Wright County Board Minutes

OCTOBER 10, 2017
The Wright County Board met in regular session at 9:00 A.M. with Husom, Vetsch, Daleiden, Potter and Borrell present.
Husom moved to approve the Minutes, seconded by Vetsch. The motion carried 5-0.
Petitions were accepted to the Agenda as follows: Timed Item C, “Authorize Temporary Help, License Bureau” (Hiivala). Daleiden moved to approve the Agenda as amended. Potter seconded the motion and it carried 5-0.
Daleiden moved to approve the Consent Agenda, seconded by Husom. The motion carried 5-0:
1. Authorize Attendance At SWCD Tour On 10-18-17 @ 11:00 AM
1. Schedule Negotiation Committee On 10-17-17, 12:00-4:00 P.M.
1. Acknowledge Warrants Issued Between 9-27-17 & 10-03-17
1. Position Replacement:
A. Deputy
Recognition of Wright County MSSA Award Recipients Presented At The Regional Conference In Pine City On 9-05-17
Recipients of the Wright County MSSA (Minnesota Social Service Association) Award were recognized at today’s County Board Meeting:
1. Outstanding Adult Foster Care – Cindy Hall
Cindy Hall received the award for the quality of adult foster care provided since 1994 including individuals with severe legal trouble, mental health issues, and developmental disability diagnoses.
2. Outstanding Staff Achievement – Ariel Johnson
Ariel Johnson is a Child Protection Social Worker with Wright County who received the Award because of the dignity and respect she provides to foster children, giving them a sense of normalcy. Highlighted are her efficiency and organizational skills, as well as her dependability.
3. Outstanding Volunteer Staff – Samantha Dobbs
Samantha Dobbs served with Central MN Jobs & Training, volunteers, and was an AmeriCorps VISTA Member. She created an internship program, completed a community needs assessment, assisted with analysis of fund raising events, and developed community partnerships.
4. Community Collaboration – Functional Industries, Wright County Health & Human Services, Central MN Mental Health Center, Vocational Rehabilitation Services (Monticello & St. Cloud Offices)
Recognized were Krissy Eich (Functional Industries), Hilary Kruckenberg (Vocational Rehabilitation Services), Diane Erkens (WCHHS), Kelly Lindberg (CMMH) and Missy Cribb (CMMH). Each agency in this collaboration brings their own mental health expertise to support employment, therapy, and case management. The IPS (Individual Placement and Support) is an evidence based approach helping with serious mental illness work in regular jobs, and has successfully assisted with people becoming contributing members of their communities and families.
Approve Agreement No. 16-52 With The City Of Waverly For Highway 9 Improvements
Hawkins said the project was originally included in the pavement preservation program. However, the City of Waverly had a utility project to install or replace utilities around the Lake. Collaboration followed and it changed from a $400,000 project to a $1.7 million project. The project will include the road meeting state aid standards and a trail on the east side of the road. Funding is through the Local Option Sales Tax. The project is projected to commence the spring of 2018. Potter moved to approve the Agreement, seconded by Daleiden, and carried 5-0.
Authorize Temporary Employees For License Bureau
Hiivala explained that staff overtime in the License Bureau has resulted from problems associated with the rollout of the State MNLARS System and not being fully staffed in the License Bureau (until this week). He requested approval to hire two temporary staff that have prior motor vehicle and MNLARS experience. One will work two days/week and the other potentially one day/week. The Auditor/Treasurer’s budget would be the funding source (savings realized through the unfilled position).
Potter moved to authorize temporary help in the License Bureau for up to six months. Potter amended the motion to include authorization to the end of 2017 at which time the request can be readdressed. The motion was seconded by Vetsch. Discussion followed on whether the request should have been presented to the Personnel Committee. Lee Kelly, County Coordinator, said that Hiivala has funding available in the budget to cover the cost of the temporary help. The 67-day rule will apply. The motion carried 5-0.
