Meeting Information
Amended Agenda
4:00 p.m.
-Convene
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Consider approval of Annual Noxious Weed Eradication Progress Report for 2010 (Keith Browning)
(c) Consider approval Annual Noxious Weed Management Plan (Keith Browning);
(d) Consider setting a date for a public hearing for Faye Coleman's "petition for attachment of lands" to RWD4. (Scott Schultz); and
(e) Consider authorization to solicit bids for Project No. 2011-5, deck repair and silica fume overlay for Bridge No. 10.00N-13.32E, located on Route 458 approximately 0.3 miles east of US-59 Highway. (Keith Browning)
REGULAR AGENDA
(2) Consider approval to waive cooperative contract to purchase two Ford Fusions for the Sheriff's Office (Ken McGovern)
(3) Consider approval of purchase of vehicles for Sheriff's Office (Ken McGovern)-backup to follow
(4) 2009 Financial Audit (Chip Harris/Kaleb Lilly with RubinBrown)
(5) Other Business
(a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
(c) Miscellaneous
(d) Public Comment
(6) Adjourn
Flory called the regular session meeting to order at 4:00 p.m. on Wednesday, February 9, 2011 with all members present.
CONSENT AGENDA 02-09-11
Flory moved approval of the following Consent Agenda:
► Commission Order No. 11-006 (on file in the office of the Clerk);
► 2010 Noxious Weed Eradication Progress Report; and
► Authorization for Public Works Department to solicit bids for Project No. 2011-5, deck repair and silica fume overlay for Bridge No. 10.00N-13.32E, located on Route 458 Approximately 0.3 miles east of US-59 highway.
Motion was seconded by Gaughan and carried 3-0.
Pulled from the agenda.
PUBLIC WORKS 02-09-11
The Board considered the approval of the 2010 Annual Noxious Weed Management Plan. Mike Perkins, Operations Manager, was present for discussion.
Thellman asked if the plan included a suggestion that landowners spray for weeds in the fall rather than spring to help cut down on drifting damage to special crops. Perkins responded that "yes" that has been suggested.
Flory moved to approve the Annual Noxious Weed Management Plan. Motion was seconded by Thellman and carried 3-0.
SHERIFF 02-09-11
The Board considered the approval for the Sheriff to purchase two Ford Fusions to be used by Reentry Case Management. The Sheriff's Office obtained two bids from automobile dealers: Shawnee Mission Ford, who participates in the regional cooperative bidding process for $17,202.00 per vehicle; and Laird Noller Ford, a local dealer located in Douglas County, submitted a matching bid of $17,202.00 per vehicle. The Sheriff's Office asked the Board to waive the county purchase policy to purchase the vehicles from a local dealer. Ken McGovern, Sheriff, was present for the discussion.
Gaughan stated that the Board planned to have a discussion on whether to continue using the cooperative bidding process versus using local vendors and asked if this purchase could be put on hold until after the decision.
Flory replied that the Board is planning a discussion; however, he would hate inconvenience the reentry staff by delaying the purchase. Thellman commented it was her understanding that the Board would allow this local purchase but no others until the Board has had a discussion on cooperative contracts. Thellman also asked if the Sheriff's Office had looked at purchasing gently used vehicles as opposed to new purchases. Flory stated the County gets such excellent rates for new purchases that in his opinion it would not make sense to purchase a used vehicle for this application.
Flory moved to authorize the Sheriff to complete the purchase of two 2011 Ford Fusions at the price of $17,202.00 each, and to waive the County's purchasing policy. Motion was seconded by Gaughan and carried 3-0.
SHERIFF 02-09-11
The Board considered a request from the Sheriff's Office to purchase two (2) 2011 Chevrolet Tah s, three (3) 2011 Ford Crown Victoria Police Interceptors; two (2) 2011 Ford Fusions, and one (1) 2011 Ford F-150 truck for the total purchase amount of $186,949.00. The purchase is necessary to provide continued reliable services to the citizens of Douglas County. Ken McGovern, Sheriff, was present for the discussion.
The purchase of seven vehicles has been previously approved by the Board of County Commissioners. Currently funds are available in the 2011 Sheriff's Office budget to replace eight. The two Tah s would be purchased from Don Hattan Chevrolet in Wichita, Kansas, under the current state contract at the cost of $56,888. The three Crown Victorias, two Fushions and the Ford F-150 would be purchased through Shawnee mission Ford with the MACPP contract in the total amount of $130,061.
