FILLMORE COUNTY BOARD OF COMMISSIONERS MEETING AGENDA April 25, 2017 Fillmore County Courthouse, 101 Fillmore Street - Preston, MN ****************************************************************************************** Mitch Lentz - First District Gary Peterson - Third District Randy Dahl - Second District Duane Bakke - Fourth District Marc Prestby - Fifth District 9:00 a.m. Pledge of Allegiance Approve Agenda Approve Consent Agenda: 1. April 11, 2017 County Board minutes. 2. Payment of 1st quarter invoice of $15,082.91 to Mayo Clinic for medical examiner/autopsy services in accordance with agreement and 2017 budget. 3. Payment of SELCO 2 nd quarter invoice for $55,952.25 in accordance with agreement. 4. Overnight stays for two (2) Property Appraisers to attend summer seminar in St. Cloud as recommended by the Assessor. 5. Merit increase for Jennifer Peterson, Eligibility Worker, to Merit Grade 5/Step 5 effective April 27, 2017 as recommended by the County Coordinator. 6. Merit increase for Elizabeth Fuglestad, Social Worker, to Merit Grade 7/Step 5 effective May 2, 2017 as recommended by the County Coordinator. 7. Intermittent Family and Medical Leave for employee #1504 effective April 19, 2017 in accordance with County policies. 8. Overnight stays for Fiscal Officer to attend conference in Brainerd as recommended by the County Coordinator. 9. Renewal of On-sale and Sunday Liquor License for BreDun, LLC dba Old Barn resort & Golf Course for the period of May 1, 2017 through May 1, 2018 as approved by Sheriff Kaase and County Attorney Corson. Approve Commissioners’ Warrants Review Auditor’s Warrants 9:05 a.m. Joel Stencel, Manager, and Brian Bluhm, Director of Assurance Services of Eide Bailly LLP 1. Discussion regarding 2015 State Auditor report “Assessing the Adequacy of 2015 County Audits Performed By Private CPA Firms” 2. Discussion regarding Fillmore County’s 2015 Audit work paper review 9:30 a.m. Citizens Input 9:35 a.m. Kristina Kohn, Human Resources 1. Consider first reading of proposed updates to Probationary Period Policy 2. Consider first reading of proposed updates to Paid Time Office Policy 3. Consider first reading of proposed updates to Identification Card Policy 4. Consider request to hire Intermittent Deputy at Step 1 of union scale effective April 26, 2017 as recommended by the Hiring Committee 5. Consider awarding request for proposal from Flexible Benefits Consulting, Inc for benefits consulting services as recommended by the Benefits Committee
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FILLMORE COUNTY BOARD OF COMMISSIONERS ... COUNTY BOARD OF COMMISSIONERS MEETING AGENDA April 25, 2017 Fillmore County Courthouse, 101 Fillmore Street - Preston, MN
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FILLMORE COUNTY
BOARD OF COMMISSIONERS
MEETING AGENDA
April 25, 2017
Fillmore County Courthouse, 101 Fillmore Street - Preston, MN
Mitch Lentz - First District Gary Peterson - Third District
Randy Dahl - Second District Duane Bakke - Fourth District
Marc Prestby - Fifth District
9:00 a.m. Pledge of Allegiance
Approve Agenda
Approve Consent Agenda:
1. April 11, 2017 County Board minutes.
2. Payment of 1st quarter invoice of $15,082.91 to Mayo Clinic for medical examiner/autopsy
services in accordance with agreement and 2017 budget.
3. Payment of SELCO 2nd
quarter invoice for $55,952.25 in accordance with agreement.
4. Overnight stays for two (2) Property Appraisers to attend summer seminar in St. Cloud as
recommended by the Assessor.
5. Merit increase for Jennifer Peterson, Eligibility Worker, to Merit Grade 5/Step 5 effective
April 27, 2017 as recommended by the County Coordinator.
6. Merit increase for Elizabeth Fuglestad, Social Worker, to Merit Grade 7/Step 5 effective
May 2, 2017 as recommended by the County Coordinator.
7. Intermittent Family and Medical Leave for employee #1504 effective April 19, 2017 in
accordance with County policies.
8. Overnight stays for Fiscal Officer to attend conference in Brainerd as recommended by the
County Coordinator.
9. Renewal of On-sale and Sunday Liquor License for BreDun, LLC dba Old Barn resort &
Golf Course for the period of May 1, 2017 through May 1, 2018 as approved by Sheriff
Kaase and County Attorney Corson.
Approve Commissioners’ Warrants
Review Auditor’s Warrants
9:05 a.m. Joel Stencel, Manager, and Brian Bluhm, Director of Assurance Services of Eide Bailly LLP
1. Discussion regarding 2015 State Auditor report “Assessing the Adequacy of 2015 County
Audits Performed By Private CPA Firms”
2. Discussion regarding Fillmore County’s 2015 Audit work paper review
9:30 a.m. Citizens Input
9:35 a.m. Kristina Kohn, Human Resources
1. Consider first reading of proposed updates to Probationary Period Policy
2. Consider first reading of proposed updates to Paid Time Office Policy
3. Consider first reading of proposed updates to Identification Card Policy
4. Consider request to hire Intermittent Deputy at Step 1 of union scale effective April 26,
2017 as recommended by the Hiring Committee
5. Consider awarding request for proposal from Flexible Benefits Consulting, Inc for benefits
consulting services as recommended by the Benefits Committee
FILLMORE COUNTY BOARD OF COMMISSIONERS
April 25, 2017 Meeting Agenda
Page 2
9:50 a.m. Ronald Gregg, Highway
1. Consider entering into consultant contract for the pavement preservation project and
authorize signature
2. Consider awarding 2017 sealcoat projects
3. Consider awarding contract for replacement of two bridges on CR 117
4. Consider resolution for final payment to Dunn Blacktop in the amount of $213,756.87 for
resurfacing project SAP 23-611-012, Pilot Mound Township
10:10 a.m. Thomas Kaase, Sheriff
1. Consider State of MN Annual County Boat and Water Safety Grant agreement renewal in
the amount of $3,057.00 for 2017
10:30 a.m. Brett Corson, County Attorney, and Corine Haugen, Intern
1. Update on County Attorney Externship
2. Consider Summons and Complaint with course of action for clandestine lab cleanup
3. Discussion with possible action for placement of tax assessment on property for the
clandestine lab cleanup
OTHER ADMINISTRATIVE ITEMS:
1. Consider Statement of Understanding of the City Limits of the City Of Ostrander, MN and Agreement
and authorize signature of same.
