Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
APRIL 11, 2017
The Wright County Board met in regular session at 9:00 A.M. with Husom, Vetsch, Potter, Daleiden and Borrell present.
4-04-17 COUNTY BOARD MINUTES
On a motion by Husom, second by Daleiden, all voted to approve the Minutes as presented.
AGENDA
Commissioner Vetsch extended an apology to Sunny Hesse, HR Director, for comments he made at the last Board meeting during discussions of the reorganization of the Sheriff’s Office.
The following item was petitioned to the Agenda: Item For Consid. B, “Reschedule 4-19-17 Committee Of The Whole Meeting” (Vetsch). On a motion by Vetsch, second by Daleiden, all voted to approve the Agenda as amended.
CONSENT AGENDA
Bob Hiivala, Auditor/Treasurer, requested that Consent Item D1 be modified to read, “Approve Claims as Listed in the Abstract, Subject to Audit, for a Total of $246,458.75 with 106 Vendors and 213 Transactions.” Potter moved to approve the Consent Agenda with the requested change, seconded by Husom. The motion carried 5-0:
A. ADMINISTRATION
1. Refer To 4-26-17 Personnel Committee Revision To The Current Process For Filling Budgeted Vacancies
B. ADMINISTRATION
1. Refer To 4-26-17 Personnel Committee Request To Implement Wright County Wellness Day Program
C. COUNTY ATTORNEY
1. Authorize Junk Abatement Litigation on PID 203-011-001160, 413 Coburn Avenue N.W., Chatham Township
D. AUDITOR/TREASURER
1. Approve Claims as Listed in the Abstract, Subject to Audit, for a Total of $246,458.75 with 106 Vendors and 213 Transactions
TIMED AGENDA ITEMS
BRIAN ASLESON, CHIEF DEPUTY ATTORNEY
Approve Of Retaining Clay Dodd To Perform Appraisals For Purposes Of Tax Court
The proposal includes six appraisals reports with an effective date of 1-02-14 of the following eight parcels:
R107-500-132404
R107-064-001010
R107-500-132101
R107-042-000010
R107-042-002010
R107-042-002011
R107-042-003011
R107-064-001020
Phase 1 involves an on-site inspection of the six properties and the surrounding neighborhood at a cost of $175 per hour, not to exceed $14,000, to be completed by 5-05-17. Phase 2 involves full appraisals of the properties and communicating those appraisals in detailed, tax court-ready written reports. The final written reports would be completed on 7-03-17. If all appraisals require a final appraisal and court ready written report, the total fee would be $51,500 to include the Phase 1 costs. If Phase 2 require fewer than six properties, the total fee will be reduced by $4,500 for each property removed. Any time spent after completion of the appraisals shall be billed at $175 per hour for meetings and pre-trial preparation, and $275 per hour for time in the courtroom. Asleson stated there is a site visit planned for 4-14-17 to meet with the petitioners and their attorneys. He said many cases settle without the full appraisal actually being completed.
Daleiden moved to approve retaining Clay Dodd to perform the appraisals as outlined, seconded by Vetsch. The motion carried 5-0.
CAPT. PAT O’MALLEY, SHERIFF’S OFFICE-JAIL DIVISION
Authorize Signatures On FY18/19 STS Contract
O’Malley presented for approval the Contract for 2018-2019, which includes a contract increase of 6% each year to catch up with employee and benefit costs for crew leaders. For the period of July 1st through June 30th, the costs will be $63,881 for 2018 and $67,714 for 2019. For the period of 2011 to 2017, there was an approximate 7% increase in cost. The State has required a 0% increase over the last several years.
This past year there was a decline in the number of hours worked, and they are looking into how they can place more people on the crew. Figures from 2016 equate to about $13/hour. The Program formerly allowed for time off from the sentence for those serving on the crew. It was changed to where earnings are applied toward fines, restitution, and bills. Those serving are hopefully coming out of Jail with their commitments paid.
O’Malley said that three quarters of the work performed must be within Wright County. The remaining relates to work for the DNR, and that could include Wright County as well.
Daleiden moved to authorize signatures on the FY18/19 STS Contract. The motion was seconded by Husom and carried 5-0.
BOB HIIVALA, AUDITOR/TREASURER
Approve 1 Day to 4 Day Temporary On Sale Liquor License for the Church of St. Mary of Czestochowa
On a motion by Husom, second by Potter, all moved to approve the License.
