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Wright County Board Minutes

JUNE 18, 2002

The Wright County Board met in regular session at 9:00 A.M. with Eichelberg, Sawatzke, Jude, and Russek present. Mattson was absent.

The following correction was made to the minutes of 6-11-02: Page 2, under Review Construction Schedule and Budget for 2002, 3rd sentence, change to "At today's meeting, Fingalson said the budget reflects a deficit of $4.6 million at the end of 2004"; Sentence 4 was deleted. Eichelberg moved to approve the minutes as corrected, seconded by Jude, carried 4-0.

Petitions were accepted to the Agenda as follows: Consent Agenda Item A4, "Claim, Russell's Lock & Key, $29,973.51" (Hiivala). Consent Agenda Item C1, "ATTORNEY, Authorize Signatures On Two Quit Claim Deeds Involving Property In City Of Albertville" was removed from the Agenda (Asleson). Jude moved to approve the Agenda as amended, seconded by Sawatzke, carried unanimously.

On a motion by Eichelberg, second by Jude, all voted to approve the Consent Agenda with the addition of Item A4 and removal of Item C1:

A. ADMINISTRATION

1. Performance Appraisals: B. Petersen, Admin.; S. Schwan, Attorney; G. Gooler, Aud./Treas.; S. Kuhn, Ct. Admin.; A. Riebel, Parks; T. Hoffman, Sheriff.

2. Acknowledge Retirement, Roger Johnson, Custodian, Eff. 6-28-02 & Authorize Replacement.

3. Claim, Frank Madden, $5,356.72.

4. Claim, Russell's Lock & Key, $29,973.51.

B. ASSESSOR

1. Accept Resignation, Lori A. Thingvold, Property Appraiser, Eff. 6-28-02 & Authorize Replacement.

D. INFORMATION TECHNOLOGY

1. Refer To Technology Committee: 1) City Watch System, Sheriff Dept.

E. SHERIFF

1. Refer Discussion Of The Hire Of An Additional Half-Time Bailiff To Personnel Committee.

2. Acknowledge Appointment, Julie Eaton, Deputy Sheriff, Eff. 6-17-02 (Grade 5).

3. Acknowledge Appointment, Joleen Hartman, Deputy Sheriff, Eff. 6-17-02 (Grade 5).

Bob Hiivala, Chief Deputy Auditor/Treasurer, requested authorization to proceed with the refunding bond issue for both the 1992B and 1993A series bonds. Evenson and Dodge had recommended refunding both last year with premiums. The 1993A bonds can be called on 12-1-02 with a par balance of $6,515,000.00. The 1992B bonds can be called on 2-1-03 with a par balance of $3,110,000.00. The County will save $1,851.13 in issuance costs by issuing both refunding bonds together. Issuing the refunding bonds will help the County realize a present value gain of about $680,582 which would be recognized by an annual reduction of the debt service for the life of the refunding bonds and would mature in the year 2010. Sawatzke moved to authorize the Auditor/Treasurer to proceed with refunding of the two bond issues, seconded by Jude, carried 4-0.

The May Revenue/Expenditure Report was reviewed. The Board noted that the revenues and expenditures in Court Administration are down 4% for the year. Russek said the Board will need to keep this in mind during the upcoming budget sessions. Jude moved to acknowledge receipt of the report, seconded by Eichelberg, carried 4-0.

The claims listing was reviewed. Sawatzke referenced page 7, Lani Bresin, $173.74, for tire reimbursement out of professional services. It was the consensus that Hiivala will check to make sure that this is coded to the appropriate line item before it is paid. On a motion by Sawatzke, second by Eichelberg, all voted to approve the claims as listed in the abstract, subject to audit.

A Building Committee Meeting was held on 6-12-02. A summary of the minutes and action at today's meeting follows:

