MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
FEBRUARY 17, 2005
TABLE OF CONTENTS
Chairperson Stutsman called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:14 a.m. Members present were: Pat Harney, Mike Lehman, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
Maintenance Supervisor Kevin Hackathorn explained that they have received quotes for a new 60,000 GVW Cab and Chassis manufactured by Volvo, Model VHD64B200 to replace a 1995 International with 116,000 miles. The total cost after trade in is $69,292.00. The Board thanked Hackathorn for the information.
County Engineer Greg Parker notified the Board that he will be placing a Resolution Authorizing Weight Embargoes on Secondary Roads on the February 24, 2005 formal agenda for approval. Parker said that they send out 1,800 letters to businesses and vendors that would be impacted by the embargo activities and notified the newspapers that the embargo season is coming. Updates on road embargoes are available at http://www.johnson-county.com/secondaryroads/studies/embargoMap.shtml. Parker explained that a road can’t be embargoed for over 90 days. The Board agreed to place the Resolution Authorizing Weight Embargoes on Secondary Roads on a future formal agenda for approval.
Human Resources Administrator Lora Shramek explained that the County needs to establish rates for the self-funded group health care plan (single, family, and Medicare carve out) effective July 1, 2005 to June 30, 2006. Shramek said that Wellmark has increased the County’s healthcare rates 13% for FY 06. Claims are projected to increase 15.24%. The administrative and stop loss fees are increasing .39%. There are 492 enrollees on the plan of which 182 are single and 310 are family. During the past year claims exceeded 2.9 million dollars. Along with the suggested funding next year the County is looking at 4.2 million. The Auditor’s Office processes a check for $82,000 each week to cover the weekly draw with Wellmark. Historically the County has funded the healthcare plan slightly more than the estimated suggested rates because they do not include compliance fees. The current monthly rates are $315.84 for single coverage and $865.12 for family coverage. When the family rate is analyzed, the 13% increase is $1,349.59. That represents a 3% increase for employees outside of any Cost of Living Adjustment. Wellmark recommends a higher single and family deductible, $250. They also recommend a three tiered pharmacy plan for co-pays of $10, $25, and $40. Shramek also explored alternate rates such as increasing the Stop Loss from $50,000. There are several individuals currently experiencing medical hardships so the additional risk exposure doesn’t make this a good time to make a move.
Shramek explained that when looking at the Medicare carve out Plan, last year the County contributed $26,000. That averages about $1,000 per participant. In the past Wellmark has noted that other companies assess retirees the same amount used to self fund current employees. As everyone in the plan is Medicare primary, Shramek doesn’t recommend that as a goal for Johnson County. Shramek said that her recommendation at the next formal meeting is that the Board approves the following monthly self-funded rates for health care which reflect a 13% increase for employees: single, currently 315.84 will be $356.90; family coverage is currently $865.12 and will become $977.58. Shramek’s suggestion for Medicare carve out is to increase the rate of $218.64 by the medical trend of 15.24%, which makes the proposed rate $251.96 and would also maintain a $100 monthly contribution difference between the single employee rate and the retiree coverage.
Stutsman asked what the County’s contribution will be for the Medicare carve out. Shramek said that based on this years experience they are looking at $26,000. If they increase the rate according to the trend it should be kept at the same level. Shramek said that there are roughly 25 employees on the plan month to month. R. Sullivan said that the $82,000 the County pays a week shows how much health care costs. Harney asked if there are other health care plans that would be more cost effective. Shramek explained that Wellmark is bargained into several of the County Collective Bargaining agreements so any changes would have to be worked out with the union. Harney said that with the way costs are going they should look at it. Stutsman said that she would never be supportive of bargaining having one plan and non-bargaining having another plan. R. Sullivan agreed that it is good practice to know what other companies are doing, but he doesn’t think that they will find good savings many other places. Lehman said that in the past they’ve joined with other governmental entities to have a larger risk pool, but haven’t had much success in doing that. Stutsman said that some are really trying to encourage association insurances and it might be something to look into. Harney said that they do need to look out for the best interests of the tax-paper. Shramek explained that Wellmark is a significant force in the State of Iowa, covering seven out of ten Iowans. The Board agreed to put the item on a future formal agenda for approval.
