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HomeMy WebLinkAboutPub Prop Oct 25, 20171 PUBLIC PROPERTY/TECHNOLOGY COMMITTEE October 25, 2017 The Public Property/Technology Committee of the Grant County Board of Supervisors met on Wednesday, October 25, 2017 at 9:00 a.m. in Room 266 of the Administration Building, Lancaster, WI pursuant to the previous meeting of September 27, 2017. The meeting was called to order by Chair Carol Beals at 9:00 a.m. Linda K. Gebhard, County Clerk 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: Carol Beals, Dwight Nelson, Donald Splinter, Dale Hood, Lester Jantzen, John Beinborn and Dan Timmerman were present. Also in attendance was Robert Keeney, County Board Chair. Agenda: Dan Timmerman, seconded by Dwight Nelson made a motion to approve the amended agenda as printed. Motion carried. Minutes: Don Splinter, seconded by John Beinborn made a motion to approve the minutes of September 27, 2017 as printed. Motion carried. Correspondence: Heather Bontreger, Lancaster Chamber of Commerce was unable to attend the committee meeting for an update on the Christmas lighting for the square. Linda K. Gebhard, County Clerk informed the committee there had been a request to place a banner on the Courthouse Lawn for a Fund Raiser in memory of Ken Lewis for a Bake Sale and Food Stand on October 7th; all proceeds were donated to the Lancaster Rescue Squad. Insurance: Randy Peterson, TRICOR was not present at the meeting. Courthouse and Administration Building Maintenance—Mark Udelhofen and Terry Clark submitted a quote from WHV to the committee for AHU S.F. & R.F. VFD replacement for the Courthouse of $8,600.00 and for the Administration Building for the chiller replacement for $78,000.00. Discussion followed if an RFP was needed to go out for bids for these replacement costs. It was decided the cost for replacement in the Courthouse could be held off until next year but the chiller for the Administration Building should be pursued. Robert Keeney would talk to Ben Wood, Corporation Counsel to see if the County could accept these quotes from WHV or if other companies should be involved. A motion was made by John Beinborn, seconded by Dale Hood that if an RFP was needed it be created and the bid be advertised in the papers as soon as possible for the replacement of the Administration Building chiller receiving the bids in the Grant County Clerk’s Office by November 21, 2017 for review by the Public Property/Technology Committee on November 22., 2017. Motion carried. Courthouse Third Floor Courtroom Plaster Repair: Now that the flag had been installed on the dome in the Courthouse a drone was used to inspect the dome for leakage issues in order to plan for future dome repairs. That discussion follows. First the committee addressed the bid that was sent by the John C. Kaiser Company to fix some damaged plaster in the third floor Courthouse Room due to water damage back in March 2016. This 2 issue had been put on hold until a better inspection of the dome could be made. In the meantime a chunk of plaster fell off the ceiling making this issue a higher priority to fix. A motion was made by Don Splinter, seconded by Dwight Nelson to approve the repair of the plaster work by the John C. Kaiser Company for $1,875.00 plus $3,095.00 for the further repair of the chunk of plaster that fell off the ceiling for a total cost of repair of $4,970.00. With an added stipulation that Insight Consulting Architect Stephen Mar-Pohl be involved in the plastering project to monitor that the correct plaster product is used for the repair. Motion carried. Update on Courthouse Dome-Stephen Mar-Pohl, Insite Consulting Architect: Stephen Mar-Pohl was in attendance at the meeting to give the committee an update on the drones finding on the dome. Stephen stated in previous conversations regarding the Courthouse Dome he felt a comprehensive study should be completed on the dome to determine what is needed to repair areas that could be leaking. From that study he originally felt it could cost $40,000.00. But now with the assistance of drones, that study could be cut down by 25%. With the 200 high resolution photos taken during the flag construction with a drone, Stephen updated the committee on some preliminary problems that he could see from the photos. He felt the copper dome would have to be replaced completely, with dismantling and replacing the copper the cost could be between three to four million. There are some concerns on the brick masonry on the roof that was not addressed during the refurbishing of the Courthouse. Flashing needs to be replaced. There has been some structural movement through the years but no significant issue there. Water damage is suggested by the evidence that occurred in the third floor Courtroom with the plaster falling off the ceiling. The plaster was placed on metal lath; water has eroded the backside of the plaster fingers of the sculptured ceiling which held the plaster on the wall. This is why Stephen stated it is very important to start repairing the ceiling on third floor, right now it is a safety hazard and this is why he wants to be involved in the replacement of that plaster. In his opinion there needs to be a more comprehensive study done on the roof to establish the actual cost. The copper needs to be replaced, using strong copper on the long runs and softer copper would have to be used in tighter more sculptured areas. Stephen listed some of the companies that he has worked with on this kind of work. He felt the repair would have to start at the top of the dome and work down in phases. No action was taken on this issue at this time. Facility Dude: Robert Keeney stated the company was working individually with some of the Departments on projects to implement their information. Facilitator Lynda Schweikert was in the process of sending out emails to set the next meeting date. Courthouse Flag: Robert Keeney updated the committee on the installation of the flag that has now been installed. All went smooth in the construction of the flag pole. The cost for the cranes was higher than expected. The crane company charged for five hours to set the crane up and five hours to take it down at $450.00 per hour with a total unexpected cost of $4,500.00. Randy Oyen will be talking to the crane company in regard to this. The County received $20,000.00 from an anonymous donor, there