Meeting Information
-Convene
-Consider approval of the minutes from February 23, 2009
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Consider approval for Public Works Director to renew pavement markings contract (Keith Browning); and
(c) Consider approval of High-tech Antifreeze Recycling (Keith Dabney)
REGULAR AGENDA
(2) Consider the approval of Asphalt Supply Contract for 2009 Maintenance Season (Keith Browning)
(3) Consider approval to authorize issue of RFPs for engineering design services for replacement of Route 1057 over the Wakarusa River Project No. 23 C-4123-01 (Keith Browning)
(4) Consider approval of telephone line renewals (Pam Madl)
(5) Executive session to discuss: a) measures involving security of a public building. The justification for the executive session is that discussion of such measures in an open meeting would jeopardize the security measures that protect the public building, and b) for the purpose of consultation with County Counselor on matters, which would be deemed, privileged under the attorney-client relationship. The justification is to maintain attorney client privilege on a matter involving Douglas County.
(6) Other Business
(a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
(c) Miscellaneous
(d) Public Comment
(7) Adjourn
Jones called the regular session meeting to order at 8:30 a.m. on Monday, March 9, 2009 with all members present.
Jones approved the minutes of February 23, 2009. Motion was seconded by Thellman and carried unanimously.
CONSENT AGENDA 03-09-09
Jones moved approval of the following Consent Agenda:
► Commission Order No. 09-010 (on file with the office of the Clerk);
► Authorized the Public Works Director to renew the contract with Midwest Striping, Inc. for 2009 pavement markings in the amount of $127,140.10, and authorized the Public Works Director to approve change orders totaling up to 5% over the contract amount; and
► Solid Waste Processing Facility Certification required by the Kansas Department of Health and Environment (KDHE) for Hi-teach Anti Freeze Recycling located at 530 Main Street, Eudora, Kansas.
Motion was seconded by Flory and carried unanimously.
PUBLIC WORKS 03-09-09
Keith Browning, Director of Public Works, presented the Board with the bid results for the 2009 Asphalt Supply Contract. The following bids were opened on March 2, 2009:
Vendor
Quantity in Tons
Unit Cost per Ton
Quantity Tons
Unit cost per Ton
Quantity Tons
Unit cost per Ton
Killous Const. Inc.
1,000-5,000
$40.00
5,001-8,000
$40.00
8,001-13,000
$40.00
Asphalt Sales of <1/2xml:namespace prefix = st1 ns = "urn:schemas-microsoft-com:office:smarttags" />Lawrence
1,000-5,000
$43.95
5,001-8,000
$41.45
8,001-13,000
$38.95
LRM Industries, Inc.
1,000-5,000
$42.45
5,001-8,000
$40.90
8,001-13,000
$40.45
Vance Brothers
1,000-5,000
No Bid
5,001-8,000
No Bid
8,001-13,000
No Bid
Bettis Asphalt & Const
1,000-5,000
$37.20
5,001-8,000
$37.20
8,001-13,000
$37.20
It is anticipated that a total of approximately 10,000-12,000 tons of asphaltic concrete will be needed this year. It was noted that Bettis Asphalt is in Topeka and Killough Construction is in Ottawa. The increased costs and lower production resulting from the longer hauls results in higher overall costs even though the $37.20 per ton bid from Bettis is the low bid. The 2009 budget for Road and Bridge Fund 201 has $425,000 allocated for BM-2 asphaltic concrete.
Flory moved to approve a contract with Asphalt Sales of Lawrence to supply 8,001 - 13,000 tons of BM-2 asphaltic concrete at the unit price of $38.95 per ton. Motion was seconded by Jones and carried unanimously.
PUBLIC WORKS 03-09-09
Keith Browning, Director of Public Works, discussed with the Board the replacement of the Route 1057 bridge over the Wakarusa River, Project No. 23 C-4123-01. In order to meet KDOT's projected development schedule set for a January 2012 bid opening, the County needs to hire a consultant to begin the design process. The estimated cost for engineering design services is approximately $230,000, which is 10% of the estimated construction cost. Funds are available in the CIP fund. In addition to designing the replacement bridge, Browning stated he would like the consultant to consider the future need to raise the profile of Route 1057 between the bridge and K-10, which currently sits below the base flood elevation. As part of the preliminary study, the consultant will look at determining the required bridge waterway opening to allow the future raising of Route 1057, north of the bridge, without raising the current base flood elevation.
