TODD COUNTY BOARD OF COMMISSIONERS...9.3 Grant Agreement #1030528 (SAP 077-622-013 & SAP...

TODD COUNTY BOARD OF COMMISSIONERSRegular Board Meeting Agenda

Date:Time:

Item # Approx. Time1 Call to Order and Roll Call 9:002 Pledge of Allegiance 9:013 Amendments to the Agenda 9:024 Potential Consent Items

4.1 Meeting Minutes Approval - April 17, 20185 Auditor-Treasurer 9:05

5.1 Commissioner Warrants5.2 Health & Human Services Warrants5.3 2018 Todd County Local Election Equipment Plan5.4 MSCC - Joint Powers Agreement5.5 MSCC - CPUI Contract Ratification5.6 Tax Forfeited Adjacent Owner Sale - Land Located in Villard Township

6 Clifton Larson Allen 9:106.1 2017 Audit Year Presentation

7 Veterans Services 9:257.1 NJPA - Region V Grant

8 Assessor's Office 9:308.1 Abatement 37-00096008.2 Abatement - Idlewilde Resort

9 Public Works 9:409.1 Public Works Maintenance Division - Leadperson Promotion9.2 Approval to Purchase Pavement Patching Trailer9.3 Grant Agreement #1030528 (SAP 077-622-013 & SAP 077-597-005)9.4 Approval to Construct Northern Shop Cold Storage Building

10 Ditch Inspector 9:5010.1 Acknowledge Receipt - Hold Harmless Agreement - Ditch Maintenance - CD3310.2 Acknowledge Receipt - Hold Harmless Agreement - Private Crossing - CD1810.3 County Ag Inspector - MDA Noxious Weed and Invasive Plant Grant

11 Sheriff's Office 10:0011.1 Accept the 2017 Federal Boating Safety Equipment Grant

12 Health & Human Services 10:05

12.1Resolution to affirm Todd County's support of the Region V+ Adult Mental Health Initiatives Comprehensive Re-Entry Program to reduce the number of people with mental illnesses in jails

13 South Country Health Alliance 10:1013.1 South Country Health Alliance Financial Report

Meeting to be held in the County Board Room, Historic Courthouse, 215 1st Ave S, Long Prairie, MN.

May 1, 20189:00 AM

Commissioners may be in the Commissioner's Board Room prior to the board meeting proceedings to perform routine business until the Public Comment period begins at 8:45 a.m..

The County Board Meeting will begin promptly at the prescribed time. The County Board reserves the right to alter the order of

the agenda items and the amount of time allowed for an item based on business needs.

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TODD COUNTY BOARD OF COMMISSIONERSRegular Board Meeting Agenda

14 Administration 10:3014.1 Approve Letter of Support for CTC Broadband Grant14.2 Approve Sale of Parking Lot14.3 Approve hiring of Human Resources Intern14.4 Authorize Recruitment of Full Time Administrative Assistant14.5 Approve Resignation

Standing ReportsAuditor-Treasurer ReportCommissioners' ReportCoordinator ReportRecess

The County Board Meeting will begin promptly at the prescribed time. The County Board reserves the right to alter the order of

the agenda items and the amount of time allowed for an item based on business needs.

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ToddCounty,MNBoardActionForm

TitleforAgenda(forpublication):MeetingMinutesApproval‐ April17,2018DateofMeeting:May1,2018 Totaltimerequested:5minDepartmentRequestingAction:Auditor‐TreasurerPresentingBoardAction/DiscussionatMeeting:DeniseGaidaBackground SupportingDocumentationenclosedMinutesforthefollowingmeetingareattached:April17th,2018Options SupportingDocumentationenclosed Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:toapprovetheToddCountyBoardofCommissioner'sMeetingMinutesforApril17th,2018aspresented.FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson

SignaturesSTATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer’s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal:

Seal

ActionRequested:

Action/MotionDiscussionInformationItem

ReportResolutionOther

BoardActionTrackingNumber(forA/TOfficeuse):20180501‐01

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TODD COUNTY BOARD OF COMMISSIONERS

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Minutes of the Meeting of the Todd County Board of Commissioners held on April 17, 2018

Public Comment

Dean Schultes, Lake Latimer Association, Roger Dukowitz, and Roger Zastrow, Todd County Farm Bureau addressed their concerns to the County Board in regards to concerns related to the proposed amendment to the Planning and Zoning Ordinance. Steve Gaugert addressed concerns to the County Board in regards to concerns related to the proposed Aldrich Amish Cemetery preliminary plat.

Call to Order

The Todd County Board of Commissioners met in the Commissioner’s Board Room in the City of Long Prairie, MN on the 17th day of April, 2018 at 9:00 AM. The meeting was called to order by Chairperson Neumann. The meeting was opened with the Pledge of Allegiance. All Commissioners were present.

Approval of Agenda

On motion by Becker and second by Erickson, the following motion was introduced and adopted by unanimous vote. To approve the agenda as presented.

Consent Agenda

On motion by Erickson and second by Kneisl, the following motions and resolutions were introduced and adopted by unanimous vote:

To approve the Commissioner’s Meeting Minutes for April 3rd, 2018 as presented. GAMBLING PERMIT – HOLY FAMILY SCHOOL

WHEREAS, the Todd County Board of Commissioners are establishing their approval for a Gambling Permit for the Holy Family School through this resolution; NOW, THEREFORE BE IT RESOLVED, that the Todd County Board of Commissioners approve a Gambling Permit for the Holy Family School to hold a raffle at the Diamond Point Supper Club in Birchdale Township at the address 12818 Bayview Drive, Sauk Centre, MN on August 10th, 2018.

GAMBLING PERMIT – ST MARY OF MT CARMEL WHEREAS, the Todd County Board of Commissioners are establishing their approval for a Gambling Permit for the St Mary of Mt Carmel through this resolution; NOW, THEREFORE BE IT RESOLVED, that the Todd County Board of Commissioners approve a Gambling Permit for the St Mary of Mt Carmel to hold a raffle at the Thunder Lodge in Long Prairie Township at the address 22056 US 71, Long Prairie, MN on April 20th, 2018.

Auditor-Treasurer

On motion by Kircher and second by Becker, the following motion was introduced and adopted by unanimous vote: To approve the Commissioner Warrants number 48627 through 48722 in the amount of $59,481.31. On motion by Erickson and second by Kircher, the following motion was introduced and adopted by unanimous vote: To approve the Health & Human Services Warrants number 513714 through 513785 in the amount of $132,711.28 and warrants number 702550 through 702564 in the amount of $50,512.61.

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On motion by Kircher and second by Becker, the following resolution was introduced and adopted by unanimous vote:

TRANSFER OF FUNDS FROM GENERAL FUND TO TODD WADENA COMMUNITY CORRECTIONS FUND

WHEREAS, The 2018 Budget for Todd County’s support to Todd Wadena Community Corrections has been approved at $388,160; and WHEREAS, a letter was received from the Todd Wadena Community Corrections requesting for the allocation of funds from the General Fund to be provided; NOW, THEREFORE BE IT RESOLVED, that The Todd County Board of Commissioners hereby approve the transfer of funds in the amount of $388,160.00 from the General Fund to the Todd Wadena Community Corrections Fund. On motion by Becker and second by Erickson, the following motion was introduced and adopted by unanimous vote: To accept the Sales Order Agreement from KnowInk for the 2018 election equipment purchases outlined by the Todd County Election Equipment Plan of the Electronic Pollbooks in the amount of $16,893.50. On motion by Becker and second by Erickson, the following motion was introduced and adopted by majority vote with Kircher voting against: To approve the request to recruit and hire a Deputy Auditor/Treasurer to fill the position vacated due to the promotion within the Todd County Auditor-Treasurer’s Office.

Public Works

On motion by Erickson and second by Becker, the following motion was introduced and adopted by unanimous vote: To approve the attached proposal from Widseth Smith Nolting for the expo building renovation study.

Solid Waste

On motion by Erickson and second by Kneisl, the following motion was introduced and adopted by unanimous vote: To approve the Spring Solid Waste Committee Meeting to be held on May 2, 2018 at 9:00 a.m. at the Todd County Transfer Station.

Planning & Zoning

On motion by Kircher and second by Kneisl, the following motion was introduced and adopted by unanimous vote: To deny the request by Latimer Lake Association to amend Section 7.11 of the Planning and Zoning Ordinance based on the findings presented by staff. On motion by Kneisl and second by Erickson, the following motion was introduced and adopted by unanimous vote: To grant the request to rezone parcels 05-0011800 and 05-0012200 without conditions. On motion by Becker and second by Erickson, the following motion was introduced and adopted by unanimous vote: To grant the CUP for an additional home for parcel #19-0011300 as requested with conditions assigned by Planning Commission.

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On motion by Erickson and second by Kircher, the following motion was introduced and adopted by unanimous vote: To send the request for the preliminary plat named Aldrich Amish Cemetery on parcel #01-0027300 with conditions back to the Planning Commission for further information gathering and review. On motion by Kircher and second by Erickson, the following motion was introduced and adopted by unanimous vote: To grant the subdivision for a preliminary plat named Leevilla Townsite First Addition with conditions recommended by the Planning Commission.

Health & Human Services

On motion by Kircher and second by Becker, the following motion was introduced and adopted by unanimous vote: To approve notification to the Minnesota Department of Commerce, Todd County’s intent to administer and deliver the Energy Assistance Program for Federal Fiscal Year 2019.

Administration

On motion by Kneisl and second by Erickson, the following motion was introduced and adopted by unanimous vote: To approve the change to the County Coordinator job description and invoice Solid Waste for costs.

Auditor-Treasurer’s Report

The Auditor-Treasurer reported on current projects including the Annual Township Meeting, Tax Forfeited Land Auction summary, CLA audit status, and the update of no M1PR volunteer availability this tax season.

Commissioner’s Report

The Commissioners reported on the meetings that they had attended.

Coordinator’s Report

The Coordinator reported on the meetings attended and projects in-progress including current recruitments, meetings with Ottertail County Solid Waste, rock wall grant progress, and a meeting with Todd County HRA.

Adjourn

On motion by Kneisl and second by Becker, the meeting was adjourned for the month of April, 2018. COMMISSIONER WARRANTS VENDOR NAME AMOUNT

ALL STATE COMMUNICATIONS $ 2,500.00 CARGILL SALT DIVISION $ 8,184.24 CENTRAL STATES WIRE PROD INC $ 2,121.65 STAPLES WORLD $ 8,696.69 WIDSETH SMITH NOLTING INC $ 11,367.50 91 PAYMENTS LESS THAN 2000 $ 26,611.23

Total: $ 59,481.31

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HEALTH & HUMAN SERVICES WARRANTS VENDOR NAME AMOUNT

CREMATION SOCIETY OF MINNESOTA ‐ MINNEAPOLIS $ 2,683.00 DHS ‐ SWIFT $ 6,237.74 RURAL MN CEP INC $ 17,224.28 SCHULLER FAMILY FUNERAL HOMES ‐ WADENA $ 3,500.00 TODD COUNTY AUDITOR/TREASURER $ 15,096.10 WILLIAMS DINGMANN FAMILY FUNERAL ‐ LONG PRAIRIE $ 2,200.00 9 PAYMENTS LESS THAN 2000 $ 3,571.49

Total: $ 50,512.61

VENDOR NAME AMOUNT

# 14524 $ 2,505.42 # 14813 $ 2,128.46 ANU FAMILY SERVICES INC $ 5,245.80 # 14000 $ 3,045.04 # 15336 $ 2,419.04 COMMUNITY AND FAMILY SRVS LLC $ 2,703.67 HEARTLAND GIRLS RANCH $ 7,082.57 HOLISTIC FAMILY EDUCATION SRVS $ 4,078.40 # 12512 $ 3,591.40 # 14655 $ 3,310.18 KINDRED FAMILY FOCUS $ 9,609.29 # 12714 $ 3,113.99 LITTLE SAND GROUP HOME $ 6,942.45 LUTHERAN SOCIAL SERVICE OF MN‐ST PAUL $ 2,768.92 # 10746 $ 3,498.04 MID MINNESOTA DRUG TESTING INC $ 2,090.00 PAKLONSKI/CHERYL $ 2,709.00 # 15286 $ 3,869.42 STEP $ 13,047.82 VILLAGE RANCH INC $ 9,634.48 WEST CENTRAL REG JUVENILE CTR $ 3,479.17 PAYMENTS LESS THAN 2000 $ 35,838.72

Total: $ 132,711.28

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TitleforAgenda(forpublication):ApproveCommissionerWarrantsDateofMeeting:05/01/2018 Totaltimerequested:2minDepartmentRequestingAction:Auditor‐TreasurerPresentingBoardAction/DiscussionatMeeting:DeniseGaidaBackground SupportingDocumentationenclosedPrintouthasbeensenttotheCommissionersandWarrantsforPublicationareattached. Options SupportingDocumentationenclosed Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:ToapprovetheCommissionerWarrantsnumber48723 through48830 intheamountof$71,251.99.FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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JOLENES

Cutoff Amount:

2000

4/25/18 1:58PMWARRANTS FOR PUBLICATION

Report Sequence: 1 - Vendor Name

**** Todd County ****Page 1

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JOLENES

Warrants Approved On 5/01/2018 For Payment 5/04/2018

Payments less than

Copyright 2010-2017 Integrated Financial Systems

71,251.99

4,004.00 4,416.85

13,285.61 5,408.00 3,366.20 2,563.17 5,083.23

2000 33,124.93 101

4/25/18 1:58PMWARRANTS FOR PUBLICATION

Vendor Name Amount

**** Todd County ****

AHRENS/DALE & PATRICIAAMERICAN SOLUTIONS FOR BUSINESSCARGILL SALT DIVISIONMCCC, MI33MN DEPT OF TRANSPORTATIONO'REILY AUTO PARTSZUERCHER TECHNOLOGIES LLC

Final Total:

Page 2

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TitleforAgenda(forpublication):Health&HumanServicesWarrantsDateofMeeting:May1,2018 Totaltimerequested:5minDepartmentRequestingAction:Auditor‐TreasurerPresentingBoardAction/DiscussionatMeeting:DeniseGaidaBackground SupportingDocumentationenclosedPrintoutshavebeensentforCommissionerstoreviewandWarrantsforPublicationareattached.Options SupportingDocumentationenclosed Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:ToapprovetheHealth&HumanServicesWarrantsnumber 513786 through513812intheamountof$66,737.39andwarrantsnumber702565through702738 intheamountof$76,449.91. FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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Warrants for Publication

Payment Date: 5/4/2018 Approval Date: 5/1/2018

Vendor name or # Amount

DHS - MSOP - MN SEX OFFENDER PROGRAM 5,766.00 DHS - ST PETER RTC - 472 8,091.00 DHS - SWIFT 2,523.05 V#14375 - COST EFF HEALTH INSURANCE 2,283.00 LACANNE FAMILY FUNERAL SERVICE - WINDOM, MN 3,600.00 V#14380 - COST EFF HEALTH INSURANCE 3,875.27 PERISH/ALAN 2,108.98 167 PAYMENTS LESS THAN 2000 48,202.61

FINAL TOTAL 76,449.91

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Warrants for Publication

Payment Date: 5/4/2018 Approval Date: 5/1/2018

Vendor name or # Amount

LUTHERAN SOCIAL SERVICE OF MN - ST PAUL 2117.30NORTH HOMES CHILDREN & FAMILY SRVS 8553.52NORTHERN PINES MENTAL HLTH CTR INC 27886.39NORTHWOOD CHILDRENS SRVS 18208.78PRODUCTIVE ALTERNATIVES INC - FERGUS 2204.08

____________

$7,767.32 Pymts less than $2000___________

Final Total $66,737.39

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TitleforAgenda(forpublication):2018ToddCountyLocalElectionEquipmentPlanDateofMeeting:May1,2018 Totaltimerequested:5min.DepartmentRequestingAction:Auditor/TreasurerPresentingBoardAction/DiscussionatMeeting:DeniseGaidaBackground SupportingDocumentationenclosedTheToddCountyAuditor‐Treasurer'sOfficehasprovidedcommunicationtoallmunicipalitieswithinToddCountyoftheopportunitytoupgradevotingequipmenttechnology.PerMNStatute206.82,ToddCountymustupdatetheLocalElectionEquipmentPlantoincorporatethevotingequipmenttechnologychanges.TheCountyBoardapprovedarevisiontotheplanonDecember6,2017andtherehavebeensomemodificationsproposedandapprovedsincethenwhichrequiretheCountyBoard'sformalapprovalbeforesubmittaltotheSecretaryofState'sOffice.Alongwith,ToddCountyisstrivingtomaintainthe2006visionofprecinctuniformityandprovidea3‐yearphase‐inprocessforthenewvotingequipmenttechnologytoremainbudgetconscious. Options SupportingDocumentationenclosed Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:toadoptthe2018LocalElectionEquipmentPlanforImplementationinToddCountytobeeffectiveimmediatelyuponCountyBoardapproval. FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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Page 1 of 1 Board Action Tracking Number: 20180501-04

ADOPTING THE 2018 LOCAL ELECTION EQUIPMENT PLAN

FOR IMPLEMENTATION IN TODD COUNTY

WHEREAS, the Federal Government passed the Help America Vote Act (HAVA) to provide for equality and uniformity in the elective process, and;

WHEREAS, in 2006 the Federal Government provided funding for the purchase of electronic voting equipment to each State to assist its Cities and Townships in compliance with the Help America Vote Act requirements, and;

WHEREAS, in 2006, Todd County drafted a Local Election Equipment Plan alongside its Cities and Townships which was approved by the Secretary of State’s Office and adopted by the Todd County Board of Commissioners, which depicted the relationships and responsibilities between the Cities/Townships and Todd County for the electronic voting equipment and its associated costs and;

WHEREAS, the Office of the Minnesota Secretary of State has solicited applications from jurisdictions for grants to purchase upgrades to the existing voting equipment technologies utilized statewide to which Todd County was awarded monies, and;

WHEREAS, the County Auditor-Treasurer has presented information to its Cities and Townships on November 1, 2017 of the upgrade possibility and the County Auditor-Treasurer’s proposal of purchase timeline, and;

WHEREAS, the County Auditor-Treasurer has presented equipment options and equipment plan update details to the Board of Commissioners and Municipalities during County Work sessions on November 7th and 21st, 2017, and;

WHEREAS, the County Auditor-Treasurer has researched all election equipment options certified in the State of Minnesota and has communicated such recommendation to the County Board, and;

WHEREAS, the County’s committed goal is to prepare its election system for future advancements in technology, and;

WHEREAS, in order for any changes in voting equipment technology to be implemented within Todd County, the Local Election Equipment Plan must be updated to reflect the equipment needs being utilized.

NOW, THEREFORE BE IT RESOLVED, that the Todd County Board of Commissioners hereby adopt the attached Local Election Equipment Plan which outlines the implementation and procedures regarding the use of Assistive Voting Devices, Precinct Count Tabulators and Electronic Roster Devices within Todd County Election Precincts and will be effective upon plan adoption.

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History:

Federal and State laws passed in 2002 and 2004 require that every polling location used in Minnesota for any federal, state or local election be equipped with an assistive voting technology machine that allows voters with disabilities the opportunity to cast their vote in private. Federal funding was provided in 2006 to assist in this effort. In addition, federal funding was made available in 2006 to upgrade the vote counting equipment used in polling places. In 2006, Todd County acquired and implemented assistive voting technology equipment for use in all precincts. In 2006, Todd County acquired and implemented precinct count machines as the vote counting system county-wide. The equipment was deployed for all federal and state elections beginning in 2006. The 2006 Local Election Equipment Plan was developed and adopted by the Todd County Board of Commissioners on March 13, 2006. The Equipment Plan’s purpose is to depict the relationships and responsibilities between the Cities/Townships and Todd County for the Assistive Voting Devices and Precinct Count Tabulators and their associated costs. Todd County’s vision at this time was to maintain uniformity in all Todd County Election Precincts.

