Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
AUGUST 12, 2014
The Wright County Board met in regular session at 9:00 A.M. with Husom, Sawatzke, Daleiden, Potter and Borrell present.
Daleiden moved to approve the 8-05-14 County Board Minutes as presented. The motion was seconded by Potter and carried unanimously.
Petitions were accepted to the Agenda as follows: Items For Consideration C, “Contract With PSC Alliance Inc., Final Implementation Phase, Sheriff CAD RMS Project” (Hoffman); Items For Consideration D, “Schedule Meeting With FEMA” (Kelly). Daleiden moved to approve the Agenda as amended, seconded by Borrell, carried 5-0.
On a motion by Borrell, second by Potter, all voted to approve the Consent Agenda:
A. ADMINISTRATION
Position Replacement:
1. Custodian
B. AUDITOR/TREASURER
1. Approve Renewal Of Annual On Sale 3.2 Malt Liquor License For “Albion Ridges Golf Course” (Albion Twp.).
2. Request To Extend Intermittent Personal Leave For An Employee Up To 3 Months.
C. SHERIFF’S OFFICE
Approve The Hazard Mitigation Plan Renewal Grant, 7-01-14 to 6-17-17, $21,180.00.
Bob Hiivala, Auditor/Treasurer, presented the claims listing for approval. On a motion by Borrell, second by Potter, all voted to approve the claims as listed in the abstract, subject to audit, for a total of $585,211.88 with 179 vendors and 266 transactions.
A Capital Improvement Finance Committee Meeting was held on 8-05-14. At today’s County Board Meeting, the following changes were made to the minutes: Page 1, 1st Paragraph, Item 2, change to “…Budget Years 2015-2020,” (Daleiden); Page 3, 4th Paragraph, Line 1 should read, “Sawatzke said there are plans from the past that proposed extending the exterior walls out approximately forty feet” (Sawatzke). Daleiden moved to approve the minutes as corrected, seconded by Sawatzke, carried 5-0. The minutes of the Committee Meeting follow:
I. Capital Improvement Plan.
Kelly said the County has utilized a Capital Improvement Plan (CIP) for many years. He distributed three documents (see attached):
1) A document describing the Wright County Capital Improvement Plan, Budget Years 2015-2020;
2) A spreadsheet entitled “Wright County Capital Improvement Plan through Enterprise and Departments, Budget Years 2015-2020;” and
3) A spreadsheet titled “Wright County Capital Improvement Funding Plan 2015-2020.”
Kelly said these documents provide more cost figures than past CIP plans, which typically included more narrative summaries than numbers. He felt this format conveyed the information in a more concise and streamlined fashion.
Kelly touched on several benefits of the CIP, such as its focus on the goals and needs of the County. Many of the projects listed are continuations of ongoing projects, as well as other needs Kelly feels should be addressed. The CIP allows for better communication and cooperation between County Departments, as well as outside the County.
Kelly said the primary purpose of the CIP is to prevent fluctuations and maintain a stable levy while planning for future projects. Last year the County transferred $1 million into the Technology Capital Improvement Fund (CIF). He proposed using a similar mechanism in other areas of Capital Improvement relative to some of those funds.
The County has relied heavily on turn back dollars in the past, which had been a consistent source, but may not be in the future. Kelly proposed that the County set up several accounts to draw down and replenish year to year for Capital Improvement projects. The CIP helps the County determine funding sources for proposed projects and establishes a plan for moving forward. Traditionally, Kelly said the County has maintained a threshold of $5,000 that must be met as a Capital Improvement project. In the past, nothing with wheels has been included. He proposed to increase that threshold up to $10,000, since the vast majority of projects on the list exceed that amount.