Gaughan asked about the need for an eighth vehicle purchase. McGovern responded that high mileage and maintenance costs on current vehicles have prompted the need for the eighth purchase. Usually the request for vehicles is for patrol vehicles, but this year he has had to look at replacing administrative vehicles also.
Gaughan asked about the funding for the F-150 vehicle that is used for Clinton Lake Patrol purposes. McGovern responded the current vehicle has over 150,000 miles. The money for this vehicle comes from funds granted by the State of Kansas, through a contract between the state and the Sheriff's office to provide patrol services at the lake.
After further discussion, Flory moved to approve the purchase of (2) 2011 Chevrolet Tah s; (3) 2011 Ford Crown Victoria Police Interceptors; (2) 2011 Fusions; and (1) 2011 Ford F150 Truck in the total amount of $186,949.00, and authorized the Sheriff to complete the purchases under the MACCP and state contract, as recommended. Motion was seconded by Thellman and carried 3-0.
Item pulled from the consent agenda:
RURAL WATER DISTRICT/LAND ATTACHMENT 02-09-11
Flory moved to set a Public Hearing date for the Faye Coleman petition for attachment of lands to Rural Water District No. 4 to be held at 6:35 p.m. on February 23, 2011 during the Douglas County Board of County Commissioner's Meeting held in the Commission Chamber on the second floor of the County Courthouse, 1100 Massachusetts Street. Motion was seconded by Gaughan and carried 3-0.
2009 FINANCIAL AUDIT 02-09-11
Chip Harris and Kaleb Lilly with RubinBrown made a presentation to the Board on the overview of the 2009 Douglas County Financial Audit. According to Harris, it is the job of staff at RubinBrown to advise management if their policies are appropriate and consistent with previous years' audits. The most sensitive estimates affecting the financial statements included: 1) estimate of depreciable lives of capital assets; 2) estimate of other post employment benefits based on a projection of future health care costs for eligible retirees; 3) estimate of claims liability based on known claim information and historical trends; and 4) estimate of the uncollectible percentage of property taxes based on historical collection trends.
Flory asked if our estimates were reasonable. Harris replied "yes."
Craig Weinaug, County Administrator, stated the firm identified our short comings in order to achieve a higher standard of accounting to meet GAAP (General Accepted Accounting Principles) standards. RubinBrown recommends the County employ a chief financial officer. Weinaug stated he is unsure if we will recommend that position for the 2012 Budget. Weinaug also stated our current accounting software is not designed to address GAAP requirements. Proposals for new software are something that will be discussed before the Board in the near future. However, there are other counties in Kansas that do not use the GAAP standard accounting system.
Gaughan asked how much money we have put away toward an accounting system. Sarah Plinsky, Assistant County Administrator, replied as of now we have $900,000, but we have not closed out the 2010 budget. She stated she hopes to add to that number.
Gaughan asked Harris which addition he feels is most needed at the County. Harris stated the Financial Manager position.
Plinsky stated as a management leader in house, she feels the process in place works well between the County Clerk and the County Treasurer. We can make decisions on job roles and responsibilities, but we can't do without the tools in place to help get the end result. Plinsky feels the accounting system is needed most at this point.
Gaughan asked what kind of relationship RubinBrown has with other leaders, commissioners and mayors. Lilly stated as independent auditors they have a responsibility to contact the Commission and/or elected officials if there are issues. If there had been issues with the County, they would not have waited for this meeting to make contact.
Weinaug added that the auditors have just finished the 2009 audit and we should have a 2010 audit completed within six months. The Commission should anticipate the findings for the GAAP standard to be about the same with 2011 also being a transition year. Updating the software would allow new results for 2012.
No action was taken.
ACCOUNTS PAYABLE 02-09-11
Thellman moved to approve accounts payable in the amounts of $307,730.66 to be paid on 02/10/11 and $632,543.23 paid on 02/03/11; and a manual checks in the amount of $18,715.00 paid on 02/07/11.Motion was seconded by Flory and carried 3-0.
APPOINTMENT 02-09-11
Gaughan moved to appoint Jim Hills, to the Jayhawk Area Agency on Aging Board of Director of JAAA filling the vacant term of Marsha Goff to expire 09/30/12. Motion was seconded by Flory and carried 3-0.
Flory moved to adjourn the meeting; Gaughan seconded and the motion carried 3-0.
_________________________ __________________________
Jim Flory, Chair Mike Gaughan, Vice-Chair
ATTEST:
_________________________ ___________________________ Jamie Shew, County Clerk Nancy Thellman, Member
Time and Date