Board of County Commissioners Monday, June 12, :00 AM 205 W. Central Ave. 4th Floor El Dorado, KS Agenda

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1 A. CALL to ORDER with PLEDGE Board of County Commissioners Monday, June 12, :00 AM 205 W. Central Ave. 4th Floor El Dorado, KS Agenda B. COMMISSION MINUTES B.1. Commission Minutes June 6, 2017 pre-approved minutes.pdf C. PUBLIC COMMENTS D. OTHER ITEMS of BUSINESS E. ITEMS of BUSINESS E.1. Budget Hearings with Departments - See Attached Schedule 2018 Commission Budget Hearings Schedule.xlsx F. ADJOURNMENT 1

2 Board of County Commissioners Agenda Item Report Agenda Item No. 1 Submitted by: Chelsea McClure Submitting Department: Clerk's Office, County Meeting Date: June 12, 2017 SUBJECT Commission Minutes RECOMMENDATION Approval of Minutes ATTACHMENTS June 6, 2017 pre-approved minutes.pdf BACKGROUND ANALYSIS FINANCIAL CONSIDERATION LEGAL CONSIDERATION COMMISSIONER SIGNATURE REQUIRED Yes INFORMATION TECHNOLOGY PURCHASE OR SERVICES REVIEW REQUIRED No RECOMMENDED ACTION Commissioner motioned to approve/amend the minutes from the June 6, 2017 Commission meeting. 2

3 BUTLER COUNTY BOARD OF COMMISSIONERS Tuesday, June 6, 2017 CALL TO ORDER Commission Chairman Jeff Masterson called the Butler County Board of Commissioners to order at 9:00 a.m. Present were Commissioner Marc Murphy, Commissioner Ed Myers, Commissioner Mike Wheeler, Commissioner Dan Woydziak, County Administrator Will Johnson, and Clerk Recorder Chelsea McClure. INVOCATION Chaplain David Griffis, Heaven Sent Ministries, Andover, presented the invocation. APPROVAL OF MINUTES Commissioner Woydziak motioned to approve the minutes of the Butler County Commission meeting for Tuesday, May 30, 2017 as written. Commissioner Myers seconded the motion. Motion carried 5-0. (00:04:05) PUBLIC COMMENTS Dub Rakestraw, 4566 NE Parallel St, came before the Board to request a road sign be moved back to its original spot at the intersection of HWY 177 and Parallel Street. Mr. Rakestraw stated the sign has been on the North side of the road for decades but was moved across the street and now reads SE Parallel Street. Mr. Rakestraw stated ever since the sign was moved multiple people have had trouble finding his home and requested the sign be put back to its original spot. The Board agreed with Mr. Rakestraw s request. (00:09:30) ITEM#1 WORK SESSION UPDATE ON COMPENSATION STUDY Will Johnson, County Administrator, came before the Board to receive Rebecca Crowder, Austin Peters, to give the County Commission an update on the Compensation and Classification study. Ms. Crowder thanked Melissa Riley, HR Director, Ryan Adkison, Assistant County Administrator/Finance Director, and also the department heads for their guidance, support, and diligent work throughout the process of the study. Ms. Crowder stated that after studying the market Butler County is hovering slightly below the 40 th percentile and Austin Peters recommended bumping the County up to the 50 th percentile. Ms. Crowder noted that Butler County is in the same percentile rank with benefits and over time the County could make adjustments to correct the ranking. Ms. Crowder stated the County would need to move the range up by 3.4% to get into the 50 th percentile and also keep moving ranges going forward to stay current with the market. Overall the 2018 budget will need to increase by $938,361 between salaries and benefits to get Butler County into the 50 th percentile of the market. Ms. Crowder stated there would be two cost impact figures which consist of moving employees up to range, and then giving a pay compression adjustment. Commissioner Myers asked Ms. Crowder to elaborate on what Austin Peters defined as the market. Ms. Crowder stated they compared other counties, cities, local data, and the Bureau of Statistics data. Administrator Johnson stated the goal for the County is to incorporate this information into the 2018 budget and there would be more discussion on the matter at department head budget meetings next week. No action was taken. Page 1 of 6 3

