Wright County Board Minutes

NOVEMBER 7, 2017
The Wright County Board met in regular session at 9:00 A.M. with Husom, Daleiden, Potter and Borrell present. Commissioner Vetsch was absent.
Daleiden moved to approve the minutes, seconded by Husom. The motion carried 4-0.
Daleiden moved to approve the minutes, seconded by Potter. The motion carried 4-0.
Petitions were accepted to the Agenda as follows: Consent Item H, Information Technology, Item F, Refer to the Technology Committee “Zuercher Discussion” (Hoffman); Timed Item C, Auditor/Treasurer, add two items: “Introduce Matt Detjen, Ditch Coordinator” and “Joint Ditch 15 Meeting, 11-09-17” (Hiivala). Potter moved to approve the Agenda as amended. Husom seconded the motion and it carried 4-0.
Daleiden moved to approve the Consent Agenda as amended, seconded by Potter. The motion carried 4-0:
1. Approve Owners Committee Minutes: 4-11-17; 4-18-17; 4-24-17; 5-02-17; 6-19-17; 6-22-17; 7-17-17; 7-31-17; 8-15-17; 10-12-17
1. Approve Memorandum Of Agreement With Assistant Wright County Attorney’s Association For County Contributions For The 2018 Health Insurance Plans
1. Approve/Authorize Signatures On Law Enforcement Contracts, Clearwater, Delano & Monticello
1. Approve Charitable Gambling Application Form LG220, Alliance of Automotive Service Providers of Minnesota, Inc., Event Location - Veit Automotive Foundation, 914 80th St. NW, Maple Lake MN, Event Date - 6-27-18
1. Claim - Madden, Galanter & Hansen, LLP, 9-2017 Services, $3,181.88
1. Refer To Building Committee: Compost Facility, Discussion On Reconstruction Of Hangar Building
1. Acknowledge Warrants Issued Between October 18, 2017 And October 31, 2017
2. Approve Renewal Of 2018 Tobacco Licenses For:
A. City Of Albertville: 152 Club, Inc. DBA 152 Club; Casey’s Retail Company DBA Casey’s General Store #2412; Coborn’s, Inc. DBA Coborn’s #2029; Coborn’s Inc. DBA Coborn’s Liquor #6038; Coborn’s, Inc. DBA Little Duke’s; Cardinal Enterprises, LLC DBA SuperAmerica #4899;
B. City of Clearwater: Clearwater Enterprises, Inc. DBA Clearwater Travel Plaza; Clearwater Enterprises, Inc. DBA Clearwater Travel Plaza - Fuel Center; Coborn’s, Inc. DBA Coborn’s #2008; Coborn’s, Inc. DBA Coborn’s Liquor #6034; Coborn’s, Inc. DBA Little Duke’s;
C. City of Cokato: Casey’s Retail Company DBA Casey’s General Store #1647;
D. City of Delano: Coborn’s, Inc. DBA Coborn’s #2028; Hansoline, Inc. DBA Flippin Bill’s; Coborn’s, Inc. DBA Holiday Stationstore #4073;
E. City of Hanover: Jonwall, Inc. DBA The Original Tom Thumb;
F: City of Maple Lake: H&H Outdoor Outfitter & Sports Shop, Inc. DBA H&H Sport Shop; Madigan’s Pub & Grill;
G: City of Monticello: Broadway Kwik Stop; AR Vapes LLC; City of Monticello DBA Hi-Way Liquors; Kwik Trip, Inc. DBA Kwik Trip #177; Kwik Trip, Inc. DBA Kwik Trip #345; Fleet Wholesale Supply Co., LLC DBA Mills Fleet Farm; Fleet Wholesale Supply Co., LLC DBA Mills Gas Mart; Walgreens Co. DBA Walgreens #13938; Wal-Mart Stores, Inc. DBA Walmart #3624;
H. City of Montrose: Casey’s Retail Company DBA Casey’s General Store #3601;
I. City of Otsego: Kwik Trip, Inc. DBA Kwik Trip #162;
J. City of Rockford: Cardinal Enterprises, LLC DBA SuperAmerica #4898; Casey’s Retail Company DBA Casey’s General Store #2156;
K. City of St. Michael: Coborn’s, Inc. DBA Cash Wise Liquor #7043; Kwik Trip, Inc. DBA Kwik Trip #681; Marohn’s St. Michael Marketplace, Inc. DBA The Marketplace; Walgreen Co. DBA Walgreens #13842;
L. City of Waverly: Mark’s Service.
1. Refer To The Technology Committee:
A. Office 365 Status
B. Email Retention Update
C. ERP Research Status
D. WatchGuard Proposal
E. Project Portfolio
F. Zuercher Discussion (Todd Hoffman)
1. Accept The Recommendation Of The Planning Commission For The Following Rezoning:
A. Mark R. MacDonald (Chatham Twp.). On A 4/2 Vote The Planning Commission Recommends Rezoning From AG General Agriculture & S-2 Residential-Recreational Shorelands To A/R Agricultural-Residential & S-2
1. Position Replacement:
A. Deputy
Introduce Scott Weiland, Business Analyst
Tagarro introduced Scott Weiland as the recently hired Business Analyst in Information Technology. Weiland was welcomed.
