MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
JANUARY 10, 2008
TABLE OF CONTENTS
Page
Board of Supervisors: Health and Human Services Building Parking Ramp......................... 1
Board of Supervisors: Appointments to the Trails Advisory Committee............................... 5
Reports and Inquiries from the Board of Supervisors........................................................... 6
Chairperson Sullivan called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 5:57 p.m. Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
Facilities Manager David Kempf said that there was discussion about designing the parking ramp to accommodate a third level in the future. Kempf said he has cost estimates for that, as well as for what it would cost to build the three level structure from the beginning. Kempf said that the additional cost for designing the building to be able to add a layer later would be $360,000. Kempf said that $105,000 would go for the footing underneath the structure, about $250,000 would go to the structural changes within the parking ramp and about $5,000 in design.
R. Sullivan asked how many spots would be added through the third floor. Kempf said that would gain about 120 spots. Stutsman said they already got a bid out for the parking ramp. Kempf said they did not put the bid out. He added they are currently designing the ramp for two levels. Kempf said that Harney brought up the question of what would it cost to design the ramp to be able to add a third level to it later. Kempf said that if they would like to consider having a third level in the future they need to determine this as soon as possible because the footings would start to be installed on January 21, 2008. M. Sullivan said that they did the footings as an alternate when bidding the building. M. Sullivan said they bid the Health and Human Service Building as an alternate to that they also bid the footings for a two level parking structure. Kempf said that the discussion is about what would need to be added to be able to put in the footings for the possible addition of a third floor in the future. Stutsman asked if this would be included in the cost. Kempf said this would be in additional to the $2.4 million cost for the two-level parking structure. Kempf said that if they would go ahead and build a third floor that would cost an additional $1.8 to $2 million.
Harney said that he brought up the issue about adding a third floor because the Armory has been pushed back again. Harney said that if the County does not get the Armory property which was planned to be used for employee parking, the County would have a hard time providing space or renting parking spaces to employees to park closer to the work site. Harney said that there is not a lot of parking available in the area and if the right footings are in place they could add a third level in the future or build it from the start. He added that they should not end up like the Jail where there is no opportunity to add another level if need be. Harney said that if they would get the Armory property a third floor might not be needed.
R. Sullivan asked how many spots the 2-level ramp would provide. Kempf said there would be a total of 270 spots. Meyers asked if they are gaining another 120 spots by adding a third level. Kempf said that is true. Stutsman said that there would be almost 400 spaces with a three-floor parking structure. Kempf said that there is a definite possibility that there would not be a need for those spaces right away and they could be leased. Kempf said that by leasing those spots to the public or the University of Iowa they could get around $75,000. County Treasurer Tom Kriz said that there is a chronic need of parking. He added that as long as the City continues to let the high rise apartment buildings to be built without adequate parking there is a need for parking. Kriz said that a couple of times each week they get inquiries about whether the County is going to have spaces to lease. Kriz said there is a definite need for parking. Stutsman asked if anyone cost out the additional revenue. Kriz said that by renting 50 spots at $75 that would give an income of about $45,000 per year.
Stutsman asked if anyone talked with the City about the traffic situation with 300-400 cars coming out of that ramp at 5 PM. Kriz said he did not have such discussions. He added that Kempf mentioned that the City plans to meter the street by the Health and Human Services Building. Kempf said the City is going to meter the street. Kempf said that the City’s only requirement was that they did not want the cars to exit directly onto Benton Street, and that is the reason for having the exit on South Dubuque Street. Stutsman said that they would need to have a discussion with the City before moving again because the project gets bigger and bigger. She commented that she is wondering if the infrastructure would be able to handle what is being proposed. Kempf said that in the many discussions with the City about building the two-level ramp they said that unofficially they wanted to encourage the County to pursue building a parking structure because they have the same feeling that parking is inadequate.
