Wright County Board Minutes

SEPTEMBER 19, 2006

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

The minutes of 9-12-06 were discussed. The following correction was made to Page 5, 1st paragraph, 1st sentence, remove “Quad County Minutes (cont.)” (Russek). Russek moved to approve the minutes as corrected, seconded by Eichelberg, carried 5-0.

Petitions were accepted to the Agenda as follows: 9:15 A.M., Item #2, “Discuss Rescheduling Of Committee Of The Whole Meeting On 10-12-06 Due To Meeting Conflict” (Eichelberg). Russek moved to approve the Agenda as amended, seconded by Eichelberg, carried 5-0.

The Consent Agenda was discussed. Mattson referenced Item B1, “Refer To Ways & Means Committee The Sale Of A One-Half Acre Parcel In Middleville Twp.” He requested that the Middleville Township Clerk receive a copy of the Ways & Means Agenda. On a motion by Mattson, second by Sawatzke, all voted to approve the Consent Agenda with the recommendation to send a copy of the Ways & Means Committee Meeting notice to the Middleville Township Clerk:

A. ADMINISTRATION

1. Performance Appraisals: C. Hohl, M. Sandquist, S. Simonds, Atty.; A. Duerr, A. Gillham, Aud./Treas.; S. Kile, J. Moe, S. Peterson, Ct. Svcs.; W. Augustin, W. Cordell, R. Marquette, Hwy.; R. Ferguson, T. Olson, S. Poirier, S. Sims, Sheriff.

2. Authorizing Signing Certificate Of Substantial Completion, Nelson Building, Court Remodeling Project.

3. Approve/Authorize Signatures On Change Order #2, Nelson Building & Development, $404.84.

4. Approve Amendment To MCIT Drug & Alcohol Testing Program Participation Agreement.

5. Claim, Nelson Building & Development, Inc., $5,977.74 (Final Payment).

6. Claim, Buetow & Associates, $351.07.

B. HIGHWAY

2. Refer To Ways & Means Committee The Sale Of A One-Half Acre Parcel In Middleville Twp.

C. PARKS

2. September 2006 Parks Commission Minutes.

D. PLANNING & ZONING

2. Authorize Signatures, Annual Feedlot Report.

Bob Hiivala, Auditor/Treasurer, said that a meeting was held last week with property owners on Ditch #8 to discuss clean out. The meeting was attended by Hiivala, Mattson, Asleson, Brad Fyle and the three property owners (Dahlman, Polzin, and Kotila). The property owners agreed to pay for the clean out and signed the Agreement authorizing Brad Fyle to complete the work. Mattson moved to approve the work on County Ditch #8 and to sign the Agreement, seconded by Russek, carried 5-0. It was noted that the Agreement reflects the petitioners are paying for the repair work and the cost will not be extended to other property owners.

Hiivala stated language was passed in 2006 requiring hand counts of precincts after the General Election. The county canvassing board of a county with between 50,000 and 100,000 registered voters must select at least three precincts for review. Wright County has approximately 65,000 registered voters. At today’s meeting, Heeter and Russek drew the following precincts to be hand counted: Buffalo Precinct 1, Woodland Township and Corinna Township. Gloria Gooler, Election Secretary, said canvassing of the General Election will occur on 11-09-06. The hand counting can occur anytime after 11-09-06 up to two days prior to the State’s Canvassing Board on 11-21-06. The Secretary of State’s Office and the candidates will be notified of the date. Notice will also be published and posted. The post election review must be conducted of the votes cast for President or Governor, US Senator, and US Representative. The post election review official may conduct post election review of the votes cast for additional offices. Russek moved to set the hand counting of three precincts for 11-14-06 at 1:00 P.M. The motion was seconded by Eichelberg and carried 5-0.

The claims listing was discussed. Hiivala noted that of the $150,000 claims listing, approximately $58,000 was being expended by the Recorder for software and licensing. On a motion by Mattson, second by Russek, all voted to approve the claims as listed in the abstract, subject to audit.

Marc Mattice, Parks Administrator, requested the Board schedule a Committee Of The Whole Meeting to review a Memorandum of Understanding and Joint Powers Agreement with the City of Monticello. The task force will review the rough draft prepared by City and County staff. The goal is to present the Memorandum of Understanding for approval at the 10-10-06 County Board Meeting. Sawatzke moved to schedule a Committee Of The Whole Meeting for 10-03-06 at 10:30 A.M. The motion was seconded by Russek and carried 5-0. The documents will be distributed prior to the Committee Of The Whole Meeting for review.

Eichelberg brought forth discussion on a possible meeting conflict on 10-12-06. It was determined there was no meeting conflict so no action was taken.

