Wright County Board Minutes

MAY 12, 2009
The Wright County Board met in regular session at 9:00 a.m. with Sawatzke, Thelen, Mattson, Russek, and Eichelberg present.
The minutes of 5-05-09 were corrected as follows: Page 3, 1st paragraph, 5th line should read, “Mattice stated that the area to be fenced is hilly and wooded and nearly a quarter mile in length.” Russek moved to approve the minutes as corrected. The motion was seconded by Thelen and carried unanimously.
The following items were petitioned onto the Agenda: Items for Consid. #4 “Foster Care Month” (Mattson). On a motion by Eichelberg, seconded by Russek, all voted to approve the Agenda as amended.
The Consent Agenda was discussed. On a motion by Thelen, second by Russek, all voted to approve the Consent Agenda as presented.
1. Performance Appraisals: N. Carlson, Hwy.; J. Adams, S. Bonnick, D. Flom, G. Eldred, T. Halberg, M. Meemken, J. Olson, M. Treichler, Sher.
1. Approve Abatement, PID #217-000-351401, MVP Development LLC (Southside Twp.).
2. Approve Abatement, PID #103-020-004010, Elim Care Foundation (City of Buffalo).
3. Approve Abatement, PID #118-089-001190, William & Katie Wilson (City of Otsego).
1. Authorize Signatures On Contract With Charter Communications For Radio Equipment On A Tower Owned by Charter In Otsego.
Sawatzke questioned whether consent Agenda Item C1 pertains to the 800 MHz system. Richard Norman, County Coordinator, stated that the tower has been used for some time, however, the County has not been charged in the past. Russek stated that the County has been renting it on a month-to-month basis. Sawatzke stated that the Board could approve the lease today and Norman can discuss with Bill Swing, Information Services Director, whether this will be a temporary or ongoing lease. Thelen moved to approve the Tower Lease. The motion was seconded by Russek and carried unanimously.
Bob Hiivala, Auditor/Treasurer, presented the claims listing for approval. The claims’ listing was discussed. Mattson referenced a claim on Page 8, General Office Products, stool for evidence room ($626.93). Upon review of the claim, Hiivala reported that it was for a single stool to be used in the evidence room at the Jail/LEC. Norman suggested that the item could be paid out of bond proceeds under furniture and equipment. Sawatzke stated that he is not in agreement and feels it should be reviewed by the Owners Committee. Hiivala stated that it could be paid now and the code could be changed if necessary. On a motion by Mattson, second by Thelen, all voted to approve the claims as listed in the abstract, subject to audit.
Sawatzke presented the Board Proclamation acknowledging National Police Week, May 10 – 16, 2009. Russek, Thelen, Eichelberg, and Mattson recognized the seven Wright County law enforcement officers that lost their lives in the line of duty.
Joe Hagerty, Chief Deputy Sheriff, commented on the Tower Lease Agreement. He stated that previously there were problems with the reception and transmitting with the current radio system. Rollie Helgeson, former Chief Deputy, arranged for free use of the tower years ago. After a recent audit was completed, Charter will allow us to continue using the tower with a $50.00 monthly charge. Brian Asleson, Chief Deputy Attorney, has reviewed the agreement. This lease can be canceled at any time. Hagerty does not think this tower will be needed one the 800 MHz system is implemented.
Gary Miller, County Sheriff, thanked the members of the Board for the proclamation and extended an invitation to the Sheriff’s recognition ceremony. The ceremony will take place in the County Board Room on Wednesday, May 13, 2009, at 4:30 p.m. to recognize Wright County officers. A reception will immediately follow in the Community Room. The Wright County Honor Guard will participate in a candle-light vigil on Friday, May 15, 2009. Flags at the Government Center and Jail/LEC are to be flown at half mast.
An Owner’s Committee Meeting was held on 5-05-09. At today’s County Board Meeting, Russek moved to approve the minutes with the recommendations. The motion was seconded by Thelen. Mattson referenced the Records Drawing Proposal and stated that it was his understanding that KKE Architects was going to furnish one set of drawings to the County. Sawatzke confirmed the County does have a set of drawings. Sawatzke stated that the proposal was to combine all drawings into one versus having multiple drawings to review. The cost for this service is $19,900 and the Committee does not feel it is necessary. Russek stated that Brad Hatfield, Jail/LEC Building Maintenance Supervisor, does not think the combined drawings will be needed. Russek commented that the change orders would be included on the combined drawings. The motion carried 5-0.
A. A&P.
Streich stated they are working on interior punch lists with very few items remaining. Miscellaneous hardware has been ordered. They will meet next week to discuss the sound panels. The panels are working but a different texture may be selected (durable vs. fabric).
