Wright County Board Minutes

September 28, 2004

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

The 9-21-04 Board Minutes were corrected as follows: Page 3, 4th paragraph, 12th sentence should read, “There is another landing to the north owned by the U.S. Fish & Wildlife Service” (Sawatzke). Heeter moved to approve the minutes as corrected, seconded by Eichelberg, carried 4-0.

Petitions were accepted to the Agenda as follows: Consent Item G2, “Accept Resignation, Daniel Konken, Corrections Officer, Eff. 9-27-04 & Authorize Replacement” (Norman). Eichelberg moved to approve the Agenda as amended, seconded by Heeter, carried 4-0.

The Consent Agenda was discussed. Heeter inquired whether Item C2 had supporting information as nothing was included in the packet. Bob Hiivala, Auditor, said the application for the license was made by Joseph and Teresa Abbott. The name of the business will be changed to Smokin Joe’s Roadhouse. On a motion by Mattson, second by Heeter, all voted to approve the Consent Agenda as amended:

A. ADMINISTRATION

1. Performance Appraisals: S. Sandberg, Atty.; D. Bickmann, H. Engstrom, Hwy.; T. Doerr, T. Hoffman, R. Wirkkula, Sheriff.

2. Authorize AMC Delegates To Attend District V Meeting, 10-04-04, Sherburne County.

B. ASSESSOR

1. Approve Appointment Of Gregory A. Kramber As County Assessor For 2005-2008 Term.

C. AUDITOR/TREASURER

1. Accept Resignation, Debra Lamp, Office Assistant, Eff. 9-20-04 & Authorize Replacement.

2. On/Off Liquor License Transfer, “Silver Creek Corner Bar,” (Silver Creek Twp.).

D. HIGHWAY

1. Reschedule Snow & Ice Control Committee Meeting For 10-04-04 @ 2:00 P.M.

2. Authorize Hire, Jeff Klatt, Highway Maintenance Person, Eff. 9-29-04 (Step 1).

E. INFORMATION TECHNOLOGY

1. Approve & Authorize Signatures On Sub-License Agreement Of The NASCA/MCCC Agreement For The Development & Support Of The County’s Web Portal.

F. PLANNING & ZONING

1. Accept The Findings & Recommendations Of The Planning Commission For The Following Rezonings:

A. Approve Request To Rezone From 45 Acres From AG To A/R, Eugene Rahn (Clearwater Twp.).

2. Authorize County Board Chair Signature On 2004 Annual County Feedlot Officer Report.

G. SHERIFF

1. Acknowledge Appointment, Nicholas Eldred, Deputy Sheriff, Eff. 9-27-04 (Grade 5).

2. Accept Resignation, Daniel Konken, Corrections Officer, Eff. 9-27-04 & Authorize Replacement.

Sheriff Gary Miller presented Lt. Stewart Wirth with a retirement plaque acknowledging his 28 years of service with the Sheriff’s Office. Wirth started in the Patrol Division in 1977. In 1980, he started the canine unit and was promoted to Patrol Sergeant. Wirth received his Masters Degree in 1994. In 2000, Wirth took on the duties of Community Services Sergeant and was appointed to the Board of Directors of Wright County Safe Communities. He has been a part of the Mounted Patrol since the early 1990’s and served as the liaison between that group and the Sheriff Department. In 2001, Wirth was promoted to Lieutenant of the Criminal Investigation Unit. Miller spoke highly of Wirth’s character and ambition. Internal affairs is a difficult area and he said that Wirth was one of the best in the State. Tom Kelly, Attorney, said he firmly believes in the team approach for prosecution and the foundation must be laid by the Sheriff’s Department. Kelly said he could not find a better team player than Wirth and felt his professionalism was top notch. Wirth said he considered the years spent as a winning life experience and thanked those he had worked with over the past 28 years. Sawatzke noted those in attendance today represented a diverse group of agencies and said it was a testament for the work Wirth had done. Heeter said it had been an honor serving with Wirth as a Charter Board member of the Safe Communities group. She also referenced his work with the Mounted Patrol. The Board congratulated Wirth on his retirement and thanked him for his service.

