MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
OCTOBER 21, 2009
TABLE OF CONTENTS
Page
Budget Work Session.............................................................................................................. 1
Ambulance (01).......................................................................................................... 1
Medical Examiner (10)................................................................................................ 9
FY 2011 County Budget........................................................................................................ 13
Discussion from the Public.................................................................................................... 14
Chairperson Neuzil called the Johnson County Board of Supervisors to order in the Johnson County Health and Human Services Building at 1:02 p.m. Members present were: Pat Harney, Terrence Neuzil, Sally Stutsman, and Rod Sullivan.
Ambulance Director Steve Spenler said the allocation for fuel increased substantially last year, and the situation has changed from then until now. They are planning to put that money into areas for which they were over budget last year, which primarily include maintenance and repair of their physical plant. They also give their Medical Director a cost of living increase every year, which is included in the amount provided. Stutsman asked if $10,000 was reallocated to other items within the budget. Spenler said yes. Sullivan said Spenler is basically proposing expenses staying flat and revenues increasing. Spenler agreed. Neuzil said that is great considering that some of the Ambulance expenses increased last year. Spenler said he thinks the Department should be in relatively good shape. For the first time in five years, call volume has not increased substantially. There has actually been a decrease in call volume, and transports are down approximately 5% from last year. Spenler partly attributes last year’s 9% increase to weather extremes, including a harsh winter and hot summer. Although call volume is down 5% this year, it has increased by approximately 25% in the past 5 years.
To project revenue for Fiscal Year 2011, Spenler said he looked at the current numbers and projected them through the end of the current Fiscal Year in an attempt to determine revenue. He then factored in a 5% decrease in call volume because he wanted to be conservative for next year. However, they will also likely adjust their rates based on Wellmark’s actions. They traditionally have at least a 2% increase so that is the percentage he used. He then divided the estimated additional revenue by the percentages of the different areas they seek the same percentages in. He said he was somewhat conservative with the number by estimating collections of 60%, although they generally have collections of 65%. Spenler said he did not want to be too optimistic but is fairly confident that there will be at least an $88,000 increase in revenue.
Neuzil asked Spenler to address Capital Technology. Spenler said the ambulances are on an eight year cycle for replacement. One of their ambulances is due to be replaced next year at an estimated cost of $130,000. It is difficult to estimate the cost, however, because the automobile industry is having production issues and there are new diesel emissions requirements. As a result, he is not sure what vehicles will be available for ambulance chassis next year. Spenler based the estimate on obtaining a Ford with a gas engine chassis, which he feels is the best option. The estimate includes changing over the radios, new stickering, a new cot, and other similar items. Stutsman asked if there is money put aside for that. Spenler said there is no money left. Spenler said they budget for it every year that it has not been funded, but it has been spent.
Harney asked what problems Spenler foresees with changing to a gas chassis. Spenler said he likes everything to be consistent, but he does not see any major issues with the change. However, he would not want to use gas for services that involve a lot of idle time due to heat buildup. Spenler thinks there may be an increase in fuel costs due to potentially decreased gas mileage. There may also be higher maintenance costs further in the future. Assistant Ambulance Director Dave Dvorsky said the main concern with a gas engine is that it won’t dissipate the heat as well. They will have to be careful about leaving it sit idle on the side of the road. Harney asked about the issue of gas expansion related to being parked inside during the summer. Spenler said they have been told that a lot of those types of issues have been resolved, and they shouldn’t have to be concerned about them.
Spenler said they could decide to wait a year to see what changes occur involving the manufacture of ambulance chassis. Harney asked if they can still order diesel chassis this year. Spenler said they can get a Ford E350 diesel chassis if they order it before January 1, 2010. Harney asked when payment would be required. Spenler said the chassis would probably be ready in March. Harney said that would be pretty close to the start of Fiscal Year 2011. Dvorsky said he would make a phone call right away to find one if the Board would like him to do so. Spenler said another option would be to purchase the chassis now and postpone the custom work to make it an ambulance until July 1, 2010. Stutsman asked how much the chassis would cost. Dvorsky estimated $40,000. Neuzil said the Board has consistently replaced ambulances upon request. In the past, he thinks the ambulance alone was purchased rather than funding the full amount of $181,390. He said Spenler has been trying to put money away for the additional cost. Spenler agreed and said he has been letting the Board know approximately how much money would be needed each year in order to have the money available when replacement is due.
