MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
APRIL 5, 2007
TABLE OF CONTENTS
Page
Public Health Director Ralph Wilmoth and Assistant Director/Disease Prevention Manager Kot Flora: Adoption of the Johnson County Public Health Response Plan as Approved by the Johnson County Board of Health on March 22, 2007....................................................................................................................................... 1
County Engineer Greg Parker: Bids Received for the 2007 Johnson County Dust Control Safety Program; Bids Received for the 2007 Seed and Fertilizer Program; Bids Received for the 2007 Bituminous Resurfacing Program (Various Locations); and Quotes Received for the Purchase of One Motor Grader Replacing a 1997 Oshkosh With 5700 Hours of Operation..................................................................................................................... 2
North Liberty History Committee Members Mary Kay Mitchell and John Christensen: Request for Financial Participation in the Amount of $5,000 ($1,000 Per Year For Five Years) for a Vision Iowa Community Attraction and Tourism Grant for the Adaptive Rehabilitation of the 1908 Italian Revival Victorian Ranshaw House Located at 515 West Penn Street Into a Welcome and History Center for the City of North Liberty........................................ 5
Executive Assistant Mike Sullivan: Approval of Law Enforcement Town Contract for the City of Oxford 8
Burns and Associates Project Developer Tracy Falcomata: Request for Written Consent by the County to Permitted Mortgage by and Between the Johnson County Permanent Supportive Housing Limited Partnership and the City of Iowa City, Iowa, Relative to Melrose Ridge Leasehold Parcel............................................. 8
Discussion: Appointment to the Johnson County Compensation Commission for an unexpired Term Ending December 31, 2007................................................................................................................................ 9
Reports and Inquiries from the Board of Supervisors............................................................... 10
Chairperson Harney called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:20 a.m. Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
Public Health Director Ralph Wilmoth said how much he appreciates having the laboratory colleagues at the meeting and in the County. The public health lab for the State of Iowa is located in Johnson County, therefore, when Johnson County has outbreaks or need quick testing, it is really convenient.
Wilmoth explained that Public Health has been involved in many disaster response planning activities. Public Health has numerous plans that are constantly evolving. He said that Harney has helped with the Pandemic Influenza Response Plan. Wilmoth said that Assistant Director/Disease Prevention Manager Kot Flora is the primary person in the department that is responsible for Public Health disaster planning.
Flora said that when the Board approved version one of the Pandemic Influenza Response Plan last year, the Board discussed how the plan was really an all hazards approach and how it could be scaled appropriately for whatever the situation is. Public Health, for example, used the Response Plan with the mumps last year. So, the plan has been shown to work in practice. This year, Public Health is asking for an approval of the updated plan including minor changes. The previous version listed contact people and information that is now out of date as that information has changed. Flora recommended taking that information out of the body of the plan and putting it in an appendix that could be easily updated without having to go through the process of getting the Board’s approval. In addition, the new policy specifies the legal backup that they would have such as the County Attorney’s Office. They also determined that the plan would be formally updated every three years unless immediate changes are necessary. The plan also now references the Board of Health’s Isolation and Quarantine rules rather than the State of Iowa’s rules due to the fact that there are local rules.
Stutsman asked where the plan can be viewed. Flora replied that they would like to put the plan on the web but have not yet done so. The appendices and plan are public information. The plan will be available either on the web or at the County Attorney’s Office, she said. R. Sullivan said it is interesting that something that was not an issue when Flora first started at the County now takes up so much of her job time. Flora agreed, saying that when she started, Public Health was working on Swine Flu and the vaccination for it. Wilmoth added that in August 2001 Public Health wasn’t engaged in disaster response planning formally, but after September 2001, the whole world of Public Health changed. Due to this increase in responsibilities, the Department has and will again request more staff. The Board agreed to add this item to next week’s formal meeting agenda.
