Wright County Board Minutes

MARCH 5, 2019
The Wright County Board met in regular session at 9:00 A.M. with Vetsch, Daleiden, Potter and Borrell present. Commissioner Husom was absent.
The following change was made to the minutes: Page 12, 4th paragraph, first sentence should read, “Borrell said he can’t support the WRIP without DNR support or some other funding source” (Borrell). Potter moved to approve the minutes as revised. The motion was seconded by Daleiden and carried 4-0.
Potter moved to approve the Agenda. The motion was seconded by Daleiden and carried 4-0.
Daleiden requested removal of Consent Item E1 for discussion, “Approve Schedule B - Service Amendment To Master License Agreement With Trimin For Scanning Project In The Estimated Amount Of $480,042, For The Period Of March 25th, 2019 Through April 15th, 2019. Funding Source Recorder’s Technology Fund & Included In Wright County Recorder’s Capital Improvement Plan.”
Daleiden moved to approve the remainder of the Consent Agenda with the removal of Item E1. The motion was seconded by Potter and carried 4-0:
1. Schedule A Finance/CIP Committee Meeting On March 13, 2019 With The Following Agenda Items: A. CIP Amendments B. Budget Carry Forwards
1. Approve Charitable Gambling Application, Form LG220, United Doberman Rescue & Canine Castaways Of MN, Gambling Premises: Ruffin Inn Pet Lodge & Ranch, 4375 St. Hwy. 55 SE, Buffalo MN 55313 (Rockford Twp.), Dates Of Activities: March 15, 2019 - October 5, 2019
1. Acknowledge Warrants Issued Between February 20, 2019 And February 26, 2019
1. Refer To 3-13-19 Personnel Committee Meeting:
A. Request To Temporarily Extend Part-Time Staffing Hours For Social Worker VanBeusekom From 20 To 32 Hours Per Week Through May 17, 2019
Consent Item E1, Approve Schedule B - Service Amendment To Master License Agreement With Trimin For Scanning Project In The Estimated Amount Of $480,042, For The Period Of March 25th, 2019 Through April 15th, 2019. Funding Source Recorder’s Technology Fund & Included In Wright County Recorder’s Capital Improvement Plan.
Tanya West, Recorder, said the request is for approval of Schedule B, the Service Amendment to the Master License Agreement, with Trimin Systems for contracted scanning services. Stage 1 is scheduled for 3-25-19 through 4-15-19 for the capture and pilot (scanning) portion of the project at an estimated cost of $480,042. The project includes scan of historical records from 1855 forward. The records are currently in a non-climate-controlled environment. The scanning will also include vital statistic records since the time that function was moved to the Recorder’s Office. The historical scanning project is included in the Recorder’s Capital Improvement Plan and funds were allocated in 2018-2019 for the scanning portion of the project. A portion of every recorded document goes to the fund.
West stated the vendor will be onsite 24/7 for 2-3 weeks. The Sheriff’s Office has been contracted to be onsite after business hours. Once the records have been scanned, they will be searchable.
Phase I will take about one year and includes enhanced images, cropping, and working with documents that are not legible or water damaged. The next stage will include indexing. Final verification will be completed by Recorder’s staff. The Recorder’s Office has indexed back to the early 1970’s.
Daleiden moved to approve Schedule B of the Service Amendment to the Master License Agreement with Trimin at an estimated cost of $480,042 for the period of 3-25-19 through 4-15-19. The motion was seconded by Potter and carried 4-0.
Approve Wright County Tax Forfeit Land Resolution
Hiivala presented a resolution that recommends the MN Commissioner of Revenue convey to the County a tax forfeit parcel, PID #213-024-000010 Outlot A, Riverside Acres, for the creation or preservation of wetlands and for storm water drainage purposes.
Daleiden moved to adopt Resolution #19-25. The motion was seconded by Borrell and carried 4-0 on a roll call vote.
Approve Application Of Laestadian Lutheran Church For Large Group Assembly July 4-7, 2019
The Laestadian Lutheran Church applied for a Large Group Assembly Permit for July 4-7, 2019. The proper fees have been submitted.
