Members Present: Sally Holewa, State Court Administrator and Committee Chair; Scott Wagner,
Cass County Commissioner, representing counties with populations of 7,500 or more; Dwayne
Erickson, Foster County Commissioner, representing counties with populations under 7,500; Stan
Lyson, State Senator; and Jim Hill, State Bar Association representative.
Members Absent: None
Chair Holewa called the meeting to order at 12 noon for purposes of reviewing the third
round of requests for court facilities improvement and maintenance grants.
Staff briefly reviewed the Information Sheet included in the material which indicates: 34
applications for grants were submitted; there is approximately $984,734 in available grant funds; the
total of grants requested is $687,461.47.
Jim Hill stressed the importance of counties being informed of when grant rounds will be
conducted so county budget planning can take into account the grant process.
Grant Applications - Population 7,500 and Over Counties
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Committee members then turned to consideration of grant applications submitted by counties
with populations of 7,500 or more (projects briefly described).
Barnes County
Project: Move trial manager's work area; consolidate juvenile court offices; new records
storage room; expand courtroom; repair damaged window areas; replace clerk office counter-top;
central air in juvenile court and administrative offices. Grant request: $61,865.87.
Staff noted that the project cost includes a 7% adjustment ($5,183.62) for cost overruns. He
said the Committee has declined in the past to award funds for cost overruns or anticipated price
increases.
It was moved by Commissioner Erickson, seconded by Commissioner Wagner, and
carried unanimously that the 7% adjustment for cost overruns not be considered for purpose
of inclusion in a grant award.
Staff said the removal of the cost overrun figure would result in a grant request of $57,978.
It was moved by Jim Hill, seconded by Sen. Lyson, and carried unanimously that the
project, with the cost modification, is dedicated to facilities improvement/maintenance; the
affected facilities are used for chambers, courts, or court-related services; the project is a
necessary improvement to the facility; and the amount of the award is $57,978.
Burleigh County
Project: Update jury room (paint, carpet, conference table and chairs, asbestos removal);
convert law library to judge's chambers. Grant request: $8,291.
In response to a question from Commissioner Wagner, staff said Burleigh County received
a grant for $160,000 in a previous round for a portion of the costs of a substantial courthouse
renovation project.
Commissioner Wagner asked whether the Committee should consider that the County
previously received a substantial grant in determining whether the current grant request should be
approved. Sen. Lyson said he was of the opinion regarding the last grant that the project should have
addressed the county's needs. He wondered whether the new request is supportable in light of the
work that should have been done as part of the earlier grant project.
Jim Hill said the first consideration is whether there are sufficient funds available for grants
and the second consideration is whether a county has had previous projects for which grants were
awarded. But, he said, the second consideration should not be the sole basis for declining to award
grant funds.
Chair Holewa suggested Committee members vote on whether the project satisfies the
applicable criteria.
It was moved by Sen. Lyson, seconded by Jim Hill, and carried unanimously that the
project is dedicated to facilities improvement/maintenance and the affected facilities are used
for chambers, courts, or court-related services<
Chair Holewa said the next criteria is whether the project would be considered a necessary
improvement to the court facility.
Commissioner Wagner recalled his previous concern that some projects seem to go beyond
the realm of maintenance when the project contemplates major construction. He said it may be the
case that if a county has received a substantial grant award, the county may not expect to receive
grant award in the next round because of the size and scope of the earlier project. He said a $11,000
project for a large county may be one that can be handled within the county's regular budget, while
a similar project may be difficult for a smaller county to handle. Sen. Lyson suggested that, at this
time, the project likely should not be considered "necessary" for purposes of a grant award in light
of the substantial work done as part of the earlier project.
Following further discussion, it was moved by Jim Hill, seconded by Sen. Lyson, and
carried that the project is a necessary improvement to the facility. (Commissioner Erickson, Jim
Hill, Sally Holewa, Sen. Lyson - yes; Commissioner Wagner - no).
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried that an
award be granted in the amount of $8,291. (Commissioner Erickson, Jim Hill, Sally Holewa - yes;
Sen. Lyson, Commissioner Wagner - no).
Cass County
Project: Remove and replace carpeting (2nd and 3rd floor judicial space); ergonomic chairs for
jurors; remodeling to provide secure access to courtrooms. Grant request: $76,500.
