Wright County Board Minutes

BOARD MINUTESBOARD OF WRIGHT COUNTY COMMISSIONERSSEPTEMBER 29, 2020 DATE APPROVED: OCTOBER 6, 2020
The Wright County Board met in regular session at 9 a.m. with Husom, Vetsch, Potter, Daleiden and Borrell present
COUNTY BOARD MINUTES OF 9-22-20
Potter moved to approve the 9-22-20 Wright County Board Minutes. The motion was seconded by Daleiden and carried 5-0.
AGENDA
Vetsch moved to approve the agenda as presented. The motion was seconded by Borrell and carried 5-0.
CONSENT AGENDA
Daleiden moved to approve the consent agenda as presented. The motion was seconded by Potter and carried 5-0.
A.ADMINISTRATION
1.Approve the Revised Joint Powers Agreement with Central Minnesota Emergency Medical Services
B.AUDITOR/TREASURER
1.Acknowledge Warrants Issued Between Sept. 16, 2020 and Sept. 22, 2020
2.Motion to Approve the Reimbursement of CARES Act Funds as Follows:
*County CARES Act Funds: County Reimbursement of $2,889,293.55 from 01-099-489.6910 Transfer Out Into 01-100-489.5910 Transfer In
*School District Reimbursement of $23,149.94 from 01-099-489.6813 – CARES School District Expense: Wright Technical Center $23,149.94 (Maximum Allocation is $91,573)
*Election CARES Act Funds: Township Reimbursement of Election CARES Act Funds of $2,487.57 from 01-099-490.6812; CARES-Townships as Follows: Corinna Township $1,214.60; Franklin Township $1,272.97
*Wright County Community Action Agency $159,851.29 from 01-099-489.6815
C.INFORMATION TECHNOLOGY
1.Approve Enterprise OnBase Agreement for October 1, 2020 to February 28, 2023
TIMED AGENDA ITEMS
VIRGIL HAWKINS, HIGHWAY DEPARTMENT
Request to Approve Sponsoring Agency Resolution for a Transportation Economic Development (TED) Program Grant Project Application in the City of Annandale. The TED Program Grant Request is for $400,000. The Estimated Project Cost is $1,425,000
Hawkins said that cities with a population of less than 5,000 are required to have sponsorship from the county to submit an application. The project being requested for TED funding is for State Highway 24, which runs through Annandale. Potter commended Annandale officials for seeking out TED funding, which isn’t easy to obtain, and encouraged other cities with projects to explore applying for the TED option. Husom added that the proposed Annandale project is at a needed location.
Potter moved to approve the Sponsoring Agency Resolution on behalf of the City of Annandale to submit the application for Transportation Economic Development Program grant project funding. The motion was second by Vetsch and the resolution carried 5-0.
Approve Amendment No. 3 to Agency Agreement No. 01371 with Minnesota Department of Transportation (MnDOT). This Amendment Provides an Additional $54,023.26 in Federal Funds for Preliminary Engineering. This Increases the Total Amount Available from $90,000 to $144,023.26
Hawkins stated the agreement is being done of behalf of the Trunk Highway 55 Coalition. The funding is to facilitate SRF Consulting Group to manage activities for the Highway 55 Coalition. The agreement has a deadline of 2024 to expend the funding. Potter thanked Hawkins for getting the additional funding approved, because the coalition had concerns that it might run out of money at some point without additional resources. Daleiden asked if the funding was for engineering purposes. Hawkins responded that it would fund the engineering work SRF is facilitating for the county as well as management and updating of the Highway 55 Coalition website. Potter said having a firm like SRF collecting facts and data will help the coalition bring the project to the finish line.
Potter moved to approve the amendment to the agency agreement with the Minnesota Department of Transportation to provide $54,023.26 in additional federal funds for preliminary engineering. The motion was seconded by Vetsch and the resolution carried 5-0.
Approve Resolution and Quit Claim Deed for Jurisdictional Change of County Road 147 to Rockford Township
Hawkins said the resolution was the result of more than one year of conversations with both Rockford Township and Buffalo Township. An agreement with Rockford Township was signed in May. On Sept. 1, the Wright County Highway Department held a public hearing at Rockford Township Hall. The resolution would be the final step in the process to make the jurisdictional change official. Hawkins said he had good conversations with both Rockford Township and Buffalo Township officials and all were in agreement that this jurisdictional change should get done.
