MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
APRIL 15, 2004
TABLE OF CONTENTS
Chairperson Neuzil called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 10:40 a.m. Members present were: Pat Harney, Mike Lehman, Terrence Neuzil, Sally Stutsman, and Carol Thompson.
Budget Coordinator Jeff Horne said that the County has made it through three fourths of Fiscal Year 2004 and expenditures and revenues should be around 75%. Horne said that revenues continue to come in above budget in many departments and expenditures are in line with the correct levels. The following is a summary of departments that have items of note:
Ambulance (Department #01) – Revenues continue to come beyond anticipated levels. 91% of budgeted revenues have been realized through May and the department is 10% under on its expenditures at 65%. Increasing call volume and inflationary increases in the rate are leading to larger than expected call fee revenue. He said that they should continue to budget this area higher in future budget years.
Sheriff (Department #08) – Through March, $268,500 has been spent on out of county prisoner housing for Fiscal Year 2004. The bill in March was for 43 prisoners and 709 days for $42,540 with a small adjustment of approximately $2,000 for a total bill of $40,560. Horne said that they should be able to finish this fiscal year with no amendment and have the same amount ($400,000) budgeted for Fiscal Year 2005.
Recorder (Department #11) – March 2004 was has been consistent with recent months for the Recorders Revenue. Through three quarters of fiscal year 2004 the department is at 138% of budget revenue or $269,570 above total annual projection.
Central Services (Department #18) – The County has received the majority of credit funding from the State. Horne said that 109% of the budgeted homestead credit replacement was received. Stutsman asked how the County can received more than 100%. Horne replied that it is more than was budgeted for and they based the budget on an estimation of who should receive credits, but they need to apply for those credits. He said that the County has not receive any of the small credits yet and will not receive any of the personal property replace credit, which amounts to $360,000 in lost funding. Horne said that in July, he will bring to the Board the amount available above the Auditor’s cash flow needs and so that they can re-evaluate the County’s standing and changes since the completion of the Fiscal Year 2005 budget.
Secondary Roads (Department #49) – Secondary Roads is 20% under on its expenditure budget. There will be some increase in expenditures as they enter the construction season, but there likely will be unexpended funds. If the balance builds up sufficiently, the Board could consider additional projects from the Five Year Road Plan.
Juvenile Crime Prevention Program (Department #54) The Juvenile Crime Prevention Program is once again providing administration for Lutheran Social Services along with the other agencies involved in the program. The County has started receiving additional funding which reflects that. The County will also be receiving funding for a new part of the program which will be administered through Johnson County to United Action for Youth and the Iowa City Community School District. Neuzil said that the County may also receive over $400,000 in Federal funds over the next 4 years.
Horne said that amendment requests for the final amendment to the Fiscal Year 2004 budget are due by Friday, April 23rd. He said a public hearing will be set on April 29, 2004 for May 20, 2004. Horne said that they will include the transfer out of both the Leinfelder and Nutrition Trusts to the appropriate agencies among other things. He said he discussed the Leinfelder Trust with County Attorney Pat White who gave him the approval to move forward. Horne said that he has a template contract for organizations that receive block grant funding. As soon as the County Attorney’s Office reviews it, he will begin completing contracts with non-human service agencies. Horne said that the Vehicle Committee has its organizational meeting April 20, 2004 at 3:30 p.m. in the Boardroom. He said that the Committee will set up the organization, issues to discuss, and assignments. He said that the Committee includes members from the Board and the Board’s staff as well as the large vehicle users in the core committee and advisors on a secondary committee. Horne said that he will be taking the GEMS training for publishing a Comprehensive Annual Financial Report (CAFR). He will be working with the Auditor’s Office to expand the financial reporting with the goal of getting the GFOA standard for reporting excellence.
