MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
FEBRUARY 12, 2009
TABLE OF CONTENTS
Page
Report: Assistant County Attorney Andy Chappell
Reports And Inquiries From The Board Of Supervisors
Chairperson Neuzil called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 6:21 p.m. Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
R. Sullivan asked if Assistant County Attorney Andy Chappell could report on the progress of the sale of the properties on Prairie du Chien and Camp Cardinal Road. Chappell said the piece of land on Prairie du Chien will be sold at public auction at the Johnson County Sheriff's Office on Friday, March 20, 2009, at 1:00 p.m. He said the other sale has not yet been scheduled.
Deputy Auditor Dana Aschenbrenner said a month ago they sent RFPs for the GASB 45 evaluation they are required to complete by the end of FY09. He said they have received four proposals from J. Robert Hopson Inc., Silverstone Group, Gallagher Benefit Services Inc., and the Alliance Benefit Group. They went over proposals as a group and are recommending the Silverstone Group from Omaha, Nebraska. Aschenbrenner said the Silverstone Group was not the lowest bidder, but their proposal was complete, very professional, and the references have been fairly favorable. Human Resources Administrator Lora Shramek said they are the second lowest bid. Stutsman asked Aschenbrenner to briefly explain GASB 45 and what the Silverstone Group will be doing. Aschenbrenner said they will analyze the benefit given to early retirees and the Medicare carve-out portion. He said from an accounting and economic standpoint people in that age group qualify to pay the same employee rate as any other person covered by the plan. There is an inherent subsidy there, because people who are older have higher health care costs. He said Silverstone will value the potential liability for the County. R. Sullivan said governments have been told to either have money set aside or have some sort of plan to cover the liability. He said the County does not have a plan. Aschenbrenner said Silverstone will try to quantify, from a monetary sense, the extent of the liability and make recommendations on a course of action.
Stutsman asked what they will do after they complete the actuarial services. Aschenbrenner said they can give ideas and analyze cash flows from different scenarios. He said there are not a lot of governments that are currently funding that liability. Shramek said GASB 45 has been implemented in stages based on the size of the government. Johnson County has to be compliant by FY09. R. Sullivan said they do not need to fund it, but there needs to be a plan in place. Aschenbrenner said it has to appear in financial statements as a liability by the end of FY09.
Harney asked Aschenbrenner what he meant when he said Silverstone's proposal was complete. Aschenbrenner said not every proposal addressed everything they asked for in the RFP. He said Mr. Hopson did not provide references, making the application incomplete in their minds. Silverstone's proposal went through each item the County requested and it was done in a very professional manner. Harney asked about the evaluation fees. Aschenbrenner said that is the cost to come up with the actuarial amounts to post on the financial statements. Harney asked if that is the bottom line. Aschenbrenner said yes, unless they add on other services.
Shramek said GASB 45 affects all public employers because of the 509A requirement in the Code of Iowa for the County to extend healthcare coverage to an employee until age 55, when they become eligible for Medicare. It is inherent that everyone has to go through this process. Neuzil said the Federal mandate did not come with any money, therefore it is another one of many unfunded mandates. Aschenbrenner said this came from the Accounting Standards Board. R. Sullivan said about a year ago ISAC was looking into doing something like this, but it fell through. He thought they had identified Silverstone as one of the groups. Aschenbrenner said yes. Shramek said Gallagher Benefit Services had an outstanding proposal and had worked with many neighboring counties and other public entities; however, they were the most expensive in the group and were not endorsed by ISAC. Neuzil asked Aschenbrenner if their recommendation is for official approval from the Board to go with Silverstone Group. Aschenbrenner said that is their recommendation. Shramek said this has to be completed every other year. Stutsman asked if a new study will be done every other year. Aschenbrenner said every two years it will have to be reevaluated and analyzed again. Meyers asked if they have to interview people every two years. Aschenbrenner said no, they included in the proposal language that could extend the contract for three more evaluations, if the County is satisfied with the work product.
Parker said he will be referencing a document showing projects the Secondary Roads Department has recommended to the Board. He said he will also discuss the stimulus package that President Barack Obama has been working hard to pass. Parker said the work session held on January 27, 2009, resulted in the Board giving them a list of priorities. The Board has requested traffic counts be added to the Plan. The Five-Year Road Plan runs from 2010 to 2014. They have also added to FY14 a section of the IWV project that runs from the Iowa City limits west. Another project added was 180th Street east of Solon to the intersection where the pavement ends. The Sharon Center Road Bridge Replacement is planned for the summer of 2010 barring permitting delays. Parker said the Board asked them to complete a feasibility study for the Hills Bridge that runs over the Iowa River east of Hills. He is currently in conference with consultants to complete this by the end of 2009. Parker said they removed the dedicated trail listings and have set it up on a separate sheet. Another Board request is to extend an invitation to the City of Hills and the City of Shueyville to come to today's meeting to discuss certain issues. Parker said they have accomplished all of the Board's requests.
One of the handouts lists the projects they feel they can accomplish in the respective fiscal years. The other handout is a map of the County showing the locations of the projects. On the first handout the projects are numbered by the fiscal year when construction is planned (not necessarily in a priority order). R. Sullivan said that because of the County's Fiscal Year calendar, a project can be started in August of 2010, be completed in June 2011, and still be in the same fiscal year. Parker said they could have a project completed in calendar year 2010, with half completed in fiscal year 2010 and the other half in fiscal year 2011, because fiscal years run from July 1 to June 30.
Parker said on or before April 15 of each calendar year, Secondary Roads is required to submit a Five Year Road Plan approved by the Board of Supervisors. The Secondary Roads Construction Program includes an accomplishment list for the next fiscal year and a priority list for the succeeding four fiscal years. The program is subject to approval by the Iowa Department of Transportation. All draft documents will be available for viewing following the meeting.