With regard to exterior landscaping, dead trees and sod are being replaced. The irrigation system will be started soon. The man holes have been sealed in the parking lots. They are mainly working with warranty items.
Norman questioned hydro-seeding and when it will be determined whether it is a good product. Streich explained that the decision was made to hydro-seed along the north driveway instead of on the southern side of the building. The western and southern landscape remains to be completed. Sawatzke questioned whether the trees planted last fall should be watered. Hatfield stated that once the irrigation system is functioning, all trees will be watered with the exception of the pine trees along the side.
Recommendation: Hatfield was directed to contact the Parks Administrator to discuss planting of prairie grass seed in the western and southern landscapes. Funding will be from bond proceeds. Parks or Highway should be contacted with regard to watering the trees.
Discussion then focused on whether the Committee should meet in the future. Streich was unsure whether there will be a pay application submitted in May. Miller anticipated that they may request sound proofing for all offices. Estimated cost is approximately $40,000. Norman stated that Hatfield may need to order flat plan storage units to organize the building plans.
Recommendation: The Owner’s Committee will meet as agenda items arise. Office sound proofing requests should be presented to the Owner’s Committee for recommendation. The request for flat plan storage units, to be funded from bond proceeds, should be presented to the Owner’s Committee for recommendation. The request for prairie grass seeding at the Jail/LEC site should be presented to the County Board for approval.
The Administration Office was previously directed to retain until project completion video and audio tape recordings of Owner’s Committee meetings and Board meetings that relate to the Jail/LEC project.
Recommendation: Retain tapes for an additional six months and then discard.
Buikema provided information on a sound masking system to address the sound issue in the Sheriff Department. The consultant he is working with is an expert in the field. The system generates a non-audible noise that masks sound and is frequently used in open office systems where speech privacy is desired. It will also work between closed offices. Estimated cost is about $4,700.
Recommendation: Set up a mock trial in several offices at a cost not to exceed $300. Buikema is to verify whether the sound masking system will interfere with recording equipment that is currently used.
II. Records Drawing Proposal.
KKE Architects submitted a proposal dated 4-07-09 to prepare Record Drawings for the Jail/LEC Project at a cost of $19,800. Buikema stated KKE Architects would like to remove the project files off from their system. There is also concern that staff may not be available in the future to complete the work.
Hatfield requested time to organize the materials that have been delivered thus far (prints, as-builts). The CD’s have not been received from A&P. Hatfield felt confident that the material can be organized in the storage units which will be purchased. It was recognized that KKE Architects will be able to provide this service in the future if desired but the cost may vary from the proposal being reviewed today.
The Committee and County Board members toured the facility.
Norman requested that A&P forward a letter reflecting when they estimate submitting the request to the State for reimbursement of sales tax and what that figure will be. He is concerned with the State Budget situation. It was the consensus that this should be submitted prior to June 30, 2009 so it is included in the State’s current fiscal year. The estimated reimbursement is about $700,000.
Recommendation: Streich is to forward this information to Norman within the next several days.
Torfin stated he received invoices for reimburseables from A&P. Streich will return these invoices to A&P as the checks should be issued by A&P.
After being in the new facility for a few months, Miller stated that from the design end the facility surpasses his expectations regarding functionality and ease for public access. Esthetically, he has received nothing but compliments. Torfin echoed these comments for the Jail as well. Hatfield said the facility is easy to maintain. Buikema stated that they are working on water flow issues and are copying Hatfield. Torfin said Willen, Inc. is still working and completing a commissioning report on chilled water. Torfin’s opinion was that the money spent on the Commissioning Agent was worthwhile on the County’s part.
(End of 05-05-09 Owner’s Committee Meeting Minutes and discussion.)
Russek introduced and welcomed the Wright County Fair Board. Members present at today’s County Board Meeting were Jerry Quaal, Board Chair; Dennis Beise, Board Secretary; Ron Denn, Board Director; Ray Schmidt, Board Director; and Milan Zumach, Board Director. He stated that the Fair Board has two requests. Schmidt presented documentation reflecting the history and an aerial map of the Fair Grounds. The Fair Board would like to build a road to better utilize the western side of the Fair Grounds. The proposed road would turn west of the present road just north of the railroad tracks. The new road would follow the railroad tracks in a northwest direction until it is in the area of the west end of the antique tractor pulling track. The road would continue north and northeast until it is about as far north as the east-west incoming road. The new road would gradually turn east and continue in line to the present east-west road. Plans include sod and grass to be bladed off with a road grader and several culverts may have to be installed to allow for proper drainage. The Fair Board is suggesting four inches of class 3 gravel be placed on existing material, graded, and packed. The road bed would be approximately 24 feet wide. The amount of material for the proposed road would be approximately 1,000 yards. An estimate was provided at approximately $13,900, which includes the material estimate of $9,500.
