Jordahl: Business from Carol Peters, report/update telephone voice mail.

Peters: I just wanted to let you know the meeting has been making. The RFP is almost finished. I give it one last once over. We'll have it on your Thursday's agenda for your approval to release it. The timeline that I have envisioned, well actually it's not the timeline that I have envisioned, it's the one I'm setting for. We'll release the RFP on March 29th. I'm hoping to have it completed by July 14th. This will entail, we'll end up having probably about 12 or 14 more meetings between now and then. ‘

Stutsman: Your committee?

Peters: Well we'll have to go over the request for proposals and then I requested site demonstration and we'll have a (inaudible) then we'll want to review them to see which vendors we would like to have them give us a definite onsite demonstration of a like system so we can actually go to that site, talk to the people there utilizing that and get a better idea. Of course we'll have to have some meetings deciding which one we'll recommend to the Board to approve.

Jordahl: This is distinct from your consultant to try to make our utilization of our current phone system more efficient is that correct?

Peters: Right and to recoup moneys that perhaps we have been overcharged in the last year.

Jordahl: Couldn't we all use that.

Peters: Just another day for County government. I did find a place where before the implementation of the contract we'll be able to recoup about $3,000.

Jordahl: You're too modest Carol.

Peters: Well I haven't got it in my hand yet.

Thompson: You've done a lot of work on this. If anything would get us a good phone system, you've got a plan here.

Peters: I do want to say I really appreciate Carol Thompson taking the time to look over the RFP.

Jordahl: Well there you go.

Duffy: 2 Carol's.

Jordahl: Good stuff happening in County government.

Peters: The committee is very good. I really appreciate the department heads reading it over and getting back to me with items of concern so it has been approved.

Jordahl: With regard to the voicemail it has been kind of a principal that we've been operating under that when you call Johnson County you're still going to get a person on the end of the phone.

Peters: It's written so that it envisions the usage much like DHS has where when you call. If you were calling this office you would call the 6000 number you would definitely get a human being but would also have 2, maybe 3 lines what we call back door numbers where people that we really don't want to talk to a staff person or anybody else we can access them directly.

Jordahl: Then if your not there the voice mail may pick up.

Peters: Right.

Thompson: And if we don't give them your extension number they can't call you so you still have your privacy.

Peters: It will be a recording that will come on and say you have reached Johnson County please enter the extension number of the person you want. If you don't have it there will be a menu where you can punch in the first 3 letters of a person's name. C A R, Carol Thompson is...

Jordahl: When would you get that.

Thompson: Your going to give them yours. We're going to give everybody yours Carol.

Jordahl: Yes, I guess put them through a 5 minute routine and get one number.

Peters: That's for the back door, so to say. That's the one for anybody wants to access you directly, does not want to talk to a staff person, they can just punch in your extension or your voice mail box. (Inaudible) get your voice mail recording.

Jordahl: Uh-huh. OK. Well, questions, comments? Silence reigns. Other?

Peters: Nothing at this time. Thank-you.

Jordahl: Business from the Board of Supervisors, item a, voluntary annexations from the city of Coralville submitted on March 17th. Rick you've got an aerial photo, huh?

Dvorak: Yes, when I figured out what this was on the agenda I grabbed an aerial photo real quick. And I can answer some of the (inaudible) questions and I can identify location. If the Board chooses I can also get Rich Ross or one of his representatives from Coralville to come in and give you additional answers if I can't answer most of the questions. Basically, it doesn't appear to have any impact on the county.

Stutsman: Are far as roads?

Dvorak: Yes. It's basically, here is... I've got donors' needs here too.

Thompson: This little piece right here?

Jordahl: Looks like.

Dvorak: It's the coop. Pretty much all the coop has all this stuff here. What they're proposing, and this is the railroad, this is Highway 6, and this is the back way into it.

Lehman: Urban express.

Dvorak: Generally all they're doing, it appears to me from the information I've got is that they just want to... I think this is going to be expanded, the coop.

Jordahl: Corn pillage?

