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HomeMy WebLinkAboutPub Prop Sept 23 2009PUBLIC PROPERTY COMMITTEE MINUTES September 23, 2009 The Public Property Committee of the Grant County Board of Supervisors met in the Grant County Administration Building, Room 266, Lancaster, WI on Wednesday, September 23, 2009, at 9:00 a.m. The meeting was called to order by Chair, Dwight Nelson. John Patcle, seconded by Linda Adrian, moved that the meeting was in compliance with the open meeting law. Motion carried. The roll was taken and a quorum was present. The following committee members were pr esent: Dwight Nelson, Linda S. Adrian, Stephen Adrian, Pat Schroeder, Maynard Behncke and John Patcle. John Beinborn was excused. Maynard Behncke, seconded by Pat Schroeder, moved to approve the agenda. Motion carried. Pat Schroeder, seconded by Linda S. Adrian, moved to approve the minutes of the August 26, 2009 meeting. Motion carried. Insurance: Marty Malloy, Arthur J. Gallagher & Co., reported that the County is doing an excellent job in keeping the injury claim down. The County does a very good job in training and getting the employees back to work with very little down time. Randy Peterson, TriCor Insurance, reported that there is nothing new at this time. Randy Peterson informed the board that a letter was received in the County Clerk Office informing the county that Local Government Property Insurance Fund will no longer carry the Comprehensive coverage on the vehicle only collision. He is in the process of getting a quote from Travelers Insurance and the County Clerk; Linda Gebhard received a quote from Local Government on the Collision. At the next Public Property meeting different options can be discussed as to what direction the Public Property committee would like to handle this matter. Local Government quote came in at $28,142.00 and Randy thought the Travelers quote was about $18,540.00. One option that Randy discussed with the committee was to use the existing fund in the Self Insured fund and then make a decision on different coverage, or use the existing funds to pay the premium of a different policy. Nancy Scott was on hand to inform the board that every year is different in the pay out of this fund. In 2005 nothing was paid out of this fund, 2007 $39,000.00 was paid out and 2008 $7,000.00 was used. Pat Schroeder suggested that the committee should wait to decide on this until they had the quotes in; no decision was made at this time. John Patcle started the discussion on the status of the County Board Chairs Health Insurance when the board has to pay for their own Health Insurance Policy. Finance Committee asked John to get the feeling of the Public Property Committee if they felt the County Board Chair should be treated like an employee and receive their Health Insurance as an employee does. Pat Schroeder, seconded by Linda S. Adrian, made a motion to recommend to the full county board that they felt the County Board Chair should keep the benefit of the Health Insurance through the county, and be treated like a benefit for a County Employee. Motion carried. Dwight Nelson handed out the 2010 Insurance Cost sheet for the Grant County Employees from Joyce Roling, Personnel Director, for their information. Santa Request: Bart Straka was present to request permission from the committee for the Lancaster Chamber of Commerce to use the Courthouse for Santa visitation on December 5, 12 and 19, 2009. Linda S. Adrian, seconded by Pat Schroeder, made a motion to grant the Lancaster Chamber of Commerce permission to use the Courthouse on December 5, 12, and 19 of 2009 for Santa’s Visitation Days. Motion carried unanimously. Hail Damage Claims: Linda Gebhard, Grant County Clerk, updated the committee on the progress; a company adjustor will be contacting the Departments to inspect the damages in the next two weeks. Courthouse Maintenance: Mark Udelhofen submitted to the committee the projected list of the carpet updates for the next four years: 2010 Clerk of Court 2011 Child Support/Judge VanDeHey/Judicial (Tina) 2012 District Attorney’s/Judge Day/Judicial (Kristin) 2013 Smaller Rooms as needed Mark brought in bids that were received to start with the Clerk of Court. Wisconsin Woodworks Inc. quote was for $6,716.75, K & K Floors was $9,800.00 for Bigelow Carpet Tiles or $9,210.00 for Bigelow Stati Type III, and Hermsen’s ACE Home Center was $11,888.90. Maynard Behncke questioned the “flame spread” or fire code class rated on the carpet. Linda S. Adrian, seconded by Maynard Behncke, made a motion to accept the bid from Wisconsin Woodworks Inc. if the carpet that was bid met the fire code rating for office use. Motion carried. Mark reported that the windows that were ordered from Disco to replace the existing windows are coming, there seemed to be a mix up within the company on the paper work. The first floor hearing room is getting