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Wright County Board Minutes

NOVEMBER 19, 2002

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

The following correction was made to the minutes of 11-12-02: Page 1, 3rd to last paragraph, last sentence, remove "and the City of Clearwater" (Jude). Mattson moved to approve the minutes as corrected, seconded by Eichelberg, carried 4-0 with Jude abstaining as he was not present at the last meeting.

Petitions were accepted to the Agenda as follows: Item For Consid. #5, "Terminate Agreement With Sherburne County RE: River Rider" (Asleson). Jude moved to approve the Agenda as amended, seconded by Sawatzke, carried 5-0.

Richard Norman, County Coordinator, suggested that Item C2, "Approve & Sign Agreement For Prosecution Services With the City Of Annandale" be removed from the Consent Agenda and discussed with Item For Consid. #1, "Personnel Committee Minutes." On a motion by Eichelberg, second by Sawatzke, all voted to approve the remainder of the Consent Agenda:

A. ADMINISTRATION

1. Performance Appraisals: R. Demarais, Assr.; D. Wines, Bldg. Maint.; J. Martinson, Hwy.; C. Davis, C. Schulz, P&Z.

2. Authorize Karla Heeter To Attend AMC Annual Conference.

3. Authorize Karla Heeter To Attend New Commissioner School.

4. Refer Annual Jail Inspection Report To The Personnel Committee.

5. Claim, Frank Madden, $1,364.60.

6. O/T Report, Period Ending 10-25-02.

7. Refer To Personnel Committee Reappointment & Performance Evaluation Of Jay Wittstock, Surveyor, & Genell Reese, VS/CD Director.

B. ASSESSOR

1. Approve A Personal Leave Of Absence For Sandra Dickerman From 11-20-02 To 2-20-03.

C. ATTORNEY

1. Authorize Non-Union Employees To Donate Vacation Time To Employee On Medical Leave.

3. Authorize Signatures On Two Corrective Quit Claim Deeds Involving Property In The City Of Albertville.

D. COURT ADMINISTRATION

1. Recognize Termination Of Tanya Johnson, Court Attendant, Eff. 11-8-02 & Authorize Replacement.

2. Approve Hire, Traci Warner, Court Attendant, Eff. 11-20-02 (Class B, Step 3).

Doug Gruber, Auditor/Treasurer, presented for approval the plat, "ROCKFORD RANCH," (Rockford Twp.). Tom Salkowski, Planning & Zoning Administrator, explained that the developer does not currently own the property but will purchase it after the plat is filed. The current owner is keeping several lots and the developer is purchasing the remaining lots. In order to close on the sale, a plat is needed to sell the lots. The bank wants to know that the County Board has approved the plat before closing, which is scheduled for tomorrow. A letter has been received from the bank indicating they will provide a letter of credit at closing. The plat would then be recorded. Salkowski recalled one other similar situation and said staff is in agreement that this should not be done in the future. Tom Zins, Assistant County Attorney, suggested the motion for approval be contingent upon receiving a letter of credit and that the plat will not be recorded until it is received. Gruber stated the Auditor's signature is required and that he would not sign until the Attorney's Office has approved that all is in order. Jude moved to approve the plat, "ROCKFORD RANCH," as submitted by Glenn M. Vogel and Jennifer H. Vogel, f/k/a Jennifer Holly Anderson, husband and wife, fee owners and Cendent Mortgage Corporation dba. Burnet Home Loans, mortgagee, of property described in part as: The S1/2 of SE1/4 of Sec. 18, Twp. 119, Rage 24; with all outstanding taxes including green acre liability, if any, having been paid; the park dedication fee has been paid (Rec. #91690); a road letter of credit for $390,000 is to be placed on file with the Auditor/Treasurer prior to recording; and Tom Zins, Assistant County Attorney, will review the title opinion and road escrow agreement prior to allowing the plat to be recorded. The motion includes authorizing signatures on the plat with the understanding that the Auditor will not sign until the appropriate paperwork is received and authorized by the County Attorney, seconded by Mattson. Mattson questioned the setting of precedence. Sawatzke said that the precedence would be that staff agreed not to do this in the future. Russek said the Planning Commission can also make sure that everything is up to date before it is recorded. The motion carried 5-0.

On a motion by Mattson, second by Sawatzke, all voted to approve the claims as listed in the abstract, subject to audit.