A Building Committee Meeting was held on 9-13-06. At today’s County Board Meeting, Sawatzke moved to approve the minutes, seconded by Russek. Richard Norman, County Coordinator, suggested the following change be made to the minutes: Page 2, last sentence, change from “Budget 6605, Site Improvement” to “Budget 100, Line Item 6605, Site Improvement.” Sawatzke and Russek approved including the change to the minutes in the motion. The motion carried 5-0:

Card Access For Voice/Data Rooms In Public Works & Human Services. Bill Swing, IT, requested that the Committee approve funding to install card access to the voice/data rooms in Public Works and Human Services. He said the voice data rooms throughout the County are secured by key or card access. All the voice/data doors at the Government Center are card accessed except for the Sheriff’s basement Voice/Data Room. IT staff is frequently in and out of these rooms. The subject of IT staff gaining access to the voice data rooms was identified as problematic at the Public Works Meeting. Barb Holmquist has keys for the Public Works Voice/Data Room so employees wanting to enter the room need to see her for a key. If she’s not at the desk, this creates a hassle. . Twenty-four hour card access to these rooms at Public Works and Human Services would be consistent with the Government Center Building, and would facilitate the maintenance function. There is other equipment in the room besides IT equipment, such as phones, electrical, fire alarm, etc. During evenings and weekends if the temperature rises, an alarm is triggered and an outside vendor may need to gain access to these rooms. The card access system is for security, and voice/data rooms are security sensitive. There is better security and more control with access cards. Using the cards make it possible to track who has been in and out of the room. The cost to the County could be very high if the wrong person gains access, as our computer systems are most vulnerable from within. An irate employee could do tremendous damage. Keys need to be replaced with key cards. Currently there are 3-4 master keys to Human Services Voice/Data Room, and even the custodian doesn’t have one. The implementation process for the card access system simply evolved starting with Human Services. The County investigated card access systems and purchased the current system for Human Services. The Sheriff’s Department had concerns with too many keys and wearing out the locks. Consequently, more departments went on the system as the need grew. Most departments have the card access with the exception of the Administration and Recorder’s Departments. Administration needs open access for the public. The public area in the Recorder’s office is not designed for security, but it could be redone similar to the Auditor/Treasurer’s department. It was decided that the funding to install card access on these two doors will be from the site improvement fund Groups will be established and card access used in the new Law Enforcement Center. As part of the system, the department head decides who has room access and during what hours. Outside vendors may come, in emergency situations, to the Law Enforcement Center at night or on weekends so the alarm system needs to accommodate this. Even the Buffalo Police can’t currently gain access into County buildings. During non-working hours, Building Maintenance won’t want to allow off-hour visits, since it may require an escort. IT will need to work with Building Maintenance and outside vendors to resolve these security issues. A handout was distributed showing the rationale for installing card access systems on the two doors. Swing stated the second bullet should be omitted as further discussion is needed on that topic. The handout also included pricing on the installation of the card access system in Human Services at a cost of $3,145.20 and Public Works at a cost of $2,148.65. Recommendation: Approve funding for installation of the card access system for Public Works and Human Services Voice/Data Rooms from Budget 100, Line Item 6605, Site Improvement. (End of Building Committee Minutes)

A Personnel Committee Meeting was held on 9-13-06. Sawatzke moved to approve the minutes and recommendations, seconded by Mattson, carried 5-0:

City Of Annandale Contract For Legal Services. Tom Kelly, County Attorney, received a call from Jeff Herr, City of Annandale, inquiring about Wright County continuing to provide prosecution services to the City of Annandale in 2007. Kelly stated the rate for 2006 was $35,300. Kelly is recommending a 5% increase to $37,065 for 2007. The dollar amount of $37,065 is based on fair distribution of the new secretarial expense necessary, in part, to accommodate the Annandale workload and is not based on an hourly rate or number of cases. Kelly has a contract ready for Jeff Herr to sign and return, and Kelly will put it on the County Board Consent Agenda for Commissioner Heeter’s signature. Kelly would like to get this completed by November 1. Recommendation: Approve a recommended increase of 5% legal services provided to the City of Annandale for 2007. Policy 506 Revisions, Business Related Expense Reimbursement. (Human Services Board Item)

Flexible Schedule Request. (Human Services Board Item)

(End of Personnel Committee Minutes)

