MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
FEBRUARY 8, 2007
TABLE OF CONTENTS
Page
Social Services Coordinator Amy Correia: Grant Application to Heritage to Support An Application to Fund the Aging Specialist for a Livable Community Initiative; and Contract With the State Department of Human Services Decat for Funding to Provide Mental Health and Substance Abuse Evaluations and In-Home Substance Abuse Treatment to Parents/Caregivers Whose Children are Placed in Foster Care............................................ 1
Social Services Coordinator Amy Correia: Update of Dave Moran’s Job Description.................. 2
Mental Health/Developmental Disabilities Services Director Elaine Sweet and Financial and Statistical Supervisor Deb Guard: Mental Health/Developmental Disabilities Services FY 2006 Annual Report; and Pharmacy Contract for Fiscal Year 2007 (Six-Month Contract) Pharmacy Matters, North Liberty..................................... 3
Planning and Zoning Administrator Rick Dvorak and Assistant Planning and Zoning Administrator R.J. Moore: Review of Recent Annexation Proposals From North Liberty and Coralville......................................... 9
Reports and Inquiries from the Board of Supervisors............................................................... 15
Chairperson Harney called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 5:44 p.m. Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
Social Services Coordinator Amy Correia stated that this is an application that she had previously discussed with the Board of Supervisors and now needs official Board action to submit. It is an application requesting $30,000 a year for a two year award totaling $60,000 that would support the Livable Community for Successful Aging Initiative. In particular, this would propose to support an Aging Specialist for a Livable Community. The grant application is due next Friday, and if awarded, it would begin July 1, 2007.
R. Sullivan asked if they might get any amount up to that $30,000. Correia said that is correct. Neuzil added that this is the logical step to move forward now that the Board has placed in the tentative budget an investment in this Livable Community Initiative. Correia added that there are plans to request funding from United Way and other local bodies. There is also a request going into the national AARP office for a challenge grant as well. Stutsman asked Correia if she was the one who wrote the grant. Correia said yes. The Board agreed to put the grant on a future formal agenda for approval.
Correia said that the contract with the State Department of Human Resources for funding for mental health and substance abuse evaluations goes through the Decat Board but the funds are actually Federal funds promoting safe and stable families that the Department of Human Services (DHS) Area Manager made available to Johnson County to support an area in the service area plan. There are certain priority areas including mental health and substance abuse evaluations. The funds would allow for a contract for $5,000 that would allow the County pay out for the evaluations and then be reimbursed by the State for the fee. Stutsman asked who would be providing the evaluations. Correia responded that they would identify a variety of possible evaluators. This is why they wanted a contract with the County, so that they wouldn’t be limited to only using one provider for the evaluations. R. Sullivan stated that this makes a lot of sense because for many families, the financial burden is the only thing that is preventing the children from going back home. A simple unpaid bill may be preventing a child from returning home. If someone qualifies it makes sense to get that off the table. Correia added that it helps identify the needs of the family more quickly. The Board agreed to put the contract on a future formal agenda for approval.
Recessed to formal meeting at 5:48 p.m.; reconvened at 5:49 p.m.
Correia said that Social Worker II Dave Moran’s job has evolved over the years, and he is primarily currently working to coordinate the community partnership to protect children initiative, which is a statewide Department of Human Services program. They have updated and revamped the job description because there has been such a significant change from what Moran was originally working on. Stutsman asked if this would require a pay reclassification. Correia replied no. Stutsman verified that it is changes made to reflect what he is more accurately doing. Correia agreed. Stutsman asked if this program is going to continue. Correia replied that as far as she is aware the program is going to continue. It continues to be in the department’s budget and they are continuing to request for increases in their allotment. Stutsman asked if it has been pretty successful. Correia replied that she believes it has been very successful.
Stutsman asked if Correia has had a chance to revisit the 28E Agreement with DHS. Correia replied that she has not yet done so. This was when Moran was considering retiring and there was a need to do an update of the job description at that point when they were looking to rehire. Correia had taken a look at the 28E Agreement then and it doesn’t include this job. Stutsman asked to verify that there would be no need to update or change the 28E Agreement due to the changes in Moran’s job description. Correia verified that she had looked at this with DHS Service Area Administrator Cheryl Whitney before she retired and determined that it made sense to shift supervision, and that it didn't require any changes to the 28E Agreement because that aspect was not included in it. Harney added that Moran was previously supervised under DHS and he will now be supervised by the County. Stutsman asked if Moran has always been a County employee. Correia replied that Moran has been a County employee.
