Coffey County commissioners approve jail construction change orders, declare disaster after heavy rains and request state OK for road change order

Coffey County commissioners on June 9 approved several construction change orders for the new law-enforcement center, declared a local disaster after heavy rains and took steps to seek state permission to extend a road contract in order to save county funds.

The commission approved three bundled change orders related to the county's new law-enforcement center. The board voted to accept change-order packages that add a hot-water recirculation pump and piping, add a light into a jail-to-court link, install a trench drain at the relocated kitchen delivery door, raise exterior seals at the main entry and run a fiber pathway into the existing building. Commissioners recorded no change to the project guaranteed maximum price of $25,712,885 and directed that the net adjustments be charged to the construction contingency.

Those items were presented as potential change orders that had gone through the contractor and the county's architect for review. The largest single line in the approved packet was the pathway/fiber run into the existing building, described in the materials as the greater cost because the final routing required additional wall and ceiling penetrations compared with the original scope. The board approved the package after staff and River City Construction staff explained the work and costs; commissioners asked about warranties, punch-list timing and the one-year workmanship warranty that follows turnover.

Why it matters: the law-enforcement center is the largest ongoing county capital project. Approving these change orders keeps work moving toward occupancy while preserving the GMP the board set earlier in the project.

Beyond construction, commissioners approved a formal, seven-day local disaster declaration effective June 4, 2025, authorizing county staff to begin documentation for potential state and federal assistance after a heavy rain event damaged roads and infrastructure. County staff reported a preliminary local estimate of roughly $250,000 in county road and labor damages from the storm; staff also said many roads required temporary barricades and some culverts and road sections will remain closed until repairs are completed and FEMA/state damage assessments are finished.

The declaration enables the county to compile damage estimates and to apply for state mitigation and FEMA programs if the state's aggregated damages meet program thresholds. Emergency-management staff said corps and reservoir operators (John Redmond Reservoir) had been in frequent contact and had increased releases during the storm; county emergency staff said Rock Creek in Burlington narrowly avoided backwater flooding.

Commissioners also authorized county staff to send a formal letter to the Kansas Department of Commerce asking permission to use the contractor who has the on-site contract to extend the SSM access road (an existing CDBG-funded project) rather than rebidding the extension. County engineering staff showed a unit-price analysis indicating that the incumbent bidder's unit rates were substantially lower than the other bids; using the incumbent for the extension could save the county roughly $350,000 compared with a separate competitive rebid. The board voted to waive portions of the county's procurement policy to allow staff to request Department of Commerce approval to proceed by change order.

Other business and votes at a glance - Approved a motion to accept a Department of Commerce grant to support rehabilitation of an early-childhood facility (presented as $683,000) and authorized the chairman to sign related documents. Meeting materials and staff references also contained a transcription inconsistency referring to the local school district as "USD $2.43." The commission recorded acceptance of the award and authorized contract execution; county staff said the school district will handle design and professional services and the county will publish bid notices and administer the contract as required by the grant terms. - Awarded a hot-mix asphalt contract (project A2503-C) to Fellow Construction, Ottawa, Kansas, for $74,698; funds to be paid from the Community Improvement Reserve. Staff said the contractor expects to start about June 25. - Approved a motion to waive formal bid rules and prepare a letter seeking Department of Commerce permission to use the incumbent contractor to extend the SSM access road (possible savings ~ $350,000); motion passed. - Approved multiple personnel payroll/step changes (CP-2) and payroll notices for county employees as listed in the agenda; motions carried. - Authorized execution of one tax-abatement form (mental health center of East Central Kansas) in the amount of $3,131.54; motion carried. - Authorized chairman to execute a county contract with Jack's Lawn & Pool Store for maintenance of the North Property pool (item referenced as $80 biweekly mileage as listed on the contract). Motion carried. - Approved the board's disaster declaration (effective June 4, 2025) to permit documentation and pursuit of state/FEMA mitigation and assistance; motion carried. - Approved the law-enforcement center change-order packages (numbers listed in the meeting materials) with no change in the GMP of $25,712,885; motion carried. - Approved the county's review and acceptance of the hospital and ambulance 2026 budget requests (hospital request shown as $3,111,025 and ambulance $1,104,994). Motion carried.

In public comment and non-voting items, the newly reconstituted Coffey County Chamber of Commerce (new director Sheree) presented a budget request for 2026 and described membership growth, social-media outreach and the "buy local" program. The director asked the county to consider continued support; commissioners did not take a funding motion during the presentation. Chamber leaders described a plan to lower future county funding requests if membership revenues grow.

What's next: county staff said the construction team expects to complete outstanding punch list items and to schedule the fire-marshal inspection; occupancy will follow approval by the fire marshal. Emergency-management and highway staff will continue FEMA/state damage documentation and will hold public meetings if a state disaster declaration and individual assistance are approved. Staff will submit the Department of Commerce letter asking permission for the SSM change order and report back.

Ending: commissioners closed the meeting after scheduling future check-signing and board dates; county staff said they will circulate additional project details and updated cost breakdowns as Department of Commerce and architect reviews are finalized.