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Commission Board Meeting on Wed, June 12, 2019 - 5:30 PM

Meeting Agenda: 


ADDRESSING THE COMMISSION:  Public comment will be taken for each regular agenda item as each item is discussed.  Individuals will be limited to one comment per agenda item.
Individuals are asked to come to the microphone, sign in, and state their name.  We ask that you sign in so that we can get the spelling of your name correct in the minutes of the meeting. Speakers should address all comments/questions to the Commission.


(1) (a)  Consider approval of Commission Orders;
 (b) Consider approval of acquisition of permanent easement for structure replacement Project No. 2017-55. (Kevin Sontag) 
 (c) Authorize the Interim County Administrator to sign a Professional Services Agreement  for Mental and Behavioral Health Care Services with Heartland Community Health Center (Jill Jolicoeur)
 (d) Consider approval of the minutes for May 22, 2019; and
 (e) Accounts payable.
(2) Consider a request for a private road from Louie and Betty McElhaney (Tonya Voigt)

(3) Presentation on LDCFM capital improvement plan for 2020-2024 (Chief Coffey)

(4) Consider a request from the Lawrence Community Shelter to approve an additional $148,000 for FY 2019 (Jill Jolicoeur)

(5) Consider awarding a contract for Construction Manager at Risk Services for the expansion of construction of the Douglas County Behavioral Health Campus Housing (Jill Jolicoeur)

(6) Consider awarding a contract for Construction Manager at Risk Services for the expansion of the Douglas County Correctional Facility (Sarah Plinsky)

(7) Appointments:  
• Community Corrections Board Advisory Board (1) position open (Social Services)
• Douglas County Food Policy Council (2) positions open (Local food system/Ag Producer)
• JAAA Advisory Council (1) position
• JAAA Board of Directors (1) position
• Lawrence-Douglas County Advocacy Council on Aging (10) open positions

(8) General Public Comment

General Public Comment will be at the end of each meeting with a limit of one comment per person and keep their comments brief. Individuals may not give unused time to other speakers. As a general practice, the Commission will not discuss/debate these items, nor will the Commission make decisions on items presented during this time, rather they will refer the items to staff for follow up, if necessary.

(9) Committee Reports

(10) Commissioner and/or Administrator Miscellaneous

(11) Adjourn

Meeting Location: 
County Courthouse
Street Address: 
1100 Massachusetts Street, Lawrence, Kansas 66044
Meeting Minutes: 

May 22, 2019

Derusseau called the Work Session to order at 4:00 p.m. on Wednesday, May 22, 2019 with all Commissioners present.

The County Commission held a work study session update regarding the Lawrence Community Shelter (LCS). Attendees included: Sarah Plinsky, Interim County Administrator; Thea Perry, LCS Board president; Keith Nowland, LCS Board treasurer; Jason Hess, Heartland RADAC; Bob Tryanski, Coordinator Behavioral for Health Programs; and Jill Jolicoeur, Assistant to the County Administrator.
Erika Dvorske, of SS&C Solution, Inc. provided a summary of four areas (staff management, client management, volunteer management and program evaluations) with recommendations for improvements.

Recommendations and highlights included:

  •  Narrow the mission of the organization to focus on the emergency shelter exclusively.
  •  Adopt three key program metrics that are aligned with national trends within emergency shelters.
  •  Separate board and staff roles and responsibilities with tools for communication and structure for accountability. Adopt a board job description and request all current board members recommit to the clarified role. Adopt a board agenda framework that will focus on governance, oversight and fundraising.
  •  In response to a narrowed mission statement, create a staff framework with management that assures at least four staff are on-site with clients for all shifts with assigned shift managers for each shift. 
  •  Improve controls surrounding cash receipts and donor donation tracking.
  •  Improve controls surrounding payroll taxes.
  •  Report to the Douglas County Government and City of Lawrence regarding LCS.
  •  The goal is to help households instead of individuals, decrease the average length of stay, and increase exits to permanent housing.
  •  Identify the big picture of who the partner organizations are and how they are willing to support with work for shelter clients.
  •  There was discussion on best practice standards and day-to-day operations.
  •  A shortage of staff at LCS is a safety concern.
  •  There was also discussion on the continued use of the current building location that was not initially designed to house people. This location was a last resort of many attempts to gain permit approval.
  •  The LCS Board plans to make a funding request to the County for four additional staff positions for the 2020 budget. If not approved, the shelter may need to reduce service hours.
  •  LCS has submitted requests to the City and County for additional budget support for the FY 2019.
  •  To consider additional funding, staff would like more information on: refining the outcomes of the long-term strategy and capital plan; the target of 829 households represents how many individuals; and more context on exiting the shelter and moving into the community.

RECESS 05-22-19
At 5:15 p.m., the Board recessed until the 5:30 p.m. meeting.

