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Wright County Board Minutes

December 3, 2002

The Wright County Board met in regular session at 9:00 A.M. with Mattson, Eichelberg, Sawatzke, Jude, and Russek present.

Eichelberg moved to approve the minutes of 11-26-02, seconded by Mattson, carried 5-0.

Petitions were accepted to the Agenda as follows: Consent Item A2, "Approve Claim, Buetow & Associates, $6,291.74, Portion of Construction Document Phase" (Norman); Consent Item C2, "Approve Tobacco Licenses, Quik Shop-Rockford, & Quik Shop-Delano" (Gruber). Mattson moved to approve the Agenda as amended, seconded by Eichelberg, carried unanimously.

On a motion by Jude, second by Eichelberg, all voted to approve the Consent Agenda as amended:

A. ADMINISTRATION

1. Performance Appraisals: M. Ruzicka, Aud.; K. Anderson, Ct. Admin.; M. Erickson, T. Korbel, Sheriff.

2. Claim, Buetow & Associates, $6,291.74, Portion of Construction Document Phase.

B. ATTORNEY

1. Approve Memorandum Of Agreement With AFSCME Local 2685, Assistant County Attorneys Unit, Allowing Donation Of Vacation Time To Employee.

C. AUDITOR/TREASURER

1. Approve US Bank As Bond Registrar.

2. Tobacco Licenses, Quik Shop-Rockford, & Quik Shop-Delano.

Doug Gruber, Auditor/Treasurer, requested that December 19, 2002 at 4:30 P.M. be set as the final date for submitting claims for 2002. Eichelberg moved to approve the request, seconded by Mattson, carried unanimously.

Gruber brought forth discussion on Ditches #14, #16, #19 and #38. A meeting was held recently with contractors to review the ditches. A summary of the work required was sent to the contractors and copied to the County Board. The bid proposals are as follows:

J.L. Schmitz & Sons; Morris Excavating; Fyle's Excavating

Ditch #19: $5,800 ($5.10/ft.); $10,000 ($20.00/ft.); $4,600 ($5.00/ft.)

Ditch #16: $6,340; $7,825; $5,285

Ditch #14: $13,725; $8,235; $8,720

Ditch #38: $3,960; (No Bid); $3.975

On a motion by Jude, second by Mattson, all voted to award the work to the low bidders as follows:

Ditch #19: Fyle's Excavating, $4,600 ($5.00/ft.)

Ditch #16: Fyle's Excavating, $5,285

Ditch #14: Morris Excavating, $8,235

Ditch #38: J.L. Schmitz & Sons, $3,960

Gruber provided an update on Ditch #33. Positive improvements have been realized due to clean out of a 400' area. In one area, the water is down 8 inches and another area down almost 14 inches. There have been no negative impacts reported downstream. Gruber felt the river water levels have receded enough to where the water will continue to flow.

The October Revenue/Expenditure Guidelines were discussed. Mattson referenced the Planning & Zoning Score System Planning Reimbursement. Gruber said that additional paperwork needs to be filled out and that the correct figures will be reflected in the November Guidelines. Mattson referenced page 18 for a $13,000 Sheriff's Correction State Grant. Gruber will contact the Sheriff for clarification. Mattson referred to page 22 on a Parks State Grant. He said there are no dollars budgeted but there are $30,000 in grants. Gruber felt this may relate to a grant which came about after budgets. Sawatzke felt it may involve the Otsego Playground. Mattson moved to approve the October Revenue/Expenditure Guidelines, seconded by Jude, carried 5-0.

On a motion by Jude, second by Eichelberg, all voted to schedule a Public Hearing for the Solid Waste Debt Service Fee for 12-24-02 at 9:30 A.M. This relates to payment of the bonds for the Compost Facility.

On a motion by Mattson, second by Jude, all voted to approve a plat, "BULLS ISLAND," as submitted by John J. Waldhauer and Elizabeth Bull Waldhauer, husband and wife, fee owners, of property described in part as: Part of Government Lots 4 & 5, Section 33, Township 121, Range 28, with certain exceptions being noted on the mylars; with all outstanding taxes, including green acre liability, if any having been paid; the park dedication fee has been paid (#90695); there are no new roads involved; and the title opinion, prepared by Timothy Young, Esq., has been reviewed by Assistant County Attorney Thomas C. Zins, who finds the plat to be ready for recording.

On a motion by Eichelberg, second by Mattson, all voted to approve the claims listing as listed in the abstract, subject to audit.

