The Docket · Government Meeting · DKT-2026-004145

On the agenda: Long Prairie Packet — DATA CENTER (Aug 4)

Past ⚠ Agenda Watch Long Prairie, Minnesota · Tuesday, August 4, 2026 — 3 months ago

About this record

The published agenda for the August 4, 2026 meeting contains: "DATA CENTER", "data center". The meeting has passed. The agenda stays here as a permanent public record.

WhenTuesday, August 4, 2026
Check the agenda document for the meeting time.

WhereLong Prairie, Minnesota

BodyPacket

Money$34.81 was at stake

On the record“DATA CENTER”“data center”

The agenda, word for word

Government public record — the full text of the published document, archived October 12, 2026. Gold highlighting of key terms is ours, not the original’s. Read the original document ↗

141 pages · scroll to read

Page 1 of 141

BOARD OF COMMISSIONERS
Regular Board Meeting Agenda
Tuesday, August 4, 2026

9:00 AM

Meeting to be held in the County Board Room
at the Historic Courthouse, 215 1st Ave S, Long Prairie, MN.
MEETING WILL BE LIVE-STREAMED AT: HTTPS://WWW.TODDCOUNTYMN.GOV
Public Comment Period: 8:45 a.m.
Agenda Time:
Agenda Item #
1
Call to Order and Roll Call
9:00
Pledge of Allegiance
2
9:01
3
9:02
Amendments to the Agenda
Potential Consent Items
4
9:03
4.1 Meeting Minutes Approval - July 21, 2026
4.2 Accept the resignation of Beau Herzig 08/10/2026
4.3 Accept the resignation of Investigator Travis Winter 08/02/2026
4.4 Accept the resignation of Megan Sovich, Admin Assistant 07/31/2026
4.5 Hire Abby Pearcy PT Correctional Officer Start date: TBD
4.6 Gambling Permit - Ivy's Legacy Foundation 10/30/2026
Commissioners
5
9:05
5.1 2nd Quarter Service Awards
County Auditor-Treasurer
6
9:15
6.1 Auditor Warrants - July 2026
6.2 Commissioner Warrants
6.3 Health & Human Services Commissioner Warrants
6.4 Health & Human Services SSIS Warrants
6.5 Transfer of Funds - County Ditch Inspector Hours
County Ditch/Ag Inspector
7
9:20
7.1 Acknowledge Receipt County Ditch 33 - Hold Harmless Agreement - Ditch Maintenance
7.2 County Ditch 11 - Hold Harmless Agreement - Ditch Maintenance/Install Private Crossing
8
Planning & Zoning
9:25
8.1 Long Prairie River Watershed Collaborative Fiscal Agent Agreement
9
Health & Human Services
9:30
9.1 Approve Public Health Nurse Job Description revision
9.2 Approve FFY2027 Low Income Home Energy Assistance Program Grant Contract & Internal Controls
10
Administration
9:35
10.1 2027 Non-Union and Appointed Officials Salaries
10.2 Organizational Chart Update - Public Works
Approval of Gallagher's Recommendation to Reclassify the Human Resource Assistant Position
10.3
from Grade 4/D to Grade 5/E
Standing Reports
County Auditor-Treasurer Report
County Attorney Report
County Coordinator's Report
County Commissioners' Report
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Commissioners may be in the Commissioner's Board Room prior to the board meeting proceedings.
The County Board will open the meeting at the posted time and reserves the right to alter the agenda schedule for business needs.

Recess

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Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-01

Meeting Minutes Approval - July 21st, 2026

Date of Meeting: August 4th, 2026
Agenda Time Requested:
Organization / Department Requesting Action: Auditor-Treasurer
Person Presenting Topic at Meeting: Denise Gaida, County Auditor-Treasuer
Background: Supporting Documentation enclosed
Minutes for the following meetings are attached: July 21st, 2026
Options:

Consent Agenda

Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
To approve the Todd County Board of Commissioner's Meeting Minutes for July 21st, 2026 as presented.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

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

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Revised 01/2026

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Minutes of the Meeting of the Todd County Board of Commissioners held on
July 21 s t , 2026
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 21st day of July, 2026 at 9:00 AM. The meeting was called to order by Chairperson
Byers. The meeting was opened with the Pledge of Allegiance. All Commissioners were present.
Approval of Agenda
On motion by Noska and second by Denny, the following motion was introduced and adopted by
unanimous vote: To adopt the agenda as presented
Consent Agenda
On motion by Becker and second by Neumann, the following motions were introduced and adopted by
unanimous vote:
To approve the Todd County Board of Commissioner's Meeting Minutes for July 7th, 2026 as
presented.
Approve the appointment of Alex Miller to fill the vacant Heavy Equipment Operator position at
the Little Sauk Shop and place him on the current pay grid at Grade F, Step K ($34.81 per hour).
Approve the hire of Nicole Vigil to fill the open Care Coordinator position. Grade I/9, Step B,
$34.14. Start date: TBD.
Approve the resignation of Eligibility Worker Lorena Luna, effective July 24th, 2026.
Approve the resignation of Eligibility Worker Yolanda Jobe, effective July 24th, 2026.
To approve a one day On Sale Temporary Liquor License for the Long Prairie Lions Club at the
address of 24257 Riverside Drive (Long Drive In), Long Prairie, MN in Long Prairie Township
effective August 29th, 2026.
Auditor-Treasurer
On motion by Denny and second by Becker, the following motion was introduced and adopted by
unanimous rollcall vote: To approve the Commissioner Warrants number (ACH) 404590 through 404612
in the amount of $36,088.07 and (Regular) 59933 through 59969 in the amount of $91,361.08 for a total
of $127,449.15.
On motion by Neumann and second by Noska, the following motion was introduced and adopted by
unanimous rollcall vote: To approve the Health & Human Services Commissioner Warrants number
(ACH) 807690 through 807720 and (Regular) 714298 through 714343 for a total of $118,758.82
On motion by Becker and second by Denny, the following motion was introduced and adopted by
unanimous rollcall vote: To approve the Health & Human Services SSIS Warrants number (ACH)
602047 through 602063 and (Regular) 519020 through 519043 for a total amount of $128,290.20.
On motion by Neumann and second by Noska, the following motion was introduced and adopted by
unanimous vote: To appoint Dennis Ebnet as the At-Large representative on the Todd County Parks &
Trails Board effective immediately.

Page 1 of 7
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MIS
On motion by Noska and second by Denny, the following motion was introduced and adopted by
unanimous vote: To authorize the posting for a full time MIS Technician and eliminate the part time MIS
Technician from the org chart.
Planning & Zoning
The July Planning Commission draft minutes and staff report were provided for review and to aid in
discussion of the forthcoming board actions.
On motion by Denny and second by Noska, the following motion was introduced and adopted by
unanimous vote: Adopt the findings of the Planning Commission and grant the CUP for parcel 130003502 to establish a sawmill operation with the following conditions:
1. Hours of operation shall be restricted to 7:00 AM to 6:00 PM CST, Monday through Saturday.
2. Operation of the sawmill shall be conducted within a permitted structure.
3. Outdoor storage of products shall be allowed but shall be conducted in compliance with Section 9.01B
of the Todd County Planning and Zoning Ordinance.
4. There shall be no loading or unloading of materials within the road right of way.
5. Obtain permitting for sawdust collection shed paid at 2x after the fact rates. The sawdust collection
shed shall be enclosed on all sides for noise prevention.
6. Applicant shall abide by all other applicable federal, state, and local standards.
On motion by Denny and second by Becker, the following motion was introduced and adopted by
unanimous vote: Adopt the findings of the Planning Commission and grant the CUP for parcel 070035800 for assembly of delivered wood products with the conditions below.
1. Hours of operation shall be restricted to 7:00 AM to 6:00 PM CST, Monday through Saturday.
2. The operation shall be conducted within a permitted structure.
3. Outdoor storage of products shall be allowed but shall be conducted in compliance with Section 9.01B
of the Todd County Planning and Zoning Ordinance.
4. Finished products shall be stored in a manner that meets all structural setbacks.
5. There shall be no loading or unloading of materials within the road right-of-way.
6. Applicant shall abide by all other applicable federal, state, and local standards.
On motion by Neumann and second by Noska, the following motion was introduced and adopted by
unanimous vote: Adopt the findings of the Planning Commission and grant the CUP for parcel 070008801 to expand an existing feedlot from 1997.4 animal units to 2744 animal units with the conditions
below.
1. Applicant must obtain NPDES permitting prior to issuance of land use permits.
2. Applicant must obtain MN DNR waters withdrawal permitting and provide verification of permitting to
Todd County.
3. Air quality exemption notices shall be provided to Todd County prior to all future manure application
events.
4. Liquid manure storage structure shall have capacity for no less than 12 months storage. All manure
storage shall be constructed prior to stocking of additional animal units.
5. In the event of a manure spill or other discharge, applicant must notify the County and the Minnesota
Duty Officer immediately upon discovery of said discharge.
6. Submittal of a property line adjustment application to meet all setback requirements and approval of
said application prior to issuance of land use permits

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7. Applicant shall maintain and adhere to updated Manure Management Plans, setback maps, soil
sampling, and manure analysis, as required by MPCA Feedlot Rules. Manure management records shall
be made available to Todd County upon request.
8. Applicant must abide by all other applicable federal, state, and local standards.
9. Applicant must obtain permitting and/or licensing from additional governmental agencies as necessary.
On motion by Denny and second by Noska, the following motion was introduced and adopted by
unanimous vote: Adopt the findings of the Planning Commission and grant the CUP on parcel 130009800 to construct outdoor poly furniture with onsite retail sales, construction of a 40’x80’ shop and
24’x16’ indoor display area with the following conditions:
1. Submit permit fee for proposed outhouse and complete installation prior to issuance of any new land
use permits.
2. Hours of operation shall be restricted to 7:00 AM to 6:00 PM CST, Monday through Saturday.
3. Operation shall be conducted within a permitted structure.
4. Outdoor storage of products shall be allowed but shall be conducted in compliance with Section 9.01B
of the Todd County Planning and Zoning Ordinance.
5. Storage of finished products must be located outside of the road right-of-way.
6. There shall be no loading or unloading of materials within the road right-of-way.
7. Applicant shall abide by all other applicable federal, state, and local standards.
On motion by Noska and second by Becker, the following motion was introduced and adopted by
unanimous vote: Adopt the findings of the Planning Commission and grant the CUP on parcel 070012600 to operate a sawmill in an existing structure and add a 40’x50’ addition to the structure with the
following conditions:
1. Hours of operation shall be restricted to 7:00 AM to 6:00 PM CST, Monday through Saturday.
2. Operation shall be conducted within a permitted structure.
3. Outdoor storage of products shall be allowed but shall be conducted in compliance with Section 9.01B
of the Todd County Planning and Zoning Ordinance.
4. Storage of finished products must be located outside of the road right-of-way.
5. There shall be no loading or unloading of materials within the road right-of-way.
6. Applicant shall abide by all other applicable federal, state, and local standards.
On motion by Becker and second by Denny, the following motion was introduced and adopted by
unanimous vote: Adopt the findings of the Planning Commission and approve the preliminary plat “Plat
of Halves” on parcel 25-0018601 with the following conditions:
1. New accesses from the road shall be approved by the road authority prior to installation.
2. Applicant must abide by all other applicable federal, state, and local standards
On motion by Noska and second by Denny, the following resolution was introduced and adopted by
unanimous vote:
RESOLUTION TO ADOPT AN INTERIM ORDINANCE TO ESTABLISH A MORATORIUM
ON DATA CENTERS IN TODD COUNTY
WHEREAS, the purpose of this Interim Ordinance is to protect the public health, safety, and general
welfare of residents of Todd County by temporarily prohibiting the establishment of data centers while
the County conducts a study to develop appropriate performance standards, zoning controls, and other
regulations related to the operation of a data center; and

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WHEREAS, the County Board finds that data centers are a new, emerging land use with significant
impacts related to energy demand, water use, noise, heat, stormwater management, and land use
compatibility; and
WHEREAS, the Todd County Planning and Zoning Ordinance does not expressly regulate or impose
standards on data centers; and
WHEREAS, Minnesota Statute 394.34 authorizes counties to adopt interim ordinances to regulate,
restrict, or prohibit land uses while studies or plans are being conducted; and
WHEREAS, a temporary moratorium is necessary to allow Todd County sufficient time to study, draft,
and adopt appropriate regulations;
NOW, THEREFORE BE IT RESOLVED; the Todd County Board of Commissioners Hereby Ordains:
Section 1 – Definition
The term “data center” shall mean any building or facility housing computers, servers, storage, or
networking equipment used principally to process, transfer, manage, or store digital information. The
term shall also encompass all accessory structures or facilities comprising offices, generators, water
cooling, storage systems, utilities, or other infrastructure related to digital data operation.
Section 2 – Moratorium
No data center may be established, constructed, or permitted within Todd County for the duration of this
Interim Ordinance. Additionally, no land use or zoning permit applications related to the establishment of
a data center shall be accepted, processed, or approved during the moratorium.
Section 3 – Study
During the duration of the moratorium, County staff, along with the Todd County Planning Commission
and the Todd County Board of Commissioners, shall conduct a study addressing to identify the land use
impacts of data centers including, but not limited to, noise, water use, stormwater management, air quality
and other environmental impacts, land use compatibility, hazard mitigation, and economic impacts.
Section 4 – Enforcement
Todd County may enforce any provision of this Interim Ordinance by any and all means authorized by the
Todd County Planning and Zoning Ordinance and applicable State Statutes.
Section 5 – Effective Date
This Ordinance shall take effect on the date of its passage and shall be in effect for a period of one year
from the date thereof. The Interim Ordinance may be terminated earlier by action of the Todd County
Board of Commissioners.
Section 6 – Severability

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If any section of this Interim Ordinance is determined to be invalid or unconstitutional by a court of
competent jurisdiction, such decision shall not affect the validity of the remaining portions of the
Ordinance, which shall remain in full force and effect.
Health & Human Services
On motion by Denny and second by Noska, the following motion was introduced and adopted by majority
vote: Authorize the hiring of two Care Coordinators in HHS under the Adult Services Unit.
Administration
On motion by Becker and second by Denny, the following resolution was introduced and adopted by
unanimous vote:
ADOPTION OF TODD COUNTY DATA PRACTICES POLICY FOR DATA SUBJECTS
WHEREAS, the Todd County Board of Commissioners recognizes the importance of maintaining
current policies that ensure compliance with Minnesota Statutes, Chapter 13, the Minnesota Government
Data Practices Act; and
WHEREAS, the Minnesota Department of Administration has developed a Model Policy for Data
Subjects to assist government entities in complying with the requirements of Minnesota Statutes, Chapter
13; and
WHEREAS, on June 16, 2026, the Todd County Board adopted a general Data Practices Policy; and
WHEREAS, the proposed Data Practices Policy for Data Subjects is a separate policy that specifically
addresses the rights of data subjects and reflects current statutory requirements and best practices; and
WHEREAS, the Todd County Policy Committee has reviewed the proposed Data Practices Policy for
Data Subjects and recommends its adoption; and
WHEREAS, the Todd County Attorney has reviewed and approved the proposed Data Practices Policy
for Data Subjects;
NOW, THEREFORE, BE IT RESOLVED, that the Todd County Board of Commissioners hereby
adopts the attached Todd County Data Practices Policy for Data Subjects, based upon the Minnesota
Department of Administration's Model Policy for Data Subjects, effective July 21, 2026.
BE IT FURTHER RESOLVED, that this policy shall serve as a companion to the Todd County Data
Practices Policy adopted on June 16, 2026, and shall govern the rights of data subjects and the County's
procedures for responding to requests and inquiries from data subjects in accordance with Minnesota
Statutes, Chapter 13.
Closed Session
On motion by Becker and second by Neumann, the following motion was introduced and adopted by
unanimous vote: Enter into closed session pursuant to MN Statute 13D.05 Subd 3(a) at 9:32 a.m.

Page 5 of 7
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On motion by Becker and second by Denny, the following motion was introduced and adopted by
unanimous vote: To reopen the session at 10:08 a.m.
The County Coordinator was given a satisfactory performance evaluation.
County Auditor-Treasurer’s Report
The County Auditor-Treasurer reported that the election judge training and Primary election preparations
are well underway, Finance Committee meetings are being held regularly, Filing of candidates for local
offices is now open, election equipment testing is nearing completion and mobile home statements have
been mailed out.
County Coordinator’s Report
The County Coordinator reported attending meetings including Wellness, Finance, Keyl radio,
Sourcewell, TWCC, Broadband, Emergency Mgmt and Childcare.
County Commissioner’s Report
The Commissioners reported on meetings and events attended.
Commissioner Becker attended meetings including the Rainbow Rider, TWCC and West Central
Regional Juvenile Center.
Commissioner Denny has attended meetings including Personnel and Finance.
Commissioner Noska has attended meetings including Law Library, Wellness, TCDC, Fair Board and
TWCC.
Commissioner Byers attended meetings including Dept Head, Park Board, SWCD, Personnel, TCDC,
Finance and Long Prairie Watershed.
Commissioner Neumann attended meetings including Rainbow Rider, Solid Waste, CPT Personnel, and
Sauk River JD2.
Adjourn
On motion by Denny and second by Becker, the meeting was adjourned for the month of July 2026.
COMMISSIONER WARRANTS
VENDOR NAME
AULDS COMMUNICATIONS
CITY OF BROWERVILLE
COMMISSIONER OF TRANSPORTATION
METAL CULVERTS INC.
MIDSTATES EQUIPMENT & SUPPLY INC
NORTHERN STAR COOP
NYHUS CHEVROLET INC
POPE DOUGLAS SOLID WASTE MANAGEMENT
TOTAL RESPONSE
TOWMASTER
WIDSETH SMITH NOLTING INC
49 PAYMENTS LESS THAN 2000
Total:

AMOUNT
$
5,447.80
$
15,799.01
$
34,571.43
$
4,992.40
$
5,830.11
$
4,507.39
$
2,469.50
$
25,033.52
$
3,235.55
$
3,403.00
$
5,978.30
$
16,181.14
$ 127,449.15

Page 6 of 7
8 of 141

Page 9 of 141

HEALTH & HUMAN SERVICES WARRANTS
VENDOR NAME
RURAL MN CEP INC
TODD COUNTY MIS DEPT
61 PAYMENTS LESS THAN 2000
MORRISON COUNTY HEALTH & HUMAN SERVICES
13 PAYMENTS LESS THAN 2000
Total:
VENDOR NAME
COMMUNITY AND FAMILY SRVS LLC
DHS - ANOKA METRO RTC - 412
DHS - MOOSE LAKE RTC - 462
DHS - MSOP - MN SEX OFFENDER PROG - 462
LITTLE SAND GROUP HOME
LUTHERAN SOCIAL SERVICE OF MN - ST PAUL
MAIN STREET FAMILY SERVICES
NEXUS - KINDRED FAMILY HEALING
VALLEY LAKE BOYS HOME
VILLAGE RANCH INC
WEST CENTRAL REG JUVENILE CTR
30 PAYMENTS LESS THAN 2000

Total:

$
$
$
$
$
$

AMOUNT
13,874.67
77,234.86
18,699.95
4,148.48
4,800.86
118,758.82

$
$
$
$
$
$
$
$
$
$
$
$
$

AMOUNT
11,198.25
11,463.20
2,752.50
4,770.00
2,399.64
2,235.65
2,823.38
6,694.99
24,424.00
33,789.67
7,761.00
17,977.92
128,290.20

Page 7 of 7
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Page 10 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-02

Accept the resignation of Beau Herzig

Date of Meeting: 8/04/2026
Agenda Time Requested:
Organization / Department Requesting Action: Todd County Sheriff's Office
Person Presenting Topic at Meeting: Sheriff Allen
Background: Supporting Documentation enclosed
FT Jailer Beau Herzig turned in his resignation effective 8/10/2026
Options:
Accept the resignation of Beau Herzig
Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
Accept the resignation of FT jailer Beau Herzig effective 8/10/2026.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Consent Agenda

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

10 of 141

Revised 01/2026

Page 11 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-03

Accept the resignation of Investigator Travis Winter

Date of Meeting: 8/04/2026
Agenda Time Requested:
Organization / Department Requesting Action: Todd County Sheriff's Office
Person Presenting Topic at Meeting: Sheriff Allen
Background: Supporting Documentation enclosed
Investigator Travis Winter turned in his resignation effective 8/02/2026
Options:
Accept the resignation of Travis Winter
Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
Accept the resignation of Investigator Travis Winter effective 8/02/2026.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Consent Agenda

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

11 of 141

Revised 01/2026

Page 12 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-04

Accept the resignation of Megan Sovich

Date of Meeting: 8/04/2026
Agenda Time Requested:
Organization / Department Requesting Action: Todd County Sheriff's Office
Person Presenting Topic at Meeting: Sheriff Allen
Background: Supporting Documentation enclosed
Admin Assistant Megan Sovich turned in her resignation effective 7/31/2026
Options:
Accept the resignation of Megan Sovich
Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
Accept the resignation of Admin assistant Megan Sovich effective 7/31/2026.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Consent Agenda

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

12 of 141

Revised 01/2026

Page 13 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-05

Hire Abby Pearcy PT Correctional Officer

Date of Meeting: 8/04/2026
Agenda Time Requested:
Consent Agenda
Organization / Department Requesting Action: Todd County Sheriff's Office
Person Presenting Topic at Meeting: Sheriff Allen
Background: Supporting Documentation enclosed
An interview process was completed and Abby Pearcy was selected as the best candidate to fill the open PT Correctional
Officer position.
Options:
1- Hire Abby Pearcy for the PT Correctional Officer position
2- Do not hire Abby Pearcy for the PT Correctional Officer position.
Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
Hire Abby Pearcy for the PT Correctional Officer position at a wage of $26.36 per hour Grade 6/F staep A start date
TBD.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

13 of 141

Revised 01/2026

Page 14 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-06

Gambling Permit - Ivy's Legacy Foundation

Date of Meeting: August 4 , 2026
Agenda Time Requested:
Organization / Department Requesting Action: Auditor-Treasurer
Person Presenting Topic at Meeting: Denise Gaida, County Auditor-Treasurer
Background: Supporting Documentation enclosed
Application has been filed in the Auditor-Treasurer's Office.
Options:

Consent Agenda

Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
To approve a gambling permit for Ivy's Legacy Foundation to hold a raffle event at The Shed in Kandota Township at the
address of 10098 County 11, Sauk Centre, MN on October 30th, 2026.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

14 of 141

Revised 01/2026

Page 15 of 141

GAMBLING PERMIT – IVY’S LEGACY FOUNDATION
WHEREAS, the Todd County Board of Commissioners are establishing their approval for a Gambling Permit
for the Ivy’s Legacy Foundation through this resolution;
NOW, THEREFORE BE IT RESOLVED, that the Todd County Board of Commissioners approve a
Gambling Permit for the Ivy’s Legacy Foundation to hold a raffle event at The Shed in Kandota Township at
the address 10098 County 11, Sauk Centre, MN on October 30th, 2026.

