Work Session: Fiscal Year 2000 Budget

• Human Resources Administrator Lora Shramek: Fiscal Year 2000 Budget

• Human Resources (06)

• Department of Public Health Director Graham Dameron: Fiscal Year 2000 Budget

• Public Health (04)

• County Auditor Tom Slockett: Fiscal Year 2000 Budget

• Medical Examiner (10); and Insurance (22)
• Auditor (03)
• Institutional Accounts (41)
• Elections (33)

• Conservation Department Director Rod Dunlap: Fiscal Year 2000 Budget

• Conservation (24)

Chairperson Bolkcom called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 10:17 a.m. Members present were: Joseph Bolkcom, Charles Duffy, Jonathan Jordahl, Stephen Lacina, and Sally Stutsman.

Human Resource Administrator Lora Shramek said she has been spending 22% of her time in communications, updating the Board, coordinating office staff, payroll, consulting with department heads, and responding to requests for information. She stated she is also on the County Communications Committee, the Telephone Committee and the Internal Newsletter Committee. She said externally, she is involved with the Chamber Human Resources Committee, the local IRA, the local Iowa Public Employment Relations Association and Mercy Occupational Health meetings for workers compensation. She said 16% of her time is spent in general human resource management such as interpreting the employee handbook, writing policies, and handling worker's compensation and unemployment claims. She stated that 17% of her time has been spent with special projects like the Job Evaluation and Salary Survey, job descriptions and the Employee Assistance Program.

Shramek said the single most human resource activity she's involved in is recruiting. She said she consults with department heads and is involved as much as they wan her to be, which varies from doing almost everything to very little. She said she coordinates advertisements, screens and interviews candidates and checks references. Shramek said the SEATS Director took 10 hours of interviews, checked 12 references and spent a total of 40 hours on one position. She stated reference checking is time consuming but it saves them heartaches later on. She stated there have been a few disciplinary issues come up and internal concerns working through problems between management and employees. She said the negotiation teams are at almost all Labor Management Committee meetings. She said she spend a lot of time in grievance avoidance, where she tries to smooth things over before someone files a formal complaint. She said when she has time she conducts exit interviews.

She said she is drowning and she can't help more people anymore. She said she isn't able to respond in a timely fashion. Shramek showed an upward trend in her weekly hours since she started. She stated she isn't getting to an Employee Orientation Program, a formal exiting process for all employees, updating part of the employee handbook, a formal workers' compensation program, management and employee training, an HR web page, the Human Resources Information System in payroll, and an early retirement proposal for the County. She said Affirmative Action plan and policy development in relation to sexual harassment, drug use, workplace violence, weapons, blood-born pathogens, vacation donation, children at work have legal implications. She stated they are in need of Countywide application because the current one has a big hole in it that could cause some legal problems. Bolkcom asked what the hole was. Shramek said there's no signature. She stated they need to be in compliance with ADA and have their job descriptions reflect the mental and visual requirements. Lacina stated the last ones she mentioned can't be outsourced.

Shramek said in comparison to a few other Counties and the City of Iowa City, the Johnson County HR budget is close to Scott County for the number of employees. She said her current budget for Fiscal Year 99 is $56,209. She said they have one position while Scott County has 4, Linn County has 3.45, Blackhawk has 4 with an occasional co-op student, and the City of Iowa City has 4. She said they ideally want one Human Resource position for every 100 employees. She said Johnson County currently has one to 430 employees. She proposed to the Board that she get more funding to increase her department size. She said she would like to add a full-time, 40 hour week individual as a Human Resources Assistant and a temporary position of a Human Resources Intern that would be a full-time position for 16 weeks, or just the summer. Jordahl asked why she proposed the summer. Shramek said it was the summer between their junior and senior year usually. Stutsman asked if those were paid. Shramek said they could be paid, or unpaid. She said the University of Iowa doesn't have a credit program. Jordahl said some departments do give credit but they also do semester and year length programs. She said space needs is a consideration too if she were to hire people.

She said if she were to get a 0% increase in her budget, it would be $56,209 but if you take away her salary and benefits, it would be $4,050. She explained that if you took away the employee newsletter it would be $2,815, which she considers her HR operating budget. She said when she took the job she has absolutely no resources. She said she'd like to budget for 2 guides or resources every year. She stated $364 would buy her 2 resources. She said she brought in all her own office supplies. Stutsman asked if they were duplicating the resources in any other offices. Shramek said no and that she checked into that. Jordahl said they might need more than 2 and it would be start-up costs. Shramek said with the 0% increase, she had postage, mileage, transportation, and telephone expenses. She stated she was not budgeted any telephone expense so she was in the negative $555. She said she makes a lot of long distance phone calls when she checks references. She said her dues and membership fees are $345 and she needs a filing cabinet for her files. She stated if she were to get an additional $562, she'd get more office supplies. Bolkcom said it was unbelievable.

Shramek said she is a certified Senior Professional in Human Resources and to keep up that certification, she has to have 60 hours in 3 years. She said so far she has gone to no training so she has to go to one significant conference. She said she'd like to attend the NPELRA (National Public Employees Labor Relations Association) Training Conference which is out of state. Lacina said they pay for the County Attorney's certifications for his attorneys and he doesn't know why they can't do it for this too. Bolkcom said it is probably a conference that will increase her skills too and it would benefit them to send her to the conference. Shramek said she could use more training in labor relations.