A Building Of The Whole Meeting was held on 11-25-02. At today's meeting, the following correction was made to the minutes: Page 1, Item 1, last paragraph, should read, "Recommendation: The Committee recommendation was to replace the heat pumps on the 1st and 2nd Floors, Annex, and for lighting to be bid as an alternate to the project. Replacement on the 3rd Floor was not recommended at this time." Jude moved to approve the minutes as corrected, and to refer the issue of the Architects fee to the Ways & Means Committee and to ask the Attorney's Office to be present for discussion. The motion was seconded by Sawatzke and carried 3-0 with Mattson and Russek abstaining from the vote as they were not present at the Committee meeting. A summary of the minutes and recommendations follows:

Heat Pump & Light Fixture Replacements-1st & 2nd Floors, Annex. The Architect's recommendation was to replace all heat pumps on the 1st & 2nd Floors, Annex, at an estimate cost of $285,000. Payback will be 4-5 years for the older units and 7-8 years for the 10-year old units. Benefits will include more accessible maintenance/repair, quieter operation, and connection to a computer system. The cost to replace 22-24 heat pumps on the 3rd Floor would be $10,000 each and the Architect did not recommend replacement due to the uncertainty of the future plans for this area. Replacement of light fixtures is estimated at $17,000 for the 1st & 2nd Floors, Annex, with payback of approximately 8 years. As on 4th Floor, sensor controls will be installed. A 7-8 year payback was confirmed. Recommendation: The Committee recommendation was to replace the heat pumps on the 1st and 2nd Floors, Annex, and for lighting to be bid as an alternate to the project. Replacement on the 3rd Floor was not recommended at this time.

Capital Improvement Plan. Upgrade of the Fire Alarm System would include the entire facility except 4th Floor and would include the Jail. There are currently three fire alarm panels which are not interconnected. When an alarm is sounded in one panel, all three panels must be reset. Replacement parts are not available for the two Simplex Systems (Jail and Courthouse). Remodel would include upgrade of all devices to the Edwards System and wiring to the panel on the 4th Floor. Replacement will address maintenance and potential code compliance issues. Smoke detectors are not required in some areas which currently have them but they could possibly indicate a fire more quickly. The zones currently don't indicate which device is activated so maintenance must physically check the zone to determine where the alarm is sounding. The new device would indicate which zone has been activated. There is the potential for increased costs due to undetermined conditions. Due to redesign of the system, the estimated cost would be approximately $75,000 plus a redesign fee of $6,250. If this becomes part of the general construction contract, the Architect's fee would increase to $8,750 to include such things as patching, etc. The work could be completed after remodeling; however this would require the general contractor to return to perform patching work. The downside to having this bid separately would be the added time for disruption and coordination of schedules. It was the consensus that an adequate amount should be placed in the contingency fund to avoid change orders. The Fire Alarm System will be part of the regular bid for continuity and accountability. A 10% construction contingency fee will be added due to higher than normal costs associated with patching as well as a 9.5% architects fee. The increased costs to the project include:

· Heat pumps, 1st & 2nd Floor, Annex, $285,000

· Lighting, 1st & 2nd Floor, Annex, $17,000

· Construction Contingency for Heat Pumps & Lighting (10%), $28,690

· Fire Alarm System (includes design & contingency), $83,750

Discussion followed on soft costs. The $50,000 estimated for furniture will be substantially higher. Use of some modular furniture has been planned for the License Bureau, Extension and possibly Auditors. Cost estimates will be obtained from the vendor. Current modular units will be used when possible. Norman said individual office spaces may not require modular furniture but instead should be furnished with existing furniture. Modular furniture would be used in open spaces. Hayes said use of modular furniture would bring offices up to the latest ergonomic setups. Engel will send office plans to Hayes. Once designed for modular furniture, it would be up to the Board on how to proceed. Norman suggested that purchase of modular units for vacant positions be deferred until a future date. It was recommended that the soft costs be left as previously determined. Additional costs could be funded by either individual department budgets or Site Improvement funds.

Buetow & Associates Contract Amendment - Phase II, Government Center Remodel. A Master Plan Phase II was distributed outlining the project costs projection. Page one reflects a $700,000 estimate of construction costs for remodeling plus soft costs for a total of $930,000. Page two outlines the estimated construction cost for each area. The third page is the Project Scope Upgrade Comparison reflecting a summary of the project growth in cost and square footage being remodeled and subdivided by departments. Considerable discussion followed on the increase in cost from the original contract. In correspondence dated 11-13-02, Buetow requested an additional 19,500 in Professional fees for a total of $69,000 plus reimbursable expenses. This is based upon an increase in total square footage to be remodeled/refurbished from 7,870 to 11,635. The estimated construction costs grew from $500,000 to $700,000. It was the consensus of the Committee that the original contract with Buetow & Associates be reviewed to determine whether the scope of the project had increased. Norman suggested that a future meeting could be held with Engel to negotiate the contract if so desired.

