WRIGHT COUNTY BOARD MINUTES
SEPTEMBER 4, 2007
The Wright County Board met in regular session at 9:00 A.M. with Heeter, Sawatzke, Mattson, Russek and Eichelberg present.
Heeter moved to approve minutes of 8-28-07, seconded by Eichelberg, carried 5-0.
Eichelberg moved to approve the Agenda as presented, seconded by Mattson, carried unanimously.
Heeter moved to approve the Consent Agenda, seconded by Eichelberg. Mattson referenced Item C1, “Highway, Approve Agreement With Xcel Energy Regarding Relocation Of Transmission Line Along CSAH 17” and inquired about the $50,000 cost. Russek replied this was the entire cost to move power poles. Brian Asleson, Chief Deputy Attorney, explained that this was a negotiated amount with Xcel Energy. The dispute related to there not being recorded easements for ROW on CSAH 17. The motion carried 5-0 to approve the Consent Agenda:
1. Performance Appraisals: P. Terveer, Aud./Treas.; V. Klemz, E. Knoop, J. O’Dowd, Sher./Corr.
1. Approve Abatement, PID# 118 212 003010, Nathan Lerfald. (City Of Otsego).
2. Approve Abatement, PID# 118 038 001110, Steven And Kayleen Forslund. (City Of Otsego).
1. Approve Agreement With Xcel Energy Regarding Relocation Of Transmission Line Along CSAH 17.
1. Authorize Signatures On The FEMA Approved Wright County Response Plan And The New State Of Minnesota REP Grant Contract For Wright County And The City Of Monticello.
1. Request To Allow Probationary Sheriff’s Communication’s Employee Unpaid Personal Leave For Up To Four Weeks.
2. Authorize Signatures Of The Board Chair, County Coordinator And Sheriff On A New Two-Year Grant For Off Highway Vehicle Safety Enforcement.
Bob Hiivala, Auditor/Treasurer, requested approval of the transfer of $2,000,000 from the General Fund to the Capital Projects Fund based on the 2006 year-end review. Eichelberg moved to approve the transfer, seconded by Sawatzke, carried 5-0.
The claims listing was reviewed. Hiivala referenced Page 1, Larson Allen ($9,000). Larson Allen is performing the audit and associated costs are being funded by the Auditor/Treasurer Department. At a future date, costs will be distributed to the General Revenue, Human Services and Road & Bridge funds. Sawatzke moved to approve the claims as listed in the abstract, subject to audit. The motion was seconded by Heeter and carried 5-0. Mattson referenced a claim under Highway Maintenance to Hardrives ($6,653.40) and questioned why the County would purchase gravel with the number of County gravel resources. Russek responded that this was part of a seasonal bid. Sometimes gravel is purchased as it is easier to purchase the gravel than to haul it a longer distance.
The meeting recessed at 9:08 A.M. and reconvened at 9:11 A.M.
Wayne Fingalson, Highway, requested the Board schedule a Public Hearing on the Adoption of the Official Mapping Ordinance for TH 55. The County adopted a generic Official Mapping Ordinance on 2-27-07. The next step is to specifically establish an Ordinance for TH 55. Asleson said the Ordinance requires providing notice 10 days in advance of the Hearing. Only one Hearing is required but more than one can be held. Notice must be published one time in the legal newspaper and mailed to all property owners within 1/2 mile of the Corridor boundaries. Mn/DOT has provided maps of the Corridor which will be cross referenced with the GIS parcel system to determine how many parcels are affected. Discussion followed on notice being provided to property owners who do not own land within the Corridor but who are provided notice as they live within 1/2 mile of the boundaries. It was felt this notice may generate confusion to those whose land is not affected. Asleson said the language within the notice would reflect that notice is being mailed per Ordinance requirements and may not necessarily affect properties directly. Due to the size of the Corridor Plans, Asleson was unsure whether copies would be mailed. If technology allows, Sawatzke suggested including with the mailing that portion of the map that is applicable (based on property identification). Asleson said it may make more sense to notify property owners that maps of the Corridor are posted. The maps have been available for approximately three months. It was the consensus of the Board that an Open House be held prior to the Public Hearing where Corridor maps will be available for review. In response to Norman, Fingalson confirmed that he would provide staff to take minutes of the Public Hearing. Heeter moved to schedule the Highway 55 Official Mapping Ordinance Open House on 10-30-07 from 6:00-7:00 P.M. and the Public Hearing for 10-30-07 at 7:00 P.M. The motion was seconded by Sawatzke and carried 5-0. The location will be the County Board Room.
The meeting recessed at 9:24 A.M. and reconvened at 9:30 A.M.
The CR 148 Improvement Project Bid Opening was held. CR 148 is also known as Braddock Avenue and is the former Township road taken over by the County for the Jail/LEC Project. The Engineer’s Estimate for the project was $240,000. One alternate was included with the bid (seeding, mulching and disc anchoring) for the County’s side of CR 148 and the ROW on the west side of the road. Davis will be responsible for work on their property. The bids were opened:
Bidders; Bid Bond; Total Bid (including Alternate)
Burski Excavating, Inc. (Rice MN); Yes; $257,394.00
CS McCrossan Construction, Inc. (Maple Grove); Yes; $347,549.39
Central Specialties, Inc. (Alexandria); Yes; $264,486.46
Cowan Grading & Excavating, Inc. (Farmington); Yes; $318,568.10
Dennis Fehn Gravel & Excavating (Albertville); Yes; $275,073.18
Doboszenski & Sons, Inc. (Loretto); Yes; $298,055.75
Enebak Construction Co. (Northfield); Yes; $323,761.98
Erin Contracting, Inc. (Clear Lake); Yes; $278,172.63
Final Touch Excavating, Inc. (East Bethel); Yes; $217,025.53
Frontier Construction (South St. Paul); Yes; $467,858.42
Julian M. Johnson/Jerry Solnitzky (Anoka); Yes; $265,805.67
Kern & Tabery, Inc. (Wadena); Yes; $220,674.05
Mathiowetz Construction Co. (Sleepy Eye); Yes; $286,489.72
Midwest Contracting, LLC (Marshall); Yes; $275,837.90
Minnerath Construction Co., Inc. (Cold Spring); Yes; $288,449.09
North Pine Aggregate (Forest Lake); Yes; $273,595.29
Park Construction Company (Hampton); Yes; $389,886.32
Rud Construction (Webster); Yes; $256,194.65
Visser Scraper Service, LLC (Ogilvie); Yes; $534,470.77
Fingalson said the bid alternates range from $4,000-$6,000. The Board recessed the meeting at 9:46 A.M. to allow Highway Department personnel to review bids for award later in today’s meeting.
At 10:21 A.M., the meeting reconvened for the purpose of awarding the CR 148 Improvement Project bid. During the recess, Fingalson checked references on the low bidder, Final Touch Excavating which is a firm that does primarily development work. Fingalson recommended awarding the bid to Final Touch Excavating at the low bid of $217,025.53 including the alternate. It was previously discussed that the Highway Department could complete the alternate work. At that time, Fingalson said he felt the Highway Department could seed the area but didn’t consider mulching or disc anchoring. Fingalson indicated that it would cost about $5,000 to do so and it may be less expensive to have Final Touch complete the work. In addition, staff will now be needed for the CSAH 14 repair project near Rockford Township Hall. Eichelberg moved to award the bid to Final Touch Excavating including the alternate. The motion was seconded by Mattson. Mattson inquired as to the status of the road name. Fingalson explained that the road will be signed both Braddock Avenue and CR 148. Through construction, the road will be named Braddock Avenue. The City of Buffalo previously referenced the road as 1st Avenue. Further discussions will need to occur on whether the road name will change if the road is annexed into City limits. The CR 148 designation applies to just beyond the Jail/LEC access (edge of former Stemper property). Beyond that it remains a Township road. Fingalson said Final Touch Excavating plans to start with the CR 148 Improvement Project late this week or early next week with completion this Fall. The Board requested that Fingalson attend the Owner’s Committee Meeting scheduled for 1:00 P.M. today to discuss ways in which the Highway Department can assist with the Jail/LEC Project (snow removal, barricades) which would result in project savings. The motion carried 5-0.
Able Hose and Ruber Inc. $251.79
Ameripride Linen and Apparel 301.11
Ancom Technical Center 172.71
Aramark Corr. Services 17,877.31
Arrow Terminal LLC 366.96
Atrix International Inc. 108.00
BP Amoco 4,137.04
Brothers Fire Protection Co. 370.08
Buffalo Auto Alignment 390.84
Buffalo Hospital 10,500.00
Burdas Towing 145.91
Centra Sota Lake Region 43,994.96
Chamberlain Oil Co. 885.82
Charm-Tex Inc. 432.48
City Cokato 350.00
Cub Foods 121.83
Franklin Denn 526.63
Elmer Eichelberg 1,029.61
Election Sys. and Software 646.04
Tom Feddema 113.98
Michael Even 124.95
Tom Feddema 113.98
Maria Felger Ramos LLC 114.25
GCS Service Inc. 249.75
Janet Gholson 229.40
Grp. for Affordable Hsg. 72,100.00
Hance Utility Services Inc. 343.89
Hardrives, Inc. 6,653.40
Mark Harris 42,000.00
Jason Hermansen 115.62
Amy Hertzog 402.06
Integrated Fire & Security 1,065.00
Junction Towing & Auto Rep. 299.53
Knife River 362.10
Knife River Corp.-Nort 117,117.38
Kustom Signals Inc. 200.00
LaPlant Demo Inc. 1,105.45
Larson Allen LLP 9,000.00
Michael Lindquist 387.50
Loberg Electric 14,984.00
Maple Lake Lumber Co. 248.42
Marco Inc. 2,563.66
MASYS Corporation 2,628.87
Midway Iron & Metal Co. Inc. 340.96
MN Copy Systems 246.35
MN Corrections Assoc. 290.00
MN CVSO Secretaries Assoc. 265.00
Morries Parts & Service Grp. 411.56
NADA Appraisal Guides 170.00
National Assn. of School Res. 1,275.00
Nextel Communications 2,955.78
Office Depot 1,879.23
Pakor Inc. 679.42
Lynn Peavey Company 361.20
Precision Prints/Wright Co. 1,231.89
Prosource One 2,228.16
Russells Security Resource 247.50
Sportsdiamond.com Inc. 533.00
Tech Depot 136.61
Total Printing 729.53
Twin Cities W Flooring Inc. 12,642.44
Upr. Midwest Community Poli 189.00
Wright Co. Auditor Treasurer 150.00
Wright Co. Highway Dept. 49,784.05
Wright Henn. Co-op Elec. 149.00
Xcel Energy 1,850.15
24 Payments less than $100 1,071.67
Final total $436,471.11
The meeting adjourned at 10:35 A.M
Published in the Herald Journal Oct. 1, 2007.
WRIGHT COUNTY BOARD MINUTES
SEPTEMBER 11, 2007
The Wright County Board met in regular session at 9:00 A.M. with Heeter, Sawatzke, Mattson, Russek and Eichelberg present.
Eichelberg moved to approve the minutes of 9-04-07 as presented, seconded by Heeter, carried 5-0.
Mattson moved to approve the Agenda, seconded by Heeter, carried 5-0.
The Consent Agenda was discussed. Mattson requested that Item A2, “Claim, Willen Inc., $14,815.00” be pulled for discussion. On a motion by Mattson, second by Sawatzke, all voted to approve the remainder of the Consent Agenda:
1. Performance Appraisals: D. Anderson, W. LaSonne’, L. Thingvold, Assr.; D. Jore, D. Pullis, Hwy.; S. Berg, A. Chaney, C. Torkelson, Sheriff.
3. O/T Report, Period Ending 8-24-07.
4. Refer To Labor Management/Loss Control Committee:
A. 2006 Risk Management Summary.
B. Insurance Coverage Changes.
C. Update On Loss Control Activities.
1. Approve Abatement, PID#118-197-003030, Martin Farms Development, LLC. (City of Otsego).
2. Approve Abatement, PID #212-000-072200, Anthony Bakeberg (Middleville Twp.).
3. Approve Abatements, PID# 209-000-353202, Roberta and Robin Johnson, and PID# 209-000-353200, Mark and Joan Kotila. (Township of French Lake).
4. Approve Abatement, PID #113-014-000050, Woody’s on Main LLC (City of Rockford).
5. Approve Abatement, PID #112-043-001040, #112-043-001050, & #112-043-001090, Hidden Haven Development LLC (City of Montrose).
6. Approve Abatement, PID #108-040-005110, Semler Construction (City of Hanover).
7. Approve Abatement, PID #118-196-008050, Alexander and Yuliya Gorlov (City of Otsego).
8. Approve Abatement, PID #118-500-262201, D&Y Family Partnership (City of Otsego).
9. Approve Abatement, PID #107-077-005010, Brandon & Courtney Hoffman (City of Delano).
Consent Agenda Item A2, “Claim, Willen Inc., $14,815.00” was discussed. Mattson inquired who monitors the efforts of the Commissioning Agent for the Jail/LEC project. Sawatzke responded that there isn’t a person that monitors this. KKE, A&P, and Capt. Torfin, the County’s representative, are best able to observe whether things are being addressed as outlined in the proposal. Sawatzke felt that the Architect is more involved at this time and as the project progresses on site, Rick Streich from A&P will be more involved. Mattson was surprised that a bill was submitted already and questioned whether there was a not-to-exceed figure with the Commissioning Agent. Sawatzke stated there is a not-to-exceed figure outlined in the contract. Reimbursable expenses will only be paid if the Agent is asked to travel out of State. Sawatzke made a motion to approve Consent Item A2 as it is consistent with the Agreement. The motion was seconded by Heeter and carried 5-0.
Bob Hiivala, Auditor/Treasurer, requested approval of Fund Designations for the year ending 12-31-06. The Designation of Cash Flow is calculated using half of the year’s expenses less half of the year’s revenues (outside of taxes). The Designation for Compensated Absences is calculated on vested vacation and sick leave, based on years of service. The Designations are allowable to the extent there are fund balances to draw upon. Sawatzke moved to approve the Fund Designations for the Year Ended 12-31-06, seconded by Mattson, carried 5-0:
Summary of Designations for the Year Ended 12-31-06
WHEREAS, to be consistent with prior year’s financial statement presentations, we hereby authorize the designation of fund balances in the General Revenue, Road and Bridge and Human Services funds. The designations include amounts anticipated for cash flow purposes and compensated absences for the year 2007 as stated below:
Designation for Cash Flow $9,620,281
Designation for Compensated Absences $1,589,085
Road and Bridge
Designation for Cash Flow $3,753,423
Designation for Compensated Absences $252,154
Designation for Cash Flow $4,002,050
Designation for Compensated Absences $470,518
We understand that the actual designations included in the financial statements will be limited to the extent that undesignated/unreserved fund balance allows.
(End of Summary of Designations)
On a motion by Mattson, second by Heeter, all voted to approve a plat, AHENSHAW SHORES,@ as submitted by Gerald T. & Marcy J. Knott, husband and wife fee owners, of the following property described in part as: Gov. Lot 2, Sec. 15, Twp. 120, Rge. 27; and part of Gov. Lot 1, Sec. 15, Twp. 120, Rge. 27, commencing at the SW corner of the S1/2 of the NE1/4; with all outstanding taxes, including green acre liability, if any, having been paid; the park dedication fee has been paid (#121323); the Township has agreed to accept any new roads, and the developer has placed a letter of credit on file with the County Auditor; and the title opinion submitted by George MacDonald, attorney at law, has been reviewed by Assistant County Attorney Thomas C. Zins, who finds the plat to be in order and ready for recording.
The claims listing was discussed. Mattson noted that there were no claims listed under Corrections. Hiivala indicated that the Department may not have made the deadline for submittal. On a motion by Mattson, second by Eichelberg, all voted to approve the claims as listed in the abstract, subject to audit.
Central MN Jobs & Training Services (CMJTS) representatives Tim Zipoy, Training & Development Coordinator, and Lila Kalla, Jobs Placements Specialist, provided an overview of CMJTS activities. The Monticello Workforce Center provides service to those trying to find careers and encompasses an eleven county area. Information was distributed for review including a graphic representation of how the moving forces of Workforce Development, Economic Development, and Education work toward meeting demands. Zipoy serves as the Chair of the Wright County Economic Development Partnership and highlighted collaboration between the two organizations. One example is the formation of a Human Resources Collaborative which has been developed for Wright and Sherburne Counties. Business and industry representatives requested this in an effort to share ideas on how to compete in today’s marketplace. Information was distributed on the Workforce Investment Board. Zipoy said they belong to many different Chambers of Commerce and Rotary organizations. A business driven event, “Who is in my backyard?” will be held on 11-19-07 at the Monticello Community Center. The event focuses on businesses potentially purchasing together in volume quantities. Area manufacturers will demonstrate materials/wares. The Workforce Center continues to work with businesses with apprentice programs and on-the-job training. They have partnered with the MN Department of Labor and Department of Education on a Pre-Apprentice Program. The 4th Annual MN Job Fair was held last Summer at the Monticello High School and featured 100 businesses and 1500 job seekers. Zipoy encouraged the continued support of the Economic Development Partnership. They will soon be looking for candidates for an award for Outstanding Citizen. A new award category, High Vitality and Economic Impact, will include candidates in the business sector. Kalla said her previous focus was on public assistance. She then moved to dislocated workers and most recently is working with job placement. She works with job seekers to build strong resumes and on marketing their skill set. Zipoy added that a lot of effort is expended toward youth programs. Eichelberg stated the CMJTS has done an excellent job. One positive aspect is that they have been able to do so while enduring cuts in State and Federal funding. They have not requested County contributions to date. This was provided as an informational item.
