Meeting Information
-Convene
-Consider approval of the minutes of April 10 and April 13, 2009
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Consider approval of Multi-jurisdictional Mitigation Plan (Teri Smith);
(c) Consider and Approve the Douglas County Community Corrections Plan (Ron Stegall);
(d) Consider approval of Renewal Agreement for Housing of Inmates in the Douglas County Jail (Ken McGovern);
(e) Consider acquisition of permanent easement for the construction of Project 2007-15 (Bridge No. 9.03N-9.03E) (Michael Kelly); and
(f) Acknowledgement of Fee Receipts for February and March 2009 (Clerk's Office)
REGULAR AGENDA
(2) Consider recommendation for purchase of vehicles for Sheriff's office (Ken McGovern and Jackie Waggoner)
(3) Consider request to waive formal bidding process for Resource Asset Inventory (Jackie Waggoner)
(4) Consider awarding contract for Project No. 2007-15, replacement of truss bridge carrying N 900 Road over Washington Creek (Keith Browning)
(5) Consider approval to rezone Daniels Baldwin Junction, SE of US Hwys 59 & 56 Intersection, Z-04-30-05 (Linda Finger)
(6) Presentation of 2008 Annual Report for the Lawrence-Douglas County Health Department (Dan Partridge) No backup
(7) Executive Session 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.
(8) Other Business
(a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
(c) Miscellaneous
(d) Public Comment
(9) Adjourn
Thellman called the regular session meeting to order at 8:30 a.m. on Monday, April 20, 2009 with all members present.
Thellman moved to approve the minutes of April 10 (as amended) and April 13, 2009. Motion was seconded by Flory and carried unanimously.
CONSENT AGENDA 04-20-09
Flory moved approval of the following Consent Agenda:
► Renewal Agreement for Housing of Inmates in the Douglas County Jail for the City of Baldwin City, Kansas, effective April 1, 2009. Renewal Compensation, as set forth in paragraph 4 of the Agreement shall be as follows: for inmates housed from January 1, 2009 through March 31, 2009, the rate shall remain the same as the 2008 rate ($55.11 per day); from April 1, 2009 through December 31, 2009, the rate shall be $61.33 per day; and from January 1, 2010 through December 31, 2010, the rate shall be $67.87 per day.
► Contract for Highway Purposes for Acquisition of Easement of permanent easement for the construction of Project 2007-15, Road No. 552 (N900 Rd).(Bridge No. 9.03N-9.03E). Property owners of record: Dennis E. O'Bryon, trustee of the Dennis E. O'Bryon Declaration of Trust dated may 24, 1999 Kimberly J. O'Bryon, trustee of the Kimberly J. O'Bryon Declaration of Trust dated May 24, 1999;
► Acknowledgement of Fee Receipts for February and March 2009
Motion was seconded by Thellman and carried unanimously.
Pulled from the Consent Agenda:
EMERGENCY MANAGEMENT 04-20-09
The Board deferred the resolution to adopt a Multi-jurisdictional Mitigation Plan to the Wednesday, April 22, 2009 Consent Agenda. The Board asked that a copy of the plan be added to the website for public viewing. [The plan is viewable on the April 22, 2009 agenda page on the douglas-county.com website.]
COMMUNITY CORRECTIONS 04-20-09
The Board considered the approval of the 2010 Douglas County Community Corrections Comprehensive Plan. Ron Stegall, Director of Community Corrections, summarized the plan for the Commissioners and explained the required two budgets for submittal to the Kansas Department of Corrections: a Current Resource Budget and a Reduction Budget. The Board discussed with Stegall possible impacts of budget cuts and its effect on operations.
Flory moved to approve the 2010 Community Corrections Comprehensive Plan packet for submission to the Kansas Department of Correction. Motion was seconded by Gaughan and carried unanimously.
Regular Agenda items:
PURCHASING/SHERIFF'S OFFICE 04-20-09
The Board considered the approval of seven patrol cars for the Sheriff's office in the amount of $156,605. Ken McGovern, Douglas County Sheriff, and Jackie Waggoner, Purchasing Director, presented the item. Funds in the amount of $148,000 are available in Equipment Reserve and an insurance payment of $21,215 will be received for one totaled vehicle. Last year, the County participated in a regional cooperative bidding process (KCRPC) for the acquisition of 2009 vehicles. Sixteen entities participated in the bids of 40 different vehicle types. We may continue to purchase from the contracts until the manufacture's production cutoff date. The Board discussed funding and the fact that no local dealers had participated in the bid. It was the consensus of the Board for the Purchasing Director to again invite the local dealers to participate future bids.
