Meeting Information
-Convene
-Pledge of Allegiance
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders
(b) Consider approval of 2004 Audit Contract (Pam Madl)
(c) Consider approval of siren maintenance agreement (Jackie Waggoner)
REGULAR AGENDA
(2) Consider approval of Douglas County Community Corrections Application for FY2004 Unexpended Funds (Ron Stegall)
(3) Review and approve 7th Judicial District Juvenile Justice Authorize Prevention, Intervention and Core Services Funding Applications for FY 2006 (Pam Weigand)
(4) Consider approval of microfilm service contract (Jackie Waggoner)
(5) Consider approval of Sheriff vehicle acquisition (Jackie Waggoner)
(6) Consideration of proposed improvements to dispatch center (Jim Denney)
(7) Other Business
(a) Consider approval of Accounts Payable (if necessary)
Jones called the meeting to order at 8:34 A.M. on Monday, November 29, 2004 with all members present.
CONSENT AGENDA 11-29-04
Johnson moved approval of the following Consent Agenda:
- Approve Commissioners Order No. 5276. Order is on file in the office of the County Clerk;
- Note receipt of fee reports for the month of October;
- Award contract for audit services to Lowenthal, Singleton, Webb & Wilson; and
- Authorize Paula Phillips, Director of Emergency Management, to sign the maintenance agreement with Blue Valley Public Safety in the amount of $11,036.04 for maintenance of outdoor warning sirens.
Motion was seconded by Jones and carried unanimously.
COMMUNITY CORRECTIONS 11-29-04
The Board discussed the Douglas County Community Corrections Application for FY 2004 Unexpended Funds. Ron Stegall, Director of Community Corrections, was present for the discussion. Stegall explained that this application provides the format for Kansas Community Corrections Act agencies to request FY 2004 Unexpended Grant Funds for use during FY 2005. Department records show that $831,640.11 may be available for this purpose. An agency can use these funds to sustain, enhance and/or create interventions that address the criminogenic needs cited in its approved FY 2005 Comprehensive Plan, and to support certain agency operations. After discussion, Jones made a motion to approve the Community Corrections Act Agencies Application for FY 2004 Unexpended Funds. Motion was seconded by Johnson and carried unanimously.
YOUTH SERVICES 11-29-04
The Board discussed the 7th Judicial District Juvenile Justice Authority Prevention, Intervention and Core Services Funding Applications for FY 2006. Pam Weigand, Youth Services Director, was present for the discussion. Weigand explained that the Juvenile Justice Authority projected funding allocation for Prevention, Intervention and Core Programs are based on FY 2005 funding levels. The funding is contingent on state funding remaining the same as FY 2005 allocation levels.
Funding Type
FY 2005
FY 2006
Prevention
$115,193.00
$117,858.00
Intervention/Graduated Sanctions
$64,898.00
$64,898.00
Core Services
$478,622.00
$478,622.00
Total
$658,713.00
$661,378.00
The Grant Review Committee and Douglas County Youth Services staff completed the initial grant review process for the Juvenile Corrections Advisory Board as in years past. The Grant Review Committee members interviewed all of the applicant agencies and notified the agencies of the Committee's preliminary funding recommendations. Agencies were advised of their ability to appeal to the Grant Review Committee. No requests for appeal were received.
The funding recommendations were then reviewed and approved by the Douglas County Juvenile Corrections Advisory Board as follows:
Applicant Agency
Program
FY 2005 Award
FY 2006 Requested
FY 2006 Recommended
Bert Nash Mental Health Center
Working to Recognize Alternative Possibilities (WRAP)
$21,081.00
$21,081.00
$21,000.00
Big Brothers/Big Sisters of Douglas County
Community Based Program
$0.00
$17,529.00
$0.00
Boys and Girls Club of Lawrence & Unified School District 497
After School Programming
$44,740.00
$46,128.00
$43,748.00
K.U. Center for Research, Inc.
KU Truancy Prevention & Diversion Program
$10,400.00
$17,160.00
$11,440.00
Mother to Mother of Douglas County
Dad's Time
$3,528.00
$3,527.00
$3,527.00
Unified School District 348 (Baldwin)
Tutoring for School Success
$9,804.00
$9,804.00
$9,804.00
Unified School District 348 (Baldwin)
Bulldog Den (Jr. High)
$8,045.00
$8,045.00
$8,045.00
Unified School District 348 (Baldwin)
Vinland Elementary
$0.00
$3,369.00
$3,294.00
Van Go Mobile Arts
Jobs in the Arts Make Sense (JAMS)
$17,595.00
$29,008.00
$17,000.00
Sub Total Prevention Programs
$115,193.00
$155,651.00
$117,858.00
Big Brothers and Big Sisters
Partnership with Youth
$6,878.00
$20,840.00
$19,561.00
Douglas County Citizen Review Board (CRB)
JO CRB
$13,559.00
$17,056.00
$17,056.00
DCCCA
Juvenile Outpatient Treatment
$16,180.00
No Application Self Funded FY 2006
Family Enhancement of Community Living Opportunities
Family Enhancement
$28,281.00
$28,281.00
$28,281.00
Sub Total Intervention Program
$64,898.00
$66,177.00
$64,898.00
Douglas County Youth Services
Case Management
$97,957.00
Determined by JJA Same as FY 2005
$97,957.00
The Shelter, Inc.
JIAS
$147,093.00
$147,093.00
Douglas County Youth Services
JISP
$233,572.00
$233,572.00
Core Services Sub Total
$478,622.00
$478,622.00
TOTAL
$658,713.00
$661,378.00
Johnson moved approval of the 7th Judicial District Juvenile Justice Authority Prevention/Intervention and Core Services funding application for FY 2006 as outlined above; McElhaney seconded and the motion carried unanimously.
