Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
MAY 2, 2017
The Wright County Board met in regular session at 9:00 A.M. with Husom, Vetsch, Potter, Daleiden and Borrell present.
4-25-17 COUNTY BOARD MINUTES
On a motion by Husom, second by Potter, all voted to approve the Minutes as presented.
AGENDA
On a motion by Potter, second by Daleiden, all voted to approve the Agenda as presented.
CONSENT AGENDA
Daleiden moved to approve the Consent Agenda, seconded by Husom. The motion carried 5-0:
A. ADMINISTRATION
1. Schedule Sealed Bid Opening, Flat EPDM Roof Replacement, Public Works Building, For 5-09-17 At 9:30 AM.
B. ADMINISTRATION
1. Refer Centralized Communications To Personnel Committee
C. ATTORNEY
1. Authorize Litigation Against PID Number 112-500-352300, 5324 Clementa Avenue S.W., Waverly, MN 55390
D. AUDITOR/TREASURER
1. Approve Renewal Of Seasonal On-Sale And Off-Sale 3.2 Malt Liquor License For Olson’s Campground, Silver Creek Township
E. AUDITOR/TREASURER
1. Approve Claims As Listed In The Abstract, Subject To Audit, For A Total of $277,444.53 With 130 Vendors And 185 Transactions
F. PLANNING & ZONING
1. Accept The Findings And Recommendation Of The Planning Commission For The Following Rezoning: A. LENIS KASEMAN - (Silver Creek Twp.) Planning Commission Unanimously Recommends Rezoning Approximately 41 Acres From AG General Agricultural To A/R Agricultural-Residential
TIMED AGENDA ITEMS
VIRGIL HAWKINS, HIGHWAY ENGINEER
Approve Maintenance Agreement For CR 147 With City of Buffalo
Potter moved to approve the Agreement, seconded by Daleiden, and carried 5-0.
MARC MATTICE, PARKS & RECREATION DIRECTOR
Adopt Resolution Authorizing Appropriate County Officials (Director of Parks & Recreation) To Sign Grant Applications, Agreements & Certifications RE: Wright County Snowmobile Association Participation In The Grant In Aid Snowmobile Assistant Program For 2017 - 2018 Season
Mattice stated the County is the local government sponsor. DNR grant funding is provided to the County and dispersed to the Snowmobile Association. Mattice assists with the paperwork and checking benchmarks. The funding is used toward trail maintenance. Grants for equipment are separate. Daleiden moved to adopt Resolution #17-23, seconded by Vetsch. The motion carried 5-0 on a roll call vote.
ITEMS FOR CONSIDERATION
4-26-17 WAYS & MEANS COMMITTEE MINUTES
Husom moved to approve the Minutes and recommendation, seconded by Daleiden. Daleiden referenced the Minutes which reflect, “The Wright County Board is a local unit of government for the towns and unincorporated areas of the County.” He asked whether cities can take care of their own wetland enforcement. Brian Asleson, Chief Deputy Attorney, stated that cities can elect to be their own local unit of government under the Wetland Conservation Act, and most Wright County cities have done this. Buffer law is separate as it deals with public waters. It was decided that this should be clarified for discussion at the next Ways & Means Committee Meeting. The motion carried 5-0. The Minutes follow:
Delegation of Wetlands Conservation Act
Kryzer said the purpose of this meeting is not to talk about pending or previous cases that are under litigation.
Kryzer summarized the current situation. The Wright County Board is a local unit of government for the towns and unincorporated areas of the County. The Board delegated the authority for wetland enforcement by resolution to the Wright Soil and Water Conservation District (SWCD). The SWCD likewise passed a resolution accepting that jurisdiction. Kryzer said the rules allow for that process, and the County has followed it. He said the rules do not specify how to take away the jurisdiction. If the County passed a resolution taking it back, the State Board of Water and Soil Resources (BWSR) would have to be notified about the action, and additional steps taken. The County would have to have staff in place who are trained in water management in order to enforce this program, or the County Board would have to do a moratorium until staffing is up to speed. He listed the aspects of the appeals process that would have to be implemented and managed by the County.