After discussion, Jones moved to authorize the Public Works Director to issue Requests for Proposals for engineering design services for Project No. 23 C-4123-01, the replacement of the Route 1057 bridge over the Wakarusa River. Motion was seconded by Flory and carried unanimously.
ADMINISTRATIVE SERVICES & TELEPHONE LINES 03-09-09
The Board considered continuing telephone service contracts through AT&T Plexar for the outlying County buildings: Youth Services, the Jail, the Fairgrounds, Public Works Shop and the Satellite Offices. Pam Madl, Assistant County Administrator, stated at this time it is more feasible to continue services through AT&T Plexar. Other options to telephone services were investigated, but found costly due to new setup fees. The new contract will cover the following services:
Location
# Lines
Cost per Line
Monthly
Annually
Youth Services
27
$13.80
$342.60
$4,471.20
JLE Building (to connect with outgoing lines)
4
$13.80
$55.20
$662.40
27th Street Satellite
11
$18.70
$205.70
$2,468.40
Public Works Shop
6
$13.80
$82.80
$993.60
Jail
75
$6.00
$1,046.90
$12,562.80
47
$12.70
Dillons Satellite
1
$13.80
$13.80
$165.60
Fairgrounds
4
$13.80
$55.20
$662.50
Fairgrounds Caretaker House
1
$18.70
$18.70
$224.40
TOTAL COSTS
$1,820.90
$22,210.80
Flory moved to authorize the Assistant County Administrator to enter into a 36-month fixed contract with AT&T Plexar for telephone lines and to renew the contract on an annual basis for two subsequent years. Motion was seconded Jones and carried unanimously.
ACCOUNTS PAYABLE 03-09-09
Jones moved to approve accounts payable in the amount of $157,503.66 to be paid on 03/09/09. Motion was seconded by Flory and carried unanimously.
EXECUTIVE SESSION 03-09-09
At 9:45 a.m., Jones moved that the Board recess into executive session for one hour to discuss topics based on two different justifications recognized by the open meetings law. The first topic was held to discuss measures involving security of a public building. The justification for the executive session is that discussion of such measures in an open meeting would jeopardize the security measures that protect the public building. Attendees included: Craig Weinaug, County Administrator; Pam Madl, Assistant County Administrator; Pam Weigand, Director of Youth Services and Leigh Housman, Assistant Director of Youth Services.
Immediately following, the board meet for the purpose of consultation with the County Counselor on two other matters, which would be deemed, privileged under the attorney-client relationship. The justification is to maintain attorney client privilege on a matter involving Douglas County. Attendees included: Craig Weinaug, County Administrator; Evan Ice, County Counselor; and Pam Madl, Assistant County Administrator; Scott McCullough, Director of Planning; Keith Dabney, Director of Zoning & Codes; Mary Miller, Lawrence Metropolitan Planning Staff; and Linda Finger, Planning Resource Coordinator. Motion was seconded by Flory and carried unanimously.
At 9:45 a.m., the executive session was extended for an additional 45 minutes.
The Board concluded the executive session at 10:30 a.m. and resuming its regular session and took the following action:
Jones moved to authorize the County Administrator to spend $47,875 on security measures. The motion was seconded by Flory and carried unanimously.
OTHER BUSINESS 03-09-09
After discussion, the Board directed the County Administrator to write a letter to Shawnee County officials regarding an asphalt plant in located in Shawnee, Kansas and the plant's truck routing of asphalt.
Jones moved to adjourn; Thellman seconded and the motion carried.
____________________________ ____________________________
Charles Jones, Chairman Nancy Thellman, Vice-Chair
ATTEST:
_____________________________ _____________________________
Jamie Shew, County Clerk Jim Flory, Member
Time and Date