Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
JANUARY 27, 2015
The Wright County Board met in regular session at 9:00 A.M. with Husom, Sawatzke, Daleiden, Potter and Borrell present.
Husom moved to approve the 1-20-15 County Board Minutes as presented. The motion was seconded by Borrell and carried unanimously.
Daleiden moved to approve the Agenda as presented, seconded by Borrell, carried 5-0.
On a motion by Borrell, second by Husom, all voted to approve the Consent Agenda:
A. ADMINISTRATION
1. Claim, Madden, Galanter & Hansen, LLP, $3,530.96, (December 2014 Labor Relations Services).
B. ADMINISTRATION
1. Approve revised 12-03-14 Owner’s Committee Meeting #3 Minutes correcting attendee list.
C. ADMINISTRATION
1. Authorize Signature of VEBA Trust Agreement and Exhibit A VEBA Direct Trust Agreement.
D. HUMAN SERVICES
1. Position Replacement: A. Case Aide
E. PLANNING AND ZONING
1. ROBERT LUND – (Franklin Township) on a unanimous vote, the Commission recommends approval of the request to rezone 33.64 acres out of 208-300-352302 from General Agriculture and S-2 Residential-Recreational Shorelands to Agricultural-Residential and S-2 Residential-Recreational Shorelands.
Bob Hiivala, Auditor/Treasurer, requested approval of a new Tobacco License for Jack’s of Cokato, Inc. (City of Cokato). This request involves a new owner for the business formerly known as Kirk’s Travel Plaza. Borrell moved to approve the new Tobacco License for Jack’s of Cokato, seconded by Sawatzke, carried 5-0.
Hiivala presented a request for a Temporary Liquor License for Maple Lake – Lake Property Owner’s Association. This is an annual event that has been approved in the past. Sawatzke moved to approve the Temporary Liquor License as requested, seconded by Husom. The motion carried unanimously.
The claims listing was presented for approval. Potter referenced a claim on Page 5, Comodo CA Limited, $1,214.85, funded through Furniture & Equipment. He spoke with Adam Tagarro, IT Director, and learned this claim relates to the registration of domain names. The registration is for five years versus one year and will result in a cost savings because of the longer timeline. Potter questioned whether the expenditure should be funded through Furniture & Equipment. Hiivala will consult with Tagarro on the funding source. The payment will be made from whatever funding source is included in the 2015 Budget. On a motion by Borrell, second by Husom, all voted to approve the claims as listed in the abstract, subject to audit, for a total of $74,814 with 125 vendors and 225 transactions.
Karen Pundsack, Interim Executive Director, Great River Regional Library (GRRL) provided the 2014 Annual Year-End Report (the Report is available in the County Board Agenda Packet). Julie Henne, Associate Director of Public Relations, assisted with the presentation. Wright County has a population of 128,470 (2013) with library cardholders totaling 33,802 (26.3%). Of that total, about 40% used their cards in the last six months and 25% are registered in the digital library. Questions followed the presentation. Sawatzke said the GRRL System includes 32 libraries in six member counties. Wright County has nine libraries. He referenced the 26.3% of residents having a library card in Wright County and inquired whether that is the largest percentage within the GRRL. Pundsack stated that fluctuates. Stearns County has 11 libraries and Benton has 1. Sawatzke said the GRRL is very efficient with the concept of branches and sharing resources. Potter said the GRRL was recently highlighted on KRWC during the Commissioner updates segment. He thought it was important to let people know of the resources the GRRL has to offer. Sawatzke said the focus of the GRRL has changed in recent years to keep up with the types of services that people demand. The GRRL needs to continue monitoring service types and trends to provide the most up to date resources as possible. About 2/3 to 3/4 of activity originates at home. Sawatzke said this supports the argument for lockers and book drops as a means of providing service in different ways. Pundsack said they look at the segment of services that are required and keep in mind they are servicing a broader audience. Various programs were referenced including the Summer Reading Program, the Thousand Books Program, and GRRL’s involvement with the WIC Program.
Mike Young, Wright County Drainage Inspector, provided the 2014 Annual Report of activities. The Report covers the period of 7-14-14 to 12-15-14 for a total of 81 hours and includes work completed on various ditches. Sawatzke referenced the 12.75 hours that were spent on “System or Multiple Ditches (paperwork).” Discussion followed on whether this should be billed evenly over all ditches. Young said this activity involves meetings held with the SWCD to discuss system wide issues and how things have been handled in the past. Hiivala suggested the costs be prorated to all ditch systems. The 2014 Annual Report does not include all ditches. The allocation will be something that will be brought to the County Board for approval. Daleiden said Young is trying to bring the ditches up to date. He has also done a lot of work with software. Hiivala said benefited landowners will want a narrative on what work was completed on each ditch and so that will have to be included in the Report.
