• Discussion: Fiscal Year 2005 County Administration Service Area Budgets

  • Board of Supervisors (05)

  • Human Resources (06)

  • Information Services and Technology (07 and 40)

  • Physical Plant (17)

• Discussion: Elected County Offices

  • County Attorney (02)

  • County Auditor and Elections (03 and 33)

• Discussion: Fiscal Year 2005 County Budget

Chairperson Neuzil called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:04 a.m. Members present were: Pat Harney, Mike Lehman, Terrence Neuzil, Sally Stutsman, and Carol Thompson.

Budget Coordinator Jeff Horne explained that the large items he’s added to the Board of Supervisors’ budget are the laptop computers and the PowerPoint projector for the ceiling. He said that he removed the increase in continuing education after the news of removal of State property tax credits. Thompson said that the Board should increase the funds because her successor will want to attend meetings for new Supervisors. Stutsman said that the Board has historically shorted themselves on these funds, which is a mistake. Horne said that currently, if all 5 members of the Board of Supervisors wanted to attend these meetings, they wouldn’t have enough funding. Neuzil said that the Board should at least budget enough for ISAC meetings and the Chamber of Commerce Washington D.C. trip. Stutsman said she’d like to see what other larger counties budget for this area. The Board discussed possible trip options, the benefits of each, and decided to increase funds for 2 ISAC trips per Supervisor, keep the NACo trip funding for one Supervisor, and add funds for several small local activities as well. They also decided to put in money for the Chamber trip in the Central Services budget so 2 County employees can attend.

The Board discussed increasing the subsistence line item for the employee appreciation lunch. They decided to use other monies if available, but not to increase the budget. Horne asked if the Board wants to have a projector or monitors for the Boardroom. Sullivan explained that with the laptops, they will set up a wireless network so anything the Supervisors can use at their desks, they can also use in the Boardroom. Stutsman asked if there are still plans for remodeling the Boardroom. Horne replied that it isn’t in the near future, not before the Armory is acquired. Neuzil asked if there is money budgeted for the Auditor’s computer in the Boardroom to have a new screen. Sullivan replied that there is money in the Technology budget for it. The Board decided to look into purchasing monitors instead of a projector for the Boardroom.

Horne said that Human Resources Administrator Lora Shramek decreased her budget by $956, although there is an increase of $5,000 budgeted for labor relations in the Central Services budget. Stutsman asked if there are enough funds for staff development. Horne said yes.

Horne said the requested GIS position was taken out of the Information Services Department budget due to the State property tax credit cuts. Thompson asked to consider that position if the funding is reinstated because it is important if the Board wants to follow through on the GIS investment. Neuzil said that since the Board gave the Auditor’s Office a budget amendment for part-time help to catch up on GIS, they need to make sure that’s how it is used. Thompson said that once GIS Coordinator Rick Havel streamlines the Auditor’s GIS process, it should go faster and smoother. She said that the Board wants Havel to work on the software the County will sell, so they can get some money back on their investment. Thompson said that other departments want Havel’s help with projects as well, but right now they’re not getting it. Neuzil suggested funding it to start in January instead of the beginning of the fiscal year. The Board decided not to include the position for now. Horne said that with the loss of credits and interest revenues, the budget has no where to go but up. Thompson said that once GEMS is online, Information Services may be able to reassign a programmer.

Stutsman said that she thinks the Central Technology budget should be left as is. Neuzil asked what the Document Management projects are. Horne replied that several departments have scanning projects budgeted including the Recorder for $18,000, Planning and Zoning for $1,000, and the Auditor’s Office voter’s registration for $68,000. Stutsman said that the Document Management Committee approved this budget. Horne replied that the Ambulance Department is no longer included on this list.

Horne said that the Central Technology budget is nearly the same as last year. Harney asked if Horne took out the employee computer purchase program. Stutsman said that there was no advantage to buying computers through the County other than saving finance charges. Thompson suggested putting it on the possibilities list if the property tax credits get funded. Stutsman said that Information Services Director Jean Schultz put a great deal of effort into putting together the program, which worked very well once it was in place. Horne said that GEMS is now finished, so the large system upgrades remaining in this budget are the Sheriff’s Department project and the County Attorney’s case management system. Stutsman said she thinks the Sheriff’s system has a high cost just to be able to query. Thompson explained that it has other functions and the old software wasn’t a system, only a product, so it’s easily outdated. Thompson asked for a history of the Technology budget as well as Document Management history.

