BUTLER COUNTY BOARD OF COMMISSIONERS

Tuesday, May 15, 2001

The Butler County Board of Commissioners was called to order by Commission Chairman, Bill Shriver. Present were Commissioners Randy Doll and Will Carpenter along with County Administrator, Jay Newton and Clerk Secretary, Marcy Zwall.

REPORT & RECOMMENDATIONS FROM J.E. DUNN & TREANOR ARCHITECTS

Dan Ferguson of J.E. Dunn Construction Co. & Dan Rowe of Treanor Architects submitted a summary of bids for the Butler County Jail, to be located in El Dorado, Kansas:

Pkg No. Description/Contractor Bid Total Costs

Supervision & Administration (JE Dunn) $491,504

Temporary Facilities (JE Dunn) $220,821

1200 Final Cleanup (Mid-America) $16,272

1500 Landscaping/Seeding (Owner Allowance) $14,560

2000 Site & Building Excavation (Saginaw Corp.) $364,770

2500 Site Utilities (Nowak Construction) $220,760

2550 Asphalt Paving (APAC-Kansas) $67,682

2800 Chain Link/Guard Rails (America Fence Co.) $42,650

3000 Site/Building Concrete (Belles & Assoc.) $725,000

3400 Pre-Cast Concrete (Prestressed Concrete Inc.) $2,222,922

4000 Unit Masonry (Hartman Masonry) $812,000

5000 Metal Fabrications (Confab, Inc.) $114,779

6000 Rough & Finish Carpentry (J.E. Dunn) $478,825

7100 Foundation Drainings System $20,085

7500 Roofing & Sheet Metal (Larry Walty Roofing) $270, 804

7900 Joint Sealants (Jacor) $149,623

8000 Glass & Glazing (Carter Glass) $300,077

9200 Drywall/Acoustical Ceilings (Midwest Drywall) $164,265

9300 Ceramic Tile (Vitztum Commercial Flooring) $9,275

9400 Epoxy Terrazzo (Desco) $5,000

9600 Resilient & Carpet (Vitztum Commercial Flooring) $43,575

9700 Seamless Flooring (Doores-Neufeld Co.) $33,113

9900 Painting (Hillman Painting Co.) $170,300

11000 Storage Conveyer (R.J. Kool) $15,859

11100 Laundry Equipment (R.J. Kool) $53,535

11200 Detention Equipment (Chief Industries) $747,300

11400 Food Service Equip. (Curtis Restaurant Supply) $180,998

15300 Fire Protection (Whitewater Fire Sprinkler) $202,164

15800 Plumbing & HVAC (Tri-State Plumbing Inc.) $1,984,277

16000 Electrical (Linder & Assoc.) $757,000

17000 Electronic Security (SW Communications) $707,085

BASE BID TOTAL $11,984,104

Budget was $14,000,000 (incl. Base bid of $12.1 million); Base bid ($11.9 million) & 5 Alternates ($415,548) equaled $13,743,827, allowing $256,173 available for contingency. Board discussed each Alternate:

No.1 – Interiors @ Work Release: finishes storage room for Work Release Program (WRP). Benefits: Adds to capacity by 24; No facility available now so WRP prisoners are housed with General Population; WRP not used as much now due to lack of WRP room; Current cost to farm out prisoners, due to WRP taking up cell space, is around $35-$45/day (Approx. $350,000/yr as per Stan last year).

No.2 – 900 KW Generator: supplies emergency electricity to heat & air systems, as well as & kitchen. Base bid generator only supplies electricity to security & emergency lights.

Commissioner Doll inquired about number of jails Mr. Rowe had built in the last 5 yrs, and, of those, how many had purchased the Emergency Generator. Mr. Rowe stated 4 jails built in 5yrs – all 4 purchased Emergency Generator.

No.3 – Asphalt Paving: paves drive; base bid allows a stone road, which could be a maintenance problem. Base bid allows for paved, curbed & guttered parking lots.

No.4 – 54 Turning Lane: REQUIRED by KDOT; this was not in base bid because J.E. Dunn was not aware of this was a requirement; therefore rolled into an alternate. This allows for a turning lane only, no light.

No.5 – Booster Pump: for water pressure. Mr. Rowe indicated that the facility should only need this if emergency drawing water to prison (major fire) AND high water usage in City. “Good insurance to have but chances remote” as per Dan Rowe.

Commissioner Doll suggested definite consideration of Alternates #1, #3 & #4 and reserve Alternates #2 & #5 to potentially add later. Mr. Ferguson indicated that Alt’s #2 & #5 would be the easiest to add later. The Commissioners discussed insurance requirements and premiums if omitting #2 & #5. Mr. Newton stated that the jail will be insured after occupation so no estimates yet – will meet codes & requirements without them.

Alt. No. Description Cost

#1 Interiors @ Work Release $169,765

#3 Asphalt Paving $101,403

#4 US 54 Turn Lane $39,570

ALTERNATE TOTALS $310,738

Mr. Rowe indicated that out of 4 jails built in last 5yrs, 3 came in on budget (Douglass County did not but was aware & agreed to changes); all 4 had contingency money come back. Board & Mr. Rowe and Mr. Ferguson also reviewed Section 2 (Contractor Bid Results); Section 3 (Value Engineering Considerations); Section 4 (Project Clarifications); and Section 5 (Schedule) of the summary given.

