Wright County Board Minutes

BOARD OF WRIGHT COUNTY COMMISSIONERS
MAY 15, 2018
DATE APPROVED: MAY 29, 2018
The Wright County Board met in regular session at 9:00 A.M. with Husom, Vetsch, Potter, Daleiden and Borrell present.
COUNTY BOARD MINUTES 5-08-18
Potter moved to approve the minutes, seconded by Husom, and carried 5-0.
AGENDA
The following items were petitioned onto the Agenda: Consent Item E, “SURVEYOR, 1. Refer To 5-30-18 Personnel/Employee Relations Committee Meeting The Hire Of Senior Survey Technician” (Jobe); Consent Item F “ADMINISTRATION, 1. Approval Of Three-Month Unpaid Leave Of Absence Extension For Mary Hiemstra From 5-27-18 Through 8-27-18” (Kelly); Aud./Treas. Item #3, “Credit Card Acceptance Update With Forte” (Hiivala). Vetsch moved to approve the Agenda as amended, seconded by Husom, and carried 5-0.
CONSENT AGENDA
On a motion by Borrell, second by Vetsch, all voted to approve the Consent Agenda as amended:
A. ADMINISTRATION
1. Position Replacement:
A. Custodian
B. AUDITOR/TREASURER
1. Acknowledge Warrants Issued Between May 2, 2018 And May 8, 2018
2. Approve Renewal Of Annual On Sale (Including Sunday) And Off Sale Liquor License For Up The Creek Grill & Bar, Inc. In Silver Creek Township. License Period Is July 1, 2018 - June 30, 2019
C. HEALTH & HUMAN SERVICES
1. Approval To Hire A Contract Employee To Cover An Extended Military Leave
2. Position Replacement
A. Social Worker
B. Social Worker III/MHP
D. INFORMATION TECHNOLOGY
1. Refer to the Technology Committee:
A. Project Portfolio
B. ERP Update
C. Office 365 Update
E. SURVEYOR
1. Refer To 5-30-18 Personnel/Employee Relations Committee The Hire Of Senior Survey Technician
F. ADMINISTRATION
1. Approval Of Three-Month Unpaid Leave Of Absence Extension For Mary Hiemstra From 5-27-18 Through 8-27-18
TIMED AGENDA ITEMS
SHERIFF JOE HAGERTY
Adopt Resolution Proclaiming May 14-19, 2018 As Wright County Law Enforcement Officers Week
Sheriff Hagerty said this is National Law Enforcement Week, and today is National Law Enforcement Memorial Day. Seven officers have fallen in the line of duty in Wright County, dating back to the late 1800’s. It has been some time since an officer has been lost in Wright County and he thought this was due, in part, to the partnerships with other entities providing for safer roads, vehicles, and practices. The Board extended appreciation to law enforcements officers for what they do.
On a motion by Husom, second by Potter, roll call vote carried 5-0 to adopt Resolution #18-40 proclaiming May 14-19, 2018 as Law Enforcement Officers Week in Wright County.
Presentation Of Sheriff’s Office Awards To Wright County Deputy And Two Citizens
Sgt. Ryan Ferguson, Sheriff’s Office, presented the awards:
Citizen Letters of Recognition - Monticello High School Teachers Bruce Balder-Lanoue and Jason Telecky
On 11-21-17, Teacher Bruce Balder-Lanoue and Teacher Jason Telecky used an Automated External Defibrillator (AED) for a Monticello High School student athlete who was participating in shooting drills and collapsed. After using the AED, the student regained consciousness. The quick thinking of the two teachers saved the student’s life. The Wright County Sheriff’s Office presented both with the Citizen Letter of Recognition Award. They were nominated by the student’s father.
Commendation Award - Deputy Eric Thole
On 12-27-17, Deputy Eric Thole and Deputy Mike McGill responded to a routine medical call in Otsego. An elderly male had fallen and required assistance. The male indicated he did not need additional assistance. It became apparent to Deputy McGill through body language that Deputy Thole was not leaving. McGill trusted Thole’s instincts and remained on scene with him. After a short time, the male showed clear signs of a stroke. Deputy Thole reactivated the ambulance and remained until it arrived. It was later found that the man suffered at least two strokes, which may have been fatal had the deputies left. Deputies Thole’s instincts, training, compassion and genuine concern for the citizens he serves saved this man’s life. Deputy Thole showcased the highest traditions of the Wright County Sheriff’s Office and was recognized with a Commendation Award. Deputy Thole was nominated by his patrol partner, Deputy Mike McGill.
