OFFICE OF THE COUNTY MANAGER Tuesday, March 27, 2018

Transcription

1 ST. PAUL, MINNESOTA RAMSEY COUNTY, MINNESOTA OFFICE OF THE COUNTY MANAGER Tuesday, March 27, 2018 The Ramsey County Board of Commissioners met in regular session at 9:00 a.m. with the following members present: Carter, Huffman, McGuire, Ortega, Reinhardt, Rettman, and Chair McDonough. Also present were Julie Kleinschmidt, County Manager, and Jeff Stephenson, Civil Division Director, Ramsey County Attorney s Office. 1. ROLL CALL 2. PLEDGE OF ALLEGIANCE 3. Agenda of March 27, 2018 is Presented for Approval Motion by: Mary Jo McGuire Second by: Blake Huffman 4. Minutes from March 20, 2018 are Presented for Approval Motion by: Toni Carter Second by: Mary Jo McGuire PRESENTATION 5. Health and Wellness Administrative Division - Citizens Advisory Council 2017 Annual Report. The 2017 Annual Report was presented by Citizens Advisory Council Chair Jill Gunderson-Gernes and Vice-Chair Desiree Baker. Page 1 of 9

2 ADMINISTRATIVE ITEMS 6. Health and Wellness Administrative Division - Personnel Complement Increase in the Health and Wellness Administrative Division (B ) WHEREAS, Ramsey County is a major health care provider, serving residents with medical, chemical and mental health care needs; and WHEREAS, The Federal Affordable Care Act and State law require an effective Electronic Health Records (EHR) system to ensure quality care; and WHEREAS, An EHR system replaces paper health records and electronic storage systems that do not communicate across health care settings; and WHEREAS, The improvements further the County s Residents First vision as approimately 63,000 residents annually will benefit from the efficiencies they bring; and WHEREAS, These benefits include more efficient communication and timely transmission of information to those authorized and needing it to provide care, greater support for coordinating care across systems and programs, improved clinic management and more effective referrals to other services; and WHEREAS, To ensure the system continues to operate as needed, the Health and Wellness Administrative Division is requesting authority to create an EHR Capability Team; Now, Therefore, Be It RESOLVED, The Ramsey County Board of Commissioners approves an increase in the personnel complement of the Health and Wellness Administrative Division by up to 4.0 Full Time Equivalent Information Services Business Analysts, up to 4.0 Full Time Equivalent Information Services Senior Business Analysts, and 1.0 Full Time Equivalent Critical County Systems Capability Manager. 7. Human Resources- Salary Schedule and Grade for a New Unrepresented Job Classification: Labor Relations Specialist (B ) Page 2 of 9

3 WHEREAS, The Ramsey County Human Resources Department conducted a classification/compens ation review of the new classified, unrepresented job classification of Labor Relations Specialist; and WHEREAS, The Ramsey County Human Resources Department determined that no eisting classification adequately describes the duties of the position or the knowledge, skills and abilities needed to perform the work; and WHEREAS, The Ramsey County Human Resources Department developed the new classified, unrepresented job classification Labor Relations Specialist; and WHEREAS, The Ramsey County Human Resources Department conducted a job evaluation of the new classified, unrepresented job classification and analyzed eternal and internal salary information; and WHEREAS, The Ramsey County Human Resources Department determined the appropriate salary schedule and grade for the Labor Relations Specialist is salary schedule 02A, grade 33M ($73,095 - $108,571 annually) of the County s compensation plan; and WHEREAS, The recommended salary grade allocation is based on Ramsey County s job evaluation procedures and is consistent with the County compensation policy and practices (Resolution ) and the Personnel Act (Minnesota Statute 383A.282); Now, Therefore Be It, RESOLVED, The Ramsey County Board of Commissioners approves the salary schedule and grade allocation for the new unrepresented job classification: Labor Relations Specialist. Job Classification Schedule Grade Annual Salary Range Labor Relations Specialist 02A 33M $73,095 - $108, Information Services - Voice over Internet Protocol (VoIP) System and Unified Communications Services Project (B ) WHEREAS, On September 26, 2017, the Ramsey County Board of Commissioners approved a competitive solicitation for Voice over Internet Protocol with direction to staff to return to the County Board with a project budget, schedule and financing plan; and WHEREAS, The solicitation for Voice over Internet Protocol (VoIP) is to replace Ramsey County s phone system, implemented in 1993, with an industry standard VoIP system and Unified Communications services that integrates phone and data systems and will result in greater efficiency, fleibility and convenience in how the County conducts its work and delivers services to residents, partners and business; and WHEREAS, The total estimated project budget is $4,900,000, and funding is available for this planned system replacement in the Information Services/Telecommunications Fund balance; and, WHEREAS, Information Services will be returning to the County Board for authority to approve the selection of a vendor and to eecute the agreement; Now, Therefore, Be It RESOLVED, The Ramsey County Board of Commissioners accepts and approves the Voice over Internet Protocol Project schedule, budget and financing plan in the amount of $4,900,000; and Be It Furt her Page 3 of 9

