Chairperson Stutsman called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 1:04 p.m. Members present were: Charles Duffy, Jonathan Jordahl, Mike Lehman, Sally Stutsman, and Carol Thompson.

Stutsman said that she wanted to talk to the Board about how they are going to proceed with the budget process. She said that they needed to go through at least the first 6 departments and their requests. Stutsman said that she hoped that they could save specific, detailed questions for another time because they have a lot to accomplish by February 1st and not many more meetings. Stutsman suggested they start working on the Ambulance Department and asked Deputy Administrative Assistant Deana Pillard to lead them through the process.

Thompson said that the Ambulance budget gave the Board 3 Decision Packages (DP). She said the first Decision Package would allow the Ambulance Department to reach their goals in one year, the second would allow them to reach their goals in 2 years, and the third would allow them to accomplish their goals in 3 years. She said that there is a difference in cost between them of about $80,000. Stutsman asked if this difference was between the 3 packages and Thompson said yes. Stutsman asked the Board what they wanted to do. Thompson said that the Package that would accomplish the Ambulance Department’s goals in 3 years looked fine. Jordahl said that the budget was a little confusing. Thompson said that in the future she would encourage the Ambulance Department to do their budget more like everyone else does. She said that she proposes that the Board take Decision Package 3. Stutsman asked if this is the one that is for $148,000. Thompson and Lehman said yes. Stutsman asked if they would not then do Package One or 2, and Thompson confirmed.

Thompson said that she thought the Ambulance Department’s goals were ambitious, and that it seems reasonable that it would take 3 years to accomplish them. Lehman said that in the capital expenditures portion of the 3 versions of the budget, there would be a difference between the Special Response Vehicle. He said that it appears in Package One and 2, but that it is dropped out of Package 3. Thompson said that in Package 3 this would appear in the third year budget. Jordahl said that in his notes it is indicated that a Special Response Vehicle is in the budget for 2001 to be purchased for 2002, and that it would pay for itself in 2 years. Lehman said that he was under the impression that the revenues the Special Response Vehicle would generate would help it pay for itself. Stutsman said that this is the vehicle that would be able to go places that an ambulance cannot go. Lehman said that since the vehicle would pay for itself if the department had it, not having it would be a trade off. Jordahl said that they would be paying for it out of expenses this year and that the revenues would be coming in over 2 years. He said that only half of the revenues would appear this year.

Lehman asked what the most obvious differences were between the 3 decision packages of the Ambulance Department. Pillard said that the major differences were with the Special Response Vehicle, plus differences in the operating budget. She said that in Decision Package One the operating budget is up to $34,000, in Decision Package 2 it is down to $24,000. She said that in Decision Package 3 it drops down to $20,000, but that the Special Response Vehicle also becomes a difference. Jordahl said that the revenue increase is the same each of the 3 years, but that he wondered if the increase during third year in Decision Package 3, without the Special Response Vehicle, was accurate. He said that all of the Packages assume the existence of the Special Response Vehicle. Lehman said that he thought Jordahl was right, and that the revenues would be constant, that the vehicle would be paid for after 2 years and the revenues would keep coming. Jordahl said that the reason year 3 is a lower number in revenue increase is because the vehicle is paid for, but still bringing in revenues. Pillard said that in Decision Package 3 there is no SRV, which means that the department wouldn’t be saving for it or purchasing it. Lehman said that they were wondering if it is in this Package but had already been paid for. Pillard said no. She said that in Package One and 2 the Department is starting to save for the vehicle. Stutsman said that it seemed as though the Decision Packages are cumulative. Pillard said that they are completely separate. Jordahl said that the SRV is half there in Decision Package One and half there is Decision Package 2. Pillard said that it is because the department is starting to save for it in those Packages. Thompson said that if they pick Decision Package 3, the department will probably come in next year and ask for the SRV again. Stutsman said that this would mean they were saving money towards the vehicle, and Thompson said that in Package 3 they were not, but in 2 and One they were.

