Meeting Information
WEDNESDAY, APRIL 30, 2014
4:00 p.m.
-Consider the minutes for March 19 and March 26, 2014
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Resolution regarding Municipal Investment Pool (MIP) (Paula Gilchrist)
(c) Authorization to accept material supply low price quote for precast concrete drainage structure,
replacement of Structure No. 01.00N-20.42E (Keith Browning); and
(d) Agenda approval of Steel Post supply contract to second low bidder (Keith Browning)
REGULAR AGENDA
(2) Presentation of report from Lawrence-Douglas County Advocacy Council on Aging (Judy Bellome)
(3) Receive County Energy Use Reduction Goals Progress Report (Eileen Horn)
(4) Consider approval of the 2014-2015 Employee Health Insurance and Benefit Plan. (Sarah Plinsky) -back up to follow
(5) a) Consider entering into non-binding Letter of Intent with KDOT, for the sale of approximately 4.78 acres of land adjacent to the new Public Works Facility.
b) If the Letter of Intent identified in Agenda Item 5(a) is approved, consider adopting a Resolution to schedule a Public Hearing to receive public comment and allow public participation in the proposed sale. (Sarah Plinsky)
(6) Consider establishing a Guaranteed Maximum Price (GMP) for the new Public Works facility.
(7) (a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
Bert Nash Community Health Center Board of Directors (2) expire 04/2014
Douglas County Senior Services Board of Directors – (1) vacancy 04/2014
Heritage Conservation Council (3) positions expire 05/31/2014
Jayhawk Area Agency on Aging Board of Directors – (2) vacancies
Jayhawk Area Agency on Aging Tri-County Advisory Council – (2) vacancies
Lawrence-Douglas County Metropolitan Planning Commission – (2) expire 05/31/14
(c) Public Comment (d) Miscellaneous
(8) Adjourn
Thellman called the regular meeting to order at 4:00 p.m. on Wednesday, April 30, 2014, with all members present.
AGENDA 04-30-14
Thellman moved approval of the following Consent Agenda:
- Commission Order No.14-020 (on file in the office of the Clerk);
- Resolution 14-14 updating a list of Treasurer’s office employees authorized to transfer funds into and out of the Pooled Money Investment Board’s Municipal Investment Pool (MIP);
- Authorized the Public Works Director to approve the low price quote from Cretex Concrete Products for supply of 12’-span s 5’-high x 38’-long precast concrete box culvert in the amount of $29,480.00 for the replacement of Structure No. 01.00N-20.42E; and
- Contract with MD Solutions in the amount of $4,438.50 for supply of steel sign posts.
Motion was seconded by Gaughan and carried 3-0.
ADVOCACY COUNCIL ON AGING 04-30-14
Judy Bellome, Chairperson, Lawrence-Douglas County Advocacy Council on Aging, updated the Commission on the Board’s current projects some of which include the Community Village Lawrence, a legislative forum discussion on senior issues, co-hosting a radio segment “Senior Moments” on 1320 KLWN, and helping to promote a community education program called “There’s no place Like a Patient-Centered Medical Home. No action was taken.
SUSTAINABILITY 04-30-14
Eileen Horn, Sustainability Coordinator, gave a project report on the energy efficiency goals for all Douglas County facilities. A goal of 30% reduced energy was established in 2009. Energy reduction is currently at 16.8% and derives from replacing the Courthouse and the United Way Building boiler systems, energy control system upgrades at both the Judicial Law Enforcement building and the Courthouse, the installation of a solar photovoltaic system at the Extension Office, and the sealing and weatherizing of the historic windows in
the Courthouse.
ADMINISTRATIVE SERVICE/HEATH INSURANCE 04-30-14
Sarah Plinsky, Assistant County Administrator, presented the following recommendations for the Douglas County Health Insurance Plan for the 2014-2015:
Health Insurance Premium:
An employee premium increase of 2% as outlined below:
2013-2014
Total Expense
(per month)
2013-2004
Employee Portion (per month)
2014-2015
Total Expense
(per month)
2014-2015
Employee Portion (per month)
Employee Only
$568.95
$42.00
$580.11
$42.86
Employee Plus One
$1,112.75
$209.80
$1,134.58
$214.00
Employee Plus Family
$1,590.55
$291.30
$1,621.76
$297.14
Employee Assistance Provider (EPA) Option:
EAP Proposal from New Directions to offer a variety of services including counseling through Bert Nash to employees and Department Heads. Staff recommended the Board consider adopting the three face-to-face paid counseling sessions per issue.
Product
Per Employee Per Month Cost
Annual Cost for 400 employee
Up to six face to face EAP Counseling Sessions per issue
$2.10
$10,080
Up to three face to face EAP Counseling Sessions per issue
$1.37
$6,576
Scott Ruf, Director of Emergency Communications, stated his support for the no- cost to employee benefit. Ruf said the plan offers short-term help to employees with the option to explore long-term assistance and an outlet for managers to address employee job improvement.