Recommendation: Direct Riley, Stephens, and Kryzer to research wetland enforcement processes used by other counties, and report back to a future Ways and Means Committee.
(End of 4-26-17 Ways & Means Committee Minutes)
TIMED AGENDA ITEMS
LEE KELLY, COUNTY COORDINATOR
4-25-17 Committee Of The Whole Minutes
Approve 4-25-17 Committee Of The Whole Recommendation To Contract With BKV Group For A Master Facility Space Study
Bruce Schwartzman, AIA-Partner, BKV Group, stated the goal is to look at the Government Center building once judicial services have moved into the Courts Facility. An analysis will be provided for 20 years and will include cost estimates, parking, and space needs. The former Jail space will be reviewed and options presented on whether to utilize/demolish all or a portion of it. Daleiden questioned whether Schwartzman thought the proposal lacked anything that may cost additionally. Schwartzman indicated the mechanical systems and the roof will be discussed with the Facilities Director as part of the overall plan without added cost. With some studies, BKV starts with a facility assessment which assesses the condition of the building, ADA issues, and the condition of the equipment. That information will be included in the report.
Daleiden moved to approve the 4-25-17 Committee Of The Whole Minutes and recommendations, including authorizing BKV Group to conduct the Wright County 2017 Master Facility Space Study in an amount not to exceed $19,000. The motion was seconded by Husom and carried 5-0. The 4-25-17 Committee Of The Whole Minutes follow:
I. MASTER FACILITY SPACE STUDY
Facilities Director Alan Wilczek said the purpose of this meeting is to discuss the responses to the Request for Proposals (RFP) for the Wright County 2017 Master Facility Space Study. There were two respondents: Wold Architects and Engineers (WOLD), and BKV Group (BKV). Wilczek said the next step is to decide which firm will complete the study.
Wilczek said the proposals are substantially different in price. Wold’s fee is $46,000. The proposed cost for BKV is $19,000. Wilczek and County Coordinator Lee Kelly have reviewed the proposals. They feel the firms provide similar services and timelines.
Wilczek said Wold did a very thorough study for the County last year regarding the Courts Area remodeling. Potter said the goal is to not miss anything. He does not want to spend less money and get half the results. Potter said it is important to know what the future space needs will be for the Government Center.
Wilczek said both firms appear to be proposing similar end products and services. Vetsch said more money won’t necessarily buy the County a better product. He thinks BKV bid low because they are currently doing business with the County. Potter said as long as Wilczek says the proposals are an apples-to-apples comparison, the choice is clear.
Daleiden asked Wilczek what else he thinks will be needed after the space study is completed. Wilczek said the next phase will be to determine plans that will best utilize the old Courts area. Kelly said the RFP was written so all options will be considered, whether that involves remodeling the Government Center, utilizing other buildings, and other options.
Borrell said he wants to make sure that any changes made to the Government Center take into account space needs well into the future.
Vetsch asked Wilczek whether he had any reservations about either firm. Wilczek said he had none with either one. He was not sure why the cost difference is so great. He said Wold has experience with the Government Center from doing the past study. The BKV team is currently on-site several times a week for the new Courts Facility project. They could meet regarding the Government Center space study on the same days they are here for the Courts project.
Wilczek said Wold reviewed the older portion of the Government Center as part of the Courts Remodeling Study, and is familiar with its mechanical infrastructure and building layout.
Discussion ensued regarding the assets each firm brings to the table. Wilczek said he feels confident both firms would do a really good job. The study will look at the next twenty years regarding square footage needs, costs and forecasts. The selected firm will talk to Department Heads, look at existing facilities and future needs, projects, and County growth.