2. Consider approval of quote for actuarial services for post-employment benefits for 2015 and 2016
audits.
3. Consider resolution to apply for educational grant from Winneshiek County Solid Waste Agency.
4. Consider approval of Hauler’s License for Advanced Disposal effective May 1, 2017.
5. Consider approval of budgeted IS switch replacements for four buildings in the amount of $67,654.43.
6. Consider the following street closures in Lanesboro, Minnesota for various dates in 2017 as approved
by Police Chief Matthew Schultz, the Lanesboro City Council, Sheriff Kaase and Highway Engineer
Gregg:
a. Coffee Street East (Parkway – the Saloon) on May 13, 2017 from 8:00 a.m. to 5:00 p.m.
b. Coffee Street East (Parkway – the Saloon) on Sept. 23, 2017 from 8:00 a.m. to 5:00 p.m.
c. Grit Road (map attached) on August 5, 2017 from 8:00 a.m. to 11:00 a.m.
Consider closing meeting in accordance with M.S. 13D.05 for attorney-client privilege to discuss pending
civil litigation concerning zoning issues
Calendar review, committee reports and announcements
MEETINGS: (Conference Room 102U, Fillmore County Courthouse unless otherwise indicated) Monday, April 24 6:00 p.m. Zumbro Valley Health Center, Rochester
Tuesday, April 25 7:30 a.m. Highway Department, Highway Office, Preston
Date Approved by the County Board: June 9, 2009 Supersedes Policy Dated: July 23, 2003
A. Policy Statement The probationary or working test period shall be regarded as an extension of the examination process. It shall be used by department heads and supervisors for closely observing the employee's work and rejecting any employee whose performance does not meet the required work standards. This time also enables the new employee to evaluate his/her interest in continuing their employment with the County.
B. Duration Effective June 9, 2009, appointed employees hired, re-hired, appointed, transferred, or promoted, or reduced to a lower job class position shall be required to successfully complete a one (1) year probationary period from the date of employment status change unless federal or state statutes or union contracts require otherwise. Refer to individual labor contracts for length of probation for each union group.
C. Extension of Probationary Period
In rare or unusual circumstances or conditions that prevent the making of a full and fair determination as a basis for granting regular status or terminating the employee, a three (3) month extension of the probationary period may be granted. Any request for extension from a department head must be approved by the County Board. This request must be made by the beginning of the twelfth (12) month by completing a personnel request for Board Action action form and submitting it to the Coordinator's office. A copy of the request shall be provided to the probationary employee.
D. Probationary Performance Evaluation
1. A written evaluation indicating the general progression/performance of the employee must be completed by the department head or supervisor at six (6) months of service as well as three (3) weeks prior to completion of the one (1) year probation period.
2. The evaluation procedure in the personnel manual shall be followed. A personnel action
formRequest for Board Action must also be completed and submitted, along with the evaluation form, to the County CoordinatorBoard for their review for approval by the Board prior to any change in an employee's employment status.
3. The new employee should be properly orientated and trained so as to be aware of what the
standards of performance are for the position. Each employee should be given every opportunity to succeed and have all questions answered regarding work assignments. It is the responsibility of each department head and supervisor to inform the new employee how they are doing during this qualifying period.
E. Termination
A probationary employee may be terminated at any time during the working test period, if in the department head's opinion; the employee is unable or unwilling to perform the duties of the position satisfactorily.
F. Compensation
No raises, except cost of living adjustments, shall be enacted for probationary employees during the working test period unless present in union contract.
G. Benefits During the Probationary Period Leave benefits, as authorized under these policies, shall accrue to the employee during the working test
period, and, once earned, can be used at any time during the probationary period, subject to supervisor’s approval. Benefit eligible employees shall receive applicable benefits on the first of the month following their initial date of employment.
Section 4.06 PAID TIME OFF
Date Approved by the County Board: September 27, 2016 Supersedes Policy Dated: October 26, 2010
Policy Statement It is a continuing objective of Fillmore County to provide equity, consistency and flexibility in the delivery of benefits to county staff. Where appropriate, certain benefits have also been designed to incorporate employee tenure to recognize and reward loyal service to the County. These considerations are particularly significant in the accrual, utilization and administration of paid time off (PTO).
PTO can be utilized for any purpose, subject only to necessary request/approval procedures consistent with policy and labor contracts. A. Eligibility
1. Only regular full-time and eligible part-time hourly and salaried employees shall accrue annual PTO at their regular rate of pay. To be eligible, an employee must be in an active pay status. Regular full and part-time employees whose regular schedule is less than 40 hours per week will receive prorated PTO based on their regular schedule.
2. Temporary and seasonal employees are not entitled to PTO, but may request permission from
their department head to take unpaid time off. 3. Employee groups covered by collective bargaining agreements must negotiate participation in
the PTO policy through the collective bargaining process. 4. Each November, a full-time employee equivalency (FTE) percentage will be determined for each
eligible intermittent employee not subject to a collective bargaining agreement. A. FTE will be based on the average number of hours per week worked for the previous year. B. Calculation of prorated PTO benefits will only be offered to intermittent employees
averaging 20 or more hours per week.
B. Accrual Rates 1. Full time employees:
Years of Service Hours accrued per pay period Approximate Annual Accrual Rate
0 - 5 years 7.38 hours 191.88 hours 6 - 10 years 8.32 hours 216.32 hours 11 - 15 years 9.24 hours 240.24 hours 16 or more years 10.17 hours 264.42 hours
1. Accruals shall not exceed the cap of 800 hours at any time. 2. Employees initially hired after 1/1/2018 shall have a PTO accrual cap of 400 hours. Accruals shall
not exceed the cap at any time. C. Rate of Pay for PTO
The rate of PTO pay shall be the employee's regular straight-time rate of pay in effect during the employee's PTO period. No employee shall be permitted to waive PTO for the purpose of receiving double pay.
