• Physical Plant Manager Pat Langenberg: FY 2000 Budget

• Physical Plant (17)

• SEATS Director Lisa Dewey: FY 2000 Budget

• SEATS (12)

• Johnson County Sheriff Bob Carpenter and Sheriff's Captain Duane Lewis: FY2000 Budget

• Sheriff (08)

Chairperson Bolkcom called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:00 a.m. Members present were: Joseph Bolkcom, Charles Duffy, Jonathan Jordahl, Stephen Lacina, and Sally Stutsman.

Physical Plant Manager Pat Langenberg began by stating that the Physical Plant Department is not asking for an increase in the operations budget. He then moved to the Technology budget request, explaining the need for 2 network control units, which are digital controllers for energy management, and this will upgrade to a year 2000 compliance. He added that the requested PC will facilitate operation of the network units. Langenberg suggested these type of units would not have a payback for buildings the County uses which are not owned by the County. Bolkcom noted the forthcoming meeting to discuss the Iowa/Illinois contract and wondered if negotiation for additional services might be possible, such as energy audits. Langenberg said they keep updated on that type of service.

Langenberg discussed Capital Expenditures, first pointing to the need for a new truck, which his department currently saves for and the request this year is for more money to put toward purchase of said truck. He then discussed items to purchase for the Administration Building, details of which are outlined on the Physical Plant Department Memo, FY 2000 Budget.

Next, Langenberg spoke of Capital Projects. He discussed each item on the aforementioned memo, adding to item 2 that 3 cameras would be installed at each location, the Courthouse and Administration Building, at a cost of $5,000 per 3 cameras for a total of $10,000. He said the video would go onto tape. Items 3 and 4 under Capital Projects were discussed next, with Langenberg expressing his desire to see the Courthouse steps and retaining wall restored by June 8, 2001, in time for the 100 year celebration at the Courthouse. Langenberg then reviewed items 5 and 6 under Capital Projects, emphasizing the timely completion of installation of new gutter liner as the old liner is shot. Bolkcom asked if the new solar arrays would be replacing an operational system. Langenberg confirmed this, adding that the current system has deteriorated to the point of permitting leakage. In discussing space needs brought up by other departments, Bolkcom mentioned Human Resource Administrator Lora Shramek's request for additional personnel and the space that would be required for added staff. Mike Lehman asked if the proposed security cameras include a monitor and Langenberg said it includes a monitor and VCR and the ability to add a 4th camera. Jordahl asked if the monitor could be placed at the Sheriff's Department at the same cost. Langenberg did not know. Jordahl said having the monitor at the Sheriff's Office might facilitate a dispatcher being able to inform a responding officer about what is occurring during an incident.

Recessed at 1:35 p.m.; reconvened at 1:58 p.m.

SEATS Director Lisa Dewey stated that SEATS provided approximately 90,000 trips in FY98 and it is projected that SEATS will provide approximately 97,700 trips in FY99 and that increase will continue into FY 2000, a 7% increase in trips. SEATS provides a means for individuals with disabilities or who are frail and elderly to receive nutritional meals, medical care, get to work, and attend school or day programs. She continued that this increases these individuals' level of independence and improves their quality of life. If SEATS did not provide this service these individuals would again be homebound or shut-in with no ability to be a part of the community.

Dewey said Johnson County currently contracts with Iowa City, Coralville and University Heights to provide the federally mandated Americans with Disabilities (ADA) paratransit service. This requires transit agencies, which operate a fixed route transit service, to provide comparable paratransit service to those individuals whose disability prevents them from using the fixed route. She said, in addition, there are contracts with some special agencies to provide service above and beyond what ADA requires. There were some agencies that chose not to contract for service because they felt the service should be covered under the ADA requirement.

Dewey then moved to discussion of Department 12, SEATS, projected FY2000 budget needs, including: Revenue, Expenses, Technical Expenditures, and Capital Expenditures. She noted that the FY2000 budget has been developed using the previous year's actual costs, revenues, and expenditures, the department's projected goals, and projected service changes.

