REPORT (LACINA): THANKS TO BRAD NEUMANN OF EAST CENTRAL IOWA COUNCIL OF GOVERNMENTS
Lacina: Again, just the fact that Brad Neumann did an outstanding job of having a magician come to the elementary schools to talk to kids about recycling and that. The teachers are very excited and apparently going to write some thank yous and recommendations to him. Brad and Jeff and staff at ECICOG just do a wonderful job and we're really lucky to have him.
Stutsman: Yes. I would agree with that completely. Anything else?
Lacina: No, for the sake of time, no.
Stutsman: Jonathan?
Jordahl: Well it was a great pleasure to meet and sit down with the department heads and elected officials on Monday to do strategic planning. It was a wonderful opportunity. The Board mostly sat back and listened and got a lot of good input from people. I think people were pretty forthcoming about what they felt and I think we're going to have some progress made both in terms of looking at how we as a County can work together and in relationships between people between both the Supervisors and the various departments and elected officials. I think it was a very healthy thing and I'm looking forward to that process going forward. We're receiving assistance from Tim Shields of the, help me with the name of this organization, the public policy institute or something.
Stutsman: Institute of Public Affairs.
Jordahl: Institute of Public Affairs, part of the University of Iowa. He's been helping the Board of Supervisors do strategic planning since the first of the year and I think again that's been a very good thing for the Board. So I'm very heartened by that. I went out to see the IWV Road situation yesterday, took the 4-wheel drive out there. Pretty interesting. I hope that the situation gets resolved shortly. That's what I understand from the County Engineer is going to happen. But I'm going to go out there again this afternoon if any one person is interested in riding a long this afternoon, to get out there and see exactly where the home is that's in the midst of the mud.
Lacina: Fabric is being laid right now?
Jordahl: Fabric. Yes. They've got fabric underneath the... They've got big rolls of the special engineering fabric to go over the soft and already graded surface and as Mike said on Tuesday, they're actually backing up gravel trucks to put the gravel down so that they're not driving a truck across the raw mud surface. So it's a fairly slow process. But it's a way of trying to stabilize the situation for the residents out there and I'm certain that they're working as fast as they can on that. Monday we have the meeting of the Board of Social Welfare, 7:00 at First Christian Church. I don't know if Bob wants to give any details of the agenda on that. Isn't it next Monday? The 10th?
Stutsman: Anything else Jonathan?
Jordahl: No.
Stutsman: OK, Joe.
Bolkcom: Attended the East Central Coalition for People with Disabilities meeting yesterday. It's kind of a regional group that is working on disability issues. They're working on their legislative agenda for next year looking at disability issues. They're having a training session called knowledge is power. It's an ICN meeting to provide advocacy skills for people with disabilities, so that they can work on some of these issues. The VA Medical Center is going to be the site here on Wednesday November 19th. The Communications Committee, a subcommittee of the Board of Supervisors, is working on an informational piece and we're going to be meeting tomorrow morning Friday at 10 a.m., that we're putting together a map, I don't have the map, but a map and kind of directory of County Departments, with a map on the back which will give some information about all of the county departments, the hours, contact information. So that when people go to the Courthouse or the Health Department or here, we'll have a little information rack where they can get a map of well I need something at the Health Department, the street address and a map, etc. So we'll be unveiling a draft copy of that tomorrow for department heads to look at and evaluate.
Lacina: Joe did you consider maybe having one of them framed, like when people come in here if they need to go Secondary Roads or something?
Bolkcom: Yes, basically having a larger version of that downstairs where it can be hung.
Lacina: That's a good idea.
Bolkcom: Exactly. The committee is also talking about touch screen monitors for here and the Courthouse where you come in and maybe access our web page, which has more information and we're looking at taking some of that old computer equipment that we have that has touch screen availability and do that. But that's coming up in the future. Jonathan reported on strategic planning, I also thought that went well. Finally, in working on the S.E.A.T.S. stuff over the last few weeks, we met last week with one of the staff people from Trapeze, which is the software company we're working with that did the software. They also provide consulting services to come in and study a transportation system. I got a follow-up letter that I'll circulate. I'm just pointing it out now, that we might look and Iowa City is interested in this as well, that we go together kind of on a joint study of our transit systems. Paratransit, fixed route, and some ways maybe where we could begin to develop a more cooperative approach to transportation and I'll circulate what they sent back to us as a way of maybe something next year we could look at.
Stutsman: Good.
Bolkcom: So that's it.
Stutsman: OK. Good report. Bob did you find the date of that Cluster Board meeting, or Board of Social Welfare meeting?
Welsh: Unfortunately not.
Stutsman: OK. Charlie?
REPORTS (DUFFY): ATTENDED STRATEGIC PLANNING MEETING; AND SENIOR CENTER CRAFT STORE
Duffy: I would like to echo Jonathan's comments that it was a very positive meeting with the rest of the elected officials and department heads and I think we have another one that we need to say that this is coming up in a few months.