Vetsch moved to adopt the resolution for a Quit Claim Deed for a jurisdictional change of a segment of County Road 147 to Rockford Township. The motion was seconded by Potter and carried 5-0.
Approve Resolution and Quit Claim Deed for Jurisdictional Change of County Road 147 to Buffalo Township
Vetsch moved to adopt a resolution for a Quit Claim Deed for a jurisdictional change of a segment of County Road 147 to Buffalo Township. The motion was seconded by Borrell and carried 5-0.
*Approve a Quit Claim Deed/Torrens Property Certificate with the City of Buffalo Regarding the Jurisdictional Changeof County Road 147
The Quit Claim/Torrens Property item was not listed on the agenda, but Daleiden pointed out that it was one of the attachments included under Hawkins’ agenda items. Hawkins explained that a portion of the land that is part of the transfer is in the City of Buffalo, requiring another Quit Claim deed. Hawkins asked Assistant County Attorney Greg Kryzer to speak to the matter. Kryzer said the board could make a separate motion dealing with authorizing signatures on the Torrens Deed with the City of Buffalo. Kryzer said to complete the transfer, the county has to record a deed on the Torrens Certificate and that action would be memorialized on that certificate. Kryzer said a resolution would not be necessary for approval of the Quit Claim Deed/Torrens Certificate
Daleiden moved to approve a Quit Claim Deed/Torrens Certificate with the City of Buffalo regarding the jurisdictional change of County Road 147. The motion was seconded by Potter and carried 5-0.
COMMITTEE MINUTES
Personnel/Employee Relations Committee (9-23-20)
Daleiden asked that a correction be made to the minutes, which stated he was attending the meeting remotely when he was, in fact, in person at the meeting. Daleiden moved to adopt the Sept. 23 Personnel/Employee Relations Committee minutes (below) with the one correction. The motion was seconded by Potter and carried 5-0.
I.SharePoint Administrator Reclassification to Office 365 Architect
IT Director, Matthew Fomby provided an overview to the Personnel Committee for the recommendation toreclassify the SharePoint Administrator to an Office 365 Architect. The County has been unsuccessful with itsrecruitment efforts in hiring a SharePoint Administrator for the past year. Fomby stated that the County isspending roughly $200,000 per year on IT consultants to assist with day-to-day work tasks in the ITDepartment. By eliminating the SharePoint Administrator position and creating an Office 365 Architectposition, the County will benefit by having a dedicated person to working on daily work tasks that arecurrently being completed by one of the County’s IT consultants. Office 365 is an evolving program and itwould be more cost effective for the County to have a dedicated staff member assigned solely to working onthis project to make sure that it is working efficiently. The SharePoint job responsibilities would be shiftedover to the IT development team. This change would allow the IT Department to have the contractors work onmore challenging and specialized job tasks. Human Resources Director Schawn Johnson stated that theSharePoint Administrator is currently a grade 14 position. The new Office 365 Architect position descriptionwould be evaluated and graded by the County’s compensation consultant. Personnel Committee agreed to therecommendation.
RECOMMENDATION: Approve the Reclassification of the SharePoint Administrator to an Office 365Architect
II Technical Project Leader Reclassification to a Systems Engineer
IT Director, Matthew Fomby provided a recommendation to the Personnel Committee for eliminating the Technical Project Leader position and merge those job responsibilities into the Systems Engineer position description. Due to recent personnel changes in the IT Department, IT Director Fomby is recommending that the job responsibilities for the IT Technical Project Leader position be moved to the System Engineer position description. The two positions are very similar in job responsibilities and duties. The reclassification of the Systems Engineer position would allow the County to have two systems engineers and two senior systems engineers on staff. Commissioner Christine Husom asked if this change would allow for additional cross-training and promotional opportunities for staff members. IT Director Fomby stated that it his intentions to create more internal promotional opportunities for his staff members to advance.
RECOMMENDATION: Approve the Reclassification of the Technical Project Leader to a Systems Engineer.
