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BOARD OF COMMISSIONERS PROCEEDINGS |
| NOTE: The following proceedings are subject to change as the following
Have not been approved by the Board of County Commissioners. PEMBINA COUNTY COMMISSIONERS PROCEEDINGS www.pembinacountynd.gov May 6, 2008 Board of Pembina County Commissioners met at 9:00 AM in the Commissioners Meeting Room with the following members present: Gary Nilsson, Hugh Ralston, Corene Vaughn, Andy Adamson, Hetty Walker. Meeting called to order by Chairman Nilsson. Minutes of April 15, 2008 meeting approved upon motion of Andy Adamson and second by Corene Vaughn with a note of clarification that in-town travel discussed in April 15, 2008 minutes is in reference to travel in Cavalier. Upon a vote all voting in favor. Claims allowed. Troy Kittelson, highway superintendent, present. Carlton Heuchert, St Thomas Township, met with the Board. Meeting scheduled with Water Resource Board and St Thomas Township. Water Resource Board not meeting today, no quorum. Discussed with the Commission the county culvert policy. Question on existing pipe maintenance. Discussed cleaning of Drain #67. Has questions regarding the cleaning of Drain #67, Board referred him to the Water Resource Board for clarification. Request received from Dean Latozke for an approach on County Road #2 in Felson Township. Troy Kittelson has inspected the area and will contact Mr. Latozke. Request to place gravel on road after closing bridge on township road shared by Midland and Lincoln Townships. County bladed and graveled the road in 2005. Board feels that it is the townships responsibility. Abatement hearing: Julie Doyle, tax director, present. Jim McFadden also present. Request for abatement received from Jim McFadden on property described as Pt W1/2 SW1/4 Sec 22-163-54 on the residential structure, requesting that valuation be reduced from $58,722 for 2007 tax year. Application denied by Felson Township. Ms Doyle presented fact sheet on comparable residential property in Felson Township and recommended that value be placed at $35,000 for the residential structure. Motion made by Corene Vaughn to set the structure value at $35,000. Motion second by Hetty Walker. Upon a vote all voting in favor. Application for abatement received from Camburn & Jane Shephard on property described as leased site # 545888 & # 570078 in City of Canton (Hensel) requesting that valuation of property be reduced from $47,500 to $28,000 on leased site #545888 and value be reduced from $36,000 to $18,240 on leased site #570078. City of Canton denied the application. Fact sheet presented on potato warehouses in City of Canton and City of Crystal. Valuations comparable. Motion made by Andy Adamson to deny application as values are comparable to like property based on square footage. Motion second by Corene Vaughn. Upon a vote all voting in favor. Application for abatement received from Ruby Otto on property described as Lots 1-11, Block 5, City of Crystal. Requesting that value of structure be removed. City of Crystal agreed to lower the value of the structure from $49,967 to $25,000. Motion made by Hugh Ralston to agree with the City and lower the valuation to $25,000. Motion second by Hetty Walker. Upon a vote all voting in favor. Application received for a five year remodeling exemption on property described as Pt SE1/4 NE1/4 Sec 4 Twp 162 Rng 56 by Wade Lischefske for a garage and living area addition valued at $15,000. Motion made by Corene Vaughn to grant the exemption for tax years 2008, 2009, 2010, 2011 & 2012. Motion second by Hugh Ralston. Upon a vote all voting in favor. Kadie Herseth, Weed Officer, met with the Board. Joel Anderson also present. Bids received for spraying of rights of way in Pembina County. Bid received from J & J Spraying for $17.90 per acre applied. Motion made by Corene Vaughn to accept the bid of J & J Spraying and to enter into a 5 year contract with J & J Spraying. Motion second by Hetty Walker. Roll call: Hetty Walker-yes, Hugh Ralston-yes, Andy Adamson-yes, Corene Vaughn-yes, Gary Nilsson-yes. Motion carried. Motion made by Hetty Walker and second by Andy Adamson to authorize the Chairman to sign the payroll as presented. All voting in favor. Lesley Lubenow & Helen Schill, Co Extension Office, met with the Board. Reported on training and programs offered. Shared information on Arbor Day activities in Walhalla. Water Resource Board minutes reviewed as presented. Uncollected tax report reviewed as presented. As of March 31, 2008, 92.77% of the 2007 tax levied has been collected. Duane Deraas, Cavalier, met with the Board. Requesting a culvert between Sections 5 & 6 Twp 161 Rng 55. Current pipe is an 18” pipe and has been washed out. Requesting to locate pipe north of the current site to accommodate access and that a 36” pipe be installed. Water Resource Board approval granted in 2002. Mr. Deraas referred back to the Water Resource Board as requirements have changed since that time. Board received the Funding Agreement for Clerk of District Court Services from the N D Supreme Court. Agreement is for reimbursement in the amount of $7,083.00 per month for July 1, 2009 through June 30, 2011. Agreement is reviewed every two years. Reimbursement is based on 1.41 FTEs. This is down from the previous biennium which was based on 1.79 FTEs. Motion made by Hetty Walker and second by Andy Adamson to authorize the Chairman to sign the agreement as presented. All voting in favor. Board inspected the chimney located on old jail building. Dick Letexier, maintenance, to contact a contractor and notify the Board of his findings as soon as possible. Dave Sena, Northland Rescue Mission, Grand Forks, met with the Board. Reviewed with the Board the programs offered at the Northland Rescue Mission in Grand Forks. Motion made by Andy Adamson and second by Hugh Ralston to authorize the chairman to sign the agreement for maintenance of public property with Brian and Tara Sondeland on property described as: Upon a vote all voting in favor. Stuart Askew, States Attorney, met with the Board. Presented the Board with a letter regarding the renewal of contact for Tanya Wieler, HR. Motion made by Andy Adamson that issue be tabled until next meeting. Motion second by Corene Vaughn. Information needs to be studied. Roll call vote: Andy Adamson-yes, Hugh Ralston-yes, Hetty Walker-yes, Corene Vaughn-yes, Gary Nilsson-yes. Issue will be on agenda at 11:00 AM. Becky Ault, 911/Disaster Emergency Director, met with the Board. Discussed emergency fire order. Motion made by Hetty Walker to adopt the Fire Emergency Order as follows: WHEREAS, the Pembina County Board of County Commissioners recognizes that current conditions have created an extreme risk to the citizens and property within Pembina County, ND, of unnecessary loss by fire; and WHEREAS, the Board wishes to regulate activities within the County which pose a potential hazard for such loss, should the present weather conditions continue. NOW, THEREFORE, BE IT RESOLVED Pembina County is Declared under a fire Emergency Order and a Burn Ban is in effect when the Fire Index is in the High, Very High, or Extreme category until further notice. Pursuant to NDCC 37-17.1-10(3), any person who willfully violates the burning ban established by this resolution is guilty of an infraction, punishable by a fine of up to $500.00, and restitution of fire suppression costs may be sought from the court. Motion second by Andy Adamson. Upon a vote all voting in favor. Becky Ault, 911/Disaster Emergency Director, submitted her resignation from Pembina County as of June 16, 2008. Ms Ault has accepted a position with the ND Department of Emergency Services. Motion made by Corene Vaughn to accept with regret the resignation of Becky Ault. Motion seconded with regret by Andy Adamson. Upon a vote all voting in favor. Board thanked Becky for her service to Pembina County and wished her well in her new position. Board will discuss options available regarding the position. Motion made by Corene Vaughn and second by Hetty Walker to authorize the Chairman to sign the minutes as presented. Upon a vote all voting in favor. Board reviewed letter from the City of Bathgate regarding new community center. Corene Vaughn requested copies of resume and contract for HR position to be mailed to all board members. Andy Adamson stated that reason for requesting discussion on contract be delayed was to allow the Board time to review letter presented. Meeting adjourned. Minutes of April 15, 2008 approved by motion on May 6, 2008. April 15, 2008 9:00 AM Board of Pembina County Commissioners met at 9:00 AM in the Commissioners Meeting room at the Courthouse with the following members present: Gary Nilsson, Hugh Ralston, Corene Vaughn, Andy Adamson, Hetty Walker. Chairman Nilsson called the meeting to order. Minutes of the April 1, 2008 meeting approved upon motion of Andy Adamson and second by Hetty Walker. Upon a vote all voting in favor. Troy Kittelson, highway superintendent, present. Bids for mower with a trade of 2006 Rhino SR14. Bids received from the following: Hurtt Equipment $6,350.00 with trade Motion made by Hugh Ralston to accept the bid of Hurtt Equipment to furnish Pembina County with a rotary mower for the bid price of $6,350.00 with trade. Motion second by Andy Adamson. Roll call vote: Corene Vaughn-yes; Andy Adamson-yes; Hugh Ralston-yes; Hetty Walker-yes; Gary Nilsson-yes. Motion carried. Board allowed claims. Water Resource Board met with the Commission. Reported on joint meeting with Cavalier County Water Resource Board and Cavalier County Commission on march 31, 2008. The Emergency Action plan for the Renwick Dam is completed and request the board to support the plan of action. Motion made by Corene Vaughn to authorize the Chairman to sign the Emergency Action Plan for Renwick Dam as presented. Motion second by Hugh Ralston. Upon a vote all voting in favor. Discussed insurance coverage for projects. State is requiring that the state would be indemnified from liability for projects. More information will be coming regarding this issue. Discussed the Cook Bridge. Will look into a riparian project to save the township road. Discussed the Tongue River Cut Off project to move water down the tongue river. Don Emerson, Pembina, met with the Board. Discussed funds for abandoned cemeteries. There is an abandoned cemetery located north of McArthur. Requesting compensation for work and care done at the abandoned cemetery. Motion made by Corene Vaughn to allocate $250.00 to Gladys Kemnitz for the work and care done to the Cemetery. Motion second by Andy Adamson. Roll call vote: Corene Vaughn-yes; Andy Adamson-yes; Hugh Ralston-yes; Hetty Walker-yes; Gary Nilsson-yes. Motion carried. Funds to be paid from abandoned cemetery fund. Camburn Shephard, Crystal, met with the Commission. Requesting that ditch east of Mountain on the north side of County Road #3 be cleaned. Silt has filled the ditch. Any rain would wash out crop as ditch cannot flow water. Board will have Troy Kittelson, highway superintendent check the area. Housing Authority Board minutes reviewed as presented. Fair Board minutes reviewed as presented. Board received notification from the North Dakota Insurance Reserve Fund that Pembina County will receive $18,772.00 as its share of Conferment benefits for 2008. Funds are deposited in the Insurance Reserve Fund to cover costs of insurance premiums and deductibles. Duane Littlejohn, Insurance Associates, met with the Board. Kathleen Carpenter, also present. Discussed insurance coverage for employees while transporting clients. Individual policy is in effect until November 24, 2008. Board will continue to gather information and Kathleen will check if coverage available. NDIRF has provided coverage for the two social service department employees while transporting clients. Bids received for rental of road machinery. Bids received from the following: • D R Blawat Const Inc. • Thorlakson Construction • Thompson & Sons Construction • Ronald Sharp • Olafson Brothers • Harvey Clark • Emanuelson Xcavating Inc • Triple D • Industrial Builders Motion made by Hugh Ralston and second by Corene Vaughn to accept all bids that meet the bidding requirements as advertised. Hiring of contractors based on price and availability. Upon a vote all voting in favor. Motion carried. Listing will be prepared for next meeting. Hetty Walker reported on transportation meeting held last week in Grand Forks. With increased costs and cuts in funds for highways, roads and bridges it will continue to be very difficult for counties and townships to maintain the infrastructure systems that are in place. Stuart Askew, State’s Attorney, met with the Board. Motion made by Andy Adamson to go into executive session to discuss a liability issue with the Board. Motion second by Hetty Walker. Board went into executive session pursuant to NDCC 44-04. All voting in favor. Board met in executive session. Motion to adjourn from executive session made by Hugh Ralston and second by Corene Vaughn. All voting in favor. Hetty Walker reported on Rural Community Action meeting. Corene Vaughn reported that at the department head meeting this morning a discussion was held on summer office hours for county employees. Requesting the Board to allow summer hours. Motion made by Corene Vaughn to set summer hours for the county employees at 8:00 AM to 4:30 PM with employees taking a half hour lunch break. Summer hours would be in effect from June 1, 2008 to August 31, 2008. Offices would remain open during the noon break as previous. Motion second by Hetty Walker. Upon a vote all voting in favor. Auditor to notify departments and place ad in county newspapers. Board discussed in-town mileage. Motion