Stutsman: Right and I'm glad you mentioned that because Steve wasn't there. Did you get it on your calendar?
Lacina: No I didn't. Thank you for bringing that up.
Stutsman: OK the next meeting is scheduled for the 17th of November at 8:30 in the morning at the Highlander.
Lacina: Thank you.
Jordahl: Do we have that location Carol?
Peters: The 17th is at the Armory.
Jordahl: The Armory, right next door here.
Stutsman: Oh, thank you.
Peters: Yes.
Jordahl: This is open to the public right? This is an agendaed public meeting so 8:30 in the morning...
Peters: Yes and your agenda will be basically a review of strategic planning goals and then you'll really define those goals and then hopefully set priorities
Stutsman: Great.
Lacina: I'm going to encourage everyone to get the flu shot, having had a shot of the flu. It's bad, so...
Duffy: Sally one more thing. It's a nice time of the year. We're heading into Thanksgiving and Christmas and I spent quite some time last week up at the Senior Center and I can just see a little of the seniors again this time of year and everybody is in a little happier mood. They're just great. They have an elder craft shop that they make things for Christmas, items, and some of them are just beautiful and they're not that expensive. So I think now this is just not for seniors, but anybody that can find parking space. The seniors that make these things get a certain amount of money. It's not expensive items and it's just beautiful some of these things. In fact I showed Sally something I got for my wife. No, I'm not going to sell Sally. But it's just a great place to be and especially this time of year.
Stutsman: A couple of things I had to report. I received a letter from the Iowa State Association of Assessors announcing that Jerry Musser has received the 1997 Outstanding Contribution Award. So I think that's great for Jerry to receive that award and congratulate him on that. That's a statewide award. Ambulance Department will begin interviewing for Assistant Director position this next week and I will be part of that interviewing team. We have a number of good applicants, so that's always a pleasure to be a part of an interviewing team when you have a good pool to work with. Also, I attended the open house for the Ace Department next door, or the Ace Service and this is a program that is funded by the Juvenile Court Services and it's put together by Lutheran Social Services and it's an excellent program. There was just tremendous feedback from the people that attended yesterday about the impact that the program has on juveniles that are headed down a path towards detention or whatever. It's an attempt to present some structure in their life and hopefully get them back on the right track again. There were lots of school people there. Lots of counselors that talked about the impact the program has had on different individuals that they worked with. As well as members from the police department. I also had a couple of the kids from the program talk about the impact that the program has had. It's centered next door in the Armory and if any of you have a chance to go over and visit, they meet every afternoon after school and have some real structured program for the kids. So it's a good program. Carol has an announcement for me that the next strategic planning meeting for all of the department heads, elected officials, and Supervisors will be January 26th and that's the one that's at the Highlander. So I want to make sure that everybody has that on their calendars too. Also I would like to say congratulations to all of the football teams that played games last night. There were some winners and some losers, but I think some excellent contests and I really applaud those teams that braved the mud as well as the fans that did the same. But some feedback. They had some good games that were in the area. I think that's all that I have for right now.
REPORT (LACINA): ART DISPLAY AT FIRST NATIONAL BANK
Lacina: One thing I missed. At the First National Bank atrium there's a display of artwork which has been generated by artisans in the community like Bob Bowlsby, Sally Stutsman.
Stutsman: Steve Lacina.
Lacina: She did a beautiful stained glass angel, but anyway if you get a chance it's on display. There's some wonderful works, everything from paintings to stained glass to sand casting. There's some really neat stuff there. The auction will be November 14th and the money will be to help disabled children at the Children's Hospital. A very worthwhile cause.
Jordahl: What time, do you have a time on that Steve?
Stutsman: I think it starts at 6:00.
Lacina: Yes that sounds right.
Stutsman: Yes, 6 to 9.
Lacina: But if you get a chance the way that they're displayed, the framing and everything there are just some gorgeous pieces up there. It's kind of fun to see what local talent and amateur talent can do and really neat.
Stutsman: What the amateurs can do with the assistance of their sons. I had some help.
REPORT (STUTSMAN): APPOINTED TO COMMITTEE TO LOOK AT IOWA PLAN IN RELATION TO CHILD WELFARE SERVICES
Stutsman: One other thing that I forgot to mention and I think is pretty significant is that I have been asked to serve on a committee that's going to be looking at the long-term and short-term financing of services to Iowa's children and families and this is in connection with the Iowa Plan. There's been a lot of discussion about the Iowa Plan and including Child Welfare Services in a managed care system. The legislature decided to appoint a committee to look at this and so I will be serving on that committee. So I will be in Des Moines the entire week of the 17th between this committee and a retreat we're having and ISAC, but I won't be here on the 17th. Well I'll be here for the strategic planning, but won't be here for the 18th for the informal and formal meeting.
