Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
APRIL 22, 2008
The Wright County Board met in regular session at 9:00 A.M. with Heeter, Sawatzke, Mattson, Russek and Eichelberg present.
Russek moved to approve the minutes of 4-15-08, seconded by Heeter. Mattson referenced the bid opening for the Administration Department remodel which occurred at the last meeting. At that meeting, the Board approved proceeding with the low bidder, Hunerberg Construction Co., with the understanding that it would be confirmed that they would be able to stand by their bid. There was concern raised that the labor amount may not be sufficient. Today, Mattson questioned whether this had been determined. Richard Norman, County Coordinator, said a meeting was held with the contractor last week and it was confirmed that the bid amount is correct. A pre-construction meeting was held on 4-21-08 and work will commence on 4-28-08. The motion carried 5-0.
On a motion by Heeter, second by Russek, all voted to approve the Agenda as amended.
The Consent Agenda was discussed. Mattson referenced Item A2, “Schedule Closed Sessions For 10:30 A.M., May 6th & May 27th To Discuss Labor Negotiation Strategies.” He inquired whether any other dates would be considered in case someone is unable to make the specified dates. Norman responded that the dates listed are those that Frank Madden is available to meet. If a date change is requested, it will have to be confirmed whether he is available. Russek referenced Item C1, “Approve 2008 Tobacco License For Quik Shop (Rockford City).” He understood the Quik Shop was not currently open. Bob Hiivala, Auditor/Treasurer, said staff indicated that an application for renewal was received and therefore the request was placed on the Agenda. Sawatzke questioned whether there were any license application requirements indicating that the business must be open. Russek responded that it probably is okay as long as they keep the business in the same location. On a motion by Heeter, second by Russek, all voted to approve the Consent Agenda:
A. ADMINISTRATION
1. Performance Appraisals: B. Bersie, Hwy.; R. Miller, Parks; L. Hellerud, S. Hoover, Sher./Corr.
2. Schedule Closed Sessions For 10:30 A.M., May 6th & May 27th To Discuss Labor Negotiation Strategies.
B. ASSESSOR
1. Approve Abatement, PID #118-033-002140, Yuriy & Svetlana Perevertaylo (City Of Otsego).
C. AUDITOR/TREASURER
1. Approve 2008 Tobacco License For Quik Shop (Rockford City).
2. Approve Jail & LEC Draw #10 Invoice, $4,229,944.73 (See Detailed Draw Request Packet).
D. PLANNING & ZONING
1. Accept The Findings & Recommendations Of The Planning Commission For The Following Rezonings:
A. Federated Co-ops, Inc. (Corinna Twp.). Planning Commission unanimously recommends approval of the request to rezone approximately two acres from AG to I-1.
At 9:05 A.M., Commissioner Eichelberg welcomed those present for Boy/Girl County Day. He extended appreciation to the American Legions and chaperones involved with the event, as well as staff attending the luncheon today to provide an overview of Department activities. The County Board introduced themselves and the areas they represented. They fielded questions from the students and chaperones. As part of Boy/Girl County Day, students toured other parts of the Government Center and attended a lunch at the American Legion.
Bob Hiivala, Auditor/Treasurer, presented the claims listing for approval. On a motion by Mattson, second by Heeter, all voted to approve the claims as listed in the abstract, subject to audit.
Marc Mattice, Parks Administrator, introduced Deb Johnson. On behalf of the Wright County Horticulture Society, Johnson presented the County with a $500 donation toward shade trees in various regional parks. The funds were raised by the Horticulture Society during one of their community plant sales. This year, the plant sale is scheduled on 5-17-08 from 8:30 A.M. to 11:30 A.M. at Sturgis Park in Buffalo. Johnson was thanked for the donation.