worse, Mark reported. The plaster is flaking off because of the moisture that is seeping in through the brick. Geise will come to spout the water away from the building at the roof level. They were supposed to fix this last year but never made it back before the cold weather came. Mark submitted a bid from Steve Pitzen Drywall and Painting for $2,114.50 to fix the hearing room wall. Pat Schroeder, seconded by Linda S. Adrian, made a motion to go ahead and repair the hearing room before there is further damage, contracting with Steve Pitzen to repair the drywall and painting. Motion carried. The committee noted that this situation should be fixed first before the carpet project is started, so at this time they agreed to go ahead with fixing the hearing room first and if there were funds left then to go ahead this year on the carpet. Otherwise, the carpet project could start in 2010. Administration Building Maintenance: Bryan Martens reported that Aherns sent out their proposals for their 5 year plan inspections that are due for the County. The cost for the Courthouse was $995.00 and the cost for the Administration Building was $1495.00. Pat Schroeder, seconded by Linda S. Adrian, made a motion to accept the proposal prices and go ahead with the inspections that are required for our Fire Protection System. Motion carried. Bryan also informed the committee that the drive on the relief fan for the Administration Building may have to be worked on or replaced; he has been having problems with it for some time now. The drive may cost $500.00 and $1000.00 depending on what needs to be fixed. Bryan explained that if this relief fan is not working properly the air flow in the building is not working effectively which in the long run can cost the county more money because it is not working economically. The committee directed Bryan to order a new drive to fix the problem. Jeff Kindrai was present at the Public Property Committee meeting and brought up the fact that the Health Department had requested to have the Health Department repainted and the job had not been completed at this time. The Committee instructed Jeff Kindrai to work with Bryan Martens to get current costs on what is would take to paint the offices and to use the money that was set aside for this project in the Public Property account and go forward on the job. At the next Public Property Bryan Martens can give an update of the project. Youth and Ag Building Roof: Stephen Adrian updated the committee on the roof for the Youth and Ag building. They will hire an engineer which will cost around $8400.00 to inspect the roof. They feel there are at least three layers of roof on the building. Maynard Behncke stated that regardless of what the decision is, they need to remove all the existing roofs because of the weight on the building. In the next couple weeks the adjuster for the hail damage will also inspect the roof; if there would be a settlement for the damage that money could be used toward a new roof. The Ag and Extension committee hopes to have a firm direction for completion of this project by April 2010. Dwight Nelson announces that a short break would be taken at this time. Dwight reconvened the meeting. Smoking Ordinance Health Dept: Jeff Kindrai and Carol Thole presented the Smoking Ordinance. They informed the committee that as of July 5, 2010 there would be a State wide ban of smoking on all work place buildings, grandstands, etc. The Smoking issue came to the Health Departments attention when Donna Haines, Orchard Manor Director called them to inform them that the State would be making Orchard Manor close their smoking room for their residents because of this ban. She felt that an ordinance should be put into place through the county. The Law Enforcement Department, Keith Govier went on record that the Law Enforcement Committee voted the Smoking Ordinance down. They do not support this Ordinance for Grant County. Keith felt that it is not an appropriate use of his duties to have to enforce this Ordinance throughout Grant County. The Law Enforcement has more pressing duties to deal with. Carol Thole told the board that the Lancaster Hospital had an ordinance or policy in place that restricted Health Care Workers from smoking while they were on duty. If they could smell smoke on their clothes they would have to go home on their own time to change and come back to work. The committee agreed that this would be more effective that the county could mirror this kind of policy for the county workers instead of extending the ban to all county property. Banning smoking on County property could potentially harm the fair, county roads were in question, etc. After discussion Maynard Behncke, seconded by Linda S. Adrian, made a motion to take a role call vote on the Smoking Ordinance. If the vote was yes they would be in favor of accepting the Ordinance for the County, if