Allen County Commissioners' Meeting Minutes

IOLA, KANSAS
OFFICE OF THE ALLEN COUNTY CLERK
September 27, 2005

IOLA, KANSAS                   OFFICE OF THE ALLEN COUNTY CLERK                    September 27, 2005

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

Bruce Symes, Iola Register, was present to observe the meeting.

Commissioners corrected and approved the minutes of the September 20, 2005meeting.

Sherrie discussed whether or not to go out for bids on health insurance. Commissioners discussed and decided it is not their intention at this time to go out to bid. They will possibly look at it again in January.

Sherrie reported David Janssen has been nominated to replace Jim Lewis on the Fire District #3 Board. Commissioner Works moved to appoint David Janssen to the Fire District #3 Board. Commissioner Thompson seconded, motion passed 3-0-0.

Commissioner Thompson moved to go into executive session for 15 minutes to discuss non-elected personnel. Commissioner Works seconded, motion passed 3-0-0. Those in the room will be Commissioner Thompson, Commissioner Works, Chairman Regehr, Bill King, Public Works Director and Sherrie L. Riebel, Allen County Clerk. The time is now 8:55 a.m. Commissioners reconvened at 9:10 a.m. No action was taken.

Commissioner Works moved to go into executive session for 5 minutes to discuss non-elected personnel. Commissioner Thompson seconded, motion passed 3-0-0. Those in the room will be Commissioner Thompson, Commissioner Works, Chairman Regehr, Bill King, Public Works Director and Sherrie L. Riebel, Allen County Clerk. The time is now 9:10 a.m. Commissioners reconvened at 9:15 a.m. No action was taken.

Commissioner Works moved to approve Bill to transfer Donna LaRue into the Noxious Weed Directors position. Commissioner Thompson seconded, motion passed 3-0-0.

Commissioner Works moved to authorize Bill to transfer Henry Jackman into a truck driver’s position. Commissioner Thompson seconded, motion passed 3-0-0.

Bill King, Public Works Director, presented a request from John Trembly for Family Medical Leave once his personal, sick and vacation time are used up. Commissioners accepted the request.

Bill discussed the lights at the Allen County Airport. Discussion followed on moving the lights closer to the landing strip.

Bill reported some chip seal work being done on the county roads.

Alan Weber, Allen County Counselor, discussed the proposals for the chiller and boiler.

In order to increase energy efficiency and to reduce maintenance costs, the Allen County Commissioners request proposals for the following items to be installed in the Allen County Courthouse, 1 North Washington, Iola, Kansas:

Chiller Replacement

Remove existing chiller and replace with downsized unit – 100 tons.

Remove and Replace CNWP & CHWP (existing are 10 and 15 hp) with appropriately sized replacements.

Existing cooling tower to remain

Install necessary refrigerant detection system. Tie refrigerant detection system into boiler burner EPO shutdown.

Boiler Replacement (Condensing or Copper Fin Boiler). If possible, bid both boiler styles.

Remove existing 5000 MBH steam boiler

Install new downsized 1275 MBH hot water boiler either

condensing boiler or standard efficiency copper fin boiler (Raypack, Lockinvar, or approved equal)

Remove existing heat exchanger

Remove existing condensate receiver

Remove steam and condensate lines to 3 AHUs and install new hot water piping

Remove steam heating coils and replace with hot water heating coils

Remove 2 existing hot water pumps and install 3 new hot water pumps:

a.  AHUs

b. North FCUs

c. South FCUs

Install new boiler chemical treatment system

Eliminate steam from garage shop; install new electric unit heater in garage area. Remove existing steam and condensate piping

Install new FCU

Remove existing spot cooler in second floor KDOR and install ceiling mounted FCU to provide heating and cooling (18,000 BTU).

Energy Management System

Install new front end, including a new desktop

Provide an add-alternate price for an additional lap-top computer

Points to include:

OAT, OA RH

Basement AHU – SAT, RAT, MAT, Mixed Air Damper, Hot/Cold Deck Damper, Fan On/Off, HW Valve, CHW Valve, Proof of Flow, 1 Space Temp. Replace actuators with new DDC actuators. Reconfigure AHU’s to operate per original design.