The Fair Board is asking the Wright County Board of Commissioners to be able to make use of the northern 17 acres of land that is presently being rented for farming. The Fair Board would like to plant grass or grass/hay next spring as a ground cover for 2010. The area is required for display of the National Minneapolis-Moline (MM) Collectors Association tractors. The area would also provide parking for campers, trucks, and trailers. Schmidt added that a lot of the areas are difficult to get to and the new road would allow access from both sides of the Fair Grounds.
Sawatzke questioned if MM would return each year or if it is a one-time event. Schmidt stated that the MM moves around each year. The MM is only intended to be at the Wright County Fair in 2010, however, they may return in five years. Sawatzke questioned the proposed use of the vacant land from 2011 and beyond. Beise commented that as the County Fair becomes more established, the area will be utilized more. Sawatzke questioned if the land would be utilized by the current farmer or if the Fair Board will take over. Schmidt stated that the Fair Board would like to have control on how the property is used and they do not want row crops planted. This area would provide additional parking if needed, and more people are requesting to camp at the Fair Grounds during the Fair and other events. The contract on the rented land ends this year. Quaal stated that camping is an issue and the Fair Board would like to develop an area to accommodate onsite camping. At this time there would not be electricity or water, but this area is a potential spot where this could be done. The new horse arena would also make use of the camping facility..
Mattson questioned where the funding is coming from for the property that was purchased by the County last year for $22,000. Sawatzke stated that the County Board took payment out of the Capital Improvement fund. Eichelberg questioned who would be doing the work. Russek stated that the only request from the County is for a donation of gravel from the Highway Department. Schmidt stated that the Fair Board is looking at building the road before the Fair starts this year. He continued that multiple bids were received but only the lowest bid was submitted with this proposal.
Thelen questioned if the area is currently used for parking. Schmidt stated that the grass is mowed and people are directed where to park. It is a very busy area with road traffic and pedestrians. There are also a lot of trucks that are pulling trackers and need accessible parking for trailers. It was clarified that the Fair Board is not asking for money, but only the Board’s approval and a donation of gravel, if available.
Russek stated that the Fair Board has been working diligently and getting MM in for 2010 would increase attendance and return visits in the years to come. Sawatzke asked if anyone has contacted the Highway Department. Beise stated that he spoke with Fingalson who stated that he would be able to donate some gravel, but a specific amount was not given. Sawatzke questioned who designed the road. Beise stated that Denn, Carlson, and he walked the area and drafted a plan that would work for the Fair Board. Eichelberg questioned if they are asking for someone to haul the gravel as well. Beise stated any help would be appreciated. The Fair Board is planning on starting in the next couple of weeks after the hay is cut. Sawatzke questioned if the contract with the farmer allows the construction of the road. Eichelberg stated that the County Board has done a lot for the Fair Board and is in agreement to give it a try.
Norman questioned if there is any left over material at the Jail/LEC site. Sawatzke stated that there is seven to eight years of gravel piled up on site. Russek stated that the gravel is not crushed. He stated that they are looking at doing a good job at a reasonable price.
Russek moved to authorize the Fair Board to move forward with the projects and request assistance from the Highway Department, seconded by Eichelberg. Russek questioned if there are any wetlands or low ground located within the project area. Beise stated that the road is varied to avoid low land. Mattson stated that he does not want any hidden costs involved. The motion carried 5-0.
The 2009 Fair is August 11 – 16. Beise invited the County Commissioners to come out for the many activities that the Fair offers. Mattson stated that Asleson should be contacted to review the Greenhagen contract to be sure that the land is used properly.
Mike MacMillan, Court Services Director, presented information regarding the JAG Grant. He stated that the $50,521.00 in JAG funds would be used to advance the document imaging capabilities and communications between law enforcement and criminal justice departments. This will require improvements to the capacity of the information technology infrastructure and data sharing systems between local criminal justice agencies. These issues can be addressed with the purchase of a server and data storage equipment. The benefit provided will be the increased ability to document and store data without increasing physical storage space. This in turn enables improved sharing of information between the criminal justice departments of Wright County via electronic copy. Sawatzke clarified that there are 17 cities that exist in Wright County. Eichelberg appreciated the updated information provided by MacMillan. Thelen questioned if this application would work with other County departments. MacMillan stated yes, that there will be overflow available for other departments. However, due to the nature of the grant we have to keep it specific to criminal justice. Thelen made a motion to adopt Resolution #09-22, seconded by Eichelberg. The motion carried 5-0 on a roll call vote.
There is no Owners Committee Meeting today.