Short-Term Remodeling Project. At the Leadership Team Retreat, discussion involved the Building Committee addressing space issues. A Long Range Planning Committee was subsequently formed to deal with long range space needs. The Architect's Proposal from 8-20-01 was reviewed: 1) Relocate Juvenile Hold Facility; 2) VS/CD move next to EOC; 3) Relocate Extension and add a Conference Room to the remainder of the vacated Court Services area; 4) Relocate Law Library to part of current Extension Office with MIS expanding into the remaining space; 5) Remodel License Bureau and Planning & Zoning by creating counters to the hallway; 6) Place a moveable wall in C117 and C118; 7) Use vacated VS/CD area for expansion for Auditor/Treasurer. Costs are as follows: Estimated Construction Cost $450,000; 10% Contingency $45,000; Architectural Services $50,000; Total $545,000. Cost estimate does not include potential associated costs such as: Owner's representative, permits, voice/data wiring, signs, furniture, window blinds, file storage, energy conservation, etc. If the interior walls of the Assessor's Office were removed, an additional 3-4 workstations could be configured at a cost of several thousand dollars. At a minimum, VS/CD needs to relocate, a new mail room is required, and a decision needs to be made on the location of the Law Library. A short term bonding issue was discussed. Norman suggested that other space and equipment needs be reviewed for possible inclusion with bonding. There is approximately $1 million in excess bond proceeds available to bridge a bond issue. The funds can only be allocated to debt service payments. At the Long Range Planning Meeting, the offices of Court Services and Attorneys informed the Committee that they have already almost filled the 4th floor. Norman raised the point that with the growth of 10-20 employees per year, the County needs to address where they will be located. A revised Capital Improvement Plan would need to be submitted to the Department of Revenue for any bond issue. The County moved from an A3 to an A2 bond rating which saves five basis points per issue. The Law Library has a significant fund balance which could be considered a capital improvement balance and used for their portion of the remodeling. Hiivala said a $5 million bond issue at today's rates is about $320,000 per year in principal and interest payments. Discussion followed on refinancing of current bonds. Hiivala said the Auditor has requested this be placed on the next County Board Agenda for consideration. Based on today's rates, if the bonds were called as soon as they could be and the surplus dollars in the debt service fund were used, there is the potential to issue $2.5 million this year and not realize an increase in the debt service levy. Springsted is researching the financial impact of calling both bonds at the same time versus individually. Air quality complaints in the Annex Building were discussed. Air samples will be taken to determine if mold spores are present. The Court Administration vault will also be checked. The camera system is operational. The Sheriff and Courts area was contacted for input on metal detectors. A consensus will need to be reached on how the detector will be used before it is purchased (i.e., daily or periodically). The unit will be portable. Norman felt that the County needs to be addressing the needs to 2010. If the land north of the Public Works site is being considered for a new Jail and Sheriff facility, the site should be prepared and the gravel mined. Norman said the City has indicated there is enough water/sewer capacity to handle 500 individuals. Committee Recommendation: 1) Hire an architect to work on short-term space needs. The choice of architects could be reviewed; 2) Through that process, work with the architect to upgrade the Capital Improvement Plan for a bond issue. That would produce a listing of items which may be added to the Architect's Proposal from 8-20-01 (reviewed earlier in the meeting).

Work Stations, Auditor/Treasurer Department. A request has been presented for modular furniture for two work stations at an estimated cost of $5,292.62. Recommendation: Approve request with funding out of Site Improvements.

At today's meeting, Jude moved to approve the minutes, seconded by Eichelberg, carried 4-0. Jude moved to authorize Norman to negotiate a fee with Buetow & Associates on short term remodeling needs and to bring a recommendation back to the Board, seconded by Eichelberg, carried 4-0.

On a motion by Sawatzke, second by Jude, all voted to approve the 6-12-02 Negotiation Committee Minutes as presented:

HAY Job Description Evaluation Results. The Committee discussed the points for the Civilian Bailiff position. Recommendation: Authorize Norman to write to the Business Agent outlining the proposal from the Committee.

A Personnel Committee Meeting was held on 6-12-02. A summary of the minutes and action at today's meeting follows:

Photo ID Badge/Door Key Card Policy. The Committee reviewed the draft policy and made the following changes: 1) Page 1, Use, 1st paragraph should read, "The Card shall be visibly worn by all employees while on County property and/or conducting County business. Uniformed employees will not be required to display their cards."; 2) Page 1, Use, Delete 2nd paragraph. Replace with "Employees who report to work without their cards will be issued a temporary card by their department head." Each department will be issued temporary cards to be used when an employee forgets theirs at home. Each department will determine the number of temporary cards required and they will be paid for by the respective departments. The temporary cards will be for the purpose of identification only and will not be given door key card access. If an employee shows up two subsequent days without their card, the Administration Office should be contacted to deactivate the card. If an employee locates their lost card after a new one has been issued, it should be returned to the Administration Office to hold for future use. Swing indicated that he will be able to design a card specific to those departments who require more detailed information for identification purposes to access institutions (i.e., Court Services). Recommendation: Approve changes as recommended. Schedule a Committee meeting in several months to review this issue.

