Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
AUGUST 4, 2015
The Wright County Board met in regular session at 9:00 A.M. with Husom, Sawatzke, Potter and Borrell present. Commissioner Daleiden was absent.
Borrell moved to approve the 7-28-15 County Board Minutes as presented. The motion was seconded by Husom and carried 4-0.
Husom moved to approve the Agenda, seconded by Sawatzke, carried 4-0.
On a motion by Borrell, second by Husom, all voted to approve the Consent Agenda:
A. ADMINISTRATION
Authorize Signatures On Law Enforcement Contract With The City Of Albertville, Eff. 1-01-16 To 12-31-17
B. ADMINISTRATION
Authorize Signatures On Law Enforcement Contract With The City Of Maple Lake, Eff. 1-01-16 To 12-31-17
C. ADMINISTRATION
Authorize Attendance At Tri County Forensic Lab Advisory Meeting, 8-11-15, 2:00 PM @ Wright County Law Enforcement Center
D. AUDITOR/TREASURER
Approve Claims as Listed in the Abstract, Subject to Audit, for a Total of $91,576.98 with 123 Vendors and 173 Transactions
E. HEALTH & HUMAN SERVICES
Position Replacement
1. Information Systems Specialist
F. SHERIFF
Position Replacement 1. Civilian Communications Officer
G. SHERIFF
Position Replacement
1. Deputy
Bob Hiivala, Auditor/Treasurer, requested the Board schedule interviews for the Clearwater River Watershed District Board of Managers. Resumes were received from Chris Uecker and John Dearing. The following were selected as possible interview dates: 8-12-15 at 1:00 P.M. and 8-11-15 at 10:30 A.M. Hiivala will not bring the selected schedule of interviews back to the Board. A recommendation will be presented to the Board after interviews have occurred.
On a motion by Husom, second by Borrell, all voted to approve the Plat, “Hidden Prairies Preserve” in Buffalo Township.
Terri Heaton, Senior Vice President of Springsted, presented information on the Highway Building financing options. An overview was provided of the Wright County Bond Timetable and Bond Buyer Index. The recommended action was for the Board to approve the Publication Notice to hold a Public Hearing on 8-25-15 at 9:30 A.M. on the Capital Improvement Plan (CIP). After the Hearing, the Board will be asked to adopt the CIP Plan and authorize the sale of the bonds. Sawatzke moved to approve the Publication Notice to hold a Public Hearing on 8-25-15 at 9:30 A.M. The motion was seconded by Husom and carried 3-0 (Borrell abstained).
A Technology Committee Meeting was held on 7-22-15. At today’s County Board Meeting, Sawatzke moved to approve the minutes and recommendations, seconded by Borrell, carried 4-0. The Technology Committee Minutes follow:
I. Technology Committee Charter
Tagarro provided the Committee with the revised “Wright County Technology Committee Charter”, which provides the structure by which a project proceeds forward. The changes from the last meeting include the removal of the voting process, revisions to the evaluation process, which now includes both impact and effort evaluations. The most desirable projects will be those that are low in effort and high in impact. Tagarro stated that the Charter could be approved now, noting that over time there may be changes to it.
Recommendation: Adopt the Wright County Technology Committee Charter as amended.
II. Guidelines for Project Evaluation
Tagarro provided the Committee with revised copies of the “Wright County Technology Governance” and “Wright County Technology Standards”. These were adopted by the Board last year, and since he is recommending some changes these will need to go before the Board again for approval. IT Governance is to clarify best practices at the department level and establish standards on how the County manages its technology. The Standards define infrastructure and applications.
It was explained that any new software must meet the Governance Standards. For example if the County moves to Windows 10, it needs to be able to support all applications, which at this times appears it will not, therefore most likely will stay with Windows 7 for a while. Also various browsers are changing over time, such as IE is being phased out and going to Edge, not sure how this will impact County applications. Jobe noted that Beacon works well with Firefox, but Onbase does not.
Hoffman raised discussion regarding IT’s function with Records Management, what is planned for Onbase. Tagarro responded that he will be once again requesting a Records Manager for 2016. IT is a central service which supports all departments, this would allow them to work with each department through Onbase for records management/retention. If an entity has a records retention schedule they need to follow it. This can be critical when receiving data requests.
Recommendation: Adopt Wright County Technology Governance and Wright County Technology Standards as revised.