PURCHASING 11-29-04
The Board discussed bids received for document preservation services. Jackie Waggoner, Purchasing Agent, explained that Douglas County currently microfilms records both in-house and by outsourcing. In 1993 a microfilm processor was purchased for $15,200 and in 1996 a microfilm machine for $22,269. The life expectancy of the equipment is approximately 10 years, and the replacement costs are anticipated to exceed $50,000. In efforts to explore current expenses and to centralize microfilming process, Douglas County participated in a cooperative bid with nine agencies in the Kansas City area and five (5) bids were received.
A committee consisting of representatives from the participating departments (Register of Deeds, Treasurer, District Court, Appraiser, Clerk, and Payroll) reviewed the bids and toured the facilities of the two (2) low bidders (Document Management Solutions and Microfilm & Imaging of Kansas City). After touring the facilities, the committee concluded that Document Management did not provide the same level of security, technology capabilities, or have any experience with governments. The Committee recommended the award of the contract to Microfilm & Imaging for all county offices except Register of Deeds. Imaging Solutions has submitted the second low bid for Register of Deeds.
Johnson questioned whether outsourcing all microfilming would actually save the County money. Pam Madl, Assistant County Administrator, stated that it wouldn't necessarily save the County any money, but the Register of Deeds would like to get out of the business of operating the microfilm processor. Madl also pointed out this would not result in the need for fewer staff.
Johnson requested further information showing what outsourcing will cost and why it would be beneficial. No action was taken.
SHERIFF & PURCHASING 11-29-04
The Board considered approval of the purchase of six (6) patrol vehicles for the Sheriff's Office. Jackie Waggoner, Purchasing Agent, explained that Douglas County and the City of Lawrence participated in a regional cooperative bidding process for the acquisition of 2005 vehicles. The Sheriff's Office has allocated funds to purchase six (6) patrol vehicles, one (1) 1/2 ton pickup, and one (1) full-size utility vehicle. Jones made a motion to approve the purchase of six (6) patrol vehicles, one (1) 1/2 ton pickup, and one (1) utility vehicle from Shawnee Mission Ford in the total amount of $189,737, including $16,489 for removal and installation of equipment on all units. Motion was seconded by Johnson and carried unanimously.
EMERGENCY COMMUNICATIONS 11-29-04
The Board discussed proposed improvements to the dispatch center. McElhaney stated that he had spoken with some members of the Emergency Communications Department regarding the need for a restroom facility in the center. When the Judicial & Law Enforcement Center was remodeled a few years ago, the plans included a restroom facility in the dispatch center, which was estimated to cost approximately $30,000. It was decided at the time to seal off the area and eliminate the facility from the project. At the time, security was an issue which was taken care of with the addition of doors eliminating access by the general public. Jim Denney, Director of Emergency Communications, has obtained new estimates for completion of the facilities. The current estimate was $16,330.
Jones stated that since a lot of individuals didn't get exactly what they wanted at the time of the remodel, he believed it would be a good idea to take a look at the entire building to see if any modifications need to be made and make sure this was a good use of $16,000. Jones also stated this was something that should be brought up during the budget process and ranked with priorities.
McElhaney then made a motion to approve the construction of a restroom facility in the open space next to dispatch.
Johnson stated he believed the overriding issue should be a matter of security, not convenience, and he did not believe this appeared to be a security issue since it has been addressed. He also stated that this will open the door to every other occupant in the Judicial & Law Enforcement Center to request more space.
Motion died for lack of a second.
ACCOUNTS PAYABLE 11-29-04
Johnson moved approval of accounts payable in the amount of $172,100.89 to be paid 11/29/04; accounts payable manual checks in the amount of $1,368.24; payroll in the amount of $607,593.27; and electronic funds transfers in the amounts of $44,055.64 for FICA and $38,121.98 for KPERS to be paid 11/24/04. Jones seconded and the motion carried unanimously.
APPOINTMENTS 11-29-04
Johnson made a motion to appoint Dr. Robert L. Carnahan, Lawrence, KS, to the Jayhawk Area Agency on Aging Tri-County Advisory Council for a three-year term which shall expire on September 30, 2007. Motion was seconded by Jones and carried unanimously.
APPOINTMENTS 11-29-04
Jones made a motion to reappoint the following individuals to the Douglas County Senior Services Board of Directors: Howard Baumgartel, Craig Brown, Eldon Herd, Lori Heasty, Fred Madaus, David Mattern, George Norton, Max Sutton, Jim Ralston, Tina Roberts, and Ralph Ruhlen, for two-year terms which shall expire on December 31, 2005. Motion was seconded by McElhaney and carried unanimously.
Jones then made a motion to appoint the following individuals to the Douglas County Senior Services Board of Directors: Lois Clark, Cheryl Holcomb, Pattie Johnston, and Eric Walther, for two-year terms which shall expire on December 31, 2006. Motion was seconded by McElhaney and carried unanimously.
MISCELLANEOUS 11-29-04
At 10:12 A.M., Jones made a motion that the Board recess to go into executive session until 11:12 A.M. with Craig Weinaug, County Administrator; Pam Madl, Assistant County Administrator; Rick Trapp, Sheriff; and Ken McGovern, Undersheriff, to discuss personnel issues and land acquisition. Motion was seconded by Johnson and carried unanimously.
At 11:10 A.M., Jones made a motion to extend the executive session until 11:45 A.M. Johnson seconded and the motion carried unanimously. The Board returned to regular session at 11:38 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