipment rental, no operator. Roll call: all present voted yes; motion carried.

      Moved by Comm. Watne, seconded by Comm. Lee to refer the paving of CR 6 to the annual Farm to Market hearing on April 4, 2006. Roll call: all present voted yes; motion carried.

      Moved by Comm. Lee, seconded by Comm. Erickson to authorize the Engineer to request bids for a replacement air compressor for the Highway Department. Roll call: all present voted yes; motion carried.

      Moved by Comm. Lee, seconded by Comm. Erickson to authorize the Engineer to request bids for chipseals on CR 8 from US 83 to US 52 and CR 11 from US 52 to CR 6; and to advertise for guardrail projects on CR 12 at Livingston Coulee and 13^th St SE at Puppy Dog Coulee. Roll call: all present voted yes; motion carried.

      Kluck then presented several information items to the Board, including that a Park Board meeting was set for April 4, 2006 at 8:00 a.m.

      Comm. Lee commented that Don Leifson, County farm property lessee, had contacted him regarding how some of the leased land would be affected by the recent sale of County-owned property, and the proposed Rice Lake sewer project lagoon. Kluck appeared for comment and informed the Board that Mr. Leifson would be invited to the Park Board meeting and that Kluck would provide a complete report showing the areas affected by the two projects.

      At 12:12 p.m. with no further business, it was moved by Comm. Lee to adjourn.

ACCEPTED AND APPROVED THIS 4^th DAY OF APRIL, 2006.

 

S/Jerome Gruenberg

Chair, Ward County Commissioners

 

ATTEST:

S/Devra Smestad

Ward County Auditor/Treasurer