Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
JUNE 10, 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, seconded by Mattson, carried 5-0.
Petitions were accepted to the Agenda as follows: 9:10 A.M. Agenda Item, “Wayne Fingalson, Highway Engineer, Schedule Bid Opening For CSAH 19 Project, St. Michael” (Fingalson); Item For Consid. #4, “Authorize Attendance, NACO Conference” (Eichelberg). Heeter moved to approve the Agenda as amended, seconded by Russek, carried 5-0.
On a motion by Russek, second by Heeter, all voted to approve the Consent Agenda:
A. ADMINISTRATION
1. Performance Appraisals: P. Thompson, Aud./Treas.; S. Bliven, S. Bonnick, A. Minea, Sher./Corr.
2. O/T Report, Period Ending 5-16-08.
3. Budget 100, Personnel Services, Transfers To The Various Departments In The General Revenue Budget.
B. COURT SERVICES
1. Refer To Personnel Committee Discussion RE: Process Of Position Evaluations & Job Descriptions.
C. HIGHWAY
1. Approve Amendment To Detour Agreement No. 92184 For TH 12 Reconstruction Project In Delano.
On behalf of the Auditor/Treasurer, the claims listing was presented for approval by Tanya West, Land Records Administrator. Russek referenced the $48,000 expense this week related to an inmate’s medical bills. He felt Legislators should be asked what they can do to assist the County with some of the expenses. He questioned who would take care of the medical issues if the inmate had not been incarcerated. He thought it was unfair that many constituents can’t even afford health insurance but are taxed to pay for an inmate’s care. Heeter said the County has incurred around $60,000 thus far in medical bills for this inmate alone. Mattson recently emailed Representatives seeking a solution to this problem. Mattson referenced Page 8, Dental Care Associates. He requested a name correction for one of the inmates treated. On a motion by Heeter, second by Russek, all voted to approve the claims as listed in the abstract, subject to audit.
An Owner’s Committee Meeting was held on 6-03-08. The minutes follow along with discussion which occurred at today’s County Board Meeting (in italics):
Sawatzke announced that Item IIIA should reflect “Dispatch Furniture”, not “High Density Storage”. Sawatzke also added Item IV to discuss “July’s Meeting Schedule”.
A&P.
A. PROJECT UPDATE.
Streich reported that the upstairs office walls in Area A are being taped. Ceramic tile, showers, precast sills, metal wall panels, and light monitors, are all being installed. The elevators were delivered this morning, and will be installed during the next two weeks. Next week, the upper and lower rooms will be painted; the aluminum office frames, office windows, and bathroom fixtures will all be installed. The framing/rocking/taping in Area B is approximately 95% complete. The ceramic tile is being installed in the upper and lower levels. The electrical and mechanical rough-ins are scheduled for the next two weeks. The sprinkler piping in the riser room is being installed. He anticipates that the interior masonry walls will be completed in a week and a half. The lower level will be painted next Monday. The ceiling grid is being installed. Streich also commented that they are laying the masonry walls in Area C. The ceramic tile in the upper and lower levels is being installed. The door frames are being set and the electrical and mechanical rough-ins are scheduled. The walk-in freezer and cooler were both installed last week. The kitchen hoods will be delivered this week. This morning, they poured the cooler and freezer slab. Old Castle Precast has been on site to patch and paint the interior of the precast cells. In Area F, they are laying the masonry walls. Electrical and mechanical rough-ins continue, and the door frames, sprinkler piping, ductwork and windows are being installed in Area F. In Area E, the electrical and mechanical rough-ins are scheduled, and they completed setting the precasts yesterday afternoon. Miscellaneous patching, grouting, and saw cutting will occur over the next month. Roof blocking, roofing, sprinkler piping, ductwork, and windows are being installed. Streich stated that they have left out one wall panel in Area D so that they can get access to the building. This is to allow for hauling in sand for masonry walls. It will cost approximately $1,500 to have Hanson Spancrete return with a small crane to install the final wall panel. Windows are being installed and Old Castle will be patching and painting the cells in this area. Streich stated that the site work continues. All 121 precast cell units have been installed. Both vaults are installed. The well fields are completed. They are hooking up a 10” line to the vaults, and a 12” line will be installed from the main vault to the building. The system will be flushed and tested over the next two weeks. Weather permitting, the final site grading will occur this week. Approximately 4,000 yards of gravel has yet to be removed from one of the ponds. He stated that they would be staking their curb and gutter, dressing up all the ponds, and starting the seeding either early in June, or in late September. The specifications call for a specific period to seed. Hayes asked Streich if the project is on schedule. Streich stated that the project is ahead of schedule. The air handler units are in place, slabs are being poured, and all lead time items have been delivered. Russek commented that the weather has been cooperative.