It was moved by Jim Hill, seconded by Sen. Lyson, and carried unanimously that the
project is dedicated to facilities improvement/maintenance; the affected facilities are used for
chambers, courts, or court-related services; the project is a necessary improvement to the
facility; and the amount of the award is $76,500.
Grand Forks County
Project: Remodel basement for court record storage area (includes sprinkler system, doors,
locks, ceiling repairs); ITV system in the courtroom. Grant request: $49,394.
Sally Holewa said the county is slated for installation of an ITV system as part of the judicial
system's technology plan. She recommended that the cost associated with the ITV system ($27,255)
be removed from the grant request, which would result in a grant request of $28,951.
It was moved by Commissioner Wagner, seconded by Commissioner Erickson, and
carried unanimously that the ITV system cost be removed from the grant request.It was moved by Jim Hill, seconded by Commissioner Wagner, and carried
unanimously that the project, as modified, is dedicated to facilities improvement/maintenance;
the affected facilities are used for chambers, courts, or court-related services; the project is a
necessary improvement to the facility; and the amount of the award is $28,951.
Pembina County
Project: Ductless air conditioner unit for the courtroom. Grant request: $8,324.
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $8,324.
Ramsey County
Project: Substantial remodel of judge's chamber, courtroom, and juvenile office. Grant
request: $69,137.
Jim Hill noted that in light of the substantial nature of the project and the grant request, there
is very little in support of the project, such as detailed vendor estimates or descriptions.
It was moved by Sen. Lyson, seconded by Jim Hill, and carried unanimously that funds
not be awarded for the project due to insufficient documentation and supporting information.
Richland County
Project: Replace carpet (clerk's office); courtroom renovations (ceiling beams, paint walls
and ceilings, refurbish murals); carpet, refurbish judge and jury platforms; remove window AC units
and install glass.
It was moved by Jim Hill, seconded by Commissioner Wagner, and carried
unanimously that the grant request be modified to remove $400 identified for touching up
decorative murals.
Staff said the change would result in a grant request of $21,271.
It was moved by Jim Hill, seconded by Commissioner Wagner, and carried
unanimously that the project, as modified, is dedicated to facilities improvement/maintenance;
the affected facilities are used for chambers, courts, or court-related services; the project is a
necessary improvement to the facility; and the amount of the award is $21,271.
Stark County
Project: Shelving units for clerk's office; fire escape windows; labor for moving furniture and
carpet cleaning costs for new judge's chambers. Grant request: $13,900.
Jim Hill suggested, and Committee members agreed the grant request should be modified to
remove $626.30 identified for labor and carpet cleaning costs.
Staff said the change would result in a grant request of $13,431.
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried
unanimously that the project, as modified, is dedicated to facilities improvement/maintenance;
the affected facilities are used for chambers, courts, or court-related services; the project is a
necessary improvement to the facility; and the amount of the award is $13,431.
Stutsman County (Application #1)
Project: Clerk office improvements (shelving units, metal storage units); judge's chambers
improvements (replace ceiling fixtures); new platform in courtroom for judge's bench, court reporter
desk, witness stand; furniture, relocate bookshelves; new chairs for jury room. Grant request:
$25,650.
It was moved by Jim Hill, seconded by Sen. Lyson, and carried unanimously that the
project is dedicated to facilities improvement/maintenance; the affected facilities are used for
chambers, courts, or court-related services; the project is a necessary improvement to the
facility; and the amount of the award is $25,650.
Stutsman County (Application #2)
Project: Caulking of exterior windows; replace heat pumps in judge's chambers and
courtroom. Grant request: $18,778.
Sen. Lyson observed that the information in support of the grant request seems insufficient
and lacking in specific information about areas to be affected by the project.
It was moved by Sen. Lyson, seconded by Jim Hill, and carried unanimously that funds
not be awarded for the project due to insufficient supporting information.
Traill County
Project: Remodel judge's chamber restroom; remodel jury restroom; new carpeting in
courtroom; replace witness stand gate; repair juror chairs; new courtroom lighting; enlarge opening
to well of courtroom. Grant request: $62,393.
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $62,393.
Walsh County
Project: Improvements to Law Enforcement Center courtroom: paint walls and ceilings;
replace carpet; new furniture and floor mats; upgrade electrical; new window blinds; glass covers
for counsel and jury tables. Grant request: $19,733.
