MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
MAY 28, 2009
TABLE OF CONTENTS
Page
County Engineer Greg Parker: Bids Received for F52 (Black Diamond Road) Bridge Replacement Over Old Man’s Creek in Section 31, Township 79 North, Range 8 West, Known as IDOT Project BRS-C052(66)--60-52....................................................................................................................................... 1
County Engineer Greg Parker: Right-Of-Way Acquisition for an Intersection Improvement Project at the Intersection of 120th Street and Derby Avenue, Section 3, T81N, R8W, Monroe Township, Johnson County Project LFM-120-DB--7X-52.......................................................................................... 2
County Engineer Greg Parker: Authorizing the Auditor to Publish a Notice to Bidders Setting a Bid Letting Date of June 30, 2009 at 10:00 A.M. for Grading and HMA Paving at the Intersection of 120th Street and Derby Avenue, Johnson County Project LFM-120-DB--7X-52................................................. 2
Information Technology Director Jean Schultz: Using Purple Wave Online Auction Services to Dispose of Surplus Equipment and Furniture................................................................................................ 2
North Liberty Community Library Director Dee Crowner: Library Expansion Project.......... 3
Washington Economic Development Group Executive Director Ed Raber: Grant Possibilities for Road Improvements to Facilitate Sale and Expansion of Chicken Processing Plant at 1956 520th Street, Kalona, Iowa....................................................................................................................................... 5
Reports and Inquiries from the Board of Supervisors........................................................... 9
Reports and Inquiries from Executive Assistant Andy Johnson............................................ 9
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, Terrence Neuzil, and Sally Stutsman; absent: Larry Meyers and Rod Sullivan.
County Engineer Greg Parker said this project is included in the 5 Year Road Plan. The current high truss structure that is functionally obsolete. The monies received for this project required an Iowa Department of Transportation (IDOT) letting through the IDOT. Four bids from four different contractors were opened ranging from Peterson Contractors, Inc. bid $1,381,614.24 to Taylor Construction, Inc. bid $1,457,799.03. Parker said that having less than $100,000 difference between the low and high bids is favorable, because it means Secondary Roads did a good job in the bidding operations. The engineer’s estimate was $1,500,000. Parker recommended the Board place the item on the formal agenda for the Chairperson to sign a contract with Peterson Contractors, Inc. Peterson Contractors are from Reinbeck, Iowa, and have done projects for Secondary Roads previously.
Harney asked when the start date would be. Parker said that this project would be fast-tracked for a start date of June or July. Secondary Roads hopes to have the contract by the end of the week then send it to the contractor for signature before placing it for Board approval at next week’s meeting. The pre-construction meeting would be set shortly, with construction completed before the end of the year, depending on the weather. The Board agreed to place the item on next week’s agenda.
Parker said that this and the following items are for a project included in the Five Year Road Plan. This item is two pieces of property on the east side of the intersection where there is a sight distance problem. The north side of the property is the .63 acre Vondracek property to be purchased for $3,150. The south side of the property is .45 acres in trust by the Vondracek family to be purchased at $2,250. Parker recommended the Board place this item on the formal agenda. Neuzil asked if everything is in order with the contracts. Parker said that it is. The Board agreed to place the item on next week’s formal agenda.
Parker said that Secondary Roads recommend the Board place on the next formal agenda an item to proceed with public notice to bidders. The notice would hopefully be posted the day after it is placed on the agenda. Bids would be opened at the end of June and then brought to the Board on the Thursday following the bid opening. Neuzil said that it is great these projects are moving forward. The Board agreed to place this item on next week’s formal agenda.
casie stopped here
Information Technology Director Jean Schultz said Purple Wave is an online auction company that has monthly Iowa online auctions. Purple Wave has a master agreement with the State of Iowa that Johnson County could use their services under. Purple Wave gave a presentation that was open to all departments. Schultz said that for the first time the County used the site, a representative would come take pictures of the items, get specification and disclosure information before listing the items on the next Iowa online auction. The only cost to the County would be the mileage for the person from Des Moines to get the information. In the future, the County can email the information so there would be no cost. The buyers pay the purchase price and an additional 10% to Purple Wave. The buyer pays Purple Wave who issues a check to the County. Buyers must pick up their purchases onsite so the County will not have to pack or ship the items.
