Meeting Information
-Convene
-Consider approval of minutes for June 2, June 4, June, 17, June 23, July 2, July 7, July 9, July 14, July 16, July 29, and August 4, 2008
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Consider approval of resolution establishing a 30 mph speed limit for a portion of N 1200 Road in Eudora Township (Keith Browning);
(c) Consider approval of resolution establishing a 40 mph speed limit for a portion of N 250 Road immediately east of Baldwin City (Keith Browning);
(d) Consider approval of resolution establishing a 40 mph speed limit for Route 2 (N 1250 Road) (Keith Browning); and
(e) Consider approval of resolution establishing a 35 mph speed limit for a portion of E 1850 Road in Palmyra Township (Keith Browning)
(f) Review and Approve FY08 Transfer of CC and SB14 Funds over the $5,000.00 Limit; (Ron Stegall)
(g) Review and Approve Revision of the FY09 CC Plan (Ron Stegall)
(h) Review and Approve FY09 Budget Revision (Ron Stegall)
REGULAR AGENDA
(2) Consideration and, if appropriate, approval of Resolution titled "RESOLUTION AUTHORIZING THE OFFERING FOR SALE OF GENERAL OBLIGATION BONDS, SERIES 2008, OF DOUGLAS COUNTY, KANSAS" and approval of related documents.
(3) Consider recommendation to purchase a storage area network (Jim Lawson & Brad Miller)
(4) Consider approval of elevator modernizations in JLE Building (Jackie Waggoner)
(5) Consider approval of Renewal Agreement between Douglas County, Kansas and the City of Baldwin City, Kansas, for Housing of Inmates in the Douglas County Jail (Sheriff McGovern)
(6) Consider approval of resurfacing jail shower and kitchen floors (Kenny Massey)
(7) Consider approval of budget modification to JJA budget for Juvenile Intake Services for FYE 06-30-08 (Judy Culley)
(8) Consider approval to solicit bids for bridge truss replacement project N900 over Washington Creek (Keith Browning)
(9) Consider approval to award contract for asphalt overlay Project No. 2008-6 (Keith Browning)
(10) Consider approval of agreement with KDOT for Underwater Bridge Inspections (Keith Browning)
(11) Consider approval of cost sharing of study of impacts of new I-70 interchange at Leavenworth County route 1 on route 1061 traffic in Eudora (Keith Browning)
(12) Consider approval of recommendation for employee mileage reimbursement rate increase (Pam Madl)
(13) Other Business
(a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
(c) Miscellaneous
(d) Public Comment
(14) Adjourn
Johnson called the meeting to order at 8:30 a.m. on Monday, August 11, 2008 with two members present. McElhaney arrived at a later time.
Johnson moved approval of the minutes of June 2, June 4, June, 17, June 23, July 2, July 7, July 9, July 14, July 16, July 29, and August 4, 2008. Motion was seconded by Jones and carried 2-0.
CONSENT AGENDA 08-11-08
Johnson moved approval of the following Consent Agenda:
► Commission order No. 08-055, 08-056- and 08-057 (on file with the office of the Clerk);
► Resolution 08-30 establishing a 30 mph speed limit for a portion of N 1200 Road in Eudora Township;
► Resolution 08-31 establishing a 40 mph speed limit for a portion of N 250 Road immediately east of Baldwin City;
► Resolution 08-32 establishing a 40 mph speed limit for Route 2 (N 1250 Road);
► Resolution 08-33 establishing a 35 mph speed limit for a portion of E 1850 Road in Palmyra Township;
► Risk Reduction Grant FY 2008 Quarterly Summary Budget Report to Transfer of CC and SB14 Funds over the $5,000.00 Limit;
► Kansas Community Corrections Act FY 2008 Quarterly Summary Budget Report
► FY2009 Comprehensive Plan and Revised FY2009 Community Corrections Supervision Grant Funds Budget Summary and Budget Narrative
► Fee Reports for April 2008.
The motion was seconded by Jones and carried 2-0.