Horne said that there is no change in the personnel portion of the Physical Plant budget, but there are minimal increases in utilities and services. He said that the Physical Plant wants to replace a pickup, which has around 200,000 miles. Harney said that he’d like to see departments purchasing program vehicles, which have a warranty and are about half the price. Thompson said that Facilities Director David Kempf wants an increase in his operational budget, although he spent only 63% of his budget last year. Horne explained that there is a list of projects for building repairs they want to accomplish this year. He said that they aren’t sure whether or not they’ll need to roll funds over for the Public Health repairs. He said that the projects include the Administration Building carpet, the Courthouse drive, the Jail lock repair, control center carpet, the Jail pipe and fixture replacement, the Courthouse card locks, and the Fisher Building. Neuzil asked how much the retaining wall will cost. Horne replied that Kempf has started saving $15,000 per year. Harney said that he wouldn’t fix the drive before fixing the retaining wall. Horne replied that the drive is in bad shape. Thompson said that the Physical Plant is also now paying for janitorial services for Public Health. Horne said that he will ask Kempf for a list of projects that could be implemented with additional funding. Thompson said that she’d like to add the funding back in if at all possible. The Board discussed needing funds for the demolition of buildings in the area that will be the County campus. Horne explained that the funds for the demolition will come out of the Capital Projects budget instead of the Physical Plant budget. Harney asked if the Secondary Roads building repairs come out of this budget or the Secondary Roads budget. Horne replied that the funds always come out of the Secondary Roads budget. Stutsman said that roads are important in Iowa so the State is protective of the budget giving the Secondary Roads Department control of the budget.

Horne said that County Attorney J. Patrick White hasn’t asked for a change in the operational budget for the County Attorney’s office, only monies for computers. He said that White had a laptop computer budgeted for the current fiscal year, which hasn’t been purchased yet. Neuzil asked if the paralegal position the Board approved the year before was filled. Horne said that he isn’t sure. He said that the Case Management software is in the Technology budget.

Horne said that the County Auditor Tom Slockett asked for funding for hours for part-time map delineators. Thompson said that having part-time people would alleviate the concern of layoffs of full-time employees. Stutsman said that the Real Estate Department is about a year behind in mapping, which these hours will help with. Harney asked why this can’t be in the GIS budget. Thompson replied that by Iowa Code the Auditor is required to maintain plats in the County. Horne said that the requirement only requires them to update the records on paper, but it makes sense to keep it within the Auditor’s Office. Thompson said that there’s a difference between inputting the data and running the GIS system. Neuzil said that the Board has to send a message loud and clear that the funds need to be used for part-time map delineators. Horne said that the Board can monitor the line item and the planning.

Horne said that Slockett also requested another Deputy, which was not included in the budget. He explained that GEMS has had a large impact in the budget process, so the Auditor’s only responsibility will be to mail it to the State. Horne said that the entire budget responsibilities now full under his position. Horne said that eventually the County will pay and receive bills electronically.

Horne said that Elections will be the last department in the County on the HP 3000 system. Thompson said that after the large discussion last year regarding receiving Federal Funding for election equipment the funding was only $8 million for all 99 counties. Neuzil said that the Secretary of State is using the money to build a database infrastructure so the Secretary of State’s Office will be in charge of the information instead of the counties. He said that once the infrastructure is in place the monies will be used to upgrade counties with lever voting machines, which Johnson County doesn’t have. He said that if there are any funds remaining, it will go towards matching funds for upgrading voting machines to the new ADA requirements that begin in 2006. Neuzil said that currently Johnson County’s machines do not meet those requirements.

Stutsman said that she feels the Board has put off the voting machine project long enough and it should be funded this year. Horne said that the Auditor didn’t ask for voting machine funds this year. Thompson said that Slockett is waiting to see what how the Federal funds will be spent. Horne explained that Slockett asked for funds for a $2 raise for poll workers, but he only included $1, which would cost $23,655 next year. Stutsman asked why Slockett didn’t add in monies for voting machines this year. Neuzil explained that there are not currently any HAVA compliant machines. He said that they’re required starting in 2006 but the Federal Government hasn’t stated the HAVA specifications. Horne recommended using the Debt Service Levy to funds the machines when it is appropriate. He said that it will have to be part of the budget process, however, because the Board will need to set a levy. Neuzil said that the Secretary of State is trying to get a few vendors for purchases across the State so they can then get a discount as well as possible Federal funds. Horne said that it would cost the taxpayers less money to bond for it in this low interest environment, but it is too uncertain now. Horne said Slockett has offered to get the Board involved as the County gets closer to purchasing the equipment. Neuzil explained that the machines the Board has already seen are different than the HAVA equipment, which will require hearing devices for the blind. Neuzil asked if Slockett requested funds to upgrade the ballot safe in the Auditor’s Office. Horne replied that he did not.

Horne said that Human Resources and the Auditor verified the number for the additional Deputies at the Courthouse. Thompson said that Human Resources Administrator Lora Shramek explained that the funds requested are for 2 Deputies at the top of the pay scale because County Sheriff Bob Carpenter is assuming that existing Deputies will apply for the positions. She said that the Sheriff’s Department budget should then be decreased by the difference it will cost to hire replacements. Stutsman said that the Board would then be overpaying people for what the position entails. She said that it might be beneficial not to put the position in the Sheriff’s Department. Horne asked if the Board would then have an armed County employee not under the Sheriff’s department. He said that the Board could give funds to another department to hire a security company. Thompson said that the Committee felt strongly that the positions should fall under the Sheriff’s Department and the Sheriff will require Deputies.