Schedule Committee Of The Whole Meeting To Discuss Jail Billing/Collections Process
Hoffman explained inmates are billed for costs related to booking, pay-for-stay, and medical fees. The current process involves an outside collection agency when needed. Hoffman has met with staff from the offices of Auditor/Treasurer and Administration on possible changes to the process. He requested a Committee Of The Whole (COTW) Meeting to write off some of the old debt and provide information to Board members on desired future processes.
On a motion by Husom, second by Daleiden, all voted to schedule a COTW Meeting for 11-15-17 at 1:00 P.M. to discuss Jail Billing/Collections Process.
Adopt Resolution For Wright County Ditch 36, Findings And Order Correcting Drainage System Records For Wright County Ditch 36 (103E. 104, Subd. 4a).
Greg Kryzer, Assistant County Attorney, said the Board is acting in their position as the Ditch Authority and would adopt the resolution pursuant to their powers under Statute 103E.101, Subd. 4a. Staff compiled the record as directed at the Public Hearing and a technical memorandum is attached to the Order.
Daleiden moved to adopt Resolution #17-52 adopting the Findings and Order correcting Drainage System Records for Wright County Ditch 36. The motion was seconded by Potter and carried 4-0 on a roll call vote.
Adopt Resolution For Wright County Ditch 18, Findings And Order Correcting Drainage System Records For Wright County Ditch 36 (103E. 104, Subd. 4a).
Kryzer said the Board is acting in their position as the Ditch Authority and would adopt the resolution pursuant to their powers under Statute 103E.101, Subd. 4a. Staff compiled the record as directed at the Public Hearing and a technical memorandum is attached to the Order.
Husom moved to adopt Resolution #17-53 adopting the Findings and Order correcting Drainage System Records for Wright County Ditch 18. The motion was seconded by Potter and carried 4-0 on a roll call vote.
Table The Hearing On The Correction Of Drainage System Records For Wright County Ditch 38 To November 28, 2017.
Kryzer said the Ditch 38 Hearing should be continued to the 11-28-17 County Board Meeting. Staff continues to work with the Sones on a possible resolution. Daleiden moved to continue the Hearing on County Ditch 38 to the meeting on 11-28-17. The motion was seconded by Potter and carried unanimously.
Approve Contract With Girard’s, Inc.
The software is to automate the data entry of accounts receivable through the use of a desktop check scanner and software. The cost is $13,566.00. Daleiden made a motion to approve the Contract with Girard’s, Inc. with the caveat that installation must be coordinated with the Information Technology Department. He said the Technology Committee recommends approving this software purchase. Hiivala responded that the Information Technology Director has set the install date. The purchase will be funded from Capital Outlay. The motion was seconded by Potter and carried 4-0.
Schedule Committee Of The Whole Meeting To Discuss Credit Card Acceptance And Policies.
On a motion by Potter, second by Husom, all voted to refer discussion on the Credit Card Acceptance and Policies to the 11-15-17 Committee Of The Whole Meeting.
Introduction Of Matt Detjen, Agricultural & Drainage Coordinator.
Hiivala introduced Matt Detjen who was recently hired as the Agricultural and Drainage Coordinator in the Auditor/Treasurer’s Office.
Informational Item: Announcement Of Joint Ditch 15 Informational Meeting At Cokato Township Hall On Thursday, November 9, 2017 At 6:30 P.M.
Hiivala said an informational meeting will be held with benefited landowners of Joint Ditch 15 on 11-09-17 at 6:30 P.M. at the Cokato Township Hall. Ron Ringquist and viewers will present information on field work completed. Individual meetings to answer assessments questions will be set up on 11-10-17.
