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HomeMy WebLinkAboutBoard of Commissioners - Minutes - 09/13/2011MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN September 13, 2011 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, September 13, 2011, at 9:35 a.m. at the Otter Tail County Government Services Center in Fergus Falls, MN, with Commissioners John Lindquist, Chair; Lee Rogness, Vice-Chair; Doug Huebsch, Wayne Johnson, and Roger Froemming present. Approval of Agenda Motion by Rogness, second by Johnson, and unanimously carried to approve the Board of Commissioners agenda of September 13, 2011, as mailed. Approval of Minutes Motion by Froemming, second by Johnson, and unanimously carried to approve the Board of Commissioners meeting minutes of September 6, 2011, as mailed. Approval to Pay Bills Motion by Huebsch, seconded by Rogness, and unanimously carried to approve payment of the County Board bills per Attachment A of these minutes. Otter Tall Lake/Long Lake Culvert Susan Shobe spoke to the Board on behalf of Otter Tail Lake property owners experiencing flooding between the culvert under CH #1 (flowing from Long Lake) and the public access on Otter Tail Lake. They are ready to proceed with installing larger culverts under their driveways; however, the DNR and/or Township have not committed to correcting the downstream culvert by the public access. Lengthy discussion took place regarding the original size of the culvert under CH #1. Ms. Shobe reported that a 24" culvert was installed in 1986 and the flow route was changed moving the water through neighborhood properties instead of flowing straight to Otter Tail Lake. Motion by Rogness, second by Johnson, and unanimously carried to request that Commissioner Froemming, as representative of this area, schedule a meeting with all interested parties to discuss the issue and identify a solution. The interested parties were identified as follows: Susan Shobe, (Otter Tail Lake Neighbors) Township Representative GIS Spatial/Address Coordinator Long Lake Representative Commissioner Lindquist Department of Natural Resources (DNR) County Highway Engineer Land & Resource Administrator Commissioner Froemming Complete Streets Policy Discussion Patrick Hollister, on behalf of the Becker, Clay, Otter Tail, and Wilkin Counties PartnerSHIP 4 Health presented a proposed Complete Streets Policy for Otter Tail County. His power point presentation included encouragement of non-motorized transportation through Complete Streets and the resulting reduction in obesity. Obesity is lower in countries where people bicycle, walk and/or use public transportation. He submitted sample Complete Streets Policies from Wilkin County, City of Battle Lake, and the City of Breckenridge. He requested that Otter Tail County adopt a Complete Streets Policy Resolution which declares political support and establishes the vision for the Complete Streets implementation process. Chairman Lindquist referred this item to the Highway Committee along with the Land & Resource Director and the Public Health Director for further research. OTC Board of Commissioners' Minutes September 13, 2011 Page 2 Employees Health Insurance Pool Update Jeremy Kovash, LCSC Executive Director, and Mark Kinney, Attorney, briefed the Board regarding the County's health insurance pool and the settlement process which refunds dollars to members in unique circumstances where claims are lower than projected. Mr. Kovash presented Otter Tail County a health insurance refund, in the amount of $496,396.00. He presented a document containing background data regarding the City/County/OGA pool. Mr. Kinney also briefed the County Board on the Request for Proposal (RFP) competitive bid process. Public Health Department Contracts Motion by Rogness, second by Johnson, and unanimously carried to authorize the Chairman's signature to execute