Stutsman said that it seemed to make sense to her if they gave the department Package One, because they could save money towards the purchase of the vehicle instead of buying it outright. Thompson said that this would be Decision Package 2, and Jordahl and Pillard said that in 2 they were saving towards the vehicle. Pillard said that if they wanted to go with a lease option for the vehicle it would pay for itself, which would be within the department’s operating budget. Stutsman asked if this would be Decision Package One, and Thompson said that it would be number 3. Lehman said that in One and 2 the vehicle would be purchased, and that in 3 the department would ask to lease the vehicle and pay for it with the revenue it produces. Pillard said that it depends on whether the Board wants to own or lease the vehicle. Jordahl said that he thought the department said that leasing was a bad deal, and Pillard said that it depends. She said that Ambulance Department Director Mike Sullivan said if money is tight, leasing would be better because the revenues could cover the cost, but that owning it could be better in the long run. Thompson said that if they owned it the revenues would be going to them instead of towards the car. Jordahl said that Sullivan said if they subtract the projected revenue increase of $43,000 as shown under Decision Package One from the cost of that package, $180,000, that it would go down to $143,000, which is close to the department’s surplus from the past year of $125,000. Thompson suggested that they go with Decision Package 3 and let Sullivan work out the details of purchasing the vehicle. Jordahl said that he would like Sullivan to explain why the revenues aren’t different in Package 3. Stutsman asked if there would be a total increase in the budget of $148,102. Thompson said that this amount is offset by $43,000 worth of revenue. Duffy said that this depends on whether the revenue materializes.

Jordahl asked about the surplus of $125,000. Thompson said that this is because the department is getting more in fees than they projected. Pillard said that the call volume is significantly higher than they ever projected. Thompson said that it is also related to the department’s emphasis on collecting fees efficiently, for which they should be rewarded. Jordahl said that this shows that the expected revenues for the department are probably reliable. Duffy said that it hasn’t always been this way in the past. Thompson said that they need to look at the revenue the department is going to get, which comes from things like football games. She said that football games are not going to stop happening, and that the things Sullivan is looking at for sources of revenue are dependable. Stutsman asked if they were ready to go with Decision Package 3, and Jordahl said that he wanted to go with Decision Package One. Thompson said that she thinks people are challenged a little more if they don’t get everything they want, and that sometimes they can figure out ways to get the things they want with less money. Stutsman, Lehman, Duffy, and Thompson all agreed that the Ambulance Department should be given Decision Package 3.

The Board moved on to the Attorney’s Office. Thompson asked if there was anything they could do to get this budget from the County Attorney’s Office in a more timely manner next year. Stutsman said that in Linn County they don’t give any increases in budget until it is completed in a timely manner. She said that she did not necessarily advocate for this, but that this was the only way Linn County could get department’s attention. Thompson asked if they could do this to an elected official. Stutsman said yes, that Linn County did it to their Sheriff and that the next year he turned it in the way they wanted it. Thompson said she called County Attorney J. Patrick White several times and felt that he didn’t understand why the Board needed it. She said that without it there is a hole in the budget and that they can’t draw totals, make projections or do many of the things they had been doing up to that point. Stutsman said that she thinks White doesn’t agree with the process, which makes him less inclined to go along with it. Jordahl said there is resistance to the fact that the form keeps changing, which suggests that they might think about hiring a consultant to do it.

Thompson said that the previous day they had talked about the staff person, Decision Package One, and that 4 Board members were in favor of leaving it in the budget. Pillard said that there were 3 Decision Packages. She said that the first Decision Package only includes the position and a $14,000 line item increase in the operating budget. Thompson asked if this includes the $15,000 that White wants to be put in for reclassifications. Pillard said that it does not include this. Stutsman asked if there was a $14,000 increase in line items in Decision Package One, and Pillard said yes. Lehman asked if the personnel was the one that hadn’t had the wages included, which was $52,000. Pillard said that they tentatively approved the position the previous day. She said that there were 2 parts within the Decision Package. Jordahl said that the form didn’t really help in clarifying things. Thompson said that they hadn’t really been using it, but when they did it might work. Stutsman asked if they were in agreement with the $14,000 increase in Budget Package One to include the new lawyer. Duffy said that he was not in favor of the new attorney.

Thompson asked what the Attorney’s budget was last year, and Lehman responded that it was $70,000, which included the $52,000 for the Assistant County Attorney 3. Pillard said it also included the $2,000 for a new computer for the new attorney, $2,500 for new office equipment for the new attorney, plus the $14,000.56 for the operating budget for the department as a whole. Thompson asked what percentage $14,000 is of the operating budget. Pillard said that she didn’t know. Jordahl said that $70,495 is what they were looking at. Lehman said that they could split it up and Pillard agreed. Thompson said they could tell White he wasn’t getting any increase because he didn’t complete his budget on time. Lehman suggested that they could give White the new attorney, with $52,000 in wages, the equipment, which is $2,000 for the computer and $2,500 for the office equipment, then not give him the $15,000, which brings the total down to $55,000. He said that White didn’t give them this choice, but that they may have to make it. He said that if they give him the person they have to give him the equipment, but that they don’t have to give him the $15,000. Thompson said they definitely should not give him the $15,000.

