WADENA COUNTY BOARD OF COMMISSIONERS' MEETING NOVEMBER 16, 2016 The Wadena County Board of Commissioners Meeting was held on Wednesday, November 16, 2016, in the Multi-Purpose Room on the lower level, Wadena County Courthouse, 415 South Jefferson Street, Wadena Minnesota. The meeting was called to order at 9:00 a.m. by Chairperson Hofer and all present recited the Pledge of Allegiance. Also present: Commissioners David Hillukka, William Stearns, Sheldon Monson, Deputy Auditor/Treasurer Curtis Bryniarski, Auditor's Office Senior Accountant Janet Kern, Human Services Supervisor Amie Gendron, Payroll/Benefits Debbie Mursu, Human Resources Generalist Kim Schroeder, Human Services Supervisor Pam Jenson, Human Services Supervisor Mike Willie, Todd- Wadena Community Corrections Supervisor Sarah Urbach, Planning and Zoning Director Deana Malone, Building Services Department Head Sean Uselman, Justin Maaninga of Vercon, District 4 Commissioner Elect Charles Horsager, and Sebeka Review Messenger/Verndale Sun Reporter Matthew B. Johnson and Staples World Reporter Laurinda Porter. Commissioner Bounds was out sick today. Amend/Approve Day's Agenda: Moved by Commissioner Monson, seconded by Commissioner Stearns, to approve the agenda of the November 16, 2016 regular County Board Meeting as amended to delete #22-Request to Replace Microwave and add 2017 Wellness Program, Hearing on Proposed Assessments, Vercon Building Proposal and Leave of Absence of, and appointment of Interim, Human Resources/Information Technology Director, motion carried unanimously. Amend/Approve Minutes: Moved by Commissioner Monson, seconded by Commissioner Hillukka, to approve the Board of Commissioner's Meeting Minutes of November 7, 2016, motion carried unanimously. Board Warrants: Moved by Commissioner Stearns, seconded by Commissioner Monson, to approve payment of the Board Warrants in the amount of $315,828.29, motion carried unanimously. Personal Use of Postage Machine: Wadena County leases a postage machine and purchases postage with tax dollars in order to conduct the official business of the County. There has been no policy regarding any personal use of the machine including possible purchase of postage by County employees. The recommendation is for County employees to purchase stamps for personal use from the U. S. Postal Service. Moved by Commissioner Monson, seconded by Commissioner Hillukka, that the postage machine and all postage therein is to be used for official Wadena County business only. No personal use of any kind is permitted, motion carried unanimously. Human Services Warrants: Moved by Commissioner Hillukka, seconded by Commissioner Monson, for approval to pay Human Services warrants in the amount of $30,325.38, motion carried unanimously. Human Services Statistical Reports: Amie Gendron reported the total contracted payment to West Central Regional Juvenile Center from January through October 2016 is $49,687.50; if actual days of 11/16/16 Page 1
service had been paid, the cost would have been $33,000.00. There was no financial statistics report. The cash balance at the end of October 2016 is $3,304,598.00, which is at 83% of the year. The areas that are over budget are the ones that have been consistently over equipment repair and maintenance, rentals/services, capital outlay (computer purchases), county burial, IV-E Placements (about 50% reimbursed from Federal Government), sex offender holds and MI holds. Overall, they are at 81% spending level though October 2016. Human Services Staff Hiring: Moved by Commissioner Stearns, seconded by Commissioner Monson, to approve the hiring on Nicole Rubbelke at Grade 51, Step 2, effective September 19, 2016, to fill the vacant Case Aide position at Human Services, motion carried unanimously. Human Services Staff Updates Promotions: Amie Gendron announced several Human Services Department promotions. There was a question on whether it should be brought to the Personnel Committee. Commissioner Stearns made a motion to make Human Services staff promotion updates as part of the Minutes. There was no second to the motion. This matter was referred to the Personnel Committee before moving forward. The process will also be discussed at the Management Team. Until Human Services goes through the process, specifics won't be in the official Minutes. Human Services Staff Resignations: Amie Gendron announced the resignations of Jill Harder, Social Worker, whose last day was October 21, 2016; Hilary Tumberg, Social Worker, whose last day was October 28, 2016; Sarah Rabideaux, Social Worker, whose last day was October 28, 2016; and Christa Palubicki, Social Worker, whose last day was November 4, 2016. There was a question about whether exit interviews were done by the HR Director. Commissioner Monson is concerned about the high turnover rate at Human Services. A comment was made in the exit interviews done by Human Services that they were told the pay is higher in other counties. Commissioner Stearns stated Wadena County is $2-$5 per