4 (00:47:00) ITEM#2 WALNUT RIVER BRIDGE DECK REPLACEMENT PROJECT ON SW HAVERHILL RD CONTRACT APPROVAL Darryl Lutz, Director of Public Works, came before the Board to approve the contract with King Construction Co., Inc., for the Walnut River Bridge Deck Replacement project on SW Haverhill road. Sealed bids were received and opened by the Board on May 16 th and the bid was awarded to King Construction Company Inc., on May 23 rd. The contracts were signed by King Construction Company Inc., and are pending legal counsel approval. Commissioner Myers motioned to approve the contract with King Construction Company Inc., Hesston, KS subject to legal counsel approval for Project # BR 28E9-26-5(17) the Walnut River Bridge Deck Replacement project on SW Haverhill road, in the low bid amount of $852, and authorized the Chair to sign. Commissioner Wheeler seconded the motion. Motion carried 5-0. (00:49:23) ITEM #3 BNSF RAILROAD CROSSING SIGNALS AND GATES AT SW KICKAPOO RD AGREEMENT Darryl Lutz, Director of Public Works, came before the Board for approval of an agreement with Kansas Department of Transportation (KDOT) and with the BNSF Railway Company for the installation of railroad crossing signals and gates at the BNSF railroad crossing located on SW Kickapoo road on the east side of the landfill. KDOT submitted to Butler County a standard form third party agreement for consideration and approval. The obligation of Butler County would be to install and maintain the advance warning signs on each approach to the crossing which would then be maintained by El Dorado Township. The cost of the crossing improvements is being paid for 100% with federal funds administered by KDOT on behalf of the railroad. The agreement was approved by legal counsel. Commissioner Wheeler motioned to approve the agreement with the BNSF Railway Company and KDOT related to KDOT Project # 8 X to provide for the installation of automatic signals and gates at the BNSF railroad crossing on SW Kickapoo road with the crossing improvements to be funded 100% by others and authorized the Chair to sign. Commissioner Murphy seconded the motion. Motion carried 5-0. (00:52:00) ITEM #4 PUBLIC WORKS SINGLE AXLE DUMP TRUCK BID OPENING Darryl Lutz, Director of Public Works, came before the board to receive and open sealed bids for the purchase of 2 single-axle dump trucks for the Public Works Department. This purchase was budgeted for and included in the current adopted CIP. Following are the bids received and opened: Kansas Truck Center Wichita, KS Wichita Kenworth Wichita, KS Summit Truck Group Kansas City, MO 2018-Western Star single axle bobtail Kenworth single axle bobtail International single axle bobtail $286,740 $306, $285,770 Page 2 of 6 4

5 Commission Chairman Masterson motioned to accept the bids received and opened for two single axle dump trucks for the Public Works Department and to direct staff to tabulate the bids and 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. (00:55:40) ITEM #5 PUBLIC WORKS EQUIPMENT/VEHICLES BID AWARD/PURCHASE APPROVAL Darryl Lutz, Director of Public Works, came before the Board to award the bids for the purchase of a mid-size SUV, ½ ton extended cab pick-up, and a HD 1 ton cab & chassis for the Public Works Department. Sealed bids were received and opened by the County Commissioners on May 30 th. The Board received a copy of the final tabulations for each vehicle. Detailed bid information is available upon request. Commissioner Myers motioned to approve the award of purchases for the Public Works Department for a mid-size SUV to John K. Fisher Inc., El Dorado, KS for a 2017 ½ ton GMC Yukon in the low bid amount of $41,933, for a half ton extended cab pickup to Parks Motors, Augusta, KS for a 2017 Dodge Ram 1500 in the low bid amount of $28,582, and for a heavy duty 1 ton chassis & cab truck to Winfield Motor Company, Winfield, KS for a 2017 Dodge Ram 4500 in the low bid amount of $40,334. Commissioner Wheeler seconded the motion. Motion carried 5-0. (00:59:24) ITEM #6 PUBLIC WORKS DEPARTMENT SIGN POSTS PURCHASE APPROVAL Darryl Lutz, Director of Public Works, came before the Board for approval to purchase sign posts for use by the highway department for planned sign replacement and sign maintenance work. The Public Works Department engaged in a multi-year program to replace road signs and street name signs to meet current signage standards. Bids were received from three sign post vendors and the lowest bid was received from J&A Traffic Products, Blue Springs, MO in the amount of $19, including delivery. Commissioner Wheeler motioned to approve the purchase of sign posts and hardware for the highway division of the Public Works Department for J&A Traffic Products, Blue Springs, MO in the low bid amount of $19, including delivery as recommended by staff. Commissioner Myers seconded the motion. Motion carried 5-0. (01:06:41) NON-AGENDA ITEM - Darryl Lutz, Director of Public Works, came before the Board to inform them that he ended the cold in-place recycle surfacing project on NW Boyer road going North from NW 150 th street. Mr. Lutz stated he became uncomfortable with the contractor and the negotiation process. Mr. Lutz stated they would like to construct a new project that would consist of a machine laid cold mix overlay on NW Meadowlark Rd north of K-196. This road was already planned for heavy cold mix patching this year but the material was planned to be laid with a motor grader. The road is approximately 9 miles long and the County has proposed to lay 1 ½ of material. Staff proposed renting laydown machine and 2 operators to lay their own cold mix material in lieu of laying the material with a blade. The intent of laying the cold mix asphalt would be to improve the ride quality and to provide even edge lines. APAC Construction has proposed renting a Page 3 of 6 5