Kempf said that if they decide to lease the parking they could target the long-term parker, students who need a place to park and only use the cars on the weekends. Kempf said that leasing spaces would not pay for the additional level, but it would generate a revenue spring for the maintenance of the parking facility. R. Sullivan asked if by doing this they would need to pay taxes. Kriz said that it would be based on a percentage of that, similar to the Fisher Building. Harney said that he is concerned that if they would build a three-level ramp that it would take away the face of the Human Health and Service building. Kempf said that they should not go any bigger than three levels, and added that having three levels would not affect the aesthetics of the facility.
Neuzil said that cost is a very important element and the Board is currently stomaching the idea of spending $2.4 million on a two-story parking ramp. He said that the long term thought was that there would be the ramp on that side of the street and the Armory would resolve some of the parking on the other side. Neuzil said that if they are able to build an additional ramp it would likely mean that they will not have to pay, down the road, for extensive parking where the Armory is. Neuzil said that it is one of the things when you pay now or you pay later. Neuzil added that the question would ultimately be if the Board would increase the cost of the ramp with another million dollars. Neuzil said they need to sit back and think about it more, determine the implications it might have on the traffic on South Dubuque Street. Neuzil said the City is looking to the South as far as the Downtown revitalization, and there would need to be more parking. Neuzil said the University is talking about adding a mega parking lot down the street from the courthouse that could resolve a lot of the student issues. Neuzil said that it seems like a lot of money to add an extra floor, but maybe they could just compromise on adjusting just the footings.
Harney said he would at least like to see the footings done so that a third floor could be added in the future if needed. R. Sullivan asked what is the approximate number of people that would work in the Health and Human Services Building. Kempf said there are going to be around 155 employees. Kempf said there are 165 designated offices, but they would not all be used. Kempf said they asked the departments to do projections on future needs, and the building was designed based on those projections. Kempf said he does not know how soon the departments would actually fill the offices. Kempf said that he based the computations for parking needs on 165 employees.
Stutsman said that if she was at home watching the meeting she would wonder why they are proposing building a 400 spaces parking ramp for 165 employees. Kempf said that if there are 150 in the building that is 75 people per floor, and could potentially add another 75 people into that building which totals 225 employees. In addition, Kempf said, there is a certain percentage of public spaces required for the public. Kempf said that there are also the parking needs for the Administration Building. He noted he would like to have all the parking in front of the Administration Building be public parking, and have no reserved spots for employees there. Kempf said these are the reasons for looking at overbuilding the ramp.
Harney asked how many spaces would be lost from the City Carton and the Car Quest parking lots. Kempf said the Car Quest would continue to be a surface parking and green space. Kriz said the idea was not necessarily to encourage going with the third floor, but just to give an estimate of how much that would cost in the future, or how much it would cost to prepare for the third floor if ever needed in the future. Kriz said that in comparison to buying another property for parking, reinforcing the footings would be a moderate cost. Kempf said that this is the time to consider having the possibility to expand the ramp in the future, and is a topic that needs to be discussed. Kempf said that if a third floor might be needed in the future the footings to support that would need to be put in place now. Meyers said they would not have to add a third floor now. Kempf said that is true, but the footings need to be designed and built to accommodate a third level. Meyers asked if there would be additional surface parking outside of the ramp. Kempf said there would be two rows of parking between the Human Health and Service building and the ramp.
Harney said the fire lanes would run in front of the building. In regard to the National Guard Armory, Harney said that as soon as they get notification that they can build they let their bids, and the construction would take a minimum of 18 months plus another six months to prepare their current place to be vacated. Harney said the County could get the property approximately two years after the Armory is approved to start the construction.