County Engineer Greg Parker said the County annually renews the dust control program. They are now taking bids for the application of calcium chloride for dust control. They received a bid from Binns and Stevens Inc. of Oskaloosa, Iowa and another from EnviroTech Services based in Greeley, Colorado. EnviroTech came in as the low bidder at $177,397.50, and Binns and Stevens proposed $179,550.00. EnviroTech is a company that hasn't done business with Johnson County in the past, but Parker has had many conversations over the phone with EnviroTech over the past couple of days. There is a level of assurance that this firm will be able to accomplish and follow the specifications in the guidelines. EnviroTech is relativity new to the Iowa market, but EnviroTech does have experience with other states and other counties. Therefore, EnviroTech has the equipment and the staff to get here and get this completed. The company plans on having a subcontractor assist them. In any case, both bids are very close in price range. This is why bids are done because Johnson County wants to be competitive and make sure that Johnson County contractors are being honest as far as minimally increasing the bids based on what Johnson County can get the best bid for. Secondary Roads recommended proceeding with the responsible low bidder, EnviroTech Services for a total of $177,397.50. Both bids were actually a little under the Engineer’s estimate of $181,125.00.
Harney clarified that the second bid was about $2,000 over the first bid. Parker agreed. Harney asked if Greeley, Colorado provides these services through a local contractor. Parker stated that EnviroTech Services has informed the County Engineer that they are planning on subcontracting out the trucking activities to Franzen Trucking Company out of Muscatine Iowa. The County Engineer has spoken to the contractor and they do have the necessary trucks available to be able to maintain Johnson County’s guidelines. Johnson County guidelines state that the company must have enough trucks available to put down a minimum of 30,000 gallons per day, and Franzen Trucking Company has assured the County that this will not be a problem. Harney asked if this would be the same process for the private individuals that would like to take care of the dust control in front of their homes. Parker said yes, though private individuals do not have to go with this company. They can utilize Binns and Stevens or Johnson County’s contractor at the bid price or even with another kind of material for dust control. Stutsman asked if this bid has increased considerably from the previous year. Parker thought the bid went up approximately three cents per gallon. Last year Parker remembered it was $0.64 per gallon, and this year it has gone up to $0.68 per gallon. Obviously the fuel prices have gone up considerably and the prices of fuel in the future is always tough to predict. Still, Parker believed Johnson County is getting a good, reasonable bid. The Board agreed to put this item on next week’s formal meeting agenda.
Regarding the seed and fertilizer program, which is annually bid for, Parker said the County sent out more bids than they received. They received seven bids but had to deny one because it was late. The lowest responsible bidder was Mark Seed Company out of Perry, Iowa at $21,165.00. The high bidder was Naylor Seed out of Scotch Grove at an amount of $29,493.50. There was a wide range of bids. The lowest responsible bid is still lower than what the County Engineer had anticipated. The County Engineer had anticipated the bid to be $21,790, therefore, the lowest responsible bid is 97% of the anticipated bid.
R. Sullivan noted that Stutsmans Incorporated’s bid was $22,000. Therefore, for under 5% more of the cost mean the County could buy locally. Therefore, if Johnson County had to buy local policy it would allow Johnson County to do things like this. He thought they should try to stick with a local business if possible.
Harney mentioned a previous contract with a company that delivered a large amount of seed all at once. But, then they went with a delivery on an as needed basis. He wondered if delivery would be a problem. Parker explained that when Johnson County had first ordered from Mark Seed, the company was under the impression that they were to deliver the whole amount, which was not the case. Now, they are very clear on what is needed and when. Johnson County could very well reasonably request 1,000 pounds of a bid item that has 5,000 pounds in it. Therefore, Mark Seed does understand that this is how Johnson County purchases their seed and that Johnson County will not be buying in bulk. Stutsman asked Parker to confirm that they have a policy of checking the seed to be sure it is what they ordered. Parker confirmed this. He said that Roadside Vegetation Manager/Weed Commissioner Chris Henze is very good at making sure that the County is getting exactly what they are paying for. The Board agreed to put this item on the agenda for next week’s formal meeting.