made by Andy Adamson to not allow any in-town mileage for any department. Motion second by Corene Vaughn. Upon a vote all voting in favor. Financial report reviewed as presented. Motion to accept financial report made by Hetty Walker and second by Corene Vaughn. All voting in favor. Becky Ault, 911/disaster emergency director, met with the Board regarding grants for paging system. Will be meeting with LEPC group. Reported to the board that the EMS council will be meeting April 24, 2008 in the EOC. Motion made by Andy Adamson and second by Hetty Walker to authorize a proxy vote to the Chairperson of NDIRF for such business as may properly come before the meeting. Upon a vote all voting in favor. Board invited to attend Walhalla Arbor Day on May 1, 2008. Corene Vaughn reported on regional commission meeting held in Devils Lake. Items for 2009 legislative session discussed. Meeting adjourned to May 6, 2008. Minutes of April 1, 2008 approved by motion on April 15, 2008 April 1, 2008 9:00 AM Board of Pembina County Commissioners met in regular session at 9:00 AM in the Commission Meeting Room at the Courthouse with the following members present: Gary Nilsson, Hugh Ralston, Corene Vaughn, Andy Adamson, Hetty Walker. Meeting called to order by Chairman Nilsson. Minutes of the March 18, 2008 meeting approved upon motion of Corene Vaughn and second by Hetty Walker. Upon a vote all voting in favor. Board allowed claims. Motion made by Hetty Walker and second by Hugh Ralston to approve the payroll as presented. All voting in favor. Motion made by Hetty Walker and second by Hugh Ralston to authorize a raffle permit for the Cavalier Country Club. Upon a vote all voting in favor. Board approved request from Public Health to cover the hotel rates over the state rate for their rural conference in Fargo. Motion to approve made by Hugh Ralston and second by Hetty Walker. Upon a vote all voting in favor. Motion made by Hugh Ralston to include the contents of the WIC Office under the County State Fire & Tornado Policy with WIC being responsible for any deductible payment in the event of a claim. List of contents to be furnished by WIC. Motion second by Andy Adamson. Roll Call Vote: Hetty Walker-yes, Hugh Ralston-yes, Andy Adamson-yes, Corene Vaughn-yes, Gary Nilsson-yes. Motion carried. Every two years the State Treasurer’s office requires certification of township road mileage. Motion made by Hetty Walker that Dorothy L Robinson, Auditor/Treasurer is authorized to act for the Board of County Commissioners in compiling such road mileage certification. Motion second by Corene Vaughn. Board discussed the rate of pay for the election workers for the June 10 Primary Election and November 4 General Election. One election board will be at the precinct in the Courthouse. Motion made by Hugh Ralston to set the rate of pay at $10.00 per hour plus mileage for the election board workers. Motion second by Corene Vaughn. Roll call vote: Andy Adamson-yes, Hugh Ralston-yes, Hetty Walker-yes, Corene Vaughn-yes, Gary Nilsson-yes. Motion carried. Hetty Walker reported on Pembina River Advisory Board Meeting held in Walhalla. Reported that stream lining of the Board being looked at. Retention on the Pembina River still being pursued. Becky Ault, 911/Disaster Emergency Director, met with the Board. Request to amend emergency management budget for repair work on sand bagging machine. Cost has been covered for this year in the emergency management budget. No amendment needed at this time. Requesting to have line item for preparedness in emergency management. Board will add line item at budget time. Ms. Ault reported that Emergency Performance Grant has been allocated in the amount of $38,414.00. Also a grant to update hazard mitigation has been awarded for $4,681.00. Funds will be used to cover costs of updating hazard mitigation book. Public Safety Grant for upgrading of repeaters is being applied for. Board discussed participating in a summer intern program for college students. Program allows them credits and would also benefit the county. Board approved enrolling in the program and will look at using the intern to assist in the Tax Director’s office to collect pictures of properties that would be loaded into the current tax program. Kadie Herseth, weed officer and Shawna Berg, Cavalier County Weed Officer, met with the Board. Ms. Herseth reviewed grants that have been approved: Pembina/Cavalier County Common Tansy Project $12,465.00, Pembina River Purple Loosestrife $5,458.50 and Youth Education $1,211.50. Ms. Berg shared with the Board the process of the LAP grant has worked in Cavalier County. One of the requirements of the LAP grant is that the common tansy be added to the county noxious weed list. Ms. Herseth plans to offer the LAP program in Pembina County this year. Motion made by Corene Vaughn to add common tansy (Tanacetum vulgare) to the county noxious weed list. Motion second by Hetty Walker. Upon a vote all voting in favor. Reviewed how the program is going. Same problems with railroad properties and federal owned properties. Troy Kittelson, highway superintendent, present. Bids for asphalt products for the 2008 work season received as follows: Murphy Oil Co – $2.11 per gallon delivered Flint Hills - $445.58 per ton delivered. Motion made by Corene Vaughn to accept the bid of Murphy Oil to supply Pembina County with asphalt products for bid price of $2.11 per gallon for the 2008 work season. Motion second by Hugh Ralston. Flint Hills bid did not meet bid specifications. Roll Call Vote: Corene Vaughn-yes, Andy Adamson-yes, Hugh Ralston-yes, Hetty Walker-yes, Gary Nilsson-yes. Motion carried. Board received notice from the N D State Historical Society of the grant awarded to the Pembina County Certified Local Government program in the amount of $11,560.00. Bids for Chips for the 2008 work season received as follows: Loeffler Concrete & Gravel $5.38 per ton with haul at $.14cents per ton mile Strata Corporation $5.90 per ton with haul at $.14cents per ton mile Motion made by Andy Adamson to accept the bid of Loeffler Concrete & Gravel for $5.38 per ton with haul at $.14 cents per ton mile for the 2009 work season. Chips to be delivered to sites authorized by Troy Kittelson, highway superintendent in the time frame of November 15, 2008 and prior to spring load limits in 2009. Motion second by Corene Vaughn. Roll call vote: Hugh Ralston-yes, Hetty Walker-yes, Andy Adamson-yes, Corene Vaughn-yes, Gary Nilsson-yes. Motion carried. Board discussed spring weight limits on County Road #1 from Hwy 18 to Bathgate. Board agreed to leave limit as posted. Andy Adamson reported on meeting he and Corene Vaughn attended with Cavalier County Water Resource Board, Cavalier County Commission, Pembina County Water Resource Board on March 28 in Langdon. Meeting was to discuss spreading of special assessment on Tongue River Watershed for dam rehabilitation project. Meeting adjourned to April 15, 2008. Minutes of the march 18, 2008 meeting approved by motion on April 1, 2008. March 18, 2008 9:00 AM Board of Pembina County Commissioners met at 9:00 AM in the Commissioners Meeting Room with the following members present: Gary Nilsson, Hugh Ralston, Corene Vaughn, and Hetty Walker. Absent: Andy Adamson. Meeting called to order by Chairman Nilsson. Agenda items added. Minutes of March 4, 2008 meeting read and approved upon motion of Corene Vaughn and second by Hetty Walker. Upon a vote all voting in favor. Katherine Lunde, Red River Regional Council, met with the Board to present funding requests for various projects through the City Self Help Program on behalf of the cities of Bathgate, Cavalier, Drayton, Hamilton, Mountain, Neche, Pembina and Walhalla totaling $11,425. Upon discussion and review of budget allocation for the City Self Help Program, motion made by Corene Vaughn second by Hugh Ralston to allocate funding at 75% of requested amounts, awarding $693 to Bathgate, and $1,125 per town to Cavalier, Drayton, Hamilton, Mountain, Neche, Pembina and Walhalla, for a total of $8,568. Roll call vote: Hetty Walker-yes, Hugh Ralston-yes, Corene Vaughn-yes, Gary Nilsson-yes. Motion carried. Board reviewed and allowed county claims. Discussion on request for in-town mileage reimbursement. Board reviewed application for a raffle permit submitted by the Pembina County Roping Association. Raffle permit granted to Pembina County Roping Association upon motion of Hugh Ralston and second by Hetty Walker, all voting in favor. Board reviewed Job Development Authority minutes. Board reviewed Joint Powers Agreement for Pembina County to contract services of Pembina County Social Service Director to Cavalier County. Upon motion of Corene Vaughn and second by Hugh Ralston, Board approved agreement and authorized Chairman Nilsson to sign same. Water Resource Board met with Commissioners. Discussion on county dams with updates provided regarding Renwick Dam, survey results and recent meeting in Bismarck with State Water Commission. Commissioners encouraged to attend meeting to be held in Cavalier County on Friday, March 28, 2008, at 10:00 AM, with Cavalier County Water Resource Board and Cavalier County Commissioners regarding special assessment for Tongue River Dam project. Board reviewed Financial Reports for January and February 2008. Motion made by Corene Vaughn and second by Hugh Ralston to accept the financial reports as presented. Upon a vote all voting in favor. Board reviewed report on uncollected taxes. 91.19% of 2007 taxes collected as of February 29, 2008. Board viewed presentation on county-wide mass appraisal program by Bob Kocher and Dean Wixo of Vanguard Appraisals, Inc. Also in attendance were County Tax Director Julie Doyle and Deputy Lisa Wieler, and Cavalier City Administrator Ken Wolf and Auditor Katie Werner. No decision made at this time. Board reviewed minutes of Pembina County Fair Board. Board reviewed minutes of Pembina County Housing Authority. Board reviewed information that aerial mineral exploration survey by Kennecott Exploration is now anticipated to take place in either late March or early April. Board reviewed notification of FEMA hazard mitigation grant awarded to Pembina County in the amount of $4,681 to update the county’s multi-hazard mitigation plan. Board reviewed previously approved Facility Agreement with Polar Communications. Motion made by Hetty Walker and second by Hugh Ralston to authorize Chairman Nilsson to sign said agreement on behalf of Pembina County. Upon a vote all voting in favor. Jill Denault and Kathleen Carpenter of Pembina County Social Services and Richard McKnight of Nodak Mutual Insurance met with the Board along with Duane Littlejohn of Insurance Associates (via conference call) to discuss insurance coverage by the county through NDIRF for Kathleen Carpenter when she is engaged in county business. After discussion, it was determined that Mr. Littlejohn will obtain and forward to the county written confirmation from NDIRF that they will provide coverage for Ms. Carpenter and Jennifer Puppe whenever they are operating their personal vehicles for county business and receiving compensation from the county, including returning to home base after transporting clients. Troy Kittelson, County Highway Superintendent, met with the Board along with Jon Markuson of KLJ Engineering. Presented information and examples of tier maps detailing county road and bridge information and future highway management plans drafted for surrounding counties. Discussion of road and bridge projects in the county and distribution of mill levies. Board and Hwy Superintendent Kittelson discussed placing of spring weight limits on county roads. Motion made by Hugh Ralston and second by Hetty Walker to place the spring weight limits on county roads in effect as of March 24, 2008. Upon a vote all voting in favor. Hwy Superintendent Kittelson reviewed proposed Pembina County Highway Department Culvert Policy with the Board. Pembina County Highway Department Culvert Policy “Owner” = Township, City, other agency • Pembina County will provide culverts up to 40 feet in length to an owner, only when a culvert is deemed necessary, and is 36” or larger and is located in the County right-of-way. • Pembina County will cost share with the Owner (60% County – 40% Owner)on a culvert up to 40 feet in length, when a culvert that is deemed necessary and is 36” or larger and is located in the Township right-of-way. Private drives are excluded from the cost share, as the owner is responsible for the full cost. • Pembina County will not cost share or provide culverts for any culvert less than 36” unless it is located in the County right-of-way and is deemed necessary. • The Owner is responsible to pay for any culverts that are not deemed necessary or are not located in the township or county right-of-way. • Culverts may only be ordered by, and billed to a township in which the culvert is being installed. • Installation costs will the responsibility of the owner, unless otherwise approved by Pembina County. • A deposit of no less than half of the total cost of the culvert will be required on a special order before the order will be placed. * Culvert request forms must be filled out and approved by a township officer and the PC Water Board before the County will consider any request. The request should come directly from the landowner, not the tenant. * This policy is also dependent on the County Highway budget. If there are no funds available, no culverts will be furnished by the County. * Any culvert request not filled within 60 days of approval will be discarded and a new request must be submitted. Motion made by Corene Vaughn and second by Hugh Ralston to adopt culvert policy effective March 18, 2008 and authorized