Potter said the report will document the research done by the County to determine whether or not it makes sense to reconfigure the Government Center. He said if BKV is selected to do the study, their substantially lower fee creates a cushion in the event the Board wants additional information.
RECOMMENDATION:
1. Authorize BKV Group to conduct the Wright County 2017 Master Facility Space Study in an amount not to exceed $19,000; and
2. Request BKV Group to briefly present the scope and nature of the project at the 5-02-17 County Board meeting.
(End of 4-25-17 COTW Minutes)
TIM DAHL, RISK MANAGER
Authorize Signatures on OSHA Safety Grant Contract
Dahl said the County was awarded a Safety Grant through the MN Department of Labor & Industry in the amount of $7,500. The Grant will be used to purchase equipment that will aid in the removal and addition of sander stands from plow trucks, allowing for a much safer procedure. The grant involves matching funds. The total cost of the project is $21,275, and the County was awarded $7,500 of the $10,000 that was applied for. Potter moved to authorize signatures on the OSHA Safety Grant Contract. The motion was second by Daleiden and carried 5-0.
ITEMS FOR CONSIDERATION
4-24-17 COMMITTEE OF THE WHOLE MINUTES
At the County Board Meeting, the following correction was made to the Minutes: 7th paragraph, 1st line, should read, “Discussed Goal #3, fostering a positive work environment for employees” (Potter). Potter moved to approve the 4-24-17 Committee Of The Whole Minutes as corrected, seconded by Husom. It was suggested that the Strategic Plan be shared with department heads at a future Leadership Team Meeting and noted that it is a document that is a work-in-progress. The motion carried 5-0. The Minutes follow:
I. Strategic Planning
Update on Strategic Plan:
Discussion picked up from the last COTW Strategic Planning meeting, reviewing the goals identified during the Retreat in December 2015, and as to their status at this time. Kelly would like to hear from the Commissioners as to how Administration can support the decisions of the Board to meet these goals as we continue to move forward.
Discussed Goal #1, provide quality service with limited resources.
• Shifted Passport responsibilities from Auditor/Treasurer to the Recorder’s office.
• Kaizen Events will take place regarding the Accounts Payable process, which will affect all departments.
Discussion was raised as to the different accounting software being used by Highway and HHS. Vetsch expressed his desire to see all departments utilizing the same software and the core function (Accounting) being within one department.
Daleiden noted that the report from Info Tech should assist in providing that information. Should staff of another department such as accounting and/or IT positions support other departments, or should those positions live within each department.
Discussed Goal #2, ensuring the financial stability of the County.
Discussed the use of the County’s Capital Improvement Plan (CIP), which is not intended to be a wish list, but a plan on how the County moves forward with specific projects and/or improvements and how those are funded. Discussed the use of County Program Aid (CPA) and the MCIT Dividend dollars. These should be phased out of the budget, as they are not guaranteed funding sources. Should establish a plan for funding the CIP that over time we would go away from relying on turn back dollars. The Board requested that Kelly, Vergin, Hiivala and L. Meyer draft a plan.
Kelly noted that many of the other strategies and tasks to accomplish the finance stability goal are in process.
Discussed Goal #3, fostering a positive work environment for employees.
• Policy changes now offer more flexibility to both supervisors and employees to alter schedules.
• Additional policy and procedures are under review ensuring they are up to date.
• Providing additional training opportunities and resources for employees.
• A facilities space study is moving forward to provide adequate work facilities.
• The County has been successful in reducing the current pay structure to one pay scale, whereas before there were 8 different pay scales in place.
Recommendation:
Informational Only
Scheduled COTW for May 15, 2017 (12:30 – 4:30 PM) Heather Bandeen of AMC will be present to discuss the roles of the Board and Administration within the Strategic Planning process.
