Meeting Information
WEDNESDAY, JUNE 1, 2016
4:00 p.m.
-Proclamation for “Relay for Life” (Amanda Davis)
-Consider approval of minutes for February 10, March 23, March 30, April 20, April 26, and April 27, 2016.
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Consider Agenda authorization to solicit construction bids for KDOT Project No. 23C-4731-01 (DGCO Project No. 2015-67), the replacement of Bridge No. 09.58N-09.00E (Keith Browning);
(c) Consent Agenda Acceptance of Low Bid for Supply of Highway De-Icing Salt (Keith Browning)
(d) Consider approval of acquisition of rights of way for bridge No. 9.58N-9.00E (Michael Kelley)
(e) Consider approval of acquisition of rights of way for bridge No. 2.07N-10.00E (Michael Kelley);
(f) Consider Accessing the NJPA Contract to Purchase a New Bulldozer for Public Works. (Jackie Waggoner/Doug Stephans)
REGULAR AGENDA
(2) Receive an update on the 2016 pilot project for countywide recycling. Authorize the County Administrator to purchase recycling collection bins in 2016 to meet countywide recycling demand (approx. $14,000), and budget $36,600 for program operating costs in 2017. (Eileen Horn)
(3) Discuss and consider approval of Renovations of the Douglas County Courtrooms.(Jackie Waggoner, Linda Koester-Vogelsang, Dave Sparkes)
(4) Update of rules and regulations for fairgrounds rentals to permit the use of alcohol
(Jill deVries Jolicoeur)-Backup to follow
(5)(a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
-Board of Construction Codes Appeals (1) position 12/15
-Community Corrections Board (2) positions 01/16 and 05/16
-Consolidation of Fire Districts 3 and 5 Board
(c) Public Comment
(d) Miscellaneous
(6) Adjourn
-5:00-7:00 p.m. - K-10 West Leg SLT Study Public Information Open House for K-10 & E. 1200 Road Near-Term Improvements #K10SLT at the First United Methodist Church-West Campus, 867 US-40, Lawrence, KS 66049
June 1, 2016
Flory called the regular meeting to order at 4:00 p.m. on Wednesday, June 1, 2016 with all members present.
PROCLAMATION 06-01-16
Flory moved to approve a proclamation declaring June 5 through June 11 as “Relay for Life Week” in Douglas County. Motion was seconded by Thellman and carried 3-0.
MINUTES 06-01-16
Gaughan moved to approve the minutes of February 10, March 23, March 30, April 20, April 26, and April 27, 2016. Motion was seconded by Thellman and
carried 3-0.
CONSENT AGENDA 06-01-16
Flory moved approval of the following Consent Agenda:
► Authorization for the Public Works Director to solicit construction bids for KDOT Project No. 23C-4731-01 (DGCO Project No. 2015-67), the replacement of Bridge No. 09.58N-09.00E;
► Approval of the low bid from Central Salt for the supply of 3000 tons of highway de-icing salt at a total cost of $148,290.00;
► Contracts for highway purposes for acquisition of easement for Drainage Structure No. 9.58N-9.00E, Road No. 220 (E900 Rd) with: Michael J. and Patricia M. Curtis of McDonough, Georgia; Virginia M. Curtis, owner of life estate, and Lewis S. Kirk, Lawrence, Kansas; all for Tract No.1; and Monica L Curtis and Keith A. Heckman, Lawrence, Kansas, Tract No. 2.;
► Contracts for highway purposes for acquisition of easement for Drainage Structure No. 2.07N-10.00E, Road No. 147 (E1000 Rd) with: Roger D. and Debra C. Johnson, Lawrence, Kansas, Track No. 1;
► Authorized staff to access the NJPA contract with Foley Equipment to purchase a 2016 Caterpillar D3K2 for a cost of $96,955.
► Walk on Item: Resolution 16-16 of the Board of County Commissioners of Douglas County, Kansas adopting text amendments to the Zoning Regulations for the unincorporated territory of Douglas County, Kansas, pertaining to accessory dwelling unit regulations, construction requirements, and the subdivision regulations.
Motion was seconded by Thellman and carried 3-0.
SUSTAINABILITY 06-01-16
Eileen Horn, Sustainability Coordinator, updated the Commissioners on the 2016 pilot recycling project for drop-off recycling in the unincorporated area of Douglas County. Four locations were chosen: Prairie Moon Waldorf School, Stull United Methodist Church, Vinland Fairgrounds, and Wakarusa School. Staff projected an annual cost of $25,000 for weekly pickup of two bins at each location.
