Pipestone County Commissioner Meeting Minutes – Sept. 28, 2021

Pipestone County Commissioner Meeting

September 28, 2021

The Pipestone County Commissioners met with Chairman Luke Johnson, Commissioners Chris Hollingsworth, Les Nath, Dallas Roskamp, and Dan Wildermuth. County Administrator Steve Ewing was also present. Chairman Johnson called the meeting to order at 9:00 a.m. with the Pledge of Allegiance to the Flag.

AGENDA

Motion by Nath, seconded by Hollingsworth to approve the agenda. Motion carried unanimously.

CONSENT AGENDA

Motion by Hollingsworth, seconded by Nath to approve the consent agenda as follows:

1. Minutes of September 28, 2021 Commissioners Meeting

2. Auditors Warrants 9/30/21, 10/8/21

3. Commissioners Warrants $62,556.22

4. Hospital Warrants in the amount of $459,863.83

Motion carried unanimously.

As per Minnesota Statute 375.12 the following Commissioner Warrants information is presented:

Johnson Controls, Inc,  17,415.00 (amount paid)

Hog Slat,  8,126.65 

Graham Tire SF North,  6,602.44 

Braun Intertec Pavement Inc,  5,371.05 

Ziegler Inc,  3,111.33 

Surplus Warehouse of Willmar Inc,  2,955.00 

Justice Fire & Safety LLC,  2,261.00 

One Office Solution,  2,257.53 

Warrants over $2,000,  $48,100.00

Number of Claims under $2,000,  52 

Warrants under $2,000,  $14,456.22

Total,  $62,556.22 

ROAD AND BRIDGE ITEMS

Engineer Nick Bergman reported that MNDOT stated that they would like to pave the driveway on the East side of the Highway Department property, and asked if Pipestone County would be willing to pay for half of the material. Engineer Bergman is in favor of the split cost to improve the driveway on the east side of the property. MNDOT is currently requesting estimates and Engineer Bergman will be back at a later date to request approval of a quote for the project.

EXIT AUDIT

Administrator Steve Ewing presented a quote from Eide Bailly to perform a forensic accounting audit on the Auditor/Treasurer’s Office due to the turnover of the Auditor/Treasurer. The option presented costs $7,500.00 would include:

•Examining bank and investment accounts from January 2020 through present for questionable disbursements/withdrawals.

•Conduct a sample of transactions to verify supporting documentation exist for a business purpose(s) and proper authorization/processes were followed.

•Provide a comprehensive report of procedures performed and observations.

There is no concern that there was anything out of order, but it is in Pipestone County’s best interest to protect both the County and outgoing Auditor/Treasurer Tyler Reisch to ensure all accounts are in order before the new Auditor/Treasurer begins employment.

Motion by Wildermuth, seconded by Nath to approve the forensic accounting audit on the Auditor/Treasurer’s Office at a cost of $7,500.00. Motion carried unanimously.

EXTENSION AGREEMENT

County Administrator Steve Ewing requested approval of an Agreement between the University of Minnesota and Pipestone County for providing Extension programs locally and employing Extension Staff. The term of this agreement shall be three (3) years, beginning on January 1, 2022 and ending on December 31, 2024. The programs that the County will augment are as follows:

Extension Education, Agriculture, Food, Natural Resources (program/position), 0.4 (FTE), $34,000.00 (2022 Price),  0.4 (FTE),  $34,765.00 (2023 Price),  0.4 (FTE), $35,634.00 (2024 Price)

Extension Educator, 4-H Youth Development, 1.0,  $76,949.00,  1.0,  $78,681.00,  1.0,  $80,648.00

Total,  1.4,  $110,949.00,  1.4,  $113,446.00,  1.4,  $116,282.00

The Extension Committee reviewed and approved this Agreement. Motion by Hollingsworth, seconded by Nath to approve the Agreement between the University of Minnesota and Pipestone County for providing Extension programs locally and employing Extension Staff effective January 1, 2022 through December 31, 2024. Motion carried unanimously.

