Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
AUGUST 15, 2017
The Wright County Board met in regular session at 9:00 A.M. with Husom, Vetsch, Daleiden, Potter and Borrell present.
8-08-17 COUNTY BOARD MINUTES
Daleiden moved to approve the Minutes, seconded by Husom. The motion carried 5-0.
AGENDA
Petitions were accepted to the Agenda as follows: Item For Consideration E, “Budget Committee Of The Whole Schedule Revisions” (Kelly). Vetsch moved to approve the Agenda as amended. Daleiden seconded the motion and it carried 5-0.
CONSENT AGENDA
Daleiden moved to approve the Consent Agenda, seconded by Husom. The motion carried 5-0.
A. AUDITOR/TREASURER
1. Approve Claims As Listed In The Abstract, Subject To Audit, For A Total Of $448,013.84 With 257 Vendors And 418 Transactions
B. HIGHWAY
1. Refer To Personnel Committee Meeting Request For H1B Visa Sponsorship For Highway Department Employee
C. INFORMATION TECHNOLOGY
1. Refer to the Technology Committee:
A. Office 365 Status
B. Infrastructure Resiliency Plan C. ERP - Enterprise Resource Planning
D. SHERIFF’S OFFICE
1. Position Replacement:
A. Deputy
TIMED AGENDA ITEMS
LEE KELLY, COUNTY COORDINATOR
Introduction Of Schawn Johnson, HR Director
Kelly introduced Schawn Johnson who was hired as the HR Director on 8-14-17. Johnson was welcomed.
BOB HIIVALA, AUDITOR/TREASURER
Approve A Plat “Bruggeman Addition” (Corinna Twp).
On a motion by Daleiden, second by Vetsch, all voted to approve the Plat.
Approve July Revenue/Expenditure Budget Report.
Hiivala stated that at 58% of the year, revenues and expenditures are at 58%. Revenues are a bit behind last year partially due to grant funding. Potter noted that the State Audit expenses are over budget. He wanted the public to know that the State is performing the audit and charging more than paid previously through a private audit firm. Hiivala stated that for FY 2017, the audit will be performed by CliftonLarsonAllen.
Daleiden moved to approve the July Revenue/Expenditure Budget Report. The motion was seconded by Vetsch and carried 5-0.
Drainage Authority To Approve Joint Ditch 15 Grant For Repairs.
Andrew Grean, SWCD, requested approval of the Joint Ditch 15 Grant repairs. There are two projects involved with a cost of $6,000 each. The Drainage Authority will need to approve the repairs and landowner assessment that will be approximately $13,000 after the grant.
The first project involves repair of blowouts on a landowner’s property within the Ditch System easement. The repair will involve erosion control mats. The second involves work upstream to control water and velocity prior to reaching the Ditch. A berm was considered but is not possible because of the organic soil and the area being flat.
Grant funding from the State and Federal funding for the match will take care of 90% of the costs. 10% will be assessed to benefited landowners on the Ditch system. The remaining repairs outside of the right-of-way is being funded by a grant and the landowner.
Greg Kryzer, Assistant County Attorney, said that at this time they are only looking at the two sites. He anticipates bids coming in lower than estimated. There are other blowout areas that may be added when the contractor is on site. Those blowouts were not addressed as part of the grant funding, but as grant authority the Board can add the repairs. A public hearing is planned for November and it is anticipated that the costs will not be assessed until that time.
Vetsch moved to approve the repairs for Joint Ditch 15, seconded by Husom. The motion carried 5-0.
Approve 2017 Budget Amendments For Negotiated Personnel And Miscellaneous Adjustments.
Action is based on negotiated settlements with the unions and allocates costs to affected departments. The adjustments include the move of Vital Records from License Bureau to the Recorders Office. Daleiden moved to approve the 2017 budget amendments, seconded by Vetsch, and carried 5-0.
VIRGIL HAWKINS, HIGHWAY ENGINEER
Distribution of 2016 Highway Department Annual Report
The Annual Report was distributed and will be reviewed at the 8-29-17 County Board Meeting.
Approve 7-19-17 Transportation Committee Of The Whole (TCOTW) Meeting Minutes
On a motion by Husom, second by Daleiden, all voted to approve the TCOTW Minutes, which follow:
1. Introductions
County Commissioner Mark Daleiden called the meeting to order, and introductions were made.
2. County HWY 17 Slope Distress – Delano {Attachement No. 2}
Virgil Hawkins presented a handout with pictures of the riverbank on a segment of CSAH 17 along the South Fork of the Crow River. The pictures show some distress at the top of the bank sliding away, and also showed a comparison of what it looks like in 2017 to what it looked like in 2014. Virgil indicated that a recent soils study suggested rip rap and soils nails would help along the bank to stabilize the highway, but another solution is needed to address the flooding. The City of Delano also has concern with flooding that has happened in that area and has closed the road in the past. Virgil informed the group that Gale-Tec Engineering was hired and completed a soil boring report with suggestions that could improve the slope. A hydraulic study has been recommended for the area to determine the flood protection plan.
