Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
September 23, 2014
The Wright County Board met in regular session at 9:00 A.M. with Husom, Sawatzke, Daleiden, Potter and Borrell present.
Potter moved to approve the County Board Minutes as presented. The motion was seconded by Borrell and carried 5-0.
Daleiden moved to approve the Agenda as presented, seconded by Potter, and carried 5-0.
On a motion by Daleiden, seconded by Borrell, all voted to approve the Consent Agenda:
A. ADMINISTRATION
1. Reappoint Steve Jobe As County Surveyor, 4-Year Term Commencing 1-01-15.
B. CORRECTIONS
Position Replacement:
1. Jail Sergeant & Backfill As Necessary.
The Lake Pulaski Lake Improvement District (LID) Agenda item was discussed at this time. Husom said the LID Board of Directors was unable to determine how to replace a director when someone resigns. In 1984 the County Board established a LID and appointed directors. The LID held an election in August. After the election, a director resigned. The LID Board discovered that the County Board appoints a director in this situation. Their recommendation is to appoint Brooke Cebulla to fill this vacancy. Potter moved to appoint Brooke Cebulla to fill the vacancy on the Lake Pulaski LID Board of Directors. Borrell seconded. The motion carried 5-0.
Bob Hiivala, Auditor/Treasurer requested Board approval of the Minnesota Counties Computer Cooperative (MCCC) Joint Powers Agreement (JPA). They revised the JPA by establishing a Board of Directors versus an executive board, and updated the language and termination clauses. A summary of the changes and the JPA are included in the Board packet for this meeting. The MCCC Board and user groups have approved these changes, and now counties are being asked to ratify the JPA. Hiivala said Brian Asleson, Chief Deputy County Attorney, has reviewed the JPA. Borrell moved to approve the revised MCCC Joint Powers Agreement, seconded by Daleiden. The motion carried 5-0.
Hiivala said the Board must set a Truth In Taxation Hearing date between 11-25-14 and 12-29-14 at 6 P.M. or later. He said the Truth In Taxation meeting is a public meeting to discuss the County operating budget. Daleiden moved to set the Truth In Taxation Hearing for Thursday, 12-04-14 at 6:30 P.M. Potter seconded, and the motion carried unanimously.
Hiivala provided an update on the Clearwater River Watershed District Board appointment. He said the County received one application from Kathy Jonsrud. Husom said she heard from a number of people who highly recommended Jonsrud, saying she actively attends Watershed District meetings. Sawatzke moved to appoint Jonsrud to the Clearwater River Watershed District Board, seconded by Potter. The motion carried 5-0. Hiivala said her term ends August 2015.
Hiivala requested approval of a new Tobacco License for DG Retail, LLC DBA Dollar General Store #15392 (Maple Lake City). Potter moved to approve the request, seconded by Borrell. The motion carried 5-0.
Daleiden questioned one item on Page 1 of the Claims Listing for a United Parcel Service (UPS) shipping charge for $5.02. Daleiden thought each Department should be billed for charges they incur. Hiivala said his staff is researching with UPS regarding why the County pays them to pick up a parcel. His understanding is there is a basic charge for pickup. Sawatzke said this is the basic charge, and Departments pay their actual shipping charges. Hiivala said he believed so. He will clarify at a later meeting. He may arrange for a different program. Hiivala said there is an opportunity to change the County’s metering equipment. That would address all the major carriers to make sure the County is getting the best rate. Borrell moved to approve the claims as listed in the abstract, subject to audit, in the amount of $159,664.65, with 175 vendors and 332 transactions. Daleiden seconded, and the motion carried 5-0.
Sawatzke provided an update from the River Rider Joint Powers Board. He said the meetings will continue until liability from unemployment claims ends. Someone has to continue writing checks for unemployment. Borrell said that may be six or nine months. Sawatzke estimated mid 2015. He said Chad Gessell, River Rider Transit Director, receives a flat stipend to do accounting work for the organization. Gessell is also working on the State Audit and finalizing County bookwork. An attorney in Elk River holds the official paperwork related to the closure of River Rider Transit.
Brian Asleson, Chief Deputy County Attorney, requested Board approval to attach special conditions to the sale of six tax forfeit properties. He said State Statute 282.03 allows the Board to do so, and includes future usage as well. Asleson said the Special Conditions he is proposing address personal property or debris left in some of the properties, as well as existing structures that need to be demolished. Some of the properties have well and septic systems that need to be sealed and abandoned. These properties are on the public sale list for 9-24-14 at 12:30 P.M.
Asleson said there are three separate documents pertaining to the properties that list the Special Conditions of Sale. Hiivala will announce these at the time of the sale. One document lists a parcel in Clearwater and two in South Haven. There are two Special Conditions of Sale for these properties:
1) Sold in “as is” condition (due to leaky roofs and other issues); and
2) Purchasers will be issued a separate bill of sale for any abandoned personal property remaining on the premises.
