MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
JANUARY 31, 2002
TABLE OF CONTENTS
County Attorney J. Patrick White: Fisher Property to Be Partially Assessed for Property Tax Purposes
Lora Shramek; and Attended Chamber of Commerce Annual Banquet
Chairperson Thompson called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:14 a.m. Members present were: Pat Harney, Mike Lehman, Terrence Neuzil, Sally Stutsman, and Carol Thompson.
Thompson: Call to order the Informal Meeting. Good morning Mike.
County Engineer Mike Gardner: Good morning.
Thompson: I’m waiting for your explanation of this one. I read all that material and I didn’t understand a word of it.
Gardner: I read it all too and it was a little unclear. So I had to make a phone call to get it clarified. Basically what it says, is that the Federal regulations now require that the State have a unified certification program. What that is, it involves the disadvantage business enterprises. Companies that are owned more then 50% by women, minorities, so forth. What the Federal government is now saying is that the local entities, the Cities and the Counties need to sign off, saying they are going to adopt the State’s policy as theirs, dealing with the DBE contractors in order to continue getting funds from the Federal Government for these projects. What they normally do is require a certain percentage of their projects, or have DBE contractors working on them. What they do is they look at the project, the location, the type of work that’s involved, and see how much of that contract could probably be performed by local DBEs in the area. Then they assign a certain percent of the contract that must be awarded to DBE subcontractors. What this is basically doing, the State has put together a unified certification program, saying what constitutes a DBE and make sure the contractors qualify under that program. They’re just asking all the Counties and so forth to ratify and comply with those same regulations. Basically what we’re doing is piggybacking on the State’s program.
Thompson: Do we know who these contractors are in our area?
Gardner: There is a list of them available.
Stutsman: You don’t have to do the certification though. The Department of Transportation does.
Gardner: No. The State does that. What we do is we adopt their program, so we adopt their certification as well. We can just, as we let the projects they assign, say 7% of the contract has to be performed by DBE contractors, then we let it. Through the bid process they actually show what percentage of their bid is going to be performed by the DBE contractors. There are other regulations. If they don’t meet the 7%, if that’s what the assignment was, they have to show reason that they didn’t. All the bidders that bid have to be within a certain percentage of the total required. It gets a little complicated, but the State actually handles all that. We don’t have to.
Thompson: I noticed in addition to being members of a protected class, they owners of the business have to be below a certain net worth. So these are going to be small companies.
Gardner: Right. Once they reach a certain threshold, they’re no longer considered a DBE contractor. They’re out of that program then.
Lehman: I would ask is it a requirement to use DBE contractor? Maybe we don’t have anybody that qualifies in the area. It’s probably out of your realm because you’ve never dealt with it. It may be an inconvenience to have someone come clear across the State to fill out contract. It may raise the cost of our project, because someone’s going to have to bid high to cover transportation costs, lodging and that type of stuff if there isn’t someone locally here to do it.
Gardner: Yes, that happens from time to time. That’s why they evaluate each project. The DOT actually does that and sets the DBE goals, and tries to be fairly realistic about what work on this contract… Typically you see guard rail work, that type of thing. There are several DBEs in the area, bridge contractors. There are several bridge contractors that are actually DBEs in the area.
Lehman: The State would be realistic. They’re not going to make you increase the dollar value of the contract. I don’t know what kind of guidelines they’re going to use. Say it increased it by 10% the cost of your project. I realize there is a reason for it, to get these people up…
Gardner: Right. A lot of times it does effect the cost of the contract. It’s higher.
Thompson: It seems like an important part of it was just letting all these contractors know you’re looking for the work so they don’t miss out on it.
Gardner: Right. We’ve been working with a DBE program for quite some time now. In the early `80s, mid `80s, there were actually requirements started back then, so we’ve been dealing with the program for awhile.
Lehman: So we have used some in previous contracts, so it’s not completely new.
Harney: Are you required to use some of those or do they have to meet a certain criteria or just go with the lowest bid, whether it’s them or someone else.
Gardner: The contract, they actually set a percentage of the contract that has to be performed by DBEs and if that percentage isn’t met, there has to be a reason.
