MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
APRIL 23, 2009
TABLE OF CONTENTS
Page
Planning and Zoning Assistant Planner Josh Busard: Greenhouse Gas Reduction Plan......... 1
Ambulance Service Director Steve Spenler: Space Needs Assessment for Possible New Ambulance Building....................................................................................................................................... 3
Facilities Manager David Kempf: Disposition of Public Health Building.............................. 5
Board of Supervisors: Sutliff Bridge FEMA Application...................................................... 6
Board of Supervisors: Local Option Sales Tax Information.................................................. 9
Board of Supervisors: Appointments to the Johnson County Historic Preservation Commission for Unexpired Terms Ending December 31, 2009 and December 31, 2011........................................... 9
Reports and Inquiries from the Board of Supervisors......................................................... 10
Chairperson Neuzil called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:09 a.m. Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
Planning and Zoning Assistant Planner Josh Busard said he recently completed a Greenhouse Gas Reduction and Sustainability Plan for the Board's review. He also completed a cost-benefit analysis. The focus of this plan concentrates on the three biggest greenhouse gas contributors in Johnson County operations. The contributors are building maintenance and operation, the vehicle fleet, and employee commutes. Busard said the Leadership and Energy in Environmental Design (LEED) certification of the Health and Human Services Building is projected to save about $15,000 a year from energy efficiency. That savings does not include any rebate from Mid-American Energy. Busard said it will help combat global warming, pollution, unsustainable human activities, and reduce greenhouse gas emissions. The goal is to reduce by 10% by 2010 and 80% by 2050. A greenhouse gas is any emission directly related to the burning of fossil fuels including carbon dioxide, nitrous oxide, and methane.
Busard said energy savings, cleaner air, and green industries in Johnson County are the expected results. He said Local Governments for Suitability (ICLEI) is the umbrella organization that brings many communities together seeking to lower greenhouse gas emissions. They are working on milestone number three in the ICLEI process and can move on to milestone four and five as soon as they implement a plan. Approximately 5,500 metric tons of greenhouse gasses are released in Johnson County just from County daily operations. Busard said annually, 52% of the emissions come from the vehicle fleet, 32% from buildings, and 15% from employee commutes. If this plan is adopted, it should help reduce greenhouse gases by 3.7% annually. The 80% reduction goal can be reached by 2050 with small adjustments in the way business is done. Busard said he, Planning and Zoning Intern Taylor Newton, and Facilities Director David Kempf first researched the plan and then compiled a master list of possible measures. Busard feels they need to direct resources and have accountability, as needed. This plan identifies the overall goal of the implementation measure and the necessary steps to accomplish that goal. Busard said that staff will continue to monitor the plan using the ICLEI software.
Busard said some measures will be implemented immediately. They want to require LEED certification of all new buildings and major remodels. It is important for the Board to adopt a policy setting a certain number of miles per gallon requirement for the vehicle fleet. He said they want to educate employees to reduce the miles traveled to work by encouraging carpooling, sharing trips, or walking. Busard said the Board needs to facilitate employee car and van pooling efforts. An employee website could post a schedule to coordinate rides. The Board could also sponsor programs that will encourage employees to use public transit, and possibly even subsidize bus passes and always encourage employees to walk or bike to work.
Busard said the following items are to be implemented in fives years: purchasing green cleaning products, purchase a higher percentage of green power, increase bio fuel usage, and promote telecommuting if possibly. Busard said in ten years they might want to install solar panels, purchase alternative fuel vehicles, and go to a four day work week. He said hopefully in ten years these initiatives will be more cost-effective as technology increases. He said President Obama wants for the White House fleet plug-in vehicles within the first year and 50% of vehicles will be plug-ins by the end of his first term. He wants existing Federal building's to be 25% more energy efficient and all new building's 40% more energy efficient than baseline standards. He said President Obama wants a 15% reduction of the energy consumed by the federal government by 2015.