Dewey said there are several different funding sources for transportation such as Federal (Section 16), State (Transit Assistance and tax refund), contracts, sale of equipment, fares, and donations. For the most part the projections for FY2000 in federal and state funding have remained the same and therefore are projected to continue as such. She said Heritage Agency on Aging has been asked to increase funding by $10,027, a 90% increase. Dewey said the Heritage Agency on Aging funding won't be set until March. She noted the city contracts for Coralville, Iowa City, and University Heights increase by 3% each under the terms of the contracts.

She went on to say that the increase in ridership also increases the amount of fares collected by 7%. Dewey said this brings expected revenues for SEATS up to $805,034. She added there is a revenue amendment for FY99 of an additional $34,500 for the sale of 13 vehicles to the cities. She noted a proposal in the Eastern Iowa Council of Governments Operating Group to ask that the revenue for the sale of the vans only be spent on SEATS equipment and expenditures. Dewey added the revenue from the Systems Unlimited, Inc. contract is to be reduced by $5,000 each year until there is no contract.

Dewey said they will be approaching special agencies to talk about contracts for service provided above the ADA requirements. She said the subscription service allowed by ADA allows a maximum of 50%. She noted a special agency contract can be looked at outside of ADA because it is no longer an ADA service. Dewey said, if it is not, it goes towards the subscription service, which limits the number of discretionary trips. If they do not have special agency contracts, she said they will be above 50% in subscriptions and will have to reduce the number of subscriptions, which lowers the productivity and efficiency of the service. She added the benefit for the contractors is they don't have to schedule rides or worry whether they will be available. She said they have that right now without having the contract. Bolkcom said that these agencies may be shocked that they are being asked for money for SEATS, and encouraged the Board to decide if it makes sense to approach these agencies for the money. Dewey said she would do a spreadsheet on the costs to determine where the funding would come from. Stutsman noted that a breakdown of who actually pays for the services would be beneficial. Lacina said allocating the costs appropriately may indicate some outside funding sources and give a more accurate picture of the total costs. Dewey said there may be grants they don't look at if funding is already taken care of. Dewey explained that service may be reduced if a contract is not done in some areas because of the federal requirement that subscription may not exceed 50 %, regardless of time of day.

Dewey noted that this department has operated with an extremely frugal or bare bones budget for the past few years. Although this has provided the means to maintain the service, it has not allowed the department to become efficient and cost-effective in pace with increased demand. Therefore, she added, with FY2000's budget, they are asking for an overall 4.6% increase in expenses. Dewey said there are (5) different areas which effect expenses for SEATS: Personnel, Training, Administration, Maintenance, and Service. The largest increases occur within training, maintenance, and the service itself.

Dewey said SEATS is currently operating with a minimum level of staff and has been able to perform admirably. However, this has taxed the employees because of extra shift work and cancellations of vacations. Dewey said SEATS has an open position for a Training Maintenance Coordinator, a part-time position which they are asking to change to a full-time position. She said they have advertised for 3 weeks with no one applying for the position. Individuals inquiring about applying, upon finding that the position is part-time, have stated they aren't interested. Dewey said she feels this is a full-time position because the individual would be performing training and maintenance. She currently had no staff to train drivers. She expressed her concerns about safety problems which could occur with inadequate training. Dewey noted that there is no one available to monitor the maintenance on their 19 vehicles, that maintenance is analogous to putting out fires rather than being preventative maintenance. This position would track maintenance, making sure that preventive maintenance is done and the costs are accurate, provide training, and provide routine maintenance. Dewey noted this increases the personnel section of the budget by 3.2%. Dewey clarified for Jordahl that the additional amount requested in the personnel line of the FY2000 Budget Request Summary for SEATS is $11,664 and that she would check with the Auditor's Office on the figures.

Dewey said she is asking for staff development costs to increase by $10,000 in order to bring staff up in proficiency and to allow them to stay in proficiency. She said this would provide the means to have staff attend conferences, courses, and training programs; and to have consultants come in and provide on-site training. Duffy questioned whether the hiring of consultants would be necessary and Dewey said that training is definitely needed. Lacina noted there is the potential for lawsuits when there hasn't been proper training and there are safety problems. Dewey said she has spent a considerable amount of time riding with the drivers and sees a definite need for training. Lacina noted this could help with insurance costs if there are reduced claims.