Schultz said that she spoke with Monona County Engineer Dave Carney who said that Monona County has sold approximately 35 items on Purple Wave including trucks, tractors, mowers and junk items like tires that didn’t fit equipment. Carney said that the process is very easy. Buyers have two days to pay for items and five days to pick up the item. One buyer reneged on payment, so Monona County sold the item on the next month’s auction. Carney said that his department would definitely use Purple Wave again.
Schultz said Johnson County currently has old servers from their last computer sale available and Physical Plant has a large amount of used furniture from moving offices into the new building. Schulz suggested selling these items through Purple Wave as a pilot test and if things go well, other departments could participate. Participation would be subject to Assistant County Attorney Andy Chappell's approval of the contracts. Chappell said that he can look at them before the Board votes next week. Harney said that previously some of the County’s equipment went to schools and non-profit groups locally that really needed equipment. Schulz said that they can still sell as many items as they can locally to schools and non-profit organizations. Usually after the sale, Information Services checks with the University of Iowa’s WiderNet, which refurbishes computers for Africa or gives them to Goodwill. Those organizations did not want what is currently left, so the County would normally pay to have them recycled. Harney asked that some could still go to schools then. Chappell said that Schultz is not requesting a policy decision that all items should go through Purple Wave, just authorization of the process when the County decides to sell these items. The Board placed the item on next week’s formal agenda pending approval by the County Attorney’s Office.
North Liberty Community Library Director Dee Crowner said North Liberty Library is in the beginning stages of their expansion project. The library is not asking the Board for funds, but is asking for their approval when the library applies for grant funding. Crowner showed the Board a map of growth in North Liberty over the past 14 years. The town’s population was about 5,000 when the library moved into the currently building in 1997. It is now estimate at 13,000. People using the library per day grew from 31 people per day to 100 people before moving into the community center in 1997 to 150 people after. In 2008, they had 400 people per day using the library and currently they have 500 people per day. Crowner said that in April, 15,602 people used the library.
Crowner said that the library offers programming for pre-school to grade school to teens to adults at least once a month per group. There is currently no meeting space in the library so they have to use the recreation center rooms when they’re available. Crowner said that proctoring tests has grown substantially as well. Square footage grew from 1,400 square feet to currently 6,500 square feet. The library ran out of room on the shelves so removed their print reference collection in favor of an online database available 24 hours a day. They offer wireless internet and ten internet stations, two of which are expression stations. Crowner said that the library tries to offer something for everyone, all ages and varieties including community visitors and a large home school population. At any given time during the week there are about 20 people volunteering at the library, but the yearly average is 50 volunteers giving 6,500 hours of volunteer time, which is equivalent to four full time staff members. They also have nine full time staff members.
Crowner said the library needs space for everyone, for material, and even for quiet. The library had a space study done three years ago by a consultant from the State Library of Iowa. The consultant estimated that the library would need 29,380 square feet to serve a population of 15,000. By the time the library could be built, North Liberty will likely reach that mark. Crowner said that the library already has a good core staff, but would need additional part-time library staff. She believes that the new library would grow to checking out 550,000 pieces of material per year from 205,000 per year currently. The current space will become a youth and teen services area. The plans include expanding the lobby area up to the sidewalk, which would give the recreation center a large game area. The new building would include office space, a large meeting room for programming, study rooms and a patio area. Crowner said that the expansion would not be fancy, but it would give them more space.