ZONING & CODES 08-11-08
The Board considered the approval of an Application for a Temporary Business Use permit for the placement of a temporary work trailer on site for the West Baldwin Creek Sanitary Sewer System Project for the City of Lawrence. The application was submitted by the City of Lawrence. The owner of record is Doug Compton. Keith Dabney, Director of Zoning and Codes, was present for the discussion. Notice of a public hearing was sent to all surrounding property owners. No neighbors were present at the meeting.
Jones opened the item for public comment; Johnson seconded and the motion carried 3-0. No comment was received.
Jones moved to close the public hearing; McElhaney seconded and the motion carried 3-0.
Jones moved to approve the Application for a Temporary Business Use Permit for the placement of a temporary work trailer on site for the West Baldwin Creek Sanitary Sewer System Project for the City of Lawrence with anticipated completion in April 2009. Motion was seconded by McElhaney and carried 3-0.
PUBLIC WORKS 08-11-08
The matter of providing for the offering for sale of General Obligation Bonds, Series 2008, came on for consideration and was discussed.
Commissioner Jones presented and moved the adoption of a Resolution entitled:
RESOLUTION AUTHORIZING THE OFFERING FOR SALE OF GENERAL OBLIGATION BONDS, SERIES 2008, OF DOUGLAS COUNTY, KANSAS.
Commissioner Johnson seconded the motion to adopt the Resolution. Thereupon, the Resolution was read and considered, and, the question being put to a roll call vote, the vote thereon was as follows:
Aye: 3
Nay: 0
The Chairman declared the Resolution duly adopted; the Clerk designating the same Resolution No. 08-29.
PURCHASING & INFORMATION TECNOLOGY 08-11-08
The Board considered the approval to purchase Storage Area Network (SAN) to replace the County's primary electronic data source. Jim Lawson, Director of the Information Technology Department, was present for the discussion. The proposal considers three stages: 1) purchase of a SAN solution for our primary site and disaster recovery (DR) site; 2) purchase a new backup devise to handle increased data needs; and 3) purchase of new backup software. Funds have been allocated in the equipment reserve fund for this expenditure. It was discussed that the current system has exhausted its life expectancy and may soon run out of storage space. The new system is expected to last six years. Based on the review committee evaluation criteria and the proposed solutions; Tallgrass Technology and ISG Technology were invited to interview. The review committee recommends the Board approve ISG Technology's proposal with the following negotiated amounts:
- Reduced the original hardware cost (phase I) from $79,700 to $75,000; savings of $4,700.
- Reduced the five-year extended maintenance (phase I) from $34,346 to $29,500; savings of $4,846.
- Reduced installation costs (phase I) from $4,000 to $2,000; savings of $2,000.
- Upgraded SAN for DR Site (PS5000E) which increased the equipment cost by $7,320, but eliminates the need for purchasing the backup devise (phase 2) which reduces our cost by $110,824.
- Eliminated the extended maintenance for the backup software (phase 3) reducing our cost by $8,092.
Jones moved to accept the negotiated proposal of $128,651 for a storage area network submitted by ISG Technology. Motion was seconded by Johnson and carried 3-0.
PURCHASING 08-11-08
The Board considered approval for the modernization of elevators in the Judicial & Law Enforcement Center due to maintenance issues and significant down time. The elevators were installed in 1976. The only changes have been upgrades to comply with the American Disabilities Act (ADA). The anticipated life expectancy of the elevators is 20-25 years after the modernizations, which is more cost effective than a replacement. The following bids were received:
Thyssen Krupp Elevator
Dynatron Elevator
Kone Elevators
Furnish & Install Equipment
$188,567
$153,015
$212,940
Alternate No. 1
(Cab Enclosure; elevators #1 & #2)
$23,476
$49,518
$33,440
Alternate No. 2
(Door panels & frames; elevators #1 & #2
$15,116
$28,728
$15,495
Intermediate Rail Brackets
Included
Included
Included
Guaranteed number of days to complete installation
180
145
275
TOTAL <1/2xml:namespace prefix = st1 ns = "urn:schemas-microsoft-com:office:smarttags" />COST
$227,159
$231,261
$286,935
Jones moved to approve the low bid of $227,159 submitted by Thyssen Krupp Elevators and to authorize the Assistant County Administrator to approve change orders up to 10% of the contract amount. Motion was seconded by McElhaney and carried 3-0.
