Board of Supervisors Agenda and Minutes - Regular Meeting

The meeting will start in about a minute.

I just wanted to put out a reminder that this is a short week. This is a short week, so if you have agenda items, FOR NEXT WEEK, WE NEED THEM WEDNESDAY BY NOON, WEDNESDAY BY NOON, WEDNESDAY BY NOON, BECAUSE I'M LOOKING AT YOU GUYS BECAUSE I'M LOOKING AT YOU GUYS BECAUSE I'M LOOKING AT YOU GUYS BECAUSE WE HAVE ALL THE PAYOUTS BECAUSE WE HAVE ALL THE PAYOUTS BECAUSE WE HAVE ALL THE PAYOUTS NEXT WEEK, SO WE'LL NEED THOSE NEXT WEEK, SO WE'LL NEED THOSE NEXT WEEK, SO WE'LL NEED THOSE A LITTLE BIT QUICKER THAN NORMAL. A LITTLE BIT QUICKER THAN NORMAL. A LITTLE BIT QUICKER THAN NORMAL. BECAUSE WE HAVE A LOT OF STAFF BECAUSE WE HAVE A LOT OF STAFF BECAUSE WE HAVE A LOT OF STA Okay, good morning. I'm gonna call to order the Dallas County Board of Supervisors meeting for Tuesday, June 30th, 2026. I have no changes to the agenda unless anyone else does.

Move to approve. Move to approve the agenda.

Second. Is there any discussion? All in favor say aye. Aye. Motion carries. Please join me for the Pledge of Allegiance. I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. Everybody get seated here. Open forum. Is there anyone to speak today in open forum? Sure.

Good morning. I wanted to just update you on a couple of things from the recorder's office. As of tomorrow, copies of certified vital records in our office will go up from $15 to $20. This increase does not bring any money to the county. That money is set aside by the Department of Health and Human Services for the state medical examiner's office. So that's where that money will be going. The other main reason I came here today is to let you know that tomorrow marks a big day for our office. It is the day that the contract with our previous software vendor comes to an end, so we will be celebrating tomorrow. This chapter and all the bad feelings we've had from the past three years will now come to a close, and we can move on. I'm particularly proud of how my office has handled this situation and everything we've gone through in the last three years. We came together as a team, made it through probably the hardest time that we'll ever have to face in our office, and we've made our office better and stronger. The public has seen an increase in efficiency and accuracy from our office. We strive to always look for ways to improve and keep our quality of work among the top in the state. One thing I do want to mention going forward about software vendors, I hear a lot of talk lately about, you know, counties going to countywide systems. But one thing that has been very evident to me since I've been in office, IS THAT ONE SOFTWARE MIGHT BE GOOD FOR ONE OFFICE, BUT IT'S NOT GOOD FOR ALL OFFICES. JUST A COUPLE OF EXAMPLES. WE USE OUR SOFTWARE FOR SO MUCH MORE THAN JUST A SEARCH ENGINE. TOMORROW I'LL DO MY MONTHLY BALANCING, AND IT WILL TAKE ME, I ESTIMATE, FIVE TO TEN MINUTES.

THIS PROCESS... ALL RIGHT, IF YOU'RE GOING TO HAVE CONVERSATIONS IN THE BACK OF THE ROOM, PLEASE STEP OUT.

PLEASE STEP OUT. Thank you. I apologize, Renee. This process used to take the office hours and sometimes even days if they had to stop because they couldn't find what a discrepancy, where it was coming from. So I'm very proud of that. The way we're able to update indexing mistakes from the past, rescan images that are currently not readable, and the way we're able to index faster and more accurately and are just a few things that we use our software for besides searching. Not to mention the cost. I know of counties that are a tenth of our size, and they pay what we do for our software. Small counties, some of them are forced to use a countywide system. Therefore, you know, you think that it would be less money, but it's actually not. Those small counties should not be paying what a large county is for software. I just want to thank everyone who's been with us the last three years, those who have understood what we were trying to do, those who had an open mind and came to understand what we were trying to do and do what was best for our office. Sorry, I'm trying to talk fast. Okay. I hope you've seen a great change. in our office for the past three years. And I promise you that will continue into the future. I have a great staff. I'm very proud of how hard they work. They couldn't come with me because we're so busy this morning. They work very hard for this county. I'm very proud of them and what they do. And thank you for allowing me to share in our excitement today. And I guess we're closing the chapter and moving on. So thank you. Thank you.

WAS THERE ANYONE ELSE TO SPEAK IN OPEN FORUM? OKAY, WE'LL MOVE DOWN. MOVE DOWN TO THE CONSENT AGENDA.

I MOVE APPROVAL ON THE CONSENT AGENDA. SECOND.

IS THERE ANY DISCUSSION? ALL IN FAVOR SAY AYE.

AYE.

AYE, MOTION CARRIES. AND SUPERVISORS, MINUTES FROM 6, 23, 26. MOVE APPROVAL.

SECOND.

IS THERE ANY DISCUSSION? All in favor say aye.

Aye. Aye.

Aye. Motion carries. We'll go down to payroll changes.

Good morning. First, we have a salary exception for a promotion in our attorney's office. If that is approved, we have the payroll change form for that employee for the promotion. Then we have the requisition backfilling that vacated position. Then we have another salary exception for an employee also in the attorney's office due to exceptional performance. Then we have an end of employment for an employee in the sheriff's office. We have a requisition to backfill that position. Then we have a requisition to fill a part-time position. Then we have the requisition for the assistant to the roadside biologist. We forgot to submit this, so this is just going back and completing the paperwork. Then we have an end of employment for a part-time paramedic and EMS and the requisition to backfill that position. And then finally, we have a receiving file for VA for the new part-time administrative assistant.

OK, Beth. You said that one of the payroll exceptions being requested by our county attorney was for exceptional performance. It appears it's for a promotion.

That's the first one, the second one for the second employee. And I'll let the county attorney speak to both of those. So we have two actually for two different employees, one being promoted and then one due to exceptional performance.

