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Wright County Board Minutes
MARCH 4, 2003
The Wright County Board met in regular session at 9:00 A.M. with Heeter, Mattson, Eichelberg, Russek and Sawatzke present.
Russek moved to approve the minutes of 2-25-03, seconded by Sawatzke, carried 5-0.
Petitions were accepted to the Agenda as follows: Aud./Treas. #2, "Registered Land Survey, Silver Creek Twp." (Gruber); Item For Consid. #4, "Transportation Alliance" (Mattson). Russek moved to approve the Agenda as amended, seconded by Mattson, carried 5-0.
On a motion by Mattson, second by Russek, all voted to approve the Consent Agenda:
1. Performance Appraisals: L. Kemper, J. Nyren, Ct. Admin.; E. Ross, C. Webb, Hwy.; L. Schallock, Rec.; J. Bean, N. Borrett, J. Cooper, J. Fox, L. Goenner, Sher./Corr.
2. Authorize Signatures, AFSCME, Assistant County Attorney Unit Contract.
3. O/T Report, Period Ending 2-14-03.
1. Annual Beer License Renewal, St. Mary's Mens Club (Franklin Twp.).
2. Tobacco License Renewal, Cub Foods (Monticello City).
1. Schedule Building Committee For 3-19-03 @ 9:00 A.M. RE: Proposed Modification To Jail Cell Window Security From DLR Group.
Doug Gruber, Auditor/Treasurer, requested approval of a Registered Land Survey in Silver Creek Township. On a motion by Heeter, seconded by Mattson, all voted to approve a Registered Land Survey, as submitted by Robert L. Rohlin, Land Surveyor, MN Lic. #7439 for client Robert A. Williams owner of said property described in part as: Part of Government Lots 2 and 3, of Section 12, Township 121, Range 26 (Silver Creek Township) with all outstanding taxes having been paid, and the survey has been reviewed and signed by Jerome Wittstock, Wright County Surveyor.
The claims listing was reviewed. Mattson referenced a claim on page 14, Nelson Dodge GMC ($34,240.00) for vehicles purchased for the highway department. He questioned why these were placed under the Non-Departmental line item. It was explained that the expenditure is from the Non-Departmental line item in the Road & Bridge budget. Mattson said there was also a claim on Page 17, Onyx ($18,027.04) for a vehicle purchased under Budget 820, Non-Departmental. Gruber explained that this was purchased through a SCORE Grant under the Waste Management Fund. Gruber said the Board could discuss changing the line item for this type of expenditure during budget sessions. On a motion by Mattson, second by Russek, all voted to approve the claims as listed in the abstract, subject to audit.
A Budget Of The Whole (BCOTW) meeting was held on 2-25-03. Russek moved to approve the minutes, seconded by Sawatzke, carried 5-0. A summary of the minutes follows:
Review Year End Revenues/Expenditures - Road & Bridge. The Committee was provided a 2002 Year-End Budget Summary. Discussion followed on individual line items. The suggestion was made to possibly not call for seal coating or crack sealing bids as part of seasonal requirements for 2003 due to the increased costs of asphalt and oil. There is an anticipated 30% increase in this area. Discussion followed on temporary employees hired for assistance during the summer. Temporary help is budgeted at $9500 and cutbacks would result in less efficiency. The Highway Engineer did not recommend modifying the schedule for equipment replacement because of the possibility of much higher repair costs. Norman felt that for planning purposes, departments should visualize their 2004 budget to be much the same as in 2003. The BCOTW met last week and reviewed possible alternatives to deal with budget cuts. The consensus of the Committee was that layoffs would be the last action taken.
Review Year End Revenues/Expenditures - Human Services. Mleziva provided an overview of how the 2003 budget will be affected by cuts in light of the unallotment activity.
· PMAP administrative monies will not be cut and will receive $20,000-$25,000.
· The Child Care/Social Services revenue stream will see a minimal $300 reduction.
· The Adult Alternative Care Waiver Program will not see a reduction but a freeze of what is currently received. Therefore, some steps may be taken to delay the program or place clients on waiting lists to assure the budget is met.
· DD Waiver. There is a cap on the area that is available for spending. New services cannot be added to existing clients. If a situation occurs where new clients are added, a waiting list or delay in services will occur to stay within the capped amount.
· CHS Subsidy will see a reduction in the $272,800 budgeted for at the start of the year from the Department of Health. This amount will be reduced $54,786 over the first four months of the year.
· Alternative Care Program and Social Service, Public Health. There will be no reduction in allocation but it cannot be exceeded.
