MINUTES OF THE INFORMAL MEETING OF THE JOHNSON COUNTY BOARD OF SUPERVISORS:
MARCH 9 AND 11, 1999
TABLE OF CONTENTS
Chairperson Jordahl called the Johnson County Board of Supervisors to order in the Johnson County Administration Building at 9:00 a.m. Members present were: Charles Duffy, Jonathan Jordahl, Mike Lehman, Sally Stutsman, and Carol Thompson.
Jordahl: Calling to order the informal meeting of the Johnson County Board of Supervisors for Tuesday March 9, 1999. After we've all dug out of the snow. I want to just explain this feather here briefly. This is a present from my daughter for Christmas. It's to show that although we're taking seriously some recommendations from the computer committee and others that we computerize the County that we are not completely abandoning our traditions and will be able to sign items with a quill pen. I've got a stack of documents today just to do that with recognizing long term employees.
Stutsman: Before we get started I would like to introduce a couple of visitors that we have with us today. Nancy Cox is the interpreter and Gonzalo Coderro from Chile is visiting the community and I had the opportunity to talk with them a little bit about County government so they're going to sit in for a little bit and watch our Board meeting. We're glad to have you here.
Jordahl: Welcome. (Inaudible). Lets get through with this meeting here so we can all go shovel some more snow. Review of the formal minutes of March 4. Silence reigns. There doesn't seem to be a lot of comment there. They'll be on for approval on Thursday.
B. B. BALLANTYNE: SENIOR CENTER UPDATE
Jordahl: Business from B.B. Ballantyne regarding Senior Center update.
Senior Center B.B. Ballantyne: Morning. I would like to say to begin with that I represent the Senior Center Commission and making a report from our last meeting which was February 16, I believe. Those commission meetings are always open to the public. We discussed ways of funding the building and the finishing of much needed additional center space in the avenue parking facility. We don't know whether we would be able to raise money to help with that expense but we really feel that additional space there is one of the important things to our continuing to expand and to grow with the increase in our senior population. We are exploring the hiring a fundraising consultant to analyze the potential success of a commissioned fundraising effort. The Commission moved to request that a skywalk connecting the Avenue Parking Facility to the Senior Center be included in the final design, regardless of whether the Center acquires additional space in the ramp. This we feel is very important particularly to the frail elderly and handicapped. If it's windy, sometimes frail people can't handle the door. A handicapped person that I particularly know needs help to get in and out of the building if the weather's bad. Then we have of course band members that carry that aren't just flutes, but things like the tuba and so on and need a little protection from wind and weather as they come into the building. So we would like to see handicapped parking available adjacent to that sky walk entrance. Dennis Miller was present at that meeting and assisted us in reviewing the 28E Agreement and in discussing the time lines for amending and updating it. The Commission voted to reexamine and review all the issues of that 28E Agreement. The Commission is very much interested in taking part in this review because I understand there will be Council Members and Board of Supervisors Members on that Committee as well. A committee was formed to explore the issues between the Senior Center and Senior Dining. This is an ongoing problem because they are crowded and we have limited space. A report from that committee will come back to the Commission. The Council of Elders needs to fill 6 vacancies so they're looking for volunteers. As a final note, Board of Supervisors members are invited to a town meeting at the Senior Center on March the 24th from 2 to 4 in the afternoon. This town meeting is something that we try to do periodically, I think, once a year. It is sponsored by the Council of Elders. So we would welcome any of you who are able to attend that meeting and take part in the big discussions that take place. Thank you.
Thompson: Thank you.
Jordahl: Thank you.
Duffy: Thanks for coming again. I really think that this is great and I say this every month because we get reports. Here it is a bad day, ice and snow, and that's just great.
Ballantyne: Thank you. It's a pleasure to come.
Jordahl: Does anyone have any questions for clarification on items that have been reported on? Any members of the public similarly, any questions? OK. Thank you. I agree with Charlie. Thanks for making it out on a day like today. I think all of us have been struggling with that particular problem. (Inaudible).
Stutsman: Jonathan, can I ask who... The committee that was going to meet with the Senior Center Commission, has that been established?