Asleson said the second document refers to a property in Otsego on Ochoa Ave. NE. The first two Special Conditions are the same as mentioned above. He said this property may be salvageable. There is a garage and modular home on one acre. There are two additional conditions:
3) Any existing wells and septic system must either be certified as meeting current regulations or must be sealed or abandoned as required by law. This will be the responsibility of the purchaser.
4) Purchaser will be required to enter into a purchase agreement under which the sale will not close and application for a State Deed will not be made until the conditions in Item 3 have been satisfied. Purchaser will be required to pay 10% of the purchase price as earnest money, with the remainder due upon closing.
Asleson said the County will not close the transaction until the work has been completed within a certain period of time to avoid having the State issue a deed and then the purchaser fails to do the work. If the purchaser defaults, the County will retain the earnest money, or ten percent of the purchase price.
Sawatzke asked why no deadline is specified. Asleson said the deadline for the repairs or work will be stated in the Purchase Agreement, but not in the conditions. Proposed closing dates will be sixty days, but ninety days would be considered if requested. They will deal with each property on an individual basis.
The last Special Conditions document refers to a property in Otsego and one in the Township of Silver Creek. These properties appear to be beyond repair. This Special Conditions document lists the same first two conditions as the other documents, and adds two more, including an addition to Item 3 that requires the purchaser to remove any structures on the property, unless otherwise approved by the Auditor/Treasurer. Asleson added the clause because the Otsego property has a garage that could possibly be saved. The house needs to be demolished. The additional clauses are as follows:
3) Any existing wells and septic system must either be certified as meeting current regulations or must be sealed or abandoned as required by law. This will be the responsibility of the purchaser. The purchaser will also be required to remove any structures on the property, unless otherwise approved by the Auditor/Treasurer; and
4) Purchaser will be required to enter into a purchase agreement under which the sale will not close and application for a State Deed will not be made until the conditions in 3) above have been satisfied. Purchaser will be required to pay 10% of the purchase price as earnest money, with the remainder due upon closing.
Asleson said State Statute requires the County Board (versus the Auditor/Treasurer) to set the conditions. The Attorney’s Office follows up to make sure the work on each property happens. Daleiden asked whether buyers may obtain funding or are required to pay cash. Asleson said the County may sell on an installment basis, but have always required cash at point of sale. These current transactions will be slightly different in that the County will require ten percent down payment and full cash at closing. Historically, buyers have always paid cash for tax forfeit properties.
Sawatzke asked the price range of these properties. Asleson said the most expensive one is in South Haven for roughly $20,000 to $30,000. Potter moved to approve the Special Conditions of Sale for the six tax forfeit properties, seconded by Daleiden. The motion carried 5-0.
Greg Kryzer, Assistant County Attorney, said after this summer’s emergency No Wake Ordinances were implemented, he told the Board he would provide a permanent policy for lake associations to establish a Permanent No Wake Ordinance. Interested lake associations must complete worksheets for the Minnesota Department of Natural Resources (DNR) posted on the County website. They may also be obtained by emailing the County Attorney’s Office. The deadline for filing the worksheets at the Attorney’s Office is 11-10-14.
Kryzer anticipates holding a public hearing on the matter this year, hopefully by December, depending on the DNR review schedule. Information on the option to pursue a Permanent No Wake Ordinance will be sent to County lake associations by the Wright County Soil and Water Conservation District (SWCD). He hopes the media will publish the information as well. Kryzer will also contact the three lake associations that were on the list for this summer’s emergency No Wake Ordinance.
Sawatzke asked whether this will be similar to the process used several years ago. Kryzer said yes. His goal is to avoid emergency ordinances.
Borrell asked whether the title could be changed to “No Wake Zone Ordinance.” Borrell said the policy is not a “No-Wake Ordinance” but states “No Wake” within a certain area and did not specify a certain number of feet from shore. Even in high water situations, Borrell said the previous policies specified not within 300 feet of shore.
Kryzer explained that the term “permanent” means he does not have to come to the Board every year to ask for an emergency ordinance.
Daleiden asked what the Board’s response will be when or if that happens again. Sawatzke said lake associations may run the risk of not getting a No Wake Ordinance in place because the Board may be unsure whether the request reflects the feelings of all lakeshore owners. If lake associations have a permanent Ordinance in place, they won’t have to worry about not getting an emergency ordinance passed in time.
Daleiden asked whether the announcement about the Permanent No Wake Ordinance would go out to all the townships. Kryzer said he intended to involve the lake associations initially. If the lake associations are interested, they must go the townships. Kryzer said it then goes to the township, and following that, the city, if applicable.
