Wright County Board Minutes

NOVEMBER 27, 2018
The Wright County Board met in regular session at 9:00 A.M. with Husom, Daleiden, Potter, Vetsch and Borrell present.
Husom made the following correction to Page 9 of the minutes: Item 7, lines 5 & 6, should read, “Personal safety for fire fighters was discussed. The requirements and training have increased.” Husom moved to approve the minutes as corrected, seconded by Potter. The motion carried 5-0.
Borrell made the following correction to Page 9 of the minutes: Item 4, change to “Clearwater River Watershed District.” Borrell moved to approve the amendment to the minutes, seconded by Husom. The motion carried 5-0.
Potter moved to approve the Agenda, seconded by Vetsch. The motion carried 5-0.
Vetsch made a motion to approve the Consent Agenda. Husom seconded the motion and it carried 5-0:
1. Approve A Memorandum Of Agreement With Teamsters Local 320 (Sheriff Essential Supervisory Unit) For the County Contributions To The 2019 Health Insurance Plans
1. Refer The Drainage Inspector 2018 Year End Report To The 12-12-18 Ways & Means Committee Meeting
1. Acknowledge Warrants Issued Between November 14, 2018 And November 19, 2018
2. Approve Renewal Of 2019 Tobacco Licenses For:
A. City Of Cokato: DG Retail, LLC DBA Dollar General Store #10460
B. City Of Delano: City Of Delano DBA Delano Wine & Spirits
C. City Of Maple Lake: DG Retail, LLC DBA Dollar General Store #15392
D. City Of Monticello: City Of Monticello DBA Hi-Way Liquors; Monticello Smoke Shop, Inc. DBA Monti Smoke Shop
E. City Of Montrose: DG Retail, LLC DBA Dollar General Store #16105
F. City Of Rockford: DG Retail, LLC DBA Dollar General Store #18158
1. Refer To Personnel Committee
A. Modify SWIII/MHP Position From One FTE To Two .5 FTEs
1. Approve Memorandum Of Agreement (MOA) Between Wright County & University Of Minnesota Extension For Providing Extension Programs Locally And Employing County Extension Staff. The New MOA Will Be For 2019-2021. This Includes Salaries For 1.0 FTE Extension Educator and 1.375 FTE 4-H Program Coordinator. As Recommended By The Association Of Minnesota Counties, The MOA Includes A 2.2% Cost-Of-Living Increase In 2019, 2% In 2020 And 2% In 2021.
1. Refer To Personnel Committee Discussion On MOA With Teamsters 320 Non-Licensed Essential Sheriff Staff (Corrections Officers) Regarding Work Shifts
Approve Temporary Liquor License For Maple Lake-Lake Property Owner’s Association, Inc.
Tammi Vaith, Chief Deputy Auditor/Treasurer, said the annual ice fishing derby event is scheduled for 2-02-19 on Maple Lake. The license has been approved by the Sheriff, Attorney, and the Maple Lake Township Board.
Vetsch moved to approve the temporary liquor license for Maple Lake-Lake Property Owner’s Association, Inc. The motion was seconded by Potter and carried 5-0.
Authorize signatures on the following documents:
A. Purchase agreement between Wright County and Allen and Carla Sundblad
B. Contract for Deed Between Wright County and Peterson Family
Mattice said as part of the 7-09-18 Committee Of The Whole Meeting (COTW) Meeting, the Parks & Recreation Department was directed to proceed with drafting documents, survey, legal description, and to execute grant agreements. Two separate grants have been awarded totaling $189,575. The local match has been detailed in the Capital Improvement Plan ($65,500 in 2018 and $123,500 in 2019) for the acquisition costs. The Sundblad property will provide a better connection between the Alama Unit and the South Unit of Stanley Eddy Park. The Peterson property includes 20 acres in the South Unit of Stanley Eddy Park that is landlocked.
Vetsch stated that if this is approved, it ties the County Board to next year’s budget to another $123,000 on top of a previous approval for about $50,000. That will remove the ability to move $180,000 from the Capital Improvement Plan in the 2019 budget. Potter responded that the decision was previously made on this.
Potter made a motion to approve the purchase agreement between Wright County and Allen L. & Carla L. Sundblad. The motion was seconded by Borrell. It was clarified that the grants are for $189,000 and requires a $189,000 match by the County. The motion carried 5-0.
Mattice explained that the contract for deed with the Peterson Family calls for a payment by the end of 2018 and another early in 2019. Daleiden said the Parks is being methodical on land that is being purchased, and this property meets the goals. At their last meeting, the Parks Commission turned down a different property offered for sale.