Sullivan said he likes the idea of having computers going to sleep. He asked if there was a way to shut down all computers at a certain time to avoid leaving a computer on all night. Busard said Network Administrator Bill Horning thinks that is something he could do. Neuzil asked if Busard is participating in the Green Team that is being developed by JCCOG and what the status of that is. Busard said they had their first meeting three weeks ago and will have another in about three weeks. The first meeting was introductions, and discussion on where the team wants to go. He said they heard from Iowa City about what they are doing, and he presented on what Johnson County is doing. He said North Liberty and the University of Iowa were interested in participating. Coralville was not present but has expressed interest in being part of the JCCOG group. Neuzil said the first process for implementing the plan would be gaining support from the Board and making any necessary changes. Then, there is a plan in place and procedures can be looked at to complete the goals and initiatives. He said they will talk about ways to come up with money for expenditures in strategic planning meetings as they budget for FY11.
Neuzil asked if Busard is looking for the Board to make any changes. He said a formal vote on the plan is required. He asked where the plan would come from if it is put into place. He asked if it would come out of Planning and Zoning. Busard said the plan probably would come from the Planning and Zoning Department. He designed the plan so the Board would adopt policy and direct certain departments to do certain activities such as: set policy to LEED certify all new buildings, set mile per gallon standards for vehicles, or set an energy savings mode for the computers. Busard said the Board will set the policy and the plan will be used as a fallback. It will then be up to certain people to help administer the plan. He said if the policies are set and in place department heads should be able to follow them. Neuzil said there is nothing in the plan that Johnson County couldn't accomplish. One reason the Board decided to join ICLEI and be part of the Green Team was to set an example like Iowa City, Coralville, North Liberty, and the University, and try to get other communities and businesses to think Green.
Neuzil said the best process is to make final adjustments suggested by Board members and then move the forward. Busard said the plan is only for Johnson County operations. He said once this plan is adopted they can find ways to help citizens in the community reduce greenhouse gasses and look at ways to help citizens reduce greenhouse gases and become more sustainable. Neuzil asked if the Board would approve putting this item on the agenda next week for formal adoption. The Board agreed. Busard asked the Board to let him know about any changes. Neuzil asked Busard to send the plan to other elected officials and departments to ask for feedback. Planning and Zoning Administrator Rick Dvorak said Busard is going to be gone until April 30, 2009. He said any comments should be directed to Sullivan, Facilities Manager David Kempf, or himself. Sullivan said it should be a specific person. Neuzil asked if Kempf minded taking the questions. Facilities Manager David Kempf said no. Neuzil said policy changes or improvements can still be made on May 7, 2009. He said Kempf can decide on the changes for consideration.
Ambulance Director Steve Spenler said at the April 17, 2009, Space Needs Committee meeting there was discussion about moving the possibility of a new ambulance building forward. He said the Space Needs Committee recommended that the County move forward with that process. He said Kempf would like to follow the same process taken for the Health and Human Services Building. Spenler said the first step would be to obtain the services of an architect to do a space needs assessment. He said they would like to have the assessment completed by September or October of 2009 in order to look at budget considerations for 2010. He said the Committee understands this project may not move forward quickly. Spenler said they have been thinking about this for a number of years and he believes it is time to set a timeline. He said the Committee would consider the current location as well as the Fisher Building, which was initially purchased for this purpose. He said they are also going to discuss what the County wants to do with the vacant Public Health Building and look at it as a possible location.
Neuzil asked if the space needs analysis would include location analysis. Spenler said yes. Neuzil said one factor is the potential of selling the current Ambulance Building and investing those dollars into a new location. Kempf said considering locations is the intent behind the needs assessment, as well as evaluating what would be most cost-effective. Sullivan said this decision effects more than just the Ambulance Department. He said they need to look into the value of different properties. Kempf said some appraisals have been done in the last couple of years on a couple of these properties and they can look at doing more.
Sullivan said if they get an architect to do a space needs assessment he wants to make sure they are not forced to use that architect or the plans that architect made. Kempf said there is going to be a break in time between the space needs analysis and the implementation of the plan. He will make it clear to the architect that the job is only for a space needs and site suitability study. Spenler said that is the process taken with the Health and Human Services Building. Harney said the current economic times may not allow building now, but there should be a plan for the future. He said the current location, as well as the site next to it, are priorities for the campus plan. However, he said, he supports retrofitting a building if it is cost saving for the taxpayers. Spenler said they have been thinking about a lot of options for several years and they do not know what the best choice is. Stutsman said Spenler has been very patient with the Board and she appreciates his doing the process. She said if the Board agrees, they can start the process today. Stutsman said she is ready to authorize Spenler and Kempf to start this process.