So the first one is a new position that the individual is being hired from within. The county set the policy that if you promote from within, you cannot bring someone in at level E. But if you hire them from without, you can. It was kind of silly. So I could fire the person and then hire them at the rate I'm asking. And that's silly. And so under policy, I'm required to come to you for the exception. had I hired somebody from without these walls, I wouldn't have had to come to you for the exception. I'd still have to come to you for the approval of the individual, but not for the exception. And so that's what that one is. On the other one, it's performance and structural. We had already done the structure part a few weeks ago. where we changed the job description for one of the management positions that this employee is in. She's an exceptional worker, has been there for a very long time. And it's not just that she's exceptional, but it also gets that position where it should be based on the job description and what she does for management. So it is budget neutral. We're talking about a couple thousand, $3,000, I believe. But it is budget neutral. So I'm asking for your vote in favor of it.

OK, thank you.

And I should say both of the requests are budget neutral.

Other questions?

I don't have any other questions. Second.

Any discussion? All in favor say aye.

Aye.

Aye. Motion carries.

Move to approve the balance of the payroll change notices as presented.

Second. Any further discussion? All in favor say aye. Aye. Motion carries. Move down to capital projects, the county attorney renovations.

Good morning. Christopher Orth with Farnsworth Group. We have a brief presentation just to articulate some of the components of our design development that we've done for the county attorney's office renovations at 902 court and some highlights of some cost-saving measures that we have proposed So based on our last presentation back in February since then we've implemented a practice courtroom at the request of the county attorney we've planned for current plus future staffing for a 30-year plan and of 42 total staff. We have a new heating and cooling system utilizing rooftop units and variable air volume controls to provide individualized room controls. We have some solar tube tubular skylights in the open office areas to bring natural light into those workspaces that are within the building. We have new furniture planned throughout. And we found out through some of our investigations that the existing roofs are suitable to be retained. There was a little bit of patch and repair work that's necessary, but the roofing contractor that took a look at that roof believes it'll last for up to another 15 years with regular maintenance on that roof. So rather than proposing to replace the roof, we're proposing that it be maintained. So that was a good finding for us in terms of budget. In the basement level, we've added a janitor and mop sink with minimal other work in the lower level. The program functions that are down there currently will be maintained. And then on the next slide, Melinda, thank you. From a budget review standpoint, Back in February, we had a very preliminary conceptual project budget of about $3.7 million. Turner's first design development estimate in late May was around $4.4 million. And so we went back to the drawing board a little bit and came up with some value engineering suggestions, cost reductions. And in total, we're back down to the 3.7 million that we had proposed previously. Of those, we reduced the quantity of door side light frames. We're utilizing a different type of sprinkler branch piping, a different type of wiring. We're using some over-the-floor raceways in lieu of cutting floor open and putting in floor boxes for some of the conference room spaces. We're minimizing line voltage lighting controls, replacing cable tray and conduit with J hooks, reducing the quantity of acoustic gypsum board, selecting a more economical carpet tile, and revising. We revised the HVAC system that we had originally planned for to a more economical version. the rooftop units and VAV, variable air volume system. So.

But you still fit, I mean, that building has had a history of issues with the HVAC.

Right. And that's the reason for replacing the system. We're going back in with new equipment other than I think the basement will be maintained with the existing unit there. But the key here is that all of the office spaces will have an individual thermostat, very similar to what we have in this building. But we're achieving that through a different system than what we have in this building. Right now, there are large zones with the rooftop units that are there today. So you have internal offices and external offices, different exposures that are all on one thermostat. And it's very hard to maintain a comfortable space You might find it comfortable, but I might be hot, or the next day I might be cold. But because each individual space will have a thermostat, they'll be able to adjust to their comfort. So I think that's a real positive that we were able to accomplish that goal and still be back within the range of where we were in our previous budgeting. So with that, I'll turn it over to Turner, unless you have any questions for me specifically.

So, Jamie Rochlow with Turner Construction. This is going to go down through our final DD deliverable. So, as Christopher mentioned, you know, we received the documents early on in May, and we went to work on them and arrived at a budget just under $4.4 million. We then met with Rob, Christopher, and then we ended up meeting with the county attorney as well and worked our way down through and ended up saving, you know, just under $700,000. Where we're at right now, you know, we're at 3,708,000 and have got more information. Melinda, if you want to pull up our deliverable. Can kind of give you an idea of how the breakdown for the work. Yes. Yep. So, if you want to scroll down to page three, We've got kind of our summary level, which is a divisional breakdown. Let me scroll up a little bit. We'll get into more of the direct work. So, you know, with it, existing space, so there's a fair amount of demolition on the interior. We're looking at this being a two-phased project. So, we've got a phase one that we'll start off with right away. And then phase two would follow that. We're looking at this being roughly nine months of construction. So we're fully expecting the county attorney to be in the space. I believe that for the most part, we're working on the west side and south side of the existing building as part of phase one. And then as we transition into phase two, we'll work our way to the northeast corner of the building, roughly speaking. If you go to the back part of our deliverable, we've kind of got our phasing strategy kind of laid out. Keep going, Melinda. Should be about right there. So this is the entrance in from the north parking. And like I said, predominantly on the west side, which we're currently in this area right now, supporting the active work that we've got going on with the courthouse and others. So it makes it easy for us to transition into this area and then we'll work our way around to the south side. What we're planning to do is essentially shift our office from upstairs to downstairs for this project. So, we'll be on the grounds carrying things forward. So, probably some of the other bigger components, you know, with regard to the cost is the finishes, you know, so we've got new walls going in and new finishes associated with that. Christopher alluded to the mechanical, so there's some additional, you know, cost or larger, that's the larger cost item along with electrical. So, the rest are, you know, fairly minor costs comparatively to those. So, again, referring back to page three of the estimate summary. We did include an alternate, which would be to add some scheduling, AV room scheduling for the conference areas. It's just over 30,000, and it could be an alternate that we carry into the bid. Into bid day and then as we bring bids To the to the Board of Supervisors You know at that point you guys can make a determination on whether you want to roll that into the scope or not Fairly straightforward alternate for us so That's kind of a high level if you've got you know we've got some contingencies Included right now Right around 400,000 in contingency. So, you know, we're still at a DD phase. I think right now we're somewhat on pause, looking to get direction from the board today to advance into or to continue forward with the design, you know, based upon what we're presenting today with this scope of work. Our goal right now would be to complete design middle of September. And we would likely begin the pre-qualification process for our bidders in mid to late August, get the documents issued around the 18th of September, and then look to take bids in early October. And then we would plan to bring our GMP amendment for the construction phase services the last Tuesday of October for action by the Board of Supervisors. So our plan right now just overall is to Design and bid and construct this project concurrently with the auditor We are right now in the process of putting together costs For the auditor project and we're looking to bring those and present those to the Board of Supervisors here in the next two three weeks but Our plan, again, for the auditor would be to pre-qualify within the same timeline, bid in the same timeline, and then get approval to proceed with the work there. And then right now we're anticipating that by the time we get the approval from the supervisors to advance work in the construction, that we're probably going through and contracting November, early December, and likely starting to work late December, early January of 2027. And then we anticipate, for instance, the work on the attorney to go from January until the end of September of 2027. And we're still working on our schedule right now for the auditor, but we'll present that out here in a couple of weeks. So through a lot of information at E3, do you have questions or do you want to dive into anything deeper?

