CLAY COUNTY BOARD OF COMMISSIONERS 8:30 A.M., TUESDAY, NOVEMBER 24, 2020
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CLAY COUNTY BOARD OF COMMISSIONERS
8:30 A.M., TUESDAY, NOVEMBER 24, 2020
County Board Room, 3rd Floor, Courthouse
MINUTES
The Clay County Board of Commissioners met in regular session with the following Commissioners present:
Frank Gross, Kevin Campbell, Grant Weyland, and Jenny Mongeau. Attending remotely: Commissioner Jim
Haney. Others present or joining remotely: County Administrator Stephen Larson, County Attorney Brian
Melton, and Senior Administrative Assistant Colleen Eck.
CALL TO ORDER
Chair Gross called the meeting to order at 8:30 a.m.
APPROVAL OF AGENDA
On motion by Commissioner Mongeau, seconded by Commissioner Weyland, and unanimously carried, the
Board approved the agenda with one addition: Request to purchase carpet sweeper for new DMV location.
LEASE AGREEMENT BETWEEN RDO AND CLAY COUNTY
By consent, the Board approved the lease agreement between Clay County (landlord) and PROFFUTT LP
(tenant) for occupancy at property located at 3510 12 Avenue S in Moorhead from November 24, 2020 to
January 15, 2021.
CITIZENS TO BE HEARD
During this pandemic, citizens continue to have the opportunity to share feedback at Board meetings via
website link. Mr. Larson did not receive any requests for this meeting.
APPROVAL OF MINUTES FROM NOVEMBER 10, 2020
On motion by Commissioner Campbell, seconded by Commissioner Weyland, and unanimously carried, the
Board approved the minutes from November 10, 2020.
APPROVAL OF PAYMENT OF BILLS AND VOUCHERS
On motion by Commissioner Mongeau, seconded by Commissioner Campbell, and unanimously carried, the
Board approved payment of bills and vouchers totaling $762,391 from 50 vendors. From that total, 25 warrants
issued are under $2,000 ($21,505) and the following 25 are over $2,000:
Moorhead Center Mall, LLP $316,800 NetCenter Technologies $9,792
Construction Engineers, Inc. $155,626 MN Life $5,496
Houston Engineering, Inc. $37,269 Dakota Refrigeration, Inc. $5,100
ByteSpeed, LLC $30,993 Norix Group, Inc. $4,590
Best Buy Business Advantage $26,619 Clay County Fair $4,000
ASP of Moorhead, Inc. $26,219 Madison National Life $3,110
Amazon Capital Services $19,159 Midwest Radio of Fargo-Moorhead $3,000
High Point Networks, LLC $16,963 Radio Fargo Moorhead $3,000
Network Center, Inc. $14,116 CDW Government, Inc $2,684
Sanford Health $14,095 Colonial Life $2,645
Klein Mccarthy & Co Ltd $13,169 Nancy Hein-Kolo, PsyD, LP $2,375
Stein's, Inc. $11,182 Historical & Cultural Society $2,005
Galls, LLC $10,880
1COVID-19 UPDATE
Public Health Director Kathy McKay and Jamie Hennen were present with the weekly update for COVID-
19. As of yesterday, Clay County had 4,451 positive cases and 55 deaths. The 14-day case rate per 10,000
people increased to 161.30. There have been 267,500 positive cases and 3,265 deaths throughout the
State of Minnesota. The cumulative positivity rate is at 7%. As of November 18, the County has 883 active
cases. The age groups with the highest number of active cases in the County are 20-24, 25-29, and 30-34.
Cass County, ND cases increased to 15,405 and their cumulative positivity rate increased to 20.38%. The
latest recommendation for Thanksgiving is just immediate households. The message to avoid large
gatherings is clear. Sixty to 70% of the population will need to be vaccinated for the virus for herd
immunity.
Ms. Hennen shared the latest statistics from the saliva testing site in Moorhead. During the week of
November 15, there were 5,817 people tested (3,201 from MN and 2,616 from out-of-state) with 453 of
them testing positive. The positivity rate was 17.11%, down from 21.09% the previous week.
Public Health Department is currently working on a media campaign and are working to get information
handouts at the saliva testing site. Ms. Hennen noted there is some public vaccine hesitancy, due in part
to the short amount of time it has taken to develop the vaccine. She stressed that no shortcuts were taken
but the time was shortened because of the amount of resources and manpower available in developing
the vaccine. The FDA is still making the decisions. The new COVID Aware MN app is now available and can
be downloaded at covidawaremn.com. The more people who download and use the app the better it
works. It does not share your information with others, does not track your location or access personal
information on your phone. When someone tests positive, others with the app would receive a code
notification that they may have been exposed during a certain time period.
