Allen County Commissioners' Meeting Minutes

IOLA, KANSAS
OFFICE OF THE ALLEN COUNTY CLERK
July 6, 2004

The Allen County Board of Commissioners met in regular session at 1:30 p.m. with Chairperson Kent Thompson, Commissioner Walt Regehr Jr., Commissioner Dick Works, and Sherrie L. Riebel, County Clerk.

Commissioners corrected and approved the minutes of the June 29, 2004 meeting.

Don Hillbrant, Allen County resident, was in to ask commissioners about the trees on the courthouse lawn. The pin oak trees in the courthouse square are not in good condition and need to be replaced. The same is true with the crab apple trees. He would like for the commissioners to replace the diseased trees with new young trees. Mr. Hillbrant would be willing to help in choosing the new trees and helping to plant them on the courthouse square. He suggested that a sprinkler system would benefit the trees tremendously. Mr. Hillbrant suggested a figure in the neighborhood of $20,000.00 and spread out over time to accomplish a beautiful courthouse square. This project should not be started before fall to give the trees a good start after the severe heat of the summer months. Commissioners will take under consideration.

Bill King, Public Works Director, and Roy Owen, Monarch Cement Company, discussed the weight limit commissioners established last week at their regular meeting concerning County Bridge No. RS 664 (built in 1953 over Coal Creek). Mr. Owens stated the weight limit effects their main entrance. He stated they would be losing customers to Ash Grove if customers have to go around to get to Monarch. Discussion followed on other options. Bill explained the current structure is Functionally Obsolete and may qualify for STP funds since it is on a Major Collector route and Schwab-Eaton, PA had recommended posting the weight limit of 12/20/35 tons. Discussion followed. Commissioners will be meeting with Schwab-Eaton at next weeks meeting to discuss the bridge limitations.

Bill reported on a KDOT meeting last week concerning bridge projects in Allen County. He presented the contract for Federal–Aid Construction Engineering Inspection by Consultant (Cost plus net fee CE Agreement) on bridge project #1C-3664-01 for the commissioners to sign.

Commissioner Works moved to go into executive session for five minutes to discuss non-elected personnel. Commissioner Thompson seconded, motion passed 3-0-0. Those in the room will be Commissioner Thompson, Commissioner Works, Commissioner Regehr, Bill King, Public Works Director, and Sherrie L. Riebel, Allen County Clerk. The time is 9:20 a.m. Commissioners reconvened at 9:25 a.m. No action was taken.

Commissioners discussed a request to put carnival rides on the courthouse lawn by Barbara Collins, Iola Area Chamber of Commerce Director. Commissioners approved but request the kiddy rides be on the lawn, if the lawn is used for ride.

Alan Weber, Allen County Counselor, discussed ambulance contract with Humboldt, Iola and Moran. No action was taken at this time.

Robbie Atkins, Allen County Sheriff, discussed a cook’s program concerning meals and commodities. Another program will give a monthly breakdown so as to figure a cost per meal to the inmates will be installed at a later date.

Robbie reported there is still water coming in the new jail: in the kitchen, the back entrance to the Sheriff’s office and in the exercise area. Discussion followed. He reported a new fire extinguisher was installed because the original one installed was not up to code.

Robbie discussed training the new jailers and other issues that State Fire Marshall has requested. Discussion followed. He stated he is still working on the Standard Operating Policy’s for the new jail.

Commissioners discussed a bid regarding a vacuum sweeper. Robbie stated Ron Holman and Debbie Ludlum would be cleaning the offices and jail staff will supervise the inmates cleaning the jail area.

Robbie discussed something on the glass in the entrance area to the Allen County Law Enforcement Center. No action was taken.

Robbie stated the Fourth of July was relatively quiet.

Robbie stated they need some way of implementing a identity of inmates. He presented an inmate identification wristband bids. Bids were received from Clincher Company for wristband with photo and plastic closer for $155.95 for 500 wristbands and Laminator for $260.00; Skystream technologies for Imaging package for $5,000.00, PC Anywhere for $200.00, training $1,000.00 and PC for $2,500.00 for a total of $8,700.00; and Lamination Service Inc. for a software package for $1,149.00, Photo Capture Kit $177.00, Laminator $237.00, Wristband label sheet $33.00, Wristbands (500 quantity) $235.00 for a total of $1,831.00. Discussion followed on other options and integration with other equipment. Commissioner Works moved to accept the low bid from Lamination Service Inc, for a total of $1,831.00. Commissioner Regehr seconded, motion passed 3-0-0.

Robbie reported to the Commissioner details of a Bryme Grant for digital camera and or VCR recorder. Discussion followed.

Robbie discussed the move in date for the new jail area. Discussion followed on costs to house inmates and pay employees as Allen County is still waiting for Westra Construction to finish the construction.

