Meeting Information
Amended Agenda
9:00 a.m. - The County Commission will perform a fence viewing at property located near 502 Eisenhower Road, Baldwin City, Section 34, Township 13, Range 20.
EVENING MEETING
4:00 p.m. Tentatively 4 p.m. only
-Consider approval of the minutes for March 27, April 3, April 10, April 17, April 24, and May 8, 2013.
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders
(b) Consider approval of Cereal Malt Beverage License for VanGo Special Event (Clerk's Office);
(c) Consent Agenda approval to award contract for Project No. 2012-9 pavement rehabilitation on Route 1061 from N 1200 Road to K-10 highway (Keith Browning)
REGULAR AGENDA
(2) Public Hearing for close out of Berry Plastics (CDBG) Grant (Garrett Nordstrum) -No backup
(3) Consider options for improvements at Lone Star Lake (Jackie Waggoner/Doug Stephens)
(4) Authorization/direction for staff on how to proceed with the Lecompton site for radio communications tower following the CUP process (Scott Ruf)
(5) Consider acceptance of low total bid from Hamm Construction and award a construction contract for Project NO. 2013-6, pavement rehabilitation on portions of Route 1057, Route 460, Route 458, and E1900 Roads and authorize the Public Works Director to approve change orders up to 10% of the contract amount. (Keith Browning)
(6) Consider awarding a contract for construction of Project No. 2011-9, improvements to Route 442 from the Shawnee County line to Stull.(Keith Browning)
(7) (a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
-Lawrence Douglas County Metropolitan Planning Commission 05/13
-Property Crimes Compensation Board 04/13
(c) Public Comment
(d) Miscellaneous
(8) Adjourn
Gaughan called the regular meeting to order at 4:00 p.m. on Wednesday, May 15, 2013 with all members present.
PROCLAMATION 05-15-13
Jamie Shew, County Clerk read a proclamation honoring Carolyn (Carrie Moore) on her years of service to Douglas County upon her retirement. Gaughan moved approval of the proclamation. Motion was seconded by Flory and carried 3-0.
MINUTES 05-15-13
Gaughan moved to approve the minutes of March 27, April 3, April 10, April 17, April 24, and May 8, 2013. Motion was seconded by Thellman and carried 3-0.
CONSENT AGENDA 05-15-13
Gaughan moved approval of the following Consent Agenda:
► Resolution 13-12 approving a Cereal Malt Beverage License for a VanGo Special Event at Clinton Marina; and
► Low bid from Sunflower Paving and awarded a construction contract in the amount of $208,097.30 for Project No. 2012-9, pavement rehabilitation on Route 1061 from N 1200 Road to K-10 highway, and authorized the Public Works Director to approve change orders up to 10% of the contract amount;
Motion was seconded by Flory and carried 3-0.
GRANTS 05-15-13
Gaughan moved to open a public hearing to accept public comment on the closeout of the Berry Plastics (CDBG) Grant. Motion was seconded by Thellman and carried 3-0. No comment was received.
Gaughan moved to close the public hearing. Motion was seconded by Thellman and carried 3-0.
Gaughan moved to submit the grant closeout packet to the Department of Commerce. Motion was seconded by Flory and carried 3-0.
PUBLIC WORKS/LONE STAR LAKE 05-15-13
The Board considered options for building improvements at the Lone Star Lake Marina. Jackie Waggoner, Director of Purchasing; and Doug Stephens, Operations Division Manager, presented the item.
Staff considered three options with costs based on directions to staff from a previous a meeting:
1) Tear down existing outhouse and replace with a modular restroom facility at $81,460.50 (leaving marina in its existing condition).
2) Demo the marina and foundation at $35,000.00.
3) Accept the low bid and proceed with the remodel at $186,035.00.
Keith Browning, Director of Public Works, suggested a fourth option, to put
in a modular bathroom and not tear down the marina building. However,
money would need to be allocated to make the building weather tight so it d sn't deteriorate.
Flory stated he supports improvements to the marina. He asked if there are other higher priority uses for the special parks and recreation fund. Browning replied "no."
Thellman asked if the fund can be used for walking and bike trails. Browning stated "yes." Craig Weinaug, County Administrator, stated the money from this portion of the alcohol tax has to be used for recreational purposes; the money varies from $8,000-$12,000 per year. About $100,000 has been accumulated to date.