Technology Committee (9-23-20)
Vetsch summarized the minutes (below). In discussion of the minutes, Daleiden pointed out that Parks & Recreation’s new reservation system has received a request from the Financial Division of the Auditor/Treasurer’s Office to attempt to consolidate the credit card processing into the existing county system, adding that there are several unique processing systems in the county that will likely make bringing all of them into one countywide system difficult.
Vetsch moved to accept the 9-23-20 Technology Committee minutes. The motion was seconded by Daleiden and carried unanimously.
I.Project Updates
Matthew Fomby, IT Director, reviewed the Office 365 (O365) activities. As O365 continues to be expanded upon,Fomby will be pulling the O365 Governance Committee together to review plans. IT BA, Andrea Benedict, reviewedthe SharePoint Upgrade project. The project was delayed when the transition to the updated platform discovered dataand search inconsistencies. Benedict noted that Procise Solutions will be assisting with the migration to the newplatform, the project will move forward this Monday with the goal of completion in eight weeks. Communication willcontinue to be provided to Departments and Staff. Benedict noted that the iSeries project which allows for a hostedbackup of crucial data, will be transitioned to the vendor on October 10-11. There has been a large amount of testingthis summer and continues to happen to ensure the rollover is successful. Benedict also touched on the CAMA projectstating that it is set for 2021 Q1 implementation. The Assessor’s office has continued to be highly engaged in thereview of business processes, functionality, and testing of the new CAMA system.
Mark Kellogg, IT Manager, discussed building updates. The Tactical Training Facility (TTF) is near completion with the Emergency Response Center undergoing testing and walk-throughs. Todd Hoffman, Sheriff’s Office, updated that Seth Hanson, Sheriff’s, will be moving items out of the current Emergency Operations Center in the coming weeks. Kellogg added that the fiber connection was complete to the TTF.A tower switch is on backorder, but other than that it is close to being done.
Kellogg moved to discussion on the Justice Center (JC). He is working with Alan Wilczek, Administration, to finalize staff moves to the new JC. Final work is happening with the vendor on the HVAC system. Commissioner Mark Daleiden asked about the new technology being installed by Tierney. Frank Petitta, IT, noted that the vendor was waiting to install the interactive display monitors, cameras, and other tech till more construction was completed, as at the present the rooms are rather dusty due to finishing work. Commissioner Vetsch questioned how the support responsibilities are being split up with the State. Petitta replied that the State and the County are splitting the responsibilities. With the Tier 1 support being provided by both, Tier 2 & 3 Petitta is being trained on and will provide the support. There are a few other areas in the JC that technology support needs to be worked out as well in order to allow County IT access. Commissioner Vetsch was glad to hear that those decisions are being ironed out. The Administration Event Scheduler was discussed by IT BA, Kevin Kaszynski. Kaszynski noted that there is a desire to have an Enterprise Solution for the County. Presently, Acuity is being utilized by several departments for scheduling, however it is noted that a more robust system is desired. Kaszynski is reviewing Court Services CSTS options. Recorder’s Office has requested to discuss again after the Elections in November, as its capacity will be greater at that time. HHS will be reviewed next week with Jim O’Dell HHS. The Health & Human Services (HHS) Contact Management Center, previously referred to as Call Center, discussion began with IT BA Kevin Kaszynski highlighting that a Statement of Work (SOW) is being developed for the vendor Avtex. The licensing specifics have been narrowed down by HHS with Kaszynski’s next steps being development of the Project Charter. Commissioner Daleiden requested clarification on what the Contact Center will do for HHS. O’Dell provided that the application will provide necessary call routing, reporting, and customer interaction management. O’Dell noted it will be immediately useful for remote workers. The current Contact Center does not provide the needs of the department. Commissioner Daleiden questioned the cost of the Contact Center, Jami Goodrum-Schwartz, HHS Director, replied that the initial cost was upwards of $400,000 annually, but they were able to narrow down requirements to lower the total. Per user license cost is $140, the application will focus on select teams within HHS at first, with plans to introduce more in the future. Funding was further discussed with HHS stating that there will be an annual application cost of $216,000 as well as annual support of $60,000, for an annual total of $276,000. This reoccurring cost will be finalized in the SOW, which will be presented to the County Board when ready. Christine Partlow, HHS, stated that CIP and CARES Act funding will be used to cover the first year. Susan Vergin, Administration, stated this project has $150,000 in CIP funding, the rest of the first-year funds will need to be covered by CARES Act funding. Heather Lemieux, Auditor Treasurer, reinforced that CARES Act funding can only be used if the application is invoiced and paid for by December 21, 2020. Goodrum-Schwartz added that continuing annual costs can be offset with State and Federal reimbursable programs. The Enterprise Resource Planning Project (ERP) was briefly reviewed by Lee Kelly, County Administrator. Kelly noted that the team reviewed the Maverick Training and how best to utilize it. Scott Weiland continues to evaluate process and configuration agreements and steps with Ciber. Kelly updated that the Ciber Project Manager, Horace, is leaving Ciber with Heather Beck being the replacement. The ERP project continues to move forward.