Sawatzke asked Young whether there will be costs associated with the “System or Multiple Ditches (paperwork)” every year. Young thought there would be at some level. Sawatzke asked Asleson whether this type of cost could be funded from Professional Services at the County level. Asleson said that may not be recommended in terms of drainage ditches and how they are handled. Hiivala said there will be a Joint Ditch Meeting on 3-12-15 in Hutchinson which will provide a great opportunity to discuss how other counties are allocating this expense. He said that the bills submitted by Young will not be allocated to landowners until fall, so the County has time to discuss how this should be handled.
Discussion followed on the “Goals” portion of Young’s Report. Borrell said maintenance of cleaned ditches needs to be a high priority goal for the Drainage Inspector. A spraying program will need to be started. He said Meeker County contracts for their spraying. Young understands that he will not be required to obtain bids for spraying each time. He should be able to obtain County Board approval and hire a contractor. Different sources for this work were discussed including County staff completing the work (Parks or Highway). Sawatzke said those Departments could bid as well. The cost will ultimately be paid by those who are benefited property owners on the ditches. Borrell asked that Young’s list include “explore brush control.” Young advised the Board that ditch residents will need notification about spraying. A specific timeline is followed, allowing residents who don’t want pesticides sprayed on their properties to indicate that they will be responsible for eradication. Borrell said a certain percentage of ditches should be inspected annually. Sawatzke said ditch review may be more frequent on some ditches because of the condition of the ditch. Sawatzke asked that in the future, the Drainage Inspector Report include how much was expended for spraying services and who completed the work.
An Owners Committee Of The Whole (COTW) Meeting was held on 1-14-15. At today’s County Board Meeting, Sawatzke made a motion to approve the minutes and recommendation, seconded by Husom, carried 5-0. The Owners COTW Minutes follow:
1. Introductions
Virgil Hawkins, County Engineer, called the meeting to order and introductions were made. He stated that Kraus-Anderson, on behalf of Hagen, Christensen & McIlwain Architects (HCM), would be presenting a cost estimate based on the final schematic design. Jerry Hagen added that the last schematic design was presented in mid-December, and additional changes were incorporated based on comments and input by staff. This design was then given to Krause-Anderson to put together a pricing estimate to see how the projected cost meets the budget.
2. Budget Presentation
Ken Francois, Krause-Anderson, referred to two handouts [Attachments 2 & 3] that list budget items, breakout areas, and possible alternates. Using projections on an overhead screen, Francois first showed a blueprint for the entire site and explained where seeding, utilities, and different types of asphalt pavement would be situated. A small retention pond is planned for the front of the building, which would be seeded with native plants. The large retention area to the south of the building will be surrounded by rip rap on the top edge and sloped areas to avoid erosion. Native plant seed had been considered, but the cost estimate was very high and the City of Buffalo is being consulted as to the acceptability of rip rap. a concrete apron is planned in front of each door, 10 feet out, and along all the vehicle services area, the car wash bay, and along the back of the building.. These will be seven inches thick. The slab on grade will be six inches in all areas but the office area, which will be four inches. There will also be other miscellaneous concrete around the building, and bushes, trees, and other miscellaneous plantings. Curb and gutter will be put around the front area and around the parking lot. Site utilities are around the building and the retention pond is at the lowest point on the property. The retention pond will be equipped to handle a major flood event that would be caused by a 100-year rain back to back with another 100-year rain after the ground is saturated. The underlying soils (gravel) will be able to handle this amount of water, but if it backed up, water would first go to the front infiltration area and then back up into the ditches. In all the years that the Highway Department has been located at this site (since 1975), there has not been any backup, and it would not be fiscally possible to plan for a larger event. If such a catastrophic event occurred, there would be a multitude of problems in addition to the flooding of the Highway building. Borrell expressed his concern about the infiltration of silt that might plug up the drainage, and Chad Lockwood, civil engineer for Loucks Associates, said that this is not a maintenance-free area and will need attention to keep the drainage area operating at an optimum level.
