MINUTES OF THE FORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:

MAY 21, 2009

      Chairperson Neuzil called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:02 a.m.  Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.

      Unless otherwise noted, all actions were taken unanimously.

Motion by Sullivan, second by Meyers, to approve the claims on the Auditor’s Claim Register, as approved by a majority of the Supervisors.

Motion by Stutsman, second by Sullivan, to approve the minutes of the May 12, 2009 Canvass of the Board of Supervisors for the Local Option Sales and Services Tax Election and the formal meeting of May 14, 2009. 

Motion by Meyers, second by Harney, to approve the payroll authorizations submitted by department heads, as approved by a majority of the Supervisors.

Motion by Sullivan, second by Stutsman, to approve and authorize the Chairperson to sign: a Renewal Application for a Class C Liquor License, Application for Outdoor Service Area, and Application for Sunday Sales Privilege for KC Building Association of Iowa City, Iowa City, as submitted by Randy Trca.

Motion by Harney, second by Sullivan, to accept the Recorder’s Report of Fees Collected for the month of April, 2009, in the amount of $176,126.06 as submitted by County Recorder Kim Painter.

      Convened Public Hearing on FY2009 Budget Amendment at 9:04 a.m.

      Budget Coordinator Rich Claiborne presented the FY09 Budget Amendment.  Meyers asked Claiborne for clarification on the Rural Basic Fund.  Claiborne said the Land Fill has incurred more expenses.  Sullivan added that some of these expenses are flood related.  Stutsman asked why the Sheriff's Office and Information Services have submitted budget amendments when originally they had revenue projections which exceeded their expenses.  Claiborne said IS had to amend the budget because Information Services Director Jean Schultz tracked every department right to the penny and if Schultz were to absorb the amount on each line item rather than amend, that would throw the entire spread sheet off and Schultz couldn't track. 

      Claiborne said there are a number of contract renewals in June 2009 for the Sheriff's Office so all that money is going to be used up.  Stutsman asked how much is the prisoner expenses and sick leave buyout.  Claiborne said the sick leave buyout is $2,600 and the inmate housing is $75,000.  Stutsman said that after the Board's lengthy discussion about how to address the budget issues they concluded they must require that departments budget as accurately as is possible recognizing the line-item flexibility.  She questioned why the requested $2,600 couldn't be absorbed in the Sheriff's budget.  Claiborne said that it was an unplanned expense.  He also said that Sheriff's Major Steve Dolezal said their department could absorb the $2,600 if necessary, but definitely not the $75,000.  Stutsman said this will make a statement to the public how the Board may respond to future budget requests.  Neuzil said the process for submitting budget amendments is changing and departments are required to justify the requests.  He said he thinks the rules are changing and they will be evaluating each amendment request individually. 

      No one from the public was present to speak. 

Public Hearing closed at 9:17 a.m.

RESOLUTION 05-21-09-B1

AMENDING THE FISCAL YEAR 2009 JOHNSON COUNTY BUDGET

      Whereas, the Board of Supervisors has held a public hearing pursuant to Chapter 331, Code of Iowa, to amend the fiscal year 2008-2009 County Budget; and

      Whereas, the explanation of changes is as follows:

Expenditures increased for:

· Public Safety and Legal Services service area for Ambulance department merit pay ($3,757)

· Public Safety and Legal Services service area for Attorney department merit pay ($16,695)

· Public Safety and Legal Services service area for Medical Examiner department merit pay ($2,221)

· Public Safety and Legal Services service area for Sheriff department inmate housing ($75,000)

· Public Safety and Legal Services service area for Sheriff department sick leave payout ($2,600)

· Public Safety and Legal Services service area for Attorney department to reallocate wage items from SA9 to SA1 ($33,000)

· Public Safety and Legal Services service area for General Basic Block Grants department for Emergency Management ($200,000)

· Public Safety and Legal Services service area for General Basic Block Grants department for Hazardous Material ($3,297)

· Physical Health & Social Services service area for Public Health department merit pay ($16,835)

· Physical Health & Social Services service area for SEATS department merit pay ($850)

· Physical Health & Social Services service area for Department of Human Services for merit pay ($2,761)

· Physical Health & Social Services service area for Veterans Affairs for merit pay ($163)

· Physical Health & Social Services service area for General Basic Block Grants department Social Services Flex Expenses ($30,667)