Commissioner Doll moved to accept the Base Bid Packages as reflected on the Contractor Recommendations page, dated May 14, 2001 ($11,984,104); plus three Alternates ) totaling $310,738: Alternate #1 (Interiors @ Work Release at $169, 765), Alternate #3 (Asphalt Paving at $101,403), and Alternate #4 (US 54 Turn Lane at $39,570; less the Value Engineering Components of $146,011; plus Owner Costs of $1,490,188; for a total Project Cost of $13,639,019. In addition, Commissioner Doll moved that Change Orders will be processed through Administrator Jay Newton &

Commissioner Will Carpenter – anything under $10,000 - final approval to be brought back to the Commission after the fact. Anything over $10,000 receives Commission approval prior to enactment. Commissioner Carpenter seconded. Motion carried 3-0

AMENDMENT TO CHRONIC DISEASE RISK REDUCTION GRANT

Carol Borger, Administrator of Health Department, reviewed an amendment to the Chronic Disease Risk Reduction Grant, for an additional $3,000.00, to be used for media events.

Commissioner Carpenter moved to accept the Community-Based Tobacco Use Prevention Program Grant, which is part of the Chronic Disease Risk Reduction Grant, and authorize the Chair to sign.

Commissioner Doll seconded the motion. Motion carried 3-0.

TITLE II GRANT FUND REQUEST FOR COMMUNITY CORRECTIONS

Chuck McGuire, Community Corrections Director recommended to the Board that the County Commission approve the application for OJJDP Title II Grant for request of vehicle purchase for transport of juvenile offenders placed in JA State custody by the District Court, in the amount of $15,000; and for additional funding for the salary of a part-time transport driver, in the amount of $5,200.

Commissioner Carpenter moved to approve the application of OJJDP Title II Grant for request of a vehicle purchase and part-time salary. Commissioner Doll seconded the motion. Motion carried 3-0

JUVENILE INTAKE & ASSESMENT APPLICATION FOR GRANTS

Kurt Jacobs, Teen Court Director, presented & reviewed information regarding the “Teen Court Grant Application” in the amount of $61,360;

Commissioner Shriver moved to approve the application for the Title II Grant, in the amount of $61,360, to support Teen Court. Commissioner Doll seconded. Motion carried 3-0

Sherrie Vaughn-Gregg, JIAS Director, presented & reviewed information regarding the “Electronic Monitoring Grant Application” in the amount of $56,743;

Commissioner Carpenter moved to accept the Electronic Monitoring Grant Program, in the amount of $56,743, and authorize the Chair to sign. Commissioner Doll seconded the motion. Motion carried 3-0.

Sherrie Vaughn-Gregg, JIAS Director, presented & reviewed information regarding the “Student Options to School Success Grant Application” in the amount of $79,877.

Commissioner Carpenter moved to accept the Grant Application for Student Options to School Success Grant, in the amount o f$79,877.

Commissioner Doll seconded the motion. Motion carried 3-0.

STONE ROAD EASEMENTS

Commissioner Doll moved to approve the temporary and permanent easements for the construction of improvements along Stone Road to serve the new county jail, and have all

three Commissioners sign. Commissioner Carpenter seconded the motion. Motion carried 3-0.

REQUEST TO VACATE COUNTY OWNED PROPERTY (BEAUMONT HOTEL PROPERTY EASEMENT FOR AIRCRAFT TAXI-WAY)

Dennis Schmidt, Broker of Mallard Real Estate, representing Linquist & Craig Hotels & Resorts, Inc.; and Phil Hughey, Assistant County Engineer, presented and reviewed information to request county vacation or granting of a county easement to use county owned right-of-way as an aircraft taxi-way to the Beaumont Hotel property.

The Commissioners support the concept; however, need additional information regarding county ownership of the property in question before proceeding with the request.

APPROVAL OF THE CERTIFICATE OF SUBSTANTIAL COMPLETION FOR BUTLER COUNTY/AUGUSTA PUBLIC SAFETY BUILDING

Carol Borger, Administrator of Health Department was present as Mr. Newton advised the Commission regarding the approval of the Certificate of Substantial Completion for Butler County/Augusta Public Safety Building, subject to completion of the Punch Lists. Commissioners requested an updated Punch List.

Commissioner Doll moved to table signing the document

Commissioner Carpenter seconded the motion. Motion carried 3-0.

Ms. Borger advised an Open House for the new facility to be held on Sunday, June 24, 2001, from 2pm to 4pm.

STATUTE REGARDING CITY EXPENSES FOR NON-COUNTY WIDE ELECTIONS

Ron Roberts, County Clerk, presented information regarding state statute for elections that do not involve every voter in the county. Mr. Roberts indicated that every city should have been billed for direct expenses incurred in each election that did not affect voters county wide. Mr. Roberts also submitted copies of the bills to be sent. These will allow the cities to budget for such future expenses. The Community College Board of Trustees election is county wide & coincides with cities holding elections in odd years; therefore said cities are exempt from these charges.

ADJOURNMENT

Commissioner Doll moved having no further business before the Board to adjourn. Commissioner Carpenter seconded the motion and carried 3-0.