The first item on the project list handout is the designation of the project. If it is highlighted it will be included in the PowerPoint presentation. There is a map index shows the section, township, and range for each project. The handout also includes: the project type, name, and location; project number as assigned by the DOT and/or Secondary Roads; the cost estimate for the project; the construction calendar year (not fiscal year); the status of the project in relation to where it was previously programmed; and finally, traffic counts for specific roads.
Assistant County Engineer Rob Winstead said he is aware that the Board has already reviewed the plans, but for the benefit of citizens in the audience, he will go over the project plans. He showed the first PowerPoint slide identifying it as the Derby Avenue/ 120th Street Intersection Improvements. The slide shows an aerial photograph of that project area with the estimated cost included at the bottom. Winstead said they took a picture at the intersection looking east along 120th Street. Part of the project includes shaving off the crest of the hill to improve sight distance and safety.
The next project Winstead presented was 540th Street, which is the Twin County Dairy Project with the project limit shown as a red line about 650 feet from the intersection. The cost estimate is listed at the bottom of the slide. Parker said they have an escrow account for this, but the property owner of the cheese factory has negotiated to get the project accomplished. He said DOT District Engineer Newman Abuissa contacted Parker to propose a joint project for the same section. The 2003 intersection study completed recommended the north and southbound lanes on Highway 1 have left and right turning lanes. A joint project may delay the project start, but it would be a good move to consider this to limit the duration of construction projects.
Parker said they need to acquire right-of-way on the south side of the road. They may be sending out to have the project assessed and get the information back so they can acquire that property. They need to be ready when the DOT is ready, if they decide to go that route. Harney asked if that will be in FY09. Parker replied it is unknown. He was approached by the DOT the past week and he has not heard back from them on how they want to proceed. Over the next week he hopes to get things solidified with a recommendation. The next step would include the proposal sometime in March 2009 for formal approval. Winstead said the only right-of-way they would be moving forward with is the land associated with the 540th Street and not right-of-way for turning lanes. The picture is looking east along 540th Street.
The next slide is the Lower Old Highway 6 project that basically covers the whole loop of the road with a cost estimate listed at the bottom. They are looking at a June 2009 bid letting for that project. The subsequent slide shows the condition of the pavement, making the project an overlay project.
They have combined two individual projects listed on the sheet for Highway 965. The project limits have been slightly adjusted from what they are seeing there from the Iowa River to 120th Street. The real limits are from Croy Road down on the south end near the river to 120th Street. The section of pavement from there to the bridge is in good shape which changes the limits of the project. The following slide is a view looking south on Highway 965.
The subsequent slide shows 120th Street at the intersection with Highway 965 and that is 3,200 feet of work, not including the bridge over Interstate 380 (which stays as is) with a cost estimate for this project to use Federal stimulus money. Parker said this is one of the four projects for which stimulus dollars are being requested through East Central Iowa Council of Governments (ECICOG). He said this is the number two priority project and the number one priority project is the south extension of Oak Crest Hill Road. If everything is signed soon they will certainly go to the policy board for approval. Once the TAC approves the list to submit to the policy board those projects will be prioritized for funding. The third priority is the Mehaffey Bridge Replacement Project and the fourth is 520th Street from Utah Avenue east to the County line. He said if they cannot get funding for all four projects or if the funding amounts are limited, the number one priority will be the first project and they will address the other projects based on funding amounts available.
Winstead said these projects are on fast track through the DOT. They have all had concept statements submitted and are combining some of the steps they normally have to go through to meet the requirements for that funding. There is a picture on the slide show of part of the pavement that needs work. The next slide illustrates the north part of the Oak Crest Hill Road Pavement Project, where they have again adjusted the limits of the project. Parker said the road will go south of Hills to the approach pavement of the recently replaced bridge. Winstead said it will run through that frontage Hills has to bridge. He next showed the number one priority project for stimulus money. The limits are slightly adjusted and will begin just south of the new bridge and head south to the County line. Parker said the plan will be Portland cement concrete with six foot paved shoulders from Iowa City all the way to the Washington County line. It will be the same footprint Washington County completed in the summer of 2008.
Winstead said the next project shown is the Black Diamond Road Bridge Replacement project that has been difficult from a development and permitting standpoint. It is in the May 19, 2009, letting through the DOT. It not only replaces the bridge but includes about three-quarters of a mile of paving from the county line to where Johnson County’s asphalt ends.
Winstead said the next road project presented is the Sharon Center Road Bridge with a target date of summer 2009. They recommended replacing the structure in the current location allowing them to tie back into the existing pavement sooner than if they were to offset the alignment. The bridge is over Old Man's Creek where they had some extra trouble getting the Black Diamond Bridge through the Department of Natural Resource's (DNR) approval process and the Army Corps of Engineers wetland mitigation process. They will be facing similar issues with this project, because it is the same creek. Stutsman asked if they need to purchase right-of-way for this project. Winstead said yes. Neuzil asked if that is the preliminary process for that project to replace the existing bridge and put a new bridge in that same location. Winstead said that is their recommendation, including approach pavement that goes along with it. It is not uncommon that new structures are four or five feet higher than the old road bed to meet the current hydraulic requirements.