Shramek explained that Johnson County utilizes a balanced approach to manage the self funded health care plan. While facing increasing health care costs, Johnson County tries to maintain one plan rich in benefits for the employees and not to burden the end user. Shramek said that this year the County bargained employee contributions to the employee health care plan with five out of six of the collective bargaining units. Contributions are automatically deducted from employee paychecks on a pre-tax basis through the premium only of the flexible spending, unless the employee has opted out. The monthly rates are divided by two and deducted out of the first two paychecks of every month. Effective July 1, 2005 the rates for the following bargaining units will be in effect: the administrative single will be zero and family is $12.50; Ambulance single is $5, family is $12.50; SEATS single is $5.00, family is $12.50; Secondary Roads single is zero, and $12.50 for family; Sheriff’s Department is zero contribution for single and family; and the Social Services Department is $5 for single and $12.50 for family. Historically the Board looks to the Administrative Unit when looking at compensation and benefits for non-bargaining employees. Shramek recommended that at the next formal meeting the Board approve zero dollars for single and $12.50 for family per month for all non-bargaining employees in Johnson County. Assistant County Attorney Andy Chappell asked if there will be an open enrollment if people would like to change their coverage. Shramek said that she will recommend an open enrollment at a future date. The Board agreed to place the item on a future formal agenda for approval.
BUDGET COORDINATOR JEFF HORNE: MONTHLY REPORT FOR JANUARY, 2005
Budget Coordinator Jeff Horne explained that seven months of Fiscal Year 2005 have passed. Expenditures and revenues should be around 58%. Revenues continue to come in above budget in many departments and expenditures are in line with the correct levels. The following is a brief summary of departments that have items of note:
Ambulance (Department #01): The department has collected 72% of its budgeted call fees year to date and 62% of their Medicare call fees. The department is approximately $100,000 over year to date on revenues.
Sheriff (Department #08): The Sheriff’s Department is right on course with their budget, having expended 57% through January. Through January, the department has expended $287,020 of $400,000 in the Jail Alternatives line for out-of-county prisoner transport. There will be a better estimate of what is needed to complete the year by the time an opportunity for a budget amendment occurs in May.
Medical Examiner (Department #10): The Medical Examiner is running above budget at 79%, but revenues are offsetting that at 77%. The County will be able to amend the additional revenue back into the budget to cover any additional expenditures.
Conservation (Department #24): Conservation is 5% over budget at 63% of expenditures year to date. This is spread among many smaller line items. The Board has not amended this department in the recent past, and may want to consider any amendment an advance on next years transfer to the Conservation Trust.
Sheriff’s Court Services (Department #47): This small fund has expended 78% year to date. Horne will monitor this with the Sheriff and see if the remaining $6,000 will be enough to make it through Fiscal Year 2005.
Secondary Roads (Department #49): Secondary Roads is well under budget having expended only 43% of budget through January. There will be more than adequate funding for projects and cash flow heading into the construction season.
Horne explained that the County budget for Fiscal Year 2006 is nearly complete. The public hearing will be on Monday, March 14th at 5:30 p.m. Horne is working through the new GEMS system and how the budget process will fit. The system is set up for central allocations of various materials to departments, which the County does not do. Non-personnel line items all fall under the “other” category and each requires a text explanation. The alternative is calculating the payroll more manually, which is the likely way Horne will do the process next year.
East Central Iowa Council of Governments (ECICOG) Community Development Planner Lisa Garlich presented the scope of service cost proposal for the Johnson County Housing Needs Assessment. The last Johnson County Needs Assessment was done in 1999. Garlich has conducted a few housing rehabilitation grant applications and during that process she has realized that many counties have outdated housing needs assessments. The data in the assessment is based on the 1980 census and housing has probably doubled since they’ve reviewed the current housing status, so it needs to be updated. Garlich said that they’ve had Steven Long indicate that he wanted to, as part of the Johnson County Housing Trust Fund, prepare a document for housing rehabilitation in the County. Andy Johnson indicated that he tried to apply for Iowa Financing Authority Housing Assistance and he wanted data from the plan, but it was outdated data that had to be presented. The Housing Needs Assessment would include incorporated cities and the unincorporated areas, but does not include Iowa City, Coralville, or North Liberty. Garlich said that she could begin working on the Housing Needs Assessment as soon as the Board would contract with ECICOG to do so.
