Reconvened at 11:17 a.m.
DISCUSSION: BUDGET SCHEDULE
Jordahl: Item 5D, discussion regarding budget schedule. We are here with 4 Supervisors now and waiting the upcoming appointment of our 5th. But we probably can't wait for that to keep working on the budget. We've had some budget presentations from departments. Mike's been able to sit in on almost all of those if not all. I really appreciate that extra effort on your part before you were actually sworn in and seated as a supervisor being paid as a supervisor. But we need to get our feet on the ground about exactly where we are in this process. There are some unanswered questions in terms of whether we actually have all the information with departmental budget requests in place. I asked Deana to sit in with us, she's our budget person in the Board of Supervisors' office.
Stutsman: The budget sub-committee's going to meet this afternoon so I think we can nail down those things. I think what we need to do now is to start putting some work sessions on the calendar when we can start going through.
Deputy Administrative Assistant Pillard: I talked to Chris this morning. He said valuations estimates should be done about Wednesday this week. And they should have the final valuation numbers Friday or Monday. But as far as the calendars they didn't have time, Chris wanted to talk to you guys because we have the time schedule to see if you're comfortable with what...
Stutsman: You mean in the subcommittee or the Board?
Pillard: The subcommittee, unless you want me to tell you what we're talking about.
Stutsman: Why don't you do that.
Pillard: I'm assuming the week of... We'd give you the information Monday, everything put together a packet of information everything we have from the summary sheets as well as evaluations and everything either late this week or Monday. I'm assuming the 18th, the week of the 18th is shot. You're going to be gone on the 19th and I'm assuming Mike's going to be gone on the 21st and 22nd.
Stutsman: That's right.
Pillard: That would give you guys a week and a half to review the information. And then the week of the 25th...
Duffy: I'd better make a phone call. There's one of those days I can't be here.
Duffy left at 11:20 a.m.
Pillard: The week of the 25th and the first week of February, with you guys approving the budget on the 4th or the 5th of February.
Stutsman: That's when we're looking to have it done by the 4th.
Pillard: To have it completed by the 4th or the 5th depending on. That gives you about a week and a half to work on it. That still gives the Auditors a week to make all the corrections for it to be published with the public hearing to be held on March 2nd and you would pass it on March 4th.
Stutsman: I'm going to suggest maybe we meet the afternoons of the 12th, 13th, and 14th to begin working on this budget.
Jordahl: What's going on Monday the 11th?
Stutsman: They said they'd have that information by that...
Pillard: I didn't know how much you guys want to review it (inaudible) in that way if you guys had questions then we could get it together. I guess I don't know what you're usual process is.
Stutsman: I'd like to have that information on the 11th and have some time to go through it. And then start meeting on the afternoon on the 12th. All day on the 13th. I know I've got something. I don't know what everybody else's schedule is. I guess we could most of the day on the 14th too. We have Board meeting that evening.
Jordahl: I think we need to grind on this very very hard. Because we have a lot of requests that are going to exceed our ability to meet them and we're going to have to do some serious thinking about just exactly what requests get met and what don't. And then make some progress addressing the space needs question which is going to take any remaining dollars that we can find. There's still the question of the computer implementation and the GIS.
Stutsman: Would the 12th, starting on the afternoon of the 12th be...
Pillard: I'm at your leisure. You want to start on the 12th then?
Jordahl: I think so. There's a GIS meeting at 1:30 on that day. That may be essentially postponed until the 19th. There's a presentation by the ESRI Group on the 19th.
Stutsman: Do we want to meet at 1:30 then on the 12th?
Jordahl: Yeah.
Stutsman: Should we tentatively schedule in some time so people...
Pillard: Let me grab the schedule. OK, yeah. We can do it on the 12th.
Stutsman: Should we plan to go until about most of the afternoon until about 4? 3:30 or as long as we can...
Jordahl: Stand it?
Duffy returned at 11:25 a.m.
Duffy: What do we got, no that...
Jordahl: Budget meeting then, so we will get the information available either on Friday the 8th or at least by Monday the 11th for our personal review. Then start meeting on the afternoon of the 12th at 1:30. And try and continue with that as much as we can possibly stand through that week and then the week of the 18th...
Stutsman: Meet on the 12th and then are we going to meet on the 13th in the afternoon or the morning?
Jordahl: Both.
Stutsman: Morning and afternoon?
Jordahl: Should we say 9 a.m. on the 13th? Or should we start at 8?
Stutsman: No.
Jordahl: I've got a 10:15 doctor's appointment.
Pillard: It's open all day.
Stutsman: I guess I would say 9.
Pillard: 8:30?
Jordahl: 8 8:30.
Duffy: (Inaudible).
Jordahl: I have a doctor's appointment at 10:15, we start at 8 maybe.
Duffy: Yeah, all right. 8, that's on the 13th.
Stutsman: How about in the afternoon on the 13th? 1:30 again?
Jordahl: There is a technical advisory committee meeting Charlie at 4:00 that afternoon...
Duffy: What are we talking about on the 13th?