are also some groups that would like to donate to the project and Robert Keeney will contact the Lancaster Community Fund to see if there may be some available money there. Giese of Dubuque, IA have been finishing the project for the flag pole making a copper sleeve that will seal the area around the flag pole were it goes up through the dome. 3 Carol Beals asked, “How can the County thank the anonymous donor?” Carol felt some jester of thanks should be offered to this donor in the future. A celebration was talked about, maybe at that time something could be done. Carl Beals suggested Flag Day next year may be a possibility. HR Springbrock Modules: Jeff Anderson stated there were no new updates to report at this time. Chair Carol Beals stated this item will be kept on the agenda for future meetings until there was something to report. New Building Update: Jeff Anderson stated the walls are starting to be poured on the new facility. Jeff informed the committee the IT Department does not have time to do all the IT upgrades, networking, installing, etc. for the new building. The wires, fiber, and cabling will be included in the new construction costs. Jeff stated his plan has always been with the money that has been allotted for the IT needs is to hire a different Technology Company to come in to get the equipment, do the configuration and instulation and offer the subsequent training needed for the IT Department so they can take over the IT needs. Carol Beals asked if the layout of the offices have been addressed yet for security reasons. Nate Dreckman stated that should be the job of the Department Heads involved to make sure their offices are set up the way they want them. He stated right now the Department Heads should be going over the blue prints to make those kinds of decisions now, once the layout is done than the responsibility will fall back on the IT Department; that should not be Jeff’s responsibility at this time. Robert Keeney stated the Department Heads have been involved and have stated nothing that they would like to change. Don Splinter clarified with Jeff that he would not be the one to purchase the equipment for the new building but this other company would handle that. Jeff stated the computers and printers that the employees have will be moved over to the new facility. Jeff said he was talking about the back end hock up items, like phone system, fax machines, copiers, what goes into the wiring closets, switches, etc. These are the items that the IT Department has no intentions of installing. Don Splinter stated there have been many problems in communication for IT needs between the Departments up to this time, what was the expectation of the IT Department to make this better in the new facility going forward. Jeff stated there will be fiber optic cable in the new facility and there will be a new radio tower installed on that property which should make connections better. There were questions if the new tower was included in the new construction costs, Robert Keeney stated the tower on the Lippert Property was not. Robert Keeney asked if Jeff Anderson has an RFP been created in order for them to go out for bids for a third party company to come in to install the computer needs for the new building. Jeff stated there has not been an RFP created he was under the understanding if it was for products an RFP was not needed. Robert Keeney asked if Jeff had any companies in mind, time was running out if a bidding process needed to be done. Jeff stated he has communicated with some companies but have not decided on any one company at this time. Robert Keeney stated that during the bidding process for the building Lee and Hunt was asked if they could do this process. The county thought it was too high so that was not pursued any further. Jeff stated if an RFP is needed he would go forward and create that. There is a budget of half a million in the new construction to work with. Carol Beals stated Jeff should be the one to decide what company would be best; it should then come back to the Public Property/Technology Committee for the final decision. Robert Keeney had some questions regarding the layout of the wiring in the building. Jeff stated he thought the layout was already in place with the new construction, there should be no changes made on that. Robert Keeney asked if dispatch and radios were included in the half million. Robert Keeney asked if the IT Department has worked on new policies for the new building. Jeff stated that depends on what needs to be done. The IT department has no experience in things like stacking access points. That is why a third party company is needed to configure all the equipment and 4 train the IT Department. The County will be using their own computers and printers and some of the servers that will be moved to the new building. Jeff said he did not think he was needed out at the construction site with the transition team. He was more worried about the backend systems, the systems behind the scenes that he felt were more crucial to tie down. Jeff stated if there are problems with Department Heads why are they going to Robert Keeney, they should be coming directly to him to discuss the problem. Robert Keeney will speak with Ben Wood, Corporation Counsel to determine if a RFP is needed to hire a third party Technology Company for the new construction and get back to Jeff Anderson. IT Updates: Jeff updated the committee on some things IT have been working on. They have upgraded the nursing server in the Health Department. It is built and ready to install. They ran into a hitch with the company who supplied the software, when the company tried to update the software it was faulty and needed to be sent back to get it replacement. Orchard Manor has replaced a New Point of Care software. But the software did not work with the kiosk that already exist at Orchard Manor. The link that the County needed was not supplied by the company so the system stopped working all together. Now they are waiting for the company to make the system work. Carol Schwartz stated they have known about this switch to the new system since February 2017 that the old system would shut down in October. She was very upset that this switch over was done at the last minute when this could have been done before the old system quit. She felt that was poor management of time to wait until the