R. Sullivan suggested doing Needs Assessments for Iowa City and Coralville also because they would be closely tied to Tiffin. Harney said that Iowa City and Coralville use JCCOG for their Needs Assessments. ECICOG would be preparing an overall County Needs Assessment. Garlich said that the smaller communities can’t afford to do needs assessments on their own. R. Sullivan said that if there is empty housing in Iowa City it would impact all cities in the County. Garlich said that they focus on each individual city, looking at existing housing. They ask questions like is it deteriorating, does it need fixing up? They look at the economics and the general population, which are the kind of datum that help them create the housing rehab application that help them show a need for rehab or down payment assistance. Stutsman said that although she understands what R. Sullivan is saying, for the purposes of ECICOG, this is what is needed.
Stutsman asked about budget ramifications, adding that the Board hasn’t budgeted $15,000 this year for a Housing Needs Assessment. Lehman suggested that the Board discuss it in the February 18, 2005 budget work session. The Board agreed. Garlich said that she would like to begin working on the Housing Needs Assessment as soon as possible. Harney said that it is something that needs to be done if people would like assistance rehabilitating their homes. Stutsman added that this helps the Johnson County Housing Trust Fund, which helps the entire County. Garlich said that the cost of the Needs Assessment would not exceed $15,000. Neuzil asked if other counties have made a contribution. Garlich said that Johnson County is the first County that she has spoken to, but will be speaking with Linn County soon. Garlich said that counties that elect not to participate will have outdated information. Stutsman explained that the Board will have to put the Housing Needs Assessment on a future formal agenda if and when they decide to go forward.
Executive Assistant Mike Sullivan explained the Paul Coverdell Forensic Improvement Act Grant Application for medicolegal death investigator training. The Iowa Office of the State Medical Examiner has received funds from the Paul Coverdell Forensic Science Improvement Act through the Governor’s Office of Drug Control Policy. Total funding available this year for medicolegal death investigator training is $7,032. They will be offering four awards, each up to $1,758, to four counties to be applied towards the April 25-29, 2005 Saint Louis University School of Medicine’s Medicolegal Death Investigator Training Course. The Iowa Office of the State Medical Examiner has invited all county medical examiner offices and boards of supervisors to apply for these grant funds. The Johnson County Medical Examiner’s Office recommends that the applicant be allowed to attend the Saint Louis University School of Medicine’s Medicolegal Death Investigator Training Course. The applicant is currently administrating a significant portion of the Medical Examiners Office and the training will be very beneficial. The grant application submittal deadline is March 1, 2005. The Board agreed to place authorizing the chairperson to sign the Paul Coverdell Forensic Improvement Act Grant Application for medicolegal death investigator training on a future formal agenda for approval.
Facilities Director David Kempf explained that on December 9, 2004, the Board of Supervisors office received a petition to remove fruit trees from the Administration Building parking lot, signed by 39 employees of the Administration Building. Some of those 39 signatures are employees who are currently parking in the lot. The petition requests that the Board of Supervisors instruct the Facilities Manager to remove and replace the fruit bearing trees currently in the Administration Building’s parking lot. The petition requests that the trees be replaced with any other trees that do not produce fruit or similar sized trees with the choice decided by the Board. The petition is available for public review in the Board of Supervisors office. The Facilities Director has been working with the Executive Assistant to offer options for the Board to consider. Harney said that although the trees are beautiful, the amount of birds they attract has become a health issue, and is causing the vehicles that park under them to be extremely dirty. Kempf said that he cannot to speak to whether or not it is creating a health issue but it is certainly a nuisance issue.
