Allen County Commissioners' Meeting Minutes

IOLA, KANSAS
OFFICE OF THE ALLEN COUNTY CLERK
September 9, 2003

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

Commissioners corrected and approved the minutes of the September 2, 2003 meeting.

Emy Platt, Ace Hardware owner, discussed a bill due to her by a sub-contractor for the jail. Commissioners will contact Westra Construction Inc.

Commissioners discussed the policy’s dealing with direct deposit.

Bill King, Public Works Director, and Todd Willis, Rantz Motors representative, presented bids for a ¾ ton regular pickup. Bids were received from: Rantz for a 2004 Chevrolet Silverado 2500 HD-4 WD for $23,399.00 3 years or 36,000, 6 weeks to 2 months, with cloth seats; Rantz for a 2004 Chevrolet Silverado 2500 HD-2 WD for $20,699.00 3 years or 36,000, 6 weeks to 2 months, with cloth seats; Rantz for a 2003 Chevrolet Silverado 2500 HD-4 WD for $19,858.00 3 years or 36,000, in stock, with cloth seats, color silver gray work truck; Twin Motors for a 2004 F250 XLT-4 WD for $21,928.00, 3 years or 36,000, 4 weeks to 6 weeks, with cloth seats; Twin Motors for a 2004 F250 XLT-2 WD for $19,288.00, 3 years or 36,000, 4 weeks to 6 weeks, with cloth seats; Shields Motor Company for a 2004 Dodge 2500 - 4 WD for $24,135.00, 3 years or 36,000, bumper to bumper- no deductibles, 7 years or 70,000 miles powertrain-$100 deductible, 60-120 days, with cloth seats, will try to order vinyl; Shields Motor Company for a 2004 Dodge 2500 - 2 WD for $21,328.00, 3 years or 36,000, bumper to bumper- no deductibles, 7 years or 70,000 miles powertrain-$100 deductible, 60-120 days, with cloth seats, will try to order vinyl. Discussion followed on each bid. Commissioners requested Bill to get a plain Jane bid on something in stock.

Bill asked the Commission if they would be interested in accepting a bid on an old Seaman tractor. Commissioners requested Bill get a book value on the tractor.

Mike Fickel, Shaughnessy Fickel & Scott Architects, Inc., Robbie Atkins, Allen County Sheriff, Roy Smith, Undersheriff, discussed the construction progress of the jail. He reported the Sherman Williams paint was an approved paint with a five-year warranty. Mike discussed the problem with the panel joints. Discussion followed on solutions to fix the problems. Commissioners reviewed a list of items that needed attention: Duct work, masonry work, layout of the cell fronts, security frames, grouting of bond beams, missing pre-cast, steel testing, day room measiring pre-cast, and painting the exterior. Mike explained each item and what was taken care of and what still needs to be addressed. He discussed building codes.

Mike discussed the schedule for the jail to discuss where the construction is in the schedule. He stated it was still schedule for occupancy in February.

Mike discussed the budget for the jail construction. He explained some of the line item budgets are lower than budgeted. Discussion followed on the remaining items and there projected costs. Mike stated the line item bid document reproduction cost was high because there were a lot of bidders.

Mike discussed the phone system and the data/communication cabling. He stated it should be addressed as soon as possible and determined at least by the first of December. Robbie is currently working with Mid-States Communication on the specs phone system. He stated the Brume Grant would cover the cost of the cabling for communications. He stated Advantage Computer would be doing the cabling for computers and Cox will install the cable lines for Internet and TV.

Mike discussed the office furnishings for the jail. He stated the contract for the furniture should be decided by the first of November. Discussion followed on the old furniture being used if needed.

Mike discussed the maintenance/operating staff to learn the security systems.

Mike discussed the transition planning for opening of the jail.

Mike discussed the supplies needed for the opening. Sheriff Atkins stated they have been making a list. The commissary will not be open until the jail has been occupied for a while. Discussion followed.

Sheriff Atkins stated he is planning a 30-day training period for employees. Mike stated the maintenance person should be trained for two weeks before occupancy.

Commissioners went outside to view the paint samples. Two colors had previously selected to be sprayed on the south side of the courthouse. Commissioner Thompson moved to approve the Trusty Tan color. Commissioner Regehr seconded, motion passed 3-0-0

David Beck discussed a painted piano his sister wanted to donate the county.

David Beck, Emergency Management, discussed the position of an assistant coordinator to serve in the absents of himself. Commissioner Thompson discussed the roll of the county commission in the event of a national disaster. David suggested appointing Chief McClendon. Commissioners suggested Sheriff Atkins. Discussion followed on the conflicting services during the time of disaster. David will do more investing of surrounding assistants.

David discussed the silent dispatch. He explained the information has been sent from each department. There is a meeting coming up on September 11 to discuss the silent dispatch in which David will make a presentation for emergency management. Commissioners discussed the difference from the silent dispatch as compared to the equipment the Brume Grant will purchase.

David requested the commission attend an exercise on emergency training coming up in Parsons. He stated some others in the area would be attending. He would be attending.

Sheriff Atkins discussed bring a Jail Administrator on board at this time. Discussion followed.

Commissioners thought he could take applications at this time and give an extended application time. Sheriff Atkins stated there would be new RSOP regulations to learn. Discussion followed on the jail administrator.

Bill King discussed the phone call bids received. One was from Ranz for a 2003 Chevrolet Silverado 225HD – 4 WD for $19,858.00 in stock with cloth seat, the other was from Twin Motor for a 2004 Ford 4X4 for $20,333.00 with 4 to 6 weeks. Discussion followed. Commissioner Regehr moved to accept the bid from Ranz. Commissioner Works seconded, motion passed 2-1-0 Commissioner Thompson voting no. Commissioners were concerned about the availability of the truck.

Alan Weber, Allen County Counselor, discussed job descriptions.

Commissioners approved the following documents:

a) Clerk's Journal Entries #

b) Clerk’s Vouchers totaling $

c) Abatement

 

With no further business to come before the board, the meeting was adjourned until September 16, 2003 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.