Wright County Board Minutes

JUNE 13, 2006

The Wright County Board met in regular session at 9:00 A.M. with Heeter, Sawatzke, Mattson and Eichelberg present. Commissioner Russek was absent due to the MN Transportation Alliance Fly In.

Eichelberg moved to approve the minutes of 6-06-06, seconded by Mattson. Mattson referenced Consent Item A3, “Authorize Change To 5-24-06 Building Committee Minutes To Reflect Correct Cost For Shelving Units, Sheriff Storage Cage.” Mattson said the change to the minutes clarified the cost for the shelving units. The motion to approve the 6-06-06 County Board Minutes carried 4-0.

Petitions were accepted to the Agenda as follows: Item For Consid. #3, “Joint Meeting With Board of Education On 6-20-06” (Norman). Heeter removed the following item from the Agenda and referred it for approval at a future meeting: “Committee Of The Whole Minutes.” Sawatzke moved to approve the Agenda as amended, seconded by Eichelberg, carried 4-0.

On a motion by Mattson, second by Eichelberg, all voted to approve the Consent Agenda:

A. ADMINISTRATION

1. Performance Appraisals: A. Bixby, M. Ruzicka, Aud./Treas.; L. Anderson, Bldg. Maint.; J. Corrigan, G. Stonelake, Hwy.; H. Gillham, S. Kunkel, Sheriff.

1. O/T Report, Period Ending 6-02-06.

2. Authorize Change To 5-24-06 Building Committee Minutes To Reflect Correct Cost For Shelving Units, Sheriff Storage Cage.

4. Refer To Building Committee Use Of Conference Room By Outside Groups.

B. AUDITOR/TREASURER

1. On Sale Liquor License Renewal: Silver Springs Golf Course (Monticello Twp.).

2. On/Off Sale Liquor License Renewals: Lake Center Bar & Grill (Corinna Twp.) & Smokin’ Joe’s Roadhouse (Silver Creek Twp.).

A. SHERIFF

A. Authorization To Draw $100.00 From Drive Wright Fund To Be Used For Petty Cash Fund For Drive Wright Classes.

Bob Hiivala, Auditor/Treasurer, brought forth discussion on a County Ditch 33 drainage petition received from the City of Monticello on behalf of Hidden Forest/Niagara Falls Developments. Brian Asleson, Chief Deputy Attorney, said the petition requests the outlet of stormwater into Ditch 33, impoundment of ditch waters, and transfer of a portion of the Ditch to the City of Monticello. All three requests require a public hearing, publication, and notice to the owners on the Ditch. Sawatzke moved to schedule a Public Hearing on 7-25-06 at 10:00 A.M. for the purpose of reviewing the petition from the City of Monticello to outlet stormwater into Ditch 33, for the impoundment of stormwater, and the transfer of a portion of the Ditch to Monticello. The motion was seconded by Mattson and carried 4-0.

Hiivala distributed copies of the State Demographer 2005 Population Estimates (preliminary). Last year, the copies were not distributed until July when they became official. However, enough questions occurred last year as to the accuracy of the figures that Hiivala felt they should be distributed earlier this year. This will provide the Board an opportunity to work with local municipalities to challenge the figures if so desired. Copies were also distributed reflecting the 1990, 2000, and 2004 estimates. It was clarified that this was provided as an informational item and that the report is not official until July.

The claims listing was discussed. Mattson referenced a claim on page 10, ACT Electronics, Inc. ($841.52) for traffic counters. He stated the traffic counters used by the Sheriff Department provide more information than a regular counter. The Highway Department also uses traffic counters. He questioned the purchase of additional counters for the Parks Department. Hiivala responded that the purchase is for two traffic counters to replace broken ones. Mattson referenced a claim on page 7 to the Wetterling Foundation ($440.94). He researched the claim and found it was for payment for speakers who were hired. On a motion by Mattson, second by Sawatzke, all voted to approve the claims as listed in the abstract, subject to audit.