Section 125 Flex Spending Program:
Staff recommended the Flex Spending program which allows employees to voluntarily designate pre-tax dollars from their paychecks to be used for medical and dependent care, to be out sourced to Flex Made Easy, which is a division of the County’s current voluntary benefits provider, Benefits Direct. The cost for this service is $3.50 per employee per month. Douglas County currently has 144 employees using the service which would make the cost usage a total of $6,048 annually.
Retiree Health Benefits:
The Administrative Services staff had a request to modify the eligibility for retiree health benefits. Currently employees to retire and received reduced health care benefits through Douglas County, they must be KPERS or KPF eligible to retire and have ten years of service with Douglas County. Retirees pay 55% of the total cost of their health care premium. There are currently 68 retirees on the plan. The employee only premium for 2014-2015 is $319.26 per month.
The Commissioners discussed adjusting the 10 year requirement to five (5) years beginning the new policy year June 1, 2014.
Out-of-Pocket (OOP) Maximums:
Beginning June 1, 2014, there will be two out-of-pocket (OOP) maximums on the health insurance plan; one for medical services (office and ER) and one for prescriptions. Prescription drug co-pays will count toward the OOP limit. The combined OOP limits will equal the OOP maximum required under Health Care Reform for the 2014 plan year. See maximum payouts listed below:
2013-2014
In Network
2013-2014
Out of Network
2014-2015
In Network
2014-2015
Out of Network
Single
$1,800.00
$3,000.00
$4,550.00
$4,550.00
Family
$3,600.00
$9,100.00
$9,100.00
$9,100.00
Wellness Initiatives:
Staff is currently working on wellness strategies for our health plan and employees. The health insurance committee is working to develop a wellness plan that will be eligible for partial grant funding from LiveWell Lawrence. Staff plans to bring a proposal to the County Commission in the future.
Thellman opened the item for public comment. No comment was received.
After discussion, Thellman moved to approve the following 2014-2015 health insurance recommendations: Employee health insurance premium increase
of 2%; three face-to-face EAP sessions per issue with New Directions; the out sourcing of the flex-spending program with Benefits Direct; Changes to the out-of-pocket maximum under the Health Care Reform Act by adding an out- of-pocket maximum for prescription drugs; and revising the retirement requirement for employee who are KPERS or KPF eligible and have five years of employment with Douglas County to be eligible for health insurance benefits, as recommended by staff. Motion was seconded by Gaughan and carried 3-0.
PUBLIC WORKS 04-30-14
Flory moved to approve a Letter of Intent with KDOT to enter into a contract pursuant to which KDOT will consider the purchase of a tract of land approximately 4.78 acres adjacent to the new Public Works facility; and adopt Resolution 14-15 Establishing an Alternate Methodology for Disposal of Certain Douglas County Property and setting a Public Hearing to receive public comment on the proposed sale of real estate for County Commission meeting May 14, 2014 at 6:35 p.m. at the County Courthouse, 1100 Massachusetts Street, Lawrence, Kansas. Motion was seconded by Gaughan and carried 3-0.
PUBLIC WORKS 04-30-14
The Board considered establishing a Guaranteed Maximum Price (GMP) for the new Public Works facility. Sarah Plinsky, Assistant County Administrator, presented the item. In order to proceed with the final design of the new facility while utilizing the Construction Management at Risk (CMR) delivery method, CMR requires a GMP be set maximum limit for the project so contractors can begin construction. Staff recommends the BOCC set a GMP maximum budget of $12,508,943. The project is currently over budget in the amount of $288,654 or 2% of the total project budget. A large part of that overage cost is related to system development fees from the City of Lawrence in the amount of $264,000. The Commission has asked the City of Lawrence for a waiver of these utility development fees. The City of Lawrence will review the request at their May 6 City Commission meeting. However, the County d s not have an answer that this time and in order to stay on schedule with construction contracts, staff must proceed with a GMP. Once the County has an answer on the City’s intent with the fees, staff can determine how to get under budget.
Flory stated he would like to have Board discussion regarding the cost savings cuts.
Thellman opened the item for public comment. No comment was received.
Flory moved to establish a guaranteed maximum price (GMP) of $12,508,943 for the construction budget for the new Public Works facility and come back for discussion recommendation on the final construction budget at the May 21 meeting when the City’s decision regarding the County’s request for the utility development fee waiver is know. Motion was seconded by Thellman and carried 3-0
BURN BAN 04-30-14
Teri Smith, Emergency Management Director, consulted with the Commission on the current Burn Ban which was set to expire April 30. Smith stated she polled the township fire chiefs who all agreed the current use of outdoor burning restrictions was preferred to an all-out burn ban.
It was the consensus of the Board to let the current ban expire and for staff to work on a new outdoor burn policy.
ACCOUNTS PAYABLE 04-30-14
Thellman moved to approve accounts payable in the amount of $16,644.74 to be paid on 04/30/14. Motion was seconded by Gaughan and carried 3-0.
APPOINTMENTS 04-30-14
Thellman moved to reappoint Clay Britton and Pennie von Achen to the Lawrence-Douglas County Metropolitan Planning Commission for a second term to expire 05/31/17. Motion was seconded by Gaughan 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