Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
DECEMBER 22, 2015
The Wright County Board met in regular session at 9:00 A.M. with Husom, Sawatzke, Potter and Borrell present. Daleiden was not present.
MINUTES
Husom moved to approve the 12-15-15 County Board Minutes as presented. The motion was seconded by Borrell and carried 4-0.
AGENDA
Borrell moved to approve the Agenda as presented, seconded by Husom. The motion carried 4-0.
CONSENT AGENDA
On a motion by Husom, seconded by Borrell, all voted to approve the Consent Agenda.
A. ADMINISTRATION
1. Non-union employee request for vacation donation. Request approval to receive donations from non- union and union employees that have completed the required donation forms.
B. ASSESSOR
1. Position Replacement:
A. Office Technician I
C. AUDITOR/TREASURER
1. Approve Renewal of 2016 Tobacco Licenses for: City of Albertville: Dooley’s Petroleum, Inc. DBA Emma’s Express LLC; Midwest Tobacco, Inc.; City of Cokato: DG Retail LLC DBA Dollar General Store #10460; Marohn’s Cokato Marketplace DBA The Marketplace; City of Maple Lake: DG Retail LLC DBA Dollar General Store #15392 City of Monticello: AR Vapes LLC; Monticello 1998 LLC DBA Cub Foods #1632.
D. AUDITOR/TREASURER
1. Approve Claims Listed in the Abstract, Subject to Audit, for a Total of $402,339.26 with 256 Vendors and 461 Transactions.
E. PLANNING & ZONING
1. Authorize Board Chair signature on the Feedlot Program Delegation Agreement Work Plan.
F. VETERAN SERVICES/NUCLEAR
1. Approve Annual Revision of the Wright County Emergency Response Plan for the Monticello Nuclear Generating Plant.
TIMED AGENDA ITEMS
There were no Timed Agenda Items for this meeting.
ITEMS FOR CONSIDERATION
Sawatzke summarized the minutes from the 12-16-15 Personnel Committee. The first item, Reclassification of Accounting Clerk to Accounting Technician, will be reviewed by the Health & Human Services Board. The second item, Request for Extended Personal Leave, involved extending an employee’s personal leave till 4-01-16.
The third item, Revisions to Performance Evaluation Process and Form for Department Heads, refers to revisions to the Department Head performance evaluation process and forms. Sawatzke said the recommendation is to try the process for a year. He described the 360 Department Head Survey Form, which will be anonymously completed by staff (peers and supervised personnel) to assist Board members with evaluation ratings.
Sawatzke said the fourth item was the Administration Department Reorganization. He referenced the Proposed Administration Department Organizational Chart and said the only change he recommends is to remove the word “Future” from the Facilities Services Director position, as that position will be posted and filled soon. The Future Assistant Human Resources Director position will not be hired for several years. Sawatzke said there was some discussion regarding the Facilities Services Director and accompanying duties, as well as more limited discussion regarding the Clerk to the County Board and the Administrative Specialist duties relative to their current position descriptions. Sawatzke said the Clerk to the County Board position has the same number of points as the former position, Office Manager II. He said the incumbent position will not experience a negative impact on compensation.
Kelly said the Facilities Services Director position is not an increase in FTEs, but a new position with more project management duties.
Borrell asked why the Facilities Manager person (who will report to the Facilities Services Director, once hired) couldn’t perform project management and purchasing duties instead of hiring a director-level position. Kelly said purchasing functions at the County have evolved over the years. Kelly said the County will always have a centralized purchasing function, but it will be more streamlined. Much is now done electronically, and the pending advent of procurement cards will increase efficiencies.
Discussion ensued regarding how the Facilities Services Director would be involved in purchasing. Kelly said the position will be more focused on new building and remodeling projects and safety issues than performing purchasing functions. Husom said other staff are absorbing purchasing duties. Potter said Daleiden told him he would like the Facilities Services Director to monitor warranty issues with building and remodeling projects.
There was discussion regarding the Facilities Manager position and whether that person should take on the duties proposed for the Facilities Services Director.
Sawatzke summarized the fifth item on the 12-16-15 Personnel Committee Agenda, Request for Reclassification Resulting in New Salary Range. He said the title changes on some of the positions recommended for reclassification did not change the pay grade, but rather the duties encompassed within each position.
