|Department: Board of Supervisors|
Date: Aug 6, 2012 at 9:00 AM
|This meeting will be in the Informal Board Room on the lower level of the Jean Oxley Linn County Public Service Center, 935 Second Street SW, Cedar Rapids, Iowa.
For questions regarding the Board's agenda or meetings, contact Jan Every at 319-892-5117 or email@example.com.
PUBLIC COMMENT: 5 Minute Limit
This comment period is for the public to address topics on today’s agenda.
Presentation and funding request by Jennifer Purden, Executive Director Czech Village/New Bo Main Street Program.
Discuss new full-time Business Systems Analyst and Report Writer positions for the I.T. Department.
Discuss Premis Consulting change order for the tax system project in the amount of $83,365.00.
Discuss conference room phones in the Jean Oxley Linn County Public Service Center.
Discuss Linn County Community Service Software Procurement Executive Committee request for a professional service contract in the amount of $180,000.00 with Stern Consulting for Project Management in connection with the LCCS software implementation.
Discuss Linn County Child & Youth Development Request For Approval Of New Position for a .5 FTE Social Worker position.
Discuss new Epidemiologist position for Linn County Public Health.
Discuss Temporary Use Case TU-07-12, request by Karl Haible, owner, Palo Lions Club, applicant, for mud drags, carnival, monster truck ride, beer tent, music and fireworks on property located at 812 Iowa Avenue, Palo, during Palo Fun Days on August 17: 4 pm to midnight, and August 18: 7:00 am to midnight.
Discuss temporary easement request received from the City of Cedar Rapids regarding property near the Fillmore Building.
Discuss Linn County Investment Policy.
Discuss an Agreement for Professional Services with the Donaldson Group for a plat of survey and an application with the City of Cedar Rapids for a conditional use permit related to the construction of a parking lot at 1014 2nd Street SW and a portion of 1016 2nd Street SW in Cedar Rapids.
Garth Fagerbakke, Construction Services Manager:
1. Correctional Center Construction Project
a. Discuss construction change order number three.
PUBLIC COMMENT: 5 Minute Limit
This is an opportunity for the public to address the Board on any subject pertaining to Board business.
APPROVE PAYROLL AUTHORIZATIONS
LINN COUNTY BOARD OF SUPERVISORS
CEDAR RAPIDS, LINN COUNTY, IOWA
MONDAY, AUGUST 6, 2012 9:00 A.M.
The Board met in session at the Linn County Jean Oxley Public Service Center. Present: Chairperson Oleson, Supervisors Barron and Rogers. Absent: Vice Chairperson Harris (personal business) and Supervisor Langston (other county business). Board members voting “Aye” unless otherwise noted.
Phil Lowder, IT Dir., met with the Board to discuss two new full-time positions (Business Systems Analyst and Report Writer) for the I.T. Department. He stated that they have the need for a position that specializes in report writing. The Board will approve on Wednesday.
Phil Lowder discussed a change order from Premis Consulting for the tax system project in the amount of $83,365.00. He stated that the existing contract signed on June 30, 2010 had a 15 month clause which has expired. Lowder stated that the best case scenario for a go live date is December 2012, however, it is more likely to happen in 2013.
Supervisor Rogers questioned where the money would be paid from and Dawn Jindrich, Budget Director, stated that there are various options. There is money in the CIP fund that was increased last week or they can use fund balance.
Supervisor Rogers asked Lowder if he anticipates this being the last change order and Lowder responded that it all depends on the most recent data set sent to Manatron.
Jennifer Purden, Executive Director Czech Village/New Bo Main Street Program, gave a presentation and funding request in the amount of $17,500 from Linn County to help with the program’s operating expenses (FT staff salary, facility, program and marketing fees).
Supervisor Barron stated that they have not been able to become self-supporting as they are working with a flood damaged area and they have not gotten the businesses re-populated as quickly as they hoped. She stated that Jennifer is working on a SMID district and is in negotiations with Penford.
Supervisor Oleson asked if the county will be approached next year for funding and Supervisor Barron responded that the SMID district will be a real key component.
The Board will decide on Wednesday.
Lowder discussed a helpdesk ticket submitted by Auditor Miller requesting phones in the Public Service Center conference rooms. Lowder stated that he estimates 5 phones at $500 per phone plus ongoing line charges of $16/month.
Supervisor Barron questioned if it is necessary to have a phone in all conference rooms and Auditor Miller responded yes.
Lowder noted that staff can unplug their office phones and take to the conference room if they are needed.