Lacina: Congratulations.
Bolkcom: Good job Sally.
Stutsman: Yes, I'm real excited to be working on this. I have a lot of interest in this area and I think that this is an opportunity to give some input from the local level about what's happening with kids and funding and maybe give some messages to the legislature and to the Department of Human Services about what's happening and what needs to be done. I applaud the legislature for stepping back with this whole plan and putting this committee together and seeking input from local people about this. So I'll let you know how that goes. That's all we have for right now. Pat do you have anything?
White: No.
Stutsman: Rick?
Dvorak: This is kind of a report. Our office has been encouraged to investigate the possibility of adopting a Building Code in Johnson County. We haven't been pursuing that real actively, but currently we've been getting more and more inquiries in that respect. So I met Tuesday with 3 representatives from the Iowa Homebuilders Association from Iowa City. I also talked with the President of the Cedar Rapids Home Builders Association and the direction we're going is not to request the Board of Supervisors to adopt a building code, what we're doing is talking with different agencies plus the private sector regarding the possibility of establishing a study committee to look at the possibility of a building code, because there are people out there that aren't that interested in a building code. There's quite a few people that have impacted recently by poor construction that would like us to look for a building code. So I'm starting to work in that direction. It's going to be a little bit longer process than I may have thought, but I've been encouraged quite a bit by the Homebuilders Association in both counties to pursue the idea of a study committee. So I'll be periodically bringing you up-to-date on what's transpiring with that. If at some point in time they will be doing a presentation to you to see if you want them to investigate that. I also want to have one or 2 Supervisors on this study committee to represent the public in that respect. So we may be coming back to you in a month with something. We may be coming back to you in a couple of weeks.
Jordahl: I'd like to suggest that we put that on the agenda for the near future. Unfortunately, your going to be gone the 17th but not next week. We're going to be having formal and informal together on the 8th though for...
Stutsman: On the 13th.
Jordahl: 13th for... Which is going to be kind of a full agenda, but I think it would be useful as you move to investigate this that the Board go on record as supporting the undertaking rather than, in some sort of formal way, rather than having you go off and spend a lot of time with committees and so forth without a sense of the Board's support.
Dvorak: That's the approach I wanted to take. At this time I don't have enough information. The Homebuilders have not even discussed it. I've just started making contacts with different representatives who also contacted the past state President of the Iowa Homebuilders Association. So we're just in the communication process right now and when we get closer, I'll not only have myself come back, but I probably will bring other representatives to come back to talk to you folks. But I would be glad to get on to discuss this informally what we've been doing.
Jordahl: Yes how about that?
Lacina: Sounds good.
Bolkcom: I think that's appropriate and I'd even further state that in terms of a committee I think the Board should be involved in... if we're going to have... This is going to be a controversial topic and the Board ought to, as Jonathan said, be supportive but also be involved in who is going to be on a committee.
Stutsman: RJ did you have a comment?
Moore: I wondered about your committee that you're going to sit on for the state. I grew up as a ward of the State of Iowa and the sooner you can help juveniles in distress the better off they'll have in becoming adults that contribute to their communities. One of the things that I just hope and I want to have you take with you is when I turned 18 and graduated from high school, the State eliminated its ties with me and there I was with no parents, no family. That's something that I hope as you discuss and find out how to help teens is for those that are wards of the State is how the State can help them or direct them to acquiring professions or education to help them become contributing members of society. Because if it hadn't have been for my spouse of almost 28 years, I don't know where I'd be as a member of society. But I really applaud our efforts to help juveniles.
Stutsman: Good. Thanks RJ.
Duffy: Rick what county did you say... Did I hear it right, you were going to come before the Board of Supervisors?
Dvorak: The Iowa City Homebuilders Association...
Duffy: Yes, but I mean what County?
Stutsman: You mentioned Polk County did you say?
Duffy: I thought you said Polk County.
Dvorak: No. I'm sorry I may have inadvertently, but Linn County, because Linn county does have a lot of contractors in Johnson County.
Duffy: Forget the question.
Dvorak: OK.
