Meeting Information
-Convene
-The Pledge of Allegiance
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Consider acceptance of bids for various signs, posts and miscellaneous materials
(Keith Browning) ; and
(c) Consider approval of application for an authorized emergency vehicle permit for
Spence Ed Martin (Sheriff's Office)
(d) Consider approval of a contract for a Multi-Jurisdictional Hazzard Mitigation Plan
(Jackie Waggoner)
REGULAR AGENDA
(2) Update Report on K-10 Corridor Association (Rich Caplan and Kathleen Huttman)
(3) Consider approval of amendment to Personnal Policy (Pam Madl)
(4) Consider approval of Audit Management Letter Operational Recommendations for corrections in the 2005 and 2006 Audit Management Letter (Pam Madl)
(5) Consider approval of Audit Management Letter Recommendations of policies for incorporation into the County Code (Pam Madl)
(6) Other Business
(a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
(c) Miscellaneous
(d) Public Comment
(7) Adjourn
Johnson called the meeting to order at 8:30 a.m. on Monday, February 25, 2008 with all members present.
CONSENT AGENDA 02-25-08
Jones moved approval of the following Consent Agenda:
► Commission Order No. 08-020 (on file with the office of the Clerk);
► Award bids for various signs, posts and miscellaneous materials as recommended by the Director of Public Works. Awards are as follows:
Rocal $14,518.32
Vulcan Signs $724.50
Custom Products Corp. $123.90
Osburn $2,100.00
J & A Traffic $600.00
Hall Signs $321.90
National Sign $2,816.00
The Work Zone $1,500.00
Bid Total $22,704.62
► Application for an authorized emergency vehicle permit for Spence Ed. Martin; and
► Fee Receipts for January 2008.
The motion was seconded by Johnson and carried unanimously.
The following item was pulled from the Consent Agenda
PURCHASING 02-25-08
The Board considered the approval of a contract for a Multi-Jurisdictional All Hazard Mitigation Plan containing policy and strategies of Douglas County that will mitigate, or reduce the impact of emergencies and/or disasters. This plan is a requirement to maintain the County's eligibility for mitigation project grant funding. Jackie Waggoner, Director of Purchasing, stated proposals have been solicited. Two proposals were submitted: Emergency & Facilities Management - $35,250; and Amec Earth & Environmental $50,000 (negotiated to $35,000).
Jones questioned if both companies received equal discussion. Waggoner replied that both companies were interviewed.
Jones moved approval to accept the negotiated proposal from Amec Earth & Environmental in the amount of $35,000 for the development of a Multi-Jurisdictional Hazard Mitigation Plan. The negotiated cost of $35,000 is based on a clearly defined scope of work. In the event the scope of work changes, the Board authorizes change orders up to the grant total of $50,000 with administrative approval. Motion was seconded by McElhaney and carried unanimously.
K-10 SMART CORRIDOR 02-25-08
Rich Caplan, Executive Director of the K-10 Corridor Association, and Kathleen Huttman, President of the K-10 Corridor Association, made a presentation to the Board updating them on the community growth and impact of the SMART Corridor located on K-10 east of Lawrence. No action was taken.
PERSONNEL 02-25-08
The Board considered the approval of an amendment to the Personnel Policy by adding Section 9.4 giving the department head the authority to request that a record of disciplinary action be removed from an employee's file at least two years from the date of action. Such request must be made to the Assistant County Administrator.
Pam Madl, Assistant County Administrator, stated removing record of a disciplinary action would be an incentive for employees to address the issues in question and improve. Jones asked if the County Counselor reviewed the proposal. Madl confirmed an attorney has reviewed the amendment.
It was the consensus of the Board to add more detail to the amendment defining the process and put on the Consent Agenda for approval.
PERSONNEL 02-25-08
Pam Madl, Assistant County Administrator, brought to the Board a request for approval for corrections to the 2005 and 2006 Audit Management letter. All corrections have been made. The document is simply to update the Board on the issues addressed.
It was the consensus of the Board to accept the Audit Management Letter Operational Recommendations.
PERSONNEL 02-25-08
The Board considered the approval to implement County policies for Debt Management, Minimum Fund Balance and Fraud Prevention as recommended by the County auditors. Pam Madl, Assistant County Administrator, worked with the County Counselor on developing the policies.
After discussing the content of the policies, it was the consensus of the Board to table the two of the policies so the Assistant County Administrator can rewrite the Debt Management Policy and the Minimum Fund Balance to reflect justification for the percentages used in the policies.
Johnson moved to approve the Douglas County, Kansas, Policy on Prevention of Fraud. Motion was seconded by Jones and carried unanimously.
ACCOUNTS PAYABLE 02-25-08
Jones moved approval of accounts payable in the amount of $77,623.29 for 2007 to be paid on 02/25/08; and $180,024.47 for 2008 to be paid on 02/25/09. Motion was seconded by Johnson and carried unanimously.
MISCELLANEOUS 02-25-08
McElhaney stated that the Human Society is in need of a vehicle. They presently have two vehicles, one is not reliable and the other is in need of repair. He asked for the Pam Madl, Assistant County Administrator, to review the County policies and see if there is a used vehicle the might be available for the Humane Society's use.
MISCELLANEOUS 02-25-08
Jones stated he wanted to comment and follow-up on the personnel pay discussion from the Monday, February 18, 2008 meeting on budget issues. He feels the issue of a personnel pay study should be done, but not in the context of the budget.
Jones moved to adjourn the meeting; Johnson seconded and the motion carried.
____________________________ ____________________________
Bob Johnson, Chairman Jere McElhaney, Vice Chair
ATTEST:
_____________________________ ____________________________
Jamie Shew, County Clerk Charles Jones, Member
Time and Date