Wright County Board Minutes

MAY 5, 2015
The Wright County Board met in regular session at 9:00 A.M. with Husom, Sawatzke, Daleiden, Potter and Borrell present.
At the last County Board Meeting, the Board made a correction to the Joint Ditch 14 Public Hearing Minutes changing the name of a petitioner from “David Sand” to “Davis Sand.” At today’s County Board Meeting, Janice Edmonson, Auditor/Treasurer’s Office, stated that the Joint Ditch 14 Public Hearing Minutes should be changed to reflect the name of the petitioner to “David Sand.” Davis Sand is the petitioner but David Sand was the person who attended the Joint Ditch 14 Public Hearing. Based on that information, Borrell requested the following changes to the 4-28-15 County Board Minutes:
• Page 3, 3rd paragraph, strike the 2nd sentence which reads, “At today’s County Board Meeting, the following Correction was made to the minutes: Page 1, 3rd paragraph, 1st line, change to “David Sand.”
• Page 3, 7th paragraph, 1st line, should read, “The second petition discussed was submitted by Davis Sand….”
Daleiden moved to approve the 4-28-15 County Board Minutes as corrected. The motion was seconded by Husom and carried 5-0.
Husom moved to approve the Agenda as presented, seconded by Daleiden, carried 5-0.
On a motion by Borrell, second by Daleiden, all voted to approve the Consent Agenda:
Approve Labor Agreement with Teamsters Local 320, Courthouse Unit
Approve Abatement, PID 118-097-001060, Eugene & Linda Kirk. (City of Otsego)
Position Replacement:
1. .5 FTE Office Technician I
Position Replacement:
1. Deputy Sheriff
Position Replacement:
1. Deputy Sheriff
Position Replacement:
1. Part-Time Civilian Bailiff
Refer To Personnel Committee Request To Increase Licensed Deputies By One Due To Contract Hours Increase
Position Replacement:
1. GIS Coordinator
Bob Hiivala, Auditor/Treasurer, presented the claims listing for approval. On a motion by Daleiden, second by Husom, all voted to approve the claims as listed in the abstract, subject to audit, for a total of $335,599.52 with 162 vendors and 279 transactions.
Craig Hayes, Purchasing Agent, said the County Board received bids at their last meeting for the Sheriff’s Support Building. The building is to be located at the new Impound Lot north of the Law Enforcement Center (LEC). As part of the bid package, bidders are required by Statute to have a performance bond. Hayes read a portion of the bid specifications which reflect that an approved performance bond is required for amounts over $100,000. It further states that the bond must be for the complete amount of the contract and remain in effect for the duration of the contract. Hayes said the statute requires the performance bonds in an effort to ensure that subcontractors are paid, and so the County is covered for the amount of the contract in case of failure by the contractor.
When Hayes contacted the low bidder, BV Construction, he learned that they did not include the performance bond in their bid. BV Construction subsequently withdrew the bid because of the oversight on the performance bond. Hayes requested the Board accept the withdrawal of the low bid from BV Construction and accept the second lowest bid from Liman Post & Beam of Annandale, MN in the amount of $745,500 (low bid meeting specifications). In response to Sawatzke, Hayes explained that the $250 bid bond is separate from the performance bond. If a bidder is offered a contract and declines, the bid bond is forfeited. The purpose is to compensate the County for having to re-bid. The bid bond is collected from all bidders and returned once the bid has been awarded. The low bidders will also receive the $250 back once the contract is signed.
Daleiden made a motion to accept the bid from Liman Post & Beam of Annandale, MN, in the amount of $745,500 for the Sheriff Support Building. Daleiden said the motion includes having all change orders presented to the County Board for approval. Hayes asked that the Board designate approval for change orders up to a certain dollar amount, as was done when the LEC was constructed. He recalled that the Jail Captain was authorized to approve up to $1,000 with that project. This would prevent the project being held up by small change orders. Daleiden amended the motion to include having all change orders over $1,000 presented back to the Building Committee for approval. The motion was seconded by Husom. Capt. Todd Hoffman, Sheriff’s Office, said referring the change orders to Building Committee could result in a 2-3 week timeline compared to bringing them forth at a County Board Meeting. Sawatzke asked whether Daleiden’s intent was to have change orders approved by the Commissioner appointments to the Building Committee (meaning the decision can be made by those two Commissioners and not brought to the full Committee). Daleiden responded that is the intent. His concern is that Liman Post & Beam was involved in writing the specifications for the Sheriff Support Building, so he wants to make sure the County is protected on change orders. It was clarified that the motion includes not awarding the bid to BV Construction and refunding the bid bonds for all bidders. The motion carried 5-0.
Daleiden asked for an update on the project. Hayes stated that excavation of the parking area is going well. The fence company will require two weeks to complete the first phase. When that is complete, the Sheriff’s Office can coordinate the move of the impound lot. That will allow demolition of the fence at the Public Works site and moving forward with that project.