· Mental Health, MR & DD service area for MH/DD department merit pay ($6,138)

· County Environment & Education service area for Planning & Zoning department merit pay ($3,559)

· County Environment & Education service area for Conservation department merit pay ($4,983)

· County Environment & Education service area for Rural Basic Block Grants department for landfill expenses ($30,000)

· County Environment & Education service area for Rural Basic Block Grants department for rural assessment ($600)

· Roads & Transportation service area for Secondary Roads department for merit pay ($5,359)

· Roads & Transportation service area for Secondary Roads department for operating expenses ($1,793,000)

· Government Services to Residents service area for Elections department special election ($101,606)

· Administration service area for Attorney department merit pay ($385)

· Administration service area for Attorney department for reallocation of expenses from SA9 to SA1 ($11,000)

· Administration service area for Board of Supervisors department merit pay ($1,327)

· Administration service area for Human Resources department merit pay ($2,620)

· Administration service area for Information Services department merit pay ($3,582)

· Administration service area for Physical Plant department merit pay ($1,755)

· Administration service area for Treasurer department for benefit pay ($21,576)

· Non-program Current service area for County Farm management fees ($2,320)

· Debt Service service area for bond principle payoff ($740,000)

· Debt Service/Central Services service area for bond principle payoff ($2,500,000)

· Debt Service service area for bond interest payoff ($30,000)

· Debt Service/Central Services service area for bond interest payoff ($7,292)

· Capital Projects service area for Secondary Roads department for roadway construction ($395,000)

· Capital Projects service area for Technology department for equipment ($88,000)

· Capital Projects service area for Capital Projects department for campus plan construction ($1,220,000)

Expenditures decreased for:

· Physical Health and Social Services service area for Public Health department program changes ($54,235)

· Government Services to Residents service area for Treasurer department for benefit adjustment ($21,576)

· Administration service area for Attorney department for reallocation of expenses from SA9 to SA1 ($44,000)

Revenues increased for:

· Public Health for Intergovernmental revenue ($148,701)

· Elections for Intergovernmental revenue ($65,935)

· Public Health for Miscellaneous revenue ($3,000)

· Central Services for General Long-Term Debt Proceeds revenue ($2,507,292)

Revenues decreased for:

· Public Health for Intergovernmental revenue ($128,878)

· Public Health for Miscellaneous revenue ($9,095)

      Whereas, after consideration of all comments at said hearing the Board of Supervisors has determined that it will be necessary to amend the 2008-2009 budget; and

      Whereas, the amendment does not increase taxes to be collected in the fiscal year ending June 30, 2009.

      Therefore be it resolved that the following expenditures of the fiscal year 2008-2009 county budget be amended:

EXPENDITURE INCREASES (by Service Area):

Public Safety & Legal Services increases by $336,570 to $35,681,779

Mental Health, MR & DD increases by $6,138 to $14,150,307

County Environment & Education increases by $39,142 to $3,187,338

Roads & Transportation increases by $1,798,359 to $9,157,808

Government Services to Residents increases $80,030 to $2,501,979

Non-program Current increases by $2,320 to $2,320

Debt Service increases by $3,277,292 to $5,247,242

Capital Projects increases by $1,703,000 to $21,260,212

EXPENDITURE DECREASES (by Service Area):

Physical Health & Social Services decreases by $2,959 to $8,589,012

Administration decreases by $1,755 to $$6,765,733

REVENUE (by type):

Intergovernmental increases by $85,758 to $22,178,625

Miscellaneous decreases  by $6,095 to $2,161,549

General Long-Term Debt Proceeds increases by $2,507,292 to $23,104,292

Motion by Stutsman, second by Sullivan, to approve Resolution 05-21-09-B1.

RESOLUTION 05-21-09-B2

CHANGING DEPARTMENTAL APPROPRIATIONS

      Whereas, the Board of Supervisors has held a public hearing pursuant to section 331.434(3), Code of Iowa, to amend the fiscal year 2008-2009 County Budget; and

      Whereas, the explanation of changes is contained in Resolution 05-21-09-B1; and

      Whereas, the amendment does not increase the taxes to be collected in the fiscal year ending June 30, 2009; and

      Whereas, all comments from the public have been heard.

