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Wright County Board Minutes
MAY 6, 2003
The Wright County Board met in regular session at 9:00 A.M. with Eichelberg, Heeter, Mattson, Russek and Sawatzke present.
Russek moved to approve the 04-22-03 minutes as written, seconded by Heeter, carried 5-0.
Petitions were accepted to the Agenda as follows: Consent Agenda Item I. #3, "Accept Resignation, Shannon Riggle, Lead Clerk, Sheriff's Office, Eff. 05-13-03 & Refer Replacement To Personnel Committee." (Norman), Item D. #2, "Accept Resignation, Melissa Abraham, Ct. Admin., Eff. 05-16-03 & Refer Replacement To Personnel Committee." (Norman); Item C. #2 Add Under "Tobacco Licenses: Cruiser's Gas & Goods (Monticello City)." (Gruber). Under Highway Engineer Add #3, "Approve Resolution For Advance Encumbrance Of Town Bridge Funds." (Fingalson); #4, "Highway Engineer's Attendance At Washington Fly-In." (Russek). Russek moved to approve the Agenda as amended, seconded by Heeter, carried 5-0.
Mattson requested E. l, "Accept Resignation Of Angie Comee, Case Aide, Eff. 5-07-03. Refer Request To Fill Position To Personnel Committee." be removed from the Agenda for discussion. Russek moved to approve the remainder of the Consent Agenda with the additions of I. #3, D. #2, and C.#2, seconded by Mattson, carried 5-0.
1. Performance Appraisals: T. Frazier, Atty.; K. Green, Aud./Treas.; K. Lanie, J. Webb, Ct. Admin.; M. Janckila, IT; R. Vaa, Parks; S. Riley, P&Z; C. Day, B. Gabrelcik., Recorder, S. Bjore, J. Brown, S. Kunkel, Sher.; J. Thinesen, Sher./Corr.
2. Overtime Reports - 3-28-03 and 4-11-03.
3. Authorize Signatures On Memorandum Of Understanding, Teamsters Local 320, Allowing Donation Of Vacation Time. Authorize Non-Union Employees To Donate Vacation Time.
4. Claim, Buetow & Associates, $3,483.72.
1. Approve Abatement, PIN # 205-011-002010, Carl & Janet Aho, (Cokato Township).
2. Approve Abatement, PIN # 219-021-001120, Dean & Racquel Smith, (Victor Township).
3. Approve Abatements, PIN # 208-300-362303, Barry & Deborah Todd & PID # 208-300-362300, Jim & Nancy Ostvig, (Franklin Township).
4. Approve Abatement, PIN # 155-139-001040, Front Porch Associates LTD, (City of Albertville).
5. Approve Abatements, PIN # 102-048-000130 & 102-800-361100, Southbrook Development Corp., (City of Annandale).
6. Approve Abatements, PIN # 220-000-323200, Mark & Susan Matuska, (Woodland Twp.).
7. Approve Abatement, PIN # 101-045-008160, Carrielynn Pope, (City of Albertville).
8. Approve Abatement, PIN # 103-018-000064, Michael D. & Janice L. Volney, (City of Buffalo).
9. Approve Abatement, PIN # 103-131-002010, Troy & Nicole Lanie, (City of Buffalo).
10. Approve Abatement, PIN # P 103-600-000020, Centra Sota Cooperative, (City of Buffalo).
11. Approve Abatements, PIN # 103-177-000030, 103-031-001060, 103-180-0000220, The City of Buffalo, (City of Buffalo).
1. Approval of G.O. Bond Closing Papers:
a) Continuing Disclosure Undertaking.
b) Signature & Non-Litigation Certificate.
c) Non-Arbitrage Certificate.
2. Tobacco Licenses: Cenex Lake Region (Cokato City); Little Duke's (Delano); Monticello Country Club (Monticello City), *Cruiser's Gas & Goods (Monticello City). (Gruber)
3. Beer Licenses: Seasonal On Sale, Clearwater Lions Club (Clearwater Township); Seasonal On Sale, Monticello Driving Range & Golf (Monticello Township); Annual On/Off Sale, Cokato Town & Country Club (Cokato Township).
4. Claim, Wright Hennepin, utility services, $32.89 (Fund 61 - Lake Martha Sewer District).
5. Claim, Nelson Building, courthouse remodeling application payment 1, $63,745.00 (Fund 34 - Capital Projects Fund).
D. COURT ADMINISTRATION
1. Acknowledge Hire, Shereen Baumeister, Office Assistant, Eff. 5-12-03 (Class A, Step 1).
2. *Accept Resignation, Melissa Abraham, Eff. 05-16-03 & Refer Replacement To Personnel Committee. (Norman).
