Commission Minutes

OFFICIAL MINUTES
October 4, 2010, 1ST DAY OF
THE OCTOBER ADJOURN TERM

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

PRAYER & PLEDGE OF ALLEGIANCE

Commissioner Pennel led the Prayer and Pledge of Allegiance.

PREVIOUS MEETING MINUTES

Commissioner Strafuss moved to approve the minutes of 9/20 adding Jim Strafuss to the
motion as attending the RAC meeting, and approving 9/27 and 9/29 with grammatical
corrections. Commissioner Strahan seconded the motion. The motion passed by vote:
Pennel (aye), Strahan (aye) and Strafuss (aye).

ACCOUNTS PAYABLE

Commissioner Strafuss moved to approve accounts payable as follows:

DATE 10/4/2010

CHECKS
321679 321689

321711 321783

Warrant #5271

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

BID OPENING – FORD F-150 (SEWER DEPARTMENT)

Linda Gifford opened and announced the following bidders for the Ford F-150: Bill
Grant Ford Mercury – No Bid, Tri-Lakes Motors, Friendly Ford, and Jimmy Mitchell
Motors.

PUBLIC COMMENT
Bob Schanz spoke to the Commission regarding his concern that Planning & Zoning
could be abolished with the current petition being passed among voters. He requested
that the proposed Public Hearing be held quickly, and that reforms be initiated instead of
abolishing the office.

Josh Smith expressed his support for the Planning & Zoning petition. He provided
examples of issues that had occurred with County citizens within the Planning & Zoning
office. He requested that voters in cities support those citizens in the unincorporated
portion of the County by either voting in favor of the petition, or by not voting at all.

NEW/OLD BUSINESS

FINAL AUDIT REPORT

Andy Marmouget of Davis, Lynn & Moots presented the Final 2010 Audit Report of the
County to the Commission.

Mr. Marmouget reported that there was a lack of segregation within the auditing and
payroll function of the County, and that there no problems with compliancy concerning
contracts, agreements or grants.

Mr. Marmouget presented a recommendation letter which suggested the following:

1. That there be two signatures on all checks issued.
2. That there be a defined policy for the opening of new accounts within the County.
3. That the Auditor’s office be the overseer of the payroll and accounts payable
processes rather than being the office in which those processes take place.
4. That training sessions be held encouraging all offices to follow the written
personnel policies uniformly.
5. That there be a specific individual designated to track and monitor all grants for
the County.

ROAD VACATIONS – PORTION OF UNNAMED ALLEY, MEADOW DRIVE,
MOUNTAIN DRIVE, PORTION OF NORMAL STREET & WEST STREET

Commissioner Pennel opened the Public Hearing for the vacations of West and Normal
Streets.

Attorney Tom Bill came before the Commission representing Garland and Beverly Smith
landowners of a portion of a public road within the Morris survey of the Bradleyville
District. He stated that they had not yet received the 15 day affidavit of publication from
the newspaper, and after discussion with County Attorney Bob Paulson, it was decided
that the Commission could open the public hearing on the vacations, and if there were no
individuals present in opposition to the vacations they could take the matter into
advisement, receive the publication affidavit at a later date, and vote on the vacations at
that time.

Commissioner Strahan expressed concerns about the closing of roads that could affect
access for neighbors.

Commissioner Strafuss moved to table the West and Normal Street vacations to October
18, 2010 at 9 am. Commissioner Strahan seconded the motion. The motion passed by
vote: Pennel (aye), Strahan (aye) and Strafuss (aye).

Commissioner Pennel opened the Public Hearing for the vacations of Mountain and
Meadow Drive.

Tom Boyce presented his road vacation petitions for Mountain and Meadow Drives to the
Commission.

Commissioner Strahan moved to table the Mountain and Meadow Drive road vacations
until Oct. 18, 2010 at 9 am. Commissioner Strafuss seconded the motion. The motion
passed by vote: Pennel (aye), Strahan (aye) and Strafuss (aye).

Commissioner Strahan requested that the Public Hearing for the portion of an unnamed
alley in the area of Powersite not be opened due to the illness of the petitioner.

Commissioner Strahan moved to table the Public Hearing for the portion of an unnamed
alley in the area of Powersite until October 18th at 9am. Commissioner Strafuss seconded
the motion. The motion passed by vote: Pennel (aye), Strahan (aye) and Strafuss (aye).

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

RECESS
10:01 AM

RECONVENED
10:08 AM

ADMINISTRATIVE & DEPARTMENTAL FUNCTIONS

PARK BOARD REQUEST

Commissioner Strahan moved to table the Park Board request until a later date.

The Commission decided to allow the issue to expire so that the citizen could repost their
request at a later date.

NIKKI LAWRENCE – WORK SESSION W/ COMMISSION
 NUISANCE CASES

Commissioner Strahan moved to table case #10-0818 until October 18, 2010.
Commissioner Strafuss seconded the motion. The motion passed by vote: Pennel (aye),
Strahan (aye) and Strafuss (aye).

The Commission directed Nikki Lawrence to attain a copy of the contract between the
owner and individual living on the property, and to have the nuisance case and the
contract reviewed by Attorney Bob Paulson.