At today’s County Board Meeting, Daleiden moved to approve the Minutes. The motion was seconded by Vetsch. Discussion included a cost benefit analysis for the move to ERP, and efficiencies and security realized through the move to O365. The motion carried 5-0. The Minutes follow:
1. Office 365 Status
Teresa Friedsam, Project Manager for Wright County’s transition to Office 365, presented on the current status of Office 365. In the timeline we are at the authentication stage. NowMicro was brought in for program planning, which proved to be fruitful. It was identified that BCA & CJIS authentication for O365 may take additional time for review by the State of MN Security and possibly the FBI. The option requiring this additional review is desired as it will cost less and be easier to maintain than other options. Nelson stated that to the end user it will not appear much different. Friedsam noted that the timeline as a whole still appears on track, yet warned that the SharePoint portion might change after a full assessment is made.
Friedsam presented two questions for the committee pertaining to O365: License purchases and Governance Committee Membership. Currently the county has a total of 150 licenses purchased for O365. For the full move to O365 IT would like to purchase an additional 700 licenses. “G3” is the feature level of the additional licenses, for a cost estimated at $105,000. Vetsch inquired if there would be volume discounts and how general use email accounts would be handled. Nelson responded that yes there should be volume discounts to take advantage of, and that there is a lower tier license, G1, that we should be able to utilize for some users, IT is also looking at other options for general use accounts. The committee approved the purchase of the additional licenses. The second question related to the O365 Governance Committee was if a Commissioner needed to be a member of the committee. Hoffman stated that items needing attention should flow-up the appropriate route, which Vetsch agreed with, stating that the Governance Committee can vet-out any issues and present as needed. Friedsam pointed out that the Committee is made up of the Chair (Tagarro, IT Dept. Head), committee members from across County departments, O365 Project Managers (Strobel & Nelson), Legal Experts, and Product Experts. Daleiden noted that the Commissioners could be invited as the “expert role” when needed. It was confirmed that Lee Kelly was on the Committee, which Daleiden stated could play a liaison role to commissioners as well. It was decided that a commissioner didn’t need to be a mandatory part of the O365 Governance Committee.
The upcoming items for O365 will be the next Governance Committee meeting along with a meeting on October 13th of discussion of the O365 Department Technology Liaison. This person is key to successful rollout for all departments, identifying many issues first hand before they become widespread.
Action: IT has the Approval to Purchase 700 additional G3 licenses for Office 365. The Office 365 Governance Committee will only have Commissioner attendance as needed in the capacity of “expert role”.
2. ERP – Enterprise Resource Planning, Continued Discussion
Presented by Cheri Nelson
ERP, Enterprise Resource Planning, continued discussion discerning if we, as a County, want to use an ERP system. Nelson reported that InfoTech was contacted and they have an ERP Team in place to decide on Vendor, but we need to do background work before InfoTech would become involved. Namely we need to fully answer the question of do we want to have an ERP system? Strobel stated the new IT BA (Business Analyst) will start soon, this position will be tasked with the background research of the ERP system, starting with existing County applications currently in use, what would be replaced and or used / integrated. Also, looking at existing projects and how they would be impacted by an ERP system. Daleiden counseled to have the new BA proceed with research within the County. It was discussed the areas to review will be the application list, directly looking at functionality of apps as well as how departments use them. Strobel stressed that for the ERP to be truly successful, as a County, we will need complete department commitment and buy-in to the system. There cannot be mini-side processes otherwise issues will develop. Vetsch directed that the concerns to look at would be department targets & questions, functionality, processes, and perception. In November, Vetsch would like to see a list of items that can be within the ERP system. Vaith noted there are duplications all over the county and that those processes need to be vetted. MacMillian also noted that the ERP vendor chosen should be flexible to build a system to work with all state programs to prevent side-processes. Hoffman stated that he was concerned that the system could be the experience of OnBase all over again, one that was touted as an all-encompassing system but ended up falling short. Hoffman’s suggestion would be to clarify the 2-3 main objectives that we want to take on, since the project is so large and time consuming. He suggested starting with IFS & HR as they have the most widespread impact across the county. All in attendance agreed that a hard decision to move forward with ERP needs to be made by the end of 2017, but that preliminary research needs to be done.