Francois showed the lines for storm sewer and where rain from the roof would be picked up and flow out to various catch basins, which would in turn direct the water to the large catch basin. The water lines are located on the east and south, with three hydrants on the premises. The main water service will be coming in from the east to an area by the work bays. The sanitary sewer will be connected to a line near TH 25. Dan Lind added that for just a little more cost, the pipe was designed to allow for expansion if that is ever needed. Space was also provided at the front of the building in case expansion is needed in that direction.
The building foundation will be a six-inch slab in the storage and heavy-duty work areas and a four-inch slab in the office area, with more for column pads. The exterior is getting a strip footing, and thickness of concrete will be four-foot pads for load bearing and two-and-a-half or three- foot pads for non-load bearing walls. The load bearing will be throughout the entire wall and foundation to support them. The building structure will be all precast walls resting on footings, five feet down and backfilled. They will be 28-feet high in the vehicle storage area and 33-feet high in the fleet maintenance area. The front of the office building will have both metal and brick exteriors.
Walls in the office area will extend six inches above the ceiling, while the front conference room walls will extend to the roof structure. Carpet will cover the floors in the office and tile will be the flooring in the bathrooms. The front main entry will be upgraded a bit, and kitchenette space is planned for the engineering workroom, Daleiden wanted to know what purpose the kitchenette would serve, and Hagen said that it would provide convenience to have coffee in the front area, for both the office workers and for guests when meetings are held. Break room and locker room flooring will be polished concrete.
The walls will be concrete masonry, durable but with a nice finish by the back area. There will be movable partitions in the break room, with high top counter space in the muster room and computer stations in the hall for timesheet activity. The fleet maintenance area will be concrete masonry units, with masonry walls and sealed concrete on the floor, which is different from the polished concrete. Trench drains will be running in the center of the wash bay and along the fronts of each door. Bollards will be in place by the garage doors to prevent collision with the stairs and the doors. There will be countertops in the mechanical and sign work space, with windows and a pass through window in the parts room. All exterior doors and frames will be galvanized, with only a handful of galvanized doors inside the structure. The door at the wash bay will be galvanized. In the mechanical and fleet area, there will be hollow metal doors and frames, and the front office will have hollow metal frames and wood doors, each with a large side window. Wash equipment will be kept on the mezzanine. Daleiden asked whether or not it would be wise to have the equipment up there in the event of a malfunction where an overflow could occur and cause damage below. Francois said that he would look for space elsewhere to be utilized for this purpose.
The vehicle storage area will have sealed concrete floors with concrete walls for storage and testing areas. There will be trench drains down the middle and a six-foot wall shelf for storage. There will be bollards on the door ways. The drive-through doors will measure 16 X 20 in the fleet services area and 16 X 16 in the fleet storage area. Doors in the current fleet services measure 14 X 16.
There will be an open galvanized handrail on the mezzanine, with three side walls over the mechanic’s room. there will be a walled off area for IT and record storage with drywall walls.
The proposed roof throughout, as part of the Base Bid, is a fully adhered 60 mil E.P.D.M Roofing System. There will be polyiso rigid insulation (4” min. thickness) throughout and flashing, metal coping and flashing around the entire perimeter to cap the exterior wall assemblies. The entire structure will be covered with a flat roof, in order to maintain consistency in materials and performance. The reason for the flat roof is to maintain consistency in materials and performance.
The exterior of the front office area will be steel stud structure with a brick veneer, with metal panels and high efficiency windows above the brick. Ventilation will be adequate, and there will be radiant heating around the perimeter to keep the area warm without the need for wall heating units.
A cedar slat ceiling is planned for the front entry, with everything else acoustical in the office area. There will be LED lights in the office area and high bay fluorescents in fleet and storage. LEDs keep improving over time, so they may be an efficient alternative sometime in the future for fleet and storage. Epoxy paint will be used on the ceilings and walls in the wash bay. A light colored primer is planned for the joists and deck and will not need to be repainted.
In-floor heat is planned for the wash bay, welding, and fleet maintenance areas, with a 10-foot perimeter around the office. There will perhaps be three zones to control the heating in the different spaces. Natural gas and hot water will be used for heating.
Allowances for networking and IT necessities are built into electrical allowances.