Neuzil said that the next item to discuss is a Human Services Organizational Committee. Horne explained that General Services Director Kay Hull is retiring at the end of 2004 and there has been much discussion, both during the budget meetings and strategic planning, about looking at reorganizing General Assistance and Veteran Affairs in a single structure. There are also other issues to be addressed including but not limited to:
Horne recommended that the Board set up an internal committee to address the above issues as well as others that may come up in discussion. He recommended that the following people be part of the permanent core committee:
Horne said that the following should be part of the larger committee, but would only be needed for parts of the discussions:
Horne said that the committee should begin its work in May or June with the expectation of bringing a policy proposal to the Board of Supervisors by the end of the fiscal year, and having any new structure in place for Fiscal Year 2006. Stutsman asked if Human Services Accountant Kathy Lynch should be included. Horne replied that it is not an extensive list. The Board discussed who would represent them, deciding that Stutsman and Thompson would be involved in this committee, having Harney replace Stutsman on the Vehicle Committee.
Neuzil said that the next item is regarding action needed for the consolidated equipment maintenance program for the State of Iowa and Specialty Underwriters LLC. Horne explained that County departments currently manage their own maintenance contracts for things such as copiers, fax machines, and electronic equipment unique to their functions. The County has no central purchasing or comprehensive maintenance program for all offices. Horne was approached by Ted Weber from Specialty Underwriters who is working with the University of Iowa and State of Iowa to consolidate their maintenance contracts. Horne said that he sent out a request to departments for copies of their contracts and received 20 contracts. He then forwarded them to Specialty Underwriters for a quote. The quote that came back would save the County $8,828 in base costs on the 20 contracts. Departments would still work with the Vendors they do now, but the Vendors would invoice Specialty Underwriters instead of the County. They will also report on the performance of the County’s equipment. Horne said that the quote will be attached to the agenda for Thursday, April 15, 2004.
Harney asked if this company has any competition in this field. Horne replied that any maintenance contract is a form of insurance in a sense, but what this company does is charge based on time and materials instead of a flat fee. He said this is a specialized field and he is not aware of other competitors. Thompson said that this company also works with the University and the State, which will allow them the volume to keep costs down. Horne said that the County would be basically joining the State’s program. Horne said that the County would be able to add additional equipment to the program and can even exclude some equipment if needed. Stutsman asked how Specialty Underwriters benefits. Horne replied that the County pays them based on a single contract. He said that the cost would be drawn from each department through central services or having segregated departments paying separately. Stutsman asked if Horne made sure that the cost will come from the department’s budgets instead of being added into the next budget request. Horne agreed, saying that to enter this contract will require an amendment though to reallocate the funding. He said that the company does not cover software maintenance, voting machines, or specialized medical equipment, but does cover most electronics. The program, when fully implemented, could save the County $15,000 or more annually. He said that the company also provides updated performance and maintenance reports on the equipment. Stutsman asked who would maintain those reports. Horne replied that he would forward those reports to the appropriate person. Thompson said that she thought the department heads would appreciate this because of the hassle in acquiring maintenance contracts. Horne said that the departments can use local vendors as well. Stutsman asked if this is a yearly contract. He explained that he is currently seeing if there is enough interest to move forward into a contract phase. Horne said that he exchanged e-mails with Doug Reed from the State Purchasing Office, and he gave the program a good recommendation. He said that this program falls under the Board’s strategic planning direction to seek out collaboration with other entities. Horne recommended that the County consolidate its maintenance contracts and enter the program. The Board directed him to bring back an agreement for approval.
Assistant County Engineer Al Miller explained that one of the major concerns that arose from the Sand Road informational meeting was completing portions of the road as a cooperative project with the City of Iowa City. He presented a proposed 28E agreement that would replace the letter of understanding both entities are currently operating under. Miller said that the agreement lays out the responsibilities of both the City and the County including funding, plan preparation, and project management. He said that Assistant County Attorney Andy Chappell worked with the City Attorney to produce the agreement. The Board agreed to place the agreement on next week’s formal agenda for approval.