Harney asked if they will stay with the road bed with the curve right before the bridge or try to straighten some of that out. Winstead said they are not certain yet. Stutsman said they have a whole design for Sharon Center Road based on a different alignment. Winstead said that is correct and they would start with that and since some of the rules and regulations have changed they just want to be sure they have the same structure, size, and length. They have had to do the hydraulics differently recently and that can change numbers and how things come out. R. Sullivan said the goal is to keep the bridge open the whole time. Winstead explained if they put it in the same hole they would have to provide a detour. Parker said there are two options for the structure. One is to construct the bridge and leave it open which would require realignment of the pavement and associated curve issues. The other option is to put it exactly back in the same location and if they went with this option the road would be closed during construction, which involves rerouting traffic on a gravel road. The property owner has been very adamant that he does not want the structure shifted and wants it back in the same position. R. Sullivan asked if they can do it between planting and harvest. Parker said it is very difficult to get structures done in a timeframe, because they never know when the permits are going to be approved. It has taken a phenomenal amount of time to get the permits on the Black Diamond Bridge approved. Winstead said they are looking at a full construction season to get the project built. Old Man's Creek has wing dikes and a significant amount of work. R. Sullivan said they will have to be cognizant of letting the people in the neighborhood know when this is coming.
Stutsman asked why Old Man's Creek presents so many problems. Winstead said the creek is one of the creeks modeled in their flood insurance study. Because of this, they need to recreate the modeling for the flood insurance study. They need to model it with the bridge in place, model it with the bridge gone, and model it with the new structure in place. Winstead said it is a complex hydraulic analysis and it is only required on bodies of water that are profiled in the flood insurance study.
Neuzil said they all have received many comments on the Oakdale Boulevard Extension timeline but wanted to be sure they were moving forward with plans for FY10 from Gold's Gym in Coralville to North Dubuque Street. Parker replied yes they are. Assistant County Engineer Alan Miller said a draft of the environmental assessment is going done in March 2009. They are hoping to have the approvals done so that they can get the right-of-way bought and be ready for an August 2009 letting. They also have to republish part of the flood study for FEMA, because they are putting structures in an area that currently do not have structures. The DNR also has to look at it. They are currently working with the Corps of Engineers on the wetland mitigation site and with all the approvals expect an August letting.
Parker said they are now discussing Fiscal Year 2011. Winstead said the next slide combines the bridge replacement, the pavement rehabilitation, and the trail project all in one slide, with each project's individual costs. Parker identified Mehaffey Bridge Road as the third priority of four projects submitted through ECICOG as stimulus package projects. Harney asked if the Mehaffey Bridge Project would move forward to an earlier date if stimulus funding is received. Parker said they would have to strongly consider it. Harney asked if the design is mostly complete. Parker said the design is ready to be let by July 2009.
Parker said the other project that has not been part of the Five Year Road Plan is the Dubuque Street Trail Extension from West Overlook to the southern city limits of North Liberty. The Trails Advisory Committee (TAC) has tried very hard to get funding sources to cover the construction project and it does meet the criteria through Johnson County Council of Governments (JCCOG). This is the only project the County could submit through the Metropolitan Planning Organization of JCCOG. He said it has been submitted as part of the stimulus package listing, and there will a TAC meeting to review projects and make recommendations to the JCCOG Policy Board who will then approve expenditures for those projects. Parker said the project has not been added because of the uncertainty of the funding. He said if the Policy Board includes the project, then they will add this project to the Five Year Road Program for approval at a Board formal meeting.
Neuzil said it is a reasonable thing to add without having another meeting. Stutsman asked what the on hold pending SI & A revision for the Bridge Replacement on Cosgrove Road means. Parker said they are waiting for the bridge inspector to prepare a revised SI & A, which gives it a number that would allow them to utilize BROS funds for the project. They are still waiting for that information. Structures are inspected every two years and they are then ranked based on structure sufficiency and other factors. Neuzil said this information will be provided on the web page at johnson-county.com, through the Secondary Roads Department.
R. Sullivan said it is typical to front load the Five Year Road Plan in the first couple years because obstacles arise which are beyond their control and some projects tend to fall back. It is entirely possible that not everything in these first two years will happen in this timeframe and some will probably happen in the third year. Parker said the first year in the program is usually very aggressive, because some of the current projects may be carrying over from previous years, and some planned projects may be delayed. There are unknowns factors, such as clearances and approvals, that will require schedule modifications. Any modifications made by the Board on this day can certainly be presented at the Board's next Formal meeting.
Clarence Leichty said he heard there are plans to replace the Sharon Center Road Bridge over Old Man's Creek in the summer of 2009. Leichty asked if this project will stay on schedule. Parker replied that every structure is a little different and new requirements such as unfunded mandates make it hard to understand how and when projects get approved. Leichty asked if they can assume that it could happen. Parker responded their goal is to try to have the construction started in the next construction year.
Leichty said there are still safety issues on the Sharon Center Road from Highway 1 to Sharon Center. The Welsh Church hill is very dangerous. He sees garbage trucks and recycling trucks stopping on the road where traffic cannot see them until they practically hit them. Entering and exiting the church lot is also a dangerous thing. Leichty said on the next curve heading south, there is a right-of-way filled with trees that block the sunlight, preventing the melting of snow and ice. On down the road a little further, about two and a half miles from Highway 1, there are two curves that come together to a peak, and north and south bound traffic cannot see what is coming . There is another dangerous curve three miles further down the road. Leichty asked the Board to evaluate what can be done to improve safety on that road.
Hills Mayor Russ Bailey said Hills is excited about the road improvements especially the six foot paved shoulder for bikes, which is paramount to safety. Bailey asked if the road will stay open to traffic during construction. Parker said their goal is to maintain traffic during construction, but there may be short periods of time up to one hour when they will have to close the road. Bailey said a couple of businesses in Hills are very nervous because when the County replaced the bridge the road was closed and that is hard on business.
