| Members Present
Sally Holewa, Chair Foster Co. Commissioner Dwayne Erickson Jim Hill, State Bar Association Sen. Stan Lyson Cass Co. Commissioner Scott Wagner |
Members Absent
None |
Chair Holewa called the meeting to order at 10:00 a.m. for purposes of reviewing the fourth round of requests for court facilities improvement and maintenance grants.
As a general observation, Sen. Lyson noted some grant applications requesting IVN equipment. He said his concern, as a legislator, is that rural counties may be left with less of a judicial presence if more courts move to using interactive television for hearings and other court proceedings. He said service to rural areas was a point of contention during debate of the court unification legislation and technology should not serve as another means by which a judicial presence is removed from or limited for rural counties.
Chair Holewa drew attention to the October 30, 2007, letter from the Foster County Clerk of District Court, and her November 9, 2007, response. She said the correspondence concerns increased costs of windows since the project bid was submitted as part of an earlier grant round, and a request that the Committee consider an additional grant to cover the increased cost.
Commissioner Erickson said it would be very difficult for the Committee to operate in a manner that allowed revisiting previous grant awards and supplementing those awards because of an unanticipated increase in project costs. He noted that the Committee had previously concluded that it would not revisit grant award amounts in light of increased costs. Commissioner Wagner agreed and said there are too many variables affecting project costs and the Committee cannot reasonably increase awards retroactively to address cost increases.
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried unanimously that the Foster County request for additional grant funds be denied based on the Committee's earlier conclusion.
Chair Holewa then drew attention to the November 7, 2007, letter from Commissioner Wagner indicating that Cass County would not be submitting a grant application as the County did not have pressing needs that satisfied the necessary or essential criteria of the Committee's grant application analysis. Commissioner Wagner explained that there had been some requests for facility changes submitted by the court administrator but the county commission, upon review, concluded that a grant application was not necessary at this time. He noted that the County is considering future expansion plans for the court facility, which will include expansion of space for the district court.
Committee members first considered grant applications submitted by counties with populations of 7,500 and over.
Barnes County
Project: Repair plaster in judge's office; paint judge's and support staff offices and judge's vestibule. Grant request: $2,512.50
Sen. Lyson observed that it is important that counties make the effort to maintain interior court space in a effective way.
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 essential to remodel or maintain the facility; and the amount of the award is $2,512.50.
Grand Forks County
Project: Replace courthouse security work station staffed by deputy sheriff (new modular furniture and walk-through metal detector). Grant request: $14,583.
Commissioner Wagner noted the availability of cost-sharing on security-related equipment with the judicial system. He said several counties have also purchased metal detectors on their own as a matter of general courthouse safety. Sen. Lyson observed that the metal detector and work station seem to be one self-contained unit and much of the project seems related to general courthouse security.
It was moved by Jim Hill, seconded by Commissioner Wagner, and carried unanimously that grant funds not be awarded for the project as alternated cost-sharing may be available through the judicial system.
Pembina County
Project: Replace carpet in courtroom and judicial chambers; paint and window treatments for judicial chambers. Grant request: $6,257.97
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 maintain the facility; and the amount of the award is $6,257.97.
Ramsey County
Project: Renovation of Courtroom #1 (modify bench, new workspace top, relocate court recorder wiring, modify witness box, install microphone jacks, new carpet, reupholster juror chairs); replace temporary wall between judge's office and library with permanent wall; remove vault; renovate juvenile court office; install Evidence Presentation equipment.
Staff noted that the application contains alternative project cost estimates - one with the Evidence Presentation equipment and one without. He said if the equipment is removed from the project, the estimated cost is $110,700, with a grant request of $83,025.
Jim Hill said the improvements set out in the project application are needed improvements, but he questioned whether funds should be provided for the Evidence Presentation equipment.
It was moved by Jim Hill, seconded by Sen. Lyson, and carried unanimously that the project, with the exception of the Evidence Presentation equipment is dedicated to facilities improvement/maintenance; the affected facilities are used for chambers, courts, or court-related services; the project is necessary to maintain the facility; and the amount of the award is $83,025.
Richland County
Project: Replace window blinds; replace large window with safety glass; refinish doors, window frames, judge's bench, paneling behind bench; install ceramic tile in courtroom seating area. Grant request: $20,619.
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 maintain the facility; and the amount of the award is $20,619.
Rolette County
Project: Remodel clerk's office (remove portion of wall to allow view of public counter, new counter for public terminal, install window in hallway door). Grant request: $566.25.
