Wright County Board Minutes

FEBRUARY 24, 1998

The Wright County Board met in regular session at 9:00 A.M. with Russek, Rose, Mattson, Jude, and Sawatzke present.

Motion to approve the minutes of 2-17-98 was made by Mattson, seconded by Russek, carried unanimous]y.

Petitions were accepted to the Agenda as follows: Aud./Treas. Item #2, "Set Communications Committee Meeting" (Groshens); Aud./Treas. Item #3, "Distribute January Revenue/Expenditure Guidelines" (Groshens); Item For Consid. #4, "Report on the progress of the Ordinance Amendment" (Nelson). Jude moved to approve the Agenda as amended, seconded by Mattson, carried unanimously.

The Consent Agenda was reviewed. Jude requested that ltem A3 "Claim, Dahlgren Shardlow & Uban, $1,867.86" be removed for discussion. Russek moved to approve the remainder of the Consent Agenda, seconded by Sawatzke. At the request of Roe, the motion was amended and carried 5-0 to remove Item A3, "Claim, Dahlgren Shardlow & Uban, $1,867.86"; ltem A4, "Authorize Signature" on Construction Representative Agreement (Scott Builders, Inc.)"; ltem C1, "Claim, Scott Builders lnc., $585.00"; and Item C2, "Claim, Scott Builders Inc., $2,799.00" from the approval of the Consent Agenda. The remainder of the Consent Agenda was approved as follows:

A. ADMlNlSTRATlON

1. Performance Appraisals: Steve Meyer, Hwy.

2. O/T Report, Period Ending 2-6-98.

B. ASSESSOR

1. Approve Abatement, PlD #103-114-002070, Jeffrey & Leanna Rivers (Buffalo City).

C. HlGHWAY

1. Set Bid Opening for Seasonal Requirements, Ways & Means Committee, 3-25-98 @ 10:00 A.M.

2. Authorize Partial Payment #12 ($134,600.47) to Buffalo Bituminous for Contract 9601 (SAP 86-619-17).

D. SHERIFF

1. Acknowledge Appointment, Sharon Poirier, Lead Clerk, Eff. 3-4-98.

2. Acknowledge Retirement, Marvin Peterson, Deputy Sheriff, Eff. 4-1-98 & Auth. Replacement.

3. Acknowledge Hire, Jennifer Thurn, Jail Corrections Officer, Eff. 3-2-98.

On Item A3, "Claim, Dahlgren Shardlow & Uban, $1,867.86", Jude said the finance charge of $1.36 should not be paid. Sawatzke moved to Approve payment of the claim without the $1.36 finance charge, seconded by Jude carried 5-0. Item A4, "Authorize Signatures on Construction Representative Agreement (Scott Builders Inc.)" was discussed. Rose referenced Page 2 of the document, ltem 2.1d. This section relates to the authority given to Scott Builders to approve change orders of not more than $500 and authorizes the Building Committee Of The Whole Chairperson to authorize change orders between $500-$1000. Rose felt that these figures were low. Jude responded that the reasoning behind the figures was to prevent change orders. Sawatzke said that Scott Builders have proven their fiscal responsibility through savings realized on a number of items. Mattson did not want to hold up the aggressive schedule for a small change order. Jude moved to approve the contract as presented. Motion failed for lack of a second. Sawatzke moved to change the contract, Page 2, 2. 1d, "The contractor may make minor field directives not resulting in additional cost to the County of more than $1000" and eliminating the second section authorizing the Building Committee Of The Whole Chairperson to authorize change orders between $500-$1000. Motion carried 5-0 on a second by Mattson. On a motion by Russek, second by Sawatzke, all voted to approve ltem C1, "Claim, Scott Builders Inc., $585.00" and ltem C2, "Claim, Scott Builders Inc., $2,799.00."

At the request of Darla Groshens, Auditor/Treasurer, Mattson moved to establish a Communications Committee meeting on 3-4-98 at 9:00 A.M., seconded by Russek, carried 5-0.

Groshens distributed the January Revenue/Expenditure Guidelines for review.

The claims listing was reviewed. Mattson questioned a claim to Brinkmans lnc. ($5,697.75). Groshens indicated that this was for the purchase of a trailer used for storage. Mattson questioned the claim as he thought it was for storage of the trailer itself. Russek referenced a claim to Office Depot on page 2 ($309.38) referencing mileage. Groshens said this was an error and will be corrected. Mattson referenced page 11, Teply Equipment ($9,212.25). This was for two John Deere 2 x 4's. Russek inquired whether the claim to MCIT on page 13 should be a $2500 deductible. Norman responded that this was correct for the type of claim it was. Mattson moved to approve the claims as listed in the abstract, subject to audit. Motion carried 5-0 on a second by Russek.