4 RESOLVED, The Ramsey County Board of Commissioners authorizes the County Manager to account for the Voice over Internet Protocol Project as a project budget in the Information Services budget; and Be It Further RESOLVED, The Ramsey County Board of Commissioners authorizes the County Manager to make all necessary budget adjustments including increasing estimated revenues and appropriations. 9. Public Health / Property Management - Second Amendment of the Lease for the Healthy Families Section of the Saint Paul-Ramsey County Department of Public Health at 1670 Beam Avenue, Maplewood, Minnesota (B ) WHEREAS, On March 26, 2013, the County Board approved a 60-month lease amendment for the Saint Paul-Ramsey County Public Health Department s Healthy Families Section located at 1670 Beam Avenue, Maplewood, MN 55109, for 15,372 rentable square feet of lower level office space with Jedidiah Properties, LLC for the period of May 1, 2013 through April 30, 2018; and WHEREAS, The lease epires April 30, 2018, and Property Management staff met with representatives for Jedidiah Properties, LLC and negotiated a lease amendment with the following highlights: 60-month lease amendment term from May 1, 2018 through April 30, The initial rent of $17.12 per square feet for the first year and three percent (3%) annual increases thereafter Landlord will provide $50,000 for leasehold improvements to be used prior to epiration of the lease term; and WHEREAS, The Saint Paul-Ramsey County Public Health Department s Healthy Families Section desires to remain in this location and the accessibility allows it to meet the service needs of the community; Now, Therefore, Be It RESOLVED, The Ramsey County Board of Commissioners approves a 60-month lease amendment for approimately 15,372 rentable square feet of space at 1670 Beam Avenue, Maplewood, MN 55109, with Jedidiah Properties, LLC, 1670 Beam Avenue, Suite 205, Maplewood, Minnesota 55109, for the period of May 1, 2018 through April 30, 2023, in the amount of $1,397,775.96; and Be It Further RESOLVED, The Ramsey County Board of Commissioners authorizes the Chair and Chief Clerk to eecute the lease amendment. 10. Property Management - Tenth Amendment of the Lease with the Volunteers of America for the Woodview Detention Center (B ) Page 4 of 9

