DAKOTA COUNTY ADMINISTRATION/FINANCE/POLICY COMMITTEE OF THE WHOLE

Transcription

1 DAKOTA COUNTY ADMINISTRATION/FINANCE/POLICY COMMITTEE OF THE WHOLE Meeting Minutes October 6, 2015 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 Nancy Schouweiler Commissioner Liz Workman Commissioner Mary Liz Holberg Commissioner Chris Gerlach Also in attendance: Brandt Richardson, County Manager; Jay Stassen, First Assistant County Attorney; and Kelly Olson, Sr. Administrative Coordinator to the Board. The meeting was called to order by Chair Kathleen Gaylord at 10:38 a.m. 2. Audience Commissioner 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 any item on the consent agenda. No one appeared. 3. Approval Of Agenda On a motion by Commissioner Mary Liz Holberg, seconded by Commissioner Mike Slavik, the agenda was unanimously approved. 4. Introduction Of New Employees Employee Relations Director Nancy Hohbach introduced Employee Relations Manager Shaleen Roth. Accounts Receivable Manager Tony Nelson introduced Accounting Technicians Nicole Tix and William Pope. CONSENT AGENDA On a motion by Commissioner Thomas A. Egan, seconded by Commissioner Mike Slavik, the consent agenda was unanimously approved as follows: 5. Approval Of Minutes Of Meeting Held On September 8, County Board/County Administration 6.1 Approval Of Employee Relations Policies Modifications WHEREAS, the Employee Relations Department periodically reviews and recommends revisions to policies andprocedures in order to maintain and enhance the effective and responsive provision of human resource

2 October 6, 2015 Page 2 management functions in the County. NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby adopts proposed modifications as follows: Policy 3020 Philosophy, Mission, and Scope Updates language with no substantive changes Policy 3080 Position Control Removes language overlap with Budget Compliance Policy regarding FTE s Policy 3101 Candidate Recruitment Consolidates Policy 3100 Recruitment & Selection, Policy 3101 Applicant, Recruitment, Testing & Certification, and Policy 3102 Candidate Selection into one simplified policy Language regarding reference checks to be moved to a separate policy Policy 3122 Job Evaluation and Classification Consolidates Policy 3121 Class Specifications/Position Descriptions and Policy 3122 Job Evaluation and Classification into one simplified policy Policy 3160 Compensation Guidelines ; and Consolidates Policy 3123 Salary Surveys, Policy 3124 Salary Structure and Policy 3160 Wage and Salary Guidelines into one simplified policy BE IT FURTHER RESOLVED, That the Dakota County Board of Commissioners hereby approves these policies as presented to the Administration/Finance/Policy Committee of the Whole on October 6, 2015, and authorizes the Employee Relations Director to modify said policies accordingly. 6.2 Adoption Of 2016 Merit Compensation Policy And Plan Provisions WHEREAS, market competitive compensation and pay policy administration are essential to effective and efficient government; and WHEREAS, the 2015 Merit Compensation Policy and Plan provisions should be amended for application in NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby adopts the 2016 Merit Compensation Policy and Plan to include the following provisions: A Merit Matrix which provides five levels of performance ratings and is increased 1.5 percent above the 2015 merit matrix base increases within the first and second quartiles of the merit matrix, and an increase of.5 percent in the base portions and 1 percent in the lump sum portions of merit opportunity in the third and fourth quartiles of the merit matrix.

