JOHNSON COUNTY IOWA BOARD OF SUPERVISORS MEETING

AGENDA TUESDAY, NOVEMBER 26, 2019

9:01 AM

Second Floor Boardroom Informal Meeting 9:01 AM

JOHNSON COUNTY ADMINISTRATION BUILDING 913 SOUTH DUBUQUE STREET

IOWA CITY, IA 52240

PHONE: 319-356-6000 www.JOHNSON-COUNTY.com

www.JOHNSONCOUNTYIA.IQM2.com

Johnson County Iowa Published: 11/25/2019 08:40 AM Page 1

MEETINGS OF THE BOARD OF SUPERVISORS

Location

Meetings are generally held in the Johnson County Administration Building Second Floor Boardroom, 913 South Dubuque Street, Iowa City, Iowa 52240. However, meeting locations do vary. Please view each agenda to confirm the correct location.

Agenda Packets

To be in compliance with Iowa Code Section 21.4, Board of Supervisors meeting agendas are posted on the bulletin board outside the Board Office a minimum of 24 hours prior to the scheduled meeting. After such time has passed, the posted agenda will not change; however, agenda packet attachments may be modified or added until the start of the meeting.

Order of Discussion

Board members reserve the right to move items from the order listed on the agenda. A person may address matters not on the agenda during the “Public Inquiries and Reports” item. Please be aware that the Board is limited in their ability to respond to such inquiries and the Iowa Code prohibits the Board from deliberating or acting on items not appearing on the agenda.

Additional Information

Supplemental documents to agenda items are public record and are attached to the online agenda packet, with the exception of those corresponding to executive sessions. Minutes of formal meetings are published in accordance with the Iowa Code.

The Board of Supervisors’ regular weekly formal and informal meetings are recorded and televised on Cable Television City Channel 4 and can be viewed via webcast on www.johnsoncountyia.iqm2.com. Assistance will be provided to those requiring accommodations for disabilities, in compliance with the Americans with Disabilities Act of 1990. Please request accommodations in advance by contacting the Administrative Assistant to the Board at 319-356-6000.

Johnson County, Iowa

Elected Officials

Chairperson Lisa Green-Douglass Vice Chairperson Rod Sullivan

Supervisor Pat Heiden Supervisor Royceann Porter

Supervisor Janelle Rettig

Attorney Janet Lyness Auditor Travis Weipert Recorder Kim Painter

Sheriff Lonny Pulkrabek Treasurer Tom Kriz

County Departments

Ambulance City Assessor Conservation

County Assessor County Case Management Emergency Management

Finance Human Resources

Information Technology Medical Examiner

Mental Health/Disability Services Physical Plant

Planning, Development, & Sustainability Public Health

SEATS Secondary Roads

Social Services Veterans Affairs

Agenda Board of Supervisors Tuesday, November 26, 2019

Johnson County Iowa Published: 11/25/2019 08:40 AM Page 2

INFORMAL MEETING - AGENDA

A. CALL TO ORDER FOLLOWING THE FORMAL MEETING

B. PUBLIC COMMENT FOR TOPICS NOT ON AGENDA (limit comments to 3 minutes)

C. PRESENTATION

1. Historic Poor Farm update by Jason Grimm, Deputy Director, Iowa Valley Resource Conservation & Development

D. ATTORNEY'S OFFICE

1. Reports and Inquiries

E. BOARD OFFICE

1. Reports and Inquiries

F. BOARD OF SUPERVISORS

1. Discuss draft Johnson County Strategic Plan January 1, 2020 to June 30, 2022

2. Discuss East Central Iowa Council of Governments contract amendment for Clear Creek Watershed Approach project to allow ECICOG costs to be drawn from project delivery budget and to set a not-to-exceed limit of $80,000 for costs claimed under project delivery, with Jennifer Fencl and Tom Gruis of ECICOG

3. Discuss state and federal legislative issues, including updates on the Urban County Coalition, pending legislation affecting Johnson County, and representation of County and Supervisor positions

4. Reports

5. Other

G. ADJOURNMENT

Johnson County Historic Poor FarmNov 20, 2019 Update

C.1.a

Packet Pg. 3

Agenda

• Historic Equipment & Tractors• Land Access Program• Landscape & Land Transition Plan• Grow Johnson County Greenhouse

C.1.a

Packet Pg. 4

Land Access Program 2020 Request for Applications – Due Nov. 15th• Received 3 applications • Will review applications with staff and make

final notice to applicants by December 6th

• New infrastructure planning – wash stations, storage container/walk in cooler, bulk compost and mulch storage