Kelly commended the Administration Department staff for their teamwork. Husom moved to approve the 12-16-15 Personnel Committee Minutes, seconded by Sawatzke. The motion carried 4-0. The 12-16-15 Personnel Committee Minutes follow:
I. Reclassification of Accounting Clerk to Accounting Technician (HHS Board)
II. Request for Extended Personal Leave
Hesse said an employee returned to work on 12/15/15 at a reduced schedule, and is now doing project work. The employee’s present leave expires on 12/26/15. The request to extend the personal leave is due to not knowing how long it will take this person to get back to a full-time schedule. The employee is an Office Technician I.
Hiivala said there is an Office Technician II position vacant in the Auditor/Treasurer’s Office. He requested permission to post it.
Recommendation: Approval to extend personal leave through 4-01-16. Post Office Technician II position.
III. Revisions to Performance Evaluation Process and Form for Department Heads
Hesse distributed three documents:
1. A memorandum to Department Heads dated 1-04-16 regarding the 2016 Department Head Performance Evaluation Process;
2. A copy of the Annual Performance Evaluation form for Wright County Department Heads;
3. A copy of the Wright County Department Head 360 Survey form (see attachments).
Hesse said the memorandum explains how Department Head evaluations will begin to take place in 2016. It will focus on five key competencies, including:
• Management Expertise;
• Interpersonal Skills;
• Customer Service;
• Personal Accountability; and
• Performance of Specific Responsibilities.
Hesse said the evaluation form (document 2) employs the same rating scale as previously used. The new addition to the Department Head evaluation is the 360 degree feedback from peers, direct reports, and front line staff. The survey responses will be anonymous. Hesse said the Commissioners will receive copies of the survey before they complete their evaluations. The process will be evaluated at the end of 2016 to determine whether it should be implemented on a permanent basis.
Recommendation: Approval.
IV. Administration Department Reorganization
Kelly said he first brought this item to the 10-14-15 Personnel Committee. He presented additional information at the Commissioners’ Retreat in November. More questions were raised at that time regarding the proposed Facilities Services Director and Clerk to the County Board positions. Kelly said he and Hesse reviewed every job description in the Department. His goal is to move forward with the Administration Department Reorganization on 1-01-16.
Kelly said the Facilities Services Director job description was rated by the County consultant. Hesse said she and Kelly considered the duties performed by the previous Purchasing Agent, along with other responsibilities related to building projects and renovations that would fall under this position. She said the proposed job description accurately reflects the responsibilities of this position. The consultant rated the proposed Facilities Services Director position at a grade of 20.
Kelly distributed a copy of the Current and Proposed Administration Department Organizational charts (see attachments). Hesse said the Facilities Services Director position involves administrative duties related to Building Maintenance, compared to the hands-on duties performed by the Facilities Manager position. Dahl interjected that the Facilities Services Director position would also assist with loss control, Occupational Safety and Health Administration (OSHA) issues, chemicals, snow removal action plans, and other responsibilities.
Kelly explained that the current Facilities Manager position goes between buildings on a daily basis. The proposed Facilities Services Director would interact with the Facilities Manager position, but be more involved with administration, policy, procedures, planning future facilities, and remodeling projects, as well as the enforcement and safety issues mentioned by Dahl.
Husom asked how the duties of the former Purchasing Agent position would be absorbed. Kelly said in the interim, Vergin has taken on that role, as well as Dahl and he. He projected that the Facilities Services Director would encompass purchasing functions, with likely assistance from Deb Schreiner, Administrative Specialist.
Sawatzke said Borrell was adamant that the Facilities Services Director pay grade not exceed that of the Facilities Manager. Sawatzke said he was not in favor of adding a Public Information Officer.
He suggested referring this matter to a Committee Of The Whole so the entire County Board could participate in the decision.
Kelly asked whether there were any other aspects to the reorganization request that could be discussed at this meeting. He said that any additional costs to the County related to the reorganization would be more than offset by the savings in personnel costs over the past three years.
Husom said the Facilities Services Director position makes sense. She did not foresee the need for a Public Information Officer for a few years. Sawatzke said the proposed future Assistant Human Resources Director position may be a consideration when there is an opening. He did not favor adding staff in this area.