E. COURT SERVICES
2. Transfer Of Vehicle From Sheriff Dept. To Court Services Dept.
1. Award Seasonal For Seasonal Requirement Items.
1. April Parks Commission Minutes.
H. PLANNING & ZONING
1. Accept the findings and recommendations of the Planning Commission for the following rezonings:
1. Barry & Rebecca Gustaphson (Cokato Twp.) - Planning Commission unanimously recommend approval of the request to rezone from R-2/S-2 to R-1/S-2 Urban Rural Transitional.
2. Predence Homes (Rockford Twp.) - Planning Commission unanimously recommend approval of establishment of a Standard Planned Unit Development District.
1. STS Quarterly Report.
2. Acknowledge Appointment, Keith Heaton, Sgt. Deputy Sheriff, Eff., 04-28-03.
3. *Accept Resignation, Shannon Riggle, Lead Clerk, Eff. 05-13-03 & Refer Replacement To Personnel Committee. (Norman) Mattson referenced Item E. 1, "Accept Resignation Of Angie Comee, Case Aide, Eff. 5-07-03. Refer Request To Fill Position To Personnel Committee" stating that a letter was received from Court Services requesting immediate authorization to fill the position rather than referring the position to the Personnel Committee. Mattson felt authorization to fill the position should follow the same process as all other positions. A motion was made by Mattson to accept the resignation and refer filling the position to the Personnel Committee, seconded by Russek, carried 5-0.
Doug Gruber, Auditor/Treasurer, presented a request from Mark Berning to clean out a portion of County Ditch #33 on his property and reseed along the ditch. The ditch starts in the middle of his field and would involve opening the ditch a couple hundred yards before it goes into tile. He is willing to do the work at his expense. It was noted that he is receiving federal funding to create a buffer strip. Gruber stated Kerry Saxton, SWCD, has been consulted and does not see any problems in approving the work. Russek moved to approve his request since it meets requirements for the ag program to create a buffer strip, seconded by Sawatzke, carried 5-0.
The Claims listing was reviewed. On page 19, Mattson questioned a $25,000 claim for a flood disaster payment for culvert work and questioned whether funds have been received from FEMA to cover the cost of the repair work. Russek stated the culvert work was done and the contractor needs to be paid. Gruber stated a claim to Marco Business Products on Page 13 was pulled from the signature copy of the claims because of incorrect coding. On Page 14 Eichelberg questioned the number of Court Services employees attending conferences. It was explained that some Court Services employees are required to complete 40 hours of annual training. It was clarified that membership dues are a part of the registration fee but are separate account codes. Sawatzke requested Norman send a letter to MacMillan requesting information on training requirements and options available to meet those requirements. Mattson moved to approve the claims listing subject to audit, seconded by Heeter, carried 5-0.
Brian Asleson, Chief Deputy Attorney, presented a request from the City of Howard Lake to meet regarding the water tower. Mattson moved to schedule a Ways & Means Committee meeting, seconded by Russek. Norman stated the next Ways & Means Committee is scheduled for 05-14-03 at 9:00 A.M. Mattson amended his motion to include the date and time, seconded by Russek, carried 5-0.
Marc Mattice, Parks Administrator, requested a resolution be adopted to accept a grant for $100,000 from the Federal Highway Administration to develop a trail along CSAH 12 from Buffalo to Montrose. Mattice reviewed the costs associated with the project and stated the grant requires a 50/50 cash match from the County. Following adoption of a resolution endangered species and archeology studies, and an environmental assessment will need to be completed. An October start date is anticipated. Mattice stated the grant period is for three years, but the trail needs to be done in conjunction with the 2004 road improvements in order to be done at this cost. It was clarified that park dedication fees can be used only for land acquisition (half of the $60,600 easement acquisition). There was discussion on which budget to fund the County's portion from. In response to a question from Mattson, Mattice stated there are four locations where the trail will be on the shoulder and that both the granting agency and MnDOT have given their approval.
At 9:30 A.M. Eichelberg closed bids for the CR 123 Improvement Project (Bridge N. 86J11).
Sawatzke requested Mattice pursue the possibility of purchasing gravel from the Highway Department as well as other ways which might reduce the County's cost. Heeter moved to adopt Resolution #03-33 to accept the $100,000 grant, seconded by Mattson, carried 5-0 on a roll call vote.
