Meeting Information
-Convene
-Pledge of Allegiance
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders
(b) Consider approval of 2005 Phase Delineation Chart (Marion Johnson)
REGULAR AGENDA
(2) Consider approval of resolution petitioning the Kansas Association of Counties for an amendment to its Bylaws, creating a Legislative Policy Committee and establishing the purpose and membership thereof (Craig Weinaug)
(3) Consider approval of final LRTC document (Craig Weinaug)
(4) Consider approval of Community Corrections Evaluation Summary FY2004 Year-End Report of Outcomes (Ron Stegall/Shannon Murphy)
(5) Consider recommendations for wireless E911 equipment and service purchases, and to authorize chairman to sign letters requesting service from cell phone companies for wireless E911 service.
(6) Consider proposed approach to revising minimum frontage requirements (Keith Browning)
(7) CIP Discussion (Pam Madl)
(8) Consider approval of Jail Renovation - Contract for Architectural Services (Pam Madl)Jones called the meeting to order at 8:33 A.M. on Monday, September 20, 2004 with all members present. The Pledge of Allegiance was recited.
CONSENT AGENDA 09-20-04
Johnson moved approval of the following Consent Agenda:
- Note receipt of Fee Reports for the month of August 2004; and
- Approve 2005 Phase Delineation Chart.
Motion was seconded by Jones and carried unanimously.
SHERIFF & AGREEMENTS 09-20-04
Jones made a motion to waive the bid requirement of the Purchasing Policy and approve the Contract for Architectural Services with Dan Rowe, Treanor Architects, P.A., for renovation of the work release pod into a secure pod in the amount of $20,276. Motion was seconded by Johnson and carried unanimously.
MISCELLANEOUS 09-20-04
Jones made a motion to approve the final Lawrence Regional Technology Center documents regarding the Proposal for the Purchase of an Incubator Building. Motion was seconded by McElhaney and carried unanimously.
MISCELLANEOUS 09-20-04
The Board discussed a proposed resolution petitioning the Kansas Association of Counties for an amendment to its Bylaws, creating a Legislative Policy Committee and establishing the purpose and membership thereof via conference call with Jerry Carson, Labette County Commissioner. Carson explained that at their meeting in May, the Kansas County Commissioners Association (KCCA) created a KCCA Visioning Committee which was charged to formulate recommendations on how to strengthen the role of county commissioners in decision making in the Kansas Association of Counties (KAC) organization. The Committee ultimately decided the essential first step is to strengthen commissioners' role in the development of the KAC Legislative Policy Statement. The Committee recommends an amendment to the KAC Bylaws that will accomplish this objective. The amendment would:
- authorize in the KAC Bylaws creation of a standing 12-person Legislative Policy Committee (current KAC Bylaws are silent concerning any legislative policy committee);
- specify size and composition of the Legislative Policy Committee so that county commissioners hold a majority of the seats on the committee as follows:
- six commissioners on the KAC Governing Board, or their designees, representing the Northwest, North Central, Northeast, Southwest, South Central, and Southeast districts;
- the president and vice-president of the Kansas County Commissioners Association, or their designees;
- one county clerk, one county treasurer, one register of deeds and one sheriff, each selected by his or her respective affiliate association;
- invite each of the KAC's other associate and affiliate members not otherwise on the Legislative Policy Committee, to designate one ex- officio committee member;
- develop and recommend an annual Legislative Policy Statement for presentation to the KAC membership for its consideration and adoption at the KAC Annual Meeting; and
- adopt legislative position statements on topics not addressed in the Legislative Policy Statement and which arise during the legislative session. Such positions shall have the same full force and effect as if they had been adopted by the membership.
Carson asked for the Board's support of this amendment.
Jones stated he had heard rumors that if this amendment was passed, the register of deeds, treasurers, and sheriffs would consider pulling out of the KAC. Carson responded this would represent about a 5% decrease in attendance. He also stated that he hoped that once emotions died down, they would reconsider.
Jones asked how many other counties had passed the resolution. Carson's response was that eight (8) counties have definitely said they would not pass the resolution; approximately fifty-three (53) have indicated they would support it, and another nine (9) have indicated they were in the process of consideration.
Keith Browning, Director of Public Works/County Engineer, stated that the Kansas County Highway Association did not support the amendment.
Pat Wells, Treasurer, stated there was a very good chance the Treasurer's Association would withdraw from the KAC if the amendment passed.
Kay Pesnell, Register of Deeds, stated the Register of Deeds Association was also not supportive of the amendment.
Jones stated he was inclined to submit a letter expressing various concerns.
Johnson stated he would prefer not to act on the amendment.
McElhaney was also supportive of tabling a decision.
Jones suggested the Board table this item and think about delegating a Commissioner to vote at the KAC Annual Meeting in November. No action was taken.
COMMUNITY CORRECTIONS 09-20-04
The Board discussed the Community Corrections Evaluation Summary Year-End Report of Outcomes for Fiscal Year 2004. Ron Stegall, Director, introduced Shannon Murphy, Assistant Director, who conducted a brief presentation. Jones made a motion to approve the Summary; Johnson seconded and the motion carried unanimously.