Approve 3-22-17 Ditch Committee Minutes Daleiden moved to approve the Minutes and recommendations, seconded by Potter. Borrell would like stump treatment to be included in future contracts. Potter stated that they are trying to get Burlington Railroad to spray for noxious weeds prior to their current schedule of July. By that time, they are viable seeds. The motion carried 5-0. The Minutes follow:
A. WEED SPRAYING/MAINTENANCE BID
B. DITCH 10
C. RINKE-NOONEN UPDATE
Weed Spraying: Kryzer stated the use of pesticides is an important aspect of the maintenance of vegetative strips along drainage systems to prevent future costly ditch clean outs and protect the downstream environment. After speaking with the Highway Department, it was indicated that their department would not have the man power, equipment or experience to take on the task of weed spraying on County Drainage Systems. Steve Meyer, WC Highway Department, was able to obtain a bid from Central Applicators out of Foley for drainage ditch spraying. Several neighboring counties utilize Central Applicators also. The company has mowers or saws that can go down into the ditch systems to get smaller trees and brush. Hiivala asked about sentence to serve helping with the ditch spraying, but Kryzer said any application of pesticide to a public drainage system must be performed by a person certified by the Minnesota Department of Agriculture. This applies to contracted pesticide applicators and applicators who are employed by the drainage authority.
Young said he had completed a survey of all county ditches for areas that were clean enough to travel with a 4 wheeler and do herbicide application. County Ditch 3, 30, 31, and few others would be a good place to start drainage ditch spraying. Daleiden asked about County Ditch 10, and Young felt that a majority of landowners on County Ditch 10 were doing an excellent job of maintaining the ditch themselves. Young mentioned that he had worked with Edmonson to develop documents for bids, notifications to landowners, and an Opt out of Spraying Program. The landowner would have the option to remove all trees and brush in the ditch right-of-way at their own expense. If upon inspection, the removal of the trees and brush is satisfactory, that portion of the ditch would be removed from the spraying area. If the tree and brush removal is not satisfactory, the Drainage Authority may order chemical spray to be applied and that landowner would be directly charged. Daleiden felt that a current spraying program would need to be in place in order to charge those not in compliance. Moving forward today, it is just not herbicide but brush and tree removal on a majority of our drainage systems.
Ideally if we could maintain and spray 1/3 of open ditches a year, but that would be once a spraying program was in place. Vetsch added that the best option currently seems to be to pick four open ditches that the vendor can safely travel and complete the process on those first. Young felt that there would be areas on some of the open ditches that were travelable, but that the vendor might have to do a patch work approach when they came across areas that couldn’t be treated due to tree growth.
Daleiden stated that we need to move forward with this process. Vetsch brought up the concern of areas on systems, where if the weeds were treated it might create washouts, which would then involve reseeding then to prevent future washouts. Young stated that he could complete a list of open ditches he felt the vendor would have access to and define areas that may be of concern as far as washouts and then get that list and plan for the process back to the Drainage Authority.
Kryzer recommended to have the full board approve the spraying contract and have Young provide direction as to which ditches and areas can be treated. Maybe put the item on the agenda for approval at a board meeting mid-April, to give Young time to complete the list of ditches and plan for the process.
Hiivala thought that it may be worth considering a full time employee of the County in the future. Right now there is no one person to address all the issues on our drainage systems. Young would still be our Ditch Inspector but he would have one person he could work with to address future repairs, maintenance, authorizations for work, preparing bid documents, permits, working with viewers and so on. The person might be full time during parts of the year and part time other parts of the year for drainage issues. Therefore, it would make sense to maybe have the employee part of the Parks Department or Highway, where there would be additional duties to keep them on full time year around. Daleiden suggested that the request and job description be added to the 2018 Personnel budget by Hiivala for approval.
County Ditch 10: Kryzer stated that ISG, Wenck Associates, and Houston Engineering supplied bids to SWCD for repairs and drainage management, along with water quality improvement practices on County Ditch 10. The Drainage Authority would be the ones picking the firm. Andrew Grean pointed out that the Wenck bid did have some addition errors on it. Line items were eliminated in the total bid and it should actually be $33,363 instead of the $31,893 Wenck listed.
Luke Johnson explained that the SWCD District Board had passed a motion to fund a study with the CD 10 for a number of reasons including better drainage, flood control and water quality. The District Board set aside $20,000 for this process for a fifty/fifty split on costs. Daleiden and Vetsch along with staff felt ISG furnished the best bid and price for the study.
Young had some concerns as to the outcome of the study addressing the issue of how do you make improvements to a system that is not working as built. Young thought that there were questions from his perspective as Ditch Inspector that should be addressed in the study. Johnson pointed out that we would certainly want an initial meeting with ISG where Young’s questions could be addressed. Also the ditch committee wanted clarification from ISG that the study will not exceed the bid amount. Grean pointed out that no one seems to know what is impeding the ditch flow and that the study will tell us this. Traditional repairs will be included also in the study.
