Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
APRIL 17, 2012
The Wright County Board met in regular session at 9:00 A.M. with Sawatzke, Mattson, Thelen, and Eichelberg present. Commissioner Russek was absent.
On a motion by Eichelberg, second by Mattson, all voted to approve the 4-10-12 County Board Minutes.
Eichelberg moved to approve the Agenda as presented, seconded by Mattson, carried unanimously.
On a motion by Mattson, second by Eichelberg, all voted to approve the Consent Agenda:
A. ADMINISTRATION
1. Performance Appraisals: K. Hayes, IT; A. Barkley, S. Guffey, Rec.; J. Thinesen, J. Wirkkula, Sher.; R. Benedict, Surv.
2. O/T Report, Period Ending 3-31-12.
B. HIGHWAY
1. Approve Personal Leave Of Absence For Herb Bray, Sign Technician, Eff. 4-26-12 To 10-26-12.
C. INFORMATION TECHNOLOGY
1. Refer To Personnel Committee Request For Revised Flex Schedule In The IT Department.
Bob Hiivala, Auditor/Treasurer, said the City of Otsego is requesting the County’s consideration to split the cost of the purchase of one M100 and one Automark voting machine. Otsego was required to establish a new precinct through the redistricting process. Hiivala said correspondence was sent to the City offering the County’s assistance with purchase of voting machines as part of redistricting. The request from the City is for the County to fund 50% of the purchase of one M100 and one Automark machine. Hiivala estimated the County’s cost to be under $10,000. Sawatzke said because the City is requesting this based upon the offer made by the County, he moved to approve the request. The motion was seconded by Eichelberg. The motion and second were amended to include the Elections budget as the funding source, noting that the budget will be exceeded because of this expenditure. The motion carried 4-0.
Hiivala said the City of St. Michael is requesting the County’s consideration to split the cost of an additional M100 for Precinct 1B. The additional machine is to speed up the voting process at the polls. There are over 5,000 registered voters in that Precinct. The City indicates that without the County’s financial assistance, they may be unable to make the purchase. Thelen felt the County’s intent was to offer funding assistance when new precincts are organized. Hiivala said this is correct. This request does not involve a new precinct. St. Michael re-established their precincts. The request involves the purchase of one M100 machine, which is the machine that ballots are slid into. The Automark machine marks the ballots. Eichelberg asked if larger precincts, such as Buffalo, have more than one M100 machine. Hiivala said his understanding is that Buffalo has one M100 per precinct. Eichelberg asked whether the County assisted with funding the purchase of any of those machines. Hiivala said that in the last election, the County borrowed some M100 machines from Hennepin County for the absentee ballot boards. He was unsure whether this will be possible this year. Some precincts did have utilization of another M100 machine but it was mainly for their absentee ballot boards.
Sawatzke said the County could potentially have other cities asking for cost share as well if the request from St. Michael is approved. The County possibly should have been more specific on the guidelines. He said the County has borrowed election equipment to Monticello in the past. He wondered how many funding requests the County could potentially receive. Thelen said it is a question of affordability. Hiivala said Monticello uses one M100 for a large precinct and they could benefit from two machines as well. Sawatzke said that however the County handles the St. Michael request will set precedence for other requests. Eichelberg said the County could indicate that in order to qualify for County assistance, a precinct must include so many potential voters. Hiivala said both the M100 and the Automark run about $6,000 each. The cost relates to acquiring the equipment only. Wright County is not looking to assist with the ongoing maintenance and other costs. The machines would be owned by the precinct.
Sawatzke said another question would be whether this would be an ongoing process. Redistricting came about due to the census. The County Board discussed that if a new voting precinct was created, the County would share in the cost of the equipment. Hiivala said the County recognizes that Otsego was forced to create a new precinct and so the County reached out to them. It was optional for other municipalities as to whether they wanted to create a new precinct. He suggested that if a new precinct is established, they need to have their own equipment.
