MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
JULY 2, 2009
TABLE OF CONTENTS
Page
Introduction and Welcome Steven Estes as the New President and CEO of MECCA
County Engineer Greg Parker: Review of Bids for Sutliff Bridge Inspection and Feasibility Study
County Engineer Greg Parker: Options for the Replacement of Truck #23, Tandem Axle Dump Truck
Facilities Manager David Kempf: Update on the I-JOBS Program and Possibilities for Johnson County
Reports and Inquiries from the Board of Supervisors
Reports and Inquiries from Executive Assistant Andy Johnson
Chairperson Neuzil called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:55 a.m. Members present were: Pat Harney, Larry Meyers, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
President and CEO of MECCA Steven Estes said the welcome he has received from the citizens of the county and state has been overwhelming. What attracted him to this community is MECCA Services. This is a very impressive organization that began over 40 years ago as a grassroots organization. While the exact date is not known, this year has been chosen as the 40th anniversary year, which will be celebrated in the fall. What first impressed him about MECCA is the size of the service footprint. The goal of individuals in his profession is to affect, positively, as many people as possible. MECCA, having started very small a long time ago, has grown quite significantly. It now delivers at least one type of service directly and geographically in 37 of the 99 counties, which is really quite a span. MECCA offers two residential facilities, of which one is located in Iowa City; service is provided to all 99 counties within the State of Iowa. MECCA has over 170 employees. He restated there are two residential facilities where individuals will stay up to 30 or more days. The staff feeds, houses, provides recreation, and treats the clients. He tries to personally meet and welcome everyone who comes into the facility. Overwhelmingly, there are positive comments about the manner in which they are treated but the one thing they mention the most is how safe clients feel in the residential facilities. Safety is a big part of MECCA’s business, public safety as well as the safety of those who are being treated. These people come from many different places; under the bridge down by the river, residential front or back yards, sleeping on a variety of sofas around the county, mansions, well-to-do neighborhoods, gated neighborhoods, or farms. They come from all walks of life. One of the goals is to ensure the notion, in all the communities that they serve, that the drug and/or alcohol addicted/affected person is not a partier. It might have started that way, but by and large, folks who have the problems seem to come from other huge difficulties. One of the largest is serious mental illness.
Estes mentioned that Shelter House had a ground-breaking across the street from MECCA and many of the folks they see, MECCA sees as well. Folks do not choose to be homeless. Most people are homeless by virtue of a variety of events and circumstances in their lives, many of which were not perpetrated by them. Clients arrive by virtue of their genetics, trauma, or any number of other social and economic circumstances. People turn to drugs and alcohol to feel well. MECCA services, particularly in the residential services, get to make people feel well in a healthy way. MECCA staff get to know what it feels like to feel normal without having to use a drug, at least one off the street. MECCA is able to provide those with mental disorders, the kinds of prescribed medications needed to mitigate those horrendous symptoms that they have been trying to mitigate with the use of a variety of street or prescription drugs, the use of alcohol, or a combination of any of those things. MECCA also provides gambling services, offers transitional housing services, halfway home services, and they assist individuals affected by HIV/AIDS. Estes thanked the Board for their very strong support. The support this body has given MECCA Services over the years does not go unnoticed. He also thanked Rod Sullivan for his dedicated support and Larry Meyers, who serves as a member of the MECCA Board of Directors.
County Engineer Greg Parker said they received three bids from three different contractors and the low responsible bidder is Peterson Contractors, Inc. for $345,567.90. The high bidder was DeLong Construction Inc. for $397,560.75. L. L. Pelling was the middle contractor and they submitted a bid for approximately $348,000. The engineer’s estimate was $380,000, which shows a positive savings of 9% that amounts to approximately $34,432. The late date start for this project is August 10 or 11, 2009. Secondary Roads recommends the Board consider the low bid from Peterson Contractors, Inc. at the July 9, 2009 Formal meeting.
Parker said the committee was asked to put together a Request for Qualifications (RFQ) to send to responsible consultants to complete two functions of this project. The first function is to complete a bridge inspection of the existing structure to determine its condition. This would be a Standard Federal Highways Inspection, which would include inspection from subsurface, below the water, all the way to the top where the trusses are located. The other part of the RFQ is to complete a feasibility study. Several options are to be considered: should the structure be demolished, should the existing two spans be repaired and reconnect to the other, should the West approach be repaired that was removed during the flood. These are some of the different factors the consultant will need to consider during the feasibility study. Even the East section of the span that was removed by the flood has options; can it be replaced with a historical connection and if that is cost prohibitive, what type of a connection or structure will connect it to the rest of the existing structure.