Bailey said the main issue he brings to the Board is the city's cost for the road improvements, which is right around $180,000. He asked the Board to consider dividing up the payments into two or three installments over the next couple of years. Hills is a small community with a population of 679, and it would present a hardship if they have to make one payment. They do have reserve funds for emergencies, but they weren’t prepared for this project. Bailey said it would be a hardship for the City of Hills to pay $180,000 now, when their budget is just barely double that. Neuzil said he is certainly excited that the project is being done all at once. Neuzil asked Parker if there is any precedence for Bailey's request to pay in installments. Parker said they have had conversations about helping other governmental entities. He said he would need input from the Board regarding the payment expectations for the 28E agreement. The $180,000 is an estimate based on what they think the bid prices are going to be. The Board could negotiate a payment plan as part of the 28E agreement or ask for the full amount paid after project completion as part of the 28E agreement. Bailey said they have checked many different avenues for funding but have come up dry. They are worried about using up their budget for the project but love the idea and are excited it is going to be done. They are just hoping the Board will accept installments.
Bailey asked if the project will span over two fiscal years. Parker said for the portion of the project that would impact Hills, they would expect a June or July 2009 letting, with the goal to have it completed before the end of the calendar year. Neuzil asked if Parker would need direction from the Board if it would be interested in entertaining a potential 28E agreement with the City of Hills to assist in paying and then Hills would pay back the County. Parker said there are several options. One is that Hills be required to pay the full amount at the end of the contract and the other option is the two or three year payment schedule. Bailey said they prefer three years but are open to all possibilities. Neuzil said with the Board's direction, Parker would work with the Board's liaison to the City of Hills. R. Sullivan asked if anyone has projected future needs say 20 years from now, such as additional right-of-ways, sidewalks, and sewers. He asked if all this has been accounted.
Hills City Engineer Kevin Trom said they had JCCOG conduct a traffic study on the intersection evaluating north, south, east, and west lanes, and no-turn lanes will be needed. They are excited to have the bike lanes and paved shoulders. The Council is looking into the Visioning Program offered by the DOT. He said ECICOG did a land use plan for the City of Hills two years ago. R. Sullivan asked Trom if he anticipates needing additional right-of-way at this time. Stutsman said this was a State highway, so there is probably plenty of right-of-way. Trom said he can't imagine any right-of-way needs. Bailey said once it is rebuilt they hope the speed limit will drop. If stimulus funds are awarded, Bailey asked if Hills would pay a percentage of that or would they stay at $180,000 no matter what the County gets. R. Sullivan and Parker said the stimulus portion of this project would have been the south section. Meyers added it is from the new bridge south to the County line.
Meyers asked if the $180,000 is part of the $2.96 million estimate. Parker said the $180,000 would be what the County would be reimbursed and the total construction cost would be reduced by that amount. Meyers asked if it is for the intersection. Stutsman said Hills is paying for the part of the road that is in the Hills city limits. Parker said that would be to the center line of a road. Neuzil said he is comfortable with Parker and Stutsman negotiating either a two or three year contract. Stutsman and Harney agreed. Bailey said it would really help them. Harney asked Parker how this might impact Secondary Roads budget. Parker said their preference would be to complete payments upon completion of the project, however, in this situation they will do a minor amendment to cover the costs. He said it is important to work with other governmental entities and if the Board's approves a three year payback option, it will be included in the 28E agreement. Winstead noted that projects let by the DOT may allow enough working days for a project to carry over into the next construction season without a penalty and this is out of their control.
Neuzil said one issue with the Five Year Road Plan is with 120th Street in Shueyville. This is not something currently on the Five Year Road Program, so adding it would have an impact to the program. Shueyville City Engineer Dave Schechinger of Veenstra and Kimm, Inc, said about three months ago the City of Shueyville approached the Board of Supervisors to express their concern with the condition of 120th Street through Shueyville. It is a farm-to-market roadway that was covered under the Transfer of Jurisdiction Bill. This means that cities with a population under 500 that have a farm-to-market road running through them have the jurisdiction roadway transferred to the County Board of Supervisors, who is responsible for the maintenance on those roadways until the city reaches a population of 750. The project location is from I-380 to Curtis Bridge Road which is a narrow section. This is a rural section 24 feet wide with practically no shoulders. He has observed the conditions on the roadway several times and when cars drive by there is physically no space for people to step off the road and no sidewalks on either side. The road is in definite need of spot repairs.
Schechinger referenced a PowerPoint and showed a few pictures. He said Veenstra and Kimm, Inc looked into working with the County to try to patch the road. The Class A road patches were determined to be a first year need with a $153,000 cost estimate. The rest of the repairs were classified B through D, decreasing in priority. The second year cost estimate is $147,000 for a total cost of $300,000 in the first two years. The note at the bottom indicates routine maintenance is required on that roadway. They looked at the cost of four sections to reconstruct the roadway. The first option was all-urban with curb and gutter; the second option was part rural with granular shoulders or paved shoulders with County involvement; the third option all rural, and a fourth option recommended by JCCOG of a three-lane section with a center turn lane to eliminate conflict points.
Schechinger referenced the PowerPoint showing a rural section with twelve foot lanes either way and six foot granular shoulders or potentially paved shoulders. They looked at an urban section with curb and gutter. Schechinger said they were interested in a storm sewer or let downs with flumes to handle the stormwater based on whichever option optimizes the cost. The next slide was a 14 foot center turn lane with curb and gutter. There is a four foot sidewalk on one side and an eight foot sidewalk on the other. They were looking at using this particular section of roadway in their master trail plan as one of the connectors, which is why they were considering an eight foot sidewalk. This would benefit the entire area. If they split this half rural and half urban, the rural section does not have much development on either side, whereas the eastern section has an urban section with more houses and driveways. They would try to accommodate the drainage better.