Chairman Nilsson to sign same. Upon a vote all voting in favor. Hwy Superintendent Kittelson and the Board reviewed information from the ND Department of Transportation on encroachment on county roads. Determined that county will provide notification of policy through publication in county newspaper. Board received application for abatement from Dennis and Genafay Pokrzywinski for property described as: Parcel # 29-2900020, Lots 11-12, Block 12, Drayton. Julie Doyle, Tax Director, present. Requesting that valuation be lowered for 2007 from $28,000 to $17,000. Application approved by City of Drayton and County Tax Director. Motion to approve application made by Hugh Ralston and second by Hetty Walker. Upon a vote all voting in favor. Corene Vaughn is requesting that county provide insurance for contents of WIC office. Motion made by Corene Vaughn to cover contents of WIC office valued at approximately $15,000 under county insurance policy. Motion seconded by Hugh Ralston for purpose of discussion. Discussion on contents and where located, what entity owns property and whether WIC program would provide insurance coverage. No Vote. Decision to table motion until more information is obtained. Board discussed revision of county personnel handbook, and the possible inclusion of other policies. Board discussed contract for Human Resources director. Next meeting April 1, 2008. Meeting adjourned. Minutes of March 4, 2008 meeting approved by motion on March 18, 2008. March 4, 2008 9:00 AM Board of Pembina County Commissioners met at 9:00 AM in the Commissioners Meeting Room with the following members present: Gary Nilsson, Hugh Ralston, Corene Vaughn, Andy Adamson, Hetty Walker. Meeting called to order by Chairman Nilsson. Agenda items added. Minutes of February 19 meeting read and approved upon motion of Hugh Ralston and second by Hetty Walker. Upon a vote all voting in favor. Jill Denault and Kathleen Carpenter, Social Service Department, met with the Board. Discussed the insurance coverage for Ms. Carpenter when transporting clients. Requesting further clarification. Board will set up a meeting with Duane Littlejohn, Insurance Associates, for March 18, 2008. Board allowed county claims. Board received a letter from Kennecott Exploration regarding an airborne geophysical survey that is going to be done over Pembina County. Company plans to do an aerial survey sometime in late March with a low flying aircraft containing a magnetometer. The magnetometer measures variations in the earths magnetic field. Survey will be used to identify potential mineral deposits. Kay Braget, County/Clerk Recorder, met with the Board. Reported that NDRIN will be issuing refunds to participating counties in the amount of $125,000.00. Pembina County’s refund is $1,536.98. Refunds are based on the number of documents recorded in 2006. Discussed the contract with the state for the Clerk of District Court services. Pembina County currently has a funding agreement with the State of North Dakota. Notice of the option that the County wants to go with has to be made by April, 1, 2008 for the 2009-2011 biennium. Reimbursement is based on FTE’s required. Based on current data, Pembina County requires 1.41 FTE’s to provide clerk services. Previous biennium required 1.78 FTE’s. With declining case filings, FTE’s have been decreased. Motion made by Andy Adamson to continue with the funding agreement for the 2009-2011 biennium to receive reimbursement for providing clerk services. Motion second by Hugh Ralston. Upon a vote all voting in favor. Troy Kittelson, highway superintendent, met with the Board. Discussed with the Board a culvert policy for the county. Has prepared a policy for the Board to review. Board will review at next Board meeting, March 18, 2008. Reviewed the proposed Haul Route Agreement with TransCanada Keystone Pipeline, LP for repair of roads damaged during construction of the pipeline. Motion made by Corene Vaughn to enter into haul route agreement with TransCanada Keystone Pipeline. Motion second by Hetty Walker. Upon a vote all voting in favor. Board reviewed letter from ND DOT regarding encroachments on county roads. NDCC 24-05-23 states the following regarding all county roads: “Encroachment upon county roads, ditches, approaches – Liability for damages. A landowner who encroaches upon a county road or its ditches or approaches must be given notice by the board of commissioners for that county that the encroachment has been discovered. If the landowner fails to remedy the encroachment within twenty days after receiving the notice, that landowner is liable to the county for damages resulting from the encroachment. The board of commissioners for that county shall issue to the landowner written notice of the amount of damages determined to be a result of the encroachment. If the landowner fails to pay the county for the damages, the expense of the repair must be charged to the land of the landowner. The expenses charged become a part of the taxes to be levied against the land for the ensuing year and must be collected in the same manner as other real estate taxes are collected and placed to the credit of the county that incurred the expense of the repair.” Board will review with Troy Kittelson at next meeting. Board discussed spring weight limits. Auditor to place notice in papers that spring weight limits will be going on. Discussed placing question on the primary election ballot to allow for a 5.00 mill levy for county road projects for the purpose of repairing and/or replacing mainline bridge projects in the county. Currently there are no funds available to match the federal aid funds that would help cover the costs of replacing bridges in the County. Levy would be in accordance with 24-05-01. Stuart Askew, State’s Attorney will review. Motion made by Corene Vaughn to place on the June Primary Election the question to levy 5.00 mills for road and bridge projects in Pembina County. Motion second by Andy Adamson. Discussed what bridges would be covered. Roll call vote: Hetty Walker-yes, Hugh Ralston-yes, Andy Adamson-yes, Corene Vaughn-yes, Gary Nilsson-yes. Motion carried. Discussed physicals for CDL drivers. Motion made by Hetty Walker that county will cover the costs of DOT physicals for CDL drivers employed by Pembina County. Motion second by Hugh Ralston. Roll call vote: Corene Vaughn-yes, Andy Adamson-yes, Hugh Ralston-yes, Hetty Walker-yes, Gary Nilsson-yes. Motion carried. Correspondence received from Polar Communications notifying county of construction plans in 2008. Maximus report presented. Cost allocation report is done annually with funds received by the county for costs allocated to the Social Service department done by other county departments. Reported that two items will have an affect on future reimbursement, one being various increased costs in Social Service and the other being a decrease in attorney hours required from the States Attorney. Motion made by Hetty Walker and second by Hugh Ralston to authorize the Chairman to sign the payroll as presented. All voting in favor. Water Resource Board minutes reviewed as presented. Corene Vaughn reported on the WIC program. Program is totally set up now in there new location. Request from WIC regarding insurance on the WIC property at a separate location. State Fire & Tornado will be contacted to see if coverage available. Next meeting March 18, 2008. February 19, 2008 Minutes approved by motionwith correction on March 4, 2008. February 19, 2008 9:00 AM Board of Pembina County Commissioners met at 9:00 AM in the Commissioners Meeting Room of the Pembina County Courthouse with the following members present: Gary Nilsson, Hugh Ralston, Corene Vaughn, Andy Adamson, Hetty Walker. Meeting called to order by Chairman Nilsson. Minutes of the Feb 5, 2008 reviewed and corrected as follows: Board met with Tanya Wieler, HR and reviewed a memo regarding the documentation of time worked by staff in the State’s Attorney’s office. Chairman of the Board and portfolio commissioner will meet with Mr. Askew. Motion to approve February 5, 2008 minutes with the correction made by Andy Adamson, second Corene Vaughn. All voting in favor. Meeting with Kadie Herseth, postphoned. Will reschedule. Board allowed claims. Motion made by Hugh Ralston to authorize a transfer of liquor license to the Leroy Hall for Chizzy’s for March 1, 2008. Motion second by Hetty Walker. Upon a vote all voting in favor. Water Resource Board met with the Board. Discussed the Renwick Dam Rehabilitation project. Federal funds have been dedicated for the project for approximately $4.5 million, State funds in the amount of approximately $1.2 million, Red River Joint Board $605,800.00, and other for $182,200.00, leaving a balance remaining in the amount of approximately $423,557.00 to be covered by a proposed special assessment on the Tongue River Watershed area. Water Resource Board requesting a commitment from the Commission for the spreading of a special assessment to fund the remaining local cost. Motion made by Corene Vaughn to support the levying of a special assessment for the Tongue River Dam rehabilitation plan as presented by the Pembina County Water Resource Board on February 19, 2008. Motion second by Hugh Ralston. Roll Call Vote: Hugh Ralston-yes, Hetty Walker-yes, Andy Adamson-yes, Corene Vaughn-yes, Gary Nilsson-yes. Motion carried. Water Resource Board will be meeting with Cavalier County Commission and Water Resource Board. Pembina County Flood Protection Plan Draft reviewed. Working with Tim Fay at the SWC on the proposed plan. Will be working on priorities to look at projects. Reviewed costs of maintenance on dams in the County. Jeff Stevenson, Cavalier, met with the Board. Julie Doyle, Tax Director, also present. Discussed the assessment rates on agricultural property. Requests to meet with Ms. Doyle to review assessments on land. Ms. Doyle will set up a time to meet and review land assessments with Mr. Stevenson. Mr. Stevenson discussed timing of payment received on property tax. Check date is January 2007 but not received until November 2007. County posts and deposits checks on the day received. Stuart Askew, State’s Attorney, discussed with the Board how they want the HR person to be hired, by contract or as a regular employee. Board discussed having a contract versus employee status for the HR position. Mr. Askew will meet with Chairman Nilsson, Portfolio Commissioner Adamson, and HR, Tanya Wieler on February 28, 2008 to review memo presented on February 19, 2008. Housing Authority Board minutes reviewed as presented. Motion made by Corene Vaughn and second by Hetty Walker to authorize the Chairman to sign the minutes as presented. All voting in favor. Scott Reck, Neche, met with the Board. Discussion on Champs property that was flooded in 2006. Have not received final notice from FEMA. Requesting a letter of support for the business and for allocation of any funds available to provide some relief. Motion made by Hetty Walker to sign a letter of support. Motion second by Corene Vaughn. Upon a vote all voting in favor. letter of support. 2nd Corene. All voting in favor. Board discussed the option of placing insurance on employee owned vehicles that transport clients as a requirement of their employment. Board received information from Insurance Agent, Duane Littlejohn, through the North Dakota Insurance Reserve Fund that county can cover the cars for only the time a client is present in the vehicle. Motion made by Hugh Ralston and second by Corene Vaughn for add the cars to the county insurance policy for the two social service employees. Roll call vote: Corene Vaughn-yes, Hetty Walker-yes, Hugh Ralston-yes, Andy Adamson-yes, Gary Nilsson-yes. Motion carried. Board set dates for bids to furnish asphalt, chips and rental of road machinery for Pembina County as April 1, 2008. Troy Kittelson, Highway Superintendent will review the bid notices. Discussed the equipment rotation of road ditch mowers. Board agreed that Troy Kittelson could request bids for a mower, with trade. Lesley Lubenow, County Extension Agent, met with the Board. Reviewed quarterly report. Invited the Commission to Special Assignment Pizza in Grand Forks on March 11, 12 or 13, 2008 and Local Decision Makers meeting at Langdon Research Center on March 11, 2008. Tanya Wieler, HR, met with the Board. Discussed being contract or county employee. Motion made by Hugh Ralston that Pembina County hire Tanya Wieler, Human Resources, under a contract. Contract to include the previous agreement on health insurance and the rate set annually by the Board of County Commissioners. Motion second by Corene Vaughn. Roll Call Vote: Corene Vaughn-yes, Andy Adamson-yes, Hugh Ralston-yes, Hetty Walker-yes, Gary Nilsson-yes. Motion carried. State’s Attorney will prepare contract for Commission review. Tina Lorenzen, Victim Witness; Tanya Wieler, HR; and Stuart Askew, State’s Attorney met with the Board. Discussed salary and budget for victim witness program. Victim witness program is for both Cavalier County and Pembina County. Victim witness office is now located in the State’s Attorney’s Office. Reviewed with the Board how funds for the Victim Witness grants are being cut and that a portion of the funds to cover the Victim Witness program will come from the State’s Attorney’s budget. Board agreed that the 2008 salary increase approved for county employees on September 17, 2007 in the amount of $900.00 be allowed for the Victim Witness position. Also discussed time of service. Will work with Tanya Wieler, HR. Board will review haul road agreement with TransCanada Keystone Pipeline at the March 4, 2008 meeting. Board received a request from the N D Department of Transportation for a local road needs