Ted Gladden, Chair Foster Co. Commissioner Dwayne Erickson Jim Hill, State Bar Association Sen. Stan Lyson Cass Co. Commissioner Scott Wagner
Members Absent None
Chair Gladden called the meeting to order at 2:00 p.m. for purposes of reviewing the first
round of requests for court facilities improvement and maintenance grants. He said there were
several issues for discussion before the Committee turned to consideration of the grant requests.
Preliminary Issues
Chair Gladden said he asked Kurt Schmidt, the judicial system's Technology Coordinator
to review the applications that request technology-related equipment. He said Mr. Schmidt's concern
is that if the equipment is purchased, the county, rather than the judicial system, would have the
responsibility of maintaining the equipment.
Sen. Lyson asked why the judicial system would not provide support services since the
technology equipment would be used by and in the court system. Mr. Gladden said in many instances
it is simply a matter of whether adequate staffing is available in the judicial system to provide
support for systems that the county, rather than the judicial system, has requested.
Commissioner Wagner asked how considerations such as future equipment upgrades and
maintenance could be factored into the grant process. Jim Hill observed that maintenance issues may
be long-term and the Committee may be faces with, essentially, applications for maintenance grants.
Commissioner Erickson agreed and said if grants are awarded for technology equipment with no
clear understanding regarding maintenance there may be a risk of tying the Committee to future
unexpected costs.
Jim Hill suggested that the Committee decide whether, for example, to approve applications
for technology equipment contingent on the county providing future maintenance, or perhaps require
that the county seek a supplementary grant.
Sen. Lyson stressed the importance of the counties knowing what their future commitments
might be for technology equipment purchased with grant funds.
Following further discussion, it was moved by Commissioner Wagner, seconded by Jim
Hill, and carried unanimously that if grants are awarded for technology- related equipment,
including hardwareand upgrades, the counties would be advised of their responsibility for any
related maintenance and would have the option to decline the grant.
With respect to Policy 506 (court-related items the judiciary will purchase), Commissioner
Wagner said it is important to make clear what the judicial system actually will purchase for the
courts. Ted Gladden noted that there are some items identified in the grant applications that the
judicial system may purchase, but for which the system may have not specifically budgeted.
Chair Gladden noted applications that request grants for reimbursement of funds already
expended on courthouse projects. He asked whether the Committee's approach to grant applications
should be to grant funds only for future projects or whether the Committee should consider awarding
funds for projects that have already been completed. Sen. Lyson said his experience on other groups
that award grants is that grants are never awarded for projects that are already completed.
Committee members agreed.
It was moved by Sen. Lyson, seconded by Jim Hill, and carried unanimously that grant
funds will not be awarded for purposes of reimbursing the cost of projects already completed.
First Round Grant Applications - Review
Committee members then turned to a review of the applications for grant funds, beginning
with applications submitted by counties with a population of 7,500 or more.
Barnes County
Project: Preparation and painting of large courtroom; window replacement; wall fabric;
refinish rails, benches, chairs; electrical upgrades; carpeting. Grant request: $31,500.
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 necessary to remodel or maintain the
facility; and the amount of the award is $31,500.
Cass County
Project: Removal and replacement of carpeting and baseboards, furniture removal and
reinstallation (4 courtrooms) - first phase of multi-phase project. Grant request: $46,875.
Commissioner Wagner said the total cost of the project is $62,500, which results in a grant
request of $46,875.
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 necessary to
remodel or maintain the facility; and the amount of the award is $46,875.
It was moved by Commissioner Wagner, 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 necessary to
remodel or maintain the facility; and the amount of the award is $4,500.
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 necessary to
remodel or maintain the facility; and the amount of the award is $20,500.50.
Stark County
Project: Four phase project: refurbish bench seats and tables, new carpet, paint, electrical
outlets (work completed in 2004); cost of elevator replacement (occurred in 2004); air conditioning
unit (undertaken in 2004); past installation of fiber lines. Grant request: $200,435.87.
In light of the Committee's previous conclusion, Jim Hill noted that Projects I, II, and IV
would be excluded in that they are projects that have already been completed and for which the
county is essentially seeking reimbursement of costs. However, he said Project III regarding air
conditioning for the basement courtroom and computer room is ongoing and will be completed later
in 2005. That project, he said, appears eligible for grant funds.
