Wright County Board Minutes

JUNE 24, 2008
The Wright County Board met in regular session at 9:00 A.M. with Heeter, Sawatzke, Mattson, Russek and Eichelberg present.
The minutes of 6-24-08 were corrected as follows: Page 1, 6th paragraph, 8th line, sentence should read, “Melvin, who was not present at the Committee Meeting, explained ranking was completed prior to discussion on the topic” (Norman). On a motion by Russek, second by Heeter, all voted to approve the minutes as corrected.
The County Board held an Emergency Meeting on 6-17-08 at 11:16 A.M. The purpose of the meeting was to authorize the County Board Chair’s signature on an Intergovernmental Agreement with the MN Department of Public Safety, Homeland Security Management, to provide law enforcement assistance in Cedar Rapids, Iowa due to flooding. At today’s County Board Meeting, Heeter moved to approve the minutes as presented. She noted that Wright County’s assistance was not needed after it was authorized. The motion was seconded by Russek and carried unanimously.
Petitions were accepted to the Agenda as follows: Aud./Treas. Item #3, “Claims from Owner’s Committee Meeting” (Hiivala); Item For Consid. #4, “Schedule Board Of Equalization Meeting, 7-01-08 at 8:30 A.M.” (Russek); Item For Consid. #5, “Federal Mileage Reimbursement Rate” (Norman). 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:
1. Performance Appraisals: J. Borrett, M. Janzen, T. Praska, Assr.; A. Harvey, M. Meemken, Sher.
2. Reappoint Laureen Bodin To Another Three-Year Term On The Wright County Board Of Appeals (Through 6-30-11).
1. Approve Renewal Of Combination On/Off Sale Liquor License For “Up The Creek Grill & Bar” (Silver Creek Twp.).
1. Refer The Following Item To The Technology Committee:
A. Phone Name Provisioning (i.e., Incoming Calls Displaying The Caller’s Name & Phone Number).
1. Cancellation Of Deputy Assistance In Cedar Rapids, Iowa By MN Department Of Public Safety (Flood Assistance).
Bob Hiivala, Auditor/Treasurer, requested approval of the May Revenue/Expenditure Reports. Hiivala explained that the figures reflected in the Report do not include distribution of property taxes. Also, squad cars were purchased early in the year. Mattson referenced Page 8, Site Improvements line item, with a budget of $300,000 and $63,000 expended thus far. A meeting was held recently on a remodel request and the Committee was unsure of the balance in that line item. Hiivala will provide the Board with a listing reflecting what has been expended and what is earmarked for that line item. He will also provide an update on the balance of the Capital Projects fund. Richard Norman, County Coordinator, said a claim was submitted yesterday for $59,000 out of the Site Improvements fund. Russek moved to approve the Revenue/Expenditure Guidelines, seconded by Mattson, carried 5-0.
On a motion by Russek, second by Sawatzke, all voted to approve a plat, “WHISPERING WINDS INDUSTRIAL PARK,” as submitted by Valhalla Land Company LLC, a Minnesota limited liability company, fee owner of property described in part as: the E-1/2 of the SW-1/4, Sec. 14, Twp. 119 N, Rge. 25 W, with two exceptions involving r-o-w, and part of the W-1/2 of the SW-1/4, Sec. 14, Twp. 119, Rge 25, that lies NEly of r-o-w, and that Larry Stubbs and Lauren Ganz, husband & wife as Joint tenants of property described as Lot 3, Block 1, Dickinson Spring Industrial Park, have caused the same to be surveyed and platted as Whispering Winds Industrial Park; with all outstanding taxes, including green acre liability, if any having been paid; the park dedication fee has been paid (#125858); the Township has a written agreement to accept the roads; and Thomas C. Zins, Assistant Wright County Attorney, has reviewed the mylars, title opinion and accompanying legal documents prepared by Bradley Solheim and finds the plat to be ready for recording.
