ROSEAU COUNTY BOARD OF COMMISSIONERS/SUMMARY PROCEEDINGS OF THE JANUARY 7, 2025

The Board of Commissioners of Roseau County, Minnesota met in the Courthouse in the City of Roseau on Tuesday, January 7, 2025.

CALL TO ORDER

Board Chair Levi Novacek called the meeting to order at 9:00 a.m. The Pledge of Allegiance was recited. Commissioners present were Kermit Jensen, Levi Novacek, Glenda Phillipe, Jack Swanson, and Daryl Wicklund. Others present were Martie Monsrud, Jeff Pelowski, Joleen Kezar, Steve Gust, Ericka Halstensgard, Kristy Kjos, Liz Lund, Pam Shaw, Chad Wulff, Jeff Olsen, and Judge Donna Dixon; while those attending through ZOOM were Kerri Byfuglien, Sue Grafstrom, Karla Langaas, Brenda McMillin, Cindy Tangen, and Sandi Weiland.

SWEARING IN CEREMONY

Judge Donna Dixon administered the Oath of Office to re-elected Commissioners Jack Swanson (District 2), and Kermit Jensen (District 4).

ELECTION OF OFFICERS

Board Chair Novacek called for nominations for Chair of the Roseau County Board for 2025.Commissioner Swanson nominated Commissioner Jensen as Chair, seconded by Commissioner Wicklund, and carried unanimously. Board Chair Novacek called for further nominations

three times, and there were none. The Board ceased nominations and cast a unanimous ballot for Commissioner Jensen to serve as the 2025 Board

Chair. Commissioner Novacek then turned the meeting over to Chair Jensen. Board Chair Jensen called for nominations for Vice-Chair. A motion to nominate Commissioner Wicklund as Vice-Chair was made by Commissioner Swanson, seconded by Commissioner Novacek, and carried unanimously.

Board Chair Jensen called for further nominations three times, and there were none. The Board ceased nominations and cast a unanimous ballot for Commissioner Wicklund to serve as the 2025 Board Vice-Chair.

OATH OF OFFICE

Board Chair Jensen administered the Oath of Office to Assessor Liz Lund.

APPROVAL OF AGENDA

The Board approved the Agenda.

COMMENTS AND ANNOUNCEMENTS - NONE

APPROVE BILLS

The Board was informed that the total payment of bills paid forthwith was $792,123.05

DELEGATIONS/BOARD APPOINTMENTS/PUBLIC COMMENTS - NONE

DEPARTMENT REPORTS

AUDITOR-RECORDER-TREASURER

Authorization to Pay Routine Bills

Auditor-Recorder-Treasurer Monsrud requested Board approval of a Resolution authorizing her office to pay routine bills. Following discussion, the Board approved the following Resolution:

2025-01-01

BE IT RESOLVED, that the County Auditor-Recorder-Treasurer is hereby authorized to pay:

• Regular wages, approved benefits, and related withholding

• Flexible spending and VEBA administration

• Excess PERA Police State Aid

• Unemployment tax

• Garnishments

• Approved appropriations

• County contract wages paid to University of Minnesota for Extension services

• Custodial contracts

• Engineering consultant contracts

• Expenses for jurors and witnesses

• Claims signed by a Judge

• Utility bills, postage, telephone, lease agreements, fuel payments, and freight

• Contract partial payments

• Claims approved by other authorized boards, which includes authorization for payments by designated officials where the

County is serving as fiscal agent

• Pass-through grants

• Tax and miscellaneous refunds

• Gopher bounty

• Beaver bounty

• Claims for Sheriff service fees

• Miscellaneous legal fees and expenses required by the County Attorney

• License and tax on vehicles

• Other prior approved transactions for 2025

2025 Publishing Bids – Official Newspaper

Two sealed bid were received for 2025 publishing, as follows:

1) OFFICIAL COUNTY NEWSPAPER; Publication of the County Board Proceedings, all legal notices of the County, first publication of the 2024 Financial Statement Summary, pursuant to M.S.§375.17, and List of Delinquent Taxes, all pursuant to M.S.§375.12, 375.17, 279.05, 279.07, 279.08, and 279.09, in 2025.