Shramek said if she were to receive the 3% increase, she could print some handouts and she could budget $250 for Nation Job with the Chamber, which would allow her to post all County positions for $250 for one year on an Internet site. Bolkcom said that was worth it. Shramek stated at 4%, she could get more handouts and a benefits brochure and she could get a new chair that wouldn't snag her nylons. Bolkcom said if the Board got new chairs, she could have one. She said at 5%, she could put some money into County Staff Development, or County training.

Shramek asked for a 94% increase which is $52,000. Bolkcom asked if that included benefits. Shramek said that includes advertising, salary, benefits, registration, dues, training and some office equipment. She stated a Human Resources Assistant is an entry level professional position, which would help with the recruiting, take her 18% down to 5%, assist with the County Newsletters, be the key person to conduct employee orientations, and handle workers' compensation and other special projects. She said they have a need for collecting information going into negotiations and it's going to take a lot of effort to keep up the job evaluation project. She stated a Human Resources Intern would work on making the job descriptions ADA compliant and research, draft and propose a County-wide employment application. Bolkcom asked what the wage would be for that period. Shramek said $8.25 an hour for the summer intern. She stated if other needs were more important, then her costs would be half of that because they wouldn't have the additional personnel costs.

Jordahl asked how she tracked the hours. Shramek said she doesn't count any time spent at home, sick time or time she spends consulting with people, which isn't 100% work related. She said she tracks how many hours she's spending at the building. She said no matter what she's going to average 50 hours per week. Jordahl said they have had a lot of resistance to performance measurement by departments and he asked if her percentages were estimates or based on paper record. Shramek said she went through her calendar and her computer and the percentages are fairly accurate. She stated she tried not to break it down into too many categories. Stutsman said this was an excellent presentation. Jordahl said he appreciated the detail on the tasks she would assign to the new personnel. Stutsman said the Board needs to be consistent in every department. Shramek said she has more detail and written explanations she hasn't handed out yet.

Stutsman asked where they would put the people that Shramek wants to hire. She asked if they really need a break room. Shramek said if you took out the cupboards, you could put one more person in there, or somebody could work back in the shop, in Pat Langenberg's area. Lacina said she needs to talk to the Treasurer about storing more of the records off site or back in the shop. He said if Tom Kriz does some reorganization, they could look at that space. Lacina said the shop's not a workable area when the air compressors kick on. He asked if it would be feasible to cut a door between her office and the conference room. Bolkcom said they didn't line up. Stutsman said the restroom was between them. Lacina said there's a formula for affirmative action, which they are going to fall under. He said they haven't even gotten to that yet. Bolkcom said they have work to do. Shramek stated she had spent 2 solid days on that and has preliminary information that satisfied the State Department of Public Health but that's going to be a minimal 40 hours per week job to develop goals and timetable, but not quotas.

Jordahl asked how the equipment and office supplies broke down into computers and desk furniture. Shramek said the $1,900 for one computer was her central technology request. Stutsman said the Space Needs Committee has not considered anything with this Administration Building. Lacina said they sometimes have space off site but he didn't know if it were realistic to her off site. He asked if she could be a block from the building as long as she were connected electronically. She said yes. Lacina asked if she would rather be at the Courthouse or here or other places. She said here but she would go anywhere. Bolkcom said they should try to keep this office here because the Board has a lot of interaction with her. Stutsman said it's logical to have her in the building. Jordahl said he spoke with Employee Wellness Program Director Sher Hawn and she said it was important for training to be done in the departments, rather than in a central location. He said they might need training space or reduced space. Bolkcom said they need a break room and they should approach Tom Kriz about turning his break room into office space. Lacina said other conference rooms could be utilized. Bolkcom asked how they should approach Kriz even though it's a July request. Lacina said the Auditor's conference room is only used when the State Auditors come in and they usually end up using the center conference room because they need more space. Bolkcom said they need to find out how much those rooms are used.

Department of Public Health Director Graham Dameron said he submitted a 6 page narrative which discussed their proposed expenditures, revenues, capital expenditures, capital projects, and technology project requests. He said he assumed that they had already reviewed that. He stated he also submitted a request to amend his ‘98 budget. He said the re-estimated ‘98 budget and the 2000 budget was based on that amendment. Lacina asked if the projected growth rate was using the amendment. Dameron said yes because they carry over into the year 2000. He said the new budget summary didn't work very well for them because they've had a lot of ups and downs. He said they have 2 major contracts which have come in in the last 2 or 3 months, one of which is school based services with Clear Creek Amana where they are providing health services on a contract basis and the other one is with HACAP with Head Start where they provide nutritional and nursing services. He stated it's difficult to tell what is happening but he provided them with a compilation of the tax levy over a several year period. He said if you compare the tax levy request over their total expenditures in ‘94, the percentage is 39.76% and the tax levy request for 2000 is 39.77%. He pointed out that the increase was only 1/100th of a percent. He said if you further deduct $50,000 from the tax levy request because the revenues are down, as a result of them not asking for the funds for the Wellness Program, they are down to 31.6%. Lacina said their revenues didn't decrease in the same proportion as the revenue decrease. Dameron said the tax levy proportion is the same. He said expenditures have gone up, the revenues have gone up and the tax levy proportion is about the same as it was in 1994.