Duffy asked if the Board was sure that the Attorney needed the new position. He said that he didn’t think they did and that he would like the exact figures of what it would cost the County. Pillard said the $52,000 was just for salary. Duffy said he would like to have the other information on the figures. Thompson asked if the $52,000 included the $2,000 and $2,500 for the equipment. Stolze said that it did in the total $70,000 for the Decision Package. Stutsman said that this was another inconsistency. Jordahl suggested that they tell White that they are disposed to give them money for the position, but that if they don’t start filling out forms correctly such things will not be granted in the future. Thompson said that White is adding this position because of things that the Board wants him to do, so if they take it away it wouldn’t be fair. Stutsman asked if they wanted to just give White the position and the support for the position and that’s all. Thompson asked if this meant excluding the photocopier and the one percent. Jordahl said that he recalled the department making a pretty good case for a new photocopier. He said that he thinks they need a copier. Jordahl, Stutsman and Duffy said that they would like to see the costs associated with the new position broken down.

Stutsman asked about the copy machine. Jordahl reiterated that he though the department had a good case for a copier. Jordahl said that White is frugal. Thompson asked if the total was $66,5000. Jordahl said that he was opposed to taking money out of personnel and putting it into White’s line. He said that they need to have that requisition through salary. Stutsman said that she is also opposed to this. Jordahl asked if the raises that White was requesting would come later in the year and how they would budget for raises. Thompson said that she thought they should put the money they intend to spend for that into Human Resource Administrator Lora Shramek’s budget and let her administer it. Jordahl said that they don’t pay salaries out of Shramek’s budget, and Stutsman said that they aren’t salaries, but rather promotions and reclassifications. Thompson said that Shramek has money for merit raises, and approves them. Jordahl said that White wanted intermediate steps in the process, and Stutsman said that White needs to work with Shramek on that. Lehman said that he came up with a total of $66,680.

Stutsman said that they were not going to include the $14,000 for the general operating budget. Duffy asked if they thought they should spend that kind of money. Stutsman said that this is just an initial run through and that they would make the details concrete at a later time. She said that the $100,000 for their restrooms should come out of the Physical Plant Manager’s budget. Duffy said that the Attorney’s Department should be credited with it anyway. Stutsman agreed, but said that they should consider it with the Physical Plant budget. Thompson said that she thought they should get White there with them and look through the budget with him. Pillard asked if the final was $66,680, or if they were going to add the $10,000 for the copier. Thompson said that this number includes the $10,000 for the copier. Duffy said that they were adding on to an already high number in budget increases across the State.

Next the Board discussed Auditor/Accounting, Decision Package One. Duffy asked if other departments could do their budgets differently since White did his differently. Jordahl said that there was no policy dictating that if budgets aren’t done the way the Board of Supervisors wants that they will not get increases and that doing so was just a suggestion. Stutsman said that when they get through the budget process they should create some policies. Thompson said that the Auditor’s Decision Packages were discreet, and that if they gave the department all of them it would be the total of the 3 numbers, one from each Package. She said that the cumulative was pretty hefty. Deputy Auditor Dan Stolze said the total would be $129,008. Thompson asked what they had talked about concerning staff positions the day before, and if they had left in all of them. Stutsman said no. Stutsman said that she and Lehman talked to Shramek about reclassifications and that it seems like they are not in sync with how the process should go when they consider the reclassifications as part of the budget process. She said that when they approve reclassifications in the budget process the reclassifications become final. She said that the reclassifications need to go through a separate process and that they almost need to be considered as a budget amendment if they are approved.

Stutsman said that she wasn’t sure they should be considering any reclassifications. Jordahl said that one of the additional things they need to consider is the difference between professional and union. Stutsman said that these were the kinds of questions that can be addressed in a reclassification process. She said that Shramek has forms and a procedure to follow when considering reclassification. Thompson said that this particular reclassification, at $4,199, was the most expensive one. She said that they only have 3 or 4 of them a year and that it doesn’t amount to a lot of money. Stutsman said that this is why she thinks it can be handled during a budget amendment. Thompson said that she though they should put $10,000 or $15,000 in Shramek’s budget to deal with the requests. Stutsman agreed, and said that then Shramek could work with department heads to make sure reclassifications are really a good idea for the overall department. She said that she thinks on some of the requests, reclassifications are misinterpreted as promotions, which she thinks could be a bad thing for some departments. Jordahl said that it was also as though they were assessing merit in the budget process when they did not have sufficient information to do it. Stutsman agreed and said that because of this they should take all of the reclassifications out of the budgets and just look at new positions.

Thompson asked what they left in for new positions in the Auditor’s Office. Stutsman said that they just put in one Clerk II. Jordahl said that this was like Zoning in that they are not reclassifying the person, but are reclassifying the position. Stutsman agreed and said that they constantly need to remind themselves of this. She said that this was particularly clear when they were doing the salary survey. Stutsman said that they didn’t outline whether the addition of a Clerk II was in accounting or taxing, and that they were going to let Slockett decide.