Preface:

In 2017, The Secretary of State’s Office has announced a new Grant opportunity to assist in the replacement of the aging 2006 acquisitions along with assisting in the purchase of electronic roster devices. In an effort to carry on the 2006 vision of uniformity across all Todd County Precincts, the Todd County Auditor-Treasurer’s Office has communicated intent to upgrade the existing equipment to better serve the County’s Voters and Election Judges over a two year period timeframe to minimalize the budgetary impact on the County and its Municipalities. State law requires that before any funds are spent, the County, working with its cities and townships, must create and adopt a Local Election Equipment Plan. Due to the 2017 proposed upgrades of existing equipment, the Local Election Equipment Plan needs to be revised to incorporate all technologies utilized within Todd County. The local plan must contain at minimum the following items:

a) Procedures to implement assisted voting technology for use by disabled voters in each polling location; b) Determine who is responsible for the capital and operating costs not covered by grant money; and c) Outline how the grants provided for vote counting equipment upgrades will be spent.

Assistive Voting Technology Equipment (AutoMark) phasing to ExpressVote

In 2006, Todd County purchased one assistive voting technology machine for use by disabled voters for every polling place to be used beginning with the 2006 Primary Election. Federal funds were provided to the County to pay the initial purchase cost for this equipment. Any remaining assistive voting technology funds were utilized to fund operating costs for the machines, and other election equipment as permitted by Federal law and backup units. The County currently has 41 Election Precincts of which 10 precincts will be pooling equipment resources together where possible. Todd County also shared the cost with Wadena County in one of our

Local Election Equipment Plan

Election Machines included in this Plan: Assistive Voting Devices, Precinct Count Tabulators, & Electronic Roster Devices

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precincts. In 2006, Todd County purchased 37 assistive voting machines (Automarks) which included 2 backup machines. In 2019, Todd County will be implementing a County-Wide upgrade of the AutoMark machines to the ExpressVote machine as the assistive voting technology equipment. This upgrade is contingent upon the ExpressVote’s successful certification within the State of Minnesota. Todd County will remain diligent at searching for grant opportunities to fund this upgrade but will move forward with these purchases on time. Costs for the ExpressVote purchase and maintenance agreements will be as outlined for the AutoMark within this document. One of the backup units will be utilized for the Absentee Voting Precinct/Swanville City Precinct at the County Government Center. Maintenance agreements beyond the expiration of the original warranty shall be paid by each municipality, $400-$600 per year. If grant funds remain, they will be utilized for these agreements if permissible. The Municipalities will be responsible for the Software, and any other supplies and upkeep of the machine, additional machines, replacement of machines, upgrade of machines, and damage to machines. The County will provide storage of the assistive voting equipment as needed at the County facility with no charge to the municipalities. The County agrees to perform programming of the assistive voting equipment. Municipalities will continue to pay for a portion of ballot costs and a portion of programming costs through an annual fee to be determined in the County Fee Schedule. The County Elections Staff will be trained on the new equipment. The County Elections Staff will provide training to municipal clerks, head election judges, and any other election judges as deemed necessary. The municipalities will provide transportation for equipment and supplies to and from the polling places for Election Day activities. Transportation of the equipment for purposes of repair or maintenance shall be the responsibility of the County. The County shall be responsible for the execution and administration of all maintenance agreements or contracts. The municipalities will cover costs for maintenance of the equipment after the warranty period expires. The County will pay maintenance agreements on all backup units. The County shall make all repair requests on behalf of all the municipalities. If maintenance repair is needed on Election Day, the County will provide the transportation. If repair is needed outside of Election Day, the municipality will provide transportation of equipment. If a repair is not covered by the maintenance plan (due to misuse), it shall be the responsibility of the municipality to cover the repair costs. The County will insure the equipment while on site at the County. The municipalities are responsible for the equipment while it is in their facility. The serial numbers of each unit shall be registered in the County’s Fixed Asset System. Any costs associated with a school or any other election during an off-election period will be funded entirely by the governing entity conducting the election. For a school district, this will also include a rental fee for the use of the assisted voting equipment. Home-Todd County Schools will rent the equipment from the City the district’s polling locations are located within. (A flat rate of $500.00 per machine will be charged. Money will be receipted into a fund to help pay for maintenance and new equipment. $100-Maintenance, & $400-Capital Equipment.)

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Optical Scan Voting Equipment: DS200 Precinct Tabulators

In 2006, Todd County solidified within the local election equipment plan that each polling place within Todd County will utilize the same model and version of vote counting equipment. Utilizing 2006 Federal HAVA grant dollars, Todd County purchased 38 M100 Tabulator systems which included 4 backup units. In 2017, Todd County has proposed to update from the M100 Precinct Tabulator units to DS200 Precinct Tabulator units County-wide. The 2017 Grant opportunity has proposed at minimum a $1,699 grant per precinct to assist in this upgrade purchase. Todd County will utilize this grant opportunity to purchase 35 DS200 Precinct Tabulator units with corresponding Ballot Box units. Todd County will match funds for the purchase of 2 DS200 Precinct Tabulator units with corresponding Ballot Box units included in the total units above. Todd County has already purchased 1 DS200 Precinct Tabulator in 2016 for Absentee processing and agrees to continue to cover the maintenance costs therewith. Todd County has met with all Election Precincts and has received intent from the Municipalities of their willingness to participate and match funds for this equipment purchase. As part of this purchase agreement, the current M100 Precinct Tabulators & corresponding Ballot Box units will be traded in to their original source vendor (Elections Systems & Software). Todd County has elected to retain the transfer cases from the M100s for future use with the DS200 transportation needs. The Ballot Box portion of the DS200 precinct counter units will stay in each precinct. The Counting machine will be stored at the County facility. The programming, maintenance, repairs, and insurance are the same relationship as stated for the Assistive Voting Equipment above. Electronic Roster Device: PollPad Pollbooks

In 2017, Todd County is embracing the opportunity to pilot the use of electronic roster devices. The 2017 Grant opportunity has extended its ability to assist in the purchase of electronic roster devices. Todd County will utilize the 2017 grant opportunity to purchase at minimum 5 PollPad pollbooks with corresponding Stand and Printer units. Todd County will match funds for the purchase of the 2017 purchase of PollPad units and agrees to continue to cover the maintenance and software costs therewith. Todd County will work with select precincts in the pilot endeavor of the PollPad devices in 2018 to create a strong platform of knowledge for deploying Countywide in 2020. In 2020, Todd County will be implementing a County-Wide upgrade to the PollPad as the electronic roster device equipment. Costs for the PollPad purchase and maintenance agreements will be as outlined for the other equipment within this document. Any costs associated with a school or any other election during an off-election period will be funded entirely by the governing entity conducting the election. For a school district, this will also include a rental fee for the use of the PollPads. Home-Todd County Schools will rent the equipment from the County’s pool of available equipment. (A flat rate of $100.00 per machine will be charged. Money will be receipted into a fund to help pay for maintenance and new equipment. $50-Maintenance, & $50-Capital Equipment.) Conclusion:

Todd County’s committed goal is to prepare its election system for future advancements in technology including the purchase of the ExpressVote (replacement for the AutoMark) in 2019 and PollPad electronic roster devices county-wide by 2020.

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Todd County will continue to carry on the 2006 vision of maintaining uniformity of ALL Todd County Election Precincts. To that end, any municipalities that do not commit to this upgrade opportunity schedule will inevitably be faced with increased fees per election that the non-conforming equipment is utilized whether their jurisdiction has candidates/questions included with the election or not. In order to be prepared for the next technology upgrades, including the ExpressVote, precincts will also inevitably be faced with purchasing the corresponding technology at full cost or again face increased fees per election that the non-conforming equipment is continuing to be utilized whether their jurisdiction has candidates/questions included with the election or not. Todd County will be responsible to maintain and provide financial records of expenditures at a level of detail sufficient to meet Federal &/or State audit requirements for expenditures made using Grant Funds via the State of Minnesota or the Help America Vote Act. Certification:

I, Denise Gaida, Todd County Auditor-Treasurer, hereby certify that by adopting this Election Equipment Plan, which meets all requirements of Minnesota Law, will meet the Election Equipment needs for Todd County, Minnesota. _________________________________________ _______________________ Denise Gaida, Todd County Auditor-Treasurer Date

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TitleforAgenda(forpublication):MSCC‐ JointPowersAgreementDateofMeeting:May1,2018 Totaltimerequested:5min.DepartmentRequestingAction:Auditor‐TreasurerPresentingBoardAction/DiscussionatMeeting:DeniseGaidaBackground SupportingDocumentationenclosedToddCountyhasbeenamemberofandsupportedthejointeffortsoftheMid‐StateComputerCooperativesincethemid‐1990s.TheMid‐Stateteamhasresearchedandarestrivingtocreatealegaljointpowersentitytocontinuetoworktogethertonegotiateinformationtechnologycontractsandthesharingoftechnologyresources.TheCountyDepartmentswhoutilizethesetechnologiessupportcontinuinginthisjointpowerventure.TheattachedagreementhasreceivedfavorablereviewbytheToddCountyAttorney. Options SupportingDocumentationenclosed Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:toapprovetheadoptionofthe2018Mid‐StateComputerCollaborativeJointPowersAgreement.FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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1

Mid-State Computer Collaborative Joint Powers Agreement

I. INTRODUCTION

This Joint Powers Agreement (“JPA”) made and entered into this ______ day of

__________, 2018, between the Counties of Big Stone, Cottonwood, Douglas, Grant, Kandiyohi,

Lake of the Woods, Lincoln, Lyon, Mahnomen, Marshall, Meeker, Mille Lacs, Murray, Nobles,

Norman, Pipestone, Pope, Red Lake, Redwood, Renville, Rock, Steele, Stevens, Swift, Todd,

Traverse, Wadena, Wilkin, Yellow Medicine (“Party” or “Parties”). This agreement is entered

into pursuant to Minnesota Statute §471.59.

HISTORY AND BACKGROUND

Most of the Parties to this JPA have been working together for many years, and in some

instances for over three decades, beginning in the 1980s, to collaborate on common technology

issues, including data processing software and joint efforts to negotiate contracts beneficial to all

participants. The original name for the entity was “Mid-State Computer Cooperative.”

Originally, when these counties started working together Stevens County had a computer

programmer employee who provided computer programming services that other participating

counties thought would be beneficial to their counties. Stevens County contracted with those

counties to provide services. On May 3rd, 1984 the first meeting of Mid-State was conducted.

During the early 1990s the Stevens County programmer left employment with Stevens

County and started Computer Professionals Unlimited Incorporated (hereinafter “CPUI”. CPUI

began providing computer database software services to the Mid-State participating counties.

None of the Joint Powers Agreements from the 1990s between the various counties

actually created an entity called Mid-State. Mid-State operated under By-Laws that were

apparently updated from time to time. Mid-State’s By-Laws were last revised on June 23, 2004.

However, the by-laws were created for a non-existent entity since no joint powers agreement

creating Mid-State was ever executed. This agreement seeks to remedy that oversight.

Also, the name of Mid-State Computer Cooperative is not a legal name. The term

“Cooperative” can only be used by entities that meet the criteria under Chapter 308A of the

Minnesota Statutes and cooperatives must follow the rules of that Chapter. Continued use of the

term “Cooperative” in the title of the entity would be illegal. The Parties intend to create a legal

joint powers entity.

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The Parties desire to continue to work together to negotiate information technology

contracts and share technology resources.

The Parties agree that all obligations as stated or implied in this agreement shall be

interpreted in light of and consistently with governing state and federal laws;

NOW, THEREFORE, in consideration of the conveyance and mutual agreements

combined herein and pursuant to the foregoing, and to Minn. Stat. § 471.59, the Parties do

hereby establish the Mid-State Computer Collaborative Joint Powers Board which will be known

as Mid-State Computer Collaborative (“MSCC”), having the composition, powers, and duties

provided in this Agreement as follows:

II. PURPOSE

The purpose of the agreement is to provide an organization through which the Parties

may jointly provide for the following:

1. The sharing of costs of computer software and hardware and other information

technology.

2. Jointly negotiate contracts with vendors of products and services.

3. Create an entity capable of owning technology and software licenses on behalf of all

of the parties.

III. COMPOSITION

Legal authority of the Collaborative shall be exercised by the Joint Powers Board,

hereinafter referred to as the "Board". Each Party shall have one board member. At the outset of

this agreement all Parties are counties and the technology at issue primarily benefits the Auditor

and Treasurer offices or similar offices of each Party. Therefore, the lead official from those

offices shall be the board member from each Party by default unless the governing board of the

Party appoints someone else to represent that Party.

All members of the Board shall serve without compensation.

The Board shall elect from its membership a chairperson and such other officers as it

deems necessary for the conduct of its affairs.

Each party participating in this Agreement shall have one vote in the determination of

issues. Decisions will be carried if they have a simple majority. A quorum is necessary to

conduct business that requires a formal vote. A quorum will constitute a simple majority of the

members of the Board.

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The Board shall meet at such times or intervals as the Board thinks necessary to conduct

the business of the Collaborative. The Board agrees to set the meeting schedule far enough in

advance, and at times and places that are convenient to all representatives of the Board.

It is expected that Board representatives will participate regularly in board meetings. The

number of permissible absences and the manner in which excessive absences shall be dealt with

as determined by the Board.

All meetings of the Board shall be conducted in a manner consistent with the Minnesota

Open Meeting Law, Minn. Stat. Ch. 13D, and amendments thereto.

Board proceedings will be conducted according to the by-laws as determined by the

Board, or pursuant to Roberts Rules of Order and consistent with this agreement.

IV. ADMINISTRATION

The Board shall create by-laws to govern this joint powers entity. To the extent that the

by-laws are inconsistent with this agreement, this agreement governs. The By-Laws for “Mid-

State Computer Cooperative” last revised on June 23, 2004 are adopted through this agreement

and shall remain in effect until they are amended or replaced by the Board.

V. POWERS AND RESPONSIBILITIES

The Board, by and through its chosen administrative structure, shall have the following

powers:

1. Negotiate pricing and terms of technology and software contracts and agreements

on behalf of all Parties.

2. The Board shall have the power to enter into and execute contracts and

agreements.

3. MSCC may own on behalf of all of the parties shared technology and software

licenses. In the event a contract states that MSCC is the owner, the property

belongs to MSCC and not each individual Party.

Vl. COST SHARING AND FUNDS

The Parties to this agreement shall pay dues as set by the Board to administer this joint

powers entity. The by-laws shall set out the terms of how the dues are paid and where they are

collected. The purpose of the dues are for administrative costs of the organization.

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VII. CONFLICT OF INTEREST

A Board member may not participate in, or vote on, a decision of the Board relating to an

organization in which the member has a direct personal financial interest. While serving on the

board, a person shall avoid a potential conflict of interest. A conflict of interest exists when a

Board member has a personal financial interest in a decision made by the Board.

The Board has final authority on determining a conflict of interest.

VIII. DATA PRACTICES AND PROCEDURES

The Board shall establish data practices that conform to state and federal statutes and

rules requiring data particularly the collection, creation, receipt, maintenance or dissemination of

private data on individuals as defined and regulated by the Minnesota Government Data

Practices Act, Minn. Stat. Ch. 13 and or any other applicable state or federal laws.

IX. AMENDMENTS

This agreement may be amended only by the agreement of all mandated parties. Once

approved by all mandated parties, notice of any proposed amendment must be provided to all

parties at least 30 days prior to the effective date of the proposed amendment.

Additions to the membership of the Collaborative will be viewed as powers of the Board

and will not follow the above procedure. Voting rights of new members shall be determined by

the Board. Any new members will sign a signature page indicating their agreement to comply

with and be fully obligated and bound by the terms of this Agreement and all applicable federal

and state laws.

X. WITHDRAWAL/TERMINATION

Any party shall have the right to withdraw from this Agreement and Board hereby

created in the following manner:

A. Notice of intent to withdraw shall be given in writing to all parties. The party

withdrawing shall pass a resolution declaring its intent to withdraw effective on a specified date,

which date shall not be less than ninety (90) days from the day of the resolution and shall send a

certified copy of such resolution to the chairperson of the Board not less than ninety (90) days

before the effective date of withdrawal. The certified copy of such resolution shall be provided to

the Chairperson of the Board.

B. Upon receipt of the resolution of a withdrawal, the Chairperson of the Board shall

mail copies of the resolution to all Joint Powers appointees to the Board.

C. Where a party exercises its option to withdraw under the terms of this Agreement,

no fiscal liability shall accrue for the subsequent quarter unless the resolution declaring its

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withdrawal is sent later than the first day of the last month in the quarter, in which case fiscal

liability will be limited to that accruing within sixty (60) days of the notice declaring its

withdrawal.

D. The withdrawing party shall not be entitled to a refund of monies paid to the

Board prior to the effective date of withdrawal.

E. Notwithstanding the parties' authority to withdraw, this Agreement and the Board

created hereby shall continue in force until all remaining Parties mutually agree to terminate or

revise this Agreement by joint resolution.

F. After the effective date of termination, the Board shall continue to exist for the

limited purpose of discharging the Board's debts and liabilities, settling its affairs, and disposing

of its property and surplus monies, if any.

Xl. DISPOSAL OF SURPLUS FUNDS AND PROPERTY UPON TERMINATION

Upon termination of this Agreement, all personal and real property held by or in the name

of the Collaborative will be distributed by resolution of the Board in accordance with law in a

manner to best accomplish the continuing purposes of the Collaborative. As provided by law,

any surplus monies will be returned to the Parties in proportion to contributions of the parties

after the purposes of the Agreement has been completed.

Xll. INDEMNIFICATION

Each Party shall be liable for its own acts and the acts of its representatives to the extent

provided by law and hereby agrees to indemnify, hold harmless, and defend each other, its

officers, employees and volunteers against any and all liability, loss, costs, damages, expenses,

claims or actions, including attorney's fees which the other, its officers, employees and

volunteers may hereinafter sustain, incur or be required to pay, arising out of or by reason of any

act or omission of the Party, its agents, servants, employees or volunteers, in the execution,

performance, or failure to adequately perform its obligation pursuant to this Agreement.

XlII. SEVERABILITY

The provisions of this Agreement are severable. If any section, paragraph, subdivision,

sentence, clause, or phrase of the Agreement is held to be contrary to law, rule, or regulation

having the force and effect of law, such decision shall not affect the remaining portions of this

Agreement.

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XIV. EXECUTION OF AGREEMENT

The signature page(s) to this agreement shall contain signature blocks for the board

chairman and clerk of each county. It shall reference the name of this agreement and the date of

the agreement. Each Party may sign a separate copy of the signature page and it shall be

deemed valid. An original signature page shall be sent to the current MSCC Chair and it will be

made part of the permanent records of the MSCC Board.

XV. TERM OF AGREEMENT

The term of this Agreement is for the period of time from the effective date until

terminated as provided herein. This Agreement shall be effective on the _____ day of

______________, 2018 .

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This is the signature page for the Mid-State Computer Collaborative Joint Powers Agreement

dated ________________, 2018.

_______________________________ __________________________________

Randy Neumann Date Attest: Denise Gaida

Todd County Board Chair Todd County Clerk to the Board

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TitleforAgenda(forpublication):MSCC‐CPUIContractRatificationDateofMeeting:May1,2018 Totaltimerequested:5min.DepartmentRequestingAction:Auditor‐TreasurerPresentingBoardAction/DiscussionatMeeting:DeniseGaidaBackground SupportingDocumentationenclosedToddCountyisavotingmemberwithintheMid‐StateComputerCollaborative.MSCChasrecentlyupdatedtheMasterAgreementwithComputerProfessionalsUnlimited,Inc.forsupport,maintenance,andcomputerprogrammingandtechnicalassistanceforSoftwareSystemstowhichToddCountysubscribes.Asamembercounty,ToddCountymustratifytheattachedMasterAgreementtocontinuewithourserviceagreements.ThisdocumenthasreceivedfavorablereviewbytheToddCountyAttorney.Options SupportingDocumentationenclosed Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:toratifytheMasterAgreementtoprovideprofessionalservicesbetweenMid‐StateComputerCollaborativeandComputerProfessionalsUnlimited,Inc. FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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TitleforAgenda(forpublication):TaxForfeitedAdjacentOwnerSale ‐ LandLocatedinVillardTownshipDateofMeeting:May1,2018 Totaltimerequested:5minDepartmentRequestingAction:Auditor/TreasurerPresentingBoardAction/DiscussionatMeeting:DeniseGaidaBackground SupportingDocumentationenclosedParcel25‐0024301wasforfeitedtotheStateofMinnesotafordelinquentbacktaxes.Thisisalandlocked parcelthatwasoriginallypartoftheMotleyPublicCemetery.Thisparcel'sdescriptionwasleftoffalegalyearsago.Options SupportingDocumentationenclosed Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:ToapprovetheattachedresolutionfortheTaxForfeitedAdjacentOwnerSaletotheMotleyPublicCemetery.FinancialImplications:$0 CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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RESOLUTION FOR AN ADJACENT OWNER SALE OF A TAX FORFEITED PARCEL IN VILLARD TOWNSHIP

WHEREAS, Parcel 25-0024301 Sect – 24 Twp – 133 Rang – 32 Part of Govt Lot 1 Desc as: Comm at N Qtr cor of Sec 24, E 961.90 Ft, E 342 Ft to PT of beg; Thence S to Long Prairie River, NE-rly along river to N line of Govt Lot 1 W to beg ex N 44 Ft for Cemetery, has forfeit to the State for nonpayment of property taxes, and;

WHEREAS, this Adjacent Owner Sale is to achieve the best use of a Tax Forfeited parcel by adding it to its adjoining parcel, and;

WHEREAS, the county has been notified that there are possible burial sites on this parcel.

