Wright County Board Minutes

The Wright County Board met in regular session at 9:00 A.M. with Husom, Vetsch, Daleiden, Potter and Borrell present.
Lee Kelly, County Coordinator, made the following change to the Minutes: Page 1, last paragraph, 3rd line, change to “7-24-17.” Potter moved to approve the Minutes as corrected, seconded by Daleiden. The motion carried 5-0.
Petitions were accepted to the Agenda as follows: Consent Item F, “Sheriff’s Office, Approve 2017-2018 MN DNR Off Highway Vehicle (OHV) Enforcement Grant, $12,092.00” (Todd Hoffman). Potter moved to approve the Agenda as amended. Husom seconded the motion and it carried 5-0.
Vetsch moved to approve the Consent Agenda, seconded by Potter. The motion carried 5-0:
1. Approve Removal Of Section 404, Severance Pay, From The Wright County Personnel Policy
1. Refer Tobacco Ordinance Amendments And Fee Changes To Ways & Means Committee
1. Position Replacement: A. Office Tech I 2. Acknowledge Warrants Issued Between 8-31-17 And 9-05-17
1. Accept The Recommendation Of The Planning Commission For The Following Rezoning
A. MOISES BUSTILLOS - (Clearwater Twp.) Planning Commission Unanimously Recommend Approval Of Rezoning Approximately Ten Acres From AG General Agricultural To A/R Agricultural-Residential.
1. Authorize Signatures On 2017 Emergency Management Performance Grant (EMPG Grant), Eff. 1/01/17 - 12/31/17, $60,019.00
1. Approve 2017 -2018 MN DNR Off Highway Vehicle (OHV) Enforcement Grant, $12,092.00.
Award Contract Bid - Mainline Intersection Warning Systems (Bids Opened 8-25-17)
Hawkins said the intersections include CR 117/CSAH 35; CR 117/CR 113; CR 117/CSAH 37; and CSAH 39/CSAH 11. Husom moved to approve the recommendation to award Contract No. 1710 to low bidder Design Electrical Contractors, Inc., SP 086-070-015; HSIP 8617(257), in the amount of $344,977.50, contingent upon approval of the award from the MnDOT Civil Rights Office. Project funding is $310,479.75 HSIP Federal Safety Funds and $34,497.75 Local Levy Funds. The motion was seconded by Vetsch and carried 5-0.
Set Public Hearing Date For 10-17-17 @ 9:30 A.M. To Re-establish Records For County Ditch 38 And County Ditch 18
Vetsch moved to set the Public Hearing for 10-17-17 at 9:30 A.M., seconded by Daleiden. The motion carried 5-0.
Adopt Resolution Authorizing The Public Sale Of Tax Forfeit Properties On 11-02-17 @ 1:00 P.M.
This item was referred to later in the Board Meeting so the list of Tax Forfeit Properties could be viewed during discussion.
Acknowledge Petition For Maple Lake Improvement District And Set Date & Time For Public Hearing
Brian Asleson, Chief Deputy Attorney, said a petition was filed in late July to form the LID (Lake Improvement District). It has been verified that a majority of property owners in the proposed district have signed the petition in favor of establishing a LID. The action requested is to schedule a public hearing. The MPCA, DNR, Maple Lake Township, and City of Maple Lake will be notified. Notice of the Hearing will be mailed to property owners in the district. There are publication requirements as well.
Daleiden moved to schedule a County Board Meeting for 10-23-17 at 6:00 P.M. for the Maple Lake LID Public Hearing. The motion was seconded by Vetsch and carried 5-0.
A. Appoint Dan Vick To Complete Open Term That Expires 12-31-18
Riley said the appointment is to fill the vacancy created by the passing of Bob Schermann, a long-term Board of Adjustment member. Husom moved to appoint Dan Vick to complete the open term through 12-31-18. The motion was seconded by Potter and carried 5-0.