Bill Swing, Information Technology, said the Technology Committee endorsed a record management project for the Sheriff Department for 50,000+ adult criminal files in accordance with established record retention rules and procedures. Swing requested approval of a contract with SourceCorp, Inc. and for $20,000 in funding for Phase II. Phase I ($5,000) is being funded from the Sheriff's 2003 budget. Norman suggested that the termination language on page 2 be eliminated and replaced with language that allows termination of the contract upon a 30-day written notice by either party. Eichelberg moved to approve the Agreement with SourceCorp, Inc. contingent on changing the termination language and that the language change is approved by the Attorney's Office and County Coordinator. Funding will be from Budget 820, Professional Services. The motion was seconded by Jude and carried unanimously. Norman said that departments who will be moved as part of the upcoming remodel should remove/destroy unneeded records prior to the move, similar to what was done with the 4th Floor Departments.

Tom Hovde, U of M Extension Service, requested approval for the replacement of five computers in the Extension Office and the upgrade of all Extension Office computer software. The current software is obsolete and the five computers are incapable of being upgraded to new software. Bill Swing has recommended replacement. Due to the reorganization of the Extension Office, Wright County will realize a $3,250 savings in the Educator salary and will be reimbursed $4,702.88 for the 4-H Coordinator salary in 2002. The $7,952.88 savings would be available in the Extension's current 2002 budget to purchase the five new computers and necessary software upgrade for all of the Extension computers. The estimated cost for new computers is approximately $1,100 each (plus shipping/tax). The expenditures will reflect as an expense under the appropriate line item in the Extension budget and the savings will be reflected in the printout. Sawatzke moved to approve the recommendation of the Extension Committee to purchase the new computers and software, seconded by Mattson, carried 5-0.

A Personnel Committee meeting was held on 11-13-02. On a motion by Jude, second by Mattson, all voted to approve the minutes and Consent Agenda Item C2, "Approve & Sign Agreement For Prosecution Services With the City Of Annandale." The minutes follow:

Civilian Bailiff Position. Miller stated that a second half-time Civilian Bailiff position was approved as part of the 2003 budget process. He said that in order to provide for better Courthouse security and monitoring of the newly installed video cameras, he would like to fill the position as soon as possible. Norman reminded the Committee that this position is scheduled for a 7-1-03 start date. Moving up the position hiring date would increase the cost and without a revenue offset would put us even more over the levy limit. Miller stated that there might be grant monies available that would offset the added cost. Recommendation: Have the Sheriff provide documentation that filling his request would be levy neutral.

Annandale Prosecution Services. Kelly stated that Annandale is considering entering a contract for prosecution services. They are willing to pay $33,618 annually for three years. He said that when Buffalo entered a contract beginning this year, the Legal Secretary needed to support the work was dropped during the 2002 budget process. A Legal Secretary position has been approved beginning January 1, 2003. This was to be supported using local levy dollars. He is proposing that it be supported with Annandale contract dollars. He then would hire a Legal Secretary starting July 1, 2003, using local levy. The net impact on the budget would be a decrease in levy required to support the new staff positions. Recommendation: Approve request provided Kelly receives assurance from Annandale that they will enter into a contract with the County.

A Technology Committee meeting was held on 11-13-02. The following corrections were made: Include "Norman and Wittstock" as being present for the meeting. Eichelberg moved to approve the minutes as corrected, seconded by Mattson, carried 5-0.

Voice Menu For Court Services. MacMillan stated he has been opposed to telephone tree systems in the past, but feels the system which has been drawn up is user friendly, would answer and direct many general calls, and allows the caller at any point to exit the menu and be connected with the department receptionist for personal assistance. If negative feedback is received from the public and staff MacMillan would discontinue use of the menu system. Swing stated there would be no cost involved at this point, however, if additional departments were to add the system in the future a voice processing card to upgrade the system would be needed at a cost of approximately $2,500-$3,000. He noted that Jail Administration currently has a voice menu and that Court Administration uses a menu on their jury information line. Recommendation: Approve use of the voice menu system for Court Services on an experimental basis with monitoring by Information Technology regarding line blockage.