Hiivala explained that the Owner’s Committee met earlier this month and recommended approval for Draw #12, Jail/LEC project, $3,091,015.81. Sawatzke moved to approve Draw #12, seconded by Russek. Heeter said about two weeks ago, the project was at about 60% completion. She questioned Hiivala on whether the financial piece is at about the same percentage. Hiivala said the County has paid approximately $24 million of the $48 million construction budget. Soft costs are in addition to that figure. The motion carried 5-0.
Russek moved to approve the claims as listed in the abstract, subject to audit. The motion was seconded by Sawatzke. Sawatzke referenced Page 1, Court Administration Department, which includes two claims being paid for Court Appointed Counsel totaling $900.00. Russek contacted the Court Administrator on these claims and learned that these types of claims have always been paid as part of the Court Administration budget. They now have a separate line item for the expenses. Hiivala said the claims will now be paid through the Auditor’s warrants instead of gaining approval from the Judges. Sawatzke questioned the type of service being provided. Hiivala said the claim backup material did not show this. Mattson referenced Page 10, Wolf Protective Agency Inc. ($2,188.46) for uniformed services. Upon review, the claim reflects it is for 108 hours of uniformed services at Buffalo Hospital (inmate security). The motion carried 5-0.
At the last meeting, the County Board directed Bill Stephens, Environmental Health Officer, to bring forth possible dates for a Committee Of The Whole Meeting to discuss a proposal from Russ Leistiko, RW Farms, LLC, to lease a portion of the Wright County Compost & Recycling Facility for a Source Separated Organics composting project. At today’s meeting, Stephens indicated that Leistiko is available in July on regularly scheduled meeting dates to make a 60-90 minute presentation. Russek moved to schedule a Committee Of The Whole Meeting for 7-29-08 at 10:30 A.M., seconded by Heeter. Mattson said he will not vote to approve the proposal as the neighbors near the Compost Facility have been through enough. The motion carried 4-1 with Mattson casting the nay vote.
Marc Mattice, Parks Administrator, requested the Board authorize signatures on a new Agreement with GP Land Corporation. The first Agreement was signed in March, 2006 and expired at the end of 2007. The proposed Agreement is an extension of the original with some changes in responsibility for each party as they relate to Ney Park improvements. In summary, the changes include: 1) The timeline; and 2) The County clearing and grubbing a portion of the trail for Ney Park and GP Land Corporation paving an extra 3000 linear feet. The work is to be completed within one year of contract approval by the City of Maple Lake. Mattson moved to approve the new Agreement with GP Land Corporation, seconded by Heeter, carried 5-0.
Wayne Fingalson, Highway Engineer, recommended awarding the bid for 2008 CHSP Rumble Stripes to Penhall Company of Rogers, MN in the amount of $39,220.05. The projects included are CSAH 35 (between Buffalo and St. Michael) and CSAH 18 (between Hwy. 39 and Albertville). Russek moved to award the bid to Penhall Company of Rogers, MN, seconded by Mattson, carried 5-0.
At the last meeting, the 2007 Annual Report for the Highway Department was distributed. Today, Fingalson requested acceptance of the Report. In response to Mattson, Fingalson said the right-of-way has been resolved with regard to the CSAH 12 project. He acknowledged that a portion of the road is breaking up. Heeter inquired on the timeline for the two TH 55 projects. Fingalson stated the TH 55/CR 134 project is being handled by the City of Buffalo. The right-of-way has been purchased and plans have been approved. He thought the City would set a letting date for the project within the next month and that the project will be completed this year. With regard to the TH 55/CSAH 12 project, he said it may be as early as next week when a County/State agreement is presented for Board approval. The agreement will outline what each party is responsible for. The project is designed by the State and the County inspects it. All environmental reports have been approved. He anticipated the letting date will be the middle to end of August. Fingalson said both projects should be completed this year. Mattson moved to approve acceptance of the Annual Report, seconded by Russek, carried 5-0.