A. Accept The Findings Of Fact, Conclusions & Order For The Environmental Assessment Worksheet (EAW) & Request A Negative Declaration For An Environmental Impact Statement
Stephens provided an overview of the EAW process. Certain projects are required by the State Environmental Quality Board (EQB) to go through the EAW process to review potential environmental issues. If the operation proposes to expand to greater than 40 acres, the EAW is required by Minnesota State rules. The proposal is for an expansion of the existing facility, which is about 40 acres, to 81.3 acres. The full acreage has to be considered with the EAW. Stephens said Knife River began compiling data the summer of 2016. Numerous modifications were made prior to the final draft document. The EQB was notified and notice posted in the EQB Monitor and the Annandale Advocate. Documentation is available on the County website. The process ran from June 19-July 19. Three State agencies responded and two agencies responded after the comment period. Legally, a response is not required for responses received after the comment period but they are legitimate concerns and so they will be considered. The EAW is not a decision on whether the project is approved but rather information used by the decision-making authority.
Stephens said the request is for the Board to provide a negative declaration for the Environmental Impact Statement (EIS), indicating there is not a need for the EIS. Daleiden referenced the permit expiration of 10-31-16. Stephens referenced a letter from the State indicating the company can continue to operate under the existing permit as the State is backlogged for permit renewals. He referenced Attachment 4, 2nd Paragraph, which states that, “Continuing to use an expired permit beyond its expiration date is covered under Minnesota Rules (Minn. R. 7001.0160).” It allows use of the permit until the State addresses the reissuance of the application for the new permit.
Greg Kryzer, Assistant County Attorney, clarified that the action today is for the EAW. It does not involve the CUP or approval process which will include a public comment period.
Potter moved to accept the Findings of Fact, Conclusions and Order for the Environmental Assessment Worksheet (EAW) and the Negative Declaration for an Environmental Impact Statement. The motion was seconded by Husom and carried unanimously.
Adopt Resolution Authorizing The Public Sale Of Tax Forfeit Properties On 11-02-17 @ 1:00 P.M.
This item was laid over from earlier in the Meeting. A draft resolution and listing of the tax forfeited properties included in the sale was provided. Asleson said the suggested sale date is 11-02-17 at 1:00 P.M. Asleson said the Legislature made a changes in 2017 that affect tax forfeit property sales. Allowed processes include the use of an online auction and the use of a realtor or broker.
Potter moved to adopt Resolution #17-42 authorizing the public sale of tax forfeit properties on 11-02-17 at 1:00 P.M. in the County Board Room at the Government Center. The motion was seconded by Daleiden and carried 5-0 on a roll call vote.
8-30-17 Technology Committee Minutes
At today’s County Board Meeting, the following change was made to the Minutes: Page 1, move Bob Hiivala from “Others Present” to “Members Present” (Daleiden). Vetsch moved to accept the Minutes as corrected and the recommendations. The motion was seconded by Daleiden and carried 5-0. The Technology Committee Minutes follow:
Office 365 Status
Presented by Teresa Friedsam
Teresa Friedsam is the Project Manager for Wright County’s transition to Office 365. Friedsam reviewed the main project components and timeline design. She also noted that two of the biggest factors in her prior experience with Office 365 were internal support for the IT team and the acceptance that “unknowns” will be some of the biggest bumps that the project will run into. The two factors go hand-in-hand as the unknowns can cause delays for the IT Team, internal County support will be integral to keep positive momentum going.
The timeline involves continuing to work on the foundation of the transition. A large part of this is the identity and authentication design. Vetsch questioned what the goal is for completion of the “foundation piece”, Tagarro responded that IT has a goal of October for completion of the identity portion, that this will be a major tipping point where other parts will move quickly in comparison. Friedsam reminded that the unknown will be the main factors affecting the timeline of the project. Friedsam also noted a major part of Office 365 will be establishing Governance for services as a whole. There are several parts of Office 365 that the County will want to determine how to utilize ahead of time. A meeting for the Charter will be on September 8th.
The effect on current services will be seen as IT progresses through the timeline. The recent upgrade and staff training on SCCM, a system management program, will allow IT to push out any necessary software if needed, this will allow for efficiencies as we transition. There are a few licenses that might need short renewals till the migration to Office 365 is complete. Daleiden questioned how short we could negotiate them for, Tagarro stated that 1 year or less will likely be the terms.