Need For Digital Line Card & DID Trunk. Swing requested approval for a digital line card at a cost of $1,400 and an additional DID Trunk at a cost of $350 with a $70/month charge from Quest. Costs are distributed among departments and based upon percentage of usage. Installation would be done as soon as possible in order to prevent blockage from outside callers. Swing stated long distance costs will be almost 20% lower than last year and a rebate check has been received from AT&T. He mentioned there will be a review of local and long distance service next summer and feels they should be under one vendor. Recommendation: Approve the digital line card and DID trunk.

GIS Committee Report. Swing briefly reviewed the timeline and projects underway and referenced the 10-23-02 GIS Committee Minutes (attached). Discussion followed on GIS projects, aerial photography and GIS collaboration. A meeting is scheduled for later this week with ESRI which is the world's main developer of GIS software. The intent is to look at interest and possible areas of utilization by other government entities and to avoid duplication of efforts. There was discussion on possible benefits to Wright County as a GIS test pilot. Swing noted there will also be hardware and fiber issues to be addressed in the future as the project develops.

Record Management Project Report. Zimmerman stated she has been working with the Sheriff's Department on implementation of the retention schedule for adult history criminal files and defining a step by step procedure to be used to identify files for destruction or retention. Discussions have taken place with SourceCorp of Bloomington to review and box the files. Kathy Freese from IT is the project leader and has been able to develop a data base which is expected to reduce the amount of time by one third. Swing stated SourceCorp will do 20% of the files at a cost of $5,000 and at that point an assessment of the process would be made to evaluate the vendor and refine the procedures if necessary. Zimmerman referenced site visits to Dakota, Carver and Anoka Counties by Swing, Nelson and Hayes. Carver has focused primarily on imaging, Dakota on record retention, and Anoka has separate imaging and record centers with a staff of five in the record center. Swing mentioned the possibility of locating the mail room with the record retention area and hiring a clerk to combine duties. Norman stated a Record Management Coordinator position was included in the budget with a hire date of July, 2003. Swing briefly reviewed a drawing for the records area in the basement and stated Hayes feels this can be handled without using the Architect. Recommendation: Request approval to enter into a contract with SourceCorp. to process 20% of the 52,000 Sheriff Department criminal files according to the retention schedule at a cost of $5,000 with funding from the Sheriff's Department to be identified by line item. The funding source to process the remaining files at a cost of $20,000 needs to be identified in the request.

Request For Two Phones For Surveyor's Office. Wittstock requested phones for two cubes in the Surveyor's Office which are wired but do not have phones. Nelson stated each digital card hold 16 ports and with the two additional phones there would still be 10 open ports at the Highway Building. Recommendation: Approve installation of two additional phones in the Surveyor's Office.

Pay-For-Stay. Torfin and Miller presented a Pay-For-Stay Proposal (attached). After review of the Proposal the Committee recommends the following: 1) Implement the Pay-For-Stay program at $20/Day; 2) Use Superior Billing, Inc. in lieu of hiring an Accounts Receivable Clerk and the software package; 3) Set an implementation date when the Sheriff notifies the Board that they are ready with the program.

At today's Board Meeting, Russek stated he had been in contact with another collection agency interested in bidding on this service. His recommendation was to lay this issue over for one week. Mattson moved to lay this over for one week due to Russek's request, seconded by Sawatzke, carried 5-0.

Correspondence was received from the Central MN EMS requesting signatures on the Joint Powers Agreement and a draft resolution appointing a representative to the Joint Powers Board. Norman stated that if Jude is appointed to fill this position through 12-31-02, the resolution could be amended. Jude moved to authorize signatures on the Joint Powers Agreement, seconded by Eichelberg, carried 5-0. Sawatzke moved to adopt Resolution #02-67 appointing Ken Jude as the representative on the Joint Powers Board through 12-31-02, seconded by Eichelberg, carried 5-0 on a roll call vote.

A contract amendment was received from Buetow & Associates, Inc. relating to Phase II of the Government Center Remodeling. The total square footage planned to be remodeled and refurbished has increased from 7,870 to 11,635. The estimate of construction costs has increased from $500,000 to $700,000. Buetow requests an increase of $19,500 in professional fees bringing the total fee on this project to $69,000 plus reimbursable expenses. Discussion by the County Board included where the additional square footage and associated work would be realized and whether all departments had reviewed the final project designs. Mattson moved to lay the contract over to a Building Committee Of The Whole meeting on 11-25-02 at 10:30 A.M., seconded by Jude, carried 5-0. The Architect will be invited to address questions. Norman will provide copies of the original contract to the Board.

