BUTLER COUNTY BOARD OF COMMISSIONERS

Tuesday, June 1, 2004

 

Commission Chairman Will Carpenter called the Butler County Board of Commissioners to order at 9:00 a.m. Present were Commissioner Phil Anderson, Commissioner Randy Doll, Commissioner Mike Wheeler and Administrator Will Johnson Jr., and Recorder Clerk Toni Owen. Commissioner Bill Shriver was absent.

 

ITEMS OF BUSINESS

 

ITEM #1 – REVIEW STB DOCKET NO. AB-870 OFFICIAL NOTICE OF INTENT TO ABANDON PREPARED BY ATTORNEY KARL MORELL.

Larry Powell, Economic Development Director, came before the Board for approval to publish the Notice of Intent to abandon STB No. AB-870 prepared by Attorney Karl Morell. Butler County Commissioners implemented the abandonment of the 10.6 miles of rail line between milepost 483.62 at Augusta and milepost 494.22 near Andover in Butler County Kansas. The proceeding will be docketed with the surface transportation board. The filing fee of $2,800 is required to be filed with the STB NOI. No. AB-870.This is the next step in the process and upon publication starts the time frame that a business or person can file an Offer of Financial Assistance (OFA) to purchase the rail line.

 

Commissioner Doll motioned to approve publishing the Notice of Intent to Abandon STB NO. AB-870 one (1) time in the official County Newspaper and send a copy of the printed Notice with proper certification to Attorney Karl Morell. Further that the Commission approves the issuance of the filing fee in the amount of $2,800 and Larry Powell, Economic Development Director, will mail both the fee and the notice to Attorney Karl Morell. Commissioner Anderson seconded the motion.  Motion carried 4-0.

 

ECONOMIC DEVELOPMENT BOARD

Larry Powell and the Commissioners discussed the need to meet with the Economic Development Board. A time and date will be announced at a later time.

 

ITEM #2 –CONSIDER PURCHASE OF USED RECORDS RETRIEVAL SYSTEM FOR THE COUNTY ATTORNEY’S OFFICE.

Administrator Johnson came before the Board for approval to purchase a used records retrieval system for the County Attorney’s office. The department has investigated the alternatives to filing cabinets and shelves and has elected to utilize a records retrieval system. Records Retrieval Systems, Wichita, KS, has new and used systems. The cost of a used system is $6,200, which will be paid from diversion funds.

 

Commissioners Anderson motioned to approve the purchase of a used records retrieval system, from Records Retrieval System, Wichita, KS, in the amount of $6,200 for utilization in the County Attorney’s office. Commissioner Wheeler seconded the motion.  Motion carried 4-0.

 

ITEM #3-CONSIDER APPROVING THE NOTICE OF AWARD FOR A ROAD SURFACING AND TWO BRIDGE DECK REHABILITATION PROJECTS IN BUTLER COUNTY.

Daryl Lutz, P.E. Director of Public Works, came before the Board for approval for Notice of Award to Contractors for road surfacing work on Rose Hill Rd. and for bridge deck rehabilitation work on the West Branch Walnut River Bridge on NW 110th St. and on the Cole Creek Bridge on NE 85th St. north of El Dorado Lake. The low bid for the road surfacing work on Rose Hill Rd. was from Ritchie Paving, Wichita, KS in the amount of $240,676.69. The low bids for both bridge deck rehabilitation projects were from A.O. Steuber Construction Co., Topeka, KS in the amounts of $48,822.50 and $69,398.41. All of these bids were below the engineer’s estimate for these projects. These projects are budgeted for and are included in the road and bridge CIP adopted by the Board of County Commissioner in April 2003.

 

Commissioner Doll motioned to approve the low bid for the road surfacing work on Rose Hill Rd. with Ritchie Paving, for $240,676.69 and the low bids for both bridge deck rehabilitation projects on the West Branch Walunt River Bridge on the NW 110th St. and the Cole Creek Bridge on NE 85th St. located north of the El Dorado Lake, with A.O. Stueber Construction Co., Topeka, KS in the amounts of $48,822.50 and $69,398.41and allow the Chair to sign the contract. Commissioner Anderson seconded the motion.  Motion carried 4-0.

 

ITEM #4 –CONSIDER ADDITIONAL BRIDGE REHABILITATION PROJECTS IN BUTLER COUNTY.

Darryl Lutz, P.E. Director of Public Works, came before the Board for approval to negotiate bridge deck rehabilitation work on the May Branch Bridge on NW 150th St. The May Branch Bridge is located North of Potwin on NW 150th St., a main E-W county road. Mr. Lutz would like to consult with the A. O Stueber Construction Co, Topeka, KS to provide design services and to prepare detailed construction plans, for the May Branch Bridge. Due to the excellent bid prices received on two other projects, this project could be funded from funds in the Bridge Building budget. The estimated cost of this project is $55,000. Mr. Lutz will come before the Board after negotiation is completed.

 

Commissioner Carpenter motioned to approve Darryl Lutz, Director of Public Works, to negotiate with the A. O. Stueber Construction Co. to do work on the May Branch Bridge on NW 150th St. and return to the Board with a proposal. Commissioner Doll seconded the motion.  Motion carried 4-0.

 

FLINT HILL RD.

