Wright County Board Minutes

JUNE 17, 2008
The Wright County Board met in regular session at 9:00 A.M. with Heeter, Sawatzke, Mattson, Russek and Eichelberg present.
Russek moved to approve the minutes of 6-10-08 as presented, seconded by Heeter, carried 5-0.
Petitions were accepted to the Agenda as follows: Item For Consid. #3, “Anoka County Meeting Update” (Russek); Item For Consid. #4, “Discuss Process For Proposal For Leasing Compost Facility” (Eichelberg). Heeter moved to approve the Agenda, seconded by Russek, carried unanimously.
The Consent Agenda was discussed. Russek noted that with approval of the Consent Agenda, the contract for the CSAH 17 project south of Delano will begin on 6-23-08. On a motion by Russek, second by Sawatzke, all voted to approve the Consent Agenda:
A. ADMINISTRATION
1. Performance Appraisals: B. Asleson, B. Lutes, S. Waddell, Atty.; D. Maurer, Aud./Treas.; T. Decker, R. Erickson, T. Hackenmueller, J. Russell, J. Sturges, Hwy.; M. Aitchison, J. Basche, S. Bjore, B. Cramb, J. Martin, R. Pool, Sher./Corr.
2. O/T Report, Period Ending 5-30-08.
3. Claim, Frank Madden, $2,253.98 (Service For May, 2008).
B. AUDITOR/TREASURER
1. Renewal Of 3.2 Percent Malt Liquor License – Whispering Pines Golf Course (Corrina Twp.).
2. Renewal Of On Sale Liquor License (Incl. 2 a.m. Closing) – Lake Center Bar & Grill (Corinna Twp.).
C. COURT ADMINISTRATION
1. Refer Discussion RE: Attorney Representation For Parents In Child Protection Matters To The Ways & Means Committee.
D. HIGHWAY
1. Distribution Of 2007 Annual Report.
2. Award Contract For S.P. 86-617-08 To Mathiowetz Construction Company.
E. I.T.
1. Schedule Technology Committee For 6-25-08.
a. 2009 Technology Guidelines.
b. Strategic Planning Report.
On behalf of the Auditor/Treasurer, Gloria Gooler, Administrative Confidential Secretary, presented the claims listing for approval. Mattson referenced Page 12, Allina Hospitals and Clinics. Mattson was in contact with Jail Administration and it was determined that a double billing had occurred. The billing had been paid in May. Mattson said the Jail Administration office contacted the Auditor’s Office previously to make the correction. Russek noted that the claims’ listing includes $20,000 in inmate medical claims. On a motion by Mattson, second by Russek, all voted to approve the claims as listed in the abstract, subject to audit.
A Building Committee Meeting was held on 6-11-08. At today’s County Board Meeting, Mattson moved to approve the minutes, seconded by Heeter. Heeter referenced Item II, Nursing Mothers Room and inquired whether anyone has contacted the Nuclear Power Plant to assure the EOC can be utilized for this purpose. She referenced a recent request by the Public Health Department for use of the EOC during emergencies. Research of past Board Minutes reflects limited use of the EOC by specific personnel. This was done due to concern for damage to equipment. Pat Melvin, Special Projects Administrator, said the EOC has several individual restrooms which will be utilized for nursing mothers. The EOC itself will not be used. Heeter said the Nuclear Power Plant will not need to be contacted if this is the case. Sawatzke referenced the last page of the minutes which reflects that the EOC is the least favorable option for the Nursing Mothers Room. Melvin, who was not present at the Committee Meeting, explained ranking was completed prior to discussion on the topic. The Committee discussed the issue and decided the EOC was the most ideal temporary spot (until the Sheriff vacates). The motion carried 5-0 to approve the minutes:
OFFICES FOR MAINTENANCE CREW SUPERVISORS. A tour was provided of the Highway Supervisor Room, Shop Office, and Storage Rooms A and B. Fingalson explained that seven highway staff and two Crew Supervisors share the Highway Supervisor Room. The crew comes in daily to monitor the weather, discuss schedules, complete paperwork, and timesheets. The Shop Maintenance Supervisor and the mechanics share the Shop Office. Fingalson proposed using Storage Room A as an office for the Crew Supervisors, moving the mechanics into the Highway Supervisor Room so that the mechanics and highway staff share an office, leaving the Shop Office as the sole office of the Shop Maintenance Supervisor. Both Storage Rooms contain files and records that are accessed by the Surveyor, Recorder, and Highway Departments. Jobe stated that Storage Room B would require a door into the hallway for access to the Recorder and Surveyor’s files. A brief discussion occurred on records management, scanning, and storage of the Recorder, Surveyor, and Highway files. Mattice stated that in 2006, a door was cut into a concrete block wall for a Park supervisor’s office. The cost was approximately $500.00. Meyer stated that data lines are already in the Storage Room. Mattice stated that the room would require a cold air return. A dropped ceiling and lighting would be an option. Meyer stated that staff could do a lot of the work in-house during slow work periods. Eichelberg stated that he is in favor of providing appropriate space conditions for personnel. He stated that it should be up to the three departments to determine where they want to store their records. RECOMMENDATION: Fingalson to obtain a funding source and cost estimates on reconfiguring Storage Rooms A and B into appropriate office and storage space.
