Meeting Information
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Consider approval of the 2015 Douglas County Holiday Schedule (Sarah Plinsky);
(c) Consider approval to extend temporary construction easements City of Lawrence force mains in a portion of Broken Arrow Park (Keith Browning); and
(d) Consider approval of a resolution formally adopting the Multi-Jurisdictional All-Hazards Mitigation Plan which includes Douglas County. (Teri Smith)
REGULAR AGENDA
(2) Consider amendment of the Tow Service Provider Agreement and amendments to the maximum charges for authorized tow service. (Leslie Herring)
(3) Consider adopting the following budget items: 1) adoption of Outside Agency Funding Agreement; and 2) Consider amendment of County Budget Request Form. (Leslie Herring)
(4) Consider recommendation of contract to replace United Way roof (Jackie Waggoner)
(5) Consider approval to use $48,926 from the Sustainability and Energy Savings Fund to pay for conduit and installation of a 14 kW solar PV system at the new Public Works facility. (Eileen Horn)
(6) (a) Consider approval of Accounts Payable (if necessary)
(b) Appointments
-Board of Zoning Appeal (2) eligible for reappointment 10/2014
-Building Code Board of Appeals (1) eligible for reappointment 12/2014
-Fire District No. 1 – 12/2014
Jayhawk Area Agency on Aging Board of Directors – (2) vacancies
Jayhawk Area Agency on Aging Tri-County Advisory Council – (2) vacancies
(c) Public Comment
(d) Miscellaneous
(7) Adjourn
October 29, 2014
Thellman called the regular meeting to order at 4:00 p.m. on Wednesday, October 29, 2014, with Commissioners Thellman and Flory present. Commission Gaughan was absent.
CONSENT AGENDA 10-29-14
Thellman moved approval of the following Consent Agenda:
► 2015 Douglas County Holiday Schedule as follows:
Douglas County 2015 Holiday Schedule
New Year’s Day Thursday, January 1
Martin Luther King’s Day Monday, January 29
Memorial Day Monday, May 25
Fourth of July Friday, July 3
Labor Day Monday, September 7
Thanksgiving Thursday-Friday, November 26, 27
Christmas Friday, December 25
Two (2) Personal Discretionary Days
► Granted to the City of Lawrence (2) temporary sanitary sewer construction easements within a portion of Broken Arrow Park;
► Resolution 14-27 adopting the Region K All-Hazard , Multi- Jurisdictional Mitigation Plan in fulfillment of the Planning Criteria of the Federal Disaster Mitigation Act of 2000.
Motion was seconded by Flory and carried 2-0.
BUDGET 10-29-14
The Board considered adopting the following budget items: 1) adoption of Outside Agency Funding Agreement; and 2) consider an amendment of County Budget Request Form. Leslie Herring, Management Intern, presented the item.
The above items are a result of a direction by Commission Gaughan to create more formal accountability for County partners who receive County funds. Outside agencies will now be referred to as “County Partners.” It is intended that each partner will execute an agreement and the budget request form will be attached as an appendix to this agreement. An addendum will also be attached to specify the purpose for the funding request. Herring recommend the agreement be executed by the end of 2014 for each partner receiving 2015 funds. However, she suggested the addendum not come into effect until 2016. Herring recommended the Craig Weinaug, County Administrator, be authorized to review the agreements once adopted by the County Partners. Any agreements with discretion can be brought back before the Board.
Flory asked if there was any feedback from the County Partners. Sarah Plinsky, Assistant County Administrator, clarified staff did talk to outside agencies during the 2015 budget process and solicited their feedback.
Flory stated he is concerned about the application with the 2015 funding process. Weinaug responded that during budget we discussed there would be a form, similar to what the City of Lawrence requires, due at the end of the year. So this is something the partners are expecting.
Flory said for some agencies we fund part of their general operations. He does not want those agencies to have to provide documents for purchasing paperclips. Some contracts require more specific information. Herring responded if there is something the agencies specifically request money for we are requiring tracking of that money.
Thellman asked if Commissioner Gaughan was able to review the documents before the meeting. Weinaug stated “yes” he did and Gaughan wanted the Board to proceed without him tonight on this item.
Thellman opened the item for public comment. No comment was received.
Thellman moved to adopt the Outside Agency Funding Agreement for the 2015 Budget Year. (Agreement will go into effect this year). Motion was seconded by Flory and carried 2-0.
Thellman moved to adopt the Addendum A to Douglas County Outside Agency Funding Agreement 2015 Budget Year (Amendment will go into effect for the 2016 Budget). Motion was seconded by Flory and carried 2-0.
PURCHASING 10-29-14
The Board considered a recommendation from staff to approve a contract to replace the United Way building roof. Jackie Waggoner, Director of Purchasing, presented the item.
