BUTLER
COUNTY BOARD OF COMMISSIONERS
Tuesday,
January 15, 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.
Augusta
City Manager, Bill Keefer, reviewed plans for a water line project for Augusta,
which would run along the rail line recently acquired by the County. In addition, he requested an easement for
said right-of-way. Martin Goedecke, City Engineer, presented a map of the
general layout of the water line and the rail line. The Board discussed how this proposal would affect future
potential easements, as the objective is to save as much right-of-way as
possible for future use. Mr. Goedecke
commented that the line would be approximately 3-5’ below the bottom of the
ditch, under existing pipelines. He
added that it is better to run pipelines parallel to each other, so as not to
interfere. Mr. Goedecke also noted that
the water line would be installed in casing.
Larry Powell of the Butler County Port Authority acknowledged that some
of the existing leases for the rail line outline the specifications for casings. Mr. Goedecke stated that he would use that
as a guideline. Commissioner Doll remarked that it was important that this was
the best location for the line.
Commissioner Shriver mentioned that maintenance was also an issue to
consider. The Board agreed that, since several, professional engineers had
reviewed this location, it must be the ideal one. Mr. Keefer added that consideration was made for future activity
on the rail line. The Commissioners
requested Mr. Newton to meet with Mr. Lutz to draft a generic agreement to use
as a template for future such issues.
Mr. Goedecke offered to supply them with the legal description, but
wanted to confirm if it would be a centerline agreement, lease, easement, or
what. The Board agreed that it should
allow for construction, the ultimate easement, as well as permission to
maintain. Mr. Goedecke indicated that
would constitute a centerline agreement with ingress & egress. Commissioner Carpenter inquired whether the
City of Augusta would consider taking care of the drainage problems while their
heavy equipment was in place. Mr.
Keefer responded that, while he wanted to cooperate, helping in this area
depended on the cost.
Commissioner
Carpenter moved to proceed in working with the City of Augusta to prepare an
agreement for an easement, use of right-of-way or lease contract for the
County-owned railroad property for the use of a water line. Commissioner
Shriver seconded the motion. Motion
carried 3-0.
Darryl Lutz, County Engineer, presented & reviewed the following items:
US 54/Santa Fe Lake Rd Right-of-way Acquisitions:
Mr. Lutz provided the appraisal reports on the rights-of-way for the US 54/Santa Fe Lake Rd intersection project, which was performed by Brian Shepherd of Wayne Willett Appraisal service. He reviewed the parcels to be acquired, including their locations.
Mr. Lutz indicated that the Commercial property was valued at approximately $1.66/square foot, while the other properties all appraised at around $5,000 per acre. He reminded the Commissioners that additional expenses would include the replacement of some barbed wire fence, abandoning 2 water wells and replacing them with one. Mr. Lutz also noted that KDOT would pay for 66% of the acquisition costs. The Board agreed these values seemed reasonable.
Commissioner
Shriver moved to approve the values given, and authorize Darryl Lutz to
negotiate purchases of the rights-of-way. Commissioner Carpenter seconded the
motion. Motion carried
3-0.
Landfill
Leachate Pump & Controls:
Mr.
Lutz requested permission to replace & upgrade the leachate pump &
controls for the landfill.
He
indicated that a new pump would enable more efficient re-circulation of
leachate and allow implementation of evaporation. Further, Mr. Lutz informed the Board that the control panel was
hit by lightening and new controls would eliminate the need to operate the
system manually.
Commissioner
Shriver moved to authorize Darryl Lutz to solicit at least 2 proposals for
replacement of the pump and controls for leachate at the Butler County
landfill.
Commissioner
Carpenter seconded the motion. Motion
carried 3-0.
Parallel Road
Traffic Count:
As
requested by the Board, Mr. Lutz performed a traffic count on Parallel Road by
Prairie Rose Chuckwagon (PRC), from December 10 through December 26, 2001. His report found that there is a base count
of 100 vehicles per day travelling on that stretch of road. He also discovered that during that period,
a peak business time, there was an average of 256 vehicles per day contributed
by PRC. Mr. Lutz added that a volume of
356 vehicles per day is moderately high for a township road, but not an
isolated occurrence. Commissioner Doll inquired what type of surface this
number warranted. Mr. Lutz responded
that a hard surface would be required, either the chip & seal or the hot
mix pavement. Moreover, he recommended
the pavement due to the lower maintenance costs. He added that since the Township spends about $1600/mile to
maintain a gravel township road, they were concerned about paying $2000 in
maintenance costs for this portion of road.