Just a couple of questions about this value engineering. Sure. When we look at replacing the cable tray with conduit or J hooks, what does that mean?

So cable tray is a basket. They're usually 12 to 15 inches wide that's run above an acoustic ceiling. Instead of running the wiring in a cable tray, it's hung on hooks that are mounted to the wall above that ceiling. So they're bundled together and set into a hook above the ceiling. It's just a more economical way of accomplishing that. It's probably a little bit less organized in terms of the cable tray has the ability to lay those cables out a little bit more. They're going to be bundled instead of laid out. But I think it was a fairly decent cost number to go that route. So again, we were trying to get back to our target number from February, and that was one that we elected to. It doesn't really have an impact on how those cables function. it would just have a little bit of an impact when you would go to maintain those cables in the future, because they'd be bundled together in a J instead of laid out in a cable tray. But overall, the building will still function. And that was kind of the things that we were looking at from a value standpoint. We're still achieving the same building functionality. We're not really sacrificing anything aesthetically. We're taking care of something that's more infrastructure-based. Does that answer your question?

Is it going to cost more then going forward for maintenance of those cables?

I don't know that it would be a significant cost going forward. Again, if you had to go and replace a cable, it may take some additional effort. But the idea is that those cables are going to be labeled even if they're bundled together. So you should be able to find what you need in that bundle of cabling.

Then talk to me a little bit about the acoustic boards that we're going to reduce the number of those.

So we originally had the approach that we were going to use an acoustic gypsum board throughout the entirety of the office spaces, given that they're attorneys and they'll be dealing with some sensitive things. But as we talked down through it, the approach we took in this building was director level offices would have the acoustic gypsum board. And so we took that kind of, SUPERVISORY DIRECTORY LEVEL, AND I THINK WE APPLIED IT TO FOUR OFFICES, IF I RECALL CORRECTLY. AND SO THAT WAS KIND OF IN CONSULTATION WITH THE COUNTY ATTORNEY, AND THAT SEEMED LIKE AN APPROPRIATE COST-SAVING MEASURE AT THAT POINT TO DO THAT.

YOU'RE OKAY WITH THAT? YES. JUST A LITTLE MORE ON THE HVAC SYSTEM. OF COURSE, I'M NOT AN EXPERT IN THAT AREA AT ALL, Our chairman spoke earlier, we've had a problem with that system in that building. We want to make sure that we don't have these kind of problems going forward.

So again, I believe the largest issue with the current system is that you have units serving large zones on one thermostat. And that provides a very large challenge of thermal comfort for the occupants, because you have one thermostat shared by eight or 10 individuals. who each have their own definition of comfort. With this system, we're utilizing new rooftop units in the same locations where the existing ones are located. We're going to use about 50% of the existing duct work that's feeding those different offices. But then we're putting in what we call a variable air volume damper. And that allows them to modulate the air and the temperature of that air into each individual space based on their individual thermostats. So originally, we had a variable refrigerant flow system. So we were using liquid to individual units in each office. This system is more economical because, again, it's utilizing existing rooftop curbs and some of the existing ductwork. But we're still achieving that thermal comfort through individual room controls and individual variable air volume dampering in those spaces.

Yeah, and part of the problem in that building was moisture, because one office would be, like, they'd come back from lunch and everything would be damp. So I'm assuming more individualized and a better unit for the, not just the heating and cooling, but the moisture in the air.

Yeah, I think that will help with, again, maintaining that consistent temperature throughout those spaces should help with any condensation issues. Yeah, perfect.

Those are the only questions I had.

Those are good ones. On the same line, you know, when you're looking at a 30-year useful life and, like, when you put the cables and how it might need to be improved over time, it allows for those kinds of improvements economically.

We can certainly consider that cable tray as a potential alternate as well and then make a decision on bid day if that was something that you would like us to consider.

Well, that's just one example. As time goes on, there's likely to be some modifications or additions or even corrections to things so that they're easily and economically done.

Yes, yes, yeah, and again, it's it's we're utilizing that where we're above an acoustic ceiling so you still have access to those things I don't think we're we're putting ourselves in a bad position going forward It was just some more economical approaches a difference of material to make those Changes, they were smaller incremental ones. The HVAC system was the big change. But we believe that we're going to provide the kind of system that the occupants are going to want in that space. I'm trying to remember what the value of that. I think it was a couple hundred thousand dollars to the HVAC system.

So you just went back and looked after we asked you to look at that, to look at what can we get to the same point with a more economical way to do it. It wasn't sacrificing anything.

Correct. We had some options that were sacrificial, and we walked down through those with the county attorney, and he said, I really want this individual control because that really provides the thermal comfort. We were looking at different zone scenarios, and so we had, I think, a half a dozen different solutions from an HVAC standpoint, and this one was the one that saved the least, but it still got us to our budget number.