It was moved by Jim Hill, seconded by Sen. Lyson, and carried unanimously that
Project III is dedicated to facilities improvement/maintenance; the affected facilities are used
for chambers, courts, or court-related services; the project is necessary to remodel or maintain
the facility; and the amount of the award is $64,511.53.
It was moved by Jim Hill, seconded by Sen. Lyson, and carried unanimously that grant
funds not be awarded for Projects I, II, and IV.
Stutsman County
Project: Remodeling of clerk's office (removal of walls, construction of new wall, painting,
replace wallpaper); install new security window and counter, relocation of lights, outlets, alarm
buttons; new work stations. Grant request: $54,135.
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 necessary to
remodel or maintain the facility; and the amount of the award is $54,135.
Ward County
Project: Remodel for new filing system, remodel for additional judge chamber and
conference room, remodel and relocate court administration area. Grant request: $119,365.
Ted Gladden noted that the application seeks reimbursement for $48,115 spent on a filing
system. He said the Committee's previous action would disallow grant funds for that purpose.
Removing the funding request for the filing system results in a grant request of $71,250 for the
remaining projects.
It was moved by Sen. Lyson, seconded by Jim Hill, and carried unanimously that the
project, with the exception of reimbursement for the filing system, is dedicated to facilities
improvement/maintenance; the affected facilities are used for chambers, courts, or court-related services; the project is necessary to remodel or maintain the facility; and the amount
of the award is $71,250.
Williams County
Project: Recarpet district court offices, courtroom, library, jury room, judge chambers;
replace baseboards; install cameras; install electrical outlets; install wireless/Internet access in
courtrooms. Grant request: $16,464.
Sen. Lyson asked whether wireless/Internet access in the courtrooms for attorneys would be
considered a "necessary" improvement or "essential" to maintain the facility.
It was moved by Jim Hill, seconded by Sen. Lyson, and carried unanimously that the
cost associated with wireless/Internet access in the courtrooms ($2,920) be deducted from the
project.
It was moved by Sen. Lyson, seconded by Jim Hill, 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 necessary to remodel
or maintain the facility; and the amount of the award is $14,274.
Committee members then turned to a review of the applications for grant funds, beginning
with applications submitted by counties with a population of less than 7,500.
Adams County
Project: Repair and update room adjacent to the courtroom (for attorney conferences, juvenile
service area, depositions, waiting area) and refurbish juror chairs. Grant request: $3,750.
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 necessary to
remodel or maintain the facility; and the amount of the award is $3,750.
Burke County
Project: Remove old speaker system, install new system, coordinate new system with
recording system. Grant request: $1,638.
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 necessary to remodel or maintain the
facility; and the amount of the award is $1,638.
Cavalier County
Project: Replacement of windows in courtroom and judicial wing, install new sound system
in courtroom. Grant request: $52,701.55 (adjusted).
With respect to the grant application from Cavalier County, staff explained that estimates
were not received when the application was initially submitted. He said estimates were, however,
provided upon further request with respect to replacement of the windows and installation of a new
sound system. He said the estimates required changes in the project cost and grant request amounts
set out in the meeting material. He said the revised figures would be $70,268.73 for the project cost,
$17,567.18 for the 25% county contribution, and then $52,701.55 for the grant request.
It was moved by Commissioner Erickson, 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
necessary to remodel or maintain the facility; and the amount of the award is $52,701.55.
Dickey County
Project: New sound system in courtroom; replacement of windows in clerk's office, judge's
chambers, courtroom; new lights in courtroom; replace blinds in courtroom. Grant request:
$41,213.25.
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 necessary to remodel or maintain the
facility; and the amount of the award is $41,213.25.
Divide County
Project: Repair outlets and wiring, install pubic address system, new flags, install vertical
blinds. Grant request: $4,190.
It was moved by Commissioner Erickson, 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 necessary to
remodel or maintain the facility; and the amount of the award is $4,190.
Foster County
Project: Install two air conditioner units in courtroom. Grant request: $4,638.75.
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 necessary to remodel or maintain the
facility; and the amount of the award is $4,638.75.
Grant County
Project: Install camera with video and audio capabilities in courtroom (security). Grant
request: $1,809.95.
It was moved by Commissioner Erickson, 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 necessary to
remodel or maintain the facility; and the amount of the award is $1,809.95.
Griggs County
Project: Install air conditioner with heat pumps in courtroom. Grant request: $5,625.