DISCUSSION: UPCOMING HUMAN RESOURCE INTERVIEWS
Stutsman: I'm going to give one more quick report, a kind of update where we're at with the HR person and our process for interviewing. Carol and Joe and I met to kind of nail some things down as far as this process. What we've agreed on and I'm just reporting to the Board and asking for feedback if there is any other things that you would want to include. We are planning to have 2 sets of interviews, that we will interview the 8 candidates who scored the highest according to feedback from the Board when they reviewed their resumes. Interviews will last for about 45 minutes. We will have a packet of materials that will be sent out ahead of time to each candidate, so that they will get some familiarity with the County. These will include maybe an example of a bargaining unit contract, an overview of employees and the number of employees that we have, maybe a copy of the handbook, the drug policy, so that the candidates have some background information in some of these areas. We will start interviews on December 9th and 10th. This is a change from what we originally set up. We were running into some scheduling problems trying to get everybody involved. So I just wanted to alert the Board that that's when we have planned for the interviews. That will be the afternoon of the 9th and looking at all day on the 10th, so if you could kind of plan your calendars accordingly. We will have 2 panels to interview the candidates to begin with and we will have a mix of a panel between the Board of Supervisors representatives and interested elected officials and department heads. So we will have each candidate be interviewed by both of those panels. We will have a written part and Carol will be lining up a computer space so that they can respond to the written part on the computer so that will give us some idea of their computer literacy. Then we will also have some interview questions and I would ask that anybody that has any questions to please submit those to me, because I will be compiling those questions, so that we will all be asking the same questions. We will hopefully be able to limit the candidates to maybe a pool of 3 or 4 candidates and they will go through a second set of interviews. This will also be done in a panel fashion between a mix of supervisors and elected officials and department heads. We will also be scheduling so that everybody will have, or not everybody, but all elected officials and department heads will have an opportunity meet this candidate. So that we can get some feedback as far as peoples feelings about the individual, because it's going to be so important that there is a good match between elected officials and department heads and Board of Supervisors for the candidates. That's basically an overview. Carol or Joe do you have anything to add?
Bolkcom: That's a pretty thorough job.
Stutsman: OK, fine. So that kind of tells you where we're at on that. If there's any other comments or suggestions let Carol, Joe or I know.
Peters: The only thing I have to add to that is that the packet is just about ready to be sent out. I have one document left and that's the map of where the building is.
Stutsman: The Administration Building. OK great.
Peters: Other than that I'm ready.
Stutsman: OK. All right.
EXECUTIVE SESSION: PENDING LITIGATION
Motion by Lacina, second by Duffy, to enter into Executive Session at 10:50 a.m. to discuss the following litigation: Doug Yansky Auto Repair v. Johnson County Secondary Road Department, No. SCSC043768; Iowa City Flying Service, Inc. v. City of Iowa City, Iowa et al, No. LACV058274; A. Kent Braverman v. City of Iowa City et al, No. 52248; Robert L. Pemble and Sandi Fourtner v. Johnson County, Iowa and the Johnson County Board of Adjustment, No. EQCV057537; Wayne Hemann v. Johnson County Emergency Ambulance Service et al, U.S. District Court for the Southern District of Iowa, Docket No. 3-97-CV-80022; John R. Shepherd v. Robert Carpenter (Sheriff of Johnson County) et al, No. LACV058024; John R. Shepherd et al v. Robert Carpenter (Sheriff of Johnson County) et al, No. LACV058067; and Dean G. Oakes and Evelyn M. Oakes and Oakes Construction Company v. Johnson County, Johnson County Board of Supervisors, No. EQCV058328; under section 21.5(1.c), Code of Iowa, "to discuss strategy with counsel in matters that are presently in litigation or where litigation is imminent where its disclosure would be likely to prejudice or disadvantage the position of the governmental body in that litigation." Roll call: aye: Bolkcom, Jordahl, Stutsman, Lacina, Duffy.
Recessed at 10:50 a.m.; reconvened 11:16 a.m.
Motion by Lacina, second by Duffy, to leave Executive Session at 11:58 a.m. Roll call: aye: Bolkcom, Jordahl, Stutsman, Lacina, Duffy.
Recessed at 11:58 a.m.; reconvened on November 13, 1997 at 1:35 p.m.
WORK SESSION: BOARD OF SUPERVISORS OFFICE STAFFING
Stutsman called the work session together at 1:35 p.m. She stated the purpose of the meeting was to discuss the office staffing for the Board of Supervisors office. She went on to explain that this was a continuation of their discussion in conjunction with strategic planning and goals that they had outlined. Stutsman asked Carol Peters for items to begin the discussion.
Peters thought it might help the Board of Supervisors to know more about what Jo Hogarty's function is in the office. Kim Benge was no longer with the office, but Peters did have a list of items that Kim did while in employment. She noted that they do have Karen Lienau, a temporary employee, who was a good addition to the staff, and would be leaving soon. She stated that Karen had been very busy during her employment with the Board of Supervisors. Peters offered any information to the Board about her duties. She asked where the Board wanted to start.
Stutsman inquired of the Board how they wanted to start. Bolkcom stated a brief summary of what their employees were doing would be good. Jo Hogarty distributed a list of what her duties included. Peters stated that she and Hogarty will frequently have similar items on their list of duties because they work on them in different aspects. Bolkcom stated it was quite a list.
Lacina commented that they were switching the 911 system at the Sheriff's Office, so if anyone calls with problems like that, let him know.