Schechinger said the cost opinion for the all urban section with curb and gutter was $2.3 million. The split with half rural up to James Avenue and half urban to Curtis Bridge Road was $1.9 million. There are sections of the roadway that are strictly within the County. The $238,000 is the portion of the estimate that is entirely in the County, so Shueyville would not participate in those costs. Schechinger explained the third option, the rural section, is the least expensive at $1.55 million, and the fourth option will be the most expensive at $3.36 million, which is cost prohibitive. The cost estimate was compiled in September 2008 with the Engineering News Record Construction Cost Index with 8556 as the index at that time. The index went up a bit close to the end of the year and died down to 8532. They did not do an update on the cost estimate. The index has gone down from when they put it together, but they left the numbers the same for planning purposes.
Schechinger said the next slide addresses the transfer of jurisdiction concern, because once the City reaches a population of 750, the jurisdiction would transfer back to Shueyville. They would not want a situation where the County puts a lot of money into a roadway only to return it two years later. They looked at current population growth from 2000-2007, which was about 5.8%. The projection shows that in 2016 the population is expected to reach 750. The next official census can be requested by the City, but it must be certified before the jurisdiction transfer. The City does not have the $2 million bonding capacity due to a total taxable valuation and constitutional debt limit. The bond payments on a $2 million are roughly $152,000 per year. In November 2008, they projected $3.2 million for the debt schedule and the bond. Shueyville's portion would be $1.95 million and the County portion would be the combination of the first few years and 13% throughout the project making the cost share fairly balanced.
Schechinger estimated maintenance costs of $153,000 for the first year, and $147,000 for the second year for the $300,000, and then figure $25,000 a year, or grouping into larger projects, $50,000 every year after that. All this is assuming Shueyville does not reach a population of 750 by the year 2016. If the population does not grow that quickly there would be a cost of about $750,000 for recurring maintenance costs based on current projections. That means if they were to do the roadway, they would have an increase of $87,772 in costs for the reconstruction. They have updated the debt schedule to reflect current interest rates. The bond payments have dropped each year and now, with the lower interest rates and it is actually cheaper to do the reconstruction according to these estimates. There are a lot of variables that could fluctuate quite a bit.
Schechinger summarized that the County is responsible for the maintenance. The road is one of the primary County arterials in the area, it is Exit 10 off of Interstate 380, and one of the few ways for people to get to Shueyville unless they go up a few miles on the Interstate. There are a lot of County residents that use this roadway which is not up to the current standards. The City of Shueyville is very interested in partnering with the County to reconstruct the road and they know they will eventually take jurisdiction. The TIF funding is limited for the first ten years, because they have an $800,000 debt on the Community Center. Sheuyville is willing to contribute any additional TIF monies for the first ten years. After ten years Shueyville has enough TIF revenue to cover the remaining bonds. After 20 years in the TIF that revenue source is no longer available if the project is put off. They would like to apply the estimated maintenance funds towards new construction as opposed to maintenance on the roadway. Shueyville would like to apply their uncommitted TIF Funds to the project and after that a simple payment. By doing this project, Shueyville and County residents get a new, safer road.
Schechinger said in order to get citizen input for this they circulated a petition. In 2 weeks 234 residents signed the petition in the north Johnson County area and of those, 148 were County residents and 86 were City residents. The traffic counts of over 5,000 is higher than a lot of other projects targeted in the Five Year Road Plan. Shueyville is willing to participate on a large scale to repair this roadway.
Neuzil said, since part of the road is in the County, he wanted to assure the payment schedule didn't included the extra section of County road. Neuzil said he thought the additional amount was about $238,000. Schechinger said you can see the County's 13% portion has been included in the bond payment. The total project cost from Interstate 380 to Curtis Bridge Road has been factored in, including the County portion.
Sullivan said generally he is very much in favor improving this road, because it has been a problem area for many County residents for too long. However, one concern is right now, Shueyville could be 750 people if they choose to annex. He would want to talk about limitations about annexation or agree to have the 28E agreement in place despite annexations. Schechinger said right now they are just trying to draw attention to the project for consideration in the Five Year Road Plan. He agreed there are a lot of things to work through. Sullivan said it would be a potential deal breaker if there is no protection for the County. Schechinger said Shueyville is not trying to delay in order to have the County fund the maintenance. They have two active subdivisions and but for the economy, those properties would be selling more quickly. Referring to the amount of money the County could potentially put into maintenance, he said the money could be better spent on a new roadway. Sullivan said he wants the protection, because there may be a different City Council or City Engineer in five or six years.
Harney said agrees with Sullivan. He probably gets more complaints on this section of the road than anywhere else in the County. If they agree to this, the Board would need a guarantee that Shueyville will pay for a certain number of years regardless of population size or transfer of jurisdiction, because they will have already made the investment. Schechinger said the City is not forcing the agreement, they are giving this as an example of what they can do. Harney asked about the visibility by the church. Schechinger said he is not aware of significant sight distance issues but the JCCOG study indicated they wanted to consolidate some of the driveways to eliminate conflict points. They are also looking at limiting future accesses. Harney said this is one of the complaint he gets from people heading east over the crest of the hill. They have near collisions with people turning into the church. Schechinger said relocating the church access could reduce this risk.
Stutsman asked Parker which project will have to be bumped to add this road to the plan. Parker recommended the Shueyville Engineer do the design for the project, the construction management, and the letting. Then, if the Board wanted to proceed, have the County pay the bond payments through year ten and have the City take over in year 11. Parker said the County would be paying the bond payment and the City of Shueyville would have oversight of construction and design. Effectively they wouldn't have to bump any projects, but the County would have to come up with the bond payment.