III. Information Security Assessment
Tagarro addressed having an Information Security Assessment done. This would test the County’s network vulnerability. It is an 8 – 10 week process, which would be a comprehensive look at both internal and external weaknesses. This is currently being proposed in the 2016 CIP, with an estimated cost of $60,000. The City of Buffalo recently did this and found it to be very valuable. Tagarro also suggested that employee security training should also be addressed. This assessment will look at HIPPA compliance, PCI compliance, where there are vulnerability gaps, password protection, access to areas within the buildings, etc.
Potter questioned how frequently the County should be doing this. Tagarro responded that it could be done annually, or maybe every three years. Jobe suggested once it is done, perhaps could pare down the initial scope to reduce the cost.
Tagarro noted that during this process they would also review County policies and that Risk Management has reviewed this and supports this project.
Potter and Daleiden concurred that we should have this done; noting the correlation of this with records management.
Recommendation: Supports moving forward with an Information Security Assessment, as budgeted in the 2016 CIP.
(End of 7-22-15 Technology Committee Minutes)
Brian Asleson, Chief Deputy Attorney, said in late 2014, the Board approved issuance of bonds for Park View Care Center for renovations and additions. The $10 million was conduit financing where the revenue pays the bond payment. The County is not responsible for the bond payments. This was done as Park View garnered a better interest rate through the County. Asleson was recently contacted by Park View Care Center. They have negotiated a modification to their loan agreement which he assumed will provide a lower interest rate. Since the bonds were issued through the County Board, a resolution is required. By adopting the resolution, the Board is authorizing the Board Chair and Coordinator to sign necessary documents. Sawatzke moved to adopt Resolution #15-37, seconded by Husom. The motion carried 4-0 on a roll call vote.
The 7-22-15 Building Committee Minutes were reviewed at the 7-28-15 County Board Meeting. The Board took action at that meeting to refer all items back to the Building Committee for further discussion. Today, Potter stated the Building Committee Minutes need to be approved, even though the Board did not accept all recommendations of the Committee. Potter clarified that all items are being referred back to Building Committee for more information. Sawatzke moved to approve the 7-22-15 Building Committee Minutes but not the recommendations. The motion was seconded by Borrell and carried unanimously. The Building Committee Minutes follow:
I. wRight Choice Request Regarding Rent
L. Kelly and M. MacMillan provided an overview of the current program referred to as wRight Choice. This is a program that has utilized an area within the Government Center over the past 3 1⁄2 years through a lease agreement with Buffalo School District. The program provides for an alternative to out of school suspension. This has been a great partnership, creating positive outcomes. This program has grown, which now includes eight (8) additional school districts. Buffalo School District provides the paraprofessional, the other districts contribute to the program for the students that they have in the program to assist in covering that cost.
Initially there were federal grant monies available to cover the lease payment to the County, however that program has now gone away. In the absence of those grant dollars St. Michael School District Superintendent approached Wright County to see if there were ways in which to offset the lease costs. They wish to know if there is potential to work together to allow the program to continue.
Abrahamson informed the committee that they will be presenting at the Program Sharing Conference held this fall in St. Cloud to talk about the success of this program.
Potter brought up discussion regarding the indirect cost allocation for each department as they pay rent for the area that they utilize. L. Kelly indicated that in the past there have been requests by others to utilize space within the Government Center, therefore struggles to allow without charging rent.
Daleiden questioned if there is the ability to move this cost to the Court Services budget. MacMillan indicated that would be acceptable. Daleiden also questioned if there were billable hours that could be tied to this program. This can be looked into further.
Discussed potential future needs; if in the future that space is needed by growth demands, such as expansion of the Courts, then could look at moving this program into the old jail area.
It was noted that many other departments, HHS, Sheriff, Courts and County Attorney are involved as they interact in the program by speaking to the group. Discussed the Back Pack program that these students assist with; providing food to those in need within their school district.
Recommendation: Include rent for wRight Choice space in the Court Services Budget.
Commissioner Potter altered the agenda to be cognizant of those present.
II. Roof Repair, Existing Public Works Building
Hatfield and Jans addressed the committee on their concerns with the existing roof at the current Public Works Building. There appears to be moisture from below causing shingles to buckle. There are no leaks into the building.
Daleiden questioned why we would want to do further forensic investigation in to the matter, if we know what the issues are.
