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Wright County Board Minutes
JULY 29, 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 7-22-03, seconded by Mattson, carried 5-0.
Petitions were accepted to the Agenda as follows: Item For Consid. #6, "E-Mail & Voice Mail Concerns" (Mattson); Item For Consid. #7, "CROW" (Russek). Russek moved to approve the Agenda as amended, seconded by Heeter, carried 5-0.
On a motion by Heeter, second by Russek, all voted to approve the Consent Agenda:
1. Performance Appraisals: S. Stein, Ct. Admin.; P. Johnson, T. Merwin, P. Palmer, A. Peterson, C. Torkelson, Sheriff.
2. Refer To Building Committee Jail Window Modification Update.
3. Refer To Building Committee Request From Sheriff Department To Add Ventilation To Evidence Storage Room, $6,180.
4. Approve Proposal Request No. 10, Additional Voice/Data Receptacles, $10,715.
1. Approve Abatements, PID #105-024-002010, 105-024-002020, 105-024-002030, 105-500-341410, 105-500-341400, and 105-500-341415, The Cokato Charitable Trust (City of Cokato).
1. Claim, MFRA, $3,504.40-June Services (Sewer District).
1. Approve & Sign Satellite Office Agreement Between Wright County & Secretary Of State's Office.
1. Refer To Ways & Means Committee Discussion RE: Firearms Training Facility Options.
Kerry Saxton, SWCD, provided an update on Ditches #10 & #33.
Ditch #33: Saxton previously forwarded a letter to the Auditor/Treasurer outlining his findings and recommendations, a copy of which the Board reviewed at today's meeting. Saxton viewed Ditch #33 last week and found a 150' gully back into the field due to heavy rainfall. A portion of the gully has intersected the tile and the tile now has failed for five lengths. As outlined in the letter, Saxton suggests option #4 which calls for digging up the existing tile a short distance in the field. An open ditch would be dug to the tile to look for increased flow, which may also indicate damage to the existing tile. A decision would then be made to either repair the tile or install new up to 90th Street. The water in this area has decreased over the past two weeks by drainage from the surface ditch to the field. Sawatzke moved to authorize Saxton to proceed with repairs and research on the Ditch to see where the problems are, as he sees appropriate. Saxton is to work with Sawatzke, Gruber, Hiivala, and Asleson. The motion was seconded by Russek and carried 5-0.
Ditch #10: Saxton viewed the Ditch and found it was dug deeper and wider than in the past. This was not confirmed by survey. The area dug is flat and the control will be the culverts. A lot of sediment is flowing downstream. Saxton's recommendation was to require the responsible individual to re-slope the ditch banks to what was called for in the original plans for the ditch or 2:1 slopes, and seed and mulch the area. Saxton said if spoils are taken out of the ditch more than needed and spread on a wetland, it could constitute a violation. At this point, he did not feel it was enough to take action. If the same thing were done on the south side, it would be a violation. Asleson will send a letter to the landowner outlining the requirements.
Bob Hiivala, Chief Deputy Auditor, provided the 2002 Population and Household Estimates as prepared by the MN State Demographic Center. Also included was a comparison of Wright County populations which was compiled by Auditor staff. This was provided as an informational item. Russek noted that the figures for Franklin Township were incorrect. Franklin Township has appealed but received no response.
Russek moved to approve the request for purchase of a tax forfeit parcel by Rockford Township, PID #215-100-242103, seconded by Heeter, carried 5-0.
Brian Asleson, Chief Deputy Attorney, and Saxton met with Monticello City representatives and Bruggeman Homes to discuss the Wild Meadow development and removal of acreage from the Ditch #33 drainage area. The request was first presented to the County Board last March and a Public Hearing was held on May 6th. The main concern was acreage to the north of the development (Tyler East) draining through the northeast corner of the subject property to a Ditch 33 drainage area. Tyler East has never been assessed for benefits on Ditch 33. The developer and City have worked out an arrangement for Tyler East to drain to the Gillard Ave. Storm Sewer, therefore only the NE and SE corners will drain to Ditch 33. Those two areas have been donated to the City for parkland and will remain as benefitted areas on the Ditch. Statute requires a public hearing (already held), for the County Board to make findings that the drainage no longer flows to Ditch 33, and for the County Board to make an order if they so find this to be the case. Asleson distributed a draft order but noted that the number of acres in the draft is incorrect.
