Board of County Commissioners Tuesday, December 18, :00 AM 205 w. central ave. 4th floor el dorado, ks Agenda

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1 Board of County Commissioners Tuesday, December 18, :00 AM 205 w. central ave. 4th floor el dorado, ks Agenda A. CALL to ORDER B. INVOCATION and PLEDGE - Pastor Voyt Lynn, First Baptist Church, Douglass C. COMMISSION MINUTES C.1. Commission Minutes December 11, 2018.pdf D. PUBLIC COMMENTS - Flinthills Rock and Roll Singers performing Christmas Carols. E. ITEMS of BUSINESS E.1. Service Awards 2018 MEMO to Dept. Heads.pdf E.2. Senior Center 2019 Contracts 2019 Senior Center Standards.doc Andover 19.doc Andover App2019.doc Aug App, 2019.doc Augusta 19.doc Benton 19.doc Cassoday 2019 Contract.doc Douglass 19.doc Douglass App, 2019.doc El Dorado 19.doc ElDorado App 2019.doc Leon 19.doc Leon App, 2019.doc Rose Hill 19.doc 1

2 Board of County Commissioners Page - 2 Rose Hill App2019.doc Towanda 2019.doc Whitewater 19.doc E.3. E.4. E.5. E.6. E.7. AIS maintenance payment NICE - Butler County KS - Maintenance - Term 2019.pdf Utility Body Replacement for Bridge Crew Truck - Purchase Approval 2018 Utilty Bed-Bridge Truck.pdf 2019 Cereal Malt Beverage Renewal 2019 Shady Creek Marina CMB.pdf 2019 Keighley Barn CMB.pdf 2019 Leon Groceries CMB.pdf 2019 Fastrip Haverhill CMB.pdf 2019 Triple S CMB.pdf Consider Modification of Proposed Changes from the Pay Plan Steering Committee EMA Dep Dir Updated JD.doc Technology Specialist.docx Work Session - Legislative Agenda 2018 legislative agenda final.doc F. VOUCHERS F.1. Vouchers dated 12/18/ AP Packet.pdf G. COMMISSION ADDS & ABATES H. OTHER ITEMS of BUSINESS I. ADJOURNMENT 2

3 Board of County Commissioners Agenda Item Report Agenda Item No. 1 Submitted by: Chelsea Noel Submitting Department: Clerk's Office, County Meeting Date: December 18, 2018 SUBJECT Commission Minutes RECOMMENDATION Approval of Minutes ATTACHMENTS December 11, 2018.pdf BACKGROUND n/a ANALYSIS n/a FINANCIAL CONSIDERATION n/a LEGAL CONSIDERATION n/a COMMISSIONER SIGNATURE REQUIRED Yes INFORMATION TECHNOLOGY PURCHASE OR SERVICES REVIEW REQUIRED No RECOMMENDED ACTION Commissioner motioned to approve/amend the minutes from the December 11, 2018 Butler County Commission meeting. 3

4 BUTLER COUNTY BOARD OF COMMISSIONERS Tuesday, December 11, 2018 CALL TO ORDER Commission Chairman Dan Woydziak called the Butler County Board of Commissioners to order at 9:00 a.m. Present were Commissioner Jeff Masterson, Commissioner Marc Murphy, Commissioner Ed Myers, Commissioner Mike Wheeler, County Administrator Will Johnson, and Clerk Recorder Chelsea Noel. INVOCATION Chaplain David Griffis, Heaven Sent Ministries, presented the invocation. APPROVAL OF MINUTES Commissioner Murphy motioned to approve the minutes of the Butler County Commission meeting from Tuesday, December 4, 2018 as written. Commissioner Masterson seconded the motion. Motion carried 5-0. (00:03:03) PUBLIC COMMENTS There were no public comments. (00:03:10) ITEM #1 WORK SESSION YORKTOWN AND BI-CENTENNIAL ANNEXATION Mark Detter, Andover City Administrator, came before the Board for discussion with the City of Andover on the proposed Yorktown Development and Bi-Centennial Annexation. The City of Andover is in discussion with developers for a mixed use development in the Yorktown area of Andover which would also impact and include annexation of the Bi-Centennial addition. The proposed Yorktown development is east of Butler Road and on the North side of US 400 just Northwest across the highway from the YMCA. Michael Bailey, TranSystems Project Manager, came before the Board and presented the proposed project layout to the Commissioners. Mr. Bailey stated there will be signal improvements at Kellogg to accommodate the wider roads in the future and also noted the speed limit will be 30mph. Mr. Bailey noted there would be access points to the Bi-Centennial Subdivision at Paul Revere Road. It was also noted that there would be three connections for future water lines to be installed. Lance Onstott, Andover Planning and Zoning, came before the Board and discussed the total area of possible annexation. The total annexation would encompass around 80 acres and it was also noted that this would be a two phase annexation because of State statue. Commissioner Masterson inquired about the comments from the public at the Andover City Council meeting regarding their thoughts and concerns on the annexation. Mr. Onstott stated a lot of questions were asked related to what improvements would be made and also stated most people have been in favor of annexation because of the road maintenance and water issues in the area. Commission Chairman Woydziak felt the improvements associated with the annexation would outweigh any negative aspect to property owners. Page 1 of 4 4

5 Mr. Detter discussed the City s participation in the annexation and the financial impacts. Mr. Detter stated he did not feel the annexation would be financially burdensome to anyone involved. Mr. Detter also stated that the City feels it makes the most sense for Andover Police Department to be dispatched first versus the Sheriff s Department. Discussion continued about strategic advantages to the City of Andover if they annex the area. No action was taken. (00:53:45) ITEM #2 PUBLIC WORKS LANDFILL COMPACTOR BID OPENING Darryl Lutz, Public Works Director, came before the Board to receive and open sealed bids for the purchase of a landfill compactor for the Public Works Department. Following are the bids received: Foley Tractor - Wichita 2019 CAT 826K $629,250 w/ trade in Foley Tractor - Wichita 2019 CAT 826K $760,600 w/ trade in Berry Tractor - Wichita 2019 Bomag BC772RB-4 $551,508 w/ trade in Humdinger Equipment Tana E380 ECO $644,000 w/ trade in Lubbock, TX Humdinger Equipment Lubbock, TX 2019 Tana E450 $783,500 w/ trade in Commissioner Masterson motioned to accept the bids received and opened for one new landfill compactor for the Public Works Department and directed staff to tabulate the bids, evaluate the equipment offered and to return at a later date with a recommendation for purchase. Commissioner Murphy seconded the motion. Motion carried 5-0. (01:00:31) ITEM #3 APPROVAL TO SOLICIT BIDS FOR PURCHASE OF A NEW HEAVY RESCUE TRUCK Scott Stueven, Deputy EMS Director, came before the Board for approval to solicit bids for a new heavy rescue truck to replace the older rescue truck. The Butler County Rescue Squad has a heavy rescue vehicle that they have used for the past eighteen years. The vehicle has served them well but it has become outdated and thousands of hours on the chassis have begun to increase costs of operation. The 2019 Rescue Squad budget was increased $25,000 per year for a lease-topurchase payment. There was also a budgeted lump payment for $100,000 from the General Fund reserve to serve as a down payment. Mr. Stueven stated this truck is the secondary rescue truck for the entire county when a specialized rescue is needed. Commissioner Myers inquired about specific increasing costs on the heavy rescue truck. Mr. Stueven stated the power steering went out recently, which took the truck out of service for three days. Commissioner Myers also inquired about the number of times the truck has been used in the last five years. Mr. Stueven stated the truck is used times per year. Brice Denton, Butler County Rescue Squad Captain, came before the Board and gave a comparison of the current truck versus the proposed new truck. Discussion followed about the written specifications of the rescue truck. Chad Pore, EMS Director, explained why the specifications are written in such detail. Commissioner Wheeler motioned to authorize Butler County Rescue Squad to request bids for the purchase of a new full heavy rescue truck for the department and for bids to be returned Page 2 of 4 5

6 and opened by the Board of County Commissioners on January 29, Commissioner Murphy seconded the motion. Motion carried 5-0. (01:29:43) RECESS Commission Chairman Woydziak recessed the meeting of the Board at 10:29 a.m. for four minutes. Commissioner Chairman Woydziak reconvened the meeting of the Board at 10:33 a.m. (01:29:53) ITEM #4 APPROVAL OF $2,500 INVOICE FOR BLUEPRINT FOR REGIONAL ECONOMIC GROWTH STUDY David Alfaro, Community Development Director, came before the Board for approval of a $2, invoice for payment of Blueprint for Regional Economic Growth as presented by Market Street Services Inc. As a partner in the Greater Wichita Partnership Economic Development (GWP) organization Butler County has been participating with the GWP and the surrounding 10 counties in developing a strategy on what areas to focus our efforts on in growing the regional economy. Butler County was invited to be an active participant in all meetings associated with the hiring of Market Street and input as it affects our marketing efforts. By supporting this initiative the County will be better served and would not be able to attain greater success without participating financially. Commissioner Myers stated he is skeptical of Butler County s participation in the study and felt it was mainly centered on Wichita. Andrew Nave, Executive Vice President for Greater Wichita Partnership, gave an overview and update of the regional economic growth study over the last few years. Commission Chairman Woydziak motioned to approve the $2, invoice for payment of Blueprint for Regional Economic Growth Study. Commissioner Murphy seconded the motion. Motion carried 4-1. Commissioner Myers opposed. (01:49:11) ITEM #5 ANNUAL SALARIES FOR ELECTED OFFICIALS Will Johnson, County Administrator, came before the Board for approval of Resolution #18-38 establishing the salaries of the six elected officials for This is an annual resolution adopted in December setting the salaries for the upcoming year for the six elected official positions in the County. In 2019 Butler County has budgeted for a 3% merit pool and as such staff is recommending a 3% increase for the six elected official positions in Commission Chairman Woydziak motioned to approve Resolution #18-38 establishing the salaries of the six elected officials for Commissioner Masterson seconded the motion. Motion carried 5-0. (01:50:31) ITEM #6 WORK SESSION LEGISLATIVE AGENDA William Johnson, County Administrator, came before the Board to discuss any recommended changes or modifications from the Commissioners to the Legislative Agenda. No action was taken. (01:52:18) Page 3 of 4 6

7 VOUCHERS Commissioner Masterson motioned to approve vouchers for December 11, 2018 in the amount of $725, Commissioner Murphy seconded the motion. Motion carried 5-0. (01:52:46) COMMISSION ADDS & ABATES Commissioner Masterson motioned to approve Adds & Abates #2708 dated December 11, 2018; Adds in the amount of $18, and Abates in the amount of $24, Commissioner Murphy seconded the motion. Motion carried 5-0. (01:53:05) OTHER ITEMS OF BUSINESS TO COME BEFORE THE BOARD OF COUNTY COMMISSIONERS Commissioner Myers stated he attended Quad Counties yesterday. Commissioner Murphy stated he attended the ribbon cutting of the shooting range over the weekend at the El Dorado State Park. Donna Farthing, Butler County Treasurer, came before the Board for approval of Resolution #18-39, allowing the Butler County Treasurer to invest in the State of Kansas Municipal Investment Pool. Commissioner Masterson motioned to approve Resolution #18-39, authorizing the Butler County Treasurer to invest in the State of Kansas Municipal Investment Pool. Commissioner Murphy seconded the motion. Motion carried 5-0. Commissioner Wheeler inquired about the new Q-Less Line System. Mrs. Farthing stated Q- Less is working great and she has been very happy with it. Administrator Johnson stated the Douglass NRP was kicked back from the State and Resolution #18-11 needs to be reconfirmed with the changes made by the Attorney General s Office and then the Resolution will be sent back to the State. Commission Chairman Woydziak motioned to reconfirm Resolution #18-11 authorizing Butler County to participate in the Douglass NRP. Commissioner Masterson seconded the motion. Motion carried 5-0. (02:02:04) ADJOURNMENT Commission Woydziak motioned to adjourn the meeting of the Board at 11:04 a.m. Commissioner Wheeler seconded the motion. Motion carried 5-0. ** The Commissioners attended a luncheon at the Benton Senior Center at 11:30 a.m. ** Page 4 of 4 7