Increase Sheriff Contract Hours, City Of Otsego. Sheriff Miller presented a breakdown of contract increases for 2002 (attached). The City of Otsego is requesting to add an additional 8 hours/day at a cost of $51,102 for the remainder of 2002. For 2003, the additional 8 hours will reflect a revenue increase of $127,020. Implementation would be August, 2002. The request is to hire two deputies by August at a cost of $31,689 for 5 months. The request also includes $25,000 for a squad car and $15,000 for equipment. Total expenditures would be $71,689. Recommendation: Approve request. Upon Board approval, a contract addendum will be sent to Otsego. The 2002 budget figures will not be adjusted but it is recognized that line items specific to this request may be over budget.

At today's meeting, Sawatzke moved to approve the minutes. The Photo ID Badge/Door Key Card Policy will be effective on 8-1-02. The motion was seconded by Jude and carried 4-0.

A Technology Committee Meeting was held on 6-12-02. Eichelberg moved to approve the minutes, seconded by Jude, carried 4-0. A summary of the minutes follows:

PURCHASE IBM 820 E-SERIES 820. Swing recommends that the AS400 be replaced with the IBM 820 E-Series 820 computer at this time due to (1) an IBM promotion that is scheduled to expire July 1 of this year, (2) performance degradation on the current AS400, and (3) reduced cost of software subscription & hardware maintenance. Furthermore, a new processor would enable the Auditor/Treasurer Department to proceed with the desired Property Tax "Recap" project which can not be implemented on the existing AS400. Cost Savings by acquiring June, 2002 instead of January, 2003 would total $13,472. Total cost after rebate is $38,071. Recommendation: Approve purchase to be funded out of Site Improvements and the Recorder's Equipment Fund.

REVIEW QUICKPAD KEYBOARD PURCHASE. Conclusions/comments from Assessment done by IT Department:

· The quickpad device is easily installed and easy to use.

· If a worker requires one of the following three devices, they should not have more than one:

- laptop ($1,800) Multifunctional but expensive

- palmpilot ($350) Not as convenient & easy as quickpad but can also be used to sync w/email

- quickpad ($200)

· The Quickpad is a new device which needs to be inventoried and maintained. The IT Dept will be called upon to fix or replace the device. Replacement would be the likely mode of repair given their low cost. Cost of replacement would likely be billed directly to Human Services (instead of be included as a charge-out maintenance item).

Committee Recommendation: As the IT Department endorses use of the Quick Pad, the Committee recommends proceeding as needed.

SATELLITE UPDATE. It was determined that the existing satellite installation is in need of a major overhaul to fix ongoing problems. Heaviest demand for the satellite is coming from the Human Services agency. The following quotes were obtained from National Satellite Antenna Systems: Option 1: New Installation in the Human Services Center including roof mounted dish $8,395 to be funded from Human Services grant funds; 2) Option 2, Overhaul existing satellite installation $5,510. Swing's Recommendation is Option 1 for the following reasons: 1) Demand for satellite is greatest in Human Services; 2) No additional levy dollars; 3) Existing installation continues to function well most of the time. Human Services installation may serve as backup on windy days (when existing installation has problems); 4) Human Services Building is preferred environment - less wind due to lower roof & away from lake. Committee Recommendation: Approve Option 1 for install this year at the Human Services Center to be funded through Human Services grant funds.

CENTERLINE MAINTENANCE AGREEMENT WITH THE LAWRENCE GROUP. Discussion only. No action item. A "Professional Services Agreement between Wright County and The Lawrence Group" was executed August, 1998, that allowed for the provision of data at no cost to the Lawrence Group based upon the fair exchange of value in the development of the County's road centerline. It was thought that another agreement would now be required to allow for the ongoing maintenance of the road centerline. Instead, the standard "Agreement for Release of Wright County Digital Data to Consultants under Contract with Government Units" (attached) will be used with the Metropolitan Council to sign as the Government Unit; The Lawrence Group to sign as the Consultant to the Metropolitan Council.

