Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
AUGUST 13, 2013
The Wright County Board met in regular session at 9:00 A.M. with Husom, Sawatzke, Daleiden, Potter and Borrell present.
The 8-06-13 Board Minutes were corrected as follows: Page 1, 6th paragraph, line 1 should read, “Bob Hiivala, Auditor/Treasurer, said the first item is a request regarding acquisition of a software program entitled Drainage DB” (Sawatzke); Page 2, 4th paragraph, last sentence should read, “The Drainage DB program will allow counties to standardize ditch systems across all of Minnesota” (Daleiden); Page 7, last paragraph, 1st sentence should read, “Daleiden asked if the proposal is to move the metal detectors at the front door closer to the Court Administration area but on the same level” (Daleiden). Daleiden moved to approve the Minutes as corrected. The motion was seconded by Potter and carried unanimously.
Petitions were accepted to the Agenda as follows: Item For Consid. #4, “Annual DNR Off Highway Enforcement Grant” (Todd Hoffman). Husom moved to approve the Agenda as amended, seconded by Potter, carried 5-0.
The Consent Agenda was discussed. Borrell referenced Item D1a, Position Replacement for Human Services, and stated that he supports the request. On a motion by Borrell, second by Daleiden, all voted to approve the Consent Agenda:
A. ADMINISTRATION
1. Performance Appraisals: T. Coon, R. Hillukka, Sher.
2. Approve Charitable Gambling Application Form LG220, Monticello Chamber Of Commerce & Industry, Donna And Don Holker, 6524 Fallon Ave. NE, Monticello, MN 55309 (Monticello Twp).
3. Approve Law Enforcement Contracts For The Cities Of Hanover And South Haven.
4. O/T Report, Period Ending 7-20-13.
5. O/T Report, Period Ending 8-03-13.
B. ASSESSOR
1. Approve Reverse Abatement, PID # 118-010-078010, Mike And Paula Gaddis (City Of Otsego).
2. Approve Abatement, PID # 114-600-000008, Zayo Group (City Of St. Michael).
3. Approve Abatement, PID # 107-078-000010, 107-078-000020, 107-078-000030, And 107-078-000050, King’s Pointe Townhome Assoc. (City Of Delano).
C. AUDITOR/TREASURER
1. Approve Tobacco License Application Submitted By E-Cig Way LLC (Otsego City).
D. HUMAN SERVICES
1. Position Replacement:
a. Replacement Of The Truancy/Child Protection Social Worker In The Family Assessment Unit.
E. SHERIFF/CORRECTIONS
1. Position Replacements:
a. Office Technician II, Jail Division;
b. Request Internal Promotion To Vacant Correctional Sergeant Position;
c. Back Fill Promoted Correctional Officer Position.
Bob Hiivala, Auditor/Treasurer, requested the Board schedule a Ditch 22 and Ditch 31 Meeting on 8-19-13 at 2:00 P.M. at the Woodland Township Hall. Borrell and Daleiden serve on the Ditch Committee. Potter moved to schedule the Ditch Meeting as requested, seconded by Husom, carried 5-0. Hiivala said notice of the Meeting will be posted outside of Administration. Notice of the Meeting was mailed to all benefited landowners of record plus those anticipated being benefited landowners. Hiivala has been receiving calls from non-benefited landowners and felt it was time to look at these Ditches.
A Committee Of The Whole Meeting was held on 7-24-13 for a presentation by Houston Engineering on the Drainage DB Program. At today’s County Board Meeting, Potter moved to approve the Minutes, seconded by Husom. Sawatzke said that although there is not a specific recommendation as part of these Minutes, there has been subsequent action taken by the County. Hiivala stated that a contract for the Drainage DB Program has been sent to Houston Engineering for their signatures. The motion to approve the Minutes carried 5-0:
Bob Hiivala introduced Brian Fischer from Houston Engineering Inc. Fischer gave a background of Houston Engineering Inc as follows: HEI has a long history of working with Minnesota Counties on public projects. HEI has assisted several counties with drainage systems including establishment, improvements, redeterminations, repairs, inspections and maintenance. The counties role is Drainage Authority, assessments, ditch inspections, maintenance, and record keeping. Counties have consultants for legal council, Viewers, Engineers, and IT.
Per Fischer; currently landscape is changing. There is increase pressure on water quality enhancements, high land crop prices are changing, tiling improving and increasing and IT/GIS capabilities improving. The Engineers role is repairs, improvements, and Hydraulic Studies. Ditch Inspectors duties include inspection of ditches, tiles, bridges, and culverts. Also inspectors assure vegetation is maintained and 1 rod on each side of the ditch is enforced. Data inspectors may need alignments, profiles, right of way, bridge and culvert size, and existing conditions of the ditch.