Neuzil asked what the estimate is for doing the footings for the third level. Kempf said the additional cost for designing the footings, to be able to add a third layer in the future, would be $360,000. Kempf said that $105,000 would go for the footing underneath the structure, about $250,000 would go to the structural changes within the parking ramp and about $5,000 in design. Neuzil asked if the total amount is $360,000, or the cost of structural changes is adding to that $360,000. Kempf said the total is $360,000 and he is just breaking that out. Neuzil said the discussion is whether the Board wants to spend the additional $360,000. Meyers said that the expense would actually be $105,000 for reinforcing the footings. Meyers noted that the additional $250,000 would come in if they would actually build the third floor. Kempf said that is true. Stutsman asked if they discussed with an engineer and determined that a third floor could be added. Kempf said that is true. Harney said they could build a third floor if they put the footings on. Meyers said the $105,000 is in addition to the expected cost of the Human Health and Service Building. Kempf said that is true. Kempf said that instead of the current cost of $105,000 for the footings they would add another $105,000 to increase the strength of the footings to accommodate a third floor. Neuzil said that it does not make sense to go with $105,000 and not add the rest of the money and build the third floor. Stutsman said they should touch base with the City first. Stutsman said the City is talking about building another ramp in the area. Stutsman said they need to have communication with the City and see if the County’s plan would fit in with their plan. Kempf said the City has seen all site development plans. Kempf said the City approved the idea of having a two level parking ramp. Kempf said he would go and discuss with the City the impact that a third level would have. Neuzil said that the Board does not want to get in the situation where they invest for a third floor, and the City does not approve the additional level.
Stutsman said that she attended a Local Government Affairs meeting and the topic of discussion was the Joint Communications Center. Stutsman said there were some people concerned about the tax burden coming to the tax payers. Stutsman said that it all adds up for taxpayers. Kempf said he wanted to make sure that the third level issue is at least considered. Stutsman said that long term there would also be a bond for the jail building, and everything adds up, and they need to remember that the cost is passed on to the taxpayers. Kempf asked if he should talk with the City and get back on the Board’s agenda. Neuzil said that the Board also wants to hear from the public and what they think about adding a third floor. Neuzil said that the price for the Human Health and Service Building is high enough already and hard to stomach. Meyers said the third floor is 50% more than the other two floors. Kriz said it is not linear in cost. Kempf said the higher the building the more expensive the cost per space is. Meyers said the third floor would add 120 spaces. Kempf said the third floor would add between 100 and 120 spaces. Executive Assistant Mike Sullivan asked if the estimate cost for leasing a space is $75. Kriz said that $75 a month is what the newer City ramps are currently charging. Kempf said that leasing the spaces out would never pay for the third level. Kriz said that is true. Stutsman said that leasing some spaces would at least pay for the maintenance of the ramp. Kriz said they are looking long term, and do not want to get to the point of having to buy another property for parking. Stutsman said the increasing gas price could affect the commuting patterns. Kriz said they had meetings with the Parking Committee and determined that they are at a point when they would need to charge for parking in the area. Kriz said that has not discouraged anyone from driving the cars. Stutsman said they have not charged yet because people do not pay to park in the Administration Building parking lot.
R. Sullivan said that Kempf would meet with the City. R. Sullivan asked if they want the item back on a formal or informal agenda. Stutsman said she would prefer to discuss it in the informal meeting. Neuzil said that is true. R. Sullivan said the item would be on the informal agenda and asked Kempf how that would affect the timeframe. Kempf said that they would still have time to decide and apply the decision. R. Sullivan said that in two weeks Kempf would still have time to make the appropriate construction changes. Kempf said that is true. Kempf said they already selected to do the footings for a two-level structure. Kempf said they are scheduled to start the footings on January 21st, 2008 but they would do the building first and then move to the ramp. Assistant County Attorney Andrew Chappell said that ultimately someone would have to approve a change order. Kempf said that is true, but the change order would not be for the full amount, and just for $105,000. Chappell said that is true and added that they have already bid out $105,000 for the footings for a two-level structure. Chappell asked if Kempf has the authority to approve change orders. Kempf said that is true. Stutsman said that there was a limit on the change orders. Kempf said there was no limit set up, but he would make sure that all supervisors are informed about the changes. Kempf said the contractor can not proceed with the changes unless it is signed off by himself and the architect. Chappell said that no one would do extra work until a change order is signed.