Hiivala presented bids for repair work for County Ditch 28: Fyle’s Excavating ($34,480), Morris Excavating ($34,500); and Schmitz & Sons ($54,450). Hiivala said Fyle’s Excavating was low bid and also submitted another bid for repair on the west side of Darrow Avenue. The next step would be notification to benefitted property owners. Brian Asleson, Chief Deputy Attorney, said the County is obligated to keep the ditch in repair. A meeting could be held with benefitted property owners (public hearing not required). It was suggested that this issue be laid over for review by Russek. Heeter moved to lay this issue over to a future meeting, seconded by Mattson, carried 4-0.

Hiivala provided an update on a tax forfeit parcel in Albion Township near Hemshaw Lake. Brad Thompson, STS, informed the County that illegal dumping had occurred on the property. The DNR has also been contacted. Hiivala and Environmental Health Officer Chuck Davis viewed the property last week. The property had been cleaned up approximately 15 years ago. The property went tax forfeit in 1991. Hiivala said the State had declined the parcel at that time but indicated they did not want the County to sell it. The County is obligated to clean up the property. The DNR has expressed interest in possibly taking the property and will assist with clean up. The clean up may involve heavy equipment as some of the items are located on a steep embankment toward the Lake. When questioned, Davis indicated to enclose the property they would have to fence about 3/4 of a mile. Sawatzke suggested involving law enforcement to interview neighbors on who may be illegally dumping. He said if the items would have been properly disposed of, it may have cost a few hundred dollars. Now it will cost taxpayers thousands of dollars to clean up the property. No action was taken on this item.

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

A Building Committee Meeting was held on 9-22-04. At today’s meeting, Heeter said that she understood the Safety Audit would be laid over until the Safety Director has been hired. Mattson moved to approve the purchase of the air conditioning unit for the main computer room at a cost of $24,000, seconded by Heeter. This purchase will be funded from the Site Improvement line item, Budget 820. The motion carried 4-0. On a motion by Mattson, second by Heeter, all voted to approve the minutes, carried 4-0:

Air Conditioning Unit, Main Computer Room. Swing explained problems which were experienced three months ago with a water leak in the air conditioning unit. The leak was discovered by Building Maintenance. The unit does not have an alarm system. To repair the pipes, the floor was cut and the room remains in that condition. The current air conditioner has been in place since 1989. The cost to replace the unit is $24,000. Included in the cost would be the installation of a water sensor. The four vendors involved include Climate Air (air conditioning unit), Ernst Construction (finishing work), B&D Plumbing and Loberg Electric. The alternative to replacement is to install a water sensor under the floor and complete the carpentry work using the repaired unit. This would not be Swing’s recommendation but would be an alternative if funds are not available. Hayes was in contact with the Auditor but was unable to obtain the balance of the Site Improvement line item. Some items approved but not yet taken out of that line item include $16,000 for the Sheriff storage system, $16,000 for repair to the chiller controls, and $8,000 authorizing the architect to update the blueprints. Recommendation: Approve replacement at a cost of $24,000 subject to obtaining the Site Improvement line item fund balance from the Auditor.