2022 DITCH ASSESSMENT AND QUOTE

Commissioner Johnson stated that the Ditch Committee would like to recommend amending the 2022 ditch assessment amount to $112,360.00 to ensure they have enough funds to cover next year’s ditch cleanout. Motion by Johnson, seconded by Wildermuth to amend the 2022 Pipestone County Judicial Ditch #1 Assessment amount to $112,360.00. Motion carried unanimously.

The Ditch Committee requested quotes for cleanout of 35,945 feet of judicial ditch. Quotes received were as follows:

Motion by Johnson, seconded by Hollingsworth to approve the quote from Double D Gravel in the amount of $140,636.00. Motion carried unanimously.

Double D Gravel (company), $140,636.00 (ditch trenching),  Included in Total (tree removal),  $140,636.00 (total)

Johnson Ditching,  $145,000.00 , $4,595.41 from Peschges Tree Service,  $149,595.41

COMMITTEE REPORTS

Commissioners reported on the following Committee Meetings:

Commissioner Roskamp: Hospital Zoom, AMC Meeting about Extension, Budget Meeting.

Commissioner Wildermuth: Special Board Meeting, PrimeWest, Hospital Zoom Board of Education Session, Southwest Minnesota 18 Mental Health Consortium, SMOC Board Meeting, SWHHS, PCMC Board Update, Building Committee.

SHERIFF’S OFFICE 911 SYSTEM

Sheriff Keith Vreeman and Chief Deputy Mike Hamann joined the meeting. The current 911 system contract from Motorola Vesta Solutions is coming to an end this year. Motorola Vesta Solutions has agreed to maintain the Sheriff’s Office current 911 system until the new system is installed, which will likely be in 2023. Motorola has agreed to waive/delay the $10,000.00 up-front fees in order for Pipestone County to apply for a grant to help fund the project.

The upfront cost of the system is $31,117.00, with a reoccurring cost of approximately $1,740.00 per month. Total cost is approximately $135,517.00.

Motion by Roskamp, seconded by Wildermuth to approve the Motorola Vesta Solutions Service Agreement and Support Plan in the amount of $135,517.00. Motion carried unanimously.

Chief Deputy Hamann reported that Pipestone County would like to apply for a grant to help pay for the 911 system. The current request is $38,027.00 with a County matching requirement of $24,410.00 for a total of $62,437.00. Motion by Nath, seconded by Hollingsworth to approve the pursuit of the 911 grant. Motion carried unanimously.

COMMITTEE REPORTS

Commissioners reported on the following Committee Meetings:

Commissioner Nath: Personnel, Hospital Bonding Refinance, PrimeWest, PCMC Plant Operations, Budget Meeting, Southwest Mental Health – Closing offices in Pipestone, Cottonwood, and Jackson, Soil and Water, SWHHS.

Commissioner Hollingsworth: Nurse Family Partnership, Personnel, Friends of the Casey Jones Trail, Southwestern Mental Health, CPT, Safety Committee, Special Board Meeting.

JOHNSON CONTROLS PROPOSAL

Johnson Controls Account Manager Tom Hunstad and Engineer Jim Kinney joined the meeting to present a proposal to upgrade the Courthouse’s A/C system and thermostats. The current system being used is obsolete. Cost of the project is $749,435.00. This project is part of a multi-phase plan to upgrade systems in County buildings. Administrator Steve Ewing applied for a Historical Grant to assist in projects costs, but has not received a response from the Historical Society on if Pipestone County is a recipient for a grant. Consensus of the Board to table the decision on the Johnson Controls proposal to the October 12, 2021 Commissioners Meeting.

COMMITTEE REPORTS

Commissioners reported on the following Committee Meetings:

Commissioner Johnson: SWCD, Burke Township, DNR, AMC Strategic Planning, PCMC Area Riparian Tour, Ditch Committee, Avera Board of Consultors, Budget Meeting, AMC Coffee, AREA II, RCRCA, SWCD, Insurance Committee, PCMC, Plant Operations, AMC Board, Minnesota rural Counties, AMC Policy Conference, Ditch Committee.