Kempf said no formal action is required. Neuzil asked Kempf if he will get a bid. Kempf said he will make arrangements with someone locally to perform the analysis. Neuzil asked if they need to take information back to the Space Needs Committee. Stutsman said no because this was the recommendation of the Space Needs Committee. Neuzil said that committee will monitor the progress and asked Kempf to give Board members progress reports. Kempf said as information is received he will bring it forward to the Board. The intent would be to have it done well in advance of next year’s budget time.
Harney asked if there is enough money built in for this study. Kempf said yes, he doesn’t think they will have to ask for an adjustment. Spenler said Kempf was going to look into his budget and the Ambulance Department has money as well. He said Budget Coordinator Rich Claiborne will help with that process. Sullivan said Spenler has worked to spread ambulances out to be closer to the people needing the service. He assumed Spenler will continue to do that. Spenler said absolutely. He said they plan to move into the new Coralville Station, which is located north of Interstate 80. He said Kempf, SEATS Director Tom Brase, County Engineer Greg Parker, and himself are going to meet to look at putting an ambulance at the SEATS/Secondary Road Building. That location would be used for a fourth truck in the future. Sullivan said they need to keep in mind what they are using at other places to have an idea of how big it is.
Spenler said this area is a great central location for the base of the Ambulance Service. He said they put ambulances in other places where they identify call volume for quicker response times. He said it makes sense to put ambulances in satellite stations as the Department grows. Neuzil clarified that the County is the current owner of the Fisher Building, which is located next door to the current Ambulance Building.
Kempf asked if the Board is ready to put the old Public Health Building up for sale or if they wanted to wait to see if there is a good way to reuse the building for the County. Stutsman said she supports selling the building because of the property taxes. When the Health and Human Services Building was built the County bought several viable buildings for which property taxes were being paid. She said those taxes made a difference to Iowa City and the County's budgets. Stutsman said they have a responsibility when they haven’t identified a use for a building to sell the building and put it back on the tax rolls. She said she does not support government holding on to properties in case someday they may need it. Harney agreed. He said excess property should be sold. However, in this situation he would prefer to wait until the study is completed. Neuzil said they need an analysis of the value of the property. He said it is nice to have the Fisher Building as an option, especially if the value of the Fisher Building and Ambulance Building is enough to allow them to retrofit an Ambulance Facility in the old Public Health Building.
Neuzil would like to see decisions made for that location. He said he doesn’t want the building to sit empty for a couple more years, because people have shown interest in that location. He said that interest might expedite the process as well. He said the Gilbert Court location is attractive for some of the Human Service Agencies because of the location of the Crisis Center and the Salvation Army. Neuzil said they should give Kempf direction to start the process of identifying the value of the properties. Kempf said as they move forward with the Ambulance Department site and space needs assessment he have appraisals or assessments done on the properties to determine their value in the market place. He said he will come back to the Board once he has that information. Meyers said that will help the Board make a decision about the value of the Fisher Building, the current Ambulance property and the value of the old Public Health Building. He said a decision cannot be made today on the Public Health Building. He said he does not want the buildings to sit idle for long periods of time and it is important to start the location and space needs assessment. Meyers said the disposition of one or more of these properties could go towards the remodel or relocation of the Ambulance Department. Kempf said his intent was to start the conversation.
Sullivan asked if Kempf will be getting an appraisal of the Armory Property. Kempf said they have that, but it has been several years. Assistant County Attorney Andy Chappell said an appraisal was done when they did the exchange five or six years ago. He said he saw the value at that point, but hasn’t seen the entire appraisal. He said the National Guard procured the appraisal and has the information. He said he can contact the Guard to see if they have a copy and then a determination as to whether another assessment should be done can be made. Chappell said the market has changed a lot. He said the purpose of the appraisal was to justify that the properties being exchanged were in the ballpark of each other. He thinks the County got the better end of that deal based on the values that came up in that appraisal.