Stutsman: 13th yes. We have a joint Iowa City Coralville meeting that day.
Peters: And that's at North Liberty.
Stutsman: And that's at 4?
Peters: As far as I know.
Jordahl: Yeah, that's what I got here, 4 o'clock. There is as I said Charlie, there's a technical advisory committee around noon that day, I'm not sure the exact time at Kirkwood.
Pillard: Just so you're aware, you guys are going to have major changes it's going to take some time if we have changes to get you clean sheets and things if you're meeting Tuesday afternoon and then Wednesday morning.
Jordahl: To get the clean stuff we might want to not meet in the morning?
Stutsman: It's going to take some time.
Pillard: I'm just saying we're going to need some time to clean things up for you.
Stutsman: I just wonder if we shouldn't just schedule Tuesday, Wednesday, and Thursday afternoon and just forget about the morning.
Jordahl: OK, let's just do the afternoon.
Stutsman: Especially if you're not going to be here. This technical advisory is that going to be a problem?
Duffy: I have to go.
Jordahl: Charlie's the chair, right?
Duffy: But we usually have them around noon or a little bit after.
Jordahl: Do you think you could be back by 1:30, 2 o'clock?
Duffy: Probably. It all depends. I should call her and tell or ask her when that's going to be. What do we got then on the 14th after the meeting. Is that what I heard?
Jordahl: 14th we've got an evening meeting so we could meet all day.
Stutsman: I think we need some time for the Auditor and Deana to re-work things so I think it makes sense to meet in the afternoon and have them revise stuff so they have the mornings to do that. Because we just waste..
Pillard: I've been through this before but I would hate for you guys to have questions and we wouldn't have time to even get the answers...
Stutsman: We would just waste a lot of time if we don't have up to date...
Duffy: Are you talking about 1:30...
Stutsman: 12th, 13th, and 14th at 1:30 and then just go all afternoon. So that's Tuesday, Wednesday, and Thursday at 1:30?
Jordahl: Yeah, and then Friday...
Stutsman: Friday I'm going to be out of town. Isn't anybody else? Inauguration.
Jordahl: Barbara is.
Pillard: We can set up some other times and on the 14th, for the following week actually the week after that.
Stutsman: What about the 22nd? When's that new Supervisor's thing? Is it Wednesday or Thursday?
Lehman: It looks like it there's some things going on the 22nd.
Stutsman: Oh really? OK. Then we might not be able to meet at all that following week.
Pillard: Right and that's why I assumed it was pretty well, Monday week the County's closed. Tuesday you're gone and then Mike is gone just on the 22nd.
Stutsman: Wednesday, Thursday, and Friday?
Lehman: I don't see anything in here on Friday.
Stutsman: OK.
Lehman: 20th and 21st.
Stutsman: Maybe we could meet on Friday then. We could start in the morning on Friday. That might even be better yet.
Duffy: What's the dates again?
Stutsman: On the 22nd Charlie, meet in the morning like at 9.
Duffy: 9 OK.
Pillard: The room's open.
Stutsman: OK.
Jordahl: We'll just make that all day.
Duffy: OK. And what do we got...
Stutsman: Then just regroup then and see where we are for the following week.
Duffy: The following week I won't be here on the 25th. I'm going to miss those (inaudible) too. And maybe on the 26th.
Jordahl: What's that Charlie?
Duffy: My wife's going to have an operation.
Jordahl: OK.
Stutsman: All right. Why don't we just tentatively plan the 27th, 28th and Wednesday, Thursday, and Friday.
Jordahl: 9 o'clock 27th budget.
Stutsman: OK. We can always take these off. Do you want to go the whole day?
Jordahl: Yes we're going to need to.
Stutsman: And then the 28th do the afternoon again? Oh we have to. We have Board meeting.
Jordahl: ECICOG meets that noon. But this is in the world of things that could be missed I suppose.
Duffy: ECICOG what?
Jordahl: The Board of directors or whatever it's called. But that's, anyway Thursday we've got our formal meeting then that morning and ECICOG we might want to go the afternoon on Thursday. If we work on the budget all day the 27th there again the morning of the 28th would be reasonable to give the Auditor's Office time to pull things together so if we said 1:30 on Thursday then a person could even go to ECICOG and get back.
Stutsman: And then we'll just see where we're at on the 29th.
Jordahl: I'd like to pencil the 29th in for an all day budget session if we need it and if we don't need it, great. Computer Committee's meeting at 1:30 that day.
Pillard: On the 29th the room is reserved at 1:30.
Jordahl: Maybe want to go just the morning on the 29th.
Stutsman: Yeah, let's just do that.
Pillard: What time?
Jordahl: 9 o'clock or do you want to go earlier?
Stutsman: 9's fine. For me anyway.
Jordahl: Looking into February do you want to look that far or do you want to just be satisfied in doing January for now? That week you said we got to have the thing done by the 5th, so it's just that next week.
Pillard: 4th or 5th. It depends on if you want to have a special meeting on the 5th. If you wanted to do it on the 4th with your regular meeting...
