Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
MARCH 31, 2009
The Wright County Board met in regular session at 9:00 A.M. with Sawatzke, Mattson, Russek, Eichelberg and Thelen present.
The minutes of 3-24-09 were discussed. Eichelberg referenced Pages 4 and 5 and corrected the spelling from “Hoaft” to “Hoeft”. Eichelberg said the minutes reflect that Hoeft is a Mayer resident, and the minutes are correct as written, as that is what was stated at the meeting. For clarification purposes, he said Hoeft’s address is Mayer but he is not technically a resident of the City of Mayer. Other corrections made to the minutes include: Page 5, 3rd paragraph, 1st sentence, should read, “David Bryant, rural Buffalo resident, …” (Russek); Page 5, 4th paragraph, 1st sentence, should read, “Young then introduced Jean Bryant, rural Buffalo resident, …” (Russek); Page 10, last sentence, change the spelling from “David Peterson” to “David Pederson” (Mattson). Eichelberg moved to approve the minutes as corrected, seconded by Russek, carried 5-0.
Petitions were accepted to the Agenda as follows: Amend Aud./Treas. Item #2 to read, “Claims/CVSO Operation Grant Expenditures” (Hiivala); Item For Consid. #3, “Quad County Meeting Announcement” (Norman). Russek moved to approve the Agenda as amended, seconded by Mattson, carried unanimously.
The Consent Agenda was discussed. Sawatzke said that Items C1 and C2 were discussed by the Owner’s Committee and they agreed with the recommendations. On a motion by Russek, second by Thelen, all voted to approve the Consent Agenda:
A. ADMINISTRATION
1. Performance Appraisals: J. Bresin, K. Triplett, Assessor’s; C. Pearson, Aud./Treas.; L. Huber, Hwy; R. Erkens, T. Sandin, Sher./Corr.
2. Approve/Authorize Signatures On Labor Agreement With Wright County Deputy’s Association.
3. Claim, KKE Architects, $4,741.27 (Feb. 2009 Service, Jail/LEC Project).
4. Claim, Willen Inc., $2,730.00.
B. SHERIFF
1. Authorize Signature On Corrected Copy Of The STS Contract.
C. AUDITOR/TREASURER
1. Approve 2008 Braddock Ave. Expenses Reimbursement To Road And Bridge $105,664.79 From Bond Proceeds.
2. Reimburse Rollover Fund For Braddock Ave. $222,221.37 From Bond Proceeds.
3. 2009 Tobacco License Renewal: Monticello Country Club (Monticello City).
Bob Hiivala, Auditor/Treasurer, presented the claims listing for approval. Hiivala said Genell Reese, Veterans Service/Nuclear, requested that three claims be presented for approval that relate to a CVSO Operational Improvement Grant. The grant requires expenditures by the end of March, 2009. The claims include: Office Depot ($702.86) for the purchase of four shredders; Bankers Advertising (1,847.52) for the purchase of patriotic pens and pencils to be distributed at the Fair; and Marco ($1,798.40) for the purchase of a Sharp AR-208D Copier. The Veterans Service/Nuclear Office will submit these claims for grant funding. If grant funding is not received, the items will be charged against a budgeted line item. Mattson moved to approve the claims as listed in the abstract, subject to audit, including the three claims as presented by the Veterans Service/Nuclear Office. The motion was seconded by Eichelberg and carried 5-0.
A Owner’s Committee Meeting was held on 3-24-09. At today’s County Board Meeting, Russek moved to approve the minutes and recommendations. The motion was seconded by Thelen. Sawatzke extended thanks to Capt. Gary Torfin, Jail Administrator, for the outstanding job that the organization did with the recent Jail Tour. It is estimated that a couple of thousand people attended. Feedback received from those attending the Tour was very positive. Appreciation was also extended to Sheriff Gary Miller, staff, and all those involved in making the Tour a success. Russek moved to approve the minutes and recommendations, seconded by Thelen, carried 5-0. The minutes of the Owner’s Committee follow:
A. A&P.
I. PROJECT SCHEDULE UPDATE – RICK STREICH.
Striech stated that final inspections will be taking place soon. Last week a health inspection took place and the roof will be inspected on Thursday, 3-26-09. Striech confirmed the punch list is 90% complete.