8 Board of County Commissioners Agenda Item Report Agenda Item No. 1 Submitted by: Will Johnson Submitting Department: Administration Meeting Date: December 18, 2018 SUBJECT Service Awards RECOMMENDATION Present the five, ten, fifteen, twenty, twenty-five, thirty, and forty year Service Awards to the qualifying Butler County employees. ATTACHMENTS 2018 MEMO to Dept. Heads.pdf BACKGROUND The employees in the attached document have completed from five to forty consecutive years of employment with Butler County. ANALYSIS It is recommended to award these Service Awards to these employees in an expression of gratitude for their extended time of consistent service to the County. FINANCIAL CONSIDERATION There is a cost incurred by awarding these certificates and plaques as the County must purchase them. However, the cost of these physical tokens of gratitude are far outweighed by the expenses saved by the consistent employment of these individuals in the reduction in temporary loss of services due to employee turnover, reduced cost of training new employees on a regular basis, and increased long-term knowledge base of the specific job within the organization reducing the need for outsourcing for information and training services. LEGAL CONSIDERATION There are no legal repercussions that can be foreseen. COMMISSIONER SIGNATURE REQUIRED No INFORMATION TECHNOLOGY PURCHASE OR SERVICES REVIEW REQUIRED No RECOMMENDED ACTION It is recommended that the five, ten, fifteen, twenty, twenty-five, thirty, and forty year Service Awards be presented to the qualifying Butler County employees in gratitude for their service. 8

9 TO: Department Heads FROM: Will Johnson, County Administrator ( ) SUBJECT: Employee Service Awards DATE: November 8, 2018 BUTLER COUNTY EMPLOYEE SERVICE AWARDS 5 Years Ashley Bonnette Kathline Cody Edwin Myers Koleen Laney Courtney Worrell Christopher Hilborn Caitlin Ray Janelle Davis Lisa Holm-Deneve Kelly Pratt Ronda Purselley Thomas Gresham Brian Ogg Pamela Brown Donald Roberson III Amy Wright Jody Mader Huey Prohn, Jr. Connie Fahrbach Adam Nold Elizabeth Tilson Cody Marten Tamara King Michael Ryan Lee Raven McIntosh James Smith Appraiser s Dept. Appraiser s Dept. County Commission Appraiser s Dept. GIS/Mapping Sheriff/Detention EMS Appraiser s Dept. Sheriff s Dept. EMS Facilities Management Sheriff s Dept. Community Corrections Motor Vehicle Sheriff/Detention Treasurer s Dept. Emergency Communications Sheriff/Detention Department on Aging Community Corrections Motor Vehicle Public Works EMS Noxious Weeds EMS Sheriff/Detention 9

10 10 Years Danny McKenzie Chadd Pelnar Richard Clark David Moss Michael Work Katie Brewer Regina Michealson Wendi Vittitow Shelton Lynn Daily Bret Flamm 15 Years Katina Dunning Daniel Flower Charles Jackson Thomas Moore, Jr. Michael Wheeler Julie Hokr Anita Albertson Daniel Paye Ramon Joe Vittitow Margo Clemons Christopher Gray Brent Alley Community Corrections Emergency Communications Sheriff s Dept. Public Works Public Works Appraiser s Dept. Sheriff/Detention Department on Aging Public Works Public Works Sheriff/Detention Sheriff/Detention Sheriff/Detention Sheriff s Dept. County Commission Sheriff s Dept. Public Works Sheriff s Dept. Public Works Sheriff/Detention EMS Public Works Patrick Light Jamie Downs Kelly Herzet Kevin Worrell Marvin Evans Christopher Davis Robert Bartlett 20 Years 25 Years 30 Years Sheriff s Dept. Health Dept. Sheriff s Dept. Emergency Communications Public Works Emergency Communications Sheriff s Dept. The Butler County Service Awards will be awarded during the County Commission Meeting, TUESDAY, December 18th starting at 9 a.m. Please inform your employees who will be receiving their service awards of this date. If you have any questions, please give me a call. 10

11 Board of County Commissioners Agenda Item Report Agenda Item No. 2 Submitted by: Crystal Noles Submitting Department: Department on Aging Meeting Date: December 18, 2018 SUBJECT Senior Center 2019 Contracts RECOMMENDATION Approve the 10 Senior Center Contracts for 2019 and allow the Chair to sign. ATTACHMENTS 2019 Senior Center Standards.doc Andover 19.doc Andover App2019.doc Aug App, 2019.doc Augusta 19.doc Benton 19.doc Cassoday 2019 Contract.doc Douglass 19.doc Douglass App, 2019.doc El Dorado 19.doc ElDorado App 2019.doc Leon 19.doc Leon App, 2019.doc Rose Hill 19.doc Rose Hill App2019.doc 11

12 Towanda 2019.doc Whitewater 19.doc BACKGROUND Butler County funds each of the 10 County Senior Centers through the mill levy each year. Each Center applies for funding yearly, and recommendations are made to the Butler County Commission by the Butler County Council on Aging and the Department on Aging Director. ANALYSIS The contracts have been revised to include changes that reflect each Center s funding for 2019, according to the approved 2019 budget. Contracts outline due dates for 2020 budget requests and quarterly report deadlines for Contracts include the 2019 Senior Center Standards and each Centers current level and obligations within the Standards. The senior centers have been very vigilant about turning in the new paperwork requirements included starting in the 2012 contracts. Each Center submits monthly board meeting minutes and financial statements to the Department on Aging, along with other requirements. FINANCIAL CONSIDERATION The funds are approved as stated in the approved 2019 budget. LEGAL CONSIDERATION NONE COMMISSIONER SIGNATURE REQUIRED Yes INFORMATION TECHNOLOGY PURCHASE OR SERVICES REVIEW REQUIRED No RECOMMENDED ACTION Recommend approval of the 10 Senior Center Contracts for 2019 and allow the Chair to sign. 12

13 Appendix D 2019 Senior Center Standards BASELINE: * Number of Required Activities: For example: Crafts Senior Club I 2 Educational Programs Senior Club II 4 Exercise Senior Center I - 6 Games Senior Center II - 8 Potluck/Meals Multi-Purpose Center I - 10 Social/Support Groups Multi-Purpose Center II - 15 SPECIAL EVENTS/PROJECTS: For example: Community Charities Senior Club I 3 Membership Drives Senior Club II 5 Fundraising Senior Center I - 8 Intergenerational Programs Senior Center II - 12 Dinner Events with Programs Multi-Purpose Center I - 15 Musical Events Multi-Purpose Center II - 20 Marketing to community Strategic planning sessions EDUCATION: For example: Community Education Senior Club I 6 Educational Tours Senior Club II 9 Educational Services Senior Center I - 30 Health Presentations/Workshops Senior Center II - 35 Advocacy Opportunities Multi-Purpose Center I - 60 Retirement Planning Multi-Purpose Center II - 65 Volunteer Services/Opportunity Cultural Enrichment 13

14 Appendix D The baseline category will be standard for all centers and each will be expected to provide the required number. Baseline activities are those that are regular center activities. Baseline activities are those that occur on a regular basis be it daily, weekly, monthly, quarterly. Any activity that is started as a new activity will be counted as such, but when that activity becomes a regular Baseline activity it will then become a part of that category. Membership requirements may be determined by each individual Club or Center, but must not consist of individuals under the age of 50 years old. Each Club or Center must maintain a current card file or official active membership list. Memberships must be renewed annually. SENIOR CLUB LEVEL I: Must meet at least once monthly Club President, or a representative, must attend the Butler County Senior Center Association (BUSCA) meetings held bi-monthly and the Butler County Council on Aging meetings bi-monthly Submit quarterly reports Must maintain sign in sheets of monthly activities and attendance Must submit year-end report which includes year-end mill levy balance and a report of the club s balance in savings accounts SENIOR CLUB LEVEL II: Must meet at least twice monthly Club president, volunteer director, or a representative, must attend the Butler County Senior Center (BUSCA) meetings held bi-monthly and the Butler County Council on Aging meetings bi-monthly Submit quarterly reports Must maintain sign in sheets of monthly activities and attendance Must submit year-end report which includes year-end mill levy balance and a report of the club s balance in savings accounts Must meet all Level I criteria 2019 Senior Center Standards- Continued 2 14

15 Appendix D SENIOR CENTER LEVEL I: Must be open twenty to thirty hours a week Employ a part-time director or staff a volunteer director Director or a representative must attend the BUSCA meetings held bi-monthly and the Butler County Council on Aging meetings bi-monthly Submit quarterly reports Must maintain sign in sheets of daily activities and attendance Must submit a year-end report which includes year-end mill levy balance and a report of the club s balance in savings accounts Must meet all Senior Club Level II criteria SENIOR CENTER LEVEL II: Must be open thirty to forty hours a week Must employ at least a part-time director Director or a representative must attend the BUSCA meetings held bi-monthly and the Butler County Council on Aging meetings bi-monthly Director must earn at least six CEU s, annually, in aging related issues Must have noon meals available when center is open Must maintain sign in sheets of daily activities and attendance Must submit quarterly reports Must submit a year-end report which includes year-end mill levy balance and a report of the club s balance in savings accounts Must serve at least 200 unduplicated members annually Must serve at least 3,500 noon meals annually; whether in-house or delivered Must seek supplemental funding to Butler County Senior Mill Levy - through donations, memorials, city taxes, fundraisers, user fees, membership fees, etc. Must meet all Senior Center Level I criteria 2019 Senior Center Standards- Continued 3 15

16 Appendix D MULTI-PURPOSE CENTER LEVEL I: Must be open a minimum of forty hours per week Employ a full-time director Director must earn at least 10 CEU s annually all in aging-related fields/issues Director or representative must attend the BUSCA meetings held bi-monthly and the Butler County Council on Aging meetings bi-monthly Must have noon meals available when center is open Must maintain sign in sheets of daily activities and attendance Must submit quarterly reports Must submit a year-end report which includes year-end mill levy balance and a report of the club s balance in savings accounts Publish a newsletter at least quarterly Publish weekly or bi-weekly activity calendars Must serve at least 300 unduplicated members annually Must serve at least 4,800 noon meals annually; whether in-house or delivered Must set priorities and goals for education, meals, training, exercise programs, marketing, and recruiting new members Must seek supplemental funding through donations, memorials, city taxes, fundraisers, user fees, membership fees, etc. Must meet all Senior Center Level II criteria 2019 Senior Center Standards- Continued 4 16

17 Appendix D MULTI-PURPOSE CENTER, LEVEL II: Must be open a minimum of forty hours per week Must employ a full-time director Directors must earn at least 15 CEU s, annually, all in aging-related fields/issues Director or a representative must attend the BUSCA meetings held bi-monthly and the Butler County Council on Aging meetings bi-monthly Must have noon meals available when center is open Must maintain sign in sheets of daily activities and attendance Must submit quarterly reports Must submit a year-end report which includes year-end mill levy balance and a report of the club s balance in savings accounts Publish a newsletter at least bi-monthly Publish weekly activity calendars Must serve at least 400 unduplicated members annually Must serve at least 6,000 noon meals annually; whether in-house or delivered Must set priorities and goals for education, meals, training, exercise programs, marketing, and recruiting new members Must seek supplemental funding through donations, memorials, city taxes, fundraisers, user fees, membership fees, etc. Must meet all Multi-Purpose Center Level I criteria 2019 Senior Center Standards- Continued 5 17