(End of 4-24-17 COTW Minutes)
4-26-17 PERSONNEL COMMITTEE MINUTES
Daleiden moved to approve the Minutes and recommendations, seconded by Husom, and carried 5-0. The Personnel Minutes follow:
I. Concept of Creating a Drainage Coordinator Position
Kryzer stated the desire for a Drainage Coordinator was discussed during the Ditch Committee meeting on March 22, 2017. Currently the County does not have anyone following up to ensure spraying and managing multipurpose drainage is occurring or best practices are being followed. There is a need to have someone on staff who can give instructions to sprayers; coordinate, prioritize and plan drainage/ditch projects; and work with the current drainage inspector. Kryzer suggested the need was likely a part-time position with some supervisory responsibilities or better suited for job sharing with another department such as Highway or Parks based on needs. Hiivala indicated the position should also require some contracting experience. Mattice suggested possibly combining these desired responsibilities with the roles of the current Ditch Inspector and Ag Inspector for one (1) full-time County position.
Daleiden asked whether the Highway or Parks departments were interested in another body to do drainage work and other duties within department. Virgil Hawkins, Highway Engineer, indicated he appreciates being part of the discussion but is not interested at this time.
Based on the discussion Hesse suggested more discussion take place regarding the drainage/ditch needs, how much time is required to satisfy those needs, and whether there are any other responsibilities within other departments which can be combined with the drainage/ditch needs.
Daleiden suggested Hesse meet with Hiivala and Mattice to discuss in more detail. Kryzer clarified the reason the item was referred from the recent Ditch Committee to the Personnel Committee was to keep the ball moving. Mattice indicated he is willing to continue the conversation. Hiivala stated his office would lead the project.
RECOMMENDATION: Hiivala will take the lead to continue the discussion with Hesse and Mattice.
II. Implement Wright County Wellness Day Program
Hesse discussed the importance of a comprehensive wellness program, from the top down, to realize a positive impact on the overall health of Wright County employees. Hesse also emphasized the direct correlation between improved health and reduced claims resulting in reduced premiums. Kelly also commented on the need for establishing a comprehensive wellness program if the County has a desire to entertain being self-insured sometime in the future.
Hesse shared information presented by HealthPartners at a Leadership Team meeting earlier this year regarding general insights based on employee participation in the health assessment in 2016. These insights are used to tailor wellness initiatives around the highest risk factors among the Wright County employee population. However, in 2016, only 191 employees completed the health assessment.
In an attempt to get more participation in the health assessment to gain better data regarding risk factors, Hesse is recommending implementation of the Wellness Day Program for 2017.
The Wellness Day Program is an incentive-based program to motivate employees to make healthier life decisions. Programs will be offered to educate employees on improving individual health and wellness based on data gathered from the health assessment. Employees will be required to earn 200 points in 2017 to be eligible for a paid Wellness Day off in 2018. Completion of the health assessment is required and worth 120 points. Various points have also been assigned to specific online programs offered through HealthPartners, on-site wellness programs, and wellness committee programs/events. Detailed information regarding the Wellness Day Program, eligible activities and associated points, and the benefits of engagement are highlighted in the attached documentation.
RECOMMENDATION: Approve implementation of Employee Wellness Day Program effective for calendar year 2017.
III. Revision to Current Process for Filling Budgeted Vacancies
Hesse indicated she has received numerous concerns regarding the amount of time between receipt of an employee resignation before a position is posted due to the current process of waiting to post vacancies until the Board approves the Consent Agenda on which the vacancy is posted. Hesse requested consideration of a notification process which grants authority to Human Resources to being the posting process immediately upon receipt of a resignation notice and affirmation from the department of the desire to post. Continue to post on Consent Agenda but provide authority to post immediately upon receipt of resignation notice.
RECOMMENDATION: Continue to post budgeted vacancies on the Board Consent Agenda but provide authority to Human Resources to post immediately upon receipt of resignation notice and affirmation of desire to post from department.