Commissioner Daleiden mentioned that the City had received flood money from FEMA in the past, and wondered if any was left and if it could be used for this. Commissioner Potter asked if this would be one or two projects. Virgil thought this would be one project with two phases one for flood control and one for stabilization. Commissioner Vetsch asked what the costs could be for both phases, and Virgil said possibly $60,000 - $70,000 for the first phase, and the cost would be more for the second phase, but was unsure what to estimate at this time. Delano City Administrator Phil Kern arrived and confirmed there is no FEMA money left for this project, but they will look into applying for state grants or funding, and also look into a DNR mitigation program. Commissioner Vetsch asked if this would be in conjunction with the City of Delano, and Commissioner Daleiden and Potter expressed that the City of Delano will have to contribute to the project as well, and the County will work with the City on this project. Virgil also said that a permit from the Amy Corps of Engineers will be needed. Commissioner Husom said we should move forward with the hydraulic study so we will know more about costs for 2018.
RECOMMENDATION: It was the consensus of the TCOTW to have Virgil Hawkins move forward with the hydraulic study to help determine what is needed to be done and to get better figures, to help plan for the 2018 budget year.
3. Update on jurisdictional change – CR 131/Fenning Ave (Monti TWP) {Attachement No. 3}
Commissioner Vetsch and Highway Engineer Virgil Hawkins went to the Monticello Township meeting on May 1st, 2017 to discuss the jurisdictional changes with Fenning Ave and County Road 131. A letter was received by the Highway Department after the meeting stating the township is not in favor of swapping roads due to the additional maintenance and long term costs associated with the road. Commissioner Vetsch also commented that Monticello Township had expressed concerns of excessive drifting issues on the road. Virgil said another option for the County would be to legally make the township take over the road. The group decided this would not be a good option at this time. Virgil informed the group that Fenning Ave does not meet county standards and needs to be improved, the project is listed in the local option sales tax projects.
County Road 131 was discussed, right now it is on the pavement preservation project for 2017 that was just awarded, and a comment was made to have the road go back to gravel, and Commissioner Daleiden asked how many homes are on the road and Commissioner Vetsch said about 20 homes. The group decided that letting it go back to gavel is not a good option at this time, if that happened additional costs with gravel and machinery will be needed for the upkeep as well.
Commissioner Vetsch said the City of Monticello is setting aside CIP money for a city trail along the road, and he is going to keep the City informed of what is going to happen with the road, so they can plan for their participation costs when it does get rebuilt. Virgil stated that Fenning Ave would probably be rebuilt in 2020 or 2021. Commissioner Vetsch then asked if a roundabout would be a possibility at the intersection and Virgil commented a study would need to be done to see if it is a good location for one, but thought it would be with the natural flow to the other roundabout at the next intersection. Commissioner Daleiden asked if a study had to be done, and Virgil replied that a study has to be done at all intersections. A city trail along Fenning Ave was also mentioned, and can be discussed when the project gets closer.
Commissioner Potter stated that we should move forward with the takeover of Fenning Ave, and maintenance can be taken over at any time. Commissioner Daleiden stated that we should not take over the maintenance until the road project will start in 2020 or 2021.
RECCOMENDATION: The TCOTW recommends taking over Fenning Ave, 1.8 miles and designate it as County Road 118. The road will be rebuilt in 3-5 years. An agreement can be made and presented to the Board, with the maintenance of the road going into effect on January 1st of 2020.
4. CR Safety Plan update –Workshop Aug 1st, 2017 {Attachement No. 4}
Virgil Hawkins presented the group with the agenda for the Wright County Safety Workshop that will be held on August 1st, 2017. The workshop is scheduled for a Tuesday which is also a board meeting date. Virgil stated that there will be a county board presentation after the workshop before a plan will be completed. Commissioner Potter stated that he is interested in attending this workshop and the importance of completing the safety plan. Next spring the plan will be completed, and the plan will enable us to apply for federal safety dollars to make improvements.
5. ADA Transition Plan Update {Attachement No. 5}
The ADA law was enacted in 1990, and since then there have been some lawsuits in CA because the intersections are not compliant with the law. State Aid is requiring all local agencies with projects in 2019-2022 and going forward using STIP money to complete an ADA Transition Plan by the end of the year or it could jeopardize transportation dollars. Virgil informed the group that Sara Buermann, Traffic Engineer, is working on this plan. Virgil stated that all the data has been collected for intersections in Wright County. These intersections don’t have to be in compliance, but they do have to be inventoried and a plan has to be in place on when and how we are going to get them compliant.
Virgil Hawkins stated that after ADA plan is complete there will be a public open house, which will be held in September, the board will also be invited to attend.
Commissioner Husom asked how many intersections were inventoried, and Virgil stated there are hundreds of intersections. Commissioner Vetsch asked about non-controlled intersections, and intersection on county roads in city limits, and what happens if they are not controlled. Virgil stated that those intersections are inventoried and a plan will be in place for making them compliant if they are not.