Brian Asleson, Chief Deputy Attorney, said the assembly will be held in Monticello Township on property owned by the Church along CSAH 39. There are several outstanding items such as traffic signage that will be coordinated with the Highway Department.
Borrell moved to approve the application. The motion was seconded by Daleiden and carried 4-0.
Schedule A 911 Committee Meeting With The Following Agenda Items:
A. CAD-To-CAD Project
B. Great River Energy Plant Tower Decommissioning
C. Fire Paging
D. Siren Paging
E. 911 Hardware Refresh
Borrell moved to schedule a 911 Committee Meeting on 3-21-19 at 11:00 A.M. The motion was seconded by Daleiden and carried 4-0.
Approve Out Of State Travel Request For Alek Halverson, GIS Coordinator, To Attend The 2019 ESRI User Conference In San Diego, CA From July 8-12, 2019
Jobe explained this is a budgeted expenditure and will provide valuable information.
Potter moved to authorize out of state travel for Alek Halverson to attend the 2019 ESRI User Conference in San Diego, CA from July 8-12, 2019. The motion was seconded by Daleiden and carried 4-0.
Approve Resolution Of Final Acceptance For The Intersection Conflict Warning Systems (Highway intersections 39/111; 117/37; 117/35 & 117/113; Contract No. 1710, SP 086-070-015 And Authorize Final Payment To Design Electric, Inc. Of Saint Cloud, MN In The Amount Of $18,628.20
The final value of the work is $343,379.90. Funding sources are a combination of Highway Safety Improvement Program grant funds and Local Levy funds.
Potter moved to adopt Resolution #19-26. The motion was seconded by Daleiden and carried 4-0 on a roll call vote.
Approve Resolution Of Final Acceptance For The 2018 Street Lighting Program (Highway Intersections At 139/17 & 75/Grover), Contract No. 1805, SP 086-070-016 And Authorize Final Payment To Design Electric, Inc. Of Saint Cloud, MN In The Amount Of $3,081.74
The final value of work certified is $36,777.00. Funding sources are a combination of Highway Safety Improvement Program grant funds and Local Levy funds.
Daleiden moved to adopt Resolution #19-27. The motion was seconded by Potter and carried 4-0 on a roll call vote.
Borrell said that the Fair Board needs equipment (i.e., tractor and skid loader). He requested that the Highway and Parks Departments look at inventory up for replacement to determine whether any equipment would be available for the Fair Board. Marc Mattice, Parks Administrator, stated the tractors in inventory are not up for replacement and skid steers are leased. Hawkins and Mattice will check inventory.
Award Contract And Authorize The Parks and Recreation Director To Develop A Contract For Project #780-332-19; Montissippi Park Trail Restoration Project
Bids were received on 2-20-19, and the low bid including alternates is from Mid-Minnesota Hot Mix for $205,530.20 ($30,530.20 over budget). The state funding portion of the project is $87,500. Mattice said the deficit could be made up with potentially not proceeding with other budgeted items. This would include $15,000 from the Site Improvement Line Item for pavement management and crack sealing. A savings of $12,000 may be realized in another project coming in under budget. Savings may be realized in other projects as well. Vetsch does not want to set precedence of blending other funding sources with Capital Improvement Plan funds for projects.
Discussion followed on the potential of awarding the base bid and re-bidding the alternate for concrete work to potentially realize a cost savings. Borrell moved to accept the low bid from Omann Contracting in the amount of $188,355.35 for the base bid and to rebid for the cement portion. The motion was seconded by Potter. After discussion on how to proceed if the Mid Minnesota Hot Mix concrete bid proves to be a better way to proceed, Borrell and Potter withdrew their motion to award the bid.
Daleiden moved to lay this item over for two weeks. The motion was seconded by Borrell and carried 4-0.