D. PTO During Unpaid Leave
Unpaid leave is time away from employment without wages. Unpaid leave may be part of a FMLA or other leave. PTO leave shall not be earned by any employee during a leave of absence without pay, or time otherwise not worked or paid.
E. PTO Scheduling
1. Department heads are responsible for scheduling PTO leave for employees under their supervision. It is possible that PTO requests may be denied if the requested time would cause an interruption in the service of the department or is otherwise not in the County's best interest.
2. Employees shall not be allowed to take PTO until after it has been earned. The employee who requests time off first shall be given priority consideration in PTO scheduling.
Other circumstances can be considered. 3. The minimum amount of PTO that can be taken at any one time is one half (1/2) hour. 4. Non-emergency use must be requested in advance per departmental practices. Emergency use
may require documentation of the emergency as soon as possible. 5. At any time of the year, if an employee wishes to take PTO in excess of five (5) consecutive working
days, he/she should request such time off from the appropriate department head at least thirty (30) days prior to the beginning date of the time off.
F. Accumulation of PTO and Annual Cash Out Option Employees may cash out a portion of accrued PTO once per calendar year. The following restrictions will apply:
1. Employee must have used a minimum of 80 hours of PTO, taken off 80 hours of comp time, or any combination of the two totaling at least 80 hours during the previous calendar year, and
2. Employee must request payment of accruals from Auditor/Treasurer’s Office by November 30th of
each year, and 3. Maximum of 50% of the balance can be paid to the employee as long as a minimum of 80 hours are
retained. Employee must recognize that this will be taxable income. Employees may be able to defer cash out payments in accordance with deferred compensation regulations.
5. Fillmore County grants paid time away from work under its PTO policy. Employees are encouraged to schedule sufficient time off for relaxation to promote good physical and mental health
G. Donations Of PTO
Employees may transfer PTO to another employee when an employee has exhausted all their PTO due to an illness or injury to the employee or an immediate family member as defined by FMLA regulations. Donations will be allowable with these restrictions: 1. The affected employee must request donated PTO. This request is to be sent to the Human
Resources Officer.
2. A notification will be sent to County employees stating that there has been a request, and the opportunity to donate PTO if desired.
3. Donor must have used 80 hours of PTO during the previous year, and 4. Donor must retain a minimum of 80 hours following the donation, and 5. Recipient must be eligible for PTO benefits, and 7. Transfers will be made at the rate of the giver, but used at the salary rate of the receiver, and 8. Transfers will be irrevocable and, 9. The identity of the donor shall remain anonymous. 10. Donated leave will not be available when the illness or injury is work related and workers’
compensation applies. NOTE: Employees may not request donations of PTO from other employees directly. Such requests would be considered just cause for disciplinary action as stated in section 14.2(k) of the Discipline Policy.
Section 6.XX IDENTIFICATION CARD POLICY
Date Approved by the County Board: September 23, 2008 Supersedes Policy Dated:
A. PURPOSE Fillmore County will issue a county photographic identification (ID) card affirming individuals as a Fillmore County employee, or volunteer of the County. , or an employee of an agency housed in a county owned or operated facility. The purpose of the Identification Card Policy is:
To enhance the County’s mission of providing high quality public service
To provide a consistent, standardized method of identification
To provide a safe environment for the public to conduct business
To provide an additional means of establishing a safe work place for employees B. PROCEDURES Identification cards are and will remain the property of Fillmore County and their use will be governed by
the county and at its sole discretion. Identification cards will be provided by the County and will include a photo, name, and the department/division in which the person works. A card format will be approved by Department Heads but may vary slightly by department based on safety and privacy needs. Variations of the ID card by department must be minimal to maintain conformity and must be within the capabilities of the ID card computer program used.
1. DISPLAYING ID CARDS All County employees, volunteers and employees of an agency housed in a county owned or
operated facility are required to display the identification card provided by the County prominently while on the job or on any County property except as noted in exceptions.
Employees should wear their photo ID when hosting or appearing at County functions or community
events, especially if it is important to draw attention to the County’s participation or attendance. Employees may use judgment in deciding whether to wear their photo ID while conducting official business that is not on County property if anonymity is a consideration or if outside the County.
2. EXCEPTIONS At the discretion of the Department Head, certain employees will not be required to display the ID
card while performing certain job tasks. Example would include but not be limited to:
An employee whose safety would be put at risk by the wearing of an ID card
An employee who is wearing a uniform with Fillmore County markings and bears the name of the employee on it.
An employee who works in a capacity that would automatically exempt the employee, such as an under-cover law enforcement officer.
C. ISSUANCE OF EMPLOYEE ID CARDS
All employees of Fillmore County, volunteers and employees of an agency housed in a county owned or operated facility will be issued a photographic identification card. No sunglasses or hats may be worn for the ID pictures with the exception of the religiously required head coverings that may be worn, but must be back on the head so that it does not obscure the face. ID cards will be issued with a clip or break-away chain. All ID cards will be made electronically at the Emergency ManagementCoordinator’s Office. No other location is authorized to make Fillmore County ID cards.
1. NEW HIRES
The Human Resources Officer will be responsible for authorizing the andissuance issuing of a bar-coded an ID card to each employee at the time of his/hertheir initial hire orientation. An appointment will be made with the Emergency Management Office to take a photo and obtain an ID.
2. VOLUNTEERS Volunteers: Volunteers shall be issued a “Volunteer” ID that should be displayed at all times while at a County facility. This ID will use a different background than employee cards and may be printed on paper if only for a short duration. The word “VOLUNTEER” will be displayed in bold print. There may be some volunteer categories that should have specific designations written on the card, e.g. Citizen Core Council; C.E.R.T., Medical Reserve Corp., etc. The volunteer’s supervisor will request a temporary badge by completing the Photo ID Authorization Form.. The department head. will approve it.
3. AGENCIES HOUSED IN FILLMORE COUNTY OWNED OR OPERATED FACILITIES Employees of agencies housed in Fillmore County owned or operated facilities shall be issued an ID card by the county unless they have a photographic ID to display that is from another state or county agency, and is less than five years old.