The Board will discuss further on Wednesday.
Chris Carmen, Youth Services, met with the Board to discuss Linn County Community Service Software Procurement Executive Committee request for a professional service contract in the amount of $180,000.00 with Stern Consulting for Project Management in connection with the LCCS software implementation. He stated that they have two written proposals, Premis and Stern Consulting. Carmen stated that the project manager is someone the county is familiar with. County Attorney staff are reviewing the contract.
Carmen also discussed a request for a new .5 FTE Social Worker position for Linn County Child & Youth Development to provide required family services to parents at the Child Development Center. The Board will approve on Wednesday.
Pramod Dwivedi, Public Health Dir., met with the Board to discuss request for a new Epidemiologist position for Linn County Public Health. He stated that the position is not fully funded in FY 13. Additional tax dollars would need to be identified if approved.
The Board indicated that a position that is not funded needs to be approved through the budgeting process and agreed that this needs additional discussion.
Carolyn Wilson, Planning & Development, met with the Board to discuss a Temporary Use by Karl Haible to allow the Palo Lions Club to use his property for Palo Fun Days. The Board will approve on Wednesday.
Steve Estenson, Risk Manager, met with the Board to discuss a temporary easement request received from the City of Cedar Rapids regarding property near the Fillmore Building. They plan to do improvements on 5 ft. of Linn County’s property while reconstructing the storm sewer and realigning the sidewalk. The Board will approve on Wednesday.
August 6, 2012
The Board met with Steve Tucker, Finance Director and Sharon Gonzalez, County Treasurer, to discuss the Linn County Investment Policy.
Tucker stated that the Treasurer talked to him about an investment potential and during that discussion he decided it was time to update the policy. Tucker noted that the policy is still applicable and current but he wanted to put it into the policy format. He stated that he added a section that the Treasurer is not to have personal investments with banks that the county invests in. He stated that they need to look at the policy more often and the Treasurer should review it at least every 3 years. The Board will approve it on Wednesday.
Darrin Gage, Dir. of Policy & Admin., met with the Board to discuss an Agreement for Professional Services with the Donaldson Group for a plat of survey and an application with the City of Cedar Rapids for a conditional use permit related to the construction of a parking lot at 1014 2nd Street SW and a portion of 1016 2nd Street SW in Cedar Rapids.
David Carpenter of the Donaldson Group stated that because the zoning use of the property is residential, there is a process to follow for it to be approved as a parking lot.
Garth Fagerbakke, Construction Services Manager, met with the Board to
discuss construction Change Order #3 for the Correctional Center in the amount of $180,631.93. He stated that there are 65 individual items and explained those that are over $5,000.
Auditor Miller addressed the following items:
No cameras on 3rd floor of the Public Service Center – This was to be discussed at today’s board meeting, but was taken off of the agenda without talking to him.
There are cameras on all floors except 3rd floor (except the mechanical room). Mr. Fagerbakke said he didn’t know why there were no cameras when he was asked. Miller stated that he finds it interesting that the people on 3rd floor are at less risk or worth less than those on the other floors.
Prioritizing the Capital Improvement Projects – Also taken off of the agenda. He stated that $240,000 was transferred from his budgets to CIP and he would like a shot at some of the money for building automation. He understands that this has been put on hold until Garth Fagerbakke and Steve Tucker can review the projects. Miller asked when this would be back on the agenda.
Software Project Management – He stated Linn County’s projects are behind because they don’t assign a project manager. They keep doing things the same way and expect different results. He stated that they are doing it again with the LCCS software implementation and there is no reason to believe it will be on time or on budget.
Fraud Investigation – He has provided the Board information (under oath) and now the Compliance Officer (Steve Tucker) has asked for an interview with him. Miller stated that the Board needs to replace Tucker and hire an outside person who is a compliance officer. This is now 90 days after it all began.
Investment Policy – Miller stated that he doubts there is anything in the policy about the Sheriff’s and Recorder’s accounts. He has not seen the 6/30/12 report from Tucker with the balances of those accounts.
The Board received and placed on file a letter from the Czech Village New Bohemia Main Street Dist. requesting funding in the amount of $17,500.00.
Motion by Barron, seconded by Rogers to appoint John Fitch from Shive Hattery to the LCCS Advisory Board.
Adjournment at 10:02 a.m.
JOEL D. MILLER, Linn County Auditor &
Clerk to the Board of Supervisors
By Rebecca Shoop, Deputy Auditor
BRENT OLESON, Chairperson
Board of Supervisors
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