MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
MARCH 22, 2007
TABLE OF CONTENTS
Page
Social Services Coordinator Amy Correia: Consideration to Enter into a Contract with the Department of Human Services Through the Johnson County Decategorization Board to Coordinate a Consortium for Youth Employment 1
Social Services Coordinator Amy Correia: Proposed Changes to the General Assistance Policies and Procedures 2
East Central Iowa Council of Governments Land Use Planner Chad Sands: Update of the Johnson County Land Use Plan Review............................................................................................................................ 5
Planning and Zoning Administrator Rick Dvorak: Consultation with Swisher City Clerk Connie Evans Regarding a 5.00 Acre Annexation.............................................................................................................. 7
Discussion: Approval of Law Enforcement Town Contract for the City of Solon......................... 8
Assistant Planning and Zoning Administrator R.J. Moore: Resolution Stating the Johnson County Board of Supervisors Recommendation Regarding the Recent Annexation Request by the City of North Liberty.... 8
Reports and Inquiries from the Board of Supervisors................................................................. 9
Chairperson Harney called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:09 a.m. Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
Social Services Coordinator Amy Correia said she spoke to the Board during the budget process regarding a proposal for developing a Consortium for Youth Employment. The Decategorization Board identified the Consortium as a need last June. They are anticipating being able to start the Consortium on July 1, 2007. The Decategorization Board met on March 5, 2007, and allocated $50,000 from carryover funds for FY 07 to be spent by June 30, 2007. They allocated the carryover funds to the Youth Employment Consortium to start this fiscal year and have the program running by the beginning of this summer.
Correia said the Decategorization Board will meet next week to finalize FY 08 funding allocations. The Board of Supervisors has allocated FY 08 funds through the Juvenile Crime Prevention budget and the City of Iowa City has allocated funds for FY 08 for the Youth Employment Consortium. The contract will be between Johnson County and the Decategorization Board. The Juvenile Crime Prevention Work Group will be overseeing the program, developing memos of understanding with youth services providers, workforce partners, and there will be a research component. The contract with Decat allows funds to flow through the County and out to the program. It’s an $11,000 contract, April 1, 2007 to June 30, 2007, with a renewable clause for FY 08. R. Sullivan asked if the need to spend the money by July 1, 2007 constrains other organization’s funding, such as Iowa City's. Correia replied that Iowa City’s funding starts on July 1, 2007. The availability of the Decategorization carryover dollars allows the Consortium to get a jump start. The Board needs to sign the contract a week before April 1, 2007, as the DHS Service Area Manager needs to sign it. The Board agreed to recess the informal meeting to the formal meeting so that they could vote on the contract immediately.
Recessed to formal meeting at 9:16 a.m.; reconvened at 9:18 a.m.
Correia said she distributed a memo to the Board on current and proposed guideline changes to the General Assistance Policies and Procedures a couple weeks before this meeting. Correia reviewed the changes with her Board liaisons before the meeting. Assistant County Attorney Andy Chappell has reviewed the proposed guideline changes and a comparison to the current guidelines. The General Assistance team is composed of Correia, General Assistance Assistant Sue Campney, and Temporary GA Assistant David Bendernagel. The team has reviewed the guidelines and made changes over the last six months after discussion of scenarios, reviewing current issues, current clients, members of the community not served in the past within current guidelines, and trends in the community. Staff looked at General Assistance guidelines from Linn, Polk, Washington, Story, Blackhawk, and Pottawattamie counties. Current Johnson County financial assistance programs policies, such as Veteran Affairs and MH/DD, were used to create internal County financial assistance consistency.
Neuzil asked if there are changes the Board should be aware of since changes could have fiscal impact on the County. Correia stated there is a proposal for an Interim Assistance Program, like Linn County has, for persons that are applying for Social Security Disability, which is a process that can take as long as a year. These people are applying for assistance from the Federal government because they can't work due to physical or mental disability. Currently, the County can serve these persons three months out of the year under current guidelines. There is a cooperative program available to Johnson County with the Social Security Administration where during the application period the applicant signs an Interim Assistance Agreement with the County. For example, if a person applies during September for Social Security Disability but they finally get approved the following March, they receive a lump sum payment going back to September because they were determined eligible. The County can enter into an agreement with the Social Security Administration and the applicant that would allow the County to pay the monthly installments equal to the amount the applicant would receive under Social Security benefits while waiting for determination from Social Security. Once the applicant is determined to be eligible for Social Security, the Social Security Administration will reimburse the County the lump sum for all of the months of assistance, rather than the applicant.
