Meeting Information
WEDNESDAY, FEBRUARY 5, 2014
-3:00 p.m. Work Study on Fairgrounds Master Plan (Sarah Plinsky)
-4:00 p.m.
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Approval to Solicit Bids for Supply of Asphaltic Concrete (Keith Browning); and
(c) Consider approval to renew 2014 Emergency Vehicle Permits (Sheriff’s Office)
REGULAR AGENDA
(2) Consider an amendment to the Douglas County Purchasing Policy related to contracts for service and modify the procedures for the annual budget development process for county funded agencies. (Sarah Plinsky) If the 3:00 p.m. study session completes before 4:00 p.m., this item will be discussed immediately following the Fairgrounds Study Session.
(3) Work Study Session on Wind Towers
(4) (a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
(c) Public Comment
(d) Miscellaneous
(5) Adjourn
Thellman called the regular meeting to order at 3:00 p.m. on Wednesday, February 5, 2014 with all members present.
WORK STUDY SESSION 02-05-14
The County Commission held a Work Study Session on the Fairgrounds Master Plan. Attendees in addition to staff and the County Commissioners included: Bill Wood, Douglas County Extension; Chris Cunningham, Treanor Architects; Cedric Devlin; Dog Show Sponsor; Frank Male, Lawrence Landscape; Stan Raymond, Horticulture Program Assistant; Gale Lantis, MarLan Construction; and Eileen Horn, Sustainability Coordinator;
After discussion, the Board asked staff to work with Treanor Architects and Marlan Construction to determine accurate deferred maintenance costs; prioritize the phasing; calculate additional costs on operating expenses (current and potential); conduct a fee study on what Douglas County currently has in expenses at the fairgrounds and what the new facilities could be expensed at; provide financing options and a time table.
RECESS 02-05-14
At 4:20 p.m., the Board recessed for 10 minutes.
RECONVENE 02-05-14
At 4:30 p.m., the Board returned to regular session.
CONSENT AGENDA 02-05-14
Thellman moved approval of the following Consent Agenda:
- Approval to solicit bids for supply of asphaltic concrete mix for the 2014 maintenance season; and
- 2014 Emergency Vehicle Permit Renewals for Duane Filkins, John E Steele Jr. (2), and Robert O Rombach (2) all of the Kanwaka Fire Department; William M Shockley and Jonathon A. Morris of the Lecompton Fire/EMS.
Motion was seconded by Gaughan and carried 3-0.
PUBLIC WORKS 02-05-14
Keith Browning, Director of Public Works, stated he had been approached by KDOT to consider selling a portion of the new Public Works site to KDOT for a regional maintenance facility. In the proposal, the County would enlarge their sand and salt bunker to accommodate additional sand and salt storage for KDOT. In return, KDOT would install a fuel facility which would be used by the County. Browning stated he would like to enter into discussions. KDOT is interested due to the new location of the SLT.
It was the consensus of the Board for staff to enter into discussion with KDOT and negotiate a proposal to be brought back to the Board for consideration.
PURCHASING POLICY/AGENCIES 02-05-14
The Board considered an amendment to the Douglas County Purchasing Policy related to contracts for service and discussed modifying the procedures for the annual budget development process for county funded agencies. Sarah Plinsky, Assistant County Administrator, lead the discussion.
Gaughan stated he initiated the update to the purchasing policy and budget process due to questions he has on how the County works with our community partners. Agencies and community organizations that receive County financial support through the budget process will be asked to provide clear accountability. He suggested a written agreement be signed by the agencies as a part of the budget appropriations outlining funding and monitoring requirements the County could impose. In addition, he wants to uphold the purchasing policy assuring there are competitive bids by stipulating a five-year maximum on contracts with one-year renewals inside the contract period as written in the code. Gaughan stated he wants to make sure the County is getting “the best service for their buck.”
Thellman and Flory both agreed they were not comfortable with moving forward with the item without closer review.
It was the consensus of the Board to defer the item to the February 19 meeting for further discussion.
ACCOUNTS PAYABLE 02-05-14
Thellman moved to approve accounts payable in the amounts of $492,285.62 to be paid on 02/06/14 and $5,161,350.60 paid on 01/31/14. Motion was seconded by Flory and carried 3-0.
Thellman moved to adjourn the meeting; Gaughan seconded and the motion carried 3-0.
____________________________ ____________________________
Nancy Thellman, Chair Jim Flory, Vice-Chair
ATTEST:
____________________________ _____________________________
Jamie Shew, County Clerk Mike Gaughan, Member
Time and Date