Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
APRIL 4, 2017
The Wright County Board met in regular session at 9:00 A.M. with Husom, Vetsch, Potter, and Borrell present. Commissioner Daleiden was absent.
3-28-17 COUNTY BOARD MINUTES
The following change was made to the Minutes: Page 2, Agenda Items, “Approve Annual Maintenance Agreements With Six Cities in Wright County,” add the following language, “The Agreements are with the Cities of Delano, Elk River, Maple Lake, Monticello, Montrose, and Waverly.” On a motion by Husom, second by Vetsch, all voted to approve the Minutes as presented.
AGENDA
On a motion by Potter, second by Husom, all voted to approve the Agenda.
CONSENT AGENDA
Potter moved to approve the Consent Agenda. The motion was seconded by Husom and carried unanimously.
A. ADMINISTRATION
1. Add Security Committee To Advisory Board/Advisory Committee Listing With The Following Membership: Borrell, Husom, Two Judges, Coordinator, Risk Manager, Court Administrator, & Representatives From The Following Departments: Sheriff, Court Services, & County Attorney
B. ADMINISTRATION
1. Approve the Tentative Agreement with IUOE, Local 49 for 2017-2019, and Authorize Signatures on the Labor Agreement
C. ADMINISTRATION
1. Approve Charitable Gambling Application Form LG240B, Spirit Of Joy Lutheran Church, 3477 10th St. NE, Buffalo MN 55313 (Buffalo Twp.)
D. AUDITOR/TREASURER
1. Approve Claims as Listed in the Abstract, Subject to Audit, for a Total of $257,301.35 with 149 Vendors and 188 Transactions.
E. EXTENSION
1. Appoint Stan Vander Kooi (District 4) To The Extension Committee, Eff. 1-01-17 Through 12-31-19
2. Appoint Scott Peterson (At-Large Position) To The Extension Committee, Eff. 1-01-17 Through 12-31-19
F. PLANNING & ZONING
1. Authorize Signatures On The 2016 Annual County Feedlot Officer Annual Report
G. SURVEYOR
1. Refer to 4-12-17 Personnel Committee - Budgeted GIS Position
TIMED AGENDA ITEMS
ADAM TAGARRO, INFORMATION TECHNOLOGY DIRECTOR
Introduce Sam Sandsness, IT Business Analyst, & Richard Rahe, Telecom Specialist
Tagarro introduced Richard Rahe who was recently hired in the Information Technology Department as a Telecom Specialist.
A. QUINN STROBL, M.D., MEDICAL EXAMINER
2016 Wright County Medical Examiner Report
Dr. Strobl is the Chief Medical Examiner with the Midwest Medical Examiner’s Office. Dr. Strobl provided an overview of the Medical Examiner’s Annual Report for Wright County. This was an informational item.
SCHEDULE PUBLIC HEARING FOR LOCAL OPTION SALES TAX
Potter moved to schedule a County Board Meeting to hold the Public Hearing for Local Option Sales Tax on 5-04-17 at 7:00 P.M. The motion was second by Husom and carried 4-0.
KELLY STREI, U OF MN EXTENSION SERVICE & CHLOE LILLISTON, 4-H MEMBER
Introduction of Interim 4-H Program Coordinator, Tina Holty
Strei introduced Tina Holty as the interim 4-H Program Coordinator in the Extension Office.
Citizen Washington Focus – Presidential Inauguration Trip by Chloe Lilliston, 4-H Member
Chloe Lilliston is a sophomore at Delano High School and a member of the Willing Workers 4-H Club. She was selected to be a part of the Citizen Washington Focus. This year that included the Presidential Inauguration. Some of the other activities she participated in included a Meet and Greet Pin Trade, an Election for the 4-H President, Museum Tours, Speakers, and a Cruise on the Patomic River.
SHERIFF’S OFFICE REORGANIZATION PLAN
Husom noted that Daleiden was not present for discussion and he had requested to have the item laid over to today’s Meeting.
Sheriff Hagerty referenced the two Office Supervisor positions that are proposed to be removed through reorganization. Restructuring is ideally done through attrition but he was unable to do that in this case. He asked that the Board decision not be made based upon the employees. It is an efficiency decision. Sheriff Hagerty said this is not just about the two Office Supervisor positions. It includes a decision on eliminating a Sergeant position in Communications through attrition and reclassifying three people who are working out of class. He said these are long-term employees that he wants to keep in the organization and he has a way to do that.