Parker said the County is renewing the contract for their Bituminous Resurfacing Program, which is at various locations throughout the Johnson County area. Parker stated that the County Engineer received one bid for this, which is very typical of past years. They sent out several bids, but the County Engineer only received one of these bids back. The lowest responsible bidder, which in this case happens to be the only bidder, is L.L. Pelling and their total bid estimate is $399,590. This estimate is a little under the County Engineer’s estimate based on the numbers that the County Engineer was anticipating because the bitumen for this material has gone up considerably over the past couple of years. The asphalt material suppliers are almost making it noncompetitive for bituminous activities and making other entities look at portland cement concrete as opposed to asphalt. Here, they are looking at a seal coat, but the cost of oil has gone up so much to make this nearly cost-prohibitive for the future. Secondary Roads recommended that Johnson County proceed with this contractor. The Board agreed to add this item to the agenda for next week’s formal meeting.
Regarding the purchase of a motor grader to replace a 1997 Oshkosh truck with 5700 hours of operation on it, Parker clarified that an Oshkosh is a truck with a blade underneath the truck; it is not a motor grader. It is a single axle dump truck. The prices however, are probably not dictating the standard use for Johnson County’s operational needs. The County Engineer is finding they can get a motor grader to do the same functional activities as the Oshkosh for considerably less money. For example, to replace the Oshkosh right now, it would cost $250,000 to $270,000. Johnson County is planning on trading a truck as part of the deal. The lowest responsible bid is $178,875, which includes the truck replacement. Therefore, the recommendation from Secondary Roads would be to proceed with Martin Equipment at the quoted amount of $178,875.
Harney asked if Secondary Roads plans to replace that truck. Parker said the department can actually do more with a motor grader than they can do with the Oshkosh. The current Oshkosh was effectively a backup truck for Secondary Roads. Therefore, Secondary Roads would be replacing the Oshkosh. But the Oshkosh was used for the motor grader option because it had a belly plow. From an operational stand point Secondary Roads can get a lot more function out of a motor grader than they can with a truck. In the future, Secondary Roads would be interested in replacing the truck with a triple axle dump truck.
Harney stated that 570 hours doesn’t sound like a lot, but wondered what that is in mileage. Parker stated that it is tough to put a number on that. Parker said Secondary Roads can run an Oshkosh for eight hours in a blading function. An Oshkosh will run out to the job site at the speed limit and then that truck would run six to six and a half-hours blading at maybe 25 miles per hour. Parker went on to add that the Oshkosh was also used for snow removal operation, for the delivery of sand and salt. Therefore, it varies on this type of equipment. For example there is no mileage on a motor grader; motor graders are figured by hours. The hours on this particular vehicle are comparable to the other vehicles that Johnson County has traded in the past. There are several thousand hours on an engine and several thousand hours on a transmission before they have to be rebuilt. The County has already shared on its part of mechanical activities on this particular vehicle. The vehicle is ultimately ready to go.
Parker stated that this is an informational item for the Board of Supervisors due to the fact that this has already been approved for next year’s budget. Parker added that Secondary Roads is going to order the vehicle in advance due to the fact that it won’t be delivered until the next fiscal year, which would be in the late summer sometime. Therefore, this is out of Secondary Roads Fiscal Year 2008 budget.
Harney called the next item of business from the City of North Liberty to request financial participation in the amount of $5,000 for the Vision Iowa Community Attraction and Tourism Grant for the Adaptive Rehabilitation of the 1908 Italian Revival Victorian Ranshaw House located at 515 West Penn Street. Mary Kay Mitchell began by introducing herself and John Christensen, both of whom are co-chairs of the North Liberty History Committee. The 1908 Italian Revival Victorian Ranshaw House is an existing house that is located just north of the North Liberty Community Center that North Liberty acquired as part of the property needed for additional parking.
