BUTLER COUNTY BOARD OF COMMISSIONERS Tuesday, August 19, 2014 CALL TO ORDER Chairman Mike Wheeler called the Butler County Board of Commissioners to order at 9:00 a.m. Present were Commissioner Jeff Masterson, Commissioner Ed Myers, Commissioner Peggy Palmer, Commissioner Dan Woydziak, County Administrator Will Johnson, Jr., and Clerk Recorder Gayle Reiswig. APPROVAL OF MINUTES Commissioner Masterson motioned to approve the minutes of the Butler County Commission Meeting of Monday, August 11, 2014, as written. Commissioner Woydziak seconded the motion. Motion carried 5-0. (00:00:51) PUBLIC COMMENTS There were no public comments. (00:01:15) ITEM #1 RECEIVE AND DISCUSS MODIFICATIONS TO THE SELF INSURANCE HEALTH PLAN Aaron Wells, Willis Group Representative, came before the Board referencing health care coverage for county employees. The Willis Group sends claim prices to various networks for competitive quotes. The best price with Coventry Meritain has a 14% increase. Maintaining with the current health care coverage will initiate a 22% increase. Mr. Wells noted that one way to lower health care costs is to get members healthier, including spouses; reduced risks result in reduced costs. Other reductions could come from dependent audits to verify dependents and options like Teladoc, a national network of physicians and pediatricians that resolve routine medical issues via phone, 24/7. Commissioner Palmer asked about comparisons to other public and private sectors. Mr. Wells answered that Butler County s health plan is standard and comparable to other public sectors. No action was taken. RECESS Commissioner Wheeler recessed the Board meeting at 9:56 a.m. for 5 minutes. RECONVENE Commissioner Wheeler reconvened the Board meeting at 10:01 a.m. (00:56:55) ITEM #2 PUBLIC HEARING ON THE 2015 BUTLER COUNTY BUDGET Administrator Johnson presented the published budget of $46,117, 925.00 to the Commissioners. Commissioner Wheeler opened the Public Hearing and asked if there was anyone present who would like to address the Commission pertaining to the 2015 Proposed Budget. Ryan Adkison, Financial Advisor, and Administrator Johnson answered questions from the Commissioners pertaining to the listed 2014 Budget Expenditure totals and the 2015 Proposed Budget including the carryover amount. Discussion emphasized health care insurance, employee merits, KPERS, Page 1 of 6
and maturing debts. Commissioner Wheeler spoke on behalf of the Commissioners commending Ryan Adkison for his efforts on the budget. Commissioner Wheeler closed the Public Hearing. No action was taken. (01:54:36) ITEM #3 CONSIDER APPROVAL OF THE 2015 BUTLER COUNTY BUDGET Commissioner Myers motioned to approve the 2015 Operating Budgets for Butler County as presented. Commissioner Masterson seconded the motion. Motion carried 5-0. (01:57:26) ITEM #4 PUBLIC HEARING ON THE 2015 BUTLER COUNTY FIRE DISTRICT BUDGETS #1 - #9 Commissioner Wheeler opened the Public Hearing on the 2015 Butler County Fire District Budget #1 - #9 and asked if there was anyone present who would like to address the Commission on behalf of the fire district budgets. Commissioner Wheeler closed the Public Hearing. No action was taken. (02:02:44) ITEM #5 CONSIDER APPROVAL OF THE 2015 BUTLER COUNTY FIRE DISTRICT BUDGETS #1 - #9 Commissioner Woydziak motioned to approve the 2015 Butler County Fire District Budgets #1 - #9 as presented. Commissioner Masterson seconded the motion. Motion carried 5-0. (02:02:57) ITEM #6 CONSIDER APPROVAL OF THE AGREEMENT BETWEEN THE KANSAS DEPARTMENT OF CORRECTIONS AND BUTLER COUNTY FOR OFFENDER HOUSING SERVICES Butler County Sheriff Tony Wilhite came before the Board to recommend the acceptance and signature for the Agreement for Offender Housing Services. The Butler County Sheriff s Office is in agreement with KDOC to continue housing for up to forty (40) inmates at the cost of $40.00/day. This program has the ability to generate a maximum revenue of $584,000.00/yr. Commissioner Woydziak motioned to approve and sign the Agreement for Offender Housing Services between the Kansas Department of Corrections and Butler County. Commissioner Myers seconded the motion. Motion carried 5-0. (02:05:31) ITEM #7 CONSIDER APPROVING THE PURCHASE TO REPLACE THE ROOF AT THE HEALTH/EXTENSION BUILDING AND AWARD THE BID TO RYAN ROOFING Dan Ingalls, Facilities Management, came before the Board with the recommendation to award Ryan Roofing Inc. in the low bid amount of $36,453.68 for the roof replacement on the Health/Extension Building. Commissioner Masterson motioned to award the low bid of $36,453.68 to Ryan Roofing Inc. to install a Duro Last Roofing System at the Butler County Health/Extension Building. Commissioner Woydziak seconded the motion. Motion carried 5-0. (02:10:50) Page 2 of 6
