Meeting Information
Amended agenda
WEDNESDAY, MAY 1, 2013- 6:35 p.m. only
6:35 p.m.
-Proclamation declaring the week of May 5-11, 2013 as "Correctional Officers' and Employee' Week" in
Douglas County (Ken McGovern)
-Proclamation declaring May 2013 as "Bike Month" and May 13-17, 2013 as "Bike to Work Week"
(Jessica Mortinger)
-Proclamation declaring May 2013 as "Building Safety Month" (Linda Finger)
-Proclamation declaring May 2013 as "Mental Health Month" (David Johnson
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Consider approval of a Notice to Township for Cereal Malt Beverage License for VanGo Special Event (Clerk's Office);
(c) Consider authorization to accept bid for supply of precast box culvert replacement at 00.50N-20.19E, Project No. 00502019 (Keith Browning); and
(d) Consider recommendation contract award for a new generator for the Judicial Law Enforcement (Jackie Waggoner)
REGULAR AGENDA
(2) Schedule a fence viewing pursuant to K.S.A. Chapter 29 (Craig Weinaug)
(3) Consideration of a Special Event Permit (SEP 2013-01) for a concert promoting RockRoad Pursuits, to be held on June 22, 2013 on the property known as 1849 E 800 Rd, Baldwin City, Ks (and the adjoining property to the south under the same ownership, which is on the north side of the watershed lake). The application has been submitted by Hadley Warwick for the property owner of record, V-Bar T Ranch, LLC." (Linda Finger)
(4) Consider approval to solicit bids for construction of Project No. 2013-5, surfacing and minor drainage improvements to E 1750 Road from the Baldwin City limits to Route 12.(Keith Browning)
(5) Grant Recommendations for the Natural and Cultural Heritage Grant Program (Larry McElwain and Julia Manglitz)
(6) (a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
-Lawrence Douglas County Housing Authority (2) positions 06/13
-Lawrence Douglas County Metropolitan Planning Commission 05/13
-Property Crimes Compensation Board 04/13
(c) Public Comment
(d) Miscellaneous
(7) Adjourn
Gaughan called the regular meeting to order at 6:35 p.m. on Wednesday, May 1, 2013 with all members present.
PROCLAMATIONS 05-01-13
Ken McGovern, Douglas County Sheriff, thanked his staff for their hard work and dedication and asked the Board to declare May 5-11, 2013 as "Correctional Officers' and Employee' Week" in Douglas County;
Lisa Hallberg, Lawrence-Douglas County Bicycle Advisory Committee, asked the Board to approve a proclamation declaring May 2013 as "Bike Month" and May 13-17, 2013 as "Bike-to-Work Week."
Linda Finger, Interim Director of Zoning & Codes, asked the Board to recognize the importance of Building Safety and approval a proclamation declaring May 2013 as "Building Safety Month;"
David Johnson, CEO Bert Nash, presented a proclamation to recognize May 2013 as "Mental Health Month" in Douglas County.
Gaughan read the proclamations and moved approval. Motion was seconded by Thellman and carried 3-0.
CONSENT AGENDA 05-01-13
Gaughan moved approval of the following Consent Agenda:
► Notice to Township of cereal malt beverage license for VanGo Special Event located at 1329 E 800 Road on June 15th, 2013;
► Authorized the Public Works Direct to accept the low bid from Oldcastle Precast in the amount of $19,810.00 for fabrication and supply of a precast concrete box culvert for Project No. 00502019;
► Contract with the P1 Group for the new generator and relocating the existing generator in the amount of $461,000.00, and authorized the County Administrator to approve change orders up to 5% of that amount.
Motion was seconded by Thellman and carried 3-0.
FENCE VIEWING 05-01-13
Flory moved to approve a fence viewing for May 15, 2013 at 9:00 a.m. as pursuant to K.S.A. Chapter 29, meeting at the address of 502 Eisenhower Road, Baldwin City, Kansas associated with properties owned or leased by the following: Margaret Counts, Robin Dunn, Raymond and Sally Dunn, Corey Dunn, and Tim Barrett . Motion was seconded by Thellman and carried 3-0.
