Meeting Information
The Commission will meet at 6:35 p.m. Please see 4:00 p.m. agenda.
Flory called the regular session meeting to order at 4:00 p.m. on Wednesday, March 30, 2011 with all members present.
PROCLAMATION 03-30-11
Flory moved to approve a proclamation honoring Francisca Sierra for 34 years of service to Douglas County. Motion was seconded by Thellman and carried 3-0.
MINUTES 03-30-11
Flory moved to approve the minutes of January 5, January 10, January 26 (as amended), January 26, February 16, February 23, March 2 and March 9, 2011. Motion was seconded by Gaughan and carried 3-0.
CONSENT AGENDA 03-30-11
Flory moved approval of the following Consent Agenda:
► Commission Order No. 11-013 (on file in the office of the Clerk); and
► 2010 Township Annual Reports;
► Four-party agreement between KDOT, City of Lawrence, Douglas County, and Mercato developers concerning public road access to the north side of US-40 Highway between K-10 Highway and George Williams Way.
► Asphalt Sales of Lawrence to supply 5,001 tons to 8,000 tons of BM-2 asphaltic concrete at the unit price of $41.75 per ton, and approve contract with Bettis Asphalt to supply 1,000 tons to 5,000 tons at the unit price of $43.20 per ton; and
► Low bid from Mill Valley Construction, Inc. for the deck repair and resurfacing for Route 458 Bridge east of US-59 Highway, and award a construction contract in the amount of $45,759.75 for Project No. 2011-5, authorizing the Public Works Director to approve change orders up to 10% of the contract amount.
Motion was seconded by Gaughan and carried 3-0
YOUTH SERVICS 03-30-11
The Board considered approval of the 7th Judicial District Juvenile Justice Authority Prevention, and Core Services funding application for fiscal year 2012.
Pam Weigand, Youth Services Director, discussed cuts in Juvenile Justice Authority (JJA) grant allocations in the amount of $57,556 from last year's allocation of $79,696.00 making the 2012 allocation amount $22,413.00.
Programs not recommended for funding for FY2012 are:
- Boys and Girls Club of Lawrence - After School
- Van Go Mobile Arts - Jobs in the Arts make Sense Program
- Can We Talk, Inc.- Can we Talk Program
- Big Brothers and Big Sisters - Partnership with Youth Program
- Community Living Opportunity - Family and Youth Intervention Program
The funding recommendations were reviewed and approved by the Douglas County Juvenile Corrections Advisory Board at February 15, 2011 meeting.
After discussion, Flory moved to approve the 7th Judicial District Juvenile Justice Authority Prevention and Core Services Funding Application for FY 2012. Motion was seconded by Thellman and carried 3-0.
MISCELLANEOUS/STOPGAP INC. PROGRAM 03-30-11
Justine Burton, StopGap Inc., made a presentation to the Board on the nonprofit StopGap Inc. program founded in 2008 which helps transition adolescents from the foster system to independent living. The program provides basic skills needed to survive. The organization is working on setting up a board to oversee corporate sponsors and fundraising.
Dorothy Jenicke, AmeriCorps VISTA, stated in 2009 in Kansas there were 5,691 youths documented in the foster care system and 3,615 youths exiting the system. Burton and Jenicke have had meetings with nonprofits in the area and have requested referrals from the Lawrence High School.
Flory stated he applauds the efforts being put into this program. No action was taken.
EMERGENCY COMMUNICATIONS 03-30-11
The Board considered approval of a radio upgrade for the City of Eudora radio tower site. Amanda Reusch, interim Director of Emergency Communications, presented the item. The new site would provide three new 800 MHz channels for use by law enforcement and two VHF narrowband channels for the Eudora fire departments and LDCFM ambulance service. The project cost is approximately $142,264.27 plus generator and installation cost and should not exceed $150,000.00. If approved, the purchase would be made using the Western States Contracting Alliance (WSCA) contract and asked the Board to waive the formal bid process.
Flory opened the item for public comment. No comment was received.
Flory moved to waive the bidding process and to approve the purchase of the radio upgrade using the WSCA contract and not exceeding the project cost of $150,000.00. Motion as seconded by Thellman and carried 3-0.
PUBLIC WORKS 03-30-11
Keith Browning, Direct of Public Works, made a presentation to the Board on the status of Project No. 2010-20 regarding the reconstruction of Route 1055 (6th Street) in Baldwin City from US-56 highway (Ames Street) one mile north to Route 12 (State Lake Road). Douglas County has a cooperation agreement with the City of Baldwin City which stipulates the City of Baldwin City and Douglas County will equally share design engineering costs, inspection costs, and construction costs excluding sidewalks. Baldwin City will pay 100% of sidewalk costs. Each entity is responsible for right-of-way and easement acquisition and utility relocation costs within its jurisdiction.
Browning stated reports of the Alignment Study, Drainage Study and Traffic Study are complete. The studies recommend a 3-lane urban roadway section with curb and gutter and enclosed storm sewer throughout the project length. The recommended improvements, referred to as Option 1, include a southbound left-turn lane on the north side of the Route 12 intersection. The estimated improvement costs exceed the allocated funds in the CIP by approximately $603,000. Baldwin City's estimated costs exceed $2.3 million, which is significantly more then anticipated.