• Planning for hydrants near each post-harvest wash stations ~ $7,300

2019

2019

20202020

2020

C.1.a

Packet Pg. 5

• Grain drill, plow and hay rake have been restored by M&M repair near Wellman• Transporting Allis Chalmers G and C off site to prepare for mechanical repairs during winter

Historic Farm ImplementsC.1.a

Packet Pg. 6

Landscape & Transition Plan

Edible hedgerows with elderberries, wild plum, currants

Basswood, Cockspur Hawthorn, Chokeberry, Elderberry, Pussy Willow

C.1.a

Packet Pg. 7

Grow Johnson County

Greenhouse Construction

GJC Greenhouse

Dairy Barn

South Shed

• Installing utilities• Water (Gingerich)• Electrical (Advanced Electrical)• Gas (A1 Propane and

Buchmayer)• This week (driving posts &

constructing hoops

C.1.a

Packet Pg. 8

11/25/2019 1

Johnson County, Iowa, Strategic Plan January 1, 2020 to June 30, 2022

Objectives/priorities Strengthen the human resource of Johnson County government. (Supporting Supervisor: Lisa Green-Douglass)

Improve communications strategies and methods with Johnson County government employees and the public. (Supporting Supervisor: Rod Sullivan)

Improve opportunities for people to be able to live affordably in our community. (Supporting Supervisor: Janelle Rettig)

Increase diversity, inclusion and equity in Johnson County government across all organizational levels and positions. (Supporting Supervisor: Royceann Porter)

Maintain financial health and stability of Johnson County government. (Supporting Supervisor: Pat Heiden)

Strengthen the human resource of Johnson County government. (Supporting Supervisor: Lisa Green-Douglass) Strategy Tactics Performance indicator By when Responsible internal stakeholders Affected parties Estimated costs

Develop employee committees that are relevant and current.

Evaluate current structure and representation of internal employee committees. Create documentation detailing each committee’s mission, responsibilities and staff contacts. Evaluate budget and staff support for each committee.

Documentation of findings created and report provided to the Board of Supervisors. Documentation of findings created and report provided to the Board of Supervisors. Documentation of findings created and report provided to the Board of Supervisors.

Feb. 1, 2020 Feb. 1, 2020 Feb. 1, 2020

Internal committees Board of Supervisors Internal committees Board of Supervisors Board of Supervisors Finance Department

All departments and offices All departments and offices All departments and offices

Ensure that the employee benefits package is competitive to continue to attract and retain outstanding employees and increase employee satisfaction.

Evaluate current benefits package, including, but not limited to providing paid leave for bone marrow and organ donation, providing work-from-home options, creating a vacation buy-back program, offering more vacation and more vacation earlier, helping employees save more for retirement with an employer match, and contributing to childcare expenses or creating onsite childcare options. Explore options for providing more family-friendly employee policies and benefits and initiate a review of best practices. Evaluate family care policies. Provide direction to Human Resources Director before negotiations begin to work for an equitable contract for bargaining unit employees. Explore an option to purchase short-term disability at a reduced group rate as well

Documentation of current benefits package and additional options provided to the Board of Supervisors. Documentation of findings created and report provided to the Board of Supervisors. Documentation of findings created and report provided to the Board of Supervisors. Contracts negotiated successfully. Documentation of options provided to the Board of Supervisors.

Sept. 30, 2020 Oct. 15, 2020 Oct. 15, 2020 Dec. 1, 2020 Dec. 31, 2020

Human Resources Department Human Resources Department Human Resources Department Human Resources Unions Human Resources Department Finance Department

All departments and offices All departments and offices All departments and offices All departments and offices All departments and offices

F.1.a

Packet Pg. 9

11/25/2019 2

as additional life insurance at a discounted group rate. Revise non-bargaining merit increase system. Make merit increase fully a salary increase by eliminating brakes on the system. Allow more flexibility in rewarding outstanding work. Utilize a professional entity to conduct an employee survey every two years.

Approval of new pay plan by the Board of Supervisors. Goals of survey established by the Board of Supervisors. Survey conducted and results presented.

Jan. 30, 2020 June 1, 2021

Human Resources Department Finance Department Board of Supervisors

All departments and offices All departments and offices

Provide an employee physical work environment that increases employee collaboration, satisfaction and ability to provide excellent service to the public.

Evaluate employee workspace access to natural light. Implement space needs analysis. Provide welcoming environment to the public. Provide dedicated lactation spaces in all County buildings.