Flory moved to approve the purchase of seven patrol cars from Shawnee Mission Ford in the amount of $156,605. Motion was seconded by Thellman and carried unanimously.
PURCHASING 04-20-09
Jackie Waggoner, Purchasing Director, asked the Board to waive the bidding process in regards to the solicitation of informal bids for resource asset inventory. Emergency Management has received a grant for $40,000 for resource asset inventory which provides responders with necessary information to ensure they request and receive the appropriate resources during an emergency or disaster. Initially the grant required matching funds. However, funds have been met by other entities that provide grant funds at 100%. The purchasing policy requires a formal bidding process or access a cooperative contract for acquisition greater than $20,000. Due to the grant deadline of August 15, 2009, there is not sufficient time to complete a formal bidding process.
Thellman moved to approve the waiver of the formal bidding process and authorizes the solicitation of informal bids for resource asset inventory. Motion was seconded by Gaughan and carried unanimously.
PUBLIC WORKS 04-20-09
The Board discussed the bids received for the Truss Bridge Replacement Project No. 2007-15 at N900 Road over Washington Creek. Keith Browning, Director or Public Works, lead the discussion. Bids were opened on April 13, 2009. The project entails replacing the existing 80-foot single-span through-truss bridge located approximately 1.1 miles east of Lone Star town. The base bid is for removing the existing truss bridge, supplied by Douglas County, on the existing abutments and approach roadway grading. Five bids were received. The low bidder was Midwest Construction Co., Inc. with a base bid of $114,394.87 and an alternate bid $18,000 for relocating the bridge, for a total bid of $132,394.87.
Relocating the bridge is not required for this project. It was the consensus of the Board to forgo the bridge replacement.
Thellman opened the item for public comment. No comment was received.
Flory moved to approve the low base bid from Midwest Construction Co., Inc. in the amount of $114,394.87 for Project No. 2007-15, and authorize the Public Works Director to approve change orders up to 10% of the contract amount. Motion was seconded by Gaughan and carried unanimously.
PLANNING/ZONING 04-20-08
The Board considered the approval of a resolution to rezone Daniels Baldwin Junction, located southeast of US Hwy 59 and 56 intersection, Z-04-30-05. Linda Finger, Planning Resource Coordinator, presented the item. The County Commission approved the rezoning application for the 34.35 acres from A (Agricultural District) to B-2 (Limited Business) District on August 22, 2005 subject to the following two conditions: 1) The property owner sign an agreement to annex the subject property into the Baldwin City limits when it becomes contiguous with Baldwin City limits, and 2) A final plat for the property be approved and filed at the Register of Deeds office. The applicant has completed both actions as of April 15, 2009 when the final plat was recorded.
Thellman opened the item for public comment. No comment was received.
Thellman moved to approve Resolution 09-13 relating to and amending a regulated planning and zoning classification within the incorporated territory of Douglas County, Kansas. Motion was seconded by Flory and carried unanimously.
HEALTH DEPARTMENT 04-20-08
Dan Partridge, Director of the Lawrence-Douglas County Health Department, made a presentation to the Board for the 2008 Annual Report. Issues discussed include case load increased due to the growing number of infants on the WICA program, an increase in funds from new restaurant inspections service, revisions to the sanitary code, and the scaling back of outside clinic services.
EXECUTIVE SESSION 04-20-08
At 9:50 a.m., Thellman moved that the Board recess into executive session for one hour to discuss a matter which would be deemed privileged under the attorney-client relationship. The justification is to maintain attorney-client privilege on a matter involving Douglas County. Motion was seconded by Flory and carried unanimously. Attendees included: Craig Weinaug, County Administrator; Evan Ice, County Counselor; Keith Dabney, Director of Zoning and Codes; Linda Finger, Planning Resource Coordinator; and Mary Miller; Lawrence-Douglas County Metropolitan Planning Staff.
At 10:50 a.m., the executive session was extended for an additional 10 minutes.
The Board concluded the executive session at 11:00 a.m. and resumed its regular session. No action was taken as a result of the executive session.
ACCOUNTS PAYABLE 04-20-09
Thellman moved to approve the accounts payable in the amount of $243,441.40 paid on 04/20/09. Motion was seconded by Flory and carried unanimously.
Flory moved to adjourn; Thellman seconded and the motion carried.
____________________________ ____________________________
Nancy Thellman, Chair Jim Flory, Vice-Chair
ATTEST:
_____________________________ _____________________________
Jamie Shew, County Clerk Mike Gaughan, Member
Time and Date