Commission Minutes

OFFICIAL MINUTES

FEBRUARY 23, 2009, 27TH DAY OF
THE JANUARY ADJOURN TERM

The County Commission met in the Commissioners Hearing Room at 9:00 a.m.
with Chuck Pennel, Danny Strahan and Jim Strafuss present. The following proceedings
were had and made a matter of record.

Prayer by: Larry VanGilder.

PUBLIC COMMENT

Bob Schanz commented on a letter from Pat Adel read by Commissioner Pennel in last
Monday’s meeting.

Commissioner Strahan moved to approve the following accounts payable:

Checks # 308494 – 308506, 308510 - 308600

Warrants # 4976

Commissioner Strafuss seconded the motion. The motion passed by vote: Strafuss (yes),
Pennel (yes) and Strahan (yes).

APPROVAL OF MINUTES

Commissioner Pennel moved to approve the minutes for 2/9, 2/17, 2/18, 2/19, and
2/20/09. Commissioner Strafuss seconded the motion. The motion passed by vote:
Strafuss (yes), Pennel (yes) and Strahan (yes).

HOUSEHOLD CHEMICAL RECYCLE

Larry VanGilder discussed expiration of grant for the Household Chemical Recycle
facility and the % usage by different areas. $15,800 is the cost of disposing of hazardous
chemicals per year. $5,400 bill for items picked up 3 weeks ago will be coming to the
commission if funds are not available to pay the bill for left over grants.

MECHANICAL SUPPLIES

Commissioner Strahan moved to approve the 3 mechanical suppliers that bid, Fastenal,
O’Reilly, and Lawson. Commissioner Strafuss seconded the motion.

The motion passed by vote: Strafuss (aye), Pennel (aye) and Strahan (aye).
 COUNTY CLERK ELECTION COMMENTS

Donna Neeley, County Clerk stated that Absentee voting begins tomorrow 2/24/09 and a
15% turnout expected in Municipal Elections April 7, 2009.

OACAC FUND RAISER

Pie supper fundraiser at Kirbyville schools March 21 from 3 – 6 PM for OACAC
announced by County Assessor, James Strahan.

COMMISSION MOVED INTO NEW OFFICE

Commissioner Strafuss announced that the commission has completed the move into
their remodeled offices on the second floor of the courthouse.

Commissioner Pennel declared a recess.

RECESS

RECONVENED IN COMMISSIONER’S CONFERENCE ROOM
10:00 AM

BOB PAULSON - WORK SESSION

The Commission discussed the need for a policy concerning minutes for executive
sessions as to content and processing. The Commission directed Jim Yust, Deputy Clerk,
to draft a policy based on the discussion for the Commissions consideration.

The Commission discussed with Bob Paulson the need for a list of Top 5 actively
working items, 5 other items that Bob thinks should be added to the list and a total list of
other items to be worked on.

The Commission also discussed the Taneycomo Bridge contract and declared that it be
made clear through a simple document to MODOT that the County involvement is a
maximum of 5.1 million and no more. The Commission instructed Bob to draft his
communication and bring it to the Commission so they could review and then have it sent
to MODOT.

Mr. Paulson asked for a discussion on Mr. Plummer’s request for vacation of a platted
road. The Commission instructed Bob Paulson to do the publications and paperwork
necessary to prepare for the vacation action.

Mr. Paulson brought up a request for $2,500 for publication needed to resolve an issue on
the title for the Judicial Center land. The Commission determined that Bob should take it
back to the Title Insurance Company to resolve, as it is their error.
The Commission asked Bob Paulson to give the Commission the working list by 5:00
PM on each Friday.

Presiding Commissioner declared a Recess.

RECESS
11:02 AM

RECONVENED COMMISSIONER’S CONFERENCE ROOM
11:06 AM

Commissioner Pennel moved to go into executive session. Commissioner Strafuss
seconded the motion. . The motion passed by vote Pennel (aye), Strahan (aye) and
Strafuss (aye).
EXECUTIVE SESSION

See Executive Session Minutes for actions taken if any.

Commissioner Strafuss moved to go out of executive session. Commissioner Pennel
seconded the motion. The motion passed by vote Pennel (aye), Strahan (aye) and Strafuss
(aye).

OUT OF EXEC
11:55 AM

Commissioner Strafuss moved to approve appointment of Becky Roberts and Ron
Houseman for IDA Board. Commissioner Pennel seconded the motion. The motion
passed by vote: Strafuss (aye), Pennel (aye) and Strahan (aye).

