Commission Minutes

OFFICIAL MINUTES
March 29, 2010, 37th DAY OF
THE JANUARY ADJOURN TERM

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

APPROVAL OF MINUTES

Commissioner Strafuss moved to approve the minutes of 3/19, 3/22, and 3/24/2010 as
amended. Commissioner Strahan seconded the motion. The motion passed by vote:
Pennel (aye), Strahan (aye), and Strafuss (aye).

ACCOUNTS PAYABLE

Commissioner Strafuss discussed check number 318098 which was paid to EGIS
Engineering in error. Commissioner Pennel explained how the error occurred.
Commissioner Strahan clarified that he was not involved in the error.

Commissioner Strafuss moved to approve accounts payable as follows, withholding
check numbers 319009, 319026 and 319001. Commissioner Pennel seconded the
motion. The motion passed by vote: Pennel (aye), Strahan (aye), and Strafuss (aye).

Checks: 318985 – 319052
Warrants: 5183

Commissioner Strafuss moved to approve check numbers 319009 and 319026.
Commissioner Strahan seconded the motion. The motion passed by vote: Pennel (nay),
Strahan (aye), and Strafuss (aye).

JOURNAL ENTRIES/TRANSFERS

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

PUBLIC COMMENT

Ron Potter with the City of Forsyth spoke about the their work with the National Weather
Service to designate Forsyth as a Storm Ready Community, with the designation
ceremony happening Friday, April 2nd, 2010 at 1 pm at the City Hall. He expressed his
thanks for the aid of the Sheriff’s Department and Emergency Management in this
process.
Bob Shanz spoke about the consideration of the Commission to hold a State audit. He
spoke further about the EGIS check error and the accounts payable process.

Jennifer Schmolke spoke with the Commission on their involvement with the approval of
Sewer District projects. The Commissioners explained that the projects have to have
funding approved by the Commission. Jennifer discussed the T Highway project and
concerns she has on easements related to it. Commissioner Strafuss suggested Jennifer
meet with the Sewer Board and that he will discuss the matter with her further on recess
of the meeting.

Don Ehrhardt congratulated the Commission on turning Animal Control over to the
Health Department. He also spoke on his desire for a vicious dog ordinance.
Commissioner Pennel clarified that there is a vicious dog ordinance in place already, and
that he would hold a further discussion with him on it.

BLUE RIDGE ROAD

Commissioner Pennel moved to extend County maintenance on Blue Ridge Road an
additional sixteen hundred feet, including going to the bottom of the hill, contingent on a
right-of-way given by Mr. Bordine, with a low water crossing and turnaround, and that
Road & Bridge notify every property owner that the work might not happen this year.
Motion died for lack of a second.

Commissioner Strafuss moved to deny the petition request of Blue Ridge Road with the
caveat that there will be six months, from March 29, 2010, before they can reapply.
Commissioner Strahan seconded the motion. The motion passed by vote: Pennel (nay),
Strahan (aye), and Strafuss (aye).

PLANNING & ZONING BOARD MEMBER APPOINTMENTS

Commissioner Strafuss moved to appoint Sara Klinefelter from the Swan Township to
serve until January 1st, 2014. Commissioner Strahan seconded the motion. The motion
passed by vote: Pennel (aye), Strahan (aye), and Strafuss (aye).

Commissioner Strafuss moved to appoint Ray Edwards from the Cedar Creek Township
to serve until January 1st, 2014. Commissioner Strahan seconded the motion. The
motion passed by vote: Pennel (aye), Strahan (aye), and Strafuss (aye).

Commissioner Strafuss moved to appoint Jim Brawner from the Oliver Township to
serve until January 1st, 2013. Commissioner Pennel seconded the motion. The motion
passed by vote: Pennel (aye), Strahan (nay), and Strafuss (aye).

Commissioner Strahan moved to appoint Shawn Pingleton from the Branson Township to
serve until January 1st, 2013. Commissioner Pennel seconded the motion. The motion
passed by vote: Pennel (aye), Strahan (aye), and Strafuss (aye).
Commissioner Strafuss reminded the public that the Spring Clean-up was coming up on
April 16th & 17th, 2010. The Commissioners encouraged and thanked the public for
working on cleaning the local streams and lakes. They also let the public know that there
are bags available for trash collection in the Road & Bridge department.