6. Outlying Maintenance Shop Planning {Attachement No. 6}
Virgil Hawkins presented the group with handout for the maintenance shops short term, midterm, and long term issues, along with a map of all the outlying shops in the county. The purpose of this update is to provide budget information for the CIP and the WC Master Plan Study. The current budget in the CIP is $1 million dollars.
Steve Meyer stated he wants to consolidate the two shops into one shop cutting highway operating costs, and is looking for the board’s thoughts. Steve stated that retirements will be happening and with them we can move shop locations to where we are needed. Commission Borrell then suggested moving all the shops to Buffalo.
The first discussion was the French Lake shop, and moving the two trucks from that shop to the Cokato and Maple Lake shops and not operating out of the French Lake Shop. The French Lake shop needs updating and is falling apart, this would eliminate the need to update the shop. Steve Meyer informed the group that the current French Lake shop does not have a mound system, and there is no room for a mound system, and we pay monthly to have the shop pumped out. French Lake uses LP gas, and can be costly to run the utilities for this shop.
Commissioner Husom stated it doesn’t seem logical to have and update the French Lake shop when you can move the trucks to where they need to be, and can work out of other shops, saving money. Steve stated that the routes would almost stay the same if we closed the French Lake shop, and the changes would affect about five routes, and the only difference would be they would start at a different shop. Commissioner Borrell inquired if putting up a pole structure with insulation for that station could be an option. Commissioner Vetsch said the cost to tear down the shop would probably be $15,000 alone, and not feasible.
Another discussion was the Maple Lake shop. Steve Meyer stated that shop used to receive complaints about the runoff on the land, but that has been taken care of. The Maple Lake shop was built in the 1970’s and needs repair as well. Steve Meyer presented an option to move one of the trucks from Maple Lake to Buffalo. Then the Maple Lake shop could close and move to Annandale. The current Maple Lake shop does not have a mound system, and we pay monthly to have the shop pumped out. Maple Lake uses LP gas, it is a bigger shop and is more costly to run the utilities for this shop.
Selling the properties were discussed and $200,000 was given as estimates for selling each for the French Lake and Maple Lake shops.
Commissioner Daleiden inquired about who owns the Annandale property where the shop could be build. Steve replied that the City owns the land. Commissioner Daleiden asked if a deal could be make with the City, that during the summer the City could use the area for the AIS site, or possible salt shed usage could be shared. Commissioner Borrell voiced that the City might not want to deal with the County, since the land would no longer be on the tax roll. Commissioner Potter stated he would like those property detail options looked into. Commissioner Vetsch said the property value estimated for a shop in Annandale is too high, and we should look into all scenarios with the land. Jeremy Carlson will contact the city regarding property in their industrial park.
Commissioner Borrell wants better figures of tear down and cost of what we need to build what we need. He likes the service we are providing now and how it is split up now.
Commissioner Borrell asked what the cost would be to build in Annandale and Virgil stated the estimate could be around $1.6 million dollars. Virgil stated this is high because land would have to be purchased, as well as building the shop. Commissioner Vetsch and Husom agreed that we would save money in the long run if we didn’t have two shops to pay all utilities for along with maintenance and upkeep expenses. Steve Meyer agreed and commented, why stick money into both older shops that are falling apart, when we could consolidate into one.
Commissioner Borrell asked why we would move the French Lake shop, since we have land in French Lake we could just rebuild at the existing location. Commissioner Daleiden said there is only two acres, and not enough room to rebuild. Steve Meyer said the utilities are higher and a conditional use permit is more, and there is not enough land to rebuild for what is needed for highway operations in French Lake. Commission Potter said it doesn’t make sense to put money into the French Lake shop anymore, since the land isn’t big enough, and the building needs too many updates, when another option is to close that and combine with another shop.
A long term issue that was discussed was moving the Waverly shop to Montrose, and have a truck station in the industrial park with city services, and that would estimate $1.6 million. Commissioner Borrell stated he feels that the Waverly shop is a good building, and doesn’t see why that move is needed. Commissioner Potter said the Waverly shop is long term, and wouldn’t need to be address for 5-10 years.
Mid-term expansion in Otsego estimated at about $400,000 for expanding that shop with the growth in that area. Commissioner Husom said we should look into the French Lake shop first, then Maple Lake.
RECCOMENDATION: The TCOTW recommends holding off on all improvements at the outlying shops until upcoming staff changes with retirements take place, and then the out shops can be looked at to find the best needs for the department. Virgil Hawkins and Steve Meyer will look into land costs in Annandale and will report back later this fall. At the next meeting Commissioner Borrell would also like numbers for the current French Lake shop on the cost it would take to upgrade it for what the department needs, the septic costs, and the maintenance costs based on a 10 year span, so that costs can be compared to moving to Annandale. Commission Daleiden stated that the $1 million stay in the budget for now, until more information is collected.
Alan Wilczek asked what the timeline was for the next meeting this fall, so Sue Vergin would still have her updated numbers for the budget. Virgil Hawkins stated he thought a September timeline would be a possibility. Sue stated the budget meeting will be in September and can be adjusted for the end of the year.