Harney said he is not ready to sell the Armory property. Stutsman said this is the first time she has discussed selling the Armory. Sullivan said it might make more sense to put the Ambulance Department on the Armory site and sell the Ambulance and Fisher Buildings to someone who would put up apartment buildings. Harney said to build at the Armory they would have to raze the whole site because it is on the flood plain. He said they are already utilizing the Armory site for parking. Sullivan said it makes sense to have an appraisal to have all the information. Kempf said the assessment would be for information purposes at this point. Neuzil said they had asked for that information anyway to determine the possibility of putting an ambulance building at the Armory location. Stutsman said they should direct Kempf to do an assessment of all the land they have available in order for the Board to make an informed decision. Meyers said the Space Needs Committee is in the middle of assessing the unprecedented rebuilding and additions to the County's facilities. He said the committee is working on a projection of what the County may need. The Armory property is a large piece of ground and there may be a future space need that has not yet been identified for the Armory property.
Neuzil said the Board of Supervisors had an extensive conversation with the Conservation Department on the Sutliff Bridge issue. They have also discussed this issue with people from the State and the County Attorney's Office. The purpose of this discussion is to give an update on the Sutliff Bridge FEMA application. Neuzil said a subcommittee was created. He said Meyers and himself, as an alternate, will serve on that committee as well as Conservation Director Harry Graves, or a designated person from Conservation, Planning and Zoning Administrator Rick Dvorak, and County Engineer Greg Parker. They will also be using resources of the County Attorney's Office and the Budget Coordinator. He said they would also like people from the Sutliff Bridge Authority to participate as well. Meyers will head the subcommittee and is in charge of organizing meetings.
Neuzil said the Board is in the process of looking at the possibility of the County reacquiring the Sutliff Bridge. He said they will start the process to determine if they want to cancel the agreement between the Sutliff Bridge Authority and the County and take the bridge back into possession. He said they would then start the process of working with FEMA to determine if the bridge should be repaired or demolished. The subcommittee will answer questions about the responsibly of taking back the bridge, the cost analysis, future costs, insurance, and maintenance costs. Neuzil said a study needs to be done to determine if the existing structure is safe and secure, in particular the abutments.
Harney said he talked with Parker about hiring an engineering firm to look for scouring under the bridge and to see if the piers are solid or eroded underneath. Harney said Parker had contact with the same company that did the Hills Bridge assessment. The issue which came to their attention was, if they do the assessment of the structure, they could tell if it was eroded. But if they do that, and the County takes it back, then the bridge must be brought up to OSHA standards and that gives rise to new issues.
Neuzil said it sounds like the County's expense would be the hiring of divers. But as far as the repair work needed to bring the bridge up to OSHA standards, that will have to be paid for by FEMA and the State. Meyers said not necessarily. He said whether the County or FEMA agree to pay for the pier inspection, if the divers aren't going to do the inspection, that really ties the Boards hands in this matter. It raises the questions about how much to invest in rebuilding a structure when it isn't known if the foundation is sound.
Stutsman asked why the bridge has to meet OSHA standards if it is not going to be open to traffic. Harney said for the pedestrian traffic safety. Sullivan said if something is wrong with the limestone that is in the river and the Board decides to rebuild, FEMA will pay for it. The reimbursement is 90% federal and 10% State, so there is no cost to the County to repair it to pre-flood standards. Sullivan said it's kind of a red herring, because if the bridge is going to be rebuild it will be paid for. Neuzil said the only expense he thinks is that the County would have to pay for the study to determine if the foundation is structurally sound. Conservation Director Harry Graves said he received information from Sutliff Bridge Authority member Randy Howell regarding the engineering study and the pin test study. Graves gave Board members a copy of the information from the study.
