WADENA COUNTY BOARD OF COMMISSIONERS' MEETING JANUARY 10, 2017

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1 WADENA COUNTY BOARD OF COMMISSIONERS' MEETING JANUARY 10, 2017 The Wadena County Board of Commissioners Meeting was held on Tuesday, January 10, 2017, in the Small Courtroom, Wadena County Courthouse, 415 South Jefferson Street, Wadena Minnesota. The meeting was called to order at 9:00 a.m. by Chairperson Hillukka and all present recited the Pledge of Allegiance. Also present: Commissioners Jim Hofer, William Stearns, Sheldon Monson and Chuck Horsager, Auditor/Treasurer Judy Taves, Deputy Auditor/Treasurer Curtis Bryniarski, County Attorney Kyra Ladd, Public Health Director Cindy Pederson, Human Services Director Tanya Leskey, Solid Waste Director Michael Hanan, Solid Waste Supervisor Tammy Ehrmantraut, Planning & Zoning Director Deana Malone, Assistant County Engineer Jeff Adolphson, HR/IT Director Curt Kreklau, Jr., Michelle Soldo, Quentin Ness, Perry Schmidt, Terry Milbradt, Willis Sanford, Jason Miller, John Hockett, Erick Anderson, Robert Derby, William Paurus, Josh Larson, Diana Heston, Wadena Pioneer Journal reporter Heather Bullock and Sebeka/Menahga Review Messenger Reporter Matthew B. Johnson. Amend/Approve Day's Agenda: Moved by Commissioner Hofer, seconded by Commissioner Monson, to approve the agenda of the January 10, 2017 regular County Board Meeting as amended, to add motion to approve 2017 final budget as presented at the December 13, 2016 board meeting, new date for Fair Board and Schoolhouse discussion, 2017 Solid Waste Hauler's License approval, 2017 engagement letter from Office of State Auditor and discussion on meeting format, motion carried unanimously. Moved by Commissioner Hofer, seconded by Commissioner Monson, to approve the 2017 Final Revenue and Expenditures Budget as presented at the December 13, 2017 board meeting, motion carried unanimously Final Revenue and Expenditures Budget Revenues Expenditures General Revenue $7,345, $7,345, Building 125, , Public Health 1,179, ,179, Road & Bridge 5,666, ,666, Human Services 6,262, ,562, Public Transit 713, , Solid Waste 1,168, ,279, Total 2017 Budget $22,460, $22,918, /10/17 Page 1

2 Amend/Approve Minutes: Moved by Commissioner Hofer, seconded by Commissioner Monson, to approve the Board of Commissioners' Meeting Minutes of December 13, 2016, December 20, 2016 and January 3, 2017, motion carried unanimously. Approve Board Warrants: The first half of the Economic Development Contract ($15,000.00) was paid. Also, the 2016 Year in Review Report from the WCEDA Director was included in the packet. Moved by Commissioner Horsager, seconded by Commissioner Monson, to approve payment of the Board Warrants in the amount of $170,772.50, motion carried unanimously. US Bank Credit Card: Moved by Commissioner Hofer, seconded by Commissioner Horsager, to approve payment of US Bank Credit Card in the amount of $7,818.51, motion carried unanimously. Michelle Soldo Environmental Scan: Michelle Soldo gave a report on the environmental scan project which was recently completed. She anticipated there would be 40 people involved, and received feedback from 103 people. The scan started in August where questionnaires were developed in conversations with department heads and went to employees and department heads. The plan was for Ms. Soldo to receive the information and make clear facts and specific findings as it relates to the strengths and challenges departments are having individually. On December 28, 2016, with Commissioner Hofer and Commissioner Hillukka, there were phone conversations with five or six department heads to discuss their reports and yesterday was a full day of discussion about the specific observations made by Ms. Soldo. She wants the Board to communicate to the employees that the Board will take what the employees have said very seriously. The findings in her report talks about the steps that went into this review process and there were about 280 collective hours of contribution time put into it. Ms. Soldo went over the findings in her report and reported there are thirteen departments that she did very specific review of. Of those thirteen, six have a healthy, productive work environment. She said they are under recognized and recommends that the Board give them more recognition. There is a real need for positive feedback. She pointed out Solid Waste. They have some of the most difficult work and they seem to be some of the most satisfied staff. They like the work they do, they get along well and have a department head that supports them. They really like the idea that they are serving the public. Her second finding is that there are five County departments that are in need of some improvement. The number one area in need of improvement is communication. The third finding relates to two county departments that have more challenging work environments. There has been some disruption that is known internally and county wide. The department heads recognize there is a need for change and their charge moving forward is to present to the Board some positive next steps. A fourth issue, in addition to the constructive changes the department heads have been briefed on and try to put in play moving forward, she had some findings relating to the Board. More support for the department heads, verbally, publicly or privately, is important and needed. The most important finding as to the Board is that where staff are believing that the review was really intended to get information that is important and useful and the goal is productive change, they will only continue to believe that if this Board actually takes that information and moves the ball forward. If this stalls out, there may be a setback in terms of confidence that staff have both in the process and in the Board. If the issues are not addressed productively, that will be a public relations problem and a morale buster. Another observation made my Ms. Soldo is staff need to see the Board as role models. Staff are looking for civility and professionalism. Another issue that came up was following the chain of command. The department heads are now fully aware of the issues they have to manage in their 1/10/17 Page 2

