MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:

WORK SESSION

DECEMBER 30, 1997

Chairperson Stutsman called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 1:37 p.m. Members present were: Joseph Bolkcom, Charles Duffy, Jonathan Jordahl, Stephen Lacina, and Sally Stutsman.

DISCUSSION: PRIORITY OF WORK SCHEDULE FOR PLANNING AND ZONING OFFICE

Stutsman called for discussion to provide Planning and Zoning staff with the Board's feedback on priorities. Planning and Zoning Administrator Rick Dvorak presented a list of priorities, reviewed the list, and made a request for response from the Board on those priorities.

Jordahl said the Comprehensive Land Use Plan was under advisement and agreed that its revision should occur. Stutsman said the Comprehensive Land Use Plan and the new draft will be compared and put together, then opened up for hearings. Jordahl said it is not clear what the next step will be. Stutsman wondered how far apart the two drafts were. She wanted to find a common ground between the two versions and move forward on that. Assistant Planning and Zoning Administrator R.J. Moore said the Planning and Zoning staff will pick that up when necessary. Duffy disagreed on using the old plan as a starting place. He requested information from the land and water committees on the old plan. Duffy said he feels the rural county has been and should be well protected. He wants to use good information to proceed, and stated he was against using a consultant. Lacina requested that individuals use a uniform procedure when expressing their priorities on the new plan.

Stutsman asked for a time frame on the writing process. Bolkcom said it should be the end of January. Lacina wanted to bring in the Planning and Zoning Commission at the appropriate time. He said the first step is to see where the new plan is. Bolkcom said that once the 2 plans are compared, they should pay a consultant to write a compromise plan as this would free up County staff. Lacina said they should go back to ECICOG since they have a background on the issues. Stutsman said they need to look for someone with strong editing abilities. Bolkcom said that ECICOG did a good job, but technical writing skills are needed. Jordahl said when making one document it should speak with strength as to how this project will proceed. He stated that a vision will be required and this is more than editing. Lacina wanted to know what the procedure would be on deciding who will compose the plan. Jordahl said the Board would decide. Bolkcom said staff support is needed along with good writing, and they should select a discrete number of hours needed to complete the project and go with that. Duffy reiterated that the old plan details must be carefully considered.

Lacina said he was surprised with the new codifications and gave 911 as an example. He wondered if while the Board is working on the Comprehensive Land Use Plan, other plans could be worked on. Dvorak said they could. He pointed out the fringe area agreements and wanted to know if they should be stopped until the Comprehensive Land Use Plan was settled. Jordahl said there are inconsistencies when the fringe area agreements precede land use plans. Dvorak said rezoning can account for those inconsistencies as they arise. He believes the fringe area agreements should be continually upgraded. Moore stated he would rather see a Comprehensive Land Use Plan in place, but they should and could move ahead with the fringe area agreements. Jordahl said he had just spoken with the Mayor of Swisher and he stated that the Fringe Area Agreement can be superseded by annexation. Lacina said fringe area agreements facilitate these changes and need to be continued. He stated the needs of cities should be incorporated, or they will not follow it and will simply annex. Duffy asked if the cities contacted Planning and Zoning about establishing fringe area agreements. Dvorak stated Coralville had not, but that Solon was eager to come to an agreement. Duffy wondered about Oxford. Dvorak said it was not yet agreed upon. Moore brought up the new mall and said Iowa City, Tiffin, North Liberty, and Coralville need to work with the County on that issue.

Stutsman asked if they were all in agreement. Bolkcom said the City of Swisher wants approval of their fringe area agreement. Stutsman asked if they should go ahead with the fringe area agreements and if they should work with Swisher first. A majority of the Board favored proceeding. Bolkcom said something needs to be built in to allow for controversy. Stutsman recapped the discussion and stated they needed to move on with the fringe area agreement procedure. Duffy said he was not in agreement, as did Jordahl. Dvorak said he will meet with the Mayor of Swisher and discuss a committee. Lacina said they needed to review having a public hearing on this issue. Dvorak said he will run the next meeting. Jordahl said the reason for fringe area agreements is to support city development and infrastructure. He wondered how it was that areas are considered that the cities are not planning to use. Jordahl stated they have not yet decided on a comprehensive plan. He wondered if the Comprehensive Land Use Plan allows for no more development of agricultural land, why should the fringe area agreements allow certain guidelines. Lacina said that the Courts would throw out any such violations. Dvorak said the Comprehensive Land Use Plan should be used only as a guide. Bolkcom said the plans must be compatible and they should get the Comprehensive Land Use Plan done. He asked if they could prioritize. Stutsman said they should prioritize zoning.

Moore said the Sensitive Areas Ordinance and the Conservation Ordinance have drafts ready. He said Planning and Zoning would create a study commission to review and make changes; a list of possible members would be presented. Dvorak asked if the Board agreed that the Planning and Zoning Commission could do that. Stutsman asked them to present a list of possible participants and the Board will appoint. Duffy wanted to include producers of agriculture and Farm Bureau members. Jordahl said those ordinances belong under the Comprehensive Plan. Stutsman said the Board agrees that list should be submitted, and a committee should be formed. Bolkcom agreed with Duffy in that it must be a broad based group.

Lacina asked what the Village Revitalization Plans were. Moore said the Comprehensive Land Use Plan must be first. Bolkcom stated that elements of the plan should have goals for sensitive areas. Lacina said they should maintain the Village Revitalization as they write the Comprehensive Plan. Bolkcom asked how many committees they will have. He said they may have a couple of years' work and they will need to prioritize. Lacina said many items can be delegated as dictated by the State Code. Bolkcom wondered if the language should allow for changes. Dvorak said they do not want to write ordinances at this time, they just want direction from the Board. Lacina supported going forward with the Comprehensive Plan.