County Attorney Mike Gardner updated the Board on current construction project progress. He said the construction of the box culvert is complete on Rohret Road project and the grading has begun. Construction is currently underway on the deck of the IWV Road bridge project and will begin on the culvert once the bridge is finished. Gardner said that the deck overlay on the Black Diamond project is in progress and will be open sometime next week. Secondary Roads will begin pouring the deck overlay on the Sand Road project this afternoon. Lehman asked what the status is on road embargoes in the County. Gardner replied that the majority of the road embargoes have been removed with a few remaining primarily on roads where residents pay for the surface. He said that keeping those on is mainly for the residents’ peace of mind. Stutsman asked how the golf course will be accessed during the Sand Road project. Miller explained that Secondary Roads will have to provide access to the golf course at all times, so they plan to construct the intersection in parts to allow for access. He said that the main issue is providing adequate signage for the golf course to direct people who are accustomed to approaching from different directions. Stutsman asked if Sand Road will be closed until July. Miller replied that the detour will be removed following the completion of the deck overlay until the next portion of the project begins. Gardner said that the culvert on that road will be let on April 27th, so construction will probably begin in late May. Thompson asked if detours and embargoes are on the website. Miller replied that he believes they are up to date. Lehman asked when the Sand Road project will start. Miller replied that they hope to be ready for a July letting. He said that it is a strong possibility that the majority of the construction will take place next spring with the structure replacements and the utility relocations completed this fall. Lehman said that there is a lot involved in these projects and he appreciates Secondary Roads efforts.
Johnson County Council of Governments Executive Director Jeff Davidson explained that the purpose of his visit is to update the Board on the future extension of Oakdale Boulevard and ask the Board to work with the City of Iowa City to formalize the work JCCOG has done for this project. He said that the City is hearing from residents living north of the corporate limits of Iowa City regarding the possibility of developing their property. He said that these individuals realize that they should coordinate the future expansion of Oakdale Boulevard with their development projects either in the unincorporated area of the County or through annexation into the City. He said that currently the JCCOG Arterial Street Plan has the road extending from its current location, to Dubuque Street, across the Iowa River over the Interstate to intersect with Scott Boulevard. Iowa City decided to take a closer look at the corridor to see where it might fit best. Davidson said that after hearing from several residents, they decided to look at the entire corridor. He said that currently they are only talking about where the road may go, not actually building the road. He said that a portion of the road could be built in the incorporated county, but most likely the road will be improved following annexation into Iowa City. Davidson said that initial development will occur as the road is updated to accommodate development and then the City will construct segments of the road. He said that this is a similar situation to Scott Boulevard, which took decades to be completely finished. Davidson said that currently none of the planning has encumbered the existing Fringe Area Agreement, which would still govern property development in this area.
Davidson explained that he presented these findings to the City Council a few weeks before and the Council asked him to meet with the Board to assess interest in entering into a corridor preservation agreement. He said that the Board already has agreements in place for the existing portion of Oakdale Boulevard and for Highway 965 between Highway 1 and Highway 6, both of which also involve Coralville and Iowa City as well. He said that the agreements preserve the corridor that will eventually be used to extend the roads so when it is constructed funds will not have to pay to acquire structures that could have been kept out of the corridor. He said that the purpose of these studies is to establish a system of major thoroughfares in the community to move traffic and allow property to develop. He said that the study is looking for a 100-foot right-of-way, which is based on the design standard for an arterial street. Davidson said that the constraints include physical and environmental features, existing developed property, flood plains, archeological or historical sites, wooded areas, steep slopes, and places that are inadequate to cross Interstate 80. He explained that the maps provided to the Board, show the possible routes they evaluated to see which alignments would work best based on how it would cross Interstate 80, compatibility with Scott Boulevard, impacts on homes, farmsteads and businesses, and additional considerations. He said that the residents in the corridor are split on whether they want to develop their property now or never develop it. Davidson said that using those factors, they then narrowed it down to 5 choices.
Davidson said that this road would be similar to Coralville’s Oakdale Boulevard or Scott Boulevard in Iowa City, beginning first as a 2-lane street with right-of-way to expand to 4 lanes in the future. Davidson said that they did look at costs at the planning level and intersection treatments. He said that they do have alternatives that will help when negotiating with property owners 10 to 20 years down the road. Davidson explained that the Department of Transportation asked them to closely consider access points onto Highway 1 in this study. He said that they’re not pleased with the pattern of development in Iowa City, so they want to see access points with spacing of at least 600 feet, because the safety factor is higher than what is currently being used. He said that an example of allowing development to determine access points is the Coralville strip, which was ranked in the top 10 in the State for highest crash locations so Coralville now has to spend millions to fix the road.