Findings and recommendations from space needs analysis provided to the Space Needs Committee and Board of Supervisors. Findings and recommendations from space needs analysis provided to the Space Needs Committee and Board of Supervisors. Findings and recommendations from space needs analysis provided to the Space Needs Committee and Board of Supervisors. Lactation spaces created in each County building.

July 1, 2020 June 30, 2022 June 30, 2022 June 30, 2022

Physical Plant Space Needs Committee Physical Plant Space Needs Committee Physical Plant Space Needs Committee Board of Supervisors Physical Plant Public Health Department

All departments and offices All departments and offices All departments and offices Employees

Create a culture of mental, emotional and physical well-being.

Evaluate current hiring process to reduce downtime when employees leave. Evaluate internal promotion process. Allow current employees to be promoted within their department without having to re-interview for their job. Strengthen payroll and time and attendance reporting processes using technology to transition from a paper-based legacy system.

Determination of which jobs require external advertising. Determination of departmental budget impact to accommodate hiring overlaps. Determination of which jobs require external advertising. Determination of departmental budget impact to accommodate hiring overlaps. Paperless time and attendance reporting system produced by the Information Technology Department.

March 1, 2020 March 1, 2020 Nov. 1, 2020

Human Resources Department Human Resources Department Information Technology Department Human Resources Department Auditor’s Office

All departments and offices All departments and offices All departments and offices

F.1.a

Packet Pg. 10

11/25/2019 3

Improve communications strategies and methods with Johnson County government employees and the public. (Supporting Supervisor: Rod Sullivan) Strategy Tactics Performance indicator By when Responsible internal stakeholders Affected parties Estimated cost

Improve and increase County’s outreach and engagement efforts.

Conduct a county-wide communications audit. Develop a monthly electronic newsletter. Investigate the development of a print newsletter to be mailed to rural residents. Investigate the creation of an outreach and engagement position to focus on both the public and employees. Conduct surveys and focus groups and create metrics to assess the effectiveness of communications efforts to County internal and external audiences. Develop an education program for employees regarding basic County information to enhance customer service.

Worked with all departments and offices to generate audit reports. Content schedule developed. Materials curated from departments and offices. Content schedule developed. Materials curated from departments and offices. Printing options researched and budget created. Job description developed and approved. Professional entity hired to conduct surveys and focus groups. Implementation of program.

June 30, 2020 June 30, 2020 June 30, 2020 Dec. 31, 2020 June 1, 2021 June 30, 2022

Communications Communications Information Technology Department All departments Communications Board of Supervisors Office Human Resources Communications Board of Supervisors Communications Human Resources Board of Supervisors

All county All county Depends Board of Supervisors Office Human Resources Communications Board of Supervisors All county

Develop interpretation and translation services access.

Develop list of resources for translation and interpretation services.

List of external resources created. Internal list of employees with language skills updated.

June 30, 2022 Communications Lisa Green-Douglass

All county

Implement assistive technologies to accommodate persons experiencing disabilities.

Consult WT Group to assess technologies that should be implemented and current resources reviewed.

Recommendations implemented. June 30, 2022 Board of Supervisors Office Human Resources

All county

F.1.a

Packet Pg. 11

11/25/2019 4

Improve opportunities for people to be able to live affordably in our community. (Supporting Supervisor: Janelle Rettig) Strategy Tactics Performance indicator By when Responsible internal stakeholders Affected parties Estimated cost

Strengthen partnerships with affordable housing stakeholders.

Evaluate options to create affordable housing on County-owned property. Evaluate the availability of low income and affordable housing in Johnson County. Lobby state agencies for more affordable housing opportunities.

Documentation of findings created and report provided to the Board of Supervisors. Documentation of findings created and report provided to the Board of Supervisors. Included in lobbying priorities.

Jan. 1, 2021 June 30, 2022 June 30, 2022

Board of Supervisors Office Social Services Department Finance Department County Attorney’s Office Planning, Development and Sustainability Department Public Health Department Board of Supervisors Office Social Services Department Finance Department County Attorney’s Office Planning, Development and Sustainability Department Public Health Department Board of Supervisors Office Social Services Department Finance Department County Attorney’s Office Planning, Development and Sustainability Department Public Health Department

Cities JCHT Tenants JCHF Elected officials JCHT ECICOG Cities MPOJC

Unknown $0 Planning intern/State/consultant with other entities

Strengthen partnerships with affordable childcare stakeholders.