We looked at keeping an original type system. But then what's the point of doing all of this? The HVAC system in that building is terrible. And everyone here knows it because they were in it before you got into this place. So it made no sense to put all this work in and not put in. And it wasn't the Cadillac. We have not proposed the Cadillac. But we did propose a system that I think is a huge improvement. And then even in the grand scheme of things, when we were looking at going over to the proposed court building that was voted down, the savings in doing it this way and using the building that we have and we're saving almost double by using this existing building that we would have been spending if we would have gone out there. So I think when you look at the project totally and you look at the growth, this building is built for 30 years. with the suggestions of the board and the building that's attached, who knows? I mean, you could even expand further when you get past those 30 years and move into that space that's next to it. Nine, 10 court, yeah. Yeah, so it really is, I think, the most economical option. It's the best option and provides a good workspace for those who are fighting to keep people in jail.

Thank you. So what you need from us today is either a motion or a consensus to move forward.

Correct.

Well, I could give consensus.

I would have consensus, too. And then in terms of the financing, what's the

We have this planned along with the auditor's project to be paid for out of the capital fund. It's budgeted in there already.

And as Jamie described, the project will extend into the next fiscal year, probably until late September. Last billings would be probably in October at that point. Yeah. Maybe even into November. So, It's going to spread over two fiscal years.

Yes, I am. I'm giving you my consensus, too, to move forward.

Anything? You have my consensus, too. So then the other part of that is your list of owner furnish or contractor furnish and so on. So is there an amount outside of these construction dollars that the county is aware of up front that we might need to finance.

We've included a fixtures, furnishings, and equipment budget, which is really more for furniture. It does not include, you know, IT equipment. I'll just back up just a little bit.

I'm sorry. I'm going to have to stop us just in this. We have a 930 public hearing. I apologize. We're going to need to open up item 11 and 12 are kind of together on this for our public hearing for a final plant for Sugar Creek Acres. And there will be a part of that will be vacating the drainage easement for Sugar Creek. So I'm going to open up the public hearing. We'll have Samuel present and then we'll public comment. So while they're hooking up, I can ask, this is the place and the time for the public hearing as advertised on this matter. Have we received any written comments from the public? Has your office received anything?

We have received comments from two of the residents of the subdivision. Okay, great.

I'll let you present and then we can talk through all that. How about our office? Did we receive anything? No, the supervisors have not received anything.

There we go. Okay, this is a final plat of Sugar Creek Acres Plat 4. This is in Boone Township, Section 5. It's generally on the east side of Ute Avenue and north of Ashworth and adjacent and surrounded by the city of Waukee. It's about 4.78 acres.

Could we ask everyone to silence your phones if you haven't already? Thank you.

This is currently a lot within sugar Creek acres subdivision This will divide the existing lot one into two lots The proposed lot one will access Ute Avenue and is about two point two six acres and the proposed lot two is a little over two and a half acres and will access the private drive that goes through the subdivision and This is similar to Plat 2 that was approved in 2023. Similarly, that was one lot that was divided into two. And then last year in 2025, it was proposed just to the north, but was withdrawn and was never proceeded. But it would have been the same thing to split that lot into two. being within two miles of Waukee. Waukee took a look at it, and they waived their right to review. Staff has reviewed it, and it meets the standards of Chapter 40, Floodplain Ordinance Chapter 42 and 45. Our proposal is, our recommendation is twofold. We'll get into one here in just a little bit, but it'd be a resolution to vacate the existing drainage easement. On the current subdivision, the area in red is subject to a drainage easement. That drainage easement was never defined when the subdivision was plotted. It's the consensus that that was to convey the floodplain that goes through there. At that point in time, the floodplain was not mapped. It's now been mapped and is that green area that goes through. But it is an easement of record, and so the petitioner is asking that you vacate that. And the new subdivision will replace it with a smaller drainage easement that will still convey the floodplain.

So the new easement is in the blue or the green?

Is the green area.

Okay.

And then we have received some comments. Gary Hill had some general questions. And Brenda Kaiser has concerns about the existing bridge. construction equipment and additional access on the private street after we received the concerns we I reached out to Brian Loya who is the attorney for the applicant his law partner Lisa Wilson actually drafted the Existing easement that is in place for the private street and the maintenance agreement it was Mr. Loya's opinion that the proposed subdivision is consistent with the existing easement. And his client has the intention of working out a new agreement with the existing neighbors, but believes it is a separate matter and doesn't want it to hold up the subdivision.

And that bridge is one of our bridges?

No, that is a private bridge.

Private bridge, okay.

We are recommending approval of both the vacation of the existing easement and the subdivision, which will replace it with a new drainage easement.

Okay, so procedurally, do we need to abate, vacate the drainage easement first, and then approve, if we're going to approve the subdivision?

Correct.

Okay. Well, now I want to open up to questions from the board and public. Is there anyone from the public that would like to speak on this topic? Board members, do you have any other questions? Could you please go to the podium, please, sir?

My name is Gary Hill. This last statement, the sharing of the road maintenance, that satisfies my concerns. I wasn't aware of that until just now. So I don't have any objections if that occurs.

Thank you. Any other comments?

The question I would have is for the county attorney or his representative here today. In regards to the comment from the attorney that he intends to work with the neighbors to amend and contribute to maintenance. If that does not resolve satisfactorily, does it put the county in any kind of liability for approving this without that agreement in place?

I don't believe you have the same liability. It's more of a... I just want to know what the risk was, if any, for the county.

Technically, this lot does not need an easement. It has direct access to Ute Avenue, and the existing easement is entirely on this lot. And so it would just be simply crossing the association-owned bridge. That would be the primary matter.

Well, it's not so much the easement that... I'm questioning. It's the maintenance cost. Yeah. The sharing of that cost. Correct.

Okay.

Any other questions or comments from the public? Please go back to the podium. Might need to stay over there, sir.

I hope not.

Intention doesn't equal requirement, but I think it's important to protect the other property owners that have an agreement in place. Am I, the gentleman that spoke in the white shirt, who is that?

I'm the county attorney.

You're the county attorney. Does that representation mean anything or not?

Well, I can't provide you legal advice about that representation itself. I can provide the board legal advice as to whether or not there would be liability for the county, and I do not believe there would be.

Say that again. You think there would or would not be?

I do not believe there would be liability to the county if no agreement would come to fruition. The question on whether or not it's good to do it with or without, I can't weigh in on that. But in terms of whether there's liability for the county, there would not be any liability.

Okay. So the representation of the lawyer that he's going to work on this, what does that mean to the property owners out there?