Marc Mattice, Parks Administrator, requested approval to proceed with a Phase I Archeological Study for Stanley Eddy Park “Alama Unit.” On 9-12-06 the County Board convened in Closed Session to review the budget for acquisition of approximately 181 acres and trail easements, along with a variety of other items including the Archeological Study, boundary work & signage, fencing, and future development issues. On 3-20-07 the County Board approved the fencing costs. The fencing has been completed along the easement. To date, the project is below projected costs. Fund 34 has been the approved funding source to this point. Three proposals were received for the Phase I Archeological Study: Westwood Professional Services, $56,000; The 106 Group Ltd., $17,800; and Summit Envirosolutions, $12,967. The Parks Commission reviewed the three proposals which range greatly in cost and scope, mainly associated with the amount of shovel testing involved. The Parks Department Professional Services Line Item has a $3,750 balance which Mattice suggested be used toward the survey. He requested authorization for the expenditure of $9,217 from Fund 34 to hire Envirosolutions to complete the Phase I Archeological Study. Russek questioned what would occur if something were found through the Study. Mattice said the area would be protected from development within the Park. If something significant is found, a Phase II Study would be requested or the site could be avoided. Although the proposal from Westwood was over $50,000, a formal bid process is not required as it is a professional service. Eichelberg moved to authorize the low bid to Envirosolutions for the Phase I Archeological Study for Stanley Eddy Park “Alama Unit,” as recommended by the Parks Commission. The motion was seconded by Heeter. The motion includes the funding split between the Parks Department Professional Services Line Item ($3,750) and Fund 34 ($9,217). Mattice will provide the Board with a report on the Study. Any additional costs associated would also be brought back before the Board for approval. The motion carried 5-0.
Mattice requested that a Closed Session of the Ways & Means Committee be scheduled to review the property appraisal for PID #209-000-083400. On 8-07-07, the County Board authorized hiring an appraiser to determine the market value of the property. The Closed Session is being requested prior to negotiating an offer with the landowner. Eichelberg moved to refer this issue to a Closed Session of the Ways & Means Committee, seconded by Heeter, carried 5-0. The Closed Session will be held on 9-26-07 with the time to be determined.
Wayne Fingalson, Highway Engineer, said bids were opened on 7-24-07 for the City of Maple Lake Trail Project (SP 86-090-01), Maple Lake to Ney Park. Wright County is acting as the sponsoring agency for the City of Maple Lake’s trail project. The City’s consultant has received approval from the Mn/DOT Civil Rights Office so the bid can now be awarded. Fingalson recommended awarding the bid to Mid-Minnesota, $208,680.79. Mattson moved to approve the recommendation, seconded by Heeter, carried 5-0.
An Owner’s Committee Meeting was held on 8-21-07. At today’s County Board Meeting, Heeter moved to approve the minutes, seconded by Sawatzke. Mattson referenced Page 3 of the minutes relating to Hydronic and Electric Snow Melt and questioned whether these items were being removed from the project. He understood County representatives felt these items should be included. The response from Heeter and Sawatzke was that these items are being bid as alternates so costs can be reviewed. One system is located on the dock side of the building and the other on the main entrance side of the building. Each system is different. Mattson felt the systems should be installed at the onset of the project if desired to avoid having an expensive repair in the future. Sawatzke made reference to the minutes reflecting the recommendation for nine additional staff. He explained that the Jail is a 24-hour operation, and it takes five people to fill one post with a staff person 24 hours/day. As two posts are being added, it will take nine staff. The motion to approve the minutes carried 5-0:
IA. A&P PROJECT UPDATE.
Streich stated that there are three drillers on site drilling the geo-well field. Thirty holes have been drilled. Three additional drillers will move onsite once the water test passes. The water has a bacterial contamination and isn’t potable. The source of the bacteria is unknown at this time but is believed to have been a result of placing the new water line east of Highway 25. The City has been flushing the system for the past couple of weeks. Once the inspector deems successful results of the water tests, the drilling can continue. Riprap and the larger sized rocks have been installed this morning. Rebar will be delivered on Thursday. As soon as the permit is in hand, digging will begin. A&P is hopeful that the footings will begin next Monday. Streich stated that when he is alerted that the building permit is ready, he will go and pick it up. Streich stated that he has a check for the payment for the permit. Norman stated that the Development Agreement was approved this morning at the County Board Meeting.
IB. KKE ARCHITECTS PROJECT UPDATE.
Buikema stated that KKE is in its final week of completing the specifications and drawings for Bid Package #3. Buikema stated that he is here to update the Committee on the alternates for the project and presented “Section 01 23 00 Alternates” for their review. At the 8-07-07 Owner’s Committee Meeting, Roxanne DeCoster, KKE’s Senior Interior Designer, presented the proposed interior finishes. Today, Buikema presented the exterior precast concrete color samples for the Jail/LEC. A portion of the precast will have a rougher exposed side which is washed with water, and the smooth side is an acid wash. He presented the metal color which will be used in the wall panels, windows and flashing. Buikema stated that the precast and the metal have a fairly uniform pattern and color. Buikema stated that A&P presented the pre-bid cost estimate for Bid Package #3 to the Board on 8-14-07. It was a percent higher than anticipated. The hope is that competitive bidding will bring the construction costs down. If this is not the case, then KKE has put together a list of alternates to save the County money. KKE has been doing some value engineering and reviewing finishes to find less expensive alternatives. Buikema stated that KKE chose a less expensive porcelain tile for the lobby area. It is just as durable and has a natural look, yet is less expensive than the tile presented on 8-07-07. Sawatzke stated that he has spoken with a contractor who informed him that contractors receive “special vendor” pricing with some manufacturers. Sawatzke expressed concern that selective discounts to certain contractors will eliminate smaller, local contractors who could provide quality work for a reasonable price. Buikema stated that it would behoove the contractor to provide an estimate using a comparable carpet. Sawatzke asked if contractors are to speak with KKE or A&P to obtain information regarding the approved comparable carpets. Martin stated that there is a substitution form included in the specifications and the substitutions will be listed in the addendum. Buikema brought the Committee’s attention to the “Section 01 23 00” document and provided brief explanations of Alternates A through I:
A. Alternate No. A1-Roofing. This provides for an alternate price of a built-up bituminous roofing system in lieu of a single ply ballasted EPDM roof. Buikema stated that the EPDM roof is easy to install, maintain and repair. An EPDM has an anticipated life of 15-25 years, which is shorter than the life of a built-up roof. Hayes expressed his concerns in having an EPDM roof (i.e. rocks on a rubber roof, shorter life span, etc.). Hayes inquired about the fastened roof as he stated it was his impression that the trend is the fastened-down roof as opposed to the ballasted roof. Martin explained that the built-up roof is approximately $100,000 more than an EPDM roofing. Hayes stated that it makes sense to him to pay more for the best roof now rather than having to make expensive repairs annually. The Government Building has been making $30,000 worth of repairs annually. Buikema stated that he understands Hayes’ concerns. Buikema stated that the specifications will require a 20 year warranty. Hayes stated he would be interested in seeing several roofing options to have an opportunity to analyze the pros and cons of each type. Streich stated that he is in favor of the built-up roof. The mechanical fastened roof is a newer product so there isn’t 30-year data on this roof type. Discussion continued on the design and construction details of both the built-up and EPDM roof. Buikema stated that he will present a cost/benefit analysis of three different roofing designs: built-up, mechanical fastened and EPDM.
B. Alternate No. A2-Finishes. This alternate essentially will be a deduct as less expensive interior finishes will be bid in lieu of those specified as Base Bid finishes:
1. VCT in lieu of linoleum flooring. VCT has a shorter lifespan than linoleum, yet has the same maintenance.
2. Exposed, sealed concrete in lieu of rubber stair treads and landings. (Buikema presented the following tread samples: Maxxi Treads Linnear Series Rubber, Vinyl and Commercial 210 Linear Series Vinyl Treads.)
3. Vinyl in lieu of rubber base. Vinyl is common and serviceable and less expensive. (Buikema presented the following vinyl base samples: Mannington Commercial Vinyl Composition Tile #255 Frosted Jade, #107 Bisque, #246 Bronze and Jonsonite Wall Vinyl Base in #45 Sandalwood and Roppe Wall Base P140).
4. Paint in lieu of vinyl-coated wall coverings in the main service areas of the LEC.
C. Alternate No. A3-Railings. This alternate would provide for a less expensive option of a painted steel railing in lieu of clear glass and aluminum railing in the lobby area.
D. Alternate No. M1-Controls. This alternate would provide for an add/deduct for installing control systems that have an equivalent performance to the system specified in the base bid. Hayes stated that it was his impression that “Johnson Controls” weren’t to be specified for this project due to prior unfavorable experience with Reliable as discussed at the 7-31-07 Owner’s Committee Meeting. Hayes and Torfin stated that the main disadvantage was that Johnson Controls had a low bid up front and then their maintenance contract was expensive, charging time and material. Sawatzke asked if the specifications could call for a product install and a 10-year maintenance agreement. Buikema stated that the specifications currently specify a one year maintenance contract. However, KKE could ask contractors to submit their maintenance contract pricing with their bids. Buikema stated that based on Hayes and Torfin’s concerns, KKE could remove Johnson Controls from the bid specifications.
E. Alternate No. M2-Piping. This alternate would specify PVC piping in lieu of the base bid cast iron piping for sanitary waste and venting. The PVC piping is approved by code and is considerably less expensive. The interior walls of the PVC piping are less likely to retain unwanted materials because of the smoother texture. Torfin stated that he is concerned that the piping will be located under the concrete Jail floor and asked how the PVC will hold up in comparison to the caste iron piping. Buikema stated that he’ll consult with the engineer that suggested the change regarding the durability of PVC piping.
F. Alternate No. M3-Make-Up Air Unit. There are additional systems (Make-Up Air Units) that provide cooled and heated air to the Jail Kitchen. Under normal circumstances, when the cooking vents are on, the air is pulled out of the Jail Kitchen. To delete the cooling system would delete bringing in cool air to the area during the summer months. Hayes asked if the kitchen will be heated during the heating season. Buikema explained that the Jail Kitchen is currently designed with a make-up air system that provides the heating and cooling. The alternate would be to remove the chilled air. This system only impacts the kitchen area, not the rest of the Jail Facility. Removing the system would affect the people on the cooking line, particularly on a hot and humid day. It is a comfort issue for the people working in the kitchen. Discussion took place on what the perceived dollar value is on removing the system. Torfin stated that he heard that the Make-Up Air Unit is valued at $15,000-20,000. Sawatzke stated that he is in favor of leaving the alternate in the bid specifications allowing the Board to make a decision at a later date. Torfin added that the alternates and the bid results of Bid Package #3 will have to come back to the Owner’s Committee for discussion and review before being forwarded to the Board.
G. Alternate No. M4-Hydronic Snow Melt. Deleting the Hydronic Snow Melt.
H. Alternate No. E1-Electric Snow Melt. Deleting the Electric Snow Melt.
I. Alternate No. E2-Lightning Protection. This alternate would be an “add” as lightning protection was not designed into the original plan. However, KKE does feel that it is a good idea. Lightning protection is similar to lightning rods: small metal poles placed around the perimeter of the building and fastened to a common ground. Hoffman stated that IT has lightning concerns.
Buikema stated that he will get answers to the Committee regarding the roofing and piping questions. Martin stated that the plans and specifications will be printed on 8-24-07 to be released on Monday, 8-27-07. Bid opening is on 9-25-07. RECOMMENDATION: Review the results of the Alternates as part of the bid opening for Bid Package #3.
II. A&P PAY APPLICATION.
Hiivala presented Draw Request #2 stating that the discussion of A&P’s reimbursables from Draw Request #1 is a carryover from the 7-31-07 Owner’s Committee Meeting. Sawatzke posed several questions to Martin regarding project reimbursables and A&P reimbursables. For future Committee review, Martin will prepare year-to-date reports of A&P and project reimbursables. Sawatzke also stated that he would like Wayne Fingalson of the Highway Department to be consulted as far as what portions of the project reimbursables they could provide (i.e. snow removal, barricades and protection, etc.). Martin stated that if A&P were to use the Park or Highway Department services, a procedure would be drafted detailing scheduling and responsibilities. Sawatzke requested that the project reimbursables be added to the agenda in two weeks. Martin questioned the Committee as to how they would track the Highway and/or Park Department work at the new project for County budget purposes. Martin is also tracking Jail and LEC project costs so that the County can track the Jail portion for bonding purposes. Sawatzke requested copies of contract clauses specifically relating to project and A&P reimbursables.
Norman asked Hiivala if he needs signed originals of Pay Applications #1 and #2 for official record. With Textura’s electronic format, signatures are not included on the documents. He expressed concern of the importance of having signed originals for audit purposes. Martin stated that she could supply Hiivala with signed originals on a monthly basis. RECOMMENDATION: Recommend payment of Pay Applications #1 and #2.
The meeting was recessed at 2:22 P.M. and reconvened at 2:39 P.M.
III. WATER FILTRATION.
Norman stated that he received a copy of a letter from EDI addressed to Buikema discussing the water system and the condition of the water on site. Norman questioned the content of the letter by asking if the issues addressed in the letter would result in additional project costs. Buikema stated that the letter is purely informational per contract requirements with EDI. The letter discusses the condition of the water and what is being done to correct the water quality. Buikema stated that KKE had assumed that the water would need to be softened.
IV. SIGN AT ENTRY OFF BRADDOCK.
Buikema presented a generic sketch of the entrance signage for the Jail/LEC. He proposed pulling the signage from Bid Package #3 and keeping it as a component of FF&E. The Committee was agreeable to Buikema’s suggestion as there are a few unanswered questions regarding the address of the Jail/LEC. RECOMMENDATION: Bid Package #3 specifications to specify that the sign will be provided by owner, and the electrical to the sign location will be provided by the electrical contractor.
V. JAIL STAFFING ANALYSIS.
O’Malley stated that as requested by Board, he will be presenting the current Jail staffing needs, as well as a proposal of what the new Jail staffing will require. O’Malley presented a “Wright Co. Jail” Roster packet dated 8-09-07. The Board approved two hires for October, 2007 to help with the transition into the new facility. Initially the two new staff persons will be hired, trained and then used to backfill two other Officers who will be pulled from a shift to work on the Jail transition. Upon moving into the new Facility, the two positions will be moved into normal staffing rotation. In 2005, the DOC spoke with Staff to discuss staffing. The DOC provided Staff with a model from NIC to determine how to figure a shift relief factor (SRF) for a “24 hours/7 days a week” Jail operation. A SRF takes into consideration breaks, vacation, workers compensation, sick time, schedules, and days off. A SRF assumes that no overtime will be used. SRF assumes the Department is fully staffed; however Torfin stated that there is almost always a vacant position. Based on the model, O’Malley had initially arrived at a 1.83 SRF for the current Jail. However, after discussions with the DOC, the number has decreased to 1.7, a number that is used quite frequently in this industry. A 24/7 Jail is unlike any other operation because posted positions can never be left vacant. There are 103 inmate beds in the current Jail. The County is licensed by the MN DOC to operate at 85% of that capacity (87 beds). The current jail is staffed during the 1st and 2nd shift with 8 people and the third shift is staffed with 5-6 people. During weekend evenings, the third shift is staffed with 6 employees. Sergeants are supervisors that can pull a post and are included in the above staffing numbers. According to the DOC, Supervisors will not be able to pull a vacant post in the new Jail, as the footprint of the new Jail will be larger and the number of inmates (and incidents) will be sizably increased. O’Malley updated the Committee on the current staffing numbers. There are 30 Correctional Officers (COs) (not including the 2 approved in October, 2007), 7 Correctional Sergeants, 3 Programs Staff and 6 Administrative Staff for a total of 46 full-time employees and one part-time employee. Discussion ensued on the staffing numbers that had been approved in the 2005 and 2006 budget processes, as well as what could be considered deficient versus adequate staffing. O’Malley explained that the responsibilities and the job duties of the Sheriff/Corrections Department have progressed and increased significantly over the years. The amount of training has consequently increased. The Department’s involvement in the Courts has also increased. The purpose of an SRF is to create an ultimate staffing number to minimize the amount of overtime and temporary employees used to fill a post. Miller explained that the SRF is the core of a Department’s efficiency. A Sergeant is not able to supervise staff when they are compiling an accident investigation. Heeter stated that she understood that an SRF changes as the dynamics of a Jail changes. O’Malley explained that the SRF is also affected by Officer longitivity (i.e. they have more vacation/sick time earned), employee turnover, training time, breaks, injuries, bereavement and the efficiency of a Jail and its layout. O’Malley stated that 30-40% of the staff has been with the County less than five years. In 2006, there were 4 staff members out for approximately 6 months due to medical related issues. Sawatzke noted that in hiring new staff for the new Jail, the amount of vacation time won’t be as substantial as it is for senior staff, therefore, the SRF should be lower in 2009. Sawatzke asked what the minimum requirements of State Statute are in staffing the new Jail. O’Malley explained that there isn’t a Statute that dictates the number of staff. The Statute refers to the DOC to determine the staffing number for a Jail. The DOC will be determining the number of posts the County will need to staff the new Jail. Ultimately the DOC will not license the County Jail if it is not adequately staffed according to their determination. Discussion turned to the number of COs needed to staff the new Jail. O’Malley stated that the new jail is designed for 326 beds at full capacity. Staff is recommending opening the Facility in phases. The first phase would be for 163 inmate beds. To staff the first phase, 11 new/additional CO positions would be needed. The eleven are the minimum number of staff that the DOC will approve to open with 163 inmate beds. Due to the space and size of the new Jail, and the potential of increased incidents, the Sergeants will not be assigned to specific posts and will only be allowed to cover for each other. The Department would like to request 3 new hires in January, 2008, 2 in July, 3 in October and 3 in December. The first 3 positions in January will give the Department additional staff for transition. The other new hires are spread out so that Staff can manage their training effectively and give them some experience prior to opening. The addition of new Staff will assist in transition training for the existing staff.