Kelly said his goal for this meeting is to review the listed projects, including Enterprise-wide initiatives and those proposed by Departments. While some are new projects, many are continuations from past years. At this point, Kelly said there has been no funding source tied to these projects. However, they have identified some potential sources in the attached documents. Kelly said there are a few projects listed in these documents that are included in various Department budgets. Based on the outcome of today’s meeting, Kelly asked whether the numbers in the CIP documents may be transferred to the individual Department budgets when presented to the County Board, or whether the CIP should remain as a standalone document outside of the Budget.
Kelly said he wants to develop the CIP as a tool to assist with planning for the future. He thought it would be help the County and individual Departments identify consistent funding sources.
Judge Catherine McPherson asked the Committee for direction regarding how to proceed with addressing facility issues for the Courts. She said they are happy to present to this Committee, or another Committee if recommended. McPherson said inadequate space for the Courts continues to be problematic. There have been several more incidents since Court Administration representatives last met with the County Board.
Daleiden asked McPherson to elaborate on her request. She replied that Court Administration needs to enlarge their facilities. Three of the courtrooms are too small. McPherson said the issue cannot be resolved by remodeling. She said they would like to discuss the issue within the appropriate County forum.
McPherson said there are space issues in the larger courts as well. Some of them could be solved by remodeling. However, the problems in the smaller courtrooms cannot be rectified by remodeling. McPherson said the Bench has questioned the value of remodeling if, in fact, the overall space needs can’t be met in the available space. She would like to work with the County and figure out a plan to address the situation.
Daleiden asked if there were funding available from the State of Minnesota for a space needs study.
McPherson said there was not. They have made multiple inquiries through many channels. She said the County could apply for a space needs study funded by a State Justice Institute grant. Kelly said he recently discussed this grant with Peggy Gentles, Courts Administrator. He said the estimated cost for doing a study of that type for a County the size of Wright would be approximately $20,000.
Gentles clarified that the grant would determine the space needs for Courts operations from now until 25 years into the future. Gentles said the space needs study would only define the Courts’ current and future space needs. Sawatzke said the Courts will likely not be in the current facility in 25 years. Gentles replied that the grant does not discuss current or future facilities. It focuses on identifying the square footage needed to conduct operations, prisoner transport operations, and so forth. Sawatzke said the County does not need to spend $20,000 to say that in 25 years the Courts will have insufficient operating room at its space in the Government Center.
McPherson said the space needs study may help the County determine how long the Courts will be able to operate in its current location. The County may be able to find space somewhere else in the Government Center in the short term. She said there are certain workarounds the Courts can do for a limited time. McPherson said they need a plan and information regarding what the County will or will not do to accommodate them. She said Commissioner Potter suggested pursuing a space needs study grant.
Gentles said the grant in question requires a match, perhaps as much as 50 percent. Daleiden said the County should look into it. Kelly said his Department will investigate. Daleiden said the issue could then be brought to the full County Board.
McPherson said they are also concerned about serving the needs of Wright County citizens by providing the court services to which they are entitled. The three courtrooms are too small. Several times per week Court Administration must juggle people and facilities, including using the County Board Room, to accommodate them. She said the Courts will work with the County, and asked again for direction regarding with whom at the County they should present their request.
There was discussion about various options. McPherson said those options may resolve other, minor issues, but none remedy the space issues caused by the three small courtrooms. The Courts would be happy to discuss the issue with or without a space needs study.
Sawatzke said the Courts could use the Board Room. McPherson said it is not ideal for a courtroom, and would need to be modified if this were to be part of a permanent solution.
Daleiden suggested that Kelly research grant funding for a space study so the existing facility and jail could be utilized, as well as the cost to modify them to make those facilities work for the next ten years.
Sawatzke said there are plans from the past that proposed extending the exterior walls out approximately forty feet. Kelly said he thought the study Sawatzke referred to was done in 2004. Sawatzke suggested Kelly find the study so it could be reviewed.
Daleiden said the State Justice Institute grant should also be pursued for a space needs study for the Courts.
The Committee reviewed the projects listed in the CIP Plan.
C. Nelson provided an overview of the Enterprise Technology projects. Historically these technology projects were funded from many sources.