The Board acknowledged that the Township does not have the capabilities
to maintain a hard surface road, and suggested that the county take possession
of the road. Commissioner Shriver
pointed out that if this became a County road, the specification would have to
change to meet County standards (i.e. width, drainage, powerlines,
fencing). As requested, Larry Powell of
BCED reviewed the terms of the Tourism Grant (gift) and the CDBG Grant (either
half grant/half loan for 10yrs @ 2%, or 100% loan for 10yrs. @ 0%). Mr. Lutz reviewed the maintenance
costs: chip & seal would be about
$3-5,000/yr.; pavement would be $1,500-$3,000/yr. Commissioner Shriver noted that if the paving option was chosen,
the County maintains the road, Township pays $1600 & PRC pays the balance,
annually for the maintenance, everyone benefits. Mr. Powell and Brandi Ahlman stated they were confident that both
grants would be awarded. However, Ms.
Ahlman explained that another Public Notice & publication would need to occur
with the higher dollar amount, since the total project amount cannot be higher
than the figure published. Further, she
reminded the Board that a maintenance agreement must accompany the CDBG Grant
application before February 1st.
The Board acknowledged that the beginning of March was still realistic
for finalizing PRC’s Conditional Use Permit.
They also stressed the importance of Thomas Etheredge’s presence at the
public hearing (1/22/02).
Commissioner
Shriver moved to approve Resolution 02-03, regarding the application for
Development Block Grant Program; and allow the Chair to sign. Commissioner
Carpenter seconded the motion. Motion
carried 3-0.
Commissioner
Shriver moved to approve the agreement stating that there will be no
displacement of residents because of this grant application; and allow the
Chair to sign.
Commissioner
Carpenter seconded the motion. Motion
carried 3-0.
Administrator Newton presented a Letter of Engagement from Allen, Gibbs & Houlik, L.C. (AGH) for an audit of 2001 County Financial statements, to be approved by the Commission. He reminded the Board that it is mandatory for an audit on the federal grants as well as the standard operating budget to be performed. When asked, Mr. Newton verified that the adopting the “Cash Basis” method of accounting will save the county $20,000 or more in auditing fees. Commissioner Carpenter requested to seek bids for this task. Commissioner Shriver added that the Board should consider meeting with AGH to discuss their fee. Commissioner Doll requested that Mr. Newton invite Mark Dick of AGH to meet with the Commissioners next week, and bring names of other firms familiar with this auditing process.
Commissioner
Doll moved to table this Letter of Engagement in order to allow a
representative from Allen, Gibbs & Houlik to visit with the Board next
week.
Commissioner
Carpenter seconded the motion. Motion
carried 3-0.
Commissioner Shriver presented a letter of resignation from Shawn Schoenthaler, Trustee of Rock Creek Township. This was a result of a petition filed to recall Mr. Schoenthaler.
Commissioner Shriver moved to accept the resignation of Shawn Schoenthaler as Trustee of Rock Creek Township. Commissioner Carpenter seconded the motion. Motion carried 3-0.
CEREAL MALT BEVERAGE (CMB)
LICENSE
Administrator Newton advised the Board that the
Driftwood has decided against applying for the CMB License.
Commissioner Shriver moved to approve 2002 CMB License
#106 for Jeffie Rathburn, dba Allstop; and allow the Chair to sign. Commissioner Carpenter seconded the
motion. Motion carried 3-0.
PARKING DURING JUDICIAL
BUILDING CONSTRUCTION
Commissioner Carpenter announced that El Dorado City
Manager Stan Stewart has agreed to have the City paint the parking stripes as
requested. However, he has asked that
the construction workers be required to park on the construction site. Mr. Newton acknowledged that this was
already intended. Moreover, he noted
that the Christian Church has permitted County Employees to use their parking
lot.
Commissioner Carpenter moved to approve the Adds in the amount of +$13,090.28, and the Abates in the amount of -$5,947.41, with the approval #2082. Commissioner Shriver seconded the motion. Motion carried 3-0.
Commissioner
Shriver moved, to recess into Executive Session at 10:50a.m., until 11:20a.m.,
to discuss matters of individual non-elected personnel. In addition, having no further business
before the board, he moved to adjourn, immediately following reconvening the
Regular Session. Commissioner Carpenter seconded the motions. Motions carried 3-0.