POST; CURRENT JAIL; PHASE I
Central/Master; 1/1/1; 1/1/1
Booking; 2/1/1; 2/2/1
Booking; 1/1/1; 1/1/1
Housing; 2/2/0(1); 2/2/2
Housing; 2/2/2; 3/3/2
Sergeant; Booking Rover; 1/1/1
CO’s; 8/8/5(6); 9/9/7
Sgt’s; (1/1/1); 1/1/1
O’Malley detailed the hiring process of a Corrections Officer. The process can take approximately three months, the same as Deputy new hires. A background investigation is conducted, followed by a psychological review and a physical. Training will then take a minimum of 12 weeks. O’Malley described the role of a Rover within a jail. Rovers work with inmates outside of the housing area and help Correction Officers move inmates from Booking to Housing. A Rover provides incident response and break relief. A Rover handles the inmates that are working in the Jail Kitchen and performing maintenance work. O’Malley explained that in the direct and indirect areas, Correctional Officers are not allowed to leave the area, particularly during periods of lock down. A Rover is available to respond to incidents, provide escort and transport activity and afford for a more efficiently run Jail. Discussion turned to eliminating a Rover position in the evening hours. Miller informed the Committee that Staff has built a lot of efficiencies into the design of the Jail; i.e., the County is the first Jail to have double bunking. The layout of the design provides for better supervision, segregation of inmates, and better facilitation throughout the common areas. Miller reminded the Committee that the potential for incidents is high in a Jail setting and one cannot build further efficiencies by eliminating backup employees. The trepidation of direct supervision, an excessive time of no stimulation for the inmates, human nature, and the friction between the inmates lead to incidents. Packing inmates into double bunked rooms also leads to a higher potential of incident. O’Malley added that it takes adequate staffing numbers to keep problems from arising. Cameras will be placed in all of the housing areas, however, cameras do not replace a staff person. Dialogue continued on the responsibilities and the staffing requirements of a Work Release Coordinator and Assistant Program/Recreation Coordinator. O’Malley clarified that the Work Release Coordinator is not a Correctional Officer and supervises inmates that work all shifts (night, part-time, weekends, self-employed).
The meeting was recessed at 3:40 P.M. and reconvened at 8:00 A.M. on Thursday, 8-23-07.
Discussion continued on the SRF. O’Malley explained that 9 COs are needed to post a day shift, 9 COs are needed on a second shift and 7 COs are need on a third shift. Two rotations are always working. However, due to unexpected sick days and pre-scheduled vacation time, 11 COs are scheduled in order to post 9 positions. This is the purpose of planning for an SRF. Overtime is used when needed, and at times, using overtime is a less expensive option to hiring a new employee. Sawatzke noted that a 1.7 SRF seems appropriate for the new Jail, however, 1.66 is the SRF that was budgeted for a few years ago. Sawatzke stated that he would be in favor of a 1.66 SRF. O’Malley explained that they manage the schedule by denying vacation and comp time requests and scheduling voluntary/mandatory overtime. However, when overtime becomes mandatory, staff moral goes down.
Sawatzke referenced the above chart and questioned whether Staff could consider reducing the third shift Housing Rover for Phase 1 down to one instead of two:
Booking; 1/1/1; 1/1/1
Housing; 2/2/0(1); 2/2/1(2)
O’Malley explained the complexity of the duties of a third shift CO which are elevated during weekend hours when more DWI arrests are made. He further annunciated that a Jail brings a lot of liability to the County. A discussion ensued on whether it would be sensible to shift inmates to Sherburne County as opposed to opening another pod if the inmate population continued to grow at a minimal pace or segregation was required. Heeter stated that she was not comfortable with hiring 5 people in January and July for “transition” when the Jail isn’t scheduled to open until April, 2009. O’Malley explained that following the initial training period, there will be a minimum of eight months to train new and old staff on the security systems, keys, operations and functionality of the new building, and creating a new policies and procedures manual. The new COs will not only be trained on all of the above, but they will also serve to backfill the senior Staff so that they too can be trained on the new Facility and responsibilities. Norman stated that it is easier on Personnel if the hiring process is spread out over several months. A lengthy discussion then took place regarding the time and staff needed to rewrite the policies and procedures manual. Miller stated that the procedures have become much more detailed and now with the new Jail, the procedures need to be brought up to date. The old procedures manual needs to be reviewed and the new policies will need to be applied where needed. With direct supervision housing, the movement of inmates throughout the building will be controlled. Eighty-percent of the Department’s operations will change upon moving into the new Facility. The policies and procedures will dictate how each shift consistently manages food, programs, inmate programming, inmate movement, etc. Torfin stated that it took three months for Staff to write the most recent policy manual. O’Malley stated that in researching the staffing needs for the new Jail, he spoke with Scott, Sherburne and Crow Wing Counties who all indicated that they wished they would have started planning earlier and hired more staff earlier for the transition training. They have all indicated that it doesn’t pay to skimp on transition planning and staffing. The Committee then referenced the “Staffing plan for initial occupancy of 163 beds.” (Page 5 of the attached “Wright Co. Jail” Roster packet). O’Malley agreed to decrease the proposed SRF from 1.7 to 1.66 for 2008. Ultimately, by decreasing the SRF from 1.7 to 1.66, one new hire position will be eliminated in addition to eliminating a Housing Rover as proposed by Sawatzke. O’Malley stated that he could not support eliminating a Shift Supervisor post or lowering their SRF as currently the Department has 7 Sergeants (2 are assigned to each shift). Supervisors need time off and become sick, and it is not easy to pull a Shift Supervisor from another shift to cover the vacant position. He confirmed that there will be an overlap on a 7 day schedule, however, there is never a shortage of work. The Shift Supervisors are those employees that have been with the Department for a long period of time. They can earn up to 48 hours of comp time per year and they have a lot of vacation hours accrued. The staffing plan also includes preliminary hires for the 2009 budget year. Miller stated that the staffing plan is merely a “plan”. If the proposed cuts do not work, then Staff will need to revisit the plan again. Discussion turned to when the 9 new COs should be hired in 2008. Consensus was to hire 3 COs in January, 2008 and 6 COs in October, 2008. RECOMMENDATION: O’Malley will present a revised “Staffing plan for initial occupancy of 163 beds” for the final Budget reflecting a 1.66 SRF and eliminating a new hire for the Housing Rover. Approve 9 new Correctional Officers for the 2008 budget year. (End of 8-21-07 Owner’s Committee Minutes)
Tom Salkowski, Planning & Zoning Administrator, requested that a Closed Session be scheduled to discuss potential litigation regarding township zoning. Representatives from the County Attorney’s Office were unable to be present for today’s meeting but indicated they would like to invite outside counsel to attend the initial meeting. Heeter moved to schedule a Closed Session for 10-02-07 at 10:30 A.M., seconded by Sawatzke, carried 5-0.
Salkowski requested approval of the “Scope of Services” letter with SEH, Inc. to complete work on the NW Quadrant Plan. Meetings have been scheduled with some of the townships. The Planning & Zoning Office is sending correspondence to the remainder of the townships, as well as other interested parties. The letter with SEH, Inc. reflects a not-to-exceed figure of $49,000, resulting from a combination of negotiation, work completed, and the ability to complete some of the work in-house (assuming the housing economy remains slow). Some of the expense will be incurred in 2007 but the majority will be in 2008. A contract will be forthcoming. Heeter moved to approve the Agreement, seconded by Mattson. Richard Norman, County Coordinator, said when Phase I was presented to the Board, comments were made that some things could have been done differently. He questioned whether these changes were incorporated into the scope of activities for Phase II. Salkowski confirmed this had been done. Mattson commended the work that has been completed on the NE Quadrant website. The motion carried 5-0.
An Owner’s Committee Meeting was held on 9-04-07. At today’s County Board Meeting, the following changes were made to the minutes: Page 1, Item 2, paragraph 1, 1st sentence should read, “Torfin gave an overview of the response provided by Willen, Inc. (attached) to the value engineering recommendations provided by A&P” (Sawatzke); Page 2, 2nd paragraph, 2nd sentence should read, “It was Martin’s position that if alternates are not to be considered they should be removed from the bid form.” (Sawatzke). Mattson referenced the storage units proposed for the Sheriff Department and questioned whether the current units should be moved to the new location. Sawatzke responded that it is the position of Committee members and staff that those units should remain at the current location because they are not very mobile (weight and size). The units could be utilized by staff that occupy the space in the future. The storage units proposed for the new site are larger. It was the consensus of the County Board today that the Sheriff file rooms at the existing site remain as they exist. Any future remodeling will be completed around those rooms. In the years these files have been owned, there haven’t been any operational issues. Sawatzke moved to approve the minutes and recommendations, seconded by Heeter, carried 5-0:
I. PROJECT UPDATE.
A. A&P PROJECT UPDATE.
Streich provided an update. The water to the site has passed bacteria tests. The water meter will be installed. Well drilling is being completed, with 75 wells completed to date. Two or three more rigs will arrive next week. Exterior footings are being poured. Area A (LEC) is complete, Area B (Front Lobby) is half complete, and Area C (Kitchen) is complete. Work on Area F is being started and the formation of the exterior walls will commence on 9-05-07. The remainder of the rebar is scheduled to arrive on 9-11-07, in-bed plates will be delivered 9-10-07, and they are waiting on the anchor bolts. Martin said there is a Proposal Request which would eliminate culverts from the project. The Proposal Request would initiate a change order and requests that the contractor issue a credit for the culverts that are part of the bid. Streich told the contractor to leave the culverts out. If Braddock Avenue is lowered the culverts would be needed and would be purchased from Annandale Contracting.
B. KKE PROJECT UPDATE.
KKE did not attend the meeting so an update was not provided.
II. RESPONSE FROM WILLEN, INC. RE: VALUE ENGINEERING ITEMS.
Torfin gave an overview of the response provided by Willen, Inc. (attached) to the value engineering recommendations provided by A&P. The memo reflects that these comments should be a factor in determining the real value of the value engineering as Bid Package #3 bid alternates are considered.
Kitchen MAU-3 air conditioning unit. Is a viable option and was one of the things specified in the design.
Hydronic Snow Melt & Electronic Snow Melt. Not recommended by Willen. This is specified in the Design Phase due to problems experienced at the Government Center. It was included at the onset so it would not have to be added at a later date.
VAV’s: There are justifiable cost savings but there is a trade-off. The number of zones was designed for the proposed number of people.
Roof Drainage: This is a viable option but would required document changes. Martin added that this refers to the location of roof drains and can be redesigned to work better. Sawatzke questioned whether this was given as an alternate. Martin explained that KKE is readdressing this to make sure it is the best option.
Piping Changes: Willen is not recommending PVC pipe.
Geo-Thermal System: Locations which have had problems with Geo-Thermal Systems have had trouble because the system was undersized. Torfin said it has been suggested that the system be reduced by 25% and there is no back-up system. Martin did not feel the 25% reduction was being considered.
Exterior Light Fixtures: Sawatzke felt there was to be a reduction in the number of exterior light fixtures based upon the lighting architect’s position. Torfin said a meeting was held with the electrical engineer. It was his understanding they will not be eliminating any fixtures. A cost will be provided on changing out fixtures in the front of the building and will be dependent on the number of fixtures, the light trespass, and the cameras covering those areas. The interior fixtures are plain and the electrical engineer did not feel lighting was excessive (by the lumens). Timers and motion detectors are planned.
Torfin said the value engineering item is informational at this point as they have not received the bid or alternates. It was Martin’s position that if alternates are not to be considered they should be removed from the bid form. Although Sawatzke agreed with that position, he questioned why items would be proposed if they were not viable options. Martin said they are items which can be selected but are not necessarily needed. Sawatzke suggested the electronic and hydronic snow melt items and kitchen MAU-3 air conditioning unit be bid as alternates. As these are not considered essential items, cost information would be available when determining whether they should be included. Recommendation: It was the consensus to move forward with the bid package.
III. DISCUSS FENCING, TRAFFIC CONTROLS, SNOWPLOWING, ETC. WITH WAYNE FINGALSON.
The Committee requested the Highway Department provide assistance at the Jail/LEC site in the areas of snow plowing and barricades/fencing. Considerable discussion occurred on the priority given to snow plowing at the Jail/LEC site. Meyer explained the schedule of snow removal on County roads. Dependent on snow fall amounts, different pieces of equipment will be used for snow removal. Highway Shop Maintenance staff may assist with snow removal. It was agreed that when snowfall amounts are over 2”-3”, snow should be removed around 6:00 A.M. from the Jail/LEC site to accommodate the work schedules of contractors. During large snowfalls, Streich said one pass could be made when Braddock Avenue is plowed. Additional clearing of the area could be completed later when vehicles have left. Streich explained they would like assistance with blocking of parking areas as needed. The Highway Department will provide barricades. A limited amount of fencing is available.
Recommendation: The Highway Department was given direction to remove snow as needed from the Jail/LEC site. Meyer will use his discretion on staffing. A&P confirmed they would secure areas as required for snow removal, including the water shut-off piping on the South end. A&P and the Highway Department will work together on issues as they arise in an effort to provide savings on the project.
IV. FF&E UPDATE.
Hayes distributed information from Intereum reflecting four options for standard office and cubical space. There are 59 cubicles and 30 offices planned. There is room for more cubicles in the LEC but the County Board previously limited this to 59. This does not include Jail Administration or the 1st Floor, LEC. The Intereum information has been forwarded to the Sheriff Department for comment on their preferred option. Norman questioned whether the proposal was a deviation from the standard office and cubicle design used in the Human Services Center and other offices. Hayes explained there is a standard cube used at the Human Services Center but there are differently shaped cubes throughout the Government Center. Some cubes are engineered based upon work performed. Options A and C include a tower which would provide personal closet space for the employee at a cost of $610-$720 per cube. A concave work surface was another option that would make the cubicle more user friendly at a cost of $170 per cube. Option A would allow re-use of most of the current furniture, which was one of the goals identified in the project. Hayes said cost trade offs would be considered after the Sheriff Department provides input on what design would work best. The Committee discussed other options for coat storage including the coat closet planned for the Jail, the proposed locker room, and cubicle/door hooks. Hayes said the office design reflected on the last page is very close to the standard used in other offices. Sawatzke said Option C has a curved desk area that is not part of the existing system. Option A uses existing furniture. Otherwise it appeared they were similar in functionality. Torfin explained the curved desk area allows positioning so the employee’s back is not to the cubicle opening. O’Malley added that the current office design includes a desk corner which accommodates outdated computer equipment. The curved work surface provides more efficient space. Hayes indicated that pricing is off the State Contract price list. Recommendation: The Committee recommends not including towers as an option for cubicles or offices. Costs on Options A and C (including installation) will be obtained for comparison purposes. Martin will track expenditures in the FF&E Budget at no cost to the County.
High Density Storage:
There are three high-density storage units planned for the Jail/LEC (1-Jail Area as personal storage for prisoners, 1-Evidence Storage 1st Floor LEC, 1-Sheriff Files/Paper Storage 2nd Floor LEC). Hayes explained there are currently six of the high-density storage units in the Courthouse. Those units are made by Kardex which is one of the State vendors for this type of product. The Kardex system utilizes a rail system that is flush with the floor. Previous units purchased had to be ramped which resulted in loss of storage space. Hayes understood that it was not the intent to dismantle and reutilize those units. The units would instead be utilized by departments who are assigned to that space in the future. The proposal is to purchase the three units from Kardex at a cost of $144,000. Costs could increase by an estimated 5% if purchased one year from now. Martin said the flooring contractor is aware of the shelving units but has not been informed of the flooring type or storage model. Hayes said Cliff Buikema, KKE, confirmed this cost was not included in the bid package and will be funded through the County’s soft costs. Sawatzke questioned the State Contract pricing. Hayes responded that this is probably the best price the County will obtain. In addition, Kardex is a quality product the County is familiar with. Current units owned by the County have not required any calls for repair. There are two other vendors on the State Contract. Those systems utilize a rail system similar to Kardex. Heeter had concern with purchasing all of the systems from one vendor and also whether the State Contract pricing is the lowest. Hayes stated that the cost is for all three units and includes a 40% discount. Each unit has a different layout based upon storage needs of the three areas. The flooring contractor needs to know the system type for the LEC by the end of February or beginning of March. The rails would be installed and the final concrete poured thereafter. Recommendation: Hayes is to obtain pricing from the three vendors on the State Contract list.
Media Equipment, Conference Rooms:
Hayes expects to receive from the Sheriff Department a recommendation on media equipment for conference rooms. This is not part of the technology bid. The media equipment in C118 will remain. At the new site, there will be a public meeting room located in the Lobby to hold news conferences and meetings for MEADA, Safe Communities, Drive Wright, and Snowmobile Classes. This room will also need media equipment.
V. ENTRANCE SIGN.
Norman said at the last Owner’s Committee Meeting, a diagram of an entrance sign was distributed. To date, he has not heard from Owner’s Committee members on their recommendations. Martin recommended that the sign requirements be determined as soon as possible so they can be included in the bid documents. Torfin suggested that the sign be designed in a manner that is easily changed if Courts are moved to the site in the future. As the sign will be on Township property, a permit may be required from the Planning & Zoning Office. Recommendation: It was the consensus that 1” wiring & conduit should be brought to the sign location, allowing electrical options for the sign selected. The slab will be poured at a later date.