Multimedia Recommendations. The Committee reviewed information on updating the audio/visual systems in the Community Room and County Board Room. Salkowski referenced sound system problems and noise associated with heat pumps in the Community Room. These items have made it difficult for the public to hear discussion during Planning Commission and Board of Adjustment meetings. An easel is their only means of displaying information. Audio recording of meetings is done on a cassette recorder which requires the tape to be changed every hour. Many of the cities have upgraded meeting rooms and are using technology allowing them to project computer maps and images. A meeting was recently held with EPA. Their conclusion was that the Community Room was not well suited for those types of meetings. Rather than make a substantial investment in update of the Community Room, it was suggested that the Board Room be updated and those meetings moved to that location. A negative aspect of this would be losing the ease of accessing the Planning & Zoning Office for information during these meetings. The cost projected to update the County Board Room is $40,938 (excluding sales tax). The Community Room updates total $17,029 (excluding sales tax). The quotes call for additional microphones in the Board Room to accommodate seven Planning Commission members. Salkowski felt the current five microphones may work for the seven members. His priority was the ability to record the meetings and the acoustics. The quote called for a permanent projector to be installed eliminating the problems associated with a portable system. Swing said that the Board Room would offer VCR, internet, website and satellite capabilities. The audio recording system would be upgraded to digital. It was the consensus that if upgraded, the Board Room should be utilized for more meetings requiring this type of equipment. Recent upgrades to the Sheriff’s Conference Room (C118) did not include recording capabilities. Discussion led to the potential of relocating the Board Room in the future. It was explained that the items could be moved to the new location. Salkowski recalled that previous discussion included potentially completing the upgrades this year if funding was available. Recommendation: No updates will be made to the Community Room at this time. Focus will be on upgrades to the Board Room. This issue will be referred to the Committee Of The Whole for consideration. Quotes may be obtained in an effort to reduce the cost. Melvin will investigate whether funding is available in 2004 for these updates.

Security Systems. Swing distributed a list reflecting the status of current security systems and who is responsible for maintenance of those systems. It was the contention that the systems must be tested annually at a minimum, especially those which are used infrequently. A person still needs to be identified to perform the annual testing. Hayes indicated that the panic buttons are tested annually. Key individuals in all buildings are monitoring the camera systems. Previously, a problem was identified at the Public Works site relating to the fire alarm dialer (one single line took care of the fire alarm and remote access). The fire alarm dialer now is on its own line. The Committee discussed the potential of the future Safety Director assuming the security officer role. Swing said the County has moved ahead relative to door access and cameras. Additional discussion and a final recommendation are forthcoming on completion of the camera and door access systems. Swing said a request was sent to departments asking for input on security concerns. Today, Nordeen indicated that security issues are still a large concern in the Courts area. Prisoner movement is a large concern and a more secure counter area is needed. Swing said the areas of Administration, County Board and Court Administration are still not under the card system for gaining access to the department. The Recorder also has the public access within their department. The Public Works site does not have a card access on the front door but the rear door has card access (unlocked during business hours).

Security Audit. Swing said the State of Minnesota’s Department of Administration has endorsed ESPIRIA as a low-cost effective tool for security audits as an effective way to address security at large. He felt the issue most appropriately came to this Committee instead of the Technology Committee as security issues as a whole would be addressed. Gruebele explained that ESPIRIA has been the master contractor for the State since 1996 working on security initiatives. Their organization points organizations in the right direction toward building an effective security program. Historically, ESPIRIA was a master contractor involved in security impact analysis. The Legislature appropriated $300,000 toward the effort. It was found that many organizations had similar security issues. Through the process of trimming costs and allowing organizations to share in solutions, the traditional assessment was modified and web enabled. Areas addressed include information security, physical security, finance and human resources. Security is not just an information technology issue as everyone who deals with confidential or proprietary information is responsible. One of the largest issues is executive awareness. Above the actual assessment, ESPIRIA can provide a Security Risk Quantification. The costs associated with elevating the security level to achieve and maintain security goals are documented. A security program strategy and plan is developed to minimize the total cost of security for the organization. Beyond measuring the effectiveness of an existing security program, an evaluation is completed which rates the program against industry standards (using a 0 to 5 scale). Results provide specific insight into program areas needing attention and corrective action. These results serve as the basis for security strategy and plan development. The process would identify where the County is currently at and what needs to be expended to minimize risks. Many of the items identified may not need to be addressed. A multi-user license can be purchased at a cost of $15,000 for up to 10 participants. Departments who have unique or individual systems would require individual licenses at a cost of $5000 and would have their own user rating. When addressing securing different areas, physical security is included. This will not address personal security. The process addresses how easily access is gained to both the information and the office where the information is located. Managing the security of technology will prevent data from being changed on the computer system. Another aspect would be educating employees on their role in protecting the integrity of the data. Everyone deemed HIPAA compliant needs to pass the security rule. A HIPAA action checklist can be purchased at a cost of $495 to indicate compliance. Gruebele said if the traditional assessment previously used was completed, the cost would have been approximately $65,000-$75,000 for about 650 employees. She suggested a multi-user license with risk Quantification. If executive involvement is desired, she suggested completing this with the first rating. Three executive interviews would be included. As the process is web enabled, users would be given two weeks to answer a set of questions. Individual meetings are not held. The process would provide an executive summary, a detailed rating results report (for department heads), and a detailed findings report (all details of what needs to be done based on the security rating goal desired). No action was taken by the Committee. (End of Building Committee Minutes).