Vetsch said the decision is about the process and procedures. The County’s process is such that reclassification should not be used in conjunction with a reorganization. Sheriff Hagerty wants to be partners with the Board but they may not always agree. In the end, he will do what is right for constituents.
Husom referenced the number of reorganizations that have occurred in the past four years and said the Board needs to know what they are tasked to approve. Their role is to approve positions but in this case, it is elimination of positions. This is the second time in a month this has occurred. The Business Manager was approved in the budget sessions last year; at that time, they did not know what the reorganization would entail. Husom thought the reorganization makes sense but her concern is losing valued employees. Husom suggested the County Board meet to more clearly define processes including what should be brought before the Board. The Board recently learned of a reorganization of a County department that did not come to the County Board for approval. It should be determined what decisions are made as a Board versus decisions made as department heads.
Vetsch responded that the Board is tasked with enforcing County policies. Part of the situation is whether the integrity of the County’s policies and the mission statement were followed. These are the questions being posed by constituents. Husom agreed and said she does listen to constituents and employees. Vetsch hoped to achieve common ground between the Board and Sheriff but felt they had come to an impasse. He suggested a third party moderator if the item is tabled again. Vetsch did not feel it would be good for two elected bodies to go against one another.
Borrell applauds the Sheriff for looking to efficiencies. Borrell’s concern is with the two positions which are being eliminated. He said the Sheriff has indicated his intent to bring the two employees back in the open positions but it will involve pay cuts. He viewed going through HR and the Personnel Committee as the proper steps. Vetsch stated he is still looking for a way to mitigate future expense and he has not gotten that.
Vetsch made a motion to refer discussion between the County Board and the Sheriff to another forum in an effort to find common ground. Vetsch said the purpose will be to discuss and bring forward a plan that both parties are willing to agree on, and hopefully to restore some common ground for all parties involved. Potter said Vetsch needs to have his questions answered but does not want to impede the Sheriff with running the Sheriff’s Office.
Hesse stated that at the last meeting, Daleiden asked to table the issue so that questions could be answered. She received one question from one Commissioner in the past week and would have appreciated being contacted by Vetsch if he thought policies were not being followed. Vetsch responded that he is not comfortable with HR’s standpoint and the alignment between the Sheriff’s Office and HR. Hesse responded that her role as HR Director is two-fold. She advocates for employees to make sure policies are followed and laws are not broken. She also advocates for what is right for the County, to assure fiscal responsibility and efficient structure.
The motion was seconded by Potter. He said this will allow Vetsch to obtain clarification on the questions he has.
Hesse said the Business Manager has assumed all supervisory responsibilities. Two Office Supervisors are performing at a lower level than the position requires at this time. Husom questioned whether the Office Supervisors will be in those positions until 4-28-17 as previously discussed. Hesse stated that all dates are off the table without a decision by the Board. When a decision is made, the timeline of implementation will be reviewed. Husom supports sending this to a COTW Meeting.
Chief Deputy Todd Hoffman outlined various options for the Board. He said the Board can approve the reclassifications without affecting the other two positions. Hesse agreed and said this would include three Office Technician II positions that are being reclassified (two to Account Tech and one to TAS). The remainder of the reorganization could be sent to the Personnel Committee Of The Whole (COTW) and would include the elimination of the two Office Supervisor positions and the addition of one Account Tech and one Office Technician II. Husom asked whether Vetsch would be willing to amend the motion to include approval of the reclassification.
Vetsch and Potter withdrew the motion.
Vetsch made a motion to approve the reclassification of the three Office Tech II positions to two Account Technicians and one TAS. Husom seconded the motion and it carried 4-0.
Sheriff Hagerty expressed appreciation for the reclassification. He referenced Vetsch’s request for more discussion. He will meet with the Board, but he does not know where that compromise will be. The other issue on the table is the reduction of one Sergeant in the Office and the addition of a Civilian Communications Supervisor.
Husom asked the timing for the elimination of the Sergeant position through attrition, and Sheriff Hagerty said there is no urgency. He has a person in that position and it is running fine. It is something he has been looking at for a number of years. Chief Deputy Hoffman said that the one caveat is that they are seeking permission to work with HR on the job description process. They want to work on this now so they can move forward this fall.
Vetsch moved to refer the Sheriff Office Reorganization to a Committee Of The Whole Meeting on 4-12-17 at 1:00 PM, seconded by Husom. The motion carried 4-0.