Evaluate creating affordable childcare on County-owned property. Survey childcare providers regarding expansion of state childcare assistance slots. Explore opportunities to expand childcare entrepreneurial opportunities, especially with immigrant and refugee populations. Explore opportunities to increase the number of employers investing in employee childcare options. Consider an incentive program to expand the number of childcare slots in the community.

Documentation of findings created and report provided to the Board of Supervisors. Documentation of findings created and report provided to the Board of Supervisors. Documentation of findings created and report provided to the Board of Supervisors. Documentation of findings created and report provided to the Board of Supervisors. Documentation of findings created and report provided to the Board of Supervisors.

June 30, 2020 June 30, 2020 Jan. 1, 2021 Jan. 1, 2021 June 30, 2022

Board of Supervisors Office Social Services Department Board of Supervisors Office Social Services Department Planning, Development and Sustainability Department Board of Supervisors Office Social Services Department Planning, Development and Sustainability Department Board of Supervisors Office Social Services Department Planning, Development and Sustainability Department Board of Supervisors Office Social Services Department Planning, Development and Sustainability Department Finance Department

Iowa City Providers Consumers Affordable Housing Coalition Providers ICAD Chamber MPOJC Cities ICAD Chamber Cities Businesses ICAD Chamber Cities Businesses Providers

Unknown $200 $0 $200 Unknown

Strengthen economic development opportunities.

Promote small businesses and local food production as an economic driver in the County. Pursue economic development-related grant opportunities.

Communications and marketing plan created and implemented.

Jan. 1, 2021 June 30, 2022

Board of Supervisors Office Grants Coordinator Planning, Development and Sustainability Department Board of Supervisors Office Local Foods Coordinator

Farmers Consumers ICAD Departments Cities

Unknown Staff time

F.1.a

Packet Pg. 12

11/25/2019 5

Work to increase hourly wages and household income in Johnson County.

Opportunities regularly researched opportunities and communicated to appropriate departments and offices. Documentation of findings created and report provided to the Board of Supervisors.

June 30, 2022

Communications Coordinator Food Policy Council Board of Supervisors Office Planning, Development and Sustainability Department Finance Department

ECICOG ICAD Chamber MPOJC ICAD Chamber Workforce Development Cities Iowa Policy Project

Unknown

F.1.a

Packet Pg. 13

11/25/2019 6

Increase diversity, inclusion and equity in Johnson County government across all organizational levels and positions. (Supporting Supervisor: Royceann Porter) Strategy Tactics Performance indicator By when Responsible internal stakeholders Affected parties Estimated cost

Increase and retain diverse applicants and employees.

Develop annual report of applicants, interviews and hires, by race and gender, for each department. Expand the advertising and recruiting pool area to include nearby large metropolitan areas. Evaluate reimbursing travel expenses for applicants who travel here for final interviews. Evaluate and strengthen the employee diversity training program. Research mentorship programs and best practices. Research internship and training programs to increase Johnson County employment opportunities for diverse populations.

Annual report created detailing applicant information by department and progress toward achieving diversity goals included in department head performance evaluations. Report generated by Human Resources reviewing current advertising and recruiting practices and researching additional options to attract diverse candidates, and provided to the Board of Supervisors. Report generated by Human Resources regarding best practices for recruiting diverse applicants and provided to the Board of Supervisors. Recommendations developed based on participant surveys. Options researched based on best practices and trainings offered by other entities. Report created on best practices and programs and provided to the Board of Supervisors. Report created on best practices and programs and provided to the Board of Supervisors.

June 30, 2020 Jan. 1, 2021 Jan. 1, 2021 Jan. 1, 2022 June 30, 2022 June 30, 2022

Human Resources Department Human Resources Department Communications Human Resources Department Board of Supervisors Finance Department Inclusion and Equity Specialist Diversity and Inclusion Committee Inclusion and Equity Specialist Human Resources Department Inclusion and Equity Specialist Human Resources Department

All departments Future employees All departments Future employees Potential and future employees All departments All departments Potential and future employees All departments Potential and future employees

Increase diversity of membership of Johnson County boards and commissions.

Develop and implement a survey regarding board and commission member demographics.

Report generated and provided to the Board of Supervisors annually.

Aug. 1, 2020 Communications Board and commission members Potential board and commission members Staff liaisons

F.1.a

Packet Pg. 14

11/25/2019 7

Maintain financial health and stability of Johnson County government. (Supporting Supervisor: Pat Heiden) Strategy Tactics Performance indicator By when Responsible internal stakeholders Affected parties Estimated cost

Increase financial analysis of capital projects.

