BUTLER COUNTY BOARD OF COMMISSIONERS Tuesday, November 23, 2010

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1 BUTLER COUNTY BOARD OF COMMISSIONERS Tuesday, November 23, 2010 CALL TO ORDER Commission Chairman Bruce Harris called the Butler County Board of Commissioners to order at 9:00 a.m. Present were Commissioner Jeff Masterson, Commissioner Peggy Palmer, Commissioner Mike Wheeler, Commissioner Dan Woydziak, County Administrator Will Johnson, Jr., and Clerk Recorder Tammy Bridges. PUBLIC COMMENTS There were no public comments. ITEM #1 CONSIDER APPROVAL OF THE SENIOR CENTER CONTRACTS FOR 2011 Crystal Noles, Department on Aging Director, came before the Board for approval of the Senior Center Contracts for The contracts have been revised to include changes that reflect each Center s funding for 2011, according to the approved 2011 budget. Contracts outline due dates for 2012 budget requests, quarterly report deadlines for 2011, and proof of 5013C status if applicable with copies of their 990s to be submitted with their annual budget requests. Contracts include the 2011 Senior Center Standards and each Centers current level and obligations within the Standards. Other changes include additional language requiring financial statements to be included with quarterly reports, and a requirement of an internal audit at least once a year, with these results reported to the Department on Aging Director each year. Commissioner Wheeler motioned to approve the 11 Senior Center Contracts for 2011 and allow the Chair to sign. Commissioner Woydziak seconded the motion. Motion carried 5-0. ITEM #2 CONSIDER APPROVAL FOR THE AUTHORIZATION OF FUNDS TO MEET THE FEDERAL VICTIMS OF CRIME GRANT MATCH REQUIREMENT Darrin Devinney, Assistant County Attorney, and Joe Penney, Assistant County Attorney, came before the Board for approval to take advantage of a Victims of Crime Grant and permit the hiring of an additional full time employee and authorize the funds to meet a 20% grant match. This grant has been awarded to the Office through the Kansas Governor s Grants Program and will allow the office to meet challenges in the fields of victim services and witness coordination. The Board was favorable of this as long as grants are in place. Administrator Johnson said it should be understood that should the grant not be there, the position could be in jeopardy. Mr. Devinney expressed the importance of this position. Commissioner Palmer asked how the department would fund this position in the case of the grant not being available. He stated that diversion funds may be available and if the Commission will not fund that 20%, it would have to be stripped from other areas or possibly, another position would be eliminated. Commissioner Woydziak motioned to approve the Butler County Attorney s request to hire an additional full time employee with 80% being funded through the grant and 20% being funded through the County. Commissioner Harris seconded the motion. Motion carried 5-0. Commissioner Woydziak asked for a report on the annual diversion amount collected. Page 1 of 5

2 ITEM #3 CONSIDER APPROVAL TO AUTHORIZE STAFF TO SOLICIT PROPOSALS FOR TAX CREDITS Will Johnson, County Administrator, came before the Board for approval to authorize staff to solicit proposals for tax credits. As part of the Courthouse remodel project, Butler County is eligible to receive tax credits for 15% of the value of the work done on the Courthouse. The County can then sell those tax credits to private companies, normally for a percentage of the overall tax credits available. Butler County has been approved for $55, in tax credits from the State Historical Preservation Office. Commissioner Woydziak motioned to approve the request for proposals for tax credits. Leonard Casey, SW Hwy 77, Augusta, and his mother, Mary Casey, joined the meeting with questions regarding the Augusta Senior Center. Commissioner Woydziak provided history about the issues at the senior center and stated the level of service should be maintained. Mr. Casey stated he would miss the director. Mrs. Casey commented that the senior center meetings do not have a sense of parliamentary law, but she does appreciate the senior center and shuttle bus. Commissioner Palmer said this has been a learning process for the senior center board and should see more involvement from local people. ITEM #4 CONSIDER APPROVAL OF THE REPLACEMENT AND INTEGRATION OF HEALTH AND EXTENSION PHONE SYSTEM WITH COURTHOUSE VOIP SYSTEM Scott Stoskopf, Computer Services Director, came before the Board for approval of the replacement and integration of the health and extension phone system with courthouse VoIP system. The Health Department can see a monthly savings of over $100 and it s possible for the Extension Office to see a monthly savings as well. ISG Technology, the provider of the County s VoIP phone system has quoted $25, for hardware and installation assistance. Computer Services staff will do most of the work, and the full cost of the project will be funded by the Health Department Capital Improvement Fund. Commissioner Masterson commented that the Courthouse phone system should be paid off before converting the other offices. Commissioner Palmer said the economy is fragile and felt we should delay spending. Commissioner Palmer said she would not support this and wants to see what will happen at the state and federal level regarding reductions in programs. Mr. Stoskopf stated because of the policies in place, it would take 30 days to fix anything that would cost over $5,000 and they could be without phones for that period of time. Commissioner Masterson said he isn t concerned about not having the cash, but the request needs to move from the want column to the needs column. Commissioner Wheeler motioned to approve the replacement of the Health and Extension phone system at a cost not to exceed $25, Commissioner Woydziak seconded the motion. Motion carried 3-2. Commissioners Masterson and Palmer voted no. RECESS Commissioner Harris recessed the Board at 10:03 a.m. for 11 minutes. RECONVENE Commissioner Harris reconvened the Board meeting at 10:14 a.m. Page 2 of 5