County Attorney J. Patrick White: You’re still awarding to the low bidder. These are almost always subs for the low bid contract. They are certainly qualified to bid for the contract and if they were the low bid for the whole contract then it wouldn’t really matter, but when you award a contract, then the contractor has to factor in these DBEs.
Lehman: In a case where Mike’s saying a guardrail, there might be one company that would qualify. Maybe it’s a minor part of the project, the major contractor could quite likely use the same bid from that sub contractor. It might be in all reality using the same subcontractor. It could in reality raise the cost of the overall project somewhat.
Neuzil: Yes. That’s possible.
Stutsman: It may raise the cost of it, but it does give an opportunity for small contractors, plus the hiring of minorities is what it’s all about. You know a contractor can think in order to be eligible for this, I have to think about hiring minorities. It’s one of those things where you have to give a little in order to get some things too.
Gardner: Yes, like I say, we’ve been doing this for probably 20 years now anyway.
Lehman: I would be part of our economic development program, where you are providing these jobs, the labor, income comes back in. They spend the money back in the community, so it all ties in.
White: A description of it is, it’s a venture capital program. It’s a system that exists to try to help people get started in contracting and construction.
Lehman: The point of that is competition that may bring your costs down.
Thompson: In these days of euphemisms you’d think they could have thought of another name besides disadvantaged businesses.
Gardner: Well we used to deal with the WBEs, Women’s Business Enterprise and Minority Business Enterprise. Now they’ve kind of joined them all together and called them DBEs, Disadvantaged Business Enterprise.
Stutsman: Do we need a resolution for this or just a motion.
Gardner: It will be a motion authorizing the Chair to sign a document that will be sent back into the DOT.
Thompson: So this will be on our agenda for next week.
Gardner: Yes.
Thompson: OK. Thank you.
Gardner: Thanks.
Thompson: Business from the County Attorney. I think it’s Janet Lyness. We have discussion action regarding disposal of a house/garage/outbuilding at 1952 Hwy 6 NW, Oxford Iowa on property newly purchased by the Johnson County Conservation Board for Kent Park.
Assistant county Attorney Janet Lyness: Good morning. I told Harry I would come today. I think he was here with you in October about this. I’m a lot closer to the Board office then Harry is.
Stutsman: I bet he appreciates that.
Lyness: You actually had a fairly lengthy discussion, I pulled out the minutes from the beginning of October, when we originally thought we were going to be able to purchase that property. Unfortunately there was a problem with the title, so the closing just occurred in the last week and a half. So we put it back on your agenda just to let you know that there is a house, a garbage, and an outbuilding that they would still like to get off of this property and sell it to somebody to have it moved so that they could use that space to expand Kent Park. You talked at your October meeting, and I just wanted to verify that it was still, you were in agreement, to go ahead and set it for sealed bids. I know there had been some discussion then about an auction, but it was kind of decided that for cost and everything, we might as well go with sealed bids. That seemed to be the agreement. So I thought I would check and make sure that was fine. What we’ll do then is put it on the agenda for next week for a resolution settings a public hearing. The notice has to go up for the public hearing not less then 4, no more then 20 days. Do I have that right? Between 4 and 20 days after the notice goes out, you have to have the public hearing. Then you’ll have to set in a date of when you want to accept the bids. Because, I should have asked Mike before he left, with road embargoes I think Pat, you were talking to Harry Graves about that, as far as when to actually accept the bids and when to actually have the house moved. That might be a problem if somebody wants to move it into one of the rural areas where there is a road embargo. Obviously back in October, the Conservation Board would have liked to have these houses moved by the end of the year, but since we didn’t own the property by the end of the year, that date kind of went out. We’d like to do it kind of as soon as possible, that’s the request of the Conservation Board. So if we set the public hearing, the resolution next week to set the public hearing for the 21st of February and then setting the date for accepting bids somewhere in March, the final date. We’d set that at one of your Board meetings if that sounds agreeable.
Thompson: Thank you.
Lyness: OK. Thanks. I’ll have a resolution for you next week then.
Thompson: Any reports and inquiries from the County Attorney.
