MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
FEBRUARY 19, 2009
TABLE OF CONTENTS
Page
Public Health Department Deputy Director Tricia Kitzmann: Reorganization of the WIC/MCH Division Within the Health Department...................................................................................................................... 1
Assistant County Engineer Rob Winstead: Right-Of-Way Acquisition for a Bridge Replacement Project on Black Diamond Road (F52) Over Old Man’s Creek, Section 31, T79N, R8W, Hardin Township.................... 2
Human Resources Coordinator Dana Winkowitsch: Update on the 2008 OSHA Recordable Injuries 3
Board of Supervisors: Letter to HACAP Appointing Amy Correia as Johnson County’s Official Representative to the HACAP Board of Directors.............................................................................................. 4
Board of Supervisors: Proposed Sales Tax Issue....................................................................... 4
Reports and Inquiries from the Board of Supervisors................................................................. 4
Board of Supervisors: Pending Litigation (Possible Executive Session Pursuant to Iowa Code Section 21.5(1)(C) to Discuss Strategy with Counsel in Matters that are Presently in Litigation or Where Litigation is Imminent Where its Disclosure Would be Likely to Prejudice or Disadvantage the Position of the Governmental Body in that Litigation) 5
Chairperson Neuzil called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:17 a.m. Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
Public Health Deputy Director Tricia Kitzman said WIC is Women, Infants, and Children's program and MCH is Maternal Child Health program that works with low income women, infants, and children to make sure they have proper nutrition, provide vaccines, and clinic work. They have been looking at a way to functionally use within the division the best organizational format possible. She said WIC/MCH Division Manager Nadine Fisher and herself have discussed ways to utilize funding and staff efficiency. They had a position open so it was a perfect time to look at reorganizing the division. They proposed taking a position and creating a new position and not filling the current vacant position by reallocating the funding. With the current budget a clerk position and vacant position would be reallocated to the newly created position. These two positions are funded at $75,377 and to create the new position will cost $59,343 with a savings of $16,034 to create the position. If they were starting at a zero budget it would be an increase of $103 but this is already budgeted.
Stutsman asked if they receive reimbursement from the WIC program. Kitzman said it is grant funded so there are dollars that come in to cover various things both for staff time and reimbursement for billing and clinic hours. The department has a lot of data management between grant writing and submitting for bills and reimbursement and the new position will be charged with putting this all together. This overarching position can communicate with clinics, clerk staff, and management as well as gather information from nurses, nutritionists, and clerks who enter the data. The WIC/MCH Coordinator will supervise the professional staff such as nurses and nutritionists. The data person will supervise and overseeing the clerks and everyone who does data entry to collect data for programs and grant requirements.
Stutsman said the other positions would go away and be replaced with this one position. Kitzman said she is correct. R. Sullivan said the idea is the new position would be more focused that they will be able to do the work of what used to be 1.25 positions. Kitzman agreed. Stutsman asked if they wanted to start it immediately for this years budget and did they make the adjustment for next year. Kitzman said they do want to start it immediately but they have not made the adjustment. Besides the little details of IPERS and insurance for salaries, those positions hadn't been vacant when they originally provided the Board the budget. When the positions became vacant at the end of November 2008 they worked through December 2008 and January 2009 to restructure. They had a part time coordinator who was working 10 hours per week but the limited time didn't allow them to really supervise.
Stutsman said she agrees with the organization plan and it will fit better with the goals of the department. R. Sullivan said at this point it will have to be an amendment. Stutsman said there will need to be adjustments to the FY10 budget but she needs to run it by Budget Coordinator Rich Claiborne. She does not want to tax for something that will not be there. Kitzman said this is why they wanted to let them know what was going on within the department. Harney said they are asking department heads to review the need of a position when there is an opening to minimize costs. Neuzil said as long as they get the questions answered for following the right procedure and process for budget amendments they can put it on next weeks formal agenda.
Assistant County Engineer Rob Winstead said this item covers two of the three parcels they need to acquire right-of-way for the project. The third parcel is not a problem but the family is in the process of setting up a trust and they are waiting for the final documents to be worked out within the next couple of weeks. The price they have offered on all the parcels they will be bringing forth is based on a compensation estimate they have done in-house. They are allowed to do in-house compensation estimates on acquisitions that are termed uncomplicated, small, and under $10,000 in value. They look at comparable sales in the area and based on the process they have offered $4,000 per acre. The first parcel is from the Crow family. He wants to thank Leanne Schwarting because she helped correspond with the nine different family members involved in the acquisition. The parcel has been passed down through wills. They worked with her to make sure they were talking to the right people and she took the signature page to all the families. The first one was the Crow family and the total acquisition cost was $1,080 for a little over a quarter of an acre. The second one was with the Schrock family costing $200 for an acquisition of five hundredths of an acre. They will come back for one final parcel for about a quarter of an acre. There is less than half an acre for the total project. The Board agreed to put the items on a future formal agenda for approval.