Brian Asleson, Chief Deputy Attorney, presented information on a Quiet Title action for the County Shop property in Waverly. Boundary issues exist with neighboring properties. This was discovered when an adjoining property owner was preparing to sell their property. It involves overlapping of ownership of property and a small finger of land that is proposed to be split between the County and an adjoining property owner. Where the property overlaps, the County would lose a small amount of property but that property is not used as drainage. John Peterson, local Attorney, has proposed that the three landowners (including the County) jointly petition the Court to correct the problems and establish a new legal description. Asleson said staff has reviewed the documentation and recommends this action. On a motion by Borrell, second by Daleiden, all voted to approve the following:
1. Authorize Quiet Title Action regarding the County Shop Property in Waverly.
2. Authorize Coordinator Lee Kelly to sign necessary documents.
3. Authorize John Peterson to represent Wright County for limited purpose.
Sheriff Joe Hagerty presented Deputy Ken Kremer with a retirement plaque for over 25 years of service to the citizens of Wright County. Kremer has served in the areas of Patrol Deputy, Detective Division, Emergency Response, S.W.A.T. Team, Major Crimes Unit, Field Trainer, and the Recreational Services Division. Sheriff Hagerty said Kremer has been a steady presence in the Patrol Division, primarily taking care of the northeast part of the County. During his employment, Kremer worked for Sheriff Don Hozempa, Sheriff Gary Miller, and Sheriff Joe Hagerty. Kremer extended appreciation to the named Sheriff’s and staff from the offices of Sheriff, Attorney, Court Services, and Planning & Zoning.
Capt. Todd Hoffman, Sheriff’s Office, requested the Board approve and authorize signatures on the 2015 Federal Supplemental Boating Safety Patrol Grant Agreement in the amount of $8,875. The grant dollars assist the Sheriff’s Office in adding extra shifts to patrol area lakes. Daleiden moved to approve the Grant Agreement, seconded by Borrell. The motion carried 5-0.
Sean Riley, Planning & Zoning Administrator, said a site visit has been scheduled by the Planning Commission to a solar farm at St. John’s University near St. Cloud on 5-12-15. The Planning Commission is reviewing a Zoning Ordinance Amendment concerning solar energy farms/systems and will ultimately make a recommendation to the County Board on this amendment. Daleiden moved to authorize County Board members to attend the site visit, seconded by Husom, carried 5-0. Those attending will leave from the Public Works site at 12:00 P.M.
A Labor Management/Loss Control Committee Of The Whole Meeting was held on 4-28-15. At today’s County Board Meeting, Sawatzke moved to approve the minutes, seconded by Daleiden, carried 5-0. The minutes of the meeting follow:
I. Risk Management Report – Bob Goede, MCIT Risk Management Consultant.
Goede said the Minnesota Counties Intergovernmental Trust (MCIT) has provided insurance coverage, risk management, and loss control services for counties and related entities for 35 years.
Goede said the MCIT Board of Directors consists of six County Commissioners, two County Auditor/Treasurers, and one County Administrator. He said MCIT does not operate on a for-profit basis. The Board of Directors reviews all factors that impact rates, including losses and investment performance, to determine the amount of dividends members receive. Coverage is critical to members. MCIT always monitors risks, including legislative actions, the type of claims that are trending, and those that may end up in the courts system.
Goede referred to the types of coverage noted in the “2015 MCIT Report” (see attached). He explained that “Garagekeepers liability coverage” pertains to vehicles under the County’s care, custody, and control, and was increased from $45,000 to $100,000 effective January 2014. Authorized volunteer coverage was changed because most volunteers for counties are not protected under the Workers’ Compensation Statute. Only emergency management and volunteers for the Sheriff’s Office are covered by Workers’ Compensation. This coverage will pay medical up to $2,500 if a County volunteer is injured.
Of greater significance is the Data Compromise Endorsement effective January 2015. If a data breach occurs at the County, extra expenses over and above liability would be covered. MCIT already covers liability in such instances. Extra expenses might include retaining an information technology expert or providing credit monitoring for breached clients, up to a limit of $50,000.
Goede referred to the charts at the bottom of Page 1 regarding Property and Casualty Claims. He said these charts reflect Property and Casualty claims for MCIT as a whole and are not specific to Wright County. The first chart, “2010—2014 Property/Casualty Claim Frequency 5 Year Total,” illustrates the frequency of various types of claims. The majority are automobile claims, ranging from serious accidents to broken glass. Only one percent is related to land use defense, which is less than in the past.
The next chart, “2010-2014 Property/Casualty Claim Severity 5 Year Total,” shows that automobile claims top the list at 27 percent. The ranking reflects dollars paid out. Property claims tend to be more expensive for claims related to fire, windstorm, or large equipment damage. Land use defense is much less at 4 percent.
Daleiden asked Goede whether the Public Employee Liability category at 26 percent is related to deputies using undo force. Goede said Use Of Force would fall into the Law Enforcement Liability category. Public Employee Liability could affect any department if a claim is based on a decision made by the Board (versus land). Claims in this category would be employment-related.
Goede turned to the “MCIT Workers’ Compensation Claim Frequency 5 Year Total” and the “MCIT Workers’ Compensation Claim Severity 5 Year Total” charts in the right column on Page 1. Again, these graphs show MCIT data as a whole. He said Sheriff and Highway departments show a greater number and more severe claims than other areas, as those employees encounter more exposure on their jobs.
Goede referred to the chart on the bottom of Page 1, “Wright County Workers’ Compensation Analysis.” This is a line of coverage called “Loss Rated.” MCIT reviews claims submitted by each member and annually calculates the Experience Modification Factor (EMF) to figure the member’s contribution. Goede directed attention to the Base column for the year 2015, which shows $569,000. This number is derived by multiplying the MCIT Workers’ Compensation rate by the amount of payroll.
Goede said the Experience Modification Factor in this chart is specific to Wright County. The chart shows three full years of loss experience. The current EMF is based on the years 2011 through 2013. Goede said these numbers are not averages. The EMF increased significantly, resulting in higher Workers’ Compensation costs for the County. Goede said an EMF higher than 1.00 (the expected loss amount), reveals a greater number of losses than expected by the actuary. The EMF rose in 2015, with a resulting cost increase to the County for Workers’ Compensation benefits of $85,946.