It was moved by Jim Hill, seconded by Commissioner Wagner, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $19,733.
Williams County
Project: Replace chairs in courtroom (14). Grant request: $7,822.
It was moved by Jim Hill, seconded by Commissioner Wagner, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $7,822.
Grant Applications - Counties with Population Less Than 7,500
Adams County
Project: 42" flat panel television; DVD/VCR (to view law enforcement videos during jury
trials). Grant request: $1,650.
Sally Holewa noted that under current policy the judicial system will purchase technology-related equipment used in the courtroom.
It was moved by Jim Hill, seconded by Sen. Lyson, and carried unanimously that funds
not be awarded for the project due to the availability of technology purchases through the
judicial system.
Benson County
Project: Repair plaster, prime and paint walls in courtroom. Grant request: $1,650.
It was moved by Jim Hill, seconded by Commissioner Wagner, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $1,650.
Bowman County
Project: Expand and renovate courtroom; upholster courtroom pews; renovate judge's
chambers, jury room; chairs for clerk's office; security camera; ITV system. Grant request: $28,778.
Sally Holewa recommended that acquisition of the ITV system should be reviewed as part
of the judicial system's long-term technology planning process. She noted also the availability of
cost-sharing with the judicial system of the cost of the security cameras.
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried
unanimously that the costs associated with the ITV system and security cameras ($19,263) be
deducted from the grant request.
Staff said the changes would result in a grant request of $14,331.<
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried
unanimously that the project, as modified, is dedicated to facilities improvement/maintenance;
the affected facilities are used for chambers, courts, or court-related services; the project is a
necessary improvement to the facility; and the amount of the award is $14,331.
Dickey County
Project: Remodel and paint courtroom (ceiling panels, carpeting, window blinds, clock, two
counsel tables and chairs, new lighting); air conditioners for courtroom, clerk's office, and judge's
chambers; remodel witness stand; refinish clerk office counter-top; remodel witness stand. Grant
request: $53,021.
It was moved by Jim Hill, seconded by Sen. Lyson, and carried unanimously that the
project is dedicated to facilities improvement/maintenance; the affected facilities are used for
chambers, courts, or court-related services; the project is a necessary improvement to the
facility; and the amount of the award is $53,021.
Divide County
Project: Repair wall and ceiling in courtroom. Grant request: $2,606.
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $2,606.
Emmons County
Project: New lighting in clerk's vault; new hallway lighting near judge's chambers and
courtroom; ceiling fan; blinds for courtroom windows; state and county seals for courtroom. Grant
request: $3,209.
It was moved by Commissioner Erickson, seconded by Jim Hill, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $3,209.
Foster County
Project: Replace windows in courtroom, clerk's office, judge's chambers; window blinds for
courtroom; art glass replacement; new lighting; repair and paint wall plaster. Grant request: $47,288.
It was moved by Jim Hill, seconded by Commissioner Wagner, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $47,288.
It was moved by Jim Hill, seconded by Sen. Lyson, and carried unanimously that the
project is dedicated to facilities improvement/maintenance; the affected facilities are used for
chambers, courts, or court-related services; the project is a necessary improvement to the
facility; and the amount of the award is $1,112.
Griggs County
Project: New judge's bench; move jury box; remove and replace carpeting for courtroom,
judge's chambers, and related areas. Grant request: $24, 870.
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $24,870.
Hettinger County
Project: Switches and wiring for Internet access in courtroom, judge's chambers, and state's
attorney's office. Grant request: $2,070.
It was moved by Commissioner Wagner, seconded by Commissioner Erickson, and
carried unanimously that the project is dedicated to facilities improvement/maintenance; the
affected facilities are used for chambers, courts, or court-related services; the project is a
necessary improvement to the facility; and the amount of the award is $2,070.
Kidder County
Project: Exterior air conditioning unit to replace window units. Grant request: $3,493.
Commissioner Wagner said there was no indication in the grant application regarding where
the unit would be placed or which parts of the courthouse would be serviced by the unit. He said it
appears also that the county purchases air conditioners with a previous grant but the wrong units
were purchased.
It was moved by Commissioner Wagner, seconded by Sen. Lyson, and carried
unanimously that funds not be awarded for the grant due to insufficient information regarding
placement and service points for the new unit and the previous purchase of air conditioners.
LaMoure County
Project:Repair and paint courtroom walls. Grant request: $3,750.
