Grant County Commission Proceedings – April 4, 2023
Grant County Commission Proceedings
April 4, 2023
The Grant County Commission met at 8AM with Commissioners Buttke, Mach, Street and Tostenson present. Commissioner Stengel was absent. Chairman Mach called the meeting to order. Motion by Buttke and seconded by Street to approve the minutes of the March 17, 2023, meeting. Motion carried 4-0. Minutes filed. Motion by Street and seconded by Buttke to approve the agenda. Motion carried 4-0.
Present from the public was Doug Barlund. Staff members present were Commissioner Assistant Layher and Drainage Officer Berkner. States Attorney Schwandt attended by phone.
Chairman Mach called for public comment for any items not listed on the agenda. There were no comments. Chairman Mach closed the public comment.
Drainage: Chairman Mach adjourned the Board of Commissioners and Chairman Mach convened as the drainage board.
Permit DR2023-09 and DR2023-10 for Doug Barlund for property owned by Doug and Gail Barlund and located within the NW1/4 and SW1/4 of Section 18 in Vernon West Township.
Mach asked for a motion to approve Drainage Permit DR2023-09 and DR2023-10, for Doug Barlund. Motion was made by Street with a second by Buttke.
Drainage Officer Berkner began his report for the two permits saying that they were for approximately 70 acres of adjoining land located in the SW and NW quarters of Section 18 in Vernon West Township.
Berkner stated the proposed drainage project was located entirely within the North Fork Yellow Bank Watershed and would have 1 inlet and 1-12” outlet. According to Berkner that outlet could drain as much as 550 gallons of water per minute (GPM) if the tile was installed at a .1% grade.
Berkner said the two permits would complement past permitted drainage projects on adjoining land within Section 18 also owned by Barlund. In closing Berkner said he had not been contacted by any person in support of or against the drainage permits and believed the project was supported by County’s Drainage Ordinance.
Mach asked Barlund if he had anything to add to the report. Barlund said the actual 12” outlet being used for the two permits would be connected to an existing outlet from a past drainage project.
Mach opened the public hearing of the drainage permit and asked three times for any comments in support of or against DR2023-09 and DR2023-10 with no one responding. Mach closed the public hearing.
During the Drainage Board’s discussion of the two permits, Barlund was asked to give additional information concerning his past permitted drainage projects in Section 18. He gave general details and added that the areas he is now seeking drainage permits for have a history of standing surface water that often won’t drain properly and that the worst area will receive the one inlet.
Tostenson asked Barlund what type of inlet would be used in the design and if he would consider using some type of “filtered” inlet. Barlund said that he had left that decision up to his tiling contractor but if needed he would consider putting in additional lateral tiling to eliminate the open inlet or a “filtered” inlet if that was needed to get the permit.
The board discussed with Barlund that they would like him to consider an alternative to an “open” inlet, if possible, to help hold the nutrients in the soil longer and reduce the chance of sediments directly entering the downstream waterway, but they are not designing his tiling project for him.
With no more discussion Mach called for the vote for DR2023-09 and DR2023-10 which passed 4-0.
This concluded the business for the Drainage Board. Chairman Mach adjourned the Drainage Board and reconvened as the Board of Commissioners.
Highway Annual Bid Letting: Supt Peterson presented the bids for consideration from the annual highway bid letting. They were received and opened on March 30, 2023, at 1 PM as per the bid notice. The Commission awarded the following bids.
1. Paver Laid Asphalt
Bituminous - Short patches 100’ to 1,000’ in length $110.00 per ton. 1-3 miles of Class D asphalt overlay $86.00 per ton. For Class D Asphalt picked up at plant $85.00 per ton. Minor patching and extra dig out areas less than 100’ $150.00 per ton.
2. Seven Miles of Seal Coating
Bituminous using MC3000 Oil $1,090/unit
Bituminous using AE150S Emulsified Asphalt $870/unit
Bituminous Seal Coat Aggregate $30/ton
Motion by Tostenson and seconded by Buttke to accept the asphalt and seal coat bids of Bituminous. Motion carried 4-0.
3. Rip Rap
GCC Class III Class II Class I
$33.75 $25.60 $20.25
Motion by Tostenson and seconded by Buttke to accept the rip rap bid from GCC. Motion failed 0-4. Discussion was held to call for a quote from Fisher Sand and Gravel. Tostenson motioned to call for a quote from Fisher’s. The motion died for a lack of a second.
