MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:

MARCH 22, 2005

TABLE OF CONTENTS

Chairperson Stutsman called the Johnson County Board of Supervisors to order in the Johnson County Administration Building as a Department Head Meeting at 1:30 p.m.  Members present were: Pat Harney, Mike Lehman, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.

Department heads present were: Ambulance Director Steve Spenler, City Assessor Dennis Baldridge, Conservation Department Director Harry Graves, County Assessor Bill Greazel, County Engineer Greg Parker, County Recorder Kim Painter, County Sheriff Lonnie Pulkrabek, County Treasurer Tom Kriz, Facilities Director David Kempf, Human Resources Administrator Lora Shramek, Information Services Director Jean Schultz, Planning and Zoning Administrator Rick Dvorak, Public Health Director Ralph Wilmoth, SEATS Director Tom Brase, and Veterans Affairs Commission Director Leo Baier.  Staff present were: Board of Supervisors Executive Assistant Mike Sullivan, Human Services Accountant Kathy Lynch, Mental Health/Developmental Disabilities Financial and Statistical Supervisor Deborah Guard, Mental Health/Developmental Disabilities Mobile Crisis Coordinator Malinda Lamb, and Auditor’s Office Administrative Secretary Casie Kadlec.

HUMAN RESOURCES ADMINISTRATOR LORA SHRAMEK: DRAFT COUNTY VEHICLE USAGE POLICY

Human Resources Administrator Lora Shramek presented the Johnson County Vehicle Usage Policy.  Shramek said that she has received a lot of good feedback on the policy.  The department heads discussed possible changes to the policy.  Shramek said that she will bring the policy to the Board for discussion and approval at a future date.

PUBLIC HEALTH DIRECTOR RALPH WILMOTH: WELLNESS PROGRAM SURVEY

Public Health Director Ralph Wilmoth explained that a seven question survey will soon be distributed to elected officials and department heads regarding the Wellness Program.  Wilmoth asked that department heads and elected officials respond to the survey.  The Public Health Department will be following up with departments that don’t respond.

EXECUTIVE ASSISTANT MIKE SULLIVAN: FY 2006 BUDGET

Executive Assistant Mike Sullivan said that the FY 2006 budget public hearing will be held March 28, 2005 at 5:30 p.m.  He said that GEMs issues have been worked out and the process should be smoother next year.  Stutsman said that it is customary that most department heads attend the budget public hearing.

DISCUSSION: JOHNSON COUNTY'S MILEAGE REIMBURSEMENT RATE

Shramek reported that the IRS increased their mileage to $.405 beginning January 1, 2005.  During the budget process, Shramek recommended to the Board that the County mileage be increased.  The Board decided to increase the County mileage rate to $.32 from $.28 beginning July 1, 2005.  The previous increase to $.28 was done on July 1, 2001.  County Assessor Bill Greazel suggested the County look at a car pool.  He said that this time of year his office has two or three vehicles that are not being used.  Stutsman agreed and said that County staff should also look at carpooling when attending conferences like ISAC.

DISCUSSION: JOHNSON COUNTY EMPLOYEE COMPUTER PURCHASE PROGRAM

Information Services Director Jean Schultz said that the Board has allocated $100,000 for the Employee Computer Purchase Program.  In a few days a copy of the Employee Computer Purchase Program memo will be distributed to department heads.  There will be four informational meetings to explain the policies and procedures of the program.  Attendance at one of the meetings is mandatory in order to participate in the program.  The application form for the program will be distributed at the informational meeting.  Applications are due by April 29, 2005.  Schultz said that a lottery will be held to determine the order of when people can be included in the program.  Priority will be given to people who were not in the Employee Computer Purchase Program the last time, to full-time employees before part-time employees, and to people who currently or are scheduled to use computers for their job.  Schultz explained that once an employee’s lottery number comes up they will receive a memo notifying them.  They then have 30 days to go to the vendor of their choice to get a detailed quote of what they want to purchase.  They then return their quote and a payroll authorization so that when the County pays for the equipment a payroll authorization is processed and payroll deductions begin.  Schultz said that once the County has inspected the quote and other paperwork, the County will issue a purchase order for the employee to take to the vendor.  Once the County pays the bill and processes the payroll authorization the employee will have a three year period of time to pay back the County for the computer.  If any employees terminate who are part of the program the Auditor’s Office needs to be notified so that their final check can be deducted or they can pay the balance in full.  Employees are allowed to borrow $1,800 for their computer with no down payment required.  Inclusion in the program will be staggered to allow County offices time to process the paperwork so that it doesn’t all come in at the same time.  As money gets paid back to the County they will be able to open the program up to more employees.

REPORTS/UPDATES FROM DEPARTMENT HEADS

Conservation Director Harry Graves updated department heads on the Conservation Department.  They’ve recently had fire training classes at Kent Park.  The new head of the Department of Corrections is interested in having inmate laborers for public works.  A 28E agreement will be signed soon and two inmates will begin working with the Conservation Department soon.  There are 15 prescribed burns scheduled at County parks.  The campground will open on April 29, 2005.  On March 16, 2005, 16 Iowa Conservation Boards had displays in the rotunda of the Capital celebrating 50 years of the passage of Iowa’s County Conservation Law.  The Iowa Association of Naturalists spring workshop was held at Kent Park on March 16, 2005.  On March 23, 2005 Johnson County Council of Governments will be having a Johnson County Trails workshop at the Kent Park Conservation Education Center.  The Johnson County Conservation Board Recently received a Technical Assistance Network grant for an appraisal of the Henry Walker Memorial Building at Walker Park.  Bird boxes have been placed in Kent Park and many other County Conservation parks.  Conservation will be placing 50 dead or dying trees in the lake at Kent Park because they make good habitat for the fish.