assessment. Highway Superintendent, Troy Kittelson, will furnish the requested information. Regional Commission meeting is set for Tuesday April 1, 2008 in Devils Lake. Board received information from Kadrmas Lee & Jackson that bids on bridge being replaced on the Pembina/Walsh line, of which the two counties will share, has come in under the projected costs. Board received year end financial reports from the Water Resource District. Meeting adjourned. Next meeting March 4, 2008. Minutes of the February 5, 2008 meeting approved, with correction, by motion on February 19, 2008. February 5, 2008 Board of Pembina County Commissioners met at 9:00 AM in the Commissioners Meeting Room at the Courthouse with the following members present: Gary Nilsson, Hugh Ralston, Corene Vaughn, Andy Adamson, Hetty Walker. Meeting called to order by Chairman Nilsson. Minutes of the January 15, 2008 meeting approved upon motion of Corene Vaughn and second by Hetty Walker. Upon a vote all voting in favor. Board allowed claims. Motion made by Corene Vaughn to authorize the payment of utility bill from the City of Cavalier in the amount of $18,548.75 from the reserve fund. Motion second by Andy Adamson. Error made by the city in billing of utilities for law enforcement center since 2003. Roll call vote: Hetty Walker-yes; Hugh Ralston-yes; Andy Adamson-yes; Corene Vaughn-yes; Gary Nilsson-yes. Motion carried. Motion made by Hetty Walker to authorize the Chairman to sign the payroll as presented. Motion second by Hugh Ralston. All voting in favor. Board received letter of resignation from Henry Duray for the Pembina County Historic Preservation Committee. Motion made by Corene Vaughn and second by Hetty Walker to accept the resignation from the Historic Preservation Committee. Upon a vote all voting in favor. Water Resource Board minutes reviewed as presented. Fair Board minutes reviewed as presented. Request has been received from the City of Cavalier to place a paper recycling bin at the Pembina County Courthouse and that the County participates in the paper recycling program with the City. Board agreed that bin could be placed in the county lot where it was previously and that all the county departments would participate in the recycling of paper products. Recycling of paper will help keep costs associated with transporting solid waste down. Eleanor Stuberg, Public Health Nurse, met with the Board. Discussed the nursing coverage for the jail and training required. Additional information to be gathered. Request from Devin Johnson to gift 32 hours of sick leave to Mitch Einarson. Motion to approve made by Hugh Ralston and second by Corene Vaughn. All voting in favor. Board received notice from the N D Court Facilities Committee that the Pembina County grant request has been approved. Request for an upgrade to computer in Auditor/Treasurer Office to access the new mapping software approved upon motion of Andy Adamson and second by Hetty Walker. Upon a vote all voting in favor. Corene Vaughn reported on Dam Rehabilitation meeting. Work will start on the project this fall after the camping season. Becky Ault, 911/Disaster Emergency Director, met with the Board. Reviewed with the Board the FEMA audit corrections that some townships needed to do. City Watch system has been installed and training is being done. Hazard Mitigation plan has be updated by 9-23-08. Emergency Management Office continues to work on the update, will be having a meeting on Feb 19. Presented a listing of training opportunities that will be offered through emergency management. Julie Doyle, Tax Director, present. Abatement hearing. Application for abatement received from Travis & Tammy Oberg Larson on property described as Lot 13 & N 10’ Lot 15 E Side George St Tweedlie & McCrea’s Addition City of Drayton. Requesting that value of structure in the amount of $2,950.00 be removed. City of Drayton denied the application. NDCC states that property is assessed as of February 1 of each year. City will be making an adjustment for the 2008 tax year. Motion made by Corene Vaughn to deny the application. Motion second by Andy Adamson. Upon a vote all voting in favor. Ms. Doyle also reported on the 2008 agricultural values as certified by the State Tax Department. The county average of $612.87 is within the tolerance level, which indicates that there will be no change in the agricultural land values for the 2008 tax year. Hetty Walker reported on Red River Basin meeting. Duane Littlejohn, Insurance Associates, met with the Board. Reviewed with the Board the insurance coverage that the county carries through the North Dakota Insurance Reserve. Board reviewed the financial reports as presented and accepted upon motion of Hugh Ralston and second by Hetty Walker. Upon a vote all voting in favor. Tanya Wieler, HR, met with the Board. January 15, 2008 minutes approved by motion on February 5, 2008. January 15, 2008 9:00 AM Board of Pembina County Commissioners met at 9:00 AM in the Commissioners Meeting Room at the Pembina County Courthouse with the following members present: Gary Nilsson, Hugh Ralston, Corene Vaughn, Andy Adamson, Hetty Walker. Graham Smith, Crystal, met with the Board to thank them for the work that was done on the river bank. Work done through the Red River Regional Council and Pembina County Highway Department very well done and much appreciated. Willing to work with others on similar projects or to demonstrate how this type of riparian project can work. Meeting called to order by Chairman Nilsson. Minutes of January 2, 2008 meeting approved upon motion of Corene Vaughn and second by Hugh Ralston. Upon a vote all voting in favor. Jill Denault, Social Service Director, met with the Board. Discussed the hiring of an eligibility worker. Position was budgeted for in the 2008 budget. Board allowed claims. Fair Board minutes reviewed as presented. Housing Board minutes reviewed as presented. Job Development Minutes reviewed as presented. Application received from Pembina County Mayville Alumni for a raffle permit. Motion to grant raffle permit made by Corene Vaughn and second by Hetty Walker. All voting in favor. Application received from St Joseph’s Preservation Committee for a bingo permit. Motion to grant bingo permit made by Corene Vaughn and second by Hetty Walker. All voting in favor. Motion made by Andy Adamson and second by Hetty Walker to authorize and sign the minutes as presented. All voting in favor. Accounts receivable report reviewed as presented. Water Resource Board met with the Commission. Henry Duray, Icelandic State Park also present. Cook bridge – debris on south side of banks should be taken care of. Will talk with Troy Kittelson. WRB reported on a meeting set for January 28 on the dam project. Access road to park when dam being repaired will be routed to the north. Henry Duray visited with the Water Resource Board and Commission on the Dam project. Discussed the access to the Park before, during and after the dam repair. Has discussed the possibility of building the road and using that for park access during construction. NRCS has denied any alternative to the road location. Brian Erovick, Sheriff, met with the Board. Reported that a Traffic Safety Grant in the amount of $3400.00 has been approved for the Sheriff’s Department. Sheriff Erovick presented bids for security equipment for the upper level of the courthouse. Bid of $2,275.00 for equipment plus installation of $549.00 received. Motion made by Corene Vaughn to authorize the purchase & installation of security door locks as presented. Motion second by Andy Adamson. Roll call vote: Corene Vaughn – yes; Andy Adamson – yes; Hugh Ralston – yes; Hetty Walker – yes; Gary Nilsson – yes. Motion carried. Reviewed with Sheriff Erovick the annual inspection of the jail facility. Facility meets the requirements as prescribed by NDCC. Kay N Braget, Clerk/County Recorder, met with the Board. Reviewed with the Board the statistics for 2007 on fees filed with the Clerk. Auditor/Treasurer Dorothy L Robinson presented the Pledge of Assets and List of Depositors of Pembina County funds. Motion to approve the Pledge of Assets and Depositors made by Hugh Ralston and second by Corene Vaughn. Upon a vote all voting in favor. Board reviewed the 2007 budget totals as presented. Motion made by Corene Vaughn and second by Hetty Walker to amend the following 2007 fund budgets as listed: Highway Fund $19,093.00 Comprehensive Health $40,115.00 Library $3,510.00 County fair $1,798.00 OASIS $2,182.00 Historical Society $985.00 Senior Citizen $2,061.00 Advertising $2,910.00 Insurance Reserve $15,809.00 Ambulance Fund $5,318.00 Weed Fund $3,534.00 Job Development $16,128.00 Airport $316.00 Sheriff Special Trust $21,777.00 Investment Interest $44,409.00 Doc Preservation $1,162.00 Co Nurse Special Trust $217.00 Hazardous Material Fund $16,476.00 Flood Emergency (FEMA) $267,540.00 Co Agent Special Trust $10,537.00 Funds were available in all funds to cover the expenditures. Upon a roll call vote - Hetty Walker – yes; Hugh Ralston - yes; Corene Vaughn -yes; Andy Adamson – yes; Gary Nilsson – yes. Motion carried. Uncollected tax report for 2006 shows tax collected at 97.05% as of Dec 31, 2007. Board discussed auto insurance coverage for social service department. Will discuss with agent when renewal of policy is done. 2008 Annual Salaries: Andy Adamson $10,300.00, Gary Nilsson $10,900.00, Hugh Ralston $10,300.00 Corene Vaughn $10,300.00, Hetty Walker $10,300.00, Kay Newell Braget $42986.52, Melissa Morden $28,433.52, Joanne Thacker $27,828.00, Jim Hines $10,371.36, Dorothy Robinson $50,459.04, Dawn Menzies $29,628.96, Linda Schlittenhard $25,610.88, Nancy Johnson $23,511.60, Stuart Askew $56,958.96, Wendy Hartje $29,052.00, Cameron Sillers $12,000.00, Julie Doyle $35,296.20, Lisa Wieler $24,675.84, Dick Letexier $31,599.72, Richard Johnson $17,300.40, T J Cardino $17,872.80, Sarah Gunderson $25,796.16, Dana Olafson $27,014.03, Jeff Restemayer $25,859.52, Samantha Weeks $23,524.80, Brian Erovick $43,868.04, Jeff Osvold $35,750.76, Chris Benson $30,293.64, John Metzger $28,800.00, Tony Dumas $30,293.64, Chris Franck $30,293.64, Scott Kraft $32,466.84, T J Serr $30,293.64, Becky Ault $49,231.72, Liz Beck $35,790.12, Jill Pedersen $26,859.48, Eleanor Stuberg $37,935.04, Jeanna Kujava $33,459.48, Jeanne Chaput $27,543.24, Sandra Letexier $24,408.60, Ron Berg $17,495.76, Jan Austfjord $30,152.16, Diane Bjarnason $23,327.28, Tina Brevik $22,404.00, Kathleen Carpenter $28,907.40, Jill Denault $48,959.28, Lynell Fraser $37,847.64, Valorie Letkeman $22,068.96, Joanne Lupien $35,691.48, Lori Lynch $19,987.20, Holly Parenteau $39,300.00, Jennifer Puppe $34,246.32, Charity Stegman $20,208.00, Carol Thompson $35,676.36, Shan Pecka $20,208.00, Jessica Wellman $20,208.00, Holly Parenteau $4,183.92, Tina Lorenzen $22,880.00, Troy Kittelson $42,975.24. Hourly Salaries: Kadie Herseth $14.25, Connie Oasheim $9.43, Duane Dumas $13.45, Mitchell Einarson $13.15, Loren Gendreau $13.04, $Devin Johnson $13.15, Robert Monette $13.04, Richard Oasheim $13.15, Dean Benoit $12.48. Board attended an ICS 100 class for the afternoon in the EOC. Meeting adjourned. Next meeting February 5, 2008. January 2, 2008 minutes approved by motion on January 15, 2008. January 2, 2008 9:00 AM Board of Pembina County Commissioners met in regular session with the following members present: Andy Adamson, Gary Nilsson, Hugh Ralston, Corene Vaughn, Hetty Walker. Board reorganization: Dorothy L Robinson, Auditor/Treasurer, called the meeting to order and called for nominations for the 2008 Chairman. Andy Adamson nominated Gary Nilsson as chairperson. Corene Vaughn moved that nominations cease and case a unanimous ballot for Gary Nilsson. All voting in favor. Nominations called for Vice Chairman. Gary Nilsson nominated Hugh Ralston as Vice Chairman for 2008. Andy Adamson moved that nominations cease and that a unanimous ballot be cast for Hugh Ralston. All voting in favor. Meeting called to order by Chairman Nilsson. Board thanked Mr. Adamson for serving as Chairman in 2007 and for his leadership on the Board. Motion made by Hetty Walker and second by Hugh Ralston to authorize the Chairman to sign the payroll as presented. All voting in favor. Motion made by Corene Vaughn and second by Hetty Walker to approve the minutes of the December 18, 2007 meeting. Upon a vote all voting in favor. Board allowed county claims. Motion made by Hugh Ralston and second by Hetty Walker to authorize the Chairman to sign the Construction and Maintenance Agreement, right of way certification and utility certification for bridge project that Pembina County is sharing with Walsh County on the county line. Bridge project #BRC-3432(051). Upon a vote all voting in favor. Letting will be held in February, 2008. Motion made by Corene Vaughn and second by Hetty Walker to authorize the combining of the LE Task Force and PC 911 Advisory Board into one Board with the following appointments: Gary Nilsson, Brian Erovick, Tom Kennelly, Jim DeMell, Deb Stark, Becky Ault, Eleanor Stuberg, and Troy Kittelson. Upon a vote all voting in favor. Board viewed a DVD on the wind farms in St Leon, Manitoba. Red River Regional Council had toured the area last fall. Meeting Minutes of December 18 approved by motion on January 2, 2008. December 18, 2007 9:00 AM Board of Pembina County Commissioners met at 9:00 AM in the Commissioners Meeting Room with the following members present: Andy Adamson, Gary Nilsson, Corene Vaughn, Hugh Ralston, Hetty Walker. Chairman Adamson called the meeting to order. Minutes of the December 4, 2007 meeting approved upon motion of Corene Vaughn and second by Gary Nilsson. Upon a vote all voting in favor. Board allowed county claims. Request for raffle permit