Staff issued a Request of Qualifications (RFQ) to manufactures of metal roofs for this project. After reviewing the submittals, Treanor Architects and staff recommended MBCI/Modern Builders who they believe will offer the best product, qualifications and solutions to this project.
Gaughan asked for an explanation of why Treanor and staff did not recommend the lowest bid. Chris Cunningham, Treanor Architects, responded by saying they have used MBCI in the past. They are not the cheapest option, but they give a better product in the end. MBCI is the top seller in the region for this roofing product. Cunningham strongly believes MBCI will bring a full and complete project.
Thellman opened the item for public comment. No comment was received.
Flory moved to authorize staff to establish contracts for the United Way roof replacement with MBCI/Modern Builders for $225,790 and Treanor Architects for $28,500, with a 10% ($28,429) contingency with approved change orders that can be applicable to either contract. Motion was seconded by Thellman and carried 2-0.
SUSTAINABILITY 10-29-14
The Board considered the approval to use $48,926 from the Sustainability and Energy Savings Fund to pay for conduit and installation of a 14 kW solar PV system at the new Public Works facility. Eileen Horn, Sustainability Coordinator, presented the item.
Horn stated the County applied for a grant for this project from Westar Energy but did not receive one. However, the new Public Works facility would receive multiple benefits from solar power at this site, from reduced energy and operating costs to increased public visibility of our County’s sustainability efforts. The upfront costs would be recuperated in energy savings by year 14. Horn requested the funding for the 14 kW solar PV system come from the Sustainability Fund, which currently has a balance of $177,000.
Thellman opened the item for public comment. No comment was received.
Thellman moved to approve the use of the $48,926 from the Sustainability and Energy Savings Fund to pay for conduit and installation of a 14 kW solar PV system at the new Public Works facility. Motion was seconded by Flory and carried 2-0.
TOW SERVICES 10-29-14
The Board considered an amendment of the Tow Service Provider Agreement and amendments to the maximum charges for authorized tow services. Leslie Herring, Management Intern, presented the item.
Herring stated these items are a result of a 2013 request by an existing tow operator to add a second affiliated company to the County contract tow rotation list. This request was denied based on grounds of equity and the number of calls each tow operator benefits from receiving. That situation spurred the discussion of “what constitutes separate and distinct companies for purposes of the rotation list.” It was determined by Commissioner Flory and legal counsel to amend the County Code to reflect language that the tow operators must be incompliance with all county, city, state and federal laws as well as any service provider that is a legal entity be in active and good standing with the state of formation and registered to do business in Kansas.
The modified agreement would take effect January 1, 2015. The result of conversations with the tow operators reflects some rate increases as a compromise, and from a comparison with other cities and counties.
Thellman opened the item for public comment.
Jerry Taylor, Hillcrest Wrecker, stated concern that there are two companies, Quality and University, that are on the County rotation list that are so closely related and sharing the same lot that they are hard to distinguish. He said he appreciates the County’s new contract and trying to address this problem. He has experienced problems when doing business with the two companies not separating their lots, trucks and employees. He has been incorrectly charged when picking up vehicles from their lot because of book keeping errors, and the company sharing employees and equipment.
Craig Weinaug, County Administrator, said he anticipates the proposed resolution will provide criteria to determine if the companies in question are one or two companies. Weinaug said he will sit down with Quality and University to see if they meet the criteria and if not will give them an opportunity to meet the criteria. He will then make a determination if the criterion has been met.
Flory said this issue is a tough one. He feels what we have accomplished is making it clear there are bright lines that can’t be crossed and the County Administrator will be charged with making sure the lines are understood. He is struggling with the employee issue. The new criterion is pretty clear. There should be no back-and-forth. The two companies need to be two separate and distinct companies. There can be some sharing and any two companies can do that same sharing, not just Quality and University, if it is helpful for space and expenses. The County will be looking closely to make sure all companies are separate and distinct.
Flory moved to approve the following: Resolution 14-26 establishing Maximum Charges for authorized tow service; and Home Rule Resolution
14-10-5 amending Chapter 1, Article 15 of the Douglas County Code, dealing with a County contract tow rotation list and governing towing and towing services. Motion was seconded by Thellman and carried 2-0.
ACCOUNTS PAYABLE 10-29-14
Thellman moved to approve accounts payable in the amount of $242,678.73 be paid on 10/30/14. Motion was seconded by Flory and carried 2-0.
Thellman moved to adjourn the meeting; Flory seconded and the motion carried 2-0.
____________________________ ____________________________
Nancy Thellman, Chair Jim Flory, Vice-Chair
ATTEST:
____________________________ _____________________________
Jamie Shew, County Clerk Mike Gaughan, Member
Time and Date