Wayne Fingalson, Highway Engineer, stated one bid was received for the CR 123 Improvement (Bridge N. 86J11). A second bid was not received before bids were closed at 9:30 A.M. A bid was received from Midwest Contracting, LLC, Marshall, MN in the amount of $116,560 and includes a bid bond. The bid will be reviewed by the Highway Department with the bid to be awarded at next week's County Board meeting.
Fingalson presented a resolution of final acceptance for Contract #0207 (Flood Disaster Project Job 9991), authorizing final payment of $25,716.40. The contract total was $134,937.72 and all work has been completed. In response to a question from Mattson, Fingalson clarified the claim was approved on this morning's claim listing. Heeter moved to adopt Resolution #03-34, seconded by Russek, carried 5-0 on a roll call vote. In response to a question from Mattson on the amount received from FEMA, Fingalson stated approximately $523,000 has been received to date with bills totally about $800,000. He stated the paperwork has been submitted but there is no guarantee the County will receive the 100% reimbursement requested.
Fingalson presented a request from AMC that all County Boards pass a resolution requesting the Governor to release local bridge program bonding. $45 million has already been authorized in bonding, but only $30 million in sales has been authorized, which will be completely used by August, 2003. The resolution is a request to authorize the release of an additional $15 in bonds to complete the $45 million bonding total. Fingalson stated Wright County needs this funding source in order to do upcoming projects like the Bernings Mill bridge replacement. Sawatzke stated he recognizes the bridge needs replacing but pointed out that resolutions such as this add to the State's budget problem. Mattson questioned whether Hennepin County has any bonded funding since it is a joint project. Fingalson clarified the bonding money comes from the State and Wright County is working with Hennepin County to obtain funding from the State. Russek moved to adopt Resolution #03-35 seconded by Heeter, carried 5-0 on a roll call vote.
Fingalson presented a resolution for advancement of funds from the General (statewide) Town Bridge Account for the Franklin Township Bridge Project . The construction cost estimate is $1.26 million and the County has $774,000 in the State Aid Town Bridge Account. The advance is needed to pay for this project and the rest of the French Lake Township project including engineering fees for both projects. The $650,000 advance will be repaid to the General Town Bridge Account from future allocations.. Fingalson stated there has not been a lot of activity in the last 10-15 years for town bridge projects and does not foresee any in the next 2-3 years. Mattson moved to approve Resolution #03-36, seconded by Russek, carried 5-0 on a roll call vote.
Russek referenced discussion and a motion at the 04-22-03 County Board meeting to not authorize Fingalson's attendance at the MTA Washington Fly-In, June 10-12, 2003. He requested Fingalson's attendance be reconsidered as last year Fingalson won a free registration for the 2003 Fly-In ($500 value). Fingalson clarified that with airfare the additional cost to attend would be around $500 and is included in his budget. Russek moved to authorize Fingalson's attendance, seconded by Heeter. Fingalson stated he does not view the Fly-In as a conference, but as an opportunity to lobby for additional funding. He felt attendance this year is especially important as Congress will pass a bill determining which transportation programs receive federal funding for the next six years. Mattson stated there is a five year plan and he is not comfortable with projects being moved up. Fingalson stated there is funding available for high priority projects above and beyond the general funding and felt the $1.5 million in funding for the Highway 55 project would not have been received if it were not for this type of extra lobbying effort. Motion carried 3-2 with Mattson and Sawatzke voting against Fingalson's attendance.
The regular County Board meeting recessed at 10:10 A.M. for a public hearing regarding the removal of a 55.54 acre tract of land from County Ditch #33 for the Wild Meadow development. Gruber stated the developer's plan is to divert drainage to the Gillard Avenue storm sewer with approximately 16.4 acres continuing to drain into the ditch. Approximately 6.5 of the 16 acres are benefitted acres and Gruber recommended they remain on the ditch assessment rolls.
John Simola, Monticello Public Works Director raised the question of drainage of the Tyler East development which currently drains through this area. The City does not want to drain that area into the Gillard storm sewer and is proposing piping water through the 6 acres to drain into Ditch #33 and bring in fill to raise the elevation in order for it be considered for park land.
Ron Rosenberg stated his yard is under water and has water in his garage. He expressed concern that property owners were told they couldn't build their land up and that if the proposed area is raised up it will just push more water to the low area where he lives.
John Wingard from a surveying company representing the construction company, presented drawings of the development and reviewed the proposed drainage plan. He stated the developer's intent is to work with the City in raising the park area grade so the water would go into the City's system and holding ponds in the development.