A Personnel Committee Meeting was held on 9-22-04. At today’s meeting, Eichelberg moved to approve the minutes, seconded by Mattson. Sawatzke referenced item #6 and said the group suggested no smoking on the south patio area by the Sheriff’s Department. Smoking could occur south of the patio area. Sawatzke suggested a sign at the entrance of the patio indicating “No smoking”. Item #6 was changed to read, “The south patio by the Sheriff’s Department should be signed as a non-smoking area. Relocate the cigarette receptacle.” He hoped the action taken would not offend anyone. There had been requests to eliminate smoking from the entire site. The motion carried 4-0 to approve the minutes:

Flexible Schedule Request, Auditor/Treasurer. The Auditor/Treasurer requested to lay this item over for a future meeting.

Smoking/Tobacco Use Policy. Concerns have been expressed regarding cigarette smoke which is drawn into some areas of the Government Center through air intakes in the ventilation system, and entrances which are obstructed by individuals smoking directly outside an entrance. Barb Petersen contacted the Highway Department and Human Services for input on smoking concerns at the Public Works Building and Human Services Center. No specific concerns were brought forth. It was noted, however, that neither building has a smoking receptacle for extinguishing cigarettes at the entrance. Judy Brown stated Dick Norman’s preference is no smoking on the whole grounds. Eichelberg stated he has been observing signage at other public buildings and suggested the possibility of stenciling “no smoking beyond this point” on the sidewalk in front of the entrances. Sawatzke suggested the Committee tour each of the entrances of the building and locations where individuals are smoking. Petersen provided a map of the Government Center identifying locations of the air intake system for reference. Since discussion centered primarily on ventilation and signage, it was questioned whether the Building Committee should be involved rather than the Personnel Committee. The Personnel Committee recommends the following:

1. Front entrance - Add signage stating to the effect “No smoking in front of building, please extinguish cigarettes here” with a receptacle for cigarettes

2. East entrance by License Bureau - Move current receptacle back from the door with signage stating “No Smoking beyond this point, please extinguish cigarettes here”

3. South entrance and parking deck - Move cigarette receptacle to bottom of stairs with signage stating “No Smoking beyond this point, please extinguish cigarettes here”; add cigarette receptacle and signage designating parking deck as “No Smoking area, please extinguish cigarettes here”

4. Dock area - Already designated “No smoking” for safety reasons because of potential fire hazard

5. West entrance by Sheriff’s Department - Remove cigarette receptacle, add signage stating “No Smoking” on west side of building due to location of the air intakes.

6. The south patio by the Sheriff’s Department should be signed as a non-smoking area. Relocate the cigarette receptacle.

7. Install cigarette receptacles at Public Works and the Human Services Center

(End of Personnel Committee Minutes).

Correspondence was received from the Metropolitan Council inviting the County Board and County Administrator to a meeting on 10-1-04 at 9:00 A.M. in St. Paul. The purpose of the meeting is to discuss development of the Metropolitan Council system plans and any other issues of mutual interest. Eichelberg moved to authorize attendance, seconded by Heeter, carried 4-0.

Heeter requested Board approval of a resolution submitting the Methamphetamine Education and Drug Awareness (M.E.A.D.A.) Coalition of Wright County to AMC as a nomination for the 2004 County Achievement Award. Mattson moved to adopt Resolution #04-58, seconded by Heeter, carried 4-0 on a roll call vote.