Borrell asked for loss data related to law enforcement. Goede said this chart refers only to Workers’ Compensation. For example, these numbers would include a deputy who was injured on the job. Borrell said the EMF indicates that the number of County claims is higher than average.
Dahl said he will present County-specific data during his presentation later in this meeting. He said the County data reflects the MCIT information. Dahl said staff has done a lot of analysis regarding the causes. He will also present plans of action to reduce the number of claims.
Goede said the EMF for 2015 is based on losses that occurred in the years 2011, 2012, and 2013. Goede said MCIT members all pay the same liability rates. Workers’ Compensation is the only line of coverage where MCIT does loss rating based on a member’s specific losses.
Goede directed attention to Page 2 regarding rate information. He said the MCIT Board of Directors strives to keep the organization fiscally sound, including rates charged to the membership. The graph entitled, “MCIT Annual Aggregate Rate Changes” displays significant changes in four of the five years from 2011 through 2015. The dark blue bars represent Property and Casualty rates, and the red indicates Workers’ Compensation rates. Goede said rates decreased in 2015. He reiterated that all MCIT members pay the same property liability rates.
Goede explained that rates increased 6.7 percent for Property and Casualty, and 3.6 percent for Workers’ Compensation in 2014. The Property and Casualty increases were due to Data Privacy Protection Act (DPPA) claims. The MCIT Board was concerned about the potential number of DPPA claims and the amount of payouts required in the future. The rates decreased for 2015, as many DPPA claims were dismissed, paid out minimally, or expired due to the Statute of Limitations.
Sawatzke asked whether there are many unresolved DPPA claims. Goede said some remain, but most are resolved. Asleson said a number of DPPA cases were dismissed by the Federal District Court. Some have appealed to the Eighth Circuit Court of Appeals. There are no timelines for decisions to be issued. It could be the end of the year before the Court rules. Asleson said MCIT was a great help to the County Attorney’s Office. The County has been named in 15 or 20 of these claims. He said five to ten are still active.
Goede said the Workers’ Compensation rate increase for 2014 was due to a legislative change in the Workers’ Compensation Statute that stated a claim could be brought for mental illness if there was a way to relate it back to the workplace. The actual number of claims was lower than anticipated.
Turning to the right column on Page 2, Goede said reinsurance rates serve as a financial safety net for MCIT against catastrophic losses from Property / Casualty and Workers’ Compensation claims. MCIT is obligated to pay the first $500,000 of any claim. Above that, the reinsurance assumes the obligation. The 2015 property reinsurance coverage is through The Travelers, and the casualty reinsurance is with Munich Re. MCIT searches the market annually to get the best Property / Casualty rates and coverage. State law requires Workers’ Compensation to be purchased through the Workers’ Compensation Reinsurance Association (WCRA). Page 2 provides more information on reinsurance.
Goede said the WCRA recently assessed members due to underfunding. The MCIT Board paid the assessment to WCRA from its fund balance over three years to avoid assessing members.
Goede said the MCIT Board reviews the type of losses incurred, as well as investment performance, to determine whether paying dividends is fiscally sound in a given year. MCIT has returned dividends to members annually since 1991. The total amount of dividend returned to MCIT in 2014 was $13,000,000. The County’s portion of that was $351,070. Goede said the downward trend in dividends over the past five years is primarily due to lower investment performance versus higher losses. MCIT is required to conform to the same type of investment strategy as the County. There are further details on dividends on Page 2.
Turning to Page 3, Goede said MCIT provides a number of risk management resources for the County. An example would be defensive driving courses. MCIT partners with the Minnesota Safety Council, and offers either classroom instruction or DVDs at no cost to the County. Potter asked whether the County has offered defensive driving courses in the past. Goede said yes. Dahl said he is interested in continuing defensive driving courses for the County.
Goede said he is glad to see the County participate in Peace Officer Accredited Training Online (PATROL). The cost is minimal. Dahl said this is the first year with PATROL, and is well received. The officers also receive Police Officer Standards and Training (POST) credit.
Goede said the Employee Assistance Program (EAP) is included in MCIT coverage through Sand Creek Group. Private counseling coverage is open to all employees, officials, and their family members. The average use per member is 4 percent; the County’s 2014 participation level was 2.62 percent.
Goede said MCIT also offers Resilience Training to help employees build skills to deal with professional and personal adversity. There is no cost for this service. MCIT also provides statewide training seminars focusing on risk management related to employment, land use, electronic security, and Workers’ Compensation claims compliance and cost containment. In addition, MCIT provides on-site member training on various subjects.
Dahl thanked Goede and the team at MCIT for their support and expertise.
Recommendations: Informational only.
II. Claims Report & Safety Committee Structure – Tim Dahl, Risk Manager.
Dahl said his goal is to help reduce the frequency and severity of claims. He turned to Page 1 of his presentation entitled, “Risk Management, April 28, 2015” (see attached). In 2014, he filed and administered 67 Workers Compensation claims. Dahl said that is nearly one out of ten employees. One severe injury triggered an OSHA investigation in early 2015. Clearly, he said, this situation is trending the wrong way. Dahl said Twist/Turn incidents comprise the second highest number of claims.
Dahl turned to Page 2, entitled “Claims by Incident Type 2010-2014.” Dahl said Slip/Fall incidents are the most common claim. He is investigating root causes in order to mitigate losses. Dahl explained that this graph only includes employees. Incidents involving the public would be categorized under Property / Casualty.
