BUTLER COUNTY BOARD OF COMMISSIONERS Tuesday, March 14, 2017
CALL TO ORDER
Commission Chairman Jeff Masterson called the Butler County Board of Commissioners to order at 9:00 a.m. Present were Commissioner Marc Murphy, Commissioner Ed Myers, Commissioner Mike Wheeler, Commissioner Dan Woydziak, County Administrator Will Johnson and Clerk Recorder Chelsea McClure.
Pastor John Harms, First Southern Baptist Church, presented the invocation. APPROVAL OF MINUTES
Commissioner Woydziak motioned to approve the minutes of the Butler County Commission meeting for Tuesday, March 7, 2017 as written. Commissioner Murphy seconded the motion. Motion carried 5-0.
There were no public comments. (00:02:58)
ITEM #6 – OPEN PROPOSALS FOR THE HISTORIC COURTHOUSE FOUR PIPE REPAIR
Dan Ingalls, Facilities Management Director, came before the Board to open sealed bids for the purpose of repairing/replacing the heating and chilled piping system between the Historic Courthouse and the East Annex building. Staff will review the bids and return with a recommendation to the Commission for awarding a proposal.
Commissioner Woydziak motioned to accept the bids and directed staff to review and return with a recommendation. Commissioner Wheeler seconded the motion. Motion carried 5-0. (00:05:13)
ITEM #1 – SPOTLIGHT AWARD – LARRY CAMPBELL & RONDA PURSELLEY Will Johnson, County Administrator, came before the Board to present Larry Campbell & Ronda Purselley with the Spotlight Award and monetary gift. Mr. Campbell and Ms. Purselley were nominated for the award by Captain Eric Ramsey for their consistent, dedicated service to the Detention Facility. They both have developed an excellent working relationship with facility staff and have provided their best effort and truly demonstrated an ownership in their role at the Facility. Commission Chairman Jeff Masterson presented Larry Campbell & Ronda Purselley with the Spotlight Award.
Commissioner Murphy motioned to approve the Spotlight Award for Larry Campbell & Ronda Purselley along with a monetary gift from the County. Commissioner Myers seconded the motion. Motion carried 5-0.
ITEM #2 – RECOGNIZE MELODY GAULT FOR HER NATIONAL AWARD AS NATIONAL SERVICE ADVOCATE OF THE YEAR FROM THE VOICES FOR NATIONAL SERVICE
Crystal Noles, Department on Aging Director, came before the Board to recognize Melody Gault for her national award for advocacy for national service. The award recognized exemplary determination, creativity and results in building support for national service among our nation’s leaders. The Friends of National Service is an opportunity for Voices for National Service and the entire national service community to recognize leaders from the public, private, and non-profit sectors who have contributed to building a culture of citizenship, service and responsibility in America. Each award winner helped to raise public awareness of national service and elevate service as a national priority. Melody Gault is in charge of two programs within Senior
Corporations. Those programs are RSVP for the Foster Grandparent Program. Ms. Gault invited the Commission to the annual Volunteer Recognition on April 18th at the Point Event Center in Augusta, Kansas. No action was taken.
ITEM #3 – AUTHORIZE THE DEPARTMENT ON AGING TO ORDER AND PURCHASE A MINI BUS REPLACEMENT VEHICLE FOR THE 5311
Crystal Noles, Department on Aging Director, came before the Board for approval to order and purchase a 13 passenger wheelchair lift equipped mini bus for the 5311 General Public
Transportation as approved in the 5311 2015 Grant Renewal application through Kansas
Department of Transportation (KDOT). Due to its smaller size and capacity, along with increase demand, they asked to replace it early. KDOT allows for these replacements once the vehicle reaches 100,000 miles. The delivery can take up to 9 months from the order date. The current wheelchair lift equipped vehicle is becoming difficult to drive due to capacity and has
approximately 94,000 miles on it. The new vehicle would hold multiple wheelchairs as well. The bus would cost $61,335.00 and KDOT covers 80% of the total cost of all vehicles purchased under the 5311 Program which would bring the County’s total cost to $12,267.00. All costs are included in the CIP.
Commissioner Woydziak motioned to approve the Department on Aging Director to order and purchase a 13-passenger wheelchair lift equipped mini bus for the 5311 General Public Transportation at a cost not-to-exceed $61,335.00 as approved in the 5311 2015 Grant Renewal application through KDOT. Commissioner Murphy seconded the motion. Motion carried 5-0.