Correspondence was received from Buetow & Associates relative to the replacement of heat pumps and light fixtures for the First and Second Floors of the Annex. Craig Hayes, Purchasing Agent, said he reviewed the letter with Al Buskey, Maintenance. Hayes felt the letter proposes to replace half of the heat pumps on the First Floor. The oldest heat pumps are found on the First and Second Floors (6 from 1990 and 12 from 1980 on the First Floor). He suggested replacement of all of the heat pumps on the First Floor as those pumps are near the end of their life span. When the 4th Floor was remodeled, the heat pumps were replaced. Maintenance accesses the pumps four times/year for preventive maintenance and other times for repair. With the new pumps on 4th Floor, the climate is much easier for Maintenance to control and monitor through a digital system. The new heat pumps are supposed to be 20% more efficient than the old ones and have a 4-5 year payback. In regard to lighting, the electrical engineer indicated 20% more efficiency with replacements and a payback of 7-8 years. Hayes said energy bills for the Government Center are approaching $200,000/year. Mattson moved to lay this issue over to the 11-25-02 Building Of The Whole Meeting at 10:30 A.M. to provide the Architect an opportunity to explain what heat pumps would be covered through the project. The motion carried 5-0 on a second by Jude.

Brian Asleson, Chief Deputy Attorney, requested approval of signatures of the Board Chair and Don Mleziva on a Termination Agreement for Storage/Maintenance Contract Between Sherburne County and Wright County Social Services Departments. This is a result of the formation of the River Riders Joint Powers Organization and a new agreement will be signed. Jude moved to authorize signatures as requested, seconded by Mattson, carried 5-0.

Bills Approved

Accurate USA 272.00

Airgas 11,869.43

Ancom Technical Center 513.81

Apec Corporation 395.68

AT&T 133.76

Buff'N'Glo, Inc. 155.00

Buffalo Bituminous 458,195.32

Buffalo Dry Cleaners 178.92

Buffalo Hospital 7250.00

Bull HN Information Systems 4260.00

Careertrack 298.00

CDW Government, Inc. 392.81

Central Glass Company 1713.36

Central Lock & Safe 223.50

Climate Air 889.17

Collins Brothers Towing 106.50

Contech Construction Products 315.41

Cretive Forms & Concepts 1081.93

Cathy Curtis 219.22

Dales 66 101.18

Decorative Designs, Inc. 175.53

Eastman, Dicholas 125.00

Election Systems & Software In 1361.42

Ernst General Construction, Inc. 100.00

Ernst, Debbie 265.54

Facility Systems, Inc. 591.07

Feddema, Tom 216.58

Maria Felger-Ramos 140.00

Finken's Water Centers 1249.81

G&K Services 1200.00

Gould Bros. Chev-Olds 133.13

Greenview, Inc. 5031.63

Herald Journal Publishing, Inc. 165.11

Hillyard Floor Care Supply 17,302.43

KNR Communications Services In 6195.76

M Litfin & Sons, Inc. 150.00

Marco Business Products 3934.73

Masys Corporation 2628.87

The Metro Group, Inc. 448.90

MN Counties Computer Co-op 1638.00

MN Counties Ins. Trust 150.00

MN County Attys Association 230.57

Motorola, Inc. 2918.96

National Seminars Group 398.00

Office Depot 1278.03

Qwest 740.04

Record Preservation, Inc. 326.13

Reflection Irrigation 175.00

John Reid and Associates 225.00

Rockford City 2432.20

Salkowski, Thomas 426.02

Schermann, Robert 201.00

Schliesing, Sherry 683.06

Sherburne County Sheriff 8284.80

Shoplifters Alternatives 1144.64

Software House International In 232.17

State of Minnesota ITD 255.15

State of MN Intertech Group 2060.38

Streichers 104.21

Total Printing 395.97

Verizon Wireless 154.00

Vibes Technologies, Inc. 968.85

Wright County Auditor-Treas. 240.00

Wright-Hennepin Electric 142.17

Wright Soil & Water Cons. Dist. 125.73

34 payments less than $100 1462.27

Final Total $557,372.86

The meeting adjourned at 10:02 A.M.


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