Page 1 of 1
Board Action Tracking Number: 20260804-06
15 of 141

Page 16 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-07

2nd Quarter Service Awards

Date of Meeting: August 4th, 2026
Agenda Time Requested: 10 Minutes
Consent Agenda
Organization / Department Requesting Action: Commissioners
Person Presenting Topic at Meeting: Jackie Bauer, County Coordinator
Background: Supporting Documentation enclosed
The Todd County Board of Commissioners recognizes that County employees are our most valuable asset and would like
to recognize staff for their years of service. 2nd Quarter 2026 Service Awards will be presented.
Options:
Recommendation:
The Todd County Board of Commissioners approves the following by Motion:

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other: Service Awards
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

16 of 141

Revised 01/2025

Page 17 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-08

Auditor Warrants - July 2026

Date of Meeting: August 4 , 2026
Agenda Time Requested: 2 minutes
Organization / Department Requesting Action: Auditor-Treasurer
Person Presenting Topic at Meeting: Denise Gaida, County Auditor-Treasurer
Background: Supporting Documentation enclosed
Printout has been sent to the Commissioners and Warrants for Publication are attached.
Options:
th

Consent Agenda

Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
To approve the July 2026 Auditor Warrants number (ACH) 906187 through 906243 in the amount of $1,058,316.16
(Manual) 1408 through 1448 in the amount of $2,057,297.34 and (Regular) 246694 through 246841 in the amount of
$953,634.03 for a total of $4,069,247.53.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

17 of 141

Revised 01/2025

Page 18 of 141

Auditor Warrants for Publication
July 2026
Vendor Name
CLIFTON LARSONALLEN, LLP
CORBIN PICKAR EXC INC
GREAT RIVER REGIONAL LIBRARY
LONG PRAIRIE OIL COMPANY
LONG PRAIRIE SANITATION INC
PETERS LAW OFFICE, P.A.
PICTOMETRY INTERNATIONAL CORP
PRAIRIE LAKES MUNICIPAL SOLID WASTE AUTH
REGENTS OF THE UNIV OF MN
STEP
TODD COUNTY MIS DEPT
24 PAYMENTS LESS THAN 2000
A.W. RESEARCH LABORATORIES, INC.
CENTRA CARE
CENTRAL SPECIALTIES INC
CITY OF BROWERVILLE
CLIFTON LARSONALLEN, LLP
COUNTIES PROVIDING TECHNOLOGY
ESTRADA/ELIAZAR & ESMERALDA
FLEET SERVICES/WEX BANK
MINNESOTA POWER
MN DEPT OF FINANCE
MOTOROLA
OTTER TAIL COUNTY PROBATION
PACIFIC LIFE INSURANCE CO
RAINBOW RIDER
VERIZON
VOYANT COMMUNICATIONS, LLC
WATERGUARDS LLC
WEST CENTRAL REG JUVENILE CTR
WONDERLICH/SCOTT A
52 PAYMENTS LESS THAN 2000
CITY OF STAPLES
JASON ANDERSON CONSULTING
LAKES COMMUNITY COOPERATIVE
LANDWEHR CONSTRUCTION INC
LONG PRAIRIE OIL COMPANY
MINNESOTA POWER
MORRIS ELECTRONICS INC
MORRISON COUNTY
SIR LINES-A-LOT, LLC
38 PAYMENTS LESS THAN 2000
AFSCME COUNCIL 65
ASFELD/JOSEPH
CEBULLA/PAUL AND TAMMY
CENTRAL MN CARPET CARE
DOUGLAS SWCD
GALLAGHER BENEFIT SERVICES INC
HOST CONSTRUCTION CO LLC
LAW ENFORCEMENT LABOR SERV INC
LINCOLN FINANCIAL GROUP
MADDEN GALANTER HANSEN, LLP
METRO SALES INC
METROPOLITAN LIFE INSURANCE COMPANY
MINNESOTA POWER
MN TEAMSTERS NO 320
MORRISON SWCD
PACIFIC LIFE INSURANCE CO
PETERS LAW OFFICE, P.A.
STANTEC CONSULTING SERVICES INC
STATEMA/JORDAN
TODD CO SHERIFF
TRISKO HEATING AND PLUMBING INC
WESTERBERG/CHRIS
WEX BANK-SINCLAIR
29 PAYMENTS LESS THAN 2000
BETTER HEALTH COLLECTIVE
PAYCOM PAYROLL, LLC
PAYCOM PAYROLL, LLC
PAYCOM PAYROLL, LLC
BETTER HEALTH COLLECTIVE

Amount
$
20,265.00
$
6,925.00
$
90,634.25
$
5,637.71
$
4,673.25
$
4,600.00
$
43,100.00
$
98,136.20
$
45,062.50
$
13,253.75
$
3,446.40
$
13,845.02
$
2,780.00
$
13,350.31
$
391,307.43
$
9,704.66
$
7,959.00
$
7,448.00
$
27,786.75
$
12,140.01
$
2,020.46
$
8,924.50
$
3,558.06
$
16,000.00
$
2,325.00
$
13,133.33
$
6,230.66
$
3,249.90
$
12,438.75
$
9,029.00
$
5,325.00
$
29,715.44
$
274,371.79
$
6,819.32
$
3,041.04
$
335,591.63
$
8,296.09
$
14,674.44
$
6,896.45
$
39,256.50
$
181,803.51
$
12,439.19
$
4,878.28
$
4,760.04
$
14,816.14
$
3,000.00
$
11,928.11
$
2,000.00
$
11,450.00
$
2,248.32
$
6,884.20
$
19,838.03
$
2,220.22
$
13,100.32
$
3,276.44
$
2,991.24
$
2,273.40
$
2,325.00
$
2,096.25
$
6,956.14
$
16,908.08
$
10,126.61
$
3,227.55
$
29,010.00
$
2,170.50
$
16,270.02
$
31,355.00
$
608,126.31
$
3,467.11
$
41,818.28
$
328,645.00

18 of 141

Page 19 of 141

Auditor Warrants for Publication
July 2026
Vendor Name
VOYA (MSRS)
PERA
WEX HEALTH INC - HSA
COUNTY OF TODD
WEX HEALTH INC - HSA
MN PERA
WEX - CIRCLE K
MN DEPT OF REVENUE
US BANK-CC
MN DEPT OF REVENUE
PAYCOM PAYROLL, LLC
PAYCOM PAYROLL, LLC
PAYCOM PAYROLL, LLC
MN PERA
COUNTY OF TODD
WEX HEALTH INC - HSA
PERA
VOYA (MSRS)
HUMANA INSURANCE COMPANY
16 PAYMENTS LESS THAN 2000
TOTAL:

Amount
$
15,039.98
$
103,709.20
$
42,335.80
$
2,894.96
$
4,493.70
$
6,522.46
$
3,090.99
$
4,216.00
$
5,600.69
$
43,322.03
$
3,467.10
$
42,529.93
$
609,580.20
$
6,522.47
$
3,050.46
$
15,639.75
$
103,592.88
$
5,871.43
$
8,126.39
$
14,279.22
$ 4,069,247.53

19 of 141

Page 20 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-09

Approve Commissioner Warrants

Consent Agenda

Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
To approve the Commissioner Warrants number (ACH) 404613 through 404630 in the amount of $84,309.54 and
(Regular) 59970 through 60003 in the amount of $176,347.21 for a total of $260,656.75.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

20 of 141

Revised 01/2026

Page 21 of 141

KAYLA_D
7/31/26 10:37AM

**** Todd County ****
WARRANTS FOR PUBLICATION

Page 1

Cutoff 2000
Amount: 1 - Vendor Name
Report Sequence:

21 of 141

Page 22 of 141

KAYLA_D

**** Todd County ****

7/31/26 10:37AM

WARRANTS FOR PUBLICATION

Page 2

Warrants Approved On 8/04/2026 For Payment 8/07/2026
Vendor Name

Amount

AMAZON CAPITAL SERVICES
CELLEBRITE INC
CENTRAL APPLICATORS INC
D & D AUTO REPAIR
EAGLE FABRICATING
J BROTHERS MECHANICAL PLUS, LLC
LONG PRAIRIE LEADER
MN TARP AND LINER
PRAIRIE VIEW DIESEL REPAIR
TODD SOIL & WATER CONS DIST
TRUENORTH STEEL INC
WIDSETH SMITH NOLTING INC
Payments less than 2000
40

2,318.39
10,740.00
17,448.54
8,111.72
19,000.00
6,495.00
17,735.00
3,504.85
23,281.59
75,577.00
50,624.84
5,352.50
20,467.32

Final Total:

260,656.75

22 of 141

Page 23 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-10

Health & Human Services Commissioner Warrants

Date of Meeting: August 4 , 2026
Agenda Time Requested: 2 minutes
Consent Agenda
Organization / Department Requesting Action: Auditor-Treasurer
Person Presenting Topic at Meeting: Denise Gaida, County Auditor-Treasurer
Background: Supporting Documentation enclosed
Printouts have been sent for Commissioners to review and Warrants for Publication are attached.
Options:
th

Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
To approve the Health & Human Services Commissioner Warrants number (ACH) 807722 through 807751 and (Regular)
714344 through 714389 for a total of $219,551.44.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

23 of 141

Revised 01/2026

Page 24 of 141

ADRIANA
7/29/26 8:57AM

**** Todd County ****
WARRANTS FOR PUBLICATION

Page 1

Cutoff 2000
Amount: 1 - Vendor Name
Report Sequence:

24 of 141

Page 25 of 141

**** Todd County ****

ADRIANA
7/29/26 8:57AM

WARRANTS FOR PUBLICATION

Page 2

Warrants Approved On 8/04/2026 For Payment 8/07/2026
Vendor Name

Amount

BON NUIT LLC
NEW AMERICAN FUNDING, LLC
TIMMERMAN PROPERTIES LLC
Payments less than 2000
4

2,100.00
6,108.70
2,222.65
1,446.24

Final Total:

11,877.59

25 of 141

Page 26 of 141

HANNAH
7/29/26 1:43PM

**** Todd County ****
WARRANTS FOR PUBLICATION

Page 1

Cutoff 2000
Amount: 1 - Vendor Name
Report Sequence:

26 of 141

Page 27 of 141

**** Todd County ****

HANNAH
7/29/26 1:43PM

WARRANTS FOR PUBLICATION

Page 2

Warrants Approved On 8/04/2026 For Payment 8/07/2026
Vendor Name

Amount

CHILDREN YOUTH & FAMILIES DEPT
DHS - SWIFT
NEXT CHAPTER TECHNOLOGY, INC.
TODD COUNTY ATTORNEY'S OFFICE
Payments less than 2000
65
Final Total:

2,019.22
13,535.45
168,315.50
2,816.20
20,987.48
207,673.85

27 of 141

Page 28 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-11

Health & Human Services SSIS Warrants

Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
To approve the Health & Human Services SSIS Warrants number (ACH) 602064 through 602072 and (Regular) 519044
through 519062 for a total amount of $78,113.97.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

28 of 141

Revised 01/2026

Page 29 of 141

Warrants for Publication
Payment Date:

8/7/2026

Vendor name or #

Amount

CHILDREN'S HOME & LSS LLC
GREATER MN FAMILY SRVS INC
LUTHERAN SOCIAL SERVICE OF MN - ST PAUL
GUARDIANSHIP OPTIONS
NEXUS - MILLE LACS FAMILY HEALING
NORTHERN PINES MENTAL HEALTH CTR
PRESBYTERIAN FAMILY FOUNDATION INC
STEP
TRI-COUNTY COMMUNITY CORRECTIONS
WEST CENTRAL REGIONAL JUVENILE CTR

3360.30
4779.16
2485.75

Final Total

Approval Date:

8/4/2026

11257.20
11686.99
11312.22
6136.00
12450.00
3811.00
_____________
$10,835.35
19 Pymts less than $2000
_____________
$78,113.97

29 of 141

Page 30 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-12

Transfer of Funds - County Ditch Inspector Hours

Date of Meeting: August 4 , 2026
Agenda Time Requested:
Consent Agenda
Organization / Department Requesting Action: Auditor-Treasurer
Person Presenting Topic at Meeting: Denise Gaida, County Auditor-Treasuer
Background: Supporting Documentation enclosed
The assessment cycle for County Ditch expenses closes annually on June 30th. The tracked hours of the Ditch Inspector's
work on specific ditches is accummulated and requires transfer as an expense to each ditch system on an annual basis to
align with accounting standards per the County Board's past practice and resolution.
Options:
th

Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
To apporve the attached resolution to transfer $5,573.75 from Fund 40-County Ditch Fund to Fund 01-General Revenue
Fund, County Ditch Inspector's Department, which is the time the Ditch Inspector worked on County Ditches per the
attached list.
Additional Information:

Financial Implications: $ 5,573.75
Funding Source(s): Fund 40-Co Ditches
Attorney Legal Review:
Yes
No
N/A

Budgeted:
Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

30 of 141

Revised 01/2026

Page 31 of 141

TRANSFER OF FUNDS FROM COUNTY DITCH FUND TO GENERAL REVENUE FUND
WHEREAS, The County Ditch Authority has approved to have the hours worked by the County Ditch Inspector charged
back to that ditch, and;
WHEREAS, the calculations have been made for the County Ditch Inspector’s time for the period of July 1, 2025
through June 30, 2026 per attached copy;
NOW, THEREFORE BE IT RESOLVED, that the Todd County Board of Commissioners approve the transfer of
$5,573.75 from the Fund 40-County Ditch Fund to the Fund 01-General Revenue Fund per the attached list.

Page 1 of 1
Board Action Tracking Number: 20260804-12
31 of 141

Page 32 of 141

Todd County Ditch Inspector
July 1, 2025 - June 30, 2026 Hourly Allocation to Ditches
Ditch Number

CD4
CD7
CD8
CD15
CD16
CD18
CD19
CD20
CD21
CD25
CD27
CD29
CD30
CD31
CD32
CD40
CD41
CD43
CD44
JD8

Totals

Total to be transferred

Hours Rate per hour Dollar amount

0.50
1.00
8.50
5.50
1.50
22.50
21.50
4.00
3.00
11.75
3.00
0.50
5.50
3.00
11.00
8.00
40.50
0.50
7.00
0.50

$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00
$35.00

$17.50
$35.00
$297.50
$192.50
$52.50
$787.50
$752.50
$140.00
$105.00
$411.25
$105.00
$17.50
$192.50
$105.00
$385.00
$280.00
$1,417.50
$17.50
$245.00
$17.50

159.25

$35.00

$5,573.75

32 of 141

Page 33 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-13

Acknowledge Receipt County Ditch 33 - Hold Harmless
Agreement - Ditch Maintenance

Date of Meeting: August 4, 2026
Agenda Time Requested: 5 min
Organization / Department Requesting Action: Ditch/Ag Inspector
Person Presenting Topic at Meeting: Nancy Uhlenkamp CDI
Background: Supporting Documentation enclosed
Attachment 1 - Hold Harmless Agreement Application 20-0031200
Attachment 2 - Hold Harmless Agreement Application 20-0031700
Attachment 2 - Aerial Photo
Options:

Consent Agenda

Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
Acting as the Todd County Ditch Authority acknowledge receipt of Hold Harmless Agreement applications from Wally
& Lorie Miller and Triple M Dairy Inc to clean a portion of County Ditch 33 in section 29 Reynolds Township.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

33 of 141

Revised 01/2026

Page 34 of 141

34 of 141

Page 35 of 141

35 of 141

Page 36 of 141

36 of 141

Page 37 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-14

County Ditch 11 - Hold Harmless Agreement - Ditch
Maintenance/Install Private Crossing

Date of Meeting: August 4, 2026
Agenda Time Requested: 5 min
Consent Agenda
Organization / Department Requesting Action: Ditch/Ag Inspector
Person Presenting Topic at Meeting: Nancy Uhlenkamp CDI
Background: Supporting Documentation enclosed
Attachment 1 - Resolution
Attachment 2 - Hold Harmless Agreement Application
Attachment 3 - Aerial Photo
Attachment 4 - Project Picture
Options:
Approve HHA
Do no approve HHA
Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
Acting as the Todd County Ditch Authority approves a Hold Harmless Agreement application from David & Edna
Bontrager to clean aproximately 3,906 feet of the Main Ditch and to replace a private crossing on County Ditch 11 on
parcel 26-000670, in section 7 Ward Township. This project will be done on their own property at their own expense.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

37 of 141

Revised 01/2026

Page 38 of 141

TODD COUNTY DITCH AUTHORITY
Hold Harmless Agreement – Ditch Maintenance & Replace Private Crossing – County Ditch 11
WHEREAS, David & Edna Bontrager are requesting to maintain approximately 3,906 feet of the Main Ditch,
and replace a private crossing, on CD11, parcel 26-0006701 Ward Twp, section 7. A Hold Harmless Agreement
has been signed and submitted to the Ditch Authority, and;
WHEREAS, an onsite inspection has been done, and;
WHEREAS, applicant is allowed to maintain the drainage ditch to the original width and depth. An
improvement by lowering or widening the ditch bottom is not allowed. Sediment and vegetation can only be
removed to the extent of the original ditch bottom elevation. Spoil may be side cast and leveled, staying within
16 ½ feet of the ditch, or moved to an approved upland site. Applicant will remove a failing private culvert
crossing on the SE4 NE4 of the parcel and will install a new culvert approximately 700 feet south of existing
crossing near the south property line. This culvert will be required to match the hydraulic capacity of a 36”
CMP culvert.
NOW, THEREFORE BE IT RESOLVED, the Todd County Ditch Authority gives permission to David and
Edna Bontrager to maintain a portion of the Main Ditch of CD11 located on parcel 26-0006701, and to replace a
failing private crossing. The maintenance will be done on their own property at their own expense.

Page 1 of 1
Board Action Tracking Number: 20260804-14
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DITCH & AG INSPECTOR
Nancy Uhlenkamp
44 Riverside Drive
Long Prairie, MN 56347
[email protected]
www.co.todd.mn.us
Phone: 320-533-4651

Commissioner’s Board Meeting – August 4, 2026
Hold Harmless Agreement – Ditch Maintenance/Install Private Crossing
David & Edna Bontrager – 26-0006701
Failing crossing that will be removed and new culvert installed near south property line

Looking NW off 235th Ave – Ditch completely vegetated. New crossing location.
Red line approximate ditch location.

41 of 141

Page 42 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-15

Long Prairie River Watershed Collaborative Fiscal Agent
Agreement

Date of Meeting: 8/4/2026
Agenda Time Requested: 3
Consent Agenda
Organization / Department Requesting Action: Planning and Zoning
Person Presenting Topic at Meeting: Adam Ossefoort
Background: Supporting Documentation enclosed
Todd SWCD will continue conducting the fiscal agent duties on behalf of the Long Prairie River Watershed
Collaborative. Todd County holds the accounts of the SWCD and needs to be a part of the fiscal agent agreement for this
reason. This will also allow Todd County to access watershed funds when needed.
Options:
1. Adopt the Fiscal Agent Agreement
2. Do not adopt
Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
Adopt the Fiscal Agent Agreement for the Long Prairie River Watershed Collaborative.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

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Long Prairie River Watershed Collaborative
Fiscal Agent Agreement
This Agreement is made and entered into between the Todd County Soil and Water Conservation District (SWCD)
as Fiscal Agent for the Long Prairie River Watershed Collaborative, and those members of the Long Prairie River
Watershed Collaborative (also referred to herein as the “LPRWC”) who desire access to funds granted to the
LPRWC and who have entered into this Agreement.
RECITALS:
WHEREAS, the parties are political subdivisions of the State of Minnesota, with statutory authority to carry out
environmental programs in accordance with Minnesota Statutes Sections 103B,103C, 103D, 103E, 375 and as
otherwise provided by law; and
WHEREAS, Minnesota Statute §471.59 allows the parties to jointly exercise powers common among them and
provides for one or more of the parties to exercise powers on behalf of the participating collaborative parties; and
WHEREAS, Minnesota Statute §103B.101 provides for the adoption of a comprehensive watershed management
plan also known as the “One Watershed, One Plan” (hereafter “1W1P”), which requires the collaborative parties
coordinate with each other to maximize available resources and minimize duplication of services; and
WHEREAS, in 2022, the above Parties adopted both a §103B.101 1W1P for the Long Prairie River Watershed and a
§471.59 Joint Powers Collaborative Agreement to implement said 1W1P, known as the Long Prairie River
Watershed Collaborative (LPRWC) Agreement; and
WHEREAS, the collaborative parties desire to enter into this Agreement to allow the collaborative to appoint a
fiscal agent to administer the Board of Soil and Water Resources (BWSR) Fiscal Year 2026-2027 Watershed-Based
Implementation Grant.
NOW, THEREFORE, in consideration of the mutual benefits that each party shall derive from this Agreement, the
parties agree as follows:
1. Purpose. The Parties have entered into this Agreement for the purpose of designating Todd County SWCD
to serve as Fiscal Agent for the LPRWC in relation to the BWSRs’ Fiscal Year 2026-2027 Watershed-Based
Implementation Funding Grant (“WBIF Grant”). Said grant will be awarded to Todd County SWCD, on
behalf of the LPRWC, to fund projects and programs included within the 1W1P denoted above. This
Agreement does not apply to grant funds awarded directly to Todd County SWCD on its own behalf.
2. Term. The Term of this Agreement shall be from the Effective Date, notwithstanding the dates of the
signatures of the parties, and shall continue until this Agreement is terminated as provided in this
Agreement.

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3. General Provisions:
a. Compliance with Laws/Standards. The parties agree to abide by all Federal, State or local laws,
statutes, ordinances, rules and regulations now in effect or hereafter adopted pertaining to this
Agreement.
b. Compliance with Long Prairie River Watershed Collaborative Agreement. The parties agree to
abide by the terms contained in the Long Prairie River Watershed Collaborative (LPRWC)
c. Liability. The Parties agree that each is independently responsible for complying with this
Agreement, the Watershed-Based Implementation Funding (WBIF) Grant Agreement, and the
statutes, rules, and regulations which govern the Parties One Watershed – One Plan (1W1P). No
Party will be liable for any violation of any provision of applicable laws or the terms of this
Agreement indirectly or directly arising out of, resulting from, or in any manner attributable to
actions of any other Party or its employees, contractors, and agents. The Parties do not intend to
waive any immunities, defenses or limitations of liability available to the Parties at law or in equity
and the Parties expressly agree that the terms of this Agreement shall not be construed to
constitute any such waiver. The requirements of this section shall survive the termination or
expiration of this Agreement.
d. Indemnification. The Parties agree to defend, indemnify and hold harmless Todd County SWCD as
the Fiscal Agent, and its officers, officials, agents, volunteers and employees from any liability,
claims, losses, damages, costs, judgments, or expenses, including reasonable attorneys’ and other
professional fees, resulting directly or indirectly from any negligent, tortious or illegal act or
omission, including without limitation, professional errors or omissions by Partner (including its
officers, employees, agents and subcontractors) arising from the performance of its services
pursuant to this Agreement, and against all loss by reason of the failure of the Partner, its agents,
employees or subcontractors fully to perform all obligations under this Agreement. For
clarification and not by way of limitation, this obligation to indemnify and hold harmless shall
apply to all materials prepared or furnished pursuant to this Agreement, including, without
limitation, claims resulting from any alleged infringement of copyright or any property right of
another, and the unlawful disclosure or use of protected data or other noncompliance with the
Records and Information provisions set forth in this agreement. The terms and provisions of this
section shall survive the expiration, suspension or termination of this Agreement.
e. Employee Status. All personnel and contractors of the individual Parties, while engaging in the
performance of this Agreement, shall not be considered the employees or contractors of any other
Party by way of this Agreement. The individual Parties shall be responsible for their own
employees, officers, agents, contractors and subcontractors and such personnel shall not be
entitled to any compensation, rights, or benefits of any kind from any of the other Parties to this
Agreement.
f.

7/13/2026

Use of Contractors. The Parties may individually engage contractors to perform WBIF Grant
Agreement and Grant Work Plan Projects and Programs. Each individual Party retains primary
responsibility for its’ own contracts and compliance with this Agreement.

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g. Workers Compensation, Prevailing Wage and Municipal Contracting Law. The Parties agree to
specifically comply with and assure compliance with the following relating to employees,
contractors and subcontractors:
• Comply with Minn. Stat. §176.181, Subd. 2, pertaining to workers’ compensation
insurance coverage.
• Pay prevailing wage for projects in accordance with Minn. Stat. §§177.41 through 177.44.
• Comply with the Uniform Municipal Contracting Law, specified in Minn. Stat. §471.345 and
include supporting documentation of all bidding processes and bids.
h. Government Data Practices. The Parties agree to comply with the Minnesota Government Data
Practices Act, (Minn. Stat. Chapter 13), and the Official Records Act (Minn. Stat. Section 15.17), for
the data collected, created, received, maintained, disseminated or stored by each respective party
in relation to this Agreement and the WBIF Grant Agreement.
i.

Record Audits. The Parties agree that in accordance with Minn. Stat. §16B.98, Subd. 8, their
books, records, documents, and accounting procedures and practices relevant to the WBIF Grant
Agreement and Grant Work Plan are subject to examination by the Fiscal Agent, BWSR, and the
state or legislative auditor for the later of the following: a minimum of six years from the end of
the WBIF Grant Agreement, receipt and approval of final reports, or the required period of time to
satisfy all state retention requirements.

Publicity and Signage. The Parties agree that publicity related to work or services performed as
part of the WBIF Grant Agreement and Grant Work Plan must identify BWSR as a sponsoring agent
and includes those examples listed on the WBIF Grant Agreement. The Parties further agree they
will not claim that the State endorses its products or services. In addition, the Parties agree they
will comply with the requirements for project signage as provided in Minn. Laws 2010, Chapter
361, Art. 3, Section 5(b) for Clean Water Fund Projects.

k. Intellectual Property Rights. The Parties agree that all Intellectual Property Rights as defined in
the WBIF Grant Agreement, which are created and paid for under the same, belong to the State.
l.

Notices. Any notice required under this Agreement shall be sufficient if personally served or sent
by prepaid, registered, or certified mail (return receipt requested), to the business address of the
Party to whom it is directed.

m. Minnesota Law Governs. The laws of the State of Minnesota shall govern this Agreement and the
appropriate venue and jurisdiction for any litigation that may arise under this Agreement will be in
Todd County, State of Minnesota.
n. Compliance with the Minnesota Constitution. The Parties each agrees to comply with the
requirements of the Minnesota Constitution regarding use of the Clean Water Funds to
supplement tradition sources of funding.
o. No Third-Party Beneficiary Rights. Nothing in this Agreement is intended or may be construed to
create third party beneficiary rights or to give any person or entity, other than the Parties to this
Agreement, any legal or equitable right, remedy, or claim under this Agreement.
p. Assignments, Amendments and Waiver. The Parties shall not assign any rights and obligations,
nor make amendments to any part of this Agreement unless the assignment and amendments are
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in compliance with the WBIF Grant Agreement and are in writing and signed by an authorized
official of all Parties to this Agreement. No waiver of any default shall constitute a waiver of any
other default or breach, whether of the same or other covenant or condition. No waiver, benefit
privilege, or service voluntarily given or performed by a Party shall give any other Party any
contractual right by custom, estoppel, or otherwise.
q. Enforceability, Severability, and Reformation. If any provision of this Agreement shall be held to
be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and
enforceable. If a court finds that any provision of this Agreement is invalid or unenforceable, but
that by limiting such provision it would become valid and enforceable, then such provision shall be
deemed to be written, construed and enforced as so limited.
r.

Advancement. Nothing in this Agreement shall be construed as requiring Todd County SWCD to
advance any Todd County SWCD funds in the event WBIF Grant funds are insufficient to pay any
obligation of the LPRWC or the Parties for any reason. Ineligible billings, programs, or projects
under this Agreement and the WBIF Grant Agreement shall remain the obligation of the individual
contracting Party. That Party shall retain primary responsibility for its’ own contracts and
compliance with this Agreement.