A Capital Improvement Finance Committee Meeting was held on 4-14-08. At today’s County Board Meeting, Russek moved to approve the minutes and recommendations. The motion was seconded by Sawatzke. Sawatzke referenced the Committee recommendation which states, “The Committee recommends scheduling another meeting on 5-12-08 at 9:00 A.M. to review the 2008 and 2009 projects for the first time. The Committee will meet with the Attorney, Surveyor, and Parks Department. If time permits, the Building Care & Maintenance requests will be reviewed, as well as remodeling of the vacated Sheriff Department space.” Sawatzke felt discussion regarding the vacated Sheriff Department space was a topic for the entire Board and should be discussed during Budget sessions. Russek stated that the Capital Improvement Finance Committee would discuss and prioritize project requests. One thing the County needs to address is storage space for departments. He extended thanks to Pat Melvin, Special Projects Administrator, for his efforts with the Capital Improvement Plan software. Eichelberg said Melvin will be forwarding options on vacated space. Sawatzke made an amendment to the motion to remove the following language from the recommendation: “as well as remodeling of the vacated Sheriff Department space.” The motion was seconded by Mattson. Sawatzke said discussion on the vacated space can be referred to the Committee Of The Whole. The amendment to the motion carried 5-0. The vote on the original motion, as amended, carried unanimously.
Overview of the CIP (Capital Improvement Plan) Software. Melvin provided an overview of the software that was purchased in 2005 from Springsted Financial Advisors. The software will assist the County in planning for future projects and designate funding sources. Melvin explained that the 2008 figures reflected in the software are based upon property value information obtained from the Assessor. Melvin met with the Coordinator, Assessor and Auditor to determine the figures for 2009 and forward. These figures reflect a 5% increase with the exception of agricultural, as Green Acre values are increasing. Figures will be adjusted accordingly as situations change.
Presentation of Finalized 2008 CIP Packet.
a. Introduction Portion of CIP.
b. Updated Project Information. Melvin distributed a revised CIP reflecting updated department requests. Projects are listed by department. The Plan will be updated annually. In future years, the Plan will include projects that were previously not funded and how long the project has been requested. The Plan does not include Highway Department Road and Bridge projects or rolling stock. The CIP software is driven by projects and funding sources. The Parks Department has projects which may have multiple years involved but are tied to one Park. One goal of the CIP is to tie these projects together. As an example, page 43 of the handout reflects details of the CSAH 17 Trail Project. The upper right hand corner shows the project is funded in 2008 but was approved in 2006 (2008 F = 2006). The upper right hand corner will also reflect if the project cost is revised. Norman suggested that the Committee review the 2008 and 2009 projects and funding sources. Absent bond proceeds, the only funding source available is the Capital Account. The goal is for the Committee to review the project requests by department. Department heads may be invited to upcoming meetings to further discuss their requests for 2009. The Parks Department currently has 24 pages of items. The Parks Administrator will be asked to provide a list of projects by year, noting which are contingent upon receiving grant funds. Those projects dependent upon grant funds will not be addressed until the grant is received. After meeting with departments, the goal will be to develop a Capital Improvement Plan to present to the Budget Committee Of The Whole outlining what projects the Committee legitimately feels can be funded in the 2009 budget and to set a priority list for the next five years. Recommendation: The Committee recommends scheduling another meeting on 5-12-08 at 9:00 A.M. to review the 2008 and 2009 projects for the first time. The Committee will meet with the Attorney, Surveyor, and Parks Department. If time permits, the Building Care & Maintenance requests will be reviewed.
(End of Capital Improvement Finance Committee Minutes)
An Owner’s Committee Meeting was held on 4-15-08. At today’s County Board Meeting, Sawatzke moved to approve the minutes and recommendations, seconded by Heeter. Mattson questioned whether the current Jail has a trash compactor. The response was that there is a compactor located at the Courthouse but it needs to remain at this location. A separate one will be purchased for the Jail/LEC site. The motion to approve the minutes carried 5-0:
A&P.
