• Executive Session: Performance Evaluation of Facilities Manager Mark Bulechek

• Executive Session: Pre-Evaluation of Mental Health/Developmental Disabilities Director Elaine Sweet

• County Recorder Kim Painter: Site Visit of Recorder's Office

Chairperson Thompson called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:06 a.m. Members present were: Pat Harney, Mike Lehman, Sally Stutsman, and Carol Thompson; absent: Terrence Neuzil.

Motion by Stutsman, second by Lehman, to enter into Executive Session at 9:06 a.m. for an annual evaluation of Facilities Manager under section 21.5(1.i), Code of Iowa, "to evaluate the professional competency of an individual whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individual’s reputation and that individual requests a closed session." Roll call: aye: Stutsman, Lehman, Thompson, Harney; absent: Neuzil.

Motion by Harney, second by Stutsman, to leave Executive Session at 10:00 a.m. Roll call: aye: Stutsman, Lehman, Thompson, Harney; absent: Neuzil.

Recessed at 10:00 a.m.; reconvened at 10:17 a.m.

Motion by Stutsman, second by Lehman, to enter into Executive Session at 10:17 a.m. for an annual evaluation of Mental Health Developmental Disabilities Director under section 21.5(1.i), Code of Iowa, "to evaluate the professional competency of an individual whose appointment, hiring, performance or discharge is being considered when necessary to prevent needless and irreparable injury to that individual’s reputation and that individual requests a closed session." Roll call: aye: Stutsman, Lehman, Thompson, Harney; absent: Neuzil.

Motion by Stutsman, second by Harney, to leave Executive Session at 11:45 a.m. Roll call: aye: Stutsman, Thompson, Lehman, Harney; absent: Neuzil.

Recessed at 11:45 a.m.; reconvened at 12:00 p.m.

County Recorder Kim Painter gave the Board a tour of her office and described the various functions that they perform. She said that most of their business at the front counter is requests for copies of birth, death and marriage certificates. Painter said they have had more requests for copies of birth certificates since September 11, 2001 since rules for traveling have become more rigorous. Painter said she is working on having an internet request form for copies of birth, death and marriage certificates. An internet request form would be more convenient for the public and would alleviate free staff’s time, Painter said. Painter said that a smaller portion of their requests at the counter is for real estate transactions. Painter said their office records 20,000 to 35,000 documents a year, depending on the real estate market.

Painter said that Recorder’s everywhere are getting requests for e-commerce in real estate transactions. She said this is a new concept with 4 counties in the United States doing pilot project, and something everybody is interested in.

Next, Painter showed the Board the area where they do their boat licenses. The Board was surprised that the Treasurer’s Office doesn’t do boat licensing. Painter agreed, but said that Recorder’s have always done it.

Painter then showed the Board the area that they prepare their hunting and fishing licenses in. She said that their traffic in hunting and fishing licenses has decreased recently because there are now 12 retail locations in Johnson County, such as Scheels and Fin and Feather, where hunting and fishing licenses are available.

Next Painter showed the Board their public search area of the office, where the public can look up vital statistics and real estate transactions. Painter said this area is frequently busy with abstractors and genealogists.

Harney left at 12:28 p.m.

Painter gave the Board of Supervisors a tour of the areas of the office where a lot of their paper records and microfilmed documents are stored. She said that the Recorder’s Office has storage at the storage shed and stores a lot of documents in their office. One of Painter’s goals is to eventually have all of their real estate records on the web and have oversize drawings and plats on the web. She said this will cut down on staff time and be convenient for the public. Painter cited that it has been very successful having the Treasurer’s and Assessors’ records on the internet.

Next Painter introduced Deputy Recorder Sylvia Courtney who explained the Recorder’s Office document indexing and imaging process. Courtney also explained the workflow of the office. The Board thanked Courtney and Painter for their site visit.

Adjourned at 12:47 p.m.

Attest: Tom Slockett, Auditor

By Casie Parkins, Recording Secretary