Crowner said the City of North Liberty has said they will contribute up to $2,000,000. If the costs do not increase before the plan moves forward, the library will need to raise $3,500,000. With the population growing they will be able to raise more money through grants than before and there are more grants available than when the community center was built.
North Liberty Community Library Assistant Director Jennie Garner said many of their increased users are job seekers that are looking for information on resume writing tools, ways to start businesses, career changes or similar topics. She would like to add a career station to the library that would have all of those items alongside a computer. She visited with Iowa Workforce Development (IWD), who was excited to partner with the library on the project. She said her next task is to write a grant to obtain the materials for the computer IWD has offered. Any library has the opportunity to be an economic development hub. Garner said she will be trained by IWD to use the tools they already have available so she can help patrons who request it. This station could be used as a sub-station for the IWD as they have many clients in North Liberty that have a difficult time reaching their offices in Iowa City. Crowner said that one of the reasons for the increase in library usage is the down turn in the economy because many people are no longer subscribing to magazines, newspapers, or internet. Once people are used to using the library she hopes they will continue to patronize the library once the economy turns around.
Stutsman asked how much bigger the new library will be. Crowner said it would be five times bigger, ideally up to 29,380 square feet including the current area, but it may not be possible to build it all at once. Neuzil said he didn’t hear the words bonding or sales tax yet. Crowner said that the North Liberty City Council is considering different funding possibilities including Tax Increment Funding, bonding or a bond issue. Crowner said the same consultant used for the community center is working on this project. Neuzil said a Community Attraction Tourism Grant was used to help fund the community center, which the County contributed to. He said he anticipates being approached for funding. The Board knew that this was in the works, but it was good to see what is planned. Crowner said that Solon is also in the very beginning stages of a library expansion project even though their library is only five years old. Harney said that the North Liberty Community Library ground breaking is scheduled for 2011, which will give time to raise funds and obtain grants. Crowner said that people generally pledge so much per year for up to five years, which is what they plan to ask for.
Washington Economic Development Group Executive Director Ed Raber said the chicken plant in greater Frytown was started in 2004 by Amish business people from the area. This was their third project, but this one didn’t work out. In the last half year, the bank has been looking for a buyer. Johnson County changed its land use ordinances in 2004 as the plant began. The 35 acre parcel is zoned industry, sitting on gravel road several miles each direction. A group of Iowa family farmers would like to expand the operation that would include physical improvements. One of the County requirements if they expand is a hard surface road, which is a daunting task. The client has met several times with County staff.
Raber would like to figure out how to pave that road at the least cost to Johnson County or the client. He would like the Board’s general concurrence to look at a completed application for the IDOT Rise Competitive Program funding. The program currently funds about $4,000 per job. The business plan currently shows about 200 employees, which would provide about $800,000. Another funding stream that isn’t typically available to counties is through the Federal Economic Development Administration. Because Johnson County is an economically declared disaster county there is an opportunity to apply for economic development assistance funds. On both applications, the County would be the applicant rather than the company for the purpose of infrastructure improvements for economic development activity. Raber said that in conversations with District Representative U.S. Economic Development Administration Bob Cecil applications of $400,000 would be considered despite the large number of requests for funding currently. Washington Economic Development Group, Iowa City Area Development Group, and Glen Meisner from MMS Consultants are willing to help complete the applications and East Central Iowa Council of Governments has experience that would be useful for the Federal application. There will not be an opportunity to bring the application to the IDOT Commission in June, but one could be considered in the July meeting if submitted in the next three weeks.
Stutsman asked why the Board wouldn’t approve the project because it would be advantageous to everyone and a plant sitting idle is not positive economically. She asked Planning and Zoning Administrator Rick Dvorak his thoughts. Dvorak said he is not ready to comment for the record. Harney asked the distance needing to be improved. Raber said it is approximately 1.25 miles.