Darryl Lutz discussed different approaches in resurfacing the Flint Hills Rd. from Rosalia to Cassoday. The consensus of the Board is for Mr. Lutz to research the most cost efficient way to complete this project.  Mr. Lutz’s department is researching foam asphalt, along with other ways to surface the road and will return to the Board with the results of his research.

 

ITEM #5 –OPEN AND RECEIVE BIDS FOR COPIER LEASE PURCHASE PROGRAM FOR COUNTY OFFICES (10:00A.M.)

Scott Stoskopf, Computer Services Director, came before the Board for approval to open and review bids for a copier lease purchase program for the County offices. The schedule set for these bids was; May 11, 2004 the RFP’s were sent to 10 vendors, May 17, 2004 there was a meeting with all vendors to answer questions and June 1, 2004, at 10:00 a.m. was the deadline for proposals to be summated.

 

Commissioner Carpenter motioned to approve opening and reviewing bids for copiers and that Scott Stoskopf and the Copier Committee bring back a recommendation to the Board in two weeks. Commissioner Anderson seconded the motion. Motion carried 4-0.

The bids are as follows:

                                                                                                                          Maintance

Cost Per Copy

Bidder              13PPM            22PPM            50PPM            Color/B&W    B&W/Color

RK Black            1,290               2,839               10,400             6,869               .0057/.060

BSI                     924                  5,525               9,680              8,767               .098/.120

Image Quest            2,293               5,446               9,397               10,955             .0089/.089

Galaxie 1,959               6,093               10,083             9,485               .008/.065

IKON              1,388               3,695               7,351               8,115               .0079/.075

Danka              813.50             2128.80            9013.85            7,969.70            .0075/.0871

Imagistics            921.70             5,332.75            6,578.00          11,839             .006/.60

Note these bid prices are not adjusted to reflect like options. IKON and Image Quest only bid 45ppm, instead of 50ppm. Imagistics and Danka bid alternate maintenance cost.

 

ITEM#6-RECEIVE RECOMMENDATIONS AND CONSIDER APPROVAL ON COUNTY WORKERS COMPENSATION AND PROPERTY/CASUALTY INSURANCE.

Administrator Johnson came before the Board for approval to receive recommendations on County workers compensation and property/casualty insurance. Mr. Johnson recommended Insurance Center Inc. (ICI/EMC) provide workers compensation and property/casualty to the County. In the proposal from KWORC, the difference from EMC was the moving of noxious weeds to a separate category and the exclusion of terrorism coding.  Mr. Johnson’s decision to recommend continued coverage with ICI is based on the experience the County has in claims and longevity. The risks that would be taken do not warrant the change in companies from a fully insured plan to a pool plan where the County would make up 5% of the total aggregate value of the pool. The policy period is June 1, 2004 to June 1, 2005 and the policy cost is $168,202.

 

Commissioner Carpenter motioned to accept the recommendation to continue workers compensation and property/casualty insurance with ICI/EMC, at the proposed cost of $168,202. Commissioner Anderson seconded the motion. Motion carried 4-0.

 

APPROVAL OF MINUTES

Commissioner Doll motioned to approve the Minutes of the Butler County Commission Meetings of Monday, May 24, 2004 and Tuesday, May 25, 2004. Commissioner Anderson seconded the motion.  Motion carried 4-0

 

APPROVAL OF VOUCHERS

Commissioner Carpenter motioned to approve the vouchers in the amount of  $390,171.77.  Commissioner Doll seconded the motion.  Motion carried 5-0.

 

OTHER ITEMS TO COME BEFORE THE BOARD

Commissioner Doll asked about the application process for the vacant Planning & Zoning Director position. Administrator Johnson stated that the application process closes next week.

 

Don Engels came before the Board to voice concerns about the County’s purchasing process. He stated that Ron Roberts, County Clerk should stop looking for a policy, because there was not a County policy for taking bids. Mr. Engels stated that bids had not been taken on the records retrieval system purchased for the County Attorney’s office

(agenda item # 2) and the negotiation process for the May Branch Bridge project (agenda item #4). Administrator Johnson stated that agenda item # 2 was to purchase used items and agenda item #4 did not need bids, because of a change order to utilize a unit price, from a previous bid.

 

Commissioner Carpenter reminded the Board of the meeting at the Potwin Community Building, June 8, 2004, at 7:00 p.m.

 

Administrator Johnson announced that the Wind Farm Litigation had been dropped by Mr.Murfin.

 

Commissioner Carpenter stated that he would like to send Larry Powell to a Brownsfield workshop.  This workshop is to learn about utilizing old oil refinery land, for possible developments.

 

Administrator Johnson stated that Hickory Township had a vacant township clerk position and asked Commissioner Wheeler if he knew of anyone interested in being appointed.

 

The Commissioners discussed the Beaumont Water Tower Festival, June 5&6, 2004.

Commissioners Wheeler and Anderson will attend the Veteran’s Breakfast on June 5.

 

Darryl Lutz announced that the Hwy 77 road project would be completed in 3 weeks. There will be a ribbon cutting ceremony announced later.

 

Administrator Johnson announced that Commissioner Anderson was nominated for Leadership Butler.

 

ADJOURN

Commissioner Anderson motioned to adjourn the meeting of the Board on June 1, 2004 at 11:10 AM.  Commissioner Wheeler seconded the motion.  Motion carried 4-0.