Kittson County Board Proceedings April 7 and 14, 2020

KITTSON COUNTY BOARD PROCEEDINGS
April 7, 2020
The Kittson County Board of Commissioners met, pursuant to adjournment on Tuesday, April 7, 2020 at 9:00 a.m. All members were present via GoToMeeting.
The meeting was called to order by Chairman Gillie. The pledge to the flag was given.
A motion was made by Commissioner Olson, seconded by Commissioner Johnson and unanimously carried to approve the agenda as amended.
A motion was made by Commissioner Wikstrom, seconded by Commissioner Johnson and unanimously carried to approve the minutes from the March 17, 2020 County Board meeting as presented.
A motion was made by Commissioner Olson, seconded by Commissioner Younggren and unanimously carried to approve the minutes from the March 20, 2020 County Board meeting as presented.
A motion was made by Commissioner Wikstrom, seconded by Commissioner Olson and unanimously carried to approve the minutes from the March 24, 2020 County Board meeting as presented.
A motion was made by Commissioner Olson, seconded by Commissioner Wikstrom and unanimously carried to approve the minutes from the March 31, 2020 County Board meeting as presented.
Meeting with the County Board was Kathy Johnson, Kittson County Social Services Director.  Johnson presented a request for permission to have the County Administrator sign any paperwork regarding the DHS agreement involving the use of our Child Support Officer to test PRISM software.  She also presented year 2 of the NW MN Continuum of Care agreement for signature.  Johnson closed by providing an update on Coronavirus efforts in the County and how her office has been staffed since the stay at home order was issued.  Right now 7 of her staff are working from home 100% of the time while the rest are rotating in to the office.
A motion was made by Commissioner Olson, seconded by Commissioner Younggren and unanimously carried to allow the County Administrator to sign any paperwork involving the agreement with the Minnesota Department of Human Services to allow Carrie Gjerde to participate in testing the PRISM software.
Meeting with the County Board was Keith Klegstad, Kittson County Assistant Engineer. Klegstad notified the County Bora that many roads in danger of flooding will be closed by Thursday and barricades will be set out next to other roads in anticipation of the need to close.  Klegstad also provided an update on the various FEMA claims still in the works from 2019.  The expected reimbursement for Cat. AA damage could be increased from the expected $178,922.26 to $183,855.28.  The Cat. C cost reimbursement process is still ongoing.  The Cat. C reimbursement for the Fall 2019 flooding has been approved and a 75% reimbursement of $13,773.88 has been approved.  Also, State Aid will be paying 100% of the storm sewer replacement cost for the project on CSAH 14 in Karlstad saving the City of Karlstad $29,552.60.
Pursuant to published notice, bids were received for project CP-35-20-300 (roadside mowing) and read as follows:
River Valley Farms    Olson Farms
Zone 1    $7,513.56    $8,000.55
Zone 2    $6,558.24    $7,441.08
Zone 3    $22,359.28    $24,686.64
Zone 4    $6,703.20    $6,762.00
Zone 6    $20,909.00    $17,145.38
Zone 7    $5,018.00    $5,066.25
Zone 8    $5,918.70    $6,407.40
A motion was made by Commissioner Olson, seconded by Commissioner Wikstrom and unanimously carried to award the mowing contracts for zones 1-4 & 7-8 to River Valley Farms, LLC for a total of $54,070.98 and to award zone 6 to Olson Farms for $17,145.38.
Pursuant to published notice, bids were received for project SAP-035-599-121 (culvert replacement) and read as follows:
Taggart Contracting    $103,238.00
Olson Construction TRF, Inc.    $104,498.00
Triple D Construction, Inc.    $108,915.25
Gladden Construction    $118,404.40
A motion was made by Commissioner Johnson, seconded by Commissioner Olson and unanimously carried to award contract SAP 035-599-121 to Taggart Contracting in the amount of $103,238.
Pursuant to published notice, bids were received for tied projects SAP 035-614-008 & SAP 035-614-009 (construction on CSAH 14 north of Karlstad) and read as follows:
Knife River Materials    $1,271,241.18
Davidson Ready Mix    $1,467,208.13
R.J. Zavoral & Sons    $1,496,479.91
Gladden Construction    $1,690,712.90
A motion was made by Commissioner Younggren, seconded by Commissioner Wikstrom and unanimously carried to award tied contracts SAP 035-614-008 and SAP 035-614-009 to Knife River Materials for $1,271,241.18.
A motion was made by Commissioner Younggren, seconded by Commissioner Olson and unanimously carried to approve advertising project SAP 035-614-011 (construction on CSAH 14 in Karlstad).
A motion was made by Commissioner Johnson, seconded by Commissioner Younggren and unanimously carried to approve getting quotes for corrugated steel pipe culverts.
A motion was made by Commissioner Olson, seconded by Commissioner Johnson and unanimously carried to approve getting quotes for applying calcium chloride to CSAH 25.
A motion was made by Commissioner Wikstrom, seconded by Commissioner Olson and unanimously carried to approve the payment of the following amounts, with a detailed listing kept on file in the Finance Office:
Auditor’s Warrants
April 6, 2020        $698,610.64
April 1, 2020        $  99,146.41
Commissioner’s Warrants
April 7, 2020        $144,920.00
Meal Reimbursements:        69.14
A motion was made by Commissioner Younggren, seconded by Commissioner Olson and unanimously carried to approve per diems and expense sheets for March.