(End of 7-19-17 TCOTW Minutes)
Approve Amendment To Professional Services Agreement With SRF For TH 55 Coalition
The Amendment extends the Agreement to 7-26-20, which is consistent with the Amendment to the MnDOT Agreement that was approved on 5-16-17. Daleiden moved to approve the Amendment, seconded by Vetsch. The motion carried 5-0.
MARC MATTICE, PARKS & RECREATION DIRECTOR
Authorize The Director Of Parks And Recreation To Enter Into A Contract With SEH Design Build Inc. For The Construction Of The Beach House At Bertram Chain Of Lakes Regional Park
Included in the Phase 1 Development plans at Bertram Chain of Lakes Regional Park is a Beach House, including restrooms, changing areas, vending, and storage. The Budget for the construction and design of this facility included a Parks and Trails Legacy Grant and a cost share with the YMCA: Budget: $174,105 – County Share, $135,895 – Parks and Trails Legacy Grant, $200,000 YMCA Share (Total $510,000). This team proposes a Guaranteed Maximum Price of $601,482 - $554,482, unless the owner modifies/changes the approved construction plans or materials. Through the design build process the original construction plans have been reduced by $48,000, an additional $47,000 in cost savings are included for consideration by the County Board of Commissioners.
Mattice reviewed the potential deductions, bringing the project cost to $544,000. Regarding budget, overall there has been $1.3 million in development and improvements in the Parks System. The Otsego Restroom Project will come in under budget by about $7,000; the playgrounds at Beebe and Schroeder Parks will be under budget by about $10,000; and the direct hardwood seeding in Bertram will come in about $4,000 under budget. They continue to look at other means to reduce the cost of the Beach House Project. He anticipates lowering the cost to $510,000 to $525,000. Mattice said the County Attorney’s Office has reviewed the Contract.
Daleiden moved to authorize the Parks Director to enter into the Contract with SEH Design Build, Inc., for the Bertram Beach House Project, seconded by Vetsch. The motion carried 5-0.
Approve Moving The CSAH 12 Trail Paving Project And County Cost Share From Year 2020 To 2018
Notice was received from the MnDOT asking if the County would be interested in moving up the CSAH 12 trail paving grant project from 2020 to 2018. The County Capital Improvement Plan has a local match of $85,000. This project and grant was approved by resolution by the Wright County Board of Commissioners on 12-15-15.
Husom moved to approve moving the CSAH 12 Trail Paving Project and County cost share from 2020 to 2018, seconded by Daleiden, and carried 5-0.
ITEMS FOR CONSIDERATION
8-08-17 COMMITTEE OF THE WHOLE (COTW) MINUTES
At today’s County Board Meeting, the following change was made to the COTW Minutes: Page 4, 1st paragraph, last sentence should read, “The command central software at the Government Center enables staff to ensure someone does not vote twice – once in person and once by absentee voting” (Kelly).
Borrell inquired about whether the voting equipment is connected to the Internet. Hiivala explained the two methods. The first relates to tabulated results and the Internet is not used. It is deployed through wireless capabilities that the normal consumer does not have access to. A modem could be used to transfer the results to the County. He clarified that in Minnesota, the process involves following up with delivery of the ballots, peer reviews, and post audit elections. A sample hand count is performed and if there is an error, the count is expanded. The second method are the poll pads which track the method in which a person voted (absentee or polling place). Greg Kryzer, Assistant County Attorney, added that while the poll pads connect to the Internet, everything in Minnesota is paper based. The poll pad expedites the process.
Discussion followed on funding the elections equipment in 2018. Hiivala said the grant received can be allocated to the municipalities. However, the benefit of the County purchasing the equipment is standardized equipment and training.
Daleiden moved to approve the COTW Minutes and recommendations as corrected. Hiivala clarified that they intend to move forward with the poll pads. The tabulators will be purchased in 2020. The motion was seconded by Husom and carried 5-0. The COTW Minutes follow:
I. AP AUTOMATION KAIZEN EVENT
Bob Hiivala, Auditor-Treasurer, distributed a hard copy of the PowerPoint presentation entitled, “Accounts Payable Automation Kaizen Event, May 2017” (see attached).
Hiivala said the discussion about Accounts Payable (AP) Automation started about five years ago. The Kaizen event helped to determine how each Department goes about the AP process, and what could be done more efficiently. A Sherburne County representative assisted with part of the Kaizen event.
Hiivala referred to the slide captioned, “Background,” and read through the bullet points. He said there is a lot of duplicate data entry done by Departments. The goal is to eliminate redundancy and create consistency with account coding.
Hiivala referred to the “Measurable Objective” slide, saying the goal is to establish a standard operating procedure, and reduce the time it takes to issue a payment from the time the invoice is received.
Hiivala said the Kaizen team interviewed staff from all Departments to determine what steps are taken to process payment of invoices. Lindsey Meyer, Assistant Finance Director, explained that maps were created detailing how a product or service is ordered, invoices received, and payment routed for proper approval. She said the goal of the Kaizen team was to capture 80 percent of a Department’s spending.
Daleiden asked whether all Departments purchase their own smaller items, such as pens and paper. Hiivala said centralized purchasing was not discussed. Meyer said the group focused on what it takes to get a check out the door. ConnieMae Cooper, Information Technology Business Analyst, facilitated the Kaizen event.