Davidson showed the Board the preferred corridor for preservation. He explained that how a preservation agreement would work is that when North Gate Corporate Park applies for redevelopment of the property, Iowa City would consult the preservation agreement to make sure the Park’s plan includes the road and they may or may not have to build a portion of it. He said that the land does not absolutely need to follow this alignment, but it needs to follow the design standards and work with their subdivision proposal. Davidson said that there are several areas in the western section that are very important including the river crossing and the intersections with Dubuque Street, Prairie Du Chien and Highway 1. Beyond those areas, a resident can discuss alternative routes with the City’s engineers. Lehman commented that as individuals ask for specific routes, it may determine where the rest is placed. Davidson asked if there is a majority of the Board that would like to proceed with the corridor preservation agreement. He said that if the Board is interested they would bring the agreement through the Planning and Zoning Commissions of each body and then to elected officials. Thompson asked how this relates to the corridor they voted on from Dubuque Street to Prairie Du Chien. Davidson replied that the general corridor alignment has not changed. He said that Coralville has indicated a desire to adjust the intersection at Dubuque Street, but they have not decided formally through an amendment to the corridor preservation agreement. He said that he believes Coralville will extend Oakdale Boulevard to Dubuque street within a 3 to 5 year period.
Harney asked why the corridor did not meet Rapid Creek Road as well. Davidson replied that the desire is to allow development off both sides of the road within Iowa City’s growth area, but Rapid Creek Road is too far north. Harney said that there are county residents who would like to develop as well. Lehman said that as each segment becomes more finalized, the Board may want to preserve some areas as well. Davidson replied that once any entity wants to build a piece of the road it then becomes a deign project and although this agreement may be used for the basis of that project, an engineering firm would be needed for a more detailed type design. Neuzil asked how Davidson envisions the road developing. Davidson replied that initially the development will be driven by people who wish to redevelop property. He said that Iowa City is focused on the Mormon Trek Boulevard corridor because they have sewer and water in place, whereas this road would require extension of both sewer and water so it is not as far in the development process. He said that as people decide they are interested in annexation or development in the county, it will begin to be built by the developer. He said that this process is not uncommon. Davidson explained that there are 2 major structures needed to complete this road, a bridge over I-80 and one over the river, both of which would cost over $3 million a piece. He said that it is possible for the road to be built with these pieces being added at the end. Stutsman said that currently the road that empties on to Dubuque Street is creating traffic problems. Davidson agreed, saying that the residents would like to see a 2-lane road completed. The Board agreed that they are willing to pursue this further. Harney asked if the City and County would get together to plan for commercial or industrial areas. Davidson said that the fringe area agreement governs land use in the area, so the main consideration is whether or not an area falls within Iowa City’s growth area.
Neuzil explained that the Johnson County Task Force on Aging is putting together a new team for the upcoming year and asked the Board if they wish to attend meeting as an ex-officio member of the organization. Reverend Bob Welsh explained that the Task Force is trying to expand their current list of ex-officio members to include members from Johnson County Public Health, Systems Unlimited, JCCOG, and the Board of Supervisors. He said that although Neuzil was asked to be a member, he felt it would be appropriate to discuss the issue with the Board. Thompson said that previously the Board had discussed donating SEATS Director Tom Brase’s time and having him report to the Board if they needed to take action. She said that the Board is trying to streamline the amount of committees they serve on because of the time commitment, but they can reconsider that direction. Neuzil said that he is interested in being a part of the Task Force. Stutsman said that unless Supervisors are officially appointed, many times the meetings fall by the wayside, so if the Board is willing to make the commitment, they should officially appoint someone. The Board decided to put this on next week’s formal agenda.