The Tribune $1.25 per column inch.

Roseau Times-Region $5.65 per column inch.

The Board approved the following Resolution:

2025-01-02

BE IT RESOLVED, that The Tribune be designated as the Official County Newspaper to publish the County Board Proceedings, all legal

notices of the County, first publication of the 2024 Financial Statement Summary, pursuant to M.S. §375.17, list of Delinquent Taxes, all pursuant to M.S.

§ 375.12, 375.17, 279.05, 279.07, 279.08, and 279.09, in 2025, at the rate of $1.25 per column inch.

2) Second publication of the 2024 Financial Statement Summary, pursuant to M.S. §375.17.

The Tribune $6.75 per column inch

Roseau Times-Region $7.65 per column inch

The Board approved the following Resolution:

2025-01-03

BE IT RESOLVED, that the Roseau Times-Region be designated to publish the second publication of the 2024 Financial Statement Summary, pursuant to M.S. §375.17, at the rate of $7.65 per column inch.

HIGHWAY

Call for Bids – 2025 Projects

Engineer Halstensgard requested Board approval to call for bids for the following projects: CSAH 3, SP 068-603-027, Mill & Bituminous Overlay;

CSAH 4, SAP 068-604-032, Grading, Culvert Replacement, & Bituminous Surfacing; CSAH 26, SAP 068-626-008, Mill & Bituminous Overlay; CSAH 45, SAP 068-645-002, Bituminous Surfacing. Following discussion, the Board approved the call for bids as requested.

City of Warroad Grant Resolutions

Engineer Halstensgard requested Board approval of Resolutions supporting a MnDOT Active Transportation Program Grant and a MnDOT Safe Routes to School Infrastructure Program Grant for the City of Warroad. The Grant Applications are for the same project proposed in the City of Warroad.

Following discussion, the Board approved the following Resolution:

2025-01-04

RESOLUTION REGARDING

MnDOT ACTIVE TRANSPORTATION PROGRAM GRANT AGREEMENT

WHEREAS, the Minnesota Department of Transportation (MnDOT) has given notice of a solicitation that funding for the Active Transportation Program and grants will become available; and

WHEREAS, the Active Transportation Program provides funding to make walking and biking safer and to increase the number of people walking and biking to their destination; and

WHEREAS, the Active Transportation Program provides funding so that all people in Minnesota have access to safe and convenient active transportation where they live, work, and play; and

WHEREAS, the Active Transportation Program provides funding for planning, education and encouragement, engineering studies, infrastructure investments, so that walking and biking are safer, easier and more accessible, as well as to reduce vehicle miles traveled and improved transportation options; and

WHEREAS, the City of Warroad is an eligible agency to apply for funding from the MnDOT Active Transportation Program with Roseau County as the lead agency sponsor; and

WHEREAS, the City of Warroad is responsible for maintenance of the multi-use trail along any construction and engineering costs outside of the grant funding available.

NOW THEREFORE, BE IT RESOLVED that Roseau County supports and agrees to act as the lead agency sponsor of the City of Warroad’s application for $750,000 in funds from the MnDOT Active Transportation Program to complete construction of a multi-use trail along Elk St. NW, Washington St. SE, and Main Ave SE.

The Board then approved the following Resolution:

2025-01-05

RESOLUTION REGARDING

MnDOT SAFE ROUTES TO SCHOOL GRANT AGREEMENT

WHEREAS, the Minnesota Department of Transportation (MnDOT) has given notice of a solicitation that funding for the Safe Routes to School Infrastructure Program and grants will become available; and WHEREAS, the Safe Routes to School Infrastructure Program provides funding to improve safety, reduce traffic and improve air quality near schools through a multi-disciplinary approach; and

WHEREAS, the Safe Routes to School Infrastructure Program provides funding so that youth in Minnesota can safely and confidently walk, bike and roll to school and in daily life; and WHEREAS, the students and citizens of Warroad would benefit from the receipt of Safe Route to School Infrastructure Program, grant funding to allow infrastructure to be improved consistent with the Safe Routes to School Infrastructure Program; and

WHEREAS, the City of Warroad is an eligible agency to apply for funding from the MnDOT Safe Routes to School Infrastructure Program with Roseau County as the lead agency sponsor; and

WHEREAS, the City of Warroad is responsible for maintenance of the multi-use trail along any construction and engineering costs outside of the grant funding available.

