Wright County Board Minutes

OCTOBER 28, 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 10-21-08 were corrected as follows: Page 1, last paragraph, line 5, change from “11-18-08” to “11-19-08” (Norman). Russek moved to approve the minutes as amended, seconded by Heeter, carried unanimously.
Petitions were accepted to the Agenda as follows: Item For Consid. #6, “Designate Voting Delegates, AMC” (Norman). Heeter moved to approve the Agenda as amended, seconded by Russek. Brian Asleson, Chief Deputy Attorney, requested that the following item be added to the Agenda: Aud./Treas. Item #4, “Funding Source For Purchase Of Property By The Fairgrounds.” Heeter and Russek approved to amend the motion to include the item. The motion carried 5-0.
The Consent Agenda was discussed. Mattson referenced Item D1, “Refer To Building Committee Discussion RE: Minor Building & Jail Operational Changes Necessary For Court Holding.” Mattson questioned whether this should instead be referred to the Building Committee Of The Whole or Owner’s Committee. Richard Norman, County Coordinator, felt referring the item to the Building Committee was appropriate. The requested changes appear minor and relate to the current Jail and how inmates will be handled that are brought to the Government Center for Court. On a motion by Sawatzke, second by Heeter, all voted to approve the Consent Agenda:
1. Performance Appraisals: S. Sandberg, B. Schlimme, K. Wolff, Atty.; C. Beutler, D. Demarais, B. Leinonen, C. Marx, Hwy.; N. Eldred, M. Lauer-Witt, T. Olson, Sheriff; D. Ernst, VS/Nuclear.
2. Claim, Willen Inc., $7,565.00 (Service Thru 10-19-08).
3. Claim, Hunerberg Const. Co., Final Payment, Administration Department Remodeling, $3,372.00.
4. O/T Report, Period Ending 10-17-08.
1. Approve Jail/LEC Draw 16 - $1,578,695.12.
1. Approve Addendum To Funding Participation & Construction Agreement With St. Michael For CSAH 19 Project.
1. Refer To Building Committee Discussion RE: Minor Building & Jail Operational Changes Necessary For Court Holding.
2. STS 3rd Quarter Report.
1. Authorize Signatures On Natural Resources Block Grant, 7-1-08 to 6-30-10.
Bob Hiivala, Auditor/Treasurer, requested that the Board adopt a resolution declaring the intent to proceed with the 800 MHz project which carries an approximate $4.1 million project scope. Wright County will be incurring expenses soon and the resolution would reflect that the County is intending to issue a three-year capital note to allow for reimbursement of associated costs. Sawatzke referenced correspondence from Ronald Vegamast reflecting that some of the changes related to the project are unnecessary. Bill Swing, IT Director, stated that GeoComm is the County’s consultant for this project. Vegamast worked with the County in the 1990’s on the Stratus project in the Sheriff Department. With regard to Vegamast’s letter, the Department of Public Safety has responded to it indicating that the 800 MHz system has been well studied. Vegamast has not been involved in the project lately and has a different perspective than Swing or the Department of Public Safety. Eichelberg said that as soon as the Vegamast letter was received, he contacted Swing and Lt. Greg Howell, Sheriff Department. They both are comfortable with the route the County is taking. Norman requested that the Administration Department be copied on both documents. Hiivala clarified that the resolution would not obligate the County to move forward with the 800 MHz project. It would declare that the County can be reimbursed for expenses related to the project. Heeter moved to adopt Resolution #08-42, seconded by Sawatzke. Mattson questioned whether the resolution would commit the County to expending the $4.1 million. Hiivala stated that as projects are identified, the County can use the declaration of intent. It does not obligate the County to move forward but basically notifies the public of the project. Discussion led to the project timeline. Swing anticipates finalizing a proposal from Motorola in December, 2008. A meeting will be held with County fire chiefs in November to discuss subscriber radios. The tower is being erected south of Buffalo. Swing met with the city administrators at their meeting last week and discussed this project. The motion carried 5-0 on a roll call vote.