DISCUSSION: UPDATE FROM CRIMINAL JUSTICE COORDINATING COMMITTEE
Executive Assistant Mike Sullivan reported that the Criminal Justice Coordinating Committee has been meeting once a month since late last year. He said that at each meeting, the Alternative, Treatment and Facilities subcommittees report to the main committee. The Alternative Subcommittee met with Judge Lewis regarding the Kirkwood 48 Hour OWI Program’s effectiveness. He said that the County Attorney and County Sheriff have designated staff within their office to establish a tracking system for program participants within the Program. Sullivan said that they also met with Mental Health/Developmental Disabilities Direct Elaine Sweet to discuss the mobile crisis coordinator position she has developed. He said that they will continue to evaluate work release practices and electronic monitoring programs. Sullivan reported that the Treatment Subcommittee is ready to present a plan for mental health screening at the jail at the Committee’s May 12, 2004 meeting. He said that the Facilities Subcommittee also meets on a regular basis.
Harney said that the Treatment Subcommittee is working with Sweet to interview detainees brought into the jail to see if there are mental health issues that could be addressed in order for them to get back on medication and released into the community to await their trial. He said that Linn County is currently starting a similar program. Harney said that some of these programs they’re investigating are very difficult and can be more expensive than holding individuals in jail. He said that the Committees are having difficulties trying to find space to add alternatives because the location must have supervised, minimum security and the treatment types and monitoring may differ. Harney said that based on the State Public Policy Group’s study, the Committee does agree that the County will eventually need a facility at some time, but with alternatives. He said that the County needs facilities to do the alternatives, so the Committee has been looking at areas that may be possible for a jail and whether or not the court system should be included in the building as well. He said that the Committee has been working very hard to develop alternatives, but it takes time.
Neuzil said that the Committee is working on 8 different alternative or treatment projects currently including mental health diversion, alcohol and drug rehabilitation, day programs, work release, OWI programs, electronic monitoring, working with the court system to speed up their process and continuing to transport prisoners. He said that it has been frustrating that the Legislature has continued to pass more laws to put people in jail and hold them longer, but at the same time creating laws to get people out of the prison system. Neuzil said that currently the jail has only 2 holding cells before inmates can be processed, so if there is no intake room, officers must hold individuals in their cars until a green light signals that there is room available. He said that the jail also uses a van to hold on busy nights, instead of having officers hold them in individual cars to allow police officers to resume patrols. He said that the Committee is hopeful the mental health screen will be solidified in May.
DISCUSSION: APPOINTMENT TO THE JOHNSON COUNTY COMMISSION OF VETERAN AFFAIRS
Sullivan reported that the Commission of Veteran Affairs needs to appoint one member. Michael Stalkfleet would like to be considered for reappointment and no others applied. The Board agreed to put the reappointment of Michael Stalkfleet on the April 22, 2003 agenda for approval.
DISCUSSION: 28E AGREEMENT FOR DESIGN CONSULTING FEES FOR 12TH AVENUE EXTENSION CONSTRUCTION PROJECT
Chappell said that although they do not have the agreement finalized, he wanted to keep with Thompson’s schedule in order to approve it next week if the Board agrees. He said that there is a draft agreement between Coralville and North Liberty that follows the information Thompson presented to the Board in the past. He said that this agreement deals with the consulting and engineers fees, which is the first part of the project. Chappell said that Coralville is ready to pass it, but North Liberty has a few minor issues to get wrapped up. He said that if the Board wants to move on, they can place it on the formal agenda because they’ve seen the numbers and discussed the issue previously. He said that he can present a final draft to the Board within a few days. Thompson said that it is important to move forward because the entities hope to begin construction in January, so a preliminary plan needs to be submitted to the DOT in July. Chappell said that the majority of the funds will come from the Federal Government, but their budget does not start until October, so the 28E agreement would allow local entities to fund the up front costs with those costs counting towards the total cost of the project. Lehman said that since there is a tight timeline, the Board should put it on the formal agenda if Chappell can get them a copy to review beforehand. Stutsman said that the Board should put it on both the formal and informal agenda since this decision is a change in the Board’s policy because they’ve never paid for a road they knew would be annexed. The Board agreed.
MINUTES RECEIVED: HAWKEYE AREA COMMUNITY ACTION PROGRAM INC. FOR FEBRUARY 11, 2004
Minutes were received from the Hawkeye Area Community Action Program for February 11, 2004.
Adjourned at 11:58 a.m.
Attest: Tom Slockett, Auditor
By Casie Kadlec, Recording Secretary