4.3. REPLACEMENTS
ID cards expire every five (5) years. A new card must be requested a new card within one month of the expiration date listed on the back of the card. A new card also will be needed when an employee changes his/hertheir name, department, or a card is lost or stolen. A lost or misplaced ID is to be immediately reported to the employee’s supervisor who will notify the Emergency ManagementCoordinator’s Office. All lost ID cards will be recorded and inactivated in the employee ID card database. Employees with ID cards may request a new card using a Photo ID Authorization Form.
Fillmore County ID cards are invalidated upon separation of employment and must be returned to the County along with other County property. Employees shall surrender the ID card to their supervisor or Human Resource Officer upon termination of employment, or when requested. The card will be cut in half and sent to the Emergency ManagementCoordinator’s Office who will ensure that the card is invalidated in the employee ID card database.
D. EMPLOYEEs &, VOLUNTEERS & EMPLOYEES OF HOUSED AGENCIES RESPONSIBILITIES
Those issued ID Cards will:
Wear their Photo ID card in plain view, above the waist, so it is observable under normal conditions.
Protect their ID card against loss, theft, or unauthorized use;
Maintain the card in good condition, avoiding contact with surfaces that can scratch or cause accelerated wear;
Will not trim, fold, mark, or otherwise deface or alter the card in any way that would change the original appearance of the card or cover any portion of the card;
Not loan the card to another person for any reason, and not use another person’s card for any purpose; and only use the card for official county business;
Immediately report the loss, theft, unauthorized use, or recovery of a lost or stolen ID card to their immediate supervisor, turn over any recovered or found card to his/hertheir supervisor immediately; and
Return the Photo ID card to their supervisor or Human Resource Officer if leaving County employment, transferring to a different department, beginning an extended leave of absence or upon the request of management.
Report any work conditions to their supervisor that may make wearing the ID card hazardous. Violations of any of the above-listed rules can may result in corrective action up to, and
including, termination.
Benefits Consulting Request
- On March 14, 2017 the County Board approved the recommendation from the Benefits
Committee to send out Requests for Proposal (RFP) for full benefit consulting to
organizations that have experience working with public entities in MN.
- Three (3) RFPs were received from the following companies:
o Intellecents
o Flexible Benefits Consulting (FBC)
o Associated Benefits and Risk Consulting
- The RFPs were reviewed for their overall cost and services offered.
- All three companies were reviewed by the Benefits Committee at their April 11, 2017
meeting.
- The Benefits Committee is recommending acceptance of the RFP from Flexible Benefits
Consulting for the following reasons:
o Low quote
o Established relationship with Fillmore County (we currently utilize FBC for our
dental insurance)
o Services: All of the companies offered similar services with regard to quoting
process, follow-up, COBRA, enrollment, etc. FBC was the only company that
also offered employees the ability to contact their support directly for questions
and assistance with their benefits questions and issues.
H:\FILLMORE_CO_MN\T51113783\0_Rwy Rehab\A_Project Management\FKA-BMI WO #1 Crack Repair Seal Coat Proposal (041817).docx
April 18, 2017
Ms. Pamela Schroeder
Highway/Airport Office Manager
Fillmore County
909 Houston Street NW
Preston, MN 55965
RE: Fillmore County Airport (FKA)
2017 Runway, Taxiway, and Apron Crack Repair and Seal Coat Project
BMI Work Order #1
Proposal for Professional Services
Dear Ms. Schroeder,
Bolton & Menk is pleased to submit our proposal for Professional Services for the Runway, Taxiway, and
Apron Crack Repair and Seal Coat project at the Fillmore County Airport.
Our understanding of the project is the County desires to crack rout and seal existing longitudinal and
transverse cracks on Runway 11/29, Taxiway A, and the Apron. An emulsified asphalt seal coat will also
be applied to those pavements. The intersection of Taxiway A with the Runway 11 connecting Taxiway
depression will also be patched.
SCOPE OF SERVICES:
DESIGN:
1.1 Project Scoping
Consultant shall confer with the Sponsor on, and ascertain, project requirements, finances,
schedules, and other pertinent matters affecting the project and shall arrive at a mutual
understanding of such matters with the Sponsor.
Consultant shall coordinate with the Sponsor, FAA, MN/DOT, subconsultants, and other
applicable agencies to complete the work elements in Task 1.
1.2 Field Investigation
Consultant shall field verity existing longitudinal and transverse cracks on all airfield pavements
to be repaired as part of the project. Field investigation will require one trip to the airport.
1.3 Construction Safety and Phasing Plan (CSPP)
Consultant will complete FAA Form 7460-1 and the Construction Safety and Phasing Plan (CSPP),
through FAA’s Obstruction Evaluation / Airport Airspace Analysis (OE/AAA) website portal. The
Name: Ms. Pamela Schroeder
Date: April 18, 2017
Page: 2
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7460 form and CSPP will be prepared according to current FAA Guidelines.
1.4 Prepare Preliminary Plans, Specifications, and Cost Estimate
Consultant will prepare preliminary plans. The plan sheets will be limited to those sheets
necessary to carry-out the construction of the proposed project.
Consultant will assemble the technical specifications necessary for the intended work. Standard
FAA specifications will be utilized where possible. Additional specifications will be prepared to
address work items or materials that are not covered by FAA specifications.
Consultant will assemble preliminary contract documents including instruction to bidders,
proposal, equal opportunity clauses, construction clauses, construction contract agreement,
performance bond, payment bond, bid bond, State Requirements, Federal Requirements, bid
schedule, wage rates, and general provisions.
Consultant shall prepare preliminary construction cost estimate.
1.5 Final Plans, Specifications, and Cost Estimate
Consultant shall submit 90% plans, specifications, and cost estimate to the Sponsor for review.
One (1) telecom design review meeting will be held to review the bidding documents and
discuss Sponsor comments.
A final set of plans, specifications, and cost estimate will be prepared which incorporates
revisions, modifications, and corrections determined during the Sponsors review.