Thompson asked if they added a map delineator in the Auditor’s Office. Stutsman said no. She said that would wait until Friday’s GIS meeting. Jordahl said that he wasn’t sure they were going to get into specific discussion of the map delineator position, but that because the need is closely tied to the overall project it makes sense to assess the need after they have more information on GIS. Thompson said that this would have them going with Decision Package 2. Stutsman said yes. Thompson said that this Package was for $37,156. Pillard said that Slockett asked for other things in Decision Package One besides the reclassification. Duffy asked if they agreed on all 3 of them. Stutsman said that they were picking and choosing from them. Stutsman said that she didn’t have any problem with Decision Package One, including the $1,900 for increase in salaries from $8 to $8.50 for the part-time, temporary clerks. Thompson said that all they were taking out was the reclassification for $4,199. Jordahl asked if the Account Clerk II was happening or not. Thompson said that Decision Package 2 is happening but the Decision Package 3 is not. Stutsman asked about Decision Package One. Thompson said that it was happening, all except the reclassification. Pillard said the total was $49,273.

Duffy asked if how took pieces from Packages. Pillard said that they took all of number one, except for the reclassification at $4,199, which left it at $12,117. She said that $12,117 plus Decision Package 2 at $37,156 for the Account Clerk II salary, computer and supplies totals $49,273. Duffy asked if they had turned down anyone yet. Thompson said that they saved $50,000 in the Ambulance Department and turned down $100,000 to the Attorney’s Department. Duffy asked about new hires. Thompson said that they turned down one of the Auditors’.

Stutsman moved on to the Board of Supervisors. Stutsman asked if anyone had a problem with Package One. Thompson said no. Pillard said that there was a one percent increase of $262 for personnel line items. Stutsman asked if they were comfortable going with approximately a $2,300 increase.

Stutsman asked about Human Resources. Jordahl said raises go in Department 18, and Pillard said that merit is already in 18. Stutsman said Human Resources was in the negative. The Board was OK with the Human Resources budget.

Next the Board discussed the Public Health Department’s budget. Thompson said it was overly complex, but a nicely prepared budget. Stutsman said that she thought it was nice that departments were setting goals in their budgets and that she felt bad that the Board wasn’t really referencing it. Thompson said that they could put them on the website or use them for something in their planning. Stutsman said that they need to decide if they agree with goals of departments and then say if they are willing to give them money to meet them. She said that Decision Package One comes to a total of $32,252. Pillard said that is not accurate and explained that they had to take $32,000 plus $716. Thompson asked which $32,000. Pillard said that the $32,252 was from Decision Package One. Stutsman said that they were taking the $716 out because it is for a reclassification. Stutsman asked if they had tentatively approved a new hire for the department. Jordahl said that he didn’t think it was the goals they needed to focus on so much in the budget process, but the benchmarks. He said that if requests aren’t related to the benchmarks then they should ask what is wrong with the benchmarks. He said they need to get people to be specific. Thompson suggested they need to train people. Jordahl said that they need clear numbers.

Stutsman asked if they approved the position and the support requested in Decision Package One. Thompson asked if they had talked about increasing revenues to match the position, or if they though it was better not to. Jordahl said that the budget included the statement that the increase would eventually be offset by revenues. Jordahl said that the budget indicates that it was in Medicaid and administrative claiming. Stutsman explained that they have to apply for reimbursements, but that there is a lot of bookwork. She said that the federal government then reimburses for administrative costs related to the billing. Thompson said that she wanted to be sure that in the Health Department’s contracts with the schools and everybody else that there is the agreement that the costs to the County of administering the program come off the top before the money is divided up among the departments. She said that they were looking at about $100,000 worth of revenue and that she didn’t see why they couldn’t get the $32,000 off the top in the first year. Lehman asked if they were going to grant the package without giving any money for it. Jordahl said that they should tell the department that they can hire the person, but that the Board expects that they will see the salary covered in revenues. Thompson said she thought this was fair. Stutsman asked if they were not going to approve the assessment Health Promotion in Decision Package 2.

Stutsman moved on to the Public Health Department’s Decision Package 3, for $26,000 and asked if this was for another staff position. Thompson said it was for a new car. Pillard said that they needed to add this $26,000 to the numbers on the following page. She said that the total for Decision Package 3 is $31,550. Stutsman said that on the one sheet they have a total of $34,350 and wondered what was left out. She said that they needed to talk about specific things in the request. Jordahl said that he thinks they should give them a flat budget for vehicles. Thompson said that they should give this to them every year. Jordahl suggested that they give the department $12,000 for a new vehicle and that if they want to spend more they will have to come up with the money some other way. Stutsman said she thought this was a good idea, and asked the Board if they were in agreement. She said that this is what they do with the Sheriff’s Department. Thompson asked if they gave the department any money last year for cars. Duffy said yes, that they got a new one. Jordahl said that they should put it in capital expenditures for the department. Duffy said that they should talk to Dameron. Thompson said that they need to talk to the department to determine if getting new cars was part of their plan. Jordahl said that they will have to determine on a yearly basis if they can afford funding for such things. Stutsman asked if they had decided on an amount to put in for cars in the Health Department’s capital expenditures. Thompson said that they asked for $26,000 and they were getting $12,000.