4. 3/4” Crushed Gravel/Chips/Sand (per ton)
Flat Rat
Gravel Chips Sand Washed Sand
$7.00 - - -
GCC Ready Mix
$7.50 - - $9.75 $14.50
Motion by Street and seconded by Buttke to accept both bids from Flat Rate and GCC. Motion carried 4-0.
5. Pre-stressed Concrete Decking
40’
Rinker $10,504.00 ea.
Concrete Box Culvert
7X3 8X6 10X4
Rinker $500.00 $589.00 $603.00
Motion by Tostenson and seconded by Buttke to accept the prices from Rinker. Motion carried 4-0.
Supt Peterson stated the County would be purchasing culverts and bridge materials from the Beadle County bid from True North Steel as allowed under State Bid laws.
Bridge Inspection: Supt. Peterson noted there are six bridge sites that need to be inspected on an annual basis instead of bi-annual basis due to their condition as per the recommendation of Banner Associates. Motion by Tostenson and seconded by Buttke to authorize Chairman Mach to sign the following resolution. Motion carried 4-0. Resolution adopted.
2023-03
BRIDGE REINSPECTION
PROGRAM RESOLUTION
FOR USE WITH SDDOT
RETAINER CONTRACTS
WHEREAS, 23 CRF 650 Subpart C, requires initial inspection of all bridges and re-inspection at intervals not to exceed two years with the exception of reinforced concrete box culverts that meet specific criteria. These culverts are re-inspected at intervals not to exceed four years.
THEREFORE, Grant County is desirous of participating in the Bridge Inspection Program.
The County requests SDDOT to hire Banner Associates (Consulting Engineers) for the inspection work. SDDOT will secure federal approvals, make payments to the Consulting Engineer for inspection services rendered, and bill the County for 20% of the cost. The County will be responsible for the required 20% matching funds.
Dated this 4th day of April, 2023, at Milbank, South Dakota.
Board of County Commissioners
of Grant County
Michael J. Mach,
Chairman of the Board
ATTEST:
Kathy Folk
County Auditor
The Commissioners discussed repairing County Road 39 with gravel or granite and delaying grinding asphalt and putting new overlay on County Road 18 into LaBolt one year. Tostenson suggested taking both roads off the schedule this year due to the bad weather this winter and the costs of the snow removal. In March alone, $17,402 was spent on diesel for the highway department.
It was decided to see what the spring thaw brings, to close roads temporarily if needed. Supt Peterson suggested taking care of the worst roads first and working from there while trying to stick to the 5-year plan.
Banner: Supt Peterson recommended we do not sign the haul road inspection contract for Hwy 14 from 35 to State Hwy 15 and Hwy 35 from CR 10 to State Hwy 158 engineering services at this time. Peterson will do an evaluation with Mike Wills from the State DOT on these roads. No action was taken.
First District: Commissioner Assistant Layher advised the Commissioners to approve the Letter of Agreement with First District for the ESRI license for the RAIF program for $350. Motion by Tostenson and seconded by Buttke to approve the Letter of Agreement. Motion carried 4-0.
Snow Emergency Contractors: Discussion was held if the county should ask for bids from contractors to help with snow removal in extreme conditions. It was stated every emergency is different. The Commissioners advised Supt Peterson and Commissioner Assistant Layher to discuss plans for next year’s winter season.
Fuel Quotes: Commissioner Assistant Layher asked the Commission to approve filing all the fuel quotes in the auditor’s office for the year 2022 and future quotes. It is standard for the county to take the lowest fuel quotes. Motion by Street and seconded by Buttke to approve filing of quotes in Auditor’s office. Motion carried 4-0.
First District: Manager Todd Kays presented the Annual report. Our 2022 Annual dues were $27,672. Grants they assisted with for Grant County were $2,456,554 giving us a $88.77 return on investment. Our average return on investment from FY 08 to 22 was $16.49. 2022 was an anomaly because of the federal government’s infrastructure bill for water and sewer projects.
Kays also discussed the development of address point data and map creation for Grant County. There hasn’t been a new 911 map of the county done since 2016. First District’s fee to make these changes is $7,000. Street motioned to approve signing the Letter of Agreement with First District for this project. Buttke seconded it. Motion carried 4-0.
