Wright County Board Minutes

MAY 1, 2018
The Wright County Board met in regular session at 9:00 A.M. with Husom, Vetsch, Potter, Daleiden and Borrell present.
Husom moved to approve the 4-24-18 Board Minutes. The motion was seconded by Borrell and carried 5-0.
Potter moved to approve the Agenda, seconded by Vetsch, and carried 5-0.
On a motion by Potter, second by Husom, all voted to approve the Consent Agenda:
1. Approve Charitable Gambling Application, Form LG220, Limestone Lake Association, Event Location 12699 Estes Ave NW, Clearwater MN 55320, Event Date 8-25-18 (Silver Creek Twp.)
1. Refer To 5-09-18 Personnel Committee Discussion On Hiring of Communication Specialist Above 12% Of Minimum Hire Range
1. Acknowledge Warrants Issued Between 4-18-18 & 4-24-18
1. Bid Closing Scheduled At The Highway Department On Tuesday, 6-12-18 at 11:00AM, CSAH 38 Reconstruction Project, Contract No.1806
2. Refer To Personnel Committee Discussion RE: MOU With 49ers Union For 4-10 Hour Work Weeks In Engineering Division
1. Refer to the 5-09-18 Technology Committee:
A. Project Portfolio
B. ERP Update C. Office 365 Update
Approve A Plat, “Shadduck Estates” (Corinna Township)
On a motion by Potter, second by Husom, all voted to approve the Plat for Shadduck Estates in Corinna Township.
Adopt Resolution Authorizing Appropriate County Officials To Sign Grant Applications, Agreements, And Certifications In Regards To The Wright County Snowmobile Association Participation In The Grant In Aid Snowmobile Assistance Program For The 2018 - 2019 Season
The grant award in 2018-2019 is $64,000. Wright County serves as the fiscal agent. Grant applications are due 5-15-18.
Borrell moved to adopt Resolution #18-36, authorizing signatures on the Grant Applications, Agreements and Certification for the Wright County Snowmobile Association participation in the Grant In Aid Snowmobile Assistance Program for the 2018-2019 Season. The motion was seconded by Husom and carried 5-0 on a roll call vote.
Adoption Of Revised Resolution RE: Application Across State Land CSAH 9 CP 086-9-181
Asleson explained that the Board adopted Resolution #18-27 on 4-03-18 taking action to authorize signatures on an application for a highway easement across DNR land for the CSAH 9 project on the east side of Waverly Lake. An incorrect number was included in the legal description. Asleson presented a revised resolution which rescinds Resolution #18-27 and authorizes such action.
Potter moved to adopt Resolution #18-37 rescinding Resolution #18-27 and authorizing the Highway Department to submit an application for easement across state land for right-of-way acquisition, involving both permanent and temporary construction easements for CSAH 9. The motion was seconded by Husom and carried 5-0 on a roll call vote.
CSAH 9 Application for Easement Across State Land
CP 086-9-181
WHEREAS, the Wright County Highway Department is planning a reconstruction project on County State Aid Highway (CSAH) 9, on the east side of Waverly Lake; and
WHEREAS, permanent and temporary construction easements are needed for the project from the State of Minnesota over PID # 211-000-331400; and
WHEREAS, the Wright County Board of Commissioners adopted Resolution No. 18-27 on April 3, 2018, authorizing submission of the necessary application to the Minnesota Department of Natural Resources, concerning land owned by the State; and
WHEREAS, Resolution No. 18-27 contained an error in the legal description for the State land;
1) That Resolution No. 18-27 is hereby rescinded; and
2) That the Wright County Highway Department is hereby authorized to submit the attached Minnesota Department of Natural Resources Application for Easement Across State Land for right-of-way acquisition, involving both permanent and temporary construction easements, for CSAH 9, located in Government Lots 3 and 4 and that part of the Northeast Quarter of the Southeast Quarter of Section 33, T119N, R26W, Wright County.
(End of Resolution #18-37)
Approval Of The 2017 Federal Boating Safety Supplemental Equipment Grant For The Amount Of $39,900.00
Hoffman stated this is a new grant and funds will be used to purchase a shallow water boat, replacing a boat in the Sheriff’s Office. This is not a matching grant. Hoffman said the paperwork reflects “2017” and believes this may be related to the federal fiscal year.