Human Resources Coordinator Dana Winkowitsch said OSHA requires that employers record on their OSHA 300 form injuries and illnesses that meet the following criteria; death due to work related injury, days away from work because of related injury, restricted work or transfer to another job, any medical treatment beyond first aid, and loss of consciousness in significant injury or illness. Recordable injuries and illnesses are tracked on the OSHA 300 forms from January 1 to December 31 each year. They are not required to record every injury or illness on the log, just those that meet the criteria stated above. A log is kept for each of the different work sites in the County. The first chart shows in 2008 they had 25 recordable injuries which is a decrease of 11 injuries from last year. The Sheriff's Office had seven less recordable injuries in 2008. Conservation, Public Health, and Public Health HIV Clinic each had one less injury. The Administration Building had an increase of one injury from 2007.
Winkowitsch said the second chart shows the days restricted. There were 208 restricted working days in 2008. That was 260 less restricted days from 2007. The third chart shows the days away from work. In 2008 it increased by 45 days because a couple of employees had procedures done that required time off of work. Overall it is good progress from 2007. As she and County Insurance Agent of Record Bob Saunders reported to the Board in the fall, the Workers Compensation Modification Factor that determines workers compensation premiums decreased from .79 to .77, saving the County $140,000. She wants to thank Safety Committee members for their dedication to safety and the Board for supporting safety efforts.
Harney said it is interesting there are so many less restricted days but the days away from work would increase by 45 days. Winkowitsch said it depends on injury type and a couple of people had surgeries that were taken off work versus being restricted. R. Sullivan said the 114 days is not someone who has the flu and missed work, it is only the FMLA qualified. Winkowitsch said it is based on the recording criteria. For example if an employee at Secondary Roads is lifting something heavy and injures their shoulder and has to have surgery where they take off work because of the recovery. These are only work related. The Board thanked Winkowitsch for her report.
R. Sullivan said he has been serving at the Board's HACAP representative. Someone mentioned it might be a better fit for Social Services Coordinator Amy Correia who was excited about the possibility because of the extensive work she does with them. It is also consistent with what Linn County does where the person in charge of Health and Human Services is their appointee instead of a Board member. It is up to the Board to make the appointment. Neuzil asked if it was something they want to put on the formal agenda. Stutsman said it is consistent with what they do for other appointments so putting it on a formal agenda is appropriate. R. Sullivan said he passed around a draft letter and he assumed that if they approve it they could sign and send the letter.
Neuzil said they had extensive discussion in the Strategic Planning meeting on February 18, 2009 on the proposed sales tax issue. On February 25, 2009 it is expected the Commissioner of Elections (Auditor's Office) would receive notification from the City of Iowa City calling for a special sales tax election. Once the City has established that and given it to the Auditor's Office it means there will be a special election held on May 5, 2009 and all the jurisdictions that are part of the County would then be participating in the election. The Board has to determine where they would like to see the dollars be used if it is successful. The Board of Supervisors represents the unincorporated residents, roughly 22,000 people, so they would have to determine where the money would go. In addition, the Board has an additional responsibility to determine the sunset of how long the sales tax should be on the ballot. They can do it in two ways: blanket meaning it is established for every community for one particular term, or they can establish and allow each community to determine it themselves. On February 25, 2009 in the Key Issues Work Session the Board will establish the language and they have direction from the majority of the Board. He will have language that meets all the requirements as set forth from the Commissioner of Elections that will be reviewed during the meeting on February 25, 2009. On February 26, 2009 the Board will vote on determining the ballot language for unincorporated residents and the sunset for the term of the sales tax. This is all contingent on the City of Iowa City calling the special sales tax election. Neuzil said that from reports from the City and the local newspapers this is likely to take place.
Harney attended a meeting with Planning and Zoning Administrator Rick Dvorak, the ICAD Board of Directors meeting, an Iowa City Chamber of Commerce meeting, the North Liberty Chamber of Commerce Round Table meeting, and the Community Foundation Board of Directors meeting.
Stutsman attended a Finance Committee meeting and the Communications Committee meeting.
R. Sullivan attended a SEATS Advisory Board meeting and an ISAC Scholarship Committee meeting.
Meyers attended a SEATS Advisory Board meeting.
Neuzil attended the JCCOG Trails Advisory meeting and a liaison meeting with Ambulance Director Steve Spenler. Neuzil has a listening post at the Iowa City/Johnson County Senior Center at 11:30 a.m. on February 24, 2009.
Motion by R. Sullivan, second by Meyers, to enter into Executive Session at 9:51 a.m. to discuss pending litigation under section 21.5(1.c), Code of Iowa, “to discuss strategy with counsel in matters that are presently in litigation or where litigation is imminent where its disclosure would be likely to prejudice or disadvantage the position of the governmental body in that litigation.” Roll call: aye: Harney, Stutsman, Neuzil, Sullivan, Meyers.
Recessed at 9:51 a.m.; reconvened at 9:59 a.m.
Motion by Harney, second by Stutsman, to leave Executive Session at 10:29 a.m. Roll call: aye: Harney, Stutsman, Neuzil, Sullivan, Meyers.
Adjourned at 10:29 a.m.
By Nancy Tomkovicz, Recording Secretary