Jordahl stated that some elaboration of the planning categories is needed with respect to recodification and zoning. Stutsman said contract zoning is not a priority. Jordahl wondered if it was possible to get an ordinance for contract zoning. Stutsman asked if that would accomplish anything. Bolkcom agreed that they should expand commercial zoning.

Dvorak said there was a major problem with the dedication of right of way, and that needs to be added to the plan. Jordahl stated that Moore recommended using traffic volume as a rezoning tool for road improvement and quality criteria. Dvorak said that will come later. They are doing certain areas now. He asked if they should continue for the whole County. Jordahl said planning should result in an ordinance. Bolkcom said he did not know if it will. Dvorak said road quality criteria can be established by the Comprehensive Land Use Plan. Jordahl wondered about public involvement in the meetings. Dvorak said the only problem is that people will focus on their own road and needs.

Duffy said new development in home based businesses should be a zoning priority. Lacina said that could be done within limits. Jordahl stated the Conditional Use Permit Chapter of the Ordinance speaks to that issue. Dvorak said a sub-plan could be established among various cities. Lacina stated that if it could be done, he would like to see it. Dvorak said they should continue. Bolkcom said before the regional coordination can be done, the relationships need to be strengthened between local organizations. He said there are lots of questions about coordinating goals among the County and cities. Lacina said some consistencies exist. Dvorak said they need to just find out what the regional plans currently are. Jordahl said it is not a problem of which regional plan comes first. He said the regional plans can be parallel to each other and they can be created simultaneously. Stutsman asked if they were all in agreement. Bolkcom said regional planning is more involved than talking, which is the current stage of its development.

Stutsman moved on to data resource issues with respect to archeological resources. Dvorak said they've had problems in that they do not know everything; an archeologist is working with them. Bolkcom said one issue is security. Moore stated they would use the State Archaeologist's database and recommendations on how to proceed. He said a Geographic Information System may not be as helpful as they thought, but it should be a good video aid. Jordahl asked if the files should be public record. Moore said it can be considered in an executive session.

Dvorak said their web site was having format problems. Lacina said the State has requested a compilation of the Ordinance Book, and that formal documents of ordinances need to be fully complied in writing first. Bolkcom said they need to make sure the electronic documents are carefully kept up-to-date. Dvorak said the State Code is maintained online. Stutsman asked if that was a high priority at this time. Bolkcom asked for other web issues. Dvorak said it was going well and the Webmaster helps.

Dvorak said another issue of land use policy is the need for an accurate list of available lots in the County. He said a winter project will be to compile such a list. Jordahl said there were 1100 lots, but that may include some lots which are too narrow. Dvorak said that for planning purposes they need to know a more accurate number. Lacina left the meeting at 2:55 p.m. and returned at 3:03. Jordahl said they might not have as many lots as they thought. Duffy said some lots have been rezoned and cannot be used for farms. Stutsman said a current list of available lots would provide that information. Duffy stated that it would be inconsistent or incomplete. He said the farmers have a right to use lots as the best use of the land. Stutsman said there is a majority favoring going ahead. Duffy said that should be on the formal agenda. Bolkcom said this was only an informational project. Duffy said the general public will want the best land for agriculture. Moore stressed the importance of adequate information.

Stutsman asked about Administrative Reports. She also asked about the Building Codes Study Committee. Jordahl said he'd like to see that as a priority. Jordahl said that since the implementation of 911, some roads have been left off of maps. He asked if they should go through recent subdivisions and add missing streets. Bolkcom asked about the maps that emergency personnel use. Moore said they use a different map. Stutsman wondered if extra work was needed to update the 911 maps. Moore said it was just a lot of work. Stutsman said it sounded like a student or intern job. Lacina said they can fix it on a case by case basis.

Dvorak asked for a Building Code Committee clarification. He asked if they would request individuals for a committee through a press release and asked to clarify other logistics. Lacina said he would like the Planning and Zoning Commission to make a list of areas that should be represented on a committee, then make a recommendation to the Board, and the Board can then make a decision. Stutsman asked if it could be done in-house. Dvorak said he would like to give a list of the types of people on the committee. Bolkcom stated he wanted to identify the charge of the committee. Stutsman said they should determine the charge later. Lacina wondered if Planning and Zoning could recommend the charge. Dvorak said they could. Duffy asked what the advantage was of having a building code. Bolkcom said the committee would decide that. Dvorak said farmers are exempt from the building code. Jordahl said a new code would not apply retroactively and inquired why the farmers were exempt. Dvorak replied it was State Code. Jordahl wanted to know if future buildings were exempt.

Dvorak asked if the Board is happy with the enforcement activities of his department. Stutsman stated she'd like to see more. Dvorak said Linn County has a staff position for enforcement. He wondered if Johnson County should be more enforcement oriented. Jordahl asked how Planning and Zoning felt about what they were doing. Dvorak said he was comfortable, unless the Board was getting complaints. Lacina stated that if they look for trouble, they will get it. He said the costs are high and they need to respond to concerns, but it is not in their best interest to look for problems. Stutsman asked if the Board was in agreement. Jordahl said Dvorak is a strong department head.

Stutsman asked if Planning and Zoning staff could reform their list of 1998 priorities. Bolkcom wanted to set time frames. He said they have decided to form 3 committees and it was a lot of work. Stutsman mentioned Randy Lackender and expressed Lackender's thanks to the Board for his re-appointment to the Planning and Zoning Commission. Bolkcom asked about the Swisher fringe area. He asked Dvorak to talk to the Mayor of Swisher. Dvorak said he would. Bolkcom commented on forming a committee on this topic.

Adjourned at 3:25 p.m.

Attest: Tom Slockett, Auditor

By Jill Hofmockel, Recording Secretary