5 WHEREAS, On January 15, 2013, the County Board approved an etension to the lease with the Volunteers of America (VOA) for the Woodview Detention Center for the period of January 1, 2014 through December 31, 2015, with an option for three (3) etension terms of one year each and VOA, with County Board approval, has eercised these options and etended the lease through December 31, 2018; and WHEREAS, VOA has requested consideration of an additional etension to the lease for the Woodview Detention Center to allow VOA s continued use of the property in providing housing and case management for men and women who are permitted to complete part of their prison sentences in the community; and WHEREAS, A change in the Federal procurement process requires the VOA to submit a proposal to provide these services in response to the Bureau of Prisons ( BOP ) Contract Solicitation by April 16, 2018, and must include evidence supporting the offeror's Right-to-Use the proposed facility" for a one-year base period and nine (9) one-year option periods; and WHEREAS, Ramsey County staff and VOA recognize and mutually commit to the importance of fleibility and partnership between the County and VOA in the coming years related to VOA use of the site for the BOP program; and WHEREAS, Ramsey County is committing to the program supported by VOA and providing a place for the program to operate, but retains fleibility with respect to the current building and the location on the site through the use of a one-year base period and nine (9) one-year option periods, a total of a 10 year period; and WHEREAS, Ramsey County believes it is important that these services eist within the County to ensure these individuals transition in their community; and WHEREAS, Property Management was requested to negotiate an etension of the lease to allow VOA to apply for a renewal of its Residential Re-entry Program with BOP; and WHEREAS, Property Management has negotiated an amendment to etend the lease on the following terms: One (1) year term for the period of January 1, 2019 through December 31, 2019 Nine (9) additional one (1) year etension terms; each of which must be approved by the County Manager Annual rent of $177,000 in 2019, with annual rent increasing approimately two (2) percent each year thereafter; and WHEREAS, Approval of an etension of the VOA lease at this time preserves the County's ownership of the Woodview property, allows VOA to submit a proposal for the BOP Contract Solicitation, and provides rental income to the County; and WHEREAS, The terms of the agreement to amend the lease provide fleibility to Ramsey County while work continues on the strategic facility plan including other potential uses for the property; Now, Therefore, Be It RESOLVED, The Ramsey County Board of Commissioners approves the Tenth Amendment to the lease for the Woodview Detention Center with the Volunteers of America in Minnesota, 1771 Kent Street, Roseville, Minnesota, 55113, to etend the term for a 12 month period from January 1, 2019 through December 31, 2019, with rent in the total amount of $177,000; and to provide for nine (9) one (1) year etensions, each of which is subject to County Manager approval, and with annual rent increasing approimately two (2) percent each year; and Be It Further RESOLVED, The Ramsey County Board of Commissioners authorizes the Chair and Chief Clerk to eecute the Tenth Amendment to the lease; and Be It Further Page 5 of 9

6 RESOLVED, The Ramsey County Board of Commissioners authorizes the County Manager to eecute annual etensions to the lease based on the terms set forth in the amendment to the lease; and Be It Further RESOLVED, The Ramsey County Board of Commissioners authorizes the County Manager to make all necessary budget adjustments including increasing estimated revenues and appropriations. 12. Economic Growth and Community Investment Service Team - Twin Cities Army Ammunition Plan (TCAAP) Plat (B ) WHEREAS, On November 27, 2012, the Ramsey County Board approved a Joint Powers Agreement (JPA) with the City of Arden Hills (City) associated with the redevelopment of the former Twin Cities Army Ammunition Plant (TCAAP); and WHEREAS, The JPA states that Ramsey County (County) be responsible for the timely preparation of a survey and initial plat of the TCAAP Site for the implementation of the TCAAP Master Plan; and WHEREAS, On December 14, 2017, the County finalized the closing of the remaining 30 acres of the TCAAP property from the United States Government; and WHEREAS, With that closing, the County is now owner of the full 427 acres of the former TCAAP site; and WHEREAS, The County has advanced the implementation of site infrastructure on or adjacent to the TCAAP redevelopment, including the completion of new interchanges at County Road H/Interstate 35W and County Road I/Interstate 35W, a new county road connecting the new constructed County Road H and I interchanges, a Re-meander of Rice Creek, and construction of new recreational trail infrastructure; and WHEREAS, The current cumbersome legal description may complicate the future development and sale of the property; and WHEREAS, A land use application for Preliminary Plat and Final Plat of the 427-acre former Twin Cities Army Ammunition Plant site was submitted to the City of Arden Hills for approval; and WHEREAS, The plat includes the dedication of a County Road right-of-way between County Road H and I interchanges known as County State Aid Highway 13 and establishes outlots that correspond to areas that will be retained in public ownership for eventual inclusion in the adjacent trail corridor or the I-35W/Highway right of way; Now, Therefore Be It RESOLVED, The Ramsey County Board of Commissioners approves the Twin Cities Army Ammunition Plant (TCAAP) Plat; and Be It Further RESOLVED, The Ramsey County Board of Commissioners accepts the dedication of County State Aid Highway 13; and Be It Further RESOLVED, The Ramsey County Board of Commissioners authorizes the Chair and Chief Clerk to sign the final plat. Page 6 of 9