Dvorak: The information we've received and identified with the use (inaudible) just identify the location. It's right behind where the coop is now so I would assume it's a continuation of that system. Exhaust all their area here. In this area they did discuss with me about expanding and some of the zoning issues and so on and they chose just to go to Coralville because they could get light service.

Stutsman: Is this is Coralville?

Lehman: No. Just the north side of the tracks.

Dvorak: Just the north side of the road is in Coralville.

Stutsman: Oh, OK.

Lehman: I talked with the manager of the Consumer's Coop this morning and he said they have no plans to expand. Apparently there's a sewer coming through this particular property. Some of the other property out to trees owned by like South Gate and one other...

Dvorak: Glasgow's.

Lehman: Yes, they're thinking maybe that whole area later this fall and the coop property could be annexed in. But the manager of the coop had no idea why this guy wants the 13 acres at this time. He said there wasn't anything he was going to do...

Dvorak: I'm sure he's in preparation for that.

Lehman: Well there's probably something or easement where they want to come through with a sewer, and it's all right, in conjunction with that. We want annexation now and maybe some other stipulation. I guess they're going to square it off where it's going to take care of that whole big triangle.

Stutsman: This here?

Lehman: Yes. Well, going out to 380.

Jordahl: Yes, is this part of Coralville's road plan? To come all the way to the 380 corner over here?

Dvorak: Yes. In fact I thought, until I got this, that it already was annexed.

Stutsman: Well yes, it seems like it makes sense just to.

Lehman: Just north of the railroad tracks.

Dvorak: They've got everything north of the railroad tracks. I assume that this is the beginning of taking areas out of the railroad tracks. And they're not, as I said before, they're not impacting the county from the state highway. All this is already in the city.

Lehman: This sounds like this fall maybe it would go all the way out to 3.

Stutsman: Well, that's what Tiffin said they were going to do.

Duffy: How much has Coralville annexed lately out there? How many acres are we talking about?

Dvorak: A little over 2,000 acres.

Duffy: 2,000 acres?

Dvorak: I think, wasn't that large one that they did north (inaudible).

Stutsman: Yes.

Jordahl: Yes, that was more north. This is south-west here.

Duffy: 1,000 from Tiffin, there's 3,000 acres. Some of it's the best farmland we've got in the county. That's kind of stuff's going to be stopped by the way before...

Stutsman: And I think probably that's why we're seeing a lot of this happening right now is I think...

Dvorak: Some of the legislation I've been reading recently I think that is true because they're talking about pretty just stopping all annexations for about 2 years was it?

Jordahl: Yes, I don't know.

Lehman: But this particular one won't have any impact on our roads. It's a private railroad crossing, it's going to have to be improved by whoever want to use it. It's basically a sand hill around the...

Dvorak: Anything Coralville's built there (inaudible).

Jordahl: What's the story on crossing a railroad? Do you have to get permission to do that?

Stutsman: I don't know.

Peters: Excuse me, this voluntary annexation is not on the agenda for discussion. It's on for your information. This discussion is for (inaudible).

Jordahl: OK, thank-you for that constraint Carol.

Peters: I'm sorry.

Jordahl: FYI, we are officially I'd here.

Peters: If you want we can change that from now on when we put them on to be addressed as a discussion.

Stutsman: I think that would be a good idea. Yes.

Jordahl: Yes.

Stutsman: Yes. And then that way if we want to discuss it we can. We have that legal.

Peters: Well, this is one of those evolving agenda items.

Jordahl: Now, speaking of which we had Karin Franklin come in and talk to us about an Iowa City annexation and now here we've got a Coralville annexation and we don't have Coralville.

Dvorak: Well in this particular case, as I said when I presented this to you, if you need to have them come back, I didn't think at least from what I saw anyway, there was much need because they're going to have no impact on the county. If you disagree then I would be more than happy to come back.

Jordahl: I'm just asking what the plan is. And it seems like the plan is to be rational.

Dvorak: Well from the information I received...

Stutsman: Or go with the flow.

Thompson: (Inaudible) you.

Peters: Now with being a plan is to go with what you say Rick.