Spenler stated that the cardiac monitors will also need to be replaced in two years, which will cost approximately $105,000. Although they are being appropriately maintained, it is recommended that they be replaced every seven years. He thinks it is important to follow the manufacture’s suggested replacement cycle.
Sullivan said he is confused because the Board has been telling other departments that they want to set aside some money every year for vehicles. He thought that was the case with Ambulance as well. Harney and Stutsman agreed. Neuzil said no. Claiborne said no and that the ambulances have been replaced year by year. Otherwise, another $360,000 would be added to the capital expenditure bill this year. Sullivan said his point is that he would like to develop a system of setting money aside for it each year. Stutsman agreed that they should have a system similar to that of the Sheriff’s Department.
Neuzil said that Claiborne’s point is that $350,000 would first be needed to get caught up. Claiborne agreed. Instead, the Board has basically funded an ambulance each year. Neuzil said there may be a potential issue if there are years that two ambulances need to be replaced. He said Spenler has been able to hold off on some of those in the past. Spenler said they should not need two ambulances in a year. Claiborne agreed and said he thinks $75,000 was funded each year for bus replacement for SEATS. SEATS Director Tom Brase did not always use that money, and it kept building up in the capital expenditure fund. Now he won’t have to ask for additional funding for replacement for several years. However, that is a small amount compared to $360,000 this year and $360,000 next year. The current strategy with Ambulance was a way to reduce the budget, and it keeps the amount more in line with that of other departments. Neuzil said the practice of funding one ambulance per year is what they have done in the past, but they could consider making a change if the Board is interested in doing so. Spenler said if Ambulance received $360,000 this year, they should be on track for subsequent years with the regular amount.
Stutsman said she thinks they funded them that way so there wouldn’t be spikes due to replacements coming due at one time. Sullivan said the year final expenditure column indicates they are buying a new ambulance four out of every six years. It’s not a huge difference; it’s just not consistent with their approach with other departments. Stutsman said she thought they were using the same approach with all departments and was surprised when she heard they weren’t. This approach works out fine as long as the Board is committed to replacing ambulances. If there is a tight budget year and they decide not to replace an ambulance, it will put the Ambulance Department in a difficult position. Neuzil said he has just kept in mind that they buy a new ambulance each year. That is how it has been done since he has been on the Board. Stutsman said it comes down to whether or not the Board wants Ambulance to be on the same system as other departments. Neuzil said if they don’t want to continue doing it the way they have been, they will need to come up with an extra $360,000. Harney agreed that the change would have a big impact initially.
Sullivan said a consideration to keep in mind is that there is nothing listed in the Fiscal Year Final Expenditure Column for FY14 and FY16. He asked if they would want to put $150,000 in for those years. Neuzil said they are projecting adding another ambulance to the fleet in approximately four years. Spenler said their Strategic Plan was just renewed, and he thinks they bumped that back a year to FY14 or FY15. Neuzil said the additional ambulance could be added in FY14, and FY16 would be a year they could put away $150,000 for a future replacement. Spenler said he is not sure why he did not include the additional ambulance in his report. Sullivan said there is no new ambulance listed on the report and there should be. Harney said there is one showing for FY11. Neuzil said the idea is that they are starting to save for it there. Sullivan said column C that states ‘new’ or ‘replacement’ indicates replacements, and a new one should be listed. Spenler agreed and said they have six ambulances currently. He said the purchase of the additional ambulance is also dependent on call volume. Based on this year’s call volume, they projected the purchase out another year at their meeting last month.
Spenler mentioned that Ambulance also needs a new building. He said he did talk to Facilities Manager Dave Kempf yesterday, and the Space Needs Assessment is moving forward. Stutsman asked if it involves four locations and if the CarQuest Building is being considered. Spenler said he heard that space isn’t thought to be a good choice due to being an odd shaped parcel. Stutsman asked if it is three locations being considered then. Spenler said yes. Neuzil asked if they are interested in adding any funding beyond $130,000 at this point. Stutsman said not as long as they are going to be replacing an ambulance this year. Sullivan said if they go down this path, they are going to have to stay on it or Ambulance will be out of luck. Stutsman said she does like the idea of considering a change to the new vehicle funding system in FY14.