Present for discussion were Phil Elkin-WSB, John Simola-Monticello Public Works Director, John Wingard-Mahone Surveying & Engineering, and Mark Gergen-Bruggeman Homes. It was confirmed that a good portion of the pond is made up of runoff from the Tyler East Addition. Tyler East is located in the Township. Sawatzke referenced erosion on the Mississippi River and directing additional water flow there. Gergen stated water will be directed into the pond prior to overflowing into the intake for the River. The pond capacity has been increased two feet. With the improvement, it is proposed to remove the drain tile in the center of the proposed development which runs to Ditch 33.
Discussion led to the development areas marked in red on the developer's map. The development on the eastern edge will allow for drainage on the back half of the properties to the drain tile system. The City has requested that the developer move as much water as possible away from the drain tile line and the area will be graded to accomplish this. Sawatzke voiced concern with private properties relying on the ditch, especially when the tile system is 90 years old and may be 80-90% plugged. Wingard said the City worked with them on a sand infiltration bed system (200' x 50' with 2' sand). The drainage will flow through this area and hopefully soak into the ground. Elkin stated calculations were run and the design will take 8" of rain in 24 hours without water coming within one foot of the level of the homes. There is also a low point in Haug Avenue which is a couple of feet lower than those homes. The water will pond and run over the street before it would reach the homes. Sawatzke referenced the recent flooding problems in Albertville. He inquired whether the homes in the proposed development could be shifted to the west to alleviate this potential problem. Elkin said that the area will be well defined with vegetation. If 8" of rain were received, he said the water would reach the 932' contour. The overflow is at 934' which is 10'-15' lengthwise from the structure.
Saxton said this should become a nicer wetland complex than what currently exists with the raising of the pond by 2'. He felt the infiltration basin could handle the 8" storm, but problems could occur if the tile fails. Repair of the tile would then be required. The City would be a part of the ditch system and they could petition the County for repair. The proposed development does remove water off the ditch system and the system is still functioning to some degree. He did have concern if the storm sewer pipe would plug, but felt the City could manage monitoring that situation. He favored the houses being built at a higher level. The storm sewer pipe is approximately one-half mile from the development to the River.
Discussion followed on potential ditch repair. Simola said it would be unlikely that the City would request ditch repair. The City has pumping capabilities and a storm sewer. They could pump into the large pond system. He said the developer is paying the assessments for the development to the north. He was unsure how the ditch regulations would work, but felt the City could elect to being the responsible party and assess back to property owners. He said almost 100 acres of water will be removed from the Ditch system. Asleson will review assessments with the Auditor. Sawatzke noted that dry properties do not pay ditch assessments. The southern area of the development includes a small catch basin in a low area where a large diameter of pipes drains the freeway. Sawatzke requested a letter from the City indicating they will be the benefitted property owner, and they could then divide the assessments out if desired.
Asleson will correct the draft order to reflect the correct acreage to be removed from County Ditch #33. He felt he may remove the acreage listed and refer to an attached map. There may be costs pending associated with previous ditch repair, but from the date the Board approves the request, assessments would not apply except to those on the ditch.
Sawatzke moved to request Asleson to work with the Auditor to bring back a revised order for Board approval at the 8-12-03 Board meeting. Conceptual approval of the request is included with the motion, but nothing will be official until the Board takes action. The motion was seconded by Mattson and carried 5-0.
A three-year term expiration has occurred for a seat on the Clearwater River Watershed District Board of Directors effective 8-13-03. The Auditor's Office has run advertisements for the position, with an application deadline of 8-8-03. Hiivala said the position is held by John S. Tracy. Hiivala was directed to inform Tracy that he is eligible to apply for the open position. The Board is required to advertise for the open position and will determine how to proceed with the applications after 8-8-03.
On a motion by Russek, second by Heeter, all voted to approve the claims as listed in the abstract, subject to audit.