7 13. Finance - Rice Creek Commons Annual Financial Report and Combined Project Budget (B ) WHEREAS, The Ramsey County Board approved the Joint Powers Agreement with City of Arden Hills for the redevelopment of the Twin Cities Army Ammunition Plant, now known as Rice Creek Commons site; and WHEREAS, The Ramsey County Board is to be provided with an annual financial report and adopt an annual budget for the Rice Creek Commons site; and WHEREAS, The Ramsey County Board approved the Rice Creek Commons Annual Report, the Rice Creek Commons Combined Project on March 7, 2017; Now, Therefore, Be It RESOLVED, The Ramsey County Board of Commissioners accepts the 2017 Rice Creek Commons Annual Financial Report; and Be it Further RESOLVED, The Ramsey County Board of Commissioners approves the 2018 Rice Creek Commons Combined Project Budget; and Be it Further RESOLVED, The Ramsey County Board of Commissioners authorizes the County Manager to transfer $256,565 from the Capital Projects Fund Balance to the 2018 Rice Creek Commons Development Account for JDA-related consulting services and $400,000 from the Capital Projects Fund Balance to the Rice Creek Commons Pre-Development Account for infrastructure design services; and Be It Further RESOLVED, The Ramsey County Board of Commissioners authorizes the County Manager to issue solicitations in accordance with the County s Procurement policies and procedures, eecute into contracts, and eecute change orders and amendments to agreements provided the amounts are within t he budget of the approved project; and Be It Further RESOLVED, The Ramsey County Board of Commissioners authorizes the County Manager to make all necessary budget adjustments including increasing estimated revenues and appropriations for the Rice Creek Commons Combined Project. 14. Public Health - Appointment to the Food and Nutrition Commission (B ) Page 7 of 9

8 WHEREAS, The Food and Nutrition Commission is a joint Ramsey County and City of Saint Paul commission that advises the Ramsey County Board of Commissioners, the Mayor and the Saint Paul City Council on matters relating to the planning and policy, promotion of, access to and education regarding safe, affordable nutritious foods as well as the assessment of local food delivery systems; and WHEREAS, There are a total of 14 members on the commission, with seven County and seven City appointed members; and WHEREAS, There is currently one vacancy on the Food and Nutrition Commission in District 7; recruitment through the County s Open Appointment Process resulted one application; and WHEREAS, On February 21, 2018, the Chief Clerks office forwarded the application to the Board of Commissioners for review and recommendation; Now, Therefore, Be It RESOLVED, The Ramsey County Board of Commissioners appoints Ajeet Yadav to the Food and Nutrition Commission for a term beginning with the date of appointment and ending May 31, County Manager - County Administration Workspace Renovation Project at Saint Paul City Hall - Ramsey County Courthouse (B ) Motion by: Blake Huffman Second by: Toni Carter WHEREAS, Since last being renovated in 1992, Suite 250 of the Saint Paul City Hall Ramsey County Courthouse ( Courthouse ) has housed staff serving core county administrative functions, and has been a highly active and strategic meeting space for hosting leaders, partners, and staff at the County Seat; and WHEREAS, Based on workstyles of a previous generation, Suite 250 was designed to accommodate 24 staff in paneled workstations and private hard-wall offices with limited collaborative and meeting space; and WHEREAS, Following staff realignments associated with the 2015 adoption of the County s Service Team organizational structure, Suite 250 has become the home base for the County Manager, Deputy County Managers, the epanded Policy & Planning division, the newly-consolidated countywide Communications division, Government Relations, Economic Development, Administrative Services, the Chief Clerk and the administrative support staff for these areas; however, the present space configuration is unable to accommodate the range of staff and team-based work intended for the county administration suite; and WHEREAS, In the fall of 2017, Wold Architects was retained through a master contract with Property Management to conduct a space programming study of Suite 250 and to investigate epansion possibilities on the second floor of the Courthouse; in November 2017, the Finance Department relocated from adjacent Suite 270 to the Metro Square Building; and WHEREAS, The space programming study recommends combining suites 250 and 270 into a 11,600 square-foot suite that would support approimately 42 permanent county employees, providing an environment aligned with best workplace practices for the current and future workforces balanced with care and honor for elements of the historic building; and Page 8 of 9