Spenler asked the Board what should be done about the chassis. Stutsman said she thinks it makes sense to buy the chassis this year. Neuzil asked if Spenler would need a budget amendment in order to do that. Spenler said yes. Stutsman asked if they can do it within their current budget. Claiborne said they will have to until the spring amendment. She said her point is that Ambulance generally turns back a lot of money. Spenler said they may be able to look at some options. Claiborne said Spenler could write the check, and it could be amended back in the spring. Ambulance always does turn in a lot of revenue. Spenler said revenues are doing very well and are well up from what they projected.
Neuzil asked if the FY11 request would then be for $90,000. Spenler said they could reduce the request by the amount of the chassis. Stutsman asked Spenler to find out that information and provide it to the Board. Spenler said they will find out today or tomorrow and let Claiborne know. Neuzil said a third option would be to purchase the entire ambulance out of this year’s budget and still tax for $130,000, which would be used towards the replacement of vehicles in the future. He asked if the Board would like to consider that as a possibility. Stutsman said they should first see where they are at in terms of budget. Neuzil said Spenler would need to know fairly soon whether he would be ordering a chassis or an ambulance. Spenler disagreed and said they would have some time. He thinks the critical component is the chassis, and they could work themselves into the production.
Neuzil asked if Spenler would not spend the money for FY11 in order to start a replacement program if they are able to purchase an ambulance out of the existing FY10 budget. Spenler agreed and said whatever the Board thinks is best; he doesn’t know where their bottom line is on everything. Claiborne said they will see by the spring amendment and asked if Spenler has approval to order the chassis. Neuzil said he thinks that will mean they are committing today that at least $40,000 is going to be a part of the spring amendment. Harney said it will end up being the full amount. Neuzil said they can move the line a little bit to a minimum of $90,000, and they could keep it at $130,000. Spenler said he can let the Board know exact numbers in the next couple of days and whether or not there is a chassis available. Neuzil said okay. Spenler said he thinks the diesel chassis are being produced until January 1, 2010.
Claiborne asked Spenler to talk about Road Safety Systems. Spenler said Dvorsky attended a Service Manager Course in Kansas City. Information regarding a number of actions and trends in the industry was presented. Spenler said one of their greatest liabilities is driving a multi-ton vehicle at high rates of speed through heavy traffic. There are a couple of different driving monitoring systems available. One involves a camera that takes a picture any time it is subjected to any type of G force. Another type of system that Spenler is looking at is similar to a black box, receives 36 types of input, and is capable of measuring sudden acceleration, sudden deceleration, extreme cornering, and whether or not seatbelts are worn. The number one goal is to improve safety. The Ambulance crew would log into the system when they enter the vehicle, and the system then continually monitors their driving performance. When they come back to the service, the data is transmitted to a computer to provide a read out of their driving performance. The driving performance is then graded based on the total miles driven and the number of critical incidents detected. The system also includes an audible alarm system in the vehicle that can be set to alert them when they have received a particular threshold, such as a maximum speed. They would not receive a negative score until they surpassed the alarm by a certain number of seconds. The alarm sound would change at that time so the individual is made aware that they have received a negative score.
Spenler said there is a lot of adrenaline involved in responding to emergency calls, and people may not drive as safely as they should. The system helps to remind them to slow down and improve their driving performance. It also provides feedback to supervisors. The potential end results include safer driving practices and reduced costs for vehicle maintenance and fuel. Although Spenler does not believe there is a culture of aggressive driving within the Ambulance Service, these systems have been shown to improve safety and performance and decrease costs over time. Spenler thinks the cost of the system could be recouped over a period of five years through reduced vehicle maintenance and fuel costs.
Sullivan asked if there is a base unit and additional units that are placed in each individual vehicle. Dvorsky said that is correct. There is a computer monitor that goes in each vehicle and uses cell phone technology to marry back to the main intercept box. Sullivan asked if the amount of $32,475 includes a base unit and 6 additional units. Spenler and Dvorsky said yes. Sullivan asked if there is any ongoing, annual expense associated with the system. Dvorsky said no, but they can purchase an extended warranty that comes with computer software upgrades for $150 per unit per year. Sullivan asked if that is included in the above amount. Dvorsky said no, although they would own the system following purchase and there is no cost for licensure. Sullivan asked about the useful life of the system. Dvorsky said he believes he heard ten years. Sullivan asked if additional units could be added to the base if another department wanted to use it as well. Dvorsky said he believes so. Sullivan asked if they could utilize the same base computer. Dvorsky said yes, although all of the data would come to him. Spenler said a problem with that would be that the units need to be in proximity to the base to download the data. Sullivan asked if they would have to pull up to the Ambulance Building to download. Spenler said yes. Stutsman said there may be different configurations for different departments. Dvorsky said they can configure the individual units differently. He likes the fact that they are customizable and that they provide the drivers with immediate feedback. The drivers are then able to learn and readjust.
