Allen County Commissioners' Meeting Minutes

IOLA, KANSAS
OFFICE OF THE ALLEN COUNTY CLERK
February 17, 2004

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

Commissioners corrected and approved the minutes of the February 3, 2004 meeting.

Richard Burris discussed his bids on used equipment. Commissioners explained a decision has no been made at this time, but will visit with Bill King, Public Works Director, at 9 a.m.

Marty Taylor, G.I.S., discussed mowed land at the Allen County Airport. Discussion followed on what legal are needed for advertisement. Bill showed Marty on a map what would be mowed. Marty will measure the areas on Wednesday, February 18, 2004.

Bill King, Public Works Director, discussed motor grader bids presented to the Commission on February 3, 2004. Richard Johnson, Martin Tractor, discussed Martin Tractors bid on a CAT 12H and CAT 140H. Martin Tractor’s bids on the CAT 12H and CAT 140H motor graders were the CAT 12H for $171,625.00 less a trade allowance of $45,000.00 for a total of $126,625.00 with a five year or 6500 hours warranty, with immediate delivery on motor grader and 3-4 weeks on the scarifer and a five year or 5000 hour buy back at $95,000.00; and the CAT 140H for $184,988.00 less a trade allowance of $45,000.00 for a total of $139,988.00 with a five year or 6500 hours warranty, with immediate delivery on motor grader and 4-6 weeks on the scarifer and a five year or 5000 hour buy back at $103,000.00. He explained what CAT has done with the motor grader line. The 12H has been moved up in horsepower as to what it was in the passed. The CAT line is 125-horse power to 500-horse power. He discussed the components of CAT machines and resale costs. Discussion followed. Jim Harris, Berry Tractor, discussed his bids of February 3, 2004 from Berry Tractor on a Komatsu 555-3CA and Komatsu 655-3CA. The Komatsu 555-3CA $141,938.00 less $46,000.00 trade allowance for a total of $95,938.00 with five year or 7000 hours warranty, 60 day delivery; Komatsu 655-3CA $145,949.00 less $46,000.00 trade allowance for a total of $99,949.00 with five year or 7000 hours warranty, two weeks delivery on the motor grader, 60 days on the scarifer. Mr. Harris stated it is hard to compare the cost of fuel consumption because of the driver and the conditions in which the machine is being used. He reviewed his warranty and the dependability of Komatsu. Discussion followed. No action was taken at this time.

Bill presented a contract with Schwab Eaton to engineer for bridge project #1C-4012-01 (Big Creek Bridge) 4.2 miles west and 1.0 mile south of Elsmore. The estimated cost of the project is $475, 000. Schwab Eaton proposed to complete the services on an hourly basis with the direct salaries charged to the project multiplied times a factor of 2.65 not to exceed a maximum fee of $43,300. Discussion followed. Commissioner Works moved to accept the contract bid from Schwab Eaton to engineer the bridge project #1C-4012-01. Commissioner Thompson seconded, motion passed 2-0-0.

Steve Cole’s retirement dinner is scheduled for March 16, 2004. Bill invited the Commission to join them.

Commissioner Works moved to go into executive session for ten minutes to discuss non-elected personnel. Commissioner Thompson second, motion passed 2-0-0. The time is now 9:30 a.m. Those in the room will be Commissioner Thompson, Commissioner Works, Bill King, and Sherrie L. Riebel. Commissioners reconvened at 9:40 a.m. No action was taken.

Bill discussed the bid proposal on a new ¾ ton regular pickup. Shields Motor out of Chanute, offered a 2004 Dodge Ram 2500 SLT for $19,443.50 with trade, three year or 36,000 miles bumper-to-bumper, seven year or 70,000 miles drive train with a 4 to 8 week delivery; Ranz Motor offered a bid for 2004 Chevrolet Silverado 2500 HD for $19,799.00 less $800.00 trade allowance for a total bid of $18,999.00 with three year or 36,000 miles warranty; and Twin Motors offered a bid for 2004 Ford F250 for $18,661.00 less $750.00 trade allowance, three year or 36,000 miles warranty with 6 weeks delivery. Commissioner Thompson moved to accept the lowest bid from Twin Motors on the Ford F250. Commissioner Works second, motion passed 2-0-0.