SHERIFF 08-11-08
McElhaney moved to approve a Renewal Agreement for Housing of Inmates in the Douglas County Jail with the agreement that inmates housed from January 1 through June 30, 2008 shall remain the same as the 2007 rate, and from July 1, 2008 through the remainder of calendar year 2008, shall be one-half of the County's per inmate average costs over the prior three years. The rate to be used for all quarterly invoices to Baldwin City for inmates held during calendar year 2008 is $55.11 per day. Motion was seconded by Jones and carried 3-0.
SHERIFF & JAIL 08-11-08
The Board considered a request to resurface the jail shower floors and the jail kitchen floor. Ken Massey, Undersheriff, and Pam Madl, Assistant County Administrator, were present for the discussion. The old epoxy flooring is cracked, allowing water to seep underneath the coating. The floors identified in most need for resurfacing are the (4) maximum security showers, (2) booking showers, the showers on the minimum security level and the kitchen floor. The 2008 budget contains an allocation of $75,000 for the showers and $25,000 for the kitchen. Douglas County received the following bids: PrimeCoat $76,492 and DesCo Coating $57,084. Staff recommends the Board approve the contract with PrimeCoat based on the following criteria: their process d s not produce fumes; the one-piece coating covers walls, floor and ceiling; and PrimeCoat was more flexible in regards to the down time required for the kitchen. Additional funds above the allocated $100,000 would come from a deferred project for HVAC chiller maintenance/repair in the amount of $30,000.
Jones moved to award contract to Primeco, with a not-to-exceed limit of $130,000 to repair showers and to authorize the Sheriff approve up to a 5% contingency for change orders. Motion was seconded by McElhaney and carried 3-0.
YOUTH SERVICES 08-11-08
Judith Culley, Executive Director of the Shelter, Inc. asked the Board to consider approving a line item adjustment to the Juvenile Justice Authority SF07 Prevention/Intervention Unexpended Funds Adjusted Budget Summary for SFY08.
Culley stated she would like to upgrade equipment and move money from the personnel line item to the equipment fund. She stated this year, JJA under spent approximately $20,000. She would like to use these funds to purchase a computer and furniture for the Juvenile Intake facility. The modifications have been approved by the local Douglas County Community Corrections and Youth Services Advisory Board. However, Commission approval is also required.
Jones moved to approve the line item adjustment for the SFY07 Prevention/ Intervention Unexpended Funds Adjusted Budget Summary for SFY08. Motion was seconded by McElhaney and carried 3-0.
PUBLIC WORKS 08-11-08
The Board considered authorizing the solicitation of bids for bridge truss replacement of Bridge No. 09.03N-09.03E, and to purchase a steel truss for DGCO Project No. 2007-15. Keith Browning, Director of Public Works, was present for the discussion. The bridge is an 80-foot single lane with a timber deck that carries traffic on N900 Road over Washington Creek, located approximately 1.1 miles east of Lone Star. Staff recommends replacing the existing truss while utilizing the existing abutments. A new one-lane truss will provide an adequate level of service for the low amount of traffic using this bridge. In addition to replacing the existing truss, there will be concrete work required for the abutment along with some grading work on the approaches to the bridge. There is only one supplier, Contech Bridge Solutions, for the replacement of the truss. Their bid is $167,114 for fabricating and delivering the truss to the project site. Due to a 10-12 week lead time for fabrication, authorization is required for completion in this calendar year.
Johnson moved to authorize the Public Works Director to proceed with Project No. 2007-15, truss replacement for Bridge No. 09.03N-09.03E and authorized the following actions: 1) purchase a replacement truss for $167,114, from Contech Bridge Solutions; 2) solicit bids for installation of the replacement truss and other construction need for Project No. 2007-5. Motion was seconded by Jones and carried 3-0.