1.6 Prepare Disadvantaged Business Plan (DBE)
The project is expected to use Federal grant dollars in excess of $250,000, the annual
Disadvantaged Business Plan goal will be updated to reflect the current project. This task
includes research of the current state highway certified DBE listings and area contractors to
determine the availability of potential DBE contractors. The DBE Plan will be finalized for
Sponsor submittal to the FAA Civil Rights Office.
1.7 Prepare Advertisement for Bids
Required advertisement dates, and bidding dates will be established. Consultant will submit a
copy to the Sponsor for distribution to local and selected publications of the project. The
Sponsor shall pay for the associated cost of advertising.
1.8 Furnish Bid Documents
Consultant shall prepare, reproduce, and distribute 10 sets of bidding documents for the
project. In addition, electronic copies of the bid documents will be made available for download
through the Quest Construction Document Network website (QuestCDN). The Consultant shall
keep a current list of plan holders and distribute this to interested parties upon request. This
task also includes coordination required to facilitate these requests.
1.9 Respond to Bidders Questions
During the bidding process, Consultant will be available to clarify bidding issues with contractors
and suppliers, and for consultation with the various entities associated with the project. This
Name: Ms. Pamela Schroeder
Date: April 18, 2017
Page: 3
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item also includes contacting bidders to generate interest in the project.
1.10 Prepare and Distribute Addendums
Consultant shall issue addenda as appropriate to interpret, clarify, or change the bidding
documents as required by the Sponsor or the State. Addenda will be made available to the plan
holders either through mail, electronic mail, hand delivering or via facsimile transmission. Any
addenda that are generated as a sole result of the Sponsors error or omission will be considered
as extra services and Consultant shall be reimbursed for this effort as an amendment to this
contract.
1.11 Pre-Bid and Bid Opening
No pre-bid meeting will be scheduled for this project.
Consultant shall attend the bid opening and provide a summary of bidders at the event.
1.12 Bid Review and Bid Tabulation
Consultant shall advise the Sponsor as to the acceptability of any subcontractors, suppliers, and
other persons and organizations proposed by the bidders and as to the acceptability of
substitute materials and equipment proposed by bidders. Consultant shall prepare a
spreadsheet that includes all bid items for the purpose evaluating the lowest bidder. Consultant
shall input the as-bid unit prices into the spreadsheet and to verify mathematical computations
of the bids. Consultant will then provide recommendations to the Sponsor as to the name of the
apparent low bidder.
1.13 Prepare Recommendation for Award
Consultant will prepare a recommendation of award for the Sponsor to accept or reject the bids
as submitted. If rejection is recommended, Consultant will supply an explanation for their
recommendation and possible alternative actions the Sponsor can pursue to complete the
project. Once the Contract Award is made Consultant will distribute the bid tabulations on
request of the Sponsor.
1.14 Prepare Grant Application
Consultant shall prepare the Federal Grant Application after project design has been completed
and the bids accepted. Consultant shall submit the Application to the Sponsor for approval and
signatures. After obtaining the necessary signatures, Consultant will forward copies to the FAA
for further processing.
Name: Ms. Pamela Schroeder
Date: April 18, 2017
Page: 4
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CONSTRUCTION MANAGEMENT:
2.1 Pre-Construction Meeting
Consultant will arrange for and conduct the pre-construction meeting. The Project Manager
and the Resident Project Representative will establish this meeting to review Local, State,
Federal Aviation Administration (FAA) and project specific requirements prior to commencing
construction. The meeting will be conducted at the Airport and will include the
WHEREAS, _Dunn Blacktop_ has in all things completed SAP 23-611-012 in Pilot Mound Township, and
the County Board being fully advised in the premise.
NOW THEN BE IT RESOLVED:
That we do hereby accept said completed ___projects____ for and on behalf of the County of Fillmore
and authorize final payment as specified.
Dated at Preston, Minnesota, this _25th_ day of __April___, 2017
Contract Price: $ 218,692.51
Value of Work: $ 213,756.87
Final Payment: $ 213,756.87
___________________________, Chairman of the Board
VOTING AYE
Commissioners
Dahl Lentz Bakke Peterson Prestby
VOTING NAY
Commissioners Dahl Lentz Bakke Peterson Prestby
STATE OF MINNESOTA
COUNTY OF FILLMORE
I, Bobbie Vickerman, Clerk of the Fillmore County Board of Commissioners, State of Minnesota, do hereby certify that the
foregoing resolution is a true and correct copy of a resolution duly passed at a meeting of the Fillmore County Board of
Commissioners held on the day of , 2017.
Witness my hand and official seal at Preston, Minnesota the ______ day of _____________, 20 17 .
SEAL
Bobbie Vickerman, Coordinator/Clerk
Fillmore County Board of Commissioners
April 21, 2017
ACTUARIAL SERVICES GASB STATEMENTS 45 and 73 Fillmore County
Hildi Incorporated 11800 Singletree Lane, Suite 305 Minneapolis, MN 55344 P 952.934.5554 F 952.934.3027 E [email protected] www.hildiinc.com Primary Contact: Jill M. Urdahl, FSA
Specializing in Actuarial Retirement Plan Services
Hildi Incorporated 2
April 21, 2017 Ms. Kristina Kohn Human Resources Officer Fillmore County 101 Fillmore Street Preston, MN 55965 Dear Kristina and Fillmore County:
Thank you for the opportunity to work with you on Actuarial Services for Fillmore County. We look forward to developing a valued business partnership with you on the subject of Other Post-Employment Benefits. The enclosed booklet will cover the scope of services and highlight the strengths of the actuarial firm, Hildi Incorporated.
Qualified Actuaries
First and foremost, we would like to stress that your business is important to Hildi Incorporated. The history of our firm is spelled out in the “About Hildi Incorporated” section of this proposal. The consultants at Hildi Incorporated are seasoned actuarial consultants specializing in the health and welfare and pension fields. All actuaries who will be working on your account are credentialed actuaries – either Fellows of the Society of Actuaries (FSA) or Associates of the Society of Actuaries (ASA.) Becoming an FSA or ASA entails years of studying and exam taking while competing for passing marks against other top candidates throughout the country. Other practicing actuaries have never completed the entire course of actuarial study, but all actuaries at Hildi Inc. have. Please see our Biographies and Resumes included in the Appendix section.