The County Board discussed acquiring a paperless electronic invoice system for accounts payable.  This product is from the same company that we acquired our timecard system from.  Several commissioners voiced concern about the acquisition because the Timecard Basic software still had not been implemented yet.  The board tabled the matter and asked that RtVision be contacted about providing an update on both projects.
Meeting with the County Board was Scot Olson, Kittson County Emergency Management Director.  Olson stated that he was cautiously optimistic about this year’s flooding.  He is still working with the Osowski’s concerning a buyout of their property.   Sandbags have been prepared and some shipped out.  He noted that the State of Minnesota has run out of Personal Protective Equipment for working with Covid-19 patients.  Our first responders have a supply of sanitizer and disinfectant provided by Far North Spirits.  Olson noted that there are no respirators in the County and that the hospital’s plan may be to ship off any patients requiring a respirator to a larger hospital.
County Administrator Christensen informed the County Board of recent discussions among counties about extending the first tax payment due date without penalty.  More counties are discussing the matter, mostly in areas harder hit by
Covid-19.  Christensen will keep track of developments.
Deputy Registrar Swenson closed by noting that the driver’s license office has now been declared essential and is available to renew license plates and tags via mail or the drop box outside the south side of the courthouse.
The Board adjourned to April 14, 2020 at 9:00 a.m.
Theresia Gillie, CHAIRMAN
ATTEST: Eric Christensen, Kittson County Administrator
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KITTSON COUNTY BOARD PROCEEDINGS
April 14, 2020
The Kittson County Board of Commissioners met, pursuant to adjournment on Tuesday, April 14, 2020 at 9:00 a.m. All members were present via GoToMeeting.
The meeting was called to order by Chairman Gillie. The pledge to the flag was given.
A motion was made by Commissioner Younggren, seconded by Commissioner Olson and unanimously carried to approve the agenda as amended.
Meeting with the County Board was Kathy Johnson, Kittson County Social Services Director.  Johnson presented the current county burial policy for review/approval.
A motion was made by Commissioner Olson, seconded by Commissioner Wikstrom and unanimously carried to reapprove the County’s burial policy with no changes.
Meeting with the County Board was Mark Rood with RtVision.  Rood discussed the proposed accounts payable electronic invoice processing software that was discussed at the last meeting as well as fielding questions on the delays to implementing the payroll timecard program.  Various issues have caused delays to the implementation of the timecard software including the current Stay At Home restrictions.  The accounts payable scanning software would take far less time to implement and could be done remotely.  The County Board discussed that product and a quote for another product and instructed Shirley Swenson to do some research into both products.
Meeting with the County Board was Scot Olson, Kittson County Emergency Management Director.  Olson noted that we were one of 17 counties still without a positive case of coronavirus.  He noted that the county’s efforts to inform the public and to distribute hand sanitizer and other materials has helped.  There is no personal protective equipment available in the state, but the County’s backup supply has helped get us through.  Olson also discussed the spring flood.  Currently, Drayton is at 43.2 feet which is the 4th highest level on record surpassing last year’s flood.  There are 57 miles of county roads closed due to high water.  The event won’t be big enough for a federal disaster declaration but will qualify for a state disaster declaration which pays 75% of losses.  Pembina is expected to crest in 4-5 days.
A motion was made by Commissioner Younggren and seconded by Commissioner Wikstrom to adopt the following resolution:             #20-17
Declaring a State of Emergency In Kittson County
WHEREAS, the 2020 spring flooding in expected to impact the population of Kittson County and it’s cities; and
WHEREAS, the event is expected to cause a significant amount of public property damage; and
WHEREAS, the Kittson County Department of Emergency Management requests the Kittson County Board of Commissioners to declare Kittson County in a STATE OF EMERGENCY for the Spring Flood event of 2020;
NOW, THEREFORE, BE IT RESOLVED, that the Kittson County Board of Commissioners declares Kittson County in a State of Emergency in order to prepare and perform advance measures to protect the County from this spring flooding event.
Adopted by the Kittson County Board of Commissioners this 14th day of April, 2020, to be effective until such time as the Board of Commissioners has determined that the State of Emergency and threat of spring flooding has passed.
Voting in favor: Commissioners Gillie, Johnson, Olson, Wikstrom and Younggren.
Voting against: None
A motion was made by Commissioner Johnson, seconded by Commissioner Younggren and unanimously carried to accept the resignation letter from Amanda Rynning effective May 9, 2020.
A motion was made by Commissioner Wikstrom, seconded by Commissioner Younggren and unanimously carried to advertise for a new office clerk for the extension office.
The Board discussed the number of applicants for the Highway Engineer vacancy.  Assistant County Engineer Keith Klegstad noted that originally the County had received 5 applications.  Inquiries into eligibility have resulted in 4 replies with none of the candidates eligible to take the licensing exam.  The 5th candidate has not responded.  The position is still being advertised.
The Board adjourned to April 21, 2020 at 9:00 a.m.
Theresia Gillie, CHAIRMAN
ATTEST: Eric Christensen, Kittson County Administrator

(April 29, 2020)
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