Dvorak: Right, and as the letter... I received a letter from Pat saying I'm supposed to be more attentive to the annexations and bring them to your attention. And I felt it's easier for me to preface it where I thought it needed annexation. I asked you, should I have Karin come in. You agreed, yes you should. So I work in that direction instead of wasting Coralville's time possibly. If you disagree, then I'll have them come in.

Stutsman: Well, and that's what we did with Tiffin's ...

Jordahl: Tiffin.

Stutsman: Thank-you, annexation. We had it on discussion. We had a lot of questions so then we asked them to come in and then clarify some of those issues. I guess I would...

Dvorak: I guess I thought I was supposed to screen them a little bit.

Stutsman: And I would just as soon do that too rather than taking up Coralville people's time if we don't have any questions. And it seems like this one.

Jordahl: But in Tiffin's case there were questions.

Stutsman: There were questions.

Jordahl: A letter had been sent by Rick to the mayor of Tiffin and it had not been responded to. Maybe instead of sending a letter we just ask them to come in and talk about the request.

Stutsman: We are imperial.

Jordahl: We get on our knees.

Stutsman: I'll never get over that one.

Jordahl: Get on our knees and suggest.

Stutsman: Forever ingrained in my mind.

Dvorak: That (inaudible).

Stutsman: Yes, where did he go? I was trying to tell Mike this morning. McLeod. That's right.

Dvorak: A planning position for McLeod.

Stutsman: Because Mike was asking me this morning and I said I knew he went someplace else but I couldn't remember where he went.

Duffy: Who are we talking about?

Jordahl: Mike Singer.

Thompson: Mike Singer from (inaudible).

Duffy: There's a note on here.

Jordahl: I got something else in the mail from Mike Singer here too.

Dvorak: It's a letter.

Stutsman: What was it?

Duffy: (inaudible) energetic.

Lehman: On that TIF from...

Jordahl: Yes, item's TIF. That's an interesting question.

Lehman: His name's on that.

Dvorak: That'll be a discussion we'll have to have at some point in time.

Stutsman: Yes, I think so too. I have questions.

Lehman: His name was on that bottom?

Jordahl: Yes, yes, that's what I'm saying.

Lehman: I was trying to figure out.

Stutsman: So for right now we'll just put these on for discussion and then if we have questions then we'll just have him come back in. I think that's a good way to do it.

Dvorak: (Inaudible).

Jordahl: Uh-huh. Unless you know in advance that this thing is controversial. Obviously there's going to be questions then I don't think there's any reason to have this drag on for 2 meetings. Especially since it may be a question of timeliness in getting the City Development Board if we actually object to something.

Stutsman: Yes, good.

Dvorak: We'll go try this. As Carol said, we're trying to create a plan.

Jordahl: A system, a pattern.

Peters: We'll get this out one way or the other.

Stutsman: We will. We're evolving Mike.

Jordahl: I invite you to recommend ways of doing it better.

Dvorak: I think this will be the beginning of a good way. OK.

Thompson: Thank-you.

Dvorak: Thank-you.

Jordahl: Yes, we've got minutes received. What did you like? Go say something.

Stutsman: I like issuing those imperial edicts.

Jordahl: Maybe we should have a form for that. Kind of like a resolution.

Lehman: It got results.

Jordahl: Edict, from the Board of Supervisors.

Thompson: A gold stamp on it at least. Maybe a little red tape attached.

Jordahl: Ribbons and yes. We could have a courier who we put on horseback. A trumpet and stuff.

Stutsman: The Board has spoken.

Jordahl: The Board is giddy.

Lehman: Should we send a white knight or a jester?

Jordahl: Both. Balance, balance. All right.

Jordahl: Minutes received. Mid-Eastern Iowa Community Mental Health Center Board of Directors, Johnson County Council of Governments Urbanized Area Policy Board, Hawkeye Area Community Action Program, Johnson County Board of Health, Nutrition Board, Transitional Empowerment Board, East-Central Council of Governments, and the Communication's Committee. All on file here if you, or members of the public or members of the Board want to review those. Reports. We don't have anything else up here? It seems like such a long agenda maybe we skipped something.