Hiivala introduced Barry Fick, Senior Vice President of Springsted Financial Advisors. Both were present to discuss the need and options for issuance of a three-year capital note. Hiivala said the desire is to issue one note for both the 800 MHz project and equipment costs (squad cars, computers, and major Road & Bridge equipment). The note issuance is estimated at just over $8 million and included in the note would be expenditures of up to $4.1 million for the 800 MHz project. Equipment costs are projected at $3.9 million. Fick stated the idea is to incorporate three years of scheduled capital improvements for equipment and the 800 MHz costs under one note. The note would be repaid over three years, similar to what was done in 2004. Fick referenced the difficulty in the financial markets with higher interest rates. Springsted has been successful in the past few weeks with transactions. Given the quality of the credit rating for the County (upgraded to AAA3), he did not see a problem for the County to experience reasonable rates if action is taken in the next few weeks. Sawatzke asked whether the principal and interest costs for the 800 MHz project are included in the 2009 levy. Norman stated this is not included. Sawatzke questioned how this will be funded if the established levy of 7.2% cannot be increased. Hiivala said the first debt service payment could be scheduled for 2010. Sawatzke questioned whether the $3.9 million first year principal and interest payment is included in the levy. Norman confirmed this is the case but a levy for the $4.1 million is not included (800 MHz). Fick said the initial principal and interest payment of the note could be deferred until calendar year 2010. Hiivala said Board action is not needed at this time. He wanted to update the Board on the process required for the capital note. Norman inquired as to the timetable of purchases. Sheriff Gary Miller said squads are generally purchased in March. Swing stated that if the County signs a contract with Motorola in December 2008 for the 800 MHz system, the first payment will be required in late January, 2009. Fick stated that if funding is needed in mid-January, the bonds should be marketed in mid to late December. The size of the bond issue can be adjusted up to the sale date. This was provided as an informational item.
At the last meeting, the County Board authorized purchase of Parcel #109-041-001010, which is a property next to the Fairgrounds. Today, Hiivala recommended using the Capital Projects fund (Dept. 150) to purchase the property. Mattson suggested that the Fair Board budget be reduced from $80,000 to $70,000 to offset the additional costs. Sawatzke stated that acquiring the property will not lower the operational costs of the Fair. Mattson said the purchase is an additional cost that is not included in the budget and favored lowering the Fair Board budget. Heeter moved to use funds from the Capital Projects Fund, Dept. 150, to purchase the property, seconded by Russek. Mattson said he will vote against the motion as he felt the Fair Board budget should be lowered to $70,000. The motion carried 4-1 with Mattson casting the nay vote.
On a motion by Mattson, second by Sawatzke, all voted to approve the claims as listed in the abstract, subject to audit.
Marc Mattice, Parks Administrator, requested that a Committee Of The Whole Meeting be set to discuss the Bertram Chain of Lakes project. Topics of discussion will include recent progress, grant agreements, legal documents, and concepts. Heeter moved to schedule a Parks Committee Of The Whole Meeting for 11-04-08 at 10:30 A.M. The motion was seconded by Sawatzke. Mattice requested that Asleson attend as well. Asleson stated that a Closed Session of the Board is not required. The motion carried 5-0.
Bill Swing, IT Director, brought forth discussion on two items that are time sensitive and cannot wait until the next Owner’s Committee Meeting. On 10-07-08, the Owner’s Committee approved the study of the Public Works tower and what would be required for reinforcement. It was determined the tower is inadequate for microwave dishes. The quote from Tim’s Tower 2000 of $29,491 is for reinforcement of the tower. The quote has been reviewed by the County’s consultant, Mike Mazzitello, GeoComm, and the recommendation is to proceed with the quote. Swing said it is critical to proceed with the tower reinforcement in order to keep the 800 MHz project on schedule. Sawatzke questioned how the County can determine whether the quote is appropriate for the work requested, as only one quote was received. Swing referenced the recommendation from Mazzitello that he does not see the need to solicit information and proposals from any other vendor. A formal bid process is not required as the project cost is under the $50,000 threshold. Sawatzke asked whether there were other vendors that could supply quotes on a quick timetable. Swing said he is relying on the consultant’s expertise and time table of the project that additional quotes are not needed and doing so could jeopardize the timeline. This item will be funded through the LEC Technology Fund. Heeter moved to approve the quote from Tim’s Tower 2000 of $29,491 for reinforcement of the tower, given the timetable and because the cost is under the $50,000 threshold (allowing the County to proceed with quotes rather than formal bids). The motion was seconded by Russek. Sawatzke asked how long Tim’s Tower was given to quote the work. Swing said he has been trying to obtain a quote since 10-07-08. Sawatzke understood there was not adequate time to ask for more quotes. He asked that in the future, competitive bidding be completed as public dollars are involved. Although he felt the quote from Tim’s Tower was fair, he felt more quotes should have been obtained. Mattson referenced the last page of the document, which is the contract which will be signed. It lists four items where the price quoted does not apply. In review of the items, Sawatzke stated that the first three will not happen on this project. He said it is the assumption that Tim’s Tower will stand behind the quote to complete the work unless one of the four items listed on the last page occurs. Norman stated that the last two sheets are the proposal which will need to be signed by the County. The motion carried 5-0.