Gaughan stated he would not support spending money on a module restroom. The teardown cost of the facility is two-thirds the cost of remodeling the building.
Flory stated this is the County's only recreational facility in the area and the fund is for this type of project. He would like to improve the bathroom
facilities and create a facility that could have future use. He supports the $186,035 expenditure.
Gaughan opened the item for public comment. No comment was received.
Thellman said she is willing to support the remodeling project but is torn because the community has a strong interest in building pedestrian bike trails our parks.
Note: The Wilson Group, the low bidder, withdrew their bid due to a mathematical error which would in have increased their base bid by $32,000.
Flory moved to approve option three to accept the bid with Benchmark Construction with alternate #3 for window replacement for a total cost of $186,035 and to proceed with the remodel of the marina; and to authorize the County Administrator to approve change orders up to 5%. Motion was seconded by Gaughan and carried 3-0.
EMERGENCY COMMUNICATIONS 05-15-13
Scott Ruf, Director of Emergency Communications, asked the Board for direction on how to proceed with the Lecompton site for radio communications tower. Ruf stated the Lecompton tower has failed its structure analysis so the County is unable to put equipment on that tower in conjunction with the radio project.
Ruf stated the options are for the County to build a new tower or allow a third party to build the tower and the County would lease. The cost over a 25 year period to build and own versus lease is close. Upfront costs to build are approximately $400,000 with monthly payments of approximately $850 per month for land lease and utilities at a total cost of $655,000. To lease, upfront costs would be $110,000 with monthly payments of approximately $1,650 per month for lease, utilities and land, for a total cost of $605,000. However, by leasing, the County would assume no risk or upkeep expenses.
Ruf stated he reviewed the options with the Sheriff who agrees that leasing would be their recommendation. Craig Weinaug, County Administrator, said he agrees that leasing is the best option.
Gaughan opened the item for public comment. No comment was received.
Flory moved to authorize the Director of Emergency Communications to pursue the lease option with the Lecompton site and to bring back the results to the County Commission for consideration of approval. Motion was seconded by Thellman and carried 3-0.
PUBLIC WORKS 05-15-13
Flory moved to approve the low bid from Hamm Construction and award a construction contract in the amount of $1,334,175.65 for Project No. 2013-6, pavement rehabilitation on portions of Route 1057, Route 460, Route 458, and E 900 Road, and authorized the Public Works Director to approve change orders up to 10% of the contract amount. Motion was seconded by Gaughan and carried 3-0.
WALK ON FOR PUBLIC WORKS 05-15-13
Flory moved to approve acquisitions of rights of way with Bonnie M. Nichols, Trustee of the Bonnie M. Nichols Trust, under Agreement dated November 25, 1991, Topeka, Kansas for Tract 1; and Bruce A. and Heather A. Johanning, Lecompton, Kansas for Tract 2 for Project No. 2011-9, Road No. 178 (N1700 Road) Route 442 from Shawnee County Line to Stuff. Motion was seconded by Gaughan and carried 3-0.
PUBLIC WORKS 05-15-13
Gaughan moved to award a contract for construction of Project No. 2011-9, improvements to Route 442 from the Shawnee County line to Stuff to the low bidder, Bettis Asphalt, in the amount of $1,224,764.75 and authorized the Director of Public Works to approve change orders up to 5% of the contract amount. Motion was seconded by Thellman and carried 3-0.
MISCELLANEOUS 05-15-13
The Board discussed the fence viewing performed by the County Commissioners on Wednesday, May 15, 2013. No decisions have been made. The Craig Weinaug, County Administrator is seeking advice from the County Counselor on who is responsible for determining the fence location. The Commission was informed if the property owners are not satisfied with the decision of the County Commission they could seek a resolution through civil court.
MISCELLANEOUS 05-15-13
There was discussion on how the new conceal carry permits will affect the Douglas County Courthouse. The County may need to add costly metal detectors to secure the courthouse. The greater expense would be adding on to a historic building to accommodate the addition.
ACCOUNTS PAYABLE 05-15-13
Gaughan moved to approve accounts payable in the amount of $509,378.66
to be paid on 05/16/13. 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