Harney asked if Ambulance has a bad driving record and if it is a want or a need in a time of tight budgets. Dvorsky said they are fortunate with their current staff in terms of not having had a lot of serious issues; however, that doesn’t mean they are not seeing a lot of heavy braking and hard driving. Spenler agreed that they don’t see accidents, but they do see maintenance related issues. With use of the system, he thinks they could expand their maintenance intervals enough to save money. Stutsman said Stutsman Transportation, Inc. has put a similar system on their semi trucks, and it has had some interesting results. It helps raise drivers’ awareness of things they do almost unconsciously. Neuzil said it sounds like a neat idea, but he is not sure about adding it at a time when it may be more difficult to add projects.
Spenler said he doesn’t know of any departments in Iowa who are using this particular system, although some are using a different system. He likes this system and thinks it is a good thing. Stutsman said it would be a good thing if it would ultimately save money, but they may need more conclusive evidence of potential cost savings. Spenler said he can provide the Board with testimonials and data from other ambulance services regarding the system, although the information was provided by the manufacturer of the system. Sullivan said another question is whether or not there are insurance discounts associated with use of the system. Spenler said he has not yet checked into that, although he has meant to do so.
Neuzil asked if there is an interest in keeping this item on the list. He assumes Claiborne is keeping a wish list of items that can be reviewed towards the end of the budget process. Stutsman said she is interested in keeping the item on the list. She said the Board approved a maintenance position at SEATS last year because Brase was able to show that the position would pay for itself. Spenler asked what other information the Board would like from them. Sullivan said he would like to know the insurance ramifications and whether or not Ambulance and the Sheriff’s Department could work together to use the system. He is not necessarily in favor of the system, but he feels like he needs more information. Stutsman agreed. Harney said he doesn’t see the item listed under Spenler’s decision packages. Neuzil said it is listed under Road Safety System under item 3. Claiborne asked if there are at least three Board members who want to keep the item on the list. Stutsman and Sullivan said yes.
Neuzil asked if the Board wants to go through the decision package. He thinks they have already gone through most of the non-personnel items. Sullivan told Spenler he does not understand what he is adding in to get to the amount of $76,544 at the very top. Spenler said it is the two full-time equivalent positions. Neuzil said it is part of the employees listed down below. Sullivan asked if Spenler also needs to add in the benefits. Spenler said he doesn’t believe so, and he will explain why. He said he also asked for two full-time positions last year, and they want to use those positions to put a fourth ambulance on during identified peak times. He sees it producing a very fluid schedule for the fourth truck, which would change from month to month and week to week. The reason they wouldn’t attach benefits on the front side is that they would want to staff the two full-time equivalent positions with four half-time positions. By doing that, they could utilize part-time staff already employed and avoid having to purchase additional uniforms and put them through additional training. Spenler said they believe they can fill the positions with their current part-time staff. Having four half-time positions allows for flexibility and makes them easier to administer.
Sullivan said it figures to about $19,000 per person. Spenler agreed. Neuzil said the total would be $38,272. Spenler said he is basing that on third step wage rather than starting wage. Neuzil said the request is actually now 4.5 positions at a total of $38,272. Sullivan said no, it is at a total of $76,000. Spenler agreed. Harney asked if the amount listed of $38,272 is incorrect. Claiborne said Spenler has just broken it down into full time equivalents (FTEs). He is saying one FTE equals $38,272. Claiborne asked Spenler if they do not need to add in benefits since they already exist. Spenler agreed. Claiborne said $38,272 is the amount for 2 part-time positions. Neuzil said the total would be $76,544 for 4 part-time positions. Spenler said Ambulance currently has 37.9 FTEs, and it would increase to 39.9 with the change. Sullivan said they have not added full-time staff for several years and asked when part-time positions were last added. Spenler said it has been about two years, and full-time staff have not been added since FY04. They have not increased the number of ambulances since that time, and their call volume has increased 25% since then.