ZONING & CODES 05-01-13
The Board considered the approval of a Special Event Permit (SEP 2013-01) for a concert promoting RockRoad Pursuits, to be held on June 22, 2013 on the property known as 1849 E 800 Road in Baldwin City (and the adjoining property to the south under the same ownership, which is on the north side of the watershed lake). The application was submitted by Hadley Warwick for the property owner of record, V-Bar T Ranch, LLC. Linda Finger, Interim Zoning & Codes Director, presented the item.
Hadley Warwick, applicant, said there will be two performers, Johnny McGuire and Out in the Sticks. He explained the setup of the concert, the parking, the traffic flow, the arrangement for locals gravel roads to be watered to cut down on the dust, and the plan to sell T-shirts and other promotional items for the performers. Warwick expects up to 500 people in attendance.
Flory asked if a success, d s Warwick plans to hold concerts on a regular basis. Warwick replied that is a possibility.
Finger verified that written notice was sent all owners within 1000 feet of the proposed event. Staff recommended the following conditions be placed up approval of the SEP as follows:
1. Approval of the single day event for an all-day picnic and live concert on Saturday, June 22nd, 2013 (with a rain date of 06-29-13), from 11 AM to 11 PM.
2. Both a pre-site inspection walk-through the day prior to the event and a post-site inspection after clean-up be scheduled with the Zoning & Codes Department. The applicant or his representative shall be on-site for both of these inspections.
3. Submittal of an insurance bond for the event that indemnifies the county from liability.
4. Copies of all agreements & contracts entered into by the applicant for waste disposal services, portable toilet provisions, and security services.
5. ADA spaces shall be clearly delineated in the parking areas and signed in accordance with the ADA Guidelines and Zoning Regulations.
6. All Permits and inspections required for construction of temporary structures, erection of the food and beverage tent (25 SF), portable generators, and any other temporary electrical services be obtained in a timely manner prior to the event.
7. Map of the location of off-premise directional signs and signed forms from each property owner where a sign is located. Signs are not permitted on road rights-of-way and are limited to 30 sq inches in size. The only information to be displayed on the signs are the event name, contact phone number, and directional arrow. Signs are permitted to be set one day prior to the event and must be removed and properly disposed of the day after the event.
8. Site restoration be completed by 11 PM the day after the event. This shall include complete removal of the stage, other temporary structures constructed for the event, and any rock surface laid down for the parking areas.
9. If a water truck is required, the cost of this shall be the applicant's and not the Township's.
10. Routing plan for attendees be revised and signed as required and agreed upon by the public works director and the property owner.
11. The final number of parking and traffic attendants be provided to the Zoning & Codes office a minimum of 48 hours prior to the event.
Warwick stated he agreed to the recommended conditions and in addition agreed to replace the large bon fire planned with smaller camp fires each manned by an individual with a three-gallon spray can and a four-wheeler backup with a 25 gallon sprayer. It was clarified by the board that if a burn ban is in effect at the time of the event, no fires will be allowed.
Gaughan opened the item for public comment. No comment was received.
Gaughan moved to approve the Special Event Permit, SEP 2013-01 for a one day promotional picnic and live concert event to promote RockRoad Pursuits subject to the above-listed conditions imposed by staff. Motion was seconded by Flory and carried 3-0.
PUBLIC WORKS 05-01-13
The Board considered the approval to solicit bids for Project No. 2013-5, to resurface 1750 Road in Baldwin City. Keith Browning, Director of Public Works, presented the item.
The CIP allocates $80,000 for the project. The cost for this project is estimated at $190,000. Baldwin City agreed to share the costs 50/50 and take over maintenance of the road on completion as this road borders the city.
Gaughan moved to approval for staff to solicit bids for the construction of Project No. 2013-5, surfacing and minor drainage improvements to E 1750 Road from the Baldwin City limits to Route 12. Motion was seconded by Flory and carried 3-0.