Martin brought forth discussion on the process for Proposal Requests and Change Orders. Proposal Requests occur two weeks prior to the Change Order and do not include cost. Sawatzke said the current process authorizes Torfin to approve Change Orders up to a certain value. Recommendation: The current process is that the Committee is to be kept apprised of all Change Orders. It was the consensus that the Committee should be informed of Proposal Requests as well if it is timely. (End of 9-04-07 Owner’s Committee Minutes)
Norman presented a draft resolution setting the 2008 draft Budget & draft Certified Taxable Levy. State rules require local jurisdictions to pass a draft Budget & Certified Levy by September 15th. From that point forward, the Levy can decrease but cannot increase. Eichelberg moved to adopt Resolution #07-48, seconded by Sawatzke. Mattson said he would like to see a couple of departments reduce some of their requests. Some things are required while other things are desired. The motion carried 5-0 on a roll call vote:
BE IT RESOLVED that the Wright County Board of Commissioners hereby establishes draft 2008 budgets as follows:
GENERAL REVENUE $42,782,748
ROAD & BRIDGE 22,730,495
HUMAN SERVICES 21,107,100
DEBT SERVICE 2,566,177
LAKE PULASKI L.I.D. 36,900
TOTAL BUDGET $89,223,420
BE IT FURTHER RESOLVED that the Wright County Board of Commissioners hereby establishes a draft 2008 Certified Taxable Levy of $42,528,238.
(End of Resolution #07-48)
Due to the occurrence of five Tuesdays in October, Heeter moved to cancel the 10-23-07 County Board Meeting. The motion was seconded by Sawatzke. It was the consensus that the Owner’s Committee Meeting would not be held on 10-23-07 unless there are Agenda items that need immediate attention. On 11-06-07, Heeter and Sawatzke will participate in a Nuclear Drill so will not attend the County Board Meeting that day. It was the consensus that the 11-06-07 Board Meeting will only address Consent Agenda items, claims and essential items. Norman stated that any action taken at that meeting would require a 3-0 vote or the item would be referred to a future Board meeting. The consensus was that the Owner’s Committee Meeting would be cancelled on 11-06-07 as Heeter and Sawatzke are unable to attend. The motion carried 5-0 to cancel the 10-23-07 County Board Meeting.
Norman distributed a handout reflecting members of the Wright County Leadership Cohort Program (August 2007-June 2008). The members were selected by their Department Heads. Correspondence was received from AMC announcing the first session of the Cohort Program on 9-27-07 at Mulligans Events Center in Sartell. County Commissioners and Administrators/Coordinators from each participating County are invited to attend the first session from 9:00 A.M. to 1:00 P.M. The purpose of that meeting will be to discuss the general outcomes and expectations of the program, initial identification of county projects, effective/ineffective leadership characteristics, and private public relationship concepts. The County Commissioners and Administrators/Coordinators will meet separately with Jim Mulder from 1:00 P.M. to 3:00 P.M. for a Vision exercise that will objectively illustrate how an organization with a shared vision generates great success and enthusiasm. Eichelberg moved to authorize attendance, seconded by Sawatzke, carried 5-0. In response to Sawatzke, Norman stated that members of the Cohort Program meet once a month over a nine-month period.
Correspondence was received from Anoka County announcing a meeting which will be held on 9-24-07 at 12:00 P.M., Anoka County Government Center, to discuss the new Medical Examiner’s Office and Morgue. Anoka County has requested 1-2 representatives from each County to discuss various topics outlined in the correspondence. Heeter moved to authorize attendance by Sheriff Gary Miller, Coordinator Richard Norman, and Commissioner Jack Russek. The motion was seconded by Sawatzke and carried 5-0.
Correspondence was received reflecting the schedule of upcoming CapX2020 Open Houses. CapX2020 is a planning tool being used State wide to address transmission line planning to meet the State’s long-term needs. They are in the early stages of looking at this process. One of the Open Houses will be held in Clearwater on 9-27-07 from 3:00 P.M. to 7:00 P.M. This was provided as an informational item.
Mattson moved to authorize attendance at the AMC Annual Conference being held December 3-5, 2007 at the Hyatt Regency, Minneapolis. The motion was seconded by Eichelberg and carried 5-0.
Russek requested that “The Future of RC&D” be added to the next County Board Agenda under Items For Consideration.
Eichelberg mentioned the 6-year anniversary of the September 11th tragedy, honoring those who were affected.
Albertville Body Shop Inc. $671.60
American Business Forms 272.04
American Messaging 647.16
Ameripride Linen and Apparel 156.22
Anoka Co. Juvenile Center 3,380.00
Auto Glass Center Inc. 683.87
B & D Plumbing & Heating 2,002.00
Bogart Pederson & Assoc. 255.00
Jean Bresin 454.98
Buffalo Floral & Landscaping 200.00
City Buffalo 57,048.50
Center Point Energy 153.75
Children’s Hospital & Clinics 500.00
Climate Air 1,617.02
Cokato Equipment Inc. 9,161.25
Crow Wing Co. Treasurer 736.00
Delano Rental Inc. 202.13
E. Central Reg. Juvenile 11,966.00
Maria Felger Ramos LLC 289.40
French Lake Township 520.00
General Pallet Inc. 235.00
Granite Electronics 628.35
Hillyard Floor Care Supply 1,534.59
Integrated Fire & Security 613.64
Int’l Personnel Manage 1,283.25
Interstate Battery Sys. of 401.24
JR’s Advanced Recyclers 1,120.00
Kustom Signals Inc. 162.37
Lakedale Telephone Co. 527.55
Lewis-Goetz and Co. 230.04
Little Falls Machine 531.82
Lund Industries Inc. 176.96
Marco Inc. 920.16
Lee Martie 155.20
Mid-MN Hot Mix Inc. 253.67
MN Supreme Court 315.00
City Monticello 1,262.44
Morries Parts & Serv. Grp. 3,068.93
Nextel Communications 844.80
Danette Oak 172.00
Office Depot 708.38
Omann Brothers Inc. 1,024.81
Laurie Otten 18,915.00
Retrofit Companies Inc. 2,688.09
Rivers of Hope 500.00
Jack Russek 291.89
Ryan Chevrolet 1,527.39
Pat Sawatzke 198.85
Scharber & Sons Inc. 139.75
Shell Fleet Plus 563.82
Sherwin Williams 630.50
SKC Communication Prod. 178.07
Software House Int’l Inc. 140.58
Specialty Turf & Ag 952.06
Stamp Fulfillment Services 236.60
Tilsner Carton Co. 1,228.85
Veolia ES Solid Waste MW 213.85
Verizon Wireless 215.82
Walmart Store 01-1577 946.11
Waste Management TC W 1,227.38
Wright Co. Highway Dept. 700.00
Wright Soil & Water Cons. 425.00
James Yager 64,000.00
Zack’s Inc. 1,112.71
Zarnoth Brush Works Inc. 1,086.30
Zep Manufacturing Co. 108.85
33 Payments less than $100 1,498.08
Final total $220,783.93
The meeting adjourned at 10:20 A.M
Published in the Herald Journal Oct. 8, 2007.
WRIGHT COUNTY BOARD MINUTES
SEPTEMBER 18, 2007
The Wright County Board met in regular session at 9:00 A.M. with Heeter, Sawatzke, Mattson, Russek and Eichelberg present.
Eichelberg moved to approve the 9-11-07 County Board Minutes as presented, seconded by Mattson, carried 5-0.
Petitions were accepted to the Agenda as follows: Aud./Treas. Item #4, “Schedule Exit Interview With Larson/Allen, 2006 Audit” (Hiivala); Item For Consid. #4, “Commissioner Tom Hanson’s Visit” (Sawatzke); Item For Consid. #5, “Transportation Committee Report” (Mattson); Item For Consid. #6, “Reschedule Bid Package #3 Bid Opening” (Norman). Heeter moved to approve the Agenda as amended, seconded by Eichelberg, carried 5-0.
The Consent Agenda was discussed. Sawatzke referenced Items C1 through C6 and stated the claims were all consistent with what was reviewed by the Owner’s Committee at their last meeting. Those minutes are scheduled to be reviewed as part of today’s Board Meeting. Sawatzke felt questions on those specific claims should be asked during review of the Consent Agenda. Mattson inquired whether the claims fell within a not-to-exceed figure. The explanation provided was that A&P reimbursements fall under a not-to-exceed amount as per the contract. The project reimbursables do not have a not-to-exceed figure. The Owner’s Committee is provided a project budget and expenditures. Sawatzke noted that the Committee was not provided with the claim information until the last Owner’s Committee Meeting. It was the consensus that claims submitted to the Owner’s Committee for review should be provided to members when the Agenda is distributed. Eichelberg moved to approve the Consent Agenda. Sawatzke then corrected Item C3 from “Annandale Consulting Inc.” to read “Annandale Contracting”. The motion was seconded by Heeter and carried 5-0:
1. Performance Appraisals: A. Duis, J. Paripovich, Atty.; K. Labo, Aud./Treas.; B. Holmquist, Hwy.; R. Borell, Parks; E. Adams, T. Finch, D. Munsterteiger, S. Poirier, R. Rolfzen, K. Walker, Sher./Corr.
2. Claim, City Of Buffalo, $249,575.00 (SAC/WAC, Jail/LEC Project).
3. Claim, Frank Madden, $2,544.10.
4. Approve/Authorize Signatures On School Resource Officer Contract, Maple Lake School District.
1. Approve Abatement, PID #218-000-212200, #218-000-212202, Jeremy Carlson, John & Joyce Carlson (Stockholm Twp.).
2. Approve Abatement, PID #118-019-002061, Walter Van Vleet (City Of Otsego).
1. Claim, AP Midwest LLC, $50,419.26 (Draw Request #3, AP Reimbursables, Jail/LEC).
2. Claim, AP Midwest LLC, $63,060.45 (Draw Request #3, Project Reimbursables, Jail/LEC).
3. Claim, Annandale Contracting Inc., $284,070.90 (Draw Request #3, Jail/LEC).
4. Claim, Saathoff, Inc., $326,771.50 (Draw Request #3, Jail/LEC).
5. Claim, Standard Iron, $4,275.00 (Draw Request #3, Jail/LEC).
6. Claim, Stellar Concrete, $102,994.25 (Draw Request #3, Jail/LEC).
D. EMERGENCY MANAGEMENT
1. Authorize Signatures On Service Continuation Plan.
1. Set Bid Opening Date For 10-30-07 @ 9:30 A.M. For CSAH 17 Project, #SAP 86-617-10.
Bob Hiivala, Auditor/Treasurer, introduced discussion on County Ditch 34. Russek stated that last year the County received a bid in the amount of $5,000 from Fyle’s Excavating for blowout repair. As the City of Delano was contemplating a project that could impact Ditch 34, the repair was placed on hold until a decision was made. Russek recently spoke with Phil Kern, Delano City Administrator, and the City is now looking at an alternate route for drainage so Ditch 34 will not be used. Russek was in contact with Fyle’s Excavating and the bid price has risen to $5,225 due to an increase in tile costs. The landowner is agreeable to the repair. Sawatzke moved to authorize repairs on County Ditch 34, seconded by Mattson. Sawatzke asked whether the cost would be paid by one person. Russek said this was not the case as this is a main stem of the Ditch. The motion carried 5-0. Hiivala was directed to inform Fyle’s Excavating to proceed with the repairs. Russek will contact the landowner involved.
Hiivala requested approval of a resolution authorizing the Auditor/Treasurer to accept payments of real property taxes by credit card. Per MN Statutes 276.02, the County can authorize the Auditor/Treasurer to proceed with this method of payment as long as a fee is charged for its use. The proposed fees will be $1 for an e-check and 2.25% for credit cards. The fees will be kept by US Bank. The person must agree to the fees prior to processing. It was the consensus that Hiivala should present a resolution at an upcoming meeting.
Hiivala requested scheduling an Exit Audit with Larson-Allen on 9-26-07 at 2:30 P.M. The single audit requirement is for completion by the end of September. The past couple of years the audit has been completed after that date. Sawatzke moved to schedule the Exit Audit for 9-26-07 at 2:30 P.M., seconded by Mattson, carried 5-0.
The claims listing was discussed. Eichelberg referenced a claim on Page 4, MN State Bar Assn. ($390.00) for registration fees for Brian Asleson. Eichelberg inquired whether the two payments of $195.00 each were duplicates. Hiivala confirmed that the fee relates to two different seminars. Mattson referenced Sheriff/Corrections claims and noted that there were not many claims again this week. Hiivala said the two bills in the claims listing relate to County-wide allocations. Hiivala will contact the Jail Administration Office on submittal of claims. Mattson moved to approve the claims as listed in the abstract, subject to audit. The motion was seconded by Heeter and carried unanimously.
An Owner’s Committee Meeting was held on 9-11-07. At today’s County Board Meeting, Sawatzke asked Richard Norman, County Coordinator, whether costs for the Jail/LEC project should continue to be split between the Jail and LEC for the purpose of sales tax. Norman was in contact with Bruce Kimmel, Springsted, and understood that sales tax applies to the total project. The County can apply for reimbursement of construction material costs at the end of the project. Norman understood that bonds can be issued for the total project. Sawatzke felt this was correct for bonding but the costs needed to be broken down between the Jail/LEC for sales tax purposes. Norman will seek clarification from Kimmel. Sawatzke said this should be discussed at the next Owner’s Committee Meeting so costs continue to be split between the two areas. Sawatzke moved to approve the minutes as presented, seconded by Heeter, carried 5-0:
A&P PAY APPLICATIONS.
Martin presented Pay Application #3 and stated she had the Project Administrator put together the backup information for the Committee’s review. The project reimbursables are noted “NOT TO EXCEED” on the Continuation Sheets of A&P’s Pay Application for A&P Reimbursables. The dollar amounts listed under “SCHEDULED VALUE” are the not-to-exceed amounts (where noted) and the values under “BALANCE TO FINISH” represent the costs remaining in each category. Reimbursables for A&P are detailed on the “Time & Materials Billing” pages. Sawatzke asked Martin if she was able to locate the language in the contract that discusses the specific components of Project Reimbursables and A&P Reimbursables. He asked if she included copies from the contract in the information she presented today. Martin stated that she used the contract to mark the pay application accordingly with “NOT TO EXCEED”. She did not include copies of the contract language for Committee review. Heeter requested that in the future, the Committee receive copies of the Pay Applications in advance in preparation for the Committee Meeting. Heeter asked if this Pay Application had already been paid by the County. Martin stated no. This Pay Application will be presented to Hiivala, who in turn will present the Pay Application to the Board for approval of payment. Martin stated that the Pay Applications from the contractors (Annandale Contracting, Saathoff, Standard Iron, and Stellar Concrete) are all per contract with no change orders. Martin explained that with Textura’s electronic format, a contractor is not allowed to bill for anything above and beyond their contract amount. A contractor cannot bill for change orders. Norman noted that the Pay Applications total $831,591.36:
A&P Reimbursables: $50,419.26
A&P Project Reimbursables:
Annandale Contracting: $284,070.90
Saathoff, Inc.: $326,771.50
Standard Iron: $4,275.00
Stellar Concrete: $102,994.25
Heeter stated that she is happy with the format Martin presented. She stated that she felt the backup information and the format of A&P’s applications was very helpful. Sawatzke proposed that the Highway Department could provide the Barricades (budgeted for $28,475.00) and Dust Control (budgeted for $4,050.00) in an effort to save project costs. Martin stated that A&P would be open to having the Highway Department provide assistance with barricades and dust control. Martin explained that the “SCHEDULED VALUE” in the Pay Application is the budgeted amount. She reiterated that she will only bill for the actual invoice amount. Sawatzke asked what Final Cleaning entails. Martin stated that A&P hires an outside firm to perform the final construction cleaning: mop floors, wipe walls down, wash windows, etc. Martin stated that Daily Cleaning is the cleaning that takes place throughout the project timeline for safety purposes. Sawatzke remarked that $90,363 for Daily Cleaning and $60,415 for Final Cleaning seems to be a lot of money. Martin explained that A&P sent out an RFP for Final Cleaning and that is how the budgeted amounts were arrived at under “Scheduled Value”. Heeter asked who generally performs the daily cleaning. Martin stated that in the past, A&P has hired a couple of A&P laborers to come to clean for a week at a time. A&P has also used “Sentenced to Serve” to perform cleanup duties which has worked well. However, in Scott County a “Sentenced to Serve” person twisted his ankle and is now suing the County. Sawatzke stated that he is agreeable to having the “Sentenced to Serve” perform the cleaning. Sawatzke asked what the County would pay for an A&P laborer. Martin stated that she would have to research the hourly rate. Martin stated that A&P has also had contractors, via a change order, perform the daily cleaning as an addition to their normal contractual responsibilities. Heeter stated that she was on site and noted that there were only two well drillers working. She stated that it was her understanding that there was going to be 5 or 6 well drillers on site at one time. Martin stated that there were four well drillers on site who are subcontracted by Saathoff. However, two well drillers pulled off the jobsite today. Martin clarified that the drillers are having problems with their holes continuously collapsing, slowing their progress. Martin stated that she has a call in to Saathoff to hear their reasoning for pulling the two drillers. Sawatzke asked if the lack of well drillers will delay the project. Martin stated that the main concern would be that Saathoff may possibly be facing winter conditions. O’Malley asked if they can drill in the winter. Martin stated yes, however, it’s a slower and more difficult process. Norman stated that the County’s public financial advisor has stated that the entire project can be issued under the Jail Bonding Authority. He stated that A&P no longer needs to split out the Jail from the LEC costs. Martin stated that A&P has a system set up that breaks down the costs and recommends that A&P continue to split the costs so that the County will learn the construction value of the Jail versus the LEC. Norman stated that Torfin was named the first point of contact for this project. In Torfin’s absence, a clarification was made that Norman, as secondary point of contact, would have the same authority to approve change orders (less than $5,000) without prior approval from the Owner’s Committee. Martin stated that she did not foresee any change orders within the next few weeks. Martin stated that she received the SAC and WAC charges from the City of Buffalo totaling $249,575. The charge is just for the new facility and the credit would not be given until the County has moved its inmates out of the current jail. Martin stated that she was not aware of what the credit amount would be. A&P had $300,000 budgeted for SAC and WAC. Martin stated that she would recommend that the County pay the charges directly, so that the credit check is sent directly to the County. At the Scott County project, A&P paid the charges, and the credit was mailed to A&P following the project completion. Martin stated that the building permit is separate from the SAC and WAC. Norman and Heeter both stated that the City of Buffalo has been great to work with throughout this project. Norman added that the City was great about the City Development Agreement which will be reconciled at the end of the year. Martin stated that Braddock Avenue will be closed beginning 9-12-07. A&P met with Final Touch Excavating on 9-07-07 to discuss the road improvement. The contractor is aware that the concrete trucks need to access the site via Braddock. There is also a bus stop located along the road. The contractor will coordinate with the school how to proceed. Lowering the road is scheduled to take 27 days. Qwest has some concerns that they wouldn’t be able to get their cable out on time. Norman stated that the 9-18-07 Owner’s Committee Meeting is a normal meeting, requiring a project update from A&P and KKE. It was noted that two Owner’s Committee Meetings will be canceled on 10-23-07 and 11-06-07. RECOMMENDATION: Forward Pay Application #3 to the Board for approval of payment. (End of 9-11-07 Owner’s Committee Minutes)
Eichelberg moved to adopt Resolution 07-49, for final acceptance of Project SAP 86-635-30, Contract #0404, with Buffalo Bituminous of Buffalo, Minnesota, and to authorize final payment of $68,196.58. The motion was seconded by Sawatzke and carried 5-0 on a roll call vote.
