BUTLER
COUNTY BOARD OF COMMISSIONERS
Monday, January 14, 2002
Commission Chairman Randy Doll called the Butler County Board of Commissioners to order. Present were Commissioners Bill Shriver & Will Carpenter; County Administrator, Jay Newton; and Commission Secretary, Marcy Zwall.
Commissioner Carpenter moved to approve the Butler County Commission Meeting minutes of Tuesday, January 8, 2002. Commissioner Shriver seconded the motion. Motion carried 3-0.
Commissioner Shriver moved to approve vouchers totaling $710,594.76, dated January 14, 2002, including vouchers for 2001 in the amount of $480,514.59, and for 2002 in the amount of $230,080.17. Commissioner Carpenter seconded the motion. Motion carried 3-0.
Commissioner Shriver moved to approve the Adds in the amount of +$113.14, and the Abates in the amount of -$11,065.30, with the approval #2081. Commissioner Carpenter seconded the motion. Motion carried 3-0.
As required by the CDBG Business Grant Application, approved by the Commissioners in December 2001, a Public Hearing was held for input, opening at 9:00a.m. & closing at 9:30a.m. The application was made on behalf of Prairie Rose Chuckwagon (PRC) to provide additional funding for the construction of a township road, which serves the area.
Bill Bolin, Executive Director of SCKEDD, and Brandi Ahlman, also of SCKEDD, were available for discussion on this matter. Mr. Bolin reviewed the probable amount and particulars of the grant application, noting that the double chip & seal procedure will most likely be the choice of road improvement. Further, he explained that the application must include the method & cost of maintenance. Commissioner Shriver commented that discussion is ongoing regarding maintenance, but the Board had told Thomas Etheredge, owner of PRC, to return the 1st of March to make a definite decision. Mr. Bolin stressed that a decision must be made before then, since the application is due the 1st of February. The Board acknowledged that the expense to maintain varied with each road improvement option. Commissioner Doll noted that tomorrow’s agenda includes discussions regarding PRC and inquired if a decision could be made at that time. All of the Commissioners stressed the importance of meeting with both Mr. Etheredge and County Engineer Darryl Lutz before making a decision. Due to the short notice, Commissioner Shriver asked if the application could include the more expensive maintenance option, reserving the right to lower that to the maintenance coinciding with whatever improvement method is chosen. Mr. Bolin acknowledged the possibility of this. After more discussion, the Board felt it more appropriate to schedule a meeting with Mr. Etheredge & Mr. Lutz at next week’s Commission meeting. If this could not happen, then the more costly maintenance option would be used in the grant application.
Commissioner Doll asked if any of the public in attendance had questions or remarks regarding this issue. Don Engels, of El Dorado, asked for clarification if the grant was a full grant or loan, and how PRC meets the grant requirement of creating or saving jobs. Mr. Bolin confirmed that the state would either loan and grant (50/50) the amount for 10 years at 2% interest, or loan 100% of the amount for 10 years at no interest. Also, he stated that Mr. Etheredge would have to close down his operation if the road was not improved, due to CUP requirements.
Commissioner Doll added that it was not the Boards desire to close PRC, though technically this could happen, but contrarily they wished to help Mr. Etheredge keep his business, but in compliance with county regulations.
Gina Thompson, Director of Big Brothers/Big Sisters presented an update of the program and the services it offers. Accompanying her was Jolene Heinhert, the mother of 3 children matched in the program, and Ann Carpenter, representing Leadership Butler. Ms. Heinhert commented that she works a lot, and thus this program has been very beneficial for her kids. Ms. Thompson explained that, after recruiting in Andover, the program would be active in Augusta, El Dorado, and the Bluestem & Flinthills areas, as well as Andover. She reminded the Board that the county funds about 1/3 of the program’s budget.
The Commissioners asked how Ms. Thompson promotes the program. She indicated that while some ads are published in newspapers, the best form of advertisement has been word of mouth, or testimonies from volunteers.
Ann Carpenter, Juvenile Justice Authority (JJA) Administrator, informed the Board that she has over $18,700 unexpended funds from grants awarded her department, including the Prevention Block Grant. Therefore, she requested to employ a part-time Clerk II with those funds. She indicated that while this employee would report primarily to her, she would make this person available to the Teen Court & Juvenile Intake Director as well.
Mrs. Carpenter added that office space is already available for this position. Commissioner Shriver indicated that he needed a bit more information before making a decision. The Commissioners requested a flow chart of all the employees covered by JJA, along with where funding is received for each. Commissioner Doll asked what would happen to the unexpended funds if not used for this. Mrs. Carpenter explained that if the money is not used by JJA, it goes back to the state. She added that the money could revert to the General Fund; support of why the funds are going directly to the County must be adequately given.
Commissioner Shriver moved to table this item until further information is received.
Commissioner Doll seconded the motion. Motion carried 2-0. Commissioner Carpenter abstained from voting on this item.