4. Termination. Unless extended by written agreement of the Parties, this Agreement shall terminate upon
the occurrence of one of the following events:
a. Upon written agreement of all Parties; or
b. Upon termination of the WBIF Grant Agreement to Todd County SWCD on behalf of the LPRWC
and the winding down of the affairs relating to the WBIF Grant Agreement; or
c. If the State of Minnesota cancels or terminates the WBIF Grant Agreement for any reason, the
Parties agree that remaining available WBIF Grant funds will be paid, determined on a pro rata
basis, for services satisfactorily performed under the WBIF Grant Work Plan; and once all available
WBIF Grant funds have been expended, all outstanding expenses relating to such services shall be
the sole responsibility of the individual Party performing or contracting for the performance of
said services.
Upon termination of this Agreement, Todd County SWCD shall pay all outstanding LPRWC obligations,
which are compliant with this Agreement and the WBIF Grant Agreement, from the funds managed by
Todd County SWCD pursuant to this Agreement to the extent such funds are available. Should there be
any surplus funds after all payments have been made and distributed as provided by the WBIF Grant
budget, Todd County SWCD shall distribute those funds as provided by the LPRWC Agreement, except that
Todd County SWCD shall continue to hold any grant monies and manage said monies in accordance with
any grant agreement then in force which obligates Todd County SWCD to hold and/or manage such grant
funds.
5. Modification of Grant Agreement. Todd County SWCD, acting as Fiscal Agent on behalf of the LPRWC for
BWSR’s Fiscal Year 2026-2027 Watershed-Based Implementation Funding Grant (“WBIF Grant”), retains
the right to seek modification of the WBIF Grant Agreement and/or its corresponding Grant Work Plan
with BWSR. Before such modification occurs, Todd County SWCD will review the details and rationale of
such a modification with the LPRWC. The LPRWC will have the opportunity to provide feedback on such

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modification, and Todd County SWCD will make an effort to incorporate such feedback prior to submitting
such a modification to BWSR.
6. Fiscal Agent Reimbursement. The fiscal agent will be reimbursed from BWSR’s Fiscal Year 2026-2027 WBIF
Grant for time expended performing fiscal agent duties. Said reimbursement will occur at a minimum
quarterly. BWSR billing rate calculators and itemization of time will be utilized.
7. Todd County SWCD Responsibilities. Todd County SWCD, acting as Fiscal Agent on behalf of the LPRWC
for the WBIF Grant, will perform the following responsibilities.
a. Present proposed WBIF Grant Applications (or funding requests) and subsequent Grant
Agreements to the Fiscal Agent’s governing board for approval and acceptance. Said documents
are to be based on the 1W1P and have been vetted through the Policy Committee and Technical
Advisory Committee established in the LPRWC Cooperative Agreement .
b. Submit the WBIF Grant Application (or funding request) to the BWSR. Todd County SWCD will be
the signatory on the corresponding Grant Agreement.
c. Administer the WBIF Grant as provided in the WBIF Grant Agreement and corresponding Grant
Work Plan. This includes serving as the point of contact for the WBIF Grant Agreement and
budgetary and accounting services, such as management of all operating budget funds, payment
for contracted services and relevant bookkeeping and record keeping.
d. Administer the disbursement of public funds in accordance with the terms of this Agreement, the
WBIF Grant Agreement and its corresponding Grant Work Plan, the purposes of the 1W1P, and
state and federal laws, including posting grant information on Todd County SWCD’s website and
completing all grant reporting requirements (ex. BWSR’s eLink system).
e. Establish a separate fund or funds for management of WBIF Grant monies.
f. Todd County SWCD Accounting policies and procedures shall apply to the WBIF Grant fund(s)
managed by Todd County SWCD during the term of this Agreement. All funds shall be accounted
for according to generally accepted accounting principles.
g. Maintain all pertinent books, records, documents and accounting procedures and practices
required under the WBIF Grant and by state and federal law and make the same available to the
LPRWC and the State Auditor upon reasonable notice.
h. Maintain all records related to the fund or funds and retain them in accordance with the record
retention policy requirements of the Minnesota State Auditor.
i. Annually provide a full and complete audit report of the WBIF Grant per MN Statutes 471.59,
Subd. 3.
j. Provide, at a minimum, quarterly accounting of the funds, receipts, and disbursements in relation
to the WBIF Grant, in a timely manner to both the Plan Coordinator and Policy Committee
established under the above-mentioned 1W1P.
k. Work collaboratively with the Policy Committee, Implementation Team and Plan Coordinator,
established under the above-mentioned 1W1P, in performance of the responsibilities contained in
this agreement.
8. Parties’ Responsibilities. The Parties completing work on behalf of the LPRWC for BWSR’s Fiscal Year
2026-2027 Watershed-Based Implementation Funding Grant (“WBIF Grant”), will perform the following
responsibilities.
a. Comply with the provisions contained within the WBIF Grant Agreement and the corresponding
Grant Work Plan.

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b. Adhere to all requirements, policies and procedures set forth in the most recent version of the
BWSR’s Grant Administration Manual, the applicable Request for Proposal (RFP) for the WBIF
Grant, as well as any Grant Program Guidance and Policies from BWSR related to the WBIF Grant.
c. Comply with the most recent version of all policies and procedures set forth by the LPRWC via its
Policy Committee and/or Steering Committee.
d. Submit to Todd County SWCD quarterly invoices with all supporting information. Invoices shall be
submitted within 30 days after the quarter ends. Said invoices will itemize project and/or program
costs consistent with the approved WBIF Grant Agreement and Grant Work Plan. Todd County
SWCD will then distribute, on a quarterly basis, the WBIF Grant Funds based on approved invoices.
Once all available WBIF Grant funds have been expended, all outstanding expenses relating to
such services shall be the sole responsibility of the individual Party performing or contracting for
the performance of said service, unless additional WBIF Grant funds have been made available to
Todd County SWCD for the purposes of the WBIF Grant.
e. Monitor all hours staff worked on any project or program under the WBIF Grant and report said
hours on a quarterly basis to Todd County SWCD with all supporting information, utilizing an
approved BWSR time tracking method.
f. Incur all costs within the effective and expiration dates on the WBIF Grant Agreement.
g. All services and work performed under the WBIF Grant Agreement must meet the State of
Minnesota’s satisfaction. If services or work is found unsatisfactory or performed in violation of:
• WBIF Grant Agreement and/or Grant Work Plan
• Any policies and procedures set forth in the most recent version of the BWSR’s Grant
Administration Manual and Grant Program Guidance and Policies from BWSR related to
the WBIF Grant.
• Most recent version of all policies and procedures set forth by the LPRWC via its Policy
Committee and/or Implementation Team and/or
• Federal, state, or local statutes, laws, rules, regulations, or ordinances,
the individual Party performing the work or services (or contracting for the same) shall not
be reimbursed by Todd County SWCD under this agreement and shall be solely responsible
for repayment of already-reimbursed WBIF Grant funds relating to said work or services.
The individual Party will indemnify and hold Todd County SWCD harmless if such a finding occurs
and shall return WBIF Grant funds to Todd County SWCD within 60 days of notification by the
State of such a finding.
9. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall
constitute one and the same instrument.

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IN TESTIMONY WHEREOF the parties have duly executed this Agreement by their duly authorized officers.

Party: Todd County

APPROVED:

BY:

______________________________________________
Board Chair

BY:

Date

______________________________________________
Auditor
Date

APPROVED AS TO EXECUTION

BY:

______________________________________________
Attorney

7/13/2026

Date

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Long Prairie WBIF Fiscal Agreement

IN TESTIMONY WHEREOF the parties have duly executed this Agreement by their duly authorized officers.

Party: Morrison County

APPROVED:

BY:

______________________________________________
Board Chair

BY:

Date

______________________________________________
Auditor
Date

APPROVED AS TO EXECUTION

BY:

______________________________________________
Attorney

7/13/2026

Date

8|Page
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Long Prairie WBIF Fiscal Agreement

IN TESTIMONY WHEREOF the parties have duly executed this Agreement by their duly authorized officers.

Party: Douglas County

APPROVED:

BY:

______________________________________________
Board Chair

BY:

Date

______________________________________________
Auditor
Date

APPROVED AS TO EXECUTION

BY:

______________________________________________
Attorney

7/13/2026

Date

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Long Prairie WBIF Fiscal Agreement

IN TESTIMONY WHEREOF the parties have duly executed this Agreement by their duly authorized officers.

Party: Otter Tail County

APPROVED:

BY:

______________________________________________
Board Chair

BY:

Date

______________________________________________
Auditor
Date

APPROVED AS TO EXECUTION

BY:

______________________________________________
Attorney

7/13/2026

Date

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IN TESTIMONY WHEREOF the parties have duly executed this Agreement by their duly authorized officers.

Party: Todd SWCD

APPROVED:

BY:

______________________________________________
Board Chair

BY:

Date

______________________________________________
District Manager
Date

7/13/2026

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Long Prairie WBIF Fiscal Agreement

IN TESTIMONY WHEREOF the parties have duly executed this Agreement by their duly authorized officers.

Party: Morrison SWCD

APPROVED:

BY:

______________________________________________
Board Chair

BY:

Date

______________________________________________
District Manager
Date

7/13/2026

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Long Prairie WBIF Fiscal Agreement

IN TESTIMONY WHEREOF the parties have duly executed this Agreement by their duly authorized officers.

Party: Douglas SWCD

APPROVED:

BY:

______________________________________________
Board Chair

BY:

Date

______________________________________________
District Manager
Date

7/13/2026

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Long Prairie WBIF Fiscal Agreement

IN TESTIMONY WHEREOF the parties have duly executed this Agreement by their duly authorized officers.

Party: East Otter Tail SWCD

APPROVED:

BY:

______________________________________________
Board Chair

BY:

Date

______________________________________________
District Manager
Date

7/13/2026

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Long Prairie WBIF Fiscal Agreement

IN TESTIMONY WHEREOF the parties have duly executed this Agreement by their duly authorized officers.

Party: West Otter Tail SWCD

APPROVED:

BY:

______________________________________________
Board Chair

BY:

Date

______________________________________________
District Manager
Date

7/13/2026

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Long Prairie WBIF Fiscal Agreement

IN TESTIMONY WHEREOF the parties have duly executed this Agreement by their duly authorized officers.

Party: Wadena SWCD

APPROVED:

BY:

______________________________________________
Board Chair

BY:

Date

______________________________________________
District Manager
Date

7/13/2026

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Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-16

Approve Public Health Nurse Job Description revision

Date of Meeting: 8/4/2026
Agenda Time Requested: 5 mins
Consent Agenda
Organization / Department Requesting Action: HHS
Person Presenting Topic at Meeting: Katherine Mackedanz/Jackie Och
Background: Supporting Documentation enclosed
The Public Health Nurse job description has been revised to change the minimum qualifications in order to recruit more
candidates. This job description revision was discussed at Personnel committee on July 13, 2026 and Todd County
worksession on July 21, 2026.
Options:
1. To approve the Pubic Health Nurse job description revision.
2. To not approve the Public Health Nurse job description revision.
Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
To approve the Public Health Nurse job description revision.

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s): Fund 21
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

60 of 141

Revised 01/2026

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Todd County
Position Description
Department: Health & Human Services
Position Title: Public Health Nurse
Pay Grade:
12
FLSA:
Non-Exempt
Status:
Union Represented
Reports To:
Unit Manager and Supervisor
Date:
2024-10 2026-07
Purpose of Position
Under general direction of the Unit Manager and/or Supervisor, this position provides public health
nursing to individuals, communities and systems. This position is responsible for using a holistic approach
to complete individualized assessments and develop and implement plans using the nursing process, to
enhance and protect the quality and dignity of life for the diverse population served. Public Health Nurses
focus on promoting healthy families and communities; supporting disabled persons and senior citizens to
live independently; preventing and responding to diseases and health threats; and identifying and
preventing environmental health hazards.
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.
• Has strong communication and interpersonal skills, is honest, fair and dependable.
• Embodies teamwork and cooperation within and across County departments and with the public.
• 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.
• Performs 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 all-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.
• Assesses clients in the home, office, a community facility, or other places of residence.
• Develops, implements, and evaluates nursing service or care coordination plans; authorizes
services for delivery by others involved with a client.
• Provides nursing services, care coordination, crisis intervention, and advocacy for clients.
• Counsels and educates families and community groups in activities that promote a higher level of
wellness and reduce the risk of disease and injury, including environmental health threats.
• Coordinates internal and external client referrals; gathers documentation to assist clients in
obtaining services and accessing community resources.
• Communicates with medical providers and performs delegated nursing functions, including
technical procedures as indicated by the client's individualized plan.
• Documents nursing interactions and maintains client records as required by department policy
and the MN Nurse Practice Act.
• Develops and directs service plans for individuals and completes work assignments for
paraprofessional staff.
• Interprets department or county policies or other agencies' standards or requirements and
coordinates services with others to achieve effective and efficient services.

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•
•
•
•
•

Participates in and facilitates a variety of interdisciplinary meetings and client conferences.
Participates in student educational experiences based on objectives developed by the school and
applicable activities identified by the Unit Manager and Supervisor.
Participates in legal proceedings as warranted per case.
Participates in community events as required, such as health fairs, immunization clinics, forums,
and groups which may occur weekends or evenings.
Strictly observes all data privacy laws.

The following services and associated duties shall be assigned depending on the agency needs with
consideration given to employee strengths. Employees shall expect to be assigned in multiple program
areas.
• Maternal Child Health Family Home Visiting and evidence-based family home visiting.
• Child health screening including Child &Teen Checkups and Early Childhood Screening.
• Follow Along Program developmental screening, education and referral.
• Preconception health services
• Child health services including: dental varnish, blood lead screening.
• Follow up and case management for children through Early Hearing Detection & Intervention, and
Birth Defects Information System.
• WIC coordinator duties including managing and implementing services for the Women, Infants,
and Children Program in compliance with State and Federal guidelines
• Back up Competent Professional Authority (CPA) duties for the WIC program including client
certifications, high risk nutrition care plan implementation.
• Car seat education and dispersal.
• Long Term Support Services, MNChoices & Relocation Services Assessment & Coordination.
• MN Senior Health Options, MN Senior Care Plus, Elderly Waiver, Alternative Care grant.
• Community Alternatives for Disabled Individuals (CADI), Community Alternative Care (CAC),
Brain Injuries (BI) waivers.
• Public Health Nursing Clinics.
• Immunization services.
• Communicable Disease Prevention and Control services to individuals & communities.
• Participate in public health emergency preparedness activities.
• Provide health plan contracted services follow up for individuals.
• Public Health Nuisance assessments and abatement
• Grant writing, management, implementation and reporting
• Participate in community assessment and planning
• Participate in quality improvement and department strategic planning.
• Community resource, information and referral.
• Other services and/or duties as necessary.
Minimum Education and Experience/Special Requirements
Bachelor's degree with coursework in public health nursing resulting in MN registered nurse licensure.
MN Public Health Nurse Certification.
Completion of an approved Associate or Diploma degree that results in MN Registered Nurse Licensure.
Registration of a MN Public Health Nurse Certification within 2 years from date of hire.
Unencumbered MN Registered Nurse License.
Must be able to wear proper PPE needed to perform requirements of the job. This may include an N95,
PAPR, etc.
Must possess and maintain a valid Driver's License.
Must pass a criminal background check.
Preferred Qualifications
Prior nursing experience.
MN Public Health Nurse Certification
Bilingual (English/Spanish)

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Knowledge, Skills and Abilities
• Knowledge of the Nurse Practice Act, Data Privacy laws, and HIPAA.
• Knowledge of the practice of Public Health nursing theory and its application in the community.
• Knowledge of behavior as it relates to individuals, family dynamics and systems, physical and
mental illness, chemical dependence, developmental disabilities, traumatic brain injuries, severe
emotional disturbances, and aging, in order to maintain optimal health.
• Knowledge of nutrition best practices in relation to infant and child health issues.
• Knowledge of the socioeconomic factors which promote and maintain optimal health for
individuals, families and communities.
• Knowledge and utilization of appropriate community resources and services.
• Knowledge of child welfare laws, the vulnerable adult act and the court system.
• Ability to make independent decisions.
• Ability to analyze and evaluate complex and crisis situations and assist individuals and families in
resolving those situations.
• Ability to effectively communicate verbally and in writing, including diverse populations.
• Ability to apply motivational interviewing techniques.
• Knowledge of governmental public health, rules, laws and policies governing health and human
services.
• Knowledge of agency operations, policies and procedures.
• Knowledge of quality assurance and quality improvement.
• Knowledge of grant process including applications, contracting, implementation, reporting, and
evaluations.
• Skills with computer use and software programs.
• Skill in logical and creative thinking.
• Ability to represent Todd County professionally with other community partners and governmental
agencies.
• Ability to work cooperatively and respectfully in all situations.
Physical Requirements
This work requires the occasional exertion of up to 50 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, using
measuring devices, operating machines including office equipment, operating motor vehicles or
equipment and observing general surroundings and activities; work has some exposure to outdoor
weather conditions and exposure to blood borne pathogens; work is generally in a moderately noisy
location (e.g. business office, light traffic).

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Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-17

Approve FFY2027 Low Income Home Energy Assistance
Program Grant Contract & Internal Controls

Date of Meeting: 8/4/2026
Agenda Time Requested: 5 min
Consent Agenda
Organization / Department Requesting Action: Health & Human Services
Person Presenting Topic at Meeting: Jackie Och/Steven McCoy/Julie Lambrecht
Background: Supporting Documentation enclosed
Todd County Health & Human Services will administer and deliver the Energy Assistance Program to Todd County
Residents, with FFY 2027 beginning October 1, 2026. The Office of the Legislative Auditor (OLA) requires the
Minnesota Department of Commerce to ensure Service Porviders maintain an effective internal control system and
appropriate management of public funds. The Internal Controls Documentation (ICD) helps meet this requirement by
documenting specific aspects of a Service Provider's Internal Controls. The ICD is organized in accordance with the
United States Government Accountability Office's "Standards for Internal Control in Federal Government."
Options:
1. Approve FFY2027 Low Income Home Energy Assistance Program Grant Contract & Internal Controls
Documentation.
2. Not approve
Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
Approve FFY2027 Low Income Home Energy Assistance Program Grant Contract & Internal Controls Documentation.
Additional Information:

Financial Implications: $
Funding Source(s): 11-Social Services
Attorney Legal Review:
Yes
No
N/A

Budgeted:

Comments

EAP Program Year 2025 funding from LIHEAP was
$114,556 and funding from county levy was $23,852.
Facilities Committee Review:
Finance Committee Review:
Yes
No
N/A
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Yes

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

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STATE OF MINNESOTA
LOW INCOME HOME ENERGY ASSISTANCE PROGRAM
Federal Fiscal Year (“FFY”) 2027 GRANT CONTRACT
This grant contract is between the State of Minnesota, acting through its Department of Commerce ("State")
and Todd County Health and Human Services, 212 2nd Ave So, Long Prairie, MN 56347 (“Grantee”).

Recitals
1. The State has been granted Assistance Listing (formerly Catalog of Federal Domestic Assistance (CFDA))
93.568 funds by the United States Department of Health and Human Services (“USDHHS”) Administration
for Children and Families. Funds must be expended in accordance with the Low-Income Home Energy
Assistance Act of 1981 (42 U.S.C. §§ 8621–8630), 45 C.F.R. pt. 96, 2 C.F.R. pts. 200 and 300, the FFY2027
Minnesota Energy Assistance Program (“EAP”) State Plan, FFY2027 Minnesota EAP Policy Manual, the
Service Provider’s FFY2027 EAP Local Plan, and FFY2027 Internal Controls Document.
2. Under Minn. Stat. § 216C.02, the State is empowered to enter into this grant contract.
3. The Grantee represents that it is duly qualified and agrees to perform all services described in this grant
contract to the satisfaction of the State.

Grant Contract
1. Term of Grant Contract
1.1. Effective date: October 1, 2026, or the date the State obtains all required signatures under Minn. Stat.
§ 16B.98, subd. 5, whichever is later. Pursuant to Minn. Stat. § 16B.98, subd. 7, no payments will be
made to the Grantee until this grant contract is fully executed and effective. The Grantee must not
begin work under this grant contract until this contract is fully executed and effective and the State
has issued, and the Grantee has received a Notice of Funds Available (“NFA”) to the Grantee. Each
NFA issued by the State will specify the time period during which the Grantee may perform work and
incur eligible costs under this contract. Such time period specified in an NFA may begin on or after the
effective date of this contract and may end on or before the expiration date of this contract.
1.2. Expiration date: September 30, 2027, or until all obligations under this contract have been
satisfactorily fulfilled, whichever occurs first. The Grantee must complete all program and fiscal
activities for this federal fiscal year no later than December 1, 2027. After December 1, 2027, fiscal
activity for this grant contract is prohibited.
1.3. Survival of Terms. The following clauses survive the expiration or cancellation of this grant contract:
4.3.3 Repayment; 9. Liability; 10. Reporting; 13. Audits; 14. Government Data Practices and
Intellectual Property; 15.2 State Property; 18. Publicity and Endorsement; 20. Governing Law,
Jurisdiction, and Venue; 21. Termination; 22. Data Disclosure; and 25. Tribal Sovereignty.
2. Grantee’s Duties
The Grantee, who is not a state employee, will comply with grants management policies and procedures
required by Minnesota law.
The Grantee will perform duties and expend funds in accordance with the terms and conditions set forth in
the FFY2027 Minnesota EAP State Plan, the FFY2027 Minnesota EAP Policy Manual, the Service Provider’s
FFY2027 EAP Local Plan and FFY2027 Internal Controls Document, which are incorporated into this grant
contract.

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The Grantee will maintain access to and utilize the State’s Electronic Household Energy Automated
Technology™ (“eHEAT”) system through the Grantee’s connection(s) to the Internet.
3. Time
The Grantee must comply with all the time requirements described in this grant contract and in
accordance with the timelines set forth in the FFY2027 Minnesota EAP State Plan, the FFY2027 Minnesota
EAP Policy Manual, the Service Provider’s FFY2027 EAP Local Plan and FFY2027 Internal Controls
Document, which are incorporated into this grant contract.
4. Consideration and Payment, Federal Funds, Repayment and Program Income
4.1. Consideration. The State will pay for all services performed by the Grantee under this grant contract
as follows: The Grantee will be paid for eligible costs actually and necessarily incurred in the
performance of its duties. As funds become available to the State for the purposes of this grant
contract, the State will issue to the Grantee an NFA specifying the amount of funding available to the
Grantee under this contract. The NFA is incorporated into this contract. The Grantee will expend funds
only within the cost categories and amounts specified in the NFA and in eHEAT.
4.2. Administrative Costs. Grantee administrative costs must be necessary and reasonable.
4.3. Payment
4.3.1. Invoices. The State will promptly pay the Grantee after the Grantee presents an itemized cash
request (invoice), in a form prescribed by the State, and the State's Authorized Representative
accepts the invoiced services. Invoices must be submitted as frequently as necessary for the
Grantee to effectively manage cash to ensure that the timing and amount of cash received by
the Grantee is as close as is administratively feasible to the actual disbursement of program
costs. The amount of money the Grantee has on hand must not exceed the amount needed for
3 days’ business activity, which complies with Section 5 of the Cash Management Improvement
Act (31 U.S.C. §6503, 31 C.F.R. pt. 205) and OMB Uniform Administrative Requirements, Cost
Principles, and Audit Requirements for Federal Awards (2 C.F.R. pt. 200).
4.3.2. Federal funds. Payments under this grant contract will be made, in whole or in part, from
federal Assistance Listing (formerly CFDA) 93.568 funds obtained by the State through the
USDHHS under the Low-Income Home Energy Assistance Act (42 U.S.C. §§ 8621–8630). The
Grantee shall comply with all federal laws, rules, and requirements imposed on these funds,
and accepts full financial responsibility for any liabilities caused by the Grantee’s failure to
comply with them. In addition to the Low-Income Home Energy Assistance Act, applicable
federal laws, rules, and requirements include, but are not limited to:
4.3.2.1. OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards (2 C.F.R. pts. 200 and 300);
4.3.2.2. OMB Common Rule as codified at 29 C.F.R. pt. 97;
4.3.2.3. Non-discrimination requirements under the Civil Rights Act (42 U.S.C. § 2000d), the
Rehabilitation Act (29 U.S.C. § 794), the Age Discrimination Act (42 U.S.C. §§ 6101–6107),
and the Americans with Disabilities Act (42 U.S.C. §§ 12101–12213);
4.3.2.4. Nonprocurement Debarment and Suspension (2 C.F.R. pt. 376);
4.3.2.5. New Restrictions on Lobbying (34 C.F.R. pt. 82);
4.3.2.6. Political Activity provisions of 5 U.S.C. §§ 1501–1508, 7321–7326;
4.3.2.7. Drug-Free Workplace Act (41 U.S.C. §§ 8101–8106); and
4.3.2.8. Fair Labor Standards Act (29 U.S.C. §§ 201–219).

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4.3.3. Repayment. The Grantee will repay the State any funds paid to the Grantee by the State for
costs which:
4.3.3.1. The State determines are not eligible under this contract;
4.3.3.2. Another entity has or will compensate the Grantee for;
4.3.3.3. Are not clearly substantiated as eligible under this contract in the Grantee’s records; or
4.3.3.4. Are identified as a financial audit exception.
4.3.4. Program Income. All interest or other income earned by the Grantee on funds advanced to the
Grantee by the State will be considered program income and must be reported to the State.
Program income may only be expended for activities and costs that are eligible under this grant
contract in accordance with the federal guidelines in 2 C.F.R. § 200.307(e)(1).
4.3.5. Restriction on Use of Other Federal Funds for Administrative Costs. In order to comply with
section 2605(b)(9) of the Low-Income Home Energy Assistance Act (42 U.S.C. § 8624 (b)(9)), the
Grantee must not supplement funds available to the Grantee under this contract for
administrative costs with other federal funds, except for administering Assurance 16 activities,
as allowed by LIHEAP IM-2000-12. Any administrative costs for non-Assurance 16 related
activities in excess of the LIHEAP administrative allocation to the Grantee, as specified in the
NFA and eHEAT, must be paid from non-federal funds. See the Restriction on Use of Other
Federal Funds for EAP Administrative Costs section of the Program Fiscal Management Chapter
of the FFY2027 Minnesota EAP Policy Manual for more information.
4.3.6. Subcontracting and Bidding Requirements. The Grantee must use its own documented
procurement procedures for subcontracting goods and services which reflect applicable State
and local laws and regulations, provided that such procurements conform to applicable Federal
law and the standards identified in the Federal Uniform Grant Guidance including, but not
limited to, 2 C.F.R. pt. 200 and the FFY2027 Minnesota EAP Policy Manual.
4.4. Contracting and Bidding Requirements for Subcontracts not Legislatively Named
4.4.1. Any services and/or materials that are expected to cost $100,000 or more must undergo a
formal notice and bidding process.
4.4.2. Services and/or materials that are expected to cost between $25,000 and $99,999 must be
competitively awarded based on a minimum of three (3) verbal quotes or bids or awarded to a
targeted vendor.
4.4.3. Services and/or materials that are expected to cost between $10,000 and $24,999 must be
competitively awarded based on a minimum of two (2) verbal quotes or bids or awarded to a
targeted vendor.
4.4.4. The Grantee must take all necessary affirmative steps to assure that targeted vendors from
businesses with active certifications through these entities are used when possible:
4.4.4.1. State Department of Administration's Certified Targeted Group, Economically
Disadvantaged and Veteran-Owned Vendor List
4.4.4.2. Metropolitan Council Underutilized Business Program (MCUB)
4.4.4.3. Small Business Certification Program through Hennepin County, Ramsey County, and
City of St. Paul: Central Certification Directory
4.4.5. The Grantee must maintain written standards of conduct covering conflicts of interest and
governing the actions of its employees engaged in the selection, award and administration of
contracts.