Eichelberg solicited the reappointment of Dan Dawson to the Wright County Community Action Board. He stated that Dawson has been a valued member of the Community Action Board. The Board is made up of a unique group of people including low income, public service, and elected officials. Eichelberg moved the reappointment of Dan Dawson, second by Russek. Sawatzke questioned his position in the public sector. Eichelberg stated that Dawson lives in South Haven. The motion carried 5-0.
Mattson stated that the Human Services Board adopted a resolution stating that May is Foster Care Month. Sawatzke stated that there are currently 99 children in Wright County that are under the care of Foster Parents.
Norman requested clarification regarding the payment of the claim to General Office Products. He questioned whether payment should be transferred to Bond Proceeds/Furniture and Equipment or remain under the Sheriff’s Department budget. Sawatzke stated that the claim would need to be presented to the Owner’s Committee and then changed if approved. For now, it is to be paid out of the Sheriffs Department budget.
Before the meeting was adjourned, Norman stated that a motion was needed on the proclamation acknowledging National Police Week. Thelen moved to adopt Resolution #09-23, seconded by Russek. The motion carried 5-0 on a roll call vote.
Bills Approved
ACS Government Info Ser. $4,422.20
Aladdin Temp Rite LLC 258.20
Albertville Body Shop Inc. 9,610.55
Allina Health Systems 1,316.11
Allina Hospitals & Clincs 1,174.32
American Messaging 597.80
Amerpride Linen and Apparel 177.64
AMI Imaging Systems, Inc. 12,392.28
Ancom Communications Inc. 1,042.64
Aramark Correctional Services 6,059.29
Bachman Printing 585.31
Bogart Pederson & Assoc. Inc. 500.00
Buffalo Township 630.60
City Buffalo 568.29
Car Stuff 182.65
Center Point Energy 339.26
Centra Sota Lake Region LLC 46,096.71
Climate Air 4,311.45
Consulting Radiologists LTD 463.20
Cottens’ Inc. 1,992.06
Crown Plaza 296.34
Dell Marketing LP 6,268.37
Karen Determan 194.70
Diamond Mowers Inc. 1,551.34
E-Z Flush 130.65
Nicholas Eastman 150.00
Elmer Eichelberg 270.50
Embarq 118.44
Emergency Physicians PA 937.50
Maria Felger Ramos LLC 192.10
Fyles Excavating & Honey Wagon 175.00
Gale-Tec Engineering Inc. 2,517.00
General Office Products Co. 626.93
Geocomm Inc. 4,000.00
Raymond Glunz 120.00
Grainger 325.59
Granite Electronics 884.56
H & R Const. Co. 2,520.60
Hennepin Co. Medical Center 7,363.06
Hewlett Packard 3,289.79
Hillyard Inc. - Minneapolis 1,247.41
Holiday 9,699.06
City Howard Lake 1,635.70
Intereum Inc. 562.32
Interstate All Battery Center 288.93
Troy Johnson 143.00
Klatt True Value Electric 105.98
Klein Heating and Cooling 115.50
Little Falls Machine 482.71
Loberg Electric 706.49
The Lodge at Brainerd Lakes 173.82
Lund Industries Inc. 388.64
Maney International Inc. 365.09
Marco 385.00
Martin-McAllisters Consulting 1,200.00
Roger Mattila Electric 3,995.00
Richard Mattson 568.83
Mid-America Business Sys. 2,610.32
MN Assn. of Co. Probation Of 1,590.00
MN Counties Computer Coop 3,152.25
MN Counties Ins. Trust 354.00
MN Hwy. Safety and Research 1,830.00
MN Society of Prof Surveyors 100.00
National 4-H Council 158.31
Nelson Auto Center 32,152.60
Nuss Truck & Equipment 614.39
Office Depot 2,487.03
Michael Pacelli 123.79
Photo 1 253.04
Rigid Hitch Incorporated 295.28
Russell Security Resource Inc. 102.10
Ryan Chevrolet 205.67
Thomas Salkowski 113.40
Silver Creek Township 805.80
Software House International 1,641.17
Southside Township 739.40
Specialty Turf & Ag 1,065.00
Star West 130.00
Walter Stephens Jr.Inc. 601.99
Stratus Technologies Ireland 3,061.73
Super Express 198.09
Total Printing 396.18
University of Minnesota 235.00
Waste Mangement-TC West 2,322.95
City Waverly 434.00
Woodland Township 624.80
Wright County Ag Society 240.00
Wright Lumber & Millwork Inc. 322.05
Xiotech 1,902.09
40 Payments less than $100 2,300.52
Final total $209,879.46
The meeting adjourned at 10:12 A.M
Published in the Herald Journal June 8, 2009.

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