Page 3 addresses “Claims by Cause 2010-2014.” Dahl said “Person-to-Person Contact” is related to law enforcement and Use Of Force. He said he would like to designate a Safety Officer to be present during Use Of Force training in addition to the instructor. While the instructor teaches on the appropriate technique, the Safety Officer could observe the class and educate them about unsafe methods. The goal is to teach law enforcement how to perform techniques correctly and safely to avoid injury. Dahl said several Use Of Force claims have ended the careers of deputy sheriffs. A large percentage of claims are filed by employees who become injured when they drop cargo or large containers and they aren’t wearing safety shoes.
Referencing Page 4, Dahl said he filed 54 Property / Casualty claims, including automobile losses. Of those, 49 were filed with MCIT. Dahl filed 5 directly with the liable party as a licensed insurance practitioner. Dahl said filing directly is less expensive than filing through MCIT. For example, he recovered $4,558 in Subrogation and Orders for Restitution in 2014, which rendered a savings to taxpayers. He has worked with the County Attorney’s and Sheriff’s Offices to file Orders for Restitution. Dahl he conducted a total of 121 Incident/Accident investigations. Dahl said zero dollars were collected in 2013. He conducted a total of 121 Incident/Accident Investigations in 2014.
Dahl turned to Page 5, “Claims by Day of Week 2010-2014.” He said 2014 was an odd year. Dahl said the increase may be due to his availability. He returns phone calls and files all reportable claims. Dahl said he suspects these factors may account for the huge spike in claims compared to 2013, prior to his employment with the County. Dahl is not certain why the middle days of the week report more claims. Tuesday was the primary day for claims in 2014. He is looking at the data and trends to determine their causes.
Dahl directed attention to Page 6, “OSHA 300,” which shows that County employees worked 1,449,877 hours in 2014. A total of 185 days (or 1480 hours) of productivity were lost due to Incidents/Accidents. Employees were unable to work at full capacity due to restrictions 390 days in 2014.
Dahl said Page 7 illustrates that the Wright County Work Compensation Experience Modification Rate or Factor (EMF) reached its highest point in ten years in 2014. Page 8 indicates that the County paid $85,946 more for the EMF in 2015, whereas in 2014 the County paid only $9,602. Dahl said this information predates his employment with the County. Next year, Dahl expects the EMF to be even higher. He has solutions to help curb this trend. His goal is an EMF of under 1.0.
How will the County achieve this? Turning to Page 9, “Mitigation Recommendations,” Dahl said he would like to purchase two software systems:
1) Resource Now – Learning Management System to identify online safety training; and
2) Navigator by NSC – a Risk Management Software.
Dahl said it would take six months of his time to provide the required Occupational Safety and Health Administration (OSHA) training for all County Departments. However, that would preclude taking care of accident claims and investigations. He is getting quotes for Resource Now.
Dahl would like to transition away from paper. Risk Management software would facilitate that process using SharePoint. NSC is the National Safety Council. Dahl said the Navigator software is designed to handle all County risk management processes. Utilizing this software would reduce his time and staff time.
Dahl said contributions or premiums should be separated by department. Currently everything is compiled under one line item. This could be an annual tool to determine trends within departments. Dahl said department heads could be given responsibility for premium contribution to increase awareness of the safety culture. He is trying to create incentives toward zero accidents in the workplace.
Dahl’s goal is to create a Safety Culture. He is working on implementing a Safety Committee structure. The Labor Management Loss Control Committee would be the official Safety Committee of the County. Dahl referenced Page 10, “Safety Committees,” that lists the functions of the Labor Management Lost Control Committee:
• Objectives and duties
• Management commitment to workplace safety/health
• Employee involvement
• Hazard assessment and control
• Safety and health planning
• Accountability
• Accident and incident investigations
• Safety and Health training.
Page 11 details the Safety Committee Structure. Dahl said approximately 50 people are involved with County safety issues, which is too many people to attend one committee. Four subcommittees were established. The Public Works Sub Safety Committee has been meeting for ten years. Health & Human Services started three months ago. Dahl said there is a lot of staff participation and many items that need to be addressed. SharePoint is coming online for that sub committee. The Law Enforcement Sub Safety Committee is launching this year to make Use Of Force safer. The Government Center Sub Safety Committee would encompass everyone else.
Dahl moved to Page 12, “2016 Goals.” His top priorities include updating safety policies and the Safety & Health Manual. He would also like to aggressively pursue safety training to identify minimum OSHA requirements per unit, what claims are occurring, and what can be done to mitigate them. Dahl said the Law Enforcement and Government Center Sub Safety Committees will be functioning. With the implementation of Navigator software, Dahl said he would be able to streamline paper by putting forms on the Intranet, and accomplish many functions such as ergonomic assessments and related tasks. Finally, Dahl said he would like to formulate all contracts coming through his office so that in the event of a loss, there is a mechanism for transferring that loss with access to appropriate documentation.
Recommendation: Informational only.
(End of 4-28-15 Labor Management/Loss Control Committee Of The Whole Minutes)
An Owners Committee Of The Whole Meeting was held on 3-18-15. At today’s County Board Meeting, Borrell moved to approve the minutes, seconded by Daleiden. Sawatzke noted that the consensus of the Committee Of The Whole is that the desire is to have an inviting and welcoming reception area as opposed to one that is walled off. The motion carried 5-0. The minutes of the Owners Committee Of The Whole Meeting follow:
1. Introductions
Virgil Hawkins, County Engineer, called the meeting to order, and Jerry Hagen, HCM Architects, explained that today’s meeting would present the opportunity to briefly review the project, budget and schedule of the Highway Department’s new building/site.