At today’s County Board Meeting, Potter moved to approve the Owners Committee minutes and recommendations. The motion was seconded by Daleiden and carried 4-0. The committee minutes follow:
I. Justice Center Updates
Paulsen walked through the short term shedule and operations. The curtain wall windows on the west face are being installed and should be in place within a week. The air handling units are planned for delivery the first week or two of March, so concrete pads will be poured in advance of their arrival. The roof install has been delayed by the regular snows and below normal temps with work approximately 4 weeks behind as a result. Level 1 is mostly all framed and plumbing is at approximatley 90% with electrical at roughly 50%. Level 2 framing will be completed by the end of the week with rough-ins and hydronic piping currently being installed. The level 3 raised floor area was poured last week and went well. There is a lot of water dripping from the roof deck, so further progress on other level 3 work is delayed until the roof can be installed. There was discussion about level 0 with reference to the path for generator and fiber conduit to the new GC. Likely the stubs will be near the existing penetrations on the west wall, however more discussion and planning is needed.
The project budget was overviewed by Currie, noting the contingency balance is currently at $1,799,752.97 after total projet change orders of $259,225.41 to date. He stated the project is overall slighly behind schedule, mostly due to the snow and extreme cold temps delaying some portions.
Filippi spoke about a plan to finalize the security electronics package with Todd Peterson the week of 2/25 and there is a meeting scheduled to walk the site with Cornerstone on Friday, March 1. They will be flying in from San Antonio to review the project and systems tie-in with the Jail.
Currie spoke about the dock lift and the bids that were received for the originally spec’d equipment. There was a request to proceed with the low bid of $23,720 and to continue with the pit layout to allow for proper power and hydraulic routing. Wilczek stated he has reviewed the bids and approves to move forward pending board approval of the recommendation as the amount exceeds his approval level and there are no members of the board present.
Enright stated that BKV will be writing a letter to address PR16 plumbing vent changes as they are in disagreement with Weidner. Once the letter is delivered, Filippi stated he will review with Weidner and work to reduce the proposed change cost. Enright also stated that IT wire management pricing should be completed and approved very shortly. Nelson and Enright are discussing the product.
RECOMMENDATIONS: Approve the loading dock lift low bidder at $23,720. Next meeting 3/20/19 @ 1:00 pm.
Owners Committee Minutes Submitted by: Alan Wilczek, Facilities Services Director
(End of 2-20-19 Owners Committee Minutes)
At today’s County Board Meeting, Daleiden moved to approve the minutes and the drawings. The motion was seconded by Borrell. Potter referenced the Sheriff’s Office Range Project. He said there is misinformation circulating in the public on the cost and use of the tactical training center. The building will also include space for training, an Emergency Operations Center, backup for 911, and a backup data center. The FBI (Federal Bureau of Investigation) is also contributing $2.2 million toward the project. He said the public should review the information posted on the website about the building. The motion carried 4-0. The COTW Minutes follow:
I. Design Development For New Government Center
Bruce Schwartzman, BKV Group (BKV), said the process is still in the design development stage. Today’s goals are to confirm floor plans and discuss interior details and materials. Anthony Enright, BKV Group, said design development concludes at the end of February. BKV will then work with Contegrity Group on updated cost estimates. BKV will confirm the budget and project progress at a Committee Of The Whole meeting in mid-March.
The following PowerPoint presentations were shown during this meeting (see attachments):
1. Government Center Civil Drawings
2. Government Center Landscape Presentation
3. Tactical Training Facility Drawings
4. Government Center Floor Plans
5. Government Center Interior Design Presentation
Enright referenced the first presentation, starting with site layout and landscape design.
Roshaan Grieme, Wenck, reviewed the site plan, land elevations, drainage, sanitary service, and utility infrastructure.
Brady Halvorson, BKV Group, described the landscape plan. The goal is to create a warm, inviting, and friendly environment for pedestrians. The monument sign at the main entrance will be enlarged to 16 feet tall by 14 feet long. Borrell asked about an electronic sign. Schwartzman said the consensus from previous meetings was not to use an electronic sign, but they will revisit that option.
Halverson explained tree and shrub plantings, soil composition, plazas in front of the Justice Center and the new Government Center building, and the area designated as a potential Veterans Memorial. Schwartzman suggested that the County Board form an advisory group for the Veterans Memorial and potentially involve a local art group or designer to work on the project with local perspective in mind. Halverson said they can put a placeholder of granite chips if desired to hold a space for the memorial on the site. Conduit will be needed for lighting at the prospective memorial site.