The previously mentioned cuts will total $55,000. An additional $13,498 will be realized through an increase in the Emergency Preparedness Grant between now and 7-1-03 to assist with personnel related costs. An additional $5500 will be realized in the Adult and Children's Mental Health Services. In total, Mleziva stated they will realize an approximate $20,000 of new revenue and $55,000 of new expenditures. Within a $22 million budget, he felt the approximate $36,000 deficit was a manageable figure. The County will be required to cost share in the Merit System beginning July 1st. The cost to Wright County is anticipated to be $20,000-$25,000 and is not budgeted. It is not anticipated that Wright County will be out of the Merit System by 7-1-03. The Personnel Policy and Procedures Manual is being revised and will be referred to the Personnel Committee and then onto the State. The process to remove Wright County from the Merit System will then involve approval from the State that the County has a federally certified system in place. Discussion followed on possible cuts in tobacco funding and grants. Four new positions were approved in the 2003 budget at $151,400. The start date was changed to 10-1-03 allowing for a reduction in the budgeted amount. Mleziva envisioned a 10% reduction in the budget for the 2004-2005 biennium due to State cuts. He felt they could manage within the budget and requested the Board let them work with existing staff. The response was that the purpose of the BCOTW meetings with departments was to discuss ways to meet demands given cuts from the State and Federal Governments. The last step they would look at was laying people off. Relative to the 2004 budget, Norman recommended that a message be sent to department heads that there will be no new positions in the 2004 budget. Discussion followed on position replacements and how not replacing a position could impact revenues. It was the consensus that if Mleziva had an issue with a particular position replacement, he could present that to the Human Services Board and a determination could be made at that point. Norman referenced the elected department heads. By State Statute, their budget is approved. Sawatzke said that he hoped the Attorney, Auditor/Treasurer and Sheriff would participate in the same process for position replacements. Recommendation: Replacement of positions due to resignations will be referred to the Personnel Committee for review. The BCOTW will not meet on 3-4-03. Another BCOTW meeting will be scheduled with departments on 3-11-03, beginning at 10:30 A.M.
A Building Committee meeting was held on 2-26-03. Heeter moved to approve the minutes, seconded by Mattson, carried 5-0:
Remodeling, Sheriff Narcotics Division Area. The request is to move their offices from the conference room to the area to the North that is designated as a conference room in the remodeling plans. Two walls will have to be dismantled. Their current office area will be converted back to a conference room. Buetow has included the new office area in the bid package as an alternate. Norman stated that the Sheriff Department will be charged rent for the entire space beginning with the 2004 budget. The Committee recommends the request as presented.
A Deferred Compensation Committee meeting was held on 2-26-03. Sawatzke moved to approve the minutes, seconded by Mattson, carried 5-0:
Revised Deferred Compensation Plan. Asleson stated changes were last adopted to the Plan by the County Board in 1998. Since that time there have been a number of changes in federal tax law. Last April the County Board approved a quote by the firm of Rider, Bennett, Egan & Arundel to revise the Plan incorporating tax law changes and providing more flexibility. Hiivala questioned if the revision clarifies whether the County or provider is responsible for disbursement and reporting. Hiivala stated one of the providers maintains it is the County's responsibility and contend the law does not require them to do so. He explained this can result in a delay for the individual in receiving their funds as well as the problem of keeping track of retirees who have been gone from County employment for a number of years and may have moved or be deceased. There is also a liability concern. There was discussion on providers, number of employees needed to be considered as a provider, and the possibility of restricting providers to those who follow procedures to do the reporting. It was clarified that Section 7.3 states the County Board has authority to select providers. It was questioned how many different types of funds are involved and the number of employees with the various vendors. Asleson will discuss with Rider, Bennett, Egan & Arundel adding a statement in the Plan language dealing with the reporting procedure or addressing it in a signed contract with each provider. Hiivala will obtain draft contract language from which is used by one of the vendors. The Auditor/Treasurer's Office will also obtain statistical information on the funds and number of employees involved. Recommendation: Continue the meeting to April 9, 2003 at 9:00 A.M.
A Personnel Committee meeting was held on 2-26-03. Sawatzke moved to approve the minutes, seconded by Russek, carried 5-0:
Performance Appraisal - Greg Kramber, Assessor. Based on review of four performance appraisals submitted, the Committee recommends an overall rating of "Exceptional."
Performance Appraisal - Bill Swing, IT Director. Based on review of four performance appraisals submitted, the Committee recommends an overall rating of "Exceptional. "
Performance Appraisal - Richard Norman, County Coordinator. Based on review of four performance appraisals submitted, the Committee recommends an overall rating of "Exceptional."
A Technology Committee meeting was held on 2-26-03. Russek moved to approve the minutes, seconded by Heeter, carried 5-0. A summary of the minutes follows:
Add Centerline Coverage To Fee Schedule. Swing recommended a fee of $2,000 for the County-wide centerline and reviewed development costs (attached). Recommendation: Set the County-wide centerline fee at $2,000.
