Meeting Information
-Convene
-Pledge of Allegiance
-Consider approval of minutes of August 16 and <1/2xml:namespace prefix = st1 ns = "urn:schemas-microsoft-com:office:smarttags" />August 18, 2004
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders
(b) Consider approval of change in title for Director of Administrative Services (Craig
Weinaug)
(c) Consider recommendation for contract of mail services (Jackie Waggoner)
(d) Consider approval to authorize the purchase of a utility vehicle and mid-sized sedan (Jackie Waggoner)
(e) Consider approval to access the KRCHE contract for office supplies (Jackie Waggoner)
REGULAR AGENDA
(2) SP-07-43-04: A site plan for the revision to an existing church campus located on the southwest corner of N 1800 Road and E 800 Road (795 N 1800 Road). Submitted by Pastor Scott Hanks for Heritage Baptist Church, property owner of record. (Sandra Day)
Jones called the meeting to order at 8:35 A.M. on Monday, August 23, 2004 with all members present. The Pledge of Allegiance was recited.
Jones moved approval of the minutes of August 16 and August 18, 2004. Motion was seconded by Johnson and carried unanimously.
CONSENT AGENDA 08-23-04
Johnson moved approval of the following Consent Agenda:
- Approve Commissioners Order Nos. 5256 and 5257. Orders are on file in the Office of the County Clerk;
- Note receipt of fee reports for the month of July 2004; and
- Authorize change in title for Director of Administrative Services to Assistant County Administrator.
Motion was seconded by Jones and carried unanimously.
PURCHASING & CONTRACTS 08-23-04
Jones moved approval to accept the proposal for mail services with Stampede Mailing Services, Lenexa Kansas. Motion was seconded by Johnson and carried unanimously.
PURCHASING, CONTRACTS, YOUTH SERVICES & EMERGENCY MANAGEMENT 08-23-04
The Board discussed the purchase of vehicles for Youth Services and Emergency Management. Jackie Waggoner, Purchasing Agent, explained that on March 31, 2004, a 1998 Ford Taurus was involved in an accident and was considered a total loss. This vehicle was used by Youth Services staff to transport clients. The settlement payment for this vehicle was $5,489.05. Youth Services is interested in purchasing a new mid-sized sedan. Waggoner also explained that Emergency Management owns a 1994 Ford Explorer with 80,000 plus miles. This vehicle is leaking around the engine head and Public Works mechanics suspect there is a crack beginning in the engine head. Emergency Management has funds available in equipment reserve to purchase a new utility vehicle. Douglas County participated in a regional cooperative bidding process for the acquisition of 2004 vehicles. The County can continue to purchase from these contracts until the manufacturer's production cutoff date. The following is a summary of the costs from the awarded contractor, Shawnee Mission Ford:
Emergency Management
2004 Ford Explorer
$25,698.00
Youth Services
2004 Ford Taurus
$13,243.00
Less settlement payment
$5,489.05
$7,753.95
McElhaney discussed the possibility of replacing the motor in the Ford Explorer which would cost between $3,000-$5,000. He noted that there would be additional expense in transferring the equipment, etc., and felt that it would be worth the cost savings to try to replace the motor. After discussion, McElhaney approved the purchase of one (1) 2004 Ford Taurus in the amount of $13,243 from Shawnee Mission Ford for Youth Services, and table the purchase of the vehicle for Emergency Management. Motion was seconded by Jones and carried unanimously.
PURCHASING & CONTRACTS 08-23-04
Jackie Waggoner, Purchasing Agent, discussed the possibility of accessing the Kansas Regional Council of Higher Education Contract (KRCHE) for the purchase of office supplies. Waggoner explained that in the past the County has solicited formal bids for the office supply contract. Our contracts have been established as percentage discounts off retail, and as a percentage over cost. The County and City considered office supplies to be another commodity we could benefit utilizing a State, National or Regional contract based on their volume discounts. Office Depot (U.S. Communities Contract), Corporate Express (KRCHE), and ADOS Office Products (GSA Federal Contract) provided quotes from their cooperative contracts. Corporate Express has provided the most competitive cost from the KRCHE contract on almost all items. By accessing this contract, the County would be entitled to a $500 educational scholarship for every $20,000 spent. Johnson made a motion to approve accessing the KRCHE contract for office supplies. Motion was seconded by Jones and carried unanimously.