3 ITEM #5 CONSIDER APPROVAL OF CONTRACTS FOR 2 BRIDGE STRUCTURAL REPAIR PROJECTS IN FAIRMOUNT TOWNSHIP Darryl Lutz, P.E., Director of Public Works, came before the Board for approval of contracts for two bridge structural repair projects in Fairmount Township. These projects are included in the adopted CIP. Commissioner Harris motioned to approve the contracts with King Construction Co., Inc., Hesston, KS for bridge repair work for Project No. BR 5E (10) in the low bid amount of $21,500 and for Project No. BR 14N (10) in the low bid amount of $20,500 and to authorize the Chair to execute both contracts. Commissioner Masterson seconded the motion. Motion carried 5-0. ITEM #6 CONSIDER APPROVAL OF A CONTRACT WITH KDHE FOR ADDITIONAL FUNDING FOR RECYCLING E-WASTE CONTAINING CATHODE RAY TUBES Darryl Lutz, P.E., Director of Public Works, came before the Board for approval of a contract with KDHE for additional funding for recycling e-waste containing cathode ray tubes (CRT). He said the original operating grant program expired in October. Currently Butler County pays for transportation of all e-waste collected for recycling and pays $0.25 per pound for management of items with CRT. Our vendor has agreed to reduce the recycling charge on CRT s from $0.25 per pound to $0.15 per pound up to $15,000 per year. In addition to the recycling cost for CRT s, Butler County will have transportation costs to pay. To help offset other costs associated with E- waste recycling, Butler County is consolidating household hazardous waste operations with the E- waste operation. Commissioner Masterson motioned to approve the contract with the KDHE to receive reimbursement for recycling of CRT s in the amount of $0.15 per pound for a maximum amount of $5,000 per 4 months and to authorize the Chair to sign the contract. Commissioner Woydziak seconded the motion. Motion carried 5-0. Commissioner Masterson asked if there was an update on the trash situation in Andover. Mr. Lutz noted the City of Andover is working with Stutzman Refuse and Waste Connections to divert their entire waste stream over to the Butler County Landfill. Mr. Lutz noted that Bel Aire is not an option at this time. ITEM #7 CONSIDER A RESOLUTION PLEDGING PARTICIPATION BY THE COUNTIES IN THE SOUTH CENTRAL KANSAS ECONOMIC DEVELOPMENT DISTRICT, INC. (SCKEDD) Will Johnson, County Administrator, came before the Board for approval of a resolution of participation (no resolution number is required) by the counties in the South Central Kansas Economic Development District (SCKEDD). SCKEDD provides assistance to the county for economic development purposes for such activities as small business loans, CDBG administrative services and business recruitment for the area. The cost for SCKEDD membership is $0.17 per capita, which equates to approximately $10,880. This amount is to be paid from both the Economic Development Department operating fund and General Administration. Commissioner Palmer asked for an update on those being helped with these programs. Page 3 of 5

4 Commissioner Harris motioned to approve the resolution of participation by the counties in the South Central Kansas Economic Development District, Inc., and allow the Chair to sign. ITEM #8 CONSIDER ALLOWING STAFF TO SOLICIT REQUEST FOR PROPOSALS FOR WINDOWS BASED TAX SYSTEM Will Johnson, County Administrator, came before the Board for approval to solicit Request for Proposals (RFP) for the Butler County Windows Based Tax Software. Staff recommends obtaining RFPs from CIC and Manatron. The project is expected to cost between $125,000 and $150,000 and will replace the existing AS400 system. Butler County is the only county left on the AS400 system. There was discussion about pros and cons of the windows based tax system. Commissioner Woydziak motioned to approve the solicitation of Request for Proposals (RFP) for the Butler County Windows Based Tax Software. Commissioner Harris seconded the motion. Motion carried 5-0. COMMISSION ADDS & ABATES Commissioner Masterson motioned to approve Adds & Abates #2461 dated November 23, 2010; Adds in the amount of $2, and Abates in the amount of $8, Commissioner Woydziak seconded the motion. Motion carried 5-0. OTHER ITEMS OF BUSINESS TO COME BEFORE THE BOARD OF COUNTY COMMISSIONERS Commissioner Palmer commented about the senior center contracts and said the Commissioners did a good job today enhancing the contracts to make them workable for the senior citizens. She stated the Commissioners are responsible for enforcing the contracts and could have done a better job over the last few years. Commissioner Woydziak noted that we changed these contracts four years ago and have been in a learning process to get everyone up to speed on what is required. We also had a director change three years ago and she has been working hard to get these folks to understand. Administrator Johnson stated the fire districts would need to be addressed as well. Commissioner Woydziak mentioned township audits. Commissioner Palmer wanted to clarify that comments that were made were not the facts. She said she never would share information that was not in an open meeting and there was nothing wrong or inappropriate with her involvement or discussion. Commissioner Harris motioned to approve sending a letter to Mrs. Dee Garrett, Augusta Senior Center Board President. Commissioner Woydziak noted Rose Hill and Douglass are thinking about expanding their Neighborhood Revitalization Program like El Dorado s program. Administrator Johnson said the City of Augusta is also interested. Administrator Johnson will the administrators of those cities stating criteria and the need for consistency. Administrator Johnson stated the Board would review the wind farm fund requests next week. Commissioner Palmer wished everyone a Happy Thanksgiving. Page 4 of 5

5 Administrator Johnson reviewed voucher questions of the Board. Mr. Lutz asked the Commission to approve Les Stalnaker s nomination as County Weed Supervisor. Commissioner Harris motioned to approve the nomination of Les Stalnaker as County Weed Supervisor. Mr. Lutz mentioned a letter from a constituent to the Commissioners about a matter between the landowner and contractor concerning a pond. Mr. Lutz will respond. Mr. Lutz informed the Commissioners that he will be obtaining information about replacing the heating system in the North Shop. ADJOURNMENT Commissioner Woydziak motioned to adjourn the meeting of the Board at 11:41 a.m. Page 5 of 5