PUBLIC WORKS 08-11-08
The Board considered awarding a contract for asphalt overlay Project No. 2008-6 located at Route 260 from N500/E880 to N600/E1100 (3.1 miles) and Route 1061 (Church Street) from K-10 to Route 442 (.08 miles). The following bids were received:
Bidder
Total Base Bid
Add-Alternate
Total Bid
LRM Industries
$553,702.05
$31,762.08
$585,464.13
Hamm, Inc.
$607,148.50
$30,688.00
$637,836.50
Asphalt Improvement Co.
$574,480.50
$31,455.20
$605,935.70
Engineer's Estimate
$537,048.25
$23,016.00
$560,064.25
Jones moved to accept the low base bid of $553,702.05 from LRM Industries for Project No. 2008-6, overlay work on portions of Route 1061 and Route 260, and authorize the Public Works Director to approve change orders up to 5% of the base bid amount, excluding asphalt hot mix price increases due to increases in KDOT's Asphalt Material Index, and authorizes the Public Works Director to make changes regarding AMI as needed. The money for the 1061 Eudora project, $140,000, will come from the CIP fund because of a deferral of reconstruction and the work on Route 460 will be paid from the Road and Bridge Fund. Motion was seconded by Johnson and carried 3-0.
PUBLIC WORKS 08-11-08
The Board considered the approval of an agreement with KDOT for underwater bridge inspections of the Kansas River bridges at Lecompton and Eudora. KDOT will have its consultant perform the inspections with federal funds paying 80% of the costs. Keith Browning, Director of Public Works, was present for the discussion. Douglas County will be responsible for 20% for an estimated total cost to Douglas County of $2,025. The purpose of the inspections is to assess any scour of prior foundations that may have occurred and to inspect the physical condition of piers below the waterline.
Jones moved to approve the agreement with KDOT for conducting underwater inspections of the Kansas River bridges at Lecompton (GDCO Bridge No. 21.30-06.15; NBI 230240) and Eudora (DGCO Bridge No. 14.90-21.90; NBI 230090). Motion was seconded by McElhaney and carried 3-0.
PUBLIC WORKS 08-11-08
The Board considered approval of a cost sharing agreement with the City of Eudora for an impact study of the new I-70 interchange at Leavenworth County Route 1 on Route 1061 traffic in Eudora. Keith Browning, Director of Public Works, was present for the discussion. The study will also investigate potential routing alignments for existing and new road corridors in and near Eudora. BG Consultants has submitted a proposal to the City of Eudora with a not-to-exceed cost of $17,580. The City of Eudora wishes to share the costs of the study equally with Douglas County.
After discussion, Johnson moved to approve sharing costs equally (not-to-exceed $8,790 each) with the City of Eudora for a study of the affects of the new I-70 (Kansas Turnpike) interchange at Leavenworth County Route 1 on Route 1061 in Eudora. Motion was seconded by Jones and carried 2-0. Commission McElhaney left during the discussion due to an illness.
MISCELLANEOUS & MILEAGE REIMBURSEMENT 08-11-08
Johnson moved to approve an increase in mileage reimbursement as recommended by staff at a rate of $0.505 (50.5¢) effective August 15, 2008, and to make the mileage reimbursement an administrative decision thereon based on state mileage reimbursement increases. Motion was seconded by Jones and carried 2-0.
ZONING & CODES 08-11-08
Jones moved to approve a Temporary Business Use Permit for Donna Wade Wingert beginning November 1 through December 15, 2008 for the operation of a Flea Market to allow the retail sale of dried fruit and nuts on her property located at 693 E 1250 Road. Motion was seconded by Johnson and carried 2-0.
ACCOUNTS PAYABLE 08-11-08
Jones moved to approve accounts payable wire transfers in the amounts of $11,170.25 paid on 07/30/08 and $731,246.00 to be paid on 08/11/08; accounts payable in the amounts of $1,041,270.36 paid on 07/21/08, $125,985.97 paid on 07/28/08, $359,338.33 paid on 08/04/08, and $550,042.67 to be paid on 08/11/08;and accounts payable manual checks in the amounts of $11.50 paid on 07/30/08, and$2,096.13 to be paid on 08/11/08. Motion was seconded by Johnson and carried 2-0.
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
ATTEST:
Time and Date