Executive Session: Motion by Street and seconded by Buttke to enter executive session at 10:00 AM for the purpose of a personnel issue pursuant to SDCL 1-25-2(1). Motion carried 4-0. Sheriff Owen, Deputy O. Folk, Commissioner Assistant Layher and Auditor Folk were present. States Attorney Schwandt attended by phone. Chairman Mach declared the meeting open to the public at 10:33 AM. No action was taken because of the executive session.
Commissioner Buttke left the meeting at 10:34 AM.
DOE: Kathy Steinlicht met with the Board as part of her annual review of her office as per SDCL 10-3-14. Tostenson asked if she had any comments for the Commission. She stated that she appreciates the Commissioner’s support. Mach asked if she is getting a lot of phone calls due to the assessment increase. Steinlicht said there were a lot of phone calls because the rural small acreage lots pretty much doubled, but there are no appeals. Taxpayers are not satisfied, but they understand the tax increase. Steinlicht recommended that when Valley Queen completes their expansion, she would like to have a special appraiser inspect it. She also provided the Commission with the proposed schedule for the reappraisal of the county’s buildings. Her plan is to reassess Kilborn, Mazeppa, Osceola, Stockholm and Twin Brooks townships and Marvin, Strandburg and Stockholm towns in 2023. The Commission thanked Kathy for her work in managing the office.
EM: Director Schuelke met with the Board to give an update on potential spring flooding, sand, and sandbags. He has received 13,000 sandbags and a truck load of sand. He has also received 250 large seed bag size sandbags. The sandbags can be picked up free of charge. The spring thaw has been going well so far. There will be potential for flooding if we have a rapid thaw.
Omitted Property Tax Hearing: The Assessor’s office reported an error in splitting parcel 20.00.03.10 of Bob Manderfield’s property in Marvin with a legal description of Original Townsite N 396’ of Lot 10, Block 3. Commissioner Assistant Layher advised we will need to abate the new owner’s taxes and give an assessment notice to the original owner to add that omitted property back to him for the tax year 2022. The property owner wasn’t present at the hearing. The property taxes involved are $464.86. Street motioned to approve adding the omitted property back to the proper owner and to do the abatement. It was seconded by Tostenson. Motion carried 3-0.
Travel: None
County Assistance: None
Ambulance District: Commissioner Assistant Layher gave the status of forming an Ambulance District in the county. LaBolt, Revillo, Stockholm, Strandburg, Big Stone City and Milbank city officials voted yes to join. Marvin voted no. The town of Albee still needs to be contacted. Mach asked if the residents of Marvin knew of this, the ambulance service might be charging a different rate for the area not in the ambulance district. Instead of a $250 charge it could be $700-800 for them. A special meeting will be held on April 11th to consider the formation of the Ambulance District.
Annual Report: The 2022 annual report was presented to the Commission by Auditor Folk. The revenue and expense categories were explained. January 1, 2022, beginning net position for all funds was $6,323,778.88 and the December 31, 2022, net position balance for all funds was $6,738,688.61 indicating an increase of assets of $414,909.73. Motion by Tostenson and seconded by Street to accept the annual report as presented. Motion carried 3-0. The annual report is on file in the Auditor’s Office.
Unfinished Business: None
New Business: A quote was received from WVEC to replace the fire alarm system for the courthouse for $40,000. The old system is outdated and cannot be repaired anymore. The detention center fire alarm system is with Banco. Commissioner Assistant Layher will call them to get a quote for the courthouse.
Correspondence: Two thank you cards were received.