Dameron stated there was a difference between ‘99 and 2000 of about $35,000 but if you deduct the expenses of the wage increases for Tier I and Tier II, that is about $19,360 and the increase is about $15,000. He explained there are various reasons for that in the programs but he thinks it is a slight increase considering a $2,000,000 budget. Bolkcom asked if the revenue decreased primarily because of the Wellness Program. Dameron said yes and it was $50,000. Lacina said he had also included the proposed budget amendment. Dameron said he had to consider the reestimated budget in his projections because if they didn't, they'd be in never-never land. Lacina said it's reoccurring expense so you have to carry it further. Bolkcom asked him to review the budget amendment. Dameron said expenditures are up $18,666 and revenues are down $7,600 because the child health clinics' moneys have gone down. He said he tried to project the revenues that he knew about and h expects to pick some up from the Hawkeye program once it gets implemented with the child health insurance program. Dameron said he's talking with the University of Iowa about charging on their side for uninsured kids because they're providing them a space and clients. He stated he chose a very reasonable amount to request. He said he didn't have the contracts yet, but he expected them in the next 15 days. Bolkcom said that was about a $9,000 difference.

Dameron said his most urgent need was for additional personnel. He said they are asking for one part time clerk because they have a double workload in the Food Inspection Program and there will be administrative workload related to that program. He stated they have been working with the Department of Inspection and Appeals on a contract for Johnson County for the Food Inspection Program and he was informed yesterday that they will allow them to contract for Johnson County only. Dameron told them they couldn't afford to do individual contracts for counties. He said the good news is he wouldn't have to lay off 2 and 1/2 people but the bad news is he needs more help. He stated they are doubling the number of inspections for all food establishments, which is over 500 in number. He said he didn't project any revenues from increased fees but he hopes the Legislature would provide those fees. He said it's in their own interest, as well as the public's, to have the food safe. Stutsman asked if they increased the fees. Dameron said they increased the fees but not enough. Stutsman asked if they were keeping any of those fees at the State level. Dameron said no and they all come back to the County. He said they are responsible for supplies and all the administrative detailing with those. Dameron stated it would diminish their workload in other counties but they would still have swimming pools and tanning facilities in other counties.

He said they will need $25,000 to start on January 1, 1999 and approximately $60,000 for the next year for the additional inspections. He said that was assuming they have about 1.75 FTE for the food program but the administrative help was critical. Bolkcom said this was crazy. Stutsman said it was another unfunded mandate. Lacina said they knew what they were doing because you're seeing this across the board. Dameron said it didn't make sense and part of the problem was even if they didn't do the food program, they would still be responsible for the communicable disease follow up on these. Lacina stated they were safer doing it locally because they know the history. Stutsman said they've got them over a barrel. Dameron said the other counties aren't doing a good job. Bolkcom asked why the fees don't pay for the program. Dameron said they should and the last time they were changed was in 1979. Stutsman said there was extensive lobbying by a large grocery store. Dameron said they would pay 75% if they had a dual license, which cut down on revenues. He said those are the ones they have to inspect 3 or 4 times a year. He explained the number of inspections depended on the establishment's level of risk. Stutsman said the ones requiring more work are paying lesser fees. Bolkcom said he wanted to do the program but he wonders what would happen if they told the State to take it. Dameron said they wouldn't take up the other 5 counties. Stutsman stated perhaps there needed to be a combined effort among the counties saying they aren't going to do this. She said they were being taken advantage of. Dameron said he told that to the other 2 counties. He said sometimes Public Health didn't respond until they had a crisis. Bolkcom asked what the big counties were doing. Dameron said Polk County does not have a contract and the others are saying they will comply with the contract as required but they will need additional people. He stated last year they did inspections every other year on some facilities. He stated they did do those inspections but it wasn't called for in the contract and they felt it was an unfunded mandate and it wasn't proper.

Dameron explained he needed 2 vehicles out of the capital expenditure account. He said other departments have this in their line items so he doesn't understand why he had to put it in the capital expenditure. Dameron said he asked for one vehicle last year and they provided him $5,000. He stated they absolutely need 2 vehicles because their vehicle repairs have more than doubled this year and he expects it to continue. He explained they have an ‘89 Tempo that's ready for the junk yard. Lacina asked why it was $4,700. Dameron said it was maintenance like bad brakes, bearings, etc. Lacina said that was almost more than the value of the car. Dameron said its for all the cars. He said he'd like to buy 2 vehicles to help with the food program and junk the ‘89. Bolkcom asked how large the existing fleet was. Dameron stated they had 8 vehicles in the fleet. Bolkcom asked if the $4,700 was the maintenance on 8 cars. Dameron said yes. He explained he feels very responsible to get the vehicles fixed if there is anything wrong with them because they are liable. He said they try to respond to requests for tires and brakes as soon as they can. Dameron said they also need a copy machine because they run about 13,000 copies a month on a 5 year old machine. Lacina asked if they got reimbursement for the towing and the accidents on that Tempo. Dameron said they carry insurance on all of them but the liability deductible is $500 or $1,000. Lacina asked if they had a towing package on their insurance. Dameron said he didn't know. Jordahl said they want to have a flat budget this year and they'd rather see them budget for years to buy new vehicles. Bolkcom said they should move to the savings situation. Dameron said they also requested carpeting and it would be inexpensive to replace the 15 year old carpet. Bolkcom asked Dameron to talk about paving. Dameron said they might have to pave in 2000 or 2001. He said they did a patch resurface 8 to 10 years ago but it needs to be upgraded if they continue to use that facility. Bolkcom asked if they expected to stay in this building. Dameron said most of the investments they would make would help sell the building. He said he would appreciate the sales tax if they could use it for capital projects. Duffy said other things would have to be included because the Cities would receive 16% of the tax.

