MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
APRIL 1, 2004
TABLE OF CONTENTS
Chairperson Neuzil called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:26 a.m. Members present were: Pat Harney, Mike Lehman, Terrence Neuzil, Sally Stutsman, and Carol Thompson.
Neuzil said that the first agenda item is regarding quotes received for 2 new 2004 Sterling Model LT 9500 trucks. Maintenance Supervisor Kevin Hackathorn explained that they aren’t going to accept the low bidder, Mack, because their characteristics are not compatible with the current snow equipment. He said that the next lowest bid is the Sterling 9500, which is what they intend to purchase. Hackathorn explained that although Secondary Roads planned to trade in 2 vehicles, the offer for one vehicle was so low it is more valuable as parts. He said that these trucks will be paid for from the new equipment budget. Lehman asked the history of the trade vehicle. Hackathorn replied that it is a 1994 freightliner with 115,000 miles. He said that Secondary Roads tries to keep their trucks for 10 years. Hackathorn said that he intends to use the second truck as a backup and then when needed to take parts from it to repair newer trucks. He said that some of the parts he can use would run up to $15,000 if otherwise replaced. Lehman asked if the new trucks will pull a pup trailer. Hackathorn replied that they will. Stutsman asked if the truck that they will be using for parts will be taken off the replacement inventory. Hackathorn said that with the additional miles of roads that Secondary Roads has recently been given, they’ve been struggling. County Engineer Mike Gardner replied that they’ve held off requesting additional equipment to see if it would be needed. He said that currently they don’t plan on replacing the truck they’re keeping for parts, but they might at some point need to request additional machinery to upkeep the new mileage. Harney asked if it is not cost effective to adapt the lowest bidder to the County’s needs. Hackathorn replied that it is not and there are several characteristics that could not be adapted. Lehman asked if they have leeway to accept the second lowest bid. Hackathorn replied that they do and that last year they took the second lowest bid as well.
Neuzil asked Gardner to cover the FY 2005 Johnson County Secondary Road budget for submittal to the Iowa Department of Transportation. Gardner explained that once the County certifies the budget, Secondary Roads must submit it to the DOT by April 15th. Lehman asked if the budget will cover the 5 Year Road Plan for the next fiscal year. Gardner replied that it will. The Board agreed to put the Secondary Roads budget on next week’s formal agenda for approval.
Neuzil listed the right-of-way contracts under consideration for Wapsi Avenue including contracts with: Cleo L. Dodson; and Shirley A. Dodson for $2,800.00 and Terry Duwa a/k/a Terrance A. Duwa and Susan Trader Bockwoldt a/k/a Susan K. Duwa for $2,368.00. Gardner explained that these parcels are needed for the Wapsi Avenue project. He said that Secondary Roads is fairly close to tying up the acquisitions if these are the last parcels needed. Gardner said that they hope to have the DOT letting in June, with construction beginning in July. The Board agreed to put the right-of-way contracts on a future formal agenda for approval.
Neuzil said that the next item is regarding the National Guard Sanitary Sewer Project. Stutsman asked if the Board is required to take the lowest bidder for this project. Assistant County Engineer Rob Winstead replied that they may not have to because there were several additional requirements specified. He said that he wants to give the Board enough information to decide between Alternate 1 and Alternate 2 in order to award the project under whichever Alternate the Board decides. Winstead said that Secondary Roads received several competitive bids. He explained that Alternate 1 extends sanitary sewer from where it currently lies, past Chatham Oaks, under Melrose Avenue and onto the National Guard land. He explained that Alternate 2 includes those steps, but also continues west and extends under Melrose Avenue onto Secondary Roads site with 2 services. Winstead said that the lowest bidder is Maxwell Construction of Iowa City. Maxwell Construction has done a sizeable amount of work for the City of Iowa City, who has been satisfied with their work. He said that he has contacted the required references provided in order to confirm their positive opinions of the company. He explained that a good reference comes from being good to work with, getting the project done on time, quality work, and working with unexpected problems.