A Technology Committee Meeting was held on 9-13-06. At today’s County Board Meeting, Eichelberg moved to approve the minutes, seconded by Russek. Mattson referenced the discussion on Page 2, 1st paragraph, relating to charges which could be incurred from KKE if the County were to retain their services for wiring and radio communications work. He inquired whether the County would be paying KKE as well as another vendor for the work. Heeter explained that this work is outside the scope of the contract for the new Jail/Law Enforcement Center and soft costs will be the responsibility of the County. The County will not retain KKE for these services but will obtain a quote from Keith Meierhofer, N’compass. Sawatzke understood Swing’s recommendation to do so but felt additional quotes would keep the bid competitive. He said Swing should be directed to obtain another quote. The County would not necessarily need to take the lowest quote because of the experience and expertise with Meierhofer. However if the quote came in considerably lower, the County could decide which way to proceed. Sawatzke then referenced Item III, Policy On Use Of Portable Devices. He suggested the proposed language in the 3rd paragraph be changed. He did not support the use of County cell phones for personal use unless work requires it (i.e., situation where employee must work late and calls home using the cell phone). He did not feel employees should use County cell phones on evenings or weekends for personal use, whether or not the calls are within the block of minutes purchased. Sawatzke said personal use could result in the cost of plans being driven up. Heeter did not agree and felt use should be permitted as long as no cost is incurred by the County. Sawatzke questioned whether it was legal for an employee who has a cell phone issued by the County for County purpose to use it for personal benefit at home. He thought that former County Attorney Wyman Nelson had indicated this was not legal. Sawatzke requested that the Administration Office research whether Wyman Nelson provided an opinion on this in the past. Norman felt the issue at that time was whether to allow employees to purchase cell phones from the provider contract. Russek said that was one of the issues but the other was the use of government owned property. For comparison purposes, Sawatzke offered the example of allowing an employee personal use of a bobcat from the Highway Department with the gas being replaced upon return. The County would not allow this to happen. He was not sure whether the law differentiated between the two circumstances. Mattson referenced the claims listing, Page 10, a claim to Qwest for various telephones and inquired whether these charges were for cell phones. Norman said the bill would have to be reviewed to determine this. Eichelberg pointed out that County devices can be monitored or picked up by a supervisor at any time. If an emergency arises or overtime is incurred, this would not prevent an employee from using the device. Heeter said discussion on personal calendars in laptops/blackberries has come up in the past and did not see a problem with such use. Sawatzke felt that if an employee needed a personal device (calendar, cell phone, etc), they should purchase the item with personal funds. He was not sure the County should provide this for an employee but also felt it may be against State Statutes to use the device in this manner. With regard to the proposed language change reflected in the minutes, it was felt that the minutes reflect what transpired at the meeting. The draft of the policy will be forwarded to the Leadership Team and County Board for review. This will allow language changes as needed. Based on that, Russek said he would vote to approve the minutes. Sawatzke directed the Administration Department to contact each Department to determine how many cell phones they have, who they are issued to, and when they were issued. The motion carried 5-0 to approve the minutes as presented:

Record Management Planning. This issue was brought forward from discussions with the Architect on space requirements for the new Law Enforcement Center (LEC). A records inventory was completed several years ago and resulted in a State-approved Record Retention Schedule. Since that time, significant steps have been taken toward implementing records retention programs for the offices of Attorney, Court Administration, Sheriff and Human Services. Those four departments utilize approximately 700 sq. ft. in the Courthouse basement for records storage. Swing estimated storage space needs for all County departments at 2800 sq. ft. Vertical storage space is an option (two levels of storage). Heeter said Sheriff record storage was discussed with the Architect. The direction given was that all Sheriff Department records will be stored at the LEC. Currently, Human Services has 1.5 fte positions working with records management. DeMars found records management activities to be very expensive and labor intensive. Swing said imaging would not be part of the function of the central storage area. He suggested working with Mid America Business Systems, a company that is in the business of providing advice on space usage. Swing sought direction on whether the County was committed to a centralized records management function for all County departments. This issue is timely as the County proceeds with the LEC project. Swing supported one location (LEC) for storage for all departments for security and space/staffing efficiencies. He also suggested placing records management under a Central Services function, possibly handled through Administration with IT support. Recommendation: The Committee supports the concept of records management planning and the records management position. A work group will be formed to look at the space options and cost associated with records management. Swing and Hayes will contact Mid America Business Systems to obtain cost estimates on space usage. This item will be brought forth at a future Technology Committee Of The Whole Meeting.

Technology Consultant Proposal For New LEC. A Technology Design/Procurement matrix was distributed (attached). Swing recommended Keith Meierhofer, N’compass, Inc., as the Technical Consultant to the County on the LEC project and requested approval to solicit a quote. Meierhofer has served as Technical Consultant to the County on the Public Works and Human Services building projects. PSC Alliance would represent the County for radio communications (work billed on a time/material basis). Meierhofer would provide such services as an assessment of needs for the project, assistance with development of wiring specifications, fiber optics, emergency backup, detailed layout of data rooms, and assistance with the data/voice RFP process. In addition, the consultant would work with security (door access, HVAC controls, and camera systems other than Jail security) and networking with other systems. The Sheriff Department is currently working with Granite Electronics and PSC Alliance for the 800 Mhz project. Swing and KKE Architects have discussed wiring for the LEC. It was agreed that KKE Architects will not complete the radio communications portion of the project as they do not have expertise in this area. Swing’s perspective was that the Architect would complete those items outlined in the RFP; otherwise, the County should utilize Meierhofer for input on the voice/data portion and the layout of the communications piece. The County would be billed for these services if KKE were to complete the work. Soft costs are outside of the contract and will be the responsibility of the County. Recommendation: Authorize Swing to contact Keith Meierhofer, N’compass, Inc., for a quote.