2. Final Design Scheme
Brianna Hodges, HCM, presented two computer generated views of the proposed building. The first rendering [Attachment 2] was of the exterior of the building’s northwest corner showing some softened landscape, including low maintenance grasses with a few trees to add to the appeal. The front entry is floor-to-roof glazed windows, which will allow light into the conference room and the front entry. The view shows precast panels for the fleet maintenance walls with numbered overhead doors and an access door for fleet services. There is ribbed metal paneling on the upper portion of the office/break room areas, which is easy to maintain and keep clean. The base is a burnished block that wraps around the office area and performs as a raised base by the front entrance/conference room to protect the glass from outdoor/sidewalk maintenance activities. A seating area and potential planters are shown on the front side of the building for future planning. The high windows on the north side will not get a lot of direct sun, and the six-foot overhang on the west face will help prevent the conference room from most of the direct sun. There will be blinds in the conference room but not in the lobby, and all windows on the west will have blinds.
The second rendering [Attachment 3] shows the projected view of the front desk and lobby area, which will also include a restroom for public use. Glass panels to separate the front office area from the lobby are shown, but there was some objection voiced by Borrell that the panels introduce a feeling of separation between the public and the people who serve them. There was some discussion about having windows that could be moved to the side during office hours but locked into place overnight or whether the window panels could be removed altogether. Variations will be further researched.
Track-off carpeting is proposed for the entryway, which is heavy duty and allows dirt, salt, and minerals to drip to the bottom for easy maintenance, but it still has a nice look and feel. The warmth of the wood doors coincide with the face of the front desk, and the warmth follows through with ceiling cans and the Wright County signature, which is modest but has a clean design. A monitor is shown on the wall, which could be used as a message board highlighting Highway Department projects and other useful information.
Dan Lind, HCM, said that the HCM group had met with individuals and their support staff to go over in detail the needs and plans for their areas, including detailed equipment plans and where power and data ports are needed. Upon request, they increased the size of the welding room by two feet, which opened up the opposite end for better flow for materials, with supporting equipment on the south side of the wall. The wash bay platform was shortened with more of an underbody wash on one end. There will be two fixed wands and one on a track at the other end. The wash bay system will be galvanized and entry will be accessible 24/7. The clean engine room is located at the west end of the welding room, with a small door from the exterior to access mowers and other equipment that is in for repairs. There is a storage area next to that room for equipment that isn’t used often but that is still needed from time to time. There is a janitor’s sink and a stair to the mezzanine over the clean engine and storage rooms. The welding bay area is completely enclosed, with a movable door that allows enough room for easy access with equipment. Storage is planned along the north wall in the work area, with work benches along the central aisle. A 90,000 lb. lift is planned, with an additional 78,000 lb. lift. Bays will be on either end of each lift. There will be three post lifts, 12,000 lbs., 10,000 lbs., and 7,000 lbs., or they might replace the 7,000 lb. post with another 10,000 lb. post. The extra expense could help out with efficiency and save money in the long run. Brian Jans will be consulted about that.
Changes have been made to the Parts Room to give more storage for the mechanics. They’ve worked on figuring out outlets, data ports, number of computers needed, and emergency power for radio charging, so that there can be some generator backup without getting carried away. There will be a small library area for manuals and MSDS information. Some existing racking will be used for the sign area, with enough area for a desk and an office for the assistant and a 5 X 12 ft. work table. Sign posts will be kept indoors in a rack just outside this space and close to the sign trucks. The sign trucks are loaded on the sides, so it won’t be necessary to have the trucks back into their spaces for rear access. Bill Cordell, Senior Traffic Technician, commented that it will be good to have the posts protected from the elements, which makes it easier for the sign techs if they don’t have to dig them out of the snow and load the trucks in poor weather.
Just to the west of the fleet maintenance and next to the vehicle storage are areas designated for offices, lockers, break rooms (one large area with expandable doors to divide into three rooms), including a muster area and mail slots for the highway maintenance guys. Wiring will be roughed in for future (or current) monitor installation on both ends of the large area break room. An overhead projector will be installed to project images on a pull-down screen. There is some concern about losing resolution on the screen for viewing by the entire large area, so monitors might be useful when large groups meet.
Some adjustments were made to the janitor’s closet after all the equipment was measured, and it was determined that a larger space was necessary. The washer and dryer (needed for laundering of safety jackets) were initially located in the hallway but have been relocated to the men’s locker room area.
On the west side of the hallway that separates the lunchroom areas from the office area is a large conference room that is essentially the same size as half of the current lunchroom/meeting area. Some cabinetry and counter area is planned for the north end of the room for storage and serving of refreshments at meetings. There will be a central conference table with power and data available in the middle of the room to be accessed through the center of the table. The AV equipment will be recessed into the storage closet, which is adjacent to the south end of the conference room.
The eight cubicles for the engineering techs will be centered in the large open area just to the west of the conference room and storage area. After meeting with various groups, some changes were made to shorten some walls to allow as much light and openness as possible into this area. There will be full walls in the office areas with a window on one wall and a four-foot-wide sidelight by each office door. The front office area will include space for two flexible cubicles, as well as filing cabinets and counter space with under-counter storage.
The engineering testing room, located in the northwest corner of vehicle storage, will have shakers, an oven, stove top and soundproof closets for the shakers. This area will be similar to Sherburne County’s, which is very adequate. There was some discussion about the desirability of having storage above the test room, which would require a different type of roof and roofing material plus the addition of a ladder, all of which would add more cost. A storage room in the southwest corner of vehicle storage will be used for storage of corrosive materials, such as herbicides, and this room will need to be properly rated and vented. Additional storage space for non-corrosive materials will be in a separate but adjoining room. A sloped roof with no storage on top is planned for both rooms, which will eliminate the need for stairs.