A. PROJECT UPDATE.
Streich stated Areas A and B of the LEC are undergoing framing and rocking in the second level. Door frames are being set, interior wood blocking, and taping/sanding walls are taking place. The electrical and mechanical rough-ins are scheduled into next week. Fireproofing will be completed in Area A at the end of the week. Installation of the ceiling grid in the west side offices will begin on 4-21-08. Masonry walls will be completed at the end of the week. The high density storage rails are going in three areas. In Area C, the slab on grade is being formed and the recessed kitchen area will be poured tomorrow. Electrical underground is being placed so that the main slab on grade can be poured on 4-24-08. Laying the interior masonry walls, installation of ductwork, and installation of stairway S1010 is scheduled for next week. In Area F, sand is being hauled in to form the cushion so that the slab on grade can be poured next week. The in-floor heat will be installed in Area F on 4-21-08. The main goal is to complete the poured sections of the LEC, and Areas C and F by the end of next week. Streich noted that there is a bit of frost in the gym area of Area F. By moving heaters, the area should be thawed by next week in time for the pour. Outside in Area E, the above grade block is being laid, and the iron workers are putting in steel. Currently, sixty-five of the 121 units are completely set. The footings for Area D are being formed. The underground mechanical is being installed this week. Cell bases are being poured and the above grade block is being laid. Precast panels and columns are being set.
Streich informed the Committee that as a result of losing some days last week due to weather, the precast erectors need to get caught up. He forewarned the Committee that he might have to authorize the masons to work on Saturday. Streich stated that weather is a gigantic factor in construction schedules. Losing two days has caused problems in the construction schedule. Blotske explained that if the masons do not make up their work on Saturday, 4-19-08, they would be behind in their schedule on Monday, 4-21-08, causing Hanson to delay their work and use of crane, costing $290/hour. He stated that the change order for Saturday work would equate to paying 18-20 workers, $15-30 extra per worker/per hour, for eight hours. Sawatzke expressed his concern on paying overtime for one day’s work. He stated that the mason’s contract should cover overtime needed to meet construction schedules. Blotske stated that Hansen has rented a crane, and for every hour it is not used costs them $290/hour. The crane is scheduled to be at another jobsite in May. Sawatzke stated that he is concerned the County will be setting precedence in paying overtime. Blotske stated that A&P does not want to condone paying for overtime either. Blotske and Streich both stated that it is an unknown at this time whether the overtime would become a change order. The masonry project manager may find enough dollars within its construction budget to cover the Saturday hours without resulting in a change order.
B. APPLICATION FOR PAYMENT - $4,229,994.73.
Blotske presented pay application #10, valued at $4,229,994.73 (see attached). She stated that the project has been billed at 44% completion. RECOMMENDATION: Approve payment of pay application #10 for $4,229,994.73.
C. PCO’S APPROVED BY CAPTAIN TORFIN.
Blotske stated that the following PCO’s have been approved by Torfin:
1. PCO #035 – BP#3 PR #12 Public Lobby Clearstory Changes - $2,494.00.
2. PCO #041 – BP#3 PR #15 Relocation of WH3 Flue 7’ NW of Present Location - $2,706.00.
3. PCO #053 – BP#3 Booster Heater For Dishwasher - $4,537.00.
4. PCO #054 – BP#3 RFI #137 Thermal Barrier At Roof - $2,652.00.
Buikema stated that agenda items C4 and D2 are related.
D. PCO’S SUBMITTAL FOR APPROVAL.
Blotske presented the following three PCO’s:
1. PCO #043 – BP#3 Additional Fireproofing At Infloor Radiant Heat - $20,492.00.
Buikema stated that this PCO was discussed at the Owner’s Committee on 3-18-08; insulation was required under the floor slabs and was shown in the drawings, but not included in the bid package documents. Additional thickness of spray-on fireproofing was needed to insulate the radiant heating coils located in the second floor slabs of Areas A and B.
2. PCO #051 – BP #3 PR #19 Roofing System “C” - $19,741.00.
Buikema explained that this PCO is related to Agenda Item C4. The drawing had shown a layer of 5/8” sheetrock on top of the roof deck. It was not in the specifications; therefore, it was not bid. KKE did some research with its specifications writer who explained that tests have indicated the sheetrock is no longer required as a fire protectant of the insulation. KKE then deleted the gypsum sheathing. The building inspector did not agree with the deletion. The inspector’s intention is to require the sheathing for fire protection. The inspector, KKE, and the contractor, met and determined that based on hours and material costs, it would be most efficient to add a layer of sheetrock under the insulation in the gym area (see Agenda Item C4) and spray the underside of the deck with fireproofing to meet the UL 1-hour fire-rated assembly.