      Therefore be it resolved that the following department appropriations be changed as follows:

DEPARTMENT EXPENDITURES (Service Area):

Dept. 01- Ambulance (Public Safety & Legal Services service area) increases $3,757 for YTD appropriation $2,723,229

Dept. 02- Attorney (Public Safety & Legal Services service area) increases $49,695 for YTD appropriation $1,803,377

Dept. 02- Attorney (Administration service area) decreases $32,615 for YTD appropriation $849,714

Dept. 04- Public Health (Physical Health & Social Services service area) decreases $37,400 for YTD appropriation $3,511,771

Dept. 05- Board of Supervisors (Administration service area) increases $1,327 for YTD appropriation $625,363

Dept. 06- Human Resources (Administration service area) increases $2,620 for YTD appropriation $269,766

Dept. 07- Information Services (Administration service area) increases $3,582 for YTD appropriation $1,000,844

Dept. 08- Sheriff (Public Safety & Legal Services service area) increases $77,600 for YTD appropriation $9,422,409

Dept. 10- Medical Examiner (Public Safety & Legal Services service area) increases $2,221 for YTD appropriation $588,332

Dept. 12- SEATS (Physical Health & Social Services service area) increases $850 for YTD appropriation $1,845,438

Dept. 14- Treasurer (Government Services to Residents service area) decreases $21,576 for YTD appropriation $760,371

Dept. 14- Treasurer (Administration service area) increases $21,576 for YTD appropriation $43,976

Dept. 17- Physical Plant (Administration service area) increases $1,755 for YTD appropriation $979,613

Dept. 18- Central Services (Debt Service service area) increases $2,507,292 for YTD appropriation $2,507,292

Dept. 19- Planning & Zoning (County Environment & Education service area) increases $3,559 for YTD appropriation $765,166

Dept. 20- General Basic Block Grants (Public Safety & Legal Services service area) increases $203,297 for YTD appropriation $19,142,408

Dept 20- General Basic Block Grants (Physical Health & Social Services service area) increases $30,667 for YTD appropriation $1,268,685

Dept 23- Rural Basic Block Grants (County Environment & Education service area) increases $30,600 for YTD appropriation $698,132

Dept. 24- Conservation (County Environment & Education service area) increases $4,983 for YTD appropriation $1,356,794

Dept. 25- County Farm (Non-program Current service area) increases $2,320 for YTD appropriation $2,320

Dept. 33- Elections (Government Services to Residents service area) increases $101,606 for YTD appropriation $1,080,134

Dept. 40- Technology (Capital Projects service area) increases $88,000 for YTD appropriation $1,478,675

Dept. 45- Department of Human Services (Physical Health & Social Services service area) increases $2,761 for YTD appropriation $1,728,425

Dept. 46- MH/DD (Mental Health & MR & DD service area) increases $6,138 for YTD appropriation $14,150,307

Dept. 49- Secondary Roads (Roads & Transportation service area) increases $1,798,359 for YTD appropriation $9,157,808

Dept. 49- Secondary Roads (Capital Projects Roadway Construction service area) increases $395,000 for YTD appropriation $2,005,050

Dept. 50- Veterans Affairs (Physical Health & Social Services service area) increases $163 for YTD appropriation $108,093

Dept. 65- Debt Service (Debt Service service area) increases $770,000 for YTD appropriation $2,739,950

Dept. 85- Capital Projects (Capital Projects service area) increases $1,220,000 for YTD appropriation $16,668,742

DEPARTMENT REVENUES (Type):

Public Health (Intergovernmental revenue) decreases $19,823 for a budgeted total of $1,834,246

Public Health (Miscellaneous revenue) decreases $6,095 for a budgeted total of $28,902

Elections (Intergovernmental revenue) increases $65,935 for a budgeted total of $99,140

Central Services (General long-term debt proceeds revenue) increases $2,507,292 for a budgeted total of $23,104,292

Motion by Sullivan, second by Meyers, to approve Resolution 05-21-09-B2. 