Swing requested that the radio consultant fee of $84,400 be moved from the 800 MHz project to the Jail/LEC project under the Jail/LEC Technology line item. This is being recommended by the Auditor/Treasurer. GeoComm is the consultant for both projects. In response to Sawatzke, Swing stated that the $4.1 million excludes the $84,400 consultant fees. Sawatzke felt the transfer made sense since the budget for the new Jail includes such items. Sawatzke made a motion to transfer the consultant fee costs of $84,400 from the 800 MHz project to the Jail/LEC project under the Technology line item. The motion was seconded by Russek and carried 5-0.
A Building Committee Meeting was held on 10-22-08. At today’s County Board Meeting, Mattson moved to approve the minutes and recommendations. The motion was seconded by Sawatzke and carried 5-0:
RELOCATION OF SECURITY CAMERA IN ATRIUM. Howell stated the need to get a viewable picture of each person that enters the Government Center. He shared pictures obtained by the current cameras which are of poor quality. Hayes commented that the original cameras were installed prior to the County adding security entrances. He spoke with the vendor, Russell Security Resource Inc, who will replace the main entrance camera and adjust the view on the North entrance camera to have a better view of the metal detectors. These cameras are permanently placed on the ceiling and can be adjusted if needed by the vendor. Hayes stated the cost for these improvements will be $1,254.85. RECOMMENDATION: Approve proceeding with relocation and adjustments of cameras in the Atrium in the amount of $1,254.85; to be funded out of Budget 100, Site Improvements Line Item.
ADD CARD-IN FUNCTION AT EAST ENTRANCE OF THE ANNEX BUILDING. Howell stated that as the public leaves the License Bureau to exit building, there have been incidences of holding the outside doors open for citizens entering. It has been suggested to install a card-in entrance to the interior door which would allow citizens to enter stairwell, but not allow access to the first floor. Hayes met with License Bureau employees in regards to the general public using this door as an entrance. Employees stated they do see the public entering as well as leaving. Mattson questioned if the second floor is accessible to the public. Mattson stated that if it is the intent of the citizen to get to the License Bureau, they will not be proceeding to the garage or basement. Hayes replied that access to the second floor is currently a card-in entrance after hours. IT could adjust so that it would remain locked throughout the day making entrance only available via card-in. Hayes stated there are signs that read employee entrance only to direct the public. Hayes contacted Integrated Fire and Security for an estimate; verbal estimate was $1,900 to add card-in accessible door to the first floor. Hayes stated he used the price of the last door installed which was $2,065. The West entrance is currently used primarily by the Sheriffs’ Department and other employees. Mattson stated that employees will hold the door open for co-workers and the register does not accurately reflect the number of people entering the building. Eichelberg commented that it happens as well when people are leaving and allowing others to enter. Eichelberg stated that we need to move towards making all doors secure and card-in accessible. Hayes suggested that the North entrance will need to be reviewed once the Sheriffs’ Department has relocated. RECOMMENDATION: Approve the addition of installing card entrance to the East entrance of the Annex building in the amount of $2,065; to be funded out of Budget 100, Site Improvements Line Item. In addition, approve second floor East entrance to be adjusted to card entrance. (End of Building Committee Minutes)
An Owner’s Committee Meeting was held on 10-14-08. At today’s County Board Meeting, Russek moved to approve the minutes and recommendations. The motion was seconded by Sawatzke and carried 5-0:
Torfin petitioned an informational item under Agenda Item I.E., to provide clarification on an invoice.