3. PCO #034 – BP #3 PR #11R Switchboard Changes $36,544.19.
Buikema stated that he would describe this PCO as a design refinement. When the engineers designed the switchboard room, they had the measurements of the equipment and sized the room based on the equipment layout. Many different manufacturers were allowed to bid. The winning contractor has larger sized equipment and now the room does not fit the equipment. At the time of discovery, the room was already built. To accommodate the size of the room, equipment changes were made resulting in a project add of $36,544.19. He stated that there is an advantage to the more expensive system. The system will now contain breakers in lieu of fuse switches. Torfin stated that the fuses require working clearances. The panels could have been installed, but there would not have been room for working clearances to service and access them. Buikema stated that if KKE had been informed of the design implication prior to the room being built, the room could have been designed larger.
E. PROJECT CONTINGENCY: $1,110,370.00.
Blotske stated that the current contingency amount of $954,333.00 reflects the written change orders to date. If the Committee were to approve the three PCOs under Agenda Item D, the project contingency would be $877,555.81. RECOMMENDATION: Approve and proceed with PCO #s 043, 051, 034 for a total of $76,777.19.
F. PROJECT FF&E: $1,879,314.00.
Blotske stated that currently, the County has a remaining FF&E budget of $1,737,131.00. The County purchased high density storage units already. Buikema introduced DeCoster who has been working with Hoffman, Torfin, and Hayes on the FF&E items. DeCoster stated that the team has been pulling everything together: locating and identifying existing product, identifying types of products to purchase, and laying out the product in the new facility. She presented a three-ring binder of the FF&E Room Schedule, Product Schedule, A/V Schedule, pricing, and drawings. The binder provides room-by-room budget figures and product lists with itemized costs from Intereum and Marco. She stated that wastebaskets and janitorial supplies are not included in the FF&E budget. She stated that the estimated cost of the office product is $475,301.00, the high density files was $140,210.00, and the Herman Miller furniture costs are estimated at $252,361.00. She stated that she added a contingency of $17,357.00 for a grand total estimate of $885,230.00. Hoffman stated that the FF&E estimate is a preliminary number as it does not include installation costs for the electronics portion and moving costs. Blotske stated that FF&E also does not include window treatments and interior signage.
KKE ARCHITECTS.
A. PROJECT UPDATE.
Buikema stated that he intends to present signage and monument concepts at the next Owner’s Committee Meeting. DeCoster is reviewing window treatments and will forward the information at a future Owner’s Committee Meeting.
Norman stated that there is a scheduling conflict during the 4-29-08 Owner’s Committee Meeting. He proposed moving the meeting to 4-28-08 or later in the day on 4-29-08. The Committee agreed to meet at 2:30 p.m. on 4-28-08. Hoffman asked the Committee how they want to proceed with FF&E items. Quotes will start coming in for the FF&E items. Norman stated that he proposes everything should go through the Purchasing Agent for his review prior to presenting to the Owner’s Committee. Hayes stated that a purchase order would not be placed until it has been presented to the Owner’s Committee. He stated that the high density plastic furniture for the secure areas would have to be bid out, as they are not listed on the State Contract. Hayes stated that the County would also need to purchase a trash compactor. It was not included in the bid packages. He stated that he has a manufacturer who has given him a quote of $8-10,000. Torfin stated that the compactor compresses 21 yards of waste into 5-7 yards. This reduces roll-off rates, and allows a smaller area for garbage. The compactor is to prepare for future growth. Buikema stated that a chute from the inside would lead to the compactor on the outside. Heeter stated that she would be in favor of running all FF&E items through Hayes prior to presenting them to the Owner’s Committee.
TOUR PROJECT SITE. Streich, Hoffman, and Blotske, provided a tour of Areas A, B, C, F, E, and D, of the Jail/LEC. Those in attendance were: Lindemann, Buikema, Norman, Mattson, Heeter, Eichelberg, Sawatzke, Miller, and Torfin. (End of Owner’s Committee Minutes)
There will not be an Owner’s Committee Meeting today.
Heeter announced the Wright County Futures Project Meeting which will be held on 5-15-08 at 6:00 P.M., Rockford Township Hall. Officials from cities, townships and school districts will be invited. A mini workshop will be held on foreclosures. Sawatzke moved to authorize attendance, seconded by Russek, carried 5-0.