Dameron stated they were trying to get a computer on every desk so they had a request for additional computers. He said he understood that replacements were under the Information Services and new computers were under the department. He said they used to have some flexibility and discretionary income. Dameron said he also would like to have a CD tower because they're almost out of space on their network. Lacina asked if he wanted a juke box. Lacina said the Scott County Treasurer has a jukebox that holds 10 or 12 CDs and will index them but it cost about $34,000. Dameron said they're still not communicating perfectly and he was talking about a $3,500 CD tower. Lacina said they now have systems where you can write to them too. Dameron said they didn't want to put CD ROMs on the computers.

Dameron stated he gave the Board a service report completed in ‘98 and wanted to point out that revenues exceed the expenses because they have tried to capture indirect costs and the actual expenditures aren't shown in the report. He explained they were outside the costs. He said you can only be eligible EPSDT Target Case Management if you have a child health clinic. Lacina asked if he had allocated all costs other than tax asking to these projects. Dameron said they built in the indirect costs from David Griffin on federal projects and they put that in the total amount of the budget. He said most programs do not pay for themselves entirely but they are trying to recapture funds where they can. Lacina asked if some of the expenses from the David Griffin Study allocate a cost from different offices for their actions. Dameron stated they have 14.63% that they add on to the salaries which shows that number.

Dameron said he is encouraged by the Empowerment application and the Public Health Department is participating in it. He stated he is trying to recoup costs for Medicaid Administrative Billing to help with the expense of the Empowerment Board. He said it needed to be determined by the Decat Board or the Empowerment Board but they certainly need to put a large share back to the agencies which are claiming this and it will enhance everyone's health services. Lacina asked if they would be wise to have someone attend the Empowerment Board Meeting in Des Moines when they go through these as an observer so they know they are there. Stutsman said they are having a team of reviewers review them and make recommendations. Lacina said at some point, they have a formal meeting where they take action. Bolkcom said they score them out. Stutsman said it's based on numbers. Dameron stated he heard they may not allocate money to agencies but designate them as an approved Empowerment area. Stutsman said if they got the designation they could access the ANA funds. She said last year they couldn't access the dollars because they weren't designated. She stated there will be a lot more designation this year without dollars attached. Dameron said there are $13,000,000 in requests and only $4,100,000 to give. Lacina asked what went along with the designation. Stutsman said there was more mandates with the grant dollars but there isn't with the designation. She said it was unbelievable the contract that Linn County got with their grant.

Dameron said the budget sheet was not helpful but he appreciated the extra time for the budget presentation. Stutsman said her intent was to have an end of the year budget evaluation after the budget was submitted. Dameron said the contracts may go up and this doesn't really reflect that. Stutsman said it was an evolving process and they knew his budget would be unique because of all the grants. Dameron said it was an ongoing change. Bolkcom asked if they are breaking even on fees with the cost of the programs. Dameron said yes but the vehicle costs and the indirect costs aren't in there. He said it's costing more money than they are getting in. Bolkcom asked how much money they were asking for and how many additional staff he wanted for July 1. Dameron said he needed $60,000 for 1.75 people. He said he and Disease Prevention Manager Kot Flora will know what their requirements will be later but he thinks they need to hire someone quickly for about $25,000. Bolkcom asked how much in additional fees they would get against the $60,000 expenditure. Dameron said the revenues will be $74,574. He stated Kot projected $226,000 for Johnson County including wages, benefits, administration, and vehicle expense for the calendar year ‘99. Bolkcom asked what they anticipated with the new fees. Dameron stated $73,594 and that they had gone up about $20,000. Bolkcom said the fees for food inspections need to be doubled.

Recessed at 11:33 a.m.; reconvened at 1:35 p.m.

County Auditor Tom Slockett said that Deputy Auditor Rosemary Stratton will be leaving and Deputy Auditor Kit Wong will be replacing her. He said they have some excellent candidates for Elections Deputy. Stutsman asked how long Wong has held that position. Wong said he has been in the position since 1991. Slockett said it will come up as a budget item. Stratton said there were no anticipated increases in for the Medical Examiner and the Insurance for FY 2000. Lacina asked if they need to amend the budget this year because of the homicide. Stratton said they are still OK. Jordahl asked if she was referring to self-insurance or vehicle. Bolkcom said it was physical insurance, not health. Jordahl asked if it were liability. Bolkcom said yes.

Stratton stated a one percent increase shows the increased wages and benefits for the transfer of the First Deputy Auditor from Elections to Accounting. She said there is also a corresponding decrease in Elections. She said they want to reclassify one part time and one full time Map Delineator position from grade 8 to grade 11 because there has been a significant change in their job responsibilities and the job descriptions are being updated. She stated they want to increase official publications by $751 for the increased advertising costs for employment. Lacina asked if they still get the Wall Street Journal. Jordahl asked if the reclassification of the Map Delineator positions would close the polygons for GIS. Deputy Auditor Mark Kistler said they actually address it fully later but the existing positions would be involved with GIS.