The Board discussed changing one department’s budget to accommodate hiring 2 lower pay grade security individuals. Horne said that the Sheriff could shift individuals back and forth as long as it is noted in their payroll which role is performed. Neuzil said that Sheriff Carpenter will not pull in additional Deputies for the Courthouse if one is unavailable. Horne said that he doesn’t believe 2 Deputies are adequate either. Neuzil said that 2 Deputies should be adequate to give the presence the Courthouse Security Committee is advocating. Thompson clarified that the Board couldn’t transfer money to cover the difference in pay grades if older employees are hired for the position. Horne agreed, saying that the money must come from the Supplemental Fund. The Board asked Horne to look into funding the Courthouse Deputies fully in the Supplemental Fund and reducing the Sheriff’s personnel budget by the corresponding increase. The Board discussed looking into private security firms in the interest of the taxpayers. Stutsman said that to her the biggest deterrent is having a uniformed and armed presence in the Courthouse, but the Board needs to look at cheaper alternatives.

Horne said that he spoke with Shramek regarding the increase in pay grade for Building Inspectors from Inspector II to Inspector III. He said that Shramek said that the career path system is appropriate for the County and the current system allows hiring at any of the 3 levels. Planning and Zoning Administrator Rick Dvorak placed an advertisement for a current opening and plans to hire at the Inspector I or II level. She said that there’s already been a great deal of interest in the position. Thompson asked if the 3rd level is already in place in the Inspections Department. Horne replied that it is. Horne said that he will talk to have Human Resources about the pay scale.

Horne said that per his discussion with SEATS Director Tom Brase, SEATS approached Iowa City for the grant application for their building because Iowa City has always offered help in the past, so he hasn’t had a need to approach Coralville. Thompson asked if they better their chances by applying with the larger entity for JCCOG grants.

Horne said that he spoke with Mental Health/Developmental Disabilities Director Elaine Sweet regarding vehicle use and why they want a van. He said that Sweet replied that she expects the vehicles to have almost daily use. Thompson said that the van would allow more MH/DD personnel to go together when visiting unsafe neighborhoods. Harney asked if there isn’t another van in the County they can use. Horne said that the County can as long as they allocate the expense to MH/DD, but they do not have the procedures in place. Horne said that Sweet feels that these vehicles could be reimbursed. Neuzil asked if the additional revenues from the software could be used to purchase these vehicles. Stutsman asked if that money goes back into the MH/DD Fund. Horne replied that he believes it does because the program was generated with monies from that Fund. He said that the Board should be careful allowing additional expenditures in this year’s budget without documented need because of the problems the department had with the audit. Neuzil said that isn’t spending down the budget, it is taking additional revenues. Horne said that if the Board amends the cost so it is in the budget, it would be more appropriate. Stutsman said that she’d like to wait until the County decides what direction the County fleet will take. The Board discussed the types of possible vehicles. Stutsman said that the only increases in this budget have been for administrative costs and physical items, but the Board should look into increasing services. Horne said that many of the new revenue streams will be used by the additional positions the Board approved. The Board agreed to fund one car and allow use of another County van when needed.

Horne said that he updated the changes in the tax credits into the current budget. He said that Deputy Auditor Mark Kistler is expecting the entire Ag Land and Family Farm credits to be fully funded. He said that the other credits are going to be reduced. Horne presented the history of the lost credits including which credits the County has absorbed in the past. He said that he believes the Personal Property Tax Replacement will be cut completely, which he has accounted for in the budget. Neuzil asked if the Homestead Credit can be passed on to taxpayers. Horne said yes. Thompson explained the replacements give a tax break to taxpayers, but then the State does not pass on the replacement funds to the County as promised, so the State can take credit for the tax break without having to pay for it. Neuzil asked what the worst case scenario is. Horne replied that it’s $269,000 in lost credits and replacements. Neuzil asked why the budget has then been cut back by over $700,000. Horne said that the $700,000 must also cover lost interest revenues. Thompson asked if Horne put the $100,000 difference back in the budget. Horne said that it is still a guessing game. Thompson said that there is a change the State will fund the credits because the State Legislators received a lot of negative feedback last year.

Stutsman left at 11:10 a.m.

Horne said that Iowa City has contingency plans in place for any amount of cuts in the credits, but they built their budget with the credits fully funded. He said that the Board can amend the budget if revenues are higher than budgeted. Thompson asked what items are on the list to be added into the budget if there is more revenue than expected. Horne said that there is $250,000 for capital improvements, the GIS position, and $130,000 in Physical Plant projects. Thompson added an increase for Human Service Block Grants so they can give their employees a raise and the employee computer plan. She asked if Horne had investigated what impact raising the Veteran’s Affairs guidelines would have. Thompson said that if Veteran’s Affairs raises the guidelines, the County by Code will have to meet them. She said that he will need a budget amendment, which the Board will have to approve. Horne said that if the Board increases the guidelines, then they will have to increase the budget by a significant amount as well. Thompson said that it is very difficult for the Board to say no to raising the guidelines. Horne said that he’d come up with an estimate as to how much it will cost.

Thompson asked if Horne included adding funding to give the recent increase the Administrative Bargaining unit received to the Non-Bargaining Unit. Horne said he didn’t know, but he will speak with Human Resources.

Adjourned at 11:23 a.m.

Attest: Tom Slockett, Auditor

By Casie Kadlec, Recording Secretary