RECOMMENDATION: Informational Only, HHS Contact Management Center SOW will be presented at an upcoming Board Meeting.
II.New Project Requests
Rebecca Murphy, IT, brought up one new project request of the Parks Department Reservation System. Marc Mattice,Parks Director, stated that the current reservation program is end of life with the department needing to find a newsolution. He also stated that they have been looking for something with additional reservation capabilities. Theyfound a Cloud based solution that they would like to implement between October to end of December of this year,with a goal of go live of the January 1, 2020 to meet the new reservations for the new year. The Campground Fundwill be used for initial setup and ongoing maintenance is covered in the Parks Operating Budget. Mattice stated thatthe licensing fees are less than the current product, they should also see cost savings with improved mobile functions.The credit card integration was discussed by the committee, with Ryan Kotila, Auditor Treasurer, reminding the teamof the County goal of having a single credit card processor. The vendor for the reservation system will not use themain processor, an integration would need to happen, which was estimated to be a cost of $6,000. Benedict noted that an integration is doable but will delay the implementation of the application. Mattice added that any delay would mean this project is pushed into 2022. Commissioner Daleiden stated that presently there are departments using other processors. That they would like to see this needed application implemented now with the processor that the vendor has available (which is actually the same one as the current reservation platform). An integration with the main County Credit Card Processor will be implemented at a later date with costs reviewed and planned for.
RECOMMENDATION: Approve the purchase and implementation of the Parks Reservation System utilizing the vendor’s credit card processor.
III.OnBase Enterprise Agreement
ConnieMae Cooper, IT BA, presented the IT Department’s plan to move to an OnBase Enterprise Agreementlicensing format. This would allow current OnBase licensing to be available countywide allowing everyone to utilizethe full capabilities, not just a select few. This is similar to how O365 allows Office products to be available toeveryone. OnBase is the County’s main document management system. Cooper stated that the SOW is designed with560 subscription license seats which allows accommodation of the majority of County staff that currently, and in thefuture, need OnBase applications. The current three-year project roadmap for Document Management shows thatadditional module and licensing purchases would have come in at a total cost of $419,000, under the new agreementthe cost comes in at $398,000, these are the three-year total costs. Cost savings are seen due to additional modulesand licenses already being part of the Enterprise Agreement. Commissioner Daleiden questioned if this would get ridof any applications, Cooper replied that, yes, it gives opportunities for that. Other Departments stated that this type oflicensing would be very favorable to them. Greg Pickard, Veterans Services Director, stated that he would look intoleveraging OnBase more for Veteran’s document management. County Recorder, Tanya West, stated her team iscurrently sharing licenses and workstations and that the per-license cost is $950, the move to the new licensing wouldimmediately allow her team to be more efficient and productive. O’Dell added that this licensing would also befavorable to HHS’s situation with OnBase. He noted that Image Forms may replace Compass Forms for HHS.Cooper concluded the discussion stating that the Enterprise licensing allows the entire OnBase toolkit to be utilizedby all license holders, instead of a select few. The SOW will be provided to the Board at the Tuesday, Sept 29 Boardmeeting. Funding is in the IT Operational Budget.
RECOMMENDATION: Approve OnBase Enterprise Agreement, SOW for Signatures provided to Tuesday, Sept. 29 Board Meeting.
IV.Project Portfolio Scoring
Murphy touched on the updated scoring of incoming IT projects. Fomby stated that the updated scoring tightens upthe process, provides more logic-based analysis ensuring it meets certain criteria. Murphy will reach out toDepartments to review the changes. Commissioner Daleiden asked if they will continue to see project values andprogress, Murphy assured him this would remain visible and communicated. Commissioner Vetsch questioned if thecounty priority would remain the same. Murphy replied that the Score is only one variable in determining thePriority, that the Priority is still a decision determined by the Committee.