Dr. Janis Amatuzio and Gary Alberts were present from the Medical Examiners Office to present the 2007 Annual Report. Amatuzio provided an overview. There were 355 deaths in 2007 which is a 17% increase over the 302 deaths in 2006. Dr. Amatuzio said the same trend is happening in 2008 as well. The numbers are at or exceeding this time last year. The most important thing that can be done to decrease these figures is address motor vehicle accidents. The problem appears to be speed and most occurrences are on dry roads. She hoped that the increase in gas prices would affect speed. A total of 15 people died as a result of motor vehicle crashes. This is a 66% increase over the 9 vehicle deaths in 2006. Of the 11 who died in motor vehicle crashes, only 2 wore seatbelts. Most crashes occurred on Wednesdays and Sundays between 4:00 and 8:00 P.M. Factors included fatigue, sunlight, and increased traffic. Dr. Amatuzio recommended that people sleep longer and stay off the roads after 4:00 P.M. Freeways are the safest roads to travel as there are 2-3 lanes traveling in the same direction. The suicide rate remained stable at 13 in both 2007 and 2006. The trend is toward cremation. Amatuzio ended the summary noting the excellent cooperation she has received from the Sheriff Department and commended Sheriff Gary Miller for his leadership. Dr. Amatuzio said they have a dedicated core of death investigators who go to about 1/3 of the scenes. She said Sheriff Miller and Commissioner Russek recently attended a meeting to discuss the new Regional Forensics Lab. It is anticipated that the new facility will be open this fall. Heeter spoke of the efforts of the Safe Communities Initiative, which has done phenomenal work related to fatality reduction. She was discouraged to see the fatality numbers increasing. The group conducts seatbelt challenges annually in all communities. Since the initiative started, studies have shown an 86% participation rate in seatbelt usage. Heeter said review of crashes has shown that many deaths could have been prevented if seatbelts had been used. Sawatzke noted that TH 55 was not listed in the Five Year Summary of Motor Vehicle Crash Fatalities. Dr. Amatuzio will look into the statistics on TH 55. Mattson felt that there is also a major problem with adult aggressive driving, especially as it relates to the inexperience teenage driver. Dr. Amatuzio responded that statistically, older drivers yield less. She agreed on the aggressive driving comment and encouraged the traveling public to slow down and wear seat belts.
A Building Committee Of The Whole Meeting occurred on 6-17-08. At today’s County Board Meeting, Mattson moved to approve the minutes, seconded by Russek, carried 5-0:
COURTROOMS #1 & #5. Nordeen provided a recap of the requested remodeling changes for Courtrooms #1 and #5. Hayes confirmed that an estimate has been provided for the cost of the work, however, costs for the cabling and electrical were not included. No bids have been acquired. Courtroom #1 has two options for remodeling and Courtroom #5 has one option. Mattson expressed concern regarding the funding source. He asked if the Board has seen an update from Hiivala on the balance of funds available in the Budget 100 - Site Improvements Line Item. Heeter stated that she has not seen an update. She added further comment that she did not believe any funding was available in that line item due to the Administration remodel project. Russek stated that this Court Administration project is not included in the County’s CIP plan. Sawatzke proposed holding over further discussion until January, 2009, when the Jail begins vacating the Government Center. Sawatzke asked Nordeen if she anticipates whether the State will grant another judge to the County. Nordeen responded that Courts accepts the idea that they won’t be moving to the Jail/LEC location for another 5-10 years. She stated that they are anticipating they can get by without a courtroom until the move. She stated that it will be likely that Courts will need to expand its use of the Commissioners Board Room as its 7th Courtroom. Heeter stated that the County is strapped financially with other projects. Russek stated that due to budget restrictions, the Board has to determine necessity versus luxury. Eichelberg proposed discussing the item at budget time. Sawatzke stated that he feels that January, 2009, would be an appropriate time to discuss the request. RECOMMENDATION: Lay over discussion until January, 2009. (End of Building Committee Of The Whole Minutes)
An Owner’s Committee Meeting was held 6-17-08. At today’s County Board Meeting, Russek moved to approve the minutes and recommendations, seconded by Sawatzke. Mattson referenced Item III-A, Bi-Directional Amplifier and Agreement with Sprint Solutions and expressed confusion on utilization of two systems (800 Mhz and UHF) in the Jail/LEC. He thought the intent was to move away from UHF due to the number of users. The motion and second agreed to the following changes to the minutes: Page 1, Members Present, remove “Norman” and replace with “Melvin” (Norman); Page 4, Item IV, 2nd sentence should read, “Sawatzke inquired about inviting additional Historical staff and Board members to tour the L.E.C. and was told that if there were sufficient hard hats they would be welcomed.” (Sawatzke). The motion to approve the minutes carried 5-0:
These following items were added to the Owner’s Committee Agenda of 6-17-08: Item IF, “Application for Payment #12” (Blotske), Item IIIE, “Move Committee” (Hayes).