ITEMS FOR CONSIDERATION
3-22-17 TECHNOLOGY COMMITTEE MINUTES
At today’s County Board Meeting, the following change was made to the Minutes: Page 2, Item V, the item should be titled, “PCI (Payment Card Industry Data Security Standard) Compliance.” Vetsch moved to approve the Minutes as corrected and the recommendations. The motion was seconded by Potter and carried 4-0. The Minutes follow:
1. Right Fax Update
Presented by Cooper
The new fax system, Right Fax, has been successfully deployed County wide. The DMV is connected directly to the state for their business, which Bob Hiivala with Auditor / Treasurer stated he has heard no complaints. The County may possibly see savings in reduction of phone lines being tied up by fax usage. This project was also the first one to utilize the Full Project Management Process from beginning to end.
Action: Information Only
2. Social Media Policy
Presented by Tagarro
Tagarro proposed a small change to Personnel Policy 711.10, section C.1. The change indicates that the Administration department rather than the Web Committee would be the authorizer of Social Media sites.
Action: Approve Policy Change
3. IT Info-Tech Survey Results
Presented by Tagarro
IT conducted a County-wide survey to judge the effectiveness of the work being done and gauge user’s attitudes toward the department. The initial Info-Tech Survey was completed in June 2016. All Departments responded, the response rate as a whole was 58%, which is average for a survey. Some key insights were the IT Support Score showing that the IT department is very valued but that satisfaction is low. Communication & Execution were areas that can be improved upon. Other insights highlighted the Services of the IT Department. Services encompassing Devices, the Network, and the Service Desk received good scores. While Projects & IT Innovation Leadership were seen as needing improvement. The survey’s general insights were that the Business needs to document strategies, and that end users feel the IT Department is very dependable but that users feel the Department is limited in the capacity that they can handle. The 1st direct recommendation of this Survey was to address the Project process. This has been actively handled by the creation of the Project Portfolio Management System. Another direct result of this survey was to address the Capacity concern. Some IT personnel adjustments have been made to begin to alleviate the capacity issue. As a follow up IT would like to continue to see improvement in scores received by fellow County Departments. Another survey would be a helpful way to grade changes made.
Action: Information Only
4. Requested Projects
Action: Tabled to next Committee Meeting
5. PCI (Payment Card Industry Data Security Standard) Compliance
Tagarro provided the Commissioners a statement from HHS’ credit card processor regarding their PCI compliance. PCI compliance was discussed as a sub-part to the Credit Card Implementation Project. Commissioner Daleiden’s direction was to ensure that we are actively prepared to handle PCI County-Wide, as it has many pieces to manage. ConnieMae stated that each vendor (as part of the CC Project) has their own format of addressing PCI, also that there are 3rd party vendors to complete the process as well. Tim Dahl, County Risk Manager, recommended standardizing our compliance throughout the County. Sean Riley, Planning & Zoning, was equally concerned as to what each department’s role would be in terms of PCI responsibility. Jami Goodrum Schwartz & Christine Partlow, HHS, agreed that an Enterprise format would be best for PCI. Another thought was perhaps a PCI Committee would be helpful to address anything that comes up. As directed by Commissioner Daleiden the discussion will continue as we receive more information from vendors of the Credit Card Implementation Project.
Action: Address PCI in tandem with Credit Card Implementation Project
5. Discussion of Enforcement of Technology Governance Policy
Discussion took place on the overall enforcement of IT governance. Mandated training enforcement was discussed. Chief Deputy Hoffman reviewed the Sheriff’s action plan for Training Compliance. Due to the time it takes to complete all the required training, the Sheriff’s office makes Training Completion a line item in their semi-annual reviews, accounting for all Training modules within the County and for that particular Staff member. This allows the Supervisor and manager to allocate time wisely to complete all the training so that the last 2 weeks of the year are not filled up by Training modules.
Discussion took place on what steps could be taken when staff or departments procure software or systems without first vetting with IT. The standard process for IT staff is to remove any foreign software upon discovery. What should be done with the discovery of paid foreign software was a question at hand. Sue Vergin, Administration, suggested that this topic should be moved to the Leadership team to discuss further. Cheri Nelson, IT, stated that if an employee or department felt it necessary to add a non-standard application for business purposes, to use Track-it to request it from IT. It might be possible that IT already has another application that meets the same business needs. Using Track-it allows IT to check. Commissioner Daleiden stated that the County has over 250 applications already in use, that each needs to be maintained by IT staff, and the goal is to prevent duplication of applications.