Borrell moved to approve the Contract for Deed between Wright County and the Peterson family (Harvey L. Peterson, Glenda J. Peterson, Roland J. Peterson, and Janice M. Styve) for the 20 acres in the South Unit of Stanley Eddy Park. The motion was seconded by Potter and carried 5-0.
Authorize Signatures On Trailblazer Joint Powers Agreement
Vetsch stated that the end has come to Wright County Area Transit (WCAT). He presented for approval the Public Transit Joint Powers Agreement (JPA) between Wright, Sibley and McLeod Counties, the Trailblazer Joint Powers Board. The WCAT dissolution document is being presented to the city councils and will hopefully be accomplished prior to the final WCAT Meeting on 12-19-18. Starting 1-01-19, Wright County will become a 1/3 partner with Sibley and McLeod Counties at Trailblazer.
Borrell asked if funding will be turned over to Trailblazer when WCAT dissolves. Vetsch said the funding will be returned to Wright County. Borrell questioned whether the JPA includes language that addresses when an entity leaves the JPA. He said when Sherburne County pulled out of River Rider, the entity could not continue. Brian Asleson, Chief Deputy Attorney, referenced page 6 of the JPA which addresses withdrawal and states, in part, “Upon receipt of such notice from one or more Member Entities, the remaining Member Entities may agree to continue to operate together, add other partners, or discontinue this Joint Powers Agreement. Any addition or subtraction in the number of Member Entities shall require an amendment to this Joint Powers Agreement.” A one-year notice is required, allowing time to decide whether to continue or add other counties. A JPA could not continue with one county, but an individual county could operate if desired. Wright County will have two representatives on the Trailblazer Board. At this time, it will include a county commissioner and a city representative. Vetsch and Kevin Kassel will fill this role. That representation can be changed annually. Asleson said the JPA gives the option of having two commissioners serve or one commissioner and a city elected official. Wright County is the only county with that option. Vetsch said they are choosing a city representative to recognize the efforts the cities have made to keep this going. He said Kassel will bring great value to the JP Board. Cities have also contributed quite a bit of money to this effort.
Potter moved to authorize signatures on the Trailblazer JPA, seconded by Vetsch. Borrell said he will abstain from the motion. He is not against the JPA but still has a sore spot about the whole thing. The motion carried 4-0.
At today’s County Board Meeting, Potter moved to approve the minutes and recommendation. The motion was seconded by Vetsch. Borrell said the Soil & Water Conservation District (SWCD) is not ready to make a commitment at this time to space in the new building. Borrell thought he may have miscommunicated information to the SWCD. He said it may be something that will work in the future but currently a space is not being designed for them. Potter favors Option D as it provides more expandability in the future. Husom agreed and said it appears to be the most economical and practical option. Lee Kelly, County Coordinator, said revisions are expected from BKV today and meetings are being held with departments this week. A COTW meeting will be set in December for review. The motion carried 5-0. The COTW Minutes follow:
I. Proposed New Government Center Building
Bruce Schwartzman, Partner/Architect, BKV Group, said they are midway in the Schematic Design process. Detailed features will be discussed in the Design Development phase. Today’s focus is on the big picture: site plans, three floor plan options, and exterior designs. He referenced a presentation titled, “Wright County Government Center, Buffalo, MN Building Concepts” (see attached).
Schwartzman said Options A, C, and D have different square footages. There are advantages, disadvantages, and price implications with each. The goal is to bring back estimates and a project schedule to the County Board by mid-December. If that deadline is achieved, the project could be put out to bid by early April of 2019.
Schwartzman said Option A has four stories with a lower level in the back and three in the front of the building. Anthony Enright, Project Manager, BKV Group, directed attention to the presentation slide titled “Option A – 4 Stories” that shows an aerial view of the campus with the Law Enforcement Center, the new Justice Center, and the proposed Government Center. Schwartzman said the idea is to make it look like a campus, and not three unrelated buildings. Jonathan Delcambre, Architect, BKV Group, said the exterior design of the proposed Government Center takes the stepping element components from the other two buildings.
Discussion continued regarding glazing, public parking, potential locations for the health clinic, as well as Department locations for Option A. Delcambre described the exterior as a more playful façade with warmth and color, drawing on the Justice Center colors. This option shows transparent glazing for the Boardroom windows.
Schwartzman said Option A has 4 levels, with 3100 square feet per floor, with a total of 12,400 horizontal square feet expansion space. The vertical expansion could allow another 24,400 square feet, which increases the potential expansion to 36,800 square feet. Schwartzman said discussions of vertical expansion should include cost implications. Future expansion is cheaper if done initially.