Commissioner Pennel informed the public of the retirement reception for Dr. Roston
from 1-5pm at Forsyth High School on April 17th, 2010. He expressed that he was
planning a resolution of acknowledgement for Dr. Rostons service to the County. He
further informed the public that on Wednesday, March 31st, 2010 at Fat Daddy’s a slide
presentation of Dr. Rostons underwater photography would be presented.

Commissioner Pennel discussed The Fair Tax Bill and its negative impact on the sales tax
rate of the County. He discussed his attendance at the Missouri Legislative Conference
on April 11th & 12th, 2010 to express his opposition to the tax.

Commissioner Pennel offered to write a check for the amount of the erroneously paid
EGIS check, number 318098, from his personal savings. He requested that Nikki
Lawrence research the minutes to find out what limits and caps were approved by the
Commission in regards to the EGIS Land Use Contract.

Commissioner Pennel further clarified the T Highway project for Jennifer Schmolke and
requested that Nikki Lawrence do further research on the EGIS contract for the T
Highway project and its current status in the matrix.

The County Clerk, Donna Neeley, suggested that the Commission discuss a process for
retrieval of the money from EGIS. Auditor Rick Findley discussed a previous
overpayment issue with UMB Bank, and that the Bank is currently repaying the County,
as an example of a money retrieval process.

Commissioner Pennel requested that the Commission discuss a new process for the
signing of documents. He explained that currently only the Presiding Commissioner’s
signature is required, and he would like this changed for the purpose of increasing
security and preventing future mistakes.

Commissioner Strahan discussed the positive weekly spring events at the local parks and
fair grounds and encouraged the public to take part.

RECESS
10:15 AM

RECONVENED
10:30 AM

ADMINISTRATIVE & DEPARTMENTAL FUNCTIONS
 MAIL ROOM DISCUSSION

Gary Morgan presented the information he had gathered from other first class counties on
the handling of their mail.

Brenda Neal, Circuit Clerk, discussed the issues her office has with the weighing of and
payment for mail.

Assessor James Strahan discussed the needs of his office in regards to mailing.

Auditor Rick Findley discussed his financial concerns with the possible impact of a
mailroom and an additional employee on the County’s budget.

Commissioner Strahan moved to hire a mailroom employee for a trial period of twelve
months, with an initial review in six months from the current date, and with the employee
reporting to Gary Morgan. Commissioner Strafuss seconded the motion. The motion
passed by vote: Pennel (aye), Strahan (aye), and Strafuss (aye).

Rick Findley discussed how to pay for the employee’s wage. The Commission directed
him to take the funds needed from Gary Morgan’s budget, so that the overage amount
could be reimbursed from the GCR Contingency Fund.

RECESS
11:02 AM

RECONVENED
11:07 AM

STAFF DEPARTMENTAL MEETING - PURCHASING

Commissioner Strafuss moved to approve the copier bid of $6,010.00 from Copy
Products, with $2000 of the cost coming from the Extension Office budget.
Commissioner Strahan seconded the motion. The motion passed by vote: Pennel (aye),
Strahan (aye), and Strafuss (aye).

APPROVE SEMINAR FOR HUMAN RESOURCES

Commissioner Strafuss moved to approve the Human Resources Department
expenditures for training at the Lake of the Ozarks as presented. Commissioner Strahan
seconded the motion. The motion passed by vote: Pennel (aye), Strahan (aye), and
Strafuss (aye).

NUISANCE CASES
Commissioner Pennel moved to table case numbers 08-0017 & 08-0068. Commissioner
Strafuss seconded the motion. The motion passed by vote: Pennel (aye), Strahan (aye),
and Strafuss (aye).

NIKKI LAWRENCE – WORK SESSION

AGENDA REVIEW

The Commission reviewed the weekly agenda.

