BUTLER
COUNTY BOARD OF COMMISSIONERS
Monday, September 17, 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.
Commissioner Doll moved to approve the Butler County Commission Meeting minutes of Monday, September 10, 2001, and Tuesday, September 11, 2001, and the Public Building Commission Minutes of Tuesday, September 11, 2001. Commissioner Carpenter seconded the motion. Motion carried 3-0.
Commissioner Carpenter moved to approve vouchers totaling $323,718.81, dated September 17, 2001. Commissioner Doll seconded the motion. Motion carried 3-0.
Connie Rausch, Director of Department on Aging, reviewed a proposed agreement with Sedgwick County for Central Plains Area Agency on Aging administration. She noted that an administration fee has been paid annually for almost two decades, until 1998. At that time Mr. Newton requested Ms. Rausch to produce a written agreement so that he might review the terms. When she informed him that there wasn’t one, he told her to cease payment until this was resolved. Now, Butler County is being billed for 2000, in the amount of $5620, as well as an increased amount for 2001 of $8764. Commissioner Doll stated he did not think these amounts should be paid, since there was not contractual agreement. Commissioner Shriver noted that if this is a fee that has been traditionally paid, it should continue to be paid. All Commissioners felt a written agreement was necessary.
Commissioner Shriver moved to authorize the Department on Aging to pay the $5,620 Administration fee for Fiscal Year 2000; sign the contract, provided Norman Manley approves it; and agree to pay the $8,764 Administration Fee, thereafter, based on an 8% charge. Commissioner Carpenter seconded the motion. Motion carried 3-0.
While Ms. Rausch was present, the Commissioners asked to briefly discuss the Senior Centers. Commissioner Shriver suggested Ms. Rausch help the Centers find alternative sources of income. Further he asked her how the distribution of funds is decided. Ms. Rausch indicated that there is a Council on Aging (12-member Advisory Board) that determines how much money each Center receives. However, she suggested that the member number be reduced to encourage countywide representation, since currently each member seems to be representing his or her Senior Center. Ms. Rausch provided information from Harvey County on how they handle their Centers & distribution of funds. She also volunteered to bring a 3 or 5 year Plan with different scenarios. Commissioner Shriver stressed the importance of her Council’s support of this as well.
Jay Newton reviewed the background of the Teen Court Supervision Officer (Range 10) position. He reminded the Board that the Title II Grant application, which funds the Teen Court Program, was approved in May. Further he stated that, while the money to employ this position does not come out of the County budget, the County Commissioners must approve a job description. Mr. Newton presented a proposed description and pay range to the Board.
Commissioner Doll moved to approve the position description of Teen Court Supervision Officer, Range 10 – first step, a part-time position provided for in the 2001 Title II Grant for the Teen Court Program. Commissioner Shriver seconded the motion. Motion carried 3-0.
The Commissioners recessed until 10:05a.m.
The Board reconvened the Regular Session at 10:05a.m.
Pam Dunham, Director of Mapping, reviewed the portions of the agreement between Butler County & GDT, which County Counsel Norman Manley has been modifying. He was not comfortable with the verbiage “provide GDT with aerial photography or satellite images as available. It has been rewritten to say “…at agency’s (Butler County) discretion.” Mr. Manley wanted to stop at “or”, since the wording could be construed as providing either one of the types of imaging but not NO imaging. GDT has stated that they will not rewrite the contract again, assuring Ms. Dunham that they mean the agency could either provide an image or not. She feels confident in the agreement and GDT’s interpretation of it. Mr. Newton also supports this, stating that there is also a disclaimer in this agreement providing for no liability on either party’s part. Commissioner Shriver added that either party might terminate the agreement with 5 days notice. Therefore, all the Commissioners agreed to this contract, and it was signed.
Darryl Lutz, County Engineer, reviewed his recommendation that was approved last week to purchase the Caterpillar equipment. Kelly Haworth, GW Van Keppel, both by letter & at the meeting, voiced his concerns regarding the decision made. He argued that not only was his equipment cheaper, it met Mr. Lutz’s specifications & it was the lowest bid. After heated discussions, Commissioner Shriver informed Mr. Haworth that the Board felt confident with the decision made, as well as the research behind the recommendation made.
