Meeting Information
Amended agenda:
4:00 p.m.
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Consider approval of 2016 Tow Service Provider Agreement and County Resolution
Establishing Maximum Charges For Authorized Tow Service (Drew Vincent)
(c) Consider approval of Notice to Township Board for Cereal Malt Beverage License for
Poor Farm Restaurant, 598 N 1190 Road (Clerk’s Office);
(d) Consider approval of Notice to Township Board for Cereal Malt Beverage License for
The Clinton Store, 598 N 1190 Road (Clerk’s Office);
(e) Consider approval to solicit bids for signs and miscellaneous items for Public Works
(Keith Browning)
(f) Consider approval to solicit bids for supply of asphaltic concrete (Keith Browning);
(g) Consider approval to solicit bids for supply of rock aggregates (Keith Browning);
(h) Consider approval to solicit bids for highway de-icing salt (Keith Browning); and
(i) Consider recommendation to purchase uniforms for Sheriff’s Office (Ken McGovern)
REGULAR AGENDA
(2) Discussion on County vehicle acquisitions (Jackie Waggoner)
(3) Set the Guaranteed Maximum Price on Phase 2 and 3 and the total project authorization for the Fairgrounds Master Plan improvement project (Sarah Plinsky)
(4) (a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
-Board of Construction Codes Appeals (1) position 12/15
-Lawrence Douglas-County Health Board (1) position 03/16
-Heritage Conservation Council (2) positions 05/16
-Community Corrections Board (2) positions 01/16 and 05/16
(c) Public Comment
(d) Miscellaneous
(5) Adjourn
February 24, 2016
Flory called the regular meeting to order at 4:00 p.m. on Wednesday, February 24, 2016 with all members present.
CONSENT AGENDA 02-24-16
Flory moved approval of the following Consent Agenda:
► Commission Order No. 16-013 (on file in the office the County Clerk);
► Resolution 16-04 establishing maximum charges for authorized tow service and approved the 2016 Tow Service Provider Agreement;
► Notice to Township Board of application for cereal malt beverages license for Poor Farm Restaurant, 598 N 1990 Road;
► Notice to Township Board of application for cereal malt beverages license for The Clinton Store, 598 N 1990 Road;
► Approval for Public Works to solicit bids for signs and miscellaneous items;
► Approval for Public Works to solicit bids for supply of asphaltic concrete mix for the 2016 maintenance season;
► Approval for Public Works to solicit bids for supply of crushed rock aggregates for the 2016 maintenance season;
► Approval for Public Works to solicit bids for supply of highway de-icing salt for the 2016/2017 winter storm season; and
► Approval of request from Sheriff’s office to purchase uniforms for a cost of $54,192.70 using the State of Kansas contract with funds coming from the 2016 Budget.
Motion was seconded by Thellman and carried 3-0.
PURCHASING/VEHICLES 02-24-16
Jackie Waggoner, Director of Purchasing, lead a discussion on county vehicle acquisitions.
For a number of years the county has been participating in a metro regional vehicle bid through Mid America Council of Public Procurement (MACPP) which provided a significant cost savings compared to purchasing locally with dealers who did not participate in the bidding process. The City and County met with all local dealerships to explain how the cooperative bidding process worked and encouraged them to attend a joint meeting with participating agencies and dealership, though no local agencies submitted a bid.
Flory asked how the City of Lawrence uses local bidding. Waggoner replied the City goes through a bidding process and if the local dealers are within 5% of the contact they choose local dealers.
Flory stated there is some concern that the local dealers are not able to participate due to the delivery cost, but this process has changed. The delivery fee can be added in the bid and we can forecast to the local bidders what we project to purchase during the year. Waggoner added we can tell the dealers what we have budgeted for but there is no guarantee on the purchase number.
Dan Schmidt, Fleet Manager at Laird Noller Ford, stated he is familiar with the metro bidding process and 94% of the vehicles went to the Kansas City area. He did not feel it was a level playing field due to the delivery costs. Schmidt said he would like a chance to bid on County vehicles. He already bids for the University of Kansas, the fire districts and the City of Lawrence.
Flory said anyone can bid as long as they meet the requirements.
Sarah Plinsky, Assistant County Administrator, stated if a local dealership responded to the criteria, they can be awarded a part of the contract. They can add delivery costs. It would allow us the flexibility to use local, if there are specialty items the County can’t get from local dealerships, we have the flexibility to use the regional contract all year around.
Flory suggested Waggoner meet with local dealership again to discuss the bid process. He would like to use local when possible but we also need to balance getting the best price for taxpayers.
FAIRGROUNDS 02-24-16
The Board considered setting the Guaranteed Maximum Price on Phase 2and 3 and the total project authorization for the Fairgrounds Master Plan improvement project. Sarah Plinsky. Assistant County Administrator, presented the item.