Neuzil asked about risk to the County if an individual is not deemed eligible for Social Security. Correia responded she has talked to Linn County about their program and she will talk to them about the risks. Correia said Linn County has about 100 people on this program at any given time and had received $80,000 back from Social Security during this fiscal year. Linn County’s policy requires diligence. There are many points when applying for Social Security where an applicant might be denied. As long as the applicant is diligent about appealing with Social Security, there is a strong doctor’s statement, and the applicant follows the required steps in the process, Linn County will continue to fund the applicant. Johnson County has added the diligence language to its proposed policy. Johnson County will do ongoing monitoring to make sure that applicants are following all of the steps with the Social Security Administration in a timely fashion. Correia said she will talk to Linn County about the risks. Correia said that they ultimately don't see a lot of denials. Money would be expended out with the expectation that it will come back in. Correia said that currently there are about eleven in the Johnson County General Assistance Program that are in the process of applying for Social Security.
Neuzil questioned the timing of this proposal since the budget process has been completed and inquired if anything needs to be recalculated. Correia advised that any policy changes take effect July 1, 2007. This gives General Assistance the chance to put everything in place such as forms and processes. Correia said that they will monitor the budget closely. She would also like to discuss a Department 45 budgetary issue that could positively impact the General Assistance Program.
Neuzil asked about other changes such as the rate changes or income guideline chart changes. Correia explained that they are proposing a three tiered General Assistance program. The first tier is the Interim Assistance Program which funds those who feel they can't work and are waiting for approval from Social Security. The second tier is a one time assistance program for folks who make up to 100% of the Federal poverty rate. The assistance is $350 for a single person or $450 for a multiple member household. People who are eligible for or are receiving other State or Federal Assistance programs aren't eligible for General Assistance. The one time assistance program is for people who are working, have been fired or laid off, etc. They will also be making sure that all of the Federal Programs that folks in the community are eligible for are accessing. For people who are may be eligible for Family Investment Program (FIP), those with children, but they work enough that they don't need ongoing assistance but needs a lump sum for rent or car repairs to get to work, they can apply for FIP Diversion. Johnson County hasn't really used this program and this could be something that GA could assist persons with accessing. The third tier, the ongoing assistance program provides assistance three months in a twelve month period. There will be changes to the income eligibility guidelines to go by the Federal Poverty Rate. The rent benefit level will also increase. The current rent assistance rate is $250 for a single household and $350 for a multi-member household. The proposed rent benefit levels are $350 for a single person and $450 for a multi-member household per month. $450 is what Veteran Affairs and MH/DD provide for a multi-member family. Correia noted that they aren't covering the entire rent payment as fair market values for Iowa City rents are much higher. Correia said that they also assist with lot rents. If the lot rent is not $350, GA only pays what the need is up to that benefit.
Neuzil said the timing of this project is of concern because the budget was just approved. Neuzil said that before the Board votes on the proposed policy changes, the Board needs to decide whether this should be in the FY 09 budget rather than FY 08. Correia responded that the Department 45 budget covers all of overhead rent and utilities for 911 North Governor Street. When all of the DHS workers were at 911 North Governor Street, most of the building was taken up with those workers. The Financial Assistance Unit has relocated to Eastdale Plaza which they are also paying rent for. With the MH/DD expansion, MH/DD now utilizes 50.6 % of the space at 911 North Governor Street. Human Services Accountant Kathy Lynch does the space allocation and lets MH/DD know what the cost is. MH/DD then builds that cost into their targeted case management (TCM) rate. MH/DD gets reimbursed for the overhead but the reimbursement stays within their department budget. Their department is not actually covering the costs. Stutsman asked if MH/DD pays rent back to the County. Correia indicated that they do not. Correia said that the County receives back local administrative reimbursement from the Federal government for covering DHS. Lynch reallocates the local administrative reimbursement every time the space allocation changes. As MH/DD expands into what in the past was DHS space, the local administrative reimbursement from the Federal level decreases. In 2006, $100,000 of the overhead for MH/DD came out of the Department 45 budget. Stutsman said it is a legitimate expense for the MH/DD fund. Correia said MH/DD does build it into the costs for TCM which they are then reimbursed. Correia said that when the unit was smaller that money was put back into their service programs. As they've expanded and there are additional needs in the population served by General Assistance for people who do not qualify for MH/DD services but still have problems, there may be a need to shift the reimbursement.