Ron Roberts, County Clerk, presented a Purchase Card agreement, with Commerce Bank for the Butler County Purchase Card, to be approved by the Board. The term would be
for a minimum of a year, with a 90-day termination notice after that. There is no minimum purchase amount, and there is a discount offered when prompt payment is made. The Bank has requested a County Resolution stating who is permitted to make adjustments on the account.
Commissioner Doll moved to approve Resolution 01-38, which allows Butler County to open a Credit Card account at Commerce Bank; and authorize the Chair to sign.
Commissioner Carpenter seconded the motion. Motion carried 3-0.
The Board briefly reviewed their “To Do” list (kept in the Commission Meeting Room).
- Operational Review - Jay noted he had two companies he had found for this. The Board opted to discuss this next week.
- Railway Line – Commissioner Shriver noted he had a meeting with the City of Augusta tonight & will update them.
- Brownfield Project – Commissioners stated this would be a long-term deal. Mr. Newton stated his concern about Augusta’s lack of involvement. Commissioner Shriver noted he felt they were relying on Larry Powell, Director of BCED.
- Wholesale Water District – the Board reiterated the need for El Dorado & Augusta’s involvement. They also felt that a work session would be needed after the Bullet Points were received from Mr. Bailey. Mr. Newton said he would check on the status of those.
- Old 54 Hwy – Should be hearing on this, since a firm should be working on a cost estimate.
- Disaster Walk-Thru – The Board agreed that this definitely needs to be done.
- Conflict of Interest Policy – need to get that back & review.
- Sales Tax – Commissioner Doll acknowledge this needed to be researched & discussed as another revenue source option.
- Recycle Program – Commissioner Shriver said he felt some progress has been made with the help given to El Dorado. Engineer’s office is reviewing it further.
- Bridlewood Disposition – Commissioner Doll said still waiting to hear back from the attorney.
- Purchase Card Program – Decided on today. Further, Mr. Newton informed the Board that Departmental training sessions will be held.
- FD#1 & Andover – This has been diverted to the city for now. Mr. Newton said he is having a meeting tomorrow regarding this matter.
- Copy Fee Policy – Mr. Newton reminded the Board that this will be addressed after Neal Parrish, Treasurer Elect, comes into office.
- Financial Investment Policies – Commissioner Shriver commented that the Treasurer needed to be involved with Mr. Newton on this. In addition, Commissioner Doll volunteered after the Chairman suggested a Commissioner needed to be in on this, too.
- Unit System of Government – This item was deleted.
- Buildings & Grounds (Maintenance Schedule & Inventory) – This item was added.
Jay Newton reviewed the County’s current Health Insurance costs, both by the County & by the employees. He informed the Board that the premium pays a percentage to administration fees (unchanged), a percentage to insurance related expenses, and a reserve fund to cover any cost overrun. He noted that the County’s expenses were 127% premium. Thus, the insurance company dipped into our reserve fund to compensate for that. Further, he noted that if the County went with another company, the reserves would be reimbursed. Also, prescription drugs costs have increased. Therefore, he presented a financial/benefit review and options, for 2001-2002 (attached), to be studied & discussed by the Board. He noted that the decrease in premiums in the past was due to negotia-tions, but primarily because of usage.
Mr. Newton also presented a tentative 4th Option: Increase direct cost to employees. This would raise the expense of those paying $30 a pay period to $35, & singles’ payment, who currently pay nothing, to $15.
Mr. Newton, answering Commissioner Doll’s inquiry, stated that he did not see a problem with the County bidding insurance every three years. However, staying with one company would allow a fee, & benefits, to be locked in. He reiterated to the Board that a cost increase by the County’s current insurance carrier is a result of the County’s amount of claims. Thus, he encouraged the Board not to make a decision based on just a rate increase. He also challenged the Board to review the documents he provided promptly, so he could return for discussion, & possibly recommendation, in the near future. The Commissioners agreed that, due to insurance being such a large expense, Mr. Newton should solicit bids from other companies, while reviewing the proposed options.
Commissioner Shriver moved to recess into Executive Session until 12:30p.m., to discuss performance matters of non-elected personnel. In addition, having no further business before the board, he moved to adjourn immediately following reconvening the Regular Session. Commissioner Doll seconded the motion. Motion carried 3-0.