County Sheriff Lonny Pulkrabek said that the jail population continues to expand at an alarming rate.  Forty prisoners are being housed in Linn County and there are 80 in Johnson County.  Pulkrabek attended a meeting with the Department of Corrections to explore community based corrections options.  The Sheriff’s Department is in the process of applying for multiple grants.  There will be an officer at the Courthouse beginning April 1, 2005 and another in July.  Pulkrabek anticipates the Sheriff’s office being fully staffed by the end of April.

County Engineer Greg Parker said that they have not embargoed any roads yet.  Secondary Roads will be opening calcium chloride bids April 12, 2005 at 10:00 a.m.

Planning and Zoning Administrator Rick Dvorak reported that the Board approved the Johnson County Zoning Ordinance.  The Board will soon be receiving a recommendation from the Board of Appeals to approve the International Building Codes.  Planning and Zoning is working on a task force for regional planning.  Dvorak said that they will soon be updating the Land Use Plan.

County Recorder Kim Painter would like to meet with anybody who has issues that they would like ISAC to explore because she is on the ISAC Board of Directors.  Painter said that the official release date for paperless processing of documents is July 1, 2005 on the Statewide Recorder’s website.

Facilities Director David Kempf said that they are busy with spring coming.  They have been painting at Secondary Roads.  There are ongoing projects at the Jail.  They just completed the annual records migration for the Clerk of Court.  Kempf said that it is an ongoing nightmare trying to come up with space for records.  Kempf suggested the County take a serious look at the storage requirements needed.  R. Sullivan suggested that Painter talk to ISAC about changing laws regarding document storage.  Painter suggested they look at laws and create of list of storage requirements.  Stutsman suggested they develop an internal committee to work on document storage.  Kempf said that the Safety Committee is launching a new campaign with the concept of “Safety is Priceless”.

SEATS Director Tom Brase said that they are in the process of interviewing for a part-time billing supervisor.  SEATS is in contact with United State Representative Jim Leach’s office regarding funding for a new facility.  Brase recently received his re-certification as a Certified Community Transit Manager by the Community Transportation Association of America.

Public Health Department Director Ralph Wilmoth said that April 4-10, 2005 is National Public Health Week.  This year’s focus of National Public Health Week is on the Aging Population.  The Public Health Department is also working on issues regarding burning barrels in Lone Tree.  Wilmoth thanked Pulkrabek and other members of his staff for attending Lone Tree City Council Meeting on the issue.

City Assessor Dennis Baldridge said that they are ready to send out assessment information to all residential, commercial, and industrial properties in Iowa City.

Human Services Accountant Kathy Lynch said that Human Services is working on Foster Parent Appreciation month and the Foster Parent picnic.  Interim General Assistance Director Susan Campney has hired a part-time employee.

Financial and Statistical Supervisor Deb Guard introduced the new Mobile Crisis Coordinator Malinda Lamb who works on the Jail Diversion Initiative.  Lamb said that she has been working with the County for a month and has been doing a lot of information gathering.  She has visited other cities that have diversion programs.  They’ve also implemented mental health screening at the Jail.  They are counting the number of inmates going through the Jail who might be eligible for the diversion program to set up eligibility criteria for the Jail Diversion Initiative.

Veteran Affairs Director Leo Baier said that the Department of Veteran Affairs has 220,000 employees and a budget of $70 billion.  One fourth of the Nation’s population is eligible for veteran benefits.  Last week the Senate passed a bill that would increase funding for veteran benefits and services by $410 million.  Baier said that effective April 25, 2005 there will be a new Women’s Coordinator for women’s veteran health care benefits.  Baier said that Johnson County Veteran Affairs is under budget.

Information Services Director Jean Schultz said that Disaster Recovery Plans need to be in place for HIPAA by April 15, 2005.  Information Services is working with the Sheriff’s Office on new software.  They are also working with the County Attorney’s Office on their new system.  GIS Coordinator Rick Havel and Webmaster/Training Coordinator Tim Knipper added new features to the GIS website.

County Treasurer Tom Kriz said that they’ve implemented the new DOT system software and it will probably be 18 months before it works the way it can.  Kriz notified department heads that there could be long lines during peak times.  Kriz reported that taxes are due by March 31, 2005 to pay taxes without penalty.

County Assessor Bill Greazel said that it is a revaluation year and they are working on sending notices.  He said that there will be big increases in valuations.

Ambulance Director Steve Spenler has been working Mercy Hospital, Haz-Mat, and Emergency Management on a grant through the Hospital Resource Service Administration for a mobile decon shower.  The grant includes a trailer to store the decon shower.

Shramek said that they’ve started updating the collective bargaining agreements for the three PPME units.  She said that they also need to start working on the merit budget amendment.  Shramek said that County government week begins April 11.

Harney said that Leach’s office is positive on the funding for the new SEATS facility.  They have also submitted all of the paperwork for the National Guard Armory.  Harney said that over the last three years the Board has pushed to get legislation to get fines increased and have them supplement courthouse security.  Harney said that it has died in the Legislature.

R. Sullivan suggested that the County discuss the advantages or disadvantages to adopting a “buy local” policy.

Stutsman said that a Johnson County Social Worker II Polly Porter’s daughter was awarded the ISAC scholarship this year.  Stutsman suggested that the County do an inventory of all 28E Agreements held by the County.

Lehman reported that Chatham Oaks Director Mary Jean Donovan is retiring.

Neuzil thanked the department heads and elected officials present for attending the meeting.

SCHEDULING DATE AND TIME OF NEXT MEETING

The group scheduled their next meeting on May 17, 2005 at 1:30 p.m.

Adjourned at 2:57 p.m.

Attest:  Tom Slockett, Auditor

By Casie Kadlec, Recording Secretary