NOW THEREFORE BE IT RESOLVED, that the Todd County Board of Commissioners approves the adjacent owner sale of parcel 25-0024301 to the Motley Public Cemetery for the amount of $1.00.

BE IT FURTHER RESOLVED, that the terms of sale are as follows: All property is sold for cash only, full payment is due on the date of sale; A charge of $25.00 will be made for each State Deed issued; A charge of $46.00 will be made to record the State Deed; State Deed Tax on the amount of purchase will be collected (0.0033 x purchase price); and a 3% Assurance Fund charge will be made (as per Minnesota Statutes 284.28, Subd. 8). Only persons allowed to bid are adjacent owners.

BE IT FURTHER RESOLVED, that the right is reserved by Todd County, in the interest of the public, to cancel this sale at any time prior to its sale.

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PARCEL #

Legal Description:

PURCHASER:

CO-OWNER:

PHONE #:

SS#/TAX ID #

CO-OWNER SS#

OWNERSHIP TYPE (CHECK ONE) :X Single

Co-Ownership: joint tenancyCo-Ownership: tenancy in commonCo-Ownership: other

PROPOSED USE OF PROPERTY:

Basic Sale Price 1.00$ 3% Surcharge 0.03$ State Deed Tax ($3.30/k) 1.65$ State Deed Fee 25.00$ Deed Recording Fee 46.00$ Well Certificate ($50/prcl) -$ County Administrative Fee -$ TOTAL DUE UPON SALE: 73.68$

X

X

DATE:

(Print 3 Copies)

TODD COUNTYTAX FORFEITURE SALE RECEIPT

25-0024301

SECT-24 TWP-133 RANG-32 PART OF GOVT LOT 1 DESC AS: COMM AT N QTR COR OF SEC 24, E 961.90 FT, E 342 FT TO PT OF BEG; THENCE S TO

LONG PRAIRIE RIVER, NE-RLY ALONG RIVER TO N LINE OF GOVT LOT 1 W TO BEG EX N 44 FT FOR CEMETERY(25-4000300) .25 ACRES

Motley Public Cemetery

MAILINGADDRESS:

Po Box 175

Motley MN 56466

(CRV to be completed on sales over $1,000)

Purchaser's Signature

Denise Gaida, Auditor-Treasurer - By: (Deputy Signature)

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TitleforAgenda(forpublication):2017AuditYearPresentationDateofMeeting:May1,2018 Totaltimerequested:15MinutesDepartmentRequestingAction:Auditor‐Treasurer/CliftonLarsonAllenPresentingBoardAction/DiscussionatMeeting:DougHost,CPA,PrincipalBackground SupportingDocumentationenclosedTheAuditoftheYearEndingDecember31,2017isnowcompleteandareportofthefindingswillbepresentedfortheCountyBoard'sreview. Options SupportingDocumentationenclosed Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion: FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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WEALTH ADVISORY | OUTSOURCING | AUDIT, TAX, AND CONSULTING

Investment advisory services are offered through CliftonLarsonAllen Wealth Advisors, LLC, an SEC-registered investment advisor

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Todd County, MinnesotaPresentation: Exit Conference - Year Ending December Audit 31, 2017

Tuesday, May 1, 2018

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Agenda

• Introduction

• Required Communications

• Internal Controls

• Minnesota Legal Compliance

• Financial Results

• Key Issues/Summary

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Required Communications

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Required Communications

• See separate letter for communications required by

various Statements on Auditing Standards

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Internal Controls

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Internal Controls

Material Weaknesses – deficiencies in internal control such that there is a reasonable possibility that a material misstatement would not be prevented or detected and corrected on a timely basis

� Segregation of Duties

� Audit Adjustments

� Controls Over Financial Reporting

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Internal Control Findings (Continued)

Significant Deficiencies - deficiencies in internal control that are less severe than material weaknesses, yet important enough to merit attention by those charged with governance

� None

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Minnesota Legal Compliance

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Minnesota Legal Compliance

Auditors performed tests of County compliance and completed a 25 page

check list related to procedures/guidelines required to be tested by the

Minnesota Office of the State Auditor

2017 Finding:

� Claims and Disbursements (the County paid 3 of the 40 tested after the 35 day statutory required timeframe)

� Claims and Disbursements (the County did not have plans containing the following policy controls: annual delegation of authority, certified copy of delegation at the bank, identification of the initiator, written confirmation, and a listing of EFT’s submitted to the Board)

� Deposits and Investments (the County has not had their depositories designated by the County Board)

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Federal Single Audit

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Federal Single Audit

CLA audited Medical Assistance and Highway Planning &

Construction grants

� Income Maintenance Random Moment Studies Employee listings did

not match the MN Dept of Human Services Employee Listing

� Medical Assistance had 1 out of 40 casefiles tested without

documentation of an annual renewal application while receiving

benefits

� Medical Assistance requires the County to be reviewing and

documenting the review over the LCTS reports for accuracy

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Financial Results

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Months of Expenditures in Governmental Fund Balances

• Graph includes all County

funds except Solid Waste

• MN Office of the State

Auditor recommends a

minimum of 5 months

• Unrestricted Fund Balance

as a percentage of

revenues has ranged from

25% to 37% in past 8

years, with 2017 being

37% (state recommends

35%-50%)

Financial Results

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Revenues – All Governmental Funds

Financial Results

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$-

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

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Revenue Types

2012

2013

2014

2015

2016

2017

2012 2013 2014 2015 2016 2017

Taxes and Specials 11,891,294$ 11,854,211$ 11,794,732$ 13,519,190$ 14,757,426$ 15,685,179$

Licenses and Permits 130,772 138,553 147,685 136,217 179,181 174,257

Intergovernmental 20,125,850 11,016,307 13,587,369 11,577,898 13,923,481 13,968,313

Charges for Services 2,390,449 2,420,614 2,323,285 2,747,412 2,773,066 2,624,378

Interest on Investments 67,255 60,857 45,538 56,694 65,775 86,204

Miscellaneous 1,522,283 1,216,597 1,354,896 1,204,492 1,251,634 2,124,300

Total 36,127,903$ 26,707,139$ 29,253,505$ 29,241,903$ 32,950,563$ 34,662,631$

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Expenditures – All Governmental Funds

Financial Results

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$0

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

$14,000,000

$16,000,000

Dolla

rs

Expenditure Function

2012

2013

2014

2015

2016

2017

2012 2013 2014 2015 2016 2017

General Government 6,329,753$ 4,191,179$ 4,760,422$ 4,695,451$ 4,609,987$ 5,801,930$

Public Safety 4,304,352 3,912,257 3,883,992 3,936,978 3,996,547 4,336,781

Highways and Streets 16,820,687 6,877,534 7,141,686 6,647,099 9,259,259 9,516,159

Human Services 6,956,433 8,472,032 8,337,278 7,384,494 8,051,534 8,452,093

Health 2,698,044 2,832,530 2,797,366 2,848,914 2,695,838 2,848,737

Culture and Recreation 321,753 323,241 337,551 350,179 406,736 399,843

Conservation of Natural Resources 516,065 763,460 806,214 881,197 1,067,520 1,169,756

Economic Development 86,010 88,654 548,159 79,385 76,006 71,711

Principal 494,853 410,000 1,458,578 473,229 543,997 540,355

Interest & Fees 242,417 236,698 192,187 156,985 338,892 87,461

Total 38,770,367$ 28,107,585$ 30,263,433$ 27,453,911$ 31,046,316$ 33,224,826$

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General Fund Revenues & Expenditures

• Revenues in excess

of expenditures for

2016, causing Fund

Balance to increase

$2,203,185

• General Fund has

more than 6 months

of expenditures in

available Fund

Balance

Financial Results

16

2012 2013 2014 2015 2016 2017

Revenues 12,143,618$ 8,873,954$ 9,614,773$ 10,605,943$ 12,449,335$ 12,711,177$

Expenditures 11,433,452 9,580,395 10,278,253 9,865,741 10,146,574 11,225,427

Months Expenditures

in Fund Balance 3.77 2.88 1.90 2.84 5.30 6.70

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Road & Bridge Fund Revenues & Expenditures

• Significant

fluctuations in

revenues and

expenditures due to

projects in each year

• Revenues exceed

expenditures in all

years presented

except for 2012

• 2017 Fund Balance

decreased by

$323,462

Financial Results

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2012 2013 2014 2015 2016 2017

Revenues 13,456,962$ 6,965,865$ 7,691,998$ 6,811,663$ 9,442,678$ 9,859,693$

Expenditures 14,962,647 6,502,791 7,141,686 6,647,099 9,259,259 9,516,159

Months Expenditures

in Fund Balance 0.84 2.76 3.49 4.14 3.37 2.93

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Social Services Fund Revenues & Expenditures

• Revenues in excess of

expenditures for all

years presented except

2013, 2016, and 2017

• At 12/31/17, there was

approximately 4.1

months of

expenditures in Fund

Balance

Financial Results

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2012 2013 2014 2015 2016 2017

Revenues 7,174,565$ 7,115,470$ 8,159,140$ 7,979,735$ 7,276,829$ 8,023,120$

Expenditures 6,689,939 7,179,364 7,703,691 7,216,480 7,838,635 8,230,440

Months Expenditures

in Fund Balance 5.44 4.20 4.63 6.04 4.70 4.14

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Community Health Fund Revenues & Expenditures

• Current year

revenues exceeded

expenditures, causing

Fund Balance to

increase

• Fund Balance levels

are at State Auditor’s

recommended

minimum levels

Financial Results

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2012 2013 2014 2015 2016 2017

Revenues 2,600,238$ 2,764,595$ 2,863,496$ 2,929,224$ 2,827,407$ 2,946,227$

Expenditures 2,698,044 2,832,530 2,797,366 2,848,914 2,695,838 2,848,737

Months Expenditures

in Fund Balance 5.26 4.72 5.03 5.32 6.20 6.28

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Solid Waste Fund Operations

• Reported Net Position

increase in each of

previous 4 years

• Current year Net

Position increased by

$175,798

Financial Results

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2012 2013 2014 2015 2016 2017

Operating Revenues 1,423,484$ 1,488,998$ 1,557,958$ 1,657,419$ 1,860,402$ 2,055,713$

Operating Expenses 1,551,324 1,552,304 1,564,909 1,625,651 1,827,226 1,977,659

Operating Revenue/(Loss) (127,840) (63,306) (6,951) 31,768 33,176 78,054

Net Change in Net Position (64,811) (300,531) 104,914 113,448 347,025 175,798

Months Expenses

in Net Position 9.12 7.18 7.84 6.85 8.37 8.14

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Key Issues/Summary

• Financial stability

– General Fund’s Fund Balance as of year-end is right at OSA

recommended minimum level but is trending upward

– Public Works’ Fund Balance is near the minimum State Auditor’s

recommended Fund Balance levels, but receives state aid on a

different timetable than the General Fund

– Social Services Fund relatively stable over past 6 years

– Community Health Fund is above the minimum State Auditor’s

recommended Fund Balance level

– Solid Waste Fund shows a 11% increase in Net Position over 2016

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Key Issues/Summary (Continued)

• Overall Summary

– $350,000 capital lease obligation added in 2017 for

Motorola Microwave Radio

– Just a reminder to periodically review segregation of

duties structures for potential enhancements

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Thank you to all for allowing us to serve you!

Contact Information:

Doug Host, CPA

218-825-2948

[email protected]

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TitleforAgenda(forpublication):NJPA‐RegionVGrantDateofMeeting:May1,2018 Totaltimerequested:5min.DepartmentRequestingAction:VeteransServicesPresentingBoardAction/DiscussionatMeeting:PeteBerscheitBackground SupportingDocumentationenclosedTheVeteransServiceOfficersofTodd,Wadena,Cass,CrowWing,andMorrisonCountiesarejointlyrequestingagrantfromNJPAforprojectswithinRegionV.TheToddCountyVeteransServiceOfficeisseekingapprovaltoapplyforthegrantwiththeneighboringcountiesandalsoactasthegrant'sfiscalagent. Options SupportingDocumentationenclosed Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:toapprovetheattachedresolutionapprovingToddCountytoapplyfortheNJPAGrantandallowToddCountytoactasthegrant'sfiscalagentifawarded. FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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RESOLUTION OF TODD COUNTY

WHEREAS, The Veteran Service Officers of Todd, Wadena, Cass, Crow Wing and Morrison Counties are jointly requesting a grant from the National Joint Powers Alliance (NJPA) for much needed projects within Region 5, and;

WHEREAS, The Todd County Veteran Service Office is willing to serve as the fiscal agent for this grant.

NOW, THEREFORE BE IT RESOLVED, by The Todd County MN Board, that the County approves of and supports the projects proposed by the Region 5 Veteran Service Officers.

BE IT FURTHER RESOLVED, by the Todd County Board, that Todd County will serve as the fiscal agent for the funds to pass to the various organizations in the Counties of Region 5. WHEREUPON the above resolution was adopted at the regular meeting of the Todd County Board this First day of May 2018.

_____________________________ Randy Neumann, Chairperson 1 May 2018 Authorized Signature and Title Date

STATE OF MINNESOTA

TODD COUNTY

I, Denise Gaida, do hereby certify that I am the custodian of the minutes of all proceedings had and held by the County Board of said Todd County, that I have compared the above resolution with the original passed and adopted by the County Board of said Todd County at a regular meeting thereof held on the twentieth day of March, 2018 at Long Prairie, MN, that the above constitutes a true and correct copy thereof, that the same has not been amended or rescinded and is in full force and effect.

IN WITNESS WHEREOF, I have hereunto placed my hand and signature this 1st day of May, 2018, and have hereunto affixed the seal of the County.

_________________________________ Authorized Signature and Title (SEAL)

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TitleforAgenda(forpublication):Abatement‐37‐0009600DateofMeeting:5/1/18 Totaltimerequested:5min.DepartmentRequestingAction:AssessorPresentingBoardAction/DiscussionatMeeting:ChrisOddenBackground SupportingDocumentationenclosedMr.Landis'parcelwasreclassifiedfromresidentialhomesteadtoresidentialnon‐homesteadforthe2017assessment,taxespayablein2018.ThischangewasmadeafterCountytruth‐in‐taxationstatementswerereturnedas"unabletoforward"bythepostoffice.Assessorstaffattemptedtomaila2ndtimeandattemptedtocallMr.Landispriortoremovinghomestead.Mr.Landiswassenttwomorenotificationsofthischangein2017.HelaterstatedthathedoesnotreadtheestimatesorproposedtaxesfromtheCounty.Mr.LandisisnowrequestingthattheCountyBoardretroactivelyreinstatehishomesteadforthe2017assessment,taxespayablein2018. Options SupportingDocumentationenclosed1)Approveabatementrequest.2)Denyabatement.Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:1 Approveabatementrequest. FinancialImplications:$506 CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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TitleforAgenda(forpublication):Abatement‐IdlewildeResortDateofMeeting:5/1/18 Totaltimerequested:10min.DepartmentRequestingAction:AssessorPresentingBoardAction/DiscussionatMeeting:ChrisOddenBackground SupportingDocumentationenclosedRealestateownedbySJLeighCorporation dbaIdlewilde Resort wasreclassifiedfromSeasonalResorttoCommercial.Thischangewasmadeforthe2017assessment,taxespayablein2018becausetheAssessor'sOfficedidnotreceivetheannuallyrequiredfinancialinformationfromtheowner.Assessor'sstaffcontactedMr.Leighthrumailingsandphoneconversationspriortomakingthisclassificationchange.Additionalmailingsweresentafterthefact.PropertyownersthatwereeffectedbythischangearerequestingtheToddCountyBoardofCommissionerstoretroactivlyclassifytheseparcelsasSeasonalResort.Options SupportingDocumentationenclosed1)Approveabatementrequestaspresented.2)Denyabatementrequest.Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:1 Approveabatementrequest. FinancialImplications:$19,096 CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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Parcel Owner Current 2018 Tax Abated 2018 Tax Difference37-0020100 SJ Leigh $3,510 $760 $2,750

37-0020400 SJ Leigh $14,614 $6,286 $8,328

37-0020000 Steinbrecher $9,022 $2,146 $6,876

37-0020200 Schofield $1,480 $342 $1,138

Total $28,626 $9,534 $19,092

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TitleforAgenda(forpublication):PublicWorksMaintenanceDivision‐ LeadpersonPromotionDateofMeeting:05/01/2018 Totaltimerequested: 5minutesDepartmentRequestingAction:PublicWorksPresentingBoardAction/DiscussionatMeeting: LorenFellbaum,CountyEngineer Background SupportingDocumentationenclosedInanefforttoincreaseefficiencyandoveralleffectivenessofthePublicWorksMaintenanceDivision,amid‐levelsupervisorypositionhasbeenconsideredtobeaddedtotheorganizationalchart.ThispositionwouldhavethetitleofLeadpersonandwoulddirectlyreporttotheMaintenanceForeman.ThispositionwouldassisttheForemaninthedailyfunctionsoftheMaintenanceDivision,whichwouldbemostbeneficialsincethereare15HeavyEquipmentOperatorsspreadthroughoutthreedifferentmaintenanceshopsintheCounty.TheLeadpersonJobDescriptionwassubmittedtoSpringstedforreview/gradedeterminationandSpringsteddeterminedthatthispositionbeplacedonthecurrentToddCountyPayGridatGrade9.Theinternaljobpostingandinterviewprocesstofillthispositionwasapprovedatthe02/06/2018BoardMeeting.FourinternalcandidateswereinterviewedandtheinterviewcommitteerecommendsthatLinusKovalfillthispositionpertheToddCountyPersonnelHandback(4%payincreaseandplacementatthenexthigheststep).HoweveritisbeendeterminedthatfollowingthepolicywillplaceLinusKovalatapayratethathishigherthantheMaintenanceForeman’scurrentpayrate,thereforeaone‐stepadjustmenttotheMaintenanceForeman’spayrateshouldbemadetomaintainanappropriatepayseparation.Options SupportingDocumentationenclosed#1ApprovethepromotionofLinusKovaltotheLeadpersonpositionataGrade9,Step8($28.21/hour)andadjustthepayrateoftheMaintenanceForemanonesteptoaGrade11,Step5($29.00/hour)withbothoftheseadjustmentsbeingeffectivethefirstfullpayrollweekafterJuly1st,2018.#2ApprovethepromotionofLinusKovaltotheLeadpersonpositionataGrade9,Step8($28.11/hour)withthisadjustmentbeingeffectivethefirstfullpayrollweekafterJuly1st,2018.#3DonotfilltheLeadpersonPositionatthistime.Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:ApprovethepromotionofLinusKovaltotheLeadpersonpositionataGrade9,Step8($28.21/hour)andadjustthepayrateoftheMaintenanceForemanonesteptoaGrade11,Step5($29.00/hour)withbothoftheseadjustmentsbeingeffectivethefirstfullpayrollweekafterJuly1st,2018.FinancialImplications:$3,820.22forFY2018

Comments

FundingSource:RoadandBridge Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher Kircher

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TitleforAgenda(forpublication):ApprovaltoPurchasePavementPatching TrailerDateofMeeting:05/01/2018 Totaltimerequested: 5minutesDepartmentRequestingAction:PublicWorksPresentingBoardAction/DiscussionatMeeting: LorenFellbaum,CountyEngineer Background SupportingDocumentationenclosedThePublicWorksDepartmentisrequestingapprovaltopurchaseone pavementpatchingtrailerfromSteppMaufacturingCompany,Inc.(seeattachedquote)for$27,134.00Options SupportingDocumentationenclosed#1ApprovepurchaseofpavementpatchingtrailerfromSteppManufacturingCompany,Inc.for$27,134.00.#2Donotapprovepurchaseofpavementpatchtrailer.Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:ApprovepurchaseofpavementpatchingtrailerfromSteppManufacturingCompany,Inc.for$27,134.00.FinancialImplications:$27,134.00 CommentsFundingSource:RoadandBridge Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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TO Paul Siegle COMPANY Todd County

PHONE/FAX ADDRESS

EMAIL [email protected] CITY/STATE/ZIP

DATE EARLIEST SHIP

2/23/2018 TBD

ITEM # QTY UNIT TOTAL LINE TOTAL

SPHD-3.0 Stepp Dump Style Premix Heater 3.0cy 4ton 1 29,695.00$ 29,695.00$

1 1,939.00$ 1,939.00$

1 0.00 0.00

1 0.00 0.00

1 0.00 0.00

Subtotal 31,634.00$

0 % Dealer Discount -$

0 % Demo Discount -$

% Mult-Unit Disc. -$

% Tax -$

Marathon Trade in 4,500.00

Total Due 27,134.00$

Electric Overnight Heat 110V 1500W

2 Light Sysgtem

Electric Brakes

2 Year Warranty

Stepp Manufacturing Co., Inc. 12325 River Road North Branch MN 55056 Ph: 651-674-4491 Fx: 651-674-4221

FOB

Factory

DESCRIPTION

SALES REPRESENTATIVE

Carl Abbott

QUOTE [email protected] / VP Sales

[email protected] / Sales Coord [email protected] / East Coast Rep

[email protected] / Midwest Repwww.steppmfg.com

We are pleased to submit the above quote for your consideration. Should you place an order, be assured it will receive our prompt attention. Price does not include local, state, or federal tax unless otherwise noted.*Please note: This quote is valid for 60 days from the above date.