Harney asked when would they start putting the footings in. Kempf said they are scheduled to start on January 21, 2008. Harney asked if they would only do the footings for the building. Kempf said that he already discussed with the contractor to let them know that the Board is considering reinforcing the footings. Kempf said they would start with the building and then move to the parking ramp. Meyers said there is far more work in the building and they would need to get that moving first. Kempf said that is true.
R. Sullivan noted that of the three applicants, only Dr. Richard Walton was a rural resident and eligible to be appointed to the Trails Advisory Committee. Stutsman said she has nothing with Walton’s application, but there is only one female in the gender make up of the committee. Meyers said that they just added a new female to the committee. Stutsman said they have advertised the position, and had to personally solicit people to apply. Stutsman said they did not get a good response. Meyers said that Walton is an officer of Bicycles of Iowa City. Meyers said that the women applicant was appointed to the Conservation Board. Meyers added that she has strong grant writing skills, which is something that the committee lacks. R. Sullivan said that only one people is qualified for appointment on the Trail Advisory Committee and they would need to decide whether they move forward or re-advertise.
Chappell said they have had a lot of trouble getting residents to apply. He added that this is a committee solely of the Board’s making, and if the Board needs some spots that are not restricted to rural residents there could be applicants for those. Chappell said there is nothing that could stop the Board from changing the make-up of the committee. Chappell said the committee is set up through resolution. Chappell said the Board should consult with the committee itself before doing any changes just out of deference to the people already appointed. Stutsman said there is another board they are having trouble finding people to apply and it was suggested to reduce the number of people on that board. Stutsman said that it is getting harder for people to consent to be on these boards and commissions. Chappell said that there are a lot of people applying for the Trails Advisory Committee, but they do not meet the parameters, and the Board could add some at-large positions.
R. Sullivan said he would contact the chair of the Trails Advisory Committee and ask them to put this issue on their next agenda. Harney said the Board set up the initial guidelines and if they want to change them it’s up to the Board to do so. Stutsman agreed. R. Sullivan said that he would like to have the committee discuss the issue and give some feedback. Harney said that if there are applicants, why not fill the committees. Neuzil said that he is comfortable moving in with Walton. Neuzil said they could communicate with the committee and determine if they would like to see some additional people in the committee. The Board moved forward to appoint Walton to the Trails Advisory Committee.
Neuzil reported that the County has completed its final pledge to the Englert Theater. He met with Medical Examiner Administrator Michael Hensch and attended an Agribusiness-Bioscience Breakfast Meeting. He will hold a listening post January 11, 2008 at Taste of Melrose in University Heights and on January 15, 2008 at Corridor Coffee in North Liberty. Next week he will attend an ISAC Leadership Conference in Des Moines.
Stutsman met with Planning and Zoning Administrator Rick Dvorak and County Engineer Greg Parker. She attended the Chamber’s Local Government Affairs Meeting.
Harney attended Planning and Zoning site visits and met with Dvorak. He attended a Chamber Elected Officials Meeting and the Agribusiness-Bioscience Breakfast Meeting. He met with the East Central Iowa Council of Governments (ECICOG) Budget Committee and attended a welcome reception for Public Health Director Doug Beardsley. He met with a FEMA representative to discuss relief from the December ice storm.
Meyers attended an AARP meeting with state legislators, met with Medical Examiner Administrator Michael Hensch, attended a Trails Advisory Committee meeting, attended Planning and Zoning site visits, and attended a Chamber Elected Officials Meeting.
R. Sullivan thanked the Johnson County residents who attended the caucuses. There is a groundbreaking for the Secondary Roads/SEATS Facility on January 14, 2008 at 1 p.m. Supervisors are working on legislative issues. He noted that anyone making under $40,000 a year in the County is eligible for free assistance with tax preparation.
Adjourned at 6:51 p.m.
______________________________________________________________________
Attest: Tom Slockett, Auditor
By:
On the _______ day of _____________________, 2008
By John Deeth, Recording Secretary
Sent to the Board of Supervisors on February 20, 2008 at 9:39 a.m.