Training was also discussed, with the question of making it mandatory. Lynda.com is the training resource the majority of staff have access to, Lynda will be the tool for Office 365 training. Nelson noted that the training will be targeted to match the service, also that the impact for many areas will be minor. Friedsam noted that Skype and SharePoint will be two of the larger areas of training. Daleiden and Vetsch both questioned the timing of the training with other County Wide training, noting that some departments have large amounts of required training. Partlow, in reference to Human Services, stated that the entire year has been provided for completion of training, because of this she does not see a reason for Office 365 training to become a major conflict. Vetsch questioned if all staff have Lynda access. Tagarro responded that the vast majority of County Staff have individual accounts, however there are a few groups that this wasn’t necessary. For some groups, in Highway and Parks for example, the impact of Office 365 will be limited, as the current interaction with Office products is limited as well. Lynda.com was purchased to provide training for Office 365 (although it has an abundance of other training opportunities as well). Virgil confirmed that Highway and Parks will have group account access for Lynda.com, so all Staff members will be covered for basics. Training will be dependent on the completion of pieces of the timeline, the goal would be to begin some this year, while continuing into 2018.
Action: Information on Project and Mandatory Training for Office 365, IT will provide the resources for the training while Departments will enforce it.
Infrastructure Resiliency
Presented by Cheri Nelson
Nelson spoke of ensuring the County has a robust infrastructure resiliency system in place for the network. There are currently two server locations, with a fiber ring connecting all buildings to these locations. There is also a connection to the State Fiber line, providing another failover. The plan is to install a second fiber ring for backend data. Vetsch questioned if this would allow for instantaneous replication if something were to happen. Nelson confirmed that currently if one event happens to the line users don’t notice a difference, the second fiber ring allows for another failover protection for unforeseen events. This plan is currently being budgeted and planned for on a long-term basis, using CIP dollars to create flexibility within the project. Daleiden asked if this was the best use of IT time in reference to the current status of projects. Nelson noted that this project is being done in segments, that staff is not devoting large amounts of time to it, but steadily moving forward with it in conjunction with other projects. Vetsch also wondered if current hardware & technology can support this type of system. Malinski noted Vetsch’s concerns are valid and that the IT team has hardware and technology in place to handle this, in fact the long-term aspect of the project allowed for this type of planning-ahead to take place. Future technology and hardware are being purchased with this system in mind. This system will provide strong failover protections for the County’s data network, providing security and efficiency in known and unknown times of need.
Action: Information Only
ERP – Enterprise Resource Planning
Presented by Adam Tagarro
The ERP, Enterprise Resource Planning, discussion stems from the Auditor / Treasurer requested presentation of “Tyler”. The Tyler presentation was a few weeks ago, department heads and other staff members were invited to attend. The Auditor / Treasurer department is looking at Accounts Payable Automation systems, Tyler was identified as one such system. However at the presentation it was seen that it is much more than just AP Automation. Daleiden summed it up in that Tyler is for the County as a whole what Zeurcher is for the Sheriff’s office. A system that can handle everything one wants and needs to do in the County system.
Tagarro clarified that this wasn’t a discussion of Tyler, but of ERP systems. Is an ERP system the direction the County wants to go? An ERP system is a multi-year project that would have a very large impact on IT Staff and Department time. ERP systems themselves are costly with the Tyler core rate being presented at $500,000 to $600,000. Yet, presently there are several individual projects for IT that would be taken under the umbrella of a single ERP system. Vetsch stated that for a growing county such as ours the current process of piece-meal will end up leaving pieces out. Also that we end up with different programs and services, in the end trying to make them work and integrate to each other. That in itself has its own cost. Strobel clarified that Tyler is a system that uses SharePoint and document imaging, but that it is custom built by a vendor using years of expertise in designing the system. Each module could take 12-18mths to create, that an ERP system is really a suite of solutions but that is built to work seamlessly. It was brought up that perhaps we could focus on Accounts Payable and HR modules first, Strobel stressed the nature of the system works in that we would want to look at all components as they all intertwine with each other. Nelson added that if we don’t take the whole system view we would miss something. Meyer stated that the system is purchased as a “core suite” and then you buy extras. Vetsch inquired as to what the extras would cost as well as maintenance and license fees. Meyer stated Tyler gave an estimated annual maintenance fee of $100,000 for Finance and HR modules.