Fischer stated HEI has the recipe for better data management. DrainageDB is a one stop web based drainage management portal. HEI has common software for counties to manage information and be proactive on responding to issues.
Daleiden wanted to know what Wright County would be purchasing and how was this different then what we were currently using. Fischer stated that there was some overlap of what the County has recently purchased from HEI. However the DrainageDB offers other components of drainage system information and HEI continues to make enhancements.
Fischer stated HEI developed the software for Fairbault County who has 100+ drainage systems. Borrell asked if Wright County would be at a disadvantage if we purchased now in comparison to someone who purchased after enhancements or upgrades. Fischer stated the county would not be charged for additional upgrades or as the product evolves.
Fischer continued saying DrainageDB is a web based/hosting database that is capable of storing historic documents, tracking activities, managing workflows, processes and proceedings along with GIS integration and mobile inspections.
Hiivala pointed out that we are currently in phase one of the Drainage Modernization Project. We are standardizing historic documents and HEI is working on the GIS Mapping. The DrainageDB will enhance what we are all ready doing and give us additional features to manage and track ongoing information.
Potter brought up whether we would be able to layer in pictures. Fischer said yes the system would be able to handle layering pictures and pictometry integration. Borrell inquired whether a person would be able to download pictures to the site from a cell phone. Fischer then demonstrated this process using his cell phone and being able to add your current location using a cell phone. Fischer stated this would allow the ditch inspector to take pictures in the field and be able to download them to the site immediately for review by other users.
Fischer then discussed the road map for DrainageDB:
• Enhancements to inspections (mobile apps)
• Implement Inventory capability
• Implement Improvement proceeding process
• Implement more tracking fields for redetermination process
• Implement Public Information Portal
• Integrate with Document Management Systems
• Integration with other systems GRM, Xerox, etc….
Fischer showed how Sauk River is using the system for assessment mapping and then converts GIS to Excel for final assessments. Hiivala pointed out that Wright County currently has Excel spreadsheets for assessments; however the data has not been proofed yet.
Fischer then demonstrated the dashboard, which can track repair orders, repairs for review, repairs for approval, repairs in progress, repairs for payment and repairs closed. Borrell inquired as to whether you can input who the contractor was that completed the repairs. Fischer stated you can not only track who did the work but edit the location on the map, record a description of the repair, who the landowner was on the project, record inspection items (onsite visits), and details of labor and materials for future analysis.
Potter inquired as to the cost of the system and maintenance charges. Fischer estimated the cost to be $15,000.00 to $20,000.00 with the maintenance being a littler harder to estimate because it depends on how many other counties purchase the system, but his estimate would be approximately $2,500.00 per county.
Fischer continued his demonstration of the dashboard and reporting capabilities, template letters, and maintenance requests for Board approval. HEI can also easily build in additional reports as counties find the need for them. Hiivala stated one thing that impressed him was the capability of accessing a report for all the ditches that have active repair requests and submitting that information to the Board.
Fischer also stated there is an administrative part, where the county can control adding or deleting users, assign different roles, and manage a vendor or contractor list. HEI would like to put all functionality in the user’s hands.
Fischer closed by saying that HEI will continue to enhance the inspection part of the system.
Sawatzke thanked Fischer for the demonstration and asked Hiivala what the next step should be. Hiivala stated that he would bring a request item before the board next.
(End of 7-24-13 Committee Of The Whole Minutes)
Hiivala presented a draft resolution relating to the procedures for classification and reclassification of tax forfeited land under MN Statute 282.01, Subd. 1 (G), (H) and (I). The County has always had the responsibility on determining the classification of a tax forfeited land and the price. The State reviews the listing for consistency and approves it. Hiivala said the resolution reflects the County will continue with the current process. He viewed the new procedure under MN Statute 282.01 as cumbersome, and it adds time to the process. Brian Asleson, Chief Deputy Attorney, said the old method requires the County to notify cities and townships on classifications. Those entities then have 60 days to object. The new procedure under MN Statute 282.01 would require other processes including a public hearing at the front end. Staff does not feel the public hearing would be attended because of the notification to cities and townships. If a city or township does object, it would move to the public hearing process anyway. The State Legislature made changes to MN Statute 282.01 in 2010 but a resolution may not have been presented at that time. With approval of the resolution today, the Board would be making the decision to continue with the current procedure for a minimum of five years. Asleson’s opinion is that this process remains in place unless the County Board takes action to change it. Husom understands that the DNR is notified of tax forfeited lands as well. Hiivala said in the past, all tax forfeited property was presented to the DNR. The DNR has subsequently educated the County on what types of land they want to be notified of. Daleiden moved to adopt Resolution #13-23, seconded by Borrell, carried 5-0 on a roll call vote.