L. Kelly reviewed the projects listed under Administration/Building needs. Sawatzke questioned the need to add boilers to the Jail/Law Enforcement Center (LEC). L. Kelly explained this would help offset the electrical demand charges incurred at the LEC. Kelly reviewed the additional boiler projects at the Government Center. Other boilers of this type were replaced in 2010 with grant funds. Sawatzke suggested spreading the projects over additional years. Daleiden suggested checking with the State for additional funding opportunities.
The Committee discussed projects that may be funded using the Recorders Compliance funds. Proposed Parks projects and their proposed funding sources were reviewed.
The Committee discussed the Bertram Chain of Lakes Project. Sawatzke inquired about the balance of the CIP/Levy Stabilization Fund.
Kelly listed the action items and recommendations from this meeting:
1) Pursue the State Justice Institute grant for a Courts space needs study.
2) Review the previous space study from 2004 for possible options.
3) Pursue energy efficiency grants that may be available from the State.
4) Provide more information on the grants that Marc Mattice, Parks Administrator, is considering.
5) Schedule expenditures for boilers over several years instead of one.
Sawatzke clarified that they are not approving these items at this point in time. Kelly said his goal was to present these projects to the Committee to get direction regarding whether to include these projects in the budgets.
(End of 8-05-14 Capital Improvement/Finance Committee Minutes)
Lee Kelly, County Coordinator, presented a draft resolution appointing Michael Young as the Drainage Inspector and approving the Execution of an Agreement for services through 12-31-14. Daleiden moved to adopt Resolution #14-51, seconded by Borrell, carried 5-0 on a roll call vote. Discussion led to reimbursing the Drainage Inspector for training expenses. Reimbursement for meetings specific to a ditch would be funded by benefited landowners. Borrell made a motion to allow the Drainage Inspector to be compensated for expenses associated with training and mileage, subject to Board approval. The Auditor/Treasurer has the authority to approve if needed because of short notice of a meeting. Meals will not be reimbursed. The motion was seconded by Daleiden. Borrell and Daleiden agreed to amend the motion to read, “Borrell made a motion to allow the Drainage Inspector to be reimbursed for expenses associated with training and mileage, subject to Board approval.” The motion carried 5-0.
At the request of Hiivala, Borrell moved to authorize Michael Young to attend a ditch viewers meeting on 8-27-14. The motion was seconded by Daleiden. Hiivala thought the cost of the meeting was $25. If possible, he will have his Minnesota Drainage Viewers Association membership transferred to Young. He thought that cost was $150/year. Hiivala asked whether Young would be reimbursed mileage and the cost of attendance. Husom said that is correct. Hiivala preferred that Young be reimbursed for expenses by the County, since he is not an employee. The motion carried 5-0.
The Drainage Inspector Contract reflects that an annual report to the County Board is required. Hiivala said all action items will be funneled through the Auditor/Treasurer’s Office and presented to the Board, as the drainage authority, by either himself or the Drainage Inspector. These actions will not wait for the annual report. Brian Asleson, Chief Deputy Attorney, said the Contract was patterned after the Ag Inspector Contract, which also requires an annual report.
Asleson requested the Board authorize signatures on a Settlement Agreement relating to the Mallak vs Aitkin County, Et. Al. Lawsuit. A settlement has been negotiated in one of the lawsuits the County was named in, alleging violation of the Driver’s Privacy Protection Act (DPPA). The County has been represented by outside counsel obtained through the Minnesota Counties Intergovernmental Trust (MCIT). Asleson explained that a majority of the cases were dismissed fairly early by the Federal Court but this lawsuit survived the motion to dismiss. Wright County had one look up in the four years applicable through the Statute of Limitations. MCIT decided to negotiate settlements on counties with the fewest lookups. The lawsuit continues as a number of counties and cities are active in litigation. Of the $18,500 payment, MCIT allocated $3,700 as part of the settlement attributed to Wright County. Daleiden moved to authorize signatures on the Settlement Agreement, seconded by Potter, carried 5-0.