Commissioner Campbell brought up convalescent plasma donations for people with COVID. If plasma is
donated at Vitalant or Red Cross it goes directly to convalescent patients. The other two facilities in the
area, Biolife Plasma Center and Talecris Plasma Resources, both compensate plasma donors and their
plasma is used for research. A plasma donor can coordinate between the different sites. If someone is
fully recovered from COVID, with at least 14 symptom-free days, they may be able to donate plasma.
Phone numbers and online registration information will be included on the County website.
CARES ACT COMMITTEE UPDATE
County Administrator Stephen Larson stated the CARES Act committee met one time in the past week to
address allocating the remaining funds. Following the deadline on November 15 for cities and township to
utilize their funds, $20,000 came back to the County to be utilized by December 1.
HR Director Darren Brooke has updated the allocations in each of the categories assigned to the CARES Act
funds. Invoices and payments are being finalized for the December 1 deadline. The County will be closing
on the south Moorhead building this afternoon and discussions are underway with Klein McCarthy to refit
that building for the County’s needs. Commissioner Mongeau added that the committee utilized the funds
the best they could with the limited time period they were given. She encouraged the public to help the
community by shopping local and using curb-side pick-ups during this round of closures.
REQUEST APPROVAL OF EXTENSION TO ASP SECURITY CONTRACT FOR FAMILY SERVICE CENTER
2Stephen Larson requested approval to extend the ASP Security contract for the Family Service Center to
assure that citizens be allowed in the building during inclement weather while socially distancing.
On motion by Campbell, seconded by Weyland, and unanimously carried, the Board approved $23,525.80
from CARES Act funding Resilience Category for ASP Security at the FSC for the first two quarters of 2021.
REQUEST APPROVAL TO PURCHASE MEDIA AND ASSOCIATED OFFICE EQUIPMENT THROUGH CARES
FUNDING
Mr. Larson noted that the south Moorhead building is being purchased from RDO. The seller had originally
planned to take their TVs and Varidesks to their new building but are now offering them for sale at a
significant savings. There is other equipment for sale that the County is not interested in purchasing.
On motion by Commissioner Weyland, seconded by Commissioner Campbell, and unanimously carried, the
Board approved the purchase of media and associated equipment (TVs and Varidesks) in the amount of
$6,500 from CARES Act funding Infrastructure Mitigation Category
ADDITION: REQUEST TO PURCHASE CARPET SWEEPER FOR NEW DMV LOCATION
Mr. Larson stated that funding was requested and approved by the CARES Committee to purchase a new
walk behind carpet sweeper from Stein’s, Inc. in the amount of $1,935.93 for the new DMV location in the
Center Mall. The 3-foot swath sweeper will increase the vacuuming productivity of the custodial staff and
prevent the need for additional custodial staff at the mall location.
On motion by Commissioner Weyland, seconded by Commissioner Campbell, and unanimously carried, the
Board approved the request to purchase a $1,935.93 Scout 6 Walk-Behind Carpet Sweeper for the new DMV
location from the CARES Act funding Resiliency Category.
RECOMMEND APPROVAL OF GRANT FUNDING APPLICATION AND LEGAL SPONSOR RESOLUTION 2020-36
FOR AGASSIZ RECREATIONAL TRAIL
County Engineer David Overbo stated this grant funding application is an annual submission for the Agassiz
Recreational Trail. A portion of the trail is in Clay County. The DNR grant funding is used for maintenance
and oversite of the trail and liability insurance.
On motion by Commissioner Mongeau, seconded by Commissioner Weyland, and unanimously carried, the
Board executed Resolution 2020-36:
RESOLUTION OF THE CLAY COUNTY
BOARD OF COMMISSIONERS
Approving Clay County as Legal Sponsor for Application for DNR Trail
Assistance Programs Effective Fiscal Year 2021
RESOLUTION 2020-36
WHEREAS, Clay County desires to maintain trails for the enjoyment of the public and will act as legal
sponsor for an application for the DNR Trails Assistance Program, the MN DNR Grant-in-aid Trail Permit; and
3WHEREAS, Clay County may enter into agreement with the State of Minnesota for the Polk-Norman-Clay
Agassiz Recreational Trail, heretofore known as the Agassiz Recreational Trail, for the portion of the trail existing in
Clay County; and
WHEREAS, Clay County will comply with all applicable laws and regulations as stated in the grant contract
agreement(s), permits and by all applicable federal and state laws and regulations; and
WHEREAS, Clay County recognizes and assigns Clay County Administrator Stephen Larson who will act as a
fiscal agent on behalf of Clay County; and
WHEREAS, Clay County approves this resolution to be effective for acting as the legal sponsor for trail
administration annually for future grant applications and permits.