Daleiden brought up the fact that Wenck Enterprises had completed a hydraulic study on County Ditch 10 in 2012. If we have the results of that study would it impact the dollar amount ISG would charge? Edmonson confirmed that the results of the study were on drainageDB and that there were also construction drawings from April of 2013 from Wenck. Edmonson will make sure SWCD has copies of the study and drawings to evaluate what would impact the amount of ISG’s bid. It was decided that SWCD, Mike Young and Kryzer would have an initial meeting with ISG to address the concerns. Kryzer also recommended that the full board approve the contract from ISG with SWCD paying half and the board approving the county to pay the other half because of water quality, after the meeting with ISG occurs. Asleson confirmed that according to Statue 103E.011 sub. 5 the county may use funds from other services for water improvement. Hiivala reminded the committee that they will need to address the fund balance in the General Ditch Fund.
Rinke-Noonan update: Hiivala stated that at the Drainage and Wetland Conference held in February, one of the topics discussed was “Public Drainage System Best Management Practices (BMPs). Using this approach in the future again confirms consideration for a full time Coordinator position with the County to manage drainage systems. Essentially the Ditch Inspector would report to this person. Edmonson was hired as an Administrator of ditch records, but we actually need one person for the Ditch Inspector to work with on projects, repairs, maintenance, BMPs, inventories and such who can also be in the field helping with inspections, and fielding benefitted landowner issues or complaints. It was decided that it was worth addressing with the Personnel Committee for the 2018 budget.
Recommendations:
1. Approve Bid with Central Applicators for Weed Spraying and Cleaning for Wright County Ditches.
2. Approve Bid with ISG for a Multi-Purpose Drainage Management Report for CD 10. (Approval is subject to further staff recommendations after meeting with ISG.)
3. Refer to Personnel Committee the concept of creating a Drainage Coordinator position and invite the Highway Department and Parks Department to the committee meeting to discuss possible shared duties for the position.
(End of 3-22-17 Ditch Committee Minutes)
Approve Feasibility Study for County Ditch 10 Outlet
Approve Proposal from ISG for a Multi-Purpose Drainage Management Report on County Ditch 10 Coordinated by SWCD. Bids from Wenck, ISG and HEI were received.
Luke Johnson, SWCD, said the feasibility study for Ditch 10 is to address drainage concerns and the potential for improvement to the outlet of CD 10 downstream of Lake Emma. Bids were solicited on the entire system and three were received. The recommendation is proceed with ISG at a cost of $4,500 for the Feasibility Report. Johnson said the consensus is that the outlet is an important aspect of the study. Daleiden said the idea is to improve the water quality and eliminate flooding for Lake Ann. He referenced a study previously completed by Wenck & Associates. Johnson said that study looked at the effects on Lake Ann if Ditch 10 were cleaned. That is a slightly different type of study and does not look at the entire system with storage and water quality.
Johnson said the SWCD will partner with the County on the following costs:
- Ditch Repair and Multi-Purpose Drainage Management for Ditch 10 - $39,500
- Feasibility Study for Ditch 10 - $4,500
Johnson stated the SWCD Board authorized 50% partnership with the County up to $22,000. Borrell said the additional $4,500 relates to the area from Lake Emma north to 70th Street.
Greg Kryzer, Assistant County Attorney, stated there are two proposals. One is the Drainage Management Study for the current layout and jurisdiction of CD 10 at a cost of $39,500. The other relates to the Feasibility Study for $4,500 to determine whether it is worth the time to look at the outlet from Lake Emma up, and whether to petition the additional mile into the CD 10 system. ISG is not completing a full, best management practices on the outlet. Daleiden said by doing this, there is the possibility of grants through the DNR and BWSR.
Kryzer said that since SWCD handled the bid process, he would recommend the County allocate funding to the SWCD and SWCD can enter into the contracts with ISG. The contracts do not have to go through the ditch authority as it does not involve ditch authority funding. The funding source for the 50% match will be the General Ditch fund. Hiivala plans to schedule time with the Board for discussion on use of General Ditch funds.
Potter moved to accept the Feasibility Study and the Multi-Purpose Management Drainage Report with ISG and to provide 50% funding to the SWCD for this purpose. The motion was seconded by Daleiden. Borrell views this as a pilot project. Drainage, environment and water quality issues can be reviewed at the same time. Vetsch asked whether part of the reason for the study is to attain grant funding. Johnson stated it will definitely aid in receiving grant funding. They will try to obtain the information this year so they can write a grant, but it may be next year before the grants are submitted. The motion carried 5-0.