Hiivala went through the items listed on the “Areas of Waste Identified” slide. Many Departments keep copies of their claims, and recreate forms that the Auditor/Treasurer staff then re-enters into the system. A number of Departments created their own spreadsheets to track encumbrances to ensure they do not go over budget. He mentioned the “black hole” where claims are not able to be tracked between the time they are submitted to his office and when they are scanned into the system.
Strengths of the Auditor/Treasurer Office include a decrease in errors due to the Auditor/Treasurer staff reviewing documents. Hiivala said the process reduces the chance of fraud by implementing separation of duties. The Kaizen event made it clear that County staff would like positive change in the process.
“Opportunities for Improvement” outlined on the next slide include duplication of activities, such as retention of hard copies of claims at the Department level, lack of training on OnBase software, and transportation between County buildings to deliver claims. Hiivala would like to see packing slips included with claims to document receipt of purchased items.
The “Parking Lot” slide addresses features that are not in the County’s current AP system, but would be nice to have, such as a Purchase Order (PO) system. Hiivala said the PO system utilized now for larger purchases is not linked with data on encumbrances. Departments would like to keep track of their purchases. The Kaizen group discussed a de-centralized PO system and the need to determine which items should go to Administration for approval. Hiivala said he is looking at expanding the use of the IFS software Chart of Accounts feature to give Departments more control and the ability to monitor and create reports on Capital Improvement Projects.
Hiivala directed attention to the “Immediate Action Plan” slide. He said he will bring forward a request to move all employee reimbursements to direct deposit payment by the end of this month. Hiivala added that the Sherburne County representative said their County Board approves the claims listing after they have been paid. Hiivala said the Wright County Board could do the same. They would need to delegate him to pay the bills, and then present the claims listing at the next Board meeting. Hiivala said this would expedite the process significantly. Checks could be issued daily instead of weekly.
Daleiden said statutorily the County is required to pay its bills every thirty days. He asked whether the County is taking advantage of every available discount for paying early, such as in ten days. Meyer said it isn’t possible right now to get a check issued in less than ten days. She hasn’t seen that option on invoices. Hiivala said the County gets discounts by ordering from Office Depot online with a P–card. He is trying to maximize all possible discounts available to the County. He submitted a project request to the Information Technology Department to allow Departments access to OpenGov on a daily versus monthly basis.
Regarding the “Departments’ Perfect World” list, Hiivala said they would like to initiate their own POs and be able to tie them in to an encumbrance module. They want a system to use that is easy and consistent, and is searchable by item, invoice number, vendor name, and notes or comments. A frequent request was to be able to pay for items with a P-card. The Auditor/Treasurer’s Office would like a system that assists the Departments in entering the correct account code. Vendor names should auto populate. Many other wish list items were listed as well.
Moving to the “Auditor/Treasurer Perfect World” slide, Hiivala said he would like Departments to upload their own information. His office would set up account numbers, warnings or notifications, improve internal controls, handle multiple integrations, and other functions. Hiivala would like to be able to see the whole process, from who created the PO, to who approved it, and all attached electronic documents in one location, making it easier to track the status of invoices.
Commissioners would be able to see claims, filter, sort, and submit questions or comments, as listed on the “Commissioners/Others Perfect World” slide.
Turning to the next slide, “Purchase Orders Perfect World,” Hiivala said Administration no longer has a Purchasing Agent, but still processes POs. He suggested a discussion regarding which POs really need to go to Administration, and which could stay at the Department level. In a perfect world, it would be good to know how a particular PO will affect a Department’s remaining budget dollars.
The “Future Swim Lane Map” shows all the redundancies in the current AP process that were removed.
Hiivala said the Project Action Plan is to explore what processes are in place, and then document internal controls.
“Team Lessons Learned” from the Kaizen event included an improved understanding of the system and its impact on other Departments, and the need for approvals.
Hiivala said the goal is to improve the entire AP process. There are enterprise systems on the market that could accomplish their goals. However, an enterprise system isn’t cheap. There is a time/value/money equation that must be calculated, including the cost of the current process with its redundancies. Cooper said some Departments eliminated inefficiencies simply by discussing the process during the Kaizen event.
Vetsch asked whether it would take a lot of modification to implement an enterprise software program. Cooper said it would not take a lot of modification, but it would take time to define exactly what future needs are and how to best implement them.
Hiivala discussed some of the features of the Tyler system recently explored as a possible enterprise system solution. Olga Strobel, IT Manager – Systems Development said Tyler would have to place a Business Analyst here for as long as nine months to design a solution for the County after examining the current process. Hiivala said this would be included in the cost.
Adam Tagarro, Information Technology Director, said the Tyler system is impressive and encompasses many areas. He would like to refer Enterprise Resource Planning (ERP) to the next Technology Committee and
Leadership Team meetings to discuss the impact it could have on the County organization. Tagarro said there is a need to strategize on the direction to take.