Policy On Use Of Portable Devices. A draft policy was discussed at the 7-06-06 Technology Committee Meeting and has been revised based upon Department Head input (attached). The Committee discussed cell phone vendors, plans and use. Information Technology endorses Nextel as the County’s cell phone vendor. Five years ago, Swing attempted to get one central phone carrier but it proved to be a difficult process. The Sheriff Department uses Nextel for the majority of their phones but also uses another vendor for coverage in certain areas in the State. Cell phone use was recently discussed at the Quad County Meeting. The current County policy does indicate that minimal personal use of the phone and internet are allowed as there is no direct cost to the County for use. Eichelberg noted that County owned items can be checked and monitored at any time or place and this must be clear to employees. The following change was made to the draft policy: Page 2, 3rd item under “Use”, remove the language “The use of the portable device must be used for County business only” and replace it with, “Use of portable devices for personal use must be kept to a minimum as long as such use does not result in a direct cost to the County. Use of the devices for emergency purposes is permitted.” Recommendation: The revised policy will be presented to the Leadership Team for review. Copies will be provided to the County Board. Once approved by the County Board, the language will replace Personnel Policy 711.05 in entirety. The Committee recommends appointing Greg Howell as a permanent member of the Technology Committee replacing Rollie Helgeson. (End of Technology Committee Minutes)

On a motion by Sawatzke, second by Eichelberg, all voted to authorize attendance at the MN Wetland Conservation Act Meeting, 9-25-06, St. Cloud. It was noted that not more than two Commissioners can attend because of the Human Services Board Meeting being held that day.

Bills Approved

Allina Health Systems. $500.00

American Messaging 619.37

Ameripride Linen/Apparel 291.04

Annandale Advocate Inc. 117.44

City Annandale 590.00

Aramark Corr. Services 11,490.77

Arctic Glacier Inc. 402.48

Arrowwood 184.29

B & D Plumbing & Heating 285.00

Darnell Brethorst 192.68

Buffalo Hosp. – Otpt. Comm. 454.27

Canon Business Solutions 424.16

Central MN Mental Health 1,060.00

Century College 118.00

Climate Air 610.40

Cub Pharmacy 2,055.04

Dash Medical Gloves 391.20

E-Z Flush 565.20

Election Sys. & Software 553.67

Ernst Gen. Construction 1,870.00

Tom Feddema 984.40

Maria Felger Ramos LLC 152.80

Fyles Excav. & Honey Wagon 895.00

Gateway Companies Inc. 7,002.41

Todd Gau 240.30

Gloria Gooler 140.63

Hardings Towing Inc. 266.25

Hennepin Chiefs Assoc. 100.00

Amy Hertzog 247.86

Hickman Service Inc. 147.50

Chris Jahnke 170.88

Kue Contractors Inc. 7,410.00

Lakedale Telephone Co. 126.40

Marco 896.74

Wendy Marschel 179.79

Martin-McAllisters Cons. 1,400.00

MDIAI 140.00

The Metro Group Inc. 7,135.82

MN Chemical Co. 332.26

MN Counties Comp. Coop. 2,611.10

MN Counties Ins. Trust 312.00

MN Office of Enterprise Tech. 1,335.00

MN State Assn. of Narc. Inv. 100.00

MN Supreme Court 315.00

Municipal Software 57,980.00

Office Depot 3,155.62

Pepperball Technologies 395.00

Photo I 798.69

Precision Prints of Wright Co. 154.43

Qwest 6,658.74

Rivers of Hope 1,000.00

Specialty Turf & Ag 122.48

St. Cloud State Univ. 375.00

Walter Stephens Jr. Inc. 385.68

Synergy Graphics 796.36

Tom’s Towing Service 154.42

Total Printing 1,313.20

Trans Languages LLC 1,251.85

Trans Union Corporation 123.10

Trimin Systems Inc. 3,634.60

Larry Unger 337.97

Uniforms Unlimited 492.46

Univ. of Minnesota 11,300.56

Veolia ES Rolling Hills Landfill 725.83

Wright Hennepin Electric 618.15

27 Payments less than $100 1,194.81

Final total $149,045.40

The meeting adjourned at 9:46 A.M

Published in the Herald Journal Oct. 16, 2006.