Hawkins stated that it might be possible to save some money if some of the work, such as grading and site preparation, is done by staff. A better price for asphalt might also be obtained if included in the annual overlay contract. Sawatzke said that even if money is saved, there will still be some costs associated with the work and it will have to be accounted for somewhere. Hawkins said that providing an aggregate base in-house will probably cut that number in half. If Wright County doesn’t have the proper equipment, some portions of the job could be bid out and some could be done with its own forces. Sawatzke said that it can only be subtracted out if we do it ourselves, but if hired out, the cost still needs to be included. Hawkins said that he was hoping for good prices, due to low fuel costs, with the bituminous contract. Bids will be opened on February 13, 2015 for the 2015 Overlays. It might be possible to save $200,000-$300,000 by doing some of the work in-house.
Sawatzke asked about the commission/fee that Krause-Anderson was charging and whether there would be a penalty if the schedule of 12 months stretched to 13 months. Mark Kotten, Krause-Anderson said that the fee would stay the same unless the scope of the project changes. The note “Based on $13.1M and 12 mo Schedule” will be removed.
If the schematic design is approved, this project will move to design and development and costs will be pinned down. Numbers included in today’s presentation are based on historical costs, but these could change as the project proceeds. With the exception to the site work, everything necessary to complete the facility is included in the estimated costs.
Hawkins added that it is the goal not to include irrigation for the site and to have the landscaping relatively maintenance free. He also noted that the vehicle access points to the truck traffic and storage areas would be closed off, but no fence would be around the perimeter. Upon questioning, he said that vehicles would be able to drive around the gates if they made the attempt, but gates would stop most unauthorized people from entering the secured area.
Hagen said that this part of the process is pretty much completed, and the next phase is the design development where they will work with the numbers and see if they can bring them down even further. There are some alternates included, and if the bidding comes in favorably, there might be room for additional vehicle storage, and that is included as Alternate #1. Sawatzke asked about the windows and whether or not the additional light would compensate for the heat loss. Windows leak, break and there will already be lighting in the building. This analysis is something that the Weidt Group can help determine.
After discussion about the option of replacing radiant floor heat with unit heaters and radiators, it was determined that this would not be an efficient or favorable change, and Alternate #2 was eliminated.
Elimination of Alternate #3 was discussed, which proposed 10 windows on the south wall of vehicle storage. It was decided that this might remain an alternate if the energy audit and/or study by the Weidt Group determines the windows to be beneficial from an energy standpoint.
Alternate #4 to add a patio area with a steel pergola, estimated at $125,000, seemed to be an extravagant feature that was not necessary and a feature that is not available to all county employees. Allowance for a concrete pad, poured when the foundation is poured, would be a more reasonable accommodation for employees who wish to spend breaks or lunch outside. Perhaps money could be budgeted for purchase of some outdoor table and chairs in the future.
Alternate #5 increased the thickness of the E.P.D.M. to 90 mil (from 60 mil in the Base Bid) for a roof that includes a 30-year warranty. It has a thicker membrane, and because of the warranty receives better manufacturer oversight. The warranty is prorated. Potter commented that he would like the better roof on the building from the beginning in order to get a better process.
Alternate #6 would increase the width of the overhead garage doors. Lind said that meeting with the energy group (Weidt Group) will give them a better idea of the cost savings between two-inch and three-inch overhead doors. There are a total of 19 overhead doors, 10 in fleet services, two in the wash bay, one in welding, four in storage, and two in the sign shop.
Alternate #7 allows for the upgrade to LED for light fixtures in the fleet services and vehicle storage areas. Comments were also made that motion sensors on lights are a nice feature.
Alternate #8 allows for motorized operation of the partition doors in the break rooms. There was some discussion on the necessity or desirability of having motorized partition doors in the break room, and research shows that non-motorized doors are both efficient and easy to operate, minus the likelihood that a motor will break down. They also cost about $10,000/each less than motorized. This alternate was eliminated.
Sawatzke commented that he likes the idea of alternates in order to increase the options for choosing contractors.
Hawkins said that he could like to have the Board move forward to the design/development phase now that there is a detailed cost estimate. When asked about one bidding package versus several broken out packages, Hagen said that there is usually less confusion to have just one package. However, there might be portions that could be broken out so that more local contractors would have an opportunity to submit a bid, such as for masonry and sidewalks. If the main contractor were to come back to finish up some of the smaller tasks, it might cost a premium compared to what a local contractor would charge.
Potter stated his desire to move forward with the design/development phase and asked if there were a consensus from the other commissioners. Both Husom and Daleiden indicated their desire to move forward and a consensus was reached. Borrell said that though he likes the building he wished that some of the money could have been set aside before the project moved forward, and Sawatzke did not give a statement.