ITEMS FOR CONSIDERATION
SCHEDULE COMMITTEE OF THE WHOLE MEETING RE: SELECTION OF CONSTRUCTION MANAGEMENT FIRM FOR COURTS FACILITY
Potter moved to schedule a Committee Of The Whole Meeting for 4-18-17 at 8:00 A.M. to discuss selection of a Construction Management Firm for the Courts Facility. The motion was seconded by Husom and carried 5-0.
RESCHEDULE 4-19-17 COMMITTEE OF THE WHOLE MEETING
Vetsch referenced the 3-28-17 Committee Of The Whole (COTW) Meeting regarding Strategic Planning. The recommendation was to schedule another COTW Meeting for 4-19-17 at 10:45 A.M. Vetsch suggested the Board look at rescheduling the Meeting to a date when Board members are at the Government Center.
Potter moved to reschedule the COTW Meeting RE: Strategic Planning to 4-24-17 at 11:00 A.M. and to cancel the 4-19-17 COTW Meeting. The motion was seconded by Husom and carried 5-0.
ADVISORY COMMITTEE / ADVISORY BOARD UPDATES
1. Extension Committee. Potter and Borrell serve on the Committee. The Extension Office recently moved to the Public Works location. This has been viewed as a positive move and the synergy between Extension and the Parks Department is working out well. There are projects planned that will enhance the quality of life for residents.
2. Township Officers Meeting. Husom said the Meeting was held at the Highway Building on 4-06-17 and included a tour of the building.
3. Heritage Center. Husom said a WWI Exhibit is opening at the Heritage Center. A program will be held at 7:00 PM on 4-11-17.
4. Bertram Beach House. Borrell met on the design of the beach house, which is a joint project with the YMCA. A design/build is being completed with the architect and contractor. Two designs are being reviewed. The YMCA will fund 1/3 of the cost.
5. Bertram Advisory Committee. Vetsch attended a meeting on 4-07-17. The Advisory Board was presented plans for the picnic shelter and bids from a variety of contractors. Recommendation is to use Mike Mutterer Construction (low bid). The landscaping plans and bids were reviewed. The Board suggested rebid of the landscaping with cement pathways separate from the landscaping. There was also discussion of defining roles and responsibilities, authority and reporting of advisory council, parks commissions, Friends of Bertram, and staff and elected Boards.
Bills Approved
Amer. Legal Publishing Corp $2,296.00
American Tower Corporation 12,841.01
Bravinder/Dan 332.00
Buffalo/City of 65,334.33
Burdas Towing 210.00
Bureau of Criminal Apprehension 120.00
Center Point Energy 442.71
Centra Sota Coop. - Buffalo 16,032.84
Climate Air 653.11
Cottens Buffalo 371.51
Cottens Inc 2,342.02
Crow River Signs 2,600.00
Dell Marketing LP 878.92
Department of Public Safety 8,310.00
ECM Publishers Inc 110.76
Election Systems & Software Inc 3,258.09
Emergency Automotive Tech Inc 12,394.00
Felger/Kenneth 308.50
Grainger 728.99
Green Interiors 450.00
Herald Journal Publishing Inc 441.32
Herc-U-Lift 164.17
Hillyard Inc - Minneapolis 1,355.40
Holiday Companies 627.00
Howard/Jolanta 500.00
Laplant Demo Inc 550.83
MACATFO 110.00
MailFinance 2,466.27
Marco 106.90
Minnesota Monitoring Inc 301.00
Mol/Daniel 471.00
Monticello Towing LLC 200.00
Mulcahy Nickolaus LLC 10,490.20
Office Depot 1,157.36
Pakor Inc 201.06
Pederson/David 260.00
Pickard/Greg 511.00
Powerplan OIB 236.00
Prairie Restorations Inc 3,880.00
Prima 385.00
Prinsco Inc 3,578.40
Regents of the University of MN 41,480.91
Rons Appraisal Service 4,687.39
Royal Tire Inc 5,127.30
Rutland Law PLLC 300.00
Ryan Chevrolet 1,140.68
SHI International Corp 315.00
Smart Horizons 145.00
T & S Trucking 10,982.00
Thompson/Janet A 240.00
Total Printing 115.00
Translanguages LLC 321.36
U of MN Extension 201.37
US Mail Supply, Inc 847.29
Veolia ES Technical Solutions LLC 12,288.84
Waste Management of WI-MN 3,835.98
Wright County Ag Society 680.00
Wright County Auditor Treasurer 2,090.00
Wright Hennepin Electric 175.25
WSB & Associates Inc 540.00
Xcel Energy 156.19
Zarnoth Brush Works Inc 592.00
Zep Sales & Services 293.36
38 Payments less than $100 1,896.13
Final total $246,458.75
The meeting adjourned at 9:58 a.m.
Published in the Herald Journal May 1, 2017.