Doug Gruber, Assessor, requested that the Board set the dates for the 1998 County Board of Equalization. Russek moved to set the dates as follows: 6-15-98 from 9:00 a.m. to 4:00 p.m.; 6-16-98 from 1:00 p.m. to 4:00 p.m. if necessary; and 6-23-98 from 1:00 p.m. to 4:00 p.m. if necessary. Mattson seconded the motion. The motion and second was amended to state that if there is no further meeting required after the 6-16-98 meeting, the Board will reconvene on 6-23-98 at 8:45 A.M. Motion carried 5-0.

Jerry Uhde, Surveyor, provided an overview of the Wright County Surveyor 1997 Activity Report. The report is broken into four major categories including plat checking, highway plats, one-half section mapping, and automated mapping. He stated that half-section map sales have increased over the recent years. ln 1997, GPS equipment was purchased to speed up surveys and accuracy. Sawatzke moved to accept the Annual Report, seconded by Mattson, carried 5-0.

Chuck Davis, Environmental Health Officer, requested approval to distribute the EAW on Maria Country Estates. The EAW would be distributed to those in the listing provided. After distribution, a press release will be published notifying that the EAW is available for public review. Russek moved to authorize distribution of the EAW on Maria Country Estates, seconded by Sawatzke. Norman noted that the date by which comments must be received by was left blank. Davis responded that after the EAW is received, they have 1-5 working days to distribute it. The response period is then 7-21 days, with notice being published in the EQB Monitor 7-20 days after receipt of the EAW. Motion carried 5-0.

Davis requested Board approval of a contract between Wright County and Tri-County Solid Waste Management Commission for the Operation of a Household Hazardous Waste (HHW) Management Program. This contract allows Wright County to obtain funding back from Tri-County for a portion of expenses related to HHW collection. Last year, Wright County was reimbursed $2700. The Commission would also negotiate with the MPCA on contracts to obtain the best disposal prices on HHW items. The contract period will be in effect until December 31, 2001. lt does have a cancellation provision of 60 days by either party. The contract has been reviewed by the County Attorney's Office. Sawatzke moved to approve the contract, seconded by Mattson, carried unanimously.

A request was submitted by the SWCD to make use of the Compost Facility for the SWCD tree distribution the last week in April and the 1st week in May. Davis indicated that the SWCD would be willing to pay $400 for use of the facility. Jude moved to approve use of the facility at no cost, seconded by Russek, carried 5-0.

On a motion by Russek, second by Sawatzke, all voted to authorize signatures on the 1998 Natural Resources Block Grant Agreement.

A Building Committee Of The Whole meeting was held on 2-10-98. A summary of the minutes follows:

Architect Update: A tour of the Pamida and Public Works building was held with 40 sets of drawings being distributed to contractors. Ten general contractors have plans on deposit. The Committee reviewed flooring alternatives. The architect suggests approval under the base bid for vinyl composition tile in the main corridor, quarry tile in the two vestibules, and sealed concrete in the areas leading from the Shop. As an add alternate to the base bid, Engel suggested quarry tile in those areas under the base bid that are identified as vinyl composition and sealed concrete. The Committee discussed the Human Services reception area request to have the design broadened to allow two personnel to serve the public. Fire shutters will be installed. Approximately 16-18 marker boards will be needed at the Pamida site at an estimated $8,000-$10,000. The Committee reviewed information on soft costs. The issue of who will assist in moving will be discussed at a future meeting. The modular furniture vendor will be moving the modular units. Consensus of the Committee was to expedite the contract with Scott Builders.

Voice/Data Needs: Bill Swing, MIS Director, and Keith Meierhofer, Dell Comm, Inc. presented information dealing with the use of the City of Buffalo's fiber network to meet the needs of the Pamida and Highway buildings. The high end estimate would be $280,000. The past problems with US West and the reliability of the T1 System at the Public Works site was reviewed. The County will be required to follow the bid process for the PBX in the Pamida Building. Further discussions will be held with the City of Buffalo. During the temporary move of the Public Works staff to the Pamida Building, the equipment will be moved from the Public Works site. For the individual remaining at the Highway Department, a temporary server will be used. Anticipated move date for the Highway Department to the Pamida Building is in July. Discussion of the Capital lmprovement Plan followed. Consensus of the Committee was to direct Swing to proceed with development of the Voice/Data needs, to direct the County Coordinator to work on the Capital Improvement Plan and schedule a Public Hearing, and to authorize the Auditor's Office to work with Springsted and Briggs Morgan on the bond documents. The Committee also discussed security issues and accessing the water line under CR 138. At today's meeting, Russek moved to approve the minutes, seconded by Mattson, carried unanimously.