RECOMMENDATION: Informational Only. Murphy will reach out to Departments to review changes.
ADVISORY COMMITTEE/ADVISORY BOARD UPDATES
1.Silver Creek Township Meeting. Vetsch and Information Technology Director Matthew Fomby attended a meeting of the Silver Creek Township Board to obtain a letter of support from the town board for a proposal by Midco to complete a $1.4 million project almost completely in Silver Creek Township, but with small portions of Monticello Township and Maple Lake Township also being included. Daleiden said that even small inclusion in the Midco project should help the other two townships in their attempts to expand broadband coverage in rural areas of the county.
2.Central Mississippi River Regional Planning Partnership. Vetsch updated the board that the second round of community engagement is expected to begin in the next couple of weeks. Vetsch said he would update the board when that officially begins.
3.The Turn. Husom informed the board that The Turn, a county program formerly known as Adult Drug Court, graduated five participants. Husom stated that September is National Recovery Month and that The Turn celebrates recovery for those who have struggled with addiction. A ceremony was conducted Thursday, Sept. 24 and she congratulated those who successfully completed the intense program requirements.
4.Health & Safety Committee. Husom and Wright County Administrator Lee Kelly attended. Husom said the committee reviewed incident/accident reports and conducted some safety inspections. The committee will be working on safety inspections at the new Justice Center. She said there was a fairly long discussion on the proper way to wear masks/face coverings.
5.City of Buffalo Long-Range Planning. Husom attended the last meeting of the stakeholders for the long-range planning for the City of Buffalo. The data collected during the meetings will be compiled for use in the development of the downtown area in the city. Potter added that the long-range planning in the city will also include transportation implications.
6.Virtual Washington Fly-In. Potter attended the meeting as a member of the Minnesota Transportation Alliance. The fly-in to Washington D.C. is an opportunity to meet with Congressional leaders and is typically held in June but was postponed and conducted virtually last week. A representative from the City of Monticello was asked to be part of the meeting to assist the Central Mississippi River Regional Planning Partnership in familiarizing CMRP with how federal bridge funding is done. Potter also discussed Heartland Express, a transit system in Chisago and Isanti counties. Potter has attempted to facilitate meetings with Heartland, but its system is in a state of confusion. Vetsch asked whether or not Heartland has a vision for its future and how would that coincide with what Wright County is doing with Trailblazer Transit. Potter said he doesn’t believe Heartland knows what it wants, saying they want everything, but aren’t willing to pay for it. Potter added that, if MnDOT wants all the counties to get together, there needs to be a sit-down meeting between the counties.
7.Minnesota Department of Transportation Variance Committee. Potter attended and said he enjoys being a part of the committee and has been honored to be asked to be a representative on it. He said that some projects request to deviate from standard codes for road design because of unique circumstances and need to come before the committee to seek approval for variances.
8.Association of Minnesota Counties/Health & Human Services Policy Committee. Daleiden participated in the first two of three days of the conference held Sept. 14, 17 and 18. The committee developed four priorities: 1) Support continuing HHS waivers that demonstrate efficiency and service delivery that were enacted during COVID-19; 2) Support adequate and flexible funding for Public Health, including vaccine distribution and community outreach/education; 3) Support partnering with legislators and state agencies to identify budget solutions that incorporate counties’ highest priorities and most effective delivery methods to protect Public Health and Human Services; 4) Support a county voice in Legislative deliberations on system redesign in key areas of Health & Human Services to address racial disparities including a role for county-based purchasing and broadening support of housing and services for people with disabilities. The AMC Annual Meeting will be all- virtual and will be conducted Monday, Dec. 7.
9.First Steps Central Minnesota. Daleiden attended. First Steps is a cooperative agreement between Benton, Sherburne, Stearns and Wright counties that deal with evidence-based home visiting models to provide services for children and families in need of assistance. The program is based on referrals and two of the biggest referral agencies are Wright County Community Action’s WIC program and CentraCare. Both refer their clients to First Steps.