R. Sullivan asked if knowledge of Spanish should be added to the job description in the future. Correia said that would be a good thing to add, and Moran does in fact know Spanish. R. Sullivan asked if it needed to be added as a requirement of the job because Moran doesn’t speak English to half of the individuals that he works with. R. Sullivan added that since Moran has the ability maybe this requirement needs to be added to the job description now rather than later. Correia replied that she would talk with Human Resources Administrator Lora Shramek about this in case there are any down sides to adding this requirement of which they are currently unaware. Harney noted that the Board will put this on the February 15, 2007 formal meeting agenda. Assistant County Attorney Andy Chappell explained that there is no Moran job classification, the actual job classification is Social Services Social Worker II: Community Partnership to Protect Children and Projects Specialist.
Mental Health/Developmental Disabilities (MH/DD) Director Elaine Sweet introduced MH/DD Financial and Statistical Supervisor Deb Guard who assisted in presenting the Department’s annual report for FY 06 to the Board. Sweet said that Chapter 25 of the Administrative Code requires the County to prepare a management plan annual report for County stakeholders, the Department of Human Services, and the State County Management Committee. The annual report must be submitted by December 1st of each year and is required in order for the County to access their State allocated funds. There are a number of composites that are required in the annual report: progress toward goals and objectives, documentation of stakeholders' involvement, the actual provider network, the actual expenditures, the scope of services, the number, type, and resolution of appeals, quality insurance implementation, findings and impacts on the plan, and waiting list information. The full report is available on the Johnson County website, and hard copies are available at MH/DD.
Sweet explained that in FY 06 with post-closed audited adjustments MH/DD expenditures were $10,821,969. They served 1,382 clients, 667 of whom were mentally ill, 395 were diagnosed with chronic mental illness, 235 individuals suffered from mental retardation, and 85 were developmentally disabled or brain injured. In Fiscal Year 2006 MH/DD paid their providers $8,493,736 to provide services for those 1,382 individuals.
Sweet said that the clinical aspect of MH/DD is the case management clinical social work and the Mobile Crisis Program. Chapter 24 of the Administrative Code governs the clinical aspect of MH/DD. The Department contains the Target of Case Management Advisory Board who provides recommendations to the Board of Supervisors for policies and planning related to Target Case Management. It also has the Criminal Justice Coordinating Committee, which provides recommendations to the Board of Supervisors for Jail Alternatives and Mobile Crisis issues. MH/DD contracts with the Iowa State Association of Counties (ISAC) for County case management services technical assistance. Last year, Case Management Clinical Social Work expenses were $1.8 million and the Jail Alternative Mobile Crisis Program was $122,909. There where two full-time equivalent employees in the Jail Alternatives Program and 23.5 full-time equivalent employees in the Case Management Clinical Social Work area.
Sweet noted that in addition to clinical aspect of the department is the administrative or the CPC function. They contract with ISAC for County Rate Information System (CRIS) technical assistance. The department works with the Planning Councils and committees including the Executive, Continuous Quality Improvement, Advocacy, and Finance Committees. The central point of coordination and administrative component of Fiscal Year 2006 totaled $369,851. There were seven full-time equivalent employees for the administrative CPC function and one full-time equivalent employee for the Mental Health Advocate. Sweet said this translates in the mental health fund balance which is separate from the General Fund based on Senate File 69 from 1996.
Sweet explained that when the laws were passed there were $826,260 that was transferred from the General Fund into the Mental Health Fund and then at the end of each year the revenues are added, the expenditures are subtracted, and they are left with an ending fund balance. The fund balance in terms as a percentage of expenditures for the past few years to some degree determined the amount of money that was received from State allocations. At the end of the Fiscal Year 2005 and after the first closing adjustments the fund balance was 16.9%, and at the end of Fiscal Year 2006 post-closing adjustments the fund balance was 9.52%. R. Sullivan asked if post-closing refers to reconciliation with the Auditor's Office. Sweet replied that they actually reconcile with the Auditor's Office at the time that the report is due on December 1. The Auditors Office is required to submit the financial data at that time and Sweet's department is required to submit theirs annual report on December 31 based on the Auditor's Office numbers. The past two years after MH/DD has reconciled with the Auditors Office and submitted their annual report, the Auditors Office has come back with adjustments after the December 31 deadline. MH/DD has given the Board of Supervisors what they have submitted for their annual report and the final fund balance after the Auditors Office had made their adjustments.
Sweet said that regarding the Department's goals and objectives, the Planning Council and committees have established goals and objectives that they recommend to the Board of Supervisors for approval. Chapter 25 requires every County to have a three-year strategic plan and to report on that strategic plan on an annual basis. The goals and objectives are incorporated into the Services Management Plan that is submitted to the State and approved by it. Guard stated that one goal in emergency crisis response is to promote the utilization of out-patient and community resources to reduce the number, frequency, and duration of involuntary emergency admissions and the resulting cost of hospitalization. Sweet said the Johnson County MH/DD Mobile Crisis Jail Alternatives Program completed its first full year of operation with the initial focus being jail alternatives. Law enforcement has requested the assistance of program staff in defusing a number of emerging crises involving mental health issues. The development of the Mobile Crisis Program is anticipated in the Fiscal Year 2008 pending funding approvals. MH/DD Services worked collaboratively with state and local emergency management agencies and MH/DD Services providers to ensure access to mental health services following the April 2006 tornado.