Bolkcom asked Hogarty to highlight the five tasks that are the most time-consuming. Hogarty named the agendas, the Board and Commissions, the telephone, typing and filing correspondence, and the mail. She noted that on Monday and Wednesday mornings, it's very difficult to post the agenda, make coffee, answer the phone, help the public, run the agendas, and post them. Sometimes it's like that throughout the week, depending on the meetings that are scheduled. Bolkcom asked if there was editing that needed to be done to the agenda before it was posted. Hogarty stated last minute revisions are not likely, but can occur. Stutsman asked for a clarification of what posting the agenda meant. Hogarty stated it include faxing it, posting one downstairs and on the Board's bulletin board, and giving the Board copies. Jordahl pointed out that he had discussed the possibility of a tentative agenda to be distributed to give advanced lead time on getting ready for the meeting. He asked Hogarty if that would be helpful. Hogarty stated she's just really busy when she posts it; it didn't really matter. Jordahl wondered if there was a time when it was less busy. Stutsman suggested posting it at 3:00 on Friday afternoon. Jordahl suggested posting it at 3:00 Wednesday afternoon for the following Tuesday. Hogarty stated that there is no good time.
Jordahl wondered if there was a way to structure staff time so that she would have an isolated period of time to post the agenda. Other people could handle the telephones and she would have time to do the posting. Peters stated that when there was someone else there, they all answer the phone. She stated they could leave the answering machine on when they're there alone. Jordahl that's not preferable. He likes having the responsiveness to the public, rather than an answering machine. Peters stated that sometime she or Hogarty are the only ones there on those mornings at 8:00 a.m. Stutsman stated she thought Jordahl was saying that there may be a time where it wouldn't be quite so busy and hectic. She could see why first thing in the morning is probably the worst time because people call into the Board between 8 and 9 in the morning. She thought the afternoon would be less hectic. Jordahl wondered if there would be a time between noon on Wednesday and 3:00 on Friday afternoon it could be posted as long as it was done Friday by 3:00. Peters asked if he was talking about a tentative agenda or the agenda. Jordahl clarified that he was talking about possibilities. One would be to post a tentative agenda and then there would still be the problem of getting one out on Monday morning. To avoid that problem the agenda would be posted earlier. When changes need to be made, post another one on Monday morning, unless it's necessary. He continued to say that would give the public and the Board more time to have the agenda to prepare for Tuesday. He wondered how that would affect the operations of the Board and the staff. Hogarty disagreed with that because it would generate more work. Lacina gave the example that if the public received an agenda stating there were 3 items, and there was a meeting and then they came back in with an item 4, the public would feel the Board did not post the 4th item. He would like to have the final agenda posted and stick with it. Hogarty agreed. Bolkcom would like to have the real agenda. He wondered if they've ever had to re-send an amended agenda. Hogarty stated that happened probably 80% of the time. Bolkcom stated there would be times that would come up and they make the exception. He noted that from 8 to 9 on the morning on Monday and Wednesday mornings, it's not only a busy time, but there's a time frame of having to get it posted by 9:00. He wondered about having it posted on Tuesday afternoon at 4:00 and Friday afternoon at 4:00. He stated that Hogarty is probably stressed out with having to get do a number of tasks and post the agenda by 9:00.
Stutsman wondered if they should say that no more items could be added to the agenda? Bolkcom wondered how many items get added between 3:00 on Tuesday and 9:00 on Wednesday. Lacina stated there were probably grants and items with deadlines added. He thought that was why they were taking that big move, because it's critical and can't wait. Stutsman wondered if it happened quite a bit. Hogarty stated that 90% of the time they get them in early and the informal one is done by Friday. Stutsman stated that no matter what, they were asking Hogarty to post two agendas. If people know they can get something in before 9:00 on Monday morning, they're going to be at the office at 8:30, even though the stipulation has been made that it has to be in by 4:00 on Fridays. Jordahl thought that was already happening. Stutsman stated Hogarty is not posting on Friday. Jordahl asked Hogarty about doing a revised agenda because of an added item, if that would not occur after 9:00 on Monday. It couldn't be done legally. He asked what the scenario is that changes are made to the agenda after posting. Hogarty stated that if there is a change, she has to take them all down and collect them and re-do everything. Jordahl asked when that happened. Hogarty stated that would be later than 9:00, depending on the time of the day someone makes the change. Peters stated the question was what kind of a change. If they were adding something, they do add at the last minute, but the Board can't take action. She stated that Hogarty has to fax everything out and get it all posted. The Board cannot take action until 24 hours after that has transpired. Jordahl asked if they wait until later in the meeting to act on something. Peters stated they have done that on occasion and gave the example of grants and contracts.
