Meeting Information
-Convene
-Consider approval of minutes for November 3 and November 5, 2008.
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Consider accessing contract for documents preservation projects for the Register of Deeds (Jackie Waggoner); and
(c) Authorize execution of agreement between Douglas County and the City of Lawrence for use of 4-H Fairgrounds Baseball facilities (Bill Bell)
REGULAR AGENDA
(2) Consider a fuel option with Capitol City Oil (Jackie Waggoner)
(3) Report from planning director on status of various planning issues currently in the pipeline (Scott McCullough)
(4) Consider approval of road right-of-way contracts for project No. 2007-13, the improvement of County Route 438 from 625E to 850E. (Also known as the farmer's turnpike) (Michael Kelly)
(5) Consider approval of payments for support of the KU Small Business Office for 2004 and 2005 (Bob Johnson and Craig Weinaug)
(6) Consider approval of Annual Wage Adjustments (Pam Madl)
(7) Consider approval of 2009 Holiday schedule (Pam Madl)
(8) Other Business
(a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
(c) Miscellaneous
(d) Public Comment
(9) Adjourn
Johnson called the regular session meeting to order at 8:30 a.m. on Monday December 1, 2008 with all members present.
CONSENT AGENDA 12-01-08
Jones moved approval of the following Consent Agenda:
► Authorize the execution of agreement between Douglas County and the City of Lawrence for use of 4-H Fairgrounds Baseball facilities.
Motion was seconded by McElhaney and carried unanimously.
Item pulled from the Consent Agenda:
PURCHASING & REGISTER OF DEEDS 12-01-08
The Board considered the approval of accessing the contract for three Document Preservation Projects for the Register of Deeds office. In September 2008, the Board awarded a contract to Microfilm & Imaging for all document preservation services after participating in a cooperative bidding process through Mid-America Regional Council (MARC). The three projects are as follows:
- Project 1: 123 data books (approximately 78,720 images); scan, index, microfilm (silver & diazo duplicate), digitize to CD;
- Project 2: redo 162 rolls of microfilmed deed books (approx. 324,000 images, no hard copies) microfilm (silver & diazo duplicate), digitize to CD; and
- Project 3: 60 years of school records: scan to digital images (approx. 16, 275 images), index, microfilm (silver & diazo duplicate), digitize to DVD; Purchase 83 industructo binders & 13, 154 mylar sheets, including shipping; and Labor cost.
Total cost is estimated at $67,458.35.
Kay Pesnell, Register of Deeds, was present for the discussion. McElhaney pulled the item from the Consent Agenda because he questioned why the Register of Deeds' office was filming school records. Pesnell explained that she is required by law to store the records and the pages are deteriorating. Scanning is the best option for preservation.
After further discussion, McElhaney moved to authorize the Register of Deeds to access the Document Preservation Contract with Microfilm & Imaging of Kansas City for an estimated cost of $67,458.35. Motion was seconded by Jones and carried unanimously.
PUBLIC WORKS 12-01-08
Jones moved approval of road right-of-way contracts for project No. 2007-13, the improvement of County Route 438 from 625E to 850E, also known as the farmer's turnpike, for a total contract amount of $15,550.00. Contracts for Road No. 547 - Route 438 - N 1800 Road, Project No. 2007-13 are with the following property owners: Helga E. Patterson, 7545 N 1800 Road, Lecompton, KS 66050, Tract No. 5; Douglas C. and Margie L. Hinrichsen, 768 N. 1800 Road, Lecompton, KS 66050, Tract No. 7; Danny Coyne, 755 N 1800 Road, Lecompton, KS 66050, Tract No. 17; and Barbara Susan Brotsman Dreger and John Brian Dreger, 2426 Louisiana Street, Lawrence, Kansas, 66046, Tract No. 14. Motion was seconded by McElhaney and carried unanimously.