RESOLUTION 05-21-09-B3

LOAN AND TRANSFER FROM THE GENERAL BASIC FUND TO THE DEBT SERVICE FUND IN THE FY09 BUDGET

      Whereas, budgeted tax revenues in the Debt Service Fund are intended for the repayment of a scheduled loan payment due June 1, 2009; and

      Whereas, 98% of fiscal year 2009 budgeted tax revenues in the Debt Service Fund have been collected to date, but may not be fully collected in 2009. This creates the possibility of a temporary shortage of cash at year end to repay the scheduled loan payment; and

      Whereas, there is sufficient cash in the General Basic Fund to temporarily loan to the Debt Service Fund; and

      Whereas, the interfund loan will be repaid by the Debt Service Fund as tax revenues are credited to the fund, and amended into the final payout in the general fund in fiscal year 2010;

      Therefore be it resolved that 1) $650,000 be loaned from the General Basic Fund to the Debt Service Fund during fiscal year 2009, and 2) authorize the Johnson County Auditor to transfer $650,000 to the Debt Service fund from the General Basic Fund during fiscal year 2009, and 3) authorize the Johnson County Auditor to transfer the repayment of the interfund loan as receipts become available in the Debt Service Fund in fiscal year 2009, and 4) the remainder will be amended for the final settlement in fiscal year 2010 when the final amounts are known.

Motion by Sullivan, second by Meyers, to approve Resolution 05-21-09-B3.

RESOLUTION 05-21-09-01

RESOLUTION SETTING PUBLIC HEARING ON PROPOSED PLANS, SPECIFICATIONS, FORM OF CONTRACT, AND ESTIMATED TOTAL COST FOR JOHNSON COUNTY ADMINISTRATION BUILDING RENOVATION PROJECT

      Be It Resolved by the Johnson County Board of Supervisors that renovation of the Johnson County Administration Building is deemed necessary; and

      Be It Further Resolved that the plans, specifications, form of contract and estimated total cost prepared at the request of the Board of Supervisors by architects Novak Design Group, are set forth as the proposed plans, specifications, form of contract, and estimated total cost in connection with said public improvement, to-wit: renovation of the Johnson County Administration Building;

      Be It Further Resolved that said plans, specifications, form of contract, and estimated total cost are available for inspection in the office of the Johnson County Auditor, Johnson County Administration Building, 913 South Dubuque Street, Iowa City, Iowa; and

      Be It Further Resolved that, in accordance with Sections 26.12 and 331.341 of the 2009 Code of Iowa, a public hearing on said proposed plans, specifications, form of contract, and estimated total cost of the public improvement is set for the 4th day of June, 2009, at 9:00 A.M., Central Time in the Johnson County Board of Supervisors Boardroom, Johnson County Administration Building, 913 South Dubuque Street, Iowa City, Iowa.  The Johnson County Auditor is directed to publish notice of the hearing in accordance with the law.

Motion by Harney, second by Stutsman, to approve Resolution 05-21-09-01. 

Motion by Meyers, second by Stutsman, to approve the FY10 non-bargaining pay plan including Cost of Living Adjustment (COLA) and job classifications.

PROCLAMATION 05-21-09-01

HONORING VETERANS ON MEMORIAL DAY

      Whereas, from the beginning of our nation, Veterans have played an important role in safeguarding the rights and freedoms which are guaranteed by the Constitution and protecting the lives and property of our citizens; and

      Whereas, it is important that people know and understand the problems, duties and responsibilities of Veterans and their personal courage, love of country, and dedication to duty; and

      Whereas, it is fitting and proper that we express our gratitude for their dedicated service, courageous deeds, sacrifice, and for the contributions they have made to the security and well-being of all our citizens; and

      Whereas, many communities throughout Johnson County, including the Johnson County Military Affairs Association, will hold memorial observance for fallen soldiers who were from that town or area by having a ceremony in a church, cemetery or town memorial park; and

      Now, Therefore, we, the members of the Johnson County Board of Supervisors, invite all government officials, patriotic, civic and educational organizations, and all residents of Johnson County to observe Memorial Day on Monday, May 25, 2009 in commemorating veterans, past and present who by their faithful and loyal devotion to their responsibilities have rendered a dedicated service for preserving liberty and the rights and security of all citizens.

Motion by Harney, second by Stutsman, to approve Proclamation 05-21-09-01. 

      Adjourned to Informal meeting at 9:27 a.m.

/s/Terrence Neuzil, Chair, Board of Supervisors

Attest: Tom Slockett, Auditor

By Nancy Tomkovicz, Recording Secretary

These minutes were sent for publication and formal approval on May 28, 2009.