Nolan stated that Swing informed him that the Motorola MCC7500 Console is scheduled for delivery. The total value of the delivery is $663,194.30. Nolan stated that the Board will have a few things to consider regarding the delivery of computer and electronic equipment. The equipment is not covered by Builders Risk insurance. Motorola indicated that once the County takes possession of the equipment, they no longer cover the equipment. Nolan stated that he contacted MCIT to determine what type of coverage is needed. Nolan stated that Norman requested he put together an estimate on the amount of insurance coverage and resulting premium increase. Nolan stated that there are several types of coverage. To cover the equipment via an electronic data policy coverage, the premium would be $2.72 per thousand dollars of equipment. An annual premium amount would be $1,803.36. However, since the Sheriffs Department will be occupying the space in January, 2009, the premium amount would be $450.84. Once the County receives its Certificate of Occupancy, the County can include the items on its equipment schedule. Russek asked if the computers and equipment would be covered no matter its location: trailer or building. Nolan stated yes. Blotske asked if the premium amount would be part of the construction costs. Sawatzke stated that he assumed it would be taken out of the County’s insurance line item. Recommendation: Approve insurance coverage for electronic equipment at an estimated cost of $450.84.
Streich provided a project update (see attached “Schedule Look-A-Head 2 Week”, dated 10-14-08). He stated that not much has changed since last week’s update. The installation process for the kitchen equipment will begin on 10-20-08. He said that the parking lot lights will be left on tonight and tomorrow night to accommodate the contractor who will be completing the parking lot striping. He stated that the jobsite has been busy. Today, there are 200 workers on site.
The following PCO’s were approved by Torfin:
1. PCO #093 – BP#3 PR#044 Room Finish Schedule – ($1,250.00). Torfin stated that a change was made in the floor finish and ceiling materials, resulting in a credit.
2. PCO #100 – BP#3 RFI #198 Communication Faceplate Covers - $2,967.00. Torfin stated that the specifications called for plastic faceplate covers for the data ports. This PCO is to supply stainless steel plates to 300 data ports so they match the electrical faceplates.
3. PCO #105 – BP#3 PR#052 Additional Security Grab Bars - $4,079.00. Buikema stated that this PCO is to supply grab bars in accessible shower rooms. The grab bars were overlooked between bid packages #2 and #3. Russek expressed concern regarding whether the inmates would be able to dismantle the bars and use them as weapons. Buikema stated that the bars would be bolted through the wall.
4. PCO #108 – BP#3 RFI #193 Opening J1099 - $2,659.00. Buikema explained that the far eastern janitor closet door and its hardware were missed on the schedule.
5. PCO #110 – BP#3 RFI #189 Fire Dampers at Room J1028 – $758.00. This PCO is to provide ductwork and fire dampers.
6. PCO #111 – BP#3 PR#055 Building Automation Data Jacks - $1,599.00. This is to allow the building automation system to be connected so we can monitor the status.
7. PCO #114 – BP#3 ASI#24R Reflected Ceiling Plans, Access Panels - $149.00. This PCO supplies a locked metal access panel to allow access to plumbing.
8. PCO #115 – BP#1 Regrade Front Drive at Braddock Ave. - $1,024.00. Due to changes made to Braddock Avenue, the elevation of the driveway needed to be regraded. Sawatzke asked if A&P consulted with the Highway Department to determine if they could make the changes to the driveway elevation. Blotske stated no.
1. PCO #104 – BP#3 PR#049 Changes to Technology Documents - $5,225.00. Torfin stated that it is his understanding that data cabling and other systems are required for the radio system. The changes include additional copper runs, cabling, and a painted and mounted 4’x8’ sheet of plywood.