18 Appendix D SENIOR CLUBS LEVEL I: FY 17 FY 18 FY 19 Maximum Amount Allowed At This Level 19 $0 $0 $ 0 $ 2,000 SENIOR CLUBS LEVEL II: FY 17 FY 18 FY 19 Maximum Amount Allowed At This Level 19 Benton $ 2,100 $ 2,200 $ $ 4,120 Whitewater $ 3,720 $ 3,800 $ SENIOR CENTERS LEVEL I: FY 17 FY 18 FY 19 Maximum Amount Allowed At This Level 19 Cassoday $ 8,880 $ 8,980 $9,100 $ 11,100 Towanda $ 10,800 $11,000 $ 11,100 SENIOR CENTERS, LEVEL II FY 17 FY 18 FY 19 Maximum Amount Allowed At This Level 19 Douglass $ $ 30,800 $31300 $ 31, Senior Center Standards- Continued 6 18

19 Appendix D MULTI-PURPOSE SENIOR CENTER, LEVEL I FY 17 FY 18 FY 19 Maximum Amount Allowed At This Level 19 Andover $34,500 $35,000 $ 36,000 Leon $33,500 $34,000 $ 35,000 $41,200 Rose Hill $32,100 $33,100 $33,600 MULTI-PURPOSE SENIOR CENTER, LEVEL II: FY 17 FY 18 FY 19 Maximum Amount Allowed At This Level 19 Augusta $ 45,630 $6,130 $45,630 $51,500 El Dorado $ 47,680 $48,190 $ 48,190 GRAND $256, TOTAL ======================= Total Funded for Senior Center Standards- Continued 7 19

20 Andover 2019 AGREEMENT FOR SERVICES BETWEEN THE BOARD OF COMMISSIONERS, BUTLER COUNTY, AND SENIOR CITIZEN CENTERS OF BUTLER COUNTY This contract is entered into this day of, _2018, by and between the Board of Commission of Butler County, Kansas, hereinafter referred to as "County," and the Andover Senior Center, hereinafter referred to as Senior Center. WITNESSETH: WHEREAS, County wishes to make available certain services to residents of Butler County, Kansas; and WHEREAS, Center warrants that it is capable of providing the services hereinafter described; NOW THEREFORE, in consideration of the mutual covenants, conditions and promises contained herein, the parties hereto do agree as follows: SERVICES: I. County hereby agrees to engage Center as a sub-contractor and Center hereby agrees to provide services specified as set forth in Appendix A, attached hereto, as a sub-contractor. TERM: II. The term of this contract shall be January 1, 2019 through December 31, COMPENSATION: III. Center and County agree that full and complete compensation paid for performance of this contract shall be $_36, for program services. Program funds shall be disbursed quarterly by January 31, April 30, July 31, and October 31. PROGRAM INCOME: IV. Contract related income, if generated, shall be collected by Center and reported to County on Center's annual Audit Report and budget application, and shall be used to offset the costs related to the program. Contract related income is defined as funds derived from various programs such as craft classes, fashion shows, etc., but will not include income from fundraising activities such as the monthly breakfast. PERSONNEL: V. Center represents that it has, or shall secure at its own expense, all personnel required in performing the services under this contract. Such personnel shall not be employees of, or have any other contractual relationship with County. All personnel engaged in the work shall be fully qualified according to the laws of the State of Kansas. 20

21 PERSONNEL, CONTINUED: Center shall establish safeguards to prohibit employees from using their positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business or other ties. RECORDS, REPORTS AND INSPECTION: VI. 1. The Center agrees to keep and maintain accurate records and receipts for all business transacted. A financial statement shall be presented to the Board of Commissioners not later that the request for the subsequent year's budget. County shall have access to all such records upon reasonable notice to Center. Such records shall include but are not limited to checks, bank statements, invoices, payroll reports, vouchers and check registers. 2. Center shall submit actual expenses incurred for contract year along with the request for the subsequent year's budget in a form described by County. 3. Center shall retain said records for a minimum of three years. LICENSES AND PERMITS: VII. Center agrees to maintain all licenses, permits, bonds and insurance for carrying out this contract. ASSIGNMENT: VIII. Neither this contract nor any rights or obligations hereunder shall be assigned or otherwise transferred by either party without the prior written consent of the law. GOVERNING LAW: IX. This contract shall be interpreted under and governed by the laws of the State of Kansas. EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION: X. In carrying out this contract, Center shall deny none of the benefits of services of the program to any eligible participant on the grounds of age, sex, religion, race, color, disability or national origin. Center shall abide by Equal Opportunity Act, Affirmative Action and American with Disabilities act, as well as the Kansas Act Against Discrimination. TERMINATION OF CONTRACT FOR CAUSE: XI. If Center shall fail to fulfill in a timely and proper manner it's obligations under this contract, or if Center shall violate any of the terms or conditions of this contract, the County shall advise the center in writing of the area in which they determine the Center to be deficient in this contract and basis for such determination. If the Center fails to correct such deficiency within 30 days of said notice, the County shall have the right to terminate this contract by giving notice to the Center of such termination and the effective date. 21

22 INCORPORATION OF APPENDIXES: XII. Appendix A - SERVICE TO BE PROVIDED, Appendix C - ADDENDUM OF DIRECTIVES, and Appendix D- SENIOR CENTER STANDARDS 2019 are attached hereto and made a part hereof as if fully set out herein. IN WITNESS WHEREOF, County and Center have executed contract as of the day and year first above written. Andover Senior Center BOARD OF COUNTY COMMISSION BUTLER COUNTY, KANSAS President Chairperson for Butler County Commissioners Treasurer ATTEST: Tatum Stafford, County Clerk 22

23 APPENDIX A SERVICES TO BE PROVIDED Andover SENIOR CENTER I. The purpose of the Center is to provide a community focal point where Senior Citizens come together for services and activities designed to enhance the dignity, support the independence and encourage the involvement of Butler County residents within the community. Center understands and agrees that each participant in this program must be: 1. At least 50 years of age, however membership requirements may be set by each individual Center with 50 being the minimum age. 2. The exception: Other community members attending the Senior Center, including community member or others who may rent or use the Senior Center facility with the express permission of the Center Board of Directors II. The Center will help preserve good health and good will among Senior Citizens of the community. III. Center agrees to open the Senior Center facility a minimum of 40 hours per week. IV. Center agrees to offer programs or services at a minimum of eight programs per month; with at least two of the programs to be unduplicated. These programs consist of a variety of services and activities in such areas as education, creative arts, recreation, advocacy, information and assistance, leadership development, employment, health, nutrition, social and other supportive services. V. Center agrees that planned programs will be presented with the attempt to help older citizens with social, educational, recreational, physical, nutritional and emotional needs. VI. VII. VIII. IX. Center agrees to offer participants the opportunity to help plan their activities and their involvement in community activities. Center agrees to seek an increase in membership by various outreach methods. Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center, with 50 being the minimum age. Center agrees to expend funds only as outlined in budget. Line items not held to dollar amount. Purchases must be identified by receipt. Annual budget requests for 2019 will be due by March 30 th, Each Center must submit proof of Status, if applicable, by providing a copy of the current 990 with their annual budget request. Each Center is allowed a 10% carryover at the end of the year. Funds in excess of 10% on December 15, 2019, must be returned to the Department on Aging by January 1, X. Financial records must be audited annually by, at a minimum, an internal committee. The committee must consist of at least two individuals that are not members or employees of the Center. The results of this audit will be due by April 10 th each year to the Butler County Department on Aging. An audit performed by a professional accounting firm is also acceptable. XI. XI. XII. XIII. Center agrees to keep written by-laws; which shall be available for review by the county. Center agrees to attempt to recruit volunteers to expand the services and activities of the Senior Club or Senior Center. Center agrees to limit annual budgeted contribution to Capital Outlay (from Mill Levy funds) to $200. Center agrees to comply with all Senior Center Standards for their current funding level (See Appendix D). 23

24 APPENDIX C ADDENDUM OF DIRECTIVES 1. The Senior Center shall be open to all eligible members of the community without regard to race, sex, religion, color, disability or national origin. 2. Board of Director (BOD) at each Senior Center must be the controlling body. 3. The Director of any given Senior Center is an employee for the BOD and cannot be a Member of the Board. 4. In compliance with the county's nepotism law, a Senior Center Director may not be related to any member of that Center's BOD. 5. Each Senior Center must send Board Meeting minutes to Butler County Department on Aging each time the Center's BOD meets. 6. Senior Centers shall adhere strictly to open meetings law. 7. Each Senior Center shall post minutes of BOD meetings and treasurer's reports in Senior Center after each BOD meeting in a location accessible to public viewing. 8. Senior Center Director shall not hire family members for positions at the Senior Center. 9. All Senior Center purchases must be approved by the BOD and details made public to the membership. 10. Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center, with 50 being the minimum age All Senior Centers, and other agencies receiving county mill levy funds, will complete A quarterly program evaluation (report), detailing activities provided and provide supporting financial statements to the Butler County Department on Aging by the date specified on the report form. The Department on Aging will present completed reports to the Butler County Council on Aging for review, and make report to the Butler County Board of County Commission quarterly, or as required by the BOC. Quarterly and/or year end reports will be due on January 15, April 10, July 10, and October 10. The BOC reserves the right to withhold funding until reports are submitted as outlined in this contract. 12. The Butler County Board of Commissioners reserves the right to amend the amount budgeted to any Senior Center, for program services, with 30 days notice. 24

25 APPENDIX A SERVICES TO BE PROVIDED Augusta SENIOR CENTER I. The purpose of the Center is to provide a community focal point where Senior Citizens come together for services and activities designed to enhance the dignity, support the independence and encourage the involvement of Butler County residents within the community. Center understands and agrees that each participant in this program must be: 1. At least 50 years of age, however membership requirements may be set by each individual Center with 50 being the minimum age. 2. The exception: Other community members attending the Senior Center, including community member or others who may rent or use the Senior Center facility with the express permission of the Center Board of Directors. II. The Center will help preserve good health and good will among Senior Citizens of the community. III. Center agrees to open the Senior Center facility a minimum of 40 hours per week. IV. Center agrees to offer programs or services at a minimum of ten programs per month; with at least two of the programs to be unduplicated. These programs consist of a variety of services and activities in such areas as education, creative arts, recreation, advocacy, information and assistance, leadership development, employment, health, nutrition, social and other supportive services. V. Center agrees that planned programs will be presented with the attempt to help older citizens with social, educational, recreational, physical, nutritional and emotional needs. VI. VII. VIII. IX. Center agrees to offer participants the opportunity to help plan their activities and their involvement in community activities. Center agrees to seek an increase in membership by various outreach methods. Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center, with 50 being the minimum age. Center agrees to expend funds only as outlined in budget. Line items not held to dollar amount. Purchases must be identified by receipt. Annual budget requests for 2020 will be due by March 30 th, Each Center must submit proof of Status, if applicable, by providing a copy of the current 990 with their annual budget request. Each Center is allowed a 10% carryover at the end of the year. Funds in excess of 10% on December 15, 2019 must be returned to the Department on Aging by January 1, X. Financial records must be audited annually by, at a minimum, an internal committee. The committee must consist of at least two individuals that are not members or employees of the Center. The results of this audit will be due by April 10 th each year to the Butler County Department on Aging. An audit performed by a professional accounting firm is also acceptable. XI. XII. XIII. XIV. Center agrees to keep written by-laws; which shall be available for review by the County. Center agrees to attempt to recruit volunteers to expand the services and activities of the Senior Club or Senior Center. Center agrees to limit annual budgeted contribution to Capital Outlay (from Mill Levy funds) to $200. Center agrees to comply with all Senior Center Standards for their current funding level (See Appendix D). 25