Update On Projects.
GIS. Swing reviewed the GIS Project Time Line and how the various pieces of the mapping services project will fit together for many different applications. Nelson presented a demonstration on using the Wright County Parcel Viewer on the GIS mapping website.
Records Management. Zimmerman provided a brief overview of the progress in various departments. SourceCorp was hired by the Sheriff's Department to go through their criminal history files and anticipate completion in another four weeks. The south wing of the basement is being looked at for a central records storage area. Norman stated it would be advantageous if departments moving because of remodeling were able to sort through files rather than move things which could be discarded. The process developed for use in the Sheriff's Department would be used as a model in working with other departments.
Web Site. Hayes presented a demonstration on the intranet web site which is in the process of being developed for inhouse use. Swing commented on the quality of the GIS and Wright County web sites and the tremendous cost savings to the County with the development being done internally which is due to the expertise of his staff and Jay Wittstock.
On a motion by Heeter, second by Sawatzke, all voted to schedule an Adopt-A-Highway Committee Meeting on 3-10-03 at 10:00 A.M., Public Works Building. The Agenda will include: 1) Review Sign Survey Results, 2) Discuss Funding Possibilities or Other Potential Partnerships; and 3) Options for Signing in Wright County.
Correspondence was received from the City of Monticello relating to their Law Enforcement Contract hours with the County. The City had planned on requesting an increase in the hours by an additional four hours per day or a total of 1,460 hours per year. The Sheriff's Department is currently providing these hours of coverage although the City has not formally requested a contract modification. With anticipated State local government aid cuts, it is possible the additional four hours per day of coverage may be reduced. The City requests to continue with the additional four hours per day of coverage with the understanding that the City may not be able to contract for all of the additional 1,460 hours if service levels need to be cut. No action was taken by the County Board at today's meeting.
Mattson attended a Transportation Alliance Drive In. Mattson said there is a bill coming forward (hf 473) providing for local governments to opt out of certain unfunded mandated programs. The bill was introduced late last year so it was pulled but it appears it has a good chance of passing this year. Other discussion at the Drive In included transportation funding. Eichelberg also attended the Drive In and said the consensus was that there would not be an increase in the gas tax to assist with transportation funding. Any funding would be through a bonding bill. This was provided as an informational item.
The meeting was recessed at 9:38 A.M. and reconvened at 10:00 A.M. Eichelberg closed the bid process for the Government Center remodeling. Randy Engel, Buetow & Associates, opened the bids received. He outlined the alternates of the project:
Alternate 1: Remodel of C117 and C118 - making two rooms into one conference room space, divided by a partition
Alternate 2: Remodel Sheriff's Drug Task Force Office by removing a wall between two offices to make a larger conference room or Drug Task Force offices.
Alternate 3: Replace carpet & vinyl base-Assessor.
Alternate 4: Replace carpet & vinyl base-Recorder.
Alternate 5: Replace carpet & vinyl base, 2nd Floor Government Center West (outside of courtrooms & in front of the Administration Office).
Alternate 6: Replace vinyl wall covering on walls, 2nd Floor Government Center West.
Alternate 7: Replacements of lighting fixtures, ballasts and lamps in 1st Floor Annex (P&Z, Corridor, Community Room, Stairs A&B) and 2nd Floor Annex (Recorder, Assessor & a portion of the Auditor).
Alternate 8: Replace carpet & vinyl base, Annex 1st Floor Corridor.
Engel opened and read the bids (see attached). The bids may be held for 30 calendar days according to the bid documents. After that time, the bids may no longer be valid. Russek moved to lay the bids over for two weeks for review, seconded by Mattson, carried 5-0. At 10:31 A.M., the Board meeting was recessed as the Building Committee Of The Whole was scheduled to meet to interview Owners Representatives. At 2:32 P.M., the Board meeting reconvened. Heeter moved to award the Owners Representative position to Scott Builders, seconded by Mattson, carried 5-0. The consensus of the Board was for Norman and Hayes to consult with the Architect and Owners Representative to establish a low bidder. At the next Board Meeting, the Board will discuss setting a Building Committee meeting for the purpose of reviewing the bids. Sawatzke moved to adjourn the Board meeting at 2:35 P.M., seconded by Russek, carried 5-0.