Heeter moved to adopt Resolution #04-59 approving final payment to Buffalo Bituminous Inc. and the Resolution of Final Acceptance for Contract 9909 (CSAH 18 project). The motion was seconded by Eichelberg and carried 4-0 on a roll call vote.

Previously, the County Board authorized attendance by the Commissioners at a Jail Tour in Sauk County, Wisconsin. Sawatzke announced that this tour will occur on 9-30-04.

Bills Approved

AAA Striping Service Inc. $24.324.65

American Instit. Supply 132.90

Ameripride Linen/Apparel 398.99

ANCOM Communications Inc. 192.66

Pennie Anderson 125.00

Aramark Correctional Serv. 5,107.30

Arctic Glacier Inc. 209.51

B & D Plumbing/Heating 175.00

Barnes Distribution 151.86

Buffalo Bituminous 20,643.79

Buffalo Transmission 800.41

Cardiac Science 1,000.00

Cellular One 249.16

Center Point Energy 1,926.66

Centra Sota Lake Reg. LLC 12,667.20

Central MN Mental Health Ctr. 150.00

Chamberlain Oil Co. 735.96

Climate Air 1,232.48

Commercial Door Sys. Inc. 213.56

Creative Forms and Concepts 889.23

Crow River Tools 135.05

Crysteel Distributing Inc. 154.43

Sean Deringer 233.85

Diamond Mowers Inc. 579.25

Ecolab 225.48

Election Sys. & Software Inc. 2,493.22

Emergency Physicians PA 152.00

John Foster MN Inc. 131.96

Gilson Company Inc. 269.00

Graphic & Printing Serv. 981.00

Hickory Tech Enterprise Sol. 200.00

Robert Hiivala 114.38

Hillyard Floor Care Supply 658.34

Interstate Battery Sys. of Mpls. 204.32

Jerry’s Frame Inc. 626.30

Kennametal Inc. 17,741.84

KMA Assoc. International 202.50

Kris Engineering Inc. 5,202.53

Kroll on Track 852.34

Lakedale Telephone Co. 128.67

LaPlant Demo Inc. 818.86

Lawson Products Inc. 216.24

City Maple Lake 558.00

Marco Business Products 1,598.58

Marlin Leasing Corp. 1,069.86

Richard Marquette 189.33

MASYS Corporation 1,850.00

Mid-Minnesota Hot Mix Inc. 2,542.15

Mies Outland Inc. 4,100.00

Minnesota Elevator Inc. 6,027.93

MN Co. Attys. Association 1,749.80

MN Dept. of Corrections 225.00

MN State Auditor 17,439.18

Mobile Vision 219.92

Monticello Ford Mercury Inc. 1,564.75

Kurtis Mortenson 100.00

Munson Lakes Nutrition 185.30

Office Depot 2,384.04

Omann Brothers Inc. 1,896.86

On Site Monitoring 11,243.00

Parts Associates Inc. 108.15

Precision Prints of Wright Co. 274.23

Qwest 594.39

Reds Auto Electric 631.43

Royal Tire Inc. 2,763.02

Ryan Motors Inc. 360.35

Source One Supply Inc. 393.97

City South Haven 388.60

Sprint-Local Telecom Div. 186.81

SRF Consulting Group Inc. 8,209.01

Sweeney Brothers 1,083.00

Synergy Graphics 11,773.09

T & M Towing and Snow Plow 162.74

Tennant 386.91

Tires Plus 286.61

Toms Superette 326.90

Tools Unlimited 740.95

University of MN 140.00

Walmart Store 01-1577 336.53

Marianne Wannebo 754.68

Elizabeth Weese 829.67

West Central Industries 363.43

West Publishing Pymt. Ctr. 595.93

Winter Equip. Co. Inc. 1,042.88

Wright Co. Radiator Repair 346.11

Wright Co. Journal Press 116.73

Wright Henn. Electric 3,590.49

Keith Wurm Construction 700.00

Xcel Energy 255.86

Zee Service Company 258.35

53 Payments less than $100 2,518.76

Final total $199,111.16

The meeting adjourned at 9:59 A.M.