Dvorak said that if the plant expands to an amount not to exceed 50% of the existing building they would be exempt from the site plan requirement, sort of. If they put up a new building there is no exemption, which would trigger the pavement of the road. However, there is a caveat that says Planning and Zoning has the right to request a site plan even on a minor change to the facility. He said that because of the issues of the road alongside the practical matter and possibility of a grant, he would like at least an application for road improvements. He said that he would support the application if they want to pursue it at this time. Stutsman said that the County was on borrowed time with the current facility as to road upgrade and maintenance. If the previous owners had continued operations, the Board would have had to act. Dvorak said that the previous owners were fortunate to have been in the window where the County was changing their ordinances and the County couldn’t retroactively require them to complete a site plan as the business wouldn’t have qualified anyway. Right or wrong, the County chose not to burden the company with that cost at the time. Currently part of the ordinance allows Planning and Zoning some latitude to not require a site plan review.
Neuzil asked what road is suggested for improvement as the Board received many complaints when the plant was in operation. The previous company and its employees ignored the Board’s request to take a partially paved surface. Raber said Washington County is applying for funds for improvements at Highway 1 and 520th Street near the Kalona Cheese Factory, which would include turning lanes for truck traffic. It would be safer than traffic turning at 540th Street where they do not have that accommodation so his preference would join with that project, but he has not done an in depth study. Both routes have challenges. Neuzil said that sounds like a nice choice as long as the trucks will actually use it, unless the County forces them to by embargoing the gravel road. Stutsman said that they are public road so the County can’t stop people from using them. There wasn’t a hard surface road the entire way to the plant previously. Neuzil said that if people come from Iowa City, it’s shorter to cut across. Raber said that his suggested route would add two miles to people’s route. Harney said the Board would need to speak with IDOT regarding visibility of each option.
Stutsman asked if today Raber is just looking for direction from the Board to start the grant applications. She asked if the Board applies for the RISE Grant, who is responsible for repaying the monies if the company doesn’t meet their estimated job numbers. Raber said that the County could work that out with the IDOT when the grant agreement was completed. There are examples of when that unfortunately happens. Usually if it’s been a good project and they miss the mark by a small amount, the IDOT doesn’t generally take action. As an applicant the Board could form a relationship with the project participants to help avoid that situation. He said he will look into it.
Stutsman asked if the grant monies will cover the total cost of the project. Raber said they are hoping that it comes close. Parker said it is possible it will not cover the entire cost. Harney asked if a route doesn’t need to be designated before apply for funding. Raber said that a designated route, cost estimates and schematic as to what the project will look like. Harney said those decisions will have to be made soon. Neuzil suggested the Board take a site visit to see the alternatives. The Ordinance was set up so that businesses would make an arrangement with Planning and Zoning and Secondary Roads to upgrade the road, where this sounds like the County would be the one making the effort. He said other businesses have made a contribution towards the cost upwards of one third of the cost. These are not road improvements currently on the Five Year Road Plan. Neuzil said the Board would need to make an arrangement with the buyer that they would cover the shortfall in dollars or that the participant would be responsible for any shortfalls with the State.
Raber said the client has already met with Planning and Zoning, and Secondary Roads and seems willing to discuss funding because this project will not move forward if this road is not paved. One of the exciting things about this project is that the prospective buyer is a group of Iowa family farmers that have experience in organic and kosher production. It would be a USDA inspected facility. There would be farmers around Eastern Iowa contracted with to grow these special birds for processing at this site. The majority would be exported out of State where there is that particular demand. Although the plant itself will bring value, a lot of the value also goes back to the people that are growing these birds, which would be distributed across Eastern Iowa.
Raber said that the road would likely not be built until 2010 because the DOT cannot hear the application until July. The applicant has begun the process with the lender of submitting loan applications to the USDA. The Board would know before they expended any funds or need to take action whether the project is moving ahead. The applicant would have to work closely with Planning and Zoning in the interim to ensure they are doing things that are satisfactory. Stutsman asked if Raber will complete most of the work required by the grant process. Raber said a group of people has shown they are committed to helping that process, with MMS Consulting being a big help. That group would complete the work under the guidance or advice of Planning and Zoning.