Borrell referred to Page 2 of the proposed Ordinance, Items A and B at the top of the page. He would prefer to strike Item A and leave B in place regarding the “High Water Slow No-Wake Zone” clause. Borrell said Item A states that there can be no wake all summer long. Kryzer said there is currently a seasonal No Wake Ordinance on Lake Sylvia from Memorial Day through Labor Day. They asked for a No Wake Zone 150 feet out from shore. Kryzer said DNR rules allow an Ordinance such as this. Borrell had no objection regarding specific lakes requesting an Ordinance. He said his concern was blanketing the entire County with this Ordinance.
Sawatzke said lake associations may do one or both of the types of Ordinances listed. Kryzer said the choice is entirely up to individual lake associations regarding which Ordinance they want. The Ordinance is lake-specific.
Borrell said he did not want the 150 foot No Wake option included in the policy, as it is too restrictive. Sawatzke said lake associations may choose. He referred Borrell to Page 1, Item 3: “There are two types of slow no-wake conditions which will be specified within the ordinance. Participating lakes can select either or both of the following types of no-wake zones.” Currently, Sawatzke said if a lake needs the restriction, they may choose it. Currently, one lake has selected Item A. Others chose B. Owners have the chance to give input.
Kryzer said his intention is to have all lake associations come to the table at once so staff doesn’t have to post a No Wake Ordinance every other week. He is trying to save the Board and County staff time. Sawatzke said this way land owners on County lakes will receive proper notice.
There was discussion regarding whether the Permanent No Wake Ordinance should require lake associations to notify all land owners on the lake regarding adoption of the Ordinance, and whether the County should require or strongly urge such notification.
Borrell said No Wake Ordinances are fine when the water is high, but a Permanent No Wake Ordinance has never been enacted in Wright County before. Sawatzke said common sense dictates that boats and jet skis should not come within 150 feet of shore on some of the larger lakes.
Borrell said the Sheriff’s Office will be inundated with calls. He thinks Item A should not be an option. Daleiden said Items A and B at the top of Page 2 of the Ordinance are the only options the DNR allows. Kryzer agreed, saying the DNR will not allow No Wake zones at 100 feet from shore. They didn’t want a No Wake zone for jet skis and a different one for boats.
Daleiden moved to announce the policy to adopt a Permanent No Wake Ordinance to County lake associations with a clause that states that the Board strongly urges lake associations to notify all land owners on the lake. Borrell seconded for discussion. He offered an amendment to the motion that if there is going to be a seasonal No Wake zone from Memorial Day to Labor Day, all lakeshore owners are required to be notified.
Daleiden said it is not possible. Sawatzke said a lakeshore owner could live in Minneapolis. Borrell withdrew the amendment and offered another one that a reasonable attempt must be made to notify all lakeshore owners via mail regarding a change in the seasonal Ordinance from Memorial Day to Labor Day. Sawatzke asked about lake associations that utilize email to contact lakeshore owners versus mail. Borrell withdrew that amendment and offered another one saying that lake associations will make a reasonable attempt to notify lakeshore owners. Daleiden accepted this amendment. The motion carried 5-0.
Fred Bengston, DNR Area Wildlife Manager, requested approval of a State Wildlife Management Area (WMA) Acquisition Resolution. Bengston said this will be part of the Pelican Lake State WMA. It is a 40 acre parcel in the City of St. Michael. It lies on the primary outlet route of the Pelican Lakes Enhancement Project. They have a signed option with the land owners. This is a very important parcel. It is the second of three parcels on which they have signed options. The DNR is currently working on a third. If they complete the third one, the DNR will be able to outlet water on the primary route, which has been their goal all along, instead of using City Ditch 21.
Sawatzke asked Bengston to provide an update regarding the status of this project. Bengston said he had good news for the Board and land owners. The DNR is very close to letting bids on the water control structure project with Ducks Unlimited. They hope to let bids on construction in the next week or so. The DNR has been working with the City on a few minor issues that he believes are mostly resolved. They hope to have the construction packet finished and put it out to bid. This includes the water control structure, the gravity that leads to Ditch 21, and the pump station. In a year, they would lower the lake two to three feet to do the infrastructure for the pump station.
Husom said a few weeks ago land owners said when the lake level rises, they lose a significant amount of their property. She asked Bengston if he had statistics regarding how this project would impact the adjacent development in St. Michael. Bengston said the primary route was chosen to eliminate the chance of flooding in developed areas of St. Michael. The primary route enters into a private ditch in an agricultural area. There are plans to develop those areas in the future. The DNR is building in enough land base, yet working with the city to keep the footprint small enough to mitigate flooding. At the water outletting rates that the DNR has negotiated in their management plan, they don’t believe the contribution from Pelican Lake will be significant, mainly because the majority of the outletting will occur during the winter months.