Hiivala said he is not advocating for Tyler, but they are a Minnesota company and are working with Crow Wing and Blue Earth Counties. Meyer said Anoka County utilizes the Tyler tax product. Hiivala said there are other AP vendors out there as well. The question is whether the Board would prefer to add individual modules, or incorporate a more comprehensive enterprise system. Hiivala said Tyler quoted about a half million dollars for an enterprise system. Meyer said Tyler is trying to build their business with Minnesota counties, and this initial offering is at half price, from $500,000 to $600,000 for the implementation. She said the annual fee (after the initial cost) is roughly $100,000. Daleiden and Vetsch said they would also like to see several RFPs for comparable systems. Vetsch said the long-terms costs are important to know as well. Tagarro recommended initially talking about an ERP system in general.
Hiivala reiterated his two requests: 1) Recommend authorization to convert all employee reimbursements to direct deposit, and 2) Designate authority to pay payables to the Auditor/Treasurer, who then reports all bills paid at the next County Board meeting.
Daleiden asked whether any vendors offer a one percent discount for payment within ten days. Hiivala said P-cards give discounts. Meyer said she will ask the account technicians to start compiling a list of vendors who offer discounts.
Recommendations:
1) Refer ERP discussion to the next Technology Committee;
2) Designate authority to the Auditor/Treasure to pay bills as they are submitted, and report those payments to the County Board at the next County Board meeting;
3) Authorize the Auditor/Treasurer to convert all employee reimbursements to direct deposit.
II. DISCUSS ELECTION EQUIPMENT
Jackie Schmidt, Office Manager I – Elections, distributed a handout entitled “Committee of the Whole Meeting – Election Equipment”.
Hiivala provided an overview of existing election equipment and the need for new machines. He said election costs are borne by the townships, cities, and the County. Grant funding to replace election equipment has been cut dramatically. He said there are several options, including having the County pay for the equipment using whatever grant dollars can be obtained and ask the municipalities to maintain the machines, or have municipalities pay for their own equipment. The current budget is $650,000 to buy all the elections equipment. Greg Kryzer, Assistant County Attorney, said the minimum grant amount would be $73,100. An option would be to take the grant funds that are available this year and buy half of the equipment needed, and buy the rest in the future. Hiivala said grant applications for election equipment are due in December. There is a possibility the County could be awarded more than $73,100, depending on the number of requests. He said new equipment would help voter registration go a lot faster. The command central software at the Government Center enables staff to ensure someone does not vote twice – once in person and once by absentee voting.
There was discussion about ease of training election judges with the new equipment, whether smaller townships need machines, tasks Auditor/Treasurer staff perform when votes are turned in, and the potential grant funds that could be received.
Kryzer said historically Wright County precincts and townships have purchased their own election equipment. It would be a fundamental change to have the County buy the equipment. He asked whether the County wanted to go with that philosophy change. Husom said she favored providing the equipment to the cities and townships, as long as they are responsible to protect it and pay for any damages.
Hiivala said utilizing the same election equipment County-wide would enable standardized training for election judges. A maintenance agreement with the cities and townships would be advisable. Hiivala said further discussion is needed regarding policies for turning in equipment and poll books. Kryzer said a small charge for the central WIFI system could be passed onto the cities and townships.
Recommendation: Authorize purchase of elections equipment in 2018.
(End of 8-08-17 COTW Minutes)
8-09-17 PERSONNEL/EMPLOYEE RELATIONS COMMITTEE MINUTES
Husom moved to approve the Minutes and recommendations, seconded by Daleiden, and carried 5-0. The Committee Minutes follow:
I. Policy 301.04 PTO Credit For Applicable Experience Within Field
Kelly said Section 301.04 of the Personnel Policy regarding Paid Time Off (PTO) credit for applicable experience within a field currently states:
“This additional credit for applicable experience within the field will be applied to the employees PTO accrual after successful completion of the probationary period.”
Kelly distributed a copy of Page 44, Section 301.04 from the County Personnel Policy Manual (see attached). He said the discussion today is regarding how this PTO should be applied. As it currently states, the PTO would be awarded retroactively to the employee’s hire date upon completion of their probationary period. Kelly said it has been challenging to calculate. Human Resources staff and he feel it would be administratively easier to either award the additional PTO credits effective at the hire date, or upon completion of the probationary period. They prefer that the PTO credits not be applied retroactively to the hire date.
Daleiden asked how many PTO days could potentially be added. Kelly said a maximum of four. Petersen said new employees start with 20 days of PTO. At four years they accrue 24 per year. At two to three years, they accrue 21 PTO days. If the employee received 2-3 years of credit, they would get an extra day of PTO.
Pawelk said it is difficult to back track to add the additional PTO after the employee’s probationary period has passed. She said it would be best to give it to the employees from the start. Petersen added that this policy could help with recruitment. It applies to non-union exempt positions only.
Recommendations:
1) Amend Section 301.04 of the Personnel Policy, Sentence 3 to read:
“This additional credit for applicable experience within the field will be applied to the employees PTO accrual effective date of hire.”
2) PTO for employees hired under the previous policy terms will be recalculated as of their hire dates according to the amended policy.