Stutsman asked if Spenler can show that these positions would offset overtime within the department. Spenler said they would not because they involve staffing an additional ambulance. The only way to do that would be to not fill shifts when people call in sick on days that are not expected to be busy. They would instead decrease to three ambulances. When they run only three units, 24 hours a day, all shifts have to be filled. With a fourth ambulance, however, they would have the option of decreasing to three ambulances at times. Sullivan asked if the fourth ambulance would only be scheduled for times he thinks it’s needed anyway. Spenler said yes. He said they put four trucks on now after football games whether or not it is budgeted. They have to in order to be responsive to people’s needs.
Claiborne asked if the change could potentially benefit the department’s revenues. He said it probably wouldn’t increase revenues related to having an extra ambulance after football games since they already respond no matter what. Sullivan said it would probably decrease response time. Spenler agreed and said that is why they want a station on the west side of Iowa City or at the location by SEATS/Secondary Roads. The Space Needs Assessment will consider what it would take to have a satellite location there. In the meantime they could talk to Iowa City about obtaining temporary housing at the station on the west side. It would lead to a decrease in response time. Sullivan asked Spenler if a fourth ambulance could be scheduled half as often if the Board agrees to the addition of only two half-time positions. Spenler said yes.
Harney said Spenler is actually asking for approximately $114,000 for 4 part-time positions. Sullivan said the amount is $76,000. The other Board members agreed. Harney said another $18,711 is listed for benefits. Neuzil said they would be 4 half-time positions that would not be eligible for additional benefits. Harney said there would be some. Spenler said there would have to be some benefits contractually because they pay out for what would have been accrued benefits. It would be for vacation and sick leave and involve only the small percentage that they are contractually obligated to pay out at the end of the year rather during the year. It would not come close to the amount it would be to pay out for health insurance. Harney said he thought the employees had to be offered partial health insurance coverage too. Spenler said they could apply for half-time health insurance, but it would not be automatic. They would need to apply for it. He said three or four part-time people traditionally get paid at least half time, if not full-time benefits, and none of them have ever applied for health insurance. Basically, because they’re getting their health insurance from somewhere else.
Claiborne asked if the Board wants to add the positions to the wish list or add two like Sullivan had suggested. Sullivan asked Claiborne if he keeps separate lists for personnel and non-personnel items. He said he would like to keep them separate. Stutsman said she is not ready to make a decision regarding out or in at this point. Sullivan said to just make a list at this point. Stutsman agreed. Neuzil said he thought it worked well last year to have lists of employee requests and additional requests because the Board has said that operating expenses are frozen. However, if the positions were funded now, it would be a little less to deal with in the future when the permanent station is added. Spenler agreed and said it is no different than the baby steps that were taken to staff the third ambulance. This is the exact same process that was used to staff that, although at that time they did static staffing. This is more flexible staffing. Harney said there is nothing listed regarding the cost for renting space at the Coralville Fire Station, although he knows it’s still in limbo. Spenler said they are still in negotiations, and he can take care of that cost out of his budget. Neuzil said okay. Spenler said there is a meeting scheduled for October 22, 2009 with Chief Stannard. Sullivan said Spenler should feel free to involve the Board with the Coralville Council if he feels it is necessary or if progress is not being made. Spenler said Harney has had some contact with him, and he has discussed it a number of times with Neuzil and Harney, who are his liaisons. He thinks it will fine and said he is bringing Dvorsky with him to the meeting.
Claiborne asked Spenler to talk about his response to a potential 2% budget cut. Spenler said approximately 91% to 92% of the department’s budget is for personnel. They generally spend almost the entire non-personnel portion of their budget. In keeping up with the same call volume, he doesn’t see where he could come up with 2% from that portion of the budget. It would have to come out of personnel. They use their personnel to staff three ambulances 24 hours a day, 7 days a week. To cut 2% would mean cutting one of the three ambulances down for certain hours of the day. What they did two years ago and what they want to continue to do is to take the on-duty field supervisors off the trucks on Fridays and Saturdays and put them in the office to staff an additional ambulance when things get busy. Because those are identified peak busy times, they are in the office to coordinate activities and complete assigned projects. To cut 2% without comprising the three staffed ambulances that are on 24 hours a day, 7 days a week, the on-duty field supervisors would need to be moved back onto the trucks. Their hours would not be filled, which would equal one FTE. They would try to make up the rest of the amount with decreased training and meeting time. However, the bulk of the amount would involve reducing the field supervisors’ office time and putting them back on the trucks.