(End of 4-26-17 Personnel Committee Minutes)
4-26-17 TECHNOLOGY COMMITTEE MINUTES
At today’s Meeting, Daleiden stated that Office 365 will be implemented by department, with Information Technology moving first. Vetsch moved to approve the Minutes and recommendations, seconded by Daleiden. Although minor changes were made to the IT Governance Document, it was suggested that this could be shared with department heads. The motion carried 5-0. The Minutes follow:
I. 2017 IT Governance Document
Presented by Tagarro
The IT Governance Document was updated to reflect current technological language and was also given a fresh layout. Tagarro reviewed updates. Committee changes requested: Commissioner Vetsch preferred a clarification for the Business Analyst to specify IT, as the direction of the document should guide departments to adhere to IT standards but not infringe on their business direction. Steve Jobe requested that Public Works Technology Committee add Extension to the group. Those in attendance approved the document with requested changes.
Action: Send to Board for final Approval
II. Voicemail Upgrade
Presented by Strobel
The current voicemail system, Co-Pilot, is expiring within a year. In 2016 the IT department planned for an Enterprise Voicemail Upgrade to be rolled out in 2017, funded by CIP Technology dollars. The kickoff meeting will be Friday, April 28th. The vendor, AGC, expects the timeline to take 4 weeks; which Strobel noted does not include necessary training and communication to end-users. As Commissioner Daleiden noted and Strobel confirmed this update will bring Wright County’s Voicemail system into current technology advancements, providing a lot of features for end users. Commissioner Vetsch requested explanation of the backend costs of supporting the upgrade. Nelson recognized the concern and stated that the infrastructure team has reviewed the current hardware state as being well in line with accommodating the system. Nelson also stated that the addition of the Telecom Specialist allows the IT Department to focus on the Voice Environment with a level of expertise dedication. Tagarro added that the project is under budget in its current state, so there is room for contingency as it is rolled out.
Action: Approve Voicemail Upgrade
III. Requested Projects
Presented by Tagarro
Tagarro reviewed new project requests that are being assessed by IT. Some insights in this process, it allows the IT BA to assess the scope and see if a project could be Enterprise in nature. It also gives light to the need for internal department prioritization of projects. Requests by those present was clarification on IT Project Time estimation, project size, costs, impact to enterprise, resources needed, mandate or request.
Action: Information Only
IV. SharePoint
Presented by Tagarro
SharePoint will be upgraded to the 2013 version to accommodate the Hybrid environment with Office 365. Marco is the vendor service provider for this transition. IT noted that the move to SharePoint 2013 will provide a solid foundation for the implementation of Office 365 and eventually further SharePoint upgrades.
Action: Approve SharePoint Upgrade
V. Office 365
Presented by Nelson
Attendees present requested an update on Office 365 implementation. Nelson stated that the infrastructure team is actively preparing for the change, getting servers ready, attending comprehensive training, working with other counties who have gone through the process already, ensuring Active Directory is ready for the transition. It was requested that the Technology Committee is briefed on the progress of Office 365 at upcoming meetings.
Action: Information, add to Technology Agenda
(End of 4-26-17 Technology Committee Minutes)
LETTER FROM WCAT (WRIGHT COUNTY AREA TRANSIT)
The County Board received a letter from Wright County Area Transit (WCAT) dated 4-20-17. The letter indicates that WCAT discussed matters related to the operation of WCAT. One item was the Local Share invoices from Trailblazer Transit for 2014 and 2015 operations and residual funds from the RiverRider operation that were paid to Wright County. WCAT adopted a resolution requesting the Wright County Board transfer those funds to WCAT.
Present for discussion at today’s County Board Meeting were Kelly Hinnenkamp, Annandale City Administrator, and Mayor Connie Holmes, City of Waverly. Discussion followed on the request, the history of the residual funds from RiverRider, and options for a meeting with WCAT.
Daleiden moved to set up a meeting with WCAT. WCAT should decide whether they desire to meet with the full County Board or two representatives. A date for the meeting will be presented at a future Board Meeting. The motion was seconded by Husom and carried 4-0, with Borrell abstaining as he felt the motion was immaterial.