COUNTY ATTORNEY J. PATRICK WHITE: FISHER PROPERTY TO BE PARTIALLY ASSESSED FOR PROPERTY TAX PURPOSES
White: I would just mention over the last few weeks I’ve confirmed with the City Assessor’s office, that they do plan to assess a portion of the Fisher property that we acquired last fall. That being the portion that is still being rented as it was before. I’ve requested that they just send those notices and the tax bill when it arrives to our property manager. So that will start showing up in your account reports from him. That’s not unexpected. It was quite appropriate that part of County owned property that’s still in private residential rental stay on the tax rolls. You had earlier indicated even that that was your preference.
Lehman: Do we need to create a line item then for…
White: No, you don’t. Unless you’d rather do it differently then I’ve requested they do it. Dave Folman who is managing the property, all of the receipts and disbursements go out of his rental management account. Then he gives you a report. He’ll give you, I forget whether we decided he would remit net proceeds.
Budget Coordinator Jeff Horne: I’ve gotten one check.
White: So you’ll need a place to put that receipt, but the taxes will just show up in your regular statement from him and be a part of the net receipts that you get.
Horne: We’ll still take money in…There’s no net. The money that we get will be enough to pay the property taxes, unless we have a major replacement in the building.
White: No you’ll be fine.
Thompson: Thanks. Anything else Pat? Next is business from the Board of Supervisors. We’re up to reports and inquiries. Pat do you want to start?
Harney: Sure. Last Thursday the Board had one of their lengthy work sessions on the budget that went fairly well. We’re still working on that. Friday the Chamber Ag breakfast at Montgomery Hall, that had a very good presentation by Dr. John Lawrence, the Iowa State Economist, on rural Ag land and so forth. One of the things that he noted is that the US is currently using more corn then they are raising over this last year, which is a first. We grew 9.5 billion bushels and used 9.8. I imagine the farmers are going to wonder were the prices went, but it still isn’t real high for them. Soybeans are down the lowest since 1972. China is now the largest exporter of grain behind the US. It was a very good breakfast. They had a very good turnout. They’re going to have another one on February 22nd at 7:00 a.m. The speaker will be the Dean of Agriculture at Kirkwood. He’s very informative. Anyone is welcome at the Montgomery Hall at the fairgrounds. On Friday we had site reviews with Planning and Zoning staff for rezoning and plattings, which will be coming up in the near future. On Friday the Board conducted interviews for the Ambulance Directors position. I think we’ve pretty much come to an agreement. That will be coming out before to long. Monday Sally and I met with Secondary Road staff for our monthly meeting and reviewed Secondary Roads policy and future projects that’s in the making for the next year. On Monday I attended the Conference Board meeting with the other Supervisors, the Assessor reviewed their budget proposals and set a public hearing for that budget for 6:30 on Tuesday February 19th. Carol and I attended a jail statistics meeting at the Administration building, went over the arrest numbers. They’ve gone down, but the actual jail days have gone up, so it’s still a dilemma for the capacity of the jail. Tuesday I think we had a Board meeting, Secondary Roads 5 Year Road Plan. We’ve got a tentative plan set for the next 5 years. We’ll be going over that again I believe. Wednesday I met with Sheriff Carpenter and Captain Wagner at the jail facility repairs are near completion. The upstairs tile is not quite finished yet, but they’ll be finishing that shortly. But the air handling units are completed and there’s a large difference in the air quality in the County jail. The painting is pretty well done too. It really looks good up there right now. The jail inspector was in last Friday and he’ll be submitting a report to the Sheriff in the near future. Wednesday the Board met for a budget work session again. It was a lengthy one. I think we’re starting to gain some ground, but there are still some real problems in our budget. Wednesday, last night, Mike and I met with the… attended a SEATS informative workshop on riders group eligibility session at the public library. Bob Welsh moderated that and Lisa Dewey of SEATS was Director was on that, Ron Logsden the Iowa City Transit Manager, Roger Fisher the Coralville Transit Manager, and Kevin Doyle the transportation planner for Johnson County Council of Governments, Dave Perdy of Elder Services was there. It was very informative as to the rules of eligibility of riding and how each community approves ridership. It was a very good session. That was my week.