Potter moved to approve the 2017 Federal Boating Safety Supplemental Equipment in the amount of $39,900.00. The motion was seconded by Vetsch and carried 5-0.
Approval Of The 2018 Federal Supplemental Boating Safety Patrol Grant In The Amount Of $9,500.00
Hoffman said the grant supplements the efforts of the Sheriff’s Office water enforcement during the summer months.
Potter moved to approve the 2018 Federal Supplemental Boating Safety Patrol Grant in the amount of $9,500. The motion was seconded by Husom and carried 5-0.
Potter announced that Corridors of Commerce funding was awarded for I-94 from Hwy. 241 to CR 37, St. Michael to Albertville, in the amount of $56 million. It is one of four projects that received funding.
Proclamation & Resolution Approval For National Correctional Officer & Employee Week
On a motion by Husom, second by Borrell, roll call vote carried 5-0 to adopt Resolution #18-38 proclaiming the week of May 6-12, 2018 as Correctional Officer and Employee week in Wright County.
At today’s County Board Meeting, discussion included the hire of positions above 12% of the minimum wage (Item II). Kelly stated that as of April 2018, there have been 25 employees hired and 5% of those were approved at above 12% of the minimum wage. Vetsch made a motion to approve the minutes and recommendations. The motion was seconded by Husom and carried 5-0. The minutes follow:
I. Coordinator vs Administrator
Information provided to the Board included a draft job description for County Administrator provided by HR Director S. Johnson, and a memorandum previously prepared by Attorney Greg Kryzer “Changing from County Coordinator to County Administrator”.
Commissioner Potter stated he feels that the Coordinator position no longer fits for the size of our county, and that it would create a clearer chain of command. This is the right move for the County at this time.
Commission Husom recalled that in her second month into her term as commissioner she attended an AMC conference where the topic was how an administrator can assist with streamlining county processes. She has studied this and feels that it makes sense to move forward. It will not take away from their responsibilities, and it will not diminish their interaction with the departments.
Commissioner Borrell stated that he is more in favor of a coordinator, because it keeps the Board more active. There are upsides and downsides to both.
Commissioners Potter and Husom both noted that the role of the position does change going to an Administrator, but still responsible for following the directives of the Board, and the Board does still have final approval.
Commissioner Vetsch stated that many of the points in the Administrator job description are also in the Coordinator’s job description. Changes will include having oversight of the other department heads, but the more dramatic change is the fiscal aspects, that an Administrator would be the sole presenter of the annual budget to the board.
Commissioner Daleiden expressed concern that currently some departments do not comply with the County’s policies, such as personal appearance, by allowing flipflops; not abiding by the lunch time and break times that are permitted. There needs to be consistency, all need to follow the same rules.
Commissioner Borrell questioned Sheriff Hagerty as to what authority an Administrator would have over an elected official. Sheriff Hagerty replied that an Administrator should be able to address the small stuff, currently dealing with 5 board members is a cumbersome process; it would be nice to have someone that can make the call. There are ways to handle that such as setting dollar limits.
Borrell noted that if there is no oversight by the Board they will not be aware of what is going on.
Sheriff Hagerty responded that the message is more consistent with one unified voice. An Administrator will know what Board members want to be kept informed, and what matters are important to those Board members.
Discussed the Procurement Policy that does set parameters on what can be approved by the Coordinator, a department head, and what is required to go before the Board.
Attorney Kryzer clarified for the Board that elected officials do not have to follow County Policies; however, some do, but they have the authority to deviate from those policies.
Chief Deputy Hoffman noted that the Sheriff’s office works very closely with Administration and the County Board ensuring that they are following County policies.
Planning & Zoning Director Riley noted to the Board (not an elected official) that he allows deviation from the policy, not to violate policy but to accommodate his staff that perform off site inspections. He would be more concerned if one-half of all county employees were not being compliant.
Vetch stated that as a Commissioner he does not want the Administrator to micro-manage departments. He wants the higher level of fiscal oversight and accountability.
The Board will schedule another meeting in May to review the Administrator job description. This meeting will be scheduled at the next Board meeting.