B. PCO’S SUBMITTED FOR APPROVAL.
1. PCO #060 – BP#3 PR#22 Inmate Phone Connection - $4,371.70.
Torfin stated that the phone connections were originally omitted and this PCO adds the phones back into the project.
2. PCO #064 – BP#3 PR#23 Add Doors J1616B & J2616B - $4,206.00.
Torfin stated that fire doors are being added between units that existed as an open corridor. This will keep the smoke zones separated.
3. PCO #065 – BP#3 PR#24 Change Wall Type at Master Control - $2,974.00.
Torfin stated that the wall type at the master control, above the detention frames, was specified to be a core filled block wall. Questions arose on whether the frames would support the wall. A security grid will be installed, as opposed to the masonry block.
4. PCO #067 – BP#3 PR#26 Gas Piping Changes at Kitchen - $516.00.
Torfin commented that changes were made to the gas piping to aid in maintaining the two separate hood systems in the Jail Kitchen. The change is to provide separate shut offs in the event that if one system is used, they could clean and use the second system while waiting for the vendor to come out and repair the system.
5. PCO #071 – BP#3 PR#29 Added Data Jacks - $3,868.00.
Buikema stated that this covered the data jacks for various staff offices. Hoffman stated that the evidence room and vault area did not have data jacks. Swing confirmed that some offices did not have any data jacks specified in the bid package.
6. PCO #073 – BP#3 RFI#153 Revisions to Ceiling Elevations.
Torfin stated that this PCO is to change the ceiling elevations in the dayrooms to accommodate the mechanicals. The cost of this change is $2,738.00. Buikema added that this is to drop a metal trim at the window heads to hold up the ceiling.
C. PCO’S SUBMITTED FOR APPROVAL.
1. PCO #068 – BP#3 PR#28 Concrete at Courtyards - $19,798.00.
Buikema explained that bid package #2 specified the interior concrete, and bid package #3 specified the exterior concrete (i.e. sidewalks). The concrete was not shown for the courtyard area. There was discussion on whether the courtyard should contain gravel, grass, or concrete. The decision was made to put concrete in the area. Neither of the contractors included concrete for the courtyard area: 3,250 square feet. Torfin stated that the plumbing and mechanicals all show floor drains in the courtyard area, and pads were poured for the air handling units. Streich stated that Dennis Fehn, subcontractor to Stellar Concrete, would be providing the concrete. It will have a broom finish. Sawatzke asked if inmates can go into the courtyard. Buikema stated no, it was not designed to be an occupied space. Torfin stated that staff would not maintain the area. Russek asked if there are storm drains in the area. Buikema stated yes. RECOMMENDATION: Approve and proceed with PCO #068 – BP#3, PR#28 Concrete at Courtyards - $19,798.00.
D. PROJECT CONTINGENCY $1,110,370.00
The current contingency is $786,027.00. The contingency value, if the above item is approved, would be $766,229.00. Sawatzke asked at what percentage the project has been billed out. Streich stated that he believes the project is 55-60% billed.
E. PROJECT FFE BUDGET $1,879,314.00
1. Purchased Items w/FFE.
a. High Density Storage - $142,183.00.
Current FFE: $1,737,131,00.
F. SITE SECURITY – SECURITY GUARD.
1. Possible Funding Source From Project Reimbursable
(14.75 wks @ $13.00/hr 12hr shifts).
a. Construction Fence - $8,600.00.
b. Snow Removal - $7,500.00.