Experienced Actuaries and Responsive Service
Second, at Hildi Incorporated, we monitor our workflow and capacity levels in order to be the most responsive to the client projects that we take on. Hildi Incorporated has made the commitment to specialize in actuarial work for public entities under GASB Statements 67, 68, 73, 74 and 75. The consultants at Hildi Incorporated have recently been working with cities, counties, school districts, and other public entities all over the country on OPEBs and with large corporations since the early 1990s on post–employment health and welfare benefits and actuarial valuations under ASC 715-60.
Specializing in Actuarial Retirement Plan Services
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Consistency
At Hildi Incorporated, we have the distinct advantage of being able to provide our clients with a consistent actuarial team from one year to the next. This is due to the fact that you will be working directly with the business owners. We are committed to our profession and our firm. Therefore, you will not have to worry about your investment in our firm, as our knowledge of the Fillmore County’s benefits and OPEB strategies will be consistently applied.
Full array of actuarial services and network of related professionals
Finally, Hildi Incorporated will be able to furnish the Fillmore County with any actuarial services that may be requested in the future. Hildi Incorporated has established a network of professionals that are all working with the requirements under the GASB Statements, including legal, trust, and funding vehicle services.
GASB Statements 73, 74, and 75
As you know, GASB finalized new statements for Other Post-Employment Benefits (OPEBs) disclosures that will be implemented soon. We will give strategic advice and help to smoothly transition Fillmore County to the new disclosure requirements.
Thank you again for this opportunity. Please call with any questions that you may have. We look forward to working with you. Sincerely, Jill M. Urdahl, FSA President/Consulting Actuary
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Contents
About Hildi Incorporated .................................................................... 5
Hildi Incorporated Qualifications and Experience .............................. 6
The Actuarial Valuation Process ....................................................... 7
Sample Data Request ....................................................................... 8
Fee Proposal and Timeline .............................................................. 10
Subcontractor Actuaries working with Hildi Incorporated ............................... 20
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About Hildi Incorporated
Thank you for taking the time to learn more about Hildi Incorporated. At Hildi Incorporated, our goal is to be your valued, trusted consulting partner in the world of actuarial retirement plan and Other Post-Employment benefit services. Hildi Incorporated believes in providing the highest quality consulting along with the most competitive fees in the marketplace. Customer service and satisfaction is our most important goal. Hildi Incorporated was established in October of 2004 as a Midwestern actuarial consulting firm. The structure for Hildi Incorporated is an S-Corporation in Minnesota. State and Federal Tax ID numbers can be provided on request. Hildi Incorporated has no parent or subsidiary organizations. The name “Hildi” has meaning in Norse mythology and is the founder’s nickname. The Hildi Inc. logo (the item that looks somewhat like a check mark or a music note) is the symbol from the founder’s ancestral family farm in Selbu, Norway. Hildi Incorporated consists of benefits consultants and actuaries who have many years of real world experience and are recognized leaders in their fields. Please see the section on the Actuarial Consultants at Hildi Incorporated, along with our attached biographies and resumes in the Appendix.
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Hildi Incorporated Qualifications and Experience
Professional Experience Highlights Counties and Cities
Actuarial Valuations and Plan Design work for Other Post-Employment benefits (OPEBs.)
School Districts
Actuarial Valuations and Plan Design work for Other Post-Employment benefits (OPEBs.)
Public Pension Plans (Police and Fire Funds)
Actuarial Valuations and Plan Design work for Pensions under GASB Statements 25 and 27/GASB 67 and 68.
Bemis Company, Inc. (Current Client – 15,000+ employees)
Total actuarial consulting relationship with projects covering everything from Actuarial Valuations for two defined benefit plans to all the FAS No. 87, 88, and 132 accounting requirements.
Actuarial Valuations on all post retirement medical, dental, and life plans including all accounting work under FAS No. 106.
Additional work performed on non-qualified retirement plans and asset/liability modeling projections.
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The Actuarial Valuation Process This exhibit shows the valuation process. Once you provide us with the Input Items, noted below, then we can complete the actuarial calculations and prepare your results in our actuarial report.
Actuarial Assumptions
The actuary and client jointly select a proposed set of actuarial assumptions to be used in the valuation. Hildi Inc. discusses the proposed assumptions with our clients at an early stage in the project; not all actuaries will do this. We welcome the client's input in the selection process, and it's important to remember that the earlier a client questions an assumption, the less work it is for the actuary to make the required changes to the valuation.
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Sample Data Request Data format: Preferred delivery by computer CD, disk, or email.
Data in Excel spreadsheets is preferred. General List of items needed to perform a post-employment benefits Actuarial Valuation
Employee/Participant Data
Medical and Dental Employee Premium/Contribution information
Employee Group Contracts
Plan Asset information
Retiree Communications or any OPEB communications
Specific List of items needed for Employee/Participant Data Active Employees — one row of data per participant, please
Employee ID or Social Security Number
Gender
Date of Birth (MMDDYYYY)
Date of Hire (MMDDYYYY)
Pre-Calculated Service Field
Contract Group
Current Salary – please include the definition of Salary that is being used in the benefits being valued
Health Plan Code
Health Plan Coverage Code (none, single, family)
Retired Employees — one row of data per participant, please
Employee ID or Social Security Number
Gender
Date of Birth (MMDDYYYY)
Date of Retirement (MMDDYYYY)
Contract Group **Separate information will be needed for Medical and Dental below, if both are provided**
Annual Employer Paid Health Benefits, if any
Remaining Employer Paid Health Benefits Balance
Date Employer Paid Benefits Start (MMDDYYYY)
Date Employer Paid Benefits End (MMDDYYYY)
Monthly Retiree Contribution for Health Premiums
Health Plan Code
Health Plan Coverage Code (none, single, family)
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Sample Data Request, continued
Other Health Plan Information Retiree Rates and Retiree Participant Contributions (Medical and Dental) for the current and the past three years — split by active, Pre and Post-65. Employee Group Contracts and/or Summary Plan Descriptions for all health care benefits, split by active, Pre-65 and Post-65, if plan designs are different. Identify plan changes over the last three years and for the current year. Retiree Medical Plan Document — including eligibility requirements. Underwriting Exhibits for the current and past two years for Actives, Pre-65 Retirees, and Post-65 Retirees. Medicare Part D direction/decision. Employee premium information for the Post Retirement Life Insurance Plan.