hour below what other counties pay for Social Workers. County Attorney Kyra Ladd said there are some employees leaving to work in the private sector for less money. Discussion came up about the environmental scan. Commissioner Stearns suggested the person doing the scan should come to a Board Meeting and give a report. Chairperson Hofer inquired about checking the availability of the person doing the scan to see if she can come to the next Board meeting, which is November 29. He also stated exit interviews are needed and who will be doing the exit interviews in the interim will be dealt with. Moved by Commissioner Monson, seconded by Commissioner Hillukka, to accept with regrets the resignation of Jill Harder, Social Worker, whose last day was October 21, 2016; Hilary Tumberg, Social Worker, whose last day was October 28, 2016; Sarah Rabideaux, Social Worker, whose last day was October 28, 2016; and Christa Palubicki, Social Worker, whose last day was November 4, 2016. TriMin 2017 Service Agreement ACS: Human Services uses the TriMin Agency Collections System (known as ACS) as their accounts receivable software and maintain an annual user services agreement each year for support and software updates. The cost for 2017 is reduced due to a credit balance for previously paid software enhancements. The 2017 annual payment is $808.55. Amie Gendron presented a CMHS (Computer Management for Human Services) Services Agreement for 2017 for approval and signature. 11/16/16 Page 2
Moved by Commissioner Monson, seconded by Commissioner Hillukka, to approve the annual service agreement with TriMin Systems Incorporated and authorize annual payment of $808.55, motion carried unanimously. Guardianship Contracts for Payee Central Diversified Inc. and Presbyterian Foundation: Payee Central Diversified did not have a contract with Human Services this year even though they have continued to provide guardianship services to clients. Amie Gendron presented a Guardian/Conservator Contract between Human Services and Payee Central Diversified, Inc. for 2016. The amount is $40.00 per hour and limited to $1,000.00 per client per year. The second contract is for Presbyterian Family Foundation, Inc., who is taking over the guardianship portion for the remainder of the year for Payee Central. Human Services has money in their budget for this. The pay is the same as Payee Central. Moved by Commissioner Monson, seconded by Commissioner Stearns, to approve the guardianship contracts for Payee Central Diversified, Inc. and Presbyterian Family Foundation, Inc. for 2016, motion carried unanimously. 2017 IV-D Cooperative Agreement and Arrangement: Human Services is required to have an approved IV-D cooperative agreement with the county attorney, sheriff and Minnesota Department of Human Services in order to be able to claim these costs for 66% federal reimbursement. Amie Gendron presented an annual agreement and arrangement to be signed by the departments and submitted to Minnesota Department of Human Services, Child Support Division. The budget in Human Services for the County Attorney is $29,700.00 and $2,500.00 for the County Sheriff. Moved by Commissioner Stearns, seconded by Commissioner Monson, to approve the 2017 State of Minnesota-County Interagency Cooperative Agreement and IV-D Child Support Cooperative Arrangement, motion carried unanimously. MFIP/DWP 2017 Budget with Minnesota CEP: MN-CEP provides Human Services' clients with MFIP (Minnesota Family Investment Program) and DWP (Diversionary Work Program) services to help them learn job skills and find jobs. An addendum for the second year of the agreement with MN- CEP was presented for signature. The State reduced their grant this year to $222,990.00 from last year's budget of $256,946.00. Commissioner Stearns brought up the lease agreement with MN-CEP, which is still under negotiations. Moved by Commissioner Stearns, seconded by Commissioner Hillukka, to approve the 2017 Amendment to the Contract with MN-CEP, pending a successful contract negotiation for a lease agreement with MN-CEP, motion carried unanimously. The Board recessed at 10:05 a.m. and reconvened at 10:15 a.m. in the Small Courtroom on the upper level of the courthouse. Snowmobile Race Permit: Moved by Commissioner Stearns, seconded by Commissioner Monson, to approve the Snowmobile Race Permit for 7 Class I-500 Cross Country Snowmobile Race for February 10, 2017 between the hours of 8:30 a.m. to 5:00 p.m., motion carried unanimously. 11/16/16 Page 3