Sweet explained that case managers continue to work cooperatively with the Johnson County Clerk of Court, the Mental Health Advocate, law enforcement, the courts, judicial referees, hospitals, and other involved parties to better manage the number, frequency and duration of hospitalizations. MH/DD staff has assumed responsibility for assisting with placement for Johnson County commitments and act as liaisons with the admitting hospitals. Last year the Department continued to fund two part-time judicial referees to facilitate the commitment process and to expedite early treatment interventions. MH/DD Services, the Clerk of Court, the County Attorney's Office and Mental Health Professionals at the University of Iowa Health Care work cooperatively to identify the appropriate bed placement on commitments.
Guard stated the second goal of correction collaboration, which is to collaborate with local and regional resources to identify and coordinate a continuum of preventive and rehabilitative services for offenders with mental health/developmental disability issues. Sweet said the Johnson County Jail recently has been unable to accommodate a growing number of inmates. The Sheriff's Department was using deputies to transfer inmates to other counties and paying those other counties for Johnson County’s inmates' incarceration. The number of out-of-County incarcerations and the associated cost are steadily increasing. Jail staff has also reported that inmates with mental health issues are requiring on average much more jail staff time to monitor and supervise behaviors. As a result of a failed bond referendum and the emerging need to address mental health issues within the jail, the Board of Supervisors and their appointed Criminal Justice Coordinating Committee (CJCC) worked collaboratively with Johnson County MH/DD Department, Sheriff's Department, Attorney's Office, representatives from local law enforcement, the courts, criminal justice and correctional services, advocacy groups, consumers, and mental health and substance abuse treatment providers to develop and implement the Mental Health Jail Alternatives Program. This project was awarded a National Institute of Mental Health (NIHM) grant in July 2005. Jail alternative staff members worked with community-based services to identify appropriate treatment plan, coordinate services and funding streams and then monitor program compliance. Jail alternative staff also works with individuals who are on probation and parole.
Sweet said that while the benefits of this program at multifaceted, it was designed to meet two specific needs; to assess and serve the mental health needs of persons in the criminal justice program and to relieve the issue of jail over-crowding by diverting the appropriate individuals to alternative placements and reducing recidivism. Preliminary reports indicate that the program has been successful in addressing both of these goals. During the first year the Jail Alternatives Program has worked with 107 individuals. Of those 107, 34 have been alternatively placed or released from jail early and placed in mental health treatment. Another 17 individuals on probation, parole, or reentering the community from prison have been served by this program. While it is still difficult to measure at its early stage, recidivism appears to have decreased significantly during the initial months of the project. Benefits realized are both social and financial. By addressing the mental health needs of the community, the incidences of criminal activity are being reduced in number and severity while the cost of prosecuting and jailing offenders is reduced. Persons with mental health issues are being seen less in the criminal justice system and more appropriately in the service delivery system.
Guard stated the third goal of quality assurance and outcome measures: plan, develop, and implement an effective quality assurance utilization review process to promote appropriate responsible outcome-based practice which promotes consumer choice in a managed care environment. Sweet added that quality assurance specialists work with MH/DD staff, providers, and stakeholders to measure outcomes and promote quality and efficiency in the MH/DD services network. Planning Council and its four committees continue to meet regularly to address appropriate quality measurements. The MH/DD Services Management Plan was amended and approved by the Department of Human Services for implementation on July 1, 2006. MH/DD achieves input from stakeholders by conducting annual consumer and provider satisfaction surveys. A family satisfaction survey was developed and conducted for the first time in FY 06. Providers, staff members, and MH/DD services staff members meet regularly for continuing education and networking opportunities. In FY 06 MH/DD services hosted a joint training on individual service plan goal development and measurement. A joint training on ethics was also offered to MH/DD staff and provider agency staff members. Fiscal Year 2006 provider contracts specifically addressed quality assurance criteria. MH/DD has employed additional human resources with expertise in cost finding and rate setting to assist with provider contracting. It also works with the agencies to improve productivity, contain costs, and work collaboratively to improve the service delivery system. Johnson County negotiated 19 provider contracts during the fourth quarter of the Fiscal Year 2006.