There after it is subject to change.

THANK YOU FOR YOUR BUSINESS!

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mailto:[email protected]

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TitleforAgenda(forpublication):GrantAgreement#1030528(SAP077‐622‐013&SAP077‐597‐005)DateofMeeting:05/01/2018 Totaltimerequested: 5minutesDepartmentRequestingAction:PublicWorksPresentingBoardAction/DiscussionatMeeting: LorenFellbaum,ToddCountyEngineerBackground SupportingDocumentationenclosedTheattachedMnDOTAgreement#1030528providesforStateBridgeBondFundsforthereplacementofBridge77J92underSAP077‐622‐013andforthereplacementofBridge77J90underSAP077‐597‐005.Theseprojectsarepartofthe2018CityofEagleBendStreetandUtilityReconstructionProject.Options SupportingDocumentationenclosed#1ApproveattachedresolutionandMnDOTAgreement#1030528.#2DonotapproveattachedresolutionandMnDOTAgreement#1030528.Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:ApproveattachedresolutionandMnDOTAgreement#1030528.FinancialImplications:$224,751.20 CommentsFundingSource:StateBridgeBondFunds

Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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Exhibit E for Grant Agreement to State Transportation Fund Local Bridge Replacement Program – Grant Terms and Conditions

SAP 077-622-013 & SAP 077-597-005 WHEREAS, Todd County has applied to the Commissioner of Transportation for a grant from the Minnesota State Transportation Fund for construction of Bridge #77J92 and Bridge #77J90 , and;

WHEREAS, the Commissioner of Transportation has given notice that funding for this bridge is available, and;

WHEREAS, the amount of the grant has been determined to be $89,036.50 for Bridge #77J92 (SAP 077-622-013) and $135,714.70 for Bridge #77J90 (SAP 077-597-005) by reason of the lowest responsible bid.

NOW, THEREFORE BE IT RESOLVED, that Todd County does hereby agree to the terms and conditions of the grant consistent with Minnesota Statutes, section 174.50, subdivision 5, clause (3), and will pay any additional amount by which the cost exceeds the estimate, and will return to the Minnesota State Transportation Fund any amount appropriated for the bridge but not required. The County Board Chairman and the Todd County Auditor/Treasurer are authorized to execute a grant agreement with the Commissioner of Transportation concerning the above-referenced grant.

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State Aid for Local Transportation

395 John Ireland Blvd., MS 215 St. Paul, MN 55155

An equal opportunity employer

April 20, 2018 Loren Fellbaum Todd County Engineer Re: SAP 077-622-013 & 077-597-005 Corrected Encumbrance Letter Based on the Abstract of Bids for the project listed above funding has been approved as follows: $110,714.70 BB Funds - Acct #285 – 077-597-005 (Bridge) 6,391.50 Local City Funds – 077-597-005 (Bridge) 25,000.00 BB Funds – Acct #285 – 077-597-005 (Engineering) 10,000.00 Local City Funds – 077-597-005 (Engineering) 1,813,301.50 Local City – 077-597-005 (Road) 89,036.50 BB Funds – Acct #285 – 077-622-013 (Bridge) 60,412.27 County State Aid Funds – 077-622-013 (Bridge) 38,624.23 Local City Funds – 077-622-013 (Bridge) 57,078.78 Local City Funds – 077-622-013 (Storm Sewer) 89,277.07 County State Aid Funds – 077-622-013 (Storm Sewer) 536,988.84 County State Aid Funds – 077-622-013 (Road) 870,875.86 Local City Funds – 077-622-013 (Road) $3,707,701.25 Total The State Transportation Fund Grant Agreement needs to be prepared with a resolution inserted. The resolution must state the amount of the grant, the project number as listed above, and agree to pay any costs in excess of this grant. Your MnDOT Agreement Number, provided in the initial funding letter, should be referenced in the upper right hand corner of this grant agreement. Submit two original copies of the grant agreement for approval to Patti Loken, M.S. 500 at the above address. The template for the agreement and a sample resolution can be found on the State Aid website under Programs/Bridge Programs/Local Bridge Replacement Program. http://www.dot.state.mn.us/stateaid/local-bridge-replacement-program.html. No bond funding can be paid to you until the agreement is executed. Thank you. Sincerely, Cindy Degener State Aid Finance cc: DSAE Patti Loken, State Aid Programs Engineer File

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http://www.dot.state.mn.us/stateaid/local-bridge-replacement-program.html

MnDOT Agreement #1030528

LOCAL BRIDGE REPLACEMENT PROGRAM (LBRP)

GRANT AGREEMENT

This Agreement between the Minnesota Department of Transportation (“MnDOT”) and the

Grantee named below is made pursuant to Minnesota Statutes Section 174.50 and pursuant to Minn. Laws 2017, 1st Special Session, Chapter 8- H.F. 5. The provisions in that section and the Exhibits attached hereto and incorporated by reference constitute this Agreement and the persons signing below agree to fully comply with all of the requirements of this Agreement. This Agreement will be effective on the date State obtains all required signatures under Minnesota Statutes §16C.05, subdivision 2.

1. Public Entity (Grantee) name, address and contact person: Todd County 44 Riverside Drive Long Prairie, MN 56347

Contact: Loren Fellbaum, Todd County Engineer 2. Project(s):

Project Number (See Exhibit C for location)

Amount of LBRP Funds

Amount of Required Matching Funds Completion Date

SAP 077-622-013 (77J92) $89,036.50 $1,653,257.05 12/31/2018 SAP 077-597-005 (77J90) $135,714.70 $1,829,693.00 12/31/2018

3. Total Amount of LBRP Grant for all projects under this Agreement: $224,751.20 4. The following Exhibits for each project are attached and incorporated by reference as part of

this Agreement: Exhibit A Completed Sources and Uses of Funds Schedule Exhibit B Project Completion Schedule Exhibit C Bond Financed Property Certification Exhibit D Grant Application Exhibit E Grantee Resolution Approving Grant Agreement Exhibit F General Terms and Conditions 5. Additional requirements, if any: NONE

6. Any modification of this Agreement must be in writing and signed by both parties.

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TODD COUNTY (GRANTEE)

By: Title: Todd County Board Chairman Date:______________________________ By: Title: Todd County Auditor/Treasurer Date:______________________________ DEPARTMENT OF TRANSPORTATION Approval and Certifying Encumbrance By: Title: State Aid Programs Engineer Date: Office of Financial Management, Grant Unit By:___________________________________ Agency Grant Supervisor Date:_________________________________ OFFICE OF CONTRACT MANAGEMENT

By: _________________________________ Contract Administrator

Date:_________________________________

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EXHIBIT A - SOURCES AND USES OF FUNDS SCHEDULE

SAP 077-622-013 (Bridge 77J92) SOURCES OF FUNDS USES OF FUNDS

Entity Supplying Funds Amount Expenses Amount State Funds: Items Paid for w/ LBRP

Grant Funds:

LBRP Grant $89,036.50 Bridge Construction $89,036.50

Subtotal $89,036.50 Subtotal $89,036.50 Public Entity Funds: Items paid for with Non- LBRP Grant Funds: County State Aid Funds $686,678.18 Bridge Construction $99,036.50

Local City Funds $966,578.87 Road Construction $1,407,864.70

Storm Sewer Construction $146,355.85

Subtotal $1,653,257.05 Subtotal $1,653,257.06 TOTAL PROJECT FUNDS

$1,742,293.55 TOTAL PROJECT COSTS

$1,742,293.55

SAP 077-597-005 (Bridge 77J90) SOURCES OF FUNDS USES OF FUNDS

Entity Supplying Funds Amount Expenses Amount State Funds: Items Paid for w/ LBRP

Grant Funds:

LBRP Grant $135,714.70 Bridge Construction $110,714.70

Engineering $25,000.00 Subtotal $135,714.70 Subtotal $135,714.70 Public Entity Funds: Items paid for with Non- LBRP Grant Funds: Bridge Construction $6,391.50

Local City Funds $1,829,693.00 Engineering $10,000.00

Road Construction $1,813,301.50

Subtotal $1,829,693.00 Subtotal $1,829,693.00 TOTAL PROJECT FUNDS

$1,965,407.70 TOTAL PROJECT COSTS

$1,965,407.70

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EXHIBIT B

PROJECT COMPLETION SCHEDULE (Provide for enough time to final the project through the MnDOT state aid pay request process.)

Starting Date: May 2018

Substantial Completion Date: November 2018 Final Completion Date: November 2019

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EXHIBIT C

BOND FINANCED PROPERTY CERTIFICATION

State of Minnesota General Obligation Bond Financed Property

The undersigned states that it has a fee simple, leasehold and/or easement interest in the real property located in the County of Todd, State of Minnesota that is generally described or illustrated graphically in Attachment 1 attached hereto and all improvements thereon (the “Restricted Property”) and acknowledges that the Restricted Property is or may become State bond-financed property. To the extent that the Restricted Property is or becomes State bond-financed property, the undersigned acknowledges that:

A. The Restricted Property is State bond-financed property under Minn. Stat. Sec. 16A.695, is subject to the requirements imposed by that statute, and cannot be sold, mortgaged, encumbered or otherwise disposed of without the approval of the Commissioner of Minnesota Management and Budget; and

B. The Restricted Property is subject to the provisions of the Local Bridge

Replacement Program Grant Agreement between the Minnesota Department of Transportation and the undersigned dated May 1st, 2018; and

C. The Restricted Property shall continue to be deemed State bond-financed property for 37.5 years or until the Restricted Property is sold with the written approval of the Commissioner of Minnesota Management and Budget.

Date: __________________, 2018

_____________________________________ Todd County, a political subdivision of the State of Minnesota By: ________________________________ Name: Randy Neumann Title: Todd County Commissioner - Chairman By: ________________________________ Name: Denise Gaida Title: Todd County Auditor/Treasurer

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Attachment 1 to Exhibit C

GENERAL DESCRIPTION OF RESTRICTED PROPERTY

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EXHIBIT D - GRANT APPLICATION

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EXHIBIT E

GRANTEE RESOLUTION APPROVING GRANT AGREEMENT

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EXHIBIT F

GENERAL TERMS AND CONDITIONS FOR LOCAL BRIDGE REPLACEMENT PROGRAM (LBRP) GRANTS

Article I

DEFINITIONS Section 1.01 Defined Terms. The following terms shall have the meanings set out respectively after each such term (the meanings to be equally applicable to both the singular and plural forms of the terms defined) unless the context specifically indicates otherwise: “Advance(s)” - means an advance made or to be made by MnDOT to the Public Entity and disbursed in accordance with the provisions contained in Article VI hereof. “Agreement” - means the Local Bridge Replacement Program Grant Agreement between the Public Entity and the Minnesota Department of Transportation to which this Exhibit is attached.

“Certification” - means the certification, in the form attached as Exhibit C, in which the Public Entity

acknowledges that its interest in the Real Property is bond financed property within the meaning of Minn. Stat. Sec. 16A.695 and is subject to certain restrictions imposed thereby.

“Code” - means the Internal Revenue Code of 1986, as amended, and all treasury regulations, revenue

procedures and revenue rulings issued pursuant thereto. “Commissioner” - means the Commissioner of Minnesota Management & Budget. “Commissioner’s Order” - means the “Fourth Order Amending Order of the Commissioner of

Minnesota Management & Budget Relating to Use and Sale of State Bond Financed Property” dated July 30, 2012, as it may be amended or supplemented.

“Completion Date” - means the projected date for completion of the Project as indicated in the

Agreement. “Construction Contract Documents” - means the document or documents, in form and substance

acceptable to MnDOT, including but not limited to any construction plans and specifications and any exhibits, amendments, change orders, modifications thereof or supplements thereto, which collectively form the contract between the Public Entity and the Contractor(s) for the completion of the Construction Items on or before the Completion Date for either a fixed price or a guaranteed maximum price.

“Construction Items” - means the work to be performed under the Construction Contract Documents. “Contractor” - means any person engaged to work on or to furnish materials and supplies for the

Construction Items including, if applicable, a general contractor. “Draw Requisition” - means a draw requisition that the Public Entity, or its designee, submits to

MnDOT when an Advance is requested, as referred to in Section 4.02.

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“G.O. Bonds” - means the state general obligation bonds issued under the authority granted in Article XI, Sec. 5(a) of the Minnesota Constitution, the proceeds of which are used to fund the LBRP Grant, and any bonds issued to refund or replace such bonds.

“Grant Application” - means the grant application that the Public Entity submitted to MnDOT which

is attached as Exhibit D. “LBRP Grant” - means a grant from MnDOT to the Public Entity under the LBRP in the amount

specified in the Agreement, as such amount may be modified under the provisions hereof. “LBRP” - means the Local Bridge Replacement Program pursuant to Minn. Stat. Sec. 174.50 and

rules relating thereto. “MnDOT” - means the Minnesota Department of Transportation. “Outstanding Balance of the LBRP Grant” - means the portion of the LBRP Grant that has been

disbursed to the Public Entity minus any amounts returned to the Commissioner. “Project” - means the Project identified in the Agreement to be totally or partially funded with a

LBRP grant. “Public Entity” - means the grantee of the LBRP Grant and identified as the Public Entity in the

Agreement. “Real Property” - means the real property identified in the Agreement on which the Project is located.

Article II GRANT

Section 2.01 Grant of Monies. MnDOT shall make the LBRP Grant to the Public Entity, and disburse the proceeds in accordance with the terms and conditions herein.

Section 2.02 Public Ownership, The Public Entity acknowledges and agrees that the LBRP Grant is being funded with the proceeds of G.O. Bonds, and as a result all of the Real Property must be owned by one or more public entities. The Public Entity represents and warrants to MnDOT that it has one or more of the following ownership interests in the Real Property: (i) fee simple ownership, (ii) an easement that is for a term that extends beyond the date that is 37.5 years from the Agreement effective date, or such shorter term as authorized by statute, and which cannot be modified or terminated early without the prior written consent of MnDOT and the Commissioner; and/or (iii) a prescriptive easement for a term that extends beyond the date that is 37.5 years from the Agreement effective date. Section 2.03 Use of Grant Proceeds. The Public Entity shall use the LBRP Grant solely to reimburse itself for expenditures it has already made, or will make, to pay the costs of one of the following applicable activities: (i) constructing or reconstructing city streets, county highways, or town roads with statewide or regional significance that have not been fully funded through other state, federal, or local funding sources; or (ii) capital improvement projects on county state-aid highways that are intended primarily to reduce traffic crashes, deaths, injuries, and property damage. The Public Entity shall not use the LBRP Grant for any other purpose, including but not limited to, any work to be done on a state trunk highway or within a trunk highway easement.

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Section 2.04 Operation of the Real Property. The Real Property must be used by the Public Entity in conjunction with or for the operation of a county highway, county state-aid highway, town road, or city street and for other uses customarily associated therewith, such as trails and utility corridors, and for no other purposes or uses. The Public Entity shall have no intention on the effective date of the Agreement to use the Real Property as a trunk highway or any part of a trunk highway. The Public Entity must annually determine that the Real Property is being used for the purposes specified in this Section and, upon written request by either MnDOT or the Commissioner, shall supply a notarized statement to that effect.

Section 2.05 Sale or Lease of Real Property. The Public Entity shall not (i) sell or transfer any part of its ownership interest in the Real Property, or (ii) lease out or enter into any contract that would allow another entity to use or operate the Real Property without the written consent of both MnDOT and the Commissioner. The sale or transfer of any part of the Public Entity’s ownership interest in the Real Property, or any lease or contract that would allow another entity to use or operate the Real Property, must comply with the requirements imposed by Minn. Stat. Sec. 16A.695 and the Commissioner’s Order regarding such sale or lease. Section 2.06 Public Entity’s Representations and Warranties. The Public Entity represents and warrants to MnDOT that:

A. It has legal authority to execute, deliver and perform the Agreement and all documents referred

to therein, and it has taken all actions necessary to its execution and delivery of such documents. B. It has the ability and a plan to fund the operation of the Real Property for the purposes specified

in Section 2.04, and will include in its annual budget all funds necessary for the operation of the Real Property for such purposes.

C. The Agreement and all other documents referred to therein are the legal, valid and binding

obligations of the Public Entity enforceable against the Public Entity in accordance with their respective terms.

D. It will comply with all of the provisions of Minn. Stat. Sec. 16A.695, the Commissioner’s Order

and the LBRP. It has legal authority to use the G.O. Grant for the purpose or purposes described in this Agreement.

E. All of the information it has submitted or will submit to MnDOT or the Commissioner relating

to the LBRP Grant or the disbursement of the LBRP Grant is and will be true and correct. F. It is not in violation of any provisions of its charter or of the laws of the State of Minnesota,

and there are no actions or proceedings pending, or to its knowledge threatened, before any judicial body or governmental authority against or affecting it relating to the Real Property, or its ownership interest therein, and it is not in default with respect to any order, writ, injunction, decree, or demand of any court or any governmental authority which would impair its ability to enter into the Agreement or any document referred to herein, or to perform any of the acts required of it in such documents.

G. Neither the execution and delivery of the Agreement or any document referred to herein nor

compliance with any of the provisions or requirements of any of such documents is prevented by, is a breach of, or will result in a breach of, any provision of any agreement or document to which it is now a party or by which it is bound.

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H. The contemplated use of the Real Property will not violate any applicable zoning or use statute, ordinance, building code, rule or regulation, or any covenant or agreement of record relating thereto.

I. The Project will be completed and the Real Property will be operated in full compliance with

all applicable laws, rules, ordinances, and regulations of any federal, state, or local political subdivision having jurisdiction over the Project and the Real Property.

J. All applicable licenses, permits and bonds required for the performance and completion of the

Project and for the operation of the Real Property as specified in Section 2.04 have been, or will be, obtained.

K. It reasonably expects to possess its ownership interest in the Real Property described in Section

2.02 for at least 37.5 years, and it does not expect to sell such ownership interest. L. It does not expect to lease out or enter into any contract that would allow another entity to use

or operate the Real Property. M. It will supply whatever funds are needed in addition to the LBRP Grant to complete and fully

pay for the Project. N. The Construction Items will be completed substantially in accordance with the Construction

Contract Documents by the Completion Date and all such items will be situated entirely on the Real Property.