Upstairs AHU – SAT, RAT, MAT, Mixed Air Damper, Fan On/Off, HW Valve, CHW Valve, Proof of Flow, 1 Space Temp. Replace actuators with new DDC actuators.

Roof-Top Unit – SAT, RAT, MAT, Mixed Air Damper, Fan On/Off, HW Valve, CHW Valve, Proof of Flow, 1 Space Temp. Replace actuators with new DDC actuators. Allow AHU to remain operating as a single-zone.

2 Space Temperatures upstairs and 2 Space Temp downstairs for the north FCU’S.

2 Space Temperatures upstairs and 2 Space Temperatures downstairs for the south FCU’S.

North FCU Pump On/Off, South FCU Pump On/Off, AHU Pump On/Off.

Boiler On/Off, HWS Temp, HWR Temp.

Chiller On/off, CHWS Temp, CHWR Temp, CNWS Temp, CNWR Temp, CHW Pump On/Off, CNW Pump On/Off, Cooling Tower Fan On/Off.

Energy Management System must have the capacity to be upgraded to accommodate exterior and interior lighting control in the future

Installation must comply with all existing Federal, State and Local codes and regulations. This is to be a turnkey project and bids must include all labor and equipment necessary to remove old equipment, to prepare the site for new equipment and to install and operate the new heating and cooling system throughout the Allen County Courthouse.

All proposals must include a list of equipment, installation costs, warranties and any extended service agreements in the total price. Bidders shall submit a field set of record drawings (as-built). Bidders must provide a complete description of the scope of work to be performed by bidder. Bidders must also submit all equipment specifications to include a general description with all relevant capacities along with the manufacturer and model number of each equipment piece. The Commission and the Commission’s Engineers will review all proposals to see that they meet the County’s requirements. The successful bidder must furnish a performance bond and a public works bond (payment bond) as required by K.S.A. 60-1111.

The Chiller replacement and installing the new in FCU in the KDOR office will take place during the winter and spring of 2006 and must be completed no later than April 30^th, 2006. The Boiler system replacement will take place during late spring (after April 30^th) and summer of 2006 and must be completed no later than August 30^th, 2006. The Energy Management System must be installed and completed no later than August 30^th, 2006. The County must be able to operate its current boiler system while the new chiller is being installed and must be able to operate the new chiller system while the new boiler is being installed.

Commissioners stated they want the companies to submit plans with the bid proposals to be approved by an engineer selected by the Commission.

Commissioners reviewed and approved the changes submitted by Alan. Commissioners approved for the specifications to be mailed and published. Submit proposals on or before October 31st, 2005 to Sherrie Riebel, Allen County Clerk, Allen County Courthouse, 1 North Washington, Iola, Kansas 66749. (620) 365-1407. FAX: (620) 365-1441. Allen County is an Equal Opportunity Employer.

Alan discussed the open records act. He stated a department head meeting was held and open records were covered. Discussion followed.

Alan discussed the L.E.P.P. position at Woodson County. He stated he would be visiting with the Woodson County Commission to work out the coverage. Discussion followed. Alan discussed the percentage split by population would be 21% Woodson County, 79% Allen County. He will visit with the Woodson County Commission for their approval. Discussion followed.

Jim Nelson, City of Savonburg Mayor, discussed Fire District #3. Alan Weber

visited with Mr. Nelson.

Sherrie requested to shred 2001 Claim Vouchers, 2001 Added & Abatement Taxes, 2001 Daily Work, 2001 Payroll Duplicate Checks, 2001 Bank Statements, 2001 Treasurers Daily Statements, 2001 Check Register, 2001 Motor Vehicle Daily Audits, as per Local Government Records Management Manual dated 07/14/98. "The General Records Retention and Disposition Schedule has been authorized by the State Records Board in accordance with K.S.A. 75-3504 and has been adopted by the board a K.A.R. 53-2-115, an administrative regulation having the force of law." Commissioners approved.

Commissioners approved the following documents:

Clerk's Vouchers totaling $92,529.21

Payroll Changes

Clerk's Journal Entries # 84-85

With no further business to come before the board, the meeting was adjourned until October 4, 2005 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.