Stutsman stated they needed to decide if they wanted to add a tentative agenda and a final agenda on Monday morning or if they wanted to keep the situation the way it is. Peters stated the important thing to note was that everybody gets their agendas and they think it only took about 5 minutes to compile and get out. The fact of the matter is that the agendas take a lot longer than it looks. Hogarty stated that on some days that's the only thing she works on. Bolkcom stated it didn't seem there was much the Board could do to help out. If they weren't going to establish a firmer policy for submitting agenda items they couldn't help. He stated they were meeting every week. Peters commented they met twice a week, sometimes 3 times. Bolkcom stated that if they were going to provide any relief to staff, they need to send out agendas before the 25th hour shows up and Hogarty has 60 minutes to do 20 tasks, including posting the agenda. They either have to get more staff, have Hogarty come in earlier, or change the agenda time and where the deadline is and be firm about it. Stutsman wondered about enforcing the agenda addendum deadline or if the law supersedes their policy. The Board could say they need it in at 4:00 on Friday, but could someone say the agenda needs to be posted at 24 hours and an item should be added. County Attorney Pat White stated the Board could be as firm as they wanted. He stated there's no public agency in the State that has found that to be a viable policy. The County government employees are the ones that put things on the agenda. As soon as the Board puts up time barriers, the process just won't work as well. Bolkcom stated there already is a time barrier. Peters stated that they send out memos from time to time to remind people that the Board of Supervisors wants items submitted by noon on Friday for the Tuesday meeting. Several people noted that they all violate that. Peters said when people turn things in later, the staff asks if it can wait, but they don't want to wait.
Bolkcom stated the other option is to have more help for Hogarty to isolate that hour on Monday and Wednesday morning where she doesn't have anything else to do but that and therefore isn't totally stressed out. Duffy stated they talked about this item when Dick Myers was on the Board. That in case of emergency, you could still post something on Monday before 9:00 for the Tuesday meeting. The suggested deadline was Friday at noon for the items that would be put on the agendas. The same would be true for Wednesday. Other things that were an emergency, like some grants, could be posted later. Bolkcom stated that he liked the idea of having a hard deadline on Friday for the informal and then if something crops up, they could do an informal on Thursday for that item. If somebody had a grant or need a letter, it's basically required that they act formally anyway. Duffy stated that's what they've been doing anyway, as long as it's 24 hours in advance. Jordahl wondered what the helpful nature of having a regular informal session on Thursday in order to take care of things like this. He wondered if they could meet the requirements of the grants by having them addressed both in the informal and formal session on Thursdays, rather than rushing to change the agenda for Tuesday. It was agreed that happens already. Jordahl wondered what the cases were in which things have to be on the informal agenda for Tuesday at the last minute. Stutsman stated that if they allowed too many items on Thursday, the informal on Thursday would be as full as the informal on Tuesday. Duffy stated it's not supposed to be that way. Pat White mentioned an agenda meetings question. The discussion was going in a different direction than the agenda. They were there to discuss staffing, not about changes in procedure. Bolkcom stated that was a good point. Lacina said that was just one of many tasks.
Stutsman redirected the discussion to Hogarty's duties and asked for any changes. Lacina stated they needed to review the job description and update it relating to technology and changes that are taking place within the office. He stated they need some assistance within the office. He wondered if with performance-based budgeting they could pull that off. He thought they might be better off dealing with the workload, which is inundating them now. He stated that they should have Peters get out and look for temporary help, especially since they are entering the budgeting sessions. He wanted advice from Peters as to a meaningful structure for staffing for the office. Peters stated that would depend on the direction the Board of Supervisors wants to take. If they did nothing at all, they need additional help because Lienau is going to be gone soon. Peters said they kept track of how many times their work was interrupted by a walk-in person or by the telephone, not counting the Supervisors. In a 7 1/2 hour day, her work was interrupted every 18 minutes, with a half hour for lunch, it was interrupted every 16 minutes. She stated that besides the interruption, every interruption causes a reaction; looking something up, giving information, taking a message, or something related to the interruption. She continued to say that Lienau and Hogarty answer the phone even more than she does. On October 21st, there were 122 interruptions in a day for all three of them. Peters then stated that they need help they can depend on.