Lehman: Just follow up on the Ag Committee breakfast. Pat said, Dr. John Lawrence gave a talk on impact and market outlooks. He also discussed the possible impact of the world in domestic markets. Argentina and Brazil is kind of the biggest impact on soybeans prices right now. As far as the corn, the prospects are real good. As Pat mentioned, usage is actually over production right now, projected to be. Dr. Lawrence mentioned that there are 17 ethanol plants that are in the building stage and 7 more in the planning. That hasn’t even been considered in the usage. That would be quite a positive for agricultural commodities. Tuesday the 29th, Terrence and I met with the Planning and Zoning Department. We discussed a little bit of the information that Tiffin had sent us as far as the fringe area agreement. Since they’ve annexed that property in, now they’ve changed that 2-mile fringe area. There’s going to be some overlap with other communities such as North Liberty and Coralville that will need to be addressed. Attended a SEATS para-transit eligibility workshop last night. The weather held the participation of the audience down, but it was real good to review. The audience that was there did ask some different scenarios. It’s always good to refresh yourself as we work with the budget criteria that people are able to work with the impact on us of dollars and who may not be getting served out there. The audience asked several questions and different scenarios that we able to address by the members of the Board. So I thought it was really worthwhile. I believe that’s all I had.
Thompson: Thanks. Terrence?
Neuzil: Another busy week as a member of the Johnson County Board of Supervisors. As Mike mentioned I worked with R.J. and Rick over at the Planning and Zoning Department on that Tiffin fringe area agreement. We’re putting a plan together that will then be reviewed by a couple of representatives from our Planning and Zoning Commission, then forwarded over to their Commission, then to their leadership as well as we try to work together on redeveloping, redesigning that fringe area agreement with Tiffin. Lots of County budget meetings. This is that time of year. It is a very, very tough budget. We’ve got a lot of tough choices yet to come amongst all the elected officials. All the departments as well as we evaluate what we can and cannot do with a lean budget year. Participated in the Ambulance interviews, also attended a HACAP meeting in Cedar Rapids, working on their tight budget year as well. They have a lot of problems at that level because of Federal funding and particularly because of State funding. But we continue to look at opportunities for what’s happening with our Hawkeye Area Community Action program. Attended a legislative chamber breakfast. I was fortunate enough to be selected as the Chair of the Economic Development Subcommittee for the Chamber on legislative issues. We discussed a number of issues, primarily in the area of… One of them that I think is of concern for the Board, there is some talk right now amongst State legislatures of looking at the Vision Iowa Money. Instead of proposing it for one project or two projects, one thought right now is to distribute that money, there’s about 100,000,000 dollars left in one of the funds. To distribute that, give it to each County, all 99 Counties, and then have the County Board of Supervisors designate that economic development for each County. So each County would get a million dollars to designate that. That’s just one thought that’s kind of roaming around the legislature right now. Had an opportunity also to go to a meeting in Cedar Rapids. I met with area leaders from Cedar Rapids, Linn County, also from our area Coralville, Iowa City and such. Discussing some of the Federal issues, some of the things that are on the horizon that we’re going to be trying to pursue for our area. Some of things that have come up for the area include a transportation facility for Iowa City, along with South side development on Mormon Trek Boulevard in particular. The continuation of 6 lanes along Interstate 80 in Coralville, in addition we’re going to be discussing the 965 extension, trying to get that on the project list for the Federal Government. The University of Iowa Hygienic Lab has some priorities there and then Iowa Child. Those are some of the things that we plan to work on in regards to Federal issues in our area. We had our 5-year Road Plan meeting. It was a very good public discussion. I think that we’re getting very close to coming up with a proposal that will be presented to the community. In the proposal we’re looking at for `03 in finishing 180th St., the Lake McBride road that will connect Solon to Lake McBride. That should be done in the `02-03. In the `04 we’re looking at Prairie Du Chien Road, the continuation and finishing up of that project. Years after that the Sand Road project, again, finishing that project to Iowa City. Then the Newport projects are on the horizon for `06-08. The Newport Road from Highway 1 to Sugar Bottom and then the potential of the expansion of that road to Prairie Du Chien. So that was part of the 5-year road plan. Then Hawkeye Friday Listening Post had a nice listening post at the Senior Center this past week. Then tomorrow of February 1st, we’ll have a Listening Post here at the Johnson County Board of Supervisors offices. Thank you.