26 APPENDIX C ADDENDUM OF DIRECTIVES 1. The Senior Center shall be open to all eligible members of the community without regard to race, sex, religion, color, disability or national origin. 2. Board of Director (BOD) at each Senior Center must be the controlling body. 3. The Director of any given Senior Center is an employee for the BOD and cannot be a member of the Board. 4. In compliance with the county's nepotism law, a Senior Center Director may not be related to any member of that Center's BOD. 5. Each Senior Center must send Board Meeting minutes to Butler County Department on Aging each time the Center's BOD meets. 6. Senior Centers shall adhere strictly to open meetings law. 7. Each Senior Center shall post minutes of BOD meetings and treasurer's reports in Senior Center after each BOD meeting in a location accessible to public viewing. 8. Senior Center Director shall not hire family members for positions at the Senior Center. 9. All Senior Center purchases must be approved by the BOD and details made public to the membership. 10. Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center, with 50 being the minimum age All Senior Centers, and other agencies receiving county mill levy funds, will complete a quarterly program evaluation (report), detailing activities provided and provide supporting financial statements to the Butler County Department on Aging by the date specified on the report form. The Department on Aging will present completed reports to the Butler County Council on Aging for review, and make report to the Butler County Board of County Commission quarterly, or as required by the BOC. Quarterly and/or year end reports will be due on January 15, April 10, July 10, and October 10. The BOC reserves the right to withhold funding until reports are submitted as outlined in this contract. 12. The Butler County Board of Commissioners reserves the right to amend the amount budgeted to any Senior Center, for program services, with 30 days notice. 26

27 Augusta 2019 AGREEMENT FOR SERVICES BETWEEN THE BOARD OF COMMISSIONERS, BUTLER COUNTY, AND SENIOR CITIZEN CENTERS OF BUTLER COUNTY This contract is entered into this day of, _2018 by and between the Board of Commission of Butler County, Kansas, hereinafter referred to as "County," and the Augusta Senior Center, hereinafter referred to as Senior Center. WITNESSETH: WHEREAS, County wishes to make available certain services to residents of Butler County, Kansas; and WHEREAS, Center warrants that it is capable of providing the services hereinafter described; NOW THEREFORE, in consideration of the mutual covenants, conditions and promises contained herein, the parties hereto do agree as follows: SERVICES: I. County hereby agrees to engage Center as a sub-contractor and Center hereby agrees to provide services specified as set forth in Appendix A, attached hereto, as a subcontractor. TERM: II. The term of this contract shall be January 1, 2019 through December 31, COMPENSATION: III. Center and County agree that full and complete compensation paid for performance of this contract shall be $ 46, for program services. Program funds shall be disbursed quarterly by January 31, April 30, July 31, and October 31. PROGRAM INCOME: IV. Contract related income, if generated, shall be collected by Center and reported to County on Center's annual Audit Report and budget application, and shall be used to offset the costs related to the program. Contract related income is defined as funds derived from various programs such as craft classes, fashion shows, etc., but will not include income from fund-raising activities such as the monthly breakfast. PERSONNEL: V. Center represents that it has, or shall secure at its own expense, all personnel required in performing the services under this contract. Such personnel shall not be employees of, or have any other contractual relationship with County. All personnel engaged in the work shall be fully qualified according to the laws of the State of Kansas. 27

28 PERSONNEL, CONTINUED: Center shall establish safeguards to prohibit employees from using their positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business or other ties. RECORDS, REPORTS AND INSPECTION: VI. 1. The Center agrees to keep and maintain accurate records and receipts for all business transacted. A financial statement shall be presented to the Board of Commissioners not later that the request for the subsequent year's budget. County shall have access to all such records upon reasonable notice to Center. Such records shall include but are not limited to checks, bank statements, invoices, payroll reports, vouchers and check registers. 2. Center shall submit actual expenses incurred for contract year along with the request for the subsequent year's budget in a form described by County. 3. Center shall retain said records for a minimum of three years. LICENSES AND PERMITS: VII. Center agrees to maintain all licenses, permits, bonds and insurance for carrying out this contract. ASSIGNMENT: VIII. Neither this contract nor any rights or obligations hereunder shall be assigned or otherwise transferred by either party without the prior written consent of the law. GOVERNING LAW: IX. This contract shall be interpreted under and governed by the laws of the State of Kansas. EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION: X. In carrying out this contract, Center shall deny none of the benefits of services of the program to any eligible participant on the grounds of age, sex, religion, race, color, disability or national origin. Center shall abide by Equal Opportunity Act, Affirmative Action and American with Disabilities act, as well as the Kansas Act Against Discrimination. TERMINATION OF CONTRACT FOR CAUSE: XI. If Center shall fail to fulfill in a timely and proper manner it's obligations under this contract, or if Center shall violate any of the terms or conditions of this contract, the County shall advise the center in writing of the area in which they determine the Center to be deficient in this contract and basis for such determination. If the Center fails to correct such deficiency within 30 days of said notice, the County shall have the right to terminate this contract by giving notice to the Center of such termination and the effective date. 28

29 INCORPORATION OF APPENDIXES: XII. Appendix A - SERVICE TO BE PROVIDED, Appendix C - ADDENDUM OF DIRECTIVES, and Appendix D- SENIOR CENTER STANDARDS 2019 are attached hereto and made a part hereof as if fully set out herein. IN WITNESS WHEREOF, County and Center have executed contract as of the day and year first above written. AUGUSTA SENIOR CENTER BOARD OF COUNTY COMMISSION BUTLER COUNTY, KANSAS President Chairperson, Butler County Commissioners Treasurer ATTEST: Tatum Stafford, County Clerk 29

30 BENTON 2019 AGREEMENT FOR SERVICES BETWEEN THE BOARD OF COMMISSIONERS, BUTLER COUNTY, AND THE BENTON SENIOR CENTER This agreement is entered into this day of, 2018 by and between the Board of County Commissioners of Butler County, Kansas, hereinafter referred to as "County," and Benton Senior Center, hereinafter referred to as "Center." WHEREAS, County wishes to make available certain services to residents of Butler County, Kansas; and WHEREAS, Center warrants that it is capable of providing the services hereinafter described; NOW THEREFORE, both parties do agree as follows: SERVICES: I. County hereby agrees to engage Center as a private contractor to provide the following services to Senior Citizens of the city of Benton and the surrounding area of Butler County: TERM: 1. Center will meet at least twice monthly. 2. Center will be a community focal point for information and assistance to Senior Citizens of the area. II. The term of this contract will be January 1, 2019 through December 31, COMPENSATION: III. IV. Center and County agrees that the full and complete compensation to be paid for the period of the contract shall be $ 2, Center and County agree that the compensation shall be paid by February 15, Center agrees to limit annual budgeted contribution to Capital outlay (from Mill Levy funds) to $200. INCORPORATION OF APPENDICES: V. Appendix C - Addendum of Directives, and Appendix D- Senior Center Standards are attached hereto and made a part hereof as if fully set out herein. IN WITNESS WHEREOF, County and Center have executed this contract as of the day and year first above written. Benton Senior Center BOARD OF COUNTY COMMISSION BUTLER COUNTY, KANSAS President Chairperson Board of Commissioners Secretary ATTEST: Tatum Stafford, County Clerk 30

31 APPENDIX C ADDENDUM OF DIRECTIVES 1. The Senior Center shall be open to all eligible members of the community without regard to race, sex, religion, color, disability or national origin. 2. Board of Director (BOD) at each Senior Center must be the controlling body. 3. The Director of any given Senior Center is an employee for the BOD and cannot be a member of the Board. 4. In compliance with the county's nepotism law, a Senior Center Director may not be related to any member of that Center's BOD. 5. Each Senior Center must send Board Meeting minutes to Butler County Department on Aging each time the Center's BOD meets. 6. Senior Centers shall adhere strictly to open meetings law. 7. Each Senior Center shall post minutes of BOD meetings and treasurer's reports in Senior Center after each BOD meeting in a location accessible to public viewing. 8. Senior Center Director shall not hire family members for positions at the Senior Center. 9. All Senior Center purchases must be approved by the BOD and details made public to the membership. Center agrees to expend funds only as outlined in budget. Line items not held to dollar amount. Purchases must be identified by receipt. Annual budget requests for 2020 will be due by March 30 th Each Center is allowed a 10% carryover at the end of the year. Funds in excess of 10% on December 15, 2019, must be returned to the Department on Aging by January 1, Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center with 50 being the minimum age. 11. All Senior Centers, and other agencies receiving county mill levy funds, will complete a quarterly program evaluation (report), detailing activities provided and provide supporting financial statements to the Butler County Department on Aging by the date specified on the report form. The Department on Aging will present completed reports to the Butler County Council on Aging for review, and make report to the Butler County Board of County Commission quarterly, or as required by the BOC. Quarterly and/or year end reports will be due on January 15, April 10, July 10, and October 10. The BOC reserves the right to withhold funding until reports are submitted as outlined in this contract. 12. The purpose of the Center is to provide a community focal point where Senior Citizens come together for services and activities designed to enhance the dignity, support the independence and encourage the involvement of Butler County residents within the community. 13. Center agrees that planned programs will be presented with the attempt to help older citizens with social, educational, recreational, physical, nutritional and emotional needs. 14. The Center will help preserve good health and good will among Senior Citizens of the community. 15. Center agrees to attempt to recruit volunteers to expand the services and activities of the Senior Club or Senior Center. 16. The Butler County Board of Commissioners reserves the right to amend the amount budgeted to any Senior Center, for program services, with 30 days notice. 31

32 17. Financial records must be audited annually by, at a minimum, an internal committee. The committee must consist of at least two individuals that are not members or employees of the Center. The results of this audit will be due by April 10 th each year to the Butler County Department on Aging. 18. Center agrees to comply with all Senior Center Standards for their current funding level (See Appendix D). 32

33 Cassoday 2019 AGREEMENT FOR SERVICES BETWEEN THE BOARD OF COMMISSIONERS, BUTLER COUNTY, AND THE Cassoday SENIOR CENTER This agreement is entered into this day of, 2018 by and between the Board of County Commissioners of Butler County, Kansas, hereinafter referred to as "County," and Cassoday Senior Center, hereinafter referred to as "Center." WHEREAS, County wishes to make available certain services to residents of Butler County, Kansas; and WHEREAS, Center warrants that it is capable of providing the services hereinafter described; NOW THEREFORE, both parties do agree as follows: SERVICES: I. County hereby agrees to engage Center as a private contractor to provide the following services to Senior Citizens of the city of Cassoday and the surrounding area of Butler County: TERM: 1. Center will be open at least twenty to thirty hours a week. 2. Center will be a community focal point for information and assistance to Senior Citizens of the area. II. The term of this contract will be January 1, 2019 through December 31, COMPENSATION: III. IV. Center and County agrees that the full and complete compensation to be paid for the period of the contract shall be $ Center and County agree that the compensation shall be paid by February 15, Center agrees to limit annual budgeted contribution to Capital outlay (from Mill Levy funds) to $200. INCORPORATION OF APPENDICES: V. Appendix C - Addendum of Directives, and Appendix D- Senior Center Standards are attached hereto and made a part hereof as if fully set out herein. IN WITNESS WHEREOF, County and Center have executed this contract as of the day and year first above written. Cassoday Senior Center BOARD OF COUNTY COMMISSION BUTLER COUNTY, KANSAS President Chairperson Board of Commissioners Secretary ATTEST: Tatum Stafford, County Clerk 33