Discussion continued regarding exterior materials such as metal panels, precast, copper, and stone. Delcambre said Option A, view 1, shows precast on the bottom with a metal panel on top.
Schwartzman said Option D has a higher level of expandability than the other options and offers 157,377 gross square feet (GSF) without the internal garage. Option A, because of its vertical nature, has a higher square footage than the other options with 161,687 GSF. The additional garage area would be 6,158 GSF. Each one of the option plans is larger than the Programed area of 135,000 square feet, as outlined in initial discussions. All of the options can be tightened up to create greater efficiencies.
Option C has 159,933 GSF and is three stories starting at slab on grade. Danielle Reid, Architectural Designer, BKV Group, explained that there is no exterior access to the ground level of Option C, but the level provides storage, electrical and mechanical spaces, and room for one Department. The public may access the lower level from the first floor via stairs or the elevator. This option shows the Soil and Water Conservation District office on this floor. Schwartzman said the concern with this option is public access on the south side. Reid said there are two staff access doors to Level 1 in Option C. The public building entrance on the main floor (Level 1) is on the north side, with room for a potential weapons screening area, a café, information desk, and seating area for the café. The difference with this option is that the four land services Departments (Assessor, Auditor/Treasurer, Planning & Zoning, and Recorder) are on Level 1. Health and Human Services would occupy all of Level 2 with this option.
Commissioner Borrell objected to the designation of an area in the lobby for a future security station. Schwartzman said they were trying to incorporate potential space for that in case future County Board members decided to install one. Borrell added that the Soil and Water Conservation District is not likely to lease space in the new building.
Enright said the biggest difference between Options A and C is that A locates the four land records offices on Level 2 and Option C situates them on Level 1.
Commissioner Vetsch asked about designing an exterior entrance directly into the License Bureau. Enright said the License Bureau reports an average of 200 visitors per day, as do Auditor/Treasurer, Assessor, Recorder, and Planning & Zoning. Health and Human Services report an average of 100 visitors per day. Jami Goodrum Schwartz, Health and Human Services Director, said she is concerned about occupying the second floor because their clients are parents with children, the elderly, and those with disabilities. She would like more lobby space than this option provides.
Enright said the indentation on the front elevation of Option C could be a possibly courtyard. Borrell said the indentation is an expensive design element. He preferred to eliminate it. Schwartzman said Option C offers horizontal expansion of 12,000 square feet, and 30,500 square feet of vertical expansion. Garage space is not included in this estimate.
Reid said Option C provides third level space for Administration and Information Technology (IT), with shared conference room spaces and an IT training room. The health clinic would also occupy a space on this level, with a potential for a wellness area, locker rooms, and an employee breakroom. There was discussion regarding using translucent windows to allow light but prevent views of the inside for greater security. Schwartzman said patterns in the glass can help prevent birds from flying into the glass. Delcambre said window louvers may be used to filter light from the west and avoid glare.
Schwartzman said Option D blends A and C together. The site costs for all three options are very similar. Enright said Option A is the most expensive. Kevin Currie, Project Manager for Contegrity Group, said there is not enough information at this time to determine the total project cost. Major factors for the building, such as glass curtain walls, cost $90 per square foot. Concrete basement walls are $40 per square foot. The less glass, the lower the cost. Options with higher stories out of the ground cost more than the option with a walkout level. Schwartzman said Option D has the smallest gross square footage at 157,377. All the options maintain the main boulevard coming into the campus, and the delivery path is similar. Enright added that the primary difference between Options C and D is where Departments are located. Option D provides more opportunity for horizontal expansion. Wilczek discussed snowplowing and storage of snow.
Enright said Option D could house either IT or Administration on the ground level. IT has expressed concern about being on the ground level. It would cost an additional $400,000 to $500,000 to add ten garage parking stalls. Enright said the best plan option is the one which is the most efficient and functional for the County. Option A is 7 to 8% more expensive than the others. Enright said the Boardroom would be about 20 % bigger than the current one with all the plans. The proposed Boardroom would contain 120 seats, plus the two adjoining conference rooms could each seat 60. A secondary exit is also needed for the Boardroom. Enright added that Option D has the largest ground floor because a Department was included, which allowed for the elimination of the third level. Floor heights would be around 15 feet, with 13 feet in the lower level.
Alan Wilczek, Facilities Services Director, said when it comes to project costs, there is a perception that it is cheaper to build in the lower level. The reduction in cost is the result of fewer windows and exterior finishes. There are still three floors; one is simply under the main level.