NURSING MOTHER’S ROOM. Norman provided a copy of the M.S. 181.939, Nursing Mothers Statute that reads:
“An employer must provide reasonable unpaid break time each day to an employee who needs to express breast milk for her infant child. The break time must, if possible, run concurrently with any break time already provided to the employee. An employer is not required to provide break time under this section if to do so would unduly disrupt the operations of the employer. The employer must make reasonable efforts to provide a room or other location, in close proximity to the work area, other than a toilet stall, where the employee can express her milk in privacy. The employer would be held harmless if reasonable effort has been made. For the purposes of this section, “employer” means a person or entity that employs one or more employees and includes the state and its political subdivisions.” Norman explained that a Nursing Room was located within the Sheriff’s Department, however, they are now taking over the room until they vacate the premises in 2009. By Statute, the County is required to provide a space. Norman then distributed a “Nursing Mothers Room Options” spreadsheet that listed space options and provided a favorability system. A brief discussion occurred on the availability of various rooms and their accessibility and accommodations. Norman stated that Genell Reese, Director of Veterans Services/Civil Defense, has volunteered the use of the EOC Room until the Sheriffs Department vacates their space in early 2009. The employee would approach Reese, and Reese would escort the employee into the EOC Room. Nuclear testing procedures are performed twice a year in the EOC Room. RECOMMENDATION: Use the EOC Room as a temporary Nursing Mother’s Room. (End of Building Committee Minutes)
Greg Kramber, Assessor, presented the 2008 State Board of Appeal and Equalization documentation. Kramber expressed gratitude to staff and the local assessors, as this is the sixth year consecutively with no changes at the State Board of Appeal and Equalization. This reflects the exceptional job by staff and the local assessors during trying times. He said this has been one of the most difficult assessments with the real estate economy. They recently held the County Board of Appeal and Equalization Hearings and only 11 people were scheduled out of 60,000 parcels. Kramber provided an overview of the documentation distributed. Kramber explained that there have been changes with regard to Green Acres that will affect many farmers in Wright County. He anticipates a future meeting with the Department of Agriculture to explain these changes. Township officers will be invited.
A Capital Improvement Finance Committee Meeting was held on 6-09-08. At today’s County Board Meeting, Russek referenced Item II-A, ARMER Radio Plan and stated that Cokato Ambulance received a grant and already has the radios. Russek moved to approve the minutes, seconded by Mattson, carried 5-0:
SHERIFF
A. MaSys/Positron System Upgrade
Project Year 2006-2008 (Page 73)
Howell stated that this project was to improve Dispatch in seven phases and will be completed by the end of this year. It was determined that this project will have no impact on the 2009 budget.
B. Training Facility
Project Year 2008 (Page 74)
D. Miller stated that the Sheriffs Department has placed requests for a training facility in 2006, 2007, and 2008. The Department has to train 140 Deputies, quarterly for eight hours. Currently, the Department uses the Rasset Gravel Pit to perform the firearms training for four hours. The Deputies then have to use various training rooms throughout the County to practice force training (i.e. schools). The Department had considered designing the basement of the new Jail/LEC as a training facility. Preliminary cost estimates were $1,000,000. The Department could not justify the expense and analyzed that an 80x40 pole and beam building at the Rasset Gravel Pit would be far less expensive and more suitable for their training needs. The building would contain a classroom, wrestling mat, and cleaning facility for guns. Russek asked if there is an area of undisturbed soil to accommodate a sewer system. D. Miller stated that he was sure there is. Norman asked D. Miller if the Compost Facility would work as a training facility. G. Miller stated that the ideal situation is to have the full day of training at one location. Facilitating the force training portion at the Compost Facility would entail drive time. D. Miller stated that the largest obstacle is the coordination of the quarterly training. It takes three full (8 hour) days to train all 140 Deputies. Russek stated that general bonds obligation have been proposed as the funding source. Melvin asked G. Miller where the City of Buffalo does their training. G. Miller stated that the City uses the County’s facilities. Melvin proposed that the City might be willing to partner in funding a training facility. Recommendation: Present the request to the Budget Committee of the Whole for the 2009 budget.