Stutsman stated she was hesitant to hire a 4th person in the office, because they are going to get other staffing requests. She stated they should look at the Budget and Research Analyst and basically leave it as is with the idea of evolving into a budget position as time goes on. Stutsman is still committed to performance-based budgeting, but they may hire a consultant to put that in place. Peters stated that some of Benge's responsibilities were to staff additional committees that were created by the Board. Bolkcom stated he thought the Board was going to go ahead with the performance-based budgeting, but the timing is not right. It wasn't clear to him why they would hire somebody to be the Budget Analyst. Stutsman stated it was to implement performance-based budgeting. Bolkcom wanted the job description to match their current need. He said those needs in part are clerical, not all staffing and budget items. Benge's job description was a mix of things that would provide support to Hogarty and provide support for the Board. Bolkcom said it should reflect the strategic planning process where a series of goals have been identified that need staff support. Lacina stated the Human Resource function will also need support. Jordahl disagreed. He stated they came to the question looking at Benge's position and the problems related to that position. The same or similar problems have been outlined in Hogarty's position and Peter's position, mainly interruptions. He stated there were additional interruptions. Jordahl wanted to look at Benge's position, not to bring in a person who would institute performance-based budgeting this month. He does not think Benge's position worked because it suffered from the same problem of distraction and chaos that hamper all of the staff and Board. He wants to separate the office staffing needs issue and performance-based budgeting issue. Jordahl continued to say that Benge's position was a problem because she was supposed to do long-term professional projects and was constantly interrupted by the need to do secretarial functions. He suggested they separate those two positions and get a secretarial function and get an analyst/research person to handle the professional side of Benge's job. They will need even more support staff for the Human Resources person. He stated they need additional support staff and then hire a professional they would hire somewhere down the line. Lacina stated that Jordahl's point agreed with Stutsman, that the Board needs help now. Bolkcom stated Jordahl was arguing for 2 positions.
Bolkcom stated they needed immediate help and asked if there would be a support person to the Board as it approaches work on the budget. Stutsman stated it would be the same position that Benge had. Bolkcom didn't see that as a clerical position. Lacina stated it would be lower than Benge's position. He stated they had this in the past with Haverkamp working in the 911 area, which was in the office, and then it evolved to Benge's position. He stated they should focus on the immediate need right now. Then they can look back at the job description. In the meantime they need another clerical position. Stutsman stated according to the ISAC survey they were the highest staffed office of the Board of Supervisors. Peters stated it was because other counties have set up an administration office separate from the Board who were under the direction of the Board of Supervisors. Lacina stated they showed 9 people in their office. Bolkcom stated that whatever position they hire is going to be a busy position. He asked if there was full-time work for a clerical position in the office. He thought they needed both clerical and professional capacities in the position. He wondered if they needed 2 additional people. Lacina stated as soon as the HR person was hired, they would need 2 more positions, one clerical, and one professional. White wondered if the HR person would be using the Board's phone number or a separate number. Stutsman thought it would be a separate phone. Duffy stated they hadn't voted where the HR person should be located. White thought they had decided. Bolkcom stated they voted on it, and a resolution was passed. Peters stated they made a motion to utilize the mail room. Duffy said that was just temporary. Stutsman stated there will have to be a phone line put in. White asked if they would answer their own phone and switch it to the Board's office when they were out. Jordahl stated that while they were on the subject, he was in that office and there were a number of people talking at the Treasurer's Office, and he thought there needed to be a different kind of soundproof door to make it useable as an office. Peters stated they needed soundproofing from the back, because of the blower. Stutsman stated they needed to focus on staffing. Duffy wondered if there was any room in the Attorney's Office where John Bulkley used to be for the HR person.
Stutsman asked about a part-time clerical person. She thought they didn't really know what kind of demands there were going to be with the HR person. Peter's time may be freed up more after the initial training when the HR person can take over some of her duties. Peters wondered what the Board envisioned for their meetings being staffed during the budget process. Bolkcom stated it looked like it would be her. Stutsman agreed. Jordahl thought that they have had some statement from the Auditor's Office that Tom Slockett sees this as a reasonable part of his function, to provide some form of support for the budget process. Peters wondered about who was going to do the follow-up for those meetings. Jordahl suggested the new clerical position could do that. Stutsman said the budget process starts at the beginning of January. Lacina stated that since Lienau's been in there a while and watched the office function, they should find out what she thought was needed to make the office flow better. Karen stated that they needed someone whose primary duty was taking care of the phones and walk in traffic and just basic clerical work. That would free up time for Hogarty, and she could possibly take on more responsibilities. Lacina stated that might give Hogarty more flexibility. Lienau stated that Hogarty seemed to handle the office very well and was very knowledgeable. Stutsman stated that they are going to have to address some of the issues such as interruptions by rearranging the office. Some of the issues would be helped by additional staff. She stated they needed to make decisions about where they were going with this. She felt pressure to get someone hired to begin the budget process.