There was additional information about the welding and steamer area and the importance of keeping the various liquids warm and running for use in the equipment. There will be a radiant strip beneath the shelf radiating heat back toward the front of the plows. The floors are sloped with two sets of drain areas. When questioned about the inconvenience of snow sticking to the warm vehicles when they are started and parked outside before leaving for their routes, Meyer said that they usually are parked outside long enough before they take to the roads that the exterior cools down so snow doesn’t stick to it, and it is pretty much a non-issue.
There will be additional employee parking along the south wall of the office portion, with other spaces planned for the north side of the lot and some in front. There was some discussion about storage for signs and easy access to them when customers (township/cities/other) stop by to pick up a supply of them. There might be good access to the southwest corner of the building which would help eliminate the need to have access to the gated area.
The area to the east of the vehicle storage building will be sufficient to accommodate a future tempered storage area, when and if the decision is made to expand the initial size.
The flooring slab will be a full six inches in the work area and the fleet storage area and four inches in the office area. There will be 24” concrete columns in the fleet storage area with surrounding concrete buffers three feet high. Concrete is planned for the roof in the wash bay so that rust is not an issue.
Bollards will be placed in areas near garage doors and stairways that need protection from collision that could result in expensive repairs. The slab in the vehicle storage will be on grade, with a recessed pit to capture any spills. There will be no ridge or mound to step down or step up at either the overhead garage doors or at the pedestrian doors. The loading dock will have an overhead door with a recessed loading dock, a place to park the fork lift, and an area for pallet jacks.
Twelve-foot-high block walls are proposed for the testing room in vehicle storage. There will be an eight-inch recessed floor with grating in the herbicide room. On the east side of vehicle storage, there will be a chain link fenced area for storage of chain saws, tools, and a work bench, with a swing gate for easy access both in and out of the storage area.
The mezzanine next to the vehicle storage area will have a stairway, which will be open on the on the south end with a hand rail and a gate for access for a fork lift. There will be room on the mezzanine for the compressor and a large space for mechanical equipment, an IT closet, and some record storage. The IT closet will be an extension of the main IT area located near the office area, and will have patch panels and switches.
The roof will be a 60 mil EPDM roofing system, and the entire roof surface will be internally drained with moisture directed to the retention pond, so that there will be no ice buildup on the outside of the building.
The overhead garage doors will be different sizes, depending on their location. There will be ribbon windows on the outside with burnished block below and a metal panel on the top. The conference room on the northeast corner of the engineering open office space will have punch windows, which will allow for extra lighting in the conference room while still allowing for a flexible floor plan. A combination of acoustical and cedar ceiling is planned for the front area and the front entry area, with a canopy on the outside of the building over the front entry and northwest conference room windows. The ceiling in the sign and parts room, as well as in the clean engine room, will be a painted surface, and epoxy paint will be used in the wash bay to protect the walls. At this point, the compressor room is located above the Shop/Equipment Maintenance Superintendent’s office, but consideration is being given to relocating this, possibly over the parts room, to avoid noise interference.
There will be several different flooring types, including a smaller area of resilient flooring around the kitchenette area and a little heavier duty walk-off material near the outside door. These wear well, take dirt off footwear, clean well, and eliminate the necessity for door mats. Polished concrete is planned for the back area past the tech room, and sealed concrete will be the surface in the server room and sign room. These are surfaces that will clean up well with a floor scrubber, and the Building Maintenance Superintendent is happy with the plans. Plans for door hardware will also be reviewed with him next week.
There was some discussion about the necessary prep work for the grading for the surface under the building pad. Some of the work could be done in-house to save on some outside labor costs. Also, there will probably be gravel base available from the County’s own supply right on site.
Some of the initial prices have been decreased as additional information and quotes have come in. Some items that qualify on the state contract are not subject to sales tax. Fees, building permit, and SAC and WAC fees stayed the same as the first estimate. Any price changes for furniture, equipment and the kitchen were based on feedback. At this time, there is no figure from the city for fiber nor from the phone vendor. The estimate is $40,000 for fiber with some labor estimated at $5,000, so $50,000 is a reasonable estimate. At this point, the estimated budget is 3.1% over the $16 million approved for the project. Additional expenses might include construction testing, special inspections, and soil borings.
Four alternates will be included with the bid package, and they are: 1) increased area for vehicle storage; 2) LED lighting for: fleet services, vehicle storage and throughout the entire facility. The Weidt Group estimated that there would be a five-year payback to make up for the increase in the initial cost of LED lighting, and wiring will not be a factor; 3) increased thickness of roof from 60 mil to 90 mil, which would then come with a better warranty. The standard warranty is 20 years, and an upgrade would have a 30-year warranty, both of which would be prorated, probably from day one. However, with a better warranty and heavier membrane, the manufacturer will watch the condition more closely. In most cases, the seams are the biggest issue. The material will be the same over the entire structure and will be fully adhered to the roof. Daleiden asked who warranties the roof seams, and Francois said that the installer covers the labor and material install for the first year. The warranty beyond that is covered by the manufacturer, including the seams, which is part of the reason they do their inspections, and the majority will provide a warranty if the work is properly done by the installer; and 4) increase the thickness of the overhead garage door panels from two inches to three inches.