Mike MacMillan, Court Services Director, introduced staff which recently joined the Court Services Office. Tim Wille will be working as a Juvenile Case Aide, Todd Gau will be working as an Adult Case Aide, and Jim Weinberger will be working as a Juvenile Agent.

The Court Services Adult Division began regionalization of its adult staff on 2-17-98. MacMillan stated this will provide better service to defendants and community protection. This program will be similar to the Juvenile Staff Regionalization which was previously done. MacMillan reviewed staff assignments. These areas were determined by statistics and may change. Letters have been sent to all agencies the Department works with including cities and townships.

MacMillan recognized the work performed by Tim Wille and Joe Backes as part of the Juvenile Community Service Program. This program will be operational during the school year, 20 hours per week, in the communities of Wright County. The program works with juvenile offenders who have been assigned community service. The program has been regionalized. Many positive and successful things in the cities have been accomplished through this program. Wille and Backes have approached the school, cities and townships on the expansion of the program. Jude said he felt it was important to make the community aware of the work that the crew is accomplishing. ln response to a question regarding whether there would be enough work for the program to run during the entire year, Backes responded that the schools alone have many projects for the crew. The crew is supervised by County staff which allows custodial staff at the school time to accomplish other duties. Backes also stated that they have provided assistance with snow removal for the elderly, and that they have made churches and nursing homes aware of their service. He said the crew work provides a positive experience for the youth, as It turns a negative into a positive through accomplishments realized on a project. The staff was commended for their efforts.

Budget Committee Of The Whole meeting was held on 2-17-98:

General Revenue Budget Year-End Review. Groshens and Hiivala presented a summary of the General Revenue Budget year-end results. There was a positive variance in revenue of $453,617.93. A favorable economy helped provide over $175,000 additional interest income than projected. There was a positive variance in expenses of $125,832.25. Cash balance dropped because of the purchase of the Pamida building. Resolutions will be presented at a future Board meeting which will designate fund balances for cash flow workers compensation, compensated absences, and capital improvements. Hiivala reported that the State audit schedule has been moved forward so documents will have to be ready earlier than in past years. The Committee requested that Human Services and Highway be contacted to see when their year-end reports will be ready for review. At today's meeting, Russek moved to approve the minutes, seconded by Mattson, carried unanimously.

Wyman Nelson, County Attorney, provided an update on the Ordinance amendment. The Planning Commission met and came to a conclusion on the amendments to the Ordinance and have instructed that the findings be drawn. They approved the amendments on a unanimous vote. ln regard to setback requirements, staff had recommended that there be a 750' setback from residences. The Planning Commission did not accept this and voted to approve a 1000' setback which is similar to the setbacks in the proposed Feedlot Ordinance. Nelson said the Planning Administrator received a call from an employee of Superior Landfill indicating that if this was not changed, Superior anticipated renewal of their ad campaign. The campaign had recently been discontinued. Nelson said approval of the Ordinance amendments could be presented to the County Board as early as the 3-10-98 County Board meeting. As Russek sits on the Planning Commission, Nelson felt it was important for him to be present to answer questions when the County Board reviews the issue. Russek will be absent from the March 17th and March 24th Board meetings. Nelson expects to attend the meeting of the Citizens Board, MPCA, regarding final action on permitting of the Forest City Landfill. He will contact Superior Landfill Officers at that time to find out if the purpose for the delay is to renew these campaigns in the newspaper and media against elected officials. lf this is the case, he will advise the Zoning Administrator to place the Ordinance amendments on the 3-10-98 County Board Agenda.

Russek added that discussions have been held between the Planning & Zoning Administrator and Superior Landfill. The setback requirement is the only thing that did not get approved by the Planning Commission. The reason the Planning Commission voted for the 1000' setback vs. the recommended 750' setback was that this is what is proposed in the Feedlot Ordinance. Russek said the Planning Commission voted on the amendments but the County Board has not yet, and he did not feel the ad campaign should be directed at the County Board. Nelson said Superior Landfill has been represented by a public relations firm from Chicago which controlled the previous ad campaign directed at our elected officials. At Nelson's request, this campaign was terminated. If the campaign is reinstituted, he felt the matter should be addressed by the Board at the earliest possible date so the matter can be dealt with. Nelson said he had received calls from interested parties who questioned why the Attorney's Office and Planning & Zoning are catering to one large company and not all citizens. Sawatzke responded that although requests have been received in this regard from one company, the ordinance applies to all residents of Wright County. This was provided as an informational item.