BID OPENING – SAP 059-602-029 AND SAP 059-620-004

Engineer Nick Bergman and Assistant Engineer Jerid Johnson opened bids for replacement of two bridges near Ihlen, projects SAP 059-602-029 and SAP 059-620-004.  Bids received were as follows:

Prahm Construction Inc. (planholder), Slayton, MN (address), $2,035,889.25 (bid total)

Redstone Construction, LLC,  Mora, MN,  $2,474,939.00

Engineer’s Estimate for these two projects was $1,850,208.00.  Bids were taken for review by Engineering staff.

BID OPENING – BOX CULVERTS

Engineer Nick Bergman opened bids for box culvert projects SAP 059-599-107, SAP 059-599-119, SAP 059-599-115, and SAP 059-599-118. Bids received were as follows:

A & C Excavating (planholder),  Marshall, MN (address),  $797,244.05 (bid total)

Henning Construction, Adrian, MN, $965,143.50

Midwest Contracting, LLC, Marshall, MN, $834,761.00

R & G Construction Co., Marshall, MN, $759,017.50

Riley Bros. Construction, Inc., Morris, MN, $894,816.05

Engineer’s Estimate was $840,865.00. Bids were taken for review by Engineering staff.

NETWORK SECURITY CAMERA SYSTEM

Information Technology Director Bill Folger stated that Pipestone County has a requirement to comply with the 2019 NDAA (National Defense Authorization Act). We have to replace the NVRs (Network Video Recorder) we use for the camera system with a different brand that is not on the NDAA banned list. Quotes received were as follows:

Company Software License Cost

Alpha Wireless 65ea Avigilon ACC7 Enterprise License $16,184.32

Midwest Alarm 65ea Avigilon ACC7 Enterprise License $18,591.14

In addition to the software license, IT Director Folger is requesting the board authorize up to $12,000.00 for the cabinet and hard drives. Motion by Hollingsworth, seconded by Roskamp to approve the purchase from Alpha Wireless for $16,184.32 and $12,000.00 for storage. Motion carried unanimously.

VETERANS MEMORIAL DISCUSSION

Veteran’s Memorial Committee Members Christy Appel and Jim Carstensen joined the meeting to request a 140’ by 100’ space at the County Fairgrounds on the corner of Highway 30 and 10th Ave SE. This space would be used to construct a Veterans Memorial, and Committee Members would begin fundraising for construction if this location is approved.

Commissioners will take the request under advisement and get back to the Veterans Committee at a later date.

2022 PRELIMINARY LEVY AND BUDGET RESOLUTION 59-30-21

Motion by Hollingsworth, seconded by Roskamp to adopt Resolution 59-30-21 setting the 2022 preliminary levy at $7,959,856.00 approving the 2022 Preliminary Budget. Motion carried unanimously.

TRUTH IN TAXATION MEETING DATE

Motion by Wildermuth, seconded by Nath to set the annual Truth in Taxation Meeting at 7:00 p.m. on Monday, December 13, 2021. Motion carried unanimously.

BID AWARD – BRIDGES AND BOX CULVERTS

Engineer Bergman reported that all bids from the 10:30 a.m. bid opening checked out and he recommends awarding the bids to the lowest bidders.

Motion by Wildermuth, seconded by Nath to award the bid for projects SAP 059-602-029 and SAP 059-620-004 to Prahm Construction Inc. Slayton, MN in the amount of $2,035.889.25. Motion carried unanimously.

Motion by Hollingsworth, seconded by Roskamp to award the bid for projects SAP 059-599-107, SAP 059-599-119, SAP 059-599-115, and SAP 059-599-118 to R & G Construction Co. Marshall, MN in the amount of $759,017.50. Motion carried unanimously.

SMOC LAND SALE

Motion by Wildermuth, seconded by Nath to authorize the County to expend funds on a survey for a lot size at the Family Services site for a potential Head Start Building. Motion carried unanimously. The County will look at potential advertising for bids after reviewing the results of the land survey.

Motion by Hollingsworth, seconded by Roskamp to adjourn. Motion carried unanimously. Meeting adjourned at 11:27 a.m.

Luke Johnson

Pipestone County Board Chairman

ATTEST:

Steve Ewing

County Administrator