3 departments and it won't be helpful if the Board has private discussions that employees are not having with their department heads directly. Ms. Soldo brought up rotation of Board member liaisons as staff would like more exposure. By rotating through the departments, the Board member has time to spend with staff and understand what it is they do. The success of the project is attributed to the resource and time and emotion the staff invested in it. The last finding is moving forward productively on the part of the department heads and on the part of the Board. If productive change is going to happen, it has to start at the top. It starts with the leadership of the Board, empowering department heads to do what it is they need to do to be successful in their departments, working with departments as a liaison to try to resolve some of the issues identified as part of the review, it is the next steps that have to happen. If those steps happen, much of the issues will be resolved and not continue into 2018 if 2017 is made into a productive year. Upon the conclusion of Ms. Soldo's presentation, each of the Commissioners and Mr. Kreklau gave their input and thanked Ms. Soldo for her thorough and intensive work she did on this project. The Board recessed at 10:05 a.m. and reconvened at 10:15 a.m. Cindy Pederson PH Contract Wadena United Methodist Church Clinic Services: Public Health is in need of an alternate location to hold clinic services during the remodeling project on the Public Health facility. The Wadena United Methodist Church is willing to provide short term use of their facility for that purpose. Moved by Commissioner Hofer, seconded by Commissioner Monson, to approve the contract between Wadena County Public Health Department and Wadena United Methodist Church for use of church facility for clinic services for time period January 11, 2017 to March 30, 2017 in the amount of $25.00 per day, motion carried unanimously. England Prairie Pioneer Club Request for LG220 Charitable Gambling: England Prairie Pioneer Club requested their application for charitable gambling be approved. They will be conducting bingo and a raffle on August 27, Moved by Commissioner Monson, seconded by Commissioner Stearns, to approve the LG220 Application for Exempt Permit of England Prairie Pioneer Club, Inc. for bingo and raffle to be held on August 27, 2017, motion carried unanimously. MCIT Certificate of Excellence Outstanding Experience in Worker s Comp : Judy Taves announced Wadena County received a Certificate of Excellence from Minnesota Counties Intergovernmental Trust (MCIT) in recognition of an Outstanding Experience in Workers' Compensation. Experience Modification was under 1% for the plan years of , which Rosalie Miller was working with during those years for the County. Chairperson Hillukka asked if it could be framed and hung up for employees to see. Jeff Adolphson Project Final for CP : Assistant County Engineer, Jeff Adolphson, requested approval for final payment to EnviroTech Services for the annual calcium chloride application on the roads. Moved by Commissioner Stearns, seconded by Commissioner Monson, to approve final payment to EnviroTech Services, Inc. in the amount of $10, for CP , motion carried unanimously. 1/10/17 Page 3