EMERGENCY COMMUNICATIONS 09-20-04
The Board discussed implementation of cellular telephone enhanced 911 services in Douglas County. Jim Denney, Director of Emergency Communications, was present for the discussion. Denney explained there are three major steps to begin the implementation of the cellular telephone enhanced 911 services in Douglas County:
- Purchase of necessary equipment and software from our 911 phone switch provider -- Nine One One, Inc. A waiver of the Douglas County bidding process is indicated as this company is the sole provider of equipment and software for our existing 911 phone switch and can provide upgrades sufficient to enable cell enhanced 911 at a cost ranging from $6,385 to $89,362 depending on options selected. A fair bid situation would likely necessitate total replacement of our 911 system with a cost of $250,000+. This order must be placed before the next two steps can be undertaken (in accordance with FCC Regulation Section 20.18(j) and Docket Number 94-102). Consideration should be given at this point whether additional upgrading is done which would extend the usable life of our existing switch and allow the increase of the number of incoming 911 lines;
- Official letters of request for cellular enhanced 911 service sent to all six (6) cell phone companies doing business in and near Douglas County (in accordance with FCC Regulation Section 20.18(j)). These letters will start a "six month clock" indicating the deadline for these companies to provide the data stream to our phone switch. Subsequent to these letters being received, each company will proffer a contract for provision of this date. The contract will include data format agreement and non-disclosure of proprietary information agreements. At this time no cash or cost will be involved.
- Notification letter sent to SBC indicating the Douglas County has requested enhanced cell phone services from cell companies in and near Douglas County and certifying the population served by the Douglas County 911 Center. This will result in an initial fee billing from SBC of $210.56 per 1000 certified population. ($21,477 @ 102,000) and a monthly bill thereafter of $9.59 per 1000 certified population ($978.18 @ 102,000). Should the Board accept the recommendation including two additional 911 incoming lines, the order should be placed at this time at a cost of $716 for installation of both lines and $121.50 per month thereafter.
Nine One One, Inc., has supplied the following quotes for the upgrade. They have provided several options as summarized below:
- Minimum upgrade cost -- $6,385
- Software, firmware and mapping port upgrade to the existing system enabling it to process enhanced 911 cell phone data.
- Suggested additional upgrade to switch -- $30,777
- Current switch is out of warranty and the current configuration will require replacement of the entire system in 3-5 years at a cost of $250,000+ with no interim expansion capability.
- In addition to software, firmware and mapping port upgrades indicated above, this upgrade will replace the "brain" of our 911 switch.
- Replacement of the 911 switch "brain" begins a new 5 year warranty period and replacement of the entire 911 system should be in 5-7 years instead of 3-5 years.
- Will allow installation of up to 4 additional incoming 911 lines. Successful implementations of cell phone enhanced 911 at other 911 centers have shown to be best achieved with the addition of incoming 911 lines.
- In Douglas County, an additional 2 lines are recommended. An additional 2 lines incur an additional cost from SBC of $716 installation and $121.50 per month. These SBC costs are not included in the $30,777 above.
- Suggested additional upgrades to workstations -- $52,200
- Replace all 6 dispatcher telephone work stations. The computers at these work stations are out of warranty and utilize an outdated windows format.
- Replacement would begin a new 1 year equipment warranty and an upgrade to Windows XP.
- Telephone instruments connected to each work station are out of production and cannot be replaced. Operation of the 911 position d s not require the telephone instruments. These instruments are used in normal operation to compensate for the less user friendly aspects of the computer program and are a back-up in case of computer screen failure.
- Replacement of instruments would begin a new 1 year warranty with current production instruments.
- New work stations would provide a more user friendly environment.
Denney explained that the Douglas County 911 Advisory Board strongly recommends the purchase of both the minimum upgrade at a cost of $6,385 and the suggested additional upgrade to the telephone switch at a cost of $30,777 at this time to best insure successful implementation of enhanced cellular 911. Purchase of the workstation upgrades at a cost of $52,200 is also recommended to further extend the usable life of the existing system.
Jones questioned why the workstation upgrades shouldn't wait until projected revenue figures are more concrete.
Denney explained that if it is upgraded now, there would be no extra installation costs and would ensure use of all enhancements.
Ron Olin, City of Lawrence Police Chief, spoke in favor of all three (3) upgrades.
Johnson made a motion to waive the bidding process of the Purchasing Policy and authorize the upgrades outlined above in the amount of $89,362 to be provided by Nine One One, Inc., and authorize the Chair to affix his signature on letters requesting service from cell phone companies for wireless E911 service. Motion was seconded by Jones and carried unanimously.
PUBLIC WORKS 09-20-04
The Board discussed proposed approach to revising minimum frontage requirements for house entrances. Keith Browning, Director of Public Works/County Engineer, and Linda Finger, Director of the Lawrence-Douglas County Metropolitan Planning Department, were present for the discussion. No action was taken.
MISCELLANEOUS 09-20-04
The Board discussed the Capital Improvements Program. Pam Madl, Assistant County Administrator, and Keith Browning, Director of Public Works/County Engineer, were present for the discussion. No action was taken.
ACCOUNTS PAYABLE 09-20-04
Jones moved approval of accounts payable in the amount of $331,449.62 to be paid 09/20/04; accounts payable manual checks in the amount of $1,368.24; payroll in the amount of $633,483.69; and electronic funds transfers in the amounts of $46,575.17 for FICA and $38,467.59 for KPERS to be paid 09/17/04. Motion was seconded by Johnson and carried unanimously.
EXECUTIVE SESSION 09-20-04
At 11:00 A.M., Jones made a motion that the Board recess to go into executive session until 11:30 A.M. with Craig Weinaug, County Administrator; Pam Madl, Assistant County Administrator; and Evan Ice, County Counselor, to discuss litigation. Motion was seconded by Johnson and carried unanimously. The Board returned to regular session at 11:27 A.M. No action was taken.
Jones made a motion to adjourn; Johnson seconded and the motion carried unanimously.
_____________________________ _____________________________
Charles Jones, Chairman Bob Johnson, Member
ATTEST:
_____________________________ _____________________________
Patty Jaimes, County Clerk Jere McElhaney, Member
Time and Date