Stutsman: A work session on that strategic planning review draft changes. Maybe we should go to that. It means that we're going to present that to the department heads this afternoon?

Jordahl: OK. Yes, we ought to be able to cover that in what?

Stutsman: 5 minutes.

Jordahl: 5 minutes and 15 seconds don't you think. Or we can... All right then. Let's move on to the work session, strategic planning review draft changes.

Thompson said this revision of the Strategic Planning draft document should be ready to submit to the Department Heads. The Board made minor editing changes to the Strategic Planning draft document.

Jordahl suggested the Board look at 2 year budgeting. Duffy and Stutsman said it was worth talking about. Stutsman said it should be something the Financial Committee looks at.

Jordahl: I don't suppose we want to spend a lot of time with reports.

Stutsman: No.

Jordahl: Mike, you have a report?

Lehman: The only thing I was thinking was the Township Trustees. That's something we want to get on for Thursday. We've got 3. We want to get that settled.

Peters: We can have it on for Thursday.

Lehman: OK, just for follow up.

Peters: I'm not sure what procedure you'll want to use.

Lehman: I think we have 3 candidates and 2 openings right now. We can take care of that before they lose interest.

Stutsman: In view of the fact that we've got a 1:30 meeting, I think we ought to dispense with reports.

Duffy: I've got one fast one.

Jordahl: Yes.

Duffy: We held a fireman's breakfast up there in Tiffin.

Jordahl: Yes, and we had some jam from the orchard down there south of Interstate 80 too.

Jordahl: I got a couple of items that should be addresses real quick. One is I got a letter here from Ernie last week asking us to make the arrangements for the first meeting of the 28E Agreement Committee. We have, if I recall correctly, delegated Carol and I to serve.

Stutsman: Pat White.

Jordahl: And Pat, right. Pat being on vacation, I think maybe we need to correlate our first meeting with Pat's return.

Thompson: So we don't have a date yet?

Jordahl: So we'll talk to his office and get that done. Thursday night we have this meeting for trails planning. Carol asked about an agenda for that and wondered whether it was to be a meeting of the Board of Supervisors, or in some sense, simply a meeting. What is its status? We have Tom Dunbar working for the Department of Transportation under a grant for us as Johnson County so it's a Johnson County meeting but is it a Supervisor's meeting or what exactly is it? It's a planning meeting. How should this be agenda'd.

Duffy: We're kind of filled up on Thursday, aren't we?

Stutsman: I've got 3 meetings on Thursday so I don't know if (inaudible).

Jordahl: Yes, I don't see it as a Supervisor's meeting. I'm just kind of asking for guidance here.

Duffy: (Inaudible) report.

Stutsman: So we don't need an agenda? Is that what we're saying?

Peters: Well if there's going to be 3 of you there, if 3 of you are planning to go, I think you need to go back to the drawing board and have it as a Board of Supervisors meeting. I'm just fearful of the open meetings. I wouldn't just like to give the perception to anybody...

Jordahl: Right.

Stutsman: I will not be able to go to that meeting until after 8 so I doubt if I'll be there.

Lehman: I won't be able to attend.

Thompson: I wasn't planning to go either.

Jordahl: Carol wasn't planning. Mike?

Lehman: I'll be attending. OK, I'll be there.

Thompson: So there you are. There's 2 of you.

Jordahl: And Charlie, you've been a supporter of trails for a long time so you'll be there, won't you?

Duffy: You can't be there? I don't know if I'll be back from Cedar Rapids. I have another meeting...

Jordahl: Won't you? I'd sure like to have your input. 7 o'clock here.

Stutsman: OK, so we don't need an agenda.

Jordahl: So it doesn't need to be a Board meeting.

Duffy: (Inaudible) we were tied up.

Jordahl: This will be an informal thing with Tom Dunbar, kind of getting started.

Peters: So it will be your meeting.

Jordahl: I guess it will be my meeting.

Peters: OK, thank you.

Thompson: I just have one thing.

Duffy: What time is that, 7?