Dewey said the increase within administration costs is small at 2.3%. She added that this was due to the development of materials and information for the riders. Dewey said there are no written rules and policies guiding the use of the service for the riders. During FY2000, a Rider's Guide will be developed and distributed to all riders and then copies will be distributed to new clients as they are added. Dewey remarked they have installed a separate line for the fax and are now connected to the Internet and Johnson County's e-mail system.

Dewey moved on to maintenance expenses, noting that costs are high due to the age of the vehicles. She said 6 of the 19 vehicles are newer and not scheduled to be replaced until 2004. She said the remainder of the vehicles are due for replacement, having hit what is called their life. Dewey mentioned the transfer of 13 vehicles to the cities and the possibility of the vehicles being used for deviated fixed routes. She said discussions are being held with Iowa City regarding maintenance and a possible maintenance contract with the City because they already have the facilities. Dewey said a request for proposal would be issued for maintenance in order to get the best service. At this time, Dewey said, SEATS is utilizing Winebrenner Ford for the majority of the maintenance. Last fiscal year SEATS spent $52,662, and it is projected to cost $56,525 for FY2000, a 7% increase. Dewey said that is a reasonable cost at the current age of the vehicles. Dewey clarified that the vehicles being transferred are being transferred because they are being used for SEATS' urban service and ECICOG determined the cities should buy those vehicles.

Dewey said that during FY98, Iowa City previously contracted with a taxi provider to supplement the paratransit service. Iowa City did not renew this contract in FY99 and this caused SEATS to increase the amount of service provided to the cities. The cost of that contract to the city was approximately $15,000. Furthermore, she said, in current discussions with the taxi cab provider, there is no interest by the provider to contract with the County for varied reasons. However, SEATS and Iowa City have been discussing other possibilities for supplemental service and will continue to pursue some supplemental service. This allows for the paratransit service to be more cost effective, she said, as the service the supplemental cab provider handled assisted them with large amounts of slack time and inefficient routes. Dewey noted the addition of a supplemental service provider adds an additional cost to the base budget. This is due to the fact that the City previously handled those costs and now it is placed on Johnson County SEATS to provide. Therefore, an additional $15,000 is requested for FY2000 for the service.

Dewey continued, stating that cost-effective and efficient paratransit service is dependent upon staff and the equipment used to provide the service. SEATS has been utilizing a paratransit scheduling program (PASS), which was developed over 5 years ago, for the last three years. She said, the company which developed PASS merged with a larger more sophisticated software company a couple of years ago. With the merge of these two companies has come the development of an upgrade of the current scheduling software program, which would enhance the current service. Moreover, she said, this upgrade provides better scheduling algorithms, formulas which would allow for more flexible scheduling opportunities, ease of use, and development of other services (integration programs such as feeder service, community routes, etc.) without having to purchase other programs. In addition, it allows for ease of data analysis and gathering. She noted that currently reporting using the current software is limited and inflexible. It takes many man-hours to develop a new report and many times that report can not be developed utilizing the data in the software. During the recent negotiations with the cities, she noted, it was necessary for many reports to be manually built and the data gathered from trip sheets rather than from the software. The upgrade would provide a means to utilize the data in the system and cut the cost of man-hours needed to develop and run the reports. She continued, the cost of this upgrade is approximately $50,000, which includes software, hardware, and training. Dewey went on to say that there is also the cost of the annual maintenance agreement, which is $5,875 regardless of whether they obtain the upgrade, or not. This full amount may not be necessary, she noted, if they are able to utilize the revenue received for the vehicles purchased by the cities. If they were able to utilize those funds, the cost would be $21,750.

Dewey moved on to say that SEATS capital expenditure is for vehicle replacement. She noted that SEATS has approximately 7 vehicles which are scheduled to be replaced between now and the end of FY2000; however, these older vehicles are being purchased by the City with the exception of one. JCCOG will be responsible for the replacement of those vehicles rather than ECICOG. She said the money for rural paratransit is more limited than the urban funding. Dewey said the FY99 capital expenditure amount of $18,072 in matching grant funds should be held in a capital fund along with FY 2000 moneys because 5 vehicles being retained by the County will not be replaced until 2004. She said there is one vehicle due for replacement as soon as the funding is approved, with the matching funds set aside in FY99. Lacina commented that there is not a local match for the GPS system under the SEATS line item and that he was under the impression that there was. Dewey explained that that would be used for MDTs, noting that she hoped it would be done by the end of FY99.