O. It will require the Contractor or Contractors to comply with all rules, regulations, ordinances,

and laws bearing on its performance under the Construction Contract Documents. P. It shall furnish such satisfactory evidence regarding the representations and warranties

described herein as may be required and requested by either MnDOT or the Commissioner. Q. It has made no material false statement or misstatement of fact in connection with its receipt of

the G.O. Grant, and all the information it has submitted or will submit to the State Entity or Commissioner of MMB relating to the G.O. Grant or the disbursement of any of the G.O. Grant is and will be true and correct.

Section 2.07 Event(s) of Default. The following events shall, unless waived in writing by MnDOT

and the Commissioner, constitute an Event of Default under the Agreement upon either MnDOT or the Commissioner giving the Public Entity 30 days’ written notice of such event and the Public Entity’s failure to cure such event during such 30-day time period for those Events of Default that can be cured within 30 days or within whatever time period is needed to cure those Events of Default that cannot be cured within 30 days as long as the Public Entity is using its best efforts to cure and is making reasonable progress in curing such Events of Default; however, in no event shall the time period to cure any Event of Default exceed six (6) months unless otherwise consented to, in writing, by MnDOT and the Commissioner.

A. If any representation, covenant, or warranty made by the Public Entity herein or in any other

document furnished pursuant to the Agreement, or to induce MnDOT to disburse the LBRP Grant, shall prove to have been untrue or incorrect in any material respect or materially misleading as of the time such representation, covenant, or warranty was made.

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B. If the Public Entity fails to fully comply with any provision, covenant, or warranty contained herein.

C. If the Public Entity fails to fully comply with any provision, covenant or warranty contained

in Minn. Stat. Sec. 16A.695, the Commissioner’s Order, or Minn. Stat. Sec. 174.52 and all rules related thereto.

D. If the Public Entity fails to use the proceeds of the LBRP Grant for the purposes set forth in

Section 2.03, the Grant Application, and in accordance with the LBRP. E. If the Public Entity fails to operate the Real Property for the purposes specified in Section 2.04. F. If the Public Entity fails to complete the Project by the Completion Date. G. If the Public Entity sells or transfers any portion of its ownership interest in the Real Property

without first obtaining the written consent of both MnDOT and the Commissioner. H. If the Public Entity fails to provide any additional funds needed to fully pay for the Project. I. If the Public Entity fails to supply the funds needed to operate the Real Property in the manner

specified in Section 2.04.

Notwithstanding the foregoing, any of the above events that cannot be cured shall, unless waived in writing by MnDOT and the Commissioner, constitute an Event of Default under the Agreement immediately upon either MnDOT or the Commissioner giving the Public Entity written notice of such event.

Section 2.08 Remedies. Upon the occurrence of an Event of Default and at any time thereafter until

such Event of Default is cured to the satisfaction of MnDOT, MnDOT or the Commissioner may enforce any or all of the following remedies.

A. MnDOT may refrain from disbursing the LBRP Grant; provided, however, MnDOT may make

such disbursements after the occurrence of an Event of Default without waiving its rights and remedies hereunder.

B. If the Event of Default involves a sale of the Public Entity’s interest in the Real Property in

violation of Minn. Stat. Sec. 16A.695 or the Commissioner’s Order, the Commissioner, as a third party beneficiary of the Agreement, may require that the Public Entity pay the amounts that would have been paid if there had been compliance with such provisions. For other Events of Default, the Commissioner may require that the Outstanding Balance of the LBRP Grant be returned to it.

C. Either MnDOT or the Commissioner, as a third party beneficiary of the Agreement, may

enforce any additional remedies it may have in law or equity. The rights and remedies specified herein are cumulative and not exclusive of any rights or remedies that MnDOT or the Commissioner would otherwise possess. If the Public Entity does not repay the amounts required to be paid under this Section or under any other provision contained herein within 30 days of demand by the Commissioner, or any amount ordered by a court of competent jurisdiction within 30 days of entry of judgment against the Public Entity and in favor

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of MnDOT and/or the Commissioner, then such amount may, unless precluded by law, be offset against any aids or other monies that the Public Entity is entitled to receive from the State of Minnesota.

Section 2.09 Notification of Event of Default. The Public Entity shall furnish to MnDOT and the Commissioner, as soon as possible and in any event within seven (7) days after it has obtained knowledge of the occurrence of each Event of Default, a statement setting forth details of each Event of Default and the action which the Public Entity proposes to take with respect thereto.

Section 2.10 Effect of Event of Default. The Agreement shall survive Events of Default and remain in full force and effect, even upon full disbursement of the LBRP Grant, and shall only be terminated under the circumstances set forth in Section 2.11.

Section 2.11 Termination of Agreement and Modification of LBRP Grant. A. If the Project is not started within five (5) years after the effective date of the Agreement or the

LBRP Grant has not been disbursed within four (4) years after the date the Project was started, MnDOT’ s obligation to fund the LBRP Grant shall terminate. In such event, (i) if none of the LBRP Grant has been disbursed by such date, MnDOT shall have no obligation to fund the LBRP Grant and the Agreement will terminate, and (ii) if some but not all of the LBRP Grant has been disbursed by such date, MnDOT shall have no further obligation to provide any additional funding for the LBRP Grant and the Agreement shall remain in force but shall be modified to reflect the amount of the LBRP Grant that was actually disbursed and the Public Entity is still obligated to complete the Project by the Completion Date.

B. The Agreement shall terminate upon the Public Entity’s sale of its interest in the Real Property

and transmittal of the required portion of the proceeds of the sale to the Commissioner in compliance with Minn. Stat. Sec. 16A.695 and the Commissioner’s Order, or upon the termination of the Public Entity’s ownership interest in the Real Property if such ownership interest is an easement.

Section 2.12 Excess Funds. If the full amount of the G.O. Grant and any matching funds referred to

in Section 5.13 are not needed to complete the Project, then, unless language in the G.O. Bonding Legislation indicates otherwise, the G.O. Grant shall be reduced by the amount not needed.

Article III COMPLIANCE WITH MINNESOTA STATUTE, SEC. 16A.695

AND THE COMMISSIONER’S ORDER

Section 3.01 State Bond Financed Property. The Public Entity acknowledges that its interest in the Real Property is, or when acquired by it will be, “state bond financed property”, as such term is used in Minn. Stat. Sec. 16A.695 and the Commissioner’s Order and, therefore, the provisions contained in such statute and order apply, or will apply, to its interest in the Real Property, even if the LBRP Grant will only pay for a portion of the Project.

Section 3.02 Preservation of Tax Exempt Status. In order to preserve the tax-exempt status of the G.O. Bonds, the Public Entity agrees as follows:

A. It will not use the Real Property or use or invest the LBRP Grant or any other sums treated as

“bond proceeds” under Section 148 of the Code (including “investment proceeds,” “invested sinking funds” and “replacement proceeds”) in such a manner as to cause the G.O. Bonds to be classified as “arbitrage bonds” under Code Section 148.

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B. It will deposit and hold the LBRP Grant in a segregated non-interest-bearing account until such funds are used for payments for the Project.

C. It will, upon written request, provide the Commissioner all information required to satisfy the

informational requirements set forth in the Code, including Sections 103 and 148, with respect to the G.O. Bonds.

D. It will, upon the occurrence of any act or omission by the Public Entity that could cause the

interest on the G.O. Bonds to no longer be tax exempt and upon direction from the Commissioner, take such actions and furnish such documents as the Commissioner determines to be necessary to ensure that the interest to be paid on the G.O. Bonds is exempt from federal taxation, which such action may include: (i) compliance with proceedings intended to classify the G.O. Bonds as a “qualified bond” within the meaning of Code Section 141(e), or (ii) changing the nature of the use of the Real Property so that none of the net proceeds of the G.O. Bonds will be deemed to be used, directly or indirectly, in an “unrelated trade or business” or for any “private business use” within the meaning of Code Sections 141(b) and 145(a).

E. It will not otherwise use any of the LBRP Grant or take, permit or cause to be taken, or omit to

take, any action that would adversely affect the exemption from federal income taxation of the interest on the G.O. Bonds, and if it should take, permit or cause to be taken, or omit to take, as appropriate, any such action, it shall take all lawful actions necessary to correct such actions or omissions promptly upon obtaining knowledge thereof.

Section 3.03 Changes to G.O. Compliance Legislation or the Commissioner’s Order. If Minn.

Stat. Sec. 16A.695 or the Commissioner’s Order is amended in a manner that reduces any requirement imposed against the Public Entity, or if the Public Entity’s interest in the Real Property becomes exempted from Minn. Stat. Sec. 16A.695 and the Commissioner’s Order, then upon written request by the Public Entity, MnDOT shall execute an amendment to the Agreement to implement such amendment or exempt the Public Entity’s interest in the Real Property from Minn. Stat. Sec. 16A.695 and the Commissioner’s Order.

Article IV

DISBURSEMENT OF GRANT PROCEEDS

Section 4.01 The Advances. MnDOT agrees, on the terms and subject to the conditions set forth herein, to make Advances of the LBRP Grant to the Public Entity from time to time in an aggregate total amount not to exceed the amount of the LBRP Grant. If the amount of LBRP Grant that MnDOT cumulatively disburses hereunder to the Public Entity is less than the amount of the LBRP Grant delineated in Section 1.01, then MnDOT and the Public Entity shall enter into and execute whatever documents MnDOT may request in order to amend or modify this Agreement to reduce the amount of the LBRP Grant to the amount actually disbursed. Provided, however, in accordance with the provisions contained in Section 2.11, MnDOT’s obligation to make Advances shall terminate as of the dates specified in Section 2.11 even if the entire LBRP Grant has not been disbursed by such dates.

Advances shall only be for expenses that (i) are for those items of a capital nature delineated in Source

and Use of Funds that is attached as Exhibit A, (ii) accrued no earlier than the effective date of the legislation that appropriated the funds that are used to fund the LBRP Grant, or (iii) have otherwise been consented to, in writing, by the Commissioner.

It is the intent of the parties hereto that the rate of disbursement of the Advances shall not exceed the rate of completion of the Project or the rate of disbursement of the matching funds required, if any, under Section

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5.13. Therefore, the cumulative amount of all Advances disbursed by the State Entity at any point in time shall not exceed the portion of the Project that has been completed and the percentage of the matching funds required, if any, under Section 5.13 that have been disbursed as of such point in time. This requirement is expressed by way of the following two formulas:

Formula #1: Cumulative Advances < (Program Grant) × (percentage of matching funds, if any, required under

Section 5.13 that have been disbursed) Formula #2: Cumulative Advances < (Program Grant) × (percentage of Project completed) Section 4.02 Draw Requisitions. Whenever the Public Entity desires a disbursement of a portion

of the LBRP Grant the Public Entity shall submit to MnDOT a Draw Requisition duly executed on behalf of the Public Entity or its designee. Each Draw Requisition with respect to construction items shall be limited to amounts equal to: (i) the total value of the classes of the work by percentage of completion as approved by the Public Entity and MnDOT, plus (ii) the value of materials and equipment not incorporated in the Project but delivered and suitably stored on or off the Real Property in a manner acceptable to MnDOT, less (iii) any applicable retainage, and less (iv) all prior Advances.

Notwithstanding anything herein to the contrary, no Advances for materials stored on or off the Real

Property will be made by MnDOT unless the Public Entity shall advise MnDOT, in writing, of its intention to so store materials prior to their delivery and MnDOT has not objected thereto.

At the time of submission of each Draw Requisition, other than the final Draw Requisition, the Public

Entity shall submit to MnDOT such supporting evidence as may be requested by MnDOT to substantiate all payments which are to be made out of the relevant Draw Requisition or to substantiate all payments then made with respect to the Project.

The final Draw Requisition shall not be submitted before completion of the Project, including any

correction of material defects in workmanship or materials (other than the completion of punch list items). At the time of submission of the final Draw Requisition the Public Entity shall submit to MnDOT: (I) such supporting evidence as may be requested by MnDOT to substantiate all payments which are to be made out of the final Draw Requisition or to substantiate all payments then made with respect to the Project, and (ii) satisfactory evidence that all work requiring inspection by municipal or other governmental authorities having jurisdiction has been duly inspected and approved by such authorities and that all requisite certificates and other approvals have been issued.

If on the date an Advance is desired the Public Entity has complied with all requirements of this

Agreement and MnDOT approves the relevant Draw Requisition, then MnDOT shall disburse the amount of the requested Advance to the Public Entity.

Section 4.03 Additional Funds. If MnDOT shall at any time in good faith determine that the sum

of the undisbursed amount of the LBRP Grant plus the amount of all other funds committed to the Project is less than the amount required to pay all costs and expenses of any kind which reasonably may be anticipated in connection with the Project, then MnDOT may send written notice thereof to the Public Entity specifying the amount which must be supplied in order to provide sufficient funds to complete the Project. The Public Entity agrees that it will, within 10 calendar days of receipt of any such notice, supply or have some other entity supply the amount of funds specified in MnDOT's notice.

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Section 4.04 Condition Precedent to Any Advance. The obligation of MnDOT to make any Advance hereunder (including the initial Advance) shall be subject to the following conditions precedent:

A. MnDOT shall have received a Draw Requisition for such Advance specifying the amount of

funds being requested, which such amount when added to all prior requests for an Advance shall not exceed the amount of the LBRP Grant set forth in Section 1.01.

B. No Event of Default under this Agreement or event which would constitute an Event of Default

but for the requirement that notice be given or that a period of grace or time elapse shall have occurred and be continuing.

C. No determination shall have been made by MnDOT that the amount of funds committed to the

Project is less than the amount required to pay all costs and expenses of any kind that may reasonably be anticipated in connection with the Project, or if such a determination has been made and notice thereof sent to the Public Entity under Section 4.03, then the Public Entity has supplied, or has caused some other entity to supply, the necessary funds in accordance with such section or has provided evidence acceptable to MnDOT that sufficient funds are available.

D. The State Entity shall have received evidence, in form and substance acceptable to the State

Entity, that the Public Entity has sufficient funds to fully and completely pay for the Project and all other expenses that may occur in conjunction therewith.

E. The Public Entity has supplied to the State Entity all other items that the State Entity may

reasonably require

Section 4.05 Processing and Disbursement of Advances. The Public Entity acknowledges and agrees as follows:

A. Advances are not made prior to completion of work performed on the Project. B. All Advances are processed on a reimbursement basis. C. The Public Entity must first document expenditures to obtain an Advance. D. Reimbursement requests are made on a partial payment basis or when the Project is completed. E. All payments are made following the “Delegated Contract Process or State Aid Payment Request”

as requested and approved by the appropriate district state aid engineer.

Section 4.06 Construction Inspections. The Public Entity shall be responsible for making its own inspections and observations regarding the completion of the Project, and shall determine to its own satisfaction that all work done or materials supplied have been properly done or supplied in accordance with all contracts that the Public Entity has entered into regarding the completion of the Project.

Article V MISCELLANEOUS

Section 5.01 Insurance. If the Public Entity elects to maintain general comprehensive liability

insurance regarding the Real Property, then the Public Entity shall have MnDOT named as an additional named insured therein.

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Section 5.02 Condemnation. If, after the Public Entity has acquired the ownership interest set forth in Section 2.02, all or any portion of the Real Property is condemned to an extent that the Public Entity can no longer comply with Section 2.04, then the Public Entity shall, at its sole option, either: (i) use the condemnation proceeds to acquire an interest in additional real property needed for the Public Entity to continue to comply with Section 2.04 and to provide whatever additional funds that may be needed for such purposes, or (ii) submit a request to MnDOT and the Commissioner to allow it to sell the remaining portion of its interest in the Real Property. Any condemnation proceeds which are not used to acquire an interest in additional real property shall be applied in accordance with Minn. Stat. Sec. 16A.695 and the Commissioner’s Order as if the Public Entity’s interest in the Real Property had been sold. If the Public Entity elects to sell its interest in the portion of the Real Property that remains after the condemnation, such sale must occur within a reasonable time period after the date the condemnation occurred and the cumulative sum of the condemnation and sale proceeds applied in accordance with Minn. Stat. Sec. 16A.695 and the Commissioner’s Order. If MnDOT receives any condemnation proceeds referred to herein, MnDOT agrees to or pay over to the Public Entity all of such condemnation proceeds so that the Public Entity can comply with the requirements of this Section.

Section 5.03 Use, Maintenance, Repair and Alterations. The Public Entity shall not, without the written consent of MnDOT and the Commissioner, (i) permit or allow the use of any of the Real Property for any purpose other than the purposes specified in Section 2.04, (ii) substantially alter any of the Real Property except such alterations as may be required by laws, ordinances or regulations, or such other alterations as may improve the Real Property by increasing its value or which improve its ability to be used for the purposes set forth in Section 2.04, (iii) take any action which would unduly impair or depreciate the value of the Real Property, (iv) abandon the Real Property, or (v) commit or permit any act to be done in or on the Real Property in violation of any law, ordinance or regulation. If the Public Entity fails to maintain the Real Property in accordance with this Section, MnDOT may perform whatever acts and expend whatever funds necessary to so maintain the Real Property, and the Public Entity irrevocably authorizes MnDOT to enter upon the Real Property to perform such acts as may be necessary to so maintain the Real Property. Any actions taken or funds expended by MnDOT shall be at its sole discretion, and nothing contained herein shall require MnDOT to take any action or incur any expense and MnDOT shall not be responsible, or liable to the Public Entity or any other entity, for any such acts that are performed in good faith and not in a negligent manner. Any funds expended by MnDOT pursuant to this Section shall be due and payable on demand by MnDOT and will bear interest from the date of payment by MnDOT at a rate equal to the lesser of the maximum interest rate allowed by law or 18% per year based upon a 365-day year.

Section 5.04 Recordkeeping and Reporting. The Public Entity shall maintain books and records pertaining to Project costs and expenses needed to comply with the requirements contained herein, Minn. Stat. Sec. 16A.695, the Commissioner’s Order, and Minn. Stat. Sec. 174.52 and all rules related thereto, and upon request shall allow MnDOT, its auditors, the Legislative Auditor for the State of Minnesota, or the State Auditor for the State of Minnesota, to inspect, audit, copy, or abstract all of such items. The Public Entity shall use generally accepted accounting principles in the maintenance of such items, and shall retain all of such books and records for a period of six years after the date that the Project is fully completed and placed into operation.

Section 5.05 Inspections by MnDOT. The Public Entity shall allow MnDOT to inspect the Real Property upon reasonable request by MnDOT and without interfering with the normal use of the Real Property.

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Section 5.06 Liability. The Public Entity and MnDOT agree that each will be responsible for its own acts and the results thereof to the extent authorized by law, and neither shall be responsible for the acts of the other party and the results thereof. The liability of MnDOT and the Commissioner is governed by the provisions of Minn. Stat. Sec. 3.736. If the Public Entity is a “municipality” as that term is used in Minn. Stat. Chapter 466, then the liability of the Public Entity is governed by the provisions of Chapter 466. The Public Entity’s liability hereunder shall not be limited to the extent of insurance carried by or provided by the Public Entity, or subject to any exclusion from coverage in any insurance policy.

Section 5.07 Relationship of the Parties. Nothing contained in the Agreement is to be construed as establishing a relationship of co-partners or joint venture among the Public Entity, MnDOT, or the Commissioner, nor shall the Public Entity be considered to be an agent, representative, or employee of MnDOT, the Commissioner, or the State of Minnesota in the performance of the Agreement or the Project. No employee of the Public Entity or other person engaging in the performance of the Agreement or the Project shall be deemed have any contractual relationship with MnDOT, the Commissioner, or the State of Minnesota and shall not be considered an employee of any of those entities. Any claims that may arise on behalf of said employees or other persons out of employment or alleged employment, including claims under the Workers’ Compensation Act of the State of Minnesota, claims of discrimination against the Public Entity or its officers, agents, contractors, or employees shall in no way be the responsibility of MnDOT, the Commissioner, or the State of Minnesota. Such employees or other persons shall not require nor be entitled to any compensation, rights or benefits of any kind whatsoever from MnDOT, the Commissioner, or the State of Minnesota, including tenure rights, medical and hospital care, sick and vacation leave, disability benefits, severance pay and retirement benefits.