Rick Pettis stated he lives across from Rosenberg and expressed concern with more water being diverted through their area. He felt the focus is on the expensive new homes with no concern for the existing lower cost homes and their current water problems.
Simola stated the plan was prepared by the developer and the City differs with the developer regarding the additional 39 acres they want to drain through the Gillard storm sewer. Eichelberg noted final plans are not complete and agreement has not been reached between the City and developer and, therefore, no decisions would be able to be reached at today's meeting.
Allen Killmer stated his yard is under water and felt the current ditch problems need to be fixed before adding more development to the area. He stated their properties have devalued and their quality of life affected by the on-going water problems.
Basil Schillewaert stated the ditch was dug by hand around 1916 and during the time he was a commissioner tried to get something done. He felt the commissioners need to go out and look at the water problems before making any decisions on further development.
Sawatzke stated the water problems for the residents on Ditch #33 are not exaggerated and as developments are added in the City they should be draining into storm sewers with the intent to eventually make Ditch #33 obsolete.
Cathy Rausch questioned the location of the proposed development and drainage locations. It was clarified her property is located on the other side of the freeway.
Mike Korblick stated his property is flooded except for his house. He feels the outlet is plugged and there's no place for the water to go.
Barb Pink stated she has lived there 28 years and used to have dances in their barn, but there is now water all around and the mosquitos are so bad they are unable to go outside. She felt something needs to be done to the ditch.
Kurt Marks expressed concern that he has large oak trees in his back yard that have been in water for two years and are going to die if the water problem is not addressed. He stated they pay taxes and felt some of it should be used to fix the ditch.
Sawatzke explained that ditch cleanout and improvements are not paid for with taxes but are assessed to the benefitted property owners, which if major work were done on the ditch could result in assessments higher than their property values. He stated there seems to be agreement that a portion of the ditch is plugged and as soon as the water goes down it should be possible to dig down and try to locate the problem and fix it.
Rosenberg stated he was at the ditch yesterday and it is possible to see an area where the tile is broken and a large boulder seems to be blocking the water flow.
Phil Alconen stated the City has given direction to the developer to get the water away from Ditch #33 and summarized the developers plan stating the purpose of the public hearing is to remove this drainage area from the ditch. Sawatzke stated there are a number of issues which need to be reviewed and questioned if the next parcel over were to be developed where it would drain to. Simola stated the City needs to look at the capacity of the Gillard storm sewer and that the question of Tyler East drainage needs to be answered before the City will approve the development. Killmer commented that removing this land from Ditch #33 removes property that could help pay for improvements to the ditch.
Kerry Saxton, SWCD, stated there are a number of issues. Removing the proposed development land will reduce the amount of water draining into Ditch #33, however there hasn't been discussion on how to handle drainage from Tyler East. He feels the section under the road is probably almost completely plugged and as soon as the water levels are low enough will be able to check. Sawatzke recommended sentence to serve crews begin cleaning out the brush in that area so equipment can be brought in as soon as water is low enough.
Schillewaert asked about owners selling their property having to notify the buyer they are on a ditch and can be assessed. Eichelberg stated there is no legal requirement or process for it to be recorded. In reference to a question from Schillewaert on watersheds, Russek stated residents would need to initiate establishment of a watershed. Saxton felt the tiles are in pretty good shape and hopes they can be cleaned and reused.
Asleson explained by ditch law the Board cannot issue an order to remove the 55 acres unless it is possible to make a determination that the drainage doesn't affect the system, and suggested staff be directed to meet with the developer and the City to discuss the Tyler East drainage. He also suggested staff, including Saxton , be directed to try to alleviate the current flooding problem; and also pursue whether there are some other funding sources that could be used for the ditch other than assessing the full cost to the benefitted property owners. He clarified the County has ditch authority to keep the ditch system in repair and can do that without having a public hearing.
Eichelberg closed the public hearing at 11:30 A.M. Sawtzke made a motion for Gruber to work with Brad Thompson to schedule sentence to serve crews and with Saxton to clean out between Rosenbergs and where it drains into the tile field north of Rosenbergs to allow for better inspection of tile and repair, seconded by Mattson. In response to a question from Eichelberg, Sawatzke stated the City can be notified when the ditch can be inspected for their own information. Motion carried 5-0.
The meeting was recessed at 11:34 A.M. and the regular County Board meeting reconvened at 11:47 A.M. Heeter moved to reschedule the Committee Of The Whole Meeting scheduled for this morning at 10:30 A.M. to 05-13-03 at 10:30 A.M., seconded by Russek, carried 5-0.