Discussed options of a metal roof or a shingled roof. Dahl stated that the County’s premium would be the same regardless of material, however felt that the County would be money ahead with a metal roof. If there was hail damage, there would be a $5000 deductible, but because the steel material is impact resistant it would hold up under hail damage, resulting in no claim.
Daleiden discussed the issue with the windows sweating, water sitting on the window sills. It was questioned if the seals are broken, or if it is leaking from the outside. Hatfield stated that it is most likely an airflow issue, there is moisture inside the building, and therefore moisture builds up on the windows. Concern that this water could continue to drip onto the drywall, causing more damage.
Recommendation: Obtain quote to open the roof to investigate the issues and identify any damage. Proceed to obtain quotes for a shingle roof and a metal roof; a quote to install insulation foam; and investigate the window issue. Bring these quotes back to the Building committee before any work is done.
III. Health & Human Services Center Exterior Lighting Retrofit
Dahl presented the Committee with a quote to retrofit the high pressure sodium lights with LED fixtures at the HHS Center, on the outside of the building and within the parking lot. It is estimated that this change would have a 5 year payback. Quote currently received is in the amount of $25,064.
Reasons for considering the retrofit is there are concerns with regards to safety and vandalism, as the existing lighting is very dim. We wish to keep both the public and our employees safe.
Concerns were raised if there would be complaints due to the brightness and possible glare from the LED fixtures. These lights can be adjusted so they face downward to reduce those concerns.
Dahl suggested that we may want to look at doing this at the Government Center as well.
Daleiden stated that there may be funds available, such as rebates through the MN Dept. of Commerce. This will be looked into further.
Recommendation: Staff was directed to obtain at least two more quotes from electrical contractors within Wright County for the retrofit at the HHS Center. Funds for the retrofit will come from the Site Improvement Funds.
IV. Possible Relocation of Law Library
IT Training Room: L. Kelly informed the Committee that he had received some ball park quotes late Tuesday. To retrofit and clean up the old dispatch area for the IT training room it would be approximately $32,000. Both L. Kelly and Hayes addressed the items that would be included in the work, a new card key door, wall paper, and removal of the heavy jail doors, additional electrical work which would include the removal of abandoned wires, outlets in the floor and outlets to tables, new lighting and replacing the ceiling. Hayes noted that this would bring the room up to the building standards maintained throughout the Government Center.
Hayes stated that the quote is from Ernst Construction and is based on time and material with a not to exceed amount. Concerns were raised that the quote seemed high, and recall the Assessor’s office Minutes (cont.):
remodel was much less. Hayes stated that in order to get comparative bids he would need detailed specs on what is required to be done.
Other items noted, Climate Air reviewed the airflow within the area, all seems to be working appropriately; tiling will be removed and replaced with carpet; painted surfaces would reduce costs, however building standards call for wall paper.
Daleiden questioned if some of the demolition work could be done in house. Hatfield stated that Ernst is good to work with and they could do that, such as the removal of the doors, tiles and cabinets.
Law Library Move: The cost to move the law library to the old assessor’s area on second floor is estimated at $22,000. This includes painting, carpet and installation of two windows.
Discussion was held that the law library would likely be in the new area for ten years, therefore it was questioned as to what is needed to be done for that time frame. Hayes replied that we use a commercial grade carpeting that has a 20 year life. Potter and Daleiden concurred that a lesser grade of carpeting should be looked at or the option of not replacing.
Hayes also explained that there is some water stain on the north side, they appear to be dry so most likely from an old leak, but that will need to be investigated.
Recommendation: The Committee requested that a breakdown of all costs associated with these projects be brought back for further review by the Committee.
(End of 7-22-15 Building Committee Minutes)
The 7-22-15 Personnel Committee Minutes were reviewed at the 7-28-15 County Board Meeting, and the Board took action to refer the Minutes to the 8-04-15 County Board Meeting. Husom said discussion included the situation where Performance Appraisal was misplaced for Virgil Hawkins and if it would have been added, Hawkins would have received an “Exceeds Expectations” rating. Sue Vergin, Assistant County Coordinator, confirmed that the performance appraisal had been received and therefore Hawkins should receive “Exceeds Expectations” with the additional review. Sawatzke moved to approve the 7-22-15 Personnel Committee Minutes and to change the minutes to reflect that Virgil Hawkins, Highway Engineer, was to receive an “Exceeds Expectations” rating. The motion was seconded by Husom and carried 4-0. The 7-22-15 Personnel Committee Minutes follow:
I. Surveyor Department Staffing Needs.
Jobe presented justification for a request to hire a Senior Survey Tech (Field Operations) in 2015, a Clerical/Office Manager position in 2016, as well as Surveyor Organizational Charts for 2015 and 2016 (attached).