Chad Hausmann, Assistant Highway Engineer, requested the Board redesignate CR 136 as CSAH 3. CR 136 is functionally classified as a Major Collector and upgrades are necessary to meet Minnesota State Aid standards. After redesignation, the roadway will be eligible for State Aid funds. This segment of highway is currently on the County’s 5-Year Plan for reconstruction. Hausmann said the Highway Department met with the staff from the City of Annandale on the level of service that will be provided for snow plowing and patching. Potter moved to adopt Resolution #14-52, seconded by Borrell, carried 5-0 on a roll call vote.
Hausmann asked the Board to revoke the designation of CSAH 38 and redesignate it as CR 183. The current CSAH 38 no longer serves as a logical part of Wright County’s State Aid Highway system and better serves as a County Road or local road. The City of Annandale has agreed to this change for the segment of CSAH 38 located within the city limits. It is intended that the CSAH mileage gained by this redesignation will be applied to CR 136, making it “CSAH 3.” Daleiden moved to adopt Resolution #14-53, seconded by Potter, carried 5-0 on a roll call vote.
Lee Kelly, County Coordinator, presented a draft Budget Committee Of The Whole (BCOTW) schedule for Budget sessions. Potter said an I-94 Meeting that he plans to attend changed from morning to afternoon on 8-21-14. Potter moved to approve the BCOTW schedule with a change on 8-21-14, scheduling Sheriff/Corrections at 9:00 A.M. and Road & Bridge at 10:30 A.M. The motion was seconded by Daleiden and carried 5-0.
Sgt. Todd Hoffman, Sheriff’s Office, requested approval of a Professional Services Agreement with PSC Alliance Inc. for the final implementation phase for the Sheriff CAD RMS project through Zuercher Technologies. The first two phases of the project were contracted through Elert & Associates for consulting. Hoffman said they were a good resource. There have been personnel changes at Elert and so it was decided to proceed with PSC Alliance Inc. PSC Alliance has worked with St. Louis Park’s Police Department’s transition to Zuercher. The Contract with PSC runs through 7-30-15. Cost for the third phase is $6,240 for a total contract of $31,200 (originally estimated at $50,000). The term of the Agreement is through 8-15-15. Daleiden questioned whether the term of the Agreement should be extended. Hoffman said the transition to the new system is set for June, 2015. He did not anticipate delays. Hoffman said if an extended date is desired, it will come at a cost. Potter made a motion to approve the Professional Services Agreement with PSC Alliance Inc. for the final implementation phase for the Sheriff CAS RMS Project. The motion includes striking language on Page 1, Item 3, removing the second occurrence of “in accordance” in the first sentence (repeat language). Daleiden seconded the motion with the caveat that he does not like the Agreement being brought forth at the last moment. Sawatzke said relative to that statement, any of the Board members can challenge an item being petitioned onto the Agenda but that was not done in this case. He does not want this to become habit in the future. The motion carried 5-0.
Kelly said FEMA has requested a meeting with Wright County. Potter moved to authorize Board members to meet with FEMA on 8-20-14 at 3:00 P.M. The motion was seconded by Daleiden and carried 5-0.
Advisory Committee/Advisory Board Updates.
1. Cokato Corn Carnival & Montrose Days. Borrell stated the Corn Carnival will be held today and tomorrow. Montrose Days will be held this weekend.
2. TAC Meeting. Potter attended a meeting last week with Region 7W with Transportation District 3 and MET Council. Part of the discussion included I-94 from Rogers to St. Michael and the next phase from St. Michael to Albertville. This was introduced as an amendment to the MnDOT Plan.
3. AMC Energy Policy Coalition. Potter attended last week. Part of the discussion focused on MISO (Midcontinent Internet System Operator), the company that installs electrical grids in the upper Midwest.