II. Review Hiring Positions above 12% of the Minimum Wage
Coordinator Kelly stated that the policy was changed when the County went from steps to a range movement system. Current policy allows the County Coordinator and/or HR Director to authorize the hiring up to 12% above the minimum wage. Above 12% requires approval by the Board.
Commissioner Vetsch stated that he would like to set parameters for the hiring range. He does not want to be hiring employees at the top of the range.
HR Director Johnson pointed out that in 2017 there were 89 employees hired and only 7 of those were hired above the 12%. He further commented that it is not the office technician type positions, it is the more complex specialized positions that we have issues with. The start of the range is not enough to cover those positions.
Husom added that she would hope the class and comp study addresses this matter.
Borrell suggested that the County not hire anyone above 12% until the class and comp study is completed.
All commissioners agreed that it is important to address the leap frog issue.
Chief Deputy Hoffman stated from the Sheriff’s office perspective they appreciate the ability of the 12% option. We want stability and employees seeking to make this their final place of employment. Keep current procedure in place.
Goodrum Schwartz concurred with Hoffman, would like to see the current structure stay. We don’t cover a year for a year, but we also don’t want to go with the least experienced. We want qualified people, that can hit the ground running.
S. Johnson stated that it should be warranted to ask for a wage above the 12%.
Tagarro stated that they (IT) have had 8 or 9 interview cycles to fill higher end positions, because they can’t go to the top of scale. The range for the more professional positions is not in line with the private sector. Therefore, IT is behind in projects, we need professional people that can do the job, if there is the need to train new hires, that just keeps us behind.
S. Johnson provided information that there has been 18 new positions approved for 2018, plus turn over. Even though there is the high visibility of the 12%, the fact is that there is a small amount that are being offered above 12 percent.
Potter stated that changing this now does not make sense, we should wait until after the class and comp study is done. Also, he does not want to see the County become a training ground, train and then lose them to another employer.
S. Johnson will run data regarding hires in 2018 for the Commissioners.
III. Lobbying
Coordinator Kelly stated this topic is coming forward due to proposed nuclear legislation, which is just one example of many legislative actions that can have implications to the county.
Discussed whether this should be service placed on retainer with the County, or hire as needed.
Questioned what organizations the County could leverage that might assist with lobbying efforts.
Kelly was directed to follow up on this matter, to see what other options may be available to Wright County, and to see what our neighboring counties are doing for lobbying services.
IV. Strategic Planning
Due to time constraints this matter was placed on hold.
(End of 4-24-18 COTW Minutes)
At today’s County Board Meeting, Daleiden noted that the Compost Facility was not included in Capital Improvement Plan (CIP) discussions at the Committee level. Vetsch said the County will potentially bond for remodel of the current Government Center or rebuild, and building expenses will be included in bonding instead of in the CIP. Vetsch moved to approve the minutes, seconded by Borrell. Vetsch noted that the figures reflected in the minutes are still fluid as there will be another Finance/CIP meeting the end of May. Also, the $74 million reflected in the handouts includes the Courts Facility. In addition, Recorder funded programs will be removed from the CIP and placed in a separate area to better reflect what that fund can be used for. The motion carried 5-0. The minutes follow:
I. Review Highway & Other CIP Projects
Sue Vergin, Assistant County Coordinator, distributed the following two spreadsheets (see attachments):
1) Wright County Capital Improvement Plan 2018 – 2022 Funding Plan
2) Wright County Capital Improvement Plan 2018 – 2022 Project Plan.
After discussion, the Committee is considering the following allocations to Capital Improvement Plan funds:
$1.1 Million
IT CIP/Other Departments
Total CIP: $3,350,000
Minus MCIT/ CPA $ -800,000
Total Levy CIP $2,550,000
RECOMMENDATION: Schedule a Finance / CIP Committee meeting in May to review proposed allocations.
