MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
APRIL 16, 2009
TABLE OF CONTENTS
Page
Sheriff's Major Steve Dolezal: Recovery Act JAG Grant Application................................... 1
County Engineer Greg Parker: Bids Received for the 2009 Johnson County Dust Control Safety Program 2
County Engineer Greg Parker: Bids Received for the 2009 Seed and Fertilizer Program...... 3
County Engineer Greg Parker: Bids Received for the 2009 Bituminous Resurfacing Program (Various Locations)....................................................................................................................................... 3
Board of Supervisors: Health and Human Services Open House Scheduled for April 18, 2009 from 1:00 – 4:00 p.m................................................................................................................................. 4
Reports and Inquiries from the Board of Supervisors........................................................... 5
Chairperson Neuzil called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 10:02 a.m. Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
Sheriff's Major Steve Dolezal said he gave the Board a memorandum concerning the Byrne Justice Assistance Grant that is available through the government. He said the Sheriff’s Office has received this grant in the past, but in a smaller amount than is currently proposed. This year the grant was based on the Uniform Crime Reporting statistics. Dolezal said previously the Iowa City Police Department has received funding, but this year the Coralville and North Liberty Police Departments are also eligible. He said as the basis has changed, the governing body is requiring more transparency by giving them and the public notice of how the Sheriff’s Office intends to spend these funds. The items in the memorandum are not budgeted for and he does not know if there will be enough grant money for all the items. He said the Sheriff’s Office application is due by the end of May. The grant funds are being funneled through the City of Iowa City so he also included an agreement in his packet needed to allocate those funds to the County.
Stutsman asked if the items are prioritized in case the Sheriff’s Office does not receive all the funding. Dolezal said the items are ranked by cost and have not been prioritized yet. The Sheriff’s Office had to move quickly, with the list required 30 days in advance. He said the cost of the transport vehicle could exceed the grant funding. Meyers said a bus to transport 70 people would probably cost more than the $55,900 listed. Dolezal said exact numbers are needed for the actual application. Meyers said the bus could be useful since the County is moving towards housing all prisoners in Marshall County. Dolezal agreed and said the Sheriff’s Office is close to out growing their extended larger passenger van. Stutsman asked if the Automated Extended Defibrillators would be necessary in every patrol car with ambulances on scene. Dolezal said they are invaluable when patrollers have had the opportunity to use them.
Neuzil said Stutsman brings up a good point that the items need to be prioritized as to importance. Dolezal said the three unfunded items are their focus. Meyers said with the third item, he did not realize handguns had a life expectancy. Dolezal said the Sheriff’s Office has night sights that require replacement of integral parts to keep the qualification. He said the actual cost to replace them with trade-ins is a better value than the expectancy to change parts in the night sights. Both options are about $150 per unit. Harney said that chance of getting funding is less, because more entities are applying for the same funds.
Stutsman asked if there is a formula to determine the County’s amount. Dolezal said it is based on Uniform Crime Reporting so the higher statistical crime reporting in the area, the more money received. Areas like Des Moines could receive millions of dollars. Neuzil clarified Dolezal needs approval from the Board to apply for these grants. Dolezal said yes, as well as approving the agreement to pass through the funds. Neuzil said the Attorney's Office needs to review any type of agreement. Dolezal agreed, adding the Sheriff’s Office made application to the Community Orientated Policing Services Grant for the funding of two officers. That was processed Monday and he is optimistic the Sheriff’s Office will score well. Dolezal said the Sheriff’s Office received an appropriation of $25,000 from the Department of Justice to buy bullet proof vests. Congressman Loebsack helped secure the funding that should be available this summer.
County Engineer Greg Parker said Secondary Roads sent out 11 registered bids for calcium chloride. Of the three received, one bid was a no bid. One bidder responded to the calcium chloride request with a bid of $236,311. The second bidder quoted magnesium chloride instead. It is a good product for dust control, but Secondary Roads did not consider it this year. Parker suggested a bid price has been established, trying the product out on a road this summer. That company offered a lower bid, but he can not accept it because it was not responsive to the request. That bid was $212,865. Parker recommended, based on the bids, to proceed with the calcium chloride bid from Binns & Stevens. He said he would like to try the magnesium chloride on a County road this summer to see if they like the performance to consider it for next year's bids.
Meyers clarified there was only one bid. Parker said there was one responsible bidder that met the guidelines for the bidding proposal. Meyers asked if this covers all problematic intersections and curves throughout the whole County. Parker said this bid is for Secondary Roads’ Safety Program. This bidder will also be available to private residents who want to hire them directly as part of the Dust Alleviation Program in addition to the Safety Program. Parker said the other bidder will also be on the menu of approved providers for residents as part of the private dust alleviation. This bid is only for the Safety Program where Secondary Roads has set average annual daily traffic levels. Traffic counts above 150 receive a spot location application and above 300 receive a solid application. Meyers clarified the $236,311 will cover all the County's needs for this year.
Parker said the bid establishes a unit cost price, so if Secondary Roads buys all their estimated material, this would be the total cost. They will pay the unit price, which is $0.76 per gallon. Sullivan said they may be a littler lower or higher. Parker said it could be, but the program will be the same as last year. He said the traffic counts were done in 2007, which resulted in some changes. Parker said the next Iowa Department of Transportation (IDOT) count will be done in 2010. Any changes in daily traffic counts would modify the safety program for 2011. Counts are done every four years or in response to a large development that would change traffic counts. He said he feels this is a good program for County residents.