Parker stated the RFQ was sent to four very qualified consulting firms in the State of Iowa. Two of the four sent back no interest letters, either because they are too busy or not interested in the project. Two RFQs were returned, one from Calhoun-Burns and Associates, who has been doing some of the inspection work on this project. The other RFQ was from B.J. Engineering who handles the County’s bridge inspections and provides design and other services for Secondary Roads. Parker asked Executive Assistant Andy Johnson if he had the bid amounts. Johnson replied the Calhoun-Burns and Associates’ bid is $56,650 and B.J. Engineering’s is $19,500. Parker said either of the two firms are qualified and would give the County a very good end product. Parker said the committee would recommend to the Board to consider proceeding with B.J. Engineering for $19,500. He received a copy of the contract this week and sent it to the County Attorney’s Office for review. Secondary Roads recommends the Board consider approving B.J. Engineering to complete the bridge inspection and feasibility study at the July 9, 2009, Formal meeting.
Harney noted that Calhoun-Burns and Associates listed $23,350 for scaffolding and rigging to complete the inspections and B.J. Engineering did not include these costs and in fact their bid is significantly lower. Parker replied he does not know. The committee also discussed those issues and thought that since Calhoun-Burns and Associates is located in the Des Moines area, there may be equipment transportation costs included in their bid, they may have to hire a local contractor to do the rigging. Part of the RFQ required the consultants to provide rigging as part of their bid. Calhoun-Burns and Associates decided to separate out that cost, but he does not know what B.J. Engineering’s costs are for that part of the project. Harney said there is a huge difference between the two bids. Parker agreed. He said the RFQ clearly defined that the contractor would be required to have any rigging, scaffolding, and any additional equipment required to complete the inspection as part of the Federal Highways inspection process. Both firms are very good firms and they have inspected other high trusses in the County.
Parker said at the previous meeting direction was received from the Board for him to meet with Executive Assistant Andy Johnson, Budget Coordinator Rich Claiborne, and Secondary Roads Maintenance Supervisor Kevin Hackathorn to discuss the options available for replacement of the truck. There were four options discussed. One option was not to replace it. Other options included replacing the truck but coming up with alternative payment plans. One option was to pay for it from the FY10 budget, which would mean this expenditure was not planned and the budget would need to be adjusted. Another option would utilize the residual of the insurance payout for the truck and the piece of property that was sold off of Prairie du Chien Road. Then they would find the additional $15,000 from the Secondary Roads budget. He said they could pay it out of their Cash Reserve Account. Because there is not an equipment replacement dollar amount in the FY10 budget, Parker cannot buy a replacement truck without the Board’s approval, which means the budget will need to be amended one way or the other. He said Hackathorn has additional information regarding the costs; the low quote was $101,691.58 for the International Harvester.
Hackathorn said the question was meeting the specifications of the truck with the turning radius. International Harvester was not able to do it. The second lowest bidder was way out of the ballpark on the spec. Number three in line for the bid was Volvo, with an approximate $3,700 difference between their’s and International Harvester's price. They were able to meet the specifications of the vehicle. Stutsman asked if the Volvo bid was higher or lower. Hackathorn responded higher. Parker restated that the low bid was $101,691.58; the next low responsible quote is the Volvo truck at $105,426. He stated the memo anticipated a replacement cost of $105,000 so those numbers are close.
Sullivan said he does not see that they have much choice. People expect the same level of service that the County has provided in the past and there is no way to continue that service without purchasing a new truck. The County is in a good position given the $65,000 from the sale of land and the suggestion that Parker and Hackathorn have made for paying the additional costs is a good one. Stutsman clarified that the sale of the land was $62,000.
Claiborne said the General Fund has $299,708 of unbudgeted revenue from penalties and interest on property taxes. This revenue could be used for a truck purchase. Stutsman said she would prefer using the unbudgeted revenue as Claiborne suggested. She has been adamant about not assuming that when some money is generated, it goes back to the department. She said, in the example of the Prairie du Chien land sale, it is not a particular department’s money. Revenue from the sale of County property belongs to the taxpayers, so it should be deposited into the General Fund for the Board of Supervisors to determine how to spend the money. She said she understands Parker was not assuming that Secondary Roads would get the revenue, but it just seems like that assumption is happening often.