Eichelberg suggested tabling the request to see if other requests surface. He felt it would be easier to make a final decision at that point. Thelen felt that action could delay other precincts approaching the County. Sawatzke asked Gloria Gooler, Confidential Secretary-Auditor/Treasurer’s Office, whether other counties pay for voting machines for municipalities. Gooler said some of the larger metropolitan counties fund the equipment and control the maintenance. Wright County is unique in that back when the M100 machines were purchased, each precinct purchased their own. Federal HAVA (Help America Vote Act) Funding was used to purchase the Automark machines. She stated that every M100 machine in Wright County has been purchased by the local precincts except for the one approved today for Otsego. Sawatzke said given that information, he did not feel the County should approve the request from St. Michael. Thelen asked if there are additional HAVA funds available. Hiivala said there are but Wright County is too large to obtain any additional funding. Thelen referenced Gooler’s comment that Wright County is unique in not paying for the machines. Gooler clarified that in the past when the County moved to precinct counters, there were precincts that still used paper ballots and completed hand counting. It became a burden for those precincts that continued to do so because of population. At that point, they purchased their own M100 equipment. Cokato Township uses a ballot counter because of the Automark equipment which marks the ballots, but they continue to hand count. The remaining precincts have counters that they purchased.
Sawatzke said at the Committee meeting held about one month ago on redistricting, some parameters were set on this issue. He recalled that the recommendation was made for the County to assist in the purchase of equipment if a municipality is creating a new voting precinct. If the municipality is not creating a new voting precinct, the County would not assist with the purchase. Hiivala felt that was the decision at the Committee. Sawatzke supported upholding that decision. The decision would be based on the establishment of a new voting precinct. Eichelberg agreed with this concept. He asked for clarification on whether St. Michael, Monticello or Buffalo would qualify if they create new precincts next year. Sawatzke said this was a redistricting policy that went along with the effort prior to redistricting.
Sawatzke made a motion to respond to the City of St. Michael that the criteria established by the County Board for sharing in the cost of the equipment does not apply in their particular case, so the County will not be participating in the purchase of the voting machines for St. Michael. The motion was seconded by Mattson. Thelen clarified that the County was taking action to deny the request as it is different than the request made by the City of Otsego. Eichelberg said he will support the motion, but the Board should possibly look at the previous minutes to see if they need to make some changes which would apply to future requests. Sawatzke said the motion is based on what he thought the Board decided at the Committee meeting on redistricting. If the minutes reflect they are going to provide funding assistance for any municipality request, he would be willing to re-evaluate this at a future meeting. Sawatzke felt the County tried to set up the funding criteria prior to redistricting so they could respond to requests. The motion carried 4-0.
Hiivala presented a request to remodel the Auditor/Treasurer’s storage cage in the Annex basement. Shelving is available to be moved from the storage cage formerly occupied by the Sheriff’s Office. The plan is for Human Services to utilize that space. Hiivala met with Human Services representatives and they do not require the shelving that is currently in place. Hiivala may ask for additional shelving at a later date. Mattson moved to approve the request. The motion was seconded by Eichelberg. Sawatzke asked Richard Norman, County Coordinator, whether he could foresee any issues. Norman responded that he asked Hiivala to contact Larry DeMars, Human Services, on obtaining the shelving units. DeMars response was that they do not plan on using theshelving but they will use the space. Norman does not see the County having to purchase additional shelving. The motion carried 4-0.
The March Revenue/Expenditure Guidelines were discussed. Hiivala said in April, he plans to make salary adjustments based on negotiations. The funds are currently in Budget 100 but will be moved to all departments. Eichelberg moved to accept the March Revenue/Expenditure Guidelines. The motion was seconded by Mattson and carried 4-0.