a Board of Health Medical Consultant Contract between the County of Otter Tail and Dr. Eric Lokken, M.D. Dr. Lokken will serve as the Community Health Services Medical Consultant effective September 1, 2011. Motion by Rogness, second by Johnson, and unanimously carried to re-sign the contract, due to a clerical error, between the County of Otter Tail and Jennifer Bailey DeJong Phd., Concordia College. Immunization Statistics Diane Thorson, Public Health Director, shared the Immunization Report from the Minnesota Department of Health. She reported that schools in Otter Tail County are at a 90% immunization rate while the daycare centers are averaging over 90% for infants and 89% for the toddler group. Emergency Management Performance Grant {EMPG) Motion by Lindquist, second by Froemming, and unanimously carried to authorize the Emergency Manager to apply for EMPG funds. Patrick Waletzko estimated the grant for January 1, 2011 through December 31, 2011 to be $29,503.00. Emergency Management Appointments Motion by Huebsch, second by Froemming, and unanimously carried to authorize signature of the Board Chairman to formalize the appointment of Patrick Waletzko, Emergency Management Director, and Larry Krohn and Stacy Paulseth as Deputy Emergency Managers. Insurance Benefits for CY2012 The Insurance Committee presented recommendations for Insurance Bid Awards for CY2012. Motion by Huebsch, second by Rogness, and unanimously carried to award the following bids: Basic & Supplemental Life Insurance Long Term Disability Insurance Dental Insurance Other Recommendation: Health Insurance Minnesota Life (current carrier, low bidder) Madison National Life (current carrier, only bidder) Delta Dental (lowest bidder with provider network) (& 2 year rate guarantee) Lakes Country Service Cooperative Pool & BCBS (current carrier); This includes a Dividend Refund by Premium Reduction for Employees Recess & Reconvene At 11 :05 a.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of Commissioners recessed for a short break. The meeting was reconvened at 11: 10 a.m. OTC Board of Commissioners' Minutes September 13, 2011 Page 3 Bois de Sioux Watershed District Update Don Davenport, Otter Tail County's representative on the Bois de Sioux Watershed District, provided a project update for the County Board. He stated that the Bois de Sioux Watershed District started in 1988 with portions o.f six (6) counties including the Mustinka and Rabbit Rivers, Lake Traverse and various creeks/tributaries comprising over 1,400 sq. miles. He discussed Judicial Ditch #14, volunteer work monitoring water data, issuance of permits primarily for new tiling, the North Ottawa Project, buffer strips and wetland restoration. After further discussion, the Board thanked Mr. Davenport for the report and requested that he return for continued discussion next month. Electronic Document Management Systems IEDMSl John Dinsmore, Human Services Director, requested support for the concept of a three-county interagency agreement to jointly purchase an EDMS program to support and improve service delivery and client services. Currently, EDMS has developed only the MAXIS connection to the Statewide computer system. Other program connections would require an additional cost to join. Motion by Huebsch, second by Johnson, and unanimously carried to support the concept of purchasing EDMS for the Human Services Department by way of a three-county joint agreement. Approval to Pay Bills & Claims Motion by Rogness, second by Lindquist, and unanimously carried to approve payment of the Human Services bills and claims as presented. Payment Approval Motion by Froemming, second by Johnson, and unanimously carried to approve payment, in the amount of $824.20, to Sanford for costs incurred under the provision of Minnesota Statute 607 .35 for Case File No. 11018534. Transfer of Funds Motion by