RECONVENE 05-22-19
At 5:30 p.m., Derusseau called the Regular Meeting of the Board of County Commission to order.

Derusseau moved approval of the following Consent Agenda:
►  Commission Order No. 19-035 on file in the office of the County Clerk;
►  Authorized the Interim County Administrator to execute the Order to Bind Coverage with Midwest Employers Casualty for Workers’ Compensation excess coverage at a $500,000 retention level for all employees for $86,937 for the period of Jun 15, 2019 through June 14, 2020, with the option to renew for successive one (1) year term in the amount of $86,937 for the period June 15, 2020 through June 14, 2021;
►  Authorized the Interim County Administrator to renew the agreement with Takio Marine HCC for Employee Health Insurance Stop Loss Coverage for the 2019-2020 Plan year in an amount not to exceed $1,043,755;
►  7th Judicial District SFY 2020 Reinvestment Grant Application for continued funding of: Positive Direction After School Mentoring Program (Boys & Girls Club), Family Skills Training-Strengthening Families Program, Youth Crossroad-National Curriculum and Training Institute, and Therapeutic Support; and                                 
►  Accounts payable in the amount of $226,512.83 to be paid on 05/23/19; 

Motion was seconded by Thellman and carried 3-0.

Pulled from the agenda:

MINUTES 05-22-19
The item to consider the approval of the minutes for May 1 and May 8, 2019 were deferred to the June 5 agenda.

The Board considered the authorization to solicit bids for the construction of Project No. 2019-20 improvements to the N 1200 Road/Route 1061 intersection. Keith Browning, Director of Public Works, presented the item.

The estimated cost of construction ($120,000) will come from the Special Highway Fund which has a current balance of $127,000. This fund receives revenue from the Hamm Eudora Quarry for rock hauled from the quarry. The project will require closure of N 1200 Road east of Route 1061 during construction for approximately four weeks. Trucks will be routed down E 2300 Road to the Route 442/K-10 highway interchange.

Derusseau opened the item for public comment. No comment was received.

Derusseau moved to authorize Public Works to solicit bids for the construction of Project No. 2019-20 improvements to the N 1200 Road/Route 1061 intersection. Motion was seconded by Thellman and carried 3-0.

The Board considered a contractual services agreement with Little Government Relations LLC. Jill Jolicoeur, Assistant to the County Administrator, presented the item. 

The goal of using government relations services is to educate state legislature and agency leaders on our efforts and challenges in addressing the behavioral health and juvenile justice needs in Douglas County. Stuart Little, Little Government Relations LLC, has an extensive history and strong reputation of providing government relations and advocacy services in Kansas on behalf of a variety of state and local organizations in the areas of behavioral health, community corrections and juvenile justice services. Staff asked the Board to support funding these services by using the existing balance available in the Behavioral Health Projects equipment service fund.

Thellman stated she feels it’s important to do this. Staff is already doing the work of 2-3 people. To bring on someone who can add capacity and navigate us through a sensitive system, especially helping with Topeka, is valuable.

Derusseau agreed. She stated it will be wonderful to have someone who understands the system and can explore opportunities on how we can benefit with cooperation from the state.

Derusseau opened the item for public comment. No comment was received.

Thellman moved to approve a contractual service agreement with Little Government Relations LLC in an amount not-to-exceed $20,000 to perform government relations services on behalf of Douglas County, Kansas. Motion was seconded by Kelly and carried 3-0.

Steven Davis, 4100 W 24th Place, made comments regarding the Lawrence Community Shelter (LCS). He sits of the Social Services Funding Board who recommends social service funding for the City of Lawrence. He noted that the LCS submitted their application for funding late in 2018, not at all in 2019 and again late for the 2020 deadline. He said LCS has submitted more requests for funding than any other board and struggles with providing the necessary information for funding requests. He feels LCS needs to be accountable to tax payers. Davis spoke as an individual, not as a board member.

COMMITTEE REPORTS 05-22-19 - None.
· Sarah Plinsky, Interim County Administrator, stated staff and the Commission met recently in work session on the Capital Improvement Plan (CIP). Based on prior Commission direction, improvements to 19th Street, near the fairgrounds, would not be included in our 2020 proposed CIP. Plinsky stated she recently met with City staff in regards to the 2020 budget. The City wants all budget communication in writing. Plinsky asked for direction on whether to send a letter to the City of Lawrence, before the proposed budget, confirming the County will not include improvements to 19th Street in the 2020 proposed budget. After discussion, it was the consensus of the Board for Plinsky to correspond with the City of Lawrence confirming the above information.
Derusseau adjourned the meeting at 5:58 p.m.

____________________________     ____________________________
 Michelle Derusseau, Chair                   Patrick Kelly, Vice-Chair
 __________________________         ____________________________  
Jamie Shew, County Clerk                     Nancy Thellman, Member