Hiivala said the County Board recently approved Wenck Associates to complete an Engineering Study for County Ditch 10. An informational meeting is planned for benefitted property owners on Ditch 10 and the Lake Association. The meeting will allow Wenck to provide a description of their services and for residents to provide input. Mattson would like the process to be expedited so that the work can be completed. After discussion, Mattson moved to schedule a Ditch 10 informational meeting with Wenck Associates on 5-16-12 at 1:30 P.M. The meeting will be held in the County Board Room. Thelen said she plans to attend. Sawatzke stated that if Mattson and Russek both attend, the open meeting law may preclude Thelen from attending. Sawatzke asked Norman if Thelen can be part of the discussion or part of the listening audience. Norman said Thelen would be part of the listening audience. Sawatzke said this is the case when the Board holds Committee meetings. Hiivala said there will be an agenda posted for the meeting. There will be no action recommended or taken as part of the meeting. The Board already approved Wenck Associates to complete the Study but the meeting will be informational. The consensus was that Thelen can attend the meeting but not be part of the discussion. The motion was seconded by Eichelberg and carried 4-0. Sawatzke asked for clarification on the difference between a judicial ditch and a joint ditch. Hiivala said his understanding is that joint ditches are set by the courts. The terms joint and judicial are almost synonymous.
On a motion by Mattson, second by Sawatzke, all voted to approve the claims as listed in the abstract, subject to audit.
A Building Committee Meeting was held on 4-11-12. At today’s County Board Meeting, Mattson asked that the minutes reflect the total cost of the card readers. He made the following correction to the minutes: Page 2, Item #1 of Recommendations, should read, “Approve quotes to install card access readers and locking hardware to three doors in Court Administration for a total cost of $8,501.54. Fund out of Budget 100, Site Improvement Line Item.” Mattson moved to approve the minutes as corrected and recommendations. The motion was seconded by Sawatzke and carried 4-0:
I. Request For Card Readers, Court Administration.
Hayes distributed copies of quotes from Integrated Fire & Security (see attached). The total cost to provide and install card access readers, power, programming, related equipment, testing, and sales tax, is $6,091.88.
Mattson asked whether there were any other quotes. Hayes said there will be additional costs. The process involves two vendors. Hayes distributed a quote from Rhode’s Lock & Glass regarding hardware for those doors which have no previous locking function (see attached). The quote includes locks, locksets, cylinders, keying, sales tax and installation for $2,409.66. Buskey prefers doors that have both a card and a key function for custodians. Hayes said one of the doors to receive a card access reader is a passage door, and needs all new handles and hardware. The vendor will have to run new wiring, add lock sets and card parts.
Hayes asked the County Building Inspector to determine whether a panic bar is required on the door going into the Court Administration office. All doors receiving card access readers will allow free exit but require key cards for entrance.
Thelen said the original estimate was several thousand dollars per door. Hayes clarified the amount of $2,000 per door was solely for card reader functions.
Norman asked the Committee to reaffirm their discussion about card reader request protocol from the 2-08-12 Building Committee Meeting. At that meeting, Swing and Norman said requests for new card access readers should go first to the Information Technology Department (IT) to determine how the doors would fit into existing access groups. The requests would then be evaluated by the Administration Department regarding what issues the new card readers would resolve and any alternatives that exist. Once that process is complete, requests would be referred to the Building Committee for recommendation. Gentles said she has already contacted Swing. Thelen thought the current request made sense, and suggested the Committee recommend replacement.
A brief discussion ensued regarding the process for adding doors to existing access groups or adding new groups. Norman said coordinating card keys for new, temporary and terminated employees, maintaining accurate records and running reports on the Doors system requires significant time and effort on the part of Administration staff.
Recommendation:
1. Approve quotes to install card access readers and locking hardware to three doors in Court Administration for a total cost of $8,501.54. Fund out of Budget 100, Site Improvement Line Item.
2. Approve protocol for card access reader requests requiring the Information Technology Department to determine appropriate access groups, and the Administration Department to evaluate potential issues or alternatives prior to referring requests to the Building Committee.