BUDGET 2003. Major initiatives: Web Development, Record Management Project - New Hire (IT Department), Document Imaging Upgrade, GIS Project - New Hire (Surveyor Department), Remote Access, Data/Voice Wire Projects, Department moves in conjunction with construction project(s), Upgrade to local digital phone service, RFP for long distance and local service carrier, Infrastructure - help desk system, servers, switches, network mgt, etc.; Support of State Initiatives ie Crimnet, E911- 700 vs 800 MHz, Homeland Security, MetroGIS, SOS, etc.; Cellular phone standard.

The Committee consensus was that budget requests should be presented to the Budget Committee and will be reviewed in relation to all other requests. The IT and Surveyor Departments will present a request for a new hire, GIS Specialist, in the Surveyor's Office for 2003.

On a motion by Eichelberg, second by Sawatzke, all voted to authorize attendance at the AMC Leadership Summit, "The Basic Principles of Policy Governance," on August 14-16, 2002.

Jude moved to acknowledge correspondence received from the City of Rockford requesting the Board's review of the part-time Civil Defense position. The request is to make this a full-time position in order to better assist cities. The request will be referred to the Budget Committee Of The Whole. The motion was seconded by Sawatzke and carried 4-0.

Russek provided an update on the Washington Fly In that he attended with Wayne Fingalson, Highway Engineer. He said it was an extremely busy two days meeting with State Legislators. Russek felt the Fly In was important to attend to seek funding for projects. This was provided as an informational item.

Bills Approved

Abrahamson, Brian 276.76

Allina Hospitals & Clinic 300.00

AMI Imaging Systems, Inc. 191.30

ANCOM Communications, Inc. 9246.00

Bear Graphics, Inc. 331.43

Benton County Treasurer 1955.00

Bresin, Lani 173.74

Buff'N'Glo, Inc. 317.70

Buffalo Drug 921.51

Buffalo Hospital 7250.00

Buffalo Hospital-OTPT Commerci 129.50

Bull HN Information Systems 1917.00

Careertrack 297.00

Collins Brothers Towing 114.48

Danielson, Ross 150.00

Diers, Carter 354.62

Edens Group 500.00

EPA Audio Visual, Inc. 242.00

Facility Systems, Inc. 2343.32

Finken's Water Centers 443.57

G&K Services 1531.12

Gateway Companies, Inc. 5138.38

GCI Systems 253.47

GCS Service, Inc. 723.61

Glock, Inc. 472.86

Grafix Shoppe 406.66

Greenview, Inc. 7299.87

Hiivala, Robert 358.05

Hillyard Floor Care Supply 816.79

Leo Hoffmann Center, Inc. 7187.00

Jude, Kenneth 343.06

LaPlant Demo, Inc. 399.00

Loberg Electric 518.60

Loffler Business Systems, Inc. 237.70

Marco Business Products 1210.25

Martin-McAllisters Consulting 1050.00

Masys Corporation 2628.87

McCalla, Denise 313.13

Meeker County Sheriff 18,800.00

Midland Corporate Benefits SVC 754.00

MinnComm Paging 576.15

Minnesota CLE 200.00

MN Counties Computer Co-op 3215.02

MN Highway Safety and Research 392.00

MN Transportation Alliance 1030.00

Monticello Auto Body, Inc. 176.17

Murphy, Peggy 495.00

Office Depot 1233.08

Pats 66 168.00

Pawelk, Lori 383.95

Power-Phone, Inc. 378.00

Precision Prints of Wright Co. 536.76

Qwest 6129.86

Record Preservation, Inc. 368.18

Rimpy, Roger 200.00

Romtec, Inc. 321.28

Russells Lock & Key 29,973.51

Sherburne County Sheriff 675.00

Sherwin Williams 253.17

Software House International In 955.31

St. Cloud Fire Equipment, Inc. 149.00

St. Cloud Stamp & Sign 210.25

St. Cloud Times 289.98

Star Tribune 638.60

State of Minnesota ITD 291.51

Tab Products Co. 911.08

Tessman Seed Co., Inc. 449.52

Total Printing 1367.62

University of Minnesota 340.00

Verizon Wireless 1871.94

Washington Cty Treasurer 154.40

West Group Payment Center 2328.36

Wright Cty Court Administrator 1080.00

Wright-Hennepin Electric 944.53

32 payments less than $100 1334.99

The meeting adjourned at 9:43 A.M.


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