You'd have to ask the lawyer.

Okay. Okay. Great. Thanks.

The resolution itself allows for a restriction or a contingency in there. Similarly, in the next resolution, you said it's kind of linked to the same topic, but the vacation drainage easement, it has a contingency in it. Should there be a contingency the first resolution along the lines of what we're talking about to ensure that there's an agreement in place for those purposes?

That's a policy decision for you. If you want to add that contingency, that's up to you.

Go to the podium, please. State your name.

My name's Brandon Balikas, and I am the owner of the land that we are subdividing. I haven't met all the neighbors yet, so it's nice to meet you. I just wanted to kind of give my agreement that we do plan on joining those maintenance agreements. I know that's not binding today, but I have been working with Brian, the attorney, to get that in place and the draft is already in the works. It's all just kind of pending the approval of the subdivision because we need that process to go through first to make sure that this will all play out before we actually join that maintenance agreement that's in place. But we do, for all intents and purposes, have full intent to join that and cover any cost related to the road as we use it with you.

Yeah, that one's actually going to be one of my questions on the next resolution. It's one of these situations maybe where the chicken and the egg question procedurally. So it may be good for us to have that contingency.

If you want to add that as a contingency, you can do it by oral motion and just make it contingent upon the parties entering into the agreement. It sounds like if everything I'm hearing is accurate, that's the intent. So I don't think that they would have an issue with you having that as a contingent.

I see the nod of the head. You're in agreement with that?

But let's go back to procedural. Do we have to vacate the, do we have to do item 12 first?

That would be the preferred route, I believe.

And then you're saying to add that under now, I'm sorry, Brad, under the first item, Under item 11, we're adding that additional verbiage to now, therefore, it is resolved. Instead of saying none as restriction, we would add that restriction there. Is that, am I understanding what you're saying? Okay, all right. Well, let's, any other public comment first? So procedurally, do we need to close the public hearing and then take up the vacation first and then the other resolution? Yes, do it.

Move to close the public hearing. Second.

Is there any discussion? All in favor say aye.

Aye. Aye.

Aye. Motion carries. So now I'm going to bring up the resolution 2026-0086, vacating the drainage easement on Sugar Creek Acres Lake, Acres Lot 1.

Do you want to make your motion?

Yeah, this is the easement. It's my understanding that we have to do item 12 and then we'll have to come back and add our, am I doing this wrong?

No.

We have to vacate that easement because the new one has a new easement in it.

Correct. The current easement is all in red. So it encompasses more or less the entire lot because the floodplain was not mapped back then. It's since been mapped. It's in the blue area. So we want to vacate the red. And then when the new final plaque gets approved, we'll have that new easement. approved with that final plat. So we've got to get rid of the underlying easement first before we do anything.

So we're jumping around just a little bit here.

Yeah, we probably should have ordered the agenda a little differently. That's okay, but it's just a matter of kind of doing some housekeeping before we can act on the plat.

But the item before us is just vacating that easement.

Just vacating the vet area.

Correct, and just the easement. And that's Resolution 86 is the vacating the easement.

I move approval of... Resolution 2026-0086. Second.

Is there any discussion? All in favor say aye.

Aye.

Aye. Motion carries. I will go back to the actual, the final plat, Resolution 2026-0085. So there is where I would offer to

add some language under the following restrictions or conditions that the landowners come up with an agreement for that.

I would keep it simple and say that it is contingent upon the parties entering into a easement. I don't know, Dave.

I would think maybe the ingress parties will engage into the ingress-egress easement through the Sugar Creek condition. I'd call it ingress-egress because that's essentially what it is.

Yeah, so subject to parties entering into an ingress, egress, easement, and just leave it at that. Agreed.

You'll help our minute taker with that, right?

The current agreement is a shared access and maintenance agreement. So I don't know if we want to use that terminology or not. That's how it's currently. I like that.

Yeah, I do too.

I'd like to include that in this resolution.

Already shall enter into a shared access agreement.

Access and maintenance agreement.

You got that over there? Okay. Okay. All right. We'll work together to get that cleaned.

I'll second the motion.

Is there any further discussion? All in favor say aye. Aye. Aye. Aye, motion carries. Okay, got everything done on those two items that we needed to. Okay, let's go back up to item eight. Christopher, was there anything else you got consensus, but was there anything else we needed to go over?

There was a question about the fixtures, furnishings, and equipment. We do have a budget in there for furniture. Beyond that, there have been some county-related IT costs that have been covered from the budgeting, but we haven't reflected those in this budget. Those are things that I think that Cliff and Rob have taken care of behind the scenes in the past. And so we haven't articulated that. And so I'm not privy to what those specific costs may be, if any. Because that's an active county building already, there may be infrastructure there that we may not need to do significant IT work to.

Yeah, typically in the past, what we've done is, once everything's finalized, we look through, see if we need to add or replace any equipment switches, batteries, things like that, any cable rack equipment. And I give a budget to Rob, and he includes that in the project as cost.

But since we've occupied that building before, there's fiber. It'd just be moving to if they need an additional plug or a plug in a different place. I know you go through the plans with that, too, with the department head.

I mean, there'll be new cabling in the project. Some things that probably aren't in there outside of that is currently are all the fiber connections come into a room in the center of the building. That will have to be relocated back downstairs into the old server room. So there'll be costs associated with that outside of what's scoped out in the project as well.

So along with that, you talk about furnishings. Is it all new furnishings, or are some of the Furnishings usable.

From a budget standpoint, yeah, we included all new.

We did. I mean, we limited the amount of furnishings. But if you walk into our space, and we've got stuff from the 1980s, I mean, my lawyers, I think, could use a new desk. Or we could come steal a desk from here.

FF and EN here is $325,970.

Correct.

And that's all in, it's all in FF?

Correct, that's based on new furniture that's comparable to what was put into this building. Right. So, similar desks.

Your stuff might not fit either, the new stuff. I mean, obviously when you have your designers come in, they get it to fit ergonomically, all the space, so you're not running into a hallway or this desk is too long and so forth and so on.