Section 5.08 Notices. In addition to any notice required under applicable law to be given in another manner, any notices required hereunder must be in writing and personally served or sent by prepaid, registered, or certified mail (return receipt requested), to the address of the party specified below or to such different address as may in the future be specified by a party by written notice to the others:

To the Public Entity: At the address indicated on the first page of the Agreement. To MnDOT at: Minnesota Department of Transportation

Office of State Aid 395 John Ireland Blvd., MS 500 Saint Paul, MN 55155 Attention: Patti Loken, State Aid Programs Engineer

To the Commissioner at: Minnesota Management & Budget

400 Centennial Office Bldg. 658 Cedar St. St. Paul, MN 55155 Attention: Commissioner

Section 5.09 Assignment or Modification. Neither the Public Entity nor MnDOT may assign any

of its rights or obligations under the Agreement without the prior written consent of the other party.

Section 5.10 Waiver. Neither the failure by the Public Entity, MnDOT, or the Commissioner, as a third party beneficiary of the Agreement, in one or more instances to insist upon the complete observance or performance of any provision hereof, nor the failure of the Public Entity, MnDOT, or the Commissioner to exercise any right or remedy conferred hereunder or afforded by law shall be construed as waiving any breach of such provision or the right to exercise such right or remedy thereafter. In addition, no delay by

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any of the Public Entity, MnDOT, or the Commissioner in exercising any right or remedy hereunder shall operate as a waiver thereof, nor shall any single or partial exercise of any right or remedy preclude other or further exercise thereof or the exercise of any other right or remedy.

Section 5.11 Choice of Law and Venue. All matters relating to the validity, interpretation, performance, or enforcement of the Agreement shall be determined in accordance with the laws of the State of Minnesota. All legal actions arising from any provision of the Agreement shall be initiated and venued in the State of Minnesota District Court located in St. Paul, Minnesota.

Section 5.12 Severability. If any provision of the Agreement is finally judged by any court to be invalid, then the remaining provisions shall remain in full force and effect and they shall be interpreted, performed, and enforced as if the invalid provision did not appear herein. Section 5.13 Matching Funds. Any matching funds as shown on Page 1 of the Grant Agreement that are required to be obtained and supplied by the Public Entity must either be in the form of (i) cash monies, (ii) legally binding commitments for money, or (iii) equivalent funds or contributions, including equity, which have been or will be used to pay for the Project. The Public Entity shall supply to MnDOT whatever documentation MnDOT may request to substantiate the availability and source of any matching funds.

Section 5.14 Sources and Uses of Funds. The Public Entity represents to MnDOT and the Commissioner that the Sources and Uses of Funds Schedule attached as Exhibit A accurately shows the total cost of the Project and all of the funds that are available for the completion of the Project. The Public Entity will supply any other information and documentation that MnDOT or the Commissioner may request to support or explain any of the information contained in the Sources and Uses of Funds Schedule. If any of the funds shown in the Sources and Uses of Funds Schedule have conditions precedent to the release of such funds, the Public Entity must provide to MnDOT a detailed description of such conditions and what is being done to satisfy such conditions. Section 5.15 Project Completion Schedule. The Public Entity represents to MnDOT and the Commissioner that the Project Completion Schedule attached as Exhibit B correctly and accurately sets forth the projected schedule for the completion of the Project. Section 5.16 Third-Party Beneficiary. The Governmental Program will benefit the State of Minnesota and the provisions and requirements contained herein are for the benefit of both the State Entity and the State of Minnesota. Therefore, the State of Minnesota, by and through its Commissioner of MMB, is and shall be a third-party beneficiary of this Agreement.

Section 5.16 Public Entity Tasks. Any tasks that the Agreement imposes upon the Public Entity may be performed by such other entity as the Public Entity may select or designate, provided that the failure of such other entity to perform said tasks shall be deemed to be a failure to perform by the Public Entity.

Section 5.17 Data Practices. The Public Entity agrees with respect to any data that it possesses regarding the G.O. Grant or the Project to comply with all of the provisions and restrictions contained in the Minnesota Government Data Practices Act contained in Minnesota Statutes Chapter 13, as such may subsequently be amended or replaced from time to time. Section 5.18 Non-Discrimination. The Public Entity agrees to not engage in discriminatory employment practices regarding the Project and it shall fully comply with all of the provisions contained in Minnesota Statutes Chapters 363A and 181, as such may subsequently be amended or replaced from time to time.

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Section 5.19 Worker’s Compensation. The Public Entity agrees to comply with all of the provisions relating to worker’s compensation contained in Minn. Stat. Secs. 176.181 subd. 2 and 176.182, as they may be amended or replaced from time to time with respect to the Project. Section 5.20 Antitrust Claims. The Public Entity hereby assigns to MnDOT and the Commissioner of MMB all claims it may have for over charges as to goods or services provided with respect to the Project that arise under the antitrust laws of the State of Minnesota or of the United States of America. Section 5.21 Prevailing Wages. The Public Entity agrees to comply with all of the applicable provisions contained in Minnesota Statutes Chapter 177, and specifically those provisions contained in Minn. Stat.§. 177.41 through 177.435 as they may be amended or replaced from time to time with respect to the Project. By agreeing to this provision, the Public Entity is not acknowledging or agreeing that the cited provisions apply to the Project.

Section 5.22 Entire Agreement. The Agreement and all of the exhibits attached thereto embody the entire agreement between the Public Entity and MnDOT, and there are no other agreements, either oral or written, between the Public Entity and MnDOT on the subject matter hereof. Section 5.23 E-Verification. The Public Entity agrees and acknowledges that it is aware of Minn.Stat. § 16C.075 regarding e-verification of employment of all newly hired employees to confirm that such employees are legally entitled to work in the United States, and that it will, if and when applicable, fully comply with such order.

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Revised 01/2018


TitleforAgenda(forpublication):ApprovaltoConstructNorthernShopColdStorageBuildingDateofMeeting:05/01/2018 Totaltimerequested: 5minutesDepartmentRequestingAction:PublicWorksPresentingBoardAction/DiscussionatMeeting: LorenFellbaum,CountyEngineer Background SupportingDocumentationenclosedDuetoalackofspace,thePublicWorksDepartmenthasbeenforcedtostoremultiplepiecesofroadmaintenanceequipmentoutsideduringboththewinterandsummerseasons.InordertopreventweatheringofthismaintenanceequipmentaRequestforProposalswassubmittedtothelocalpapersandthefollowingbidswerereceivedfortheconstructionof60'x136'x16'steelpoleshed:#1MillerBrothersConstruction‐$89,535.74(seeattachedrevisedquote)#2LightwayConstruction‐$95,081.00#3NoNameConstruction‐$95,890.00Thefundingforthisprojectwasnotincludedinthe2018RoadandBridgeBudgetbutwillbecoveredbyareductioninoverallbudgetedpayrollexpenses(lowerhealthinsurancecosts)andadditionalstateaidrevenue.Thisprojectwillnotrequireanyadditionallocallevydollarsandshouldnotreducetheyearendcashreserves.Options SupportingDocumentationenclosed#1Approvethelowbidof$89,535.74fromMillerBrothersConstructiontoconstructacoldstoragebuildingatthethePublicWorksNothernShop.#2DonotapprovetheconstructionofacoldstoragebuildingattheNorthernShopatthistime.Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:Approvethelowbidof$89,535.74fromMillerBrothersConstructiontoconstructacoldstoragebuildingatthethePublicWorksNothernShop. FinancialImplications:$89,535.74 CommentsFundingSource:RoadandBridge Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


Seal

ActionRequested:




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COPYCOPY

COPY

CONCRETE393.12POURED CONCRETEPOUREDCON CUYD8.1900CUYD48

393.12CONCRETE

LAM TIMBER113.40LF 2X6 TREATED GC2X6TLF FT0.7875FT144

4676.04SPECIAL ORDER ITEMS: 2x8x223-ply

SPECORDER EA129.8900EA36





6,779.20LAM TIMBER

TRT LMBER91.802X6X16 TREATED .60 FDN2X6X16T60 EA15.3000EA6

1041.152X6X16 TREATED TONGUE/GROOVE2X6X16TGT EA15.7750EA66

1,132.95TRT LMBER

HEADERS77.232X10X12 FIR2X10X12S EA19.3071EA4

84.962X10X14 FIR2X10X14S EA21.2389EA4

162.19HEADERS

TRUSS PKGN 12508.96RAFTER PKG: 60' commercial truss

pkgSORT EA12508.9600SET1

4373.292X4X18 SPF2X4X18S EA10.4875EA417

TJMODIFIED BY

05/24/2018

SOLD TOTODD COUNTY PUBLIC WORKS44 RIVERSIDE DRLONG PRAIRIE MN 56347732-2722

U/MItem Description AmountQuantity PerPrice

Long Prairie Lumber, LLC102 1st Ave SW

Long Prairie, MN 56347320-732-6641

Fax: 320-732-3918

PAGE 1

ACCOUNT JOB

1804-087843

QUOTE

46 0

L2

1000EXPIRES ON

TJ

04/24/2018

SALESPERSONTJ

CREATED ON

CUSTOMER PO#

CASHIER

ORDER ENTRY

STATION

BRANCH

Thank you for shopping at LongPrairie Lumber

OF 5

JOB ADDRESSTODD COUNTY PUBLIC WORKS44 RIVERSIDE DRLONG PRAIRIE MN 56347

R2

D

Sales Tax

Subtotal

Total

Quote Disclaimer:A quote is designed solely to provide the contractor/customer with a rough estimate of the amount of material used in the given project. The material estimate will be based upon calculations or data provided by the contractor/customer.

Signature

Buyer:

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COPYCOPY

COPY

209.702X4X20 SPF2X4X20S EA8.7375EA24

369.502X6X10 SPF PREMIUM2X6X10S EA9.2375EA40

175.752X6X12 SPF2X6X12S EA8.7875EA20

319.602X4X16 SPF #22X4X16S2 EA9.4000EA34

18.532X6X14 SPF2X6X14S EA9.2625EA2

457.052X8X16 FIR2X8X16S EA20.7750EA22

87.002X8X18 FIR2X8X18S EA21.7500EA4

18,519.38TRUSS PKG

SIDEWALL1297.202X4X16 SPF #22X4X16S2 EA9.4000EA138

335.602X4X18 SPF2X4X18S EA10.4875EA32

79.702X6X18 SPF2X6X18S EA9.9625EA8

36.952X6X10 SPF PREMIUM2X6X10S EA9.2375EA4

36.802X8X8 FIR2X8X8S EA9.2000EA4

46.002X8X10 FIR2X8X10S EA11.5000EA4

59.052X8X12 FIR2X8X12S EA14.7619EA4

28.232X8X14 FIR2X8X14S EA14.1125EA2

12.852X4X12 PREMIUM2X4X12S EA6.4250EA2

37.052X6X14 SPF2X6X14S EA9.2625EA4

1,969.43SIDEWALL

STEEL/ACC16341.53STURDI-RIB PAINTED LF -SRLF FT3.2940FT4,961

340.20SR-151 14" RIDGE 10'6 PTDSR15110 EA24.3000EA14

TJMODIFIED BY

05/24/2018




Long Prairie, MN 56347320-732-6641

Fax: 320-732-3918

PAGE 2

ACCOUNT JOB

1804-087843

QUOTE

46 0

L2

1000EXPIRES ON

TJ

04/24/2018

SALESPERSONTJ

CREATED ON

CUSTOMER PO#

CASHIER

ORDER ENTRY

STATION

BRANCH


OF 5


R2

D

Sales Tax

Subtotal

Total


Signature

Buyer:

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COPYCOPY

COPY

105.75STURDI-RIB CLOSURE STRIP (IN)W/ADH

CS31RA EA1.1250EA94

558.25VENTED CLOSURE 10'4VC104 EA19.9375EA28

319.88SR-155 BASE MOLD 10'6 PTDSR15510 EA9.1395EA35

140.13OVERHEAD DOOR/DRIP FLSHG 12'6PTD

SR15612 EA35.0325EA4

162.54OVERHEAD DOOR TRIM 14'6 PTDSR17014 EA40.6350EA4

72.58SR-122 J CHANNEL 10'6 PTDSR12210 EA9.0720EA8

249.80SR-117 RAKE/CORNER 16'6 PTDSR11716 EA31.2255EA8

121.60SR117 RAKE/CORNER 18'6 PTDSR11718 EA30.4000EA4

506.331-1/2"X5-1/2" ANGLE/HEM PTDSR134H EA12.0555EA42

477.04SR-114H EAVE FASCIA TRIM 10'6"PTD

SR114H10 EA17.0370EA28

808.66F-TRIM 1/2" OFF SET (SOFFITSTRT) PTD

SR160 EA19.7235EA41

859.46PRECUT SOFFIT PANELS 144"PCSP144 EA22.0375EA39

1407.31STURDI-RIB POLY CLEAR 12'SRPC12 EA61.1875EA23

243.20#10X1" PAINTED WOOD SCREW250/BG

PWS101 EA12.8000EA19

556.85#10X1-1/2" PAINTED WOOD SCREW250/BG

PWS10112 EA15.0500EA37

34.52#10X2" PAINTED WOOD SCREW250/BG

PWS102 EA17.2584EA2

23,305.63STEEL/ACC

EXT DOOR727.653100 SERIES WHT DOOR AJ 3105731057 EA363.8250EA2

727.65EXT DOOR

TJMODIFIED BY

05/24/2018




Long Prairie, MN 56347320-732-6641

Fax: 320-732-3918

PAGE 3

ACCOUNT JOB

1804-087843

QUOTE

46 0

L2

1000EXPIRES ON

TJ

04/24/2018

SALESPERSONTJ

CREATED ON

CUSTOMER PO#

CASHIER

ORDER ENTRY

STATION

BRANCH


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D

Sales Tax

Subtotal

Total


Signature

Buyer:

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COPYCOPY

COPY

DOOR HDWR59.68KWIKSET SMART KEYED ENTRY NKL **883351469937 EA29.8375EA2

76.25KWIKSET SMARTKEY DEADBOLT NICKEL **883351025355 EA38.1250EA2

16.95OSI QUAD WHITE028756968559 EA5.6500EA3

1.841-1/2" ROOFING NAIL LBGALRF112LB LBS1.8375LBS1

6.00SHIMS 6" 14/BNDL- 40 BNDL/CTNSHIM6 EA1.0000EA6

160.72DOOR HDWR

OH DOORN 12410.02OVERHEAD DOOR PKG (2) 24'2x14

HAAS C2411 ribbed white,non-insulated, openers, dualtrolley, remotes, comm eyes andinstalled

SOOHD EA12410.0200EA1

12,410.02OH DOOR

NAILS/FAST77.43B&C 3X120HDR/33 RED649853401246 EA77.4250EA1

108.80B&C 3X120R/33 RED649853400171 CTN54.4000CTN2

46.8316 VC SINKERS16CCCTN EA46.8250EA1

51.451-1/2" ROOFING NAIL LBGALRF112LB LBS1.8375LBS28

109.934" POLE BARNPB4CTN CTN109.9250CTN1

349.016" POLE BARNPB6CTN CTN116.3375CTN3

743.45NAILS/FAST

LABOR10500.00LABOR: ABC Electric ProposalLABOR EA10500.0000EA1

TJMODIFIED BY

05/24/2018




Long Prairie, MN 56347320-732-6641

Fax: 320-732-3918

PAGE 4

ACCOUNT JOB

1804-087843

QUOTE

46 0

L2

1000EXPIRES ON

TJ

04/24/2018

SALESPERSONTJ

CREATED ON

CUSTOMER PO#

CASHIER

ORDER ENTRY

STATION

BRANCH


OF 5


R2

D

Sales Tax

Subtotal

Total


Signature

Buyer:

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COPYCOPY

COPY

12732.00LABOR: Miller Bro's ConstLabor - Includes concrete -

LABOR EA12732.0000EA1

23,232.00LABOR

TJMODIFIED BY

05/24/2018




Long Prairie, MN 56347320-732-6641

Fax: 320-732-3918

PAGE 5

ACCOUNT JOB

1804-087843

QUOTE

46 0

L2

1000EXPIRES ON

TJ

04/24/2018

SALESPERSONTJ

CREATED ON

CUSTOMER PO#

CASHIER

ORDER ENTRY

STATION

BRANCH


OF 5


R2

D

Sales Tax

Subtotal

Total

MN 7.375%EXE: 8027501

89,535.74

0.00

89,535.74Quote Disclaimer:A quote is designed solely to provide the contractor/customer with a rough estimate of the amount of material used in the given project. The material estimate will be based upon calculations or data provided by the contractor/customer.

Signature

Buyer:

108 of 178

Revised 01/2018


TitleforAgenda(forpublication):AcknowledgeReceipt‐ HoldHarmlessAgreement‐DitchMaintenance‐ CD33DateofMeeting:May1,2018 Totaltimerequested: 5minDepartmentRequestingAction:DitchInspectorPresentingBoardAction/DiscussionatMeeting:NancyUhlenkampCDIBackground SupportingDocumentationenclosedAttachment1‐PetitionAttachment2‐Map Options SupportingDocumentationenclosedAcknowledgeReceiptDonotacknowledgereceiptRecommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:AcknowledgeReceiptofaHoldHarmlessAgreementforDitchMaintenanceonCD33fromGlenMiddendorfandVinceDecker‐parcel20‐0023100‐ReynoldsTwpsection20.FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


Seal

ActionRequested:




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TitleforAgenda(forpublication):AcknowledgeReceipt‐ HoldHarmlessAgreement‐PrivateCrossing‐ CD18DateofMeeting:May1,2018 Totaltimerequested: 5minDepartmentRequestingAction:DitchInspectorPresentingBoardAction/DiscussionatMeeting:NancyUhlenkampCDIBackground SupportingDocumentationenclosedAttachment1‐PetitionAttachment2‐Map Options SupportingDocumentationenclosedAcknowledgeReceiptDonotacknowledgereceiptRecommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:AcknowledgeReceiptofaHoldHarmlessAgreementtoreplace aPrivateCrossingonCD18fromDavidSticha‐parcel13‐0020600,IonaTwpsection21. FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


Seal

ActionRequested:




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!(!(

!(

290TH ST

185T

H AVE

193R

D AVE

29306

29615

Culvert Crossing

13-0020600

13-0020700

13-0020100

13-0020200

13-0020800

13-0020801

13-002040013-0020500

13-0026400 13-4000200

13-0020301

13-0019100

13-0020300

13-0019900

13-0027600

21

µ

Todd County Ditch & Ag Inspector44 Riverside Drive

Long Prairie, MN 56347Office (320)533-4651

[email protected] 13, 2018

The Todd County GIS Department and Todd CDI has made every effort to provide the most accurate, up-to-date information available in this publicationand cannot be held responsible for any unforseen errors or omissions.