At today’s County Board Meeting, the following change was made to the minutes: Page 1, 4th paragraph, 8th & 9th lines should read, “The revised MOA proposes paying on-call social workers $50 per day during the five-day work week, and $75 per day on weekends and holidays at a net cost of $2900. Miller said HHS will provide extra training for on-call staff” (Husom). Husom moved to approve the minutes as corrected, seconded by Daleiden, and carried 4-0. The minutes follow:
1. On Call Memorandum Of Agreement
Social Services Manager Michelle Miller distributed an original Memorandum of Agreement (MOA) from 2009 between the County and the American Federation of State, County and Municipal Employees, Council 65 (AFSCME) regarding on-call services. She also handed out a proposed revision to the MOA (see attachments).
Miller said Child Protection laws changed beginning January 2017 that require a social worker to see the child in question within 24 hours of a reported, screened-in call. Miller said Health and Human Services (HHS) is currently sending investigators out on weekends and holidays when emergency child protection calls are received.
Miller said the number of weekend and holiday calls is increasing. She spoke with Health and Human Services Director Jami Goodrum, Human Resources Director Schawn Johnson, and the County labor attorney about modifying the on-call system. The result was the revised MOA, which states that current on-call social workers would provide the initial face-to-face response required by law, as well as the safety assessment and plan. They would not complete the entire investigation. The revised system will require additional training for the current on-call staff, provided by HHS.
Miller said there are eight on-call staff at this time. Commissioner Daleiden asked why all Child Protection social workers were not considered on-call staff. Miller said social workers indicate whether they wish to be an on-call worker. They are interviewed, and if they have passed their probationary period and have no performance issues, they are placed on the rotating on-call schedule. The on-call weeks run from Wednesday to Wednesday. Miller said they are paid $50 per day, regardless of the number of calls received. In the past, weekend calls were less frequent. The social worker screens in the report, and often has to leave home, meet with a law enforcement officer or go to the hospital, meet with the parents and child and possibly place the child in foster care. The revised MOA proposes paying on-call social workers $50 per day during the five-day work week, and $75 per day on weekends and holidays at a net cost of $2900. Miller said HHS will provide extra training for on-call staff. She added that on-call social workers would be eligible for overtime compensation when they are required to physically leave their location to respond in person to a service call, and for case management work as approved by a supervisor. They also receive mileage reimbursement.
Miller said there are currently eight on-call staff and several backup persons who aren’t on the regular rotation. She feels there are enough new staff who are interested in serving an on-call rotation to keep every shift staffed, with back up workers available. Miller said HHS is meeting on Monday to discuss how the on-call services will be expanding. Those employees who do not feel they can commit to an on-call rotation would not have to serve.
Johnson said the next step is to review the proposed revisions to the MOA with the union. Daleiden asked Goodrum and Miller to make sure their mileage reimbursement policy aligns with the County Personnel Policy.
Recommendation: Meet with AFSCME to discuss proposed changes to the Memorandum of Agreement.
(End of 10-25-17 Personnel Committee Minutes)
At today’s County Board Meeting, the following change was made to the minutes: Page 2, 1st paragraph, last line, change the date from “November 6th” to “November 9th” (Daleiden). Daleiden moved to approve the minutes as corrected and the recommendations. The motion was seconded by Husom and carried 4-0. The minutes follow:
1. Office 365 Status
Presented by Adam Tagarro
The O365 Governance team has met and actively begun the process of creating a governing plan for O365. The authentication plan is almost complete, communication should be coming out early November. Daleiden asked if email would be the first to move, which was confirmed. The IT department will be the first department to move to the O365 email platform, followed by Planning & Zoning in January and then rest of the County following, with a goal of concluding with the Sheriff’s office in February. Vetsch inquired about Skype being implemented, Tagarro stated a goal of March implementation of Skype is currently on the timeline. It was noted that the email transition is the foundation of the movement to O365, all other parts will come after. Hoffman had a question about Skype data retention policies. Tagarro responded that Skype communications should be treated as all other communications, following the same rules of retention as email, if the contents of the communication, regardless of transmission constitute a record than it will need to be saved according the retention policy it falls under. Currently all Skype communications will archive into exchange, IT is not worried about the space needed to hold the data as the files themselves are relatively small. Also, Records Management Analyst, Scott Larson, is waiting for further clarification on data retention legislation currently being decided on by the State. Per Nelson, we are moving along with the BCA process. NowMicro, the O365 implementation vendor, has been very happy with our progress. In conversations with other counties ConnieMae has heard that we are working on items in an accurate order for implementation, that we will not have to back-peddle later.