Christensen said the house is owned by the City of North Liberty, which helps a lot in renovation due to the fact that the City doesn’t have to go through the process of buying the house from someone else. The house was built when a farmer had enough money after having a large farm of 400 acres just west of North Liberty. When it was built it was the most modern house in the area. The house was heated by water and the owner even had a generator for electricity. Now the house is in the center of North Liberty. There are very few such old houses left. It is already in an appropriate location to be used as a visitor’s center due to the fact that it is already located in the center of town. Christensen went on to explain that the North Liberty History Committee plans to renovate this house. The house is a story of an American entrepreneur, an Englishman that came to North Liberty in 1854 by the name of John Ranshaw. Ranshaw became a successful farmer who had eight children. It is an American story in that during the Great Depression the family lost the house, but the house still remains there. Even some of the grandchildren are still living in the area. Christensen added that this is why the North Liberty History Committee is interested in renovating this particular house.
Mitchell said that the home had been used as a daycare center, but more recently it had been rented as a residential rooming house. Christenson said that the house might look bad on the outside but is beautiful on the inside. Mitchell added that the inner structure of the house has a very open floor plan as opposed to some old houses that have little tiny rooms. Therefore, this house lends itself to public activities. The house is in good shape and once the outside of the house is painted the house will be beautiful all over. Christensen added that when Ranshaw owned the house he had several daughters that were all married at the house. One of the daughters had a large wedding of 80 people that were all able to fit into the house and still see through the house to where the wedding was. This is maybe something that the North Liberty History Committee may want to consider in the future, renting the house out for weddings and other parties.
Mitchell explained that the farmhouse is located on Penn Street at the interchange from I-380, which goes into North Liberty and on to Coralville Lake and the Lake MacBride area. Therefore there is a lot of traffic by this location already, so as a welcome center it is already in a prime location. Christenson said that the North Liberty History Committee is also working to place the home on the National Register. The cities of Iowa City and Coralville are rich with building on the National Register, but there are only about two or three buildings outside the Iowa City and Coralville area within the County that are on the National Register. Mitchell said that the North Liberty History Committee is working with the Johnson County Historical Society. The Johnson County Historical Society will be giving the North Liberty History Committee the provisional advice when it comes to setting up the displays due to the fact that the North Liberty History Committee is only made up of volunteers. Christensen said the Johnson County Historical Society has asked townships and cities to provide displays on their history and North Liberty is the first town to do this.
Stutsman stated that the Johnson County Board of Supervisors has supported projects in the past through this process. Stutsman wanted to clarify that there is the understanding that the Board doesn’t allocate dollars if the Vision Iowa grant isn’t approved. Mitchell replied that the North Liberty History Committee is aware of this policy. Stutsman stated that she is not sure what the North Liberty History Committee plans are if the grant isn’t approved. Mitchell replied that it is yet to be determined.
R. Sullivan asked what the total amount is that the North Liberty History Committee is asking from Vision Iowa. Mitchell stated that the North Liberty History Committee is asking for $160,000 from Vision Iowa. Mitchell explained that the rehab of the house itself is estimated at $290,000. The total cost of the project is $530,000 due to the need for additional overflow parking. There will be the heritage gardens which were typical during this time period, a pavilion for small community events, and a gazebo for individuals to observe the gardens. The whole site will be brought into a period look. The reason the City of North Liberty had originally purchased the land was for the additional parking, therefore, the overflow parking is something that has to be done. Christensen added that the City of North Liberty had originally planned to tear the house down to make room for the additional parking.
Meyers noted that the North Liberty History Committee also listed a 20 kilowatt wind generator and asked if Mitchell could explain this. Mitchell replied that the architect has informed the North Liberty History Committee that the 20 kilowatt wind generator would be sufficient to generate enough power for the uses of this building plus some to sell back to the power grid. Therefore, for operating costs in the future, the wind generator will be a real asset. Geothermal heating and cooling is also apart of the project. Therefore, the house will be an energy efficient operation. Christensen added that this is if the North Liberty History Committee gets all of the money that they have requested which is $500,000.