Enright said functionality and operation should be the primary consideration versus cost. Currie added that over the thirty-year span of the building, the occupant cost (or the things going on inside the building), account for 90 % of the cost over 30 years. For example, if the building costs $45 million, the occupancy costs $4 billion over thirty years. Reducing the building cost by even 10% through efficiencies, layout, and technology is 10 times the cost of the building, or $400 million. Currie said that should be the focus. The cost of the building is important, but what goes on in the building over a thirty-year period is nine times more important.
Schwartzman said all three options provide efficiency. There is space and area impact. Option A is the largest footprint and more expensive. Future meetings will incorporate construction columns and furniture.
Discussion continued regarding whether to swap Administration with IT on the ground floor or the Assessor Department on the first level. Tony Rasmuson, County Assessor, said their public traffic is now primarily online. They see about ten people per day in person.
Schwartzman said it appears Option D is the most efficient for square footage and use of space and provides the same expandability as the other options. He asked for direction from the County Board. Departments will be involved regarding details in the next few weeks.
There was discussion regarding how to make the location of Health and Human Services on the second level as efficient and accommodating for clients as possible. Future building expansion possibilities were discussed as well.
Recommendation: Direct BKG Group to continue the design process using Option D.
Committee Minutes submitted by Deb Schreiner, Administrative Specialist
(End of 11-15-18 COTW Minutes)
At today’s County Board Meeting, Vetsch moved to approve the minutes. The motion was seconded by Potter. Discussion followed on the strides that have been taken in the past six years relating to updating technologies. Potter said they are building fantastic team members in the Information Technology department to address efficiencies. Daleiden said the ERP (Enterprise Resource Planning) allows systems to speak to one another and improves efficiency. Kelly said the County is working with InfoTech to identify needs and potential vendors through the ERP process. Daleiden said vendors are being informed there are systems that must have connectivity such as the State systems. Kelly added that the RFP (Request For Proposal) will also include details on cloud based versus an on-premises server. The motion carried 5-0. The Technology Committee Minutes follow:
Scott Weiland, IT Business Analyst, updated the committee on the ERP status. The RFP (request for proposal) is now in a draft status and will be finalized the week of Nov. 26th. The RFP will go out in December, responses will begin to be gathered at that time. Demonstrations will be scheduled in February. The Business Analysts are creating demo scripts to ensure all necessary questions are asked. Review of the main functions sought after are: Procurement, Human Resources, and Financial systems. Secondary functions are Policy and Contract Management.
RECOMMENDATION: Informational only.
II. Office 365 Update
Adam Tagarro, IT Director, stated that the Office 365 (O365) project is moving forward with OneDrive testing. Presently OneDrive is being tested internally with the IT Department. IT is also testing and reviewing expenses related to MFA, Multi Factor Authentication, in preparation of OneDrive usage.
RECOMMENDATION: Informational only.
III. Microsoft Immersion Session
To prepare the County for the Microsoft environment IT’s Strategy and Portfolio Manager, Pat Spaude, is organizing a Microsoft Customer Emersion Experience for December. This is provided by Microsoft, allowing users to interact with the various tools and applications that are available with Microsoft O365 Suite. The suite has a lot of options and this allows users to ask questions directly from Microsoft representatives. Commissioner Daleiden questioned if SharePoint would be reviewed as well to see various capabilities. Response was that it likely would be as it is a tool in the Suite. Olga Strobel, IT Business Solutions Manager, stated that IT staff members have been doing some extra training on SharePoint attending SharePoint Saturday Event, SharePoint User Groups, and Business Analyst / Project Manager County meetings. They are gaining a greater understanding of the tool and bringing this knowledge back to the County as well. Tagarro also stated that IT’s Records Management Analyst Scott Larson has been actively designing record management policies for the County. This has been very helpful for O365 policy creation. Other Counties and government organizations have requested to have Larson speak with them and make presentations; throughout this past year he has done this. Due to the demand of recent requests for Larson’s presentations, Tagarro has scheduled a Record’s Management Meeting in December. So far 35-40 Counties have staff members that are interested in attending.
RECOMMENDATION: Informational only.
