Allen County Commissioners' Meeting Minutes

IOLA, KANSAS
OFFICE OF THE ALLEN COUNTY CLERK
September 25, 2001

The Allen County Board of Commissioners met in regular session at 8:30 a.m. with Chairperson Kent Thompson, Commissioner Dick Works, Commissioner Walt Regehr, Jr., and Sherrie L. Riebel, County Clerk.

Commissioners corrected and approved the minutes of the September 18, 2001, meeting.

Thomas Saxton, District Magistrate Judge, discussed the JJA Administrative Board’s duties. A discussion followed on wages. A discussion followed on hiring new employees to start new programs. Judge Saxton stated the next meeting scheduled for JJA would be a review of the 5-year plan.

Darrell Baughn, Rural Volunteer Fire Department, discussed intention for Rural Fire District #2. Discussion followed.

Laurie Hoff, Comfort Systems USA Director, Business Development and Steve Leight, Comfort Systems USA Regional Manager Project Services, and John Feeback, Fagan Company, discussed the idea of using the current system to heat and air the new proposed jail. Discussion followed on why their company would charge when other companies would do the analysis free. Mr. Leight explained what all they would analyze. Mr. Feeback stated they could tell what each square foot is costing in current heating and air. Discussion followed. Ms. Hoff stated they do not make equipment therefore they can install or work on any brand of equipment. Mr. Feeback explained that when the original boiler and chiller were installed, architects had anticipated growth for the courthouse. Ms. Hoff presented a contract for the Commissioners to review.

John Feeback, Fagan Company, discussed the line of authority on service to Allen County, so there is no misunderstanding on the work being completed in the courthouse. The service workers are to report to Ron Holman first; if he is unavailable they are to report the Clerk’s office to notify they are in the building.

Mr. Feeback discussed the motor controls on the fan coil units in each office and hallways. Discussions followed on age and service of heating /air equipment.

Bill King, Public Works Director, discussed a proposed resolution to establish a policy requiring vehicles transporting refuse and debris to the Allen County Landfill to be secured in such a way as to prevent refuse and debris from scattering about the public roadways. Discussion followed. Commissioners will review and consider next week.

Bill discussed the Association of County Commissioners and Highway Officials of Southeast Kansas meeting on October 9, 2001. Discussion followed on having the meetings once a year.

Bill discussed Surplus Property in Topeka. He reported they have had several items the county could use.

Bill discussed cleaning the sidewalks for the courthouse this winter. Discussion followed on the best possible solution. Bill will get more information.

Bill discussed a letter he sent to a county resident explaining the landfill half-cent sales tax.

Bill reported the chip seal process would be finished up on Thursday of next week to begin Fall projects.

Bill discussed cards to be made available to local users to use at the airport to get fuel.

Bryson Lacey, Froggatte & Company Investment Bankers Underwriter, discussed financial advisory service offered to Allen County for the proposed jail. Mr. Lacey explained the difference in options available for financing the proposed jail. Froggatte & Company would charge 1.2% of the total cost of bond or project, if the bond passes, nothing if the bond does not. Mr. Lacey presented a contract for review. No action was taken.

Angela Henry, S.A.F.E. Base Administrator, discussed using the courthouse lawn and bandstand on Thursday, October 11, 2001 for Lights on America at 7:00 p.m. She explained what all would be happening on that particular evening. Commissioners approved the use of lawn and courthouse.

Alan Weber, Allen County Counselor, discussed the proposed resolution to establish a policy requiring vehicles transporting refuse and debris to the Allen County Landfill to be secured in such a way as to prevent refuse and debris from scattering about the public roadways. He explained it doesn’t cover littering in the county. Alan will review resolutions covering any litter of any type for the county.

Alan presented a Ridership policy for the Services to the Elderly van. Commissioners reviewed the policy: The General Mission Statement-

The mission of the Services to the Elderly Van is "uniting Staff, Individuals, families and community partners to provide quality, comprehensive services through compassionate, respectful relationships".

The mission of Services to Elderly Van is to provide safe, accessible and affordable point-to-point and door-to-door transportation to transit dependent citizens throughout Allen County. Through coordination with other transit providers, Services to Elderly Van will continue to enhance access to programs and services, which will improve the quality of life and help transit dependent individuals maintain their choice of lifestyle.