Iona TownshipSection 21 Twp 130 Range 340 575 1,150287.5 Feet

LegendasBuiltCategory

APPROVED

ABANDONED

REROUTED

PRIVATE

bldgs

tcparcel

!( Culverts

County Ditch 1813-0020600David Sticha29306 185th AveClarissa, MN 56440

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Revised 01/2018

Todd County, MN Board Action Form

Title for Agenda (for publication): County Ag InspectorCounty Ag InspectorCounty Ag InspectorCounty Ag Inspector ---- MDA Noxious WeedMDA Noxious WeedMDA Noxious WeedMDA Noxious Weed and Invasive Plantand Invasive Plantand Invasive Plantand Invasive Plant GrantGrantGrantGrant Date of Meeting:May 1, 2018 Total time requested:5 min Department Requesting Action: Ditch/Ag Inspector Presenting Board Action/Discussion at Meeting: Nancy Uhlenkamp CAI Background Supporting Documentation enclosed Attachment 1 - Resolution

Attachment 2 - Grant Contract Options Supporting Documentation enclosed Accept the MDA Grant Do Not Accept the MDA Grant Recommendation The Todd County Board of Commissioners approves the following by Motion: to accept the Noxious Weed and Invasive Plant Grant from the MDA, and authorize the CAI to sign the Grant

Award contract for and on behalf of Todd County. Financial Implications: $20,000.0020,000.0020,000.0020,000.00 Comments Funding Source:MDA Noxious Weed

and Invasive Plant Grant

Budgeted: Yes No

Action Voting in Favor Voting Against Motion: Neumann Neumann

Second: Kneisl Kneisl

Passed Kircher Kircher

Failed Becker Becker

Tabled Erickson Erickson

Signatures STATE OF MINNESOTA} COUNTY OF TODD} I, Denise Gaida, County Auditor-Treasurer, Todd County, Minnesota hereby certify that I have compared the foregoing copy of the proceedings of the County Board of said County with the original record thereof on file in the Auditor-Treasurer’s Office of Todd County in Long Prairie, Minnesota as stated in the minutes of the proceedings of said board and that the same is a true and correct copy of said original record and of the whole thereof, and that said motion was duly passed by said board at said meeting. Witness my hand and seal:

Seal

Action Requested:

Action/Motion Discussion Information Item

Report Resolution Other

Board Action Tracking Number (for A/T Office use): 20180501-18



NOXIOUS WEED AND INVASIVE PLANT GRANT

WHEREAS, the MDA released the Noxious Weed and Invasive Plant Grant Proposal Application on November 20, 2017 and;

WHEREAS, January 2, 2018 the County Ag Inspector (CAI) brought the Grant to a Board meeting as an Information Item to inform the Board of the intent to apply for the Grant. The completed Grant application was submitted to the MDA on January 12, 2018. $29,848.00 was requested to do education, outreach, monitoring, surveillance and treatment of Palmer amaranth and to do some of the same with Wild parsnip, and;

WHEREAS, the CAI was informed on March 8, 2018, that Todd County has been awarded $20,000.00 of the total requested amount; a Budget Revision was submitted on March 27, 2018 with the proposal modifications, and;

WHEREAS, The proposal modifications were accepted by the MDA; the Grant Contract was received on April 14, 2018, therefore the CAI is requesting permission to accept the Grant from the MDA.

NOW, THEREFORE BE IT RESOLVED, the Todd County Board of Commissioners accepts the Noxious Weed and Invasive Plant Grant from the MDA, and authorizes the CAI to sign the Grant Award contract for and on behalf of Todd County.

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Revised 01/2018


TitleforAgenda(forpublication):Acceptthe2017FederalBoatingSafetyEquipmentGrantDateofMeeting:May1st,2018 Totaltimerequested:5MinutesDepartmentRequestingAction:ToddCountySheriff'sOfficePresentingBoardAction/DiscussionatMeeting:SheriffDonAsmusBackground SupportingDocumentationenclosedTheToddCountySheriff'sofficeappliedforandreceivedaFederalBoatingSafetyEquipmentGrant.Thisgrantisintheamountof$3,169.00,andwillbeusedtopurchase6buoys,6solarlights,andchainandlinksforthebuoys. Options SupportingDocumentationenclosedGranttobesigned.Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:ApproveandsigntheFederalBoatingSafetyEquipmentGrant.FinancialImplications:$3,169.00 CommentsFundingSource:Grant Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


Seal

ActionRequested:




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2017 Federal Boating Safety Equipment Grant

WHEREAS, the Todd County Sheriff Don Asmus has submitted an application for the 2017 Federal Boating Safety Grant to the State of Minnesota, and;

WHEREAS, this grant has been awarded in the amount of $3,169.00 to Todd County to purchase 6 buoys, 6 solar lights and chain and links for the buoys.

NOW, THEREFORE BE IT RESOLVED, the Todd County Board of Commissioners accept the 2017 Federal Boating Safety Grant and authorize Sheriff Don Asmus to carry out the conditions of the grant.

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Revised 01/2018


TitleforAgenda(forpublication):ResolutiontoaffirmToddCounty’ssupportoftheRegionV AdultMentalHealthInitiativesComprehensiveRe‐EntryProgramtoreducethenumberof peoplewithmentalillnessesinjailsDateofMeeting:05/01/2018 Totaltimerequested:5minDepartmentRequestingAction:Health&HumanServicesPresentingBoardAction/DiscussionatMeeting:JackieOchBackground SupportingDocumentationenclosed Options SupportingDocumentationenclosed Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:ToapprovetheresolutionaffirmingToddCounty'ssupportoftheRegionV AdultMentalHealthInitiativesComprehensiveRe‐EntryProgramtoreducethenumberofpeoplewithmentalillnessesinjails. FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


Seal

ActionRequested:




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A RESOLUTION AFFIRMING TODD COUNTY’S SUPPORT OF REGION V+ ADULT MENTAL HEALTH INITIATIVES COMPREHENSIVE RE-ENTRY PROGRAM TO REDUCE

THE NUMBER OF PEOPLE WITH MENTAL ILLNESSES IN JAILS

WHEREAS, The Todd County Board is increasingly seeing the impacts of ongoing reductions in state and federal funding for serious mental illness in our community and the resulting increased rates of serious mental illness in child protection cases and in incarcerations in the county jail at rates three to six times higher than the general population;

WHEREAS, The net effect of these changes is the increasing criminalization of serious mental illness, which reflects an actual change from one kind of institutionally-based care for serious mental illness in which appropriate psychiatric treatment and programming elements were provided in a residential setting to an institutionalized residential setting that is ill-equipped to do the same, which we believe to be a worse system that what we had with the state hospitals;

WHEREAS, without the appropriate treatment and services, people with mental illnesses continue to cycle through the criminal justice system, often resulting in tragic outcomes for these individuals and their families; WHEREAS, Region V+ Adult Mental Health Initiative (Cass, Crow Wing, Morrison, Aitkin, Todd and Wadena Counties) takes pride in its responsibility to protect and enhance the health, welfare, and safety of its residents in efficient and cost-effective ways; WHEREAS, Region V+ Adult Mental Health Initiative will offer a regional Comprehensive Re-Entry Program in partnership with other key stakeholders that will safely reduce the number of adults with mental illnesses in jails by connecting them to community-based treatment and services. NOW, THEREFORE, LET IT BE RESOLVED, THAT TODD COUNTY, THROUGH DOUG HOUGE, CROW WING COUNTY CHAIR OF THE BOARD OF COMMISSIONERS, does hereby sign on to the development of our Comprehensive Re-Entry Program as a regional project of the Adult Mental Health Initiative to reduce the number of people with mental illnesses in our county jails. We resolve to:

Apply for funding through the National Joint Powers Alliance to begin our regional efforts around safely reducing the number of people with mental illnesses in jails; and

Collect and review prevalence numbers and assess individuals’ needs to better identify adults entering jails with mental illnesses and their recidivism risk, and use that baseline information to guide decision making at the system, program, and case levels; and

Examine treatment and service capacity to determine which programs and services are available in the county for people with mental illnesses and co-occurring substance use disorders, and identify state and local policy and funding barriers to minimizing contact with the justice system and providing treatment and supports in the community; and

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Develop a plan with measurable outcomes that draws on the jail assessment and prevalence data and the examination of available treatment and service capacity, while considering identified barriers; and

Create a process to track progress using data and information systems, and to report on barriers and successes.

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Revised 01/2018


TitleforAgenda(forpublication):SouthCountryHealthAllianceFinancialReportDateofMeeting:May1,2018 Totaltimerequested:25minutesDepartmentRequestingAction:SouthCountryHealthAlliancePresentingBoardAction/DiscussionatMeeting:LeotaLind&ScottSchufman,SCHABackground SupportingDocumentationenclosedSouthCountryHealthAlliancetopresentafinancialreporttotheCountyBoard.Options SupportingDocumentationenclosed Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion: FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


Seal

ActionRequested:




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South Country Health Alliance

Financial Report

Todd County

May 1, 2018

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Year-End Audit Results &

Financial Statements

December 31, 2017

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3

CliftonLarsonAllen completed their

financial audit of South Country for 2017:

• No misstatements.

• No audit adjustments.

• Opinion - Statutory financial statements

present fairly, in all material respects, the

admitted assets, liabilities, and surplus of

South Country Health Alliance, and the

results of its operations and cash flows, on

the basis of the financial reporting provisions

of the Department of Health of the State of

Minnesota.

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Net Income versus Budget (twelve months ending Dec 31, 2017)

4

TOTAL REVENUES 272,887,694 265,628,088 7,259,606 242,209,600 30,678,093

PROGRAM EXPENSES

MEDICAL CLAIMS 209,811,388 206,605,183 (3,206,205) 191,073,313 (18,738,075)

REINSURANCE RECOVERIES (3,186,957) (1,797,062) 1,389,895 (2,412,631) 774,326

PHARMACY CLAIMS 32,242,749 32,767,880 525,131 26,089,717 (6,153,032)

DENTAL CLAIMS 9,560,956 9,259,141 (301,815) 7,891,184 (1,669,771)

CHIROPRACTIC CLAIMS 613,779 613,087 (692) 559,964 (53,815)

COUNTY PAYMENTS 658,097 935,050 276,953 711,400 53,303

TOTAL PROGRAM EXPENSES 249,700,012 248,383,278 (1,316,734) 223,912,948 (25,787,065)

LOSS RATIO 91.5% 93.5% 2.0% 92.4% 0.9%

TOTAL ADMINISTRATIVE EXPENSES 25,126,239 25,836,810 710,571 23,687,358 (1,438,881)

OPERATING INCOME (1,938,558) (8,592,000) 6,653,442 (5,390,705) 3,452,147

INVESTMENT INCOME 417,031 264,000 153,031 278,566 138,465

PREMIUM DEFICIENCY RESERVE 7,000,000 7,000,000 0 (5,111,000) 12,111,000

NET INCOME (LOSS) 5,478,473$ (1,328,000)$ 6,806,474$ (10,223,139)$ 15,701,613$

MEMBER MONTHS 464,974 464,526 448 424,829 40,145

Admin Expense PMPM 54.04$ 55.61$ 1.57$ 55.76$ 1.72$

Admin Expense Ratio to Revenue 9.2% 9.7% 0.5% 9.8% 0.6%

TPA Fees PMPM 21.24$ 22.38$ 1.14$ 22.05$ 0.81$

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• Revenue - $272.9M, $7.3M favorable to

budget.

• Program expenses (claims) - $249.7M,

$(1.3M) unfavorable to budget.

• Loss ratio – 91.5%, a full 2 percentage

points favorable to budget.

• No Premium Deficiency Reserve established

for 2018.

• Administrative expenses - $700,000

favorable to budget.

– 9.2% of revenue versus budget of 9.7%

2017 Financial Results

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Balance Sheet

6

12/31/2017 12/31/2016

Assets

Cash & Cash Equivalents 58,770,132$ 54,728,062$

Capitation Receivable 12,285 24,327

Reinsurance Receivable 1,181,205 973,990

Managed Care WH Receivable 17,382,881 14,633,810

Allowance for Uncollectible WH (543,215) (457,307)

Other Receivables 1,166,676 648,039

Total Current Assets 77,969,964 70,550,922

Property & Equipment

EDP Equipment 3,069,714 2,783,941

Accumulated Depreciation (2,601,832) (2,301,364)

Total Property & Equipment 467,882 482,577

Total Assets 78,437,846$ 71,033,499$

Liabilit ies

Accounts Payable 594,915 402,812

Accounts Payable-Related Parties 224,561 309,938

Accrued Expenses 1,496,156 3,010,417

Claims Payable 31,179,185 24,671,800

Unearned Revenue 17,679,177 13,712,901

Other Medical Settlements 1,469,287 8,523,284

Total Liabilit ies 52,643,280 50,631,152

Total Capital & Surplus 25,794,565 20,402,348

Total Liabilit ies & Capital $78,437,846. $71,033,499.

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Net Income by Product (twelve months ending Dec 31, 2017)

7

MinnesotaMinnesotaMinnesotaMinnesota SingleCareSingleCareSingleCareSingleCare SharedCareSharedCareSharedCareSharedCare TotalTotalTotalTotal

CareCareCareCare PMAPPMAPPMAPPMAP MSC+MSC+MSC+MSC+ (SNBC)(SNBC)(SNBC)(SNBC) (SNBC)(SNBC)(SNBC)(SNBC) Total MinnesotaTotal MinnesotaTotal MinnesotaTotal Minnesota SeniorCare SeniorCare SeniorCare SeniorCare AbilityCareAbilityCareAbilityCareAbilityCare Total FederalTotal FederalTotal FederalTotal Federal All ProgramsAll ProgramsAll ProgramsAll Programs

REVENUESDHS CAPITATION 15,757,649$ 147,756,083$ 12,729,682$ 20,882,228$ 8,659,943$ 205,785,585$ 28,561,651$ 3,457,055$ 32,018,705$ 237,804,290$

CMS CAPITATION - - - - - - 29,937,438 7,325,539 37,262,977 37,262,977 REINSURANCE PREMIUMS (168,716) (1,573,770) (46,623) (47,745) (68,619) (1,905,474) (207,265) (66,835) (274,100) (2,179,573)

TOTAL REVENUES 15,588,933 146,182,313 12,683,059 20,834,483 8,591,324 203,880,111 58,291,824 10,715,759 69,007,582 272,887,694

PROGRAM EXPENSES

HOSPITAL/MEDICAL 11,815,470 111,601,486 9,029,041 14,167,038 6,443,583 153,056,617 47,149,288 9,605,484 56,754,771 209,811,388 REINSURANCE RECOVERIES (8,965) (2,482,667) - (284,134) - (2,775,765) (207,970) (203,221) (411,191) (3,186,957)

PHARMACY 3,179,520 20,946,420 92,444 4,464,055 155,325 28,837,764 2,220,590 1,184,395 3,404,985 32,242,749 DENTAL 660,343 7,508,155 153,292 254,763 397,665 8,974,217 337,476 249,263 586,739 9,560,956

OTHER 49,239 465,038 14,255 14,417 20,939 563,889 37,739 12,152 49,891 613,779 COUNTY PAYMENTS 47,143 525,629 13,848 14,016 20,399 621,035 28,291 8,772 37,063 658,097

TOTAL PROGRAM EXPENSES 15,742,750 138,564,062 9,302,879 18,630,154 7,037,911 189,277,755 49,565,413 10,856,843 60,422,257 249,700,012

NET MARGIN (153,817) 7,618,251 3,380,180 2,204,329 1,553,413 14,602,356 8,726,411 (141,084) 8,585,325 23,187,682

ADMINISTRATIVE EXPENSES

TPA FEES 737,827 7,010,585 249,414 218,486 317,322 8,533,634 1,035,639 307,949 1,343,588 9,877,222 OTHER ADMIN EXPENSES 889,891 8,063,839 661,055 1,103,327 486,570 11,204,683 3,280,312 764,023 4,044,335 15,249,017

TOTAL ADMINISTRATIVE EXPENSES 1,627,718 15,074,424 910,469 1,321,813 803,892 19,738,316 4,315,951 1,071,972 5,387,923 25,126,239

INVESTMENT INCOME - - 129,345 152,554 99,757 381,656 35,375 - 35,375 417,031

NET INCOME (LOSS) BEFORE PDR (1,781,535) (7,456,173) 2,599,055 1,035,070 849,278 (4,754,304) 4,445,835 (1,213,056) 3,232,777 (1,521,526)

PREMIUM DEFICIENCY RESERVE 1,050,000 5,180,000 - - - 6,230,000 - 770,000 770,000 7,000,000

NET INCOME (LOSS) (731,535)$ (2,276,173)$ 2,599,055$ 1,035,070$ 849,278$ 1,475,696$ 4,445,835$ (443,056)$ 4,002,777$ 5,478,474$

TOTAL MEMBER MONTHS 38,075 360,691 11,035 11,188 16,233 437,222 20,996 6,756 27,752 464,974

LOSS RATIO 101.0% 94.8% 73.3% 89.4% 81.9% 92.8% 85.0% 101.3% 87.6% 91.5%

Minnesota ProgramsMinnesota ProgramsMinnesota ProgramsMinnesota Programs Federal ProgramsFederal ProgramsFederal ProgramsFederal Programs

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Medicaid

• MNCare had losses of $(700K); loss ratio of 101.0%.

• PMAP had losses of $(2.3M); loss ratio of 94.8%.

• Remaining MN Medicaid programs generated

surpluses:– MSC+ had a gain of $2.6M; loss ratio of 73.3%

– SingleCare had a gain of $1.0M; loss ratio of 89.4%

– SharedCare had a gain of $850,000; loss ratio of 81.9%

Medicare

• SeniorCare (MSHO) had a gain of $4.4M; loss ratio

of 85.0%.

• AbilityCare had losses of $(400K); loss ratio of

101.3%.

2017 Financial Results by Program

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Net Income (Loss)2002 – 2017

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Capital & Surplus2002 – 2017

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Risk Based Capital (RBC)2002 – 2017

Risk-based capital measures the amount of capital that an insurance

company needs to support its overall business operations

SCHA Target State Requirement

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2018 Budget

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Membership – projected to grow 7.4% from 42,120

at year-end 2017 to 45,227 at 2018 year-end.

Revenue – projected to be up 16% to nearly $310

million due to the combination of increasing

membership and moderate rate increases.

Program expenses (claims) – projected to be up

approximately 13% year-over-year, in line with the

overall increase in member months.

Loss ratio – projected to be 90.5% overall, a decrease

of 1.0 and 3.0 percentage points versus 2017 actual

and 2017 budget, respectively.

Administrative expenses – projected to be up 7%

overall. (Detail to be covered in subsequent section.)

2018 Budget – High-level numbers

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Proposed budget includes the following:

• Employee related costs up 6.5% year-over-

year

– Addition of 9.5 FTEs in 2018

• Business related costs up 7.3% year-over-

year

– Actuarial services, IT-related software costs,

and consulting services related to new and

expanding areas of work are the main drivers of

expense growth.

2018 Administrative costs

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2018 Budget

15

Budget Budget2018 2017 Difference

REVENUE

DHS CAPITATION 274,427,751$ 233,945,997$ 40,481,754$

RESERVE-MANAGED CARE W/H (1,124,172) (513,804) (610,368)

CMS CAPITATION 39,924,908 33,992,957 5,931,951

REINSURANCE PREMIUMS (3,481,268) (1,797,062) (1,684,206)

TOTAL REVENUES 309,747,219 265,628,088 44,119,131

PROGRAM EXPENSES

MEDICAL CLAIMS 234,353,814 206,605,183 27,748,631

REINSURANCE RECOVERIES (2,785,013) (1,797,062) (987,951)

PHARMACY CLAIMS 36,214,569 32,767,880 3,446,689

DENTAL CLAIMS 11,159,490 9,259,141 1,900,349

CHIROPRACTIC CLAIMS 552,207 613,087 (60,880)

COUNTY PAYMENTS 687,600 935,050 (247,450)

TOTAL PROGRAM EXPENSES 280,182,667 248,383,278 31,799,389

TOTAL ADMIN EXPENSES 27,642,214 25,836,810 1,805,404

OPERATING INCOME 1,922,338 (8,592,000) 10,514,338

INVESTMENT INCOME 300,000 264,000 36,000

PREMIUM DEFICIENCY RESERVE - 7,000,000 (7,000,000)

NET INCOME (LOSS) 2,222,338$ (1,328,000)$ 3,550,338$

MEMBER MONTHS 523,481. 464,526. 58,955.

LOSS RATIO 90.5% 93.5% (3.0%)

Admin Expense PMPM 52.80$ 55.62$ (2.82)$

Admin Exp Ratio to Revenue 8.9% 9.7% (0.8%)

TPA Fees PMPM 19.02$ 22.38$ (3.36)$

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2018 Results by Product

Results by line of business in the 2018 Budget

are projected as follows:

• Gains in MNCare, MSC+, SharedCare (SNBC), and

SeniorCare Complete (MSHO)

• Losses in PMAP and AbilityCare and a relatively

small loss in SingleCare (SNBC)

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2018 Budget Opportunities

There are several areas of focus in our plan for next year that are

designed to increase revenue or reduce costs.

• Risk score accuracy – this will continue to be an on-going focus

in 2018 – RAPS, encounter reporting transition, on-going chart

audits and targeted initiatives.

• Utilization management (UM) – expand efforts internally with

full migration of UM function by end of year 2018.

• Data analytics – continue data analytics work by county/major

provider systems to identify areas of opportunity, actions, and

follow-up.

• Administrative costs – 2018 includes a continuation of the

previously reduced TPA fees with Mayo Health Solutions for

some services and the elimination of others (e.g., network

rental). By the end of 2018, we will transition to a model that

optimizes the blend of TPA services and internal functions to

provide quality support and control (reduce) overall costs.