Kempf said that one option would be to significantly cut or trim the trees by 50% of the bulk to try to make them taller and narrower. He said that now is the time to do this as the trees are still dormant. Kempf would contact a naturalist to make sure that the trees could survive such a trimming. Neuzil said that the trees in the middle of the parking lot are of a different variety than those on the sides. Kempf said that the trees on the sides could be trimmed away from the parking spots because they are a lot growth tree. The trees that create the majority of problems are planted down the center islands. Kempf said that Iowa City requires that a parking spot has to be within 40 feet from a small tree or 60 feet from a large tree. Kempf explained that Code requires trees in parking lots. Harney said that they would have to stay with the small trees in the island areas because to plant a large tree there would have to be 120 feet of growing space. Stutsman asked if there are requirements about flowering trees. Kempf said no.
Stutsman said that this issue has come up periodically and it was her understanding that they could cut them down but would have to replace them with the same kind of tree. Harney said that is incorrect, they could be replaced with any kind of small or non-fruit bearing tree. The trees would just have to meet the criteria for open space for a small or large tree. Neuzil said that if some trees were removed, it could be difficult to put new trees in because of the root systems of the trees and the low growth evergreens. Kempf agreed and said that someone would have to be brought in to remove the stumps because they are working in such a limited space, and in the center island they would have to address the fact that they have parking lot lighting and the electrical conduit running through the parking lot through those spaces located there also. Stutsman asked about costs. Kempf said that he doesn’t have estimates yet. He said that removing the trees is a last choice option.
Stutsman said that she wants to know what the costs are going to be. She said that although she knows it is a nuisance, she has to weigh the costs. R. Sullivan asked if the County buildings are exempt from the City. Chappell said that the County always endeavors to follow City requirement, if for no other reason than in the spirit of cooperation. Chappell said that if anything is done in the parking lot, the County should do everything it can to follow the City’s requirements.
Kempf presented the following list of options/recommendations for the Board to consider:
1. Reduce the number of employee parking spaces to twelve on the east side of the lot (facing Dubuque Street). Eight of the spaces would be reserved for elected officials in the building, with the remaining four spaces underneath the trees used for County vehicle overflow. This would increase the public parking by twelve spaces. The twelve reserved spaces that would be lost would be reassigned to the City Carton or Fisher building lots.
2. Remove and replace trees.
3. Reduce the number of reserved spaces by four or eight. These spaces would be located next to the trees and would then be used by County vehicles. Those four or eight spaces would be reassigned to City Carton or Fisher Building lots.
4. Convert lot to public parking only. This would increase the number of public parking spaces by 24. The County would then need to look at leasing or purchasing additional space for employee parking.
Kempf said that option number four would work because public parking in the Administration Building lot is always at a premium. Harney said that the problem is that the County can’t afford to lose any public parking spaces. He said that if they move the County vehicles under the trees, they will need washed. Kempf said that M. Sullivan checked with the National Guard and it is not an option to park employee vehicles at the Armory. R. Sullivan said that he doesn’t see where there are extra spaces at City Carton. Kempf said that they could find four to eight more spaces at City Carton by bringing in more gravel and doing more prep work to make it more accommodating for vehicles. Stutsman asked if there is a problem of people not parking correctly. R. Sullivan said that it seems full, but some of that could be because of snow piles. Harney said that there is only a certain amount of room there and the County has gotten in City Carton’s way and had to have employees remove vehicles.
Neuzil said that he would like cost estimates of what it would cost to reduce or significantly cut back the trees. He would also like to know what it would cost to remove the trees. Neuzil said that he is currently parking underneath the trees and a high power washer does not get the seeds off. Neuzil said that he wouldn’t object to a trim of the trees. Kempf said that the costs for trimming would be minimal because that is something that could be done in-house. He said that to do the type of trimming he would like to do he would consult with the City Forester. R. Sullivan said that is a solution they could try at low cost and see what kind of impact they could get. Stutsman asked what the ascetic look would be after the trees were trimmed. Kempf said that they would try not to make them as ascetically pleasing as possible. Kempf said that his goal would be to try to reduce the trees to having two or three main runners as opposed to having four and five main leads off of the trunks. Kempf said that unless they completely remove the trees they won’t solve the problem entirely. The trees will continue to bear berries and attract birds at different times of the year. Harney suggested getting a price on replacing the four center trees that produce the most berries. Stutsman said that Kempf has provided alternatives for places to park where there are no trees. She said that it is all a matter of preference. She said that if it is offensive to employees to have bird droppings on their cars they could look at the Fisher Building or City Carton. Kempf said that they have had the case where people have opted to park in a different location in the parking lot who have reserved spaces near the trees during the times of the year the situation is bad.
