Meeting Information
*Public comment will be received for each item as it is discussed.
4:00 p.m.
- Proclamation honoring the “50 Year History of Visiting Nurses Association” in Douglas County (Debbie Carter).
- Proclamation recognizing the “Lawrence Public Library’s 2019 Read Across Lawrence” program in Douglas County (Kathleen Morgan).
- Consider approval of the minutes for January 16, 2019.
CONSENT AGENDA
(1) (a) Consider approval of Commission Orders;
(b) Consider recommendation for equipment purchase of mobile radios for the Sheriff’s office in an amount not-to-exceed $62,801.70. (Ken McGovern);
(c) Consider recommendation for equipment purchase of a laser scanner for the Sheriff’s office in an amount not-to-exceed $74,057.85. (Ken McGovern);
(d) Consider approval to access the US Communities contract with BI Incorporated to provide electronic monitoring services (Jackie Waggoner);
REGULAR AGENDA
(2) Request for funding to support Baldwin Affordable Housing Grant (John Thomas)
(3) Presentation on Local Food Initiative Annual Report for 2018 (Helen Schnoes)
(4) Consider approval on Food Policy Council proposed new Joint Resolution-Ordinance and Bylaws (Helen Schnoes)
(5) Approve revisions to the Fairgrounds Policies and Procedures and Fee Schedule effective 02/01/19.
(Jill Jolicoeur)
(6) Consider approval of an agreement with the Lawrence Douglas County Health Department, KDHE, and the Behavioral Health Leadership Coalition to implement MyStrength in 2019 in an amount not-to-exceed $19,500. (Bob Tryanski)
(7) Consider approval of an agreement to provide salary and benefit support to LMH Health, excluding health insurance costs, for four Behavioral Health Crisis Clinicians in 2019. Cost to the County shall not exceed $250,000. (Bob Tryanski)
(8) Direct staff to issue a notice of a public hearing for a construction manager at risk for improvements at the Douglas County Correctional Facility and Behavioral health Housing Projects. (Sarah Plinsky)
(9) Accounts Payable
(10) Appointments:
-Board of Zoning Appeals (1) position open 10/17
-Building Code of Appeals Board (2) positions open12/16
-Community Corrections Advisory Board (1) position open 08/31/18 (educator)
-Criminal Justice Coordinating Council (1) position (District 1 Commissioner Appointee)
-Douglas County Fair Board (2) positions: Willow Springs and Kanwaka
-JAAA Advisory Council (2) position
-JAAA Board of Directors (1) position
-Joint Economic Development Council (2) positions
-Lawrence-Douglas County Advocacy Council on Aging (2) open positions
-Mental Health Board (1) position open 04/18
-Senior Resource Center (1) position open 12/31/18
(11) General Public Comment
(12) Commissioner and/or Administrator Miscellaneous
(13) Adjourn
January 30, 2019
Derusseau called the regular meeting to order at 4:00 p.m. on Wednesday, January 30, 2019 with all Commissioners present.
PROCLAMATION 01-30-19
Thellman read a proclamation honoring the “50 Year History of Visiting Nurses Association” in Douglas County. Debbie Carter, VNA, discussed their upcoming celebration on February 21 from 4-6 p.m.
PROCLAMATION 01-30-19
Kelly read a proclamation recognizing the “Lawrence Public Library’s 2019 Read Across Lawrence” program in Douglas County. Kathleen Morgan, Executive Director; Karen Allen, Youth Services Coordinator; and Kristin Soper, Events Coordinator, discussed this year’s book choices for youth, teens and adults with food based themes.
MINUTES 01-30-19
Derusseau moved to approve the minutes from January 16, 2019. Motion was seconded by Kelly and carried 3-0.