We tried to match what you put into this building. So then in that way, it would also look consistent. Each office, the way it is right now, we have had hand-me-downs from the very beginning. Every office seems to have a different type of desk, chairs that are at least 30 years old. I mean, I don't know. I mean, I'm half joking, but there are a lot of desks not being used in this building if you want to take them out of here and put them in there. I mean, if you want to save money, that might be an option.

I lived with hand-me-downs. I get it. It doesn't fit. If you're doing all this work, let's get the stuff that fits.

Well, and if we have equipment in this building that's not being used, I don't have a problem moving it to the other buildings. If it's needed in this building, we can replace it at that time.

When this building was done, we looked at furnishings only out to a five-year horizon. So if you looked in your department and you were going to hire or plan to hire staff in the next five years, we furnished it. Anything beyond that, we didn't.

So there are a fair number of offices that are not furnished in this building because they were in that five to 30-year sort of time frame.

So is that same perspective that's being proposed in this attorney's building? Again, looking at a 30-year potential.

I don't think we've talked specifically about which portions to not include, but we can certainly take that approach and look at reducing that furnishings budget as we move forward through the rest of design with that five to 30-year window.

I think it's worth taking a look at. All right, anything else for this topic today?

No, I'm good.

Good, all right, thank you.

We'll move forward, thank you.

Okay, we'll move down to Drainage District Maintenance Program. This was, they presented last week. And they're following back up.

Okay, well, good morning. My name's Tyler Buhman, got Jacob Hagan here. We're both with Agrivia. I guess I'll just do an extremely brief recap. We talked about this last week. No point in rehashing all of it. Essentially we mapped all the ditches in the county and put together a quick report about some of their different conditions and kind of added on some other ideas for preventative maintenance that the board can do. So TLDR We've got a couple different items that we discussed, and you could approve or not approve a couple different combinations of them. So to start with, we're asking for the board's approval to do a drainage district digitizing mapping project, where we would put drainage every county controlled drainage facility onto a computerized map that you could then you could have in your records add on to your beacon website things like that could be provided to the public and we estimated that cost roughly about twenty thousand dollars for us to do that came out to about two to three hundred dollars per drainage district and then building on top of that we I think it would be a very good idea for the board to direct us to come up with a tree spraying program for your open ditches, just as a preventative maintenance thing. It's a comparatively very minor expense. You would do it probably every three years. You would hire somebody to come spray all the small trees on all the open ditches, keep them from growing up big. And we would like to see that done next spring, usually springtime is a good a good convenient time for them to come do that it's when a lot of other counties do it around the state we would prepare a bid package for that just listing the different districts and how long they are and then we now have these drone videos to kind of show the conditions for any bidders what they're gonna be in for and then on top of top of that moving on as kind of a condition of doing the mapping work we are would recommend doing some tree clearing work anywhere that you have county controlled tiles crossing areas that have trees growing on top of them, because that's just kind of a maintenance It's kind of a time bomb waiting to go off for when those roots become a problem and a very expensive fix. So after doing all that mapping, we could then find those zones. Easy ones would be an example like DD 32 that we've been dealing with this spring where it goes under a bike trail. Those are areas where we would highly recommend clearing with the trees on both sides of the trail to keep them out of the tile. we would ask for board approval to if we move forward with the mapping then on top of that prepare another package that could be sent or that we would display for your review first and then you could send out to bidders again likely next year maybe this winter something like that and then last but not least was the open ditches tree clearing that is a much larger undertaking, you can kind of see how bad some of them are. Based on that expense, we think it would be wise to at least gauge, get some landowner interest first before you would move forward with something like that. And we can hold some kind of meeting or hearing with landowners to talk about that if there's any interest in that sort of thing, rather than just moving ahead with spending quite a bit of money to rip these down. We just think it'd be a good idea to get at least some landowner approval first on that. So that's kind of me rolling through those kind of four different items that we talked about last week. Any questions?

Well, no, I just have a comment. I think in my personal opinion, I think the mapping is a great idea because then we'll know what we have.

Yeah.

And then I absolutely think the tree spraying is a good idea. And then I'm just interested once you get the map digitized to come back and then I'm not, I think protecting our trail is a great idea as a first step for like digging into the tree problem. But I'd like you to come back and present, if we get approval on the mapping, to show how you're going to pinpoint that. I just think that's kind of interesting to take that to the next level. So then a landowner could use that mapping to pinpoint things on their own property. I think that could be valuable to the public to see how they could use that map, whether it's in Beacon or however, or we put it on our GIS mapping, how we're going to do that. So I... I think one and two are a good idea, and maybe three coming, and then four down the road.

Agreed, yep.

Just my personal opinion.

Yep.

I have a question on, when you talked about a bid package for tree clearing, is that coming all year? Mm-hmm.

Yes, we would I think it would be wise to break those apart Because in my opinion clearing those trees above above the tiles is kind of a no-brainer Definitely that would be the first one Yes Yes, we would essentially create a map of the whole county showing every little zone where this needs done, and then just a package with a list of where these locations are, how big they are, and then you could then send that out, request bids to complete the work.

But until we get the mapping, we won't.

Exactly.

And then you can look at it from, you know.

Yep.

And don't, what do you think about the tree spraying?

The first, yeah, because they want to spray first and then do the pinpointing.

Ditch spraying could occur right now, because we know where all your open ditches are and how long they are. That package could be prepared and ready for next springtime.

So my question in that is how big of a tree do you want them to spray?

Yeah, they'll spray whatever is sprayable, to be honest. They obviously won't touch the big stuff. It'll just kind of keep the undergrowth clear and make it less painful down the road if and when you do come down. Maybe clean out that ditch or something like that and you gotta get those big trees out of the way. It'll just save a lot of that. Yeah.

So I think today they need to know how far are we going to do the mapping and the spring or mapping spring and then the actually like looking at the bike trail and

Yes. So you could approve mapping, approve a spraying program that you direct us to come up with a bed package. Kind of ongoing. Yep. And then you could approve us to put together a report for where you may have to take down trees over tile lines, for example. Over tile lines.

Yep.

I do too. something we probably need to do for sure.

Is that your motion?

Why would move to authorize to develop a drainage district facilities mapping for Dallas County, and also develop a bid package for a spraying program for our ditches. And we're going to start in with the tree clearing of the tiles.