The meeting recessed at 10:02 A.M. and reconvened at 2:00 P.M. for the Bid Opening for the Pamida and Public Works Building Project. Commissioner Jude was absent during the Bid Opening. Bids were opened and read as follows:

Breitbach Const. ­ Base bid $1,428,000, Bid Security 5%, Unit Price A $2 per sq. ft., Unit Price B $120/lineal ft., No. Days HS 150 days, No. Days PW 150 days, Alt. 1 Add $36,000, Alt. 2 Add $14,500, Alt, 3 Add $37,000, Alt. 4 Add $4,400, Alt. 5 Deduct $20,500, Alt. Deduct 6 Deduct $3,600, Addends #1 acknowl., Copies Received 3.

CBS Const. Services ­ Base Bid $1,424,000, Bid Security 5%, Unit Price A Not listed, Unit Price B Not Listed, No. Days HS Not Listed, No. Days PW Not Listed, Alt. 1 Add $35,700, Alt. 2 Add $15,500, Alt. 3, Add $49,200, Alt. 4 Add $4,900, Alt. 5 Deduct $10,000, Alt. 6 Deduct $5,000, Addends #1 acknowl., Copies Received 3.

Gopher State Const. Inc. ­ Base Bid $1,407,061, Bid Security 5%, Unit Price A $1 per sq. ft., Unit Price B $165/lineal ft., No. Days HS 150 days, No. Days PW 150 days, Alt. 1 Add $42,014, Alt. 2 Add $11,747, Alt. 3 Add $37,726, Alt. 4 Add $4,407, Alt. 5 Deduct $25,210, Alt. 6 Deduct $4,640, Addends #1 acknowl., Copies Received 1.

KUE Contractors ­ Base Bid $1,295,260, Bid Security 5%, Unit PRice A Not Listed, Unit Price B Not Listed, No. Days HS 120 days, No. Days PW 120 days, Alt. 1 Add $48,774, Alt. 2 Add $11,859, Alt 3 Add $52,398, Alt. 4 Add $3,926, Alt. 5 Deduct $25,210, Alt. 6 Deduct $5,600, Addends #1 acknowl., Copies Received 1.

Merrimac Const. ­ Base Bid $1,489,461, Bid Security 5%, Unit Price A $225 per sq. ft., Unit Price b $175/lineal ft., No. Days HS 210 days, No. Days PW 210 days, Alt. 1 Add $67,400, Alt. 2 Add $12,400, Alt. 3 Add $54,800, Alt. 4 Add $3,625, Alt. 5 Deduct $20,400, Alt. 6 Deduct $5,680, Addends #1 acknowl., Copies Received 3.

Nor-Son Inc. ­ Base Bid $1,468,000, Bid Security 5%, Unit Price A $.60 per sq. ft., Unit Price B $175/lineal ft., No. Days HS Not Listed, No. Days PW Not Listed, Alt. 1 Add $51,000, Alt. 2 Add $13,750, Alt. 3 Add $54,600, Alt. 4 Add $4,650, Alt. 5 Deduct $20,500, Alt. 6 Deduct $3,600, Addends #1 acknowl., Copies Received 3.

R.J.M. Const. ­ Base Bid $1,464,000, Bid Security 5%, Unit Price A $1.50 per sq. ft., Unit Price B $175/lineal ft., No. Days HS 150 days, No. Days PW 150 days, Alt. 1 Add $25,000, Alt. 2 Add $11,900, Alt. 3 Add $36,000, Alt. 4 Add $4,500, Alt 5 Deduct $20,000, Alt. 6 Deduct $5,000, Addends #1 acknowl., Copies Received 3.

Riverside Const., ­ Base Bid $1,463,000, Bid Security 5%, Unit Price A $1 per sq. ft., Unit Price B $132/lineal ft., No. days HS 110 days, No. Days PW Not Listed, Alt. 1 Add $39,900, Alt. 2 Add $12,600, Alt. 3 Add $54,900, alt. 4 Add $4,500, Alt. 5 Deduct $39,500, Alt. 6 Deduct $3,600, Addends #1 acknowl., Copies Received 3.

Alternate 1: Addition of Standing Seam Steel Roof, Public Works

Alternate 2: Addition of Folding Partition, Public Works

Alternate 3: Addition of Vinyl Wall Covering in Conference Rooms and Corridors, Public Works Human Services

Alternate 4: Replacement of Vinyl Composition with Quarry Tile in selected areas, Public Works.

Alternate 5: Deletion of Plant Air Conditioning in areas of existing Public Works Shop.

Alternate 6: Delete some of the existing Light Fixtures, Pamida.

It was noted that the County has the option of waiving any or all bids and that the County has the right to waive irregularities in the bids. Due to the considerable difference in the bid from KUE Contractors, the Board informed the representative from the firm that they would have one hour to accept the project as bid or drop their bid. Since the remainder of the bids were so close, the contractor is given an opportunity to check for error. They cannot submit a higher bid. Russek moved to lay the bids over until the 3-10-98 County Board Meeting, seconded by Mattson. The motion was amended