A Building Committee Meeting was held on 7-23-03. Mattson moved to approve the minutes, seconded by Heeter, carried 5-0:
Discussion RE: Museum Expansion. Bonk explained that ten years ago, an expansion was proposed on the north side of the Historical Society. The original building was constructed to allow for access at two different ends. In 1998, the expansion was revisited. The choice was made to improve the working conditions for staff and add a sprinkler system throughout the facility. A layout for the current expansion request was distributed (attached). The plan calls for two separate additions to the north connected by a mechanical room. The larger (52 x 60) would be used for exhibits. The smaller (40 x 50) would be a meeting room with cabinet storage areas. Neither of the additions would be climate controlled, requiring a mechanical room with a separate heat/air conditioning unit. The existing lobby would then be used for those exhibits which require a climate controlled environment. Approximately $200,000 was earmarked from the bond proceeds for this project. Cost estimates are at $65/sq. ft. or approximately $332,000. This will not include items such as security and soft costs. Discussion involved the possibility of adding the smaller building only at this time due to funding limitations. Bonk inquired what the future outlook was for adding the other building. It was explained that due to budget cutbacks, this was unknown. Norman said the bonds were issued with certain projects in mind. Beyond that, there is not a Capital Improvement Plan to indicate what would be accomplished in the next five years. Grants and donations were discussed. Bonk explained that the Historical Society is in a unique position as all items are County owned. It is hard for the Historical Society to obtain donations for a County improvement. A $48,000 grant was received for shelving, which requires a $55,000 match from other sources. Recommendation: Bid the meeting room/mechanical room as the base bid and the exhibit room as an alternate. The mechanical room should be sized so it can accommodate future expansion. Upon approval by the County Board, the Architect will be contacted to proceed with the bid process. The Architect should provide the time line for design/development, bid specifications, and the bid opening date. The Architect should also forward to the County a proposal for services and a contract document.
Request From Sheriff For Conference Room Furnishings. The request is for conference room furnishings for the recently remodeled C117 and C118 and also for an additional conference room in the Sheriff's Annex. C117 and C118 will be used for Sheriff Department training and meetings and for use by other departments. The existing furniture consists of 30 plastic chairs and various sized tables. The proposal is for purchase of furniture for both rooms at a cost of $22,795.00 (plus tax). C117 and C118 would be furnished with modular furniture (42 chairs plus tables). The smaller conference room would be furnished with a modular table system to accommodate 8 people. The quality is similar to that of the 4th Floor Conference Room. It was estimated that the cost of the furniture in the smaller conference room would be $3500.00 (plus tax). Prices include freight and installation. Discussion involved use of C117 and C118 by other departments to alleviate some of the congestion problems associated with booking the Community Room. Also discussed was the chair quality. Norman questioned the difference in cost from the Community Room chairs to those proposed. The Community Room chairs cost $80/each. The proposed chairs will cost $328.00 for the office grade chairs (20 chairs) and $198.40 for the stacking chairs (22 chairs). Hayes explained that the chairs currently in C117 and C118 are better quality than those in the Community Room. It was felt that the proposed furniture will provide quality and will accommodate various room setups. Heeter requested a copy of what is proposed and what has been expended for soft costs. Norman explained that Hayes would be able to provide an estimate of what has been spent but the actual expenditures would have to be provided through a report from the Auditor. Recommendation: Approve request for C117 and C118 with funding from Fund 34. Approve request for smaller Sheriff conference room with funding from the Sheriff's Furniture & Equipment line item. Hayes to provide the estimate of soft costs to Norman, with copies being provided to Heeter and Mattson. The existing furniture from C117 and C118 will be used for the two new conference rooms being created through remodeling.
Annex Building, First Floor Flooring. Quotes were received from Kjellberg's ($9,054.00), Neil's Floor Covering, Inc. ($14,576.00) and Land of Lakes Tile Co. ($16,050.00). The quotes are for quarry tile. Hayes recommended the quote from Kjellberg's which would include the entrance and hallway. Tile color was discussed. It was the consensus to proceed with the quarry tile price group 2 tile at an additional cost of $448.00, bringing the total to $9502.00 plus tax. The cost includes removal of the existing flooring. This will add to soft cost expenditures as the County declined Alternate 8. Recommendation: Approve quote from Kjellberg's at a cost of $9502.00 plus tax. Two tile colors will be used in the hallway in order to highlight the counter areas in front of Planning & Zoning, License Bureau and Information Technology. A tread design tile will be used in the entrance/stair areas. Funding from Fund 34.
A Deferred Compensation Committee Meeting was held on 7-23-03:
Discuss Funds Dispersal Methods. Zumbusch Weber Sundman Financial Services is requesting to be approved as a vendor for the 457 Deferred Compensation Plan. They are licensed with Ameritas, one of the current providers with the County. They expressed interest in the possibility of MetLife being added as a future provider in the event they are approved as a vendor. It was clarified the County's requirement of 25 new employees being signed up before a new provider can be added means 25 employees who are new to the Deferred Compensation Plan.