LT. MATT TREICHLER, SHERIFF’S OFFICE
1. Schedule A 911 Planning Committee Meeting For End Of June. Agenda items:
A. Update Of 911 Plan
B. Technology Update
On a motion by Borrell, second by Potter, all voted to schedule a 911 Planning Committee Meeting for 6-13-18 at 1:00 PM. Agenda items will include: 1) Update of 911 Plan; and 2) Technology Update.
BOB HIIVALA, AUDITOR/TREASURER
Approve April Revenue/Expenditure Budget Report
On a motion by Potter, second by Husom, all voted to approve the April Revenue/Expenditure Report.
Authorize Auditor/Treasurer To Sign Agreement With KNOWiNK For Additional Electronic Rosters (Poll Pads)
Hiivala recently attended a Secretary of State Training for elections. One of the topics was increasing the number of poll pads. Currently, there is one poll pad/1000 voters. The consensus at the training was to provide one poll pad/700 voters. Hiivala requested approval to purchase more poll pads. Funding would be from the allotment in the Capital Improvement Plan (CIP). The goal would be to maintain at least three poll pads in each township using the equation of one poll pad/700 registered voters.
Vetsch moved to approve the purchase of additional poll pads based on 1 poll pad/700 voters with funding from the CIP. The motion was seconded by Potter and carried 5-0.
Credit Card Acceptance Update With Forte
Hiivala was in contact with Forte on the contract for credit card processing. Forte will reduce fees from 2.50% to 2.35%. He requested authorization to move forward with a 2.35% standard credit card rate for all departments. The exception to that will be the Department of Motor Vehicles which will have a 2.45% rate as the State is requiring the 2.45% percentage rate be charged.
Potter made a motion to approve moving to a 2.35% fee for credit card processing through Forte. The motion was seconded by Husom. The motion includes authorizing Hiivala to sign the contract with Forte. The motion carried 5-0.
MARC MATTICE, PARKS & RECREATION DIRECTOR
Accept A 1.10 Acre Property Donation To Be Included Into The Park System
Mattice said a landowner would like to donate 1.1 acres to Ney Park. In April, 2003, a conditional use permit was approved for the platting of a residential subdivision named Deer Path in Maple Lake Township. Per the agreement, Outlot “A” upon implementation of Phase Two would be conveyed to Wright County and used for park purposes. The landowner would like to expedite the transfer prior to implementation of Phase Two of the residential subdivision. Mattice said this is a non-buildable lot adjacent to Ney Park on Lake Mary.
Potter moved to adopt Resolution #18-41 accepting the 1.10-acre property donation from Ralph and Jane Goelz, PID #210-148-000010. The motion was seconded by Vetsch and carried 5-0 on a roll call vote.
VIRGIL HAWKINS - HIGHWAY DEPARTMENT
Approve Agreement No. 18-51 for the CSAH 18 Reconstruction Project Within The City Limits Of Albertville And Saint Michael
Potter moved to approve the Agreement, seconded by Borrell, and carried 5-0. The Board extended appreciation to staff who marked the project so farmers could continue with planting.
Award County State Aid Highway (CSAH) 18 Reconstruction Project, Contract No. 1807 (SAP 086-618-012/CP 086-018-171) To The Low Bidder, As Recommended By The Highway Department
Hawkins said bids were opened on 5-10-18. The recommendation is to award the Base Bid and Alternate 2 (muck out options) to Veit & Company in the amount of $4,841,962.75 which is 4.76% under the engineer’s estimate.
Potter moved to approve awarding the CSAH 18 Reconstruction Project, Contract No. 1807, to Veit & Company for $4,841,962.75. The motion was seconded by Husom. Discussion followed on project costs. Hawkins said based on the engineer’s estimate and the plans, the project is below estimate and only includes construction costs. He said when the Local Option Sales Tax (LOST) program list was put together, they used a placeholder dollar amount which was much lower. Daleiden said the LOST list shows $2.5 million. Hawkins said the County’s share is $3.3 million based on the bids for construction plus right-of-way costs. Daleiden said the last conversation he had was that the project would cost the County about $2.2 million. Hawkins said the estimate is calculated once the project scope is known and they get the detailed plans. He said LOST revenues will cover this. The motion carried 4-1 with Daleiden casting the nay vote.