Action: Informational update only
2. OpenGov
Presented by Bob Hiivala
OpenGov has a dashboard module available that the Auditor/ Treasurer (AT) department would like to make use of; the dashboard would be a subscription cost of $18,000 per year. The module would be more useful with an automatic integration from IFS to OpenGov, which is another project. The dashboard and integration are two separate projects, but the most use would be obtained by purchasing and implementing both. Tagarro stated that the estimate of IT time presently for both projects appears very small; the real time may possibly be the follow-up projects of departments wanting to add non-financial data to the dashboard. Hiivala stated that the draw of the Dashboard is its ease of use, internally by department heads and commissioners to give a high level view of financial data. It also allows for digging down to line item financial data as well. OpenGov is also the best platform to create reports for the public, to ensure the board’s goal of transparency is met. Vetsch and Daleiden stated that the Dashboard would only truly be useful if integration is also done, otherwise the data would not be current. Hoffman and Kelly brought up IFS reports and search tools. They noted that IFS can be useful for those utilizing it on a daily basis, but the Dashboard would definitely be more easily accessible for more people. MacMillian questioned the possible integration issues for the dashboard, simply stressing the value of having an integration plan to ensure implementation runs smoothly. Hoffman also noted that with the general move to subscription type services, the County is not locked in with a large upfront investment. If it’s found out that the dashboard and / or integration are not being used then the decision can be made to pull the plug on it. Consequently if another “better” program or module is available a move can be made. The ERP conversation was briefly brought into the discussion. Would an ERP be doing the same thing as the dashboard and integration? Hiivala stated that OpenGov currently works with a variety of well-known ERP systems. Tagarro also noted that there will be some overlap of what an ERP system can give to what the dashboard can offer, but that an ERP will not report to the public, while OpenGov can. Daleiden and Vetsch, along with most members present stated that the dashboard and integration would be very useful both internally while also fulfilling the goal of transparency with the public. The Commissioners did stress that if it was found that the dashboard was not being utilized heavily by county personnel, they would be open to the option of not renewing the subscription. Hiivala responded that they will work with users to ensure usage; he concluded with a reminder that OpenGov will be here November 9th for a presentation.
Action: Move forward with Dashboard and Integration, funding being provided by turn back dollars and CIP if necessary.
3. ERP – Enterprise Resource Planning, update
Presented by Adam Tagarro
The ERP discussion was briefly brought up in response to the OpenGov conversation and as a general status update. Tagarro has connected with InfoTech for ERP guidance. The initial direction from InfoTech is to take a thorough look at what systems we are currently using. Aside from the InfoTech research the new IT Business Analyst has started and is being assigned for the project so we are on pace for an end-of-year decision.
Action: Information only. Still to do: Decide by end of 2017 if the County as a whole will pursue an ERP system.
4. Auditor Treasurer – Check Scanning
Presented by Bob Hiivala
Hiivala presented on the AT department’s check scanning process. The current process is very manual and time consuming, especially during the Property tax due dates. In the Spring there is one due date for both regular and agricultural property taxes. In the Fall there is an October due date for regular property taxes and a November due date for agricultural property taxes. During these tax times all AT personnel are manually inputting check numbers on bills, verifying taxpayer with check, running two tapes to verify, scanning checks, and sending to the bank (with each property tax check received). AT has found a product that will automatically scan the tax stub, capturing payment stub and check information. This would allow the system to do the double checking that personnel is currently doing and let them import the payment information into the tax system. AT would like to have the product in place to test with their agricultural property taxes due November 15th. Tammi Vaith, with AT, stated that the agriculture checks will start to become heavy starting on November 8th. Hiivala and Vaith stressed the advantage of being able to do a test-run of the scanning product with the November Ag payments instead of next spring when all payments come in together. The system, Jaguar, would be $13,566 with annual maintenance of $1900. The questions of the Commissioners was if IT had the man hours available to complete this in time. Vetsch stating that being able to test the system during the November Ag payments would be key in helping with the learning curve and system development to be ready for next spring. Tagarro stated that the IT time commitment appears to be about 15 hours or less. Strobel stated her database and development team can shift their schedules to accommodate. Nelson stated the infrastructure team would also be able to shift schedules but acknowledged that the Office 365 implementation would be slightly affected.
Action: Move forward with purchase of check scanning product and IT implementation; acknowledging that there might be some delays as the urgency of install might not align with availability of IT man hours.
5. Credit Card Processing
Presented by Bob Hiivala
The Credit Card Processing project has been split into phases, which has allowed certain aspects to be analyzed at specific times. Currently there are two vendors that are being looked at, a full integration module is being requested. A Committee of the Whole meeting will be scheduled in November to discuss the project further. Vetsch requested that this meeting be presented with more solid vendor information. The topic of processing fees was brought up. Hiivala informed that each department will be questioned as to how they want to set up their own credit card process, including fees. He also stated that some fees the County can absorb, others we legally cannot and have to pass on to the customer. He also stated that at some points the fees may tap into revenue, which others commented that credit card acceptance might make it easier for some to pay, thus collecting revenue that otherwise wouldn’t be received. MacMillan also stated that the fee should not be the tipping point, the convenience to the customer is the tipping point, people have gotten used to paying with credit cards and when we don’t have that option, in this day especially, it is an unexpected inconvenience to them. Hiivala concluded that the goal would be to start implementing credit card processing in December.