The program has been highly successful. For the first six months of the program (October-March) Honey Creek collected 56 tons of recycling materials, resulting in 2-3 pickups per week. New projects for the next 12 months program will cost approximately $56,000, more than twice the amount originally estimated.
After meeting with Honey Creek, Horn proposes increasing the number of bins at participating locations, which will require a one-time bin purchase, but will reduce the annual program operating costs in future years.
Location:
Number of containers :
Trips /mo:
Collection cost/mo:
Notes:
Prairie Moon
2
4
$700
Maintain current level of service
Stull
4
4
$700
Add 1 single stream, 1 cardboard
Vinland
8
4
$700
Add 3 single stream, 3 cardboard
Wakarusa
8
4
$700
Add 3 single stream, 3 cardboard
Sensors for all
locations
$250
TOTAL:
$3,050
Annual Savings:
$20,100
Bin purchase:
$14,000
requires the purchase of 14 new
containers @ $1,000 apiece
Bin payback period:
0.70
YEARS
FUTURE ANNUAL COST:
$36,600
Flory opened the item for public comment. No comment was received.
Flory moved to authorize staff to purchase recycling collection bins in 2016 to meet countywide recycling demand (approximately $14,000), and budget $36,000 for program operating costs in 2017. Motion was seconded by Gaughan and carried 3-0.
DISTRICT COURT 06-01-16
The County Commissioners discussed the need for renovations of the Douglas County courtrooms. Jackie Waggoner, Director of Purchasing; Linda Koester-Vogelsang, Courts Administrator and David Sparkes, Director of Maintenance, were present for discussion.
For the past several years, District Court has been planning renovations for the courtrooms which included carpeting, painting, mill work (ADA compliance) ceiling tiles and grids, looping and furniture. While gathering cost estimates, staff was informed that Treanor Architects was contracted to do a similar project with Shawnee County. Treanor has provided a proposal to assist with the design and bidding phases with the understanding an award for 2016 will be based on available funds and priorities established by the judges.
Staff recommends, based on available funds of $337,459 in the 2016 Budget and staff’s desire to complete work in the jury assembly room and basement of the Judicial & Law Enforcement center, approving the following expenses and recommended the Board authorize Administration to approve change orders up to 5% ($4,664.20):
Description
Contractor(s)
Contract Type
Cost
Architect Services
Treanor Architects
Waive Bid Process
$37,200
Sound System Jury Assembly
Mission Electronics
State
$13,700
Looping Jury Assembly
Mission Electronics & Oliver Electric
State
$11,896
Carpet & Paint Jury Assembly & JLE Basement Hallway
The Wilson Group
NJPA
$30,488
Total Cost
$93,284
Flory opened the item for public comment. No comment was received.
Flory moved to authorize waive the bidding process for architect services
and approve the following contracts: Treanor Architects ($37,200); Mission Electronics ($13,700); Mission Electronics and Oliver Electric ($11,896); and The Wilson Group ($30,488), for a total contract amount of $93,284, which includes Treanor contract; and authorize Administration to approve change orders up to 5% (4,664.20). Motion was seconded by Thellman and carried 3-0.
FAIRGROUNDS 06-01-16
Jill deVries Jolicoeur, Assistant to the County Administrator, updated the County Commission on the rules and regulations for fairgrounds rental to permit the use of alcohol.
This guide requires a permit for events that serve alcohol liquor, wine, beer or cereal malt beverages. The permit is sole for serving, consuming, possessing and/or carrying alcohol. No sale of alcohol is permitted. It restricts consumption for events given or hosted for persons less than 21 years of age. And the County Administrator reserves the right to deny an event permit application involving alcohol based on the applicant’s prior history of violating rules and regulations.
There was discussion on where insurance is required for alcohol events. The County already requires insurance for use of buildings for animal and commercial events.
Thellman asked if all events require insurance, she questioned birthday parties. Plinsky said our liability insurance requires Douglas County to be listed as an additional insured to assured any damage is covered.
The item was tabled to determine is insurance is required is an alcohol permit granted for an event.
ACCOUNTS PAYABLE 06-01-16
Flory moved to approve accounts payable in the amount of $712,841.48 paid on 06/02/16. Motion was seconded by Gaughan carried 3-0.
Flory moved to adjourn the meeting. 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