6 laydown machine (paver) with 2 operators for $1770 per day plus a 1 time mobilization charge of $400. The Department of Public Works is seeking authority to rent the laydown machine with 2 operators from APAC for an estimated period of 10 days for a cost of $18,100. Commissioner Myers motioned to authorize the Department of Public Works to contract with APAC Construction for the rental of a lay down machine and a crew of two operators plus mobilization in a total amount of $18,100 as requested. Commissioner Wheeler seconded the motion. Motion carried 5-0. (01:13:30) RECESS Commission Chairman Masterson recessed the Board meeting at 10:13 a.m. for 5 minutes. RECONVENE Commission Chairman Masterson reconvened the Board meeting at 10:18 a.m. (01:13:34) ITEM #7 MEMORANDUM OF AGREEMENT FOR NEXT GENERATION Chris Davis, Emergency Communications Director, came before the Board for approval of the Memorandum of Agreement with the Kansas Coordinating Council for participation in the state-wide next generation 9-1-1(NG911) system. In December of 2016, the State s NG911 administrator requested to move the schedule up from 4 th quarter 2017 to April 4 th. Fiber optic cables were installed and equipment was ordered by the State shortly afterwards. The equipment was installed and training was scheduled in early February. The State pays all costs for the NG911 system infrastructure with proceeds from grant funding and fees. Applicable costs of the legacy system totaled roughly $80,000 per year which includes maintenance and replacement costs of equipment. Mr. Davis stated cellphones are the bulk of calls received and by enabling geospatial routing it will help to accurately plot cellphone calls. Commissioner Woydziak had concerns about NG911 and felt the State shouldn t require payment before the system is turned on. Legal counsel approved the agreement. Commissioner Wheeler motioned to approve the Memorandum of Agreement with the Kansas Coordinating Council for participation in the state-wide Next Generation system and authorized the Chair to sign. Commissioner Murphy seconded the motion. Motion carried 4-1. Commissioner Woydziak opposed. (01:32:30) ITEM # ANNUAL NEXT GENERATION PAYMENT Chris Davis, Emergency Communications Director, came before the Board for authorization to remit the annual Next Generation payment. The normal annual payment is $108,360 and the payment is prorated based on the start date of April 4 th. This year s payment is $99, and will be paid from funds. Commissioner Wheeler motioned to authorize the Director to remit the annual payment to the Kansas Coordinating Council in the amount of $99, Commissioner Murphy seconded the motion. Motion carried 4-1. Commissioner Woydziak opposed. (01:34:34) ITEM #9 RADIO SYSTEM WORK SESSION Page 4 of 6 6

7 Chris Davis, Emergency Communications Director, came before the Board to receive the countywide radio system report. In 2009 a ¼ cent sales tax was approved by voters to implement a new county-wide radio system. This $13.2 million project included replacing all emergency responder radios and constructing a six site simulcast P25 trunked radio infrastructure that is tied to KDOT s wide area network. The sales tax will expire at the end of ten years (April 2020) or when the debt is paid. Emergency responders in the Rose Hill and Douglass areas have expressed concern that coverage in their community is problematic and they can t communicate from inside most buildings and various locals cannot communicate outside as well. After radio testing staff did confirm the reports were accurate following a thorough inspection and calibration of the radio infrastructure. Motorola was engaged to generate propagation studies that indicated the Rose Hill area was in fact lacking in coverage. Motorola fulfilled their contractual obligation to construct a system that provides 95% in-the-street coverage county-wide. In other words, the Rose Hill area falls within 5% of acceptable variance. An additional propagation study was conducted by Motorola assuming that a new site was added at a tower site near Douglass currently used for paging. This study showed marked improvement in the Rose Hill area. The Butler County Emergency Services Association met the evening of June 5 th and discussed the issue with the intention of providing a recommendation to the Board on the matter. The sales tax generates approximately $190,000 per month. The cost associated with adding a simulcast site in Douglass is approximately $626,296 which could be funded by extending the sales tax by three months. Mr. Davis felt it was very important for first responders to have radio coverage in all areas of the County and doing the upgrade now would be cheaper than in the future. The Commissioners agreed that County-wide radio coverage is a priority but felt skeptical of Motorola s recommendation. The Commission felt they needed more time to discuss the issue. No action was taken. (02:25:28) ITEM #10 - RESOLUTION FOR APPOINTMENT OF COUNTY APPRAISER Will Johnson, County Administrator, came before the Board for approval of Resolution #17-11 reappointing Debra Studebaker as the Butler County Appraiser. Mrs. Studebaker was appointed in 2013 for her first term. By passing this resolution the County will fulfill the requirements set forth by statute and the term will expire on July 1, Mrs. Studebaker stated she is grateful to serve the citizens of Butler County. Commissioner Wheeler thanked Mrs. Studebaker for her hard work. Commission Chairman Masterson motioned to approve Resolution #17-11 appointing Debra Studebaker as the Butler County Appraiser. Commissioner Woydziak seconded the motion. Motion carried 5-0. (02:29:28) VOUCHERS Commissioner Wheeler motioned to approve vouchers for June 6, 2017, in the amount of $215, Commissioner Woydziak seconded the motion. Motion carried 5-0. (02:32:01) COMMISSION ADDS & ABATES Page 5 of 6 7