Correspondence was received from the City of Howard Lake announcing their 130th Year Celebration on June 19-22, 2008 in the City of Howard Lake. To commemorate the event, tribal members of the Sisseton-Wahpeton Oyata Tribe will be holding a Pow Wow on June 21st. Tribal members have requested to present a Star Quilt to the Governor of Minnesota during the event. This was provided as an informational item.
Bills Approved
Advanced Graphix Inc.. $111.83
Allina OCC Med 1,142.50
Ameripride Linen and Apparel 261.97
Anoka County Sheriff 19,874.47
Aramark Correctional Services 10,564.85
B & B Products - Rigs and Squa 13,885.30
Betmar Languages Inc. 200.00
Black Moore Bumgardner Magnuss 300.00
Blaine Lock & Safe Inc. 217.50
Bonestroo 6,949.26
Darnell Brethorst 218.67
Buffalo Hospital 375.00
Burdas Towing 156.56
Carver Co. - Financial Servic 1,705.00
Center Point Energy 1,827.43
Centra Sota Lake Region LLC 10,817.44
Central McGowan Inc. 116.03
Citifinancial Mortgage 250.00
Commissioner of Transportation 111.56
Contech Construction Product 819.00
Crow River Tools 138.44
Cub Foods 142.36
Datalux Corporation 1,115.91
Franklin Dehn 561.81
Department of Public Safety 120.00
Design Electrical Contractors 174.00
DLT Solutions Inc. 5,192.13
Ralph Douglas 703.62
Embarq 191.49
Ernst General Construction Inc. 1,560.00
Farm-Rite Equipment Inc. 380.78
Federal Signal Corporation 387.23
Fisher Scientific 175.28
Franklin Township 1,877.00
Gard Specialists Co. Inc. 400.44
Gateway Companies, Inc., 2,612.55
Geocomm Inc. 4,000.00
Going Under Dive Center 859.60
Greene Espel PLLP 1,432.70
Hillyard Floor Care Supply 1,702.68
Identisys Inc. 2,373.80
Identix Incorporated 225.38
Idexx Laboratories Inc. 122.88
Intereum Inc. 838.44
Chris Jahnke 310.07
Jerrys Towing & Repair 133.13
Jeanne Johnson & Associates 495.00
Klein Bank 132.36
Jill Kowalczyk 100.00
Lakedale Communications 141.21
LaPlant Demo Inc. 562.58
Michael Laurent 179.19
LexisNexis 110.00
M-R Sign Company Inc. 1,432.43
Marco Inc. 2,307.89
Menards - Buffalo 285.80
Miller-Davis 162.68
Craig Mueller 594.18
Richard Norman 194.17
Nuclear Management Company 140.00
Office Depot 3,243.50
David Pederson 467.47
Performance Kennels Inc. 164.24
Photo 1 223.27
Positron Public Safety Systems 4,937.33
Qwest 4,601.63
Frank Ramacciotti 200.00
Thomas Richards 100.00
John Russek 329.56
Robert Schermann 341.00
SKC Communication Products 840.18
St. Cloud Hospital 525.00
St. Michael Veterinary Clinic 685.76
City St. Paul 225.00
State of MN-Office Enterprise 3,139.96
Brian Stoll 215.13
Strategic Equipment and Supply 124.65
Stratus Technologies Ireland 8,675.39
Super Express 230.04
Total Printing 990.34
TW Vending Inc. 100.91
United Parcel Service 153.30
Unlimited Electric Inc. 834.56
Shawna Vollbrecht 150.00
City Waverly 441.50
Gordon Weber 280.40
West Payment Center 785.11
Westside Equipment 460.42
Wright Co. Highway Dept. 42,539.07
Wright Hennepin Coop Elec Assn. 3,971.91
Wright Hennepin Electric 622.00
Wright Lumber & Millwork Inc. 134.19
Xcel Energy 107.09
33 Payments less than $100 1,457.04
Final total $186,770.73
The meeting adjourned at 10:00 A.M
Published in the Herald Journal May 12 2008.