Commissioner Strahan moved to send case #04-126 to Attorney Bill McCullough.
Commissioner Pennel seconded the motion. The motion passed by vote: Pennel (aye),
Strahan (aye) and Strafuss (aye).

VALLEY RIDGE SUPPORT LETTER

Commissioner Strafuss moved to send the Valley Ridge phase three support letter.
Commissioner Strahan seconded the motion. The motion passed by vote: Pennel (aye),
Strahan (aye) and Strafuss (aye).

HOLLISTER MAINTENANCE FACILITY PURCHASE

Commissioner Strahan moved to approve the purchase of the Hollister Maintenance
Facility. Commissioner Strafuss seconded the motion. The motion passed by vote:
Pennel (nay), Strahan (aye) and Strafuss (aye).

STAFF DEPARTMENTAL MEETING – PURCHASING

AUCTION ADVERTISING

Linda Gifford presented the Auction brochure to the Commission for their review. She
requested direction on how to advertise for the auction.

Commissioner Strahan moved to advertise on the radio at a maximum rate of $120.
Commissioner Strafuss seconded the motion. The motion passed by vote: Pennel (aye),
Strahan (aye) and Strafuss (aye).

Commissioner Strahan moved to advertise in the newspaper at a maximum rate not to
exceed $100 each. Commissioner Strafuss seconded the motion. The motion passed by
vote: Pennel (aye), Strahan (aye) and Strafuss (aye).

2010 COPS TECHNOLOGY GRANT APPLICATION

Linda Gifford presented part II of the 2010 COPS Technology Grant application.
Commissioner Strahan moved to approve the application for $400,000.00.

Auditor Rick Findley requested that maintenance fees be added to the Grant.
Commissioner Strafuss suggested that the next application include maintenance fees.

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

RECESS
10:41 AM

RECONVENED
10:45 AM

Sheriff Jimmie Russell reminded the Commission that he had brought the issue on the
increase in maintenance fees in relation to the COPS Grant to the Commission before,
and that the Grant would not cover the maintenance fees. He clarified that the fees would
be divided amongst the municipalities involved.

BOB PAULSON – WORK SESSION W/ COMMISSION

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), Strafuss (aye) and Strahan (aye).

EXECUTIVE SESSION
10:53 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), Strafuss (aye)
and Strahan (aye).

OUT OF EXECUTIVE
12:00 PM

Commissioner Strafuss moved to table Executive Session - Personnel 610.021 (3) until 1
pm. Commissioner Strahan seconded the motion. The motion passed by vote: Pennel
(aye), Strahan (aye) and Strafuss (aye).

RECESS
12:00 PM
 RECONVENED
1:02 PM

STAFF DEPARTMENTAL MEETING – ROAD & BRIDGE

Frank Preston, Road & Bridge Administrator informed the Commission that he was ready
to go ahead with the Road & Bridge budget, that there would be only two line items that
he was aware that would go over over-budget. The first being the salt line, due to paying
for 2009 salt with 2010 funds, and the fuel line due to the many days of service used
during storms.

Mr. Preston relayed that the City of Branson was requesting the County charge one dollar
per tire for them during their city-wide fall clean-up. The Commission gave their
approval.

The Commission and Mr. Preston discussed the case of the burned-out house, and
decided that there could be an extension in days for the volunteers to drop off the debris
for no charge.

Mr. Preston asked for guidance on the use of the Hilda Quarry as a vendor for rock
stockpiles. The Commission directed Frank to coordinate with Purchaser Linda Gifford
for the creation of a new bid.

Mr. Preston inquired if the County should snow plow the Corp and Park roads that
precede the County’s roads. The Commission directed him to do so.

Mr. Preston inquired if used telephone poles could be utilized in the building of the pole
barn at the Transfer Station. The Commission agreed that he could take used poles into
consideration.

Mr. Preston updated the Commission on the work done at Iowa Colony Road. The
Commission directed Mr. Preston to have Randy Haes work toward acquiring right-of-
ways on the Road.

Mr. Preston let the Commission know which neighborhoods had upcoming microseal
projects.

Mr. Preston gave an update on the T-Highway Project.

Mr. Preston let the Commission know that the Transportation Board was making progress
and working well.

The Commission gave Executive Authority to Mr. Preston to distribute dirt loads as he
see fits, with a maximum of three loads. If the request is over three loads, the request
must be brought to the Commission. They requested that he write up that directive as a
policy and bring it back to the Commission for their review.

Mr. Preston spoke on behalf of the Road & Bridge employees requesting that they remain
working ten hour days through the winter.

EXECUTIVE SESSION –PERSONNEL PER SECTION 610.021 (3)

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

EXECUTIVE SESSION
2:00 PM

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), Strafuss (aye)
and Strahan (aye).

OUT OF EXECUTIVE
2:20 PM

INSURANCE

Commissioner Strafuss announced his desire that both the insurance agency and the
insurance policies of the County be placed up for bid. He requested that the other two
Commissioners’ consider the matter. They agreed to do so.

Presiding Commissioner Pennel declared a recess.

RECESS
2:26 PM

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