Johnson, second by Froemming, and unanimously carried to approve the transfer of $349,518.90 from the Capital Improvement Fund to the Road and Bridge Fund for the following projects: John Deere 7230 Tractor/Loader/Fork 3 -2011 Ford F -350 (1-Ton) Broce Self Propelled Broom ¾ Ton 4 Wheel Drive Pickup AutoCAD Civil 30 2011 Legacy License Pneumatic Tire Roller -Pull Type 4 -JD 265 Disc Mowers 7 Computers (Desktop and Laptop) Hose for Portable Diesel Pump Total Approval Code 20110125301003 Approval Code 20110125301001 Approval Code 20110517301007 Approval Code 20110517301008 Approval Code CB01042011 Approval Code 20110503301006 Approval Code 20110125301002 Approval Code 20110412301005 Approval Code CB100323301003 Payment Approval 104,523.62 89,616.00 45,074.53 26,958.36 26,854.47 19,771.88 19,761.19 12,225.66 4,733.19 349,518.90 Motion by Huebsch, second by Lindquist, and unanimously carried to approve payment form the General Fund in the amount of $13,409.00 to Horsley Specialties, Inc. for the removal and disposal of asbestos containing material located in the boiler room of the New York Mills office building. Refinance of the GSC Building Lease Revenue Bonds Motion by Huebsch, second by Froemming, and unanimously carried to authorize the Auditor to proceed with the refunding of the Government Services Building Lease Revenue Bonds, Series 2002A as previously recommended by Otter Tail County's financial consultant. OTC Board of Commissioners' Minutes September 13, 2011 Page4 Petition for Referendum on the Establishment of Lake Improvement District Wayne Stein, Auditor, presented a Petition for a referendum on the proposed establishment of the Devils Lake and Little Devils LID. He explained that the petition did not contain valid signatures from 26% of the land owners in the proposed district. Mr. Stein will send a letter to the petitioner and Devils Lake Association that the Petition is not adequate based on Minnesota Statute. A Public Hearing is scheduled on Monday, September 19, 2011, to hear comments on the establishment of this LID. ADOPTION OF PRELIMINARY BUDGET AND LEVY Otter Tail County Resolution No. 2011 -51 Prooosed 2012 Budaet and Net Prooertv Tax Levv 2012 Pavable 2012 Pavable 2011 Gross Countv Prooertv Tax Levv /Non Debt) 31,075,015 30,671,113 Gross Debt Levy - Veteran's Home Bonds 132,900 104,000 Ottertail Ooerations Center Bonds 521,850 470,870 Ethanol Plant Bonds 814,966 815,753 Government Services Blda. Bonds 1,001,083 895,649 Total Gross Countv Prooertv Tax Levv 33,545,814 32,957,385 Countv Proaram Aid (Certified) 1,255,124 1,767,085 Net County Propertv Tax Levv 32,290,690 31,190,300 Gross/Net Lake lmorovement District Levies - Pelican Graue of Lakes 130,000 120,000 Pine Lakes 33,150 20,650 McDonald, Kerbs & Paul 80,000 25,145 South Turtle Lake Imo 5,000 0 Total Net County Levy lncludina LID's 32,538,840 31,356,095 Special Taxina District Levv Otter Tail County HRA 416,000 416,000 Prooosed Total Net Pronertv Tax Levv 32 954 840 31 772 095 RECAP- Gross Tax Levv /Total) 34,209,964 33,539,180 County Program Aid 1,255,124 1,767,085 Net Tax Levv /Total) 32 954 840 31 772 095 Additional Information - Otter Tail County Net County Property Tax Levv 32,290,690 31,190,300 Percent 1.32% 27.79% 10.83% -0.10% 11.77% 1.79% -28.97% 3.53% 8.33% 60.53% 218.15% 0 3.77% 0.00% 3.72% 2.00% -28.97% 3.72% 3.53% Less - State Paid -Homestead Market Value Credit State Paid -Aaricultural Market Value Credit Disparity Reduction Aid Disaster Credit Net Soread Prooertv Tax Levv Lake Improvement Districts Net Lake Improvement District Tax Levv Less -- State Paid -Homestead Market Value Credit State Paid -AQricultural Market Value Credit Net Soread Prooertv Tax Levv Otter Tail County HRA Otter Tail Countv HRA Tax Levv Less - State Paid -Homestead Market Value Credit State Paid -Agricultural Market Value Credit Disaster Credit Net Soread Prooertv