ITEMS FOR CONSIDERATION
5-09-18 TECHNOLOGY COMMITTEE MINUTES
At today’s County Board Meeting, Vetsch moved to approve the minutes and recommendations. The motion was seconded by Potter and carried 5-0. The minutes follow:
I. IT Project Portfolio Update
Presented by Britta Holland
Britta Holland, IT Project Portfolio Analyst, has been communicating project progress to Department Heads. IT Management has been working on Resource Allocation for the months of May and June. IT has identified that 1/3 of Staff time is available to devote to project work. Within this available time 26% of time is available for Technical Compliance Projects, 67% for Strategic Projects, and 7% for Discretionary Projects. Strategic was given a higher percentage because of the time and complexity involved in those projects. Discretionary projects have the lowest percentage because they take less time to complete. Commissioner Daleiden questioned if Technical Compliance was similar to Keeping the Lights on type of tasks. Both Cheri Nelson, IT Manager of Infrastructure & Client Services, and Olga Strobel, IT Manager of System Development & Operations stated that the amount of dedicated time and complexity needed for Technical Compliance tasks qualified them to be projects, that in effect they are not quick fixes. An example of this is the SSIS State Mandated Upgrade. The work and time involved with this upgrade qualified it as a Project.
Holland reviewed the targeted projects for completion in May, O365 Exchange Migration, PA System Upgrade, and Everbridge / Code Red transition. She also stated that there was a Contingent category for May projects, these projects could possibly be completed in May but are contingent on testing and various schedules (some vendor). An example of a Project that is Contingent is the SSIS upgrade, this was set to be completed, but the State has postponed the Upgrade date.
The next step for IT for Resource Allocation is to refine the process within the IT team. IT staff will be participating in Resource Allocation to ensure that estimates and planning of allocation is accurate. IT will continue to refine this process as well as the general project intake process. The next steps for the Technology Committee will be to continue to review project requests. Holland will continue to communicate updates to the Technology Committee as well as to Departments. Lee Kelly, County Coordinator, questioned if Departments should expect to receive monthly status updates from Holland. Holland stated that is her goal to ensure Departments are communicated to on a regular basis.
Action: Informational only
II. ERP, Enterprise Resource Planning, Update
Presented by Lee Kelly
Kelly stated that a statement of work from InfoTech was received yesterday. His goal is to send it out to the ERP committee to review and approve, and then submit to the board for signing. The next steps he identified were to have InfoTech come to the County to clarify and then state our needs and wants. Commissioner Daleiden questioned if we would include more than the Financial and Human Resources pieces? Commissioner Vetsch stated that InfoTech advised that Bids will be itemized, so to go large and then whittle down from there. The best processes of ERP success were also brought up. Kelly stated that different counties have experienced different levels of success even with the same product. Christine Paltrow, HHS Fiscal Technology Manger, noted Staff adoption as being a factor. Bob Hiivala, County Auditor and Treasurer, questioned if the plan itself was a variable. Commissioner Vetsch questioned if it was software vs. implementation. Kelly concluded that it would be in the Counties best interest to visit with other counties that have implemented ERP to research best practices.
Action: Kelly will send out Statement of Work for Review by ERP Committee
III. Office 365 Project Status
Presented by Cheri Nelson
The O365, Office 365, email migration was wrapped up on April 25th with Zix & Securance being taken out of the workflow. This completion will allow our County Email to continue to work without interruption even if there is a network outage. Current topics for email within O365 deal with attachment encryption, which is being actively worked on. IT is also fine tuning the general encryption engines for auto encryption, as well as tuning the whitelists.
The system learns as we make changes, or for example mark an item as spam, so it is helpful to be proactive in checking your Junk folder and marking items appropriately. The O365 Office (Word, Excel, etc.) Client Deployment has been recently rolled out to all departments within the County. Individuals that have recurring questions about O365 are being encouraged to refer to the training on Lynda.com The ability to utilize Cloud based Office products was brought up. Nelson responded that this feature is part of the upcoming project of O365 SharePoint Online and One Drive, that those applications need to be completed before the Office products can be utilized as part of a web platform.
Action: Informational update only
IV. Continuation of Bi-Monthly Meeting
Presented by Lee Kelly
Discussion of keeping the two monthly Technology Committee meetings as this meeting went rather quickly. Commissioner Vetsch stated that ERP may create more discussion, Paltrow also advised that there is value in leaving the meeting and Adam (Tagarro, IT Director) can cancel if it is not needed. Members decided to leave the meetings as is, meeting twice a month, and to relook at it when Tagarro is present.