Parker said the Seed and Fertilizer Program is another annual biding process. Secondary Roads sent out ten requests and received four bids. The low responsible bidder was United Seeds, Inc. for $8,882.50. The next bidder was from Naylor Seed from Scotch Grove, Iowa for $9,000. The next highest was Big Country Seeds, Inc. from North Liberty for $9,703. The fourth highest bidder was Mark Seed Company out of Perry, Iowa for $11,722. Parker recommended, based on the bids, to select the low bidder of $8,882.50. Harney said in the past, seed was ordered and delivered as needed. He asked if that is possible with this vendor or if it would be a bulk delivery. Parker said Secondary Roads calls to order amounts as needed, because it is based on a unit price. He said they do work with the vendors on delivery.
Harney asked if the vendor will bring the supplies from Omaha two or three times. Parker said he did not know if it would come from Omaha or if it will be purchased locally. Harney said choosing an out of state bidder goes against the Board’s discussion about keeping suppliers local. Parker agreed, saying this is just a recommendation. Meyers said the difference between United Seeds and Big Country is 8.5%. Stutsman clarified the Board is required to take the low bid. Sullivan said yes, because they had a bid process. Parker recommended asking Assistant Attorney Andy Chappell. Chappell said if the County does a bid process, it must accept the low bid. There is no legal reason to bid for it as this is not a public improvement or a product that requires it. Next year the County can do a request for proposal process or just select Big Country Seed if they can provide a price that seems in line.
Parker said this is the seal coat bid to repair and maintain the existing seal coat system. Secondary Roads only sent two bids request to companies in the area, but it was posted in the newspaper as with every bidding procedure. They received one bid back from L.L. Pelling Company for $482,355. He said Secondary Roads has not changed their unit number. This bid is also based on a unit price. The bid prices went up about $50,000, about 20%, this year for the same amount. Parker said oil prices have decreased, but the price for seal coat has increased. Secondary Roads will try to maintain their system with the dollars the Board has budgeted.
Sullivan asked if other counties get multiple bids or they get one qualified bidder. Parker said he has not spoken with surrounding counties. Linn County has the equipment to do it in house. Linn County asked for quotes last year, but the cost was higher than doing it themselves. He said it is a specialized process with specialized equipment. He does not think there is a large pool of capable businesses in this area. He only knows of two. If Secondary Roads brings in businesses from outside the area, they face a mobilization fee that would add to the cost. Meyers said it would be interesting to see numbers on completing the work in house versus contracting it out, particularly in light of the chip seal program the County is starting as an option for homeowners. Parker said there is a large purchase of equipment needed upfront. The chip machine is about $350,000 and the oil application is $200,000 to $300,000. He said Linn County has nearly double the staff, so it would require pulling staff from other activities. Meyers said Parker mentioned how in a previous job he pioneered a reclamation process for loose gravel from the chip seal process. Parker said that was at the City of Cedar Rapids. They would send street sweep to get the material out of the gutter. He does not know if Secondary Roads would be able to reclaim the material out of the ditch. Neuzil said this process should be reviewed to see if the Board is interested in changing the bid process or new ways of applying chip seal. Parker recommended proceeding with L.L. Pelling Company as the low responsible bidder. Neuzil said once the Board has received and reviewed the bids, they will likely add their approval to the next formal agenda.
Neuzil said the open house for the Health and Human Services building is scheduled for April 18, 2009 from 1:00-4:00 p.m. He said Harney and Stutsman participated on the committee. Stutsman said the ribbon cutting will be held at 1:30 p.m. outside weather permitting. In case of rain, it will be in the second floor lobby. She said there will be light refreshments on the second floor. Staff will be available to answer questions and give brief tours. Stutsman said there will not be organized tours, but people can walk through the entire building at their leisure. The skywalk will not be accessible to the Administration Building, but people can walk onto it. She said they are hoping the community takes advantage of this opportunity to see the building and the features required for the Silver LEED Certification. Harney said the main entrance is by the flag pole between the parking ramp and the building, which is where the ribbon cutting will take place. Stutsman said the ribbon cutting will have a short program with Neuzil acting as master of ceremonies and Congressman Loebsack will be present. Neuzil said the Board encourages residents to participate. More information can be found on to the home page of the Johnson County website at johnson-county.com.
Meyers had a liaison meeting with Parker, a Housing Action Team meeting, a Rural Advisory Committee meeting, and a Johnson County Council of Governments (JCCOG) meeting.
Sullivan attended a Board meeting regarding Conditional Use Permits, a Department Head meeting, a liaison meeting with Planning and Zoning Administrator Rick Dvorak, a joint Conservation Board meeting, and a meeting with residents in the Cottage Reserve area.
Stutsman attended a meeting at the Mental Health Center, the Agriculture Committee meeting, a liaison meeting with Dvorak, a liaison meeting with Parker, and the North Liberty Chamber of Commerce roundtable.
Harney attended the Iowa City Chamber of Commerce roundtable, the joint Conservation Board meeting, and a Community Foundation Board of Directors meeting.
Neuzil said he will be having a listening post on April 17, 2009 at Baxa's Sutliff Store and Tavern bar and grill at 11:00 a.m. and on April 21, 2009 at 11 a.m. at Mekong Restaurant. He attended a meeting with Linn County Board of Supervisors Chairperson Lu Barron and East Central Iowa Council of Governments Director Doug Elliott. Neuzil said there will be a MH/DS Planning Council meeting on April 16, 2009, a Key Issues meeting on April 22, 2009, and a Board meeting on April 23, 2009. He invited the public to attend the Health and Human Services Building Open House from 1:00 to 4:00 p.m. on April 18, 2009.
Adjourned at 10:54 a.m.
By Nancy Tomkovicz, Recording Secretary