Sawatzke said the change from the Office Manager II position to the proposed Clerk to the County Board involved obvious changes to the job description. Kelly said the consultant rated the Clerk to the County Board position at the same points as the Office Manager II.
Hesse said the Risk Manager and the reclassification of Office Technician II to Administrative Specialist were the only two positions that rated an increase. Currently there is one Office Technician II and one Administrative Specialist in Administration. Hesse said the Office Technician II position supports Human Resources and Risk Management. Hesse would like to pass higher level clerical support to this position.
Hesse said the Risk Manager position was last rated as a Safety Director. That job description did not encompass risk management. The job description was revised, and the consultant rated the Risk Manager position higher, from pay grade of 13 to a 15.
Sawatzke asked whether there were any concerns related to the change from Office Manager II to Clerk to the County Board. Kelly said the Clerk will be the primary taker of minutes. When there is a heavy meeting schedule, the current Administrative Specialist would fill in. Kelly said there has also been discussion regarding having regular Committee members take summary minutes. He said he has directed staff to take shorter minutes to lessen time expenditure. Kelly said the County is still meeting the Statute requirements by capturing the intent and actions of the County Board.
Deb Schreiner, Administrative Specialist, said she suggested adding Addenda to the Administrative Specialist job description to differentiate between the duties performed by the
Administrative Specialist who supports Human Resources and Risk Management, versus her position that supports Administration and County Government.
Hesse said the Administrative Specialist job description entails all responsibilities. Two people will be performing those duties with different focus areas. Either one could work on a project in other focus area if necessary. If there is a need for more than one person to back up the Clerk to the County Board with minutes, then the new Administrative Specialist would be taught to do so. Hesse said it is hard to know whether the Department should cross-train the two Administrative Specialists at this time.
Hesse said the proposed Clerk to the County Board would no longer supervise the current Administrative Specialist position (Schreiner), but would focus on Board minutes and Agendas. She will have discretion on making decisions such as Agenda deadlines. Kelly said this is a position found in larger counties. He is positioning the need for this position due to expected County growth in upcoming years.
Backes said part of the Clerk to the County Board position includes following up on Board issues, which is something Kelly currently does as Coordinator. She asked Kelly to elaborate on which tasks he would like her to assume as Clerk to the County Board. Husom asked whether Backes would get help from Schreiner. Kelly said he foresees a team approach. Backes would be primary. She would take over maintaining the calendar regarding follow up on Board issues. Schreiner will be there to help. Kelly said he wants Backes to succeed. He is confident of her abilities. The Clerk to the County Board is an uncharted move, and he would like to let it run its course. Sawatzke asked why Kelly didn’t leave the Office Manager II position as it is. Kelly said the other Office Manager positions have a supervisory component, which will be removed from the proposed Clerk to the County Board position.
There was discussion regarding the need for Departments to adhere to Agenda deadlines.
Recommendation: Eliminate the Public Information Officer position from the Proposed Administration Reorganizational Chart. Refer to the 12-22-15 County Board meeting. Approve the Remainder of the Reorganization.
V. Request for Reclassification Resulting in New Salary Range
Hesse said she received many requests for reclassification from other Departments. Three resulted in a change in pay grade. She distributed a two-page spreadsheet entitled, “Reclassifications & New Positions” (see attachment).
The reclassifications include:
1. Network Analyst to Sr. Systems Engineer – from a pay grade of 15 to 17;
2. Survey Technician – from a pay grade of 8 to 11; and
3. Parks Administrator to Director of Parks and Recreation – from a pay grade of 20 to 21.
Hesse said she also received ratings on two new positions: Records Management Analyst (Pay Grade 14), and Assistant Finance Director (Pay Grade 17).
Recommendation: Approved.
(End of 12-16-15 Personnel Committee Minutes)
Borrell reviewed the minutes from the 12-16-15 Technology Committee meeting. He said Adam Tagarro, Information Technology Director, added a new first item regarding the reorganization of the Information Technology (IT) Department. They received one quote, but the Committee directed him to get another one, and then proceed with the lowest bidder. Husom seconded the motion, which passed 4-0. The 12-16-15 Technology Committee Minutes follow:
I. Information Department Expansion (Added to the Agenda 12/16/15)
Tagarro distributed a proposal from Intereum in the amount of $2,925 for interior design and schematic services regarding the expansion of the Information Technology Department (IT) into the former Law Library (see attached). Daleiden suggested obtaining a quote from another Herman Miller supplier in St. Cloud.