A Budget Committee Of The Whole meeting was held on 04-28-03. Russek summarized the minutes adding that projected revenues for 2003 have been increased to $501,500 which along with the cuts that were made should be close to balancing the budget. Russek moved to approve the minutes, seconded by Heeter, approved 5-0.
I. Review List Of Proposed Expenditure Cuts & II. Discuss Balancing 2003 Budget/Levy
The list of proposed expenditure cuts was reviewed and corrected to include a Highway Technician position which was omitted from Road and Bridge. The total of all cuts without the Highway Technician position equals $571,590. A listing of projected revenues was also distributed (attached). The certified levy for 2003 is $572,028.00 over the legal levy limit. The County Board took action to reduce the 2003 levy by that amount before 2003 property tax statements were mailed out. Gruber stated the reduction was spread evenly over the three major budgets as follows:
General Revenue Budget reduced from $15,488,817 to $15,113,355
Road & Bridge Budget reduced from $2,821,829 to $2,753,426
Human Services Budget reduced from $5,286,976 to $5,158,813
Norman recommended the 2003 Budget be adjusted to reflect the levy limit in order to have accurate figures to work from when preparing the 2004 Budget. Gruber and Hiivala concurred with Norman for budget preparation and for auditing purposes. There was consensus that the fairest way to spread the reduction was using the same percentage as allocated. Mattson expressed concern over the amount of overtime in Human Services. Mleziva stated it was due to a temporary position in child protection approved last July. Gruber mentioned some counties bond for equipment purchases on a three year cycle and with low interest rates may be something to consider. Sawatzke recommended new positions which were on hold until October 1st be deleted from the 2003 Budget and be given priority when reviewing staffing requests in the 2004 Budget process. Russek and Mattson concurred. Recommendation: Reduce budgets as proposed, adjust the 2003 Budget to reflect the levy limit, and remove new hires which were delayed until 10-1-03 from the budget.
A Building Committee meeting was held on 4-23-03. A summary of the meeting follows:
1. Voice Data Wiring & Paging
Swing referenced approved 10-29-2 Budget Of The Whole Minutes which included a proposed remodel cost of $136,000 for Data Voice Wiring and $20,000 for Paging. As quotes were received just under the estimate Swing would like to include the third floor, which the vendor would be willing to schedule in between work in the other areas. The quote for the paging system was just over the estimate at $20,039.67. This includes a $3,000 emergency response unit which was not included in the original estimate. It was clarified these were included in the capital improvement bond and the quotes include tax. Recommendation: Approve.
2. Soft Costs
Hayes presented detailed modular furniture layouts by department with a total cost of $123,369. He explained the same vendor is used in order to build on existing furniture, is bought under U of M Contract with 70% off, and an attempt is always made to use whatever pieces are in basement storage in the reconfiguration. Gruber stated some work stations in his office were undersized in order to create more work stations and with the remodel the intent is to enlarge the work stations to standard size.
Hayes presented two quotes from Climate Air, Inc. for heat pump controls. A quote of $15,980.00 was received for the old Court Services area and $48,890 for the 1st and 2nd floors of the annex. Norman requested Hayes obtain information on whether a formal bid process will be required.
Door Card Access
Hayes presented a cost of $51,405 to install card access on 23 doors. This includes five additional doors on the third floor requested by Mleziva. Norman requested a layout identifying the specific doors. There was general discussion on the capital improvement bond and the items and amounts that were originally included. Recommendation: Recess the Building Committee Meeting until 9:00 A.M., Monday, April 28, 2003 for additional information.
3. Funding to Install Radio Repeater
Helgeson stated there are areas in the building which are not able to be in contact with Dispatch because of interference. The custodians had a similar problem and was solved with the installation of a repeater. Helgeson stated funds are available from the 911 Fund. Recommendation: Approve with payment to come from 911 Funds.
4. Letter From Mleziva RE: Security
Mleziva explained security concerns of third floor Human Services staff. He is proposing the following:
1. Install pass card door access system on third floor - 5 doors. $11,175
Change swinging door to standard door 1,300
2. Enclose reception area with safety glass & door access 6,679
3. Enclose reception area of HSC with wall and safety glass 2,200
The total Cost of $21,354 would be reduced 66 2/3% by Federal reimbursement for a total net cost of $7,132. Mleziva stated staff has also requested sanitary toilet seat cover dispensers (six) in restrooms on the third floor.