Streich stated that they discovered someone had entered the premises and used markers to place graffiti on the upper level walls. They had discovered the graffiti a week and a half ago. An immediate decision was made to hire Wolf Protective Agency to provide security services from 6:00 p.m. to 6:00 a.m., seven days a week. The service began just prior to the Memorial Day weekend. Torfin stated that this quick response was made on staff’s behalf as the members of the Owner’s Committee were not present to give authorization. Torfin stated that the facility is vulnerable until it can be closed and locked up. There is a potential for a large loss. Any damage or theft could delay the project at an additional cost. Streich estimated that by the beginning of September, the facility would have the ability to be locked. Hoffman stated that various options were discussed regarding security. An alarm system would not be effective as there are many entrances into the building and the contractors work varied hours. Torfin stated that hiring a security guard is a cheap insurance policy for potential damage, accidents, and trouble. Sawatzke questioned how much a first level Deputy makes. Hoffman stated that the Deputy would most likely be an overtime rate of $25-30/hour. Wolf provides services ranging from $13-15/hour for unarmed/armed guards. Streich stated that A&P has spoke with the Buffalo PD, and they are making extra rounds. Torfin stated that the Sheriff has also requested that Deputies make additional rounds. Torfin stated that the immediate question is to determine the source of funding for the security services. If this is not a project reimbursable, he questioned whether this should be funded by the professional services line item. Sawatzke stated that he did not agree with coding security under the Construction Fence or Snow Removal reimbursables. Sawatzke stated that he would be in favor of funding the service and coding it as security. He stated that he wants to see it properly labeled so that at the end of the project, it would identify that security was not budgeted, yet was funded. Whereas, the Construction Fence and Snow Removal was budgeted for and yet, was not needed. Russek clarified that some line items run over budget, others run under budget. The hope is that it all washes out in the end. Russek asked if Wolf provides a service guarantee. Hoffman stated that Wolf has provided security services for inmates traveling between the Jail and the hospital. He stated that the County has a history with Wolf and they are bonded. Sawatzke asked Streich if A&P typically hires security for its projects. Streich stated that he had security at a few of his projects. Streich reminded the Committee that the new Jail/LEC is a huge building and is remotely located. Streich stated that A&P would add an extra line item for security. Torfin stated that it would be a reimbursable.
At today’s County Board Meeting, Sawatzke indicated that approval of the minutes will include approval for the security person. Russek stated that fencing and snow plowing that was not completed and budgeted for will just about cover the cost of security. It is anticipated that site security will be required until around the beginning of September.
KKE ARCHITECTS.
A. PROJECT UPDATE.
Buikema stated that KKE continues its construction observation. KKE writes up the observation reports, attends Monday morning construction meetings, and is working on two items: signage and blinds. Roxanne DeCoster is waiting on the budget estimate before sending the blinds out for bids. Streich clarified that A&P will seek an RFP for the blinds. Buikema stated that KKE would forward the information to A&P by the end of this week. Hayes added comment that if the cost estimate is over $50,000, the County will have to conduct a formal bid process. Sawatzke stated that he would prefer a formal bid process anyway. Buikema stated that KKE is working on a key schedule. During a meeting with staff, a key chart was drafted for the Jail/LEC. He stated that KKE has provided a copy of the schedule to Torfin and Hoffman. Hayes stated that it was his understanding that the County will bear the responsibility to purchase the keyed cylinders (Medico). Buikema stated that it was bid that the contractor would purchase the cylinders, and the County would be responsible for keying them. Hayes stated that the County does not want to hire a locksmith. The County wants the cylinders keyed by Medico. He commented that it would cost approximately $90/cylinder. Buikema explained that he was concerned about the PCOs. He informed the Committee that by the time they see the PCOs, they have been dissected, negotiated, and analyzed thoroughly. It can be a lengthy review process. Buikema proposed creating a list of PCOs that KKE and A&P are working on so that the Committee is aware of upcoming PCOs. He explained that the PCO’s would not be approved until the final amount has been figured. Buikema explained that KKE met with staff a month ago to discuss lighting control. Considering efficiency, lighting control is being reconsidered. Buikema stated that there are three types of lighting control: a security system controls lighting in the dayrooms and cells, another system controls lighting via a panel, and another system controls lighting via a wall switch. KKE has just written a proposal request and does not have a price yet. Hayes stated that he has seen literature on smart light systems that sense daylight and then dims lights. The system would be zoned. Buikema stated that they have included this type of system in some of the office areas. Hayes stated that this is an appropriate discussion, as the County expects the lighting will consume 20% of the electric bill. He stated that if KKE has not firmed up the discussion on lighting controls, the County would be interested in pursuing the smart lighting. Buikema stated that the large open offices would receive a lot of natural light. Buikema stated that KKE is addressing an issue concerning the sun shades. There has been a disagreement regarding the structural aids that would hold up the sun shades.