Stutsman asked if the North Liberty History Committee is doing private fund raising. Christensen stated that the North Liberty History Committee has not yet started doing private fund raising. Mitchell added that there are in-kind contributions, but there isn’t an actual capital campaign. Mitchell stated that it is difficult for a welcome center to do a capital campaign. There will be City offices on the second floor of the welcome center, therefore, the North Liberty History Committee is hoping that the City will consider the welcome center to be one of the City’s buildings due to the fact that the city is in need of more office space. Christensen added that the City of North Liberty had just become a partner of the Johnson County Community Foundation, therefore the City will be working with the Johnson County Community Foundation to start developing projects like this. The City of North Liberty had just joined the Johnson County Community Foundation less than a week ago. Stutsman asked if the City of North Liberty is buying up the land that surrounds the house. Mitchell stated that the City of North Liberty has had it for a number of years, at least five years. During this time the City has been renting the house out. There is also a daycare center on the property, which is a separate building that is located near the community center, which will also go in the future.
Neuzil stated that it seems like a great project. Neuzil clarified that the North Liberty History Committee's request is for the County to give $1,000 each year for five years assuming the grant from Vision Iowa is approved. Mitchell concurred. Harney stated that this money would come out of the General Basic Fund’s grant portion. Mitchell added that the North Liberty History Committee does greatly appreciate the Johnson County Board of Supervisors support.
R. Sullivan said that it is interesting that in the City of North Liberty something that is considered to be old was built in 1908. R. Sullivan stated that he has had the opportunity to attend senior dining in North Liberty and it is really interesting speaking with individuals that have lived in the North Liberty area their entire lives and have seen all of the changes. The idea of someone trying to capture some of these changes is a really good idea. Meyers said he has always been a big supporter of saving things like this rather than tearing them down. Stutsman agreed. The Board agreed to put this item on a future formal agenda for approval.
Christensen noted that he is a member of the Johnson County Historic Preservation Commission and in January he was elected as Chairman of this committee. One of the things that the Johnson County Historic Preservation Commission is doing is a barn project where they are taking inventory of all of the barns within Johnson County. Christensen stated that it is a very slow project, but eventually the Historic Preservation Commission will have them all. Christensen said that the Johnson County Historic Preservation Commission is also working with the other historical societies and organizations within Johnson County. The Historic Preservation Commission hasn’t done a lot of this in the past, but it is a priority of this commission due to the fact that there are so many new members. Christenson thanked the Johnson County Board of Supervisors for appointing the new members and said that the Commission looks forward to working with the Board. Stutsman stated that she would like the Historic Preservation Commission to come in and give a report on what the Commission is doing. Christenson stated that he would be more than willing to do so.
Harney stated that County Sheriff Lonny Pulkrabek will not be able to attend the meeting today, therefore, Executive Secretary Mike Sullivan will be going over the law enforcement town contract with the City of Oxford. M. Sullivan stated that the contract is for 15 hours per week of law enforcement service at a rate of $27.00 per hour, which is a total of $21,060 for the year. M. Sullivan said these payments are made in monthly installments to the County. Other than this there is nothing else that has changed in the agreement since the previous agreement. The Oxford City Council has already approved the agreement. The Board agreed to put the agreement on a future formal agenda for approval.
Burns and Associates Project Developer Tracy Falcomata began by stating that Burns and Associates are the architects for the Johnson County Permanent Supportive Housing Limited Partnership. The Johnson County Permanent Supportive Housing Limited Partnership is currently leasing land from the County to build 18 units of affordable housing for individuals with disabilities. As part of the lease there is a process for any mortgage on improvements on that land to be approved by the County, which is why Falcomata is here today. Burns and Associates has a mortgage with the City of Iowa City for home funds, which is for the amount of $275,000, has been awarded to the project. Assistant County Attorney Andy Chappell has been working with the attorneys for the city and for the limited partnership and they have all drawn up this mortgage document. They need the Johnson County Board of Supervisors approval and consent of the mortgage.
Stutsman stated that this is part of the process that the Board of Supervisors had entered into. She said that Burns and Associates has another home loan with the State of Iowa, which will be following this loan. If anyone has driven by the Melrose Ridge Apartments one can see that both buildings are now enclosed and they are moving along with construction. Typically, these agreements and mortgages are put in place a little early in the project. Burns and Associates is trying to insure that everything is legal. Falcomata added that as far as the construction aspect of this project everything is going great and Burns and Associates is hoping to start to open earlier than they had originally anticipating.