Action: Proceed with ERP research by new IT BA. Decide by end of 2017 if the County as a whole will pursue an ERP system.
3. Project Portfolio Status
Presented by Olga Strobel
Strobel opened the discussion with the project list, there are 91 open projects for IT to complete; 27 projects have been completed in 2017 with 31 being added. Each project has competing proprieties from each department. Strobel stated that the IT department has prioritized the projects based on the information they have. She also noted that with the Project Request Form, IT has been able to gauge the impact of projects in a much improved format, gathering more information & details upfront. Strobel also presented a project dashboard to help the committee prioritize projects. The discussion turned to the projects to bring to a top priority. Goodrum Schwartz suggested completing the ones with the biggest impact and the lowest effort first. Hoffman suggested doing the little ones first, or perhaps dividing them and staff up into groups, some tackle big projects, others tackle small projects. Vaith reasoned that there will always be projects of varying degrees to contend with and prioritize. Strobel stated that the new hire of a Project Portfolio Analyst will evaluate projects, but warned that this will take time. Goodrum Schwartz suggested that an upfront idea of what IT’s impact effort is would help departments prioritize and request projects. Strobel informed the committee that the IT department is doing a time exercise, to capture accurate data on where staff time is used. In turn this will allow IT to provide a more accurate answer to the question of how long will a project take to complete? MacMillian questioned if perhaps a thorough discussion of IT projects would be better done next March when IT has additional staff in place along with possible movement with ERP. Daleiden & Strobel both stated that projects will need to be prioritized now, as there are current items that need to be addressed. Vetsch also added that the additional staff will likely only catch us up but not really push us forward, due to the backlog of projects created by historically not having enough staff. A mandated stop on projects was discussed as well. Goodrum Schwartz brought up the Minnesota state shut down, how Human Services still hears about projects not being done because of the shutdown, even thou it was over five years ago. She suggested not going down that route simply because of the lingering after-effect. Rasmuson stated that there needs to be a way for Departments to know if their project is going to proceed forward, before they invest time & effort. That there does need to be discussion and decisions on prioritizing projects. It was decided to table the prioritization discussion for the next meeting.
Daleiden noted that Strobel did want to discuss two new projects. Security Incident Management was the first project brought up. A system and /or process possibly using SharePoint to manage and track incidents. Daleiden noted that it should be put on the list but that other projects are already there and more important. Goodrum Schwartz, Daleiden, and Vetsch all questioned if this was an IT project, or more of a governance and policy issue. Due to time this discussion was also deferred to the next meeting. The second project, check scanning for Human Services, was also tabled to the next meeting due to time. ConnieMae did state that this project is going through the Project Request process to more clearly define the scope. A third item was discussed as well at the request of the Auditor Treasurer department. A new OpenGov Module is available. Discussion of the module was referred from the County Board meeting to the Technology Committee meeting. Vaith stated that the module is $19,000, it is available for active use on the OpenGov platform, which is already being used. The module would integrate IFS to OpenGov creating a financial dashboard, which was well received by departments. It was thought that IT would need to create an auto-update from IFS to OpenGov, as currently it is a manual process. This discussion was also tabled due to an ERP system possibly doing the same thing and IT needing more information about the requirements of the module.
Action: Direction for departments to prioritize their own Project list. Table continued discussion on project prioritization and the proposed projects to next meeting. Share IT staff time findings at next meeting.