Browning presented an alternative to Option 1 which would end the 3-lane urban section just north of Oak Leaf Court, approximately 720 feet south of Route 12. From the end of the curb and guttered section, the road would then taper down to the existing 2-lane roadway just south of the Route 12 intersection. This would reduce Baldwin City costs by $300,000.
Thellman asked if there is a sense of urgency for this project. Jeff Dingham, City Administrator for Baldwin City, stated a delay would be a problem because it would end up costing more money. There is a significant need for a turn lane and the sidewalks. He stated Option 1 is the best outcome for the project, but getting that passed through the City Commission would be difficult due to the cost.
There was discussion of the County possible picking up more than 50% of the cost of the project. Craig Weinaug, County Administrator, stated it has been consistent with other interlocal agreements for over the last 30 years that the costs be shared equally. That amount can be negotiated; however, Weinaug suggested changing that agreement could set a precedent for higher costs on future projects.
Gaughan commented that the County has an amount set aside in the CIP fund for this project, just as the City of Baldwin has a sales tax to put toward the project. He feels not doing the project is not a reasonable solution, nor moving forward with something less then what is ideal. is the answer. Flory agreed. He stated he wants to hear what comes out of the public hearing scheduled in April.
Browning stated if we end up with approval of the base bid only, we will end up with a project that looks not complete that will have to be completed at some point anyway.
Flory opened the item for public comment. No comment as received.
After discussion of the options, it was the consensus of the Board that the preferred Option 1 that supported the entire project was preferred by the Board.
PUBLIC WORKS 03-10-11
Keith Browning, Director of Public Works, opened a discussion with the Board concerning the long-term facility needs for the Public Works Department. Treanor Architects conducted a study which provided three options:
1. Remain in the current locations and attempt to accommodate the needed changes;
2. Abandon the current Massachusetts Street location, and consolidate all Public Works functions to the East 23rd Street site; and
3. Consolidate all Public Works functions to a new facility on a new site.
Dan Rowe, Treanor Architects, discussed Treanor's analysis of the County's current situation and outlines in more details the above options.
Flory stated Option 3 is the long-term view. He stated he d sn't like to spend tax dollars but he also hates to waste them. Sinking more money into these present facilities d sn't seem feasible. He asked for more information on Option 3 and asked if this process takes 5-6 years to play out and we start the process now, can Public Works department exist in the current locations without making big improvements. Browning, stated we've been these since 1988. There is a situation with the ADA responsibilities at the office. There would be ongoing maintenance, but we wouldn't have to totally remodel.
Thellman stated she feels the Option 3 is the responsible step for the County. The longer we wait the more it will cost. If this is what we think is right,
Gaughan commented that other than acquiring the land, the building amount is about the same cost between Options 2 and 3. He stated he supports Option 3, but is not necessarily ready to sell the current properties.
Craig Weinaug, County Administrator stated if we do move the department, we might do it in phases, moving the Massachusetts Street office first. There might generate revenue to put toward the project.
Flory opened the item for public comment. No comment was received.
It was the consensus of the Board that Option 3 was favored. The Board directed staff to start looking at possible location sites, and for staff to do an analysis on the market value of our current sites.
ACCOUNTS PAYABLE 03-30-11
Flory moved to approve accounts payable in the amounts of $813,742.69 paid on 03/24/11 and $197,948.93 to be paid on 03/31/11; a manual check in the amount of $109,070.00 to be paid on 03/17/11; payroll in the amounts of $791,904.32 paid on 03/30/11, $776,790.58 paid on 03/09/11, and $769,676.97 paid on 02/23/11; FICA in the amounts of $58,284.37 paid on 03/25/11, $27,127.79 paid on 03/11/11, and $56,588.76 paid on 02/25/11; and KPERS in the amounts of $80,473.23 paid on 03/25/11, $79,637.01 paid on 03/11/1, and $79,298.57paid on 02/25/11. Motion was seconded by Thellman and carried 3-0.
APPOINTMENT 03-30-11
Thellman moved to appoint Robyn Kelso, Eudora, to the Eudora position on the Douglas County Fair Board for a one-year term eligible for reappointment for six one-year terms through 2014. Motion was seconded by Flory and carried 3-0.
RECCESS 03-30-11
At 5:30 p.m., Flory moved to recess until the 6:35 p.m. meeting. Motion was seconded by Gaughan and carried 3-0.
RECONVENE 03-30-11
At 6:35 p.m., the Board returned to regular session.
DISPOSAL OF COUNTY PROPERTY 03-30-11
Flory moved to open a public hearing to discuss the disposal of certain Douglas County Property to the The Black Jack Battlefield Trust. Motion was seconded by Thellman and carried 3-0.
No comment was received. Flory moved to close the public hearing. Motion was seconded by Thellman and carried 3-0.
Flory moved to approve a Commission Order transferring the following described property to The Black Jack Battlefield Trust, Inc., and authorizing the Commission Chairman of the Board to authorize the Quit Claim Deed transferring the property:
Beginning at the Northeast corner of the South half of the Northeast Quarter of Section Twelve (12), Township Fifteen (15) South, Range Twenty (20) East; thence West on the North line of the South half of said Northeast Quarter 114 feet; thence South parallel with the East line of said Northeast Quarter 104 feet; thence East parallel with the North line of the South half of said Northeast Quarter 114 feet to the Section line; thence North on the Section line 104 feet to the point of beginning;
Motion was seconded by Thellman and carried 3-0.
Gaughan moved to adjourn the meeting; Flory 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