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4.4.6. The Grantee must maintain support documentation of the purchasing and/or bidding process
utilized to contract services in their financial records, including support documentation
justifying a single/sole source bid, if applicable.
4.4.7. Notwithstanding 4.4.1 – 4.4.4 above, the State may waive bidding process requirements when:
4.4.7.1. Vendors included in response to competitive grant request for proposal process were
approved and incorporated as an approved work plan for the grant.
4.4.7.2. It is determined there is only one reasonably able and available source for such materials or
services and that Grantee has established a fair and reasonable price.
4.4.8. For projects that include construction work of $25,000 or more, prevailing wage rules apply
pursuant to Minn. Stat. §§ 177.41 through 177.44. Consequently, the bid request must state
the project is subject to prevailing wage. These rules require that the wages of laborers and
workers should be comparable to wages paid for similar work in the community. A prevailing
wage form should accompany these bid submittals.
4.4.9. The Grantee must not contract with vendors who are suspended or debarred by the State of
Minnesota or the federal government: https://mn.gov/admin/osp/government/suspendeddebarred/
5. Conditions of Payment
All services provided by the Grantee under this grant contract must be performed to the State’s
satisfaction, as determined at the sole discretion of the State’s Authorized Representative and in
accordance with all applicable federal, state, and local laws, ordinances, rules, and regulations. The
Grantee will not receive payment for work found by the State to be unsatisfactory or performed in
violation of federal, state, or local law.
6. Authorized Representatives
The State's Authorized Representative is Tracy M.B. Smetana, Energy Affordability Office Director, MN
State Energy Office, 651-539-1826, [email protected], or their successor. The State’s
Authorized Representative has the responsibility to monitor the Grantee’s performance and the authority
to accept the services provided under this grant contract.
The Grantee’s Authorized Representative is Jackie Och, Executive Director, 320-732-4444,
[email protected] or their successor. If the Grantee’s Authorized Representative changes at any
time during this grant contract, the Grantee must immediately notify the State.
The Grantee must clearly post on the Grantee’s website the names of, and contact information for, the
Grantee’s leadership and the employee or other person who directly manages and oversees this Grant
Contract Agreement on behalf of the Grantee.
7. Assignment, Amendments, Waiver, and Grant Contract Complete
7.1. Assignment. The Grantee may neither assign nor transfer any rights or obligations under this Grant
Contract Agreement without the prior consent of the State and a fully executed assignment
agreement, executed and approved by the same parties who executed and approved this grant
contract, or their successors in office.

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7.2. Amendments. Any amendment to this Grant Contract Agreement must be in writing and will not be
effective until it has been executed and approved by the same parties who executed and approved
the original grant contract, or their successors in office.
7.3. Waiver. If the State fails to enforce any provision of this grant contract, that failure does not waive the
provision or its right to enforce it.
7.4. Grant Contract Complete. This Grant Contract Agreement contains all negotiations and agreements
between the State and the Grantee. No other understanding regarding this grant contract, whether
written or oral, may be used to bind either party.
8. Subcontracting and Subcontract Payment
8.1. A subrecipient is a person or entity that has been awarded a portion of the work authorized by this
Grant Contract Agreement by Grantee. The Grantee must document any subaward through a formal
legal agreement. The Grantee must provide timely notice to the State of any subrecipient(s) prior to
the subrecipient(s) performing work under this Grant Contract Agreement.
8.2. The Grantee must monitor the activities of the subrecipient(s) to ensure the subaward is used for
authorized purposes; is in compliance with the terms and conditions of the subaward, Minn. Stat. §
16B.97, subd. 4 (a) 1, and other relevant statutes and regulations; and that subaward performance
goals are achieved.
8.3. During this Grant Contract Agreement, if a subrecipient is determined to be performing
unsatisfactorily by the State’s Authorized Representative, the Grantee will receive written notification
that the subrecipient can no longer be used for this Grant Contract Agreement.
8.4. No subagreement shall serve to terminate or in any way affect the primary legal responsibility of the
Grantee for timely and satisfactory performances of the obligations contemplated by the Grant
Contract Agreement.
8.5. The Grantee must pay any subrecipient in accordance with Minn. Stat. § 16A.1245.
8.6. The Grantee and any subrecipients must not contract with vendors who are suspended or debarred by
the State of Minnesota or the federal government.
9. Liability
The Grantee must indemnify, save, and hold the State, its agents, and employees harmless from any claims
or causes of action, including attorney’s fees incurred by the State, arising from the performance of this
Grant Contract Agreement by the Grantee or the Grantee’s agents or employees. This clause will not be
construed to bar any legal remedies the Grantee may have for the State's failure to fulfill its obligations
under this Grant Contract Agreement.
10. Reporting
The Grantee will provide all reports as may be required by the State from time to time, including but not
limited to:
10.1. A detailed FFY2027 EAP Service Provider Local Plan and FFY2027 Internal Controls Documentation;
10.2. Monthly Financial Status Report (FSR), in a form prescribed in the FFY2027 Minnesota EAP Policy
Manual;
10.3. Final Financial Status Report and other closeout documents, in a form prescribed by the State, no
later than October 31, 2027, including a listing of un-liquidated obligations of grant funds, if any;
10.4. Leveraging Report as required by the FFY2027 Minnesota EAP Policy Manual;

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10.5. A copy of the Grantee’s fiscal audit within nine months after the end of the audit period (to comply
with 2 C.F.R. § 200.512. Report Submission);
10.6. Incident reports as required by the FFY2027 Minnesota EAP Policy Manual;
10.7. Program audit disclosure letter as required by the FFY2027 Minnesota EAP Policy Manual; and,
10.8. Responses to monitoring and program audit findings and recommendations as required by the
FFY2027 Minnesota EAP Policy Manual.
11. Monitoring and Corrective Action
11.1. Monitoring. The Grantee will allow the State access to its business site(s) and will secure written
permission from its sub-grantees to allow the State access to sub-grantees’ sites and records for the
purpose of monitoring Grantee performance and compliance with contract requirements. The
Grantee will cooperate with the State in the performance of such monitoring activities.
11.2. Corrective Action. If the State finds that the Grantee’s performance is deficient or not in compliance
with contract requirements, the Grantee will implement each corrective action the State requires.
Failure to implement corrective action may void this contract.
12. Financial Records
The Grantee will use such fiscal, audit and accounting procedures as may be necessary to assure and
promote sound financial management and compliance with federal regulations specified in 2 C.F.R.
§ 200.302, including effective internal controls as specified in 2 C.F.R. § 200.303. The Grantee will maintain
business records in accordance with the record retention requirements specified in the FFY2027 Minnesota
EAP Policy Manual and in conformance with generally accepted accounting and auditing principles.
13. Audits
13.1. State Audits. Under Minn. Stat. § 16B.98, subd. 8, the Grantee’s books, records, documents, and
accounting procedures and practices of the Grantee or other party relevant to this Grant Contract
Agreement or transaction are subject to examination by the Commissioner of Administration, the
State granting agency, the State Auditor, the Attorney General, and Legislative Auditor, as
appropriate, for a minimum of six years from the expiration date of this Grant Contract Agreement,
receipt and approval of all final reports, or the required period of time to satisfy all State and program
retention requirements, whichever is later.
13.2. Federal Audits. The Grantee’s books, financial records, programmatic records, documents, and
accounting procedures and practices relevant to this grant contract are subject to examination by the
USDHHS and the Comptroller General of the United States, or their designated representatives, for
the greater of a period of three years after the expiration date of this contract or on completion of a
federal audit if one is commenced within three years after the expiration date of this contract.
13.3. Single Audit. The Grantee must comply with the financial and compliance audits requirements of the
Single Audit Act Amendments and 2 C.F.R. §§ 200.500-.521, as appropriate. If a management decision
letter has been issued to the Grantee by a cognizant agency other than the State for crosscutting
audit finding(s) the Grantee is responsible for providing the State with a copy of the management
decision letter and any audit finding follow up and/or corrective action plan. In addition, Single Audit
must include evaluation of adherence with the Restriction on Use of Other Federal Funds for
Administrative Costs requirement set forth in 4.3.5 of this grant contract, as referenced in the
Required Audit Contents section of the Program Fiscal Management Chapter of the FFY2027
Minnesota EAP Policy Manual.

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13.4. Program Specific Audit. In addition to clause 13.3, the Grantee must, upon request from the State,
conduct a program specific audit of the Grantee’s Low-Income Home Energy Assistance Program
using the guidelines set forth in Assistance Listing (formerly CFDA) 93.568, 2 C.F.R. Part 200, subpart
F, or other guidelines set forth by the State.
14. Government Data Practices and Intellectual Property
14.1. Minnesota Government Data Practices Act. The Grantee and State must comply with the Minnesota
Government Data Practices Act (“MGDPA”), Minn. Stat. Ch. 13, as it applies to all data created,
collected, received, stored, used, maintained, or disseminated under this grant contract. The
penalties and remedies found in Minn. Stat. §§ 13.08 and 13.09 apply to the disclosure of not public
data.
If the Grantee receives a request to release the data referred to in this clause, the Grantee must
immediately notify the State. The Grantee’s response to the request must comply with all applicable
laws, as well as the terms of this contract. The Grantee must notify its program applicants and subgrantees that it will provide applicant and sub-grantee data to the State, and that the State may share
applicant and sub-grantee data with other agencies for the purpose of eligibility and program
evaluation.
14.2. Private Data on Individuals. Under Minn. Stat. § 216C.266, data on individuals collected, maintained,
or created because the individual applies for benefits or services provided by the energy assistance or
weatherization programs is private data on individuals. In accordance with the MGDPA, the Grantee
must not disclose or use private data on individuals for purposes other than administration of the EAP
program and those reasons listed in the Tennessen warning provided to all applicants at the outset of
the application process, unless the individual subject(s) of the data have given informed, written
consent for other uses of their data.
14.3. Social Security Information Exchange.
14.3.1. The Grantee shall comply with limitations on use, treatment, and safeguarding of individual
social security data under the Privacy Act (5 U.S.C. § 552a), as amended by the Computer
Matching and Privacy Protection Act of 1988, related Office of Management and Budget
guidelines, the Federal Information Security Management Act (44 U.S.C. § 3541, et seq.), and
related National Institute of Standards and Technology guidelines.
14.3.2. The Grantee shall comply with the Social Security Administration’s (SSA) “Electronic
Information Exchange Security Requirements and Procedures for State and Local Agencies
Exchanging Electronic Information with the Social Security Administration.” The document is
available on the Minnesota Commerce website in the “Resources for service providers in the
Energy Assistance Program (EAP)” under “Plans & Reports”: http://mn.gov/commercestat/pdfs/2018-ssa-info-exchange-req-pro.pdf
14.3.3. The Grantee shall ensure its employees properly safeguard Personally Identifiable Information
(“PII”) furnished by SSA from loss, theft, or inadvertent disclosure; ensure that its employees
understand that they are responsible for safeguarding this information at all times, regardless
of whether or not an employee is at his or her regular duty station; ensure that laptops and
other electronic devices/media containing PII are encrypted and/or password protected; send
emails containing PII only if encrypted or if to and from addresses that are secure; and limit
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14.3.4. The Grantee shall ensure its employees receive Personally Identifiable Information (PII) security
awareness training and maintain records for employees’ mandatory annual certification
procedures.
14.3.5. The Grantee will allow the State to conduct at least triennial (recurring every three years)
compliance reviews to verify the Grantee’s security practices meet SSA standards and Grantee
will allow the State access to documents relevant to Grantee’s compliance.
14.4. Intellectual Property Rights
14.4.1. Intellectual Property Rights. The State owns all rights, title, and interest in all the intellectual
property rights, including copyrights, patents, trade secrets, trademarks, and service marks in
the Works and Documents created and paid for under this contract. “Works” means all
inventions, improvements, discoveries (whether or not patentable), databases, computer
programs, reports, notes, studies, photographs, negatives, designs, drawings, specifications,
materials, tapes, and disks conceived, reduced to practice, created or originated by the
Grantee, its employees, agents, and sub-grantees, either individually or jointly with others in
the performance of this contract. Works includes Documents. “Documents” are the originals of
any databases, computer programs, reports, notes, studies, photographs, negatives, designs,
drawings, specifications, materials, tapes, disks, or other materials, whether in tangible or
electronic forms, prepared by the Grantee, its employees, agents, or sub-grantees, in the
performance of this contract. The Documents will be the exclusive property of the State and all
such Documents must be immediately returned to the State by the Grantee upon completion or
cancellation of this contract. To the extent possible, those Works eligible for copyright
protection under the United States Copyright Act will be deemed “works made for hire.” The
Grantee assigns all right, title, and interest it may have in the Works and the Documents to the
State. The Grantee must, at the request of the State, execute all papers and perform all other
acts necessary to transfer or record the State’s ownership interest in the Works and
Documents.
14.4.2. Obligations
14.4.2.1. Notification. Whenever any invention, improvement, or discovery (whether or not
patentable) is made or conceived for the first time or actually or constructively reduced to
practice by the Grantee, including its employees and sub-grantees, in the performance of
this contract, the Grantee will immediately give the State’s Authorized Representative
written notice thereof and must promptly furnish the Authorized Representative with
complete information and/or disclosure thereon.
14.4.2.2. Representation. The Grantee must perform all acts and take all steps necessary to ensure
that all intellectual property rights in the Works and Documents are the sole property of
the State and that neither Grantee nor its employees, agents, or sub-grantees retain any
interest in and to the Works and Documents. The Grantee represents and warrants that
the Works and Documents do not and will not infringe upon any intellectual property
rights of other persons or entities. Notwithstanding clause 9, the Grantee will indemnify,
defend, to the extent permitted by the Attorney General, and hold harmless the State, at
the Grantee’s expense, from any action or claim brought against the State to the extent
that it is based on a claim that all or part of the Works or Documents infringe upon the
intellectual property rights of others. The Grantee will be responsible for payment of any
and all such claims, demands, obligations, liabilities, costs, and damages, including but not
limited to, attorney fees. If such a claim or action arises, or in the Grantee’s or the State’s

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opinion is likely to arise, the Grantee must, at the State’s discretion, either procure for the
State the right or license to use the intellectual property rights at issue or replace or
modify the allegedly infringing Works or Documents as necessary and appropriate to
obviate the infringement claim. This remedy of the State will be in addition to and not
exclusive of other remedies provided by law.
15. Personal Property, State Property and Exception
15.1. Personal Property. Any purchase of non-expendable personal property that has a useful life greater
than one year and a per unit cost of ten thousand dollars ($10,000.00) or greater must have the
State’s prior written approval.
15.2. State Property. Non-expendable personal property that has a useful life greater than one year that is
purchased with funds provided under this grant contract shall be the property of the State. Such
property in the possession of the Grantee may be subject to an annual inventory audit. The Grantee
will deliver such property to the State within thirty days after the expiration or termination of this
contract, if requested in writing by the State.
16. Workers’ Compensation
The Grantee certifies that it is in compliance with Minn. Stat. § 176.181, subd. 2, pertaining to workers’
compensation insurance coverage. The Grantee’s employees and agents are not considered State
employees. Any claims that may arise under the Minnesota Workers’ Compensation Act on behalf of these
employees, and any claims made by any third party as a consequence of any act or omission on the part of
these employees, are in no way the State’s obligation or responsibility.
17. Affirmative Action
If applicable, the Grantee certifies that it has received a certificate of compliance from the Commissioner
of Human Rights pursuant to Minn. Stat. § 363A.36, and, upon request, will provide proof thereof.
18. Publicity and Endorsement
18.1. Publicity. Any publicity regarding the subject matter of this grant contract must identify the State and
the USDHHS as the sponsoring agencies and must not be released without prior written approval
from the State’s Authorized Representative. For purposes of this clause, publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices prepared
by or for the Grantee individually or jointly with others, or any subcontractors, with respect to the
program, publications, or services provided resulting from this grant contract.
18.2. Endorsement. The Grantee must not claim that the State or the USDHHS endorses its products or
services.
19. Plain Language
All written materials developed or used by the Grantee to communicate with sub-grantees or sub-grant
applicants must be understandable to a person of average intelligence and education pursuant to Minn.
Stat. § 256.016.
20. Governing Law, Jurisdiction, and Venue

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Minnesota law, without regard to its choice-of-law provisions, governs this grant contract. Venue for all
legal proceedings out of this grant contract, or its breach, must be in the appropriate state or federal court
with competent jurisdiction in Ramsey County, Minnesota.
21. Termination
21.1. Termination by the State. The State may terminate this grant contract at any time, with or without
cause, upon written notice to the Grantee. Upon termination, the Grantee is entitled to payment,
determined on a pro rata basis, for services satisfactorily performed, except as limited by this clause.
The State may take action to protect the interests of the State of Minnesota, including the refusal to
disburse additional funds and requiring the return of all or part of the funds already disbursed.
21.2. Termination by The Commissioner of Administration. The Commissioner of Administration may
immediately and unilaterally cancel this Grant Contract Agreement if further performance under the
agreement would not serve agency purposes or performance under the Grant Contract Agreement is
not in the best interest of the State.
21.3. Termination for Insufficient Funding. The State may immediately terminate this contract if funding is
withdrawn by the USDHHS or other funding source, is not obtained from the Minnesota Legislature,
or if funding cannot be continued at a level sufficient to allow for the payment of the services covered
here. Termination must be by written, fax, or electronic notice to the Grantee. The State is not
obligated to pay for any services that are provided after notice and effective date of termination.
However, the Grantee is entitled to payment, determined on a pro rata basis, for services
satisfactorily performed to the extent that funds are available. The State will not be assessed any
penalty if the contract is terminated because of the decision of the Minnesota Legislature, or other
funding source, not to appropriate funds. In the event of temporary lack of funding or appropriation,
the State may pause its obligations under this Grant Contract Agreement without terminating it. This
pause will be for the duration of the lack of funding or appropriation and shall not be considered a
termination of the Grant Contract Agreement. The Grantee will be notified in writing of the
temporary pause, and the Grantee’s ability to provide services may be temporarily suspended during
this period. The State will provide reasonable notice to the Grantee of the lack of funding or
appropriation and shall notify the Grantee once funding is restored or appropriated, at which point
the provision of services under the Grant Contract Agreement may resume. The State will not be
assessed any penalty if the Grant Contract Agreement is terminated due to insufficient funding. The
State must provide the Grantee notice of the lack of funding within a reasonable time of the State’s
receiving notice.
21.4. Termination for Cause. The State may immediately terminate this grant contract if the State finds
that there has been a failure to comply with the clauses of this grant contract, the FFY2027
Minnesota EAP Policy Manual, the Service Provider’s FFY2027 EAP Local Plan, or the Service
Provider’s FFY2027 Internal Controls Document; that reasonable progress has not been made; or that
the purposes for which the funds were granted have not been or will not be fulfilled.
21.5. Termination by the Grantee. The Grantee may terminate this grant contract at any time, with or
without cause, upon sixty days written notice to the State. Such written notice must include proposed
terms for the discontinuation of the Grantee’s services and an estimated final invoice for the
Grantee’s services performed. No later than sixty days after termination, the Grantee must submit a
final invoice to the State. The State may accept or reject, in whole or in part, the Grantee’s proposed
terms, estimated final invoice or final invoice. The State shall notify the Grantee of its decision within
five business days of its receipt of the Grantee’s termination notice, and within fifteen business days

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of its receipt of the Grantee’s final invoice. Upon termination and submission of a final invoice, and
upon the State’s acceptance of the final invoice, the Grantee is entitled to payment, determined on a
pro rata basis, for services satisfactorily performed.
21.6. Repayment for Ineligible costs. If the State or the Grantee terminates this contract, the State may
withhold payment for outstanding invoiced costs pending its determination of the eligibility of all
costs for which the State has paid the Grantee. If the State determines that total payments to the
Grantee under this contract exceed eligible costs actually incurred by the Grantee, the Grantee will
repay to the State all funds received in excess of eligible costs. This clause shall not be construed to
bar any other legal remedies the State may have to recover funds expended by the Grantee for
ineligible costs.
21.7. Cooperation. In the event of termination under this clause, the Grantee will fully cooperate with the
State in the transfer of program information, records and equipment to the State and/or any other
entity designated in writing by the State to receive such information, records and equipment.
22. Data Disclosure
Pursuant to Minn. Stat. § 270C.65, and other applicable law, the Grantee consents to disclosure of its
social security number, federal employer tax identification number, and/or Minnesota tax identification
number, already provided to the State, to federal and state tax agencies and state personnel involved in
the payment of state obligations. These identification numbers may be used in the enforcement of federal
and state tax laws which could result in action requiring the Grantee to file state tax returns and pay
delinquent state tax liabilities, if any.
23. Discrimination on Account of Race, Creed, or Color Prohibited in Contract
The Grantee will comply with the provisions of Minn. Stat. § 181.59 which require:
Every contract for or on behalf of the State of Minnesota, or any county, city, town, township, school,
school district, or any other district in the state, for materials, supplies, or construction shall contain
provisions by which the contractor agrees: (1) That, in the hiring of common or skilled labor for the
performance of any work under any contract, or any subcontract, no contractor, material supplier, or
vendor, shall, by reason of race, creed, or color, discriminate against the person or persons who are
citizens of the United States or resident aliens who are qualified and available to perform the work to
which the employment relates; (2) That no contractor, material supplier, or vendor, shall, in any manner,
discriminate against, or intimidate, or prevent the employment of any person or persons identified in
clause (1) of this section, or on being hired, prevent, or conspire to prevent, the person or persons from
the performance of work under any contract on account of race, creed, or color; (3) That a violation of this
section is a misdemeanor; and (4) That this contract may be canceled or terminated by the state, county,
city, town, school board, or any other person authorized to grant the contracts for employment, and all
money due, or to become due under the contract, may be forfeited for a second or any subsequent
violation of the terms or conditions of this contract.
24. Equal Treatment for Faith-Based Organizations
All agencies must comply with the USDHHS rules regarding nondiscrimination of faith-based organizations
as found within 2 C.F.R. pts. 200 and 300 and 45 C.F.R. pts. 87 and 96.
25. Tribal Sovereignty

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Pursuant to Minn. Stat. §§ 16B.98, subd. 10 and 16C.05, subd. 7, the State may not require a Tribal
Nation to deny its sovereignty as a requirement or condition of a grant agreement with the State.
Nothing in this grant agreement or acceptance of this grant agreement shall be construed as a
waiver or limited waiver of the Grantee’s sovereign immunity. In the event the terms and conditions
set forth in this Grant Contract Agreement conflict with the provisions of this section, this section
shall govern.

1. STATE ENCUMBRANCE VERIFICATION
Individual certifies that funds have been encumbered as
required by Minn. Stat. § 16A.15 and § 16C.05.

3. MINNESOTA DEPT OF COMMERCE
By: ____________________________________,
(with delegated authority)

Signed:______________________________________,
Title: __________________________________,
Date:________________________________________,
Swift Contract/P.O.No(s).________________________,

Date:__________________________________,

Unique Entity ID (UEI) # CG54FXDC3C91

2. Todd County Health and Human Services The
Grantee certifies that the appropriate person(s) have
executed the grant contract on behalf of the Grantee as
required by applicable articles, bylaws, resolutions, or
ordinances.
By:__________________________________________,
Title:_________________________________________,
Date:_________________________________________

Distribution:
MN Dept. of Commerce, Accounting Dept
Todd County Health and Human Services
State’s Authorized Representative – Copy

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Todd County Health and Human Services
FFY27 EAP Local Plan
Minnesota Department of Commerce, Office of Energy Assistance Programs

Background

The Minnesota Department of Commerce (Commerce) contracts with local Service Providers to
deliver Energy Assistance Program (EAP) services. The Energy Assistance Program FFY27 Local Plan
establishes the expectations between the Service Provider and Commerce. Federal and state rules and
regulations require Commerce to ensure Service Providers are prepared to effectively implement
program requirements. The Local Plan helps to meet these obligations by documenting the Service
Provider’s work plan for the upcoming program year. Commerce uses the Local Plan to assess and
build Service Provider competency and monitor and evaluate the Service Provider’s performance.

Re-certification

Your agency’s Local Plan is pre-filled with certain responses from your agency’s prior year Local Plan. If
a response from a prior year is still valid (i.e., has not changed), you may re-certify the response for
the upcoming program year. Review all pre-filled responses and indicate whether the response has
changed by checking the appropriate box (i.e., “No Change” or “Change”) to the right of each answer.
Only answers that were pre-filled include the check boxes on the form. Some check boxes refer to
entire sections (e.g., Service Provider Information). If any changes are made to the entire section,
check the “Change” box.
Examples
For an answer that has not changed, check the “No Change” box:
Maintaining household files and records (paper files and/or electronic)
All paper files from households are scanned into Laserfiche upon receipt…
For an answer with any change, check the “Change” box:
Maintaining household files and records (paper files and/or electronic)
All paper files from households are scanned into Laserfiche after
complete…

FFY27 Energy Assistance Program Local Plan

Page 1
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Agency Information

Service Provider Information
Agency
Legal Name: Todd County Health and Human Services
Agency
212 2nd Ave S
Address:
City: Long Prairie

EAP SP #:

No
✔ Change

Change

Zip: 56347

Agency Phone (include area
Toll Free
(320) 732-4500
888-838-4066
Phone:
code and extensions):
Agency Web
Agency Fax: (320) 732-4540
www.co.todd.mn.us
Site:
Federal Tax ID:

41-6005911

EAP Information
EAP Mail Address (if
different than above):

N/A

EAP Street Address:

212 2nd Ave S

City:

State Tax ID:

No
✔ Change
Change

Zip:

Long Prairie

EAP Phone (include area
code and extensions):

(320) 732-4516

EAP Fax with area code:

(320) 732-4540

EAP Counties/Area
Served:

8027510

56347

EAP Toll
Free Phone: 888-838-4066
EAP Toll
Free Fax: N/A

Todd County

1. Control Environment

1.1. Service Provider Oversight

Service Provider Primary EAP Contacts (include extension with phone numbers)
Executive Director:

Jackie Och

Phone with area code:

(320) 732-4444

Person supervising the
EAP Coordinator:

Julie Lambrecht

Phone with area code:

320-732-4497

EAP Coordinator:

Amy L Zimmerman

Phone with area code:

(320) 732-4423

FFY27 Energy Assistance Program Local Plan

✔

No
Change
Change

E-mail: [email protected]

E-mail: [email protected]
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Service Provider Primary EAP Contacts (include extension with phone numbers)
Board or Tribal Chair:

Bob Byers - Chairperson

Phone with area code:

320-874-1928

Fiscal Director:

Kaitlin Pesta

Phone with area code:

320-732-4656

No
Change

E-mail: [email protected]

✔ Change

E-mail: [email protected]

Primary Fiscal Contact
If not, list Primary Fiscal
for EAP purposes? (Y/N): N
Contact and E-mail:
Staff authorized Hannah Elfering, Kaitlin Pesta, Jackie Och Staff authorized
to request cash:
to submit FSRs:

Hannah Elfering
[email protected]
Hannah Elfering
[email protected]

ERR Coordinator:

Amy L Zimmerman

Phone with area code:

(320) 732-4423

MIS/Technology
Director:

Lisa Parteka

Phone with area code:

(320) 732-0977

E-mail: [email protected]

EAP Liaison with WAP:

Amy L Zimmerman

E-mail: [email protected]

WAP Coordinator:

Jason Foy/Jodi Preiss

E-mail: [email protected]

WAP Coordinator’s Agency (if
Tri-County Community Action (TCC-72)
different than above):
WAP Coordinator’s
(320)-630-0892(320) 632-3691
E-mail: [email protected]/[email protected]
Phone:
EAP Security
Julie Lambrecht/Amy Zimmerman
Administrator:
Phone with area code:

320-732-4497/320-732-4423

E-mail:

[email protected]
[email protected]

EAP Hours of Operation
Business Days (example: Monday – Friday):

Monday - Friday

Time EAP Office
8:00 AM
Opens:
List all days the Service Provider office is
closed other than national holidays:

Time EAP Office
Closes:

FFY27 Energy Assistance Program Local Plan

No
✔ Change
Change

4:30 PM

Good Friday, Friday after Thanksgiving,
1/2 day Christmas Eve, 1/2 day New Year's Eve

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1.2. Service Provider EAP Organizational Competence
Mission: State the Service Provider’s mission.

