BUTLER COUNTY BOARD OF COMMISSIONERS Tuesday, October 11, 2016 CALL TO ORDER Commission Chairman Jeff Masterson called the Butler County Board of Commissioners to order at 9:00 a.m. Present were Commissioner Ed Myers, Commissioner Peggy Palmer, Commissioner Mike Wheeler, Commissioner Dan Woydziak, Assistant County Administrator Ryan Adkison, and Clerk Recorder Gayle Reiswig. INVOCATION Pastor Amber Carroll from the Hope Covenant Church in El Dorado presented the invocation. APPROVAL OF MINUTES Commissioner Woydziak motioned to approve the minutes of the Butler County Commission meeting of Tuesday, October 4, 2016 as presented. Commissioner Palmer seconded the motion. Motion carried 4-0. Commission Chairman Masterson abstained due to his absence from last week s meeting. (00:02:22) PUBLIC COMMENTS There were no public comments. (00:02:43) ITEM #1 HOLD PUBLIC HEARING FOR THE CDBG BUILDING EXPANSION FOR THE SOUTH CENTRAL MENTAL HEALTH COUNSELING CENTER IN ANDOVER, KS Ryan Adkison, Assistant County Administrator and Finance Director, came before the Board for the holding of a Public Hearing for a Community Development Building Grant (CDBG) for the South Central Mental Health Counseling Center (SCMHCC) Andover Expansion project. A Public Hearing Notice was published in the Butler County Times Gazette on Saturday, October 1, 2016. Commission Chairman Masterson opened the Public Hearing and asked if there was anyone present who would like to address the Commission on behalf of the project. With no response, Commission Chairman Masterson closed the Public Hearing. No action was taken. (00:04:00) ITEM #2 CONSIDER APPROVAL OF THE CDBG RESOLUTIONS AND ALL OTHER DOCUMENTS NECESSARY FOR MAKING AN APPLICATION ON BEHALF OF THE SCMHCC Ryan Adkison, Assistant County Administrator and Finance Director, came before the Board for approval of the Community Development Building Grant (CDBG) resolutions and all other documents necessary for making an application on behalf of the South Central Mental Health Counseling Center (SCMHCC). All application documents are due November 1, 2016 and notification of award is scheduled for January 1, 2017. The project amount of $530,000 will be split equally between SCMHCC and the CDBG; with no County funding besides the cost of Page 1 of 5
public notice of hearing publications. SCMHCC Executive Director Dan Rice noted that the mental health center, which has been in operation since 1962, has cash available for their portion of the project. Architectural services have been solicited and the bid awarded to the lowest bidder; South Central Kansas Economic Development District (SCKEDD) will provide administrative services. SCKEDD Development Coordinator Casey Tillman explained the construction and fee schedule. There was discussion pertaining to procedures of the grant and associated administrative and maintenance fees. The project has a tentative time line of 1.5 years. All contracts have been approved by Legal Counsel. Commissioner Woydziak motioned to approve resolutions #16-29 and #16-30 and all other documents necessary to apply for the CDBG. Commissioner Wheeler seconded the motion. (00:34:31) ITEM #3 WORK SESSION TOWANDA STREET RIGHT-OF-WAY Darryl Lutz, P.E., Director of Public Works Department, came before the Board for a work session pertaining to the public right-of-way on Towanda Street just east of Haverhill Rd. Property owner Fred Kroph, 2001 W. Towanda Ave., El Dorado, approached the Board with documentation including copies of index cards from the County Engineer s Office which denotes, as he understands, a right-of-way of 20 on each side of Towanda Street. Mr. Lutz stated that Engineering index cards are for identification only and are not legal records and that the original road record from 1870, prior to the incorporation of El Dorado, was incomplete, not specifying the original dimensions of the right-of-way. Staff has been researching this issue and has been in communication with the County s Legal Counsel, the City of El Dorado, and El Dorado Township