A brief overview of the schedule was presented, and there was some discussion about the impact delays of certain tasks or deliver of materials may or may not have on the entire project. There is a 16-18 week lead time for the structural steel and precast, and if delivery is delayed, the entire project will be affected. Final orders for this won’t be ready until after Bid Packet #1 is awarded, at which point the correct quantities can be determined. If all works out well, the precast should arrive on site the first week of October. Start-up costs will probably be due in July, with a larger portion due by the end of August. Timely arrival of the panels will help avoid additional heating costs during the cold months, which could add as much as $125,000 to the project. Bid Package #1 will include concrete, structural steel, precast, and earth work. Structural steel will be in one section of the bid package in order to save tax fees, and the steel erection will also be a separate item. There is still no decision by the Legislature regarding sales tax savings for other items, and currently the only way to avoid paying sales tax on materials is to break them out from the installation.
The bid packages will be broken into bid sections that will make it more likely that local/smaller bidders are able to submit a bid, and all commissioners expressed their approval of this. Francois invited them to give names of local companies/contractors to him so that they can be contacted regarding the opportunity to bid on some of the items in this project.
Recommendation: It was the consensus of the OCOTW that the County Board give approval to proceed with both bid packages.
The next meeting to discuss the bid packages will be held at 10:30 a.m. on Wednesday, April 22, 2015.
The meeting was adjourned at 11:39 a.m.
(End of 3-18-15 Owners Committee Of The Whole Minutes)
An Owners Committee Of The Whole Meeting was held on 4-22-15. At today’s County Board Meeting, Daleiden moved to approve the minutes, seconded by Husom. Sawatzke said it is the position of the County Board that they want local contractors to bid on the Public Works Building project. Interested parties should contact Mark Kotten or Ken Francois of Kraus Anderson. Asleson said notice of the project will be placed in the Herald Journal and may also be found on the County’s website or in various trade journals. Bid package #1 is scheduled to be awarded on 6-02-15. The motion carried 5-0. The minutes of the 4-22-15 Owners Committee Of The Whole Meeting follow:
Jerry Hagen called the meeting to order and said that today’s meeting would give everyone a chance to do a final review of Bid Package #1, which will be ready for an opening bid date of May 21, 2015, with a projected award date of June 2, 2015.
2. Bid Package #1
Francois said that Bid Package #1 will include concrete, structural precast concrete, masonry, and structure steel (installation and material separately). Precast concrete needs a lead time of 16-20 weeks, and it would be good to get them delivered before winter to avoid the extra costs that are related to the heating of the construction site. Borrell asked whether there would be any consideration to delaying the project start date until 2016 if the precast delivery were delayed, and Francois said that there would then likely be inflation that would cause the cost to rise, perhaps even beyond winter heating costs. The roof should be on by the beginning of December, which will help avoid any negative impact of cold winter temperatures. The whole purpose of splitting the bidding into two packages was to get the structural precast order in the queue so that the process can proceed and meet the construction timeline.
Sawatzke asked if anyone had heard further information about whether the Legislature had expanded the sales tax exemptions to include installation items so that some bidding items wouldn’t have to be split into separate packages in order to qualify for the exemption. Francois said that he was not aware that recent changes had been made, but there are some instances where they would keep materials and installation in the same package, regardless of what was allowed, such as flooring and flooring installation.
The Owners Committee of the Whole had previously agreed by consensus that the County Board give approval to proceed with both bid packages, so Bid Package #1 can be advertised for bid. June 2nd will be the preferred date of award.
The City of Buffalo has suggested that application be made for building inspection, even though the building permit has not yet been approved. This will put Wright County in line for the inspection, which will make it less likely to experience a delay as building activities increase and the schedule fills up with the onset of warmer weather. A new code will come into play soon in the City of Buffalo, and Lind stated that it would in the best interests of the county to be apply before the new code goes into effect.
Request for bids will be advertised, beginning April 27, 2015 and bid opening will be scheduled for May 21, 2015, with a proposed date of June 2, 2015 for award of bid. County Coordinator Lee Kelly will see that appropriate information is included on the County Board’s agenda.
The meeting was adjourned.
(End of 4-22-15 Owners Committee Of The Whole Minutes)
Daleiden moved to adopt Resolution #15-19 authorizing signatures on a Charitable Gambling Application, Form LG214, Annandale Lions Club, Whispering Pines Golf Course, 8713 70th St. NW, Annandale MN 55302 (Corinna Township). The motion was seconded by Borrell and carried 5-0 on a roll call vote.
Lee Kelly, County Coordinator, presented the Board with the following membership for the Security Committee: Borrell, Husom, two Judges, Coordinator, Risk Manager, Court Administrator, and Representatives from the following Departments: Sheriff, Court Services, and County Attorney. It is anticipated that Security Committee Meetings will be scheduled on the 2nd and 4th Wednesdays of the month (regular Committee Meeting day).
Daleiden moved to establish the Security Committee membership as presented. The motion was seconded by Borrell and carried 5-0.
Potter stated that notice was received from the Minnesota Pollution Control Agency (MPCA) that Wright County has satisfied the requirements for distribution of the second half of the FY 15 SCORE Block Grant. In addition, the letter contains requirements which must be satisfied in order to receive future SCORE grant funds. Sawatzke said the County has been receiving the SCORE Grants since about 1991, which requires a County match for a portion of the funding. Most of the grant funding is distributed to cities and townships to assist with their curbside recycling efforts. Husom said that many of the townships are going to single sort recycling which will have a great impact on participation. She said when the City of Buffalo moved to single sort, participation increased to about 80%.