(End of 4-25-18 Finance / CIP Minutes)
At today’s County Board Meeting, discussion occurred on the credit card implementation. Daleiden stated that the County may have to use US Bank for Department of Motor Vehicle credit card transactions. Brian Asleson, Chief Deputy Attorney, indicated there is a statute that regulates State agencies and that indicates the approved vendor is US Bank. It is unclear whether the County can use a different vendor on this end of the transaction and then use US Bank when the funds are remitted to the State. The County is not bound because it is not a State agency. However, the County does deal with the Department of Public Safety which is State so that statute has to be abided by. Daleiden suggested this as a topic for discussion when the County Board meets with Legislators next year. Vetsch moved to approve the minutes and recommendations. The motion was seconded by Husom and carried 5-0. The Board requested that when acronyms are used in all minutes, that the first reference spell out what the acronym stands for and thereafter the acronym can be used. For example, Office 365 (O365). The minutes follow:
I. IT Project Portfolio Update
Presented by Britta Holland
It was decided to begin the meeting with finalizing the prioritization of the remaining projects in the Strategic Project Portfolio. Only a few projects remained on the list, the goal of having this be the final meeting of having to discuss each project in detail to determine its priority placement. After this full portfolio analysis is complete, the Committee will be in a maintenance mode with project prioritization. Holland stated that her next steps after all projects are prioritized will be to communicate via email with project stakeholders regarding resource allocation. She also wanted to note that a minor change to the list was clarifying the ERP Project, it was changed to more accurately reflect its current status, being renamed “ERP Vendor Selection”. This project will be completed in phases with ERP being the overarching project. Holland began the prioritization discussion with the focus on “Hold” status projects, as all Active projects have been prioritized.
EDMS Highway Archive Records was the first project to be reviewed. It was changed to Active – Planning as presently a Business Analyst is assigned to it. The priority was placed at number 18 on the list.
The next project reviewed was the Online Mileage Reimbursement Form requested by Court Services. The project involved taking the current Human Services solution and expanding it County Wide. In the discovery phase of this project it was determined that the coding would have to be completely redone to create a “copy” because of the changes in online environments. Lindsey Meyer of the Auditor’s office stated that the upcoming ERP would likely be able to provide a built-in solution for this. CTSV representative, Jessi Miller, stated that the current tool provided by IT was working well and that staff time taken to teach one program now and another in a few years was not efficient use of time for the CTSV team. Miller stated that CTSV is willing to wait for the ERP solution, as such they are suggesting the project can be canceled. The Committee agreed with this suggestion and it was taken off the list.
EDMS Surveyor Records was the next project on the list. Land Records representative, Tanya West, stated that it can remain at it’s placement of prioritization of 20, and Hold due to Resource Constraints. The Land Records Committee prioritized their projects, with this list reflecting that accurately.
EDMS Law Legal Planning was discussed. It was found that this project came from the Idea of how the various legal aspects of the County, Court Services, Attorney, Human Services, Sheriff, could all work together to create a more efficient flow of information for the right people at the right time. Both Hoffman and Partlow questioned how this was a project on this list if it hasn’t really much backing to it. Discussion provided that it really has been worked on to various degrees within other projects, presently the Integration of Zuercher with local PDs fulfills this project’s goals. Goodrum Schwartz stated that when talk began of this project, the goal was to connect department hubs together, although these hubs are still being developed. Holland stated that the project today would have a deliverable of a clear project plan of what Law Legal should be for the County. Commissioner Vetsch and Daleiden noted that many of the pieces appear to have been or are actively being addressed and that with the presence of other projects it should remain where it is at with a priority of 21.
EDMS – Advanced Capture Module Expansion, this module was purchased by Human Services with the suggestion of IT. Cooper noted that once installed this module can be utilized by all OnBase users within the County. The module was identified as bringing efficiencies to Human Services by scanning standardized forms and indexing them with mapping technology. It was decided to place this project in an Active - Planning state with a Priority of 19. Commissioner Daleiden stated that his goal with this committee and with the project list was to ensure items such as this module are utilized once purchased, instead of sitting on a shelf. He stressed the value of the process of this committee to ensure items the County purchases are necessary and used.
HS Collection Officers EDMS was left in its present state of priority 23, Hold – Project Dependency, at the suggestion of Human Services representative Partlow. She stated that the higher priority project of EDMS – HHS Social Services will fulfill much of this projects’ goals. Once that project is complete, this project can move forward to evaluate what is left to complete for the Collection Team.