last minute. The system is still down at this time. Sheriff Office purchased new software to down load the cameras and installed a new server to store this data on. Again, there was a faulty drive in the new equipment that kept dying so they had to order a new server to fix the issue. At this time there is no back up which makes this issue more urgent. They have a new bailiff room in the Courthouse. They can fingerprint, take DNA samples, and booking there, now they don’t have to drive to Law Enforcement to do this. Dan Timmerman asked if the issues at the Fair Grounds had been taken care of. Jeff stated there has been nothing done in the North Room or the Conference Room to get better internet connections. Dan asked what are the employees supposed to do if they can’t get logged on to the internet. Jeff stated if they knew what the problem was it would be fixed. Amy Olson, Fair Manager asked when the situation was going to get fixed. She is trying to generate revenue for the County, but with now internet connections that has stopped everything. She has been told they will get to it when they can, but other issues keep coming up. She took the initiative to have TDS install two modems during August and they still are not connected to Wi-Fi . Jeff stated the internet needs to be plugged into the modems. Jeff stated he does not know what the time line is; he does have an intern now that will help. Don Splinter asked if this was such a small job to fix why has this taken so long. Jeff stated other things have just got in the way. Jeff stated they do have internet connection, Amy said it is not strong enough to work. Amy stated this issue came up in August and she has been paying on two modems that have not been working. Dan Timmerman asked if there is an outside company that can work on this to get the job done. Jeff stated the other company would not know the county systems; it is just easier for them to do it and get it done. Jeff still could not give any time line that this could get done, only to say that he would have his new intern work on the issue. Discussion Regarding Possible Restructure of Public Property/Technology Committee: The discussion at the last Administrative Committee was to move Public Property under Administrative Committee and 5 Technology under Executive. John Beinborn started the discussion stating he felt Technology should not be moved under Executive, IT almost needs to be on its own. He felt cutting the size of the members was a good move. Dale Hood thought the general consensus of the County Board was to leave that committee alone. Carol Beals stated that Technology was out there wondering around until the Public Property picked it up and now there is consistency in the computer system in the County. Carol said she agrees with cutting members but why should this committee be split. She cannot condone eliminating this committee all together because this is a unique committee that deals with many topics, building, the dome, insurance, etc. Dan Timmerman disagreed with the Public Property requests, that the departments can come to this committee and get money that should be reflected within their budgets. IT he feels could definitely be under Executive. Robert Keeney stated there are County Board Members that do not agree with the Public Property requests. These expenses can be absorbed within the budgets. This would reflect the true spending for each department and there are budgets that have to fluctuate each year, such as for elections. Why should departments get to hide behind the Public Property requests when they want to buy big items that should be reflected in their budget for the true picture? Yes, Robert stated, “the County needs to protect their assets such as the Courthouse and Courthouse lawn but does that need a committee to make those decisions”. For example, asking permission to place banners in the Courthouse lawn could be given by the County Clerk or County Board Chair. Robert stated IT is a dollar situation which may fit best under the Executive Committee. Carol Beals this committee has come a long way with IT issues; this committee has helped in that process. Executive Committee is already very large they do not need one more responsibilities on their table. Carol stated there have already been duties taken away from this committee such as insurance, this needs to stop. John Beinborn said a precedent is setting up where two committees will be very powerful and that is not a good situation. Dale Hood quoted Nate Dreckman commenting that by having the Public Property requests give more visibility to the public on items being purchased for the department. Dan Timmerman disagreed with that concept he said it does not speak well for their budget if they have to hide their requests in another budget. Carol felt this was an issue that will not be agreed upon. Dwight Nelson stated he felt the per diems being cut down would have helped. Carol stated that is why cutting member counts down on the committees was discussed and cutting some of the meeting out. But Dwight said that could be a problem also in trying to agree on the issues with fewer members. Lester Jantzen stated by giving IT to Executive that gives that committee too much power, they control the money and the employees, and he cannot condone that. Nothing will be gained by dissolving this committee. John Beinborn stated the number of committees could be cut down; this past year there has been a lot of meetings because of the new building construction. Meetings can be called by the Chair when 6 needed. Dwight Nelson stated each board member could not ask for payment for every meeting or convention attended. John Beinborn stated the employees have gotten their raises; the County Board Chair got a raise. The County Board has taken hits in the past years by dropping their insurance, they have made sacrifices. Dale Hood said as far as he is concerned, the County 50,000 plus people in the County, 500 some employees, working with a how many million dollar budget that gets balanced each year and we are arguing back and forth for how many months over $50,000.00 that is shouldered by 17 Board Members , that is a crock of bull. Public Comment: None Adjournment: Dwight Nelson, seconded by Dan Timmerman, made a motion to adjourn the meeting pursuant to the next meeting on November 22, 2017 at 9:00 a.m. Motion carried.