II. APPLICATION FOR PAYMENT #21 FOR $488,332.48.
Blotske stated that contractors are billing in full and that the project is billed at 99.5%. Blotske suggested allocating dollars into an additional work order. Once changes come forward A&P would pay the vendor directly and A&P would be reimbursed at the end of the month. This would allow A& P to close out the contracts and avoid change orders that could take up to one month to close. Blotske gave the example of Torfin requesting bullet proof glass. The request would go through the current approval process; however payment would be made directly to the contractor when the work was completed. Russek commented that the Jail/LEC could obtain better pricing if the work was completed by custodians or local venders versus contractors. Norman stated that the project is 99% complete and contractors are looking for final payment. He suggested that final payments be made before 6-01-09 so the County can submit a request for sales tax reimbursement before the States fiscal year ends. Sawatzke questioned if other items were going to be identified that are currently not within the contract. He commented that at some point the County will have to call the project completed and additional items will be addressed by staff or other vendors. Norman gave the example that kick plates should be installed on doors that will be used heavily by the custodian staff. Hayes questioned if the punch lists have been completed. Blotske and Striech agreed that the punch lists are 95% complete. Russek stated that anything not on the current punch list will not be completed by project contractors. Blotske stated that one big item remaining is the sound migration issue in the Sheriff’s office. Striech stated that the walls were not built to the original design. Buikema stated that the walls were only built to the current ceiling grid. Originally, the walls should have been built up further to prevent sound migration between interview rooms. Striech stated that in Torfins office the sound has decreased after the gaps were caulked and silencers were installed around the doors. Buikema stated that the contractors did not build the walls according to specifications and that the contractors should be responsible for correcting the issue. Until a decision has been agreed upon, he would not consider the project closed. Russek felt that the sound problem needs to be addressed before the project is closed. RECOMMENDATION: After the sound issue is resolved, funds will be placed in the extra work order phase code.
III. PCO’S APPROVED BY CAPTAIN TORFIN
1. PCO #190 BP#3 PR 080 Re-pipe Hot Water Lines - $4,996.00
Torfin explained that the water temperature was inconsistent. The current temperature of the water is 140 degrees, which is not acceptable. The pipes running into the faucets used by inmates needs to be replaced in order to reach an acceptable temperature.
IV. PCO’S OUT FOR PRICING – ESTIMATED VALUE OF $20,850.00
1. PCO #175 - BP#3 UL Label on S1410 Door & Frame - Required Per Building Inspector - $1,100.00.
Blotske stated that the item has been billed. She has not received a response from the company.
2. PCO #187 – BP#3 PR 078 Additional Misc. Door Hardware - $3,200.00.
Blotske stated that hardware has been purchased for the door and she would move forward to close the PCO. Torfin stated that the work can be completed by a different vendor in order to save money. Russell’s and Rhodes will be contacted for bidding. Both companies’ are certified and the County has done work with them previously.
3. PCO #188 – BP#3 Modifications to Floor Drains at Jail - $4,500.00.
Blotske stated that the item has been billed for final payment. At this time no response from the company had been received. The work has been completed. It is unsure if the company will come back for payment in the future.
4. PCO #189 - BP#3 Additional Caulking Required at Security Cameras $2,000.00.
Blotske stated that an invoice has not been received from the contractor. This is a punch list item that has been completed. Torfin stated that it took 14 hours to complete due to the angle of the ceiling in the cells.
5. PCO #191 – Additional Acoustical Wall Panels - $8,550.00.
Blotske stated that discussions with contractors are taking place to come up with a solution to the sound issue. Striech provided a sample of a wall panel that he would like to have installed in one area to see if it decreases the sound. The price to install would be $1,800.00. Russek questioned if this will stop the sound from going over the top of the current wall. Miller stated that the caulking and silencers that were installed have helped. He commented that it is not acceptable to hear conversations taking place in interview rooms. Miller agreed to try a sound panel in one area.
6. Bullet Proof Glass w/ Extra Speaker Hole at Sheriff Reception Desk - $1,500.00.
Torfin stated that there are two desks in the reception area and only one speaker port. Currently employees are tripping over each other in order to assist the public at the counter. Buikema stated that the current glass is laminated temper glass which can not be cut. The window would need to be entirely redone to accommodate a second speaker port.
V. PROJECT CONTINGENCY $1,110,370.00
Current Contingency $347,869.58
VI. PROJECT FFE BUDGET $1,879,314.00
Current FFE Budget $1,096,028.61
1. Replace Pane of Glass at Sheriff’s Reception to Add a Second Paper Pass and Speaker Port (Torfin).
2. Add Sound Panels in Sheriff’s Administration Offices and Interview Rooms to Mitigate the Sound Migration from Room to Room and Provide a Greater Level of Confidentiality (Torfin).