(End of 8-09-17 Personnel Committee Minutes)
8-09-17 BUILDING COMMITTEE MINUTES
Potter moved to approve the Minutes and recommendations, seconded by Daleiden. The motion carried 5-0. The Building Committee Minutes follow:
I. Former Marysville Township Hall (County Property) Repairs
Wilczek presented an overview of the Marysville Township Hall property and the County’s acquisition of the site. He stated that he was informed the site was involved in a Right of Way plat in 1992 and after the site was no longer active, became property of the County in 2006. Wilczek said he was told the site had been painted once since 2006, however there has been recent discussion about having it painted again. Upon review of the site however, it became clear there are some safety concerns that should be remedied if the County will continue to own and be responsible for the site going forward. Wilczek pointed out some of the issues including stacked rocks for a foundation (creating a large cavity beneath the building), rotting window frames, a failed access ramp, and overall deterioration of the property. Wilczek stated that Sentence to Serve would be willing to scrape and paint it, but it might not make sense to repaint if the site is not improved to create a more safe environment. The building is adjacent to a park and there is concern someone could be injured.
Borrell stated he had driven past the site and observed the conditions. He threw out the option that maybe the property needed to be lifted and have footings poured to set it on. This would create a more safe environment and eliminate a kid from crawling under the structure. Potter agreed and stated there are likely not that many Township Halls of this vintage still remaining and feels it would be important to preserve the site. Former Commissioner Dick Mattson stated the site has historic value in that Hubert Humphrey once voted at that location and provided a photo of that day. He said he is working to get the location registered as a historic site.
Mattice stated that although it was obtained in a Hwy Right of Way project and is adjacent to a park, it has never been placed under the supervision/maintenance of a County Department. He stated that whatever is done at the site, it should be established who’s responsibility it is going forward. Mattice also stated that if repairs are done, the County should do them right. The site should be made safe, the building upkept, and something should be constructed in front to display the historic significance and story of the building to the area.
Borrell asked if the Historical Society would have interest in the site and Wilczek stated he already spoke with Sally Stevens about it. She stated to him that they already have a Township Hall at their property and it is a representation of all halls in the County. Wilczek said that he has concerns with the building continuing to deteriorate, not be used, and apply more risk to the County as someone could be injured at the site if not improved. He also questioned that if we begin to restore this location, are we setting a precedent for restoring other old sites around the County.
Recommendation: Potter & Borrell recommended setting a Committee of the Whole to take place at the site for further discussion with the full board present. After the COTW is set, Wilczek is to inform Dick Mattson of the date & time so that he can attend.
(End of 8-09-17 Building Committee Minutes)
SCHEDULE COMMITTEE OF THE WHOLE MEETING @ MARYSVILLE TOWNSHIP HALL RE: REPAIRS
Potter moved to schedule a COTW Meeting for 9-19-17 at 11:00 A.M. at the Marysville Township Hall. The motion was seconded by Husom and carried 5-0.
RESCHEDULE 8-23-17 COMMITTEE MEETINGS
On a motion by Vetsch, second by Daleiden, all voted to reschedule the Committee Meetings from 8-23-17 to 8-30-17.
AUTHORIZE ATTENDANCE, AMC FALL POLICY CONFERENCE, SEPT. 14-15, 2017, BREEZY POINT
Potter moved to authorize attendance, seconded by Daleiden. The motion carried 5-0.
BUDGET COMMITTEE OF THE WHOLE SCHEDULE REVISIONS
Kelly requested changes to the Budget Committee Of The Whole Schedule. This would include the move of Veteran Services to 9-05-17 at 3:00 P.M. and Economic Development to 9-11-17 at 10:30 A.M. Daleiden moved to approve the revised Schedule, seconded by Husom. The motion carried 5-0.
ADVISORY COMMITTEE / ADVISORY BOARD UPDATES
1. I-94 Coalition. Potter attended a meeting last week where funding mechanisms were discussed. Preparations are being made Washington D.C. in September. He said I-94 is the most shovel ready project in the State. From Monticello to Clearwater, the construction limits base has been enlarged in preparation for a third lane.
2. Buffalo Area Friends of Dementia. Husom said a coffee/conversation event on the topic of dementia will be held on 8-23-17 from 9:30-11:00 A.M. at Zion Lutheran Church in Buffalo.
3. County Road 38 in Otsego. Daleiden said a public open house has been held and another is planned. Design work and property acquisition has started. He said this is a road that needs updates due to deep ditches and no shoulders. Potter appreciated Otsego taking the lead to get this project moving forward.
4. HR Managers Gathering. Vetsch attended last week at the Workforce Center in Monticello and encouraged others to attend. It involves idea swapping related to recruitment and retaining employees. The next meeting is scheduled for 9-14-17 at 8:00 A.M.
5. SWCD Board Meeting. Borrell attended the Meeting on 8-14-17. He said the DNR feels the decontamination project proposed for Lake Sylvia and surrounding lakes was not given adequate public hearing/input. A meeting will be held on 8-23-17 at 7:00 P.M. at the Annandale Municipal Park. The SWCD will place notice in the newspapers.