Bill discussed the Tandem axel dump truck bid received from K.C. Peterbuilt for a 2005 Peterbuilt Model 385 for $90,624.00 with unit available to build May 1, 2004 to June 1, 2004 (bid good until February 15, 2004), barrel style bed; Doonan Truck Equipment for a 2005 Peterbuilt Model 357 for $92,484.00, two year unlimited warranty, June 2004 delivery date, Heil HPT rounded bottom dump bed; Doonan Truck Equipment for a 2005 Peterbuilt Model 357 for $91,553.00, two year unlimited warranty, June 2004 delivery date, Heil HPT15 standard dump body; Hays Mack Sales for a 2005 Mack for $90,328.69, three year warranty, Unit 30 would have a $3,500 trade in allowance and Unit 32 would have a $3,500 trade in allowance, 90 days delivery, barrel style bed; and Merle Kelly Ford for a 2005 Sterling for $77,219.00, two year unlimited warranty, Unit 30 would have a $5,275 trade in allowance and Unit 32 would have a $5,275 trade in allowance, 90 to 120 days delivery, to have the barrel style bed add $931.00 to total price. Commissioner Works moved to accept the bid from Merle Kelly Ford for the 2005 Sterling for $77,219.00. Commissioner Thompson second, motion passed 2-0-0

Commissioner Works moved to accept the bid from J.R. Burris for the 1988 Ford L 9000. Commissioner Thompson seconded, motion passed 2-0-0.

Commissioners discussed the motor graders differences on a CAT and Komatsu. Commissioner Works moved to accept the bid from Berry Tractor for the Komatsu 655-3CA $145,949.00 less $46,000.00 trade allowance for a total of $99,949.00. Commissioner Thompson second, motion passed 2-0-0. These equipment purchases will be paid from the Equipment Reserve funds carried over from previous years.

Commissioners requested work on the Humboldt Senior Center by Public Works Department. Discussion followed.

Phil Young, DOC & JJA Administrator, and Mary Tucker, JJA Assistant Administrator, presented an application for additional funding for FFY 2001. Allen County’s portion of the matching grant request is $41.61. Commissioner Works moved to approve the matching portion for Allen County in the amount of $41.61. Commissioner Thompson second, motion passed 2-0-0.

Don Hilbrant and Ron Holman, Courthouse Maintance, visited with the Commission concerning the deteriorating brick planters on the south side of the courthouse. Discussion followed on replacing the planters. Mr. Hilbrant suggested pouring cement around the existing planter. Bill stated the bid received earlier was around $1,600.00 to fix the current brick. Discussion followed. Mr. Hilbrant stated another option would be to lay stone around the existing planters.

Mr. Hilbrant discussed the need of a radical tree program around the courthouse. He would like to see old torn up trees removed and replace with new trees with guards around them. Discussion followed.

Ron requested Debbie Ludlum help redo the floors and raise the pay to $12.00 to cover self-paying taxes about April. Commissioners approved.

Roy Smith, Undersheriff, presented a request for a red light permit from T J’s Towing, LLC. City of Iola Police Chief McLendon and Allen County Sheriff Atkins have already signed the permit. Commissioner Work moved to approve the permit. Commissioner Thompson second, motion passed 2-0-0.

Roy reported Twin Motors would give $2,200.00 for trade-in on the 1997 Ford F150 Sheriff’s vehicle. The price for a new truck $18,904.00. Commissioner Works moved to approve the purchase of the 2004 F150 Super Cab 2 wheel drive truck for $18,904.00 from Twin Motors Ford Inc. Commissioner Thompson second, motion passed 2-0-0.

Alan Weber, Allen County Councilor, discussed ambulance-training contracts. Discussion followed. He has received three from the Iola area.

Commissioners discussed the architect’s jail costs.

Westra Construction’s meeting with the Commission was postponed until next Tuesday, February 24, 2004.

Commissioner Works moved to renew Allen County’s Blue Cross Blue Shield insurance for April 1, 2004 to March 31, 2005. Commissioner Thompson second, motion passed 2-0-0

Commissioners reviewed Fire District #4’s annual report.

Commissioners approved the following documents:

a) Employee Payroll Changes

b) Clerk’s Vouchers Totaling $243,192.66

c) Journal Entries 4-8

d) Payroll Vouchers

With no further business to come before the board, the meeting was adjourned until February 24, 2004 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.