Robbie discussed part time cook whose position was requested to be full time. Discussion followed on the need once the jail opens but not before. He also reported he was in need of storage area for replacement windows and carpet pieces. Commissioners requested he visit with Bill King, Public Works Director.

Les and Hilda Barnett, Allen County residents, requested gravel at the Geneva cemetery and on 500 Street. Commissioners asked Bill King to review to areas.

Commissioners discussed and reviewed Resolution #200409.

Commissioners discussed a 911 Agreement for the purpose of providing 911 service.

COMES NOW the party of the first part, Allen County, a municipal corporation organized and existing pursuant to the laws of the State of Kansas (hereinafter referred to as "County"), and the City of Iola, a municipal corporation operating and existing under the laws of the State of Kansas (hereinafter referred to as "City"), and

Each of the parties for and in recognition of their obligation to provide services to the general public and being aware that a 911 emergency telephone service is a significant benefit to the general population, and in an effort to provide such 911 service to the taxpayers of Allen County and the City of Iola enter into the following agreement.

1. Provide all necessary equipment needed to provide appropriate 911 service within Allen County. County furthermore agrees to see that the equipment is properly serviced and repaired when needed, and updated as deemed necessary.

 

2. Pay to City an annual total of $142,440, in the following installments:

$ 35,610.00 on or before January 5, 2005

$ 35,610.00 on or before April 5, 2005

$ 35,610.00 on or before July 5, 2005

$ 35,610.00 on or before October 5, 2005

3. Appoint an Advisory Committee consisting of five members, at least two of whom are residents of the City of Iola and chosen by the City. Said Advisory Committee's purpose shall be to:

 

a. Respond to the concerns and inquiries of residents of Allen County regarding 911 service.

b. Assure that 911 operations are adequately equipped and staffed.

c. Assure a quality 911 service is provided throughout the county on an equal basis.

1. Provide a location for the 911 dispatch to be set up.

2. Provide adequately trained personnel to provide 911 service on a 24-hour basis.

It is furthermore agreed that the 911 Advisory Committee shall provide an annual report and budget recommendations to both Governing Bodies by the First Tuesday in June, at which time a joint meeting of the governing bodies of the City and County may be called for the purpose of discussing information on the operation of 911 service and negotiating budgets and the contract for the upcoming year.

In conjunction with providing an annual report, the 911 Advisory Committee is also charged with the task of reviewing the apportionment of cost and expenses as attributed to 911 service, and to insure that said cost and expenses are being borne in an equitable fashion, and to make recommendations on the amount of payment to be made by the County to the City.

All the people hired and operating in some capacity associated with the 911 dispatch group shall be employed and be recognized as employees of the City, and shall be governed accordingly pursuant to the personnel handbook and rules, regulations and ordinances of the City.

Both parties agree that this Agreement shall be renewed annually on July 1 of each year. If no agreement is reached by County and City regarding their respective payments, duties and responsibilities under this Agreement cannot reach an agreement, then this Agreement shall expire on October 1 of the year in which no agreement is reached.

Further modifications of this Agreement will be done by Addendum. This is due to anticipated yearly fluctuations as to the amount to be paid pursuant to this Agreement.

Finally, it is agreed that any and all third-party liability that may arise as a result of this Agreement and operation of said service shall be jointly shared by the respective parties.

Commissioner Regehr moved to approve and send the agreement to the City of Iola for consideration. Commissioner Works seconded, motion passed 3-0-0.

Marty Taylor, L.E.P.P./G.I.S./Zoning Administrator, discussed funding for L.E.P.P. Discussion followed. He is requesting grant monies from L.E.P.P. for 2005 budget year. The grant would be for $14,912.00 with the local contribution in the amount of $1,491.00. The state is on a July 1 to June 30 fiscal year. Commissioner Works moved to authorize the chairman’s signature on the Local Environmental Protection Program Grant Agreement with the Kansas Department of Health and Environment. Commissioner Regehr seconded, motion passed 3-0-0.

Commissioners discussed the appointment they need to make to the Citizen’s Advisory Committee (CAC) for the Reach Foundation at Allen County Hospital.

Commissioners discussed a 911 request from City of Iola Police Chief Steve Womack to pay for line charges of $330.00 per month if a grant is approved in the amount of $14,236.00. Discussion followed. Commissioner Regehr moved to approve the $330.00 monthly line charge from the 911-account contingent upon the grant’s approval. Commissioner Works seconded, motion passed 3-0-0.

Commissioners approved the following documents:

a) Clerk's Journal Entries #

b) Clerk's vouchers totaling $132,777.20

c) Payroll Changes

With no further business to come before the board, the meeting was adjourned until July 8, 2004 at 9:00 a.m. in the Commission room of the courthouse for the purpose of a special meeting to discussed CAC and other business as needed.

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