Hiivala requested that the Board set a Tax Forfeiture Meeting on 9-09-13 at 9:00 A.M. to classify properties as public/private or conservation/non-conservation. The Meeting will be held in the Auditor/Treasurer’s Office. Commissioners Potter and Borrell serve on the Tax Forfeiture Committee. In response to Sawatzke, Hiivala stated that the minimum values will be brought back to the Board for approval. Daleiden moved to schedule the Tax Forfeiture Meeting for 9-09-13 at 9:00 A.M. The motion carried 5-0 on a second by Potter.
The claims listing was approved. Daleiden had questions on several claims:
• Page 12, Sprint ($3,180.18), Sheriff’s Department, for data cards. Daleiden said he understands the Sheriff’s Department may be moving to another vendor for data cards. Lt. Todd Hoffman, Sheriff’s Office, said the claim is coded to Repairs and Maintenance so it may relate to an issue with current data cards. The Sheriff’s Office is looking at new vendors, and Sergeants on the road are testing cell phones at this time. If coverage is good for the cell phones, then new data cards may be looked at. Upon review of the bill, Hiivala stated that it is for the monthly reoccurring costs. Hiivala asked that the Board approve payment of the claim, and he will assure that it is coded appropriately.
• Page 14, Midwest Protection Agency Inc. ($15,686.22), for prisoner guarding at a hospital, being paid from Professional Services in the Sheriff’s Office. Lt. Hoffman said that the situation of guarding a prisoner was discussed during Budget sessions. An attempt will be made to collect some of the hospital costs through medical assistance.
• Page 23, Ziegler Inc. ($215,566.56) for a Motor Grader, Highway Department, Equipment line item. Daleiden asked whether this relates to a new purchase or repairs. Virgil Hawkins, Highway Engineer, said that a new grader has been purchased.
Daleiden moved to approve the claims as listed in the abstract, subject to audit, for $1,416,561.50, with 177 vendors, and 266 transactions. The motion was seconded by Potter and carried 5-0.
Virgil Hawkins, Highway Engineer, asked that Board award the CSAH 34 Trail Project to New Look Contracting, Inc. in the amount of $970,930.27. Bids were originally opened in June but the Project had to be rebid because of some unclear items in the plans. The second bid opening occurred on 7-12-13. The Engineer’s estimate was $1,062,844.50. The following are the bids received:
Bidder; Amount
New Look Contracting, Inc.; $970,930.27 - 8.65% under Engineer’s Estimate
Fehn Companies, Inc.; $1,007,587.09 - 5.2% under Engineer’s Estimate
Sunram Construction; $1,022,776.54 - 3.77% under Engineer’s Estimate
Northwest Asphalt; $1,149,416.04 - 8.15% over Engineer’s Estimate
Hawkins said Fehn Companies, Inc. was the low bidder with the original bid opening in June at $895,000. There is an agreement with the Cities of St. Michael and Hanover for the County to serve as fiscal agent to obtain Federal funding for the project, as Hanover has a population under 5,000. There are no County dollars involved. Potter moved to award the CSAH 34 Trail Project to New Look Contracting, Inc. in the amount of $970,930.27. The motion was seconded by Daleiden and carried 5-0.
Tom McGregor, Albion Township resident, presented a petition (approximately 120 signatures) asking the County Board to limit the 2014 budget amount by an amount that is equivalent to a 1% reduction from the 2013 budget amount of $50,550,634. The petition further reflects it is the petitioners’ belief that the roughly $50,000 reduction, which amounts to 1 penny on the dollar, represents a reasonable, responsible, and necessary decrease in the size, scope, and cost of Wright County government. McGregor said the reduction request relates to the budget, not the levy, and in those areas of the budget the Board has control over. He felt this equates to roughly 50% of the budget or about $50 million. McGregor said given the economic times and growth Wright County government has experienced over the last decade, they feel it is the right thing to do. He said there is a segment of Wright County citizens who would like to see a reduction in the footprint that Wright County government makes on the economic landscape of the County. Borrell responded that the County Board is looking through the budget requests line item by line item and have made some reductions in some areas. He did not know if the Board can guarantee a 1% reduction as requested. There are some estimated increases in some areas, such as transportation. McGregor said he appreciates that. He restated that the request relates to the actual spending, not the levy.
Hawkins presented a draft resolution of final acceptance for the 2012 Chevron Safety Project. The total amount is $114,191.00, of which 90% was funded with Federal safety funding. The local share was $11,419.00. Chevrons were installed on 91 different curves in the County, involving over 600 signs. The Project is complete. Daleiden moved to adopt Resolution #13-24 for final acceptance of the 2012 Chevron Safety Project, Contract #12-06, with A & H Contracting, LLC of Ironton, Minnesota. The Resolution authorizes final payment of $7,239.05. The motion was seconded by Borrell and carried 5-0 on a roll call vote.