Borrell said residents spoke with the Board several weeks ago who expressed concerned about the high level of Pelican Lake. He asked how confident Bengston felt that the DNR would be able to lower the lake level. Bengston said this was a record year for water levels on Pelican Lake. They hope to bring the lake down three to four feet. The long-term management level is about 1.5 feet below the Ordinary High Water (OHW) mark. Currently the water level is 2.5 feet above OHW. The management drawdown will utilize pumps to keep lake levels down during summer and winter.
Potter said he has spoken to people from St. Michael. He said all their concerns have been addressed. Bengston agreed, and said there are a few minor issues left. The DNR is trying to provide for several more guarantees to establish control of the water level by the City, DNR Wildlife, and Bengston’s office. He hopes to iron out those issues in the next day or two. All permits are in place. They had to wait for the Army Corps of Engineers (ACOE). The City issues and the construction permit will be ready to go.
Husom sought comments from members of the public who were present.
Bill Weldele, Pelican Lake resident, asked whether the water will be running yet this fall. Bengston replied that he was hopeful it would be. The construction period defines the timing. The goal of the DNR is to lower the lake this winter. The DNR has had experience working with draw downs in the winter on lakes. They will be able to flow water. Bengston said they will follow the plan which was designed to minimize downstream flooding and to reduce phosphorus loading into the river systems.
Roger Marshall, Pelican Lake resident, said the information Bengston provided was good news.
Sawatzke asked whether it would be reasonable for the County Board and residents to tour the area. Bengston said yes. Potter said he has toured the area with Bengston. He is pleased that the concerns of the City of St. Michael have been addressed.
Bengston said the process has taken longer than he envisioned. They are now on the brink of beginning construction. The construction phase will go quickly. Funding is in place, and the DNR is ready to go. The partnership with Ducks Unlimited has been positive. They have good engineers and support people on-site daily with the contractors. Bengston said he has a great deal of confidence in this project.
Sawatzke asked about the DNR’s future plans for the public access on the west side of Pelican Lake related to the drawdown of the water. The DNR closed down this public access. Sawatzke said there is insufficient parking space because the road is narrow and there are no shoulders. Bengston has worked with Parks and Trails staff to identify an alternate area. They are considering two sites. The logistics of an access with deep enough water once they lower the lake by four feet is somewhat questionable. The old DNR access will likely be useable, but not for a large number of people. They would prefer to relocate the public access.
Sawatzke said once the lake is drawn down, there won’t be the quantity of fishing as in the past, but more duck hunting. The DNR needs to consider other accesses. As lakes go down, there will be increased land mass. Sawatzke asked if this access site will still be safe and viable to use. There is considerably more traffic now than in the 60s and 70s. There are more concerns than when the current public access was built.
Bengston said they are fairly optimistic. The DNR is considering two sites, one of which they do not currently have ownership, so he is not able to discuss it further. They may be able to work with the land owner of that site in the future. Sawatzke said he hopes the DNR will communicate with the Board prior to taking action regarding the current public access. Bengtson said that is important to the DNR.
Potter moved to approve Resolution #14-59, Resolution to Approve the Review of Proposed State Wildlife Land Acquisition on Pelican Lake. Daleiden seconded, and the motion carried 5-0 on a roll call vote.
Review of Proposed State Wildlife Land Acquisition
In accordance with Minnesota Statutes 97A.145 Subd 2, the Commissioner of the Department of Natural Resources on September 23, 2014, provided the county board with a description of lands to be acquired by the State of Minnesota for water and wildlife conservation purposes.
Land to be acquired are described as follows:
EXHIBIT A - LAND DESCRIPTION
Pelican Lake Wildlife Management Area
The Northeast Quarter of the Northeast Quarter, Section 16, Township 120, Range 24, Wright County, Minnesota.
Together with Seller’s interest in that Temporary Access Easement dated September 13, 2005 and recorded September 15, 2005 as Document No. A977195, Wright County, Minnesota.
IS HEREBY RESOLVED, by the Board of County Commissioners of Wright County
on September 23, 2014, that the State’s proposed acquisition of the above described property be approved.
(End of Resolution #14-59)
A Committee Of The Whole Meeting was held on 9-16-14. Potter reviewed the minutes. Sawatzke said the County should contact Randy Engel at Buetow & Associates to determine whether the roof was not built as he designed it, or if the design was faulty, and how it can be fixed. Daleiden said the County paid Buetow for the roof design, and they should be held accountable.
Potter continued reviewing the Committee minutes regarding bond funding for the project. He asked Chad Hausmann, Assistant Highway Engineer, to provide clarification regarding the project details.
Hausmann said they called HCM Architects regarding a contract to eliminate all items related to the existing building. They are reviewing that now. The Board will see those costs reflected when they bring the contract to the Board. He said $152,250 is the amount that would be eliminated from the project if all items related to renovating the existing building are not included. There were five different tasks in the HCM proposal. Each task had three costs, one for the new building, one for the existing building, and one for the impound lot. Daleiden said the recommendation was to pull the impound lot from the proposal as well.