Stratton stated under a 2% increase they wanted to increase the part time temporary hourly wage from $7.28 to $8.00 because it is hard to get part time help. She said under 3%, they want to reclassify a 1/2 time temporary Map Delineator to a 1/2 time permanent position because it brings stability to that position. She explain that under 4%, they would reclassify a 1/2 time temporary Recording Secretary to a 1/2 time permanent position to decrease turnover. She stated under 5%, they would reclassify a 16 hour Map Delineator position to a 16 hour permanent Map Delineator position. Slockett said some of the temporary people have been there a long time and it's hard to argue that they are temporary and they are positions that are dealing with sophisticated things like Auto Cad and mapping and the County will have invested a lot to train them. Slockett said they are unable to fill those positions. He said he wants to give living wages to the people and at a 4% increase the increase for a half time Recording Secretary is $6,697 in wages because half time includes health care. He stated at 5% the increase is $3,267 for 4/10 time because that's below the level where they have to provide full-time wages.

Stratton then discussed needs under the 20 % increase: Creation of new positions for another Deputy and one grade 11 Map Delineator needed to implement the GIS. Kistler then explained the GIS to the Board. He noted a grant for 3 software packages through ESRI that include ARC-Info, ARC-View and Map-Object, with a total of $27,000 value in free software. Kistler further added that these programs could get things up and running with GIS, and reiterated the need for dedicated personnel to use the aforementioned programs. He also noted the programs would be accessible, through a linked database, to both the Assessor and Auditor's office, as well as the Planning and Zoning Department. He emphasized the unifying aspect these programs offer, pointing to specific examples, such as the whooping cough problem, being able to map the instances of this, that make the need for these programs clear. Lacina asked if it wouldn't be prudent to go back to the Assessor's to request of them money to finish closing the polygons and other things before moving on to the moneys available from property tax payers. Kistler explained that the RFP was for mapping, not GIS. He said that this was a separate process, that they weren't going to pay for the implementation of GIS. Lacina said the polygons still aren't closed on the base maps. Kistler explained that they aren't polygons. He said it is a CAD drawing, a series of lines and arcs converted by the GIS software into an individual polygon for each parcel. Slockett noted that the photography is dated 1991-92 and in need of an update; therefore, asking the Assessors to consider re-flying and re-photographing the County and getting the digital information would be valuable, and these activities would be considered maintenance of what was done in the first place. Bolkcom asked if the expense of this would be several hundred thousand dollars. Lacina agreed, but said Coralville wouldn't have to be flown because they are already doing a GIS system, thereby cutting costs. Lacina inquired about revenues, wondering if revenues are disappearing for the information. Slockett replied in the negative, stating that revenue lines have increased for maps and various reproductions. Lacina asked if it was realistic to go to the Conference Board and ask them for money for the closing of polygons, or is that something that needs to be addressed through tax asking. Slockett said compromise was necessary; also, that it wouldn't matter who made the decision since the money comes from the same taxpayers anyway.

Deputy Auditor Chris Edwards discussed the Technology budget. He first noted the need for replacement of 5 existing PC's, and 2 printers. He then explained the need for 6 copies of Visual FoxPro, an upgrade for database software which hasn't been upgraded in several years. He moved to the last 3 items, 2 PC's and maintenance support on the ARC-Info and ARC-View. Kistler added that the final 3 items are requested contingent upon receiving the aforementioned grant. Kistler related details of the grant at the Board's request, noting the deadline, February first, and announcement of winners, February 28th.

Lacina left at 2:00 p.m.

Jordahl wondered why the replacements were not coming out of the Central Technology Fund. Edwards said that Information Services Director Jean Schultz instructed them to put it on the form. Jordahl recollected from his attendance of the GIS Committee meetings the sentiment of the committee was that the work of closing the polygons was the responsibility of the Auditor's office, and pursuit of the grant was recommended; meanwhile, a needs analysis would be conducted, resulting in next year's budget being the place for a more specific investment into a County wide project. Jordahl amended Bolkcom's comment about the recommendation of the creation of a separate department to the recommendation of a GIS Coordinator, independent under the Board of Supervisors. Stutsman asked Slockett to clarify what the position is he is asking for. Slockett explained it was a new deputy position; that the position would allow Kistler and one other person to work full-time on GIS. Slockett said the County doesn't have any appreciation for what they've accomplished. He said that Kistler turned down the GIS position under Linda Langenburg under a considerable increase in wages. He said they've waited 4 years on this project and Kistler might not turn down a project like that some time. Slockett said they have tremendous talent and capabilities in his office that is not recognized and might not always be around. Duffy agreed. Jordahl said their proposal was a nice compromise.

Wong said there is no anticipated increase for Department 41, Institutional Accounts. Jordahl asked of the nature of this department. Bolkcom said it was for people who were institutionalized, separate from MH/DD. Everyone in the room agreed it would be choice to have this department subsumed under the Mental Health umbrella.

Lacina returned at 2:20 p.m.