Jordahl: 7 o'clock Thursday. Carol?

Thompson: The Housing Committee met and decided that our first priority should be rehab on owner-occupied housing, which was the first suggestion in her report. That does require a permanent appointment of a task force. We recommended some additional names. Should I put that on the agenda for Thursday, to continue the task force with the additional people?

Jordahl: I think maybe be should have discussion of it first on Tuesday.

Stutsman: Yes, on Tuesday.

Thompson: OK.

Jordahl: Do we need to... if we say with additional people, we maybe need to advertise or something.

Thompson: It was specific people that they added.

Jordahl: OK, we can discuss that on Tuesday.

Thompson: Address different...

Jordahl: All right, we have a meeting out at Kent Park at 1:30 with the department heads talking about the budget process and compensatory time process, human resource function and looking forward to strategic planning, reviewing the County-wide mission statement and looking forward to a meeting on March 31st to do departmental strategic planning. You all are welcome to attend. It's a public meeting at the Kent Park Conservation Education Center, which is all the way... if you keep going through Kent Park, just keep turning right, except into a camp ground and you'll be there at 1:30.

Thompson: It is worth seeing. It's a nice building.

Jordahl: Ready to adjourn? (Inaudible).

Conger: What's the status on the resolution on the GIS proposed February 23rd?

Jordahl: The GIS Needs Assessment RFP...

Conger: I'm talking about the resolution.

Jordahl: I understand.

Conger: (Inaudible).

Jordahl: Yes, the GIS RFP Committee met again yesterday and they are going to meet, I think, one more time to finalize the thing to then send it on to the... I think what they hoped was a joint meeting of the GIS Committee and the Computer Committee to make a referral to the Board and incorporate within that there is the request that the needs assessment be conducted with an eye toward the County's decision to have a central GIS Coordinator responsible to the Board. Then as that comes forward, we'll have a memorandum from the Computer Committee noting that they had earlier voted on that. It's just coming in a formal form to the Board. At that time it will be an occasion for the Board to review both issues.

Conger: So you're not planning at this point to pass a resolution?

Jordahl: There's no reason we couldn't pass that resolution in response to the Computer Committee's recommendation. We just don't have it in writing. We felt we'd be better off to have it...

Conger: It is in writing. It is in writing. I think you even wrote it, didn't you? It came out to us on email.

Jordahl: Oh, the resolution, yes. But we...

Conger: I was asking about the status of this.

Jordahl: That is in (inaudible) until we have something in writing from the County Computer Committee recommending it to the Board.

Conger: OK, do they understand that?

Jordahl: Yes, I think so.

Conger: OK. Secondly, I'm wondering what the status of the Employee Computer Purchase is.

Stutsman: The subcommittee had a final meeting last week, or the week before, and we have made a number of changes to the contracts and the forms. We had to send that back to Pat White so it's in review at Pat White's office.

Conger: Do you have any time line for that for how soon it's going to be able to...

Stutsman: Carol, Pat's on vacation for...

Peters: Pat's on vacation but I did ask him if he could put that towards the top because it's basically a review. There were changes made but I think it was the feeling of the Committees that they weren't that substantial.

Stutsman: Right.

Peters: They just kind of wanted validation that we were on the right track.

Stutsman: So was Pat reviewing it or had it been asked that he delegate that to someone else?

Peters: I just gave it to Pat. I didn't ask if he was going to delegate it to another person.

Conger: Thanks.

Stutsman: So hopefully when we get that back from Pat we're ready to move. I think we've made all the revisions in forms and contracts. We'll be ready to move to the next step, which will be the computer fair.

Jordahl: Which should be fun. Thank you for your continuing interest and vigilance.

Stutsman: We'll follow up with Pat when he gets back from vacation to keep on track with that.

Jordahl: All right then, comments? Pat, you've been very good. I mean quiet.

League of Women Voters Pat Jensen: I know you guys need to eat.

Jordahl: Yes, yes. We are ready to adjourn.

Recessed at 12:19 p.m.; reconvened on March 25, 1999 at 10:40 a.m.

(Continued in Part 4)