Daleiden said the Commissioners receive Human Services sub-committee minutes through the County email server. With the availability of other technologies such as Sharepoint, it was the consensus that the minutes no longer should be emailed. Daleiden will communicate to Human Services to proceed with placing the minutes on the Intranet. Commissioners may access the minutes in that manner in the future.
Lt. Todd Hoffman, Sheriff’s Office, requested approval of the annual DNR Off Highway Enforcement Grant. It is a two-year grant totaling $19,634.00. The grant funds are used for extra ATV enforcement. There are no matching funds required. Potter moved to authorize signatures on the DNR Off Highway Enforcement Grant for the period of 7-15-13 to 6-30-15 in the amount of $9,817.00. The motion was seconded by Borrell. The motion and second were amended to correct the total to $19,604.00 for the two-year period. The motion carried 5-0.
Bills Approved
A & H Contracting LLC $7,239.05
Advantage Emblem Inc 1,533.58
Albertville Body Shop Inc 1,007.82
Albion Township 1,370.80
Allina Hospitals & Clinics 20,038.92
American Planning Association 285.00
Ameripride Services 291.16
Aramark Services Inc 6,924.97
Bankers Advertising Co Inc 1,684.59
Bauman/Hannah 366.85
Bob Barker Company Inc 1,575.38
BP Amoco 2,873.69
Buffalo/City of 81,514.22
CDW Government Inc 3,187.42
Cenex Fleetcard 607.19
Center Point Energy 160.07
Centra Sota Coop. - Buffalo 27,686.24
CenturyLink 739.53
Chamberlain Oil Co 3,592.24
Climate Air 14,122.63
Comm. of Transportation 119.70
Community Lawn Care 246.88
Cottens Inc 1,901.02
Crop Production Services Inc 285.75
Croteau Plumbing 5,357.74
Crow River Tools 268.83
Culligan of Buffalo 200.00
Dell Marketing LP 2,456.60
Design Elect. Inc-Cold Spring 12,581.80
E-MDS 1,078.27
Emergency Auto. Tech Inc 576.00
Ernst/Debbie 238.00
Fabra Dome 395.00
Federal Signal Corporation 100.00
Fleetpride 898.68
Forestry Suppliers Inc 271.77
Gabriel/Cathleen 200.00
Granite Electronics 367.54
Green Interiors 482.07
Hewlett Packard 3,234.13
Hillyard Inc - Minneapolis 2,045.49
Holiday 19,489.71
Howard Lake/City of 979.80
Howard/Jolanta 100.00
Keeprs Inc 354.79
Lake Region Coop Oil-ML 708.08
Laurent/Michael 164.54
Lawson Products Inc 213.01
Lee/Tina 577.39
Loberg Electric 1,255.00
Maple Lake Township 826.80
Mapping Solutions 4,400.00
Marco Inc 1,102.95
Mathiowetz Construction 672,534.05
Mckenzie Ross 105.00
Megan Bauman 151.00
Mid-Minnesota Hot Mix Inc 184,599.21
Midwest Protection Agency 15,686.22
Millner/Scott R. 196.00
Mini Biff LLC 693.86
MN Continuing Legal Education 396.00
MN Dept. of Labor & Industry 626.20
Morries Parts & Service Group 337.89
O’Ryans Conoco Marathon 155.00
Office Depot 6,734.66
Otto Associates 250.00
Powerplan OIB 631.95
Ramacciotti/Frank 100.00
Ratwik,Roszak,& Maloney 2,103.84
Reed/Jolene A 105.00
Royal Tire Inc 5,367.96
Ryan Chevrolet 810.98
Safelite Fulfillment Inc 148.97
Setter/Randi 100.00
Sherwin Williams 291.06
Sprint 3,180.18
Streichers 641.20
TASC 1,095.00
Total Printing 523.68
Transcend United Tech. 2,950.87
Trimin Systems Inc 9,214.98
Uniforms Unlimited 555.44
Vance Brothers Inc 1,954.00
Verizon Wireless 170.93
Waste Management-TC West 1,796.98
Waverly/City of 439.80
Woodland Township 1,365.75
Wright County Highway Dept 42,094.34
Wright Hennepin Electric 171.12
Zacks Inc 698.59
Ziegler Inc 215,566.56
36 payments less than $100 1,738.54
Final total $1,416,561.50
The meeting adjourned at 9:40 A.M
Published in the Herald Journal Sept. 2, 2013.


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