Wong moved to the Elections budget proposal, which included an increase in part-time hourly wages from $7.28 to $8.00 per hour and an increase in poll-workers' hourly wages from $6.40 to $6.70 an hour. He said the one percent increase just increases the poll-workers' hourly wage to $7.15. The 2% increases the poll-worker wage to $7.60, he said, and the 3 % increases said wage to $8.00, while the 4% increases is to replace the lift on a 1984 SEATS van with 130,000 miles on it. Wong said they aren't able to get SEATS vans anymore. Wong then added that the 5% would include a repainting of the van. He continued with an explanation of the 17%, which would include a new election's Account Clerk to meet the increased demand for the various services Elections provides, e.g. satellite voting, web access, cable TV, etc. Wong then reviewed the Technology budget, adding that an estimate had been obtained to replace the voting equipment system for $500,000. He said that the current election system had been purchased for $70,000 and it was a good purchase. He said they also got free maintenance for 5 years. He noted that it would be desirable to obtain the new equipment by the year 2003. Slockett added that the $500,000 may be a conservative estimate. Stutsman asked if the laptop PC's for satellite voting were only to be used for voting purposes. Slockett said they could be used for other things, but that multiple use would be counter-productive.

Recessed at 2:37 p.m.; reconvened at 2:45 p.m.

Stutsman asked the Conservation Department and Conservation Board members if money had been included in the budget proposal for storm clean up. Conservation Department Director Rod Dunlap replied in the affirmative, noting that those moneys were located in the storm damage debris and removal area, covering replacement of trees lost during the June 29th storm as well as the earlier storm that hit the southern areas of the county. He continued that the amount of money allotted for storm damage removal and replacement of material is in the 5, 4, 3, 2, and one percent column. Lacina asked if the stump chips are usable. Dunlap said no, but said the chips from limbs can be but are not good trail surface, that it makes better mulch. Stutsman asked if a budget amendment was going to be brought forth for clean-up. Dunlap said no, that that was built into the budget worksheet.

Bolkcom asked what the terms of the $35,000 asking are. Dunlap pointed to the 5% column, noting that includes purchasing 20,000 seedlings and 184 landscape trees. He added that over 300 trees had been lost out of the "active use" areas, and that these would need to be replaced with larger stock, which is expensive, averaging approximately $100 per tree. $7,000 of equipment rental to get into the 70 acres of timber at the park and remove the downed trees is included in the 5% column, Dunlap said.

In response to questions from the Board about Kent Park and a potential deer problem, Dunlap informed the Board of a test planting conducted this spring by his department of 3,000 plants at Kent Park, the purpose to find out the impact on these plants given the deer population going into the 1997-98 winter; the results were not promising, the deer browsing the seedlings. He said their Deer Management Plan is working, but the population is still too high. He added that the landscape plants would require protection from deer.

Bolkcom asked Dunlap to discuss revenues from the current year, that they were estimated at $41,000. Dunlap replied that he didn't bring his estimate work-sheet with him.

Bolkcom inquired about the Environmental Education Center and Environmental Education Center Program. Conservation Board Member Peter Sheets said the Center is near ready to open and the Program is moving along quite well. He then explained the goal of the Program to the Board: Educate the citizens of Johnson County about the environments at Kent Park, e.g. prairies, forest, wetlands, etc. Bolkcom asked about the actual physical structure expenditures, current and projected. Sheets noted that most of these expenditures are located in Department 82's budget. Dunlap reviewed in detail more of the budget proposal. Sheets commented that the building is in good shape, that there will be some internal expenditures for the office, shelves, etc. Bolkcom asked for a more detailed spreadsheet on the total costs for the building itself. Dunlap said he would provide it.

Sheets noted that a new outhouse with smell reduction features will be tested in hopes that it may be used en masse in the future. Lacina asked if they had been able to deal with the wasp problem out there yet. Dunlap said it was a matter of the maintenance staff finding them and knocking them down. Jordahl had questions about the outhouse. He asked if it had a tank that's not open to the ground. Dunlap stated that none of theirs are open to the ground. He stated they hired somebody to deal with the septic tanks.

Bolkcom asked when the new center was going to open and what kind of annual expenditure it is going to create. Dunlap said they don't really have a handle on that yet. Sheets said the energy use shouldn't be too bad. Bolkcom asked if Naturalist Chris Fowler would be housed there 100% of the time. Sheets said it wasn't going to be used like that initially. Bolkcom asked what kind of outside involvement are they seeking. He stated they wanted a broad based program with a lot of community support and he wondered about the process under way to develop this program and why it's so narrowly focused on Kent Park. Sheets said it's narrowly focused on Kent Park because the Conservation Board wanted it narrowly focused on Kent Park. He said one of the goals of the Conservation Education Program is to explain to people the natural environments that exist in Iowa and how they interact in Iowa. He explained they weren't getting that when they were moving into the schools. He said they asked this Naturalist to work at Kent Park to encourage school groups to come to Kent Park and they learn something different than they would learn in school. He said they didn't want to subsidize the school district by having a teacher in their classrooms. He stated they wanted the school districts to use their facilities in the way they want them to be used. He said the schools have responded very well.