2. PCO #106 – BP#3 PR#053 Exterior Signage - $34,840.00. Buikema described the exterior signage as consisting of four parts: Vinyl address numbers on the front building window, monument signs with interchangeable panels to accommodate building name or address changes, post and panel directional signage, and aluminum dimensional letters on the building. The pricing for the signage only is as follows: Entrance Monument Sign with double sided graphics: $5,344.22, four (4) Post and Panel Directional Signs ranging in price from $1,429.32 to $2,267.49, one set of aluminum non-illuminated dimensional letters, $1,725.00, and one set of vinyl lettering $20.13. Crating and shipping of the signage is $1,450.00, and installation is $1,700.00. Hayes asked if the concrete portion ($13,491.00) of the PCO could be put out for bid. Blotske stated that it is her opinion that the concrete pricing is fair. There is a lot of concrete involved in the placement of the signage. Buikema explained that the footings for the large monument sign consist of $5,800 for labor, and $3,400 for materials. Sawatzke asked if this PCO is time sensitive. Blotske stated that the lead time on the signs is 6-7 weeks. A lengthy discussion took place regarding exterior signage and making it more affordable. Norman proposed eliminating the County logo from the entrance monument sign. Buikema stated that eliminating the logo would not save very much money. Buikema explained that he thought the logo was appropriate given the future of the Jail/LEC becoming a Justice Center. Hayes proposed using highway directional signs versus post and panel directional signage in an effort to save money. He stated that they would be a less expensive sign initially, and maintenance-wise, they would also be less expensive to repair and replace. He stated that the County currently uses highway directional signs at its other buildings. Russek stated that his main concern is to make sure that visitors to the Jail/LEC can understand the directional signage. He stated that he feels it is important to have good signage. Hoffman stated that he feels it is important to have architecturally pleasing signage. Hayes commented that the highway signage would be reflective. Blotske stated that the signs have already been pre-wired for light. Sawatzke asked if the Parks Department has an auger and could dig the footings for the signs in an effort to save money. Norman placed a call to Marc Mattice, Parks Administrator, during the meeting to determine if Parks could perform the work. Mattice was not available. Blotske asked the Committee to provide names of contractors they would like her to call to seek pricing. She forewarned the Committee that if they elect to hire a non-union contractor, the contractor would possibly have to work weekends, or another entrance into the jobsite may have to be provided. Union and non-union contractors do not often use the same access. Hayes asked Buikema if the color of the aluminum letters would stand out from the color of the building. Hayes stated that he is concerned that the letters will appear “washed out”. Buikema stated that the color of the lettering is polished aluminum, and the color of the building is bronze. Buikema stated that he would request a color sample. Russek stated that he is in favor of having all Post and Panel Directional Signs for a consistent look. Hayes asked Blotske who contractors should call if interested in bidding out the concrete work for the signs. Blotske state that contractors can call her at 612-328-7018. The Committee unanimously agreed to approve the signs portion only at $21,339.00. They unanimously agreed to bid out the concrete portion of the work.
3. PCO #109 – BP#3 RFI#202 Piping of AHU’s w/ Two Coils - $7,908.00. Buikema stated that Willen, Inc. recommended supplying shutoff valves on the supply side of the AHU so that each coil can be isolated or serviced. The valves will make it easier to maintain the system. Sawatzke asked how often this type of system needs to be isolated for servicing. Hayes stated that typically the system should be cleaned annually. Buikema stated that by isolating a part of the system for cleaning, the system could still be run. This allows the entire system to run efficiently. The committee unanimously agreed to approve PCO #109 for $7,980.00.
Blotske stated that the current contingency amount is $603,927.00. With the Committee approved PCOs under Item I.C., the contingency amount will be $569,445.00. Blotske announced that after next week’s submittal of Payment Application #16, she thinks the project will be billed at 87% completion.
E. PROJECT FF&E BUDGET $1,879,314.00.
Blotske stated that the current FF&E Budget is $1,399,008.00. Torfin stated that he would be submitting an invoice from Ancom to the Auditor/Treasurer for ten portable radios purchased as part of the bond proceeds which was previously approved by the County Board. The radios have been received. The invoice total is $10,773.00.
Blotske distributed a spreadsheet dated 10/01/08 (see attached) that breaks down A&P’s job costs. The purpose of the spreadsheet is to show the Committee the estimated remaining dollars of the budgeted reimbursable items at project completion. She stated that she put this spreadsheet together to also show what she projects it to cost to maintain the building for the next four months. She estimated that the County would expend an additional $227,000 in temporary heat and ventilation and temporary electric. She stated that for geothermal, although gas use will be minimal, the amount of electricity to run the system will rise. She stated that overall, A&P budgeted $1,190,113.00 for project reimbursables. She stated that she feels confident that the project will not go over its budgeted reimbursables. She stated that in making the estimates for electric and gas, she contacted Excel, KKE’s engineers, Willen, Inc., and Joe Stoeffel from the City of Buffalo. She is hoping that she overestimated the costs for electric and gas. She stated that consistently the electric bill has been $10,000-$12,000 per month. With geothermal, the cost will be higher. Sawatzke asked what the minimum temperature would have to be while the building remains unoccupied. Streich stated that it depends on the building phase, but he thought the building should be heated between 45-65 degrees for the remainder of the construction period. Sawatzke requested that this report be provided monthly at future Owner’s Committee Meetings. Sawatzke stated that the next meeting is to take place at 12:30 p.m. on 10-21-08 at the Jail/LEC jobsite. Hardhats and safety eyewear must be picked up at the A&P trailer. The Committee will meet after the tour in a room designated for minute taking and discussion. Sawatzke stated that perhaps Blotske would obtain concrete estimates by next week.