Russek requested Board direction on the future of RC&D. Because of encouragement by the Federal Government, the four Counties of Wright, Benton, Stearns and Sherburne formed the RC&D and received the 501-3c status. Russek said the problem is that the group is not being sanctioned. With sanctioning comes a director and part-time help. Assistance has been provided by staff from NRCS and Benton County. The group is discouraged as they have little or no funding for projects. Russek recommended sending a letter to St. Paul indicating that funding is needed or the group will remain idle. The group will not want to disband because they have obtained the non-profit status. Russek saw no purpose in meeting until funding is received. He will attend the next RC&D Meeting on 9-20-07 and will convey Wright County’s position that the group should not meet until it is sanctioned.
The Board discussed rescheduling a tour of possible bonding sites with Commissioner Tom Hanson and Senator Amy Koch. The tour was originally scheduled for 9-07-07 but was cancelled as Commissioner Hanson was unable to attend. Norman received an email from Commissioner Hanson’s office requesting the tour be rescheduled. Norman was also in contact with Marc Mattice, Parks Administrator. The dates of October 24, 25 and 26 were suggested. The consensus was that Norman should respond indicating that the following dates will work for the County Board: October 24 (afternoon), October 25 (all day), October 26 (all day).
Mattson recently attended an AMC Transportation Meeting in St. Cloud where a Chief Financial Officer spoke on transportation funding forecasts. License tab fees were discussed. At one point, $639 million was generated by license tab fees before it was decided to lower the fee. At that time, Russek and Mattson voted against lowering the fees. Since that time, about $1.1 billion has been lost in transportation funding. It appears that now a gas tax increase will be proposed. Mattson said he voiced frustration at the meeting. He was upset that the same group that voted for the tab fees to decrease is now the group that wants additional funding. It is forecasted that revenues from the license tab fees will decrease due to the decline in vehicle sales. He was concerned with how the proposed gas tax will affect the average person.
Norman said correspondence was received from Cliff Buikema, KKE Architects, requesting the rescheduling of the bid opening for Bid Package #3, Jail/LEC Project. The memo reflects that Addendum #2 was issued last week and was fairly large due to a glitch in the plotting/printing of the bid documents. A considerable amount of information was missing in the documents provided to bidders. Mechanical and electrical bidders have requested more time to prepare their bids. KKE is also working on Addendum #3 to Bid Package #3 which will include minor corrections and address bidder questions. Another large project is being bid on 9-26-07 as well, which may adversely affect the amount of bids received. The request is for the bid opening to be rescheduled to 9-28-07 at 2:00 P.M. in the Board Room. Norman said the County Board would not necessarily have to meet. A&P could open the bids and bring the results to the County Board Meeting on 10-02-07. The memo from Buikema reflects that for many jurisdictions, bid openings are an administrative process with results assembled by consultants and staff and formally reported to the Board. Sawatzke felt at the bare minimum, bids should be opened as part of an Owner’s Committee Meeting with Board representation. It was the position of both Heeter and Sawatzke that minutes of the bid opening should be taken. After further discussion, Eichelberg moved to hold a Special Meeting of the County Board on 9-28-07 at 2:00 P.M. to open bids for Bid Package #3, Jail/LEC Project. The bid opening will occur in the County Board Room. The motion was seconded by Mattson and carried 5-0.
Russek attended an Ag Task Force Meeting in St. Cloud on 9-13-07. The drought condition of the State was discussed. Only two corners of the County were not affected by the drought with regard to crop production (Southeast and Southwest corners). It is anticipated that they will yield 100-110 bushels/acre instead of 200-210 bushels/acre which has been the average for the past few years.
At the last County Board Meeting, the Board authorized attendance at the AMC Leadership Cohort Program on 9-27-07. County Commissioners and County Administrators/Coordinators were invited to attend the first session on 9-27-07. Norman needs to respond on attendance by 9-21-07 and inquired how many Board members plan to attend. Heeter will attend, Mattson will not, and Russek will let Norman know by 9-21-07.
Advantage Emblem Inc. $269.10
Albertville Body Shop Inc. 9,763.72
Ameripride Linen and Apparel 301.11
Ancom Technical Center 998.00
Dirk Anderson 125.00
Kirk Asplin Oil Co. Inc. 119.85
Auto Glass Center Inc. 276.12
B & B Products - Rigs and 380.00
B & D Plumbing and Heating 631.00
Bachman Printing 393.62
Joe Backes 176.54
Barthel’s Auto Body 1,818.34
Buffalo Hospital 1,384.50
Building Fasteners 599.36
Business Ware Solutions 210.00
Cardiac Science 675.21
Center Point Energy 1,633.99
Central McGowan Inc. 247.50
Chamberlain Oil Co. 2,940.18
Climate Air 2,946.32
Collins Brothers Towing 170.40
Cottens’ Inc. 2,679.97
Dagner & Associates 250.00
Deatons Mailing Systems Inc. 889.28
Design Electrical Contractors 718.50
E-Z Flush 565.20
Excel Systems LLC 135.00
Forestry Suppliers Inc. 119.41
Fyles Exc. & Honey Wagon 140.00
Gateway Companies Inc. 2,306.46
Geocomm Inc. 4,400.00
Raymond Glunz 100.00
Gopher State One Call 160.80
Greenview Inc. 13,851.55
Karla Heeter 336.59
Robert Hiivala 105.25
Hillyard Floor Care Supply 3,064.39
Integrated Fire & Security 1,574.36
Intoximeters Inc. 383.40
Junction Towing/Auto Repair 129.13
Kaplan Professonal Schools 795.00
LaPlant Demo Inc. 546.11
Lawson Products Inc. 431.78
Loberg Electric 7,043.48
M-R Sign Company 2,618.53
Marco Inc. 545.29
Martin-McAllisters Cons. 700.00
MASYS Corporation 28,908.07
Mid-America Business Sys. 792.36
Mn Assn./Co. Prob. Officers 544.00
MN Counties Comp. Co-op 2,761.77
MN Hwy Safety/Research 334.00
MN Lawyer 225.00
MN Prevention Resource Ctr. 160.00
MN State Bar Association 390.00
Mobile Vision 216.20
Monticello Auto Body Inc. 202.35
Monticello-Big Lake Hosp. 800.00
Nat’l Assn. of Youth Courts 150.00
Office Depot 2,379.07
Omann Brothers Inc. 2,777.13
Otto Associates 1,161.00
Paumen Computer Serv. 172.50
Photo 1 533.81
Precision Prints of Wright Co. 263.06
Royal Tire Inc. 4,291.23
Ryan Chevrolet 1,295.17
Sherry Schliesing 308.39
Straughan Hardware Co. 1,237.84
Super Express 140.58
Tech Depot 544.59
Terning Excavating 1,210.00
Traffic Marking Serv. Inc. 84,587.45
Trans Union Corporation 110.70
Utility Truck Services 686.63
Shawna Vollbrecht 125.00
Waste Management TC W 1,504.40
Wright Co. Journal Press 161.13
Wright Henn. Co-op Elec. 3,788.24
31 Payments less than $100 1,567.17
Final total $217,641.67
The meeting adjourned at 9:51 A.M
Published in the Herald Journal Oct. 15, 2007.
WRIGHT COUNTY BOARD MINUTES
SEPTEMBER 25, 2007
The Wright County Board met in regular session at 9:00 A.M. with Heeter, Sawatzke, Mattson, Russek and Eichelberg present.
The minutes of 9-18-07 were corrected as follows: Page 3, 3rd paragraph, 4th line, remove the sentence which reads, “Sherburne County is the fiscal agent” (Russek). Heeter moved to approve the minutes with the change, seconded by Eichelberg, carried 5-0.
Petitions were accepted to the Agenda as follows: Item For Consid. #7, “Report On Meeting With Anoka County” (Russek). Eichelberg moved to approve the Agenda as amended, seconded by Heeter, carried 5-0.
On a motion by Heeter, second by Mattson, all voted to approve the Consent Agenda:
1. Performance Appraisals: T. Janikula, P&Z.
2. O/T Report, Period Ending 9-07-07.
3. Approve/Authorize Signatures On School Resource Office Contract, Dassel-Cokato School District.
4. Indian Lake Improvement District Annual Report.
B. COURT SERVICES
1. Refer To Building Committee Remodel Of Court Services Department To Accommodate Approved New Hire.
1. Set Bid Opening Date For October 30, 2007, At 9:40 A.M., For The CHSP Street Lighting Project, SP 86-030-05, Minn. Project No. CHSP07 (038).
1. September Parks Commission Minutes.
Bob Hiivala, Auditor/Treasurer, requested approval of a Plat, “The Preserve At Locke Lake” (Silver Creek Twp.). On a motion by Heeter, second by Mattson, all voted to approve a plat, ATHE PRESERVE AT LOCKE LAKE,@ as submitted by A and I Locke Lake Limited Partnership, owners and proprietors of the following property described as: Lot 5, Section 21, Township 122, Range 26, according to the United States Government Survey; with all outstanding taxes having been paid; there is no green acre liability; the park dedication fee has been paid (#121328); a road Letter of Credit #456 is on file with the Auditor/Treasurer to cover construction of any new roads; and the title opinion prepared by Rinke Noonan Law Firm has been examined by Thomas C. Zins, Assistant Wright County Attorney, who finds the plat to be in order and ready for recording.
Eichelberg moved to adopt Resolution #07-50 authorizing the Auditor/Treasurer to accept payment of real property taxes by credit card. The motion was seconded by Heeter and carried 5-0 on a roll call vote. Hiivala said future tax statements will reflect that payments will be accepted electronically. Fees associated will be $1.00 for an e-check and 2.25% for Visa/Mastercard payments. US Bank is the secured third party involved. Credit cards will not be accepted on site. In the future, a kiosk may be provided for internet access to assist those who want to pay electronically.
The claims listing was discussed. Hiivala noted that included in the claims listing were claims from Sheriff/Corrections. Mattson referenced a recent Judge ruling against a County where prisons were overcrowded and the prisoners laid on the floor. The Judge ruled this was inhumane. Mattson did not agree this was inhumane and said the inmate would not have experienced this situation had they not been in trouble. Russek heard the same report and thought it related to a County located in California. On a motion by Heeter, second by Mattson, all voted to approve the claims as listed in the abstract, subject to audit.
An Owner’s Committee Meeting was held on 9-18-07. At today’s County Board Meeting, Heeter moved to approve the minutes, seconded by Sawatzke. Sawatzke pointed out that a recommendation made by the Commissioning Agent for the Jail/LEC Project will result in a savings to the County of $24,000. Mattson said this is good as long as additional costs associated with the Commissioning Agent do not result in change orders. Sawatzke explained that the County has a flat fee with the Commissioning Agent. The motion to approve the minutes carried 5-0. Further discussion occurred on the potential of having one bid for glass and glazing. It is understood that W.L. Hall may be the only qualified bidder based upon the bid specifications. Knowing the situation, the Board had concern that the vendor may submit an inflated bid. It is felt that the Board will compare the bid to A&P’s projected cost. If the bid received is high, the Board will need to review options including negotiating with the vendor or re-bidding. It was the consensus that Norman should forward an email to Cliff Buikema, KKE Architects, informing him the Board may want to re-bid if bids received are not reasonable. As per the recommendation from A&P at the last Owner’s Committee Meeting, the process would have to be expedited. Norman noted that W.L. Hall was the only vendor submitting a bid for glass and glazing when the current Jail project was completed. The 9-18-07 Committee Minutes follow:
A. A&P PROJECT UPDATE. Streich said they are working with the geo well fields. One field is half complete, and the other is staked and surveyed. With regard to concrete work, the exterior footings are complete. The walls of Area A are half complete and will be finished by the end of the week. Waterproofing will also occur this week. Martin explained that the well drillers were pulled for another job in Mankato. A sub-contractor was called in to assist the main contractor. Sawatzke announced the bid opening for Phase 3 will be held on 9-28-07 at 2:00 P.M. in the County Board Room. He asked A&P whether they would be recommending award for most of the bid categories at the 10-02-07 Board Meeting. Martin said there are 22 bid categories and 3 alternates. She anticipates bringing forth recommendations to the Board in the areas of mechanical, electrical and masonry on 10-02-07. Alternates will have to be presented to the Owner’s Committee or Board for review. Sawatzke inquired whether there were any bid categories in which they expected low bidder turnout. Martin said this would include glass and glazing. W.L. Hall is the only company that supplies and installs the glass included in the specifications. The complexity has to do with the detention glass, frames, and the bars that are installed within the glass. Discussion followed on possibly re-bidding at a future date. Streich said this could be done but it must be done as soon as possible. Bid packages were advertised in the local Builders Exchanges (Brainerd, Albert Lea, Minneapolis), Dodge Report, and in the Construction Bulletin. One large contractor that they were hoping would submit a bid was just awarded the Twins Stadium project. Norman referenced an email from John Williamson, Willen Inc., which addresses part of Addendum 2 that relates to an alternate bid for gas heaters. The email reflects that Williamson feels this would not be a cost effective alternative. The units cost around $8,000 each. O’Malley was in contact with Williamson. The garages are designed for in-floor heat. O’Malley’s opinion was that as long as the doors are not kept open for long periods, there will be no need for the gas heaters. The floor will warm the area to 50-55 degrees in the winter. With regard to the possibility of water freezing on the floor, he did not feel this would happen unless the garage doors were kept open for extended periods of time. The heaters were added as an addendum by EDI (electrical contractor with KKE) and are part of the regular bid. Sawatzke said the heaters could either be pulled from the addendum or bid as an alternate to determine cost. Martin said this could still be changed as the last addendum will be distributed on 9-19-07. Martin said that one of the reasons for requesting an extension of the bid opening was that the addendum included 137 pages and 11 full document drawings. This is quite substantial. The contractors have to review and determine what has changed from specifications previously received. With another addendum scheduled for 9-19-07, it would make sense to allow more time for contractor review. Martin recommended the heaters be part of the addendum being distributed on 9-19-07 as a change order add. She did not recommend an alternate deduct because the full value of the item will not be realized. O’Malley said the heaters were proposed for the garage areas of the LEC, the sally port, and the Jail loading dock. In response to Sawatzke, O’Malley said that Willen was in contact with EDI prior to sending the County an opinion. O’Malley understood the reason the heaters were proposed for the garage areas would be to meet a time limit of 20 minutes to bring the area back to the normal operating temperature. In-floor heating will return the floor temperature to 55 degrees in 1-1.5 hours. O’Malley did not feel this was an issue for the sally port or the loading dock areas as they would not have the garage doors open very long. If it did take a little longer to return the garage to the normal temperature, that was not critical in his opinion. The design by EDI would return the temperature in the garage to 55 degrees in 20 minutes. The sally port doors will be bi-fold and the remainder will be single garage doors. The cost of $8000/heater would include electrical and piping. It was felt that the electrical and piping could be run to the area so that the heaters could be added at a later date if desired. Miller did not feel the heaters were warranted and supported not including them. Recommendation: Martin was instructed to remove the heaters from Addendum 2. This will result in a savings of approximately $24,000.