PURCHASING 12-01-08
The Board considered authorizing staff to participate in a fixed fuel option with Capitol City Oil on a trial basis. Jackie Waggoner, Purchasing Director; Mike Perkins, Operations Manager; and Nelson Neihardt, Capital City Oil, were present for the discussion. In December 2006, the Board approved the current fuel contract using a "fixed cost plus" approach over the daily Oil Producer Index Survey (OPIS). The fixed price contract provides a way to budget fuel costs and statistically offer cost savings by Capital City purchasing diesel fuel in December 2008 based on volumes from participating agencies. Under this option, the County would commit to how many gallon they want at the prices offered per quarter, electing only to commit to gallons during the quarter when our volumes are highest. Staff recommends that instead of committing to 100% of our diesel fuel volume, we start with approximately 50% (37,000 gallons). Next year, Purchasing would bring back the results of the trial, and discuss future participation.
McElhaney commented that he would like to see the bulk of county fuel stored on site. Perkins responded that we do not have the storage space at this time. The proposed rate would be fixed by quarter and we would see a reduction overall. Waggoner stated we have looked into having our own tanks, but we are getting better prices without the overhead costs.
Jones stated that in a rising market, fixed prices save money, and in a falling market we would pay more. Perkins confirmed that information is correct.
Jones moved to authorized staff to participate in a fixed price contract for diesel fuel on a trial basis through Capital City Oil. Motion was seconded by McElhaney and carried unanimously.
PERSONNEL 12-01-08
The Board considered the recommended 2009 County Employee Holiday Schedule. The recommend holidays are:
New Year's Day
Thursday, January 1
Martin Luther King's Day
Monday, January 19
Memorial Day
Monday, May 25
Fourth of July
Friday, July 3
Labor Day
Monday, September 7
Thanksgiving
Thursday-Friday, November 26-27
Christmas
Thursday-Friday, December 24-25
One (1) Personal Discretionary Day
Jones moved approval of the 2009 County Holiday Schedule. Motion was seconded by McElhaney and carried unanimously.
PERSONNEL 12-01-08
The Board discussed the budgeted amount of 1% for the 2009 County cost-of-living wage adjustment. Pam Madl, Assistant County Administrator, studied the Consumer Price Index (CPI) regionally and for the Kansas City MO-KS area. The CPI specifically for the Kansas City area increased by 4.0% from the first half of 2007 to the first half of 2008. It increased by 2.6% when using the numbers from the 2nd half of 2007 as compared to the first half of 2008.
After discussion, Jones moved to approve a 1% wage adjustment as allowed under the 2009 budget which has an approximate value of $171,500. Motion was seconded by McElhaney and carried unanimously.
PLANNING 12-01-08
Scott McCullough, Director of the Planning Department, made a presentation to the Board outlining the status of various planning issues coming to the Commission before the end of 2008 and he also discussion items that will continue into 2009.
MISCELLANEOUS & CHAMBER 12-01-08
The Board discussed the approval of payments for support of the Kansas University (KU) Small Business Office for 2004 and 2005. For the past 10 years, the County has made contribution payments to the Chamber for the KU Small Business Office and these payments have been matched by the City and the Chamber. It was recently discovered that the Chamber has not billed the County or City of Lawrence for their contributions since 2003. It was agreed by the City and County Commissioners to share in the responsibility for the situation with the following resolutions:
Total amount budgeted by the City for 2004 and 2005: $35,000
Total amount budgeted by the County for 2004 and 2005: $35,000
Total Amount $70,000
The $70,000 would be divided equally between the City, County and KU each paying $23,333.
Jones moved to authorize a payment directly to the KU Small Business Office in the amount of $23,333 from the 2008 budget. Motion was seconded by Johnson and carried unanimously.
ACCOUNTS PAYBLE 12-01-08
Jones moved to approve accounts payable in the amount of $172,051.98 to be paid on 12/01/08; payroll in the amounts of $747,589.02 paid on 10/23/08, $823,512.99 paid on 11/06/08, $832,755.10 paid on 11/20/08 and $3,562.19 paid on 11/26/08; KPERS in the amounts of $64,978.40 paid on 10/24/08, $70,209.25 paid on 11/07/08, and $70,147.94 paid on 11/21/08; and FICA in the amounts of $54,838.64 paid on 10/24/08, $59,922.97 paid on 11/07/08 and $60,604.70 paid on 11/21/08. Motion was seconded by Johnson and carried unanimously.
Jones moved to adjourn the meeting; Johnson seconded and the motion carried unanimously.
____________________________ ____________________________
Bob Johnson, Chairman Charles Jones, Member
ATTEST:
_____________________________
Jamie Shew, County Clerk
Time and Date