CONSENT AGENDA 01-30-19
Derusseau moved approval of the following Consent Agenda:
► Commission Order Nos. 19-007 and 19-008 on file in the office the County Clerk;
► Equipment purchase of a Motorola 6500 mobile radio and 15 Motorola APX6000 portable radios for the Sheriff’s Department from Motorola Solution under the Johnson County, Kansas contract number 21810 in an amount not-to-exceed $62,801.70;
► Equipment purchase of a FARO 3D Laser Scanner for the Sheriff’s Department from Faro Technologies Inc. under the GSA contract number GS07F197GA in an amount not to exceed $74,057.85; and
► Authorized staff to access the US Communities contract with BI Incorporated to provide electronic monitoring services at an estimated cost of $250,000 for 2019.
Motion was seconded by Thellman and carried 3-0.
BALDWIN AFFORDABLE HOUSING 01-30-19
The Board considered a request for funding to support the Baldwin Affordable Housing grant.
Randy Rezac, Baldwin Retirement Apartment Complex, Inc., presented the Board with a history of the housing complex, which was established in 1976 with 56 income-based apartments called Orchard Lane and Jersey Street Affordable Housing. Phase I, Orchard Lane with 32 units, was renovated in 2015. Douglas County provided a cash grant in the amount of $45,000. The total cost of the renovation was $653,000. Thomas asked that the County provide a grant for the Phase II renovation of the Jersey Street 24-unit apartments at the same rate of Phase I, or $45,000. The deadline for the grant application is June 2019 for a $750,000 to $1million grant opportunity. The demonstration of community support is a preferred component in the grant process.
Thellman stated she is really impressed with the units and what some money can do. The design is simple and basic. The renovation is lovely, energy efficient and done well. She is supportive of this project.
Kelly said he was glad the County was part of this affordable housing project.
Derusseau opened the item for public comment. No comment was received.
Derusseau asked what fund was used for the Phase I. Sarah Plinsky, Interim Count Administrator, replied the grant came from the Economic Development Fund and was paid over a two years period.
Derusseau said she would prefer, if approved, this grant amount of $45,000 be paid in one payment.
Thellman moved to approve the grant fund request of $45,000, to be made in one payment, for the renovation of the Jersey Street Apartments Baldwin Affordable Housing Grant from the 2019 Budget using the Economic Development Fund. Motion was seconded by Derusseau and carried 3-0.
LOCAL FOOD INITIATIVE ANNUAL REPORT FOR 2018 01-30-19
Helen Schnoes, Sustainability and Food Systems Planner, conducted a presentation of the Food Policy Council’s Annual Report. The document provides a summary of the activities of this advisory board for Lawrence and Douglas County. During 2018, the group largely focused on launching implementation of the Food System Plan adopted by the City of Lawrence Commission and Douglas County Commission in the summer of 2017. Key highlights include launching a statewide conversation about food systems economic development, collaborating with Lawrence Transit for a Public Service Announcement pilot project to promote Double Up Food Bucks and the summer meals program, collaboration with Lawrence-Douglas County Health Department for food waste efforts, and receipt of two grants
from the Kansas Alliance for Wellness. The report also includes some highlights for upcoming events and efforts the Council will lead in 2019.
No action was taken.
FOOD POLICY COUNCIL 01-30-19
The Board considered the approval of a new Joint County Resolution 19-01, and City Ordinance 9637 for the reestablishment of the Food Policy Council as a joint advisory board and an update to the bylaws to govern the council’s work.
Helen Schnoes, Sustainability and Food Systems Planner, and Kim Criner, Food Policy Council, presented a proposal approved on December 17, 2018, by the Douglas County Food Policy Council, a joint Lawrence and Douglas County advisory board. The changes came as a result of a 6-month collaborative and iterative research, discussion, and drafting process among staff and Council members.
The key changes under consideration include:
• Reduction from 23 to 16 members. Seven members will be City-appointed, nine will be County-appointed.
• Loosening of defined “roles” for a majority of the members, while still including language to ensure diverse perspectives across the food system, which were important to the Council’s founding. This includes requiring at least 4 active farmers, who bring experience in different sectors, marketing channels, and production systems, and retaining important liaison roles with key partners.