B. KKE PROJECT UPDATE. KKE was not present at the meeting. (End of 9-18-07 Owner’s Committee Minutes)
Robert Nelson, a resident near the Government Center, brought forth concern on parking. Because of the TH 25 detour, many vehicles are traveling 1st Avenue South instead of using the detour route of CR #12. He referenced the intersection of 1st Avenue South and 2nd St. NW and said that a sight restriction is being caused by employees parking on both sides of the streets. Another problem is that the curb striping in both of these areas is 4’-5’ from the corner, so vehicles are parked almost all the way to the intersection on both sides of these streets. With the recent addition to the West Parking lot, he strongly recommended that employees park in the lots so as not to obstruct vision at this intersection. He said there are situations where there are vacant spaces in the parking lot and yet employees are parking on the street. He contacted Pat Melvin, Special Projects Administrator, who has placed letters on employee’s vehicles parked on the streets. Many of the vehicles do not have parking permits displayed so Melvin has to work with the Sheriff’s Department to identify whether employee vehicles are involved. Nelson suggested that employee vehicles use a sticker that adheres to their windshield to aid in the identification process. Russek asked whether there was 2-hour parking designated in these areas. To his knowledge, Nelson said there was not. Nelson recommended that the curbing be painted yellow for 35’ from each of the intersections. Heeter suggested that Nelson contact the City as this is under the City’s jurisdiction. Nelson was in contact with the City and they are monitoring the intersection. Nelson requested a permanent solution by the Board resulting in employees parking in designated lots. Melvin stated that one of the problems is that the public parks in the parking lots as well. The County does not request removal of those vehicles not displaying a permit. There are situations where employees attempt to park in the lots but because they are full, they park on the street. Several hours later, the lot may provide open spaces but the employee is parked on the street. Wednesdays are typically busy for the Courts area. Russek said the reserved parking spots in the lot may also be vacant for a portion of the day as the County vehicles assigned to those spots may have been removed for use. Melvin was instructed to contact the City with regard to their policy on curb painting. Richard Norman, County Coordinator, suggested that the Parking Policy be referred to Committee for discussion and update. City representatives could be invited to discuss the overall situation. Heeter supported this suggestion and noted that even if employees park in the lots, the public may still park in the residential areas. Heeter moved to refer the Parking Issue and the Parking Policy to the Personnel Committee, seconded by Mattson, carried 5-0.
The Owner’s Committee Meeting scheduled for 9-25-07 at 1:00 P.M. was cancelled because there were no Agenda items.
Mattson moved to adopt Resolution 07-51 approving Agreement #91533 with Mn/DOT for Street Lighting Installation, Minnesota Project CHSP 07(038). The motion was seconded by Eichelberg and carried 5-0 on a roll call vote.
Correspondence was received from the MN Environmental Initiative inviting participation in a focus group that will meet on 10-17-07 from 7:30-9:00 A.M. in Rogers on “Protecting Land and Water Resources in Minnesota’s Growing Communities.” The group will meet to explore issues, opinions and perceptions about existing regulations and policy governing land use and water. Input is being solicited from local government elected officials and staff, builders, and developers. Heeter moved to authorize attendance, seconded by Sawatzke, carried 5-0.
Wright County Community Action (WCCA) requests Board appointment of two individuals to the Public Sector seats on the WCCA Board of Directors. Terms are for three years commencing 10-09-07. The seats were previously held by Glen Litfin, who passed away in May 2007, and Tony Onnen. Eichelberg explained that Onnen supports the appointment of Anderson to the WCCA Board. Input was also requested from the Mayor’s Association and the Township Boards and these are the only names that were submitted. Eichelberg moved to appoint Trish Taylor and Bruce Anderson, State Representative, to the WCCA Board. The motion was seconded by Heeter and carried 5-0.
At the last County Board Meeting, the future of RC&D was discussed. Russek was directed to inform the RC&D group at their meeting on 9-20-07 that Wright County’s position was that the RC&D should not be banned but should not meet until the group is sanctioned. Russek had also suggested a letter be sent to Bill Hunt, the MN NRCS Director, inquiring whether the group will be sanctioned. At today’s meeting, Russek said the RC&D will meet again on 10-25-07 with Bill Hunt to determine whether the groups will be sanctioned. If Hunt is unable to attend, the group will not meet. Another meeting follows on 11-29-07. With sanctioning will come a Director, support staff, and office space. This was provided as an informational item.
On 9-24-07, Russek, Norman and Sheriff Gary Miller attended a meeting in Anoka County to discuss the new Medical Examiner’s Office and Morgue. The total cost of the project is estimated at $6,625,000 including land. Anoka County will bond for the project and costs will not be passed along to the nine member counties. It is anticipated that Sherburne County will join at the end of the year. Two Wisconsin counties may join as well. This will result in a reduced overall cost to member counties. The total cost to member counties will not be impacted until extra staff is needed. In review of the site plan, Russek felt there were items which could potentially be eliminated from the project. However, it is Anoka County’s decision as to what is included as they are bonding for the project. At this time, Wright County will contract for services. Jerry Soma, Anoka County, suggested that each County appoint two members to an Advisory Board. Russek informed Soma that this would be too large of a group and suggested one member from each County (Board Chair and alternate). Ramsey is the selected site location for the Medical Examiner’s Office and Morgue. This was provided as an informational item.
Norman provided a reminder that the County Board will meet on 9-28-07 at 2:00 P.M., County Board Room, to conduct the Bid Opening for Bid Package #3, Jail/LEC Project.
Advantage Police Supply $2,537.78
Albertville Express Inc. 124.43
Allina Health Systems 500.00
Allina Hospitals & Clinic 2,717.39
Allina Medical 485.00
Allina Medical Laboratories 391.70
Allina OCC Med 525.00
American Instit. Supply 300.41
APEC Indust. Sales & Serv. 514.93
Aramark Correc. Services 10,801.93
Arctic Glacier Inc. 310.11
Aspen Mills 599.48
William Augustin 125.00
B & D Plumbing & Heating 225.00
Blaine Lock & Safe Inc. 280.00
Buff ‘N’ Glo Inc. 1,385.40
Buffalo Bituminous 68,196.58
Buffalo Hospital 420.72
Cintas First Aid & Safety 136.76
Collins Brothers Towing 149.10
Cons. Radiologists Ltd. 124.80
Country Inn 597.90
Dash Medical Gloves 154.70
Dental Care Assoc. of Buff. 430.00
Emerg. Physicians PA 522.75
Farm & Home Publishers 287.55
Farm-Rite Equipment Inc. 1,818.65
Dennis Fehn Gravel/Exc. 454,203.33
Going Under Dive Center 2,677.47
Graphic & Printing Serv. 1,155.58
H & H Sport Shop Inc. 447.70
Virgil Hawkins 125.00
Hillyard Floor Care Supply 2,180.79
Richard Hodson 100.00
Hometown Plumbing & Htg. 175.00
Interstate All Battery Ctr. 758.42
Intoximeters Inc. 958.50
John Deere Gov. & Nation 50,812.29
Junction Towing/Auto Repair 427.86
Cheryl Klinger 100.00
Randy Kramer 284,099.14
Kustom Signals Inc. 245.12
Lab Safety Supply Inc. 597.51
Lampi Auctioneers Inc. 2,500.00
Marco Inc. 2,179.55
Marties Farm Service 127.80
Midland Corp. Benefits SVC 997.75
MN Assn. of Floodplain Mgrs. 150.00
MN Chemical Company 129.92
MN Corrections Assoc. 380.00
MN Dept. of Corrections 320.00
MN Restorative Services 525.00
MN State Assn. of Narcotics 300.00
Nat’l Audio Visual Supply 154.50
Office Depot 1,752.57
RS Eden 1,044.50
Total Printing 410.83
The Travel Gallery 154.00
Trimin Govern. Solutions 6,078.00
Uniforms Unlimited 200.51
Verizon Wireless 765.33
West Payment Center 785.11
Wright Hennepin Electric 1,204.36
28 Payments less than $100 1,420.79
Final total $922,920.73
The meeting adjourned at 9:42 A.M
Published in the Herald Journal Oct. 22, 2007.
WRIGHT COUNTY BOARD MINUTES
OCTOBER 2, 2007
The Wright County Board met in regular session at 9:00 A.M. with Heeter, Sawatzke, Mattson, Russek and Eichelberg present.
Eichelberg moved to approve the 9-25-07 Board Minutes, seconded by Heeter, carried 5-0.
On a motion by Heeter, second by Eichelberg, all voted to approve the Agenda as presented.
The Consent Agenda was discussed. Sawatzke referenced Consent Agenda Item A2, “Refer Joint Powers Agreement For Regional Crime Laboratory To The Ways & Means Committee. Sawatzke and Russek recently met in Anoka County on the Regional Crime Lab. Sawatzke supported the request to send this Agreement to the Ways & Means Committee but questioned whether it should go to another Committee which Russek serves on. Sawatzke and Mattson are the appointments to the Ways & Means Committee. Russek said the correspondence from MCIT outlines exposure associated with the Agreement. Sawatzke has several questions as well. Heeter felt it made sense that once the Agreement is formalized, a Regional Crime Lab Committee be formed. Russek said the Agreement would designate Sheriff representation only, not County Board members. At one point, language in the Agreement reflected that Sheriffs may have voting authority. Sawatzke said that was one of the concerns he had. He did not feel the Agreement was clear and thought Board members should have input on financial matters. Another consideration would be for Anoka County to hold off until it is determined whether they will receive bonding from the State. It was the consensus that Item A2 should be referred to the Ways & Means Committee. On a motion by Sawatzke, second by Heeter, all voted to approve the Consent Agenda as presented.
1. Performance Appraisals: K. Morrissette, Aud./Treas.; J. Klein, Ext.; C. Marx, Hwy.; B. Wall, IT; R. Pool, C. Strand, J. Tester, Sher.
2. Refer Joint Powers Agreement For Regional Crime Laboratory To The Ways & Means Committee.
1. Claim, KKE Architects, Inc., $118,336.29 (August 2007 Service) Jail/LEC Project.
2. Claim, Willen Inc., $12,987.50 (Service Through 9-23-07) Jail/LEC Project.
1. Authorize Purchase & Installation Of “Braking Noise Reduction” Replacement Sign On CSAH 37 Near The Landfill.
1. Authorize Board Attendance At The “Embrace Open Space” Event Being Held 10-11-07 @ 2:00 P.M., Proposed Location Of Bertram Chain Of Lakes Regional Park.
E. PLANNING & ZONING
1. Accept The Findings & Recommendations Of The Planning Commission For The Following Rezonings:
A. Valhalla Land Company (Rockford Twp.). On a vote of 5/1 the Planning Commission recommends approval of the request to rezone approximately 70 acres from AG to I-1.
Bob Hiivala, Auditor/Treasurer, presented the August Revenue/Expenditure Guidelines for review. Expenditures are in line for eight months of the year, although revenues are short as the second half property taxes have not been collected. Eichelberg moved to accept the August Revenue/Expenditure Guidelines, seconded by Mattson, carried 5-0.
Hiivala provided a summary of change funds approved by the County Board in past years. As part of the 2006 Audit, LarsonAllen recommended that the County Board retroactively approve change funds. There has been County Board action in 2007 as well to approve changes funds. The purpose of the change funds is to make change for larger denominations. Any petty cash funds will be brought forth for approval. Mattson referenced the $100.00 cash fund for the Court Administrator. Hiivala said this fund was in existence as of 12-31-06. He will request that the Court Administrator return the funds to the County as the Courts System is now under the State. Mattson moved to approve the Cash and Investments Summary of Change Funds as presented, seconded by Heeter, carried 5-0:
Court Administration $100.00
Court Services $200.00
License Bureau $700.00
Total General Fund $1,900.00
Public Health Nurse $ 60.00
Total Change Funds $1,960.00
Hiivala recommended extending the LarsonAllen Audit Contract. LarsonAllen was used to complete the 2006 audit. At Hiivala’s recommendation, Mattson moved to approve the request to extend the Contract for an additional two years. The motion was seconded by Sawatzke and carried unanimously. Hiivala needs to seek clarification on whether the Board Chair or Auditor/Treasurer is to sign the contract.
Heeter moved to refer the Auditor/Treasurer reorganization to the 10-24-07 Personnel Committee, seconded by Mattson, carried 5-0.
On a motion by Heeter, second by Sawatzke, all voted to approve the claims as listed in the abstract, subject to audit.
Wayne Fingalson, Highway Engineer, requested approval of the appraisal rates for R/W acquisition on CSAH 19 from TH 241 in St. Michael to the Southern limits of the City of Albertville. This is a federally funded project. Richard Marquette, R/W Agent, said there is a lot of work which must be completed between now and 4-15-08 when everything needs to be approved. Marquette provided an overview of values as determined by William Waytas, Nagell Appraisal & Consulting. Permanent R/W (Easement) values per square foot are as follows: Single Family Residential $1.00-$7.00 based on property size; Commercial $8.00; Public Institutional $5.00-$10.00 ($7.50 average); and Lowland 10%-20% of the value of the main parcel. Marquette said this is the second phase of construction on CSAH 19 in St. Michael (.85 miles). There are 51 parcels involved and the upgrade will be to a four-lane urban design. The appraisal work is almost complete and Waytas has met with property owners. Before plans are finalized, the Highway Department staff will meet with property owners to answer questions. A public meeting will be held in early November as part of the Federal requirements of the job. The intent is to have 50’-55’ R/W on either side of the road. Some areas may be reduced to 45’ because of homes. There will be two holding ponds near Frankfort Avenue for storm runoff. The County will acquire 3.2 acres of new R/W and 1.2 acres of temporary R/W. The holding ponds account for 1.7 acres of the 3.2 total acres. As this is a federally funded project, the work completed by Waytas must be reviewed by another appraiser. This is being completed. Sawatzke inquired whether values have dropped as a result of the more recent decline in the housing market. Marquette said the values have leveled off. The values being presented today are based on land sales. Eichelberg moved to approve the R/W appraisal rates as presented, seconded by Mattson. Mattson extended thanks to Marquette who will be retiring after 36 years of service to the County. The motion carried 5-0.
Fingalson presented a draft resolution for “Put the Brakes On Fatalities Day.” In Minnesota, 13 people are killed every 10 days on roadways. In the United States, there is 1 fatality every 12 minutes compared to the crime of murder which is 1 every 34 minutes. The draft resolution is being presented to draw awareness and to unite the Country to achieve one full day of no fatalities by promoting awareness and safer roadways. The date of October 10th has been selected. Sawatzke moved to adopt Resolution #07-52, seconded by Eichelberg, carried 5-0 on a roll call vote.
Mattson moved to adopt Resolution #07-53, final acceptance for the 2006 overlays, Contract #0604, with Bauerly Companies of Sauk Rapids, MN. The Resolution includes final payment of $18,909.52. The motion was seconded by Eichelberg and carried 5-0 on a roll call vote.
At the July Township Officers Meeting, interest was expressed by the Township Officers Association for Wright County to participate in the Township Sign Program. The State is seeking six additional counties to participate in the second pilot program. There is $2.5 million in State Funding available to supplement the Federal program. Counties have until the end of October to indicate interest. If a county elects to join the program, all townships must participate. A consultant engineer would be hired to work with all six counties involved in the pilot program. The program offers all townships the opportunity to inventory appropriate signing of roadways and installation. There is now an annual requirement of inspection. The County would have to upfront the 10% local cost. Fingalson estimated this to be $16,000 for inventory and $180,000 for installation. An agreement between the County and each of the 18 townships would be required. The townships would be billed 30-45 days after the County makes payment. The next stage would be installation. Fingalson requested Board direction on whether this is something they would like pursued. Sawatzke said it made sense. The only loss to the County would be the slight interest on the upfront costs. He extended appreciation to Fingalson for coordinating this effort. Sawatzke moved to authorize County participation in the Township Sign Program provided the townships agree to participate. The motion was seconded by Heeter. Fingalson will discuss the Program with the townships at their next meeting. Fingalson said there is no guarantee that Wright County will be selected to participate in this pilot program. The motion basically authorizes moving forward. The motion carried 5-0.
A Building Committee Of The Whole Meeting was held on 9-25-07. At today’s County Board Meeting, Heeter moved to approve the minutes, seconded by Mattson, carried 5-0:
The County Board met as a whole in June to discuss departmental space issues and the future of the records center. Pat Melvin, Special Projects Administrator, was asked to produce an update on the space needs analysis, utilizing input from the Department Heads for the following periods: 2007-2012 and 2012 to 2017. Norman stated that the challenge will be to determine the future personnel growth and location of the Courts, Attorney and Court Services Departments. The goal for today’s meeting is to provide an open forum and to determine how to proceed from today’s discussion (i.e. remain status quo, create a strategic planning committee, or hire a third party to determine how future space and staffing needs will be met).
DISCUSS SPACE STUDY.
FUTURE USE OF SPACE VACATED BY SHERIFF DEPARTMENT.
STRATEGIC PLANNING FOR LOCATION OF COUNTY FUNCTIONS.
Melvin presented a memo dated 9-25-07 noting that vacating the Sheriff’s Department administration area will provide 13,844 square feet for County Government expansion. The vacated square footage does not include Conference Room C118. Based on the space study, and the input from Department Heads, total personnel numbers are predicted to grow from 712.5 in 2007 to 894.5 in 2012, and 1027.75 in 2017. Melvin used standards created by a 1995 Buetow and Associates, Inc. Facilities Study to determine the amount of square footage needed for additional personnel by 2012:
Space needs; Positions; Rooms; Total Net Sq. Ft.
Space Needs to 2012 at Government Center; 56.75; 40; 16,570
Space Needs to 2012 at Public Works; 18.25; 10; 4,410
Space Needs to 2012 for Human Services; 23.00; 0; 2,210
Total Space Needs for Wright County; 98.00; 50; 23,190
The additional rooms take into account new office spaces to accommodate the additional staff, conference rooms, department filing rooms, a victim/witness room, etc. Sawatzke questioned a discrepancy, noting that the anticipated growth from 712.5 employees in 2007 to 894.5 in 2012 was double the above noted 98 positions. Melvin stated that he will review the numbers and submit a corrected report to the Committee. (Melvin later identified that the Sheriff and Building Maintenance staffing needs accounted for the additional 84 positions that were used to arrive at 894.5 for 2012.)