Enright said after meeting with Departments, changes were made to each floor plan. Incremental changes were made to the Lower Level. Enright said discussions about Level One centered on the Board Room. A wall between the Board Room and the closest adjacent conference room was moved back to create more space in the Board Room. Fixtures were added to the restrooms adjacent to the Board Room. Other changes on this floor included modifications to the License Bureau area.
Enright said changes to Level Two involved decisions about office and team locations. Level Three changes involved mechanical, structural and electrical coordination. Other changes include reconfiguring the location of interview, conference, and testing rooms off the reception area of the Administration Department. Other plans haven’t changed from the basic layout.
Discussion continued regarding expansion potential. Enright said there are options on both the west and east sides of the building and the third floor. Vetsch said approximately 40,000 to 50,000 square feet could be added to the building.
Margaret Lafferty, BKV Group, discussed interior designs and materials. BKV took cues from the building exterior and landscaping for the interior. Colors and patterns will be repeated on some interior concepts. Lafferty went through floor and ceiling plans for each level. Floor materials include terrazzo, resilient (vinyl), polished concrete, tile for restrooms, and carpet tiles. Discussion continued regarding floor materials for various areas. It was noted by Lafferty that many of the finish materials are carried over from the Justice Center to allow for consistency in attic stock and maintenance for the facilities team.
Enright said some Departments talked about screening part of their public counters to create areas for privacy. He presented three options: wood slats, opaque glass panels, and metal frames with alternating closed-in panels.
Lafferty showed interior images of the prospective new building, starting with the lobby and the Board Room. There was discussion about the need for a lobby reception desk, and if so, whether to attach it to the floor or create options for its removal that wouldn’t damage the terrazzo. Regarding Department counters, Enright said the wood trim around each Department counter created a “picture frame” effect. Signage options were discussed.
Enright said a tour of area Board Rooms is scheduled for 3-15-19 at 11:00 A.M. They will tour Anoka County, the City of Fridley, and Tierney Brothers.
Recommendation: 1) Authorize attendance at Board Room Tours on 3-15-19 at 11:00 AM with BKV Group representatives; and 2) Schedule Committee Of The Whole Meeting on 3-19-19 at 1:00 P.M. regarding design updates and cost estimates for the proposed new Government Center.
II. Sheriff’s Office Range Project
Schwartzman provided a brief overview of the Tactical Training Center (TTC). He referenced the PowerPoint presentation titled “Tactical Training Facility Center.” An indoor firing range was planned, as well as an enclosed mechanical penthouse unit for maintenance, and a second-floor tactical training room. BKV will meet with the FBI and County representatives this week. Schwartzman said they will have the design and cost estimates for the Board by mid-March.
Enright said the design includes a rifle range, two standard pistol ranges, and a primitive range. Schwartzman added that the outdoor ranges are a requirement of the Memorandum Of Understanding (MOU) with the FBI. He said the TTC would play an essential role in training operations, but also would serve as a critical backup facility for the County. The current plan includes an indoor firing range and a storage area with room to park two vehicles.
Discussion continued regarding whether the second-floor situational training space should be built, and whether there is a need for an indoor firing range, especially since it may be used approximately three days per week. Schwartzman said the facility is designed in a utilitarian fashion and not for public use. He estimated the cost would decrease by about $700,000 if the range was only constructed as a shell and not finished and complete with equipment. Enright said removing the indoor range completely would save about $1 million. Sean Deringer, County Sheriff, asked whether anyone would want to train and shoot outside in below-zero weather. He said the facility will fill 100 percent of their needs for training versus renting space from several local venues, which they have done for two decades. Off-site training requires multiple staff and travel back and forth with equipment. Borrell said there is a need for the indoor range. It will remove noise and gunfire in the area. Deringer said the second-floor training space will accommodate active shooter training. Captain Todd Hoffman said it is hard to find venues in the area that will allow simunition training, where they use plastic or rubber projectiles as part of the training. Regarding the outdoor ranges, Deringer said they must be diligent about removing rocks from the berms, as bullets can ricochet off them and cause injury. He said rubber bullet traps are worth the cost of $250,000 from a risk management standpoint.