Tax Levv Total County, HRA and LIDs Net County Property Tax Levy - Less - State Paid -Homestead Market Value Credit State Paid -AQricultural Market Value Credit Disoaritv Reduction Aid Disaster Credit Net Soread Prooertv Tax Levv OTC Board of Commissioners' Minutes September 13, 2011 Page 5 0 1,838,727 -100.00% 478,333 478,333 13,675 13,255 3.17% 0 8,229 -100.00% 31,798,682 28,851,756 10.21% 248,150 165,795 49.67% 0 892 -100.00% 20 20 248,130 164,883 50.49% 416,000 416,000 0.00% 0 22,883 -100.00% 7,396 7,396 0.00% 0 128 -100.00% 408 604 385 593 5.97% 32,954,840 31,772,095 3.72% 0 1,862,502 -100.00% 485,749 485,749 13,675 13,255 3.17% 0 8,357 -100.00% 32 455 416 29 402 232 10.38% After discussion and consideration, a motion was offered by Commissioner Froemming and seconded by Commissioner Rogness to adopt the following resolution: WHEREAS, on or before September 15, 2011, Otter Tail County must adopt a Proposed Budget for Fiscal/Calendar Year 2012 and must adopt and certify a proposed net property tax levy for Payable Year 2012,and WHEREAS, the Otter Tail County Auditor's office has accumulated the Departmental and outside agency requests, and WHEREAS, the Otter Tail County Budget Committee has met to discuss and review in general terms levy and budgetary guidelines, as well as the proposed department budgets and various agency requests, and OTC Board of Commissioners' Minutes September 13, 2011 Page6 WHEREAS, the Otter Tail County Budget Committee and Capital Improvement Committee will complete additional review and discussion, as needed and required, of the 2012 proposed tax levy and budget prior to final adoption in December of 2011. NOW, THEREFORE, BE IT RESOLVED, by the Otter Tail County Board of Commissioners of Otter Tail County, Minnesota, that The amount of $33,545,814 be adopted as Otter Tail County's Proposed Gross Property Tax Levy for the Payable Year 2012 representing a 1.79% increase over the Gross Property Tax Levy for the Payable Year 2011, and the amount of $32,290,690 be adopted as Otter Tail County's Proposed Net Property Tax Levy for the Payable Year 2012 representing a 3.53% increase over the Net Property Tax Levy for the Payable Year 2011, and that The amount of $248,150 be adopted by Otter Tail County as the Proposed Lake Improvement District Property Tax Levies for the Payable Year 2012, representing a 49.67% increase from the Lake Improvement District Property Tax Levies as adopted by Otter Tail County for the Payable Year 2011, and that The amount of $416,000 be adopted by Otter Tail County as the Proposed Otter Tail County HRA Special District Property Tax Levy for the Payable Year 2012, representing no change from the Property Tax Levy as adopted by Otter Tail County for the Payable Year 2011. BE IT FURTHER RESOLVED, that the amount of $76,500,000 be adopted as Otter Tail County's Proposed Budget for the General Fund, for the Budgeted Special Revenue Funds and for the Budgeted Debt Service Funds for the Fiscal/Calendar Year 2012. Chairman Lindquist called for a roll call vote as follows: Board of County Commissioners YEA NAY Roger Froemming Wayne Johnson Douglas Huebsch Leland R. Rogness John Lindquist X X X X X Adopted and signed this 13th day of September, 2011 Dated: o't-;ao-JJ Attest: ABSENT Truth In Taxation Meeting ABSTAIN Motion by Johnson, second by Huebsch, and unanimously carried to schedule the Truth In Taxation Budget and Levy Hearing at 6:30 p.m. on Monday, Novembe_r 28, 2011 at the Government Services Center in Fergus Falls, MN. RESOLUTION NO. 2011 -49 OTC Board of Commissioners' Minutes September 13, 2011 Page 7 RESOLUTION APPROVING STATE OF MINNESOTA JOINT POWERS AGREEMENTS WITH THE COUNTY OF OTTER TAIL ON BEHALF OF ITS COUNTY ATTORNEY AND SHERIFF WHEREAS, the County of Otter Tail on behalf of its County Attorney and Sheriff desires to enter into Joint Powers Agreements with the