NOW THERFORE BE IT RESOLVED that Clay County agrees to continue to act as legal sponsor for the above
applications and agreements of the DNR Trails Assistance Program until such time that Clay County rescinds this
sponsorship beginning Fiscal Year 2020.
REQUEST TO AMEND LANDFILL CONSTRUCTION CONTRACT WITH BURNS & MCDONNELL ENGINEERING
Solid Waste Manager Kirk Rosenberger asked the Board to approve an amendment to the construction
contract with Burns & McDonnell Engineering for additional items needed for the citizen drop-off area at
the landfill. Commissioner Weyland stated the improvements for citizens and their safety at the landfill are
impressive and the Solid Waste staff have been doing a great job with the project.
On motion by Commissioner Weyland, seconded by Commissioner Campbell, and unanimously carried, the
Board approved a contract amendment for $29,401 for the citizen drop off area at the landfill.
REQUEST FOR SUPPORT OF RESOLUTION 2020-37 FOR SUBMITTAL OF WILD RICE WATERSHED DISTRICT
ONE WATERSHED ONE PLAN
SWCD Manager Kevin Kassenborg stating the Wild Rice Watershed District has completed their draft of One
Watershed One Plan. They recently conducted a public hearing in Ada for comments on the plan. Receiving
no comments, their Policy Committee voted to approve the draft plan and are seeking support from the
local boards. The plan will be addressed by the Board of Water and Soil Resources on December 15.
On motion by Commissioner Weyland, seconded by Commissioner Mongeau, and unanimously carried, the
Board approved Resolution 2020-37:
Resolution 2020-37
Resolution in Support of One Watershed One Plan Submittal
WHEREAS, the Clay County Board of Commissioners has reviewed the Draft of the Wild Rice – Marsh
Watershed One Watershed One Plan documents; and
WHEREAS, the Board of Commissioners finds the documents to meet the needs and requirements of local
water management priorities,
THEREFORE, BE IT RESOLVED, that the Clay County Board of Commissioners recommend to the Wild Rice –
Marsh Watershed Policy Committee that this plan be submitted to the Board of Water and Soil Resources for their
approval as stated in the BWSR Operating Procedures 2.0 and the Wild Rice - Marsh Watershed’s 1W1P Planning
Memorandum of Agreement.
INFORMATION ON PLANNING PROCESS FOR 2021 COMPREHENSIVE AND TRANSPORTATION PLAN
Planning Director Matt Jacobson provided information on the 2021 Comprehensive and Transportation
Plan. The County will partner with MetroCOG and their kick-off for the plan will be in January. It will
4ultimately serve as a guiding document for the County. It will include the current state of the county, a vision
for the future, as well as goals and objectives. Participation. Working with MetroCOG.
Commissioner Campbell stated he was on the committee that reviewed the existing Comprehensive Plan
and wants to protect some of the items that were established for the County.
APPROVAL OF 2021 COMPREHENSIVE AND TRANSPORTATION PLAN STUDY REVIEW COMMITTEE
Mr. Jacobson clay county does not have building codes. this would be a tool for the development code.
On motion by Commissioner Gross, seconded by Commissioner Weyland, and unanimously carried, the
Board approved Commissioners Mongeau and Campbell to serve on the Review Committee for the 2021
Comprehensive and Transportation Plan.
On motion by Commissioner Mongeau seconded by Commissioner Weyland, and unanimously carried, the
Board approved the full Review Committee for the 2021 Comprehensive and Transportation Plan:
Commissioners Jenny Mongeau and Kevin Campbell; Planning Commission Members: Bill Davis, Curt
Stubstad, Mark Klevgaard, and Laura Johnson (Alternate); Board of Adjustment Member Ezra Baer; County
Administrator Steve Larson; Planning Director Matt Jacobson and Erika Franck (Alternate); County Engineer
Dave Overbo and Justin Sorum (Alternate); Environmental Health Director Kent Severson; and MetroCOG
Staff Adam Altenburg.