Claiborne said Medical Examiner Mike Hensch warned him this morning that he is working on a rather long, difficult case this morning and didn’t think he would be able to attend this meeting. He asked Johnson and Claiborne to go through his budget. Claiborne said Hensch has two things in his decision package that they will talk about, and he and Johnson have a pretty good understanding of them. He said they could start the discussion with expenses if the Board members would open the appropriate Excel spreadsheet.
Neuzil left at 1:57 p.m.; Neuzil returned at 2:00 p.m.
Claiborne said Hensch did not go through the budget line item by line item; however, by looking at the bottom line, it can be seen that he is actually reducing costs. Like County Treasurer Tom Kriz, Hensch wants to run a very tight, efficient office so he is actually predicting to come in under. He would be doing better than just coming in flat. Stutsman asked if Hensch filled the part-time social worker position and if the department is fully staffed. Claiborne said he did not fill that position, but he does have a secretary. Stutsman asked if the social worker position will be included in the salaries. Neuzil said he thinks they allocated $8,500 last year, and the reason Hensch had not expended that money was that he was able to get most of the work done through an internship. He didn’t want to hire a new individual until he had enough room in his office to accommodate the new employee. However, if there is not going to be an individual in the position, the Board does not want to fund it.
Stutsman said she really wants to look at these unfilled positions. Her question is whether or not the stated $575 decrease is including that salary line item. Claiborne said he understands what Stutsman is saying. Neuzil asked if they can get that clarified and said it probably falls under part-time, non-benefit wages. Sullivan said that is what he was guessing. Claiborne said he will check into that. Neuzil said if Hensch doesn’t need that money, the Board doesn’t want to spend it. Stutsman said it is not to say they would never fund the position, but she does not want to tax for positions that are not being filled. Neuzil said he wants to be careful with that because there are a few other departments that could easily hire a person to avoid losing their unfilled position. Sullivan said the Board has to be willing to fund them though. Stutsman agreed.
Claiborne said Johnson made a good point that the $575 decrease only relates to non-personnel items. Sullivan said they know that some of the part-time, non-benefit positions are for investigators. The question is whether or not that is all that is included under that item. Neuzil said even though they tax for unfilled positions, the money goes back into the reserves if it is not expended. Stutsman said not all of the money goes back into reserves. She gave an example of a previous department head who used the money for other expenditures, and Stutsman doesn’t want that to happen again. Neuzil said that is a good point. Claiborne said he will check with Hensch regarding the position.
Neuzil asked if there are any additions to the Medical Examiner budget. It looks like something with autopsies is going up significantly. Stutsman said Hensch just estimates that amount. Claiborne agreed and said he wanted to address Hensch’s response to the question of dealing with a 2% cut. He said autopsies are his biggest line item, and he would have to cut 2% from there. However, he is unable to control the amount of cases he has because he is required by Code to do them. Hensch would have to find a way to reduce the autopsy line.
Stutsman said she does not consider that a good answer because Hensch has a lot of different budget line items. That is almost like him saying he cannot cut 2% out of his budget. Claiborne asked if he should ask Hensch to come up with something more. Neuzil said yes. Sullivan said one potential answer would be that the other full-time person has to be on-call more often and other people are taken off. Neuzil said he anticipates that cuts in employees or level of service are going to be the most common answers. That is what he wants to get at. Sullivan said it is really important that people are direct with the Board regarding this item because they have to be able to weigh it. Stutsman said she considers Hensch’s answer a pat answer and an easy way out. She thinks it’s a good exercise for department heads to see that the Board may not have a choice if push comes to shove, and they will have to bear the pain too. Neuzil said his guess is that there would be less training and less conference attendance. Claiborne said he will talk to Hensch about it. Neuzil said he doesn’t want the cut to involve a decrease in the level of mandated services. Claiborne said he thought Spenler came up with a creative solution to the question. Stutsman agreed.