Neuzil said the first step would be to determine if the Sutliff Bridge Authority wanted to give the bridge back to the County. The paperwork would have to be submitted by May 15, 2009. Stutsman asked if the Sutliff Bridge Authority has a clear understanding of what it means for the County to take the bridge back. Neuzil said when the bridge is back under the County's authority, the rules for use of the bridge will change. Stutsman said County Attorney Janet Lyness said the Sutliff Bridge Authority would no longer have any authority over the bridge. Graves said he thinks it is a formality to take control of the bridge. He said the Board will have to determine what the course is thereafter. Sullivan said by May 15, 2009 they will have to, at a minimum, make the first decision and request an extension. Harney said he has concerns with some of the items written down, such as decay, because FEMA said they will repair anything that is flood damaged. Harney said decay is not considered flood damage. Harney said the County will likely have to pay for that, along with the piers, correcting the vertical truss, and repairing the decayed bridge plank. Sullivan said the Authority already has planks and probably would be willing to donate them if needed. Meyers said some iron structural things have deteriorated. Graves said engineering studies could determine the elasticity of the iron.
Harney said it is in the County’s best interest to take the bridge back, and decide later whether to repair it. Neuzil said the County would be taking this bridge back and taking responsibility away from the Sutliff Bridge Authority. Graves said that this is the only way Federal money can be received to repair the bridge. Neuzil said that around May 7, 2009, the Board should have a decision on how to move forward and during this decision making time, the Sutliff Bridge Authority needs to be part of the process. Neuzil said that the Sutliff Bridge Authority would have to sign off on the agreement to relinquish their authority. Neuzil invited members from Sutliff Bridge Authority to speak.
Sutliff Bridge Authority President Randy Brannaman said they understand that they will no longer have control when the County takes back the bridge. Brannaman said the Authority had Lambourne Environmental Diving from Mechanicsville do a diving study on the bridge. The study did not include the piers. The Authority does understand the need for the County to take the bridge back. The risk today is a lot different than when they started 25 years ago because they had no funding, and now the County has FEMA money. Brannaman said they are hoping the Conservation Board and the Board of Supervisors can come to a solution. Neuzil said in the spirit of community cooperation the Board hopes the Sutliff Bridge Authority remains very active with efforts to manage and take care of the bridge. Brannaman said the Authority will not back down from this bridge they have been a part of for 25 years and they will continue to be involved. Sullivan said he hopes the Sutliff Bridge Authority does not dissolve if the County takes the bridge back. He said the Authority's fundraising efforts would still be appreciated. Brannaman said they still want to fundraise and they have major donors who are ready to give.
Sutliff Bridge Authority Member Randy Howell said he has been working with FEMA through the application process thinking they were eligible for reimbursement. He said he walked with the engineer who did the initial evaluation of the bridge and Howell wanted to clarify some of his comments. He said the pins on the bridge were tested and they did pass. Bird nests over the years have caused erosion. Howell said the engineer thought it would be easy to fix with bolting plates on either side. The crack in the vertical span is one of other cracks that had already been fixed by the County when it was open for vehicle traffic. The County fixed those cracks by welding plate steel in the crack. Howell said the Bridge Authority already has funds in their account, and if it would help with the Boards process, the Authority would be willing to pay for the divers instead of using tax dollars. Neuzil said that is a great offer.
Graves said Parker can provide insight on diver qualifications. Graves said he presumes the diver has to be an engineer. Sullivan said he is concerned about the charge of this committee. It makes sense to terminate the lease and take back the bridge. He suggested voting on this at the Formal meeting on April 30, 2009. Neuzil said they can do that, but the committee is needed to help with the paperwork and things of that nature. Sullivan said he doesn't want to put this off since they have a deadline. Stutsman said the additional information will help with the next step, but right now they know they are going to take it back.
Meyers agreed with Stutsman and Sullivan regarding taking the bridge back, and said he is wondering about the purpose of the committee too. Neuzil said he sees this committee working to incorporate the Conservation Board into the process. Neuzil said the committee will not determine policy but it will provide answers for the Board of Supervisors and the Conservation Board. Graves said the County needs to take control of the bridge in order to receive FEMA dollars, and then they can move forward and work with FEMA to determine the best course of action. Neuzil suggested discussing this issue on May 7, 2009, in order to give time for the County Attorney’s Office to come up with official language for the agreement. Sullivan said he got the impression they could do that quickly.
Sullivan said there will have to be a letter that says the County has terminated the lease and is taking back ownership of the bridge. It should also include a request for an extension in terms of what is going to be done with the bridge. Stutsman said they need to have a thorough analysis before they move forward with any action on the bridge other than for the County to take back control of the bridge. Harney said they need that letter by May 15, 2009. Neuzil said the County Attorney’s Office will be communicating with the subcommittee.