ITEM #4 – AUTHORIZE THE DEPARTMENT ON AGING TO ORDER AND PURCHASE A REPLACEMENT VAN FOR THE 5311 TRANSPORTATION PROGRAM
Crystal Noles, Department on Aging Director, came before the Board to order and purchase a Ford Transit full sized van for the 5311 General Public Transportation as approved in the 5311 2018 Grant Renewal application through Kansas Department of Transportation (KDOT). KDOT allows for these replacements once the vehicle reaches 100,000 miles. The delivery can take up
to 9 months from the order date. The minivan being replaced has over 100,000 miles on it. The new vehicle would have seating for 12 passengers and all 12 could be wheelchair seating if needed. Ms. Noles felt it would serve the needs of the department and the riders. The cost should not exceed $61,680 and federal funds would cover 80% of the cost. The County’s cost would not exceed $12,336.00. The money for the vehicles is in the Aging Reserve Budget and this project is included in the approved CIP. Commissioner Myers inquired about the difference in the mini-bus versus the full sized van. Ms. Noles stated KDOT is considering replacing all mini-buses with Ford Transits.
Commissioner Woydziak motioned to authorize the Department on Aging Director to order and purchase a Ford Transit full sized van for the 5311 General Public Transportation, at a cost not-to-exceed $61,680.00 as approved in the 5311 2018 Grant Renewal application through KDOT. Commissioner Wheeler seconded the motion. Motion carried 5-0. (00:28:26)
ITEM #5 – WORK SESSION: DISCUSSION ON EXPANDING TRANSPORTATION SERVICES WITH A PARTNERSHIP WITH SUSAN B. ALLEN MEMORIAL
Crystal Noles, Department on Aging Director, came before the Board to discuss expanding transportation services to include a partnership with Susan B. Allen Memorial Hospital (SBA). Ms. Noles stated SBA regularly sees transportation as an unmet need for many of their patients and felt it would make sense to partner with the County to help meet their client’s needs. The proposed expansion would allow the County to take people to appointments such as dialysis and cancer treatments and then take them home. The current system can take people to appointments, but they must stay until 4:00 p.m. which is difficult for some individuals. Ms. Noles stated they did a detailed cost analysis estimation of expanding the service to pick people up all over Butler County and transport them to El Dorado three days a week. The expansion would require the Department on Aging to hire another driver for approximately 27 hours a week. Ms. Noles stated the cost would be around $30,000 a year for wages, gas, maintenance, and vehicle replacement costs and SBA would provide the $30,000. Ms. Noles felt this would be a good opportunity and a good partnership and the Department on Aging would give SBA monthly reports on ridership. Commission Chairman Masterson asked what these people are currently doing for transportation. Ms. Noles stated they are not receiving the treatment or they’re going elsewhere. Ms. Noles talked about possibly donating a spare vehicle to the program. Commissioner Myers stated the program seemed like a good opportunity but questioned the possibility of the program becoming too wide spread and would also add wear and tear to County vehicles. Commissioner Myers felt they should support the program with caution. Ms. Noles stated she doesn’t see other entities approaching them about the expansion as a bad thing. Ms. Noles stated the program would be open to the general public not just the elderly. Commissioner Woydziak felt the expansion is a good idea and he would like more discussion as the process continues. No action was taken. (00:54:31)
Dan Ingalls, Director of Facilities Management, came back before the Board to recommend Waldinger Corporation for the purpose of replacing the HVAC pipes between the Historic Courthouse and the East Annex. Mr. Ingalls requested completion of the project by April 21st by the contractor.
Historic Courthouse 4 Pipe Bids
Five Star Mechanical Inc. $41,041.00
Waldinger Corporation $34,035.62
Commissioner Murphy motioned to award the bid to Waldinger Corporation in the amount of $34,035.62 for the purpose of replacing the HVAC pipes between the Courthouse and the East Annex. Commissioner Woydziak seconded the motion. Motion carried 5-0.