Brenda Postels has worked as the Master Gardener Program Coordinator through the Wright County Extension Office for the past two years. She reported there are 50 Master Gardeners in Wright County this year who have been trained through the University of Minnesota as volunteers in horticulture. They are required to complete 48 hours of course work through the University, taught by experts in the relative fields. They have direct access to these experts to answer questions. As part of the program, the Master Gardeners agree to volunteer time in lieu of payment. The first year, they are required to provide 50 hours of volunteer service to residents and 25 hours per year thereafter. In 2005, the Master Gardeners provided over 1,834 hours of service in Wright County, reaching over 5,500 adults and 3,100 children. They also took 456 hours of advanced training to further their education. The Master Gardener phone line received over 600 calls in 2005. The Master Gardeners also participate in a variety of other activities, including assistance with nature programs, Camp Friendship, seminars, 4-H judging, Big Woods Garden Center, County Fair, Buffalo Days, Fishing Clinic and teaching about the environmental benefits of planting native plants. This was provided as an informational item.

Gary Torfin, Jail Administrator, brought forth discussion on Jail Work Release Fees. Legislation was enacted that prevents Wright County from collecting Jail Work Release Fees if Pay for Stay Fees are being collected, effective 7-01-06. His original request was to increase the Jail Work Release Fees to $20 to be consistent with Pay For Stay Fees. Upon further research, his request has been modified to instead drop the Work Release Fee altogether. The projected revenue from the Work Release Fees in the 2006 budget is $50,000. Through April, the amount collected was 60% of this projected figure. With collections through May and June, Torfin felt the amount collected would be close to budget. In upcoming budget cycles, this line item should be eliminated. The Work Release Fee was in existence prior to the Pay For Stay Fee. When the Pay For Stay Fee was implemented, both were collected (Work Release was paid up front and Pay For Stay was billed). Torfin felt the Pay For Stay Fee will now be collected up front for those participating in the Work Release Program. Discussion followed on increasing the cost of the fee. Torfin stated there is no limit on the Pay For Stay Fee other than limiting it at the actual prisoner costs. Sawatzke said that cost is well above the $20/day. He felt consideration should be given to increasing the fee. Torfin responded that if the fee is increased, the County would probably need to look at a sliding fee schedule based on ability to pay. The decision to leave this fee at $20 is based on a reasonable figure they could anticipate collecting. Increasing this fee will be discussed during upcoming budget sessions. On a motion by Mattson, second by Eichelberg, all voted to remove the Work Release Fee from the County’s Fee Schedule, effective 7-01-06.

Marc Mattice, Parks Administrator, updated the Board on the Otsego Park Trail Project. On 4-25-06, the County Board discussed costs related to the project. The overlay portion of the project was completed on 6-07-06. Due to corrections which needed to be made on site, the total cost of the project was exceeded by $8,806.04 (bid at $58,531.35). Mattice explained that additional saw cutting was required and additional bituminous had to be removed from the site. Shouldering/seeding of the trails still needs to be completed by the Parks Department.

Mattice provided an update on the CSAH 17 and CSAH 12 trail grant applications, which were applied for in February, 2006. The first relates to the CSAH 17 trail project which is for the second half of the Delano Luce Line Trail project. At a future Board Meeting, Mattice will present environmental documentation and a resolution for approval. The second grant was for the CSAH 12 trail project. Mattice said Wright County previously applied and received the grant. The project was pushed back a couple of years and an extension was granted. Another extension was granted last year. That portion of the project carried the trail to 15th Street. The completion of the portion from 15th Street to the City of Buffalo has been pushed back to 2009. Mattice said the remainder of the funding was requested through another grant cycle. Both grants have received preliminary approval. Mattson referenced problems associated with the highway and trail projects. He did not feel the road and trail could be constructed for the anticipated cost. He said the road is now being moved because of the trail. Neighbors are concerned with the project. Mattice responded that he is basing costs on what was provided to him by the Highway Department. This was provided as an informational update.