Stutsman said that the other request was for a telephone system at $3,750. Stutsman said that they were funding one for Ambulance and the Attorney’s Office. Pillard said that the Health Department wanted to upgrade the system they already have. Jordahl said that he thinks the problem is that people get a busy signal when they call the Health Department. Stutsman asked about the $1,800 for bag phones and cell phones, and said they don’t need 9 cell phones. Thompson said that they are for the staff when they are in their cars. Jordahl suggested they get pagers. Thompson asked where Health Department employees go with the cars. Lehman said that they do restaurant checks. Jordahl said that they go all over the place. Thompson said that she thinks anyone out with a car who might get into a dangerous situation should have a cell phone with them. Stutsman said that bag phones could take care of this. She said that she didn’t know the difference between a bag phone and cell phone. Pillard said that a bag phone stays in a car. Lehman said that they can move them though. Stutsman said that she didn’t know why they can’t share cell phones.

Jordahl asked about the janitorial contract. Thompson said it was on their list and that the Health Department would pay for it out of their budget. Pillard said no, that it was a one percent increase. Stutsman said that she didn’t know that they were in a position to take over the situation with Mr. Scheer. Jordahl said that $1,800 was not a lot of money and that they could shave it off of the budget in other ways. Thompson said that this year the department increased their janitorial contract because they weren’t getting the cleaning that they expected, and that since they do health care in the department it is important that the building is clean. Jordahl asked if they were staying with the same company and Thompson said that she thought they had gone to a different company that charges more. She said that no matter which budget they put it in they will still have to tax for it. Jordahl said that once they get the money they can do whatever they want with it. Jordahl said that he thought they should put the money for janitorial services in the Facilities Department. Duffy said that they better ask Scheer before they do it. Lehman asked if they were going to leave the basic cleaning there or if they wanted to add an increase. Thompson said that they were going to leave it in the line item and move it all at one time. Lehman said that they almost had to give the Health Department an increase because they had gone with another company. Thompson said that they needed it.

Jordahl asked about the cell phones, and Stutsman said that she was worried that people would start using them for regular office calls. Jordahl said that another possibility might be short wave radio. Thompson said that then they would have to have somebody listening to it. Stutsman said that the budget didn’t distinguish between how much they needed for phones and how much for the janitorial contract. Pillard said that $1,800 was just for the phones and that the contract was in the one percent increase. She said that the contract for the cleaning was in the $8,221 increase, but that there are other things in this. Stutsman, Jordahl and Duffy said they didn’t agree with the cell phones. Thompson asked Pillard what the final number was. Pillard asked if they were just giving the department the increase for the car and the upgrade on the phone system. Stutsman said that they were also giving the one percent increase. She said that they were not giving money for the new employee. Stutsman asked if they need to approve the desk and chair for this new employee or if the department would also get reimbursed for that. Thompson said that they should. Pillard asked if this included the computer and Thompson said that it should. Stutsman said that she wanted to check with Dameron to make sure this was true. Stutsman asked if the Board was OK with giving the department the one percent increase in the operating budget. Thompson asked if that was for $32,353. Pillard said no, that it was $8,221. Thompson asked if the one percent was included on the chart that they had. Pillard said that it was already included in the spreadsheet.

Thompson told Deputy Auditor Dan Stolze that the number should be offset by revenue because they are positions the department got as a result of a grant, and that he should fix it so they don’t tax for it. Stolze asked if this was the $24,000. Thompson said yes. She asked Stolze if they should include the $24,000 because they were going to spend it, but that they just had to show an equal amount of revenue and that the same thing had to happen with the staff position. She said it would just change the $766,000 he told them they had to spend. Jordahl asked Thompson where the $24,000 was. Thompson said that the Health Department had a Decision Package Zero for $24,000 that the Board told Dameron he couldn’t have, and that he came back and said it was grants that he had gotten since the last budget and was actually revenue. She said he saved them $48,000. Jordahl said Dameron adjusted his adjustments, but that it had no effect on the current issue. Thompson said that they were actually going to spend that money next year, but that they were going to receive grant money as revenue to cover it. She said that they don’t want to tax for it, but that it should still show up on the line because they knew they were going to spend it. Lehman said that they need to show it as an expenditure, but that they need to subtract the revenue. Jordahl said that Dameron was not talking about 2001, but about 2000. Thompson said that she thought Decision Package Zero should increase the $766,000 they have been working with because they were going to have additional revenue. Jordahl asked where the $766,000 came from. Thompson said that it was the number the department gave them the previous day. Jordahl said that it was not all of the $24,000 but more like half of it.

