Allen County Commissioners' Meeting Minutes

IOLA, KANSAS
OFFICE OF THE ALLEN COUNTY CLERK
August 6, 2002

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

Commissioners corrected and approved the minutes of the July 30, 2002 meeting.

Sherrie L. Riebel, County Clerk, reminded the Commissioners to think about two replacements for the Allen County Zoning Board. The board has been short two members for many months now. There are currently five members on the board and seven are needed. No zoning meetings are scheduled for this month.

Sherrie requested getting bids on service for the chiller and boiler at the Courthouse. Commissioners approved Ron Holman, Maintenance Director go out for bids.

Sherrie discussed the Savonburg Community Center. Allen County will be paying $400.00 annually to the City of Savonburg for senior citizens to use the center. Allen County Senior Citizens will be granted storage space in the center.

Bill King, Public Works Director, asked to hire seasonal employee Jeff Jackson for a full time District #3 blade man position. Commissioners approved his request.

Commissioners discussed the county purchasing policy. It was requested that three amounts for comparable service or supplies be written with the voucher for submission to the Commissioners.

Tom Brown and Chris Hotop, Burns & McDonnell, reported on new construction of a cell at the landfill. Discussion followed on the capping effort of the old cell.

A county resident joined the meeting to discuss junk on her neighbors land. Commissioners will have the County Zoning Administrator check into the situation.

Roy Owens, Monarch Cement Company, presented a map of the area around Monarch. Discussion followed on Tank Farm Road and 1585 Street. He asked about the formal application for closing 1585 St. He will talk with the Mueller residents about closing the road and then submit application to the County Clerk. A public meeting will then be held on the road closing. Discussion followed on operations and haul roads.

Mike Fickel, Shaughnessy, Fickel, & Scott, presented plans for the Allen County law enforcement center. Cost estimates looked over showed construction coming in higher then target estimates. Competitive bidding could help these estimates. Current cost estimate is $3,256,993 and does not include data and communication cabling, legal costs, video appearance equipment, dispatch and office equipment.

The project budget estimate is as follows:

Construction Contract……………………………3,256,993

Architect/Engineer Fee…………………………….244,274

Construction Phase Contingency @ 2.5%…………..81,425

Office Furnishings…………………………………..55,000

Geotechnical Services………………………………..4,500

Site Survey…………………………………………...4,500

Construction Testing………………………………..20,000

Bid Document Reproduction…………………………6,000

Miscellaneous Expenses…………………………….20,000

If Commissioners approve today to proceed, one more detail review meeting will be held then go out for bids by the first of October. Pre-qualified general contractors will be sent a letter along with advertisement in local papers. Contractors with expressed interest will receive contract form to fill out asking about experience and list five last jobs, financial references, performance bond, etc. Superintendent resume from job supervisor will also need to be submitted. They will then be given budget guidelines and an outline of the project. Contractors will be narrowed down to 5 – 8 qualified bidders and be notified of bid period and given out documents at pre-bid meeting. Finally, the contract will be signed with completion date within 12 – 14 months. Discussion followed on site plan and parking. Commissioners will consult with counsel.

Mr. Fickel asked for approval on the current budget to proceed with estimated bid period in October. Commissioners suggested setting a meeting date with the Jail Committee to go over floor and design plans at Mr. Fickel’s office. The meeting date will be Thursday, August 22^nd, in Kansas City.

Sheriff Robbie Atkins showed the Commissioners evidence of broken bars on the windows of the jail. He said inmates have been destroying the jail. Deputies will be working in the jail with a jailer to eliminate the one jailer on duty situation.

David Beck, Emergency Management Director, reported on possible funding for cleaning waterways by the USDA. He asked for permission to pursue gathering information. Commissioners approved his request.

Alan Weber, County Counselor, discussed jail contractor bidding.

Commissioners approved the following documents:

a) Clerk's vouchers totaling $ 278946.97

b) Clerk's Journal Entries # 44

With no further business to come before the board, the meeting was adjourned until August 9, 2002, at 9:00 a.m. in the Conference room of the courthouse for the purpose of canvassing the Primary Election.

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