17

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2018 – Continue managing the 3-legged stool

Revenue – Maximize revenue (overall)

Claims – Reduce claims expense (PMPM

basis)

Admin Costs – Manage on-going costs and

transition to new model of support

(PMPM and %-age of revenue bases)

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February 2018 Results

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February 2018 Results (2 months ending)

February 2018 February 2018 Favorable/ February 2017 Favorable/

Actual Budget (Unfavorable) Actual (Unfavorable)

REVENUE

DHS CAPITATION 42,996,089$ 44,344,254$ (1,348,165)$ 34,122,484$ 8,873,606$

RESERVE-MANAGED CARE W/H (195,806) (187,362) (8,444) (77,041) (118,765)

CMS CAPITATION 6,515,356 6,505,310 10,046 5,608,808 906,549

REINSURANCE PREMIUMS (529,163) (553,661) 24,498 (257,111) (272,052)

TOTAL REVENUES 48,786,477 50,108,541 (1,322,064) 39,397,139 9,389,337

PROGRAM EXPENSES

MEDICAL CLAIMS 37,262,843 39,061,511 1,798,668 30,997,544 (6,265,298)

REINSURANCE RECOVERIES (470,849) (442,929) 27,920 (133,866) 336,983

PHARMACY CLAIMS 5,909,634 5,999,049 89,415 4,349,118 (1,560,516)

DENTAL CLAIMS 1,550,067 1,853,800 303,733 1,175,546 (374,521)

CHIROPRACTIC CLAIMS 20,703 91,681 70,978 88,238 67,536

COUNTY PAYMENTS 117,167 114,600 (2,567) 115,382 (1,786)

TOTAL PROGRAM EXPENSES 44,389,565 46,677,712 2,288,147 36,591,963 (7,797,602)

LOSS RATIO 91.0% 93.2% 2.2% 92.9% 1.9%

TOTAL ADMINISTRATIVE EXPENSES 4,311,287 4,857,930 546,643 4,139,587 (171,700)

OPERATING INCOME 85,624 (1,427,101) 1,512,725 (1,334,411) 1,420,035

INVESTMENT INCOME 105,506 50,000 55,506 64,449 41,057

PREMIUM DEFICIENCY RESERVE 0 0 0 1,166,668 (1,166,668)

NET INCOME (LOSS) 191,130$ (1,377,101)$ 1,568,231$ (103,294)$ 294,424$

MEMBER MONTHS 81,024 83,180 (2,156) 66,639 14,385

Admin Expense PMPM 53.21$ 58.40$ 5.19$ 62.12$ 8.91$

Admin Expense Ratio to Revenue 8.8% 9.7% 0.9% 10.5% 1.7%

TPA Fees PMPM 19.00$ 19.09$ 0.09$ 22.85$ 3.85$

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21

February 2018 Results (2 months ending) by Product

MinnesotaMinnesotaMinnesotaMinnesota SingleCareSingleCareSingleCareSingleCare SharedCareSharedCareSharedCareSharedCare TotalTotalTotalTotal

CareCareCareCare PMAPPMAPPMAPPMAP MSC+MSC+MSC+MSC+ (SNBC)(SNBC)(SNBC)(SNBC) (SNBC)(SNBC)(SNBC)(SNBC) Total MinnesotaTotal MinnesotaTotal MinnesotaTotal Minnesota SeniorCare SeniorCare SeniorCare SeniorCare AbilityCareAbilityCareAbilityCareAbilityCare Total FederalTotal FederalTotal FederalTotal Federal All ProgramsAll ProgramsAll ProgramsAll Programs

REVENUES

DHS CAPITATION 2,415,230$ 27,752,579$ 1,996,857$ 3,696,796$ 1,514,920$ 37,376,381$ 4,774,314$ 649,588$ 5,423,902$ 42,800,283$

CMS CAPITATION - - - - - - 5,276,365 1,238,992 6,515,356 6,515,356

REINSURANCE PREMIUMS (22,604) (410,579) (11,267) (12,537) (17,666) (474,653) (41,014) (13,496) (54,510) (529,163)

TOTAL REVENUES 2,392,626 27,342,000 1,985,590 3,684,259 1,497,254 36,901,728 10,009,665 1,875,084 11,884,748 48,786,476

PROGRAM EXPENSES

HOSPITAL/MEDICAL 1,682,954 20,497,045 1,446,482 2,461,763 874,012 26,962,256 8,543,311 1,757,275 10,300,586 37,262,843

REINSURANCE RECOVERIES (105,071) (122,713) - 50,018 - (177,767) (247,689) (45,393) (293,082) (470,849)

PHARMACY 568,163 4,088,649 10,890 788,592 9,854 5,466,149 339,642 103,843 443,485 5,909,634

DENTAL 94,813 1,239,825 33,466 36,867 51,857 1,456,828 68,997 24,242 93,239 1,550,067

OTHER 1,454 16,932 - 801 209 19,396 646 660 1,306 20,703

COUNTY PAYMENTS 6,408 96,225 2,097 2,360 3,314 110,404 5,141 1,623 6,763 117,167

TOTAL PROGRAM EXPENSES 2,248,719 25,815,964 1,492,936 3,340,402 939,246 33,837,267 8,710,048 1,842,250 10,552,298 44,389,565

NET MARGIN 143,907 1,526,036 492,654 343,857 558,008 3,064,461 1,299,617 32,834 1,332,450 4,396,911

ADMINISTRATIVE EXPENSES

TPA FEES 85,276 1,117,285 35,780 33,324 46,873 1,318,537 168,998 51,545 220,543 1,539,081

OTHER ADMIN EXPENSES 135,995 1,547,848 109,670 203,153 83,618 2,080,283 570,298 121,626 691,923 2,772,207

TOTAL ADMINISTRATIVE EXPENSES 221,271 2,665,133 145,450 236,477 130,490 3,398,821 739,296 173,171 912,467 4,311,287

INVESTMENT INCOME - - 32,769 31,828 23,723 88,320 17,186 - 17,186 105,506

NET INCOME (LOSS) (77,364)$ (1,139,097)$ 379,973$ 139,209$ 451,241$ (246,039)$ 577,507$ (140,337)$ 437,169$ 191,130$

TOTAL MEMBER MONTHS 4,930 64,778 1,772 1,949 2,744 76,173 3,647 1,204 4,851 81,024

LOSS RATIO 94.0% 94.4% 75.2% 90.7% 62.7% 91.7% 87.0% 98.2% 88.8% 91.0%

Minnesota ProgramsMinnesota ProgramsMinnesota ProgramsMinnesota Programs Federal ProgramsFederal ProgramsFederal ProgramsFederal Programs

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2017 Strategic Plan

Accomplishments

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GOAL 2017 2018 2019

Achieve aggregate Medical

Loss Ratio (MLR) <=

90.0% 88.0% 85.0%

Achieve Administrative

Expense no greater than

10.0% 9.5% 9.0%

Achieve organizational-wide culture reflective of

Mission / Vision and Values in all we do

SCHA GOALS

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24

STRATEGY ACCOMPLISHMENTS

Enrollment Growth 20% • Increase of 21.7%

Maximize Risk Scores

• $1.5M add’l Medicare capitation

• PMAP chart audit process

• Providers Coding Education

Minimize Revenue Losses• HCBS and NF add-on rate analysis -minimal

losses to capture

Reduce claims expense• Phase 1 Provider-focused initiative -

Medical Expense comparisons

Reduce Claims Expense

• $2.3M savings in Provider Rate Reductions

• Contracted Rates Payment audit

• $163,500 recovered in MSP

• Verification of COB Process Improvement

• FWA monitoring: $40k recovered & $88k in

avoided payments

GOAL 2017 2018 2019

Achieve aggregate Medical Loss

Ratio (MLR) <=

90.0%

Actual

91.5%

88.0% 85.0%

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25


Manage Payroll-Related

Expenses

• Focus on accurate timekeeping, use of comp

and unpaid time

Reduce Resource Costs

through Focused

Initiatives

• Regulatory audits; $0 in fines

• Contracts 100% compliant with regulatory

requirements

• New contracting process established

Reduce overall admin by

5% pmpm

• Converted 100% of Chiro network to direct

contracts

• 130 Mayo provider contracts converted to

direct contracts

• Dental TPA transitioned to DeltaDental

GOAL 2017 2018 2019

Achieve Administrative Expense

no greater than

10.0%

Actual

9.2%

9.5% 9.0%

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Enhance Workforce

Performance

• Completed Employee Engagement Survey

• Enhanced New Employee Orientation

• Established Management development

program

• Provided Communication skills training

Continued integration of

Process Improvement

• Refinement of Provider Directory

development process

• Reinsurance claim monitoring

GOAL 2017 2018 2019

Achieve organizational-wide culture reflective of Mission / Vision

and Values in all we do

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Looking Forward to 2018

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• SNBC Procurement

• TPA Transition

• Encounter Data Transition

• Develop & Implement Utilization

Management

2018 Highlights

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Claims Reduction Focused Initiatives

• Low Value Services (LVS)

• Transportation

• Durable Medical Equipment (DME)

• High Risk Pregnancy

• Behavioral Health

2018 Highlights

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Revised 01/2018


TitleforAgenda(forpublication):ApproveLetterofSupportforCTCBroadbandGrantDateofMeeting:May1,2018 Totaltimerequested:5MinutesDepartmentRequestingAction:AdministrationPresentingBoardAction/DiscussionatMeeting:JoeHatch,CountyCoordinatorBackground SupportingDocumentationenclosedCTCisseekingagranttohelpexpandbroadbandconnectionandaddfiberinToddCounty.CTChasofferedtopartneronagranttoexpandfibertoMorantownship.CTCiswillingtoprovidetheadditonalmatchingfundsrequiredforthegrant.Theyareworkingwiththetownshiponlookingforalocationfora"public"computingstation.CTCislookingforaletterofsupportforthegrantapplication.AttachedisadraftletterofsupportfromtheCountyBoardtobesignedbytheChair. Options SupportingDocumentationenclosedOption1Approvetheletterofsupporttobesignedbythechair.Option2donotapprovetheletterofsupport.Recommendation TheToddCountyBoardofCommissionersapprovesthe followingbyMotion:StaffrecommendsOption1 FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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May 1, 2018 Todd County Moran Township CTC Community Connect Grant Application Letter of Support To Whom It May Concern: This is a letter of support for the Community Connect Grant Application CTC is submitting for Todd County and the Moran Township. Todd County is lacking in access to fiber networks and high quality broadband service. Currently cell phone networks are not good enough for the business, residents, and schools of the County. We are in need of high speed upload and download internet speeds to stay competitive in today’s economic reality. This grant would allow Todd County to continue building a broadband service for our community. Broadband will provide much better opportunities for education, healthcare, business, life safety, and economic opportunities for our community. We are in need of access to broadband in order to provide for greater access for our community. Building out the network will help the community stay competitive in today’s market. Please feel free to contact me if you have any question on why this grant is needed in Todd County and Moran Township. Respectfully, Randy Neumann Chair Todd County Board of Commissioners 320-533-0859

County Board of Commissioners

County Board of Commissioners215 1st Avenue South

Suite 200 Long Prairie, MN 56347

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Revised 01/2018


TitleforAgenda(forpublication):ApproveSaleofParkingLotDateofMeeting:May1,2018 Totaltimerequested:5MinutesDepartmentRequestingAction:AdministrationPresentingBoardAction/DiscussionatMeeting:JoeHatch,CountyCoordinatorBackground SupportingDocumentationenclosedTheFacilitiesCommitteemetwiththeCityofLongPrairieandtheDeveloperandrecommendtheCountyselltheparkinglotfor$16,000.00.TheDeveloperplansonbuildingtwo4unitbuildings,8totalunits,marketraterents.Thepaperworkandlegaltransferpaperworkisattached.Options SupportingDocumentationenclosedOption1approvethesaleoftheparkinglot.Option2donotapprovethesaleoftheparkinglot.Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:StaffrecommendsOption1 FinancialImplications:$16,000.00tobeaddedtofacilitiesfund

Comments

FundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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Revised 01/2018


TitleforAgenda(forpublication):ApprovehiringofHumanResourcesInternDateofMeeting:05/01/2018 Totaltimerequested:5MinutesDepartmentRequestingAction:AdministrationPresentingBoardAction/DiscussionatMeeting:HumanResourcesManagerSaraOgrenBackground SupportingDocumentationenclosedItisrecommendedtotheboardthatToddCountyhireanHRIntern,thejobresponsibilitiesareoutlinedintheattachedjobdescriptionwiththemainresponsibilitiesincludingupdatingourHRISsystem.Thefundsforthisperson'swagesareprovidedbyNJPA. Options SupportingDocumentationenclosed1.ApprovetherecruitmentandhiringofaHRIntern.2.DonotapprovethehiringofanHRInternRecommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:Option1,approvetherecruitmentandhiringofaHRIntern.FinancialImplications:$ CommentsFundingSource:Administration Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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ActionRequested:




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Todd County Position Description

Department: Administration Position Title: Human Resources Intern FLSA: Non-Exempt Reports To: Human Resources Manager Date: 2018

_______________________________________________________________________________________________ Purpose of Position The purpose of this position is to grow in the area of human resources by assisting with a variety of duties, including recruitment & selection, information retention and organization, and labor relations. Qualification Requirements To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. Essential Functions Basic Performance Experience of all Todd County Leadership Serves as a positive example to other County personnel with regard to workplace actions, decisions, work skills,

attitude and adherence to workplace policy and procedures. Embodies teamwork and cooperation within and across County departments and with the public. Has strong communication and interpersonal skills, is honest, fair and dependable. Communicates effectively with the Department Head and keeps supervisor apprised of important matters ongoing in

the department.

Provide Stable and Consistent Human Resources Representation Manages the County’s system of information retention for all County employees, including adding ancillary benefits to

the system. Organizes Human Resources Department’s Computerized Personnel & Payroll System. Understand and communicate County-wide personnel policies, practices and systems, interprets and clarifies

personnel questions and concerns. Participates in disciplinary process, grievances, hearings, investigating personnel complaints. Supports the recruitment, selection and orientation of all County employees, including entering employee data in

PERA and Minnesota new hire reporting. May maintains files, records, and documentation. Assist Human Resource Department with employee personnel file maintenance and filing; workers’ compensation

claims reporting. Match invoices for benefits to payroll and audit insurance bills. Create a system to be used going forward. Document all vouchers for administration department. Manage the update of county personnel policies. Performs other duties as assigned or apparent. This position requires regular and timely attendance. Education and Experience Bachelor's degree underway with coursework in human resources, public or business administration, or related field or equivalent combination of education and experience. Knowledge, Skills and Abilities Thorough knowledge of personnel and human resource fundamentals, principles and practices. Thorough knowledge of laws, rules and guidelines and reporting requirements pertaining to human resources in the

public sector. Ability to communicate orally and in writing with County Commissioners, County staff, attorneys, and the general

public. Ability to calculate percentages, fractions, decimals, volumes, and ratios. Ability to interpret basic descriptive statistical reports. Ability to display project management fundamentals, approaches and techniques.

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Ability to exercise the judgment, decisiveness, and creativity required in situations involving the direction, control, and planning of an entire program or multiple programs.

Organizational and analytical skills are required to be successful in this role. Physical Requirements This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

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Revised 01/2018


TitleforAgenda(forpublication):AuthorizeRecruitmentofFullTimeAdministrativeAssistantDateofMeeting:May1,2018 Totaltimerequested:5MinutesDepartmentRequestingAction:AdministrationPresentingBoardAction/DiscussionatMeeting:JoeHatch,CountyCoordinatorBackground SupportingDocumentationenclosedAddingafulltimeadministrativeassistantwouldallowforbackupofpayroll,helptoscanthebacklogofpersonnelfiles,andhelpupdatethehumanresourceinformationsystemwithourbacklogofpersonnelinformation.Thisadditonalpersonwillallowformoretimetoauditandensurebillingsarecorrectandaccurate.Options SupportingDocumentationenclosedOption1authorizetherecruitmentandhiringofanAdministrativeAssistant.Option2donotauthorize.Recommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion:StaffrecommendsOption1, FinancialImplications:$Savingsofover$16,500.00

Comments

FundingSource:Administrationbudget Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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Todd County Position Description

Department: Administration Position Title: Administrative Assistant FLSA: Non-Exempt Grade: 5 Reports to: HR Manager Date: 2018

_______________________________________________________________________________________________ Purpose of Position The purpose of this position is to provide secretarial and administrative support to the County Administration Offices including County Coordinator, Human Resources, and payroll as well as the Todd County Board of Commissioners. This position requires attention to detail and exceptional organizational skill. The incumbent will act as the primary point of contact for the department. This position will support the payroll, human resources, and administration functions of the County. Basic Performance Expectations of all Todd County Staff Serves as a positive example to other County personnel with regard to workplace actions, decisions, work skills,

attitude and adherence to workplace policy and procedures. Embodies teamwork and cooperation within and across County departments and with the public. Has strong communication and interpersonal skills, is honest, fair and dependable. Communicates effectively with the Department Head and keeps supervisor apprised of important matters ongoing in

the department. Respect all colleagues, co-workers, board members and the public and lead those around you to do the same. This position requires regular and timely attendance in accordance with the department schedule. Other duties as assigned or apparent. Position Specific Essential Duties and Responsibilities The following duties are normal for this position. These duties are not to be construed as exclusive or inclusive. Other duties may be required as assigned.To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. County Administration Office Support

Provides general office management support for payroll, Human Resources, benefits, and Administration. Maintain employee master file changes for salaries, deductions and withholdings. Review and enter timesheets

for all county employees, proof and validate reports. Calculate retro pay increases and partial salary payments, process special payroll runs. Calculate payroll and run payroll checks for Auditor-Treasurer offices to validate and distribute. Prepares vendor billing statements for payment. Assists Administration with increasing public awareness of County services, activities and accomplishments. Acts as back up for other Human Resources functions. With direction maintains the Human Resources department computerized Personnel & Payroll Systems. Assists Human Resources with salary information and financial impact for labor negotiations. Resolver complaints and other problems from office personnel, employees and the public as they arise. Assist employees and department heads with payroll related questions. Attend and participate in in-service education classes and on the job training programs as directed. Represent the County as directed at local, state and regional committee meetings or organization meetings,

seminars, conferences, workshops and training programs. Follow all established safety procedures and precautions when operating office equipment. Maintain work areas in sanitary and safe manner and requires following professional dress code. This position requires regular and timely attendance.

Minimum Education and Experience High School Degree or Equivelant. 3 plus years of office support experience or equivalent combination of education and experience. 174 of 178

Preferred Experience Experience working in an administrative office for a city or county. Experience with payroll, benefits, and human resources. Associates/Technical degree with coursework in administrative support, business, or related field. More than 3 years of office suipport, payroll, HR, or clerking duties. Knowledge, Skills and Abilities Thorough skill communicating both orally and in writing. Thorough knowledge of standard office equipment and related hardware and software. Ability to work harmoniously with peers, supervisor, other staff and to utilize Supervisor’s direction and consultation. Ability to be highly motivated and resourceful. Ability to work independently and exercise good judgment. Ability to work under pressure of constant interruption. Ability to adapt to change. Physical Requirements

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

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Revised 01/2018


TitleforAgenda(forpublication):ApproveResignationDateofMeeting:May1,2018 Totaltimerequested:5MinutesDepartmentRequestingAction:AdministrationPresentingBoardAction/DiscussionatMeeting:JoeHatch,CountyCoordinatorBackground SupportingDocumentationenclosedResignationofCountyCoordinator Options SupportingDocumentationenclosedOption1ApproveresignationOption2donotapprovetheresignationRecommendation TheToddCountyBoardofCommissionersapprovesthefollowingbyMotion: FinancialImplications:$ CommentsFundingSource: Budgeted: Yes No Action Voting in Favor VotingAgainstMotion: Neumann NeumannSecond: Kneisl KneislPassed Kircher KircherFailed Becker BeckerTabled Erickson Erickson


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ActionRequested:




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TODD COUNTY BOARD OF COMMISSIONERS...9.3 Grant Agreement #1030528 (SAP 077-622-013 & SAP...

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