34 APPENDIX C ADDENDUM OF DIRECTIVES 1. The Senior Center shall be open to all eligible members of the community without regard to race, sex, religion, color, disability or national origin. 2. Board of Director (BOD) at each Senior Center must be the controlling body. 3. The Director of any given Senior Center is an employee for the BOD and cannot be a member of the Board. 4. In compliance with the county's nepotism law, a Senior Center Director may not be related to any member of that Center's BOD. 5. Each Senior Center must send Board Meeting minutes to Butler County Department on Aging each time the Center's BOD meets. 6. Senior Centers shall adhere strictly to open meetings law. 7. Each Senior Center shall post minutes of BOD meetings and treasurer's reports in Senior Center after each BOD meeting in a location accessible to public viewing. 8. Senior Center Director shall not hire family members for positions at the Senior Center. 9. All Senior Center purchases must be approved by the BOD and details made public to the membership. Center agrees to expend funds only as outlined in budget. Line items not held to dollar amount. Purchases must be identified by receipt. Annual budget requests for 2020 will be due by March 30 th Each Center must submit proof of Status, if applicable, by providing a copy of the current 990 with their annual budget request. Each Center is allowed a 10% carryover at the end of the year. Funds in excess of 10% on December 15, 2019, must be returned to the Department on Aging by January 1, Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center with 50 being the minimum age. 11. All Senior Centers, and other agencies receiving county mill levy funds, will complete a quarterly program evaluation (report), detailing activities provided and provide supporting financial statements to the Butler County Department on Aging by the date specified on the report form. The Department on Aging will present completed reports to the Butler County Council on Aging for review, and make report to the Butler County Board of County Commission quarterly, or as required by the BOC. Quarterly and/or year end reports will be due on January 15, April 10, July 10, and October 10. The BOC reserves the right to withhold funding until reports are submitted as outlined in this contract. 12. The purpose of the Center is to provide a community focal point where Senior Citizens come together for services and activities designed to enhance the dignity, support the independence and encourage the involvement of Butler County residents within the community. 13. Center agrees that planned programs will be presented with the attempt to help older citizens with social, educational, recreational, physical, nutritional and emotional needs. 14. The Center will help preserve good health and good will among Senior Citizens of the community. 15. Center agrees to attempt to recruit volunteers to expand the services and activities of the Senior Club or Senior Center. 16. The Butler County Board of Commissioners reserves the right to amend the amount budgeted to any Senior Center, for program services, with 30 days notice. 34

35 17. Financial records must be audited annually by, at a minimum, an internal committee. The committee must consist of at least two individuals that are not members or employees of the Center. The results of this audit will be due by April 10 th each year to the Butler County Department on Aging. An audit conducted by a professional accounting firm is also acceptable. 18. Center agrees to comply with all Senior Center Standards for their current funding level (See Appendix D). 35

36 Douglass 2019 AGREEMENT FOR SERVICES BETWEEN THE BOARD OF COMMISSIONERS, BUTLER COUNTY, AND SENIOR CITIZEN CENTERS OF BUTLER COUNTY This contract is entered into this day of, _2018, by and between the Board of Commission of Butler County, Kansas, hereinafter referred to as "County," and the Douglass Senior Center, hereinafter referred to as Senior Center. WITNESSETH: WHEREAS, County wishes to make available certain services to residents of Butler County, Kansas; and WHEREAS, Center warrants that it is capable of providing the services hereinafter described; NOW THEREFORE, in consideration of the mutual covenants, conditions and promises contained herein, the parties hereto do agree as follows: SERVICES: I. County hereby agrees to engage Center as a sub-contractor and Center hereby agrees to provide services specified as set forth in Appendix A, attached hereto, as a sub-contractor. TERM: II. The term of this contract shall be January 1, 2019 through December 31, COMPENSATION: III. Center and County agree that full and complete compensation paid for performance of this contract shall be $31, for program services. Program funds shall be disbursed quarterly by January 31, April 30, July 31, and October 31. PROGRAM INCOME: IV. Contract related income, if generated, shall be collected by Center and reported to County on Center's annual Audit Report and budget application, and shall be used to offset the costs related to the program. Contract related income is defined as funds derived from various programs such as craft classes, fashion shows, etc., but will not include income from fundraising activities such as the monthly breakfast. PERSONNEL: V. Center represents that it has, or shall secure at its own expense, all personnel required in performing the services under this contract. Such personnel shall not be employees of, or have any other contractual relationship with County. All personnel engaged in the work shall be fully qualified according to the laws of the State of Kansas. 36

37 PERSONNEL, CONTINUED: Center shall establish safeguards to prohibit employees from using their positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business or other ties. RECORDS, REPORTS AND INSPECTION: VI. 1. The Center agrees to keep and maintain accurate records and receipts for all business transacted. A financial statement shall be presented to the Board of Commissioners not later that the request for the subsequent year's budget. County shall have access to all such records upon reasonable notice to Center. Such records shall include but are not limited to checks, bank statements, invoices, payroll reports, vouchers and check registers. 2. Center shall submit actual expenses incurred for contract year along with the request for the subsequent year's budget in a form described by County. 3. Center shall retain said records for a minimum of three years. LICENSES AND PERMITS: VII. Center agrees to maintain all licenses, permits, bonds and insurance for carrying out this contract. ASSIGNMENT: VIII. Neither this contract nor any rights or obligations hereunder shall be assigned or otherwise transferred by either party without the prior written consent of the law. GOVERNING LAW: IX. This contract shall be interpreted under and governed by the laws of the State of Kansas. EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION: X. In carrying out this contract, Center shall deny none of the benefits of services of the program to any eligible participant on the grounds of age, sex, religion, race, color, disability or national origin. Center shall abide by Equal Opportunity Act, Affirmative Action and American with Disabilities act, as well as the Kansas Act Against Discrimination. TERMINATION OF CONTRACT FOR CAUSE: XI. If Center shall fail to fulfill in a timely and proper manner it's obligations under this contract, or if Center shall violate any of the terms or conditions of this contract, the County shall advise the center in writing of the area in which they determine the Center to be deficient in this contract and basis for such determination. If the Center fails to correct such deficiency within 30 days of said notice, the County shall have the right to terminate this contract by giving notice to the Center of such termination and the effective date. 37

38 INCORPORATION OF APPENDIXES: XII. Appendix A - SERVICE TO BE PROVIDED, Appendix C - ADDENDUM OF DIRECTIVES, and Appendix D- SENIOR CENTER STANDARDS 2019 are attached hereto and made a part hereof as if fully set out herein. IN WITNESS WHEREOF, County and Center have executed contract as of the day and year first above written. Douglass Senior Center BOARD OF COUNTY COMMISSION BUTLER COUNTY, KANSAS President Chairperson for Butler County Commissioners Treasurer ATTEST: Tatum Stafford, County Clerk 38

39 APPENDIX A SERVICES TO BE PROVIDED Douglass SENIOR CENTER I. The purpose of the Center is to provide a community focal point where Senior Citizens come together for services and activities designed to enhance the dignity, support the independence and encourage the involvement of Butler County residents within the community. Center understands and agrees that each participant in this program must be: 1. At least 50 years of age, however membership requirements may be set by each individual Center with 50 being the minimum age. 2. The exception: Other community members attending the Senior Center, including community member or others who may rent or use the Senior Center facility with the express permission of the Center Board of Directors II. The Center will help preserve good health and good will among Senior Citizens of the community. III. Center agrees to open the Senior Center facility a minimum of 30 hours per week. IV. Center agrees to offer programs or services at a minimum of six programs per month; with at least two of the programs to be unduplicated. These programs consist of a variety of services and activities in such areas as education, creative arts, recreation, advocacy, information and assistance, leadership development, employment, health, nutrition, social and other supportive services. V. Center agrees that planned programs will be presented with the attempt to help older citizens with social, educational, recreational, physical, nutritional and emotional needs. VI. VII.. VIII. IX. Center agrees to offer participants the opportunity to help plan their activities and their involvement in community activities. Center agrees to seek an increase in membership by various outreach method. Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center, with 50 being the minimum age. Center agrees to expend funds only as outlined in budget. Line items not held to dollar amount. Purchases must be identified by receipt. Annual budget requests for 2020 will be due by March 30 th, Each Center must submit proof of Status, if applicable, by providing a copy of the current 990 with their annual budget request. Each Center is allowed a 10% carryover at the end of the year. Funds in excess of 10% on December 15, 2019, must be returned to the Department on Aging by January 1, X. Financial records must be audited annually by, at a minimum, an internal committee. The committee must consist of at least two individuals that are not members or employees of the Center. The results of this audit will be due by April 10 th each year to the Butler County Department on Aging. An audit performed by a professional accounting firm is also acceptable. XI. XII. XIII. XIV. Center agrees to keep written by-laws, which shall be available for review by the county. Center agrees to attempt to recruit volunteers to expand the services and activities of the Senior Club or Senior Center. Center agrees to limit annual budgeted contribution to Capital Outlay (from Mill Levy funds) to $200. Center agrees to comply with all Senior Center Standards for their current funding level (See Appendix D). 39

40 APPENDIX C ADDENDUM OF DIRECTIVES 1. The Senior Center shall be open to all eligible members of the community without regard to race, sex, religion, color, disability or national origin. 2. Board of Director (BOD) at each Senior Center must be the controlling body. 3. The Director of any given Senior Center is an employee for the BOD and cannot be a member of the Board. 4. In compliance with the county's nepotism law, a Senior Center Director may not be related to any member of that Center's BOD. 5. Each Senior Center must send Board Meeting minutes to Butler County Department on Aging each time the Center's BOD meets. 6. Senior Centers shall adhere strictly to open meetings law. 7. Each Senior Center shall post minutes of BOD meetings and treasurer's reports in Senior Center after each BOD meeting in a location accessible to public viewing. 8. Senior Center Director shall not hire family members for positions at the Senior Center. 9. All Senior Center purchases must be approved by the BOD and details made public to the membership. 10. Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center, with 50 being the minimum age All Senior Centers, and other agencies receiving county mill levy funds, will complete a quarterly program evaluation (report), detailing activities provided and provide supporting financial statements to the Butler County Department on Aging by the date specified on the report form.. The Department on Aging will present completed reports to the Butler County Council on Aging for review, and make report to the Butler County Board of County Commission quarterly, or as required by the BOC. Quarterly and/or year end reports will be due on January 15, April 10, July 10, and October 10. The BOC reserves the right to withhold funding until reports are submitted as outlined in this contract. 12. The Butler County Board of Commissioners reserves the right to amend the amount budgeted to any Senior Center, for program services, with 30 days notice. 40

41 El Dorado 2019 AGREEMENT FOR SERVICES BETWEEN THE BOARD OF COMMISSIONERS, BUTLER COUNTY, AND SENIOR CITIZEN CENTERS OF BUTLER COUNTY This contract is entered into this day of, _2018, by and between the Board of Commission of Butler County, Kansas, hereinafter referred to as "County," and the El Dorado Senior Center, hereinafter referred to as Senior Center. WITNESSETH: WHEREAS, County wishes to make available certain services to residents of Butler County, Kansas; and WHEREAS, Center warrants that it is capable of providing the services hereinafter described; NOW THEREFORE, in consideration of the mutual covenants, conditions and promises contained herein, the parties hereto do agree as follows: SERVICES: I. County hereby agrees to engage Center as a sub-contractor and Center hereby agrees to provide services specified as set forth in Appendix A, attached hereto, as a sub-contractor. TERM: II. The term of this contract shall be January 1, 2019 through December 31, COMPENSATION: III. Center and County agree that full and complete compensation paid for performance of this contract shall be $48, for program. Program funds shall be disbursed quarterly by January 31, April 30, July 31, and October 31. PROGRAM INCOME: IV. Contract related income, if generated, shall be collected by Center and reported to County on Center's annual Audit Report and budget application, and shall be used to offset the costs related to the program. Contract related income is defined as funds derived from various programs such as craft classes, fashion shows, etc., but will not include income from fundraising activities such as the monthly breakfast. PERSONNEL: V. Center represents that it has, or shall secure at its own expense, all personnel required in performing the services under this contract. Such personnel shall not be employees of, or have any other contractual relationship with County. All personnel engaged in the work shall be fully qualified according to the laws of the State of Kansas. 41

42 PERSONNEL, CONTINUED: Center shall establish safeguards to prohibit employees from using their positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business or other ties. RECORDS, REPORTS AND INSPECTION: VI. 1. The Center agrees to keep and maintain accurate records and receipts for all business transacted. A financial statement shall be presented to the Board of Commissioners not later that the request for the subsequent year's budget. County shall have access to all such records upon reasonable notice to Center. Such records shall include but are not limited to checks, bank statements, invoices, payroll reports, vouchers and check registers. 2. Center shall submit actual expenses incurred for contract year along with the request for the subsequent year's budget in a form described by County. 3. Center shall retain said records for a minimum of three years. LICENSES AND PERMITS: VII. Center agrees to maintain all licenses, permits, bonds and insurance for carrying out this contract. ASSIGNMENT: VIII. Neither this contract nor any rights or obligations hereunder shall be assigned or otherwise transferred by either party without the prior written consent of the law. GOVERNING LAW: IX. This contract shall be interpreted under and governed by the laws of the State of Kansas. EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION: X. In carrying out this contract, Center shall deny none of the benefits of services of the program to any eligible participant on the grounds of age, sex, religion, race, color, disability or national origin. Center shall abide by Equal Opportunity Act, Affirmative Action and American with Disabilities act, as well as the Kansas Act Against Discrimination. TERMINATION OF CONTRACT FOR CAUSE: XI. If Center shall fail to fulfill in a timely and proper manner it's obligations under this contract, or if Center shall violate any of the terms or conditions of this contract, the County shall advise the center in writing of the area in which they determine the Center to be deficient in this contract and basis for such determination. If the Center fails to correct such deficiency within 30 days of said notice, the County shall have the right to terminate this contract by giving notice to the Center of such termination and the effective date. 42