State of Minnesota, Department of Public Safety, Bureau of Criminal Apprehension to use systems and tools available over the State's criminal justice data communications network for which the County is eligible. The Joint Powers Agreements further provide the County with the ability to add, modify and delete connectivity, systems and tools over the five year life of the agreement and obligates the County to pay the costs for the network connection. NOW, THEREFORE, BE IT RESOLVED by the County Board of Otter Tail, Minnesota as follows: 1. That the State of Minnesota Joint Powers Agreements by and between the State of Minnesota acting through its Department of Public Safety, Bureau of Criminal Apprehension and the County of Otter Tail on behalf of its County Attorney and Sheriff are hereby approved. Copies of the two Joint Powers Agreements are available upon request and are made a part of this resolution. 2. That the Sheriff, Brian Schlueter or his or her successor, is designated the Authorized Representative for the Sheriff. The Authorized Representative is also authorized to sign any subsequent amendment or agreement that may be required by the State of Minnesota to maintain the County's connection to the systems and tools offered by the State. To assist the Authorized Representative with the administration of the agreement, the Chief Deputy in the Sheriff's Office, is appointed as the Authorized Representative's designee. 3. That the County Attorney, David Hauser, or his or her successor, is designated the Authorized Representative for the County Attorney. The Authorized Representative is also authorized to sign any subsequent amendment or agreement that may be required by the State of Minnesota to maintain the County's connection to the systems and tools offered by the State. To assist the Authorized Representative with the administration of the agreement, the County Attorney's Administrative Assistant is appointed as the Authorized Representative's designee. 4. That John Lindquist, the Chair of the County of Otter Tail and Larry Krohn, the County Board Clerk, are authorized to sign the State of Minnesota Joint Powers Agreements. WHEREUPON the motion of Commissioner Johnson and second of Commissioner Froemming, the above resolution was unanimously adopted at Fergus Falls, MN, on this 13th day of September, 2011. COUNTY OF OTTER TAIL Dated: cf/-do-II A,est k; t{/- LafryK;n, Clrk OTC Board of Commissioners' Minutes September 13, 2011 Page 8 RESOLUTION TO PROCEED WITH JOINING THE BUFFALO-RED RIVER WATERSHED DISTRICT Otter Tail County Resolution No. 2011-50 WHEREAS, there is a Petition for establishment of a proposed Upper Red Lower Otter Tail Watershed District in Wilkin and Otter Tail counties; and WHEREAS, a Public Hearing was held on September 7, 2011; and WHEREAS, we understand that there is interest in having the areas proposed for the new Watershed District joining the Buffalo-Red River Watershed District; and WHEREAS, joining the Buffalo-Red River Watershed District is more acceptable to citizens in Otter Tail County; and WHEREAS, areas of Otter Tail County are already in the Buffalo-Red River Watershed District and has an existing administrative structure with a proven track record; and WHEREAS, this would not create another level of government; and WHEREAS, this would be an appropriate compromise to the current request; and NOW THEREFORE BE IT RESOLVED that Otter Tail County would join in a petition with Wilkin County to join the Buffalo-Red River Watershed District, and requests that the petition to establish a new Watershed District be stayed to allow for this alternative. WHEREUPON the motion of Commissioner Huebsch and second of Commissioner Rogness, the above resolution was unanimously adopted at Fergus Falls, MN, on this 13th day of September, 2011. Dated: _Q,_,,__,_'/.cc.-.,.J ... 