Claims: Motion by Tostenson and seconded by Street to approve the claims. Motion carried 3-0. AUTOVALUE, supplies 656.52; BOYER FORD TRUCKS, supplies 181.69; CARDIO PARTNERS, minor equip 1,658.56; CENTER POINT, books 540.24; CHARLES KRANZ, repair & maint 635.71; CITY OF MILBANK, water & sewer 262.11; DELORIS RUFER, lib rent 100.00; FIRST DISTRICT, prof services 908.75; FREMAREK, supplies 469.77; GRAJCZYK LAW OFFICE, court appt atty 3,400.00; GRANT CO EC & DEV BOARD, allocation 8,750.00; GRANT/ROBERTS AMBULANCE, allocation 2,458.33; ISTATE TRUCK CENTER, repair & maint 232.90; JD POWER, reference books 456.00; JEREMY WIESE, supplies 15.80; LINCOLN COUNTY AUDITOR, prof services 167.60; MICROMARKETING, audio/visual 207.47; MIDCO, library internet 103.94; MILBANK AUTO PARTS, supplies 1,847.14; MOMAR, supplies 106.92; NORTHERN TRUCK EQUIPMENT, supplies 145.18; NORTHWESTERN ENERGY, natural gas 2,658.28; PETERS DISTRIBUTING, prof services 148.00; PRAMUKHRAJ HURON, hotel 557.94; QUICK PRO LUBE, repair & maint 93.96; REDWOOD TOXICOLOGY, supplies 323.33; RIVER STREET PETROLEUM, diesel 17,402.66; SANDRA FONDER, prof services 50.00; SCANTRON, prof services 10,930.51; SCOTT BRATLAND, court appt atty 513.60; SD ASSN CO COMMISSIONERS, clerp 706.00; SD DEPT TRANSPORTATION, hwy project 1,042.50; THE SHOP, repair & maint 1,050.00; SIOUX FALLS EXTENDED STAY, hotel 392.00; STAR LAUNDRY, rentals 139.42; STERN OIL, supplies 6,179.08; SUSAN KARELS, supplies 77.85; TWIN VALLEY TIRE, repair & tires 1,978.35; U.S. POSTAL SERVICE, mailing expense 80.00; VALLEY RENTAL & RECYCLING, allocation 650.00; XEROX, copier rent 215.10; ZEM'S FRESH STARTS, supplies 23.48. TOTAL: $68,516.69.
Payroll for the following departments and offices for the March 28, 2023, payroll are as follows: COMMISSIONERS 7,202.10; AUDITOR 7,050.24; ELECTION 26.06; TREASURER 5,409.34; STATES ATTORNEY 7,147.40; CUSTODIANS 3,043.79; DIR. OF EQUALIZATION 3,998.00; REG. OF DEEDS 4,738.51; VET. SERV. OFFICER 1,199.70; SHERIFF 16,257.48; COMMUNICATION CTR 6,497.21; PUBLIC HEALTH NURSE 1,116.80; ICAP 42.00; VISITING NEIGHBOR 2,032.13; LIBRARY 7,622.55; 4-H 3,532.48; WEED CONTROL 1,923.00; P&Z 2,179.27; DRAINAGE 987.44; ROAD & BRIDGE 43,225.70; EMERGENCY MANAGEMENT 2,296.00. TOTAL: $127,527.20.
Payroll Claims: FIRST BANK & TRUST, Fed WH 9,545.89; FIRST BANK & TRUST, FICA WH & Match 15,321.60; FIRST BANK & TRUST, Medicare WH & Match 3,583.38; ACCOUNTS MANAGEMENT, deduction 90.55; AMERICAN FAMILY LIFE, AFLAC ins. 1,585.19; ARGUS DENTAL, ins 498.89; WELLMARK-BLUE CROSS OF SD, Employee and Commission health ins. 55,365.08; COLONIAL LIFE, ins 37.98; DEARBORN NATIONAL, life ins. 296.24; LEGAL SHIELD, deduction 38.85; OFFICE OF CHILD SUPPORT ENFORCEMENT, child support 210.00; OPTILEGRA, ins 362.43; SDRS SUPPLEMENTAL, deduction 1,488.83; SDRS, retire 14,054.00. TOTAL: $102,478.91.
Consent Agenda: Motion by Street and seconded by Tostenson to approve the consent agenda. Motion carried 3-0.
1. Approve Carl Karrasch moving from truck driver to bridge crew at step 4 effective April 3 at $22.50 per hr
2. Approve step increase for Hwy Assistant Jody Keyes to the 1 yr step effective 4-4-23 at $19.70 per hr
3. Set budget supplement hearing for #295 RAIF – small structure – for April 18 at 9 AM
4. Authorize county auditor to sign the Intra Network deposits placement agreement with First Bank and Trust
5. Approve Weed Supervisor Mueller to sign contract with the State for spraying weeds ($24,930) and gopher bait contract ($6,000)
6. Approve consultant contract with SD Dept of Health for nursing services in the amount of $8,281.78 for 2023
It is the policy of Grant County, South Dakota, not to discriminate against the handicapped in employment or the provision of service.
The next scheduled meeting dates will be April 11 (Equalization) at 8 AM and (Special) at 9:30, and 18; and May 2 and 16; June 6 and 20, 2023 at 8 AM. Motion by Street and seconded by Tostenson to adjourn the meeting. Motion carried 3-0. Meeting adjourned.
/s/ Michael J. Mach,
Chairman,
Grant County Commission
/s/ Kathy Folk,
Grant County Auditor
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