43 INCORPORATION OF APPENDIXES: XII. Appendix A - SERVICE TO BE PROVIDED, and Appendix C - ADDENDUM OF DIRECTIVES, and Appendix D- SENIOR CENTER STANDARDS 2019 are attached hereto and made a part hereof as if fully set out herein. IN WITNESS WHEREOF, County and Center have executed contract as of the day and year first above written. El Dorado BOARD OF COUNTY COMMISSION Senior Center BUTLER COUNTY, KANSAS President Chairperson for Butler County Commissioners Treasurer ATTEST: Tatum Stafford, County Clerk 43

44 APPENDIX A SERVICES TO BE PROVIDED El Dorado SENIOR CENTER I. The purpose of the Center is to provide a community focal point where Senior Citizens come together for services and activities designed to enhance the dignity, support the independence and encourage the involvement of Butler County residents within the community. Center understands and agrees that each participant in this program must be: 1. At least 50 years of age, however membership requirements may be set by each individual Center with 50 being the minimum age. 2. The exception: Other community members attending the Senior Center, including community member or others who may rent or use the Senior Center facility with the express permission of the Center Board of Directors. II. The Center will help preserve good health and good will among Senior Citizens of the community. III. Center agrees to open the Senior Center facility a minimum of 40 hours per week. IV. Center agrees to offer programs or services at a minimum of ten programs per month; with at least two of the programs to be unduplicated. These programs consist of a variety of services and activities in such areas as education, creative arts, recreation, advocacy, information and assistance, leadership development, employment, health, nutrition, social and other supportive services. V. Center agrees that planned programs will be presented with the attempt to help older citizens with social, educational, recreational, physical, nutritional and emotional needs. VI. VII. VIII. IX. Center agrees to offer participants the opportunity to help plan their activities and their involvement in community activities. Center agrees to seek an increase in membership by various outreach methods. Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center, with 50 being the minimum age. Center agrees to expend funds only as outlined in budget. Line items not held to dollar amount. Purchases must be identified by receipt. Annual budget requests for 2020 will be due by March 30 th Each Center must submit proof of Status, if applicable, by providing a copy of the current 990 with their annual budget request. Each Center is allowed a 10% carryover at the end of the year. Funds in excess of 10% on December 15, 2019, must be returned to the Department on Aging by January 1, X. Financial records must be audited annually by, at a minimum, an internal committee. The committee must consist of at least two individuals that are not members or employees of the Center. The results of this audit will be due by April 10 th each year to the Butler County Department on Aging. An audit performed by a professional accounting firm is also acceptable. XI. XII. XIII. XIV. Center agrees to keep written by-laws; which shall be available for review by the County. Center agrees to attempt to recruit volunteers to expand the services and activities of the Senior Club or Senior Center. Center agrees to limit annual budgeted contribution to Capital Outlay (from Mill Levy funds) to $200. Center agrees to comply with all Senior Center Standards for their current funding level (See Appendix D). 44

45 APPENDIX C ADDENDUM OF DIRECTIVES 1. The Senior Center shall be open to all eligible members of the community without regard to race, sex, religion, color, disability or national origin. 2. Board of Director (BOD) at each Senior Center must be the controlling body. 3. The Director of any given Senior Center is an employee for the BOD and cannot be a member of the Board. 4. In compliance with the county's nepotism law, a Senior Center Director may not be related to any member of that Center's BOD. 5. Each Senior Center must send Board Meeting minutes to Butler County Department on Aging each time the Center's BOD meets. 6. Senior Centers shall adhere strictly to open meetings law. 7. Each Senior Center shall post minutes of BOD meetings and treasurer's reports in Senior Center after each BOD meeting in a location accessible to public viewing. 8. Senior Center Director shall not hire family members for positions at the Senior Center. 9. All Senior Center purchases must be approved by the BOD and details made public to the membership. 10. Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center, with 50 being the minimum age All Senior Centers, and other agencies receiving county mill levy funds, will complete a quarterly program evaluation (report), detailing activities provided and provide supporting financial statements to the Butler County Department on Aging by the date specified on the report form. The Department on Aging will present completed reports to the Butler County Council on Aging for review, and make report to the Butler County Board of County Commission quarterly, or as required by the BOC. Quarterly and/or year end reports will be due on January 15, April 10, July 10, and October 10. The BOC reserves the right to withhold funding until reports are submitted as outlined in this contract. 12. The Butler County Board of Commissioners reserves the right to amend the amount budgeted to any Senior Center, for program services, with 30 days notice. 45

46 Leon 2019 AGREEMENT FOR SERVICES BETWEEN THE BOARD OF COMMISSIONERS, BUTLER COUNTY, AND SENIOR CITIZEN CENTERS OF BUTLER COUNTY This contract is entered into this day of, _2018, by and between the Board of Commission of Butler County, Kansas, hereinafter referred to as "County," and the Leon Senior Center, hereinafter referred to as Senior Center. WITNESSETH: WHEREAS, County wishes to make available certain services to residents of Butler County, Kansas; and WHEREAS, Center warrants that it is capable of providing the services hereinafter described; NOW THEREFORE, in consideration of the mutual covenants, conditions and promises contained herein, the parties hereto do agree as follows: SERVICES: I. County hereby agrees to engage Center as a sub-contractor and Center hereby agrees to provide services specified as set forth in Appendix A, attached hereto, as a sub-contractor. TERM: II. The term of this contract shall be January 1, 2019 through December 31, COMPENSATION: III. Center and County agree that full and complete compensation paid for performance of this contract shall be $ for program services. Program funds shall be disbursed quarterly by January 31, April 30, July 31, and October 31. PROGRAM INCOME: IV. Contract related income, if generated, shall be collected by Center and reported to County on Center's annual Audit Report and budget application, and shall be used to offset the costs related to the program. Contract related income is defined as funds derived from various programs such as craft classes, fashion shows, etc., but will not include income from fundraising activities such as the monthly breakfast. PERSONNEL: V. Center represents that it has, or shall secure at its own expense, all personnel required in performing the services under this contract. Such personnel shall not be employees of, or have any other contractual relationship with County. All personnel engaged in the work shall be fully qualified according to the laws of the State of Kansas. 46

47 PERSONNEL, CONTINUED: Center shall establish safeguards to prohibit employees from using their positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business or other ties. RECORDS, REPORTS AND INSPECTION: VI. 1. The Center agrees to keep and maintain accurate records and receipts for all business transacted. A financial statement shall be presented to the Board of Commissioners not later that the request for the subsequent year's budget. County shall have access to all such records upon reasonable notice to Center. Such records shall include but are not limited to checks, bank statements, invoices, payroll reports, vouchers and check registers. 2. Center shall submit actual expenses incurred for contract year along with the request for the subsequent year's budget in a form described by County. 3. Center shall retain said records for a minimum of three years. LICENSES AND PERMITS: VII. Center agrees to maintain all licenses, permits, bonds and insurance for carrying out this contract. ASSIGNMENT: VIII. Neither this contract nor any rights or obligations hereunder shall be assigned or otherwise transferred by either party without the prior written consent of the law. GOVERNING LAW: IX. This contract shall be interpreted under and governed by the laws of the State of Kansas. EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION: X. In carrying out this contract, Center shall deny none of the benefits of services of the program to any eligible participant on the grounds of age, sex, religion, race, color, disability or national origin. Center shall abide by Equal Opportunity Act, Affirmative Action and American with Disabilities act, as well as the Kansas Act Against Discrimination. TERMINATION OF CONTRACT FOR CAUSE: XI. If Center shall fail to fulfill in a timely and proper manner it's obligations under this contract, or if Center shall violate any of the terms or conditions of this contract, the County shall advise the center in writing of the area in which they determine the Center to be deficient in this contract and basis for such determination. If the Center fails to correct such deficiency within 30 days of said notice, the County shall have the right to terminate this contract by giving notice to the Center of such termination and the effective date. 47

48 INCORPORATION OF APPENDIXES: XII. Appendix A - SERVICE TO BE PROVIDED, Appendix C - ADDENDUM OF DIRECTIVES, and Appendix D- SENIOR CENTER STANDARDS 2019 are attached hereto and made a part hereof as if fully set out herein. IN WITNESS WHEREOF, County and Center have executed contract as of the day and year first above written. Leon Senior Center BOARD OF COUNTY COMMISSION BUTLER COUNTY, KANSAS President Chairperson for Butler County Commissioners Treasurer ATTEST: Tatum Stafford, County Clerk 48

49 APPENDIX A SERVICES TO BE PROVIDED Leon SENIOR CENTER I. The purpose of the Center is to provide a community focal point where Senior Citizens come together for services and activities designed to enhance the dignity, support the independence and encourage the involvement of Butler County residents within the community. Center understands and agrees that each participant in this program must be: 1. At least 50 years of age, however membership requirements may be set by each individual Center with 50 being the minimum age. 2. The exception: Other community members attending the Senior Center, including community member or others who may rent or use the Senior Center facility with the express permission of the Center Board of Directors II. The Center will help preserve good health and good will among Senior Citizens of the community. III. Center agrees to open the Senior Center facility a minimum of 40 hours per week. IV. Center agrees to offer programs or services at a minimum of eight programs per month; with at least two of the programs to be unduplicated. These programs consist of a variety of services and activities in such areas as education, creative arts, recreation, advocacy, information and assistance, leadership development, employment, health, nutrition, social and other supportive services. V. Center agrees that planned programs will be presented with the attempt to help older citizens with social, educational, recreational, physical, nutritional and emotional needs. VI. VII. VIII. IX. Center agrees to offer participants the opportunity to help plan their activities and their involvement in community activities. Center agrees to seek an increase in membership by various outreach methods. Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center, with 50 being the minimum age. Center agrees to expend funds only as outlined in budget. Line items not held to dollar amount. Purchases must be identified by receipt. Annual budget requests for 2020 will be due by March 30 th Each Center must submit proof of Status, if applicable, by providing a copy of the current 990 with their annual budget request. Each Center is allowed a 10% carryover at the end of the year. Funds in excess of 10% on December 15, 2019, must be returned to the Department on Aging by January 1, X. Financial records must be audited annually by, at a minimum, an internal committee. The committee must consist of at least two individuals that are not members or employees of the Center. The results of this audit will be due by April 10 th each year to the Butler County Department on Aging. An audit performed by a professional accounting firm is also acceptable. XI. XI. XII. XIII. Center agrees to keep written by-laws; which shall be available for review by the county. Center agrees to attempt to recruit volunteers to expand the services and activities of the Senior Club or Senior Center. Center agrees to limit annual budgeted contribution to Capital Outlay (from Mill Levy funds) to $200. Center agrees to comply with all Senior Center Standards for their current funding level (See Appendix D). 49