C. Mobile Data Computers.
Howell stated that according to the I.T. replacement schedule, the first batch of mobile data computers would need to be replaced. The proposed annual cost is $120,000. Howell stated that the Department could get by with replacing a quarter of the computers at a replacement cost of $100-120,000 versus a third of the computers at over $120,000.00. Russek stated that the replacement of computers or equipment is a maintenance item that will need to be budgeted for in 2009. The initial purchase was made through the Capital Improvement process, and the yearly maintenance is part of the annual budget process.
INFORMATION TECHNOLOGY
A. ARMER Radio Plan.
Project Years 2007 – 2009 (Page 39)
Swing stated the original estimate for the ARMER project was $6,785,160.00. Motorola has provided its proposal of $5.4 million which is to be split with Sherburne County. Wright County’s portion would equal $2.7 million. The County can expect to receive $718,000 in grant monies. Radios for the County will equate to $1.226 million, and an additional $1.668 million for the Non-county agencies (i.e. fire departments). Howell stated that the grant money will be reimbursed after proof of sale has occurred. For bonding purposes, the County will seek approximately $5.6 million. Swing stated that he considers the $5.6 million as a not-to-exceed figure. Russek asked if the grant money is a guarantee. Howell responded that the County has been promised the reimbursement. Russek asked if the project and payments are on a schedule. Swing stated that after speaking with Mike Mazzitello, GeoComm, the payment to Motorola is not expected until mid-year, 2009. Howell stated that the County does not have a signed contract with Motorola. They expect to see the contract within a month and the equipment and payment schedule would be identified at that time. Norman asked when the County would need to initiate the bond issuance. Swing stated that they would pursue further negotiations and discuss the schedule with GeoComm. Norman stated that it would be important to determine the debt service amount for the 2009 budget process. Swing stated that they should know the schedule within two months. Norman expressed concern that it is a three month process to receive bond payments. The 2009 budget process will begin in two months and the payment schedule and debt service are critical figures for the budget.
Russek requested that Howell and Swing immediately identify the timing of the payment schedule and debt service. Howell stated that he believes they will have the information within a month. Discussion occurred on the length of the debt service. A consensus was reached that a 3-5 year period would be the maximum payback period for the Non-county agency radios. Discussion also included providing the cities an option to pay back their portion immediately in 2009, or over a 3-5 year period with interest. Russek stated that identifying the debt schedule is an important factor to the cities and townships for their budget process. Kelly asked how many Non-county agency radios would be purchased. Swing stated that 737 radios would be purchased. Norman stated that each jurisdiction would maintain their replacement schedule. The County would not be financially responsible for their upgrades. Norman proposed that they also send out a memo to the cities so they can anticipate the cost in their budgets. Howell stated that he recently sent out a letter requesting that the Non-county agencies update the number of radios they would require.
B. LEC Technology
Project Years 2007-2009 (Page 40)
Swing stated that the original proposed cost was $2,650,000. They have acquired a not-to-exceed number of $2,204,752.00. Norman asked if the jail bond would fund this. Swing stated yes.
C. Server Room
Swing stated that Melvin has reminded him that updating the Server Room is an annual operations and maintenance budget item.
VETERAN SERVICES.
A. File Storage For Veteran’s Records.
Project Year 2009 (Page 80)
Reese stated that her Department is in need of additional storage space for Veterans files. Norman asked her if any of her non-active files could be scanned. Reese commented that it was her understanding that due to the confidentiality of the information, scanning was not an option. Reese stated that she will verify with I.T. whether her files were not to be scanned and will forward the information to the Committee. Melvin proposed that Reese contact other Vet Services Offices to feel out how they store their files. Russek stated that he did not believe G.O. Bonds was an appropriate funding source. Melvin stated that they have priced out two different storage options: a system similar to the Sheriffs Department, and a vertical file system that pulls files up electronically. Norman asked what the retention period is on the files of veterans that have passed. Reese stated that the files are kept because the benefits pass to the spouse, children, and sometimes grandchildren. Norman asked Melvin to assist Reese in researching the retention and storage options for their files. Norman stated that if Reese does not get this item resolved, she should include this project in her 2009 budget. RECOMMENDATION: Reese will include this project as part of her 2009 budget proposal.