4 Fair Board and Historical Society: There was discussion about setting a date for the Fair Board and Historical Society to come back to the Board regarding the schoolhouse issue. The consensus was to get a quote from the structural engineer for analysis first before scheduling a meeting with the Fair Board and Historical Society. Judy Taves will send a reply to them to that effect. Commissioner Hofer suggested Sherrie Obright of the Fair Board meet with the Fair Board liaison. OSA Letter: Judy Taves received the annual engagement letter from the State Auditor and needs the signature of the Board Chair. Moved by Commissioner Hofer, seconded by Commissioner Horsager, to authorize the Wadena County Board Chair to sign the engagement letter with the State Auditor for the contract, motion carried unanimously. Michael Hanan Hauler Licenses: Solid Waste Director, Michael Hanan, reported solid waste licenses are issued annually. They received applications for licenses from nine companies and all applications are complete. Steve's Sanitation is a new applicant. Moved by Commissioner Hofer, seconded by Commissioner Monson, to approve the 2017 Waste Hauler License for AAA Roll-Off Service, motion carried unanimously. Moved by Commissioner Monson, seconded by Commissioner Horsager, to approve the 2017 Waste Hauler License for City Dray, Inc., motion carried unanimously. Moved by Commissioner Horsager, seconded by Commissioner Stearns, to approve the 2017 Waste Hauler License for City Sanitary & Roll-Off, motion carried unanimously. Moved by Commissioner Monson, seconded by Commissioner Hofer, to approve the 2017 Waste Hauler License for G&T Sanitation, Inc., motion carried 4 to 1. Commissioner Stearns abstained. Moved by Commissioner Horsager, seconded by Commissioner Monson, to approve the 2017 Waste Hauler License for Long Prairie Sanitation, Inc., motion carried unanimously. Moved by Commissioner Hofer, seconded by Commissioner Monson, to approve the 2017 Waste Hauler License for Wadena Hide & Fur, Inc., motion carried unanimously. Moved by Commissioner Stearns, seconded by Commissioner Horsager, to approve the 2017 Waste Hauler License for Waste Management of MN, Inc., motion carried unanimously. Moved by Commissioner Hofer, seconded by Commissioner Monson, to approve the 2017 Waste Hauler License for City Sanitary Service, LLC, motion carried 4 to 1. Chairperson Hillukka abstained. Moved by Chairperson Hillukka, seconded by Commissioner Horsager, to approve the 2017 Waste Hauler License for Steve's Sanitation, Inc., motion carried unanimously. Curt Kreklau, Jr. - Payroll/Benefits Coordinator Position: HR Director, Curt Kreklau, Jr., explained the resignation of Debbie Mursu occurred on December 12, 2016 and the position was 1/10/17 Page 4