Discussion led to costs associated with employing an owners representative for the project. An owners representative may have more value in a remodeling project than in new construction. There are things which may not have been contemplated and the position could monitor the project on behalf of the County, as well as conduct staging meetings Based upon the past remodel, Swing supported this position. It was the consensus that $25,000 should be built into the project for the owners representative. The Law Library Board will contribute an additional $25,000 toward the project for a total of $50,000. With a balance in the Law Library Fund of $234,000, it was the consensus that an additional $25,000 should be requested from the Law Library Board, for a total of $75,000. McCooley explained that the remainder of the fund will be utilized for work spaces. Relative to property for sale in the Industrial Park, Norman was directed to obtain facts and forward them to the Board for review. The Committee recommendation was to increase the project by $450,000 to $2,650,000. Gruber and Norman will meet to review and confirm costs. Gruber thought funding may have already been included in the Capital Improvement Plan for the Fire Alarm System. The correct figure will be brought forth at the 11-26-02 County Board Meeting as part of the Capital Improvement Plan Public Hearing. (End of Building Committee Of The Whole Minutes).

Maribel Fernandez, U of M Extension Service, provided a report to the Board on activities associated with workshops and tours she has worked with including: Horse Pasture Tour 2002, Waconia Farm Supply Grazing Workshop, and The County Store Horse Clinic, "Hay in Horse Nutrition." There will be an Extension Service Horse Website in January-February. Discussion involved the growth in the horse community in this area and the need to work with this population in the future.

The Truth In Local Taxation Meeting will be held on 12-5-02 at 7:00 P.M.

Bills Approved

A-1 Marine 202.33

Ace Hydro Seeding 6,471.09

American Institutional Supply 222.87

Ancom Technical Center 711.45

Carol Berg O'Tool 1,750 00

Best, Inc. 8,885.41

Bowman Distribution 447.75

Catholic Charities 11,936.20

CDW Government, Inc. 2,210.60

Central Lock & Safe 189.75

Cintas Corp No. 470 365.96

Climate Air 6,059.17

CNA Surety 170 00

Collins Brothers Towing 151.76

CPS Technology Solutions 389.75

Dales 66 101.18

Dept Of Labor & Industry 100.00

Timothy Eull 160.48

Forestry Suppliers, Inc. 190.47

Gateway Companies, Inc. 277.90

Greystone Construction Company 2,190.61

Gullings Excavating 1,280.00

Halfmoon, LLC 179.00

Hennepin Faculty Associates 581.00

Hickman Service, Inc. 139.52

Hickorytech-Wireless 764.68

Hillyard Floor Care Supply 873.44

International Personnel Mngmnt 985.50

Interstate Battery Sys Of Mpls 384.20

J Craft Div Of Crysteel Mfg 123.54

JMD Manufacturing, Inc. 3,122.69

Lake Region Coop Oil 220.00

Laplant Demo, Inc. 684.00

M-R Sign Company, Inc. 4,952.39

Marco Business Products 888.21

Marlin Leasing Corporation 1,069.86

Menards 138.89

The Metro Group, Inc. 1,295.04

Midwest Contracting, LLC 407,785.27

MN Dare Officers Assn. 270 00

MN Juvenile Officers Assn. 140.00

MN Sheriffs Association 250.00

MN Supreme Court 600.00

Monticello Auto Body, Inc. 101.18

National District Attys Ass'n 210.00

Nextel Communications 161.61

North American Salt Co. 28,618.60

Office Depot 805 95

Olson, Denise 129.20

Omann Brothers, Inc. 783.19

On Site Monitoring 8,223.00

Royal Tire, Inc. 344.90

Joel Ruder 112.50

Screen Tech 163.93

Star Tribune 492.60

Tension Envelope Corporation 3,492.40

University Of Minnesota 270.00

Walmart Community Brc 861.65

West Group Payment Center 455.77

Wright County Highway Dept 25,748.06

Keith Wurm Construction 1,350.00

34 Payments Less Than $100 1,834.68

Final Total $544,071.18

The meeting adjourned at 9:46 A.M.


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