received from North Valley Riders for a raffle permit. Motion to approve raffle permit made by Hetty Walker and second by Gary Nilsson. Upon a vote all voting in favor. Board reviewed the liquor license rates for county licensed liquor operations. Motion made by Gary Nilsson to renew liquor license rates for Chizzy’s, Hideout, Cavalier Country Club, LaMoure Memorial Golf Club, and LR C Store at same rate as previous year. Motion second by Hetty Walker. Upon a vote all voting in favor. Becky Ault, 911/ emergency manager present. Brian Sondeland, Cavalier, met with the Board. Requesting to lease the FEMA property located in Cavalier Twp described as pt SW1/4SE1/4 Sec 8 Twp 161 Rng 54. Property cannot be sold as property was part of a FEMA buyout. Motion made by Gary Nilsson to have a draft of a lease agreement drawn up. Motion second by Corene Vaughn. Lease would include language that maintenance, upkeep, and liability would be the responsibility of Mr. Sondeland. Upon a vote all voting in favor. When complete lease will be brought back to the Board for finalization. Board received letter from ND DOT regarding safety turn lanes that are being proposed at Icelandic State Park entrance. Project is expected to be constructed in 2008. Housing Authority Board minutes reviewed as presented. Motion made by Corene Vaughn and second by Hugh Ralston to authorize the Chairman to sign the retirement agreement with Michael Busse for the early retirement package. Upon a vote all voting in favor. Winter weather policy. Board discussed question on the weather policy. Policy is as stated: If offices are open and employee not able to get to work, vacation time needs to be taken. Water Resource Board met with the Commission. Reported that contracts for preliminary work on Renwick Dam have been signed with some work to begin in fall of 2008. Discussed Cook Bridge, road leading up to bridge washing out. Highway Department has inspected the area and has contacted the Regional Council on a possible reparian project for the location. Township needs to be involved as it is a township road. Public Hearing for CDLF Loan on the Valley Dairy Project. Block grant project being closed and closing hearing required. No one appeared. Held conference call with Julius Wangler, Red Regional Council. Motion made by Corene Vaughn to close the Valley Dairy CDLF project. Motion second by Hetty Walker. Upon a vote all voting in favor. CDLF was sponsored by Pembina County with no county funds only sponsorship. All voting in favor. Board received a request from District Judge Laurie Fontaine to submit an application to the Court Facilities Improvement Advisory Committee for replacement of the carpet, painting and window treatments in the Courtroom and judicial chambers. Motion to approve the application made by Hetty Walker and second by Hugh Ralston. Upon a vote all voting in favor. Motion made by Hetty Walker and second by Gary Nilsson to authorize the chairman to sign the County Deeds as presented. All voting in favor. Board received request from the North Dakota Department of Transportation for approval of Maintenance and Construction Agreements for Federal Aid Roads and that Pembina County is maintaining such roads as per agreement. Motion made by Corene Vaughn to authorize the Chairman to sign the agreement as presented. Motion second by Gary Nilsson. Upon a vote all voting in favor. Board discussed the option of “Vote by Mail” in Pembina County. Board has had positive feed back from the article published in the county newspapers and information over the radio. Board wants to try the option and see how it works. Motion made by Gary Nilsson to authorize the “Vote by Mail” option for the 2008 Primary and General Elections in Pembina County. One polling location would be at the Pembina County Courthouse in Cavalier. Precincts would be as follows: Precinct #1 – Pembina City, Pembina Township, Joliette Township, Carlisle Township, Neche City, Neche Township, Hamilton City, Hamilton Township, Bathgate City, Bathgate Township. Precinct #2 – Walhalla City, Walhalla Township, St Joseph Township, Felson Township, LaMoure Township, Advance Township. Precinct #3 – Beaulieu Township, Akra Township, South Cavalier Township, Thingvalla Township, Mountain City, Park Township, Canton City (Hensel), Lodema Township, Gardar Township, Crystal City, Crystal Township. Precinct #4 – Cavalier City and North Cavalier Township Precinct #5 – Elora Township, St Thomas City, St Thomas Township, Midland Township. Precinct #6 – Drayton City, Drayton Township, Lincoln Township. Motion second by Corene Vaughn. Higher voter participation and cost savings to voting by mail discussed. Roll call vote: Gary Nilsson – yes; Corene Vaughn-yes; Hugh Ralston-yes; Hetty Walker-yes; Andy Adamson-yes. Motion carried. Discussed publication of county employee salaries. Information is public, will be published once a year. Brian Erovick, County Sheriff, met with the Board. Requesting to sell the two snowmobiles and a trailer the county currently owns and purchase a different one with the funds. Board approved. Corene Vaughn reported on the NDIRF meeting attended in Bismarck. County will again be receiving conferment benefits from NDIRF. Becky Ault, 911/Disaster Emergency, met with the Board. Discussed upgrading the phone system. Upgrade will complement the City Watch system that allows for emergency one call. Motion made by Corene Vaughn to authorize the upgrade to the phone system for a one time cost of $1775.00 with monthly charges being reduced. Motion second by Hugh Ralston. Funds to be used from the Technology Fund. Roll call vote: Hugh Ralston-yes; Hetty Walker-yes; Gary Nilsson-yes, Corene Vaughn-yes; Andy Adamson-yes. Motion carried. Ms Ault also requesting outlets on the jail building for vehicles that use that parking lot. Cars are now equipped with high tech, costly equipment, by plugging the cars in it would eliminate the chance of damaging this equipment if the cars had to be boosted. Motion made by Corene Vaughn to go ahead and have outlets installed on the outside of the law enforcement building. Motion second by Hetty Walker. Roll call vote: Gary Nilsson-yes; Corene Vaughn-yes; Hugh Ralston-yes; Hetty Walker-yes; Andy Adamson-yes. Motion carried. Kadie Herseth, Weed Officer, met with the Commission for Annual Weed Meeting. Reviewed with the Board the work done this year and presented a plan for 2008. Several grants have been applied for and received for the Weed Program. Discussed the request of sprayer for a 5 year contract. The Board made the following appointments and or reappoints to several county board and committees as follows upon the motion of Gary Nilsson and second by Hetty Walker: Jerry Juhl reappointed to the Water Resource Board for a term of 3 years. Barb Ault reappointed to the Northeast Human Services Advisory Board for a term of two years. Hugh Ralston and Dwight Longtin reappointed to the Social Service Board for terms of three years each. Zelda Hartje reappointed to the County Library Board for a term of 3 years. Vance Nelson appointed to the County Library Board for a term of 3 years. Mark Olson DDS reappointed to the County Health Board for a term of 5 years. John Johnson reappointed to the Pembina County Housing Authority for a term of 4 years. Hetty Walker reappointed to the Planning & Zoning Board for a term of 3 years. Robert Merrill appointed to the Pembina County Reorganization Committee for a term of 4 years. Greta Whelan appointed to the Pembina County Reorganization Committee for a term of 3 years (fills unexpired term) Kathy Johnson, Hugh Ralston, Darold Johnson, Curtis Olafson, Ronald Storie reappointed to the Pembina County Job Development Authority for terms of 3 years each. Corene Vaughn appointed to the Pembina County Job Development Authority for a term of 3 years. Graham Smith and Leon Dubourt reappointed to the Pembina County Historic Preservation Committee for terms of 3 years each. Letter to be mailed with oath of office for above appointments. Upon a vote all voting in favor. Tanya Wieler, HR, met with the Board. Requesting to attend NDIRF training in Bismarck. Motion made by Corene Vaughn to approve the mileage and registration costs for the training workshop. Upon a vote all voting in favor. Julie Doyle, Tax Director, met with the Board. Discussed letter regarding valuations and soils type from the State Tax Department. New program will be able to compile these totals for the state. Board authorized Auditor/Treasurer to process a batch of claims for year end payment in December. Board adjourned to Wednesday January 2, 2008. Minutes of December 4, 2007 approved by motion on December 18, 2007. December 4, 2007 8:00 AM The Board of Pembina County Commissioners met at 8:00 AM on Tuesday, December 4, 2007 in the Commissioners Meeting Room at the Pembina County Courthouse in Cavalier, North Dakota with the following members present: Andy Adamson Jr, Gary Nilsson, Corene Vaughn, Hugh Ralston. Absent: Hetty Walker. Meeting called to order. Minutes of the previous November 20, 2007 meeting read and approved upon motion of Hugh Ralston and second by Corene Vaughn. Upon a vote all voting in favor. Board allowed county claims. Becky Ault, 911/Disaster Emergency Director. Reported to the Board that the Hazardous Material Planning grant in the amount of $12,260.00 has been awarded. Presented a grant application for the Pembina County Multi-Hazard Mitigation Plan update. This is for a five year plan that needs to be updated every 5 years. Application would be in the amount of $11,753.00 with the grant covering $9,990.42. Motion to approve the application made by Gary Nilsson and second by Hugh Ralston. Upon a vote all voting in favor. Ms. Ault reported to the Board that EMPG funding levels have not been allocated by Congress. Funds have been removed from the budget. Letters being sent to Senators to get funding back into the budget. Discussed memorandum of understanding for emergency services with Walsh and Cavalier Counties. Motion made by Gary Nilsson to authorize the chairman to sign the memorandum of understanding with Walsh and Cavalier Counties as follows: THIS AGREEMENT is by and between the Counties of PEMBINA and CAVALIER & WALSH, all organized and existing under and having corporate powers pursuant to the laws of the State of North Dakota. WHEREAS, the parties hereto are geographically located in proximity to one another in northeast North Dakota: and WHEREAS, it is to the mutual advantage and benefit of the parties hereto that the other party agrees to render supplemental assistance in the event of flood, fire, earthquake, tornado, snowstorm, terrorism or other local emergency, natural or man-made, of a magnitude that has developed or appears to develop beyond the control of a single party and therefore requires additional forces. NOW, THEREFORE, upon a city or county disaster declaration, in consideration of the mutual covenants, the parties hereto agree as follows: 1. In the event of any flood, fire, earthquake, tornado, snowstorm, terrorism act or any other declared local emergency, natural or man-made which cannot be met with facilities of one of the contracting parties, the other contracting governmental agency agrees, upon request, to furnish aid in coping with such a disaster or local emergency to the agency requesting such aid upon either as actual or standby basis. The extent of aid to be furnished under this agreement shall be determined solely by the governmental agency or department thereof furnishing such aids, and it is understood that the aid so furnished may be recalled at the sole discretion of the furnishing agency. Actual date to provide aid and actual date terminating aid must be documented and filed. 2. Sending and receiving of mutual aid shall be accomplished through the County Director of Emergency Management or designated alternates with the approval of the County Commission. Lists of equipment and the personnel subject to call will be covered by correspondence between the governmental agencies and departments thereof from time to time. 3. Personnel who are furnished will work as far as possible under their own supervisors, and personnel of the agency furnishing the equipment will ordinarily operate equipment furnished. General directions relative to work will be given by the appropriate officers or persons of the agency receiving the aid. In the event equipment is sent without operators, strict accountability will be maintained and the receiving official as designee under paragraph two will be responsible for this supervision and the party receiving aid for its safe return. 4. Parties to this agreement shall be required to pay compensation to other parties to this agreement for services rendered hereunder. The receiving party shall pay actual costs for all oil, repair, or damage caused in the commission of the service rendered. The receiving party shall also pay actual salaries including benefits, food, lodging, and transportation for operators. Equipment operating under this plan shall be reimbursed using the current rate schedule established by the North Dakota Highway Department, excluding profit. Proof of payments must include receipts, be documented and filed. 5. This agreement shall remain in effect until a subsequent agreement is signed or until terminated by either party. Both commissions shall review this agreement annually. 6. It is mutually understood and agreed that this agreement does not relieve any of the parties hereto from the necessity and obligation of providing adequate resources within their own areas, and each party hereto agrees that it shall maintain reasonable and prudent diligence in keeping emergency equipment in its possession up to at least minimum operational standards of repair. 