GENERAL CONTRACTOR BIDS
WRIGHT COUNTY MASTER PLAN PHASE II
Bidder's Name; Base Bid; Alternate 1; Alternate 2; Alternate 3; Alternate 4; Alternate 5; Alternate 6; Alternate 7; Alternate 8; No. of Days; Bid Security; Addenda
Nelson Building & Development, Inc., Buffalo, MN; $916,600; $26,600; $9,100; $9,500; $13,600; $17,700; $12,000; $29,900; $6,000; 300; Yes; 1, 2, 3
Gopher State Contractors, Inc., Rice, MN; $1,025,000; $18,400; $30,900; $8,700; $12,700; $17,800; $14,000; $26,600; $6,500; 360; Yes; 1, 2, 3
J.S. Cates Construction Co. Inc., Hamel, MN; $950,000; $30,000; $17,000; $7,000; $15,000; $16,000; $10,000; $23,000; $6,000; 365; Yes; 1, 2, 3
Shingobee Builders, Inc., Loretto, MN; $1,090,000; $30,000; $7,700; $9,000; $13,500; $17,000; $12,000; $36,000; $8,000; 299; Yes; 1, 2, 3
Arkay Construction Company, Golden Valley, MN; $1,175,000; $16,000; $17,000; $12,000; $16,000; $20,000; $9,000; $34,000; $7,000; 400; Yes; 1, 2
Ebert Construction, Corcoran/Loretto, MN; $1,028,880; $26,380; $16,880; $14,880; $19,100; $16,300; $13,200; $24,100; $7,800; 390; Yes; 1, 2, 3
Breitbach Construction Co., Elrosa, MN; $1,083,000; $28,000; $7,200; $10,500; $15,000; $19,000; $10,700; $25,500; $6,500; 365; Yes; 1, 2, 3
Cottonwood Construction, Maple Grove, MN; $997,800; $13,238; $22,400; $11,000; $6,560; $21,000; $12,300; $24,880; $7,200; 365; Yes; 1, 2, 3
Morcon Construction Inc., Golden Valley, MN; $970,000; $26,566; $9,626; $13,361; $18,396; $15,685; $8,798; $22,955; $5,283; 310; Yes; 1, 2, 3
Gen^Con Construction, Jordan, MN; $935,600; $8,600; $14,700; $4,900; $12,500; $19,000; $12,800; $35,700; $8,000; 260; Yes; 1, 2
Rochon Corporation, Plymouth, MN; $923,000; $30,900; $12,000; $10,200; $13,700; $18,900; $12,900; $26,200; $7,900; 365; Yes; 1, 2, 3
American Institutional Supply 625.48
Ancom Communications, Inc. 2400.00
Ancom Technical Center 120.46
Aspen Equipment Company 127.80
Bachman Printing 327.27
Beaudry Propane, Inc. 1957.15
BLM Technologies, Inc. 293.10
Borrett, Jim 207.89
Bowman Distribution 579.47
Bristows Kawasaki & Polaris 915.19
Brock White Co., LLC 12,042.41
Buffalo Hospital-OTPT Commerci 4505.90
Burdas Towing 121.41
Business, William Interiors 358.40
Chamberlain Oil Co. 1624.87
Civic Research Institute, Inc. 169.95
Corner House 895.00
Ernst General Construction, Inc. 2805.00
Exemplar International, Inc. 190.00
Fingalson, Wayne 245.50
Gau, Todd 108.72
Holthaus, Cyndi 390.00
Hurley, Eric 117.45
Interstate All Battery Center 407.42
Kump, Dawn 171.20
Lakedale Telephone Company 121.46
Line X 516.53
M-R Sign Company, Inc. 332.80
Marco Business Products 1897.43
Midway Iron & Metal Co., Inc. 217.86
Minnesota Legal Register 110.00
MN Assn of Cty Administrators 260.00
MN Counties Ins. Trust 2868.70
MN County Attorneys Assn. 210.00
MN Division of Emergency Mngmn 450.00
MN Highway Safety and Research 2352.00
MN Supreme Court 400.00
National Recreation & Park Ass 150.00
Nelson Dodge GMC 34,240.00
Nextel Communications 1307.03
North American Salt Co. 16,961.67
North Central Truck Equip 216.14
Office Depot 2617.20
On Site Monitoring 14,262.00
Peavey, Lynn Company 316.25
Performance Office Papers 218.54
Phillips Petroleum Company 835.59
Precision Prints of Wright Co. 141.00
Record Preservation, Inc. 571.28
Redneck, Inc. 414.88
Rider Bennet Etal 163.29
RS Eden 1064.85
Russek, Jack 216.36
Scenic Signs 422.11
Sheriffs Youth Program of MN 3225.00
Software House International In 2690.19
Sterling Drug 2618.10
Truck Utilities Mfg. Co. 492.04
Verizon Wireless 532.68
C Walker Trucking 996.00
Wal-Mart Store 01-1577 502.23
Wes Workman 134.64
Woulett, Mark 100.00
Wright, Jim 100.00
Zack's, Inc. 726.54
34 payments less than $100 1784.26
Final Total $147,777.60