I think they could just create a report for that would be a great idea.

That would be a good start.

Then we can analyze it.

Yeah, you can make a decision based on that.

And then we'll have you come back and present some of that mapping once you get that done. Yep. That's my motion.

I'll second Supervisor Golightly's motion.

Discussion? All in favor say aye.

Aye.

Aye, motion carries. Got a plan? Any more direction than that?

I think we're good. Thank you.

Thank you. Okay, we'll move down to item 10, resolution for abatement of a mobile home. Item 10.

I move to adopt resolution 2026-0084.

Is there any discussion? All in favor say aye. Aye. Aye, motion carries. Okay, we'll move down to item 13, Dallas County Conservation Trails Master Plan RFP. Did I miss anything?

Good morning, Kirk Cable, Conservation Director. So I sent this memo to you, and I've sent out the RFP to you guys to review. I don't know if you had any comments. That's what I'm here for. I'm looking also for consensus to move forward with it and potentially find a board of supervisor to sit in on that steering committee. This was part of the 2027 fiscal year budget, which was included in the bike trail fund. The steps moving forward was get your consensus and then this would go in front of the Conservation Board on our next monthly meeting which would be July 14th and the RFP would be released on July 15th. And we'd be looking to get those back August 28th.

Kurt, have you guys ever done any kind of planning like this before?

Well, in your knowledge. Just our trails? No, not that I'm aware of. Yeah, we recently completed our strategic planning and facility-wide master planning, where it directed us to create a trails master plan. And talking with Dave, as well, with the countywide plan, I had talked to him and was wondering if we should wait to do this until after that. And he's like, more than likely, they're also going to say you need to create a Trails Master Plan.

CHRISTIE WOODARD- Right. And my goal with this is to help us identify the most appropriate use of budget dollars. Are we putting the money where we really need to be putting it?

MIKE PATTERSON- Correct.

And prioritizing projects.

Yes.

You have my consensus to go forward, to continue.

I would be supportive of the development of an RFP as well for the plan. And I think a good representative from the Board of Supervisors would be Chairperson Helm to serve.

It's OK. Thanks. I was going to volunteer.

No, that'd be great.

Yes. Thank you.

I would concur with all the above.

Very good. OK. Any other questions? Okay, thank you.

Thank you for your work on that. Okay, Adele Chambers Sweet Corn Festival request.

Hello, my name is Casey Wheeler. I'm with the Adel Partners Chamber of Commerce, and we are gearing up for our upcoming Sweetcorn Festival, which is Saturday, August 8th, here in downtown Adel. So we have a few requests from the board to use some county-owned lots, specifically to start off with, for our vendors to park in. These are the same lots that we requested last year, and they were of adequate size and fit everybody. So we'd like to request again court and 9th Street parking behind the election offices, 9th and Main Street parking to the east of the courthouse next to the laundromat. as well as the former Wells Fargo parking lot. Secondly, we would like to request the use of the courthouse lawn for our kids zone. We plan to place two inflatables as well as maybe some picnic tables and some family-friendly activities for our attendees to participate in. And as well as new this year, we're going to try to host a corn eating contest. We would like to request that that could be set up in the parking lots in front of this building.

You mean like on the street?

Yeah, yep.

Will you be blocking that?

Will the city be blocking the street, Court Street off? Yep, the road will be closed at Nile Kinnick and Court. It'll be barricaded there.

So Court will be closed, 9th Street will be closed, and Main will be closed. Yes, correct.

And then lastly, we are working to develop an emergency preparedness plan. And in conjunction with that plan, we would like to request that this building be used as a shelter in place for inclement weather, tornadoes, any other deemed circumstances. What does that mean, deemed circumstances? Circumstances that are out of our control, I suppose. AN ACTIVE SITUATION. OKAY. LIKE ACTIVE SHOOTER KIND OF THING.

I DID TALK TO OUR EMERGENCY MANAGEMENT. THAT ROOM DOWNSTAIRS IS NOT REALLY A STORM SHELTER. IT'S NOT SO I DON'T THINK THAT THAT AND THEY HAD SUGGESTED THE LIBRARY WHICH WAS ALREADY GOING TO BE OPEN.

YES.

SINCE WE AREN'T REALLY DEEMED It's not built as a storage shelter. And I don't think we'd have any employees. We'd have to have an employee here, too. So I'm personally, I don't think that's a good idea. But I did ask our construction, because we will still be under construction at the courthouse. I asked Chad Lane to talk about what he thought would be happening in August to help us make decisions for this.

Yeah. So obviously everyone's aware of what's been going on across the street. Um, we're aware of the requests with upcoming sweet corn days and really RV TV kind of not far behind that. And we've been engaged with Adele chamber chamber. So courthouse and everybody kind of sees we've completed the exterior waterproofing, um, the sprinkler lines that were damaged during the, uh, waterproofing activities, which we fully anticipated. have all now been rectified and completed. The sprinkler system is ready to go. We were actually planning on laying sod today. We got advised against that by the sod contractor. They said, essentially, no amount of water in this heat would be a good idea to put it down. We punt it to next week. Sod will be going in the week of 7-6, as well as I've got three, or excuse me, four identified concrete sidewalk replacement sections that were associated with the drain tiles that went out to the street that are getting replaced next week as well. So we'll be sodded, concrete replaced, watering all next week. This event's August 8th. I would think that would give the sod enough time to germinate and grow the county will you know likely mow it um and things should look good we will still have an area out on the west side of the courthouse to support third floor activity that's you know now been pushing into october for turnover so that's kind of identified right in here we'll have that fence line turned back and squared off the the wind stream will all be nice and tightened back up and we'll have our dumpster and our lift inside of there um how tall how tall is that fence is it six eight okay good because there could be ten thousand people here yeah so that's where we'll be at construction wise um i guess it would be yeah your guys's decision knowing those facts like i said sod goes the next week in concrete to replace i mean that gives you four and a half five weeks of um a chance for that to grow and take hold and get mowed by um

Thank you.

Was there some other work going on in the south lawn?

Yeah, didn't comment on that. What you're observing in the south lawn right here is some equipment that we use to hoist the seal up in the third floor. All the seal on the third floor is in the space and been installed. So that equipment's called and scheduled to be picked up this week. So that'll disappear and be gone. I think that's what you're referring to.