Plinsky provided an overall update on the status of the Douglas County fairgrounds and discussed additional options for the County Commission to consider:
Phase 2:
- Upgrade cost to LED light fixtures $46,668 (from Sustainability Fund)
- Bottle filler $1,695
- Hearing assistance loop at judging arena $10,307
- Bird Netting $15,917
- Delete masonry at interior column wrap $16,438
- Add electrical for 16 additional RV units $53,537
- Snow guards over entries $32,205
- Cost to delete fire pump $41,500
Phase 3:
- LED Site Lighting $13,836 (from Sustainability Fund)
- Additional paving at circle $17,160
- Chain link in lieu of guardrail at open area $27,137
- Additional asphalt paving $21,340
Plinsky also stated that regarding the water meters and development fees, we are working out some issues and fees associated with that. We are changing out sizes of meters and working with City Hall. Plinsky said she is hoping to ask the City for a waiver of fees for the meters and development fees which are presently earmarked at $150,000.
Also discussed was pushing the 2016 scheduled jail/chiller project to the jail expansion project, of which the chiller would be impacted. Plinsky said some funds had already been set aside; there is also some CIP additional sales tax funds available and above the budget for 2015; and funds set aside for downtown space needs. She recommended using this approximate total of $800,000 to cover some of the additional fairground expenses.
Plinsky said in return, she is hoping to set aside funds from the sale of the old Public Works site to appropriate for downtown Douglas County expansion needs. But at this time we need to move forward with the fairgrounds expansion.
Flory opened the item for public comment. No comment was received.
Flory moved to authorization to raise the total fairgrounds project cost to $7,996,560 which includes items 2, 3, 4, and 7 in Phase 2; and items 2 and 3 in Phase 3 as listed above; and asked staff to prepare the construction contracts for Board approval at a later date. Motion was seconded by Thellman and carried 3-0.
Thellman asked what the fairgrounds capacity will be after the improvements. Chris Cunningham, Treanor Architects, stated there is parking on site for 2200 cars which would accommodate 8,000-10,000 people. The open pavilion by code can accommodate 4,000.
ACCOUNTS PAYABLE 02-24-16
Flory moved to approve accounts payable in the amount of $3,620,269.92
to be paid on 02/25/16. Motion was seconded by Gaughan carried 3-0.
Flory moved to adjourn the meeting. Motion was seconded by Gaughan and carried 3-0.
MISCELLANEOUS 02-24-16
Flory discussed the 1:30 p.m. study session regarding jail expansion/mental health crisis center/and special court.
It is the Board’s intention to move forward with the mental health crisis center and requested staff to initiate a time table immediately to accomplish that decision. The Board will need to discuss every conceivable financing option to finance the debt, along with staffing needs for the crisis center and mental health court operation costs, data collection and stewardship; and putting the item on the ballot for a public vote.
Flory said he sees the jail expansion and renovation; construction, staffing and operation of the mental health crisis center; and the special needs court as intertwined and should be brought to the public as one item.
Gaughan stated he wants to remind the public the crisis center is not exclusively an alternative destination for those not going to jail but open to all members of the community. It is an important part of the system, but also necessary to serve the larger population in the community.
Thellman stated she would like to direct the architects to look at the estimated $30M project and see if there are ways to reduce the cost to $25M without cutting corners or having a less facility.
The Board discussed the significance of putting the item on the ballot as one question.
Gaughan said we are talking about four problematic changes to the jail. One of the changes has been on the agenda for 20 years. These changes are our obligations to the community and we need to all be on the same page. He feels this is one question, though he doesn’t know what that question looks like at this point. But, Gaughan stated we need to move forward together.
Flory agreed. He stated he wants to send the signal that the County is looking at the whole package as an issue for the community that needs to be funded or not funded. We are not willing to parcel out a crisis intervention center from the mental health court and the jail expansion because they are all our responsibilities and obligations. Flory said he has received some recent information that Justice Matters is ready to wage a campaign against the County for looking at our obligations in the singular fashion. He quoted Justice Matters as saying “their goodness is being high jacked to help the jail expansion.” Flory said terms like “hostage” and “high jacked” tend to infuriate him when this Commission is the one to initiate this whole process. If there is going to be an effort to undermine this as a single project with multiple facets and possible different funding mechanisms, Flory said we need make it clear we are all on the same page and explain to the community they may be getting misinformation, or not.
Thellman said she shares Flory’s frustration. Our obligation is to all the citizens of Douglas County, not one special interest group, though some have done great work. This is a particularly complicated issue. Justice Matter seems to be divided amongst their members and they will have to solve that.
The Board proposed having another study session in the next few weeks.
Flory moved to declare this project as a single issue which is within the realm of responsibility for the County Commission to consider with different aspects being the mental health crisis center, mental health court and jail improvements to present this to the public as a single issue. Motion was seconded by Gaughan and carried 3-0.
Flory moved to adjourn. Motion was seconded by Thellman and carried 3-0.
_____________________________ ____________________________
James E. Flory, Chair Mike Gaughan, Vice-Chair
ATTEST:
______________________________ _____________________________
Jamie Shew, County Clerk Nancy Thellman, Member
Time and Date