Commissioner Michael Potter said the Tactical Training Center also serves as a backup data center and Emergency Operations Center (EOC) for the County, in addition to housing offices for the FBI and the Sheriff’s Office. He favored an indoor range. Deringer said the County will have a front row seat to world class trainers coming in for the FBI. The FBI included up to 130 days of use for the building in the MOU.
Husom said she would like to see the numbers regarding the cost of the building project. She thought the second floor made sense. Schwartzman said they will look for cost efficiencies. Wilczek said he did not envision needing to hire an additional full-time custodian for this building, and it would become a part of the rounds currently done for the outlying highway shops.
Discussion continued regarding precast concrete as the most durable exterior material. Schwartzman said FEMA requires a substantial building that resists storms for EOC locations.
Recommendation: Informational only.
COTW Minutes submitted by Deb Schreiner, Administrative Specialist.
(End of 2-25-19 COTW Minutes)
At today’s County Board Meeting, Borrell moved to approve the committee minutes. The motion was seconded by Potter and carried 4-0. The committee minutes follow:
I. Building Projects Discussion With Health & Human Services
County Board Chair Darek Vetsch showed a PowerPoint presentation titled “Government Center Future” (see attached), which was also shown at the 2-20-19 Committee Of The Whole meeting. He thanked Health & Human Services (HHS) staff for attending this meeting, and said he welcomed their input on this topic as employees and citizens of the County.
Vetsch said the County Board will decide soon regarding what to do with the current Government Center in downtown Buffalo. He discussed the four options as outlined in the presentation. He was recently approached by citizens who inquired about the cost to build an HHS building instead of a new Government Center (GC) at the Braddock Avenue North campus.
Vetsch reviewed the various options under consideration:
• Option A would cost from $20 million to $25 million to remodel the current GC building and expand its life expectancy by only 7 to 15 years.
• Option B would make minimal repairs to the current GC and keep HHS staff at the current building at 1004 Commercial Drive in Buffalo at a cost of between $500,000 to $7 million. Some Departments and all Court Administration staff would vacate the current GC and move to the new Justice Center when it is completed. Vetsch said this option is also a short-term fix.
• Option C involves constructing a new Government Center building that would house all Departments and HHS (except for Departments relocating to the new Justice Center) for between $49 million to $53 million.
• Option D involves constructing a new HHS building on the site proposed for the new GC at an estimated cost of $31 million. The current GC would remain as is, with the third and fourth floors and Court Administration areas vacant.
Commissioner Christine Husom said the disadvantage of an HHS-only building is that there is no room for a future GC on that campus. Vetsch added that it also doesn’t cover the cost to upgrade the current GC. That expense would be in addition to the $31 million to construct a new HHS facility.
Vetsch reviewed the site layout and floor plans for the proposed new GC building. Goodrum-Schwartz explained the second-floor plan in detail, as well as storage and family visitation areas in the lower level.
Vetsch said if the Monticello Nuclear Generating Plant closed in 2030, the County would have slightly less than $4 million in bond debt that would fall off. Vetsch said that would absorb about 80 to 90 percent of the revenue lost from the nuclear plant. The County will be in a good financial position regardless of whether the plant closes or not. Vetsch said no matter which of the four options is chosen, the County budget accounts for 80 to 100 percent of the cost. The new GC building may have a small additional amount levied, depending on the cost of the Compensation & Classification study and the cost of the ERP. For the most part, the funds are already levied. A new building will not make a significant impact on citizens’ tax statements in 2020 or 2021. He said the goal is for tax growth in the single digits.
Comments from HHS employees included:
• It is difficult for elderly and disabled clients to go from building to building to receive services.
• The current HHS building requires staff to bring clients into the area where employees work. There were two incidents in the last six months where staff felt unsafe due to the actions of clients.
• Relationships within HHS would benefit from being in the same building.
• The locations of visitation rooms at the current GC and HHS buildings are confusing for clients.
• A new building would save on energy costs.
• Water leaks, uneven HVAC system, poor air quality, no sunlight, and small work spaces in the current HHS building have adverse effects on employees’ physical and mental health.
• The strong real estate market makes this a good time to sell the current GC and HHS buildings.