Online Land Division Processing was switched from a Hold status to Active – Planning status due to recent discovery as part of the SharePoint User Group. It was left in it’s present priority of 24 as it is still in the discovery process. It was also noted that the project needs an owning department as staff movement changed the department lead of the project. Further work will involve looking at the processes of involved departments.
Accounts Payable Automation Planning, Online Purchasing Enhancements, and Converge Point Implementation were left in their present states and priority levels near the end of the list, Hold – Dependency due to all projects being covered by ERP.
OnBase Data Retention – Records Management Implementation was left on Hold – Dependency as well due to the desire to start this project after completion of EDMS – HHS Social Services project.
Office 365 OneDrive Implementation was placed at priority 29, Hold – Dependency, as O365 SharePoint Online Hybrid will need to be completed first.
Sheriff – Body Camera Implementation was left at the bottom of the list, Hold – Project Dependency as requested by Hoffman. He stated that this project will begin after the Squad Car Camera Upgrade is complete, which will likely be in 2021-2022.
With the final project being reviewed Holland brought the Committee’s attention to resource allocation. The IT management team is using the Project lists to plan IT resource allocation for May. Tagarro noted that to not derail momentum on current projects the team will intertwine the allocation of the list over time. Holland followed up that with time the work being done by IT will line up with the list. Holland stated that at this point the Committee’s role will be in maintenance mode, reviewing and approving new projects, status updates, resolving resource dilemmas, etc. Holland also plans to update departments on the status of their own projects.
With the projects being prioritized Tagarro brought up the current placement of the O365 SharePoint Online Hybrid project. O365 SharePoint is the next step in the complete rollout of O365. IT currently has a contracted vendor as Project Manager for O365, the fear would be with a low placement the finalization of Office 365 would be stalled. Tagarro suggested moving it to the current placement of other O365 projects being completed. Goodrum Schwartz stated that the method of supplanting a project did not sit well, mentioning she would rather they go through the process of evaluation. Hoffman brought up that this list was still a work in progress for Resource Allocation for the IT team, that if the other items were being addressed (as active) that IT should move forward with O365 SharePoint project so as not to lose momentum. The Committee agreed to this plan.
Action: Discuss Sheriff Project at next meeting
II. ERP Update
Presented by Adam Tagarro
An InfoTech ERP Consulting Engagement Discussion will be held Thursday, April 26th with ERP committee members and InfoTech. Tagarro is planning this meeting. Concerns brought up by Vetsch and Tagarro to discuss in this meeting will be to determine if an InfoTech member would be onsite for their role and if that is included in the price previously discussed.
Action: Informational update only
III. Office 365 Project Status
Presented by Cheri Nelson
The Office 365 Exchange Migration is almost complete, with final steps being taken today and in the next few weeks. The completion of this step will remove dependencies that our old County email had, allowing us to be better prepared for future events. The O365 Client Upgrade to 2016 and Skype has been put on an aggressive rollout schedule, with a completion goal of mid-May. Test groups and a test department have already been transitioned; the utilization of the SCCM client has been key to an efficient roll out, allowing IT to push the client out to end users. The only slight change in the rollout will be a manual install to the squad cars. The next steps as discussed earlier by Tagarro, will be the O365 SharePoint rollout.
Action: Informational update only
IV. Zuercher Update
Presented by Scott Weiland
The Zuercher Police Department Integration project is going well with a lot of activity. The Attorney’s office is preparing agreements for the parties involved. The Police Departments are preparing their data, user lists, and other items for integration with Zuercher. IT continues to make progress on the project.
Action: Informational update only
IV. Credit Card Implementation Update
Presented by Scott Weiland
At the request of Commissioners present, Weiland reviewed that the project is recalibrating its efforts, due to the current vendor not working out. Weiland is actively looking at other vendors to gain traction on this project.
Action: Informational update only
(End of 4-25-18 Technology Committee Minutes)
Lee Kelly, County Coordinator, said that the Federal Bureau of Investigation (FBI) previously approached the County on the potential of locating a firearms training facility at the Rasset site.