A Detention Committee Of The Whole Meeting was held on 6-06-06. Sawatzke moved to approve the minutes and recommendations, seconded by Mattson, carried 4-0:

Discuss Contract With KKE Architects. KKE agreed to many of the changes outlined in the draft AIA document sent to them for review. Areas which were pointed out and may still require resolution include:

• The County’s proposed language includes KKE guaranteeing that the main people working on the project will be present for the duration of the project. The response from KKE was that they could not assure the performance or presence of subcontractors including mechanical engineers.

• The standard AIA document reflects architect ownership of the drawings. Wright County proposed for the County to own them. KKE responded that County ownership would be contingent upon payment in full and that ownership would be shared. The drawings would not be reused for another client. It was the consensus that the drawings could be utilized for other jail designs but it was important to assure that Wright County would have full access to them.

• Article 1.5, Compensation. The draft documents reflects, “For schematic design services, the draft calls for the hourly fee not to exceed a maximum of $195,650 plus reimbursable expenses not to exceed $15,000. For the basic services beyond the Schematic Design, a fixed fee based on 6.5% of the total construction but approved by the County at the completion of Schematic Design, less the fee paid for Schematic Design services.” Norman said there will be a contingency amount set aside for change orders which will be included in the overall construction budget but not in the bids. The document further states, “A fixed fee will be billed monthly based on percentage completion of each phase. Authorization to proceed with each phase is dependent upon County’s approval of the preceding phase. Fee for each phase will be calculated as follows: Design Development-25% of total fixed fee; Construction documents-50% of total fixed fee; Bidding & Contract Negotiation-.05% of total fixed fee; and Construction Administration-20% of total fixed fee.”

• Article 2.6.6.5. Project Completion. The draft document reflects, “The Architect shall assist in providing post construction issue resolution and warranty enforcement. This shall be done at no additional cost to Owner, unless otherwise agreed to by the parties in writing. Such adjustment to Architect’s compensation shall not be unreasonably withheld.” Asleson indicated that the Architect would seek compensation for resolution on larger items.

• Gravel Mining. Heeter felt a precise site for the Jail needed to be determined so gravel mining can occur prior to the projected groundbreaking of Summer/Fall, 2007. Torfin was in contact with Steve Meyer, Highway Department, who indicated that gravel mining of the site will not be a problem. The land is rented for the 2006 crop year. Gravel will need to be removed from the site (including parking lots, roads) prior to project commencement.

Recommendation: A Contract Task Force was established. The Task Force members will include Asleson, Torfin, Heeter and Sawatzke. The group will meet on 6-13-06 at 1:00 P.M. and will review the RFP and AIA documents.

Discuss RFP For Construction Management Services. Copies of a draft RFP were distributed (attached). With the exception of Section 3, Scope of Work, the language is almost verbatim to the AIA document for owners and construction managers. Item II does not reflect a completed timeline of the project and will be dependent upon start of construction. Asleson reviewed the document and minor language changes were made. Page 13, Item 9, of the document requests a detail estimate of the fee structure based on a $30 million construction cost project. This figure was used as opposed to total cost. The fee schedule will need to be discussed during the interview process. Those interviewed will be asked to delineate what services they will provide during each phase of the project, similar to what was done with the architect RFP. The criteria for the level of authority relating to change orders will need to be established and could be inserted into the contract document.

Recommendation: Minor changes will be made to the RFP for Construction Management Services. The document will be mailed to those companies who have been in contact with the Administration Office. RFP’s must be received by the Wright County Administration Office by 4:30 P.M. on 7-07-06. Interviews will be conducted on 7-31-06.

Sawatzke moved to cancel the 7-04-06 County Board Meeting due to the 4th of July Holiday. Government buildings will be closed that day. The motion was seconded by Eichelberg and carried unanimously.