• Narrowing focus of the group to policy and community convening, in recognition of past accomplishments and increased staff capacity to advance local food systems development.
• Recognition of the 2017 adoption of the Douglas County Food System Plan by City and County, and the Council’s role in supporting its implementation.
The Lawrence City Commission will receive comment on this item at their February 5 meeting.
Derusseau opened the item for public comment. No comment was received.
Derusseau moved to approve Joint County Resolution 19-01 and City Ordinance 9637 for the reestablishment of the Food Policy Council as a joint advisory board and an updated to the bylaws. Motion was seconded by Thellman and carried 3-0.
FAIRGROUNDS POLICIES AND PROCEDURES 01-30-19
Jill Jolicoeur, Assistant to the County Administrator, asked the Board to consider approval of revisions to the Fairgrounds Policies and Procedures and Fee Schedule effective February 1, 2019.
The most significant change to the proposed revisions to the policies and procedures, and fee schedule is the replacement of the “501c3” usage and fee category with a “Non-Profit” category.
The revised policy replaces the “501c3” category with the new “Non-Profit” category which states the following:
• Non-Profit – Free use is available to any non-profit groups who are
using a facility for civic purposes such as education meetings, organization or service meetings, seminars, training and fundraising. The organization must be registered with the State of Kansas as a non-profit 501c3 community or similar qualifying non-profit entity. Examples include charitable fundraising events, animal adoption, and community workshops or training. These events are subject to Tier 1 & 2 deposits and miscellaneous fees as deemed appropriate.
The changes reflected in the revised policies and procedures, as well as the proposed 2019 fee schedule are informed by the experiences and various events that have occurred over the last 18 months. Further, the proposed changes are consistent with the directive provided by the Board of
County Commissioners as part of the FY 2019 budget process to increase facility rental rates for Standard and Commercial categories.
The proposed fee schedule will affect all new 2019 reservations and will not apply to any existing reservations for 2019. The following changes are reflected in the proposed changes to the 2019 Fee Schedule:
• Removal of damage deposit for regular facility rentals that are not considered “Major Events” (page 3) in the Tier 1 and Tier 2 categories.
• Increase Alcohol Permit from $25.00 to $50.00.
Derusseau asked for clarification that under the “non-profit” category, the Hunter Safety Class, which is not technically a 501c3, will be allowed to use the facilities at no cost. Plinsky responded that the way the policy is intended is the organization must a registered as a “501c3” community or be a “similar qualifying non-profit entity.” We have added the word “or” to the language which will allow the Hunter Safety Class qualify for usage.
Kelly asked for clarification on the labor fees. Jolicoeur explained there will be an hourly rate for large events and a $1 per chair rate for smaller events, which is based on a per person rate.
Derusseau opened the item for public comment.
Marlin Bates, K-State Extension, asked how the new policies will affect the Extension Office and the Douglas County Fair Board. Plinsky replied both would be considered a government entity.
Derusseau moved to approve the revisions to the Fairgrounds Policies and Procedures and Fee Schedule, effective February 1, 2019. Motion was seconded by Kelly and carried 3-0.
BEHAVORIAL HEALTH 01-30-19
The Board considered the approval of an agreement with the Lawrence Douglas County Health Department (LDCHD) and the Behavioral Health Leadership Coalition (BHLC) to implement myStrength in 2019 in an amount not-to-exceed $19,500. Bob Tryanski, Director of Behavioral Health Projects, presented the item.
In 2018, the BHLC identified offering “myStrength” to all Douglas County residents as a strategy to empower individuals to address depression, anxiety, stress, substance use, chronic pain and sleep challenges, in a self-directed way, while also supporting the physical and spiritual aspects of whole person health.
In November of 2018, the LDCHD was awarded a mini grant from the Kansas Department of Health and Environment (KDHE) to partner with Douglas County and the BHLC to support the launch and implementation of myStrength in year one. The $20,000 grant provides funds to offset subscription fees, implementation costs, and a marketing campaign to ensure community engagement and buy in. The project budget is $39,500. With the support of the KDHE grant, total cost to the County in 2019 will not exceed $19,500.