Guard stated the fourth goal of financial protocols, which is to identify and develop methods to measure financial, statistical, and utilization indicators to aid in strategic planning, facilitate decision-making, and measure progress toward goals. Sweet explained that Johnson County MH/DD continues to work with Information Services and the Auditor's Office to interface with the County's financial package and enhance the reporting capabilities of the management information system. This cooperative effort has facilitated more timely and accurate reporting and has reduced duplicative efforts. Johnson and Polk County MH/DD staff members have meet regularly to plan and develop a case management module to add to the jointly owned management information system. This case management module is scheduled for implementation in Fiscal Year 2007. The Board of Supervisors and the stakeholders committees continue to support MH/DD needs for more timely and accurate information.
Guard state the fifth finance goal of exploring additional funding sources for various programs and examination of the possibility of shifting the way services or funding. Sweet said that Johnson County has developed a comprehensive process to negotiate service provider contracts. MH/DD staff with expertise in cost finding works closely with agencies throughout the year to identify opportunities to improve productivity and reduce cost. Johnson County continues to participate in the ISAC County Rate Information System (CRIS) for technical assistance.
Guard stated the sixth goal to encourage and support stakeholder participation in assessing consumers' needs and desires and in planning for a responsive delivery system. Sweet said that MH/DD Planning Council and four committees meet regally in public session to review policy and make recommendations to the Board of Supervisors. All Planning Council and Committee meetings are publicly announced and stakeholder participation is encouraged. Local press coverage is extensive. MH/DD meeting agendas and minutes are published on the County's website. Official MH/DD business is included in the Board of Supervisors's published agendas and is conducted in open session. The Services Management Plan was amended for implementation on July 1, 2006. Last year there were 27 MH/DD stakeholders' meetings, with 141 individuals incurring 662 incidences of participation. Additionally, a Targeted Case Management Advisory Board meets regularly to address issues specific to case management.
Goal number seven is to support the integration of case management and social work practice to advocate for consistency in access, eligibility, and applicability of Johnson County MH/DD services, coordination, and funding, said Guard. Sweet explained that Johnson County’s MH/DD is a member of the ISAC County Case Management Services (CCMS). CCMS staff conduct random case file reviews as does the Quality Assurance Specialist. The Quality Assurance Specialist and two clinical supervisors also review case files on a regular basis as a component of the Total Quality Improvement Plan. The Division of Behavioral, Developmental, and Protective Services facilitated an educational opportunity for staff members to interface and better assist individuals in developing meaningful goals and in improving the measurement and documentation of goal achievement. In order to improve access and better serve consumers, MH/DD sponsored a 24-session Spanish in the Workplace class for staff members. The class was designed to meet the specific needs of the MH/DD population. Thirteen staff members completed the class last spring. The Johnson County Board of Supervisors continues to move forward in planning for future MH/DD space needs. Land has been acquired for a Health and Human Services building and the property is being prepared for construction to begin in 2007.
Guard declared that goal eight is to actively participate in State policy making by advocating for legislation which supports the mission of MH/DD Services, advocate on the local level to educate the public and address emerging MH/DD issues in a positive and timely manner. Sweet said that Johnson County MH/DD Services Director is an active participant in regional and State CPC activities. MH/DD’s Board of Supervisors member Neuzil serves as chair on the CRIS Board of Directors. MH/DD’s Board of Supervisors member Stutsman serves on ISAC's CCMS Advisory Board on the State level. R. Sullivan as been selected to chair ISAC's Human Services Steering Committee. Harney serves as a board member on the Sixth Judicial District Department of Correctional Services. Sweet continued that Johnson County MH/DD Services hosts an annual Planning Council retreat and legislative forum, during which legislators and community leaders are invited to participate in dialog relative to MH/DD Services issues. Area legislators are included in all MH/DD committee and Planning Council mailings, and the Advocacy Committee researches and discusses pending legislation for referral to Planning Council.
Guard went on to goal nine, which is to develop a needs assessment instrument for which consumers needs and desires can be identified and services evaluated, planned and implemented in response to those needs within budgetary limitations and parameters of the Serves Management Plan. Sweet stated that the MH/DD Services conducted a formal needs assessment in Fiscal Year 2003 and 2004. A professional consulting firm and a professional consultant with extensive experience and expertise in MH/DD were engaged to complete the project independent of Johnson County MH/DD. As a result of the formal needs assessment, the following outcomes have been achieved: construction on a new permanent housing project will begin in Fiscal Year 2007, an evening weekend clubhouse has been developed and implemented, and a Mobile Crisis Jail Diversion Program has been developed and implemented. MH/DD Services has developed a web page on the County's website. MH/DD Services has expanded the contract with the University of Iowa Health Care to include new services. MH/DD staff has been employed to facility access to mental health center services and to promote consistency in the application of the Services Management Plan. MH/DD staff works with the Community Mental Health Center to expedite the intake process and promote timely access to services and also to promote access to funding for medications. The MH/DD Services Director is actively involved at the countywide effort to plan for MH/DD client needs in the event of a pandemic flu epidemic. Sweet thanked the Board for their time.