Melvin used the same standards to create a plan for growth and expansion during the five year period of 2012 2017:
Space needs; Positions; Rooms; Total Net Sq. Ft.
Space Needs from 2012-2017 at Government Center; 56.75; 40; 16,570
Space Needs from 2012-2017 at Public Works; 18.25; 10; 4,410
Space Needs from 2012-2017 for Human Services; 23.00; 0; 2,210
Total Space Needs for Wright County; 66.25; 9; 7,520
Melvin presented detailed reports of the personnel and space needs for each department. The reports detail the positions that are driving the personnel and space needs for 2007-2017. Melvin discussed how having a shared file room at a remote location is not ideal for most departments. Ten out of fifteen departments stated that additional filing space within their department is needed as records are accessed on a daily basis. The Attorney’s Department is lacking conference rooms because they are making room for other needs. The Assessor’s Department is looking for a filing room because their filing room will be at full capacity at the end of 2008, and Extension needs more storage space. The Auditor/Treasurer office is the only Department not predicted to grow (staff and space) by 2012. Norman reminded the Committee that they have to consider the gross square footage (proper aisle ways) when reviewing the net square footage numbers that Melvin presented.
The third floor is still maintained under the old heat pump system and should be upgraded. The Government Building does not have a public lounge or an adequate break area for employees. Norman added that the two filing areas within the Sheriff’s administration office will remain for whoever will occupy the space. The filing areas will not be remodeled.
Mattson asked if the filing space within the Sheriff’s Department could be divided among the Departments. Norman stated that a lot of the Departments have confidential data that they would not want other Departments to have access to. Eichelberg asked if the space study takes into consideration that departments could be combined within the same space to utilize space more effectively. Melvin stated that the study did not get into the detail Eichelberg was noting. The goal of the study and today’s Committee Meeting was to get Departments and Commissioners talking about upcoming changes and to start formulating a plan to prepare for future staffing and space needs. Norman informed the Committee that 98 may seem high for additional staff by 2012, however, the County had been adding 15-20 new positions a year. Norman noted that the Sheriff Department’s staffing needs were included in today’s report, but their space needs were not (as they will be moving to a new facility in February, 2009). Mattson questioned whether Melvin’s projections included the space needed for additional judges and courtrooms if the State were to provide future funding. Schubert stated that it is projected that two new judges will be allotted for Wright County within five years. Court Administration often has to reserve conference rooms to hold court and accommodate jury space issues. Miller indicated that DLR performed a space study prior to the courts area being remodeled. He stated that he has a copy of the study and can provide a copy of it to the Committee. The study listed three to four options and it did entail taking over some of the Sheriff Department’s space. Norman stated that the future needs of the courts will be the driving force of the overall remodeling plan for the Government Center. Russek stated that other factors to consider when discussing moving the Courts is if there will be other departments that would move as well (e.g. Attorney, Court Services). Russek stated that everything needs to be considered with the space study. Currently, the Commissioners and the County have a full plate with the building of the Jail/LEC. Russek stated that he does not believe that the Commissioners are anywhere near making a decision on the courts yet. Melvin stated that the Government Center is quickly approaching having to do something significant. Today’s discussion is only to determine whether its sensible to spend money on smaller remodeling projects as opposed to larger projects to plan for future growth. Kelly stated that it is his understanding that by 2012, the County will need 23,190 total net square feet for its space needs and the vacating of the Sheriff’s Department will only produce 13,844 square feet. Kelly stated that it may prove sensible to look at the costs associated with moving Courts, Attorney, and Court Services north to the new Jail/LEC: the addition of two new judges, two new courtrooms, new secure elevators to the new courtrooms, the cost of transporting prisoners from the Government Center to the new Jail/LEC, and being aware that Departments are landlocked within their space,. Kelly stated that he admits the cost of building a new space for the Courts, Attorney and Court Services is more money that what he is aware of, however, he is not in support of spending money now for remodeling when in 5-8 years the Departments will have to move to a new location, costing the taxpayers even more money. Kelly stated that his Department is running out of file space and will start running file cabinets down the hall. Basement storage is at 80% capacity. The victim/witness room is going to be eliminated as the new attorney will require an office space. Mattson stated that further thought should be given to the idea of moving Court Services and the Attorney Departments. He proposed that if only ten people are going to Court from the Court Services Department, then it may not be sensible to move the entire Department. Sawatzke stated that the Commissioners have recognized that the Courts will have to move to the Jail/LEC in the future. The decision of when the move will occur is not going to be addressed at this time. Sawatzke stated that the move will depend on the market and the growth of the County. He stated that he is not in favor of having to explain to the tax payers that their taxes are rising 30% because several departments are vacating the Government Center, leaving the building half empty. Norman stated that he and Melvin have presented the requested information, and feels that as a whole, staff and the Board need to think in terms of a strategic plan for the future. Norman reminded the Committee Members that the Sheriff’s Department will be vacating the Government Center in February, 2009. Salkowski stated that he does not believe that Department Heads balloon their budgets or staffing needs. He continued by stating that he is in favor of looking and thinking ahead to plan for the future. Salkowski stated that as a Department Head, he needs a plan on paper so that the Department Heads can at least know what to expect. Those that expect good services from the County also need to know what the future holds. By having a plan, Department Heads won’t make unnecessary incremental decisions. As a Department Head, he does not want to be forced to make expensive remodeling decisions if he knows where the future of the Department is heading. Salkowski clarified that the Departments are not looking to the Board to set a date for new construction, and are aware that the Board is maintaining the financial health of the County. He stated that he is not in favor of waiting until the last minute to look at doing the remodeling when Departments are bursting at the seams. Sawatzke commented on the previous experience with Buetow and Associates, discussing his discontent in spending thousands of dollars to have a third party draw plans that do not fit the needs or the functionality of Government operations. Discussion continued about options for and against remodeling, selling the Pamida Building upon moving the Courts, and building/creating new space. Heeter stated that she believes that Melvin’s study and information is a good start for continued future discussions and strategic planning. She stated that she is not in favor of hiring an architect at this time. She stated that she would like further research to be conducted, and continue discussing Departmental needs over several committee sessions. Norman proposed forming a strategic task force of Department Heads and Commissioners to look at options. The Board requested that Melvin complete the projections for when staff and Departments will be overextended, determine the cost to transport a prisoner from Court to Jail, cost to build two new courtrooms, and determine if the State will give the County lead time for when to hire new judges. Norman explained that the hiring of new judges is all tied into the State’s biennial budget process. Miller stated that it was his understanding that the next appointment cycle for new judges will be for Anoka County and then Wright County will be the next priority. Miller also clarified that the Sheriff Department would continue to use some of the Jail space in the Government Center following the move into the new building. Swing added that the records retention area will be at 100% capacity by the end of 2008. Swing stated that he would be willing to work with Melvin to develop an efficient records system and space for a records center. Schubert stated that Court Administration has been bursting at the seams with its filing and storage capacity. Currently, Court Administration pays for off-site storage, uploading records electronically, is purging records and keeping only what they are required to keep, and paying for shredding services. She stated that the basement cage is packed to the ceiling, posing a concern for a fire code violation. Schubert stated that she is concerned that creating a new file space would prevent the Departments from finding creative means to purge old records. Russek recommended the Building Committee of the Whole meet again on December 11th, or 18th, after a Board Meeting, to review Melvin’s updated information and pursue strategic planning. Melvin will request a meeting date as a Consent Agenda item at a future Board Meeting. RECOMMENDATION: Melvin to research answers to the questions posed by the Committee which will be discussed at a Building Committee of the Whole Meeting in December, 2007. (End of Building Committee Of The Whole Minutes)
Tara Martin, Adolfson & Peterson, said bids were opened for Bid Package #3 on 9-28-07. Some of the bid categories are still under review and bidders are being qualified. Four bid categories were presented for discussion today as they are deemed to be critical to keep the project on schedule.
Bid Category 4A, Masonry. The low bid was from Rice Lake Construction, $1,768,250, with no alternates. Martin recommended award.
Bid Category 14A, Conveying System. The low bid was from MN Elevator, $130,471, with no alternates.
Bid Category 23B, Mechanical. The low bid was from Thelen Heating & Roofing, $6,760,000 including alternates. If the Board selects any of the alternates, Thelen would still be the apparent low bidder. Martin said Thelen Heating & Roofing recognized Alternate M1, Controls. The bid includes Reliable Controls as the vendor for an additional $82,000. Alternate M3, Make-Up Air Unit, reflects a deduct of $68,000 and would essentially eliminate the air conditioning from the kitchen area. Alternate M4, Hydronic Snow Melt, is for a deduct of $48,000 and would delete the snow melt system, the in-floor radiant heat, heat exchangers, separators, expansion tanks, snow melt piping, manifolds, controls, sensors and other associated work.
The Board selected to review the mechanical alternates individually. Also present for discussion were Cliff Buikema, KKE Architects, and John Williamson, Willen, Inc. (Commissioning Agent).
Alternate M1, Controls, Mechanical. The base bid is Reliable Controls. The alternate would be an additional $82,000. The recommendation from Buikema and Williamson is not to include M1 as an alternate. The County Board recommends not including Alternate M1, Controls.
Alternate M2, Sanitary Underground. The bid specifications provide an alternate price for PVC sanitary waste and vent piping. The bid from Thelen Heating & Roofing includes PVC. Cast iron was the base bid and PVC was an alternate. Cast iron is specified in the base bid so it must be used.
Alternate M3, Make Up Air Unit, Mechanical. This alternate provides a deduct price for deleting the make-up air unit serving the kitchen. Buikema said under normal conditions, the kitchen receives its air supply from the air conditioning system. Exhaust fans are used during cooking. The alternate would supply air in the area of the cooking islands which will increase worker comfort and morale. When the fans are turned on, air conditioning is provided. This was offered as an alternate as the project came in over budget and it is an option for reducing cost. Williamson said if the unit were selected, staff should be trained on usage (not to utilize until the cooking process begins). To use the unit all day would waste energy. The unit offers the option of bringing in outside air during cooler times of the year. His recommendation was to select this alternate with training provided to staff on usage. Pat O’Malley, Assistant Jail Administrator, said an air conditioning unit was added to the existing jail for this purpose. Staff is aware of the proper use of the unit. The consensus of the County Board was to leave this alternate in the project.
Alternate M4, Hydronic Snow Melt. This alternate provides a $48,000 deduct from the bid by Thelen Heating & Roofing. Mattson felt the system should be installed so that it does not have to be added at a later date. Russek concurred, stating that it would cost more at a later date. Buikema explained the two systems. The first is a hydronic snow melt system which would be used in large areas such as the entry plaza, loading docks, and the vehicle sally port and has more equipment associated with it. The electric snow melt system would be used in areas such as the exit doors and employee entrances. The hydronic snow melt system will utilize the excess heat capacity of the geo thermal system.
Discussion returned to review of the bid categories:
Bid Category 26A, Electrical. On 9-28-07, Design Electric submitted the low bid of $4,037,770 for this category. However, the company contacted Martin on 10-01-07 requesting to withdraw the bid because of an error on their bid tabulation. Design Electric is not comfortable performing the work with the bid submitted. Martin recommended the next low bid from Phasor Electric at $5,115,000. The bid includes alternates as follows: A deduct of $3,000 for Mechanical Alternate M3 (Make Up Air Unit), a deduct of $24,000 for Alternate E1 (Electric Snow Melt), and a deduct of $35,000 for Alternate E2 (Lightening Protection). Buikema explained that lightening protection was not included in the original design but added during Design Development. This was identified during internal meetings due to the location of the building and because of sensitivity to radio and control systems in the Jail. Dakota County has this protection and Hennepin County added it at a later date. Williamson recommended inclusion given the location of the building. The consensus of the County Board was to include the lightening protection.
Sawatzke inquired on the ramifications for Design Electric for withdrawing their bid. Martin said Design Electric submitted a 5% bid bond as required (5% of the $4,037,770). The County has the option of keeping the bid bond. Her recommendation was for the County to not keep the bid bond due to the impact it would have on a company of their size. The error in the bid was caused by human error. Russek said when companies take out a bond, it is their job to assure the figures presented are accurate. The County provides the specifications. Sawatzke had concern with companies potentially working together when submitting bids. Buikema said the County has a legal right to accept the bid bond. If this is done, the bidder can then choose to go ahead with the project rather than to lose the bid bond. The County retaining the bid bond would also affect Design Electric’s ability to retain other work. There could be a disadvantage to having a contractor working on the project that has a low bid that may be missing items. With State projects, if an error is discovered and it can be explained the State will release the bond. Buikema said contractors work very hard to submit bids within short time frames which can result in mistakes occurring. He encouraged the County to seek evidence from Design Electric that an error did occur and if provided, to return the bid bond. Buikema said bid errors happen frequently. Further discussion revealed that the Board needed to make a decision on award of the electrical bid and the bid bond today to keep things on schedule. Martin said Phasor Electric has experience with jails and has worked in Sherburne County.
Sawatzke made a motion to award the following bids. The motion includes not retaining the bid bond from Design Electric. The motion was seconded by Heeter and carried 5-0:
Bid Category; Description; Company Name; Contract Value
4A; Masonry; Rice Lake Construction; $1,768,250
14A; Conveying System; MN Elevator; $130,471
23B; Mechanical; Thelen Heating & Roofing; $6,876,000
26A; Electrical; Phasor Electric; $5,115,000
A Committee Of The Whole Meeting was held on 9-26-07. At today’s County Board Meeting, Sawatzke moved to approve the minutes, seconded by Mattson, carried 5-0:
Audit Exit Meeting, 2006 Audit.
Host provided a summary of the 2006 draft Audit results, graphs reflecting the County’s financial condition, and a draft statement of net assets (attached). The Auditor’s Report expresses an unqualified opinion which is the best opinion that can be given, and is defined as the financial statements are materially correct. As part of the Audit, LarsonAllen is required to communicate significant audit policies. This generally is focused around supporting documentation and capitalizing assets. Significant audit adjustments are reported as well. Audit adjustments were identified but nothing was significant in quantity or type. At least one audit adjustment is the norm. The key item is that the County qualified as a low-risk auditee under Federal Guidelines. This is because there were no major issues identified in the last two audit years.
Material Weaknesses (Financial Reporting):
• Segregation of Audit Functions. It was the opinion that management be made aware of this and periodically spot check and adjust if necessary. This occurs in departments with limited staff. Controls could be improved without requiring a significant amount of additional personnel.
• Audit Adjustments. The internal controls for recording receipts and disbursements were included and discussed in the previous audit and are considered acceptable. The new 2006 audit standards require communication to be in writing.
• Financial Reporting Process. The County is responsible for the financial reporting process. It is the recommendation that the County continue to evaluate the cost/benefit of outsourcing this function. LarsonAllen is required to outline in the Audit that they assisted with this process.
• Timely Deposits. The recommendation is for departments to deposit on a daily basis. The County can set a threshold for those departments which may not follow this because of location or amounts receipted. For those departments with low receipts, deposits could be completed on a weekly basis.
Major issues in this area are communicated in writing; minor items are not. New audit standards now require that all items will be communicated in writing. Discretion was previously allowed on whether the issues were discussed orally or communicated in writing.
• Journal Entry Approval. It is recommended that all journal entries be reviewed and signed by a County official prior to posting to the general ledger.
• Contracting & Procurement Procedures. It is recommended that the County adopt formal written policies for this process. The policy would reflect framework and guidelines for departments to consult to guide the process. Host will provide examples of what other counties use.
Previously Reported Items Resolved:
• Capital Asset Procedures. The County has developed a detailed capital asset policy and established procedures for accounting and reporting of capital asset activities.
Other Items For Consideration-MN Legal Compliance:
• Approval Of Change Funds. Minnesota Statutes require County Board approval of all petty cash change funds. Hiivala will present for Board approval the summary of the 12-31-06 change funds.
• Cash Deficits in Ditch System. Minnesota Statutes do not allow for negative cash balances on individual ditches. It is recommended that the County cash deficits be eliminated through loans from other eligible funds or through improved cash management of the ditch systems.
• Ditch Special Revenue Fund-Deficits in Equity Balances. It is recommended that the County eliminate the individual ditch fund balance deficits by levying assessments which will permit the accumulation of a surplus balance by Statute to provide for the repair and maintenance costs of a ditch system.
• Credit Cards. Minnesota Statutes require a policy on credit card usage. It is recommended the County adopt a policy relating to the use and limits of credit card purchases. Discussion included the potential of utilizing one credit card (i.e., Visa) rather than multiple cards for various locations, and the use of procurement cards. Host did not recommend a procurement card but felt a policy was needed on credit cards.
• Electronic Wire Transfer Policy. Minnesota Statutes require a policy on wire transfers and electronic transactions. It is recommended that the County adopt a policy. Host will provide the County with an example of a policy used by another county.
Previously Reported Items Resolved.
• Security Interest in Pledged Collateral. The County was not in compliance with federal and state regulations relating to perfected security interest in pledged collateral. This was resolved when the County provided documentation for each institution in which collateral was pledged.
• Months of Expenditures in Fund Balance. The graph reflects the unreserved fund balances for all funds including General Revenue, Road & Bridge and Human Services. Host felt the fund balance is a little low in accordance with the State Auditor’s recommendation. Sawatzke understood that 30% of the budget was designated in unreserved funds as opposed to the reflected 1.0-1.5%. Hiivala explained that the graph depicts General Revenue, Highway, Human Services funds together. The General Revenue Fund offsets debt service of the Highway Fund, which does not have a fund balance. Norman stated the County is maintaining 30% in the General Fund. It was the consensus that the three funds will be reflected separately in future reports.