R. Sullivan said he thought there was a one time annual payment from MH/DD to the General Fund to cover overhead costs. Correia said that it might go into the General Fund, but it doesn't come back to Department 45. Neuzil stated that if there’s a need to investigate whether MH/DD should be picking up more of the cost, Correia should have a conversation with MH/DD. Correia said that she would need direction from the Board about whether or not to discuss that with MH/DD. Stutsman stated MH/DD receives reimbursement from TCM, and Department 45 is not. Stutsman said that she is glad that Correia is looking into this as it is something that needs to be evaluated.
Harney asked what Linn County’s start-up costs were for their Social Security program. Correia replied that Linn County has been doing this program for quite awhile. Correia said that the cots would be the monthly Social Security payment amount which would be about $550 a month for approximately 11 clients until the reimbursements start coming in. Harney asked if the department would need additional funds or if it could be absorbed. Correia said that it would depend on how far applicants are in the Social Security application process. Stutsman said historically the General Assistance Department comes in under budget. Correia agreed and said the department is right on track for this budget year. She suggested trends that will affect the General Assistance budget such as the population growth between 1990 and 2005 of 22%; an increase in temporary jobs and temporary job agencies, the increase in housing and energy costs, and the conversion from state papers to Iowa Care with less prescription coverage.
R. Sullivan said that people could earn seven or eight times what the GA income guidelines are and still be really poor. He asked if they are seeing a lot of people who are really poor but still not eligible for General Assistance. Correia said these individuals are eligible for the emergency assistance funds, the Crisis Center is available, there are opportunity funds, and the Financial Assistance Fund, but it’s a strain on households looking for jobs or to earn a better wage. The GA staff works very hard with clients to help them find services that are available and to provide information to help improve their situation. Neuzil said the Board may have to make changes incrementally; he would like to see information from MH/DD, and cost shift information from the Budget Coordinator or the Auditor’s Office. Harney asked Correia if she had enough direction to proceed. Correia indicated she did and will work to place approval of the policies on the agenda in about a month.
East Central Iowa Council of Governments (ECICOG) Land Use Planner Chad Sands reported on the Land Use Plan review and timeline for the draft Land Use Plan. Every month the Land Use Planning Committee has brought in experts in various fields during the process so they can learn about the different fields in the plan. They've moved on from that and are now working on the plan review put together by staff. That will probably conclude next month. The Committee will spend extra time on three to four major topics such as the North Corridor growth area, village planning, and cultural overlay districts. Sands said that by the time the Committee establishes a draft plan of all of the updates they would like to see of the existing plan, they are looking at four to six months before the Plan will be sent to the Planning and Zoning Commission. Planning and Zoning work sessions and public hearings scheduled may take one to three months before a draft plan is recommended to the Board. Depending on how many work sessions and public hearings on the plan the Board has, it will probably be about seven to 12 months before the Land Use Plan is adopted. Sands said the process is going very well and the Land Use Plan Committee is working well together. He said that it will be an excellent plan once it is adopted.
Neuzil asked if the Plan is a review or a rewrite. He asked if the Committee is making it more of a comprehensive plan. Sands said that currently the County has a Land Use Plan that is working, but he and his staff believe there are items that could make the plan even better. The Land Use Plan Committee doesn't want to make a comprehensive plan, but they do want to update the plan considering issues such as growth in the North Corridor. He said that the Committee is taking their time, but they wanted to hear experts in various fields, and they want the best plan possible, but not a comprehensive plan. Neuzil said he would like the Board to have updates on changes made by the Committee. He doesn’t want to get a finished Plan handed to the Board eight months from now without knowledge of changes being made during the process or the process used. Sands said the Committee made changes at the last meeting and those can be sent to the Board. Meyers said he attended the last meeting and the Committee did a review page by page and made many changes. Sands said he will have a document that will show all the changes from last month’s work. Harney said that at the public hearings, the changes need to be highlighted so the public knows the changes to the original document. Sands said the existing plan and changes will be identified in the draft Land Use Plan at the public hearings.