Jordahl: We better plan to have it done by the 4th and then if we don't then we work on it on the 4th. I guess people should block out the 5th just in case we need that to work on it. But I hope that we manage to get our work done before that.
Pillard: It would actually need to be approved on the 5th. You would have to pass it...
Stutsman: The 1st and 2nd is what you're talking about.
Pillard: I'm hoping if anything Thursday it will be us just presenting you the...
Jordahl: OK. Thursday we should be long since done.
Pillard: I'm hoping. I've never been through this before.
Jordahl: Yes, it's like hold onto your hat.
Pillard: There will be corrections if you guys make any last minute changes (inaudible). If you made any last changes we'd still have Friday open to actually pass it if we needed to.
Jordahl: We're looking at Monday and Tuesday afternoon.
Stutsman: Monday afternoon or do you want start in the morning?
Jordahl: Monday maybe in the Morning. The ESRI presentation I think maybe has been rescheduled. I've got a bunch of e-mail about this. I think it's maybe up to the first of February rather than the 19th.
Duffy: What were those last 2 dates again?
Pillard: On February first the Board room from 9 to 3 GIS. That's the day for presentations.
Stutsman: We could always meet in small conference room.
Pillard: Yes, or in the Board room maybe.
Stutsman: Do we want to meet from 9 to 12 then on the first? You say GIS presentation is that day.
Jordahl: I'd like to see that GIS presentation but the budget is obviously a more important thing, maybe we can tentatively schedule ourselves for that time just to make sure we can get that budget done from 9 to 12...
Stutsman: 9 to 12, Tuesday afternoon then?
Jordahl: ...and if things look different in late January maybe we can reschedule that. And then, Tuesday afternoon again...
Pillard: OK this room is reserved from 1:30 until 3:00 by GIS again
Stutsman: Can't go in the small conference room
Pillard: OK
Stutsman: Can we do that?...OK
Welsh: One of things we talked about last year in your budget presentations was that it would be helpful to have the projection from the computer.
Jordahl: Right, and we have a computer tie in here.
Welsh: So that persons could see that.
Jordahl: We could do it in the downstairs conference room?
Stutsman: Is there a computer tie in there?
Jordahl: Yes, they do a training down there. It would be a small room if there were too many people who wanted to sit it on the meeting.
Stutsman: And maybe we're not going to even need these times
Welsh: I guess what I'm saying is as one person who sometimes comes to some of your discussions, I found that very helpful. I hoped you would do that in your budget meetings this year.
Jordahl: In fact I would make it an agenda item or Tuesday the 12th to get a computer in here, in this room to be available at all times for that utilization. We got the hook ups and possibly even hookups for the separate stations so the Board would be able to access things directly, but that's an agenda item. So we got 9 to 12 and 1:30 to whatever, 3:30, 4:00, whatever. On the second.
Stutsman: On the second.
Pillard: The 30th would be upstairs.
Jordahl: And then the third budget.
Duffy: On the third starting at 9?
Jordahl: Yeah, just make sure we get (inaudible).
Pillard: So the third all day?
Jordahl: Uh-huh.
Duffy: Well I hope we all get along pretty good.
Stutsman: Deana can you put a schedule together of theses times so we can keep track?
Pillard: I can try.
Stutsman: Thanks.
Duffy: When do we vote on our proposed wage increases?
Pillard: That's something else you guys will have to do too. Just as an FYI the Auditor has put everything into there that they can. We're still waiting to figure out the merit increases, we have to figure that out with Lora. You guys still have to decide the non-bargaining percentage increase as well as you'll have to tell us what percentage you want to figure for the Admin. and the Sheriff's department that those (inaudible) have not been settled.
Jordahl: You're talking faster than I take notes can you put those down in writing?
Stutsman: Those bargaining units... We have to wait for those to get settled before we get figures in for that.
Pillard: Right, but as I understood it, when those aren't settled you guys...
Stutsman: Just kind of wing it.
Pillard: You just tell the Auditor's office what to figure.
Duffy: How about elected officials (inaudible) that going to be real nice.
Jordahl: And we do that during the budget?
Duffy: Usually before, don't we?
Stutsman: No I think we talk about it during the budget process. Sometimes as we get into the budget process we decide this is what we can afford and this is what we can't afford. So I think we probably better wait to...
Jordahl: All right.
Duffy: I think I know what that is going to be.
Jordahl: Don't be cynical Charlie.
Stutsman: Nobody get sick or go on vacation.
Jordahl: All right, so we thank you very much Deana. Any comments from the public about budget process requests.
Welsh: What you might want to do when you get that list from Deana is send the 12 persons who have applied to be on the Board, then the tentative schedule, that I gathered from the paper this morning, that the Committee is planning on making their appointment at 8:30 on the 12th...
Jordahl: That's a good idea.
Welsh: And I would at least think it would helpful, for whoever that person is, had some flexibility in terms of critique.
Jordahl: I think its a fine idea, we have addresses of those folks posted on the Auditor's website quite conveniently so thanks for that suggestion Reverend Welsh. Reports from members of the Board of Supervisors ? Mike should we start with you.