Neuzil said the Local Option Sales Tax Election is scheduled for May 5, 2009, and the City of Iowa City requires all entities, including Johnson County which represents the unincorporated residents of Johnson County, roughly 20,000 plus residents, to also participate in the election process. Communities have been providing public education to taxpayers. Stutsman said she has a fact sheet provided by the City of North Liberty. She knows the Board of Supervisors can’t promote one way or another, but she thinks they do have an obligation to inform the taxpayers with as much information as possible before the election. She thinks they should draft something to put on the County’s web page. Stutsman thought they could also have flyers available in the County Administration Building at the counters where the public does business. Neuzil volunteered to prepare the informational flyer and pass it among the Board members for editing. Sullivan said they need to verify with the Auditor’s Office about whether distribution of such flyers is allowed at the Auditor's Office because it is a polling site.
Stutsman said because legislation has passed at the State level requiring boards and commissions to be gender balanced, she would like to have membership information on the Historic Preservation Commission's members. Neuzil said four individuals have applied to be on the Commission and the Board will officially appoint new members next week. The four people who have applied are Amy Bouska, Laura Hoover, Jennifer Price, and John Vidoni. Sullivan said the gender balance legislation has officially passed and he recommended the County Attorney’s Office give the Board members some instruction about what gender balance includes.
Neuzil said the Board is going to be meeting with the County Attorney on May 6, 2009 and can discuss gender balance then. Assistant County Attorney Andy Chappell asked if the Governor has actually signed the legislation yet. Stutsman said he hasn’t, but they are confident he will. Chappell said it is going to be very difficult to achieve gender balance on all boards and commissions. Stutsman said implementing it is going to be difficult, and she is glad the legislature said to make the best effort at securing balance. The legislation is really geared to smaller counties that don’t make the effort. Chappell said it is going to cost money though, because if the pool of applicants in a County does not allow final appointments to be balanced, then the county must advertise for a period of time.
Stutsman attended a Finance Committee meeting, and a Space Needs Committee meeting. Stutsman said the Open House went very well and wanted to thank everyone for their work, especially Kempf and the staff. She attended a Decat meeting and an Evaluation Committee meeting.
Harney said he attended the MH/DS Planning Council meeting and a Military Affairs meeting. He worked on the Memorial Day events for May 25, 2009. Harney attended the Space Needs Committee and the Health and Human Services Open House. He met with residents at Riverview Estates to discuss flood related issues, with Washington County Economic Development Group Executive Director Ed Raber, and he attended a Batter's Education Program Committee meeting. Harney attended the Jail Facility subcommittee meeting and met with Iowa City staff to discuss the Justice Center.
Sullivan attended the first Justice Center Funding Committee meeting. Sullivan had a liaison meeting with MH/DS Director Kris Artley and attended the Governor’s signing of the Jumpstart Flood Relief Bill at the Old Capitol. The local Chamber of Commerce is having the Buy Here Business Fair at 4:00 p.m. at the Holiday Inn in Coralville on April 23, 2009. Sullivan said April 27, 2009 is the first day same-sex couples can be married in the State and the Recorders Office may be busy. He wished the same-sex couples well and said he is excited for them.
Meyers attended a Safety Committee Meeting. Meyers said he's had conversations with different people about the electrical code update and that is scheduled for a public hearing next week. He attended the Board of Directors meeting for the local Chamber of Commerce. He too reminded the public about the Buy Here Business Fair.
Neuzil attended a liaison meeting with Artley. He announced Law Day is at the Johnson County Court House on April 30, 2009 from 3:00 p.m. to 4:30 p.m. He announced Safe Kids of Johnson County will hold an event on May 2, 2009 at the Coral Ridge Mall from 11:00 a.m. to 2:00 p.m. in the south parking lot. Neuzil will be having a Listening Post on April 30, 2009 at the Iowa City/Johnson County Senior Center at 1:00 p.m. Neuzil said the next Board meeting is scheduled for April 30, 2009.
Adjourned at 10:41 a.m.
By Nancy Tomkovicz, Recording Secretary