3. Base/Mobile Radio for Jail Master Control (Torfin).
Torfin is requesting a base radio for master control. The repeater system works fine; however in Master Control they are not able to have any radio communications. This will provide communications. The cost would be $1,100.00. RECOMMENDATION: Authorize purchase of Base/Mobile Radio for Jail Master Control.
B. KKE ARCHITECTS.
I. PROJECT UPDATE.
Buikema agreed to sign off on the completed punch list after the problem with sound migration is finalized.
Buikema stated that for an additional cost, the County can request the contractor plans for the Jail/LEC. Blotske stated that the County does have plans available to them. Hayes questioned if the County could obtain digital copies and the additional costs involved. Buikema stated that he would consult with staff regarding costs. Hayes stated that it would be a good idea to have the most recent prints on file since the County will be maintaining the building. Sawatzke questioned how many times the current prints are used. Hayes stated that the prints are referenced often.
II. FEES
Buikema stated that in preparing their final invoices for the project they noticed that several items were more than originally planned. Labor costs are currently about $150,000.00 over and expenses were about $40,000.00 under. The fee is based off the 2005 budget, which has increased. Buikema stated that KKE has the right, within their contract, to request additional fees to account for changes in the budget. The following two items are being requested:
1. That they be permitted to combine labor and expenses for a total of $2,375,000.
2. That they be permitted a net fee increase of $111,546 to cover additional costs to date.
Item one does not change the County’s budget or contingency. At this point they are in a hole based on the time KKE has spent on the project. Hayes questioned why this happened and if the County was a contributor to this overage. Buikema stated that the overages were a result of the size of the project and estimates on the construction budget. Sawatzke stated that the County actually decreased the size of the project. Hiivala stated that $49,470,750.00 was an estimate for the project. Sawatzke feels like it is still a Forty-three Million dollar project. Buikema stated that the original construction budget was around $35 million and is has gone up to $39 million. Buikema is not asking for a percentage fee; however, there was a percentage increase on the total budget. Russek stated that the County negotiated a fixed contract price and it needs to remain that way. Buikema stated that the contract states additional fees can not be requested if less than 5%. The total for this project is over 5%. Sawatzke feels that money was not lost. It possibly could be that profit was not what was expected. Buikema is asking that KKE be allowed to combine their fees and expenses so that they can bill their consultants for expenses. Norman clarified that on Item #1 KKE is not asking the County to contribute anything more other than allowing them to bill for consultants. Buikema stated that there is $40,000 left in there expense account. Buikema feels that extra time and effort was provided to get the project done. Sawatzke stated that he is appreciative of all the hard work that has been put forth. Sawatzke questioned the amount that A&P will bill out and if additional monies will be requested. Blotske stated that just the contracted amount is being billed out to the County. Sawatzke stated that it is difficult to have projects based on not to exceed numbers and then at the end of the project additional funds are being requested. It is apparent that additional monies are available and he feels that it should not be paid out for other reasons. Hayes feels that Item #1 is reasonable given the scope of the project and the amount of work that has been performed. It would also keep the project within the original amounts that the County has agreed to pay.
Sawatzke stated that the monies were for reimbursements for travel and miscellaneous costs and these items have been paid accordingly.
C. BRADDOCK AVENUE
Hiivala provided the first request to reimburse the Capital Project Fund for the Braddock Avenue buildup. The project was approved in 2007 for $217,000.00 with an additional adjustment of $5,000. When the County approved the $222,000.00 it was understood that bond proceeds would not be able to be used. Since that time, Hiivala received notice from Julie Eddington, Kennedy & Graven, Chartered, that because the road was necessary due to the construction of the Jail/LEC it would be an allowable expenditure from the Jail/LEC proceeds and/or interest earned. Hiivala is suggesting reimbursing the Capital Project Fund for the Braddock Avenue ($222,000.00). The over-lay for $105,000.00 that was incurred this year is being paid by Road and Bridge. Hiivala stated that Road and Bridge did not budget for Braddock Avenue. Norman suggested paying back the Capital Improvement Fund that was used to do the project and reimburse Road and Bridge for what was taken out of their budget. This would avoid in levy problems during next years budget review. Hiivala recommends that there is more discretion on roll over funds. Recommendation: Reimburse the Capital Project Fund $222,221.37 from the Bond proceeds. Reimburse the Road and Bridge Budget $105,664.79 for the expenses they incurred for Braddock Avenue.