9 WHEREAS, The County Administration Workspace Renovation Project ( Project ) seeks to implement these recommendations to combine and renovate the adjacent suites to support the highest -and-best use of this unique showcase space; and WHEREAS, The Project will support and foster a strategic, collaborative and productive work environment for permanent, visiting and project-assigned staff, partners and other stakeholders with the addition of several touchdown work areas, more meeting rooms and team-based work spaces, and will incorporate a variety of fleible spaces to accommodate a range of work tasks and workstyles that can also be reconfigured at a low cost if needed in the future; and WHEREAS, This configuration will permit a higher level of community access and visibility to county administration directly at the County Seat; and WHEREAS, Because no significant architectural or engineering systems work has occurred in either Suite 250 or Suite 270 for over 25 years, the space will also be redesigned to address changes in building codes, improve energy efficiency, support current and future technologies, and preserve and recondition the beauty and grandeur of the historic elements of this space such as unique wood treatments and ceiling designs; and WHEREAS, On March 1, 2018, Property Management presented the project to the Capital Improvements Program Advisory Committee, which unanimously affirmed the project scope and funding as presented; and WHEREAS, The overall Project schedule is based on a design/build method of construction that includes a two-month Request for Proposals process to select a Design/Build Team, followed by a design development phase, the builder s submission of a guaranteed maimum price, and, with acceptance by the County, a construction phase anticipated to begin in the fall of 2018; Now, Therefore, Be It RESOLVED, The Ramsey County Board of Commissioners accept and approves the County Administration Workspace Renovation Project budget and financing plan for Saint Paul City Hall Ramsey County Courthouse Suites 250 and 270 in the amount of $997,496; and Be It Further RESOLVED, The Ramsey County Board of Commissioners authorizes the County Manager to account for the County Administration Workspace Renovation Project as a project budget in the Property Management budget; and Be It Further RESOLVED, The Ramsey County Board of Commissioners authorizes the County Manager to issue solicitations in accordance with the County s procurement policies and procedures, enter into agreements and contracts, and eecute change orders and amendments to agreements provided the amounts are within available funding; and Be It Further RESOLVED, The Ramsey County Board of Commissioners authorizes the County Manager to make all necessary budget adjustments including increasing revenues and appropriations. 15. LEGISLATIVE UPDATE Reported by Commissioner McGuire. Discussion can be found on archived video. 16. BOARD CHAIR UPDATE - Discussion can be found on archived video. OUTSIDE BOARD AND COMMITTEE REPORTS - Discussion can be found on archived video. ADJOURNMENT Chair McDonough declared the meeting adjourned at 9:40 a.m. Janet M. Guthrie, Chief Clerk County Board Page 9 of 9