Commissioner Pennel declared recess until 1:00 PM.

RECESS

RECONVENED IN COMMISSIONER’S HEARING ROOM
1:06 PM

MOHAWK LANE ROAD PETITION
VENICE ON THE LAKE – SWAN TOWNSHIP

The Commission reviewed the video and aerial map of Mohawk and discussed the
condition of the road and the limitation of the county’s 2009 budget for road and bridge.

Commissioner Strahan moved to table until we have a cost estimate for the specified
portion of the road from the north end of Mohawk to the bend where the occupied.
Commissioner Pennel seconded the motion. The motion passed by vote: Strafuss (aye),
Pennel (aye) and Strahan (aye).
 ROAD AND BRIDGE

Commissioner Strahan moved that we change Jacob Harmon’s status from part time to
full time based on Frank Preston’s recommendation. Commissioner Pennel seconded the
motion. The motion passed by vote: Strafuss (aye), Pennel (aye) and Strahan (aye).

HILLHAVEN TURNAROUND

Commissioner Strafuss moved to accept donated land for a 40-foot turnaround on Hill
Haven Turnaround. Strahan seconded the motion. The motion passed by vote: Strafuss
(aye), Pennel (aye) and Strahan (aye).

HORIZON HILLS

Commissioner Pennel suggested that Horizon Hills be taken in contingent upon moving
the mail-boxes, raising the valves, concrete swale to control runoff and release by all
property owners on water run off flooding with understanding that the county will not
provide snow removal on round hill road due to no turn around. Commissioner Strahan
seconded the motion. The motion passed by vote: Strafuss (aye), Pennel (aye) and
Strahan (aye).

The Commission instructed Frank Preston to draft a letter to Mr. Lonnie Brown
concerning the conditional motion to take in Horizon Hills.

ENGINEERING REVIEWS AT WEST BARN AND TRANSFER STATION

The Commission directed Frank Preston to contact Egis about solid waste facility and
West Barn engineering questions after conferring with Tressa Luttrell concerning RFP
status.

SPRING CLEAN UP

Frank Preston will check the calendar for conflicting dates before suggesting a date for
the Spring Clean Up.

NACA WEBINAR

Frank Preston announced to the Commission that a NACO Webinar would be held in the
Commissioner’s Hearing Room this Wed from 3 – 5.

LONG RANGE TRANSPORTATION PLAN

Commissioner Pennel said he would like to have our transportation board to look at our
needs before we would contact a professional firm to consult. Frank will present a draft
of his recommendations next week to be reviewed before taking it to the transportation
board.
 CLEVENGER COVE

The Commission discussed the purchasing or non-purchasing of easements and decided
they did not want to purchase.

WEST BARN CELL PHONE

Frank Preston said that an employee at the West Barn had over 1,500 minutes on one cell
phone. The phone is being removed from the plan.

10 HOUR DAYS

The Commission suggested that Frank proceed with beginning of day light savings to go
to 4 day 10 hour work schedule.

BEHIND ON DATA ENTRY

Frank Preston said his area was four months behind on data entry. The Commissioners
said they might have other people available for ½ days for 3 or 4 weeks. Frank said he
would accept whatever was available.

Commissioner Strahan moved to go into executive session. Commissioner Strafuss
seconded the motion. The motion passed by vote: Strafuss (aye), Pennel (aye) and
Strahan (aye).

EXECUTIVE SESSION
4:02 PM

See executive session for action taken if any.

Commissioner Strahan moved to go out of executive session. Commissioner Strafuss
seconded the motion. The motion passed by vote: Strafuss (aye), Pennel (aye) and
Strahan (aye).

OUT OF EXECUTIVE SESSION
4:07 PM

Commissioner Strahan moved to recess. Commissioner Strafuss seconded the motion.
The motion passed by vote: Strafuss (aye), Pennel (aye) and Strahan (aye).

RECESS
4:08 PM

Commission Pennel called the meeting back to order.
 RECONVENED
4:09 PM

Commissioner Strahan moved to send Commissioner Strafuss to the NACO convention
in Washington DC. Commissioner Strafuss seconded the motion.
The motion passed by vote: Strafuss (aye), Strahan (aye), and Pennel (nay).
Presiding Commissioner Pennel declared a recess.

RECESS
4:26 PM