Borrell favors saving money for a down payment on a new GC building. He prefers to make minimal repairs to the current GC. He is not opposed to the new building but would like to put it off for five to ten years. Vetsch said he respects that position, but the most the County can earn on its investments is 2.85 percent. The cost of a new building will go up more than that.
Alan Wilczek, Facilities Services Director, explained the cause of the water leaks and how they would be fixed. He also discussed mold mitigation, although it has not occurred at the HHS building. Wilczek said even new buildings will have HVAC issues. He said the project needs to happen sooner versus later. Otherwise, a lot of money would have to be invested in the current GC and HHS buildings.
Commissioner Mark Daleiden said there is no question that something must be done. His only concern is the number of other large expenditures such as the Compensation & Classification study and the ERP system. Those are partially funded. He is concerned that if the County pursues all these projects at the same time, one of them will suffer. It doesn’t make sense to do many repairs at the current GC site because it is old and there won’t be enough room in the future. However, he does not want to waste taxpayer dollars. It is not that he is against the new building, but he needs to see real numbers. He is displeased with the architect because they would not provide an alternative plan for a rectangular building, which is less expensive than the current plan with angles. He wants a building that looks good but is also more functional than aesthetic. Vetsch said BKV can be asked to submit a plan for a rectangular building.
Vetsch said he would not pursue building a new GC if he thought it was a risk for taxpayers. Regarding the ERP and Compensation & Classification projects, Vetsch believes the County is underbudgeted, but not by millions. He estimates possibly $300,000 to $400,000 over two years. There will also be proceeds from the sale of the HHS building and the old GC, if the County Board approves the new GC building. If the new GC building project goes forward, Vetsch said new staffing positions will be very limited.
The latest version of the attached presentation will be posted on the County website.
Recommendation: Informational only
COTW Minutes submitted by Deb Schreiner, Administrative Specialist.
(End of 2-26-19 COTW Minutes)
Daleiden moved to authorize attendance. The motion was seconded by Potter and carried 4-0.
Lee Kelly, County Administrator, requested a Closed Session to receive an update on the Compensation/Classification Study prior to negotiations later this year.
Borrell moved to schedule a Committee Of The Whole Meeting, Closed Session-Labor Relations, for 3-26-19 at 1:30 PM. The motion was seconded by Daleiden and carried 4-0.
1. Highway 25 Coalition. Vetsch attended a meeting on 2-28-19. The group decided to close out the SRF study and will not move beyond at this time. The City of Monticello desires to enter into an economic impact study. More information will be obtained and discussed at the end of March.
2. Water Management Task Force. Vetsch attended a recent meeting where the results of well tests (nitrate levels) were reviewed from the Department of Agriculture.
3. Trailblazer Meeting. Vetsch said the group is looking at the area between Rogers and Elk River to expand transportation options for Health and Human Services and Workforce Center clients. Daleiden and Potter want to make sure County residents are getting their desired rides before looking at expansion. Vetsch stated these services will not be available to the public in that area.
4. Bertram Chain of Lakes Advisory Board. Daleiden attended a meeting on 2-29-19. No building projects are planned for the summer. The City of Monticello is proceeding with a project to level and irrigate a large area for three multi-purpose fields.
5. Public Meeting, Otsego Prairie Center. Daleiden said a meeting will be held on 3-05-19 from 4:00-6:00 PM at the Center. It is a public meeting on the development planned for CR 39 to add a third lane.
6. Administrator Updates
A. County Board Workshop. Kelly stated the Workshop Agenda will be modified to remove the agenda item relating to the Family First Program and deferred to a future meeting. Meetings on that topic are being held later this month.
B. Justice Center. Staff are obtaining bids for the furniture for the Justice Center. It is hoped to have those available for the next meeting.
C. Future Building Projects. Kelly said if the decision is made to proceed with the new Government Center and the new Tactical Training Center, the County should move look at hiring construction management services.
D. ERP (Enterprise Resource Planning). Work continues following recent vendor presentations.
E. Wright County City Administrators Meeting. Kelly was invited to the meeting held last week. Discussion occurred on what is happening in the County.
The meeting adjourned at 10:07 A.M.
County Board Minutes Submitted by: Susan Backes, Clerk to the County Board
Published in the Herald Journal March 29, 2019.