Norman stated he has attended two recent sessions dealing with security issues and proposed the following activities be considered:
1. Stefan Salmonson, Protective Services, Inc.
A. Security Training Presentation, May 29th - Department Heads, Supervisors, Commissioners
B. Security Audit, $4,000 - $5,000 est.
2. Joran Frankel, Shatterguard
A. Flying glass protection
3. George Demers, Managing Agressive Behavior
A. Workplace Violence Prevention Training - Department Heads, Supervisors, Commissioners
Norman felt it would be advantageous to have a security audit done in order to identify safety issues and address them with an overall view of needs and costs rather than trying to do things piece meal. Norman anticipated a couple of months would be needed to be allowed for scheduling the audit and to receive a written report. Heeter supported Mleziva's request and felt the items listed should be done as soon as possible. She also expressed concern over the cost of conducting a security audit. Norman felt piece mealing items without an overall plan was more costly and may not be addressing the most critical issues. He stated he plans to move ahead with the May 29th Security Training Presentation with funding to come from Employee Enhancement. Mattson favored bringing the audit issue to the full Board for a decision to be reached. Hayes was requested to obtain cost information regarding sanitary seat covers. Helgeson stated the clerical staff in the Sheriff's reception area have safety concerns and the Sheriff's Department is requesting to use the glass from the old Court Services area at an installation cost not to exceed $1,000 to be paid for from building funds. Recommendation: Continue discussion 4-28-03 on Mleziva's request and the funding source for $1,000 to install glass in the reception area of the Sheriff's Department. Hayes to obtain additional information.
Mattson moved to approve the 04-23-03 Building Committee minutes, seconded by Russek. Norman stated he has scheduled the Security Training Presentation for 05-29-03 and the Workplace Violence Prevention Training for 06-12-03. He requested a decision regarding the security audit. Sawatzke questioned performing an audit after money has already been spent on surveillance cameras and the card key system. Norman stated we have addressed some issues, but without an overall plan do not know if the most critical issues are being addressed and if money is being used in the most effective way. There was discussion on the feasibility of having an audit done during remodeling. Heeter moved to revisit the security audit issue when remodeling has been completed, seconded by Mattson, carried 5-0.
The 04-23-03 Building Committee meeting reconvened on 04-28-03. Mattson moved to approve the minutes, seconded by Russek, carried 5-0. A summary of the minutes follows:
A list of estimated soft costs associated with the remodel totaling $578,730 was distributed. Heeter expressed concern that the projected soft costs are beyond the original estimates. Hayes stated decisions need to be reached on some of the items in order for purchase orders to be processed and materials received according to the construction timetable. Norman stated this figure does not include the additional cost for architectural services as a result of Amendment 1 ($37,500) and Amendment 2 ($10,500). Hayes stated there will be requests for furniture modifications which will result in additional cost. There was discussion on the Sheriff Department's request to enlarge two work spaces with a door being removed, and a request for modular furniture for Sgt. Laurent's office at the standard cost of $2,500. A listing of doors for installation of the card access system was distributed. Hayes reported that according to statute the heat pump controls fall under sole source purchasing and do not need to be bid in order to ensure compatibility with the rest of the overall system. Hayes stated the building permit cost was increased from $5,088 to $9,537 due to a sac & wac charge from the City. Heeter felt a letter should be sent to the City in response to the additional charge and suggested a meeting with the City to discuss this along with the fuel surcharge and a number of other issues. Swing and Scott stated they feel the construction schedule is possible but concurred with Hayes that decisions need to be reached on the soft costs to avoid adding days to the project because the County has caused delays. Hayes reported a cost of $4.20 for sanitary seat cover dispensers with a cost of ten cents per tissue cover. There was consensus to install the dispensers in the women's restrooms throughout the Government Center with funding from Building Care. The remaining items in Mleziva's letter were discussed and approved separate from the remodel project with funding from the Capital Improvement Account. The following items on the soft costs list were discussed during the meeting and approved:
#2 Furniture, modular $123,000
Plus Sheriff Department's request above
#3 Voice/Data $136,000
#4 Paging $20,000
#5 Building Permits $9,537
#10 Card Access - 23 doors $51,405
Includes additional 5 doors on third floor
#17 Controls Heat Pumps $65,000
Hayes, Reese and Swing will meet separately to discuss temporary relocation of the VS/CD Office.
A change order was approved to add an automatic reset feature to five electrically operated coiling doors.