0:=---'-l ,._I __ _ Attest: ,tft;t,~ Adjournment At 1:20 p.m., Chairman Lindquist declared the meeting of the Otter Tail County Board of Commissioners adjourned until 9:30 a.m, on Tuesday, September 20, 2011. Dated: t:fl--.o-1[ OF COMMISSIONERS CB/kd OTC Board of Commissioners' Minutes September 13, 2011 Attachment A, Page 1 WARRANTS APPROVED ON 911312011 FOR PAYMENT 911312011 VENDOR NAME A-1 ENGRAVING AMERICAN WELDING & GAS INC ANDERSON LAND SURVEYING INC ARVIG COMMUNICATION SYSTEMS ATCO INTERNATIONAL ATSSA AUTO VALUE FERGUS FALLS BARNA GUZY & STEFFEN LTD BECKLUND OIL CO BEN HOLZER UNLIMITED BIG STONE CO HWY DEPT BRANDON COMMUNICATIONS INC BRAUN VENDING INC BROWN & SAENGER CARR'S TREE SERVICE CDW GOVERNMENT INC CENTRAL SPECIALTIES INC CERTIFIED AUTO REPAIR CHEMSEARCH CITIZENS ADVOCATE CITRIX SYSTEMS INC CO OP SERVICES INC COOPERS TECHNOLOGY GROUP D & T VENTURES LLC DAN'S TOWING & REPAIR DEANS COUNTRY MARKET DENZEL'S REGION WASTE INC EAST OTTER TAIL FOCUS EVERGREEN LAWN CARE EVERTS LUMBER CO FARGO GLASS AND PAINT CO FARMERS CO OP OIL ASSN FARNAM TIRE CENTER FARNAM'S GENUINE PARTS INC PR FERGUS FALLS DAILY JOURNAL FERGUS TIRE CENTER FORCE AMERICA GE CAPITAL (CA) GOODPOINTE TECHNOLOGY INC GOVERNMENT MANAGEMENT GROUP IN HANCOCK CONCRETE PRODUCTS LLC HEDAHLS HEADQUARTERS HENRY'S FOODS INC INDEPENDENT EMERGENCY SERVICES INNOVATIVE OFFICE SOLUTIONS JAKE'S JOHNS LLC K.I.D.LEASING KELLY SERVICES INC LAKE REGION HEALTHCARE CORP LAKES RADIO LARRY OTT INC TRUCK SERVICE PAT LARUM LEITCH EXCAVATING JANET LINDBERG LITTLE BEAR TOWING LOCATORS & SUPPLIES INC MANAGED DESIGN LLC MARCO MARCO INC ST LOUIS AMOUNT 126.14 184.70 6,615.00 253.42 168.20 73.00 807.84 325.00 3,646.83 105.88 132.09 3,352.79 52.87 1,010.61 806.91 1,401.39 46,030.06 108.02 988.49 78.20 1,442.81 136.90 1,363.91 739.00 56.00 14.43 249.61 393.45 96.19 16.26 105.06 1,199.31 35.00 44.78 343.75 2,955.03 135.51 396.77 2,480.00 6,300.00 1,974.73 5.09 567.15 64.22 8.36 260.00 256.44 471.84 175.00 180.00 1,100.00 116.55 4,411.10 91.44 251.16 413.65 6,450.00 14,239.25 543.98 OTC Board of Commissioners' Minutes September 13, 2011 Attachment A, Page 2 VENDOR NAME MARKS FLEET SUPPLY INC MFSRC FALL CONFERENCE MIDWEST PRINTING CO MIDWEST TESTING LABORATORY MN MOTOR COMPANY MN OFFICE OF ENTERPRISE TECH NO MN POLLUTION CONTROL AGENCY NAPA CENTRAL MN NAPA OF PERHAM NELSON AUTO CENTER KEVIN NEWBORG O'REILLY AUTOMOTIVE INC OFFICEMAX INCORPORATED OLSON OIL CO INC RICHARD OLSON OUTDOOR RENOVATIONS LANDSCAPE PELICAN RAPIDS PRESS PERHAM PRINTING & SUPPLY PERHAM RESOURCE RECOVERY FACIL POWERPLAN OIB PRAXAIR DISTRIBUTION INC PRO BUILD FERGUS FALLS RDO EQUIPMENT CO RDO TRUCK CENTERS RDO TRUST #80-6130 REVIEW ENTERPRISES INC RUBBER STAMP MAN LLC SCOTT HOFLAND CONSTRUCTION INC SERVICE FOOD SUPER VALLI SHULTZ & ASSOCIATES LTD SI GELMAN STEEL & RECYCLING INC PAUL SIMENGAARD GENE SMITH SOUTH MILL SERVICE SOUTHTOWN OF PELICAN RAPIDS IN STAPLES ADVANTAGE STEINS INC STEVE'S SANITATION INC STRAND HARDWARE & RADIO SHACK STREICHERS TACTICAL PRODUCTS & SERVICES I TEAMINTEL LLC THYSSEN KRUPP ELEVATOR CORPORA TITAN ACCESS ACCOUNT TKDA TRIMIN SYSTEMS INC UL TEIG ENGINEERS US BANK VERGAS HARDWARE VERGAS 66 GAS & CONVENIENCE IN VFW POST 612 VICTOR LUNDEEN COMPANY VOSS LIGHTING WADENA ASPHALT INC WALLWORK TRUCK CENTER WEETOWN OUTPOST WELLER OIL CO WENCK ASSOCIATES INC WEST TOOL & DESIGN INC WW 11 CONSUL TING COMPANY XEROX CORPORATION ZIEGLER INC .... FINAL TOTAL .... AMOUNT 98.95 145.00 85.50 1,591.25 922.65 1,200.00 400.00 71.44 112.95 2,824.65 77.06 48.08 193.98 72.59 2,674.25 1,303.00 138.40 5.13 157,796.10 516.30 406.12 48.68 1,573.27 2,491.97 529.19 282.79 9.99 11,775.00 10.39 16,987.50 1,024.25 75.26 13.75 16.07 2,915.90 111.05 1,309.00 46.80 29.06 351.43 4,293.50 1,020.00 1,734.58 3,014.20 64.58 4,275.00 15,112.23 550.00 48.02 1,579.82 40.00 433.15 54.38 46,785.60 258.47 10.00 402.50 39,433.48 500.00 1,567.14 168.42 7,470.77 $455,451.76 ....