Neuzil said that when the draft Land Use Plan is brought to the Board, he wants the Committee to come to the Board’s work sessions for discussion of the Plan. Meyers said that they will probably want to attend the Board's work sessions as they are an earnest group. R. Sullivan said the Committee has spent a lot of time on education and now are working on changes to the Plan. R. Sullivan and Meyers agreed that the Committee should be commended for this. Stutsman said there is always a concern about appointing a committee and giving them control to work on projects. She wants to let the Land Use Plan Committee do their work and then the Board can evaluate it. Stutsman said that if the Board starts moving ahead of that process and telling the committee that they don't like their work, then they shouldn't have had a committee. R. Sullivan said the Microsoft Word feature "track changes" will be helpful but he would like to know the Committee's discussion and vote on changes when evaluating the strength of a change. Sands said the minutes of the meetings have been very thorough and indicate votes taken and commented that there has been healthy debate but it hasn't been contentious. Sands said that within the month the Board will be given a document noting the changes the Committee has made to the Land Use Plan. Meyers said he would like to hear the views of the members if there are close votes. R. Sullivan agreed.
Assistant Planning and Zoning Administrator R.J. Moore said the Planning and Zoning staff thought the Board was interested in doing a bottom up planning effort which is a grass roots effort. Planning and Zoning Administrator Rick Dvorak supports it, and the Board supports it. Moore said that the Board shouldn't micromanage Board appointed committees and the Planning and Zoning Commission, but ultimately the Board of Supervisors will be responsible for approving the Land Use Plan, and they are going to be the people held responsible for using it. After the committee process is completed, work sessions with the Land Use Plan Committee, Planning and Zoning Commission, and the Board should be held before the Board’s public hearings. Moore said that this will give the Board the opportunity to address issues before the Board's public hearings. Moore said that this was done with the current Land Use Plan. Neuzil said that he doesn't want to get into the situation where it is a done deal before it gets to the Board. He said that there are additional factors have to be considered, such as financial impact, that the Committee members might not be aware of. He agreed that the Committee and Planning and Zoning Commission should be present to review the Plan with the Board. He said that he also wants the Board to have the ability to change the Plan if three members want to change it. Moore said that ability will also be there. He said that they also want the committees and the Planning and Zoning Commission to feel that the Board has trust in them and that they can make recommendations to the Board. He said that planners are taught to dram and the Board is ultimately responsible for prioritizing the dreams. He said that with the process set in place the Committee will feel what they do is right, the Planning and Zoning Commission will do what they feel is correct according to their charge from the Board, and then work sessions with all parties will be held before the Board has their public hearing on the Land Use Plan. The Board thanked Sands for the report.
Dvorak reported on a request from Swisher City Attorney Stephen Greenleaf for consultation regarding a 5.00 acre annexation to the City of Swisher. Dvorak said whenever there is a County annexation the applicant is directed first to meet with the City and there is a report given to the County. The applicant has made application with the City of Swisher to do a 5.00 acre annexation. The remainder of the land will stay in the County and become an orchard, which is a good use for the land in that area. Swisher City Clerk Connie Evans said the applicant’s proposal is to rezone one acre of the 5.00 acres to multi-family zoning so the applicant could put up an boarding house for seniors. Swisher didn't feel comfortable rezoning all acres to multi-family zoning because of what could happen if the property is sold to another owner in the future. The City Planning and Zoning Board passed a 1.00 acre rezoning to multi-family and now it has to go before the City Council. Evans said the Council is in favor of the 1.00 acre rezoning. The applicant agreed to a 1.00 acre annexation with the remaining 4.00 acres to stay in the county as agricultural.
Dvorak said that an application like this is better within City limits and his staff has concurred this would be a good annexation. Dvorak said the property passes by the south side of town in Swisher's growth area. Evans said it is located on Swisher View Drive SW. Evans said City services are not available now and there will not be a requirement to add them any time soon. The applicant is willing to have the septic system upgraded. Dvorak said it was his understanding the applicant would put in a DNR approved waste water system and well. MMS Consultants Representative Mark Stein said he is working with the applicant on what type of septic system is needed and County procedures and requirements.