Stolze suggested that another way they could do it was to not include the dollar amounts in the budget and then later on they could return in an amendment. Jordahl said that he thinks they should ask Dameron to alter the revenue estimate now. Thompson said that she didn’t see why they couldn’t put the amount in as a proposed revenue. She said that they get criticized by the media for budget amendments. Jordahl said that they should not plan on budget amendments. Stutsman said that she would like Dameron to come back in so they can be sure that the proposed revenues can be realized. Jordahl agreed. Thompson said that they were going to spend $35,000 in this case and get reimbursed hundreds of thousands. Jordahl said that Dameron needs to alter the estimate. Stutsman said that she didn’t think they were going to get 100% of the revenues. Thompson said that they should get theirs off the top. Stutsman said that they need to make sure that this is the way it works. Stutsman asked if they were ready to move on to Information Services.

Recessed at 2:20 p.m.; reconvened at 2:25 p.m.

Next the Board discussed Department 7, Information Services. She said that it is just for Schultz’s budget, not for technology. She said that Decision Package One, for $6,000, was to purchase software upgrades. Stutsman said that she thinks they need upgrades and Thompson and Jordahl agreed. She said that Decision Package 2 was for $12,000. Pillard said that this was for the replacement of either a terminal controller or printer, whichever breaks down first. Stutsman said that she doesn’t remember Schultz ever asking for much, so when she requests something like this she must really need it. Thompson and Jordahl agreed. Thompson said that both pieces of equipment are things that they would want to replace right away if they broke down, and that they wouldn’t want to wait to put it on the agenda and approve a budget amendment. Stutsman said that this is planning rather than having to do a budget amendment.

Stutsman asked about Decision Package 3. Thompson asked if this was the payroll software. Stutsman asked if they should wait on this. Pillard said that it depends on what the Board wants to do and if they want to replace payroll. Thompson asked if they saved anything for it. Pillard said they had $45,000 saved. She said that it they included $55,000 it would give them an even $100,000. Jordahl said that the cost of the software was not yet known. Stutsman said that this was in an effort to save towards the payroll software. She asked if there was something in the Auditor’s Office budget for this also. Pillard said no. She said that initially it was for an emergency, if the current software was not Y2K compliant. She said that once it was determined that the software was Y2K compliant it was put aside, but that Shramek wanted to have more HR functions available on the software. Stutsman asked why this isn’t in capital expenditures. Jordahl said that it should be in capital expenditures. Pillard said that it is part of technology but that somebody has to request it. Stutsman said that it was not actually in Schultz’s budget. Stolze said that anything in the Decision Packages that includes capital expenditures, technology or capital projects aren’t actually part of the individual budgets, but that they would be in the separate budgets that were supposed to be indicated in the Decision Packages. Pillard said that since Schultz is on the committee she is the one requesting it. Stutsman said that she thinks they need to start getting serious about a new payroll package. Thompson said that the prices she has heard have been for around $400,000, and that it would take a long time to get it at the rate they are saving.

Jordahl said that they started talking about just doing payroll and HR, and then it was sent to the Computer Committee, which suggested that the software should address the broader needs of the County. He said that he thought it was a good idea to start putting money into it because despite these broader concerns the 2 initial needs have to be addressed. Thompson said that she thought they should put in at least $55,000. Stutsman said that she was willing to see if there was any way they could put in additional money. She said that this is a one-time cost and not something that would be ongoing. Jordahl said there would be an ongoing software maintenance fee. Stutsman asked if this would be half a million dollars. Thompson said no, but that it would be expensive. Jordahl said that it could be $15,000 a year. Stutsman said that they were giving Schultz everything she requested. Duffy asked what the total increase for the department would be. Pillard said that they would have to separate it out. Stolze said that they would adjust the columns in the spreadsheet. He said that some on the columns include many different areas. Duffy said that this would mean that the public would have to look in different departments to figure out the increase. Stolze said that each area has a separate fund. Jordahl said that there is a difference between the information the Auditor’s Office has and the information that will be presented to the public.