3 October 6, 2015 Page 3 ; and Non-union salary ranges increased 2 percent above 2015 non-union salary ranges. BE IT FURTHER RESOLVED, That participating employees 2016 salaries shall be established in the context of and consistent with these provisions; and BE IT FURTHER RESOLVED, That the Employee Relations Director is hereby authorized to update, edit and amend the 2015 Merit Compensation Policy and Plan. 6.3 Revision Of Policy No. 1002, Development And Revision Of Policies To Improve Clarity WHEREAS, recent confusion over the distinction between Board and Administrative-level County policies has prompted a review of Policy No. 1002, Development and Revision of Policies and Procedures; and WHEREAS, staff recommends improving the policy s clarity by adding a definition for the term outside stakeholder. NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby adopts Policy No as amended, as presented to the Administration/Finance/Policy Committee on October 6, Adoption Of Policy No. 6008, Electronic Signature Use WHEREAS, public agencies, courts and other organizations are increasingly using digital formats to exchange a variety of business documents including contracts, agreements and other records; and WHEREAS, electronic signatures or e-signatures act as a verifiable approval system without the need to print and circulate hard documents to be scanned in after they are signed and in many ways are more secure than traditional signatures; and WHEREAS, Policy No outlines responsible guidelines and procedures for the use of e-signature software by County staff where applicable and appropriate; and WHEREAS, this approach has been discussed with staff assigned to County information management, the County Attorney s Office, County Administration and Information Technology, and the draft policy language has also been reviewed by all staff involved. NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby adopts Policy No. 6008, Electronic Signature Use, as presented to the Administration/Finance/Policy Committee of the Whole on October 6, Operations, Management And Budget 7.1 Authorization Of Contract Extension With Talent Software Services For Oracle Report Writer Specialist WHEREAS, the iasworld Property Assessing and Taxation system from Tyler Technology has 339 reports that need to be converted from Oracle Business Intelligence Publisher (BI Pub) to Oracle Report Writer; and WHEREAS, the County has a need of an expert in the Oracle Report Writer tool to: 1) train and support County

4 October 6, 2015 Page 4 staff in the writing of Oracle Report Writer reports; and 2) assist in the conversion of the remaining 286 BI Pub reports to Oracle Report Writer; and WHEREAS, Talent Software Services has a consultant with expert level skills in using the Oracle Report Writer tool in the person of Mr. Venkat Kotla; and WHEREAS, funds are available in the Recorder s Technology Fund; and WHEREAS, staff in the Public Services and Revenue Division and the Information Technology Department jointly recommend the adoption of this resolution. NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Information Technology Director to execute a contract extension with Talent Software Services in the amount of $68,609 for the Oracle Report Writer services for a contract total of $117,609, subject to approval by the County Attorney s office as to form. 8. Public Services And Revenue 8.1 Library Advisory Committee And Public Art Citizen Advisory Committee Updates This item was on the agenda for informational purposes only. 9. County Board/County Administration REGULAR AGENDA 9.1 Review Of County Board Representation On Committees Assistant to the County Manager Claire Pritchard, Community Services Director Kelly Harder, Physical Development Director Steve Mielke and Deputy County Manager Matt Smith presented this item. The Committee provided direction to staff on changes to appointments to several committees. This item was on the agenda for informational purposes only. 10. Operations, Management And Budget 10.1 Overview Of Recommended 2016 Dakota County Fee Schedules Deputy Financial Service Director Kathy Trombley-Ferrin presented this item. The Committee directed staff to provide additional detail on proposed fees for revenue recapture during the Public Hearing scheduled to be held on October 20, This item was on the agenda for informational purposes only. 11. Physical Development 11.1 Update Regarding Byllesby Dam Financial Plan Senior Water Resources Engineer Josh Petersen presented this item. This item was on the agenda for informational purposes only. 12. Public Services And Revenue

5 October 6, 2015 Page Authorization To Create Maker Space At Wescott Library Library Director Ken Behringer presented this item. On a motion by Commissioner Liz Workman, seconded by Commissioner Thomas A. Egan, the following resolution was unanimously recommended to the County Board: WHEREAS, libraries have a long standing history of making technology available to residents for educational and recreational purposes; and WHEREAS, librarians provide technology instruction for all ages including Science, Technology, Engineering, Arts and Math (STEAM) programs that align with school curriculum; and WHEREAS, digital literacy is becoming an increasingly important competency for participation in the workforce; and WHEREAS, introducing new technology supports the mission of the Dakota County Library to provide lifelong learning for county residents of all ages; and WHEREAS, the maker space at Wescott would include 3D printers and scanners, audiovisual recording and editing equipment, sewing machines, a recording booth and height adjustable tables. NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board Of Commissioners hereby authorizes the creation of a maker space at the Wescott Library with a total budget not to exceed $55, County Manager's Report The County Manager had no report. 14. Adjournment On a motion by Commissioner Nancy Schouweiler, seconded by Commissioner Mike Slavik, the meeting was adjourned at 12:58 p.m. Respectfully submitted, Kelly D. Olson Senior Administrative Coordinator to the Board