(End of 9-27-17 Technology Committee Minutes)
Vetsch and Potter met with Trailblazer and representatives from Sibley County on 10-04-17 to discuss transit (past, current, and what is envisioned for the future). Sibley and McLeod Counties agreed to look at the type of relationship WCAT (Wright County Area Transit) and Wright County can work out. Vetsch and Potter attended a meeting on 10-09-17 with Scott Enter, Buffalo City Council, and Kevin Kasel, Mayor of St. Michael, to discuss preliminary agreement ideas. There are outstanding items that will be discussed in the next week or two. Prior to those discussions, Vetsch asked that the County Board release the $225,124.94 in RiverRider funds to WCAT as a show of good faith to make this agreement move forward for 2018. He suggested a Committee Of The Whole Meeting to review details prior to a vote on the agreement.
Borrell questioned the release of the funding prior to an agreement. He thought there should be a written agreement to reflect the funding could be Wright County’s share if things didn’t work out between WCAT and Trailblazer. Vetsch said the reason for release of the funds is because WCAT needs to pay MnDOT back in 2019 for $150,000 in startup funds. Vetsch said $150,000 of the $225,124.94 could be used to pay back that loan. The remaining $75,000 could be placed into capital reserve funds for future bus purchases, etc. Further discussion at the Board Meeting included the financial strain on some cities for transit due to smaller operating budgets.
After discussion, Daleiden moved to approve giving $225,125.00 to WCAT. The motion was seconded by Husom. Borrell said whoever funds transit should have representation on that Board based on the amount funded.
Daleiden agreed and said he supports the motion as a means of indicating the County is willing to work with WCAT and Trailblazer. Husom would like to see the county, cities and townships united and sees transit expansion in the future. Potter said ridership in Wright County continues to grow and the motion is a good step forward. Borrell said he will oppose the motion as the agreement should come first. He supports moving forward toward a good relationship and fair funding. The motion carried 4-1 with Borrell casting the nay vote.
On a motion by Vetsch, second by Husom, all voted to schedule a Committee Of The Whole Meeting regarding transit for 10-19-17 at 9:00 A.M.
1. Buffalo Safe Schools. Husom attended a meeting on 10-04-17. Topics included school start times, and early intervention/bridging gaps for students at home or in various situations. Wright Learning Center will host an event at the school to include 65 exhibitors.
2. National Disability Employment Awareness Month. Husom said Malco received the Award, and was nominated by Functional Industries. She described Malco as an outstanding employer of people with disabilities.
3. Pink Street Party, Buffalo. Husom said the event is held the first Thursday in October. Many have associated the event with breast cancer but it is for all who have been impacted by any type of cancer. The theme will be changed in 2018 to portray this.
4. Township Officers Meeting. Husom, Daleiden and Potter attended and provided updates at the meeting.
5. Law Library. Husom said in August, the Law Library has its highest month of patrons at 619. A budget meeting will be held in October.
6. Delano Senior Center. Borrell made a presentation last week at the Senior Center.
7. Pelican Lake. Daleiden emailed Fred Bengtson, DNR, for information on Lake levels and pumping.
8. Monticello IEDC Awards. Vetsch presented the IEDC awards last week. UMC received the Industry of the Year Award for Monticello.
9. East Central Regional Juvenile Detention Center. Vetsch attended a meeting on 10-05-17 where a preliminary budget was set for 2018, member and non-member rates were set for 2018, and discussion included the possible purchase of a new comprehensive video (total cost of about $550). The group voted to keep nonmember rates flat and apply the cost savings to members. Some of the savings may be steered toward capital improvements to include the move from an analog to a digital video system (estimated cost near $500,000).
10. Bertram Advisory Committee. Vetsch attended the meeting on 10-06-17. It is hoped the beach house construction will be completed prior to winter. 2018 projects were discussed. The group discussed a request for patrons renting the chalet or wedding ceremony space to use the golf carts. It was agreed this would not be allowed because of expense and risk factors. The group looked at potentially increasing parking space by reducing planting by 5 acres in 2018.
The meeting adjourned at 10:10 A.M.
Published in the Herald Journal Oct. 27, 2017.