ADVISORY COMMITTEE / ADVISORY BOARD UPDATES
1. Law Day. Husom said the May 1st Law Day event at the Government Center was well attended. She went to three sessions including Drug Court, Court Reporters, and Probation Officers (Restorative Justice Program).
2. 8th Annual Autism Resource Fair. Husom said the Fair will be held on 5-06-17 from 9:00AM – 3:00 PM at the Monticello High School. The event is sponsored by the Wright County Autism Allies. For more information contact Richelle Kramer at 763-682-7445 or visit www.autismallies.org.
3. Wright County Fair. Borrell said the Fair will be held July 26-30, 2017. The group is looking into options for renovating the 4-H Food Stand.
4. Meetings with InfoTech. Meetings are being held regarding the future structure of the Technology Department and the County as a whole.
5. Public Health Orientation Meeting. Vetsch, Husom and Daleiden attended on 4-25-17. Vetsch stated that discussion included the Board’s role as Public Health Authority.
Lee Kelly, County Coordinator, stated that a County Board Meeting will be held on 5-04-17 at 7:00 PM for the purpose of a Public Hearing on the Local Option Sales Tax. The Meeting will be held in the Board Room at the Government Center.
Bills Approved
AGC Networks Inc $19,569.73
Aramark Services Inc 8,457.02
Brandel Electric LLC 391.58
Centra Sota Coop - Buffalo 17,189.55
Central Fire Protection 152.50
Citrix Systems Inc 3,150.00
Climate Air 609.20
Cokato/City of 257.43
Contech Engineered Solutions 1,480.80
Continental Research Corp 305.97
CST Distribution LLC 1,068.48
Cub Foods 191.20
Databank Imx LLC 1,560.00
Franklin Township 1,259.80
Gabriel/Cathleen 100.00
Glunz Construction Septic Serv 130.00
Grainger 165.41
Hancock Concrete Products LLC 2,154.06
Hawkins/Virgil 800.87
Hiivala/Robert 385.28
Hillyard Inc - Minneapolis 809.98
Howard/Jolanta 200.00
Kjellberg’s Carpet One 916.51
Laplant Demo Inc 788.84
M-R Sign Company Inc 19,398.17
MACPO 125.00
Madden Galanter Hansen LLP 3,575.13
Marco 6,231.52
Mcleod County Auditor 765.56
MN GIS-LIS Consortium 212.00
MN Monitoring Inc 140.00
MN Transportation Alliance 515.00
Montrose/City of 1,350.20
Morries Parts & Service Group 2,279.51
MSC Industrial Supply Co 128.03
Net Transcripts Inc 451.73
Office Depot 1,820.93
Otsego/City of 103.24
Performance Kennels Inc 103.20
Pickard/Greg 150.00
Pioneer Rim & Wheel Co 180.99
Prinsco Inc 2,982.00
Pts of America LLC 2,426.00
Purick/Ryan 200.00
Russell Security Resource Inc 435.65
Safelite Fulfillment Inc 183.64
Scuba Center 1,836.10
Shred Right 358.26
Sign Man of MN Inc/The 285.00
South Haven/City of 315.40
Specialty Solutions 157.50
Sprint 4,182.68
SRFConsulting Group Inc 10,506.04
Sylvester Custom Grinding Inc 900.00
T & S Trucking 6,536.00
Terminal Supply Co 165.52
Total Printing 195.00
Ultramax 6,422.00
Vetsch/Darek 217.00
Walberg Exteriors LLC 10,200.00
Windstream 184.38
Wright Hennepin Electric 3,429.01
Xcel Energy 1,412.28
Zee Medical Service 249.80
Zuercher Technologies LLC 123,396.00
16 Payments less than $100 648.85
Final total: $277,448.53
The meeting adjourned at 10:24 a.m.
Published in the Herald Journal May 22, 2017.