No
Change

Todd County Health and Human Services mission statement is;
People working with people through life's challenges to enhance our community's strength,
safety and well being. Our mission is to effectively move our clients to an increased level of
independence, improved life skills, and a decrease in reliance on government services.

✔ Change

Employee training in working with people of different abilities, ages, backgrounds, beliefs,
genders, races, etc.: In the past year, what type of training have EAP staff had to ensure
individuals from these diverse groups can access EAP? Example topics could include:
unconscious bias, cross-cultural awareness, avoiding stereotypes, generational differences,
respect and inclusion, etc. How was this training applied to your work?
All Todd County Energy Assistance Program (EAP) staff were required to complete online and virtual training during FFY26. These trainings were presented by qualified
professionals and covered topics applicable to serving individuals and families from a wide variety of cultural, socioeconomic, racial, ethnic, linguistic, and generational
backgrounds. Training topics included Minnesota Handling Information Securely, Civil Rights Plan requirements, Diversity, Equity and Inclusion (DEI), Cultural Competency,
and Fraud, Waste, and Abuse prevention.The Diversity, Equity and Inclusion and Cultural Competency trainings provided staff with tools to recognize and address
unconscious bias that may influence interactions with applicants and clients. Staff were encouraged to examine personal assumptions and perceptions to ensure that all
households are treated fairly, respectfully, and equitably throughout the application and service delivery process. These trainings reinforced the importance of avoiding
stereotypes and making decisions based solely on program policies, eligibility requirements, and the unique circumstances of each household rather than preconceived
notions about age, race, ethnicity, disability status, family composition, income level, housing status, or cultural background.The trainings also emphasized cross-cultural
awareness and effective communication strategies when working with individuals whose experiences, customs, languages, values, or beliefs may differ from those of staff.
EAP employees learned the importance of listening respectfully, asking clarifying questions when needed, and recognizing that cultural differences may affect how clients
communicate, seek assistance, or understand program requirements. By increasing cultural awareness, staff are better equipped to provide accessible and responsive
services to all applicants.In addition, staff received information regarding generational differences and how individuals from different age groups may have varying
communication preferences, technology skills, life experiences, and expectations when seeking assistance. This knowledge helps EAP staff adapt their communication
methods to meet the needs of older adults, younger applicants, and multi-generational households while ensuring equal access to services and information.Todd County
Health and Human Services employs several bilingual staff members and offers access to a variety of professional resources that support effective service delivery to
diverse populations. The agency houses social workers who are specially trained to work with individuals experiencing homelessness, mental health challenges, physical
disabilities, and other barriers to accessing services. Staff also includes a Bilingual Resource Navigator, Registered Nurses (RNs), Licensed Practical Nurses (LPNs), and
Home Health Aides who bring specialized knowledge and experience in serving diverse community members.As Todd County's population continues to become more
diverse, EAP staff are encouraged to utilize the knowledge gained through ongoing training as well as consult with agency professionals who possess expertise in working
with culturally diverse and vulnerable populations. This collaborative approach helps ensure that all applicants are treated with dignity, respect, and inclusion and that
Energy Assistance services are delivered in a manner that is culturally responsive, free from discrimination, and accessible to all eligible households.

Current Service Provider EAP Personnel and Proposed Hiring Plan
Please complete the Service Provider EAP Personnel and Hiring Plan worksheet
provided with your pre-filled FFY27 Local Plan. Submit the worksheet via email along
with your completed FFY27 Local Plan. Note that the data provided will be used to
monitor employee application submissions.

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2. Control Activities

2.1. EAP System Partnerships:

Describe what the Service Provider will do this year to develop and maintain partnerships with:
Energy Vendors
Todd County Energy Assistance will continue to have frequent contact with energy vendors.
We regularly visit with vendors to see if they have any questions regarding the energy
assistance program, the way payments are posted, and to ask if they need assistance with the
eHeat system. We encourage vendors to promote that their customers apply for Todd County
Energy Assistance. Through vendor monitoring we are able to determine areas where vendors
may need assistance. We will continue to encourage vendors to contact us year-round with
any questions or concerns.

No
✔ Change
Change

Mechanical Contractors
No
✔ Change

Todd County Energy Assistance will continue to have frequent contact with mechanical
contractors. We regularly visit with mechanical contractors to see if they have any questions
regarding the energy assistance program, the way payments are posted, and to ask if they
need assistance with the eHeat system. We encourage contractors to promote that their
customers apply for Todd County Energy Assistance. Todd County EAP will continue to
encourage mechanical contractors contact us year-round with any questions or concerns.

Change

Service Provider fiscal department
Our fiscal department is an important part of EAP. Throughout the EAP season we have daily
contact with fiscal and they are included in all of our staff meetings, equipment meetings and
staff trainings. We keep the lines of communication open and share information regarding the
energy assistance program as well as administrative, ERR, Crisis and A16 funds. It's important
to maintain open communication and joint decision-making with fiscal to ensure proper data
entry into eHeat and to maintain a streamlined work environment.

FFY27 Energy Assistance Program Local Plan

No
✔ Change

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Change

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Other EAP Service Providers

The EAP coordinator occasionally exchanges ideas, plans, documents and advice with other
SPs. Sharing information and drawing on the experiences of other SPs is an invaluable tool.

No
✔ Change
Change

EACA and Other EAP-related associations
The EAP Coordinator regularly attends EACA meetings and will continue to attend through the
2026/2027 season. The meetings provide valuable information, support and ideas from other
service providers in the state. The EAP Coordinator and the TCC weatherization staff have a
yearly meeting to brainstorm ideas to increase communication between the two programs
and increase the number of households requesting weatherization via the Todd County Energy
Assistance program.

No
Change

✔ Change

State Office
Department of Commerce staff and our monitor provide us with the tools we need to follow
program policies and procedures. The state office welcomes our questions and provides us
with helpful guidance and recommendations. We will continue to work with Commerce by
asking questions, reporting back to Commerce in a timely manner, and keeping the lines of
communication open.

FFY27 Energy Assistance Program Local Plan

No
✔ Change
Change

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2.2. Intake Sites:

List the area information for each EAP intake site other than the Service Provider’s main office.
Area
Information
Area name

Physical Address

Service Area or Intake Sites
Intake site 1

Intake site 2

Intake site 3

Intake site 4

Intake site 5
No
✔ Change

Todd County Health
and Human Services
- Staples Branch

Change

200 1st St NE,
Staples, MN
56479

Contact name

Vicki
Paskewitz

Phone number
with area code

(218) 894-6300

Fax number with
area code

(218) 894-2878

E-mail address

[email protected]

Days of the week
office is open

Monday Friday

Time office opens

8:00 AM

Time office
closes

4:30 PM

Months site
open, if not full
year

Full year

Days location is
closed other than
national holidays

Good Friday, Friday
after Thanksgiving, ½
day for Christmas Eve,
½ day for New Year"s
Eve

Are Apps & PreApps addressed
to the site?

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2.3. Service Provider Energy Self-Sufficiency (ESS) Goals:

Please indicate your agency’s goals for the ESS activities the Service Provider plans to conduct for
the EAP program year.
Plan for preparations to conduct ESS
Activity
Describe planned activity (how, when, who)
Building
Network of
Local
Resources:

Todd County EAP is a small agency and near in proximity to our network of resources. We continually collaborate through daily to monthly personal or telephone contact
with resource agency personnel keeping one another abreast of changes or new resources available for additional assistance for EAP households. These resources are also
shared electronically for availability to EAP participants. The agencies that we share this relationship with are as follows; Todd County Health and Human Services
Financial Workers to access the Emergency Assistance, Todd County Health and Human Services Adult Mental Health Workers to access the Flex Fund, TCC Emergency
fund, TCC Stand Alone Assistance, Heat Share Salvation Army, Todd County Salvation Army, Todd County Veterans Office and the American Legion Riders. Todd County
EAP staff work closely with energy vendors. Connected utility vendors promote the Todd County EAP program to all participants especially focusing on the households
that are behind in their payments or face a disconnection. The vendors that deal with delivered fuels promote our program when working with households that are
vulnerable to run out of fuel or have a difficulty scheduling a fill due to the inability to pay. The EAP Coordinator updates the Todd County Resource book each summer
-calls organizations or verifying on website that phone number and websites are up to date and makes needed changes.

Familiarize
Staff with
Local &
Government
Resources:

At our start up training the Todd County EAP coordinator will familiarize the staff
with new and/or updated resources gathered that are to be offered to HH's. Many of
our participants are repeat or long standing and they reach out to EAP staff
periodically during the year to inquire about resources for various needs that they
have.

Training
Staff to Elicit
Client
Needs:

All Todd County EAP staff were required to complete on line and virtual training. Topics covered
by trained professionals for FFY26 included a variety of topics which were applicable to all
cultures. The following subjects were presented; Minnesota Handling Information Securely, Civil
Rights Plan requirements, Diversity, Equity and Inclusion (DEI), Cultural Competency, and Fraud,
Waste, and Abuse prevention.The Diversity, Equity and Inclusion and Cultural Competency

Plan for providing clients with specific referrals
Brief description of common resources households are referred to.

Estimated #
of referrals

TCC Community Action - WAP Program, USDA Housing Repair Grant and Douglas County HRA Housing Rehabilitation

275

TCC Community Action - Emergency Program

100

Salvation Army Heat Share

Food Programs - WIC, University of MN food education, SNAP program, National Free Lunch Program, Congregate Meals, Home
Delivered meals, Meals to Go, Fare Share and Ruby's Pantry.

225

Connected utility discount programs and payment plan programs

1100

Refer households to services provided within our own agency, such as SNAP, Homelessness Prevention Project grant, Financial Assistance, Veterans Services, WIC, Family Services
Unit, Public Health, Child and Teen Check-Ups, Reduced Cost Immunizations, Aging Services, Adult Disability Unit, Money Management, Vocational Rehabilitation Services

300

Refer households to services provided outside the Todd County agency such as the TWEC Healthy Homes and Appliance Replacement program, TCC
Weatherization, TCC Emergency Fund, Legal Aid, CEP, Meta 5, Experience Works, Workforce Center, Douglas County HRA, USDA Rural Development.

300

Plan for providing applicants with list of referral agencies
Estimate the # of your total clients who will receive the list:
FFY27 Energy Assistance Program Local Plan

650 Todd County Resource Guide
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Plan for assisting households to build energy self-sufficiency
Description of program or activity
Conduct home visits and refer households to
community-based programs and services that enhance and
expand their energy self-sufficiency. By assessing household
needs
andhouseholds
connecting with
residents
withavailable
resources
such asour
the
Connect
services
through
TWEC
Healthy
Homes
and
Appliance
Replacement
Program,
agency, such as SNAP, Homelessness Prevention Project
TCC Weatherization,
TCC Emergency
Legal
Aid,Family
CEP,
grants,
Financial Assistance,
Veterans Fund,
Services,
WIC,
Meta
5,
Experience
Works,
Workforce
Center,
Douglas
Services Unit, Public Health, Child and Teen Check-Ups,
Connected
utility
discount
and payment plancan
County
HRA,
USDA
Rural programs
Development,
Reduced
Costand
Immunizations,
Aging Services,households
Adult Disability
programs
access
energy-saving
improvements,
housing
support,
Unit, Money Management, and Vocational Rehabilitation
employment
resources,
and
financial assistance
Services.
Referrals
include
supportive
counselingthat
and
contribute
to
greater
long-term
energy
independence
and
New
this
year
and
to
continue
through
2028
is the
Statewide
coaching to assist clients in understanding
available
economic
stability.
Housing
Affordability
Grant.
EAP
has
been
given
programs, overcoming barriers, and developing plans to
authorization
forgreater
use of stability
these funds
were appropriated
achieve
and that
self-sufficiency.
to Todd County. Todd County Energy Assistance staff has
been able to assist EAP households with many needs to
Improve the habitability of their home, make their home
more accessible, energy or water efficient.

Activity Type

Estimated #
of households

Home Visit

300

Counseling/Coaching

300

Brochure/Pamphlet

500

Other

100

--Please Select---Please Select--

2.4. Outreach Goals:

Please indicate your agency’s goals for the Outreach activities the Service Provider plans to
conduct for the EAP program year.
Plan for Informational Outreach preparation activities
Activity
Describe planned activity (how, when, who)
Cross
Train in
Service
Provider
Agency:

Cross
Train
outside
Service
Provider
Agency:

Todd County EAP is part of the Financial Services Unit and is co-located with several other county programs and services, including WIC, the
Family Services Unit, Public Health, the Todd County Jail Social Worker, the Aging Services Coordinator, and the Adult/Disability Unit. This
close proximity fosters regular communication, collaboration, and cross-training among staff.The EAP Coordinator plays an active role in
maintaining awareness of the Energy Assistance Program throughout the agency by providing partner departments with current program
information, applications, outreach materials, and updates regarding eligibility requirements and program changes. Staff from neighboring
units frequently engage in informal, impromptu meetings at one another's workspaces to discuss services, share resources, and gain a
better understanding of each program's role in supporting county residents.These ongoing interactions serve as a valuable cross-training
tool, increasing staff knowledge of internal programs and strengthening referral networks across departments. Through both formal and
informal collaboration, employees develop a broader understanding of available services, allowing them to more effectively identify client
needs and connect individuals and families with appropriate resources. This integrated approach enhances service coordination, improves
customer experiences, and supports a comprehensive, whole-person approach to serving Todd County residents.

Todd County EAP staff maintain a collaborative relationship with community service groups. Todd County EAP
staff will make our first contact with the Veterans office, food shelves, senior apartment buildings, senior
citizens centers, mental health centers, hospital and nursing home social workers, LSS home delivered meal
program, libraries, city halls, thrift stores and laundromats when the FFY27 applications become available in all
forms. This year we will continue to educate these groups about the on line application opportunity. The
schools and TCC Head Start locations in the county will be contacted and we will have information and
outreach items available at the school kick off open houses to promote and inform about our program. Todd
County EAP will follow up with the same groups periodically throughout the year to make sure they have an
adequate supply of information and applications are available in both English and Spanish.

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Plan for making applications available

Description of event, location and/or method

Estimated # of
apps to be
distributed

Todd County Agencies; WIC, the Family Services Unit, public health, aging services, adult disability unit
Electronic Copy, Paper Original and Online application link

200

Veteran's office, Eagle's Healing Nest
Electronic Copy, Paper Original and Online application link

Food shelves, home delivered meal programs, pregnancy resource center, libraries, city halls, thrifty stores and laundromats
Electronic Copy, Paper Original and Online application link

500

Senior apartment building, Senior centers
Electronic Copy, Paper Original and Online application link

150

Mental health centers, hospital and nursing home social workers
Electronic Copy, Paper Original and Online application link

Plan for increasing awareness about the online application:
Describe the planned activities for promoting and publicizing the online application (e.g.,
posting on agency website, in partner communications, etc.) in the upcoming program year.
The online application process and link will be promoted to our community partners at
the time all forms of the FFY27 application is available. The link to the online application
will be on our website and advertised on the radio, newspaper and Facebook with
encouraged use for the FFY27 EAP season.

Plan for providing informational materials
Informational materials promote awareness of EAP, with the related goal of increased program
participation, specifically including activities aimed to increase participation of eligible target
group households.
Estimated #
Description of informational material (how, when, who)
distributed
Promotional items such as handouts with the Todd County EAP logo are made available via Todd County EAP staffed booths at Todd County events such as the Todd County Schools Kick-Off, Community
Events, Fe y Justica (free clinic), Lions Community Breakfast, Todd County Farmers Union Picnic, Todd County Fair, Todd County Town Day events, National Night Out, Child Protection Supper, Community
Connect Event, State Fair Bus Trip, food drop and pick up events and the winter coat drive

FFY27 Energy Assistance Program Local Plan

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Plan for Accessibility Outreach preparation activities
Describe planned activity (how, when, who)

Activity
Customer
Service
Training:

By attending the local events planned for the year and having applications and information available
at locations where those in need gather the Todd County EAP staff is able to reach the target
population. The trainings that the Todd County EAP staff participate in throughout the year such as;
MN Handling Information Securely, Civil Rights Plan, Diversity, Equity and Inclusion, Cultural
Competency and Fraud, Waste and Abuse provide the opportunity to continue our education to
safely and successfully assist some of the unique population groups we serve.

Cultural &
Diversity
Training:

All Todd County EAP staff were required to complete on line and virtual training. Topics covered
by trained professionals for FFY26 included a variety of topics which were applicable to all
cultures. The following subjects were presented; MN Handling Information Securely, Civil
Rights Plan, Diversity, Equity and Inclusion, Cultural Competency and Fraud, Waste and Abuse.
All Todd County EAP staff were required to complete on line and virtual training.

Targeted Populations and Veterans Outreach:
Describe the planned activities for reaching target populations (i.e., seniors, people with
disabilities, and families with children under six) and veterans in the upcoming program year.
Seniors
Todd county EAP will work with the aging coordinator and provide promotional items and applications at senior focused events. Todd
County EAP has a continuous ad in the monthly "Senior Echo's" newsletter that reaches all Todd County seniors. Todd County EAP will have
information available at all senior centers and senior housing units. Flyer's and applications will be included in with home delivered meals.
Applications are given to all Todd County nurses and social workers that visit the senior population in their homes. The nurses and social
workers can promote the EAP program and leave or assist with an application at the time of the visit. Todd County EAP will contact
households with members over the age of 60 to make them aware of the assistance available when they are experiencing hardship to pay
their utility bills.
Disabled individuals
Todd County EAP will work closely with the financial workers and adult mental health workers to identify and do outreach for disabled
individuals. Assistance in completing applications and obtaining necessary documents will be offered by EAP staff.
Families with children under 6
Todd County EAP staff will attend community events that focus on families with young children such as the Child Protection Supper,
National Night Out, Todd County Fair, school open houses. Todd County EAP will work with TCC Head Start, WIC, Maternal Child Health
nurses, Todd County daycare assistance staff, local preschools, the Pregnancy Resource Center and have promotional items and
applications available in both English and Spanish.
Veterans
Todd County EAP will work closely with the Veterans Service Office, financial workers and Eagle's Healing Nest to identify and complete
outreach to Veterans.

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Outreach to Hard-To-Reach and Underserved Populations:
Describe the planned activities for outreach to hard-to-reach and underserved populations (e.g.,
new and established immigrant populations, different cultural communities, people with limited
English proficiency or reading skills, etc.) in the upcoming program year.
The identified cultural communities that the Todd County Energy Assistance program
serve or have the opportunity to serve are Spanish speaking or Spanish speaking with a
limited amount of english speech interpretation. It is found that this culture attend many
of the events that EAP staff attend and do outreach at such as the Todd County Fair,
National Night Out, Todd County School open houses. Todd County EAP provides
applications in Spanish and Todd County Health and Human Services employ staff that
are bilingual. Todd County Energy Assistance is housed with Todd County Health and
Human Services. The staff of EAP and HHS collaborate to offer all available services to
the Spanish speaking community. Todd County Energy Assistance staff is continually
looking or new outreach opportunities for all population groups by monitoring community
events that are advertised. For FFY27 if an event is identified that is geared toward the
Spanish speaking population Todd County EAP staff will attend.

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3. Communication and Information
3.1. Phone Service
Activity

Calls for
information,
application or
referral

Describe how calls are answered and redirected
Calls are answered immediately or go to voicemail during peak
Business volume times when phones are busy. Calls left on voicemail are
hours answered in a timely manner and directed to the proper person
or agency for referral, if needed.

Office is
closed

No
✔ Change

Calls go to an after hours voicemail system advising them to leave a message for
the call to be returned the next day during business hours. In the case of an
emergency, callers are urged to call the Todd County Sheriff"s Department at
the given number if they are experiencing an after-hours energy emergency.

Calls are sent directly to trained EAP personnel to address the

Calls from
people with
an ERR or no
fuel Crisis

Calls from
people with
speech or
hearing
disabilities

Calls from
people with
limited English
proficiency

Business issue. If EAP staff is unavailable to answer the call when it comes
hours in, the call goes to voicemail and the call is returned as soon as
possible. Messages are checked routinely.

Office is
closed

Business
hours

Office is
closed

Calls go to an after hours voicemail system. Callers are urged to call the
Todd County Sheriff"s Department at the given number if they are
experiencing an after-hours energy emergency. The Todd County Sheriff"s
Department calls the EAP Coordinator who addresses the emergency.

TDD

EAP workers can transfer Spanish-speaking callers to a Spanish
Business speaking employee for interpretation. EAP also implements The
hours Language Line and the AMN Language Services iPad for
non-English speaking callers.

Office is
closed

FFY27 Energy Assistance Program Local Plan

Message is in both English and Spanish

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Change

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3.2. Equal Access to Service

How will equal access to EAP information, applications and funds be ensured for members of
the groups listed below?
Individuals with:

Description of accommodations

Limited
English
proficiency

Secondary to English, Spanish is the other language that Todd County residents utilize. Local ads for EAP
are printed in both English and Spanish newspapers. Our applications and internally generated
documents are printed both in English and Spanish. Spanish applications, privacy rights and instructions
are available in print and on-line. Todd County Health and Human Services have several Spanish speaking
employees within our agency to assist with households as needed. We also implement Language Line or
the AMN Language Services iPad when needed for any other language than English or Spanish.

Hearing, speech
or visual
disabilities

Newspaper ads and applications can be read to the applicant. We have TDD
telephone services for the hearing impaired.

Developmental
disabilities

Many of these households have a personal representative or a guardian we
can speak with, and many individuals have a Todd County Social Worker or
Financial Worker in our office that can assist us with households as
necessary.

Mental illnesses

Multicultural
backgrounds

Todd County Health and Human Services have several Spanish speaking
employees within our agency to assist with households as needed. We also
implement Language Line and AMN Language Services iPad.

Physical
disabilities

Both of our offices, Long Prairie and Staples, are handicapped accessible.
EAP staff could be directed to do home visits to assist in completing
applications.

Limited or no
literacy

EAP staff is able to assist client in completing the energy assistance
application. EAP staff could be directed to do home visits to assist in
completing applications.

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No
✔ Change
Change

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Community Assessment
Describe any community-specific needs, issues, or trends affecting EAP households that your
agency has identified for the communities served by the Service Provider.
The Morrison-Todd-Wadena Community Health Board updated their Community Health Improvement Plans in 2026.
The five plans address the key community issues impacting our population, including: healthy food access, rural
healthcare access, growing aging population, strength-based parenting, and high-risk behaviors. The goals for each
plan are outlined below.

No
Change

✔ Change

Healthy food access: To improve residents’ healthy food access and nutritional support.
Rural healthcare access: To increase residents’ access to rural health care by reducing known barriers.
Growing aging population: To support the older adult population by increasing access to nutrition, caregiver
support, dementia awareness, and community education and services.
Strength-based parenting: To promote resilient and engaged parents in Morrison, Todd, and Wadena Counties.
High-risk behaviors: For caregivers and adolescents to understand the risks and have access to resources to reduce
use of harmful substances and high-risk behaviors.

Please describe how the needs were identified (CSBG community assessment, surveys, etc.)
and when.
The Morrison-Todd-Wadena Community Health Board conducts a Community Health Survey,
and collaborates with its local hospitals, every three years. Data is collected from existing state
and federal sources, as well as local surveys are conducted to ensure relevant data.
Prioritization surveys are conducted to identify key issues that are actionable and supported by
the community. Once the data and feedback is analyzed and reviewed, the Community Health
Improvement Plans are written. These plans are updated every three years to ensure they
meet the changing needs of our residents.