Britta Holland presented the Project Charter, a new system of project management methodology for the project intake process. IT will be having each project officially start with a Project Charter. This Project Charter will help to standardize projects, to allow anyone to look at the charter and grasp what the project is about, who is involved, and what the project is trying to accomplish. The Charter will include signatures of all those involved authorizing the project to start. It will include the statement of scope, objectives, named team and sponsor, and where the funding will be coming from. To demonstrate how the Project Charter operates Holland utilized a fictitious project, stepping through each section of the Charter. Deputy Hoffman questioned who the author of the charter would be, Holland answered that the Project Manager and Project Sponsor will write the Charter. She also explained that this does not replace the Project Request. Much of the information is gathered from the request, but the Charter allows for additional information to be presented. Commissioner Vetsch questioned if the criteria for bidding vendors would have to be in the Charter. Holland explained that this would likely be completed in a later project phase in a requirements document, as initially it may not be well defined. Commissioner Vetsch also noted that the Charter provides a Timeline of completion, one of the end goals for IT project management. Commissioner Daleiden commented that the Charter allows a clear definition of a project. Spaude added that the Charter also allows anyone to see how a project brings value to the County. Highway department Head, Virgil Hawkins, questioned if every project would have a Charter, the answer being yes. Some Charter’s will be quite small while others will be quite large. The purpose of the Charter is to provide the answer to the question “What’s that one?” The Charter provides clarity for anyone throughout the project life and in the end allows anyone to review if the project goals have been met. Deputy Hoffman commented that the Charter appears to be a Living Document that it may change as a project progresses. Holland agreed stating that Charter changes will be amended with an attached Change Request. Committee members in attendance were favorable to the project Charter and its purpose.
RECOMMENDATION: Informational Only, presentation of Project Charter.
Minutes submitted by: Jennifer Rasset
(End of 11-14-18 Technology Committee Minutes)
1. Annandale Safe Schools Meeting. Husom attended the meeting last week. Mental health of students continues to be a concern. Administrators, counselors and health officials continue to work at the schools. Another concern is vaping. An odorless, tasteless THC (Tetrahydrocannabinol) has been developed.
2. City of Otsego. Daleiden attended the City’s meeting last night. Discussion included the potential of frisbee golf at Otsego County Park. The Parks Department has a course planned for Montissippi Park next year. He will check with the City of Monticello as to whether they have a course planned as the intent is not to duplicate.
3. PowerPoint Presentations on Draft Budget/Levy. Vetsch presented at the Maple Lake and Monticello City Council Meetings. It was suggested that this presentation be made at the 12-06-18 County Board Meeting (6:00 PM) to discuss the draft budget and levy.
4. Fallon Avenue Overpass. Vetsch attended the ribbon cutting ceremony. All roads are open in that area.
5. GRRL (Great River Regional Library). Potter attended the meeting on 11-20-18. Member Jim Shovelain was honored at the meeting for his service. Shovelain will term off the GRRL Board at the end of 2018. A new member is being sought starting in 2019. Kelly said notice was received from the GRRL that this vacancy is forthcoming. Historically, openings have been placed on the County’s website to solicit candidates. The plan would be to appoint the new member at the first County Board Meeting in January. The consensus of the Board was that ideally, the candidates would be from the north or east side of the County because of the current representation on the GRRL Board.
6. Owners Committee Meeting, Justice Center. Potter provided an update on the construction of the Justice Center. The project is on schedule and panels will be installed soon.
7. KRWC Radio Show. Potter was featured on the KRWC Radio Show last week where he congratulated Husom, Daleiden, and Sheriff-elect Deringer on their elections. He touched on the use of PAC (Political Action Committee) funds in the recent election. Also reported was the $7.8 million in local option sales tax collected. Those funds must be used for designated projects.
8. Potter said another segment of CR 39 (Parrish Avenue to Odean Avenue) is being upgraded to four lanes. The 85th Street project in Otsego is progressing. At some point, that will be a County road. A Transportation Plan update is planned for February 2019 and will include an open house. The first lift has been placed on County Road 9 in Waverly. The second lift and the trail will be completed next spring.
9. Coordinator Updates:
A. Kelly recently met on the ERP and attended an Owners Committee Meeting.
B. Kelly met with Sheriff-elect Sean Deringer to discuss his reorganization plan. Those details will be brought forth at the COTW Meeting set for 11-28-18 at 1:30 PM.
C. Next week is the AMC (Association of Minnesota Counties) Conference so the 11-04-18 County Board Meeting is cancelled. Wright County Health & Human Services in collaboration with Functional Industries, Central Minnesota Mental Health Center, and Vocational Rehabilitation Services will receive the 2018 County Achievement Award from AMC at the Conference. The Award relates to the ongoing partnership with the Individual Placement and Support Program through the Mental & Chemical Health Services Unit.
D. Kelly met with the IT Director on 11-26-18 on projects.
The meeting adjourned at 10:09 A.M.
County Board Minutes Submitted by: Susan Backes, Clerk to the County Board
Published in the Herald Journal Dec. 21, 2018.