Sullivan said they are essentially asking Hensch to cut $7,200. Claiborne said it will be much more when personnel is included. Stutsman said maybe they shouldn’t include personnel. Claiborne and Neuzil said they already did. Sullivan said he thinks that’s okay because some department heads or elected officials may decide that a certain part-time position could be cut. Claiborne said 52,967 is closer to his real budget with personnel, and he will have to find a way to cut about $3,000. Stutsman agreed and said the 2% question involves being creative with their budgets. It forces department heads to really look and see where they are spending their money and where they would make the cut if they really had to. She doesn’t think they have gotten that from this department. Claiborne said okay.
Claiborne said Hensch is predicting an increase in revenues. He said his receivables are at 100% for cremation permits. Some other receivables take longer to pay, but he said there is not one account he has not collected on from the overall receivables list. Johnson said Hensch said it is clear that some Counties are in more serious straights so it affects how long it takes for the money to be recovered. Claiborne said the Board funded the first of two years for the replacement truck. This will be the second year, and then Hensch will be able to purchase the truck. He does have additional equipment listed under the decision packages and asked if the Board would like to talk about it there. Neuzil said it is Claiborne’s decision.
Claiborne said the Dell Desktop is for the new space on the decision package. With the new space in the Administration Building, there is a computer that all of the on-call investigators share, and they sometimes have to sit around and wait to input their information. This would be an extra computer for them to use to prevent that wait time. Sullivan said Server Support Specialist Fred Brown sells computers each year and wondered if one of them could be used for this purpose. Claiborne said this brings up a conversation he and Secretary II Jo Hogarty had with Brown recently regarding a printer that was recently replaced in their office. The previous printer seemed to better suit their needs and break down less often than the new printer. He told Brown that they were happier with the old one because it was smaller and faster. Brown jokingly told them that he had to take it because it was on the replacement schedule. There are also some nice laptops they’re selling at surplus. Claiborne said he could use five surplus laptops for the Budget. Neuzil said not to forget that they just funded 120 laptops for the Auditor’s Office.
Stutsman thinks Claiborne has a good point, and they may need to look at the technology replacement schedule. They could potentially save some money by putting replacements off for another year, if nothing else. Claiborne agreed. Sullivan asked if one of the laptops in the Auditor’s Office could be used in that department only during the weeks before and during an election, and the Medical Examiner’s Office could use it the other weeks of the year. Stutsman stated that Information Technology (IT) has loaner laptops in their department too. Claiborne said loaner laptops from the Auditor’s Office are currently being used in this meeting. Sullivan said Hensch could use one these laptops for 50 weeks, and the Auditor’s Office could use it for the other 2 weeks out of the year. Harney said there should be enough excess equipment that they can pick it up instead of selling it. Stutsman said they should talk about the issue with IT Director Jean Schultz. Maybe there is more to the issue than they understand, such as maintenance contracts. Neuzil said they did go through the process of delaying certain computer purchases another year so he wonders if they need to do that again as computers become more capable and have more space.
In regard to the capital expenditure items listed at the bottom, Neuzil asked if Hensch can use the Ambulance’s old cot when Spenler purchases a new one. Sullivan said the Ambulance’s cots should be ergonomic for people who are lifting the bodies. Harney said different types of cots may need to be used for the two different purposes. Sullivan said they may just need to check into it. Sullivan asked if Emergency Management Coordinator Dave Wilson already has scene lights and a portable electric generator. Harney said Ambulance has them. Stutsman said she can see where Hensch would want a tent shelter if they are out in the field and it’s cold and they want privacy. Sullivan said he is just referring to the lights and the generator. He asked if they can be made available to the Medical Examiner’s Office if Wilson already has them. Claiborne said Emergency Management is a separate entity. Stutsman said they fund Emergency Management. Sullivan said they don’t want to buy new items if another department has them sitting around. Stutsman thinks everyone just wants to have their own things and has gotten used to the convenience. Neuzil said they need to remind people that other departments can use their things even if their department was the one who received the items. They have seen some sharing, however. This may be part of the exercise they may have next year in regard to finding ways to have government work as one entity rather than as separate entities. Stutsman said it may become a territorial issue.
Neuzil said Hensch reports that he has no increase in expenditures. He doesn’t want to get in the habit of allowing departments who make money to then be able to spend money. Neuzil asked if Hensch is asking for any money for additional items under non-personnel requests. Claiborne said no, Hensch is turning in $575 for his operational budget. Johnson said that does not include capital. Claiborne agreed and said that is separate for everyone. Neuzil asked if non-personnel requests are zero. Claiborne said yes, and the personnel line listed down below is also zero.