No
Change

✔ Change

Indicate the activities, initiatives and/or strategies the Service Provider will implement to
address the identified needs, if applicable. In particular, how can EAP help?
In order to develop and foster relationships that improve service delivery and increase access to energy assistance resources, Todd County EAP continues to evaluate and implement strategies that enhance outreach efforts and collaborative activities throughout the
community. Over the past nine EAP seasons, Todd County has significantly expanded both its outreach initiatives and partnership network, resulting in increased awareness of available services and improved identification of households experiencing energy burden.
Collaborative partnerships play a critical role in addressing barriers that prevent vulnerable households from accessing assistance. Through ongoing communication, referral processes, information sharing, and coordinated service planning, Todd County EAP works with
community partners to identify residents who may be at risk of energy insecurity, housing instability, health concerns related to utility disconnections, or financial hardship. These collaborative efforts help ensure that clients receive comprehensive support and are
connected to multiple resources that address their immediate and long-term needs.
Todd County EAP has established successful working relationships with Tri-County Community Action programs including Weatherization Services, Emergency Grant Services, and Salvation Army HeatShare. These partnerships allow agencies to coordinate assistance,
reduce duplication of services, and provide clients with a more seamless experience when accessing energy-related resources. Collaboration with Weatherization Services helps households reduce energy consumption and lower future utility costs, while Emergency
Grant Services and HeatShare provide critical support during crisis situations.
The program also maintains strong partnerships with numerous Todd County agencies, including WIC, Financial Assistance, Family Services, Public Health, Aging Services, Adult Disability Services, the Jail Social Worker, the Veterans Services Office and American Legion
Riders. These agencies frequently serve populations that are vulnerable to energy insecurity and can assist in identifying eligible households, providing referrals, and sharing educational materials regarding EAP services.
Additional community partnerships include senior home-delivered meal programs, senior centers, senior apartment complexes, the Pregnancy Resource Center, libraries, city halls, thrift stores, laundromats, mental health centers, hospital and nursing home social
workers, and Todd County schools. These organizations serve as important outreach locations where information can be distributed and where staff can help connect individuals and families with available energy assistance resources.
Moving forward, Todd County EAP will continue to strengthen collaborative activities by expanding cross-agency communication, participating in community resource meetings, providing partner training opportunities, developing targeted outreach campaigns for
underserved populations, and utilizing referral tracking systems to measure partnership effectiveness. These efforts will help address identified service gaps, improve access to assistance for hard-to-reach populations, increase program awareness, and ensure that
residents receive coordinated support that promotes household stability and energy security.
Two current examples of collaborative work are as follows
A senior household (HH), supported by nursing case management services through Todd County Public Health and a case manager from Lakewood Health System, experienced a failure of their residential sewer system that created unsafe living conditions.
Through the coordination efforts of Todd County EAP, the household was connected with Todd County Housing Affordability Program resources to fund the necessary sewer repairs. In addition, the Todd County Detention Center Sentence to Service Program crew
dismantled and reconstructed a deck that had to be removed to allow access for the excavation and sewer replacement work.
Working collaboratively with healthcare professionals and community partners, these coordinated efforts restored the home to a safe, sanitary, and habitable condition, allowing the senior household to remain in their residence and maintain their health and
well-being.
A veteran household residing in a home with significant health, safety, and energy-efficiency concerns received comprehensive assistance through a collaborative effort among multiple community partners. The home was affected by numerous issues, including mold,
vermiculite insulation, deteriorated siding, inefficient windows, and other structural deficiencies that compromised the safety and livability of the residence.
Through the coordinated investment of labor, expertise, and funding from TCC Weatherization, Veterans Services, the American Legion Riders, CenterPoint Energy, and the Todd County Housing Affordability Program, critical repairs and improvements were completed.
These combined resources addressed health and safety hazards, improved the home's energy performance, and restored the property to a functional, safe, and sustainable living environment.

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No
Change

✔ Change

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4. Monitoring

4.1. Quality Assurance:

Self-Monitoring Activities
Service Providers must conduct self-monitoring activities to detect and correct systematic
processing errors and/or weaknesses. Complete the table below to indicate the Service
Provider plan for self-monitoring.
How often?
(daily, weekly,
monthly,
Responsible Staff
annually, or as
(give position/title)
Self-Monitoring Activity
needed)

No
✔ Change
Change

Aging applications check

Daily

EAP Coordinator

Aging Crisis events check

Daily

EAP Coordinator

Aging ERR events check

Daily

EAP Coordinator

Aging payments check

Daily

EAP Coordinator

Employee apps check

As needed

EAP Coordinator

eHEAT access check

As needed

EAP Coordinator, Financial Services Manager

Online applications check

Daily

EAP Processing Staff

Refunds check

Daily

EAP Coordinator

Describe when and how the Service Provider solicits and collects feedback from EAP
households, documents complaints and their resolution, and analyzes results. Summarize the
information received and any major actions taken as a result, if applicable.
We collect participant feedback to identify the strengths and weaknesses of Todd County Energy Assistance staff through
multiple channels:
Direct conversation with participants
Post-assistance surveys (email, phone, or SMS-based) asking about the experience, clarity of the process, and satisfaction.
Frontline staff input, who relay common concerns or challenges shared during client interactions.
Community partner reports, which often capture feedback from participants who may not directly express concerns to us.
Todd County Energy Assistance deals with household complaints on a one to one basis. Todd County EAP receives very few
household complaints. The process and resolution is documented in eHEAT as a note. Todd County Energy Assistance consults
the Minnesota Department of Commerce regarding complaints when needed. The results are not officially analyzed.
In an effort to provide consistent and quality service to our clients Todd County Energy Assistance will send out client
satisfaction surveys in FFY27 to 10% of this service provider Energy Assistance Participants. Todd County Energy Assistance
will send a balanced amount of surveys to the following population groups ie: households over the age of 60, households of
families in a one parent home, households of families in a two parent home, households with a disabled member, household
with a veteran member.
Todd County Energy Assistance will have a created EXCEL sheet of data collected from these surveys to identify this service
providers areas of strength and weakness and changes in processes will be made as needed.

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No
Change

✔ Change

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What strengths and weaknesses of the Service Provider were identified through feedback? How
will this information be used to enhance Energy Assistance Program delivery?
Todd County Energy Assistance Program (EAP) R Strengths and Weaknesses
Strength: Personalized Household Engagement: A key strength identified is the strong personal contact maintained between Todd County Energy
Assistance staff and the households they serve. It is a common and valued practice for staff to directly call households to gather missing information,
explain the benefit distribution process, and help clients understand how benefits are allocated based on their unique hardships and needs. This
individualized approach ensures that assistance is provided in the most beneficial way possible, building trust and strengthening service delivery.
Strength: Expanded In-House Spanish Language Support and Outreach: Todd County has made significant improvements in addressing language
access for Spanish-speaking households, transforming what was previously identified as a weakness into a program strength. The addition of a
dedicated Navigator position in Todd County Health and Human Services enhance outreach by providing in-home assistance to Spanish-speaking
residents, including support with completing EAP applications and other necessary forms. Furthermore, the WIC clerk position is now filled by a
Spanish-speaking staff member who is also available to assist clients with EAP-related paperwork. These enhancements build upon existing efforts,
such as collaboration with bilingual staff within Health and Human Services, and ensure more immediate, culturally responsive, and accessible
services. Together, these improvements strengthen communication, reduce barriers for households with limited English proficiency, and
demonstrate Todd County’s ongoing commitment to equitable and comprehensive service delivery.
Weakness: A key operational weakness identified within the directly employed EAP staff is the limited proficiency in Spanish and other relevant
languages, particularly Haitian Creole. This gap presents a significant barrier to accurately reviewing and processing applications submitted in
languages other than English. Currently, staff experience difficulty interpreting responses on Spanish-language applications, especially when
applicants provide detailed or non-standard written answers. The challenge is further compounded when individuals who primarily speak Haitian
Creole complete Spanish-language forms due to linguistic similarities. In these cases, variations in grammar, vocabulary, and phrasing can lead to
misinterpretation of critical applicant information. This limitation has several operational implications. It increases the likelihood of processing
errors, delays application turnaround times, and may result in inconsistent or inequitable service delivery. Additionally, it places added strain on
staff, who may need to rely on informal or ad hoc translation methods that are neither efficient nor standardized.
Many participants share challenges not directly under EAP"s control`such as housing instability, lack of internet access, or ID/documentation issues.
While EAP can"t solve these issues directly, we take a proactive approach:
Referrals to partner agencies, including housing assistance, employment services, and digital literacy programs.
Resource guides and education materials distributed through mail, outreach events, and partner agencies to help households understand what"s
available and how to access it.
Collaboration with utility companies to co-host education events around energy savings and billing assistance options.
Advocacy through coalitions, where participant feedback is elevated to state-level discussions on improving access and removing systemic barriers.

4.2. Successful Outreach:

How will the Service Provider assess or evaluate the effectiveness of its outreach efforts?
In particular, how do you identify unmet needs? How do you determine if households have
access to service?
Todd County EAP measures the effectiveness of its outreach efforts by the number of new
applications, repeat applications, program inquiries and referrals we receive each year. We also
monitor closely the EAP Production Report to compare our numbers from one report to the
next, one year to the next.

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No
✔ Change
Change

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4.3. Vendor Management:

What is the Service Provider plan to ensure its program vendors (energy vendors and
mechanical contractors) are appropriately trained? This includes EAP policy (e.g., consumption,
payments, refunds, name on account, referrals, outreach, etc.) and use of eHEAT.
Energy vendors and mechanical contractors are encouraged throughout the year to contact us
with any questions or concerns. Todd County EAP will provide the energy vendors and
mechanical contractors with the appropriate chapter from the FFY27 EAP manual pertaining to
their services. The Department of Commerce staff is a valuable resource regarding issues with
eHEAT vendor issues.

What is the Service Provider plan for completing compliance auditing of energy vendors by
September 1?
June of 2026 this Service Provider will send out auditing forms to a variety of all energy source
vendors participating in the Todd County EAP program requesting a 20% sample. SP will verify
that correct energy cost and consumption could be reproduced and payments were
appropriately applied to the correct accounts.

5. Required Supplements

Additional Service Provider FFY27 documentation:





Attach your FFY27 ERR Procurement Policies and Procedures (if changed from previous year)
Attach your FFY27 Internal Controls Documentation
Attach your FFY27 Service Provider EAP Personnel and Hiring Plan worksheet
List any other Service Provider activities (if any) not included above, which may affect the
program performance or delivery (e.g., additional staff or training, new office processes or
procedures, updated equipment or software)

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Acknowledgment and certification

The Service Provider acknowledges this FFY27 Local Plan as part of the FFY27 LIHEAP Grant
Contract and certifies the information provided is accurate to the best of their knowledge.

Agency Approval (Executive Director or equivalent)
Name: Jackie Och
Title:

Todd County Health and Human Services Director

Signature:_______________________________________________________
Date:_____________
Commerce Approval
Michael Schmitz
Program Director, Energy Assistance Program
Signature:_______________________________________________________
Date:_____________

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Todd County Health and Human Services
Energy Assistance Program ERR Procurement Policy
__________________________________________________________________
1.
2.
3.
4.
5.
6.
7.
8.
9.

Purpose
Scope
Responsibility
Code of Conduct
Overview
Contractor Selection and Bidding Requirements
Obtaining Competitive Bids
Non-Competitive Contractor
Changes to Procurement Policy

1. Purpose
The Todd County Energy Assistance Program (EAP) Energy Related Repair (ERR) procurement
process will follow both the EAP Policy Manual ERR Chapter guidelines and the Todd County
Procurement Policy. The process outlined below is designed specifically to respond to the ERR
18/48 hour response timeline and still assure that Todd County is being fiscally responsible in the
repair and/or replacement of heating systems for Energy Assistance households.
2. Scope
This policy applies to the procurement of (ERR) services, including the repair and/or replacement
of heating systems. The policy applies to any designees (“buyers”) of the Service Provider
authorized to initiate purchases and contract services on behalf of the Energy Assistance Program.
3. Responsibility
The Service Provider is responsible for determining whether a service and/or purchase is allowable
under the terms of the federal grant and the EAP Policy Manual. All designees of the Service
Provider will ensure services and purchases are in accordance the policies and procedures of the
Energy Assistance Program. Todd County EAP will maintain records in eHEAT and electronically
sufficient to detail the history of procurement. These records will include, but are not necessarily
limited to the following: safety of the household, rationale for the method of procurement, selection
of contract type, contractor selection or rejection, and the basis for the contract price.
4. Code of Conduct
No employee, officer, or agent of Todd County will participate in the selection, award, or
administration of a contract supported by a Federal award if he or she has a real or apparent
conflict of interest. Use or attempted use of the employees official position to secure benefits,
privileges, exceptions or advantages for the employee or the employees immediate family or an
organization with which the employee is associated, which are different from those available to the
public is prohibited. The officers, employees, and agents of Todd County must neither solicit nor
1
96 of 141

Page 97 of 141

accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts,
unless the financial interest is not substantial or the gift is an unsolicited item of nominal value.
Disciplinary actions will be applied for violations of such standards by officers, employees, or
agents of Todd County.
5. Overview
To promote compliance with the EAP Policy Manual and the Todd County Procurement Policy, the
Service Provider is required to perform some measure of cost/price analysis when making
purchases under federal grants. All contractor price bids or proposals must be evaluated on the
basis of compliance with program policy and the contractor’s acceptance of the Service Provider’s
terms and conditions.
 The contractor selection process for furnace repairs valued at less than $1,100 need not
be subject to competitive bid/proposal if the price is determined reasonable. To the extent
practicable, Todd County must distribute micro-purchases equitable among qualified
suppliers.
 The contractor selection process for repair and/or replacement of heating systems in
excess of $1,100 requires the solicitation of at least two (2) competitive bids/proposals
unless obtaining bids/proposals interfere with federal crisis timeline requirements per the
EAP Policy Manual.
 The contractor selection process for repair and/or replacement of heating systems in
excess of $10,000 requires competitively based solicitation of a minimum of three (3)
competitive bids/proposals and must receive back at least two (2) unless it’s a sole source
of an emergency that prohibits waiting for additional bids.
6. Vendor Selection and Bidding Requirements
The Service Provider and its designees (“buyer”) shall consider the following before selecting a
contractor:
 Todd County will review all grant purchases to verify that purchases will not be made
against contractors that are on the Debarment or Suspension list supplied by the
Government. Any Todd County Department making a purchase using federal awards will
review requisition requests submitted for all grant accounts to make sure the contractor is
not on the debarment list.
 Todd County will award contracts only to responsible contractors possessing the ability to
perform successfully under the terms and conditions of a proposed procurement.
Consideration will be given to such matters as contractor integrity, compliance with public
policy, record of past performance, and financial and technical resources.
 All repair and/or replacement of heating systems must be performed by a bonded heating
contractor. ERR mechanical work must be done in accordance with applicable state and
local building codes and manufacturer’s specifications listed in the EAP Policy Manual.
 All necessary affirmative steps will be taken to assure all interested licensed contractors
including minority businesses, women’s business enterprises and labor surplus area firms
are used when possible. Request for contractors to provide ERR services will be
advertised annually in local newspapers, including newspapers targeted to minority groups
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and women to help assure minority and woman-owned contractors are aware of the
opportunity to provide ERR services for EAP.
7. Obtaining Competitive Bids
 At the beginning of the season all contractors will provide a list of specifications on what
services they offer such as type of housing their company will work with, the type of fuel
that they will work with, the type of equipment they will work on, the brand of heating
systems that they may be a specific dealer of, the geographic location they can work in
as well as their ability to be available for after-hours service. This knowledge is the
criteria that is used for the database that is kept to monitor uniform rotation of
requested bids. Therefore allowing for fair competition for work.
 A question that is always asked of the household is if a specific contractor has installed
a new heating system at their home within a reasonable timeline and what brand their
current heating system is. This information is necessary to determine if a specific
contractor is a dealer of the certain brand of heating system that the household
currently has and if it is possible some of the parts or labor would be covered under a
warranty.
 Two competitive bids shall be solicited for contracted work which is estimated to cost
between $5,000 and $9,999. Two contractors meeting the above criteria for uniform
rotation will be contacted by telephone to provide a bid. Each contractor selected for
competitive bids will be provided with the same technical information and program
requirements.
 Three competitive bids shall be solicited for contracted work which is estimated to cost
$10,000 or more. Three contractors meeting the above criteria for uniform rotation will
be contacted by telephone to provide a bid and two must be received unless it’s a sole
source or an emergency that prohibits waiting for additional bids. Each contractor
selected for competitive bids will be provided with the same technical information and
program requirements.
The Service Provider shall provide the following:
 A clear and accurate description of the requirements for the material, product or service;
the description shall not be designed to limit competitive solicitation from multiple vendors.
 Program requirements that the bidder is required to fulfill in order for the Service Provider
to evaluate bids, including a deadline for bids to be received.
 Provide specific features or requirements a bidder must meet, including the minimum
characteristics of work to be done or the range of minimum acceptable standards.
 Promote a preference for energy-efficient products when it is practical.
8. Non-Competitive Contractor
The Service Provider is not required to obtain competitive bids if:
1. The delay in service would cause a life-threatening situation.
2. The item is available only from a single source
3. The public exigency or emergency for the requirement will not permit a delay resulting from
competitive solicitation.
4. The Federal awarding agency or pass-through entity expressly authorizes noncompetitive
proposals in response to a written request from the non-Federal entity: or

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5. After solicitation of a number of sources, competition is determined inadequate. When this
situation exists, any proposal accepted under a noncompetitive proposal process will be
documented and the documentation kept on file for inspection for a minimum of one year.

9. Changes to Procurement Policy
If the methods used for ERR procurement contained herein change at any time during the year, the
changes in policy must be submitted to Commerce.

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Current Service Provider EAP Personnel
First Name
Jackie
Hannah
Adrianna
Amy
Mary Kay
Heidi
Cindy

Last Name
Och
Elfering
Smeija
Zimmerman
Hinnenkamp
Iten
Wardien

Title/Position
TCHHS Director
TCHHS Account Tech
TCHHS Account Tech
TCHHS Coordinator/ERR
TCHHS Processor/Crisis
TCHHS Processor/Crisis
TCHHS Processor/Crisis

Julie
Kaitlyn
Colleen
Vicki
Bridget

Lambrecht
Pesta
Anderson
Paskewitz
Minke

Supervisor
TCHHS Fiscal Manager
TCHHS Reception
TCHHS Reception
TCHHS Reception

Employment
Status

% EAPfunded FTE

FT
FT
FT
FT
PTS
PTS
PTS

3%
50%
10%
80%
100%
100%
100%

FT
FT
FT
FT
FT

5%
15%
15%
15%
15%

Employment Status Options
FT
Full-time
PT
Part-time
FTS
Full-time Seasonal
PTS
Part-time Seasonal
OEP
Other EAP Paid
V
Volunteer

Instructions: List all
Service Provider
employees whose salaries
are paid in part or fully
from EAP funds.

*Note: EAP-funded FTE is the
percent of the position funded by
EAP in Full Time Equivalent (FTE)
terms.

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FFY27 EAP Hiring Plan
Job Title

Employment
Status

% EAP-funded
FTE

Employment Status Options
FT
Full-time
PT
Part-time
FTS
Full-time Seasonal
PTS
Part-time Seasonal
OEP
Other EAP Paid
V
Volunteer

Instructions: List the job
title and number of
positions the Service
Provider plans to hire
using EAP funds (FFY27).

*Note: EAP-funded FTE is the
percent of the position funded by
EAP in Full Time Equivalent (FTE)
terms.

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Page 102 of 141

Todd County Health and Human Services

FFY27 Internal Controls Documentation

Minnesota Department of Commerce, Office of Energy Assistance Programs

Background

Various federal and state rules and regulations require the Minnesota Department of
Commerce (Commerce) to ensure Service Providers maintain an effective internal control
system and appropriate management of public funds. The Internal Controls Documentation
helps meet these requirements by documenting specific aspects of a Service Provider’s
Internal Controls. The ICD is organized in accordance with the United States Government
Accountability Office’s “Standards for Internal Control in Federal Government” or “Green
Book” (GAO-14-704G). Each standard is listed prior to the associated response items for
guidance.

Instructions

The Energy Assistance Program (EAP) Service Provider must have appropriate staff from their
agency complete the following Internal Controls Documentation (ICD) on an annual basis.
Appropriate staff may include the agency Executive Director, Fiscal Director, and EAP
Coordinator. Responses from previous years may be used if still valid. The ICD should be
updated annually to reflect any modifications to an agency’s internal controls and submitted
with the Service Provider’s Local Plan.

Re-certification

Your agency’s ICD is pre-filled with certain responses from your agency’s prior year ICD. If a
response from a prior year is still valid (i.e., has not changed), you may re-certify the response
for the upcoming program year. Review all pre-filled responses and indicate whether the
response has changed by checking the appropriate box (i.e., “No Change” or “Change”) to the
right of each answer. Only answers that were pre-filled include the check boxes on the form.
Examples
For an answer that has not changed, check the “No Change” box:
Maintaining household files and records (paper files and/or electronic)
All paper files from households are scanned into Laserfiche upon receipt…
For an answer with any change, check the “Change” box:
Maintaining household files and records (paper files and/or electronic)
All paper files from households are scanned into Laserfiche after
complete…

FFY27 Energy Assistance Program Internal Controls Documentation

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1

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1. Control Environment
Standard 1: The oversight body (e.g., agency Board of Directors) and
management should demonstrate a commitment to integrity and ethical
values.
EAP Environment: Describe what your agency does to maintain an environment supporting
the EAP mission, ethical values, and program integrity efforts. Describe how the agency’s
commitment to integrity and ethical values is established, communicated and practiced.

Todd County Health and Human Services supports the EAP mission to "Improve low income
Minnesota households' capacity to positively affect their well-being by meeting immediate
home energy needs and reduce home energy needs." Todd County Health and Human
Services recognizes that households in poverty lack income, health, or education which
makes them more susceptible to crisis situations.
Todd Counties commitment to integrity and ethical values are governed by the Todd County
Personnel Policy. The latest adoption date of updates to the Todd County Personnel Policy
was January 1, 2026. The Todd County Personnel Policy language that speaks directly to
integrity and ethical values is as follows.
Employees are representatives of the county and are responsible for assisting and
serving the citizens for whom they work. An employee"s primary responsibility is to
serve the residents of Todd County. Employees are expected to conduct themselves in
an ethical, professional and responsive manner. To this end, employees are expected to
adhere to established policies, rules, and procedures, and follow the instructions of their
supervisors. Todd County employees are to render prompt and courteous service to the
public at all times and conduct themselves professionally toward both residents and other
County employees, and respond to inquiries and information requests with courtesy.

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Page
2

No
Change

✔ Change

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Standard 2: The oversight body (e.g., agency Board of Directors) and
management should oversee the entity’s internal control system.
Board Oversight: Describe the specific actions and means of communication each of the
following takes to oversee EAP services.
Board, Tribal Council, or Equivalent
The Todd County Board of Commissioners is responsible for approving the Energy Assistance
Program each year. Energy Assistance staff including Jackie Och; TCHHS director, Julie
Lambrecht; TCHHS Financial Support Services Supervisor and Amy Zimmerman; Todd County
Energy Assistance Coordinator have bi-yearly formal contact with the Todd County Board of
Commissioners at one of their two scheduled monthly board meetings. The first presentation
is at a March board meeting where statistics are provided for the number of households
served with Todd County Energy Assistance in categories such as Primary Heat, Crisis and
ERR. A resolution is presented to the Todd County Board of Commissioners requesting they
authorize Todd County continue to administer the Energy Assistance program. The second
board meeting that is attended is one in August to present the State of Minnesota Low
Income Home Energy Assistance Grant Contract. A resolution is presented to the Todd
County Board of Commissioners for approval of the LIHEAP contract and appropriate
signatures are obtained as applicable. The Todd County board is not involved directly in
operating procedures of the Todd County Energy Assistance program rather the Todd County
chain of command organizational chart is followed for decision making.

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Page
3

✔

No
Change
Change

Page 105 of 141

Senior Leadership (e.g., Executive Director or equivalent, Fiscal Director)
Monthly cash requests are monitored, reviewed and signed-off by senior leadership. Todd
County participates in ongoing planning regarding separation of duties. We also conduct an
internal review as part of our annual review process.

EAP Coordinator

The EAP Coordinator reports program changes and activities to the Health and Human
Services Financial Supervisor, fiscal and EAP staff. The coordinator also oversees meetings
and staff trainings and monitors and reviews program activities to assure the program follows
EAP policy and procedure.

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Page
4

No
✔ Change
Change

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Board, Tribal Council, or Equivalent Information: List the full name of each agency board
member or equivalent and their length of time serving in their position.
If Officer, role description
Member Name
Length of Time
(e.g., treasurer)
Barb Becker

2014 to present

Board Member

Bob Byers

2023 to present

Board Chair

Tim Denny

2023 to present

Board Member

Randy Neumann

2005 to present

Board Member

Lew Noska

2023 to present

Board Member

✔

No
Change
Change

Proxy Board Members: If official board members have appointed proxy board members to
represent them, please list the official board member name, the associated proxy board
member name, and a brief description of the proxy member’s qualifications.
Member Name

Proxy Member Name

Proxy Member Qualifications

N/A

No
✔ Change
Change

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5

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Board, Tribal Council, or Equivalent Meetings: How frequently does the agency board or
equivalent meet (e.g., monthly, bi-monthly, quarterly, etc.)?
The Todd County Board of Commissioners meet two times per month.

No
✔ Change
Change

Standard 3: Management should establish an organizational structure,
assign responsibility, and delegate authority to achieve the agency’s
objectives.
Structure of Authority: Describe how each of the following actors assigns responsibility and
delegates authority to achieve agency objectives. If changed from previous year, attach a
copy of the agency’s organizational chart.
Board, Tribal Council, or Equivalent
The County Board of Commissioners oversees the Director of Todd County Health and Human
Services.

No
✔ Change
Change

The Todd County Board of Commissioners have the authority to approve Todd County Energy
Assistance yearly by authorizing the operation of the program and signing designated areas
of the LIHEAP contract. The Todd County Commissioners always have some veteran
members so are aware and supportive of the positive impact that Todd County Energy
Assistance has on Todd County residents. Their support is crucial or the program would not
operate in Todd County.

Senior Leadership (e.g., Executive Director or equivalent, Fiscal Director)
The Todd County Director of Health and Human Services oversees the Financial Support Services Manager.
The Todd County Director of Health and Human Services has the authority to approve Todd County Energy
Assistance by bringing forth the resolution to operate the Todd County Energy Assistance program to the Todd
County Board of Commissioners and signing the Letter of Intent and designated areas of the LIHEAP contract.
The Todd County Health and Human Services Director is supportive of the collaborative work of all Todd
County Health and Human Services programs and Todd County Energy Assistance.
The Todd County Energy Assistance Coordinator and Todd County Energy Assistance staff participate in a
yearly performance appraisal that is conducted by the Todd County Financial Support Services Supervisor and
signed off by the Todd County Health and Human Services Director. This performance appraisal is the
opportunity for staff to review if previously set goals have been attained and also set new goals for program
areas such as the Todd County Energy Assistance program.

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Page
6

No
✔ Change
Change

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EAP Coordinator
The Todd County Health and Human Services Financial Support Services Supervisor oversees
the Todd County Energy Assistance Coordinator.
The Todd County Health and Human Services Financial Support Services Supervisor is
supportive of the collaborative work of the Todd County Health and Human Services financial
programs and Todd County Energy Assistance. This collaboration results in reserving Todd
County financial programs Emergency Assistance for an additional household crisis as the
Emergency Assistance can only be accessed once a year.
The Todd County Energy Assistance Program Coordinator and Todd County Energy Assistance
staff participate in a yearly performance appraisal that is conducted by the Todd County
Financial Support Services Supervisor and signed off by the Todd County Health and Human
Services Director. This performance appraisal is the opportunity for staff to review if
previously set goals have been attained and also set new goals for program areas such as the
Todd County Energy Assistance program.