Recessed at 2:47 p.m.; reconvened at 2:51 p.m.

Johnson County Sheriff's Captain Duane Lewis began by stating that on the FY 2000 Budget Request Summary sheet, lines G, H, I, and K under sub-total budgets and percentage increases are off, approximately $2,000 high, and that he knows where these numbers are, that the print-out contains old numbers. He said he discussed with the Auditor's Office what needs to be shown on the corrected summary.

Lewis remarked that he had a question under Capital Expenditures, noting that FY 99 shows $10,000 and that his understanding was that would be $10,000 placed in this year's budget for a car, earmarked for the Sheriff's Department. He went on to say that in next year's request the budget sheet shows $20,000, implying $10,000 unaccounted for because on the Sheriff's Department Capital Expenditures worksheet what was submitted for was a digital fingerprinting unit and what was intended to be requested was a total of $60,000 to be saved over 3 years for the end purchase. He said if the $20,000 in the request line is for the fingerprint unit, then he has lost $10,000 in the budget for cars, and that figure wasn't included in this year's budget and that number for the coming year would need to be $30,000. Bolkcom asked the Board if the money in the Sheriff's Department budget for vehicles should be part of the Operating Budget or Capital Expenditures. Sheriff Bob Carpenter noted the amount needed for vehicle purchase has remained consistently the same for 10 years. Jordahl said that money should be in Capital Expenditures each year. Bolkcom agreed and said he believed a mixed message had been sent to some departments concerning this issue. Carpenter and Lewis expressed concern that the current structure of the budget makes it possible for the Board of Supervisors to shift moneys from their department to other uses and that this possibility leaves them unsure whether they can meet their needs. Lacina, Jordahl, Stutsman, and Bolkcom assured them that their budget would remain intact, especially considering the absolute necessity for reliable vehicles. Carpenter then asked what the Board's position was this year since the Sheriff's Department placed the request for vehicle money in the budget rather than capital expenditures. Bolkcom replied that it would be desirable to see this money placed in the capital line this year. He then noted a building consensus among Board members to see these kinds of expenditures in the capital funds, ear-marked by line, by department for those items. Duffy expressed reservations. Lacina said the real difference in this method of budgeting is that the capital expenditures can be carried over and not revert to the General Fund. Carpenter asked the Board if $10,000 in the budget this year for vehicles was not used, would that money carry over. Bolkcom replied in the affirmative, adding that the $10,000 would show up in the car line-item under Capital Expenditures in next year's budget.

Lacina asked if a budget amendment was anticipated in light of the juvenile detention costs and the need to transport these juveniles. In response, Carpenter said housing, not transportation, is the problem. He added that the jail was already operating well over maximum capacity. Carpenter reviewed the difficulty in placing individuals in other detention facilities and also mentioned a proposal they had made for in-house detention. Stutsman discussed the repercussions of all this growth that has not been adequately planned for. Lacina replied that growth may not be the entire problem, that there is just a different atmosphere out there. He mentioned the increase in mandatory arrests. Carpenter said that he could not be sure that the Sheriff's Department would not be coming in with a budget amendment. Carpenter discussed the possibility of employing an ID bracelet monitoring service that would used for a number of in-house prisoners and might be a revenue generator. Bolkcom said it would be worthwhile looking into this service. Stutsman asked that this service be discussed with juvenile court.