• Revenues-Governmental Funds. Tax revenues are up slightly from the past two years. Intergovernmental has seen a slight decline in the past few years. The key driver is the State taking responsibility for some areas (i.e., child care).
• Total Revenue & Expenditures For Governmental Funds. The total expenditures have exceeded the revenues for 2004 and 2006.
• Long-Term Liabilities. This reflects outstanding GO bonds and contract for deeds. Debt payments have been made according to schedule. The Clean Water Partnership is new this year. This area also reflects an upward trend in compensated absences (vacation & sick leave accruals). This is a result of salary and COLA adjustments.
• Total Capital Assets, Net. This is one of the largest investments made (roads, bridges, buildings, etc.) totaling almost $150 million.
• Total Net Assets-Government Wide Financial Statements. This graph reflects total assets less total liabilities resulting in a net worth just over $161 million. An upward trend has been realized over the past few years. The gap between assets and liabilities continues to grow each year.
• Expenditures-Governmental Funds. The table reflects where funds have been expended. An increase is being seen in all areas over the past three years and ties into the increase in the levy. Host highlighted the 2004 refunding bonds paid off in 2004 affecting the increase in principal that year.
Statement Of Net Assets:
These are unaudited figures pulled from the actual financial statements. Pages 22 and 23 reflect how funds did for the year. The General Fund balance increased $632,000 and Road and Bridge increased $1.5 million. The Human Services balance decreased $1.5 million. The last page of the handout reflects the balance of each fund. Norman referenced page 19 reflecting the unreserved, undesignated balance for the General Fund. He stated there are many projects that could be designated against this balance. Host affirmed this and said the County should become more formalized in breaking down their encumbrances. Norman suggested designating a line item for insurance claims that are not included in the MCIT insurance coverage document. Funds could be reserved to the tort limit. Host said insurance contingencies is an area where designation is seen. He will forward a list of items which could be incorporated. DeMars referenced the daily deposit requirement. Hiivala felt a scanner may be placed at the Human Services Center for check depositing purposes. Host said it is a matter of setting reasonable limits. In the 2007 audit requirements, there will be eight additional audit standards dealing with documentation, a more in-depth analysis of risk, and materiality review. There will be more policies and documented procedures/controls required. Host will forward a list of the standards to the County by 12-31-07. The County has many policies but they may need to be fine tuned. Host said the audit is not complete but they will meet the deadline of 9-30-07. He complimented staff on their assistance. Hiivala requested that in the future, the County Board receive the final audit prior to the Exit Audit Meeting. Host said that there are many benefits of receiving a final version prior to the meeting for review. There is an option of receiving a draft due to potential items identified at the Exit Audit Meeting. Norman complimented the accounting staff from the offices of Human Services, Highway and Auditor. Hiivala recommended continuation with the contract with LarsonAllen. (End of 9-26-07 Committee Of The Whole Minutes)
A Labor Management Loss Control Meeting was held on 9-26-07. At today’s County Board Meeting, the following correction was made to the minutes: Page 2, 2nd paragraph, change last sentence to read, “Melvin stated that in speaking with Bill Cordell, Highway Department, the County will not provide mid-block crosswalks.” (Melvin). Eichelberg moved to approve the minutes as corrected, seconded by Mattson, carried 5-0:
2006 RISK MANAGEMENT SUMMARY.
Nolan presented a summary of the Risk Management claims and incidents for 2006 (see attached “2006 Wright County Risk Management Summary”). There were 47 incidents that Nolan worked on with MCIT, 35 of which involved payment. The number of incidents did not increase significantly as there were 45 incidents reported in 2005. Nolan provided a breakdown, by Department, of the claims:
Sheriff 27 claims (26 of those involved a squad car)
Member of Public 10 claims
(1 involving a slip and fall)
Public Works 6 claims
Parks 2 claims
Assessor 1 claim
Attorney/Court Svs. 1 claim
There were 12 incidents that were treated as potential claims, however, five resulted in denied claims and seven did not have any money paid out. Nolan noted that there were 7 claims involving damage caused by deer, 5 claims were fully reimbursed by other drivers, 2 squad cars were damaged by hail on 8-24-06, 3 claims involved plow trucks on 12-21-07 and one $5,000 claim for damage to a plow caused by a driver without insurance. Nolan commented that 2006 was a good year as far as claims go; none of the claims were surprising or expensive. The number of claims can be correlated with the number and severity of storms and the winter season. Melvin presented a summary of the “2006 First Report of Injuries” (see attached). Melvin described the number of Reports as being comparable with previous years. The summary details the date of incident, Department related to the incident, description of injury/illness, and result of the injury/illness. The injury or illness resulted in one or more of the following: medical attention, lost time, restricted activity or “Caution”. Those injuries/illnesses marked with a “Caution”, resulted in no further action. Melvin stated that he and Nolan have encouraged employees to report any incident of work related injury or illness, no matter how insignificant the incident may seem. By advising employees to report work related incidents, the employees are protecting themselves in the event of a potential claim. By getting the facts early, the employee is able to remember the events of the work-related incident. The intranet has a Risk Management section that offers a lot of the forms and information, including a tutorial of how to report a work related injury/illness. OSHA requires posting the OSHA 300 Log, a record of County work-related injuries and illnesses, from April 1st to March 30th each year. Nolan clarified that the frequency of First Reports of Injury does not affect the County’s insurance rates. Reporting work related incidents is mainly beneficial for the employee who files a claim. Melvin stated that MCIT investigates all injury/illness claims to determine that they are valid claims. Melvin stated that First Reports of Injury are also processed for volunteers and Reserves (who are unpaid). Discussion occurred on how the County is to provide safe and well-maintained parking lots and walkways for its employees. Brazelton asked if the County is supposed to provide a cross walk in correlation with the parking lots and walkways. Melvin stated that in speaking with Bill Cordell, Highway Department, the County will not provide mid-block crosswalks. Mattson questioned if the Fair Board is covered by the County’s workers compensation insurance. The members of the Fair Board are technically volunteers; however, the County allocates $80,000 annually to the Fair, from which they are paying themselves. Nolan stated that the Fair Board (Board members only) is covered by the County’s workers compensation. Nolan expressed concern that if the “volunteers” are paying themselves with County allocated monies, then the County would be liable for their work related injuries/illnesses. Melvin referenced the “First Reports of Injury” Bar Chart on the third page of his handout. Melvin noted that this chart will be beneficial in future years to compare the types or categories of injuries/illnesses that are reported. It was noted that the category “precaution” should be corrected to read “prevention” which was created for incidents not requiring medical attention or lost time. The chart indicates that in 2005, there were 20 slips/falls, which were a direct correlation to the amount of melting snow, freezing and rain amounts that year. The type of winter often determines the number slips and falls. Melvin stated that OSHA has defined “exposure” as being confirmed transmission of chemical or bodily fluid. The chart indicates that violence increased in 2006. Violence resulted in injury which is correlated to the Corrections and the Sheriff Departments. It was noted that a correction should be made to the third page. There were 46 total incidents for 2006, not 41 as it reads on the summary report (volunteer and Reserve incident reports were inadvertently removed from the data). The final page of Melvin’s handout breaks down the number of First Reports per Department. There were slight increases in the number of Highway, Parks, and Human Services incident reports in 2006. Nolan stated that he will be taking over the workers compensation duties. However, Melvin will continue to back up Nolan during an absence. Melvin stated that he and Nolan will meet on a monthly basis to keep each other updated on workers compensation related issues. Brazelton asked Nolan how the insurance cases seeking restitution are credited to the County. Nolan explained that MCIT has already given the money back to the County, and they work with Court Administration to determine a reasonable restitution amount and coordinate monthly payments with the responsible party. The monthly payments are sent directly to MCIT. MCIT then sends a report summarizing what they have received through subrogation or restitution on behalf of the County.
INSURANCE COVERAGE CHANGES.
Nolan stated that changes were made in the County’s insurance coverage. By studying what other counties were doing for their insurance and doing a ten-year analysis of the County’s claims, he made a recommendation to the Board to raise the deductible from $1,000 to $5,000 for Property and Inland Marine. By raising the deductible, the County realized a $36,432 savings. The items covered under Property are County buildings, whereas, items covered under Inland Marine are contractors’ equipment, Public Works and Park equipment, boats, jet skis, Highway electronic message boards, Law Enforcement equipment, and etc. Nolan noted that the Fair Grounds did suffer about $20,000 worth of damage during a recent storm which will be reflected in next year’s coverage update report. Nolan did not change the deductibles for the Automobile coverage: $500 comprehensive deductible and $1,000 collision deductible. Nolan performed a comprehensive review of the County’s insurance schedule. The insurance schedule has approximately 200 pages of items. Upon review, Nolan found a number of vehicles and equipment that had been sold. By auditing the schedule, MCIT gave the County a $38,455 credit. Nolan has educated each of the Department Heads and provided them with new add/deletion form so that they can report each time they buy or sell a piece of equipment. The form is on the intranet. Nolan stated that he recommended a re-appraisal of the County Compost Facility. The County was paying approximately $50,000 annually for insurance on a building that was valued at $31,715,058. The buildings were being assessed as a recycling center when they were being used as a cold storage facility. Through the bylaws of MCIT, the County was required to carry insurance on the building. MCIT recommended a re-appraisal and used Maximus to re-appraise the value of the buildings as if it were a cold storage facility. If there was a claim, the County could re-build the facility as cold storage. Through re-appraising the facility, the value dropped to $5,422,240, saving the County $31,652 annually in premiums.
UPDATE ON LOSS CONTROL ACTIVITIES.
Nolan presented an “Update on Loss Control Activities” summarizing his work with training, inspections, and assessments in each Department. Nolan briefly touched on descriptions of each of his efforts (see attached). Nolan informed the group that changes have been made to the CPR standards; therefore, the AEDs will need to be upgraded. The American Heart Association and Red Cross now recommend 30 compressions and two breaths, in contrast to the outdated standard of 15 compressions and two breaths. Those AEDs that can be upgraded, can be upgraded with software. However, the position of the Red Cross is that an old AED box is better than no AED box. Howell stated that the Buffalo Hospital has initiated a program to raise money to buy new defibrillators for the County. He noted that purchasing new to supplement the donated AEDs may have to be addressed in the 2009 budget cycle. Brazelton questioned whether there is a list that has been distributed listing the CPR certified employees for cases of emergency. Brazelton expressed her concern that in case of an emergency, time is of the essence, and the time it would take to locate a CPR certified individual could be critical. Norman proposed that in addition to distributing a list of certified CPR individuals, County employees should be updated on the location of the AEDs and another training session should be offered due to employee turnover. Mattson stated that it is his opinion that the receptionist should have a list of the certified CPR employees as that person would be the first point of contact. Melvin stated that the AED out at Public Works had the list of names and extensions on the box for reference. Norman stated that with moving Sheriff/Corrections to the new Jail/LEC, a new Emergency Procedures Manual will have to be created. Nolan stated that the new Manual would have to detail who will respond to emergencies within the Government Center. Howell commented that the Department has already begun discussions regarding Courthouse security. Nolan stated that Courthouse security will be a concern as Dispatch will not be located within the Government Center. When the panic buttons are administered, Dispatch has been trained to assign somebody to respond to the alarm. Nolan continued to state that the current Emergency Procedures Manual is outdated. The Manuals are given to new employees during their orientation. The evacuation routes have changed and personnel issues have changed. Nolan stated that he went through and updated the Manual and has contacted three printing companies regarding pricing to print the new Manuals. Nolan has formatted the Manual in Microsoft so that it can be updated as needed. Nolan recommended printing 1,000 copies for $923.52 from IntegriPrint. Nolan also recommended formatting and printing an Emergency Preparedness “Guide” that would be a user-friendly desktop reference. The Guide is similar to a version created by Public Health. The Guide would contain sections of the Manual covering topics such as: evacuation routes, fire drill, and workplace violence. Printing costs for the guide will be more expensive than the Manuals because it will involve a typesetting fee. Brazelton asked Nolan how the new Jail/LEC building and procedures would be added to the Manual. Discussion occurred on whether to insert an addendum for the new/updated Jail/LEC building and procedures into the existing Manual or to print an entirely new Manual. Solely placing the updated version of the Manual on the intranet for current employee viewing is not adequate in the event of a power outage. Norman stated that he would be in favor of moving forward with printing the new Manual for new employees, followed up with training for existing employees and distributing an executive summary to the Department Heads detailing the changes made to the old Manual. Nolan stated that he has applied for the Governors Safety Award for several years. This year, the County achieved the second highest award: Outstanding Achievement Award. In years past, the County had earned the Meritorious Award. An award committee reviews the frequency and severity of incidents and compares each of the counties to each other. RECOMMENDATION: Internally print copies of the updated Emergency Preparedness Manual for distribution to new employees. Nolan to distribute an executive summary to Department Heads. Nolan will wait before going to IntegriPrint of Buffalo to print the new version until after the Jail/LEC has been built. Nolan to continue working on developing a desktop “guide”. All union representatives, two Commissioners, and appropriate staff will be invited to attend quarterly Labor Management Loss Control Committee meetings. (End of Labor Management Loss Control Minutes)
Information was received from Senator Amy Koch’s office relating to the rescheduled bonding tour with Commissioner Tom Hanson. The tour will be held on 10-24-07 and will start at 1:00 P.M. in the City of Monticello. The tour will then move to the Wright County Government Center at 2:30 P.M., followed by a meeting with the City of Rockford at 4:00 P.M. Heeter moved to approve the revised schedule and attendance, seconded by Eichelberg, carried 5-0.
On a motion by Heeter, second by Sawatzke, all voted to schedule a Closed Session on 10-09-07 at 10:30 A.M. to discuss PID #114-800-172200 & PID #114-800-083300. The purpose of the meeting is to discuss the Chouinard property.
Correspondence was received from Sherburne County announcing the next Quad County Meeting which will be held at the Oliver Kelly Farm on 10-30-07 at 10:00 A.M. Russek felt it would be difficult to attend as a Board Meeting will be held that day at 9:00 A.M. The Agenda has the potential of being long due to the cancellation of the 10-23-07 County Board Meeting. Heeter moved to authorize attendance, seconded by Sawatzke. Melvin was directed to send a letter to Sherburne County noting that Wright County may not be represented due to the time of the meeting. The letter should request potentially moving the meeting back a few hours. The motion carried 5-0.
The AMC District V Meeting will be held on 10-18-07 from 8:00 A.M. to 12:00 P.M., in Freeport. Board attendance is authorized at all AMC functions due to the appointments made annually at the first County Board Meeting. This was provided as an informational item.
Accurate USA. $264.00
Advanced Graphix Inc. 178.92
Amer. Institutional Supply 1,059.99
Ameripride Linen and Apparel 292.29
Ancom Communications Inc. 118.22
Aramark Correc. Services 5,367.83
Assn. of Minn. Counties 300.00
Associated Bag Company 128.82
Lawrence Bauman 308.20
Stephen Berg 525.00
Boyer Truck Parts 967.42
Buffalo Hospital 10,620.72
Capital Concrete Inc. 7,864.50
Cardiac Science 470.73
Carver Co.-Financial Serv. 1,566.87
Catco Parts Service 515.63
Center Point Energy 947.30
Centra Sota Lake Region 34,784.36
Central McGowan Inc. 213.49
Collier 2Way Inc. 561.32
CPS Technology Solutions 262.00
Crow River Tools 102.18
Cub Pharmacy 2,469.54
Kate Daniels 198.00
Expert Auto & Marine Inc. 193.83
Farm Plan 120.20
Final Touch Excavating 62,061.32
Richard Hodson 100.00
Integrated Fire & Security 809.58
Int’l Assn. of Property 325.00
Junction Towing & Auto 306.85
Bernard Kirscht 246.56
LaPlant Demo Inc. 322.30
William Lieb 322.75
City Maple Lake 1,116.88
Marco Inc. 3,343.00
Mariposa Publishing 328.02
Menards - Buffalo 641.92
Midwest Machinery Co. 133.34
MN CLE Inc. 235.00
MN Coroners & Med. Exam. 420.00
MN Corrections Assoc. 380.00
MN UC Fund 126.00
Monticello Township 110.00
Morries Parts & Service 2,339.08
MTI Distributing Inc. 730.05
Nat’l Graphic Supply Corp. 150.26
N Metro Realtors Assoc. 435.00
Office Depot 399.23
Omann Brothers Inc. 3,001.59
Lynn Peavey Company 424.25
Postmaster - Buffalo 500.00
Allone Potter 32,000.00
Dave Pullis 125.00
Reed Business Info 280.98
Royal Tire Inc. 5,211.97
Robert Schermann 322.75
Shell Fleet Plus 1,071.13
Sherburne Co. Sheriff 23,062.90
Software House Int’l Inc. 247.08
Spectrum Solutions 980.00
St. Cloud Fire Equip. Inc. 196.00
St. Joseph Equipment-Mpls. 159.51
Stamp Fulfillment Services 468.60
State of MN-Office Enterp 370.00
State Supply Co. 129.56
Stearns Co. Treasurer 2,868.84
Tech Depot 266.95
Tires Plus 398.24
United Locating Services 180.00
Univ. of Minnesota 897.50
Verizon Wireless 246.98
Walmart Store 01-1577 509.29
Wright Co. Hwy. Dept. 49,932.57
Wright Henn. Co-op Elec. 532.36
Xcel Energy 1,647.40
33 Payments less than $100 1,465.15
Final total $278,490.59
The meeting adjourned at 10:37 A.M
Published in the Herald Journal Oct. 29, 2007.