ITEM #8 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, came before the Board to approve the purchase of 3 replacement skid steer loaders on an annual buy-back program with White Star Equipment. The 2014 net cost is $5,507.82 per unit, which is only $7.82 higher than the cost in 2013. No other dealer offered a similar competitively priced program. Funding for this equipment is well within the CIP. Commissioner Woydziak motioned to approve the purchase of 3 new Bobcat S750 skid steer loaders from White Star Machinery & Supply Co., Wichita, KS, for a net purchase price of $5,507.82 each, including the trade-in of 3 Bobcat S750 skid steer loaders on a guaranteed buy-back program. Commissioner Palmer seconded the motion. Motion carried 5-0. (02:13:42) ITEM #9 CONSIDER APPROVAL OF A NOTICE TO CONTRACTORS FOR THE SW BUTLER ROAD TURN-LANE PROJECT FOR THE MKC ELEVATOR LOCATED ON THE EAST SIDE OF SW BUTLER RD, SOUTH OF K-254 Darryl Lutz, P.E., Director of Public Works, came before the Board for approval of a truck turn-lane and road widening of SW Butler Rd at the MKC Elevator. Project plans were completed by ASM Engineering and approved by Butler County with the inclusion of a 2 overlay for 1 mile of SW Butler Rd from SW 30 th to K-254. Project is ready for bid. Staff will return to the Board in 4 weeks for sealed bid opening. The letting date is proposed for Tuesday, September 16, 2014 at 10:00 a.m. The construction window will begin following the 2014 fall grain harvests and complete prior to the 2015 wheat harvest. Funding is set at 80% to MKC and 20% to Butler County to a cap of $375,000.00. At this time, the preliminary estimate is $419,000.00. Mr. Lutz estimated any disturbed traffic could start in November and barring weather, would last 2-3 months. There will be no road closing. If one lane is needed, it would be during the day only. The 2 overlay is scheduled for May. Commissioner Masterson motioned to approve the Notice to Contractors for Project No. 2014 GR 843 (22) for the construction of a grading and surfacing project related to the proposed widening of SW Butler Rd at the MKC Elevator for a truck turn-lane and setting the letting date for 10:00 a.m., Tuesday, September 16, 2014 and authorize the Chair to sign. Commissioner Woydziak seconded the motion. Motion carried 5-0. (02:16:28) ITEM #10 CONSIDER APPROVAL OF A NOTICE TO CONTRACTORS FOR CULVERT LETTING #69 FOR THE CONSTRUCTION OF 6 REINFORCED CONCRETE BOX STRUCTURES THROUGHOUT BUTLER COUNTY Darryl Lutz, P.E., Director of Public Works, came before the Board with the recommendation to replace 6 identified drainage structures throughout the county with concrete box structures. The selection of these structures is based on traffic safety with most structures involving school bus, mail, and farm traffic. Completion dates estimated for 2 of the 6 structures by the end of November due to ties with other projects; remaining completion dates are into February. Culvert asphalt completion dates set to April and May due to increased surface temperatures. Funding is budgeted in the 2014 CIP. Page 3 of 6
Commissioner Myers motioned to approve the Notice to Contractors for Culvert Letting #69 for the construction of six (6) reinforced concrete box structures throughout Butler County and setting the letting date for 10:00 a.m., Tuesday, September 16, 2014, and authorize the Chair to sign. Commissioner Masterson seconded the motion. Motion carried 5-0. (02:27:45) NON-AGENDA ACTION ITEM CONSIDER APPROVING THE AUTHORITY TO AWARD CONTRACT TO THE SECRETARY OF TRANSPORTATION FOR THE FOURMILE CREEK BRIDGE REPLACEMENT PROJECT ON SW BUTLER RD SOUTH OF ANDOVER Darryl Lutz, P.E., Director of Public Works, came before the Board for the approval of the Authority to Award Contract to the Secretary of Transportation for the Fourmile Creek Bridge replacement on SW Butler Rd. KDOT received and opened 5 bids with the lowest bid submitted by Dondlinger & Sons Construction Company, Inc., Wichita, KS, for the competitive amount of $4,882,485.55 which was below the KDOT engineering estimate and the Butler County CIP construction estimate. The County s estimated share of construction and engineering is $1,080,000.00. Both a commitment of payment and grant authority to the Secretary of Transportation is needed from Butler County for the execution of contract. The Authority to Award Contract/Commitment deadline is August 19, 2014. Commissioner Woydziak motioned to approve the Authority to Award Contract/Commitment of county funds for KDOT Project No. 8 N-0549-01, the Fourmile Creek Bridge Replacement Project, on SW Butler Rd. located south of Andover with the contract being awarded to Dondlinger & Sons Construction Co., Inc., Wichita, KS with Butler County s estimated share of cost to be $1,080,000.00 and authorize the Chair to sign. Commissioner Masterson seconded the motion. Motion carried 5-0. (02:32:00) ITEM #11 WORK SESSION MOVE 2040 PROJECT PROPOSALS Darryl Lutz, P.E., Director of Public Works, came before the Board for the review of projects to be submitted to the Wichita Area Metropolitan Planning Organization, WAMPO, for inclusion to the new Long Range Transportation Plan, MOVE 2040, for the portion of Butler County that lies within