Stutsman asked if Melrose Avenue will be closed. Winstead replied that due to small workspace, they will need to close one lane to connect the National Guard’s land. He said that if the Board chooses Alternate 2, they will not have to close Melrose for the second portion of the project. Winstead explained that this project would replace portions of Chatham Oaks current sewer system as well. Harney asked if there are improvements to Melrose Avenue will the sewer be set back far enough that it will not be in the way. Winstead replied that it will not be in the way based on the City’s most likely upgrade scenario. Stutsman said that she’d support Alternate 2 because of the low additional cost and benefit to Secondary Roads as well as having Maxwell as the contractor. Lehman said that adding the sewer to Secondary Roads would be a safeguard to any future problems. Harney asked if the bid includes the hookup cost. Winstead replied that it includes the hookup cost and the removal of one of the septic tanks. He said that the second tank would be dry once the work is done, but would not require removal because they have received approval from DNR. Thompson asked how the additional cost will fit in the budget. Winstead replied that it falls under the engineer’s estimate. Gardner explained that this project will not come out of Secondary Roads’ budget. Thompson clarified that Capital Expenditures has enough to cover the additional cost. The Board agreed. Reverend Bob Welsh asked what the total cost is. Stutsman replied that the lowest bid for Alternate 1 is $92,939 and $192,885 for Alternate 2. Harney explained that the higher bid was $352,712 for Alternate 2, so there’s a considerable different between the high and low bidders. Thompson said that the Engineer’s estimate was $115,500 for Alternate 1 and $218,550 for Alternate 2. The Board decided to pursue Alternate 2 and place it on a future formal agenda for approval. Winstead said that the project is expected to start May 9th, 2004. Gardner added that Secondary Roads may begin removing road embargoes starting next week.
HUMAN RESOURCES ADMINISTRATOR LORA SHRAMEK: HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) COMPLIANCE FOR JOHNSON COUNTY HEALTH CARE PLAN AND APPROVAL OF NOTICE OF PRIVACY PRACTICES
Human Resources Director Lora Shramek explained that the Health Care Plan, which includes the Dental Care Plan and Flexible Spending Plan, was afforded an extra year to become compliant with HIPAA because the County does have more than $5 million per year in claims. She said that the County had an extra year to conduct training and provide notices to employees. Shramek said that she is seeking approval of the Privacy Practice Notice which is based on a template provided by Wellmark Blue Cross and Blue Shield. She explained that every participant in the Health Plan will be trained, receive a copy and sign a notice saying they’ve received the document, which will then be kept on file. The Board agreed to place approval of the notice of privacy practices on a future formal agenda for approval.
Mental Health/Developmental Disabilities Director Elaine Sweet explained that she is bringing to the Board the proposed Targeted Case Management (TCM) Advisory Board membership. Chapter 24 of the Administrative Rules that govern that Targeted Case Management Program requires the Targeted Case Management Advisory Board. She said that MH/DD provides 3 services including the central point of coordination function, the Targeted Case Management program, and the non-Medicaid case management function. Sweet said that when the TCM Program was accredited in 2000, the report suggested creating a targeted case management board, separate from the Advisory Committee. She said that the Board of Supervisors approved Committee bylaws last fall and provided a 6 month interim board who has completed the bylaws, a policies and procedures manual, and are now finalizing a total quality improvement plan. Sweet explained that the TCM Board followed established practices in recruiting members for a permanent board. She recommended the Board approve 3 year terms for Stutsman, Gillian Fox, and Dion Williams; 2 year terms for Dr. Lowell Lumin and Betsy Reece; and one year terms for Mick Bowers and Tammy Rowe. She explained that these members would provide an equal distribution of family members and providers because the rules require less than 51% of members be from provider agencies. She said that the family members also represent all the population groups that are served. Stutsman encouraged Richard Twohy, whose application was received after the deadline, to apply again in the future. The Board agreed to vote on the proposed TCM Advisory Board membership at a future formal meeting.
Sweet explained that the Quality Assurance Financial Eligibility Specialist position was budgeted for in the FY04 budget. She said that this position combines a 3/4 Quality Assurance and a 1/2 FTE Case Manager position into a full time Quality Assurance Financial Eligibility Specialist. She said that the financial eligibility process will be moved away from the case managers and the Mental Health Center and located in this position for consistency. Sweet explained that this will promote efficiency, equity and consistency in determining eligibility for services. She said that the position is supported in the Services Management Plan, which addresses 2 quality assurance goals of 1) planning, developing and implementing an effective quality assurance utilization review process to promote appropriate, responsible outcomes based practice which promotes consumer choice in a managed care environment, and 2) supporting the integration of case management and social work practice to advocate for consistency and access eligibility and applicability of Johnson County MH/DD services coordination and funding. Sweet explained that MH/DD has worked with Human Resources on the job description and since the position was initially requested, they’ve added more responsibility to the position. Sweet said that the position is now exempt with a pay grade 19, but the cost difference can be accommodated for in the budget by combining the 2 positions. She said that this is not an administrative position with administrative costs making up only 1% of MH/DD’s $9.6 million budget. Sweet said that the cost of the case management functions of this position will be reimbursed leaving the County only 19% of the costs. The Board agreed to put the job description on a future formal agenda for approval.
