DAKOTA COUNTY GENERAL GOVERNMENT AND POLICY COMMITTEE OF THE WHOLE

Transcription

1 DAKOTA COUNTY GENERAL GOVERNMENT AND POLICY COMMITTEE OF THE WHOLE Meeting Minutes October 10, 2017 Conference Room 3A, Administration Center, Government Center, Hastings, MN 1. Call To Order And Roll Call Commissioner Mike Slavik Commissioner Kathleen A. Gaylord Commissioner Thomas A. Egan Commissioner Joe Atkins Commissioner Liz Workman Commissioner Mary Liz Holberg Absent: Commissioner Chris Gerlach Also in attendance: Matt Smith, County Manager; Jay Stassen, First Assistant County Attorney; and Jeni Reynolds, Sr. Administrative Coordinator to the Board. The meeting was called to order at 9:50 a.m. by Chair Kathleen A. Gaylord. 2. Audience Chair Gaylord asked if there was anyone in the audience who wished to address the Committee of the Whole on an issue not on the agenda or to discuss an item on the consent agenda. No one came forward. 3. Approval Of Agenda (Additions/Corrections/Deletions) On a motion by Commissioner Thomas A. Egan, seconded by Commissioner Mary Liz Holberg, the agenda was unanimously approved. 4. Introduction Of New Employees There were no new employees to introduce. CONSENT AGENDA 5. Approval Of Minutes Of Meeting Held September 12, Operations, Management And Budget 6.1 Authorization To Execute Contract With Talent Software Services, Inc. For Business Intelligence Support And Amend 2017 Information Technology Consulting Budget WHEREAS, Systems Applications Products (SAP) Crystal Reports is business intelligence reporting software which the County uses to mine and analyze data from business applications for the County Attorney s Office (CIBERLaw); Social Services (Social Services Information System); and Public Health (Metro Alliance for Healthy Families); and

2 October 10, 2017 Page 2 WHEREAS, IBM Cognos is business intelligence reporting software which the County uses to mine and analyze data from the County s Enterprise Resource Planning system (ONESolution); and WHEREAS, professional services are required to support SAP Crystal Reports and IBM Cognos report development for the County s business intelligence needs; and WHEREAS, the contract for professional services from November 20, 2017 through January 31, 2018, will cost $43,680, at a rate of $105 per hour; and WHEREAS, Community Services has agreed to provide $24,360 from the Division s Budget Incentive Program (BIP) budget to cover professional services from November 20, 2017 to December 31, 2017; and WHEREAS, the Information Technology Department proposed 2018 consulting budget will be used to fund the professional services contract from January 1, 2018 to January 31, 2018 totaling $19,320. NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Information Technology Director to execute a contract with Talent Software Services, Inc. from November 20, 2017, to January 31, 2018, in the amount of $43,680, subject to approval by the County Attorney s Office as to form; and BE IT FURTHER RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Information Technology Director to amend the adopted 2017 Information Technology Consulting Budget as follows: Expense Community Services BIP ($24,360) 2017 IT Consulting Budget $24,360 Total $0 7. County Board/County Administration REGULAR AGENDA 7.1 Amendment To Policy 1015 Citizen Advisory Committee Membership To Allow Youth Members On Public Art And Library Advisory Committees Assistant to the County Manager Claire Pritchard and Management Fellow Jesus Diaz briefed this item and responded to questions. The Board provided changes to the language in the resolution and the resolution was approved as follows. Motion: Mike Slavik Second: Joe Atkins WHEREAS, on June 6, 2017, the General Government and Policy Committee of the Whole gave staff direction to develop a plan to include two youth members on both the Library Advisory Committee and the Public Art Advisory Committee (four youth members in total); and WHEREAS, staff has worked with Minnesota Civic Youth, reviewed best practices from other local governments, and spoke to County staff who work with youth, to develop a set of recommendations for youth membership on Citizen Advisory Committees; and WHEREAS, staff recommends: appointing two youth to each committee who are either Sophomores, Juniors or Seniors in high school (or the homeschool equivalent), appointing the youth for one-year terms with an option for a one-year extension (as opposed to the two-year adult appointments), giving youth members the same rights