Harney said perhaps they could research this to see if it is feasible. Stutsman said they could always amend the Five Year Road Plan after the April 15, 2009, deadline. Parker said they can amend the Plan or take projects off. Meyers said this is a little different than usual circumstances. He said typically a road project would be paid for at the time of completion. Parker said correct. Meyers said bonding over ten or 20 years and making payments is different from how the County usually operates. Parker said yes and in the Code there is a section that allows the County to bond for construction projects. With the current economic conditions, this other option has become available to governmental entities.
Meyer said typically they would pay for the project at the time of construction and they would seek other funding sources for the construction costs. He asked if this is an option with this project. Parker said yes, but with the Five Year Road Plan schedule and the funding currently available, something may need to be bumped.
Shueyville Mayor Tim Carson asked the Board if they have received communication from the Jefferson Rural Fire Department and the College Community School District Transportation Department. Board members replied they had. Carson said he has the petitions to leave with the Board. Carson said they know the road is in a poor state of repair and it will continue to deteriorate. Maintenance was deferred last year as they continued this discussion with the Board and the County Engineer. The cost to repair the road is going to continue to increase as time goes by. The City of Shueyville is willing to partner with Johnson County in this project and the jurisdiction of this particular portion of 120th Street presently lies within the County. Carson said Shueyville has a limited amount of time to utilize those TIF dollars after they satisfy their bond payments for the Community Center. The window of opportunity for Shueyville to enter into a formal agreement to finance this project would have to take place within a couple years of getting on the Five Year Road Plan.
Carson said the County has the jurisdiction to embargo this road. In fact, the Community Center project was already delayed a couple of months because of that embargo and this resulted in financial implications. Reconstruction of the road versus spot repair would ease some embargo issues or constraints. Carson explained that the City of Shueyville attempted to reach out to the County to participate in this. They did their best to respond to the Iowa League of Cities request to participate and they expressed they were proposing a joint project with the County. Shueyville has an estimated population of approximately 400. The 2000 Census demonstrates 250 residents. They have a long way to go before reaching a population of 750. They are participating in the upcoming Local Option Sales and Service Tax Election (LOSST) on May 5, 2009. Carson said while he cannot speak for the City Council, he can say they are entertaining the idea of using LOSST revenue for infrastructure like roads and public works projects within the city.
Sullivan said he is in favor of getting something going with this, but has concerns about annexation. He believes they can deal with that in an agreement. Sullivan added that if they are going to do the project, they should do it right. In too many sections of the County they have rural cross-sections in what are really urban areas and that does not work well. Even though the rural cross-section is cheaper, it is important to do the urban cross section because the part considered rural is not going be rural much longer. Sullivan said traffic counts of 5,000 to 7,000 vehicles a day is not rural traffic. He also expressed concern about acquiring right-of-way and he hopes the City of Shueyville will take it on and relieve the County of that. Stutsman said if they do the engineering for the project, they would also do the right-of-way purchase. Parker said, if the Board approves, the Secondary Roads Department would include it as part of the Five Year Road Plan but have somebody else manage the whole project.
Harney said he thinks they really need to look at all their options and come back to the Board with a proposal. He said, at one point, one of the businesses along there was willing to make contributions toward road upgrades in front of the bank, but Harney is not certain where that stands now. Carson said that money has already been used to add turn lanes at the intersection where the gas station is. Carson told to Parker that he thinks it is prime time to go through with the plans. Carson said he'd just like to finish it up there. Parker said he has taken note of that.
Shueyville resident and City Council Member Jerry Cada said his property is the second driveway on 120th Street from east of James Avenue. He said even though he lives on James Avenue and realizes that the construction on 120th is going to be a disruption, it is definitely necessary. They have had some car accidents and the condition of the road is deteriorating. Cada said most Shueyville and County residents in that area realize it needs to be done. The amount of traffic, especially in the summer and with boats getting larger every year, calls for something to be done.
Sullivan leaves at 7:59 p.m.
Shueyville City Council Member Mickey Coonfare said if anyone has driven on 120th Street and met up with a boat or anything else, there is nowhere to go. There have been many, many accidents with people going in the ditch, and it is just not safe. Coonfare said they have a culvert that is deteriorating and is going to take some major work. She feels it is very important that this is very seriously considered. There is no way the City of Shueyville can pay for this project alone, it would bankrupt the community. Coonfare said sharing the financial obligation with the County is the best way to go, as it benefits the County and Shueyville.
County resident Julie Farmer said she would like to speak on behalf of the 80 County residents that signed petitions over the last four days. Farmer said those 80 people were so eager to sign the petition because they are very much in favor of these repairs which are long overdue. She said the Community Center was adversely impacted by the road embargo, but residents were also adversely affected. Farmer said that embargo impeded refuse pick up, deliveries, and any construction projects.
Representative of Shueyville United Methodist Church Tom Hughes said the church has a major impact on the road, because it is a bordering property of 120th Street. The majority of church members are County residents. Hughes said he is aware of the safety issue of the road. However, many of the residents are further south on Curtis Bridge Road or further east on 120th Street and are just traveling the road. They circulated petitions at church over the last few Sundays, and much like Farmer's experience, he found that people were eager and enthusiastic to sign the petition. Hughes said that even though the section of the road in question is in the Shueyville city limits, County residents who are using the road experience the greatest impact of the road embargo. He said the whole County would probably feel more of the impact than Shueyville would. Many of the people signing the petition were talking to him about the fact that they couldn't get through this road or how much of an impact it was in the farm-to-market aspect.