Dvorak said that if the applicant applies tomorrow to open the plat, Planning and Zoning can’t require they improve the road so it is a great opportunity to participate as best the County can in the improvement of the road. If this deal falls through, the next buyer may not need building permits or site plans so it may become a problem that the County has to spend money on. Stutsman said she sympathized with the people who never anticipated the level of traffic on their gravel road that was a result of operations of this plant. Dvorak said that is why he is so supportive of moving forward. Raber said that if a buyer started operations, grant funds would not be available for any employees already in place when they choose to upgrade. Neuzil said that it’s new territory, especially in these grant areas and economic development. He hopes that staff will use the road. Raber said that the buyer is aware of that. Stutsman said she thinks they will want to be good neighbors, especially now there is a viable alternative.
Harney asked if Secondary Roads will have to buy right-of-way in addition to the funding. Parker said that right-of-way would likely be needed to be purchased because typically culverts need to be expanded when paving a gravel road. Harney asked if the grant monies would cover that. Parker said that $1,200,000 is estimated from grant monies, but although he hasn’t done an estimate yet, the project will likely cost $1,500,000 plus. Realistically the project would need an additional $300,000 to $400,000. Neuzil asked if the IDOT would require this road to be on the Five Year Road Plan before they would consider the application. Parker said that projects can be added by amendment, which is a two week process, which is relatively easy if it is required by the grant. Once it is put on the Five Year Road Plan everyone expects the project to be accomplished. Neuzil said especially in the time frame that’s being discussed. Parker said the application would make reference of amending the project into the Five Year Road Plan if necessary if funds are available. If the County gets the funding and the Board wants to proceed, the project would need to be included as they move into the design phase.
Neuzil said that word needs to get out, particularly to the neighbors, of the magnitude and potential of this project. He asked for a general overview of what this business would be. Raber said the plant was built to process 45,000 chickens per day per shift. Stutsman said that the Board struggles with the tax base, especially the commercial tax base, and as cities continue to annex, the County has shorter and shorter revenue sources. She said this would be very beneficial to the County’s budget. Raber said this property sits on is 35 acres, but not all of it is developed as part of this project. If the road was in place, other projects could happen on site that would add to the commercial tax base as well.
Raber asked if the Board would like staff or the Board themselves to meet with the applicants and if the Board are indicating a willingness to consider a mostly completed application in a week or two. He said he will answer the Board’s question about repaying grant funds to the IDOT. The Board agreed. Neuzil said the question of how the rest of the dollars will be met needs to be followed up. Raber said another opportunity could come through Tax Increment Funding, which staff can advise the Board on, and the County could use the State Authorized Industrial Tax Exemption with an agreement that the company return those funds or reinvest the tax emption back into the road. Although it has not been Raber’s job to speak with the neighbors, he has spoken with Superintendent of Schools at Mid-Prairie Community School District who is aware of the project. Stutsman asked if the zoning is in place. Dvorak said that it is zoned industrial.
Stutsman attended two liaison meetings, and a Juvenile Justice Youth Development Program Board meeting.
Harney attended a Communications Center Policy Board meeting, and the Veterans Trail Event.
Neuzil attended the Solon Firefighter’s breakfast, a number of Memorial Day activities, the Arc of Southeast Iowa banquet and listening posts at Oxford and at the Iowa City/Johnson County Senior Center.
Johnson said next week the Board has a site visit to the Auditor’s Office, a joint meeting with the Justice Center Coordinating Committee, and their informal and formal Board meetings next week. The Johnson County Livable Community Initiative is hosting an event entitled the National Town Meeting on Healthcare Reform from 10:30 a.m. to 12:00 p.m. on June 6, 2009 at the North Liberty Community Center.
Adjourned at 10:13 a.m.
By Nancy Tomkovicz, Recording Secretary