Wright County Board Minutes

WRIGHT COUNTY BOARD MINUTES
DECEMBER 26, 2017
The Wright County Board met in regular session at 9:00 A.M. with Borrell, Daleiden, Husom, Potter, and Vetsch present.
Husom moved to approve the County Board Minutes as presented. The motion was seconded by Daleiden and carried 5-0.
Vetsch moved to approve the Agenda, seconded by Potter, and the motion carried 5-0.
Auditor/Treasurer Bob Hiivala referred to Item B. 2) on the Consent Agenda, “Acknowledge Warrants Issued Between December 13, 2017 and December 18, 2017.” Hiivala clarified that this is the last day the County is paying warrants on a cash basis. He will provide more education to the County Board on the modified accrual basis in the near future.
On a motion by Daleiden, seconded by Husom, all voted to approve the Consent Agenda:
A. ADMINISTRATION
1. Approve Memorandum Of Agreement With Teamsters Local 320 That Addresses Compensation For Property Appraisers Required To Obtain Both A Certified Minnesota Assessor License (CMA) & An Accredited Minnesota Assessor License
B. AUDITOR/TREASURER
1. Add Alternate, Richard Kvols, As A Viewer To Complete The Redetermination Process On County Ditch 10
2. Acknowledge Warrants Issued Between December 13, 2017 And December 18, 2017
C. HEALTH & HUMAN SERVICES
1. Letters Of Support
A. Letter Of Support For Community Adult Mental Health Initiative (CAMHI)
B. Letter Of Support For Central MN Health Center (CMMHC)
2. Position Replacement:
A. Two Social Worker Positions
D. PARKS & RECREATION
1. Authorize Signatures On 2018 Park Caretaker Agreement With Green View Inc.
E. PARKS & RECREATION
1. Confirm Commissioner District 4 Parks Commission Appointment, Brad Danielson Of Rockford, MN, Effective January 1, 2018 - January 31, 2018 (Filling Out Term)
TIMED AGENDA ITEMS – NONE
ITEMS FOR CONSIDERATION
12-13-17 TECHNOLOGY COMMITTEE MINUTES
Vetsch read from the minutes and recommendations. Regarding the third item, “Enterprise Resource Planning (ERP) Update,” Daleiden said Infotech offers a four-day workshop on how to develop a Request For Proposal (RFP). Vetsch said that would be helpful to determine whether to move forward. County Coordinator Lee Kelly said the four-day workshop is included in the County’s subscription with Infotech for 2018. If the County Board decided to pursue the ERP and an RFP, Infotech would charge an additional $40,000 to $50,000 to develop the RFP and manage the process. Daleiden moved to approve the 12-13-17 Technology Committee Minutes and recommendations, seconded by Vetsch. The motion carried 5-0. The minutes follow:
1. Crop Productivity Index Project
Presented by Tony Rasmuson
The options for implementing CPI, Crop Productivity Index for the Assessor’s Office, were presented to decide which form to move forward with. There is a Cloud based option which would allow for slightly faster employment by the Assessor’s team, but would have less flexibility and also have security issues. The full application, purchased and rolled out in-house would allow for integration with Active Directory, allowing for stronger security measures. Tagarro pointed out that hosting in house is also favorable for the ability to build on for future projects. Due to outstanding projects currently being worked on, a May 3rd date was agreed upon by IT, Assessor’s, and members present as a completion date. This will allow time for IT to fit the CPI project into the current workload and also meet the Assessor’s office goal of a spring implementation for their team’s usage in the field. Strobel questioned the funding of CPI, which Rasmuson stated will be the Recorders Technology Fund.
Action: Move forward with project, with goal of May 3rd completion date
2. Netmail
Presented by Adam Tagarro
The Netmail discussion centered on Office 365 Outlook transitioning to a two year limit for inboxes, with Netmail being phased out. Currently email is saved in Netmail for three years allowing access to information that may no longer be in an inbox. Netmail has presently been renewed to June of 2018 to cover the move to O365. Members in previous meetings had expressed interest in extending that renewal to allow time for proper departmental creation & usage of record retention policies. Nelson presented two options, 1. A six month extension of Netmail ending in December 2018 for $5070, and 2. A one year extension of read-only access to Netmail ending in June 2019 for $6762. Hiivala discussed funding for the Netmail extension, Tagarro & Nelson confirmed that IT has worked the extension into the current Budget. Commissioner Vetsch questioned if the read only option would be searchable, it was confirmed that it would appear similar to what it currently does. Nelson also stated that Netmail is a problematic product, that discontinuing usage is preferred. Members questioned if the options fit legal issues. Asleson stated that as long as retention is followed it is ok to delete emails after 2 years, as well as the eventual discontinuation of Netmail. It was noted that any litigation items would follow their own retention policies, which would go into a non-user accessible area which IT will be responsible for researching moving forward. Members present preferred Option two as it will allow the safety net of Netmail usage while simultaneously encouraging users to develop & utilize proper record retention policies. Tagarro stated that the goal would be to cut off Netmail one year after the Office 365 email migration is completed, which should be roughly March of 2018.