Kelly said IT should contract with the lowest bidder and move forward. The expansion will be funded out of Budget 100 – Site Improvements.
Tagarro said he would like to redesign the existing space in the IT office to improve efficiency. The Intereum quote includes this option.
Recommendation: Obtain additional Herman Miller quote and proceed with lowest bidder.
II. Board Video Streaming Update
Tagarro said his staff encountered audio issues on the County’s part after testing YouTube for streaming. The paid version of XSplit software was purchased for $60 per year to improve this situation. Tagarro said a new computer will also be purchased to accommodate streaming.
Tagarro said he recently downgraded the County’s account with LiveStream to a monthly versus annual plan. Although the LiveStream product has exhibited fewer issues lately, IT staff has complained about the unsatisfactory quality of customer service support. Testing continues with YouTube. Daleiden said streaming via YouTube will present a savings to the County.
Recommendation: Informational only.
III. Board Video Retention
Tagarro said there has been discussion lately regarding how long the County should store Board meeting videos. Tagarro quoted the State’s County General Records Retention Schedule, Page 2, Item 13 under Administration related to retention of audio tapes (as there is no category yet for videotapes or digital :
Tapes may be used or discarded after one year after formal approval of written Minutes. Tape recordings cannot be the permanent record.
Tagarro said the County’s Retention Schedule is 16 years old. He asked the Committee to weigh in on retention of Board meeting videos. Discussion followed regarding the format to use for storing Board videos.
Kelly asked whether YouTube would store the videos for a year. Or should IT make a copy immediately after broadcast? Kelly said he prefers to retain Board meeting videos for one to two years. Tagarro recommended recording Board meeting videos simultaneously to the County server. That eliminates concerns about YouTube deleting them at some time in the future. Discussion ensued regarding whether the videos should be kept on YouTube, or stored internally.
Daleiden said the matter should be laid over until a Records Management Analyst is hired.
Recommendation: Lay over to a future Technology Committee meeting after hiring of Records Management Analyst.
IV. Project Initiation and Criteria
Cooper distributed three documents:
1. Timeline of the Technology Request process;
2. Application Portfolio Management; and
3. Sample Request form (see attachments).
Cooper referred to the Timeline and discussed the phases in order. The process evaluates whether the requested project would have a high or minimal impact on the County. The process will enable the Technology Committee to evaluate the requests and compare similar projects. Cooper said once the form has been completed and the information compiled, most questions will be answered. For example, would the proposed project increase efficiencies, create cost savings, or resolve a compliance issue?
Tagarro said the goal is to ensure that the project is aligned with the Board’s objectives on an enterprise level. Cooper said the objective is for every project to follow the same path and framework to facilitate objective choices. Tagarro said this will create a standard for the Technology Committee to follow.
A discussion followed regarding identifying and utilizing staff and/or Committee members who champion a particular project.
Schwartz said she hopes the new process will keep projects moving forward. Discussion ensued regarding existing projects and where they fit into the new IT project request process.
Recommendation: Informational only.
(End of 12-16-15 Technology Committee Minutes)
12-16-18 WAYS & MEANS COMMITTEE MINUTES
Husom read from the 12-16-15 Ways & Means Committee Minutes. She said County Drainage Inspector Mike Young provided his goals and statistics for 2015, as well as his goals for 2016. Young also provided case information on several County Ditches. The recommendation is to renew his contract for 2016.
Husom said Erik Heuring, County Agricultural Inspector, provided a written narrative. He performed seed samplings and sent out 43 notices to property owners in 2015. The consensus of the Committee was to increase Heuring’s pay to $12,000 for 2016. Heuring also asked for permission to reserve a conference room at the Government Center several times a year to conduct pesticide training. Husom said the Committee also directed Heuring to work with the Parks and Surveyor Departments regarding access to ArcGIS software and prepare posters on noxious weeks. Husom moved to approve the 12-16-15 Ways & Means Committee Minutes and recommendations, seconded by Sawatzke.