GRANTS/NATURAL AND CULTURAL HERITAGE 05-01-13
Larry McElwain and Julia Mangliz, members of the Heritage Conservation Council, presented the Board with the grant recommendations for the 2013 Natural and Cultural Heritage Grant Program. The council recommended awarding $276,250 of the $325,000 total allotted funding as follows:
Major Grants:
- Lawrence Preservation Alliance for emergency roof repairs and frame envelope repair of the Lawrence Turnhall building. Requested: $129,786; Recommend $125,000
Target Grants:
- University of Kansas Center for Research, Inc. to promote forest conservation in Baldwin Woods. Requested $72,000; Recommended $72,000.
- Clearfield Community Historical Society to restore Clearfield School roof, ceiling and front as seen after move in 1908. Requested $41,500; Recommended $29,850.
- Lawrence Art Center to support re-fashioning of "A Kansas Nutcraker; production. Requested $24,400; Recommended $24,400.
- Douglas County Historical Society/Watkins Community Museum of History for a Watkins Museum Core Exhibit; Requested $21,845 Recommended $20,000.
- Libuse Kriz-Fiorito Historical Foundation for signage and printed literature to raise community awareness for The Castle Tea Room; Requested $5,000; Recommended $5,000.
Gaughan opened the item for public comments.
Thellman asked if the recommended project would be eligible for the dollar-for-dollar match as part of Freedom's Frontier Federal Pass-Through match program. Jeanette Blackmar, Heritage Council Coordinator, stated five of the six proposals would qualify for the match.
Gaughan stated he has concerns about the request for signage for The Castle Tea Room including marketing information. Mangliz stated the intention is for a historical interpretive sign for pedestrians giving history of The Castle Tea Room and contact information for events. McElwain said he agrees the signage should include the history, but he d sn't feel taxpayer money should be used for advertising. It was the consensus of the Board for the signage should include historical information only.
Flory stated back in March he indicated we should not go forward with applications for the grant and take a moratorium because of budget issues. He said we are faced with the possibility of raising the mill levy just to keep the level of service the agencies are providing. He said he truly appreciates the work the council has done and applauds the purpose of the heritage council's efforts for the community. Flory stated he still struggles with funding these grants out of everyday property taxes. The Board has still not agreed to pursue other funding options. He said this is difficult because he d s believe in what the applicants want, and this is a perfect opportunity to leverage funds. However, he would like to not have to worry about how we will fund Mental Health services and many other necessary services. Flory said this is $250,000, which he feels is not a small amount of money. He feels in good conscience he cannot support funding these grants until the Board through with budget process
Thellman said she thinks we all have concerns about our budget and that will be the nature of our future for awhile. She said she d s not think these budget concerns should stop us from moving ahead and balancing it with other aspects of county work, roads, and mental health. She said the Board d s a good job budgeting. We are leveraging hundreds of thousands more than what the County would be putting in for these projects and feels the process is working. Thellman said she is happy to support the grants.
Gaughan opened the item for public comment.
Dennis Brown, president of Lawrence Preservation Alliance, stated the Turnhalle building is a rare thing and significant in the Midwest and also nationally. He said is was a prairie building constructed nine years after Kansas statehood and built by members of the Turnhall. Brown said this grant will allow the Lawrence Preservation Alliance to completely rehab the wooden frame that houses the stage. The work will be very visible and will aid in finding the right buyer for the building.
Thellman moved to approve the six grants proposed and added the condition that the signage for The Castle Tea Room not include any marketing information. Motion was seconded by Gaughan and carried 2-1 with Flory in opposition.
APPOINTMENT 05-01-03
Flory moved to reappoint Sue Hack to the Lawrence-Douglas County Housing Authority for a second term to expire June 2017. Motion was seconded by Gaughan and carried 3-0.
ACCOUNTS PAYABLE 05-01-13
Gaughan moved to approve accounts payable in the amounts of $84,712.74 to be paid on 05/02/13, and a manual check in the amount of $14,784.79 paid on 04/30/13. Motion was seconded by Flory and carried 3-0.
Gaughan moved to adjourn the meeting; Flory seconded and the motion carried 3-0.
____________________________ ____________________________
Mike Gaughan, Chair Nancy Thellman, Vice-Chair
ATTEST:
____________________________ _____________________________
Jamie Shew, County Clerk Jim Flory, Member
Time and Date