Jobe emphasized the need for adding the Senior Survey Tech position because of the effects it has on the Department as a whole and because of work that is not being completed. Staff have not been able to work in the field as they should during the summer months because of assisting with plat review. A Deputy Land Surveyor was discussed a couple of years ago but was not acted upon. He suggested that adding a Senior Survey Tech would be a quicker and easier method to add staff and split duties. He reemphasized the need for the position because of the impacts it is having on the Surveyor’s Office. He said the Board will be at a major decision point with the department if the position is not filled.
With regard to the request for office staff in 2016, Jobe explained the goal would be to hire the person in August of 2016 when the Highway Department moves to the new building. The person would provide a presence at the entry of the current Public Works Building and assist the Surveyor’s Office with clerical, research, and records management duties. Currently the Survey Technician is fielding all telephone calls.
Sawatzke said the new Highway Department building will have a major impact on the 2016 levy. He said that project will add 3% to the levy alone (principal and interest on the bonds). In addition, there will be costs associated with utilities and custodial staff. He said the levy may be impacted by 3.5% to 4%. He suggested that Jobe confer with the Parks Director on the Clerical/Office Manager position and present the request during the 2016 budget sessions.
Recommendation: No action taken at this time.
II. Request To Hire Social Worker in the Developmental Disabilities Unit at Step 5 (HHS Board).
III. Performance Review – Virgil Hawkins, Highway Engineer.
Based on five performance reviews, the Committee recommends an overall rating of Exceeds Expectations.
IV. Performance Review – Adam Tagarro, Information Technology Director.
Based on four performance reviews, the Committee recommends an overall rating of Exceeds Expectations.
(End of 7-22-15 Personnel Committee Minutes)
Marc Mattice, Parks Administrator, presented recommendations from the Parks Commission Meeting of 7-13-15:
1. Recommendation to the Wright County Board of Commissioners to establish the first Monday in March of 2016 (March 7, 2016), beginning at 8:00 AM, as the go-live date and time for camping reservations for the 2016 season; and that the first Monday in January (January 4, 2016), beginning at 8:00 AM, as the go-live date and time for shelter reservations for the 2016 season.
At the 8-04-15 County Board Meeting, Husom moved to approve Parks Commission recommendation #1. The motion was seconded by Borrell and carried unanimously.
2. Recommendation to the Wright County Board of Commissioners to change policy regarding “First Come” Camping Sites To “Same Day Reservation” Camping Sites, at both Collinwood and Schroeder Parks, for 2016.
At the 8-04-15 County Board Meeting, Mattice said the change relates to allowing people to phone in a reservation for same day reservation sites versus having to reserve in person. Borrell moved to adopt the “Same Day Reservation” Camping Site change. The motion carried 4-0 on a second by Husom.
3. Recommendation to the Wright County Board of Commissioners to authorize Park Department Staff to prepare and submit a grant request to the Conservation Partnership Grant Program for management of the 2004/2005 hardwood seeding at Robert Ney Regional Park as related to forest health benefits.
At the 8-04-15 County Board Meeting, Mattice said this grant opportunity will require a 10% cost match (estimated at $4,000 on a $40,000 project). Borrell moved to approve the recommendation, seconded by Sawatzke, carried 4-0.
Mattice provided information on the outcome of the first three stakeholders meetings/planning sessions regarding the Crow River Regional Trail and Master Plan project introduction. The Study area is Greenfield, Hanover, Rogers, Dayton and Rockford and will include connections to Lake Rebecca, Crow Hassan, Elm Creek Park Reserves, Luce Line State Trail, Lake Independence, West Mississippi River, and the extension of the Rush Creek Regional Trails. Mattice asked the Board to reaffirm action from March 31, 2015 of Wright County’s willingness to continue participation. Mattice referenced the map and stated that if Greenfield participates, the trail would not be on the Wright County side of the line in that section. The goal is for the trail to be separate from the roadway and as close to the river as possible. Sawatzke said the Board should be cautious as this could be problematic politically. There are those that support trails and others find them to be intrusive into their private property. Sawatzke added that maintenance plans for all trails will need to be developed. The trails being built are an infrastructure that has no value if not maintained. Sawatzke made a motion to authorize Mattice to continue to work with this organization with the understanding that Wright County will withhold support for any projects in the future dependent upon the economics and the citizen input at that time. The motion was seconded by Borrell and carried 4-0.