Action: Informational only; November Committee of the Whole meeting will provide further update.
6. Meeting Frequency
Presented by Adam Tagarro
The last two meetings of the year, November 22nd and December 27th, were rescheduled to November 15th and December 13th, respectively. Vetsch requested that the November 15th meeting be used to discuss ERP findings with the December 13th meeting to decide on ERP, specifically. It was also discussed and decided upon to have two meetings a month starting in January, these would be held on the 2nd & 4th Wednesday’s of the month which are Committee days. MacMillian agreed that it would be beneficial if it would speed things up, to which Vetsch also added the goal would be to not add more red tape. The members present agreed to meet twice a month in 2018, utilizing the first meetings for discussion and presentation, with the second meeting being used to decide and move forward. It was also agreed that this meeting schedule would proceed until it was deemed unnecessary, but that the end goal is to go back to once a month meetings.
Action: Meetings for November 22nd and December 27th rescheduled to November 15th and December 13th, respectively. Starting in January, 2018 there will be Technology Committee meetings held on the 2nd and 4th Wednesdays of the Month.
7. Project Portfolio
Presented by Adam Tagarro
Currently there are 89 active projects. Further discussion on the Portfolio in general was tabled due to the Squad Cam update.
Action: General discussion tabled
8. Squad Car Cam
Presented by Chief Deputy Hoffman
WatchGuard was chosen as the vendor of choice for the squad cam project. The project itself will take place over a five year period to allow for smooth transition of the squads. 20 squad cars will be transitioned to the WatchGuard cam system each year, starting this year. The first year will be $167,785, with subsequent years being $134,000, this number includes maintenance and updates. WatchGuard has the option to add body cams later, which will be looked at as legislation is decided on at the State level. The topic of data storage was discussed. The Cloud storage option was deemed cost prohibitive at $150,000 a year (being a low estimate). Daleiden questioned if we could utilize existing servers. Nelson stated that IT is exploring those options now, checking virtual servers versus physical boxes, that actual needs will likely be discovered as the cams are utilized and processes and even regulations are in place. Hoffman stated that currently there is a split retention for cam data. The policy states after 90 days the data is disposed of if a. no use of force and b. if it is not case specific. If either of the aforementioned apply, the data is kept. The Squad Cam project will be presented with the WatchGuard Quote at the November 15th meeting, a final decision is expected to be made at this meeting.
Action: Update and information for decision to be made on WatchGuard Squad Car Cam Quote on November 15th
(End of 10-25-17 Technology Committee Minutes)
1. Tax Forfeit Auction. Potter attended the auction held on 11-02-17 where a number of tax forfeited properties were sold. The City of Monticello will be contacted on properties that have special assessments attached, with the goal of having those removed.
2. Planning Commission. Borrell said at the 11-02-17 Planning Commission meeting, the Rolling Hills Landfill expansion request was discussed. In the interest of impartiality, Borrell has asked Daleiden to act as Chair at the 11-15-17 Committee Of The Whole Meeting, which is a Public Hearing on the request by Rolling Hills Landfill.
3. Fair Board. Borrell attended a meeting on 11-06-17. Discussed was a request by the City of Howard Lake to place a trail on the east side of CR 6 with a cost share by the County. Borrell said a different solution would be to return TIF funds to the City, and then there would be no cost to the County. The County may be asked to cost share if the trail were extended from CR 6 to the Fairgrounds. In other business, paving projects are being looked into at the Fairgrounds to repair broken blacktop. Potter attended the Annual Meeting and it was conveyed that any areas that have compromised asphalt should be brought to the attention of the Highway Engineer. Those areas may be included in alternate bids through the Highway Department and repairs may be prioritized. Borrell said the Fair Board is also looking at construction of a pole building to be used for storage.
4. Arbitration. Daleiden said arbitration occurred with the Sheriff Essential Supervisors on 11-01-17. There is a 14-day written comment period, and the arbitrator has 30 days for a decision.
5. Recycling. Daleiden referenced a recent NACo County News article which reflects that China will ban some recycled materials beginning 1-01-18 and will hold recycled materials to a stricter cleanliness. This could have an impact on recycling efforts across the country.
The meeting adjourned at 9:49 A.M.
Published in the Herald Journal Nov. 24, 2017.