Bolkcom asked if the facility has been opened. Sheets said not at this point. Dunlap stated the Board will take a look at the use policy on the building and the Conservation Education Program's goals and objectives Dunlap said the building would be open for programming by the Naturalist around the middle of February. Bolkcom asked what kind of proposed rules they are considering for groups. He asked if groups could stay overnight. Sheets said you wouldn't be able to hold a wedding there. Bolkcom asked if Sierra Club or Ducks Unlimited could have a meeting out there. Sheets said the Conservation Board will look at that. He explained he was going to ask Dunlap to go through the list of people they are working with. Dunlap said it's basically the same as the original proposal that calls for a place to conduct indoor and outside conservation, environmental, education activities for all age groups. He said the Conservation Group will be working jointly with the Iowa Department of Natural Resources, the Extension Service, the Soil and Water Conservation District, the local DNR Wildlife Biologist, the Fisheries Biologist, and the District Forester for programming matters such as woodland management, wetland management, prairie management, and gun safety. He said the meetings would have to involve some staff of the Johnson County Conservation Board. Bolkcom said Ducks Unlimited wouldn't be able to meet there. Dunlap said they wouldn't be able to have their annual banquet there. Bolkcom asked if they could have a membership meeting. Dunlap said they haven't discussed that issue.

Bolkcom said it sounded like there was going to be a lot of involvement. He asked who is developing the program but it sounded like the Conservation Board, the Director and the Naturalist are. He explained he wanted to see involvement from as many sectors of the community as possible. Sheets said they have been working with all those groups quite a bit. Bolkcom said the center should be used by as many people as possible in the broadest context and not have narrow views about what conservation education is. Dunlap said they sponsor it and advertise for it but they provide the volunteers and the material for it. He said he envisions a number of workshops going on at the facility that are open to the public. He explained the Conservation Board needed to draft a use policy that relates to special interest groups. He said the Conservation Board may want to make the area off limits to alcohol, similar to the Youth Group Camp. He stated the use of the building will create some gray areas but he's not sure they'll get into the business of a recreation hall. He said they will want to be careful about not allotting time to the workshops. Jordahl said there's a political tone with some organizations too and he asked what they would do with groups of that nature. Lacina stated an example of this was when the Boy Scouts wanted to contribute money but wanted controlling interest in deciding how the facility would be used. He said it was discussed that they have a resource out there to be shared by the community but no one group can freeload off of it. Bolkcom said they were going to give $100,000 though. Dunlap said that was the Y. Stutsman said maybe there should be an Advisory Group that would work with the Conservation Department, the Naturalist, and the Board with programming. Bolkcom said at one point there was a lot of public interest in environmental education programs. He said he wanted to make sure they are reaching out to it and not just internally developing Kent Park. He stated they need to be as broad as possible because they are their constituents and this a public facility. Lacina said he's sure the Conservation Board is aware of the sensitivity and will deal with it appropriately. Duffy complimented the Conservation Department on all of their hard work after the storms.

Lacina said under normal conditions a chipper has a certain life but the stump grinder is going to get the most use because of all the damage out there. Lacina asked if they had planned for replacing it because maintenance will be a lot. Sheets said they won't have to replace anything but the teeth and they are cheap. Sheets said it was made very well. Dunlap said they looked very closely at it and it will last a long time. Bolkcom asked if they were buying a stump grinder. Dunlap said no and that it was already purchased. Bolkcom asked how much it was. Dunlap said it was $17,000. Bolkcom asked if they bought it out of their existing budget. Sheets said yes. Bolkcom asked if they moved equipment into the capital expenditure fund. Sheets said he didn't think so. Lacina said they discussed it.

Stutsman asked if they were asking for an additional $50,000. Dunlap said it was already in the fund and it was just a break down. Sheets said the Department 82 and the REAP accounts don't affect the tax asking. Stutsman asked if they were asking for additional money for contracting, construction and engineering. Sheets said that's how they were going to spend existing funds. He said they are asking permission to spend the money in these areas. He stated they would see the land acquisition come up regularly. Bolkcom asked if they were going to buy any other land. Sheets said if they find some. Duffy asked what happened with the land at Sutliff. Dunlap said they were still working on it but it was slow. Bolkcom asked when they last bought land with REAP money. Sheets said they bought 20 acres next to Kent Park when they condemned it. Bolkcom asked if that was the only thing they bought with REAP money. Sheets said yes. Bolkcom asked how much they spent on it. Dunlap said it went to condemnation and appeal court. Bolkcom asked when that was. Dunlap said it was about 1992 when they bought the facility retention basins. Sheets said they needed to get an easement to flood part of the cricks and the guy wouldn't give it to them so they had to block off a portion.

Bolkcom asked how much money they get from REAP every year. Dunlap said they get $20,000 to $24,000 but they currently have $92,858. Lacina asked if they only get that if they keep the levy over 22 cents. Sheets said yes. Duffy asked if they were talking about REAP or REAP plus the revenues from it. Dunlap said they were talking about the REAP alone. He said they get the per capita allocation and the county allocation. Duffy asked if the revenues would be down. Dunlap said the money is deposited into the REAP fund and the Board asked for some of it for the Conservation Education Center Complex and Building. Bolkcom asked how much they spent out of REAP on that. Dunlap said he didn't have that figured. Bolkcom asked if they would account for that when they report to the Board. Dunlap said yes. Bolkcom said he would like them to buy land with REAP money. Lacina said they should talk to Stratton about the levies that have to be met to receive certain funding.