Jordahl: The City for their part will be represented by Dee Norton and Connie Champion, I believe. I don't have anything in writing from them about that, that's what I hear from Ernie. As for us, I think we still need to make that assignment. We have, in our earlier discussions, elected Pat White to serve but as for the Supervisors, no we have not.
Thompson: Does that mean we get to have one?
Jordahl: 2.
Thompson: 2, in addition to Pat White?
Jordahl: Uh-huh.
Reverend Bob Welsh: I thought that it was decided that you and Carol would be on that.
Jordahl: That would be consistent with my desires. Is that what we have in fact done? OK. It looks like Carol and I then.
Stutsman: OK. All right.
Thompson: Is that the whole committee?
Jordahl: No, the Cities... The last communication that I have from them, and that I've discussed with a couple of Board Members, is that we have representation. 2 members from the City Council, 2 from the Board of Supervisors, Pat White as we had suggested and then the City wished to have the Senior Center Director and a member of the Senior Center Commission also serve and then others as requested. If we have no dispute with that then we can finalize that letter and send it out. We've had an issue brought by Reverend Welsh in regard to that that the Nutrition Committee should be represented on the committee. I see, personally, a distinction that the Nutrition Committee represents kind of a subset of the Senior Center where the Senior Center Commission represents the entire Senior Center and so it's a... Where the County has representation on the Senior Center Commission as well s the City, it seems like a more appropriate level if we're going to have citizen input in this review process on the committee. The Senior Center Commission is the most appropriate representation to have there. I wanted to at least pass along that point and see if the Board wanted to address it additionally.
Thompson: I think that looks like a good committee.
Stutsman: I guess I would feel the same. Charlie, what did you say?
Duffy: Yes, I think it's a good committee.
Jordahl: I've got a letter that we can send out that basically reflects that.
Welsh: Jonathan, since you mentioned my name (inaudible), the reason why I suggested the Nutrition Committee 28E agreement mentions that particular program. (Inaudible) specifically mentions the Nutrition Committee.
Jordahl: But I think the Supervisors on the Committee will, without a doubt, represent the interests of the Senior Dining Program in that process as we did in the discussion that led up to the formation of this committee. I think there was agreement from the City's representatives as well that the Senior Dining Program could be recognized as a more central program to the Senior Center than perhaps some others as is also reflected in that language. I think the idea to be brought forward has been a subject of basic agreement already and we'll continue as that process moves on. We will also request representation and invite it from other groups that are served in the Senior Center, certainly the Nutrition Committee and Mike Foster will be among them. I think it's going to get talked about in a fair way. So we've been back and forth about this quite a few times and we're at the point where we can establish the committee and begin to meet.
Stutsman: Good.
Jordahl: Business.. let's see here, from the Board of Supervisors. Do we have anyone here that needs to leave? We've got Rick and R.J. have arrived. Strategic planning... are you here for the Housing Grant Funds? OK, that thing...
Stutsman: They're here for the Housing Grant.
Thompson: Oh.
Jordahl: Do I have that letter?
Thompson: She's requesting a letter of support.
Jordahl: Oh, she's requesting.
Stutsman: Oh, we got that last week.
Thompson: Is that right? For the Housing Preservation Grant Funds and she sent a copy of a letter that she hoped we would like to use.
Stutsman: She had examples of several letters that she had...
Thompson: It was passed around but I don't have it in my packet either.
Stutsman: It wasn't. It wasn't included in the packet. I was looking through some stuff last night when I was... Oh here it is, Jonathan. There.
EAST CENTRAL IOWA COUNCIL OF GOVERNMENTS PLANNER ANGELA WILLIAMS: HOUSING PRESERVATION GRANT FUNDS
Jordahl: OK. Well this is item 4a under business from the Board of Supervisors, letter from Angela Williams, Planner for East Central Council of Governments regarding Housing Preservation Grant funds. Let's see here... Rick, are you familiar with this enough to introduce the topic?
Planning and Zoning Administrator Rick Dvorak: Not at all.
Jordahl: Not at all, OK.
Stutsman: Well basically what she's asking is that she's applying for a grant and she would just like a letter of support from the Board of Supervisors for applying. What she's applying for is moneys for rehab and preservation of homes for low income and very low income families. I think it sounds like a great idea. I think we should definitely should send a letter of support. She just has some examples of support letters that other people have written concerning the same grant funding.