Sullivan asked if Stutsman wants Secondary Roads to find the additional funds, $20,000, from within their budget or if she advocates using money from the General Fund. Stutsman said there are several things she is considering: this was an accident and it is very fortunate that no one was hurt. She gives all the credit to the driver, Nate Robinson, for keeping the truck under control. Loss of a truck is miniscule compared to the other consequences. From that standpoint, it is not right to penalize the department for an accident. On the other hand, this budget is really tight and getting tighter. The Board just previously discussed forwarding more money to the City of Hills, so that will deplete Secondary Roads budget even more. She prefers to use the Reserve Fund.
Neuzil said he is comfortable putting insurance money toward the purchase of the truck, as well as the property sale of Prairie du Chien Road. That item was purchased out of the Rural Fund and it should be reimbursed to the Rural Fund. He said he does have a problem using General Fund dollars, penalties and interest, for a Rural Fund project. He asked Claiborne if the penalties and interest collected by the County go into the General Fund, as a General Fund item. Claiborne responded yes. Neuzil pointed out this is another situation where General Fund dollars are deposited into the Rural Funds. He is concerned that they have reached the cap on the General Fund and they never come close to the cap on the Rural Fund, they just have fewer taxes. He is concerned about continuing to take General Fund dollars and putting them into the Rural Fund when there is room in the Rural Fund, as far as taxation goes. He asked if the Board should start putting dollars back into a Vehicle Fund. He restated he does agree that the insurance dollars and the sale of the property are appropriate funds to use for this purchase.
Claiborne said he can check the penalties and interest income in the Rural Fund and report back to the Board. Harney said that would be a good idea. A few years ago the Board reached a consensus that revenue from the sale of properties would go toward paying off the Health and Human Services Building and into some of the other projects within the facilities.
Neuzil said it sounds like there is an interest from the Board to replace the truck; it is just a matter of getting three Supervisors to agree on how to fund the purchase. He asked Parker and Hackathorn to give the Board a few options to consider. Parker asked, if the Board has agreed to purchase the truck, can they place the order. He said it will take 120 days for delivery. Parker said Secondary Roads will submit a budget amendment, which the Board will consider at a future meeting. County Attorney Janet Lyness said they probably have the budget authority to order the truck, but the department will have to come up with the money through a budget line item. Parker said there is a line item in their budget for a truck, but there are no dollars on it.
Harney asked what the difference is in the turning radius of the Volvo versus the International Harvester. Hackathorn said there is a little over a foot difference in the turning radius for those 2. The Kenworth was 8 or 9 feet over. Hackathorn asked the Board if the extra foot is worth $3,700. He said the department had a $1,000 wrecker bill last year just for a pullout. The County has moved to using bigger and longer trucks. The trucks were lengthened another foot last year to accommodate new emission controls and a catalytic converter.
Sullivan said he knows the department is trying to eliminate the number of three point turns the drivers have to make. Hackathorn said there are a lot of dead ends that are hard places to turn around in and he feels the new specifications are worth it. He would like to get the turning radius even shorter, but the blades and air tanks will not accommodate it. Neuzil said this will be amended into the department budget, and it is the department's discretion if they want to order the truck at this time, because they have the Board of Supervisor’s commitment to replace the vehicle. Stutsman asked if they are replacing the wrecked truck with the Volvo. Hackathorn responded, yes, and said they are utilizing the existing snow equipment and blades from the old truck. By keeping the old truck, they have a spare engine and transmission that can be used in an identical truck, if needed.
Facilities Manager David Kempf said he went to Cedar Rapids to learn more about the I-Jobs program. At that time it was announced that Cedar Rapids received $45 million for I-Jobs project. The project Johnson County is considering concerns the National Guard Armory property now owned by the County. Because it was a flooded building he hopes to remove the building, install a pervious pavement parking lot with some electric hybrid plug-in stations, and creating new green space with some rain gardens and possibly community garden space. The estimated cost of the project is around $800,000. The County would be seeking just under 75% through the I-Jobs program. He said the Notice of Intent to apply is due at least 20 days ahead of submitting the application. The application deadline is August 3, 2009. It sounds like the review process will be quick, so the money can be dispersed in a timely manner. Since Kempf had already begun planning the demolition of the Armory, the difference between the two would come from money that was already budgeted for this.
