WEDNESDAY, OCTOBER 29, 2003

@ 1:30 P.M.

The meeting was called to order by Gerald Boler, Chairman at 1:33 P.M. Those present were Commissioners Steve Pierce, Steve Donnelly, Dan Schmidtke, Jack Potter, and Scott Higgins, County Coordinator, Jim Forshee, Auditor/Treasurer, Tim Auringer, I & S Architects and Engineers, Steve McDonald, MIS Director, Mel Sukalski, Maintenance Director, Jim Hallstrom, County Assessor, and Becky Bentele, Victim Witness Coordinator.

Tim Auringer, I & S Engineers, reviewed the Change Orders for the Security Building/Courthouse remodeling project.

There was a discussion to delete the conference room next to the new break room and to utilize the break room for both purposes.

Hallstrom stated that it would be best for his office if the hallway was two feet wider, to provide better flow of customer traffic to the service window.

Higgins stated that in talking with Connie Belgard, Court Administrator, that the position of the Courts is to have the Conference Room an available option for attorneys and clients and that the Courts have requested that the conference room be included. After further discussion,

Motion by Commissioner Pierce, seconded by Commissioner Potter, Be It Resolved that the Martin County Board of Commissioners eliminate the Conference Room as proposed and to move the wall of the breakroom back two feet in order to provide space for better customer traffic flow by the Assessors Service Window and to eliminate the proposed conference room. Carried unanimously.

There was discussion concerning the new Boardroom and the cost to grout and sheet rock the walls and to install decorative electrical molding for $7,047.

Auringer stated that the decorative wire molding would cost approximately $2,500 and the sheet rock and furring would cost approximately $3,500.

Sukalski suggested that the new ceiling coffers could be eliminated due to the way they line up the windows and the doors in the room.

Auringer stated that this is a potential item for deduct to the project.

The Board directed that the Boardroom should stay as originally proposed and direct I and S Engineers and Architects to eliminate the proposed coffers.

Auringer stated that he would get the necessary deducts for review to the Coordinator for final approval.

Auringer stated that the Security Building has a few code issues that need to be updated and that their will be an add to the project of approximately $881.00 to install sheet rock where there is wood frame exposed in order to get the former board room and break room up to City code.

Higgins reviewed the change order summary with the Board and indicated the items added as well as deleted as follows:

7 Install framing, door frame and sheet rock at vault $1,446 (negotiate price)

7 Enclose circular stair $ 639 (delete)

7 Add one door button and seven panic buttons $ 679 (approve)

7 Furr out board room walls & install new wire mold $ 7,047 (not approved)

7 Relocate break room wall $ 113 (approve)

7 Eliminate all cabinets/countertops ($1,668) (approve)

7 Eliminate steel plate at stair $ (483) (approve)

7 Cut openings for transaction windows $ 894 (approve)

With no further change orders to the remodeling project, the Board thanked Auringer.

BUDGET REVIEW

Steve McDonald, MIS Director, reviewed the possibility of purchasing an email server for 2004. McDonald stated that rather than purchase email boxes through the State, the estimated cost of an email server would be approximately $8,000. The Server was budgeted for 2003, but due to the budget reductions needed for 2003, this was eliminated. After discussion, the Board directed that $8,000 be added to the 2004 MIS budget.

Commissioner Pierce inquired if it was necessary to have email boxes for all employees and suggested that one email box be shared by staff in an office.

McDonald stated that it might be a possibility that not all employees would need an email address.

Higgins stated that it is best practice to have email boxes available to all employees for work related issues pertaining to that individual only. Higgins further stated that having email is a good way to conduct business.

Becky Bentele, Victim Witness Coordinator, was on hand to inform the Board of changes happening to the General Victim Crime Grant. Bentele stated that the County is faced with a large reduction in the grant dollars to the Countys program. If these reductions come to fruition, the Countys program could be in jeopardy after June 2004. Bentele stated that it is probable that the county will lose a portion of its grant dollars.

Bentele reviewed the General Crime Victim grant funding for the current fiscal year from the Fifth Judicial District. Bentele stated the money available is based on a formula that compares the District to the State as a whole in total population, total geographic area, race and ethnic diversity and reported crime. Funding increases and decreases for judicial districts were capped at 25%, meaning that no judicial district receives more than a 25% cut under the current level of funding, or an increase higher than 25%. Therefore the County is faced with a 25% reduction in their grant funding, currently the County only receives forty one thousand dollars in general crime grant dollars. Bentele informed the Board that she would continue to monitor and maintain the Countys allocation as originally distributed.

With no further discussion, the Board thanked Bentele for the update.

Char Kahler, Silver Lake Township, was present to inquire what the Boards intention for the County Water Plan is, saying that dollars have been partially reinstated for next year and would like assurance that the Water Plan would continue next year as established. Kahler also stated that she would like the opportunity to join in with the discussions with the Board on the waterplan due to the personnel changes in the Environmental Services Department.

Higgins stated that due to needed budget reductions, there may have to be a reduction in waterplan projects and that the Board would need to review the existing Water Plan and may need to reprioritize projects.

Higgins reviewed other potential reductions through the CY2004 Budget. The Board reviewed potential reductions in the Probation Department. Proposed was to reduce the Sentence to Serve (STS) program by one adult crew for reduction of approximately $35, 500, and to eliminate the facility rent (including utility costs) for STS for $8,800.

Commissioner Pierce suggested that this be reviewed with the Sheriff and Courts before the Board takes action.

Due to the staffing changes in the Environmental Services Dept., various miscellaneous line items were reduced for a total of $11,950.

Higgins also reviewed the Extension Budget stating that due to the reductions in Extension staff, that the need for full time county support staff would no longer be necessary and that the Board will need to determine at what level of time the 4-H Program Coordinator would need to budgeted. Higgins stated that currently the proposed budget includes a 50% FTE 4-H Program Coordinator position. No action taken.

Higgins also stated, that there is a request to add $10,000 to allocation for the Martin County Fair and Solid Waste Budget for $40,000. Higgins informed the Board that the increase in the Solid Waste Fund does not affect the County Levy for the CY2004.

Higgins further stated that the Service Contract for the Martin County Express would need to increase by approximately $12,584. This is to include bus service for Saturdays. Higgins inquired if the Board would want to further reduce the budgeted amount for CIP Fund. After further discussion, the Board directed that the following adjustments be made to the proposed CY2004 budget, $5,000 be added for the Martin County Fair, and that an additional $2,500 be added to the Martin County Historical Society, and the Red Rock Center.

The proposed JOBZ resolution was reviewed.

Higgins reviewed the Region 9 Legislative Issues Survey with the Board and asked that if the Board has any issues to add to the survey that would affect the Region 9 jurisdiction, to let him know. The survey is due November 14, 2003.

With no further business to wit, and upon proper motion, meeting adjourned.

The next regular Board of Commissioners meeting will be November 4, 2003 at 9:00 a.m. in the Martin County Extension Meeting Room.

BOARD OF COMMISSIONER

MARTIN COUNTY, MN

_______________________________

Gerald Boler, Chair

ATTEST:__________________________

Scott Higgins

County Coordinator