50 APPENDIX C ADDENDUM OF DIRECTIVES 1. The Senior Center shall be open to all eligible members of the community without regard to race, sex, religion, color, disability or national origin. 2. Board of Director (BOD) at each Senior Center must be the controlling body. 3. The Director of any given Senior Center is an employee for the BOD and cannot be a Member of the Board. 4. In compliance with the county's nepotism law, a Senior Center Director may not be related to any member of that Center's BOD. 5. Each Senior Center must send Board Meeting minutes to Butler County Department on Aging each time the Center's BOD meets. 6. Senior Centers shall adhere strictly to open meetings law. 7. Each Senior Center shall post minutes of BOD meetings and treasurer's reports in Senior Center after each BOD meeting in a location accessible to public viewing. 8. Senior Center Director shall not hire family members for positions at the Senior Center. 9. All Senior Center purchases must be approved by the BOD and details made public to the membership. 10. Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center, with 50 being the minimum age All Senior Centers, and other agencies receiving county mill levy funds, will complete A quarterly program evaluation (report), detailing activities provided and provide supporting financial statements to the Butler County Department on Aging by the date specified on the report form. The Department on Aging will present completed reports to the Butler County Council on Aging for review, and make report to the Butler County Board of County Commission quarterly, or as required by the BOC. Quarterly and/or year end reports will be due on January 15, April 10, July 10, and October 10. The BOC reserves the right to withhold funding until reports are submitted as outlined in this contract. 12. The Butler County Board of Commissioners reserves the right to amend the amount budgeted to any Senior Center, for program services, with 30 days notice. 50

51 Rose Hill 2019 AGREEMENT FOR SERVICES BETWEEN THE BOARD OF COMMISSIONERS, BUTLER COUNTY, AND SENIOR CITIZEN CENTERS OF BUTLER COUNTY This contract is entered into this day of, _2018, by and between the Board of Commission of Butler County, Kansas, hereinafter referred to as "County," and the Rose Hill Senior Center, hereinafter referred to as Senior Center. WITNESSETH: WHEREAS, County wishes to make available certain services to residents of Butler County, Kansas; and WHEREAS, Center warrants that it is capable of providing the services hereinafter described; NOW THEREFORE, in consideration of the mutual covenants, conditions and promises contained herein, the parties hereto do agree as follows: SERVICES: I. County hereby agrees to engage Center as a sub-contractor and Center hereby agrees to provide services specified as set forth in Appendix A, attached hereto, as a sub-contractor. TERM: II. The term of this contract shall be January 1, 2019 through December 31, COMPENSATION: III. Center and County agree that full and complete compensation paid for performance of this contract shall be $ for program services. Program funds shall be disbursed quarterly by January 31, April 30, July 31, and October 31. PROGRAM INCOME: IV. Contract related income, if generated, shall be collected by Center and reported to County on Center's annual Audit Report and budget application, and shall be used to offset the costs related to the program. Contract related income is defined as funds derived from various programs such as craft classes, fashion shows, etc., but will not include income from fundraising activities such as the monthly breakfast. PERSONNEL: V. Center represents that it has, or shall secure at its own expense, all personnel required in performing the services under this contract. Such personnel shall not be employees of, or have any other contractual relationship with County. All personnel engaged in the work shall be fully qualified according to the laws of the State of Kansas. 51

52 PERSONNEL, CONTINUED: Center shall establish safeguards to prohibit employees from using their positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business or other ties. RECORDS, REPORTS AND INSPECTION: VI. 1. The Center agrees to keep and maintain accurate records and receipts for all business transacted. A financial statement shall be presented to the Board of Commissioners not later that the request for the subsequent year's budget. County shall have access to all such records upon reasonable notice to Center. Such records shall include but are not limited to checks, bank statements, invoices, payroll reports, vouchers and check registers. 2. Center shall submit actual expenses incurred for contract year along with the request for the subsequent year's budget in a form described by County. 3. Center shall retain said records for a minimum of three years. LICENSES AND PERMITS: VII. Center agrees to maintain all licenses, permits, bonds and insurance for carrying out this contract. ASSIGNMENT: VIII. Neither this contract nor any rights or obligations hereunder shall be assigned or otherwise transferred by either party without the prior written consent of the law. GOVERNING LAW: IX. This contract shall be interpreted under and governed by the laws of the State of Kansas. EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION: X. In carrying out this contract, Center shall deny none of the benefits of services of the program to any eligible participant on the grounds of age, sex, religion, race, color, disability or national origin. Center shall abide by Equal Opportunity Act, Affirmative Action and American with Disabilities act, as well as the Kansas Act Against Discrimination. TERMINATION OF CONTRACT FOR CAUSE: XI. If Center shall fail to fulfill in a timely and proper manner it's obligations under this contract, or if Center shall violate any of the terms or conditions of this contract, the County shall advise the center in writing of the area in which they determine the Center to be deficient in this contract and basis for such determination. If the Center fails to correct such deficiency within 30 days of said notice, the County shall have the right to terminate this contract by giving notice to the Center of such termination and the effective date. 52

53 INCORPORATION OF APPENDIXES: XII. Appendix A - SERVICE TO BE PROVIDED, Appendix C - ADDENDUM OF DIRECTIVES, and Appendix D- SENIOR CENTER STANDARDS 2019 are attached hereto and made a part hereof as if fully set out herein. IN WITNESS WHEREOF, County and Center have executed contract as of the day and year first above written. Rose Hill Senior Center BOARD OF COUNTY COMMISSION BUTLER COUNTY, KANSAS President Chairperson for Butler County Commissioners Treasurer ATTEST: Tatum Stafford, County Clerk 53

54 APPENDIX A SERVICES TO BE PROVIDED Rose Hill SENIOR CENTER I. The purpose of the Center is to provide a community focal point where Senior Citizens come together for services and activities designed to enhance the dignity, support the independence and encourage the involvement of Butler County residents within the community. Center understands and agrees that each participant in this program must be: 1. At least 50 years of age, however membership requirements may be set by each individual Center with 50 being the minimum age. 2. The exception: Other community members attending the Senior Center, including community member or others who may rent or use the Senior Center facility with the express permission of the Center Board of Directors II. The Center will help preserve good health and good will among Senior Citizens of the community. III. Center agrees to open the Senior Center facility a minimum of 40 hours per week. IV. Center agrees to offer programs or services at a minimum of eight programs per month; with at least two of the programs to be unduplicated. These programs consist of a variety of services and activities in such areas as education, creative arts, recreation, advocacy, information and assistance, leadership development, employment, health, nutrition, social and other supportive services. V. Center agrees that planned programs will be presented with the attempt to help older citizens with social, educational, recreational, physical, nutritional and emotional needs. VI. VII.. VIII. IX. Center agrees to offer participants the opportunity to help plan their activities and their involvement in community activities. Center agrees to seek an increase in membership by various outreach method. Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center, with 50 being the minimum age. Center agrees to expend funds only as outlined in budget. Line items not held to dollar amount. Purchases must be identified by receipt. Annual budget requests for 2020 will be due by March 30 th, Each Center must submit proof of Status, if applicable, by providing a copy of the current 990 with their annual budget request. Each Center is allowed a 10% carryover at the end of the year. Funds in excess of 10% on December 15, 2019, must be returned to the Department on Aging by January 1, X. Financial records must be audited annually by, at a minimum, an internal committee. The committee must consist of at least two individuals that are not members or employees of the Center. The results of this audit will be due by April 10 th each year to the Butler County Department on Aging. An audit performed by a professional accounting firm is also acceptable. XI. XII. XIII. XIV. Center agrees to keep written by-laws, which shall be available for review by the county. Center agrees to attempt to recruit volunteers to expand the services and activities of the Senior Club or Senior Center. Center agrees to limit annual budgeted contribution to Capital Outlay (from Mill Levy funds) to $200. Center agrees to comply with all Senior Center Standards for their current funding level (See Appendix D). 54

55 APPENDIX C ADDENDUM OF DIRECTIVES 1. The Senior Center shall be open to all eligible members of the community without regard to race, sex, religion, color, disability or national origin. 2. Board of Director (BOD) at each Senior Center must be the controlling body. 3. The Director of any given Senior Center is an employee for the BOD and cannot be a member of the Board. 4. In compliance with the county's nepotism law, a Senior Center Director may not be related to any member of that Center's BOD. 5. Each Senior Center must send Board Meeting minutes to Butler County Department on Aging each time the Center's BOD meets. 6. Senior Centers shall adhere strictly to open meetings law. 7. Each Senior Center shall post minutes of BOD meetings and treasurer's reports in Senior Center after each BOD meeting in a location accessible to public viewing. 8. Senior Center Director shall not hire family members for positions at the Senior Center. 9. All Senior Center purchases must be approved by the BOD and details made public to the membership. 10. Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center, with 50 being the minimum age All Senior Centers, and other agencies receiving county mill levy funds, will complete a quarterly program evaluation (report), detailing activities provided and provide supporting financial statements to the Butler County Department on Aging by the date specified on the report form. The Department on Aging will present completed reports to the Butler County Council on Aging for review, and make report to the Butler County Board of County Commission quarterly, or as required by the BOC. Quarterly and/or year end reports will be due on January 15, April 10, July 10, and October 10. The BOC reserves the right to withhold funding until reports are submitted as outlined in this contract. 12. The Butler County Board of Commissioners reserves the right to amend the amount budgeted to any Senior Center, for program services, with 30 days notice. 55

56 Towanda 2019 AGREEMENT FOR SERVICES BETWEEN THE BOARD OF COMMISSIONERS, BUTLER COUNTY, AND THE Towanda SENIOR CENTER This agreement is entered into this day of, 2018 by and between the Board of County Commissioners of Butler County, Kansas, hereinafter referred to as "County," and Towanda Senior Center, hereinafter referred to as "Center." WHEREAS, County wishes to make available certain services to residents of Butler County, Kansas; and WHEREAS, Center warrants that it is capable of providing the services hereinafter described; NOW THEREFORE, both parties do agree as follows: SERVICES: I. County hereby agrees to engage Center as a private contractor to provide the following services to Senior Citizens of the city of Towanda and the surrounding area of Butler County: TERM: 1. Center will be open at least twenty to thirty hours a week. 2. Center will be a community focal point for information and assistance to Senior Citizens of the area. II. The term of this contract will be January 1, 2019 through December 31, COMPENSATION: III. IV. Center and County agrees that the full and complete compensation to be paid for the period of the contract shall be $ 11, Center and County agree that the compensation shall be paid by February 15, Center agrees to limit annual budgeted contribution to Capital outlay (from Mill Levy funds) to $200. INCORPORATION OF APPENDICES: V. Appendix C - Addendum of Directives, and Appendix D- Senior Center Standards are attached hereto and made a part hereof as if fully set out herein. IN WITNESS WHEREOF, County and Center have executed this contract as of the day and year first above written. Towanda Senior Center BOARD OF COUNTY COMMISSION BUTLER COUNTY, KANSAS President Chairperson Board of Commissioners Secretary ATTEST: Tatum Stafford, County Clerk 56

57 APPENDIX C ADDENDUM OF DIRECTIVES 1. The Senior Center shall be open to all eligible members of the community without regard to race, sex, religion, color, disability or national origin. 2. Board of Director (BOD) at each Senior Center must be the controlling body. 3. The Director of any given Senior Center is an employee for the BOD and cannot be a member of the Board. 4. In compliance with the county's nepotism law, a Senior Center Director may not be related to any member of that Center's BOD. 5. Each Senior Center must send Board Meeting minutes to Butler County Department on Aging each time the Center's BOD meets. 6. Senior Centers shall adhere strictly to open meetings law. 7. Each Senior Center shall post minutes of BOD meetings and treasurer's reports in Senior Center after each BOD meeting in a location accessible to public viewing. 8. Senior Center Director shall not hire family members for positions at the Senior Center. 9. All Senior Center purchases must be approved by the BOD and details made public to the membership. Center agrees to expend funds only as outlined in budget. Line items not held to dollar amount. Purchases must be identified by receipt. Annual budget requests for 2020 will be due by March 30 th, Each Center must submit proof of Status, if applicable, by providing a copy of the current 990 with their annual budget request. Each Center is allowed a 10% carryover at the end of the year. Funds in excess of 10% on December 15, 2019, must be returned to the Department on Aging by January 1, Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center with 50 being the minimum age. 11. All Senior Centers, and other agencies receiving county mill levy funds, will complete a quarterly program evaluation (report), detailing activities provided and provide supporting financial statements to the Butler County Department on Aging by the date specified on the report form. The Department on Aging will present completed reports to the Butler County Council on Aging for review, and make report to the Butler County Board of County Commission quarterly, or as required by the BOC. Quarterly and/or year end reports will be due on January 15, April 10, July 10, and October 10. The BOC reserves the right to withhold funding until reports are submitted as outlined in this contract. 12. The purpose of the Center is to provide a community focal point where Senior Citizens come together for services and activities designed to enhance the dignity, support the independence and encourage the involvement of Butler County residents within the community. 13. Center agrees that planned programs will be presented with the attempt to help older citizens with social, educational, recreational, physical, nutritional and emotional needs. 14. The Center will help preserve good health and good will among Senior Citizens of the community. 15. Center agrees to attempt to recruit volunteers to expand the services and activities of the Senior Club or Senior Center. 16. The Butler County Board of Commissioners reserves the right to amend the amount budgeted to any Senior Center, for program services, with 30 days notice. 57