Dvorak: Sally, is this a 100% grant or do we have to match funds at all?
Jordahl: It says something about that here. In order to meet the matching requirements of the program, HPG, being Housing Preservation Grant Funds, and activities will be coordinated with HACAP's weatherization program. So it kind of sounds like HACAP might provide the matching funds.
Stutsman: Yes.
Dvorak: (Inaudible).
Stutsman: Come up with something...
Jordahl: The Zoning Department's, particularly Rick's checking account.
Stutsman: You have a little interest in that. You wanted to know what we were getting you into.
Dvorak: I'm meeting with the Committee next week and I'm wondering if this had something to do with the meeting (inaudible).
Duffy: Jonathan...
Thompson: It's part of it but not, sort of tangential actually.
Jordahl: Yes, Charlie?
Duffy: This does go through the Economic Development. Again, Solon has done this in the past but maybe these people should be explained. It's not a give away program. After the house is fixed up, you're taxes are going up to pay for the...
Lehman: The revaluation, taxes will be reassessed.
Thompson: I think this is a program that was always available in the towns but hasn't always been available out in the county so this expands it.
Jordahl: Uh-huh.
Stutsman: Uh-huh.
Duffy: That's right, Carol.
Thompson: I don't know if this is the first year for being in the county.
Stutsman: Well and this all ties into that housing needs assessment that we did. We did that housing needs assessment so we would be able to apply for these kind of grants.
Peters: These moneys are available to people in the small incorporated areas also.
Stutsman: Uh-huh.
Duffy: About 10,000 and down I think and then in the... yes.
Peters: This is the proposed letter that I'm sorry I didn't attach to your...
Stutsman: Oh, OK. Oh is this the example of the letter of support?
Peters: Well, actually it's one that I...
Thompson: That's very nice.
Dvorak: They'll manage the grant?
Peters: Yes.
Thompson: Such a deal.
Stutsman: Also, East Central Council of Governments...
Assistant Planning and Zoning Administrator R.J. Moore: Last month I went to a meeting over at the City of Iowa City and Angela Williams was there and the City's Housing Planner and a bunch of other people came in. One of the things that came out, and I had been aware of it but I've never really focused on housing as part of my planning activities generally, one of the things I did learn there was that for funding for low to moderate income housing, whether it's rehab or siting new structures, a lot of the grant moneys that come in to be disbursed are only available for areas where they have streets and water and sewer. So to apply it in the rural area and unincorporated areas, it usually doesn't get used there because there's not a shared waste water system or (inaudible) waster water system and wells. As we discussed that, and I learned from (inaudible) about that there, I'm not sure how some of the stuff that they do will help or impact the County in the unincorporated areas. Regardless of that, I have the County on Board (inaudible) the letter of support that Angela's asking for. It's a nice thing for us to do because we do support that.
Thompson: Apparently, now that we have the housing needs assessment, we're eligible to apply for a waiver of those requirements. If the local home owners well and all of those things are in order.
Moore: Oh, OK. So maybe in some of our shared systems because we have some subdivisions that don't have individual systems, they have a shared (inaudible) waste water system or some other lagoon or whatever and shared well so they might be eligible for some of that. That's good.
Jordahl: So you didn't just skim that report, did you , Carol Thompson?
Jordahl: There's an exception to that regulation as you may note.
Thompson: I never break a rule but I always find ways to...
Jordahl: Welcome aboard. Carol read the reports.
Thompson: It was a good report.
Jordahl: Apparently she reads very well. Thanks for coming over guys. All right so I assume we will approve a letter very like this one. I don't know if we want to add some language in here about the matching funds that is referred to in the cover letter that Angela provided that says in order to meet the matching requirements, HPG activities will be coordinated with HACAP's weatherization program. It might be good to have that noted. We appreciate that coordination or something to alleviate the necessity to the County providing funds when other resources are available. That's kind of the general principal we operate under here, we're the funder of last resort.
Jordahl: So item b. Letter from Marie Devries East Central Iowa Council of Governments Solid Waste Planning Coordinator regarding a letter of support for FY 2000 waste tire grant application. We had Brad Neumann in last week to discuss this and indicate to us that the moneys were available to be applied for again. We talked about shifting the date for that. Did we take action to shift that date to June?
