MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
AUGUST 7, 2008
TABLE OF CONTENTS
Page
County Engineer Greg Parker: Authorizing the Auditor to Publish a Notice to Bidders Setting a Bid Letting Date of September 8, 2008 at 10:00 a.m. for a Pavement Rehabilitation Project on Curtis Bridge Road South of the Iowa River, Johnson County Project L-CBR-RD--73-52....................................................................... 1
County Engineer Greg Parker: Authorizing the Auditor to Publish a Notice to Bidders Setting a Bid Letting Date of September 8, 2008 at 10:00 a.m. for Grading, Bank Stabilization and Guardrail Replacement on Lake Macbride Shoreline Along Cottage Reserve Road, Johnson County Project L-Cottage--73-52.............. 1
Reports and Inquiries from Executive Assistant Mike Sullivan................................................... 3
Reports and Inquiries from the Board of Supervisors................................................................. 3
Chairperson Sullivan 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, and Rod Sullivan; absent: Sally Stutsman.
County Engineer Greg Parker said they had initially listed the bid letting for the pavement rehabilitation project on Curtis Bridge Road south of the Iowa River as September 9, 2008 but there is an election taking place that day, so the Auditor’s Office asked that the date be changed to September 8, 2008. He said they make sure the bid contractors know that typically bid openings are on Tuesdays, but they are far enough out that they should have everything in by Monday. Parker said the project is part of the 5 Year Road Program, as approved by the Board during 2008. He said the location is Curtis Bridge Road, which is south of the Iowa River. Parker said it connects to 965, which is north of North Liberty. He said, as part of a development, they have a project agreement with the development which is paying a portion of the construction for the project. Parker said the estimated cost is $423,000. The agreement with the developer is covering almost 25% of the project. Parker said they are excited to get some projects through the system and it is going to be a busy Fall for them. Neuzil commented that the Board was excited about the project as well.
Parker said both the Curtis Bridge Road and Cottage Reserve Road bid lettings will be changed to September 8, 2008. He said when they initially set up the projects he didn't realize that there was an election that day. Parker said they are going to work with the Auditor's Office to minimize their efforts since the Auditor's Office will be busy with elections. He said they also want to shift the day to September 8, 2008 and make sure the contractors are aware they are doing a bid opening on Monday, September 8, 2008 instead of September 9, 2008. R. Sullivan asked if it was the Cottage Reserve Road shoreline project. Parker said that was correct and that Cottage Reserve Road was a project that was not approved as part of their 5 Year Road Plan in the spring of 2008, however was added last week. He added the Board approved it as an addition to the 5 Year Road Program. Parker said the project was one they were working on with the residents. He explained how the project would work financially, which is estimated to cost $108,000. Parker said Soil Conservationist Amy Bouska was instrumental in helping Secondary Roads achieve a $64,100 grant towards the project. He said they are in the process of negotiating their 28E Agreement with the DNR, who will then apply $10,000 towards the project. The difference would then be covered by Secondary Roads. Parker said the two agreements they had brought to the Board earlier has already been discussed, however Secondary Roads is in the process of negotiating the DNR agreement. He said they have decided to get everything through the system. Parker said they were hopeful to get the 28E agreement negotiated with the DNR, as there are a couple of language things they need to work through, and get the County Attorney to address. He said there is another meeting in mid August 2008 to get everything resolved and get the two agreements formally approval. Parker said there will be a bid opening on September 8, 2008 and they are hoping to see favorable bids. He said it is another project they are excited to get through, with more coming.
R. Sullivan said that during the June 2008 flooding, they had to go through the process of a mandatory evacuation of the Cottage Reserve area. R. Sullivan said that, obviously, the residents weren't too happy about being forced out. He said it wasn't a matter of houses being flooded, but rather the water going across the road. R. Sullivan said, as far as he knew, the flooding had only occurred during 1993 and 2008. He said, however, the residents still inquire about raising the road. R. Sullivan said he knew Parker was aware of this and asked why it was not a part of the plan. Parker said when they put the program together, they were only aware of water going over the road once in its history, in 1993. He said shortly after they did so, and after they had received approval for the grant money, the water did go over again the summer of 2008. Parker said, based on the fact it was a fairly substantial event, the chances of it happening again are slim. He said Secondary Roads certainly has a lot of other priorities out there. Parker said, to keep the project moving along, they wanted to accomplish the embankment stabilization activities and the guardrail activities. He said that if the Board feels like in the future this should be a priority added to the 5 Year Road Program, then certainly that is something Secondary Roads could do. Parker said as part of what Secondary Roads is doing currently, he said Secondary Roads didn't want to hold off the project to achieve that request. He said certainly these are things they always look at from mitigative activities. Parker said there were other areas in the County with water going over the road and they have to close them, and it would just be a matter of prioritizing how and what roads they would do first.