Peters wondered if everybody reviewed the packet of information for Accounting Clerk II. They could advertise it as a year long position. White stated it wouldn't be a temporary position, it would be part of the collective bargaining unit, it would just end after a year. Peters stated they would have somebody with the capability that could massage the numbers for them, do graphs, and special projects. White wondered about the pay grade, and the Board needed to determine what level of support they needed for the budget process. The Deputy Administrative Assistant is closer to a policy advisory position. The Accounting Clerk II is more mechanical/logistical support. He went on to say that they have identified there are needs that don't combine into one position. They have policy development support and clerical. White stated to help Hogarty, they would hire a Clerk I or Secretary I and target part-time work for the days that Hogarty needs help. They can't change Hogarty's job description. Lacina stated they needed someone to do parts of Benge's position, which would be beyond Hogarty's position. He wondered what the next step would be above Secretary II without going into Benge's position. White stated that once they get to self-directed or policy, they were out of a bargaining unit position. Jordahl stated that with part-time they could fill in needed areas, but he didn't want turnover in the position. He thought to meet the needs immediately and to send out a request for proposals on performance-based budgeting to get some feedback. Then they could get some ideas of how that might be staffed. Then look at developing the professional position in light of the feedback they get on a preliminary basis, even from the proposals. He didn't want to make a final decision a budget position now, but to get the secretarial support that they need. Whether half-time or full-time permanent is a different question. Bolkcom liked the idea of a part-time support person and he thought they need professional help right now with the budget and a number of projects the Board has identified.
Bolkcom said he would be more inclined to replace Benge's position and just reviewing the job description. White said one of the things to keep in mind about the Deputy Administrative Assistant position to keep in mind is they've only tried it once and when they drafted the job description they were charting new ground. He still thinks there is lots of potential for that job description. Stutsman said she would want to add to the job description performance-based budgeting and grant writing ability, just for a person to offer assistance if there was a department who needed help with a grant. Stutsman asked what the Board thought of reworking the Deputy Administrative Assistant job description and a part-time Clerk I. Jordahl said his objection to Benge's job description was the inclusion of secretarial duties. Lacina said he agreed with all of the Board, but felt that White had the most realistic proposal to put in a full-time secretarial position which will evolve into a budget function. Peters said that when the job description was drafted they knew it wouldn't be carved in stone. White said that they were insistent on the Deputy Administrative Assistant being supervised by Peters rather than directly by the Board of Supervisors. Lacina said they should hire an Account Clerk for one year with a continuation of work on performance-based budgeting. Bolkcom said as the need evolves whoever they hire can evolve into the budget analyst position. He said Benge's job description was most descriptive of that. Jordahl said the most recent configuration of the job description was sent to the Board and it was for a budget/research analyst. Bolkcom said he was saying that they weren't ready to proceed ahead with performance-based budgeting and they don't want to hire somebody who will help them do that prematurely. Bolkcom said they shouldn't hire a position that will look like a budget czar.
Stutsman asked Lacina what his thoughts were about hiring an account clerk. He said they could give an account clerk some analysis direction, get more information on some of the same stuff that Benge did to get them through the budget cycle for one year. Lacina said he agreed with Bolkcom, that the Board wasn't ready to hire an individual on the professional side, but there was still work to do. Jordahl said they weren't ready to hire a professional. Jordahl said they need secretarial support not account clerks. Jordahl said they need something approaching a full-time person. Hogarty said that they need a full-time person because besides herself, Peters was working late and often missing lunch. Lacina asked Peters if she would prefer an account clerk or a secretarial position. Peters said it would be beneficial whichever way they go to have somebody that can manipulate numbers. White said if they hire only clerical support, leaving Peters in the position where she has got to be the Boards liaison on budget, she will crash. Hogarty said that's why they need someone who can help Peters and herself. Peters said it would be nice to have a person that they could give a task to and then run with it, citing the example of staffing the Computer Needs Committee. Bolkcom said they should hire a 20 hour per week Secretary I position and then also hire a full-time Deputy Administrative Assistant. Stutsman said she would support that. Lacina agreed. Jordahl said he was OK with that as long as they remove the secretarial duties out of the Deputy Administrative Assistant job description.
Duffy left at 2:35 p.m.
Stutsman said they could adjust the Deputy Administrative Assistant job description by removing some of the clerical duties, put in the term performance-based budgeting, and grant writing. Stutsman asked if they could afford it. Peters said it was not in the budget. Bolkcom said it would require a budget amendment. Jordahl said he would like to see some acceleration of the space needs issue. Stutsman said they should advertise as a one year position. Jordahl said he sees the part-time position evolving into full-time staff. Stutsman said they should reevaluate after a year. White said the Board should talk to Peters about whether the position should be a Secretary I or a Clerk I. Bolkcom said the Board had taken on a lot of work and it should not be a temporary position. Jordahl said they have good County employees that are loyal and if they advertise half-time temporary it will attract a different kind of person than full-time permanent. Lacina said they should hire a full-time employee, because they are more likely to retain the employee. His personal preference would be secretarial position full-time. Jordahl said he would like to hire a full-time permanent secretarial position. Bolkcom said he think they should get a part-time person. Stutsman said she would want them to go with a part-time person. Bolkcom pointed out they needed a recommendation for either a Clerk I or a Secretary I from Peters. Bolkcom said he wanted to hire somebody by January.
Adjourned at 2:51 p.m.
Attest: Tom Slockett, Auditor
By Melinda McCleary and Casie Parkins, Recording Secretaries