Hayes stated a change order would be forthcoming to adjust for the two inch floor discrepancy which was discovered when the wall was removed between C117 and C118. Authorization was given for Scott to work with the contractor regarding the costs to correct the problem.
At today's meeting, Heeter expressed interest in facilitating a meeting with the City of Buffalo regarding issues such as the sac and wac charge for adding a bathroom in the Government Center, a five cent surcharge for City vehicles to fuel at Public Works, etc. Sawatzke stated the County pays for building permits and sac and wac charges just everyone else. Following discussion there was consensus to wait for a response from the City on the letter Fingalson sent regarding the fuel surcharge.
A Committee Of The Whole meeting was held on 04-23-03. Russek moved the approve the minutes, seconded by Sawatzke, carried 5-0.
Review Nuclear Program.
A nuclear exercise will be held this year. Every six years a two-day exercise is held. FEMA will be conducting decontamination training in Rockford on November 17th. On November 18th and 19th they will monitor and critique our exercises. There are stringent Federal requirements for operating nuclear power plants. The Nuclear Regulatory Commission regulates all plants, while FEMA regulates off-site agencies. Plans and procedures have to be developed and regularly updated. By Minnesota law, all expenses are covered by the nuclear power plant. Reese and her staff for the job they do in keeping our nuclear program up to date.
A Deferred Compensation meeting was held on 04-23-03. Sawatzke moved to approve the minutes, seconded by Russek, carried 5-0.
Revised Deferred Compensation Plan
Discussion was continued from the 02-26-03 meeting regarding language dealing with the responsibility for handling funds and reporting to the IRS when a distribution is made. All of the providers provide this service, with the exception of one. Asleson contacted Rider, Bennett, Egan & Arundel, the law firm hired to revise the Deferred Compensation Plan, for their recommendation. According to section 7.3 of the current Plan, the Committee has the right to add or remove custodians. It is their suggestion that the Committee adopt a resolution that all providers not doing the tax work be dropped, and give participants 60 days notice to choose a new provider. Gruber provided information on the number of clients with the various providers. There was discussion on the effect dropping the provider would have on current and retired employees, and that the provider may not be aware the Board voted to establish a trust in 1999. Rather than pass a resolution at this time, the Committee felt it would be best to send a letter to the provider giving them 90 days notice that they will be required to handle reporting and disbursement or may be dropped as a provider, and that during this 90 day period would not be allowed to add new clients. It was the consensus of the Committee to adopt the revised Deferred Compensation Plan. Recommendation: Send a letter to the provider giving 90 days notice of the requirement to handle reporting and disbursements, with no new clients to be added during this period of time. Place the revised Deferred Compensation Plan on the County Board Agenda for approval. At today's meeting Sawatzke clarified the revisions made to the Deferred Compensation Plan were to meet legal requirements.
The Personnel Committee minutes were read and approved at the Human Services Board Meeting.
A Ways & Means meeting was held on 04-23-03. Sawatzke moved to approve the minutes, seconded by Mattson, carried 5-0. It was noted that the bids were approved as part of today's Consent Agenda (Item F.1).
Bid Opening, Seasonal Requirements
The meeting began with introductions and bids were officially closed. A total of twenty (20) sealed bids were opened and presented. Meyer will tabulate the bids for presentation to the Board at the next County Board meeting.
Eichelberg referenced discussion at a recent Quad County meeting regarding the possibility of renting jail space from Sherburne County. There was consensus to send a letter expressing interest in meeting with the Sherburne County Sheriff to discuss renting jail beds. Russek moved to add this item to the agenda for the Committee Of The Whole meeting scheduled for Tuesday, 05-13-03, seconded by Hetter, carried 5-0.
Norman stated that in April department heads were requested to review fees for service and to forward any proposed changes to him by May 1st with the intent that any changes be effective July 1st. Heeter moved to schedule a Budget Committee Of The Whole meeting for 05-13-03, 1:30 P.M. to discuss proposed changes, seconded by Russek, carried 5-0.
Norman stated two Emergency Operations Plan RFP's were received. Following discussion there was consensus to hold interviews with both Elert & Associates and EPTEC. Heeter moved to conduct the interviews at a Civil Defense Committee meeting on 05-14-03, 11:00 A.M., seconded by Mattson, carried 5-0.
At a recent Leadership Team Retreat it was recommended that the Long Range Planning Committee be reconvened. Norman suggested department heads be invited to attend. Heeter moved to schedule a Committee Of The Whole meeting on 05-27-03, 10:30 A.M. to discuss long range planning.