Daleiden stated that an Info-Tech Workshop will be held in April to look at how the County’s technology support is structured. Selected parties have been emailed as part of the process. To ensure effectiveness, IT would appreciate a timely response to the email.
Action: Information Only, Continue Discussion at Leadership Team
(End of 3-22-17 Technology Committee Minutes)
CANCELLATION OF BOARD MEETING IN OCTOBER (FIVE TUESDAYS)
On a motion by Potter, second by Husom, all voted to cancel the 10-10-17 County Board Meeting because of five Tuesdays in October.
ADVISORY COMMITTEE / ADVISORY BOARD UPDATES
1. Owners Committee Meeting. Potter said the Construction Manager interviews were held last week. More information will be brought forward for final consideration of the candidates.
2. AMC Transportation Work Group. Potter was at the Capitol on Friday for the AMC Transportation Work Group. Changes to the platform were discussed. HF 861 was passed.
3. Central MN Emergency Medical Services Board Meeting. Husom attended the meeting where seatbelt revenues were discussed. Seat belt use is up but the revenue for grants that are given to local ambulance services and emergency response is down. Equipment and training grants have been applied for. They continue to look for more stable funding from the Legislature.
Bills Approved
A VX LLC $9,203.00
Albertville Body Shop Inc 718.40
APEC Industrial Sales & Services 827.15
Aramark Services Inc 16,590.15
Backes/Joe 336.00
Barthels Auto Body 8,853.31
BDS Laundry Systems 483.69
Beaudry Propane Inc 2,102.00
Bersie/Bruce 200.00
Brock White Co LLC 598.12
Buffalo/City of 2,300.00
Burdas Towing 238.00
CDW Government Inc 4,245.62
Center Point Energy 8,427.30
CenturyLink 175.97
Civic Research Institute Inc 179.95
Climate Air 9,138.92
Compass Minerals America Inc 18,033.74
Construction Services Diversified 2,272.00
Cooks Correctional 116.70
Core Professional Services PA 800.00
Craguns Corporation 1,139.95
CST Distribution LLC 1,106.28
CXTEC 315.00
Elk River Municipal Utilities 120.04
Engel/Dale L 200.00
Expert Automotive & Towing Inc 185.00
Feddema/Tom 293.00
Gabriel/Cathleen 400.00
GBR Inc 180.00
Government Forms & Supplies 123.14
Granite Electronics 15,872.16
Helena Chemical Company 8,406.11
Herc-U-Lift 3,330.00
Hero Office Systems LLC 6,110.60
Howard Lake/City of 1,019.50
Impact Proven Solutions 20,629.59
INSPEC 940.00
Integrated Fire & Security 320.00
International Code Council 240.00
Interstate Automotive 200.00
J & J Glass & Glazing Inc 7,900.00
Junction Towing & Auto Repair 312.00
L3 Communications Inc 164.85
Laplant Demo Inc 733.70
Larson Companies LTD 241.80
MACPO 125.00
MACPZA 100.00
Malco Products Inc 4,218.00
Marco 458.50
Marco 5,696.57
MCAA 100.00
McKesson Medical-Surgical 2,394.27
Mend Correctional Care LLC 1,000.34
MN Dept of Transportation 53,479.97
MN Law Enforcement Explorers 2,000.00
Morries Parts & Service Group 446.73
Mumford Sanitation 157.95
Net Transcripts Inc 732.32
North Suburban Towing Inc 125.00
Office Depot 6,997.11
Office of MN IT Services 171.10
Peterson’s Towing & Recovery 169.00
Rasmuson/Anthony 133.50
Royal Tire Inc 255.32
Schneider Corporation 4,422.00
Sign Man of MN Inc/The 630.50
Sprint 2,630.92
SRF Consulting Group Inc 2,022.28
St Cloud Medical Group PA 479.00
Stearns County Auditor-Treasurer 135.83
Stericycle Inc 334.08
Streichers 845.25
Suburban Tire Wholesale Inc 5,714.60
Supplyworks 2,350.29
Voss Lighting 988.80
Windstream 184.29
31 Payments less than $100 1,480.09
Final total: $257,301.35
The meeting adjourned at 10:34 a.m.
Published in the Herald Journal April 24, 2017.