Harney called the next item of business, which is the pharmacy contract for the Fiscal Year 2007. Sweet explained that MH/DD has an additional contract for a pharmacy provider for the new med fund process which became effective January 2007. Pharmacy Matters has opened a new location in North Liberty, and MH/DD would like to add that to their network of providers. The Board agreed to put this item on a future formal agenda for approval. R. Sullivan asked if there were other locations that are already participating. Sweet replied yes. Stutsman asked if that is the only pharmacy in North Liberty that is participating. Sweet replied that they also have Liberty Pharmacy and probably one other. She added that there are more pharmacies available now with the new med fund process. She will bring some evaluative information to the Board of Supervisors as it becomes available.
Assistant Planning and Zoning Administrator R.J. Moore said that the Board of Supervisors has had Coralville and North Liberty in to explain their most recent annexation requests. As is the Board of Supervisors's policy over the last eight years, the Board has reviewed annexation requests for compliance with Planning and Zoning’s Land Use Plan and Fringe Area Agreements. Moore added that both he and Planning and Zoning Administrator Rick Dvorak sat in on those meetings and have now reviewed those requests. Moore explained that they have been allowing non-agricultural growth to occur in the fringe areas of North Liberty and Coralville even before they had adopted zoning in 1960. They had rural subdivisions out by the Reservoir in the 1950s. With the adoption of zoning in the 1960, the mass zonings to residual uses to nonagricultural uses primarily in the Corridor, nonagricultural development has continued there. Even before the current Land Use Plan was adopted in December 1998, the County had been proactive in working with cities to guide growth, which was done through the creation of the 28E Agreements or Fringe Area Agreements. To continue this one of the adopted goals of the current plan is to create and adopt fringe area agreements with cities, so it was formalized. Per State Code cities have the right to review, approve or deny subdivisions of land within two-miles of the corporate boundary. When the two-mile review areas overlap, those cities can create fringe area agreements under Chapter 28E of the Code. The cities adopt these agreements and it helps to identify who to review and what standard to review at. If there is no agreement in place, then, when a development occurs within the county, the city that is actually physically closest to that development proposal is the city that the Planning and Zoning Department is required to give the proposal to for review.
Moore explained that in the map he is trying to show the two corporate boundaries of North Liberty and Coralville. These are the fringe area maps on the Planning and Zoning Department's GIS which are available to the public. It can be a little confusing because within the fringe areas, there are different identified areas. There are multiple areas around the city based on whether it is in a growth area or a non-growth area. The second map shows the North Liberty Fringe Area Agreement per the current agreements with both cities based on the existing agreement that the two cities had that had expired in November. Also shown are Coralville, its corporate limits, and its fringe area according to the County's 28E Agreements. He then showed the two cities' overlapping areas. He clarified that there is a lot of overlap across all four cities--Tiffin, North Liberty, Coralville, Iowa City, and University Heights. Right now, there is some conflict over an overlapping area in North Liberty and Coralville.
Moore clarified that the County has agreements with both Coralville and North Liberty; they are both existing and valid agreements. Both agreements identify growth areas and those are areas where annexation is likely to occur in the immediate future and they identified preferred uses and standards to be used within both agreements. If they develop before annexation occurs, it has to be at city standards. They put in curb and gutter roads, sewer and water lines before they annex. In a non-growth area, which is more rural, they develop at county standards. North Liberty and Coralville had a fringe area agreement, but it expired. What the Planning and Zoning Department is looking at is responsible growth that is efficient and economical. Usually a city's growth into its extraterritorial area is constrained by their ability to provide urban infrastructure, in particular water and sewer. Most cities would prefer that the areas that could be served by gravity below sewer where expensive lift stations and forced mains are not required.
Getting back to what he learned in graduate school in planning, Moore said that when a city is growing, their goal is to provide efficient economical provision of services and infrastructure. The higher the densities for these cities, the more revenue and the more they can spread the cost around. They generate enough revenues on that to pay not only to maintain it but also to replace it in the future. In rural areas, the primary directive is the preservation of agricultural lands and uses. The Planning and Zoning Department can allow non-agricultural development to occur, but the State Code makes agricultural preservation the first priority. Cities should not annex land unless they have an immediate identified need for it, that is, unless they want to develop it. Cities should not annex land unless they provide city infrastructure and services immediately and unless the area is creating more uniformed corporate boundaries. This is under the State Code. Finally, cities should not annex land unless they are going to develop at urban densities.
R. Sullivan asked where this philosophy comes from. Moore replied that these are basic planning principles as he learned them as a planning student in graduate school. R. Sullivan asked if it is part of State Code. Moore clarified that this is planning technique and practice not necessarily State Code, though some is in the Code.