Streich provided a project update (see attached schedule, dated 6-17-08). Streich stated that a generator, weighing 40 tons, would be delivered on 6-25-08. A crane will set the generator into place. The generator runs on diesel fuel. Hayes asked if the generator would sit inside its own enclosure. Streich stated yes. Sawatzke asked if the generator would run during periods of peak electricity demand in an effort to save energy and cost. Hayes stated that more research needs to be done to determine if Buffalo offers cost savings to run the generator during peak periods. It was noted that was the initial intention of the County.
1. PCO #029 – BP#3 RFI#015 Precast Wall Clarification From Shop Drawings - $2,536.00.
2. PCO #042 – BP#3 RFI#068 Additional Electrical Work Required - $2,179.96.
3. PCO #074 – BP#3 PR#032 Additional Fire Dampers In Accordance With Fire Code - $1,250.00.
1. PCO #075 – BP#3 Demo Wall Between S2119 and S2118 - $820.85.
Blotske stated that staff requested the wall between offices S2119 and S2118 be removed. The cost to remove the electrical, metal studs and sheetrock will be $820.85. Hoffman stated that the wall was initially constructed to provide two separate office spaces and accommodate future growth. During a recent tour, it was determined that another break room was needed in the LEC. Removing the wall between the two offices will create another larger break room. Sawatzke questioned using a conference room as a break area. Buikema stated that they do not condone using conference rooms as break rooms, because it is likely that the room will never return to being a conference room. Sawatzke stated that the two offices would not have a sink, which he felt was important for a break room. Hoffman stated that there is another small break room located by Dispatch. The two offices being converted to a break room are situated within 15 feet of a coffee station, and bathrooms containing sinks. Buikema stated that KKE designed the building to be flexible. Wall partitions do not go into the ceiling, allowing them to be removed or added without affecting the ceiling. Sawatzke asked Buikema where KKE planned to have employees break. Buikema stated that in an effort to shrink the footprint of the building, the assumption was that employees could eat at their desks. Miller stated that the offices would sit empty for 5-10 years and suggested that the wall be removed and it could later house two cubicles if the space was needed for offices. No action was taken to approve the removal of the office wall.
Blotske stated that the current project contingency is $752,750.00, which includes the items approved by Torfin.
E. PROJECT FFE BUDGET $1,879,314.00
1. Purchased Items w/FFE.
a. High Density Storage - $142,183.00
b. Relocating & Adding Evidence Storage $2,451.00
Blotske stated that the current FFE Budget is $1,734,680.00. Blotske asked for clarification on whether the Committee wanted A&P to publicly bid out the blinds. She stated that the value of the blinds is less than $25,000. Thorough discussion resulted in a decision not to advertise for bids, but rather contact the local vendors to obtain quotes to be opened at a future Owner’s Committee Meeting. RECOMMENDATION: Sealed bids are due by 4:30 p.m. on 7-07-08 in the Administration Department, attention Dick Norman, and will be opened at the 7-08-08 Owner’s Committee Meeting.
Hayes stated that $748,000 has been earmarked from FF&E for Items Ia and Ib, signs, blinds, and a garbage compactor. Torfin stated that he has received a rough estimate from Waste Quip indicating that a garbage compactor will cost approximately $15,000.00. Torfin also stated that a second capture station for photo imaging and a second capture station for fingerprints would be an additional $17,000 – 18,000 and $20,000 in future expenditures. Hoffman stated that some electronics have not been purchased yet: projectors, switches, control panels, etc.