Persons who are eligible for Services to Elderly Van transportation are the elderly 55 and over, physically disabled, mentally retarded/developmentally disabled, and mentally ill. Service areas for Services to Elderly Van is Allen County. This area covers 504 square miles and includes numerous rural communities with a total population of 14,385.

Isabell Pliler, Van driver 620-365-1435

Van phone 620-496-9404

County Clerk's Office 620-365-1407

Services to Elderly Van has a centralized call center, an efficient system that is easy for the public to access and use. Service is available Monday-Friday 8 a.m.-5 p.m. and special occasions upon request and availability.

Services to Elderly Van currently receives funding from the following sources:

Allen County Mill Levy helps fund this program that provides rides to elderly individuals residing in the county of Allen. Eligible trips are necessary rides including trips to medical appointments, the bank, grocery store, social service agency, laundromat, or to visit someone in a hospital or nursing home. Recreational rides are permitted.

In all cases, a rider pays no fare. Fares or donations are not to be accepted by the drivers.

Services to Elderly Van hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Reservations for rides are taken for special events and phones are answered any time for scheduling.

8:00 a.m. to 5:00 p.m. Monday-Friday

On the following holidays the Services to Elderly Van will not operate: New Year's Day, Martin Luther Kin Jr. Day, President's Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Day following Thanksgiving Day, Christmas Eve, Christmas Day, Good Friday, Columbus Day. Holidays will vary from year to year.

Reservations are to be made one day in advance after 5:00 p.m. for rides. Reservations may be made in advance of the day the ride is needed. For a ride needed on Monday, reservations must be made on Friday. Customers must have the street address of their destination when scheduling a ride.

All cancellations must be made within one hour of the scheduled ride pick up time. Notice given less than one hour from scheduled pick up time would be inconsiderate.

Riders should be ready at least 15 minutes prior to pick up time. If a rider has waited 15 minutes past the scheduled pick up time, the driver should be contacted at 620-496-9404.

For pick-ups, riders must be ready and waiting at the designated pick-up locations. Drivers will wait for a rider in front of, or as close as possible to, the rider's designated pick-up location. Drivers may come to the door to assist passengers. If a rider needs assistance at the destination location, an escort must be available to assist.

For drop-offs, the driver will drop the rider off in front of, or as close as possible to, the designated drop-off location.

Public Transportation providers experience the same traffic and weather conditions as the rest of the commuting public. Occasionally, the driver may be late for a pick-up. If the vehicle has not arrived by 15 minutes after the scheduled pick-up time, please call Services to Elderly Van. They will know the status of the vehicle and what time to expect them.

Passengers should be aware that transportation services will not be offered when severe weather makes traveling unsafe. Cancellation of services will be made known to the riders via radio broadcasts.

Drivers will secure wheelchairs and other mobility devices. In some cases, the driver may ask the rider to transfer to a seat if it is not possible to secure the passenger safely. It is the rider's choice to transfer or remain in their mobility device. Individuals who cannot board the vehicle using the steps may use a wheelchair lift for access. For individuals who are ambulatory, seat belts are required at all times.

Services to Elderly Van utilizes a wheelchair accessible van to meet individual needs. An ambulatory individual not in a wheelchair may request to use a wheelchair lift on a vehicle to gain access if the stairs are a barrier.

All attempts to accommodate wheelchairs and scooters will be made. Wheelchairs and other mobility devices must not exceed 48" in length, 30" in width and 600 pounds in total weight (occupied). Individuals with mobility devices exceeding these standards may be denied service. For passenger safety, drivers will not transport riders with broken mobility devices or devices without working brakes. Wheelchairs, scooters and other mobility devices must be clean, safe and in good working condition.

An escort (attendant) who provides physical assistance to the rider may accompany the rider. An escort must be at least 16 years of age or older. Services to Elderly Van does not provide escorts but some assistance may be requested from drivers.

Assisting passengers on safe and non-steeply inclined wheelchair ramps or stairs.

Providing assistance from the door to the vehicle, boarding the vehicle and securement in the vehicle.

Securement of mobility devices, equipment and packages in the vehicle.