the WAMPO boundaries. Mr. Lutz referenced overhead project maps with locations listed for the entire unimproved portion of the SW Butler Rd corridor between Rose Hill and Andover and 21 st St from Andover Rd to the KTA Interchange, including improvements to Andover Rd going north from 21 st St. Mr. Lutz prioritized projects, looking at the 25 year long term, by level of service to traffic, intersection functionality, and traffic delays. All projects are required to be submitted to WAMPO by August 29, 2014. Funding for these projects are 80% federal aid and 20% local for construction and construction engineering. Any preliminary engineering, right-of-way, and utility relocation costs will also be locally funded. Commissioners were in agreement with the list of proposed projects. No action was taken. (03:06:17) ITEM #12 WORK SESSION KDOT LOCAL BRIDGE IMPROVEMENT PROGRAM Page 4 of 6
Darryl Lutz, P.E., Director of Public Works, came before the Board for the review of proposed projects and submission to KDOT for requested funding under KDOT s Local Bridge Improvement Program. This program has allocated $10,000,000.00 for a 1-time replacement of bridges on low volume county roads that are classified as structurally deficient or functionally obsolete. Mr. Lutz referenced an overhead project map with bridge locations throughout the county that fall under the requirements for this plan as being 20 50 in length and on roads with traffic volumes of less than 100 vehicles per day; twelve (12) bridges were selected by their impact to local traffic. KDOT will award up to $120,000.00, including engineering, per project based upon 90% state funding and 10% local funding. KDOT will also allow up to $160,000.00 per replacement if the County permanently removes another bridge from their inventory. Requests must be submitted by September 15, 2014 and must be under contract within 24 months of the award. Commissioner Palmer questioned the reason for funding low traffic bridges in comparison to high traffic bridges. Mr. Lutz noted that the state realizes that counties do not have the funds to replace low traffic bridges. To avoid the economic impact to rural areas due to bridge closures, the state is offering aid to repair these deficient structures. No action was taken. (03:23:35) ITEM #13 WORK SESSION SUNDAY CEREAL MALT BEVERAGE SALES IN UNINCORPORATED AREAS Administrator Johnson came before the Board for the approval to develop and present for legal counsel, a Resolution referencing the sale of cereal malt beverages on Sundays within the unincorporated area of Butler County. These Sunday sales will be between the hours of 12 noon and 8 p.m. and will exclude Easter Sunday. Upon passing of the Resolution, there will be a 60- day waiting period to allow for a possible signed petition by not less than 5% of qualified voters in the unincorporated areas of the County. The stipulation to a petition is that an election must occur within 45 days of submission of the petition or within 90 days of a county wide scheduled election. Commissioner Myers and Commissioner Palmer voiced their concerns to the increased availability of alcohol in unincorporated areas. Commissioners recommended returning this item to the Board as an Action Item. No action was taken. (03:36:52) VOUCHERS Commissioner Woydziak motioned to approve the vouchers for August 11, 2014, in the amount of $796,670.79. Commissioner Masterson seconded the motion. Motion carried 5-0. COMMISSION ADDS & ABATES There were no adds and abates. (03:37:17) OTHER ITEMS OF BUSINESS TO COME BEFORE THE BOARD OF COUNTY COMMISSIONERS Commissioner Woydziak will be attending a KAC Executive Board Conference in Dodge City, KS on August 21 st and 22 nd. Darryl Lutz, the Clerk s Office, and Commissioner Woydziak have been dealing with ongoing issues concerning Pleasant Township. Page 5 of 6
Commissioner Wheeler will be absent from the Board meeting on September 16, 2014. Commissioner Masterson will fill as Chairman to the Board on this day. Administrator Johnson cancelled a September business trip to Charlotte, NC due to a scheduling conflict. Administrator Johnson presented a request to the Board for a 1-day Cereal Malt Beverage License to be issued to Mike and Morgan Lakey for a wedding venue at 9236 Quivera Rd, Leon, KS. Commissioner Woydziak motioned to approve the 1-day Cereal Malt Beverage License request for the Mike and Morgan Lakey wedding on September 21, 2014. Commissioner Masterson seconded the motion. Motion carried 5-0. Administrator Johnson requested the Commissioners retire to the Conference Room to sign the 2015 Butler County Budget. FEMA is scheduled to meet on Wednesday, August 20, 2014, at the Augusta City Building at 9:00 a.m. and at the El Dorado City Building at 1:00 p.m. on the same day to discuss the Flood Plain Mapping Program. (03:46:04) ADJOURNMENT Commissioner Woydziak motioned to adjourn the meeting of the Board at 12:51 p.m. Commissioner Myers seconded the motion. Motion carried 5-0. Page 6 of 6