NOW THEREFORE, BE IT RESOLVED that Roseau County supports and agrees to act as the lead agency sponsor of the City of Warroad’s application for $750,000 in funds from the MnDOT Safe Routes to School Program to complete construction of a multi-use trail along Elk St. NW, Washington St. SE, and Main Ave SE.

COUNTY BOARD ITEMS

2025 Mileage and Meal Expense Reimbursement & Out-of-State Travel Policy Coordinator Pelowski presented a draft 2025 Mileage/Meal Expense Reimbursement & Out-of-State Travel Policy for Board consideration.

Following discussion, the Board approved the following Policy:

MILEAGE

The rate of reimbursement for travel expense by Roseau County employees and officials for the use of their own private vehicle on County business is set at the IRS rate, which is 70.0 cents per mile.

MEAL EXPENSE

The meal expense reimbursement for travel OUTSIDE Roseau County is not to exceed $50.00 per day for a full day. Meal reimbursement is made for the exact expenditure(s) and not the maximum amount allowed. Meals are defined according to the standard meal model of breakfast-lunchsupper and do not include snacks in between meals. Tips and alcoholic beverages are not reimbursable. Itemized receipts are required to receive reimbursement for any expenses.

Meal reimbursement WITHOUT overnight lodging should be submitted on a GREEN claim form and will be processed through payroll whereby payroll tax and FICA withholding are deducted.

Meal reimbursement WITH overnight lodging should be submitted on a WHITE claim form but is paid as a Commissioner Warrant and does not go through payroll.

LODGING / OTHER EXPENSES

Every attempt should be made to obtain direct billing for expenses occurred. If this is not possible, expenses should be submitted on a claim form with all receipts attached, (white claim form – claim forms may be obtained in the Auditor-Recorder-Treasurer’s Office).

PLEASE NOTE: Under Minnesota law, claims presented for payment must be in writing and itemized. Credit card receipts lack sufficient detail to comply with statutory requirements and therefore are not acceptable.

OUT-OF-STATE TRAVEL POLICY

County Commissioners, Elected Officials, appointed Department Heads, and all other employees traveling out-of-State, to a destination further than 300 miles from the Roseau County Courthouse, to conduct County business must secure advance approval from the Board of Commissioners.

2025 Pocket Gopher Bounty

The Board reviewed the 2024 rate, which was set at $3.50 per gopher, with an additional $1.00 reimbursement for gophers trapped in

Unorganized Townships. Following discussion, the Board approved to maintain the same reimbursement rate for 2025.

2025 Beaver Bounty

The 2024 beaver bounty was set at $75.00 per beaver. Following discussion, the Board approved to maintain the same reimbursement rate for 2025.

2025 Commissioner Committee Assignments

A draft 2025 Committee Assignments List was distributed for review and discussion. Following review/revision of the list, the Board approved the 2025 Commissioner Committee assignments.

(Note: A complete listing of the 2025 Committee Assignments is available for public review in the County Coordinator’s Office and on the Roseau County website)

UNFINISHED BUSINESS

Commissioner Phillipe requested the meeting times for the County meetings scheduled for June 17, 2025 be revised to align with the County Board of Appeal and Equalization Meeting scheduled for 6:00 p.m. that day. Following discussion, Board consensus was to change the Social Services Board Meeting start time for 3:00 p.m., and the Operations Committee/Board Work Session start time for 4:00 p.m. on June 17, 2025.

Upon motion carried, the Board adjourned the Regular meeting at 10:35 a.m. The next Regular meeting of the Board is scheduled for Tuesday, January 14, 2025, at 9:00 a.m.

(January 22, 2025)