Connie Rausch, Director of Department on Aging, requested authorization to employ a part-time program coordinator for the Family Caregiver Support Program. She informed the Board that the wages and equipment would be funded entirely from the $26,897 grant awarded to her department. Ms. Rausch stressed the need for a coordinator to train caregivers to properly help their “patients”.
Commissioner Doll moved to approve the position description for the Family Caregiver Support Program Coordinator, Range 13, as provided. Commissioner Shriver seconded the motion. Motion carried 3-0.
· BNSF Documents: Larry Powell presented the Board with all original documents pertaining to this transaction, except the HUD Settlement Statement and the Appraisal report, to be received directly from Arthur Anderson Company. He explained that, while he will keep copies of the paperwork in his office, the originals would be kept in the Clerk’s office. Commissioner Shriver asked Mr. Powell to recap what portions of the rail line is now owned by the County. He responded that the County owns either by Fee Simple title or through a Quitclaim Deed, from the Sedgwick/Butler County line to mile marker 464.62; then from Augusta to mile marker 471, except .6-mile tract east of Augusta. The line from 471 to Beaumont is still owned by American Rails to Trails; however, Mr. Powell indicated that they are aware that the County might have an interest in possessing that, should they decide to abandon it. The Commission had some discussion with Mr. Powell how this line will be affected by the Wholesale Water line, including maintenance of the rail. Further, after reviewing the leases that were transferred, Commissioner Doll requested a spreadsheet of all the leases, their income amounts and expirations, from Mr. Powell. Mr. Powell said that the next step is to contract the development of the rail line. The Commission inquired why this is necessary when the county has a Port Authority established, and since it is very important that the County stay involved with the development of the line. Mr. Powell indicated that the Port Authority’s objective is to establish the program in relationship to the development of the line & the Brownfield project in Augusta. Further, he stated that this would enable the Pt. Authority to make the day-to-day decisions regarding the rail line, and keep the Commission from having to be that involved. Commissioner Shriver stressed that the reasoning behind taking title to the line in the County’s name was to keep the Commission involved. Mr. Newton added that Norman Manley initially commented that, even if the County takes title, someone would need to develop the rail line, and the Port Authority is the most appropriate. He did not feel this would exclude the County, but recommends an agreement between the two stating the responsibilities.
· Management Review Proposals: Commissioner Doll inquired about the status of acquiring a company to review management operations of all the departments. Mr. Newton indicated that he would provide a list of prospects, but was hoping to wait for the new Administrator in order to get them involved. Further, Mr. Newton commented that he hopes to review the personnel manual before the operations review is performed.
· Judicial Building Ground Breaking: Mr. Newton announced that he should be bringing contracts before the Board next week, but has yet to receive the excavation contract necessary to proceed. In addition, he is still meeting with the contractors regarding tearing down the Barnhill building.
· Employee Incentive Program: Commissioner Carpenter suggested developing an Incentive Program, specifically promoting an employee the month, resulting in an employee of the year. The Board supported this concept; however, Commissioner Doll stressed the need for an extensive set of guidelines to prohibit the political side of a program like this.
· Rock Creek Township: Becky Jenkinson, Rock Creek Township Treasurer, requested the opportunity to converse with the Commissioners about the appointment process of Township Board members. She stated that she and Township Clerk, Paul Stewart, intended to hold a meeting with the constituents on January 25th or February 5th to allow an opportunity for the constituents to voice their concerns, as well as receive any interested replacements for the Trustee position. Commissioner Shriver suggested advertising the Township Trustee opening in the township’s official newspaper, or the county’s. Further, he said, after reviewing the applicants, the Board could return to him with recommendations. County Attorney Jan Satterfield explained that she was present to discuss some of the issues of the petition, more specifically the method of appointment. Although she does not feel the appointment process was handled incorrectly, she suggested that the Board adopt a policy to ensure consistency in the future. Mrs. Satterfield recommended the policy include a definite resignation date, which would prompt immediate publication of the opening; verification of applicants’ backgrounds; and that the Commissioners review the applications & make appointments. Moreover, she stressed that it was not beneficial to have the Township Board make recommendations. The Commissioners all agreed that a policy would be appropriate, and asked Jay to get with Ron and Jan to establish one.
· Recall Petition Counselor: Jan Satterfield suggested that County’s counselor, Norman Manley, handle recall petitions in the future. Administrator Newton added that he has always felt the focus of the County Attorney should be prosecution. The Commissioners responded that each case could be examined individually in the future.
· Sheriff 2002 Salary: Commissioner Doll indicated that he had received a letter from Sheriff Stan Cox requesting to maintain his current pay and not receive the pay increase reflected in the resolution establishing 2002 salaries for elected officials.
Commissioner Doll moved,
having no further business before the board, to adjourn the meeting.
Commissioner Shriver seconded the motion.
Motion carried 3-0.