(End of 10-14-08 Owner’s Committee Minutes)
An Owner’s Committee Meeting was held on 10-21-08. At today’s County Board Meeting, the following corrections were made to the minutes: Page 1, 3rd paragraph, 3rd sentence should read, “Shoulder paving will commence on Monday, 10-27-08” (Norman); Page 1, last paragraph, 1st sentence should read, “Torfin stated that he received an invoice from Norix for furniture in inmate cell blocks” (Sawatzke). Discussion followed on A/V equipment quotes. The original bid from Alpha Video was $61,003.60. Using the U of M contract, their bid increased to $67,341.40. Asleson said he reviewed the municipal bidding statutes and Norman was correct that the threshold has been increased. Effective 8-01-08, the threshold for when formal, closed bids are required was increased to $100,000. Asleson said that as long as bids are received from a couple of contractors, the County can proceed with the low quote. Sawatzke moved to approve the purchase of equipment from Alpha Video for $61,003.60 for A/V equipment to be funded from the FF&E line item. The motion was seconded by Russek. Sawatzke stated that a total of three quotes were received. The motion carried 5-0. Sawatzke then made a motion to approve the minutes as corrected, seconded by Russek. Sawatzke said a change order may be brought forth at the next Owner’s Committee Meeting relating to a sidewalk to the evidence door. The motion carried 5-0:
Torfin petitioned a request to discuss an informational item regarding a Norix invoice. Hoffman stated that he has an update regarding the Alpha Video quote.
Streich presented his project update (see attached “Schedule Look-A-Head”, dated 10-21-08), to the Committee. He stated that the sunshades were delivered two weeks early and will be installed in Area A. The aluminum storefront will be completed next week. The seeding and landscaping will be completed this week, and irrigation is set for completion next week. The striping in the parking lot was completed. Streich commented that the A&P construction trailer would be moved tomorrow to make room for the new trees. Blotske announced that an OSHA inspection would take place on 10-23-08. Norman asked when Braddock Avenue is scheduled for paving. Streich stated that paving would occur this Thursday and Friday. Shoulder paving will commence on Monday, 10-27-08.
Blotske presented pay application #16. Blotske stated that Bob Hiivala, County Auditor/Treasurer, will present the application to the County Board at their 10-28-08 Meeting. The application must be paid by 10-31-08. Blotske stated that most of the draws in this application are for the finishes, acoustical ceilings, mechanical, and electrical portions of the contract. The total value of pay application #16 is $1,578,695.12. Sawatzke asked if Blotske has received any quotes from masonry contractors for the exterior signage as discussed at the 10-14-08 Owner’s Committee Meeting. Blotske stated that after the Meeting, she asked that Stellar Concrete review their proposal amount. They reduced their proposal amount by $2,000. Streich stated he contacted Dalbec-Fuller out of Maple Lake. Dalbec-Fuller indicated that they are not interested in this type of work. Streich added that he got a call from Mid-Minnesota who expressed interest, however, the contractor has not stopped by to view plans. Streich indicated that he is working on another price from a contractor out of Cokato. Blotske stated that the payment of the concrete portion of the exterior signage could be handled in several ways: paid out of FF&E using transferred contingency monies, or the County could directly pay the invoice. Torfin stated that he received an invoice from Norix for furniture in inmate cell blocks. They took delivery on the items, and the invoice is for $34,142.40, plus tax, and $910 freight charges. This purchase was previously approved by the County Board. He will submit the invoice to the Auditor/Treasurer for payment out of FF&E. Hoffman stated that he has an update from the 10-07-08 Owner’s Committee Meeting regarding A/V Equipment quotes. The Committee had requested that he contact Alpha Video to request they revise their pricing to the U of M contract pricing. Their original bid amount, dated 9-08-08, was $61,003.60. Using the U of M contract, their bid came out higher at $67,341.40. Most of the items listed on the U of M contract were more expensive than what they originally quoted (see the attached quote). Hoffman stated that the same concern remains; each of the three original proposals came in over the $50,000 threshold. State Statute requires that projects with an estimated value over $50,000 require a formal bidding process. Hoffman stated that he does not feel comfortable writing specifications for a bidding process and he stated that this is a time sensitive matter as the electrical contractors are trying to wrap up their work in Area A. Sawatzke stated that it was his understanding that the County can purchase off a U of M contract to avoid the bidding process. However, if the County went with the U of M contract on this project, the overall cost would be $6,000 higher. Norman thought that the threshold for a formal bid was raised above the $50,000 level. Brian Asleson, Chief Deputy Attorney, will be consulted regarding this matter. The Committee directed Hayes to contact Asleson on how to proceed with this contract. Sawatzke stated that Bill Swing had indicated that Alpha Video is a preferred vendor with a good reputation.