Sawatzke said the minutes should be corrected on Page 3, the last sentence, to read, “Sawatzke said that leaves $152,250 that can be deducted.”
Hausmann said the first recommendation on Page 4 of the minutes reads, “Move forward with the schematic design by HCM Architects.” That is actually Task 1. He thought the intent was to proceed with the design, with “go or no go’s” after each task. That way only one contract needs to be written, versus one after each task.
Potter confirmed that the minutes should be corrected on Page 3, the last sentence, to read, “Sawatzke said that leaves $152,250 that can be deducted.”
Potter moved to approve the 9-16-14 Committee Of The Whole Minutes and recommendations as corrected. Daleiden seconded for discussion. Sawatzke proposed a friendly amendment with the following changes:
1) Amend Recommendation 1 to read, “Move forward with the schematic design by HCM Architects, which will include options for a downsized and eliminated temperate storage facility.”
2) Amend Recommendation 2 to read, “Separate the renovation of existing Public Works Building from the Project.”
Potter accepted the amendments. Daleiden said there needs to be input from Commissioners on options. Hausmann said Task 1, the schematic design, specifies dimensions and arrangements of space. Daleiden said the Commissioners need to be involved at that point.
Borrell brought up his concern about the temperate storage building. Sawatzke said the shop can be bid as an alternate.
Hausmann said based on that direction, they will work with HCM to develop a contract. Because there is a not-to-exceed number, the cost may have two sets of plans due to alternates. All the HVAC, plumbing and electrical will be different. Sawatzke said the temperate storage project has to be taken into consideration as a future project, as well as its potential impact on utilities and other components.
Hausmann said their goal was to do one contract with five tasks. The way the recommendation reads now, only one contract is specified for Task 1, schematic design, for approximately $100,000 of the $600,000 cost. The schematic design is only one of five tasks in the overall design.
Sawatzke asked Hausmann to confirm that the contract will be brought to the Board. Hausmann said it would.
Sawatzke asked Hausmann to clarify that the contract will allow the County to stop at any time in the process. Hausmann said yes, either party is given the opportunity to say “go or no go” after each task.
Sawatzke said Hausmann should tell HCM that there is debate among the Board over the size and necessity of the temperate storage facility, and that they will have to be flexible in their design up until the bid process. Hausmann said they will not have a problem with that situation.
Daleiden referred the deferred maintenance items to the Building Committee and requested that Buetow & Associates attend. Sawatzke said they should be informed that there is a future remodeling project for that building. The motion carried 5-0:
I. Review Design Service Proposals Received For Public Works Building Project.
Hawkins said he received two proposals for design services for the Public Works Building Project (Project). One was from HCM Architects (HCM), and the other from Oertel Architects. Both were very close. HCM had the lowest bid at $1,169,750. Hawkins said staff held follow-up conference call interviews with each firm. The consensus was to recommend hiring HCM Architects for design services. Hawkins distributed the following documents (see attached):
1. Memorandum to the Building Committee Of The Whole, dated 9-16-14.
2. Proposal Comparison.
3. Wright County Public Works Master Plan Concept G7, dated 5-30-14.
4. Wright County Public Works Facility – Expansion & Renovation Project.
5. Aerial photo of the Wright County Jail and potential impound lot and auction area.
Hawkins said if the Committee made the recommendation, HCM could start working in October with the schematic design, then the detail design, and follow with construction administration documents. The Project would go out for bid next spring with construction starting as early as June 2015.
Potter asked if Hawkins was familiar with other projects these firms have completed. Hawkins said both firms have worked on many projects. HCM did a project for Anoka County.
Sawatzke asked for clarification regarding the clause in the Proposal Comparison that states, “Costs above would be for all Architecture, Design, and Construction Administration.” Sawatzke asked whether that covers the Project from start to finish. Hawkins replied that the construction manager has not been hired yet. Each bid provided estimates for construction management. Once the Architect is hired, bids will go out for a construction manager.
Sawatzke asked whether the bid amount is a firm, not-to-exceed figure, or whether HCM will bill based on a dollar value of construction. Hawkins said it is estimated based on the size of the Project. HCM will bill the County hourly for each phase of the work, not to exceed the bid amount, unless the scope of the Project changes. Sawatzke asked the size of the Project. Hawkins referred to the Master Plan Concept page that indicates total square footage of 141,081. Hausmann said construction management is typically a percentage of construction. They expect the construction manager to bid out all elements of the Project.