7. It is further mutually understood and agreed that the provisions of this agreement will be invoked only when, in the opinion of the officials designated under paragraph two, it is deemed necessary to declare an emergency and to request outside assistance because all of the normal facilities at their command have been exhausted, and outside assistance is needed to control the emergency. If an official suspects the situation may require outside aid, the other parties should be informed immediately so that resources can be put on standby status. 8. This agreement shall not be construed as deemed to be an agreement for the benefit of any third party or parties, and no third party or parties shall have any right of action hereunder for any cause whatsoever. Any services performed or expenditures made in connection with furnishing mutual aid under this agreement by either party hereto shall be deemed conclusively to be for the direct protection and benefit of the inhabitants and property of such party. Any liabilities incurred, as a direct result of support of a receiving government shall be borne by the receiving government. 9. Either party to this agreement may withdraw at any time upon a thirty (30) day written notice to the other party; thereafter such withdrawing party shall no longer be a party to this agreement. Such agreements will be forwarded to Cavalier & Walsh Counties for their adoption. All voting in favor. Request to purchase a large 40” monitor for 911 mapping. Will be located in the dispatch center. Cost is approximately $2,000.00. Motion to approve made by Hugh Ralston and second by Gary Nilsson. Roll Call vote: Hugh Ralston-yes; Gary Nilsson-yes; Corene Vaughn-yes; Andy Adamson-yes; Hetty Walker-absent. Motion carried. Ms. Ault discussed with the Board the emergency notification system. This would allow a reverse call for emergency notification. Requesting to pre-purchase minutes on outside lines on a annual basis. Cost would be $1200.00 per year for 10,000 minutes. Motion to approve pre-purchase made by Gary Nilsson and second by Corene Vaughn. Roll Call vote: Gary Nilsson-yes; Corene Vaughn-yes; Andy Adamson-yes; Hugh Ralston-yes; Hetty Walker-absent. Motion carried. Motion made by Corene Vaughn to authorize the chairman to sign the payroll as presented. Motion second by Hugh Ralston. Upon a vote all voting in favor. Water Resource Board minutes reviewed as presented. Board discussed request from Troy Kittelson, highway superintendent, regarding snow that is being piled on county road right of way and makes it difficult when plowing. Board wants Troy to put together a policy and they will review. Board reviewed elevator maintenance contract from Schindler Elevator Corporation for the elevator in the Courthouse and the Law Enforcement Center. Motion made by Gary Nilsson and second by Corene Vaughn to enter into agreement with Schindler Elevator Corporation for the two elevators. Roll Call vote: Hugh Ralston-yes; Corene Vaughn-yes; Gary Nilsson-yes; Andy Adamson-yes; Hetty Walker-absent. Motion carried. Motion made by Corene Vaughn and second by Hugh Ralston to authorize the Chairman to sign the county deeds as presented for property described as: S1/2 Lot 17 & all Lots 18-21, Blk 16, Comstock & White’s Addition – City of Bathgate- to the City of Bathgate. Lot 4, Block 2, City Addition, City of Cavalier – Kenneth & Valerie Briese Lot 44, Blk 5, City of Crystal – Crystal Fire Department Lot 3 & W 10’ Lot 4, Blk 25 City of Pembina – Bertrand D Warner Lot 8 & E ½ Lot 9, Blk 21, City of Walhalla – Peter & Valerie Suderman W ½ Lot 5, Blk 21, City of Walhalla – Peter & Valerie Suderman W 8’ x 116’ in E ½ Lot 5, Blk 21, City of Walhalla – Peter & Valerie Suderman Upon a vote all voting in favor. Housing Authority Board minutes reviewed as presented. Jon Markuson, Kadermas Lee & Jackson met with the Board. Discussed the completed project on Hwy #55 & Hwy 4. Motion made by Corene Vaughn and second by Gary Nilsson to accept the project as completed and send a letter to the Department of Transportation so stating that project has been accepted. Upon a vote all voting in favor. Julie Doyle, Tax Director, present. Hearing set for addition of missed or omitted property. Motion made by Corene Vaughn and second by Hugh Ralston to add such missed or omitted properties as presented. All voting in favor. Motion made by Gary Nilsson to sell the county property described as Lots 3-6, Blk 25 and Lots 18-24, Blk 25, City of St Thomas to the City of St Thomas for $1.00 per lot. Motion second by Hugh Ralston. Upon a vote all voting in favor. Fair Board minutes reviewed as presented. Motion made by Gary Nilsson to approve the state rate for meals for costs incurred in transportation ordered by the county coroner to Bismarck or site required. Rates are 1st quarter $5.00, 2nd quarter $7.50, and 3rd quarter $12.00. Motion second by Corene Vaughn. Upon a vote all voting in favor. Board received copies of the 2006 annual audit report. Audit report is on file in the County Auditor’s office for public review. Tanya Wieler, HR met with the Board. First meeting in 2008 will be Wednesday, January 2, 2008. Meeting adjourned. Minutes of the November 20, 2007 approved by motion on December 4, 2007. November 20, 2007 Board of Pembina County Commissioners met at 9:00 AM in the Commissioners Meeting Room at the Courthouse with the following members present: Andy Adamson, Gary Nilsson, Corene Vaughn, Hugh Ralston, Hetty Walker. Chairman Adamson called the meeting to order. Minutes of the previous meeting approved upon motion of Gary Nilsson second by Corene Vaughn. Upon a vote all voting in favor. Jill Denault, Social Service Director, met with the Board regarding passenger insurance for parent aide worker. Motion made by Corene Vaughn to approve reimbursement of passenger car insurance in the amount of $686.00 to the individual. Motion second by Gary Nilsson. Vote: Gary Nilsson-yes; Corene Vaughn-yes; Hugh Ralston-yes; Hetty Walker-yes; Andy Adamson-yes. Motion carried. Board will check into coverage. Board allowed county claims. Corene Vaughn reported on department head meeting. Discussed contacting Lunseth Plumbing to look at pump situation in EOC. Discussed purchase of another county vehicle for county use. Water Resource Board met with Commission for regular monthly meeting. Water Resource Board has reinforced bridge east of Joliette and requests that site be signed and warnings be placed. Motion made by Corene Vaughn and second by Hetty Walker for Troy Kittelson, highway superintendent sign and post the bridge to make snow mobile riders aware of bridge. All voting in favor. Clarence Boettger will check with local snow mobile club on routes that are groomed. Discussed township officers meeting information. Discussed assessment for maintenance of Tongue River Watershed area. Water Resource Board will check into levying an assessment for maintenance on the Tongue River watershed. Water Resource board notified the board of a meeting with Les Wiedenmeier next Tuesday Nov 27 at 10:00AM regarding Renwick Dam rehab. Request for a pipe in the township road between Sections 20 & 16 Twp 160 Rng 52 for a 90’ 36” pipe from Herman Eelkema. Water Resource Board and Commission feel that cost of such pipe should be between the township and the individual. Motion made by Gary Nilsson to deny the request. Motion second by Corene Vaughn. Upon a vote all voting in favor. Sale of County Property: Sale of county property set for 11:00 AM. Motion made by Gary Nilsson and second by Hugh Ralston to accept the bid of the City of Bathgate for S1/2 Lot 17 & all Lots 18-21, Blk 16, Comstock & White’s Addition for $50.00. Upon a vote all voting in favor. Motion made by Corene Vaughn and second by Gary Nilsson to accept the bid of Kenneth & Valorie Briese for property described as Lot 4, Blk 2, City Addition, City of Cavalier in the amount of $3,000.00. Upon a vote all voting in favor. Motion made by Corene Vaughn and second by Hetty Walker to accept the bid of the Crystal Fire Department for property described as Lot 44, Blk 5, O T City of Crystal in the amount of $400.00. Upon a vote all voting in favor. Motion made by Hetty Walker and second by Hugh Ralston to accept the bid of Bertrand Warner for property described as Lot 3 and W 10’ Lot 4, Blk 25, O T City of Pembina in the amount of $2,500.00. Upon a vote all voting in favor. Motion made by Gary Nilsson and second by Hetty Walker to accept the bid of Peter Suderman for property described as Lot 8 & E1/2 Lot 9, Blk. 21, O T City of Walhalla in the amount of $2,000.00; W 8’ x 116’ in E1/2 Lot 5, Blk 21 O T City of Walhalla in the amount of $100.00; and W1/2 Lot 5, Blk 21, O T City of Walhalla in the amount of $100.00. Upon a vote all voting in favor. Becky Ault, 911/Disaster Emergency, met with the Board. Reported that regional committee is being formed and state is requesting names of three individuals from all levels of responders to serve on such regional committee. State will review nominations and chose one from each county. Motion made by Hetty Walker and second by Corene Vaughn to submit Brian Erovick, Jim Demell, & Becky Ault from Pembina County. Upon a vote all voting in favor. Ms Ault requested approval of a software upgrade for dispatch mapping. Ties into the city watch system funded by Homeland Security. Funds are available and allowable in the 911 fund. Cost of upgrade is $2,250.00. Motion made by Gary Nilsson to approve the upgrade. Motion second by Corene Vaughn. Vote: Gary Nilsson-yes, Corene Vaughn-yes, Hugh Ralston-yes, Hetty Walker-yes, Andy Adamson-Yes. Motion carried. Janet Dvorak, Red Regional Council, met with the Board. Discussed the Bennet property buyout in Cavalier Township. Property was advertised for sale with no bidders. Vince Austfjord has requested to purchase structure for $700.00 and will remove the structure and cleanup the area. Motion made by Corene Vaughn to allow Vince Austfjord to remove structure and clean up property described as Pt SW1/4SE1/4 Sec 8 Twp 161 Rng 54 (417’ x 521.25’) with work to be completed by December 15, 2007. Motion second by Hugh Ralston. Upon a vote all voting in favor. Discussion on selling of buyout property. As per state regulations, County cannot sell the property unless it is to another public entity. Deed restriction would continue with the property to a public entity which requires that no structure can be built on the property. The 2006 Hazard Mitigation program is being worked on. Two home owners have applied for 2006 buyout. Eleanor Stuberg, Public Health and Tanya Wieler, HR, met to discuss the vacancy of the Tobacco Program position. The position has been 3 days a week. Future cuts could make it less than three days. Current public health department staff willing to take on the duties of the program for the grant that runs through 2009. Motion made by Corene Vaughn and second by Hugh Ralston to approve the request of the Public Health Office to take over the Tobacco Program with additional compensation of $200.00 per month as of November 1, 2007. Reimbursement will be made to the County for salary adjustments from the Tobacco Grant. All other costs associated with the Tobacco Program are covered under the Tobacco Grant. Vote: Gary Nilsson-yes; Corene Vaughn-yes; Hugh Ralston-yes; Hetty Walker-yes, Andy Adamson – yes. Motion carried. Tanya Wieler, HR, discussed with the Board training and mileage costs. Motion made by Corene Vaughn to authorize the training and travel costs for workshop. Motion second by Hugh Ralston. Upon a vote all voting in favor. JDA minutes reviewed as presented. Housing Authority Board minutes reviewed as presented. Board reviewed the Financial Report as presented. Motion made by Gary Nilsson and second by Hetty Walker to accept the financial report as presented. All voting in favor. Board received a request for a tree planting variance in NE1/4 Section 20 Twp 161 Rng 56 (along Hwy #5) from Minnkota Power. Motion made by Corene Vaughn and second by Hetty Walker to approve the tree planting variance as per request. Upon a vote all voting in favor. Board received letter from the North Dakota Community Foundation requesting a notice of information review to meet the qualifications of the USDA RBOG grant. Motion made by Hetty Walker and second by Gary Nilsson to acknowledge the review. All voting in favor. Request received from the City of Walhalla to change their 2006 Self Help ½ Mill project to the Pembina River Trail Project. Funding amount would not change. Motion made by Hetty Walker and second by Gary Nilsson to approve the change in the project. Upon a vote all voting in favor. Board discussed the lease agreement with DaimlerChrysler Truck Financial for the 2008 Sterling Truck purchased by Pembina County. Motion made by Gary Nilsson and second by Hugh Ralston to authorize the Chairman to sign all necessary forms for the lease agreement purchase. Upon a vote all voting in favor. Board discussed the contract with Pro-West & Associates for the parcel data conversion to geodatabase format. Such upgrade to the GPS parceling program will allow pulling together of current parceling information that has been entered. Motion made by Gary Nilsson and second by Hetty Walker to authorize the chairman to sign such contract. Upon a vote all voting in favor. Minutes of November 6 approved by motion on Movember 20, 2007 November 6, 2007 Board of Pembina County Commissioners met at 9:00 AM in the Commissioners Meeting Room with the following members present: Gary Nilsson, Corene Vaughn, Hugh Ralston, Hetty Walker. Absent: Andy Adamson Jr. Vice-Chairman Nilsson called the meeting to order. Minutes of the October 16, 2007 meeting