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 necessary to
remodel or maintain the facility; and the amount of the award is $5,625.
Logan County
Project: Install separate thermostat and plumbing for temperature control in courtroom; install
new windows and carpeting in clerk's office. Grant request: $2,804.
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 necessary to
remodel or maintain the facility; and the amount of the award is $2,804.
McHenry County
Project: Update courtroom with new carpeting and drapes. Grant request: $7,470.75.
It was moved by Commissioner Erickson, 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 necessary to
remodel or maintain the facility; and the amount of the award is $7,470.75.
McIntosh County
Project: Install wireless panic buttons in clerk's office, recorder's office, courtroom, and
judge's chambers. Grant request: $1,983.21.
Committee members agreed the project cost should be reduced by $107.79, the cost
associated with two panic buttons in the county recorder's office as that project component is not
eligible as a court-related service. The reduction results in a grant request of $1,902.37.
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
necessary to remodel or maintain the facility; and the amount of the award is $1,902.37.
McKenzie County
Project: Install bulletproof material in courtroom and replace jury seating. Grant request:
$9,408.75. It was moved by Sen. Lyson, 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 necessary to
remodel or maintain the facility; and the amount of the award is $9,408.75.
Nelson County
Project: Install additional electrical outlets and receptacles; install raceway to conceal cables.
Grant request: $948.
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 necessary to
remodel or maintain the facility; and the amount of the award is $948.
Oliver County
Project: Audio system in courtroom, replace chairs in courtroom, move witness stand, close
open side of judge's chambers, new bookshelf, new carpeting. Grant request: $15,726.75.
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 necessary to
remodel or maintain the facility; and the amount of the award is $15,726.75.
Ransom County
Project: Construct wall for hallway and sound barrier between court chambers and rear of
courtroom, remove wall to create larger room out of 2 rooms (use as juror room or other purposes),
air conditioner, refrigerator. Grant request: $5,881.16.
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 necessary to remodel or maintain the
facility; and the amount of the award is $5,881.16.
Renville County
Project: Computer in the courtroom. Grant request: $1,550.
Ted Gladden explained that the judicial system would provide a CITRIX box for the
courtroom which can perform all the clerk-related work functions needed in the courtroom and is
easier to support.
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried
unanimously that grant funds not be awarded for the project and that the County be informed
that a CITRIX box will be provided by the judicial system.
Sargent County
Project: Replace counsel tables and chairs, replace air conditioner. Grant request: $4,738.50.
It was moved by Commissioner Erickson, 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 necessary to
remodel or maintain the facility; and the amount of the award is $4,738.50.
Sheridan County
Project: Install new carpet in courtroom. Grant request: $875.
It was moved by Sen. Lyson, 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 necessary to remodel or maintain the
facility; and the amount of the award is $875.
Sioux County
Project: Part of courthouse addition for new dedicated courtroom, judge's chambers,
conference rooms. Grant request: $60,000.
Staff noted that the application indicates that the project represents approximately 40% of
the entire construction project, which has a total cost of approximately $200,000.
Jim Hill said he is concerned that the project cost is based on an estimate and not on actual
bids. He said he had no problem with the concept behind the project but the lack of actual bids is
troubling. Ted Gladden said one approach may be to set aside funds for the project with the
understanding that funds cannot be accessed until there is a firm building plan and the county has
secured adequate funding for its match.
It was moved by Sen. Lyson, 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 necessary to remodel or maintain the
facility; the maximum amount of the provisional award is $60,000; and that the County will
be notified to provide detailed building plans and confirmation that adequate funds for the
project have been secured.
Chair Gladden will monitor the project and Committee members will be informed regarding
whether the project is able to proceed.
Slope County
Project: Oak cabinet to house court recording equipment, including bookshelf. Grant request:
$675.
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 necessary to remodel or maintain the
facility; and the amount of the award is $875.
Towner County
Project: Refinish furniture in courtroom and jury room (attorney tables, jury room table, 23
chairs), television with VCR/DVD, air conditioner. Grant request: $3,105.
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 necessary to
remodel or maintain the facility; and the amount of the award is $3,105.
Next Grant Round
Chair Gladden said available funding will be monitored and Committee members will be
notified of the possible timing for the next grant round.
There being no further business, the meeting was adjourned at 3:30 p.m.
____________________________________ Jim Ganje, Staff