Thompson: Thanks Terrence. Sally?
REPORT (STUTSMAN): ATTENDED MECCA BOARD MEETING; SECONDARY ROADS MONTHLY MEETING; ATTENDED DEPARTMENT OF HUMAN SERVICES LABOR MANAGEMENT COMMITTEE MEETING; ATTENDED MEETING WITH HUMAN RESOURCES ADMINISTRATOR LORA SHRAMEK; AND ATTENDED CHAMBER OF COMMERCE ANNUAL BANQUET
Stutsman: Well, let’s see. Thursday evening I attended the MECCA Board meeting. Had a report of the end of the year finances and MECCA ended up the year with 83,000 dollars, which was good. All the Board members commented that there’s been years when they’ve run a deficit, so it’s very assuring to see that they do have some money at the end of the year. There was concern expressed about what the State Legislature is going to do as far as Medicaid cuts. If they do cut Medicaid reimbursement to providers, this would have a tremendous impact on MECCA and the services they provide. Art Scott mentioned that what Medicaid pays for is those people that can’t pay for services. So, if they can’t pay for services and if the reimbursements rates are cut, it does have a tremendous impact because these are people that can’t pay any other way. So, we will be watching that closely. As Pat mentioned, he and I went out to Secondary Roads. We talked about the discussion about that small piece of rural property in front of the Izaak Walton Road, where there is some disagreement as to whose responsibility it is, the County or Hills. So, I will be setting up a meeting with a representative from Hills as well as the County to discuss how we want to handle that particular piece of road. It’s not a very big piece of road, but it’s having some real problems as far as potholes and some concerns expressed by constituents. I attended the Department of Human Services Labor Management Committee Meeting. Some of the items discussed were space needs. They do have a new furnace in at the Department of Human Services, their 911 location. That whole process went well and everybody seems real placed with the air ventilation system that was put in there, that it has been a good improvement. Carpeting will just be in the hallways, the receptionist area, the mailroom and at the north end of the conference room. These are the areas that get the most wear. So, they will be replacing the carpet there. Talked some about caseloads with the new ARO, which is Adult Rehabilitation Option. The caseloads are going up considerably, but hopefully those will level out. There has been a couple of resignations. Elaine is in the process of hiring one of those replacements but is going to wait to see about that 2nd one. Talked about the plan amendments and some confusion on the part of the staff as to how the plan amendments are to be interpreted. So, it was suggested that if there are any questions that it go before Elaine and Bruce and that they will have some additional training or some written documentation on how to interpret some of these changes that are now with the Department of Disabilities Plan. Debbie Guard, it was agreed, who is the new Administrative Assistant for Elaine, will be doing the minutes of the Labor Management Committee Meetings. Everybody was in agreement on that. Nobody likes to do the minutes, so Elaine offered Debbie to help with that and everybody agreed with that. Debbie does a real good job and so she will be doing the minutes for the Committee from now on. Gary Roe reported that even though the computer individual who is no longer there because of the reorganization with the Department of Human Services, Gary is not having to take a lot of those computer questions from DHS staff. I think Elaine was concerned. Gary is pretty proficient in the computer, now that the Department of Human Services doesn’t have a computer person over there that he would be getting a lot of those questions and problems. So far that hasn’t materialized. Talked a little bit about coverage for the front desk. I think that’s pretty well covered for right now. There doesn’t seem to be any need for any changes there. Carol and I met with Lora Tuesday afternoon and discussed… I guess I can’t remember too much of what we did discuss.
Thompson: It was just the regular monthly meeting.
Stutsman: Just the regular monthly meeting. So, I don’t think there was anything of real relevance for the Board. Tonight will be the Chambers Annual Banquet. I think all of the Board Members are planning on attending that. So, it’d be a good opportunity for us to talk with our fellow business leaders in the community.
Thompson: Thank you.
