Shawnee County commissioners approve multiple contracts, fund exchange and vendor leases; solid-waste extension passes 2-1

The Shawnee County Board of County Commissioners approved multiple contracts, a federal-to-state fund exchange and several equipment leases and purchases during its April 28, 2025 meeting at the Shawnee County Courthouse.

The approvals included a $3,369,369.77 voucher batch; a purchase of replacement radios for Public Works; a federal-to-state transportation fund exchange; a three-year lease of four road-sweeping machines; a five-year extension of the county's solid-waste disposal contract with Waste Management of Kansas; a facilities lease with the Shawnee Yacht Club; and replacement/repair work on athletic-complex scoreboards.

The items are intended to keep county operations running (roads, parks, waste disposal and recreation facilities) and to avoid project delays caused by aging equipment or expiring agreements.

Votes at a glance

- Consent agenda (item 3): approved. Motion by Commissioner Aaron Mays; second by Commissioner Kevin Cook. Outcome: approved, 3-0. - Voucher payments (item 4.A.1): approved. Motion recorded as by Commissioner Bill Rippon; second by Commissioner Kevin Cook. Outcome: approved, 3-0. Total vouchers: $3,369,369.77. - Correction orders (item 4.A.2): approved. Motion recorded as by Commissioner Aaron Mays; second by Commissioner Bill Rippon. Outcome: approved, 3-0. - Public Works radio replacement (second year of a two-year order): approved. Motion recorded as by Commissioner Bill Rippon; second by Commissioner Kevin Cook. Outcome: approved, 3-0. Purchase includes 30 radios and upgraded batteries; funding from the 2025 Public Works operating budget. - Federal-to-state fund exchange (fiscal 2025): approved. Motion recorded as by Commissioner Kevin Cook; second by Commissioner Bill Rippon. Outcome: approved, 3-0. Exchange: $670,935.63 in federal fiscal-year funds for $603,804.02 in state transportation funds under the Federal Aid Fund Exchange Master Agreement. - Lease of four road brooms (three-year lease, contract C173-2025): approved. Motion recorded as by Commissioner Aaron Mays; second by Commissioner Bill Rippon. Outcome: approved, 3-0. Vendor: Barry Tractor of Wichita, Kansas; financing through First Bank of Sterling. - Solid-waste disposal contract extension (contract C174-2025) with Waste Management of Kansas, Inc.: approved. Motion and second were recorded but the meeting transcript did not clearly identify mover/second. Outcome: approved, 2-1. First-year estimated county financial impact approximately $373,000, with annual increases forecasted around 5% over the extension period. - Facilities lease with Shawnee Yacht Club (contract C170-2025) through Dec. 2029: approved. Motion by Commissioner Kevin Cook; second by Commissioner Aaron Mays. Outcome: approved, 3-0. The club will maintain some parking and assist with building upkeep and collaborate on a five-year capital improvement plan; the county retains program revenue from sailing lessons. - Scoreboard repairs and upgrades at Bettis and Envista Sports Complexes (contract C171-2025) with Daktronics via the Greenbush Cooperative: approved. Motion by Commissioner Aaron Mays; second by Commissioner Bill Rippon. Outcome: approved, 3-0. Estimated cost: $31,181.19 from the department's 3R fund. - Executive session (personnel and privileged attorney-client consultation): approved. Motion by Commissioner Aaron Mays; second by Commissioner Kevin Cook. Outcome: commissioners recessed for executive session; upon return the board stated no action was taken.

What the commissioners discussed and why it matters

Solid waste contract: The board approved a five-year extension of the county's disposal agreement with Waste Management of Kansas for Rolling Meadows RDF. Bill Sutton of Shawnee County Solid Waste told commissioners the extension includes adjusted fees and that the first-year county financial impact is approximately $373,000. Sutton said the contract anticipates annual increases in the 5% range and that the county is monitoring whether rates will need adjustment in 2026.

Public Works equipment and fund exchange: Courtney House, director of Public Works, described two operational items. One was the second year of a two-year replacement of communications radios for public-works crews; the county will buy 30 radios this year plus upgraded batteries and accessories to improve reliability during events such as snow and ice operations. House said the batteries purchased this year are improved to avoid failures "in the middle of the night." The second was the annual request to exchange federal transportation funds for state funds under the Federal Aid Fund Exchange Master Agreement. House showed the board the exchange amount: $670,935.63 in federal funds for $603,804.02 in state transportation funds; she noted the exchange amount has fallen compared with prior years but remains useful because state funds have fewer restrictions.

Lease of road brooms: House also presented a request to lease four small road-sweeping machines (described as "brooms") from Barry Tractor via a three-year lease (contract C173-2025) financed through First Bank of Sterling. She said the machines are used to sweep loose aggregate after chip-seal and milling operations and after storm events; the county can purchase them at lease-end (effective interest rate she estimated at approximately 3.45%), return them, or sell them and apply residuals to future leases.

Parks and recreation agreements and repairs: Tim Laurent, director of Parks and Recreation, asked the board to extend a facilities lease with the Shawnee Yacht Club through Dec. 30, 2029. Laurent said the club has maintained a presence at Lake Shawnee for more than 20 years, will collaborate with county staff on a five-year capital-improvement plan, maintain parking and assist building upkeep, and provide sailing lessons (revenue retained by the county). Laurent also presented a contract with Daktronics, via the Greenbush Cooperative, to repair and upgrade several scoreboards at Bettis and Envista sports complexes; Laurent said many of the existing boards are more than 15 years old and parts are no longer produced, making a system upgrade necessary to maintain functionality.

County vouchers and consent items: The board approved a voucher bundle totaling $3,369,369.77. The county clerk summarized notable payments including equipment purchases and progress payments funded from several departmental funds and special revenue accounts.

Administrative communications and other items: John Landon, director of the weed department, told commissioners his staff received Kansas Department of Agriculture licensing to perform drone applications, making Shawnee County the first government agency in Kansas the department said had that license. Commissioners also announced an upcoming work session followed by a ribbon-cutting/rededication for the courthouse renovation.

Ending

After a roughly 20-minute executive session on personnel and a separate roughly 20-minute attorney-client consultation, the commissioners returned to open session and stated that no action was taken before adjourning.