Moore said that fringe area agreements provide protection for cities as they grow. It ensures that land is available for annexation. That uses sited prior to annexation will be compatible with the cities long term planning helps preserve transportation corridors and reduces sprawling. Moore said that cities are frequently worried about in agreements is that they have a future land use plan that often identifies uses outside their current corporate boundaries that they know that they will be needing. So, the cities don’t want the County to mark the fringes as residential while the cities mark it as commercial; this creates conflicts. The fringe area agreements protect the cities and maintain its future by ensuring future use. The County's fringe area agreements help inform landowners, developers, and interested citizens on what is proposed for the area in the future. Such agreements protect agricultural areas and they are tools that facilitate the implementation of the cities' and County's adopted land use goals. According to the County's Land Use Plan, there in question is located within Phase I of the North Corridor which is an immediate non-agricultural growth area. By having identified non-agricultural growth areas, the County is much better prepared to protect those areas that are identified for agricultural uses. The Planning and Zoning Department has an area where they can guide development to go to instead of out in the agricultural areas where they create conflict by citing non-agricultural uses.
Moore offered a map showing the North Corridor in phases I and II of the Land Use Plan and the two-mile areas around the city that overlap. When the Planning and Zoning Department mass zoned the 15,000 acres to residential in 1960, it caused the County to go around Iowa City and then up into the reservoir area along the river and then up toward the Shueyville area with the zoning. Moore pointed out the areas that would be zoned residential and which would be zoned agricultural. Stutsman asked if the area includes the Scanlon Farm. Moore replied that yes, part of the Scanlon Farm is included in this area. The Scanlon Farm goes all the way up to Mehaffey Bridge Road. The family has a lot more land than what they have proposed in the resent annexations. Stutsman asked if the entire area north was residential. Moore replied that yes the area to the north is all zoned residential, even though it is being farmed now.
Moore explained that in this area, as in all Johnson County identified growth areas, the Planning and Zoning Department prefers clustered subdivisions. The idea is to maintain Johnson County zone densities because the current Board of Supervisors and previous Board of Supervisors have decide they want to give residents the option to live in the city or the in the rural area. So, the idea is to reduce the size of lots that have been occurring. Sprawl development is insufficient large lot development that is hard to service. The higher the density the more revenues generated. Lower densities do not generate the revenue but still require service. Moreover, clustered subdivisions consume less ground. It is more efficient for infrastructure and services when there is clustered subdivision, and most of the infrastructure in the rural area is kept private. The roads, water, and sewer are kept in the private hands; the County doesn’t take care of these things for the residents. Another advantage the County accrues from clustered subdivisions is the ability to provide environmental protection, which is one of the higher ranked goals of the current Land Use Program. The Plan, which has been in place for the past eight years, also provides for and allows in-fill development in areas where development has been allowed and to also allow growth within cities' fringe areas provided that the development is compatible with the cities' future plans and is approved by the particular city. Again, the fringe area agreements give the County the guidance on what these compliances would be. Based on past decisions and current policies, the area east of North Liberty and the area northeast of Coralville will continue to be a non-agricultural growth area for the County. The developments should be cluster developed with shared wells and waste water systems that can be hooked up to the city’s waste water and water systems when annexation occurs. Years ago, the County had an issue with the subdivision Altanna Estates, which out to be a mess, even though when it was agreed that when the subdivision was annexed Altanna Estates would pay to provide the water and sewer lines. When annexation came about, the bill was really large and shocked the residents. Moore said they have learned from that if people are going to develop prior to annexation in a growth area, then they are going to put the infrastructure in and when a resident buys the property, they will be paying the cost of that. Everything will be taken care of in the cost of purchasing the property.
Moore showed the latest request for annexation by North Liberty. He said that future growth areas are identified by how fast they are growing population-wise but by the ability to provide a sewer system. This is why they look outside their corporate boundaries. They know the population is going to increase and that they are going to need land to provide for those needs. He showed a sanitary facilities map that North Liberty had prior to a meeting that the City had with the County in December 2006. Moore showed the Scanlon Farms and where their sewer lines were. Most of this is gravity flow with some future lift stations. Later, North Liberty amended that. Outside of the Scanlon Farm, North Liberty now shows future lift stations and forced mains in many areas.
Moore then showed Coralville's latest annexation map. Moore pointed out the areas that were added and said that some were under voluntary annexation and others were under 80/20, non-consenting property owners. Moore noted that better maps of Coralville are available through the City of Coralville. He offered a map of the northeast area sewer study. This whole area will be done gravity flow. He also pointed out the sewer study annexation area in Coralville. Gravity flow should work for many of these areas around North Liberty Road.
Moore explained that there are elements of both requests that are not in compliance with the County's agreements with both cities. Both requests go into each others' identified growth area. Both now contain non-consenting owners, though all are technically considered voluntary under 80/20. The City of Coralville intends to provide services and infrastructure to the area to be annexed immediately and start developing at urban densities. The City of North Liberty is not going to provide infrastructure for at least five years and according to a resolution passed by the council on behalf of the residents requesting annexation they are not going to develop at urban density immediately either.