PLANNING 08-23-04
The Board discussed SP-07-43-04: a site plan for the revision to an existing church campus located on the southwest corner of N 1800 Road and E 800 Road (795 N 1800 Road). Submitted by Pastor Scott Hanks for Heritage Baptist Church, property owner of record. Sandra Day, staff member of the Lawrence-Douglas County Metropolitan Planning Department, was present for the discussion. Day explained that this site plan is a revision to the original site plan to show:
1) Increase square footage of church auditorium building;
2) Modify the square footage of the education building; and
3) add an additional residence.
Day recommended approval of the site plan subject to the following conditions:
1) Provision of written conformation from Kansas Department of Health and Environment stating the existing lagoon complies with minimum state design criteria based on the additional uses;
2) Provision of a note on the face of the site plan to state: "existing west entrance onto Route 438 is for access of maintenance vehicles and equipment only. Access to be controlled by locked gate. Bus use of this entrance is prohibited."
3) Provision of a revised site plan to show typical dimensions of the parking lot including access aisles, typical parking stall width and depth and all designed accessible spaces; and
4) Provision of a revised site plan to correctly show the total number of off-street parking spaces.
Jones questioned the existing maintenance driveway located near the northwest corner of the property which has access onto N 1800 Road (Route 438). While the Staff Review notes this is to be used for future lagoon system maintenance purposes and will not be used as a general access for church attendees, Jones stated he feared that over time there will be pressure to provide access there.
McElhaney agreed.
Pastor Hanks said this was considered a maintenance driveway to be used for future lagoon maintenance purposes. There is a locked gate to prevent general access. Hanks requested that they be allowed to keep the driveway.
Johnson stated he would prefer to remove the access point from Route 438.
Hanks stated he would prefer to keep the maintenance driveway in order to allow access for heavy trucks when the lagoon system needed maintenance -- it may be used once in ten (10) years.
Jones then questioned Item Number 7 noted on the Site Plan regarding the approved lagoon system. Jones understood it would need to be inspected again because of the increased load.
Hanks stated he had a conversation with the State confirming that no additional inspection was necessary. However, he did not have written documentation. Day agreed to call the State and get documentation.
McElhaney stated he would be in favor of keeping the maintenance entrance on 438 if it did not have access to the parking lot.
Hanks then agreed to remove the maintenance entrance but expressed frustrations with all the red tape to get a building permit.
Jones then made a motion to approve SP-07-43-04 subject to the following conditions:
1) Provision of written confirmation from Kansas Department of Health and Environment stating the existing lagoon complies with minimum state design criteria based on the additional uses;
2) Provision of a revised site plan to show typical dimensions of the parking lot including access aisles, typical parking stall width and depth and all designed accessible spaces;
3) Provision of a revised site plan to correctly show the total number of off-street parking spaces;
4) Removal of the maintenance entrance; and
5) Item 7 on the face of the plat be revisited after Planning Staff has consulted with the Department of Health & Environment.
Motion was seconded by Johnson and carried unanimously.
ACCOUNTS PAYABLE 08-23-04
Johnson moved approval of accounts payable in the amount of $170,324.84 to be paid 08/23/04; accounts payable manual checks in the amount of $1,368.24; payroll in the amount of $614,101.57; and electronic funds transfers in the amounts of $43,847.16 for FICA and $37,354.17 for KPERS to be paid 08/20/04. Motion was seconded by Jones and carried unanimously.
APPOINTMENTS 08-23-04
Jones made a motion to appoint Lenny Conrad, Lawrence, Kansas and Dale Smith, Baldwin City, Kansas to the Board of Building Code Appeals which terms shall expire on August 23, 2008. Motion was seconded by McElhaney and carried unanimously. It should be noted that Mr. Conrad replaces J Yost and Mr. Smith replaces Mel Lisher, Sr.
MISCELLANEOUS 08-23-04
At 9:50 A.M. Jones made a motion that the Board recess to go into executive session with Evan Ice, County Counselor, and Pam Madl, Assistant County Administrator, until 10:10 A.M. to discuss litigation. Motion was seconded by McElhaney and carried unanimously. The Board returned to regular session at 10:06 A.M. No action was taken.
Jones made a motion to adjourn; Johnson seconded and the motion carried unanimously.
_____________________________ _____________________________
Charles Jones, Chairman Bob Johnson, Member
ATTEST:
_____________________________ _____________________________
Patty Jaimes, County Clerk Jere McElhaney, Member
Time and Date