Peters: Actually you got a report back from Mr. Neumann that that is amenable with the City so that will be done.
Jordahl: Good. Do we need to take further action to set that date?
Peters: Not until later on.
Jordahl: OK. I hope that you will keep track of that so we do.
Peters: When we put the information out then for the County spring cleanup we'll be sure to note in there that the tires are included. Always before we had noted that they were excluded.
Jordahl: Yes we probably better put that in big print. Or like this is different from last year people. Something so people will get the message.
Duffy: And we'll have that well in advance of the days we do this. Somebody asked me already about it.
Peters: Well we can start as soon as you'd like Charlie. When would you like us to start sending information out?
Jordahl: Well what I'm thinking...
Duffy: Well flyers and things like that...
Jordahl: People who have done this last year and the year before and so forth may be expecting it to be on the same cycle so it might be good to put something out there saying we will be doing this but we're going to do it in conjunction with County cleanup. So maybe once when they expect it and once when we do it would make some sense.
Stutsman: I think a press release would be real helpful.
Duffy: If we have some flyers we can stick them up around the County...
Peters: That's what we've done in the past. It's worked rather well.
Jordahl: We've been real successful with the tire program. Ideas among other things to keep the mosquitoes from breeding in these things. So we will need to send a letter of support. We have a sample letter here if anybody wants to make any suggestions about that. Feel free to do so either now or between now and later today when I assume we'll get this thing hammered out.
Jordahl: Item C. Letter authorizing Jane Murphy of the Iowa City Area Chamber of Commerce to sign the State of Iowa claim vouchers for grant number 99-CEF-409 for the Iowa Department of Economic Development Rural Enterprise funds for health center USA grant in the amount of $45,000. This has to do with publicizing. Iowa City area and coordinating the various health services here as a species of economic development. I don't see...
Peters: Actually what they're asking for here is as you know with all other grants that you come through the State of Iowa that's your Decat, would have you... There are vouchers to be signed off on. Due to the fact that she is with the Chamber she is asking for permission that the Board write a letter saying that she has the authority to sign these claim vouchers so that she doesn't have to come in.
Stutsman: This makes sense because when we did talk about this grant and the County agreed to be the fiscal agent we did make it clear that the Chamber would do everything administratively with this grant. Basically we just get the money and have it administered through the Chamber.
Peters: If your amenable to this we'll put it on your Thursday's agenda along with the motion to sign the grant itself.
Thompson: Now how do they account to us then for the money that they spend.
Peters: They will be sending us an invoice so to say of money's before we pass the money's on to them. They will do the draw down from the State.
Stutsman: Basically this is all of their project as far as the grant and everything.
Peters: We're just asking as the fiscal agent. It's quite comparable to our CORDLAP grant. (Inaudible).
Stutsman: I think it would be good to have the Chamber come in and update us on this grant maybe a year from now or something. Because I think it is kind of exciting what they're proposing. It will be just good to see how it goes. Put that in your planner huh Carol?
Jordahl: We ought to get Carol a bigger planner.
Stutsman: No I think she does real good. She works real well with what she has.
Peters: Thanks for the vote of confidence.
Jordahl: We're very confident in you Carol.
DISCUSSION: TOWNSHIP TRUSTEE VACANCIES.
Jordahl: Discussion/action, item d, needed regarding township trustee vacancies. Noting here that Penn Township has 2 trustee vacancies. It says we can fill them by appointment. We have a recommendation from Ken Leo of Penn township may be interested but this is a point of information so if people have other persons they know living within Penn Township that might be good for that you should bring them forward.
Peters: They are in need of action as soon as possible because they only have the one Trustee and they really need another.
Stutsman: Carol for clarification if the offices of 2 trustees are vacant so then that's the only time we appoint, when there's 2 trustees from a township.
Peters: That's my understanding.
Stutsman: Not across the County but...
Peters: Just from a township. Because if they have 2 trustees then they can appoint the third. But it's my understanding that if there's 2 vacancies then that changes it.
Peters: According to Julie she says that they are wanting to have a meeting.
Stutsman: So do we put this on then for Thursday?
Peters: Well we can put it on whenever you think you have a viable candidate.