8 Commissioner Woydziak motioned to approve Adds & Abates #2652 dated June 6, 2017; Adds in the amount of $ and Abates in the amount of $ Commissioner Murphy seconded the motion. Motion carried 5-0. (02:32:21) OTHER ITEMS OF BUSINESS TO COME BEFORE THE BOARD OF COUNTY COMMISSIONERS Commissioner Wheeler motioned to approve the 2017 CMB license for the Butler County Saddle Club. Commissioner Murphy seconded the motion. Motion carried 5-0. Commissioner Wheeler inquired about Beaumont Pasture Golf. Commissioner Myers stated his daughter Anna was married over the weekend. Commissioner Woydziak noted he received an abundance of good information at the Kansas Commissioner Association meeting last week. Administrator Johnson noted Budget Hearings are set to begin next week and they will hear request from all Department Heads. (02:41:30) ADJOURNMENT Commissioner Woydziak motioned to adjourn the meeting of the Board at 11:46 a.m. Commissioner Murphy seconded the motion. Motion carried 5-0. Page 6 of 6 8

9 Board of County Commissioners Agenda Item Report Agenda Item No. 1 Submitted by: Will Johnson Submitting Department: Administration Meeting Date: June 12, 2017 SUBJECT Budget Hearings with Departments - See Attached Schedule RECOMMENDATION Receive Departmental Budget Requests ATTACHMENTS 2018 Commission Budget Hearings Schedule.xlsx BACKGROUND Annually Departments present to the Commission their annual recommended budget for the funds in which they manage. This is done over a one week period prior to the Commission working through the budget with Administration staff. ANALYSIS A copy of the proposed budget schedule for 2018 is attached. FINANCIAL CONSIDERATION LEGAL CONSIDERATION COMMISSIONER SIGNATURE REQUIRED No INFORMATION TECHNOLOGY PURCHASE OR SERVICES REVIEW REQUIRED No RECOMMENDED ACTION Receive the 2018 Departmental budget requests. 9

10 June 12-15: Workshop - Departments / External Funding Agencies Monday, June 12, 2017 Tuesday, June 13, 2017 Wednesday, June 14, 2017 Thursday, June 15, :00 AM GIS/Mapping Historical Societies Extension Council Administration 9:15 AM Computer Services Register of Deeds Fair Association Administration 9:30 AM Computer Services Community Development Sheriff/Detention Fire Districts 9:45 AM Emergency Communications Community Development Sheriff/Detention Fire Districts 10:00 AM Strategic Communications Appraiser Sheriff/Detention Overview 10:15 AM EMS/Rescue Squad Appraiser Sheriff/Detention Overview 10:30 AM EMS/Rescue Squad Health Sheriff/Detention Overview 10:45 AM EMS/Rescue Squad Health Sheriff/Detention Overview 11:00 AM EMS/Rescue Squad MV/Treasurer CDDO Overview 11:15 AM JJA MV/Treasurer SCMHCC Overview 11:30 AM Dept. on Aging Public Works/Landfill Leadership Butler Overview 11:45 AM Dept. on Aging Public Works/Landfill Soil Conservation 12:00 PM Emergency Management Public Works/Landfill Youth Programs/SCARF 12:15 PM District Court Public Works/Landfill Youth Programs/BBBS 12:30 PM Co. Attorney Public Works/Landfill CASA 12:45 PM Co. Attorney Public Works/Landfill Clerk/Election 1:00 PM Facilities Management Noxious Weeds Clerk/Election June 19/20: Workshop - Budget Review June 26/27: Workshop July 3: Workshop Set Pub. Hearing Date/Max Mill July 4: Holiday July 10/11: Workshop Budget Review July 18: Public Hearing and Budget Adoption 10