Sawatzke commented that during the last discussion on this topic, there were suggestions that some components of the Project could be bid as alternates. Hawkins agreed. This can be designed and alternate bids could be obtained. Sawatzke asked whether HCM representatives were aware that the County might bid some components as alternates, and how would that affect the final bid. Hawkins said HCM will bill hourly. They will obtain alternate bids if the County requests. Sawatzke asked if Hawkins knew how much that would reduce the final cost. Daleiden said the construction documents would be the only change. Hawkins did not think alternate bids would affect the design services. It would affect the construction cost. Hawkins said the County would need to clarify with HCM about alternate bids from the start. Daleiden said HCM will produce a schematic design and a design development. The Board will look at them and select the desired elements and eliminate others. Then the construction documents are drafted. The construction documents must be part of the bid to get cost figures.
Jobe referred to the timeline spreadsheet entitled, “Wright County Public Works Facility – Expansion & Renovation Project.” He said HCM will do the schematic design and provide an owners review at three different junctures. From there, they do the design and development package, the site plan review package, and so forth. The owner review meetings are opportunities for the Board to approve or discard options presented.
Borrell referred to the document entitled, “Wright County Public Works / Master Plan Concept G7.” He said a new shop is needed. Borrell asked whether the shop could be constructed without the temperate storage area since it connects the offices. He felt the storage area was not essential at this time.
Daleiden said he found it interesting that parking is shown by the office area but not the in back. Hawkins said much of that area will remain gravel.
Hawkins referred to the aerial photo showing the Sheriff’s impound lot. The impound lot is included in this Project to relocate the shed near the Law Enforcement Center (LEC).
Sawatzke asked whether remodeling the current facility is included in the Project. Mattice said yes. Potter asked if the Qualified Energy Conservation Bond (QELB) was at a lower interest rate. Kelly said that was correct. It would be an opportunity to retrofit the existing facility. Kelly said the amount was $1.24 million. This generally offers a better rate than other bonding options.
Sawatzke asked the estimated cost to remodel the existing building. Hawkins replied that the Master Plan Study quoted the cost to renovate the office area and shop as $1.3 million. Potter asked if that included roof and sprinklers, adding that some costs are not eligible under the bond.
Daleiden asked whether the bond money could be used for the new building. Kelly said the government usually does not like to use energy efficient funds for new installations. The money is most commonly used to retrofit or replace existing systems. Potter asked whether other buildings that needed energy efficient updates could be included in the Project.
Mattice said the amount is actually $2.1 million, including deferred maintenance costs. Of that, $1.3 million is for renovations and $800,000 for deferred maintenance. Daleiden asked if the existing building must be sprinkled. Jobe said the office has a sprinkler system, but the shop does not. Daleiden said the sprinkler system only needs to be updated during a major renovation. He did not think the proposed renovations could be classified as a major renovation.
Sawatzke asked why the shop needed renovations. Hawkins said there are a number of issues related to the roof, as well as lighting. Daleiden asked why the shop would need to be sprinkled if the function remains the same. He said an alternative would be to do the shop renovation in stages. He asked to what extent the office is sprinkled. Jans said the entire front office is sprinkled. It was incorporated because the roof over the shop is all wood. Potter said if the shop is sprinkled, the insurance costs may adjust downward, offsetting some of the cost over time.
Sawatzke asked if the Project includes remodeling offices in the current facility. Jobe said the remodel includes redoing the Surveyors front counter area to make it larger, and utilize the existing sign shop area for survey storage and an inventory center.
Sawatzke asked why the renovation of the existing building needed to be part of the Public Works Expansion Project. He suggested tackling this as a separate project in a year or two. Jobe said the study identified this as part of the Project. Daleiden said they could move forward with the deferred maintenance items, and hold off for now on the renovation of the existing building. Potter said it is better to do the Project now and get it done. The construction climate and interest rates are favorable. He has spoken with Parks employees, who say they are crowded to the extent that
machinery must be taken out of the building to make room to work on other machinery during the off season. Daleiden agreed that the Parks area is crowded.
Mattice said the majority of the renovation and deferred maintenance costs are related to the Americans with Disabilities Act (ADA) access, roofing, ventilation, and windows. Daleiden said all of the renovation items do not have to be done at this time. The building is compliant according to ADA. Sawatzke agreed, saying nothing about the current building design denies access. Mattice said there are details such as the front counter does not have a lower counter for wheelchair accessibility, and inadequate CO2 ventilation in the shop area.
Daleiden said he would like to move forward with the schematic design for the new building. He would like to hold off with the renovation of the existing building. He thinks some of those items do not need to be done immediately, as there is still a fully functional building for the Parks, Surveyor, and Highway Departments. Daleiden said he wants to address the deferred maintenance items.
Sawatzke said he would like to know which deferred maintenance items are included. Daleiden said one was roofing. Potter said the flat roof over the shop needs to be replaced. Sawatzke said he would agree to a new roof as long as the expense is not wasted if future repairs are needed that impact the roof. If remodeling is delayed for a year or two, these deferred maintenance items should wait as well.