Recommendation: It was the consensus of the OCOTW that the County Board give approval to move forward with the next phase of the Highway Department building project, from ‘schematic design’ to ‘design and development.’
Hagen and Lind indicated that they will schedule regular meetings for 10:30 on Wednesday mornings at the staff level and with two commissioners. Another Owners Committee of the Whole will be held at the end of the design period. There will be more detailed meetings regarding various and specific areas within the building.
(End of 1-14-15 Owners Committee Of The Whole Minutes)
Daleiden made a motion to appoint John F. Jones (Silver Creek Township) to the Board of Adjustment, seconded by Sawatzke. The term of the appointment will be 1-27-15 to 12-31-17. The motion carried 5-0.
On a motion by Sawatzke, second by Husom, all voted to schedule the following meetings to be held in the Public Works Building, Room 114:
1. Owners Committee Meeting on 2-04-15 at 10:00 A.M.
Agenda items:
A. Review Proposed Building Exterior Envelope
B. Review Proposed Mech./Elect. Systems
C. Discuss Possible Alternatives – Package Bundles for Energy Modeling
2. Owners Committee Meeting on 2-25-15 at 11:00 A.M.
Agenda items:
A. Review of entire project with all departments
B. Goal is to complete package and submit to Kraus Anderson on 2-27-15 for pricing
3. Owners Committee Of The Whole Meeting on 3-18-15 at 10:00 A.M.
Agenda items:
A. Review of the Design Development Pricing
B. Approve to Proceed to Construction Documents
Advisory Committee/Advisory Board Updates:
1. “Wright County Cares” Community Forum. Husom said the Forum on 1-22-15 at the Buffalo High School was well attended and there was great participation. Information was provided in part by a Drug Enforcement Agent, two former addicts, and a mother whose son died of a heroin overdose.
2. I-94. Potter said an I-94 Meeting was held a couple of weeks ago. A bill has been introduced for the section of I-94 from St. Michael to Albertville. Potter was before the Policy and Finance Board with Commissioner Zelle on 1-26-15 in St. Paul. Commissioner Zelle’s presentation included the St. Michael to Albertville Corridors of Commerce Project. Potter said Representative O’Neill is involved with the next phase of I-94 from Albertville to Monticello. The idea is to introduce a bill to move that forward. The goal eventually is to expand to St. Cloud. He said it is important to expand to Monticello as part of the nuclear evacuation route.
3. Greater MSP. Correspondence from Greater MSP was forwarded to the Commissioners previously by Potter. Potter thought that Duane Northagen, Executive Director of the Economic Development Partnership, will research how to more utilize the Greater MSP to help attract businesses to Wright County.
Bills Approved
Allina Hospitals & Clinics $450.00
Annandale/City of 1,430.80
Aramark Services Inc 7,410.65
Beaudry Propane Inc 3,402.00
Bureau of Crim. Apprehension 120.00
Bussmann/Anthony 124.43
CenturyLink 4,629.55
Chatham Township 788.89
Clearwater Township 748.20
COMODO CA Limited 1,214.85
Cooks Correctional 2,338.01
Databank IMX LLC 700.00
Delano/City of 8,190.20
DLT Solutions LLV 4,869.20
Ernst Gen. Construction Inc 5,557.00
Fastenal Company 187.57
Franklin Township 1,918.90
Gabriel/Cathleen 100.00
Guinn/Karen 156.23
Indianhead Specialty Co Inc 109.25
Jerrys Towing & Repair 145.00
LaPlant Demo Inc 618.49
MACA 455.00
Maple Lake/City of 1,015.00
Marco 1,229.78
Marco Inc 177.00
Menards - Buffalo 470.29
Meritide Inc 350.00
Millers Sewage Treatment Sol. 375.00
MN Counties Ins Trust 482.00
Morphotrust USA Inc 6,042.00
Office Depot 1,065.95
Pepperball Technologies LLC 562.00
Rockford Township 2,240.92
Rockford/City of 668.75
Snowplows Plus 476.00
South Haven/City of 298.60
Southside Township 721.20
St Michael/City of 6,793.00
Sterling Solutions Inc 700.00
Verizon Wireless 331.17
Voss Lighting 562.99
West Payment Center 681.33
Wildlife Science Center 803.20
Woodland Township 548.50
Wright Hennepin Electric 1,686.86
23 Payments less than $100 868.24
Final total $74, 814.00
The meeting adjourned at 10:04 A.M
Published in the Herald Journal Feb. 16, 2015.