There was discussion on the method of dispersing funds and reporting to the IRS. All of the current vendors, except one, disperse funds directly to the employee. At the 4-23-03 Deferred Compensation Meeting the Committee recommended this vendor be given 90 days notice of the requirement to handle the tax reporting and disbursements, with no new clients to be added during this period of time. Asleson and Norman will draft a letter to be sent to the vendor with the 90 day notification. David Zumbusch stated it is his understanding Ameritas does disperse funds directly to employees, but has been unable to obtain specific information regarding the Wright County accounts as they are not the vendor. Zumbusch will provide Dick Norman with the number of the individual he has been in contact with at Ameritas in order to discuss with the provider the other vendor's opinion that the County must disperse the funds and do the tax reporting. The Committee felt there needs to be clarification regarding the funds dispersal issue, as well as input from the Auditor/Treasurer's Office regarding paperwork implications before making a decision regarding Zumbusch Weber Sundman Financial Services' request to be added as a vendor. Recommendation: Asleson and Norman to proceed with sending a letter to the vendor giving 90 days notice of the requirement to handle reporting and disbursements, with no new clients to be added during this period of time. Pursue clarification from Ameritas regarding direct dispersal of funds.
At today's Board meeting, an update was provided. Theis and Dougherty were sent a letter and have responded that Ameritas will follow the procedures that the County deems appropriate. Research of previous Deferred Compensation Minutes has shown that the number of new employees required may be 20. Mattson moved to schedule a Deferred Compensation Committee Meeting for 8-12-03 at 8:30 A.M. The purpose of the meeting will be to clarify the number of employees required and whether that figure applies to the plan or the local agent. The meeting will be held in the Administration Conference Room. The motion was seconded by Heeter and carried 5-0. On a motion by Sawatzke, second by Heeter, all voted to approve the minutes as presented.
A Personnel Committee Meeting was held on 7-23-03. Sawatzke moved to approve the minutes, seconded by Mattson, carried 5-0:
Replacement For Child Protection Social Worker. (Human Services Board item)
Replacement For Child Support Officer. (Human Services Board item)
Replacement For Accounting Technician. (Human Services Board item)
Replacement For Custodian . Recommendation: Approve request to fill vacant position.
Heeter was contacted by the Buffalo Mayor indicating that the City is interested in meeting on growth issues and the Bison Boulevard stoplight. Heeter will respond to the City and School Board with the dates of 9-11-03 or 9-17-03. When a specific time has been selected, Heeter will bring this forth for Board approval.
The Mid-MN Mississippi River RC&D Council draft Bylaws were laid over from the last meeting to allow the County Attorney's Office review of the document. Asleson said he contacted Larry Nelson with several questions but has not had a response back from him. Mattson moved to lay this issue over until such time as Asleson deems appropriate, seconded by Russek, carried unanimously.
Norman presented the draft 2004 Budget Committee Of The Whole Schedule for review. A change may be required on 8-25-03. The meeting is schedule to begin at 10:30 A.M., but may move up to 9:00 A.M. if the Board desires to meet with more departments a second time. Mattson moved to approve the schedule, seconded by Heeter, carried 5-0.
Sawatzke noted that with the approved Budget Committee Of The Whole schedule, the Board is scheduled to address the Sheriff/Corrections budgets on 8-11-03. The issue of the Jail Clerk was recently referred to the 8-13-03 Personnel Committee meeting. Sawatzke felt it would be more appropriate for the entire Board to address the request on 8-11-03. Norman said the request of the Sheriff is to hire for the position in 2003. Sawatzke responded that the Board will first have to decide whether to fund the position in 2004. Sawatzke moved to refer the Jail Clerk item to the Budget Committee Of The Whole Meeting on 8-11-03, for discussion as part of the Corrections budget (instead of to the 8-13-03 Personnel Committee). The motion was seconded by Heeter and carried 5-0.
Mattson moved to adopt Resolution #03-54 approving a Speed Zoning Resolution for a section of CSAH 19 from the South County Line @ CSAH 20 in the City of Hanover to CSAH 39 (9.3 Mi.) and for a section of CSAH 8 from the South County Line to TH 12 in the City of Waverly (6 Mi.). The motion was seconded by Russek and carried 5-0 on a roll call vote.