A Joint Meeting will be held with the Buffalo Board of Education on 6-20-06 at 11:00 A.M., Wright County Board Room. It was the consensus that the Agenda will include: 1) Mental Health Program; 2) Transportation; and 3) Future School Sites. The Board of Education will be contacted to determine whether they will would like to add additional items to the Agenda.

Bills Approved

Brian Abrahamson. $226.51

Act Electronics Inc. 841.52

American Messaging 627.08

Ameripride Linen /Apparel 470.27

AM Imaging Systems Inc. 225.00

Ancom Technical Center 3,925.43

Annandale Rock Products 783.28

Aramark Correctional Serv. 5,046.98

Kirk Asplin Oil Company Inc. 102.80

B & D Plumbing & Heating 1,008.00

Joe Backes 170.43

Bauerly Brothers Co. 1,153,692.45

BLM Technologies Inc. 1,365.99

Buff ‘N’ Glo 228.00

Buffalo Hosp.-Otpt. Comm. 462.96

City Buffalo 31,097.70

Business Ware Solutions 782.71

Climate Air 8,247.21

Cokato Equipment Inc. 4,756.71

Comm. of Transportation 814.74

Culligan of Buffalo 215.29

Dental Care Assoc. of Buffalo 537.00

Sean Deringer 399.98

Diversified Prod. Develop. 834.78

E-Z Flush 705.20

Elk River Ford 223.65

Wayne Fingalson 662.95

Flanagan Sales Inc. 917.23

Fyles Exc. & Honey Wagon 2,491.00

Gateway Companies Inc. 339.74

Janet Gholson 194.91

Raymond Glunz 200.00

Goodpointe Technology 2,250.00

Gordys Foods 287.98

Greystone Const. Co. 391.00

H & H Sport Shop Inc. 154.00

Hancock Concrete Products 2,247.68

Denny Hecker’s Monti Ford 21,017.60

Amy Hertzog 299.93

Hewlett Packard 5,361.21

Holiday 9,758.11

Interstate All Battery Ctr. 182.12

Pete Jonas 175.00

Jason Kramber 399.98

Lakedale Telephone Co. 334.47

Loberg Electric 1,900.67

M & M Express 327.92

M-R Sign Company Inc. 594.04

MASYS Corporation 2,628.87

Mathiowetz Construction 98,759.92

Richard Mattson 157.98

Menards- Buffalo 318.88

MN Board of Aelslagid 120.00

MN Supreme Court 872.00

Morries Buffalo Ford Merc. 4,287.93

Bernie Munsterteiger 7,997.09

Nextel Communications 1,717.03

Office Depot 914.11

Onyx Waste Services Inc. 370.38

Lynn Peavey Company 207.80

Photo 1 695.34

Powerplan OIB 3,620.11

Prosource 7,155.00

Redstone Const. Co. Inc. 124,242,30

RS Eden 7,251.75

Pat Sawatzke 754.45

Tammi Solarz 172.22

Stepp Mfg. Co. Inc. 287.55

Tires Plus 453.65

Total Printing 446.79

Tri-Co Tree Movers 960.00

Truemen Welters Inc. 1,783.88

Uniforms Unlimited 109.96

United Rentals Hwy. Tech. 142.18

United States Plastic Corp. 113.38

Verizon 262.07

Shawna Vollbrecht 125.00

Waste Management TC West 769.68

Weather Watch Inc. 1,920.00

Westside Equipment 264.08

Westside Wholesale Tire 190.89

Jacob Wetterling Foundation 440.94

Wheeler Lumber Operations 703.97

Wright Co. Journal Press 254.08

Wright Lumber & Millwork Inc. 202.19

Wright Soil & Water Cons. 211.48

42 Payments less than $100 1,814.69

Final total $1,541,998.83

The meeting adjourned at 9:45 A.M.

Published in the Herald Journal July 3, 2006.