REQUEST FROM TAYLOR RADTKE TO WAIVE PENALTIES AND INTEREST FOR LATE PAYMENT OF PROPERTY
TAXES
Taylor Radtke phoned in with a request for the Board to have his penalties waived on property taxes he
owns. Michelle Rohrich, Chief Deputy Treasurer, was present with the information from the resident and
the Treasurer’s Office. Mr. Radtke paid his taxes along with penalties for the nine houses he owns in
Moorhead. Several of the houses have taxes that get paid through escrow. He noted at this time he is having
trouble collecting rent from his tenants and cannot evict them due to the COVID pandemic. He is using
savings to pay his bills and taxes but is coming up short. He owes taxes and $374.80 in penalties on four of
his houses.
Mr. Radtke was informed that Lakes and Prairies Community Action Partnership has a grant specifically for
tenants in this situation. He can pass on that information to his tenants for rental assistance. The payments
should go directly to the landlord.
On motion by Commissioner Campbell, seconded by Commissioner Weyland, and unanimously carried, the
Board approved waiving penalties of $374.80 for Mr. Radtke, and granting him an additional 30-day
extension to pay the overdue property taxes.
BUDGET DISCUSSION
Stephen Larsen and Lori J. Johnson, Auditor – Treasurer, were present for a budget discussion. Mr. Larson
referred back to Resolution 2020-28 that was approved by the Board in September to set the maximum
levy. He provided documentation on 2020 County sales tax with payments thru November listed as
$3,214,483.61. He noted this is higher than anticipated and there are also levy dollars for repayment of the
5bonds. After businesses were audited in June, another $365,000 was recouped in sales tax. Ms. Johnson
commented that the Governor is also considering some sales tax forgiveness for restaurants and bars.
Mr. Larson referred to the Summary of 2021 Tax levy by Funds. There are new requests, a fund balance that
they propose to utilize to offset the tax levy, and a cost of living adjustment (COLA). The total preliminary
levy is $41,089,679. After program aid is deducted, the spread levy is $37,210,718 which was a 6.27%
increase. New construction offsets by 1.28%, bringing it down to 4.99%. The new requests were all reviewed
by the Personnel Issues Committee. Commissioner Campbell noted that the new requests are all
appropriate; however, he would like to benefit all taxpayers with an additional 1 to 1.5% reduction in the
levy.
Mr. Larson stated the plan is to conduct the Truth in Taxation meeting in the new larger community room
of the courthouse at 6:00 p.m., Tuesday, December 8, 2020. A Teams Meeting will also be set up for a virtual
option.
COMMITTEE REPORTS/COUNTY ADMINISTRATOR UPDATE/DISCUSSIONS
Many of the following committee reports are from virtual or remote meetings.
▪ Commissioner Weyland attended meetings for FM Diversion Authority; EDC Executive Committee;
and Moorhead Clay County Joint Powers Authority.
▪ Commissioner Mongeau attended meetings for CARES Act Committee; Audit Committee; MetroCOG
Committee; Planning Commission; Land Management of FM Diversion Authority; AMC Extension
Committee; Extension: 100 Rural Women; and Lakeland Mental Health Committee. She also
conversed with the Mayor of Barnesville regarding emergency response times.
▪ Commissioner Campbell attended meetings for CARES Act Committee; Solid Waste Advisory
Committee; Prairie Lakes Municipal Solid Waste Authority; Land Management of FM Diversion
Authority; and Moorhead Clay County Joint Powers Authority.
▪ Commissioner Haney attended a Lake Agassiz Regional Library meeting.
▪ Commissioner Gross attended meetings for Audit Report and Historical Society of Clay County. He asked
folks to consider the Historical Society on Giving Hearts Day.
▪ Administrator Larson attended meetings for CARES Act Committee; Recorder’s Office Compliance;
Solid Waste Advisory Committee; met with RDO Representatives; State Auditor; Court
Administration Staff; Department Heads; Local City and County Administrators; MCCJPA; FM
Diversion Authority; Campus Issues; Building Committee; Klein McCarthy and Courthouse
Department Heads; and led orientation for Commissioners Kahly and Ebinger.
The meeting adjourned at 10:05 a.m.
_____________________________________________
Frank Gross, Chair
County Board of Commissioners
_____________________________________________
Stephen Larson, County Administrator
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