Action: Leave meetings to twice a month, discuss moving to once a month at a later date.
V. Security Camera Project
Presented by Todd Hoffman
Deputy Hoffman brought up the Security Camera’s that will be utilized by both the LEC and the new Courts building. He noted that they will both be on the same system, but that the plan with the vendor needed clarification. Specifically, Hoffman wanted to know if the Alternate Bid Document for the Justice Center included the upgrade / replacement of the LEC camera system. Kelly and Commissioner Vetsch will research the bid and report back.
Action: Research bid document to clarify what is included in Security Camera Project
(End of 5-09-18 Technology Committee Minutes)
5-09-18 PERSONNEL/EMPLOYEE RELATIONS COMMITTEE MINUTES AND
APPROVE MEMORANDUM OF UNDERSTANDING BETWEEN INTERNATIONAL UNION OF OPERATING ENGINEERS LOCAL 49ERS AND WRIGHT COUNTY FOR TEN HOUR WORK DAYS FOR THE HIGHWAY ENGINEERING DIVISION
At today’s County Board Meeting, Husom moved to approve the Personnel Committee Minutes and recommendations. The motion was seconded by Potter. Borrell stated he will vote against the hire of the Communications Specialist position. Husom indicated the position will work with social media and serve as a spokesperson for the County. Vetsch stated that a position is needed to vet the information for social media. Borrell said the motion is to approve the minutes and recommendations of the minutes. Voting against the motion on the floor would reflect that he is against the Memorandum of Understanding with the 49ers and he is not. It was the consensus that separate motions should be offered. Husom and Potter withdrew the motion.
Husom made a motion to approve the Personnel/Employee Relations Minutes for Item 1, to include the recommendation to approve the MOU with 49er’s Union for 4-10 hour work weeks in the Engineering Division. The motion was seconded by Potter and carried 5-0.
Husom made a motion to approve the Personnel/Employee Relations Minutes for Item 2, to include the recommendation to approve hiring of the Communications Specialist above 12% of the minimum hire range of $51,396-$71,926 at a salary of $64,800 per year. The motion was seconded by Potter and carried 4-1 with Borrell casting the nay vote.
Kelly conveyed there is an error in the salary reflected in the Personnel/Employee Relations Minutes for the Communications Officer and in the action taken by the County Board. The wage figure was transposed and should be corrected to $68,400. Vetsch stated he voted in favor of the salary as he did not feel enough points were assigned to the position and viewed this as more of a managerial position. Otherwise, it is against his principles to hire that high in the salary range.
Husom moved to approve the correction to the Personnel/Employee Relations Minutes, changing the starting salary for the Communications Specialist to $68,400, and to approve the hire of the Communications Specialist above the minimum hire range of $51,396-$71,926 at a salary of $68,400 per year. The motion was seconded by Potter and carried 4-1 with Borrell casting the nay vote.
The 5-09-18 Personnel/Employee Relations Committee Minutes follow:
I. Memorandum Of Understanding With 49er’s Union For 4-10 Hour Work Weeks In Engineering Division
Lee Kelly, County Coordinator, distributed a Memorandum Of Understanding (MOU) between Wright County and the International Union of Operating Engineers Local No. 49 (I.U.O.E.), AFL-CIO (see attached). The MOU specifies a change in overtime payments due under the Labor Agreement’s Article XIII-Overtime, Section 13.1, whenever the County of Wright and I.U.O.E. Local No. 49 agree to a work schedule for employees providing for four (4) consecutive ten (10) hour days in a work week. L. Kelly said this would apply to the Highway Engineering Division, and would occur primarily during fall, winter, and early spring.
Chad Hausmann, Assistant Highway Engineer, there are productivity benefits for employees to have an extra hour or two to work. He will stagger the employee schedules so that some staff will work on Fridays. A supervisor will always be on hand.
Recommendation: Approve the Memorandum of Understanding With 49er’s Union For 4-10 Hour Work Weeks In Engineering Division.
II. Hiring Of Communication Specialist Above 12% Of Minimum Hire Range
L. Kelly said two rounds of interviews were held for this position. Two candidates were interviewed a second time. Both finalists requested compensation higher than twelve percent above the minimum range. The selected candidate has more than sixteen years in marketing and communications, including a journalism degree and seven years’ experience working for local newspapers. L. Kelly said the candidate was instrumental in increasing usage of her former employer’s social media by sixty percent. This person also completely rebranded their materials and updated their website. Sue Vergin, Assistant County Coordinator, said her references were glowing. L. Kelly said this person will be the County spokesperson in the event of a crisis.