Hoffman noted that an RFI might be needed before an ERP due to the encompassing nature of the system, an RFI might help determine what we actually need. Hoffman also brought up using a consultant to help ensure we have a plan to decide what we want and need, that the discovery process needs to be addressed. Several in attendance asked about InfoTech’s capabilities to be this partner. Before committing to InfoTech Daleiden was interested in finding out how many ERP systems they have worked with and how that process has gone for their end partners. He also would like information on what other counties are using and their experience with it. Tagarro stated that SunGard and Tyler are two major systems, that St. Cloud, Anoka, and Blue Earth are utilizing them. Hiivala stated that moving to an ERP system would change how we operate as a business, it would take time and resources, and it presents many questions. Yet our recent budget cycle is a good reminder of how much efficiency and man hours would be gained from having an ERP system, having numbers at ones finger tips, knowing where your department sits financially at all times, being able to compare or find data quickly. Hiivala also reminded that there is a cost to not deciding and instead continuing to manually piece many different systems together, as well as working in our current environment which in and of itself includes many manual processes.
Action: Continue the conversation at the Leadership meeting, Keep investigating ERP systems. Direct action for Tagarro to inquire with InfoTech on their options for deciding on an ERP system.
(End of 8-30-17 Technology Committee Minutes)
On a motion by Potter, second by Daleiden, all voted to authorize attendance.
Daleiden moved to cancel the 12-05-17 Board Meeting due to the AMC Conference. The motion was seconded by Husom and carried 5-0.
1. Workforce Center. Husom attended a meeting on 9-08-17. The Workforce Center will have almost a $2 million cut in the budget. They are freezing salaries of Administration staff and looking at four possible layoffs. The Willmar Workforce Center will be renamed Affiliate Center and moved to Ridgeview College for a savings of $8,000/year. The Senior Program will be closed and blended into the Adult Program. Another site will be closed in Finlayson. Future events include the Healthcare Sector Summit 3 on 10-13-17 at Atwood Memorial Center in St. Cloud, 8:30-11:45 AM; and the Workforce Development Their Story Legislative Breakfast at the Monticello Workforce Center on 12-08-17 from 8:30-11:30 AM.
2. Safe Communities of Wright County. Husom said the Drive Wright Program has ended but the Parent Teen presentations are being continued. There is a partnership with Just Drive in Monticello with a goal of providing information to business breakrooms to raise awareness on distracted driving. The Toward Zero Death Conference will be held on 10-26-17 and 10-27-17 in St. Paul.
3. St. Michael Fire Department 100th Anniversary Celebration. Husom said the 100th Anniversary Celebration will be held on 9-23-17 from 3:00-11:30 PM. Free admission.
4. Wright County Fair Board Meeting. A veterinarian attended the meeting and discussed the importance of tracking systems for animal vaccinations at the Fair. This will be a requirement at future Fairs. Information will be sent to those that show animals at the Fair.
5. Parks Board Meeting. Daleiden said action was taken last year to open the County campgrounds a week later and close a week later. This has proven to work well. Information will be sent out soon on winter programs including cross country skiing and dog sledding. Progress continues on the Bertram Lake Changing Room.
6. AMC Balancing Leadership & Risks Seminar. Vetsch attended the Seminar on 9-06-17. Highlighted were conflict resolution, open meeting law, and Administrator versus Coordinator. With the Administrator versus Coordinator discussion, the suggestion is to move forward 100% rather than transitioning. AMC is researching ERP (Enterprise Resource Planning) Systems through Tyler.
Lee Kelly, County Coordinator, said the Board Meeting will be adjourned and the Closed Session will follow.
The meeting adjourned at 9:52 A.M.
Published in the Herald Journal Sept. 29, 2017.