about the right-of-way discrepancy. Mr. Lutz hopes to have the review and closure of this issue completed before the end of the year. He is scrutinizing the issue at a high level to ensure future issues of the same type have good precedence to follow, especially as it relates to township maintenance of their right-of-ways. Commission Chairman Masterson requested a completion date for a solution; the end of 2016 was decided as a tentative time frame. No action was taken. (01:16:40) RECESS Commission Chairman Masterson recessed the Board meeting at 10:16 a.m. for 6 minutes. RECONVENE Commission Chairman Masterson reconvened the Board meeting at 10:22 a.m. (01:16:48) ITEM #4 CONSIDER APPROVAL OF AGREEMENTS FOR DESIGN ENGINEERING SERVICES FOR (2) PLANNED 2017 BRIDGE DECK REPAIR PROJECTS IN BUTLER COUNTY Darryl Lutz, P.E., Director of Public Works Department, came before the Board for approval of design engineering services for two (2) bridge deck repair projects; Constant Creek Bridge on SW Trafficway and Cole Creek Bridge on NE 110 th St. The engineering group of Finney & Turnipseed have submitted bids in the amounts of $7,900 for Constant Creek and $5,900 for Page 2 of 5
Cole Creek. Projects were estimated in the CIP at $10,000 each. Finney & Turnipseed are a Topeka based company that has supported many County engineering projects over the years. There is no group in Butler County that offers this type of service. Commissioner Woydziak motioned to approve separate engineering agreements with Finney & Turnipseed, Topeka, KS, for bridge deck repairs for the Constant Creek Bridge on SW Trafficway in the amount of $7,900; and bridge deck repairs for the Cole Creek Bridge on NE 110 th St. in the amount of $5,900 and authorized the Chair to execute each agreement. Commissioner Wheeler seconded the motion. (01:20:38) ITEM #5 CONSIDER APPROVAL OF THE PURCHASE OF (3) REPLACEMENT SKID-STEER LOADERS ON AN ANNUAL BUY-BACK PROGRAM FOR THE DEPARTMENT OF PUBLIC WORKS Darryl Lutz, P.E., Director of Public Works Department, came before the Board for approval to purchase three (3) replacement skid-steer loaders at a net cost of $5,001.76 each on an annual buy-back program. This year is the ninth year for the program through White Star Equipment, Wichita, KS. Commissioner Wheeler motioned to approve the purchase of three (3) new Bobcat S740 skidsteer loaders from White Star Machinery & Supply Co., Wichita, KS, for a net purchase price of $5,001.76 each for three (3) units including trade-in of three (3) Bobcat S740 skid-steer loaders on a guaranteed buy-back program. Commissioner Myers seconded the motion. (01:23:27) ITEM #6 CONSIDER APPROVAL OF A COST PROPOSAL FOR TREE TRIMMING WORK ALONG NW 50 TH STREET RELATED TO IMPROVING AN UNOFFICIAL LOCAL DETOUR ROUTE FOR THE PLANNED CLOSURE OF K-196 FOR BRIDGE REPLACEMENT WORK IN 2017 Darryl Lutz, P.E., Director of Public Works Department, came before the Board for approval of a cost proposal for tree trimming work along NW 50 th St. related to improving an unofficial detour during the closure of K-196 west of Potwin. In March 2016, the Board of County Commissioners entered into an agreement with the Kansas Department of Transportation (KDOT) to compensate Butler County 100% ($313,500 cap) for the establishment and maintenance of said detour which includes County maintained NW Diamond Rd. and NW Meadowlark Rd. and four miles of township maintained road, NW 50 th St. The aggregate NW 50 th St. needs considerable tree trimming, the replacement of (2) culverts, additional rock, and traffic signs. Two proposals were acquired for tree clearing and staff recommended Jerry s Tree Service from Potwin. Company Work Scope Cost Hummel Tree Service Trim and pile $22,000+ Jerry s Tree Service Trim and pile $14,200 (+$8,000 if removal is needed) Wright s Tree Service n/a Declined to submit a proposal Murdock Township has agreed to pile and burn the debris at no cost. KDOT construction is scheduled to begin February, 2017. Page 3 of 5
