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Commission Board Meeting on Wed, January 25, 2017 - 4:00 PM

Meeting Agenda: 

 

WEDNESDAY, JANUARY 25, 2017
4:00 p.m.

-Consider approval of the minutes for January 4, 2017

CONSENT AGENDA
(1) (a)  Consider approval of Commission Orders;
 (b) Consider approval of annual service and maintenance contract for DGCO Emergency Communications (Randy Roberts); 
 (c) Consent Agenda authorization to solicit bids for pavement marking services Project No. 2017-07 (Keith Browning);
(d) Consent Agenda approval of resolution establishing 35 mph speed limits E 1550 Road from N 1100 Road to N 1175 Road and N 1175 Road from Route 1055 to E 1550 Road (Keith Browning);
(e) Consent Agenda approval of resolution establishing 45-mph speed limit Portion of Route 1055 south of N 1250 Road (Keith Browning); 
(f) Consent Agenda approval of resolution establishing 45-mph speed limit for Portions of E 1350 Road and E 1400 Road south of N 1250 Road (Keith Browning); and
(g) Consider recommendation of vehicle purchase for Sheriff’s office (Ken McGovern).

REGULAR AGENDA
(2) Authorize the County Administrator to enter into an agreement with the City of Lawrence to finance 50% of the costs of the Community Health Building energy upgrades as part of the FCIP project, and to make payments to the City over three years (2017, 2018, 2019) (Eileen Horn)

(3) Receive Energy Management Policy and authorize the County Administrator to implement the policy. (Eileen Horn)

(4) Reinvestment Fund, and authorize transfer of $30,629.41 (annual energy savings) from end of-year fund balance to the SESRF within Equipment Reserve.  (Eileen Horn)

(5) Consider approval of a contract with SunGard Public Sector, Inc. and Socrata, Inc.  in the amount of $24,393.76, which includes $7,900 in one-time expenses, and $16,493.76 ongoing expenses, for services and software to support the county’s annual budget reporting and communications efforts (Jill Jolicoeur) 

(6) (a) Consider approval of Accounts Payable (if necessary)  
 (b) Appointments
 -Board of Construction Codes Appeals (1) position 12/15
 -Planning Commission (1) position to fill unexpired term
 -MPO Bicycle Advisory Committee (2) positions
 -Community Corrections (2) positions
 (c)  Public Comment
 (d)  Miscellaneous  

(7) Adjourn

 

Related Document(s): 
Meeting Location: 
County Courthouse
Street Address: 
1100 Massachusetts St, Lawrence, KS 66044, USA
Meeting Minutes: 

 

January 25, 2017

Gaughan called the regular meeting to order at 4:00 p.m. on Wednesday, January 25, 2017 with all members present.

MINUTES 01-25-17
Gaughan made a motion to approve the minutes of January 4, 2017. Motion was seconded by Thellman and carried unanimously.

CONSENT AGENDA 01-25-17
Gaughan moved approval of the following Consent Agenda:
►  Commission Order Nos. 17-003 and 17-004 (on file in the office the   County Clerk); 
►  Authorized Director of Emergency Management to approve a contract with Spillman Technologies, Inc. for a 2017 Service and Maintenance Agreement for the period of January 1, 2017-December 31, 2017 in the amount of $55,169.12;
►  Authorized the Director of Public Works to solicit bids for Project No. 2017-07, for pavement marking services;
►  Resolution 17-01 establishing a 35 mph maximum speed limit on a portion of Route 1550 and on a portion of N 1175 Road in Wakarusa Township;
►  Resolution 17-02 establishing a 45 mph maximum speed limit on a portion of Route 1550 (E 1500 Road) in Wakarusa Township;
►  Resolution 17-03 establishing a 45 mph maximum speed limit on a portion of E 1350 Road and E 1400 Road in Wakarusa Township; and
►  Authorized the Sheriff to complete the purchase of eight (8) 2017 Chevy Tahoe police vehicles and three (3) Ford Police Interceptors for the total amount of $379,527.25 from the 2017 Sheriff’s Office Budget in the vehicle equipment reserve line item;
 
Motion was seconded by Thellman and carried 3-0.
 
SUSTAINABILITY 01-25-17
Eileen Horn, Sustainability Coordinator, asked the Board to enter into an agreement with the City of Lawrence to finance 50% of the costs of the Community Health Building energy upgrades as part of the FCIP project, and to make payments to the City over three years, 2017, 2018, 2019.

In March of 2016, the City Commission approved the hiring of 360 Energy Engineers to conduct an energy audit of major city facilities and to recommend energy conservation measures. After analyzing the audit, the City initiated an Energy Savings Performance Contract with 360 to make energy saving upgrades. Included in the 360’s analysis was the Community Health Building, which is jointly funded by the City and Douglas County. The upgrades as proposed by 360 Energy Engineers include: replacing the chiller with a premium efficiency unit; building weatherization; LED lighting retrofits and occupancy controls; install electronic air cleaner filtration; upgrade building direct digital control system; boiler replacement and roof replacement. The total cost of these upgrades is $1,761,896, with 50% of the project cost paid by the County at approximately $880,000.

The County has set aside $312,500 in the 2017 CIP to address the aging boiler and chiller systems and other building stabilization needs. The LED lighting, air filtration system, controls upgrade and roof replacement were not included in the CIP.

Staff proposes the County partner with the City to include the financing for the entire Community Health Building project in the City’s “green” bond issue. The County would make payments to the City in 2017, 2018 and 2019.