(End of 4-11-12 Building Committee Minutes)
A Personnel Committee Meeting was held on 4-11-12. At today’s County Board Meeting, Sawatzke made the following correction to the minutes: Page 1, Members Present, change from “Eichelberg” to “Thelen (for Eichelberg)”. Sawatzke moved to approve the minutes as corrected and the recommendation, seconded by Mattson. The motion carried 4-0:
I. Position Opening: Lead Clerk, Sheriff Department.
Norman distributed an email from Captain Howell indicating the essential duties of the position and justification for replacement (see attached). After a thorough review, the Committee recommended the Board fill the position. Recommendation: Approve replacement of Lead Clerk position in Sheriff Department.
(End of Personnel Committee Minutes)
Eichelberg moved to reappoint Dan Dawson as the Public Sector Representative on the Wright County Community Action Board of Directors. The motion was seconded by Mattson. Thelen and Eichelberg serve on this Board. She said that Dawson has been the Chair since she has been a member, and he is very committed. The motion carried 4-0.
Bills Approved
3 D Specialties Inc $1,226.63
Allina Medical Laboratories 163.00
Ameripride Services 103.15
Andys Towing Service Inc 229.78
Anoka County Corrections 9,776.00
Aramark Services Inc 6,428.22
Astleford International 465.23
Buff N Glo Inc 205.00
Buffalo Township 740.60
Bureau of Crim. Apprehens. 8,550.00
Busse/Amy 200.00
Cameron/Tim 150.00
Center Point Energy 3,501.46
Centra Sota Coop. - Buffalo 28,655.20
Cent. MN Mental Health Ctr Inc 237.62
CenturyLink 5,674.05
Climate Air 8,755.40
Comm. Of Transportation 38,725.75
Delano/City of 2,423.60
Design Electrical Contractors 435.50
DLT Solutions Inc 7,942.32
Ernst Gen. Construction Inc. 225.00
Fastenal Company 285.26
Fibernet Monticello 359.80
Fingalson/Wayne 1,353.15
Greenview Inc 438.60
Helena Chemical Co. 1,000.86
Herald Journal Publishing Inc 826.13
Hewlett Packard 5,462.12
Husom Electric 4,970.00
Identix Incorporated 2,682.00
Impact Proven Solutions 13,640.24
Interstate Battery Systems 433.81
JME Ellsworth Co 103.60
Johnson/Kraig S 655.00
Koivisto/John K 3,248.00
LaPlant Demo Inc 498.62
Lebovsky/Gary 111.37
Lee/Tina 1,861.55
Loberg Electric 1,475.06
Matt Legal Services 100.00
Metro Group Inc/The 3,190.97
Milana P Tolins LLC 300.00
Minneapolis Police Dept. 2,750.00
MN Counties Comp. Coop 14,756.11
Mn County Recorders Assoc 200.00
MN HTCIA 320.00
Morries Parts & Service Group 589.97
Nancy Schmidt 200.00
North American Salt Co 36,598.95
Northland Chemical Corp. 217.28
Office Depot 1,178.55
Pakor Inc 306.93
Pearson Education 661.59
Postmaster-Buffalo 365.00
Precision Prints Of Wright Co 102.61
Proven Force/Clutch & UJoint 1,148.47
Purick/Ryan 100.00
Regents of the Univ. of MN 31,862.49
Ridgeview Medical Center 286.00
Royal Tire Inc 3,184.93
Russek/John 170.50
SHI International Corp 29,497.50
St Cloud Fire Equipment Inc 1,569.15
St Croix Solutions 1,320.55
State of MN-Office Enterprise 1,215.00
Stonebrooke Engineering 11,959.01
TASC 1,069.00
The Sign Man Of MN Inc 368.72
Voss Lighting 491.20
Webb/Janelle 368.00
West Payment Center 1,042.94
Wheels West RV Inc 4,883.23
Wright Hennepin Electric 161.80
Wright Lumber & Millwork Inc 225.24
Zee Medical Service 777.94
22 Payments less than $100 1,055.91
Final total $318,814.22
The meeting adjourned at 9:36 A.M
Published in the Herald Journal May 14, 2012.


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