Commissioner Myers motioned to approve the proposal with Jerry s Tree Trimming, Potwin, KS, in the amount of $14,200 for tree trimming work along NW 50 th St. between NW Diamond Rd. and NW Meadowlark Rd. Commissioner Palmer seconded the motion. (01:32:40) ITEM #7 CONSIDER APPROVAL OF THE CONTRACT BETWEEN THE KANSAS DEPARTMENT OF HELATH AND ENVIRONMENT (KDHE) AND THE BUTLER COUNTY HEALTH DEPARTMENT FOR THE WIC PROGRAM IN THE AMOUNT OF $185,637.00 AND ALLOW THE CHAIR TO SIGN Janice Powers, Butler County Health Department Administrator, came before the Board for approval of contract between KDHE and the Butler County Health Department for the Women, Infants, and Children (WIC) food and nutrition service local agency s contract in the amount of $185,637.00 plus any reallocated federal funds that become available. There is no County match for this grant and documents have been approved by County Counsel. Commissioner Woydziak motioned to approve the contract between the Kansas Department of Health and Environment and the Butler County Health Department for the WIC program in the amount of $185,637.00 and authorized the Chair to sign. Commission Chairman Masterson seconded the motion. (01:47:32) ITEM #8 CONSIDER APPROVAL OF THE AMENDED AGREEMENT FOR THE EBOLA CONTRACT BETWEEN THE KANSAS DEPARTMENT OF HEALTH AND ENVIRONMENT (KDHE) AND THE BUTLER COUNTY HEALTH DEPARTMENT AND ALLOW THE CHAIR TO SIGN Janice Powers, Butler County Health Department Administrator, came before the Board for approval of the amended agreement for Ebola preparedness from KDHE to the Butler County Health Department. The contract expiration date has been extended from September 30, 2016 to June 30, 2017 for the support and coordination efforts related to Ebola, Zika, and other highly infectious diseases. No additional funds will be received and there is no County match. Commissioner Woydziak motioned to approve the amended agreement for the Ebola contract between the Kansas Department of Health and Environment and the Butler County Health Department and authorized the Chair to sign. Commissioner Wheeler seconded the motion. (01:50:06) ITEM #9 WORK SESSION QUARTERLY INVESTMENT OF IDLE FUNDS REPORT AS OF SEPTEMBER 30, 2016 Ruth Fechter, County Treasurer, came before the Board to present the Quarterly Investment of Idle Funds Report. Interest earned on idle funds for the period of July 1, 2016 - September 30, 2016 total $47,260.97. No action was taken. Ms. Fechter asked that the Commission entertain the idea for expansion of the Motor Vehicle Department. She suggested that title approvals, antiques, electronics, and similar duties continue to be supported at the El Dorado location and general tag services supported at a centrally Page 4 of 5
located facility, larger than the Western Office. At this time, she is not in support of the new queless systems that are being used outside of Butler County noting some of the user feedbacks as unfavorable. She suggested touring the new Sedgwick County facility. (02:00:24) VOUCHERS Commissioner Woydziak motioned to approve vouchers for October 11, 2016, in the amount of $972,268.96. Commissioner Wheeler seconded the motion. Assistant Administrator Adkison will follow-up on an election systems, software, and audio voucher. (02:03:56) COMMISSION ADDS & ABATES Commissioner Woydziak motioned to approve Adds & Abates #2623 dated October 11, 2016; Adds in the amount of $0.00 and Abates in the amount of $301.12. Commissioner Myers seconded the motion. (02:04:14) OTHER ITEMS OF BUSINESS TO COME BEFORE THE BOARD OF COUNTY COMMISSIONERS Commissioner Wheeler planned to attend a cross country (CC) meet located on Spring Road between SW 60 th and SW 70 th. Issues caused by CC traffic in the area were before the County Commission on September 13, 2016. An update on Reyes Trucking Company was requested. The Commission briefly discussed notification of an annexation in Andover. (02:11:16) ADJOURNMENT Commissioner Woydziak motioned to adjourn the meeting of the Board at 11:17 a.m. Commissioner Palmer seconded the motion. Page 5 of 5