Low Income Septic System Replacement Grant Application: An application was received by Planning and Zoning for a low income SSTS replacement grant for property located in Section 4 of Wadena Township and having PID #14.320.0090. Applicant meets the income guidelines. Two quotes were received: one from Gilster Excavating for $6,700.00 and one from Bluffton Hardware for $6,800.00. The panel recommends a 75% cost share based on the low bid from Gilster Excavating for a grant amount of $5,025.00. The balance of the 2016 grant fund would be used ($2,877.00) and the remainder taken out of the 2017 fund. The starting balance of the 2017 fund is $24,266. The system would not be installed until the spring of 2017. Moved by Commissioner Monson, seconded by Commissioner Hillukka, to approve the low income grant for the owner of PID #14.320.0090 in the amount of $5,025.00 (75% of the low quote received from Gilster Excavating of $6,700.00) to be paid from the Low Income Septic Replacement Grant Reserve #2851, motion carried unanimously. JoAnn White Easement Request for Final Approval: The County Board heard a request from JoAnn White on July 26 and August 9, 2016 to obtain an easement across county owned property. The Board asked for a survey and for Mrs. White to have the recording documents prepared and brought back to the Board. Planning and Zoning Director, Deana Malone, presented copies of the survey, recording documents and aerial photo with the easement drawn over the portion of the county owned property. Moved by Commissioner Monson, seconded by Commissioner Hillukka, to approve, as requested, the easement between the County of Wadena and JoAnn M. White as described in the survey, as presented, and to approve the recording documents and authorize the Board Chair and the County Auditor/Treasurer to sign the recording documents, as presented, motion carried unanimously. 2017 Insurance Update: Life, Short & Long Term Disability and Dental: Debbie Mursu reported there will be no increase in the insurance rates for the plan year 2017 for Life Insurance (SunLife), Short Term Disability (Trustmark Voluntary Benefit Solution), Dental (Delta Dental) and Long Term Disability (Reliance Standard). 2017 Wellness Program Fitbit: At the November 7, 2016 Board Meeting, a motion was made to approve the Letter of Agreement for Wellness Institute Services pending clarification that the County is not obligated to pay an administrative fee of $5.00 per employee per month. Debbie Mursu reported after that Board Meeting, Resource Training & Solutions confirmed with communication to Chairperson Hofer no $5.00 fee will be charged to the employer during the Fitbit Program duration. Moved by Commissioner Stearns, seconded by Commissioner Monson, to approve the Letter of Agreement between Resource Training & Solutions Wellness Alliance and Wadena County for Wellness Institute Service in 2017, motion carried unanimously. Leave of Absence of Human Resources/Information Technology Director and and Appointment of Interim Director: County Attorney Kyra Ladd explained the Department Head of IT and HR is out on a leave of absence. The duties and obligations that occur in that department need to be addressed, giving someone authority to carry out those activities. The Personnel Committee discussed, until this matter could come before the full Board, having a department head who currently has those duties to take on those responsibilities during the leave of absence, which is anticipated to be approximately 30 days. Deana Malone agreed to take on those responsibilities. Commissioner Stearns 11/16/16 Page 4
brought up the protocol of engaging the labor attorney, Dyan Ebert, about issues arising from the HR Department. Currently, the protocol is to contact the County Attorney, Kyra Ladd, or the HR/IT Director, Curt Kreklau, or the Chair or Vice Chair of the Board who has the authority to engage the labor attorney. That protocol is to remain in effect. Moved by Commissioner Monson, seconded by Commissioner Stearns, to approve the temporary appointment of Deana Malone as supervisor of IT/HR for administrative purposes and send copy of protocol of engaging the labor attorney to department heads, motion carried unanimously. The Open Meeting closed at 10:59 a.m. and the Closed Meeting opened at 11:00 a.m. Closed Meeting for Negotiations: The purpose of the meeting will be to meet in Closed Session, permitted under MN State Statute 13D.05, Subd. 1 to discuss negotiation strategy for labor contracts. The Closed Meeting closed at 11:26 a.m. and the Open Meeting re-opened at 11:26 a.m. Variance Annex Building: Ryan Odden explained the County had two variance issues in front of the City of Wadena. The first one was the rezoning of the west half of a block from R1 to C1, which was approved (this is where the county purchased the two houses) and the remainder of the block was changed to a commercial district. The second issue was asking for a variance of the parking space requirements. Per their current city code, the County is 14 spaces short of the required 74 spaces. The Variance Committee recommended to the City Council to approve the variance. The Variance Committee had the following conditions on their approval: (1) they want 8 designated visitor parking spaces in the new parking area, and (2) have timed parking along Dayton Avenue and Emerson Avenue. That recommendation went to the City Council last night. A motion was made and approved on a 4-1 vote to grant the variance without conditions. Both