Pillard said that the Sheriff’s Department’s request was all in one Decision Package. She said that they could split the budget up. Pillard said that the department was requesting an additional $56,900 in the operating budget, that they continue to save towards technology upgrades which they already committed to, and that in capital expenditures they were requesting vehicles, funding for a digital printer, and video monitoring for the courts. Thompson said that all of these things are portable, so building a new jail would not affect them. Pillard said that US West could do this through the current phone lines and that they would just need the equipment. Pillard said that there is a 7.2% overall increase in the Sheriff’s budget. Stolze said that it is about 5.5%. Stutsman said that they committed to the upgrade on the processor and the digital printer, so they had to go ahead with them.

Stutsman said that she would go with a 2.8% increase in the operating budget. Thompson asked if this was instead of the $56,900. Thompson said to add up the line items and then add 2.8%. Jordahl said to add 2.8% instead of $56,900. Thompson asked how many vehicles they were getting this year and how many they currently have. Jordahl said that the department was getting 2 more plus the increase in cost on the number they are replacing, which is 2 a year. Lehman said that they have 22 vehicles. Stutsman said they have 15-16 marked units and 7 civil cars. Lehman said that the 15 marked ones are replaced on a 2 year schedule and that the detective ones are replaced on a 4 year schedule. He said that this means about 3 a year. Stutsman said that they are special cars that need to be ordered ahead. Pillard said that the cost is increasing, which is why the department requested more for the civil car. Thompson asked how many staff members the department has. Stutsman said that she thinks it is 60 or 70. Thompson asked that if 60 or 70 employees can share 15 vehicles, why 2 new employees need 2 new vehicles. Stutsman said that they share vehicles. Pillard said that she was sure some of the vehicles were driven 24 hours a day. Jordahl said that it was probably for one additional car for the fleet. Thompson said that she remembered when the Sheriff came in she thought that it was a lot of money but that it made sense to her. Stutsman said that this has historically been his presentation, and that he essentially does what they ask him to. Jordahl said that it was still a big increase.

Stutsman asked the Board if they should include all the requests in the budget. The Board agreed and Stutsman told Pillard to include everything. Thompson asked what had been put in for Information Services. Jordahl, Lehman and Stutsman said that they included everything. Thompson said that the amount for Information Services was $73,325, and that only $73,000 had been included. Pillard asked if she should include the $325. Stutsman asked if this was for an increase in the budget and Pillard said that it was for the operating line item. Stolze said that the first column on the budget was for the non-personnel part of the budget request that all remained within the one percent cap. Stutsman asked why Carpenter wasn’t in there, and Thompson said that this was because he didn’t give them any and put it all into his Decision Package. Stolze said that there were some departments that left their requests the same and put everything in decision packages. Duffy asked if the Sheriff’s budget was just the preliminary version. Jordahl said that they would come back to it.

Stutsman pointed out the Emergency Management and the Medical Examiner budgets. Pillard said that Emergency Management is something the Board doesn’t really have control over. Pillard said there were no changes in the Medical Examiner budgets. Thompson asked if they spent it all last year. Stolze and Pillard said no. Jordahl and Thompson asked how much they had left over. Stolze said that it was about $7,000 or $8,000. Thompson said that this wasn’t bad. Stolze said that when he presented it earlier, one of the concerns was what would happen if the Medical Examiner left, and that it would be significantly more expensive to do it. Stutsman said that this was a good tactic.

Stutsman said that there was a reclassification in the Recorder’s Office and that they should go ahead and take it out. She said that the reclassification amounted to a little over $3,300. She said that there was not an increase in the budget. Thompson said there was a decrease. Stutsman asked if the Board was OK with the Recorder’s Office.

Stutsman moved on to the SEATS Department. Thompson said that they approved things the previous day for the staff. She said that they approved them all. Stutsman said that the staff increases were included in what they tentatively approved the day before. Lehman said that they hadn’t done anything with the job description. Thompson said that this hadn’t been on their agenda yet, but that they had talked about it in another meeting. Stutsman said that Decision Package One was for reorganization. She said that the amount in Decision Package 2 should be moved to Capital Expenditures. Pillard said that this was where it was being requested. Jordahl asked about the $15,000 for mobile data terminals and what they were doing with that. Stutsman said they were doing nothing with it and that it might be a budget amendment that is coming up this year.

Stutsman asked if the Board was OK with the $17,000 to put into Capital Expenditures for the relocation of SEATS. Thompson said yes because there is no way they were going to get another building for what they can now, not to mention the moving expenses. Lehman asked how this ties in with their current lease and the future lease, and what exactly the money is for. Pillard said that the money was for purchasing the space. Lehman asked if they could eliminate the rent cost if they purchased a space. Jordahl said that they would still have to occupy space. Thompson said that the money was also for the phones and moving expenses. She said that the rent would be more anywhere other than the space the department was currently occupying. Pillard said that this means they will have to amend the Operating budget to accommodate any increase in rent. Stutsman said that the last Decision Package is related to vehicle replacement. Thompson and Jordahl said that this was an example of long-term budgeting and that the department had a plan. Stutsman said that they were approving everything in the additional budget for SEATS. Jordahl said that under the third Decision Package he had some notes that reminded him that the $20,000 was for the Board’s portion of a 80-20 match on a $100,000 van and that SEATS needs to be able to pounce when the DOT allows them to purchase the vehicle. Pillard said that this will happen when it is determined that SEATS vans are in the worst condition and need to be replaced. Stutsman said that the position of Maintenance Supervisor might help with this.