Sawatzke clarified that the Agricultural Inspector prior to Heuring was paid approximately $13,000 per year. Last year the County Board reduced Heuring’s pay to $10,000 per year due to non-performance of certain duties. Sawatzke said Heuring did a good job in 2015, and the Committee was happy with his report. As a result, the Committee recommended the increase to $12,000 for 2016.
Husom said both Inspectors are doing a good job. The motion carried 4-0. The 12-16-15 Ways & Means Committee Minutes follow:
I. Drainage Inspector
Young distributed a document entitled, “2015 Year-end Report” (see attachment). He said the packet recaps work done in 2015, goals for 2015 and 2016, and a breakdown of his hours by month and by County Ditch.
There was discussion on overdug elevations on several ditches, handling calls from land owners regarding non-County ditches, and new technology. Young stated he is interested in continuing as Drainage Inspector with the County.
Recommendation: Renew Drainage Inspector Contract with Mike Young for 2016.
II. Ag Inspector
Heuring distributed a document entitled, “2015 Agricultural Inspector’s Annual Report” (see attached). He performed seed sampling in 2015, primarily from seed packets at commercial stores. He sends the samples to the State in the required format. Heuring said he sent out 43 notices to property owners this year.
The consensus was to increase Heuring’s pay to $12,000 per year.
Heuring asked for space to hold pesticide testing. Kelly said Heuring could use space at the Government Center.
Heuring also asked for access to ArcGIS software to create maps. After discussion, it was decided that Kelly will speak with the Surveyor’s office about providing assistance. Mattice said his staff will help Heuring design a poster on noxious weeks for Townships and Parks staff.
Recommendation:
1) Increase annual compensation to $12,000 for 2016;
2) Provide meeting space to hold pesticide testing at the Government Center;
3) Investigate providing Heuring with access to ArcGIS software;
4) Work with Surveyor and Parks to create posters of noxious weeks to distribute to Townships and Parks staff.
(End of 12-16-15 Ways & Means Committee Minutes)
AG AND DRAINAGE INSPECTOR APPOINTMENTS
Approve Resolution for Appointing Erik Heuring as Agricultural Inspector and Authorize Execution of Agreement. Sawatzke moved to adopt Resolution #15-89 to approve the appointment of Erik Heuring as County Agricultural Inspector and authorize execution of the Agreement. Borrell seconded, and the Resolution passed 4-0 on a roll call vote.
Approve Resolution for Appointing Michael Young as Drainage Inspector and Authorize Execution of Agreement. Borrell moved to adopt Resolution #15-90 to approve the appointment of Michael Young as County Drainage Inspector and authorize execution of the Agreement. Sawatzke seconded, and the Resolution carried 4-0 on a roll call vote.
ADVISORY COMMITTEE / ADVISORY BOARD UPDATES
1. Farm Bureau Meeting: Borrell reported on a meeting sponsored by the Farm Bureau at Silver Creek Township on 12-21-15 regarding the Buffer Strip Law. He said it was very well attended.
2. 55 Coalition Meeting: Potter said the meeting discussed safety improvements to area roads, the 55 Arterial Study and the Metropolitan Council Link Program.
3. Mayors Meeting: Sawatzke said Potter and he attended the Mayors Meeting recently. They received updates from various cities.
4. Methamphetamine Education and Drug Awareness Coalition of Wright County (MEADA):
Husom said participants discussed grants for schools. She also mentioned the County Heritage Center’s Festival of Trees display open until January 9, 2016 from 8 A.M. till 4:30 P.M. with Tuesday nights open until 8:00pm. Husom said they have a competition going with Buffalo Police Department and the Wright County Sheriff’s Office. She encouraged County residents to vote on the best display. Husom said there are dozens of decorated trees.
Potter mentioned that Husom is featured on the front page of The Drummer regarding the series of books she has authored.