Jordahl said they have given Tom Dunbar the go ahead to apply to the DOT for the bike trail planning. He said he had a conversation with a former Conservation Board Member about the possibility of their involvement in land acquisition for bike trails from Coralville to Tiffin to Kent Park, for example. He said he sees this as a natural synergy between what the Road Department is doing in paving shoulders and something to move people into Kent Park. He suggested going along Clear Creek and acquire land there rather than in conjunction with Highway 6. He asked if they saw any fit in the vision for REAP funding. Sheets said they talked about it but they haven't found a way to do it yet. Lacina said they might be able to get a grant from T21 of 10%. Bolkcom said if some route along Clear Creek was available at a decent price, it would be a reasonable way to spend some REAP money. Jordahl said it might be flood plane ground so it wouldn't be very valuable too. Jordahl said Coralville has been buying ground to have a nature experience on their trails and this would be consistent with that.

Bolkcom asked if they had any capital expenditures. Dunlap said yes. Jordahl said they have technology at $2,200. Dunlap said any of the capital expenditures that were to be set aside aren't on the worksheet. Bolkcom said they aren't be clear enough on the instructions. Dunlap said it shows a set aside in the capital equipment expenditure fund in the amount of $9,225 for a mower in the 2001, which will cost about $18,500. Bolkcom said he thought they were asking departments with large equipment budgets to show the expenditures outside their operating budgets. Bolkcom said he wanted to know what was existing in the budget, not just what they are going to replace in 2 years. Stutsman said these things were approved last year. Board of Supervisors Deputy Administrative Assistant Deana Pillard said there were 2 things on it that weren't on the worksheet. Bolkcom asked where they got the money for a stump grinder. Dunlap said it came out of the construction equipment. Bolkcom said they don't need a stump grinder next year but they have $17,000 in the budget. He said they will have $17,000 next year unassigned to some project. Dunlap said they reduced that account item by about $18,000. Pillard said they need to be aware of what items were purchased last year within the zero percent. Lacina said it's more of a breakdown within the budget. Duffy said the County Conservation Board was independent and they should stop giving them a hard time. Lacina said part of the confusion is they are trying to identify one time non-reoccurring expenses. He said they are trying to take major pieces of equipment that has a life and set it aside in a separate account so their operational budge would shrink a little. Dunlap said he thought anything that was to be purchased out of this budget here be in the line items.

Supervisor Elect Mike Lehman asked about Walker and Hills access and their status. Dunlap said the A3291 does address replacement of trees. Lehman asked if they were going to get some help cleaning up those areas. Dunlap stated they aren't because there isn't enough expense in it as a unit. He said the cost wasn't large enough to qualify under FEMA. Sheets said they had some help from Oakdale. Dunlap said replacement of the trees in all the areas is within the A3291 series.

A member of the public asked if there was a plan to identify these other sites in Johnson County and their programs on a web page. Sheets said yes and that they were trying to get a web presence. The audience member stated the lines for outhouses are always longer for women. She asked if there were more outhouses for women than men. Stutsman asked if it was a State law for a public facility to have more female than male restrooms. Sheets said the new facility has more stools in the women's than in the men's.

The audience member said the Auditor's presentation was very interesting and she is very excited about the GIS system. She asked if the positions and the money requested were contingent on getting the grant. Bolkcom said he assumed so. Jordahl asked if they requested the software as part of it. Bolkcom said they did not, it was on the maintenance line. The audience member asked what happens to the Deputy Auditor position when the GIS Coordinator exists. Jordahl said they would have 2 positions related to GIS at a comparable level. The audience member said that would happen unless the Deputy Auditor became the GIS Coordinator. She asked about the interdepartmental input and intergovernmental input into the position and whether or not there's a potential for shared budgets among those departments. Bolkcom said the Committee had reviewed all the elements she raised and there had been communication with Coralville and Iowa City. He explained Coralville was way ahead of them but they would all use the same software so they could trade files. He stated they need to close the polygons. The audience member asked if the positions the Auditor was requesting were ready for the census data, grants and planning. Bolkcom said he didn't know and they were too far away from the GIS. Jordahl said fragments are available now and Dvorak has some things done already. Lacina said that counties which have implemented it have discovered that, to keep it up to date, it's very expensive.

Bolkcom said they need more detail in the room. Pillard said the problem is that some of the departments don't have the information or the right information. Bolkcom said it's hard to ask detailed questions about things like capital expenditures when they don't have any details about it. Jordahl said the Auditor has resisted it too. Bolkcom said it's been very confusing. Jordahl said very few things found their way into the capital budgets. Pillard said there a lot of things that aren't tracked from year to year.

Jordahl left at 3:51 p.m.

Stutsman said they are all trying to rely on their memories and they need to start again. Pillard said it has been a mess. Lacina said for next year they should flush out the depreciation expenditure for clarification. Stutsman said she thought they did that this year. Pillard said there are still things in people's line items. Bolkcom said they don't get it. Pillard said the Board had the prerogative to take any of those items out. Lacina said they should take patrol cars in the expenditure column. Pillard said they should have a deadline otherwise they get a zero percent increase. Stutsman said she agreed. Bolkcom asked if they should call them and ask them where their budgets were. Stutsman said they asked for them to be in by October 23rd. Pillard said she only had one department notify her that they would be late. Stutsman said she wasn't putting any blame on Pillard. Pillard said she might need to be more assertive but also she's not sure what her responsibilities are. Bolkcom said they need the budgets.

Adjourned at 3:54 p.m.

Attest: Tom Slockett, Auditor

Sent to the Board of Supervisors on January 12, 1998 at 12:00 p.m.