Harney asked what the project will cost the County. Kempf replied $800,000 based on his preliminary estimates, with the pervious concrete, hybrid stations, and green space. If they do not receive the grant they will proceed with the original budgeted project. Harney asked what the actual cost to the County will be if they receive the grant money. Kempf said right around $200,000. Kempf clarified the grant would be for $600,000. The grant allows them to apply for up to 75% of the project, if it is flood-related.
Sullivan asked, even if they scaled back to what they originally planned to do, which is raze the building and make a flat lot, they would still only pay 75%, so the County is going to have to spend something either way. The question is whether the County wants to spend a little more for a better end result. Kempf said, actually the County would be spending a little less out of pocket. Stutsman asked how much was budgeted to raze the building. Kempf replied between $300,000 and $400,000. Neuzil said it would be appropriate for the Space Needs Committee to hear this. Harney said he has a lot of questions also. Neuzil said the idea Kempf just pitched sounds really nice, but he would like to involve the Space Needs Committee in this decision.
Kempf agreed fully and said he brought this to the Board’s attention only because they need to present a plan in order to submit a Letter of Intent. There is no binding relationship in submitting a letter of intent. Johnson said $118 million is available for local infrastructure. There are points for jobs created and for Green Initiatives. Sullivan said he would like the Board and others to seriously consider how the County will use this piece of property. Harney said a large percentage of space will be for parking. Kemp said the plan would replace what is currently black top parking with pervious concrete parking. The area that is currently black top would essentially become the new green space area and the area where the building is standing would become the pervious concrete parking.
Sullivan said it seems there is plenty of parking right now. He is hopeful the building could be used to generate tax revenue rather than unoccupied parking spaces. Stutsman thought the property would be used for Administration Building expansion if needed, and the rest would be parking or green space. Neuzil said the original intent was to allow the Administration Building to expand to the driveway. The need is not there now but could be in the future. Kempf said nothing that he is proposing would prevent those options.
Stutsman said they should move forward on the Notice of Intent because it is not committing the County to any specific project. Kempf agreed they should submit a Notice of Intent with a brief description and dollar amount estimate. At the very least they should apply for demolition of the building and converting it to green space. Harney asked, if they apply for the demolition and the green space, are they locked into the green space? Kempf said the funding would be based on the final project they submit. They would not be locked into a future use of the property. Neuzil said the Space Needs Committee can meet to plan options for this property. Kempf agreed.
Meyers reported he attended a MECCA Board of Directors meeting, met with a constituent regarding an upcoming zoning issue, meet with FEMA representatives, and attended the Shelter House ground-breaking ceremony.
Sullivan reported he attended the Justice Center Coordinating Committee meeting. He gave Board members a handout from UNESCO City of Literature for future Board consideration.
Stutsman reported she attended an ECICOG meeting, had a liaison meeting with Johnson, attended a Housing Trust Fund Board meeting, and a Kiwanis Meeting where Senator Grassley was the guest speaker. She also attended a Board meeting with the Volunteer Center of Johnson County. She had an inquiry from Gene Mohling with Johnson County Extension regarding a Homeland Security grant application, and another inquiry from a constituent regarding a driveway issue.
Harney reported he attended a Joint Communications Center Policy Board meeting, participated in a site visit to the Sheriff’s Office, attended a JCCC subcommittee meeting and a JCCC meeting, and had a few inquiries from citizens regarding secondary road and flood issues. He also attended the Shelter House ground-breaking ceremony.
Neuzil said was a guest speaker for a journalism class at The University of Iowa, attended the Shelter House ground-breaking and met with residents, after the ceremony, to discuss their opposition to the project. The next Listening Post is scheduled at John’s Ice Cream in Tiffin at 4:00 p.m. on July 10, 2009. He noted that July 10 and 11, 2009 is Tiffin Fest and encouraged the public to attend.
Johnson said the Board has a Work Session on July 2, 2009 at 2:00 p.m. to discuss various road issues. The County offices are closed on July 3, 2009 to observe the Independence Day holiday. The next Board meeting will be July 9, 2009 at 5:30 p.m.
Adjourned at 10:53 a.m.
Attest: Tom Slockett, Auditor
By Nancy Tomkovicz, Recording Secretary
Sent to the Board of Supervisors on July 21, 2009 at 12:00 p.m.