Commissioner Wagner said he would support awarding the grant but the county should be
required to provide better vendor estimates before accessing grant funds.
It was moved by Commissioner Wagner, seconded by Commissioner Erickson, and
carried unanimously that the project is dedicated to facilities improvement/maintenance; the
affected facilities are used for chambers, courts, or court-related services; the project is a
necessary improvement to the facility; and the amount of the award is $3,750 contingent on
the county submitting detailed vendor estimates.
McHenry County
Project: Restore hardwood floors (judge's chambers, jury room, escape room, hallways);
gliders and floor mats for chairs; reupholster chairs; cushions for chairs and benches. Grant request:
$3,907.
It was moved by Jim Hill, seconded by Commissioner Wagner, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $3,907.
McIntosh County
Project: Repair water-damaged ceiling; replace chairs (court reporter and clerk in courtroom,
clerk's office); reupholster juror chairs; mini-blinds for courtroom windows. Grant request: $3,102.
It was moved by Jim Hill, seconded by Commissioner Wagner, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $3,102.
McKenzie County
Project: Replace seating at counsel tables. Grant request: $2,864.
It was moved by Commissioner Wagner, seconded by Jim Hill, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $2,864.
Oliver County
Project: Jury room chairs; courtroom podium for attorneys; ceiling tiles (courtroom and jury
room). Grant request: $4,319.
It was moved by Commissioner Erickson, seconded by Jim Hill, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $4,319.
Ransom County
Project: Fire escape from jury room; air conditioner (judge's chambers); desks and work
stations for clerk's office; clerk's chair in courtroom. Grant request: $7,275.
Staff noted that the county had previously received a grant for the purchase of an air
conditioner and it is unclear whether the requested air conditioner is a duplicate. He said estimates
for both units were $500.
Sally Holewa said that under current policy the judicial system would purchase the chair for
the clerk in the courtroom.
It was moved by Jim Hill, seconded by Commissioner Wagner, and carried
unanimously that the grant request be modified to deduct funds requested for the air
conditioner and the clerk's chair (total - $700).
Staff said the changes would result in a grant request of $6,750.
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried
unanimously that the project, as modified, is dedicated to facilities improvement/maintenance;
the affected facilities are used for chambers, courts, or court-related services; the project is a
necessary improvement to the facility; and the amount of the award is $6,750.
Sargent County
Project: Open filing system for clerk's vault; paint walls, ceilings; carpet for clerk's vault;
jury conference room chairs; AC for clerk area, jury conference room, judge's chambers; power
point projector for the courtroom. Grant request: $28,312.
Jim Hill recommended that the cost associated with the power point projector be deducted
and that the cost related to ceiling tiles also be deducted as it appears to be a duplicate cost. The total
costs of the identified items is $3,700.
Staff said the suggested changes would result in a grant request of $25, 537.
It was moved by Jim Hill, seconded by Commissioner Wagner, and carried
unanimously that the project, with the recommended modifications, is dedicated to facilities
improvement/maintenance; the affected facilities are used for chambers, courts, or court-related services; the project is a necessary improvement to the facility; and the amount of the
award is $25,537.
Sheridan County
Project: Sound panels behind judge; fabric window blinds for courtroom and judge's
chambers. Grant request: $2,797.
It was moved by Jim Hill, seconded by Sen. Lyson, and carried unanimously that the
project is dedicated to facilities improvement/maintenance; the affected facilities are used for
chambers, courts, or court-related services; the project is a necessary improvement to the
facility; and the amount of the award is $2,797.
Steele County
Project: Two air conditioners and circulator, carpeting, and window shades for courtroom.
Grant request: $13,420.
It was moved by Commissioner Wagner, seconded by Jim Hill, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $13,420.
Towner County
Project: New window blinds for courtroom and jury room; paint judge's chambers and jury
room; replace carpeting in chambers and jury room; refinish law library tables. Grant request:
$4,606.
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried
unanimously that the project is dedicated to facilities improvement/maintenance; the affected
facilities are used for chambers, courts, or court-related services; the project is a necessary
improvement to the facility; and the amount of the award is $4,606.
Next Grant Round
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Chair Holewa said Committee members would be notified of the possible timing the next
grant round based on available funds.
There being no further business, the meeting was adjourned at 2:55 p.m. ________________________ Jim Ganje, Staff