Plan Asset Information Funding Vehicle materials to be used for the OPEBs, if any.
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Fee Proposal and Timeline
This fee proposal assumes that Fillmore County has approximately 167 Plan Members with both Implicit Rate Subsidy and Direct Subsidized benefits for OPEBs. GASB Statement No. 45 says that plans with 200 or fewer Plan Members must perform an actuarial valuation at least once every three years. Under GASB 75 (OPEB), all actuarial valuations will need to be performed at least once every two years. Upon receipt of all data needed for the project (see the Data Request), the actuarial valuation results can be prepared within six weeks. We know that you are in a rush situation. Therefore, we anticipate being able to get you results within two to three weeks upon receipt of all the data.
Basic Actuarial Valuation Fees
GASB 45 GASB 75
2015 Fiscal Year
$2,500
N/A
2016
Fiscal Year
January 1, 2015 actuarial valuation to be used as base results. GASB 45 disclosures to be
developed for the year ending December 31, 2016. Approximately $300
N/A
2017
Fiscal Year
January 1, 2015 actuarial valuation to be used as base results. GASB 45 disclosures to be
developed for the year ending December 31, 2017. Approximately $300
N/A
2018 Fiscal Year
N/A
$2,600
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Basic Actuarial Valuation Fees continued These Basic Actuarial Fees include the following:
Teleconferencing with the actuaries on pending or anticipated issues which may affect the actuarial valuation/report. If any work is needed based on one of the outcomes of a teleconference, a fee will be agreed upon before any work is initiated.
A results meeting by conference call to discuss the results.
An Actuarial Report including all information required by the GASB Statements. Hildi Inc. will provide an electronic copy and three hard copies.
Periodic memos and telephone calls to provide updates on developments that may affect future actuarial reports.
The Basic Actuarial Fees are also based on the receipt of clean participant data in the format requested from the Hildi Inc. data request packet.
Fees for Additional Actuarial Services
Description Fee
Auditor Requests Based on Hourly Rates
Attendance at Meetings Based on Hourly Rates
Contract Proposals To be agreed upon after determination of scope
Hourly Rates for Additional Services
Description Hourly Rate
Strategic Actuarial Consulting and Meeting time
$300
Actuarial Calculations $100 - $250
Data and Administrative work $100 – $200
Travel and lodging expenses are not included in the basic fee and will be invoiced separately, if requested.
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References
Name: Fillmore Central Schools Address: 700 Chatfield Street, Preston, MN 55965 Contact: Kathy Whalen, Business Manager Telephone: 507-765-3845
Name: Winona County Address: 177 Main Street, Winona, MN 55987 Contact: Pat Moga, Finance Director Telephone: 507-457-6459 Name: Olmsted County Address: 151 4th Street SE, Rochester, MN 55904 Contact: Robert Bendzick, Chief Financial Officer Telephone:
507-328-7679
Name: Mower County Address: 201 1st Street NE, Suite 9, Austin, MN 55912 Contact: Sherry Roth, Human Resources Director Telephone: 507-437-9545
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Appendix
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Biographies/Resumes
Jill M. Urdahl, FSA, EA, MAAA Retirement and Other Post-Employment Benefits (OPEB) Consultant and Actuary Over the past 26 years, Jill has been a retirement actuary and consultant. She has worked with all sized employers, both public and private, to develop their retirement and OPEB strategies. Specific areas of focus include plan design, funding and financing, and administration services. In addition, Jill has experience with present value calculations for marital dissolutions. Jill worked for two international consulting firms for over 14 years in various capacities, including principal actuary, managing supervisor, region recruiting lead, and Society of Actuaries exam committee member. Jill is a Fellow of the Society of Actuaries (FSA), Enrolled Actuary (EA), and a Member of the American Academy of Actuaries (MAAA.) She attended Gustavus Adolphus College in St. Peter, MN, where she earned a B.A. degree in Mathematics with a Music Minor and graduated Magna Cum Laude with Phi Beta Kappa status. Jill is a Fellow of the Society of Actuaries, an Enrolled Actuary, and Member of the American Academy of Actuaries. Jill’s leadership and experience in the area of actuarial work under GASB 45 Jill is a member of Government Finance Officers Association (GFOA) and Minnesota Association of School Business Officials (MASBO/ASBO). Jill was the featured speaker on GASB 45 at the following conferences/conventions:
Northwest Regional WASBO Fall Meeting in Rice Lake, WI (2016)
International Foundation of Employee Benefit Plans Conferences in Anaheim, CA and Savannah, GA (2007, 2008)
Conference of Consulting Actuaries Meetings in Rancho Mirage, CA, and San Antonio, TX (2006, 2007)
ASBO International conference in Boston, MA and Pittsburgh, PA (2005, 2006)
MASBO Spring Conference in Breezy Point, MN (2006, 2007, 2013, 2016)
MASBO Winter Conference in Minneapolis, MN (2006, 2008, 2013)
MASBO Fall Conference in Minneapolis, MN (2015)
WASBO convention in Milwaukee, WI (2006)
Minnesota GFOA convention in Alexandria, MN (2005)
Jill M. Urdahl meets the Qualification Standards of the American Academy of Actuaries to render the actuarial opinion for any GASB 45 project.
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Jill M. Urdahl, FSA, EA, MAAA Professional Experience
Exam Committee Member for the Society of Actuaries MASBO, WASBO, and Minnesota GFOA speaker on GASB No. 45 ASBO International speaker on GASB No. 45
Professional credentials
Fellow, Society of Actuaries (FSA) Enrolled Actuary (EA) Member of the American Academy of Actuaries (MAAA)
Education Gustavus Adolphus College — St. Peter, MN (1985 – 1989)
Mathematics Major, Music Minor Graduated Phi Beta Kappa and Magna Cum Laude
References Available upon request
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Anthony L. Urdahl, FSA, EA, MAAA Retirement and Other Post-Employment Benefits (OPEB) Consultant and Actuary Over the past 27 years, Tony has been a retirement actuary and consultant. He has worked with all sized employers, both public and private, to develop their retirement and OPEB strategies. Specific areas of focus include plan design, funding and financing, and administration services. Tony worked for three international consulting firms for over 17 years in various capacities, including lead retirement actuary, senior resource actuary, and Society of Actuaries exam committee member. Tony is a Fellow of the Society of Actuaries (FSA), Enrolled Actuary (EA), and a Member of the American Academy of Actuaries (MAAA). He attended Concordia College in Moorhead, MN, where he earned a B.A. degree in Mathematics and Economics. Tony graduated Summa Cum Laude.