Well, I'm trying to recall what I was looking at or reading. Is there going to be some reseeding or some redoing of the lawn in that area as part of that?

Yeah. So, yeah, we've kind of been – we've had this area CAD zoned off, controlled access zoned to safely load up and seal the brick floor. The observed damage to the sod or the existing grass is pretty minimal. We're going to get it tuned up when our grass guys are here next week. Thankfully, you know, we haven't had any rain while they've been working, you know, for the last week and a half to do the seal up on third floor. But we'll be tuning up anything that's damaged in that area. But generally speaking, all the sod replacements happening kind of around between the exterior of the courthouse and the loop sidewalk.

And you don't believe that heavy traffic on the new sod will damage it?

How could it not?

Yeah, I mean, I would say that if it was, you know, we put it down next week and this event was the following week, yeah, I think I'd have to look at the calendar. Next week is the week of 7-6. This event is August 8th. I think you're going to have about five weeks of traffic. watering and you're probably mowing it a couple weeks in and then James will be probably mowing it weekly at that point and we can back down the irrigation schedule.

When you lay that sod, do we fence that off or we don't? We're just going to lay it and water it?

That's a good question. I would think we'll probably have some caution tape up or some cell phones maybe. At least for the first couple weeks.

What if it's 90 all next week? You're just going to keep pushing it up. Yeah, I don't. Please do. Yeah, thanks. I don't want it to down. Oh, I hope so. Okay. We're monitoring. I did send, thank you, I did send this information to Brad Bingston, our insurance company, because I just wanted them to weigh in a little bit on it. And his big concern was knowing that's an active construction area and confirmation that, which you just said with your fencing and everything, but he does have concerns with anything on the actual lawn. And I can forward this email to you about having additional certificate of insurance from the city, additional insured, some other things that I'll run by. I'm just a little concerned. I mean, he's got six things here just to have an inflatable on our yard. So I guess that sent up a red flag for me. Like, is it worth it? I don't know. I'm happy to let- Yeah, I haven't seen them. Yeah, and I didn't expect you to make a decision today. I just thought we needed to hear from- the chamber about what they wanted specifically. So, and I will, can forward these other emails to you. So I don't know if I can give you a, we can give you a total answer today. Okay. Unless you, the other board members are.

I'm not prepared to until I see.

Okay. Yeah.

Correspondence from our insurance agent.

Okay. What about the parking lots? Can we promote the parking lots for vendors?

I don't have any problem with parking lots. I'm fine with the parking lots.

Parking lots? OK. OK. We'll wait to hear on you from the rest.

And I'm a no on the building. And that wasn't really from the end. It was more about it's not really built to be an emergency shelter. And we can talk about that further next week. I'm going to put this back on for next week, just so you know. And then that'll give the time the board to. I just wanted our people here, construction people, to be up to date. Yes.

All right.

Thank you very much. Thank you. OK. So we're down to operations administration.

Finally. So as of last week, the money that we received for the American Rescue Plan Act after the COVID pandemic, so the $18 million that we received, we have fully spent it all. As I was going through and doing the reconciliation of that, I noticed that the fund that we set up for that program still had $664.56 in it. And I thought to myself, that doesn't seem right because we've spent it all. It turns out that there was one expense back in 2024 for this amount that was actually paid out of the general fund and not the actual ARPA fund. So this operating transfer is to move the money back to the general fund and then fully zero out that fund. So that's what this is.

Move to adopt resolution 2026-0087. Second.

Any discussion? All in favor say aye.

Aye.

Aye. Motion carries. Signed on.

During the budgeting process, we go through a pretty intense review of all of the departments and kind of do an estimation of how much money that they have, the departments have budgeted in their departmental budgets would be left over at the end of the year that we can identify during the budgeting process to be carried forward or assigned into the next fiscal year. When we get to the end of the year, I do another review of every budget and determine and look at what we've identified during the budgeting process to carry forward against what is actually left over and make any adjustments to those numbers as a result of that review. This is the analysis. It turned out that everything that we identified during the budgeting process was able to be carried forward. There was enough money left over in budgets to do that. After the $2.3 million, I think it is. Yeah, almost $2.4 million that we're carrying forward. The general fund will have about 3% left over. So that's, to be within 3% on a $60 million expense budget, I think is a pretty good, it's pretty good. So anyway, this is a resolution to sign the $2.3 million over into the next fiscal year. which would get credited to the budgets during the first amendment, which is typically in October. I should, one more thing. Of those 2.3, almost $2.4 million that's getting assigned forward, 1.2 of that is, we call them KPCAP dollars. That's the program that we look at large expenses that we plan to save over, say, a five-year time period. So those are dollars that would automatically get moved forward regardless during the savings process.

Like for vehicles and things like that?

Vehicles, yeah. That's the major one of them all, vehicles.

And elections does it, so we don't spike the budget in a big one.

Yes, and elections does a really good job, has for several years, to basically carry everything forward that's not spent to budget over a two-year cycle as versus just one, so it avoids spikings of the budgets.

Do you have any questions, Brian?

I don't believe so. I think we're doing a good job of being on target with our budget and where we actually come out, and everybody's kind of working together to do that.

I moved. Sorry. Yeah, I mean, I've been with the county now for going on 11 years, and it took some time, but I think the department heads are finally getting the hang of what the assigned dollars really is.

And we asked the department to go back and review, remember, and they did it and then came back with their carry-forward dollars. Yeah. Just drilling down a little bit deeper.

Yep. Move to adopt Resolution 2026-0088. Second.

Any discussion? All in favor say aye. Aye. Aye. Motion carries. down through our agenda. Is there any other business to come before the board today? This is a short week. The county is closed on Friday. Again, I'll reiterate, if you have anything for the agenda next week, you need to get it into Melinda by noon tomorrow, Wednesday, so we can get the agenda out Thursday at noon.

Move to adjourn. Second.

Is there any discussion? All in favor say aye.

Aye.

Aye. Motion carries. We are adjourned. Have a happy Fourth of July.

America 250. Lance.

I'll get those emails from the insurance company, and I did ask Rob to send to you guys.