Advisory Committee/Advisory Board Updates
1. River Rider. Borrell and Sawatzke attended a meeting last week. Unemployment bills are still being received, and Sawatzke expects at least one more unemployment check. At a certain point, the unemployment responsibility moves to the government. Sholly Blustin is an Attorney from Elk River working with the final close out of the River Rider. Clifton Larsen Allen is working on the audit and is expected to make a presentation at the 6-24-15 River Rider Meeting. A State Audit is completed thereafter. It is anticipated that the final processes will take about another two months.
2. AMC Press Conference. Potter said a Press Conference was held at the State Office Building last week to discuss transportation, road and bridge deficiencies, and funding mechanisms. Funding sources were not discussed but it was conveyed that delaying decisions only will make the situations worse.
3. Negotiation Committee. Sawatzke said the Committee reached a tentative agreement with the Teamsters Jailers/Dispatch union.
4. Central MN Mental Health. A showcase of the facility will be held on 5-06-15 from 12:30-4:30 P.M. at their main campus in St. Cloud.
5. Borrell attended a General Federation Women’s Club meeting (Delano area) where Lloyd Griep was honored as the Citizen of the Year.
Bills Approved
3 D Specialties Inc $22,441.39
Abbott Northwestern Hospital 135.87
ACS Gov. Information Serv. 5,280.34
Albion Acres Bait 150.00
Albion Township 501.40
Ameripride Services 126.19
Annandale/City of 1,371.40
APEC Industrial Sales & Serv. 3,202.47
Aqua Green Lawns 170.00
Aramark Services Inc 8,613.02
Bankers Advertising Co Inc 2,944.76
Black Box Resale Services 136.00
Blaine Window Hardware Inc 167.54
Bluetarp Financial Inc 354.88
Boyer Truck Parts 643.88
Bravinder/Dan 414.00
Brock White Co LLC 424.04
Buffalo Hospital 224.30
Cenex Fleetcard 1,034.67
Center Point Energy 9,223.85
Centra Sota Coop. - Buffalo 1,572.42
Chamberlain Oil Co 2,753.85
Chatham Township 527.80
Clearwater/City of 768.60
Climate Air 1,206.48
CNH Indust. Capital Prod. Plus 272.52
Cokato Township 430.40
Cokato/Cty of 814.20
Commercial Door Systems Inc 9,729.00
Commissioner of Trans. 200.00
Cottens Buffalo 106.29
Cub Foods 196.53
Dell Marketing LP 3,961.39
Design Elect.-Cold Spr. Elec. 1,665.00
Elk River Municipal Utilities 115.37
Emergency Automotive Tech 15,825.47
Ernst Gen. Construction Inc 3,623.00
Federated Co-ops Inc 320.41
Fehn Gravel & Exc./Dennis 7,500.00
First Choice- St Cloud 660.31
Fleetpride 593.00
Fred Pryor Seminars Inc 149.00
Frontier Precision Inc 279.20
Grainger 424.41
Hagen, Christensen & McIlwain Architects 62,025.04
Hance Utility Services Inc 102.20
Hardings Towing Inc 300.00
Harmon Auto Glass 264.00
Hausmann/Chad 1,711.88
Hawkins/Virgil 1,588.48
Hiivala/Robert 301.56
Hillyard Inc - Minneapolis 163.50
Husom/Christine 194.00
Integrated Fire & Security 821.65
Junction Towing & Auto Repair 435.00
Kjolhaug Environmental Serv. 505.00
Klein Heating and Cooling 225.00
Konrad Material Sales LLC 17,172.00
Langanki/Collin 150.00
Laplant Demo Inc 1,687.66
League of MN Cities 212.49
Loberg Electric 358.41
Lynn Peavey Company 547.50
M-R Sign Company Inc 26,643.15
Marco Inc 4,967.77
Martinson/Jim 125.00
Marysville Township 619.60
Mcnamara Inc/B 38,070.00
Menards - Buffalo 1,509.42
Mid-America Business Sys. 120.00
Milana P Tolins LLC 300.00
MN Assn of Co. Probation Ofcrs 125.00
MN Counties Human Resource Management 100.00
MN Counties Ins Trust 231.00
MN Safety Council 1,665.00
MN State Board of Assessors 1,065.00
MN Weights and Measurers 650.00
Morries Parts & Service Grp 1,045.03
Mumford Sanitation 1,080.84
Nut Man/The 269.00
Office Depot 903.89
Persian Business Equipment 315.00
Public Safety Printing Serv. 112.50
Purick/Ryan 100.00
Ramacciotti/Frank 100.00
RCM Equipment Co. LLC 4,500.00
RCM Specialties Inc 1,842.05
Rockford/City of 980.40
Royal Tire Inc 603.76
Safelite Fulfillment Inc 226.37
South Haven/City of 317.80
Straughan Hardware Co Inc 301.32
Suburban Tire Wholesale Inc 1,118.36
T & S Trucking 7,326.00
Thrifty White Pharmacy 2,865.98
Total Printing 1,033.75
Tower Company/The 114.49
Traffic Control Corporation 750.00
Truck Utilities Inc 446.09
Twin City Seed Company 1,214.75
Verizon Wireless 166.34
Walmart Community RFCS LLC 376.49
Waverly/City of 229.01
Windstream 180.33
Wright County Highway Dept 25,652.41
Wright Hennepin Electric 546.19
Xcel Energy 1,444.46
Zacks Inc 1,666.62
Zarnoth Brush Works Inc 592.00
20 Payments less than $100 967.33
Final total $335,599.52
The meeting adjourned at 9:58 A.M
Published in the Herald Journal May 25, 2015.