Create a special projects coordinator position to oversee vertical infrastructure capital projects. Encourage competitive quotes and bidding for capital projects over $10,000.

Plan for project management developed and approved. Procedural policies with language that encourages competitive quotes and bidding developed.

March 2020 June 30, 2020

Board of Supervisors Finance Department Human Resources Finance Department Board of Supervisors

All departments All departments

$96,000 $0

Create and implement an organizational procurement, purchasing, and equipment disposal policies.

Encourage competitive quotes and bidding for purchases over $10,000. Make sustainable procurement a policy. Evaluate bulk purchasing options.

Policies developed that encourage competitive quotes and bidding. Policies updated to include sustainable procurement. Bulk purchasing programs researched and documentation of findings provided to the Board of Supervisors.

July 2020 July 2020 September 2020

Finance Department Board of Supervisors Finance Department Board of Supervisors Finance Department Board of Supervisors

All departments All departments All departments

$0 $0 Unknown

Review annual budget process and research alternative budgeting practices.

Increase budget process communication and transparency with departments and offices.

Alternative budgeting practices researched. Internal communication plan developed and documentation of findings provided to the Board of Supervisors.

November 2020 November 2020

Finance Department Board of Supervisors Finance Department Department heads Communications Board of Supervisors

All departments All departments

Unknown (travel expenses) $0

Enhance transparency of annual budget process.

Evaluate communications efforts and strategy to engage public in budget process. Evaluate effectiveness of current annual budget presentation.

Evaluation completed and report presented to the Board of Supervisors. Annual budget presentation prepared and presented by the Finance department. Effectiveness of presentation evaluated.

March 2020 July 2020

Finance Department Communications Board of Supervisors Finance Department Department heads Board of Supervisors

All departments All departments Consumers

$0 $0

F.1.a

Packet Pg. 15

SUBRECIPIENT AGREEMENT BY AND BETWEEN JOHNSON COUNTY, IOWA

AND THE EAST CENTRAL IOWA COUNCIL OF GOVERNMENTS (ECICOG) FOR THE PROVISION OF ADMINISTRATIVE SERVICES TO IMPLEMENT

AN IOWA WATERSHED APPROACH PROJECT, AS FUNDED THROUGH COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM ALLOCATION FROM THE CATALOG OF

FEDERAL DOMESTIC ASSISTANCE (CFDA) # 14.27

Amendment No. 4 Contract Title: Contract for Community Development Block Grant Services (the “Contract”) Contractor: East Central Iowa Council of Governments (payments to) 700 16th Street NE, Suite 301 Cedar Rapids, IA 52402 Contract Number: 13-NDRI-007, the “CDBG Contract” Local Government: Johnson County, Iowa Contract Amount: NOT TO EXCEED $80,967.00 Effective Date: October 11, 2016 / Expiration Date: September 30, 2021 Amendment No. 1: February 13, 2017 for Budget Reduction ($80,967 to $77,217) Amendment No. 2: April 20, 2017 for Planning Services (Additional $175,000) Amendment No. 3: January 9, 2018 for update to CDBG Required Contract Provisions Amendment No. 4: ________________, 2019 for approval of ECICOG services related to specific

construction bid packets to be classified as Project Delivery and approval of an additional not-to-exceed amount of $80,000 for those services

BE IT RESOLVED BY THE PARTIES HERETO THAT prior executed contract, as entered into and amended, by and between Johnson County, Iowa and the East Central Iowa Council of Governments, as concerned with Grant Administration and Planning Services for the subject Watershed Approach Project, is hereby amended to include the addition of Project Delivery Services and an increase to the not-to-exceed figure for those services. Project Delivery Services includes the actions required to implement practices bundled as construction bid packets. These services will include but not be limited to completing environmental reviews, ensuring grant requirements are met in bidding and contracting, and monitoring contractors for Davis-Bacon and related acts compliance. The purpose of this amendment is to add project delivery tasks to the work effort initially intended to be incurred to be compensated for an additional not-to-exceed amount of $80,000 to be billed as work is performed.

[signatures on following page]

F.2.a

Packet Pg. 16

IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by their duly authorized representatives effective the ____ day of ____________________, 2019. Local Government: Contractor: Chief Elected Official Director, East Central Iowa Local Government Council of Governments Date Date

F.2.a

Packet Pg. 17

F.2.a

Packet Pg. 18

F.2.a

Packet Pg. 19

F.2.a

Packet Pg. 20

F.2.a

Packet Pg. 21

F.2.a

Packet Pg. 22

F.2.a

Packet Pg. 23

F.2.a

Packet Pg. 24