a no vote was given, they would not be in favor of this Ordinance for the County. If the Ordinance failed in the vote the recommendation of the committee would be for the Health Department to take this Ordinance back to the Health Committee to adopt an Ordinance/Policy that would only pertain to a smoking ban on Health Care Provider Employees of the County while they are working their designated shifts. Stephen Adrian No Linda Adrian Yes Maynard Behncke Yes Pat Schroeder No Dwight Nelson No John Patcle No Votes resulted in 4 No, 2 Yes, therefore motion failed. Along with the recommendation to take this back to the Health Committee, it was also suggested that Joyce Roling, Personnel Director be involved if an Employee Policy was needed and to involve the ERC committee for their recommendation. Health Department Electrical Hook-Up for Vaccines: The installation of this dedicated electrical line for the vaccine refrigerator was approved to be installed by Public Property in the 2010 requests. Due to the high quantities of flu vaccine that the Health Department stores at this time, it was discussed by the committee that this should be done immediately instead of waiting until 2010. Maynard Behncke suggested that (2) lines should be run instead of just one if they were going ahead on this. The committee asked Bryan if he was comfortable working with Southwest Electric for the work to be done, he stated he could work with them and their prices are reasonable. Stephen Adrian, seconded by Linda Adrian, made a motion to go ahead with the installation of 2 dedicated lines to service the vaccine refrigerator instead of waiting until 2010, Southwest Electric would do the work, and the cost would be paid out of Public Property. Motion carried. Security Issues: John Patcle informed the board that he had attending a Security Meeting and they have requested that Public Property set aside a line item in the budget every year to use to maintain the updates of the Security Systems that have been installed. After some discussion, Stephen Adrian, seconded by Pat Schroeder, made a motion that Public Property would set aside $5,000.00 per year in a special account in the budget to use specifically for maintaining the Security Systems in the Courthouse and Treasurers Office in the Administration Building. Motion carried. Board Compensation: It was brought to John Patcles' attention that the Board Compensation should be addressed again if the County was asking the Unions to make concessions to help the budget issues than the committee should readdress this issue. Finance Committee has also discussed this issue with no action being taken. After discussion, Pat Schroeder, seconded by John Patcle, made a motion to make a recommendation that this issue on the Board Compensation should be taken back to the ERC Committee to be addressed and make the final decision in order to balance the budget. John Patcle also suggested to the committee that before the October Public Property meeting a special meeting should be called between Committee on Committee and ERC to compile a hand out for the new County Board members and potential new members when they come in to take out papers to run for the position. The County Directory will need to be updated to address the projected newly formed Committee information. Other information that needs to be addressed would be how many committees that a board member in the newly constructed board of 17 members will have to be on, what is expected of a board member, general guidelines to go by, etc. The committee felt that John Patcle should go ahead and set a joint meeting with ERC and Committee on Committees to address these issues and compile the information that will be used to hand out. Pat Schroeder suggested that this issue come back to Public Property in October for further discussion on the recommendations that were put together by ERC and Committee on Committee. Third Floor of the Administration Building: John Patcle updated the committee that Strategic Planning was in the process of working with the Engineering Students at UWPlatteville College which will probably be a 5 – 6 year study at no cost to the county to address cost effective solutions for county issues like the third floor space, parking, the 52 Building, Highway issues, etc. No determinations have been made at this time. Equipment/Vehicles in County: ARDC has a van that is available, very rusty, 132,000 miles; it may be sold by closed bid. Sheriff has 2004 Chevy Trailblazer, black, approx. 150,000 miles, not felt to be road worthy, and would like $1,000.00 out of it. Stephen Adrian mentioned that the Youth and Ag have a skid steer that is a 2008 and will be traded for a 2010 skid steer through a special program. Adjournment: Linda S. Adrian, seconded by Pat Schroeder, made a motion to adjourn the meeting until October 28, 2009 at 9:00 a.m. Motion carried.