Neuzil asked if the surrounding landowners have been notified. Evans replied the City is working on it now. Dvorak said he talked to the purchaser of the adjoining 50 acres sold by the applicant. Neuzil said that they like to have applicants set up the property in such a way that they would be able to hook up to City services such as sewer and water in the future. Evans said that they have discussed this. Stein said the shortest route to hook up to the sewer is to cut across someone else’s property. Neuzil said that 15 years from now the area will look different and they need to plan for that now. R. Sullivan asked if the remaining 4.00 acres would be orchard because spraying trees close to the City would be a concern. Stein replied the 40 acre farm would be orchard, the 4.00 non-annexed acres would be a buffer, and the house would also have a buffer. Neuzil asked if the annexed property would be in a TIF district. Evans replied not at this time. Harney asked about the size of the whole tract. Stein replied it is 55.00 acres. The Board agreed to have Executive Assistant Mike Sullivan write a letter for the City Development Board for approval on a future formal agenda.
Harney said County Sheriff Lonny Pulkrabek was in on an earlier date before the Board to discuss the law enforcement town contract for the City of Solon; however, due to a prior commitment he is not able to be here today. The contract with Solon would increase the patrol hours and the hourly rate to $27 for next year and the year after. Additional adjusting would then follow. Stutsman commented that this contract is routine. Harney said there are two more contracts that Pulkrabek may need to bring before the Board. R. Sullivan said every city Pulkrabek has talked to is receptive and every city acknowledges rates need to be raised to cover costs. The Board agreed to put it on a future formal agenda for approval.
Assistant Planning and Zoning Administrator R.J. Moore reported on a consultation on March 8, 2007, with City Administrator Brian James and Assistant City Administrator Tracey Mulcahey, regarding an annexation request by the City of North Liberty. Moore provided aerials and a PowerPoint of the annexation which is located off Front Street showing an island surrounded by the City. He said the Board at the prior meeting thought it would be a good idea to fix the problem of having an island and asked him and M. Sullivan to put together a letter. Moore noted that M. Sullivan is out of town and had the draft of the letter on his computer, so this morning he put together a draft, and distributed it to the Board. The letter will be put in Resolution form, and reads as follows: “Upon receiving notice dated February 22, 2007, from North Liberty Assistant City Administrator Tracey Mulcahey requesting a consultation regarding an annexation request from Lois Alberhasky, the Johnson County Board of Supervisors did meet with City Administrator Brian James and Assistant City Administrator Tracey Mulcahey on March 8, 2007 to discuss the annexation request. After reviewing the request with Mr. James and Ms. Mulcahey it is the Board’s position that the proposed annexation is not only consistent with the Fringe Area Agreement with the City of North Liberty, but it will also insure islands are not created within the City of North Liberty. Therefore the Board would like to be put on record their support for this annexation”.
Harney said he would like the railroad tracks included in the annexation. Moore said it is being worked on. Harney would like to note the railroad tracks in the Board’s letter. Moore said he would add it to the letter. R. Sullivan said he believes Dubuque Street also needs addressed. Moore said he will send an email to M. Sullivan and address the changes. R. Sullivan said that he agrees with Harney and his impression from James and Mulcahey is that they agreed that it needs these items need to be in the annexation and therefore in the letter from the Board. The Board thanked Moore for the update.
Meyers attended a liaison meeting with Ambulance Director Steve Spenler, the Land Use Plan Committee meeting, the ISAC Spring School of Instruction, the Flying F Bio-Fuels open house, Prairie Preview, a Safety Committee meeting, and the Elder Services open house.
Neuzil attended the Elder Services open house, the Greater Iowa City Sports Authority Board meeting, the North Liberty Chamber of Commerce meeting, and the ISAC Spring School of Instruction.
Stutsman attended a liaison meeting with Spenler, the ISAC Spring School of Instruction, and the ISAC Supervisors Executive Board meeting.
R. Sullivan attended the Elder Services open house, the ISAC Spring School of Instruction, the Iowa City Area Chamber of Commerce Board of Directors meeting, a Consortium on Successful Aging meeting, Prairie Preview, and the JCCOG Urban Area Policy Planning meeting.
Harney attended the Military Affairs meeting, the ISAC Spring School of Instruction, a State Senate Subcommittee meeting on Senate File 90 Emergency Communications Funding, Prairie Preview, the North Liberty Chamber of Commerce meeting, and the JCCOG Urban Area Policy Planning meeting.
Adjourned at 10:27 a.m.
Attest: Tom Slockett, Auditor
By Casie Kadlec, Recording Secretary