Recommendation: Approve hiring the Communication Specialist above 12% of the minimum hire range of $51,396 - $71,926 at a salary of $68,400 per year.
(End of 5-09-18 Personnel/Employee Relations Committee Minutes)
RESOLUTION PROCLAIMING MAY 20-26, 2018 AS EMERGENCY MEDICAL SERVICES WEEK
On a motion by Husom, second by Vetsch, roll call vote carried 5-0 to adopt Resolution #18-42 proclaiming May 20-26, 2018, as Emergency Medical Services Week.
SCHEDULE COMMITTEE OF THE WHOLE MEETING (COTW) RE: BKV PROPOSAL FOR DESIGN SERVICES
Lee Kelly, County Coordinator, presented potential dates for meeting with BKV Group. Vetsch suggested discussion on the financial forecast prior to review of the proposal. There is a COTW meeting scheduled for 6-01-18 at 10:30 AM to discuss the furniture, equipment, and technology cost share for the Justice Center. The suggestion was to potentially add it to that Agenda.
On a motion by Potter, second by Husom, all voted to add the following topics to the 6-01-18 COTW Meeting: 5-Year Forecast and BKV Proposal.
ADVISORY COMMITTEE/ADVISORY BOARD UPDATES
1. Coordinator Updates:
A. The Justice Center Groundbreaking is scheduled for 11:00 A.M. today.
B. Law Day was successful. No statistics yet on the number of people that attended.
C. Contracted custodial cleaning has started in a few of the buildings. This service will be implemented at the Government Center in the near future.
2. Parks Commission. Daleiden attended a meeting on 5-14-18. The DNR would like the County to take approximately 12 acres of tax forfeit land. The land is currently being used for parking during duck hunting. The Parks Administrator will check into whether the land is buildable. The Parks Commission also discussed changes to the CIP.
3. Safe Communities of Wright County. Husom said a meeting was held on 5-11-18. There have been no fatalities in the County in six months. Possible reasons are the increased exposure on distracted driving. The “Click It or Ticket” state-wide campaign for seatbelt enforcement will run 5-21-18 through 5-31-18 from 4:00-8:00 PM. Minnesota is in the 90th percentile for seat belt usage.
4. Law Day. Daleiden said the event was well attended. Husom attended a performance by Judge Halsey and Judge Strand who were dressed in 1860’s attire and debated the move of the County seat from Monticello to Buffalo.
5. Soil & Water Conservation District (SWCD). Borrell attended a meeting on 5-14-18. There will be a conservation tour on 6-14-18 at 9:00 AM. The SWCD would like attendees to RSVP so transportation can be arranged. Legislators have been invited. The tour will highlight projects that funding has been used toward.
6. MN Pollution Control Agency (PCA). Borrell said the PCA has $2.6 million available through ten grants. The SWCD voted at their meeting on 5-14-18 to apply for a $260,000 grant for Ditch 10. The thought is that there may be a good chance of receiving the grant due to the engineering that has been invested to this point and the factual information available on the ditch.
7. Agricultural Drainage + Future of Water Quality Workshop. Borrell said the workshop will be held on 6-27-18 and emphasizes water quality and drainage solutions. Attendance at the workshop will be placed on the next Board Agenda.
8. Wright County Fair. Borrell said the Fair will be held on 7-18-18 through 7-22-18.
9. Daleiden asked whether a Senate bill has been submitted to reimburse Wright and Becker counties for the costs associated with the State Auditor Lawsuit. Kelly said the bill is in the House but has not seen written confirmation in the Senate. Daleiden emailed Senators in Wright County with a request for them to move forward with a companion bill. He received a response that they will look into it.
10. Aquatic Invasive Species (AIS). Potter said he would like an update on AIS, and Vetsch responded that the SWCD will have a presentation at the end of June. Husom visited the inspection/decontamination site and took part in the timing of inspections. From start to finish is about 7 minutes and included a DNR survey. She thought the time involved would reduce the more they work with it.
The meeting adjourned at 10:15 AM.
Respectfully submitted,
Susan Backes, Clerk to the County Board
Published in the Herald Journal June 8, 2018.