variances were approved. Since they were approved, the building permit was approved, also. Mr. Odden has copies of letters from the Planning Commission dated November 16, 2016 to the Board Chair and County Commissioners stating the variances were approved and the approved building permit for the north annex project. Vercon Building Proposal: An updated Summary Sheet from Justin Maaninga of Vercon was presented giving a new total of $1,479,667.00. From the previous grand total of $1,546,567.00, the following Value Engineering Options were added: (1) eliminate sun control devices ($34,900.00), (2) change glazing per proposal ($16,000.00), (3) change from masonry to split face ($16,000.00), (4) eliminate open cell wall insulation at interior walls use batt insulation ($13,171.00) and (5) eliminate wall tile and change lobby tile to carpet in-lieu of ground/polished concrete ($9,500.00). The recommendation is to accept Value Engineering Options 1, 2 and 3 and not accept Value Engineering Options 4 and 5. For clarification on #5, there would be no carpet in the lobby or connector link, it would be tile or concrete flooring. The connecting link should have double doors, but it was bid out as a single door. There would need to be a change order from the bid documents. There was discussion about where the funds are coming from to pay for the annex. Presently there is $684,000.00 in the Building Fund. In a future meeting, a discussion will be held on which fund balances will be used. Moved by Commissioner Stearns, seconded by Chairperson Hofer, to accept the Vercon proposal with the Value Engineering Options #1-to eliminate sun control devices (save $34,900.00), Value Engineering Option #2-changing glazing per proposal (save $16,000.00) and Value Engineering Option 11/16/16 Page 5
#3-changing from masonry to split face block (save $16,000.00), leaving a total of $1,479,667.00, motion carried 3-0, Commissioner Hillukka abstained. Discussion Regarding Removal/Transplant of Trees on North Side of Courthouse: This is in reference to the pine trees located next to the Veteran's monument. Ryan Odden obtained an estimate of $75.00 per tree to spade them out and move them to the chosen location. The Commissioners discussed having the trees relocated rather than cutting them down. The consensus was for Mr. Odden to take the necessary action to commence with the relocation process of the pine trees. SCHA Annual Dinner & Presentation December 4, 2016 Registrations: Emails had been sent out in regards to this and the Commissioners need to RSVP if they are going to attend the South Country Health Alliance Dinner. 2016 MCIT Dividend - $83,849: Wadena County was notified by the Minnesota Counties Intergovernmental Trust (MCIT) Board of Directors a dividend of $83,849.00 will be provided, which consists of $45,684.00 attributable to workers' compensation coverage and $38,165.00 attributable to property and casualty coverage. Hearing on Proposed Assessments: Notice of Hearings on proposed assessments were given to the Wadena County Auditor on three parcels: Parcel #R223001440 (124 1 st St. SE) amount of proposed assessment: $31,477.12; Parcel #R223001370 (113 Aldrich Ave. SE) amount of proposed assessment: $35,000.05; and Parcel #R223002640 (22 Dayton Ave. SE). - amount of proposed assessment: $11,130.79. The hearing is scheduled for November 22, 2016 at 6:00 p.m. at the City of Wadena Administrative Center. Commissioners' Reports: Commissioner Monson: 11/7-Attended County Board Meeting; 11/9-Attended Morrison/Todd/Wadena County Health Board Meeting in Staples. He was elected Chair; 11/10- Attended Public Health Meeting; 11/14-Attended Community Corrections Board Meeting in Eagle Bend; 11/15-Attended EMS-PHDP Meeting and Wadena City Council Meeting. Commissioner Hillukka: 11/7-Attended County Board Meeting; 11/9-Attended Highway 10 Meeting; 11/10-Attended West Central Economic Development Board Meeting; 11/14-Attended Personnel Committee Meeting via phone; 11/14-Attended Mahube OTWA Finance Committee Meeting; Commissioner Stearns: 11/7-Attended County Board Meeting; 11/9-Attended Highway 10 Meeting; 11/15-Attended New Ideas Meeting and Liaison Meeting with Tanya Leskey. Commissioner Hofer: Provided Fair Board Financial Report. 11/7-Attended County Board Meeting; 11/9-Attended Planning and Zoning Meeting; 11/10-Attended Old Wadena Board Meeting; 11/14- Attended Personnel Committee Meeting and Corrections Advisory Board Meeting; 11/15-Attended Wadena Futures Group Meeting and CHAMP Board Meeting; 11/15-Attended City Council Meeting. Laurinda Porter, Staples World reporter, announced this will be her last time reporting, in person, on Board Meetings as she is moving to Bloomington. 11/16/16 Page 6
Moved by Commissioner Hillukka, seconded by Chairperson Hofer, to adjourn the Board of Commissioner's Meeting at 12:15 p.m., motion carried unanimously. Curtis Bryniarski Wadena County Deputy Auditor-Treasurer Jim Hofer, Chairperson Wadena County Board of Commissioners 11/16/16 Page 7