ACS Government Information Ser 3478.66
Advantage Emblem, Inc. 1523,44
Albertville Body Shop, Inc. 2800.00
Albertville City 2001.00
Albion Township 1210.60
All American Towing & Recovery 140.43
American Bio Medica Corporatio 457.87
Ameripride Linen and Apparel 209.37
AMI Imaging Systems, Inc. 26,257.80
Ancom Technical Center 1500.64
Aramark Correctional Services 15,334.56
Arrow Terminal LLC 263.37
Automatic Garage Door Company 105.00
Beaudry Propane, Inc. 1701.87
Big Tyme Collision Center 254.87
BLM Technologies, Inc. 1760.45
Boyer Truck Parts 472.87
BP Amoco 137.57
Budget Printing 735.34
Buffalo Hospital-OTPT Commerci 435.70
Buffalo Transmission 327.79
Buffalo City 4450.00
Bull HN Information Systems 239.63
Cameron, Tim 125.00
Case Credit 313.51
CDW Computer Centers, Inc. 568.40
Cellular 2000 of St. Cloud 191.76
Centra Sota Lake Region, LLC 10,959.60
Chamberlain Oil Co. 838.92
Chatham Township 883.90
Delano City 4900.00
Denn, Franklin 444.64
DLR Group 2571.58
Ernst, Debbie 162.36
Facility Systems, Inc. 1173.65
Force America, Inc. 495.33
Franklin Township 2785.30
Fyles Excavting & Honey Wagon 800.00
Gateway Companies, Inc. 2282.32
Gau, Todd 143.28
GCS Service, Inc. 3058.10
Gould Bros. Chev-Olds 515.87
W Grainger, Inc. 356.71
Gruber, Douglas 131.60
Hance Utility Services, Inc. 324.83
Hanson, Chris 123.84
Hoffman, Todd 342.21
Interstate Battery Sys of Mpls 347.99
Junction Towing & Auto Repair 136.32
Klatt True Value Electric 118.49
Kotila, Doug 100.00
Lab Safety Supply, Inc. 503.85
Lakedale Telephone Company 126.12
LaPlant Demo, Inc. 581.87
Lawson Products, Inc. 189.78
M-R Sign Company, Inc. 353.02
Maple Lake Township 1513.00
Marco Business Products 5057.71
Marlin Leasing Corporation 1069.86
Marysville Township 1515.70
Mathiowetz Construction 25,716.40
Mattson, Richard 180.00
Melvin, Patrick 185.00
Metro Group, Inc., The 702.37
Mid-America Taxidermists 1491.00
Midland Corporate Benefits Svc 721.50
Minnesota Copy Systems 407.98
Minnesota State Bar Assn 270.00
MN Assn of Cty Probation Ofcrs 655.00
MN Counties Computer Co-op 100.00
MN County Attorneys Assn 195.00
Monticello Township 2435.80
Montrose City 500.80
MTI Distributing, Inc. 177.80
Nelson Building & Development 63,745.00
Nextel Communications 109.92
Northern Tool & Equipment Co. 128.82
Office Depot 3043.25
On Site Monitoring 13,555.00
Precision Prints of Wright Co. 121.94
Proven Force 576.51
Record Preservation, Inc. 281.62
Reds Auto Electric 160.91
Royal Tire, Inc. 2511.09
Russek, Jack 223.96
Ruttger's Bay Lake Lodge 1363.60
Servicemaster of St. Cloud, Inc. 5261.10
Setina Mfg. Co., Inc. 272.93
Software House Internatonal In 2961.78
Southside Township 604.40
Specialty Seeds, Inc. 413.00
St. Michael Veterinary Clinic 142.81
St. Michael City 3438.20
State of MN 220.23
Stepp Mfg. Company, Inc. 3404.08
Tires Plus 280.20
Total Printing 562.01
Unger, Larry 129.28
Uniforms Unlimited 225.51
United Rentals Highway Technol 1397.87
University of Minnesota 190.00
Viking Sewer & Drain, Inc. 190.00
Shawna Vollbrecht 125.00
C Walker Trucking 552.00
Wal-Mart Store 01-1577 586.97
West Group Payment Center 476.00
Westside Equipment 1635.20
Wirth, Stewart 288.81
Woodland Township 409.20
Wright County Highway Dept. 27,049.04
Xcel Energy 721.99
Zee Service Company 643.73
Zep Manufacturing Company 307.76
57 payments less than $100 2731.64
Final Total $288,664.74
The meeting was adjourned at 12:57 P.M.