Johnson pointed out that the Medical Examiner’s Office is now directed to investigate any H1N1 related deaths under inflationary and State mandated changes. However, that does not mean autopsies.
Claiborne said the following idea was brought about by Human Resources Administrator Lora Shramek. It involves the Medical Examiner Supervisor taking an hourly position with overtime and turning it into a supervisory salaried position with no overtime. Johnson said Hensch would essentially add an on-call, non-benefited investigator, which is just increasing the pool of people available to respond to investigations. It does not increase the expense because the investigators are only paid when they work. Neuzil asked about the cost of training. Claiborne said that is the only expense, and Hensch does talk about that. It is to enable the Supervisor position to be salaried and to allow better scheduling. Stutsman said she doesn’t think the training would occur often because there doesn’t seem to be a lot of turnover in the department. Neuzil asked if Hensch is asking for any additional training dollars that would go beyond his operating budget requests. Claiborne said no. Neuzil said okay. Sullivan said it looks like $1,916 is already included for training. He said Hensch is suggesting that money will be saved by making the position a supervisory position. Johnson agreed. Claiborne said Hensch is showing that the savings in overtime will be approximately $7,000. Stutsman said it involves changing one person from being paid hourly to being salaried. Claiborne agreed.
Sullivan left at 2:15 p.m.
Neuzil asked if Hensch can request that the position change occur on January 1, 2010 rather than waiting until July 1, 2010. Harney said it would be out of budget cycle. Neuzil said Hensch would be doing it within his own budget. Stutsman said it would save money. Harney asked if it was a year or two ago that there were problems related to being in cycle or out of cycle. Neuzil said they will check with Shramek. Neuzil asked if Claiborne has received some direction. It seems like there are a lot of things on the list. Johnson said they will keep the capital expense in at this point. Neuzil agreed and said they started paying for the truck last year. The questions would be about the cot and similar items. Claiborne said he will ask for more information regarding the response to the 2% question.
Neuzil asked if there have been any issues in regards to the followup for the FY11 County budget. Claiborne said there has been one and he sent it to them a few days ago. He corrected an error on the revenues page. There was another one too. Neuzil asked Claiborne if he would forward these things to the Board members via email. Claiborne agreed and said he will also update their laptops. He said he emailed them on their personal computers regarding the last meeting on October 19, 2009 and the updates on Shueyville Road. Claiborne said he told them to go ahead and create a folder for the budget information so they will have it on both their personal computers and the laptops.
Sullivan returned at 2:18 p.m.
Sullivan said it would be nice to keep a running list of personnel items. Claiborne said he can start that today. Claiborne said SEATS, Veteran Affairs, and Planning and Zoning are on the Budget Meeting agenda for October 26, 2009. Neuzil asked Claiborne if he has received all of the budgets. Claiborne said no. Neuzil asked if there are any issues the Board needs to deal with related to that yet. Claiborne said no, it’s the usual people who generally lag behind. Sullivan said Mental Health/Disability Services (MH/DS) probably can’t do theirs yet because the Auditor has it. Claiborne said he knows MH/DS usually does theirs in December because of some State reporting. Sullivan and Stutsman agreed.
Neuzil asked if County Auditor Tom Slockett is aware that he is scheduled for December 7, 2009. He assumes Claiborne would like to have the budget at least a week before that time. Stutsman said she thinks the Board may need to send an email saying the Board will prepare it for a department if the budget is not received by a certain date. Neuzil said he doesn’t have any problem with an email being sent stating that they had this discussion today. Stutsman asked if these were the only two departments. Claiborne said he would have to look, but he thinks that’s about it. Sullivan said MH/DS has been given permission to turn theirs in later. Harney said he would just send an email stating they are doing the budget on that date. Neuzil said he thinks everyone should submit their budgets by the deadline. Some of the other departments spent weekends and overnights getting it done. He doesn’t know why that’s not expected of the Auditor’s Office. It should be. Stutsman said it happens every year. Neuzil agreed that it is not a new thing.
Daily Iowan Reporter Kevin Hoffman asked if he can get estimates for the Ambulance and Medical Examiner’s budgets. Neuzil said they can provide him with that information.
Adjourned at 2:29 p.m.
Attest: Tom Slockett, Auditor
By Nancy Tomkovicz, Recording Secretary