RECESS
11:30 AM

RECONVENED
11:32 AM

BOB PAULSON – WORK SESSION
EXECUTIVE SESSION – LITIGATION, REAL ESTATE & PERSONNEL PER
SECTION 610.021 (1)(2)(3)

Commissioner Strahan moved to go into Executive Session pursuant to RSMo. 610.021.
(1)(2)(3). Commissioner Strafuss seconded the motion. The motion passed by roll call
vote Pennel (aye), Strahan (aye), and Strafuss (aye).

EXECUTIVE SESSION
11:37 AM

See Executive Session minutes for actions if any.

Commissioner Strafuss moved to go out of Executive Session. Commissioner Pennel
seconded the motion. The motion passed by roll call vote: Pennel (aye), Strahan (aye),
and Strafuss (aye).

OUT OF EXECUTIVE
12:06 PM

CALLED TO ORDER
12:57 PM

STAFF DEPARTMENTAL MEETING – ROAD & BRIDGE

Frank Preston discussed Slough Hollow Road and the issues the department is having
with the movement of the soft closure there. He requested that they complete a hard
closure created by k-rails. The Commission agreed to the plan.

Mr. Preston discussed the County maintenance of Rosie O’Neil Road.
Mr. Preston and Frank Haes discussed the Rosewood and Meadow Ridge intersection,
and presented maps and pictures for the Commission to review. He illustrated that two
residents were having issues with drainage. Commissioner Strahan directed Mr. Haes
and Mr. Preston to meet with the two property owners involved in the dispute and discuss
solving the water drainage issue themselves.

Mr. Preston discussed a property on Casey Road and North Hickory and provided the
Commission with pictures of a proposed drainage problem. Commissioner Strahan and
Frank Preston agreed to discuss the issue with the property owner.

Mr. Preston and Mr. Haes discussed Round Mountain Road and the need to attain right-
of-way from approximately six property owners. It was decided that Road & Bridge
would address the owners to determine if they were willing to donate the easements
needed to fix the road.

Mr. Preston received approval for Eddie Coxie to manage and sign the time sheets of
Planning & Zoning employees who were under Mr. Preston’s administration.

Mr. Preston gave an update on furloughed employees.

Mr. Preston discussed letters to the Corp of Engineers regarding Shady and Lightning
Springs.

Mr. Preston presented a pre and post Coon Creek/Taney County Bridge traffic count,
with an increase of approximately 200 additional cars per day noted.

Mr. Preston requested that four employees attend grading training in Springfield. The
Commission agreed to the request.

Mr. Preston discussed the cost per mile of maintaining County roads, and let the
Commission know that his numbers provided to the Commission in a previous meeting
were correct within +/- 10%.

ANIMAL CONTROL

Jim Barry with Animal Control agreed with the Commission that the repair of gates on
kennels would not be the responsibility of the County, but would be their responsibility
as the tenant.

The Commission supported the efforts of the Animal Control to increase public
knowledge and awareness.

EXECUTIVE SESSION – LITIGATION, REAL ESTATE & PERSONNEL PER
SECTION 610.021 (1)(2)(3)
Commissioner Strafuss moved to go into Executive Session pursuant to RSMo. 610.021.
(1)(2)(3). Commissioner Strahan seconded the motion. The motion passed by roll call
vote Pennel (aye), Strahan (aye), and Strafuss (aye).

EXECUTIVE SESSION
2:08 PM

See Executive Session minutes for actions if any.

Commissioner Strafuss moved to go out of Executive Session. Commissioner Strahan
seconded the motion. The motion passed by roll call vote: Pennel (aye), Strahan (aye),
and Strafuss (aye).

OUT OF EXECUTIVE
2:35 PM

DEVNET – TAX SOFTWARE

Julie Hall with DEVNET Incorporated presented Tax Software to the Commission,
Collector Sheila Wyatt, Deputy Assessor Tim Houtchens, IS Administrator Gary Morgan
and Clerk Donna Neeley.

RECESS
4:34 PM

The minutes were taken and typed by Cristy Smith, Deputy Clerk.