Harney asked Parker if Cedar Rapids would take care of any of the intersection. Parker asked Harney if he meant the 120th Street-965 Project. Parker said the City of Cedar Rapids is cutting back the Capitol Improvement Program, but he has been informed that they are doing a design in conjunction with the 120th Street-965 Project. Stutsman asked if the County would be partnering with Cedar Rapids on that. Parker said this would probably be a joint project, there would be a joint bid letting and they would probably have a 28E Agreement to lay out the responsibilities of both entities. Parker said the City of Cedar Rapids has hired a design consultant to do the design from the intersection north to the county line.
Neuzil said he is still a little concerned. He mentioned this is not necessarily setting a new precedent of a request for the County to upgrade a road and have another entity buy into that. They have talked about a couple of these with Curtis Bridge Road and also by the Kalona cheese factory. The Board has set at least some precedent. However, one thing that bothers Neuzil is the timing of the TIF ending and the ability to pay versus the timing of getting this on a future project for the County. Neuzil said if this is a priority for the Board, then they ought to look from FY12 and beyond. He said they are pretty much set for FY10 and FY11, but looking at FY12 suddenly they need to get realistic about putting projects on the list that actually has a chance for completion.
Neuzil said there are a lot of projects on the FY10 and FY11 schedule that have to do with the stimulus and an incredible amount of projects that are in the foreseeable future. However, the one that really stands out with him is the Herbert Hoover project, which Neuzil said he isn't in agreement with at this time. He said the Herbert Hoover Highway is one that has a decent surface, adding it does have some structural issues and some accident rates that have been pointed out. In his opinion, the Herbert Hoover project could be bumped and the 120th Street-Highway 965 project could be put in its place. The County could then work on an agreement with Shueyville. Neuzil said he isn't sure about the bonding capacity and that is obviously something the bond counsel will discuss. He said he isn't sure how roads do bonding, and that is probably why it is complicated.
Meyers said the bonding suggestion is really interesting, because if that is able to be done, it doesn't necessarily bump anything from the Five Year Road Plan because payments are spread out. Balancing that against the argument about annual maintenance costs, that is a very interesting way of going about it. Meyers reiterated this road is a mess, and it constantly comes up when people are asking about road projects. This would be a nice, clean way to get that whole corner of the County cleaned up for years to come. Meyers said that for a long time, the issue with this stretch of road has been how to get from the Interstate to Curtis Bridge Road, because there are two different jurisdictions and it has been sort of a standoff. It kind of feels like they are getting off of that mark and making some kind of progress now.
Neuzil said the reason he brings this up is that another project would need to be bumped, but if that is not the case, he should let the Board know. Stutsman said she asked Parker what would need to get bumped and she didn't hear him say anything. Parker said what he was referencing were two options that he thinks are being presented and something has surfaced afterward. He said Shueyville's proposal is for the County to bond for the project, and all the County would need to come up with from their budget is the bond payment for ten years at that annual payment rate. If the Board decided not to bond for that project, the other option is to fund the project like they do all their construction projects. Parker said, if that is the option the Board chooses, they will probably be looking at bumping or shifting a project. Meyers said that by bonding and making payments, those payments are significantly offset by the reduced maintenance costs they are putting up every year.
Neuzil said if the County does bond it will need to consider its ability to do so because of the Joint Emergency Communications Center. That is really taking up the County's bonding capacity right now but he thinks it does drop off after next year. Stutsman said tonight the Board just needs to establish if there is enough interest to move forward and get some of the details ironed out. Miller said he is by no means against the 120th Street project, but he doesn’t know that it would be a recommendation from him to totally remove Herbert Highway from the program. Miller said as Neuzil pointed out, there is not a surface maintenance issue, but certainly a pretty strong accident history and he thinks it should stay on the Five Year Road Plan. Miller said he has the accident history in front of him and it is pretty bad.
Neuzil said he is pretty frustrated with that, because the State of Iowa resurfaced that road and then turned it over to the County. Now, all of a sudden it needs huge safety improvements. He said it is really frustrating that the State puts a brand new surface on the road and doesn’t do anything else about it besides give it to the County. Neuzil said now it is another road just like Highway 965, Oak Crest Hill Road, Highway 382, and 120th Street, all of which were State roads four years ago and now are the County's responsibility. Miller replied the rest of his point is that they have $1 million dollars in safety fund money for the Sand Road project. He said the Herbert Hoover project would be a good candidate for some of those monies. Miller said his recommendation is to keep it on the plan in the out years. Neuzil said he thought they would have to bump something.
Stutsman said she wants to see the cost difference between the urban versus the rural. Neuzil said Sullivan had a good point, and it almost seems strange to make this a rural road when it is not a rural road. Stutsman said she likes the urban-rural combination, although it is a compromise and something that is for future discussion. She said it seems right now there is enough interest among the Board to continue. Harney said he would like to see it added in there and he doesn’t necessarily think they need to take anything else off at this point. There are a lot of other things to look at in terms of bonding. He said he realizes the bonding law has changed and though he isn’t positive how that works, he thinks they can do some road projects with that.
Harney said for example, if there is an alternate route for traffic during the construction time, it will save considerable time and money. For example, if Mehaffey Bridge Road is keep open throughout the construction, that would add a year to the project making it a two year project, plus $1 million. That is a pretty good savings if they get alternate routes. Whatever the project is, the County should try to save the money. Harney added that he differs with Neuzil in that he doesn’t blame the bonding all on the Communication Center. Neuzil said he didn’t say that. Harney said there is $2 million for the Conservation buildings they are putting in and there is $1 million for the Conservation bond issue that went through and some other projects as well. Harney said he doesn’t blame all of that on the Communication Center. Neuzil said just so everyone will hear it again, he didn’t blame it all on the Communication Center.