Bills Approved
Abbott Northwestern Hospital $100.99
Abrahamson/Brian 209.00
Advanced Graphix Inc 275.00
AGC Networks Inc 14,079.50
Albertville/City of 2,677.40
Allina Hospitals & Clinics 5,120.00
American Tower Corporation 216.99
ANCOM Communications Inc 490.50
Annandale Rock Products 368.19
Anoka County Sheriff 41,468.19
Aramark Services Inc 14,705.35
Baertschi/Paul 155.00
Beaudry Oil Co 2,617.80
Bestfriends Veterinary Clinic 356.50
Bob Barker Company Inc 1,206.30
Bound Tree Medical LLC 434.20
Bryan Rock Products 1,440.24
Buffalo Hospital 825.33
Burdas Towing 155.00
CDW Government Inc 10,557.14
Center for Prof. Dev.@ITT 2,500.00
Centra Sota Coop - Buffalo 21,379.22
CenturyLink 6,422.34
CenturyLink 1,442.55
CenturyLink (hwy use) 231.09
CES Imaging 251.02
Chamberlain Oil Co 3,932.56
Climate Air 869.30
Constellation Justice Systems 6,660.00
Croteau Plumbing 650.00
CST Distribution LLC 287.91
Cub Foods 182.91
Databank IMS LLC 31,633.33
Delano Rental Inc 299.25
Dell Marketing LP 2,946.07
Deltaware Data Solutions 5,242.50
Design Elect. Inc-Cold Spring 44,219.61
Engel/Dale L 300.00
Excel Systems 328.00
Fastenal Company 475.99
FNH USA 500.00
Gabriel/Cathleen 100.00
Goodrum/Jami 450.00
Grainger 1,223.73
Greenview Inc 810.96
Hennepin County Sheriff 210.00
Herc-U-Lift 1,175.00
Hillyard Inc - Minneapolis 511.90
Intereum Inc 3,655.18
Kjolhaug Environmental Serv. 1,358.18
Knife River Corp. - North Central 100.00
L3 Communications Inc 131.45
Lacount Sales LLC 119.89
Lake Region Coop Oil-Maple Lake 206.90
Laplant Demo Inc 883.33
Latour Construction Inc 650.00
Lawson Products Inc 704.77
Ludenia Landscaping 2,040.00
M-R Sign Company Inc 4,270.00
Malwitz/Seth 750.00
Marco 12,999.60
McDowall Company 648.00
McMaster-Carr Supply Co 113.16
Meeker County Treasurer 520.77
Menards - Buffalo 679.02
Mend Correctional Care LLC 21,829.33
Mid-America Business Systems 2,150.00
Midwest Supply & Distributing 2,006.80
MN Chemical Company 3,121.59
MN Counties Computer Coop 900.00
MN Society of Prof Surveyors 920.00
Monticello Auto Body Inc 4,078.69
Morries Parts & Service Group 677.11
Munson/Margaret 339.00
Net Transcripts Inc 945.25
Northstar 786.85
NPELRA 499.00
Office Depot 1,618.68
Office of MN IT Services 2,184.42
OSI Environmental Inc 1,230.00
Philippi/Chase 210.00
Plastic Safety Systems Inc 3,804.20
Pope Douglas Solid Waste Mgmt 351.00
Potter/Michael J 419.91
Purick/Ryan 100.00
Reds Auto Electric 196.77
Reds Cafe 534.37
Retrofit Companies Inc 997.32
Rinke-Noonan 200.00
Royal Tire Inc 2,055.23
Safelite Fulfillment Inc 227.27
Select Account 1,482.90
Seton Identification Products 501.95
SHI International Corp 6,828.00
Shred Right 334.96
Snowplows Plus 143.85
St Cloud Stamp & Sign Inc 152.35
Stockholm Township 1,110.60
Thrifty White Pharmacy 2,012.53
Towmaster 4,326.01
Traffic Control Corporation 11,788.00
Uline 664.59
Veolia ES Solid Waste Midwest G2 488.94
Verizon Wireless 9,434.74
W D Larson Companies LTD 1,176.24
Waverly/City of 445.00
West Payment Center 1,534.86
Windstream 407.48
Woodland Township 625.60
Works Computing Inc 5,000.00
Wright County Auditor Treasurer 426.30
Wright County Highway Dept 28,912.45
Wright Hennepin Electric 889.91
WSB & Associates Inc 7,403.15
34 Payments less than $100 1,341.95
Final total: 402,339.26
The meeting adjourned at 9:58 a.m.
Published in the Herald Journal Jan. 18, 2016.