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Page
7

No
✔ Change
Change

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Standard 4: Management should demonstrate a commitment to recruit,
develop, and retain competent individuals.
Employee recruitment: Describe what the agency does to ensure it hires competent
employees, promotes or enables employee development, and provides employees with the
training and tools necessary to accomplish their assigned job duties (provide specific
examples).
Todd County employs individuals whose abilities possess the best match to fit the
requirements of the job. All Todd County Energy Assistance employees attend or view the
video taped Department of Commerce annual training to be updated on program policies
and procedure and also attend Todd County trainings which total 20 hours per year for
employees.

No
✔ Change
Change

Standard 5: Management should evaluate performance and hold
individuals accountable for their internal control responsibilities.
Employee evaluation: Describe how the Service Provider’s management (i.e., EAP
Coordinator) evaluates EAP employees’ performance, including:
Staff knowledge and implementation of program policies and procedures
The EAP Coordinator evaluates the performance of EAP staff by providing staff with training
at the start of the EAP season and throughout the EAP season as needs arise. The coordinator
makes communications on policy changes available to staff; such as providing staff with the
Energizer and A Spark, monitoring the quality and quantity of work performed and by
performing random household file checks (audits). The coordinator routinely checks eHeat to
check on application production by each staff member. The coordinator also compares EAP
staff production of our agency against the production of other service providers via
information from the Department of Commerce. Backup staff is trained so that EAP program
duties can be performed seamlessly.

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Page
8

✔

No
Change
Change

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Staff eHEAT and online application proficiency and competence
Staff is trained upon hire on the eHeat system and continues to learn new functions in eHeat
as their responsibility increases. Staff is also updated on eHeat changes including the online
application at the annual staff start-up meeting and throughout the year as directed be
communication in the Energizer.

2. Risk Assessment
Standard 6: Management should define objectives clearly to enable the
identification of risks and define risk tolerances.
Standard 7: Management should identify, analyze, and respond to risks related
to achieving the defined objectives.
Standard 8: Management should consider the potential for fraud when
identifying, analyzing and responding to risks.
Standard 9: Management should identify, analyze, and respond to significant
changes that could impact the internal control system.
Risk Assessment: Risk assessment is a process to identify potential hazards and analyze what
could happen if a hazard occurs. In this section, identify and analyze the Service Providerspecific business risks that could potentially impact EAP’s financial integrity (e.g., waste, fraud,
or abuse), program reputation, and/or overall quality of services. Because identifying possible
risk events is a key component of any risk assessment, examples have not been provided. The
extent to which a Service Provider does or does not thoroughly complete this section will
indicate the Service Provider’s understanding of the risks it faces, and consequently, how well
it will be able to prevent or mitigate the impact of those risks if they occur.
Complete the Service Provider Risk Assessment worksheet provided with your pre-filled
FFY27 Local Plan and submit the worksheet via email along with your completed FFY27 Local
Plan.

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Page
9

No
✔ Change
Change

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FFY27 EAP Service Provider Risk Assessment
Service Provider Agency: Todd County EAP

Event (Describe)

Probability
(low,
medium,
high)

Impact
(low,
medium,
high)

Service Provider Controls

Description of Impact (Describe
the specific consequences)

How will the event be
identified

Prevention (if applicable)

1 SP employee fraudulently creates Low
Crisis benefit for family member
or friend.

High

Assistance may have be provided EAP Coordinator
for someone who did not meet reviews and certifies
policy guidelines if not noted
all Todd County EAP
before payment.
applications before

2 SP employee systematically
misapplies verification
requirements/
policies

Medium

Assistance may have be provided EAP Coordinator
Separation of duties within
for someone who did not meet reviews and certifies all the agency.
policy guidelines if not noted
Todd County EAP
before payment.
applications before
Effective training techniques.
being sent to payment.
Todd County Fiscal Staff Routine data checks and file
Places integrity of EAP at risk.
reviews information
review/certification.
Client and vendor receive funds before payment is
made.
they are not entitled to and
vendor provides service in good
faith; full fund recovery may be Routine agency selfmonitoring checks to
limited.
mitigate the loss.

Low

Mitigation (once it occurs)

Separation of duties within
the agency.

Disable employee’s eHEAT
access. Involve agency
compliance department and
Monitoring activities: conflict HR to enforce policies
of interest training, and
regarding staff fraud.
being sent to
controlled review and
Program and agency integrity is
payment. Todd
compromised, contract could be
verification of files of known Incident Report filed with MN
County Fiscal Staff
jeopardized.
family members or friends.
Department of Commerce
reviews information
within one working day of
before payment is
Services to the community
Routine data checks and file event or beginning of
review/certification.
possibly disrupted, or suspended made.
investigation. Follow MN
indefinitely due to fraud.
Department of Commerce
Routine agency self- Provide training to all staff on recommendations.
Client and vendor receive funds monitoring checks to crisis policies, conflict of
they are not entitled to and
interest, liability for misspent Inform participant and
mitigate the loss.
vendor provides service in good
funds, and consequences of vendor of ineligible benefit
faith; full fund recovery may be Report by another
fradulent activity.
and initiate recovery process
limited.
for misspent funds.
employee or vendor.

Report employee to Todd
County Health and Human
Services Unit Manager.
Staff member would be
placed on a plan for work
monitoring.
Review EAP policy
requirements again with EAP
staff to ensure all staff
understand proper
procedure.

Report by another
employee or vendor.

3 SP employee fraudulently
approves EAP benefits without
applying verification
requirements/policies.

Low

High

Disable employee’s eHEAT
access. Involve agency
compliance department
and HR to enforce policies
regarding staff fraud

being sent to payment. review/certification.
Todd County Fiscal Staff
reviews information
Provide training to all staff on
Report incident to
Services to the community
before payment is
policies, liability for misspent
Commerce by completing
possibly disrupted, or suspended made.
funds, and consequences of
indefinitely due to fraud.
the “Incident Report Form“
fradulent activity.
within one working day of
Routine agency selfClient and vendor receive funds monitoring checks to
the event or beginning of
they are not entitled to and
an investigation. Follow
mitigate the loss.
vendor provides services in good
Commerce
faith; full fund recovery may be Report by another
recommendations.
limited.
employee or vendor.
Places EAP integrity at risk.

Inform client and vendor of
ineligible benefit and
initiate recovery process
for misspent funds.

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Service Provider Agency: Todd County EAP

Event (Describe)

Probability
(low,
medium,
high)

Impact
(low,
medium,
high)

Service Provider Controls

Description of Impact (Describe
the specific consequences)

How will the event be
identified

Prevention (if applicable)

Mitigation (once it occurs)

4 SP employee fraudulently falsifies Low
HOUSEHOLD information to
benefit family member or friends.

High

Assistance may have be provided EAP Coordinator
Separation of duties within
Disable employee’s eHEAT
for someone who did not meet reviews and certifies all the agency.
access. Involve agency
policy guidelines if not noted
Todd County EAP
compliance department and
applications before
before payment.
Monitoring activities: conflict HR to enforce policies
being sent to payment. of interest training, and
regarding staff fraud.
Program and agency integrity is Todd County Fiscal Staff controlled review and
compromised, contract could be reviews information
verification of files of known Incident Report filed with MN
jeopardized.
before payment is
family members or friends.
Department of Commerce
made.
within one working day of
Services to the community
Routine data checks and file event or beginning of
review/certification.
possibly disrupted, or suspended Routine agency selfinvestigation. Follow MN
indefinitely due to fraud.
monitoring checks to
Department of Commerce
mitigate the loss.
Provide training to all staff on recommendations.
Client and vendor receive funds
policies, conflict of interest,
they are not entitled to and
Report by another
liability for misspent funds,
Inform client and vendor of
vendor provides service in good employee.
and consequences of
ineligible benefit and initiate
faith; full fund recovery may be
fradulent activity.
recovery process for misspent
limited.
funds.

5 Private data is compromised

High

Private data is at risk or
compomised.

Low

Violation of MGDPA, with
potential civil/criminal penalties
for employee and agency.
Data breach may have
ramifications related to the
contract.

Reported by
participant, staff or
third party.

All staff is administered
information on Data Privacy
during fall training and
throughout the year.

Report incident to Todd
County Financial Services Unit
Manager to determine
employee consequences.

Record retention policy
ensuring appropriate and
timely disposal of private
data.

Report incident to Commerce
by completing the “Incident
Report Form“ within one
working day of the event or
beginning of an investigation.
Follow Commerce
recommendations.

Routine data checks on
release of information Secure storage systems of
disclosure.
electronic and paper data.

Routine monitoring of eHEAT Inform household and other
Security Agreements and
enforcement agencies as
data access.
appropriate.
Review data privacy concerns
with entire Todd County EAP
staff.

6 Energy vendor fraudulently
misreports consumption

Low

High

Program and agency integrity is Questions by
compromised, contract could be household of agency
jeopordized.
staff.
Vendor receives funds they are
not entitled to.
May result in criminal
investigation.

Vendors are contracted and
monitored to provide
accurate consumption
amounts.

Report by vendor staff
through routine audit Staff training to question
using DOC protocols.
excessive consumption
amounts and
validate/document accuracy.
Staff and vendor training
related to consumtion and
fraud.

Inform Todd County Health
and Human Services Financial
Services Unit Manager.
Report incident to Commerce
by completing the “Incident
Report Form“ within one
working day of the event or
beginning of an investigation.
Provide updates to
Commerce as they occur.
Follow Commerce
instructions.
Immediately audit this
vendor to ensure correct
consumption figures for all
their EAP clients.
Take steps to assess scope
and mitigate
damage/reassess grant(s).

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Service Provider Agency: Todd County EAP

Event (Describe)

Probability
(low,
medium,
high)

7 ERR contractor fraudulently
Low
charges for activities that do not
occur

Service Provider Controls

Impact
(low,
medium,
high)

Description of Impact (Describe
the specific consequences)

How will the event be
identified

Prevention (if applicable)

Mitigation (once it occurs)

High

Agency funds are misspent.

Review invoices for
questionable charges
and discrepencies with
work that was
procured.

Every invoice received from
the contractor is thoroughly
checked for any charges that
were not included with the
initial bid.

Inform Todd County Health and
Human Services Financial Unit
Manager.

Vendor receives funds they are
not entitled to.

Report incident to Commerce by
completing the “Incident Report

Reduces funds available for other
Form“ within one working day of
eligible households.
Reports by participant. Reiterate with contractor
the event or beginning of an
throughout the program year investigation. Provide updates
May result in criminal
that the itemized invoice
to Commerce as they occur.
investigation.
must reflect actual work
Follow Commerce
recommendations.
completed.
Review all jobs performed by this
contractor, to determine the
extent of the fraudulent charges.
Inform vendor and household of
ineligible benefit and start
recovery process this may
include accessing ability to
recoup loss through
insurer/bonding agency.

8 Household application is lost

Low

High

Household put in potential life
threatening situation if
participants are applying as a
crisis.
Data privacy could be
compromised.

Daily data checks.
Discover while
processing a different
HH application.
Household
report/question.
Aging application
check.

9 EAP information storage
equipment stolen

Low

High

Private data and organizational Discovery of missing
data, information and equipment equipment.
s at risk or compromised.
MGDPA may be violated, may
involve potential civil/criminal
charges.

Applications are only
Contact household to assess
available to employees whom current situation.
work directly with the EAP
participants.
Expedite processing of the
EAP application by scheduling
Applications are entered by an immediate meeting with
date, and control totals are
the household, or if needed,
verified daily.
emergency processing by
telephone.
Applications are kept
alphabetized in date order
Follow up to assure needs
throughout the program year were addressed.
to be a double check if they
were not properly scanned or Determine if cause of loss can
scanned in with another HH be mitigated.
documents.
Complete incident report.

Todd County EAP is located in Report to Todd County Health
a secured area. Access code and Human Services Financial
is required for entrance to
Unit Manager.
the main office building.
Work with MIS department
to wipe data and law
enforcement to aid
recovery/mitigate damage.
Report incident to Commerce
by completing the “Incident
Report Form“ within one
working day of the event or
beginning of an investigation.
Provide updates to
Commerce as they occur.

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Page 114 of 141

Service Provider Agency: Todd County EAP

Event (Describe)

Probability
(low,
medium,
high)

10 Members of a shared
Low
HOUSEHOLD apply for EAP
individually; listing different heat
vendors.

Impact
(low,
medium,
high)
High

Service Provider Controls

Description of Impact (Describe
the specific consequences)

How will the event be
identified

Client and vendor receive funds
they are not entitled to and
vendor provides service in good
faith; full fund recovery may be
limited.

eHEAT screen will
"Privacy Notice and Your
Do not process EAP grant
indicate duplicate
Rights and Responsibilities" until you investigate to
address to help
states that HH may be held
ensure whether they all live
eliminate this problem. civilly or criminally liable
in one household.
under federal or state law for Did one member apply
Vendor complaint
knowingly making false or
earlier, so one of the
fraudulent statements on
applications has already been
their application.
processed.

Prevention (if applicable)

Run queries and duplicate
address account checks
routinely.

11 Program Coordinator leaves the
agency or is absent due to
unexpected illness or family
emergency.

Medium

Low

Program expertise is lost and
resources are stretched.
Agency is without experienced
staff at high volume application
and other critical periods.

Mitigation (once it occurs)

Report incident to
Commerce by completing the
“Incident Report Form“
within one working day of the
event or beginning of an
investigation. Provide
updates to Commerce as they
occur. Follow Commerce
recommendations.

Program coordinator
submits resignation
letter.

Todd County EAP emphasizes Remove eHEAT access for
the importance of having
program coordinator if
quality trained EAP staff who resigned or will be out for an
can continue to sufficiently
extended period of time
Program coordinator
run the program.
requests unexpected
Immediately inform
and extended sick time.
Commerce of staff loss or
absence.
Appoint temporary
replacement until new person
is hired for this position or
current coordinator returns.
Todd County EAP has fiscal
staff that was previously the
EAP coordinator, utilize her
expertise.
Give immediate high priority
to appoint and train new
program coordinator to
ensure EAP program runs
smoothly.

12 Other key staff leave
unexpectedly or are absent due
to unexpected illness or family
emergency.

Medium

Program expertise is lost and
resources are stretched
Agency is without experienced
staff at high volume application
and other critical periods

Staff walks off job.
Resignation letter
from employee.
Termination of
employment.
Unexpected illness.

Todd County EAP emphasizes Remove eHEAT access for
the importance of having
staff member who left
quality trained EAP staff who agency.
can continue to sufficiently
run the program. Request
Immediately inform
current staff to work more
Commerce of staff loss.
hours until replacement is
found.
Give immediate high priority
to hire and train new EAP or
temporary EAP staff to
ensure EAP program runs
smoothly.

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Service Provider Agency: Todd County EAP

Event (Describe)

13 Employee misuses private
information from eHEAT

Probability
(low,
medium,
high)

Impact
(low,
medium,
high)

Low

High

Service Provider Controls

Description of Impact (Describe
the specific consequences)

How will the event be
identified

Private data is at risk or
compomised.

Reported by staff,
participant, vendor or
other entity.

Violation of MGDPA, with
potential civil/criminal penalties
for employee and agency.
Data breach may have
ramifications related to the
contract.

Prevention (if applicable)

Mitigation (once it occurs)

Routine monitoring of who
has access to data.

Disable employee’s eHEAT
access. Involve agency
compliance department and HR
to enforce policies regarding
staff data privacy violations.

Training and observance of
staff activities and processes
and or responses when
Report incident to Todd County
dealing with private
Financial Services Unit Manager
information.
and determine employee
Routine review of eHEAT
permissions and access.

consequences.

Report incident to Commerce by
completing the “Incident Report
Form“ within 1 working day of
the event or beginning of an
investigation.
Immediately review data privacy
concerns with entire Todd
County EAP staff.

14 Technology failures such as
phones, internet or computers

Low

Medium

Household(s) put in life
Internet access not
Todd County MIS has back-up Inform Commerce.
threatening situation, shut off, or working.
plans and policies in place.
results in economic hardship.
Use cell phones to address
Phone service
emergencies.
Temporary delay in processing
unavailable.
applications, and emergency
Temporarily relocate to
assistance.
Informed by MIS staff
area not affected by
of the problem and
technical failure.
Information left on voicemail is how long it is expected
lost.
to affect EAP program.

Various radio
announcements will inform
the community of our new
temporary phone number
and location.
Emergency needs
addressed without entering
information in eHEAT (data
entered when technical
problem is solved).

15 Essential record lost or damaged Low

Medium

Verification no longer available
for EAP application.

Routine data check on
aging logged or
incomplete
applications.

Applications and household Assess impact and mitigate
information are only available damage to client.
to employees whom work
File cannot be processed or
directly with the EAP
Work to recover document(s)
ability to provide timely services
program.
or provide alternative needed
is impacted.
Client inquiry on status
documentation, to expedite
of their application.
Scan original documents at services, as appropriate.
Essential record not on file as
intake for electronic
required by EAP manual.
capability.
Engage MIS Department in
case of failure of electronic
File cannot be audited.
Todd County MIS policies
systems.
provide secure protection for
electronic data including
Inform DOC as appropriate.
backups available for lost
data.
Maintain paper originals
through EAP season so there
is a paper and electronic
copy.

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Service Provider Agency: Todd County EAP

Event (Describe)

16 Vendor releases private data on
client.

Probability
(low,
medium,
high)

Impact
(low,
medium,
high)

Low

High

Service Provider Controls

Description of Impact (Describe
the specific consequences)

How will the event be
identified

Private data is at risk or
compomised.

Reported by
participant, staff or
third party.

Violation of MGDPA, with
potential civil/criminal penalties
for employee and agency.

Prevention (if applicable)

vendors.

Data privacy is part of the
Vendor Agreement and
Vendor Chapter from the
Manual.

Data breach may have
ramifications related to the
contract.

Mitigation (once it occurs)

EAP Director emphasizes data Notify Todd County Financial
privacy each year, with all our Services Unit Manager.
Report incident to Commerce
by completing the “Incident
Report Form“ within one
working day of the event or
beginning of an investigation.
Discuss with Commerce
whether this vendor should
be removed from future
eHEAT payments. Follow
Commerce
recommendations.
Remind vendor of “data
privacy” issues addressed on
Vendor Agreement which this
vendor signed at the
beginning of the current EAP
season.

17 Natural Disaster

Low

High

A disaster such as tornado, flood Law Enforcement and
EM Director

Unpreventable

Incident Report filed with MN
Department of Commerce
within one working day of
event or beginning of
investigation. Follow MN
Department of Commerce
recommendations.
Initiate Todd County COOP

18 State Shutdown

Low

High

Unable to Assist Households.

Notification from
Department of
Commerce.

Out of local EAP providers
control.

19 Program participant intentionally Low
commits fraud against the
program to illegally obtain
benefits

Medium

One household or possibly more
than one household may receive
benefits they are not entitled to,
depending on the scope of the
fraud.

Reported by staff in
Routine data checks and file
EAP
review/certification.
or other programs who Program staff must
have determined the
assure all supporting
individual may have
documents are authentic,
committed fraud, a
from valid vendors, and
vendor or other entity. supports match the
application

20 HHS Director resigns position

Low

Interim director will need to be
designated to perform legal
duties of the agency in the
absence of the director

Resignations are made Not applicable
public at regular
meetings of the Todd
County Commissioners

21 EAP accounting staff resigns
position

Medium

Unable to process payments in
eHEAT without and accounting
role.
Unable to submit monthly FSR
and request admin payments.

Notice given to
Financial manager

Not applicable

Assist HH's with A-16
referrals the same as when in
ROOM or out of money
status.
Make a referral to Todd
County Sheriff's Fraud
investigators, cooperated
with the investigation.
Sheriff/County Attorney will
determine if criminal
prosecution should be
sought. Overpayment
cited/collection attempted.
When a new director starts
EAP staff will train director on
the program, and the
directors role in the EAP
program.
Remove access to eHEAT for
existing staff person.
Select another staff person to
complete the duties of this
role and perform training, this
person would fill the role
interim until a replacement
can be hired/trained. This
position will also have to
attend training through the
MN Dept of Commerce.
Financial Manager will
complete monthly reporting
and cash requests until
interim or new staff person
can be trained

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3. Control Activities
Standard 10: Management should design control activities to achieve
objectives and respond to risks.
EAP Application processing system: Describe your process for conducting each of the
following activities:
Validating the accuracy of and approving Primary Heat benefits
EAP Primary Heat benefits are not approved (paid) before going through a series of accuracy
checks. Upon receiving an application it is scanned or in the event of an online application the
PDF is created and placed into the Todd County Application Extender Workflow system LOG
Q. The application is initially logged or accepted by the processing staff assigned that duty for
the day. It is checked for appropriate signature and signature date when applicable as in all
forms of the paper application. The application is then placed in the internal Todd County
Application Extender Workflow system UPDATE Q. The EAP Coordinator assigns applications
to processing staff according to log date, Crisis, ERR and the processing staff work schedule.
The assigned processor will choose applications that have been assigned to them in the
UPDATE Q and cross reference eHEAT to the application information updating both to correct
and current according to Chapter 2 of the EAP Policy Manual. The processor "works" the
application verifying again that all information has been properly updated and either
proceeds with processing or creates an eHEAT letter requesting necessary missing
information. While waiting for information the application is placed in the Todd County
Application Extender Workflow system WAITING FOR DOCUMENTS Q. When a complete
application is processed from any Q it is then sent to the Todd County Application Extender
Workflow CERTIFY Q for the EAP Coordinator to certify. The EAP Coordinator again goes
through all the eHEAT accordions checking against application information, cross referencing
the income and income proofs, reviewing grant distribution etc. In the event the EAP
Coordinator is not available the certification process is either done by the fiscal payer or a
different processor. An EAP application is never processed and certified by the same person.
If the certifier finds no discrepancies the application is sent to the Todd County Application
Extender PAYMENT Q. The fiscal payer then does a final check before paying the Primary
Heat benefits. If at any time during this process errors are found they are either corrected or
sent back to the processor to be reworked and once again follows the same cycle.

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Validating the accuracy of and approving Crisis benefits
Crisis benefits are verified by making sure a household is EAP eligible and has been granted
an EAP benefit which has been exhausted and that the household has remaining crisis
funding available. The crisis will be verified by calling the vendor, or using the vendor portal.
In the event the portal is used a proof of the crisis is kept in the participants electronic folder.

Validating the accuracy of and approving ERR benefits and payments to
mechanical contractors, including separation of duties
When an ERR comes in to the Todd County EAP office either by telephone or application it is triaged to
the Todd County EAP coordinator. The EAP coordinator gleans information out of conversation with the
HH to determine that the qualifications and ERR Time Frames for Service set forth in Chapter 6 of the EAP
Manual are followed. Home ownership is established or documentation is requested when an alternate
form of home ownership is needed. The approved Todd County Procurement Policy along with the
guidelines set forth in Chapter 6 of the EAP Manual are followed to choose a contractor. At the time a
contractor is called an ERR is created in eHEAT including Reported Date/Time and information regarding
the safe temporary heat that was obtained from the HH conversation. The HH information is also added
to an internal EXCEL spreadsheet that the EAP coordinator utilizes to keep track of all stages of the HH
ERR. All contractor calls are initially treated as a repair. The contractor will call the EAP coordinator in the
event a replacement is suggested. At this time the EAP coordinator will request a written estimate from
the initial contractor and contact an additional contractor or two to make a service call to assess the
situation and submit estimate if appropriate. At the time the initial assessment is made and an idea of
the dollar amount is established the Response Date/Time and estimated amount that will be owed are
added to ensure fund availability at the time of billing. During the process of the service, documents are
periodically reviewed to be sure no parts of the service are authorized without the proper documentation
ie: proof of ownership, signed estimate, Manual J and Completion Certificate partially complete, invoice
and Completion Certificate complete. ERR documents are prepared for payment by the EAP coordinator
and reviewed, double checked and verified by fiscal staff before payment. On site post inspection
procedure is followed according to Chapter 6 of the EAP Manual.

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Prioritizing emergency requests on initial applications
Todd County prioritizes emergency applications, according to date, for processing.
Emergency applications take precedence over non-emergency applications. Applications are
prioritized in accordance with Chapter 2 page 11 of the EAP manual. Emergency applications
are sent to a separate category in our workflow system to assure that the HH will be served
in an immediate manner.

No
✔ Change
Change

Managing variation in application volume (i.e., changes in # of applications received)

The Todd County EAP Coordinator pays close attention to the number of applications that are
received and the timeline for their processing. Job duties will be altered according to
workload to be assure that the EAP timelines set forth by the MN Department of Commerce
are adhered to.

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Maintaining household files and records (paper files and/or electronic)
Household files are maintained electronically by the energy assistance program. The
electronic files are only accessible to those who have authorization to view the files according
to the Minnesota Government Data Practices Act (MGDPA), Minn. Stat. Ch. 11 of the FFY
2026 EAP Policy Manual. The collection, storage, use and release of the information is limited
to the administration and management of the program. Per Minn. Stat. 16C.05, subd.5
Service Provider's retention policies should not exceed six years after the program year has
ended.

No
✔ Change
Change

Program Vendor Agreements: Describe how the Service Provider ensures all energy vendors
and mechanical contractors have a signed vendor agreement for the current program year.
Returning Energy Vendor's now sign the vendor agreement electronically in eHEAT Next
Generation. To monitor which Vendor's have completed agreements this SP goes into eHEAT
Next Generation under Admin Services 'Has Agreement' to view which Energy Vendor's have
completed the agreement and into eHEAT Next Generation under Admin Services 'No
Agreement' to view which Energy Vendor's do not have a completed agreement. By viewing
the "No Agreement' tab this SP can reach out with a reminder and/or offer instruction or
referral to Commerce for assistance in getting the agreement signed. New Vendors will be
provided the Energy Vendor Registration form and are required to complete the W-9.