Stutsman said she doesn’t know if she is ready to put it on the Five Year Road Plan and there are additional things that need to be worked out, but she is certainly ready to amend the Five Year Road Plan down the road. She asked if they should put it on the list now or if it is a lot of work to amend it. Parker replied it will have to be on an informal meeting agenda followed by a vote at a formal meeting. He said by getting direction from the Board to proceed with this, via a bonding issue or not, there is going to be some maintenance that needs to be done on that surface. Parker said the maintenance on that road right now is going to depend on whether the Board wants to proceed with construction or not. He said they can do the quick band-aid fix to get through another year. Parker said if the process were to start now, there would be a spring 2010 project letting. They would minimize the maintenance activities, but if they knew it was going to be a couple of years out, they may change that schedule to do more permanent repair activities which cost more. Neuzil asked if Parker has enough direction from the Board to move the process forward and work with the community. Parker said they can and asked if he should investigate bonding options. The Board said absolutely.
Neuzil said they have all recognized that this is an issue and they will check the bonding. Parker said with the City Engineer’s assistance as the lead on the project, he thinks they can work together to get rolling with this. He asked if the Board wants them to try to accomplish something before he returns to the formal meeting to address the Five Year Road Plan. Neuzil said yes, if that is a realistic goal
Carson asked the Board to seriously consider putting this project on the Five Year Road Plan now. He said his bias is to put it on the Plan and if the Plan needs to be amended, then so be it. He said Parker made a good point regarding deferred maintenance and that will surface again this year. He said the City of Shueyville has already invested money with the City Engineer for preliminary design work and he asked the Board to consider that before making a final decision. Neuzil said perhaps Parker can work with Harney as the Board’s liaison to Shueyville. He said he doesn’t have a problem putting it on the Five Year Road Plan. Stutsman asked in what year and Neuzil replied FY10-11.
Parker said now that he has direction from the Board, he wants to take a closer look at the timeline before determining when to place the project. Harney asked if a design is in place that meets the criteria to bid it, or does it need a lot more work. Schechinger said to this point they have put together a preliminary design for the purpose of determining cost estimates. He said the preliminary design gave a general idea of the right-of-way acquisition they would need, the quantities that would be involved, and those sorts of things. Schechinger said it will take quite a bit of time to prepare the construction plans. He said they need to work out a detailed phasing and traffic control plan. Schechinger said they certainly need to get a lot of community input from those who will be heavily impacted and what their needs will be.
Neuzil said the Board had requested they consider option two or option one, but they hadn’t discussed option four. Neuzil said he thinks the Board created a policy in 2003 that certain roads would have paved shoulders unless staff showed the Board the road was less traveled. Neuzil said the road in question is frequently traveled. Schechinger said if they decide to expand to the three-lane JCCOG section in the future, this design can certainly be expanded to accommodate that. Stutsman added they are not going to bump Oak Crest Hill Road for this. The Board agreed. Neuzil said Parker will work with Harney, bond counsel, County Treasurer Tom Kriz, and Budget Coordinator Richard Claiborne to research how rural bonding is done. Stutsman said this is a new adventure for the County.
Parker summarized that the stimulus package will determine what they move ahead with and/or pull in. The stimulus package through ECCOG, the Dubuque Street Trail project, if they receive dedicated funding for that, will be pulled into the Five Year Plan. He thinks the Board has given clear direction to proceed with activities for the Shueyville 120th Street project. Neuzil asked when the Board will vote on the Five Year Road Plan. Parker said probably in mid-March 2009.
Neuzil said they also need to discuss the future right-of-way needs map. Parker referenced the color coded Five Year Road Plan map on the screen. The color-coded areas are areas on roadways where they feel there may be future road construction or needs of future road construction. Parker said for the purple lines, they would be requesting 60 feet of right-of-way for those zoning or platting or subdivision activities. The yellow or gold section represents a 70 foot right-of-way based on future needs for construction activities. This is an annual approval along with a Five Year Road Construction Program, and there are no changes to it from last year. Neuzil asked if the map will need to be voted on also. Parker said yes, the map and the Five Year Road Program go together. Harney asked if they will adopt this each year with the Five Year Road Plan. Parker said correct.
Recording Secretary Nancy Tomkovicz said there are two Washington Township trustee vacancies, and because there is a lack of a quorum, the Board needs to fill the vacancies. The township can’t certify the budget until it has a quorum, and they have to submit the budget on March 15, 2009. Tomkovicz said the Auditor’s Office found two individuals, Gladys Fisher and Lyle Hubbard, who are willing to serve if asked, but of course the Board is free to appoint anyone they choose. The Auditor would like the item on the February 19, 2009, formal agenda so the Board can appoint two members then. Tomkovicz said there were some write-in candidates, but they declined to serve. Neuzil said this is a unique situation. Stutsman said she knows both the individuals mentioned and she would be happy to ask them to serve. Stutsman said they are lucky to have those two people who want to serve. Neuzil said they will place this item on the February 19, 2009, Formal agenda.
Neuzil said there is a Department Head meeting on February 17, 2009, at 1:30 p.m. A Strategic Planning meeting is scheduled for February 18, 2009, at 9:00 a.m. and the Board plans to discuss the Sales Tax Initiative at that meeting. Neuzil said the next Board of Supervisors meeting will be February 19, 2009, at 9 a.m.
Adjourned at 8:31 p.m.
______________________________________________________________________
Attest: Tom Slockett, Auditor
By:
On the _______ day of _____________________, 2009
By Nancy Tomkovicz, Recording Secretary
Sent to the Board of Supervisors on August 12, 2009 at 5:00 p.m.