Mattice said the study said the shop roof is patched and has popped fasteners, the flat roof needs to be replaced, and the roof over the office is nearing the end of its functional life. Sawatzke asked the age of the office building. Mattice said it was built in 1998. Sawatzke said they must be at least a 30 year shingle.
There was discussion on the roof design and construction.
Daleiden said he did not want the renovation elements to be part of the Public Works Expansion Project. He recommended moving forward with the new building only. He suggested that the deferred maintenance items could be referred to the Building Committee, as those issues need to be addressed.
Potter asked whether there would be time to tie the deferred maintenance into the same bond if the projects were separated. Kelly said it could be, if done in a timely manner. Potter said the County could bond up to two years prior to construction. Daleiden said QELB bond money may not be used for the new building. He suggested using the funds for the boiler at the LEC and for the other building.
There was discussion about the ideal type of heat system in the new building.
Hawkins said the impound lot would have to be moved if the Board approved going ahead with the new building design. Daleiden said he has concerns about that, too, but it can be looked at in the future.
Borrell said he is not sold on the temperate storage. He said the design is not workable. Hawkins said this is just a concept that shows areas that are needed. The schematic design goes into more detail.
Sawatzke asked Hawkins whether he would have to negotiate changes in the final cost if the renovations for the existing building are removed from the project. Hawkins responded that the various components of the project are already broken down. The County could hire HCM to design
the schematic if the Board so desired. Sawatzke asked how much the architectural work is related to the new facility cost. Hawkins said the schematic design is $104,350 for the new facility. The design
phase including schematic, design development, and construction documents, adds up to $490,000, not including the impound lot area. Daleiden questioned whether the Board needs to hire an architect to design the impound lot, assuming the intent is to construct a pole building. Hawkins said the Sheriff will need to weigh in.
Sawatzke asked whether $490,000 included the existing building. Hawkins said $490,000 is the cost for HCM to do schematic design, design development, and construction documents for the new building. Sawatzke asked what kind of reduction would there by after removing the renovation of the existing building. Daleiden said they need to deduct $490,000 from $642,250. Sawatzke said that leaves $152,250 that can be deducted. Daleiden asked about the funding source for the $490,000. Sawatzke said that amount would be included in the bond. It is paid for in advance out of reserves, and then paid back to reserves with the bond.
Sawatzke said he would like to see schematic designs without the large storage shed attached. It would be important to designate a future place for it. Currently there isn’t room to add to the existing facility. Hawkins said they looked at concept plans, but it doesn’t work.
There was discussion about drive-through bays in the shop area.
Daleiden recommended to move forward with the schematic design and cost estimates for the new building. He recommended removing the renovation of the existing building from the Project, and refer the deferred maintenance items to the Building Committee.
Potter asked if there was consensus to move forward with the recommendation. Borrell interjected, saying he still has a concern about temperate storage. Daleiden said it should be part of the schematic design. He encouraged Borrell to be part of the discussion. Sawatzke said he agreed with Borrell regarding the temperate storage. It should be noted as an optional bid. The Board was told a few weeks ago that the temperate storage would be included as an optional add-on bid.
There was discussion regarding elevators and ADA rules.
Potter said the consensus was to move forward with the schematic design and get cost estimates regarding separating out the renovation of the existing building and the temperate storage. Deferred maintenance items will be sent to the Building Committee. Borrell said he wants to make sure the schematic notes an option that includes the shop, offices, and temperate storage could be added later.
Kelly clarified the recommendation as follows: Move forward with the schematic design, get cost estimates that separate out remodeling the existing building, and refer deferred maintenance issues to the Building Committee.
Sawatzke said the only deferred maintenance he wants to look at are the issues costing the County now, or that will in the future. Mattice said that includes roofing, heating, and ventilation. Sawatzke said the Board will need a contract with HCM, including a not-to-exceed figure.
Recommendation:
1. Move forward with the schematic design by HCM Architects, which will include options for a downsized and eliminated tempered storage facility.
2. Separate the renovation of the existing Public Works Building from the Project.
3. Refer deferred maintenance items, including the roof issue, to the Building Committee.
(End of 9-16-14 Committee Of The Whole Minutes)
Sean Riley, Planning & Zoning Administrator, said he has heard from Woodland and Buffalo Townships, two of the three potential Aurora Solar Project sites. Corinna Township indicated they will respond on their own. He has not heard from any cities.
Husom said Annandale was going to submit comments or had already done so. She received verbal input from Corinna and Buffalo Townships. She gave support for their comments and concerns. Riley said some of the comments are not related to this stage of the environmental assessment process. Buffalo’s response was primarily conceptual. They did not believe their location would be easy to convert farmland to solar energy use. The input from Woodland Township was more practical. They want to make sure the Township road they will use will be rebuilt if it’s damaged, address dust control, and ensure that any impacts are mitigated. He will tie all those together in the appropriate categories.