A tour was provided by Todd Hoffman, A&P, and Brad Hatfield. Hoffman forewarned the Committee that a PCO might come before them regarding a 150’ sidewalk connecting the front entrance of the building to the public counter located in the rear of the building to pick up evidence. Sawatzke asked how often the public would need access to the evidence pick-up window. Hoffman stated that 5-10 persons use the pick-up window a day. The PCO would obtain pricing from the current concrete contractor.
Buikema was not present.
(End of 10-21-08 Owner’s Committee Minutes)
A Personnel Committee Meeting was held on 10-22-08. At today’s County Board Meeting, Russek moved to approve the minutes and recommendations. The motion was seconded by Sawatzke and carried 5-0:
Asleson stated he is here on behalf of Tom Kelly, County Attorney. In 2007, the County contracted for a 5% increase in its contract with the City of Annandale for $37,065.00. In 2008, the contract was negotiated at a 3% increase for $38,177.00. Asleson stated that Kelly spoke with Jeff Herr, Annandale Police Chief, who requested a minimal increase for 2009 services. The City did not see an increase in the number of citations over the past year. A 3% increase would result in a new contract amount of $39,322.00. Asleson stated that the County Attorney’s office would recommend a 3% increase. Eichelberg stated he is in favor of the 3% increase. RECOMMENDATION: Approve 3% increase for a contract of $39,322.00 for 2009 services.
Based on four performance appraisals submitted, the Committee recommends an overall rating of “Exceptional”.
(End of Personnel Committee Minutes)
There will be no Owners Committee Meeting today.
The Board discussed the Wright County drug testing program. Norman said that in the past, MCIT has provided this service to member counties. The MCIT Board has decided not to continue this service so each county will be responsible to enter into a contract with the provider for this service. An Agreement and an amended Agreement with First Lab were presented. It incorporates suggested changes by MCIT. Norman recommended approval of the Agreement (and Amendment) with First Lab to provide drug testing for Wright County. First Lab has been providing this service for the County. On a motion by Sawatzke, second by Russek, all voted to approve the Agreement.
Correspondence was received from MCIT stating that as part of their Annual Meeting, an election will be held for two seats on the MCIT Board of Directors. The MCIT Bylaws provide for the designation of official voting delegates and alternates. The current Delegate is Norman and the Alternate is Russek. Russek moved to continue with Norman as the Delegate and Russek as the Alternate, noting that the spelling of Russek’s name requires correction. The motion was seconded by Heeter and carried 5-0.
Correspondence was received from MCIT announcing the 2008 MCIT Annual Membership Meeting on 12-08-08 at 1:00 P.M. at the Duluth Entertainment and Convention Center. The election of officers is held during the Annual Meeting. MCIT is governed by a Board of nine officials. Six of the seats are at-large positions with four-year terms that are filled by either a county commissioner or county auditor/treasurer. No more than three auditor/treasurers may serve at the same time. Two other seats are filled by appointment by AMC and are two-year terms. The final seat is filled by a county administrator/coordinator that is recommended by the MN Association of County Administrators and is a two-year term. MCIT board members must be from a county participating in MCIT and must be actively serving in the county. No county may have more than one representative on the MCIT Board. This year, two seats are up for election:
1. Four-year term (1-1-09 to 12-31-12) held by the Cass County Auditor/Treasurer, who is seeking re-election.
2. Four-year term (1-1-09 to 12-31-12) held by Stevens County Commissioner, who is retiring.
Norman stated that another seat presently held by Houston County Commissioner Larry Graf has become vacant and the appointment runs through 12-31-09. He encouraged Board members to apply for these positions. If a Board member does decide to make application, the item should be placed on an Agenda so the County Board can formally take action in support of the application. This was provided as an informational item.