Tryanski stated this is a small investment but with big impact. It is a free, self-directed tool for those who aren’t ready to see a professional. The timeline for implementation of myStrength in Douglas County is the end of the second quarter 2019.
Derusseau opened the item for public comment. No comment was received.
Derusseau moved the approval to partner with the Lawrence Douglas County Health Department (LDCHD) and the Behavioral Leadership Coalition, (BHLC) to implement myStrength in 2019 for a total cost to Douglas County not-to-exceed $19,500. Motion was seconded by Thellman and carried 3-0.
BEHAVIORAL HEALTH 01-30-19
Bob Tryanski, Director of Behavioral Health Projects, asked the Board to
consider the approval of an addendum to a professional services agreement with LMH Health to support staffing of the Integrated Crisis Team (ICT) in the LMH Emergency Department in 2019.
In 2018, the Douglas County Behavioral Health Leadership Coalition (BHLC), with Douglas County support, launched a pilot project to create an inter-agency, multi-disciplinary team to improve behavioral health care at the LMH Emergency Department. The ICT, embedded in the Emergency Department, was designed to embrace the integrated behavioral health/primary care model that meets patients where they are and provides immediate behavioral health intervention, consultation, and treatment to ensure better outcomes around the clock. The core staffing component of this team is the Behavioral Health Crisis Clinician (BHCC). This person is not on call, but working in the unit and supported by peers and a care coordination team with access to regional services such as social detox for people with substance use disorders (SUD).
In 2018, Douglas County, LMH Health, and Bert Nash collaborated to bring a total of four BHCCs online and to embed them in the Emergency Department. LMH Health has supported the ICT project by providing a full-time director, office space for the team, and technical assistance including data analytics for the project. Salary and benefit support for the BHCCs was provided by Douglas County to Bert Nash and LMH Health with the expectation that startup and staffing costs will be gradually offset, over a period of three years, as the project moves toward a sustainable funding model. In 2019, the budget for the BHCC positions is estimated to be $310,000. The county is proposing to provide support to LMH Health for salary and benefit costs, excluding health insurance, not to exceed $250,000. The attached addendum outlines the terms of this agreement.
Kelly said he wanted to commend the partnerships for working together and help people in real times of crisis.
Thellman said by attending the team meetings she had the opportunity of seeing how it all works together with the peers, the behavior health counselor, director and social work in the ED. The wisdom of the peer is as important as the professional in the room.
Derusseau opened the item for public comment. No comment was received.
Thellman moved approval to provide salary and benefit support to LMH Health, excluding health insurance costs, for four Behavioral Health Crisis Clinicians in 2019. The cost to the County shall not exceed $250,000. Motion was seconded by Kelly and carried 3-0.
CONSTRUCTION MANAGER AT RISK 01-30-19
Sarah Plinsky, Interim County Administrator, recommended that the County secure the services of a Construction Manager at Risk to assist in the design of an expansion to the Douglas County Correctional Facility (DCCF) and the Tier 2 and Tier 3 behavioral health housing projects.
A construction manager can provide enhanced expertise on cost estimating during the design development and construction document development process. Soliciting and contracting with a construction manager doesn’t approve the project at this time. Once preconstruction is complete,
construction documents will be prepared and the project will be bid, the Construction Manager at Risk will agree to perform the work for a Guaranteed Maximum Price (GMP) which will be included within its costs of the work, plus fixed percentages for General Conditions and Fee. The GMP and total project budget will be submitted to the Commission for approval. CMRs are not allowed under the County’s default design-bid-build procurement statute, but are authorized for counties in KSA 19-216b et seq, which allow for a CMR. The Board is requesting alternative delivery procurement through a CMR under that authorization.
If approved, the following requirements must be met.
First, when a request is made for alternative delivery procurement by the County, the County must publish a notice in the official county newspaper that the BOCC will be holding a public meeting with the opportunity for comment on such a request. Notice shall be published at least 15 days prior to the hearing.