Chief Deputy Todd Hoffman said discussions are ongoing with the FBI on a joint training facility. A meeting was held on 4-27-18 with FBI representatives from the D.C. office and Minneapolis field office. Commissioner Vetsch, Captain Sean Deringer and Hoffman met with them onsite. It is still to be determined the exact amount the FBI will provide and the scope of the project, including requirements.
Hoffman said a meeting was held on 4-30-18 with staff from the Auditor’s Office and Administration to identify costs and what the County can do to make this project feasible (roadways, utilities). The IT Department is looking at a possible off-site data center. Information is being gathered to bring back to the Committee. Vetsch said the entrance to the Rasset site needs work. Hoffman said this is on the list of items to address. Lt. Matt Treichler, Sheriff’s Office, has been assigned as the Sheriff’s Office liaison who will meet and work with the Highway Department on that facility. Vetsch said there will be associated costs outside of the FBI such as utilities, electrical, driveway, and parking. He suggested a COTW when more information is known.
The meeting was originally scheduled for 4-30-18 at 3:00 PM but needed to be rescheduled. On a motion by Potter, second by Husom, all voted to schedule a COTW Meeting on 6-01-18 at 10:30 AM in the Board Room.
On a motion by Vetsch, second by Husom, all voted to schedule a COTW Meeting for 5-29-18 at 11:00 AM in the Board Room.
1. Howard Lake-Waverly-Winsted & Dassel-Cokato Joint Symposium. Borrell attended on 4-24-18. The issues discussed were similar to those at Safe Schools Meeting (opioids, mental health). The symposium was open to parents to gain insight on some of the emerging issues facing students.
2. Score Grant Funding. Daleiden said a letter was received from the MPCA reflecting SCORE funding will not be received until the Solid Waste Management Plan is updated.
3. Maple Lake Safe Schools Meeting. Vetsch attended their meeting on 4-25-18 where discussions centered on E-Cigs.
4. Enterprise Resource Planning (ERP) Meeting. Vetsch attended a meeting on 4-26-18.
5. Trailblazer Meeting. Vetsch said upper management positions have been filled at Trailblazer. They are still looking to fill driver and dispatch positions.
6. Foster Care Appreciation Banquet. Vetsch and Husom will attend the banquet on 5-03-18.
7. Aquatic Invasive Species (AIS). Vetsch encouraged Board members to contact the Soil & Water Conservation District on moving forward with opening the AIS stations. He understood it would be 7 days from when the ice went out. He does not want to lose the integrity of the program, and it will be hard to enforce compliance with the County Ordinance without inspections.
8. Highway 25 Coalition. Potter attended the meeting on 4-26-18. The group discussed options for river crossings at Monticello. He said Monticello Township will be informed of the discussions.
9. St. Michael-Albertville Safe Schools Meeting. Potter attended the meeting on 4-26-18 where mental health issues, truancy, and security were discussed.
10. Board of Equalization Meeting, Albertville. Potter attended the continuation meeting on 4-30-18. He said there were property owners challenging their values. He anticipates the County’s Board of Equalization Meeting in June may be busy as well.
11. Potter announced upcoming meetings including:
- MnDOT Open House on Hwy. 24, Clearwater City Hall, 5-01-18
- St. Michael Land Use Plan Open House, 5-02-18
- Railroad Technology Showcase at the Capital, 5-03-18
12. Coordinator Updates:
A. Justice Center – Notice was received that Standard & Poor’s has reconfirmed the County’s AA+ bond rating. The bonds for the Justice Center will be sold on 5-07-18 and presented for acceptance at the 5-08-18 County Board Meeting.
B. Justice Center – The proposed date for groundbreaking is 5-15-18 at 11:00 AM. Borrell moved to authorize attendance by Board members, seconded by Husom. The motion carried 5-0.
C. Kelly said an amendment was passed in the Ways & Means Committee of the House relative to HF 4016, which is becoming the finance bill for the House side. Included in that bill is a request from Representative Marquardt from Becker County for reimbursement for Becker and Wright Counties relating to funds expended defending the State Auditor lawsuit. Kelly has reached out to the Senators to make sure they are aware the language has been adopted. He said the hope is that it gets in the final finance bill so Wright County can be reimbursed. There is not a companion bill in the Senate as of yet.
The meeting adjourned at 10:19 AM.
Published in the Herald Journal May 18, 2018.