Norman said the AMC Voting Delegates are currently the five County Commissioners, Auditor/Treasurer Bob Hiivala, Highway Engineer Wayne Fingalson, and himself. Russek moved to continue with the same Delegates, seconded by Heeter, carried unanimously.
Bills Approved
City Albertville. $2,591.00
Allina Hospitals & Clinics 1,513.23
Allina Medical Laboratories 362.70
American Institutional Supply 178.19
American Probation & Parole As 250.00
Ameripride Linen and Apparel 339.24
Ancom Technical Center 364.23
Aramark Correctional Services 11,208.21
Arctic Glacier Inc. 149.50
Blaine Lock & Safe Inc. 157.50
Boyer Truck Parts 434.76
Buff ‘N Glo Inc. 108.00
Center Point Energy 4,169.03
Chatham Township 896.50
Clearwater Township 796.80
Commissioner of Transportation 22,418.63
Construction Services Diversif 472.06
Country Inn 350.40
CPS Technology Solutions 262.00
Crysteel Truck & Equipment 8,913.74
DLT Solutions Inc. 1,383.52
Ecolab 175.86
Ess Brothers & Sons Inc. 2,797.33
Expert Towing Inc. 138.45
Janet Gholson 337.54
Globalstar USA 180.46
Greene Espel PLLP 3,227.19
City Hanover 1,790.80
Denny Heckers Monticello Dodge 341.47
Hedlund Plumbing 1,125.00
Hillyard Floor Care Supply 2,481.88
Holiday Inn - St. Cloud 294.40
Holt Truck Center 191.70
Gregory Howell 307.92
HSBC Business Solutions 320.69
Institute of Police Technology 400.00
Interstate Battery Systems Of 660.99
Chris Jahnke 157.95
Jerrys Auto Salvage 585.75
Koala Dental Care II LLC 176.00
Lake Region Coop Oil 363.57
LaPlant Demo Inc. 523.39
Loberg Electric 1,847.00
Loffler Companies Inc. 2,502.00
Marco 149.73
Marco Inc. 2,660.39
Menards - Buffalo 192.09
Mid-America Business Sys 119,391.83
Mid-Minnesota Hot Mix Inc 961.70
MN Attorney Generals Office 197.74
MN CLE Inc. 195.00
MN Corrections Association 155.00
MNCounty Attorneys Association 350.00
MNHighway Safety and Research 492.00
MN State Bar Association 100.00
Morries Parts & Service Group 5,543.36
Norix Group Inc. 37,330.81
Office Depot 3,190.13
Omann Brothers Inc. 996.27
PC Wholesale 527.89
Performance Kennels Inc. 171.19
PMI Computer Supplies 229.90
Qwest 456.61
Frank Ramacciotti 200.00
Rockford Township 1,389.20
Royal Tire Inc. 7,482.21
RS Eden 1,571.85
SEH 889.38
Sherburne County Sheriff 20,342.50
City South Haven 287.80
Spectrum Solutions 2,820.96
Sprint 3,510.68
City St. Michael 427.50
Stockholm Township 363.80
Terning Excavating Inc. 9,840.00
Thermal Technologies Inc. 228.50
Times Media 195.67
Toms Towing Service 271.88
Total Printing 836.56
Trueman Welters, Inc. 4,305.26
TW Vending Inc. 122.58
Verizon Wireless 560.80
Victor Township 746.60
Walmart Store 01-1577 244.90
Woodland Township 952.70
Wright County Highway Dept. 6,375.77
Wright Hennepin Coop Elec 128.94
Xcel Energy 607.08
26 Payments less than $100 1,339.83
Final total $317,581.17
The meeting adjourned at 10:13 A.M
Published in the Herald Journal Dec. 8, 2008.