3 October 10, 2017 Page 3 and responsibilities as adult members, appointing youth members on the same schedule as adult members, in January (excepting vacancies); and WHEREAS, staff recommends revising Policy 1015 Citizen Advisory Committee Membership to add youth members to the Public Art Citizen Advisory Committee and Library Advisory Committee, as well as to change references to the Workforce Investment Board to the Workforce Development Board and remove references to the Human Services Advisory Committee to reflect current practice. NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby adopts a revised Policy 1015 Citizen Advisory Committee Membership substantially as presented to the General Government and Policy Committee of the Whole on October 10, 2017; and BE IT FURTHER RESOLVED, That the Dakota County Board of Commissioners will review youth applicants and provide nominations to the County Board for appointment at the first County Board meeting in January Operations, Management And Budget 8.1 Overview Of Recommended 2018 Dakota County Fee Schedules Deputy Director of Financial Services Kathy Trombly-Ferrin briefed this item and responded to questions. This item was on the agenda for informational purposes only. 8.2 Update On Dakota County Online Payment Portal IT Business Analyst Paul Hanten and Senior IT Project Manager Consultant Sajla Koul briefed this item and responded to questions. This item was on the agenda for informational purposes only. 9. Physical Development Draft Capital Improvement Program The following individuals gave brief department overview: Physical Development Director Steve Mielke; Facilities Management Director Mike Lexvold; Transportation Director Mark Krebsbach; and Transit Manager Kristine Elwood. This item was on the agenda for informational purposes only. 9.2 Environmental Legacy Fund Follow Up Discussion Physical Development Director Steve Mielke briefed this item and responded to questions. Discussion was held regarding a potential program funded by the Environmental Legacy Fund (ELF) to address negative impacts of landfills in the cities that host them. The Board directed staff to report back at a later date for continued discussion. This item was on the agenda for informational purposes only. 9.3 Galaxie Library Design Development Update Senior Project Manager Andrea Weber briefed this item and responded to questions. This item was on the agenda for informational purposes only. 9.4 Approval Of Heritage Library And License Center Draft Space Needs Assessment Report

4 October 10, 2017 Page 4 Senior Project Manager Joe Lexa and Joe Bower with Leo A Daly Architects briefed this item and responded to questions. Motion: Mary Liz Holberg Second: Mike Slavik WHEREAS, Heritage Library and License Center has not been renovated since it opened in 2000; and WHEREAS, the Dakota County Long Range Facilities Plan recommends renovation of County Libraries on a 12 to 15 year cycle to adjust program space to meet changing library needs; and WHEREAS, Leo A Daly Architects have completed their report for the assessment of Heritage Library and License Center for County Board consideration; and WHEREAS, the purpose of the assessment was to determine space needs, address staff work flow, and provide options to improve library space; and WHEREAS, the amount of $5,080,000 is included in the approved Buildings Capital Improvement Program as a place holder for the renovation of Heritage Library and License Center; and WHEREAS, on August 10, 2017, the Library Advisory Committee endorsed the project needs assessment report as presented to them and recommend Option 3 to the County Board for consideration. NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby accepts the Heritage Library and License Center Space Needs Assessment Draft Report as presented; and BE IT FURTHER RESOLVED, That the Dakota County Board of Commissioners hereby selects Option 3 at an estimated cost of $5,800,000 as discussed and directed on October 10, 2017 for further development and inclusion in the recommended 2018 Buildings Capital Improvement Budget request. 9.5 Request For County Board To Review And Provide Direction On Proposed Layout Options For Pleasant Hill Library Senior Project Manager Joe Lexa; Joe Bower with Leo A Daly Architects and Library Director Margaret Stone briefed this item and responded to questions. Motion: Mike Slavik Second: Joe Atkins WHEREAS, County Board approved the Pleasant Hill Library Space Needs Assessment Report on March 14, 2017; and WHEREAS, the amount of $2,805,000 is reserved in the adopted Capital Improvement Program (CIP) budget as a place holder for the renovation of Pleasant Hill Library; and WHEREAS, the total estimated cost for the recommended changes to the Pleasant Hill Library is $800,000 above the current project budget in the adopted Building CIP; and WHEREAS, on March 9, 2017, the Library Advisory Committee endorsed the project needs assessment report as presented to them and recommend Option 2.3 to the County Board for consideration. NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby selects Option

5 October 10, 2017 Page at an estimated cost of $3,605,000 as discussed and directed on October 10, 2017 for further development and inclusion in the recommended 2018 Buildings Capital Improvement Program budget request. 10. County Manager's Report Matt Smith, County Manager noted that the Truth in Taxation information will be sent out to Dakota County resident s mid-november. He also provided a brief update on the Dakota Communication Center. 11. Adjournment On a motion by Commissioner Joe Atkins, seconded by Commissioner Mary Liz Holberg, the meeting was adjourned at 1:10 p.m. Respectfully submitted, Jeni Reynolds Sr. Administrative Coordinator to the Board