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 maintain the facility; and the amount of the award is $566.25.
Stark County
Project: Energy savings projects. Grant request: $366,178.
Sally Holewa observed that the supporting documents for the application are unclear concerning which part of the courthouse is affected by the project. Additionally, she said there is a complete lack of information or explanation regarding how the project falls within the Committee's grant criteria.
It was moved by Jim Hill, seconded by Sen. Lyson, and carried unanimously that grant funds not be awarded for the project as the application is incomplete and lacking in adequate support or explanation.
Ward County
Project: New counsel chairs; courtroom carpet. Grant request: $4,745.62.
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 maintain the facility; and the amount of the award is $4,745.62.
Committee members first considered grant applications submitted by counties with populations of less than7,500.
Adams County
Project: Installation of interactive television and conference phone capabilities. Grant request: $6,523.50.
Committee members noted that funding for ITV and related technologies may be available through the judicial system as part of the system's overall technology plan. Sally Holewa noted that a request by the County for ITV installation was considered and denied by the Court Technology Committee. She explained that if ITV installation is approved as part of the judicial system's technology plan, then the judiciary will pay for the wiring and monthly charges. She said the general approach has been to focus on counties with higher and medium court traffic. If, she said, a smaller county wants to install ITV outside the normal process, then the county would pay for the installation and associated costs.
Commissioner Wagner noted that the Committee in the past has followed a general approach of declining to award funds for projects for which funding may be available from an alternative source. He suggested that counties should seek funding from those alternative sources, e.g., the judicial system's technology plan or cost-sharing on security-related equipment, before applying for facilities improvement grant funds.
Sally Holewa observed that if ITV were installed in a smaller county, the system would most likely be a resource shared with other county offices.
Following further discussion, it was moved by Commissioner Wagner, seconded by Jim Hill, and carried unanimously that grant funds not be awarded for the project because of the possible availability of alternative funding through the judicial system technology plan.
Benson County
Project: Case file open shelving for clerk's office; prime, paint, patch clerks' offices; security gate and security entrance camera, copier, and typewriters. Grant request: $2,570.79.
Committee members noted that grant funds have typically not been awarded for typewriters and other kinds of office equipment. Committee members agreed alternative funding for security-related equipment may be available through cost-sharing with the judicial system.
It was moved by Commissioner Wagner, seconded by Jim Hill, and carried unanimously that the project, with the exception of the security gate, typewriters, copier, and security camera, is dedicated to facilities improvement/maintenance; the affected facilities are used for chambers, courts, or court-related services; the project is necessary to maintain the facility; and the amount of the award is $978.75.
Bowman County
Project: Jury chairs for the courtroom; pictures for the judge's chambers and courtroom. Grant request: $8,490.
Sen. Lyson noted differing cost estimates for chairs among the several applications. He wondered whether there should be a general guideline for such costs. Commissioner Wagner said he recognized the importance of purchasing locally, but agreed it may be worthwhile to have a general guideline to determine whether the cost for a particular item may be unreasonable.
Committee members agreed funds for the requested pictures should not be considered.
It was moved by Jim Hill, seconded by Commissioner Erickson, and carried unanimously that the project, with the exception of the pictures, is dedicated to facilities improvement/maintenance; the affected facilities are used for chambers, courts, or court-related services; the project is necessary to maintain the facility; and the amount of the award is $6,615.
Dickey County
Project: Restore courtroom mural; decorate courtroom ceiling; courtroom carpet; blinds for judge's chambers; replace electrical piping in judge's chambers, clerk's office, jury room and break room; new courtroom lights. Grant request: $22,551.15.
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 maintain the facility; and the amount of the award is $22,551.15.
Eddy County
Project : Install aluminum clad wood windows in the courtroom, court offices, and court bathroom. Grant request: $97,643.22.
Commissioner Erickson said court space-related windows in the courthouse are in need of replacement. He said the county intends to replace the remaining windows in the courthouse through its own budget. Commissioner Wagner said that while on a recent tour of county facilities he noted windows in many courthouses are in a state of disrepair.
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 maintain the facility; and the amount of the award is $97,643.22.
Emmons County
Project: Workstation for clerk and deputy clerk; transaction hutches for clerk and deputy clerk; file cabinet for deputy clerk workstation; courtroom desk and hutch for clerk; courtroom desk for court recorder; courtroom lectern. Grant request: $4,962.75.