6. Pelican Lake. Borrell said the DNR will have a tour of the drainage work that has been completed on Pelican Lake on 8-28-17 at 11:00 A.M.
Kryzer mentioned the recent passing of Bob Schermann, a long-term Board of Adjustment member. He was described as a wonderful public servant and a dedicated member who will be missed.
Bills Approved
Aarestad/Paul $290.00
AGC Networks Inc 2,636.50
Albertville/City of 80,638.74
Albion Township 745.20
Ameripride Services 247.28
Anderson/Tarynn 191.50
Annandale Advocate Inc 1,042.65
APEC Industrial Sales & Services 6,429.79
APIC Minnesota Best Meetings, Inc 250.00
Aramark Services Inc 19,416.44
Blackstone Contractors LLC 3,150.00
Brock White Co LLC 1,215.00
Buffalo Hospital 2,730.22
Buffalo/City of 129.00
Cafferty/Amber 120.50
CDW Government Inc 10,122.43
CenturyLink 1,422.50
Climate Air 601.45
Cohn/Kim 139.00
Cottens Inc 2,538.00
Craig/Heather 104.39
CST Distribution LLC 1,068.48
Cub Foods 200.00
Culligan of Buffalo 12,051.25
Cunningham/John 2,899.74
Dahl/Alice 160.00
Databank IMX LLC 1,400.00
Design Electrical Inc-Cold Spring 7,313.14
Dube/Gregory 240.00
Dynamic Recycling 3,601.10
Emergency Physicians Profess. 273.06
First Choice - St Cloud 245.30
Gale-Tec Engineering Inc 18,308.32
Glasswerks 323.50
Grainger 1,610.88
Green Interiors 450.00
Hammer/Beth 110.00
Helena Chemical Company 305.79
Hellman’s Outdoor Services Inc 2,940.00
Hennepin County Treasurer 3,478.10
Herald Journal Publishing Inc 1,657.05
Hillyard Inc - Minneapolis 4,057.90
Holiday Companies 840.50
Huston/Tarah 141.10
Indianhead Specialty Co Inc 178.35
Integrated Fire & Security 573.35
Keller Fence Company Inc 1,942.00
Kellogg/Johannah 103.50
Kirkpatrick/Brandi 158.00
Kodesh/Erin 141.00
Konrad Material Sales LLC 797.50
Lake Region Coop Oil-Maple Lake 418.54
Laplant Demo Inc 332.50
Larson/Scott 186.65
Lexis Nexis Risk Solutions 331.44
Loberg Electric 1,096.25
Loftus/Katie 148.00
M-R Sign Company Inc 3,773.64
Maney International Inc 260.40
Marco 20,231.99
Marco 437.22
Marysville Township 919.20
McKesson Medical-Surgical 1,290.63
Mend Correctional Care PLLC 402.40
Meritide Inc 277.50
Metro Group Inc/The 4,452.99
MFSRC-Fall Conference 2,660.00
Mini Biff Inc 1,123.56
Miracle Recreation Equipment 85,780.65
MN Counties Computer Coop 1,323.75
MN Counties Intergov. Trust 3,295.32
Net Transcripts Inc 105.47
Nettestad/Jill 116.00
Office Depot 5,182.09
Omann Brothers Inc 4,045.14
Omni Leadership Exchange LLC 197.85
On-Demand Services Group Inc 1,287.00
Performance Kennels Inc 103.20
R.A.M. Tools 1,045.00
Regents of the University of MN 4,269.90
Reiner/Ashley 301.60
Reynolds/Stacie 197.54
Rinke-Noonan 1,523.00
Rons Appraisal Service 3,205.44
RTS Drug Testing 300.00
Rupp,Anderson,Squires,Waldspurger
232.10
Ruschmeyer/Vernon 2,372.83
Russell Security Resource Inc 195.00
Short Elliot Hendrickson, Inc. 12,856.15
Silver Creek Township 1,584.60
Snowplows Plus 13,350.00
St Cloud Stamp & Sign Inc 191.74
Streichers 145.98
T & M Towing and Snow Plowing 150.00
Thomson Reuters West Publishing 1,282.92
Thrifty White Pharmacy 2,098.89
Tobias/Ashley 252.50
Total Printing 1,105.00
United Parcel Service 131.07
University of Washington -UWPTC 300.00
Vandergrift/Deirdra 101.67
Verizon Wireless 12,370.87
Verizon Wireless 777.98
Victory Corps 118.87
Voss Lighting 618.00
Waste Management of WI-MN 435.72
Webb/Janelle 188.00
Wilson/Amanda 140.50
Works Computing Inc 7,365.00
Wright County 4-H 140.00
Wright County Attorney 11,961.31
Wright Hennepin Electric 2,161.09
Xcel Energy 233.38
Xiotech Corporation 11,923.08
YRU Contracting Inc 9,053.40
Zee Medical Service 258.55
35 Payments less than $100 1,566.28
Final total: $448,013.84
The meeting adjourned at 10:29 a.m.
Published in the Herald Journal Sept. 15, 2017.