58 17. Financial records must be audited annually by, at a minimum, an internal committee. The committee must consist of at least two individuals that are not members or employees of the Center. The results of this audit will be due by April 10 th each year to the Butler County Department on Aging. An audit conducted by a professional accounting firm is also acceptable. 18. Center agrees to comply with all Senior Center Standards for their current funding level (See Appendix D). 58

59 Whitewater 2019 AGREEMENT FOR SERVICES BETWEEN THE BOARD OF COMMISSIONERS, BUTLER COUNTY, AND THE Whitewater SENIOR CENTER This agreement is entered into this day of, 2018 by and between the Board of County Commissioners of Butler County, Kansas, hereinafter referred to as "County," and Whitewater Senior Center, hereinafter referred to as "Center." WHEREAS, County wishes to make available certain services to residents of Butler County, Kansas; and WHEREAS, Center warrants that it is capable of providing the services hereinafter described; NOW THEREFORE, both parties do agree as follows: SERVICES: I. County hereby agrees to engage Center as a private contractor to provide the following services to Senior Citizens of the city of Whitewater and the surrounding area of Butler County: TERM: 1. Center will meet at least twice monthly. 2. Center will be a community focal point for information and assistance to Senior Citizens of the area. II. The term of this contract will be January 1, 2019 through December 31, COMPENSATION: III. IV. Center and County agrees that the full and complete compensation to be paid for the period of the contract shall be $ Center and County agree that the compensation shall be paid by February 15, Center agrees to limit annual budgeted contribution to Capital outlay (from Mill Levy funds) to $200. INCORPORATION OF APPENDICES: V. Appendix C - Addendum of Directives, and Appendix D- Senior Center Standards are attached hereto and made a part hereof as if fully set out herein. IN WITNESS WHEREOF, County and Center have executed this contract as of the day and year first above written. Whitewater Senior Center BOARD OF COUNTY COMMISSION BUTLER COUNTY, KANSAS President Chairperson Board of Commissioners Secretary ATTEST: Tatum Stafford, County Clerk 59

60 APPENDIX C ADDENDUM OF DIRECTIVES 1. The Senior Center shall be open to all eligible members of the community without regard to race, sex, religion, color, disability or national origin. 2. Board of Director (BOD) at each Senior Center must be the controlling body. 3. The Director of any given Senior Center is an employee for the BOD and cannot be a member of the Board. 4. In compliance with the county's nepotism law, a Senior Center Director may not be related to any member of that Center's BOD. 5. Each Senior Center must send Board Meeting minutes to Butler County Department on Aging each time the Center's BOD meets. 6. Senior Centers shall adhere strictly to open meetings law. 7. Each Senior Center shall post minutes of BOD meetings and treasurer's reports in Senior Center after each BOD meeting in a location accessible to public viewing. 8. Senior Center Director shall not hire family members for positions at the Senior Center. 9. All Senior Center purchases must be approved by the BOD and details made public to the membership. Center agrees to expend funds only as outlined in budget. Line items not held to dollar amount. Purchases must be identified by receipt. Annual budget requests for 2020 will be due by March 10, Each Center is allowed a 10% carryover at the end of the year. Funds in excess of 10% on December 15, 2019, must be returned to the Department on Aging by January 1, Senior Centers are encouraged to conduct a random survey of participants and other members of the community to ascertain if programs are suitable to the needs of the community's citizens over 50, or the age established by each individual Center with 50 being the minimum age. 11. All Senior Centers, and other agencies receiving county mill levy funds, will complete a quarterly program evaluation (report), detailing activities provided and provide supporting financial statements to the Butler County Department by date specified on the report form. The Department on Aging will present completed reports to the Butler County Council on Aging for review, and make report to the Butler County Board of County Commission quarterly, or as required by the BOC. Quarterly and/or year end reports will be due on January 15, April 10, July 10, and October 10. The BOC reserves the right to withhold funding until reports are submitted as outlined in this contract. 12. The purpose of the Center is to provide a community focal point where Senior Citizens come together for services and activities designed to enhance the dignity, support the independence and encourage the involvement of Butler County residents within the community. 13. Center agrees that planned programs will be presented with the attempt to help older citizens with social, educational, recreational, physical, nutritional and emotional needs. 14. The Center will help preserve good health and good will among Senior Citizens of the community. 15. Center agrees to attempt to recruit volunteers to expand the services and activities of the Senior Club or Senior Center. 16. The Butler County Board of Commissioners reserves the right to amend the amount budgeted to any Senior Center, for program services, with 30 days notice. 60

61 APPENDIX C (con t) 17. Financial records must be audited annually by, at a minimum, an internal committee. The committee must consist of at least two individuals that are not members or employees of the Center. The results of this audit will be due by April 10 th each year to the Butler County Department on Aging. 18. Center agrees to comply with all Senior Center Standards for their current funding level (See Appendix D). 61

62 Board of County Commissioners Agenda Item Report Agenda Item No. 3 Submitted by: Chris Davis Submitting Department: Emergency Communications "E911" Meeting Date: December 18, 2018 SUBJECT AIS maintenance payment RECOMMENDATION Authorize the Director to pay the maintenance agreement invoice. ATTACHMENTS NICE - Butler County KS - Maintenance - Term 2019.pdf BACKGROUND The center maintains recordings of all radio, 9-1-1, and telephone audio/data. There are 3 primary components required to record this information. The first component is known as the NRX, this computer captures all telephone conversations including calls into and out of the center along with recording our voice paging channel. The NRX was purchased in 2014 at a cost of $60,000. The second component, known as the AIS, is a component of our 800 MHz radio system that captures all radio traffic (104 channels). This was purchased with the radio system in 2011 at a cost of $240,000. The final component is a server/software package, known as Inform, which displays all of the channels from both of these recording sources and allows staff to manage the recordings. Inform was purchased in 2011, as part of the radio system, at a cost of $60,000. All three of these components are manufactured by NICE. ANALYSIS This is the annual payment for our maintenance agreement for the AIS component. FINANCIAL CONSIDERATION $7, from funding (Fund 66). LEGAL CONSIDERATION NA COMMISSIONER SIGNATURE REQUIRED No INFORMATION TECHNOLOGY PURCHASE OR SERVICES REVIEW REQUIRED No RECOMMENDED ACTION I Commissioner move to allow the 911 Director to pay maintenance agreement costs of $7,990 to Motorola for 911 recording equipment. 62

63 QUOTE Motorola Solutions, Inc East Algonquin Road Schaumburg, IL DATE: NOV 26, 2018 SERVICES QUOTE EXPIRATION DATE: DEC 28, 2018 To: Chris Davis Butler County Emergency Communications 120 S Gordy St El Dorado, KS SALESPERSON JOB PAYMENT TERMS DUE DATE Aaron Corcoran - Sales NICE Gold NET 30 Upon Receipt QTY DESCRIPTION UNIT PRICE LINE TOTAL 1 NICE Gold Support & Maintenance Term $ Radio IP Logger (ASTRO 7.16) Serial Number Jeremy Rabb, CSM, State of Kansas-T5S SUBTOTAL $ SALES TAX TOTAL $ Quotation prepared by: CSM Jeremy Rabb XHB836 Mobile: (913) jeremy.rabb@motorolasolutions.com To accept this quotation please sign, date, and return: Purchase Order # (if applicable): 63

64 Board of County Commissioners Agenda Item Report Agenda Item No. 4 Submitted by: Darryl Lutz Submitting Department: Public Works Meeting Date: December 18, 2018 SUBJECT Utility Body Replacement for Bridge Crew Truck - Purchase Approval RECOMMENDATION Consider approving the award of purchase for a replacement utility body for the bridge crew truck for the Public Works Department. ATTACHMENTS 2018 Utilty Bed-Bridge Truck.pdf BACKGROUND In January, the Board of County Commissioners authorized the Department of Public Works to go out for bid for several pieces of equipment that were due for replacement based upon either its age, its expected service life or its condition. One of the pieces of equipment recommended was the replacement of a 2008 Ford F door truck used by the bridge crew. After further evaluation of the overall condition of the vehicle, staff believes that there is probably several more years of service life remaining in the truck. The primary issue at this time is the condition of the utility body that is currently on the truck. The existing box is a painted mild steel that is severely rusted to the point of full penetration. Staff proposed simply purchasing a new box for the truck and keep the existing truck in service for several more years. The County Commission recently approved a similar item for 2 heavy duty 1 1/2 dump truck bodies. ANALYSIS Staff developed general requirements for a replacement utility box which were provided to several local truck body companies. Attached is a tabulation and general summary of the truck bed options that were offered by 2 the truck equipment companies. Staff is recommending the purchase of the truck body that is made of galvanized steel that is painted. Stainless steel bed options were not available and the bridge crew staff believe that the aluminum bed option is too susceptible to damage for the type of rugged use that the bed is exposed to. Staff is recommending the purchase of the Knapheide truck utility body made of galvaneal steel that is painted from Midwest Truck Equipment Co., Wichita, KS for the installed price of $9, FINANCIAL CONSIDERATION The County has budgeted to replace this truck in This action, if approved, will delay replacement of the trucks for another 7-10 years. The estimated cost to replace this truck was $63,000. LEGAL CONSIDERATION None. COMMISSIONER SIGNATURE REQUIRED No 64

65 INFORMATION TECHNOLOGY PURCHASE OR SERVICES REVIEW REQUIRED No RECOMMENDED ACTION Approve the award of purchase for a replacement truck utility body. Motion: I, Commissioner, move to award the purchase for replacing a utility body for the bridge crew truck for the Public Works Department to Midwest Truck Equipment, Wichita, KS for a new Knapheide PGND-96 galvaneal steel painted truck utility body installed for a total low bid price of $9,

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67 Board of County Commissioners Agenda Item Report Agenda Item No. 5 Submitted by: Chelsea Noel Submitting Department: Clerk's Office, County Meeting Date: December 18, 2018 SUBJECT 2019 Cereal Malt Beverage Renewal RECOMMENDATION Review and approve the 2019 CMB License for Keighley Barn, Triple S Ranch Supply, Shady Creek Marina, Leon Groceries and Fastrip Haverhill. ATTACHMENTS 2019 Shady Creek Marina CMB.pdf 2019 Keighley Barn CMB.pdf 2019 Leon Groceries CMB.pdf 2019 Fastrip Haverhill CMB.pdf 2019 Triple S CMB.pdf BACKGROUND Sheriff approved ANALYSIS Review and approve the 2019 CMB License for Keighley Barn, Triple S Ranch Supply, Shady Creek Marina, Leon Groceries and Fastrip Haverhill. FINANCIAL CONSIDERATION none LEGAL CONSIDERATION none COMMISSIONER SIGNATURE REQUIRED Yes INFORMATION TECHNOLOGY PURCHASE OR SERVICES REVIEW REQUIRED No RECOMMENDED ACTION 67

68 Approve the 2019 CMB License for Keighley Barn, Triple S Ranch Supply, Shady Creek Marina, Leon Groceries and Fastrip Haverhill. 68

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