Sarah Plinsky, Assistant County Administrator, stated if the Commission approves this action, she suggested increasing the authorization of the CIP by $30,000 per year and lower the line item used for utilities to the City for this project. The projects overall effect to the CIP would mean adding $610,000 between years 2018-19 and will put a crimp in what is available in the CIP for facilities. But it is not out of line.

Gaughan stated the information presented did not list the qualifications of the construction management.

Joe Hurla, 360 Energy Engineers, said they performed a rigorous bid review and they plan will work closely with the City.

Gaughan said he would like to see a copy of the bid list.

Horn added the City accepted the low bid on everything except the solar PV panels at Fire Station 5. The City accepted the second lowest bid to go with a local company by instituting the City’s 1% local option.

Thellman asked if there are other buildings in play the County has marked for future upgrades that the City feels need attention sooner than later. This impacts work on our facilities. If we are truly going to collaborate with the City on projects, the County needs to be informed of upcoming project needs with a timeline. We need to be aware when these projects are coming up.  Plinsky responded she is only aware of the Fire Station 1 improvements.

Gaughan opened the item for public comment. No comment was received.

Gaughan moved to approve a Letter of Agreement with the City of Lawrence to finance 50% of the costs of the Community Health Building upgrades as part of the FCIP project, and to make payments to the City over three years (2017, 2018, 2019). Motion was seconded by Thellman and carried 3-0.

SUSTAINABILITY 01-25-17       
Thellman moved to authorize the County Administrator to implement the Energy Management Policy as presented by staff. Motion was seconded by Derusseau and carried 3-0.

SUSTAINABILITY 01-25-17
Thellman moved to transfer $30,629.41, the annual cost savings from energy efficiency projects, from the end-of-year fund balance to the SESRF within Equipment Reserve. This will ensure that the SESRF can continue to provide a predictable and ongoing reserve of funding for sustainability and energy improvement projects in Douglas County facilities. Motion was seconded by Derusseau and carried 3-0.

ADMINISTRATION/BUDGET SOFTWARE 01-25-17
The Board considered the approval of a contract with SunGard Public Sector, Inc. and Socrata, Inc. in the amount of $24,393.76, which includes $7,900 in one-time expenses, and $16,493.76 ongoing expenses, for services and software to support the county’s annual budget reporting and communications efforts.  Jill Jolicoeur, Assistant to the County Administrator, presented the item.

Jolicoeur stated Socrata provides financial and performance transparency technology solutions to more than 400 city, county, state and federal government organizations across the county. This product is used to promote open government by enabling citizens to easily access and understand information regarding the use of taxpayer dollars. Currently, the cities of Kansas City, Missouri; Olathe, Topeka and Sedgwick County are utilizing Socrata Public Finance. SunGard, our current accounting system, and Socrata have developed a partnership to offer SunGard customers with direct access to Socrata’s open data solution to easily publish the annual budget and provide a powerful information resource to citizens and internal decision makers.

Gaughan asked if the Commission would still receive a budget book. Sarah Plinsky, Assistant County Administrator, stated that is correct. Jolicoeur clarified the Socrata document is a finalized document that will be interactive with the public on our website. And, townships would have access to their budgets.

Gaughan opened the item for public comment. No comments were received.

Gaughan moved to approve a contract with SunGard Public Sector, Inc. and Socrata, Inc. in the amount of $24,393.73, which include $7,900 in one-time expenses, and $16,493.76 ongoing expenses, for services and software to support the county’s annual budget reporting and communications efforts. Motion was seconded by Derusseau and carried 3-0.

APPOINTMENT 01-25-17
Thellman moved to approve the appointment of Jim Weaver to fill the unexpired term of Lynn Harrod on the Lawrence-Douglas County Metropolitan Planning Commission. Motion was seconded by Derusseau and carried 3-0.

APPOINTMENT 01-25-17
Thellman moved to approve the reappointment of Christie Stegall to a third two-year term on the Community Corrections Board. Motion was seconded by Gaughan and carried 3-0.

APPOINTMENTS 01-25-17
Derusseau moved to appoint David Metsker, as the Clinton Township Representative on the Douglas County Fairboard.  Motion was seconded by Thellman and carried 3-0.

Derusseau moved to appoint Renee Edmonds as the Lecompton Township representative on the Douglas County Fairboard. Motion was seconded by Gaughan and carried 3-0.

MISCELLANEOUS 01-25-17
Two or more Commissioners will attend the Lawrence Memorial Annual meeting at 4:00 p.m. at the Cider Gallery on Thursday, January 26. No county business will be conducted.

Two or more Commissioners will attend the Annual Chamber Meeting at Abe & Jake’s Landing on Friday, January 27 at 5:30 p.m. No county business will be conducted.

ACCOUNTS PAYABLE 01-25-17
Gaughan moved to approve accounts payable in the amounts of $669,951.29 paid on 01/19/17, $20.00 paid on 01/23/17 and $682,427.72 to be paid on 01/26/17. Motion was seconded by Thellman and carried 3-0.

Gaughan moved to adjourn the meeting. Motion was seconded by Derusseau and carried 3-0.

____________________________  ____________________________
 Mike Gaughan, Chair                       Nancy Thellman, Vice-Chair
 
ATTEST:
 ____________________________ _____________________________  
Jamie Shew, County Clerk                 Michelle Derusseau, Member