5 approved by the Board at Grade 53 up to Step 5 on December 20, There was further discussion at the January 3, 2017 Board Meeting regarding the necessity of filling the position, internal promotions via County policy. Following the formula for Grade increases, the position to be offered at Step 6. Mr. Kreklau has one candidate that has met the qualifications and he requested approval to make an offer. Eighty hours were retained and converted from PLT - Human Services to the HR Department. Moved by Commissioner Hofer, seconded by Commissioner Horsager, to approve letter of offer as presented to Janet Kern for Payroll and Benefits Coordinator, non-union, exempt, full-time in the HR Department at Grade 53, Step 6 ($22.24 per hour), original anniversary date and additional cash compensation maintained, benefits per Wadena County Policy, accruals based on total years of service to Wadena County, current vacation time will remain in accruals and accrued PLT time will be converted (25% of PLT to Sick Leave, and 75% of PLT to Vacation), start date of January 11, 2017, motion carried unanimously. Meeting Format Discussion: There were numerous items brought up for discussion in reference to the Board Meetings. A suggestion of having two meetings per month was talked about, the first and third meetings being regular business and the second meeting of the month being an informal setting where various departments would be brought in to go through an understanding, education, discussion format. Commissioner Hofer commented there are a number of items we don't take the time to discuss. Departments feel the Commissioners don't take the time to understand what they do. Maybe having some work sessions and having dialogue beyond the department heads would be beneficial. The danger of having only two meetings per month is what happens in between if you need something done. Commissioner Monson commented liaisons could meet with the various departments and department heads to get a better understanding of the programs, and getting some rotation as liaisons to the departments would help facilitate that. Chairperson Hillukka suggested the Commissioners make breakfast for the rest of the staff and Commissioner Monson suggested having a summer picnic. Commissioner Stearns said he is not in favor of having two meetings per month. One meeting is to be designated for Human Services, which is a very large department. The Board needs to be aware of the dynamics of the constant change going on between the State and the local Human Services. An extra meeting could be held in the months having five Tuesdays, if it was dialogue and interaction only with no Board action taken at the meeting. The months in 2017 with five Tuesdays are January, May, August and October. Commissioner Hofer mentioned the Commissioners could take time at the January 17 Board Meeting and list some of the major issues for work sessions, such as moving to the Annex this spring, having a process on who is moving where in the courthouse and expectations of HR. The subject of Commissioners being absent from Board Meetings was brought up. County Attorney Kyra Ladd stated you cannot be counted for quorum or vote by phone, but you can be counted for quorum or voting if you Skype in or appear by ITV (Interactive TV). Other things discussed were whether there were any changes wanted to the Board Minutes, consideration of having a consent agenda format and weekly Auditor Warrants. A list of what could be included in the consent agenda, such as Minutes, Board Warrants or license renewals, needs to be prepared. Regarding the warrants, a lot of counties are moving to doing them every week and eliminating the specific Commissioner Warrants batches. Each weekly batch of payments is through Auditor Warrants. The warrant registers get sent each week to the entire Board and approved once per month by the full Board. Changing to a weekly Auditor Warrant process would help ensure more prompt payment of vendors, eliminate late charges and would even the work flow for staff. A Resolution will be presented for board approval. Commissioners' Reports: 1/10/17 Page 5

6 Commissioner Monson: 1/9-Attended Todd-Wadena Community Corrections Executive Board Meeting; 1/10-Attended County Board Meeting. Commissioner Hofer: 1/4-Attended Strategic Planning Committee Meeting; 1/4-Attended Management Team Meeting; 1/5-Interviewed Corrections Office Administrative Assistant; 1/9- Environmental Scan; 1/10-Attended County Board Meeting. Commissioner Hillukka: 1/4-Attended Management Team Meeting; 1/9-Environmental Scan; 1/10- Attended County Board Meeting; Commissioner Stearns: 1/4-Attended South Country Health Alliance Joint Powers Board Meeting in Owatonna-estimating 10.4 million dollar loss next year; 1/9-Attended MRCC Meeting-four areas of main concern are land use, transportation, Human Services and County Program Aid; 1/10-Attended County Board Meeting. Commissioner Horsager: 1/10-Attended County Board Meeting. Commissioner Horsager checked with Wendy Cannon for the Association of Townships regarding semi-annual township meeting. They are not sure on dates yet, but probably 7-8:30 p.m. on either April 20 or April 27 at Sebeka Senior Citizen's Center. They also talked about October 27 for the fall meeting. Commissioner Horsager will be appointed by the Board Chair to be Fair Board liaison. Moved by Commissioner Monson, seconded by Commissioner Horsager, to adjourn the Board of Commissioner's Meeting at 11:35 a.m. Judy Taves Wadena County Auditor-Treasurer Dave Hillukka, Chairperson Wadena County Board of Commissioners 1/10/17 Page 6

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WADENA COUNTY BOARD OF COMMISSIONERS' MEETING MAY 9, 2017

WADENA COUNTY BOARD OF COMMISSIONERS' MEETING MAY 9, 2017 The Wadena County Board of Commissioners Meeting was held on Tuesday, May 9, 2017, in the Small Courtroom, Wadena County Courthouse, 415 South