approved upon motion of Corene Vaughn and second by Hetty Walker. All voting in favor. Board allowed county claims. Board reviewed the fair board minutes as presented. Board reviewed report from N D Department of Transportation on federal funds available for road projects through 2009. Corene Vaughn reported that bike path has had a seal coat donated by Mayo Construction and Icelandic State Park. Becky Ault, 911/Disaster Emergency Director, met with the Commission. Requesting approval of grant application for Multi-hazard Mitigation plan. Five year anniversary of plan needs to be updated in 2008. Intent to apply application approved upon motion of Corene Vaughn and second by Hetty Walker. Upon a vote all voting in favor. Motion made by Hetty Walker to authorize Vice Chairman Nilsson to sign payroll as presented. Motion second by Hugh Ralston. Upon a vote all voting in favor. Board discussed distribution of the investment interest earned through October. Interest earned is $104,408.87. County General budget has line item of $40,000.00 for interest income. Motion made by Corene Vaughn and second by Hugh Ralston to distribute the interest as follows: County General $40,000.00 Highway Fund $40,000.00 General Reserve Fund $24,408.87 Motion second by Hugh Ralston. Upon a vote all voting in favor. Ken Wolf, Cavalier City Administrator, met with the Board. Discussed with the Board an error that has been found regarding the billing of electricity for the sheriff’s office. Board will discuss with State’s Attorney. City will provide additional information and reports. Water Resource Board, met with the Commission. Discussed the Cook bridge, eroding of the road. Board will discuss with Troy Kittelson, highway superintendent. Kathy Stremick, Walhalla Economic Development Director, met with the Board. Reviewed for the Board some of the Scenic-By-Way projects that are on going in the Walhalla area. Requesting sponsorship of a Transportation Enhancement Grant for a project to develop a scenic overlook at Tetrault State Forest along County Hwy #55. City of Walhalla agrees to be responsible for all funding, administration and maintenance of the project. Motion made by Corene Vaughn to authorize the sponsorship and support of the application on behalf of the City of Walhalla. Motion second by Hetty Walker. Total project would be approximately $70,000.00. Upon a vote all voting in favor. Kevin Lee, St Thomas, met with the Board. Requesting a ditch cleaning variance for the south side of Co Rd #11 along Sections 2, 3 & 4 – Twp 159 Rng 52 Motion made by Hugh Ralston to approve the variance. Motion second by Corene Vaughn. Upon a vote all voting in favor. Request has been made regarding the day after Thanksgiving, November 23, as a holiday for county employees. Motion made by Hugh Ralston to grant the day after Thanksgiving as a holiday. Motion second by Hetty Walker. Discussion. Roll Call vote: Corene Vaughn-no; Hugh Ralston-yes; Hetty Walker-no; Gary Nilsson-no; Andy Adamson-absent. Motion failed. Motion made by Corene Vaughn to grant the morning of December 24th as a holiday for county employees. NDCC states that the afternoon of December 24 is a holiday. Motion second by Hetty Walker. Roll Call vote: Corene Vaughn-yes; Hetty Walker-yes; Hugh Ralston-yes; Gary Nilsson-yes; Andy Adamson-absent. Motion carried. Hearing set for 11:00 AM for cities and or townships with county property to object to appraisals placed on such properties. No one appeared. Appraisals stand as set by the board. County tax sale date is Tuesday, November 20, 2007 at 11:00 AM. Township officers annual meeting is set for Monday, November 19 at 12:00 noon in the EOC. Board reviewed bids for the interest rate on a county certificate of indebtedness. Motion made by Corene Vaughn and second by Hugh Ralston to accept the bid of the Bank of Hamilton for 4.5% on the county certificate in the amount of $85,000.00. Upon a vote all voting in favor. Board reviewed the uncollected tax report. Tax year 2006 collected at 96.24% as of October 31, 2007. Motion made by Hetty Walker and second by Hugh Ralston to authorize Vice Chairman Nilsson to sign the re-purchase deed to David O & Kathy Bjornstad for Lot 3, Blk 56, City of Walhalla. Upon a vote all voting in favor. Motion made by Hetty Walker and second by Hugh Ralston to authorize the Chairman to sign the Administrative contract with the Red River Regional Council for the 2006 DR-1645 Hazard Mitigation grant. No county funds involved in the contract, all costs would be covered from individuals or the grant. Upon a vote all voting in favor. Lesley Lubenow, Extension Agent, met with the Board. Reviewed with the Board the Pembina County Narrative report published in the Extension Office. Reviewed projects participated in during the last few months. Auditor/Treasurer, Dorothy L Robinson, discussed with the Board the process for the 2008 primary and general election. Several counties across the state are looking at doing a vote by mail election for both the Primary and General elections. After attending meetings in Bismarck, looking at possibly using the vote by mail option in Pembina County. Cost savings, larger voter participation, are some of the reasons to look at the all mail. Will do some publicity on the option and see what response we get from the citizens. Board attended risk management workshop in the afternoon. October 16, 2006 minutes approved by motion on November 6, 2007 October 16, 2007 Board of Pembina County Commissioners met at 9:00 AM in the Commissioners Meeting Room at the Courthouse with the following members present: Andy Adamson, Gary Nilsson, Corene Vaughn, Hugh Ralston, Hetty Walker. Chairman Adamson called the meeting to order. Gregg Webster and Lois Coggon, AFLAC representatives, met with the Board. This is the annual sign up week for the county employee group. Minutes of October 2, 2007 and special meeting of October 9, 2007 approved upon motion of Hetty Walker and second by Gary Nilsson. Upon a vote all voting in favor. Board allowed county claims. Board received letter of request from the State Fair Board for the appointment of the Commission delegate. Motion made by Gary Nilsson to appoint Neil Fleming as the County Commission delegate to State Fair Board annual meeting. Motion second by Hetty Walker. Upon a vote all voting in favor. Sharon Culliton, Enbridge Pipeline, met with the Commission. Discussed with the Board the request from Enbridge to add two additional pipe to the existing right of way that Enbridge has. All paved county roads will be bored, with no disruption to the road. Motion made by Gary Nilsson and second by Corene Vaughn to approve the following resolution and crossing permit for Enbridge Pipeline: WHEREAS, Enbridge Energy, Limited Partnership (formerly known as Lakehead PipeLine Company, Limited Partnership), a Delaware limited partnership (hereinafter “Enbridge”), has made application to the Pembina County Board of Commissioners for a permit to construct, lay and maintain two pipelines in accordance with the attached proposed Pipeline Road Crossing permit (with attachments) (hereinafter “Permit”); and WHEREAS, the permit involves roads, ditches and rights-of-way under the jurisdiction of the Pembina County Board; and WHEREAS, granting this Permit will permit Enbridge to install two additional pipelines in its existing rights-of-way that cross County road(s); and WHEREAS, the County consents to Enbridge’s pipelines crossing the County roads, ditches and rights-of-way. NOW, THEREEFORE, BE IT RESOLVED that the Permit be granted and executed to the extent that this County Board is empowered to grant the same by the properly authorized County officials. PIPELINE ROAD CROSSING PERMIT KNOW ALL MEN BY THESE PRESENTS: That the undersigned, on behalf of the County Board of Pembina County, North Dakota (hereinafter called “Grantor”), does hereby grant and convey to Enbridge Energy, Limited Partnership (formerly known as Lakehead Pipe Line Company, Limited Partnership), a Delaware limited partnership, with offices located at 119 North 25th Street East, Superior, Wisconsin 54880 (hereinafter called “Grantee”) its successors and assigns, a permit to construct, operate, maintain, inspect, remove and replace two pipelines that are presently proposed by Grantee to be 36 and 20 inches in diameter, together with fittings, casings, protective apparatus and all other equipment and appurtenances as Grantee may determine to be convenient in connection therewith for the transportation of oil, other liquid hydrocarbons, and any product or by-product thereof, or any material or substance which can be conveyed through a pipeline, upon, under and across all of Grantor’s roads, ditches, and rights-of-way along Grantee’s existing pipeline right-of-way or any relocation thereto. Said construction is scheduled to commence during summer 2008 and summer 2009 (approximate timeframe). Grantee shall construct through said roadways in a proper and efficient manner by boring all paved roads and open cutting all gravel roads, unless local conditions require other methods. All road crossings will be coordinated with Grantor’s Road Supervisor or their designate(s) to lessen any inconvenience to local traffic. Grantee shall restore all affected roadways (including construction access roads) to their pre-construction condition and agrees to compensate Grantor for damages to such roadways that are caused by Grantee and that are not repaired to their pre-construction condition. Also, if there needs to be any adjustment to the pipeline because of Grantor’s future highway construction, Grantee will be responsible for all incurred costs. The Grantor reserve the right to the full use and enjoyment of said premises except as the same may be necessary for the purposes herein granted to the Grantee. Upon a vote all voting in favor. Resolution adopted and permit approved. Bob Olson, Glasston, met with the Board. Discussed pipe and ditch on south side of County #3. Has discussed with Troy Kittelson, Highway Superintendent. Will check with Water Board if a flow study is needed. Request for ditch cleaning variance on south side of Co Hwy #3 along NW1/4 Sec 9 Midland Township and South Side of Co Hwy #3 along NW1/2 Sec 12 N St Thomas Township, and cleaning on south side at junction with 149th Ave NE. Motion to approve ditch cleaning variance made by Corene Vaughn and second by Gary Nilsson. All voting in favor. Discussed request for a pipe at Sec 8 & Sec 18 Midland Township. Will have Troy Kittelson check. John McDonald, Walhalla, met with the Board. Discussed with the Board special assessment project in Walhalla City. Discussed valuations of agricultural land on Bathgate Township. Becky Ault, 911/Disaster Emergency Director, met with the Commission. Reviewed with the Board a Public Safety Interoperable Communication Grant. Survey has been completed from responders. Will look at allocation of $5,000.00 in 2009 emergency management budget for local match. Motion made by Corene Vaughn to allocate $5,000.00 in the 2009 budget for the local match of the project. Motion second by Hetty Walker. Upon a vote all voting in favor. Homeland Security Grant funds available for emergency alert notification system. System will allow for mass notification for preprogrammed groups. Weather alerts, school closings, county wide notices, etc could be used in case of an emergency. Motion made by Gary Nilsson to authorize purchase of emergency alert system with Homeland Security Funds in the amount of $21,000.00. Motion second by Corene Vaughn. All equipment and installation covered with Homeland Security funds. Any future maintenance costs would be covered with 911 fees. Upon a vote: Gary Nilsson – yes, Corene Vaughn-yes, Hugh Ralston-yes; Hetty Walker-yes, Andy Adamson-yes. Motion carried. Housing Authority Board minutes reviewed as presented. Hetty Walker reported on prescription drug program that was presented at the Association of Counties workshop. Program is for all county residents. Inquires will be made relating to participating pharmacies. Tanya Wieler, HR, met with the Board. Discussed bike rack for courthouse building. Ms. Wieler reported that she will be attending workshop in Bismarck on October 24. Request received from Drayton Curling Club for a gaming site authorization at the Joliette Hideout Saloon. Motion made by Hugh Ralston and second by Gary Nilsson to approve the site authorization at the Joliette Hideout Saloon. Upon a vote all voting in favor. Board reviewed price quotes for a skid steer for highway department. Quotes received from RDO Equipment, Butler Machinery, Titan Machinery, Park River Implement, and Cavalier Equipment. Motion made by Corene Vaughn to purchase the skid steer from Park River Implement for $29,455.00. Motion second by Hugh Ralston. Roll call vote: Gary Nilsson-yes, Corene Vaughn-yes, Hugh Ralston-yes, Hetty Walker-yes, Andy Adamson-yes. Motion carried. Motion made by Hetty Walker and second by Gary Nilsson to authorize the chairman to sign the minutes as presented. Upon a vote all voting in favor. Board reviewed the financial report as presented. Motion to approve the financial report made by Gary Nilsson and second by Corene Vaughn. Upon a vote all voting in favor. Appraisal of county property. Board will place appraisal on property foreclosed on by the county. Sale date is third Tuesday in November, which is November 20, 2007 at 11:00AM in the Commissioners Meeting Room. Request for a ditch cleaning variance received from Arni Peterson. Requesting to clean ditch on north side of County Hwy #1 (1/4 mile) along Section 6 in North Cavalier Township. Motion to approve made by Gary Nilsson and second by Corene Vaughn. All voting in favor. Meeting adjourned. Next