Stutsman said that the Treasurer’s Department Decision Package One calls for $43,075. Pillard said that most of that will be for technology. She said that there will actually be a decrease in the department’s operating budget. Pillard said that the barcode equipment is already in the budget, and that they want to spend it next year. She said that it has already been saved for. Stutsman asked if they were going to tax for it. Pillard said no. Jordahl said that this is not an increase in the authorized expenditures, but an increase in the actual expenditures. Thompson asked if they should wait to put the amount in an amendment. Pillard said no, that it is in Capital Expenditures. Stutsman said that this was like having it in a savings account. Pillard said that the money is not going to be spent this year, but that the Board still has to approve that it can be spent in 2001. Thompson said that this was a wash in terms of taxing. Pillard agreed. Stolze said this would be the case with any long-term projects because the departments will be saving for it over years, but that they still have to have the approval of the Board to spend it. Jordahl said that he was confused by the similarity between $43,175 and the total increase in expenditures of $43,075. He said that in the explanation under technology worksheet it said that the bar-coding equipment and MasterCard/Visa were previously approved in FY 2000. He said that he assumed this meant for expenditure.

Pillard said that it needs to be included for approval again so that the department knows for sure that the Board approves spending the amount in 2001. She said that it is a formality. Thompson said that they have budgeted the same amount twice. Pillard said that this is because it is not going to be spent. Stutsman said that she and Jordahl were concerned because they do not want to tax for this amount. Stutsman said that a new request that would require tax asking is for $3,000. Pillard said that this was for printers. Stutsman said that this amount was $3,800. Pillard said the printers were $3,000 and that $3,800 is for computers. Jordahl said that the document management stuff is all in Schultz’s request in Information Services. Pillard said that this was just their recommendation. Thompson said that this money had to be in the Information Services budget because it is spent out of a grant. Stutsman said that she thought it was what the department’s were talking about in working together to get a better deal. Stutsman said that the Board had to decide whether they wanted to put $75,000 towards a joint imaging document management system. Jordahl said that they already had one. He said that County Recorder Kim Painter has the equipment that is the core of a joint system. Jordahl said what they need to do with the money is convert the records in the Treasurer and Zoning offices into a format that will allow them to be out on the system that Painter already has. He said that Slockett wanted to do a day forward activity with the voting records. Pillard asked if they were putting the document management requests together. Stutsman said that the $43,000 is taken care of some place else. Thompson asked if all of the $30,000 was included in this. Stutsman said that she thought all of it went. Pillard asked if she was talking about the $30,000. She said that it went to separate things. She said that the $30,000 was for document management. Thompson said that they got the increase down to $30,075. Jordahl said that the $6,000 for the bar coding equipment should also be taken out. Stutsman said that what they were taxing for was $6,800. Thompson asked if they should leave the copier in the Treasurer’s budget. Stutsman said that she thinks so because the department had been budgeting towards replacing it. Jordahl said that this gave a total of $11,800. Stutsman asked the Board if they were OK with this.

Stutsman asked what Decision Package One was for Physical Plant. She asked if this was where leftover things were from other years. Pillard said that it was the continued saving for a vehicle. Stutsman asked if $44,000 was for a vehicle. Pillard said that it was a similar situation of a wash, and Stutsman confirmed that it was not additional tax asking. Lehman said that the only new thing was $4,000 for Capital Expenditures. Pillard said that this was correct. Thompson asked what they put in for a total in Physical Plant. Lehman confirmed that it was $4,000 for a truck. Thompson asked Pillard what they had for a total. Pillard reminded them that it was not completely accurate because they had to subtract for the technology and that they had to fix it. Thompson asked if they were going to put in a line for technology and moved the amount there. She said that they were still close to their $700,000 limit. Stutsman said that they had done some big budgets. She asked if there was anything else they should consider at the moment. Jordahl said that he didn’t think it was a question of whether they should do it but whether they could save some money doing it. Jordahl said that he would like all the increases summarized on one sheet so they could be looked at together.

Adjourned at 3:07 p.m.

Attest: Tom Slockett, Auditor

By Casie Parkins, Recording Secretary