Stutsman: Oh, so we need another candidate.
Peters: No you don't need another one but if you'd like I'd me glad to contact Mr. Leo and see if he's willing to accept the appointment if that's your desire.
Jordahl: Well I think it would be a good place to start. Contact Mr. Leo and he might even know of others that would be able to serve.
Stutsman: Would this be something that we should put like with what we do with appointments for Boards and Commissions. Put in the paper saying if there's a vacancy saying if people are interested in applying. I mean how far do you want to go.
Peters: That live in Penn Township.
Stutsman: Right.
Jordahl: But that would put it in the Leader maybe, if that's still in existence.
Stutsman: Yes.
Thompson: It would open it up to more people than usually apply.
Lehman: There are 2 vacancies at the time of the fall election with no write ins or anything, no one willing to accept it apparently.
Peters: I'm not sure how this came to be, but there is only one in this town.
Duffy: There might have been a write in or 2.
Lehman: Well if we wanted to proceed by trying to recruit ourselves or maybe Johnson says we need to post something.
Peters: I'll check with elections.
Jordahl: See if they have what happened during the last election and then...
Welsh: Jonathan I think if there was a write in that person would have been elected.
Lehman: Unless they declined.
Welsh: Unless they declined.
Lehman: But you usually get one or 2. I mean if there's a spot there.
Thompson: So this is people who live outside of North Liberty in Penn Township or in North Liberty included.
Duffy: Outside of North Liberty.
Stutsman: So it's in the unincorporated areas of Penn Township. OK.
Duffy: It's mostly fence disputes.
Stutsman: Cemeteries, if there is one up there. OK. So I'm confused. We have one person who said he would agree to do it and that's Ken Leo.
Jordahl: It's a little more vague than that. It says suggested that he may be interested. And it was by someone else, the current trustee. So it's like. I'm not sure that Ken exactly jumped up and said let me do this.
Stutsman: So we need to check with Ken first of all and then we do have another one that we need to appoint. So we need to recruit.
Peters: Actually if you appoint one then those 2 can appoint.
Jordahl: We could just appoint Ken and let the 2 of them do the rest of it. Depends on which way we want to go. I kind of like the idea of advertising and getting more people involved.
Thompson: I do too. Would anything bad happen if we took the time to do that.
Peters: They just wouldn't' be able to have a meeting until that was accomplished.
Thompson: How often do they meet?
Peters: They don't meet very often but evidently there is something coming up that they need to meet and I'm not sure what that is Carol.
Lehman: Took care of the fire protection agreements and stuff like that too. Unless they have something. I don't know if they have something pressing on their agenda that they need to address with some action. I don't know.
Stutsman: So Carol has got to check with Ken Leo first.
Peters: And I'll also check with Mr. (inaudible).
Stutsman: Then maybe have this on for Thursday then if he's willing to...
Jordahl: If there' something pressing but if there's nothing pressing I think it would be a good idea to at put it in the North Liberty Leader and I don't know if we want to spend money to put it in the Press Citizen, County wide just to reach the people in Penn Township.
Stutsman: Well if we just put a press release in. We have representatives from the Press Citizen here today.
Jordahl: Do you think they might actually put that in the paper. Could be.
Stutsman: If anybody is interested in serving to submit their name to the Board.
Press Citizen Reporter Katie Callahan: What are the trustees responsible for?
Stutsman: Well fence disputes.
Jordahl: Cemeteries if any.
Stutsman: Cemeteries. They have a budget so they decide the levy for the fire departments.
Duffy: As far as cemeteries I think we have about 65 of them in this County, but you better check that out. You wouldn't' think that but there's some small private cemeteries. I know one that has one headstone out on American Legion Road and that would be classified as a cemetery.
Stutsman: Actually we have that meeting for the trustees tomorrow night explaining their duties.
Duffy: Yes. That's where you could...
Jordahl: We have meetings, all kinds of... During reports here we're going to have all kinds of meetings to report on I think. OK. So we'll find out if Mr. Leo is interested in serving and see what they've got as emergencies coming up and if they don't then we'll put something in the Leader.
Stutsman: Send out a press release.
Jordahl: Send out a press release to the Leader and the Press Citizen. OK.