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Anthony L. Urdahl, FSA, EA, MAAA Professional Experience
Hildi Incorporated — Minneapolis, MN (2006 to Present)
Actuarial Consultant
Annual actuarial valuations/reporting Benefit Calculations FASB 87/106, GASB 16/27/45 VEBAs Plan Design & Non-discrimination Testing Asset-Liability Modeling Present Value Services & QDROs Plan Terminations
Hewitt Associates — Lincolnshire, IL (1989 – 1994)
Actuarial Consultant Additional professional activities
Exam Committee Member for the Society of Actuaries
Professional credentials
Fellow, Society of Actuaries (FSA) Enrolled Actuary (EA) Member of the American Academy of Actuaries (MAAA)
Education Concordia College — Moorhead, MN (1985 – 1989)
Mathematics and Economics Major – Summa Cum Laude
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Gretchen R. Faul, ASA, EA Retirement and Other Post-Employment Benefits (OPEB) Consultant and Actuary Gretchen is an Associate of the Society of Actuaries and an Enrolled Actuary. Gretchen has actuarial expertise as a retirement actuary and consultant. Her primary experience has been in the private sector working with large corporations. She has helped clients with their pension administration and on their pension and FAS106 valuations. Gretchen was an actuarial consultant at Watson Wyatt in Minneapolis before joining Hildi Inc. Gretchen was responsible for technical aspects involved in calculating individual employees’ pension benefits and calculating funding and financial results for employers. In addition, Gretchen was a supervisor and training coordinator within the actuarial retirement practice. Prior to working with Watson Wyatt she worked with Towers Perrin in St. Louis and Minneapolis. While with Towers Perrin she helped several large clients transition to accrual accounting under FAS 106.
Michael J. Born, FSA, EA, CFA, MAAA Retirement and Other Post-Employment Benefits (OPEB) Consultant and Actuary Mike is a Fellow of the Society of Actuaries, an Enrolled Actuary, and Member of the American Academy of Actuaries. He is also a CFA Charterholder. Mike has worked with the retirement and OPEB plans offered by large for-profit and not-for profit corporations. He has extensive experience with the actuarial valuation of retiree health and welfare programs for private employers. Mike was an actuarial consultant and investment consultant at Towers Watson (formerly Watson Wyatt) for 12 years prior to joining Hildi Inc. in 2013. He was responsible for assisting his clients with actuarial valuations, plan design, plan administration, risk management, and investment strategy & implementation.
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Melanie Carlson Melanie joined Hildi Inc. in 2016 as an actuarial consultant. Before joining Hildi Inc., Melanie worked for an international consulting firm in Minneapolis for 16 years in various roles within the actuarial and pension administration teams, including project manager, managing supervisor, associate development coordinator, and quality assurance coordinator. Her primary experience has been working with large and small corporations with pension and OPEB benefit valuations. Melanie also has extensive actuarial expertise in pension administration of defined benefit plans.
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Subcontractor Actuaries working with Hildi Incorporated
Mary Ratelle, FSA, MAAA Mary is a Fellow of the Society of Actuaries and a Member of the American Academy of Actuaries. Mary performs the claims and premium analysis or peer review for GASB 45 projects at Hildi Inc. Mary is the founder of Health Risk Strategies, LLC, a certified woman-owned business in Minnesota. Mary has over 30 years of experience in managing the risks of health care plans/insurers, health care providers, and self-funded employers for their medical, prescription drug, dental and vision benefits. Mary Ratelle meets the Qualification Standards of the American Academy of Actuaries to render the actuarial opinion for any GASB 45 project.
R E S O L U T I O N
FILLMORE COUNTY BOARD OF COMMISSIONERS
Preston, Minnesota 55965
Date April 25, 2017 Resolution No. 2017-
Motion by Commissioner Second by Commissioner
WHEREAS, Fillmore County is a participating Jurisdiction in the Winneshiek County Area Solid Waste Agency
Comprehensive Plan; and,
WHEREAS, the Winneshiek County Solid Waste Agency (Agency) has established a program for disbursal of
funds for educational purposes pursuant to Iowa Code Section s455B.310; and,
WHEREAS, a participating jurisdiction may use these funds for an education program designed to implement
waste volume reduction and recycling requirements of comprehensive plans filed under Iowa Code Section 455B.306.
NOW THEREFORE BE IT RESOLVED:
1. This participating jurisdiction does request that the Agency make an educational grant to this participating
jurisdiction on a per capita basis in an amount to be determined by the Agency.
2. By acceptance of any of these funds, the undersigned entity does hereby acknowledge that it is obligated to
use all funds for an educational purpose designed to implement waste volume reduction and recycling
requirements of comprehensive plans filed under Iowa Code Section 455B.306.
3. The undersigned does further acknowledge and understand that in the event the proceeds from this grant are
not used for an education purpose, these sums will be repaid to the Winneshiek County Solid Waste Agency,
as the Agency may in fact have to remit these funds pursuant to Chapter 455B and Chapter 455E of the Iowa
Code.
4. This entity does further agree that as a condition of receiving these funds, it will submit a Final report, prior to
May 31, 2018, setting forth in detail the application of the funds for educational programs. This report shall
be filed in a form substantially similar to that which was provided to the entity with this request form.
Marco Professional Services Estimate:Marco Professional Installation and ConfigurationLabor is billed on a Time & Materials basis, billable at $185 perhour- estimated 40 - 50 hours
Subtotal $67,654.43
Shipping $0.00
Tax $0.00
Total $67,654.43
Client Signature Date
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