Husom said the Townships were also concerned about the lack of communication about this project. She said there are additional questions about whether the zoning would be changed from rural farmland to commercial. Sawatzke said he didn’t think that would happen. He said utilities are allowed. Riley said zoning would not change. The Assessor may change taxation. Riley said his understanding is these sites will not have a special exemption, nor will the taxes be lower. He has no idea regarding the exact amount of future taxes.
Sawatzke asked whether the equipment is taxable, or just the land. Asleson said the generating equipment is taxable. He does not know the exact rate. The Minnesota Department of Revenue would have that information. The County Assessor Department does not set the value.
Sawatzke asked Riley if he will send a letter from the County responding to the concerns of the Townships. Riley said he will complete the official questionnaire for the environmental assessment scoping decision. They had four or five questions. He is able to creatively interject the concerns of the Townships into the environmental assessment. They may decide those concerns are not relevant to the environmental scoping, something which is out of his control. There will be later steps in this permitting process when these concerns are considered more relevant.
No action was taken, as this is an informational item.
Daleiden moved to table the Tri County Regional Forensic Laboratory Report since another meeting was due to start, and no one from the Sheriff’s Office was present. Potter seconded, and the motion carried 5-0.
Bills Approved
Albertville Body Shop Inc $698.32
Allina Health Laboratory 130.80
Allina Health System 431.90
Allina Hospitals & Clinics 3,885.00
American Databank LLC 255.20
Ameripride Services 115.05
Anoka County Fiscal Services 4,570.00
Aramark Services Inc 14,887.65
Arctic Glacier USA Inc 731.72
Association of MN Counties 200.00
Assurance Fire Protection Inc 600.00
Black Box Resale Services 111.00
Bohnsack/Jacob 180.00
Bound Tree Medical LLC 269.84
Brock White Co LLC 1,110.00
Buffalo Auto Value 204.97
CDW Government Inc 359.92
Center Point Energy 1,713.69
CenturyLink 5,071.02
Climate Air 858.51
Commissioner of Transportation 177.07
Compass Minerals Amer. Inc 3,730.67
Core Professional Services 800.00
Croteau Plumbing 958.11
Culligan of Buffalo 203.00
Databank IMX LLC 371.25
Distinctive Window Cleaning 2,554.00
Ernst/Debbie 230.00
Farm-Rite Equipment Inc 2,975.81
First State Tire Recycling 361.80
Force America Inc 2,441.87
Forms & Systems of MN 1,394.77
General Office Products Co 955.04
Glunz Construction Septic Serv 235.00
Grainger 115.11
Granite Electronics 1,285.44
Greenview Inc 16,061.32
Hildi Inc 3,830.00
Hillyard Inc - Minneapolis 4,625.96
Howard/Jolanta 100.00
Humane Restraint 621.00
Intereum Inc 2,608.26
Intoximeters Inc 104.75
Jerrys Transmission Service 242.00
Klatt True Value Electric 179.94
Loberg Electric 1,489.43
MACA 100.00
Madden Galanter Hansen LLP 1,436.80
Martin Marietta Materials 419.70
Menards - Buffalo 260.90
Meritide Inc 2,187.50
Mid-Minnesota Hot Mix Inc 1,686.30
Miller/Nathan 389.50
Mingo/Donald 109.99
MN Dept. off Labor & Industry 1,818.83
MN Epilepsy Group PA 2,274.52
MN Monitoring Inc 588.00
Morries Parts & Service Group 277.78
Office Depot 764.98
Omann Brothers Inc 548.03
Pettit/Jerry 169.00
Potter/Michael J 175.00
PSC Alliance Inc 6,240.00
Purick/Ryan 200.00
Richards/Thomas W 400.00
Royal Tire Inc 2,596.70
RS Eden 1,718.91
Russell Security Resource Inc 178.75
Sandberg/Scott 175.00
Sprint 11,170.14
Stahlke Bus Service Inc 472.90
Streichers 271.74
Suburban Emerg. Assoc. PA 264.88
Suburban Tire Wholesale Inc 3,774.60
Terminal Supply Co 274.81
Total Printing 261.50
United Parcel Service 110.50
Veolia Environmental Serv. 16,419.59
Voss Lighting 176.88
Waste Management-TC West 105.30
West Payment Center 1,063.90
World Medical Gvrnmnt Sol 2,111.32
WPS Anntennas 3,415.42
Wright Co. Planning & Zoning 200.00
Wright Henn. Coop Elec Assn 5,318.91
Wright Hennepin Electric 903.96
Xcel Energy 906.74
Zacks Inc 1,871.85
15 Payments less than $100 817.33
Final total $159,664.65
The meeting adjourned at 10:37 A.M
Published in the Herald Journal Oct. 13, 2014.