10.Administrator Updates
A.Kelly said he is looking for dates for the county board to meet with State Legislators. He is t targeting the week of Nov. 16. Potter, Vetsch and Husom all had conflicts on Thursday Nov. 19. He will target either Monday, Nov. 16, or Wednesday Nov. 18. Kelly wants to propose two different dates to help maximize legislator attendance.
B.Provided an update on CARES Act grant applications through the Wright County Economic Development Partnership. As of Monday, Sept. 28, 120 businesses and 19 non-profits have submitted applications. Vetsch asked that, with the number of applications, if the county board should conduct a Committee of the Whole meeting. The application period closes on Oct. 8, so a Committee of the Whole meeting could be scheduled at that time. Vetsch moved to set a Committee of the Whole meeting for 10:30 a.m. Wednesday, Oct. 7 to review CARES Act small business and non-profit grant requests. The motion was seconded by Potter and carried 5-0.
The meeting adjourned at 9:50 a.m.
County Board Minutes submitted by John Holler, Communications Specialist
Published in the Herald Journal, Oct. 23, 2020.
WARRANTS FOR PUBLICATIONWarrants Approved On 9/17/2020 For Payment 9/17/2020
ADVANTAGE POLICE SUPPLY INC 3,668.00
ARAMARK SERVICES INC 15,913.38
AT&T MOBILITY 5,409.72
BUFFALO/CITY OF 3,583.87
CENTURYLINK 2,383.72
HEALTH PARTNERS 793,400.91
HEALTH PARTNERS - DENTAL 23,282.25
INTOXIMETERS INC 2,875.00
KEEFE GROUP ACCESS CATALOG CO 3,200.00
MADDEN GALANTER HANSEN LLP 7,591.92
MEND CORRECTIONAL CARE PLLC 40,822.17
MINNESOTA PAVING & MATERIALS 48,786.77
OMNICARE INC 6,207.31
OTSEGO/CITY OF 2,862.17
SCHOOL DIST NO 881 124,080.00
SCHOOL DISTRICT NO 742 19,446.00
TENVOORDE FORD 191,607.36
TW VENDING INC 9,585.75
39 Payments less than 2000 22,043.65
Final Total: 1,326,749.95
Warrants Approved For Payment 9/18/2020
US BANK VOYAGER FLEET SYSTEMS 15,168.16
Final Total: 15,168.16
Warrants Approved On 9/18/2020 For Payment 9/18/2020
US BANK-PROCUREMENT CARDS 78,545.64
Final Total: 78,545.64
Warrants Approved On 9/18/2020For Payment 9/18/2020
AAA STRIPING SERVICE INC 5,073.80
COMMISSIONER OF TRANSPORTATION 7,793.88
COMPASS MINERALS AMERICA INC 298,674.90
DELL MARKETING LP 15,287.76
DHS- SWIFT 18,139.00
I & S GROUP INC 2,282.25
MATHIOWETZ CONSTRUCTION 1,525,043.99
MONTICELLO/CITY OF 15,000.00
PARK CONSTRUCTION COMPANY 749,926.29
SAUDER MANUFACTURING CO. 147,026.79
SRF CONSULTING GROUP INC 3,365.36
13 Payments less than 2000 6,157.07
Final Total: 2,793,771.09
Warrants Approved On 9/22/2020 For Payment 9/22/2020
AGC NETWORKS INC 27,028.01
ALL STATE COMMUNICATIONS INC 2,450.00
AMERICAN TOWER CORPORATION 7,621.04
COMM OF MMB, TREAS DIV 45,541.50
DATABANK IMX LLC 3,300.00
KONE INC 8,566.56
MOTOROLA SOLUTIONS INC 36,284.80
NORTHLAND BUSINESS SYSTEMS INC 13,505.50
OFFICE OF MN IT SERVICES 3,000.00
ON-DEMAND SERVICES GROUP INC 27,090.00
PETERSON COMPANIES INC 303,002.88
POWERPHONE INC 7,529.00
SHI INTERNATIONAL CORP 12,904.80
STREICHERS 3,488.81
TACTICAL ADVANTAGE LLC 2,097.99
WATCHGUARD INC 59,188.00
WRIGHT HENNEPIN ELECTRIC 5,001.50
50 Payments less than 2000 25,516.29
Final Total: 593,116.68
Published in the Herald Journal, Oct. 23, 2020.