Sawatzke stated that the Jail/LEC Open House was successful. There was a large turn out of residents, families, and visitors from other counties. He thanked all the people that were involved to make this happen. Torfin stated that there were 1,579 entries in the guest book which did not include the visitors that did not sign in. Russek agreed and said the event was a success. Many families attended and it was hard to have each person sign in. There was a very nice crowd through out the day. Miller stated that feed back from the public was all positive. Comments received were in favor of how the building is utilized and that tax dollars were well spent. Buikema stated he was very impressed by the staff and how informative they were as they assisted the public. Miller stated that the staff takes a lot of pride in the new Jail/LEC. The Owner’s Committee will meet again on 4-07-09 at 1:00 p.m.
(End of 3-24-09 Owner’s Committee Minutes)
A Personnel Committee Meeting was held on 3-25-09. At today’s County Board Meeting, Eichelberg moved to approve the minutes and recommendations, seconded by Mattson. Richard Norman, County Coordinator, said that since the Committee Meeting, Barnaal has done some checking with Weight Watchers on the associated costs. It was learned that employees will not receive a discount for holding the Program at Wright County but instead would pay a premium at $156.00. The cost for a person attending Weight Watchers held at a local church is $119.00 and includes benefits that will not be offered to Wright County employees. It was the consensus of the Board that the Program will still be offered if there is enough interest by employees. Sawatzke asked that the Board be kept advised. Sawatzke said that after work hours are preferred for the Program as some employees do not have access to the Government Center at 6:45 A.M. The motion carried 5-0. The Personnel Committee minutes follow:
Employee’s Time To Attend Weight Watchers.
Mattice, Barnaal & Baker are members of the Wellness Committee. The Wellness Committee recommends offering the Weight Watchers Program to employees. Use of County facilities for the Program was discussed at the 2-25-09 Building Committee Meeting. The recommendation from the Building Committee was to offer the Program on a trial basis, with the employee’s time to attend to be discussed by the Personnel Committee. The Building Committee discussed implementing a fee for use of space as Weight Watchers is a for-profit organization, but did not take action on that issue. A survey was completed of neighboring counties (see attached). Anoka, Carver and Hennepin Counties offer the Weight Watchers Program to employees. Weight Watchers meetings are proposed to be held weekly for 1 hour. The Wellness Committee recommends that employees be allowed to combine their two 15-minute breaks with their 1/2-hour lunch break to attend. The meetings include a weigh-in and topic-specific discussion. Because meetings are 1 hour, Sawatzke noted that employees from other buildings would not be able to attend during the work day because of the time it would take to travel in addition to the 1-hour meeting. Sawatzke referenced a recent Leadership Team Meeting where the Weight Watchers Program was discussed. The Leadership Team is made up of Department Heads. They talked about the current practice of Wright County not allowing use of space by for-profit groups and how this could affect meeting room availability for departments. The Leadership Team decided to support the Program. They do not support holding the Program during the 8:00-4:30 P.M. work day. They felt the meetings should be held before or after work. Sawatzke felt employees need their lunch break and 15-minute breaks. If meetings are held during the work day, this will not allow employees this opportunity. It is not practical to hold meetings at each of the County locations as there needs to be a minimum of 15 people participating at each site. The cost of the Weight Watchers Program was discussed. Barnaal said the Program cost is $156.00 per employee for a 12-week period. If a room charge is implemented, the employees will be responsible for the extra cost. Norman stated that Weight Watchers normally leases space for their meetings (i.e., strip malls). It was suggested that Wright County employees should be receiving a discount on the cost of the Program if the space is provided at no charge. Barnaal will contact the representative from Weight Watchers to see if employees will receive a discount if no room charge is implemented. Sawatzke said that if Weight Watchers meetings are held, members of the public should not be allowed to participate. Recommendation: Proceed with a 12-week trial period for the Weight Watchers Program. The meetings should be held from 6:45 A.M.-7:45 A.M. or from 4:45 P.M.-5:45 P.M. at the Government Center. The Administration Department will coordinate scheduling of the space (access to and use of the building).
(End of 3-25-09 Personnel Committee Minutes)
Norman provided an update on the Government Center re-roofing project. The project is scheduled to commence tomorrow. The request is for the Board to designate two staging areas for the contractor. The first staging area requested is the parking area behind the vacated Sheriff Department. This area would be used to move in equipment and material. The rock must be removed from the existing roof (approximately 300 tons) and will be used by the Highway Department. The process will be noisy and dirty. The contractor will attempt to complete that portion of the project during non-work hours. Courts has been made aware of the project. The second staging area involves the parking area near the Annex Building. The area will be sectioned off when the contractor moves to that portion of the project. Existing equipment must be moved from the roof in order to complete the work. The current roof is 20 years old. The existing rubber membrane will be removed, and there will not be rock on the new roof. The project is anticipated to continue through most of the summer. Russek moved to authorize Building Care & Maintenance to exercise the authority needed to designate staging areas. The motion was seconded by Eichelberg and carried 5-0.