The Planning and Zoning Department recommended that the two cities should put a self-imposed moratorium on annexing any ground including the ground that they are talking about in the area of conflict until they adopt a new fringe area agreement between them. The two cities should not annex unless they have an immediate need for the land and will develop at urban densities, and they should have a transportation impact study completed before development occurs. This study should also include off-site impacts. These are the three basic recommendations the Planning and Zoning Department is giving to the Board of Supervisors. Moore said they will post this map on the County's website tomorrow, and he would be willing to make copies only upon request given the cost of color copies. Moore said he selected this proposal to make more uniform boundaries. He said that Planning and Zoning tried to square off the boundaries as much as possible. They went back to the original agreements that the cities had with the County which was based on the original agreement that the two cities had between one another. Planning and Zoning is recommending squaring up the boundary to make it more uniform. The Scanlon Farm south and west of Dubuque Street would be in North Liberty's fringe area. This is the Planning and Zoning Departments proposal, but ultimately the two cities should sit down and talk and dedicate themselves to coming to an agreement, concluded Moore.
R. Sullivan asked if this proposal was calling for any annexation to occur right away. Moore said they don't want cities to annex County ground unless they need to develop it. R. Sullivan said it is a proposed fringe area agreement not a proposed annexation. Moore agreed. Harney said it looks as if they drew a straight line across Forever Green Road, which there had been some discussion as to where the Forever Green Road should go so it may not necessarily be a straight line across. Moore replied that he extended the line over to Johnson Way. Neuzil said he has come to a realization why it is the State of Iowa who will ultimately decide where these annexations will occur and not the Board of Supervisors. It is because communities sometimes come to an impasse. The City Development Board may force the entities to solve this locally, he said. He said the Board should defer judgment on the annexations and keep in mind the lawsuits that are still out there. R. Sullivan said he thought there were annexation applications by both North Liberty and Coralville and that both cities have come up with a Plan B. So, now, there are four different proposals out there. Did the second proposals make the first two proposals null and void or are they all still under consideration, asked R. Sullivan. Moore replied that he is not quite sure. Moore knew that the first two original proposals are before the City Development Board and they are waiting on the lawsuit. No one is withdrawing the first proposal. Meyers asked if the City Development Board is going to wait until the after the lawsuits are resolved. Moore replied that Coralville's Assistant City Attorney Kevin Olson said that the City Development Board probably wouldn’t act until there was a lawsuit that was pending. He said they could be years away from resolution. Moore said the residents have an interest here and there are stakeholders in this process, but the issue could be in limbo for a long time. This interest is why the Planning and Zoning Department is strongly recommending that these two cities take the lead and agree to a moratorium. It is costing people their quality of life and it is costing tax dollars. These two cities are ultimately getting the money to pay for these lawsuits from the taxpayer money.
Meyers said that the fringe area agreement between North Liberty and Coralville has expired, but the County still has an agreement with each of the cities. Chappell clarified that the Coralville and Johnson County agreement has lapsed, however, they have been operating under the language in good faith. The language in the County agreement with North Liberty and the language in the Coralville agreement are a little different. He thought this was because the Coralville agreement was to be longer, but it has actually lapsed. Moore said it might automatically renew. Chappell said that one is not written in such a way. He explained that the agreements with Coralville and North Liberty were done years ago. The intent was to try to make the agreements 20-year agreements with three-year review periods. They have a 20-year term with North Liberty, but the one with Coralville has expired. But there is no problem with both sides continuing to operate under the agreement. Meyers wondered what they would do if the Scanlon owners decide to approach the Board with a proposal to develop under the County’s jurisdiction. Meyers asked if it was correct to assume that the County’s density would be less than the current density proposal of 500 homes. Dvorak replied that ideally the Planning and Zoning Department does allow for density bonuses that would allow for higher density than they normally see in rural areas. The normal density in rural areas are 3/4 an acre to a 1/2 acre. They could get down to 5,500 square feet, and they could put condos in. Harney added that the problem with that is the residents would have to be on a septic system. Dvorak explained that they would do is build the system in and hook it up later.