On a motion by Sawatzke, second by Husom, all voted to cancel the 9-08-15 County Board Meeting due to five Tuesdays in September.
Advisory Committee/Advisory Board Updates:
1. Wright County Fair: Borrell stated there was good weather and great attendance at the Fair.
2. I-94 Project: Potter attended a MnDOT/SRF meeting on the second phase of the Corridors of Commerce project from St Michael to Albertville. Figures have been revised on future development and growth needs which has changed the dynamics of the project. Traffic numbers are anticipated to increase substantially. The cost allocation is $24 million and includes ramps on CR 19 in Albertville and repair of other ramps.
3. Emergency Services Board. Borrell stated that 9-1-1 does not currently accept texts. There is some testing being completed with the hope that will be implemented next year.
4. River Rider. Sawatzke said an update on the River Rider audit did not occur because the person that was to present was unable to attend.
5. Labor Negotiations. Sawatzke stated that insurance negotiations will continue.
6. Central MN Mental Health. Husom stated a search for a new Director will occur in the next month or so. Sawatzke commended the efforts of the former Director, Jim Riebe. There is someone from the Central MN Mental Health Organization that will fill in as the Interim Director.
7. Central MN EMS. Husom said they are entering a new biennium for the grant cycle. Revenues from seatbelt tickets have declined because of compliance. Discussions are occurring on new grant sources.
Potter said Craig Hayes, former Purchasing Agent, retired from Wright County after over 25 years of service. He extended wishes for a happy retirement.
Bills Approved
Abrahamson/Brian $712.64
Advanced Graphix Inc 421.00
Allina Hospitals & Clinics 580.00
Ameripride Services 122.72
ANCOM Communications Inc 313.00
Annandale/City of 3,022.40
APEC Industrial Sales & Services 247.00
Aramark Services Inc 7,954.68
Barthels Auto Body 585.00
Buffalo Auto Value 264.85
Capitol Report 169.00
Cenex Fleetcard 1,126.23
Centra Sota Coop. - Buffalo 1,218.65
Centrasota Oral & Maxillofacial 170.00
CES Imaging 364.95
Climate Air 5,453.93
Country Inn 500.00
Daleiden/Mark 270.00
Dell Marketing LP 1,349.90
Elk River Municipal Utilities 125.06
Emergency Automotive Tech Inc 665.35
Farm-rite Equipment Inc 966.47
FirstLab 208.85
Garage Door Store 137.50
Grainger 1,883.03
Hancock Concrete Products LLC 12,094.34
Hillyard Inc - Minneapolis 4,430.24
Howard Lake/City of 1,526.80
Howard/Jolanta 200.00
M-R Sign Company Inc 106.05
MACA 100.00
Magnussen LLC/Rhonda J 306.00
Marco Inc 5,036.24
MCIT 316.50
Menards - Buffalo 1,294.96
Metro Group Inc/The 7,149.60
Mid-Minnesota Hot Mix Inc 834.00
MN Lawyer 299.00
MN Sheriffs Association 240.00
Morries Parts & Service Group 616.48
Office Depot 948.76
Omann Brothers Inc 193.96
Potter/Michael J 143.00
Premier Biotech Inc 211.92
Purick/Ryan 100.00
Ridley/Glenda 290.00
Rinke-Noonan 715.00
Royal Tire Inc 1,036.52
South Haven/City of 407.50
Sprint 2,989.18
St Cloud Times #1076 288.03
St Michael/City of 6,815.00
Stoll/Brian 118.00
Suburban Tire Wholesale Inc 4,857.70
T & M Towing and Snow Plowing 320.00
Total Printing 988.00
Towmaster 2,400.48
Uline 102.90
United Parcel Service 113.48
Voss Lighting 1,276.00
W D Larson Companies LTD 412.04
West Payment Center 624.00
Westside Wholesale Tire 455.98
Windstream 185.73
Woodland Township 1,084.90
Wright Soil & Water Cons Dist 190.56
Zep Sales & Services 146.18
18 Payments less than $100 779.74
Final total $91,576.98
The meeting adjourned at 10 a.m.
Published in the Herald Journal Aug. 24, 2015.