Loading and unloading some packages (see "Packages" section).

Assisting passengers on unsafe or steeply inclined wheelchair ramps or stairs.

Providing assistance beyond the door.

Locking/unlocking doors or activating/deactivating house alarms.

Loading and unloading personal items (except some packages).

Carry-on packages are limited to a total combined weight for all the packages to 40 pounds. Drivers may help a rider carry packages from the door and on/off the vehicle. The driver is not held liable for any damage that may occur to packages during transport.

Persons traveling with portable oxygen or other support equipment may be transported if it does not interfere with passenger's safety and is not prohibited by Hazardous Materials Regulations.

Guide dogs and other service animals are allowed to accompany you on your trip. Please inform the Services to Elderly Van when scheduling a ride if a service animal will be accompanying you. The animal's care and safety is the responsibility of the owner. Service animals are the only type of animal allowed on the van.

The following rules are enforced for everyone's safety and comfort. Inappropriate conduct will not be tolerated at any time.

No smoking on board the van.

No riding under the influence of alcohol or illegal drugs.

No abusive, threatening or obscene language or actions.

No physical or verbal abuse of another rider or the driver.

No standing while vehicle is in motion.

Passengers are not to extend arms, hands, heads or any body parts through the vehicle's windows.

Anyone having incontinence problems must be dry upon boarding the vehicle or they will be denied a ride.

The driver of any vehicle has the discretion to take measures if a rider engages in persistent inappropriate and/or dangerous behavior. This discretion will include a vendor refusing service, a driver putting a rider out of the vehicle or calling the authorities, if necessary. Riders who violate these rules of conduct are subject to suspension of service. Riders who engage in physical abuse or cause physical injury to another rider or driver may be subject to immediate and permanent suspension, and possible criminal prosecution.

Every rider has a right to dispute or file a complaint regarding service. The procedures for handling any grievances or complaints from passengers, private providers or employees begin with an initial review conducted by the Allen County Clerk. All efforts will be made to reach an amicable agreement in the matter. If an agreement or resolution to the grievance cannot be achieved, then a hearing will be scheduled with the Allen County Commission at a specially convened meeting. The commissioners will hear both sides in the matter and then make a recommendation. The grievance procedure and timetable is set forth below.

1. Grievance complaint submitted in writing to Allen County Clerk or County Counselor.

2. Grievance will be studied and a written response will be returned to the complainant within 15 working days.

3. The complainant may then, within 30 days, petition Allen County in writing to convene a special meeting of the Commissioners. The Commission meeting will be held within 15 working days of the complainant's petition to Allen County.

4. The commission will convene and receive information from the complainant and Services to Elderly driver.

5. Within 20 working days of the commission meeting, an opinion will be rendered in writing to both parties. The decision of the Commission is final.

In order to get permission to operate the van after set hours, advance notice is required as soon as possible.

Betty Daniels, Allen County Treasurer, discussed virus protection for the Allen County Courthouse. Advantage Computer proposed a Trend Micro’s ServerProtect – 25 users at a cost of $600 and approximately $750.00 to install on every individual computer. ServerProtect safeguards multiple servers and domains from virus attacks with software that can be managed from a single secure console. It tracks infections through a detailed activity log and produces notifications in case of virus emergencies. Commissioner Regehr will visit Advantage Computer Enterprises, Inc. concerning more questions.

Betty discussed Ted Lucus, Emprise Bank President, would like to bid on the Treasurer’s checking account with the County. Betty explained the process of how banks are used for county business. She presented a letter to the Commissioners she had sent to Mr. Lucus. Betty presented a comparison of prices charged for different issues between Emprise Bank and Team Bank. Currently Team Bank offers better benefits than proposed by Emprise Bank.

Commissioners approved the following documents:

a) Clerk's vouchers totaling $ 102,849.15

b) Abatement #’s 409-410, 412, value 404, $46.88, for tax roll of 2000

Abatement # 411, value 50, $6.74, for tax roll of 1999

c) Clerk's Journal Entries # 92-94

With no further business to come before the board, the meeting was adjourned until October 2, 2001, at 8:30 a.m. in the Commission room of the courthouse.

Please remember, minutes are unofficial until approved by the commissioners' at their next meeting.