AUDITOR/TREASURER.
A. MANATRON System.
Project Year 2008 (Page 22)
Hiivala stated that this system has been nearly completely paid for. The new tax program has been funded through the Compliance Fund. The program will be implemented in 2009. Hiivala stated that there is an agreement between MANATRON and MCCC to install this product in August and roll it out in 2009. Hiivala stated that if a new agreement needs to be signed on the old system, MANATRON would pay for that re-subscription. Russek asked for clarification on whether MANATRON has confirmed that there will not be any extra costs if the project is late. Hiivala stated yes. It was determined that this project will have no impact on the 2009 budget.
B. Data Imaging of Documents
Project Year 2008 (Page 23)
Hiivala stated that his Department is buying a scanner prior to the end of 2008 in order to roll out the program in 2009. This will allow the Auditor/Treasurer Department to scan journal entries, timesheets, checks, and bookmark them for record retention. The scanner will allow all Departments to have access to certain functions of A/P within their offices. Norman asked Hiivala if he has considered sharing a scanner with the Recorder or Planning and Zoning Departments. Their scanners are underutilized. Once the initial scanning is complete, the time consuming action is the indexing. Hiivala stated that he spoke with Larry Unger, County Recorder, and Bill Swing about scanning. AMI is the imaging system. The scanner would be placed in the Auditor/Treasurer’s conference room which can be accessed by other departments. Norman asked if the scanner is in the 2008 budget. Hiivala stated that it has been included in the budget, yet they have not purchased the equipment. Hiivala commented that all checks are printed via laser. An original check is printed for the vendor and a duplicate form of the check is printed for the Auditor’s records. AP is converting each check number into a barcode. AMI has yet to accept AP’s barcode. Once AMI accepts AP’s barcode, he will be ready to purchase the scanner.
C. GIS Mapping of Ditches
Project Year 2010 (Page 24)
Hiivala stated that Mike Pooler, Senior GIS Specialist, is creating a layered map of the County ditches. The Auditor/Treasurer has file cabinets full of ditch records. Meeker County images their ditch records. Norman stated that upon scanning the documents, a backup should be stored offsite. Norman stated that the County would need to hold a hearing if it involved a re-determination of benefited land owners. Hiivala stated that his Department is working on a re-apportionment. Hiivala stated that there might be grant dollars for imaging the ditch records. Norman stated that although there may not be any direct costs related to this project, there are indirect costs for the Survey Department.
Norman stated that the Committee would need to meet once more to hear the last proposals and compile its summary of recommendations for the Budget Committee Of The Whole.
RECOMMENDATION: The Committee will meet on 6-25-08 at 1:00 p.m. with the Departments of Building Care & Maintenance and Court Administration. Heeter commended Melvin for his work on assembling the Wright County Capital Improvement Plan. (End of Capital Improvement Finance Committee Minutes)
Information was received from the Minnesota Historical Society providing information on their State Capital Projects Grants-in-Aid grants program for historic preservation projects. The grant application deadline is 8-29-08. Mattson said he previously worked with the Minnesota Historical Society on determining the historic value of the Marysville Township Hall, which was built in approximately 1870. Upon attempting to present the research to the Minnesota Historical Society, they determined that a professional firm must be hired. It was cost prohibitive to do so. The consensus was that Melvin should forward the information from the Minnesota Historical Society to the Wright County Historical Society.
Russek provided an update on a meeting he and Sheriff Miller recently attended at the Anoka County Medical Examiners Office. There are nine counties that are part of a Joint Powers Agreement. Sherburne County has not decided if they will join. Wright County will be receiving a bill for budget year 2009 that will represent an approximate 3% increase. This summer, Wright County will be asked to appoint two members to the Medical Examiners Board. The meeting also included a taser demonstration. This was provided as an informational item.