meeting set for November 6, 2007. Minutes of the october 2 and special meeting of October 9 approved by motion on October 16, 2007, Tuesday, October 9, 2007 8:20 AM Special meeting The following members of the Pembina County Commission were present at a special meeting held on Tuesday, October 9, 2007 at 8:20 AM at the Ramkota Inn in Bismarck, North Dakota: Andy Adamson, Corene Vaughn, Hetty Walker. Jon Markuson, Kadermas, Lee & Jackson, also present. The Board met with representatives of the North Dakota Department of Transportation to review the federal funds available to Pembina County through the federal aid highway fund. Pembina County will be receiving approximately $300,000.00 for a federal aid road project for 2008. County plans to bank funds in order to build the county share and NDDOT share of any project. Road project completed in 2007 used funds allocated through 2007. Board discussed with the ND DOT officials the bridge program. Currently the NDDOT has all their bridge funds committed through 2009. NDDOT has specifications for any bridge project being proposed. If alternate routes available, NDDOT may not be willing to fund the cost of replacing a bridge. Priority routes and need have to be reviewed. NDDOT encourages the county commission and township officials to set priority roads within their jurisdictions. BOARD OF PEMBINA COUNTY COMMISSIONERS PROCEEDINGS October 2, 2007 Board of Pembina County Commissioners met in regular session at 9:00 AM in the Commissioners Meeting Room at the Courthouse with the following members present: Andy Adamson, Gary Nilsson, Corene Vaughn, Hugh Ralston, Hetty Walker. Chairman Adamson called the meeting to order. Minutes of the previous meeting approved with addition as follows: Motion made by Corene Vaughn and second by Hetty Walker to authorize a levy of 3.00 mills for the Pembina County Job Development Authority. Vote: Vaughn – yes, Ralston-Yes, Walker-Yes, Adamson – yes. Motion carried. Minutes with correction approved upon motion of Corene Vaughn and second by Hugh Ralston. All voting in favor. Board allowed claims. Board received a request from Jennifer Polly to gift 8 hours of sick leave to Kathleen Carpenter. Motion made by Hetty Walker to approve the request. Motion second by Gary Nilsson. Upon a vote all voting in favor. Board reviewed draft of flood protection plan from the SWC. Troy Kittelson, highway superintendent, and Jon Markuson, Kadermas Lee & Jackson met with the Board. Discussed future road projects. Mr. Markuson will be at meeting in Bismarck with NDDOT next week during the annual county conference. Also discussed bridges around the county. Board approved Troy Kittelson to solicit prices for a skid steer for the highway department. Budget Hearing: Budget hearing set for 10:30 AM. No one appeared in opposition or in agreement of the published budget. Motion made by Gary Nilsson to approve the 2008 budget as presented. Motion second by Corene Vaughn. Upon a vote: Gary Nilsson – yes, Corene Vaughn – yes, Hugh Ralston-yes, Hetty Walker-yes, Andy Adamson- yes. Motion carried. Board received a letter of resignation from David Duncan from the Pembina County Reorganization Committee. Motion made by Gary Nilsson to accept the resignation. Motion second by Hugh Ralston. Upon a vote all voting in favor. Board discussed possible replacements to Reorganization Board. Motion made by Hugh Ralston to appoint Bob Merrill to fill the unexpired term on the County Reorganization Committee. Motion second by Corene Vaughn. Upon a vote all voting in favor. Auditor/Treasurer, Dorothy L Robinson, reported to the Board that the State Tax Certification has been received with no state changes to agricultural, residential, & commercial properties in Pembina County for the 2007 tax year. Motion made by Hetty Walker and second by Gary Nilsson to authorize the chairman to sign the payroll as presented. All voting in favor. Board received a request from Lesley Lubenow, Extension Agent, for reimbursement of cell phone roaming charges when on an inspection in the Walhalla area. Motion made by Corene Vaughn to approve the request in the amount of $8.28. Motion second by Gary Nilsson. Upon a vote all voting in favor. Motion made by Hetty Walker and second by Corene Vaughn to authorize the chairman to sign the minutes as presented. Upon a vote all voting in favor. Water Resource Board minutes reviewed as presented. Board reviewed request from Enbridge Pipeline for a resolution relating to the addition of two pipes in current right of way of County Hwy 55 & County Hwy #1. No decision, schedule for Oct 16 meeting. Meeting adjourned. Board attended Pubic Service Commission Hearing in the afternoon at the EOC relating to the additional pipe being requested by Enbridge Pipeline. Minutes of September 18 approved by motion at october 2, 2007 meeting with a correction. September 18, 2007 Board of Pembina County Commissioners me at 9:00 AM in the Commissioners Meeting Room at the courthouse with the following members present: Andy Adamson, Gary Nilsson, Corene Vaughn, Hugh Ralston, Hetty Walker. Chairman Adamson called the meeting to order. Minutes of the September 4, 2007; Special Meeting of September 6, 2007; and Special Meeting of September 17, 2007 approved upon motion of Gary Nilsson and second by Hugh Ralston. Upon a vote all voting in favor. Board allowed claims. Housing Authority Board minutes reviewed as presented. Request for a raffle permit from St Joseph’s Preservation Society approved by motion of Gary Nilsson and second by Hetty Walker. Upon a vote all voting in favor. Job Development Authority Board minutes reviewed as presented. Board reviewed the financial report as presented. Financial report accepted upon motion of Hetty Walker and second by Corene Vaughn. Upon a vote all voting in favor. Board reviewed the uncollected tax report as of August 31, 2007. The 2006 tax is collected at 94.37% as of August 31, 2007. Request received from Jeff Anderson for a ditch cleaning variance for ditch on the South side of Co Hwy #3 and E side Co Hwy #12 along Sec 15 160-55. Motion to approve made by Hugh Ralston and second by Gary Nilsson. Upon a vote all voting in favor. Board discussed the proposal to levy 3 mills for a county loan fund to purchase and/or repair of highway equipment. RESOLUTION WHEREAS, in the judgment of the Board of County Commissioners of Pembina County, North Dakota, all taxes authorized to be levied for the calendar year ending December 31, 2008 for general or specific purposes are insufficient to carry on the primary governmental functions of said county, including the purchasing and/or repair of highway department equipment for which Pembina County, North Dakota, is obligated to provide and maintain, and are insufficient to pay the mandatory obligations imposed by law upon said County, including those obligations already awarded by contract, payable out of its general and special funds, and WHEREAS, Chapter 57-47 of North Dakota Century Code affords said Board of County Commissioners an opportunity to make application for a loan from a Banking Association upon the completion of such application as said Chapter and the Industrial Commission of the State of North Dakota, may prescribe or approve; and WHEREAS, in the judgment of said Board of Commissioners of said County will have insufficient funds in the amount of $85,000.00 to carry out its primary governmental function, as it is necessary to make application for a loan in that amount, NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Pembina County, North Dakota as a regular meeting held on September 18, 2007 with a quorum of its members present and voting as follows: 1. That said Pembina County, North Dakota, by and through its Board of County Commissioners hereby authorize the County Auditor/Treasurer and Chairman of said Board of County Commissioners to sign and process an application for the purpose of borrowing $85,000.00 from a Bank in Pembina County that currently is a depositor of Pembina County funds in a money market account; term of loan to be for no more than one year from the date of entering into agreement with such bank to borrow such funds; under and pursuant to the provisions of NDCC 57-47. 2. That attached hereto and made a part thereof, is a statement of the financial condition of the various accounts of said County, and the obligations incurred showing the need for such loan. 3. That said Pembina County, North Dakota hereby agrees that said loan is approved in whole or in part, that it, by and through its Board of County Commissioners will levy a general tax from year to year upon all the general taxable property of said county, not to exceed three mills for any one year, for the purpose of providing funds sufficient to repay the amount of said loan, with interest, at the time of maturity of such loan to be evidenced by the issuance of Certificates of Indebtedness by said county. 4. The said Board of County Commissioners of Pembina County hereby establishes a special fund in the County Treasury of Pembina County, North Dakota hereby designated as “County Loan Fund(Highway Dept)” in anticipation of the granting of said loan, and all monies collected from the general tax levied pursuant to said loan under Chapter 57-47, NDCC shall be deposited to the credit of said special fund, and said fund shall be used only for the purpose of repaying the principal and accrued interest due upon said loan. When said loan has been paid in full, any balance remaining in said special fund shall be transferred to the general fund of said county. Commissioner Corene Vaughn moved for the adoption of the foregoing Resolution, which motion was seconded by Commissioner Hugh Ralston , upon a roll call vote the following Commissioners were present and vote as follows: Hetty Walker-Yes, Hugh Ralston-Yes, Corene Vaughn-Yes, Gary Nilsson-Yes, Andy Adamson-Yes. Resolution declared adopted and Auditor/Treasurer directed to contact all county banks in Pembina County that carry a money market account with Pembina County for bids on an interest rate and to begin the process of said loan application. Water Resource Board met with the Commission. Discussed work being done on Drain #64. Reported to the board on the Tongue River cutoff project being worked on. Will continue to work with highway department on getting the block installed and work completed. Neil Meagher, Pembina, met with the Commission and Water Board. Discussed area where pipeline is close to the surface on Drain #42. Requesting that areas on Pembina River be built up to eliminate erosion. Will contact Enbridge representative to meet with the Water Resource Board and Commission at the site if possible. Don Defoe, Pembina, met with the Commission. Requesting information on the status of Bridge #129-05 which was closed in November of 2004. Board has since decided that the bridge deck be removed to avoid future costs if deck fell into the river. Bridge will not be replaced if funding is not available from ND Department of Transportation, and currently NDDOT will not fund if alternate route is available. Board discussed that priority routes both roads and bridges are going to have to be looked at because of the cost that it takes to maintain and replace. Mr. Defoe also discussed procedures for bidding of equipment and processes the Board uses in purchasing equipment. Mr. Defoe does not feel that proper notices are published. States that advertisement of bids is required under NDCC 24-05-04. Becky Ault, 911/Emergency Manager, met with the Commission. HMEP grant being closed out and claims have to be paid by September 30, 2007. Requesting permission to pay bills before the next meeting. Motion made by Gary Nilsson to authorize payment of the HMEP grant claims. Motion second by Corene Vaughn. Upon a vote all voting in favor. Gary Nilsson absent for the afternoon session. Tanya Wieler, HR, present. Hearing set for decision on appeal requested from Julie Doyle and Lisa Wieler. Julie Doyle present. Discussed salary committee recommendations for tax director department. Due to the salary package passed by the Board of Commissioners motion made by Corene Vaughn to accept the salary committee recommendations and deny the appeal. Motion second by Hugh Ralston. Upon a vote all voting in favor. Appeal hearing set for 1:30 PM withdrawn by Jo Anne Lupien as per faxed notice. Ms. Doyle reported that she has received a listing of improvements made at the Drayton American Crystal Sugar Beet Plant. A tour of the facility will take place in early October. Tanya Wieler, HR, discussed with the Commission if they want to appoint a commission member to attend department head meetings. Board agreed that Corene Vaughn would attend the department head meetings and report back to the Board. Meetings are held the third Tuesday of each month. Board received a request from Valorie Letkeman to gift 24 hours of sick leave to Kathleen Carpenter. Motion made by Hugh Ralston to approve the request to gift the sick leave. Motion second by Hetty Walker. Upon a vote all voting in favor. Board discussed budget for the noxious weed program. Motion made by Hugh Ralston to levy 3 mills for the weed program in order to qualify for the cost share program with landowners. Motion second by Hetty Walker. Vote: Hetty Walker-yes, Hugh Ralston-yes, Corene Vaughn-yes, Andy Adamson-yes. Gary Nilsson-absent. Motion carried. Board continued to work on the county budgets. Discussion on the mill levy for the Pembina County Fair. Fair Association is requesting that .50 mill remain. Fair Board receives 1 mill by vote and the additional .50 mill by Board action. Motion made by Corene Vaughn and second by Hetty Walker to continue the Pembina County Fair levy at 1. |