MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
FEBRUARY 4, 2004
TABLE OF CONTENTS
Vice-Chairperson Stutsman called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:03 a.m. Members present were: Pat Harney, Mike Lehman, Sally Stutsman, and Carol Thompson; absent: Terrence Neuzil.
Neuzil entered at 9:04 a.m.
EXECUTIVE SESSION: EVALUATION AND GOAL SETTING OF AMBULANCE DIRECTOR STEVE SPENLER
Motion by Harney, second by Thompson, to enter into Executive Session at 9:04 a.m. for an annual evaluation of Ambulance Director under section 21.5(1.i), Code of Iowa, "to evaluate the professional competency of an individual whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individual’s reputation and that individual requests a closed session." Roll call: aye: Harney, Stutsman, Neuzil, Lehman, Thompson.
Motion by Thompson, second by Stutsman, to leave Executive Session at 9:22 a.m. Roll call: aye: Harney, Stutsman, Neuzil, Lehman, Thompson.
Motion by Thompson, second by Stutsman, to enter into Executive Session at 9:22 a.m. for an annual evaluation of Mental Health/Developmental Disabilities Services Director under section 21.5(1.i), Code of Iowa, "to evaluate the professional competency of an individual whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individual’s reputation and that individual requests a closed session." Roll call: aye: Harney, Stutsman, Neuzil, Lehman, Thompson.
Motion by Harney, second by Stutsman, to leave Executive Session at 10:42 a.m. Roll call: aye: Harney, Stutsman, Neuzil, Lehman, Thompson.
Recessed at 10:42 a.m.; reconvened at 10:55 a.m.
SITE VISIT WITH COUNTY RECORDER KIM PAINTER
County Recorder Kim Painter presented updates of the Recorder’s website to the Board. She said that all of their records through 1983 will be available online by the end of March, 2004. She said that after they are on the web she will look at the Code of Iowa and work with the County Attorney’s Office to see if they can destroy the paper books. If they aren’t able to destroy the books, she explained, they will find offsite storage for them. Painter said that people really enjoy the Recorder’s website and the ability to search records online.
Painter said that they get many requests for reports for numbers of documents in certain categories, such as how many mortgages were filed in 2002. She said that they used to have to fill out a request for a report from Information Services. She said that the report took one to 2 days to receive and came back on green bar paper. Painter said that she can now run reports directly from her computer and it takes only seconds. She said that it can then be emailed to customers or given to them however they wish to receive them. Painter thanked Information Services Director Jean Schultz and her department for this ability.
Lehman asked how documents that are recorded get to other departments that need them. Painter said that plats come with extra copies and they distribute them. She said that other documents are on the web, and the Auditor takes deeds daily.
Lehman asked about military documents. Painter pointed out the books that have both public and military records. She said that this is another reason that she wants the books out of the office. She said that military documents will be available on the web but not to the public. Lehman asked if there is a problem with people taking books. Painter said that they have to trust people but it is a risk.
Painter showed the Board marriage record books. She said that there is a $1,500 to $2,000 cost per book for the laminating process, but it is an acid free archival friendly lamination.
Account Clerk I Carrie Dietze and Clerk III Margaret Juels went through the process of recording, indexing, and collecting document fees. Lehman asked if all of the personnel is able to do the same duties. Painter said that they are all cross-trained but there is still one Clerk I position.
Adjourned at 11:45 a.m.
Attest: Tom Slockett, Auditor
By Casie Kadlec, Recording Secretary