A Quad County Meeting was scheduled for today at 10:30 A.M. at the Jail/LEC site. Because of inclement weather, the meeting has been cancelled. Norman said that if the Board would like to reschedule, an option would be to hold a Quad County Meeting during the upcoming AMC Legislative Conference. Sawatzke said Wright County could consider hosting the next Quad County Meeting, scheduled for 6-30-09, in an effort to provide a tour of the Jail/LEC for the other counties. Norman was directed to review the AMC Legislative Conference Agenda to see if there is a suitable time to schedule a Quad County Meeting.
Sawatzke announced that a Technology Committee Of The Whole Meeting will be held at 2:30 P.M. today.
Bills Approved
Adv. Graphic Systems Inc. $5,860.59
Advanced Graphix Inc. 337.07
Allina Hospitals & Clinics 32,056.03
Allina Hospitals & Clincs Sp 2,930.79
Allina Medical Laboratories 399.10
Ameripride Linen and Apparel 194.37
AMI Imaging Systems Inc. 647.70
Ancom Technical Center 201.25
Annandale Rock Products 163.61
Aramark Correctional Serv. 11,262.01
Assn. of Metropolitan Cty Offic 205.00
B & B Products - Rigs and Sq 36,145.00
George Bakeberg 477.70
Bankers Advertising Co. Inc. 1,847.52
Bob Barker Co. 261.91
Lawrence Bauman 660.45
Beaudry Propane Inc. 2,864.00
Blaine Lock & Safe Inc. 325.00
Herb Bray 125.00
Breezy Point Resort Inc. 407.67
Buffalo Auto Value 375.30
Buffalo Clinic 489.86
Buffalo Hospital 2,290.40
Center Point Energy 4,547.36
Centra Sota Lake Region LLC 34,315.60
Central McGowan Inc. 126.98
Chamberlain Oil Co. 1,428.48
Commissioner of Transportation 595.00
Consulting Radiologists LTD 333.00
Tom Decker 125.00
Ralph Douglas 630.15
Embarq 190.95
Dale Engel 400.00
Ernst General Construction Inc. 1,805.00
Fastenal Company 1,223.97
Dennis Fehn Gravel & Excava. 34,893.46
Grainger 5,807.33
Granite Electronics 710.81
Hennepin County Sheriff 140.00
Herc-U-Lift 101.86
Hillyard Inc. - Minneapolis 3,260.54
Integrated Fire & Security 385.37
Interstate Battery Systems 552.07
Troy Johnson 191.70
Klatt True Value Electric 173.35
Lab Safety Supply Inc. 222.61
LaPlant Demo Inc. 1,470.97
Michael Laurent 100.45
Marco 2,188.85
Marco Inc. 3,309.11
Menards - Buffalo 376.73
Midway Iron & Metal Co. Inc. 142.75
Midwest Machinery Co. 4,992.72
MN Law Enforcement Explor. 2,000.00
Moore Medical Corp. 589.00
NADA Appraisal Guides 154.00
Nextel Communications 1,406.54
Noran Neurological Clinic 439.57
Office Depot 2,491.59
David Pederson 262.00
Persian Business Equipment 620.00
Postmaster-Buffalo 1,000.00
Rogers Radiator Repair 175.98
Royal Tire Inc. 1,765.85
Ryan Chevrolet 105.96
Robert Schermann 350.00
Sherry Schliesing 785.95
Donald Schmidt 264.20
Setina Mfg. Co. Inc. 967.03
Shell Fleet Plus 225.37
Shred Right 268.96
Sprint 7,636.08
Straughan Hardware Co. Inc. 939.49
Streichers 2,539.65
Total Printing 509.82
Uline 148.74
Larry Unger 156.20
Veolia Environmental Services 14,271.91
Verizon 201.26
Voss Lighting 767.76
H Wagner 299.40
Walmart Store 01-1577 621.46
Gordon Weber 284.00
Wolf Protective Agency Inc. 1,795.00
Wright Co. Auditor Treasurer 2,392.68
Wright Co. Highway Dept. 30,179.58
Wright Hennepin Coop Elec Assn. 159.18
Xcel Energy 1,715.22
Zep Sales & Services 302.24
31 Payments less than $100 1,624.97
Final total $285,686.23
The meeting adjourned at 9:32 A.M
Published in the Herald Journal April 27, 2009.


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