Blotske presented Pay Application #12 with a value of $3,091,015.81. Blotske explained that Item 28 was to pay for pumps that were used to remove water from the roof and avoid the water coming into the building. Sawatzke requested that Blotske add Item #29 for Security Guard costs to her construction billing. Blotske stated that she has not seen an invoice for the costs related to the security guard. She explained that within the Payment Application, Textura will not allow her to overcharge. To add Item #29, she will have to increase the amount of reimbursables to accommodate the new cost. She stated that she would show the “Security Guard” expense in her Excel budget spreadsheet as a “0” under budgeted project cost, and the invoiced total under final project cost.
RECOMMENDATION: Approve payment of Pay Application #12.
Buikema stated KKE is working on sun shade supports as reported at the 6-03-08 Owner’s Committee Meeting.
Swing distributed a “Jail/LEC Technology” spreadsheet (attached) dated 6/17/08, showing the status of actual contracted dollars compared against the original estimates presented on 7-25-07. He discussed four items (highlighted in yellow) and requested Committee and Board’s authorization to move forward with these items. He mentioned that it was timely that these items be addressed in order to coincide with the construction schedule.
Swing stated that this item supports cell coverage and 800 MHz radio coverage throughout the building. A $114,000 figure had been estimated. However, Sprint has proposed to install the system at no cost to the County if the County agreed to maintain a minimum 277 Sprint cellular phones. Swing stated that the County is committing to 277 cells: Highway has 20, Human Services has 75, Sheriff has 113, and 69 additional cells will be located in the squad cars. The concern of radio frequency interference among 800 MHz, the Jail UHF system, and the County’s wireless system has been discussed with the radio consultant (GeoComm), Sprint and Spectrum. It has been determined that interference will not be a problem.
Swing stated that $170,000 was budgeted for the SAN at the Budgetary Estimate presentation on 7-25-07. Xiotech provided its proposal, dated 10-16-07, for $176,062.00. This storage area network is compatible with the County’s standard SAN that was deployed in 2007.
Swing stated that the Committee has authorized furnishing 7 Dispatch Stations. The 6-17-08 quote from Positron, Inc. for these two stations (there are currently five stations) came in at $74,959.00.
Swing stated that Positron will be performing Dispatch project management services to plan for and move 911 Dispatch operations. An initial budgetary estimate was $20,000.00. The 6-17-08 quote from Positron came in at $20,644.00. RECOMMENDATION: Approve the four above mentioned vendors to proceed.
Swing stated that Cheri Nelson is chairing the Move Committee. The Committee met this week and there are two unresolved issues: panic button and acquiring a moving company. Hayes stated that there would be 3 phases, possibly 4 phases, involved in the move. He stated that the Committee attempted to conceptualize three janitors moving the entire Department. Sawatzke stated that he thought Hayes had acquired a quote from a moving company. Hayes stated that he acquired a quote from McCollister’s for $12,000 who proposed a three day move. Hayes highlighted that McCollister would have carts, containers to move the records, would shrink-wrap records to prevent shifting during moving, large moving trucks, has insurance, and would perform the move professionally. Sawatzke stated that the County’s custodians moved Human Services to its new building. Sawatzke stated that he feels the custodians and a few employees from Highway and Parks could successfully perform the move. Hoffman explained that the three day move would be spread out over a two month period. He clarified that Sheriff employees would have to move its own evidence, renting a U-Haul to perform the move. He stated that if the Committee wants to pursue utilizing County employees for the move, the Committee would need to appoint someone to coordinate the move with Highway and Parks. Russek requested that Hayes acquire quotes from two or three different moving companies. RECOMMENDATION: Authorize Hayes to acquire quotes from moving companies and refer the discussion of Panic Buttons to the Building Committee.
The Committee agreed to schedule a tour of the Jail for July 29 at 1:00 PM. Sawatzke inquired about inviting additional Historical staff and Board members to tour the L.E.C. and was told that if there were sufficient hard hats they would be welcomed. A head count of those attending will be provided in advance of the scheduled tour. RECOMMENDATION: Schedule tour of the Jail/LEC Site for 1:00 p.m. on 7-29-08.
(End of Owner’s Committee Minutes)
There will be no Owner’s Committee Meeting today.