Kempf and Harney noted that this year the problem has been particularly bad. Lehman asked about the life expectancy of the trees because they’ve been planted for 20 years. He said that if they’ve run their life expectancy they could replace them with a miniature tree that won’t attract as many birds. Kempf said that if they put smaller trees down the center islands they would meet all requirements. He said that he could also find out how much it would cost to have the center islands completely redone. Lehman asked that Kempf look into expanding the gravel area at City Carton. Kempf said that he will speak to City Carton about it. Stutsman asked if there are any spaces at the Fischer Building. Kempf said that there are very few spaces left at the Fischer Building. Stutsman asked that the City Forester come to the Board the next time that Kempf reports to them. Kempf said that the Conservation Department might also be able to answer questions about trees. R. Sullivan said that he would like to mention that he likes the current parking policy where elected officials are treated the same as everyone else and doesn’t want preferential treatment.
REPORTS AND INQUIRIES FROM THE BOARD OF SUPERVISORS
R. Sullivan met with MECCA Executive Director Art Schut, had a liaison meeting with Secondary Roads, and a liaison meeting with the Ambulance Department.
Lehman attended the Chatham Oaks Board of Directors meeting and a liaison meeting with Secondary Roads.
Neuzil attended a liaison meeting with the Ambulance Department and a Johnson County Task Force on Aging meeting.
Harney attended an Iowa City Area Development meeting and the Iowa City Area Chamber of Commerce Washington D.C. trip.
Stutsman attended the Chamber of Commerce Washington D.C. trip.
REPORTS AND INQUIRIES FROM THE PUBLIC
Deputy Recorder Sylvia Courtney thanked the Board for considering the petition about the trees. Courtney said that the Board had good ideas. Courtney said that the bird droppings are coming in on people’s shoes, which causes health issues. She said that there are birds all year long because of the different species of trees. Courtney asked if there had to be a certain number of parking spaces when the Administration Building was built. She said that she doesn’t know if they should have to comply with the City requirements. Harney said that at the building was built to the standards of the time, but standards have changed. Courtney thanked the Board for their considerations.
Recorder’s Office Secretary II Heather Fay sympathized with the people who park in the Administration Building lot. Fay said that as a person who parks at City Carton, to make more spaces there will have to be a lot of work done. She asked if the money that is being collected from the parking could be used to upkeep the lot, such as fixing the potholes. Fay said that she appreciates the proximity of the City Carton parking lot to the Administration Building, but she is forced to jaywalk every day to get to and from work. Fay asked if the County is complying with the amount of parking spots for the public and employees. She said that they are concerned with the regulations for the trees but should also look at the requirements for parking spaces.
Recessed at 10:55 a.m.; reconvened at 11:10 a.m.
EXECUTIVE SESSION: COLONY VS. JOHNSON COUNTY, ET AL.
Motion by Harney, second by Sullivan, to enter into Executive Session at 11:10 a.m. to discuss “Colony vs. Johnson County, et al.” under section 21.5(1.c), Code of Iowa, “to discuss strategy with counsel in matters that are presently in litigation or where litigation is imminent where its disclosure would be likely to prejudice or disadvantage the position of the governmental body in that litigation.” Roll call: aye: Harney, Sullivan, Stutsman, Lehman, Neuzil.
Motion by Sullivan, second by Lehman, to leave Executive Session at 12:15 p.m. Roll call: aye: Harney, Sullivan, Stutsman, Lehman, Neuzil.
Adjourned at 12:15 p.m.
Attest: Tom Slockett, Auditor
By Casie Kadlec, Recording Secretary