Neuzil noted that when they develop close to cities, the County first asks for the city’s approval. Meyers wondered if North Liberty or Coralville could prevent development. Dvorak said that if there is no agreement in place, then it goes to the closest municipality, which he speculates is Coralville. Therefore, the State does allow them to review plat and deny it. Moore stated that the city can’t stop the County, but it could tell them what standards they would approve within their two miles. Dvorak added that the city does not have to sign off on the plat. If it doesn’t get signed, then it doesn’t get recorded. It is required that the city sign off on the plat. Dvorak said that to follow up on the density idea, they could think of the Scanlon Farm as being 100 acres. And under the Planning and Zoning Department’s R-Zoning, there is one residential dwelling unit per acre. If, however, they go with a cluster subdivision, putting a minimum of 50% of the land in un-buildable out lots and using the other 50 acres for the 100 lots, they would get a 25% bonus. This means they could get 125 lots on the 100 acres but would only be building on 50 of those acres. Meyers asked if the 50 acres set aside is permanently set aside. Neuzil said as far as the County is concerned, yes. Dvorak said the city would have input if it is in the city’s growth area. They might want that ground for open space, for parks. Or, they might want to develop it at urban density. R. Sullivan added Iowa City and Solon have taken both of these options, preserving open space and developing.
Harney stated that the Board of Supervisors is certainly willing to try to mediate between Coralville and North Liberty and try to a conclusion. The Board has 30 days from the time to respond to both North Liberty and Coralville about the County’s stance on the proposals. The cities will then forward that to the City Development Board. Harney said that Planning and Zoning and Executive Assistant Mike Sullivan will put together a resolution that the Board will review next week and then send to the cities. Dvorak said that normally the Board sends a letter. He wondered if the resolution would need to be done differently than the usual letter. Chappell said the main difference is purely semantic. Neuzil suggested that Planning and Zoning could use the three conclusions they offered in their presentation as the summation for the resolution.
Chappell replied that in the Coralville agreement, there is an agreement review section that indicates that the agreement should last for 20 years, but will be reviewed every three-years. Under the effective period it indicates that it is in effect for 3-years. He noted that a court would follow the more specific agreement under the effective period. Those sections of the Coralville agreement both indicate that the agreement is in effect for 20-years and will be reviewed every 3-years. The agreement was adopted in 1999, so they have been operating under the same agreement as though it had been in effect without any issues for the past four or five years. But if push came to shove, it would likely be found that the agreement has expired, stated Chappell. Dvorak added that North Liberty City Administrator Brian James informed him that the City Council had approved another fringe area agreement. The County put that on the Planning and Zoning Commission’s agenda a couple of months ago, but the Council is rescinding that proposed agreement as of this evening according to James, said Dvorak. He said the County would then fall back to their original fringe area agreement and not the new one. Upon Harney’s request, Dvorak agreed to send a copy of the presentation to the Board members via email. Moore verified that the Planning and Zoning staff should work off the three recommendations for the Board of Supervisors proposed resolution. Harney said yes, at this time, that would be the County’s perspective on the annexations.
Meyers attended liaison meetings with the Ambulance Department and Information Services, and meetings with the MECCA Board, Empowerment Board, and Task Force on Aging. He met with Sweet and attended the Kirkwood luncheon with Harney. He attended a Planning for a Better Region seminar at The University of Iowa, a Food Summit Conference, a Beef Days meeting, and a Solon Living Roadways meeting.
Neuzil attended the Criminal Justice Coordinating Committee meeting. He had liaison meetings with Secondary Roads and with Medical Examiner Mike Hensch, who reported a recent rise in the number of cases. He also attended the Iowa City Area Chamber of Commerce and Johnson County League of Women Voters (LOWV) meetings, as well as one with the Iowa Department of National Resources regarding the Iowa River’s impaired water status.
Stutsman attended the Planning for a Better Region session that will be available on tape for anyone interested. She toured the Iowa City Airport and the retirement party for Cheryl Whitney. She also helped interview the consultants who have submitted RFQ’s for the site selection study. Stutsman attended the Local Food Summit and a liaison meeting with Human Resources Administrator Lora Shramek.
R. Sullivan attended liaison meetings with Shramek, Dvorak, and Information Services Director Jean Schultz. The Board of Supervisors had a site visit with County Recorder Kim Painter. R. Sullivan attended the Building a Better Region meeting, toured the Iowa City Airport, Whitney’s retirement party, a meeting on the City Conference Board to set the public hearing for the City’s levy, and the Domestic Violence Intervention Super Bowl fundraiser. He served on a Chamber of Commerce Committee to encourage businesses to buy locally. He also spoke to students at The University of Iowa's School of Social Work about funding services. He noted that people who make under $39,000 in Johnson County are eligible for free income tax help.
Harney attended an Area Economic Development meeting, the Chamber Annual meeting on diversity, a liaison meeting with the Medical Examiner, and interviewed the consultants for the Justice Center site selection study. Harney also attended a meeting with the jail staff, liaison meetings with Secondary Roads and with Correia on the General Assistance guidelines and policies, the East Central Iowa Council of Governments (ECICOG) Board of Directors meeting, and ECICOG Transportation Policy meeting.
Adjourned at 7:34 p.m.
Attest: Tom Slockett, Auditor
By Casie Kadlec, Recording Secretary