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HomeMy WebLinkAboutPub Prop Nov 23, 20161 PUBLIC PROPERTY/TECHNOLOGY COMMITTEE November 23, 2016 The Public Property Committee of the Grant County Board of Supervisors met on Wednesday, November 12, 2016 at 9:00 a.m. in Room 266 of the Administration Building, Lancaster, WI pursuant to the previous meeting of August 24, 2016. The meeting was called to order by Vice Chair John Beinborn at 9:00 a.m. County Clerk, Linda K. Gebhard verified that the meeting was in compliance with the open meeting law posted in three places and published on the County Web Site. Members present: Dwight Nelson, Donald Splinter, Dale Hood, Lester Jantzen, John Beinborn, and Dan Timmerman. Robert Keeney, Joyce Roling, Randy Peterson and Terry Clark were also present. Carol Beals asked to be excused. Agenda: Lester Jantzen, seconded by Dale Hood made a motion to approve the agenda as written. Motion carried. Minutes: Don Splinter, seconded by Dwight Nelson, moved to approve the minutes of August 24, 2016 as written. Motion carried. Correspondence: Lancaster High School Art Department, teacher Mrs. Fuller sent a Thank you to the County for allowing them to place a banner on the Courthouse Lawn to advertise for their Annual Holiday Craft Sale on November 5th. Lancaster High School FFA asked permission to place a banner on the Courthouse Lawn for a Toy Show on December 4th. Motion was made by Don Splinter, seconded by Dwight Nelson to approve the banner. Motion carried. Maintenance: Terry Clark, Administration Building Maintenance, reported all was well over at the Courthouse. Christmas decorations are going up in preparation for Santa to come on December 4th. A group from the 4-H clubs will come to the Courthouse on Friday to help with the decorating. The tree this year was donated by TRICOR Insurance. County Clerk stated Dave Reynolds from Dubuque came to the Administration Building to try their chemical on the floors. He and his workers determined there was no way to extract the wax build up from the grout after this many years. The committee was in agreement the County did not want to spend a lot of money on this project. No action was taken; Maintenance will maybe try to wax the floor again to see if that will help the appearance. Terry informed the committee he would be having knee surgery on December 8th. An LTE will be hired to take his place for at least six weeks. Insurance: Randy Peterson, TRICOR, presented the Travelers Property and Casualty renewal. He handed out the information on the coverage, limits, deductibles and premiums. There will be a slight increase based on exposure increase; Salt Shed in Platteville was added and general up keep. Current Travelers 2016- $278,685 2017- $294,090 Auto Physical Damage 2016- $18,963 2017- $19,960 Property & Equipment/Boiler 2016- $63,414 2017- $64,169 2 Crime 2016- $2,431 2017- $1,687 WHCLIP 2016- $19,205 2017 to be determined TOTALS $382,698 $399,111 2016 2017 Employee Count 499 568 Ratable Budget $20,365,880 $90,770,144 Vehicles 152 157 Property Limit $83,989,737 $90,770,144 Dan Timmerman questions Joyce Roling regarding the employee count; she would look into the increase. John Beinborn asked Randy about Cyber Liability. Randy stated there have been many Cyber Claims this day and age than ever before. It has become a very big issue in Insurance coverages. Randy stated the County has coverage but no one knows what is coming. A motion was made by Lester Jantzen, seconded by Dwight Nelson, to approve the renewal for Travelers Property and Casualty rate for 2017 contingent on verifying the correct employee count. Motion carried. IT Update: Jeff Anderson, Information Technology Director, shared with the committee the challenges he has had with Charter to install new internet connections in the 52 Building. Communication has been an issue, promises they make are not fulfilled. This issue has been going on for years according to Jeff. Unified has a connection based out of Dodgeville which is a different type of connection and has worked well for them. Jeff stated that service would not work at Social Services. Jeff has worked with WINN internet service to hook onto at the 52 Building. Testing will start on that system to see if that will work. The longest process has been to survey the lay of the land, installing all the conduit and bring the fiber cable in. The hook up and reconfiguration should be relatively fast. Orchard Manor’s time clock has had issues. Jeff talked to the company and requested a newer version of a time clock. He was able to purchase a refurbished clock for Orchard Manor; this has so far corrected the issue. Jeff addressed the new phone system at Law Enforcement. Phones have been installed; software for the AMS/Mobile software/call system has been installed. Software has been going very well. However the phone system for the 911 has not gone as well. The Vendor IT went with has not proven to be very helpful; they are the ones who need to fix the problem, and IT is waiting on them. Jeff reported on Lean Training. He is a Lean Facilitator now. 52 Building IT Concerns: Jeff shared with the committee the problems Social Services has been having with their internet connection. Social Services staff ha s had to come to the Administration Building to work; call stations were set up for their use. Jeff has not been able to pin point the problem. Could be server issues, they are very old or may be overloaded. They are not in the best environment as far as cooling and 3 warming. Jeff feels a new server will help. Dan Timmerman asked if Jeff has talked to the manufacturers, Jeff answered no the servers are old and out of warranty. Power surges are an issue in that building. New power surgers have been installed; this did not completely improve the issue. Jeff stated Lancaster does not have a consistent power source. Lori Reid, ADRC Director and Fred Naatz, Social Services Director and Tory Iverson, Social Services were given the opportunity to address this issue. Lori and Tory both felt the biggest issue was the electricity. Boilers are inconsistent, outlets are being overloaded. The water damage that occurred three years ago has left its mark on the building. Fred Naatz stated that a continuity of work is needed immediately. A back up plan should be set into place immediately. If the call center staff cannot function in the present building a new location should be established so those workers can go to so their work can continue un-interrupted. The space would have to accommodate 30 to 40 employees. Jeff stated the County Board Room would accommodate the staff, but is it feasible to take over that room. Privacy is also needs to be considered. Robert Keeney asked the question, “How much do you want to spend in order to accomplish an emergency space”? Fred felt Steve Braun, Emergency Management should be involved; to furnish an emergency work place would fall under his duties. The Administration Building had been used in the past when the internet services when down at Social Services but that only accommodated about 6 to 7 call center employees. The Eckstein Building was brought up, that building is all open and has no way to control the echo sound effects. There would need to be petitions or partial walls. Dan Timmerman had concerns regarding the location, if there are this many issues in getting good internet connections now, what will it be if that location is chosen for a new Law Enforcement Facility. The committee suggested that an Electrical Engineer be brought in to assess that location for internet connection service. Dan also suggested talking to the City of Lancaster regarding the power surges that Jeff Anderson thinks may be an issue and also work with the Power Company to see if they have any suggestions regarding this issue. If the transformer is adequate for that location, this should be looked into also. Dan stated that hoping and wishing the issue will go away has not been working; a system needs to be in place to identify the problems and monitor the remedies that are tried so this issue can be finally addressed. The committee directed Jeff Anderson to work with Steve Braun on a contingency work station plan for future use. Jeff stated that a contingency plan for a work space will include conversations with other department heads that are in each building. He would have no authority to just take over rooms and place a work station anywhere. Also they directed Jeff to take the initiative to reach out to an Electrical Engineer, the power company, or the City of Lancaster to first determine what is the problem in the 4 52 Building. The committee felt the first step was to identify what is causing the internet issue in the 52 Building and try to fix that. The contingency work space should be the second priority. This issue will be addressed at the next Public Property/Technology Committee to see what advances have been made toward correcting this issue. Adjournment pursuant to December 28, 2016: Dan Timmerman, seconded by Dwight Nelson, made a motion to adjourn pursuant to the next meeting on Wednesday, December 28, 2016 at 9:00 a.m. Motion carried.