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 maintain the facility; and the amount of the award is $4,962.75.
Foster County
Project: Installation of ductless air conditioner in clerk's office. Grant request: $3,104.25.
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 maintain the facility; and the amount of the award is $3,104.25.
Grant County
Project: Install 3 stationary file units and 2 bi-slider file units for case files. Grant request: $3,299.25.
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 maintain the facility; and the amount of the award is $3,299.25.
Griggs County
Project: Refinish window jams and sills in courtroom and jury room; carpet for clerk's office. Grant request: $4,026.38.
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 maintain the facility; and the amount of the award is $4,026.38.
Logan County
Project: Replace carpeting in courtroom and jury room; new table top for library table; refinish furniture pews and benches. Grant request: $5,899.16.
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 maintain the facility; and the amount of the award is $5,899.16.
McHenry County
Project: Repair and refinish tables in courtroom, judge's chambers, jury room, and judge's escape room; install blinds in jury room and judge's escape room. Grant request: $2,491.88.
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 maintain the facility; and the amount of the award is $2,491.88.
McKenzie County
Project: Installation of video conference and audio system in courtroom. Grant request: $29,724.75.
Sally Holewa noted that this project has been the topic of long discussions by the area judge and the county auditor. She said installation of an ITV system in the courtroom has been approved by the Court Technology Committee but the project is late in the sequence of projects to be completed.
It was moved by Commissioner Wagner, seconded by Sen. Lyson, and carried unanimously that grant funds not be awarded for the project because of the availability of alternative funding through the judicial system technology plan.
Commissioner Erickson observed that in the future it may be necessary for the Committee to consider more closely awarding funds for such projects in light of changes in the economy and other factors.
Nelson County
Project: Paint main floor judge's office; paint third floor judge's chambers and install new furniture (desk, chair, guest chairs). Grant request: $1,200.
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 maintain the facility; and the amount of the award is $1,200.
Pierce County
Project: Replace carpet in courtroom, window treatments, window roller shades for clerk's office. Grant request: $7,500.
Staff noted that the project cost is based on a higher estimate than the actual cost quote, with the reason being that the quote is only good for 60 days and the cost may increase. Committee members agreed the actual itemized cost ($9,497) should be consider rather than the higher speculative cost.
It was moved by Jim Hill, seconded by Commissioner Wagner, and carried unanimously that the project, with the grant request based on the actual itemized cost, is dedicated to facilities improvement/maintenance; the affected facilities are used for chambers, courts, or court-related services; the project is necessary to maintain the facility; and the amount of the award is $7,122.75.
Ransom County
Project: Kevlar for courtroom bench; courtroom clock; media cart for TV and VCR. Grant request: $1,875.
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 maintain the facility; and the amount of the award is $1,875.
Renville County
Project: Installation of 4 security cameras (two in courtroom, two in hallway entering courtroom). Grant request: $4,705.17.
It was moved by Commissioner Wagner, seconded by Jim Hill, and carried unanimously that grant funds not be awarded for the project as alternative cost-sharing may be available through the judicial system.
Sargent County
Project: Desk, chair, and tables for judge's chamber and jury conference room; air conditioning for "support facilities"(not identified) for courtroom activities; shelf cabinet for clerk's office.
Committee members noted that the requested project appeared to be for same or similar purposes for which grants were awarded in 1st and 3rd rounds. Additionally, Sen. Lyson said the information in the application does not identify the "support facilities" for which air conditioning is requested.
It was moved by Sen. Lyson, seconded by Commissioner Erickson, and carried unanimously that grant funds not be awarded as the application does not present sufficient supporting information and the project appears to be for the same or similar purposes for which grants were awarded in the 1st and 3rd rounds.
Sheridan County
Project: Replace 12 jury chairs. Grant request: $5,111.25.
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 maintain the facility; and the amount of the award is $5,111.25.
Steele County
Project: Repair and paint courtroom walls; new jury, counsel, and defendant/witness chairs; renovate courtroom conference room. Grant request: $11,115.71.
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 maintain the facility; and the amount of the award is $11,115.71.
Traill County
Project: New carpet for clerk's office; replace juror chairs in deliberation room; dry erase board in jury deliberation room. Grant request: $5,007.26.
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 maintain the facility; and the amount of the award is $5,007.26.
Based on current fund revenue expectations, Committee members tentatively agreed the next round should be held in the fall of 2008.
There being no further business, the meeting was adjourned at 1:05 p.m.
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Jim Ganje, Staff