At today’s County Board Meeting, it was clarified that the cylinders will be funded from the Furniture and Equipment line item.
SHERIFF DEPARTMENT.
A. DISPATCH FURNITURE.
Howell presented revised pricing on the Dispatch Furniture (see attached). The furniture is sales tax exempt. The furniture is being purchased through the Hennepin County contract (ARMER project). Hennepin County was exempt from paying sales tax on their dispatch furniture, and Wright County is moving forward with the assumption that it is also exempt. Watson Dispatch is the vendor who will be supplying, delivering and setting up the furniture. Their proposal is for $121,981.43. Hayes and GeoComm have reviewed the pricing and inventory and feel that Watson has provided good pricing. Hoffman stated that Watson is providing a three year warranty. The equipment will facilitate five monitors for seven Dispatch stations. Sawatzke asked if the Dispatch Furniture is part of FF&E. Hoffman stated yes. Hayes inquired on Watson’s lead time. Hoffman stated that I.T. wants to be ready for installation in September. Watson stated that they have an 8-9 week lead time. Hayes asked if Hoffman received any documentation regarding Wright County’s status on being sales tax exempt. Howell stated that the State law describes the process. Hayes stated that the State Auditor would want a copy of the sale tax exemption attached to the purchase order. RECOMMENDATION: Approve and pursue ordering the Dispatch Equipment from Watson Dispatch for $121,981.43.
At today’s County Board Meeting, it was clarified that the purchase of the furniture will be from the Furniture and Equipment line item.
JULY MEETING SCHEDULE.
Sawatzke announced that there would not be a County Board Meeting on 7-15-08. He proposed cancelling the Owner’s Committee Meeting as well. RECOMMENDATION: Meet on 7-01-08 and 7-08-08 at 1:00 p.m., and 7-22-08 at 10:30 a.m. Sawatzke proposed that the Committee discuss a tour date at the 6-17-08 Owner’s Committee Meeting.
At today’s County Board Meeting, Russek stated that the project is on schedule and under budget. If the technology portion of the project is finished on time, the project will be completed as scheduled. Mattson thought the design of the building was good as it relates to the use of daylight. Light sensors will also be used. On a motion by Sawatzke, second by Russek, all voted to approve the minutes and recommendations. (End of Owner’s Committee Minutes)
Wayne Fingalson, Highway Engineer, said the County has received authorization to advertise for bids for the CSAH 19 project in St. Michael. As the County Board Meeting on 7-15-08 has been canceled, Fingalson requested that the Board schedule a Transportation Committee Meeting to open bids. The intent is to bring forth a recommendation on the bids at the 7-22-08 Board Meeting. Mattson moved to set a Transportation Committee Meeting for 7-11-08 at 9:30 A.M. The motion was seconded by Sawatzke and carried 5-0. The Meeting will be held in the Commissioners’ Conference Room.
Fingalson provided an update on the Technical Corrections Bill. President Bush recently signed the Bill into law. Passage of the Bill releases funds for use on the TH 55/CSAH 12 and TH 55/CR 134 projects. Both projects will be initiated this summer with the intent of completing them yet this year.
There will be no Owner’s Committee Meeting today.
Heeter moved to adopt Resolution #08-22 authorizing signatures on the JABG Grant Agreement for the period of 7-01-08 to 6-30-09, Office of Juvenile Justice Programs, MN Dept. of Public Safety. The motion was seconded by Sawatzke and carried 5-0 on a roll call vote.
Eichelberg requested that the Board authorize his attendance at the NACO Conference being held on July 11-15, 2008 in Kansas City. Sawatzke moved to authorize Eichelberg to attend the NACO Conference with mileage reimbursement capped at $125, which is the cost of bus fair to the Conference. The motion includes providing Eichelberg with the credentials for the County’s block of voting at the Conference. The motion was seconded by Russek and carried 5-0.