JOHNSON COUNTY COUNCIL OF GOVERNMENTS SOLID WASTE MANAGEMENT PLANNER BRAD NEUMANN: RESOLUTION APPROVING THE EAST CENTRAL IOWA COUNCIL OF GOVERNMENTS REGIONAL COMPREHENSIVE INTEGRATED SOLID WASTE MANAGEMENT PLAN 2004-2010
Johnson County Council of Governments Solid Waste Management Planner Brad Neumann explained that the Solid Waste Management Plan encompasses 6 counties, including specifics regarding Johnson County. The State tracks each landfill’s operations through the plan and approval of the plan is necessary to get a landfill operating permit. Neumann explained that all governments within Johnson County must approve the plan; currently 3/4 of the required governments have passed it with the remainder scheduled to pass it soon. Neumann said that this plan has not changed much from the last plan created 3 years ago. He said that he has begun looking into the illegal dumping discussed last week. Lehman clarified that the tire program is no longer in effect. Neumann replied that the DNR offered the tire program for 6 years and last year the landfill offered a half price tire collection, but he’s not sure if that will continue. Stutsman said that the County should include funds in next year’s budget for some type of program in order to help reduce illegal dumping. Neuzil asked Neumann if he is aware of the Legislature’s consideration of the illegal dumping problem. Neumann replied that there is little regarding solid waste, but the County may be able to assign someone to begin enforcing laws already in place. He said that the County can address illegal dumping through education, signage, and increased fines. He said that he’s currently considering having staff identify problem areas and then involving the press, posting signs, and assigning patrols for those areas. Stutsman commented that a former County supervisor, currently serving on the Environmental Legislative Committee was fined for illegal dumping. The Board agreed to put the Solid Waste Management Plan on a future formal agenda for approval.
DISCUSSION: SPRING COUNTY CLEANUP EVERY FRIDAY AND SATURDAY IN JUNE (JUNE 4TH, 5TH, 11TH, 12TH, 18TH, 19TH, 25TH, AND 26TH)
Stutsman said that she thinks the having Spring County Cleanup on the weekends will be a much better system and thanked Neumann for bringing the idea to the Board. Neumann said that the landfill is fine with the dates proposed. Neuzil asked if the change means that the Spring Clean Up will then take place every Friday and Saturday in June. Neumann said yes. Harney asked if paints and other chemicals will be included in the Spring Clean Up. Neumann replied it is not included in the Clean Up, but appointments are done Tuesdays, Thursdays, and Saturdays at no cost and the landfill is fairly flexible about scheduling appointments. He added that white goods, yard waste, tires, appliance, oil and other recyclable items do not require appointments. Lehman said that the Board can evaluate this schedule and then possibly continue this schedule in the fall. Neumann asked how the Board notifies members of the public. Executive Assistant Mike Sullivan explained that there will be a number of press releases explaining the change, which will also be included on the web site. Neumann said that the landfill is concerned with having people come in during the first week of June instead of the first weekend. Stutsman asked if the landfill will still accept items during that time. Neumann replied that he believes they will because many times things get dumped in the ditches if they are not accepted.
REPORTS AND INQUIRIES FROM THE BOARD OF SUPERVISORS
Stutsman attended the Housing Task Force meeting.
Harney attended the East Central Iowa Council of Governments meeting, ECICOG Policy Committee meeting, Chamber Ag Breakfast meeting, the 6th Judicial Department of Corrections Board of Directors meeting, Chamber Legislative update, League of Women Voters Legislative update, Human Resources HIPAA training, a liaison meeting with Sweet, and participated in the Iowa City Area Development State economic development trip.
Lehman attended the Consumer’s Co-op marketing strategies meeting, and an Iowa City Ideal Neighborhood work session.
Neuzil attended the Mid-American Energy open house. He said that he will have a Government and You listening post April 2, 2004 from 11:30 to 12:30 in the Boardroom and April 6, 2004 at the First Avenue Hy-Vee Deli. He said that the 5 Year Road Plan will be on the next formal agenda and the Board will discuss North Corridor issues with representatives from Howard R. Green. He said that there is also a resident informational meeting in Coralville this evening at 7:00 p.m. in the Coralville Council Chambers regarding the 12th Avenue extension.
REPORTS AND INQUIRIES FROM THE PUBLIC
Reverend Bob Welsh announced that the AARP will hold a Sheriff Candidate Forum Monday, April 5th at 2:00 p.m. and a Board of Supervisor Candidate Forum on May 3rd at 2:00 p.m., both of which are at the Senior Center. He said that the senior survey presentation titled What Seniors Say is scheduled for Monday, April 12th at the Senior Center. The Senior Center also hopes to have the person in charge of the national implementation of new Medicare legislation come to speak.
Adjourned at 10:31 a.m.
Attest: Tom Slockett, Auditor
By Casie Kadlec, Recording Secretary