Harney asked if Chappell is working with this. County Attorney Janet Lyness replied that she has spoke with Chappell and Chappell has reviewed it as well, as this was anticipated as included in the lease. Lyness stated that it looks fine to them and that they have no problems with it. Harney stated that he does have a couple of questions, but he will check with Chappell on those questions before next week. Harney stated that this item would be added to the agenda for next week’s formal meeting.
M. Sullivan stated that the Compensation Commission has five vacancies and one new application from Renee Hanrahan. They will continue to advertise. M. Sullivan said he isn’t sure if Hanrahan is a representative of a city or town. He thinks she represents town property. M. Sullivan stated that this is one position that is typically very difficult to fill. Stutsman stated that Hanrahan’s address isn’t in town. M. Sullivan stated that her address is Solon, Iowa. R. Sullivan stated that the address is rural and Solon is just her mailing address. R. Sullivan stated that one could live anywhere and own the property in the middle of Iowa City. Stutsman stated that this has to be looked into. M. Sullivan confirmed that she does qualify for one of three types of appointments to the Compensation Commission.
Stutsman asked if Hanrahan had responded to the vacancy from the advertisement. M. Sullivan said yes. Stutsman noted that the Compensation Commission is always a very difficult board to fill due to the fact that there are a lot of openings and they are very specific. Stutsman stated that she is glad that Hanrahan was willing to put her name in the hat. Lyness replied that the Compensation Commission is a committee that is set up for when there are disputes over how much the County should pay for land. They determine the value of land.
Stutsman stated that the Compensation Commission doesn’t meet regularly, but they do meet as needed, therefore, an individual can be on the Compensation Commission Board and may not be called for services except for once or twice during the year. Lyness agreed. Lyness added that if the County is trying to condemn land for a building or a road, the Compensation Commission would get involved at that time if there is a dispute over the price and an agreement can’t be reached. Most of the time the County is able to reach some kind of agreement with the property owner, therefore, the Compensation Commission services aren’t needed very often.
Harney explained that the Board has utilized the Compensation Commission for Secondary Roads projects where the County needed additional land and there was dispute of what the value of the property was. The Board of Supervisors has utilized the individuals on the Compensation Commission to help make the decision on what the property values actually are. Lyness added that some of the requirements are that the Compensation Commission must have a member who is in real estate, therefore there are a variety of different occupations and ownership required for this because the Board does want to get a cross section of the community and individuals that are knowledgeable. Lyness added that she believes that Hanrahan is actually an attorney and she was a police officer in Cedar Rapids before she went to law school. Therefore, the Compensation Commission is made up of a variety of people who bring different perspectives to how much the County should have to pay for property if the County can’t reach an agreement with the landowner. The Board agreed to appoint Renee Hanrahan at a future formal meeting to the Compensation Commission for an unexpired term ending December 31, 2007.
Neuzil attended a Trails Advisory Committee meeting. Neuzil will be having a listening post at the Waterfront Hy-Vee in Iowa City on April 6, 2007 at 7:30 a.m.
Stutsman attended a meeting regarding the contract for the Linn County Juvenile Detention Facility, Planning and Zoning site reviews, the AARP forum, the Trails Advisory Committee meeting, and the Sensitive Areas Ordinance work session. Stutsman also met with constituents on road issues.
R. Sullivan attended Planning and Zoning site visits, the meeting regarding the contract for the Linn County Juvenile Detention Facility, a Local Food Initiative meeting, a Chip Seal Road Policy meeting, and a Chamber of Commerce meeting.
Meyers attended the AARP meeting, Planning and Zoning site visits, a Local Food Initiative meeting, and the Iowa Resource and Conservation Development meeting.
Harney attended the East Central Iowa Council of Governments Board of Directors meeting, the East Central Iowa Council of Governments Policy Committee meeting, Planning and Zoning site visits, and a meeting with several county residents regarding zoning and road issues.
Adjourned at 10:16 a.m.
Attest: Tom Slockett, Auditor
By Casie Kadlec, Recording Secretary