Thompson: This is the weekly FINCORE report. I know this isn’t very glitzy, but we do want to keep the Board informed of what is going on with the Committee. The pre-proposal conference was last Friday and it was very brief. Later someone mentioned to Jean that this was a good sign that our description of what we wanted to buy was clear and people could understand it easily. So, we are hoping for good bids or proposals to come in. The due date is the 15th. We’ll be opening them on the 19th. Deb Guard and I will review each proposal to make sure that it meets the criteria that we set out. For example, that it was in on time, date stamped and all of that. Then, it will go to the FINCORE Committee to review. One of things we discussed was an elaborate matrix that Elaine O’Keefe has designed that sort of puts together in a comparable way the matrices that all of the proposals will include; the things that we worked on for so many months before. So, this is going to be an interesting review session. I also wanted to mention that at the Jail Stats Workgroup, we discussed the report from the group that met informally to talk about jail overcrowding. It’s ready now for a work session with the Board. I also visited the jail last weekend. I’m constantly amazed at how well the jail staff deals with pretty limited resources down there. They mentioned that it makes it a lot more orderly to have that space remodeled. I keep thinking that was their idea. They looked at their situation and said, well, this is what would help. It was fairly inexpensive and it gives them maybe 15 more seats on a crowded night to handle the prisoners. So, that is nice. They also mentioned that they were glad that there were no more leaks in the ceiling. The Board has budget meetings tomorrow from 8-11, 3:30 on Monday and 9-5 on Tuesday. The only other thing I wanted to mention is that the Iowa City Conference Board is going to be Monday at 6:30. Any other business from the Board?
Harney: I think the other thing, I would do a follow up on what you mentioned as far as the jail goes. Speaking with Sheriff Carpenter and Captain Wagner, they are doing a real good job as far as transporting goes. They have dropped from about 20-21 people, to Linn County, they are down to 10 this month. Bob said not to expect that to occur, because it generally falls during this time of year and then towards spring it starts to pick up again. But, they are monitoring that very closely. They did another thing that I thought was real good. The last person that was just arrested for the murder in Coralville, they made arrangements for that individual to be brought to Johnson County for the initial appearance in court. Then after that, rather than hold him in the Johnson County jail he will be held at the State facility at Oakdale. So, that helps with the budget.
Thompson: Sure. Thank you. Any other Business from the Board?
REVEREND BOB WELSH: BUDGET RECOMMENDATIONS
Thompson: That brings us up to Inquiries and Reports from the Public.
Welsh: Carol, let me just talk real…let me just make a comment about your budget. I had the privilege yesterday to sit in on the budget discussions. This is a difficult year for you. I hope the citizens realize that one of the things you are doing, which I support, is you’re looking at, is this a responsibility of the County. In good times you could do a lot of things beyond that. I think that’s a proper question for you to ask. Is this something that is a County responsibility? I personally support the whole movement towards purchase of service, rather than block grants. As far as possible, some of you mentioned yesterday, doing those purchase of services through the existing departments, monitoring. I think those are all positive steps. (Inaudible) in the latter part of the session where I was not there, you got to talking about land acquisition, if I read the paper right today. As you know, my whole background of interest is in the whole area of human services. So, I support comments that some of you reported to have made about people come first. But, there is a balancing act at that point. I’m also aware of the County’s great space needs. That is something that I would urge you not to shortcut. This is that whole balancing act between long-term and immediate. I just have to urge you. You really have to look at the whole land acquisition, the whole space needs, which involves not only the jail but many other of your programs of the County. Without adequate space you can’t serve the people. So, please don’t shortcut that area of land acquisition. Let me say another thing that could be probably different from other members in the community. But, I am surely not opposed to your thinking in terms of lobbying for certain things. I personally am one that would not be opposed to having my taxes go up to meet the central needs. I think people don’t want their taxes to go up if they think you are wasting money and if there are cuts that you can make. After you have really gone through and cut and cut and cut, there is still that need. I for one would say I would rather do that than short change the people and the future of this County, whatever that’s worth.
Thompson: Thanks Bob. Any further comment from the public? Well, then we are adjourned.
Adjourned at 9:47 a.m.
Attest: Tom Slockett, Auditor
By Casie Parkins, Recording Secretary