4. Transit. Sawatzke was contacted by a constituent in Monticello looking for a bus ride. Board members understood that service was to be provided to residents until year end. The contract money was forwarded to Trailblazer for this service.
Bills Approved
Abrahamson/Brian $343.00
AGC Networks Inc 11,866.90
Albertville/City of 4,744.30
All Wheels Recovery 260.00
Allina Health Systems 113.37
ANCOM Technical Center 114.21
Anoka County Corrections 472.00
APEC Ind. Sales & Services 496.00
Aramark Services Inc 7,484.94
Barco Products Company 108.88
Barrett Decorating LLC 475.00
Black Box Resale Services 748.00
Boyer Truck Parts 1,459.01
Bryan Rock Products 682.54
Buff N Glo Inc 159.12
Buffalo Hospital 1,693.16
Buffalo/City of 71,848.78
Cameron/Tim 150.00
Center Point Energy 179.66
Centra Sota Coop - Buffalo 25,421.77
Centracare Health Monticello 1,286.85
CenturyLink 247.83
Clearwater/City of 1,484.63
Climate Air 11,937.56
Cokato Township 455.22
Commercial Door Sys. Inc 3,952.00
Cornerstone Chevrolet 197.09
Cottens Inc 1,408.47
Dell Marketing LP 217.58
Deluxe For Business 197.42
Design Elec.Inc.-Cold Spring 404.40
Disc Golf Association 2,677.73
E-MDS 998.90
Emergent Networks 20,346.34
Ernst/Debbie 108.00
Fleetpride 1,328.55
Galls Inc 725.69
Gene’s Service 185.60
Gopher State One Call 262.55
Green Interiors 450.00
Hassan Sand and Gravel 400.00
Helena Chemical Company 1,069.91
Hillyard Inc - Minneapolis 714.56
Holiday 20,498.05
Howard Lake/City of 1,083.80
Intereum Inc 23,530.19
Intoximeters Inc 117.35
Karels Towing 170.00
Lawson Products Inc 707.00
League of MN Cities 192.84
M-R Sign Company Inc 2,907.50
Maple Lake/City of 1,023.40
Marco 2,959.78
Marco Inc 1,509.55
Menards - Buffalo 146.89
Mend Correct. Care LLC 36,266.66
Meritide Inc 4,030.53
Metro Group Inc/The 3,799.64
Metro. Anesthesia Network 225.35
Middleville Township 584.60
Mies Outland Inc 162.97
MN Corrections Association 1,125.00
MN County Attorneys Assoc. 150.00
MN Dept. of Labor & Industry 1,931.04
MN Native Landscapes 150.00
MN Secretary of State 240.00
Montrose/City of 1,410.40
Neopost Great Plains 169.00
North American Salt Co 224,948.95
Northpointe Inc 745.00
Office Depot 1,136.19
Omann Brothers Inc 41,362.64
PSS World Medical Inc 713.89
Recycling Assoc. of Minn. 190.00
Royal Tire Inc 2,298.64
Safelite Fulfillment Inc 225.27
Sawatzke/Pat 366.00
Seachange Printing/Marketing 200.00
Sign Man of MN Inc/The 257.50
Slack/Cathy 3,305.25
South Haven/City of 1,144.05
Sprint 3,274.07
St Michael/City of 6,799.20
Streichers 150.00
Thrifty White Pharmacy 3,278.13
Total Printing 421.00
Trueman Welters Inc. 198.67
Twin City Seed Company 543.50
Uniforms Unlimited 1,589.70
Victory Corps 276.39
Voss Lighting 532.60
Waste Management-TC West 3,404.85
Waverly/City of 429.40
Webb/Janelle 151.50
Wood Chuckers Firewood 972.00
Woodford/Michael 112.50
Zee Medical Service 110.65
25 pymts. less than $100 1,105.28
Final total $585,211.88
The meeting adjourned at 10:05 A.M
Published in the Herald Journal Sept. 1, 2014.