ITEM #7 – TALLGRASS PONY EXPRESS PIPELINE PROJECT- EL DORADO EAST EXTENSION – ROAD MAINTENANCE AGREEMENT
Darryl Lutz, Director of Public Works, came before the Board for approval of a road
maintenance agreement with Tallgrass Pony Express Pipeline, LLC related to the proposed 16” crude oil pipeline construction project from Towanda to El Dorado. The terms are identical to a previous road maintenance agreement the County and Tallgrass approved in 2013. The
agreement requires a $2,000,000 financial guarantee for road maintenance or repairs. The document was reviewed by Legal Counsel and was forwarded to Tallgrass for signature. The signed agreement was given to the Commission for approval.
Commissioner Wheeler motioned to approve the proposed road maintenance agreement with Tallgrass Pony Express Pipeline, LLC related to the planned 16” crude oil pipeline to be constructed through Butler County from south of Towanda to the tank farm west of El Dorado and authorize the Chair to sign. Commissioner Myers seconded the motion. Motion carried 5-0.
ITEM #8 – REGULATORY STOP SIGN RESOLUTION – AUGUSTA TOWNSHIP Darryl Lutz, Director of Public Works, came before the Board to request approval of Resolution No. 17-04, which would establish and authorize the installation of stop signs on SW Shumway Rd at the intersection with SW 120th St. in Augusta Township. Augusta Township requested a traffic study and engineering investigation for determination of a need for regulatory stop signs at that location. The appropriate study was conducted by the County Engineer’s Office and they came to the conclusion that stop signs should be installed. The resolution was approved by Legal Counsel. Mr. Lutz noted the township would be responsible for installing and maintaining the stop sign.
Commissioner Woydziak motioned to approve Resolution No. 17-04 to establish and authorize the installation of STOP signs on SW Shumway Rd at the intersection with SW 120th St. in Augusta Township and authorized the Chair to sign the resolution. Commission Chairman Masterson seconded the motion. Motion carried 5-0.
Darryl Lutz, Director of Public Works, came before the Board for approval of a request to Kansas Department of Transportation (KDOT) related to Butler County’s participation in the Federal Funds Exchange Program to receive available funds for the current federal fiscal year. In order for the State to spend federal dollars towards federal road and bridge projects, monies must be channeled through KDOT. The Federal Funds Exchange Program allows counties the option to purchase the value of federal aid from the State for ninety cents on the dollar; KDOT retains the remaining 10% for administrative fees. The amount of money available this year is down compared to previous years. This year $483,000 is available in federal funds which would exchange for $434,000 in payment to Butler County.
Commissioner Wheeler motioned to approve the KDOT Request to Exchange Federal Funds Form for Butler County to utilize available FFY 2017 Federal Aid Funds in the estimated amount of $434,404.95 for road and bridge construction projects. Commissioner Woydziak seconded the motion. Motion carried 5-0.
Commissioner Woydziak asked about the status of the stone arch bridge project. Mr. Lutz stated good progress has been made, the restoration work in the arch has been completed, and the wing walls are being rebuilt.
Commissioner Woydziak motioned to approve vouchers for March 14, 2017, in the amount of $232,165.48. Commissioner Murphy seconded the motion. Motion carried 5-0.
COMMISSION ADDS & ABATES
Commissioner Woydziak motioned to approve Adds & Abates #2640 dated March 14, 2017; Adds in the amount of $0.00 and Abates in the amount of $1,610.64. Commissioner Wheeler seconded the motion. Motion carried 5-0.
OTHER ITEMS OF BUSINESS TO COME BEFORE THE BOARD OF COUNTY COMMISSIONERS
Commissioner Wheeler inquired about the dedication to the Prairie Sky Solar Farm.
Commissioner Wheeler stated he would be going to the 96th Annual El Dorado Chamber of Commerce dinner tonight.
The Farm Bureau dinner is scheduled for March 16th at 6:30 p.m. Commissioner Wheeler noted he would not be in attendance.
Commissioner Myers inquired about the Incentive Program at the Detention Facility.
Administrator Johnson stated four new Detention Deputies have been hired and three passed their background test on Friday, March 10th. Administrator Johnson noted they have exceeded where they projected themselves to be at this time.
The Douglass Senior Center luncheon is March 21st.
The Austin Peters Group has started conducting interviews.
Administrator Johnson noted the Regional Economic Area Partnership (REAP) Executive Board met last week and did not want to offer a discounted rate for non-voting members and the issue would be back on the agenda March 28th.
Commissioner Woydziak motioned to adjourn the meeting of the Board at 10:28 a.m. Commissioner Wheeler seconded the motion. Motion carried 5-0.