R. Sullivan said it is a cost benefit analysis. Parker said it is a costly event. He said the Board knows how much projects cost, and costs for projects are increasing annually. Parker said they are having a difficult time paying for these, as it gets expensive. He said that is something that can be considered for the future, but Secondary Roads did not want to hold off the project because it may have jeopardized the $64,000 they were going to be receiving and they felt it prudent to proceed with the project. Harney said he agreed it was a shoreline issue that needs to be repaired. Parker thanked the Board.
Executive Assistant Mike Sullivan said on he had a couple meetings to remind the Board about. He said August 11, 2008, he coordinated a REAP meeting with the REAP board. M. Sullivan said there was one application for 2008 for a project. He said he has not seen the application yet, but it is going to be coming from North Liberty. R. Sullivan said Coralville had an application prepared but withdrew it because of the flooding. He said the meeting will be at 7:00 p.m. August 11, 2008. M. Sullivan said it is not a Board meeting but he coordinated it so he can circulate the applications on August 12, so the Board can see the project. He said August 12, 2008 at 10:00 a.m. there will be a work session for Planning and Zoning, and on August 13, 2008 there is a Key Issues meeting at 8:30 a.m. M. Sullivan said the work session is scheduled for 10:00 a.m. Meyers asked what the topic would be for the work session. M. Sullivan said he wasn't sure. Neuzil said there may have been a conflict with the other Board members, as he believed there was an ag tour that the Chamber was hosting. M. Sullivan said he would have to get back to the Board with the meeting, although he had on his calendar for 10:00 a.m.
Harney attended a liaison meeting with Ambulance Director Steve Spenler, a meeting with Stutsman to work on the evaluation of the Executive Assistant, a Criminal Justice Coordinating Committee meeting, and the DOT I-80 Presentation. Harney said there is an open house at North Bend School from 9:00 a.m. to 11:00 a.m. on August 16, 2008 in North Liberty. Harney had contact with the National Guard/Armory staff about taking the gas tank out and all the asbestos removal. He said the National Guard did commit to allowing the Board to use parking spaces for the Administrative Building.
Neuzil informed the Board that he is on the Rebuild Iowa Agriculture and Environment task force. He said Rebuild Iowa is an office developed through an executive order from Governor Culver's office to look at opportunities for flood rebuilding to take place throughout the State. Neuzil said he was on the Dotty Ray radio show. He said on August 23, 2008, there is a fundraiser for Pathways Adult Day Health Center. He was asked to help cook for an event called "Wining and Dining with Men Who Cook." Neuzil said he would be at the State Fair throughout the week. He said there is a Chamber of Commerce Ag Tour on August 12, 2008 and the Iowa City Community School District will be having a fundraiser on August 11, 2008 from 5:00 to 7:00 p.m. at West High School to help between 15 and 30 teachers affected by the flooding. Neuzil said his next listening post will be at 4:00 p.m. at Café Iguanas in Hills on August 12, 2008.
Meyers attended a liaison meeting with Spenler, the JCCOG presentation for Interstate 80 Project, a liaison meeting with Information Services Director Jean Schultz, and a liaison meeting with SEATS Director Tom Brase.
R. Sullivan attended a liaison meeting with Brase, a liaison meeting with Mental Health/Disability Services Director Kris Artley, a Parking Committee meeting, and a Johnson County Historical Society Capital Campaign meeting.
R. Sullivan reminded the Board of a past issue that may now need discussion. He said he has received a couple of email solicitations from the Iowa City Area Chamber of Commerce. The emails appeal to local businesses to contribute to a business-related flood relief fund. He said the Board should probably discuss this at a future meeting to determine if the Board would want to make some kind of contribution. He said since the budget was set prior to the flood, the Board doesn’t have a lot to give but may want to make a token contribution to show support.
Adjourned at 9:43 a.m.
Attest: Tom Slockett, Auditor
By John Deeth, Recording Secretary