Action: Purchase Option 2 as presented: a 1 year extension (to June 2019) of Read Only Access to Netmail.
3. ERP – Enterprise Resource Planning, update
Presented by Scott Weiland and Lindsey Meyer
Scott Weiland, IT Business Analyst, and Lindsay Meyer, Assistant Finance Director, have been actively working with Departments to discover how an ERP can & should impact them and thus the County. They found that an ERP can benefit Wright County with faster data, better data, and cheaper data when looking at the cost per transaction (they found an ERP would bring significant savings on productivity of personnel). Their findings of should the County benefit from an ERP are variable due to the significant investment both in money and time. The cost of an ERP is anywhere from $500,000 to $4 million, the timing to integrate and configure an ERP module can take between 6 to 18 months. Weiland clarified that an ERP is used to automate, integrate, and report. Meyer stated the benefits of this would be seen in spending time using data to manage instead of spending time finding the data first, which is the current process. Weiland also clarified that an ERP is not a customer management system, nor is it a silo function with each department acting independently. An ERP would call for all departments and all personnel to be on-board with a County wide change of business. There are hundreds of ERP vendors all with their own versions, the top three functions however were Human Resources, Finance, and Procurement. Weiland and Meyer found that there are two types of ERPs – Proprietary, with vendors such as Tyler and SunGard, who perform the installation themselves, and the second type would be plug & play models where a product can have multiple integrators available. A key finding was that County personnel experience spreadsheet fatigue on a multitude of levels. An example of this being Human Resources where three different systems are used for tracking, none of the three work together so the same entry needs to be made multiple times. Another finding was the frustration of working with stale data, it is difficult to make decisions based on information that may not be the most accurate or up to date. Meyer stated that many ERP systems also have taken grant tracking into account, which HHS members Paltrow & Goodrum Schwartz agreed would be very helpful. They are also able to assist with contract payments, being able to aid in enforcing contract policies. Weiland and Meyer found that there are 12 key applications that could be replaced by an ERP, as well as 10 pending projects. Tagarro stated that an ERP will be a multi-year product, especially with implementing various modules. Vetsch questioned if cost savings would be seen by buying more or certain modules up front. Tagarro responded that the question was valid and may be best answered after fully analyzing the project. He suggested that it would be beneficial to bring in an outside party to help in determining what the County specifically needs from an ERP and how to roll it out. Hoffman and Commissioner Daleiden agreed that an ERP seems to be a large project similar to what Zuercher was for the Sheriff’s Department. Hoffman was very pleased with the role that the consultant played with implementing Zuercher. Some major considerations for an ERP are scalability, integration with current systems, approach (it will likely be lengthy), execution (IT will help but ERP as a whole is a business process), and timing. Major IT projects ongoing and future are the current O365 transition, the Justice Center, and the coming Tax/ CAMA changes. Tagarro stated that Infotech is a resource that he knows of that has handled ERPs with both private and government sectors. The IT department has an Infotech Workshop available to assist with the ERP project. Paltrow felt that Infotech had done a nice job of working with the County last spring, and that it’s also beneficial that they are familiar with some of the processes already. Several in attendance expressed interest in exploring utilizing such a workshop. It was asked if an RFP would be an end product of the workshop. Hoffman wondered: if Infotech is able to aid in the development of the RFP, are they also able to help project manage / implement the RFP? He stated that it was very beneficial to have the same person/ team develop (the RFP) & implement (the project itself) for Zuercher. This allowed key points to be known and actively addressed, as the reasoning behind them was fully understood. Tagarro stated that they could have a conference call with Infotech allowing stakeholders to ask questions ahead of time to see if a workshop with Infotech was the right path to follow. Members were favorable of that option, Kelly, Hiivala, Meyer, Paltrow, Daleiden, Athman, both IT business analysts along with IT managers will be present for the conference call. Tagarro will send out a prep document from Infotech before the meeting.