Due to a recent incident with an employee not responding in a timely manner, Mattson proposed a policy which would require employees to check their E-mail and Voice Mail upon arriving to work so the general public is responded to promptly. It was the consensus that Norman should bring this issue forth at the Leadership Team Meeting to discuss any internal policies with Department Heads.
Russek was unable to attend the 7-3-03 meeting for the CROW but referenced a sample resolution which was forwarded from Sibley County asking for counties to support a Phase II grant application for implementation. Also included was a schedule of payments if Wright County continued to be a member of the group in 2004. That issue will be discussed during budget sessions. Russek moved to direct Asleson to draft a resolution for review at the next Board Meeting. The motion was seconded by Mattson and carried 5-0.
AAA Striping Service, Inc. 79,380.07
Advantage Water Conditioning 175.84
Albertville Body Shop, Inc. 3738.09
Albion Township 1219.00
Ameripride Linen and apparel 209.37
Ancom Technical Center 510.92
Annandale City 1047.80
APEC Corporation 239.17
AT&T - Universal Biller 4182.39
Automatic Garage Door Company 188.40
B&D Plumbing and Heating 1059.00
Barker, Bob, Co. 599.42
Buffalo Quality Feed Mill 754.60
CADD Engineering Supply 550.49
Carver County Treasurer 145.00
CDW Computer Centers, Inc. 218.98
Center Point Energy 1047.67
Centra Sota Lake Region LLC 16,008.51
Chamberlain Oil Co. 1712.16
Climate Air 326.20
Cokato City 1186.00
Commissioner of Transportation 540.00
Corinna Township 1093.00
Delano Eagle 1031.50
Department of Public Safety 120.00
East Central Regional Juvenile 7172.00
Franklin Township 2692.00
Gale-TEC Engineering, Inc. 7378.45
Gau, Todd 133.56
Grafix Shoppe 153.36
Hardings Towing 330.16
Hillyard Floor Care Supply 485.94
Interstate Battery Sys of Mpls 152.42
Kinderprint Co., Inc. 349.05
KNR Communications Services In.
Kris Enginering, Inc. 201.42
LaPlant Demo, Inc. 562.07
Lawson Products, Inc. 460.40
M-R Sign Company, Inc. 1398.18
Maple Lake Township 1690.90
Marco Business Products 2804.36
Marlin Leasing Corporation 1069.86
McCombs Frank Roos Associates 3504.40
MCP Carstar Collision Center 985.44
Metro Group, The, Inc. 2446.57
Mid-America Business Systems 599.00
Mid-Minnesota Hot Mix, Inc. 79,716.25
Midland Corporate Benefits Svc 750.75
Midway Iron & Metal Co., Inc. 235.74
Midwest Contracting LLC 2020.00
MN Counties Computer Co-op 1240.00
MN Transportation Alliance 1500.00
Monticello Ford Mercury, Inc. 180.21
Montrose City 578.00
MTI Distributing, Inc. 600.46
Munson Lakes Nutrition 199.26
National Camera Exchange 2763.50
Office Depot 629.87
Omann Brothers, Inc. 15,180.80
On Demand 2810.43
On Site Monitoring 10,982.00
Peavey Company, Lynn 393.40
Phillips Petroleum Company 180.26
Pioneer Rim & Wheel Co. 915.15
Record Preservation, Inc. 144.56
Reds Auto Electric 223.19
Reed Business Information 136.50
Retrofit Recycling, Inc. 5159.72
Rockford Township 2556.70
Royal Tire, Inc. 3829.30
Sheriffs Youth Program of MN 531.08
Shoplifters Alternatives 2289.28
South Haven City 740.40
Specialty Seeds, Inc. 1034.47
Sprint-Local Telecom Division 158.63
St. Cloud Times 169.00
Star Tribune 397.80
State of MN-Info Tech Div-Dale 223.47
Stationers, Inc. 461.74
Total Printing 274.77
Unique Photo 576.00
Veit & Company 18,740.00
Verizon Wireless 427.00
Viking Coca-Cola Bottling Co. 129.75
Wal-Mart Store 01-1577 578.71
Waverly City 505.05
Woodland Township 464.20
Wright County Highway Dept. 892.79
Wright-Hennepin Electric 2417.40
Xcel Energy 1912.18
Ziegler Cat 2778.11
30 payments less than $100 1652.04
Final Total $330,300.79
The meeting adjourned at 10:45 A.M.