No
✔ Change
Change

ERR Inspections: How do you conduct your ERR inspections?
Contractor(s) ✔ In-House (SP Staff)

Both

✔

To pay for an in-house ERR inspection, the EAP Policy Manual limits the costs to the Service
Provider mileage rate, employee travel time at the employee cost, and one-half hour
inspection charge at the employee cost. If you use an alternative method for ERR inspection
cost calculation, including mileage, please explain.

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EAP fiscal activities (may require fiscal staff input): Describe how the following are
completed; focus especially on what is done to ensure they are completed accurately and
without error or misrepresentation.
EAP fiscal reporting (including reconciling actual costs to costs requested in monthly FSR)
No
✔ Change

Employee time sheets and A-16 reports including a break down of the Outreach and
Responsive categories are gathered from EAP staff and an account activity report is
generated to determine and compare what expenses, other than employee time, are
incurred. Quarterly, actual costs are reconciled to actual payments received by the Fiscal
Director.

Change

Cash requests (including ensuring the reasonableness of the requested amount and
compliance with 3-day cash on hand rule)
No
✔ Change

There is never cash on hand for more than three days. A 16 and Administration
costs/reimbursements are done on a quarterly basis.

Change

ERR costs are entered into eHEAT invoiced and made payable. Minnesota Management and
Budget makes ERR payments directly to the contractor for EAP. Payments are made either
through Electronic Funds Transfer (EFT) or warrants (checks).

How are cash request amounts determined?
As an advance ✔ As reimbursement

✔

Mix of both

If cash requests are made as a mix of reimbursement and a cash advance, please explain

No
Change
Change

Cash requests are done as a reimbursement.

Closeout reporting
A budget summary and an account activity is pulled for the period of October 1 through
September 30. The summary is broken down between FT staff and PT staff and reconciled to
the FSR to ensure all amounts requested match expenses incurred.

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Out-of-state travel: Were EAP funds used for out-of-state travel in the past federal fiscal
year?
Yes
✔ No
If so, please indicate the destination, purpose, dates and name(s) of person(s) whose travel
expenses were paid for:
Traveler Name
Destination
Purpose
Dates

Subcontract costs: Has the agency subcontracted any EAP services in the past fiscal year
(not including costs for ERR heating contractors)?
Yes

✔ No

If so, please attach copies of associated contracts and describe the purpose below:

Disallowed costs: Is the agency aware of any EAP Administrative and/or Assurance 16
funds that have been used for costs not allowed by EAP policy, state, or federal law?
Yes

✔ No

If so, explain:

Fiscal Information
Is the agency’s bank statement reconciled on a monthly basis?

No
✔ Change
Change

✔ Yes

If changed from previous year, attach an excerpt from the chart of accounts that demonstrates EAP
funds are being tracked in the system.
If the agency has an indirect rate agreement, when was it last approved and by what cognizant
federal agency?
When Approved

Federal Agency

N/A
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Organization-wide fiscal health: It is the policy of the State of Minnesota that state
agencies ensure that all potential grantees are financially stable prior to executing a
grant agreement. This section must be completed by non-profits and municipalities;
Native American Tribal Governments may skip this section and continue on p. 19.
Fiscal or Executive Management Assistance: Does your organization receive fiscal
or executive management assistance from any other organization?
Yes

✔ No

If so, please describe below:

Organization Financial Position
Description of lines of credit:
Line of Credit Name

Amount

Balance

Current on

Maturity Date Payment Terms
No

N/A

Select Yes/No
Select Yes/No

Has any other debt been incurred in the past year?
Yes

✔ No

Description of new debt:
Debt Source

Amount

Purpose

Length of Term

What is the funding source for paying back the new debt?

Is the organization current on its debt payments?
No
✔ Yes
If no, please explain:

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If you have had any violations of the terms or covenants associated with the debt agreements in
the past year, please explain:

N/A
Has the organization had an operating deficit in the past three years?
Yes
✔ No
If yes, what was the reason and how was it financed?
I

Is an operating deficit anticipated in the next year?
Yes

✔ No

If yes, what is the organization's plan to have an operating surplus in the future?

Does the organization have a designated operating reserve fund?
✔

Yes

Has the organization had an unrestricted net asset deficit in the past three years?
Yes

✔ No

If yes, what was the reason?

Is an unrestricted net asset deficit anticipated in the next year?
Yes

✔ No

If yes, please explain:

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Board and Management Liability
Are the staff/officials who control the funds of the organization bonded?
✔ Yes

Does the organization have Directors and Officers (D&O) liability insurance?
Yes

✔ No

Are there any current or pending lawsuits against the organization?
Yes

✔ No

If yes, what would be the impact on the organization's financial position?

Has the organization lost any funding due to accountability issues, misuse, or fraud in the past year?
Yes

✔ No

If yes, please describe the situation, including when it occurred:

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Payroll Accounting Policies and Procedures
Which of the following best describes your organization's accounting system?
Automated

✔ Combination

✔

Change
Change

Manual

Are all accounting records adequately protected from fire, damage, and
unauthorized access?
✔ Yes

Do EAP staff complete time sheets?
No

✔ Yes

If yes, what length of time does the timesheet cover?
1/2 Month

✔ Month

Week

2 Weeks

Other:

Are staff timesheets signed by both the employee and their immediate supervisor or
designated authorizing official (approval may be done electronically)?
✔ Yes

Do staff time and attendance records display time spent on various activities such as
administration, Outreach, and Energy Self-Sufficiency?
✔ Yes

How often are time and activity reports reconciled to payroll distribution?
Quarterly

✔ Monthly

Annually

Other:

Is the staff level of effort on the timesheet consistent with accounting system reports?
✔ Yes

Are time studies conducted for employees who are paid from multiple sources?
✔ Yes

Independent Fiscal Audit Information
Name of Audit Firm: Clifton Larson Allen LLP
Number of consecutive years this firm has audited the agency:
Have they performed any other professional
services for the agency in the last two years?
Next Audit

Yes

✔

22
If yes, please
describe

2026

Date:
Do you competetively bid out your audit every 3-5 years?

Yes

✔

No
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Standard 11: Management should design the entity’s information system
and related control activities to achieve objectives and respond to risks.
Fiscal Transactions: Service Providers should have fiscal policies and procedures that conform
to Generally Accepted Accounting Principles (where applicable); they should include
designating authorized personnel with program specific knowledge. Describe how the accuracy
and timeliness of fiscal transactions are assured in terms of:
Communication between program and fiscal staff
EAP staff has daily communication with fiscal staff and we keep each other notified of any
program changes, including fund status and changes in funding. EAP staff submits certified
energy assistance applications to fiscal daily for approval of primary heat benefits. Crisis
payments are submitted several times per day.

No
✔ Change
Change

Separation of duties

Todd County Health and Human Services separates EAP duties to ensure payments are made
by a separate staff person (fiscal) rather than the staff person who determined the
household eligibility and the person who certified the application. This separation of duties
prevents funds from being co mingled and compromised.

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Data Privacy: Service Providers should manage the agency’s information system for
appropriate access by internal and external sources to protect private household data.
Describe how this appropriate access is assured in the following areas:
eHEAT roles and access management
eHeat roles are determined by the Todd County EAP Coordinator and the Todd County Health
and Human Services Financial supervisor. Authorities needed for eHeat users are discussed
and agreed upon depending on the staff responsibilities.

No
✔ Change
Change

eHeat is routinely checked and managed to assure only authorized users have access to the
system. eHeat access is disabled for those who leave employment. The EAP Coordinator does
routine security checks throughout the year to verify that only authorized users have access
to eHeat.

Agency-managed information systems and/or databases with EAP household data (e.g.,
Laserfiche, CAP60, Visions, etc.)
Computer software, including computer scanning software, is routinely checked and
managed to assure only authorized users have access to the scanning and indexing systems.
Software accessibility is routinely checked throughout the year to verify that only authorized
users have access to the system.

No
✔ Change
Change

Standard 12: Management should implement control activities through
policies.
Policies and procedures:
When were the organization’s policies and procedures written or last updated? If updated
within the past year, please submit the contents page, as prompted in the “Optional
Updated Attachments” section on p. 28.
County-Wide Personnel Policies most current update 01-01-2026.
The policy committee meets two times per month for ongoing review and updating of county policy as needed.

Are the organization and its staff following their written policies and procedures related to
fiscal transactions such as purchasing, staff time charges, and allocation plans?
✔ Yes
No
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✔ Change

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Do they contain information about restricted grant funds and treatment of disallowed costs?
✔ Yes

Does the organization have formal written travel policies?
✔ Yes

No
✔ Change
Change

Do they address out-of-town travel?
✔ Yes
No
Does the organization have a written conflict of interest policy for agency personnel?
No
✔ Yes
Service Provider Organizational Conflict of Interest:
Does the Service Provider have any actual and/or potential organizational conflicts of interest?
According to the Minnesota Department of Administration's Office of Grants Management Policy 08-01,
organizational conflicts of interest occur when:
• A Service Provider's objectivity in carrying out EAP is impaired or compromised due
to competing duties or loyalties
Yes

✔ No

If yes, please describe the conflict(s) and explain the control mechanisms.

Does the organization conduct Human Resources (HR) planning?
✔ Yes
No
Does the organization regularly update job descriptions?
✔ Yes

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4. Information and Communication
Standard 13: Management should use quality information to achieve the
entity’s objectives.
Standard 14: Management should internally communicate the necessary
quality information to achieve the entity’s objectives.
Board Communication: How does the organization communicate with its Board regarding
program and fiscal outcomes (including how often)?
Todd County Board of Commissioners hold two monthly meetings which gives opportunity
for program matters to be communicated.

No
✔ Change
Change

Program Communication: How does the organization communicate with its employees
regarding program-related policies and procedures (e.g., disseminating information from The
Energizer)?
The Energizer is automatically forwarded via email to the EAP Coordinator, EAP staff, the
Financial Services Manager and the fiscal department. Any important changes in the program
or funding are also discussed within the department.

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Fiscal Communication: How does the organization communicate with its employees
regarding policies and procedures that have fiscal implications which could impact their
grant(s)?
As well as the Energizer being circulated, all changes are discussed with staff so that everyone
has the same information regarding policy and procedure.

Standard 15: Management should externally communicate the necessary
quality information to achieve the entity’s objectives.
This standard is addressed in the agency’s Local Plan.

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5. Monitoring
Standard 16: Management should establish and operate monitoring
activities to monitor the internal control system and evaluate the results.
Program Evaluation: The agency Executive Director or equivalent should describe how the
Service Provider management (i.e., Board, Executive Director, etc.) evaluates the
effectiveness and efficiency of EAP services and contract compliance
Bi-annual updates are presented to the Todd County Board of Commissioners. The updates
include information on number of households served, total primary heat grants awarded,
total crisis events, total crisis funds disbursed, total water/sewer crisis events, total
water/sewer funds dispersed, the number of ERR households served for repair and
replacement of heating systems and the total amounts of funds dispersed for each. Updates
are given with a comparison to the number of households served for all portions of the
program from the previous year. All federal program audits are reviewed and approved by
the County Board. County Board recommendations are based on input provided by the
Health and Human Services Director, the Health and Human Services Financial Services
Supervisor and the EAP Coordinator.

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✔

No
Change
Change

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Self-Monitoring Areas:
What does the Service Provider do to monitor its EAP performance in the following areas?
Area
Describe the monitoring process used in each area:

Application
processing
timeliness

EAP staff is mindful of state statute which requires applications be
processed and paid within a reasonable time period. The EAP
Coordinator tracks the status of applications daily in eHeat and follows
the Department of Commerce target dates for application processing
to stay on task.

✔

No
Change
Change

Reports are scheduled with enough time to allow for final review and
accuracy before submission to Commerce.
Accuracy and
timeliness of
reporting to
Commerce

The EAP Coordinator, EAP staff and fiscal regularly monitors
applications and eHeat for accuracy and consistency in data.
Accuracy of EAP
information and
data

Energy Vendor Information
Beyond annual auditing of an energy vendor, describe additional types of monitoring
activities the Service Provider does on a regular basis to ensure:
The accuracy of energy vendor consumption information
Consumption is routinely checked by EAP workers when each application is logged into the eHeat system and
again when the application is certified and paid. Any consumption that seems unusual is looked at more
carefully. We look at the grant a client received in past years, the fuel type, the type of home and the length
of time in the home. Oftentimes we follow up with a phone call to the vendor and/or the household to verify
the information.

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The accuracy of the household’s Emergency Verification Information for determining Crisis
benefit eligibility and Crisis benefit amount
EAP staff verifies in eHeat that the household is EAP-eligible and has been awarded a primary heat benefit. EAP staff
checks to see if any crisis payments have been made to the household thus far, and determines the amount of crisis
funds remaining. All crisis information is verified by calling the vendor to confirm the crisis and determine the
appropriate amount to solve the household's crisis. The crisis information is entered in the eHeat crisis screen and is
tracked for delivery confirmation if a delivered fuel, it is sent to fiscal for immediate payment if it is a natural gas or
electric crisis.

No
✔ Change
Change

Service Provider staff are consistently obtaining Delivery Confirmation Information

The processing staff or the EAP Coordinator check eHeat daily for delivery confirmations from
vendors. The check is done at least twice daily. During peak EAP season and during heavy
crisis times, eHeat is checked several times per day for delivery confirmations.

No
✔ Change
Change

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ƚŝŵĞůǇďĂƐŝƐ͘
Internal Control Deficiency Resolution
Describe what the agency does to address internal control deficiencies once they
are identified:
Agency Management
Management staff meets to review any areas of deficiency and adjust existing processes or
develop new or procedures to correct any deficiencies; changes in policy and procedure are
communicated to all staff who are affected. Training is provided to all staff as needed or as
deemed necessary.

✔

No
Change
Change

EAP Coordinator
The EAP Coordinator reports any deficiencies or suspected deficiencies to her supervisor and
would hold a staff meeting to ensure all policies and procedures are followed. Further staff
training would be conducted if necessary.

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✔

No
Change
Change

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Required Updated Attachments






Agency Organizational Chart
Board of Directors (and proxy member) attendance record for the last full calendar year
or fiscal year if the agency has a Board
Copies of any sub-contracts funded with EAP funds in the past year (not including ERR
costs)
Service Provider Risk Assessment (.xlsm)

Optional Updated Attachments (if changed from previous year)*

 Agency Bylaws (if a nonprofit agency)
 Travel policies and procedures
 Contents page of agency policies & procedures manual
 Excerpt from agency chart of accounts demonstrating tracking of EAP funds
 Approved Cost Allocation Plan (if applicable)
*By not submitting any of these attachments you are certifying that they have not changed.

Acknowledgment and Certification

By signing this document I acknowledge I have reviewed its contents and certify the accuracy
of the information contained therein:
Agency Approval (Executive Director or equivalent)
Name: Jackie Och
Title: Executive Director or equivalent
Signature:__________________________________________________________________
Date:_____________

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Page 136 of 141

CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND OTHER
RESPONSIBILITY MATTERS; AND DRUG-FREE WORKPLACE REQUIREMENTS
Applicants should refer to the regulations cited below to determine the certification to which they are required to attest. Applicants
should also review the instructions for certification included in the regulations before completing this form. Signature of this form
provides for compliance with certification requirements under 34 CFR Part 82, "New Restrictions on Lobbying," and 34 CFR Part
85, "Government-wide Debarment and Suspension (Nonprocurement) and Government-wide Requirements for Drug-Free Workplace
(Grants)." The certifications shall be treated as a material representation of fact upon which reliance will be placed when the
Department of Health and Human Services determines to award the covered transaction, grant, or cooperative agreement.

1. LOBBYING
The undersigned certifies, to the best of his or her knowledge and
belief, that:
(1) No Federal appropriated funds have been paid or will be paid,
by or on behalf of the undersigned, to any person for
influencing or attempting to influence an officer or employee
of any agency, a Member of Congress, an officer or employee
of Congress, or an employee of a Member of Congress in
connection with the awarding of any Federal contract, the
making of any Federal grant, the making of any Federal loan,
the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or modification
of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been
paid or will be paid to any person for influencing or
attempting to influence an officer or employee of any agency,
a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with this
Federal contract, grant, loan, or cooperative agreement, the
undersigned shall complete and submit Standard Form-LLL,
"Disclosure Form to Report Lobbying," in accordance with its
instructions.
(3) The undersigned shall require that the language of this
certification be included in the award documents for all
subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and
that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which
reliance was placed when this transaction was made or entered
into. Submission of this certification is a prerequisite for making
or entering into this transaction imposed by section 1352, title 31,
U.S. Code. Any person who fails to file the required certification
shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.

(c) Are not presently indicted for or otherwise criminally or
civilly charged by a government entity (Federal, State or
local) with commission of any of the offenses enumerated
in paragraph (1)(b) of this certification; and
(d) Have not within a three-year period preceding this
application/proposal had one or more public transactions
(Federal, State or local) terminated for cause or default.
(2) Where the prospective primary participant is unable to certify
to any of the statements in this certification, such prospective
participant shall attach an explanation to this proposal.

3. DRUG-FREE WORKPLACE
This certification is required by the Drug-Free Workplace Act of
1988 (Pub. L. 100-690, Title V, Subtitle D) and is implemented
through additions to the Debarment and Suspension regulations,
published in the Federal Register on January 31, 1989, and May
25, 1990.

ALTERNATE I
(GRANTEES OTHER THAN INDIVIDUALS)
(1) The grantee certifies that it will or will continue to provide a
drug-free workplace by:
(a) Publishing a statement notifying employees that the
unlawful
manufacture,
distribution,
dispensing,
possession, or use of a controlled substance is prohibited
in the grantee's workplace and specifying the actions that
will be taken against employees for violation of such
prohibition;
(b) Establishing an ongoing drug-free awareness program to
inform employees about:
(1) The dangers of drug abuse in the workplace;

2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS
(1) The prospective primary participant certifies to the best of its
knowledge and belief, that it and its principals:
(a) Are not presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded
from covered transactions by any Federal department or
agency;
(b) Have not within a three-year period receding this proposal
been convicted of or had a civil judgment rendered against
them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or
performing a public (Federal, State, or local) transaction
under a public transaction; violation of Federal or State
antitrust statutes or commission of embezzlement, theft,
forgery, bribery, falsification or destruction of records,
making false statements, or receiving stolen property;
(2) Notify the employer in writing of his or her conviction

(2) The grantee's policy of maintaining a drug-free
workplace;
(3) Any available drug counseling, rehabilitation, and
employee assistance programs; and
(4) The penalties that may be imposed upon employees
for drug abuse violations occurring in the workplace;
(c) Making it a requirement that each employee to be engaged
in the performance of the grant be given a copy of the
statement required by paragraph (a);
(d) Notifying the employee in the statement required by
paragraph (a) that, as a condition of employment under the
grant, the employee will:
(1) Abide by the terms of the statement; and
for a violation of a criminal drug statute occurring in
the work-place not later than five calendar days after
136 of 141

Page 137 of 141

such conviction.
(e) Notifying the agency, in writing, within ten calendar days
after receiving notice under subparagraph (d)(2) from an
employee or otherwise receiving actual notice of such
conviction. Employers of convicted employees must
provide notice, including position title, to EAP grant
officer or other designee on whose grant activity the
convicted employee was working, unless the Federal
agency has designated a central point for the receipt of
such notices. Notice shall include the identification
number(s) of each affected grant;
(f) Taking one of the following actions, within 30 calendar
days of receiving notice under subparagraph (d)(2), with
respect to any employee who is so convicted:
(1) Taking appropriate personnel action against such an
employee, up to and including termination, consistent
with the requirements of the Rehabilitation Act of
1973, as amended; or
(2) Requiring such employee to participate satisfactorily
in a drug abuse assistance or rehabilitation program
approved for such purposes by a Federal, State, or
local health, law enforcement, or other appropriate
agency;
(g) Making a good faith effort to continue to maintain a drugfree workplace through implementation of paragraphs (a),
(b), (c), (d), (e), and (f).
(2) The grantee may insert in the space provided below the site(s)
for the performance of work done in connection with the
specific grant:
Place of Performance:
(Street address, city, county, state, zip code)

Check if there are workplaces
on file that are not identified here.

4. Lobbying Disclosure Act of 1995, Simpson-Craig
Amendment
Applicant organizations which are described in section 501(c)(4)
of the Internal Revenue Code of 1986 and engage in lobbying
activities after December 31, 1995, shall not be eligible for the
receipt of Federal funds constituting an award, grant, or loan.
Section 501(c)(4) of the Internal Revenue Code of 1986 covers:
Civic leagues or organizations not organized for profit but
operated exclusively for the promotion of social welfare, or
local associations of employees, the membership of which is
limited to the employees of a designated person or persons in
a particular municipality, and the net earnings of which are
devoted exclusively to charitable, educational, or recreational
purposes.
As set forth in the Lobbying Disclosure Act of 1995 (Public Law
104-65, December 19, 1995), as amended ["Simpson-Craig
Amendment," see Section 129 of The Balanced Budget Down
payment Act, I (Public Law 104-99, January 26, 1996)], lobbying
activities is defined broadly. (See section 3 of the Act.)
The undersigned certifies, to the best of his or her knowledge and
belief, that: it IS NOT an organization described in section
501(c)(4) of the Internal Revenue Code of 1986; OR that it IS an
organization described in section 501(c)(4) of the Internal
Revenue Code of 1986, which, after December 31, 1995, HAS
NOT engaged in any lobbying activities as defined in the
Lobbying Disclosure Act of 1995, as amended.
ALTERNATE II (GRANTEES WHO ARE INDIVIDUALS)
(1) The grantee certifies that, as a condition of the grant, he or she
will not engage in the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substances in
conducting any activity with the grant.
(2) If convicted of a criminal drug offense resulting from a
violation occurring during the conduct of any grant activity, he
or she will report the conviction, in writing, within 10 calendar
days of the conviction, to every grant officer or other designee,
unless the Federal agency designates a central point for the
receipt of such notices. When notice is made to such a central
point, it shall include the identification number(s) of each
affected grant.

As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above certifications.
NAME OF AGENCY

PRINTED NAME AND TITLE OF AUTHORIZED REPRESENTATIVE

SIGNATURE

DATE

FA-CERTS (10/10)

137 of 141

Page 138 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-18

2027 Non-Union and Appointed Officials Salaries

Date of Meeting: August 4 , 2026
Agenda Time Requested: 5 Minutes
Consent Agenda
Organization / Department Requesting Action: Administration
Person Presenting Topic at Meeting: Jackie Bauer
Background: Supporting Documentation enclosed
The Todd County Board of Commissioners desire to set salaries for appointed positions and employees not covered by a
collective bargaining agreement. The wage recommendations on the attached resolution have been reviewed by the
Personnel Committee.
Options:
1. Approve the attached Resolution setting the 2027 Non-Union and Appointed Officials Salaries
2. Do not approve
Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
Approve the Resolution setting the 2027 Non-Union and Appointed Officials Salaries
th

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

138 of 141

Revised 01/2025

Page 139 of 141

2027 Non-Union Employees and Appointed Officials Salaries
WHEREAS, the Todd County Board of Commissioners are responsible for setting the compensation of county
employees and appointed officials, and;
WHEREAS, the Todd County Board of Commissioners desire to follow the same pattern bargained with unions for the
non-union regular full-time employees and appointed officials, and;
WHEREAS, a 3.0% general wage increase will take effect on the first day of the first full pay period in January 2027,
applicable to all regular full-time employees whose salaries do not exceed the maximum of the salary schedule.
NOW, THEREFORE BE IT RESOLVED, that the Todd County Board of Commissioners authorize the that a 3.0%
general wage increase will take effect on the first day of the first full pay period in January 2027, applicable to all regular
full-time employees whose salaries do not exceed the maximum of the salary schedule.

Page 1 of 1
Board Action Tracking Number: 20260804-18
139 of 141

Page 140 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-19

Organizational Chart Update - Public Works

Date of Meeting: August 4 , 2026
Agenda Time Requested: 5 Minutes
Consent Agenda
Organization / Department Requesting Action: Administration
Person Presenting Topic at Meeting: Lisa Guzek/Jackie Bauer
Background: Supporting Documentation enclosed
Requesting approval to update the Public Works Organizational Chart to reflect the removal of the Ditch Inspector
position from the Public Works Department organizational structure and establish it as a separate department, Ditch
Inspector.
This request was presented during the July 7, 2026, Work Session and was recommended for approval by the Personnel
Committee. Creating a separate Ditch Inspector department was the County's original intent in 2017; however, the
organizational chart was never updated to reflect that change.
The Ditch Inspector office will continue to be located at the Main Public Works Shop.
Options:
Approve the requested Organizational Chart Change
Do Not Approve
Recommendation:
The Todd County Board of Commissioners approves the following by Motion:
th

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

140 of 141

Revised 01/2025

Page 141 of 141

Board Action Form
Requestor to Complete:

Type of Action Requested (Check one):
Action/Motion
Discussion
Information Item

Board Action Tracking Number :
(Issued by Auditor/Treasurer Office)

Report
Resolution
Other

Agenda Topic Title for Publication:

20260804-20

Approval of Gallagher's Recommendation to Reclassify the
Human Resources Assistant Position from Grade 4/D to Grade
5/E

Date of Meeting: August 4th, 2026
Agenda Time Requested: 5 Minutes
Consent Agenda
Organization / Department Requesting Action: Administration
Person Presenting Topic at Meeting: Lisa Guzek/Jackie Bauer
Background: Supporting Documentation enclosed
At the recommendation of the Personnel Committee, the Human Resources Assistant job description was submitted to
Gallagher for a classification review. Following its evaluation, Gallagher recommended reclassifying the position from
Grade 4/D to Grade 5/E based on the expanded duties and responsibilities assigned to the position, particularly in the
areas of payroll and human resources within the Administration Office.
Options:
1. Approve the Reclassification of the HR Assistant Position from 4/D to 5/E
2. Not Approve
Recommendation:
The Todd County Board of Commissioners approves the following by Motion:

Budgeted:

Additional Information:

Financial Implications: $
Funding Source(s):
Attorney Legal Review:
Yes
No
N/A

Yes

Comments

Facilities Committee Review:
Yes
No
N/A

Auditor/Treasurer Archival Purposes Only:
Action Taken:
Motion:
Second:
Passed
Rollcall Vote
Failed
Tabled
Other:
Official Certification

Voting in Favor
Byers
Denny
Noska
Neumann
Becker
Notes:

Finance Committee Review:
Yes
No
N/A
Voting Against
Byers
Denny
Noska
Neumann
Becker

Seal

141 of 141

Revised 01/2026

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