A final discussion revolved around funding for ERP. Commissioner Vetsch requested a review of current monies planned for stated affected projects in CIP. He also questioned how payment would be issued for the ERP, as the length of implementation is quite long before the actual product can be utilized. Tagarro stated that he will gather CIP information for current and future projects. Meyer noted that a contract would determine how a vendor would be paid, which can be variable. In conclusion all in attendance had a favorable opinion of the County moving forward with an ERP system, the process of that movement is yet to be determined.
Action: Begin taking steps to develop RFP, Tagarro will contact Infotech to see exactly what they can do for the County pertaining to RFP and project management of ERP. Tagarro will review and send out CIP dollars currently held in affected ERP projects.
4. Open Gov
Presented by Bob Hiivala
Commissioner Daleiden inquired to where the OpenGov project was at. Hiivala stated that IFS is currently in a necessary upgrade, after which the OpenGov application will be upgraded. OpenGov pulls its information from IFS. The only issues heard of with the IFS upgrade came from Carver County and that was with integration with their bank, which Wright County will not have to deal with (Note IFS is used by the majority of Counties in MN). Full implementation of the OpenGov Dashboard will be forthcoming.
Action: Informational only
5. Credit Card Acceptance
Presented by Bob Hiivala
Commissioner Daleiden also requested an update on the Credit Card Acceptance project. Hiivala stated that currently surveys are being sent to departments to determine the equipment they will need. This is a first step with further integration being down the road, specifically for CSTS. Hiivala reassured that the project is active and in progress.
Action: Informational only
6. Zuercher
Tagarro brought up the topic of Zuercher. Zuercher recently bought out a smaller company that had contracted with three local police departments. Due to the buyout Zuercher notified Wright County in November, that they were adding the three departments to the County network, hoping to have the work done asap. Both Deputy Hoffman and IT Director Tagarro expressed positive views on the data sharing, but each had reservations in the manner it was presented to the County and the implementation of the project. Commissioner Vetsch questioned if the County would bill out the time spent by IT for the project. Hoffman stated that there is a statute that states the County is responsible for the base coverage of service to all of its residents. Commissioner Daleiden and Nelson noted that each local police department had been invited to join the County Network when Zuercher was first utilized, at the time the three localities declined to join. A concern however brought up by IT was how this work would fit into the overall project load for IT. Meyer added that the project cost is not solely seen in additional equipment or data storage, that personal time may be a large share. Kelly stated that it is something that is unprecedented and will need to be researched and discussed. Hoffman stated that there will be a meeting on Dec. 20th with Zuercher that he could clarify aspects of the project. Tagarro requested to identify what architecture is needed and/or wanted for the project. Another goal of the meeting will be to review data policies of the partnership.
Action: Informational only, Hoffman will clarify with Zuercher the next steps.
(End of 12-13-17 Technology Committee Minutes)
ADVISORY COMMITTEE / ADVISORY BOARD UPDATES
1. Region 7W Transportation Committee: Potter said they sent a letter Patrick Wiedeman at the Minnesota Department of Transportation (MnDOT), encouraging the State to stay with the current 50/50 split for the Corridors of Commerce funding as outlined by State Statute 161.088. The Metropolitan Council wants to change the ratio. Potter said this letter aligns with positions taken by the League of Minnesota Cities, the Association of Minnesota Counties, and the Transportation Alliance.
2. Mayors Association Meeting: Potter said they heard an excellent presentation by the Growth & Justice Program on the Rural Equity Project. Annandale Broadband was also discussed. Potter hopes to have upcoming President of Growth & Justice Jane Leonard present information at a Committee of the Whole meeting in the near future about the rural broadband situation in Wright County.
3. Safe Schools: Husom said schools continue to encounter mental health issues and drug concerns.
4. Transportation Committee Of The Whole: Daleiden said they met last week. More information is forthcoming.
5. Trailblazer: Vetsch said the purpose of the meeting was to finalize changes to the Joint Powers Agreement with Trailblazer and the Wright County Area Transportation Alliance (WCAT). The bylaws and agreements are completed. There was discussion regarding compensation and benefits package for 2018, as well as unmet needs, and purchasing new buses. Vetsch said service levels determined now will likely be set for the next few years, as State funding for rural transit may decrease. WCAT members want to increase the level of service with the addition of Wright County participation. Wright County will purchase three new buses for use in the County. The buses cost $82,500 each.
As this is the final County Board meeting for 2017, Borrell thanked his wife Lynn for her support while he served as Board Chair this year.
The meeting adjourned at 9:42 A.M.
Published in the Herald Journal Jan. 19, 2018.