Second, after a public hearing in which there is opportunity for comment, the Board of County Commissioners must determine and find that:
1. The authorization for CMR is for the sole and exclusive use of “planning, acquiring, designing, building, equipping, altering, repairing, improving or demolishing any structure or appurtenance thereto, including facilities, utilities or other improvements to any real property, but shall not include highways, roads, bridges, dams or related structures or stand-alone parking lots”.
2. The use of a CMR is appropriate to this situation. In making such determination, the Board may consider:
(1) The likelihood that the CMR will serve the public interest by providing substantial savings of time or money over the traditional design-bid-build delivery process.
(2) The ability to overlap design and construction phases is required to meet the needs of the County.
(3) The project presents significant phasing or technical complexities, or both, requiring the use of an integrated team of designers and constructors to solve project challenges during the design or preconstruction phase.
(4) The use of a CMR will not encourage favoritism in awarding the public contract or substantially diminish competition for the public contract.
Third, assuming such determinations have been made, the County shall publish a notice of the request for qualifications and proposals as outlined in the Finance Policy. So as to best facilitate the selection of a CMR, staff will name an Evaluating Committee to handle the process and ultimately make a final recommendation to the Board for selection.
Derusseau opened the item for public comment.
Gene Dorsey, 2018 Emerald Road, asked for confirmation that the County is looking at using two RFPs, one for housing and one for the jail expansion.
Plinsky replied there will be two RFPs and that there are many contractors available that do this. It is the most common method of delivery. On February 20, 2019, there will be a public hearing for each proposed hiring of Construction Managers at Risk.
Derusseau moved to direct staff to issue a notice of public hearing for a Construction Manager at Risk for improvements at the Douglas County Correctional Facility and Behavioral Health Housing Projects. Motion was seconded by Thellman and carried 3-0.
ACCOUNTS PAYABLE 01-30-19
Derusseau moved to approve accounts payable in the amount of $516,555.60 to be paid on 01/31/19. Motion was seconded by Kelly and carried 3-0.
GENERAL PUBLIC COMMENT – none.
COMMISSIONERS AND/OR ADMINISTRATIVE MISCELLANEOUS 01-30-19
1) Sarah Plinsky, Interim County Administrator, stated Bob Tryanski, Director of Behavioral Health Projects, and Karrey Britt, Communications Specialist, are working to coordinate a series of conversations on our Behavioral Health work with Rotary. They are doing a tremendous job on getting our story out on our Behavioral Health initiatives.
2) Plinsky stated staff is working on executing a memorandum of understanding for the Sunflower Foundation as the County is acting as a “pass through” on funds for Heartland Health to support their psychiatry work.
3) Staff has been meeting with the City of Lawrence on our ongoing efforts to review the service agreements for the Fire and Medical Department. This information is being shared with the City Commission for their meeting next week. She said to date, we have combined budget data and reviewed it for accuracy. We are also doing some comparisons of certain EMS communities. Based on feedback from the Board of County Commissioners, we have removed the March deadline from the project charter. It now states, “Both entities will work together regularly and expeditiously with the goal to bring forward recommended changes to the agreement.”
4) Dr. Allen Beck spoke with Justice Matters today regarding his study on Recommendations for Improving Criminal Case Processing of Inmates in the Douglas County Jail.
5) Robert Bieniecki conducted an update on the Law Enforcement Study. Representatives from Northeastern University research team met with the City of Lawrence Police Chief and his command staff, KU Police Chief, Baldwin City Chief of Police and the City of Eudora Chief of Police, along with their data people. The research team also met with all city managers and Sarah Plinsky, and had a public information meeting with 25 in attendance on January 24. The study team will be in town every month for the next six months.
Derusseau adjourned the meeting.
____________________________ ____________________________
Michelle Derusseau, Chair Patrick Kelly, Vice-Chair
ATTEST:
____________________________ _____________________________
Jamie Shew, County Clerk Nancy Thellman, Member
Time and Date