The meeting recessed at 9:34 A.M. and reconvened at 10:00 A.M.
The Public Hearing from 5-06-08 was reconvened to address the Proposed Amendments to Wright County Ordinance 99-02, adopting the MN State Building Code. At the 5-06-08 Hearing, it was decided that notice of the proposed Amendments should be sent to cities and townships. Craig Schulz, Building Inspector, said the only response he received from the mailing was more clerical in nature. Russek said adopting the Amendments means the County will follow State Building Code and set this as the standard. The Public Hearing was closed at 10:02 A.M. Russek moved to adopt Ordinance Amendment #08-01, amending Wright County Ordinance 99-02 adopting the MN State Building Code. The motion was seconded by Heeter. Mattson questioned the State’s authority on approvals granted by the County. Schulz said the County has the authority to enforce up to the limitation of the MN State Building Code. The State cannot enforce any more than the minimum. The motion to adopt the Ordinance Amendment carried 5-0. A summary of the Ordinance Amendment follows:
The original Ordinance No. 99-02 adopted, by reference, the Minnesota State Building Code. It provides for administration and enforcement by the Wright County Office of Planning and Zoning. The amendments adopted at this meeting updates the Ordinance to include the most recent version of the Minnesota State Building Code and also makes the Ordinance self-perpetuating, automatically incorporating all future changes to said code.
Bills Approved
Albertville Pitstop Inc. $118.82
Allina Hospitals & Clinics 46.110.82
Allina Hospitals & Clinics SP 890.68
American Society for Public Ad 100.00
Ameripride Linen and Apparel 378.40
Ancom Communications Inc. 174.93
Ancom Technical Center 1,953.41
Conrad Anderson 130.29
Aramark Correctional Services 10,565.93
Kirk Asplin Travel Plaza 199.75
Auto Glass Center Inc. 506.32
Black Box Resale Services 848.00
BP Amoco 3,488.68
Darnell Brethorst 217.66
Bryan Rock Products 466.65
City Buffalo 36,739.66
Al Buskey 114.30
Tim Cameron 150.00
Center Point Energy 11,832.13
Consulting Radiologists Ltd. 523.00
Cottens’ Inc. 1,583.69
Justine Dailey 193.92
Dental Care Assoc. of Buffalo 1,578.00
Karen Determan 129.03
E-Z Flush 587.28
Embarq 165.26
Dale Engel 462.50
Fastenal Company 108.03
Finance and Commerce 325.00
Fyles Excavating & Honey Wagon 505.00
GCS Service Inc. 189.58
Raymond Glunz 250.00
Going Under Dive Center 416.23
H & H Sport Shop Inc. 120.00
Karla Heeter 506.77
Holiday 15,485.25
Interstate Automotive 159.75
Jerry’s Auto Salvage 133.13
Junction Towing & Auto Repair 209.81
Lakedale Communications 456.37
LaPlant Demo Inc. 795.91
Thomas Lemmerman 18,475.56
Brian Lutes 105.04
Tessa McDonald 181.80
Maple Lake Lumber Company 494.17
Marco 636.88
Martin Marietta Aggregates 3,919.05
MN Assn. of Assessing Officers 475.00
MN Assn. of Co. Probation Of 530.00
MN CLE Inc. 245.00
MN Co. Engineers Association 200.00
MN LEMA 350.00
MN Resort and Campground Assn. 762.00
MN State Bar Association 2,103.00
MN Supreme Court 1,145.00
Nextel Communications 3,665.44
Mark Nolan 106.56
N Suburban Towing Inc. 133.13
Office Depot 2,805.94
O3 Industries 585.75
Photo I 214.74
Redwood Biotech Inc. 188.75
Reed Business Information 673.92
Ryan Chevrolet 652.68
School District No 885 150.00
Software House International In 411.08
Sprint 250.48
St. Cloud State University 1,125.00
T & M Towing and Snow Plowing 320.09
Keith Triplett 163.62
Unlimited Electric Inc. 257.30
Veolia Es Rolling Hills Landfi 280.59
Waste Management-TC West 3,046.00
Wright Hennepin Co-op Elec 175.98
46 Payments less than $100 2,638.83
Final total $187,338.32
The meeting adjourned at 10:05 A.M
Published in the Herald Journal July 7, 2008.