BUTLER
COUNTY BOARD OF COMMISSIONERS
Tuesday,
October 23, 2001
Commission
Chairman, Bill Shriver, called the Butler County Board of Commissioners to
order. Present were Commissioners Randy Doll & Will Carpenter; County
Administrator, Jay Newton; and Commission Secretary, Marcy Zwall.
Darryl
Lutz, County Engineer, presented proposals for automated fuel dispensing
systems at the El Dorado & Augusta County Highway shops. One of the proposals is for a smart key with
a programmed chip at a cost of $13,862.93, which is what is installed on the
Augusta fuel tank. The other bid is
for a magnetic card swipe system, for $21,000.33, noting this would cover both
the El Dorado & Augusta tanks. Mr.
Lutz indicated that research has been done, and he has discovered that the
latter system can be programmed to use the new County Purchase cards. He also added that this has not been
budgeted for; therefore he recommended the system should be paid for out of the
General Fund. Commissioner Carpenter
commented that he felt the magnetic strip cards have more of a future than the
smart keys, so in the long run, the cards may be the better option. Commissioner Shriver agreed that if updating
were going to be done, it would be more beneficial to proceed with the more
“state of the art” card system.
Although he agreed that the cards would probably be around for a long
time, Mr. Lutz stated that he felt confident the smart keys would be used for
10 years or so. He requested the Board
consider that before they make their decision.
Commissioner Doll asked Mr. Lutz if it would be beneficial to seek bids
from other vendors. Mr. Lutz said that
a bid from the company installing the fuel system has allowed for a break in
the labor costs. Commissioner Carpenter
agreed that soliciting additional bids might be to the taxpayer advantage. Mr. Lutz voiced his concern about getting
this done in a timely matter.
Commissioner Shriver noted that there is a risk in having two different
vendors working together on this system.
In retrospect, he said that it probably would have been better to hold
off awarding the dispensing system bid before seeking an accounting
system. Mr. Newton suggested returning
to Hoidale and negotiating, prior to seeking bids from other vendors.
Commissioner
Doll moved to approve the proposals for the automated fuel dispensing system at
the El Dorado and Augusta County Highway shops, with the intention to accept
the proposed bids from Hoidale using the technology for the magnetic swipe
cards (Change Order, Option #2); subject to verification of the unit prices
proposed. Commissioner Carpenter seconded the motion. Motion carried 3-0.
Scott Stoskopf, Computer Services Administrator, presented & reviewed a contract for 2001-2002 for software & support with CIC, adding that this is an annual agreement. He stated that the 1999 taxes went on this system, and the County has been using their product since then. The Commissioners asked about the response time & quality of help received from the company. Mr. Stoskopf explained that overall he is pleased with CIC. Commissioner Shriver inquired further about the opinion of other Department Heads. Mr. Stoskopf answered that, while there have been complaints in the past, the majority are content with this service. He added that this is the only vendor that reserves a portion of the annual fee to pay for enhancements. Mr. Stoskopf reviewed numerous other counties also using this program.
Commissioner
Carpenter moved to approve the annual Peopleware Support Contract with CIC, to
be paid out of the Computer Service’s Contractual Services budget line item;
and allow the Chair to sign.
Commissioner Doll seconded the motion.
Motion carried 3-0.
Neal
Parrish, County Treasurer, & Denzel Wright, also of that department,
presented a list of delinquent mineral taxes for 1991, which had been
inadvertently omitted from the October 1st resolution. Due to this, they requested the resolution
be amended to abate said taxes.
Commissioner
Carpenter moved to amend Resolution 01-42 to include $204.69 (1991) in
Delinquent Mineral taxes; and allow the Chair to sign. Commissioner Doll
seconded the motion. Motion carried
3-0.
Grant
Helferich, Director of EMS, requested permission to seek bids to repaint the
EMS station.
He
noted that revenue has been caught up and expenditures cut to allow for this
cost.
Commissioner
Doll moved to authorize the EMS Director to seek bids to repaint the EMS
Station, and submit the bids to the Board.
This is to be paid out of the Capital Improvement line item in that
budget. Commissioner Carpenter seconded
the motion. Motion carried 3-0.
Commissioner
Shriver recessed the meeting for 10 minutes, at 10:00 a.m.
The
Regular Session was reconvened at 10:10a.m.
Joe
Kneib & George Zunter, representing Herzog Environment, Inc.; and Ron
Cornejo of Cornejo & Sons, presented a draft agreement for managing &
operating the Butler County landfill.
The gentlemen stressed that the agreement supports the intent to operate
in accordance with the Solid Waste Management Committee (SWMC) Plan, as well as
EPA & KDHE Regulations. This
includes prohibiting any out of county trash.
Said proposal sets a fixed price for operation, plus charges $4 per ton
above that cost. Moreover, Mr. Kneib
explained that the tipping fee will remain at the new $22 per ton & return
the $4 to the County for revenue. They
noted that prior to drafting this agreement, the SWMC Plan & budget was
review, so that operation could continue as it has. The proposal allows for the purchasing of County-owned &
leased equipment (to be valued at the average of their Contractor’s appraisal
& the assessment of the County Appraiser); assuming the utilities & any
employees wishing to make the transition with the intention of having 5-6
people for operation; future surveys, etc.
Mr. Newton indicated that the only expense of the County after the
transition should be Debt Service (bonds) for 5 more years, which is
approximately $200,000/year.
Currently
Herzog has managed numerous landfills nationwide, including the Brooks landfill
in Sedgwick County that closed 2 weeks ago.
Cornejo operates the Sedgwick County landfill at this time. Commissioner Shriver asked what type of
monitoring system would be used to ensure the incoming waste is only from the
County. Mr. Cornejo answered that,
while haulers currently have to certify their loads, there is no penalty for
out-of-county trash, adding that is a policy that must be set by the County
Commissioners.
The
Commissioners firmly stressed that the landfill will accept only Butler County
trash and operate in accordance with the permit issued to Butler County by the
Kansas Department of Health & Environment.
Mr. Kneib informed the Board that County’s Counselor, Norman Manley,
already has a copy of this draft for review.
Mr. Newton added that he & Mr. Manley met with these gentlemen
yesterday and have some issues to talk about.
The Board was asked to review the draft thoroughly so that any
additional changes or suggestions could be discussed.
Commissioner
Shriver moved to take a 10-minute recess at 10:53a.m. to prepare for an
emergency Public Building Committee Meeting.
Commissioner Carpenter seconded the motion. Motion carried 3-0.
The
Regular Session was reconvened at 11:03a.m.
· County Administrator Position: The Board reviewed the position summary & requirements of this job, prior to advertising for applicants. Various changes were made: some requirements were clarified or expanded upon & some were added.
· Resolution for Position: The Commissioners felt this needed to be revamped some, but immediate attention was not necessary. They wanted to address the ad first.
·
Position Advertisement: The Board reviewed the proposed ad &
made the desired changes. Mr. Newton
suggested placing the ad with the Kansas Association of Counties; Kansas League
of Municipalities; National Association of City/County Managers; as well as the
County papers & the Wichita paper.
Commissioner
Shriver moved, having no further business before the board, to adjourn the
meeting. Commissioner Carpenter
seconded the motion. Motion carried
3-0.