On a motion by Heeter, second by Russek, all voted to authorize attendance at the groundbreaking of the Anoka County Sheriff’s Office & Regional Forensics Lab being held on 6-26-08 at 11:30 A.M. in Andover.
Russek said when the Board of Equalization met last week, they did not schedule another meeting to approve the minutes. Russek moved to reconvene the Board of Equalization on 7-01-08 at 8:30 A.M. for approval of minutes from the last meeting. The motion was seconded by Heeter and carried 5-0.
Norman said that some time ago, the County Board decided to use the same mileage reimbursement rate as the Federal Government. Therefore, the County mileage reimbursement rate will move to $.585/mile effective 7-01-08.
Last week, Commissioner Russek attended an AMC Planning Session in Detroit Lakes. Issues discussed were county costs associated with public defenders and reimbursement for inmates. Sawatzke inquired whether the County has a choice relative to public defender costs. He understood that the latest issue involves parents whose children have been removed from the home and placed in foster care. The County currently funds the expenses associated with removing the children from the home, paying for housing, hiring an attorney to defend the children, and prosecution services of the parent. Now it appears that the County may have to cover expenses associated with the public defender as well. Russek felt this process will also take longer in court resulting in potentially longer jail time, which is yet another expense.
Bills Approved
Advanced Graphix Inc.. $433.88
Allina Medical Laboratories 165.90
AMI Imaging Systems Inc. 971.25
Ancom Technical Center 153.30
City Annandale 512.00
Aramark Correctional Services 5,348.76
B & B Products - Rigs and Squa 2,921.76
Buff ‘N’ Glo Inc. 233.00
Business Ware Solutions 807.67
Clearwater Township 503.50
Climate Air 843.99
City Cokato 1,055.70
Consulting Radiologists Ltd. 258.00
CPS Technology Solutions 262.00
Crystal Welding Inc. 284.20
Embarq 198.77
Emedco 169.50
Expert Automotive & Marine Inc. 127.80
Fairview Ridges Hospital 1,000.00
Tom Feddema 141.40
Gateway Companies Inc. 2,545.76
Greenview Inc. 12,422.96
Hay Group 448.00
Hewlett Packard 6,501.72
Hillyard Floor Care Supply 1,602.92
Intoximeters Inc. 193.22
Chris Jahnke 174.23
J Johnson Sales & Services 937.20
Junction Towing & Auto Repair 420.69
Greg Kramber 118.14
L-3 Communications Mobile Vis 103.53
LaPlant Demo Inc. 556.11
Michael Laurent 288.95
LexisNexis 110.00
Lund Industries Inc. 183.16
Marco Inc. 1,829.70
Martin-McAllisters Consulting 400.00
Donita Martin 194.93
Midland Corporate Benefits SVC 997.75
MN Counties Comp. Cooperative 1,605.30
MN Highway Safety & Research 4,533.00
MN State Bar Association 134.00
City Montrose 648.00
Margaret Munson 1,171.09
North Suburban Towing Inc. 192.76
Office Depot 3,029.56
Lynn Peavey Company 678.55
Performance Kennels Inc. 164.24
Positron Public Safety Systems 2,433.33
Pts of America LLC 1,089.46
Qwest 1,210.69
Frank Ramacciotti 700.00
Thomas Richards 200.00
Russells Security Resource Inc. 477.94
Sherry Schliesing 386.33
Sherburne County Sheriff 11,743.93
Software House International 774.26
Specialty Turf & Ag 1,462.56
Spectrum Solutions 270.00
St. Cloud Times 1,414.11
Star Tribune 923.80
State of MN - Office Enterprise 1,335.00
Streichers 4,446.36
Total Printing 176.68
TW Vending Inc. 111.83
Larry Unger 772.84
Verizon Wireless 765.42
West Payment Center 964.31
Wolf Protective Agency Inc. 2,188.46
Wright Co. Highway Dept. 2,624.15
Wright Hennepin Electric 657.84
Zack’s Inc. 1,114.58
Zumbro Valley Forestery 1,800.00
16 Payments less than $100 791.86
Final total $99,413.59
The meeting adjourned at 10:08 A.M
Published in the Herald Journal July 28, 2008.