Eichelberg said the County received notice of a proposal to lease and operate the Compost Facility from RW Farms, LLC. Several of the Board members recently toured a similar facility. Mattson voiced concern with odor for the neighbors and thought the County should hold a meeting on the issue. Mattson felt there should be a year-long study. The proposal includes a 5-year plan and Mattson was unsure of the financial benefit to Wright County. Sawatzke agreed the County needs to be cautious when moving forward. Russek moved to instruct Bill Stephens to contact RW Farms to obtain possible dates for a Committee Of The Whole Meeting. The Meeting will be held on a regular Committee Meeting date. The motion was seconded by Heeter and carried 5-0.
There will be an Owner’s Committee Meeting today at 1:00 P.M.
Bills Approved
Brian Abrahamson. $769.12
Aladdin Temp Rite LLC 103.31
Allina Hospitals & Clinics 12,536.53
Allina OCC Med 235.00
American Institutional Supply 469.84
Ameripride Linen and Apparel 306.93
Dawn Anderson 113.62
Aramark Correctional Services 5,486.22
Arctic Glacier Inc 129.52
Brian Asleson 130.49
Joe Backes 171.20
Baers Body Shop Inc. 1,495.00
Bonestroo 1,046.25
Ralph Borell 100.00
Boyer Truck Parts 709.04
Buffalo Quality Feed Mill 1,133.16
Business Ware Solutions 793.01
Center Point Energy 584.65
Centra Sota Lake Region LLC 31,235.11
Climate Air 533.69
Comdata Corporation 159.87
Commissioner of Transportation 55,282.26
H Cragg Co. 926.63
Cub Pharmacy 1,957.17
Culligan of Buffalo 300.00
Dash Medical Gloves 252.50
Deatons Mailing Systems Inc. 915.00
Toni Duerr 113.62
E Central Regional Juvenile 16,318.00
Dale Engel 150.00
Ernst General Construction Inc 400.00
Farm-Rite Equipment Inc. 1,042.50
Tom Feddema 190.89
Federal Signal Corporation 465.00
GCS Service Inc 230.05
Geocomm Inc. 4,000.00
Globalstar USA 360.82
Gopher State One Call 157.35
Helena Chemical Company 2,143.15
Hennepin Co. Medical Center 6,199.90
Highway Technologies Inc. 2,347.01
Robert Hiivala 161.10
Hillyard Floor Care Supply 4,107.02
Integrated Fire & Security 381.00
Interstate Battery Systems Of 353.42
Intoximeters Inc. 958.50
Kaplan Professional Schools 795.00
Cheryl Klingler 100.00
Greg Kramber 791.84
LaPlant Demo Inc. 628.00
Lawson Products Inc. 215.79
Little Dukes - Clearwater 205.00
Loren Lovhaug 3,000.00
MACATFO 175.00
Maddens on Gull Lake 355.18
City Maple Lake 1,114.50
Marco 1,159.79
Denise McCalla 565.89
Menards - Buffalo 483.81
The Metro Group Inc. 12,068.58
MN Assn. of Assessing Officers 340.00
MN Board Of AELSLAGID 120.00
MN Counties Computer Coop 3,241.47
MN Counties Ins Trust 3,500.00
MN County GIS Association 100.00
MN County IT Leadership Assoc. 170.00
MN Safety Council 935.00
MN Supply Company 949.05
Morries Parts & Service Group 3,118.66
Craig Mueller 305.98
Nextel Communications 189.21
North Suburban Towing Inc 133.13
Office Depot 1,677.65
Positron Public Safety Systems 2,433.33
Qwest 6,124.43
Frank Ramacciotti 200.00
Retrofit Companies Inc. 2,594.84
Royal Tire Inc. 5,469.92
Ryan Chevrolet 402.50
Sherwin Williams 1,337.64
Software House International 548.48
St. Cloud Stamp & Sign Inc. 200.22
Star Tribune-Subscriptions 123.50
Super Express 243.89
Nancy Tallman 331.01
Tammi Vaith 456.32
Washington Cty. Sheriff 360.00
Janelle Webb 196.45
W Central Environmental Con 123.75
Westside Equipment 287.55
Wright Co. Highway Dept. 4,192.41
Wright Henn. Co-op Elec Assn 4,070.03
Wright Hennepin Electric 1,106.71
Xiotech 826.38
3 D Specialties Inc. 240.26
23 Payments less than $100 1,403.56
Final total $227,666.16
The meeting adjourned at 9:45 A.M.
Published in the Herald Journal July 21, 2008.