Lewis reviewed the Sheriff's Department Budget Memo. He noted that the increases found under Operations Increases on page 3 of the hand-out were directly attributable to the rise in prisoner population. He said vehicle maintenance has gotten worse in being underbudgeted and new projections have been made. He noted the increase in prisoners and Jail staff has lead to increased costs for paper supplies and forms. Cellular phones and pagers, he explained have been a real tool in cutting down overloaded communications. He said they have broken that out from the phone line item. He said the radio contract shows a large increase because the new equipment is coming off warranty. He noted an increase in the dues in Law Enforcement Administration. He explained the 5% increase in Vehicle Purchase reflects his projection of what the increase may be. He said additional items deal with the need to increase staffing for patrol, which for several years has been ignored in order to try to address the Jail staffing problems. He said the request is for 4 additional patrol deputies. He said the Jail is still a problem, but this has become a larger problem. Bolkcom asked if the $43,963 is the cost per deputy. Lewis said that is correct. He added they haven't factored in any additional costs for cars because they would try to make do with what they've got. Lacina asked if the vehicle costs includes the costs for accessory equipment for the patrol cars. Lewis said that equipment cost for the replacement vehicles would not come out of that line item. Carpenter noted there are other types of equipment, such as cameras and laptop computers, that they don't put in their vehicles, which could make the equipment cost $12,000 per car. He noted they don't carry that large expense.

Lewis discussed revenues, noting contracts with cities would increase 5% across-the-board. He said there is no income from outside sources projected for things such as prisoner holds. He said accommodation sentencing is generating money and that line item has been increased based on what they've seen in the short time it's been in place. Stutsman asked what was going to happen with the North Liberty contract. Carpenter replied that nothing would happen, that North Liberty was going to apply for a federal grant for two officers that they want to place under Carpenter's supervision, which he will refuse because he doesn't want to use a federal grant for ongoing personnel costs. He said North Liberty would proceed with the grant on their own and continue with the contract with the County. Bolkcom asked how things would be coordinated with the North Liberty officers. Carpenter responded by saying that the situation would be similar to the current agreement with University Heights. They will dispatch through the Sheriff's Department. Carpenter said the North Liberty officers would be dispatched first and then Sheriff's deputies. Carpenter thought the North Liberty officers would probably train with his officers.

Bolkcom asked why a digital fingerprint machine was necessary. Carpenter explained that the current manual ink fingerprinting machine created some unreadable prints that the State sometimes rejected and by the time they were returned as unusable the prisoners were often gone. He then detailed the digital machine, explaining that the equipment indicates if there is a perfect print and automatically transmits to Des Moines. He related a recent homicide case in which the Iowa fingerprinting system didn't have a hit, because of the poor quality, and there was a hit on the Illinois system.

Bolkcom asked if the Sheriff's Department was connected to in-house e-mail. Lewis said only Administrative Secretary Kay Langenberg was connected. He then moved to the Technology Worksheet FY 2000. He said a consultant looked at their system and gave them a recommendation, which they discussed with Information Services Director Jean Schultz. He said the maintenance contracts on the IBM AS400 and the CSI software are a necessary yearly cost. He said they wish to budget $6,000 of the $18,000 for the upgrade of the memory and disk for the AS400, projecting over 3 years. He discussed point 2 on this worksheet, emphasizing that the dumb terminals should be replaced with PCs, which would allow Internet access and e-mail as well as a general upgrade. He noted that that is projected to replace 10 terminals with PCs per year over 3 years. He said the network and software would be added the first year to be able to integrate the PCs.

Stutsman inquired about the schedule on page 7 of the memo. Lewis said it is a patrol schedule and what they're actually saying is they're running out there with no coverage for people in the county. He referred Board members to the section preceding that for some explanation of this schedule. Jordahl asked what each division represented. Lewis said the top layer is days and a supervisor line and then different shifts. He said there is too much time when there are only 2 cars out and response time is inadequate and backup is also not adequate.

Lehman said having figures on the costs of housing prisoners out-of-county would be helpful if a presentation of a bond issue becomes necessary. He also noted prior discussion with Physical Plant Manager Pat Langenberg about the possibility of placing the monitor for security cameras in the County Courthouse and Administration Building at the Sheriff's Office. Carpenter said he wouldn't have personnel who could watch the monitor. Jordahl said the monitor could be used after a panic button call is made for a dispatcher to be able to describe a situation to a responding officer.

Lewis asked if the $12,000 under Capital Projects on the Budget Request Summary was a request Pat Langenberg made for the Sheriff's Department. There was discussion about that amount being set aside to begin dealing with Jail space needs and they would check into that.

Carpenter said that there might be a move in case of a property tax freeze to provide a waiver for law enforcement needs.

The Board discussed their upcoming meeting schedule.

Attest: Tom Slockett, Auditor

By Casie Parkins, Recording Secretary